Add, copy, or import purchase transactions

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

This topic includes information about standard fields. Ask your administrator for assistance with any fields not included in this topic and for questions regarding your company-specific workflow processes.

Employee users with the applicable permissions can only add purchase transactions where the transaction definition Template type = Quote.
Subscription

Purchasing

Regional availability

All regions
User type

Business

Employee

Project Manager

Warehouse
Permissions

Purchasing transactions: List, View, Edit, Delete, Add

Restrictions
  • An Employee user must be associated with an Employee record.
  • Employee users can only list and view the following types of transactions depending on their permissions:
    • List, View, Add, Edit, and Delete: Can create, change, and delete transactions with a type of Quote, such as purchase requisitions.
    • List and View: Can only list and view transactions with a type of Quote.
If Purchasing is configured with the Restrict employee user access to purchase documents enabled, Employee users are limited to only seeing the Quote type transactions that they created.
  • Project Manager users can list, view, add, edit, and delete all applicable transactions. See Generate invoices for Projects for additional permissions related to project invoices.
  • The user must not be excluded from user or user group access rights for the transaction definition.

Add a transaction

  1. Go to Purchasing > All > Transactions and select Add (circle) next to the type of transaction you want to create.

    For example, select Add (circle) next to Purchase order.

    To request supplies, go to Purchasing > All > Supplies Inventory > Requisitions and select Add next to the supplies requisition transaction you want to create.

    The <Transaction name> page appears.

  2. Enter the needed information in the applicable fields.

    At a minimum, you must complete the required header fields and add at least one line item to post or save a draft of the transaction. See the Field descriptions for details about each field.

  3. When you have completed entering the transaction information, do one of the following:
    • Select Post to save the transaction. The transaction has a State of Pending and is ready for the next step in your workflow.
    • Select More actions and then select Post & new to save this transaction and create a new transaction.
    • Select Draft to save the transaction in a Draft State.
    • Select More actions and then select Draft & continue to save this transaction as a Draft and create a new transaction.

Go to Create a commitment for more information.

Copy an existing transaction

Copying is an easy way to duplicate the information from an existing transaction to create a new transaction. For example, you can copy a purchase order into a purchase order, a vendor invoice invoice into a purchase, and so on. When you copy, the vendor and line item information is duplicated.

Copying does not change the transaction you are copying from. It simply creates a new transaction.

  1. Go to Purchasing > All > Transactions and select Add (circle) next to the type of transaction you want to create.

    The <Transaction name> page appears.

  2. Select More actions and then select Copy from.

    A Select Purchasing transaction list appears.

  3. Find the transaction you want to copy and then Select.

    A new transaction is created with the information from the selected transaction.

  4. Edit the fields as needed.

    At a minimum, you need to complete the required header fields and add at least one line item to post or save a draft of the transaction. See the Field descriptions for details about each field.

  5. When you have completed entering the transaction information, select one of the following options:
    • Post: Saves the transaction. The transaction has a State of Pending and is ready for the next step in your workflow.
    • More actions > Post & new: Saves the transaction with a State of Pending and creates a new transaction.
    • Draft: Saves the transaction with a State of Draft.
    • More actions > Draft & continue: Saves the transaction with a State of Draft and creates a new transaction.

Import transactions

Users with the appropriate permissions can create multiple transactions by importing the data using a CSV file.

Learn how to import transactions.