Massey Consulting Sage Intacct Naming Convention Best Practices
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Massey Consulting presents best practices for IDs and other names inside Sage Intacct. Our Sage Intacct training - Cloud Bytes - is presented each month free of charge. See our calendar at www.masseyconsulting.net/calendar.
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Massey Consulting Sage Intacct Naming Convention Best Practices
- 1. January Cloud Bytes: Naming Convention Best Practices Presented by: Barbara Raess January 17, 2018
- 2. Massey Consulting • Founded in 2002 • Comprised of CPAs and Accountants • Numerous Technical Certifications • Sage Intacct PREMIER Partner since 2013 • Sage Intacct Presidents Club 2014, 2015 & 2017 • Microsoft Gold Partner – Dynamics GP • Ranked in Top 300 Small Business in Southeast USA • Contributors to NCACPA Blog and others
- 3. Barbara Raess • Sage Intacct Consultant • B.S. - Accounting • Sage Intacct User since 2012 • Sage Intacct certified • Adaptive Insights Implementation • Speaker at events
- 4. Agenda Naming Conventions Why Naming Conventions Financial Report – Custom Views Custom Reports Projects – Salesforce Opportunities Customers and Vendors Attachments Multi-Entity Shared Account Groups
- 5. Why Naming Conventions? • Effectiveness • Use Initials • End Result • Ease of Use
- 6. Naming Conventions • Financial Reports • General Ledger then Financial Reports • Create Custom Views for Folders • Use Naming Convention as Filter • Can put them in multiple “folders” • Plan ahead use naming convention for Views • Examples: • JLR-Bal Sheet – US • JLR-Inc Stmt – US - Budget Compare • JLR-Cash Flow – CAD • JLR-Inc Stmt – CAD - Ops Dept
- 7. Naming Conventions • Custom Reports • Use Initials • Do not make it too difficult or complicated • No Custom Views • Examples • JLR – AP Payments 2017 • JLR – AR Invoices by Date • JLR – Trial Balance – CAD • JLR – Trial Balance - US
- 8. Naming Conventions • Projects • Use System to give Project ID • Don’t reinvent the wheel • Use Salesforce or CRM Name as Project Name
- 9. Naming Conventions • Customers and Vendors • Use System to give ID • Use Name that should be on all correspondence • Name can be changed, ID cannot • If Name is same then try adding a location to it • Example: • Time Warner Cable – Ohio • Time Warner Cable – California
- 10. Naming Conventions • Attachments • Use Auto Numbering • Drag and Drop • Folders and so on should be on Business Network not in Intacct • Examples: • TWC – 1234 • TWC – 05-09-2017 • TWC – OH – 1234
- 11. Naming Conventions • Drag and Drop Setup Add main folders, like AP Folder, AR Folder, GL Folder, in Company>Attachment Folders, click add. Add Folder to employees, roll your mouse over your name at the top right of the screen and click on My Preferences and add the folder in the default attachment folder field right above the Check Preferences section. – Add the folder to other employees by going to Company>Users>Preferences Add a number sequence for attachments – Go to Company>Setup>Document Numbering and add in one for attachments, click on the help to get more information on the fields. Enable Auto-numbering for attachments – Go to Company>Company Info and click edit – On the 'General Information' tab scroll to header 'Global settings.' – In the field 'Attachment Sequence Type' choose the document number sequence from #3 and save.
- 12. Naming Conventions • Multi-Entity Shared • Examples: • Use E-100, E-200 for Entities for ID’s • Use L-110, L-220 for Locations for ID’s
- 13. Naming Conventions • Account Groups • Important for growth • Organizes them by report • Naming suggestion • Initials-ReportType-Other-Group Type • Examples • JLR-IncStmt-ByDept-GrossMargin • JLR-IncStmt-ByDept-NetIncome • JLR-BalSht-PriorYRCompare-Assets
- 14. Naming Conventions • Document ID’s for Auto Numbering or Auto ID’s • Do Not Use Leading Zeros • Example 00001, 00002 • Best Practice: use a letter to start • Example C0001, V0005, E-100, C-00001
- 15. Questions?
