PartsManager and Sage Intacct Integration Workflows

Adam Graetz
Adam Graetz
  • Updated

Important Note: PartsLedger is now PartsManager. PartsManager retains all of the parts purchasing and warehouse management automation benefits of its predecessor. To read more about this exciting change, click here.

 

This article walks users through the various user actions and workflows associated with the PartsManager, formerly known as PartsLedger, Sage Intacct accounting integration. For more information about how these two systems' data relate to one another, please see our PartsManager and Sage Intacct Mapping Reference article.

 

Process in PartsManager: Receiving Items on a Purchase Order

Receiving items on a purchase order will create a shipment receipt. Click here to learn more about Shipment Receipts and how they are created.

Integration Flow: PartsManager: Shipment Receipt → Sage Intacct: Purchase Order Receiver

PartsManager Module: Shipment Receipt → Inventory Workflow

Sage Intacct Module: Purchasing → Transactions → Shipping → ServiceTrade PL Receiver

Type: Transaction

Setup Requirement: ServiceTrade PartsManager Receiver

Expected Results: This will trigger a 'create shipment receipt' webhook notification from PartsManager.

Video Walkthrough:

 

 

Process in PartsManager: Receiving Items on a Purchase Order that are Linked to a Service Trade Job (Part 1)

When you receive items on a Purchase Order that are linked to a ServiceTrade Job (or what we call a Sales Order in PartsManager) through 'Direct Purchase for Sales Order' a Shipment Receipt will be created, and the items that are received will be fulfilled automatically on the ServiceTrade Job (Sales Order.) Click here to learn more about Using the Shipment Receipt Page.

Integration Flow: Create PartsManager Shipment Receipt → Sage Intacct Receiver → Creates the Sales Order Fulfillment for Direct Job Purchases

PartsManager Module: Shipment Receipt → Inventory Workflow + Sales Order Fulfillment/Unfulfillment

Sage Intacct Module: Purchasing → Transactions → Shipping → ServiceTrade PartsManager Receiver

Type: Transaction

Setup Requirement: ServiceTrade PartsManager Receiver

Expected Results: This will trigger a 'create shipment receipt' & "sales order fulfillment" webhooks notification from PartsManager.

 

Process in PartsManager: Receiving Items on a Purchase Order that are Linked to a Service Trade Job (Part 2)

When you receive items on a Purchase Order that are linked to a ServiceTrade Job (or what we call a Sales Order in PartsManager) through 'Direct Purchase for Sales Order' the items will be fulfilled on the Sales Order. A Shipment Receipt will be created. Click here to learn more about Using the Shipment Receipt Page.

Integration Flow: Create Inventory Journal transaction by moving items from Inventory→ WIP, based on ServiceTrade Job Type

PartsManager Module: PartsManager Sales Order Fulfillment

Sage Intacct Module: General Ledger

Type: Transaction

Setup Requirement: Must have WIP turned on in PartsManager. Sage Intacct General Ledger Journal Entry 'IJ'= Inventory Journal →Journal Type

Expected Results: This will trigger a 'create Journal' webhook notification from PartsManager for Sales Order Fulfillment.

Video Walkthrough: 

 

Process in PartsManager: Unfulfilling Item Quantities on a Sales Order

In PartsManager, unfulfilling Items on a Sales Order (ServiceTrade Job), means you are moving items that were added to a ServiceTrade Job, back to the original Warehouse you fulfilled those items from.

Integration Flow:Create Inventory Journal transaction moving items from WIP → Inventory, based on ServiceTrade Job Type

PartsManager Module: PartsManager Sales Order Unfulfillment

Sage Intacct Module: General Ledger

Type: Transaction

Setup Requirement: Must have WIP turned on in PartsManager. Intacct General Ledger Journal Entry 'IJ'= Inventory Journal →Journal Type

Expected Results: This will trigger a 'create Journal' webhook notification from PartsManager for Sales Order Unfulfillment.

