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Mapped Locations & Companies

Distributor checklist for selling under a separate company (e.g. hemp) in Encompass with Mapped Locations: new company, account maps, product groups, split invoices and multi-company purchasing. v19.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 19.01

Pre-Conditions

  • Liability or Compliance need that requires this extra configuration and maintenance.
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  • *It's always easier to maintain and manage 1 invoice and 1 payment.

Steps

  1. Create new company
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  2. Create accounts for the new company
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  3. Create account mapping
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  4. Income Accounts
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  5. Inventory Asset Accounts
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  6. Deposit Account maps/Bank maps/Deposit Groups
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  7. AR account Maps (set Product Group on map)
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  8. Create a Mapped Location and link to the AR Account Map
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  9. Create Product Type for products that will be sold under this new company
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  10. Create a Product Group and add Product Type(S) to the Product Group for Split Invoices
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  11. Add Product type to Customer's Product Groups for selling products
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  12. Confirm if there is an approval process or state license regulation
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  13. Create Split Invoice records for the above Product Group and AR Accounts (AR Accounts will automatically be created if Auto Add To New Customers Split Invoices = TRUE)
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  14. (Optional) Create an Invoice Template and set it on the Split Invoice records
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  15. Coordinate new company with eCommerce/dsdlink and deposit groups
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  16. Confirm split payments or cross-company payment mapping
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  17. Turn on System Setting Enable Strict Multi-Company Purchasing
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  18. (Optional) If transferring between multiple locations create inventory transfer rules
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  19. Confirm how AP and AR will be handled on transfers
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  20. If using transfer planner create split invoices for Transfer Customer
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  21. Create new exchange configurations with unique sender and receiver IDs for transferring the Hemp products
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  22. Link AR and AP Accounts

Fields And Definitions

  • Mapped Locations - table that allows Encompass to drive different invoice templates and Comany names without having all the extra location controls
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  • Product Groups - Control in Encompass used to know what products need to go on what invoices and where that AR needs to go

Best Practices

Use Encompass Services to have project management and meet timelines, reduce risk that this isn't configured on day 1 and reduce effort as we've done many and have some bulk import tools to create split invoices and ar accounts.

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