Supplier Posting Rules
The supplier specific posting rules are specified in supplier data, in the Posting Rules window that opens by pressing the Postings button.
The Order of Posting Rules
The order of the rules indicates their order of use (the first rule is attempted first, and only if the posting cannot be done on its basis, the next rule is attempted, etc.). The order of a supplier’s posting rules cannot be changed manually, but they come automatically in the order in which the application uses them.
Types of Posting Rules
- Default Posting: The posting rule that affects all invoices (electronic invoices, scanned invoices, and PDF invoices) is defined as the Default Posting. For electronic invoices, the default posting is done row by row. For scanned and PDF invoices, the total sum is assigned to accounts with the default posting.
- Free Invoice Text and Product Code: Electronic invoices can be posted row by row using the posting rules "Free-form Invoicing Text" and "Product code".
- "Free Invoice Text" refers to the FreeText and ArticleName fields on the Finvoice invoice row.
- "Product code" means the Finvoice invoice row field titled ArticleIdentifier.
The data on the invoice row of an electronic invoice must match the data defined in the posting rule's Value field. For example, for the Product Code rule, a mobile phone number can be entered in the Value field. In this case, those invoice rows in the electronic invoice are searched for that contain this mobile phone number in the ArticleIdentifier field. If this kind of an invoice row is found on the electronic invoice, the sum of this invoice row is posted according to this posting rule.
In the posting rules, the signs * and ?can be used in the Value field as wildcards (for example, 12* means all data that starting with 12, and 12? means all data that starts with 12 and the length of which is three characters). The program first searches for specific values on the electronic invoice and then for values that contain wildcards (for example, 1022 and not 10*). Also, the posting rules are automatically ordered so that the rules that search for a specific search term are on top of the list.
The tax code saved for the Free Invoice Text and Product Code type posting rules can also affect the automatic posting of electronic invoices. You can find more information below from The Entry Method of a Posting Rule section.
- Accounts Payable Posting and Foreign Accounts Payable Posting: The posting of counter-entries is defined with the Accounts Payable Posting (for domestic invoices) and Foreign Accounts Payable Posting functions. If no supplier specific assignment to debit accounts is defined in the posting rules, the debit account that is saved in the organization structure is used in the company data.
- Cash Discount Account: If a Cash Discount Account posting rule has to be specified in the posting rules of the invoice supplier and the purchase invoice is transferred to the Banking software, a separate row is created in Banking for posting of the payment from the cash discount, if the cash discount applies at the time of the transfer. The Cash Discount Account posting rule can also be defined for the organization structure at the company level. The rule defined for the supplier is primarily used.
The ledger account and posting dimensions that have been specified for the Cash Discount Account posting rule, are set as the ledger account and posting dimensions for the created discount export. Amounts of discounts on several possible expense rows are combined on one discount row. In addition to this, a common posting row is made for the portion of taxes on discounts in connection with the transfer to Basware Banking.
The posting rows for cash discounts appear after the payment feedback is obtained from Basware Banking for the invoice posting.
- VAT Account in Prebooking: When scanning invoices, it is possible to instruct the system to automatically read a form for a certain tax amount (instructed field titled "VAT Amount"). When during invoice saving the scanning recognizes the tax amount instructed on the basis of the invoice, it creates a tax posting row to invoice posting. The amount of this row equals the tax amount recognized from the invoice. The ledger account and posting dimensions are defined in the posting rules using the type VAT account in prebooking. When purchase invoice prebooking is enabled, the account of the VAT Account in Prebooking rule is used as the prebooking tax account on the supplier invoices. For this type, No Selection should be selected in the Entry Method column.
- Prebooking Expense Account: The posting rule is used at the prebooking expense account on supplier invoices. If no supplier specific prebooking expense account is defined in the posting rules, the prebooking expense account that is saved in the organization structure within the company data is used. For this type, No Selection should be selected in the Entry Method column.
- Prebooking Accounts Payable Account: The posting rule is used on supplier invoices as the prebooking accounts payable account. If no supplier specific prebooking accounts payable account is defined in the posting rules, the prebooking accounts payable account that is saved in the organization structure within the company data is used. For this type, No Selection should be selected in the Entry Method column.
- Matching tolerance account: The posting rule automates the posting of the difference between the purchase invoice and the matched amount. The monetary difference between the purchase invoice total and the posting rows is automatically posted based on this posting rule when the tolerance specified in Purchase Invoice Settings is not exceeded. If the tolerance is exceeded, no automatic posting takes place and the posting will remain pending for the amount of the difference.
The posting rule "Matching tolerance account" may only use a posting template. Furthermore, the posting template must be created in a specific way: The Calculation option for the posting template must be "100% of Remaining".
The Entry Method of a Posting Rule
When using the Electronic invoice default posting, Free invoice text, and Product code type posting rules, you can select either Expense row only, Expense row and tax row, Tax from the invoice row, or Expense row and tax row, Tax from the posting rule as the posting rule entry method.
- If the selection is Expense row only, no tax rows will be created for the posting.
- If the selection is Expense row and Tax row, tax from the Invoice row, both the cost entry and the tax entry are posted. The tax entry is done either based on the tax code as defined in the rule or, for example, based on the tax code as defined in the chart of accounts for the ledger account in the rule. Note: If the tax rate corresponding to the tax code entered for the posting rule does not match the tax rate on the invoice row of the electronic invoice, the posting rule will not be used in posting the invoice. For a posting rule to be used in automatic posting, the tax percentage on the invoice row must be the same as the tax percentage defined in the posting rules.
- If the selection is Expense row and Tax row, tax from the Invoice row, both the cost entry and the tax entry are posted. The tax entry is always based on the tax code entered for the posting rule, and the corresponding tax rate may differ from the tax rate on the invoice row of the electronic invoice. In other words, the rule will be used in posting even if its tax rate differs from the tax rate on the invoice row of the electronic invoice.
The rule entry method used for the scanned invoices' Default posting type rule has no effect. The No selection option is only available in VAT Account in Prebooking, Prebooking expense account and Prebooking liability account type posting rules.
Product Row Specific Automatic Posting
You can post the electronic invoice posting rows, that were created on the basis of the posting rules, by product row or you can connect those posting rows that have the same account number, posting dimension, tax code and description depending on the setting selected on the supplier's Settings tab. For more information, see Supplier Settings.
Inspection of Entry Rules
Postings that have been created based on posting rules are checked according to the entry rules that are defined in the chart of accounts (for more information, see Charts of Accounts). If the posting rows do not pass the entry rules inspection, the status of the posting is recorded as incomplete. The posting rules are stored for the invoice.