Video Walkthrough:

 

Process in PartsManager: Returning Items to the Vendor

Integration Flow: PartsManager: Return Shipment Receipt → Sage Intacct: Return Purchase Order Receiver

PartsManager Module: Shipment Receipt → Inventory Workflow Returns

Sage Intacct Module: Purchasing → Transactions → Shipping → ServiceTrade PartsManager Receiver

Type: Transaction

Setup Requirement: ServiceTrade Void-Return PL

Expected Results: This will trigger a 'return type stockAdjustment' webhook notification from PartsManager. 

Video Walkthrough:

 

Process in PartsManager: Voiding Items on a Shipment Receipt 

Integration Flow: PartsManager: Voided Shipment Receipt → Sage Intacct: Void Purchase Order Receiver

PartsManager Module: Shipment Receipt → Inventory Workflow Voids 

Sage Intacct Module: Purchasing → Transactions → Shipping → ServiceTrade PartsManager Receiver

Type: Transaction

Setup Requirement: ServiceTrade Void-Return PL

Expected Results: This will trigger a 'return type stockAdjustment' webhook notification from PartsManager.

Video Walkthrough:

 

Process in PartsManager: Adjusting Stock using Add Stock Adjustment

When you use the + Adjust button on the Stock Summary Menu, you will perform a stock adjustment with the type "Adjustment."

Integration Flow: Create Inventory Journal transaction for Stock Adjustments

PartsManager Module: PartsManager Stock Adjustment

Sage Intacct Module: General Ledger

Type: Transaction

Setup Requirement:Intacct General Ledger Journal Entry 'IJ'= Inventory Journal →Journal Type

Expected Results: This will trigger a 'adjustment type stockAdjustment' webhook notification from PartsManager for Inventory adjustment.

Video Walkthrough:

 

Process in ServiceTrade: Adding Sourced Inventoried Items to a ServiceTrade Job

When you create a ServiceTrade Job, a Sales Order will automatically be created in PartsManager. When you add items to that ServiceTrade Job and source the items to an inventory Warehouse, the items will automatically be fulfilled on the Sales Order.

Integration Flow: Create Inventory Journal transaction by moving items from Inventory→ WIP, based on ServiceTrade Job Type

PartsManager Module: PartsManager Sales Order Fulfillment

Sage Intacct Module: General Ledger

Type: Transaction

Setup Requirement: Must have WIP turned on in PartsManager. Sage Intacct General Ledger Journal Entry 'IJ'= Inventory Journal →Journal Type

Expected Results: This will trigger a 'create Journal' webhook notification from PartsManager for Sales Order Fulfillment.

 

Process in ServiceTrade: Marking a Job Complete

When you mark a job as 'Complete' in ServiceTrade, the associated Sales Order's status in PartsManager will automatically change to 'Complete.'

Integration Flow: Create Inventory Journal transaction moving items from WIP → COGS, based on ST Job Type

PartsManager Module: PartsManager Sales Order Closing

Sage Intacct Module: General Ledger

Type: Transaction

Setup Requirement: Must have WIP turned on in PartsManager. Intacct General Ledger Journal Entry 'IJ'= Inventory Journal →Journal Type

Expected Results: This will trigger a 'create Journal' webhook notification from PartsManager for Sales Order 'Close'.

 

Process in Sage Intacct: Create New Vendor

When you create a Vendor in Sage Intacct, a Vendor will be created in PartsManager automatically. It is important to note that you will still need to follow the manual process of syncing your PartsManager Vendor to ServiceTrade after the new vendor has been created.

Integration Flow: Sage Intacct: Create Vendor → PartsManager: Create Vendor

PartsManager Module: N/A

Sage Intacct Module: Platform Services

Type: Set Up

Setup Requirement: Create a Smart Event in Sage Intacct

Note: Sage Intacct doesn't have webhooks, so we use Smart Event HTTP POSTs as the next best thing.


