Enhanced interface

Field descriptions: Supplies requisition

The fields that appear in your supplies requests vary according to your permissions, the transaction definition configuration, and other customizations your company might have made to Sage Intacct.

Buttons and More Actions menu options

The following tables describe the buttons and More Actions menu options that might appear on a supplies requisition transaction. The buttons and options that appear depend on the following factors:

Whether the transaction is in Add, Edit or View mode
The transaction status
The transaction definition configuration
The application configuration

Button	Description
Post	Saves the transaction to the Supplies workbench. This button appears when the transaction is in Add or Edit mode and no approval is required.
Submit	Saves the transaction and sends into the approval workflow. This button appears when the transaction is in Add mode and an approval workflow is configured.
Draft	Saves the transaction with a Draft state to the Supplies workbench. This button appears when a transaction is in Add mode or when a Draft transaction is in Edit mode.
Cancel	Cancels any changes and exits the transaction. This button appears when the transaction is in Add or Edit mode.
Edit	Places the transaction in Edit mode. This button appears when the transaction is in View mode.

More actions menu

Option	Description
Post & new	Saves the transaction and displays and new transaction page. This option appears when the transaction is in Add mode.
Post & print	Saves the transaction and displays the Print or email dialog box from which you can choose to print and/or email a PDF of the transaction. Printing a PDF from this dialog box will set the transaction's Printed flag to Y. Learn more about how to print or email an individual document. This option appears when a transaction is in Add mode or when a Draft transaction is in Edit mode.
Draft & continue	Saves the transaction with a Draft state and stays on the current transaction to allow further changes. This option appears when a transaction is in Add mode or when a Draft transaction is in Edit mode.
Copy from	Copies the information in another purchase transaction into the current transaction. When you select this menu option, a Select Purchasing transaction list appears. Find and select the transaction from which you want to copy. The system populates the current transaction with the information from the selected transaction. This option appears when the transaction is in Add mode.
Print to	Displays the following options: XML: Displays the XML code for the transaction. You can use a field's XML code to help identify it in CSV import templates, printed document templates, and in some error messages. To help identify a blank field's code, type the UI field label in the field prior to choosing the View as XML option. Then scan the XML for the desired label text. PDF: Displays the transaction as a PDF in your browser's default PDF viewer. Learn more about printing an individual document. This option appears when the transaction is in Edit or View mode.
View audit trail	Displays the Audit Trail page for the transaction, which shows who changed the transaction and when the changes happened. Learn more about the audit trail. This option appears when the transaction is in Edit or View mode.
Copy to	Copies the information in the current transaction into a new purchase transaction. Go to Copy to and then select the type of transaction that you want to create from the list. The system opens a new transaction and populates it with the information from the original transaction. This option appears when the transaction is in Edit or View mode.
Edit this page	Sage Intacct administrators can change pages to add custom tabs, sections, fields, and script components. Learn about customizing application pages.
Edit Entries layout	Sage Intacct administrators can change the column layout in the Entries section of a transaction. You can customize the grid to show only the columns that are meaningful to your company. The columns that do not display in the grid are still accessible by selecting Show details for each transaction line item. You can also rearrange the columns in any desired order. Learn how to customize a transaction's Entries grid layout.
Table size	Changes the number of rows shown in the entry grid.

Transaction tab: Header information

Transactions tab header field descriptions
Field	Description
Date	Defaults to today's date. Use the calendar tool to change the date. This field is required.
Vendor	Optional: Select a vendor. A vendor is added by the Supplies manager when completing the order.
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.
Pay to	Defaults to the contact identified as the Pay-to contact on the selected vendor 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.
Return to	Defaults to the contact that's identified as the Return-to contact on the selected vendor 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.
Deliver to	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.
Payment terms	This field defaults to the terms defined for the selected customer or vendor.
Expiration date	If the Payment terms 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 request will no longer be valid. This field is required.
Reference or Reference number	Enter a reference to another document or any text as needed.
Vendor document number	The number by which to reference a bill or other vendor document.
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	Select the shipping method, how you want the Supplier to ship the requested items to you, such as by air or by ground transportation.
Default delivery method	Select a delivery method to use for all requested items. If you leave this field blank, you must enter a delivery method for each item in the Details tab. The delivery method describes how the item will be delivered to the requestor. For example, if the supplier ships it to a regional warehouse it might need to be picked up. Or, if it is shipped to an office, it might need to get hand-delivered by your company's internal mail service. You can add a delivery methods to the list of shipping methods.
Attachment	Add any supporting documents as an attachment. Learn more about adding attachments.
State	Displays the workflow status of the transaction. See the list of states Draft: The transaction has been saved as a draft (preliminary version of the transaction). Sage 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. Pending: The transaction is available to convert into the next transaction defined in the workflow. Sage 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. Closed: The transaction is the last step of the workflow or a user has manually closed the transaction. Sage 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. Submitted: 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. Declined: 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. Partially approved: The transaction was approved by at least one approver but might be awaiting additional approvers. Learn how to view the approval history. Exception: 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.
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 or vendor. 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.

