By using document types and posting rules, you can significantly simplify your work and avoid careless mistakes. On document types, you can preset the posting and the VAT lines, which will then be filled in automatically on newly created documents as well.

You can find posting rules in Settings › Records › Accounting, or get there faster using the search in the top bar.

The posting rules for the individual modules are displayed. Each module has its own posting rules, so select the one you want to preset, for example Issued invoices.

Some posting rules are preset here. Click a rule and use the pencil icon at the end of the row to open its detail; you can see how it is set up and edit it as needed.

In the rule detail, enter the Name and the Abbreviation. Give them clear, unambiguous names so that you immediately know how the rule posts.

The VAT performance code field is used to fill in the VAT line on documents correctly. Select the type of transaction concerned.

In the Accounts section, you set the offsetting account: Account for receipt [CREDIT] (for issued invoices, the revenue account) and Account for issue [DEBIT]. The fields in the VAT accounts section are divided by rate, just as on documents.

If none of the preset rules suits you, create your own using the New button in the top right. To make the fields in the Accounts section available, you must first check, in the Visibility in modules section, the modules in which the posting rule should be offered. Only then can you set, for example, the revenue account for issued invoices.

Valid from and Valid to

These fields are useful when, for example, you used a rule until the end of 2021 but no longer want to use it in 2022. In that case, you will not be able to delete it, because it is already linked to existing documents. However, you can simply fill in the Valid to field with 2021, and the rule will no longer be offered in 2022. In the default form layout, both fields are hidden: you can display them via the gear icon in the header of the detail (Form settings) › Hidden › eye icon › Use. For more details, see form settings.

After setting up the posting rule, click the Save and close button.

For a posting rule to appear automatically on an invoice or another document, you need to assign it to a document type. You can find document types in Settings › Records › Documents › Document types, or via search. For more information, see the separate article on document types.

Select the relevant module, which in our case is Issued invoice types.

Again, you can use one of the preset document types or create your own using the New button. In our example, we use a custom type called MATERIÁL (Invoice – material).

In the document type detail, open the Accounting tab under More options and fill in the Customer's debit account, which in our case is account 311001.

In the Posting rule [CREDIT] field, select the posting rule you created above. It ensures that the revenue account is automatically posted to the Credit side, that VAT is posted to the 343 accounts, and that the VAT line on the specific invoice is filled in.

All that remains is to preset the VAT control statement line so that it is also filled in automatically, and you're all set.

When you now create a new invoice with this document type, Flexi will fill in the posting rule (and, based on it, the document description).

On the Accounting tab, you will then see that the debit and credit accounts, the VAT line, the control statement line, and the VAT accounts are all preset: