Multi-Company Purchase Automation

  • An example of when this would be used is a Multi-academy Trust (Legal Entity A) which has multiple Academies (Legal Entity A & Legal Entity B). Imagine a Lift Maintenance Supplier has serviced the lifts at many of the Academies but only sends one invoice which relates to the work at the various Academies.

  • Using the above example, the Supplier purchase invoice is entered against Legal Entity A and each line of the invoice identifies the work at another Academy (Legal Entity B).

  • If the Interco attribute is on the posting line (optional) and the following setup is complete, Multi-Co Purchase manual journals will be automatically created upon posting of the Purchase Invoice.

How to view Multi-Co Purchase Automation

Viewing Multi-Co Purchase Automation

Select Document / Automations from the Settings section of the pulse menu -

Note

This is an example screen shot of the pulse menu.

Position of the menu items within pulse will vary according to available options and dependant on personal screen resolution.

or enter Automations in the Quick Launch Side Menu.

This will then show the Automations on the system where normal customisation of Sets can be used.

Tip

To modify the columns displayed, select in the top right of the page, then tick/untick the information you want to see or not.

Filter the Automations to show only the Multi-Co Purchase Automation, enter Multi-Co Purchase in the description filter tab.

How to setup Multi-Co Purchase Automation

Setup Multi-Co Purchase Automation

If not already available, create a new Automation for the Multi-Co Purchase process.

  1. Select Automations from Viewing Multi-Co Purchase Automation above.

  2. Select New.

    • Automation type: Select from the list of Automated Document types.

    • Description: This is defaulted to be the Automation type description. It should be overwritten if multiple automations are created for the same automation type.

    • From doc type: Select from the available Document type(s), the ones you wish to be included in the document(s) evaluated.

    • To doc type: Select all possible destination Document types for the automation.

    • Default: Select the Document type for the document(s) that will be created.

    • Trigger: This defines when the automation will be run e.g. Automatically upon posting means the automation will automatically run for the selected documents upon posting into the General Ledger.

  3. Criteria Tab:

    • Date from: Leave this date blank if you want to select all available documents or enter a date to restrict documents to be greater than or equal to this date.

    • Date to: Leave this date blank to use the current date, or enter the latest Document date that you wish to include.

    • Exchange rate type: Select the Exchange rate to be used for foreign currency documents (NB Environment default will be used).

    • Legal Entities: Leave parameter blank to select all Legal Entities or select Legal Entity(s) to restrict the automation.

    • Account(s): Select Account(s) or leave blank to include all.

    • Currency: Leave parameter blank to select all or select Currency(s) to restrict the automation.

    • Minimum amount: Enter the minimum amount (absolute value) in base currency to be selected for disbursements.

    • 'Submit': If this checkbox is ticked, the document will be automatically submitted for authorisation. If unticked, the documents will be created in a draft state.

  4. Select Create.

How to manually run Multi-Co Purchase Automation

Manually run Multi-Co Purchase Automation

  1. Select, or Select and open, Multi-Co Purchase from Viewing Multi-Co Purchase Automation above.

  2. Select Run.

  3. Enter the automation criteria.

  • Date from: Leave this date blank if you want to select all available documents or enter a date to restrict documents to be greater than or equal to this date.

  • Date to: Select the latest Document date that you wish to include.

  • Exchange rate type: Select the Exchange rate to be used for foreign currency Documents.

    Tip

    The exchange rate will be defaulted from the Environment defaults.

  • Legal Entities: By filling this out the document automation will process the correct Documents for the correct Legal Entity.

  • Currency: Select the correct Currency.

  • Minimum amount: Enter the minimum amount in base Currency to be selected for the disbursement.

  • Documents: Select the Document to be disbursed.

  • The 'Submit' tick box: If this is ticked the automation will create the disbursement and submit it for Authorisation.

    Tip

    If needed, multiple document automations can be made.

  1. When you are happy with the selected criteria and setup, press Submit.

Updated May 2024