---
title: "Intacct Export to Journal"
canonical: "https://docs.kingdomfirstsolutions.com/space/RPD/40501270/Intacct%20Export%20to%20Journal"
format: markdown
---
## Summary
---
This plugin will allow importing of batches from Rock directly into your Intacct account as either journal entries or other receipts. Batches can be exported as CSV files ready for manual import or pushed directly into your Intacct account with the click of a button using Intacct’s API.
## What’s New
---
The following new goodness will be added to your Rock install with this plugin:
- **New Page**: Intacct Projects (Finance > Administration > Intacct Projects)
- **New Page**: Intacct Export (Finance > Functions > Intacct Export)
- **New Block**: Batch to Journal (added to the Batch Detail Page on install)
- **New Block**: Batches to Journal (added to the new Intacct Export Page on install)
- **New Account Attributes**: There are a number of new Account attributes that control where transactions are posted in Intacct
- **New Defined Type**: Financial Projects stores the Defined Values that designate what Project a Transaction should be associated with
- **New Defined Type**: Intacct Bank Accounts stores the Defined Values that map to Intacct checking account ids for use with other receipts.
- **New Batch Attribute**: Date Exported
- **New Financial Gateway Attributes:** There are 2 new Financial Gateway attributes to control how transaction fees are handled
## Intacct Configuration
---
The following instructions are needed if you plan to use the “Direct” export method (via Intacct API) of this plugin. If you plan to only use the “File” export method (create a CSV file for import into Intacct), you can skip this section and jump to [RockRMS Configuration](https://kfs-inc.atlassian.net/wiki/spaces/RPD/pages/40501270/Intacct+Export+to+Journal#RockRMS-Configuration).
There is configuration needed in your Intacct account to utilize the API. You may need to contact the Intacct Administrator for your organization for help with these steps.
### **Create a new Role**
In Intacct, go to Applications > Company > Admin Tab > Roles
Create a new role with the following information:
**Name:** API Journal
**Description:** Used to make Journals via API
Upon saving the new role, you will be presented with the Subscriptions screen to set up subscriptions and permissions for your the new role. Setting up the General Ledger subscription role permissions is required for all implementations. Setting up the Cash Flow role permissions is only required if the implementation is intended to support Other Receipt functionality.
#### **Role Permissions - General Ledger**
From the Subscriptions screen for the API Journal role, check the box for **General Ledger** to subscribe the role to the General Ledger application, then click its respective Permissions link.
In the permissions window, select the **All** radio button in the upper right corner of the grid to grant all permissions for the General Ledger to the Role.
Click the Save button in the upper right of the window to save the permissions and return to the Subscriptions page.
If you plan to configure your implementation to support Other Receipts, proceed to the next section to set up Cash Management permissions for this role as well. Otherwise, click the Save button in the upper right of the Subscriptions page to complete the setup of the role.
#### **Role Permissions - Cash Management (Optional)**
If you plan to use this integration with other receipts, you must also configure the role to have permissions for Cash Management. From the Subscriptions screen for the API Journal role, check the box for **Cash Management** to subscribe the role to the Cash Management application, then click its respective Permissions link.
In the permissions window, grant List and View permissions for **Checking Accounts**, and List, View, Add, and Edit permissions for **Other receipts**.
Click the Save button in the upper right of the window to save the permissions and return to the Subscriptions page.
Click the Save button in the upper right of the Subscriptions page to complete the setup of the role.
### **Create a new User**
Note: Creating users can cost extra in Intacct. Only create a new user if there are not any existing API or generic users that you can use.
Go to Company > Admin > Web Services Users and click “Add” to add a user.
