What supplier defaults are
Supplier defaults are the coding preferences Datamolino remembers for each supplier. They include things like ledger account, tax code, tracking category, currency, view detail, due date, and invoice description. Once a supplier has defaults, every new invoice from that supplier arrives with those values already filled in.
Defaults are stored per folder. The same supplier in two different folders can have different defaults.
👉 Do I have to code every invoice manually, or will Datamolino remember it?
You only code the first invoice for a supplier. The coding you apply on that first invoice becomes the supplier's defaults, and Datamolino reuses them on every invoice from that supplier from then on. You can still adjust anything that is different on a specific invoice without losing the defaults.
Setting defaults by coding your first invoice
You do not need to open a separate settings screen to create supplier defaults. The simplest path is to code the supplier's first invoice the way you want every future invoice coded.
Open the first invoice from the supplier in your folder.
Fill in the coding fields you want remembered - ledger account, tax code, tracking category, and any other fields your accounting software supports.
Save the document.
Datamolino stores those values as the supplier's defaults. The next invoice from the same supplier arrives with the same coding already applied, so you can move straight to checking and exporting it.
If you want the same starting point for every new supplier in a folder - not just one - set it up once at folder level instead. Learn more about folder defaults.
Editing supplier defaults later
You can change a supplier's defaults at any time. There are two entry points.
👉 How to edit defaults from a document?
Open any document from that supplier and edit the coding fields in the document detail. Saving the document updates the supplier's defaults for future invoices.
👉 Where can I review what has been remembered for the supplier?
Open Supplier Automation from inside the document - the button is just above the contact field.
👉 What fields can I save as supplier defaults?
The exact list depends on your accounting software, but typically it includes:
Ledger account
Tax code
Tracking categories (Xero), class and location (QuickBooks)
Currency
View detail (Invoice Total, Tax Summary, or Line Items)
Due date rule
Invoice description
Approval status and export destination
Auto-export on or off
👉 I have supplier automation set up in Xero - can it be synced to Datamolino?
Yes - for Xero folders you can pull your supplier settings directly from Xero.
Go to Folder Menu
Click Accounting and Automation
Click Automation Contact
Click Download supplier settings from Xero
One thing to be aware of: if you already have supplier automation set up in Datamolino, downloading from Xero will overwrite it.
Applying defaults to invoices you have already uploaded
Supplier defaults apply automatically to new invoices that arrive after the defaults exist. They do not back-fill older invoices on their own, however, Datamolino gives you a one-click way to push the defaults onto invoices that are already in your folder.
👉 I uploaded a bunch of invoices from the same supplier and none of them have coding. Do I have to code them all manually?
No. Code one invoice the way you want, then use Save as Sefault & Apply to push the same coding onto every uncoded invoice already in the folder from that supplier.
The typical onboarding flow is:
Upload all the invoices for the supplier you want to set up.
Open the first one and code it fully.
Save and choose to apply the supplier's defaults to all ready documents.
Datamolino re-runs the supplier's automation on every other document from that supplier that is still in the ready state. You move from "all uncoded" to "all coded" in one step.
👉 Which existing documents get updated?
Only documents in the ready state for that supplier are updated. Documents that have already been exported, are still processing, are duplicates, or are in trash are not touched. This protects anything you have already finalised.
👉 What if I change the defaults later - do older invoices update again?
Not automatically. Each time you change the defaults and want to push the new values onto existing documents, use Apply to all ready again. Already-exported documents are still skipped.
Where supplier defaults sit in the coding priority
Supplier defaults are one of several inputs Datamolino uses when coding a document. Knowing the order helps explain what wins when more than one source could apply.
For most fields, the priority runs roughly like this:
Values you entered or changed manually
The supplier's defaults.
Folder defaults.
This means supplier defaults override folder defaults but can themselves be overridden by anything you save on a specific document manually. For Xero folders, tracking categories locked at folder level are an exception - locked values always apply and cannot be overridden by supplier defaults.
If you want to change the same setting on many suppliers in one go (for example, switching a tax code across a whole supplier list), use bulk edit. Learn more about updating supplier automation settings in bulk.