Importing Vendors
Sage Intacct allows for multiple vendors to be imported for a parish entity. This process is commonly performed during the setup and configuration of the parish entity within the Intacct PSC environment. Vendors are defined at the parish entity-level. This allows each parish entity to manage their own list of vendors.
Intacct provide import templates for many of its data items, including vendors. These are available from Company -> Setup (tab) -> Import data menu item. The Intacct PSC environment provides an enhanced import template for vendors. Please refer to Intacct’s online help for best practices for using import templates. The following process guidelines is for the Intacct PSC enhanced vendor import template.
Steps
part 1: Export Existing Vendors
The parish’s existing list of vendors need to be exported from the parish’s previous accounting system. Prior to exporting the parish’s vendors from the previous accounting system, the list of vendors should be consolidated to remove any duplicates or obsolete vendors.
The export should in a CSV (comma separated variable) format so that it can be referenced from within Excel. The following are the fields used by the Intacct PSC vendor import template.
FIELD
DESCRIPTION
REQUIRED
NAME
The name of the vendor
Yes
ADDRESS1
The vendor's address line 1
Yes
ADDRESS2
The vendor's address line 2
No
CITY
The vendor's address city
Yes
STATE
The vendor's address state
Yes
ZIP
The vendor's address zip code
Yes
COUNTRY
The vendor's address country
No
PRINT_AS
The name to show when printing the vendor
No
VENDOR_ACCTNO
The vendor's account number
No
TAX_ID
The tax id of the vendor
No
FORM1099TYPE
The 1099 form type used for this vendor
No
COMMENTS
Any comments or notes regarding the vendor
No
Each field needs to be its own column in Excel. The vendor’s address must be separated into multiple columns so that it can be properly imported.
The following steps highlight how to export vendors from QuickBooks.
- View Vendor Contact List
- Select Reports -> Vendors & Payables -> Vendor Contact List
Figure 1 - Vendor Contact List
- Select Custom Reports button
Figure 2 - Vendor Custom Reports
- From the field chooser dialog, select the fields to include in custom vendor report and press the OKbutton when finished.
- Uncheck Bill From
- Check the following fields for export from QB. This table maps these fields defined in Vendor Export tab within the Intacct PSC vendor import template.
QB Field
Vendor Export Field
Name
NAME
Bill From Street 1
ADDRESS1
Bill From Street 2
ADDRESS2
City
CITY
State
STATE
Zip
ZIP
County
COUNTRY
Company
PRINT_AS
VENDOR_ACCTNO
Tax ID
TAX_ID
FORM1099TYPE
Note
COMMENTS
Figure 3 - Field Chooser Dialog
- Export the custom vendor contact list report to Excel using the Create New Worksheet function.
Figure 4 - Create New Worksheet
Part 2: Importing Vendors into Intacct PSC
Mapping QB Export to Vendors Export
The Intacct PSC vendor import template provides the tab Vendor Export that is used to list all the vendors from the parish’s previous accounting system. This tab defines an Excel table that is highlighted in blue. The vendors to be imported should be defined in this table.
- Navigate to the Vendor Export tab.
- For each vendor, copy-paste the vendor’s details to the appropriate column in the vendor table.
Intacct Import Vendors
The Intacct PSC vendor import template provides the tab Intacct Vendors that is used to list all the vendors that will be imported into the parish’s Intacct entity. The columns on this tab will auto-populate based upon the values in the Vendor Export tab’s vendor tab.
References