> ℹ️ **User Id:** RockAPI
> ℹ️ **Last name:** API
> ℹ️ **First name:** Rock
> ℹ️ **Email address:** A valid email where you can receive the password email
> ℹ️ **Contact name:** Leave this blank to create a new contact automatically
> ℹ️ **User name:** Rock API
> ℹ️ **User Type:** Business
> ℹ️ **Admin Privileges:** Full
> ℹ️ **Assign User Role: **In the blank drop down menu at the bottom of the page, select your **API Journal** Role
Save your changes
### **Create a new Employee**
Go to Company > Setup > Employees
Add a new Employee
> ℹ️ **Primary contact name:** RockAPI (or existing API user)
### Create Web Services Authorization
In order for Intacct to integrate with third-party applications such as Rock, the “Web Services” option in the Intacct User Information settings must be selected and the Sender ID must be added to the Web Services Authorization List, which is found on the “Security” tab under “Company Configuration.”
> ℹ️ **Under “Applications,” click on the “Company” tab and select “Company” under “Configuration.”**
> ℹ️ **1. Click the “Edit” button to the right of the screen.**
> ℹ️
> ℹ️ **2. Click the “Security” tab.**
> ℹ️ **Scroll down to the section titled, “Web Services authorizations” and click “Add.”**
> ℹ️ **Enter your Sender ID (a permanent credential provided from Intacct), add a short description, and click “Save.”**
## RockRMS Configuration
---
Upon installing the Intacct Export to Journal plugin, several new elements were created in your Rock installation that need configured. These elements include two new blocks, one new page, several new Financial Account Attributes, two new Financial Gateway Attributes, and one new defined type. Some of these elements are required for every implementation while others may only be required based on the configuration of your Intacct account. Let’s start with the Financial Account Attributes.
### **Financial Account Attributes**
The plugin’s export process will always create at least one debit line and one credit line for a Journal. The creation of these debit and credit rows are controlled by a new set of “Intacct Export” attributes. These attributes must be properly configured on every Account in Rock that will be used with Intacct.
In addition to the Intacct Dimensions included, custom dimensions can also be added.
***NOTE: Due to limitations in Intacct’s XML api, this plugin only supports user defined dimensions (custom dimensions) for Other Receipts when using File export method.***
#### **Activate Financial Account Attributes**
To limit the impact on the UI for your Financial Accounts, many of the Financial Account entity attributes that were created during installation of the plugin were set as inactive. To activate more of the Financial Account attributes (in other words, more Intacct dimensions) go to Admin Tools > System Settings > Entity Attributes. Select “Financial Account” in the Entity Type drop down and select “Intacct Export” in the Categories filter to limit the results to the Intacct attributes. Make sure the Active Status filter is set to either All or Inactive to see the attributes that are currently inactive (grayed out). Select desired attributes and update to be Active or Inactive as desired. Keep in mind some of them are required, so be intentional about which ones you inactivate. Most required attributes will note they are “Required by Intacct.” in their description.
**NOTE**: Most organizations will mark the GL Project designation by setting a default Project on an account in Rock. If more specific Project marking is needed, the export utility also created a Financial Transaction Detail Attribute that can be set at the Financial Transaction level.
#### **Attribute Permissions**
Anyone who needs to access these attributes will need Editing Permissions, which are stored within the Entity Attributes related to the financial accounts. Permissions must be given to each attribute found in System Settings > Entity Attributes. Once there, select Financial Account as the entity type and all supported attributes will be listed. Select the padlock icon on the right side of the list to set the permissions for each Attribute.
#### **Financial Account Setup **
To configure a Financial Account, navigate to Finance > Administration > Accounts, and click the Edit button on the desired Account to configure. Find the section of attributes labeled “Intacct Export” and configure as follows.
