Administration Settings

The Administration section provides system-wide configuration options for EZ Cloud. Access it from the main navigation by clicking the Administration (gear) icon.

Administrator Access Required

The Administration section is only visible to users with administrator permissions.

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Field Definitions

Field Definitions controls which fields are displayed in the invoice interface and whether they are required or exportable.

Invoice Headers

Configure header-level invoice fields:

Field	Description
Supplier Name	Vendor who submitted the invoice
Invoice Number	Unique invoice identifier
PO Number	Associated purchase order
Invoice Date	Date on the invoice
Due Date	Payment due date
Supplier Site	Vendor location/site
Sub Total	Amount before tax
Freight	Shipping charges
Tax Total	Tax amount
Invoice Total	Total invoice amount
Document Type	Invoice category
Supplier Email	Vendor contact email
Mail Stop	Internal mail routing code

Invoice Lines

Configure line-item fields:

Field	Description
PO Number	Purchase order for the line
PO Line Number	Specific PO line reference
Invoice Line Number	Line sequence number
Item Description	Description of goods/services
Unit Price	Price per unit
Quantity	Number of units
Extended Price	Line total (qty × price)
Unit of Measure	UOM (each, box, etc.)
Item Number	Product/item code
GL Account	General ledger account
Operating Unit	Business unit

Field Settings

For each field, you can configure:

Setting	Description
Display	👁️ Show the field in the UI / 👁️‍🗨️ Hide the field
Required	Toggle on to make the field mandatory before approval
Exportable	Toggle on to include in data exports

How to Configure

1. Navigate to Administration → Field Definitions
2. Locate the field you want to configure
3. Click the toggle for Display, Required, or Exportable
4. Changes save automatically

Best Practice

Only mark fields as required if they are essential for your approval workflow. Too many required fields can slow down processing.

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Export Definitions

Export Definitions manages CSV-based exports for integration with smaller ERP systems that don't have direct API integration.

Export History

The table displays recent export activity:

Column	Description
S.No	Sequential number
Time stamp	When the export was generated
Type	Export type (Approved, All, etc.)
Invoice Received	Number of invoices in export
ERP	Target ERP system

How Exports Work

1. Scheduled Exports: Automatically generated based on your configured schedule
2. Manual Exports: Triggered on-demand by administrators
3. Format: CSV files compatible with your ERP import process

Integration Feature

Export Definitions is typically configured during implementation based on your ERP requirements. Contact support if you need to modify export settings.

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GL Definitions

GL Definitions allows you to pre-assign GL (General Ledger) codes to specific suppliers. When invoices are received from these suppliers, the GL code is automatically applied.

Supplier GL Mapping

The table shows suppliers and their assigned GL codes:

Column	Description
Supplier Name	Vendor name from your supplier master
GL Code	Assigned general ledger account

How to Assign GL Codes

1. Navigate to Administration → GL Definitions
2. Find the supplier in the list
3. Click the Select dropdown next to the supplier
4. Choose the appropriate GL code
5. Click Update to save

Bulk Import

To assign GL codes in bulk:

1. Click Choose File to select a CSV file
2. Format: Supplier Name, GL Code (one per row)
3. Click Update to apply the mappings

Use Case

GL Definitions is helpful for suppliers who always invoice to the same account—for example, a utility company that always charges to the Facilities GL code.

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Locked Invoice Management

When a user opens an invoice for editing, it becomes "locked" to prevent simultaneous edits by multiple users. Locked Invoice Management allows administrators to view and unlock invoices that may be stuck.

When to Use

Common scenarios requiring admin intervention:

• User on vacation: A user locked an invoice before leaving and forgot to release it
• Browser crash: User's session ended unexpectedly while editing
• Accidental lock: User opened an invoice and navigated away without closing

How to Unlock an Invoice

1. Navigate to Administration → Locked Invoices
2. Review the list of currently locked invoices
3. Identify the invoice that needs to be unlocked
4. Click Unlock next to the invoice
5. The invoice is now available for others to edit

Caution

Before unlocking an invoice, verify that the user who locked it is not actively working on it. Unlocking while someone is editing may cause them to lose unsaved changes.

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Out of Office Management

Out of Office Management allows administrators to view and manage OOO (Out of Office) status for all team members. This is useful when a user needs their OOO extended or cancelled but doesn't have system access.

