Upload documents to create automated transactions

Upload Purchasing documents individually or in batches, directly from the Automated transaction list in Accounts Payable or Purchasing.

Subscription

Purchasing

Accounts Payable

AP Automation

Sage Cloud Services
Regional availability

All regions

User type

Business, Platform, Project manager, or Warehouse user
Permissions

Accounts Payable or Purchasing

  • Automated transactions: List

Purchasing

  • Purchasing transactions: List, Add
Configuration

Automate transactions with document matching enabled.

Transaction definitions mapped for the top level and any entities where documents are emailed or uploaded.
  1. In the entity where you want the document to be matched, go to Purchasing > All > Automated transactions.

    The Automated transactions list is also available in the Account Payable menu. If you do not see Automated transactions in the menu, check your user or role permissions.

    You can upload documents at the top level or the entity level.
  2. Select Upload.
  3. Select the Location ID to use as a default for the documents you are uploading.

    Sage Intacct uses the Location ID only when no matching purchasing transaction can be found for the uploaded document.

  4. Upload files by dragging and dropping them onto the pop-up window, or select Browse files to find and add the files.

    You can save time by uploading up to 30 unencrypted files at once.

    Intacct accepts documents that are:

    • PDF, JPG, JPEG, TIFF, HEIC, or PNG files
    • Unencrypted
    • Up to 20 MB in size
    • Fewer than 200 pages in length

    PDF support excludes:

    • Non-standard PDFs, such as PDFs that include JavaScript or embedded files
    • PDF version 1.4 or earlier
    Intacct cannot process password-protected files.
  5. Select Upload when you are done adding files.
  6. Select Refresh on the Automated transactions list to view the status of the uploaded documents.
    • Analyzing: Intacct is processing the uploaded document. You can view the document, but the transaction draft has not been created yet.
    • Draft: The draft transaction is created and transaction matching is complete. You can view and edit the transaction. When ready, submit or post the transaction.
    The Analyzing state appears for uploaded documents while they are being processed. Documents submitted by email first appear in the Automated transaction list when the draft is complete.

    Intacct creates a draft transaction for each file upload, using the target transaction definition that you mapped for this entity. The uploaded file is included as an attachment.

    To recheck the status of documents that were being analyzed, select Refresh again.

    If you have a document that has been in the Analyzing state for more than 2 hours, learn how to cancel processing.

Next step: Edit and post automated transactions.