Standard description invoice line

Standard description invoice line

For both the invoice header and the invoice line, you can automatically fill the 'description' field (also known as 'our payment reference' in the header). This saves manual effort during coding.

You can set a default description per administration and per relation. If you set this at the administration level, the description will be applied to all invoices added in that administration. If you specify a different value for a specific relation, it will take precedence over the value filled in the administration settings. This gives you the ability to easily implement automation for invoices from a large group of contacts, while also allowing deviations for specific contacts.



Setting Up Description

Administration
To set a default description at the administration level, go to Application Management > General > Administrations. Click on the administration for which you want to set a description. Under the 'Invoice Processing' section, you will find the fields:

  1. Apply default description (or our payment reference) to the invoice header
  2. Default description in the invoice header
  3. Apply description to the invoice line
  4. Invoice line description

For the fields where you can choose application, you can indicate whether you want the entered tags to be applied always or only when the field is not filled by default values or templates.



Relation
To set a default description per relation, go to Application Management > General > Relations. Under the 'Invoice Processing' section, you'll find the same fields as mentioned above:

  1. Apply default description (or our payment reference) to the invoice header
  2. Default description in the invoice header
  3. Apply description to the invoice line
  4. Invoice line description
By hovering over the mouse over the blue-explanation-icon you can find an instruction how the tags work. 



The tags you can use are listed beneath the fields:
  1. <period> The period is filled as MMYY based on the invoice date.
  2. <invoice_date> The invoice date.
  3. <cost_center> The name of the cost center, if automatically filled.
  4. <creditor_name> Name of the relation (creditor), if recognized when processing the invoice.
  5. <ledger> Name of the ledger account if filled from the XML invoice or Order.
  6. <free_field_1> The first free field used in Spend Cloud, such as Projects. If not used, this tag has no effect.
  7. <free_field_2> The second free field used in Spend Cloud. If not used, this tag has no effect.
  8. <free_field_3> The third free field used in Spend Cloud. If not used, this tag has no effect.
You can arrange the tags in the desired order for your organization. You can also choose to use or omit certain tags. Clicking on a tag beneath the field will automatically add it. Additionally, you can type text in this field (potentially combined with tags). As an example for relation Jumbo, you could enter the following default description:

<creditor_name> <period> Groceries. This results in: Jumbo 09-2020 Groceries

You can also use the 'Edit Multiple' button above the administration/relations overview. This allows you to set the same default for multiple administrations/relations simultaneously.

When is the description filled?

The description is only added when adding/processing an invoice. The default description takes precedence over templates and default values unless you've indicated in the administration settings that the field is only filled with the description if the field is empty. Refer to the section above on description setup per administration.

When a new invoice from the relation arrives and/or is applied to an administration, the description field in the invoice header and/or line is populated with the entered information/chosen tags. This could look like this:

The chosen tag:



The description in the invoice line for a new invoice from this relation:



If necessary, you can still adjust the default description during encoding.


The value entered in the invoice header in the 'Description' field (or 'our payment reference') is automatically filled in the invoice line.


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