Create Your Company, Step-By-Step

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All parties are defined by their Profile, which can be accessed from the Main Navigation page at:

[Party Admin] Icon > [Party Manager Application] dropdown box > [Parties] button
The "Find Parties" box opens, displaying "Search Options".

In this page, we will cover two topics:

  1. Editing the "company" profile data for your top level organization.
  2. Creating new organizations under your top level organization.

Contents

Editing Your "company" Profile Data

By convention, and to make initial setup easier, the top level organization in opentaps is often identified by a "Party ID" of "company". If your system has the standard database initialization data (Seed Data) installed on it, there will be a "company" already defined, and you can just edit to put your own information into the company profile. If "company" doesn't exist yet on your system, consult your Technical System Administrator because the Seed Data or the company's real data may have been customized for your installation, already.

Let's check to see if "company" already exists:

In the "Search Options" box, we will search for the word, company, as a Party ID.
Enter: company into the "Party ID" box.
Click: [Lookup Party] button.

Now, look at the "Search Results" box to see if this Party ID has been created. If there is a search result shown in the box, then we will edit it as outlined in the next section.

CAUTION: 
Before filling in this form, which contains sensitive Identity information, please apply the Internet Security 
practices described in the User Guide Section, Internet Security, Certificates, SSL

In the Search Results box,

Click: Party ID entry called company, or Company. 
The "View Party Profile" page opens.

Now we can proceed to edit the entries with your actual company data or any updates, as needed.

Update the data in the following boxes, as needed to reflect current company information. When updates are completed within each box, remember to Click: [Save] to record your changes.

  • Party Group Information -- Basic Party Group definition info
  • Contact Information -- Enter all relevant contacts, these are used throughout opentaps for business processes, so the contact information is very important.
  • Payment Method Information -- Defines the bank, and credit card type accounts used by the company to make payments to others.
  • User Name(s) -- Defines some of the User ID's and Passwords for those who have access to this opentaps system. Usually the only User Names defined here are some generic ones used by departments, such as "Sales", or "Customer Service". Individual who are identified on the system will have their own Profile page, and their own User Name is defined there.

Edit the Roles Tab

NOTE: The [Roles] Tab is used to make a "role" definition for the Top Level of the organization which must
  be set equal to "Internal Organization".  This is what distinguishes the Top Level organization apart from
  any sub-unit or divisional organizations.

Check to see that your Top Level organization has the required Role defined, as follows:

From the "View Party Profile" screen that was opened in the last section,
Click: [Role(s)] Tab, the "View Party Roles" screen opens.
At the top of the screen, look at the "Member Roles" box.
Confirm that the "Role Type ID" of INTERNAL_ORGANIZATION is listed there, with "Role" of Internal Organization
     and with "Parent Type ID" of Organization.
If needed, add the role if this is the Top Level organization in the company. In the "Add To Role" box,
Select "Role Type ID" of Internal Organization,
Click: [Add]
Confirm that the "Role Type ID of ORGANIZATION_UNIT is -- NOT used for the Top Level organization.

Other Roles may or will be listed in addition to this one, as the system is configured for various functions.

Create company Organizations Below the Top Level

To create additional company divisions, or units below the top level, open to the following screens, beginning from the Main Navigation screen:

[Party Admin] Icon > [Party Manager Application] dropdown box > [Parties] button
The "Find Parties" box opens, displaying "Search Options".
Click: [Create New] button at the top of the "Find Parties" box.
The "Create New Party Detail" box opens,
To create a company organization or unit for the first time,
Click: [Create New Party Group]
A page of blank fields open up, which we will now fill in. 

The fields to edit are listed next, but please not the following comment:

CAUTION: 
Before filling in this form, which contains sensitive Identity information, please apply the Internet Security 
practices described in the User Guide Section, Internet Security, Certificates, SSL 
  • Group Name -- The unit or organization name to create, Required
  • Group Name Local -- An informal or local name for the unit that is often used internally
  • Office Site Name -- A name of the units Office Site, if any
  • Annual revenue -- optional field
  • Number of employees -- optional field
  • Ticker symbol -- optional field
  • Comments -- optional field
  • Logo Image Url -- optional field for the Url of the company's Logo to display on Invoices, etc.
  • Is Incorporated -- optional field
  • Federal Tax Id -- optional field *** Sensitive Information must be protected***
  • Requires1099 -- optional field, Checkbox for US Federal 1099 form requirements
  • Description -- optional field
  • Preferred Currency Uom Id -- -- optional field, select the "preferred" currency (currency of business transactions is always specified within the transaction or by default specified in Financial setup.
  • External Id -- An external ID used by the company unit can be specified
Click: [Save] to create the company unit, and record your entries.
The "View Party Profile" screen opens, displaying many data boxes with content that can be edited.

Update the data in the following boxes, as needed to reflect current company information. When updates are completed within each box, remember to Click: [Save] to record your changes.

  • Party Group Information -- Basic Party Group definition info
  • Contact Information -- Enter all relevant contacts, these are used throughout opentaps for business processes, so the contact information is very important.
  • Payment Method Information -- Defines the bank, and credit card type accounts used by the company to make payments to others.
  • User Name(s) -- Defines some of the User ID's and Passwords for those who have access to this opentaps system.
    • Usually the only User Names defined on this company profile are some generic ones used by departments, such as "Sales", or "Customer Service".
    • Individual who are identified on the system will have their own Profile page, and their own User Name is defined there.
    • If you see User Names listed here that are not real, or that are not required, remove all of those.

Edit the Roles Tab

NOTE: The [Roles] Tab is used to make a "role" definition for the Sub-Level Unit of the organization which must
  be set equal to "Organization Unit".  This is what distinguishes Sub-Level Units apart from
  TOP LEVEL organization.

Check to see that your new Sub-Level organization has the required Role defined, as follows:

From the "View Party Profile" screen that was opened in the last section,
Click: [Role(s)] Tab, the "View Party Roles" screen opens.
At the top of the screen, look at the "Member Roles" box.
Confirm that the "Role Type ID" of ORGANIZATION_UNIT is listed there, with "Role" of Organization Unit
     and with "Parent Type ID" of Organization.
If needed, add the role if this is a Sub-Level organization in the company.
In the "Add To Role" box,
Select "Role Type ID" of Organization Unit,
Click: [Add]

Other Roles may or will be listed in addition to this one, as the system is configured for various functions.


Manual Pages > Company Logo -- Using Your Own Company Logo

Section Pages > Accounting, Ledger, Payment Methods, Time Periods, Taxation Entities, Initial Values



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