| | |
| --- | --- |
| [1] | **Credit Account** Account number to be used for the credit column. Required by Intacct. |
| [2] | **Default Credit Project** Designates the project for the assigned Credit Account at the financial account level. |
| [3] | **Credit Class** The Intacct dimension for Class Id to be used for assigned Credit Account. |
| [4] | **Credit Department** The Intacct dimension for Department Id to be used for assigned Credit Account. |
| [5] | **Credit Location** The Intacct dimension for Location Id to be used for assigned Credit Account. Required if multi-entity enabled. |
| [6] | **Debit Account** Account number to be used for the debit column. Required by Intacct. |
| [7] | **Default Debit Project** Designates the project for the assigned Debit Account at the financial account level. |
| [8] | **Debit Class** The Intacct dimension for Class Id to be used for assigned Debit Account. |
| [9] | **Debit Department** The Intacct dimension for Department Id to be used for assigned Debit Account. |
| [10] | **Debit Location** The Intacct dimension for Location Id to be used for assigned Debit Account. Required if multi-entity enabled. |
| [11] | **Transaction Fee Account** Expense account number for gateway transaction fees. |
### **Intacct Bank Accounts Defined Values**
After install, the Intacct Bank Accounts defined type was added to your Rock instance. This defined type is used to map your Intacct checking accounts. These values are only used when exporting batches as “Other Receipts” in the plugin.
If you are using the “Direct” export method of the plugin (via the Intacct API), these values are automatically created and synced via the API whenever you export batches. There is no need to make any changes to the values. If you do, they will be overwritten the next time an export is completed and they are synced. There will be no values after initial install. They will be populated after your first export.
If you are using the “File” export method (generating a CSV for manual import), you will need to manually add values for every Intacct checking account you wish to make available for use with exporting other receipts.
| | |
| --- | --- |
| [1] | **Value** Set to the ID of the checking account in Intacct. |
| [2] | **Description** Set to the Bank Name of the checking account in Intacct. |
### **Rock Blocks And Pages Configuration**
After install, the Batch to Intacct block was added to your Batch Details page to enable exporting individual batches to Intacct. Also, a new Intacct Export page containing the Batches to Intacct block was added under your Finances directory to enable exporting multiple batches at once. The export button will only show up if the batch Transaction and Control amounts match.
#### **Batch to Journal Block**
Located on your Batch Details page, the export button will only show up if the batch Transaction and Control amounts match.
When the block is in Other Receipts mode, you will have options for Deposit To, Payment Method and Bank Account next to the Export to Intacct button.
**NOTE: If you have the Export Method block setting set to “File”, you must ensure you have all desired checking accounts mapped in the ****[Intacct Bank Accounts Defined Type](https://kfs-inc.atlassian.net/wiki/spaces/RPD/pages/40501270/Intacct+Export+to+Journal#Intacct-Bank-Accounts-Defined-Values)****. **
You will need to configure the Batch to Journal block settings.
| | |
| --- | --- |
| [1] | **Name** Block name. |
| [2] | **Journal Id** The Intacct Symbol of the Journal that the Entry should be posted to. (example: GJ) |
| [3] | **Journal State** Determines whether to set the exported journal entry's state as Posted or Draft. |
| [4] | **Button Text** Customize the text on the export button. |
| [5] | **Close Batch** Flag indicating if the Financial Batch should be closed in Rock when successfully posted to Intacct. |
| [6] | **Log Response** Flag indicating if the Intacct Response should be logged to the Batch Audit Log. The Audit Log for the batch will also contain errors returned from Intacct if any are received. See “Troubleshooting” section for more detail. |
| [7] | **Log Request** Flag indicating if the Intacct Request should be logged to the Batch Audit Log. The Audit Log for the batch will also contain errors returned from Intacct if any are received. See “Troubleshooting” section for more detail. |
| [8] | **Journal Memo Lava** Allows you to use Lava to control what is saved in the memo column of the export. Default: {{ Batch.Id }}: {{ Batch.Name }} |
| [9] | **Enable Debug** Outputs the object graph to help create your Lava syntax. |
| [10] | **Export Method** Determines whether to export batches directly to Intacct using API credentials or to a specially formatted CSV file for import into Intacct. |
| [11] | **Undeposited Funds Account** The GL Account Id to use when Other Receipt mode is being used with Undeposited Funds option selected. |
| [12] | **Sender Id** The permanent Web Services sender Id provided by Intacct during initial account setup. |
| [13] | **Sender Password** The permanent Web Services sender password provided by Intacct during initial account setup. |
| [14] | **Company Id** The Intacct company Id. This is the same information you use when you log into the Sage Intacct UI. |
| [15] | **User Id** The Intacct API user Id. This is the same information you use when you log into the Sage Intacct UI. |
| [16] | **User Password** he Intacct API password. This is the same information you use when you log into the Sage UI. |
| [17] | **Location Id** The optional Intacct Location Id. Add a location ID to log into a multi-entity shared company. Entities are typically different locations of a single company. |
| [18] | **Export Mode** Determines the type of object to create in Intacct. Selecting Journal Entry will result in creating journal entries of the type set in the Journal Id setting. Selecting Other Receipts will result in creating Other Receipts in the Cash Management area of Intacct. |
| [19] | **GL Account Grouping** Determines if debit and/or credit lines should be grouped and summed as follows in the resulting Intacct Journal Entry or Other Receipt:
- **Debit Accounts**: Debit Account, Debit Class, Debit Department, Project, Transaction Fee Account, Location, and any Custom Dimensions
- **Credit Accounts**: Revenue Account, Revenue Class, Revenue Department, Project, Location, and any Custom Dimensions
- **Financial Account Grouping**: Both credit and debit lines are grouped by Rock Financial Account, Project, and Transaction Fee Account.
