---
title: "Set up default coding rules for vendor transactions (PAS)"
slug: "set-up-default-coding-rules-for-vendor-transactions-pas"
updated: 2026-06-23T22:13:39Z
published: 2026-06-23T22:13:39Z
canonical: "help.wrapbook.com/set-up-default-coding-rules-for-vendor-transactions-pas"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.wrapbook.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Set up default coding rules for vendor transactions (PAS)

> [!WARNING]
> This help article is related to the Production Accounting Suite
> 
> In Wrapbook, production accountants and administrators can manage vendors using either the [Production Accounting Suite](/v1/docs/about-production-accounting) or [Cost tracking](https://help.wrapbook.com/docs/about-cost-tracking). To understand the differences, [click here](https://help.wrapbook.com/v1/docs/en/about-production-accounting#whats-the-difference-between-production-accounting-and-cost-tracking).

> [!NOTE]
> Managing Vendors using the Production Accounting Suite (PAS) is permission based
> 
> To manage vendors in [PAS](/v1/docs/about-production-accounting), your account must have one of the following [roles](/v1/docs/permissions-and-access-control) enabled:
> 
> - Role: *Company Admin, Company Manager*
> - Custom role with: *Accounting & Cost Tracking:* *Vendors - Full access*

## Overview

*Default coding rules* let you assign preferred account and tag codes to specific vendors at the project level, enabling you to set up different codes for the same vendor across multiple projects.

When a vendor with project-level default codes is selected on a new purchase order, AP invoice, or journal entry, those fields populate automatically — reducing manual entry and keeping your GL coding consistent.

## How auto-population of default vendor codes works

When a vendor with default codes configured is selected on a new PO, AP invoice, or journal entry:

- The account and tag fields associated with that rule populate automatically
- You can edit these values on the transaction at any time

**Note:** Default codes apply to new transactions only. Existing transactions are not affected when a rule is [added](/v1/docs/set-up-default-coding-rules-for-vendor-transactions-pas#how-to-add-a-default-code-rule-for-vendors) or [changed](/v1/docs/set-up-default-coding-rules-for-vendor-transactions-pas#edit-or-delete-a-coding-rule).

## How to access your project’s coding rules

To access your project’s coding rules:

1. In the left-side navigation, click the dropdown menu and select the project you want to configure
2. In the left-side navigation, click **Project settings**
3. On the *Project settings* page, scroll down to the *Accounting* section
4. Click the **Manage** button next to *Coding rules*

This opens the *Default codes* page, where you can view, add, and manage all coding rules for the project.

## How to add a default code rule for vendors

1. On the *Default codes* page, click the **+ Add default codes** button
2. *In the Add default code* *rule* drawer*,* click the **Condition** dropdown menu and select **Vendor**
3. Click the **Is** dropdown menu to search for and select the vendor you want to assign default codes to
  - If the vendor doesn’t appear in the list, you’ll need to [add them](/v1/docs/add-a-vendor)
4. Enter the coding values you want to apply automatically when this vendor is selected*:*
  - *Account code*
  - *Tax code* 1099
  - *Location*
  - *Production/episode*
  - *Set*
  - *Free field 1*
  - **Note:** You only need to fill in the fields you want to auto-populate. Leave any fields blank to skip them*.*
5. Click the **Add Rule** button

The rule will now appear on the project’s *Default codes* page *and* will apply to new transactions when the specified vendor is selected.

