Enhanced interface

Process multiple sales transactions

Use the Process transactions page to:

Convert one transaction into two or more transactions.
Convert two or more transactions into one transaction.
Convert line items from different transactions into one transaction.

To access this page:

Go to Order Entry > All > Other transaction activity > Process transactions.

Subscription	Order Entry
Regional availability	All regions
User type	Business Warehouse
Permissions	Order Entry transactions: List, Add
Configuration	The Order Entry is configured to enable advanced processing
Restrictions	You can only process transactions where the State is Pending or Partially converted.

Convert two or more transactions into one transaction

You can convert line items from different transactions to create one transaction when you are combining items from two or more transactions that do not post to Account Receivable. An example of combining non-posting transactions is when you have multiple sales orders for the same customer that are going to ship together. You might decide to combine the sales orders into a single shipper.

The line items remain as separate line items in the destination transaction. They are not combined into one line item. For example, if you select a line item from transaction A for 10 widgets and a line item from transaction B that contains 5 widgets, the new transaction will contain two line items, one for 10 widgets and one for 5 widgets.

Go to Order Entry > All > Other transaction activity > Process transactions.
In the Filters section, use the selection list to select the needed Create transaction. For example, to combine two sales orders into one shipper, choose Shipper in this field.
Select the Customer that's associated with the transactions you want to merge.
In the Process by field, select Transactions.
In the Process type field, select Merge.
Set other filter criteria as needed.
Select View.
The Process transactions page displays the default Transaction details and lists the Available transactions. If the needed transactions do not appear in the Available Transactions list, select Customize to return to the Filters section and change the filter criteria.
Edit the Transaction details fields as needed.
Select the checkbox to the left of each transaction that you want to include in the new transaction.
Select Create. The new transaction appears in edit mode.
Edit the transaction information as needed and then select one of the following buttons:
- Post: Saves the transaction. The State of the transaction is changed to Pending, which makes it ready for the next step in your workflow.
- Draft: Saves the transaction as a draft.

Convert line items from different transactions into one transaction

Converting line items from different transactions to create one transaction works best when you are combining items from two or more non-posting transactions. For example, say you have a particular line item in multiple sales orders for the same customer that are going to ship together. You might decide to combine all of these line items from the different sales orders into a single shipper.

Go to Order Entry > All > Other transaction activity > Process transactions.

Go to Purchasing > All > Other transaction activity > Process transactions.
In the Filters section, use the selection list to select the needed Create transaction. For example, if you want to merge line items from different sales orders into one shipper, you would choose Shipper in this field.
Select the Customer that's associated with the transactions you want to merge.
In the Process by field, select Lines.
In the Process type field, select Merge.
Set other filter criteria as needed.
Select View.
The Process transactions page displays the default Transaction details and lists the Available transactions. If the needed transactions do not appear in the Available Transactions list, select Customize to return to the Filters section and change the filter criteria.
Edit the Transaction details fields as needed.
Select the checkbox to the left of each transaction line item that you want to include in the new transaction.
Edit the selected line item details as needed.
Select Create.
The system displays the message, "Document <type doc number> was created successfully."

Convert a transaction into two or more transactions

You can divide a transaction into two or more transactions by line item. Each selected line item will be processed into a new transaction.

For example, if you select three line items from one sales order and choose to create shippers, Intacct creates three new shippers.

You can also use this procedure to convert multiple transactions at the same time. For example, say you brought twenty sales orders from Salesforce into Intacct and you want to convert them all to invoices. This procedure will convert all the selected transactions, but it will create a separate transaction for each line item.

Go to Order Entry > All > Other transaction activity > Process transactions.

