Posting template

What it means

A posting template is a predefined accounting entry that the accounting software attaches to a document. It determines which accounts the amount is posted to on the debit and credit sides, how the net amount and VAT are split, and which line of the VAT return and VAT control statement the document goes to.

Templates are set up for document types and recurring situations, such as a purchase of materials, a purchase invoice for services, e-shop sales or a bank fee. They may also carry a cost centre, job or other dimensions the company tracks.

The set of posting templates, together with the company chart of accounts, forms the foundation of a particular company’s accounting set-up. Well-designed templates save time, standardise work between accountants and reduce errors.

How it works in practice

When we take on a client, we first go through their typical documents and prepare a set of posting templates in the accounting software. For suppliers who always invoice the same thing, we set a default template directly on the partner record.

With automated document processing through OCR, the system recognises the supplier and proposes a template that the accountant simply checks. The more precisely the templates are set up, the less manual work remains and the faster the monthly processing.

We review the templates regularly, especially after changes in the law, such as new VAT rates or new lines in the control statement. An outdated template can repeat the same mistake on hundreds of documents.

What to watch out for

A posting template does not replace judgement. An invoice from the same supplier may once cover an ordinary service and another time a technical improvement to an asset. If it is posted automatically by the template, the error surfaces only in an audit.

Too many similar templates lead to chaos, with accountants choosing different variants for the same case. We recommend keeping the list short, with clear names and a responsible person who approves new templates.