**NOTE:** Other Receipt mode does not support debit account grouping. |
| [20] | **Entity Type** They type of entity that will provide context for this block. |
#### **Batches to Journal Block**
The Batches to Journal block was added to a new page under your Finances heading named Intacct Export. It consists of a specialized grid of exportable batches with an export button at the bottom.
When the block is in Other Receipts mode, you will have options for Deposit To, Payment Method and Bank Account next to the Export to Intacct button.
**NOTE: If you have the Export Method block setting set to “File”, you must ensure you have all desired checking accounts mapped in the ****[Intacct Bank Accounts Defined Type](https://kfs-inc.atlassian.net/wiki/spaces/RPD/pages/40501270/Intacct+Export+to+Journal#Intacct-Bank-Accounts-Defined-Values)****. **
You will need to configure the Batches to Journal block settings.
| | |
| --- | --- |
| [1] | **Name** Block name. |
| [2] | **Detail Page** The Financial Batch Detail page. |
| [3] | **Button Text** Customize the text on the export button. |
| [4] | **Months Back** Number of months back that batches should be loaded. This is helpful to prevent database timeouts if there are years of historical batches. |
| [5] | **Close Batch** Flag indicating if the Financial Batch should be closed in Rock when successfully posted to Intacct. |
| [6] | **Log Response** Flag indicating if the Intacct Response should be logged to the Batch Audit Log. The Batch Audit Log will also contain errors returned from Intacct if any are received. |
| [7] | **Log Request** Flag indicating if the Intacct Request should be logged to the Batch Audit Log. The Audit Log for the batch will also contain errors returned from Intacct if any are received. See “Troubleshooting” section for more detail. |
| [8] | **Enable Debug** Outputs the object graph to help create your Lava syntax. |
| [9] | **Journal Id** The Intacct Symbol of the Journal that the Entry should be posted to. (example: GJ) |
| [10] | **Journal State** Determines whether to set the exported journal entry's state as Posted or Draft. |
| [11] | **Undeposited Funds Account** The GL Account Id to use when Other Receipt mode is being used with Undeposited Funds option selected. |
| [12] | **Journal Description Lava** Allows you to use Lava to control what is saved in the memo column of the export. Default: {{ Batch.Id }}: {{ Batch.Name }} |
| [13] | **Export Method** Determines whether to export batches directly to Intacct using API credentials or to a specially formatted CSV file for import into Intacct. |
| [14] | **Sender Id** The permanent Web Services sender Id. |
| [15] | **Sender Password** The permanent Web Services sender password. |
| [16] | **Company Id** The Intacct company Id. This is the same information you use when you log into the Sage Intacct UI. |
| [17] | **User Id** The Intacct API user Id. This is the same information you use when you log into the Sage Intacct UI. |
| [18] | **User Password** he Intacct API password. This is the same information you use when you log into the Sage UI. |
| [19] | **Location Id** The optional Intacct Location Id. Add a location ID to log into a multi-entity shared company. Entities are typically different locations of a single company. |
| [20] | **Export Mode** Determines the type of object to create in Intacct. Selecting Journal Entry will result in creating journal entries of the type set in the Journal Id setting. Selecting Other Receipts will result in creating Other Receipts in the Cash Management area of Intacct. |
| [21] | **GL Account Grouping** Determines if debit and/or credit lines should be grouped and summed as follows in the resulting Intacct Journal Entry or Other Receipt:
- **Debit Accounts**: Company, Region, Super Fund, Cost Center Debit Number, Debit Account, Debit Account Sub, Fund Number, Project, Transaction Fee Account, Location, and any Custom Dimensions
- **Credit Accounts**: Company, Region, Department, Super Fund, Cost Center Credit Number, Revenue Account, Revenue Account Sub, Fund Number, Project, Location, and any Custom Dimensions
- **Financial Account Grouping**: Both credit and debit lines are grouped by Rock Financial Account, Project, and Transaction Fee Account.
