Enhanced interface

Recurring templates—Order Entry

The recurring template contains the transaction header, line item details, and schedule for a recurring transaction. On each scheduled transaction execution date, the system scheduler automatically copies this recurring template to create a new transaction for the duration of the schedule.

Scheduled jobs run shortly after midnight (plus any defined offset) in the time zone set on the Company Information page.

Subscription	Order Entry
Regional availability	All regions
User type	Business Warehouse user
Permissions	Recurring transactions: Add, Edit, List, View

Create a new recurring template

When you create a recurring template, you are starting with a blank template. In the template you'll define required header information, at least one line item, and pricing data. Transactions created from this recurring template will be the first transactions in any workflow (as they are not being converted from any existing transactions).

Go to Order Entry > All > Other transaction activity and select Add (circle) next to Recurring transactions.
From the Document type dropdown list select the type of transaction to be created from the recurring template, then select Apply.

The system refreshes the page to change the title to Recurring <transaction name> and displays the fields you'll use to define the transaction template.
Enter the desired information in the applicable fields. At a minimum, complete the required header fields and add at least one line item to save the template. See the Transaction tab field descriptions for details about each field.
For a recurring sale template with a transaction definition configured to Enable payment processing, select the Payment tab and enter data in the applicable fields. See the Payment tab field descriptions for details about each field.
Select the Schedule tab and enter the following information:
1. Start date: The date the recurring template is to begin.
2. Repeats, Every: How often the recurring transaction is to be created.
3. Ends: When to stop the schedule.
See the Schedule tab field descriptions for details about each field.
Select Save.

The system validates the template against configuration settings. Any required but missing data will prompt one or more error messages. If this happens, correct the data indicated in the error messages and then save the template.

Saving a recurring template has no impact on the GL. Recurring templates that create a transaction that posts (for example, a OE sales invoice), post on the scheduled execution date (if the execution is successful).

Create a recurring template by line item conversion

Convert a transaction by line item into a recurring transaction

Converting by line allows you to set certain items to recur, such as licenses and maintenance, while leaving other items in their original single-order state. To convert transactions by line, Enable line-item conversion must be enabled in the transaction definition for the transaction type. Learn more about Order Entry transaction definitions.

With a transaction open, you can create a recurring template from a line item. Simply attach a recurring schedule to each line item you convert and assign a recurring transaction type. Posting the current transaction automatically creates a recurring template for each converted line item or group of line items. You can then edit the recurring templates as required.

Line items are grouped by the recurring schedule selected for each line item. For example, if you select the "Bimonthly" recurring schedule for two line items and the "Quarterly" recurring schedule for three line items, Sage Intacct will create two recurring templates: One for two items with the "Bimonthly" recurring schedule and one for three items with the "Quarterly" recurring schedule.

If you want two line items with the same recurring schedule to start on different dates, create two recurring templates. Intacct does not support line item start and end dates on recurring templates.

After creating a recurring template, you can add line items to the template from other sales orders. You'll use the same convert-by-line process with a different set of fields. See Add a line item to an existing recurring template for details.

In the applicable Order Entry transaction type list, locate the transaction you want to convert and select Convert by line.

The transaction appears in Edit mode and contains additional fields for Sales contract ID and Sales contract description in the transaction header. If the line items are part of a contract, use these fields to add any contract reference information to help you identify the transactions created from the recurring template.
Edit any transaction details as desired.

Any changes will be saved in the transaction being converted.
Select the line item you want to convert and then Show details.

