Use this page to match your Intacct configuration to your bill-processing and approval workflows in MakersHub. Start with initial configuration, then use the record-specific guidance for daily work.
Intacct configurations and entity-level workflows vary. If yours differs substantially from this baseline, contact MakersHub support with the affected records, configuration, and intended action to review compatibility. For an unexpected result during a task, use Troubleshooting and common questions to find the relevant checks.
Single-entity and multi-entity configuration
Establish your Intacct company structure and MakersHub’s entity-tracking workflow during initial setup. An Intacct multi-entity company can contain one entity plus Top level. Compare your setup with the arrangements below and Intacct’s single-entity and multi-entity guidance.
| Your Intacct arrangement | How to use this documentation |
|---|---|
| A single-entity company without Top level | Use the company’s established default context. Top-level and entity-switching instructions apply only where those controls exist. |
| A company using Intacct’s multi-entity structure with one entity and Top level | Top level and the operating entity remain distinct, even with only one entity. |
| A company with several entities and Top level | Check the intended operating entity, record ownership, and access separately from each bill’s coding. |
Intacct can restrict access to Top level or require GL or subledger transaction entry at entity level. Inspect the existing Restrict access to top level only, Restrict General Ledger transactions to the entity level only, and Restrict subledger transactions to the entity level only settings for your intended work; see Intacct’s multi-entity configuration guidance and where to work. Use these settings to confirm the company structure and available working levels, including when entity navigation is hidden. For a missing record, follow the record-specific checks below.
Set MakersHub’s entity tracking during initial setup
With MakersHub administrator access:
- Open Bill Settings > Data Processing.
- In Data Sync With SageIntacct, configure Enable Multi-Entity Tracking for the agreed bill-processing workflow.
- Select Update Settings.
If that Intacct section is unavailable before connecting, complete the connection steps first and confirm this setting before processing bills.
Enable Multi-Entity Tracking makes the Entity selection available on bills in MakersHub. Turn it on when your bill-processing workflow needs that selection; when it is off, the bill-level Entity selector is hidden.
This setting does not change Intacct’s company structure. Choose it for your MakersHub workflow rather than the number of entities in Intacct. If the intended workflow is unclear, confirm it with MakersHub support before processing bills.
Already using the integration? Contact MakersHub before changing the Intacct company’s entity structure, company-wide access or transaction-entry restrictions, or MakersHub’s Enable Multi-Entity Tracking setting. These changes require a coordinated review of the affected workflows. For a missing field or record, use the record-specific checks below.
Keeping configuration separate from your daily work
| Setting or choice | What to do |
|---|---|
| Intacct permission model | Keep your company’s existing model. Use Set up application permissions for setup and After changing permissions for later updates. |
| Application permissions | Maintain the configured application access using After changing permissions; ordinary grant maintenance does not require a company-structure change. |
| Direct Entity | Selects an Intacct location and its associated entity context, or Top level where available. This does not change company structure. Use Direct Entity explained and Choose the connection's Direct Entity for its meaning and the complete configuration procedure. |
| Vendor ownership | Top-level shared or entity-private ownership is fixed when the vendor is created in Intacct. Vendor details remain editable; see Understand shared and entity-owned vendors. |
| Bill or line Entity | This is transaction coding. Choose the bill’s coding separately from the connection context; see Check coding, then approve and sync. |
In a genuine single-entity company without Top level, keep the established company context; the optional Direct Entity selector is not required. If your workflow needs a connection location that is unavailable, use Choose the connection's Direct Entity to check the imported list and access within the existing company setup.
Working at Top level and within entities
In a multi-entity shared company, Intacct generally recommends working at Top level for shared records and transactions coded to the intended entities or locations. Use an entity context when record ownership, currency settings, transaction-entry restrictions, or the activity requires it. In a genuine single-entity company without Top level, use its established company context.
Reporting across entities and consolidation have their own setup; see Intacct's multi-entity overview and reporting guidelines.
Intacct recommends Top-level master data with restrictions and controls where needed, and entity-private records where appropriate. Shared ownership, permitted use, and edit access remain separate.
See Intacct's shared-vendor ownership guidance and Keep vendor details current.
Apply the recommendation by record type
With Construction enabled: The Construction rows apply to Intacct's additional project-cost features, introduced in Sage Intacct and CRE. For the supplied MakersHub fields and their use on a transaction, see Construction & Real Estate in MakersHub.
| Configuration or record | Recommended approach and qualification |
|---|---|
| Vendors and customers | Create shared records at Top level, with restrictions where needed. Use an entity-created record when it should be private to that entity. Intacct's shared and restricted records. |
| G/L, AP, AR, and journals | Separate application/account/journal setup from transaction entry. AR supports entity overrides; journal entries can be entered at entity level. Use AR configuration and GL/journal guidelines for those distinctions. |
| Checking and savings accounts | Intacct recommends Top-level bank accounts; checking/savings restrictions limit their use where needed. Entity-created accounts are private. Match the intended account and its permitted entities before payment work. Cash Management guidelines. |
| Credit-card accounts and transactions | Confirm the card’s owning level, default location, and company currency configuration. Shared ownership does not make a card eligible for every entity. Use Check the card and entity for the qualified Intacct rules and refund workflow. |
| Projects and Employees in Intacct | Use shared records across entities, or entity-private records where that ownership is required. Check the bill’s required records in Check the record types your bill needs. |
| Construction Cost Codes and Cost Types | Standard catalogs provide reusable starting definitions. An actual Cost Code belongs to its Project, and a Cost Type belongs to its Project and Cost Code. Intacct’s standard catalog guidance; standard cost types; Cost Type identity. |
Restriction options vary by record type. Review the applicable controls alongside the Web Services user’s permissions and entity access.
With Construction enabled: Choose the line's Project, then its Cost Code and Cost Type as applicable. These fields are not prerequisites for ordinary AP work. Use Choose coding for each line for the selection checks.
Make the configuration checks concrete
| Before this work | What to inspect and what follows |
|---|---|
| Choose where transactions are entered | Inspect Restrict subledger transactions to the entity level only and Restrict General Ledger transactions to the entity level only. Use the setting for the transaction you are entering when choosing its context. Manage multiple entities. |
| Use or maintain an existing vendor | Check whether the Intacct vendor is shared or entity-owned and whether its location/department restrictions permit the intended use. A shared vendor shown as Not owned within an entity still needs Top level for edits. Use Vendors for linking and maintenance. |
| Choose the connection context | Check the saved Company ID and Direct Entity within MakersHub, then save, test, refresh the needed lists, and inspect known records using Choose the connection's Direct Entity. Test Connection checks the required read permissions; success does not confirm every permission to add, edit, post, or process records. |
| Code the bill | Check the intended Entity, required Department, G/L account, and applicable line selections. Use Check coding, then approve and sync; changing Direct Entity does not rewrite explicit coding. |
Use the existing MakersHub procedures
The following are MakersHub operating recommendations, separate from Intacct's configuration and master-data guidance:
- Prepare the full application access across every available module using Set up application permissions.
- After changing Direct Entity, complete the save, test, refresh, and record checks in Choose the connection's Direct Entity. Refresh separately after Update, and verify current access even if earlier imported records remain listed.
- For shared-vendor changes, follow Keep vendor details current, then restore and verify the operating context before returning to the bill.
- For permission failures, use After changing permissions, then return to the task that failed.
- After the entity context and vendor are ready, use Bills and payments to check coding and approval, distinguish Intacct payment holds, and verify accounting and payment results.
Return to Overview, or continue with Connect, Entities, or Vendors for your current task.