Partner defaults

Your firm's standards for every customer: a few settings on the Settings page (the gear at the top), and the smart rules, smart events, custom packages, setup settings and security reports on the Partner defaults page. Admins set them.

About 65 seconds, narrated, with captions. Sample company, made-up data.

Your defaults (Settings)

Opening entry journal: the journal symbol (up to 4 characters) on every customer's opening balance import file.
Statistical journal: the journal for statistical opening balances, from GP unit accounts.
GP account custom field: the opening balance entry has one line per GP account. If your Sage Intacct setup has a line-level custom field for the GP account, give its ID and the import file gets that column.
Entity IDs: a prefix, a first number and a step (for example E, 100 and 100). A new combined chart numbers its Sage Intacct entities E100, E200, E300 and so on, in company order, and any one can be changed on its Companies and entities. Leave the first number blank to use each company's database name. Existing combined charts keep their IDs.
Records created in the last ... months: the selection window. The customer's Ledger Doctor sends the customers, vendors and fixed assets used in the period you convert, and also those created in this many months even if not used yet. It's 18 unless you change it, from 0 to 120. 0 sends only the used ones. Saving a new default sends it to every connected customer that doesn't have its own, and Settings names any customer it didn't reach. A customer's Records tab can change it for that customer (see The selection window).

Choose Save. A customer's Opening balance tab starts from them, and you can change the journal there for that customer.

Instead of a comma in text: GL history files replace each comma in their text with this, "|" unless you change it (it can be empty, or a space). They also take out double quotes, curly quotes and line breaks, because Sage Intacct's CSV import doesn't read them inside quotes.

Record IDs

Who gives each kind of record its Sage Intacct ID: Sage Intacct assigns them (document sequence) or Keep GP's IDs, with each sequence's prefix, digits and first number. Unless you change them: Sage Intacct assigns customers' (C-00001), vendors' (V-00001) and fixed assets' (FA-00001); employees and items keep GP's IDs (they can't be assigned yet). Sage Intacct assigns them for a customer only when a GP ID custom field is mapped for the kind (below), since that field is how Ledger Doctor finds each record again; otherwise GP's IDs are kept and the customer's Records page says why. Each customer starts from these and can change them on its Records pages (see Record IDs).

Custom fields

Put GP values in your own Sage Intacct custom fields, or in any column of an import template, without writing SQL. Ledger Doctor reads each value on the customer's server, from a catalog of GP values: for GL entries the GP account, journal entry number, source document, reference, series, the originating master's ID and name, the originating document's number and amount, and the GP company; for vendors, customers and fixed assets their GP IDs, names, classes, terms, addresses, phones and the asset's cost, life and dates.

A new install has no custom fields. Add yours in Settings, under Custom fields, or import them with your other standards using the Custom fields template (download it there, as .xlsx or .csv). For each one give:

Object: a GL entry line, a GL entry (its header), a vendor, a customer or a fixed asset.
Column or field ID: your custom field's ID in Sage Intacct, or the name of a column the import template already has (its value is replaced).
GP value: the catalog key, like gl.account_string or vendor.id.
Formatting: Trim; Company ID prefix (TWO-ACME); Max length, the field's size in Sage Intacct (digits left of the decimal point for a number); Two-decimal number; Blank when empty (an empty GP value stays empty, without the prefix or 0.00).

Every customer starts from your custom fields, and you can change them on the customer's Custom fields page (or go back to yours). Every download and push for those objects fills them: GL history (summarized and in detail), the opening entry, vendors, customers and the fixed assets file. Summarized entries have source SUMMARY and no originating values. Before a download or push, each value is checked against its maximum length. A value that's too long is listed in the file's to-check list, and stops a push. Ledger Doctor never cuts a value: widen the field or change the mapping.

Customers and vendors always load active, even ones inactive in GP, so the history that refers to them loads; inactivate them after go-live. A vendor's 1099 MISC box 7 loads as NEC box 1, and a 1099 box with no type as NEC. Countries are named as Sage Intacct names them (USA becomes United States), and an address with a state but no country is in the United States.

A vendor's tax ID and bank details are only in import files, and only while the customer allows their partner to download their data. They never go in a push.

The GP vendor and customer IDs stay as GP has them. On a combined chart, when two companies both load the same GP ID without merging, that ID gets its company's prefix so it stays unique in Sage Intacct, and the file's to-check list names each one.

