Convert a purchasing transaction

Converting a purchase transaction moves the transaction to the next step in the workflow, as defined in the related purchase transaction definition. For example, a purchase order to a purchase invoice.

The conversion process copies data from the source transaction to the subsequent transaction. The source transaction continues to exist as a distinct transaction.

For example, if you convert a purchase order to a PO purchase invoice, you can still access the source purchase order. Changes to the PO purchase invoice do not affect the source transaction.

There are several methods that you can use to convert a transaction:

• Convert all of the transaction to another transaction type.
• Convert a non-inventory line item to a specific amount (learn more about Price conversion).
• Convert two or more transactions, or line items from different transactions, into one transaction.
  • With a transaction open, you can convert multiple documents as a single transaction.
  • To review a list of all types of purchase transactions and use filters to lookup vendors and transactions that can be converted, see Process purchase transactions.
• Convert one transaction into two or more transactions (see Process Purchasing transactions).

Convert the entire transaction

Convert the entire transaction when there are no line item adjustments needed. For example, you received an AP supplier invoice for all line items in a purchase order and are ready to pay the supplier. Convert the entire sales purchase order to a PO purchase invoice.

You can only convert transactions that have a state of Pending or Partially converted. Learn more about Purchasing transaction states.

1. Go to Purchasing > All > Transactions and select the applicable transaction type.

   To view supplies requests, go to Purchasing > All > Supplies Inventory > Workbench. Learn how to process supplies requests.

2. In the transaction list, find the transaction you want to convert and select Convert next to it.

   A pop-up appears containing links to all transactions to which this transaction can be converted.

3. Select the transaction type to which you want to convert the transaction.

   The new transaction appears in the transaction list with all of the data from the original transaction.

4. If the Convert from an existing transaction link displays, you can select additional transactions for conversion into a single transaction. Learn more about converting multiple transactions.

5. Make changes as needed to the transaction. For details on entering field information, see Purchasing transaction fields.
6. When you finish entering or editing the transaction information, select one of the following buttons:
   • Post: Saves the transaction and displays the list of transactions.
   • Post & new: Saves the transaction and opens a new transaction page,
   • Draft & continue: Saves the transaction as a draft and opens a new transaction page.
   • Draft & done: Saves the transaction as a draft and displays the list of transactions.
   By default, the transaction list for the transaction type you converted to is displayed when you select Post or Draft & done. To display the transaction list for the transaction type you converted from instead, change the Select the list type to display after posting a converted transaction setting in your personal preferences.

Convert part of a transaction

Sometimes you might need to convert part of a purchase transaction but not the entire transaction. For example, you have a purchase order for a certain quantity of an item, but you need to pay for a quantity that's less than the purchase order quantity or invoice an amount that's less than the total purchase order (such as a blanket purchase order)..

1. Go to Purchasing > All > Transactions and select the applicable transaction type.

   To view supplies requests, go to Purchasing > All > Supplies Inventory > Workbench. Learn how to process supplies requests.

2. In the transaction list, find the transaction you want to convert and select Convert next to it.

   A pop-up appears containing links to all transactions to which this transaction can be converted.

3. Select the applicable transaction name.

   The new transaction appears with the transaction data from the original transaction. The transaction Date defaults according to the Inherit date from source transaction setting in your user preferences.

4. If needed, change the quantity or the price of a line item (the Conversion type column can be edited if your company is configured to allow override of an item's default conversion type).

   For example, if the quantity on line item 1 is 10 and you are only receiving 8, change the Quantity on line item 1 to 8. Or, in the Conversion type column select Price, then enter the modified purchase amount in the Price field.

   You cannot enter a number in the Quantity field that has the opposite sign of the number in the original transaction. For example, if the original purchase order quantity is 5 and you enter -3 in the Quantity field on the PO purchase invoice, Intacct displays an error.

5. Make any other changes as applicable.
6. Select one of the following buttons:
   • Post: Saves the transaction and displays the list of transactions.
   • Draft: Saves the transaction as a draft and displays the list of transactions.
   • More actions: Use to select more Post and Draft options.
   By default, the transaction list for the transaction type you converted to is displayed when you select Post or Draft & done. To display the transaction list for the transaction type you converted from instead, change the Select the list type to display after posting a converted transaction setting in your personal preferences.

Transaction conversion user preferences

There are two options in your user preferences that let you:

• Choose the transaction list that appears after you convert a transaction. The Select the list type to display after posting a converted transaction defaults to "Transaction list for the converted transaction type". Select "Transaction list for the original transaction type" to always display the transaction list for the transactions that you want to convert.
• Indicate whether the target transaction date defaults to the source transaction's date. When you convert a transaction to another transaction, the transaction date for the new transaction defaults to today's date. In many scenarios, the transaction date for the new transaction should really be the transaction date specified on the source transaction.

