Once an invoice is ready after extraction, you need to assign the contact, category and VAT codes to it. Those fields can't be blank if you need to publish the invoice to your accounting software.
Discover below how to allocate those categories manually and how to automate this next time.
Access
You can access the invoice to allocate the required codes and categories from the Inbox list, or from the invoice details window.
From the list
Go to the Sales or Purchases folder.
Go to the Inbox.
Fill in the fields directly from the list.
From the invoice details view
You can access the invoice details from different tabs in the Sales or Purchases folder:
Inbox > View
Activity > Processed Items > View (If Status = Inbox)
Activity > Uploaded Files > View details > View (If Status = Ready)
Compulsory fields
📎NOTE: If you don't fill in the codes and try to publish the invoice, you'll get the following error.
The required fields can differ depending on the region. For example, Tax codes aren’t necessary in the USA.
Make sure to fill in the following fields for each line item:
Supplier/customer Account
AutoEntry will automatically suggest a contact from your company contacts list.
If necessary, you can change the contact.
If a contact is missing, you can create it directly from the invoice.
Category
Select here the nominal account category as set up in your Categories List.
Tax / Vat Code
Select the relevant tax / VAT code as set up in your Codes list.
TPS / TVH (Canada)
VAT (UK)
📌TIP : If many codes or contacts are missing, make sure you check the Manage list and Company contacts sections.
If needed, you can add, synchronise or reactivate the codes or contacts. You need the Company Settings permission to access those sections.
Automation
To avoid having to fill in manually the codes every time you want to publish an invoice, you can apply defaults from your company settings.
Remember option
After you select or change a code manually, a Remember? option pops up. You can save that selection to apply automatically next time. It will save in the Supplier settings. However, the "Remember?" feature will only auto-apply saved tax codes when AutoEntry can recognize a tax amount or VAT rate in the invoice data. If no recognizable tax data is present, the code will not be applied automatically, and you will need to select it manually.
Defaults tax codes
To allow AutoEntry to fill the VAT code automatically, make sure to enable default vat Codes from the Accounting Settings. This will apply globally for all your invoices, unless you’ve specified a different setting for a specific supplier. (See below) Note that AutoEntry can only auto-apply default VAT codes if it can extract recognizable tax data from the invoice. If no such data is present, the VAT code will need to be selected manually.
Suppliers settings
You can set up specific codes and categories for your suppliers. Once set up, they’ll automatically populate when you select the contact. Auto-selection of tax codes is driven by supplier-specific rules and AutoEntry's internal coding logic. Clearing your browser cache will not affect this functionality. Additionally, once tax data becomes extractable from invoices for a given supplier, AutoEntry will auto-apply remembered tax codes for future invoices from that supplier.