Multi-Company Setup

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multicompany

 

Object numbers (eg. Job#, PO#, etc.) are global, however each object is at a company level. To assist with customer facing reports (eg. invoice, purchase order, etc.) each company has a prefix (eg C1 or RQ etc.) and related system reports are updated to reflect this.

 

For example, Invoice number = 226813 and is for company number 1 (company prefix = H) would appear on the printed invoice as:

 

companyprefix

 

If the Company prefix is blank the invoice number would appear as 226813.

 

hmtoggle_arrow1Company tab
companytab

 

Select the cardfile to be linked to this company. Select a start date for this company. All companies should ideally have the same start date. Tick First Fin. Year Rolled, if it has been rolled.

 

Enter a Prefix (up to 4 characters). This prefix will be appended to all invoice numbers for this company.

 

companyprefix

 

hmtoggle_arrow1Invoice tab
invoicetab

 

Invoice memo: The text message entered in this field will always be printed on all invoices produced for this company. Using this option, tailor a text message to suit marketing needs, define company terms and conditions, or convey seasonal greetings. This message can be changed at any time via this option. This is also where to enter or change bank details to appear on the invoice for customers to pay via direct payment.

 

Use BPAY: Tick to use BPAY for this company, and enter the appropriate Biller Code.

 

hmtoggle_arrow1Quote tab
quotetab

 

This is where to enter the default information for both the quote header and footer – standard information that will appear on all quotes for this company.

 

The quote header can be set to display a specific salutation and opening paragraph on every quote created. Enter that default header text here.

 

The quote footer can be set to display a specific sign-off, including trading terms and conditions on every quote created. Enter that footer text here.

 

Both the quote header and footer can still be changed on the quote itself (from within the Text tab) at any time. You can also add acceptance to a quote information for signing.

 

quotetext

 

hmtoggle_arrow1Banking tab
mcbanksetup

 

Each company can specify cheque book, bank deposit, debtor payments, foreign exchange gain/loss (if licensed for Multi-Currency), along with branch (if Branches are enabled), sub-branch and GL Department.

 

bankingtab

 

The specific company banking related options are:

▪Cheque Book defaults

▪Bank Deposit defaults

▪Direct Debit Debtor Payments

▪Foreign Exchange Gain/Loss Accounting (if Multi-Currency is enabled in the Jim2 key).

 

First, go to Accounts > General Ledger. Here, add individual Detail Cheque Account (Postable), etc. for each company.

 

glmc

 

Info

Note: The correct company needs to be selected in the general ledger header prior to editing any accounts.

 

See Company Accounts for more information.

 

Cheque Book

Cheque Book Defaults

Explanation

GL Acc.

The general ledger account selected here will be the default used in the cheque book. Only general ledger accounts that are set up as either a Detailed Cheque or Credit Card account can be used.

Payment By

Select a default Payment By for those times when writing cheques, deposits, creditors cheques, etc. The options are: Cash, Cheque, Direct Debit, EFTPOS, Electronic Payments, MasterCard/Visa. The default selected here can be changed within each cheque.

Handwritten

Tick Handwritten if most or all of the cheques drawn from the business are handwritten. The default selected here can be changed within each cheque.

 

Deposits

Bank Deposit Defaults

Explanation

GL Acc.

The general ledger account selected here will be the default used in bank deposits. Only general ledger accounts that are set up as either a Detailed Cheque or Credit Card account can be selected.

 

Direct debit debtor payments

Payment types must be set up prior via Tools > Setups > Banking > Payment Type. Direct debit debtor payments cannot be deleted – they can only be reversed.

 

Field

Explanation

Direct Debit Default GL Acc.

The default general ledger account to be used. This is typically a 1-XXXX asset cheque/bank account with bank information set up. Bank info can be set up by selecting Accounts > General Ledger, editing the general ledger account and selecting Bank Info.

Bypass Unbanked Funds

If there are direct debits in unbanked funds, turning on Bypass Unbanked Funds will produce a warning advising these cannot be banked if this option is turned on. It is still possible to continue if desired.

▪Ticked: Funds will go from Trade Debtors straight to the account specified in Direct Debit Default GL Acc.

▪Unticked: Funds will go from Trade Debtors to Unbanked Funds.

Direct Debit Debtor Payment Type

Once a payment type has been associated with direct debiting, any payments made using the selected payment type from the Invoice screen will behave as specified here.

 

hmtoggle_arrow1CardFile tab
cardfiletab

 

This field is where enter a standard message that will always be printed on the debtor statements for this company. Typically, this memo would be a marketing message appropriate to the season, or details of preferred payment methods, etc. It can be edited only via this Options screen and is limited to 8,000 characters.

 

See Company Accounts for more information.

 

Further information

Multi-Company Options

Multi-Company Branches

Multi-Company Security

Multi-Company Stock Locations Setup

Multi-Company Company Accounts

Multi-Company CardFiles

Multi-Company Company Logos

Multi-Company Intercompany Purchases

Multi-Company Inter-Company Stock Availability and Usage

Multi-Company Inter-Company Stock Transfers

Multi-Company Inter-Company Costs Transfer

Multi-Company Quotes, Jobs, Purchases

Multi-Company Transfer Accounts Between Companies

Multi-Company Transfer Funds Between Companies

Multi-Company Close Financial Year

Multi-Company Commission Sessions

Multi-Company Business Analysis