Organisations (CS101500)

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In this window, you can do any of the following:

  • Create new organisations
  • Maintain existing organisations
  • Add branches to a organisation (if it has any) and review the list of organisation branches
  • Create an actual ledger for a new organisation
  • Assign existing ledgers to organisations
  • Review the list of organisation employees

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

  • White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:

    • space: the result contains the words in any order,

    • %: the result contains the words in the specific order, and the % functions as a wildcard as well.

  • Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.

The window toolbar includes standard and window-specific buttons. The window-specific buttons are listed below.

Button Description
Actions

Provides the following menu command, which you can click to invoke an action:

  • Change ID:
    Opens the Specify new ID dialog box, where you can specify a new ID for the currently selected organisation.
Create ledger Opens the Create ledger dialog box, where you can specify the parameters necessary to create a new actual ledger for the organisation. This button is available only for a organisation that does not have an actual ledger assigned.

In this area, you can assign a unique ID to a new organisation branch and specify its most commonly used name.

Element Description
Organisation ID The new identifier of the organisation.
OK Changes the organisation ID to the one you have specified, and closes the dialog box.
Cancel Discards the changes and closes the dialog box.

In this area, you can, create a ledger for the active organisation.

Element Description
Ledger ID The identifier of the new actual ledger that will be assigned to the organisation.
Description A description of the actual ledger.
By default, the description is composed from the organisation ID, with the “actual ledger“ string added to the end of it.
Create Creates a ledger with the Actual type and assigns it to the organisation.
The organisation base currency is used as the ledger currency.
Cancel Discards the changes and closes the dialog box.

In this area, you can, create a ledger for the active organisation.

Element Description
Organisation ID The unique identifier of the organisation, which you compose according to the rules defined by the BIZACCT segmented key.
Company name The name of the organisation
Organisation type

The type of the organisation, which can be one of the following:

  • Without branches:
    A organisation with this type cannot have any branches.
    If the Multi-branch support functionality is not enabled in the Aktivera/inaktivera funktioner (CS100000) window, this option is selected by default and cannot be changed. If the Multi-branch support functionality is enabled, this organisation type can be changed to any other type at any time.
  • With branches not requiring balancing:
    A organisation with this type must have at least one branch.
    If multiple branches of the organisation are involved in a transaction, balancing entries are not required.
    This option is available only if the Multi-branch support functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window.

  • With branches requiring balancing:
    A organisation with this type must have at least one branch.
    If multiple branches of the organisation are involved in a transaction, balancing entries are required.
    This option is available only if the Multi-branch support and Inter-branch transactions functionalities are enabled in the Aktivera/inaktivera funktioner (CS100000) window.
Active A check box that indicates (if selected) that the selected organisation is active.
Is main organisation If you want this organisation to be the main organisation of your branches, select this check box.

The elements on this tab hold the general information about the organisation , such as the contact information, the base currency settings, VAT information, and the default configuration settings.

Element Description
Address 1 The first line of the organisation address.
Address 2 The second line of the organisation address.
Address 3 The third line of the organisation address.
Postcode

The postcode.

An input validation mask can be set for the country postcodes.
För mer information, se the Countries/counties/postcodes (CS20400S) window.
City The city of the organisation address.
Country The country of the organisation address.
Select a country from the predefined list of countries.
County

The county or province of the organisation address.

You can populate the list of counties by using the Countries/counties/postcodes (CS20400S) window.
View on map A button that you can click to view the location on a map.
Company name The legal business name of the organisation, as registered with the appropriate tax agency.
This is the name that will appear on the organisation documents.
Attention The attention line as it is used in your company's business letters. This line will be used to direct the letter to the proper person or department.
Email The default email address of the organisation.
Web The website of the organisation, if one exists.
Phone 1 The primary phone number of the organisation.
Phone 2 An additional phone number of the organisation.
Fax The fax number of the organisation.
Same as main A check box that indicates (if selected) that the business information of the default location is the same as the branch business information specified on the General settings tab.
When you select this check box, the values in the fields are filled in automatically in accordance with the main business information.
Address 1 The first line of the organisation address.
Address 2 The second line of the organisation address.
Address 3 The third line of the organisation address.
Postcode

The postcode.

An input validation mask can be set for the country postcodes.
För mer information, se the Countries/counties/postcodes (CS20400S) window.
City The city of the organisation address.
Country The country of the organisation address.
Select a country from the predefined list of countries.
County

The county or province of the organisation address.

