The building blocks

Your Ottimate account is structured as: Account (your organization) > Companies (business entities, usually one per ERP entity) > Location Groups (logical groupings) > Locations (the physical sites where invoices are processed).  The terminology article covers these in detail.

Adding a location

Adding a location is more than a new name in a dropdown — it needs an ERP entity mapping, a dedicated invoice email address, user access assignments, and (if you use VendorPay) bank account links.  Today, new locations are set up with our team: send the request to your CSM or support@ottimate.com  with:

• Location name and address, and which company it belongs to.

• The matching entity/location in your ERP, so exports map correctly from day one.

• Which users need access, and which location group it joins.

For VendorPay: which bank account pays this location’s invoices.

A self-serve location add-on is in beta with selected customers.  If you open and close locations often, ask your CSM about joining.

Changing groups, companies, or ERPs

Moving a location between groups, re-parenting it to a different company, or changing the ERP behind a company are structural changes — they touch vendor mappings, GL dimensions, export configurations, and historical data.  They are handled by our team to keep your history intact.  Send the change to your CSM or support@ottimate.com, and include the effective date, especially for ERP cutovers: invoices exported before the cutover stay in the old system’s format, and everything after flows to the new one.

For an ERP change, plan the cutover with your CSM a few weeks ahead — chart of accounts, vendor mappings, and open invoices all need a migration plan.