How do I get the Purchase Invoice Workflow and Accounts Payable Solution in use?

When implementing the new Purchase Invoice Workflow and Accounts Payable Solution, as the main user at the Office level,

• Order an e-invoice address for the established company through the Help Center's e-invoice order form (Send request - E-invoice order).
  • Opentext Oy will deliver the e-invoice address within 1 - 5 business days.
  • E-invoice addresses must be valid before sending/receiving invoices.
  • Additionally, inform suppliers about the transition to e-invoicing. A ready-made template letter for transitioning to e-invoicing can be found in the Help Center's Materials section here.
• Set up agreements with banks for the purchase ledger Purchase Invoices. For more information on agreements, click here.
• Create a new customer in the Menu who will use Purchase Invoices or add Purchase Invoices for an already established customer. Learn more about guided customer creation here, or utilizing the Purchase Invoices sample database here.
• If necessary, select the purchase ledger for Purchase Invoices for the customer.
• Define the registers and settings for Purchase Invoices if they have not been directly imported from the Purchase Invoices sample database. Note! When defining manually, first set VAT, chart of accounts, then other settings, registers.
• Grant users access to Purchase Invoices.

E-invoice Address

Companies using Purchase Invoices must order e-invoice connections for receiving electronic purchase invoices. The e-invoice reception address must be valid before receiving electronic e-invoices.

Main User

1. order an e-invoice address for the established company with the service request form.
2. send information to suppliers about the transition to e-invoicing
   (Materials: template letter for transitioning to e-invoicing)

Opentext Oy will deliver the e-invoice address within 1 - 5 days.

Bank Agreements for the purchase ledger Purchase Invoices User

If the company uses purchase ledger Purchase Invoices, the accounting office must open bank agreements related to Heeros payments with banks before implementation. The payment traffic agreement requires that the Web Services communication channel is also opened between Heeros Link and the respective bank.

• If travel expense ledgers are associated with purchase ledger Purchase Invoices, no new agreements are needed.
• If travel expense ledgers are linked to circulation Purchase Invoices, then bank agreements need to be opened for the payment of travel expenses.

For more details on bank agreements, read here.

Training

Using Purchase Invoices always requires training. To arrange training, please contact Heeros application support.