Request and Set Up an Intacct Client User
What information a new Intacct client user request must include, the user limits per instance, and the training topics to cover with new users.
Intacct client users are created by senior accounting staff with full admin access. This guide covers what a request must include and what to do after the account exists.
Source: Technical/New User Request - Intacct.docx
User limits
Clients are permitted 1 read/write user or 2 read-only users in each instance. Any request for additional users beyond this number must be discussed with and approved by John Ross.
What a request must include
Every request for an added user needs all of the following. Missing any one of these sends the request back:
| Information | Why it's needed |
|---|---|
| First and last name | The user record |
| Email address | Where the Intacct invitation is sent |
| Type of access | View only, invoice creation, and so on |
| Entities / departments | Scope of the user's access |
| Which reports | Report permissions |
| What functionality | AP only, no drill-down on reports, only general ledger, full access, and so on |
| Where the user email should go | Directly to the client user, or to the requestor |
After the user is created
Intacct generates a user email once the account is created.
If the email is going directly to the user, tell them to expect an email from Sage Intacct — and to check their spam or junk folder if it doesn't arrive.
After the first login, clients are prompted to change their password and set up two-factor authentication.
Managers should schedule time with new users for training on the platform.
Training topics for new client users
Cover this list in the training session:
- Changing user preferences — start page, menu order, number of items in lists
- Accessing and using filters on the dashboard
- Accessing and running financial reports in the reports center
- Using drill-down in reports, and viewing invoices through links and attachments
- Using favorites
- Using and managing transaction lists
- Accessing the bills screen
- Running AP aging and check register reports
Drill-down and attachments are usually the highest-value part of the session. Once a client can get from a report figure to the underlying invoice image themselves, the volume of "can you send me the invoice for this" requests drops sharply.
Related
- Run the A/R aging report in Intacct — one of the reports to cover in training
- Day-to-day AP transactions in Sage Intacct — includes printing a check register for a client