Sage Intacct - Import Service Provider Bills from Usked

Sage Intacct - Import Service Provider Bills from Usked

Overview

This guide walks you through importing vendor bills into Sage Intacct using a CSV file. This process is commonly used when uploading payroll-related invoices exported from systems like Usked.

Prerequisites & Important Notes

  • You must have Limited Admin access (or higher) to import data.

  • Vendors must already exist in Sage Intacct.

    • You must use the exact Vendor ID from Sage Intacct.

    • Using vendor names instead of IDs will cause the import to fail.

  • Always use the system-generated template.

  • Do NOT rename or modify column headers in Row 1.

    • You may delete unused columns, but do not alter header names.

  • Ensure all required fields (noted in the template) are populated. Finding each and highlighting the column may assist in missing one. 

Step 1: Download the Bill Import Template

  1. Log into Sage Intacct:  https://www.intacct.com/ia/acct/login.phtml

  2. Navigate to:
     Company → Setup → Import Data

  3. Scroll to Accounts Payable Bills

  4. Click the Template link (blue text) to download










Step 2: Download Usked Payroll Report

(Complete this step after reviewing and approving invoices)

  1. From the main dashboard, go to:
     Billing → Invoice & Payroll → Payroll Reports

  2. Select the applicable Pay Date

  3. Click QB Bill Export



Step 3: Populate the CSV Template

Copy and paste your data into the Sage Intacct template using the following mapping:

Column

Field Description

B

Bill Number

D

Vendor ID (must match Sage exactly)

G

Bill Date

I

Due Date

O

Number of bill lines

P

GL Account Number (must match Sage format)

Q

Line Amount

R

Location ID (if applicable)

S

Department ID (if applicable)

T

Item ID (if used)

U

Memo

Key Reminders:

  • Vendor IDs and GL accounts must match active records in Sage Intacct.

  • Clean and validate your data in Excel before importing.

  • Save the file as a CSV (not Excel).

Step 4: Import the File

  1. Navigate to:
     Company → Setup → Import Data

  2. Locate Accounts Payable Bills

  3. Click the Import link

  4. Click Choose File and upload your CSV

  5. Set the Date Format (e.g., MM/DD/YYYY)

  6. Select import type:

    • Live = Posts transactions

    • Historical = Does not post

  7. Click Import

Step 5: Verify & Troubleshoot

  • Monitor the import process.

  • If errors occur:

    • Sage Intacct will generate an error file

    • The file identifies:

      • Row number

      • Field causing the issue

Correct errors and re-import as needed.

FAQs


  1. Why must I use Vendor ID instead of Vendor Name?

Sage Intacct matches records using Vendor ID only. Vendor Names are not mapped and will cause import errors.


  1. Can I modify the Sage Intacct import template?

No. Do not change Row 1 column headers. 

You may clean data, delete unused columns, and populate valid fields only.


  1. What should I do if my file is too large?

Large files may cause timeouts.

  • Split into smaller batches

  • Upload in multiple imports

  • Use Offline Processing


  1. What is the difference between Online and Offline processing?


Online (Real-Time):

Processes immediately

Best for small–medium file

May slow or freeze with large files

Audit trail: CSV import

Offline (Queued)

Best for large files

Allows you to keep working

Sends email notification when complete

Audit trail: System



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