Enhanced interface

Field descriptions: Purchasing transaction definitions

The following tables list all possible transaction definition fields, including fields available with advanced workflows. If you do not see a field or tab listed in this table on your transaction definition, you are using standard workflows and that field is not applicable to your company.

General tab

General tab: Properties

Properties field descriptions

Field

Description

Template name

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

Description

A meaningful description of the transaction definition. The description appears in the transaction definition list.

Template type

Determines whether certain fields appear on the transaction (for example, Expiration date versus Ship Date).

Options are: Quote, Order, List, Invoice, Adjustment, Other

Other areas in Sage Intacct where you use the Template type include:

You associate document templates (used for printed output) to transactions by Template type. Learn more about document templates.
In Salesforce integrations, the integration groups the related list of Sage Intacct objects by transaction definition Template type.
In Avalara AvaTax integrations, the integration uses the transaction definition Template type to determine if a transaction is positive or negative.

Workflow category

Associates the transaction with the appropriate icon on the Overview page and with the applicable transaction menu grouping in the Purchasing menu. Options are: Quote, Order, Shipping, Invoice, Return.

How does Template type relate to Workflow category?

Template type	Workflow category	Overview map label
Quote	Quote	Create a purchase requisition
Order	Order	Create a purchase order
List	Shipping	Receive a shipment
Invoice	Invoice	Create a PO purchase invoice
Invoice	Return	Return a shipment
Adjustment	Return	Return a shipment
Other	Shipping	Receive a shipment

Reporting category

For use with Interactive Custom Report Writer or Interactive Visual Explorer subscriptions only.

Select a reporting category that best reflects the purpose of this transaction definition so that you can group similar documents when building reports. This lets you define filters using one or more reporting categories instead of having to specify each desired transaction definition name.

For example, say that your company has different transaction definitions of Template type = Order for regular purchase orders and for blanket purchase orders. You can specify the Reporting category of "Purchase Orders" for the regular purchase orders and "Blanket POs or Supplier Contracts" for the blanket purchase orders.

When building a report on the Purchase order transaction detail object, add a filter for Related Objects > Purchase order transactions> Transaction definition > Reporting category. In this example, you could choose to display details only for the "Purchase Orders" reporting category.

If you edit a transaction definition to assign a reporting category after the transaction definition has been in use, all transactions created from that transaction definition will be updated to use the selected reporting category.

The reporting categories are standardized across all Sage Intacct tenants and cannot be edited or customized. Follow your business process to determine which reporting category to use for each transaction definition.

Status

Options:

Active: The transaction definition is available for use.
Inactive: The transaction definition is not available for use.

If you have enabled Supplies Inventory, a checkbox appears to indicate whether you're viewing the system-generated SYS-Supplies requisition, System supplies requisition, or a duplicate you created, Custom supplies requisition.

Enable primary document workflow

For Construction subscriptions only.

This workflow can impact your data. Work with your Sage Intacct account manager to enable this workflow.

Enable the primary document workflow option to:

Identify the primary document for each document line created via a document conversion or change order workflow.
Identify the primary document created from this Purchasing transaction definition going forward.
Show the primary document and line number fields on subsequent Purchasing documents and on the Bill entries section in Accounts Payable (AP).

Then, any subsequent documents created from the primary document link back to that primary document automatically.

Do not enable this option on any downstream conversion documents in the same workflow as another primary document. The conversion workflow allows only one primary document.

You cannot use this feature if you configure Purchasing to use automatic price variance posting.

General tab: Change Management

Change management field descriptions
Field	Description
Enable change order workflow	For Construction subscriptions only. This option only appears when you select Order as both the template type and workflow category. Enabling this option allows you to indicate whether the transaction definition's document type is a source or change document. Create transaction definitions for your source documents and separate transaction definitions for each change document that you intend to use. You can enable change management on a transaction definition with existing change documents (transactions), but you cannot disable change management if a source document has existing change documents (transactions). Learn more about change management.

General tab: Transaction Numbering

Transaction numbering field descriptions
Field	Description
Numbering sequence	Select the numbering sequence to use to automatically number transactions. To add a new sequence, select Add in the dropdown list. Leave this field blank to number transactions manually, or if you want converted transactions to inherit the source document number.
Preserve sequence numbers	Ensures that numbers are never skipped. Enabling this option can affect performance when a large volume of transactions is entered at the same time.
Inherit source document number	With this option selected, the document number from the previously converted transaction is assigned to the new transaction. For example, if you convert purchase order PO-001 into a PO purchase invoice, the PO purchase invoice number will be PO-001. A converted transaction will not inherit the source document number if a numbering sequence is selected.

