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RSM InTime Supplier Invoice to Sage Intacct A/P Bill

First published on: 07/15/2025/6:11 pm

 

Workflow Summary

  • The workflow will scan RSM InTime at regular intervals and retrieve details of Supplier Invoices that have been finalized.
  • Retrieve Supplier Invoice and create AP Bill invoices in Sage Intacct.

 

Workflow Description 

At configurable intervals, the workflow queries RSM InTime to retrieve all new Supplier Invoices since the previous execution. For each retrieved Invoice, a corresponding A/P Bill Invoice is generated in Sage Intacct through the following process:

 

  • Check for every invoice if the corresponding object (Client, Placement) exists in Sage Intacct. Only create the object when it doesn’t exist. Updates on invoices in InTime shouldn’t happen and therefore no updates will be done in Intacct. 

  • Once the object is created in Sage Intacct, call the “markInvoiceAsExported”-method to mark the invoice as exported in InTime, supllying the authentication token, entity type equals “Reckoning” and the current date/time. 

 

Mapping 

The following mapping will be applied:

Creating A/P Invoice (AP Bill)

RSM InTime (Supplier Invoice)

Sage Intacct (A/P Bill)

Hardcoded Values / Comments 

accountsReference 

VENDORID 

Vendor ID. Required if Action is not set to Draft. 

InvoiceInfo.invoiceDate 

WHENCREATED 

Transaction date in format mm/dd/yyyy. Required if Action is not set to Draft. 

InvoiceInfo.invoiceDate 

WHENPOSTED 

GL posting date in format mm/dd/yyyy. Not used if PRBATCH provided. 

 

BILLTOPAYTOCONTACTNAME 

Pay to contact 

 

SHIPTORETURNTOCONTACTNAME 

Return to contact 

InvoiceInfo.invoiceNumber 

RECORDID 

Bill number 

InvoiceInfo.supplierInvoiceRefCode 

DOCNUMBER 

Reference number 

 

DESCRIPTION 

Description 

 

TERMNAME 

Payment term 

 

RECPAYMENTDATE 

Recommended to pay on date in format mm/dd/yyyy 

InvoiceInfo.dueDate 

WHENDUE 

Due date in format mm/dd/yyyy. Required if Action is not set to Draft. 

“normal” 

PAYMENTPRIORITY 

Payment priority. 

  • urgent 
  • high 
  • normal (default) 
  • low 

“false” 

ONHOLD 

On hold. 

  • false - No (default) 
  • true – Yes 

 

PRBATCH 

Summary name to post into. Required if bill summary option is set to user specified in A/P config. 

InvoiceInfor.currency 

CURRENCY 

Transaction currency code 

 

BASECURR 

Base currency code 

 

EXCH_RATE_DATE 

Exchange rate date in format mm/dd/yyyy 

 

EXCH_RATE_TYPE_ID 

Exchange rate type. Do not use if EXCHANGE_RATE is set. (Leave blank to use Intacct Daily Rate) 

 

EXCHANGE_RATE 

Exchange rate value. Do not use if EXCH_RATE_TYPE_ID is set. 

If InvoiceInfo.vatSpecified 

Then “false” 

Else “true” 

INCLUSIVETAX 

Inclusive taxes. Set to true to have the system calculate the transaction amount (TRX_AMOUNT) for the bill line and the transaction tax (TRX_TAX) for the tax entry based on the value supplied for TOTALTRXAMOUNT on the bill line and the tax rate of the tax detail (DETAILID) for the tax entry.

“submit” 

ACTION 

Action to execute on create. 

  • Submit (default) 

  • Draft 

“VAT” 

TAXSOLUTIONID 

Tax solution name, such as United Kingdom - VAT or Australia - GST. Required only if the company is configured for multiple tax jurisdictions and the transaction is occurring at the top level of the company. See Tax Solutions for more information. 

 

APBILLITEMS 

Bill lines, must have at least 1. 

 

APBILLITEM 

For every line on the invoice, an APBILLITEM is created with: 

InvoiceLineInfo.gross 

TRX_AMOUNT 

Transaction amount before taxes. This value is required if INCLUSIVETAX is set to false (or omitted) on the header. (This value will be ignored as an input if INCLUSIVETAX is true because the value will be calculated for you.) 

InvoiceLineInfo.net 

TOTALTRXAMOUNT 

Transaction amount for the line including taxes, which is required if INCLUSIVETAX is set to true on the header. The system uses the value you provide here and the tax rate of the tax detail (DETAILID) for the tax entry to calculate the transaction amount (TRX_AMOUNT) for the line and transaction tax (TRX_TAX) for the tax entry. (AU, GB, ZA only) 

InvoiceLineInfo.description 

ENTRYDESCRIPTION 

Memo 

“false” 

FORM1099 

Form 1099. Vendor must be set up for 1099s. 

  • false – No 
  • true – Yes 

 

FORM1099TYPE 

Form 1099 type 

 

FORM1099BOX 

Form 1099 box 

“true” 

BILLABLE 

Billable. 

  • false - No (default) 
  • true - Yes 

Placement.purchaseDivision 

ALLOCATION 

Allocation ID 

Placement.purchaseBranch 

LOCATIONID 

Location ID 

Placement.purchaseDepartment 

DEPARTMENTID 

Department ID 

Placement.purchaseProject 

PROJECTID 

Project ID 

Placement.purchaseLocation 

TASKID 

Task ID. Only valid when the parent PROJECTID is also specified. 

Placement.purchaseCostCentre 

COSTTYPEID 

Cost type ID. Only valid when PROJECTID and TASKID are specified. (Construction subscription) 

“IMP_”+InvoiceInfo.currency 

VENDORID 

Vendor ID 

 

EMPLOYEEID 

Employee ID 

 

ITEMID 

Item ID 

 

CLASSID 

Class ID 

 

CONTRACTID 

Contract ID 

 

WAREHOUSEID 

Warehouse ID 

 

GLDIM* 

User defined dimension id field. UDD object integration name usually appended to GLDIM 

 

Custom fields 

Custom fields. For a multi-pick-list custom field, implode multiple field values with #~#. 

“false” 

PARTIALEXEMPT 

Enables partial exemption so that you can reclaim a portion of your input VAT on purchases. (GB only) 

  • false - No (detault) 
  • true – Yes 

 

TAXENTRIES 

 

 

TAXENTRY 

 

Lookup based on  

InvoiceLineInfo.vatCode and InvoiceLineInfo.vatRate 

DETAILID 

Unique ID of a tax detail with the tax rate to use 

InvoiceLineInfo.vat 

TRX_TAX 

Transaction tax, which is your manually calculated value for the tax. The amount of the tax line is automatically included in the amount due (TOTAL_DUE) for the bill. Providing a value here overrides any calculated values. 

 

 

 

 

 

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Last modified: 07/17/2025/2:05 pm

 

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