{"id":1668,"date":"2025-11-02T16:41:57","date_gmt":"2025-11-02T15:41:57","guid":{"rendered":"https:\/\/www.help.headlight.tech\/?post_type=ht_kb&#038;p=1668"},"modified":"2026-03-11T15:29:34","modified_gmt":"2026-03-11T14:29:34","slug":"invoice-management-with-headlight-part-1","status":"publish","type":"ht_kb","link":"https:\/\/www.help.headlight.tech\/?ht_kb=invoice-management-with-headlight-part-1","title":{"rendered":"Invoice management: Configuring Accounting Centers and Accounting Rules"},"content":{"rendered":"\n<blockquote class=\"wp-block-quote\">\n<p>This collection of interactive videos shows how you can manage supplier invoices within the Headlight application.<\/p>\n<\/blockquote>\n\n\n\n<p>The Headlight invoice module saves tremendous time for the fleet manager in the approval process of invoices, as wel as for the Accounting department, via ready-to-use input files for the Analytical Accounting.<\/p>\n\n\n\n<ul>\n<li><em>Continue on this page for an <strong>Introduction<\/strong> &amp; <strong>Configuring Accounting Rules<\/strong><\/em><\/li>\n\n\n\n<li>Or, see Part 2 for Invoice <a href=\"https:\/\/www.help.headlight.tech\/?ht_kb=invoice-management-with-headlight-part-2\">Importing &amp; Validation<\/a><\/li>\n\n\n\n<li>Part 3 for <a href=\"https:\/\/www.help.headlight.tech\/?ht_kb=invoice-management-with-headlight-part-3\">Extended &amp; Consolidated<\/a> Invoices as time savers<\/li>\n\n\n\n<li>Part 4 for <a href=\"https:\/\/www.help.headlight.tech\/?ht_kb=invoice-management-with-headlight-part-4\">Automated Workflows &amp; auto creation of Custom Invoice Files<\/a><\/li>\n\n\n\n<li>Part 5, for Automated Workflows (continued) specific to creating <a href=\"https:\/\/www.help.headlight.tech\/?ht_kb=invoice-management-with-headlight-part-5\">Consolidated Invoices &amp; Credit Note Triggers<\/a><\/li>\n\n\n\n<li>And, Part 6 for <a href=\"https:\/\/www.help.headlight.tech\/?ht_kb=invoice-management-with-headlight-part-6\">Invoice Analysis &amp; Employee Cost Report<\/a><\/li>\n<\/ul>\n\n\n\n<p><em>Let us know your questions or thoughts via support@headlight.tech <\/em><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Introduction<\/h2>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>In this section, we&#8217;ll show you where to find the invoice module, including your invoices, accounting rules, and analysis screens. Next, we show you where to find invoice data settings.<\/p>\n<\/blockquote>\n\n\n\n<h3 class=\"wp-block-heading\">Headlight | Invoice Module<\/h3>\n\n\n<p><!--ARCADE EMBED START--><\/p>\n<div style=\"position: relative; padding-bottom: calc(54.7222% + 41px); height: 0px; width: 100%;\"><iframe src=\"https:\/\/demo.arcade.software\/Z4nHWyJboHwxiQJNkYwK?embed&amp;embed_mobile=tab&amp;embed_desktop=inline&amp;show_copy_link=true\" title=\"Headlight | Invoice Module\" frameborder=\"0\" loading=\"lazy\" webkitallowfullscreen=\"\" mozallowfullscreen=\"\" allowfullscreen=\"\" allow=\"clipboard-write\" style=\"position: absolute; top: 0; left: 0; width: 100%; height: 100%; color-scheme: light;\"><\/iframe><\/div>\n<p><!--ARCADE EMBED END--><\/p>\n\n\n<p>Find your invoices in the <strong>Procurement<\/strong> section.<\/p>\n\n\n\n<p>Go to <strong>Orders<\/strong>, then select the <strong>Invoices<\/strong> tab.<\/p>\n\n\n\n<p>Here, you can access <strong>Accounting Rules, Invoices<\/strong>, and<strong> Invoice Analysis<\/strong>.<\/p>\n\n\n\n<p>Use these pages to configure accounting logic, review supplier invoices, and analyze costs.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Headlight | Invoice Data Settings<\/h3>\n\n\n<p><!--ARCADE EMBED START--><\/p>\n<div style=\"position: relative; padding-bottom: calc(54.7222% + 41px); height: 0px; width: 100%;\"><iframe src=\"https:\/\/demo.arcade.software\/73u8tyQgRekDI37PYwNB?embed&amp;embed_mobile=tab&amp;embed_desktop=inline&amp;show_copy_link=true\" title=\"Headlight | Invoice Module\" frameborder=\"0\" loading=\"lazy\" webkitallowfullscreen=\"\" mozallowfullscreen=\"\" allowfullscreen=\"\" allow=\"clipboard-write\" style=\"position: absolute; top: 0; left: 0; width: 100%; height: 100%; color-scheme: light;\"><\/iframe><\/div>\n<p><!--ARCADE EMBED END--><\/p>\n\n\n<p>Find your advanced invoice settings via <strong>Settings<\/strong>.<\/p>\n\n\n\n<p>In the <strong>Settings<\/strong> section, select <strong>Data &amp; Security Settings<\/strong>.<\/p>\n\n\n\n<p>Here, you can configure preferences related to data management and security.