16.3 Intacct Integration Overview

Intacct Integration Overview

Clarizen has partnered with Intacct, the leader in cloud-based financial management and accounting applications, to tie together project management with full project accounting and billing.

This chapter describes the Clarizen - Intacct integration and includes the following sections:

Overview

Users have a need for an end-to-end solution for projects, from the initial planning and quoting stages through execution and finally invoicing of the entire project.

In order to achieve that goal,  a bulletproof automation of data flow between Clarizen and an Accounting system must be in place that requires accounting recognition, so that appropriate invoicing and payment items can be made.

The Intacct - Clarizen integration provides just that, allowing Master to Master or Master to Slave relationship between the systems, utilizing customizable field mapping (including custom fields) based on your organizational needs.

With the Clarizen Intacct integration, financial details, including project-related billable and non-billable time and reimbursable and non-reimbursable expenses, will be seamlessly integrated between Intacct and Clarizen for improved invoicing, reporting and financial management.

The Clarizen Intacct integration of project financial data within a project will ensure complete end to end support of the project to cash life-cycle. Project management teams and finance teams will stay connected and coordinated for improved visibility and better real-time business decisions.

Key Benefits

The integration holds several key benefits, such as:

  • Alignment
  • core capability focus
  • Real-Time visibility

Alignment

Align Sales, Service, and Accounting Departments
  • Provide all users with the relevant information they need to see
    For example: Sales Mangers review invoice information as well as project statuses, while Finance Managers review time & expenses reports
  • Bi-directional data sync, including custom fields

Focus on Core Capabilities

Clear separation between Project Management and Finance
  • Clarizen owns Project execution
  • Intacct owns project’s financial data, revenue recognition rules, invoicing, etc.

Real-Time Visibility

Streamline Salesforce to Intacct data flow
  • Connect sales opportunities to actual sales orders booked
  • Triggered based on configured events

Key Features

Clarizen provides many features with the new integration with Intacct, here are some key features implemented into the integration:

  • Sync data such as Projects, resources, timesheets, expenses, progress, invoices, etc. between the two systems
  • Flexible data mapping between Clarizen & Intacct, including custom fields
  • Triggers based on conditions you define
  • Additional integration with Salesforce, links Intacct's Sales Orders and invoicing, Clarizen's Project management capabilities and Salesforce's CRM solution creates a holistic solution for your business
  • Bi-directional data sync, either scheduled or manually
  • Easy to use Admin tool

Intacct installation and setup

The Intacct integration application can be downloaded and installed from Clarizen's appmarketplace .

In this page you will find information on how to:

Activate and associate your Intacct account with Clarizen

Once installed activate and associate your account as explained in this section.

To activate and associate your account:
  1. In Clarizen, go to Settings->Extensions
    Note:

    If you are going to use an Intacct account which was associated with a Clarizen account in the past, follow the steps which are described in the section Remove old Smart Events

  2. At the bottom locate the Connected Web Apps section
  3. Next to the Intacct Integration line click Allow Access
  4. Click Open
    The Organization details and authentication window opens
  5. Under Intacct enter the the Intacct account credentials:
    1. Company ID
    2. User Name
    3. Password
  6. Click Login
  7. Under Clarizen Click Add Clarizen credentials
  8. In the Authentication tab you will see a message:
  9. Click Grant Access?
  10. Click Back to Settings to complete the setup and return to the setting page

​Integration Settings

A new integration Settings tab has been added to assist you with the Integration process from Clarizen to Intacct and to access Advanced Integration Settings

Apply Best Practices (optional)

Best Practices are applied as shown above when you set up Intacct to synchronize with Clarizen

  1. In Mappings & Events click on Apply Best Practices

  1. A long process of updating Mapping and Events begins and you will see a "Please Wait" message. At the end of the process you will see the Mappings section update Clarizen items to Intacct items

  • The Events section updates with events to associate Clarizen and Intacct applications for synchronization purposes

  • After the process of updating the Mapping and Events sections you can optionally Import external files

Import (Optional)

For your convenience we have created a best practice mapping and trigger set.

