Auto Coding Suggestion Setup

Go to: ExFlow Setup - Overview --> Auto Coding Suggestion Setup or search on ExFlow Auto Coding Suggestion Setup

This function provides automatic coding suggestions in the Import Journal based on previously posted documents. It works for both invoices and credit memos. It is especially useful for companies with historical posting data in Business Central that are new to ExFlow.

Auto Coding Suggestion can suggest coding when no other suggestion type has been applied, for example ExFlow Purchase Code or Predefined G/L Account. Suggestions are continuously updated after documents are posted, so future suggestions become more accurate over time.

Please note: This function supports G/L Account lines only, not other line types.

The steps for having a proper Auto Coding Suggestion are:

1. Have posted document history
   
2. Create Coding Set IDs
   
3. Create suggestions
   

Or, let ExFlow handle Auto Coding Suggestion via Periodic Activities, where the steps would be to run the reports to:

• Create coding set IDs
  
• Create auto coding suggestions
  

Setup

Add a New Auto Coding Suggestion

To start with Auto Coding Suggestions, one or more Source Type values must be added. You can use Vendor, Gen. Bus. Posting Group, Vendor Posting Group, or All.

Adding a Source Type also creates a Setup ID. After adding Source Type, click ''Create Suggestion''.

Open ''Suggestions'' to view the newly created suggestions.

Auto Coding Suggestion Setup ribbon
New:	Add a new Coding Suggestion
Edit List:	Edit the Coding Suggestion Setup list
Delete:	Delete a Coding Suggestion
Create Suggestion:	This button goes through the setup and adds Suggestions to Suggestion ID
Suggestions:	This shows the created Suggestion ID for the selected Setup
Delete Suggestions:	This deletes the Suggestion ID's
Coding Document History:	Opens the ExFlow Auto Coding Suggestion Document History page
Group Documents By:	Opens ExFlow Auto Coding Suggestion Grouping List
Apply Fields:	Opens Auto Coding Suggestion Transfer Fields Setup

Advanced Setup

Enable the ''Show Advanced Setup'' in the Auto Coding Suggestion Setup page, to get the full page overview, if there is a need to add a more advanced setup.

Auto Coding Suggestion Setup --> New/Edit List
Setup ID:	Specifies the ID of the coding suggestion setup.
Source Type:	Gen. Bus. Posting Group, Vendor Posting Group, Vendor, or All. This will define the grouping of Suggestions created by ExFlow
Source No:	This will define what No. from the specific "Source Type" in which this setup should be used. If Source No. is left empty for Source Type Vendor, grouping is made per Vendor for all Vendors. By creating a setup ID as "Source Type" Vendor and "Source No." blank it will create coding suggestions from every vendor, where the suggestions always will be filtered on vendor
Description:	Descriptive text. (100 characters max.)
Days Multiplier:	This defines how severely the number of days since last invoice for that setup will affect the priority for suggested coding to be used. The larger the number, the greater the multiplier. Multiplier should be a negative value. E.g. -10 has a greater influence than -1
Occurrence Multiplier:	This defines how severely the number of invoices in the suggestion ID within this setup will affect the priority for suggested coding to be used. The larger the number, the greater the multiplier. Multiplier should be a negative value. E.g. -10 has a greater influence than -1
Amount Range %:	This defines the percentage (plus/minus) of the amount to be applied for the Suggestion ID a specific coding for a document will be saved in
Minimum No. of Documents for Validity of Suggestion:	The minimum number of documents that needs to be added to the Suggestion Setup ID for a suggestion from that Suggestion ID to be chosen automatically
Group per Currency:	This defines if the grouping should be done with currency. This field is hidden per default, add this field through page personalization, if needed.
Group per Reference:	This defines if the grouping should be done specified with ExFlow Reference Codes. This field is hidden per default, add this field through page personalization, if needed.

Enabling Auto Coding Suggestion

Go to: ExFlow Setup --> Auto Coding Suggestion

Activate this function in ExFlow Setup by enabling it for all vendors or selected vendors.

When activating "Selected Vendors", it is required to also enable "Suggest Auto Coding for Imported Document" for the vendors, in the ExFlow Vendor Setup card that should have this function enabled.

Auto Coding Suggestion
Grouping of Documents in Suggestion Lines with Amount:	Specifies how the documents will be grouped based on the amount of the document. Following options can be set: ''Closer To Average Value, Closer To Lower Value and Closer To Higher Value''.
Auto Coding Suggestion Decision Based on the Amount:	Specifies how the suggestion line will be chosen based on the amount of the document. Following options can be set: ''Closer To Average Value, Closer To Lower Value and Closer To Higher Value''.
Suggest Auto Coding for Imported Document:	Specifies how the automatic coding suggestion will be used. Following options can be set: ''Never, Always and Selected Vendors''.
Calculate Auto Suggestions From Date:	Specifies the starting date of the document to be used in the auto coding suggestions.
Suggest Auto Coding Amount from Coding Set ID:	Specifies if the amounts will be automatically suggested in the created lines from the Coding Set ID. Following options can be set: ''Never, Always and Selected Vendors''

Periodic Activities

Go to: ExFlow Periodic Activities

To apply Auto Coding Suggestion, run both functions: ExFlow Coding Set IDs for Auto Coding Suggestions and ExFlow Creating Auto Coding Suggestions.

First time use of Auto Coding suggestion will need both of these jobs (Report 12013594 and 12013593) to be run at least once. Following that, recurrence can be adjusted in the corresponding Job Queue Entries.

