Our customers are vast majority multinational organisations and its employees are transfered from one entity to another.
This article explains how these transfers can be reflected in MobileXpense.
Important: in order to perform an inter-group transfer, both the entify from where we transfer the user and the entity to where you transfer it must have the group transfer setting active.
2.1 Synchro file preparation
First of all, you need to create a synchro with the info about the users that should be transferred to the new entity. Please make sure that, for each employee, the following information is updated:
CustomerID - it should contain the customer ID of the destination entity.
Supervisor - login of the supervisor.
Controller - login of the controller in the new entity.
TravelSupervisor - login of the travel supervisor.
Expense Policy - name of the expense policy where the user will belong in the new entity.
Department - cost center of the employee in the new entity.
2.2 How to send the synchro file
Once you have this information ready, please send the synchro file.
If your entity doesn't have implemented automated user masterdata synchronisation, you can make a request to Keyaccounts providing us that file (in XLS or CSV format) and specifying the origin and destination entities.
After the file is loaded, the profile of the employee will be moved to the new entity. He can use his standard login in order to access to the profile in the new company.
However, a temporary profile will be created at the same time in the old entity for that employee + the new profile will be set up as deputy of the old profile.
The login of the old profile will be the concatenation of the initial profile plus the country and the entity ID corresponding to the old entity. In this screenshot you can see it more clearly.
initial profile created in US. For this employee with login 07076432 after transfer operation to Canada, a new profile was created with same login in the new country/entity, but his his previous profile in US, has turned into a temporary profile now, consisting of his initial Login (07076432) + country-ID (US) and entity-ID (1268).
now his initial login 07076432 is available as it is, in the new entity Canada.
The reason is to allow the employee to access his old account in order to finish his expense notes or approvals that are not still completed.
After some days, the temporary profile will be deactivated.
4. Other tips
Please note that moving employees from one entity to another will not move non-card transactions to the new profile.
5. What can go wrong
The transfer will not be done if in the synchro file:
the controller login doesn't exist in the new entity
the expense policy name doesn't exist in the new entity
the department doesn't exist in the new entity