Via the purchase link, it is now possible to have imported purchase entries automatically linked to services. This is especially useful if you always book certain costs to specific default services, so you don’t have to separately link the service under Project purchase.
When the Exact or Twinfield purchase link is installed, it is possible to have purchase entries automatically linked to services. However, a number of things need to be considered, and changes may need to be made first in Exact or Twinfield.
Basics
To use this functionality, you must first enable the ‘automatically link services’ checkbox. You can do this in Simplicate under settings > add-ons, links and integrations > Exact Online or Twinfield.
In addition, it is important that all cost types are linked to a unique general ledger account. Automatically linking purchase entries to a (preferred) service will not work when multiple cost types are linked to the same general ledger account.
When the ‘automatically link services’ checkbox is enabled, ‘preferred services’ also become available per cost type. A preferred service is the default service to which the purchase is linked if a cost type occurs on multiple services within a project.
Automatisch koppelen van inkoop aan diensten kan op twee verschillende manieren gebeuren:
Option 1: Automatically link to a service if a cost type occurs only once within the project
Cost type + general ledger account combination is unique
The cost type occurs only once within the project
The purchase is automatically linked to the service on which the cost type occurs
Option 2: Automatically link to a service if a cost type occurs multiple times within the project
Cost type + general ledger account combination is unique
The cost type occurs on multiple services within the project
Use the preferred service to indicate the type of service to which you want this purchase to be booked
The default service you have set as the preferred service occurs only once within the project
The purchase is automatically linked to the preferred service.
Project level
Within a project, it is possible to create multiple services based on the same default service. For automatic linking to succeed, it is important that the cost type + general ledger account combination is unique. Next, you must ensure that when two services based on the same default service + same cost type are created within the project, the purchase cannot be automatically linked to a service because there are two services that meet the conditions.
Project purchase
When a purchase entry can be automatically linked to a service, it will also immediately appear under ‘Processed’ in the Project purchase tab. In addition, costs for a time and expenses service will always be charged through unless you uncheck the ‘charge through’ box under the purchase entry.