Sage Intacct: Connect & configure

​

Overview

The Sage Intacct (also called Intacct) connection wizard links one Alvys subsidiary to one Sage Intacct entity. After connecting, AR invoices export, sync, and post from Alvys to Sage and payments import from Sage to Alvys on a 4-hour schedule. You configure which transaction types sync in the Accounts Receivable and Accounts Payable sections of the Settings tab, and you map GL accounts, dimensions, and custom fields in the Account Mappings and Dimensions & Custom Fields tabs. Each Alvys subsidiary you want to connect requires its own separate connection.

​

Before You Start

• Sage Intacct preparation must be complete: Web Services must be enabled in your Sage subscription, AlvysMPP must be authorized under Company > Web Services Authorizations, and a Web Services user must be created with “All” permissions on all 10 required modules. See How to Prepare Sage Intacct Before Connecting to Alvys before proceeding.
• Have your Sage Company ID, Web Services User ID, and password ready before starting the wizard.
• Only users with the “Admin” or “Partner Admin” role can access Settings > Connections > Sage Intacct (the “CompanyProfileManager” permission controls access).

​

Steps

1. Select your Alvys subsidiary. Go to Settings > Connections > Sage Intacct. Click Connect. From the dropdown, select the Alvys subsidiary you want to connect to Sage Intacct. Each subsidiary must be connected separately; repeat this process for each subsidiary you want to link.
2. Choose where transactions will post in Sage. Select how Alvys transactions will be routed in your Sage entity structure:
   • Matching child entities (Recommended): Transactions post to the Sage entity whose name matches the Alvys subsidiary. Use this option if your Sage structure has separate child entities for each subsidiary.
   • Top-level entity: All transactions post to the top-level Sage entity, regardless of which Alvys subsidiary generated them. Important: This selection is permanent and cannot be changed after setup. If you need to change the posting destination later, you must disconnect the subsidiary and reconnect with the correct setting. If you are unsure which option applies to your Sage structure, consult your Sage administrator before proceeding.
3. Enter your Sage credentials. Enter the Sage Intacct Company ID, the Web Services User ID, and the password for that user. Alvys uses these credentials to authenticate with the Sage Web Services API. Click Connect to validate the credentials and proceed.
4. Configure AR Settings. Under the Settings tab’s Accounts Receivable section, toggle AR sync active to enable AR export, then configure the individual options:
   • Autopost Invoices: Creates invoices directly in posted state. Disable to create invoices as drafts instead.
   • Auto create customer: Creates a new customer if no match is found. Pair with Default Customer Type to set the type assigned to newly created customers.
   • Auto update customer: Always updates the customer in Sage with the customer details in Alvys.
   • Name Matching Fallback: When Alvys can’t match a record using a primary identifier, it automatically falls back to matching by name.
   • Customer transaction prefix: Applies predefined prefixes to transaction reference numbers for easier identification.
   • Exclude zero value transactions: Excludes transactions with a total value of zero dollars from export.
   • Split revenue by trip: Creates a separate revenue line for each trip when a load is split, attributing revenue to the truck that ran each trip for truck-based P&L reporting.
   • Link Invoice Reference Number to: Maps the invoice reference number on exported invoices to an Alvys field, such as Order #.
5. Configure AP Settings. Under the Settings tab’s Accounts Payable section, toggle AP sync active to enable AP export, then configure the individual options:
   • Autopost Bills: Creates bills directly in posted state (submitted instead if bill approval is enabled). Disable to create bills as drafts instead.
   • Auto create vendor: Creates a new vendor if no match is found. Pair with Default Vendor Type and Create factoring companies as to set how newly created vendors and factoring companies are typed.
   • Auto update vendor: Always updates the vendor details in Sage with the entity from Alvys.
   Under Carrier Operations:
   • Vendor transaction prefix: Applies predefined prefixes to transaction reference numbers for easier identification.
   • Exclude zero value transactions: Excludes transactions with a total value of zero dollars from export.
   • Include driver bills: Exports driver statements in Alvys to Sage as bills. Pair with 1099 drivers only to exclude statements for W2 drivers and prevent them from syncing to Sage.
   • Export company fuel: Exports company-paid fuel transactions that have not been deducted from drivers, as journal entries. Pair with Include deducted fuel to also export fuel transactions deducted from owner-operators so the Sage bill total matches the fuel-card invoice.
   • Export company tolls: Exports company-paid toll transactions not deducted from drivers, as journal entries. Pair with Include deducted tolls to also export toll transactions deducted from owner-operators for bank reconciliation.
   • Name Matching Fallback: When Alvys can’t match a record using a primary identifier, it automatically falls back to matching by name.
   Under Brokerage Operations:
   • Link existing carriers by: Sets the identifier (such as External ID) used to match existing carriers.
   • Bill subsidiary carrier: Exports a bill to the trip’s assigned subsidiary carrier instead of the driver.
   • Export Carrier Statements: Creates a single bill with multiple trips as line items instead of a separate bill per trip. Important: You cannot disable the last remaining active sync toggle on a subsidiary. If only one sync toggle is still enabled and you attempt to turn it off, Alvys will prevent the change. To pause all syncing without disconnecting, use the Primary Sync toggle for that subsidiary, which acts as a master on/off switch for the entire connection.
6. Configure Dimensions and Custom Fields. Under the Dimensions & Custom Fields tab:
   • Dimension Mappings: Map Sage Intacct dimensions to Alvys fields (such as Subsidiary, Fleet, Office, Driver, Truck, Trailer, or Contractor Type). Dimensions are categorization tags in Sage that let you slice financial data by business segment, and the available dimensions are pulled dynamically from your own Sage Intacct instance rather than a fixed list. For full details, see Sage Intacct: Dimension & custom field mappings.
   • Custom Field Mappings: Map Sage custom fields to Alvys data fields. Custom fields let you push additional Alvys data (such as load details, shipper and consignee information, dispatch data, driver names, and equipment numbers) into custom fields on Sage invoices and bills. For full details, see Sage Intacct: Dimension & custom field mappings.
7. Save and verify the connection. Click Save. Before the connection becomes active, Alvys runs a reconciliation check to validate your configuration against Sage Intacct. If errors are found, Alvys displays a list of the issues along with links to the wizard step where each error can be resolved. Common errors include: a mapped GL account does not exist in Sage, a dimension value references a value removed from Sage, or required fields are missing. Correct each flagged item and click Save again. If the reconciliation succeeds, the connection status for that subsidiary will display as Active in Settings > Connections > Sage Intacct. To confirm transactions are exporting and to review any errors, see Sage Intacct: Payments and Error Transactions.

