|
|
|
|
This screen is available to users having the Administrator or Billing Manager (and their alternates) role. Only Administrators can create new Organizations (Billing Manager will have a read-only visibility). Both Administrators and Billing Managers can manage the associated Organization Contacts and Addresses.
Topics covered on this help page include:
Organization
Organization Overview (things to consider when setting up your organizations)
Add (screens involved with adding organizations)
Edit (screens involved with editing organizations)
Organization Contacts
List / Preview / Add (screens involved with listing, previewing and adding organization contacts)
Edit (screens involved with editing an organization contact)
Contact Phone (screens involved with listing, adding and editing an organization contact's phone information)
Contact Email (screens involved with listing, adding and editing an organization contact's email information)
Contact Address (screens involved with listing, adding and editing an organization contact's address information)
Organization Addresses
List (screen involved with listing organization addresses)
Add / Edit (screens involved with adding / editing organization addresses)
You may also be interested in:
Tree View (displaying your organization in a hierarchical view)
Organization Types (organizations can optionally be categorized by organization type)
Contacts List (search for and display organization contacts)
Organization Activity Report (report on Organization details including associated projects, and timesheet and project note activity)
Organizations are a required entity in the Unanet system and must be established prior to adding any Users or Projects. Within Unanet, Organizations are used for several purposes:
Person Organization -- Each Unanet user belongs to a particular person organization (for example, this could be their company or division within their company). This may also be referred to as a person's cost center.
Project Organization -- Similarly, each project that is set up in Unanet belongs to a project organization (for example, this could be the external company or internal department that the work is being performed for).
How organizations are defined during system setup is critical to how you will be able to track and report on data. You may want to consider things such as:
the differences between internal and external organizations
whether the organization codes match some existing coding scheme that you may have in another system within your company
keeping your organization codes short as they will be concatenated with project codes in various screens within Unanet
how you expect to report on the data in your system
do you have a particular hierarchy in your organization structure
By default, clicking on the Organizations menu item will display the Search/List screen.
The total list of organizations may be large, and as such, this screen has a Search / List feature. Initially, you will be presented with the Search tab, with which you can specify selection criteria to narrow down your resulting list.
Once you have supplied the desired selection criteria, click on the List tab to display any matching Organizations.
|
|
|
The add organization (
) icon is available on several screens, including the Organization dashboard and Organization list screens. Users with the Administrator role will have access to this functionality. Clicking on this icon will present the user with the Organization Profile screen where they can create a new Organization. On this set of screens, you will see a Profile tab and optionally an Other tab.
The only required entries on the Profile tab include the Organization Code and Organization Name. All other fields are optional. When displaying projects in Unanet, the Organization Code will be displayed along with it throughout the produce (ie Project Organization concatenated with Project Code --- Cust1:Project1). As such, you may want to choose a concise code scheme as to not generate excessively wide values.
|
|
|
The Organization entity has 10 user defined fields (UDFs) that can be activated if additional fields are required. When any Organization UDF has been activated, this Other tab will appear when adding or editing an Organization. The fields that appear on this tab will depend on how your user defined fields have been defined.
To edit an existing Organization, Administrators can click on the edit pencil (
) from the Organization list screen. The Profile and Other tabs are identical to those described above in the Organization - Add function.
Note that when modifying an Organization Code, the system preserves all associated data relationships. Existing data in the system will continue to be associated with this organization, however, it will reflect the now current name (for all data in the system). In other words, the Organization Code value is not a temporal value and changes to this field will appear throughout historical data as if it were always the current value.
When editing an Organization, you will notice a left menu that contains three options (Profile, Contacts and Addresses). You can use these options to navigate to related Organization details.
Organizations can have associated Contacts and Addresses. The entries associated with the organization will be available to the Billing Managers when configuring project specific Invoice Setup information. When defining Contacts and Addresses, you can designate specific contacts and addresses to be the Default For a particular purpose. This is simply an aid to the Billing Manager and can be overridden on a project by project basis.
When editing an Organization, you can click on the Contacts left menu option where you will be presented with a list of existing contacts for the current organization. From this listing, you can add, edit, delete and preview additional contact details for an organization.
The Contacts associated with the organization will be available to the Billing Managers when configuring project specific Invoice Setup information.