The Entries details displays a Convert by line section.
In the Create recurring template field, select Manually create template.
Use the dropdown list in the Recurring schedule field to select the desired recurring schedule.
Use the dropdown list in the Document type field to select the transaction type that you want to be created from the recurring template. This list only displays transaction types to which this transaction can be converted.
If the selected recurring schedule is configured to use a user-defined schedule start date, use the calendar tool to select a Schedule start date. If no date is specified, the Transaction date is used as the schedule start date.
If the selected recurring schedule does not specify installment pricing, you can select Installment pricing here (installment pricing automatically divides the line item price by the number of invoices determined by the recurring schedule).
Repeat steps 3 through 7 for each line item you want to convert.
Select Post. The transaction State changes to either:
- Converted by Line: all transaction line items were converted by line. If you converted less than the original quantity of a transaction line item, Intacct still considers the line converted. The transaction line is not available for further processing, regardless of the partial conversion handling settings on the transaction definition.
- Partially Converted by Line: you converted some but not all transaction line items by line.

To view the recurring template:

Do one of the following:
- Go to Order Entry > All > Other transaction activity > Recurring transactions. Find the recurring template in the list and select More actions > View at the end of the row.
- Open the transaction you just converted by line, select the History tab, and then select the Template link next to the desired line item in the Line-item conversion templates table.

Do one of the following:
- Go to Order Entry > All > Other transaction activity > Recurring transactions. Find the recurring template in the list, and select View next to it.
- Open the transaction you just converted by line, select the History tab, and then select the Template link next to the desired line item in the Line-item conversion templates table.

If for some reason you want to set the source transaction back to a Pending state (which makes it available for editing), delete the recurring template associated with it. If transactions have already been created from the template, you will have to also delete those transactions.

Create a recurring template from an existing transaction

A recurring template created from an existing transaction will be defined for the same customer and transaction type as the existing transaction. So, you will not be able to change the Customer or Document type fields in the recurring template.

If you want to create a recurring template that will create an OE sales invoice for Customer A, use an existing OE sales invoice for Customer A. You will be able to edit the transaction details, add or delete line items, change sales prices, and so on in the recurring template (as allowed by permissions and transaction definition configuration).

You can create a recurring template from any existing transaction except Draft transactions.

From the applicable transaction list, open the desired transaction. For example, open an OE sales invoice. You can open it in either edit or view mode.
Select More actions and then select Repeat.
A dialog box appears indicating that the system will display the recurring template page.
Select OK.
Edit the fields as applicable. See the Transaction tab field descriptions for details about each field.
If the recurring template is for a sales invoice and the transaction definition is configured to Enable payment processing, select the Payment tab and enter data in the applicable fields. See the Payment tab field descriptions for details about each field.
Select the Schedule tab and enter the date the recurring template is to begin in the Start date field, select an Ends option, and select how often the recurring transaction is to be created in the Repeats field. See the Schedule tab field descriptions for details about each field.
Select Save.
The system validates the template against configuration settings. Any required but missing data will prompt one or more error messages. If this happens, correct the data indicated in the error messages and then save the template.
Saving a recurring template has no impact on the GL. If a recurring template is defined to create a transaction that posts (like for example, an OE sales invoice), each transaction created from the schedule posts on the scheduled execution date (if the execution is successful).

Copy a recurring template

A recurring template copied from an existing recurring template will be defined for the same transaction type as the existing transaction. So, you will not be able to change the Document type field in the recurring template.

If you want to create a recurring template that will create an OE sales invoice, use an existing OE sales invoice recurring template. You will be able to edit the transaction details, add or delete line items, change sales prices, and so on in the recurring template (as allowed by permissions and transaction definition configuration).

Go to Order Entry > All > Other transaction activity > Recurring transactions.
Find the recurring template that you want to copy.
Select More actions > View at the end of the row.
Select More actions and then select Duplicate.

The system refreshes the page for the new recurring template. All line items are included in the new recurring template by default.
Edit the desired fields and add or delete any line items, as needed. See Field descriptions for detailed information.
Select Save.

Go to Order Entry > All > Other transaction activity > Recurring transactions.
Select Edit or View next to the recurring template that you want to copy.
Select More actions and then select Duplicate.
The system refreshes the page for the new recurring template. All line items are included in the new recurring template by default.
Edit the desired fields and add or delete any line items, as needed. See Field descriptions for detailed information.
Select Save.

