Field descriptions: Order Entry

Accounts receivable

Select the default Accounts Receivable (AR) account for sales transactions (offset account).

Unbilled receivable

Select the default unbilled account to use in unbilled workflows.

Default group

Select the unit of measure (UOM) group to display as the default in transactions. A UOM group is a group of related measures. For example, the UOM group of Time includes seconds, hours, days, weeks, and years.

This option on the Inventory Control, Order Entry, and Purchasing configuration pages and is a global setting. If you change the Default group in any of these application configurations, you are changing the setting for all the applications.

Enable custom units of measure

Select this option if you need to create your own units of measure, as needed.

This option on the Inventory Control, Order Entry, and Purchasing configuration pages and is a global setting. If you enable or disable custom units of measure in any of these application configurations, you are changing the setting for all the applications.

After you enable this feature, it can be disabled only if a custom unit of measure hasn't been used in any transactions.

Foreign currency

If your company uses multiple currencies, this option enables you to use multiple currencies in your sales transactions. If you select this option, your transaction pages will include fields for tracking the transaction currency, base currency, and exchange rate.

This field appears only if multi-currency is enabled in the General Ledger (GL).

Use ledger and subledger restrictions for future posting dates

Use this option to inherit the thresholds that are configured for the General Ledger and Accounts Receivable for handling transactions that have a future GL posting date. The possible thresholds are:

• Show warning
• Do not allow transactions to be created
• Do nothing

The thresholds are applied depending on where the transaction posts, which is defined in the corresponding transaction definition:

• Posts to Accounts Receivable: The GL or AR threshold is applied, whichever is the most restrictive.
• Posts to General Ledger: The GL threshold is applied.
• Do not post: No threshold is applied.

The option does not apply to recurring transactions.

Enable draft mode

Gives users the option of saving transactions as a draft to finish and post later. When you select this option, Intacct adds a Draft button to the left of the Post button on Order Entry transaction pages.

Flag printed draft transactions as not printed

Ensures that draft transactions are not flagged as printed after any print or email option is used.

This feature applies to Order Entry transaction definitions with an edit and delete policy set to Before printing. Learn more about security configuration for Order Entry transaction definitions.

Display payment status

Adds a Payment details tab to Order Entry transactions so that you can see whether an order was paid for, along with any AR payment details, without having to go to Accounts Receivable. The option applies only to transactions that post to Accounts Receivable.

Enable advanced processing

This option lets you use the Process Transactions page to:

• Convert 2 or more transactions into 1 transaction.
• Convert line items from different transactions into 1 transaction.
• Convert 1 transaction into 2 or more transactions.

Enable bill-to contact at the line level (Contracts only)

This option is currently limited to Contracts data only.

Lets you add a bill-to contact on a contract line item. You can then consolidate invoices by unique contract line-level bill-to contact. This supports billing workflows that include reseller invoicing.

Learn more about Contracts invoice consolidation.

Enable ship-to contact at the line level

This option lets you add a ship-to contact on a sales transaction line item to:

• Calculate tax at the line level based on the ship-to contact. Taxes are always calculated at the line level based on a ship-to contact. However, users can change the ship-to contact at the line level, depending on the transaction definition configuration.
• Specify multiple ship-to addresses on a single sales transaction for use when printing sales documents.

A ship-to contact at the line level for tax calculation is only applicable to Avalara and Advanced Tax users. All companies can implement the configuration option to display ship-to contacts per line item in printed sales documents.

If you are also subscribed to Contracts, this option adds a ship-to contact on contract lines.

For multi-entity companies: Enable or disable this option at the top level.

To enable ship-to contacts on sales transaction lines:

1. Select the Enable ship-to contact at the line level checkbox and select Save. Enabling line-level ship-to contacts also enables line-level subtotals.
2. Optional. To let users change the Ship to contact on sales transaction line items, select the Allow editing checkbox next to the Ship to contact on each applicable sales transaction definition.

Enable inter-entity COGS journal entries

If you create sales transactions that use inventory from another entity, use this option to ensure that the value of the sold inventory is properly recorded in the General Ledger. Journal entries for inter-entity receivables and payables are automatically created for the COGS (cost of goods sold) when the sales transaction is posted.

For example, an OE sales invoice is created for Entity 1 for an item. However, Entity 1 does not have inventory for the item and takes it from a warehouse in Entity 2. When the OE sales invoice is posted, the following journal entries are automatically recorded to reflect that Entity 1 owes Entity 2 for the value of the inventory:

• DB: Inter-entity accounts receivable for Entity 2
• CR: Inter-entity accounts payable for Entity 1

Inter-entity COGS journal entries are automatically created when the transaction definition has these attributes:

• Decreases ONHAND inventory: Quantity & Value or Value-only
• Posts to AR or GL

The journal for the COGS posting is the inventory journal to which the transaction definition is mapped on the Configure Order Entry page (Documents configuration tab).

