Auto-Coding Without a PO
Auto-Coding Without a PO
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Auto-Coding Without a PO
When an Invoice arrives without a matching Purchase Order, PurchasePlus reads the document and using the Invoice information, Supplier default settings your coding history, automatically applies Account Codes to each line. We call this non-PO automated coding. You review, adjust if needed, and approve.
This is the same scanning engine used across all Invoices In PurchasePlus. The difference with non-Purchase Order Invoices is that there is no Purchase Order to copy the coding from, so the system derives the coding from your supplier default and from what it has learned about your coding history instead.
However, it is not a completely hands-off process. Non-Purchase Order Invoices always require human approval before they Reconcile. PurchasePlus does the heavy lifting, but a person still needs to Approve.
How coding is decided
PurchasePlus applies coding by looking at the following details in order:
1. Supplier default- The system looks for a default Account Code and Department on the Supplier record and applies it.
2. If no supplier default is set, PurchasePlus automatically applies Account Codes based on your historical coding preferences. It generally needs to see a pattern of at least three consistent choices before it has enough confidence to apply an Account Code automatically.
The more consistently you code, the sooner PurchasePlus can take over. Every time you code a similar line the same way, you are training the system to do it for you next time.
Get set up for accurate automatic coding
With a little set up and consistent coding habits, PurchasePlus will automatically code non-Purchase Order with ever increasing accuracy.
- Set Supplier defaults \- On the Supplier Details page you can set a Default Department and Default Account Code. This is the fastest way to get a Supplier's invoices coded correctly from day one.
- Code consistently - Coding the same Supplier and line types the same way each time lets PurchasePlus learn to start applying those codes for you.
- Product Codes \- Accurate Supplier Product Codes in your Self-managed catalogues drive exact line matches.
Review, Correct, Approve
Non-Purchase Order Invoices should always be reviewed before approval.
- Review each line's Account Code and Department \- adjust any line where the applied code did not fit. PurchasePlus learns from consistent corrections.
- Check the totals - make sure the line totals sum to the Invoice total. A mismatch will raise the Total flag.
- Approve - once you are satisfied, give approval to reconcile.
You can either resolve a flag (fix the underlying issue) or accept a flag (acknowledge it and proceed). Both paths move the invoice to Reconciled. The choice sits with your approvers.
Non-Purchase Order Invoices Flagging
Non-Purchase Order Invoices are always Flagged for Approval as they have no Purchase Order attached. This means they will always require the relevant approval before they Reconcile. This is by design. It keeps a human in the loop for spend that did not go through the normal purchasing process.
Accounts Payable workflow:
- PurchasePlus scans the invoice and pre-fills the coding.
- The invoice lands as Flagged.
- The Accounts Payable team review the coding and the flags.
- You either correct the coding or accept it, then give Approval.
- The invoice progresses to Reconciled and is ready for export to your finance system.