Harmony now supports seamless or direct integration with Sage Intacct.

• GL Integration: You can easily retrieve all general ledger (GL) accounts codes and descriptions from Sage Intacct and export your GL accounting transactions into Sage Intacct as a draft payroll journal record.

• Time Import Integration: Approved timesheets from Sage Intacct Time & Expense can be imported into Harmony during your payroll process.

• Job Cost Export Integration: If you are using a separate timekeeping system, job cost records can be exported into Sage Intacct Time & Expense as approved timesheets with hours and any dimensions.

Note: This article outlines the seamless integration with Sage Intacct. If you are looking  for the standard/file-based integration, please view this article instead.

Table of Contents

Prerequisites

• Have access to Sage Intacct 

  • Know your company ID 

  • Know your entity (if required)

  • Have created all dimensions, such as classes, projects, cost codes, cost types, etc. (if required)

  • For the time import or job cost export integration, the ‘time types' in Sage Intacct must match the corresponding payroll category codes in Harmony Payroll

• For GL export integration:

  • Have posted the payroll you want to export from Harmony

• For time import integration:

  • Have the Labor & Equipment sub-module of Harmony Payroll added to your license and fully configured

  • The ‘time types' in Sage Intacct must match the corresponding payroll category codes in Harmony Payroll

• For job cost export integration:

  • Have the Labor & Equipment sub-module of Harmony Payroll added to your license and fully configured

  • Have posted the payroll you want to export from Harmony

  • The ‘time types' in Sage Intacct must match the corresponding payroll category codes in Harmony Payroll

Setting Up the Integration with Sage Intacct

1. Authorizing Web Services

Note: If you have already authorized web services for the time import interface, you do not need to do it again.

1. In Sage Intacct, navigate to Company > 'Setup' tab > Configuration > Company. 

2. Navigate to the 'Security' tab. 

3. Click the "Edit" button. 

4. Click the "Add" button under Web Services Authorizations to add a new one. 

5. Enter "paymatesoftwareMPP" as the "Sender ID". 
   Note: The sender ID is case-sensitive. Ensure that you're entering it without quotation marks and in the correct letter-case. 

6. Add a "Description" if required. 

7. Set the "Status" to "Active". 

8. Click the "Save" button to save your changes.

2. Creating a Web Services User

Note: If you have already created a web services user for the time import interface, you do not need to do it again. You can use the same web services user, assuming that the required permissions are enabled in Sage Intacct.

1. In Sage Intacct, navigate to Company > Admin > Users, Roles, and Groups.

2. In the Web Services User Information section, click “Add” to create a new user.

3. Enter the required fields.

4. In the Sage Intacct Financials Permissions section, identify the correct user types, admin privileges, and roles that are required to import timesheets into Harmony.

5. Click the "Save" button to save your changes.

3. Setting Up Your Interfaces

A. Setting Up Your GL Export Interface

1. In Harmony, navigate to the Payroll module.

2. Navigate to Admin Settings > Interfaces > GL Export Interfaces.

3. Find “SAGEINSM - Sage Intacct (Seamless)”. Toggle this to activate it and set it as your default export interface.

4. Click the three (3) dots button to select it and review the setup. This is where you will enter your Sage Intacct credentials to facilitate the integration.

5. Enter the required information. 

   1. “Company” refers to the company ID. You use this when logging into Sage Intacct.

   2. “User” and “Password” refer to the web services username and password.

   3. "Entity" identifies the entity that you're looking to post your GLs to. If you're not sure where to find your entity name, review the What's my Entity? section at the end of this article. If you leave this empty, it will post as a draft to the top level entity by default.

6. Click the “Test Connection” button to test the connection. Ensure that the connection is successful. If your connection was unsuccessful, view the Why did my connection fail? section at the end of this article. 

7. Click the ‘save’ button to save your changes.

B. Setting Up Your Time Import Interface

1. In Harmony Payroll, navigate to Admin Settings > Interfaces > Import Interfaces.

2. From the list, activate the toggle for “L_SAGEIN - Sage Intacct (seamless)”. This will set it as your default import interface.

