Enhanced interface

Convert multiple documents into a single Purchasing transaction

Convert multiple documents, including lines of documents, into a single Purchasing transaction so that you can pay a supplier in one payment.

When a supplier charges their work for multiple projects in one AP supplier invoice, you can create a single Purchasing transaction that includes multiple documents that you want to convert to replicate the AP supplier invoice.

You can convert line items from different transactions to create one transaction when you are combining items from two or more transactions that do not post to Accounts Payable.

You work with a subcontractor on multiple projects. When the subcontractor sends their AP supplier invoice for the month, the AP supplier invoice includes a charge for every project that they worked on. Each of the projects has a document, which is a purchase order or subcontract, created by your company. In Purchasing, you create an AR sales invoice and select Convert from an existing transaction to convert all the purchase order documents. Using the Source document ID and Source document line ID dropdown lists, you select the purchase orders, and, if required, the specific line items you want to include in a single payment transaction.

Before you begin

To convert multiple documents, including lines of documents, into a single Purchasing transaction, the following must be applied:

An admin must select the Enable conversions for multiple source documents checkbox on the Configure Purchasing page. Learn how to configure Purchasing.
Documents must have the same supplier.
Documents must be included in the same transaction definition.

For example, your supplier sends an AR sales invoice for projects that they worked on. When you create a transaction definition for the AR sales invoice, in the Can be created from field, you select purchase orders and subcontracts that are associated to the AR sales invoice. Then, you can convert those purchase orders and subcontracts into a single Purchasing transaction because they are included in the transaction definition for the AR sales invoice.

The line items remain as separate line items in the destination transaction. They are not combined into one line item. For example, if you select a line item from transaction A for 10 widgets and a line item from transaction B that contains 5 widgets, the new transaction will contain two line items, one for 10 widgets and one for 5 widgets.

Learn how to add a transaction definition.

Subscription	Purchasing
Regional availability	All regions
User type	Business Construction Manager Warehouse
Permissions	Purchasing transactions: List, View, and Add
Configuration	You can only convert transactions where the State is Pending or Partially converted.

Go to Purchasing > All > Transactions and select Add (circle) next to the transaction type.
Select a supplier.
Select Convert from an existing transaction.
Select a Purchasing transaction.

If you do not see the document that you want to convert, make sure that the document type is included in the transaction definition's Can be created from list.
Repeat steps 3 and 4 to convert additional documents.
Confirm the information on the transaction.
Select Draft or Post.

Convert lines of documents into a Purchasing transaction

Go to Purchasing > All > Transactions and select Add (circle) next to the transaction type.
Select a supplier
In the Entries table on the first Item row, select Show details.
In the Source document ID field, select a purchasing document from the list of available transactions.

If you do not see the document that you want to convert, make sure that the document type is included in the transaction definition's Can be created from list.
In the Source document line ID field, choose a line item in the selected document.

Repeat steps 4 and 5 to convert another line of a document.
Select Hide details and confirm the information that you want included on the transaction.
Select Draft or Post.