Company Profiles

Company Profiles are default settings for companies that you regularly add to the system e.g. a customer or supplier. When entering a new company record onto the system, choosing the company profile will automatically enter these characteristics to save you time. The Profile that is used as the default profile can be set in Main Parameters window. New Company Profiles can be added or existing ones viewed in this window.

To Add a New Company Profile

  • Go to Parameters & Lists > Marketing Parameters > Company Profiles in the main menu bar.
  • To view an existing profile, enter or search for the profile code in the Hot Area of the window. To add a new profile, enter a code of up to eight characters and hit return, say Yes to Add New Profile?
  • Enter a description of the profile.

There are four tabbed pages, the fields are described below.

1. Main

Tick what type of company the company records added under this profile will be. One or more boxes can be ticked as appropriate.

  • S/Contract (or Order) Company - Sales Contract Company. Tick this box if you will be setting up sales contracts/orders for companies under this profile.
  • S/L Account - Sales Ledger Account Company. This should be ticked if your company will be selling goods or services to this company. Ticking this box will affect the way the system sets up orders and invoices relating to a company with this characteristic.
  • P/L Account- Purchase Ledger Account Company. This should be ticked if your company will be buying goods or services from this company. Ticking this box will affect the way the system sets up orders and invoices relating to a company with this characteristic.
  • Agent Company - This company is used as an agent company by other companies in the system
  • Role 6-8 - These are roles which can be customised for your own needs see your systems administrator for details.


Data Source

Use the Data Source Field to enter an identifier to indicate where the data originated. In most cases this will read KEYED indicating the data was keyed in by a user.

Source Date

Use the Data Source Date Field to enter the date of the data origin. For example, if the Company Details have been entered from a publication then this field should be the date that the publication was published.

Data Protection

Use the Data Protection tick box to indicate that the companies set up under this profile do not wish to have their details passed on to any other company.

Quick Sort

Use the Quick Sort field to temporarily mark a companies set up under this profile for a mailing or report. You can enter ten characters of your choice into this field. It is important to note that this is not a permanent marker, another used can overwrite your Quick Sort code at any time. The Company Attributes should be used for this purpose.

It is possible to mark in bulk all records which match a selection criteria.  This is done using BusiRep - please see Temporary Report Marker for Records.

Turnover

This is where you enter the company's estimated Turnover. This field is for informational purposes only; the company's turnover will not affect any of the systems calculations.

Currency

This is where you enter the currency code for the currency that the companies under this profile is to be invoiced in. For example, if your customer is based in Germany, you will want to invoice his or her company in either Deutsch Marks or Euros. You can use the Search Window to locate a valid Currency. For more information see Adding and Editing Currencies.

 

2. Sales Page

Enter details in this page if the company profile has been set up for sales account companies.

Def. Bank Nominal Code

Enter the default bank nominal code for companies set up under this profile.

Def. Bank Cost Code

Enter the default bank cost code for companies set up under this profile.

Settlement Discount

Use this field to enter a default settlement discount amount companies under this profile are to have.

Agency Commission Code

Enter or search for an item discount code for a default agency commission to be applied to companies. For more information and to set up new commission code, see Item Discounts.

Item Price Number

Enter the default Item price number, for more information see {LINK (#:53241, Item Groups)}.

Invoice Discount

Enter a default percentage discount all invoices for companies under this profile are to have.

S/L Payment Method

Enter or search for a sales ledger payment method Code if the companies in this profile have a standard method of payment such as On Account or pays with a particular type of credit card. For more information or to set up new codes see Payment Methods.

On Stop Tick Box

Tick this box if companies set up in this profile are to be automatically placed on stop. This will stop any orders/contracts being placed with these companies.

Warning Tick Box

Tick this box if companies set up in this profile are to be automatically placed on warning. This will bring up a warning when orders/contracts are placed with these companies.

Payment Terms

This is where you enter the sales terms that your company has set up with a Companies under this profile and reflects the period (in days) that is allowed for a company to pay their invoices. For example, if a company is allowed 30 days to pay their outstanding bills, then 30 should be entered into this field.

Credit Limit

This is where you enter the companies in this profile's Credit Limit. The value in this field will effect the total value of outstanding sales orders and invoices that can be raised on the system. For example, if A1 Ltd has a credit limit of £3,000 and has two outstanding invoices totalling £2,500. If the company places a new order totalling £1,000, the system will give a warning that the order has exceeded the company's credit limit.

 

3. Purchase Page

Enter details here if the company profile is for purchase account companies.

Def. Bank Nominal Code

Enter the default purchase ledger bank nominal code for companies set up under this profile.

Def. Bank Cost Code

Enter the default purchase ledger bank cost code for companies set up under this profile.

Def. Supplier Nominal Code

Enter the default supplier nominal code.

Def. Supplier Cost Code

Enter the default supplier cost code.

On Stop Tick Box

Tick this box if you would like companies to automatically be on stop.

Payment Terms

This is where you enter the purchase terms that your company has with a supplying Company. It reflects the period (in days) that is allowed for your company to pay your bills. For example, if your company is allowed 90 days to pay outstanding bills, then 90 should be entered into this field.

Credit Limit

Enter the credit limit your company has with supplying companies under this profile.

Purchase Discount

Enter a default standard purchase discount your company has with suppliers in this profile.

Settlement Discount

Enter a default settlement discount amount your company has with supplier in this profile.

P/L Payment Method

Enter or search for a default payment method your company uses to pay suppliers in this profile. For more information see Payment Methods.

VAT Code

Enter a default VAT code to be applied to purchase ledger transactions.

 
4. Attributes Page

Use this page to enter default Company Attributes for this Company Profile.

The settings entered will automatically be placed in the Company Attribute Summary grid in the company record. Company attributes deal with any aspect of a company that might be useful to remember when dealing with them.

This page has two field requirements. The first is the attribute type field which is used to set the general category for the attribute. For example, you can set the general type as to Area, to indicate that this attribute type is to do with the location of a company.

The second field the exact attribute itself. This gives the specific detail that is associated with the general Attribute type. For example, from the Area type attribute you can choose SOUTHEAST to indicate that the company is located in the South East of England.

For more information see Company Attributes. If the attribute you require is not listed, see Adding Additional Attributes.