Correct line items and GL coding

What you'll do

Make sure every line on an invoice has the right amount and the right general ledger account before it reaches your ERP. This is the step that keeps bad coding out of your books.

Before you start

• Open the document you want to check from the Documents list.
• Go to the Matching tab.

Review the coding

1. Each line shows a suggested account as a chip. Read down the list and confirm the suggestions make sense for this vendor.
2. To see why a value was suggested, click the source label next to it, such as Bill history, Default, or PO, shown with how confident Fluxity is. When Fluxity has evidence for a GL suggestion on a line, an ⓘ icon beside it explains why it was suggested.
3. Once a value is set, a small chip beside it says how it was set. On a line it is short, such as Bill history or By hand; in Push Fields it is spelled out, such as Accepted · Bill history 95% or Entered by hand. Click the chip to see who set it, when, and the evidence behind it.
4. When a line has no good suggestion, pick the account yourself from the list.

Accept the ones you trust

To take one suggestion on a line, click the suggested account. The footer under a line with suggestions has Apply all to take every suggestion on that line, and Dismiss to turn them down. In Push Fields, each suggestion has its own Accept button and an × (Dismiss suggestion) beside it.

If several lines have confident suggestions, use the Accept GL button to apply them all at once. The button shows how many it will apply (for example, Accept 3 GL), and the note beside it says how many low-confidence lines are left for you to review one by one. Suggestions marked Needs a decision are never bulk-applied. When nothing is confident enough, the button does not appear.

The Push Fields section has its own button that works the same way for header fields like department or location.

Fix what's wrong

• Wrong account. Pick the correct GL or analytic account from the list on that line. You change an account by choosing another, not by clearing it.
• Wrong amount. Switch to the Extracted Data tab and click the pencil (Edit all fields). Correct the amount, tick Re-run matching after saving, and click Save Changes. Matching only runs again if that box is ticked.
• A classification you don't want. For fields like subsidiary, department, location, class, or customer, open the field in the Push Fields section and click Clear value. Clearing a suggested value also tells Fluxity you rejected it, so it stops offering it.

What happens next

When you confirm a match or correct a value, Fluxity remembers it for this vendor and gets the next invoice closer to right on its own. Your changes refresh the suggestions on the page, so the document reflects your latest edits, not an earlier guess.

If you get stuck

• The same wrong value keeps coming back? Ask your administrator to add a rule for this vendor. They can use Make a rule on the value's chip, or Create a rule from this document at the bottom of the page.
• Ready to send the invoice? See Process your first invoice.
• The Push to ERP button is blocked? See Why can't I push?.