Sage Intacct Accounting Software
2nd Quarter 2018 Release Updates
May 18, 2018
Sage Intacct has committed to a quarterly update schedule. Dean Dorton, as your Sage Intacct partner, is committed to helping you make the most of these quarterly releases. Our team is constantly monitoring the release notifications and attempting to identify changes that our clients can take advantage of. We are also looking out for any changes we believe could have an adverse impact to our clients. We generally find there are three types of changes:
- Opt in;
- Opt out; or
- Bug fixes that just get installed.
The second release update for 2018 is being released by Sage Intacct on May 18, 2018.
2018 Release 2 Highlights
This release brings features and enhancements across the product, with a focus on controls over your financial and personal data, as well as new insight and workflow capabilities. Learn what’s new, and the impact it can bring to you and your organization.
Action UI menu changes
If you’ve been using Sage Intacct’s new Action UI already, you’ll notice dramatic changes to menus and navigation. If you haven’t used Action UI yet, it’s time to give it a try — just click Enable Beta UI in your main menu bar. Either way, Sage Intacct wants your input! Learn what’s changed in Action UI and how to provide feedback.
Are you a Global Consolidation company?
With this release, the old UI no longer supports Global Consolidation; in fact, you won’t even find it in the menu. Global Consolidation exists solely in the new Action UI with exciting new GC features and enhancements.
Nonprofit Financial Board Book powered by GuideStar
Get the metrics that matter for nonprofit organizations, in a set of ready-made dashboards. Sage Intacct has teamed up with GuideStar to bring you the Nonprofit Financial Board Book for unparalleled visibility into your financial health and how you compare to similar organizations.
Advanced Audit Trail and GDPR
Are you ready for new standards for managing access to personal data? Sage Intacct has got you covered with Advanced Audit Trail for tracking access to personal data, as well as a new GDPR service for organizations that need General Data Protection Regulation (GDPR) compliance for storage and retention of personal data.
Administration and web services/API access
Sage Intacct has added loads of new features for administrators, giving you insight and control over what’s happening in your company. Check out the changes to users, user types, and security, then try out the new Queue Administration screen for tracking offline jobs.
Does your company have integrations or otherwise exchange data with other systems via Web Services and the Sage Intacct API? If so, there are R2 changes that affect you. In addition to moving Web Services users to their own list, you are now required to authorize Web Services activity that occurs through the API.
Control the timing of contract bookings, revenue recognition, and renewals. Key features include the ability to defer revenue recognition until performance obligations are met, define when a contract line should book, and convert revenue and expense schedules from manual to automatic as of a selected date.
New capabilities now, plus more just around the corner. Use the new Warehouse user type to give users access to select activities in Order Entry, Purchasing, and Inventory Control. Coming soon after R2, Landed costs and Replenishment will transform inventory, enabling you to track true inventory costs and even automate reordering and fulfillment for cost-effective inventory.
Action UI: all new menus and navigation
Sage Intacct received your feedback, incorporated all the great suggestions sent in, and now they’re ready for you to check out what they did with the Action menu.
Enable Action UI:
If you’ve been using the new Action UI already, you’ll notice dramatic changes to menus and navigation. If you haven’t used Action UI yet, it’s time to give it a try — just click Enable Beta UI in your main menu bar. Either way, Sage Intacct wants your input. Learn what’s changed in Action UI and how to provide feedback.
To enable beta:
To switch between user interfaces:
To communicate what isn’t working to your satisfaction; simply click the Send Us Feedback link beside the beta On/Off buttons.
The Action UI is designed for fast intuitive access, which means that applications and their associated menu items are closely aligned for easy scanning and use. And your favorite menu items are now all available from one place.
The following list provides more information on the various aspects of the Action UI.
Some menu items have been renamed or moved for easier, more intuitive discovery. For a list of what’s been named, removed, or added, see the Navigation topic in online help.
