Field descriptions: Purchase transactions

Saves the transaction and, if applicable, posts the transaction to the GL or Accounts Payable (as configured in the Transaction posting option in the transaction definition).

This button appears when the transaction is in Add or Edit mode if the transaction state is not Converted.

Saves the transaction with a Draft state. Transactions with this state have no effect on the GL or Accounts Payable.This button appears when a transaction is in Add mode or when a Draft transaction is in Edit mode.

Cancels any changes and exits the transaction.

This button appears when the transaction is in Add or Edit mode.

Places the transaction in Edit mode.

This button appears when the transaction is in View mode and the following conditions are true:

• The transactions state is not Converted or Partially Converted
• The payment status is not Paid.

Exits the transaction.

This button appears when the transaction is in View mode.

Saves the transaction and submits it for approval. The transaction state after the submission depends on the approval configuration. If the user who submitted the transaction does not have the applicable level of approval for the transaction, the transaction state = Submitted. If the user who submitted the transaction does have the applicable level of approval for the transaction, the transaction state = Pending.

This button only appears if purchasing approvals have been defined. When the Submit button appears, the Post button does not appear as the post cannot occur until the transaction is approved. Learn more about purchasing approvals.

Overrides any line items in the transaction that have match tolerance exceptions. Price variances are posted either to the Match tolerance GL account specified on the Configure Purchasing page or according to the account mapping for the item (standard workflow) or the account mapping for the transaction's definition (advanced workflow).

This button appears only if the transaction definition for the transaction is set up for match tolerance validation. Learn more match tolerances.

Date

If you are creating a transaction, this field defaults to today's date.

If you are converting a transaction, this field defaults either to today's date or the source transaction's date, depending on your defined user preference.

Use the calendar tool to change the date. This field is required.

Use the Supplier selection list to select the desired supplier. Selecting a supplier is not required unless the following conditions exist:

• Require supplier for approval is selected in the Configure Purchasing page.
• Transaction posting = Accounts Payable or General Ledger and/or Enable additional posting is selected in the transaction definition.

You can change the supplier in a Draft of Pending transaction if the Edit policy and Allow edit of supplier fields on the transaction definition are set appropriately. Learn more about the Allow edit of supplier option.

Project

Use the Project selection list to select the desired project. You can select any project in the same project hierarchy as long as their customers are the same. The Project field for each line item in the Entries section defaults to the project selected in this field.

If the Projects dimension is enabled in Order Entry or Purchasing, this field is available to any company with an Order Entry or Purchasing subscription. No Projects subscription is necessary.

Document number

Enter a number to identify the transaction. This field appears in add or edit mode if the transaction definition does not have a Numbering sequence selected. A document number is not required in draft transactions.

GL posting date

Use the calendar tool to select the date the invoice will post to the GL. This field appears for invoices only if Accounts Receivable is configured with Enable override of GL posting date during entry set to Yes. This field appears for invoices only if Accounts Payable is configured with Enable override of GL posting date during entry set to Yes.

Pay to or Requested by

Defaults to the contact identified as the Pay to contact on the selected supplier record. This field label is customizable in the transaction definition and might be something other than Pay to or Requested by. If the transaction definition allows editing on this field, you might be able to select a different contact record. If Order Entry or Purchasing is configured to restrict contacts in dropdown lists, only contacts that are assigned to customer or vendor records via the Contacts tab will appear in transaction dropdown lists. The Find functionality is not available in restricted dropdown lists.

This field is required.

Defaults to the contact that's identified as the Return to on the selected supplier record. This field label is customizable in the transaction definition and might be something other than Return to. Depending on whether the transaction definition allows editing on this field, you might be able to select a different contact record. If Order Entry or Purchasing is configured to restrict contacts in dropdown lists, only contacts that are assigned to customer records via the Contacts tab will appear in transaction dropdown lists. The Find functionality is not available in restricted dropdown lists.

If you have an Avalara AvaTax integration or are using Advanced Tax, this field is used to determine the tax to be paid on the purchase unless your company has enabled deliver-to contacts.

This field only appears if Enable deliver-to contact at the header level is selected in the Configure Purchasing page.

