Enhanced interface

Transaction lists—Order Entry

This list supports the enhanced lists interface. Learn more about using enhanced lists.

You can view all transactions in one list, or in lists by transaction type. Depending on your subscriptions, permissions, and transaction definition configurations, you can perform several actions from a transaction list.

Subscription	Order Entry
Regional availability	All regions
User type	Business Employee Project Manager Warehouse
Permissions	Order Entry transactions: List, View, Add, Edit, Delete
Restrictions	Employee users can only list and view transactions with a type of Quote, such as sales quotes, depending on their permissions. Project Manager users can only list and view transactions. The user must not be excluded from user or user group access rights for the transaction definition.

View a transaction list

You can view all the Order Entry transactions in one list or you can view a list of transactions by transaction type.

View by transaction type:

Go to Order Entry > All > Transactions and select the applicable transaction type.

View all transactions:

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

If you accessed a list from the top level of a multi-entity shared environment, select the Include private checkbox to view transactions created in all entities.

To view a transaction, select the Document number link. You can also select More actions > View at the end of the row.

To view a transaction, select View next to the transaction.

Edit a transaction

If you have the appropriate permissions, you can edit most details for a transaction that has a state of Draft or Pending.

The following table describes the conditions under which you cannot edit a transaction and gives possible solutions to enable you to edit the transaction:

Condition	Possible solution
If the transaction definition Edit policy is set to "No edit".	Change the Edit policy on the transaction definition.
If you have previously printed a document for the transaction and the transaction definition Edit policy is set to prohibit the edit of a transaction after a document has been printed.	Change the Edit policy on the transaction definition.
If the transaction definition has Enable edit of customer set to "Never".	This restricts users from changing the customer in Draft and Pending transactions. Change the Enable edit of customer setting on the transaction definition.
If the transaction has been converted to another transaction.	Delete the downstream transaction. For example, if you want to edit a sales order that has converted to an OE sales invoice, delete the OE sales invoice.
If a payment has been applied to the transaction. Received the error message, "A payment has been made against this Invoice / Adjustment."	The only fields that can be edited, even if the payment was reversed, are: Shipping method Item description Custom fields To edit anything else in the transaction, convert the transaction to a credit memo. Learn how to reverse the effects of an invoice.
If the transaction has had Convert by line processed against it.	Delete the recurring template.
If revenue recognition is enabled, any of the revenue has been recognized from the schedules, and your edits aren't limited to just the fields that trigger a save instead of a repost.	Clear out the revenue recognition.
If the fiscal period is closed.	Open the fiscal period.
If the transaction is shared within a multi-entity company.	Shared transactions can only be edited at the top level. If you display the transaction list at the entity level, you might see shared transactions. However, these transactions will be listed as "Not owned" by the entity and the Edit option won't appear. If you have the appropriate permissions, go to the top level to edit the transaction.
If your company is subscribed to the Taxes application and the transaction has been included in a tax return (VAT return or Business Activity Statement) that was prepared and submitted to a government authority using the tax submission process.	Enter an adjusting transaction.

If your company has Event-based recognition enabled in Configure Revenue Management, editing a transaction resets the Delivery status to each item's Default delivery status (which might be "Undelivered").

If your company has event-based recognition enabled, editing a transaction resets the delivery status for each applicable line item.

To edit a transaction:

Open the applicable transaction list.
Find the transaction you want to edit.
Select Edit at the end of the row.
Edit the transaction details as needed.

See Order Entry transactions for detailed field explanations.

Open the applicable transaction list.
Find the transaction, and select Edit.
Edit the transaction details as needed.

See Order Entry transactions for detailed field explanations.

Delete a transaction

If you created a transaction in error, you can delete the transaction using the Delete function within a transaction list. Deleting a transaction removes the transaction from the system and rolls back all the relevant data in the system to the state it was in before the transaction was created (this includes GL accounts, subledger accounts, and so on).

For OE sales invoices only: If you do not want to delete an OE sales invoice for audit purposes or you cannot delete it, see Delete or reverse the effects of an Order Entry invoice.

The following table describes the conditions under which you cannot delete a transaction and provides possible solutions to enable you to delete the transaction:

Condition	Possible solution
If the transaction definition Delete policy is set to No delete.	Change the Delete policy on the transaction definition.
If you have previously printed a document for the transaction and the transaction definition Delete policy is set to prohibit the deletion of a transaction after a document has been printed.	Change the Delete policy on the transaction definition.
If the transaction has been converted to another transaction.	Delete the downstream transaction. For example, if you want to delete a sales order but it was already converted to an OE sales invoice, delete the OE sales invoice.
If a payment has been applied to the transaction. Received the error message, "A payment has been made against this Invoice / Adjustment."	Even if the payment was reversed, you are not able to delete that transaction. In that scenario, convert the transaction to a credit memo. Learn how to reverse the effects of an invoice.
If the transaction has had Convert by line processed against it.	Delete the recurring template.
If revenue recognition is enabled and any of the revenue has been recognized from the schedules.	Clear out the revenue recognition (Order Entry). Clear out the revenue recognition (Contracts).
If the fiscal period is closed.	Open the fiscal period.
If the transaction is shared within a multi-entity company.	Shared transactions can only be deleted at the top level. If you display the transaction list at the entity level, you might see shared transactions. However, these transactions are listed as "Not owned" by the entity and the Delete option does not appear. If you have the appropriate permissions, go to the top level to delete the transaction.
If Inventory Control is configured to not allow negative inventory and deleting a transaction would cause the quantity for an item to go negative.	Consult with your system administrator to determine if enabling negative inventory is the correct option for your company.

