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In today's dynamic business landscape, enterprises often operate across multiple entities, each with unique financial intricacies. Sage Intacct's Multi Business Entity feature empowers you to navigate this complexity effortlessly, allowing you to efficiently manage the financials of various entities under a single, unified platform.
A user with a multi-business entity feature enabled can access global sites and select from the complete list of entities to connect with Sage Intacct.
You can choose to connect either from site or entity level.
Multiple business entities can be linked simultaneously at the site level, all sharing the same configuration.
You can link each business entity separately at the business entity level, which will have a distinct configuration from the site level.
Once you establish connections at the site level, connection at the business entity level is not possible.
When you choose the entity-level view, the apps page exclusively displays apps that you can connect to the business entity level. Regardless of any existing connections at the site level, a complete configuration will occur from the beginning at the business entity level.
The following screenshot displays the apps available to be connected at the entity level.
Click Connect to integrate Chargebee with Intacct.
Enter the Intacct login credentials in the pop-up connect box.
You can connect your Chargebee site with Intacct either using Chargebee's license or using your own web services developer license, as required. If you already have a developer license with Intacct, select the Use developer license option and enter the required details.
Once you have entered the credentials click Submit.
When a multi-business entity is enabled, and if you are connected at the site level with multiple business entities, you will see the following screen with the list of business entities available within your Chargebee site. Select the Chargebee business entities that you want to connect with and click Proceed.
The selected business entities from the previous step will be displayed as shown here. The drop-down allows you to choose the list of Intacct entities for mapping.
If you are connected at the entity level view, you can only assign one Intacct Subsidiary.
Chargebee performs a list of checks in Intacct. This prerequisite check verifies if the accounting codes, customers, and their currencies in Intacct are available in Chargebee before proceeding with the integration.
Customer duplicate check: If invoices from Chargebee are already available in Intacct, customers will be present as well. To avoid duplicates, you should map the customer records between both systems. You can download the list of customers as a CSV file, map the customers by reaching out to eap@chargebee.com, and upload the updated sheet in Chargebee. If there is no possibility of duplicates, ignore it and proceed.
Currency check: The currencies present in Chargebee should be present in Intacct. Chargebee does not compare the currencies via API. You need to manually compare and add the currencies in Intacct.
If customer data already exists in Intacct, an error message will be displayed. In such cases, you can contact our support team.
In Sage Intacct, it's possible to activate the tax solutions addon for designated regions. This addon ensures that accounts receivable invoices are generated for those regions. Additionally, within Intacct, you have the capability to establish and customize transaction definitions for both Chargebee invoices and credit notes.
It helps generate Accounts Receivable invoices for regions using the tax solutions add-on available in Intacct. You can activate Intacct's Tax Solution by toggling the Tax Solutions button.
Tax Solutions setting will be displayed only if the user account has Tax Solutions access.
You can map Transaction Definitions in Intacct for Chargebee invoices and credit notes from the drop-down. Click Proceed after selecting all the required fields.
To ensure that all connected entities share common integration settings, you need to perform account mapping for payments, invoice line items, and refunds at the site level.
Payment transactions recorded in Chargebee can be mapped to payment accounts in Intacct. For reconciliation purposes, you can select a clearing or undeposited funds account. If you have multiple currencies, payment gateways, or payment methods enabled, you can choose specific payments or checking accounts.
Refunds are created as vendor payments in Intacct. You can configure the following for mapping refunds:
You need to select the invoice line items in the item GL group only if the feature multi-entity with a different base currency is enabled.
Account mapping for invoice line items can also be configured for each currency level, depending on the backend setting. Please contact support to enable this feature.
If you have multiple Chargebee sites you can configure product line per Chargebee site.
You can choose a Revenue Recognition template for the invoice line items if necessary.
This is a screenshot of Revenue Recognition Rule mapping when enabled.
You can configure the dimensions for invoice line items within the Dimensions Configuration.
This is a screenshot of Dimensions Configuration when enabled.
Dimensions can be configured for each currency through a backend setting. If you need mapping at the currency level, please contact eap@chargebee.com.
When excess payments are added in Chargebee, they are synced to Intacct as overpayments. When the top level is chosen, Intacct mandates the inclusion of the Overpayment Location ID and, optionally, the Overpayment Department ID.
When offline payments are reconciled against payment_due invoices in Intacct, invoices get updated as paid in Intacct. These payments can be synced back to close payment_due invoices in Chargebee. You can choose to enable this option using the toggle button.
This is a screenshot of Sync Offline Payments when enabled.
Within Chargebee, you can configure items at the site level, meaning that different accounting attributes such as accounting code, SKU, tracking category, and more, cannot vary for each business entity. To enable distinct accounting fields for each business entity, use product catalog mapping, which allows you to assign the necessary data at the business entity level according to your specific requirements.
You have the option to upload a CSV file containing mapping details between products and business entities. Within these mappings, you can specify accounting codes for each entry. Follow these steps to upload the CSV file.
The downloaded CSV file contains the following fields:
| CSV Field Name |
Description |
Additional Info |
|---|---|---|
| PRODUCT_ID |
Unique identifier for Chargebee's item prices. |
|
| PRODUCT_NAME |
Name of the Item price in Chargebee's Product catalog. |
|
| SKU |
SKU of the product |
|
| ACC_CODE |
Accounting code associated with the item |
|
| ACCOUNTING_FIELD1 |
Revenue Recognition |
If you've configured Revenue Recognition templates in Intacct, enter the relevant template ID here. |
| ACCOUNTING_FIELD2 |
Location |
If you've classified Dimensions for your products in Intacct, and would like to sync data specific to it, enter the information here |
| ACCOUNTING_FIELD3 |
Dimension3 |
|
| ACCOUNTING_FIELD4 |
Dimension4 |
|
| BE_NAME |
Name of the business entity |
This will be displayed in case of site level view. In the case of the Entity Level view only the respective BE will be displayed |
If you perform any validations, you will receive an error, as shown below. This error can be fixed by re-uploading the file with the correct mapping.
You can add taxes as sub-totals in Intacct for accounting or ERP modules. For example, if you are remitting sales tax in New York (which is based in the US), you can create a sub-total item for each tax jurisdiction within that region.
You can map the subtotal description for regions without tax solutions as shown here.
You can select a specific date from the drop-down menu to sync invoices from Chargebee to Intacct.
We recommend that you review these invoices in Intacct. If the sync works as expected, you can click the Run Full sync.
The Intacct setup is now complete. If you are connected at the site level the following screen will be displayed after the setup is complete.
If connected are connected at the entity level the following screen will be displayed after the setup is completed.
In entity-level connected integration, each entity has a different configuration. To switch back to the configuration setting at the site level, simply click the RESTORE button.
After setting up the integration, you can configure the daily schedule to sync all the information to Intacct automatically. Invoices and related information will be synced once every 24 hours. You can choose to disable auto-sync if required.
You must enable auto-sync at the site level. Only then will entity-level auto sync be honored.
For on-demand sync, you can sync data from Chargebee to Intacct immediately.
You can edit the configurations or GL Account mapping provided during the setup process.
Link to record mapping document.
You can modify the tax sub-totals provided during the setup process. If you have added tax regions in your Chargebee settings, you can provide new tax sub-totals in this section.
You can enable the Tax solutions for the countries that do not have it enabled previously using Manage Preferences.
You can add or manage product catalog.
On disconnecting at the site level it'll disconnect all the entities, Disconnecting at the entity level will only disconnect at a specific entity.
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