<\/p>\n\n\n\n<p>In <strong>Data Settings<\/strong>, scroll to <strong>Invoice Data Settings<\/strong>.<\/p>\n\n\n\n<p>Enable or disable options such as <strong>Include indicative fiscal deductibility, Include indicative deductible VAT<\/strong>, and<strong> Use last known driver for invoice lines<\/strong>.<\/p>\n\n\n\n<p>These options let you define how invoices are processed.<\/p>\n\n\n\n<p>If enabled, extended invoice data includes indicative fiscal deductibility.<\/p>\n\n\n\n<p>Invoice lines can automatically connect to the last known driver of a vehicle when no current driver is found.<\/p>\n\n\n\n<p>Other configuration options include deductibility of costs, recoverable VAT, and cost center allocation in case of driverless cars.<\/p>\n\n\n\n<p>Don\u2019t forget to <strong>Save<\/strong> your changes.<\/p>\n\n\n\n<p>All done! Extended invoice settings are now configured.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Configuring Accounting Rules<\/h2>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>In this section, we&#8217;ll show you how to make sure that the right cost centers and ledger accounts will be linked to each of the invoice cost item lines.<\/p>\n<\/blockquote>\n\n\n\n<h3 class=\"wp-block-heading\">Headlight | Add Accounting Centers<\/h3>\n\n\n<p><!--ARCADE EMBED START--><\/p>\n<div style=\"position: relative; padding-bottom: calc(54.7222% + 41px); height: 0px; width: 100%;\"><iframe src=\"https:\/\/demo.arcade.software\/mwGx2Vv6qQkDkD0fnfp2?embed&amp;embed_mobile=tab&amp;embed_desktop=inline&amp;show_copy_link=true\" title=\"Headlight | Invoice Module\" frameborder=\"0\" loading=\"lazy\" webkitallowfullscreen=\"\" mozallowfullscreen=\"\" allowfullscreen=\"\" allow=\"clipboard-write\" style=\"position: absolute; top: 0; left: 0; width: 100%; height: 100%; color-scheme: light;\"><\/iframe><\/div>\n<p><!--ARCADE EMBED END--><\/p>\n\n\n<p>All of your accounting centers and the corresponding rules can be found in <strong>Accounting Rules<\/strong> under the<strong> Invoices<\/strong> section.<\/p>\n\n\n\n<p>As you can see, some cost centers have already been added.If cost center data exists in your HR data, it will automatically appear in this list.<\/p>\n\n\n\n<p>To add a new center, select the <strong>Add<\/strong> icon.<\/p>\n\n\n\n<p>In the dialog, choose the type of center to add.We can choose between <strong>Cost center<\/strong> or <strong>Ledger account<\/strong>.<\/p>\n\n\n\n<ul>\n<li>Let\u2019s add a <strong>Ledger account<\/strong>.<\/li>\n\n\n\n<li>Enter the <strong>Label<\/strong> and <strong>Value<\/strong> for your new ledger account.<\/li>\n\n\n\n<li>Save to add the ledger account to the available accounting centers.<\/li>\n<\/ul>\n\n\n\n<p>You\u2019ll now see your new ledger account listed among the available centers.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Headlight | Add Accounting rules<\/h3>\n\n\n<p><!--ARCADE EMBED START--><\/p>\n<div style=\"position: relative; padding-bottom: calc(54.7222% + 41px); height: 0px; width: 100%;\"><iframe src=\"https:\/\/demo.arcade.software\/FZ0fMYfu1X55xfE2fdxv?embed&amp;embed_mobile=tab&amp;embed_desktop=inline&amp;show_copy_link=true\" title=\"Headlight | Invoice Module\" frameborder=\"0\" loading=\"lazy\" webkitallowfullscreen=\"\" mozallowfullscreen=\"\" allowfullscreen=\"\" allow=\"clipboard-write\" style=\"position: absolute; top: 0; left: 0; width: 100%; height: 100%; color-scheme: light;\"><\/iframe><\/div>\n<p><!--ARCADE EMBED END--><\/p>\n\n\n<h4 class=\"wp-block-heading\">Headlight | Add Accounting Centers &amp; Create Accounting Rules<\/h4>\n\n\n\n<p>In <strong>Accounting Rules<\/strong>, you can set up how costs are automatically assigned to the correct cost centers and ledger accounts.<\/p>\n\n\n\n<p>Some cost centers may already appear if data is available from your HR system.<\/p>\n\n\n\n<ul>\n<li>To add a new center, select the <strong>Add<\/strong> icon.<\/li>\n\n\n\n<li>You can choose between a <strong>Cost center<\/strong> or a <strong>Ledger account<\/strong>.<\/li>\n\n\n\n<li>Let\u2019s start by adding a <strong>Ledger account<\/strong>.<\/li>\n\n\n\n<li>Enter the <strong>Label<\/strong> and <strong>Value<\/strong>, then select <strong>Save<\/strong> to create it.<\/li>\n<\/ul>\n\n\n\n<p>Your new ledger account will now appear in the list.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Creating Cost Center Rules<\/h4>\n\n\n\n<p>Next, we\u2019ll create accounting rules to automate cost classification.