Free account assignment references

With free account assignment references, additional reference tables can be stored in DeepO. This allows account assignments such as account, cost center, project or VAT code to be set automatically based on values in the document. To do this, a value from the document is searched for in a stored reference table and a defined return value is adopted.

Application example

An invoice contains the value “SEHTEST” in the item text.
This value is searched for in a free account assignment reference. If a suitable entry is found, the defined cost center or the corresponding account can be set automatically.

Create reference table
1. Open DeepO settings
2. Open “Global definitions” → “Free account assignment references”
3. Select “New entry”
4. Enter description
5. Download sample Excel
5. Fill in Excel and upload again

The following columns are available in the sample Excel:

• Value
• Description
• Account
• Cost center
• Cost center 2
• Project
• VAT code
• Valid from

After uploading, an internal reference ID is automatically created (for example “custom1”).

Use in suggestions
Free account assignment references can be used in suggestions with the “Look up” function. The function can be used at both header and item level.

Comparison mode
The comparison mode defines how values in the reference table are compared.

Automatic	Depending on the search field used: “Equals” is used to search for “Value”. For “Description”, the search is first performed with “Equals” and then with “Contains”.
Equals	Only one exact match is taken into account.
Contains	Entries containing the search value are taken into account.
StartsWith	Entries that begin with the search value are taken into account.

Expression function “LookupValue“
In addition to the “Lookup” function, the “LookupValue” expression function can be used to search for values directly in reference tables.

Syntax

LookupValue (“Reference table”, “Search field in reference table”, “Input field”, “Return from reference table”)

Syntax with comparison mode

LookupValue (“Reference table”, “Search field in reference table”, “Input field”, “Return from reference table”, “StartsWith”)

LookupValue (“Reference table”, “Search field in reference table”, “Input field”, “Return from reference table”, “Contains”)

Example with Abacus table

LookupValue (“Accounts”, “Description”, “Document.UserField1”, “Value” )

Example with free account assignment reference

LookupValue (“ReferenceObject.custom1”, “Description”, “Custom1”, “Value”, “StartsWith”)

LookupValue (“ReferenceObject.custom1”, “Description”, “Custom1”, “Value”, “Contains”)

Notes

• The function can be used at both header and item level.
• Only the predefined columns can be used.
• The internal reference ID is generated automatically.