Purchasing

Automated transaction matching in all regions—Early adopter

Streamline your Purchasing workflow by letting Sage Intacct create draft transactions from incoming PO purchase invoices and match them to existing purchase transactions. This Early Adopter Program is now available in all regions.

Details

With automated transaction matching for Purchasing workflows, you define how incoming purchasing documents map to existing source transactions in a one-time setup. Then, instead of converting purchasing transactions to PO purchase invoices, you let Sage Intacct match incoming PO purchase invoices, using the following flow:

1. You email or upload PO purchase invoice documents for automated processing.

2. Sage Intacct uses artificial intelligence (AI) to detect the supplier, and match the PO purchase invoice to a purchasing transaction.

3. The system creates a draft PO purchase invoice for you, with the source document attached.

4. You review the draft transaction, validating it against the PO purchase invoice and making corrections as necessary, and then post.

5. Your corrections are fed back to the AI engine, where it updates the machine learning model to improve future matches.

 

As you review drafts, you have the option to change the match to a different purchase transaction or change the draft transaction to an AP supplier invoice.

How it works

• Automated transactions appear in a new Automated transactions list, which is available in the Accounts Payable menu.
• You can change the transaction match for a draft transaction at any time before you post it.
• For transactions that do not belong in the Purchasing workflow, such as rent or utility AP supplier invoices, you can select Change to AP supplier invoice to move the transaction to Accounts Payable.
• If you want Sage Intacct to create all future transactions for a supplier as AP AP supplier invoices, you can set Change to AP supplier invoice as a preference.
• Sage Intacct automatically detects files that were previously uploaded and flags them as duplicates, bringing them to your attention.

Email a PO purchase invoice

Forward one or many documents to the Sage-provisioned email address for the entity where you want it to be created. Automated transaction matching uses the same mailboxes that were set up for you when you enabled AP Automation, so you do not have to learn new email addresses.

Sage Intacct analyzes the emailed document, creates a draft PO purchase invoice for the supplier, and adds the new transaction to the new Automated transactions list.

Upload a PO purchase invoice

Upload new purchasing transactions in the Automated transactions list, instead of the AP supplier invoices list.

1. Go to Accounts Payable or Purchasing > All > Automated transactions.
2. Select Upload on the Automated transactions list to upload up to 30 PO purchase invoices at one time.

   Uploaded PO purchase invoices appear in the list immediately while Sage Intacct analyzes the data.

3. Select Refresh to update the list and see when the draft transaction is complete and ready for review.

Review draft transactions

1. Go to Accounts Payable or Purchasing > All > Automated transactions.
2. Select Edit next to the draft PO purchase invoice on the Automated transactions list.

   If you have split view enabled in your personal preferences, you can view the original PO purchase invoice alongside the draft transaction for easy comparison.

3. Review the draft details.
   • To change the transaction match, select Change, then select a different source transaction from this supplier in the popup.
   • To move the transaction to the Accounts Payable workflow, select Change to AP supplier invoice.
   • Edit header information and adjust line items as needed.

4. Post the transaction.

What is the Early adopter program?

The Early adopter program provides the new automated transaction matching functionality to users of AP Automation and Purchasing. As an early adopter, you can influence how we develop the product so that our product meets your business needs.

The Early adopter program participants work closely with Sage Intacct product managers to ensure we focus on what matters most. Early adopter participants are expected to periodically respond to surveys and provide feedback on new features.

Permissions and other requirements

Subscription	Purchasing Accounts Payable Sage Cloud Service
Regional availability	Early adopter participants in all supported regions
User type	Upload transactions for automated transaction matching Business, Platform, Project manager, or Warehouse user View, edit, and post automated transactions Business, Platform, Project manager, or Warehouse user Move a draft transaction to the Accounts Payable workflow Business user
Permissions	Accounts Payable permissions Automated transactions: List AP supplier invoices: Add (to change a draft transaction to an AP AP supplier invoice) Purchasing permissions (to view or edit the emailed transactions) Purchasing transactions: View, Edit, Add
Configuration	Enable Advanced workflow selected. Enable draft mode selected for the top level and each entity. Automate transaction matching for Purchasing workflows enabled.