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Create and delete Coding templates

Coding templates can be used to simplify coding on invoices that come back regularly. These can be created and removed both directly in the invoice application or in the administration tool. You can read more about how to use coding templates in the section Use Coding templates.


The invoice application


Create Coding templates

Open an invoice and code it the way you want the template to look and then click on the button Templates above the coding rows

  1. A form opens where you click on the Create Template tab and select the New Template option. 
  2. Select whether the template should be a User template, i.e. available only to you, or whether it should be a General template, i.e. available to all users. Permission to create General templates is set on the role form.
  3. Enter a name for the new template
  4. The coding from the invoice that the template will be created with is displayed in the Coding rows section.
  5. Press OK to save.


Changing Coding templates

To modify an existing template, create a coding on an invoice and then click the Templates button above the coding rows.

  1. A form will open where you click on the Create template tab and select the option Change an existing template
  2. Choose whether the template you are going to modify is a User template, i.e. available only to you, or a General template, i.e. available to all users. Permission to create/modify General templates is set on the role form.
  3. Select the template you want to modify in the drop-down list Existing template.
  4. The coding from the invoice with which the template will be created is displayed in the Coding rows section.
  5. Press OK to save.


Delete Coding templates

To delete a template, first open the form via the Templates button.


  1. Select the Create Template tab
  2. Select the option Change an existing template.
  3. Select the template you want to delete in the Existing template drop-down list.
  4. Click on Delete.

 


Coding templates in the administration tool


Create Coding template

Go to Business rules - Coding templates and press  on the top of the page.

Specify the following fields:

FieldDescription
Template nameName of the template
User nameName of the person the template belongs to (if the user template type is selected).
Template type
General templateThe template type can be used by all users in the company in question.
User templateThe template type can only be used by the person selected in the Username drop-down list.
Administrative templateThe template type can only be used by invoice administrators in the queues New Invoice Review and Invoice Exceptions Review.
Load coding rows from an existing coding templateFor work-saving purposes, you can select an existing coding template in the drop list which you can then easily modify to a new template.
Coding rowsHere you specify the coding rows the template should have in the same way as you code an invoice in the invoice application
Selectable row types:
  • Cost row: % rate of the net amount of the invoice.
  • Tax charged to expenses: % rate of the VAT amount of the invoice charged to the cost account
  • Deductible tax: % rate of the Tax amount of the invoice charged to the Tax account
  • Cash rounding: used for PO matching, read more about this in the article Administration of PO matching, used only for Coding suggestion on companies.
  • Reverse tax: % rate of the net amount of the invoice, if this line type is used two lines should be added, one debit and one credit.
  • Markup: used for PO matching, read more about this in the article Administration of PO matching, used only for Coding suggestion on companies.

When all the information is specified in the template, the data is saved by clicking the Save button.


Change Coding template

  1. Go to Business rules - Coding templates and click on View.
  2. Open the template you want to change.
  3. Make the changes you want to make.
  4. Click on Save.


Delete Coding template

  1. Go to Business rules - Coding templates and click on View.
  2. Open the template you want to delete.
  3. Click on Delete.