Defaults as follows:

• For single-entity companies and at the top-level only of multi-entity companies: displays the deliver-to contact you selected in the Configure Purchasing page.
• At the entity-level in multi-entity companies: displays the entity's ship to contact.

Depending on whether the transaction definition allows editing on this field, you may be able to select a different contact record.

Converted from

This field appears only if the transaction was converted from another transaction. When the transaction is in edit or view mode, the field displays a link to the transaction it was converted from. If the transaction was converted from multiple source transactions (several transactions were merged in the Process Transactions page), the link reads as "Multiple source transactions".

VAT Reg No

This field only applies to companies subscribed to the Taxes application.

A read-only field that displays the VAT registration number for the Pay-to contact. If the Pay-to contact doesn't have a tax number specified, the field is blank.

Learn more about entering taxable transactions.

Tax solution

This field only appears if your companies subscribed to the Taxes application and the following conditions are true:

• The Taxes application is configured for multiple tax jurisdictions.
• The transaction definition for the transaction has one subtotal line that's defined as Is Tax.

Select the tax solution that you want to use for determining and capturing tax for the transaction. All the tax solutions that are set up for your company appear in the dropdown list. If you select No Tax, taxes aren't added to the transaction.

Payment terms

Use the AP Terms selection list to select the desired term. This field defaults to the terms defined for the selected customer or vendor.

Expiration date

If the Payment term field contains a value, the Expiration date field defaults to the transaction date + the number of days in the term. Use the calendar tool to select the date when the quote will no longer be valid. This field is required. This field is only applicable to quotes and supplies requests.

Date due

If the Payment term field contains a value, the Date due field defaults to the applicable date based on the term. Use the calendar tool to select the date payment is due.

Reference

Enter a reference to another document or any text as needed.

The number by which to reference an AP supplier invoice or other supplier document. This field is required if Require numbers on: AP supplier invoices, adjustments, and recurring AP supplier invoices only is selected in the Configure Accounts Payable page.

Message

Enter any text that you want to appear on the printed document. This message prints in addition to any Optional default text defined in the transaction definition or text defined in the document template.

Shipping method

Use the Shipping method selection list to select the shipping method. The default value is determined in this order:

1. From the customer (Shipping method field)
2. From the transaction definition (Default shipping method field)

Attachment

Add any supporting documents as an attachment. Learn more about adding attachments.

Base currency

Use the selection list to select the functional currency to use for the transaction. This field is only applicable to multi-entity, multi-currency companies that have multiple base currencies enabled and is only displayed when the transaction is created at the top level company.

Txn currency

Defaults to the transaction currency associated with the selected customer. If you want to change the default, use the Transaction currency dropdown list to select the currency in which the transaction is to be expressed. This field is only applicable to multi-currency companies.

Exchange rate date

The date the exchange rate used by the transaction was valid. Defaults to today's date. Use the calendar tool to select a different date. This field is only applicable to multi-currency companies.

Exchange rate type

Defaults to the exchange rate type defined in the transaction definition. If the transaction definition is set to allow user override of the exchange rate type, you can use the selection list to select a different exchange rate type. If you edit an existing rate or import a rate that doesn't include an exchange rate type, the system automatically sets the Exchange rate type to Custom. This field is only applicable to multi-currency companies. Learn more about Exchange rate types.

Exchange rate

Defaults to the exchange rate for the selected Txn currency (if that currency is different from the base currency) based on the date entered in the Date field. If the transaction definition is set to allow user override of the exchange rate, you can edit this field. This field is only applicable to multi-currency companies.

State

Need by date

The date the goods to arrive on premises. The default is the due date.

Cancel after date

The date after which the transaction should be canceled.

Do not ship before date

The date before which the goods cannot be shipped.

Do not ship after date

The date after which the goods cannot be shipped.

Internal Reference and External Reference

Select an item from the dropdown list. The transaction needs to have at least one item to be posted or saved as a draft.

Only supplies items can be selected in supplies requisitions.

This field might default to the warehouse that's associated with the selected item or a warehouse that you've defined in your user preferences in the general preferences section. Use the Warehouse selection list to select the applicable warehouse as needed.

Indicates the quantity of the corresponding item.

