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Create a new organization based on a template

There are several organization templates available so that you do not need to create an organization from scratch. This ensures that all settings needed for a specific template are enabled and ready for configuration.

In order to use the various features of Kofax AP Agility, a license is required.

You can create a new organization based on a predefined template by following these steps:

  1. Log on to the Kofax AP Agility Workspace as a user with Administrator permissions.
  2. On the menu, select Settings > Organizations.

    The Organizations page is displayed.

  3. Click New.

    The Create New Organization window is displayed.

  4. From the Create a New Organization from setting, select Template.

    The Select list is populated with available templates.

  5. Select a template from the Select list.

    A description based on your selections is added to the Description field.

  6. Click Next.

    The Organization tab is displayed where you can create your new organization.

  7. Create your organization by entering the following information.

    If a specific item is not available at the time of creating your organization, select the default value and then come back and edit your organization once you have created the required items.

    1. Enter a descriptive Organization Name.

      If you choose to select the New setting from any of the lists, this is the name that is applied.

    2. Enter a useful Description.
    3. Select an Organization Group.
    4. Select the Capture Profile.

      If you want to create a new capture profile for your organization, rather than use an existing profile, select New. This creates a capture profile with the same name as your organization. Once the organization is created, return to that capture profile and edit it as needed in the Settings > Invoice Processing > Global Settings > Capture Profiles Settings.

    5. Select the Export Profile.

      If you want to create a new export profile for your organization, rather than use an existing profile, select New. This creates an export profile with the same name as your organization. Once the organization is created, return to that export profile and edit it as needed in the Settings > Invoice Processing > Global Settings > Export Profiles Settings.

    6. Select the Instruction Profile.

      It is not possible to create a new instruction profile at this time. If the required profile does not yet exist, select the default profile and then edit the organization once the new instruction profile is added.

    7. Select a Vendor Partition.

      If you want to create a new vendor partition for your organization, rather than use an existing partition, select New. This creates a vendor partition with the same name as your organization. Once the organization is created, return to that vendor partition and edit it as needed in the Settings > Invoice Processing > Global Settings > Partition Settings > Vendor Partition tab.

    8. Select an Employee Partition.

      If you want to create a new employee partition for your organization, rather than use an existing partition, select New. This creates a employee partition with the same name as your organization. Once the organization is created, return to that employee partition and edit it as needed in the Settings > Invoice Processing > Global Settings > Partition Settings > Employee Partition tab.

    9. Select a PO Partition.

      If you want to create a new PO partition for your organization, rather than use an existing partition, select New. This creates a PO partition with the same name as your organization. Once the organization is created, return to that PO partition and edit it as needed in the Settings > Invoice Processing > Global Settings > Partition Settings > PO Number Partition tab.

    10. Select a Tax Partition.

      If you want to create a new vendor partition for your organization, rather than use an existing partition, select New. This creates a tax partition with the same name as your organization. Once the organization is created, return to that tax partition and edit it as needed in the Settings > Invoice Processing > Global Settings > Partition Settings > Tax Partition tab.

    11. If you want to force all invoices from this organization to be sent to the Invoice Processing Validation activity, select Force Validation.
    12. If you want invoices from this organization that do not require manual validation to skip the Invoice Processing Validation activity, select Bypass Validation for Valid Documents.

      This behavior is also known as straight-through-processing.

    13. Optionally, if you are using an ERP system (agnostic or PeopleSoft) , select it from the ERP Connection list.

      If you want to create a new ERP connection for your organization, rather than use an existing connection, select New. This creates an ERP connection with the same name as your organization. Once the organization is created, return to that ERP connection and edit it as needed.

    14. If you want invoices from this organization to be processed by the AP Agility Workflow, select Use AP Workflow.

      If selected, depending on your configuration, these invoices may be processed through the Coding activity, the Approval activity, the Exception activity, the Line Pairing Exception activity, the Hold activity, and the Comment Request activity.

    15. If you want to use this organization in production, select Active.
    16. Optionally, if you are using an ERP system, enter the ERP Organization ID.
    17. Optionally, if you are using an ERP system, enter the ERP Organization Name.
    18. Optionally, if you are using an ERP system and have selected the Use AP Workflow setting, select the GL Account Structure from the list.

      If you want to create a new GL account structure for your organization, rather than use an existing structure, select New. This creates a GL account structure with the same name as your organization. Once the organization is created, return to GL account structure and edit it as needed.

    19. Optionally, if you have selected the Use AP Workflow setting, select the Cost Center Structure from the list. If you are not using cost centers, select None.

      If you want to create a new cost center structure for your organization, rather than use an existing structure, select New. This creates a cost center structure with the same name as your organization. Once the organization is created, return to Cost Center Structures and edit it as needed.

    20. Optionally, if you have selected the Use AP Workflow setting, select the Work Breakdown Structure from the list. If you are not using cost centers, select None.

      If you want to create a new work breakdown structure for your organization, rather than use an existing structure, select New. This creates a work breakdown structure with the same name as your organization. Once the organization is created, return to Work Breakdown Structures and edit it as needed.

    21. Optionally, if you have selected the Use AP Workflow setting, select the Field Profile from the list. If you are not using field profiles, select None.

      If you want to create a new field profile for your organization, rather than use an existing structure, select New. This creates a field profile with the same name as your organization. Once the organization is created, return to Field Profiles and edit it as needed.

  8. Click Create Organization.

    A new organization is created and you can now edit that organization as needed.

  9. Optionally, click Close.

    You are returned to the list of organizations on the Organizations window.

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