Pre-connection Instructions / Checklist

  • Make sure you have the username and password for Beanworks and that you are a Beanworks System Administrator for your company.
  • Make sure you log into your Sage Intacct account. If you have more than on Sage Intacct company, ensure that we can access all of the Sage Intacct companies that you want to connect as the Sage Intacct administrator.
  • Make sure that you can complete all the below steps in a single session/sitting. Otherwise, the connection may time out before you can complete the connection.
  • When setting up the connection we need to enter Sage Intacct user credentials. Please ensure that you have the appropriate information.

Beanworks Connection to Sage Intacct

Step 1: Ensure that Intacct allows web user connections. This requires that the Web Services subscription be enabled. This can be found in Company -> Subscriptions -> Web Services -> Subscribe.

Step 2: Create a Web Services User.

  • Navigate to the Web Services User screen (Company -> Web Services Users, and click the + icon there, or use the Add button in the list screen)
  • Enter the user details. The User ID field is the most important, as it will be the username for our login credentials. It is strongly encouraged that this be set to beanwebadmin, to easily identify it later if need be. Last Name and First Name are largely irrelevant, but are mandatory. Email Address is required and must be a valid email address you have access to, as a confirmation email will be sent there. Contact Name and User Name can be left blank. User Type should be Business and Admin Privileges should be set to Limited. Status must be Active.
  • Click Save. There will be a prompt that adding users might incur charges. You must agree to this, and then confirm by re-entering their password.

Step 3: Create a Role for your Web Services User.

  • Confirm Roles are Enabled for Sage Intacct. (Company -> Company Info --> Edit --> Scroll to Global Settings)
  • Navigate to the Role screen (Company -> Roles, and click the + icon there, or use the Add button in the list screen)
  • Enter a Name and Description is optional. It’s strongly recommended that you use Beanworks API as the Name.
  • Click Save. 
  • You will be taken to a screen that lists the different Permissions sections. You’ll need to add the following Permissions to this role to allow it to access the necessary parts of Intacct:

  • Click Save.

Step 4: Associate the new Role with the Web Services User, in order to give it the access levels it requires to issue commands to Intacct remotely.

  • Navigate to the Web Services User screen (Company -> Web Services Users)
  • In the user list, find the user you had made in Step 2, and click on the Edit link to the left of that row.
  • Change to the Roles Information tab at the top.
  • Click into the first empty row, and it will turn into a dropdown. In that dropdown, select the role you created in Step 3.
  • Click Save and confirm the change with a password entry as was done in Step 2.

Step 5: Allow Beanworks to make changes to the customer’s Intacct instance by setting us up with Web Services Authorization.

  • Navigate to Company -> Company Info and click Edit in the upper right hand corner.
  • Change to the Security tab at the top and scroll down to the second-to-last header, Web Services Authorization.
  • Click on the small + icon on the top right of the grid. A window will open. In the Sender ID field, enter BeanworksMPP. In the Description field, either enter a meaningful description, or leave it blank as it is optional.
  • Click Save. When the window closes, click Save in the parent screen.

Step 6: Create a Custom Field for writing Invoice URLs to. 

This will provide a link on the Bill in Intacct that will open the corresponding Invoice in Beanworks.

  1. Navigate to Platform Services -> Custom Fields and click the + icon there, or use the Add button in the list screen)
  2. Select AP Bill in the Object dropdown and click Next.
  3. Select URL in the Data Type dropdown and click Next.
  4. Enter Beanworks into the Label field, BEANWORKS into the Field ID field (this should auto-fill), and optionally Link to Beanworks Invoice in the Description field. Click Next.
  5. The last page can be skipped. Click Done.

This should be all that is required on the Intacct end. The next step is to move over to Beanworks, and attempt a login with the new user. The following depends on whether or not the user is integrating at the root level in a multi-entity Intacct instance, which is not recommended but possible. Ideally, a single-instance user will integrate with us at the legal entity level, and a multi-entity user will integrate with us using one legal entity per entity they have.

Step 7: Navigate to your Beanworks AP instance. Go to Settings, then to ERP Management. Please follow the steps, depending on your entity type:

Single Entity Integration: 

  • Enter your company ID -> this is the same one you use when you log into Intacct. 
  • Enter the username of the Web Services User created in Step 2. 
  • You will need the password of the Web Services User, which will be in an email that has been sent to the address specified during its creation in Step 2. 

Multi Entity Integration

  • Take note of the Intacct entity ID. This can be found in Intacct by going to Company -> Entities, and looking in the entity ID column of the entity you want to use.
  • Enter the company ID and entity ID by using a pipe (|) character before each ID e.g. if the company ID is MyIntacctCompany and the entity ID tointegrate with is 100, you would enter MyIntacctCompany|100 
  • Enter the username of the Web Services User created in Step 2. 
  • You will need the password of the Web Services User, which will be in an email that has been sent to the address specified during its creation in Step 2. 

Step 7: Click Synchronize with Intacct. This process can vary depending on the amount of data that is being synced. Check List Management in the settings and if all is there the sync is complete.

Note: The systems sync every 2 hours, so if you don't see the anything, check back later on.

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