Default Coding

The Default Coding in your DataServ solution is a powerful tool. It automatically assigns specific GL coding to particular vendors upon import, enhancing efficiency and reducing document touches, thereby streamlining your workflow.

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.

At the time of import, the gl coding is applied to a vendor invoice based on information in the Default Coding Matrix. For more info Default Coding Matrix

Upon opening the invoice, the gl coding will automatically be filled in.

The approver simply needs to review and approve the invoice.

Example:

Vendor 001036 is set up in the default coding matrix

New Vendor invoice automatically contains that gl coding

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:

No Prior Coding

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

Prior Coding

If the document had prior coding

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