Posting rules are instructions you attach to a specific vendor that tell your team exactly how to enter invoices for that vendor. They appear automatically when someone creates an invoice for that vendor, so everyone follows the same format – no guessing, no inconsistencies.
Think of posting rules as sticky notes on a vendor's file that say "always do it this way." They can cover anything from how to format the invoice number to which accounting period to use.
Common Posting Rule Examples
Vendor Type | Example Posting Rule |
Utility Company | Set the Accounting Period to the prior month (the month the service was consumed, not the month the bill arrives). |
Utility Company | Enter the invoice number in date format: MMDDYY (e.g., 063026 for June 30, 2026). |
Recurring Service (Pest Control, Landscaping) | Always code to the same GL account and department. Post to the service month, not the invoice date. |
Linen / Laundry Vendor | Use the delivery ticket number as the invoice number. Split across rooms and F&B departments based on the breakdown on the invoice. |
Credit Card Processor | Post the net deposit amount. Record processing fees to the designated fee GL account. |
Multi-Property Vendor | Confirm the property-specific account number is on the invoice before posting. Allocate shared invoices by room count. |
How to Add a Posting Rule to a Vendor
Navigate to Administration > Vendors.
Search for and select the vendor you want to add a posting rule to.
Scroll to the Posting Rules section on the vendor profile.
Type your posting rule instructions in the text field. Be specific – include formatting examples, GL accounts, or period guidance as needed.
Your entry will automatically Save.
Where Posting Rules Appear
Once saved, posting rules display automatically when any team member creates a new invoice for that vendor. The rules appear at the top of the invoice entry screen so they are visible before data entry begins.