Adding or edit an Administration

In the menu section 'Administrations', you can add a new administration or remove an administration, as well as view or edit the details of existing administrations.

Adding an administration

You can add a new administration by clicking on 'Add' at the top of the overview. You must fill in at least the mandatory fields (which are marked with an asterisk). If an existing administration already exists, you can check which values the fields have been assigned. Additionally, you can select the applicable VAT percentages if the administration is subject to VAT. The fields related to the desired 'export format' can be filled in by our support department, so that data can be exported to a specific financial package. If your organization uses multiple modules, you need to specify the export format for each module. Once you've filled in all the information, you can click 'Save' at the top.

Depending on your role, it's advisable to check whether a separate list for creditors, general ledger accounts, cost centers, and/or cost bearers needs to be added for the new administration through the respective menus.

Copying an administration

Instead of adding, you can copy an existing administration. This way, the administration fields are pre-filled from the administration you're copying from.

Editing an administration

Depending on your settings, you can edit an administration by clicking on the administration itself or the pencil icon. It's possible that you can only edit administrations for which you have administrator access.

You can also set an administration to 'passive'. In this case, the administration can no longer be selected for new items such as invoices, but you can still search for the passive administration in an archive or reporting menu.

If you want to continue searching within the relevant administration, it's better to set it to passive rather than deleting it, because in the latter case, you won't be able to search within the deleted administration in the overviews anymore.

Viewing an administration

Depending on your settings, you can view an administration by clicking on the administration itself or the magnifying glass icon. It's possible that you can only view administrations for which you have administrator access.

If the Procurement module is used, when viewing the administration, a translation per language can be added at the bottom of the page. This allows you to customize the email sent to the supplier and edit or create the text for the PDF order as per the desired language. If multiple languages are added, you can then specify the language setting for the email and order per supplier via Application Management / Purchase / Suppliers.

Data per administration

Within the administration, you record information that impacts the various modules within Spend Cloud and the integration with your financial package. Below, you'll find an explanation of the data you capture within the administration. Please note that depending on how your Spend Cloud is configured, not all fields may be visible and/or applicable.

At the top, you'll find the general administration settings, where you establish the following: 

Number	This is the administration number within Spend Cloud. This number often appears in journal numbers, order numbers and contract numbers. Ensure that this always has the same amount of characters as other administrations and that it is unique. If, for example, the last three characters of the administration are used in the journal number/contract number, etc., ensure that at least these three characters are unique.
Number in the financial package	This is the administration number within the financial package. This number is used to call the administration in the financial package during imports and exports. Only change this if the number has also been changed in your financial system; otherwise, invoices may not be exported or may be sent to the wrong entity in your financial system.
Name	The display name of the administration in Spend Cloud. This field can be changed without major consequences; only the display name within Spend Cloud will be updated.
Official name	The formal name of the administration. This name is included in procurement orders sent to suppliers.
Journal number	The purchase journal number in the financial package for exporting invoices.
Journal number transitory	Het memoriaal dagboeknummer in het financieel pakket voor de export van facturen met een periode afwijking of periodeverdeling.*
Account number transitory	Het grootboekrekeningnummer in het financieel pakket voor de export van facturen met een periode afwijking of periodeverdeling.*
Journal number current account	Het dagboeknummer in het financieel pakket voor de export van facturen met een intercompany boeking naar deze administratie. Let op: vul hier het dagboeknummer in dat wordt gebruikt indien er vanuit een andere administratie kosten worden gemaakt voor deze administratie.*
Contra account current account	Het dagboeknummer in het financieel pakket voor de export van facturen met een intercompany boeking naar deze administratie. Let op: vul hier het dagboeknummer in dat wordt gebruikt indien er vanuit een andere administratie kosten worden gemaakt voor deze administratie.*
Journal number preregistration ​	The journal number in the financial package for exporting invoices.*
Account number preregistration	The account number in the financial package for exporting invoices.*
Creditor account	The counteraccount of creditors in the financial package.*
Account for prepaid items	The general ledger account number for prepaid items.*
Bank/cash account	The bank/cash account in the financial package for client invoicing from purchase invoices.*
VAT​	Here you indiciate whether an administration is subject to VAT and link the VAT codes that may be used within this administration.*
Default VAT	If you select a VAT rate here, all invoices with this rate will be generated. Any values recognized by OCR will be overridden by the choice made here.
Journal number for invoices in transit	The journal number in the financial package for invoices in transit.*
Account for invoices in transit	The account number in the financial package for invoices in transit.*

*Not always applicable.

Procurement

If you use the Procurement module, you can record the following under the Procurement section:

Invoice mailing address

VAT procurement in transit

Exportformat for orders in transit

Journal number for orders in transit

Account number for orders in transit

Order PDF settings

Here you can modify the settings for the PDF sent to a supplier with an order request. More explanation about these settings can be found in this article.

Invoice Processing

If you use the Invoice Processing module, you can record the following under the Invoice Processing section:

Default value of our payment reference to the invoice header.	Learn more about setting a default description for invoice line and header in this article.
Default value of our payment reference to the invoice header.	Read more in this article about setting a Standard description invoice line
Automatically export invoices.	It's possible to automatically export invoices after they've been approved or verified. This is only possible if your organization uses a webservice.
Apply default description in invoice head *	Read more in this article about setting a Standard description invoice line
Description invoice line	Read more in this article about setting a Standard description invoice line
Autosuggest	Read more in this article about Autosuggest
Group order lines with the same encoding.	When enabled, during matching an order to an invoice all order lines with the same encoding will be grouped to one invoice line.

Invoice Information

Here, you record the Chamber of Commerce (CoC) number and VAT number of your organization.

Rounding Differences

Here, you can specify how to handle differences in invoices caused by rounding in XML invoices and invoices automatically matched to an order. You can choose to add the amount to an existing invoice line or create a separate invoice line (adjustment line) for it. Additionally, you can specify the minimum amount (in cents) that should trigger a notification in the coding screen.

Other

Finally, at the bottom, you can indicate whether the administration is active or passive.

Administration connections

In the overview of the menu item 'Administrations,' you can click on the three dots to create links. The links and the modules where they are visible are explained below.

Link suppliers - Procurement module

Link function profiles for expense claims - expense claims module

Link function profiles for module administrators - All modules when  in the configuration 'administrator rights per administration' is enabled.

Link Suppliers

When using the purchasing module and multiple administrations, it is necessary to link suppliers to an administration. This can be done from the menu item Application Management / Procurement / Suppliers (link to the page). To make it easier to link suppliers to administrations (especially if all or a large part of suppliers should be available per administration), it is possible to do this in the administrations menu. By clicking on the three dots and then on 'link suppliers,' you can select the suppliers that should be available in the administration. Click on 'show all' at the bottom right to show and select all suppliers at once.

Depending on the setting in 'my profile,' a certain number of suppliers are available per page.

Link Function Profiles for Expense Claims

When using the expense declaration module, it is necessary to link the function profile to an administration to determine within which administration expense claims can be made (link to function profiles page). By clicking on the three dots at Application Management / General / administration and choosing 'link function profiles for expense claims,' you can link one or more existing function profiles to the relevant administration. This simplifies management and linking.

Link Function Profiles for Module Administrators

When the configuration setting (which you can see yourself with the right permissions or have enabled for administrators) 'administrator rights per administration' is enabled, you can determine for all administrators (employees with an administrative or archive access role) which administration they have access to. This can be set in the function profile (link to function profiles page) or from application management / General / administration three dots, and then choose 'link function profiles for module administrators.' This makes it easier to link function profiles with an administrative or central role to one or more administrations.

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