​

Result

Your Alvys subsidiary is now connected to Sage Intacct. AR invoices and AP bills will export from Alvys to Sage according to your configured settings. Payments recorded in Sage will import back into Alvys on a 4-hour schedule. Each subsidiary you connect maintains its own independent AR, AP, account mapping, and dimension/custom field settings. Make sure the Sync active toggle in the top right corner of the subsidiary’s integration page is turned on. If it’s off, no transactions will export or import for that subsidiary, regardless of your AR and AP settings.

​

Modifying Settings After Setup

To change AR, AP, account mapping, or dimension/custom field settings after the initial connection:

1. Go to Settings > Connections > Sage Intacct.
2. Find the subsidiary whose settings you want to change.
3. Click Edit to open that subsidiary’s settings.
4. Select the Settings tab (Accounts Receivable or Accounts Payable section), the Account Mappings tab, or the Dimensions & Custom Fields tab and make your changes.
5. Click Save.

The posting destination chosen during the connection wizard cannot be modified after setup. To change it, disconnect the subsidiary and reconnect.

​

Setting Up Additional Subsidiaries Using a Template

After completing your first Sage Intacct integration, you can set up additional subsidiaries using an existing integration as a template. Using a template copies all AP settings, AR settings, account mappings, dimension mappings, and custom field mappings from the existing integration to the new subsidiary.

