2.03. Organizations

In SocrateCloud the organization represents is the organizational entity within the tenant. An organization may be a legal entity or a sub-unit where only a part of the processes are executed. Examples of organizations are "store", "department", "branch", "division". Organizations can make use of the tenant's shared data or can have their own data.

Organization Type

Organization types allow you to define organization classifications. They are used for reporting only, with no effect on processes and access rights. For example, stores defined as organizations can be classified as "Free Standing", "Mall Locations" or "Outlets".

The Organization Type window, located in the Initial Setup -> Organization Rules menu, is used to manage organization types. The following fields are available:

• Legal Entity - select if organizations of this type are independent legal entities;

• Department (v16.04) - if checked, organizations with this type can be used as departments. Details in Human Resources;

• Print Color - the print color used when printing the names for organizations of this type;

Organization

The Organization window, located in the Initial Setup -> Organization Rules menu, is used to to define new organizational entities and edit existing ones.

On the left side the organization structure is displayed and you can view and edit the organization tree. On the right records corresponding to organizations are displayed.

The following fields are available:

• Search Key, Name and Description - values used to identify the organization within the system;

• Summary Level - select if this record will be used as a parent record in organization trees;

• Validate Organization - the button is used to validate a newly created organization and create records in costs (when creating the organization). This is useful if you are using the standard costing method.

• Active - an inactive organization can not be used for login(v17.02). Records are stored into the data base and can be reviewed anytime.

Notes:

• after adding a new organization, you have to undergo a new authentication process to access the new organization. By default, the new organization is accessible to all tenant and admin roles.

• organizations can also be managed using the Accounting Dimensions window, located in the Performance Analysis -> Accounting Rules menu.

The Org Assignment tab is used to define the users associated with the organization. Select a User/Contact to be associated with the organization. Also specify for how long the user will be associated with the organization: Valid from, Valid to.

Roles and access rights of assigned users are not defined here. Details in Roles.

The Vendor Codes tab facilitates the introduction of codes for the organizations used in the relationships with the customers. The codes entered here will be displayed on the issued customer invoices.

Organization Info

The Organization Info tab contains detailed information regarding the organization. The following fields are available:

• Parent Organization - select a parent (superior) organization, the next level in the organizational hierarchy;

• Address field - is used to enter the organization address. The address entered here will be printed on all documents issued by the organization. Press the button to enter the address. The following fields are available: Address, City, State, Zip Code, Country. Press OK to save the address;

  • the Country, Region and City window, located in the System Admin -> General Rules -> System Rules menu, can be used to define the physical locations available (towns, countries, regions) when defining an address;

    • • Country has Region - if not checked, the "Region" tab will be unavailable, and when defining an address, you will not be able to select a region for the respective country;

  • the Location window, located in the System Admin -> Data -> Utilities menu, contains a list of all the addresses in SocrateCloud and can be used to complete/update address related information;

• Warehouse - warehouse used when generating counter-documents for inter-organizational documents. Details in Counter-documents;

• Transactional Organization - select if this is an organization for which documents are created. This separates transactional organizations from other kinds of organizations like departments and cost centers. When logging into SocrateCloud and on documents, you will only be able to select transactional organizations;

• Accounting Schema - the organization's accounting schema, on which documents will be posted;

• Calendar - the organization's accounting calendar. Details in Accounting Calendar;

• D-U-N-S, Tax ID - creditor check number and unique tax identification number;

• Tax Delayed - checked for all organizations registered at the Delayed VAT Operators Registry;

• Supervisor - default supervisor, used when no supervisor was selected for requests;

• Org Conversion Type - the default currency exchange rate type;

• Promo Rapid Delivery Threshold - unit price threshold value for promo rapid delivery;

• Threshold Currency - currency used for the price threshold value;

• Bank name, Bank Account No, Share Capital, Excise Code - values entered here can be printed on documents;

  • Time Zone - is used to indicate to time zone applicable to this organization. If this organization is a summary level, all subordinate organizations will use this time zone;

• Time Sheet Organization - the organization where the monthly time attendance will be registered for employees;

  • Department - indicates whether the organization can be used as a department (see Organization Type). Deparments will have following additional options, aplicable for the Monthly Time Attendance form:

• • • Allows Saturday/Sunday Timesheet - you will be able to enter weekend hours for employees registered to this department;

• • Allows Norm Exceeding - you will be able to enter hour exceeding the monthly norm;

    • • "Monthly Norm" = number of working days within the month * Daily Hours Norm (most recent records in the Employee window -> Payroll tab);

• • • Allows Night Timesheet - you will be able to enter hours defined as Night Timesheet hours in the Time Type window;

    • Details in Human Resources;

• • Timekeeper - select the timekeeper for the organization;

• Accounting (Active) - if not checked, documents registered to this organization will not be posted. They will be marked as Posted but no accounting transactions will be generated.