Importing your standards (Partner defaults page)

Sage Intacct XML (.xml), as exported from Platform Services, imported as it is. A package (or a bare smart link) holding one smart link is a smart rule (a validation) or a smart event; a package with more in it, like an audit log package or custom fields, stays one custom package. The page and each customer's checklist say what a custom package adds (its custom fields, smart rules and events, objects and reports, by ID), so you know what to look for after importing it. An empty section in a package is left out of the file made for a customer.
Settings: your setup guide's steps, from the settings template (.xlsx or .csv): Step, Module, Setting, Value, Where, Notes and Use. Two optional columns link a setting to the module setting it checks: Sage setting (xml:, the application's code and the setting's name, such as xml:AP/GLPOSTINGDATECHECK; Configuration's Module settings lists them) and Sage value (what Sage stores for your default, such as WARN for Show warning). Several module settings in one row are separated by semicolons (xml:AP/PI_JOURNAL_A; PA_JOURNAL_A, with their values the same way). A configuration field Sage can change is written object:field, such as company-config/company-preference:permissionType; those get Set it. Linked settings are checked by Compare with your defaults, and their checklist step ticks itself off when the company matches. Sage's API only reads module settings, so they're changed in Sage Intacct.
Security reports: the reports to install, memorize and subscribe to, from the security reports template: Order, Report, Built on, Memorize, Subscription and Use.

Download the templates on the page. Each import is in the security log.

Importing a newer version

Import the newer file the same way. Each item in it that's already in your defaults is updated in place, never added twice: a smart link by its ID, a package by its name, a setting by its step and name, a security report by its name. A setting or report renamed at the same step (or order) in the same file is the same item. After the import, What changed lists each item's changes (a new value, an event added, a new message, a new placeholder), and how many customers' plans have it: their files for Sage Intacct use the new version. Not in the file any more lists what the last import of that file had and this one doesn't; those stay in your defaults until you remove them. If you removed an item and import it again, it comes back as the same item, counted as restored: customers that already had it see it as before, with their own values, and aren't offered a second copy. The counts at the top agree with the list: an item the file would only have changed in Use or Turn on after loading, which you set on this page, is counted as kept as set here, not as unchanged.

If you changed Use, Turn on after loading or Set after loading on this page, your choice stays when a newer file says otherwise, and the import says so. If the same item is in two files in one import (a list of all your smart links, and each one's own file), the one in its own file is kept: that's the file Sage Intacct exported, with the line breaks in its messages. If they differ in more than spacing and line breaks, the import says how.

Placeholders

What belongs to one customer becomes a placeholder, filled in for each customer on their checklist:

A login ID a rule names (for example, the one user who may still change posted entries). The login in your file isn't kept: it's someone at another customer. The same login twice in one rule is one placeholder.
Email addresses, such as a smart event's recipients. Your file's addresses are kept as the default.
Your firm's name in a message, filled in for you from your license.
A security report's recipients: always the customer's people, never kept from a template. Each report is one checklist step: install the custom report, memorize it (unless the template says not to), and set its subscription to email those people.
Anything a template writes as {{name}}.

Checks for each customer

Some rules name things that have to be in each customer's company. The import, the Partner defaults page and each customer's checklist step say so, and what to check before you import the file:

Journals a rule compares with, such as a rule that keeps manual entries out of the journals the subledgers post to. A company chooses its own journal symbols, so check that this customer's journals have the same ones.
A payment term a smart event sets, such as a term for vendors that have none. Check that the customer has a term with that name.

Use and Active

Use says whether new customers start with the item. Turn on after loading says whether a smart rule or event is turned on once the customer's data is loaded. The file made for a customer always imports it off, so nothing fires on the records the loads create; the customer's checklist says to turn it on after loading (see the order of switch-ons). Set it from your own list of what's on: your files don't always agree with it. A customer starts from your defaults the first time their checklist is opened; defaults added later are offered on their checklist with Add them. Removing a default doesn't take it from customers that already have it.

Each configuration setting has Set after loading. A ticked setting is set after the customer's data is loaded, with the smart rules and events: its checklist step says so, and Smart rules, smart events and approvals are turned on lists it. When a setting is imported, it starts ticked if its name or setting has "approv" in it (an approval, which would hold every record the loads create). After that your tick decides: tick or untick it any time, and every customer's checklist follows it at once. Importing the file again keeps your tick, and the import says so.

Changing Use or Turn on after loading here is for new customers. Customers that already have the item keep their own setting, and the page says so when you change it: change it on that customer's checklist, where each partner default's step has its own Turn on after loading and Part of this customer's setup. Their file for Sage Intacct follows what's set there.