Enhanced interface

How Sage Intacct populates draft vendor invoices

Artificial Intelligence/Machine Learning (AI/ML) draws data from several sources when populating the header, line item, and subtotal information in draft vendor invoice. These sources include the following:

AI/ML predictions
The source purchasing transaction, such as a matched purchase order
The vendor document that you uploaded or emailed
The transaction definition for the vendor invoice

Header information

AI/ML uses predictions to match the vendor document to the following:

The correct vendor information record
The source purchasing transaction, which is shown in the Converted from field, when document matching is selected.

After the vendor and source purchasing transaction are identified, header fields are populated using data from the vendor information record, the uploaded or emailed vendor document, and the source purchasing transaction.

Line items

For automated transactions with document matching, line items are copied directly from the source purchasing transaction. You can then compare these to the attachment to see if further edits are required.

For automated transactions without document matching, line items are predicted by AI/ML

Subtotals

The Subtotals section of the vendor invoice is populated using the discounts and charges you defined in the transaction definition template that was used to create the vendor invoice.

If a discount or charge on the vendor document varies from what was defined on the transaction definition, you can edit the value on the vendor invoice.

The Subtotals section does not appear in the following circumstances:

When the vendor and all items IDs are non-taxable
When Subtotals were not enabled in the transaction definition

Date formats

AI uses various parameters to interpret date formats in documents, including the following factors:

Vendor country: Determines regional date format preferences. For example, 4/11/2025 could be April 11 or November 4.
Historical data: Uses past data to identify common date patterns.
Template models: Applies trained models specific to vendors for improved accuracy.
Date string structure: Analyzes the format to decide which part represents the day, month, and year.
Contextual signals: Considers surrounding text to assign meaning. For example, due date or issue date.

By combining these elements, AI can accurately extract and interpret dates from documents.

Field details for automated transactions with document matching

Fields in the Header section

Field	Source
Date	The vendor document that you uploaded or emailed.
Vendor	AI/ML predicts the best vendor match. If AI/ML cannot make a confident match, you are alerted with an Import exception. You'll need to select a vendor and then choose the source purchasing transaction that you want to convert from.
Pay to	The vendor information record.
Return to	The vendor information record.
Project	The source purchasing transaction.
Custom objects	Custom objects in the header are not populated.
Document number	Uses the next available number in the sequence selected in the transaction definition, unless the transaction definition is set to inherit the source document number.
Converted from	The source purchasing transaction match as predicted by AI/ML. You can override this selection.
Payment terms	The Term defined on the Payment information tab of the vendor information page. If you did not define a term for the vendor, the field is empty.
Date due	The due date is populated as follows: If the Term is defined on the vendor information page, Intacct uses the term to calculate the due date. If you did not define a term for the vendor, the due date comes from the vendor document. If a due date is not included on the vendor or if it is not readable, Due date is left empty.
Reference	This field is left empty.
Vendor document number	The invoice number from the source bill.
Message	The source purchasing transaction.
Shipping method	The source purchasing transaction.
Attachment	This is the vendor document that you uploaded or emailed.
Txn currency	For multi-currency companies, the transaction currency is the currency as shown on the vendor document. If AI/ML cannot read the currency from the vendor document, the base currency of the entity is used.
Exchange rate date	The invoice date on the vendor document that you uploaded or emailed.
Exchange rate type	If your company uses custom exchange rate types, Intacct uses your default Exchange rate type. Alternatively, if your company hasn't defined any custom exchange rate types, the Intacct daily rate is used.
Exchange rate	The current exchange rate that your company set for this currency.
State	The state is always set to Draft.

Fields in the Entries section

Entries are populated using line items from the source purchasing transaction, unless Line-level matching is enabled in Configuration.

Field	Description
Item ID	The source purchasing transaction.
Cross-reference item ID	This field is left empty.
Quantity	Predicted by AI/ML.
Unit	The source purchasing transaction.
Allocation	The source purchasing transaction.
Price or Base price	Predicted by AI/ML.
Extended price or Extended base price	The calculation of the line item Price multiplied by Quantity.
Item description	Predicted by AI/ML.
Memo	The source purchasing transaction.
Billable	The source purchasing transaction.
Form 1099	The source purchasing transaction.
Form 1099 type	The source purchasing transaction.
Form 1099 box	The source purchasing transaction.
Standard dimensions	The source purchasing transaction.
Custom dimensions	The source purchasing transaction.

Fields in the Subtotals section

Field	Source
Description	The transaction definition for the vendor invoice.
Percent	The transaction definition for the vendor invoice.
Transaction value	The transaction definition for the vendor invoice.
Base value	The transaction definition for the vendor invoice.
Transaction total	The transaction total calculated fro the draft vendor invoice.
Base total	Calculated using the transaction definition Subtotals and vendor invoice Transaction total.

Field details for automated transactions without document matching

Fields in the Header section

Field	Source
Date	The vendor document that you uploaded or emailed.
Vendor	AI/ML predicts the best vendor match. If AI/ML cannot make a confident match, you are alerted with an Import exception. You'll need to select a vendor and then choose the source purchasing transaction that you want to convert from.
Pay to	The vendor information record.
Return to	The vendor information record.
Project	Project in the header is not populated.
Custom objects	Custom objects in the header are not populated.
Document number	Uses the next available number in the sequence selected in the transaction definition, unless the transaction definition is set to inherit the source document number.
Payment terms	The Term defined on the Payment information tab of the vendor information page. If you did not define a term for the vendor, the field is empty.
Date due	The due date is populated as follows: If the Term is defined on the vendor information page, Intacct uses the term to calculate the due date. If you did not define a term for the vendor, the due date comes from the vendor document. If a due date is not included on the vendor or if it is not readable, Due date is left empty.
Reference	This field is left empty.
Vendor document number	The invoice number from the vendor document that you emailed or uploaded.
Message	This field is left empty.
Shipping method	This field is left empty.
Attachment	This is the vendor document that you uploaded or emailed.
Txn currency	For multi-currency companies, the transaction currency is the currency as shown on the vendor document. If AI/ML cannot read the currency from the vendor document, the base currency of the entity is used.
Exchange rate date	The invoice date on the vendor document that you uploaded or emailed.
Exchange rate type	If your company uses custom exchange rate types, Intacct uses your default Exchange rate type. Alternatively, if your company hasn't defined any custom exchange rate types, the Intacct daily rate is used.
Exchange rate	The current exchange rate that your company set for this currency.
State	The state is always set to Draft.

Fields in the Entries section

Field	Description
Item ID	Predicted by AI/ML.
Location	Predicted by AI/ML.
Department	Predicted by AI/ML.
Cross-reference item ID	This field is left empty.
Quantity	Predicted by AI/ML.
Unit	This field is left empty.
Allocation	This field is left empty.
Price or Base price	Predicted by AI/ML.
Extended price or Extended base price	The calculation of the line item Price multiplied by Quantity.
Item description	Predicted by AI/ML.
Memo	This field is left empty.
Billable	This field is left empty.
Form 1099	This field is left empty.
Form 1099 type	This field is left empty.
Form 1099 box	This field is left empty.
Standard dimensions	This field is left empty.
Custom dimensions	This field is left empty.

Fields in the Subtotals section

Field	Source
Description	The transaction definition for the vendor invoice.
Percent	The transaction definition for the vendor invoice.
Transaction value	The transaction definition for the vendor invoice.
Base value	The transaction definition for the vendor invoice.
Transaction total	The transaction total calculated fro the draft vendor invoice.
Base total	Calculated using the transaction definition Subtotals and vendor invoice Transaction total.