Integrating with your Sage Intacct platform

Overview

A journal service is a tool that allows you to connect your accounting software with your payroll platform so that you can capture journal entries in your chart of accounts. If you use Sage Intacct for your accounting software and journal service, and Employment Hero for your payroll, you can simply connect Sage Intacct with your Employment Hero payroll platform via the accounting integration feature.

After connecting your Sage Intacct and EH Payroll platforms together, and setting up your chart of accounts, you can post payroll journals automatically into Sage Intacct upon finalising a pay run, eliminating the need for manual data import/exports or CSV uploads. You will also notice that with this export feature we format the data to reflect automatically your Sage Intacct reporting layouts.

Note: This feature is available for Standard and Premium payroll plans.

Initial set-up and configuration

From within your Sage Intacct account, complete the following set-up:

Subscribe to Web Services
Subscribe to Web Services.
  1. CompanySubscriptions.
  2. Find Web Services and click on it to Subscribe.
    screenshot of the web services section
  3. Ignore the warning about additional charges.
Add the Sender ID
Add the Sender ID to the allowed list.
  1. Company > Company Info.
  2. Click EDIT.
  3. Click on the Security tab.
  4. Go to the section labelled Web Services authorizations.
  5. Add the Sender ID: employmentheroMPP
    screenshot of the web services authorizations section
Create User with Role-Based Security

Important

Instructions vary slightly depending on the client defining their security as Role-Based or User-Based.

If you want to create a user with User-Based security, please go to the next accordion item: Create User with User-Based security.

Create a Role

  1. CompanyRoles.
    screenshot of the users submenu, with roles highlighted
  2. Click ADD.
  3. Input a Name.
  4. Click SAVE.
  5. Click on the necessary Permissions for each applicable module.
  6. Click SAVE.

Create Web Service User

  1. Company Web Services user.
    screenshot of the users submenu, with web services users highlighted
  2. Click NEW.
  3. Input values for these fields:
    • User ID.
    • Last name.
    • First name.
    • Email address.
    • Make sure the User Type = Business User.
  4. Click on the Roles information tab.
  5. Select the Role created in the prior step.
  6. Click SAVE.
  7. Ignore any warning that there will be a charge for creating the User.
Create User with User-Based security

Important

Instructions vary slightly depending on the client defining their security as Role-Based or User-Based.

If you want to create a user with Role-Based security, please go to the previous accordion item: Create User with Role-Based security.

Create Web Service User

  1. Company > Web Service User.
  2. Click NEW.
  3. Input values for these fields:
    • User ID.
    • Last name.
    • First name.
    • Email address.
    • Make sure the User Type = Business User.
  4. Click SAVE.

Add permissions to that new user

  1. Sage Intacct will return to the list of Web Service Users.
  2. Find your Web Service User and click on Subscriptions.
    screenshot of the web services users section, highlighting the subscriptions button
  3. Click on the necessary Permissions for each applicable module listed below:
    • Company - list/view access to Entities, Departments, Locations, and Channel.
    • General Ledger - list/view access to Accounts and list/view/add/edit/delete access to Journals.
    • Accounts Payable - list/view access to Tax Detail.
  4. Click SAVE.

Getting started

Connect your Sage Intacct platform to Employment Hero Payroll
  1. Log into your Employment Hero Payroll platform.
  2. Click the  Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Under Business Management, click   Integrations.
  5. Locate the Sage Intacct logo and click the Add button.
    screenshot of the integrations screen, highlighting the add button for sage intacct
  6. Fill in your Company Id, User Id and User Password.
  7. Click the Connect to Sage Intacct button.
    screenshot of the add sage intacct integration modal, highlighting the connect to sage intacct button
  8. Once you have connected to Sage Intacct, you will have the option to select which entity you would like to send your payroll journal to. The default option is top-level, but you can click on the drop-down list, select the entity you wish to connect your payroll file to.
  9. Click the Save button.
    screenshot of the integration modal, with a highlight on the entity dropdown and save buttons

    NB: Once you have entered your login credentials, the user ID will be truncated and the password hidden and it will not be stored.

Data management

Locations, classes, and departments

To set up location-specific settings which can be mapped to employees, you can:

  1. Click the  Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Run Settings, click Locations.
  4. Click the Import button.
  5. Click the Import Sage Intacct Locations button.
    screenshot of the locations screen, highlighting the import and import sage locations buttons

For each location, you have the option to assign these dimensions from within your Sage Intact file:

  • Classes
  • Departments
  • Locations

The purpose of assigning these dimensions to your locations is to then assign the locations to your employees, and the pay run totals will be amalgamated and flow through to your dimensions in Sage Intacct with your pay run journal.

screenshot of the add new location panel, highlighting the sage intacct sections

Please refer to the Locations support article for more information.

Once you have configured your pay run option, the next step is to set up your chart of accounts by going to the payroll settings tab on the payroll dashboard, click on 'Chart of accounts' under the business settings heading.

Importing your accounts from Sage Intacct

You can import your payroll accounts directly from Sage Intacct for use in payroll. To do this, you can:

  1. Click the  Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Under Business Settings, click Chart of Accounts.
  4. Click the Import Accounts button.
    screenshot of the chart of accounts screen, with a highlight on the import accounts button
  5. As you are already connected to Sage Intacct, a list of accounts will show and you can then enable the accounts that you would like to use in the chart of accounts mapping. You can enable the required accounts by clicking on the toggle button as shown below:
    screenshot of the import external accounts page, with a highlight on the toggle and save buttons
  6. Click the Save Accounts List button to save the configuration.
Configuring your accounts

Once you have imported and saved the required Sage Intacct accounts, you can map them within the Chart of accounts page. To do this, you can:

  1. Click the  Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Under Business Settings, click Chart of Accounts.
  4. Click Default Accounts.
    screenshot of the chart of accounts page, with a highlight on the default accounts button

You will see a list of transaction types that need to be mapped to a Sage Intacct account. The Sage Intacct accounts appear in the drop-down list next to the transaction type. You can select the same account for multiple transaction types.

NB: When you map your default GL accounts, you will notice that there is an option to Split by location. This allows you to write a transaction line per location to the journal for the same account. This is particularly useful if you are using locations, classes, or departments within Sage Intacct.

Further information on location-specific account mapping can be found in the Mapping GL Accounts support article.

NB: If you are using a nominal account from your chart of accounts which has disallow direct posting selected in Sage Intacct, your journal will error if you try to allocate payroll funds to this account.

Once you have completed all the mappings, you are now ready to export a journal.

Exporting your pay run journal to Sage Intacct

Once you have completed a pay run, you will be able to export a journal to the Sage Intacct journals. You can export a journal by following these steps:

  1. Once you have created and completed your pay run, click Finalise pay run from the Pay run actions tab.
  2. In the Finalise pay run dialogue, select Export journals to Sage Intacct now.
    screenshot of the export option

  3. Click Finalise pay run and your journal will be exported.

    You will find your journals with the journal page in Sage Intacct in the Payroll Journal folder. Click the view transactions link to find all of your pay run journals.

    screenshot of the payroll journal entries page

    If you need to edit your pay run, when you finalise, you can export the journal again and it will override the previous journal. Likewise, if you need to delete the pay run, your journal will automatically be deleted from Sage Intacct.

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