Transaction definitions list—Purchasing

A transaction definition includes the accounting rules, workflow settings, security settings, and other characteristics for a transaction. If your company has enabled advanced workflows, you can add new transaction definitions, edit, or create duplicates of existing transaction definitions.

If your company is using standard workflows, you can only make minor edits to the existing transaction definitions.

The Transaction definitions list page is the central place to go to work with transaction definitions.

View a transaction definition

1. Go to Purchasing > Setup > More > Transaction definitions.

2. Find the transaction you want to view.

3. Select More actions > View at the end of the row.

   Need help finding a transaction?

   • Records designated as Inactive do not appear in the list by default. To view these records, select Filters at the top of the list and select Remove next to the Status filter to remove it.

   • When you access the list from the top level, you initially only see records created at the top level. To see records created within entities, select Filters and then select Include entity records. Select Apply to update the filter.

1. Go to Purchasing > Setup > More > Transaction definitions.

2. Find the transaction you want to view and select View.

   • To view inactive transaction definitions, select the Include inactive checkbox.

   • If you accessed this page from the top level of a multi-entity shared environment, select the Include private checkbox to view any transaction definitions that were created at the entity level.

   Don't see Include inactive or Include private on your page?

   The most common reason that you do not see this feature is that you're using a custom view.

   When you select a custom view, some options are hidden. Depending on the page you're on, the Include inactive, Include one-time use, Include private, and Display hierarchy options are not visible. For example, if you're viewing from a custom view, the Financial Reports list will not provide the Include inactive option.

   To see the options again, switch back to View All. See Custom views for more information.

Edit a transaction definition

Changes made to a transaction definition only apply to transactions created after the change was made. Transaction definition changes do not apply to existing transactions unless the existing transaction is re-posted. Re-posting a transaction will cause it to read the current version of the transaction definition.

1. Go to Purchasing > Setup > More > Transaction definitions.

2. Find a transaction definition on the list.

3. Select Edit at the end of the row.

4. Change the applicable fields and then select Save.

1. Go to Purchasing > Setup > More > Transaction definitions.

2. Select Edit next to the applicable transaction definition.
3. Change the applicable fields and then select Save.

Delete transaction definitions or make them inactive

You can delete a transaction definition if no transactions that use the definition have been created. If transactions have been created, you can make the transaction definition inactive, which removes the transaction definition from dropdown menus and lists throughout the company.

To delete a transaction definition:

1. Go to Purchasing > Setup > More > Transaction definitions.

2. Find a transaction definition on the list.

3. Select More actions > Delete at the end of the row.

4. If a confirmation prompt appears, select Delete.

1. Go to Purchasing > Setup > More > Transaction definitions.

2. Select the Delete link in the Transaction definitions list to remove the transaction definition.

To make a transaction definition inactive:

1. Go to Purchasing > Setup > More > Transaction definitions.

2. Find a transaction definition on the list.

3. Select Edit at the end of the row.

4. On the General tab in the Properties section, change the Status field to Inactive.
5. Select Save.

1. Go to Purchasing > Setup > More > Transaction definitions.

2. Select Edit next to the applicable transaction definition.
3. On the General tab in the Properties section, change the Status field to Inactive.
4. Select Save.

Import transaction definitions

You can import transaction definitions from either the Transaction definition list or from the Company setup checklist. The following procedure describes how to import transaction definitions from the Transaction Definition list. See Import transaction definitions for more information.

1. Go to Purchasing > Setup > More > Transaction definitions.

2. Select Import.

   The Transaction definitions import dialog box appears.

3. Select the Download template link.
4. Prepare the template file for import.
5. Find the import file.
6. Select the Date format.
7. Select the File encoding.
8. Indicate whether to process the import offline.
9. Enter the email address to which Sage Intacct will send any error notifications.
10. Select Import.

