Written by: Hannah Sarradet, Solutions Consultant at Massey Consulting
The Order Entry module in Sage Intact gives you the ability to create a workflow that works for your company through a feature called “Transaction Definitions.” These transaction definitions can be things like quotes, sales orders or product-specific invoices, and you can create them yourself! In doing this, you also have the ability to format the associated documents to your company’s specifications. This is a useful feature that allows for customization, but it also requires you to be pretty handy with Microsoft Word. Here are some things I’ve discovered through designing custom documents:
1. Start from the template that is most like your target document. When creating a custom document In Sage Intacct, the best way to begin is to export one of their pre-designed sample documents that will be accessible through Customization Services or Platform Services in any Intacct system. There are about 10 or so examples to choose from, and it helps to already have a format and basic layout for the document. Often times, the client provides a sample invoice to showcase the structure they would like, so I’m working from an already-formatted document. In a situation like this, you want to be able to match the client-provided document as closely as you can. In that case, I can sift through the layout options provided by Intacct and determine which one most closely matches the client’s layout. From here, you can do things like paste in your company logo, choose fonts and color schemes, rearrange tables and text boxes, etc. The formatting options are almost endless.
2. Copy merge fields from sample documents if possible and applicable. The tricky part about creating custom documents is the merge fields. Merge fields are codes that tell Intacct to generate a certain result that is specific to each customer and consequently each document. Think of information that will show up differently for every different type of transaction. For example, the customer name, the document ID, the date issued, etc. Since we don’t want to have to manually change these fields on every quote and invoice we send out, Sage Intacct uses merge fields to generate the appropriate information. However, if you don’t get the codes exactly right, it can show up incorrectly on the document. This is where the copy and paste function is helpful. I always find that if Intacct has provided the merge field I need on a pre-designed document, it’s quickest and easiest to take it from the original and paste into my own document. This is a particularly helpful trick with subtotal fields as they require slightly more complicated coding in addition to the standard one-field insert.
3. Become familiar with the merge fields. Merge fields are the foundation of custom documents in Intacct, and they can help you create documents that make your Sales workflow go very smoothly. In the case that you cannot find the field you need on a pre-designed Intacct document, there is, of course, another way. There are many merge field options that are available for customizing your document, so sometimes it’s hard to look over all of them to really know what all you can use them for. My suggestion is to really become familiar with the options you have for merge fields so you can maximize the useful information you are putting on your forms. It’s also important to note that the MS Word add-in separates the fields out by module and type of document (Picture below) as fields differ between the different options. So, if you can’t find something you’re looking for, make sure to first check that you’ve selected the correct module and document.
All in all, Sage Intacct’s ability to let customers have Sales documents specific to their company needs is not only useful but also increases the efficiency of business processes. Use these tips to format your company’s perfect custom documents!