Coding transactions explained : (Header, Cost, Percentage and Line Level) | Scribe

Coding transactions explained : (Header, Cost, Percentage and Line Level)

  • Addy S |
  • 10 steps |
  • 49 seconds
  • AcumelimitedAcumelimited
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Click on 'Inbound Invoices' from the top left of your screen, then head to the 'Received Queue' to view the list of PDF or eInvoices with auto-extracted line items.
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After opening the invoice, scroll down to find two options: "Header Level Coding" and "Line Level Coding."
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In the header level coding also known as the total/subtotal or summary level. You can enter coding against the invoice total, against the general ledger and other coding dimensions (e.g. cost centre, department etc.) you have enabled for your account.
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In Header level you are also able to split or allocate value across coding dimensions by amount or percentage. To do this, simply click 'Add.
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After clicking 'Add,' you can easily split the payment by allocating specific amounts to different cost locations, GL codes (COA) etc. Simply edit the amount fields to enter your desired allocations, and the percentage and tax amount fields will automatically adjust.
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Similarly, you have the option to split the payment by entering percentages. Then Acume calculates and distributes the rest of the amounts accordingly.
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When Header level coding is applied Acume uses the Invoice subtotal values as the primary value source.
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The coded lines are what Acume will export to your accounting system. In some cases you might want the header level in others you may want the invoice lines. These will show in your general ledger and form the reporting in your accounting system.
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If you choose 'Line Level Coding' Acume will use the extracted invoice lines to create corresponding lines for coding. You can accelerate the process by using 'Apply Coding to All Lines' to code the majority of line items together in a single step.
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The coded lines are what will be exported to your accounting software for reporting. You need to carefully consider if the header or line level coding is best for your business reporting for different transactions. Some accounting systems have a soft limit for the number of GL lines that can be processed in an accounting period and each exported GL line will count towards that total.
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After that's done, you have the option to adjust selected fields according to your needs. This step allows you to make changes to other fields as required.
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Click on Translate Coding to Header Level to consolidate all items coded to a specific GL code (COA) into a single line, and you can provide a new description as needed.
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Translate to header level will sum all lines based on the coding applied to each line.
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Click "Submit" or "Save" to finish the coding process.
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Use the "Add" functionality to split a payment or invoice amount to different categories based on predefined percentages or amounts.