Relations

Relations

Within Elari the Relations are used for booking invoices, commitments & contract and to link to suppliers. Via Application management / General / Relations you can view and manage all relations. There are several available fields so you can specify your search for relations. It is most common to add relations to Elari via an import from your financial package but, depending on the settings of your environment, it is also possible to manually add relations through Elari. 

Mass update

With 'mass update', you can edit multiple relationships simultaneously in one easy action, instead of having to do so one by one. Using this button, you select multiple relationships, or all of them if desired, and you can change specific settings for all relationships in a single action.

Import relations

With this button it is possible to import relations into your Elari environment. Depending on the setting of your environment, it is possible to import the relations with a CSV-file and/or via the webservice. 

Idea
Did you know you can add Suppliers for the Procurement module with the relation import? An application administrator of your Elari environment can enable this by enabling config setting 129 for Procurement. Read more information about managing config settings for your Elari environment here: Configuration settings in Elari

Add 

Depending on the settings of your Elari environment, it is possible to manually add relations to Elari. If your environment allows adding relations manually via Elari, you can add a new relation via the button 'Add' on the top of the relation-overview. Remember that the assessment of the new relations should be added to the existing sets of rights.

CSV Export

With this button you can export a CSV-file with all (or selected) relations. 

Excel export

With this button you can export an Excel file with all (or selected) relations. 

Create PDF

With this button you can export a PDF-file with all (or selected) relations. 

At the end of each relation line you will find a number of icons for the available actions (see the screenshot below).


Submenu relations

From left to right:

Add template
Via this button you can directly add a new template for the selected relation.

View
Via this button you can view the relation-information. It's also possible to view the linked bank accounts and available templates for the relations by pressing the view-button.

Assess
If your environment enabled the possibility to add relations through Elari, these should be assessed. You do this via the hammer icon at the end of the relation line. By clicking on the hammer, you can approve or disapprove the new relation.

Delete
Via this button you can delete the relation.

Edit
Via this button you can edit the relation. 

Bank accounts

When you open the relation-information by pressing the little loop (view-button), you can see on the bottom of the page which bank accounts are linked to the relation. Via this way it is possible to add (a) new bank account(s), edit the existing bank account(s) and/or delete a bank account. You can also see which bank account is set as default.

  1. Add: By pressing the + - button you can add a new bank account.
  2. Delete: By pressing the X - button, you can delete the bank account.
  3. Edit: By pressing the pencil-button, you can edit the bank account information. 

Overview of linked bank accounts

Templates

When you open the relation-information by pressing the little loop (view-button), you can see on the bottom of the page which templates are available for the relation. Via this way it is possible to add (a) new template(s), edit the existing template(s) and/or delete a template.
  1. Via the + button you can add a new template for the relation
  2. Via the loop-button you can view a specific template 
  3. Via the X button you can delete a template
  4. Via the pencil-button you can edit the template



Add / Adjust relations

  1. Number: When you don't add a number, it will be automatically generated by the system. When you add a new relation to Elari which already exists in your financial package, you need to add the same number for this creditor in Elari.
  2. Name*: Fill in the name for this relation
  3. Searchcode: This is the searchcode for the creditor within the financial package. In Elari the searchcode is not used but we recommend, when adding a relation via Elari, to add the searchcode so this will also be exported to the financial package. 
  4. Address: Fill in the address of the relation
  5. Postal code: Fill in the postal code of the relation
  6. City: Fill in the city where the relation is located
  7. Country: Fill in the country where the relation is situated
  8. Phone number: Fill in the relations' phone number
  9. Email address: Fill in the e-mail address of this relation. This e-mail address is also used on the order request if the relation is linked to a supplier.
  10. CoC number: Fill in the CoC-number of this relation. We recommend to always fill in the CoC-number because this helps the system with the recognition of the relations within the invoice processing-module.
  11. VAT number: Fill in the VAT-number of this relation. We recommend to always fill in the VAT-number because this helps the system with the recognition of the relations within the invoice processing-module.
  12. Default terms of payment: Here you can indicate whether a default ledger should be used for the relation. If a booking is made for this relation, the default terms of payment will be filled in automatically by the system. 
  13. Default ledger: Here you can indicate whether a default ledger should be used for the relation. If a booking is made for this relation, the default ledger will be filled in automatically by the system. 
  14. Default currency: Here you can indicate whether a default currency should be used for the relation. If a booking is made for this relation, the default currency will be used automatically by the system. 
  15. Default VAT: Here you can indicate whether a default VAT-percentage should be used for the relation. If a booking is made for this relation, the default ledger will be filled in automatically by the system. 
  16. Remark**: You can provide a remark here. The remark will be visible by means of an information-icon when encoding invoices if they are booked in this relation.
  17. Status: Indicate here whether it is an active or passive relationship.
Fields with a * are mandatory.


**Remark

Invoice processing

  1. Default template: If there are templates available for this relation, you can specify the default here. This template will be used automatically when booking to that relation.
  2. XML invoice grouping: If the relation sends XML invoices, you can indicate here how you want to transfer the various invoice lines from an XML invoice to Elari.
  3. XML invoice field-layout: If the relation sends XML invoices you can select a default XML invoice field-layout (mapping) here which will be applied to read this invoice if this relation is recognised on the invoice. More information about processing XML invoices can be found here: Everything you want to know about XML invoices
  4. Process invoices automatically: With this you can set that invoices from this relation skip the Coding menu if the required fields can be filled in correctly. More information about what to set up per relation to process invoices automatically can be found here: How can I process invoices automatically?
  5. Period Adjustment: It's possible to set up, per relation, to have the period automatically filled by Elari either one month in the future or one month in the past. This can be useful if the relation typically invoices one month ahead or behind. For instance, if you consistently receive an invoice on the first day of the month for costs incurred in the previous month, you'd set this option to one month in the past. Elari will then (assuming the relation is recognized and can extract an invoice date) set the period one month earlier than the invoice date. Use one month in the future when you receive invoices for costs related to the upcoming month. If you prefer Elari not to adjust this, leave this setting at the same month. Elari will also adjust the period during coding if this is set when selecting a different creditor or editing the invoice date.
  6. Invoice line description: You can add so-called tags in this field. These tags will be automatically filled in the description field at line level for invoices that come in from relations.