Include a Sales Order PDF on an AR Advance request (Sage Intacct)

When you email an AR Advance request that is tied to a Sage Intacct Sales Order, you can attach that order’s PDF so your customer can review the order from the email.

This option is available for Sage Intacct only. It appears on the Request Payment tab, and only after you select a Sales Order.

Example: You request $10,000 against sales order SO00015 and leave Include Sales Order PDF checked. Your customer receives the request email with a file named SO00015.pdf attached.

Requirements

Nothing new needs to be installed. The option appears in the Paystand Dashboard when the items below are in place.

In Paystand

• AR Advances are enabled on your account. Contact your Customer Success Manager if you do not see the AR Advance button on a customer.
• Sage Intacct is connected.
• AR Advance Sales Order Assignment is turned on. See the steps below.

In Sage Intacct

• The customer exists in Paystand because they were synced from Sage Intacct. Paystand matches orders to that Sage customer.
• The order uses Sage Intacct’s standard Order Entry transaction named Sales Order. Orders under a renamed or custom definition, such as “Sales Order - Services,” do not appear in the list and cannot be attached.
• The order is Pending or Partially Converted. Draft, Converted, and Closed orders are not listed.
• The Sales Order definition has a printed document template. Paystand asks Sage Intacct to print the order. If that template is missing, Sage cannot produce a PDF.

Turn on Sales Order assignment

1. In the Paystand Dashboard, go to Settings.
2. Open the General tab.
3. Find AR Advance Sales Order Assignment.
4. Turn Enable on.

This setting also lets you choose a Sales Order when you create or request an AR Advance. The Sales Order number is written to the payment memo in Sage Intacct either way. The PDF option is an extra choice on the emailed request.

Attach the Sales Order PDF

1. Open the customer in Paystand.
2. Click AR Advance.
3. Open the Request Payment tab.
4. Enter the amount.
5. Under Sales Order, choose the order. Leave it on None / Not order-specific if this request is not for a particular order. The PDF option stays hidden until an order is selected.
6. Include Sales Order PDF appears under the Sales Order and is checked for you.
7. Confirm the recipients and your message, then click Send Request.

Clearing the Sales Order hides the checkbox. Choosing an order again shows it checked again. If you uncheck it for the order you have selected, that request is sent without the PDF.

The blue note under the Sales Order, Payment memo posted to Sage Intacct, shows the memo Paystand will write. It includes the Sales Order number whether or not you attach the PDF.

What your customer receives

With the checkbox checked, the request email includes one PDF of the Sales Order you selected. The file name is the order number, for example SO00015.pdf.

Everyone who receives that email gets the attachment, including addresses on To, Cc, and Bcc.

The PDF is only on the email. It is not a separate download on the payment page.

Send the request without the PDF

Uncheck Include Sales Order PDF, then click Send Request.

The email still goes out, without the attachment. The Sales Order is still written to the payment memo in Sage Intacct.

If Sage Intacct cannot produce the PDF

The request email is still sent. Paystand shows this message:

This can happen when the Sales Order definition has no printed document template, Sage cannot print that order, or the print takes too long. The payment memo still includes the Sales Order number.

If you selected an order and it is converted or closed in Sage before you send the request, the request still goes out. The PDF is attached when Sage can still print that order.

Where this option does not appear

Include Sales Order PDF is only on Request Payment, because that is the path that emails your customer.

It does not appear on Create Payment. Taking the payment yourself does not send this email, so there is no PDF to attach.

It also stays hidden when:

• Sage Intacct is not connected
• AR Advance Sales Order Assignment is off
• No Sales Order is selected

Frequently asked questions

Does my customer need to do anything to see the order?

No. The PDF is attached to the request email. They can open it from their inbox.

Can I attach a PDF for an invoice, or for an order in another system?

This attaches the Sage Intacct Sales Order you selected. It does not attach an invoice, and it is not available for other accounting systems.

The Sales Order I need is not in the list. Why?

The list shows that customer’s Sales Order documents in Pending or Partially Converted state. A custom transaction name, a draft, or a fully converted or closed order will not be listed. The customer also needs to be synced from Sage Intacct.

I unchecked the box. Will the Sales Order still show up in Sage Intacct?

Yes. The payment memo still includes the Sales Order number. Only the PDF is left off the email.

The email went out, but the PDF was missing and I saw a yellow message. Was the request lost?

No. The request was sent. Sage Intacct did not return a PDF, so Paystand sent the email without it. Check that the Sales Order definition has a printed document template, then send a new request if your customer still needs the file.