Order Entry transaction states

Draft

The transaction has been saved as a draft (preliminary version of the transaction). A Draft transaction has no effect on the General Ledger, revenue scheduling, or inventory movements. Intacct automatically assigns this status to a transaction when you save it as draft.

To move a transaction out of Draft state, edit the transaction and select Post. If a transaction has already been converted to the next step in the workflow, it cannot be posted.

In progress

The transaction has been converted to another transaction type and that transaction has a Draft state. For example, you convert a sales order into a sales invoice and save the sales invoice as draft. Intacct sets the sales order state to In Progress.

You cannot edit or convert a transaction that's In progress. To edit or convert an In progress transaction, either delete or post the Draft upstream transaction. This sets the In progress transaction's state back to either Pending or Partially converted.

Pending

The transaction is available to convert into the next transaction defined in the workflow. Intacct automatically assigns this status when you post the transaction and there are potentially other transaction types to which this transaction can be converted. For example, many workflows include a sales credit memo as the last transaction in the workflow. When you post a sales invoice, Intacct sets its status to Pending so that you could convert it to a sales credit memo if necessary in the future.

You can change a manually Closed transaction to Pending to resume the workflow for that transaction.

The State of corresponding transactions in Order Entryand Accounts Receivable are separate. For example, a sales invoice in Order Entry can have a State of Pending while the corresponding transaction in Accounts Receivable has a State of Paid.

See Editing a transaction for a list of conditions under which you cannot edit a Pending transaction.

Partially converted

The transaction is converted to another transaction type, but at least 1 of the line items is not completed. For example, you converted a sales order with a line item quantity of 20 into a sales invoice, changed the line item quantity to 10, and posted the sales invoice. Intacct sets the State of the sales order to Partially converted. This state is only applicable to transactions that are defined with Partial conversion handling set to "Leave transaction open".

Converted

The transaction is converted into another transaction type and all line items are completed. You cannot edit a Converted transaction.

Converted by line

The transaction is converted by line item into one or more recurring transactions. This state is only applicable to transactions with Enable line-item conversion selected.

This state appears when all transaction line items are converted by line. If you convert less than the original quantity of a transaction line item, Intacct still considers the line converted. The transaction line is not available for further processing, regardless of the partial conversion handling settings on the transaction definition.

You cannot edit a Converted by line transaction. Learn how to convert a transaction by line item.

Partially converted by line

Part of the transaction is converted by line item into one or more recurring transactions. This state is only applicable to transactions with Enable line-item conversion selected. This state only appears in a transaction list view. If you open the sales transaction, it will display State = Pending.

The conditions for the Partially converted by line state are:

• The transaction has more than 1 line item.
• At least 1 line is converted by line.
• At least 1 line is not converted by line.

In this state, only the Convert by line link appears next to this transaction in a transaction list (the Convert link is not available). You can convert the rest of the transaction by line to a new recurring transaction, add the remaining lines to an existing recurring transaction, or set the transaction state manually to Closed.

Closed

The transaction is in the last step of the workflow or a user has manually closed the transaction. Intacct automatically sets a transaction to Closed after it's posted if there are no transactions defined to which it can convert.

You can manually change the state of a Pending transaction to Closed to stop the workflow for that transaction.

The State of corresponding transactions in Order Entry and Accounts Receivable are separate. For example, the corresponding transaction in Accounts Receivable for a a sales invoice in Order Entry with a State of Closed is not necessarily Paid.