Go to Purchasing > All > Other transaction activity > Process transactions.
In the Filters section, use the selection list to select the applicable Create transaction. For example, if you want to split line items from one sales order into two or more shippers, you would choose Shipper in this field.
Select the Customer that's associated with the transaction you want to split.
In the Process by field, select Lines.
In the Process type field, select Individual.
Set other filter criteria as needed.
Select View.
The Process transactions page displays the default Transaction details and lists the Available line items. If the needed line items do not appear in the Available line items list, select Customize to return to the Filters section and change the filter criteria.
Edit the Transaction details fields as needed.
Select the checkbox to the left of each transaction line item that you want to split into a new transaction.
Edit the selected line item details as needed.
Select Create.
The system displays the message, "Successfully created <#> transactions."

Field descriptions

The following tables describe each field on the Process transactions pages.

Filters
Transaction details
Available transactions or line items

Filters

Filters field descriptions
Field	Description
From transaction date and To transaction date	Use the calendar tool to specify the range of dates that include the transactions you want to split or merge: From transaction date: The start of the date range. The To transaction date: The end of the date range.
From item and To item	Use the Item selection list to specify a range of items by which to filter the transactions. For example, you could filter by hardware items that are numbered HW001 to HW299.
Create transaction	The type of transaction you want to create. For example, if you want to split a sales order into two shippers, select Shipper. This field is required.
From transaction	The type of source transactions you want to use to create new transactions. For example, if you want to split a sales order into two shippers, select Sales Order. The From transaction selection list only displays the transaction types from which the transaction type selected in the Create transaction field can be created. If you do not see the needed transaction type in the selection list, try changing the transaction type in the Create transaction field.
Customer	Use the selection list to filter transactions for a specific customer. This field is required.
Ship date/date due	The relational operator and Ship date (sales orders and shippers) or Date due (OE sales invoice) by which to filter. For example, if you select a date that's less than or equal to December 31 202x, the system returns transactions with a due date on or before December 31, 202x (that also meet the other selected filter criteria).
Transaction currency	Filters the list of transaction items to display only the items that are associated with the selected transaction currency. This field is only applicable to multi-currency companies.
Process by	Indicate whether to act upon transaction line items or the entire transaction. If you want to merge a transaction, you can choose either Lines or Transactions. If you want to split a transaction into two or more transactions, you must select Lines.
Process type	Indicate whether you want to merge (Merge) or split (Individual) transactions.
Maximum number of records to select	Displays only records (lines or transactions ) up to the number of specified. For example, if this field is set to 50 and you have 10 transactions containing 10 lines, only the first 5 transactions display. If you have transactions which contain a high number of transaction lines, it might take some time to generate results.

Transaction details

Transaction details field descriptions
Field	Description
Customer	Displays the customer selected in the Filters section. If you do not see the customer that you want, select Customize to reset the filters.
Transaction type	Displays the transaction type selected for the Create transaction in the Filters section. If do not see the transaction type that you want, select Customize to reset the filters.
Processing	Displays the Process by and Process type selected in the Filters section. For example, if you selected Process by = Lines and Process type = Merge, this field displays Lines-Merge. If you don't see the process type that you want, select Customize to reset the filters.
Document number	Yet to be created. The system generates a new document number when you select Create. This field only appears in the Transaction details section if you selected Process type = Merge in the Filters section.
Reference number	Enter a reference to another document or any text as needed. This field only appears in the Transaction details section if you selected Process type = Merge in the Filters section.
Date	Defaults to today's date. Use the calendar tool to change this date as needed. This field is required.
Payment terms	Select the term from the dropdown list.
Due date	The Ship date (sales orders or shippers) or Date due (OE sales invoices) for the new transaction. If you selected a Payment term, this field defaults to the applicable date based on the term.
Bill to contact	Defaults to the contact that is identified as the Bill-to contact on the selected customer record. This field label is customizable in the transaction definition and might be something other than Bill-to. Depending on whether the transaction definition allows editing on this field, you might be able to select a different contact record. This field is required.
Ship to contact	Defaults to the contact that is identified as the Ship-to contact on the selected customer record. This field label is customizable in the transaction definition and might be something other than Ship-to. Depending on whether the transaction definition allows editing on this field, you may be able to select a different contact record. This field is required.
Currency	Displays the Transaction currency selected in the Filters section. If you do not see the currency that you want, select Customize to reset the filters. This field is only applicable to multi-currency companies.
Exchange rate date	The date the exchange rate used by the new transaction is valid. Defaults to today's date. Use the calendar tool to select a different date. This field is only applicable to multi-currency companies.
Exchange rate type	Defaults to the exchange rate type defined in the transaction definition for the selected transaction type. If the transaction definition is set to allow user override of the exchange rate type, you can use the selection list to select a different exchange rate type. This field is only applicable to multi-currency companies.
Exchange rate	Defaults to the exchange rate for the selected Transaction currency (if that currency is different from the base currency) based on the date entered in the Date field. If the transaction definition is set to allow user override of the exchange rate, you can edit this field. This field is only applicable to multi-currency companies.
Default department	This field only appears if the value of Process by is Lines and the transaction definition allows the user to override department. Use the Department selection list to select the applicable department.
Default location	This field only appears if the value of Process by is Lines and the transaction definition allows the user to override location. Use the Location selection list to select the applicable location. This field is required for multi-entity, multi-currency companies. The Location/Entity base currency must match the transaction base currency.
Default warehouse	Use the Warehouse selection list to select the applicable warehouse as needed. This field is only applicable if your company subscribes to Inventory Control.