3. Click the three (3) dots button to select it and review the setup. This is where you will enter your Sage Intacct credentials to facilitate the integration.

4. Enter the required fields.

   1. “Company” refers to the company ID. You use this when logging into Sage Intacct.

   2. “User” and “Password” refer to the web services username and password.

   3. “Entity” refers to the entity ID if your timesheets are on the entity level. If your timesheets are on the top level, you can leave this field blank. If you're not sure where to find your entity name, review the What's my Entity? section at the end of this article.

5. Click the “Test Connection” button to test the connection. Ensure that the connection is successful. If your connection was unsuccessful, view the Why did my connection fail? section at the end of this article. 

6. At the bottom of the page, identify what fields you’re looking to bring in from Sage Intacct. Use the toggle on the left side of each field to activate it and identify where to map it in the Target Field column.

7. Click the ‘save’ button to save your changes.

C. Setting Up Your Job Cost Export Interface

1. In Harmony Payroll, navigate to Admin Settings > Interfaces > Job Cost Export Interfaces.

2. From the list, activate the toggle for “SAGEINJC - Sage Intacct (Seamless)”. This will set it as your default import interface.

3. Click the three (3) dots button to select it and review the setup. This is where you will enter your Sage Intacct credentials to facilitate the integration.

4. Enter the required fields.

   1. “Company” refers to the company ID. You use this when logging into Sage Intacct.

   2. “User” and “Password” refer to the web services username and password.

   3. “Entity” refers to the entity ID if your timesheets are on the entity level. If your timesheets are on the top level, you can leave this field blank. If you're not sure where to find your entity name, review the What's my Entity? section at the end of this article.

5. Click the “Test Connection” button to test the connection. Ensure that the connection is successful. If your connection was unsuccessful, view the Why did my connection fail? section at the end of this article. 

6. Click the ‘save’ button to save your changes.

4. Define Your GL Account Numbers

There are two (2) ways you can define your GL account numbers with the seamless integration to Sage Intacct. 

A. Using Harmony's GL Code Finder

1. In Harmony, navigate to Payroll > Admin Settings > Payroll Preferences. 

2. Tick the "Use GL Code Finder" checkbox. 

3. Click the save button to save your changes. 

4. Navigate to Payroll > Admin Settings > Interfaces > GL Export Interfaces. 

5. Find “SAGEINSM - Sage Intacct (Seamless)”. Click the three (3) dots to review the setup. 

6. Click the "Refresh Code Finder" button. This will enable Harmony to use your Sage Intacct account to provide you with a list of codes to select and input into Harmony. 

7. Navigate to Payroll > Payroll Setup > General Ledger Setup > Account Setup. 

8. Click the three (3) dots next to each payroll category. A pop-up window will appear with a list of all your account codes.

9. You can either select the entire account code, or if you have a more complex structure, identify the string of characters to input. Click “Select” next to the payroll category to insert the account code into Harmony. If you’re not sure which option to use, please contact Paymate Support.

10. Repeat steps 8 through 9 for each payroll category.

11. Click the save button to save your changes.

B. Manually Entering GL Accounts

1. In Harmony, navigate to Payroll > Payroll Setup > General Ledger Setup > Account Setup > 'Payroll Category' tab.

2. Define your debit/credit account numbers for each department and/or payroll category that you have identified in your application.

3. If you split your accounts into different departments, navigate to the ‘Department’ tab and enter the general ledger account codes that correspond to your departments. You can modify the structure later.

4. Repeat step 3 for each dimension or employee as required. If there are some GL account codes that do not follow the structure, or can be treated as an exception, you may enter it in the ‘Overwrite’ tab.

5. If you split your accounts in different dimensions, navigate to the corresponding dimension tab and enter the general ledger account codes that correspond to your dimensions. You can modify the structure later.

6. Click the save icon at the top right of this window to save your changes.

5. Defining Your Export Structures

A. Define Your GL Account Structure

1. In Harmony Payroll, navigate to Payroll Setup > General Ledger Setup > Structure.

2. You can either create a new structure, or modify the pre-existing one that comes default in Harmony. By default, the structure is “Category GL” only. If you require departments code and/or department GL account numbers, you can make this change.
   Note: You can review the article found here for an example of how your GL accounts from Part IV and the structure in Part V work together to build your GL accounts to import into Sage Intacct.

