How to create a simple coding rule in an invoice

Why:

Creating a coding rule for invoices helps save time and ensures accurate and consistent coding across all invoices.

Watch this video to find out how to create an invoice coding rule

Benefits:

Saves time by automating the coding process.

• Ensures consistency across your invoicing.

• Reduces errors and simplifies future invoicing.

Steps to Create a Simple Coding Rule:

• Open the invoice where you want to set up a coding rule.

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

• Select New coding rule from the menu.

Confirm the Criteria:

1. Other Party, Line Description, or Reference fields will be pre-populated based on information on the invoice. You can delete or add any criteria you wish.

2. For example, if you want all invoices with the word "Gallagher" to be coded as Repairs and Maintenance: Fences and Yards (RM: FY), follow these steps:

   1. Other Party contains: Leave this option empty to apply the rule across all suppliers (e.g., Farmlands, Ruralco, Farm Source, etc.).

   2. Line Description contains: Set the keyword to “Gallagher” and remove all other words.

3. Reference contains: If the reference varies each time, it’s best to bin this criterion.

4. + Add Criteria: You can add additional criteria for more complex rules.

Action:

• Code the full amount to: Select this option for simple coding, ensuring the full amount is assigned to RM: FY.

• Retain Line Description: If you delete the Description field in the rule, the system will automatically keep the line description from the invoice (e.g., Gallagher Insulator 25 pack).

• Once the rule is set, click Save & Apply.

TIP:

You can override a coding rule for specific items. For example, if a Gallagher product is for personal use, you can change the code on that line from RM: FY to Personal: Drawings (PE:D).

To edit or delete an existing coding rule:

1. Go to Settings > Codes > Invoice coding rules.

2. Use the search function to find the rule.

3. Click the three vertical dots next to the rule and select Edit or Delete.