Contact XML

In this guide, we'll walk you through the process of importing contact information into Sage Intacct using XML format. Whether you're updating existing contacts or adding new ones, this comprehensive guide provides you with all the necessary information and examples to ensure a smooth integration.

Matching

Before importing contacts, it's essential to understand the different matching methods available in Sage Intacct:

Contact Name

If the contact already exists in Sage Intacct, you can provide the Contact Name, which is the unique identifier, to update the corresponding record.

<CONTACTNAME>Rob Beckett</CONTACTNAME>

External ID

When providing a new contact that you may need to update in the future, you can include the External ID within your XML structure. This value is stored in Zynk's internal database and serves as a unique identifier to match the contact record.

Additionally, if you enable the Prevent Reprocessing task setting, the presence of the External ID will trigger this functionality. When this setting is activated, attempting to process the same record again will result in a failure, preventing unintended updates or duplicates.

In conjunction with the External ID, you can provide the Name element which will be used to set the Contact Name.

<EXTERNALID>44661</EXTERNALID>
<NAME>Rob Beckett</NAME>

If you need to match an existing contact in Sage Intacct but lack the specific Contact Name, you can utilize the Print As element to lookup the contact in Sage Intacct.

<PRINTAS>Rob Beckett</PRINTAS>
Note

It's important to be aware that opting for this method will require an additional call to the Sage Intacct API during the import process to retrieve the associated contact.

Similar to other functionalities within the Sage Intacct library, we batch API requests to optimize performance and minimize the total number of calls made.

XML

Contact Information

You can use the mapping outlined in the table below to set fields on the Contact Information tab.

Intacct Field XML Field Example Field Type Required? Notes
Last Name LASTNAME Beckett string - -
First Name FIRSTNAME Rob string - -
Middle Name MIDDLENAME Anthony string - -
Prefix PREFIX Mr string - -
Primary email address EMAIL1 [email protected] string - -
Primary phone PHONE1 0191 303 7279 string - -
Company name COMPANYNAME The Laugh Factory string - -
Suggested contact name CONTACTNAME or NAME Rob Beckett string Yes If you do not provide the Contact Name element, you must then provide the Name element.
Print as PRINTAS Rob Beckett string - If not provided, this will default to the Contact Name or the Name element.
Status STATUS active enum - If provided, the value must be either active or inactive

Mailing Information

You can use the mapping outlined in the table below to set fields on the Mailing Information tab.

Intacct Field XML Field Example Field Type Required? Notes
Country MAILADDRESS/COUNTRY United States string - -
Address line 1 MAILADDRESS/ADDRESS1 1 Comedy Road string - -
Address line 2 MAILADDRESS/ADDRESS2 Comedy Fields string - -
City MAILADDRESS/CITY Comedy string - -
State or territory MAILADDRESS/STATE CO string - -
ZIP or postal code MAILADDRESS/ZIP 40202 string - -

Additional Information

You can use the mapping outlined in the table below to set fields on the Additional Information tab.

Intacct Field XML Field Example Field Type Required? Notes
Secondary phone PHONE2 0773 8626085 string - -
Mobile phone CELLPHONE 0773 8626085 string - -
Pager PAGER 17736529999 string - -
Fax FAX 0191 303 7280 string - -
Secondary email addresses EMAIL2 [email protected] string - -
Primary URL URL1 www.robbeckett.com string - -
Secondary URL URL2 www.robbeckettsagent.com string - -
Tax ID TAXID 1 string - -
Taxable TAXABLE true bool - If provided, the value must be either true or false

Example

The below document is a sample of the XML format required to import a contact into Sage Intacct.

<?xml version="1.0" encoding="utf-8"?>
<CONTACTS>
    <CONTACT>
        <EXTERNALID>44661</EXTERNALID>
        <NAME>Rob Beckett</NAME>
        <PRINTAS>Rob Beckett</PRINTAS>
        <COMPANYNAME>The Laugh Factory</COMPANYNAME>
        <PREFIX>Mr</PREFIX>
        <FIRSTNAME>Rob</FIRSTNAME>
        <MIDDLENAME>Anthony</MIDDLENAME>
        <LASTNAME>Beckett</LASTNAME>
        <MAILADDRESS>
            <ADDRESS1>1 Comedy Road</ADDRESS1>
            <ADDRESS2>Comedy Fields</ADDRESS2>
            <CITY>Comedy</CITY>
            <STATE>CO</STATE>
            <ZIP>40202</ZIP>
            <COUNTRY>United States</COUNTRY>
        </MAILADDRESS>
        <EMAIL1>[email protected]</EMAIL1>
        <EMAIL2>[email protected]</EMAIL2>
        <PHONE1>0191 303 7279</PHONE1>
        <PHONE2>0773 8626085</PHONE2>
        <URL1>www.robbeckett.com</URL1>
        <URL2>www.robbeckettsagent.com</URL2>
        <CELLPHONE>0773 8626085</CELLPHONE>
        <FAX>0191 303 7280</FAX>
        <PAGER>17736529999</PAGER>
        <TAXABLE>true</TAXABLE>
        <TAXGROUP>IN Sales Tax</TAXGROUP>
        <TAXID>1</TAXID>
        <STATUS>active</STATUS>
    </CONTACT>
</CONTACTS>

Tasks

This XML model cam be applied on the following tasks within the Zynk Sage Intacct library.

Import Contacts

Import Customers

You must enable the Auto Create Contacts task setting in order to create new and update existing contacts via the Import Customers task.

Import Sales Orders

You must enable the Auto Create Contacts task setting in order to create new and update existing contacts via the Import Sales Orders task.

Import Vendors

You must enable the Auto Create Contacts task setting in order to create new and update existing contacts via the Import Vendors task.

Import Purchase Orders

You must enable the Auto Create Contacts task setting in order to create new and update existing contacts via the Import Purchase Orders task.