B. Define Your Job Cost Structure

1. In Harmony Payroll, navigate to Payroll Setup > Job Cost Setup > Structure.

2. Click “+ New” to create a new job cost structure.

3. Toggle the “Status” to active.

4. Enter the “Name” of the job cost structure.

5. Select the “Source” to be ‘Labor’.

6. Identify the payroll categories to be used in this job cost export (which payroll categories will be exported to Sage Intacct)

7. At the bottom of the page, identify which dimensions will be exported, and in what manner. ‘Worked’ refers to whatever the employee worked in the labor records (step two of the payroll wizard). ‘Home’ refers to the employee’s assigned dimension (if any). No selection (blank) will not be exported.

8. Click the ‘save’ button to save your changes.

Using the Integration with Sage Intacct

Import Your Timesheets

Note: Harmony only imports approved timesheets from Sage Intacct.

1. In Harmony’s payroll wizard (accessible under Processing > Payroll Wizard), start your payroll process as normal.

2. In step two (Labor) of the payroll wizard, click the ‘import’ button.

3. Ensure that the “L_SAGEIN - Sage Intacct (seamless)” interface is selected.

4. Click “Process”. This will import all approved timesheets from Sage Intacct.

5. Continue the payroll as normal.

Export Your Payroll / GL Entries

1. In Harmony Payroll, navigate to Processing > Create GL Records.

2. Select the appropriate filters for “Payroll Group” and “Filter by”.

3. Click the refresh icon to pull up a list of employees according to your filters.

4. Select the employees you want to create GL records for.

5. Click “Create”. A document icon will appear next to your employees’ names. Click this icon to view their GL record.
   Note: If you see a red checkmark or an error message, your GL records may not be balanced. Open the record to view the details and make changes as required. You will not be able to export unbalanced GL records.

6. Select the employees you want to export. Ensure that the correct GL Export Interface is selected in the far right dropdown list and click “Export”.

7. Enter the parameters at the bottom of the page as required, such as a "Batch Date" and "Description". 

8. Click “Export”. Your GL records will be exported to Sage Intacct automatically. 

Reviewing Your General Ledger Journal

1. In Sage Intacct, navigate to General Ledger > 'All' tab > Journal Entries. 

2. Click the "View Transactions" button for the Payroll Journal.

3. Your exported GL records will be listed here with the "Batch Date" and "Description" that you entered earlier in Part VI above. The state will be set to Draft, so you can post it here when needed after reviewing.

Export your Job Cost Entries

1. In Harmony Payroll, navigate to Processing > Create Job Cost Records.

2. Select the appropriate filters for “Payroll Group” and “Filter by”.

3. Click the refresh icon to pull up a list of employees according to your filters.

4. Select the employees you want to create job cost records for.

5. Click “Create”. A document icon will appear next to your employees’ names. Click this icon to view their GL record.
   Note: If you see a red checkmark or an error message, your GL records may not be balanced. Open the record to view the details and make changes as required. You will not be able to export unbalanced GL records.

6. Select the employees you want to export. Ensure that the correct GL Export Interface is selected in the far right dropdown list and click “Export”.

7. Enter the parameters at the bottom of the page as required, such as a "Batch Date" and "Timesheet Description". You can also select additional parameters to export.

8. Click “Export”. Your GL records will be exported to Sage Intacct automatically. 

Reviewing Your Job Cost Entries / Timesheets

1. In Sage Intacct, navigate to Time > Staff Timesheets.

2. Click the "View Transactions" button for the Payroll Journal.

3. Your exported job records will be listed here with the "Batch Date" and "Timesheet Description" that you entered earlier.

Frequently-Asked Questions

What's my entity?

In Sage Intacct, when you click the 'Top Level' or green dropdown field next to your company name, a list of your entities will be shown. You should enter the short name of the entity into the "Entity" field in Harmony's integration setup page in Part II above.

Why did my connection fail?

Find below the error messages and resolutions below: