Change the transaction definition for an automated draft

You can change the transaction definition used for any automated transaction that is still in draft mode.

This is particularly useful when Artificial Intelligence/Machine Learning (AI/ML) selects the wrong transaction definition or cannot find a transaction definition to use.

SYS-PO Auto default is a view-only placeholder transaction that the system uses when AI/ML cannot provide the correct transaction definition. This may be because AI/ML could not predict the transaction definition with confidence or that the transaction definition was restricted for this entity.

The SYS-PO Auto default transaction definition allows Sage Intacct to create the draft, but you need to change the transaction definition before you can review, edit, and post the transaction.

When you change the transaction definition on a PO purchase invoice that has already been matched to a source transaction, the transaction is no longer linked to the source. This means that the line items matches in the source document are no longer converted.
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 and Edit
Configuration

Automate transactions with document matching enabled.

Transaction definitions mapped for the top level and any entities where documents are emailed or uploaded.
  1. Go to Purchasing > All >Automated transactions.

    You can also access the list from Accounts Payable > All > Automated transactions.

    The Automated transactions list defaults to the Draft view, which also includes transactions that are still in the Analyzing state.

  2. Select Edit or View next to the draft transaction you want to change.

    To find drafts that require transaction definitions before you can post them, filter the Transaction type column for SYS-PO Auto default.

    All transactions temporarily have a Transaction type of SYS-PO Auto default when they are in the Analyzing state. The only transaction definitions that you need to change are for SYS-PO transactions that are in a Draft state.
  3. Review the transaction to determine which transaction definition you need to assign.
  4. Select More actions > Change to and then select the transaction definition to assign.

    Change to is dependent on the following conditions.

    • The transaction must be in a draft state.
    • The transaction must be created as an automated draft, not a manual draft.
    • You must be in edit mode.
  5. If this is not a standalone PO purchase invoice, select Change matched transaction and then select the source transaction.

    Sage Intacct copies line items from the source transaction into the PO purchase invoice.

    When line items are copied from the source transaction after you change the transaction definition, they are no longer linked to the source. This means that the source transaction is not converted.

  6. Review and update the PO purchase invoice as usual, comparing the attached supplier document to the line items.