- 16. Thank you Be sure to sign up for our next cloud bytes: February 7th, 2 pm ET Dimension Relationships
Editor's Notes
- Here is the Agenda for the Webinar, we are going to talk about all the different places in Intacct that you can use Naming Conventions and I will give a few examples and will even get into the product with a little demo.
- It will improve their effectiveness because they will spend less time searching for reports, and will be able to find what you are looking for easier. using naming conventions will improve the satisfaction with the product and will increase their probability of getting their end results. My best piece of advice is for customers to use their initials especially in companies where there are multiple employees creating reports and custom views. I learned this lesson many many years ago when I attended the advantage conference as a customer and was in a session where an Intacct customer was discussing using Intacct and organizing within the system and he spend at least 15 minutes talking about naming conventions and so ever since then I have been obsessed.
- You’ve created Financial Reports and now you have so many that they don’t know what to do with them and you cannot find the one that you need. If only they could put them in folders. Well I say you don’t need folders that is sooo 2006. Just create Custom Views. However, the only way this is successful is if you use naming conventions for the name of the Financial Reports and then for the custom Views. Here are some examples of what you might name reports you could have folders that include only US, Only Inc Stmt, or maybe only Bal Sheet. CLICK Lets take a look in my demo company
- Naming conventions for Custom reports are a little different as you cannot do custom views in the list. So no folders here. You can use the Reports Menu to group them and choose favorites. I would avoid making the naming convention to difficult and if multiple users are creating reports or if the reports are for specific employees I would again use initials as the beginning of the report name. CLICK Lets take a look in my demo company Show list Show no custom views Show naming and it is grouped by object too Show Reports Menu
- For projects my best advices is to let the system do the auto ID and then use the CRM name or Opportunity name as the Project Name for easy reference. CLICK Just to make sure we are all on the same page on Auto Numbering or Auto ID’s let’s take a look at this in my demo company. Show Auto Numbering (Company/Document Numbering)
- For Customers and Vendors my main suggestion is again to use the Auto ID’s, then use the actual name on the record as it can be changed the ID cannot. If you have multiple Vendors with the same name you could use the location as part of the name, again not the ID but the name.
- For attachments I advise using the auto numbering and Drag and Drop to attach them. On the Community and on calls customers will say I have this or that issue with my attachment folders or I cannot find one, or how do I move things from folder to folder. My opinion is not to have that many folders. The organization should be on the customers Business Network or other document storage that they have. When saving to their network I advise using the name and the invoice number.
- Here is my suggestions for setting up the Drag and Drop or Auto Numbering of Attachments. As I said before I suggest setting up only a few folders, like AP/AR/GL and then assigning them to employees who mainly do that type of work or deal with that type of attachments. I still suggest having the Expense Folders if there is a need for that and having individual folders just remember that their needs to be a hierarchy in order for managers to see employees expenses. Also don’t forget to do the last step here and enable the auto-numbering for attachments. Every customer should be set up this way to begin with in my opinion.
- For those that are Multi-Entity Shared I use the suggestions from David Bell for naming Entities and Locations. I would not use Auto IDs for these.
- Account Groups can get messy as well but with some really good Naming Conventions a company can grow, add reports and organize them by using Custom Views really easily. I again suggest using initials, the report type, other and then group type. If only 1 person is creating account groups then they can skip the initials part. This way they can use a custom view and see all Account Groups used for one certain report like the IncStmt-ByDept or just the BalSht, they could also have a group that holds all GrossMargins or NetIncomes.
- Some final suggestions for auto IDs is Do not use Leading Zeros this makes searching and importing/exporting difficult Instead use a letter at the beginning like C for customer or V for Vendor.
- Check newsletter and be on the lookout for a registration email too.