Entities Tutorials Creating and Editing

Every organisation must have at least one registered entity. For the types of entity and how they nest, see Entity Types.

💡These tutorials explain how to create, edit and delete entities such as companies, branches, departments and stock locations.

How to Create an Entity#

1. Navigate to Entities.
2. Create Entity Statuses if this is the first time you are creating an entity.
   1. Click Menu (button) > Edit Statuses (Entities).
   2. Click Add Default (button).
   3. Close the popup.
3. Click New (button) and select an entity Type from the dropdown list.
   • Note: The type cannot be changed later.
4. Complete the header information:
   1. Name = Enter a name for the entity, or click the arrow and select an existing contact from the popup list.
   2. Code = Enter a code for the entity (abbreviated name).
   3. Parent = Select a parent entity from the dropdown list, or select N/A if this is the parent.
   4. Hours/week = Enter how many hours per week the entity typically operates (mostly applicable to Cost Centres).
   5. Monthly Cost = Enter the monthly cost (e.g. maintenance cost) of the entity (optional).
      • Note: The cost applies mainly to Cost Centres. If staff are added and the monthly cost field is blank, the staff costs are automatically transferred to the monthly cost field.
   6. Weeks/Annum = Enter how many weeks in a year the entity typically operates, excluding holidays (mostly applicable to Cost Centres).
   7. Hourly Rate = Enter the typical hourly rate (e.g. staff hourly wages) of the entity (optional).
      • Note: The cost applies mainly to Cost Centres. If the other fields are filled in (d, e and f), the hourly rate is calculated automatically.
   8. Override checkbox = Check the box so you can edit the Hourly Rate. Leave it unchecked to use the calculated rate.
5. Complete Staff (tab):
   1. Click Edit (button) in the header if it is not blue.
   2. Click Staff (button) next to Add.
      • Click Select Contacts to add an existing contact as a staff member, and select the contact on the popup.
      • Click Add Staff to add a staff member who is not on the contacts list. A new contact of the type Person is created, and its form opens for you to complete.
   3. Complete the additional fields:
      1. Note = Enter a note if required.
      2. Monthly Cost = Enter the staff member’s monthly cost.
6. Complete Assets (tab):
   1. Click Asset (button) next to Add, then do one of the following:
      • Click Select Assets, then on the popup:
        1. Select the Type from the dropdown list.
        2. Click View (button).
        3. Enter part of the name in the search block (optional).
        4. Select the assets to add (use Ctrl + left-click to select more than one).
        5. Click Select (button).
      • Click Add Assets and select a Type of Asset from the dropdown list, then:
        1. Complete the form as needed (see Assets Tutorials: Creating and Editing Assets).
        2. Close the form to return to Edit Entities. The asset is added.
           • Note: If the asset has the Financial attributes added and the monthly costs field filled in, that cost is added to the monthly cost of the Cost Centre.
7. Complete Output (tab) if you are creating a registered entity, branch or Till (PoS):
   1. Right-click the Logo section and select Load.
   2. Navigate to the image on your device.
   3. Click the image and click Open (button).
   4. Enter your masthead details in a rich-text editor, then copy and paste the text into the Masthead section.
      • Note: Text entered directly in the Masthead section is plain text.
   5. Paste or enter the bank details in the Bank Detail section.
8. Change the status to Active on the Status Bar.
9. Enter a note on the Status Bar if required.
10. Click Save (button).

How to Edit an Entity#

1. Navigate to Entities.
2. Double-click the entity you want to edit (or right-click the entity and select Edit).
3. Click Edit (button).
4. Make the necessary changes.
5. Click Save (button).

How to Delete an Entity#

1. Navigate to Entities.
2. Right-click any entity and select Delete.
3. Confirm the deletion on the popup.