Company File Fields
The CODE should not exceed 3 digits and should not match the name of any another company.
The PERIOD indicates the financial year that the company contains. This is a descriptive field. A company can be created for each year. Although this is not necessary, it is usually more practical for statistics, lists and inquiries to have the invoicing data of different years in the same company. This depends on your data volume and preferences (if you want to restart numbering every year or keep them sequential over several years, etc.). If you have a considerable volume of data, creating a new company for each financial year (e.g., A05, A06, etc. for 2005, 2006, etc.) will speed up the process (the files will contain less data) and provide more up-to-date files (e.g., if a customer made a purchase 3 years ago and is no longer a customer, then it can be deleted in the current year since it has no invoices).
USE FILES FROM OTHER COMPANIES: Use this field to indicate that the company you are creating will not have its own master files (customers, products, suppliers, etc.) and will use the master files of the company indicated instead. Use this field when the company you are creating contains the activity of an actual physical company divided into different invoicing series for different activities or departments, but from the same period.
For example, company A00 would correspond to normal invoicing with TAXES and company B00 would correspond to TAX exempt export invoicing.
In this case, company A00 would own the master files (would use its own and therefore, have these fields blank). In company B00, you will need to indicate in these fields that the files of company A00 should be used. Although the process is transparent to the user, when any change is made in these files from company B00, it is actually done in the files of company A00 since company B00 does not have them and uses those of A00.
Do not use this field for companies with different invoicing periods (in this case, it is better to use the Copy Master Files command that appears after the company is created). Continuing with the example: if you have two companies for the year 2007 (A07 and B07 which shares the files of company A07) and you want to "close them" and create new companies for 2008, then add a new company A08, leaving this field blank,
indicating that, once the company is added that it should copy the files from A08 on the file copy screen that appears.
Later, add B08 and indicate that the master files of A08 will be used,
indicating that, once the company is added that it should copy the files (numbering, inventory, etc.) from B08 on the file copy screen that appears.
DO NOT SHARE THE PRODUCT FILE WITH COMPANIES USING DIFFERENT CURRENCIES! THE PRICES AND RATES WILL NOT BE THE SAME!
The Use Files from Aanother Company field cannot be changed once the company is created.
If you are using Tax 2 in this company, you should check the respective box.
Check the INVENTORY CONTROL box to enable inventory control for the company. The program will keep calculations of the current inventory of the company, using the data for purchases, sales and warehouse operations. Warehouse and warehouse operation files and the list of product transactions are disabled for companies without inventory control.
Note: If inventory control by changing the company data is enabled, the Recalculate Inventory process on the Utilities menu must be run with the company open once the company has data.
PRODUCT PACK: This is used to do inventory control when a product is composed of other products and you want sell it, then the products that make it up will be subtracted from the inventory. When this option is enabled, then the product maintenance will show the Pack Definition tab to indicate (product by product) what other products make it up.
For example, if product A is composed of 2 units of products B and 1 unit of product C, then when two units of product A are sold, the program will subtract 4 units of product B and 2 units of product C.
Note: If product pack is enabled by changing the company data, when the company has data, you must run the Recalculate Inventory process once the packs are defined in the product file.
CURRENCIES: Select the currency to be used by the company and optionally, the second currency.
If you select a second currency, then you will be able to print the exchange value on the orders, packing slips or shipping documents and invoices in this second currency or to print a full invoice in the second currency. For example, if you work in euros or in pesos, you might want to print the total amount in dollars on your invoices.
The currencies must exist in the currency file.
Company invoicing series:
Main invoicing series . Put the string of the main series (the one that comes up by default when adding an invoice) for packing slips of this company. For example, if the numbering for this company is F-1, F-2, F-3, etc., enter F- in this field.
You can leave it blank if you do not want to use invoicing series (blank series).
Credit invoice series . Enter the string for the series to be used for credit invoices (back-charges). If the same series is entered for invoices and credit invoices, the credit invoices will come out sequentially with the invoices.
In Edit mode, you can create new invoicing series for this company or delete an existing series with the Create Series and Delete Series buttons.
When a series is deleted, existing invoices are NOT DELETED . The deleted series cannot be used any longer for this company (unless it is recreated).
You can use this to define customized print formats used by default for this company, the number of copies and if the program should print after an addition (creation) or edit.
Printing formats must first be created with the form designer.
You can find the format for each case by pressing the Find button.
If no format is indicated, the printer will use the standard format for the program.
Select the default print formats to be used by this company to print quotes, orders, packing slips, shipper packing slips, shipping labels, invoices, receipts and supplier orders .
The print formats for invoices and packing slips can also be specified at customer level, including them in the customer record.
In this way, you can define specific print formats for a certain customer, regardless of the general format applied to all of the company's customers.
Rates and Consolidation
If your company works with tax included, indicate the rates that have the tax included . You can have rates with tax included for final customers and the virtual shop and normal rates without the tax for distributors, etc.
In quotes, orders, packing slips and invoices, when a rate is applied with tax included, the tax base is calculated from the total by using the formula Base = Total / 1.xx, where xx is the tax class expressed as a percentage.
In these cases, the invoice or sales slip design should include a "TAX Included" string and normally the tax base is not printed.
Companies to be consolidated. Many lists, payments and statistics allow consolidation with various companies (include the data from various companies). Indicate here the companies related to the one being edited, so that they appear in these lists as the default selection. They can be changed in each list, but it is more convenient for them to be already included.
For example, if you use two companies (A00 for national invoicing and B00 for international invoicing without TAX), indicate in company A00 that it will be consolidated with B00. When you ask for statistics, payments, etc. of company A00, the data of company B00 will also be included by default.