Enable the payment application workflow on Purchasing transaction definitions

Define Purchasing transaction definitions for each stage of the payment application workflow: Application, Valuation, and Invoice.

Construction subscription is needed. To enable a Construction subscription, contact your Sage Intacct account manager. Regional support for Construction is limited to Australia, Canada, the United Kingdom, and the United States.

You can create new transaction definitions or update existing ones for the workflow. For example, you can modify your current subcontractor invoice instead of creating a separate one. This allows you to use a single invoice for these transactions.

Subscription

Construction

Purchasing

Regional availability

  • Australia

  • Canada

  • United Kingdom

  • United States
User type

Business

Construction Manager

Project Manager
Permissions

Purchasing

  • PO transaction definitions: List, View, Add, Edit, Delete
Dependencies or other requirements

On Purchasing transaction definitions:

  • The Enable payment application workflow option is available only if you select Invoice as the Template type and Workflow category.

  • The Application document category setting is available only if you enable the payment application workflow.

Step 1. Create a transaction definition for applications

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

  2. Add, edit, or duplicate a transaction definition.

  3. Select the General tab.

  4. Enter a Template name. For example, Application.

  5. For Template type, select Invoice.

  6. For Workflow category, select Invoice.

  7. In the Payment application workflow section:

    1. Select the checkbox for Enable payment application workflow.

      This field is available only if you set the Template type and Workflow category to Invoice.

    2. For the Application document category, select Application.

      This field is available only if you enable the payment application workflow.

  8. Complete any remaining fields.

    Currently, applications and valuations do not post to Accounts Payable or General Ledger. The Transaction posting field defaults to Do not post and cannot be changed.

  9. Select Save.

Step 2. Create a transaction definition for valuations

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

  2. Add, edit, or duplicate a transaction definition.

  3. Select the General tab.

  4. Enter a Template name. For example, Valuation.

  5. For Template type, select Invoice.

  6. For Workflow category, select Invoice.

  7. In the Payment application workflow section:

    1. Select the checkbox for Enable payment application workflow.

      This field is available only if you set the Template type and Workflow category to Invoice.

    2. For the Application document category, select Valuation.

      This field is available only if you enable the payment application workflow.

  8. Complete any remaining fields.

    Currently, applications and valuations do not post to Accounts Payable or General Ledger. The Transaction posting field defaults to Do not post and cannot be changed.

  9. Select Save.

Step 3. Create an invoice transaction definition for the workflow

You can enable the payment application workflow on an existing invoice configured as follows:

  • Template type and Workflow category are both set to Invoice

  • Transaction posting is set to Accounts Payable

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

  2. Add, edit, or duplicate a transaction definition.

  3. Select the General tab.

  4. Enter a Template name. For example, Subcontractor invoice.

  5. For Template type, select Invoice.

  6. For Workflow category, select Invoice.

  7. In the Payment application workflow section:

    1. Select the checkbox for Enable payment application workflow.

      This field is available only if you set the Template type and Workflow category to Invoice.

    2. For the Application document category, select Invoice.

      This field is available only if you enable the payment application workflow.

  8. For Transaction posting, select Accounts Payable.

    Invoices used for the payment application workflow must post to Accounts Payable.

  9. Complete any remaining fields.

  10. Select Save.

Next step: Use the payment application workflow