  For example, say you are converting a purchase order to a PO purchase invoice. The purchase order's transaction date is May 1, 2024 and today's date is May 15, 2024. If Inherit date from source transaction for Purchasing transactions is selected in your user preferences, the PO purchase invoice transaction date defaults to May 1, 2024.

Learn how to update your user preferences.

Troubleshoot transaction conversion

The following table describes potential conversion problems and gives possible solutions to enable you to accomplish your goal:

Problem	Possible solution
Received error message, "No recall information found"	One of the following conditions can cause this error: The target transaction definition does not list the source transaction definition in its Can be converted from table. Open the target transaction definition, use the dropdown list in the Can be converted from table to select the source transaction definition, and select Save. For example, if you are trying to convert a purchase order to a PO purchase invoice, open the PO purchase invoicetransaction definition and select the applicable purchase order in the Can be converted from table. Learn more about transaction definitions. This error can occur when you select the Convert link next to the last transaction in a workflow and the State of the previous transaction in the workflow is Partially converted. As there's no transaction to which to convert the last transaction, there's no further action required for this transaction (even though the Convert link appears). This error can happen for Employee users. Employee users can only use transactions where the transaction definition Template type = Quote, for example purchase requisitions. If they try to convert a purchase requisition to a purchase order, which has Template type = Order, they receive this error. In this scenario, have a Business user convert the transaction.
Received error message, "Cannot convert more than available quantity. Please enter valid quantity to convert."	This can happen when you try to enter a value in the quantity field that's greater than the quantity value in the source transaction. For example, the widget quantity in the source transaction is 5. If you enter 7 in the quantity field in the transaction to which you are trying to convert, you will receive this error. The same applies to negative values. If the source transaction quantity is -5 and you try to enter -7 in the quantity field, you will receive this error. In addition, you cannot enter a quantity value that has the opposite sign of the quantity value in the source transaction. For example, if the quantity in the source transaction is 5 and you enter -3 as the quantity in the transaction to which you are trying to convert, you will receive this error. To resolve this error, do one of the following: Use the same quantity as the source transaction when you convert the transaction. Use a quantity that's less than the quantity in the source transaction when you convert the transaction. What happens after you convert part of a transaction depends on how the Partial Conversion Handling setting of the transaction definition is configured.See About partial transaction conversion for detailed information on what to expect after you convert part of a transaction. Edit the source transaction to change the quantity, then convert the transaction.
I cannot convert an In progress transaction	An "In progress" transaction is a transaction that has been converted to another transaction type and that transaction has a Draft state. For example, you convert a purchase order into a PO purchase invoice and save the PO purchase invoice as draft. The system sets the purchase order state to In Progress. You cannot edit or convert a transaction that's In progress. If you want to edit or convert an In Progress transaction, either delete or post the Draft upstream transaction. This will set the In Progress transaction's State to either Pending or Partially converted.
I cannot edit a Partially converted transaction	The system does not allow you to edit a transaction if the State is Partially converted. If you want to edit the Partially converted transaction, delete all upstream transactions. For example, if you want to edit a purchase order that has been partially converted to a PO purchase invoice, delete the PO purchase invoice.
Received error message, "Invalid value is provided for the field PERMLISTMEMBER."	This can happen when you create or convert a transaction and can be caused by an inactive user ID defined in the security settings on the transaction definition. The error message lists the applicable user ID. To resolve this error: Open the applicable transaction definition in Edit mode. Select the Security Configuration tab. In the User and group permissions Access Rights table, delete the user that was listed in the error message. Save the transaction definition.
The list of transactions to which I can convert the transaction doesn't include the one I want	The target transaction definition does not list the source transaction definition in its Can be converted from table. Open the target transaction definition, use the dropdown list in the Can be converted from table to select the source transaction definition, and select Save. For example, if you are trying to convert a sales order to a sales invoice, open the sales invoice transaction definition and select the applicable sales order in the Can be converted from table. Learn more about transaction definitions.
Your transaction definition is configured to affect AP. However, no GL Accounts were found in the AP GL Information tab for itemid <item>.	The system cannot post the transaction because it doesn't know to which GL account to use. To resolve this error, check the following: Verify that the item is assigned to the correct item GL group. Verify that the applicable transaction definition has an account mapping entry for the applicable item GL group.
Invalid item specified.	An item was set to Inactive after the transaction being converted was created. Verify that all items are set to Active status.