**NOTE:** Other Receipt mode does not support debit account grouping. |
### **Financial Projects Defined Type**
You will need to define the values for the Financial Projects defined type so the export knows what GL Project to associate accounts or transactions to in Intacct. We have added a new Intacct Projects page under Finance > Administration. This page allows you to manage Intacct Projects defined values without needing the RSR-Rock Admin security role.
On the Intacct Projects page, add a value for each of your organization's Projects. The Value must be the Intacct Journal Id. Description will be a friendly name for the Project.
### **Financial Gateway Attributes - Optional**
If your financial gateway reports transaction fees to Rock in their transaction download, you may want to configure these Financial Gateway attributes to choose how those fees are sent to Intacct.
| |
| --- |
| **Gateway Fee Processing** How should the Intacct Export plugin process transaction fees? DEFAULT: No special handling of transaction fees will be performed. NET DEBIT: Add credit entries for any transaction fees and use net amount (amount - transaction fees) for debit account entries. GROSS DEBIT: Debit account entries are left untouched (gross) and new debit and credit entries will be added for any transaction fees. NOTE: Both Net Debit and Gross Debit require a Fee Account attribute be set on either the financial gateway or financial account. |
| **Default Fee Account** Default account number for transaction fees. |
## Advanced Configuration (User Defined Dimensions)
---
This plugin supports user defined dimensions (aka custom dimensions) configured in your Intacct account. You must set up a specially configured attribute in Rock for each custom dimension you would like to make usable with your exported batches. These attributes are applied on the financial accounts you wish to use them on.
### Add Entity Attribute
- Go to Admin Tools > System Settings > Entity Attributes
- In the filter options, set the Entity Type to Financial Account
- Add a new Attribute
| | |
| --- | --- |
| [1] | **Entity Type** Financial Account |
| [2] | **Name** The name of the custom dimension. This is for internal Rock identification only. |
| [3] | **Categories** Intacct Export |
| [4] | **Key** The name of the custom dimension in Intacct. |
| [5] | **Field Type** Text |
### **Important Information about Your Custom Dimension**
- Due to limitations in Intacct’s XML api, custom dimensions are supported in every configuration ***except*** Other Receipts mode using Direct method (api).
- The Name is for internal (Rock) purposes only
- The Category has to be set to the Intacct Export category in order to be included in the API post
- The Key is the actual Intacct specific name of the Custom Dimension. Replace any spaces in the name of the dimension with an underscore character ( _ ). Also, you'll notice that the core KFS Dimensions use the format `rocks.kfs.Intacct.CLASSID`. The custom key can be anything you'd like, so long as there is a period before the Dimension name. For example, `org.mychurch.Intacct.Custom_Dim_Project` is a valid Attribute Key. The plugin will automatically prepend `GLDIM` to the front of your Dimension name to ensure compatibility with the Sage Intacct API.