What Administrators Can Do

• View all users currently marked as Out of Office
• Modify OOO dates (extend or shorten)
• Cancel OOO status for users who have returned early
• Set OOO on behalf of users who forgot before leaving

How Out of Office Works

When a user is marked as Out of Office:

1. Invoices assigned to them are automatically delegated to their designated backup
2. The user stops receiving email notifications
3. Their name shows an OOO indicator in the system
4. When OOO ends, normal routing resumes

Managing OOO Status

To modify a user's OOO:

1. Navigate to Administration → Out of Office Management
2. Find the user in the list
3. Click to expand their OOO details
4. Modify dates or delegate as needed
5. Click Save or Cancel OOO

To set OOO for a user:

1. Click Add Out of Office
2. Select the user
3. Set start and end dates
4. Choose a delegate (required)
5. Click Save

User Self-Service

Users can also set their own OOO status from Profile → Out of Office. The admin view is for managing exceptions.

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Email Settings

Email Settings configures system-wide email notifications for invoice reminders and escalations. These settings apply to all users and help ensure timely invoice processing.

Reminder & Escalation Rules

The email system works in two stages:

1. Reminders

Setting	Description
Send Reminder After (days)	Days an invoice sits in a queue before the assigned user receives a reminder email
Range	1-30 days
Default	2 days

What happens: After the configured number of days, the user with the invoice in their queue receives an email reminder to take action.

2. Escalations

Setting	Description
Escalate After (days)	Days before escalation emails are sent to supervisors
Range	1-365 days
Default	30 days

What happens: If an invoice remains unprocessed after the escalation period, notification emails are sent to the escalation recipients (typically managers or AP leads).

Escalation Recipients

Enter email addresses (comma-separated) for people who should receive escalation notifications:

[email protected], [email protected], [email protected]

How It Works

The system explains the flow:

1. After X days, the assigned user receives a reminder email about pending invoices in their queue
2. After Y days, the escalation recipients receive a notification about severely overdue invoices
3. Escalation emails include invoice details and the name of the assigned user

Configuring Email Settings

1. Navigate to Administration → Email Settings
2. Set the Send Reminder After days (1-30)
3. Set the Escalate After days (1-365)
4. Enter Escalation Recipients (comma-separated emails)
5. Click Save Settings

Recommended Settings

• Reminders: 2-3 days gives users time to process while ensuring nothing falls through the cracks
• Escalations: 7-14 days for urgent invoices, 30 days for standard processing

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EBS Supplier Sync

For organizations with Oracle E-Business Suite (EBS) integration, EBS Supplier Sync keeps your supplier master data synchronized between EBS and EZ Cloud.

Oracle EBS Integration

This feature is only available for customers with Oracle EBS integration. If you don't see this option, contact your administrator or EZ Cloud support.

Why Sync Matters

Supplier data from EBS is used during invoice processing to:

• Match supplier names during invoice extraction
• Validate that invoices are from known suppliers
• Auto-populate supplier details on invoices

Sync Statistics

The dashboard shows current sync status:

Metric	Description
Total Suppliers	Number of suppliers synced from EBS
Total Sites	Number of supplier sites (locations)
Last Synced	Date and time of most recent sync

Sync Types

Delta Sync

• Fetches only suppliers changed since your last sync
• Recommended for daily use
• Faster and uses fewer resources
• Click the Delta Sync button (blue)

Full Sync

• Fetches all suppliers from EBS
• Use for initial setup or if data seems out of sync
• Takes longer to complete
• Click the Full Sync button (orange)

Sync History

The history table tracks all sync operations:

Column	Description
Date	When the sync ran
Type	Manual or Scheduled
Status	Completed, In Progress, or Failed
Suppliers	Number of suppliers added/updated
Sites	Number of sites added/updated
Duration	How long the sync took

Scheduled Syncs

By default, nightly delta syncs run automatically to keep data current. The schedule can be configured during implementation.

Running a Manual Sync

1. Navigate to Administration → EBS Sync
2. Review current statistics
3. Click Delta Sync for incremental updates, or Full Sync for complete refresh
4. Monitor progress in the Sync History table

Full Sync Duration

Full syncs can take several minutes for large supplier databases (50,000+ suppliers). Plan accordingly and avoid running during peak processing hours.

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Best Practices

Regular Maintenance

Task	Frequency	Why
Review Locked Invoices	Daily	Prevent processing delays
Check OOO Status	Weekly	Ensure coverage during absences
Verify Email Settings	Monthly	Confirm escalation recipients are current
Run Delta Sync (EBS)	Automatic nightly	Keep supplier data current