Sebastian de GoeijShort answer
The booking description is the main text of the booking, in Exact Online the line on the open item. You set the format per administration under Settings → Processing → Booking description format, with variables such as month, invoice number and relation name. Line text, such as (K) on a cash receipt, only appears in that main description if you include {entry_line_description} in the pattern.
Key takeaways
- The format applies per administration, not per document.
- Use variables; fixed text in the pattern appears on every booking.
- Line text appears only if {entry_line_description} is in the pattern.
- In Exact Online this is the text on the open item.
- Change the pattern for new documents; existing bookings stay as they are.
Where do you set the booking description?
You set it per administration: Settings → Processing → Booking description format. That is a pattern, for example {month} - {name} - {invoice_date}. Autoboeker fills the variables per document and writes the result as the main description to the ledger.
A fixed phrase in the pattern, such as 'Purchase' or a firm code, appears on every booking of that administration. Use that only for text that is always true.
Which variables can I use?
The variables are fixed. You combine them with free text and punctuation.
| Variable | Meaning |
|---|---|
| {year} | Year of the invoice |
| {month} | Month of the invoice |
| {invoice_date} | Invoice date |
| {invoice_number} | Invoice number |
| {name} | Name of the relation |
| {entry_line_description} | Description of the booking line |
| {entry_url} | Link to the booking in Autoboeker |
Why do I not see (K) or the line text in Exact?
Text in the line description, such as (K) on a cash receipt, only appears in the main description if {entry_line_description} is in the pattern. Without that variable Autoboeker writes only year, month, name or whatever else you chose. Exact shows the main description on the open item.
If you want both the supplier and the line text, put both in the pattern, for example {name} - {entry_line_description}.
Can the AI decide the description per supplier?
Yes, through the AI assistant. An instruction such as 'Put cost centre and year in the booking description' steers the line content. The format of the main description remains the pattern under Processing.
Administration rules override global rules. The description pattern is an administration setting, not a firm-wide rule you override.
FAQ
Questions about this topic.
Yes, in the booking screen before processing. The pattern is the default for new documents.
New documents use the new pattern. Reprocess waiting proposals if you want the new text.
The client sees the document and status in the portal, not the internal pattern. Anyone viewing open items in Exact sees the main description.
Yes. The field names differ per ledger, but Autoboeker writes the same main description.
