A part code records where the money for a line on an invoice ended up. WickedFile assigns one to every line automatically, and you can change it when the automatic answer is not right.

There are eight codes, grouped into two colour families. This article explains what each one means, where codes appear, and how the automatic assignment behaves.

Codes are set on individual line items rather than on the invoice as a whole. A single invoice can contain one line sold to a customer and another line that cannot yet be placed.

This is why the Flags column in the AP Hub shows counts rather than one status. To see the codes themselves, open the invoice.

The percentage above the line items is the share of the invoice's value that has been accounted for. On a two-line invoice, 50% means one line is placed and one is not.

Green codes mean the money has been accounted for. Red codes mean it has not yet been placed.

Sold to Customer means the part was bought for a repair order and sold on that repair order. Most lines resolve to this automatically.

Credited by Vendor means a credit memo has arrived and matched, so the money has come back. This is the code that resolves a part you did not sell.

Inventory means the part was bought for stock rather than for a specific job. If lines are landing here that were used on jobs, a PO rule is likely matching more than intended. See Why parts show as Inventory when they are not.

Shop Supplies covers consumables such as brake clean and rags: items a job uses but no job bills by name.

Office Supplies covers front-counter purchases that are not parts at all.

Bought for RO Not Sold means the invoice is tied to a repair order, but the part does not appear as sold on it. There are several ordinary explanations, including a part returned to the vendor while the credit is outstanding, a part placed on the shelf, or a part used on a different job. The code records an open question rather than a conclusion.

Uncategorized Spend means the spend could not be attributed at all, usually because the PO number on the invoice does not correspond to a repair order. This is the code counted by the badge beside AP Hub in the left navigation.

Pending AI means processing is still in progress. It appears briefly, cannot be selected manually, and clears on its own.

Once a person sets a code, it remains until a person changes it. Codes are not recalculated overnight and are not overwritten automatically.

There is one exception. When a matching credit memo arrives, a line in the needs-attention family changes to Credited by Vendor on its own. This is the only automatic change, and it applies in the one case where the new information is conclusive.

Four codes are protected because reconciliation depends on them: Sold to Customer, Credited by Vendor, Bought for RO Not Sold and Uncategorized Spend. They can be renamed or recoloured, but not removed.

Inventory, Shop Supplies and Office Supplies can be hidden if your shop does not use them. Details are in Rename, add and hide part codes.

This version of WickedFile does not have a separate status for a part that has been sent back to a vendor, and there is no return slip to record.

A part awaiting a credit stays as Bought for RO Not Sold until the credit memo arrives, at which point it becomes Credited by Vendor automatically. The reasoning behind this approach is covered in Returned is not credited.