Subtotal templates—Purchasing

A transaction definition can include the subtotals Additional discount or charge applied to lines in a transaction. to apply to a transaction, such as a regional tax or a member discount. Use subtotal templates to automatically populate the subtotals in a transaction definition. In a multi-entity organization, subtotal templates enable you to create different sets of subtotals and then refer to them by name within a transaction definition. They simplify setting up and managing transaction definitions.

To view a list of subtotal templates:

  • Go to Purchasing > Setup > More > Subtotal templates.

From the list, you can add, edit, or view a subtotal template.

Subscription

Purchasing

Regional availability

All regions
User type

Employee

Business

Project Manager

Warehouse
Permissions

Transaction definitions: Add, Edit, Delete, List, View
Restrictions
  • Employee, Project Manager, and Warehouse users can only List and View transaction definitions.
  • You can only add subtotal templates if Purchasing is configured with Advanced workflows.

About subtotal templates

A transaction definition includes an optional subtotals section. You can enter subtotal details directly in the subtotals table within the transaction definition. When advanced workflow is enabled, you can use subtotal templates to define the subtotals once, and then simply refer to them by template name within the transaction definition.

Subtotal templates can reduce the number of transaction definitions you need. They are especially useful when you want to use one transaction definition to create transactions at the top level or at the entity level, but want to have different subtotals calculated depending on where the transaction is created.

Maybe you have separate entities for two countries with VAT, each of which use a single tax rate. You use Simple Tax but the VAT rates in each country are different—say 10% in Country A and 20% in Country B. You can set up a subtotal template for Country A with a 10% tax charge and one for Country B with a 20% tax charge.

Then, in the Entity setting tab in the transaction definition, you can enter a row in the table for each entity (Country A and Country B) and select the applicable subtotal template to use for transactions created in that entity.

Subtotal templates can only be used in transaction definitions that are created at the top level. And, the security settings for the transaction definitions need to be defined so that transactions can be created at the Top level only or the Top level or entity level.

Prerequisites

You can use subtotal templates if your Purchasing configuration is enabled for subtotal templates.

To enable subtotal templates:

  1. Go to Purchasing > Setup > Configuration.

  2. In the Enable functionality section, select Enable subtotal templates.

  3. A message appears confirming that subtotal templates cannot be turned off after they are enabled. Select OK or Cancel.

    You do not have to use subtotal templates even if they're enabled. You can always directly enter the subtotal details in the subtotals table within the transaction definition.

  4. Select Save.

Add a subtotal template

If Purchasing is configured for subtotal templates, you can add a subtotal template.

  1. Go to Purchasing > Setup > More and select Add (circle) next to Subtotal templates.

    The Subtotal Template: Purchasing page appears. The subtotals table in the page is the same as the subtotals table within a transaction definition.

  2. Enter a Template name and at least one row in the subtotals table. See the field descriptions for details about each field.

  3. Select Save.

Edit a subtotal template

Changes that are made to a subtotal template that affect the amount or percent of a subtotal line do not apply to existing transaction definitions. The previous subtotal details will be used instead. Any changes apply to new transaction definitions.

  1. Go to Purchasing > Setup > More > Subtotal templates.

  2. Find the template that you want to edit.

  3. Select Edit at the end of the row.

  4. Make your changes. See Field descriptions.

  5. Select Save.

  1. Go to Purchasing > Setup > More > Subtotal templates.

  2. Select Edit next to the applicable subtotal template.
  3. Change the applicable fields and select Save.

View a subtotal template

  1. Go to Purchasing > Setup > More > Subtotal templates.

  2. Find the template that you want to view.
  3. Select More actions > View at the end of the row.
  4. Select Done to close the template.

  1. Go to Purchasing > Setup > More > Subtotal templates.

  2. Select View next to the applicable subtotal template.

Delete a subtotal template

You can delete a subtotal template if no transactions have been created with a transaction definition that refers to the template.

  1. Go to Purchasing > Setup > More > Subtotal templates.

  2. Find the template that you want to delete.
  3. Select More actions > Delete at the end of the row.
  4. Depending on your user preferences, you might need to select Delete to confirm.

  1. Go to Purchasing > Setup > More > Subtotal templates.

  2. Select the checkbox in the Delete column next to the subtotal template to delete. Then, select Delete.

Use subtotal templates to apply different subtotals per entity

In a multi-entity organization, you might want some or all entities to use different subtotals when you create a transaction from the entities.

If Create transactions in on the Security tab of the transaction definition is set to "Top level or entity" or "Entity only", the Entity setting tab appears. In the Entity settings table, you can change which subtotals are used for the transactions created in an entity by specifying an appropriate subtotal template for the entity.

For more information, see Edit a transaction definition and the Entity settings tab.

Field descriptions

The following table describes each field in the Subtotal template page.

Subtotal template page field descriptions
Field Description

Template name

The name for the subtotal template. This name appears in the user interface. After you save the subtotal template, you cannot change the template name.

Description

Enter a text description of the subtotal. Each subtotal description must be unique.

Subtotal type

Options are: Discount or Charge.

Applied to line

Enter the subtotal line number to which the subtotal will apply. Sage Intacct treats the initial subtotal line as line number 0. The first defined subtotal from the transaction definition is line number 1, the second defined subtotal is line number 2, and so on.

Value type

Options are: Amount or Percent.

Value

Enter a default value for the subtotal.

  • If Value type is Amount, enter the amount of the subtotal. For example, enter 250.
  • If Value type is Percent, enter a percentage as a whole number. For example, enter 10 for 10%.

Users can override the default subtotal value in the transaction.

Debit or credit

Indicate whether the subtotal will debit or credit the corresponding GL account and GL offset account.

GL account

Select the GL account to which the subtotal will post. Transactions posted to a cash/bank GL account do not appear during reconciliation.

GL offset account

Select the offset GL account to which the subtotal will post.

Apportioned

Indicate whether to distribute the discount or charge across all line items in the transaction. The distribution is set according to the line item's dimensions.

Is tax

Flags the subtotal as a tax. When the transaction posts, the tax will post separately based on the items in the transaction.

Select the checkbox if the subtotal line is for tax.

Select for Avalara

Select this field if the subtotal line item applies to AvaTax.

This field appears only if your company uses the Avalara AvaTax integration.

If you are using the Taxes application, this field does not appear. If Is Tax is selected, Avalara is always used to calculate the tax when the transaction uses the Avalara Tax solution.