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Projects and tasks are synced in real-time using webhooks. Work estimates sync from task estimates and timesheets. Project budgets can be synced if the Forecast financials module is enabled.
This article covers:
Syncing Projects
This two-way sync automatically mirrors changes made in either Forecast or Intacct across both systems, ensuring that linked projects are always up to date in both platforms.
Projects
The chart below identifies the field mapping for projects across Sage Intacct and Forecast.
| Intacct | Forecast | Definition |
|---|---|---|
| NAME | Name | The name of the project. |
| PROJECTCATEGORY | N/A | Forecast does not manage it but is a mandatory field in Intacct. |
| DESCRIPTION | Description | The description of the project. |
| STARTDATE | Start_date | The start date of the project. |
| ENDDATE | End_date | ENDDATE must be within the 365 days of the connection date or any date in the future. |
| CUSTOMER | Client |
The client assigned to the project. If the customer has not been imported into Forecast, it is imported with the project. |
| BUDGETAMOUNT | Budget | The Fixed Price amount for the project in Forecast. See Project Sync Rules below. |
| PROJECTID | ID |
The ID of the project. Project IDs will be identical across both platforms. |
| PROJECTSTATUS | Project_stage | See Project Sync Rules below. |
Project Sync Rules
General
- Existing projects in Forecast in Running stage with an end date within the 365 days of the connection date or any date in the future are exported to Intacct.
- Existing projects in Intacct in Active status with an end date within 365 days of the connection date or any date in the future are imported into Forecast.
- New Opportunity/Planning projects created in Forecast sync to Intacct as Inactive.
- New Active projects created in Sage Intacct sync to Forecast as Running.
- Custom fields created in Forecast do not sync to Intacct.
Creating projects
- Projects created in Intacct will reflect a Fixed Price project budget type in Forecast.
- Fixed Price, T&M, and Retainer projects in Forecast will reflect a Contract project category in Intacct. Non-Billable projects in Forecast will reflect an Internal non-billable project category in Intacct.
- Projects created in Forecast via the Duplicate Project function are synced to Intacct overnight and will appear the following day.
- During project creation, you will need to select a Sage Intacct Entity before choosing a project client. The Entity and Client fields will get locked as soon as the project is synced over to Sage Intacct.
Deleting projects
- If a project is deleted in Intacct, the corresponding project is unlinked in Forecast but not deleted.
- If a project is deleted in Forecast, the corresponding project is not deleted in Intacct. If the project remains active in Intacct, it gets re-imported into Forecast during the next overnight sync.
Project IDs
- When projects created in Forecast are first exported to Intacct, the corresponding project ID will match the ID in Forecast.
- When a project is imported from Intacct, the Forecast project ID will match the ID in Intacct.
Project resources
For projects that originate in Forecast and sync to Intacct, resources will automatically be added to the project in Intacct as long as the team member profiles are properly linked between Forecast and Intacct.
For projects that originate in Intacct and sync to Forecast, resources will automatically be added to the project in Forecast in any case. Any team members that do not already exist in Forecast will be created during the sync and will automatically be linked back to Intacct.
A team member's Project Role in Forecast determines the labor billing rate used in Sage Intacct. When a team member's Project Role is changed in Forecast, the corresponding billing rate in Sage Intacct is automatically updated based on the role rate defined in the Forecast rate card.
- Time entries will not sync if resources are not linked across platforms.
- It is not possible to remove a resource from a project's team in Forecast if the resource has registered time on the project.
Project status
- Forecast does not support customizable project status.
- Instead, Forecast relies on the ‘Project Status’ field in Intacct, which has two options: active and inactive.
The table below details the synchronization behavior of project statuses between Intacct and Forecast.
| Source platform | Source platform Status | Has the project already been imported / exported? | Will the project be imported / exported? | Destination platform Status |
|---|---|---|---|---|
|
Forecast Projects that existed prior to the integration |
Running | No | Yes, if the end date is within 12mos prior to the integration connection date or any date in the future. | Active |
|
Forecast Projects that existed prior to the integration |
Opportunity, Planning, Halted, Done | No | No | N/A |
|
Forecast New projects created post-integration |
Opportunity, Planning |
No |
Yes |
Inactive |
| Forecast | Opportunity, Planning, Halted, Done | Yes | - | Inactive |
Forecast |
Running |
Yes |
- |
Active |
|
Intacct Projects that existed prior to the integration |
Active | No | Yes, if the end date is within 12mos prior to the integration connection date or any date in the future. | Running |
|
Intacct Projects that existed prior to the integration |
Inactive | No | No | N/A |
|
Intacct New projects created post-integration |
Active | No | Yes | Running |
|
Intacct New projects created post-integration |
Inactive | No | No | N/A |
| Intacct | Inactive | Yes | - | Done |
The table below details the synchronization time of projects between Intacct and Forecast.
| Project created in | Pre-existing integration? | Sync | Date and Status conditions apply? |
|---|---|---|---|
| Forecast | yes |
overnight |
yes |
| Sage Intacct | yes |
overnight |
yes |
| Forecast | no |
instant |
no |
| Forecast (duplicated) | no |
overnight |
yes |
| Sage Intacct | no |
instant |
yes |
| HubSpot (templates disabled) | no |
instant |
no |
| HubSpot (templates enabled) | no |
overnight |
yes |
| Salesforce (templates disabled) | no |
instant |
no |
| Salesforce (templates enabled) | no |
overnight |
yes |
| Pipedrive | no |
overnight |
yes |
Syncing Tasks
As with projects, a two-way task sync ensures changes made in either platform reflect in the other. The chart below identifies the field mapping for tasks across Intacct and Forecast.
Tasks
| Intacct | Forecast | Definition |
|---|---|---|
| NAME | Title | The name of the task. |
| BILLABLE | Billable | The billable status of a task. Financials module must be enabled for non-billable tasks. |
| DESCRIPTION | Description | The description of the task. |
| Estimated DURATION | Estimate | The estimate for the task, in hours. |
| ITEM | N/A | Tasks created in Sage PSA appear as Sage PSA Task. |
| TASK RESOURCES | Task assignees | The users assigned to the task. |
Task Sync Rules
General
- Tasks synced from Forecast to Intacct will appear with a status of In Progress, even if the task status in Forecast is To Do or Done.
- Tasks synced from Intacct to Forecast will appear with a status of To Do, even if the task status in Intacct is In Progress or Completed.
- Tasks synced from Intacct to Forecast will be placed in the Tasks with No Phase section of the Scoping page.
Task hierarchy
- Forecast has a maximum task hierarchy level of three.
- Tasks imported from Intacct into Forecast maintain parent/child task relationships as long as they do not exceed the maximum hierarchy level.
- Tasks imported from Intacct that exceed the hierarchy level are imported as stand-alone tasks; their relationship to the parent task/task hierarchy is not preserved.
- Tasks exported from Forecast to Intacct maintain parent/child task relationships.
Task assignees
- Importing tasks from Intacct to Forecast preserves task assignees.
Task IDs
- Forecast does not have customizable task IDs.
- Tasks created in Forecast will pass their task ID to Intacct.
- Tasks created in Intacct will not pass their task ID to Forecast.
Deleting tasks
- Deleting a task in either Intacct or Forecast results in the deletion of the corresponding task unless dependent tasks or time entries associated with the task exist.
Related Articles
Next step: Syncing Timesheets with Sage Intacct
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