You can populate the list of counties by using the Countries/counties/postcodes (CS20400S) window.

This group of elements holds information that is shared among all branches of the organisation.
The same base currency is used for all branches; you can select the base currency only when you create a organisation.
Along with the base currency, you should specify the currency symbol and the required decimal precision.
Element Description
Base currency ID A string (of up to three characters) to identify the base currency.
Description The detailed description of the base currency.
Currency symbol The currency symbol for the base currency, which will appear with the currency amounts.
We recommend that you follow established norms when assigning IDs to the currencies; refer to the ISO 4217 code list.
Decimal precision

The number of digits following the decimal point that are used in operations with the base currency.

The decimal precision must be selected to allow the use of the smallest subunit of the base currency unit.
Currency amounts will be rounded in arithmetic operations in accordance with this setting.
Element Description
VAT registration ID The organisation registration ID for the country’s tax authority.
An input mask or regular expression can be set to validate the input in this box.
Corporate ID The corporate ID of the organisation.
File VAT by branch

A check box that indicates (if selected) that an individual VAT report is to be prepared for each branch.
If the check box is not selected, one VAT report is prepared for all branches.

This check box is available for the organisation only if you select the With branches requiring balancing option in the Organisation type field.
File EC sales list by branch

A check box that indicates (if selected) that EC sales list is to be prepared for each branch. When this is checked, the EC sales list (AR40501S) will require that both organisation and branch are selected before you can create a EC sales list report.

This check box is available for the organisation only if you select the With branches requiring balancing option in the Organisation type field.
Element Description
Access role

The role to be used to give users access to organisation data.
If the organisation has multiple branches, the selected access role is copied to the settings of each branch of the organisation.
If you clear the field, the system prompts whether you want to remove the access role from the settings of all branches of the organisation.

För mer information, se About security of organisation branches.
Default country The default country, which is the country of most of the organisation's customers and suppliers.
Default printer The default printer to be used for printing the documents of this organisation.
This field is available only if the DeviceHub functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window.
Industry code ID The branch's industry code ID.
Element Description
Show description on order confirmation and invoice

Markera den här kryssrutan för att visa beskrivningen i fältet Beskrivning på både orderbekräftelsen och fakturan.
Print note on external sales documents Select this check box if you want a note to be printed on external sales documents.
Print line note on internal sales documents Select this check box if you want a note to be printed on internal sales documents.
Print description on purchase orders Select this check box if you want a description to be printed on purchase orders.
Print note on purchase orders Select this check box if you want a note to be printed on purchase orders.

This group of elements holds information that is shared among all branches.

Element Description
Quantity decimal places The number of decimal places (that is, places after the decimal point) to be used for quantities.
Price/cost decimal places The number of decimal places to be used for prices and costs.
Weight UoM The unit of measure (UoM) to be used to calculate the weight of packages to be used for shipments.
Volume UoM The unit of measure to be used to calculate the volume of specific quantities of items for packages to be used for shipments.
Max. no. of pages on report preview The maximum number of pages that you can see when you preview a report.

This tab displays the list of branches that belong to the organisation.
The tab is available only if the selected organisation has the With branches not requiring balancing or With branches requiring balancing organisation type.

Button Description
Add branch

Opens the Branches (CS102000) window, where you can create a branch for the currently selected organisation.

The table toolbar includes standard buttons and buttons specific to this table. The table-specific buttons are listed below.

Column Description
Branch ID

The identifier of the branch, which is also a link that opens the Branches (CS102000) window populated with the data of the branch.
Branch name The name of the branch.
Active A check box that indicates (if selected) that the branch is active.
Access role The role that is used to give the employees of the branch access to the branch data.
Role description The description of the access role.

You use the elements on this tab to specify the delivery contact and address of the organisation, along with the related shipping instructions.
The tab is available only if the selected organisation has the Without branches organisation type.

Element Description
Same as main A check box that indicates (if selected) that the business information of the default location is the same as the branch business information specified on the General settings tab.
When you select this check box, the values in the fields are filled in automatically in accordance with the main business information.
Company name The business name of the location, if it is different from the business name of the organisation.
Attention The attention line as it is used in your company's business letters. This line will be used to direct the letter to the proper person or department.
Email The default email address of the location.
Web The website of the location, if one exists.
Phone 1 The primary phone number of the location.
Phone 2 An additional phone number of the location.
Fax The fax number of the location.
Element Description
Same as main

A check box that indicates (if selected) that the default location’s address is the same as that of the main branch address specified on the General settings tab.

