# Line item coding in IFS Cloud for builders

IFS Cloud has line item coding built in. A builder's job cost report is only right if every supplier invoice reaches the correct project and code part. One wrong job code moves cost from one project to another and hides a loss.

## Why it matters for builders

- One supplier invoice often covers several jobs. A hardware or hire statement may carry 15 lines for 6 different projects.
- Subcontractor claims mix labour, materials, variations and retention. Each part needs its own code and GST treatment.

## For builders in IFS Cloud

- Code to the job on the posting line. Each cost posting on Manual Supplier Invoice takes the company's code parts, so add the project code part and cost centre on each line. Use Line ID Ref to tie a posting line to a specific invoice line.
- For purchase order invoices the cost postings come from the posting instructions on each order line, so the project is set when the order is raised. For direct entries the cost postings are typed by hand.
- For subcontracts, the final cost postings come from each payment certificate line, and retention, deduction and discount are handled on the valuation rather than on the invoice.

## What IFS Cloud does on its own

Cost postings are entered for each invoice with the company's code parts. Pre-posting defaults appear when you press Tab on a new posting line. The invoice posts when the Balance is zero. Posting instructions on PO lines give default accounts for PO invoices.

Posting lines are amount based and the Balance must be zero before final posting.

What you need and the setup steps: https://www.pulsify.tech/line-item-coding-for-ifs-cloud/

## Example

Example Hire Co sends one invoice for plant hire used on two jobs.

- Excavator 5 tonne, job 214, 4 days: $2,000.00 (Coded to job 214, cost code 3100 plant hire)
- Scissor lift, job 188, 2 days: $900.00 (Coded to job 188, cost code 3100 plant hire)
- Fuel and cleaning fee, job 214: $180.00 (Coded to job 214, cost code 3190 sundries)

Each line is coded to its own job and cost code, so job 214 shows $2,180 of cost and job 188 shows $900 before GST.

## Common mistakes

- Coding a whole invoice to one job to save time, then correcting it at month end.
- Using different cost codes for the same type of cost on different jobs, so job reports cannot be compared.

## Step-by-step guides for IFS Cloud

- How to enter a supplier invoice with line items in IFS Cloud: https://www.pulsify.tech/how-to/enter-a-supplier-bill-with-line-items-in-ifs-cloud/
- How to code one supplier invoice to several account codes in IFS Cloud: https://www.pulsify.tech/how-to/code-one-bill-to-several-accounts-in-ifs-cloud/
- How to set a default account for each supplier in IFS Cloud: https://www.pulsify.tech/how-to/set-a-default-account-for-each-supplier-in-ifs-cloud/

## What Pulsify adds

Pulsify reads each line and suggests its account and tax code from how that supplier was coded before. Pulsify connects to IFS Cloud. We set up the connection for you. More: https://www.pulsify.tech/automated-line-item-coding/

## Common questions

### Can I code a subcontractor invoice to a project in IFS Cloud?

Yes. When you match the invoice to a payment certificate, the cost postings come from the certificate lines. For a direct entry, add posting lines with the project code part and an amount. The invoice posts when the Balance field is zero.

### How do builders code a bill that covers several jobs?

Split it by line to each job and cost code when the bill is entered. Use the delivery docket or site name on the invoice to choose the job, and add a note where the supplier shows no job reference.

### Can IFS split an invoice over several accounts?

Yes. Add a posting line for each account with its code parts and amount. The invoice posts when the Balance is zero.

## Sources

- https://docs.ifs.com/ifsclouddocs/25r2/lang/en/SupplierInvoicing/ActivityEnterSuppInvPost.htm
- https://docs.ifs.com/ifsclouddocs/23r2/lang/en/SupplierInvoicing/ProcessMainSuppInv.htm
- https://docs.ifs.com/ifsclouddocs/26r1/lang/en/SupplierInvoicing/ActivityMatchSubContractperLine.htm
- https://docs.ifs.com/ifsclouddocs/25r2/SubConValuation/AboutSubContractValuation.htm
- https://www.ato.gov.au/businesses-and-organisations/preparing-lodging-and-paying/reports-and-returns/taxable-payments-annual-report/work-out-if-you-need-to-lodge-a-tpar/building-and-construction-services

Source: https://www.pulsify.tech/line-item-coding-in-ifs-cloud-for-builders/ (last checked 2026-10-19)