Sage Intacct - Integration Features and Requirements

Each instance of Martus is connected to a single Sage Intacct company, with a unique set of dimensions and Chart of Accounts. If your Sage Intacct configuration is distributed, each Sage Intact company is independent, so you’d have a separate Martus instance for each Sage Intacct company.

Overview of Integration Features

The integration includes these features:

• Sync accounts and dimensions from the accounting system – each weeknight via the nightly automated sync and ad hoc.
• Sync GL transactions from the accounting system each weeknight. The nightly sync updates the current and previous two full months. Ad hoc sync is available to allow the manual sync any desired range of months.
• Drilldown in Martus from standard financial summary reports and custom ReportBuilder reports to see transaction detail.
• Display of vendor name on transaction detail.
• Display of attachments associated with transaction detail (details below).
• Ability to pull existing budgets from the accounting system.
• Upload budget from Martus into Sage Intacct.

Supported Dimensions

Sage Intacct dimensions supported by Martus are:

• Entity / Location
• Department
• Class
• Item
• Project
• Employee
• Customer
• Vendor
• Warehouse
• UDDs. We do recommend that UDDs are created with an additional custom field so that you can use the “name” field for short ID codes, and a custom field for a fully descriptive name, even though Sage Intacct allows UDDs to only have the name field.
  
  

Private Dimensions

Martus supports private (entity-level) dimension values for projects and warehouses for both reporting and budgeting.

Dimension Relationships and Restrictions

Martus accounts for dimension restrictions such that line item dimensions are restricted by sheet dimension values on the basis of dimension relationships within Sage Intacct. 

Dimension restrictions in Sage Intacct are "shown" in Martus such that they will restrict a line dimension by a sheet dimension. In other words, you can only budget to line dimension values that are valid for a specific sheet dimension for that worksheet.

Note that this feature is dependent on the specifics of the Sage Intacct and Martus configurations. It is not available for all dimensions and in all cases.

General Requirements

• Budgets and GL accounts must be at the top level.

• Budgetable monthly reporting periods must exist for all years for which Martus will be reporting and budgeting.

Support for Non-Standard Accounting Periods

Martus supports non-standard accounting periods with a fixed number of weeks per month (sometimes called “5-4-4”). Martus also supports definition of a week-beginning day to match the customer’s organizational requirement. This is set at time of implementation and can only be modified with a reimplementation. One basic calendar structure is allowed per Martus instance.

For non-standard reporting periods with a fixed number of weeks in each quarter (“5-4-4”), here are the conditions that we support:

• Fiscal year can start in any month
• Week beginning day is client-specific
• Calendar can start on or before the beginning of the fiscal year (FY starting in any month)
• or Calendar can start after the beginning of the fiscal year (limited to fiscal years that start in a month other than January)
• or Calendar can have fixed beginning and ending dates (limited to January 1 and December 31), which also results in additional short weeks
  
  

Please let your implementation consultant know if you have any questions about whether your organization fits within this structure.

Requirements for Encumbrances

Martus’ reporting is based on Open and Pending POs and PRs. To be cleared out of the Martus reports of total encumbered, the POs must be converted to payables.

Alternate or Additional Book IDs 

Each instance of Martus is configured to use either the Accrual or the Cash book in Sage Intacct. Martus can also be configured to layer on additional books. Please provide an account to Martus Support for a transaction in the last 3 months, and we will acquire the required book ID in order to set this up.

Display of Attachments

Martus supports the display of attachments located within Sage Intacct for AP Bills (for an instance configured to use the Accrual book), AP Payments (for an instance configured to use the Cash book), GL journal transactions, and Credit Card transactions.

• Support for Custom Attachment Location for AP Bills. Martus can also be configured to use a custom location for AP Bill attachments for integrations with Concur, Bill.com, AvidXchange, and Beanworks. Note that Martus supports only one attachment location for AP Bills (either the native Sage Intacct location or the custom location).  
• Support for Custom Attachment Location for Credit Card Transactions. Martus can also be configured to use a custom location for CC Transaction attachments for integrations with Divvy, Ramp, and other third party providers. Note that Martus supports only one attachment location for CC Transactions (either the native Sage Intacct location or the custom location).

Support for the Multi-Entity Console Setting “Restrict Users to Top Level”

This setting within Martus is defined at implementation and affects the Martus process that updates budgets within Sage Intacct. Let your implementation consultant know if you are restricting users to the top level.

Sage Intacct - Integration Setup

Here are the setup requirements for setting up the Sage Intacct integration with Martus.

Martus User Setup

• The Martus user must be a Web Services User with the user type “Business” and the permissions noted below.
• Martus Solutions must be defined as a white-listed sender.
• Detailed instructions about how to set up this user are provided in the document Connecting to Sage Intacct.

