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Configuring Supplier/Customer/Item Default Coding

Setting default coding values for your suppliers, customers, and items is a fundamental way to automate and standardise data entry in Zudello. By pre-defining common coding like General Ledger (GL) accounts, tax codes, or dimensions (departments, projects, etc.) at the relationship or item level, you significantly reduce manual effort and improve consistency when processing documents.

When a document is processed, Zudello can automatically apply these defaults based on the identified supplier/customer or the line items present.

Use Cases​

  • Supplier Defaults: Automatically assign a default expense GL code, tax code, or payment terms to all invoices from a specific supplier.
  • Customer Defaults: Automatically assign a default revenue GL code, sales tax code, or salesperson to all sales orders or invoices for a specific customer.
  • Item Defaults: Automatically assign a specific GL code (expense or revenue), tax code, unit of measure, or inventory asset account to specific product or service items whenever they appear on a document line.

Configuring Default Coding​

The configuration process typically happens within the master data records for suppliers, customers, or items.

Supplier/Customer Default Coding:​

  1. Navigate to Relationships: Go to the Relationships module and select either the Suppliers or Customers submodule.
  2. Select Record: Find and open the specific supplier or customer record you want to configure.
  3. Find Coding/Defaults Section: Look for a tab or section within the record labelled "Coding", "Defaults", "Financials", or similar.
  4. Enter Default Values: Locate the fields for which you want to set defaults (e.g., Default GL Code, Default Tax Code, Default Department). Select or enter the appropriate default value for this supplier/customer.
    • You might be able to set defaults for both header-level coding and potentially line-level coding if applicable.
  5. Save Changes: Save the supplier or customer record.

Item Default Coding:​

  1. Navigate to Items/Products: Go to the module where your item master data is managed (this might be Inventory, Products, Items, or within Settings).
  2. Select Item: Find and open the specific item record you want to configure.
  3. Find Coding/Defaults Section: Look for a tab or section related to "Coding", "Financial Defaults", "Purchasing Details", or "Sales Details".
  4. Enter Default Values: Locate the fields for default coding (e.g., Purchase GL Code, Sales GL Code, Default Tax Code, Unit of Measure). Enter the desired default values for this item.
  5. Save Changes: Save the item record.

How Defaults are Applied​

When Zudello processes a document:

  1. It identifies the supplier or customer.
  2. It identifies the line items.
  3. It checks for item-specific defaults first. If found, these are usually applied to the corresponding line.
  4. If no item-specific default is found for a particular field on a line, Zudello may then look for supplier/customer defaults and apply those.
  5. Header-level defaults from the supplier/customer record are applied to the corresponding header fields on the document.

Note: The exact hierarchy (item vs. supplier/customer default precedence) might be configurable.

Best practices​

  • Prioritise Item Defaults: For specific coding related to what was bought or sold, item defaults are generally more accurate than supplier/customer defaults.
  • Use Supplier/Customer Defaults for Overheads: Supplier/customer defaults are excellent for consistent overheads or when item-level detail isn't necessary (e.g., default expense account for utility bills).
  • Keep Master Data Updated: Ensure your default coding is reviewed and updated whenever your chart of accounts, tax rules, or organisational structure changes.
  • Combine with Other Rules: Default coding works alongside other automation like keyword rules. Defaults handle the standard cases, while other rules can manage exceptions. See How-To: Configure Keyword Coding Rules

Setting up default coding is a foundational step in leveraging Zudello's automation capabilities, leading to faster processing and more reliable data.

Need help?​

If you have trouble finding the default coding settings or understanding how they apply, contact your organisation administrator or Zudello support.