Purchasing transaction definitions

A transaction definition includes the accounting rules, workflow settings, security settings, and other characteristics for a transaction. If your company has enabled advanced workflows, you can add new transaction definitions, edit, or create duplicates of existing transaction definitions.

If your company is using standard workflows, you can only make minor edits to the existing transaction definitions.

Advanced workflows give companies significant flexibility in mapping their transaction workflows to their business needs. Because this flexibility impacts subledger and GL posting and inventory levels and valuation, it is recommended that the adjustments be made by someone skilled in making this type of business-process change.

Subscription

Purchasing

Regional availability

All regions
User type
  • Business
  • Employee
  • 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.

Although you can duplicate transaction definitions if you are using Standard workflows, you can only add transaction definitions if you are using Advanced workflows.

In a multi-entity company, Advanced workflow is required to set up transaction definitions for specific entities.

Add a transaction definition

If your company is using advanced workflows, you can add a new transaction definition.

  1. Go to Purchasing > Setup > More and select Add (circle) next to Transaction definitions.

  2. Enter information in the applicable fields. At a minimum, you must enter a Template name to save the transaction definition. See the Field descriptions for details about each field.
  3. If this transaction will post, enter the applicable posting information in the Posting configuration tab.
  4. If you want to set document permissions, user and group permissions, or both for this transaction definition, enter the information on the Security configuration tab.
  5. Multi-entity only: To specify entity settings for this transaction definition, enter the information on the Entity settings tab.
  6. When you have completed entering the transaction definition information, select Save.

Duplicate a transaction definition

You can copy an existing transaction definition to create a new transaction definition. You can then edit the new definition as applicable.

  1. Go to Purchasing > Setup > More > Transaction definitions.

  2. Find the transaction definition that you want to copy.

  3. Select More actions > View at the end of the row.

  4. Select Duplicate.

    A copy of the transaction definition appears on the page in Edit mode.

  5. Enter a unique Template name and edit the applicable fields.

    See the Field descriptions for details about each field.

  6. When you have completed editing the transaction definition information, select Save.

  1. Go to Purchasing > Setup > More > Transaction definitions.

  2. Select View next to the transaction definition that you want to copy.
  3. Select Duplicate.

    A copy of the transaction definition appears on the page in Edit mode.

  4. Enter a unique Template name and edit the applicable fields.
    See the Field descriptions for details about each field.
  5. When you have completed editing the transaction definition information, select Save.

Import transaction definitions

You can import transaction definitions from either the Transaction definition list or from the Company setup checklist. The following procedure describes how to import transaction definitions from the Transaction Definition list. See Import transaction definitions for more information.

  1. Go to Purchasing > Setup > More > Transaction definitions.

  2. Select Import.

    The Transaction definitions import dialog box appears.

  3. Select the Download template link.
  4. Prepare the template file for import.
  5. Find the import file.
  6. Select the Date format.
  7. Select the File encoding.
  8. Indicate whether to process the import offline.
  9. Enter the email address to which Sage Intacct will send any error notifications.
  10. Select Import.

    After an upload, you are notified if upload was successful and how many records were imported. The confirmation page lets you verify that all the records in your original file were successfully imported without having to manually verify them. If any records contained errors and failed, you are notified of which ones and how to correct the problem.

Edit a transaction definition

Changes made to a transaction definition only apply to transactions created after the change was made. Transaction definition changes do not apply to existing transactions unless the existing transaction is re-posted. Re-posting a transaction will cause it to read the current version of the transaction definition.

  1. Go to Purchasing > Setup > More > Transaction definitions.

  2. Find a transaction definition on the list.

  3. Select Edit at the end of the row.

  4. Change the applicable fields and then select Save.

  1. Go to Purchasing > Setup > More > Transaction definitions.

  2. Select Edit next to the applicable transaction definition.
  3. Change the applicable fields and then select Save.

View a transaction definition

  1. Go to Purchasing > Setup > More > Transaction definitions.

  2. Find the transaction you want to view.

  3. Select More actions > View at the end of the row.

    • Records designated as Inactive do not appear in the list by default. To view these records, select Filters at the top of the list and select Remove next to the Status filter to remove it.

    • When you access the list from the top level, you initially only see records created at the top level. To see records created within entities, select Filters and then select Include entity records. Select Apply to update the filter.

  1. Go to Purchasing > Setup > More > Transaction definitions.

  2. Find the transaction you want to view and select View.

    • To view inactive transaction definitions, select the Include inactive checkbox.

    • If you accessed this page from the top level of a multi-entity shared environment, select the Include private checkbox to view any transaction definitions that were created at the entity level.

    The most common reason that you do not see this feature is that you're using a custom view.

    When you select a custom view, some options are hidden. Depending on the page you're on, the Include inactive, Include one-time use, Include private, and Display hierarchy options are not visible. For example, if you're viewing from a custom view, the Financial Reports list will not provide the Include inactive option.

    To see the options again, switch back to View All. See Custom views for more information.

Next steps