Sage Intacct Module Permissions Required

• Your Sage Intacct environment may not be configured for all the modules below.
• Any dimension name that is customized in your Sage Intacct will appear in your permissions list with the customized name. For example, if you call the class dimension “Restriction”, you will see “Restriction” not “Class” in the list of permissions.
• Any Permission Name that is listed in more than one module should be enabled in both modules.
• If there are any dimensions that you do not use at all (for example, Project), you do not need to grant permission for that dimension to the Martus user.

Company Module

• Click 'List and View' for all utilized dimensions
• Departments List | View
• Entities List | View
• Locations List | View
• Class List | View
• Employees List | View
• Reporting Periods List | View
• Attachment Folders List | View
• Attachments List | View

General Ledger Module:

• Journal Entries List | View
• Statistical Journal Entries List | View
• Adjusting Journal Entries List | View
• Statistical Adjusting Journal Entries List | View
• User-Defined Journal Entries List | View
• GAAP Adjusting Entries List | View
• Tax Adjusting Entries List | View
• User-Defined Books List | View
• Accounts List | View
• Statistical Accounts List | View
• Budgets List | View | Add | Edit | Delete
  
• Journals List | View
• Statistical Journals List | View
• Adj Journals List | View
• Statistical Adj Journals List | View
• User-Defined Journals List | View
• GAAP Adjustment Journals List | View
• Recurring Journal Entries List | View
• Recurring Statistical Journal Entries List | View
• Reporting Periods List | View
• Trial Balance Run
  
  • Note: The Martus web services user does not need access to open/close books, approve journal entries, view account groups, or anything to do with templates, or revenue recognition.
    

Accounts Payable Module:

• Vendors List | View
• Bills List | View
• Adjustments List | View
• Recurring Bills List | View
• Payment requests List | View (required if Martus is linked to the Cash book)
• Posted payments List | View (required if Martus is linked to the Cash book)

Purchasing Module:

• Vendors List | View
• Items List | View

Accounts Receivable 

• Customers List | View
• Projects List | View

Cash Management 

• Credit Card Transactions List | View
• Credit Card Charges and Other Fees List | View

Projects 

• Customers List | View
• Projects List | View
• Items List | View
• Employees List | View

Order Entry 

• Customers List | View
• Items List | View

Inventory Control

• Warehouses List | View

Additional Dimension 

• All UDDs List | View

Once you’ve assigned permissions to that user, you can export the list of permissions from your environment and compare it to the list above.

Connecting to Sage Intacct

There are three steps that must be taken within Sage Intacct so that Martus can be integrated with your Sage Intacct environment. Each step is described below, with examples provided for your reference.

1. Turn on Web Services
2. Add Martus Solutions as a white-listed sender.
3. Create a Web Services User with appropriate permissions.

Additionally, if you have set Sage intact to limit access to a specific IP address, you must add Martus’ IP address as a permitted IP.

Step 1 - Turn on Web Services

Turn on Web Services in Sage Intacct if it is not already active. Note: If you have already configured any other third-party services, you will probably already have Web Services turned on. 

1. Go to Company > Admin > Subscriptions.

2. Scroll down to ‘Web Services’  and slide to ‘on’ if not already done.
   
   

Step 2 - Add Martus Solutions as a White-listed Sender

1. Go to Company > Setup > Company.
   
   

2. Select the ‘Security’ tab at the top, then click ‘Edit’ on the right side.

3. Scroll down to ‘Web Services Authorizations’ and click ‘Add’.

4. Enter the following:

• Sender ID: Martus Solutions
• Description: Martus Solutions    

The sender ID must be Martus Solutions and cannot contain any other characters or be formatted in any other way.

5. Click ‘Save’.

Step 3 - Add a Web Services User to Access Sage Intacct

1. Company > Admin tab > Web Services Users > Click the ‘+’ sign to add

2. Scroll down to ‘Contact Name’ and select the drop-down menu – if Martus does not exist yet click ‘Add’

3. Fill out the contact info and select ‘Save’

• Last Name: Solutions
• First Name: Martus
• Primary email: support@martussolutions.com

4. Scroll back to the top of the page and fill out the Web Services User Information Screen with this information:

• User ID: xml_gateway_martus
• Username: Martus Solutions
• Account email address: support@martussolutions.com
• Status: Active
• User type: Business
• Admin privileges: Off

5. Permissions

• If you have a ‘Roles Information’ tab at the top, select the 'Roles Information' tab at the top to add a Martus role.
• If you do not have this tab at the top, please skip this step and hit 'Save' in the top right hand corner.
• If role-based permissions are not configured in Sage Intacct and you do not have this tab at the top, you’ll need to apply the permissions to the Web Services User after you click Save. Please move to step 6 to complete this. 

When you click Save, you may see a warning message “By creating this user, additional charges may be incurred.” To Martus’ knowledge, Sage Intacct does not charge you for Web Services users. However, please reach out to Sage Intacct if you have any question about charges for Web Services Users.

