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Overview

This is your companies setup as a business entities in the system. See Setting up new Companies for best practice steps to setup an new business entity.

Using Host Company

The host company is the definition of your business entity and here is where information is stored like:

  • Business numbers like ABN, ACN etc
  • How information like Article numbers and Business / Person contacts are shared with other host companies
  • General Settings
    • numbering systems for orders and invoices
    • Base currency
  • Images for use on standard documents (invoices, email footers etc)
  • Bank accounts used by the business
  • Warehouse defaults

Note that a Host Company can also be the parent of a Debtor and a Creditor for trading between host companies to enable eliminations in consolidated financial reports

General Tab

  • ACN is Australian Company Number
  • ABN is Australian Business Number
  • Address details
  • Email address (can find by email if delegate)
    • Without an email address no emails will be sent from the system for this host company.  This is the "From" email address 
  • Is delegate indicates the address is not owned by this entity and the real owner can pass on
  • Notes free form for this entity
  • Profile is for information only
    • Private
    • Government
    • Semi-Government
    • Unknown
  • Engage Method is preferred method of communciation
  • Base Currency for the accounts and transactions in the system
  • Telephone numbers
  • Contact person does not come from persons in the system
  • Web address is the url for this company.
  • Shared Entity Scope allows the business entities (Companies and Persons) to be pooled and shared.
    • Need to create a shared entity scope first
    • Then multiple Host Companies can subscribe to the same shared entity scope
  • Host colour changes the colour that will be seen in the menu area when navigating so you can tell which entity you are working in.
  • Active allows you to make an organisation inactive.
  • Max simultaneous Logins limits the maximum number of persons that can login at any time.
  • Audit logins Dropdown
    • will ensure all login and logout events are tracked and visible through System Event Log 
      • All - tracks all logins
      • Primary - tracks employees only
      • Alternate - tracks customers and consultants logins

Images or Reports Tab

Images to be used on transactions and print templates.

  • Print templates
    • A print template defines the layout of the report generated for a journal type.
    • The print template must be built by an our developer before it can be assigned to a journal type.
    • Print templates can be attached to emails that are sent from the system using Email Templates:;
  • Journal Type
    • The type of journal that the template applies to.
      • Description ::A description of the use of the template.
      • Template ::The file name of the print template. This will be provided by the our developer.
      • Trigger Account ::is the account that will trigger the email to be sent

Profile or Contact Tab

Profile Values

Contact Methods

  • Can create a list of contact methods that will be used on prints and emails from the system

G L Tab

Bank Accounts

To setup a Bank Account enter all the details for this business entity.

  • Branch uses the list from Bank definition
  • Account number is the number from the bank for this account
  • Account name is the name of the account at the bank
  • GL account is the related GL account. Note that the GL account must have a Fixed Currency set to appear in the Bank Reconciliation screen.
  • Blank field - GL Account name
  • Default checkbox is the default bank account to be used in forms - eg on the Invoice to instruct customers which bank to pay into
    • You can set the default bank account to use on Debtors
    • You can set the default bank account to use on Creditors 
  • ABA Client ID
  • Creditor is the default Creditor to use on the bank fee journal from Host Company. The fields to the right of this button are:
    • Search Code - enter the search code of the Creditor, if known, and tab to select that creditor or enter part of the name or search code of the Creditor and Shift+F3 to list matching creditors.
    • Creditor Name, when a creditor has been selected
    • Creditor Location (suburb, state, postcode and country), when a creditor has been selected.
Debtor and Creditor Aging
  • Enter the number of days for each of the 3 Aging buckets normally 30,60,90 days
Merchant Details
  • Merchant Username for online credit card processing
  • Merchant Password for online credit card processing
  • Invoice Prefix is custom prefix of invoice documents across all Debtor Invoices (Default is INV)

Web Customisation Tab

Used to change content on the Webstore.

  • Profile to give subscribers - if you have anonymous transactions turned (turned on by our) and an entity subscribes (allowing you to send them emails) you can default a profile
  • Role to give subscribers as above for a Role to allow login access
  • Footer to add to all outbound emails allows a standard footer for the following emails
  • Instructions to display on your anonymous subscribe page is global for each host company

Custom Invoice Footer for each debtor invoice and will be used if required when our build your invoice layout

Stock or Sales Tab

  • Cash sale entity code is a default business entity code to attribute all cash sales
  • Custom sales order class is maintained by our for customisation of your sales order process 

Freight Defaults

Note that "Freight" is considered third party however "Delivery" is considered to be done by your Host Company

  • Apply standard delivery charge is the charge when no other charges have been calculated
  • Min order units is to avoid a delivery charge. This uses the notional units field from the article master as the UOM.
  • Min order amount is a dollar amount minimum for an order to avoid a delivery charge (note this is different to a freight charge)
Defaults
  • Default Ambient and Chilled Return bay is the bay that is used when returns are done
  • Default Warehouse is the default used across the system
  • No labels

For information about SaaSplications go to http://saasplications.com.au