Process in Sage Intacct:

Pre-requisites:

  • Make sure you're in the 'Top Level' entity.
  1. Main Menu → Platform Services → Smart Events
  2. Click Add
  3. Choose owner object 'Vendor'
  4. Choose event properties:
    • Action: 'HTTP POST'
    • Events: 'Set'
    • Condition: leave empty (always active)
  5. Select HTTP POST properties:
    • URL:
    • Method: 'POST'
    • Arguments:
      • sessionId={!USERPROFILE.SESSIONID!}
      • endpoint={!API_ENDPOINT!}
      • vendorId={!VENDOR.VENDORID!}
      • entityType=vendor
      • HTTP request timeout: '5'
  6. Select deployment options:
    • Smart Link ID: some unique ID, such as 'ST_CREATE_VENDOR'
    • Description: enter a description, or not
    • Status: 'Active'

 

Process in PartsManager: How Warehouse Transfers sync with Sage Intacct  

Warehouse transfer items will create Journal entries. Click here to learn more about “IJ”

and how they are created.

Integration Flow: PL Stock Transfer -> Intacct Journal Entry

Module: Stock ->Transfer

Sage Intacct Module: General Ledger→ Journal Entries→ Inventory Journal ‘IJ’

Type: Transaction

Setup Requirement: Intacct GL Journal Entry 'IJ'= Inventory Journal -->Journal Type

Expected Results: This will trigger a 'create Journal' webhook notification from PartsManager for Inventory adj

Video Walkthrough:

 

Process in PartsManager: Receiving Consumable Item Types on a Purchase Order

Receiving consumable items on a purchase order will create a shipment receipt. Click here to learn more about Shipment Receipts and how they are created.

Integration Flow: PartsManager: Shipment Receipt → Sage Intacct: Purchase Order Receiver

PartsManager Module: Shipment Receipt → Inventory Workflow

Sage Intacct Module: Purchasing → Transactions → Shipping → ServiceTrade PL Receiver
General Ledger→ Journal Entries→ Inventory Journal ‘IJ’

Type: Transaction

Setup Requirement: ServiceTrade PartsManager Receiver.
Intacct GL Journal Entry 'IJ'= Inventory Journal -->Journal Type

Expected Results: This will trigger a 'create shipment receipt' webhook notification from PartsManager and it will 'create a Journal' webhook notification from PartsManager for Inventory adj

Video Walkthrough:

 

Process in PartsManager: Reopening PartsManager Sales Order for PartsManager Work-In-Progress Users ONLY

This workflow feature is for PartLedger tenants that are set up to use WIP. Reopening the PartsManager Sales Order sends reversing Journal transactions to Sage Intacct creating a COGS->WIP entry in the ‘IJ’ inventory journal.

Integration Flow: PL Sales Order Reopen/Reclosing -> Intacct Journal Entry

PartsManager Module: Sales Order Reopening → Inventory Workflow

Sage Intacct Module: General Ledger→ Journal Entries→ Inventory Journal ‘IJ’

Type: Transaction

Setup Requirement: Intacct GL Journal Entry 'IJ'= Inventory Journal -->Journal Type

Expected Results: This will trigger a 'create Journal' webhook notification from PartsManager for Inventory adj

Video Walkthrough:

 

Process in PartsManager: How to Setup a PartsManager Vendor in Sage Intacct and sync with PartsManager  

Sync is one way from Sage Intacct to Parts Ledger.

Integration Flow: Sage Intacct Accounts Payable Vendor -> PartsManager Vendor

Module: Accounts Payable ->Vendor

Sage Intacct Module: Accounts Payable ->Vendor

Type: Master Data

Setup Requirement:  Main Menu -> Platform Services-> Smart Event ->Add->Vendor Sync 

Main Menu -> Platform Services->Custom Field-> Add-> PartsManager VENDOR 

Expected Results: This will trigger an event from Sage Intacct that a Vendor has been created or has been updated and creates and/or updates the vendor record in PartsManager.

Video Walkthrough:

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