Import and export inter-entity account mappings
Related information
Related topics
In Intacct, you can record inter-entity transactions separately from other accounts receivable and accounts payable transactions. Inter-entity transactions (IETs) are generated when one entity pays an AP supplier invoice on behalf of another entity, for example. You can specify a payable and receivable account for IETs for each entity or business entity in your Intacct company. The Inter-entity account mapping page enables you to set up the payable and receivable accounts you want to use to record IETs for each entity.
If you want to make extensive changes to your inter-entity setup, you can do so with CSV files.
Use the IET account setup CSV template to:
- Automatically generate a list of all possible entity pair permutations in your Intacct company. Then, download the auto-created CSV template file, edit the file to define accounts for any entity pairs that you want to map, and import the CSV file back into Intacct.
- Edit your existing IET account setup by exporting your setup to a CSV file, edit the file as you like, then save the file and import it back in to Intacct. The changes you make in the imported file are reflected in your IET account setup.
- Archive your current inter-entity account setup by exporting it to a CSV file.
Best practices for using the IET setup CSV template
Choose the right time to edit your IET setup
A best practice is to make changes to your inter-entity setup at:
- A time when no transactions are being recorded.
- The beginning of an accounting period.
Export existing setup to CSV
A best practice before changing your inter-entity account setup is to export the setup from the Inter-entity account mapping page. Exporting your IET setup saves the setup to a CSV file. You can save a copy of the CSV file as an archive and edit another copy to update your setup. You can re-import the file after saving your edits to apply those edits to the Inter-entity account mapping page.
No asymmetric pairs or inactive entities
Sage Intacct does not support:
- Asymmetrical relationships where A can pay for B, but B cannot pay for A, or the reverse.
- Mapping any inactive entities.
About editing an inter-entity account setup CSV template
The CSV template extracts all possible permutations of inter-entity pairs. For example, if you have 4 entities, the CSV file will include 6 mappings represented by 6 lines in the spreadsheet.
You can map as many or as few entities as you like. You map inter-entity relationships by adding the accounts that you want to use to each record. For example, you can add separate individual accounts for receivables and payables for each entity in the relationship. If you want to exclude or ignore a given inter-entity relationship, simply leave blank the receivable and payable fields for the whole line.
An example is shown here:
| Entity A | Entity B | Entity A IER | Entity A IEP | Entity B IER | Entity B IEP |
|---|---|---|---|---|---|
| E100 USA | E200 UK | ||||
| E100 USA | E300 AUS | ||||
| E100 USA | E400 France | ||||
| E100 USA | E500 Germany | ||||
| E200 UK | E300 AUS | ||||
| E200 UK | E400 France | 1250.03 IER Canada | 1250.04 IER Mexico | 1250.03 IER Canada | 1250.04 IER Mexico |
| E200 UK | E500 Germany | 1250.02 IER UK | 1250.08 IER Germany | 1250.02 IER UK | 1250.08 IER Germany |
| E200 UK | E600 Mexico | ||||
| E200 UK | E700 Canada |
- IER: Inter-entity receivable
- IEP: Inter-entity payable
- Entity pairs that you leave blank will be deleted from your entity setup after you upload the CSV back into Intacct.
Export your inter-entity account setup to a CSV file
A best practice before changing your inter-entity account setup is to export the setup from the Inter-entity account mapping page. Exporting your IET setup saves the setup to a CSV file. You can save a copy of the CSV file as an archive and edit another copy to update your setup. You can re-import the file after saving your edits to apply those edits to the Inter-entity account mapping page.
| Subscription | Company |
|---|---|
| User type | Business user with admin privileges |
| Permissions | Inter-entity Account Mapping: View and Edit |
- Ensure you are working at the top level of your Intacct company by selecting Top level above the application bar.
- Go to Company > Setup > Configuration > Inter-entity account mapping.
- Select Edit at the top of the page.
- Select Export template.
- Double-click the file to open it.
A CSV file is downloaded to your computer.
- Edit the file as needed, then save it.
Import your inter-entity account setup from a CSV file
You can import your previously exported IET account setup from a CSV file. This is useful for when you need to change your inter-entity account mapping plan from basic to advanced, or the other way around.
Or, you can make mass edits to your current inter-entity account setup. For example, you can modify the accounts in the CSV file, then save and import your changes back into Intacct.
Prepare a CSV file for import
When you download a template, the correct headers are in the template already. All you have to do is fill in the columns with your data, save it as a CSV file, and upload the file.
The header titles in the template you download correlate to fields in Intacct. Incorrect header titles will cause an upload error.
For more information about the CSV upload process, including best practices, common errors, and how to upload your CSV file, see Prepare your file for CSV import.
| Subscription | Company |
|---|---|
| User type | Business user with admin privileges |
| Permissions |
|
- On the Inter-entity account mapping page, select Edit.
- Select Import.
The Inter-entity account mapping window is shown.
- Select Choose file, and find the inter-entity CSV file you want to import.
Follow the instructions for importing CSV files shown here.
