Prerequisites
To perform the sync setup between ProcureDesk and Sage Intacct, ensure you have:
Full Admin access to Sage Intacct with user role permissions.
Admin access to ProcureDesk.
Confirm whether your Sage account is set up at the Entity Level or Top Level.
Step-by-Step Instructions
1. Create a Web Services ProcureDesk Sync User in Sage Intacct
Create a user at the Root Level (top-level) and assign full permissions.
In Sage Intacct:
Navigate to Company > Admin > Web Services Users > Add.
Fill in the following details:
User ID, First Name, Last Name: Use XML_ProcureDesk.
Email Address: Enter the email of the person managing the ProcureDesk sync (password will be sent to this email).
User Type: Select Business.
Admin Privileges: Set to Off.
Once the Web Services user is created, Sage Intacct will send a temporary password to the email provided.
2. Assigning ProcureDesk Role
Create and assign a custom role for ProcureDesk.
In Sage Intacct:
Go to Company > Admin > Roles.
Click Add.
Name the role ProcureDesk.
Under Permissions, select All for the role.
If you use Projects in Sgae, give access to Projects too.
Assign this role to the XML_ProcureDesk user:
Go to Company > Admin > Web Services Users.
Click Edit next to the newly created Sync user.
Under Roles information, select the ProcureDesk role.
Click Save.
User Entities and Departments:
Assign the respective entities under User Entities.
Assign the respective departments under User Departments.
3. Add ProcureDesk to Web Services Authorization
Authorize ProcureDeskMPP as a trusted Sender ID.
In Sage Intacct:
Navigate to Company > Setup > Company
Click the Security tab and then Edit.
In the Web Services Authorizations section, click Add.
In the Sender ID field, enter ProcureDeskMPP.
Click Save.
4. Add a Generic Item
Create a generic item for use in purchase orders.
In Sage Intacct:
Go to Company > Purchasing > Items.
Click Add.
Add a new generic item with the following settings:
Item Type: Select Non-Inventory (Purchase only).
ID and Name: Set both to Generic.
5. Change PO Number Settings
Modify the PO number settings to sync with ProcureDesk.
In Sage Intacct:
Go to Company > Purchasing > Setup and select Configuration.
Click Documents Configuration, then click on Purchase Order.
Click Edit, clear the number sequencing.
Check "Inherit source document number", and click Save.
6. Sync Invoices from ProcureDesk to Sage Intacct
In Sage Intacct:
Go to Company> Setup > Attachment Folders.
Create a New Folder named "Invoices" for syncing purposes.
7. Sync Payment from ProcureDesk to Sage Intacct
Create a Clearing account in Sage if you haven't already.
Follow the steps here to create a clearing account in Sage.
Create a Dummy Checking Account in Sage
Set up a new checking account specifically for ProcureDesk payments.
This should be a placeholder account solely for integration purposes.
Map the Checking Account to the appropriate GL
In Sage, map the new checking account to the General Ledger (GL) account you have designated for clearing.
Provide the Clearing Account ID to ProcureDesk
Once created and mapped, share the account ID with the ProcureDesk team.
This ID will be used in the integration so that payments post against the clearing account rather than the checking account.
Share the Sage Payment Journal
Share the payment journal ID used to create journal entries in Sage.