Setting Up PartsManager Purchasing Definitions (Sage Intacct + PartsManager Integration)

Derek Torres
Derek Torres
  • Updated

Important Note: PartsLedger is now PartsManager. PartsManager retains all of the parts purchasing and warehouse management automation benefits of its predecessor. To read more about this exciting change, click here.

This section will walk users through setting up PartsManager, formerly known as PartsLedger, purchasing definitions for the Sage Intacct and PartsManager Integration.

Important Note from Sage Intacct: 

"Advanced workflows give companies significant flexibility in mapping their transaction workflows to their business needs. Because this flexibly impacts sub-ledger and GL posting, as well as inventory stock-levels and valuations, it is recommended that the adjustments be made by someone skilled in making this type of business-process change."

"A transaction definition contains the accounting rules, workflow settings, security settings, and other characteristics for a transaction. If your company has enabled advanced workflows, you can add new transaction definitions or edit existing ones. If your company is using standard workflows, you can duplicate or make minor modifications to the existing transaction definitions". 

Prerequisites

  • Sage Intacct Subscription needs to be "Purchasing"
  • Your Sage Intacct User Type must be either: Business, Employee, Project Manager, or Warehouse.
  • Your Sage Intacct Permissions for transaction definitions must be as follows: Add, Edit, Delete, List, and View.
  • Restrictions:
    • Employee, Project Manager, and Warehouse User Types can only list and view transaction definitions.
    • Users can only add transaction definitions if Purchasing is configured with Advanced Workflows set to true.

Setting Up The ServiceTrade PL Receiver Transaction Definition

  1. In Sage Intacct, click the Applications drop-down menu.
  2. Click Purchasing >.
  3. Click the Setup tab.
  4. Click + Transaction definitions.
    SI_%2B_PL_Setup_1__1_.png
  5. Click the Add button on the top right.
    Screen_Shot_2022-09-22_at_9.54.03_AM.png
  6. In the Properties section, you must enter the following in the fields below:
    • Template name: "ServiceTrade PL Receiver"
    • Status: "Active"
    • Every other Properties section field setting is optional and based on your company's needs.
      Properties.png
  7. *RECOMMENDED STEP. In the Workflow section, under Partial conversion handling, click to select Leave Transaction Open.
    partial_conversion.png
  8. *RECOMMENDED STEP. If tracking your inventory in PartsManager, we recommend setting up the ServiceTrade PL Receiver transaction definition with “Posting Configuration”.
    1. In the Accounting section, under Transaction posting, click to select General Ledger.
      Screen-Shot-2022-10-06-at-2-22-12-PM.png
  9. When done, click the Save button.

*Other configuration settings are optional and dependent upon specific company business needs. To review optional configuration settings. Please review Sage Intacct Transaction definitions list-Purchasing

Setting Up The ServiceTrade Void-Return PL Receiver Transaction Definition

Before you begin this process, you need to complete the steps on Setting Up The ServiceTrade PL Receiver Transaction Definition

  1. In Sage Intacct, click the Applications drop-down menu.
  2. Click Purchasing >.
  3. Click the Setup tab.
  4. Click + Transaction definitions.
    SI_%2B_PL_Setup_1__1_.png
  5. Click the Add button on the top right.
    Screen_Shot_2022-09-22_at_9.54.03_AM.png
  6. n the Properties section, you must enter the following in the fields below:
    • Template name: "ServiceTrade Void-Return PL"
    • Status: "Active"
    • Every other Properties section field setting is optional and based on your company's needs.
      Screen-Shot-2022-10-06-at-2-20-37-PM.png
  7. *RECOMMENDED STEP. In the Workflow section, under Partial conversion handling, click to select Close Transaction.
    Screen-Shot-2022-09-22-at-2-39-01-PM.png
  8. *RECOMMENDED STEP. If tracking your inventory in PartsManager, we recommend setting up the ServiceTrade PL Receiver transaction definition with “Posting Configuration”.
    • In the Accounting section, under Transaction posting, click to select General Ledger.
      Screen-Shot-2022-10-06-at-2-22-12-PM.png
  9. When done, click the Save button.

*Other configuration settings are optional and dependent upon specific company business needs. To review optional configuration settings. Please review Sage Intacct Transaction definitions list-Purchasing

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