Set Up the Sage Intacct Integration

Overview

The Sage Intacct integration allows you to seamlessly sync financial data with Tropic, enabling better spend tracking and reporting

Prerequisites

Before connecting Sage Intacct, ensure you meet the following requirements:

Obtain a Web Services Developer License from Sage Intacct:

• Contact your Sage Intacct account manager or log in to your Sage Intacct account
• Navigate to Company > Admin > Web Services and apply for a Web Services Developer License if you do not already have one.

Acquire Your Sender ID and Sender Password:

• Once you have the Web Services Developer License, Sage Intacct will provide you with a Sender ID and a Sender Password.
• For detailed instructions on how to obtain the Sender ID, please refer to the Sage Intacct documentation.

Verify Required Permissions:

• You must have Owner permissions in Tropic.
• Admin access in Sage Intacct is required.
• API permissions must be enabled for integration setup.

For additional context and to familiarize yourself with the broader integration features within Tropic, refer to the Integration Overview.

Steps to Connect

Start In Sage

Step 1: Locate your Company ID in Sage Intacct

• Click on Applications --> Company --> Setup --> Company.
• Find your Company ID in the ID field and save it for later use.

If your Sage Intacct application is a multi-entity organization, ensure the Top Level entity is selected.

Step 2: Create a Web Services User

• Navigate to Company > Admin > Web Services Users.
• Click Add and create a User ID, Last and First Name.
• Use the email address of the person managing the integration. You will need access the email address in a later step.
• Set User Type to Business and Admin Privileges to Full.
• Click Save (credentials and password will be delivered to your email)

ℹ️ A warning may appear saying there will be a charge for creating the User. This warning does not apply to this user and can be ignored.

Step 3: Create and Assign a Role for the Integration:

• Go to Company > Admin > Roles.
• Click Add, provide a Name and Description, and save.
• Assign the required permissions (List and View for multiple categories).
• Assign this role to the Web Services User created in Step 2.

Step 4: Add "Merge" to Web Services Authorizations:

• Navigate to Company > Setup > Company.
• Click Security > Edit > Add under Web Services Authorizations.
• Enter Merge (case-sensitive).
• Save the changes.

Step 5: Establish the connection in Tropic 

Requires the following role: Owner

In Tropic:

• Navigate to Integration
• Search for Sage Intaact (Select Accounting under Data Categories)
• Click View Details
• Click Connect
• Enter the following credentials:
  • Company ID: (you can locate your company ID in your General Information tab in Sage Intaact) - This is your organization's unique identifier in Sage Intacct. You can find it in the General Information tab under Company > Setup > Company.
  • Sender ID: Refer to the Prerequisites section above for instructions on obtaining your Sender ID from Sage Intacct.
  • Sender Password: The password associated with the Sender ID, also provided by Sage Intacct.
  • Location ID: Enter "ALL" if you want to connect to all entities within your Sage Intacct instance. If you’d like to link to the Top Level of your Sage Intacct instance, leave the Location ID field blank.
  • Click Next to continue the Setup.

Step 6: Select all relevant Sage Intacct Accounts to pull into Tropic.

The last step in establishing the connection between Tropic and Sage Intacct is confirming the accounts you would like to sync over. 

Selecting Accounts to Import for Sage Intacct Integration with Tropic

In Tropic:

• Select all you wish to pull and click View Summary.
• Once reviewed click Save Preferences
• Click Sync Data

📌 See Best Practices section below

Step 7: Create a support ticket

Please create a support ticket to notify the Tropic team that you have completed setting up a new Sage connection. Our team will disable excess data fields to avoid API rate limiting. 

Best Practices for Selecting GL Accounts

To ensure accurate and relevant data integration, follow these best practices when selecting GL accounts to sync with Tropic:

Accounts to Include:

• Expense Accounts: Track supplier-related spending, such as software, subscriptions, or utilities.
• Cost of Goods Sold (COGS) Accounts: Focus on accounts related to direct supplier costs, such as raw materials or services.

Accounts to Exclude:
Consider ignoring accounts that typically don't impact supplier-related spend management, such as:

• Salaries/Wages
• Bonuses/Commissions
• Payroll Taxes & Benefits
• Fines & Penalties
• Allocations
• Miscellaneous Expenses

Recommendation:
For optimal setup, sync all relevant Expense and COGS accounts. It's better to include slightly more accounts during the initial sync since you can refine your selection during supplier mapping. This approach ensures that no critical supplier-related transactions are overlooked.

Match Sage Intacct Vendors to Tropic Suppliers

After successfully linking your Sage Intacct account to Tropic, you’ll need to map your Sage Intacct suppliers to Tropic suppliers in order to display the transaction data. This can be done in Tropic by going to Integrations --> Sourcing tab.

Note: Please refer to suppliers mapping best practices before starting the process. 

Note: Linked suppliers that haven’t been marked Reviewed WILL NOT show any transaction data in Tropic

Disconnecting from Tropic

You can disconnect the integration at any time by going to Integrations > Sage Intacct > Disconnect. Disconnecting the integration will remove all connected payment data from displaying in Tropic

FAQ

Q: Why isn’t my supplier data syncing?
A: Ensure the supplier has transaction records in Sage Intacct and API access is enabled.

Q: How often does the data sync?
A: The integration syncs data every 24 hours by default. You can also trigger a manual sync in the integration settings.

Q: What objects are pulled from Sage Intacct?
A: Tropic pulls: Vendors, GL Accounts, Fiscal Periods, and Transactions.

Q: Does this integration support multiple currencies?
A: No, the integration only supports reporting in USD.

Q: How much historical data is pulled?
A: Up to the last 2 years of data for each vendor record.

Additional Resources

For more details about supplier mapping, refer to our Supplier and Transaction Mapping guide.