Sync Order Entry

Salesforce Opportunities are used to generate Intacct sales quotes, orders, and invoices. Order Entry uses different price lists and entries than those used in the Intacct Contracts application.

For more information about configuring Salesforce page layouts with Intacct-specific custom fields, see Page layouts.

The Advanced CRM Integration supports Salesforce Configure Price Quotes (CPQ). This allows Salesforce Products to be added to Salesforce Contract Opportunities and synced with Intacct.

Opportunities

Changes in quote information can be synchronized from Intacct to the opportunities in Salesforce.

To enable and set the synchronization direction for Opportunities:

  1. Log in to Intacct as an administrator.

  2. Go to Company > Admin > Subscriptions > Advanced CRM Integration and select Configure.

  3. On the Settings tab, in the Opportunities section of Order Entry integration, select the Update quote amount checkbox.
    When checked, new options become available. You can also:
    • Include tax and add-ons in the quote amount.
    • Replace the quote amount with the order amount, if the amount on the order is changed.
    The information syncs from Intacct to Salesforce.
  4. Save your changes.

Price Lists

This synchronization is optional. However, selection of a price source is required.

When sync is enabled, at the initial synchronization, all active Price Lists and Price Books are synchronized, regardless of what pricing source is selected.

If the price source is set to Salesforce, after the initial sync, you have the option to adjust which Price Lists are synced. Use the Sync with Intacct checkbox in Salesforce to adjust which Price Lists are synced, or delete the record. Deleting the record in Salesforce doesn’t delete the record in Intacct; the record is deactivated.

After the initial sync with Intacct, you can customize Price Lists by deactivating unwanted records.

If the price source is set to Intacct, after initial sync, you can adjust what Price Lists sync by deactivating the records in Intacct.

If you update a record in the destination system, it will be overwritten the next time the record is edited in the source system.

Select a price source

If you do not enable the price list-to-Price Book synchronization, you’re still required to select a price source. The selected price source determines which source of pricing is used for fixed-priced items.

  • Salesforce: Prices entered on the Salesforce Opportunity Product are synced to Intacct.
  • Intacct: Intacct looks up the price in the associated price lists in Intacct, then syncs this information to Salesforce.

It's common to use Salesforce as the pricing source. For fixed-priced items, item information is maintained and managed in Intacct; pricing for fixed-priced items is maintained and managed in Salesforce.

For items with usage-based pricing, the item information and pricing is always maintained and managed in Intacct, regardless of which price source is selected.

Usage-based pricing requires more information than can be stored in Salesforce Price Books. If you synchronize from Salesforce to Intacct, you’ll need to add the usage-based pricing to Intacct.

Additional considerations

There are additional things to consider when integrating Price Lists and Price Books:

  • Salesforce requires all Products associated with any Price Book to be listed in the Price Book designated as the Standard Price Book. When syncing from Intacct to Salesforce, adding Products to the Standard Price Book is most easily accomplished by adding all items to the Base Price List. For more information, see The Intacct Base Price List.
    The standard price book contains all products from other price books.
  • Existing Price lists and Price Books are matched by name. This matching is done even if syncing is not enabled. If syncing is not enabled, you’ll need to update manually any name changes.
  • In Salesforce, record types are used to distinguish between Contract Billing Price Lists and Order Entry Price Lists:
    • Billing Price List: record type for price lists used by Contracts.
    • Order Entry: record type for price lists used by Order Entry.

These record types are used to filter the Price Books that can be used on Contracts or Order Entry Opportunities. Record types must be used even if syncing is not enabled.

The Intacct Base Price List

The Intacct Base Price List syncs with the designated Standard Price Book in Salesforce. Only items included in the Base Price List will sync to the Standard Price Book. These items can then be added to other price books in Salesforce.

The only requirement for an Item on the Base Price List is that the price is not left empty (null). The reason to include Items on the Base Price List is to allow the integration to sync over Item ID information to Salesforce. Items on the Base Price list can be both fixed fee and usage-based fee Items. Including the Item ID information means that any usage-based pricing can continue to be maintained in the Contracts price lists. The Item and an ID for the Item also must be included in the Base Price List.

To be selectable in the Standard Price Book or other Salesforce price books, an Intacct Item must have the Intacct Item ID information.

Price list settings

To enable price list synchronization:

  1. Log in to Intacct as an administrator.

  2. Go to Company > Admin > Subscriptions > Advanced CRM Integration and select Configure.

  3. On the Settings tab, in the Price lists section of Order Entry integration, select an OE price list sync direction. The direction can be different from the source of the prices on your price list.
    • Salesforce to Intacct
    • Intacct to Salesforce
      For new companies, Intacct recommends this setting.
  4. Select the Enable OE Price List synchronization checkbox and Save your changes.
Price list synchronization is optional, you do not have to turn it on.

To select the source of the OE price list prices:

  1. Log in as an administrator.

  2. Go to Company > Admin > Subscriptions > Advanced CRM Integration and select Configure.

  3. On the Settings tab, in the Price lists section of Order Entry integration, select OE price source. The source can be different from the sync direction of your price list.
    An Order Entry price source is required even if you do not enable synchronization. It's common to set Salesforce as the pricing source so prices entered on transactions in Salesforce are written to Intacct transactions. If you use Intacct as the pricing source, the prices entered in Salesforce are overwritten with the price of the item in Intacct.
    • Salesforce: Prices entered in the Salesforce Opportunity Product carry over to Intacct.
    • Intacct: Intacct uses the price list found in Intacct.

  4. Save your changes.

Direct Order Entry sync

We've enhanced the way Order Entry records can be synced to Salesforce, eliminating the need to use a popup Intacct window to create transactions. Like Contract sync, you can now sync Order Entry records directly to Salesforce using the API.

For more information, see Direct Order Entry integration.