When you select the check box, the values in the boxes are filled in automatically in accordance with the values of the main address. You clear the check box if you want to enter a different address.
Address line 1 The first line of the default location address.
Address line 2 The second line of the default location address.
Postcode The postal code for the address.
City The city of the default location.
Country The country of the default location.
County The county of the default location.
View on map A button that you can click to view the location on a map.

The group of elements covers the shipping instructions for the delivery address.

Element Description
VAT zone ID The VAT zone of the delivery location.
Shipping rule The way the orders should be fulfilled for this location.
You can select one of the following options:
  • Ship only when complete:
    Only completely fulfilled orders are allowed.
  • Back orders allowed:
    Back orders are allowed if some items are out of stock.
  • Cancel remainder:
    The ordered quantity can be shipped partially, and the quantity remaining after the first shipment will be cancelled.
Column Description
Days for remark The number of days that the receiver of the invoice has to make remarks on the invoice. The value filled in here is displayed on the invoice reports.
Bank language The language that the bank of the branch uses.
Bank name The name of the bank of the branch.
Bank address line 1 The first line of the bank's payment address.
Bank address line 2 The second line of the bank's payment address.
Bank address line 3 The third line of the bank's payment address.
Bank country The country where the bank is located.
IBAN The bank's IBAN number.
Bank account no. The main bank account number for the bank.
Bank account no. 2 The second bank account number for the bank.
Bank account no. 3 The third bank account number for the bank.
BIC (SWIFT) The BIC or SWIFT code of the bank.
Creditor identifier A uniform and standardised identification number that unambiguously identifies the creditor.
Element Description
Use basic payment process Select this check box if you want to allow the branch to use the simple payment process for outgoing payments.
Allow payment of pre-booked invoices Select this check box if you want to allow payment of purchase invoices that are pre-booked but not released yet.

On this tab, you can view and update the list of organisation employees.

The table toolbar includes standard buttons and buttons specific to this table. The table-specific buttons are listed below.

Button Description
New employee

Navigates to the Employees (EP203000) window so that you can define a new employee for the organisation.

The table toolbar includes standard buttons and buttons specific to this table. The table-specific buttons are listed below.

Column Description
Branch ID

The identifier of the organisation branch to which the employee belongs.
This column is available only for a organisation that has the With branches not requiring balancing or With branches requiring balancing organisation type.
Employee ID The unique identifier of the employee in the system.
Name The full name of the employee.
Department The role that is used to give the employees of the branch access to the branch data.
City The city where the employee lives.
County The county where the employee lives.
Phone 1 The phone number of the employee.
Email The email address of the employee.
Status The status of the employee.

On this tab, you can review and edit the list of the ledgers associated with the organisation.
organisations of any types may or may not share actual ledgers; ledgers of other types can be attached to or detached from a organisation at any time.
Only ledgers associated with a organisation can be updated by the organisation branches.

Column Description
Ledger The identifier of the ledger.
Description A description of the ledger.
Type The type of the ledger, which can be one of the following: Actual, Reporting, Statistical, or Budget.
Currency The currency of the ledger.
Consolidation source A check box that indicates (if selected) that the ledger is used as a source ledger for consolidation.

You use this tab to specify the sales, expense, freight, and discount subaccounts to be used for the organisation.
The tab is available only if the selected organisation has the Without branches organisation type.

Element Description
Sales sub The subaccount to be used as the default sales subaccount for the organisation.
Expense sub The subaccount to be used as the default expense subaccount for the organisation.
Freight sub The subaccount to be used as the default freight subaccount for the organisation.
Discount sub The subaccount to be used as the default discount subaccount for the organisation.
Currency gain/loss sub. The subaccount to be used as the default currency gain and loss subaccount for the organisation.

On this tab, you can upload logo images for the branch.
The uploaded images will be displayed in the system and on the reports when this branch is active.
To delete images that you no longer need, you use the Files menu on the window title bar.

In this section, you can upload and preview the logo that will be displayed in the top left corner of the window (when this organisation is active).
The recommended size of the uploaded image is 210 by 50 pixels.

