Sage Intacct: Out of Office

• October 19, 2021
• Kathy Jastrzebski

Everyone’s least favorite part of returning from holiday? Wading through emails and the work that has accumulated. But there’s a few things in Intacct that can help make your holiday and the return to work a little more enjoyable. So, before you turn on your out of office reply, read through our tips for making your return to office slightly more calm with Sage Intacct.

Out of office delegation in purchasing

If you’re an approver in the Purchasing workflow, you’re probably really grateful for the ability to approve purchase orders on your phone when you’re standing in line at the grocery store. However, in the case that you’re swimming with dolphins, you might not be thinking about the purchasing transactions awaiting your approval. The delegation feature, allows you to turn on “out of office” so someone else can step in in your absence. 

Step 1: Enable delegation in Purchasing

• Go To: Purchasing > Setup tab > Configuration
• Scroll down to check the “Enable delegation” checkbox

• Click “Manage” to assign a defualt delegate and a delegate per user (The default delegate allows you to populate the rows of the table below, but also serves as the initial default for any future approvers that are added to the system).

• Click to save the delegates
• Save the Purchasing configuration

Step 2: Turn on approval delegation in your preferences

• Go To: Your user name (top right) > My preferences

• Scroll down to the Approval delegation section
• Check the box to delegate purchasing approvals

• Save

Helpful tip: If an approver got overly excited about their vacation and forgot to turn on delegation, an admin can update their preferences for them.

Out of office delegation in journal entries

If you were hoping delegation also applies to journal entry approvals, you’re in luck. If you are a journal entry approver, you also can swim with dolphins without worrying about journal entries being held up awaiting your return to dry land.

Step 1: Enable delegation in General Ledger

• Go To: General Ledger > Setup tab > Configuration
• Scroll down to check the “Enable delegation” checkbox

• Click “Manage” to assign a defualt delegate and a delegate per user
• Click to save the delegates
• Save the General Ledger configuration

Step 2: Turn on approval delegation in your preferences

• Go To: Your user name (top right) > My preferences
• Scroll down to the Approval delegation section
• Check the box to delegate general ledger approvals

• Save

Virtual check signing and approvals

Do you schedule your vacations around check runs? If you do, this next tip is for you (and your family and friends). Note that virtual check signing can be removed/disabled as well. So if you don’t want to make this a permanent change, you could easily remove this feature after your holiday. 

Step 1: Enable AP payment approvals

• Go To: Accounts Payable > Setup tab > Configuration
• Scroll down to check the “Enable AP payments approval” checkbox

• Add at least 1 level of approval for any payments over $0.01.
• Save the AP configuration

Step 2: Create a role with the AP payment Level 1 Approval and assign to the check signer

Step 3: Create a digital signature

Find more information on signature specifications from Sage Intacct’s in-product help below.

Step 4: Upload Signature to check signer’s preferences

• Go To: Company > Admin tab > Users
• Click Preferences next to the user you’d like to upload a signature for
• Under check preferences, click Upload Signature

• Choose your signature file
• Save your preferences

What’s Next?

Before turning on your out of office auto-response, sign up for our last three complimentary Sage Intacct webinars. 

Tags: Approvals, Delegation, Journal Entry Approvals, Purchasing Approvals, Virtual Check Signing, Accounts Payable, General Ledger, Purchasing | No Comments »