Modify transaction definitions for use with AP Automation with Purchasing
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When you configure Purchasing to automate transactions, you tell Sage Intacct which transaction definitions to use when creating new draft transactions. When document matching is selected, you also tell Intacct how incoming transactions should match to existing documents. This is called transaction mapping.
You set up the transaction mapping at the same time that you enable AP Automation with Purchasing. Before you can define the mapping, you need to edit the transaction definitions you are going to use to make sure they meet the requirements.
Understanding Source and Target
When you set up transaction mapping in your Purchasing configuration, you add one or more entries that identify the following:
- Target: The transaction definition that you want Intacct to use when creating a draft transaction from an uploaded or emailed document.
An example of a target transaction definition is a PO purchase invoice.
- Source: When automating transactions with document matching, the type of transaction definition that you want Intacct to match the draft transaction to.
An example of a source transaction definition is a purchase order.
- Entity: Where you want to use this mapping.
Transaction mapping that you set up at the top level applies to all entities. When you set up a transaction mapping for an entity, this overrides the top level transaction mapping.
Say you are matching PO purchase invoices to purchase orders. Your target is a PO purchase invoice transaction definition and your source is a purchase order transaction definition.
If one of your entities uses different transaction definitions for PO purchase invoices and purchase orders, you handle this by adding a mapping entry for the entity. In that entry, you select the entity-specific transaction definitions for the target and source.
Say you have a more complex transaction workflow that begins with a purchase requisition, requires a purchase order and receiver, and converts to a PO purchase invoice. For this scenario, you would set up your transaction mapping as follows:
| Entity name | Target | Source |
|---|---|---|
| Top level | Purchase order | Purchase requisition |
| Top level | Receiver | Purchase order |
| Top level | PO purchase invoice | Receiver |
If one of your entities uses different transaction definitions, you handle this by adding mapping entries for the entity. In those entries, you select the entity-specific transaction definitions for the target and source.
How transaction mapping inheritance works
When you set up transaction automation, you begin by adding one or more table entries for the top level. All entities inherit top-level transaction mapping.
If you choose, you can add mapping entries that are specific entities. Entity-level transaction mapping acts as a supplement to the mapping inherited from the top level. It is only applicable to supplier documents that are uploaded within the entity or emailed to the entity-specific email address.
If you set up top-level transaction mapping that uses a transaction definition with entity restrictions, is the mapping inherited in an entity that is outside of those restrictions?
It depends on whether it is the Target or the Source that is restricted.
When the target is restricted, Artificial Intelligence/Machine Learning (AI/ML) might be able to match a transaction to the source, but Sage Intacct can't create a draft transaction of the correct type. In that scenario, Intacct creates a draft transaction using a system default transaction definition. You need to change the transaction definition before you can post the transaction.
When the source is restricted, AI/ML cannot match transactions to that source type, and so the transaction mapping entry does not apply.
The following example shows top-level transaction mapping with entity level mapping that both supplements and overrides the inherited mapping.
| Entity | Target | Source | Description |
|---|---|---|---|
|
Top level |
Invoice-1 |
PO-A |
When you submit a document at any level that AI/ML matches to a PO-A transaction, Sage Intacct creates an Invoice-1 draft transaction. |
|
Top level |
Invoice 2 |
PO-B |
When you submit a document at any level that AI/ML matches to a PO-B transaction, Sage Intacct creates an Invoice-2 draft transaction. |
|
100-West |
Invoice-3 |
PO-C |
When you submit a document in the 100-West that AI/ML matches to a PO-C transaction, Sage Intacct creates an Invoice-3 transaction. |
|
200-East |
Invoice-4 |
PO-D |
When you submit a document in the 200-East entity that AI/ML matches to a PO-D transaction, Sage Intacct creates an Invoice-4 transaction. |
Transaction definition requirements
Transaction definitions that you use for AP Automation with Purchasing must meet the criteria described in the following table.
Review settings for each transaction definition and edit them as needed, before you include them in the transaction mapping table. The transaction definition might not be available in the Target or Source dropdown list until you update the settings.
|
Setting |
Requirements |
Where set |
|---|---|---|
| Template type |
Can be any of the following template types:
|
General > Properties |
| Workflow category |
Can be any of the following workflow categories:
|
General > Properties |
|
Can be created from |
Select only one document type. After you add the transaction definition to the transaction mapping, you cannot change this setting.
|
General > Workflow > Transaction Conversion |
|
Partial conversion handling |
Allowable settings are either of the following:
|
General > Workflow > Transaction Conversion
|
|
Edit policy |
Allowable settings are any of the following:
Edit policy cannot be set No edit, because that setting would not allow you to edit or post draft transactions created by AI/ML.
|
Security configuration > Document permissions |
|
Allow edit of supplier |
Allowable settings are any of the following:
If you have Allow edit of supplier set to Never, supplier matching on draft transactions will be limited. This is because AI/ML learns how to improve matches based on your corrections. This setting does not allow you to update the supplier field, so you will need to delete drafts with incorrectly identified suppliers and enter those PO purchase invoices manually. Learn more in troubleshooting.
|
Security configuration > Document permissions |
|
Delete policy |
Allowable settings are either of the following:
|
Security configuration > Document permissions |
|
Create policy |
Select New document or convert for automated transactions without matching. Both Convert only and New document or convert are supported for automated transactions with document matching. |
Security configuration > Document permissions |
|
Entity settings |
Entity restrictions must allow transaction definition access in the entities where you want it to be used for transaction matching. For example, say you have a transaction definition that is restricted to all entities except the 200-East entity. If you include this transaction definition in top-level mapping, this means that it will not be used for transaction match when you upload or email supplier documents in the 200-East entity. If you want it to be used, you need to edit the entity settings to include 200-East in your restrictions, or remove all restrictions. To change the entity restrictions after including the transaction definition in the mapping table
|
Entity settings |
Next steps
After you finished reviewing and editing your transaction definitions, you are ready to set up AP Automation with Purchasing.