To import:
  1. In Clarizen, go to Settings->Extensions
  2. At the bottom locate the Connected Web Apps section
  3. Next to the Intacct Integration line click Open
    The Intacct Settings page opens
  4. Click Import
  5. Click Import
  6. After the import process is finished, all the mappings and events should be displayed
  7. Go over each of the events one by one and click on Enable
  8. In Clarizen, go to Clarizen->Settings->Configure
    In the left hand side click on the Resource class
  9. Ensure the order of the following 2 Work Flows are as displayed here:
  10. On the left hand side click the Timesheet class
    Ensure the order of the following 3 Work Flows are as displayed here:
  11. On the left hand side click the Project class
    Make sure the order of the following 3 Work Flows are as displayed here:

Add "Sync Now" Smart links to Intacct (Optional)

The Sync now smart links in Intacct enable to user to link an exiting Intacct object to a Clarizen object

To add Sync now smart links:
  1. Login to Intacct
  2. Go to Platform Services->Objects->List
  3. Locate the Customer object and click on it
  4. Find the New Smart Link Click link and click on it
  5. Click Next
  6. Paste the following URL into the Target field
    https://integration.clarizen.com/Sync/Integration/Intacct/SyncNow/CUSTOMER/{!CUSTOMER.RECORDNO!}?AccountId={!COMPANY.TITLE!}
  7. Click Next
  8. Locate the Label field and type Sync now
  9. In the Show on page field, select Customer
  10. Click Done
  11. Repeat steps 2 – 9 with the following objects
    1. Project
      https://integration.clarizentb.com/Sync/Integration/Intacct/SyncNow/PROJECT/{!PROJECT.RECORDNO!}?AccountId={!COMPANY.TITLE!}
    2. Employee:
      https://integration.clarizentb.com/Sync/Integration/Intacct/SyncNow/EMPLOYEE/{!EMPLOYEE.RECORDNO!}?AccountId={!COMPANY.TITLE!}
 
 

Remove old smart events (Optional)

The following steps are only required if you are going to install the integration with an Intacct account which was associated with a Clarizen account in the past (e.g. you removed the Intacct integration from a Clarizen account and you are reinstalling it).

To remove old smart events:
  1. Login to Intacct.
  2. Go to Platform Services->Applications->List
  3. Click Edit , located next to Clarizen Integration v2 Events
  4. Uncheck the This application is deployed checkbox
  5. Click Save
  6. Remove the Clarizen Integration v2 Events by clicking Del
  7. Go to Platform Services->Objects->List
  8. Find and click the Employee object
  9. Scroll down to the bottom of the page and find the Smart Events section
  10. Delete all events with an ID that start with CLZ by clicking the Del link next to them
  11. Repeat steps 7 – 10 for the following objects:
    • Items
    • Locations
    • Departments

Sync Employees

This section describes how to synchronize new Intacct employees to clarizen as well as how to associate an Intacct employee created before the integration with a Clarizen User.

New Intacct Employees

To sync a new Intacct employee to Clarizen:
  • Create a new Employee in Intacct
    Make sure to use a contact that has a valid email address
  • The employee will automatically be created as a User in Clarizen once synced

Existing Intacct Employees

To associate an Intacct employee created before the integration with a Clarizen User:

  • In Intacct, go to Company->Employees
  • Click View in order to drill down to the required Intacct Employee
  • Click Sync now
  • In the search field, type the first name, last name or display name of the Clarizen user
  • The user will be displayed in the search results
  • Click Sync with this
  • In the dialog box opened, click Sync

Intacct Items, Departments & Locations

This section describes how to associate Items, Departments & Locations in Intacct as well as how to use the associated Clarizen pick lists.

As opposed to Intacct where these entities are actual fields, Clarizen stores Items, Departments and Locations as pick list values.

Newly created Items, Departments and Locations are automatically created in the matching pick lists in Clarizen.

Associating existing Intacct Items with a pick list value in Clarizen

Existing Intacct Items already in Intacct prior to the integration need to be associated with the matching pick list values.

​To associate an existing Intacct Item with a matching value in a Clarizen pick-list:
  1. In Intacct, drill down to the relevant Intacct Item
  2. Write down the ID and the Intacct item name you wish to associate with Clarizen
  3. In Clarizen, go to Settings-> Configure
  4. Search for the ‘Intacct Item Type (Resource)’ pick-list
  5. Click edit
  6. Insert a new value using the following pattern: <ID>--<Name> (use the ID and Intacct item name you wrote down earlier). E.g: 345—1 Year Standard Contract
    Make sure to use two dash signs between the ID and the Name
  7. Click Save
  8. Still in the Configuration page, search for the ‘Intacct – Item Type (Work Item)’ pick list
  9. Repeat steps 5, 6 & 7

Associate existing Intacct Departments with a pick list value in Clarizen

Existing Intacct departments already in Intacct prior to the integration need to be associated with the matching pick list values.

​To associate an existing Intacct department with a matching value in a Clarizen pick-list:
  1. In Intacct, drill down to the relevant Intacct department
  2. Write down the ID and the Intacct department name you wish to associate with Clarizen
  3. In Clarizen, go to Settings-> Configure
  4. Search for the ‘Intacct Department (Project)’ pick-list
  5. Click edit
  6. Insert a new value using the following pattern: <ID>--<Name> (use the ID and Intacct department name you wrote down earlier)
    Make sure to use two dash signs between the ID and the Name
  7. Click Save
  8. Still in the Configuration page, search for the ‘Intacct – Department (User)’ pick list
  9. Repeat steps 5, 6 & 7
 

Associate existing Intacct Locations with a pick list value in Clarizen

Existing Intacct locations already in Intacct prior to the integration need to be associated with the matching pick list values.