To delete one or more transactions:

Open the applicable transaction list and find the transactions to delete.
Select the checkbox next to each transaction.
Select More actions > Delete at the end of the row.

Depending on your user preferences, Intacct might prompt you to confirm the deletion.

Open the applicable transaction list and find the transactions to delete.
Select the checkbox in the Delete column next to each transaction.
Select the Delete button.

Depending on your user preferences, Intacct might prompt you to confirm the deletion.

Customize a transaction list view

You can customize any transaction list by creating your own view. For example, you can choose to create a view that includes the Modified date column and the Transaction total column.

At the top of the transaction list, select Manage view and then New.
On the Create new view page, enter a name for your view in the Name field.
Select the columns you want to include in the view.
Select Save.
The new view displays automatically.

At the top of the transaction list, select Manage views and then Create new view.
On the Create new view page, select the columns you want to display.
Select Save.
Enter a name for your view in the Name field and then select Save.
At the top of the transaction list, select the View field and select your view from the list.

Learn more about customizing views.

What else can I do from a transaction list?

Depending on your subscriptions, permissions, and transaction document configurations, you can perform all or some of the following actions from a transaction list.

To add a transaction from a transaction type list, select Create. Learn more about adding transactions.
To print or email a document, select More actions > Print or email on the desired transaction line. Learn more about printing or emailing a document.
To convert a transaction to another transaction type, select Convert next to the desired transaction, and select the name of the transaction to which you want to convert this transaction. Learn more about converting sales transactions.
To convert a transaction by line item, select Convert by Line next to the desired transaction. Learn more about converting transactions by line item.
To view multiple-element arrangement allocation information for a transaction, select MEA allocation next to the desired transaction. Learn more about MEA Allocation details.
To view revenue recognition schedule information for a transaction, select Revenue Schedules next to the desired transactions. Learn more about managing revenue recognition schedules.
To apply a payment to a transaction, select Pay next to the desired transaction. Learn more about applying payments to transactions.
To import a list of transactions, select the Import button. Learn more about importing transactions.
To export a list of transactions, select the Export button and then select the desired output file type (CSV, PDF, and so on).

To add a transaction from a transaction type list, select Add. Learn more about adding transactions.
To print or email a document, select More actions > Print or email on the desired transaction line. Learn more about printing or emailing a document.
To convert a transaction to another transaction type, select Convert next to the desired transaction, and select the name of the transaction to which you want to convert this transaction. Learn more about converting sales transactions.
To convert a transaction by line item, select Convert by Line next to the desired transaction. Learn more about converting transactions by line item.
To view multiple-element arrangement allocation information for a transaction, select MEA allocation next to the desired transaction. Learn more about MEA Allocation details.
To view revenue recognition schedule information for a transaction, select Revenue Schedules next to the desired transactions. Learn more about managing revenue recognition schedules.
To apply a payment to a transaction, select Pay next to the desired transaction. Learn more about applying payments to transactions.
To import a list of transactions, select the Import button. Learn more about importing transactions.
To export a list of transactions, select the Export button and then select the desired output file type (CSV, PDF, and so on).

Column descriptions

Column	Description
Type	The type of a sales transaction. For example, a sales order, OE sales invoice, and so on.
Document number	The unique transaction identifier.
Reference number	A reference to another document number or other reference text associated with the transaction.
Customer name	The customer associated with the transaction.
Txn currency	The currency in which the transaction is expressed. This column is only applicable to multi-currency companies.
Base currency	The functional currency for the transaction. This column is only applicable to multi-entity, multi-currency companies that have multiple base currencies enabled and is only displayed at the top level company.
Date	The transaction date.
State	The workflow status of the transaction. Learn more about transaction states. Finding transactions in a specific state List views of transactions provide a one-stop shop for viewing and accessing all transactions of a specific type, for example, AP supplier invoices or invoices. But what about finding transactions that are in a specific state, such as draft, paid, partially paid, and so forth? There are two easy ways to locate transactions in a specific state: Filter for the transaction state on the fly: In the transaction list view, enter the state in the State column, then select Go. The list displays only those transactions in that state. Create a permanent custom view that filters for the transaction state: Create the view, and set the filter to State = <state>, where <state> equals the state you are seeking, such as Draft, Posted, Paid, Reversed, and so forth. This custom view is always available from the transaction list.
Sales contract	Displays Y If the transaction has had one or more line items converted into a recurring transaction. Displays N if no items have been converted into a recurring transaction.