With transaction templates you simplify and automate complex transactions. A transaction template is created once and acts as a blueprint for future transactions. You can configure that a transaction template is automatically used for new transactions of a software account.
When to use transaction templates?
It is not always necessary to use transaction templates. Often the proposal strategy 'Last transaction' is sufficient and this saves you from creating and maintaining transaction templates.
Transaction templates are particularly suitable for the following scenarios:
Transactions where the costs/revenue of one VAT rate must be distributed over multiple general ledger accounts, cost centers, cost units and/or projects.
Transactions that deviate from the data shown on the invoice. Examples:
a. Calculating a payment discount that is not included in the invoice amounts
b. Posting a debit invoice as a credit invoice.
Software accounts that send/receive multiple types of invoices that must be posted in different ways. Example:
a. Creditor KPN sends a separate invoice each month for internet and telephony and both invoices must be posted to a specific general ledger account. Two different transaction templates can be created for this with the desired general ledger accounts. Use the Proposal strategy assignment rule to activate the different transaction templates based on configurable conditions.
In combination with the Payment discounts module to deviate from the payment discount included in the master data of the software account.
When using line recognition to perform certain actions based on (part of) the recognized invoice lines. Example:
a. Creditor KPN sends an invoice with multiple lines for subscription, device payment and additional services. Based on (part of) the invoice line description, a general ledger, VAT code and description can be proposed.
A standard transaction for multiple administrations. Example:
a. Creditor KPN exists in multiple administrations and must always be posted in the same way.
b. When the description of the transaction line contains 'Subscription', it must always be posted to a fixed general ledger account.
When a transaction must be posted automatically as accrual/deferral. Example:
a. Creditor Nationale Nederlanden always sends a PDF invoice in the month before the quarter to which the costs relate. Use the setting 'Relative period' in combination with 'Next quarter'. An invoice dated for example 25 March will then automatically be posted as accrual/deferral with the period of quarter 2.
Content of a transaction template (administration level)
A transaction template at administration level can be created via Manage / Administration / Transaction templates. A transaction template is linked to a journal type (purchase or sales). Optionally it can be linked at administration level to a specific journal, for example when more than one purchase journal is connected. The transaction template further consists of the following fields:
Name
Available for all software accounts: enable this option to create a generic template which can be chosen for all software accounts (creditors/debtors).
Software accounts: the software accounts for which the template is visible (only applicable when 'Available for all software accounts' is disabled).
Header
Description
Payment reference*
Currency*
Authorization scheme (only available when the Authorization management module is activated and authorization is activated for the relevant journal).
Payment term*
VAT scenario*
G-account amount*
Template determines total amount incl. VAT of the transaction: when this option is enabled the total amount incl. VAT of a transaction proposal is determined by the template instead of the invoice. This can for example be used when a payment discount is applied in the template (not recommended).
Exclude from proposal strategy 'Last transaction'.
Include in Zenvoices payment orders (only available in combination with the Payments module).
Direct purchase invoice (only available in combination with Exact Online and when the Purchase to pay module is activated)
Payment discount
Payment discount is only available in combination with the Payment discounts module. The payment discount included in templates is leading for determining the total amount.
Use default value (the three input fields below are available when this option is unchecked)
Percentage
Discount calculation method: incl. or excl. VAT
VAT calculation method: incl. or excl. VAT
Accrual/deferral posting
Accrual/deferral posting can only be used when the connected accounting or ERP package supports this. At line level it can be chosen to take the settings below from the header settings or deviate from them. Automatic accrual/deferral posting is available for all supported file formats.
General ledger account*
Period determination:
Fixed period (from and to date)
Relative period (examples based on invoice date 23-3-2025):
Previous week (example: 10-3-2025 t/m 16-3-2025)
Next week (example: 24-3-2025 t/m 30-3-2025)
Current week (example: 17-3-2025 t/m 23-3-2025)
Upcoming 7 days (example: 24-3-2025 t/m 30-3-2025)
Previous working week (example: 17-3-2025 t/m 21-3-2025)
Next working week (example: 24-3-2025 t/m 28-3-2025)
Current working week (example: 17-3-2025 t/m 21-3-2025)
Fallback to previous working week when the invoice date falls in the weekend.
