How to: Manage the Intercompany Inbox and Outbox

All of the intercompany transactions that you receive electronically from your intercompany partners are listed in the intercompany Inbox.

Organizing the Inbox

You can use the filter fields at the top of the inbox window to determine which transactions are shown in the window. For example, if you only want to look at transactions a particular partner created, you can enter filters in the Transaction Source and Intercompany Partner Code filters.

Transaction Source

What you can do with a transaction depends whether it was:

  • Created by your intercompany partner

  • Rejected by your intercompany partner and returned to you

    You can use the Show Transaction Source field to filter the Intercompany Inbox Transactions window so that it displays only one of these types of transactions. (You can also filter by intercompany partner, or by the contents of the Line Action field.)

Created by Intercompany Partner

When you receive a new transaction that was created by your partner, you can choose to:

Accept the transaction

Reject the transaction (Return to partner)

Cancel the transaction (Delete the transaction but do not return it to your partner)

Returned from Intercompany Partner

If the transaction was rejected by your intercompany partner, your only choice is to cancel the transaction in the inbox. Then you must create correction lines or reverse the journal or document in your company.

Re-creating Inbox Entries

If you accepted a transaction in your inbox but then deleted the document or journal instead of posting it, you can re-create the inbox entry and accept it again.

Getting an Overview of Intercompany Transactions for a Period

You can get an overview of all of the intercompany transactions that you have sent and received in a period. The Intercompany Transactions report lists all intercompany G/L entries, customer ledger entries, and vendor ledger entries.

To import intercompany transactions from a file:

If you have an intercompany partner that is not in the same database as your company, you can receive intercompany transactions from that partner in an .xml file. Then you must import the transactions into your inbox.

  1. Choose the Search for Page or Report icon, enter Company Information , and then choose the related link.

  2. Save the file to the location that you specified in the Intercompany Inbox Details field in the Company Information window.

  3. Choose the Search for Page or Report icon, enter Intercompany Inbox Transactions, and then choose the related link.

  4. In the Intercompany Inbox Transactions window, on the Actions tab, in the Functions group, choose Import Transaction File.

  5. In the window that appears, select the .xml file that contains the transactions and then choose the Open button.

    The transactions are imported into the inbox and you can now process them.

To handle incoming intercompany transactions

When your intercompany partners send you intercompany transactions, the transactions end up in your intercompany inbox. You must evaluate each transaction in your inbox and act upon it.

  1. Choose the Search for Page or Report icon, enter Intercompany Inbox Transactions, and then choose the related link.

  2. In the Intercompany Inbox Transactions window, to see details of a transaction, select the transaction.

  3. On the Navigate tab, in the Inbox Transactions group, choose Details

  4. In the Intercompany Inbox Transactions window, enter an option in the Line Action field for each transaction. You can either fill in the field on one line at a time, or you can select several lines and then on the Actions tab, in the Functions group, choose Set Line Action. Choose the relevant option.

  5. On the Actions tab, in the Functions group, choose Complete Line Actions.

  6. Fill in the Complete IC Inbox Action batch job request page. On the Intercompany Inbox Transaction FastTab, you can set filters to determine which transactions will be completed. On the Options FastTab, you specify the journal template and batch that you want to use, and other posting details. Choose the OK button.

  7. If any of the lines in the inbox contains Accept in the Line Action field, document or journal lines are created in your company. Open each document or journal, make any necessary changes, and post.

  8. If any of the lines contains Return to Partner in the Line Action field, they have been moved to the outbox. Send them to your partner from there.

  9. If any of the lines contains Returned by Partner in the Transaction Source field, post a correction to the original transaction that you posted in your company

To handle outgoing intercompany transactions

When you post an intercompany journal or document, or send an intercompany order confirmation, the transactions are sent to your intercompany outbox. In order for them to be sent on to your intercompany partners, you must open the outbox and process them.

  1. Choose the Search for Page or Report icon, enter Intercompany Outbox Transactions, and then choose the related link.

  2. In the Intercompany Outbox Transactions window, select the transaction. On the Navigate tab, in the Outbox Transactions group, choose Details to see the details of a transaction.

  3. In the Intercompany Outbox Transactions window, enter an option in the Line Action field for each transaction.

  4. You can either fill in the field on one line at a time, or you can select several lines. On the Actions tab, in the Functions group, choose Set Line Action, and then choose the relevant option.

  5. On the Actions tab, in the Functions group, choose Complete Line Actions, and then choose the Yes button in the window that appears.

  6. If any of the lines in the outbox contains Send to Intercompany Partner in the Line Action field, each line has been sent to the relevant partner's inbox.

  7. If any of the lines contains Return to Inbox in the Line Action field, they have been moved to the inbox. You can accept them in the inbox. Documents or journal lines will then be created in your company.

  8. If any of the lines contains Cancel in the Line Action field, you must now post a correction to the original transaction that you posted in your company.

To recreate intercompany inbox transactions

Occasionally, you may want to re-create a transaction in the inbox or outbox. For example, if you accepted a transaction in your inbox but then deleted the document or journal instead of posting it, you can re-create the inbox entry and accept it again.

The following procedure describes to re-create inbox transactions, but the same steps also apply to the outbox.

  1. Choose the Search for Page or Report icon, enter Handled IC Inbox Transactions, and then choose the related link.

  2. In the Handled IC Inbox Transactions window, select the line with the transaction that you want to re-create in the inbox.

  3. On the Actions tab, in the Functions group, choose Re-create Inbox Transaction. Choose the Yes button.

See Also

Managing Intercompany Transactions
Finance
Setting Up Finance
Working with General Journals
Working with Financials