Enhanced interface

Add usage

A usage record contains the quantity of a contract line item that a customer used or consumed during a specific time period. You can add usage records manually, import them via a CSV file, or upload them via your company's integration with another business system.

What happens when you add a usage record?

Depending on how the contract line is set up, the following happens when you add a usage record:

For variable quantity billing: The usage record is available for billing. It does not appear in a billing schedule.
For committed quantity billing: The usage record is available for billing. It appears in the billing schedule with a scheduled posting date equal to the usage date. The scheduled amount is equal to the usage quantity x the committed rate.
For quantity-based revenue recognition: The associated usage value is available to recognize. It appears in the revenue schedule with a scheduled posting date equal to the usage date and a corresponding amount equal to the applicable percentage of the flat/fixed amount.

Add usage

You can add usage manually in the following two ways:

Using the Contract line - Usage tab
Using the Usage Data page

See Recurring usage if you want to add recurring usage.

Subscription	Contracts
Regional availability	Australia Canada South Africa United Kingdom United States
User type	Business
Permissions	Usage record permissions are controlled via the Contract record permissions: Contract: List, Add
Configuration	Enable usage billing is set to true in the Configure Contracts page.
Restrictions	You cannot add usage to "Draft" or "Renewal only" contract lines.

Add a usage record in the Contract line - Usage tab

You can add a usage record to In progress contract lines using the Usage tab. If the contract line state is Canceled, add a usage record using the Usage Data page.

Go to Contracts > All > Contracts.
Find the contract to which you want to add a usage record.
Select More actions > Edit at the end of the row.
Select Edit next to the applicable contract line.
In the Contract lines popup window, select the Usage tab.
Select Add located above the top-left corner of the Usage table.
Use the calendar tool to select the Usage date.
Enter the quantity used in the Quantity field.
Optionally, modify the service period date fields.
Select Save.

Open an existing contract in Edit mode.
Select Edit next to the applicable contract line.
In the Contract lines popup window, select the Usage tab.
Select Add located above the top-left corner of the Usage table.
Use the calendar tool to select the Usage date.
Enter the quantity used in the Quantity field.
Optionally modify the service period date fields.
Select Save.

Add a usage record using the Usage Data page

Go to Contracts > All and select Add (circle) next to Usage.
In the Usage Data page, use the Contract dropdown list to select the applicable contract.
Use the Contract line no. dropdown list to select the applicable contract line.
Use the calendar tool to select the Usage date.
Enter the quantity used in the Quantity field.
Optionally modify the service period date fields.
Select Save.

Intacct populates the page with default information from the selected contract.

Import usage

Users with the appropriate permissions can create multiple usage records by importing the data using a CSV file.

Usage records must be added in chronological order from oldest to newest. For example, say you’re importing two usage records dated January 15 and February 04. In the usage import CSV file, add the January 15 record to row 3 and the February 04 record to row 4.

Go to Contracts > All > Usage.
Select Import.

The Import Contract Usage dialog appears.
Select the Download template link.

The template opens in Excel.
Prepare the CSV file for import. See Import usage for detailed information.
When you’re ready to import the file, return to the Usage Data list and select Import.

The Import Contract Usage dialog appears.
Find the CSV file that you want to import.
Specify the email address where results should be sent. If any records fail to import, you’ll be notified by email.

Select other options as needed.

Import file option descriptions
Option	Description
Browse	Use the Browse button to locate and select the CSV file you want to import.
Date format	When you select a date format here, Sage Intacct attempts to import your file using the selected date format. If Intacct can’t import your file with the selected date format, it attempts to discover the date format used in your file and import the data using that date format.
File encoding	Leave this option set to "auto-detect" unless you're unable to import your file. Depending on your operating system, you may need to select a different type of file encoding.
Process offline	Some imports can take considerable time, depending on their size and how much processing the system must do on the uploaded data. If you're not sure how much time your upload will take, select Process offline. When the system completes the process, it sends an email to the address you provide in the Email results to this address field. The system also sends you any errors that may have occurred in the process. If you prefer to wait until the upload process is complete, don’t select the Process offline checkbox. Transactions and other records that are processed offline show a source of System in the audit trail, instead of CSV import.
Email results to this address	Email address to which import results and errors should be sent. You can enter multiple email addresses, separated by a semicolon (;) or comma (,). Sage Intacct highly recommends entering an email address.

Select Import.

One of the following will appear:
- Import Success Notification - all usage records were imported successfully. Select Done to dismiss the dialog.
- Import Error Notification - at least one usage record couldn’t be imported. See Import error notification for detailed information on how to resolve any errors.

View usage records

You can view all usage records for a contract or view all usage records for a particular contract line.

View all usage records for a contract

Go to Contracts > All > Usage.
In the textbox beneath the Contract field, enter the desired contract number and type Enter.