Contact - List
The list of contacts will only reflect those Phone #, Email and Address entries that have been designated as 'Primary'. There is no particular limit as to the number of contacts an organization can have and there is no restriction on entering duplicate entries.
Note that Contacts associated with a project's invoice setup cannot be deleted.
Contact - Add
Clicking on the add contact (
) icon you can add additional contacts associated with the current organization. Only the contact First and Last Name are required fields.
When specifying that a contact is a Default Contact For the purposes of Bill To, Ship To or Remit To, note that you can only have one contact for an organization designated as the default for each of these three options. When designating a contact as a Default Contact For, any other contact currently designated as such will have that attribute removed as part of saving this record (to ensure that only one can have the designation).
Note that the Bill To and Ship To contacts associated with a project invoice setup are those contacts associated with the project's 'project organization', while the Remit To contacts are those contacts associated with the project's 'owning organization'.
Contact - Preview
Clicking on the eye glasses (
) icon on the contact list will present a read-only version of this contacts' details, complete with all associated phone, email and address details.
To edit an existing Contact, you can click on the edit pencil () from the contact list. This will present you with a set of tab options for editing the main contact profile information as well as provide for the ability to navigate to any associated Phone, Email and Address details.
Contact - Edit - Profile
Selecting the Phones tab will present a listing of any phone numbers that have been associated with the current organization contact. From this screen you can add, edit and delete an existing entry.
Contact - Phone - Add / Edit
Clicking on the add or edit icons will provide for the ability to add or edit an existing phone detail. The Phone and Type are both required fields. The Type field is used to classify the type of phone number an is currently limited to a pre-defined set of options. Only one phone entry per contact can be designated as Primary. Designating one phone number (for a particular contact) as Primary, will un-select that option for any other phone number for the current contact (within the same Save action).
Selecting the Email tab will present a listing of any email entries that have been associated with the current organization contact. From this screen you can add, edit and delete an existing entry.
Contact - Email - Add / Edit
Clicking on the add or edit icons will provide for the ability to add or edit an existing email detail. The Email and Type are both required fields. The Type field is used to classify the type of email an is currently limited to a pre-defined set of options. Only one email entry per contact can be designated as Primary. Designating one email (for a particular contact) as Primary, will un-select that option for any other email for the current contact (within the same Save action).
Selecting the Address tab will present a listing of any address entries that have been associated with the current organization contact. From this screen you can add, edit, delete or copy an existing entry.
Contact - Addresses - Add / Edit
Clicking on the add or edit icons will provide for the ability to add or edit an existing address detail. At least one of the address fields and Type are required. The Type field is used to classify the type of address an is currently limited to a pre-defined set of options. Only one address entry per contact can be designated as Primary. Designating one address (for a particular contact) as Primary, will un-select that option for any other address for the current contact (within the same Save action).
Note that you can optionally enter an address using multiple address fields, or you can simply enter the entire address into the single Street Address field. Separating the details into their own fields will allow for more specific ad-hoc reporting and exporting granularity. When addresses are displayed elsewhere in the system, the values are concatenated and thus would appear the same regardless of how they are entered.
When editing an Organization, you can click on the Addresses left menu option where you will be presented with a list of existing addresses for the current organization. The Addresses associated with the organization will be available to the Billing Managers when configuring project specific Invoice Setup information.
Note that these addresses are available for association when configure an invoice setup, while the contact addresses above are the addresses of the contacts and not the addresses that are to be associated with the invoices (although, they may very well be the same).
From this listing, you can add, edit, delete and copy address details for an organization. There is no particular limit as to the number of addresses an organization can have and there is no restriction on entering duplicate entries.
Note that Addresses associated with a project's invoice setup cannot be deleted.
Clicking on the add or edit address icons allow for the management of existing or association of new addresses to an organization. A valid address record must have at least one address related field populated.
When specifying that an address is a Default Address For the purposes of Bill To, Ship To or Remit To, note that you can only have one address for an organization designated as the default for each of these three options. When designating an address as a Default Address For, any other address currently designated as such will have that attribute removed as part of saving this record (to ensure that only one can have the designation).
Note that the Bill To and Ship To addresses associated with a project invoice setup are those addresses associated with the project's 'project organization', while the Remit To addresses are those addresses associated with the project's 'owning organization'.
