Troubleshoot setup for AP Automation with Purchasing

The following topic explains common problems you might encounter and their solutions.

General setup issues

AP Automation with Purchasing is generally available. Contact your account manager or Channel Executive to add AP Automation to your company if it isn't already.

After your company is enabled at the backend, read Set up AP Automation with Purchasingto learn how to configure your setup.

Set up transaction mapping on the Configure Purchasing page, at the top level. Read step-by-step in Set up AP Automation with Purchasing.

You must have a multi-entity company configuration to use AP Automation with Purchasing.

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.

Validation errors received when saving the Purchasing configuration

Refer to the following table to determine how to address errors that can arise when you save changes to the automated transactions configuration.

Error message Solution

Enable draft mode is required for Transaction matching
  1. In the Enable functionality section of Configure Purchasing, select Enable draft mode.
  2. Select Save.
Enable this option for each entity. Draft mode is required so that Sage Intacct can create draft purchasing transactions for you.

Transaction matching uses the same target for multiple entities

Edit the list that shows how transactions are mapped so that there is a single line for each entity.

Transaction matching includes more than one entry for an entity

Edit the list that shows how transactions are mapped so that each entry is for a unique entity.

Because this transaction definition is used for Transaction matching, you need to change 'Create transactions in' to 'Top level or entity

Edit the transaction definition where the error was noted, before you save your configuration changes,

  1. Go to Purchasing > Setup > Transaction definitions.
  2. Select Edit next to the transaction definition that generated the error.
  3. Select the Security configuration tab.
  4. Under Document permissions, set Create transactions in to Top level or entity.
  5. Select Save.
  6. Go to Purchasing > Setup > Configuration.
  7. Update your configuration for Automated transaction matching to include the corrected transaction definition.
  8. Select Save.
Because this transaction definition is used for Transaction matching, you need to change 'Edit policy' to 'All'
  1. Go to Purchasing > Setup > Transaction definitions.
  2. Select Edit next to the transaction definition that generated the error.
  3. Select the Security configuration tab.
  4. Under Document permissions, set Edit policy to All.
  5. Select Save.
  6. Go to Purchasing > Setup > Configuration.
  7. Update your configuration for Automated transaction matching to include the corrected transaction definition.
  8. Select Save.
Because this transaction definition is used for Transaction matching, you need to change 'Delete policy' to 'All' or 'Before printing'
  1. Go to Purchasing > Setup > Transaction definitions.
  2. Select Edit next to the transaction definition that generated the error.
  3. Select the Security configuration tab.
  4. Under Document permissions, set Delete policy to All or Before printing.
  5. Select Save.
  6. Go to Purchasing > Setup > Configuration.
  7. Update your configuration for Automated transaction matching to include the corrected transaction definition.
  8. Select Save.
Because this transaction definition is used for Transaction matching, you need to change 'Create policy' to 'New document or convert'
  1. Go to Purchasing > Setup > Transaction definitions.
  2. Select Edit next to the transaction definition that generated the error.
  3. Select the Security configuration tab.
  4. Under Document permissions, set Create policy to New document or convert.
  5. Select Save.
  6. Go to Purchasing > Setup > Configuration.
  7. Update your configuration for Automated transaction matching to include the corrected transaction definition.
  8. Select Save.
Because this transaction definition is used for Transaction matching, you need to change 'Allow edit of vendor' to 'Always' or 'Except converted documents'
  1. Go to Purchasing > Setup > Transaction definitions.
  2. Select Edit next to the transaction definition that generated the error.
  3. Select the Security configuration tab.
  4. Under Document permissions, set Allow edit of vendor to Always or Except converted documents.
  5. Select Save.
  6. Go to Purchasing > Setup > Configuration.
  7. Update your configuration for Automated transaction matching to include the corrected transaction definition.
  8. Select Save.

Because this transaction definition is used for Transaction matching, you need to provide a selection for 'Can be created from'
  1. Go to Purchasing > Setup > Transaction definitions.
  2. Select Edit next to the transaction definition that generated the error.
  3. In the Workflow section, under Transaction conversion, select the transaction definition that this one can be created from.

    For example, if you are editing a transaction definition for a purchase order, you might want to select the transaction definition for a purchasing requisition as the Can be created from value.

  4. Select Save.
  5. Go to Purchasing > Setup > Configuration.
  6. Update your configuration for Automated transaction matching to include the corrected transaction definition.
  7. Select Save.

Because this transaction definition is used for Transaction matching, you cannot map multiple documents.

 
  1. Go to Purchasing > Setup > Transaction definitions.
  2. Select Edit next to the transaction definition that generated the error.
  3. In the Workflow section, under Transaction conversion, edit Can be created from so that there is only one transaction definition in the list.
  4. Select Save.
  5. Go to Purchasing > Setup > Configuration.
  6. Update your configuration for Automated transaction matching to include the corrected transaction definition.
  7. Select Save.

Configuration is not valid. Request is not valid.

You can set up a maximum of 34 transaction definitions as targets for non-matching transactions.

Information is missing. The create policy option must be set to New document or convert.

Edit the transaction definition's Create policy to New document or convert. Transactions that are configured for Convert only cannot be automated for transactions without document matching.