Draft, post, and save

How you add information in Sage Intacct depends on the type of information you want to enter. You can enter information that:

  • Affects your GL, such as transactions.
  • Has no impact on the GL, such as suppliers, customers, and items, and configuration information, such as transaction definitions.

You can save, save as a draft, and post information to Intacct.

Draft

When you create or partially create a transaction and select Draft, the transaction is now entered in Intacct, but does not affect anything yet. For example, if a draft transaction is created in Order Entry or Purchasing, it cannot be converted to another document in the Sales or Purchasing life cycle until it’s posted. Another example is that the draft sales orders in Order Entry cannot be converted to OE sales invoices.

  1. To enter an adjustment, go to Accounts Payable, and select Add (circle) next to Adjustments.
  2. Enter information that describes the adjustment.
  3. Select the type of adjustment that you’re creating from the Type dropdown.
  4. To store a digital version of a supporting document, in the dropdown next to Attachment, select an attachment.
  5. Enter line item information for each line item in this adjustment.
  6. Select Draft & new >Draft. Intacct saves the entry, but does not post it. To save it as a draft but continue creating adjustments, select Draft & new.

You save the adjustment as a draft without affecting anything. You're just saving your progress so far. Later on, you or another user can come back and post the transaction.

Post

After you create a transaction in Accounts Payable, Accounts Receivable, and the General Ledger, and select Post, if all requirements are met, the transaction is sent to the GL.

Some transactions in Purchasing, Order Entry, and Inventory are based on transaction definitions that specify no GL impact. In such cases, when you select Post, the transaction does not affect the GL. For example, if you create a purchase requisition or a sales quote, there's no need for the transaction to go to the GL because there's no valid AP or AR impact until the document is converted to a PO purchase invoice in the life cycle.

  1. Go to Order Entry and select Add (circle) next to OE Sales Order.
  2. Enter the information about the sales order in the OE Sales Order page.
  3. When you have completed entering the information, select Post to save and post it. At this point, you could also save it as a draft and come back to it later.

You can now move the sales to the next step in the workflow.

Save

When you create certain types of records, such as customers, suppliers, and items, which are used to create transactions, selecting Save adds the records to Intacct.

When you save a record, you're not posting a transaction. You're creating a type of record that's used in transactions. For example, customers, suppliers, and users are all saved because they’re used later to create AP supplier invoices, AR sales invoices, and employee expense requests.

Generally, items that can be saved are not saved as drafts or posted.

  1. Go to Accounts Receivable > Setup > Customers, and select Add (circle) next to Customers.
  2. On the Customer tab, enter the Customer company and contact information.
  3. Select the Additional information tab and enter any accounting details for this customer, such as parent, GL group, or credit limit.
  4. Select the Contact list tab, and then enter categories and contacts to be associated with this customer and appropriate customer contacts for billing and shipping.
  5. Optionally, set up customer payment methods.
  6. Select Save to save the customer record.

You can now select this customer when creating AP supplier invoices, AR sales invoices, and other transactions.

Find a transaction

To make it easy to locate draft and posted journal entries and other transactions, the Transactions list for each object contains a State column. This column indicates whether the entry was saved as a Draft or Posted.

  • Filter for draft or posted transactions on the fly: In the appropriate transaction list view, select either Draft or Posted in the State column.
  • Create a permanent custom view that filters for draft or posted transactions: Create a view, and set the filter to State = Draft or State = Posted. The custom view is available for use whenever you go to the list.

Delete a draft transaction

Transactions that you save as drafts can be deleted. Regardless of where the draft was created, for example, an AP adjustment, an AP supplier invoice, journal entry, or other draft, the way you delete it’s the same.

  1. Find the appropriate list, for example AP adjustments list, Journal entry > View transactions, Purchasing > PO purchase invoices and so on.
  2. Select the transaction and select Delete.
  3. Select OK to confirm that you want to delete the draft.

To delete a transaction that's already been posted, reverse it first.