Accounting Software Integration: Setup Guide

Summary:

Campspot’s accounting integration automates the syncing of daily journal entries between our Property Management System (PMS) and your preferred accounting software. This integration supports both cash and accrual accounting methods, ensuring flexibility for your financial reporting needs. In this article, you will learn how to set up the integration, authenticate with your accounting software, map your accounts effectively, and submit your first sync date for seamless integration.

Uses:

• Time-saving: Say goodbye to manual data entry and tedious reconciliations. Sync journal entries seamlessly, saving valuable time and reducing errors.
• Accuracy: Minimize human error by automating data transfer between Campspot and your accounting software.
• Flexibility: Choose from leading accounting software options, including Quickbooks Online, Sage Intacct, and Netsuite.
• Efficiency: Keep your financial records up-to-date with daily syncing, providing real-time insights into your property's performance.

Introduction to Accounting Software

Campspot’s accounting integration offers seamless syncing with leading accounting software, ensuring compatibility and ease of use for our users. This integration supports the following Accounting Software:

• Quickbooks Online: A popular choice for small to medium-sized businesses, Quickbooks Online offers robust accounting features and cloud-based accessibility.

• Sage Intacct: Designed for growing businesses, Sage Intacct provides advanced financial management solutions with customizable reporting and automation capabilities.

• Netsuite: Ideal for larger enterprises, Netsuite offers comprehensive business management features, including accounting, ERP, CRM, and e-commerce, all in one integrated platform.

• Xero: A cloud-based accounting solution for small to medium-sized businesses, offering invoicing, payroll, expense management, and real-time financial reporting.

Step-by-Step Setup Guide:

Step 1: Submit Activation Request Form

1. Fill out this activation request form, providing your information, Park Name / ID, preferred accounting software, and accounting type (cash or accrual).

Step 2: Verify User Permission in your Campspot Admin Site

Before moving forward with the integration setup, ensure the user(s) completing setup in Campspot has the necessary permissions to view and edit integrations. Follow these steps in Campspot:

1. Navigate to User Management.
2. Click on Roles in the top right corner.
3. Find and click on the User Role assigned to the User requiring access to Integrations.
4. Click on Customize permissions under Campground Setup.
5. Verify the View and Edit Integrations permission is checked.
6. Click Save Changes if changes were made.

Step 3: Authenticate with Your Accounting Software

In completing this step, you will be defining the connection between your Admin Site and your Accounting software. This connection will provide your Admin Site an import of accounts from the Accounting software necessary for the next steps.

1. Navigate to Campground Setup.
2. Click on the Integrations tab.
3. Locate the Accounting integration.
4. Authenticate using your Accounting Software login credentials.
5. Click Confirm.

The example below shows a successful integration and authentication of Quickbooks.

Additional Setup for Sage Intacct

Connecting Sage Intacct requires additional configuration steps before authentication in Campspot.

1. Add Web Services User (WSU)

   • Navigate to Company > Admin > Web Services Users.

   • Click Add and fill out required details.

   • This WSU will be used to authenticate in Campspot.

   • Ensure correct permissions are enabled to avoid errors.

         2. Assign Permissions to the WSU

• Navigate to Company > Admin > Roles.

  

• Create a new role (or use an existing one).

• Click on "Permissions" per Application/Module to set the required Permissions.

• Use the information below to guide permission setting. 

General Leger Permissions

• Journal Entries

  • List, View, Add, Edit, Delete, Reclass, Reverse

• Adjusting Journal Entries

  • List, View, Add, Edit, Delete, Reclass

• User-defined journal entries

  • List, View, Add, Edit, Delete, Reclass

• GAAP adjusting entries

  • List, View, Add, Edit, Delete, Reclass

• Tax adjusting entries

  • List, View, Add, Edit, Delete, Reclass

• Accounts

  • List, View, Add, Edit, Delete

• Account title by entity

  • List, View, Add, Edit, Delete

After setting all Permissions, click "Save" in the top right of the screen.

