Set up AP Automation with Purchasing

To subscribe to AP Automation, contact your Sage account manager.

To ensure a smooth workflow, AP Automation with Purchasing requires certain settings in the transaction definitions that you plan to use. That's why you need to update your transaction definitions before you configure transaction mapping.

Learn how to modify your transaction definitions for use with AP Automation with Purchasing.

After you finish any required edits to the transaction definitions you're going to use, you are ready to configure AP Automation with Purchasing.

1. Go to Purchasing > Setup > Configuration.

2. In the Advanced Setting section, select one or both of the automation options:

   1. Automate transactions with document matching.

      A transaction definition mapping table appears after you select this option.

      If you do not see this checkbox

      The checkbox to enable AP Automation with Purchasing appears after the following:

      • You subscribed to AP Automation with Purchasing through your Sage account manager.
      • The backend setup for AP Automation is complete, if you added AP Automation at the same time as Purchasing automation.

   2. Automate transactions without matching.

      A transaction definition mapping table appears after you select this option.

      If you do not see this checkbox

      The checkbox to enable AP Automation with Purchasing appears after the following:

      • You subscribed to AP Automation with Purchasing through your Sage account manager.
      • The backend setup for AP Automation is complete, if you added AP Automation at the same time as Purchasing automation.

3. Set up the transaction definition mapping that you want Sage Intacct to use when processing incoming PO purchase invoices.

   When you enter a mapping for the top level, entities inherit this top-level mapping by default. To use a different mapping for an entity, add an entry for that entity name. Entity-level mapping overrides mapping inherited from the top level.

   1. When you select Automate transactions with document matching, do the following:

      1. In a new row, under Entity name, select Top level or, for entity-specific mapping, select the entity name.

      2. Under Target in the same row, select the transaction definition that you want Intacct to use when creating draft transactions.

         For example, say you are matching PO purchase invoices to purchase orders. Select the transaction definition that you use for PO purchase invoices as the Target.

         If you do not see the transaction definition that you want to use

         Double-check the transaction definition settings against the Transaction definition requirements. Make corrections and save the transaction definition. Then, return to Configuration to make your selection.

         For example, say you have a transaction definition called PO purchase invoice-1 that you want to use as a target. If you set PO purchase invoice-1 to convert from either Purchase Order-1 or Req-1, PO purchase invoice-1 does not show up in the list of available transaction definitions.

         After you edit PO purchase invoice-1 and remove Req-1 from the Can be created from list, PO purchase invoice appears in the list of Targets that you can select.

      3. Under Source in the same row, select the transaction definition that you want the Target to be matched to.

         For example, if you are matching PO purchase invoices to purchase orders, select the transaction definition that you use for purchase orders.

      4. Add additional lines for entity-specific mapping or mapping for additional targets, as needed.

         Select Add to add additional rows, as needed.

   2. When you select Automate transactions without document matching, do the following:

      1. In a new row, under Entity name, select Top level or, for entity-specific mapping, select the entity name.

      2. Under Target in the same row, select the transaction definition that you want Intacct to use when creating draft transactions.

         For example, say you want Sage Intacct to always create PO purchase invoices. Select the transaction definition that you use for PO purchase invoices as the Target.

      3. Add additional lines for entity-specific mapping or mapping for additional targets, as needed.

         Select Add to add additional rows, as needed.

4. Select Save.

   A message appears to let you know that you will not be able to upload or email AP supplier invoices to AP Automation until the sync process finishes.

5. Select Proceed.

   After you select Proceed, Sage Intacct begins a background process to sync your data with the Sage Network. Inform users that they will not be able to upload or email documents until this process completes.

Grant user access to the Automated transactions list to allow them to do the following:

• Upload PO purchase invoices
• Review, edit, and post draft PO purchase invoices created from emailed and uploaded documents

This permission is available in Purchasing and Accounts Payable. You can grant a user permissions to access the menu option from both applications or only one.

1. Assign the Accounts Payable Automated transactions: List permissions and the Purchasing Automated transactions: List permissions to users who need to review and post incoming transactions.

   Follow the procedure that matches your configuration: 

   • If your company uses role-based permissions, assign permissions to a role.
   • If your company has user-based permissions, assign permissions to specific users.