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Do Part Codes ever change on their own in the AP Hub?

Do Part Codes Ever Change on Their Own?

Short answer: No — part codes in the AP Hub do not randomly change on their own.

WickedFile is built so that coding is the final state, not matching. Once an invoice is coded, it will stay that way unless a human changes it — with one specific exception outlined below.

How Part Codes Work in the AP Hub

Inside the AP Hub, every invoice is automatically coded using OCR, AI, and reconciliation logic. The default codes include:

  • Uncategorized Spend (red)

  • Bought for RO, Not Sold (yellow)

  • Sold to Customer (green)

  • Returned to Vendor (green)

  • Credited by Vendor (green)

  • Inventory Purchase (green)

  • Shop Supply Purchase (green)

  • Office Supply Purchase (green)

  • Pending AI Analysis (grey)

You can then manually recode any invoice as needed.

As outlined in our internal documentation, when a user recodes an invoice, that invoice stays under that code until it is re-recoded again by a human

The One Exception

There is only one automatic code change that can occur:

Returned → Credited

If an invoice (or part) is coded as Returned to Vendor, and later a matching credit memo is uploaded and reconciled, WickedFile will automatically update the code to:

➡ Credited by Vendor

This reflects the true AP state — the shop has now received its money back.

This is not random. It’s intentional and part of proper AP tracking.

Why WickedFile Doesn’t “Auto-Flip” Codes

WickedFile is designed around AP process integrity.

If codes changed automatically without user input:

  • You’d lose control of your workflow.

  • Your AP Hub would feel unpredictable.

  • You couldn’t confidently close statements.

Instead, WickedFile ensures:

  • Coding reflects financial reality.

  • Human decisions remain intact.

  • The AP Hub gives you a stable 30-day workflow to close vendors confidently.