Previous month (example: 1-2-2025 t/m 28-2-2025)
Next month (example: 1-4-2025 t/m 30-4-2025)
Current month (example: 1-3-2025 t/m 31-3-2025)
Upcoming 30 days (example: 24-3-2025 t/m 23-4-2025)
Previous quarter (example: 1-10-2024 t/m 31-12-2024)
Next quarter (example: 1-4-2025 t/m 30-6-2025)
Upcoming 3 months (example: 24-3-2025 t/m 24-6-2025)
Current quarter (example: 1-1-2025 t/m 31-3-2025)
Previous year (example: 1-1-2024 t/m 31-12-2024)
Next year (example: 1-1-2025 t/m 31-12-2025)
Current year (example: 1-1-2025 t/m 31-12-2025)
Upcoming 12 months (example: 24-3-2025 t/m 23-3-2026)
In Twinfield until 23-09-2025 one period too many was calculated.
please note
Upcoming means starting from the invoice date.
For accounting packages that work with periods, the corresponding period is determined based on the invoice date according to the period table from the accounting package.
Take over from e-invoice (if this option is enabled the transaction period is taken from an e-invoice if available). In this case the period determination included in the transaction template is ignored.
Lines
Merge lines with the same descriptions and dimensions (use this option to bundle invoice lines with the same description and VAT code and, when applicable, also cost center, cost unit, project and/or other dimensions).
And one or more transaction lines:
General ledger account
Cost center*
Cost unit*
Project*
Project item**
Project phase**
Recharge**
Article*
VAT code
Obligation*
Non-deductible VAT %***
Private use %***
Description
Line type:
Fixed amount
Percentage
Remainder
VAT base
Line recognition
Description
Amount
Your order number
General ledger account
Quantity
Price
VAT amount
VAT %
VAT reversed
References
Article number(s)
Amount: only with line type 'Fixed amount'
Percentage: only with line type 'Percentage'
VAT percentage: only with line type 'VAT base'
please note:
In combination with line type Line recognition the field General ledger account can be set to Fixed value or Automatically match
In combination with line type Line recognition the field VAT code can be set to Fixed value or Automatically match
In combination with line type Line recognition the field Description can be set to Fixed value or Take over from invoice line
For the fields General ledger account, VAT code and Description it is possible to select Default value. When this is set, the master data of the software account is proposed. If the field General ledger account is empty, the default general ledger account of the journal is proposed.
When line type 'Line recognition' is selected, the percentage is by default set to 100% (for the recognized amount). The percentage can be adjusted. For example when an amount appears as debit on the invoice but it should be posted as credit. The percentage could then be set to -100%.
*= depending on the accounting package and the settings in Zenvoices.
**= only available in combination with AFAS Profit.
***= only available in combination with Exact Online Belgium
Remove zero lines
Transaction lines with amount zero can automatically be removed when saving. Consult this article for more information.
Applying a transaction template
In the transaction screen, after selecting a software account, you can select a transaction template which will then be applied. The data from the template will then be copied into the transaction. Transaction lines are added based on the entered total amount of the transaction.
If a software account has a default transaction template for the journal, it will automatically be applied after selecting the software account. In this case the transaction template is also used for automatic transaction proposals created after reading a document, if there is a match with the software account.
Creating, editing and duplicating transaction templates
You can create a transaction template in two ways: select a software account in the transaction screen and click in the menu at Template on 'New'. You can then choose to add it to the relevant administration or at environment level.
The data from the current transaction will then automatically be copied into the new template.
Transaction templates are edited by selecting a software account in the transaction screen, choosing the desired template and clicking 'Edit' in the overflow menu:
Additionally it is possible at administration level via Manage / Administration / Transaction templates or at environment level via Manage / Environment / Transaction templates to create a transaction template or edit or copy an existing one.
Using variables in transaction templates
You can use variables to automatically provide transactions with the correct descriptions.