Click Applications on the menu bar to view and select from the list of applications in the drop-down application switcher. You can reorder applications in the switcher simply by dragging and dropping to new locations.
Action menu pane
After you click a specific application in the switcher, the All and Setup tabs appear in the Action menu pane. The action tabs are “sticky”, which means that if you view the Setup tab in one application, and then navigate to another application and back again, your Setup tab remains the current tab. This stickiness applies only to the application you are in, which means, for example, that Accounts Payable might be sticky on the Setup tab while Order Entry is sticky on the All tab.
All and Setup tabs
These tabs display multiple categories with groupings of activities and lists appropriate to the tabs. For example, in Projects > All, you select menu items for all activities you do on a regular basis, such as generating invoices or creating tasks; in Projects > Setup, you select menu items that enable you to do those activities, such as Configuring Projects or creating billing templates.
Each item that you favorite appears on the Favorites dropdown on the menu bar. After you favorite the menu items that you use most frequently within each application, you can access them directly from your Favorites menu, resulting in infrequent visits to the application switcher for just those items that you use sporadically. Initially, the Favorites tab displays a list of default menu items per application. You can modify these default favorites at will, adding more favorites or removing existing ones as you see fit.
Introducing the Nonprofit Financial Board Book powered by GuideStar
Sage Intacct has teamed up with GuideStar—the world’s largest source of information on nonprofit organizations—to bring you a set of key metric dashboards that provide instant insight into your organization’s financial health and mission impact.
GuideStar value and assurance
The key metric reports and graphs displayed on the dashboards use industry-standard formulas endorsed by GuideStar to ensure that you know where your organization stands in comparison to similar organizations. Furthermore, because GuideStar is the most trusted source of information on nonprofit organizations, your executives and board members gain greater insight into managing their organization by using the same lens for evaluation as donors and funders use for making decisions.
From the Nonprofit Financial Board Book, you gain:
- GuideStar’s Questions to Consider: Use GuideStar’s list of key financial questions specific to nonprofit organizations to review your organization’s decisions and guide larger discussions related to your financial analysis.
- GuideStar Benchmarks: Learn how you can gain real-time insight and context into your key metrics by comparing your organization against other organizations in the same NTEE classification—the same way a donor or funder would use this information to make decisions.
Dashboards, reports, and graphs
The Nonprofit Financial Board Book comes with three dashboards:
- Financial Health Dashboard
- My Balance Sheet Graphs
- My Income Statement Graphs
Each dashboard has a series key metrics displayed in reports or graphs that give you real-time visibility into your organization’s financial well-being. These reports and graphs included on the dashboards are as follows:
Financial health dashboard
Includes the following key metric reports in order:
- Revenue Sources
My balance sheet graphs
Includes the following key metric graphs in order from left to right:
- Asset Composition
- Useful vs Depreciated Life of LBE
- Liability Composition
- Net Asset Composition
- Liabilities as % of Assets
My income statement graphs
Includes the following key metric graphs in order from left to right:
- Expense & Personnel Costs
- Major Expense Categories
- Estimated Full Costs
- Revenue Composition
- Contributed Revenue
- Earned Revenue
- Unrestricted Surplus (Deficit)
For more information about what’s included during the Nonprofit Financial Board Book installation please review the 2018 Release 2 Notes and related video from your Sage Intacct application Start page.
Subscribe to the Nonprofit Financial Board Book
When you subscribe to the Nonprofit Financial Board Book, the reports and graphs are automatically created, installed, and added to the various dashboards for you.
Before you subscribe, be sure your organization uses the Not For Profit Setup template on the Accounting tab of your Company information, or your organization will not be able to access this feature.
To subscribe to the Nonprofit Financial Board Book:
- Depending on the UI you are using, do one of the following:
- Current UI: Company > Subscriptions
- Action UI: Company > All > Subscriptions
- On the Subscriptions page, do one of the following depending on your UI:
- Current UI: click the Digital Board Bookicon in the Applications available for subscription
- Action UI: click the toggle icon at the end of the Digital Board Book
- On the Digital Board Book pop-up, click Subscribe.
