Configure Intacct

When Intacct and Salesforce are connected, you set many of the Advanced CRM Integration configuration options in Intacct.

Intacct manages the following options:

  • Enable features
  • Object synchronization
    • Standard object synchronization
    • Intacct transaction synchronization
  • User access
    • All user access is managed from within Intacct by Intacct Administrators.

Add users in Intacct

You manage all user access to the Advanced CRM Integration on the subscription configuration page in Intacct. A user can only have access to the integration if they’re both a user in Intacct and a user in Salesforce.

Every user that creates or views Intacct data in Salesforce must be granted access to the integration in Intacct.

User requirements

Use the following information to help you determine which users to add to the Advanced CRM Integration User Access list.

Intacct users

Intacct users need the correct permissions and user type to access the applications they use in Intacct. A Business user is the most commonly used user type.

An Intacct user only needs a Salesforce account if they access data available only in Salesforce. However, all of the data synchronized through the integration is readable to them through Intacct.

If they do not need a Salesforce account, do not add them to the User Access list. However, if they already have a Salesforce account, Intacct recommends you add them to the User Access list.

Intacct recommends adding the user that you designated as the integration user (in Choose an integration user) to the Intacct user list.

Salesforce users

Salesforce users need to have the correct license and permissions to access the standard and custom Salesforce objects used in the integration. A Salesforce license is most commonly used. The required Salesforce permission sets are applied to this user when they’re added to the User Access list. Depending on the integration scenario and your existing Salesforce customizations, you might also need to modify existing users permissions.

Salesforce users must also have an Intacct account, but do not always require direct access to Intacct.

If the user:

  • Does not need direct access to Intacct, set their user type to CRM.
  • Does need direct access to Intacct, select the appropriate level of access based on the user types.

Salesforce users must be added to the User Access part of the configuration.

CRM users in Intacct can be assigned free of charge.

View the user list

  1. Sign in to Intacct as an administrator.

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

  3. Select the User Access tab at the top of the configuration page to view users.

Add, edit, or delete a user

Mapping an Intacct user to a Salesforce user is a one-to-one relationship. You can’t map several users in Intacct to one user in Salesforce or vice versa.

To add, edit, or delete users:

On the User Access tab, do one of the following.

Action Steps
Add Add a user
  1. On the User Access tab, select Add.
    Grant User Access opens.
  2. Select an Intacct user from the dropdown menu.
  3. Add the Salesforce user email address in the field.
  4. Save your changes.
Edit Edit a user:
  1. On the User Access tab, select the edit pencil.
    Grant User Access opens.
  2. Update user information as needed.
  3. Save your changes.
Delete (Trash can) Delete a user:
  1. On the User Access tab, select delete.
  2. A confirmation opens. Select OK to delete the user.

When a user in Intacct is mapped to a user in Salesforce, any changes to records in Intacct made by the user will be synced to Salesforce. The changes are then attributed to the same user. For example, if John Smith changes an Item record in Intacct, the corresponding Product record in Salesforce is changed on sync. John Smith is the recorded modifier of the record.

If an unmapped user changes a record in Intacct, the change is synced to Salesforce and attributed to the integration user.

Enable or turn off synchronization

The Advanced CRM Integration gives you the ability to enable, or turn off, all synchronization activity from the Intacct configuration page.

When Enable Intacct Salesforce synchronization is selected, synchronization is enabled for all configured elements. Synchronization happens in real time.

It's common to turn off synchronization while you configure your integration, then enable it when you’re ready to sync.

To turn off all synchronization:

  1. Sign in to Intacct as an administrator.

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

  3. Deselect the Enable Intacct Salesforce synchronization checkbox and Save.

Before you set your integration options, prepare your data in Intacct and Salesforce. Preparing your data consists of cleaning your Account, Products, and Pricing data so it's accurate, complete, and ready for synchronization.

Enable synchronization in phases

After the initial synchronization is verified, it's common to enable different information types in phases, and verify that the sync is working as expected.

The suggested synchronization phases, as described below.

In general, you:

  1. Select the information that you want to sync; for example, Contracts.
  2. Clean existing data: verify that information is accurate and as complete as you can make it.
  3. Verify that field mappings work as expected, including any custom field mappings.
  4. Adjust the Salesforce page layouts to reflect your business processes.
  5. Enable synchronization for the selected information.
  6. Verify the synchronization in Intacct and Salesforce works as expected.

Repeat this process with the next set of information that you want to sync until all needed information types have been synced. This approach to syncing your data allows you to configure your integration more accurately and troubleshoot a narrower window of configuration options.

Field mapping

To properly synchronize data between Intacct and Salesforce, standard fields are mapped to the corresponding fields in the other application. All standard fields in both application are mapped automatically.

Standard field mapping can’t be changed. Standard field mapping assignments are available for reference when you select Field mapping on the Intacct Configure Advanced CRM Integration page for the information type you’re synchronizing.

You can map custom fields for each information type using the Custom Mapping list. This list is also available when you select Field mapping for the information type you’re synchronizing.

For more information about standard and custom field mapping, see Standard field mapping and Custom field mapping.

Record types in Salesforce

The Advanced CRM Integration provides two record types to identify Contract or Order Entry Opportunities: Contract and Order Entry. The record types are used to control which opportunities can be used to create contracts or order entry transactions.

When possible, use these record types as is. If you have existing record types you would like to use, see Custom Opportunity record types for Order Entry.

Due to the use of record types on the Salesforce Opportunities, you may need to adjust user permissions to provide the ability to create opportunities of the correct record type.

Record types permissions should be assigned as needed to your users. Additionally the correct page layout access also should be assigned to the corresponding record type.

A record type of either Contract or Order Entry is required on an Opportunity if you want to create a Contract in Intacct.

When using your own record types, consider editing the available picklist values for the picklist fields on the object.

Audit trail for Advanced CRM Integration

Audit trail has been enabled for the Advanced CRM Integration on the configuration page in Intacct. Audit trail now tracks when you enable, or turn off, synchronizations, and the source you select for sync directions.

Audit trail does not track changes made to field mappings or Order Entry documents at this time.

To view the audit trail for Advanced CRM:

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

  2. Go to the More actions menu and select View audit trail.
    The audit trail opens.