Set up default coding rules for vendor transactions (PAS)

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 or Cost tracking. To understand the differences, click here.

Managing Vendors using the Production Accounting Suite (PAS) is permission based

To manage vendors in PAS, your account must have one of the following roles 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 or changed.

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

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.

Add default codes directly on a vendor record

You can also assign default codes when:

• Adding a vendor

• Updating vendor information

Edit or delete a coding rule

To edit or delete 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

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.

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 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).

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.