The IET account mapping that's set up for your company determines which inter-entity receivable and inter-entity payable accounts are used in the inter-entity balancing journal entry. It, too, is posted to the inventory journal to which the transaction definition is mapped.

Learn more about inter-entity sales of inventory.

Use line-level dimensions in the subtotals at the top level

For top-level transactions in a multi-entity environment only. Select this option to have the dimension values that are selected for the line items used as the dimension values in the subtotal lines. View the AR sales invoice in Accounts Receivable to see the subtotal dimension values.

If Edit subtotal dimensions at the top level is also selected, the dimension values from the line items override any dimension values that are selected for the lines in the subtotals.

Learn more about how Sage Intacct determines subtotal dimensions.

Edit subtotal dimensions at the top level

For top-level transactions in a multi-entity environment only. Select this option to specify dimension values in the subtotal lines for transactions.

If Use line-level dimensions in the subtotals at the top level is also selected, the dimension values from the line items override any dimension values that are selected for the lines in the subtotals.

Learn more about how Sage Intacct determines subtotal dimensions.

Convert transactions by price

Allows you to choose price instead of quantity (default) as a conversion option for non-inventory line items on orders and invoices.

Learn more about price conversion.

Allow override of item's default conversion type

For non-inventory items, this option allows users to change the default conversion type to price on orders and invoices.

Learn more about price conversion.

Distribute subtotals at the entity level

Select the checkbox to distribute the subtotals across the line items for transactions created at the entity level.

When you run custom reports for subtotal details, the subtotal information for the entity-level transactions is included.

Enable override of tax schedule on document entry

Allows you to override the default tax schedule for a transaction with tax implications. This applies only to transactions using Advanced Tax or a VAT tax solution.

You must enable Use Advanced Tax schedules to use this feature.

Contact information source

Specifies which contact information (name, email address, and phone number) to use when you email Order Entry documents.

• User profile: Uses the email address of the user who is emailing the documents.
• Contact profile: Uses the Contact email specified for the company (Company > Setup tab > Configuration).

Contacts in transaction dropdown lists

Options are:

• Show all contacts: Displays all contacts in transaction dropdown lists.
• Restrict to contacts related to customer only: Limits the contacts that are displayed in transaction dropdown lists to the contacts that are associated with the selected customer. When this option is selected, the contact list loads faster and users only have access to the most appropriate contacts.

If you restrict the displayed contacts, expect the following behavior:

• You can only select a contact from a dropdown list if the applicable transaction definition allows editing of the Bill-to or Ship-to contacts.
• Only contacts that are assigned to customer records on the Contacts tab will appear in transaction dropdown lists. The Find functionality is not available in restricted dropdown lists.

Use Advanced Tax schedules

Enables Advanced Tax for the tax calculation method. You create tax details, schedules, and tax schedule maps to define the tax mapping for the tax calculations in transactions.

Enable subtotal templates

In a multi-entity environment, enables using subtotal templates to populate the transaction subtotals in a transaction definition instead of defining them inline. You can use subtotal templates in transaction definitions that are created at the top level. They are especially useful for setting up a transaction definition that's used in different entities where different subtotal calculations need to be applied for the different entities.

Price schedules

A price schedule defines a percentage discount on top of a specific price list, such as a 10% discount on top of your retail price list. Select this option if you want to create one or more named price schedules, which you can then assign to customers to track discounts.

Customer price lists

Enables you to assign price lists to specific customers. If you assign a price list to a customer, this price list overrides the one that's associated with the transaction definition for the Order Entry transaction.

Fixed customer discounts

Enables you to assign a blanket discount percentage (for example, 10% off everything) on a customer-by-customer basis. This option adds a Discount percent field to Customer records. When you sell an item to a specific customer, the system proposes the latest price, which includes the discount.

Line-item discount on suggested price

Select to add a Discount percent field to line items on Order Entry transactions to add impromptu discounts. For example, if this option is enabled, users can add a percentage discount to a particular line item.

Default decimal places

The system default is 2 decimal places for unit price and cost. Depending on your required level of precision, you can set as many as 10 decimal places. However, Intacct rounds values to 10 decimal places for costing calculations, to 2 decimal places for the General Ledger, and to 2 decimal places for reports.

If you are subscribed to Contracts, this field must be set to 10.

Start and end date

Select if you have items that are contracts or subscriptions. When you select this option, Intacct adds a Contract tab to the Item Information page so that you can define the contract period for an item.

