A finance recipe or automatic statement is a tool that simplifies the entry of financial transactions, purchase invoices, expenses, and other documents. It saves time and ensures the correct accounts and cost dimensions are always used. If a particular transaction is frequently repeated, it is worthwhile to create a finance recipe that includes all the necessary information. In the future, just select the finance recipe to get a pre-prepared transaction, which can also be modified if needed.

According to the finance recipe, expenses can be allocated between objects and accounts, and calculation formulas can be used, such as calculating and posting fringe benefit tax. The finance recipe can also be used for the automatic posting of incoming e-purchase invoices.

The new finance recipe applies only to documents with the new design.

Changes compared to the old design:

• “Choose columns” functionality in the register of finance recipes - columns can be added/removed.
• Usage, comment, closed, last changed - new fields on the document
• Item, Quantity, Asset, Begin, End - new row fields
• “Usage” field - allows specifying which documents the finance recipe is permitted to be used on. Options include: All, Transaction, Expense, Purchase Invoice, Bank Statement, Budget, Middle Transaction.
• Row names - the content of the document/transaction is placed from the rows of the finance recipe, not according to the account name.
• Most fields in the placer can be changed
• Row referencing - data defined in parameters (e.g., account, row name, etc.) can be referenced to account-type rows. This is necessary to simplify the modification of extensive finance recipes. See examples on page 4.
• Time control - determines from which date the finance recipe is visible for placement on documents.
• Closing - can be closed and reopened. A closed finance recipe placer will not be displayed and cannot be selected manually.

Settings> Finance Settings > Finance Recipes

• Refresh - refreshes the list
• Clear fields - clears the search fields
• Choose columns - allows removing and adding data columns in the register view (the links legend is written at the bottom of the list). Don't forget to press “Save and use”. See also https://wiki.directo.ee/et/t_list_muuda2

• Save view - saves all search filters and the window location, sorting, and search focus.
• Settings - allows setting personal settings and fields for which filtering searches for direct (not partial) match.

• Print - prints the part displayed on the screen. If you need to print the full list (or copy to Excel), you need to change the rows on the page.
• Exceli output - opens the part displayed on the screen as an Excel table.

• New - opens new blank document. Checks in advance if the previous document contains unsaved changes.
• Save - saves the document
• Copy - creates a copy of existing document. Opens new document that has most fields filled as on previous document. Date of creating the copy is by default marked as the new document date.
• Discard - cancels document filling without saving.
• Delete - deletes the unconfirmed document.
• Mail - sends a printout by e-mail. In case there is more than one printout designed, you have to click on the arrow next to the Mail button, which opens a drop-down menu from which you can choose different designs.
• Print - prints the document in its output format. By clicking on the arrow next to the Print button, you can create a PDF (ctrl + click) or view a preview of the document (shift + click).
• Attachments - allows linking files to the document, i.e., attaching related documents. Files can only be added during setup, and the presence of an attachment is visible in the register as a column.

• Code - the short code for the finance recipe, free form. It can include letters and numbers; do not use spaces.
• Description - the name of the finance recipe, free form
• Usage - determines which documents the finance recipe is allowed to be used on. Options: All, Transaction, Expense, Purchase Invoice, Bank Statement, Budget, Middle transaction. The default selection is “All,” which can be changed upon saving. There is no empty selection.
• User - an option to add the creator of the finance recipe.
• Date - the creation date of the finance recipe. It can be entered using the calendar. It determines from which date the finance recipe is visible for placement on documents. The document placer considers the time in the “Date” field as follows:
  • If the document does not have a “Date” specified, it considers today's date.
  • If the “Date” is a future date, it will not be visible.
• Comment - an informative field where necessary information can be entered.
• “Closed” box - if the box is checked, the finance recipe will not be visible in placers. When manually entering the finance recipe code, for example, on a bank statement, the field turns yellow, and a warning appears: “Recipe … is closed.”
• Last changed by – user, date, time; shows which user modified the document last and when.

