Default Coding Matrix

The Default Coding matrix allows you to assign default GL coding to specific vendors. This coding will be automatically applied to that vendor's invoices upon import into your DataServ solution.

This feature automatically applies coding to regular, repeating invoices, such as utilities, rent, subscriptions, memberships, copier leases, coffee suppliers, grass-cutting services, leases/debt payments, etc. This creates efficiency and reduces document touches.

Also, the default coding will update if any changes are made to the vendor after import, such as updating a ‘vendor not found’ or switching to the correct vendor.

For more information on Default Coding

To access the Default Coding Matrix, simply click on the Configuration tab on the Dashboard.

Then select "Matrix - Default Coding" from the left vertical menu:

To add a row to the matrix
- Click "Add Row"
- Click "Edit" to edit the row that was just added
- Fill in the fields
- Click "OK"
- Click "Submit" to save the changes

To delete a row from the matrix
- Click the checkbox next to the row(s) that should be deleted
- Click "Delete Row"
- Click "Submit" to save the changes

To edit a row in the matrix
- Click "Edit" on the row that needs to be edited
- Modify the fields that need to be changed
- Click "OK"
- Click "Submit" to save the changes

Vendor Update

If any updates are made to the vendor, such as updating a ‘vendor not found’ or switching to the correct vendor, the default coding will be updated per the following:

If the document had no prior coding, the default coding will automatically be applied.

Example:

Vendor 100405 is not listed on the Default Coding Matrix and, therefore, has no coding on this invoice

Updating the Vendor to 001036

The vendor is contained in the default coding matrix

The coding automatically updates based on what is listed on the matrix

If the document had prior coding
- is in a status
  - ‘New’
  - ‘Returned to Ap’
- has NOT previously been approved
- prior default coding values are different from current default coding values

Then, a pop-up will appear asking if the user would like to overwrite the coding with the current default values.

Example:

Vendor 001036 is listed on the Default Coding Matrix, and coding is listed on the invoice