When you are final coding invoices, you use the Final coding button. This is where you code the invoices using accounts payable accounts, input VAT accounts and purchase accounts. If you use preliminary coding of invoices, the preliminary accounts payable and expense accounts will be automatically coded. Under the Supplier invoice tab, you can open the coding window to final code supplier invoices by pressing F9.
The Coding window shows the coding used for the default predetermined accounts payable accounts, as well as the input VAT account. If the supplier in question is located within the EU trade are, the system will automatically code also the calculated input and output VAT as purchases within EU. Use Tab or Enter to add more rows for expense account coding, if needed. You can delete rows using the Delete row button. The Rest/Diff button will automatically balance or reconcile the coding. You use the Cancel button in the coding window to cancel without saving any changes in the coding window. The OK button is used to close the window when the coding has been completed. You can also use Enter on a new row to close the coding window.
When making entries to the accounts payable and preliminary accounts payable, the consecutive number of the supplier invoice can be shown in the Spec. field which simplifies the traceability between the accounts payable and the general ledger transactions. By checking the Spec. alternative of the accounts payable and preliminary accounts payable in the Chart of accounts, this option is activated.
In case the current invoice is an advance invoice, the standard account for suspended input VAT will be used. The suspended input VAT is coded when you pay the invoice. The use of suspended input VAT is configured with the setting Code suspended input VAT when registering advance invoices under the Payment plans heading under the Purchase tab in the Settings procedure.
The Coding window used during Final coding.
Under Status under the Supplier Invoice tab, you can then see that the invoice's status has changed to "Final coded". By using the Save button in the Window functions, the invoice is finally saved as final coded.
Management Accounting
The Order number column is shown in the coding window if the Management Accounting supplement is used.
The Order number column is only shown in the coding window for final coding, not in the coding window for pre-coding, preliminary coding, payments in/out etc.