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15 - Coding An Invoice

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30 views3 pages

15 - Coding An Invoice

Uploaded by

denzygpp
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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CODING AN INVOICE

There are many ways to create coding for an invoice. Users with applicable rights can code invoices at any
phase of the process:
• Before the workflow phase in accounts payable
• During the review by the reviewer
• During the approval by the approver
• After the workflow phase in accounts payable

Manual Coding
The coding structure is based on the invoice type configuration which defines the dimensions in use. You
can view all coding for the invoice at the bottom of the invoice page. The required fields are marked with
an asterisk.

• Click invoice > Click Add coding manually.


• Fill in the required Coding fields > Click Save > Click Send to Validation or Approve to move the
invoice forward in the workflow.

Note: An “Invalid code combination” warning will appear if the cost center code is not the same as the
organization (invoice header data field).

Company Code: Select the Company Entity ID.


Cost Center Code: Select the organization, which must be the same as the Organization in
the header data of the invoice.
Account Code: GL account number that is automatically filtered when you start typing the
number.
Sub-Account Code
Product Type
Product Division
Sales Channel
Intercompany
Employee Number
ERP Branch
Customer Number
Chargeback Type
Net Total: This is automatically filled in.

• To add a coding row, click Add first coding pow.


• To add an additional coding row, click on the plus sign at the top right of the coding section.

Basware Corporation, Linnoitustie 2 Cello, PL 97, FI-02601 Espoo, Finland • Basware.com


Smart Coding
The Smart Coding feature creates coding
for an invoice that does not have any
coding rows yet. This is based on invoice
header data. It is designed to eliminate the
need for manual coding of non-POs. The
logic is used to review past invoices to find a proper proposal for coding. You can then review and confirm
the proposal.
• Click Use smart coding in the invoice header data details. The invoice is automatically coded, based
on historical coding information for the supplier.
• To undo the automatic coding of the invoice, click Undo smart coding.
• Click Save.

Coding Templates
AP users with applicable user rights have access to the Data Management view. Data
Management has separate functions for creating, sharing, and managing coding
templates. Users can save their coding data for later use or create coding examples
for specific suppliers and share them with other users. Each user can view available
coding templates with a preview of coding rows and select the most suitable
template for the existing invoice. When the template is selected, all calculation rules
are triggered to ensure the validity of the data.

Import Coding from Template


A created template contains financial coding dimensions to be automatically generated in the invoice
header data. Coding template functions can be used in the Workflow & Received queues.

• Click an invoice.
• Click three dots at the top right of the coding row section > Click Import coding from template.
• In the window that opens select a template based on the supplier invoice data.
• Click Import and the coding template is automatically used in the supplier invoice.

Import Coding from Excel


Excel import is another way to manage a large number of coding rows. You can export the existing
coding to an Excel file, then fill in new coding rows in Excel, and import the file content back. All
imported values will be validated against the rules available in Basware P2P at the time of the import.

You can import up to 2,000 coding rows at a time.

• Click an invoice.
• Click three dots at the top right of the coding row section > Click Export to Excel to view defined
fields for importing GL codes.
• Add GL coding data, based on the fields in the spreadsheet > Save the spreadsheet to your
computer.
• Go back to the invoice > Click three dots > Click Import coding from Excel.
• Select the report from your computer.
• In the Import Coding window, select Overwrite existing rows.
• Click Import, and the coding data is automatically used in the supplier invoice.

Basware Corporation, Linnoitustie 2 Cello, PL 97, FI-02601 Espoo, Finland • Basware.com


Note: The exported Excel file has defined fields and columns that cannot be changed/moved, based on
a specific logic.

Automatic Coding for Non-PO Invoices


A coding template that is used to automatically code non-PO invoices can be applied at the beginning
of the invoice workflow or applied manually after some header information has been added or
changed. Automatic coding templates must be defined under Data Management (for example for
reviewer).

• Click an invoice.
• Click three dots at the top right of the coding row section.
• Click Import automatic coding, and the defined coding template is automatically used in the
supplier invoice.

Basware Corporation, Linnoitustie 2 Cello, PL 97, FI-02601 Espoo, Finland • Basware.com

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