Sage Intacct API Integration

This guide overviews the benefits of utilizing the Sage Intacct Integration in addition to steps for setup with ALIS.

To initiate setup, contact your Account Manager or our ALIS Customer Success Team.

Intacct Integration Benefits

This integration facilitates the data push from ALIS to Intacct which eliminates the need to do a manual file export and import process. Other benefits of the integration include: 

• • Generate batch-level Journal Entries using the data from ALIS.
  • Drill down to the exact event with details on the resident, amounts, and periods using a simple and detailed audit of ALIS activities within Intacct.
  • Save time—eliminate the entire process of exporting, saving, then logging into Intacct to import your files.
  • Rely on real-time billing and payment position.
  • Control when your data is synced without the need for a manual process.
  • More quickly identify any errors or issues. Automatic sync errors will highlight any incorrect account numbers, dimensions, etc.

1. Prepare Intacct for the Integration and gather credentials

The integration takes place at the Company level, and only one set of credentials is needed from Intacct for the entire company even if multiple communities within the company utilize the integration. We can choose the specific communities for which to enable the integration, and a Community in ALIS refers to a Location in Intacct. Reference the ALIS Intacct API How-To Guide for more details about the below setup steps in Intacct.

1. In Intacct, create a new Web Services User with the correct permissions. Once the new user is created, you will receive login credentials in your email.  
   • In ALIS, these login credentials must be added to Settings > Intacct GL.
2. To signal in Intacct that ALIS is authorized to connect to the API, you must set the Sender ID. To do so, visit Company > select the Setup tab > Company > select the Security tab and scroll down to Web Services authorizations. Set the following details, and save:
   • • • Sender ID: medtelligent
       • Description: ALIS to Intacct API
       • Status: Active
3. Select the Journal into which the ALIS entries will commit. It is recommended that you create a separate journal named 'ALIS' to help audit and track down any issues with transactions. This is the default journal for integration.

2. Verify Billing Settings in ALIS

In ALIS, set up the GL transactions you want to send to Intacct for each community. For assistance, contact your Account Manager or our ALIS Customer Success Team.

1. Navigate to Settings > Billing.
2. In Billing Settings, go to the Private tab, to verify that the account numbers are all accurate for your account types.  
3. Next, click on the GL tab and look under the Intacct Export File Settings to confirm that the Journal, Location ID, and Default Department ID under the are all accurate. 
4. Lastly, scroll down the GL tab page to GL Transactions Settings and verify that the Intacct Class IDs are all accurate for your Care Levels in ALIS. 

3. Steps to Send Records from ALIS to Intacct

You have the option to either Auto Sync or manually sync records from ALIS to Intacct. When you set up ALIS to Auto Sync with Intacct, this sync occurs on a nightly basis. It is a good practice to manually perform the sync first before moving to the Auto Sync configuration. 

To manually sync transactions:

1. Using the Billing dropdown menu, go to the GL Transactions page.
2. Identify the period you're ready to sync and click the GL Txns button.
3. On the View Transactions/Payments page, click the checkboxes to select the transactions to sync. Then click the Sync with Intacct button. 

To set up the nightly Auto Sync:

1. Go to AppStore > Sage Intacct.
2. In the Configure tab, move the Enable Auto Sync toggle to "Yes" and click Save. 
   1. 1. • In the Sync Email field, you can also add multiple email addresses for individuals who should receive the sync reports.

To view Synced Transactions:

1. Go back to GL Transactions page > Intacct Sync tab. From here you can view all transactions that have been synced, if there were any errors, and use the View button to drill down on details. 
2. To see what was synced in Intacct, navigate to the ALIS Journal and View Transactions.

4. Tracing Records in Intacct back to ALIS

1. Find the record number and batch ID in your Journal Entry. 
2. In GL Transactions>Exports, locate the 1-to-1 record found in ALIS.

Intacct FAQs

How much does the integration with ALIS cost?

• There are no additional fees for this feature in ALIS or Intacct. It is included with your ALIS Billing Module subscription.

Do I need to purchase a module or more licenses in Intacct?

• No. The integration uses the Intacct API. ALIS does all of the heavy lifting so there are no additional features or modules that need to be enabled or purchased from Intacct.

What is the difference between the file export/import and sending using the API integration?

• File Export/Import - The exported file groups transactions by account number and date. The user must manually export the file and save it locally, then login to Intacct and import the file. If the user runs into errors, they need to manually correct the file and the associated ALIS records, and then retry the import. 
• API Integration - Sending the data using the API integration does not group transactions. Instead, each batch is sent individually, so the Intacct user can see exactly what made up the debits and credits. One button pushes all of the records to the other system, so there is no need to move between files and programs.

Can the integration be disabled and then re-enabled?

• Yes. Records sent using the API integration will remain in the Intacct Sync tab for audit.

If I change a batch in Intacct, will it show in ALIS?

• No. It is a one-way from ALIS to Intacct. No information can flow from Intacct to ALIS.

Can I sync some records and export others?

• Yes.  ALIS tracks what has been sent to Intacct, and will mark records as “exported” if they were sent using the API integration or exported in a file.

Is there a way to export files for already synced transactions? 

• Yes, and you may do this if you need to move the synced records to a different community/location. To do this, you will need to unhide the synced transactions first before downloading the file.
  • • • Navigate to the View Transactions/Payments page, click the "Hide Exported Transactions" checkbox, and then select the Preview Export button at the top of the page. This will create and download a CSV file with the synced transactions. 

What are the most common errors?

• Missing or bad account numbers. We can use a tool in ALIS to update records.
• Errors with authenticating the provided credentials from Intacct. This is often because the account password or status was changed.

How do I address sync errors?

• A common sync error occurs when an Account Number is not exactly the right characters. It is possible for a leading space in the account number to be the culprit. The error might say "Invalid Account" "Pick a valid account". Verify the numbers and contact your ALIS onboarding manager to help migrate any errors.

Will the record be duplicated if I sync again after errors?

• No. Receiving an error message means that no record was created.

Related Articles:

• ALIS Intacct API How-To Guide

For more assistance with App Store/Integrations,

Contact our ALIS Customer Success Team:

888.404.ALIS (2547) or support@medtelligent.com

• ALIS-Intacct-API-Setup-How-To-Guide-2.pdf1 MB