System Administrators with Root Org Unit access can create new Legal Entities within Quadient AP. New Legal Entities must be configured to your company's needs before processing invoices. For desktop ERPs, please ensure the new entity is connected to SmartSync.
Org Units can be created once the new Legal Entity is set up. Follow our guide here to set up all necessary Org Units.
System Administrators must ensure users have the necessary access to any new Legal Entities. Navigate to Settings, select User Management to see all users, and click the pencil icon to edit a user. The new Legal Entities can be added under Additional Org Units.
Once you have made the desired changes, click the 'Save' button at the bottom of the box.
Unused lists can be deactivated in List Management. This prevents the list from being coded onto the invoice, which could lead to sync errors.
Under List Management, select the Legal Entity and the unused list. When viewing the list, toggle Active to No. A message will pop up asking you to confirm your choice, click Yes to successfully deactivate the list.
This option can only be used to deactivate an entire list. To deactivate a specific list item, deactivate the item in your ERP first and run a sync.
Default List Items can also be configured at the List Management level. This allows a specific list item (AP Account, Tax, etc.) to be coded by default on all invoices under this Legal Entity.
Under List Management, select the Legal Entity and the necessary list. Find the required list item, and click 'Default'. A message will pop up asking you to confirm your choice, click Yes to successfully set the default list item. You can quickly check a list's default item on the left side of the menu.
Approval channels are used to direct items in Quadient AP for approval. Before processing any items for the new Legal Entity, System Administrators must ensure all Approval Channels are set up and ready for use. You can follow our guide here to create the Approval Channels. Contact your Customers Success Manager if you need any assistance.
Under Settings - Invoice/Purchase Orders/Payments, specific coding field requirements can be set. You can enable required fields that must be coded before an item can be submitted for approval, fields that the Super Approver role can override, and minimum/maximum field input lengths.
Please note the minimum/maximum field input lengths relate to your ERP's field input lengths. Quadient AP can not override the ERP's field input length, and trying to do so may cause sync errors.
Certain ERPs allow you to post invoices to a month other than the one specified on the invoice. Under Settings - Invoice, select Exporting Fields. Select the Legal Entity, click Post Month, and click the Enabled checkbox. Click Save, and in the Export tab, the Post Month date selection will now be visible.
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