General config settings
In the menu section "Configuration Settings / General," you will find settings that apply to the entire Spend Cloud. These settings cover aspects such as login settings, password requirements, language settings, and organization details as configured in the Spend Cloud. For more information about configuration settings, refer to this article.
Make sure you understand what each setting does before making any changes. During the implementation of your Spend Cloud environment, you can always contact your Visma | ProActive Consultant for advice. If a module is already implemented, you can reach out to our support department for assistance.
Once you have made changes to a setting and clicked on "Save," you will need to log out and log back in to activate the changes. You do this by clicking on your name in the top right of the Spend Cloud, next you click on logout in the menu. When you log in again, the changes will be visible in your Spend Cloud environment. This also applicable for other users.
The following settings are currently visible in the Spend Cloud. Most of them can be edited by you, but some cannot. Our goal is to make as many settings as possible available for editing in the Spend Cloud. Currently, this is not possible for all settings, for example, because a database change is required, or a setting only works in combination with other settings or external packages. We will try to describe this as much as possible for each setting.
The configuration settings that you can currently edit in the "General" section are as follows:
067 - Session Timeout
Specify after how many minutes of inactivity a session will expire. When a session expires, users will need to log in again.
002 - Application Manager Email
Set the email address of the application manager. This address will be visible in notification emails to users, so they know where to direct their questions.
003 and 004 - Login Email
Each time a user logs into the Spend Cloud, you can choose to send an email to the email address specified in setting 004.
088 - Failed Emails
Set the email address where error messages from the web service should be sent if the Spend Cloud fails to send a message.
005 - Replacement
With this setting, you can create a list of people who can replace each employee during absences. You can either manually create a list for each employee (time-consuming) or choose "entire organization" to allow any employee to select a replacement from all other employees.
035 - Replacement Notification
Indicate whether an assigned replacement of an absent employee should receive a notification that they need to act as a replacement.
061 - Browser Notification
Set up a notification to be displayed upon login if the user is using an outdated browser.
078 - Decimals in Export File
Specify how decimals should be represented in an export file: using a period (English) or a comma (Dutch).
090 - Password Reset Request
If this setting is enabled, users can request a new password, which will be sent to them via email.
007 - Password Change
By enabling this, employees can change their passwords in the profile settings.
008 - Password Change after First Login
With this setting, a user is required to change their password immediately after their first login.
009, 244, 245, 246, and 010 - Password Requirements
Determine the password requirements for your organization.
011 and 012 - Password Expiry
Set whether users need to reset their password after a certain period.
167 - Incorrect Password Attempts
Specify how many times users can enter an incorrect password.
176 - Reuse Password
Indicate how many times a user can reuse the same password as the new password.
Financial
013/014/252/200 - Deviating Financial Fiscal Year (Cannot be changed via the Spend Cloud)
If this setting is enabled, you can specify the month in which the financial fiscal year starts if it deviates from January 1 to December 31. You can also indicate whether this applies to the Expense claim module, Invoice Processing, or both.
015 - Cost Units (Cannot be changed via the Spend Cloud)
If this setting is enabled, cost units can be used. This setting cannot be edited because disabling it makes the entire history related to cost units invisible.
101 - VAT Pro Rata (Cannot be changed via the Spend Cloud)
If this setting is enabled, an additional menu for VAT Pro Rata is available, where you can add options that can be chosen when coding invoices. Since this can also be set in the VAT percentage itself and the components set in this menu can be exported to a limited number of financial packages, we recommend not using this setting, and it cannot be changed via the Spend Cloud.
016 - Multiple Administrations (Cannot be changed via the Spend Cloud)
If this setting is enabled, you have the ability to create multiple settings in the Spend Cloud. Some things in the Spend Cloud environment will need to be linked to the (at that time) only administration, and this can only be performed by a (support) consultant from Visma | ProActive. For this reason, you cannot enable this setting yourself.
039 - Filter Employee List by Organizational Unit (Cannot be changed via the Spend Cloud)
If this setting is enabled, users can filter the Invoice Processing archive on employees only finding users who have a role in the same organizational unit as themselves.
040 - Administrators per Administration (Cannot be changed via the Spend Cloud)
If this setting is enabled, module administrators can be linked to administrations through their role or function profile, and only these administrations will be visible to them. If this setting is disabled, module administrators can see the data from all administrations. Due to the impact of changing this setting, it can currently only be changed by a Visma | ProActive Support consultant or consultant.
