Field descriptions: Supplies requisition

Submit

Saves the transaction to the Supplies workbench.

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 to the Supplies workbench.

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.

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 button appears when the transaction is in Edit or 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.

Date

Defaults to today's date. Use the calendar tool to change the date. This field is required.

Optional: Use the Vendor selection list to select the desired vendor. A vendor can be added by the Supplies manager when processing 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 or Requested by

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.

Defaults to the contact that's identified as the Return to 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.

For single-entity companies and at the top-level only of multi-entity companies: Displays the deliver-to contact you select on the Configure Purchasing page.

At the entity-level in multi-entity copmanies: Displays the entity's ship-to contact.

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

When Purchasing is configured with the option, Enable conversions for multiple source documents,this link is enabled.

Select the link to review a list of transactions available to convert. Learn more about converting multiple purchase transactions.

Payment terms

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.

Reference

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

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

Use the Shipping method selection list to select how you want the Vendor to ship items to you, such as by air or 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 identifies how the item will be delivered to the requestor. For example, if the vendor ships it to a regional warehouse by air, it might need to be picked up by a supply truck. Or, if it is shipped by ground courier 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.

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.

Need by date

The date you require 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.

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.

If price conversion is enabled, you can specify the price for a non-inventory item measured only by a single amount. Or, calculate the transaction amount based on the line-item quantity.

Indicates the quantity requested 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.

Indicates the quantity of the item currently available in stock.

Unit

The unit of measure of the corresponding item.

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.

For supplies without any quantity on hand, you might want to check if there is a substitute item configured. To learn more about setting up substitutes, see Item cross-references.

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 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 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.

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.

Vendor

Use the Vendor selection list to select a vendor dimension for the line item. The vendor that's selected in this field must either match the vendor in the header or be identified as a child of the parent vendor 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.

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.

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.

The user ID of the user who created 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 date and time the corresponding transaction was last changed.

The workflow state of the corresponding transaction.

Learn more Supplies Inventory transaction states

Yes - workflow is not yet completed

No - workflow is completed