This guide overviews the Intacct Integration in ALIS. It is necessary to contact your ALIS Onboarding Manager to get started.

What is the Intacct Integration to ALIS?

1. This integration allows us to push data from ALIS to Intacct without having to do a manual file export and import process.
2. Here are benefits to using the integration:
   • Generate batch level Journal Entries using the data from ALIS
   • Drill down to the exact event with details on the resident, amounts, and periods using a simple and detailed audit of ALIS activities within Intacct
   • Save time—eliminate the entire process of exporting, saving, then logging into Intacct to import your files
   • Rely on real-time billing and payment position
   • Control when your data is synced without the need for a manual process
   • More quickly identify any errors or issues. Automatic sync errors will highlight any incorrect account numbers, dimensions, etc.
3. Some key details of the integration:
   • The integration takes place at the company level. One set of credentials is needed from Intacct for the entire company regardless of the number of separate communities.
   • We can choose which specific communities for which to enable the integration. A community in ALIS refers to a location in Intacct.
   • The integration and file exports are available at the same time. You can always export the data manually if preferred when the integration is turned on.

1 – Prepare Intacct for the Integration and gather credentials

1. In Intacct, create a new web services user with the correct permissions. Once this is done, you will receive login credentials in your email. In ALIS, these credentials must be added to Settings>Intacct GL. This guide provides more details: ALIS Intacct API Setup How-To Guide
2. To signal in Intacct that ALIS is authorized to connect to the API, it is necessary to set the Sender ID.
   • In Intacct, visit Company > select the Setup tab > Company > select the Security tab and scroll down to Web Services authorizations. Set the following details, and save:
     • Sender ID: medtelligent
     • Description: ALIS to Intacct API
     • Status: Active
3. Select the journal into which the ALIS entries will commit. It is recommended that we create a separate journal named ‘ALIS’ to help audit and track down any issues with transactions. This is the default journal for integration.

2 – Verify Billing Settings in ALIS

1. In ALIS, set up the GL transactions you want to send to Intacct for each community. Your ALIS onboarding manager has likely taken care of everything in this step!
   • Navigate to Settings in ALIS
   • In Billing Settings, click the Private tab, and use the tabs on the left verify that the account numbers are all accurate for your account types.
   • Second, click on the GL tab and look under the Intacct Export File Settings to confirm that the Journal, Location ID, and Default Department ID under the are all accurate.
   • Lastly, scroll down in this same section to GL Transactions Settings and verify that the Intacct Class IDs are all accurate for your Care Levels in ALIS.

3 – Steps to Send Records from ALIS to Intacct

1. We can choose whether to set up ALIS to Auto Sync with Intacct on a nightly basis, or we can manually sync the transactions with Intacct. It is a good practice to manually perform this the first time you choose to sync! To manually sync the transactions:
   • Go to your GL Transactions page, and for the period you’re ready to sync, click the GL Txns button.
   • All we need to do is select the transactions to sync, and click the ‘Sync with Intacct’ button!
2. To set up the nightly Auto Sync:
   • Go to Settings > Integration Settings. Select the Intacct GL tab and click the Edit Credentials button at the bottom right.
   • This opens a window where we need to enter our interface password from Intacct and switch the Auto Sync option to Enabled. We can also add email addresses for individuals who should receive the sync reports.
3. Go back to GL Transactions and click on the Intacct Sync tab. From here you can view all transactions that have been synced, if there were any errors, and use the View button to drill down on details.
4. To see what was synced in Intacct, navigate to the ALIS Journal and View Transactions.

4 – Tracing Records in Intacct back to ALIS

1. Find the record number and batch ID in your journal entry
2. In GL Transactions>Exports, locate the 1-to-1 record found in ALIS.

FAQ:

How much does it cost?

There are no additional fees for this feature in ALIS or Intacct. It is included with your ALIS Billing Module subscription.

Do I need to purchase a module or more licenses in Intacct?

No. The integration uses the Intacct API. ALIS does all of the heavy lifting so there are no additional features or modules that need to be enabled or purchased from Intacct.

What is the difference between the file export/import and sending using the API integration?

• The exported file groups transactions by account number and date. The user must manually export the file, save it locally, login to Intacct, and import the file. If they run into errors, they need to manually correct the file and the associated ALIS records, and then retry the import.
• Sending the data using the API integration does not group transactions. Instead, each batch is sent individually, so the Intacct user can see exactly what made up the debits and credits. One button pushes all of the records and there is no need to jump between files and programs.

If I change a batch in Intacct, will it show in ALIS?

No. It is a one-way from ALIS to Intacct. No information can flow from Intacct to ALIS.

Will the record be duplicated if I sync again after errors?

No. Receiving an error message means that no record was created.

Can I sync some records and export others?

Yes.  ALIS tracks what has been sent to Intacct, and will mark records as “exported” if they were sent using the API integration or exported in a file.

What are the most common errors?

• Missing or bad account numbers. We can use a tool in ALIS to update records.
• Errors with authenticating the provided credentials from Intacct. This is often because the account password or status was changed.

Can it be disabled and then re-enabled?

Yes. Records sent using the API integration will remain in the Intacct Sync tab for audit.

How do I address sync errors?

A common sync error occurs when an Account Number is not exactly the right characters. It is possible for a leading space in the account number to be the culprit. The error might say “Invalid Account” “Pick a valid account”. Verify the numbers and contact your ALIS onboarding manager to help migrate any errors.

Can I enable nightly auto-sync?

Yes! It is recommended that you manually do the sync first to make sure everything looks correct. The nightly auto-sync is set up in the Integration Settings. More details are in section 3 (part 2) above!