Set up Sage Intacct with Tipalti

Authentication requires three values that need to be extracted from Intacct. Do the following steps to authenticate the application.

1. In the "Applications" dropdown list, go to Company > Setup > Company.
   
2. On the "Company information" screen:
   1. Click the "Security" tab.
   2. Click "Edit".
      
3. Under "Web Services authorizations", click "Add" to open the "Web Services Sender Information" dialog.
   
4. In the "Sender ID" field:
   1. Type: TipaltiMPP
   2. Click "Save".
      
5. On the "Company information" screen:
   1. Ensure the "TipaltiMPP" value displays in the table.
   2. Click "Save".
      
6. From the "Company" dropdown list, go to Company > Admin > Web Services users.
   
7. On the "Web Services Users" screen, click "Add" to open the "Web Services User Information" screen.
   
8. On the "User information" tab, complete the following fields.
   1. User ID - TipaltiIntegration
   2. Last name - Integration
   3. First name - Tipalti
   4. Email address - Use an email address that you have access to because your password will be sent to this address
   5. User type - Business
   6. Admin privileges - Off
      
9. Click the "Roles information" tab.
   1. Add the role "::SYS::Multi Entity Shared-ROLE-FOR - admin".
      
   2. Click "Save".
   3. Type a password. This password is the current user's password, and not a password for you to create.
      
10. Click "Done". An email containing user details is sent to the specified email. The email contains the three values required for the authentication stage.
    

In Intacct, create a vendor record for Tipalti transaction fees so that these fees will show as paid bills under this vendor.

1. Go to Accounts Payable > Vendors.
   
2. Click "Add".
3. Create a vendor with the name "Tipalti".

Complete the following pages to configure the Intacct app in Tipalti's Tipalti Hub. Click each page name to view how-to steps.

Step 3A. Aunthenticate

The following instructions are for first-time authentication.

1. Go to Administration > API integration > Apps.
2. At the top right of the screen, click "Add app" and select "Intacct" to access the configuration screen.
3. Click "Start setup" to go to the "Authenticate" page.
4. Type the values that you received in the email into the following fields:
   • Company ID
   • User ID
   • User Password
   • Entity type - Select either "Single entity" or "Multi entity" (Multi entity is most common).
     
5. Click "Authenticate".

Step 3B. Payer entity mapping

This step only displays if the payer has more than one entity.

1. Select an Intacct subsidiary for each Tipalti payer entity.
2. Click "Next". (If there are fewer entities in Tipalti than in Intacct, a warning displays. Click "Confirm" to continue.)

Step 3C. Sync preferences

1. In the "Payee sync" field, select one of the following options: "No sync", "Tipalti to Intacct", "Intacct to Tipalti", "Bidirectional".
2. In the "Payee name structure" field, select how you would like to have payees mapped to the ERP.
   • Name + Payee ID (default)
   • Only Name
   • Only Payee ID
3. In the "Bill/vendor credit sync" field, select "No sync" or "Tipalti to Intacct".
   1. In the "When to sync bills?" field, select "Before approval" or "After approval".
   2. If you want to view invoices in the Intacct ERP that are collected and processed by Tipalti, then in the "Sync bill attachments?" field, select "Yes" (the maximum file size for sync is 5 MB). By default, "No" is selected.
4. In the "Payments sync" field, select "No sync" or "Tipalti to Intacct".
5. In the "GL accounts" field, select "No sync" or "Intacct to Tipalti".
6. In the "Tax sync" field, select "No sync" or "Intacct to Tipalti". Currently, this feature is not supported in combination with Intacct PO matching.

Since 1099-Misc box category values are not associated with GL accounts in the ERP, and therefore, don't sync to Tipalti, we recommend that you manually import GL account CSV files in which you can associate your accounts with these values. That way, these values will be reflected automatically in the “1099 preparation” report used to help you prepare your 1099 form for the IRS.

Step 3D. Custom field mapping

Map existing custom fields between Tipalti and Intacct. To add a new custom field before mapping it, see Add custom field.

