Common Tab Effect of Global Policies

Global policies provide users with default values. Global policies on the Common tab affect accounts. When setting up, the default is to have a blank account number mask, not to use Simplified Company Setup, to maintain expense codes with the GL Chart of Accounts, and to use eFinancials to create purchase orders.

The account mask defines the format used for account numbers. If your account numbers contain spaces, hyphens, or special characters, setting up the account mask at the beginning of the setup phase ensures that all account numbers used in the application adhere to your current format. If your company does not currently use a format, we suggest that you establish one. When you display a list of account numbers, having them use the same number of digits, spaces, hyphens, and special characters—a format—makes locating a specific account number in the list easier.

If you are an eFinancials user, you must decide whether you want to use the purchase order application within eFinancials or the ePO standalone application. If you decide to use ePO, a separate purchase order menu displays on the main menu. eFinancials handles purchasing as a separate application. When you create purchase orders in ePO, you must make selections and run processes that create invoices, which must be transferred to eFinancials for further processing.

If you are not an eFinancials user, you must integrate ePO, which appears as a separate menu item on the main menu. When you create purchase orders in ePO, you must make selections and run processes that create invoices, which must be transferred to your accounting package for further processing. You must select a format for the transfer file; either, Invoice.BCL or Invoice.XML.

It may be wise to consider the effect that the global policy Simplified Company Setup has on the system before initial setup of your system. To use simplified Company Setup:

Each Company must have an Entity and Property with the same ID.
No Company, Entity, or Property is to be created alone, but instead they all must be set up together, using the same ID.
A Property can only post to a single Entity, which must have an ID that matches the Property ID.

If your system is originally set up using Standard Setup and your organization decides to switch to Simplified Company Setup, the transition from Standard Setup to Simplified Company Setup is much easier if the above criteria were originally adhered to for Standard Setup.

Any existing Property/Entity/Company setup must meet the above criteria prior to enabling Simplified Company Setup. If your existing setup does not meet the criteria, validation will fail and the system will not allow Simplified Company Setup to be enabled.

Note

When turning off Simplified Company Setup, there is no validation, nor are any changes made to the setup.

Before enabling Simplified Company Setup, the system tests the existing setup, which must pass these tests:

Properties

Each Property’s default Entity must have the same ID as the Property.

Each Property must only post to its default Entity in the posting rules.

Every Expense Code for each Property must point only to GL accounts for the default Entity.

Entities

Each Entity’s related Company must have the same ID as the Entity.

If validation fails, before the system will allow Simplified Company Setup to be enabled, here is a list of possible issues that may need to be corrected.

There are not an equal number of companies, entities and properties.
(Property Setup) There are Property IDs that differ from their default Entity IDs.
(Entity Setup) There are Entity IDs that do not have matching related Company IDs.
(Company Setup) There are Company IDs that do not have a corresponding Entity ID.
(Expense Codes) There are expense codes that are related to non-default Entity GL accounts.
(Posting Rules) There are Property IDs that post to Entities that don't match the default.
(Posting Rules) There are Property IDs that post to debit or credit expense codes that post to entities other than the default.

Effect of Global Policies - Common Tab