Accounting teams spend hours and days each month coding each receipt and invoice. With Order.co's accounting code feature, you can add codes to invoices before they reach your finance team. Add codes to your business account and your team can apply codes at checkout. You can even map codes to locations, users, product categories, etc. to automate coding entirely! Accounting codes are required for Accounting Integrations.
Adding Accounting Codes to your Business Account
To add Codes, navigate to Company > Coding. Here you can create Code Categories. Each Code Category represents a segment of your accounting code sequence. Typical Code Categories include GL, Department, Project, etc. Position will determine where they are placed in the Accounting Code Sequence.
You can create an unlimited number of Code Categories and individual Codes. Each Code Category will have its own set of permissions to enforce compliance across all users. To create a new category, add a name and click Create.
Once created, click into the Code Category to add, edit, or delete codes under the Codes tab; set up defaults under the Settings tab; and manage permissions under the Permissions tab. To add a new code, add a Value and Code Description, then click Create. Both value and description will appear when selecting codes throughout your account.
The Settings tab allows you to change the Position of the code category in the coding string and rename the code category. You can also map codes to objects by associating this code category to a type of Object: User, Cost Center, Location, Product, Product Category. To learn more about mapping check out our mapping guide.
The Permissions tab manages how each User Role interacts with this code category. Required on checkout makes choosing a code from this category required before checking out or creating a virtual card. Edit Codes on Checkout and Order page allows users to choose or change codes for this category at checkout or on the Virtual Card form. Removing both of these permissions will hide the dropdown option for this code category for those users roles during checkout, on the order detail page, and on the Virtual card page. It is suggested that you complete mapping codes for a category before hiding it from users.
How to apply Accounting Codes
In the Cart, you can code all items or apply Codes line by line. Changing a code at the Cart level will override any defaults for that Code Category.
A Code Category will display "multiple" when different codes have been selected for that Code Category. Setting Codes for the whole Cart then switching to "line level" will apply those Codes to all items.
Once an order has been submitted, users with the relevant Permissions can continue to add and edit Codes on the Order Details Page.
For more information on roles and permissions see the related articles in the Help Center.