![Interface showing no items found with an option to add default codes.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-04-14T142748.232.png)

*Click the* ***+ Add default codes*** *button*

![Form for adding default code rules with fields for vendor and account details.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-04-14T142917.268.png)

*Under Condition, select* ***Vendor****, under Is, select the* ***vendor’s name*** *from the list, and then enter the* ***codes*** *that you want to apply. When you’re ready, click the* ***Add rule****.*

![Default coding rules for Airbnb vendor with various account details displayed.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-04-14T143043.964.png)

*A confirmation will appear at the top of the page, and the new rule will be added to the project’s Default codes settings*

### Add default codes directly on a vendor record

You can also assign default codes when:

- [Adding a vendor](/v1/docs/add-a-vendor)
- [Updating vendor information](/v1/docs/update-vendor-information)

## **Edit** or delete a coding rule

To edit or delete a coding rule:

1. On the [Default codes page](/v1/docs/set-up-default-coding-rules-for-vendor-transactions-pas#how-to-access-your-projects-coding-rules), find the rule you want to update
2. Click the three dots at the end of the row
3. Select **Edit** to update the rule, or **Delete** to remove it
  - If you *Edit* a rule, be sure to click the **Save changes** button before closing the *Edit default code rule* drawer

If your project has a large number of coding rules, you can search by *vendor* or *condition* to find the rules you want to access.

## AI-suggested coding rules

Wrapbook can analyze your project's historical transaction coding and automatically suggest rules for vendors that don't yet have a default code assigned. This saves time on manual rule setup, especially for large [vendor lists](/v1/docs/vendors-dashboard#when-pas-is-enabled).

### How to review and accept AI-suggested rules

1. In the left-side navigation, click **the dropdown menu** and select **the project** you want to configure.
2. In the left-side navigation, click **Project settings**
3. In the *Project settings* sub-menu, click **Accounting**
4. On the *Accounting settings* page click the **Manage** button next to *Coding rules*
5. On the *Default codes* page, click the **Suggest default codes** button to view AI-suggested rules
6. Click the checkboxes next to each suggestion that you want to apply and then click the **Add default codes** button

The accepted suggestions will be immediately added to your project's *Default codes* page and will apply to new transactions when the specified vendor is selected.

**Note:** AI suggestions are based on historical coding patterns in your project. You can [edit or delete](/v1/docs/set-up-default-coding-rules-for-vendor-transactions-pas#edit-or-delete-a-coding-rule) any accepted rule at any time from the *Default codes* page. To learn more see [Using Code Assist for real-time account code suggestions (PAS)](/v1/docs/using-code-assist-for-real-time-account-code-suggestions-pas).

### Add an exception to a coding rule

Exceptions let you define a second set of coding outputs for a rule based on an additional condition. When the exception condition is met, Wrapbook applies the exception codes instead of the default rule codes.

**Example:** A rule codes all Home Depot transactions to the Construction account. With an exception, you can add: "Unless the description contains 'rental' → apply Equipment Rental instead."

#### How to add an exception to a coding rule

1. On the *Default codes* page, find the rule you want to update
2. Click **the three dots** at the end of the row and select **Edit**
3. In the *Edit default code rule* drawer, click the **+ Add rule exception** button
4. In the exception condition fields, click on the applicable fields to define when the exception should apply
5. Enter the coding values to apply when the exception condition is met
6. When you’re ready, click the **Save changes** button

The rule will now appear on the *Default codes* page along with the number of exceptions. When a transaction matches both the main rule condition and the exception condition, the exception codes are applied. If the exception condition is not met, the original rule codes apply as normal.

A company or individual providing a product or service.

(PO) A document used to inform the production of a financial commitment and to obtain approval for that expenditure.For example, Production places an order for 100 walkie talkies to be used for 5 months.They must create a purchase order that outlines the vendor's name and contact information, payment terms, rental dates, and the full cost to the production. This purchase order is then sent for approval and, once approved, allows for the vendor to be paid.

(Accounts Payable) Cash disbursements through the payment of vendor invoices and other payables

Vendor billing for products or services rendered.

(General Ledger) Original and detailed book of record for all accounting transactions arranged by departmental account codes that occurs throughout the lifetime of a production.

(Purchase Order) A financial document committing the production to expenditure.

An IRS form by which specific income (such as non-employee compensation, royalties, etc.) is reported to the federal government. Equivalent to a W-2 for independent contractors where remuneration is not being paid by the employer.