Accounting templates allow you to automatically add predefined GL accounts and dimensions for invoice rows.
You can create an accounting template from an invoice and save the template from there. Another option is to create a template directly from the template list. If necessary, you can also copy an old template and save it with updated information without having to wait for a new invoice.
You can create a template from the invoice row as follows:
After adding GL account and dimensions on the invoice rows (Actions -Accounting), select Actions -> Save Template at the end of the invoice row:
In the window that opens, select whether you want to save the supplier based or the subject based accounting template. A supplier based template is associated with a specific supplier, so that template can be applied if an invoice is received from the same supplier. The subject based accounting templates can be applied by hand to any invoice received from any supplier.
Next, choose the accounting type. Invoice based - in the same GL account and dimensions for all invoice rows. Row based - differently for each invoice row.
As additional option you can also pre-define invoice row splitting if needed. Define the distribution based on percentage and enter the GL accounts and dimensions that the accounting template should add on the split invoice rows under Actions -> Accounting. If the invoice has several rows, all the invoice rows will be split same way and will have the defined accounting.
Click Save and the invoice based template is created.
Creating a row based accounting template. Add GL accounts and dimensions to invoice rows and select Save template on the first row. In the screen that opens select Row based as accounting type. Then select identifier.
By Invoice Row’s Item/Service description - means that the template will be applied if the invoice row will have the same name. Also you can choose to user partial text if only some text on the row remains the same month after month. Click save and template is created.
When creating row based templates, same action (save template) has to be repeated for every invoice row. When saving template for next row your previously created template will appear and accounting type will be already marked as Row based. If all the information is left unchanged (template type, contract number, reference number) when saving the rows in the template, the rows will be consolidated into a single accounting template. You can check it in Settings -> Templates -> Accounting Templates.
How to create a new template directly in the template registry:
To do this, go to Settings - Templates - Accounting templates and click the "New Template" button
After that, you'll see the familiar screen where you can choose which template you want to create.
If you want to copy an existing template:
To do this, select Actions - Copy from the menu behind the template you want to copy.
