4.4. Counter documents

The counter documents functionality allows for generating documents for transactions that take place between different organizations defined within SocrateCloud. Also, you can define a price list and use it specifically for this type of transactions. Using counter documents may result in the following:

• creating a sales order in organization A will result in generating a purchase order to organization B

• creating a shipment in organization A will result in generating a material receipt in organization B

• creating an Invoice (customer) in organization A will result in generating a Invoice (vendor) in organization B

The operations described above can be carried out in reversed sequences as well.

Business partner / Organization link

Each transaction, whether it be a sale or a purchase, involves a business partner. The Business Partner determines default price, terms of payment, billing method, etc. Also each document belongs to an organization. The organization determines accounts used and warehousing.

In order to work correctly, the counter document functionality requires a link between the Business Partner and the Organization. This link is created in the Business Partner window by pressing Link Organization. Process parameters:

• Existing Organization - can be used to assign the business partner to an existing organization organization. If not completed, a new organization will be created with the same name as the partner. For the new organization the following properties can be specified:

  • Limit Access to Role - access to the new organization can be limited to a specific role;

  • Organization Type

The confirmation message "Business Partner - Organization Link created" will be displayed in the message area. If you now refresh the Business Partner window, the Link Organization button will be updated. An Organization can be associated to a single Business Partner. To erase a Business Partner-Organization link, run the UnLink Business Partner Org Process.

Document Types / Organization

For each document type you can set whether it will generate a counter document or not. You can create default counter documents for each document type. These will be used when no specific mappings are defined. The required settings are made ​​in the Document Type window, accessed via Main Menu > Performance Analysis > Accounting Rules. Select the appropriate boxes:

• Create Counter Document

• Default Counter Document

Details in Document Types.

Document Mapping

In the Counter-Document window, accessed via Main Menu>Partner Relations>Business Partner Rules>Business Partner Setup, you can map document types. This mapping is used to establish what counter document will be generated for each document. You can create as many mappings as needed. Counter Document mapping fields:

• Name - the name of the link

• Document Type - source document type

• Counter Document Type - choose the type of the document that will be generated when creating a source document

• Create Counter Document - select this checkbox

• Document Action - this specifies the status of the generated document

• Validate Document Type - validation process that runs for link

Generated documents are numbered in regard to the numbering sequence associated to the Organization. In case of the Customer Invoice - Supplier Invoice relationship, the generated supplier invoice will have the the same number, as the source customer invoice. More about defining the numbering sequence in Basic documents.

If all the necessary settings are in place, creating and completing a source document results in a counter document generated automatically.

Warehouse

The warehouse for the generated counter document can be determined using the delivery address from the source document. In order to make this possible, you have to define a location for each warehouse of the Business Partner corresponding to the Organization.

You can do this when defining the Business Partners for the Organizations, in the Locations tab of the Business Partner window, accessed via Main Menu>Partner Relations> Business Partner Rules>Business Partner Setup.

The locations defined can be mapped to warehouses by selecting a warehouse in the Warehouse field.