Vendors in a multi-entity company

Use the correct Intacct vendor for your bill. Finding or linking a vendor is separate from creating or updating it.

If you have not connected and imported your Intacct records, start with Connect Sage Intacct. For connection changes, use Choose the connection's Direct Entity.

Direct Entity selects an Intacct location and its associated entity context, or Top level. It is separate from the vendor’s fixed Intacct ownership and the bill’s Entity coding. Use Direct Entity explained to find it. This article’s shared/private distinctions apply where your Intacct company has Top level and entities; retain the established company context for a genuine single-entity setup.

Find and link the existing vendor first

Vendor List contains your MakersHub vendor records. Suppliers is the imported Intacct list in Integration Data; the selector under SageIntacct Connection in the vendor form uses active records from that imported list.

Opening a linked vendor can populate and save its name, contact information, address, currency, and 1099 status from the imported Suppliers list. This does not happen every time or fetch the latest Intacct record. Review the details before editing; Intacct itself is unchanged.

1. Identify the intended vendor. In Intacct, confirm its vendor ID and whether it is shared or entity-owned. If the correct vendor is already linked in MakersHub and needs no detail changes, return to its bill. Use Keep vendor details current below only for detail maintenance.
2. Locate the imported record. Check Suppliers in Integration Data > Synced Data List. If the expected record is missing or its details need updating, retrieve it in the applicable context: Top level for a shared vendor, or a location associated with the owning entity for a private vendor. Use Choose the connection's Direct Entity if a context change is needed, then refresh Suppliers and confirm Refresh data completed.
3. Open Vendor List. In the MakersHub sidebar, select Vendor List, then open the existing vendor or start a blank form. If your list has an Action menu, choose Action > Add a New Vendor; otherwise use Add Vendor. Follow the appropriate route below.

The selector displays vendor names. Confirm the intended record’s vendor ID and owner in Intacct. If identical names are indistinguishable in the selector, contact MakersHub support with the intended vendor ID and owner before linking.

If the vendor exists in Intacct but needs a MakersHub vendor record:

1. Confirm the intended imported record using the checks above.
2. Select it under SageIntacct Connection and select Import from SageIntacct.
3. Review the populated details and keep the imported vendor name unchanged.
4. Select Add a New Vendor, then confirm the link using the checks below. Importing alone does not establish the link.

If the MakersHub vendor exists but has no Intacct link:

1. Open it and select the intended imported vendor.
2. Select Add SageIntacct Link and review the loaded details.

If the MakersHub vendor is linked to a different Intacct vendor:

1. Confirm which Intacct record is intended.
2. Select that imported record, then select Update Link.

Changing the MakersHub link does not move either Intacct vendor to another entity.

Linking and relinking reload the vendor form. If linking imports Intacct details into the form, it also saves them in MakersHub. Review those details before further edits. Neither link action updates Intacct vendor details or ownership. Use Keep vendor details current below for subsequent detail changes.

Confirm the link after any route:

1. Reopen the same MakersHub vendor.
2. Check that the intended vendor remains selected under SageIntacct Connection and the button reads Sync from SageIntacct.

If names cannot distinguish the intended record, contact support before proceeding. A Vendor created successfully… result when you intended to use an existing vendor requires inspection in Intacct before another sync.

A refresh imports what the connection can read in its current context. Previously imported vendors remain when a later refresh does not return them, including after changing Direct Entity. An option still being listed does not prove that the current connection can update it.

Understand shared and entity-owned vendors

For an entity-private vendor, use a connection location associated with its owning entity for ordinary retrieval and maintenance. An earlier import can leave the vendor listed after the connection context changes; being listed does not establish current access or eligible use.

Use Sage Intacct best practices for the recommended shared-record setup and the support route for a substantially different arrangement.

Intacct recommends creating vendors at Top level and sharing them across entities, with restrictions where needed. See Intacct's vendor setup recommendation.

Intacct establishes a vendor's ownership when the vendor is created: a Top-level vendor is shared, and a vendor created within an entity is private to that entity. The existing Intacct vendor's ownership cannot be changed.

You can still update vendor details and change a shared vendor's restrictions; these changes do not move the record. Use Keep vendor details current below for supported MakersHub updates.

In Intacct, a shared vendor shown as Not owned within an entity is visible there without being editable there. Intacct's ownership guidance explains the distinction.

To change vendor restrictions, use Restrict a vendor to an entity or a department. When selecting an entity in those restrictions, also select its associated locations as Intacct directs.

Create a new vendor in the intended context

Check Intacct and the imported choices before creating a vendor. Add a New Vendor can link an existing vendor; resolve ambiguous matching names before submitting to avoid linking the wrong record or creating a duplicate. A matching imported name can link an existing vendor even when you select Entity.

The vendor form shows Entity beside Vendor Name when multi-entity tracking is enabled and the imported Locations list has records. That workflow is established during setup in Single-entity and multi-entity configuration. Its location choices identify the entity in which a new vendor will be created. Top Level is offered for new vendor creation only with a Top-level connection. Without the control, use the connection context described below; contact support before changing tracking on an existing integration.