1. In the "Type" column, select one of the following entity types:

   • Payee
   • Bill (includes vendor credit)
   • Payment

   Your selection determines the options available in the remaining columns.

2. In the "Intacct fields" column, select one of the fields listed in the Intacct column of the table below.

3. In the "Tipalti fields" column, select one of the following value types:

   • List: Allows the user to select a single value from a predefined list of values
   • List (multiple selection): Allows the user to select multiple values from a predefined list of values
   • Free text: Used for text entries
   • Free text (unique): Used to prevent duplicate values from being entered
   • Free text (encrypted field): Once data are entered in this field, the data are masked by asterisks and only display for Tipalti users with the View Secure Details role

   For custom fields, the name of the custom field (not the value type) displays in the dropdown list.

Fields that are mapped automatically in the standard integration are not available here for mapping.

4. Repeat the previous three steps for each custom field you want to map.
5. To delete a row, click the "X" at the end of the row.
6. When you are finished mapping fields, click "Next" to be directed to the initial sync screen.

Step 3E. Accounts

Map existing GL accounts between Tipalti and Intacct.

1. In the "AP accounts" section, select the specific AP accounts that you want to sync to Tipalti. These accounts are assigned a Category of "Other" and can be linked to bills at the header level in Tipalti.
2. In the "Other accounts" section, select the types of expense accounts that you want to sync to Tipalti. These accounts are assigned a Category of "Expense" and can be linked to bill lines in Tipalti.

If you would like to link bill lines to credit cards, select "Credit card" . Otherwise, credit cards are only available in Tipalti for marking bills as paid manually.

3. Click "Next".

Step 3F. Accounting preferences

Payee sync additional settings

1. In the "Default payee AP account" field, begin typing the default AP account for payees, then select it from the populated list.
2. In the "Sync Payees to" field, select "Top Level" (to sync payees to all entities) or "Entity Level" (to sync payees to a specific entity).

Bill sync additional settings

In the "Default expense account" field, begin typing the default expense account for bills, then select it from the populated list.

Accounting settings

This section and the next only display if "Tipalti to Intacct" was selected as the direction of synchronization in the "Payments sync" field above (see step 3 under "Sync preferences").

1. In the "Vendor for Tipalti fees (currency)" field, begin typing the Intacct vendor^* that you want associated with the Tipalti fees in that currency, then select it from the populated list.
   • If you have multiple Tipalti accounts, a field will display for each account currency—complete all fields that display.
   • If, for example, the payer has two Tipalti accounts (USD and EUR), then only vendors with USD and EUR account currencies will display in the populated list.
2. In the "Tax withholding expense account" field, begin typing the default expense account for vendor credits that are created for withholding amounts, then select it from the populated list.

^* These vendors must exist in Tipalti as payees. When adding a new payee record in Tipalti, you will have the option of selecting the "Intacct vendor currency" that you want linked to the Tipalti payee.

Default coding for fees

1. In the "Tipalti fees expense account" field:
   1. Begin typing the default expense account for bills/ payments that are created for Tipalti fees, then select it from the populated list.
   2. If you want this value to display on bill payments in Intacct, select the box beside "Apply this default value for Tipalti fee bill payment as well".
2. In the "Payee fees expense account" field:
   1. Begin typing the default expense account for vendor credits that are created for payee fees, then select it from the populated list.
   2. If you want this value to display on bill payments in Intacct, select the box beside "Apply this default value for payee fee bill payment as well".
3. In the "Fee default values" section:
   1. In the "Field" column, select any bill/ bill line or vendor credit/ vendor credit line custom field that you mapped in step 2.D above. The "Level" field auto-populates with "Header" or "Line" based on the custom field you select.
   2. In the "Bill value" field, begin typing the default value for the field on a bill fee, then select it from the populated list.
   3. In the "Vendor credit value" field, begin typing the default value for the field on a vendor credit fee, then select it from the populated list.

Tipalti/ Intacct accounts mapping

1. A list of Tipalti accounts displays. Adjacent to each Tipalti account name, begin typing the Intacct account to which Tipalti payments will be synchronized, then select it from the populated list.
2. Click "Next".