6. Assigning all the Necessary Permissions

You will need to configure the role (if using role-based permissions) or the individual user with appropriate permissions!  Please refer to  Sage Intact - Integration Setup for a complete list of the permissions required. Once you have added the necessary permissions, Martus staff can test to confirm the permission configuration; this should be done before your kickoff call.  

If Using IP Access Controls within Sage Intacct 

The option controlling whether IP Address filters are used is located at Company/Setup/Company, on the Security tab. These options are available under the label Enforce IP address filters/IP Filter. If IP filters are enforced at the user level, you must add the IP addresses for the Martus web services user.

Martus’ US IP address is 172.206.18.244
Martus’ Australian IP address is 20.92.105.159
Martus’ Canadian IP address is 20.92.151.89.177

Multi-Currency Support (with Sage Intacct)

In our integration with Sage Intacct, Martus includes support for multiple currencies for both actuals and budgets. Martus also allows you to view actuals and budget in local currency or consolidated into a single currency.  

The amounts within Martus are nominal (not formatted for any specific currency). Each location or entity can view their actuals and do their budgeting in their local currency. When uploaded to Sage Intacct, this budget should be loaded to the Intacct budget that is also in local currencies. 

To view consolidated actuals, a second instance of Martus is required. This instance is configured so that it is connected to the consolidated books within Intacct. Both instances share the same chart of accounts and dimensions. Users can be authorized in one or both instances. (Any users who are set up to access both instances can toggle between those instances without logging out.)  

If a consolidated budget is also required, a feature within Martus allows you to provide currency conversion factors to convert the local-currency budget to a consolidated currency budget. You can then import this budget into your second (consolidated) instance of Martus. This budget can also be uploaded to Intacct, if desired. 

Within Martus, currencies and the currency conversion rate are defined at the level of the location dimension. 

The second instance of Martus uses the Alternate Transaction BookId setting to specify the consolidated books as show in the example below. This is configured by Martus Support as part of implementation of the Multi-Currency feature. 

Use the chart below to work through these questions.

Converting a Budget to a Consolidated Currency (Sage Intacct only)

Introduction

Within multi-currency implementations of Martus, you will have two instances of Martus. One will be multi-currency (synced from your Accrual or Cash books in Intacct), and the other will be in the consolidation currency (synced from your consolidation books in Intacct). In the multi-currency instance, each location’s actuals and budget worksheet(s) are in their native currency.

You will budget in the multi-currency instance. Then, you’ll use that budget as the basis to create a consolidated budget in a single currency, export that from the multi-currency instance and import it into the consolidated instance of Martus.

When locations are synced from Intacct, the currency associated with the location is also pulled into Martus. You can specify any of these currencies as your base currency, to which the other currencies will be consolidated. The standard exchange rate is set each night by the nightly updater process, but you can define custom exchange rates for some or all of your currencies if you wish to do so.

Setting the Consolidation Currency, Seeing and Setting Exchange Rate(s)

The nightly sync sets the market exchange rate for all currencies used throughout Martus. A custom rate can be defined for any or all currencies. When the consolidated budget is prepared, the standard rate will be used if there is no custom rate for that currency. If there is no rate set at all, or no currency is defined for a specific location, the conversion factor is 1.

Use Setup / Currency to:

• see the currency for each location
• choose which of these currencies is to be used for consolidation
• see the current market exchange rates for each currency
• set a custom exchange rate per currency if desired
  
  

The Setup / Currency selection is available only to Admin users.

How to Create a Consolidated Budget

Select Planner Setup. On the Budget Management tab, select the budget to be consolidated, then click Create Consolidated on the Action menu.

Then, enter the name of the new budget and use the dropdown to select the currency to be used for the consolidation.

When you click to Create Consolidated Budget, a background job is queued. You will receive a message in your email when the budget has been created. If the process encounters any errors, they will be noted in the email. If there were any errors, the underlying issues must be corrected before you make any use of the new budget. Contact Martus Support for assistance if you do not know how to correct the error or have any questions about the email message you receive.

Note: The set of rates used to create the consolidated budget is stored in a global SPW named Exchange Rate that is associated with the new budget.

Implementation Notes and Support Requirements

This feature is only supported for integrations with Intacct.

The currency must be defined within Intacct as part of the location dimension.

Access to the multi-currency capability of Martus is controlled by a client-level flag that must be set by Martus Support.

The nightly process that obtains the market exchange rates for your currencies has these features:

• Exchange rate data is delivered by Fixer.io.
• All exchange rate data is midpoint data, determined by calculating the average median rate of Bid and Ask at a certain time.
• 170 world currencies, including Bitcoin, Gold, and Silver rates are supported.
• If necessary, Martus Support can manually run the process that obtains the current market rates.
  
  

If you need assistance, please create a ticket through the Knowledge Base if you are a direct Martus customer, or contact your Martus reseller if you are supported through one of our Martus partners.