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Organisation Overview

An organisation is defined as any company, institution, club or grouping of persons whose details are of interest to the association.  An individual member will often have his/her employer organisation selected as their Primary Relationship.

Organisations and individuals are both stored on the mBase Member file, and can be viewed on the Member form. Additionally, organisations alone can be viewed and managed on the Organisation form.

An organisation may be billed for membership of the association in its own right, as an organisation. Alternatively, the individual members of that organisation may be billed as a group, and be paid for as a group by their organisation. Both these scenarios are catered for in mBase.

Any specific organisation should only be stored once in mBase. If you find the need to store the same organisation twice, you are almost certainly doing something wrong. Duplicate organisation names can be resolved using the Resolve Duplicate Members facility.

Many organisations, such as companies, are part of a multi-level hierarchy, often sharing a common name.You  can specify a hierarchy of organisations in mBase, using the Relationships feature. One organisation can specify another organisation as its Primary Relationship, and so on indefinitely.  For example, the branches of the Acme Corporation may be called Acme (Gauteng), Acme (Western Cape), etc. In mBase, each individual branch would be taken on as a separate organisation. If required, a Member Category can be setup to group all the organisations in a conglomerate together.

An organisation's biographical details are stored on the Organisation form or the Member form. Additional details may either be stored in the Notes box, or as a Userfield.

A single statement incorporating all the outstanding obligations of all the members of that organisation can be produced by clicking the Statement button on the Organisation form. This statement will be addressed using the organisation's contact details, and will show current obligations for each member by name. This statement can be emailed to the organisation email address by clicking the Email stmt button on the Organisation form.

Every organisation should be given at least one Member Category. The member category links an organisation to a specific association.

Member records are associated with an organisation in 2 ways, as the Primary Relationship for the member, and as a related organisation on the Member Relationships subform.
On the Member form you can select a Primary Relationship for a member. If selected, this organisation will appear on most labels and reports associated with this member. If left blank, no organisation name will appear on these reports. 
When a Primary Relationship is selected for a member, a record is automatically added on the Member Relationships subform. On this subform you can see all the organisations and members that this member is related to, and the member's role in these organisations (eg CEO, consultant, etc).
You can see all the members associated with a particular organisation on the Organisation Members subform.

It is quite common for a member to use the contact details (Postal address, work phone/fax) of their employer organisation as their own contact details. For that reason, when a new member is added and the Primary Relationship is selected, the contact details for that organisation are copied into the contact details for the member automatically. These can then simply be overwritten if inappropriate for that member.

Current South African legislation requires a client's VAT number (if it exists) to be shown on every invoice. Most members will use their primary organisation's VAT number if they don't have their own. For that reason, the VAT number of the member's primary organisation is copied into the member's VAT number. This can be overwritten if inapproriate for that member.

Large organisations may have many members of a specific association. You may wish to communicate with a particular class of member within a specific organisation, for example, all affiliate members at Eskom. On the Organisation Member Categories subform you can filter the members of that organisation by a specific member category, then communicate only with that filtered set.

Large organisations may have members registered for numerous different Bill items. On the Organisation Billing subform you can filter the members of that organisation by a specific bill item, then communicate only with that filtered set. You can also allocate a single lump sum payment from the organisation to all the members registered for that bill item in 1 process by clicking the Allocate Payment button on that subform.

If an organisation agrees to pay the membership fees for specific members, this relationship can be shown on the Member - Relationships subform. A new report on the Organisation - Reports tab allows an Organisation statement/invoice to be prepared which only shows those members with the specified relationship to the organisation (e.g. "Paid for by").