How can we incorporate our modified/new organizational structure into Spend Cloud?
Significant changes within an organization, such as a reorganization or the establishment of a new administration or department, may lead to misalignment between the Spend Cloud configuration and the organizational structure and employee roles. The addition of a new component within the structure may be necessary, or the number of changes within the current organizational structure and employee roles may be substantial enough to warrant the import of a new organizational structure alongside the existing one, providing a better solution than manually implementing all changes. This article provides information on adding a (new) organizational component and the associated steps. Some steps in this instruction can be executed by a consultant in consultation with Visma | ProActive.
Expanding Organizational Structure
Within application management, you control the organizational structure in the "Organization / Structure" menu. The structure consists of Organizational Units and forms the basis for building the authorization schema.
You can expand the organizational structure by clicking on the plus sign next to an organizational unit. This creates a lower-level organizational unit. By gradually adding new organizational units, you can expand the current organizational structure.
If you want to build a completely new structure alongside the current one, you can edit the organizational units at the same level as the "Old structure" (see the image below) and move them to "Old Structure." This allows you to easily distinguish between the old and new structures. You can change the "Part of" field to the Organizational Unit "Old structure."
In addition to moving Organizational Units, you can now also build the new structure. If the organizational structure contains many new organizational units, a ProActive Consultant can assist in importing the organizational structure. Please contact us for assistance.
Creating Function Profiles
In application management, you manage funtion profiles in the "Organization / Function Profiles" menu. A function profile allows you to assign a standardized role to an employee. A Function profile consists of a rights set and additional role options. When assigning a role to an employee, one or more Function profiles can be assigned.
If you are not yet using Function profiles or want to add a new funtion profile, click on the "Add" button in the "Function Profiles" menu. Fill in the following required fields:
Code
Provide a code for the funtion profile. This code can be used later to import roles based on a funtion profile into ProActive.
Name
Provide a name for the funtion profile. This name is visible when adding a role to an employee.
Rights
Indicate which rights set the funtion profile is linked to.
Description
Optionally, provide an additional description in the description field.
Click "Continue" to go to Step 2 of creating a function profile, where you will find additional options based on the chosen rights set in Step 1. Fill in these fields as needed and click "Save."
Assigning Employee Roles Based on Function Profiles
In application management, you can assign a role to an employee in the "Organization > Roles" menu. Spend Cloud allows you to manually assign roles to employees or import large numbers of roles based on funtion profiles.
Manually Adding Employee Roles
Create a search selection for a desired module and click "Select" to display the current overview of roles. Choose under which organizational unit you want to add a role for an employee and click on the plus sign next to the organizational unit.
To assign a role to an employee, fill in several required fields:
Employee
Enter the name of an employee to whom you want to assign the role. If the desired employee does not appear, you must first create the employee.
Base on function Profile
Defaults to "yes" if funtion profiles are present, indicating that the previously created funtion profiles are used as a basis for assigning the role. If you want to add a deviating role in an exceptional situation, you can base it on a rights set and fill in the additional options yourself by setting this setting to "no."
function Profile
Choose the funtion profile you want to assign to the respective employee.
Organizational Unit
his is the part of the structure where you place an employee's role.
Importing Employee Roles Based on Funtion Profiles
To import a large number of roles at once into Spend Cloud, roles can be imported based on a funtion profile. For this, you can set up a file that can be read into Spend Cloud. To read the file, an import definition must be created in Spend Cloud, indicating from which column in the file information must be taken and in which column it must be filled.
Contact a ProActive consultant or the ProActive support department to set up an import definition.
You can start creating the file to import roles based on the function profile.
The file consists of three columns:
Organizational Unit
In this column, fill in the Organizational Unit under which an employee should receive a role. The name in the file must exactly match the name of the organizational unit in Spend Cloud.
Username
In this column, enter the username as filled in for the employee in ProActive.
function Profile
In this column, enter the code of the funtion profile to be assigned to the employee.
In application management, in the "Organization > Roles" menu, choose the "Import roles based on funtion profile" button. An import definition is filled in for importing the funtion profiles. You can select the file you created earlier from your computer and then click "Import."
Importing roles based on funtion profiles serves only as an additive function. If you want to remove roles, you can do this manually by selecting and deleting the relevant roles.
Linking Master Data to the New Structure
If your organization uses the Invoice Processing, Procurement, Commitments, and/or Expense Claims modules, the newly created organizational units need to be linked to the corresponding master data, such as cost centers and, depending on the configuration, cost units and/or other free fields. Linking these master data to an organizational unit is necessary to correctly execute the financial coding process. The organizational unit serves as the link between one of the master data and the employee who will need to perform an action.
Note: For the Cash & Card module, linking master data to an organizational unit is not applicable, as the links are made per transaction, see the Cash & Card section later in this article.
