Why Use Automated Posting rules?
Automated posting rules are designed to streamline and standardize how invoices, purchase orders, and other documents are processed.
Here’s what that means for you:
Fewer errors — the system picks the right values based on your business rules.
Save time — no need to repeat the same setup every time.
Scale easily — handle large volumes of transactions automatically.
Stay compliant — ensure postings follow company rules and government regulations.
Smart matching — the system always applies the most specific template available.
Understanding How Posting Templates Work
This diagram shows how posting templates are applied:
When a document is fed into the system, it checks for a posting rule, a specific match to the invoice vendor & line. Any posting rules found will be applied automatically.
If no applicable posting rule is found, the system checks if there is a posting template that can be applied to the document lines based on the accounting cost or vendor specified in the document
The system then checks if there are any Advanced Posting Templates that apply, based other line item properties and applies them to the relevant lines.
If no references are found, the process stops and the user must either enter the values or apply a posting template manually.
Tip: The more specific your template, the less manual work you’ll need to do later.
Creating Posting Templates
To create a posting template:
Go to Posting Templates in your system menu.
Select New Template.
Define the key fields:
Entity (e.g., Vendor, Customer, or Group)
Document Type (Invoice, Credit Memo, etc.)
Posting Accounts and Tax Codes
Dimensions or Cost Centers
Tip: Start simple. Create one general template first, then add specific ones later as needed.
Assigning a Posting Template
Once created, you can assign posting templates directly:
Open the relevant card (e.g., vendor or customer).
Go to the Posting Setup section.
Select your template from the dropdown list.
From now on, whenever you process documents, the system automatically applies your chosen template.
Tip: You can assign multiple templates if different document types are used.
Step 4: Test with a Sample Transaction
Testing ensures your posting template works as expected.
Create a sample invoice or document.
Post it as usual.
Check the results:
Were the correct accounts used?
Was the tax code applied?
Did the dimensions fill in automatically?
If anything is incorrect, adjust the template and test again.
Completion
Your posting templates are now set up. Going forward, every invoice or document will follow these rules automatically, saving you time and reducing errors.
Next step: Continue to Advanced Template Options (for example, handling special tax rules, exceptions, or multi-company setups).