How do receipts sync from BuildOps to Sage Intacct?
Purchase order receipts created in BuildOps sync to Purchase Orders in Sage Intacct. If your company uses this workflow, the related AP bill is then entered in Intacct and syncs back to BuildOps.
Why did my receipt fail to sync to Sage Intacct?
Receipt sync failures usually happen because of one of these issues:
The Vendor Document Number is already being used, or conflicts with another purchasing transaction.
The receipt date falls in a closed accounting period in Intacct.
The related vendor record is missing required information in Intacct, such as payment terms.
One of the items on the receipt is inactive in BuildOps or Intacct.
The required transaction definitions are not set up correctly in Intacct.
The item’s unit of measure (UOM) is missing or does not match what Intacct expects.
How do I fix a duplicate Vendor Document Number error?
First, make sure the Vendor Document Number is unique. BuildOps’ Procurement guidance already notes that receipts will not sync if the Vendor Document Number is not unique or if it matches the invoice number.
If the duplicate is happening between a receipt and a bill, check the Intacct transaction definition used for PO receipts. If that receipt transaction definition is set to post to Accounts Payable, Intacct can reject the bill because both records end up trying to use the same Vendor Document Number. In that case, update the PO receipt transaction definition in Intacct to post to General Ledger or Do not post, then retry the sync.
What should I do if the receipt date is in a closed accounting period?
Update the receipt’s Issued By date so it falls in an open accounting period, or ask your accounting team to reopen the closed period in Intacct before retrying the sync.
Can I edit a receipt after it has already been posted or exported?
If your company is using the updated receipt workflow, receipts that have already been posted or exported can no longer be deleted. Instead, you should use Void Receipt and recreate the receipt if needed. If the receipt was exported, BuildOps will either send a reversal entry or initiate deletion in the accounting system, depending on the integration.
What setup issues should I check if receipts keep failing?
Review these setup areas:
The PO receipt transaction definition should be set up in Intacct as Purchase Order-BuildOps and include subtotal lines for Purchase Tax and Freight if needed.
Vendor records in BuildOps and Intacct should include the required contact details and payment-related information needed by the integration.
Items should have a valid Product Code, UOM, and Item GL Group where required.
What are the best ways to avoid receipt sync issues?
Use a unique Vendor Document Number for every receipt.
Make sure receipt dates fall in an open accounting period.
Confirm your Intacct transaction definitions are configured correctly before exporting receipts.
Make sure related vendor and item records are complete, active, and use valid UOM values.