Adaco: Applying Rates from Electronic Invoices

Overview

Additional charges included in electronic invoices, such as taxes, special handling fees or delivery charges, can be mapped against Adaco rates and automatically added to, or updated on receivings.

This allows for more electronic invoices to be auto-matched against receivings without the need for manual intervention.

Taxes or additional charges that are included in any of the following formats can be mapped against Adaco rates:

• EDI (Adaco point to point EDI)
• Trade Simple
• Document Processing Service (typically PDF invoices)
• cXML

Regardless of how the electronic invoices are sent, the tax or charge codes used by a vendor can be mapped against existing Adaco rates in the Rates tab of the main Vendor details screen.

Process

• Go to Property > Vendors > select a Vendor > Rates
• On the Rates tab, enter the code of any rates used by the vendor and in the right-hand column, select the appropriate Adaco rate that corresponds to the vendor rate

Multiple vendor rates can be mapped against the same Adaco rate, but each vendor rate can only be mapped to one Adaco rate.

Any rates which are currently inactive will be shown in red in the list of Adaco rates.

Fig.1 - Mapping vendor rates to Adaco rates in the main Vendor record

Note: currently vendor rates can only be mapped within a property and not within a CP.

When an electronic invoice is received that contains any taxes or additional charges, these additional charges will be saved as part of the eDoc, which Adaco uses to store the invoice information.

When opening a receiving in either the Receiving or Receiving Corrections screen:

• Any rates provided by the vendor in their invoice will be shown in a new pop-up accessed from the Rate Details icon next to the invoice
• Where the provided rate is mapped to an Adaco rate, the 'Adaco Rate Code' and 'Rate Description' will be shown
• For rates that are mapped, the appropriate rate will be added to the receiving. If the appropriate rate is already on the receiving, then the value will be updated as per the values provided by the vendor

Please note:

 - Any rates provided by the vendor which are not mapped to an Adaco rate will be ignored

 - The normal matching between the value of the items received, the value of any rates and the value of the invoice will continue as normal

Fig.2- Vendor rates from an electronic invoice showing in the Receiving screen

In the above example (Fig.2), the vendor has provided 3 additional taxes/charges in their electronic invoice:

TAX - this has been mapped to the 20% VAT rate, which will be added to the receiving with a value of 14.40
DEL - this has been mapped to the Delivery Charge rate, which will be added to the receiving with a value of 7.50
Special Handling - this vendor rate has not been mapped against an Adaco rate, so it will be ignored on the receiving (a user can manually add a corresponding rate if needed).

Applying Taxes and Charges from a New Invoice

This functionality will be available from 8th (EMEA & APAC) & 10th (US) July 2025.

Suppose a receiving already has an invoice applied, and a new electronic invoice is received from the vendor (perhaps a credit note or a supplementary invoice). In that case, the taxes and charges from the vendor's electronic invoice will not be automatically applied to the receiving. This is to prevent the rates applied during the posting of the initial receiving from being overwritten.

In Fig.3 below, there is a 2nd invoice with an additional rate of 'Delivery Charge Added'.

Fig.3 - New rates from new vendor invoice

• Go to the Rates tab
• Select Apply Invoice Rates

Fig.4 - Option to apply rates from the new invoice

When this option is selected, the current rates will be updated according to any taxes and charges in any electronic invoices associated with the receiving. Any rates that are already part of the receiving will have their value updated, and any rates not already on the receiving will be added according to the electronic invoice. Only taxes and charges from the vendor's electronic invoice which are mapped to Adaco rates will be applied. Unmapped taxes and charges will be ignored.

Fig.5 - Updated rates from both invoices

New Terms/Acronyms 

eDoc - When Adaco receives any electronic invoice, in any format, it is converted to an internal, generic item called an eDoc.