• Copy selected rows - copies the selected rows to the clipboard (in the new design). To select rows, click on the row number. The button is inactive if no row is selected. Copied rows can be pasted under the line context menu (opens when right-clicking on the row number) with the “Paste row above” or “Paste row below” option.
• Delete selected rows - deletes the selected rows. To select rows, click the row number. The button is inactive if no row is selected.
• Bulk Insert - allows you to fill/insert rows based on a table (mostly excel). The “Help” section under the Bulk Insert button specifies the order in which the columns must be arranged.
• Clear column filters - clears the filters set on the columns.
• Table changes history - history of changes made to the rows.
• Export data as .xlsx file - allows downloading the table as an Excel file.
• Enlarge table - enlarges the table, hiding the header fields.
• Table density: sparse - affects the height of the rows.
• Table density: compact - affects the height of the rows.
• Table settings - allows selecting which columns to display on the rows and which not.

• Row - mandatory field. The identifier (number) assigned by the user for the row. Used for calculations involving the values of the rows.
• Option type - dropdown menu: Parameter, Account, Calculation
• Account - finance account
• Object - allows placing an object related to the finance recipe.
• Sum - amount/calculation
• Vat code - value-added tax code
• Project - project identifier. Used when wanting to associate with a specific project.
• Supplier - supplier code
• Customer - customer code
• Item - item code
• Quantity - quantity
• Asset - asset code
• Begin and End - begin and end dates. When adding a begin and end to the finance recipe used with a purchase invoice, these dates will be placed on the rows of the purchase invoice (used for periodization).

Add a new finance recipe:

A new finance recipe document will open:

Fill in the header fields. Depending on the selection in the “Usage” field, you can fill in the fields that are white. Inactive fields are grey and cannot be filled in.

Overview of active and inactive fields by document type:

Row data:

Row - designates the row number, which can be written by the user. Rows are displayed in chronological order. If you need to insert a row in between, use the row action menu (add row above, below, etc.).

Option type - options include: parameter/ account/ calculation

Parameter - a finance recipe parameter is an input value or variable that helps determine the final finance result or value, usually this is the amount.

Account - specifies which account, object, or project the amount is allocated to. The account can also be referenced through curly brackets ({}) from the parameter row - see example 1, version 2.

Calculation - allows performing calculations on the rows. Calculations can be made in the “Sum” field where the number refers to the row with which the calculation is to be made, and the value is placed between curly brackets.

Creating a finance recipe

Version 1:

• In the first row, 'Parameter' specifies that this is an input variable, in this case, the amount, which varies each time.
• In the following 'Account' type rows, it is specified to which account and object the amount is allocated. In the Sum field, there is a calculation where '10' refers to the row with which the calculation is to be made (in this example, row 10 is the first row), and the value between the curly brackets is the percentage (0.2 = 20%).

When entering the account number, the account name automatically appears in the “Name” field, which can be overwritten, and this name will also appear in the rows of the document.

Version 2:

Use references to parameter rows in account type rows. This is a convenient solution because if, for example, the finance recipe is long and divided among many objects, it is enough to change the account and/or object in the parameter row, and when placing the finance recipe, the same accounts/objects will automatically appear below the rows of accounts. Referencing the VAT code is not possible.

Using the finance recipe

1. Create, for example, a purchase invoice and click the “Paste Recipe” button in the row header.

2. The register of finance recipes will open, displaying a list of finance recipes that are permitted for use on the given document at that moment.

3. Select the appropriate finance recipe, and the finance recipe paster window will open, where you need to specify the required data.

• The cursor will blink in the Sum field, which is a mandatory field
• There is a link to the finance recipe in the header.
• Place to document starting from row - you can specify from which row the finance recipe will be placed on the document.
• All white fields can be modified.
• If row referencing has been used, changing data in the parameter section will also change the data in the account section.

