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.

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

Users with the appropriate permissions can create multiple transaction definitions by importing the data using a CSV file.

1. Go to Company > Setup > Configuration > Import data.

2. In the Import transaction definitions section of the Company Setup Checklist page, find Purchasing transaction definitions and select the Template link.

3. The template opens in Excel.
4. Prepare the CSV file for import. See Import Purchasing transaction definitions for detailed information.

5. When you are ready to import the file, return to the Company Setup Checklist page and select Import next to Purchasing transaction definitions.

6. The Import company information dialog box appears.
7. Find the CSV file that you want to import.
8. Specify the email address where the results are to be sent. If any records fail to import, you will be notified by email.
9. Select other options as needed.
Import Company Information: options

Import file option descriptions

Option	Description
Browse	Use the Browse button to locate and select the CSV file you want to import.
Date format	When you select a date format here, Sage Intacct attempts to import your file using the selected date format. If Intacct can’t import your file with the selected date format, it attempts to discover the date format used in your file and import the data using that date format.
File encoding	Leave this option set to "auto-detect" unless you're unable to import your file. Depending on your operating system, you may need to select a different type of file encoding.
Process offline	Some imports can take considerable time, depending on their size and how much processing the system must do on the uploaded data. If you're not sure how much time your upload will take, select Process offline. When the system completes the process, it sends an email to the address you provide in the Email results to this address field. The system also sends you any errors that may have occurred in the process. If you prefer to wait until the upload process is complete, don’t select the Process offline checkbox. Transactions and other records that are processed offline show a source of System in the audit trail, instead of CSV import.
Email results to this address	Email address to which import results and errors should be sent. You can enter multiple email addresses, separated by a semicolon (;) or comma (,). Sage Intacct highly recommends entering an email address.

10. Select Import.

    One of the following messages appears:

    • Import Success Notification: All transaction definitions were imported successfully. Select Done to dismiss the dialog box.
    • Import Error Notification: At least one transaction definition could not be imported. See Import error notification for detailed information on how to resolve any errors.

Edit a transaction definition

The changes you make to a transaction definition apply to transactions that are created after the changes are made. The changes do not apply to existing transactions unless you edit and save the transaction after changes are made.

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

2. Find the transaction definition you want to edit.

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

4. Edit the fields as needed and select Save.

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

2. Select Edit next to the applicable transaction definition.

3. Edit the fields as needed and 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.

   Need help finding a transaction?

   • 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.

   Don't see Include inactive or Include private on your page?

   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

• Advanced workflows only. Define the posting journals or set the order for where this transaction definition appears in the menu in the Documents configuration tab of the Configure Purchasing page.
• Edit the transaction's Entries layout.