Element Description
Browse

Open the file section window, where you can select an image to upload.
Upload Uploads the selected image to the system.
Preview window Displays uploaded images.
You can go through the images by pressing Ctrl+left arrow or Ctrl+right arrow.

In this section, you can upload and preview the logo that will be displayed on the reports for the selected organisation.
The recommended size of the uploaded image is 420 by 100 pixels.

Element Description
Browse

Open the file section window, where you can select an image to upload.
Upload Uploads the selected image to the system.
Preview window Displays uploaded images.
You can go through the images by pressing Ctrl+left arrow or Ctrl+right arrow.

On this tab, you can view and update the settings for ROT and RUT deduction for the organisation.
ROT and RUT deduction is a default setting in the Visma.net ERP templates.

Element Description
Uses ROT/RUT deduction Select this check box if ROT and/or RUT deduction is used.
Currency The currency of the deduction amount, usually SEK.
Next claim no. The next number of the file that can be sent to the Swedish government.
Org. no. validation reg. exp. The regular expression used to validate an entered housing cooperative's ID. This is automatically set to ten digits: ^(\d{10})$.
Default RUT/ROT type In this field, you can choose whether RUT or ROT is the default option in the following windows: Ej lagerförda artiklar (IN202000),Stock items (IN202500), Kundfakturor (AR301000), Claim ROT and RUT (AR531000), and Sales orders (SO301000).
Tax agency account In this field, you choose the Swedish tax authority (Skatteverket).
All incoming payments from ROT and RUT deductions will then be added to this customer.
Balance invoices on

Determines when the balancing Closed credit note to the customer and Open debit note to Skatteverket will be created. This can be one of the following:

  • Release customer ledger documents: upon release of the invoice.
  • Claim ROT and RUT: upon claiming the invoice in the Claim ROT and RUT (AR531000) window with the Claim action.
Element Description
Standard allowance limit The standard maximum amount for ROT deduction per person.
Extra allowance limit The maximum amount for ROT deduction per person, when this is different from the standard maximum amount.
Deduction (%) The ROT deduction amount in percent.
Element Description
Standard allowance limit The standard maximum amount for RUT deduction per person.
Extra allowance limit The maximum amount for RUT deduction per person, when this is different from the standard maximum amount.
Deduction (%) The RUT deduction amount in percent.
Element Description
Same as main A check box that indicates (if selected) that the business information of the default location is the same as the branch business information specified on the General settings tab.
When you select this check box, the values in the fields are filled in automatically in accordance with the main business information.
Address 1 The first line of the organisation address.
Address 2 The second line of the organisation address.
Address 3 The third line of the organisation address.
Postcode

The postcode.

An input validation mask can be set for the country postcodes.
För mer information, se the Countries/counties/postcodes (CS20400S) window.
City The city of the organisation address.
Country The country of the organisation address.
Select a country from the predefined list of countries.
County

The county or province of the organisation address.

You can populate the list of counties by using the Countries/counties/postcodes (CS20400S) window.
Element Description
VAT type

A drop-down field where you select the following options:

  • Taxable
  • Non-taxable
  • Corporate VAT
  • Taxable - discontinuation of activities
  • Non-taxable - discontinuation of activities
  • Corporate VAT - discontinuation of activities
Default tax agency

The ID and name of the default tax agency that will be suggested as tax agency in windows related to VAT handling. If this field is left empty, the Tax agency field in VAT handling windows will default to the first tax agency in the list of tax agencies.

If you have selected File VAT by branch you can also define the default tax agency for each branch.

On this tab, you can view and update the Intrastat settings for the branch.

Element Description
Internal code This code is used only in Finland, it is called the INT code, and is given by the Customs authority. It is most often used in cases where the organisation has offices in different locations and each office wants to submit a statistical declaration of their own, due to practical reasons. The code is not mandatory.
Declarant ID The ID used for Intrastat reporting.
Contact person The contact person responsible for the Intrastat report.
Element Description
Use agency Set the check box if you are using an agency to do the Intrastat reporting for your branch.
Organisation name The organisation's name.
VAT registration ID The organisation's VAT number.
Internal code The internal code for the organisation.
Telephone The organisation's telephone number.

Konceptinformation

Branches (CS102000)

Related concepts

About multi-branch support

About the security of organisation branches