When this option is selected, you can:

• Define the contract period for an item on the Contract tab on the Item Information page. For example, you might have a subscription item that has a 12-month period.
• Add the item to an order, along with the actual start and end date.

Kits

Enables grouping a set of individual components, which you build and invoice as a single item. For example, you can build a group of computer components into a computer that you sell and invoice as a single item.

Do not allow negative inventory globally

This option affects whether you can save Order Entry or Inventory Control transactions that create negative inventory for items:

• Select this option to prevent saving transactions that would cause the quantity on hand to become negative at all warehouses. Sage Intacct issues a warning message instead.

  By default negative inventory is prevented globally (this option is selected). With this option selected, you can choose to allow negative inventory at specific warehouses. For example, if you use a drop-ship workflow, you might want to use a separate drop-ship warehouse where negative inventory is allowed. With a separate warehouse, you can convert the drop-ship sales orders to sales invoices without having to worry about having the PO receipts recorded first.

• Deselect this option to permit transactions which cause the quantity on hand to become negative.

  COGS for negative quantities

  The COGS for negative quantities is calculated using the last purchase cost previously recorded for average, FIFO, and LIFO items and the standard cost in effect for standard cost items.

  In the rare situation where the first transaction for an inventory item is a sale and not a purchase, a last purchase cost does not exist and the COGS would be zero. However, when Inventory Control was implemented, an inventory adjustment that affects quantity and value was most likely used to set up a beginning balance for the item, which then acts as the last cost. If Sage Intacct cannot find a last cost, it creates a zero-value journal entry for COGS.

Turn off editing during conversion

Select to prevent users from making certain changes during the workflow, such as adding or editing line items, or increasing quantities. When this option is selected, users can still decrease quantities and delete line items.

For example, if you create a sales order with a quantity of 10 and then convert it to a shipper, you cannot increase the quantity to 12.

Warehouses

Product lines

The Manage buttons are shortcuts for opening the corresponding lists.

You can also open the lists for warehouses and product lines on the Setup tab of the Order Entry menu.

Enable drop ship

This option can be enabled if you are subscribed to Order Entry and Purchasing.

Indicates whether to enable a drop-ship workflow that allows the system to automatically create purchasing transactions for sales transaction line items that are selected for drop ship. The drop-ship items in the transaction are shipped directly to the customer. Before enabling this option, refer to Set up drop ship for transaction definition requirements and for detailed information on the other steps needed to implement the drop-ship workflow.

If you select this option, a table appears in which you enter the sales transaction and purchasing transaction relationships. The table tells the system which purchasing transactions to create from which sales transactions. The same sales transaction can only be specified once.

In a multi-entity, shared environment, you enable drop ship at the top level. You can then map transaction definitions at the top level, entity level, or both.

Enable buy to order

This option can be enabled if you are subscribed to Order Entry and Purchasing.

Indicates whether to enable a buy-to-order workflow that allows the system to automatically create purchasing transactions for sales transaction line items that are selected for buy to order. The buy-to-order items are shipped to you or a third party for final finishing and shipping. Before enabling this option, refer to Set up drop ship for transaction definition requirements and for detailed information on the other steps needed to implement the buy-to-order workflow.

If you select this option, a table appears in which you enter the sales transaction and purchasing transaction relationships. This tells the system which purchasing transactions to create from which sales transactions. The same sales transaction can only be specified once.

In a multi-entity, shared environment, you enable buy to order at the top level. You can then map transaction definitions at the top level, entity level, or both.

Sales transaction definition

Select the Order Entry transaction definition from which you want to allow a purchasing transaction to be initiated. Keep in mind the following when selecting a sales transaction definition:

• You can map a sales transaction definition to only one purchasing transaction definition.
• You can map multiple sales transaction definitions to the same purchasing transaction definition.
• Choose one sales transaction definition per workflow to be the drop-ship initiator. For example, Sales Workflow A is: Sales Order A --> OE sales invoice A. In this scenario, do not map both Sales Order A and OE sales invoice A to a purchasing transaction, because you could end up with two purchasing transactions. Only map one sales transaction in a given workflow to a purchasing transaction. Learn how to view transaction definition workflows.
• If at least one drop ship transaction has been created from a mapped relationship, you cannot delete or edit the mapped relationship. You can deselect the Active checkbox for the mapping to inactivate the relationship. This frees up the sales transaction definition to be mapped differently.
• For multi-entity, shared companies: If you are setting up drop ship mapping relationships at the top level, you can only map transaction definitions that were created at the top level. If you are setting up drop ship mapping relationships at the entity level, you can only map transaction definitions that were created at the entity level.

Purchase transaction definition

Select the Purchasing transaction definition that you want to be created from the corresponding sales transaction definition.