Unit

The unit of measure of the corresponding item. For OE sales invoices that are generated from contracts, the value of this field is always Each.

If you have customized your column order, make sure to update the Quantity after any change to Unit is made.

Learn more about units of measure.

Defaults to the number of base units in the selected unit of measure multiplied by the base price per unit identified for the item after all price lists have been evaluated. For multi-currency companies, the Price is expressed in the transaction currency.

If the transaction definition has Line-item price enabled (in the User overrides section), you can edit this field. You cannot enter a negative value for inventory, kit, or stockable kit items. If the application is configured to allow override of the line item conversion type, you can enter or change the value.

Displays the Price multiplied by the Quantity. If Line-item price is enabled in the transaction definition (in the User overrides section), you can edit this field.

The General Ledger requires journal entry amounts to have only two decimal places. So, Intacct rounds the Extended price to two decimal places.

When you enable and set up match tolerance on the Configure Purchasing page, Sage Intacct flags lines in a converted transaction with an exception, if either the quantity, unit price, or both is higher or lower than the configured tolerance percentage.

Learn how to resolve a match tolerance exception.

If the line is associated with an Asset GL account, choose one of the following options:

• Create fixed asset: Creates a single asset.

• Create multiple assets: Creates 2 to 20 assets.

• Do not create asset: Skips asset creation.

If you change this option later, the previously created assets are deleted and, if applicable, recreated.

Learn more about creating assets from purchasing transactions.

Enter a number from 2 to 20 to create multiple assets from this line.

When you create multiple assets, the total line amount is divided evenly across the assets. Rounding might occur to ensure the combined asset values match the line amount. For example, if the line is $1000.00 and you create 3 assets, 2 assets will be $333.33 and 1 asset will be $333.34.

If you change this number later, the previously created assets are deleted and recreated.

Learn more about creating assets from purchasing transactions.

Enter a name for the new asset or assets that will generate from this line. You can change the names for each asset later.

Learn more about creating assets from purchasing transactions.

If you're subscribed to the Taxes application and have VAT enabled, you can select this checkbox to add tax to the asset cost for assets created from this line.

Learn more about creating assets from purchasing transactions.

Displays the ID of the previous transaction document in the workflow.

If Purchasing is configured to Enable conversions for multiple source documents, you can select a document. Learn more about converting multiple documents or lines into a single transaction.

Displays the line number and item ID of the previous transaction document in the workflow. For example, if the source transaction includes the third line item for a hammer, it might display as 3-H001.

If Purchasing is configured to Enable conversions for multiple source documents, you can select a document line. Learn more about converting multiple documents or lines into a single transaction.

Item description

Defaults to the Extended description for the item. You can change this field. This field might appear in the printed document, depending on your document template A Microsoft Word document layout with Intacct data merge fields that's used when printing transactions. definition. Learn more about document templates.

Memo

Enter any text regarding the item. You can enter up to 400 alpha-numeric characters. This field might appear in the printed document, depending on your document template definition.

You cannot edit this field if the invoice was generated from Projects or Contracts.

For OE sales invoices generated from Projects: Intacct might populate this field with the following values:

• Expense report lines: any Paid to--Paid for value. For example, Green Tea Shop--Lunch.
• Purchasing transaction lines: the Memo value from the purchasing transaction.

For OE sales invoices generated from Contracts: Intacct might populate this field with the following value: Contract line <line no>, billing schedule date <date>.

Location

Use the Location selection list to select a Location dimension for the line item.

Department

Use the Department selection list to select a department dimension for the line item.

Customer

Use the Customer selection list to select a customer dimension for the line item. This field appears only if Purchasing is configured to use the Customer dimension.

Class

Use the Class selection list to select a class dimension for this line item. This field appears only if Purchasing is configured to use the Class dimension.

Project

Use the Project selection list to select a project dimension for the line item. This field appears only if Purchasing is configured to use the Project dimension.

Supplier

Use the Supplier selection list to select a supplier dimension for the line item. The supplier that's selected in this field must either match the supplier in the header or be identified as a child of the parent supplier identified in the header. This field appears only if Order Entry is configured to use the Vendor dimension.

Employee

Use the Employee selection list to select an employee dimension for the line item. This field appears only if Purchasing is configured to use the Employee dimension.

Category

Select a landed cost category that reflects the type of estimated landed cost you are entering (shipping, insurance, and so on) and the distribution method to be used to proportionately distribute the amount of the estimate across the applicable inventory items in the purchase.

Distribution method

The distribution method associated with the selected landed cost category. The possible distribution methods are: Count, Value, Volume, and Weight

Estimated amount

Enter the amount of the landed cost that you anticipate you'll receive at a later point in time.

Description

Enter information that helps identify the estimated landed cost, such as the name of the supplier you expect to receive the actual landed cost from.

Description

The description of the subtotal.

Percent

This field is editable only if defined for a specific subtotal in the transaction definition. Allows you to enter a percentage that will be applied to the transaction total. For example, say you have a restocking fee that's 3 percent of the total transaction. Enter 3 in this field.

Transaction value

This field is only editable if defined for a specific subtotal in the transaction definition. Allows you to enter a value expressed in the transaction currency that will be added to or subtracted from the transaction total (depending on how the subtotal was defined in the transaction definition). For example, you have a shipping fee of R10.00. Type 10 in this field.

Base value

The Transaction value expressed in the base currency.

Transaction total

The total value of the transaction expressed in the transaction currency.

Base total

The Transaction total expressed in the base currency.

Department

This field only appears if the transaction definition allows the user to override the department. Defaults to the department defined in the transaction definition. Use the Department selection list to select the desired department.

Location

This field only appears If the transaction definition allows the user to override the location. Defaults to the location defined in the transaction definition. Use the Location selection list to select the desired location.

Doc number

The record number assigned to the invoice.

Reference number

The customer's purchase order number or another reference number. This text appears in the GL Detail report under the Document column.

Doc date

The transaction date.

Txn amount

The total amount of the transaction

Txn amount paid

The amount that has been paid on the transaction.

Txn amount due

The remaining amount that needs to be paid on the transaction.

Book ID

Indicates the reporting book the journal posts into. This can be either Accrual or Cash, depending on the reporting method set up in the General Ledger.

Journal

The journal into which the transaction posted.

Journal no

Select to drill down to the Journal Entries page.

Date

The GL posting date.

Type

The type of posting.

Line no.

The line number represents the line in the journal entry that corresponds to the posting entry of the transaction.

Account number

The account number of the account to which the transaction posted.

Account name

The GL account to which the transaction posted.

Location

The location assigned to the transaction.

Debit amount

The amount debited from the account.

Credit amount

The amount credited to the account.

Txn currency, Debit txn amount, and Credit txn amount

If the company is enabled for multi-currency, these fields show the currency for the transaction and the debit and credit amounts in the transaction currency.

Memo

The memo for the transaction. This could be something that clarifies the reason for the transaction.

The total amount of existing draft change requests for this source document.

The total posted amount of change requests for this document.

Calculated net of Revised extended price - Extended price.

The user ID of the user who created the transaction.

The date the transaction was created.

The user ID of the user who last changed the transaction.

The date and time the transaction was last changed.

The transaction identifier.

Indicates whether the transaction has ever been printed. If the transaction definition has its Edit policy or Delete policy set to Before printing, you won't be able to edit or delete the transaction after the Printed flag is set to Yes.Learn more about printing documentsabout printing documents.

The date the transaction was last printed or emailed. If Printed is No, this field is blank.

The user ID of the user who last printed or emailed the transaction. If Printed is No, this field is blank.

The record number is an automatically applied transaction tracking number. You can use this as a reference for a draft transaction without a document number.

The date the corresponding transaction was created.

The user ID of the user who created the corresponding transaction.

The date and time the corresponding transaction was last changed.

The user ID of the user who last changed the corresponding transaction.

The transaction type and document number for a transaction in a workflow. Select a link in this column to open the transaction in a separate browser window.

The transaction from which the corresponding transaction was converted. This field is blank if the corresponding transaction is transaction is the first transaction in a workflow.

Links to the transaction definition for the corresponding transaction.

The workflow state of the corresponding transaction.

Learn more about Inventory Control transaction states.

Learn more about Purchasing transaction states.

Learn more about Order Entry transaction states.