General tab: Inventory Control

This section appears only if your company subscribes to Inventory Control.

Inventory control field descriptions
Field	Description
Inventory total, Maintain, and Add or subtract	Use the table to specify the inventory running total that will be affected by the transaction, whether to track the quantity, value, or both, and whether that amount will increase or decrease when the user saves the transaction. Learn more about inventory totals.
Warn user if item on hand quantity falls below 0	Alerts the user if the quantity needed is greater than the ONHAND total in the selected warehouse. The warning also shows the ONORDER and ONHOLD totals. The warning appears when the user tabs out of the Quantity field in the transaction.
Increase or decrease inventory and billings	Indicates whether the Purchasing transaction is treated as a positive or negative value during the Projects Generate invoices process. If you are creating a transaction definition for a return, set this field to Decrease. When a return transaction is picked up in the Projects Generate invoice process, this tells Intacctto process the transaction as a negative value. Leave this field set to the default Increase in most other use cases. This field is applicable if your company subscribes to Projects.
Warehouse selection method	Determines how warehouses are presented to the user in the warehouse dropdown list in the transaction. Options are: Sort by ID Sort by name Warehouse with available inventory Use the default warehouse
Default warehouse	Appears only if the Warehouse selection method is Use the default warehouse. Select the default warehouse from the dropdown menu. A user's Default warehouse setting in their user preferences overrides this selection.

General tab: Accounting

Accounting field descriptions
Field	Description
Transaction posting	Select one of the following options: Accounts Payable: The transaction posts to the AP subledger. The Intacct creates a summary AP supplier invoice in Accounts Payable and affects the General Ledger. General Ledger: The transaction posts directly to the General Ledger. An example for posting directly to the GL is when you want to use a purchasing transaction (that's not a PO purchase invoice) to book to an accrual or encumbrance account that posts the expense as an accrual and does not go directly to AP. Do not post: The transaction post process will not create a GL entry and will ignore any mapping entries in any of the Posting configuration tables. If you select a posting option, enter at least one debit and credit account pair in the Account mapping table in the Posting configuration tab to save the transaction definition. If Transaction posting is not Do not post and a user selects an item in a transaction that does not have a mapping entry in the applicable account mapping table, the user receives an error and can't post the transaction.
Enable additional posting	Use this option to enable an additional GL entry posting on this transaction definition. When this field is selected, the Additional GL posting account mapping table is available on the Posting configuration tab. This option is typically used when a prior transaction in the workflow posts to the GL in a user-defined book. Depending on the GL account mapping you enter in the Additional GL posting account mapping table, you can reverse or reclassify the entry posted in the prior transaction. The amount used for additional GL posting comes from the transaction that's configured for additional posting, not from the source transaction. For examples of how to use this option, see Track purchase commitments using user-defined books.
Enable allocations	Enables users to automatically distribute the amount of a Purchasing line item across multiple dimensions. Adds an Allocation field and Allocation Splits table to the line item entry details. This option can only be enabled if it's also enabled on the General Ledger Setup and the Configure Accounts Payable page. Companies subscribed to the Taxes application can enable allocations. The allocation line item field is available in transactions for entities configured with Simple Tax, Advanced Tax, or Avalara Tax. It is not available in transactions for entities using a VAT/GST tax solution.

