Legal Entity Setup
A Legal Entity is one of your business organizations — the company that sends and receives invoices. Every TaprNext site needs at least one before you can process AP or AR.
Company master data (name, tax ID, address, PEPPOL registration) lives on the Legal Entity record. Day-to-day processing options — ERP connection, approval, invoice defaults — are configured per entity on Tapr Settings → General → Legal Entity Setup.
Setup wizard (first entity)
Section titled “Setup wizard (first entity)”The setup wizard collects identity fields used for PEPPOL and invoices:
| Field | Purpose |
|---|---|
| Company Name | Official registered name (seller/buyer identity) |
| Country | ISO country (PEPPOL scheme and validation rules) |
| VAT Number / Tax ID | Tax identification (compliance, matching) |
| Company ID | Business registration number |
| Currency | Default currency for this entity |
| Street / City / Postal Code | Registered address (required on PEPPOL invoices) |
| Contact Name / Email / Phone | PEPPOL registration and support contact |
The wizard entity becomes a row in Legal Entity Setup. Add more subsidiaries later with Add Row.
Open a row for full detail
Section titled “Open a row for full detail”- Desk → Tapr Settings → General.
- In Legal Entity Setup, find the entity row.
- Click the Edit (pencil) control on that row.
The row editor shows identity (auto-fetched from the Legal Entity), Invoice Defaults, Approval Workflow, and ERP Integration.
Use the pencil on a row to open the full per-entity form.
Top of the row editor: Legal Entity link, default flag, auto-fetched tax/country/currency, priority, and duplicate handling.
Identity and routing
Section titled “Identity and routing”| Field | Description |
|---|---|
| Legal Entity | Link to the Legal Entity master (required). |
| Is Default | Default entity for new invoices. Only one can be default. |
| Tax ID | Auto-fetched from the Legal Entity (read-only display). |
| Company Reg. No. | Auto-fetched registration number. |
| Country | Auto-fetched country. |
| Currency | Auto-fetched currency. |
| Priority | Lower value = higher priority when multiple entities match (e.g. buyer name). 0 is highest. |
| Duplicate Invoice Action | How to handle the same vendor + invoice number: reject, suffix, replace, or skip. Leave blank for the global default. |
Seller address and PEPPOL participant IDs are maintained on the Legal Entity / PEPPOL Registration records, not in this row form. A legal entity can hold several PEPPOL IDs (the PEPPOL IDs table on the Legal Entity, one row per registration, one marked default); see Legal Entity (company identity). See PEPPOL Registration.
Invoice Defaults
Section titled “Invoice Defaults”Fallbacks used when extraction or matching cannot fill a value. Prevents processing failures on non-PO or poorly matched invoices.
| Field | Description |
|---|---|
| Default Vendor | Vendor account/code when the vendor cannot be matched in the ERP (required for reliable posting). |
| Default Item Number | Line item code for lines without an item match (recommended). |
| Default UOM | Unit of measure for lines (must exist in the target ERP; e.g. Nos, Unit, EA). |
| Default Currency | Currency when not on the invoice. |
| Default PO Number | PO reference when none is found on the invoice. |
Approval Workflow
Section titled “Approval Workflow”Controls whether invoices need approval for this entity, and how workflow states interact with ERP posting.
| Field | Description |
|---|---|
| Require Approval Workflow | If enabled, invoices go through approval after submission. |
| ERP Posting Mode | Manual — user clicks Post to ERP. Auto-Post — built-in adapter posts when the invoice reaches ERP Ready State. API-Managed — an external system confirms posting (e.g. via API). |
| ERP Ready State | Workflow state name at which invoices become ERP-ready (must match an existing state, e.g. Approved). |
| Post-ERP Success State | State after successful ERP post (e.g. Posted to ERP). |
| Post-ERP Error State | State after failed post (editable states only, so users can fix and retry). |
| Auto-Advance Workflow Stages | Automatically advance stages (e.g. Draft → Extraction Review after AI; Approved → Posted to ERP if auto-post is on). |
For site-wide rules (amount thresholds, default approver), see Approval Configuration.
ERP Integration
Section titled “ERP Integration”Each entity can enable its own ERP connector. Connection fields depend on ERP Type (example below is ERPNext).
| Field | Description |
|---|---|
| ERP Integration Enabled | Master toggle for this entity’s ERP connection. |
| Fetch AR Invoices from … | When supported for the ERP type: pull outbound Sales Invoices from the ERP for PEPPOL send (ERPNext needs peppol_4_erpnext on that instance). |
| ERPNext Company Name (override) | (ERPNext) Company name used to filter Sales Invoices. Leave blank to use the Legal Entity name. |
| ERP Type | Connector type, e.g. erpnext, d365, sap_s4hana, sap_b1, netsuite, xero, odoo, quickbooks, bexio, abacus, mock, … |
| URL / config fields | Type-specific connection UI (e.g. ERPNext URL). |
| API Key / secrets | Credentials. Check Change ERP Secrets to view or update; leave unchecked to keep existing secrets. |
Full connector steps: ERP Connections Overview.
Updating secrets
Section titled “Updating secrets”- Open the Legal Entity row (Edit).
- Check Change ERP Secrets.
- Enter new credentials and Save on Tapr Settings.
- The checkbox resets after save; secrets stay encrypted at rest.
Multi-entity
Section titled “Multi-entity”- Tapr Settings → General → Legal Entity Setup → Add Row.
- Link a Legal Entity master.
- Set priority, defaults, approval, and ERP for that company only.
Each entity has its own PEPPOL registration, ERP connection, approval behavior, and user permissions.
What’s next
Section titled “What’s next”- PEPPOL Registration — register the entity on PEPPOL
- Tapr Settings Overview — other site-wide tabs
- ERP Connections — post and fetch setup
- Go-Live Checklist