How do I resolve invoice syncing issues caused by closed accounting periods in Sage Intacct?
If you're encountering errors while syncing invoices between BuildOps and Sage Intacct, particularly due to closed accounting periods, this guide will help you understand the causes, methods for resolution, and best practices to prevent future errors.
Common Causes of Syncing Issues
Closed Accounting Periods
Errors typically arise because Sage Intacct does not allow syncing or re-syncing of invoices dated within a closed accounting period. Even if the invoice date in BuildOps shows an open period, Intacct validates the date of the original transaction or posting date instead.
Transaction Integrity
Once an invoice has been synced to a closed period and received an Accounting Reference ID in Intacct, any further changes or re-syncing attempts will fail to protect final financial records. Adjustments must be handled manually in Intacct.
Resolving Sync Failures
Option 1: Reopen the Closed Accounting Period
You can ask your Sage Intacct administrator to temporarily reopen the closed accounting period, enabling the update or re-export of invoices. Once the changes are made, the period can be closed again.
Option 2: Update the BuildOps Invoice Date
Adjust the invoice issue date in BuildOps to fall within an open accounting period before attempting the sync again. This may resolve the error without impacting finalized records.
Option 3: Manual Adjustments in Intacct
If an invoice cannot be re-synced and reopening the period isn’t feasible, create any required adjustments directly in Sage Intacct. This ensures that customer billing and accounting remain accurate while preserving finalized records.
Option 4: Mark Invoice as Synced
If no adjustments are needed and you simply want to clear sync errors, update the invoice status in BuildOps to "Exported" and "Synced," ensuring it no longer appears in your list of failed transactions.
Best Practices to Avoid Future Errors
Review Accounting Periods: Ensure that the invoice date in BuildOps aligns with an open accounting period in Sage Intacct at the time of export.
Minimize Period Reopening: Avoid reopening closed periods unless absolutely necessary. Instead, handle adjustments manually in Intacct to safeguard finalized records.
Check Transaction Dates in Intacct: Be aware that Intacct validates the original posting or transaction date rather than just the invoice date itself.
Communicate with Admin Teams: Coordinate with your accounting and BuildOps teams to ensure seamless syncing practices and error resolution.
Summary
By understanding the causes of invoice syncing errors and following these resolution steps and best practices, you can streamline the syncing process and ensure accurate accounting records remain intact.