2.02. Tenant

The Tenant is the highest level of an independent legal entity. A tenant can have one or more organizations reporting to it.

Tenant Window

The Tenant window, located in the Initial Setup -> Tenant Rules -> Tenant menu, is used to make tenant level settings and configure accounting parameters (chart of accounts, analytic accounts, units of measure). All these definitions will be inherited by the tenant's organizations.The following fields are available:

Note: Do NOT try to create a new tenant from the Tenant window (only use the "Initial Tenant Setup" while logged in with the System Administrator role);

• Search Key, Name, Description and Language - are filled based on the initial tenant setup. These values can be changed, ​​if necessary. The selected language will determine the address format used when adding location related records.

• Use Beta Functions enable only when testing a SocrateCloud version that includes features still under development.

• Multi Lingual Documents - select the checkbox if you want documents to be printed in the customer's or vandor's preferred language.

  • Auto Archive - indicates whether SocrateCloud should archive copies of reports when printed. It it also possible to archive a particular document or report.

  • All (Reports and Documents)

  • External Documents

  • Documents

  • None

• Material Policy - warehouse discharge method used, for costing calculations (LIFO or FIFO). Details in Costs.

Email Services

The Request Management section is used to define access to an e-mail service for the tenant, which will be used for:

• emails sent when processing requests;

• emails sent through workflow node actions;

• emails sent through processes implemented when completing a document (e.g. complete invoice);

• emails sent through processes that specifically generate documents/reports and send them by email;

• emails that can be sent manually when generating a report/document;

• Note: when no email service is defined or available at tenant level, the one defined on for the System tenant will be used;

The following fields are available:

• Host Mail - enter the email server address;

  • starting with v16.12, additional email servers that support SSL or TLS (SMTP) can be used;

• SMTP authentication - select if the mail server requires authorization. You will have to introduce a user name, email and password for each user in the respective fields in the User window

• Document Directory - the name of the folder where emails are stored upon reception. If this field is left blank, the default folder will be used (Inbox).

  • Note: if selected, the directory needs to be defined within the system, otherwise sent emails will not contain their corresponding attachments;

• Request E-mail - the address used for sending automated messages or receiving emails from other automated processes, such as delivery information or notifications.

• Request User - the ID of the email owner;

• Request User Password - the associated password;

• Reply To EMail - here you can to specify a reply address when making system email service configurations;

Note: If the access to an e-mail service is not defined here, then, within the cloud, the system e-mail service will be used! This service may be limited and subject to fees.

For Google the following settings need to be made:

• Host mail: smtp.gmail.com

• SMTP Port: 587

• Autentificare SMTP: selectat

• SMTP TLS: selectat

Other Settings section:

• Post Immediately - select if you wish the accounting processes to be triggered as soon as the documents (including those that have been automatically generated) are completed. If not selected, the documents can be posted automatically using a batch process. Enable this option only for testing purposes;

• Cost Immediately - select only in case costs are to be updated as soon as cost related details are added. If not selected, costs can be updated automatically using a batch process or when posted. Enable this option only for testing purposes;

• Zero Void - if selected any cancellation of a customer invoice will lead to the Invoice details being nullified and not to the generation of a new invoice with reversed sign;

SocrateCloud section:

• Printing - select the printing method used:

  • Google Cloud Print - this option involves the use of printers defined to be utilized via the Google Cloud Print service;

  • Standard Printing - when selecting this option, the Load Printers button will be displayed. This will be used to load the printers found in the network into SocrateCloud.

Details in Asociate Printers.

Tenant Info

The Tenant Info tab displays detailed information on the selected tenant. The following fields are available:

• Calendar, Primary Accounting Schema - default calendar and base accounting schema used for the tenant. Details in Accounting.

• Payment Discount calculated for Line Amounts - if selected, discounts will be applied for invoice details. If not selected discounts will apply to the total invoice value (including tax and added costs);

• Receipt Match Requirement, Invoice Match Requirement - associations between documents. For romanian companies we recommend that you select "Invoice" in the Receipt Match Requirements field. This indicates that any receipt needs to be matched with an invoice. Details in Accounting.

Defaults section:

• UOM for Volume - unit of measurement used at product level when reference is made ​​to a volume.