Import recurring templates

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

Go to Company > Admin > Import data.
In the Set up Inventory master list section, find Order Entry recurring template and select the Template link.

The template opens in Excel.
Prepare the CSV file for import. See Import Order Entry recurring templates for detailed information.
When you are ready to import the file, return to the Company Setup Checklist and select Import next to Order Entry recurring template.

The Import Company Information dialog box appears.
Browse to find the CSV file you want to import.
Specify the email address where results are to be sent. If any records fail to import, you will be notified by email.

Select other options as needed.

Import Company Information: options

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 recurring templates were imported successfully. Select Done to dismiss the dialog box.
- Import error notification: At least one recurring template could not be imported. See Import error notification for detailed information on how to resolve any errors.

Edit a recurring template

Changes made to a recurring template will apply to transactions created from the recurring template after the changes were made. If you add a line item to a template that is in progress, the line item will be included for the remainder of the schedule and end when the schedule ends. If you want the new line item to continue past the remainder of the schedule, you can append the line item from an existing sales transaction to the template and extend the schedule. Learn more about appending line items to recurring templates.

Go to Order Entry > All > Other transaction activity > Recurring transactions.

Go to Purchasing > All > Other transaction activity > Recurring transactions.
Find the recurring template in the list.
Select More actions > Edit at the end of the row.
Edit the desired fields and then select Save.

Go to Order Entry > All > Other transaction activity > Recurring transactions.

Go to Purchasing > All > Other transaction activity > Recurring transactions.
Select Edit next to the applicable recurring template.
Edit the desired fields and then select Save.

Change the next execution date

The Next execution date is the next time that the system will try to create a transaction from the recurring template. After the recurring template has successfully run one or more times, you can edit this field to change the date, if needed.

If you change the Next execution date, the schedule for future transactions changes based on the new date. For example, if a monthly recurring schedule has a Next execution date of June 15 and you change this date to June 25, then each subsequent recurring transaction will be scheduled to run on the 25th of each month instead of the 15th.

Changing the Next execution date for a schedule that's set to run at the end of the month only affects the month the schedule is set to run. For example, if you change the Next execution date from September 30 to September 26, the Next execution date remains September 30 after you save. If you changed it to October 1, the Next execution date would be October 31.

Go to Order Entry > All > Other transaction activity > Recurring transactions.
Find the recurring template that you want to edit.
Select More actions > Edit at the end of the row.
Select the Schedule tab.
Use the calendar tool to select the desired Next execution date.
Select Save.

Go to Order Entry > All > Other transaction activity > Recurring transactions.
Select Edit next to the applicable recurring template.
Select the Schedule tab.
Use the calendar tool to select the desired Next execution date.
Select Save.

Field descriptions

The following tables describe each field available for recurring templates.

Transaction tab
Payment tab
Schedule tab

Transaction tab

Header section

Transaction tab header section field descriptions
Field	Description
Document type	If you are creating the recurring template from scratch, use the dropdown to select the type of transaction to be created from the recurring template. When you select Apply, the system refreshes the page, changes the title to Recurring <transaction name>, and displays the fields for defining the transaction. If you selected the wrong Document type, select Cancel to return to the Recurring Templates list and then select Add to start over. If you created this recurring template from an existing transaction or by converting a line item, this field does not appear.
Customer	If you are creating the recurring template from scratch, use the dropdown to select the applicable customer. You cannot change this field after the recurring template is saved. If you created this recurring template from an existing transaction or by converting a line item, you cannot change this field.
Quoted to	Defaults to the contact identified as the Bill-to contact on the selected customer record. This field is only applicable to Quotes. Depending on whether the transaction definition allows editing on this field, you might be able to select a different contact record. This field is required.
Ship to	Defaults to the contact identified as the Ship-to contact on the selected customer record. This field label is customizable in the transaction definition and can be something other than Ship-to. Depending on whether the transaction definition allows editing on this field, you might be able to select a different contact record. This field is required.
Bill to	Defaults to the contact identified as the Bill-to contact on the selected customer record. This field label is customizable in the transaction definition and can be something other than Bill-to. Depending on whether the transaction definition allows editing on this field, you might be able to select a different contact record. This field is required.
Payment terms	Use the AR terms selection list to select the desired term.
Reference number	Enter any reference to another transaction or any text as desired.
Message	Enter any text that you want to appear on a document printed from this transaction.
Shipping method	Use the Shipping method selection list to select the desired shipping method.
Attachment	Add any supporting documents that will be included in every transaction created from this template. Learn more about adding attachments.
Sales contract ID	Enter any reference to a contract or any text as desired.
Sales contract description	Enter a description of the contract or any text as desired to help you identify the transaction.
Status	Use this Status field to turn on (Active) or temporarily turn off (Inactive) the entire recurring template. Use the Status field on the Schedule tab to end a recurring template permanently. Learn more about recurring template status fields.
Customer PO number	Enter the purchase order number the customer provided to make it easier to associate the sales transaction with the customer's PO number. All transactions created from the recurring schedule will have the same customer PO number.
Source transaction	If the recurring template was created by converting a transaction by line item, select View to see the source transaction.
Currency	Defaults to the transaction currency associated with the selected customer.. To change the default, use the Transaction currencies dropdown to select the currency in which the transaction should be expressed. This field is only applicable to multi-currency companies.
Exchange rate date	The date the exchange rate used by the transaction was valid. Defaults to today's date in the recurring template. This field is only applicable to multi-currency companies.
Exchange rate type	Defaults to the exchange rate type that's defined in the transaction definition. If the transaction definition is set to allow user override of the exchange rate type, you can use the selection list to select a different exchange rate type. For example, your company could have Monthly, Weekly and Spot rate types along with their various exchange rates. Alternatively, if your company has not defined any custom exchange rate types, you can use the Intacct Daily Rate. This field is only applicable to multi-currency companies.
Exchange rate	Defaults to the exchange rate for the selected Currency (if that currency is different from the base currency) based on the date in the Exchange rate date field. If the transaction definition is set to allow user override of the exchange rate, you can edit the Exchange rate field. When the system creates an invoice from this recurring template, it will use the exchange rate as of the transaction date, not the rate entered in this field. It uses the rate entered in this field in the following locations: the Recurring Transaction Forecast report to calculate the transaction to apply it to a customer's credit limit (if the customer has a set credit limit) This field is only applicable to multi-currency companies.

Entries section: Defaults

Displays all the fields for which you can set line-item defaults. The fields that appear depend on your company setup.

Entries section defaults field descriptions
Field	Description
Project	Select a project from the dropdown for the line item. This field appears if Order Entry is configured to use the Project dimension.
Customer	Select a customer from the dropdown for the line item. This field appears if Order Entry is configured to use the Customer dimension.
Employee	Select an employee from the dropdown for the line item if needed. This field appears if Order Entry is configured to use the Employee dimension.
Class	Select a class from the dropdown for the line item if needed This field appears if Order Entry is configured to use the Class dimension.
Warehouse	Select a warehouse from the dropdown for the line item if needed. This field is applicable if your company subscribes to Inventory Control.
Department	Select a department from the dropdown for the line item if needed.
Location	Select a location from the dropdown for the line item if needed.

