Create a new organization based on a template

Organization Name

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

This setting is mandatory when creating an organization and is disabled when editing an organization.

Description (Optional)

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

Organization Group

Select the name of the Organization Group that determines the Invoice Processing permissions for this organization. This group must exist before creating an organization. (Mandatory)

Instruction Profile

Select the name of the instruction profile that you are using for this organization. This profile must exist before creating an organization. Otherwise, select the default profile and edit this organization once the instruction profile is created. (Mandatory)

This profile is configured in Settings > Invoice Processing > Global Settings > Instruction Settings

Vendor Partition

Select the vendor partition that you are using for this organization. If the vendor partition that you want is not listed, you can select New to create a vendor partition automatically, with the same name as the organization. (Mandatory)

The vendor partitions are configured in Settings > Invoice Processing > Global Settings > Partition Settings > Vendor Partition tab

Employee Partition

Select the employee partition that you are using for this organization. If the employee partition that you want is not listed, you can select New to create an employee partition automatically, with the same name as the organization you are creating. (Mandatory)

The employee partitions are configured in Settings > Invoice Processing > Global Settings > Partition Settings > Employee Partition tab

Force Validation

Select this setting if you want to force all invoices that are from this organization to be sent to the Invoice Processing Validation activity. (Default: Cleared)

Bypass Validation For Valid Documents

Select this setting to make any invoices from this organization bypass the Invoice Processing Validation activity if the invoice is valid, while other invoices of the same job are invalid. In that case the job is split and only invalid invoices will be routed to the Validation activity. (Default: Cleared)

ERP Organization ID

This setting is available only if an ERP template was used for this organization.

The ID that the ERP system uses to identify the organization. (Mandatory)

ERP Organization Name

This setting is available only if an ERP template was used for this organization.

The organization name used in the ERP system. (Mandatory)

ERP Connection

This setting is available only if an ERP template was used for this organization.

Select the ERP connection from the list. If the ERP connection that you want is not listed, you can select New to create a new ERP connection automatically, with the same name as the organization you are creating. (Mandatory)

Use AP Workflow

This setting is available only if an ERP template was used for this organization.

If selected, invoices from this organization are sent to the AP Agility Workflow and processed accordingly. Additionally, several business unit fields related to the AP Agility Workflow are available as well as the Organizations - Field Configuration tab. These additional settings enable you to further configure the AP Agility Workflow. (Default: Cleared)

When selected, the Tungsten e-Invoice Connect Member ID setting is no longer available at the organization level. Instead, this setting is available at the business unit level.

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 the following scenarios:

• Organizations created using the "Generic" template.

• Organizations without the AP Workflow using the following ERP systems:

  • ERP Agnostic

  • Cloud-based ERP Agnostic

  • SAP S/4HANA

  • Custom ERP

Enter a Tungsten e-Invoice Connect Member ID to map this organization 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 organization.

Active

Select to activate this organization. (Default: Selected)

GL Account Structure

This setting is only available when Use AP Workflow is selected.

The name of the GL Account Structure that you want users to see for this organization when they code an invoice. If the GL Account Structure that you want to use is not listed, you can select New to create a new GL Account Structure automatically, with the same name as the organization you are creating.

After the organization is created, it is still necessary to edit the newly created GL Account Structures.

This setting is available only when the Use AP Workflow setting is selected above.

Cost Center Structure

This setting is only available when Use AP Workflow is selected.

The name of the Cost Center Structure that you want users to see for this organization when they code an invoice. If the Cost Center Structure that you want to use is not listed, you can select New from the list to create a new Cost Center Structure automatically with the same name as the organization that you are creating. After the organization is created, if you plan to use a Cost Center Structure, it is still necessary to edit the newly created Cost Center Structures.

Alternatively, if you do not want to use a Cost Center Structure, select None from the list to skip this functionality for this organization.

This setting is available only when the Use AP Workflow setting is selected above.

Work Breakdown Structure

This setting is only available when Use AP Workflow is selected.

The name of the Work Breakdown Structure that you want users to see for this organization when they code an invoice. If the Work Breakdown Structure that you want to use is not listed, you can select New from the list to create a new Work Breakdown Structure automatically with the same name as the organization that you are creating. After the organization is created, if you plan to use a Work Breakdown Structure, it is still necessary to edit the newly created Work Breakdown Structures.

Alternatively, if you do not want to use a Work Breakdown Structure, select None from the list to skip this functionality for this organization.

Field Configuration Profile

This setting is only available when Use AP Workflow is selected.

The name of the Field Profile that defines the GL code, work breakdown structure, and cost center code behavior that you want users to see for this organization when they code an invoice. If the Field Profile that you want to use is not listed, you can select DEFAULT from the list. After the organization is created, you can either edit the DEFAULT field profile or go back and create a new field profile as needed and then edit the organization to use the new profile.

Alternatively, if you are using S/4HANA Cloud ES, you can select New to create a field profile with the same name as your organization. It is still necessary to edit this field profile after the organization is created.