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Smart Accounting

What is it, how to set it up and use it?

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Written by Finbite

Smart Accounting by Line Items

This guide explains what line-item Smart Accounting is, how it works, and how to set it up and use it in your daily workflow.


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1. What is Line-Item Smart Accounting?

Smart Accounting is an intelligent feature that automatically detects line items on new purchase invoices based on the item descriptions from the supplier's previous invoices and fills in the accounting data (Account and Dimensions) automatically.


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Key Features & Logic:


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  • Intelligent Text Recognition: Line matching is determined by the line description (not by the line sequence number). The system understands similar description rules—for example, the texts "Communication - May" and "Communication - June" are identified as the same service.

  • Supplier-Specific Memory: The system only analyzes previous invoices from the same supplier for a specific buyer.

  • Line-by-Line Evaluation: Every invoice line is evaluated individually. For instance, if an invoice contains 3 lines, the system may auto-fill 2 lines and leave 1 line blank.

  • Automatic Learning: The system learns from every action. If you manually change the suggested accounts or dimensions, the system remembers these new selections for future invoices.

2. Rules & Pre-fill Priority

The system follows these rules when pre-filling data:


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  • Priority #1 — Automatic Templates: If an automatic accounting template is configured for a client/supplier, template rules are always applied. For these invoices, advanced automatic accounting will not trigger and will not overwrite template data.

  • Automatic Detection: If no automatic template is specified, historical data analysis triggers and the system fills in fields based on previous purchase invoices.

  • Please Note: Once automatic accounting is activated, it is no longer possible to use the "Apply template" button on the invoice. The system continuously learns invoice accounting on its own.

3. Configuration (How to Enable)

To activate this feature, proceed as follows:


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  1. Navigate to the menu: General info $\rightarrow$ Invoice settings $\rightarrow$ Purchase invoice settings.

  2. Locate the Accounting block.

  3. Activate the option: Advanced smart accounting by line items.

4. Step-by-Step Usage

Step 1: Opening the Invoice & Auto-Detection

  • When you open a new purchase invoice, the system first checks for the existence of an automatic template.

  • In the absence of a template, the system analyzes the supplier's historical data and fills in the appropriate fields.

  • Visual Cue: Automatically populated Account and Dimension fields are visually highlighted with a distinct background color.

Step 2: Saving Auto-Filled Accounting Entries

  • Important Rule: If accounts and dimensions were added by auto-detection, the invoice must be saved before further processing or manual editing to keep the suggested accounting entries in place.

Step 3: Handling Missing or New Lines

  • If the invoice contains new lines or the system does not find a match for a line description, the account and dimension fields remain blank.

  • Order of Operations:


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    1. Save existing (automatically filled) accounting entries using the "Save" button at the end of the invoice.

    2. Fill in the remaining blank fields manually.

    3. Save the invoice again. The system will remember your new selections for future invoices.

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