Customer Transaction Instructions
Here are some benefits of linking your RedTeam Flex Accounts Receivable Transactions with Sage Intacct:
Customer Invoices:
Use RedTeam Flex’s AIA style billing to present professional AR Invoices to your customers
Use the Collaborative Console to discuss and review AR Invoices before they are passed along to your customer
As the Schedule of Values is updated for prime contract change orders, it will update the billing SOV automatically
Run reports for the project’s Financial Overview, AR Aging, and more from RedTeam Flex
Invoices entered and committed in RedTeam Flex will post directly into Sage Intacct as AR bills
Customer Payments:
As customer bills are marked paid within Sage, those payment details will be brought into RedTeam Flex to update the current balance and associated reporting, such as the AR Aging
Customer Billing for linked Projects
In Sage Intacct these are known as AR Invoices.
RedTeam Flex will send Customer Invoices to Sage Intacct after they have been committed in RedTeam Flex. RedTeam Flex will send the invoiced and retained amounts for each line as a summed total, along with the taxes, if applicable.
This applies for different kinds of billings, whether it is a progress billing, a standalone memo billing, or a T&M billing.
Transactional Post: When the Customer Billing is Committed in RedTeam Flex it will be posted to Sage with the Billing ID.
Create and Commit a Customer Billing
There is no change to the RedTeam Flex workflow when creating and committing a Customer Billing for a Sage-connected database
For more information, see the RedTeam Flex Wiki: Manage Vendor Invoices
POST Customer Billings
Workflow when a Customer Billing in RedTeam Flex is Approved and Committed (for a Project linked to Sage)
a) What data, statuses and conditions are required on RedTeam Flex?
Project must be linked. | |
Project Billing must be Committed in RedTeam Flex to trigger invoice sending | see: “Manage Customer Billing” (wiki) |
b) What data fields are being sent to Sage?
c) What confirmation is being received back in RedTeam Flex. (Or what indicator in RedTeam Flex can be used to determine the Transaction was posted successfully)
Metadata | Shows sent to Sage by user with date and time |
Form Confirmation Message | None |
Form Visual Indicator | None |
Email Notification | None |
Posted Column | Transaction Log within App Card |
d) Actions in RedTeam Flex
Action in RedTeam Flex | Result in RedTeam Flex | Result in Sage |
Create | Creates a new Customer Billing in Draft status | N/A |
Commit | Changes to Committed, locks job cost amount | -Sends to Sage Intacct |
Uncommit | Changes back to Draft | N/A |
Void | Changes status to Void | N/A |
Delete | Cancels and removes from Billing | N/A |
Get Customer Billings
RedTeam Flex does not get Customer Invoices from Sage Itnacct.
FAQs and Troubleshooting for Customer Invoices
Q: When does RedTeam Flex send the Vendor Invoice to Sage?
A: Vendor Invoices will be sent to Sage when they are Executed in RedTeam Flex
Q: What is the difference between Committed and Executed in RedTeam Flex?
A: In RedTeam Flex, for certain types of transactions, an approvals matrix or similar approvals process comes into play. For those cases, there is a distinction between a Committed document that is locked to changes and a final approved/executed document. In the case of a Customer Billing, that isn’t necessary
Customer Payments for linked Invoices
In Sage these are known as Payments.
RedTeam Flex will receive Customer Payments from Sage Intacct when they are entered in Sage against a linked Accounts Receivable Invoice. The Payment information, including the amount, will be shown in RedTeam Flex in various places, including the Manage Customer Billing and on the AR Aging Report.
Transactional Get:
When the Vendor Payment is entered in Sage against a linked Invoice it will be received and posted in RedTeam Flex. RedTeam Flex’s implementation team can configure the payments to come through to RedTeam Flex in draft status, for a final approval and commitment within RedTeam Flex, or can configure the payments to come in as committed immediately.
Entering Vendor Payments
This process will be done entirely in Sage. A payment recorded in RedTeam Flex will not be sent to Sage.
POST CUSTOMER PAYMENTS
RedTeam Flex does not post Vendor Payments to hh2/sage.
GET CUSTOMER PAYMENTS
Workflow when a Payment is made to an AR Invoice in Sage against a linked Vendor Invoice (for a Project linked to Sage)
a) What data, statuses and conditions are required on RedTeam Flex?
Project must be linked | |
Customer Billing must be linked, with status Committed | |
AR Payment made against linked Invoice | see Sage for more info |
b) What data fields are being received from hh2 / Sage?
c) What confirmation is being received back in RedTeam Flex. (Or what indicator in RedTeam Flex can be used to determine the Transaction was received successfully)
Metadata | None |
Form Confirmation Message | None |
Form Visual Indicator | None |
Email Notification | None |
Posted Column | Shows checked |
Payment Column | Shows the Payment date and amount |
d) Actions in RedTeam Flex
Action in RedTeam Flex | Result in RedTeam Flex | Result in Sage |
Commit | Commits Payment | N/A |
FAQs and Troubleshooting for Vendor Payments
Q: I made a payment in Sage but it is not in RedTeam Flex, what do I do?
A: First, check to ensure that the Customer billing in RedTeam Flex still shows linked to Sage. If it is not linked, the Payment will not be sent back to RedTeam Flex. If the Invoice was unlinked for any reason and you now want to enter the Payment to reflect what was done in Sage, you can manually enter a Payment against an unlinked Customer Billing.
Q: If I create a Customer Payment in RedTeam Flex, will this send to Sage?
A: No, RedTeam Flex can only “get” Payments, not “send” them, so all Payments should be entered in Sage, unless the Billing has been unlinked.
Q: What details can I see in RedTeam Flex about the Payments I made in Sage?
A: In the Vendors menu > Payments tab, you’ll be able to see all Payments and from here you can see the date, reference (often the check number), and Payment amount from here.
Q: How can I modify a Payment in RedTeam Flex to reflect that it was a Joint Payment or Alternate Payee (eg. paying the supplier of one of your vendors)?
A: See the Wiki about Joint Payments.
SUMMARY
Connection Configuration
| RTF Low | Sage High | RTF High | Sage Low | RTF High | Sage High |
Cost Types | - Link | - Link | - Link |
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Master Cost Categories | - Import into Redteam Flex | - Import in App card, or Link existing | - Link |
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Master Cost Codes | - Import from Sage | - Export from RedTeam, Import to Sage, Link | - Link |
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Customer Types AND Vendor Types | - Import from Sage | - Set up in Sage, Link | - Link |
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Tax Venues | - Set up in RedTeam Flex, Link | - Set up in Sage, Link | - Link |
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Company Divisions | - Set up in RedTeam Flex, then link | - Link | - Link |
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Customers AND Vendors | - Import from Sage | - Transactional Post (Vendors only) | - Link |
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Control Accounts | -Select matching accounts in App Card | -Select matching accounts in App Card | -Select matching accounts in App Card |
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Legend:
Project Configuration
Project Transactions
Legend:
Transaction Map Charts
🔗 = Linking Entities
🠊 = Sent from RT
🠈 = Sent from Intacct
RedTeam Flex Sage Intacct
Control Accounts | 🔗 | General Ledger |
Master Cost Codes | 🠈 | Standard Cost Codes |
Master Cost Categories | 🠈 | Standard Categories |
Vendors | 🠈 | AP Vendors |
Customers | 🠈 | AR Customers |
Payment Terms | 🔗 | Payment Terms |
Job Cost Transactions | 🠈 | Job Cost Transaction Types |
Indirect Expense Codes | 🔗 | Expense Type |
Company Divisions | 🔗 | Locations |
Tax Venue | 🔗 | Tax Groups |
Employee | 🔗 | Staff |
Credit Card | 🔗 | Payment Type |
RedTeam Flex Sage Intacct
Projects Project Cost Codes, Phases | 🠊 | Jobs Project Cost Codes, Sub-Jobs |
Vendors | 🠊 | AP Vendors |
Vendor Invoices, Credit Invoices Invoice Details | 🠊 | AP Bills Dimensions |
Vendor Payments | 🠈 | AP Bill Payments |
Employee Expenses | 🠊 | Staff Expenses |
Actual Costs | 🠈 | Job Costs |
Customer Billing | 🠊 | AR Billing |
Customer Receipts | 🠈 | AR Receipts |
Sage Connection Checklist:
| Connection Configuration |
⬜ | Are ALL of your active Cost Types in RedTeam Flex linked to Sage? |
⬜ | Are ALL of your active Master Cost Categories in RedTeam Flex linked to Sage? |
⬜ | Are ALL of your active Master Cost Codes in RedTeam Flex linked to Sage? |
⬜ | Are ALL of your active Customer and Vendor Types in RedTeam Flex linked to Sage? |
⬜ | Are ALL of your active Tax Venues in RedTeam Flex linked to Sage? |
⬜ | Did you review and approve your Vendors in Sage first, prior to import or link them to RedTeam Flex? |
⬜ | Did you review the Preferences for Job Cost and confirm appropriate job cost transactions have been imported from Intacct? |