CStoreOffice® synchronizes daily store operations with Sage Intacct by exporting two structured CSV files:
- General Ledger Entries: Summarizes daily sales, method-of-payment receipts, sales taxes, and store paid-outs into a balanced general journal entry for each store day.
- Accounts Payable Bills: Converts store delivery invoices for merchandise and fuel into vendor bills ready for payment processing in Accounts Payable.
Files are imported directly into Sage Intacct via its native CSV Company Import utility or delivered automatically via FTP.
Integration Concepts
Accounting Structure in Sage Intacct
Sage Intacct uses a dimensional accounting model rather than fixed, multi-segment account numbers. CStoreOffice® maps your retail data directly onto these dimensions:
- Transaction Line
- Account (
ACCT_NO) : CStoreOffice® account number. - Location (
LOCATION_ID) : Station (store) dimension tag (for example,30). Each physical store is mapped to a unique location ID in Sage Intacct. Both sales and payment transactions for that station post to this location. - Department (
DEPT_ID) : Merchandise/fuel department tag. Merchandise categories and fuel products can be tagged with a department ID (for example,2for Deli,4for Carwash,5for Fuel). For fuel invoices, the fuel grade's department is automatically attached to both sales and purchase costs to ensure departmental margin accuracy.
If you are transitioning from Sage 100, you no longer need to maintain combined account strings (such as 40005-30-2). CStoreOffice® outputs the account, location, and department into separate columns automatically. You can also use the built-in Copy from MAS 90 button in export settings to instantly populate your Sage Intacct configuration from your existing settings.
Safeguards Against Duplicate Postings
To ensure financial integrity when regenerating or re-exporting store data:
Unique General Ledger Reference Numbers
Sage Intacct does not automatically check general journal lines for duplicate dollar values. To prevent double-posting, CStoreOffice® assigns each daily journal entry a deterministic key: CSO-S-{Station ID}-{YYYYMMDD} (for example, CSO-S-2058-20260729).
If an import file contains a reference number that already exists, Sage Intacct automatically rejects the duplicate.
To re-import a corrected day, you must first reverse or delete the original journal entry in Sage Intacct.
Accounts Payable Duplicate Bill Blocking
In Sage Intacct, purchase bills are tracked by the vendor ID and invoice number (BILL_NO).
You must enable Block duplicate vendor bill numbers under Accounts Payable > Setup > Configuration in Sage Intacct. This ensures that re-importing a purchase period does not create duplicate liabilities.
Prerequisites
Before running your first export from CStoreOffice®, verify that the following configurations are done in your Sage Intacct company:
- Chart of Accounts: Accounts exist as clean, single-segment numbers (no dashes) matching the exact character case configured in CStoreOffice®.
- General Journal: A dedicated general journal exists (for example,
CSOJ) and its symbol (up to 4 characters) is entered in Mas 90/Sage Intacct export report settings. - Map locations: Each CStoreOffice® location has a matching, unique Location ID configured in Sage Intacct under Company > Setup > Dimensions > Locations.
- Vendor terms assigned: Every vendor record in Sage Intacct has default payment terms assigned. CStoreOffice® calculates the bill's
DUE_DATEfrom these terms. - Enable duplicate bill check: Duplicate vendor bill blocking is switched on in Sage Intacct AP Configuration.