<\/p>\n\n\n\n<ul>\n<li>Open the <strong>Rules<\/strong> tab under <strong>Accounting Rules<\/strong> and click <strong>Add Rule<\/strong>.<\/li>\n\n\n\n<li>We\u2019ll begin by linking costs related to <strong>Rent<\/strong> to the correct ledger account.<\/li>\n\n\n\n<li>Set <strong>Customer category type<\/strong> to <strong>Ledger account<\/strong>, and <strong>Rule type<\/strong> to <strong>Classifier<\/strong>.<\/li>\n\n\n\n<li>For the <strong>Condition type<\/strong>, choose <strong>== (Equals)<\/strong>.<\/li>\n\n\n\n<li>This means the rule applies only when a specific condition is met.<\/li>\n\n\n\n<li>For <strong>Match type<\/strong>, select <strong>Cost item category<\/strong> <\/li>\n\n\n\n<li><em>Headlight automatically classifies supplier invoice cost elements into these categories, allowing you to select from a predefined list.<\/em><\/li>\n\n\n\n<li>Then, from the <strong>Value<\/strong> dropdown, select <strong>Rent<\/strong>.<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>We only want this rule to apply when the cost category is <strong>Rent<\/strong>.<\/p>\n<\/blockquote>\n\n\n\n<ul>\n<li>Now, choose which ledger account should be used when this condition applies <\/li>\n\n\n\n<li>Select the <strong>Rent ledger account<\/strong> from the dropdown.<\/li>\n\n\n\n<li>Click <strong>Save<\/strong> to confirm.<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>\u2705 <strong>Tip<\/strong>: You can also choose <strong>Cost item<\/strong> as the match type for more granular cost allocations.<br>The new rule will now appear in your <strong>Accounting Rules<\/strong> table.<\/p>\n<\/blockquote>\n\n\n\n<h4 class=\"wp-block-heading\">Adding More Rules<\/h4>\n\n\n\n<p>Next, let\u2019s add another rule for the <strong>Interest<\/strong> ledger account.<br>Again, set:<\/p>\n\n\n\n<ul>\n<li><strong>Customer category type<\/strong> \u2192 Ledger account<\/li>\n\n\n\n<li><strong>Rule type<\/strong> \u2192 Classifier<\/li>\n\n\n\n<li><strong>Condition type<\/strong> \u2192 ==<\/li>\n\n\n\n<li><strong>Match type<\/strong> \u2192 Cost item category<\/li>\n\n\n\n<li><strong>Value<\/strong> \u2192 Interest<\/li>\n\n\n\n<li>Select the matching <strong>Interest ledger account<\/strong> as the linked account.<\/li>\n\n\n\n<li>Click <strong>Save<\/strong>.<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">Reviewing Your Rules<\/h4>\n\n\n\n<p>Your <strong>Accounting Rules<\/strong> list now includes:<\/p>\n\n\n\n<ul>\n<li><em>Item category == Interest \u2192 Ledger account 650040<\/em><\/li>\n\n\n\n<li><em>Item category == Rent \u2192 Ledger account 611059<\/em><\/li>\n\n\n\n<li><em>Inherit from employee \u2192 Cost center<\/em><\/li>\n<\/ul>\n\n\n\n<p>\u2705 <strong>All set<\/strong>!<br>In the next video, we\u2019ll explore how these rules automatically apply in your accounting process.<br><strong>Stay tuned<\/strong>!<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<blockquote class=\"wp-block-quote\">\n<p>Continued in <strong><a href=\"https:\/\/www.help.headlight.tech\/?ht_kb=invoice-management-with-headlight-part-2\">Part 2<\/a><\/strong><\/p>\n<\/blockquote>\n","protected":false},"excerpt":{"rendered":"<p>This collection of interactive videos shows how you can manage supplier invoices within the Headlight application. The Headlight invoice module saves tremendous time for the fleet manager in the approval process of invoices, as wel as for the Accounting department, via ready-to-use input files for the Analytical Accounting. Let us&#8230;<\/p>\n","protected":false},"author":3,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":[],"ht-kb-category":[116],"ht-kb-tag":[43],"_links":{"self":[{"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/ht-kb\/1668"}],"collection":[{"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=1668"}],"version-history":[{"count":9,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/ht-kb\/1668\/revisions"}],"predecessor-version":[{"id":2661,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=\/wp\/v2\/ht-kb\/1668\/revisions\/2661"}],"wp:attachment":[{"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=1668"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fht-kb-category&post=1668"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.help.headlight.tech\/index.php?rest_route=%2Fwp%2Fv2%2Fht-kb-tag&post=1668"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}