TriNet Plus Intacct Integration Network Of Applications

Specifications

• Product Name: TriNet + Intacct Integration
• Function: Automates the creation of journal entries between TriNet and Intacct
• Compatibility: TriNet platform, Intacct General Ledger

TriNet + Intacct Integration User Guide

The integration between TriNet and Intacct eliminates the need for you to manually create journal entries, saving you time and preventing errors. After running payroll, TriNet will create these journal entries for you based on your mapped accounts and allow you to push them into the Intacct General Ledger.

To access this feature, you must have the following roles or permissions:

• HR Authorizer and/or Payroll Entry
• Integration Administrator
• Workforce Analytics Administrator or User

1. To access Intacct, make sure you are in the Admin/Manager view in the TriNet platform.
2. Go to Marketplace in the navigation menu.
3. Under All Apps, search for the Intacct card and click View Details.
4. Click Set up Integration and log in to Intacct as instructed.
   NOTE: If Multi-Factor Authentication is enabled at Intacct, you will need to disable it before you can log in to Intacct following this process.
5. Select an entity.
6. Select the default department and location for posting your journal entries and click Save Changes.
   • If you do not have an employee assigned to a Department or Location – their data will default here.
7. After successfully connecting to Intacct, select the Edit button to begin mapping your General Ledger accounts. You can also “Disconnect” if necessary.
   Note: Disconnecting will end your current connection with Intacct; however, previously mapped accounts will be saved.
   TriNet and Intaact Fix:
   Some clients may experience an error when trying to connect to Intacct via the TriNet platform. This may be due to a security change made by Intacct. Complete the following steps to fix this issue (within Intacct): Company>Security>Web Service Authorization>Add “expensebay” if not listed.

Mapping General Ledger Accounts

Now that you’ve connected to your preferred accounting system, the next step is to prepare your accounts for mapping. Before we move through each step, let’s make sure you have everything you need prior to mapping your accounts:

• Do you plan to map by departments or locations? If so, make sure your departments and locations have been assigned to your employees in this section of the TriNet platform – Company Administration > Departments and Locations.
• Do you have a General Ledger account per department or location? If so, then you’ll need to add a row for each activity within each of the six Payroll categories you want to see the breakdown. If not, then you will not need to map by department or locations. Our General Ledger report provides the breakdown for a better visual.

Step 1 – General Ledger Mapping
It’s time to map your TriNet Activities/Codes with your Chart of Accounts from your accounting system.

Helpful Tips

• Duplicate entries are not allowed.
• Use the Refresh COA button to reload your most recent Chart of Accounts.
• Use Add Row to add a new activity to the list.
• All Payroll Categories must be mapped before you can submit your mapped accounts.
• Payroll is required to run at least one cycle before generating the General Ledger report.
• Default Debit: Is a safeguard activity – usually an “Ask My Accountant or Misc.” Account or it may also be a unique activity based on the Payroll category. For example: Under Employer Taxes – Payroll taxes can be an expense account but also a default debit account as well.
• Invoice or Payroll Clearing Account: Should be mapped to your Cash account.
• Default Credit: Will always be the same as the Invoice or Payroll Clearing Account.
• Click the GL Mapping tab to get started.
• Click Edit for each of the payroll categories and begin mapping your accounts.
• Important: All categories must be mapped before the Submit button is enabled.
• Begin mapping your TriNet Activities with your Chart of Accounts for the selected payroll category. The Chart of Accounts column will be blank. You will need to click inside the field to see a list of your Chart of Accounts to select from for each activity line item.
• Columns and Filters are available for additional customization. Optional groupings (Grouping A and B) are available in the Columns tab.
• Add Row (Optional) – To add an additional TriNet Activity to any of the payroll categories, click Add Row from within the TriNet Activity list.
• After mapping all payroll categories, go to Intacct Settings or click the Submit button to send your mapped accounts to TriNet.

Step 2 – Intacct Settings (Optional)
If you track departments and locations within Intacct, you can use the Settings feature to designate where your TriNet department/location values should align with at Intacct. Your TriNet Departments and/or Locations must be set up first in the platform by going to Company Administration > Departments and Locations.

Once your accounts are mapped, click the Submit button to send your mapped accounts to TriNet. Your accounting system will display under My Connected Apps with a Submitted indicator. Additionally, if you disconnect from your accounting system, your mapped accounts will be saved and your accounting system will move under the All Apps section with a Submitted indicator. If you should happen to establish a connection with your accounting system and not map your accounts, a indicator will display reminding you to map your accounts. If you start the mapping process but do not complete it for all categories, your status will be In Progress. If you complete your mappings but do not press Submit, your status will be Mapped.

Accessing the General Ledger Report

To view and/or export the General Ledger report, a user must have security access to view reports. To ensure a user has reporting access, go to Reports & Analytics > Admin > Manage Users from within the Admin/ Manager view.

Ensure the user is flagged for the Payroll & Accounting Reports, specifically the General Ledger report within that section.

Download the General Ledger Report

Access your General Ledger report by going to Reports & Analytics > Payroll & Accounting > General Ledger.

Note: Payroll is required to run at least one cycle before generating the General Ledger report. From within the General Ledger report, click More Actions > Export and select your accounting system.

From within the General Ledger report, click More Actions > Export and select your accounting system.

The General Ledger data will post to your accounting system as Journal Entries by accounts, date, debits, credits, description, check/invoice number, location and department (if applicable).

TriNet Codes (Optional)
TriNet Codes is an optional pre-mapping step that allows you to customize the codes you want to use from TriNet. This section lists all the codes available at TriNet. If you choose to complete this step, it must be completed before mapping your accounts.

• You will be defaulted to the Basic Mode grid which contains the basic codes needed for your General Ledger reporting. If you need to map more codes than what is listed, you can switch to the Expert Mode using the toggle. To view a comparison between Basic vs. Expert Mode, click What is this?.
  IMPORTANT: Choose Basic or Expert before you customize or map your accounts. If you switch later, you’ll have to re-enter your information.
• If you don’t want to customize your codes, just click Skip this Step or General Ledger Mapping to move to the next step.
• If customizing your codes, click Edit for each of the payroll categories to display the TriNet Codes’ customization grid.
• The grid displays all activities and their associated codes within the selected payroll category.
• Begin customizing your codes by adding or editing the activities listed.

Add Activity
Displays a box to create and add your own activity and its associated code.

Edit Activity
First, click the activity on the grid that you want to edit and then click Edit Activity to modify an existing activity.

• Columns and Filters are available on the right side of the grid for additional customization. The column headers also allow for additional filtering and relocation of the columns.
• After customizing your code, you can proceed with mapping your accounts.

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FAQs

Q: What should I do if I encounter an error connecting to Intacct?
A: Follow the steps provided to fix the issue within Intacct: Company > Security > Web Service Authorization > Add ‘expensebay’ if not listed.

Documents / Resources

TriNet TriNet Plus Intacct Integration Network Of Applications [pdf] User Guide TriNet Plus Intacct Integration Network Of Applications, Intacct Integration Network Of Applications, Integration Network Of Applications, Network Of Applications

References

• User Manual