Intacct: Finding Field ID’s for Smart Rules, Smart Events, API, and imports!

Today’s post will be a short one: A cool trick to help you in writing Smart Rules, Smart Events, API, and even imports!

You’re probably already familiar with the Intacct Catalog (found under Platform or Customization Services). It’s where you usually go to find your merge fields when writing Smart Rules, Smart Events, and anything in this format: {!PROJECT.NAME!}. (The object is the part to the left of the period, while the field id is anything to the right of the period. We’ll give you a tip today on finding the ID to the right of the period).

Catalog

Now that you know where that is, I thought I’d share an easier tip (which changed my life) to help you find these field ID’s (since the catalog, while useful, is not too fun to play around in).

Whenever you are on a page in Intacct and you would like to know what the field’s ID is, you can right click and select “Inspect Element”.

Inspect Element

A small window will appear either in the bottom or right side of your screen and highlight the field for you. In that line you’ll see a part that says “id=_obj__PROJECTTYPE “. Anything to the right of the obj__ is your field id. Easy as that!

Inspect Element Open-1

Intacct: Smart Events – API Calls

What is a Smart Event API call? A call that phones Intacct to send you free pizza? Sadly, no, it’s not a real phone call that orders you pizza – I wish! )Accounting would be a heck of a lot more fun!) An API call talks to Intacct and has it update fields within a transaction/record. (Not as fun as pizza, but stay with me.) It’s like a Smart Rule but instead of resulting in a warning or error (or in the case of a Smart Event Email, an email) it results in an action that takes place in Intacct. Powerful, right?!

The Situation: 

We are tracking Orders in the Project Dimension. The problem: With hundreds of orders a month, the amount of projects could get out of control. (We need to track this piece of information in Projects in order to be able to run a profit and loss by order (project). Holding this data in a reference number field will not allow for running a P&L by orders). How do you manage that crazy drop down list of projects? Do you really want to have someone deactivate fulfilled orders one by one? Probably not. Do you want to search through the list every time you receive a new order? Not ideally, no. Why not automate the process? Let Intacct take care of inactivating orders that have been delivered for you.

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Intacct : Smart Events

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Why work harder when you can work smarter (and more efficiently)?

If I had to come up with a slogan for Intacct Smart Events that would be it! Smart Events automate emails that would usually be created manually. (You can even set them to notify you when certain things happen! For example if a new Sales Order comes over from the Sales Department).

So now that you’ve gotten a feel for writing Smart Rules (here) and your whole world has probably changed (thanks Intacct for that cool little gem!) now is the perfect time to flip your world upside down again (hopefully nobody gets motion sick!). If you thought Intacct Smart Rules were pretty cool just wait until you meet Smart Events! I like to think of Smart Events as taking the foundation of Smart Rules and rather than creating an Error or Warning, they trigger an Email ( HTTP post, Log, or API).

So let me give a little background on how I stumbled upon these. The workflow at my company goes like this: the Sales Rep will first close a deal in SalesForce. They then sync the order to Intacct as a Sales Order into our little queue. Once that happens, accounting edits the Sales Order and sets it up on a recurring order entry template followed by an email sent to the Sales Rep to notify them their order was processed. This email takes time, so I thought why not automate it?! Hello Smart Events!

Smart Events can be used to send emails when an event is Set (edited), Added, or Deleted. Take it a step further and you can specify conditions when to have the email sent. So in our case, when the Sales Order is edited and the status changes from “Pending” to “Converted” or “Converted by Line”… Wait a second. Did you see that?! We just defined the conditions that need to be met in order for Intacct to know to send an email! Once you know that, it’s almost all pretty easy from there. So let’s do the step by step!

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