Once a rule has been created, Cash Manager Focus searches for and recognises text in your invoice that matches a coding rule, and automatically codes it for you.
In an invoice coding rule you can combine text from multiple fields, as below:
- Other party
- Line description
TIP: Invoice coding rules work best in the Farmlands monthly statement feed, where the statement is automatically fed into your farm business.
Beth notices a large number of purchases for Hansen joiners on her Farmlands statement. Instead of coding each line individually, she can create a coding rule that will automatically code these items for her.
So that the correct code is allocated to the joiner purchases, she creates an invoice coding rule as follows, using two of the four available criteria.
- where the Other Party contains Farmlands Co-op and,
- where the Line description from the statement contains Hansen
Because Beth has created a rule with two criteria, only Hansen related purchases will be automatically coded to Repairs & Maintenance - Water Supply (RM - WS) on her Farmlands statement.
To create a rule
- Click on Settings from the main menu and then Codes.
- Click on Invoice coding rules.
- Select Add new rule.
Set the criteria and action
Set the first criteria as shown below (1). To add an additional criteria, click on Add Criteria.
Additional criteria will appear in the list as below (2).
Use the Action to determine whether:
- The full transaction amount is allocated to a category and extended code or,
- if it is split between multiple codes or,
- if there is a percentage split of the transaction amount i.e. a split between business GST and personal use.
Once you have created the coding rule, click Save.
The next time an invoice details information that is included in a coding rule, the invoice lines will be automatically coded for you.