Entries section: Line item entries

Entries section line item entries field descriptions
Field	Description
<checkbox>	Only applicable when you are copying (duplicating) a recurring template. The checkbox becomes active after you select Duplicate. The system selects all line items by default to include in the new recurring template. Clear this checkbox next to lines that you do not want to include in the new recurring template. See Copying a recurring template.
Item	Use the Item selection list to select the desired item. Add at least one item to the recurring template.
Warehouse	Might default to the warehouse associated with the selected item. Use the Warehouse selection list to select the applicable warehouse as needed. This field is applicable if your company subscribes to Inventory Control.
Conversion type	This column appears for transactions if you enabled price conversion and line item override in Purchasing. The override setting does not apply to recurring transaction templates. You cannot change the conversion type in a recurring transaction.
Quantity	The quantity of the corresponding item.
Unit	The unit of measure of the corresponding item. Learn more about units of measure.
Term	If the item is enabled for start and end dates (for example, a software license), select Add or View to view the default term period and default number of periods in the term, attach a revenue recognition template, and set start and end dates for the recognition term, if applicable.
Suggested price	Defaults to the number of base units in the selected unit of measure multiplied by the base price per unit identified for the item after all price lists have been evaluated. This field is not editable. This field appears if the transaction definition has Track line-item discount or surcharge enabled.
Discount percent	Enter a percentage by which to discount the Suggested price. This field appears if the transaction definition has Track line-item discount or surcharge enabled.
Discount or surcharge notes	Enter the reason for the price discount. This field appears if the transaction definition has Track line-item discount or surcharge and Require notes for discounts and surcharges enabled.
Price	Defaults to the number of base units in the selected unit of measure multiplied by the base price per unit identified for the item after all price lists have been evaluated. For multi-currency companies, the Price is expressed in the transaction currency. If the transaction definition has Line-item price enabled (in the User overrides section), you can edit this field.
Base price	Displays the Price in your company's base currency. This field only appears in multi-entity and multi-currency companies.
Extended price	Displays the Price multiplied by the Quantity. If the transaction definition has Line-item price enabled (in the User overrides section), you can edit this field.
Extended base price	Displays the Price multiplied by the Quantity in your company's base currency. This field only appears in multi-entity and multi-currency companies.
Description	The item's extended description.
Memo	Enter any text regarding the item. This field might appear in the printed document, depending on your document template definition.
Ship to	The ship to contact associated with the transaction line item. Defaults to the Ship to contact selected on the transaction header. If Allow Editing next to Ship to contact is set to true on the transaction definition, you can change this Ship to contact. This field only displays if Enable ship-to contact at the line level is set to true in the Configure Order Entry page.
Status	The status for the corresponding line item on the recurring template. Options are: Active Inactive: use this option to temporarily turn off a line item. Ended: use this option to permanently turn off a line item. Learn more about recurring template status fields.
Available quantities	Links to the Inventory Status report for the corresponding line item. This field is only applicable if your company subscribes to Inventory Control.
Location	This field appears if the transaction definition allows the user to override location. Use the Location selection list to select the desired Location. This field is required for multi-entity companies. The Location/Entity base currency must match the transaction base currency.
Department	This field appears if the transaction definition allows the user to override department. Use the Department selection list to select the desired department.
Project	Use the Project selection list to select a project for the line item. This field appears if Order Entry is configured to use the Project dimension.
Supplier	Use the Supplier selection list to select a supplier for the line item. This field appears if Order Entry is configured to use the Supplier dimension.
Customer	Use the Customer selection list to select a customer for the line item. This field appears if Order Entry is configured to use the Customer dimension. The customer selected in this field must either match the customer in the header or be identified as a child of the parent customer identified in the header.
Employee	Use the Employee selection list to select an employee for the line item This field appears if Order Entry is configured to use the Employee dimension.
Class	Use the Class selection list to select a class for this line item This field appears if Order Entry is configured to use the Class dimension.

Subtotals section

This section appears if the transaction definition for the selected Document type is configured to include Subtotals.

