BlogNews

Minimize Mistakes with Smart Rules for Sage Intacct

We all make mistakes. When entering data, we might make an incorrect selection or forget to enter a quantity, which can lead to incorrect reports and hours of time spent searching for and fixing the mistakes we’ve made. Fortunately, with Sage Intacct it’s easy to create Smart Rules that generate warnings or error messages to the user when they make a mistake, effectively ensuring that your preferred business practices are followed.

Here’s a step-by-step guide for viewing, creating, and managing Smart Rules.

View Existing Smart Rules

The Smart Rules list displays all existing Smart Rules. To view the list, go to Customization Services or Platform Services > Object customizations > Smart Rules. You’ll see only active Smart Rules unless you click the “Include inactive” checkbox at the top of the list.

Smart Rules may have been added in two ways, each with different permissions:

  • If a Smart Rule has been added using Customization Services and you have full permissions regarding the rule and its query items, you can Edit, View, or Delete the rule.
  • If a Smart Rule was added as part of package, it will have a package name, and you will only be able to view the Smart Rule. To change it, contact the package creator.

Design or Edit a Smart Rule

To design or edit Smart Rules, go to the Smart Rules list and follow these three steps using the Smart Rules wizard.

  1. Choose an object to extend
  • Click on the Owner Object drop-down menu.
  • Click on the object to which you want to add a Smart Rule, such as “Customer.”
  • Click Next in the lower right corner.
  1. Select rule properties
  • Type: Choose the type of response the user will receive: either an error or a warning.
    • An Error message requires the user to go back and change something before they can proceed. It’s a good option when you want to make a field required that isn’t normally required by Intacct.
    • Warning points out the rule violation but allows the user to continue with the operation. Warnings can be used to remind users to take actions such as attaching work orders or other external documents.   
  • Event: Identify when you want the Smart Rule to apply by selecting Add, Set, or Delete.
    • Add: The Smart Rule is checked whenever a new record is created.
    • Set: The Smart Rule is checked any time a record is changed.
    • Delete: The Smart Rule is checked any time a record is deleted. Warnings aren’t supported here; they’re converted to errors.
  • Conditions: Select which condition, or rule, needs to be met for your error or warning NOT to be sent. If you leave the condition blank, no error message or warning will be sent.
  • Error message: What text message do you want the user to see when they violate a rule? The error message—such as “Please fill out the Customer field”—can include injections.
  1. Deploy your rule

The next step is Deployment Options, where you name your Smart Rule and describe what it does.  

  • SmartRule ID: Choose a name to find and edit your Smart Rule using alphanumeric characters and underscores (no spaces).  
  • Description: Add a description that will help the user understand the purpose of the Smart Rule and how you intend it to be used.
  • Status: The status of the Smart Rule is Active by default. You can change it by choosing Inactive from the drop-down menu.

Smart Rules Example

Let’s take as an example a company that wants to limit the size of the transactions certain employees can enter. To begin, you would set up a currency type custom field, USER_BILL_LIMIT, on the user record so you can set the transaction amount per user. Then you should set up a Smart Rule that compares the current transaction amount with the limit on the user record, as follows:

  1. On the “Select Owner Object” step, set the properties to:
    • Owner Object: Bill
  2. Click Next.
  3. On the “Select Rule Properties” step, set the properties to:
    • Type: Error
    • Events: Add and Set
    • Error Message: {!CURRENTUSER.LOGINID!} may not enter bills for an amount greater than {!CURRENTUSER.USER_BILL_LIMIT!}. This bill total is {!APBILL.TOTALENTERED!}
    • Condition: {!CURRENTUSER.USER_BILL_LIMIT!} == ” || {!APBILL.TOTALENTERED!} <= {!CURRENTUSER.USER_BILL_LIMIT!}
  4. Click Next.
  5. On the “Select Deployment Options” step, set the properties to:
    • SmartLink ID: VALIDATE_BILL_LIMIT
    • Description: Rule that displays a warning when the user attempts to enter a bill that exceeds their transaction limit.
    • Status: Active.
  6. Click Save.

Get Started with Smart Rules

Want to learn more about preventing errors using Smart Rules? The team at ACI Consulting is here to help. Reach out to us today to get your Sage Intacct questions answered.