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Enter Sage Intacct sales orders with credit and stock checked
For sales and order desk teams who want orders against the right customer and items, with warnings before committing, by asking their AI assistant.
On this page
Connector
Connect Sage Intacct, pick your AI tool and paste the prompt.
The problem
Sales orders entered against the wrong customer or item
Entering a sales order in Sage Intacct means finding the right customer among similar names, checking credit and looking up each item and its stock. Pick the wrong customer or an inactive item and the order has to be corrected or voided.
Without PopdockAI
- Search for the customer among similar names
- Check their credit limit and balance
- Look up each item and its stock
- Correct or void the order later
With PopdockAI
- One active customer and one active item per line matched
- Credit limit and stock warnings before you commit
- The transaction type checked against your company
- Created after you confirm and read back with number and total
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Create a {transaction-type} (default Sales Order) in Sage Intacct for the customer `{customer}` with these items: {items}. Add the customer PO number {customer-po-number} if one was given. Check the customer and items first, and get the user's confirmation before writing.
**Step 1: Resolve the customer**
Call `intacct-get-customer` with `customer-name.contains`, or with `customer-id` if the input looks like an ID.
* Several matches: list them and stop.
* Not active (`status`): stop and say so.
* `credit-limit` above zero, and `total-due` plus this order would exceed it: warn in the confirmation.
**Step 2: Resolve the items**
The create tool takes at most two lines. If more than two items were asked for, stop and say so, and offer to split them across documents.
For each item call `intacct-get-item` with `item-id`, then with `item-name.contains` if that finds nothing. Each must resolve to exactly one active item. Note `base-price` and `uncommitted`, and warn when `uncommitted` is below the quantity asked for.
**Step 3: Check the transaction type**
The transaction type must match a transaction definition name exactly. Call `intacct-get-order-entry-document` with `transaction-type` set to it and `max-records` 1. If nothing comes back, call it again without that filter and with `document-date.from` 90 days ago, list the `transaction-type` values in use, and ask which to use.
**Step 4: Confirm**
Show the draft: customer name and ID, transaction type, date (today unless the user gave one), each line's item ID, name, quantity and price, an estimated total, the PO number, and any credit or stock warning. Prices are `base-price` unless the user gave one; say the customer's price list may change them. Wait for an explicit yes.
**Step 5: Create**
Call `intacct-create-order-entry-document` once with `customer-id`, `transaction-type`, `date` as an ISO date, `item-id` and `quantity`, plus `item-id-2` and `quantity-2` for a second line, and `customer-po-number` and `due-date` when given. Pass `price` or `price-2` only when the user gave a price; otherwise leave it blank so the price list applies.
**Step 6: Verify and report**
Take the `document-id` from the response. Call `intacct-get-order-entry-document` with it for `document-number`, `state` and `total`, and `intacct-get-order-entry-document-line` with it to confirm the lines. Report the document number, total and lines.
**Rules & Guidelines:**
* The only write is `intacct-create-order-entry-document`, called once, after the user confirms. If it fails, report the error and do not retry with changed values unless the user asks.
* Do not call `intacct-create-customer` to create a missing customer, or `intacct-update-order-entry-document` to correct the result. Stop and tell the user instead.
* If the user names an Intacct company, pass it as `company` on every call.
**Validation:**
* If the customer or an item is not found, stop and say which.
* If a quantity is missing or not a positive number, ask for it.Who it's for
One answer, three teams that use it
Sales reps
Enter orders straight from a call
Give the customer and items in plain words and get a draft order to confirm.
Create an Intacct sales order for Fabrikam: 25 of CABLE-10 and 5 of HUB-4, PO 5521.
Order desk
Catch credit and stock problems first
Credit limit and stock warnings appear on the draft, before anything is created.
Draft a sales order for Northwind Traders for 40 of WIDGET-200 and warn me about credit or stock.
Sales managers
Turn quotes into orders cleanly
Create a quote or order with the right transaction type and a read-back of what was saved.
Create a sales quote in Intacct for Contoso Ltd for 12 of KIT-15.
How it works
What PopdockAI does when you ask
You name the customer and items and your AI assistant resolves them in Sage Intacct and checks credit and stock. Nothing is created until you have seen the full draft and said yes.
01
Ask
You name the customer and up to two items, and optionally a type and PO number.
02
Check
It matches one active customer and item per line and checks credit, stock and transaction type.
03
Confirm
You see the full draft with any warnings and say yes.
04
Create
It creates the document and reads back its number, total and lines.
What PopdockAI provides
The tools behind the answer
Ready made tools for Sage Intacct and one secure connection to your AI tool. No code, no exports.
sage-intacct-get-customer
sage-intacct-get-item
sage-intacct-get-order-entry-document
sage-intacct-create-order-entry-document
sage-intacct-get-order-entry-document-line
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
Orders right the first time
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
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