      3. Authorize your Sender ID on Sage Intacct Web Services

1. • Navigate to Company > Setup > Company > Security tab.

1. • Go to the Security tab and click Edit.
2.  

   • Under Web Services Authorizations, click Add.

3.  

   • Enter Sender ID: campspotMPP and set status to Active.

   
   

4. Vault Connection Setup in Campspot

   Now that you've created a WSU and authorized Campspot you're ready to fill out your credentials in the Campspot Integration page.

   • In the Campspot Integrations page, enter:

     • • Company ID (from Sage dashboard under Company Setup)

       • User ID (your WSU ID)

       • Password (your WSU password)

     • Select the corresponding Entity (top-level entity is not supported).

     

5. Mapping Accounts

   Before contacting support to have your sync activated, ensure all your financial accounts are mapped to an external account.
   

   • Navigate to Campground Setup > Financial Accounts.

   • Map all financial accounts with activity to an external Sage Intacct account.

   
   

        6. Start the Sync

Contact the Campspot Support team through one of the available options on this page. In your request include your park name, the name of your accounting software and the first date you would like to sync. 

Step 4: Map Your Admin Site Financial Accounts

1. Navigate to Campground Setup.
2. Click on the Accounting tab.
   1. If Step 3 was successful, you will now see a new column: External Accounts.
3. Map your imported accounting integration accounts to corresponding Campspot financial accounts.
4. Review the Financial Account Best Practices below to ensure efficiency and accuracy.
5. Once in the edit box, the External Accounts dropdown will display all accounts imported from your accounting software (QuickBooks, Sage, etc.). Be sure to select the appropriate external account that aligns with each Campspot financial account.

Financial Account Best Practices:

• Keep only active financial accounts in use in your Admin Site to streamline your financial reporting. You can deactivate a financial account by going to the Financial Accounts page, checking the box next to the account, and clicking Deactivate.
  

   

  Note: If a financial account is currently mapped to an external account, you’ll need to unmap it before it can be deactivated. To identify any mappings, download the Financial Account Mapping report from your Admin Site.

• Utilize the Financial Account Mapping report to manage account mappings effectively.
• Deferred Accounts - Accrual Basis Accounting Only

  • All Campspot deferred revenue accounts can be mapped to a single integration account, typically one for all deferred revenue activity. However, multiple deferred revenue accounts in your accounting software can be mapped accordingly.

  • Ensure all active deferred revenue accounts are mapped to an integration account to avoid syncing issues. Any deferred revenue accounts not mapped could prevent your journal entry from syncing, so it's crucial to map all financial accounts in use.

Step 5: Submit Your First Sync Date

Once all active Campspot financial accounts are mapped, submit your first sync date to initiate the integration by replying to an email received from your Campspot Market Manager. 

Most Common FAQ:

Q: Are there any costs to use this integration?

Campspot fees:

Campspot charges a $10 per month per park fee to access select integrations. If you are already taking advantage of another integration for your park, there will be no added setup costs.

Accounting Integration Fees:

Any fees associated to the cost of the integration are discussed with the partner directly.

Q: What accounting software does the integration support?

Campspot's integration supports Quickbooks Online, Sage Intacct, Netsuite, and Xero.

Q: Can I choose between cash and accrual accounting methods?

Yes, the integration supports both cash and accrual accounting methods.

Q: How often does the integration sync data?

Data is synced daily, providing real-time updates to your financial records.

Q: If a change is made to my Admin Site Financial Account mapping, how quickly will my Accounting software reflect that change?

New accounts or renamed accounts from the accounting software will sync instantly with Campspot.

Changes made to Admin Site Financial Account mappings will be reflected in the accounting software on the next journal entry sync.

Q: What happens if an account is not mapped properly?

If an account is not mapped correctly, journal entries associated with that account will not be synced for that day.