Available transactions or line items

Available transactions or line items field descriptions
Field	Description
Doc number	Unique identifier for the corresponding transaction. Select the link in this field to view the source transaction.
Date	The transaction date for the corresponding transaction.
Due date	The Ship Date (sales orders or shippers) or Date Due (OE sales invoices) for the corresponding transaction.
Total amount	The total value of the corresponding transaction expressed in the transaction currency.

If Process by = Lines and Process type = Merge, the following additional fields display.

Available transactions or line items if Lines and Merge field descriptions
Field	Description
Item ID	Unique identifier for the corresponding transaction line item.
Warehouse ID	Might default to the warehouse associated with the corresponding transaction item. Use the Warehouse selection list to select the applicable warehouse as needed. This field is only applicable if your company subscribes to Inventory Control.
Original qty	The initial quantity of the corresponding transaction line item.
Remaining qty	The quantity of the corresponding transaction line item that has not been converted.
Transaction qty	The quantity of the corresponding transaction line item that you want to convert in the split or merge function.
Unit	The unit of measure of the corresponding transaction line item. Learn more about units of measure.
Term	To add or edit start and end dates, select a revenue recognition template, or select a contract renewal template for the corresponding transaction line item, select Add. Enter the applicable information in the dialog window that appears.
Price	The price per base unit for the corresponding transaction line item. If the transaction definition has Line-item price enabled (in the User overrides section), you can edit this field.
Department	This field only appears If the transaction definition allows the user to override department. Use the Department selection list to select the applicable department.
Price notes	If you changed the default price, select Add. Enter the reason for the price discount or surcharge in the dialog box. This field only appears if the transaction definition has Track line-item discount or surcharge and Require notes for discounts and surcharges enabled.
Location	This field only appears If the transaction definition allows the user to override location. Use the Location selection list to select the applicable location. This field is required for multi-entity, multi-currency companies. The Location/Entity base currency must match the transaction base currency.

If Process by = Lines and Process type = Individual, the following additional fields appear.

Available transactions or line items if Lines and Individual field descriptions
Field	Description
Process to	The transaction type that you want to create from the corresponding transaction line item. This field defaults to the transaction type that you selected in the Create transaction field in the Filters section.
Doc number	If the transaction definition has a Numbering sequence selected, this field displays NEW and is not editable. If the transaction definition does not have a Numbering sequence selected, this field appears in edit mode. Enter a unique identifier for the new transaction.
Reference number	Enter a reference to another document or any text as needed for the applicable transaction line items.