How to Code Invoices - NextGen

This article relates to the Quadient AP NextGen UI, which is being released to our customers on a rolling basis. To learn more about the NextGen UI, please reach out to your Customer Success Manager.

After invoices are processed through the Document Inbox, they are available to code in either the New or In Progress tabs of the Invoice Module. Users with the Invoice Coder, Invoice Administrator, and System Administrator roles are able to code invoices. Click on the invoice to open the details view.

Depending on whether you use the Auto Capture, Smartcapture, or Line Item Capture features, some information may already be coded to the invoice. Depending on your setup, some items may be coded already by default or be marked as a required coding field. The following fields are common across all integrations:

• Header
  • Legal Entity - The company or accounting database receiving the invoice.
  • Owner - The user assigned to the invoice. You must be the owner to code the invoice.
  • Vendor - The company or individual issuing the invoice.
  • Vendor Account Number - The unique identifier for a vendor.
  • Document Type - Whether the document is an invoice or credit note.
  • Currency - The invoice's currency. This field is coded automatically based on the vendor's currency.
  • PO Number - The purchase order matched to the invoice.
  • Invoice Date - The date the vendor issued the invoice.
  • Due Date - The date by which the invoice needs to be paid.
  • Invoice Number - The unique string of numbers or letters that identifies the invoice.
  • Description - A brief description of the invoice.
  • External ID - An ID sent to Accounts Payable by Beanworks when an invoice successfully reaches your accounting system. This field is set automatically and cannot be edited.
  • Received Date - The date the invoice reached the New or In Progress tab. This field is set automatically and cannot be edited.
• Line items
  • Org Unit - The Legal Entity subsection that matches the department assigned to the invoice, e.g. Marketing, Operations. 
  • Description - A brief description of each line on the invoice.
  • Subtotal - The line total before additional charges such as tax or shipping are added.
  • Total - The final line sum, including all additional charges.

Check out the links below for additional tips for coding invoices:

• How to split invoice lines
• How to add lines to an invoice
• How to delete lines from an invoice
• How to delete an invoice
• How to change an invoice owner
• How do I add extra images to an invoice? 
• How do I delete images on an invoice?
• How do I view a Purchase Order matched to an invoice?