SVB T&E integrates directly with Intacct, which automatically pushes expense data into your accounting software for both reimbursable expenses (bills and bill payments) as well as SVB corporate card transactions (Charge Card Transactions). Here's how to set it up!
A few notes about the integration requirements before we get started:
- Everyone's Intacct configuration is slightly different, so the screenshots in this help article might not align exactly with what you see in your Intacct account. That being said, we will work with you to get the integration set up properly, but we appreciate your patience if it takes a bit of exploration!
- You must enable the Web Services subscription using Company > Subscriptions (or Company > Admin > Subscriptions in Intacct)
- The integration requires creating a new user in Intacct. This user's sole purpose is to authenticate the integration during the initial integration set up. You can preface the user ID name with "XML_Gateway" to indicate that this is a web services user only. This will also allow you to avoid paying for an additional user license in Intacct.
- You must have the Charge Card module enabled in your account. To create a new Charge Card account, select the Charge Card Accounts in the Cash Management Section. You will be given a list of accounts already setup and also the option to setup a new Charge Card Account.
- If you have more than one entity set up in your Intacct, you will need to specify the User/Role to that entity.
Step 1: Determine whether you have user-based permissions or role-based permissions in Intacct.
Intacct has two permissions settings: user-based permissions and role-based permissions. Depending on which one applies to you, follow the instructions below.
If you're not sure which type you have, you can check by navigating to Company > Company info.
Scroll down to Global Settings, and you'll see which Permission type your account is:
If you have user-based permissions:
Step 1: Create a new user
This is the user that will authorize the connection between SVB T&E and Intacct.
Navigate to the Company tab, then Admin, and select Web Services Users:
Then click Add User:
- User ID: This should be AbacusLabs* to identify the user role that will facilitate the integration (this needs to be unique!).
- First and Last Name: This can be "Abacus" and "Labs" - again, we're just creating this role specifically for the purposes of the integration, and this information must be unique to this user.
- Email address: Please note that you will need access to this email address, but the email address also can't overlap with any other email address tied to a previous user in Intacct. If your email is hosted by gmail, you can add a unique identifier to the address by adding a plus sign (i.e. yourname+intacct@company.com)
The user needs to have Full Admin privileges.
Then, click Save!
**Please double check with your Intacct rep about incurring additional charges to ensure any fees are waived!**
Next, enter your Intacct password:
Next, make sure each of these permissions is checked off, and click Save. The permissions needed are Administration, Company, Cash Management, General Ledger, Accounts Payable, Platform Services, and Projects.
Click into Permissions for each application and module, to make sure all are checked.
Check your email! You should have received an email with some important identifying information:
- Password
- Intacct Company ID
- User ID
Head back to your SVB T&E account, and click "Connect to Sage Intacct". You'll be prompted to enter in the information found in the email you just received from Intacct:
Congratulations - SVB T&E and Intacct are now connected! Please scroll down to the section on customizing your integration below.
If you have Role-based permissions in Intacct:
Step 1: Add a role
- Point to Company and click the plus icon next to Roles. The Roles Information page appears.
- In the Name field, add a name for the role (this can be Abacus). You can't change this name after you save the role.
- Optionally, enter a description of the role.
- Click Save. The Roles Subscriptions page appears. On this page, make sure the following subscriptions are checked off
5. For each subscription, click into the Permissions setting one at a time.
6. When you have finished assigning permissions to the role, click Save.
The Modules that we need ALL permissions for are:
- Cash Management - Charge Card transactions
- Accounts Payable - Bills and Manual Payment
The Modules that we need List and View permissions for are:
- Department
- Location
- Class
- Projects
- General Leger
- Charge Card Accounts
- Checking accounts
- Savings accounts
- etc.
Step 2: Create User
This is the user that will authorize the connection between SVB T&E and Intacct.
Navigate to the Company tab, and select Users:
Then click Add User:
- User ID: This should be AbacusLabs to identify the user role that will facilitate the integration (this needs to be unique!). Note: we call the role, Abacus, but it is still associated with your SVB T&E account.
- First and Last Name: This can be "Abacus" and "Labs" - again, we're just creating this role specifically for the purposes of the integration, and this information must be unique to this user.
- Email address: Please note that you will need access to this email address, but the email address also can't overlap with any other email address tied to a previous user in Intacct. If your email is hosted by gmail, you can add a unique identifier to the address by adding a plus sign (i.e. yourname+intacct@company.com)
Then, click Save!
**Please double check with your Intacct rep about incurring additional charges!**
Next, enter your Intacct password:
Step 3: Assign the user to the Abacus role
If your company uses role-based permissions, go to the user's record (Company > Users > Edit) to assign a role to a user.