General tab: Accounting: Transaction subtotals

Transaction subtotals field descriptions
Field	Description
Enable subtotals	Allows you to specify standard subtotals, such as tax or a discount, for this transaction. When you select this field, a table appears in which you must add at least one subtotal.
Enable line-level Simple Tax	Allows the tax rate to be overridden at the line level in the Entries table of a transaction so different tax rates can be applied to different items. When this option selected, the behavior of Simple Tax changes in these two important ways: All of the tax lines defined in the subtotals table (the rows selected as Is tax) are not included in the subtotal calculations for the items in the transaction. Instead, the tax lines in the subtotals table become the tax rates that can be selected for each line item in the transaction. Only one tax rate can be selected for each line item in the transaction. The Applied to line is hidden, and its value is assumed to be 0 for all the lines in the subtotals table. Tax, other charges, and discounts are all applied at the line level. Thus, you can’t apply discounts before applying taxes or vice versa. So, you might pay more taxes when you use Enable line-level Simple Tax.
Subtotal template	Specifies the template for populating the transaction subtotals table. The subtotals table in the transaction definition is refreshed with the subtotal details from the selected subtotal template when you select Save. From the dropdown list, select View to see the subtotal template’s definition. This field appears only if Enable subtotal templates is selected in the Configure Purchasing page. You can leave the field blank and manually enter the subtotal lines directly in the subtotals table within the transaction definition.
Subtotal table	This table appears when Enable subtotals is set to true.
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. 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. This field does not appear if Enable line-level Simple Tax is selected. The value of Applied to line is implicitly assumed to be 0. Taxes, all other charges, and discounts are computed at the line level. Examples >Example 1:> To apply a discount and then calculate tax on the discounted amount: Define the discount on subtotal line 1 and specify 0 for >Applied to line>. Define tax on subtotal line 2, specify 1 for Applied to line, and select Is Tax. Example 2: To calculate tax on the total amount and then apply a discount to the total taxed amount: Define tax on subtotal line 1, specify 0 for Applied to line, and select Is Tax. Define the discount on subtotal line 2 and specify 1 for Applied to line. Example 3: To calculate both a discount and tax on the total amount: Define tax on a subtotal line, specify 0 for Applied to line>, and select> Is Tax.> Define the discount on a subtotal line and specify 0 for >Applied to line>.
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. This column is only applicable if you are using advanced workflows.
Department	Optional. Select a default department for the subtotal. This field does not appear at the top level.
Location	Optional. Select a default location for the subtotal. This field does not appear at the top level.
Apportioned	Indicate whether the discount subtotal will be distributed proportionally> across all line items in the transaction. If the transaction definition is defined to post to AP, the apportioned amount is distributed across the lines of the corresponding AP supplier invoice.
Is tax	Flags the subtotal as a tax. When the transaction posts, the tax will post separately based on the items in the transaction. Set this flag to true for tax subtotal lines if your organization uses Simple Tax, Advanced Tax, or Avalara AvaTax. How do I know if I am using Simple Tax or Advanced Tax? Go to Purchasing > Setup > Configuration. If Use Advanced Tax schedules is not checked, you are using Simple Tax. If Use Advanced Tax schedules is checked, you are using Advanced 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. Taxes application 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.
Show expanded tax details	Whether the Subtotals section shows expanded tax details in the transaction user interface and in the printed output. For example, you might have State, Territory, Local, and District taxes. If you want the transaction printed output to show all taxes, set this field to true. If you want the printed output to have one tax subtotal, set this field to false. This field is only applicable to companies that use Avalara AvaTax or Intacct Advanced Tax. This field has no effect for VAT-enabled companies. The Subtotals section always shows the expanded tax details in the user interface. For example, assume you have a transaction with 4 line items with these tax details: Line 1: Tax Detail A Line 2: Tax Detail B Line 3: Tax Detail B Line 4: Tax Detail A The Subtotals section would show a line for the total tax for the transaction followed by two summary lines for the total tax for Tax Detail A and the total tax for Tax Detail B.

General tab: User overrides

User overrides field descriptions
Field	Description
Department and Location	If the Department and/or Location fields are selected, expect the following behavior: The Department and/or Location fields will appear on the transaction and the user can select the applicable values If the transaction definition has posting set to AP or GL, Intacct ignores any Department and/or Location selected in the Posting Configuration tab and presents blank Department and/or Location fields on the transaction. If the Department and/or Location fields are not selected, expect the following behavior: The Department and/or Location fields will not appear on the transaction. If the transaction definition has posting set to AP or GL, the Department and/or Location will default to the Department and/or Location values selected for the applicable item GL group in the Posting Configuration tab. The values will appear in the applicable subledger transaction or journal entry. These fields do not appear at the top level in a multi-entity company.
Line-item tax	Whether the user can override whether an item is taxable. This field becomes selectable when Enable subtotals = true. The Taxable field for an item on the transaction is only editable if the Ship to contact for the selected customer is flagged as Taxable.
Override suggested price	Whether the user can override the price proposed by Intacct. If set to true, the Price field on the transaction becomes editable.
Hide price	Hides the price column in the transaction list page header and each transaction record line item, including subtotal line items. Ensures that the price is not visible in transactions where the price is not relevant or you want high-value item price hidden. This option cannot be enabled when Override suggested price is selected, or when the transaction definition is configured for match tolerance. If this option is selected for a transaction definition used for recurring transactions, the update applies to all future transactions.
Exchange rate and exchange rate type	Whether the user can edit the Exchange rate and/or Exchange rate type fields on the transaction.

