Partner help

A customer's page

Each customer's page is where the move to Sage Intacct is planned: what each GP segment becomes, the Sage Intacct chart of accounts and dimensions, the opening balance, and the frozen plan with its import files. Open it from Customers.

About 40 seconds, narrated, with captions. Sample company, made-up data.
Did you find this video helpful?

The tabs

A count on a tab is how many things there still need a decision.

Summary

Where the plan stands shows the customer's migration readiness grade and complexity from their Ledger Doctor, how many customers and vendors they have, and what's left before the plan can be frozen. When everything is decided, it says so and links to Plan versions.

How much history converts

Choose the history to convert: the current year only, or the current year and 1, 3, 5 or 7 before, in fiscal or calendar years, or from a date. Until you choose, every account is shown and the plan can't be frozen. Choosing a start date asks the customer's Ledger Doctor for GP's balances on that date, for the opening balance.

The latest package's date is at the top. Packages come once a day; Ask for fresh data on Customers asks for one now.

Records

Customers, vendors, employees, items, warehouses and fixed assets go into Sage Intacct as full records before any transactions, so documents and GL lines can point at them. They load in the order of the menu.

The customer's Ledger Doctor (0.34.0 or later) chooses them in GP: every customer or vendor on a GL entry or a document since the start of the history you convert, with an open balance, or created in the selection window (below); employees paid since the start, active, or hired in the selection window (only when the company uses GP payroll or HR); items used, on hand or added recently; every warehouse; and fixed assets in service or acquired recently. Each record says why it's in scope. Ledger Doctor never sends Social Security numbers, birth dates, pay, home addresses or vendors' tax IDs.

The selection window

The records used in the period you convert always go. Records created in the last few months go as well, even if they aren't used yet, so a new customer or vendor is in Sage Intacct on day one. How many months is the selection window:

  • It's 18 months unless you change your default in Settings (see Partner defaults).
  • To change it for one customer, enter the months on the customer's Records tab and choose Save. Use your default goes back to your default.
  • It's 0 to 120 months. 0 sends only the records used in the period you convert.

Ledger Doctor tells myledgerdoctor.com, and the customer's Ledger Doctor uses the new window from its next package. The customer sees it, read-only, on their Migration page. A customer on a Ledger Doctor older than 0.39.1 keeps 18 months. If myledgerdoctor.com doesn't take it yet, the Records tab says so, and Ledger Doctor sends it once myledgerdoctor.com does.

Before records comes first: what the records and journal entries need in Sage Intacct before they can load. Check reads the company: AR and AP terms (Ledger Doctor makes them from GP's payment terms, with their due and discount days), customer types, vendor types and product lines (one for each GP class the records use), asset classifications, and your opening and statistical journals (created through Sage's XML API, since its REST API only reads journals). Create the missing makes them and reads each back. Asset classifications are made from GP's asset classes: the GL accounts from the class's account group (through the frozen plan's mapping), and the depreciation method and useful life from its corporate book. Check Fixed Assets setup shows the company's journal rules and depreciation methods; choose the journal rule (and whether useful life is in months or years) first. Set Fixed Assets' historical accumulated depreciation to Enter manually first, or Sage Intacct recalculates GP's. The Checklist ticks the step off once everything is there, and Create on each Records page, and the opening entry, wait while something they need is missing.

Leave a record out, or give it a different Sage Intacct ID (IDs are 20 characters at most), and who did it and why is kept. Then, for the environment you're working in:

  • Check fields reads Sage Intacct's own definition of the object, and one record the company already has, and lists any field Ledger Doctor sends that Sage Intacct doesn't know, and any it requires that isn't sent. It only reads.
  • Compare lists what's to create, what's already there, IDs Sage Intacct uses for something different (use Sage Intacct's record, or change the ID), and the customer types, vendor types, product lines, terms and asset classifications the records use that the company is missing. Types and product lines are created first; terms and asset classifications carry accounting rules, so add them in Sage Intacct (Compare shows GP's definition).
  • Create makes what's missing, or only the ticked ones, and never changes a record that's there. Every result is in the load log.

Each page also lists what isn't sent to Sage Intacct yet, such as GL accounts on a customer or vendor, extra addresses, and units of measure.

