1. Project code: When to use?
2. How does project coding work?
3. Settings
1. Project code: When to use?
The purpose of “Project Codes” is to distribute certain costs among one or more projects of a company and to allocate general ledger accounts to them.
2. How does project coding work?
Project codes are imported / synchronized from your accounting system in Smartbooqing.
You can make the settings for using these codes as described below.
Once the settings are completed, invoices will automatically receive the project code when processed.
These project codes are sent to the accounting system when the invoices are exported.
You can synchronize the project codes in two ways:
a) From dimensions project code page
b) From the review page
3. Settings
You can set rules and assign project codes using a simple and flexible approach in popup as follows:
Step 01:
1. Select administration
2. Go to settings
3. Click on dimension menu; you will see several dimension tiles on the right.
4. Click on project code
5. If the location is not active, you can activate / deactivate it by clicking the three dots in the top right corner and clicking activate.
6. In the same way, you can click to view the settings.
7. You can view the project codes imported from your accounting system by clicking on the “project code” tile. On the page that appears, click on ‘View project code’ (top right)
Step 02:
1. On the dimensions “project code” page you will see the table with all columns.
2. Press the “+ New” button on the right to create a new line.
3. Once rules have been created you can see rules in this table.
4. You can also update the rules by double-clicking the rule.
Step 03: Once you click “+ New”, the popup will open.
1. On the left you will see “relationship name”, “keyword in”, “keywords” and “ledger code” from which to select.
2. On the right-hand side under ‘then’ you can assign the project code.
3. You can turn “Review comments” ON or OFF. If it is ON, invoices posted with dimension “project code” will always appear as a comment on the review page.
4. At “Project code line dimension” you will see the selection / criteria you have selected.
5. Clicking “Create” will create the rule with the selected criteria.
Step 4: Info Icon (i) – Once you click on the info icon at the top, an information box will pop up showing:
1. How do I create a new rule?
2. How does priority work?
Brief information:
1. How do you create a rule?
2. In the flexible dimension approach we have certain conditions for creating a rule.
3. The user must select at least one option in the condition “IF” (left side in Pop-up) and then assign a project code, after which a rule can be created.
4. If the user does not select an option and tries to assign a location, an error will be displayed “To create the rule, the user must select at least one as Condition with code assignment”
5. Selection fields work according to the table below:
| Fields for creating rules | Allow users to create a rule | Note |
| Relation | Single / multiple relations can be selected | |
| Keywords | Single or multiple keywords | |
| General ledger code | One – User can select a ledger code and create a rule | User can create a rule with the option “Any” ledger code with another criteria selection from Relation or Keywords |
| Locations | User must select a location to create a rule after selecting one attribute from the IF condition |
B. How does the default priority work?
In the event that a particular relationship is assigned to more than one line, the processing takes place according to the following priority order
• Priority 01: Line keyword
• Priority 02: Specific / Item
• Priority 03: General ledger code
• Priority 04: Keyword header
• Priority 05: Relationship
• Priority 06: Other addresses
Step 05: Review comments
1. A comment is displayed on the review page if it is enabled.
2. The comment is shown as “Project code dimension applied”
Step 06: DDP screen
1. You can also see an active dimension on the DDP screen, along with the selected code