The transaction type and document number of the original purchase transaction (or inventory control transaction) with the inventory items to which either an estimated landed cost or actual landed cost was distributed.

If one or more estimated landed costs were entered in this transaction, this table includes only the Source transaction and Inventory adjustment transaction columns.

When an actual landed cost was entered in this transaction, the transaction type and document number of this transaction.

This column appears only if one or more actual landed costs were entered in this transaction and distributed to a source transaction.

If an estimated landed cost was entered in this transaction, the inventory adjustment transaction (SYS-LC Estimates Adj Incr) used to distribute the estimated cost to the applicable items in the transaction. You can select the link to see how the estimated amount was distributed across the applicable items.

If an actual landed cost was entered in this transaction, the inventory adjustment transaction (SYS-LC Actuals Adj Incr) used to distribute the actual cost to the applicable items in the source transaction. If the actual cost was matched to an estimate, the table will have another row for the inventory adjustment transaction (SYS-LC Estimates Rev Adj Decr) used to remove the estimated amount. (The source transaction and landed cost transaction will be the same for the rows for the actual cost and the removed estimate.) You can select the links to see how the actual amount was distributed across the applicable items and, if applicable, how the estimated amount was removed from the applicable items.

Document number of the Order Entry transaction in fulfillment.

The document number might be displayed multiple times if the line items in the document need to be grouped for different warehouses and fulfillment statuses.

The date the transaction was created.

The status of the transaction in fulfillment:

• Open. The transaction is ready to enter fulfillment.
• Ready to pick. The items in the transaction are ready to be picked in the warehouse.
• Picked. The items in the transaction have been picked.
• Ready to pack. The items in the transaction are ready to be packed.
• Packed. The items in the transaction have been packed.
• Ready to ship. The items in the transaction are ready to be shipped.
• Shipped. The items in the transaction have been shipped.
• Ready to invoice. The items in the transaction are ready to be invoiced.
• Invoiced. The items in the transaction have been invoiced.

The number of lines in the transaction.

The percentage of the transaction for which there’s enough available quantity to fulfill all the items in the transaction. The percentage is calculated by how many of the line items in the transaction are fulfillable.

The warehouse for the transaction.

The employee who is assigned to the transaction. The value is Multiple if different employees are assigned to different line items.

The line number of the line item in the transaction.

The identifier for the item.

The warehouse from which to fulfill the item.

The quantity of the item ordered.

The status of the line item in fulfillment:

• Open. The line item entry is ready to enter fulfillment.
• Ready to pick. The line item entry is ready to be picked in the warehouse.
• Picked. The line item entry has been picked.
• Ready to pack. The line item entry is ready to be packed.
• Packed. The line item entry has been packed.
• Ready to ship. The line item entry is ready to be shipped.
• Shipped. The line item entry has been shipped.
• Ready to invoice. The line item entry is ready to be invoiced.
• Invoiced. The line item entry has been invoiced.

The employee who is assigned to the line item entry in fulfillment.

Indicates whether the entry for the line item is the most current and shows the most recent fulfillment changes:

• True
• False

Date and time the line item entry was printed in a pick list.

Date and time the line item entry was printed in a pack list.

The quantity that's reserved for the line item entry.

The quantity that's allocated for the line item entry.

Whether the line item entry is on hold in fulfillment:

• False. Item is not on hold.
• True. Item is on hold

The user ID of the user who caused the line to be created in the history. For example, changing the status of a line item entry or assigning some one to the line item entry causes a line to be created.

Date and time the line in the history was created.

The user ID of the user who caused the line in the history to be changed.

Date and time the line in the history was changed.

This field appears only if the transaction definition for the transaction is configured for match tolerance validation on the Configure Purchasing page. If the line item has a quantity tolerance exception, a unit price tolerance exception, or both, an exclamation point (!) appears in the field. Hover over the exclamation point to see details about the match tolerance exception.

Learn more about match tolerances.

This field only appears if Revenue Management is configured to Enable MEA allocations and the transaction definition has Enable Revenue Recognition set to Post or Display Only.

Type a numeric value to group items into bundles for MEA allocation. For example, type 1 to include the corresponding item in Bundle 1. Learn more about adding an MEA to a sales transaction.