Subtotals section field descriptions
Field	Description
Description	The description of the subtotal.
Percent	This field is editable if defined for a specific subtotal in the transaction definition. Allows you to enter a percentage that will be applied to the transaction total. For example, say you have a restocking fee that's 3 percent of the total transaction. Type 3 in this field.
Transaction value	This field is editable if defined for a specific subtotal in the transaction definition. Allows you to enter a value expressed in the transaction currency that will be added to or subtracted from the transaction total (depending on how the subtotal was defined in the transaction definition). For example, you have a shipping fee of R10.00. Type 10 in this field.
Base value	The Transaction value expressed in the base currency.
Transaction total	The total value of the transaction expressed in the transaction currency.
Base total	The Transaction total expressed in the base currency.
Department	This field appears if the transaction definition allows the user to override department. Defaults to the department defined in the transaction definition. Use the Department selection list to select the desired department.
Location	This field appears if the transaction definition allows the user to override location. Defaults to the location defined in the transaction definition. Use the Location selection list to select the desired location.

Payment tab

Use this tab to set up the processing of automatic payments from the customer. This tab appears after you save the recurring template if the selected transaction definition (Document type) has Transaction posting = AR and Enable payment processing = true.

The system will only process a payment if the scheduler can successfully create a transaction from the recurring template. In the event the scheduler is unable to create a transaction because the execution failed, it will not process the associated payment.

Payment tab field descriptions
Field	Description
Payment method	The manner in which the customer is making a payment. Depending on your company's configuration, options are: None: allows the system to process the invoice through your normal accounts receivable collection cycle. Cheque Credit card Record transfer Cash Online ACH debit* Online credit card* * These options display if your company is subscribed to Payment Services.
Pay in full	If the payment amount completes the full invoice amount, select this checkbox. When Pay in full is selected, the system: Automatically posts payment for the full invoice amount, excluding term discounts. Does not apply available credits. Posts the full payment when the system generates the invoice. Changes the invoice payment status to "Paid" if the payment attempt is successful. If you do not select this field, enter the partial payment value in the Payment amount field. When Pay in full is not selected, the system: Does not apply term accounts for partial payments. Does not apply available credits. Posts the partial payment when it generates the invoice. Changes the invoice payment status to "Partially paid" if the payment attempt is successful.
Payment amount	Enter the partial payment amount in this field (a number greater than 0 but less than the invoice amount). This field is required if Pay in full is not selected.
Card type	If Payment method = credit card, use the dropdown to select the type of credit card used for the payment.
Customer bank account	If Payment method = Online ACH debit, enter the bank account the customer used for the online payment.
Credit card	If Payment method = Online credit card, enter the credit card number the customer used for the online credit card payment.
Account type	Use the dropdown to select the type of account to which the payment will be deposited. Options are: Bank Undeposited funds account Learn more about undeposited funds accounts.
Bank account	If Account type = Bank, use the dropdown to select the bank account to which the payment will be deposited.
Undeposited funds account	If Account type = Undeposited funds account, use the dropdown to select the undeposited funds account to which the payment will be deposited. This field is required if Account type = Undeposited funds account.

Schedule tab

Schedule tab field descriptions
Field	Description
Start date	Use the calendar tool to select the date on which the recurring template is to start. You cannot edit this field after you save the recurring template.
Next execution date	The date the system will next try to create a transaction from the recurring template. After the recurring template is saved, you can edit this field to change the date if desired.
Status	The status of the schedule: Active Inactive: Use this option to temporarily turn off a schedule. Ended: Use this option to permanently end a recurring template. Learn more about recurring template status fields.
Repeats and Every	The frequency with which the schedule is to occur: None: The schedule will only run one time. Days, Weeks, Months, or Years: Enter the number of intervals for the selected time period in the Every text box. For example, if the schedule is to repeat every other week, select Weeks and enter 2 in the Every text box. To repeat the schedule at the end of each month, select End of month and enter 1 in the Every text box.
Ends	When the recurring schedule is to stop: Never: The recurring schedule runs perpetually. After _ occurrences: Enter the number of times the schedule is to run. End date: Use the calendar tool to select the date on which the recurring schedule is to stop running.