Import Company Information: optionsImport file option descriptions Option Description Browse
Use the Browse button to locate and select the CSV file you want to import.
Date format
When you select a date format here, Sage Intacct attempts to import your file using the selected date format. If Intacct can’t import your file with the selected date format, it attempts to discover the date format used in your file and import the data using that date format.
File encoding
Leave this option set to "auto-detect" unless you're unable to import your file. Depending on your operating system, you may need to select a different type of file encoding.
Process offline
Some imports can take considerable time, depending on their size and how much processing the system must do on the uploaded data. If you're not sure how much time your upload will take, select Process offline. When the system completes the process, it sends an email to the address you provide in the Email results to this address field. The system also sends you any errors that may have occurred in the process. If you prefer to wait until the upload process is complete, don’t select the Process offline checkbox.
Transactions and other records that are processed offline show a source of System in the audit trail, instead of CSV import.
Email results to this address
Email address to which import results and errors should be sent. You can enter multiple email addresses, separated by a semicolon (;) or comma (,).
Sage Intacct highly recommends entering an email address.
- Select Import. The import process can take some time.
When the file has been imported, a notification is displayed indicating whether the import was successful.
- Select Done to close the notification.
What happens after you import your CSV file with IET account mappings
After you edit the CSV file to include all the accounts that you want for the relevant entity pairs, save your changes and upload the file back into Intacct.
After you import the complete mappings, you can view the IET mappings in the Inter-entity account mapping page. All the accounts you added to the CSV file are shown on the page. Any entity pairs with empty account fields are excluded from the IET account mapping.
If you change your mind and want to map any excluded entity relationships, you can edit the CSV file and re-import it. Or, you can manually add the mappings to the Inter-entity account mapping page.
Field definitions for importing inter-entity accounts
The CSV file includes a field name for every column on the Inter-entity account mapping page, depending on the mapping plan you use.
Basic inter-entity account mapping plan
| Field | Description |
|---|---|
| Entity | The name or ID of the entity. |
| Receivable account | The receivable account that you assign to the entity to record inter-entity transactions. |
| Payable account | The payable account that you assign to the entity to record inter-entity transactions. |
Advanced inter-entity account mapping plan
| Field | Description |
|---|---|
| Entity A | The name of one entity in the mapped pair |
| Entity B | The name of the other entity in the mapped pair. |
| Entity A IER | The inter-entity receivable account that you assign to Entity A to record IETs. |
| Entity A IEP | The inter-entity payable account that you assign to Entity A to record IETs. |
| Entity B IER | The inter-entity receivable account that you assign to Entity B to record IETs. |
| Entity B IEP | The inter-entity payable account that you assign to Entity B to record IETs. |
Avoid common import errors
Intacct recommends following these guidelines to avoid import errors.
In Microsoft Excel:
- Select all cells.
- Right-click the cells and select Format Cells.
- On the Number tab, select Text and then select OK.
- Save the file.
The short date format is formatted like this: 3/15/2021
In Microsoft Excel:
- Select a column of dates.
- Right-click the column and select Format Cells.
- On the Number tab, select Date and select the short date format.
- Save the file.
While spaces within memo fields are allowed, make sure there are no leading or trailing spaces in any field (not just memos). Leading and trainling spaces may cause import errors. For all other fields, remove unnecessary spaces at the start or end of the data.
In Microsoft Excel:
- Select a range of cells.
- On the Home tab, in the Editing group, select Find & Select and select Replace.
- In the Find what box, press the space bar once. Leave the Replace with box blank.
- Select Replace All. A prompt opens telling you how many spaces have been removed.
- Save the file.
Commas are used to separate fields in CSV files.
To prevent data from shifting into the wrong columns, avoid using commas in numeric and text fields.
If you must include a comma in a text field, always surround the field with double quotes, for example "Smith, John".
Headers in your CSV file must match the template exactly, including spelling, capitalization, and spacing. Even small changes (such as adding a space or changing a letter’s case) will cause the import to fail. Always use the official template provided by Sage Intacct.
ID fields must contain exact references to customers or suppliers.
ID fields must match exactly, including capitalization. For example, ven100 and VEN100 do not match.
Enter the ID exactly as it appears in Intacct or you run the risk of matching transactions to the wrong supplier or customer, or having the upload fail.
If you reference a supplier, customer, term, budget, etc., in a CSV file, whatever you’re referencing must already exist in Intacct.
For example, if you’re uploading transactions for a particular supplier, if the supplier does not already exist as a supplier in Intacct before your upload, your upload will fail.
This does not apply when creating new customers or suppliers using the import process.
For more information about to correctly number line items, see CSV import: Line number examples.
For fields with predefined valid entries (such as True/False), use initial capitalization. For example True, not TRUE or true. IDs require exact case matches, while predefined entries require initial capitalization.
If your import template contains a country field, for example for an address, make sure that this field has an entry.
If your company has enabled ISO country codes, you must specify the country code in the country field for each record. If you are unsure whether ISO codes are enabled, check with your administrator or test a sample import to confirm the required format.
