Beanworks supports the inter company transfer for its integration with Sage 300. If you are a Sage 300 customer and are interested to use the inter company feature please reach out to your Customer Success Manager.
PRE - REQUISITE
Inter company feature is enabled for your legal entity.
The workflow uses the following custom lists that need to be created during the setup.
The value of the inter company lists indicates whether the invoice is an inter company invoice or not.
HOW IT WORKS
STEP 1: Tag the invoice as an inter company invoice
If Inter company equal to yes, then it indicates that it is an inter company invoice. Selecting the originator and destination company is mandatory for inter company invoices. If originator and destination are not selected then the following error message will be displayed when the user tries to submit the invoice for approval.
If Inter company equal to no, then it indicates that it is not an inter company invoice. If originator and destination are selected then the following error message will be displayed.
STEP 2: Add the GL account of the Destination Company
Add the GL account of the destination company in the invoice line item description field. This step is mandatory in order to identify the GL account the inter company invoice should be posted to.
STEP 3: Submit the invoice for approval
There is no change to the invoice approval process for the inter company invoice. The invoice gets submitted for approval based on the approval matrix created for the legal entity.
STEP 4: Export the invoice
The inter company transfer invoices should be exported as PDF only. Once the invoices are exported as PDF the user will need to go to the invoice export history and download the json file generated for the inter company invoices. Multiple inter company invoices can be exported as a PDF in a batch. Please note, Inter company invoices are not exported back into Sage 300 as part of the regular sync process.
If the user exports both inter company and non inter company invoices together, than the entire batch will sync error. In this scenario the user will have to undo the export (by going to the View export history).
STEP 5: Import the invoice in Sage 300
In order to import an inter company invoice into Sage 300, you can use a macro that has been created specifically for this import. To know more, please reach out to your customer success manager.