Options during the merger (fusion):
- Terminate the environments of both old companies and establish a completely new environment for the merged company.
- Close the environment of the merging company and transfer the future invoices and operations of the merging company to the environment of the receiving company. It is not possible to transfer old data into the receiving company's system, but from the moment of the merger onwards, future invoices can be directed to the receiving company's environment.
General considerations in a merger where both the merging and receiving companies are in the same Menu and use the environment of the receiving company
Purchase Invoices: E-invoices
On the day when the outgoing company's e-invoices are to be directed to the receiving company's Purchase Invoices, you need to go to the Menu and remove all Alias information from the merging company's data (the Edit Aliases next to the name of the merging company). Remember to save the changes by clicking the Save button after removing the information. Based on the Alias information, invoices will be directed to the desired Purchase Invoices database, and by removing that information, future invoices can be prevented from being automatically directed to the merging company's Purchase Invoices. The invoices will then remain in the Link, from where they need to be manually forwarded, and the forwarding can be done to the receiving company's Purchase Invoices. The program learns from each manual forwarding and will gradually start directing the outgoing company's invoices automatically to the receiving company's Purchase Invoices.
The outgoing company's e-invoice address may exist at least until the supplier letters have been sent regarding the changed information and e-invoice address to all suppliers. The e-invoice address can be terminated a couple of weeks after sending the supplier letter. After termination, invoices sent to the old e-invoice address will no longer be delivered, and the sender will receive an error message about the incorrect address. The termination of the e-invoice address can be done through the e-invoice connection removal form.
Purchase Invoices: Payments
Each bank account and payer ID can only be used in one Purchase Invoices database at a time. The payment transfers of the merging company should be managed from the old Purchase Invoices database as long as there are invoices to be paid there. Only after that can the payment information be transferred to the new environment. In terms of payments, it is important to consider and clarify how the bank accounts will change during the merger and what types of agreements are needed. For example, will both companies retain their old bank accounts, or will the merging company start using the receiving company's bank accounts, or will entirely new bank accounts be established for the merged company? This also affects the payment process and the actions required. However, the most important cornerstones are the preservation of the departing company's payment capabilities as long as there are invoices to be paid in the old environment and, thereafter, the transfer of payment agreements to the receiving company's agreement.
When payment is transferred from Recycling to another, the bank account information of the merging company must be removed from the Menu. Below the Aliases field is the Bank Account field, from which the bank account should be removed at that stage. If the same bank account is to be continued in the receiving company's Purchase Invoices, the bank account should be added to the settings of that Purchase Invoices and then ensure that the bank account is included in the information of the receiving company in the Menu.
Purchase Invoices, Sales Invoices, and Accounting: Settings
When companies merge and the invoice traffic of the merged company is transferred to the receiving company's Purchase Invoices/accounting, the program settings must be checked with the receiving company and the necessary information must be modified/added to the registers and settings, for example
- add bank account (OL, ML, KP)
- add a specific voucher type & accounting account for the bank account (KP)
- add necessary accounting accounts for the merging company's part to the receiving company's chart of accounts (KP, OL, ML)
- add new accounting objects to the receiving company as needed (KP, OL, ML)
- add necessary payment terms (OL)
- add products and customers of the merging company (ML)
- if travel expenses are in use, add necessary people and payroll types (OL)
- add new TITO rules if necessary (KP)
- check automatic rules to see if there is a need to change/update rules (KP)
- update of customized reports (KP)
- update of the financial statement template (KP)
Accounting object information flows in only on the income statement side, allowing for separate reports to be generated for the companies being merged. On the balance sheet side, accounting objects do not accompany the information, so separate reporting cannot be obtained from the balance sheet side.
Sales Invoices: E-invoices and ledger
The outgoing e-invoice address can be removed when there are no longer invoices to be sent by the merging company. Open accounts receivable will be transferred as they are to the receiving company's accounting, and payments must be manually allocated to the accounting when they are received. In the future, the merging company's bank account can be added to the receiving company's sales invoice settings if necessary. If the merging company's reference materials need to be transferred to the receiving company's ledger, bank agreements should be checked.
Menu: Tax Authority Certificate Incomes Register Notifications
If the business ID changes, it is important to confirm with the tax authorities how to proceed. The assumption is that a new certificate will be requested for the new business ID, for which authorizations will be requested by customer to allow income register notifications to be sent using the accounting office's certificate. If you continue with the old certificate, there may be issues during the renewal process.
The accounting office's certificate will be linked to the menu, which reports all clients' incomes register notifications, but obtaining that new certificate and the related authorizations must be confirmed by the tax authority.
Menu: Access Rights
It should be checked that the users of the merging company will have the necessary rights for the required functions on the receiving company's side.