Relations

Relations

Within the Spend Cloud the Relations are used for booking invoices, commitments & contract and to link to suppliers. Via Application management / General / Relations you can view and manage all relations. There are several available fields so you can specify your search for relations. It is most common to add relations to the Spend Cloud via an import from your financial package but, depending on the settings of your environment, it is also possible to manually add relations through the Spend Cloud. 

Mass update

With mass update it is possible to edit multiple relations at the same time instead of doing this one by one. More information about the mass update can be found in the article 'Mass update relations'. 

Import relations

With this button it is possible to import relations into your Spend Cloud environment. Depending on the setting of your environment, it is possible to import the relations with a CSV-file and/or via the webservice. 

Add 

Depending on the settings of your Spend Cloud environment, it is possible to manually add relations to the Spend Cloud. If your environment allows adding relations manually via the Spend Cloud, you can add a new relation via the button 'Add' on the top of the relation-overview. Remember that the assessment of the new relations should be added to the excisting sets of rights.

CSV Export

With this button you can export a CSV-file with all (or selected) relations. 

Excel export

With this button you can export a Excel-file with all (or selected) relations. 

Create PDF

With this button you can export a PDF-file with all (or selected) relations. 

When you navigate to the relation with your mouse (but dont click it yet), the submenu's wil pop up (blue icons in the below screenprint).


Submenu relations

From left to right:

Add template
Via this button you can directly add a new template for the selected relation.

View
Via this button you can view the relation-information. It's also possible to view the linked bank accounts and available templates for the relations by pressing the view-button.

Assess
If your environment enabled the possibility to add relations through the Spend cloud, these should be assessed. The hamer-icon show, in case it's blue, the relations which need to be assessed before they can be used. A grey hammer means the relations has already been assessed. By clicking on the blue hammer, you can assess the relation.

Delete
Via this button you can delete the relation.

Edit
Via this button you can edit the relation. 

Bank accounts

When you open the relation-information by pressing the little loop (view-button), you can see on the bottom of the page which bank accounts are linked to the relation. Via this way it is possible to add (a) new bank account(s), edit the excisting bank account(s) and/or delete a bank account. You can also see which bank account is set as default.

  1. Add: By pressing the + - button you can add a new bank account.
  2. Delete: By pressing the X - button, you can delete the bank account.
  3. Edit: By pressing the pencil-button, you can edit the bank account information. 

Overview of linked bank accounts

Templates

When you open the relation-information by pressing the little loop (view-button), you can see on the bottom of the page which templates are available for the relation. Via this way it is possible to add (a) new template(s), edit the excisting template(s) and/or delete a template.
  1. Via the + button you can add a new template for the relation
  2. Via the loop-button you can view a specific template 
  3. Via the X button you can delete a template
  4. Via the pencil-button you can edit the template



Add / Adjust relations

  1. Number: When you don't add a number, it will be automatically generated by the system. When you add a new relation to the Spend Cloud which already excists in your financial package, you need to add the same number for this creditor in the Spend Cloud.
  2. Name*: Fill in the name for this relation
  3. Searchcode: This is the searchcode for the creditor within the financial package. In the Spend Cloud the searchcode is nog used but we reccomend, when adding a relation via the Spend Cloud, to add the searchcode so this will also be exported to the financial package. 
  4. Address: Fill in the address of the relation
  5. Postal code: Fill in the postal code of the relation
  6. City: Fill in the city where the relation is located
  7. Country: Fill in the country where the relation is situated
  8. Phone number: Fill in the relations' phone number
  9. Email address: Fill in the e-mail address of this relation. This e-mail address is also used on the order request (
  10. CoC number: Fill in the CoC-number of this relation. We reccomend to always fill in the CoC-number because this helps the system with the recognition of the relations within the invoice processing-module.
  11. VAT number: Fill in the VAT-number of this relation. We reccomend to always fill in the VAT-number because this helps the system with the recognition of the relations within the invoice processing-module.
  12. Default terms of payment: Here you can indicate whether a default ledger should be used for the relation. If a booking is made for this relation, the default terms of payment will be filled in automatically by the system. 
  13. Default ledger: Here you can indicate whether a default ledger should be used for the relation. If a booking is made for this relation, the default ledger will be filled in automatically by the system. 
  14. Default currency: Here you can indicate whether a default currency should be used for the relation. If a booking is made for this relation, the default currency will be used automatically by the system. 
  15. Default VAT: Here you can indicate whether a default VAT-percentage should be used for the relation. If a booking is made for this relation, the default ledger will be filled in automatically by the system. 
  16. Remark**: You can provide a remark here. The remark will be visible by means of an information-icon when encoding invoices if they are booked in this relation.
  17. Status: Indicate here whether it is an active or passive relationship.
Fields with a * are mandatory.


**Remark

Invoice processing

  1. Default template: If there are templates available for this relation, you can specify the default here. This template will be used automatically when booking to that relation.
  2. XML invoice grouping: If the relation sends XML invoices, you can indicate here how you want to transfer the various invoice lines from an XML invoice to the Spend Cloud.
  3. XML invoice field-layout: If the relation sends XML invoices you can select a default XML invoice field-layout (mapping) here which will be applied to read this invoice if this relation is recognised on the invoice. More information about processing XML invoices can be found here: Everything you want to know about XML invoices
  4. Process invoices automatically: With this you can set that invoices from this relation skip the Coding menu if the required fields can be filled in correctly. More information about what to set up per relation to process invoices automatically can be found here: How can I process invoices automatically?
  5. Period Adjustment: It's possible to set up, per relation, to have the period automatically filled by Spend Cloud either one month in the future or one month in the past. This can be useful if the relation typically invoices one month ahead or behind. For instance, if you consistently receive an invoice on the first day of the month for costs incurred in the previous month, you'd set this option to one month in the past. Spend Cloud will then (assuming the relation is recognized and can extract an invoice date) set the period one month earlier than the invoice date. Use one month in the future when you receive invoices for costs related to the upcoming month. If you prefer Spend Cloud not to adjust this, leave this setting at the same month. Spend Cloud will also adjust the period during coding if this is set when selecting a different creditor or editing the invoice date.
  6. Invoice line description: You can add so-called tags in this field. These tags will be automatically filled in in the description field at line level for invoices that come in from relations.

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