Using Smart Rules within Sage Intacct #MakeYourForemanHappy

Using Smart Rules within Sage Intacct

Smart Rules is one of the most powerful tools within Sage Intacct.  Smart Rules validate the data entry BEFORE a record is saved and deleted.  ETHOSystems has put together a video for our client here  However, here are some of the top Tips and Tricks for Sage Intacct.

Smart Rules Examples:

The following are some examples of Smart Rules.

  • Make a field required during data entry, for example, validate that a customer has been assigned to a project.
  • Validate that all timesheet hours are entered in quarter-hour increments. This is really popular with many of our Time and Expense clients.
  • Validate that all Vendors, GL Accounts, or Customers are created at the top-level entity.
  • Purchase Request is less than and greater than a specific amount.
  • Credit Card Transactions cannot be posted to a balance sheet account.
  • Require that the Conversion Factor be Quantity or Price. This has solved a lot of conversion issues in the Purchasing Module.

Smart Rules Tips:

  • Smart Rules cannot change data before saving the record.
  • Smart Rules cannot change a record that already exists
  • The Error Message Contains a statement but cannot be customized.
  • In order to set up Smart Rules, Full or Limited Admin privileges are required by the user.
  • Both WARNING and ERROR messages will stop the import process and error the appropriate record.
  • The Best Cheat Sheet for Smart Rules can be found on the Sage Intacct Development Website.
  • Make sure to create your Smart Rules in your Implementation or Sandbox environments. Do not create and test in production.
  • Smart Rules can be packaged and moved between Sage Intacct instances.
  • A large number of Smart Rules can lead to maintenance problems.


Smart Rule Example:

Below is an example of how to Set Up a Smart Rule.  This rule requires that an Accounts Receivable Payment Receipt Date is within 90 days from today’s date.

Step 1: Access the Smart Rule Wizard from the Platform Services (or Customization Services) menu

Step 2: Click add to go through the Wizard.  In this case, we are extending the AR Payment Object.

Step 3: Set the Rule Property.  If you choose Error it will stop you from posting the entry, however, if you select Warning it will allow you to post the entry after receiving a notification.

For the events, we want this only to trigger when we Add or Set a value on the screen.

The condition we using is: {!ARPAYMENT.RECEIPTDATE!} < pastdate(-90, “day”)

Step 4: Save the Smart Rule and test.

If you have any questions about setting up Smart Rules and how they can help you run Sage Intacct more efficiently, please contact us here at ETHOSystems!

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