​

How to use a template

1. Go to Settings > Connections > Sage Intacct.
2. Click the button to add a new integration.
3. From the dropdown, select the Alvys subsidiary you want to connect.
4. Choose where transactions will post in Sage.
5. Enter your Sage credentials and click Connect.
6. When prompted to choose a setup method, select “from an existing integration.”
7. Select the existing integration you want to use as a template.
8. Select the Sage entity for the new subsidiary.
9. Review the copied settings and make any changes specific to the new subsidiary.
10. Turn on syncing to activate the connection.

After creating an integration from a template, changes made to the template integration do not automatically update integrations that were created from it. Each integration must be maintained independently.

​

Disconnecting Sage Intacct

To disconnect a subsidiary from Sage Intacct:

1. Go to Settings > Connections > Sage Intacct.
2. Find the subsidiary you want to disconnect.
3. Click Disconnect.
4. Confirm the disconnection when prompted.

Disconnecting stops all future syncs for that subsidiary. It does not delete any previously exported transaction data in Sage Intacct.

​

FAQs

Q: Can I connect more than one Alvys subsidiary to Sage Intacct? A: Yes. Each subsidiary connects separately through the wizard. Repeat the connection steps for each subsidiary you want to connect. Q: Can multiple Alvys subsidiaries connect to the same Sage entity? A: Yes. Multiple subsidiaries can connect to the same Sage entity. Each subsidiary’s transactions will post according to the posting destination setting configured during its individual setup. Q: What is the difference between the “Matching child entities” and “Top-level entity” posting options? A: Matching child entities routes each subsidiary’s transactions to the Sage child entity whose name matches that Alvys subsidiary. Top-level entity posts all transactions to the parent Sage company regardless of which subsidiary generated them. Consult your Sage administrator to determine which option matches your Sage structure. Q: Can I change the posting destination after setup? A: No. The posting destination is permanent once the connection is saved. To change it, disconnect the subsidiary from Settings > Connections > Sage Intacct and reconnect with the correct setting. Q: What happens if I disable the AR sync active or AP sync active toggle? A: Disabling either toggle stops all AR or AP exports for that subsidiary. Individual transaction options (such as include driver bills or export company fuel) will not export even if those individual options remain enabled. Q: Which Alvys roles can access the Sage Intacct connection settings? A: Users with the “Admin” or “Partner Admin” role can access Settings > Connections > Sage Intacct to connect, edit, or disconnect integrations. Q: How do I pause syncing temporarily without disconnecting? A: Use the Primary Sync toggle for the subsidiary. This acts as a master on/off switch for the entire connection. You cannot disable the last active individual sync toggle; if you attempt to do so, Alvys will prevent the change and you will need to use the Primary Sync toggle instead. Q: What credentials do I need to enter in the connection wizard? A: You need the Sage Intacct Company ID, the User ID of the Web Services user created for Alvys, and that user’s password. Gather these from Sage before starting the wizard. Q: What should I do if the connection wizard returns an authentication error? A: Verify that the Sage Web Services user credentials are correct, that Web Services is enabled in your Sage subscription, and that AlvysMPP is listed in Company > Web Services Authorizations in Sage. See How to Prepare Sage Intacct Before Connecting to Alvys for the full prerequisites checklist. Q: Does disconnecting Sage Intacct delete my historical data? A: No. Disconnecting stops future syncs but leaves all previously exported transactions intact in Sage Intacct. Q: Can I configure different AR and AP settings for different subsidiaries? A: Yes. Each subsidiary has its own AR, AP, account mapping, and dimension/custom field settings. Changes to one subsidiary’s settings do not affect any other subsidiary. Q: What happens to transactions that were created before the connection was established? A: Only transactions created or modified after the connection is established will export to Sage. Historical data from before the connection date is not exported automatically. If you need to bring historical data into Sage, that must be done manually within Sage Intacct. Q: What does it mean if the reconciliation check flags a GL account error after saving? A: It means that a GL account you mapped in Alvys does not exist or is inactive in your Sage Intacct Chart of Accounts. Return to the account mappings step in the wizard, correct the flagged mapping, and click Save again.

​

Go Deeper

• How to Prepare Sage Intacct Before Connecting to Alvys
• Sage Intacct: Account Mappings
• Sage Intacct: Payments and Error Transactions