General tab: Multi-currency

This section only appears for multi-currency companies.

Multi-currency field descriptions
Field	Description
Exchange rate type	If you do not want to use the default Intacct Daily Rate, select a custom exchange rate type. For Construction subscriptions only. When you add a source document, you can include a custom exchange rate, a set rate, or the daily Sage Intacct rate. Then, any change orders created from that source document inherit the specified exchange rate for the life of that document, regardless of any future rate changes.
Display base currency	Whether the transaction amounts are displayed in both base currency and transaction currency. The following fields display amounts in the currency selected as the Txn currency on a transaction: Price, Extended price, Transaction value, and Transaction total. When Display base currency is selected, the transaction currency amount fields appear and the following fields also appear: BasepPrice, Extended base price, Base value, and Base total. These additional fields display the amounts in the company's base currency.
Enable payment processing	Allows you to set a recurring template to automatically charge a credit card when an AR sales invoice is generated.
Enable retainage	Allows you to enable retainage for AR sales invoices.
Enable project contract billing	Select this checkbox to display the Project contract billing section on the Transaction tab. This checkbox also displays the Project contract billing details tab on Order Entry Contract AR sales invoices.
Display original contract project billing amount fields	Select this checkbox to display the Billing summary and Project change order summary fields in the Project contract billing section. This checkbox also displays additional fields in the Entries section on the Transaction tab of Order Entry Contract AR sales invoices. This option is available only when you also select the Enable project contract billing checkbox.

Workflow: Transaction conversion

Transaction conversion field descriptions
Field	Description
Can be converted from	Use the dropdown list to select a transaction definition from which this transaction can be converted. For example, if a certain PO purchase invoice is always created from a purchase order, select the purchase order in this table in the applicable PO purchase invoice transaction definition. If this transaction definition is the first step in your workflow, leave this table blank. Select Add to add rows to this table to accommodate multiple transaction definitions. Select the trash can icon to remove a row.
Partial conversion handling	Indicates how the system processes transactions that are partially completed. Options are: Leave transaction open: When the user converts the transaction to another transaction type, the system leaves the original transaction open until the all items are completed. Close original and create back order: When the user converts this transaction to another transaction type and enters an item quantity that's less than the original transaction quantity, the system closes the original transaction and creates a new transaction for the remaining item quantity. Close transaction: When the user converts this transaction to another transaction type, the system closes this transaction regardless of whether the transaction is complete. Learn more about partial transaction conversion.

General tab: Workflow: Pricing and terms

Pricing and terms field descriptions
Field	Description
Initial price list	If you are using layered price lists, this indicates the first price list the system will evaluate when determining a suggested transaction price. Use the dropdown list to select an initial price list if desired. Learn more about how price lists are evaluated.
Special price list	If you are using layered price lists, this indicates a special price list (for example, a discounted price list or seasonal price list). The special price list takes precedence over the Initial price list. Use the dropdown list to select a special price list if desired.
Price list to update	The price list that will be updated when a user saves a transaction. For example, in the 'Regular price list', a widget has a price of R100. A user creates a transaction and enters R90 for a widget. If Price list to update = Regular price list, the price list will now show R90 for widgets. If Price list to update = blank, the Regular price list will still show R100 for widgets. Use the dropdown list to select a price list to update if desired. Typically this field is left blank.
Enforce credit limit	Select this option to be notified when a transaction total will exceed a supplier's allowable credit limit in transactions created from this template. You can choose to ignore the warning and post the transaction. Note: Ignored credit limit warnings are not tracked in the audit trail. For example, you might set Enforce credit limit to false for purchase orders and set Enforce credit limit to true for PO purchase invoices.
Default AP term	If you select a default term, the system autofills the Expiration date for quotes and the Date due for invoices based on the selected term. The user can override those dates as desired.