For a new Intacct vendor, choose its intended location/entity in the form. A new blank form starts with the saved Direct Entity location; an existing unlinked MakersHub vendor can retain its saved Entity choice. A Top-level connection can create either a shared vendor at Top Level or a private vendor in the selected entity. Selecting Entity while importing or linking an existing Intacct vendor does not change its owner.

1. Confirm the creation context. For shared creation, the saved Direct Entity must be empty at Top Level.... For private creation, choose a location associated with the intended entity in the vendor form’s Entity control; if the control is absent, use a Direct Entity location associated with that entity. If the connection needs changing, use Choose the connection's Direct Entity, then return to this blank-form route.
2. Open a blank form and review the details. Use Vendor List to start the new vendor form. Check Vendor Name against the existing Intacct records before submitting. If Entity is shown, review its initial selection and confirm Top Level for shared creation or a location associated with the intended entity for private creation. Check the selection against Direct Entity using the table above. Complete the vendor details before submitting.
3. Select Add a New Vendor and inspect the result. Vendor created successfully at Top Level or Vendor created successfully in … identifies where creation succeeded. Vendor linked successfully means an existing vendor was linked instead; inspect that connection before continuing.

Linking locks the vendor form's Entity control. Other details remain editable through Update Vendor Data; follow the maintenance instructions below. An enabled Entity control on an unlinked form cannot move an existing Intacct vendor. Linking neither establishes nor changes Intacct ownership; bill Entity coding is separate.

If a vendor was created in the wrong entity or at the wrong level, use Intacct's guidance for a vendor created in the wrong location. Contact MakersHub support with the current Intacct vendor ID, its owner, and the intended owner before creating a replacement or changing its MakersHub link.

Keep vendor details current

Choose whether to bring Intacct changes into MakersHub or send MakersHub changes to Intacct.

Before retrieving or sending changed details, use Top level for a shared vendor or a connection location associated with the owning entity for a private vendor. Use Choose the connection's Direct Entity when a change is needed. Copy unsaved edits before leaving the form, and restore the intended working context after temporary maintenance. The linked vendor’s Entity does not switch the saved connection for an update.

Bring Intacct changes into the vendor form

1. Refresh Suppliers in the applicable context. Use the owner-context guidance above. Read the refresh result before opening the linked vendor.
2. Populate and review. Confirm the selected Intacct vendor. Copy unsaved edits you need to keep, then select Sync from SageIntacct. Compare the populated values with the Intacct changes you intended to bring in; this control uses the imported list rather than fetching Intacct directly.
3. Save deliberately. If the Intacct vendor must remain inactive, do not select Update Vendor Data. Otherwise, use that button when the imported changes make it available and confirm Vendor updated successfully. This also sends an update to Intacct; it is not a local-only save.

If the displayed details already match, leave them unchanged.

Send MakersHub changes to Intacct

1. Prepare the owner’s context as described above.
2. Reopen the linked vendor and confirm the selected Intacct record.
3. Enter or reapply your changes, then select Update Vendor Data.
4. Read the result and check the intended details in Intacct. Vendor updated successfully confirms the reported update.

If an update is refused, the edited values can already be saved in MakersHub while Intacct retains its earlier values. Preserve the changes you intend to send and use Resolve missing vendors and refused updates below.

When the form is unchanged and Update Vendor Data is absent:

1. Complete the owner/context and original-record checks above to establish whether another update is appropriate.
2. If those checks permit another update, select the circular-arrow icon beside SageIntacct Connection to send the already-saved details.
3. Inspect the same vendor in Intacct.

If feedback is missing or unclear, inspect the same vendor in Intacct and contact support before selecting the icon again.

To remove an existing vendor-field value, make the change in Intacct, then use Bring Intacct changes into the vendor form above to refresh Suppliers, populate the form, and compare the result. Clearing the MakersHub field does not erase its existing Intacct value.

Resolve missing vendors and refused updates

For a permission failure, complete After changing permissions, including support verification if the test is unavailable. For sign-in, lockout, or hold messages, follow Sign-in, lockouts, and connection holds. Restore and verify the intended context, inspect the original vendor/link using the applicable row above, and retry only what those checks permit. For recorded failures, use Sync errors, then return here. If unresolved, contact MakersHub support with the vendor, intended owner/context, and exact result, without passwords.

Before returning to the bill

• Reopen the vendor: the intended Intacct vendor remains selected and the button reads Sync from SageIntacct. Resolve indistinguishable names before continuing.
• For Update Vendor Data, confirm Vendor updated successfully and inspect the original Intacct vendor. For the unchanged-form circular-arrow action, verify the intended saved details on that original Intacct vendor; an immediate success message is not assured. If the result remains unclear, contact support before retrying.
• After temporary maintenance, restore and verify the intended working context using Choose the connection's Direct Entity, including the needed list checks.
• Check the bill's Entity and line overrides separately from the vendor's owner and the vendor form's Entity.

Syncing a bill does not update the linked vendor’s details; maintain them using Keep vendor details current above. Once the vendor and context are ready, continue with Bills and payments to review coding, approval, and payment.

For another question or symptom, use Troubleshooting and common questions to find the relevant checks.

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