Eftsure provides the ability for organisations to have separate "Entities" for different operating companies or business units.

The Felix-Eftsure integration can allow your team to assign an Eftsure entity in the payment details workflow if you choose. This will prompt your authorised staff users to select an Eftsure Entity (or Entities) in Felix after the vendor submits their payment details - before Felix sends details to Eftsure for verification.

If you do not enable Entities, then all payment details will be sent to Eftsure without an Assigned Entity and only your Eftsure users with cross-organisation permissions will see these records in Eftsure.

 

Enabling Entities in Felix

To use the Entities functionality of the integration, you will need reach out to the Felix Customer Support Team and provide them with your list of entities from Eftsure.

Once our Customer Support Team have turned on Entities for your account, Felix will be configured to start routing vendor payment detail submissions to you for assignment of entities.

 

What changes when using Entities

It is important to note that with the “Entities” configuration enabled, supported payment details will not be sent to Eftsure for verification until you assign entities to payment details.

To help identify these payment details that need your attention, there will be additional icons shown in the payment details lists (for a Vendor Profile) and the payment details report. This icon indicates that entities need to be assigned to these payment details.

 

Felix also has the option to send an email notification when a vendor submits payment details that need to be reviewed. If you have this functionality enabled, you will start receiving emails about payment details that need to have entities assigned.

 

How matching with existing Eftsure records works

When using the Felix-Eftsure integration, you may find that your vendors submit payment details to you in Felix that already exist in your Eftsure account.

In many cases, it is not necessary to create a new supplier record in Eftsure for these payment details, as it would result in multiple records in Eftsure for the same payment details.

To help with this, we are rolling out a change to the integration to support checking for existing records in Eftsure before the integration creates any new records in Eftsure.

This change adjusts the workflow of assigning entities to payment details.

For more information about this functionality, please see "Record Matching" Workflow for the Eftsure Integration.

 

Assigning Entities to a payment detail in Felix

If you click on the link in an email notification about needing to assign entities, or if you click on a flagged payment detail in a list, you will be shown a detailed view of the payment details. Here you will see a section for your attention about needing to assign entities to the payment details.

 

NOTE: You will need the “Manage Payment Details” permission to assign entities to payment details.

 

As mentioned above, the workflow for assigning entities to your payment details differs depending on whether your Felix Enterprise account is using the upcoming “check for matches” workflow.

For Felix Enterprise customers that are not yet using the upcoming “Record Matching” workflow, the process to assign entities is as follows:

 

1. Click on the pencil icon to edit the Entities field.
2. Select one (1) or more Entities from the list.
3. Click on Save.
4. You will see a success message that the Entities have been recorded and the Eftsure process will continue.

 

NOTE: If you do not see the Entity you were expecting in the list, please check your Eftsure setup with your Customer Success Manager.

NOTE: You cannot edit or change assigned entities once you have saved them. You can always duplicate the supplier in Eftsure if needed, to show in more entities in Eftsure.

For Felix Enterprise customers that are using the upcoming “Record Matching” workflow, the process to assign entities is as follows:

 

1. Click the “Please select an Eftsure entity” select box to see a list of your Eftsure entities.
2. Select one or more Entities that the payment details should be associated with.
3. When ready, click on the “Verify on Eftsure” button, and the Felix-Eftsure integration will check your Eftsure account for records with similar payment details.
   1. If no existing records were detected in your Eftsure account, you will see a success message saying the Entities have been recorded and the Eftsure verification process will continue. There are no more actions required now.
   2. If existing records were detected, you will be presented with details of the existing records and will be asked how you wish to proceed. For more information on what to do next, please see "Record Matching" Workflow for the Eftsure Integration.

 

NOTE: If you do not see the Entity you were expecting in the list, please check your Eftsure setup with your Customer Success Manager.

NOTE: You cannot edit or change the assigned entities in Felix once you have saved them. You can always duplicate the supplier in Eftsure if you need to associate the payment details to additional entities in Eftsure, but please note that the Felix-Eftsure integration will not interact with the manually created Eftsure record.