Report 12013594 will update the grouping of Coding Set ID on the ExFlow Auto Coding Suggestion Lines. Then Report 12013593 (ExFlow Coding Suggestion Setup - Update – Project) can be used to update ''ExFlow Auto Coding Suggestion Setup''. Recommended to use both reports once per day, after office time.

Workflow

Import Journal

Create Lines with Automatic Suggestion

Go to: ExFlow Import Journals

Edit the journal list, and enable Create Lines with Automatic Suggestion to activate this function for a specific Import Journal to have a dedicated journal for Auto Coding Suggestions.

Suggest Auto Coding for Imported Document

Manually from Import Journal

Auto Coding Suggestion - Manual Choice

Go to: Import Journal --> Home --> Auto Coding Suggestion - Manual Choice

Opens the Auto Coding Suggestion list related to the selected document.

Manual Choice gives the option to navigate through different Coding Set IDs and manually choose a coding suggestion.

This page shows the best coding match for the selected invoice. In the right-hand corner, it is possible to see the coding from the selected Coding Suggestion Lines for that specific Setup ID.

Auto Coding Suggestion - Manual Choice
Apply Coding Set ID	This will apply the coding seen in the right-hand corner to the invoice.
Show Document Lines	Will open up ExFlow Coding Suggestion Document page.
Show All	This will show all the Setup ID's for the possibility to manually choose a suggested coding for i.e. another vendor.
Show Initial Suggestion	This will go back to the initial suggestion shown from when the page first opened.

ExFlow Coding Suggestion Document

On this page the coding is shown in more detail. It is also possible to compare the Suggested Lines to the Current lines on the invoice.

Auto Coding Suggestion - Automatic
Apply Suggested Coding	This applies the suggested coding to the invoice.
Suggest Latest Coding	This applies the coding from the last posted document from that vendor.
Suggest Preselected Coding	This suggests the coding which originated as the selection on the previous window.
Suggest Automatic Coding	This will suggest the automatic coding based on the Auto Suggestion Setup.

Auto Coding Suggestion - Automatic

Go to: Import Journal --> Home --> Auto Coding Suggestion - Automatic

Applies line coding chosen by the suggestion algorithm.

This applies coding based on invoice information and your Auto Coding Setup.

Examples

Below are practical examples that show the full flow from setup to outcome.

Example 1: First-time setup for all vendors (end-to-end)

Use this when you want Auto Coding Suggestions for all imported invoices and credit memos.

1. Confirm that you have posted history in Business Central.
2. Go to ExFlow Setup - Overview --> Auto Coding Suggestion Setup.
3. Create a setup line with:
   • Source Type = Vendor
   • Source No. = blank (so all vendors are included)
   • Optional tuning: set Amount Range %, Days Multiplier, Occurrence Multiplier.
4. Click Create Suggestion.
5. Open Suggestions to verify that suggestion lines were created.
6. Go to ExFlow Setup --> Auto Coding Suggestion and set:
   • Suggest Auto Coding for Imported Document = Always
   • Optional: Suggest Auto Coding Amount from Coding Set ID = Always
7. Go to ExFlow Periodic Activities and run:
   • ExFlow Coding Set IDs for Auto Coding Suggestions
   • ExFlow Creating Auto Coding Suggestions
8. Import a new invoice in ExFlow Import Journal.
9. Use Auto Coding Suggestion - Automatic.

Result:

• ExFlow applies suggested G/L coding automatically when no Purchase Code or Predefined G/L Account overrides it.
• After posting, the new document contributes to future suggestions.

Example 2: Selected vendors only (end-to-end)

Use this when you only want Auto Coding for specific suppliers.

1. In ExFlow Setup --> Auto Coding Suggestion, set Suggest Auto Coding for Imported Document = Selected Vendors.
2. Open each relevant vendor in ExFlow Vendor Setup.
3. Enable Suggest Auto Coding for Imported Document for those vendors.
4. In Auto Coding Suggestion Setup, create one setup with Source Type = Vendor and Source No. blank, or create dedicated setup rows per vendor.
5. Run Create Suggestion and verify under Suggestions.
6. Run both periodic activity reports once (or schedule them daily).
7. Import invoices for one enabled vendor and one non-enabled vendor.

Result:

• Enabled vendor: Auto Coding Suggestion is available and can be applied automatically or manually.
• Non-enabled vendor: No Auto Coding Suggestion is applied.

Example 3: Manual review before applying coding (end-to-end)

Use this when you want control and review before applying suggestions.

1. Open a document in ExFlow Import Journal.
2. Select Auto Coding Suggestion - Manual Choice.
3. Review the proposed Coding Set ID and compare suggested lines.
4. If needed, click Show All and test another setup suggestion.
5. Open Show Document Lines to compare current and suggested lines in detail.
6. Click Apply Coding Set ID (or Apply Suggested Coding in the detail page).
7. Validate, approve, and post.

Result:

• You keep full control over the chosen coding while still using historical recommendations.
• The posted document is added to history and improves later suggestions.

Example 4: Why no suggestion is applied

If no suggestion appears, check in this order:

1. A Purchase Code or Predefined G/L Account already populated the lines.
2. Auto Coding is disabled globally or disabled for the vendor (when using Selected Vendors).
3. Suggestion data has not been generated yet (run both periodic activity reports).
4. There are not enough historical documents for the setup.
5. Document lines are not G/L Account lines (Auto Coding Suggestion only supports G/L Account lines).