Purchasing transaction states

Draft

The transaction has been saved as a draft (preliminary version of the transaction). A Draft transaction has no effect on the General Ledger or inventory movements. Intacct automatically assigns this status to a transaction when you save it as draft.

To move a transaction out of Draft state, edit the transaction and select Post. If a transaction has already been converted to the next step in the workflow, it cannot be posted.

In progress

The transaction 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 invoiceand save the PO purchase invoice as draft. Intacct sets the purchase order state to In Progress.

You cannot edit or convert a transaction that's In progress. To edit or convert an In Progress transaction, either delete or post the Draft upstream transaction. This sets the In Progress transaction's state back to either Pending or Partially converted.

Pending

The transaction is available to convert into the next transaction defined in the workflow. Intacct automatically assigns this status when you post the transaction and there are potentially other transaction types to which this transaction can be converted. For example, many workflows include a purchasing debit memo as the last transaction in the workflow. When you post a PO purchase invoice, Intacct sets its status to Pending so that you could convert it to a purchasing debit memo if necessary in the future.

You can change a manually Closed transaction to Pending to resume the workflow for that transaction.

The State of corresponding transactions in Purchasing and Accounts Payable are separate. For example, a PO purchase invoice in Purchasing can have a State of Pending while the corresponding AP supplier invoice in Accounts Payable has a State of Paid.

See Editing a transaction for a list of conditions under which you cannot edit a Pending transaction.

Partially converted

The transaction was converted to another transaction type, but at least one of the line items was not completed. For example, you converted a purchase order with a line item quantity of 20 into PO purchase invoice, changed the line item quantity to 10, and posted the PO purchase invoice. Intacct sets the State of the purchase order to Partially converted. This state is only applicable to transactions that are defined with Partial conversion handling set to "Leave transaction open".

Converted

The transaction was converted into another transaction type and all line items were completed. You cannot edit a Converted transaction.

Closed

The transaction is the last step of the workflow or a user has manually closed the transaction. Intacct automatically sets a transaction to Closed after it is posted if there are no transactions defined to which it can convert.

You can manually change the state of a Pending transaction to Closed to stop the workflow for that transaction.

The State of corresponding transactions in Purchasing and Accounts Payable are separate. For example, the corresponding AP supplier invoice in Accounts Payable for a PO purchase invoice in Purchasing with a State of Closed is not necessarily Paid.

The transaction was submitted for approval. You cannot edit a Submitted transaction. If necessary, you can delete the transaction and create a new one or wait for it to be approved or declined and then edit it (at which point it might enter the approval cycle again). See Edit a transaction or Delete a transaction for more information.

If the transaction is approved by all approval levels, the State changes to Pending and the transaction is available to convert into the next transaction defined in the workflow. See Approve Purchasing transactions for more information.

The transaction was declined at some point in the Purchasing transaction approval process.

If necessary, the requester can edit a declined transaction and resubmit it if the transaction meets the conditions under which it can be edited. See Edit a transaction or Approve Purchasing transactions for more information.

If the transaction meets the conditions under which it can be deleted, you can delete Declined transactions. See Delete a transaction for more information.

The transaction was approved by at least one approver but might be awaiting additional approvers.

Learn how to view the approval history.

One or more line items in the transaction have match tolerance exceptions—either the quantity, unit price, or both are higher or lower than the specified match tolerance percent.

Learn how to resolve match tolerance exceptions.