Setup Subscriptions – Web Services
1. Setup Cloud Elements Web Services User
Email: [email protected]
Notify your BuildOps Implementation Manager after creating the Web Services User.
2. Setup BuildOps Sender ID in Web Services Authorizations
3. Setup BUILDOPSLINK Custom Field
Custom fields are used for line item tracking and price updates back to BuildOps.
Project Integration
Determine if you will be syncing Projects to Intacct.
If syncing Projects, set up these Project Types:
Projects
Service Jobs
Service Agreements
Jobs/Projects will post to Projects when Invoices are posted from BuildOps to Intacct.
Dimensions Setup
Specify the level where Master Files will reside and where transactions will be posted.
Define which Dimensions (Class, Department, Location, Entity) will be used.
Journal Entry for WIP Report
Decide if you will sync the WIP Report as a Journal Entry to Intacct.
If using WIP, add a new Journal Symbol in Intacct:
Navigate to General Ledger → Journal Entries
Click Add from the Journal dropdown
Create a new symbol “WIP”
Transaction Definitions
1. Purchase Order Receipt in BuildOps → Purchase Orders in Intacct
Set up a Transaction Definition in Intacct's Purchasing Module:
Name: Purchase Order-BuildOps
Set to Non-Posting if using the standard Receipt to Purchase Order flow.
Set to Posting if needed.
Enable Subtotal and configure lines for Purchase Tax and Freight with GL Accounts.
Ensure decimal places are set to 5 at Purchasing → Setup tab → Configuration.
2. Invoice in BuildOps → Sales Invoice in Intacct
Set up a Transaction Definition in Intacct’s Order Entry Module:
Name: Sales Invoice-BuildOps
Enable Subtotal and configure a line for Sales Tax.
Define GL Mappings in the Posting Configuration.
Set up a Numbering Sequence if you want separate numbering for BuildOps.
Data Syncing Between Sage Intacct & BuildOps
Data Read from Sage Intacct
GL Accounts
Item GL Groups
Class, Dimensions (Department, Location, Entity)
Payment Methods (Hardcoded per Intacct)
Data Entered in BuildOps Accounting Settings
Payment Types
Printed Check
Cash
EFT
Credit Card
Online, Online Charge Card, Online ACH Debit (Requires additional setup in Intacct)
Payment type names must exactly match Sage Intacct's list and be case-sensitive; mismatches may cause syncing issues.
Adjustment Types
Invoice Adjustment
Overpayment/Refund to Customer
Refund
Customers Syncing Between BuildOps & Intacct
BuildOps Field | Intacct Field |
Customer Name | Name |
Customer Status | Status |
Customer Billing Address Line 1 | Address 1 |
Customer Billing Address Line 2 | Address 2 |
Customer Billing Address City | City |
Customer Billing Address State | State |
Customer Billing Address Zip Code | Zip Code |
Customer Phone | Primary Phone |
Customer Email | Email Address |
Note: BuildOps requires Customer Address (Addr1, City, State, Zip Code & Email) for proper syncing.
Items Syncing Between BuildOps & Intacct
BuildOps Field | Intacct Field |
Item Name | Name |
Product Code (Required) | Item ID |
GL Group | Item GL Group |
Item Requirements:
Product Code cannot exceed 30 characters (no trailing spaces or special symbols).
UOM (Unit of Measure) is required. If unknown, select Each.
Item GL Group must be selected.
Product Code cannot be changed after creation (Intacct limitation).
Vendors Syncing Between BuildOps & Intacct
BuildOps Field | Intacct Field |
Vendor Name | Name |
Vendor Status | Status |
Vendor Type | Type |
Vendor Address | Mail Address |
Vendor Notes | Comments |
Vendor Primary Contact | Contact Info |
Vendor Email | Email Address |
Notes:
BuildOps writes to Vendor records.
Vendor Contact & Email are required in BuildOps.
If a remittance address is different from the pickup address, ensure the correct setup for vendors in Intacct.
Sales Tax Syncing
Sales Tax Rates cannot be imported from Intacct.
Sales Tax Rates must be manually set up in BuildOps.
Sales Tax will be calculated in BuildOps and sent as a single amount to Intacct.
Receipts as PO
PO Receipts in BuildOps → Purchase Orders in Intacct
AP Bill is entered in Intacct and syncs back to BuildOps.
AP Bill updates in BuildOps if information changes in Intacct.
Invoices Syncing Between BuildOps & Intacct
Write to Order Entry Module as Sales Invoice transactions.
Void only valid PRE-Posted Status invoices.
Adjustments for Credit Memos, Refunds, & Overpayments are available.
Carries line item details (dimensions) from department settings.
Invoices may fail to sync if their dates fall in a closed accounting period in Sage Intacct.
Ensure invoice issue dates and posting dates align with open periods in both systems and re-export as needed to update syncing.
Voided invoices in BuildOps do not automatically reflect in Sage Intacct and require manual deletion or adjustment.
BuildOps defaults voided invoice sync statuses to their original states (e.g., 'Synced' or 'Sync Failed'), which does not reflect void actions.
Payment Syncing Between BuildOps & Intacct
Users can select a bank account or undeposited funds on the payment detail page.
If a bank account is selected, it creates an AR advance (Advance Payment) in AR management.
If undeposited funds are selected, it must be paired with an invoice, creating a posted payment in AR management.
Ensure that payment types are valid and match the exact case-sensitive names supported by Sage Intacct.
Verify payment dates to ensure they fall within open accounting periods in Sage Intacct.
BuildOps & Sage Intacct Implementation Phases
1. Discovery Phase
Structure Setup
Master File Import
2. Setup Phase
BuildOps Setup Training Tenant
Sage Intacct Tenant Setup
Configure Accounting Settings
3. Configuration & Validation
BuildOps Module Setup
Sage Intacct Integration Setup
Sync Discussions (Purchasing & Order Entry)
4. Testing & Go-Live
End-to-End Testing
Integration Testing
Final Data Import/Entry
Go-Live
Post Go-Live Follow-ups
Troubleshooting Syncing Issues
Common Challenges
Payments failing to sync due to invalid or mismatched payment types.
Invoices not posting because their dates fall within closed accounting periods.
Voided invoices in BuildOps not automatically reflected in Sage Intacct, especially in closed accounting periods.
Accounting sync statuses for voided invoices remaining as 'Synced' or 'Sync Failed' without reflecting void action.
Tax discrepancies caused by differences in tax calculations or missing tax data in Sage Intacct, leading to recalculations in BuildOps.
General Tips for Successful Syncing
Always use case-sensitive names for payment methods that match Sage Intacct's list.
Regularly monitor accounting periods in Sage Intacct to ensure transaction dates are valid.
Validate setup details (like payment types and invoice dates) beforehand to prevent syncing failures.
Manually void invoices in Sage Intacct if they cannot be voided automatically due to closed accounting periods.
Issue credit memos or adjustments in Sage Intacct as workarounds for voided invoice syncing issues.
Review tax mapping and taxable flag configurations to minimize tax discrepancies between BuildOps and Sage Intacct.
Confirm integration settings to control whether taxes are recalculated or strictly follow Sage Intacct's data.