Sync Contract usage records

The Intacct Advanced CRM Integration supports adding usage records to Salesforce. A usage record contains the quantity of a contract line item that's used or consumed during a specific time period.

There are different methods that you can use to upload usage records to Salesforce and then sync them to Intacct. They are:

  • Upload usage records via CSV or API to Salesforce, then sync them to Intacct with the Mass sync tool. Intacct recommends using this method if you have many usage records to upload and sync.
  • Enter a usage record manually in Salesforce, and then sync it to Intacct using the Sync to Intacct button or checkbox.

Usage records through CSV or API

You can upload usage records to Salesforce, either by CSV file or API calls. Intacct recommends using this method when you have a large number of usage records to upload and sync.

Salesforce has several methods for importing data. See the Salesforce help for more information: https://help.salesforce.com/s/articleView?id=sf.importing.htm

After your usage records are uploaded to Salesforce, use the Intacct mass synchronization tool to sync the usage records to Intacct.

The Advanced CRM Integration does not support updates to usage records in Salesforce, regardless of the method they were entered into Salesforce. Update usage records in Intacct.

You can see the current state of the usage record in Intacct by looking at the Sync Back section of a usage record in Salesforce.

Enter usage records manually

You can add usage records manually to Salesforce using the Usages object included in the Advanced CRM Integration package.

  1. Log in to Salesforce as an administrator.
  2. Go to the Usages tab in Salesforce (which could be in the More menu) and create a new Usage record.
  3. Enter the following fields:
    • Intacct Contract or Contract
      Use the lookup button to select the appropriate Intacct Contract or Salesforce Contract, as appropriate for your business.
    • Product or Intacct Contract Line
      Use the lookup button to select the appropriate Product or Intacct Contract Line, as appropriate for your business.
    • Usage Date
      The date associated with the item usage. This date can be the date the usage was added to Intacct, the date the actual usage occurred, and so on.
    • Quantity
      The quantity of the item that was used or otherwise consumed.
    • Currency
      The currency of the item on the contract.
  4. To sync the usage record with Intacct, do one of the following:
    • Select the Sync With Intacct checkbox, which on save of the usage record will sync it with Intacct.

      • OR

    • Save the new usage record, and when you are ready, select the Sync to Intacct button on the usage record.

For more information on Usage Record fields, see the Sage Intacct help: Add usage.