Record IDs: Sage Intacct assigns them

Customers, vendors and fixed assets get their Sage Intacct IDs from document sequences in Sage Intacct (C-00001, V-00001, FA-00001), not from GP. Employees and items keep GP's IDs for now. Each records page has a Record IDs row: Sage Intacct assigns them (document sequence) or Keep GP's IDs, with the prefix, digits and first number. It starts from your default (Settings, Record IDs).

  • Sage Intacct assigns them only when a GP ID custom field is mapped for the kind (Custom fields: GP_CUSTOMER_ID, GP_VENDOR_ID or GP_Asset_ID). It's how Ledger Doctor finds each record again. Without one, the row says why and GP's IDs are kept.
  • First, on Before records, Compare sequences lists the document sequences needed (CUSTOMER, VENDOR, ASSET). Create the missing sequences adds them after you say yes; a sequence that's there is never changed. Then set each module's numbering to its sequence (the checklist step says where).
  • The import file leaves the ID column blank, and Create sends no ID: Sage Intacct numbers each one. The list shows Assigned by Sage Intacct, then the ID once it's known.
  • After Create, Ledger Doctor reads back the ID Sage Intacct gave and keeps the link from GP's ID to it. Compare finds records already loaded by the GP ID field, not by ID, so running it again never makes a second one, and a record that's there twice is listed.
  • After an import (or without web services), export the records from Sage Intacct with their ID and the GP ID field, and upload the CSV under Sage Intacct's IDs. Each GP record is matched to exactly one Sage Intacct record; the missing ones, the duplicates and the ones Ledger Doctor doesn't know are listed.
  • The links are kept per environment. The GL history's customer and vendor, the open receivables and payables, the reclass, the 1099 file and the vendor update files use them, and wait until every customer or vendor they name has its ID: "Load vendors and confirm their Sage Intacct IDs first: 12 vendors have no ID yet."
  • On a combined chart, a record merged into another company's takes its ID; a GP ID two companies load without merging gets the company prefix in the GP ID field, so it stays unique.

Parent and child assets

A GP asset's ID is its asset ID and suffix together (FA100-1, FA100-2), everywhere: the notes, the GP ID field, the planned IDs when GP's IDs are kept, and the links. An asset with a suffix other than 1 (FA100-2) is a child of the asset with suffix 1 (FA100-1). Sage Intacct's asset names its parent by the parent's Sage Intacct asset ID, so the parent has to be in Sage Intacct, with its ID known, before the child:

  • Create sends the parents (and the assets with no parent) first, then each child with its parent's ID. A child whose parent has no ID yet isn't sent and is listed as waiting; create and link the parent, then create it.
  • The import file is in two: Import file has the parents and the assets with no parent, and Child assets has the children, each with its parent's ID in PARENT.ID. Import the first, link the IDs Sage Intacct gave (above), then download and import the second. It waits, saying which ones, until every parent's ID is known. Sage Intacct's Assets import template has no asset ID column, so Sage Intacct numbers each asset itself: while GP's IDs are kept for fixed assets the child assets file is refused, and Create on the page (which sends each asset's ID) loads them instead. The assets file then downloads as Import file (zip): the file, its check totals, and a to-check list that says the IDs aren't kept and how many child assets aren't in the file.
  • A location or department company of a combined chart gives its assets its own ID in that dimension (DIMENSIONS.LOCATION.ID or DIMENSIONS.DEPARTMENT.ID), in the file and in Create.
  • A parent this conversion doesn't load (retired, or left out on Records) leaves the child with no parent.

The Fixed assets page also shows Fixed assets go live in Sage Intacct on. When it's later than the general go-live, the import file and Create carry each asset's cost and historical accumulated depreciation as of the day before, and leave out assets acquired on or after it: Sage Intacct adds those itself. See When Fixed Assets go live in Sage Intacct.

A company in a combined chart

When the company is in a combined chart, its Summary, Segments, Chart of accounts, dimension tabs, Full mapping, Opening balance and Records (except fixed assets) are done on the combined chart and are read-only here. Each of those tabs has a banner naming the combined chart, with a link to the same tab there. Connection stays editable on this page. Taking the company out of the combined chart makes them editable here again.

Did you find this article helpful?