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How to Minimize Errors with Smart Rules for Intacct

How to Minimize Errors with Smart Rules for Intacct

Intacct Smart RulesSmart Rules are a great solution for preventing data entry errors. It’s easy for anyone to make a mistake (or forget something) when it comes to data entry, we’re only human! Smart Rules create a warning or error message to the user when they have made an incorrect selection or maybe forgotten to enter some data. This way you can spend less time correcting data entry mistakes and more time on more important things. Best of all, you can now sleep soundly knowing the data presented in your reports is right! After all, our reports are only as good as the data they are based on- if the data is incorrect, our reports are incorrect.

Creating a Smart Rule

Navigate to: “Customization Services” tab > Smart Rules > Add
The first screen you’ll see will ask in what area of Intacct you’d like to add the rule to (Object to Extend). Click the drop down and select where you are adding the rule.

Smart Rules in Intacct

Then, you’ll be brought to this screen where you’ll define the rule properties:

Smart Rules

1. Type – Either “Error” or “Warning” (an error does not allow a user to proceed until the conditions are met, while a warning allows them to proceed but shows a warning).

2. Events – “Add”, “Set”, or “Delete”. This is when you want the error to occur (“Add” means if a customer is added and the conditions aren’t met, then we won’t be able to add the customer. “Set” triggers the error once the record has already been added and someone wants to change something about the record. If your customers are coming over from SalesForce or another integration, it would be best to choose “Set” here otherwise the Smart Rule will prevent syncing).

3. Conditions – This is under what conditions you want the error or warning to occur.

  • First you need to know where to find the Object Catalog.

Navigation: Customization Services > Overview > Catalog

Navigate Smart Rules

Which will bring you to a list of Objects within Intacct:

Customize Excel Rules

Our Object Name is “CUSTOMER” and the Field is “CUSTREPID”

Writing the Condition… Intacct has a list of Injection Parameters (which is pretty much just fancy wording for the format which you need to write the condition in).

Object Field ID Smart Rules

(*Image from Intacct online Customization Services manual: https://www.intacct.com/ia/docs/userguides/UG3.09%20Customization%20Services.pdf)

The first part of our Condition will be: {!CUSTOMER.CUSTREPID!}

Now we want to tell Intacct under what conditions we want the error to occur. I want it to happen when the field is left blank. Using this table from Intacct’s website:

Operators Excel

So that we write: {!CUSTOMER.CUSTREPID!} == ” “

4. Error Message – This can be anything you want. I chose to be polite and professional and say: “Please fill out the Sales Rep field” but of course you can say anything you want … (I suggest saying something like “Fill out the Sales Rep field NOW! Otherwise self-destruct will commence in 3 … 2 … “). Might as well have a little fun!

The final step is saving the rule. The only tricky thing here is the name. It cannot have spaces or special characters.

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