    After an upload, you are notified if upload was successful and how many records were imported. The confirmation page lets you verify that all the records in your original file were successfully imported without having to manually verify them. If any records contained errors and failed, you are notified of which ones and how to correct the problem.

View workflow relationships and inventory effects

You can view a graphical representation of how transaction definitions are related within different workflows and how each transaction definition in a workflow affects inventory. This allows you to confirm that the effects of the entire workflow on inventory are properly configured. The view shows a hierarchical structure of parent-child relationships using icons and indentations. A parent is a transaction definition from which a child transaction definition can be converted.

For example, a Purchase Requisition might be the first step in two different workflows.

In both workflows, all transaction definitions after Purchase Requisition are both parents and children, except PO Return. PO Return is the last possible step in these workflows. If a parent transaction definition is not visible because of permission restrictions or because it's inactive, any active children transaction definitions display indented and colored.

If more than one transaction definition in a workflow is set to increase or decrease the ONHAND quantity, value, or both in the same way, the second occurrence is marked with an asterisk. In the above example, both Purchase Order and Receipt in the same workflow are set to add the transaction quantity to the ONHAND total quantity. To fix the problem, edit the appropriate transaction definition and adjust the Inventory total table as applicable. In the above example, we would edit Purchase Order transaction definition and remove the inventory settings.

To display the workflow hierarchy:

• At the top of the Transaction definition list, select Display workflows.

Why are some of my transaction definitions missing from the workflow hierarchy view?

The workflow hierarchy view excludes transaction definitions that are in a workflow that contains a loop. This occurs when a transaction definition is defined as being converted from a transaction definition that comes after it in a workflow. For example, say you have a workflow where a PO purchase invoice can be converted from a receipt and the receipt can be converted from a purchase order. In the same workflow, the receipt is defined as being able to be converted from the PO purchase invoice, which comes after it in the workflow:

Purchase order -> Receipt <--> PO purchase invoice

Other loop examples would be if the purchase order could be converted from the PO purchase invoice or if the PO purchase invoice could be converted from itself. When Sage Intacct encounters a loop, it drops all transaction definitions in that workflow from the workflow hierarchy view.

If the workflow hierarchy view does not display transaction definitions you are expecting to see, check the Can be converted from tables for each transaction definition and edit as applicable.

Field descriptions

The following table describes the columns displayed in the Transaction definitions: Purchasing list.

Transaction definitions: Purchasing list field descriptions

Transaction definitions: Inventory control list field descriptions

Field	Description
Template name	The name of the transaction definition. This name appears in the user interface.
Description	The description of the transaction definition that was entered when the transaction definition was created.
Workflow category	The category associates the transaction with the appropriate icon on the Overview page and with the applicable transaction menu grouping in the Purchasing menu. Options are: Quote, Order, Shipping, Invoice, Return.
Entity	This column appears only for multi-entity, shared companies when the Include private checkbox is selected. It shows which entity created the transaction definition. The details of that transaction definition are available only within that entity. If you are a top-level multi-entity user and select the Edit link, you slide into that entity to make your changes. When you save the changes, you are returned to the top level.
Recurring templates	Displays a link to the Recurring Templates list page, which lists any recurring transactions associated with the corresponding transaction definition, The list will be empty if no recurring transactions are associated with the corresponding transaction definition.
Custom supplies requisition	If you enable Supplies Inventory, this column appears to indicate if you have duplicate supplies requisition transaction definitions (you'll see a checkmark in the column). You can create duplicate SYS-Supplies requisition transaction definitions to support multiple approval workflows. Learn more about setting up Supplies Inventory.
Inventory effect	This column appears only if your company is subscribed to Inventory Control. If the transaction definition is set to add or subtract ONHAND quantity, value, or both. The possible values are: Quantity - Increase Quantity - Decrease Value - Increase Value - Decrease Quantity and value - Increase Quantity and value - Decrease If more than one transaction definition in a workflow is set to increase or decrease the ONHAND quantity, value or both in the same way, the second occurrence is marked with an asterisk.