IntAcct API information

[frjo]

https://developer.intacct.com/api/

Here are some question I have asked and gotten answers for.

Vendor:

1. Does the vendor object in IntAcct have fields for banking information? Even international versions with IBAN etc? Yes, Vendor records have banking information fields. I don’t believe international banking information fields are available but could be added as custom fields. Below are the standard ACH fields.

2. If Hypha create a vendor object in IntAcct and gets an OK response. Is it safe for us to delete the information in Hypha and rely on it being in IntAcct? We will most likely only save sensitive information like bank accounts temporarily in Hypha. Yes, once a vendor record is added, it will not be deleted unless a delete API call is made or a user manually deletes the record.
3. Can Hypha ask IntAcct if a vendor has a contract or not? The plan is to via a cron job update vendor status in Hypha (maybe twice daily). Yes, you would use the “List Purchasing Transactions” API call and set the filter to be the vendor ID: https://developer.intacct.com/api/purchasing/purchasing-transactions/#list-purchasing-transactions

Invoices:

1. Is it possible for Hypha to ask IntAcct for all deliverables belonging to all contracts of a specific vendor? OR do we need to make call for each contract? Yes, you can get all purchasing transaction lines for all contracts belonging to a vendor using this API call: https://developer.intacct.com/api/purchasing/purchasing-transactions/#list-purchasing-transaction-lines
2. Can we add one or more of these deliverables when we create an invoice from Hypha in IntAcct? Yes, you can add multiple lines per purchasing transaction.
3. Can Hypha update an already created invoice in IntAcct? Yes, you would want to update the purchasing transaction. Here is the update call: https://developer.intacct.com/api/purchasing/purchasing-transactions/#update-purchasing-transaction-legacy
4. Does the invoice become locked when it has been approved/paid or do we need to handle that scenario in Hypha? Once an invoice has been approved, it can be edited before payment however would require re-approval. Once an invoice has been paid, coding can be reclassified but amount may not be changed. Once a period is closed reclassification cannot occur nor can the invoice be edited unless the period is re-opened.
5. Can we attach a PDF to an invoice created from Hypha in IntAcct? Yes, however if the attachment is in Hypha and will remain there then most integrations utilize a custom link back to the source document. In order to create an attachment in Intacct the file’s binary data must be Base64 encoded. More information on the dev site: https://developer.intacct.com/api/company-console/attachments/#create-attachment-legacy (Edit: Hypha will most likely keep the files and only add links to them in IntAcct)
6. If Hypha updates an IntAcct invoice and has a new PDF file can it overwrite the existing PDF? You would have to first delete the existing attachment then use the above create call to replace.
7. Can we have one or two link fields on an IntAcct invoice so Hypha can send along links back to the Hypha project and a link to the original invoice (if we can't save that in IntAcct, see 4.) Yes, we can add custom link fields on the Intacct purchasing invoice.
8. Can Hypha ask IntAcct about invoice status? What status are available? We plan to update invoice status in Hypha via a cron job (maybe twice daily). Yes, you would use the “List Purchasing Transactions” call and request the field: STATE. The available values for purchasing transaction state are: S for Submitted, A for Approved, X for Partially Approved, R for Declined, I for Draft, O for Pending, D for Closed, G for In Progress, C for Converted, P for Partially Converted. https://developer.intacct.com/api/purchasing/purchasing-transactions/#list-purchasing-transactions
9. We want to show the status of an invoice, in Hypha, when it has been paid via IntAct.
   Can we query the status of the invoice to see if it is paid (via the AP module)? Yes, you would use the List Bill API call requesting the STATE field and a filter for RECORDID (Bill Number on AP Bill) = VENDORDOCNO (Purchasing Vendor Invoice Bill Number). Or you could filter on DESCRIPTION2 (Document ID on AP Bill) = DOCID (Purchasing document ID). Both fields are required on the vendor invoice and propagate through to AP. The first is usually the Vendor’s Bill #, the second is a system generated document # (from Purchasing).