How to create a recording template?

Recording templates can be created from scratch or based on the existing and recorded supplier invoices. If you do not have any supplier invoices yet, you can create a template from scratch and it will be available for you to use when you receive a new supplier invoice.

Creating a Recording Template based on an existing invoice

1. Login to your Envoice account
2. Go to Purchase - Workspace or Purchase - Archive and open the recorded supplier invoice you want to use for the template
3. Click Record
4. You are now in the recording view. Find the button from the end of the invoice line called Create a recording template
   
5. A draft template will open with pre-filled data from the invoice
6. Insert the name for the template
7. If the next invoice from this supplier should be recorded automatically based on this template, select the Apply automatically checkbox
8. Click Save

Creating a Recording Template from scratch

1. Login to your Envoice account
2. Go to Settings - Purchases - Recording Templates and click Add new
3. Choose the Type:
   • General - can be applied for similar goods or services that are purchased from different suppliers, but they should be always recorded the same way. Like advertisement or office supplies.
     
   • Supplier based - templates are used for certain suppliers. A payment reference or contract no. can be defined on the template to be applied only if match with defined numbers if found on the supplier invoice.
4. Insert the name for the template
5. Select if the template should be either Invoice based or Line item based
   • Invoice Based template records a supplier invoice as a whole or the total amount should be divided proportionally between different accounts, projects, etc.
     
   • Line Item Based template the pre-defined keywords are searched from a supplier invoice and in case of a match, the corresponding cost allocation will be applied for recording. Line item based template can be used only if the supplier invoice is received in the form of e-invoice or when the line item extraction additional service is selected.
6. If the next invoice from this supplier should be recorded automatically based on this template, select the Apply automatically checkbox
7. Click Save