Streamline deferred revenue management for third-party billing—Order Entry

Leverage Sage Intacct's revenue management tools while maintaining your existing billing process.

This workflow begins when an invoice is sent to a customer outside Sage Intacct and is later imported as a transaction. From the Revenue Transaction Entries page, users can efficiently modify and post the transaction lines. This ensures accurate updates to both the subledger and General Ledger for revenue impact, deferrals, and scheduled recognition.

The Revenue Transaction Entries page acts as a queue for the imported invoice details, allowing users to transform the data in bulk and ensure that transactions are in a valid state for posting and reporting in Sage Intacct.

Workflow overview

1. Initial setup: Configure a transaction definition

2. Import transactions from a third-party billing system

3. Edit and prepare transaction entries in bulk

4. Post transactions

Initial setup: Configure a transaction definition

Configure one or more transaction definitions for use with the Revenue Transaction Entries page. Transaction lines imported in a draft state using this transaction definition will automatically appear on the Revenue Transaction Entries page where you can manage them.

1. Go to Order Entry > Setup > Transaction definitions.

2. Find the transaction definition that you want to use for this workflow.

3. Select Edit at the end of the row.

   Alternatively, you can create a new transaction definition.

4. Verify the following settings:
   • On the General tab, Numbering sequence is not configured and Enable for Contracts is turned off (if available).
   • On the Security configuration tab, Edit policy is not set to No edit.
5. On the General tab in the User overrides section, select Display drafts on the Revenue transaction entries page.
6. Select Save.

1. Go to Order Entry > Setup > Transaction definitions.

2. Find the transaction definition that you want to use for this workflow and select Edit.

   Alternatively, you can create a new transaction definition.

3. Verify the following settings:
   • On the General tab, Numbering sequence is not configured and Enable for Contracts is turned off (if available).
   • On the Security configuration tab, Edit policy is not set to No edit.
4. On the General tab in the User overrides section, select Display drafts on the Revenue transaction entries page.
5. Select Save.

Import transactions into Sage Intacct

Import invoices from outside of Sage Intacct as draft transactions using the transaction definition configured during setup. You only need to provide the minimum fields required to create a draft transaction. Each line will appear on the Revenue Transaction Entries page, where you can manage and prepare them for posting.

1. Go to Order Entry > All > Other transaction activity > View transactions.

2. Select Import.

3. Select Download template.

4. In File Explorer, open the template file and enter your data.

   Minimum fields required for a draft transaction

   • TRANSACTIONTYPE (use the transaction definition configured for this workflow)

   • DATE

   • DOCUMENTNO

   • CUSTOMER_ID

   • STATE (must be Draft)

   • LINE

   • ITEMID

   • QUANTITY

   • PRICE

   • LOCATIONID

5. Save the file as a CSV.

6. In Intacct, choose the file you prepared and select Import.

   Each transaction line will appear as a row on the Revenue Transaction Entries page.

   Learn more about importing Order Entry transactions.

Edit revenue transaction entries in bulk

On the Revenue Transaction Entries page, use bulk edit to assign revenue treatment and prepare entries for posting. Make sure you assign a Revenue template, Start date, and End date to recognize revenue.

1. Go to Order Entry > All > Revenue recognition > Revenue transaction entries.

2. Optionally narrow down the list by using the filters at the top of each column.

3. Select the checkbox at the far left of each row that you want to edit.

4. Above the table, select Edit.

5. Edit one or more fields.

   To recognize revenue, make sure you assign a Revenue template, Start date, and End date.

   When you edit a header-level field, the changes apply to all entries within the associated transaction, even those you didn’t select.

6. Select Save.

   If you do not see the Save button, adjust the size of your browser window.

Post revenue transactions in bulk

After your entries are prepared, post the transactions in bulk from the Revenue Transaction Entries page. To post, make sure you select all entries associated with a transaction document. Posting is an offline process that creates a bulk action run. After posting is complete, the entries are removed from the Revenue Transaction Entries page.

1. Go to Order Entry > All > Revenue recognition > Revenue transaction entries.

2. Use the filter at the top of the Document number column to filter by transaction.

   To post a transaction, it must have a document number. If a transaction is missing a document number, edit it in Order Entry to add the document number before posting.

3. Select the checkbox in the column header to select all entries on the page.

   To post a transaction, you must select all entries associated with the transaction. If there are more than 500 entries in the transaction, go to Order Entry > All > Other transaction activity > View transactions, and then view the header document and post it.

4. Above the table, select Post.

5. Select Post to confirm.

   A bulk action run is created. When the process is complete, you'll receive an email and the posted entries will be removed from the Revenue Transaction Entries page.

   If the transaction is modified before the bulk action run begins, the most recent version of the transaction will be posted.

Delete revenue transaction entries

Entries cannot be deleted directly from the Revenue Transaction Entries page. To delete an entry, go to its header transaction document in Order Entry > All > Transactions. Learn more about deleting a transaction in Order Entry.

Field descriptions

Revenue transaction entries list

Revenue transaction entries list field descriptions

Field	Description
Entry number	The row number of the transaction line within the transaction's entry table.
Document number	The unique identifier of the header transaction. To post, the transaction must have a document number assigned.
Date	The date of the transaction.
Item ID	The ID of the item associated with the transaction entry.
Customer ID	The ID of the customer associated with the transaction.
Customer name	The name of the customer associated with the transaction.
Price	The cost of the transaction entry.
Revenue recognition template	The template that defines the revenue recognition schedule for the transaction entry.
Start date	The date the revenue recognition schedule starts, unless the template defines it as the transaction date.
End date	The date the revenue recognition schedule ends.
Location ID	The ID of the location associated with the transaction entry.
Transaction definition	The type of transaction.
Transaction record number	The unique system-generated identification number of the header transaction. Select the link in this column to open the transaction.

Edit entries window

Header-level fields

Edit entries header-level section field descriptions

Field	Description
Customer	The customer associated with the transaction.
Bill to	The contact responsible for paying for the transaction.
Ship to	The contact where the product or service is delivered.
Date	The date of the transaction.
Date due	The date the payment is due.
Payment terms	Accounts Receivable terms that define how payment is due, such as Net 30 terms.

Line-level fields

Edit entries line-level section field descriptions

Field	Description
Rev rec template	The template that defines the revenue recognition schedule for the transaction entry.
Start date	The date the revenue recognition schedule starts, unless the template defines it as the transaction date.
End date	The date the revenue recognition schedule ends.
Item description	A description of the item.
Memo	The memo for the transaction entry. This could be something that clarifies the reason for the transaction.
Location	The location associated with the transaction entry.
Department	The department associated with the transaction entry.
Vendor	The vendor associated with the transaction entry.
Employee	The employee associated with the transaction entry.
Class	The class associated with the transaction entry.
Contract	The contract associated with the transaction entry.
Project	The project associated with the transaction entry.