Go to Contracts > All > Usage.
In the Usage Data list, enter the desired contract number in the text box beneath Contract and select the Go link next to it.

View all usage for a contract line

Go to Contracts > All > Contracts.
Find the contract to which you want to add a usage record.
Select More actions > Edit at the end of the row.
Select Edit next to the applicable contract line.
In the Contract lines dialog, select the Usage tab.

Open an existing contract in Edit mode.
Select the pencil icon next to the applicable contract line.
In the Contract lines dialog, select the Usage tab.

Field descriptions

Usage Data list columns

Usage data list columns field descriptions
Field	Description
Contract Contract name	The ID and name of the contract associated with the usage record.
Customer name	The customer associated with the contract.
Contract line no.	The contract line identifier associated with the usage record.
Item Item name	The ID and name of the item associated with the usage record.
Usage date	The date associated with the item usage. This can be the date the usage was added to Intacct, the date the actual usage occurred, and so on. Usage records must be added in chronological order from oldest to newest. For example, say you’re adding two usage records dated January 15 and February 04. Add the January 15 record first and then add the February 04 record. The usage date is restricted as follows: For variable quantity billing: For termed contracts: The usage date must be on or after the contract line start date. For evergreen contracts: The usage date must be on or after the start date of the recurring billing period with which it is associated. For committed quantity billing: The usage date must be on or after the contract line start date and on or before the contract line end date. The usage date must also be on or after the most recent usage date. For quantity-based revenue: The usage date must be on or after the contract line start date. For quantity-based revenue that's included in an MEA, the usage date is further restricted as follows: Cannot be dated between two MEA allocation effective dates. For example, if MEA allocation #1 is dated 01/01/2022 and MEA allocation is dated 02/01/2022 and both MEA allocations exist when usage is added, the new usage record cannot be dated 01/15/2022. Cannot be dated before the first MEA allocation if there's at least one existing usage record dated after the first MEA allocation. For example, if the MEA allocation is dated 02/01/2022 and there's an existing usage record dated 02/05/2022, you cannot add a usage record dated 01/15/2022. If the 02/05/2022 record didn’t exist, you could add the 01/15/2022 record. If you need to add a usage record dated between two MEA allocations, clear the last MEA allocation, add the usage record, and then create the MEA allocation again. For recurring usage, the Usage date is the effective date of the initial recurring usage record.
Quantity	The quantity of the item that was used or otherwise consumed. Although you can enter a negative value in this field, see Negative usage for expected behavior. You can add usage quantities with up to 2 decimal places. If you input more than 2 decimal places, Intacct rounds the quantity to two decimal places. For example, if you enter a usage quantity of 1.3456, Intacct rounds it to 1.35. Intacct includes partial quantities in included unit calculations. For example, if the included units is 10.5 and the quantity used for the period is 11, Intacct bills the 0.5 quantity at the applicable usage rate.
Usage type	Will display one of the following options: Billing - committed: The usage record is associated with a committed quantity contract line. The usage quantity is used for billing and counts towards the committed quantity. It’s billed at the committed quantity rate. Billing - overage: The usage record is associated with a committed quantity contract line where the committed quantity has been completely consumed and overage is allowed for billing. The usage quantity is used for billing and is billed at the applicable billing price list rate. Billing - variable: The usage record is associated with a variable quantity contract line. The usage quantity is used for billing and is billed at the applicable billing price list rate. Revenue: The usage record is associated with a quantity-based revenue recognition contract line that may also use committed quantity billing. The usage quantity is used for quantity-based revenue recognition and may also be used for committed quantity billing. Tracked - revenue: The usage record is associated with a quantity-based revenue recognition contract line and the total revenue quantity has been used. The contract line may also use committed quantity billing and the "If usage exceeds the committed quantity" field is set to "Do nothing". You can report on this type of usage, but you cannot recognize or bill it. Tracked - variable: The usage record is associated with a committed quantity contract line where the committed quantity has been completely consumed and the "If usage exceeds the committed quantity" field = "Do nothing". You can report on this type of usage, but you cannot bill it.
Billed date	The transaction date on the invoice associated with the usage record.
Service period start date	Indicates the beginning of the time frame during which your business’s services are provided or consumed for this usage entry. Learn more about service periods.
Service period end date	Indicates the end of the time frame during which your business’s services are provided or consumed for this usage entry. Learn more about service periods.
Document ID	The invoice ID associated with the usage record.
Recur usage date	The date the recurring usage record is available to bill. Intacct automatically sets the Recur usage date when it creates the recurring usage record. This field is only applicable if the contract line has Usage quantity recurs set to true. Learn more about recurring usage. This field does not appear in the default Usage list view and does not appear on the usage record. To see this field in your Usage list, create a custom view for the Usage list and include this field.