Vendor Templates¶
1. Posting templates and how they flow¶
Why Automated Posting Setups Are Useful¶
Automated posting setups are designed to streamline and standardize how financial or transactional data (like invoices or purchase orders) are processed in systems such as ERP or accounting platforms. Here's why they're beneficial:
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Accuracy: Reduces human error by ensuring correct account and tax codes are applied consistently.
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Efficiency: Saves time by automating repetitive and rule-based posting decisions.
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Scalability: Easily handles large volumes of transactions without requiring manual intervention.
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Compliance: Helps maintain compliance with internal policies and external regulations by enforcing consistent logic.
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Prioritization Logic: Applies the most specific and relevant configuration automatically, reducing the need for user input.
This diagram illustrates the priority-based workflow for how posting setups are applied to inbound documents (e.g., supplier invoices, POs, etc.):
¶
1. Document Received¶
A document (e.g., invoice) enters the system and requires accounting/posting details to be assigned.
2. Check for Line-Level Posting Setup¶
Priority 1: The system first checks if there's a specific posting setup for the individual line item.
If it exists → Assign values from this setup → Done.
If it does not exist → Move to next level.
3. Check for Vendor Template¶
Looks for a general vendor template that applies to the whole document.
If it exists → Proceed to check if an Advanced Vendor Posting Template is applicable.
If it does not exist → Go directly to Vendor Template setup (lowest priority).
4. Check for Advanced Vendor Posting Templates¶
Priority 2: If an Advanced Vendor Posting Template exists and applies to the line(s), it is used.
If it exists → Apply the advanced template.
If it does not exist → Skip to next step.
5. Apply Vendor Template¶
Priority 3: If neither line-level setup nor advanced vendor templates exist, the system defaults to the Vendor Template.
Apply the values from this template.
This structured approach ensures that the most specific and relevant posting rules are applied first, falling back to more general templates if needed. This prioritization reduces errors, improves processing speed, and aligns financial entries with organizational rules — all with minimal manual intervention.
2. Vendor templates and how to use them¶
On the page Inbound e-documents posting template is selected and it is applied to the document.
Vendors can have a default posting template and posting template can also be connected to accounting cost from the document.
3. Select existing posting template¶
In the dropdown menu it is possible to select an existing posting template or create a new one.
4. Creating a posting template¶
General Section¶
| Field | Description |
|---|---|
| Code | Unique identifier for the vendor posting template. Required field. |
| Description | Free-text description to describe the purpose or context of the template. This field in inherited by the lines |
| Receive E-Document To | Defines the type of purchase document is created (Purchase invoice or Purchase Order) |
| Type | Specifies the default type to be applied to lines (G/L Account, Item, Resource) |
| No. | The No. for the selected type. |
| Automatically Process Invoice | Toggle to enable automatic invoice processing without manual intervention. |
| Map Values Instead of the Posting Setup | If turned on, the system maps values from the document directly instead of following the default posting setup. |
| Overwrite Line Values | When enabled, any values set in this template will overwrite values already present on the document lines. Useful for enforcing consistency. This will overwrite line posting setup if they exists and have been applied to the line |
Dimensions Section¶
| Field | Description |
|---|---|
| Purchaser Code | This is the value for Dimension 1. Dimension name may different. |
| Salesperson Code | This is the value for Dimension 2. Dimension name may different. |
Approvals Section¶
| Field | Description |
|---|---|
| Approval User Group | Group of users who are authorized to approve transactions created using this template. |
| Approval User | A specific user responsible for approval. |
| Require Four Eyes | Toggle to enable "Four Eyes Principle" — requires at least two separate people to review/approve the transaction. |
| Four Eyes Approval User Group | Additional group of users allowed for the second level of approval when Four Eyes is enabled. |
| Four Eyes Approver | Specific user for the second approval step under Four Eyes control. |
| Four Eyes Limit (LCY) | The limit (in local currency) above which the Four Eyes rule must be enforced. If the invoice is below this limit, only one approval may be sufficient. |
Automatic Approvals and Posting Section¶
| Field | Description |
|---|---|
| Automatic Approval and Posting of Invoices | Enables full automation — if toggled on, the system will both approve and post the invoice based on template logic without human interaction. |
| Allowed Variance from Last Invoice | Defines a tolerance value or percentage for invoice amounts. If the difference from the last invoice is within this range, auto-processing may still proceed. Helps handle minor fluctuations automatically. |
5. Vendor template reference¶
Vendor Template References Section¶
| Field | Description |
|---|---|
| Reference Name | This is the name or label of the field in the document being referenced or used in the mapping. Examples include: |
| Key | Some references can appear multiple times so specifying a key is need for those references |
| Value to replace | This is the fields the value from the reference should be applied to. |
6. Advanced posting template¶
Advanced posting template section¶
| Field | Description |
|---|---|
| Description | Description of the advanced posting template |
| Type | The type which the line will be posted as. |
| No. | The No. for the type |
| Purchaser Code | Dimension value 1, Dimension Name might differ |
| Salesperson Code | Dimension value 2, Dimension Name might differ |
| Approval user | Which user/usergroup should approve those lines. |
7. Advanced posting template¶
General Section¶
| Field | Description |
|---|---|
| Description | The name or description of the advanced vendor posting template. For example, "VAT 11%" represents a template used for handling VAT transactions with an 11% tax rate. |
| Type | The type of transaction this template is related to. Here, it is set to G/L Account, meaning that it is associated with General Ledger postings. |
| No. | The account number associated with this template. In the image, the account number 8320 is linked to this template, representing a specific G/L account with VAT% as 11% |
| Project No. | The project number tied to this template, if applicable. This would typically be used for tracking transactions related to specific projects or cost centers. |
| Project Task No. | The task number associated with the project. This field is used when you want to associate the posting with specific tasks within a project. |
Dimensions Section¶
| Field | Description |
|---|---|
| Purchaser Code | The code of the Dimension 1 linked to this template. It helps associate transactions with a specific dimension for reporting or approval purposes. |
| Salesperson Code | The code of the Dimension 2 associated with this template. It helps associate transactions with a specific dimension for reporting or approval purposes. |
Approvals Section¶
| Field | Description |
|---|---|
| Approval User | The user responsible for approving transactions using this template. In the image, HAKON is the designated approval user. |
| Approval User Group | The group of users who are authorized to approve the transactions created with this template. This field is empty in the image, indicating that approval is assigned to a specific user rather than a group. |
Advanced Item Properties for Line Section¶
| Field | Description |
|---|---|
| Reference Name | The name of the property that is being referenced in the line. In the image, it is Line VAT Percentage, referring to the percentage of VAT applied on the line. |
| Key | The key or condition used for matching or referencing the property. This is used when lines can have multiple elements of the same property like Additional item properties. |
| Operand | Defines the operand used in the condition. In the image, the operator is Equal to, meaning the condition checks if the VAT percentage is equal to the specified value. |
| Contains | This field is a checkbox that would be used to check if the value contains certain characters or numbers. In this case, it is unchecked. This is useful for references that can contain a certain value along inside a longer text. |
| Value | The value that the condition checks for. In the image, the value is set to 11, meaning the template applies to line items with a VAT percentage of 11%. |