All companies (Customers, Supplier, Subcontractors and Other) are maintained in the same screen, with appropriate attributes to distinguish between them. The Companies Maintenance screen has multiple tabs where you can update various fields.
There are numerous options to be used on Companies. This section covers only those that are required to be set up for a new company.
COMPANY
Alpha
Maintain a meaningful Alpha Code that can be used to select the company during data entry and reporting. This defaults to the first 6 characters of the Company Name but can be changed
Type
Used for reporting purposes. It refers to the Company Type table already maintained.
Price Code
Is the default price code for this Company. Used to price transactions for the generation of Input based invoices. It refers to the Price Codes table already maintained.
Use the default Price Code during initial setup, and change later once the usage of these codes has been determined.
Location
Assigning a location will provide a default filter criteria when searching for company records. It refers to the Locations table already maintained.
Financial Company
Is a mandatory field designating the Financial Company is which the Company is located. Most systems have only a single Financial Company, which defaults during creation of a new company.
Client/Supplier/Subcontractor/Other and Account Numbers
Specify the function of the company. A company may be one or all of:
- Client: a company you will invoice
- Supplier: a company who will invoice you
- Subcontractor: a Supplier specifically used in the SubContract section of Job Management.
- Other: used when the Company is neither a Client or Supplier, but just a contact organisation with whom you deal
- The Account Number: (AP or AR) is the company code in the financial ledger with which you will integrate for this company. You can manually enter the number or have a Workbench generated number using Location defaults.
ABN Number (or GST No, VAT No)
The relevant tax number for this company
Currency Code
Specifies the currency of the Company. Refers to Currencies in the Currency table.
Payment Terms
Calculates the default date for payment on Supplier Invoices and defaults to the Local Currency
Use GST (or VAT)
Defaults to selected. If deselected then GST will be default to 0.00 on Job Invoices or Job Purchase invoices
Bank Account References
Optional bank account information
Default Managers
These managers will default at the time of creating jobs for this company but can be changed.
ADDRESSES
Maintain multiple addresses. There must be at minimum one default Billing Address and Physical Address
For each Company you can only have one Postal and one Physical Address as the default. Click the 'Default' buttons to tick your selection.
PEOPLE
Setup contact people related to this company.
This People screen populates the People table which can also be accessed through Maintain People. The Billing Contact and Site Contact specify the default for the Job Masterfile.