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 journalnumbers. |
| 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. |
| Name | The display name of the administration in Spend Cloud. |
| Official name | The formal name of the administration. |
| 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.
Other
Finally, at the bottom, you can indicate whether the administration is active or passive.
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