Exporting a new relation/creditor to the Financial System
For Which Financial Systems Is This Functionality Available?
It is possible to export relations/creditors from the Spend Cloud to the following financial systems (only in combination with a webservice):
AFAS
Allsolutions
Exact Globe
Twinfield
VismaNet Financials
How Does It Work?
There are several processes available in the Spend Cloud for creating a new relation/creditor. All information can be found in this article. Please note: when adding a new relation/creditor in the Spend Cloud, make sure to fill in all relevant information.
Before a newly added relation/creditor can be exported to the financial system, it must first be reviewed and approved. You can find how this review process works here. When the ‘Approve’ checkbox is selected and the user clicks ‘Save’, the export of the relation/creditor is triggered.
How Is the New Relation/Creditor Processed in the Financial System?
The way a newly approved relation/creditor is created in the financial system depends on the export definition. In particular, there are subtle differences between systems in how the relation/creditor number is handled.
For example:
In Twinfield, the number field within the relation/creditor details in the Spend Cloud must always be filled in. The structure of this number can be modified in the division settings in Twinfield.
In Visma.net Financials, the system checks the highest existing creditor number and automatically assigns the next number by adding 1.
How Do I Enable This Functionality and What Needs to Be Configured?
Exporting relations/creditors to the financial system is a configuration setting that can be enabled by our Support department. After activation, an export format for relations/creditors must be set up in the administration settings.
Make sure that user permissions are configured correctly for those who are allowed to add and review new relations/creditors. Most customers prefer to apply a four-eyes principle for adding new relations/creditors. In the permission set, this involves the following checkboxes:
When the ‘Add’ checkbox (as shown in the screenshot above) is selected, users with this permission will see an extra button when coding an invoice, allowing them to manually add a relation/creditor.
Can I Also Export Changes to Existing Relations/Creditors?
Yes, it is possible to export changes as well. As with new relations/creditors, modifications must first be reviewed and approved. Once the change has been approved, it will automatically be exported. You can read more about this process here.
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