Customizing your Intacct Salesforce Max Integration
What are the key advantages of the Salesforce/Intacct integration?
- Elimination of duplicate data entry, thus increasing efficiency and decreasing potential errors.
- Sales has added visibility into a customer’s financial activity (invoices, open balance, AR aging).
- Automation which increases the finance team’s productivity through the elimination of duplicate entry.
These three key advantages all facilitate the bigger picture goal: reporting to help drive your business.
Whether you are already live on Intacct and Salesforce or just beginning to consider your business’s next software jump, today’s post will go through some of the customization worth considering to optimize your integration beyond what is offered as part of the standard Salesforce Max solution and how these customizations ultimately benefit your company when it comes to reporting:
- Syncing the Account Owner to the Customer Rep on the Customer in Intacct
- Syncing the Opportunity Owner to the Employee field on Sales Transactions (for commission and reporting by sales reps).
- Syncing custom fields between Salesforce and Intacct on Accounts/Customers, Products/Items, and Opportunities/Sales Orders
Sync Account Owner to Customer Rep:
Key Advantage:
- Reduce duplicate data entry by finance team of Customer Record Information
- Added reporting benefits (One such report this integration facilitates is a Customer based dimensional report to include sales rep without having to combine an Intacct report with a Salesforce report.)
How do we do it?
1.Set up all Sales Reps as Employees in Intacct.
2. Add a custom field in SalesForce on the User Record to hold their Intacct Employee ID.
3. Update all SalesForce Intacct Employee ID’s with what is in Intacct.
4. Add a formula field on the Salesforce account which looks up the Account Owner’s Intacct Employee ID from their User record. (This field doesn’t need to be visible to users).
5. Set up the Custom Integration Field mapping between Salesforce and Intacct as shown below:
6. Now that all of your Customers have Sales Reps associated, you can build a report like the one below which shows change in revenue by customer (to include sales rep!):
Sync Opportunity Owner to Employee Dimension on Sales Transactions:
Key Advantage:
- Reduce duplicate data entry by finance team of Order Transaction related information.
- Added reporting benefits. (Besides reporting for the purpose of commissions, another report you could create is a Revenue by Sales Rep report to compare sales month over month).
How do we do it?
1.We already have the custom field set up on the User in Salesforce which is filled out with the user’s Employee ID in Intacct.
2. Create a custom formula field on the opportunity product which looks up the opportunity owner’s Intacct Employee ID (see below formula – it’s very similar to the formula field on the account we just created. Note: It’s very important that you set this up on the Opportunity Product not the Opportunity because we want to sync to the line item level employee dimension field.).
3. Set up the Custom Integration Field mapping between Salesforce and Intacct like below:
4. Now that all of your orders have sales employees, you can build a report like the one below which reports revenue by sales rep:
(Notice in this report you can easily tell that Joanna Drake’s sales for the month of September were below her amount in August. You can then use the report in the example above to find out what happened- what services were bought this month versus last month or if they cancelled).
Sync custom field between Salesforce and Intacct:
Key Advantage:
- Reduce duplicate data entry.
- The types of fields being synced are usually ones included in reports that would otherwise need to be amalgamated with Salesforce reports.
- Set up the custom field in Salesforce and Intacct.
- Ensure they are of the same data type (type being date, text, number, etc.)
- Set up the Custom Integration Field mapping between Salesforce and Intacct.
This hopefully has expanded your knowledge of what is possible with the Salesforce Max Integration. The most important takeaway here is that the bigger picture of being able to integrate these pieces of data is that it facilitates the reports you really need to help drive your business and make decisions in a timely manner.
Have questions about the Intacct/Salesforce Integration? Wondering if there might be something we can help with? Feel free to reach out to your CLA Intacct team!
Kathy Jastrzebski is a manager with CLA’s Intacct team. CLA is an Intacct Premier Partner with a partnership that spans over 20 years and more than 1,000 successful implementations. Kathy brings five years of accounting experience along with seven years of Sage Intacct implementation experience. Along with her accounting experience, she has a passion for leveraging technology to lead finance teams worldwide through system implementations with a mission of increasing department efficiency through business process improvements.