• UOM for Weight - unit of measurement used at product level when reference is made to a weight.

• UOM for Length - unit of measurement used at product level when reference is made to a length.

• UOM for Time - unit of measurement used at product level when reference is made ​​to a time.

• Template B. Partner - select a business partner as a template. New business partners created through the quick business partner initialization. The new business partner will absorb the data from the business partner entered here;

• Product for Freight - indicates a specific product used for automatic addition of transportation costs to the "Customer Order" document;

• Request Type - indicates the request type used by the system to display leads in the Sales Pipeline window;

• Time Zone - is used to indicate the local time zone for the tenant. If multiple organizations are used across multiple time zones, the corresponding time zone should be indicated for each organization. The information will be used in automated server processes, for which detailed date and time information is required;

  • Report Format - starting with v16.10 you can select the file format that will be used by default when printing a report. Details in Windows;

Options section:

• Lead Description on Sales Pipeline - if selected, for each lead in the Sales Pipeline window the contents of the Description field will be shown;

• Days to keep Log - indicates the number of days for which the log is stored.

• Zopim ID - indicates the Zopim account used which enables you to chat directly from SocrateCloud . An account needs to be created on the Zopim website.

Reference section:

• Organization Tree, BPartner Tree, Project Tree etc. - the default entity trees for each respective entity type. These are used by default when generating a financial report. If necessary a custom tree can be selected for a report;

• Bank Verification Class - java class used to connect with the bank;

• Price Engine Class - java class used for automatic price management. There are cases when the standard behavior needs to be altered to meet specific needs;

  • for the "Price Ext" component you need to enter the following class: org.bitsoftware.sprc.pricing.Ext;

    • Note: do not select if Price Ext is not activated!

Tax ID Validation

The Tax ID Validation section contains the methods used for company Tax ID validation:

• Automatically Validate Tax ID - when defining business partners, immediately after entering the Tax ID, the system uses the methods indicated in this section to validate it. If the Tax ID is valid, the corresponding Name and Address are shown, which may be used to further define the business partner;

• Ro Tax Id Validation Method - the method used to validate romanian companies;

• Non Ro Tax ID Validation Method - the method used to validate non-romanian companies.

Tenant Share

Go to the Tenant Share tab is used to define rules for data sharing for the tenant. The following fields are available:

• Table - contains the data for which sharing rules are defined

• Sharing Type - determines how the data in the selected table is shared:

  • • Tenant (all shared) - data is shared at tenant level. If a user defines a record and selects an organization, when saving data, the organization name will be replaced with "*";

• • Organization (no sharing) - data cannot be shared at tenant level. When selecting the organization, "*" is not available;

  • Tenant+Organization - both sharing types are available when creating a record. When selecting the organization the "*" is available.

Tenant sharing can be defined for any entity with a Tenant+Organization data access.

Password Policy

The Password Policy tab is used to define a set of rules for the account access passwords. The following fields and check-boxes are available:

Complexity section:

• Minimum Lenght - The minimum number of characters used in the password,

• Use letter - Use at least one character from ISO basic Latin alphabet (a-z or A-Z),

• Use uppercase letter - Use at least one uppercase character from ISO basic Latin alphabet (A to Z),

• Use lowercase letter - Use at least one lowercase character from ISO basic Latin alphabet (a to z),

• Use numeric character - Use at least one numeric character (0 to 9),

• Use non alphanumeric character - Use at least one character that is not a letter, nor a numeric or white-space character(such as ! $ # % < > _ etc.).

Maintenance section:

• Expiration Period (days) - Password expiration period,

• Historical Passwords Count - The number of previous passwords that cannot be reused.

Options section:

• Apply for API Users - Apply the password policy for API users,

• Apply External Authentication Services Policy Only - Access security is performed only by external authentication services. Login with local email/password is not allowed (except via API).

IP Access

Starting with v17.11, in the Roles Maintenance and Tenant windows a new tab called IP Access was added. Through this tab, a set of IP addresses can be defined at the tenant and/or role level to allow access to the account (from the login form and the API). This functionality has been introduced as an additional security measure, with tenants being able to restrict access from different locations, so the risk of unauthorized access to the account being greatly reduced.