Active

Indicates whether the corresponding sales and purchasing transaction relationship is active. If selected, a Drop ship field appears on the corresponding sales transaction.

If at least one drop ship transaction has been created from a mapped relationship, you cannot delete or edit the mapped relationship. You can deselect Active to inactivate the relationship. This removes the Drop ship field from the corresponding sales transaction.

To disable drop ship completely after you have used it, deselect Active for each mapped relationship.

Created at

In a multi-entity environment, shows where the mapped relationship was created:

• Top level: The mapped relationship was created at the top level.
• <entity ID >: The mapped relationship was created at the identified entity.

Enable advanced workflow

By default, when you first configure Order Entry, Purchasing, or Inventory Control, you are asked to select a standard workflow. If your company has more needs, advanced workflows can be enabled and created.

To set up advanced workflows, select Enable advanced workflow in the Configure Inventory Control, Configure Order Entry, or Configure Purchasing page.

Learn more about the difference between standard and advanced workflows.

Enable tracking and reporting against each selected dimension

This section displays the list of standard dimensions that are enabled in your General Ledger.

Select the standard dimensions you want to use in this application for tracking and reporting.

• Projects dimension:

  You can enable a simple Projects dimension without subscribing to the Projects application. First, enable the Projects dimension in General Ledger. Then, enable the Projects dimension in Accounts Receivable and use Accounts Receivable permissions to control access to it.

  A Projects dimension limits functionality mainly to reporting.

  A Projects subscription expands your ability to do the following:

  • Add tasks to your projects
  • View a project summary
  • Generate project invoices
  • And more

  Contact your Sage Intacct account manager to enable your Projects subscription.

• Task dimension: The Task dimension is dependent on the Project dimension and a subscription to Projects. After it’s enabled, you cannot inactivate the Task dimension.
• Asset dimension: The Asset dimension is only available with a subscription to Fixed Assets Management.

Sage Intacct propagates dimensions across your application pages where you can select dimension values to apply to specific transactions.

For example, if you create a sales order, use the customer dimension to tag the transaction so that you can track and report on revenue per customer. Or, if you create a purchase order, use the supplier dimension to tag the transaction so that you can track and report on costs per supplier.

Row element icon

The row element icon appears in the first column to the left of the Row number column. Use the icon to set the order for how the transaction definitions appear in the Transactions section of the Order Entry menu:

1. Select and hold the row element of the document you want to move, drag the document to the desired location, and release the mouse button.
2. Repeat until all documents are in the order that you want.
3. Select Save. Upon refresh, the Order Entry menu will show the new document order.

Row number

Number of the row in the table.

Label

The transaction definition name.

Active or inactive

Appears for advanced workflows only. A check mark indicates that the transaction definition is active. Deselect any transaction definition that you want to deactivate. Users can only create or convert to transaction definitions that are active.

Summary frequency

How often transactions of this type are summarized and posted in the General Ledger.

Inventory journal

Select the journal to which you want to post journal entries related to inventory. This field is only applicable to transaction definitions that affect ONHAND inventory.

Rev rec journal

Select the journal to which to post journal entries that are related to revenue recognition. This field is only applicable to transaction definitions that have Enable revenue recognition set to Post or Display only.

This column is read-only and reflects the summary frequency setting defined in Revenue Management configuration. It indicates how often revenue recognition schedule entries are summarized and posted to the General Ledger. This field only applies to transaction definitions where Enable revenue recognition is set to Post or Display only.

Default deferred revenue account

Select the default account that the system will use to post deferred revenue to in the event an item on the sales transaction does not have a deferred revenue account associated with its item GL group. This field is only applicable to transaction definitions that have Enable revenue recognition set to Post or Display only.

Additional posting journal

For transaction definitions that are configured for additional posting to the GL. Select the journal to which to post the additional GL journal entries.

Posting additional GL entries is typically used when a previous transaction in the workflow posted to the GL in a user-defined book.

Sales journal

For transactions that post directly to the General Ledger, select the journal to which to post journal entries that are related to sales.

Email template

Select the custom email template that you want to be the default template when a user chooses to send an email from this transaction type. Email templates associated with a Customer record will override this email template setting for transactions for that customer.

Learn more about email templates.

Do not validate origin of lines before deleting change documents

Validate whether a line reference exists between change order documents. A line reference between change orders determines the order in which you can delete change orders.

• Unselecting the Change management setup option (default) validates whether a line reference exists between change order documents. You cannot delete a change order document that created a line in another document until no other documents reference the line. First, you must delete the change orders that reference the line in the original document. Then, when no other line references exist between the documents, you can delete the original change order.
• Selecting the option means you can delete change order documents in any order, without validating that line references exist between documents.

Learn more about change management.