How to create an invoice coding rule

How to create an invoice coding rule

Creating an invoice coding rule is quick and easy, helping you save time and ensure coding accuracy and consistency.

Video Tips:

To get the best out of the tutorial:

• Use the chapter headings on the video timeline to skip to the most relevant sections for you.

• Pause the video at any time to follow along at your own pace.

• Adjust the playback speed by selecting the Settings cog in the video player. We recommend watching at 0.75 speed.

• Set the video quality to 1080p for the best resolution, especially on larger screens.

How to create a simple coding rule in an invoice

1. Click on the three vertical dots on the right-hand side of the coding line.

2. Select New coding rule.

Confirm the criteria

If the Other Party, Line Description, or Reference fields contain information from the invoice, these details will automatically populate in the rule. You can remove or add criteria as needed.

Example:

You want to create a rule so that every time the word Gallagher appears in an invoice, it is automatically coded to Repairs and Maintenance: Fences and Yards (RM: FY). The supplier does not matter (e.g., Farmlands, Ruralco, PGG Wrightson, Farm Source).

1. Other Party contains – Remove this criterion to allow the rule to apply across all suppliers.

2. Line Description contains – Keep only the keyword Gallagher and remove any unnecessary words.

3. Reference contains – Remove this criterion, as references change with each invoice.

4. + Add Criteria – Use this option if you need additional conditions for more complex rules.

Choose an action

When creating a coding rule, you can choose to:

• Code the full amount to

• Code a specific dollar amount to

• Code a percentage of the amount to

For this simple rule, select Code full amount, so the entire invoice line is coded to RM: FY.

If you delete the Description field in the coding rule, it will 'Retain the line description'. This means the line description from the invoice (e.g., Gallagher Insulator 25 Pack or Gallagher Strainer End) will be kept in future invoices where the rule is applied.

Once you have set the rule, click Save & apply. The rule will now apply to matching lines in the invoice and future invoices.

TIP:

• You can override a coding rule by manually changing the code on an invoice line. For example, if Gallagher is usually coded to RM: FY, but in this case, it is for personal use, you can manually change the code to Personal: Drawings (PE:D).

• To edit or delete a coding rule, go to Settings > Codes > Invoice coding rules. Use the search function to find the rule, then click on the three vertical dots on the right-hand side and select Edit or Delete.