Setting Up Electronic Invoicing Preferences

Administrators can view and edit the subsidiaries in Electronic Invoicing Preferences page and provide access to the e-document subsidiary preferences record for custom roles. To navigate to the Electronic Invoicing Preferences page, go to Setup > E-Documents > Electronic Invoicing Preferences.

The parent company and its subsidiaries link to the preferences record present under the Subsidiaries field group of the Electronic Invoicing Preferences page for OneWorld accounts. For accounts without OneWorld, only the parent company link is visible.

To set the E-Document Country for Free Use and Recipient of E-Document Notifications fields, go to the parent company link. These preferences are account level and applicable to all subsidiaries.

To know more about PEPPOL ID field, see PEPPOL ID.

The preferences and their descriptions are listed in the following table.

Preference	Description
Recipient of E-Document Notifications	Enter the email address of the recipient who should receive an email notification when bulk processes have finished or encountered errors. If no email address is entered, the notification will be sent to account administrators.
E-Document Country for Free Use	Select the country where you want to send e-documents for free. This field is only valid for OneWorld countries without license.

Preference

Description

Recipient of E-Document Notifications

Enter the email address of the recipient who should receive an email notification when bulk processes have finished or encountered errors. If no email address is entered, the notification will be sent to account administrators.

E-Document Country for Free Use

Select the country where you want to send e-documents for free. This field is only valid for OneWorld countries without license.

The preferences in the following table are subsidiary specific preferences. To set up for any subsidiary, click on the required subsidiary link.

Preference	Description
E-Document Email Customization Template	Select the email customization template that the e-document should use. This template is added to the predefined text of the email subject and body when the default option is selected in the E-Document Sending Method Plugin Implementation list.
E-Document Sender	Enter the employee record whose name and email address should appear as the sender of e-documents sent by the company.
E-Document Automation Type	Select the type of automation required for processing the e-document. Note: If the certification sending method is not defined or applicable for the transaction, the certify step will be skipped.
Advanced PDF/HTML Template	Select the advanced PDF template to be used for PDF generation during e-document generation (applies to invoice and credit memo only).
Bypass PO# Validation in Inbound Conversion	Choose whether to perform validation for the purchase order number during inbound conversion. This validation checks if the purchase order number present in the XML file selected in an inbound e-document is present in the account. The validation happens when: Inbound conversion is occurring, and Mapping for purchase order is present in the inbound template selected for conversion and a matching purchase order present in the XML file is not found in the account. The default field value is No. Select Yes if you do not want to validate the purchase order number present in the XML file. A standalone vendor bill without mapping to the purchase order will be created. Select No if you do not want to create a vendor bill. You will see an error message in the audit trail.

Preference

Description

E-Document Email Customization Template

Select the email customization template that the e-document should use. This template is added to the predefined text of the email subject and body when the default option is selected in the E-Document Sending Method Plugin Implementation list.

E-Document Sender

Enter the employee record whose name and email address should appear as the sender of e-documents sent by the company.

E-Document Automation Type

Select the type of automation required for processing the e-document.

Note:

If the certification sending method is not defined or applicable for the transaction, the certify step will be skipped.

Advanced PDF/HTML Template

Select the advanced PDF template to be used for PDF generation during e-document generation (applies to invoice and credit memo only).

Bypass PO# Validation in Inbound Conversion

Choose whether to perform validation for the purchase order number during inbound conversion. This validation checks if the purchase order number present in the XML file selected in an inbound e-document is present in the account.

The validation happens when:

Inbound conversion is occurring, and
Mapping for purchase order is present in the inbound template selected for conversion and a matching purchase order present in the XML file is not found in the account.

The default field value is No.

Select Yes if you do not want to validate the purchase order number present in the XML file. A standalone vendor bill without mapping to the purchase order will be created.

Select No if you do not want to create a vendor bill. You will see an error message in the audit trail.

Note:

The Electronic Invoicing Preferences page has certain restrictions:

The administrator can delete the e-document subsidiary preferences for all other subsidiaries except the parent company. However, you should not delete the e-document subsidiary preferences records.
The preferences can be configured only for active subsidiaries.

Providing E-document Subsidiary Preferences Record Access

The administrator can provide access to custom roles for e-document subsidiary preferences record.

To provide e-document subsidiary preferences record access to custom roles:

Go to Setup > E-Documents > Electronic Invoicing Preferences.
Click the Role preferences link.
Click Customize or Edit for the role you want to give access to.
Under the Permissions subtab, go to Custom Record and add the e-document subsidiary preferences record.
In the Level column, select the desired access.
Click Save.

Note:

A role with full permissions to access will not be able to delete the e-document subsidiary preferences record.

Providing Bulk Manage Roles Record Access

The administrator can provide access to custom roles for bulk manage roles record. The roles can then access the Role Preferences link under the Role field group.

To provide bulk manage roles record access to custom roles:

Go to Setup > E-Documents > Electronic Invoicing Preferences.
Click the Role preferences link.
Click Customize or Edit for the role you want to give access to.
Under the Permissions subtab, go to Setup and add the bulk manage roles record.
In the Level column, select Full.
Click Save.

The administrator can also provide access to allow generating e-document, sending them for certification, sending the e-documents, and getting network status for the e-document. To know more, read:

General Notices