Finance recipe

Finance recipe paster

Creating a finance recipe

If there are many different expense accounts that need to be allocated in the same proportion, it is also possible to create a recipe where, after selecting the recipe, you can choose the account and enter the sum in a pop-up window. In this case, it is not necessary to create separate recipes for each expense account that needs to be allocated; one recipe is enough.

Using the finance recipe

Finance recipe paster: the account field is empty, select an account that is automatically transferred to the account rows, where they can also be modified if necessary. You can also modify all other white fields.

Enter the account code or select it from the mini-search.

The selected account will be automatically transferred to the account rows, where they can also be modified if necessary.

If the account does not exist, the account field will turn yellow, and an error message will appear, it will not be possible to save.

Creating a finance recipe

Must use curly brackets {}

Using the finance recipe

Creating a finance recipe

Using the finance recipe in the transaction

The finance recipe paster will open:

Placing on the transaction:

Read the supplier automation guide: https://wiki.directo.ee/en/yld_hankija#automation

Mark the finance recipe on the row.

Document transport > create purchase invoice

A finance recipe can be added to a bank statement, to the rows of the bank statement, and to the import rules of the bank statement, as well as to transaction and card payment type rows.

Read more about creating rules for automatic posting of bank statements and watch the tip video. https://wiki.directo.ee/en/fin_valjavote#automatic_posting_rules https://wiki.directo.ee/en/fin_valjavote#tip_videoautomate_bank_statement_posting

Settings > Financial settings > Finance recipes

With finance recipes, you can allocate expenses according to the rules specified in the recipe, for example, between objects on a purchase invoice, expense, or transaction.

For example allocating electricity costs between two objects:

• Close - closes the document after checking if there are any unsaved changes.
• New - opens new blank document. Checks in advance if the previous document contains unsaved changes.
• Copy - creates a copy of existing document. Opens new document that has most fields filled as on previous document.
• Refresh - the button is active when the finance recipe is in draft status, meaning unsaved changes have been made. After clicking the Refresh button, the unsaved changes will be discarded, and the finance recipe will change to a saved status.
• Delete - deletes the finance recipe. It will ask beforehand if you are sure you want to delete it.
• Save - saves the document

• Code - the short code for the finance recipe
• Description - he name of the finance recipe
• User - an option to add the creator of the finance recipe
• Changed - the creation time of the finance recipe. It can be entered using the calendar.

• NO - system-generated row number. The user cannot change this.
• Row - the identifier (number) assigned by the user for the row. Used for calculations involving the values of the rows.
• Option Type - parameter, account, calculation.
• Account - finance account
• Object - allows placing an object related to the finance recipe.
• Name - account name
• Sum -
• Vat code - value-added tax code
• Project - project identifier. Used when wanting to associate with a specific project.
• Supplier - supplier code
• Customer - customer code

In the first row, 'Parameter' specifies that this is an input variable, in this case, the sum, which varies each time. In the following rows, it is specified to which account and object the amount is allocated. In the Sum field, there is a calculation where '10' refers to the row with which the calculation is to be made (in this example, row 10 is the first row), and the value between the curly brackets is the percentage (0.7 = 70%).

The recipe can be used by filling in the document header and then clicking the “Paste Recipe” button: This will open a selection of recipes, and by clicking on the appropriate recipe code, a pop-up window will appear where you can enter the variable, in this case, the amount to be allocated, and then click the “Done” button.

As a result, there will be two rows on the purchase invoice with different objects, and the amount will be allocated according to the proportions specified in the recipe.

If there are many different expense accounts that need to be allocated in the same proportion, it is also possible to create a recipe where, after selecting the recipe, you can choose the account and enter the sum in the pop-up window. In this case, it is not necessary to create separate recipes for each expense account that needs to be allocated; one recipe will suffice.

For example:

When pasting the recipe, you will need to select the account and enter the sum in the pop-up window.

Example of a finance recipe

Add a finance recipe to te transaction

Click the Paste Recipe button. The financial transaction will look like this:

Finance recipes can be mass imported and mass exported