Introduction:

Templating is a crucial aspect of the accounting process that ensures accurate and efficient document processing. However, it can sometimes pose challenges when capturing and configuring templates for various suppliers. To streamline the templating process and improve accuracy, it is essential to follow a set of best practices. This article provides a comprehensive guide to templating tips, covering everything from selecting identify options to handling table selections and addressing common errors and warnings. By implementing these best practices, you can enhance the effectiveness of your templating process and achieve better outcomes in document management and automation.

 

Check the system's interpretation:

After making each selection on a template, review the right-hand side of the page to ensure the system accurately captures the information.

 

Draw tight identify selections:

When drawing the supplier identify selection, make sure to tightly enclose the relevant information and avoid unnecessary white space.

 

Unique identifiers for similar suppliers:

If you have multiple suppliers with similar names and formats that do not have their own logo, use a unique word from their name in the supplier identify selection to prevent matching documents to incorrect supplier accounts.

For example, the below suppliers share the same logo image (or have no logo).

• ACME Products Ireland – Use Ireland as the unique identifier.
• ACME Products UK – Use UK as the unique identifier.

Account number selection:

You can also use an account number as the supplier identify selection, be sure to capture only the unique digits specific to that account number.

• ACME Products Ireland Account No: 12345678 – Use 5678 as the unique identifier.
• ACME Products UK Account No: 12349876  – Use 9876 as the unique identifier.

 

Verify the document type:

Before creating the template, double-check that the system has correctly identified the document type (e.g., Invoice, Credit Note, Statement).

 

Check the location of document type selection:

After creating the template, ensure that the document type identify selection is in the correct location. The system automatically selects this if it identifies the document type beforehand.

 

Floating vs. non-floating selections:

Understand the difference between floating and non-floating selections.

Floating selections include key information and can adapt to future documents.

Non-floating selections remain fixed.

If the template is having an issue with either selection type, change the selection to the other type to try and fix this issue. 

 

Consider date format variations:

Pay attention to the date format used by the supplier. Use non-floating selections for dates with spaces or when the date appears below the key.

 

Capture table selections accurately:

Extend table selections down to just above the top of the totals section to avoid missing table lines on future documents.

 

Establish table selection height and width:

The first table selection determines the height for subsequent selections.

The width of each column selection is determined by subsequent table selections.

 

Handle moving totals:

If the supplier's totals shift depending on the number of table lines, capture all total selections as floating selections.

 

Troubleshoot right-to-down selection issues:

If a selection to the right is read as down, extend the selection as far as the data you wish to capture and review the results on the right-hand side.

Review supplier rules before finishing:

When completing a template, ensure all supplier rules are accurate before finalizing the template.

 

Understand errors and warnings:

Differentiate between errors and warnings.

Errors, shown in red, prevent template completion and must be resolved.

Warnings, displayed in yellow, allow you to proceed but indicate potential issues that should be addressed before finalizing the template.

 

Document is missing data for a required template field:

If your document is missing a piece of data and the field is required to finish the template, just capture a blank area of the document for this field and manually add the data to the document when the document goes into alerts after finishing the template.