描述
Record the allocation, not a payment decision
Use the impression on an invoice cover sheet or in an unused area of the paper copy so the original supplier details remain legible. The purpose is to collect the internal allocation required by your own accounts process. A person checking the invoice can then distinguish the accounting destination from the approval signature. Do not use the heading as evidence that money has been transferred, that the supplier has been verified or that the expense is eligible for any particular treatment.
Keep codes and descriptions distinct
Account code identifies the category used in your ledger; cost centre identifies the team or business unit; job or project identifies the activity being charged. Replace these labels if your organisation uses another naming system. Keep a changing code handwritten rather than permanently printing one example into the reusable stamp. If an invoice has several allocations, use a separate allocation sheet and write its reference in the impression instead of squeezing multiple amounts and codes into one small blank.
Design for the person entering the record
Check the length of the codes staff actually use before shortening any blank. A job number with a department prefix can need more room than a short numeric account code. You can remove an unused field and extend another line in the live editor. Keep the coded-by and date fields if your process needs a person to contact about an unclear allocation. They identify the entry on paper; the stamp itself neither records a user account nor creates an electronic audit trail.
Choose the right accounts mark
This layout is different from a Tax Invoice Checked stamp, which is a short checking mark, and from an Accounts Approved For Payment stamp, which has a different decision purpose. Use coding before or alongside those separate steps according to your own workflow. Confirm the completed allocation in your accounting system after entry. If wording would imply a review that has not happened, leave the relevant result blank and ask the responsible team rather than preprinting an unconditional declaration.
Questions about this layout
Does it connect to accounting software?
No. It produces a physical impression. Your staff enter and verify the allocation in their usual accounting system.
Can I change cost centre to department?
Yes. Every line is editable, including the heading and labels. Keep sufficient space for the longest handwritten entry.
Is a coded invoice approved for payment?
Not automatically. Coding, approval and payment are separate actions; retain your organisation's authorisation process.
Size, ink and approval
The impression is 70 mm wide by 40 mm high. Edit the wording and choose Black, Blue or Red in the live editor. Review the fit warning and approve the specific final artwork before production; the checkout acknowledgement is not final proof approval. See the matching custom stamp size and proof process.
