Spending hours, days, or weeks coding receipts and invoices for your accounting system? Order.co allows businesses to map their accounting codes to Locations, Cost Centers, Users, Product Categories or Products to automatically apply codes at time of order. Save time and enforce coding compliance across 100% of your spend.
Learn more about adding Accounting Codes
Mapping Codes
To start mapping codes, you must first associate a code category to Locations, Cost Centers, Users, Product Categories or Products. Most businesses assign Site codes to Locations, or GL/Chart of Accounts codes to Product Categories.
Open the Coding tab, under Company, to review your code categories. Each category can be mapped to an object type in your account.
Pick the Code Category you would like to start mapping, then open the Settings tab. Here you can map this category to an object type. You may map multiple code categories to the same object type. Once selected, the orange box will prompt you to start mapping (or indicate how many objects are not yet mapped).
Next, follow the link to the Object homepage (i.e. the Users page or Location page in Manage Organization). There you will find a new option for assigning Permitted Codes.
If you associate more than one Code Category to the same object type, choose which code category you are mapping, then the code from that category. Example: Pick Location as the category, then the New York Code. Click Add to save your selection.
Assigning only one code for a code category to an object means that the assigned code will automatically apply whenever a user chooses that Location or Cost Center at checkout, or orders from that Product Category.
If you need to remove the mapping, click Remove.
Permitted Codes and Default Codes
If your users should be prompted to choose from a few codes at checkout, you can build a list of permitted codes! This allows you to reduce the number of codes a user needs to choose from.
To create a permitted code list for an object, simply follow the instructions above to continue to add codes to that object.
In this example, when your user orders to this location, the dropdown for this code category will be blank at checkout and they will be prompted to choose from these three Location Codes.
If you would like to designate a code that should pre-fill the dropdown, check the Default box next to your preferred code.
If you designate a default code, and one of your users does not have permission to edit codes at checkout, the Default code will be applied automatically. This feature allows you to automate coding for most of your purchasing users, while allowing approvers or finance users to edit the codes later!