Assign a role to a user:
- On the User Information screen, click the Roles Information tab.
- In the Role Name text box, click the down arrow to see a list of roles from which to choose. Then click to select a role for the new user. Optionally, you can create a new role for the user.
- When you finish entering information, click Save to save your changes and display the list of users.
Step 4: Set Abacus Labs as the Sender ID for a Web Services User
Go to the Top-level entity in Intacct:
Navigate to Company > Setup > Company Info > Security Tab
Edit the Company Information and scroll to Web Services Authorizations. Click "Add" and enter "AbacusLabs" as the SenderID. Save.
Customizing your Intacct Integration
There are a few more things you need to do in your Accounting Integration settings page in SVB T&E to finalize the integration with Intacct.
Step 5: Select a default expense account
Once SVB T&E is connected to your Intacct, the next step is customizing the integration with your Intacct. First, select a default expense account. For any expenses that are missing a category in SVB T&E, this default expense account will be applied. This should be something like 'miscellaneous' or 'other expense' in your chart of accounts. Keep in mind that if any items in your GL change in Intacct, they'll also need to be updated in SVB T&E.
Step 6: Choose your Sync Option for Corporate Card Transactions
Decide whether you want corporate card transactions to sync automatically to Intacct once they are in a "completed" state or if you prefer a manual pre-reviewed sync.
For Auto-Sync:
Toggle the Require Accounting Review option to "Off". In this mode, corporate card transactions will sync automatically to Intacct after an admin approves the transaction and it is marked as complete.
For Pre-review Sync:
Toggle the Require Accounting Review option to "On". This setting requires an additional review of corporate card transactions prior to syncing them to Intacct. Once turned on, approved corporate Card transactions will appear on the new Accounting page in the Admin menu bar. Admins can view and edit transaction details before syncing them to Intacct. Learn more about the manual accounting sync feature here.
Step 7: Select a Bank Account
Select the bank account from Intacct that's being used to reimburse your company expenses.
Step 8: Set your close date (for Corporate Card only)
This setting allows you to sync corporate card expenses into Intacct, even if they are dated in a closed month. By setting a close date, these transactions will be synced to the first day of the closest open month.
If you officially close your books in Intacct, you'll want to come to your Accounting Sync history page each month and enter in your close date into SVB T&E.
Enter the desired date in the Close Date field.
Step 9: Corporate Card Mapping
You'll need to select the accounts that you want the corporate card transactions to sync to. You have the option to sync to a single card feed, or multiple card feeds if you have separate feeds per card, or if you're managing multiple SVB card programs.
If you don't see a card account to map to, you will need to create Credit Card accounts in Intacct. This feature is specifically for corporate card management in Intacct. To set up an account, go to Cash Management, and then Open set up (bottom right):
Then select Charge Card Accounts, and fill out the details according to your corporate cards.
The client had a setting turned on in their general ledger setup where it was checked on to auto-populate vendor, even though each account did not have the dimension turned on.
More information about Vendor Syncing in Intacct:
- The Payee and the Description fields will include the vendor information
- A new vendor will not be created in your main vendor list for corporate card transactions, however, you will still be able to search by Payee field in Intacct
- Be aware of a setting in your General Ledger setup that enables the vendor field to auto-populate - this will need to be disabled since the vendor field is not populated in the Dimension
- Each GL setting will need to have "vendor required" disabled
*Please note: SVB T&E does not sync in the Vendor/Merchant to the dimensions of the Charge Card transaction in Intacct.
Step 10: Select Default items for custom fields
SVB T&E pulls in the following data from Intacct: Class, Location, Department, Customer, Item, and Project. You have the option to create custom fields in SVB T&E and map them to these fields in Intacct.
You can optionally add default mappings for these fields in your Accounting Sync settings page. Each expense that's missing this field will be associated with the default item you select here:
Don't forget to click Save!
Step 11: Map your categories
To complete the integration, navigate to your Categories page, and map each item to the corresponding expense account. Now you have successfully connected to Intacct
Mapping custom fields in SVB T&E to Intacct
You can create an unlimited amount of custom Team and Expense fields to add additional information to each expense. These fields can map to Class, Department, Location, Customer, Item, and Project in Intacct. Click the links below to learn how to create each field type.
-
Team Fields are customizable fields that you can add to a member's profile, like Department or Team. This data will be attached to employees expenses automatically.
Expense Fields are customizable fields that you can add to the expense submission form. You can create a custom drop-down menu on the expense form for your employees to fill out while submitting their expenses.