Word of Warning before we begin...
Whilst the below functionality is available for any User to play with in both the Intray and Approved tabs, unless you know what you are doing we'd suggest that you leave this well alone. If in doubt, talk to your manager or one of your invitbox Admins.
But let's begin...
From Panel 3 in the Intray and the Approved tab you are able to manage preferences for each row of data extracted from bills.
The first step is to change the view so you can see them all;
As shown in the image below, you'll need to click on the words 'View Details' for panel 3 to expand your view, as it will show you the GL Codes etc. You can also expand the view by dragging the panel divider to the left.
After you have expanded the view you will see something similar to the image below, showing your Tax Rates, GL Codes & other extras you use (they may be called Categories, Projects, Classes, Tracking, Tags and so on, depending on which software you're using). These extras are displayed against each row of data on the bill & if you click on one of them it will present to you a drop down list with other options you can select. This allows you to assign a different GL Code, Tax Code etc to each row if you wish. If you do not expand and select other options, your rows will be exported with the defaults you set.
If you want to change the whole column to the same code you dont have to click on every line, instead you just click the one at the very bottom and select the option you need them all to be, as this will change the whole column for you.
When do the defaults apply? When an invoice goes from the Unknowns Tab through to the InTray, or when they automap straight through to the InTray, this is when your defaults get applied. So if you have for example 10 invoices for the one supplier in the InTray & many have the same Product Codes, and you then apply default GL Codes to the lines on the one invoice and save it, you are not going to get those defaults applying to the other 9 invoices in the InTray. But if you were to send those invoices back to the Unknowns tab and reapply the map, then once they arrive in the InTray those same product codes are going to have those defaults applied.
Can a description remember a default GL Code? If you assign a GL Code to a line description in a 'Service' document type it is not going to be remembered. But you can assign a supplier a particular GL Code, then it would get applied to every line of that suppliers invoice next time.
However in some cases when you're certain that a description is always going to remain exactly the same every time & you need different GL Codes assigned to the different lines, then you can ask us if we can map that invoice as a Line Item type, using the description for the Product Code field. This will only work when that description is EXACTLY the same every time and it needs to be mapped with a line-item map. This is because defaults for GL Codes are based on our system recognising a product code and having been told previously what GL Code to apply when it sees that product code for that supplier. So if it does not have that exact product code remembered, it will not apply a GL Code.
If you un-tick the 'Taxed' box, the Tax Code will automatically change to your default 0% Tax Rate.
If you tick the 'Taxed' box, the Tax Code will automatically change to your default taxable Tax Rate.
You can manage your list of Tax Codes and the defaults via Admin > Tax Codes.
Please note that if your accountancy software import format does not rely on a tax-code, but rather a tax $ amount, there may not be an option to add different tax-codes via the Admin > Tax Codes, nor will there be a drop-down list presented to you.
Setting defaults on GL Codes/Tracking Categories/Tagging/Categories/Jobs/Classes etc;
Defaults can be set at Supplier level [via the Admin tab> Suppliers;edit], or down at product level [via Admin tab> Product List].
If there is a default GL Code set for the Supplier at the time the bill arrives into the Intray, all the rows of the bill will automatically be defaulted to that GL Code unless;
(a) you have previously assigned a GL Code (different to the Supplier default) to be the default against certain products, AND
(b) one of those products is included within the bill in question
In these cases the rows/products in question will have that product's default GL Code populated, but all other rows/products that have not had a default set will be blank. You will need to individually set a default GL Code against those other products from the drop down lists.
When you're in the InTray or Signed Off tab and it's the very first time you select a GL Code against a product code & click save, that will become the default for that product moving forward. If at another time you select a different code for that product from the InTray or Signed Off tab, that will not be the new default, it will only be used for that invoice. If you decide you want to change the default that's being used for that product, then you need to change it via the Admin Tab > Product List.
What you might see with the following software....
Xero - The name of your Tracking Categories - none, 1 or 2
Sassu - "Tags" - none or 1 (Please note Sassu only allows you to set a Tag an invoice level, not at individual line item level)
MYOB - "Project" - none or 1
Netsuite - "Categories" - none or 1
Reckon Account - "Classes" - none or 1
Adept - "Cost Centre" - none or 1
Other - "Cost Centre" - none or 1
It should be noted that until you click Save, none of your changes will be saved. You can click Reset at any time to bring you back to the status of the window prior to making changes.