Example
A template for payment discount can be created as shown in the example below. When 'Template determines total amount incl. VAT of the transaction' is enabled, Zenvoices will automatically adjust the invoice amount. In this example a transaction template is created for 2% payment discount with 21% VAT using the calculation 2/121*100. Via the Payment discounts module payment discounts can also be configured without using formulas or taking into account the recognized VAT percentage.
Using VAT codes including VAT in transaction templates
When creating a template it is possible in some accounting packages to choose a VAT code including VAT and in that case the amount including VAT must also be entered at line level. To avoid this and work faster it is recommended to always create a VAT code excluding VAT in the accounting package and apply it.
Assigning default values to general ledger account, VAT code and description fields in transaction templates
For the fields General ledger account and VAT code default values can be assigned. This proposes the value according to the master data. For the general ledger account field this is the general ledger account set for the software account or the default general ledger account of the journal.
Example
Setting default transaction templates of a software account
Via Manage / Administrations / Software accounts and then 'Edit' you can configure the default transaction templates of a software account on the tab 'Transaction proposals'. Per template one default journal can be configured.
When creating a transaction template you can use the option 'Set as default template for the specified software accounts' to set the new template as default for the specified software accounts.
Linking a transaction template to multiple software accounts
In Zenvoices it is possible to link a template to multiple software accounts. Via Manage / Administrations / Software accounts and 'Edit' you can choose transaction templates for software accounts in the tab 'Transaction proposals'. When creating a transaction template you can use the option 'Set as default template for the specified software accounts' to set the new template as default for the specified software accounts.
Editing a transaction template
Via the option 'Collapse all' and 'Expand all' lines can be shown via a short description. In addition it is possible to change the order of the lines by changing the position of the collapsed lines. Click 'Duplicate' to duplicate created lines.
Transaction templates at environment level
Transaction templates that must be available for multiple administrations can be created at environment level via Manage / Environment / Transaction templates.
please note:
Users who have access to this can see all administration names.
These transaction templates are only available at environment level.
Content of a transaction template (environment level)
A transaction template is linked to a journal type (purchase or sales). The transaction template further consists of the following fields:
Name
Availability: selecting or excluding administrations or administrations with tags in which the template is available.
The transaction template screen is the same as when a template is created at administration level. However the difference with administration level is that at environment level the fields of all connected accounting packages are shown. For example: if both Exact Online Belgium and AFAS are connected, the Intrastat fields (Exact Online Belgium) and Specialization axes (AFAS) are available in the transaction template.
please note:
At administration level there are selection lists for master data (for example to choose a general ledger account). Because in each administration the coding or naming of master data can differ, there are free search fields for example for code or description.
At environment level it is possible to choose “Preferred codes” for VAT code, after which “VAT reversed” and “VAT percentage” can be entered. When applying the template the correct VAT code is then selected based on the software account and journal preferences. Ideal when multiple VAT codes exist with for example 21%.
Tip: tags can be used to search master data in a standardized way. Consult this article about using tags.
General ledger accounts can be linked via RGS codes. The "Classifications" field can be used for this. Consult this article for more information.
Read this article for the available fields in the header, payment discount and transaction lines.
Moving transaction templates to environment level
If transaction templates already exist in an administration and you want to move them to environment level, they can be moved by means of a bulk action.
Applying a transaction template
From the transaction screen, after a software account has been selected, a transaction template at environment level can be created. Read this article for more information.
A transaction template at environment level can be set as the default proposal strategy of a software account, comparable to transaction templates at administration level.
Do you want a transaction template at environment level to be automatically activated for a software account in multiple administrations? Then use a Proposal strategy assignment rule at environment level.
For example: are expense claims posted in all administrations to the same general ledger account and have submitters agreed to always submit receipts via the mobile app? Then a fixed transaction can be created for this with a transaction template and by means of the Proposal strategy assignment rule it can be configured that this transaction template must be applied when it is submitted via the mobile app and the document is recognized as a receipt.
Proposal strategy assignment rules can be created via Manage / Environment / Automation. Click on 'Proposal strategy assignment rules' on the left side of the screen and then on 'New rule'. Read this article for setting up Proposal strategy assignment rules.