Sage Intacct: Smart Event API to Populate Transaction Fields From Related Objects

• August 2, 2018
• Kathy Jastrzebski

Ever have a pesky field on an object that you just can’t pull onto an invoice? You know, because the only merge fields available on invoices are ones that are directly available on the transaction – ugh! Well smart event API calls are here to your rescue. Whether that is a Customer’s VAT ID for tax purposes, the customer’s sales rep, or a custom field – we can make that happen with a Smart Event API call. How? In three steps:

Step 1: Create the custom field on the object

In this example I’ll set up a custom field called Customer VAT ID (CUST_VAT_ID) on the Customer Object.

Step 2: Create the custom field on the transaction

Set up the same Customer VAT ID on the Sales Invoice Object. (Easiest if you use the same field name here: CUST_VAT_ID).

Helpful Tip! You can duplicate the Customer VAT ID field and just change the object to SODOCUMENT and type to Sales Invoice (eliminates the chances that you might accidentally mis-type the ID of the field).

Step 3: Create the Smart Event API call (the magic)

Need a step by step guide on smart event API setup? Check out this blog post!

<update>

<sodocument>

<docid>{!SODOCUMENT.DOCID!}</docid>

<cust_vat_id>{!SODOCUMENT.CUSTOMER.CUST_VAT_ID!}</cust_vat_id>

<docparid>Sales Invoice</docparid>

</sodocument>

</update>

  

Additional Use Cases:

While pulling a custom field like VAT ID from the Customer to a Sales Invoice is an excellent use case, it’s not the only time I’ve used this methodology to save the day. Here are some additional examples I’ve set up in the past:

• Printing Sales Rep from Customer on Sales Invoices (note this method is great for printing on invoices, but if you need any sort of reporting OR if your sales invoice can have multiple Sales Reps assigned, you’ll be better off using the Employee dimension and a dimension relationship combination method).
• Printing the Employee’s name on Purchase Orders – (named creator of a PO rather than just a user ID which is meaningless to Vendors)
• Printing Vendor Stock Numbers from Items on Purchase Orders

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Tags: API, Custom Field, Customer, Purchase Orders, Sales Invoice, Sales Rep, Smart Event, VAT, Automation and Customizations, Sales and Order Entry | No Comments »