General tab: Workflow: Print

Print field descriptions
Field	Description
Printed document template	Use the dropdown list to select a printed document template to use as the default for printed output (PDFs). Learn more about printed document templates. Intacct strongly recommends that you use a document template.
Optional default text	If you do not select a Document template, enter any text that you want to appear on every document printed from this transaction.
Contact title	In the Contact column change the Pay-to and/or Return-to labels. This changes the labels on the transaction and on the printed document. The default contacts displayed on the transaction are still the contacts designated as the Pay-to and/or Return-to contacts on the associated supplier record. If Enable deliver-to contact at the header level is set to true in the Configure Purchasing page, a Deliver-to contact also appears in this table. Deliver-to contact information is only included on a printed document (PDF) if you use a customized printed document template and do not use a standard template.
Show on print	Whether to display the Contact title label on the printed document (PDF) when you use a standard template.
Allow editing	Whether to allow the user to select a contact other than the default Pay-to and/or Return-to contact (person or destination) in the transaction. If you select Enable deliver-to contact at the header level in the Configure Purchasing page, you can select Allow editing for all applicable transaction definitions to allow users to change the Deliver to field on purchasing transactions. If you use Supplies Inventory, the Allow editing checkbox for the Deliver to field is selected automatically for the SYS-Supplies-requisition. Keep this option selected. You can only use a purchase transaction definition for linked supplies orders that does not Allow editing of the Deliver to field. Learn more about linking a supplies request to an existing order.

General tab: Additional information

Enable optional sections to appear on transaction definitions for order and quote documents. These optional sections allow you to capture new or changing information throughout the life cycle of the order or quote document, regardless of the document's state.

Additional information field descriptions
Field	Description
Enable scope	Identify what work is included and excluded and the reason why and terms.
Enable schedule	Identify dates for work milestones.
Enable internal reference or external reference	Identify who authorized the work internally and externally and when they authorized the work.
Enable bond	Identify information about performance and payment bonds and information about the surety companies that hold the bonds.

Posting Configuration tab

Additional GL posting account mapping

Use this table for additional GL entry account mapping. This table appears if you selected Enable additional posting in the Accounting section of the General tab.

Additional GL posting account mapping field descriptions
Field	Description
Item GL group and Warehouse	The Item GL group and Warehouse together form the criteria set for the account mapping. For example, you could have the Maintenance item GL group and Warehouse 13 mapped to a GL account and offset account, and the Software item GL group and Warehouse 13 mapped to a different GL account and offset account.
Debit or credit	Choose whether to debit or credit the account.
GL account	Use the GL account selection list to select the applicable account to which this transaction posts for the mapped criteria set. Transactions posted to a Cash/Bank account do not appear during reconciliation.
Is offset?	Whether or not the corresponding GL account is an offset account. Each Item GL group and Warehouse criteria set must have one offset account.
Department	Use the Department selection list to select a default department against which the line item will be recorded. If you select Department in the User overrides section, the user can select a different department in the transaction. This field is not applicable at the top level entity.
Location	Use the Location selection list to select a default location against which the line item will be recorded. If you select Location in the User overrides section, the user can select a different location in the transaction. This field is not applicable at the top level entity.

Transaction posting account mapping

If you set Transaction posting to either Accounts Payable or the General Ledger, enter the applicable account mapping in this table.

Transaction posting account mapping field descriptions
Field	Description
Item GL group, Warehouse, Customer GL group, and Supplier GL group	The Item GL group, Warehouse, and Supplier GL group together form the criteria set for the account mapping. For example, you could have the Maintenance item GL group, Warehouse 13, and Hardware Supplier GL group mapped to a GL account and offset account, and the Maintenance item GL group, Warehouse 13, and Software Supplier GL group mapped to a different GL account and offset account.
Debit or credit	Choose whether to debit or credit the account.
GL account	Use the GL account selection list to select the applicable account to which this transaction posts for the mapped criteria set. Transactions posted to a Cash/Bank account do not appear during reconciliation.
Is offset?	Whether the corresponding GL account is an offset account.Each Item GL group, Warehouse, and Supplier GL group criteria set must have one offset account. You can use you can use a default offset account (where no criteria is set) or an exact match of the criteria set to use a different offset account.
Department	Use the Department selection list to select a default department against which the line item will be recorded. If you select Department in the User overrides section, the user can select a different department in the transaction. This field is not applicable at the top level entity.
Location	Use the Location selection list to select a default location against which the line item will be recorded. If you select Location in the User overrides section, the user can select a different location in the transaction. This field is not applicable at the top level entity.