- Click Save to complete your subscription.
Configure the Nonprofit Financial Board Book
After you subscribe to the Nonprofit Financial Board Book, there is some additional configuration you have to complete to ensure the dashboards return accurate results. This configuration is dependent on how your Sage Intacct application was implemented.
Most notably, if your Sage Intacct implementation was prior to 2016, you may need to check the categories if they have not been adjusted since implementation. New categories were added in 2016 to more closely align with the 990. If these more detailed categorizations have not been used, then the results on your Nonprofit Financial Board Book could be impacted.
If you are familiar with how your organization tracks restrictions, you may be able to self-configure the Nonprofit Financial Board Book. However, if you are not familiar or would like assistance with this process, contact your Dean Dorton representative to work with a trained Sage Intacct implementer and ensure the Nonprofit Financial Board Book is configured according to your organization’s implementation. This may incur a one-time setup fee.
Coming soon: Advanced Audit Trail
Take your audit capabilities one step further and track access to personal information stored in your contact, vendor, and customer records in your company’s instance of Sage Intacct, then use this data to create reports.
Because use of this feature may impact your contract with Sage Intacct, you cannot subscribe or unsubscribe to Advanced Audit Trail on your own. For this reason, Advanced Audit Trail is not available in Sage Intacct’s 2018 R2 Preview.
If you have questions about Advanced Audit Trail, contact your Dean Dorton representative for more information.
Advanced Audit Trail tracking
Advanced Audit Trail tracks access to personal data stored in contact, customer, or vendor records. This means Advanced Audit Trail logs an access anytime a user has access to a contact, customer, or vendor record in your Sage Intacct instance. Some examples of personal data access include:
- opening a list that includes a contact, customer, or vendor.
- choosing a contact, customer, or vendor from a drop-down list for a transaction.
- reading a report that includes contact, customer, or vendor records.
- running a query through the API that includes contact, customer, or vendor information.
These logged entries are stored behind the scenes until you generate the Advanced Audit History report, which shows access of personal data stored in customer, vendor, and contact records in your company.
Personal data includes:
- Dates (Start date, End date, Date of birth, etc.)
- Phone numbers
- Fax numbers
- Email addresses
- Social security numbers
- Account numbers (Charge card, ACH, bank, etc.)
Subscribing to Advanced Audit Trail can enable Sage Intacct customers with HIPAA compliance requirements to enter into Sage Intacct’s Business Associate Agreement. Contact your Dean Dorton representative for more details.
Web Services users moved to their own list
Get new visibility and keep track of your users easier than before with the new Web Services user. Web Services users exchange information programmatically with the Sage Intacct via Web Services API calls and don’t have access to the user interface (UI).
Why a separate Web Services user?
Previously, Web Services users were standard users that had additional checkboxes selected, which meant they were included on the standard Users list and hard to identify at a glance. Because of this, Sage Intacct added a new, separate Web Services user list to increase the visibility and usability of these users for admins.
Web Services users work just like they did before. They can have the same user types and admin privileges as a standard user, but there are a few key differences, including:
- Access to the Sage Intacct API through Web Services only: Just as before, Web Services users are automatically limited to the API through Web Services access only, meaning they can’t log in to your company through the UI.
- Password remains until the admin resets it: Because many integrations rely on a Web Services user to execute certain functions, Web Services users’ passwords do not automatically expire. With Web Services users, an admin is required to manually reset the password via the UI. Keep in mind that if you reset a Web Services user’s password, you may break an existing integration until you can update the password the integration uses.
- Cannot have single-sign on or multi-factor authentication: Because Web Services users are programmatic and never log into the UI, both single-sign on and multi-factor authentication are automatically disabled for them.
Effect on existing Web Services users
Sage Intacct will automatically migrate existing Web Services users to the new list as new Web Services users. This will not have any impact on your integrations or cause interruptions of service. All users will function just like before.