017 - Creditors per Administration (Cannot be changed via the Spend Cloud)
This setting allows the creation of creditors per administration. This setting only works in conjunction with setting 016 and requires a similar change, so it can only be converted by a Visma | ProActive Support consultant or consultant.
037 - Payment Methods (Cannot be changed via the Spend Cloud)
If this setting is enabled, payment methods can be set in the Spend Cloud, indicating how the invoice should be paid. This setting only works in conjunction with a small number of financial packages and can only be changed by a Visma | ProActive Support consultant or consultant.
137 - Payment Conditions per Administration (Cannot be changed via the Spend Cloud)
This setting allows the creation of payment conditions per administration. This setting only works in conjunction with setting 016 and requires a similar change, so it can only be converted by a Visma | ProActive Support consultant or consultant.
018 - General Ledger Accounts per Administration (Cannot be changed via the Spend Cloud)
This setting allows the creation of general ledger accounts per administration. This setting only works in conjunction with setting 016 and requires a similar change, so it can only be converted by a Visma | ProActive Support consultant or consultant.
019 - Cost Centers per Administration (Cannot be changed via the Spend Cloud)
This setting allows the creation of cost centers per administration. This setting only works in conjunction with setting 016 and requires a similar change, so it can only be converted by a Visma | ProActive Support consultant or consultant.
020 - Cost Units per Administration (Cannot be changed via the Spend Cloud)
This setting allows the creation of cost units per administration. This setting only works in conjunction with settings 015 and 016 and requires a similar change, so it can only be converted by a Visma | ProActive Support consultant or consultant.
161 - Cost Center per Organizational Unit
Set a cost center per organizational unit with this setting.
042 - Custom Field 1 per Administration (Cannot be changed via the Spend Cloud)
This setting allows the creation of Custom Field 1 per administration. This setting only works in conjunction with settings 016 and 047 and requires a similar change, so it can only be converted by a Visma | ProActive Support consultant or consultant.
059 - Custom Field 2 per Administration (Cannot be changed via the Spend Cloud)
This setting allows the creation of Custom Field 2 per administration. This setting only works in conjunction with settings 016 and 051 and requires a similar change, so it can only be converted by a Visma | ProActive Support consultant or consultant.
060 - Custom Field 3 per Administration (Cannot be changed via the Spend Cloud)
This setting allows the creation of Custom Field 3 per administration. This setting only works in conjunction with settings 016 and 055 and requires a similar change, so it can only be converted by a Visma | ProActive Support consultant or consultant.
190 and 191 - Belgian Tax System (Cannot be changed via the Spend Cloud)
This setting can be enabled for environments that must adhere to the Belgian tax system. These settings are enabled directly when creating the environment (if applicable) and cannot be changed in the Spend Cloud due to their nature and impact.
180 - Show 'General Ledger Account' field when editing a VAT percentage (Cannot be changed via the Spend Cloud)
This setting allows setting a general ledger account per VAT percentage to book VAT, instead of one general account set in the administration.
230 - G-Accounts (Cannot be changed via the Spend Cloud)
This setting allows setting a G-account with a creditor, making it possible to indicate whether (part of) the invoice should be booked on the G-account. This setting only works in conjunction with a limited number of financial packages and can only be enabled by a Visma | ProActive Support consultant or consultant.
228 - Add Creditors via Spend Cloud (Cannot be changed via the Spend Cloud)
When this setting is enabled, you can add relations to the Spend Cloud yourself instead of only through an import from the financial package. These relations are reviewed after creation and, upon approval, exported to the financial package. This setting only works in conjunction with a limited number of financial packages and can only be enabled by a Visma | ProActive Support consultant or consultant.
Currencies
124/139 and 125 Multiple Currencies per Module and Default Currency (Cannot be changed via the Spend Cloud)
With these settings, multiple currencies can be created per module. Some things in the Spend Cloud environment will need to be linked to the current default currency, and this can only be done by a (support) consultant from Visma | ProActive. For this reason, you cannot enable this setting yourself.
Single Sign On
041 Single Sign-on (SSO) (Cannot be changed via the Spend Cloud)
This setting enables Single Sign-on for a specific identity provider. The use of login with Single Sign-on incurs implementation and monthly costs. This setting will be enabled by a Visma | ProActive consultant (or Support consultant) after agreement with your Visma | ProActive account manager. More information about Single Sign-On can be found here. For questions about the costs and implementation of SSO, you can contact the Visma | ProActive account manager of your organization or your Spend Cloud consultancy partner.