Shipping dates subsection

This subsection appears only if Enable shipping dates in Purchasing and Order Entry is set to true in the Configure Inventory Control page.

The fields in the subsection provide additional date tracking capabilities that are typically used by integration systems but can also be used in custom reporting to improve order management.

Shipping dates subsection field descriptions
Field	Description
Need by date	The date you need the goods to arrive on your premises. The default is the due date.
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.
Promised by date	The date the supplier promised to deliver the goods.
Contract start date	Valid start date of a purchase order or purchase contract.
Contract end date	Valid end date of a purchase order or purchase contract.
Cancel after date	The date after which the transaction is to be canceled. Unless a line-level default is applied, the default is the date in the header.

Transaction tab: Entries table

Entries section field descriptions
Field	Description
Item ID	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.
Warehouse	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.
Quantity	Indicates the quantity of the corresponding item. For a supplies return transaction, enter the quantity of items being returned. The Quantity field automatically displays the original number of items issued. If you are converting a supplies issue to a return, 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 transaction quantity is 5 and you enter -3 in the Quantity field on the target transaction, Intacct displays an error.
Unit	The unit of measure of the corresponding item. Learn more about units of measure.
Price	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.
Extended price	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.
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 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.
Billable	Indicates whether a line item is billable to a customer. This field is only applicable if your company subscribes to Projects and Purchasing transactions is selected in the Display the billable option box the Configure Projects page. The label for this field might differ for nonprofit organizations based on settings in Configure Projects. Learn how to change the Billable field label.
Deliver to	Select the name of the delivery location or the receiving employee. This field is required.
Delivery method	Select a delivery method to give direction to the receiving location. This is to ensure the item is delivered to the requesting employee. If you selected a default delivery method, this field is automatically filled.
Need by date	The date you need the goods to arrive on your premises. Unless a line-level default is applied, the default is the date in the header.
Do not ship before date	The date before which the goods cannot be shipped. Unless a line-level default is applied, the default is the date in the header.
Do not ship after date	The date after which the goods cannot be shipped.
Promised by date	The date the vendor promised to deliver the goods. Unless a line-level default is applied, the default is the date in the header.
Date confirmed	The date the vendor confirms that they can provide the item being ordered.
Cancel after date	The date after which the transaction is to be canceled. Unless a line-level default is applied, the default is the date in the header.
Location	Use the Location selection list to select a location for the line item. This field appears only if Purchasing is configured to use the Location dimension. Learn more about dimensions.
Customer	Use the Customer selection list to select a customer 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 for this line item. This field appears only if Purchasing is configured to use the Class dimension.
Department	Use the Department selection list to select a department for this line item. This field appears only if Purchasing is configured to use the Department dimension.
Project	Use the Project selection list to select a project for the line item. This field appears only if Purchasing is configured to use the Project dimension. Don't see your project in the dropdown list? Your project might have a project status that prevents the entry of certain transactions. For more information, contact your system administrator.
Supplier	Use the Supplier selection list to select a supplier 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.
Employee	Use the Employee selection list to select an employee for the line item. This field is required.

History tab: Header information

Field	Description
Date	The date the corresponding transaction was created.
Created by	The user ID of the user who created the transaction.
Created date	The date the transaction was created.
Modified by	The user ID of the user who last changed the transaction.
Modified date	The date and time the transaction was last changed.
Supplier	The supplier associated with the transaction.
Document number	The transaction identifier.
Printed	Indicates whether the transaction document or pick list has 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 state is Yes.
Last delivered date	The date the transaction was last printed or emailed. If Printed is No, this field is blank.
Last delivered by	The user ID of the user who last printed or emailed the transaction. If Printed is No, this field is blank.
Record number	An automatically applied data tracking number. You can use this as a reference for a draft transaction without a document number.

History tab: History table

The History table displays a list of transactions in the workflow associated with the requisition.

History table field descriptions
Field	Description
Date	The date the corresponding transaction was created.
Created by	The user ID of the user who created the corresponding transaction.
Created date	The date the transaction was created.
Modified by	The user ID of the user who last changed the corresponding transaction.
Modified date	The date and time the corresponding transaction was last changed.
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.
Converted from	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.
Transaction definition	Links to the transaction definition for the corresponding transaction.
State	The workflow state of the corresponding transaction.