› Manage organizations › Add a new business unit

Add a new business unit

Use the procedure in this topic to add a new business unit.

Business units are sub divisions of an organization. One organizations can have many business units.

Before you begin

Before you can add a new business unit, verify that there is at least one organization.

Procedure

  1. Open the Tungsten AP Agility Work Queue as an Administrator.
  2. On the Settings menu, select Organizations.

    The Organizations are displayed.

  3. Select an organization from the list by select its Organization Name.

    The organization details for the selected organization are displayed.

  4. Select the Business Units tab.

    The Organizations - Business Unit tab is displayed.

  5. Select New.

    The Business Unit: New or Edit window is displayed.

  6. Enter the following information for your business unit.

    Setting

    Description

    Business Unit Name

    A unique name for the business unit. This name may differ from the business unit name used in the ERP system. (Mandatory)

    ERP Business Unit ID

    The unique identifier of the business unit in an ERP system. This identifier is used by Tungsten AP Agility during ERP data export, processing invoices, and invoice export to the ERP system. This value is used to match the business unit to the Company Code. (Mandatory)

    Description

    Provide any important details about the business unit. (Optional, but recommended)

    ERP Business Unit Name

    The name of the business unit used in the ERP system.

    This field is mandatory unless the company code is ingested.

    Business Unit Address

    The business unit address.

    This field is mandatory unless the company code is ingested.

    Country

    The business unit country. (Mandatory)

    VAT Registration Number

    The VAT registration numbers. Enter these manually as needed. (Optional)

    Currency

    The business unit currency. (Mandatory)

    Auto Approval Level

    Any invoices that have an amount that is less than or equal to this value are approved automatically. Any invoices with an amount greater than this amount are sent for approval. (Default: 0.00)

    If you keep the default value, this feature is disabled.

    Receipt Wait Interval (days)

    Enter the number of days after which a PO invoice that has been sent for automatic re-matching, is returned to the Line Pairing Exception activity because it remains unmatched.

    The minimum value for this interval is 1 day. If a value is not specified for this setting, or a value of 0 is applied, a time-out of 1 day is applied.

    In addition to this, it is necessary to create a job schedule for the Check Timeout for Waiting Invoices process.

    Default Routing Order

    Select a routing order from the list. This determines the order that an invoice is routed for approval. (Mandatory)

    This list has the following options.

    • Reason Code, Vendor Group, Vendor Name

    • Reason Code, Vendor Name, Vendor Group

    • Vendor Group, Reason Code, Vendor Name

    • Vendor Group, Vendor Name, Reason Code

    • Vendor Name, Reason Code, Vendor Group

    • Vendor Name, Vendor Group, Reason Code

    Reply Email Address

    Enter the email address that is displayed in the "From" field for emails sent during processing via the Send Email functionality. For example, a no-reply email address or a joint email address that is monitored by several people. (Optional)

    If this field is left blank, the "From" email address is added to an email in one of two ways.

    1. If the activity user that is sending the email has their own email address configured in Tungsten TotalAgility, their email address is displayed in the "From" automatically.

    2. If the activity user does not have their email address configured in Tungsten TotalAgility, the "From" field is displayed on the Send Email window, and the user must provide an address.

    Use Approval Chain

    The relationship between this setting and any configured approval hierarchy determines who is responsible for processing an invoice in one of the invoice activities. (Default: Cleared)

    The following scenarios explain approval chain behavior:

    • If the Use Approval Chain setting is cleared and there is no Approval Hierarchy configured, invoices are assigned to the entire approval group for this business unit, and not an individual user.

    • If the Use Approval Chain setting is cleared and there is an Approval Hierarchy configured, invoices for this business unit are assigned to the approver with the appropriate approval limit as configured in the Approval Hierarchy.

    • If the Use Approval Chain setting is selected and there is an Approval Hierarchy configured, invoices for this business unit use the approval chain and move through the chain from one user to the other.

    In addition, users are able to escalate an invoice in an AP Workflow activity or when searching for invoices in Tungsten Analytics for AP Agility.

    This is configured for each business unit via the Approval Hierarchy window.

    Tungsten e-Invoice Connect Member ID

    Available only when the Enable integration setting is selected in the Settings > Administration > Tungsten e-Invoice Connect settings and one of the following organization templates are used:

    • ERP Agnostic

    • Cloug-based ERP Agnostic

    • SAP S/4HANA

    • Custom ERP

    Enter a Tungsten e-Invoice Connect Member ID to map this business unit to a member in Tungsten e-Invoice Connect. The entered member ID must exist in TeC and it must be initialized before you can save the business unit.

    To initialize the connection with Tungsten e-Invoice Connect for this member ID, follow these steps:

    1. Select Initialize Connection.

      The Initialize Connection to Tungsten e-Invoice Connect window is displayed.

    2. Enter administrator the User Name and Password values and select Initialize.

      The connection with the Tungsten e-Invoice Connect is enabled.

      If the connection fails, enter the credentials and try again.

    For more information about Tungsten e-Invoice Connect, see Integrating Tungsten e-Invoice Connect with organizations.

    To manually upload Tungsten e-Invoice Connect vendor data for this member ID, follow these steps:

    1. Select Upload Vendors.

      The Upload Vendors to Tungsten e-Invoice Connect window is displayed.

    2. Select an Organization from the list.

    3. Optional. If you have mapped business units, select all that apply.

    4. Select Upload.

    5. Select Close.

      The selected organization and/or business unit vendor data is uploaded to Tungsten e-Invoice Connect.

    Alternatively, use a job to upload the Tungsten e-Invoice Connect vendor data for one or more organizations or business units at once.

    Active

    Select to activate the organization so that output files are generated. (Default: Cleared)

    If this is not selected, then export generates no output file.

  7. Select Create Business Unit.

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

  8. Optional. Select Close.

    You are returned to the list of organizations.

Next steps

More info