Bill coding

"Bill coding" refers to expense accounts and to custom fields that have been assigned a category of "Coding".

• Expense accountThe general ledger (GL) account that is debited for the payment amount: Assigned at the header level (when lines are not used) or line level (per individual bill and PO line) - TipaltiAIArtificial Intelligence recommends coding for GLA general ledger (GL) is used for recording transactions related to business assets, liabilities, equity, revenue and expenses. accounts.
• Custom fields of category "Coding": When creating custom fields for a "Bill/ Bill line" or "Bill/ Bill line + Purchase orderA purchase order (PO) is a legally binding contract established between you and your supplier that outlines types, quantities, and agreed upon prices for products or services/ Purchase order line" entityAn entity can be a subsidiary, division, business unit, brand, etc. of your organization. Entities can have similar or different AP processes and workflows., you can assign a category of "Coding" to fields of type "List" so that these fields can be edited by bill approvers directly in the approval email or in the Tipalti Hub.
  The following are examples of "List" type custom fields that you may want to assign to the "Coding" category:
  • Department
  • Location
  • Job code, etc.

  Bill approvers are required to complete "Coding" fields of type "List".

  For information on how to create custom fields, refer to Manage custom fields.

Auto-coding

Bill custom fields and expense accounts

After AI Smart ScanAI Smart Scan is a tool that reads scanned invoice images or PDFs and extracts the details, which are used to populate the fields on a bill./ MSManaged Services, AI auto-codes all bill custom fields and expense accounts based on smart logic.

If bills are backed by POs, AI also auto-codes the bill after PO matchingThe process of matching goods and services from purchase orders to invoices (2-way matching), and receipts (3-way matching) by extracting the relevant data from the PO. These data include expense accounts and custom fields defined as "List" (Value type) and "Bill/ Bill line" or "Bill/ Bill line + Purchase order/ Purchase order line" (Entity).

Custom fields with an Entity of only "Bill" or "Bill line" are not auto-coded from the purchase order after matching because the Entity was defined for bills only, not POs. If needed, you can edit these custom fields so that the Entity applies to both bills and POs.

International tax on bills

Tax codes for international tax (VAT, GST, etc.) are automatically populated at the bill and bill line level, based on previous bills of the payee. When the tax codeA code for the type of tax applied to a bill line (e.g., VAT-UK) is auto-coded, a "Coding updated" label displays on the bill.

International tax is currently not supported for our Intacct integration.