Security configuration tab

Security tab: Document permissions

Security configuration settings which restrict editing, deletion, or require convert only, only apply to posting. These settings do not impact a user's ability to save or edit draft transactions.

Document permissions field descriptions
Field	Description
Edit policy	Sets the edit permission for this transaction type. Options are: No edit: The user cannot edit this transaction after it is created, unless it is in draft state. Before printing: The user can edit this transaction until it has been printed to PDF. After it has been printed, the transaction cannot be edited. Draft only: The user can edit this transaction until it has been posted. After it has been posted, the transaction cannot be edited. All: The user can edit this transaction as allowed by the transaction's condition. See Editing a purchase transaction for editing restrictions.
Allow edit of supplier	Allows users to change the supplier in Draft or Pending transactions under the following conditions: The transaction has not been converted to another transaction. If the transaction posts to the GL or to Accounts Payable, the transaction date is in an open period. This field follows any editing restrictions imposed by the transaction definition's Edit policy and is only editable if the Edit policy is set to "All" or "Before printing". Options are: Always: The user can edit the supplier in all applicable scenarios. Except converted documents: The user can edit the supplier in the first transaction in a workflow but not in transactions created by conversion. Never: The user cannot edit the supplier unless the transaction is in draft state.
Delete policy	Sets the delete permission for this transaction type. Options are: No delete: The user cannot delete this transaction after it is created, unless the transaction is in draft state. Before printing: The user can delete this transaction until it has been printed to PDF. After it has been printed, the transaction cannot be deleted. All: The user can delete this transaction as allowed by the transaction’s condition. See Deleting a purchase transaction for deletion restrictions.
Create policy	Sets the create permissions for this transaction type. Options are: New document or convert: The user can create this transaction as a standalone transaction by (selecting Add from a transaction list, or the plus icon next to the transaction definition in the menu, or by copying an existing transaction, and so on) or the user can create this transaction by converting the previous transaction in the workflow. Convert only: The user can only create this document by converting the previous transaction in the workflow. For example, the user can only create a PO purchase invoice by converting an existing purchase order. .
Create transactions in	Sets the context for where users can create transactions from this transaction definition within a multi-entity, shared environment. Options are: Top level only Top level or entity Entity only If you use an advanced workflow, when you select "Top level or entity" or "Entity only", an Entity settings tab appears. This tab allows you to define which entities can create transactions and define entity-specific numbering sequences and/or document templates if desired. This field only appears on transaction definitions at the top level of a multi-entity, shared environment. If you change this setting for a transaction definition that has recurring transactions, the next scheduled recurring transaction can fail if it runs from the incorrect level.

Security tab: User and group permissions

User and group permissions field descriptions
Field	Description
Enable permissions for specific users or groups	By default, all users with the appropriate application permissions (List, View, Add, Edit, Delete Transactions) have access to transactions that use this transaction definition. If you want to only allow certain users or user groups access or if you want to deny certain users or user groups access to this specific transaction definition, set this field to true. When this field is set to true, you can use the fields that appear to add the applicable users and user groups to the Access rights table. Any user or user group that you deny access to will not be able to see this type of transaction in Purchasing or Accounts Payable transaction lists. The transaction is still visible in reports and email delivery logs if they have the appropriate permissions. The system evaluates all permission settings to determine the effective permissions. For example, say that Jerry Garfield is in the Analysts group. Say we set Allow access for the Analysts group and set Deny access for Jerry Garfield for the NFP PO purchase invoice transaction definition. Jerry Garfield will not have access to NFP PO purchase invoices in Purchasing or Accounts Payable. To set access rights for a user group or user: Use the selection list to select Group or User. Depending on your selection, the applicable User group or User list becomes available. Select the applicable user group or user from the list and select Add. The group or user appears in the table. In the table, select Allow or Deny from the selection list next to the applicable user group or user.

Entity settings tab

This tab appears if you use an advanced workflow and set Create transactions in on the Security tab to "Top level or entity" or "Entity only". Use the table on this tab to specify which entities can create transactions. You can also use this tab to define different settings for each desired entity: numbering sequences, document templates, and more. The settings in this table are only applicable when a transaction is created from the entity and not created at the top level.

