In Basecone, this new functionality allows you to automatically post invoices into the connected accounting system. The automatic posting is based on preset conditions in Basecone, the automation rules. This article describes how to set up and enable automatic posting.

Please be aware that this functionality is only available for companies using the following accounting systems: Twinfield (Dutch license), Exact Online (Dutch license), Boekhoudgemak & Multivers, AccountViewVisma en Snelstart.

📌 Note: If you work with bouw7, Newbase, SalesManager and/or Planergy between Basecone and the accounting system, automatic booking will not work in combination with these accounting systems. Automatic booking only works directly between Basecone and the accounting system.

Automatic posting can be set up per accounting system. Within the administration, you can set for each customer/supplier whether the invoices should be posted automatically. This can be done by creating automation conditions. If no automation conditions are created for a customer/supplier, the invoice will not be posted automatically.

After 'tagging' a document, it will be checked if all required fields on the invoice are recognized, and if regular posting rules are set. If so, the invoice will get a green status in the validation overview.
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It is now possible to create
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For these invoices, it will be checked if automation conditions are present and if the invoice falls within the set conditions of that posting rule. If so, the invoice will be posted and disappears from the validation overview.

Should it fail to post an invoice, the invoice will remain in the validation overview so that it can be posted from the validation overview. The posted invoices can be found in the archive by filtering on the user that is set as automation user.

Only users with the role Superuser can create the settings to automatically post. Log in with this user to continue or create a user with this role, or add a role to your existing user.

In order to perform automatic posting, it is necessary to assign a Basecone user that will be used to perform the posting. To do this, create a new user. It is recommended to give the user a recognizable name so it is clear that this is a user used for automatic posting, for example "Automatic user".

To create a new user go to Settings > Users > Add User(s) or you can read this article. In order to post, it is necessary for this user to have the role Accountant.

This user needs to be connected to a user in the accounting system to post invoices, learn here how to set this up.

Now go to Settings > Organisation > Connections > click on the edit icon behind the correct accounting system. In this screen, under Automation User, select the user you just created and Save changes.
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This functionality can be enabled per accounting system, for all the companies in that accounting system connection. Go to Settings > Organisation > Connections > click on the edit icon behind the correct accounting system (see image above).
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Set the Enable automatic posting switch to the right side (blue) and save the changes. This is only possible if, as described above, an Automation user has been set up.

From the main menu, go to Automation. Select the appropriate administration in the top right corner. In this overview, you will see all active automation conditions for this administration. If the automatic posting feature is turned off, it is possible to create conditions in advance, but they will not be executed.

Click + Add new to add a new posting line. Select a customer/supplier for which you want to create the posting rule. You will now see the already saved posting rules for this customer/supplier. These are required for automatic posting. So if they do not exist yet, create them first for this customer/supplier. In this article, you can read how to save posting rules per supplier. Click on Next to go to the next step.
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🚀 You are now able to automatically post UBL invoices, without saved posting rules. In that case, you should set document type on UBL only to save a condition when supplier has no posting rules. Make sure that the UBL file contains a General Ledger for this to work.

Now define the conditions when an invoice from this customer/supplier may be posted automatically. At the document type, it is possible to have all document types (UBL and PDF, scans) posted automatically or only UBL files. It is also possible to set a maximum invoice amount. This is the amount including VAT, and the currency on the invoice is not taken into account. Click on Save to save the rule.

📌 Be aware: If you create a condition for all documents and all possible amounts, all invoices from this customer/supplier will be posted automatically.

In the overview, you will now see the posting rule appear. It is possible to create multiple posting rules per customer/supplier, unless this includes multiple posting rules. In that case, the posting is made automatically if the invoice corresponds to at least one posting line. In this overview, it is also possible to edit or delete posting rules.

​📌 As from February the 19th, 2024, you can now also see in this screen for which customers/suppliers automatic booking can still be set-up.
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You will be able to see how many invoices have been booked in the past 90 days from the same customer/supplier for which no conditions have yet been set. The recommendation is given because there is a saved booking rule for that contact. You can then easily choose from 2 options:

📌 Note: At the moment, only invoices that have been added after the posting rule has been set are automatically posted. Therefore, it is not possible to retroactively apply a posting rule to existing documents.

In the archive, it is possible to check which invoices have been posted automatically. Go to Archive on the left side of the menu, and use the filter on the left side of the archive to filter on the Posted by. Here, select the user set as automation user so that only these postings will be visible.