Once the new Legal Entity is set up in our software by our support team, there are still some important steps required to be taken on your side. 

The first thing you will be asked to do is to create a new profile for the legal entity on the Sync Tool and add in the username and password provided by our support.

Once you have added the new profile, leave the last synced date blank and complete a full sync.  

There are a few more steps that you will need to complete before using this new entity:

  1. Grant access to appropriate users. 

Please note that in order to be able to edit user profiles other than your own, you must be a system administrator.

  • To access the user administration click on your 'Settings' menu.
  • Go to the 'User Management' menu.
  • Click on the little pencil icon beside the user you would like to edit.

A dialog box will pop up with the chosen user's profile card. You will be able to edit the following fields:

  • First Name
  • Last Name
  • Email
  • Email Alias
  • Roles (see this page for definition of each role)
  • Home Org Unit
  • Additional Org Units

Once you have made the desired changes, click the 'Save' button at the bottom of the box.


2. Make sure that you have turned off any unused lists.

System administrators have the ability to deactivate lists from showing in Beanworks.
 
To deactivate lists:

  • Go to 'Settings'.
  • Go to 'List Management' in the left panel.
  • Select the 'Legal Entity' and 'List' you would like to deactivate.Next to 'Active', use the drop down arrow to select 'No'. Once selected, the list (ie. Tax) will no longer be visible in the header details of your Beanworks.


3. Make sure that the default AP account and taxes have been set up.

System administrators can set default list items to appear in the header details for each legal entity.

To set default list items:

  • Go to 'Settings'
  • Go to 'List Management' in the left panel.
  • Select the 'Legal Entity' and the 'List' that you would like to choose a default for. Under List Item, choose the list item you would like to set as default and click 'Default'. If it is highlighted in green, the list has been chosen as the default.


4. Set up your approval channels.

Approval channels are used to direct invoices for approval. Once a user is done coding and submits an invoice for approval, the invoice will move to the appropriate approver depending on the criteria set out by the approval channel.
 
To create Approval Channels:

a) Go to 'Settings' in the top right corner of your Beanworks.

Go to the 'Invoices' tab. Here you will find a list of all approval channels that you have set up.

c)  Select '+Create Channel' on the right side of the Approval Channels page.
 

 
d) Enter the information of your approval channel.

  • Name: Name of your approval channel (mandatory).
  • Description: Description of your approval channel.
  • Amount: The minimum or maximum amount you wish to set for the approval channel.
  • Legal Entity (Optional for multi-entity instances of Beanworks): If this approval channel is specific to a legal entity, then you must selected the legal entity. If you do not select a legal entity, then the approval channel is set at a global level. This means the criteria you set applies to any invoice that meets that criteria, no matter which legal entity the invoice/PO is coded to.

Eg. This HR approval channel has an invoice requirement of over $500 in order for it to go to a certain approver.

  • PO Match: If this option is checked, a PO that is matched to an invoice will go to a certain approver.
  • Legal Entity: You can select which legal entity you would like this channel to apply to. If it applies to all of your legal entities, select "Global - All Legal Entities". Otherwise, you can restrict which ones they apply to.
  • Lists: You can further narrow your approval channel by selecting lists.

Eg. This HR approval channel is specific to Specific Co. and the List that will dictate which approver the invoice will go to is by it's OrgUnit.

e) Select 'Create'.
 
f) Select the approval channel by clicking on the row.
 
g) You can further specify the list item in the approval channel by selecting the 'Edit Icon' for each List.

Eg. In this HR approval channel, we want anything over $500 to go to the HR OrgUnit.

h) Below the criteria items, edit the appropriate approver/s for the approval channel by selecting the edit icon next to APPROVERS.

  • Move the approver over by selecting their name in the checkbox and selecting the arrow.
  • You can select more than one approver and change the order that the invoice will move through approvals by dragging and dropping the names to the appropriate space. The little black rectangle on the left will indicate where the approver will be dropped.
  • You can create an "either/or" channel by dragging one name on top of another. This group approval means that either user can approve the invoice in order for the invoice to continue along workflow.
  • Select 'Save'.

Keep in mind that when you create an approval channel, you should also think of the inverse of that approval channel. In some cases, you may need to create two approval channels to fulfill one criteria.
Eg. If any invoice in HR over $500 should go to Brittney for approval, you must also make an approval channel to fulfill the criteria of HR invoices under $500. Without it, invoices that do not match any approval channel will result in an error
 
If you need assistance setting up approval channels, our support team will be happy to help. Please email us at support@beanworks.com.


5. Set up any required fields, super approver overrides, minimum and maximum length fields for this new entity.

As a system administrator, you can change the coding fields in Beanworks so that they are a mandatory field that must be entered before it can be submitted for approval.
 
To change the Coding Fields:

  • Go to 'Settings'
  • Select the 'Invoices' tab
  • Select 'Coding Fields'
  • Select the Legal Entity you would like to edit
  • Select the field you would like to edit and change its properties by checking 'Required'. In doing so, every invoice must have this area coded before being submitting for approval.
  • You can also set a minimum and maximum character limit for certain fields (eg. Invoice #, Item, Description, PO #).
  • Keep in mind that some ERP's (QBD, QBO, GP, etc.) will have fields which are required before approved invoices can sync from Beanworks back to your ERP. An error will occur if a mandatory field is left blank and you try to sync the data.


6. Make sure that Post Month is enabled for this new entity.

Beanworks allows you to process invoices for a month that is closed.
 
To Enable the Post Month Feature:

  • Go to 'Settings'.
  • Go to the 'Invoices' tab.
  • Go to 'Exporting Fields'
  • Select the legal entity you would like to enable Post Month, then click the Post Month row and check 'Enabled'.
  • Finally, click 'Save'.

Now, when you go into the 'Export' tab, you'll see Post Month enabled in the top right corner. Select the day after the closed book date, then export the invoices.

If the exported invoice predates the Post Month date set, then the post date overrides the invoice date.

7. If you have any any sub-organizational units that need to be added, please contact our support team or implementation consultant.

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