Company/People Directory

The Company/People directory manages all contact and client companies. A company is composed of one or more offices (by default a headquarter office is created), one or more people at each office, and one or more legal entities (e.g. office, subsidiary, product, business grouping, etc.).

The people can then be selected in various parts of the Job order (e.g. as contacts). For client companies, the offices can be specified during invoicing as the office to send the invoice to.

The Company/People directory is accessible from the Directory->Company/People Directory menu and contains the collection of companies, its offices, and persons who work at that company.

Creating Companies and People

To create a company select Create from the Actions menu when viewing the Company/People Directory.

The Create Company dialog is displayed first:

The following information related to the company can be entered:

Company and Office Name: the name of the company and main office name (required in order to create a company).
Favourite: indicates if the company will be available in the Favourites list on the company directory screen. This allows for frequently used offices to be found more easily, rather than having to search through the whole company directory.
Address: address information for the company. The Address Type drop down specifies what the address represents (e.g. a work location). Additional addresses can be added with the Add Address button and the preferred location can be specified with the Preferred checkbox.
Phone, Email, and URLs: additional methods of contact. Like with addresses, multiple instances can be added for each, and instances can be designated as preferred

Click Save when done to continue to the company details screen where offices and people can be added:

Add Office: allows for the creation of an office (see Creating Offices).
Add Person: allows for the creation of a contact at an office (see Creating People).
Office selection: select an office to display the people at that office. By default, the Main Branch (highlighted in bold) is available which is the company itself.
People: the people located at the currently selected office.
Summary Column: displays details about the company and currently selected office followed by the selected person at that office.

Marking a Company as a Client

By default, a newly created company is a Contact company (i.e. it cannot be selected for billing on a Job Order). In order for a company to be selectable as a client on a Job Order the company must be marked as a Client company using the steps below. Note too that at least one Legal Entity must be created for a client company.

Display the information for the company.
Select Edit Company Roles from the Actions menu:

Select the Client Company check box on the Company Roles dialog and click Save:

Creating Client Legal Entities

A Legal Entity for a company is an entity (e.g. office, subsidiary, product, grouping of offices in a geographical region, etc.) that is to be invoiced once the Job Order is complete. A Legal Entity is selected when filling in the Client Details section of the Job Order entry screen and when creating or modifying offices. Note: a client company must have at least one legal entity To create a Legal Entity:

Display the information for an existing client.
Select Legal Entities from the drop down menu to the right of the company information:

Click Create Legal Entity when the legal entities listing screen is displayed for the client:

The Legal Entity creation screen is displayed as shown below allowing information for a Legal Entity to be entered:

The following information related to the legal entity can be entered:

Legal Entity Name (required): the name to identify the entity by.
Code: the client code; any meaningful value can be entered.
Address Type and Preferred: the Address Type drop down specifies which address the information refers to (e.g. work, home, etc.). Additional addresses can be added by clicking the "+" icon above the address fields. Selecting Preferred indicates that the address is the preferred address to use. Only one address can be set to preferred.
Address: the address information for the entity.
Phone and Email: the phone number and email addresses to contact. The drop downs specify the type of contact information (e.g. work, home, etc.) Additional phone numbers and email addresses can be added by clicking the "+" icon above each respective field. Selecting Preferred indicates that the phone number or email address is the preferred one to use. Only one phone number and one email address can be set to Preferred.
Inactive/Active: selecting Active allows the legal entity to be selected. Selecting Inactive prevents it from being selected.
Click Save when done to save the legal entity information.

Creating, Modifying, and Deleting Offices

An Office refers to an office location for a company. By default, each company has one main office (headquarters assigned to it).

The office creation feature allows additional offices to be added and then selected in Job Orders. If no offices are added, then only the company's main office information from the Create Company screen is available to Job Orders.

To add a new office, click Add Office on the View Details screen:

This displays the Create Office screen:

The following information related to a company office can be entered:

Office Name (required) and Description: an office name is required in order to identify the office. Note that Job Order numbers will include the office number when created.
Favourite: indicates if the office will be available in the Favourites list on the company directory screen. This allows for frequently used offices to be found more easily, rather than having to search through the whole company directory.
Legal Entity: specifies the Legal Entity to which this office is associated with. The legal entities available in the drop down are specified on the client legal entities screen.
Geo Region: the region where the office is located,
Address: address information for the office. The Address Type drop down specifies what the address represents (e.g. a work location). Additional addresses can be added with the Add Address button and the preferred location can be specified with the Preferred checkbox.
Phone, Email, and URLs: additional methods of contact. Like with addresses, multiple instances can be added for each and instances can be designated as preferred.

Modifying an Office

To modify an existing office, select the office in the list and then select Modify from the Actions menu in the office information section:

This displays the office information screen where the office's details can be updated. Click Save when done to save the changes.

Deleting an Office

To delete the office select Delete from the Actions menu:

Bank Accounts Information

Bank Account information can be added for LLC offices. This information is selected by Billing staff for the Bank Details section when creating an Invoice.

To add a Bank Account:

Open the LLC company from the Company/People Directory.
Click on an Office.
Click Create Bank Account:

Enter the New Bank Account details:

The screen provides the following details:

Account Holder Name: the name of the account holder.
Account Number: the unique account number.
Bank Account Code: the bank code.
Currency: the currency of the bank account. Note that when specifying a currency in the Line Items section of an Invoice, it must match that of the selected bank account.
Financial Institution: the financial institution, which hosts the account.
Status: the status of the account. Setting to Active means the account can be selected in an Invoice. Setting to Inactive means the account cannot be selected.
Additional Fields: provides entry for additional banking details such as the IBAN, SWIFT Code etc.

Creating, Modifying, and Deleting People

A Person is someone who works at a particular office and can be selected when creating a Job Order. Note that User Accounts can be created for LLC persons which allow those people to access the Inspection Management System.

Click Add Person on the View Details screen to display the Create Person screen:

The Create Person screen is shown:

The following Information related to a person can be entered:

Name information: the name of the contact. The first and last name required fields.
Favourite: indicates if the person will be available in the Favourites list on the company directory screen. This allows for frequently used persons to be found more easily, rather than having to search through the person directory.
Address: address information for the person's location. The Address Type drop down specifies what the address represents (e.g. a work location). Additional addresses can be added with the Add Address button and the preferred location can be specified with the Preferred checkbox
Phone, Email, URL, IM: additional methods of contact. Like with addresses, multiple instances can be added for each and instances can be designated as preferred

Note: when a person is created in the Office/Person directory for , they can have a User Account assigned to them, but this must be created manually as described in Creating User Accounts.

Modifying a Person

To modify an existing person, select the person in the list and then select Modify from the Actions menu in the user information section:

This displays the person information screen where the person's details can be updated. Click Save when done to save the changes.

Deleting a Person

To delete the person select Delete from the Actions menu

Note: people that have a user account cannot be deleted.

Moving a Person to Another Office

An existing person can be moved to another office using the following steps:

To move a person to another office:
Select the person in the People listing on the company information screen.
Locate the person's information and click Move to Another Office:

Select the office to move the person to in the Move to Office drop down that appears.
Click Move to complete the move.