"Coding" refers to the process of adding buyer accounting details to invoiced items, either before invoicing – i.e. in the purchase request (PR) or the purchase order (PO) submitted to the seller – or when the invoice is received. These accounting details are added in order to determine what tax should be applied and who exactly should pay the invoice (e.g. what department).

As a set of data with a structure defined by the individual buyer, coding is strictly buyer-specific and is never visible to sellers. It is a way to add extra information to a business document without this information becoming an actual part of the document.

Coding must be carried out for all non-PO invoices, i.e. invoices with no PO reference. Typically, the following codes must be provided: company code, cost-center code, commodity code, general-ledger code and tax code.

Note that in order for coders to be able to add coding details to invoices, a number of coding lists must be created by your Tradeshift administrator first. This must be done in the relevant admin account.

Coding in Invoice Viewer

When a seller sends an invoice that requires coding, the Tradeshift assignment service assigns a coding task to a coder on the buyer side. The coder can access the coding task in Task Manager and then carry out the coding directly in Tradeshift.Invoice.

Coding takes place at line level, not for the entire document. The top block of Tradeshift.Invoice informs the coder that action is required before the invoice can be submitted for approval:

The individual invoice lines requiring coding will also be marked with an attention icon and the text "Line X: Missing coding details":

As for the actual coding of the invoice, the coder has various options. These are described in the other articles in this section.