Recurring templates—Order Entry

A recurring template contains the transaction header, line item details, and recurring schedule information that the system uses to create a recurring transaction. The Recurring Templates list is the central place to go to work with recurring templates.

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).

1. Go to Order Entry > All > Other transaction activity and select Add (circle) next to Recurring transactions.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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).

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.

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.

1. 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.

2. Edit any transaction details as desired.

   Any changes will be saved in the transaction being converted.

3. Select the line item you want to convert and then Show details.

   The Entries details displays a Convert by line section.

4. In the Create recurring template field, select Manually create template.
5. Use the dropdown list in the Recurring schedule field to select the desired recurring schedule.
6. 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.
7. 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.
8. 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).
9. Repeat steps 3 through 7 for each line item you want to convert.

10. 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:

1. 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.

1. 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.

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.

1. 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.
2. Select More actions and then select Repeat.

   A dialog box appears indicating that the system will display the recurring template page.

3. Select OK.
4. Edit the fields as applicable. See the Transaction tab field descriptions for details about each field.
5. 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.
6. 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.
7. 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).

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

2. Find the recurring template that you want to copy.

3. Select More actions > View at the end of the row.

4. 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.

5. Edit the desired fields and add or delete any line items, as needed. See Field descriptions for detailed information.
6. Select Save.

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

2. Select Edit or View next to the recurring template that you want to copy.
3. 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.

4. Edit the desired fields and add or delete any line items, as needed. See Field descriptions for detailed information.
5. Select Save.

Import recurring templates

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

1. Go to Company > Admin > Import data.

2. In the Set up Inventory master list section, find Order Entry recurring template and select the Template link.

   The template opens in Excel.

3. Prepare the CSV file for import. See Import Order Entry recurring templates for detailed information.

4. 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.

5. Browse to find the CSV file you want to import.
6. Specify the email address where results are to be sent. If any records fail to import, you will be notified by email.

7. 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.

8. 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.

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

2. Find the recurring template in the list.
3. Select Edit at the end of the row.
4. Edit the desired fields and then select Save.

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

2. Select Edit next to the applicable recurring template.
3. 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.

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

2. Find the recurring template that you want to edit.

3. Select Edit at the end of the row.

4. Select the Schedule tab.
5. Use the calendar tool to select the desired Next execution date.
6. Select Save.

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

2. Select Edit next to the applicable recurring template.
3. Select the Schedule tab.
4. Use the calendar tool to select the desired Next execution date.
5. Select Save.