You can use Automatic Coding templates to facilitate the registration of recurring journals in your accounting when, for example, certain fixed percentages are to be calculated. Automatic coding can also be used to facilitate the registration of recurring supplier invoices, when for example, fixed charges are to be posted or distributed between cost centres. You can add as many automatic coding templates as you wish to the application.
Create an automatic coding
The posting of rent that is to be distributed over various cost centres is a good example of where automatic coding can be used. In the simplified example below (without VAT), you will see an automatic coding which automatically distributes a fixed rent between three cost centres.
- Go to Settings - Accounting - Automatic Coding.
- Under the tab New, the next available number is displayed automatically in the No field. Choose a Description, and if it is a recurring amount that is to be posted, enter an Amount if it is always the same. If you leave the amount field empty, you can enter the amount directly in the journal or the supplier invoice.
An account can only be connected to one automatic coding template.
- Under the List tab, you will see Account link under which you enter the account you want to connect the automatic coding to. If you have several accounts that are supposed to activate the same automatic coding, register them below each other in the Account column (A/C No.).
Under Automatic coding rows, enter the calculation itself: That which should automatically happen when you enter the account number that is connected to the automatic coding. Below for example, account 7230 for Rent on premises will be redistributed over 3 cost centres.
- Click Save when you are done. Your automatic coding is then displayed in the list under Automatic Coding.
To view or change the automatic coding, simply click on it in the list and it will be displayed for editing under List.