Build the group that decides what a login sees — transcript

Play this as a presentation — one slide per step, with the same narration. Every word of every step is on this page.

This presentation is for you if you keep the supplier master at GadgetSphere and you have been asked to set up a supplier’s access to your matching results. In about ten minutes you will build the group that decides which e-invoices the supplier sees, and check it before anyone is invited.

Step 1 — Know what a Consolidated Arap group is

After this step you will know what you are about to create. On the Supplier applet, the Consolidated Arap menu holds named groups of supplier records. A group holds no amounts, and it has nothing to do with consolidated e-invoicing; here it is an access list. Creating one asks for an Acc Code and an Acc Name, both required, and the saved group has tabs for Main, Entity, Login and Applet Catalog. Entity is where the supplier’s records go, and Login is where the supplier’s people are linked. A supplier record belongs to one group at a time: adding it to a second group moves it out of the first. Build one group per supplier, starting with the accessory wholesaler.

Reference: Supplier — Screens and menus

Step 2 — Name the group the way the supplier names itself

After this step your supplier’s e-invoices will find their group. When the matcher writes a row for an e-invoice, it looks for the group by the supplier name printed on that e-invoice, not by your supplier record. A group is found when its Acc Name, in capitals, is more than eighty percent similar to that printed name, or when its Acc Code appears inside the name. The row is stamped with the group it finds, and a supplier’s login sees only rows stamped with one of its groups. A row stamped with no group is invisible in the supplier’s applet, however the login is linked. So take the wholesaler’s name from one of their actual e-invoices, letter for letter, and use that as the Acc Name, even where your own supplier record spells it differently.

Reference: AP Automation Supplier Access Applet — Before you can use it

Step 3 — Choose a code no other supplier’s name contains

After this step your group will claim one supplier’s e-invoices and nobody else’s. The code is matched anywhere inside the printed name, so a short code is dangerous: a code such as ACC sits inside every supplier name that contains the word accessories. When two groups both claim one e-invoice, the matcher stops on it. That e-invoice then gets no summary row, or stops being updated, on your screens as well as the supplier’s; it is tried again at every run and fails each time, and no screen tells you; only support can see the error, in the job’s log. A name that closely resembles another supplier’s claims their invoices too, and shows them to the wrong login. Setting a group inactive does not stop it claiming; only deleting it does. Use a distinctive code, and look at every existing group before you save.

Reference: AP Automation Supplier Access Applet — Before you can use it

Step 4 — Put only that supplier’s records in the group

After this step the group will hold the records your receipts are raised against. On the Entity tab, add each supplier record you buy from the wholesaler under; if they trade with you under two records, add both. The records matter on the B2B versus E-invoice screen: the lines of yours shown beside their invoices are narrowed to the group’s records, and a login whose groups hold no supplier record is refused that screen altogether. Keep a group to one supplier. Every login linked to it sees everything it covers, so a second supplier’s records in the group put that supplier’s lines of yours in front of the first supplier’s people.

Reference: AP Automation Supplier Access Applet — Troubleshooting

Step 5 — Check the stamp before you invite anyone

After this step you will know the group works before the supplier finds out it does not. None of your screens shows which group a row carries, so the check is a comparison. After the next matching run, search your own E-invoice Summary by the wholesaler’s name, then have the first supplier login open theirs with you on a call. Fewer rows on their screen means some carry no stamp or another group’s; another supplier’s name on their screen means your group claims it. A PDF invoice on OCR E-invoice with no summary row on either screen is one two groups both claim. Fix the name or code, then Reprocess an invoice read from a PDF: it is stamped again at the next matching run. A stamp is never cleared, so fixing a group does not release rows it already claimed: raise those with BigLedger support.

Reference: AP Automation Supplier Access Applet — Troubleshooting

Check yourself

Three to five questions on what you just heard. Every correct answer links to the page that makes it correct, so you can check the source, not just the mark.

Next: Link the login, work the exceptions, and take access back · Back to the series · Play this as a presentation