For an invoice to end up on the right expense item, it must be routed to the expense item itself — not just to the production code (prod. code). By linking ledger accounts to an expense item once, invoices are routed there automatically for the rest of the project.
How to set it up
Open the dialog for the expense item — when you create it, or later by editing it — and go to Advanced.
Select the ledger accounts to link to the item — for example the range 0000–9999 to capture everything on the production code.
Save. When an invoice now comes in with the relevant production code and a financial account within the range, it is automatically placed on this expense item.
This is what the setting looks like:
You typically do this at project start — after that, invoices are routed automatically. The field is also referred to as Ledger accounts in Setup and Operation and as automated invoice import in Locked cost price estimate in Setup and Operation.
Tip: if the company has a chart of accounts that matches the production codes well, invoices can be distributed automatically across several expense items under the same prod. code by giving each item its own ledger accounts. For unambiguous matching, however, we recommend as a general rule one expense item per production code. See also Invoice linking.