In this article you will find information about:
- Article code concept- when to use?
- How article coding works?
- Settings
- Limitations: when this rule won’t work?
- Sample examples of article coding invoices
1. Article code concept-when to use?
Invoice needs to be processed as per items purchased i.e. invoice amount needs to be split on multiple lines as per the articles mentioned on it.
Each article/item purchased must be read and given account codes accordingly
2. How article coding works?
System relates the article on invoice to the product groups and assigns account code as per the mapping explained above. Each line on the invoice is read by Smartbooqing.
What you see in your accounting system: Articles that are coded on similar account codes are grouped together while sending these invoices to accounting system.
What you see in your accounting system: Articles that are not grouped as above will see the actual article line description appearing on the invoice in the accounting system
3. Settings
- Select the administration, go to ‘contact list’
- Select / search the contact
- Double click to go into the edit mode.
- Go to the article coding settings
- Select appropriate account code against the article groups
- You can also do the setting for review notification.
- Give cost code, if required.
- Settings made as in How, when and by whom the mapping was changed is also displayed here in the logs.
Things to keep in mind:
- If same product can have different codes on many occasions; then such products must be marked ON review notification and given the desired account code when it comes on review page.
- Article coding can’t be applied for every invoice where it needs to be split on lines. It shall be applied only when real world items/services are bought. Name of item must be a generic name which can be identified to a particular product easily.
- An item is once recorded in a product group of Smartbooqing and it will get the account code as per the mapping to any other administration – that’s why article coding is a very special processing rule.
4. Limitation-when this rule won’t work?
- If invoice needs to be split on lines as per article number – then it’s not article coding but it’s a specific setting.
- Items mentioned on the invoice are not routine/general items OR they can’t be identified to a product easily
5. Some examples of article coding invoices
Example 1:
Example 2:
Example 3:
Example 4:
Example 5:
