Overview
Beanworks connects to Sage Intacct through API integration. This guide covers the integration and connection requirements for a successful connection with Beanworks.
Pre-connection checklist
Confirm you have a Beanworks account with the following permissions:
System Administrator role
Root Org Unit access as Home Org Unit
Confirm you can log into Sage Intacct as Administrator
Confirm you have ample time to complete the below steps in one sitting. Otherwise, the connection may time out
Confirm that all other users are logged out of Sage Intacct during this process
Sage Intacct integration requirements
Create Web Services User and Role
Ensure that Sage Intacct allows web user connection. Go to Company -> Subscriptions and verify that Web Services is toggled on.
A Web Services User is a special type of user that logs in using the Intacct web API and issues commands using XML. Follow the steps below to create this user for Beanworks.
Navigate to the Web Services User screen (Company -> Web Services Users, and click the + icon there, or use the Add button in the list screen)
Enter ‘Beanworks’ in the User ID field
A valid email address with an accessible mailbox is required for this user
Enter 'Business for User Type
Enter ‘Limited’ for Admin Privileges
Enter ‘Active’ for Status
Click Save
The Web Services User requires a dedicated role. A Role is a set of Permissions that dictate what the user can do.
Navigate to Company -> Roles and click Add to create a new Role
Name the Role Beanworks API so it can be easily found when needed
Click Save
The next screen shows the permissions which can be assigned to the Role.
Assign the following Permissions to the Beanworks role to allow it to access the necessary parts of Intacct.
Application/Module | Activities/Lists | Permissions |
Administration | Application Subscriptions | List, View |
Company | Departments | View |
Entities | ||
Locations | ||
Class | ||
Transaction Allocations | ||
Employees | ||
Exchange Rate Types | ||
Exchange Rate | ||
Cash Management | Checking Accounts | View |
Savings Accounts | ||
General Ledger | Accounts | View |
Accounts Payable | Pay Bills | Run |
Bills | View, Add | |
Vendors | View | |
AP Terms | ||
Payment Requests | ||
Tax Details | ||
Accounts Receivable | Customers | View |
Inventory Control | Warehouses | View |
Items | ||
Projects | Projects | View |
Tasks | ||
Standard Tasks | ||
Cost Types | ||
Standard Cost Types | ||
Contracts | Contracts | View |
Order Entry | Items | View |
Purchasing | Items | View |
User Defined Dimensions | User Defined Dimensions | View (All that apply) |
Associate the new Role with the Web Services User so Beanworks and Sage Intacct can integrate successfully.
Navigate to Company -> Web Services Users
Find the Beanworks user created in Step 2, and click Edit
Click Role Information, and add the Beanworks Role
Click Save and confirm the change by re-entering the password
Grant Beanworks Web Services Authorization
Beanworks requires Web Services Authorization to connect with Intacct.
Navigate to Company -> Company Info and click Edit
Click Security and scroll to Web Services Authorization
Click on the + icon on the top right of the grid to open a new dialogue box
In the Sender ID field, enter BeanworksMPP
The Description field can be left blank
Click Save in the dialogue box, and click save again in the main menu
Create a Custom Field for Beanworks URLs
This will provide a link on the Bill in Intacct that will open the corresponding Invoice in Beanworks.
Navigate to Platform Services -> Custom Fields and click Add button
Select AP Bill in the Object dropdown
Select URL in the Data Type dropdown
Enter ‘Beanworks’ into the Label field, ‘BEANWORKS’ into the Field ID field, and ‘Link to Beanworks Invoice’ in the Description field
Click Done to save the Custom Field
Connecting Beanworks to Sage Intacct
Enable connection between Beanworks and Sage Intacct
In Beanworks, navigate to Settings -> ERP Management. Follow the steps below depending on the integration type.
Top-level Integration
Enter the Company ID part of the customer’s login in the Company field.
For Username, enter the username of the Beanworks Web Services User
For Password, enter the password of the Beanworks Web Services User
Leave the Entity field blank
Entity-level Integration:
Enter the Company ID part of the customer’s login in the Company field
Enter the Entity ID in the Entity field. This id can be found in Intacct in Company -> Entities
For Username, enter the username of the Beanworks Web Services User
For Password, enter the password of the Beanworks Web Services User
You will need to reach out to Beanworks to have the API Sync Profile created for your Legal Entity(s). Please contact your Customer Success Manager or help@beanworks.com to do this. Continue following this guide once the API Sync Profile(s) is created.
Enable SmartSync
Once connected, click SmartSync on the left side. Select your company from the Legal Entity dropdown, and click Sync. This will sync all list items from Sage Intacct into Beanworks.
Once the initial sync is completed, use Partial Sync instead of Full Sync to sync over only newly added list items. Use the Sync Schedule feature to create a schedule of automatic syncs.
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