224 - Metadata URL (Cannot be changed via the Spend Cloud)
This field is no longer used and will eventually be removed.
261 - Metadata URL (Cannot be changed via the Spend Cloud)
This field contains the metadata URL of your Single Sign-on environment, determining the route taken when logging in via SSO. This field is usually filled during an implementation project by a Visma | ProActive consultant or Support consultant and, due to its significant impact, cannot be changed via the Spend Cloud. If your organization already uses SSO and wants to use a different URL, contact the Visma | ProActive support department. Read more about setting up Single Sign-On here.
095 and 099 - Key Field and Mapping (Cannot be changed via the Spend Cloud)
When logging in with Single Sign-on, the data with which a user logs in is compared with a user in Spend Cloud. These fields are configured during an implementation project by a Visma | ProActive consultant or Support consultant and, due to their significant impact, cannot be changed via the Spend Cloud. If your organization already uses SSO and wants to use other key fields, contact the Visma | ProActive support department.
064 - Test Key Field Mapping Before Migration to Google Cloud Platform (Cannot be changed via the Spend Cloud)
This is a temporary setting that is no longer used and will eventually be removed.
096 - Single Sign-On Hybrid Version
If your environment has Single Sign-On (SSO) enabled, you can allow users to choose between logging in with SSO or using a username/password.
227 - SSO with /user
If your environment has SSO enabled, users can log in using a username and password outside of SSO by enabling this setting.
097 - Creating Employees in Spend Cloud (Cannot be changed via the Spend Cloud)
This setting allows you to create employees in Spend Cloud manually. When using Single Sign-On (SSO), it is preferable to create employees only through an import rather than manually. This setting cannot be modified through the Spend Cloud interface.
108 and 109 - Error Message
If SSO login fails, you can choose whether or not to display the set error message.
048, 049, 073, 052, 053, 074, 056, 057, and 075 - Custom Fields
If you want to add extra fields to the Spend Cloud for invoices/orders, you can specify the names for these fields in these settings. Additionally, you can indicate whether these fields are available per organizational unit with associated values or available for the entire organization.
Settings 047 & 050, 051 & 054, 055 & 058 - Free Fields and Maximum Number of Characters per Free Field (Cannot be changed via the Spend Cloud)
By changing these settings, free fields can be enabled. Exporting free fields varies per financial package, and some changes in the connection with the package can only be made by a Visma | ProActive consultant or Support consultant. Therefore, these settings cannot currently be changed via the Spend Cloud. If you wish to use these fields, you can contact Visma | ProActive.
068 - Import Schedule Notification
To enable this, you need an SCP upload account. Contact our Support department for assistance. If import scheduling is activated by system administration, this setting is disabled.
111, 260, and 113 - Language Settings
With these settings, you can specify which languages should be available in your Spend Cloud environment and set the default language. Users are then able to set a preferred language in their profile settings.
066,076,077
This functionality is not supported anymore, these settings will be removed soon.
Settings 079/080 - IP Blocker and Allowed IP Addresses (Cannot be changed via the Spend Cloud)
If this setting is enabled, only the allowed IP addresses can log in to your Spend Cloud environment. Due to the impact of these settings, they can only be changed by a Visma | ProActive consultant or support consultant.
Setting 181 - Maintenance Mode (Cannot be changed via the Spend Cloud)
This setting is only used when maintenance is performed on the Spend Cloud environment. It is only activated by Visma | ProActive and is almost always done in consultation.
Settings 119 / 120 - VAT Signaling (Cannot be changed via the Spend Cloud)
With these settings, it is possible to give notifications when encoded combinations of VAT code, general ledger, and/or cost center are not allowed. If this setting is enabled, rules need to be configured to determine which combinations are allowed, and until then, invoices cannot be coded. For this reason, this setting can only be changed by Visma | ProActive, and prior coordination is required to determine which combinations are allowed.
148 - Coding Matrix
By enabling this setting, you can define corresponding cost centers, cost carriers, and custom field values for each general ledger account, which can be selected during coding.
154 - External Coding
If employees other than the financial administration are authorized to code invoices, you can specify which fields are available or not available for coding for these users.
199 - Mobile Application
Enabling this feature allows employees to use the Spend Cloud App, enabling them to perform certain actions through their mobile phones.
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