- Debit and/or Credit specific dimensions are also supported. Simply add `_DEBIT` or `_CREDIT` to the end of the Rock key for the referenced dimension to be only applied to credit or debit grouping respectively. If no suffix is added, the dimension will be used for both debit and credit grouping. The plugin will automatically remove the suffix from your Dimension name to ensure compatibility with the Sage Intacct API.
### **Set Custom Dimension Attribute On Financial Accounts**
Once you create a Financial Account type entity attribute for your dimension, you can now set the value for the dimension on each account you want to use it on.
To configure a Financial Account, navigate to Finance > Administration > Accounts, and click the Edit button on the desired Account to configure. Find the attribute named for your custom dimension in the section of attributes labeled “Intacct Export”.
**Important Note:** The value to type for your custom dimension attribute value depends on which Export Method you are using in your Batch (and/or Batches) to Journal plugin blocks.
If you are using the **Direct** method (API), you will need to type the numeric system Id of the value from Intacct, not the name. If you are using the **File** method (CSV export), you will need to type the name of the value, not the system Id.
**Examples:**
- ***Direct**** Method (API):*
- Dimension Name: Custom Dim Project
- Dimension Value System Id: 10004
- ***File**** Method (CSV export):*
- Dimension Name: Custom Dim Project
- Dimension Value Name: Events
## Troubleshooting
---
### Check Batch Audit Log
If the **Log Response** block setting in the Batch to Journal block (or Batches to Journal block) is set to Yes, the response from the Intacct API call will be captured and stored in the Audit Log for the batch(es) being exported.
Similarly, if the **Log Request** block setting in the Batch to Journal block (or Batches to Journal block) is set to Yes, the request being sent from Rock to the Intacct API will be captured and stored in the Audit Log for the batch(es) being exported.
These settings are particularly helpful if the block reports that it experienced an error while exporting. If an error was reported from the API, it will be recorded to the log as well.
The Audit Log can be viewed for any batch in Rock from the Batch Detail page by clicking the small Audit Log icon in the lower right corner of the details panel.
### Renamed Default Dimension Terminology in Intacct
The Financial Account attributes installed by this plugin are designed to interact with specific default dimensions within your Intacct account. These “target dimensions” are **Class, Department, Location, and Project**. The Intacct program allows the terminology of these default dimensions to be renamed. In many cases, the Intacct implementation team may have renamed one or more of these dimensions when they setup your account (e.g. if you have a dimension named “Fund”, it has most likely resulted from renaming a default dimension).
If any of the “target dimensions” have been renamed in Intacct, the Rock attributes will still work, but may be confusing for users as they still carry their default terminology. In these cases, we recommend you update the Name, Abbreviated Name and Description of the corresponding attribute(s) in Rock to match the modified terminology from Intacct. The steps below will help you identify any renamed “target dimensions” in your Intacct company and update their corresponding attribute(s) in Rock for a better user experience.
1. **Look for “target dimensions” in Intacct with customized terminology**
Navigate to Applications > Company > Setup > Terminology
Identify any of the “target dimensions” (**Class, Department, Location, and Project**) that have a “Restore Default” link showing next to them.
If none of your “target dimensions” have a “Restore Default” link showing next to them, no further action is needed and no special changes are needed to your Rock RMS plugin.
However, for any that do, we recommend you collect their customized terminology from Intacct and update their respective attributes in Rock. You can collect each custom terminology by clicking the “View” link next to the Term name and identifying the custom “Singular name” added to the dimension.
2. **Update Rock attributes to match renamed dimension term(s)**
The following process can be used to update the Rock attribute for each customized “target dimension”:
1. Navigate to Admin Tools > System Settings > Entity Attributes, set the Entity Type to Financial Account. Find the attributes with “Intacct Export” Category whose Name matches the default Intacct terminology for the dimension. There will be two, one for Credit and one for Debit.
2. Update each of the two attributes by double clicking it, replacing the term in both the Name and Description with the new term from Intacct, then saving.
3. Now the Intacct Export attributes section of your Financial Account details page more accurately reflects the terminology of your Intacct configuration.