Linking Cost Centers to Organizational Unit
In application management, in the "General / Cost Centers" menu, you can create a cost center and link it to a (new) organizational unit. For the relevant cost center, you can choose more options by clicking on the three dots. Then choose the "Link Organizational Units" option.
In the next step, you can select one or more organizational units to link to the cost center. If the correct organizational units are selected, click "Continue" and in the next step click "Save."
In addition to manually linking cost centers to organizational units, these links can also be imported. Use the "Import organizational unit - cost center links" button for this. Import a file with the cost center number in one column and the name of the organizational unit in the other.
Linking Cost Units and Other Free Fields to Organizational Unit
In application management, in the "Organization / Structure" menu, you can (depending on the configuration or requirement) link cost units and other free fields to an organizational unit. For the desired organizational unit, choose more options by clicking on the three dots. Then choose the "Link Cost Unit (or the name of the free field)" option.
You can then indicate which cost units or free fields can be linked to the organizational unit. If desired, a standard can be specified immediately. If the correct information is selected, click "Continue" and in the next step click "Save."
Copying Links
If the same links apply to multiple organizational units, you have the option to copy links linked to one organizational unit to another organizational unit.
In application management, in the "Organization / Structure" menu, you can perform the copying of links from one organizational unit to another. For the desired organizational unit, choose more options by clicking on the three dots. Then choose the "Copy Links" option.
In the next step, you can indicate which master data you want to copy. Then click "Continue."
You can then specify to which organizational units the cost units should be copied. When all relevant organizational units are selected, click "Continue" and then "Save."
Invoice Processing & Commitments: Setting Up Workflows
In addition to linking a cost center (and optionally cost units or free fields) to an organizational unit, a workflow can also be set up for the Invoice Processing and Obligations modules. With the help of the configured workflow, the automatically assigned default organizational unit is filled in when coding an invoice or obligation for that specific cost center. In application management, in the "General > Cost Centers" menu, you can set up a workflow. For the relevant cost center, you can choose more options by clicking on the three dots. Then choose the "Set Up Workflow" option.
For the respective cost center, you can then indicate which organizational unit should be filled in by default. If applicable, this can be done per administration. You do not need to fill in the employee field. Automatically, the employee (or, depending on the configuration, a group of employees) with the lowest authorization amount under the organizational unit will be selected. If the correct information is selected, click "Save."
Workflows can also be imported with a file using the cost center number, organizational unit, optionally the action, and optionally the username of the employee.
Attention Point: The workflow of free field 3 takes precedence over the workflow of free field 2, the workflow of free field 2 takes precedence over the workflow of free field 1, the workflow of free field 1 takes precedence over the workflow of Cost Unit, the workflow of Cost Unit takes precedence over the workflow of General Ledger Account, and finally: the workflow of General Ledger Account takes precedence over the workflow of cost center. The reason is that the workflow of the cost center is often the most general, and another workflow provides a more specific situation.
Cash & Card: Cards, Creating Cardbooks and Required Links
If your organization uses the Cash & Card module, in many cases, a Cardbook (or, to a decreasing extent, a Cashbook/Bankbook) must be created so that the new department/location can use the Cash & Card module.
- Requesting a New Card or Cards
- Create a new book.
- Link the new book to cost types, cost centers, and (if applicable) cost units, free fields, and/or VAT codes.
Procurement: Creating a Receiving Group and Delivery Address for the New Structure
If your organization uses the Procurement module, it is often necessary to create a 'receiving group' and 'delivery address' for the new organizational unit.
- Creating a New Receiving Group
- Creating a New Delivery Address
- Check OCI/Webshop suppliers to see if an OCI account needs to be requested per delivery address from the supplier and needs to be configured.
Contract Management: Creating a Contract Management Group for the New Structure
If your organization uses the Contract Management module, it is worth considering creating a contract management 'group' for the new organizational unit for contract visibility.
Related Articles
Structure
In the menu Application Management / Organization / Structure, you will find an overview of your organizational structure as defined in the Spend Cloud. The structure captures the hierarchy between all locations and/or departments within your ...Add a new cost unit
In the menu section Cost Units, you'll find all the cost units added in Spend Cloud. Here, you can manually add a cost unit or import cost units. From the overview, you can also link organizational units and books. Cost units are an optional field ...Proces creating a new creditor
Below are four work processes described that can lead to the creation of a new creditor. Option 1: Create Creditor based on central supplier request If invoice processing and the procurement module are in use The supplier is created by the central ...Permissions and roles within the Spend Cloud
During the implementation process of Spend Cloud, an organizational structure is established. You can find this structure under Application Management / Organization / Structure. The structure serves as the foundation for the operation of Spend Cloud ...Rights
In the application management of Spend Cloud, you will find the Rights menu. Rights are always bundled in a rights set. With a rights set, you determine which menus an employee has access to and which buttons they can use. In Application Management / ...