1. Purpose of the setting
For XML invoices without a linked purchase order (cost invoices), the invoice lines are not imported by default. With the setting Import lines from XML as coding lines, all lines from the XML file are placed on the cost invoice as coding lines. Manually entering all cost lines is therefore no longer necessary, which speeds up invoice processing and reduces error-prone activities.
The setting can be managed at two levels:
- for the entire company, via Company settings;
- per supplier, via Supplier settings. The supplier-specific setting takes precedence over the company setting.
More information about processing XML invoices can be found in the article Electronic invoices (XML).
The setting is disabled by default. As long as the setting has not been activated, the current method of importing XML invoices remains unchanged.
2. Access and permissions
The following permissions are required to change the setting:
- Company settings:
company_configurations:can_edit_companyconfigurations - Supplier settings:
vendorsettings:can_edit_vendorsettings
3. Activating the setting
3.1 For the entire company
Navigation: Company settings > Details, AP Automation tab
Under the field Import lines from XML as coding lines, select the Cost invoices option. Then save the change using Save.
3.2 Per supplier
Navigation: Supplier settings > Details, AP Automation tab
Under the field Import lines from XML as coding lines, two options are available: Use company setting and Cost invoices. The combinations work as follows:
| Supplier setting | Result |
|---|---|
| Use company setting is selected | The company setting determines whether the lines are imported. In this case, the Cost invoices option cannot be changed. |
| Use company setting is not selected and Cost invoices is selected | The lines are always imported as coding lines for this supplier. |
| Use company setting is not selected and Cost invoices is not selected | The lines are not imported for this supplier, even when the company setting has been activated. |
After selecting the desired combination, save the change using Save.
The supplier-specific setting is also available via the Excel export of supplier settings, the supplier settings API and the DTS import of supplier settings.
4. Behaviour when importing an XML invoice
When the setting applies to the supplier and no purchase order is linked to the invoice, the following applies:
- All lines from the XML file are placed on the cost invoice as coding lines.
- The lines are assigned in the same way as purchase order lines, but at coding-line level.
- When one coding template is available, it is applied automatically and automatic coding is started.
When a purchase order is linked to the invoice, the existing procedure remains in effect.
5. Summary
- With the setting Import lines from XML as coding lines, all lines from XML cost invoices without a purchase order are imported as coding lines.
- The setting is disabled by default and can be managed per company and per supplier.
- The supplier-specific setting takes precedence over the company setting.
- When one coding template is available, automatic coding is applied.