​To associate an existing Intacct locations with a matching value in a Clarizen pick-list:
  1. In Intacct, drill down to the relevant Intacct Item
  2. Write down the ID and the Intacct location name you wish to associate with Clarizen
  3. In Clarizen, go to Settings-> Configure
  4. Search for the ‘Intacct Location (Project)’ pick-list
  5. Click edit
  6. Insert a new value using the following pattern: <ID>--<Name> (use the ID and Intacct department name you wrote down earlier)
    Make sure to use two dash signs between the ID and the Name
  7. Click Save
  8. Still in the Configuration page, search for the ‘Intacct – Location (User)’ pick list
  9. Repeat steps 5, 6 & 7

Using associated Pick lists in Clarizen

Once all of the relevant pick list values are in place,  you can use them to associate a Clarizen Work Item/Resource with an Intacct Item Type, Department or Location.

Here are two (2) examples of how these pick lists can be used In Clarizen.

Assign an Intacct Item to a Work Item

  1. In Clarizen, drill down to a Project
  2. Add the ‘Intacct – Item Type (Work Item)’ field to the workplan grid
  3. In a task associated to the Project, choose one of the available Intacct Items from the pick-list
  4. When this Task is synced to Intacct, the Item selected from the pick-list will be associated to the relevant Task in Intacct

Assign an Intacct Item to a Project Resource

  1. In Clarizen, open a Project’s relation panel
  2. Maximize the resources panel
  3. Add the ‘Intacct – Item Type (Resource)’ pick-list field to the grid
  4. Select an Intacct Item Type from the available items in the pick-list
  5. When this Project is synced to Intacct, the Item selected from the pick-list will be associated with the relevant in Intacct

Intacct Work Items & Resources

This section describes how to associate and sync various Work Items & Resources.

Sync Criteria

There are several criteria that need to be met to allow synchronization

Tasks and Milestones

  • The Work Item has to be billable – set the billable field to TRUE
  • ‘Intacct – Item Type (Work Item)’  field must be populated
  • The Task/Milestone parent is a Project in which the field ‘Intacct – Initiate project  sync’ was set as True
  • Tasks/Milestones with a Milestone as a parent will not be synced

Sub Projects

  • Sub projects are considered as projects
  • Sub Projects are not synced automatically with the parent project
  • To sync a sub projects, set the ‘Intacct – Initiate project  sync’ field to TRUE

Syncing a Project from Clarizen to Intacct

To sync a Project from Clarizen to Intacct (including resources):
  • Drill down to a Project in Clarizen
  • Ensure that the ‘Intacct Project Category’ field is not empty
  • Initiate the sync process by activating the ‘Intacct – Initiate project sync’ toggle switch
    Tip:

    Add the toggle switch to the project property card, Workplan grid or Projects subsystem grid for easy access

  • The project will automatically be created in Intacct
  • The project’s resources will also be synced provided that the resources assigned are Clarizen users synced to an Intacct Employee entity in the mapping

Adding to synced Clarizen Projects

To add sub Tasks/Milestones & Resources to Clarizen Projects already synced to Intacct:

  • New Milestone/Task added to a synced Project are synced automatically to Intacct on the next scheduled daily sync
  • You can initiate an immediate sync using the ‘Sync Now’ option available for admin users
    Note:
    • Once a Work Item has been synced to Intacct, it cannot be removed from the sync process by turning OFF the ‘Intacct – Initiate project  sync’ toggle switch
    • Avoid changing the value of this field after turning it ON for the first times
  • The ‘Intacct – Initiate project sync’ field is available for Tasks and Milestones however it should not be used as to trigger a sync

Syncing old projects

To associate an Intacct project created before Clarizen integration:
  • In Intacct click ‘View’ to drill-down to the relevant project
  • Click ‘Sync Now’
  • In the search field opened type the Clarizen project name
  • Once displayed, click ‘Sync with this’

Intacct Customers

Customers created after the Integration are automatically created in Intacct once the Project which they are associated with is synced to Intacct

To Associate Customers that were created in Intacct before the integration with the matching customers in Clarizen:

  • Go to the Customer in Intacct and click ‘View’
  • Click ‘Sync now’
  • In the search field, type the customer name
  • Once the customer is displayed, click ‘Sync with this’
Have more questions? Submit a request

Comments

Powered by Zendesk