The first row of the table displays the settings for the top level, which you defined on the General tab. These settings are the default settings for all entities if no entities are specified. Numbering sequence, Document template, and Subtotal template are also the default settings if you leave the setting blank for a specified entity.

Use the Populate all entities button to have the system automatically add entities to the table that are not already there (only active, non-elimination entities are added). The system adds the entities with the settings for the top level. You can then manually edit the settings for the added entities or delete any added entities, as needed.

The following are common scenarios for entity settings and instructions for achieving the desired outcome:

If you want this...	Do this...
All entities to use the same transaction definition. (No entities need to use any different settings.)	Do not specify any entities in the Entity settings table. When no entities are specified, all entities can use the transaction definition.
All entities to use the transaction definition, but you want some or all entities to use different settings for one or more attributes, such as: Numbering sequence Document template Expanded tax details Line level Simple Tax override Subtotal template	Specify each entity in the table. For example, if you have five entities, specify all five entities. Use the Populate all entities button to automatically add the entries. Then specify the applicable setting for each column in the table for each desired entry. If you do not specify a value in any of the following columns for an entity and leave it blank, that entity will use the top-level setting: Numbering sequence Document template Subtotal template
Some entities to use the transaction definition.	Specify only the entities that you want to be able to create transactions in the table. For example, if you have five entities and only want two of them to be able to use the transaction definition, specify those two entities only.

If you want this...

Do this...

All entities to use the same transaction definition. (No entities need to use any different settings.)

Do not specify any entities in the Entity settings table. When no entities are specified, all entities can use the transaction definition.

All entities to use the transaction definition, but you want some or all entities to use different settings for one or more attributes, such as:

Numbering sequence
Document template
Expanded tax details
Line level Simple Tax override
Subtotal template

Specify each entity in the table. For example, if you have five entities, specify all five entities.
Use the Populate all entities button to automatically add the entries.
Then specify the applicable setting for each column in the table for each desired entry. If you do not specify a value in any of the following columns for an entity and leave it blank, that entity will use the top-level setting:
- Numbering sequence
- Document template
- Subtotal template

Some entities to use the transaction definition.

Specify only the entities that you want to be able to create transactions in the table. For example, if you have five entities and only want two of them to be able to use the transaction definition, specify those two entities only.

The following table describes the columns in the Entity settings table.

Entity settings table field descriptions
Field	Description
Entity name	Use the dropdown list to select an entity.
Numbering sequence	Select the numbering sequence to use to automatically number transactions for the corresponding entity. To add a new sequence, select Add in the dropdown list. Leave this field blank to use the numbering sequence defined on the General tab, or if you want converted transactions to inherit the source document number.
Preserve sequence numbers	Ensures that numbers are never skipped. Enabling this option can affect performance when a large volume of transactions is entered at the same time. This field is grayed-out if you did not select a Numbering sequence for the corresponding entity.
Inherit source document number	With this option selected, the document number from the previously converted transaction is assigned to the new transaction. For example, if you convert purchase order PO-001 into a PO purchase invoice, the PO purchase invoice number will be PO-001. A converted transaction will not inherit the source document number if a numbering sequence is selected.
Document template	Use the dropdown list to select a printed document template to use as the default for printed output (PDFs) for the corresponding entity. Leave this field blank to use the document template defined on the General tab. Learn more about printed document templates.
Show expanded tax details	Whether the subtotal section shows expanded tax details in the transaction user interface and in the printed output. For example, you might have State, Territory, Local, and District taxes. If you want the transaction printed output to show all taxes, set this field to true. If you want the printed output to have one tax subtotal, set this field to false. This field is only applicable to companies that use Avalara AvaTax or Advanced Tax and appears only if Enable subtotals is selected.
Line-item tax	Whether the user can override whether an item is taxable. This option appears only if Enable subtotals is selected. The Taxable field for an item on the transaction is only editable if the Ship to contact for the selected customer is flagged as Taxable.
Enable line-level Simple Tax	Allows the tax rate to be overridden at the line level when using Simple Tax. This option appears only if Enable subtotals is selected.
Subtotal template	Use the dropdown list to select the subtotal template to use for calculating subtotals. This option appears only if your Purchasing configuration has been enabled for subtotal templates and Enable subtotals is selected.