Existing Web Services users include all users who had the Restrict user access to web services only checkbox selected. This checkbox will be removed from the existing User Information page with the introduction of the new Web Services users. This checkbox will also be blocked from being changed via the API.
Review your users list
All companies should check their users are properly classified. Review both your Users list and Web Services Users list to verify that all past Web Services users have been migrated to the new list. Most notably, you should be sure that there are no users on your standard Users list that should instead be a Web Services user. For example, you may check your Users list for xml_gateway users that weren’t automatically migrated.
With the separation of lists and removal of the Restrict user access to web services only checkbox, you will need to contact support to request a user be reclassified from a standard user to a Web Services user or vice versa.
To check your lists, go to:
Current UI: Company > Users
Action UI: Company > Admin > Users
Web Services users list:
Current UI: Company > Web Services users
Action UI: Company > Admin > Web Services users
Other release 2 update summaries
- Take control with Web Services authorizations – The Company screen > Security tab now enables you to control Web Services activity to your company. If someone wants to make Web Services calls to your company, they need to be added to your Web Services authorizations list first.
- Worried about GDPR? Sage Intacct offers a new service that helps you comply with the new General Data Protection Regulation (GDPR) for storage and retention of personal data.
- Track your offline jobs with Queue Administration. Now, you can view your offline job queue and history in real time. You can even take control of your queue and prioritize offline jobs with the right subscription.
- Streamlined workflow for merging payments using the AP Workbench in the new Action UI.
- New requirements for American Express ACH Payment Service – name on the account and full bank address for each checking account you use.
- Control when your contract line books with the new GL posting date field.
- Automatically defer revenue until a performance obligation is delivered.
- Convert a revenue schedule’s posting type from manual to automatic.
- Contract renewals – improved email notifications and selection of how far in advance to bill.
- Uncancel a contract – get a “do-over” when the revenue recognition method is straight line, daily rate or predefined percentages.
- Calculate MEA (multiple element arrangement) allocations using the Residual method or just enter your own value.
- Recognize project revenue at percentage of completion threshold levels.
- New Warehouse user type when you don’t need the full power of a Business user – for access to Order Entry, Purchasing and Inventory Control.
- Landed costs (coming soon) – will help ensure your inventory valuation reflects the full cost of your purchased items with the ability to add back any additional expenses you incur after a purchase to the original purchase costs.
- Replenishment (coming soon) – will automate reordering and fulfillment for cost-effective inventory management.
- Project managers gain ability to draft invoices.
- Manage Timesheets is now named Timesheet Inquiry, and Manage Resource Schedule is now named Resource Capacity.
Reporting and insights
- Sort financial graphs by timeline for expanded direct comparisons to help spot trends in your data.
- Security enhancements for how the Preview button appears in Financial reports. Users with the View permission no longer see the Preview button, while users with Add or Edit permissions now see it.
- New “deliver to” contact for tax calculations on Purchasing transactions.
- Override Simple Tax at the line level to apply different tax rates in a single transaction.
- Subtotal templates for different entities for Order Entry and Purchasing let you streamline the work depending on where the transaction is created.
- Global Consolidations is only available in the new Action UI, with a few new features added along the way.
- Advance CRM integrations for Salesforce.
- Additional Data Delivery Service objects.
- Currency symbol no longer appears for statistical accounts.
- Save Order Entry, Purchasing and Inventory transactions without reposting.
- Change in requirements for Smart Events.
- Manage parent and child Order Entry Print/Email documents.
- Advanced Tax – Calculate sales tax using line level Ship to contact.
More information and video demos for the updates in 2018 Release 2 can also be found on the Sage Intacct Product Updates section of your Start page. If you have any questions about topics in this Sage Intacct Release Update newsletter, please direct them to Dale Stratton at firstname.lastname@example.org or Sheila Beck at email@example.com.