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Managing Companies
Companies that purchase or supply goods using Impact Ordering must be registered as companies in the system. The term company is used in a broad sense: a company may also be an organisational unit or department.
Types of company
Company attributes define the type of company and its role in the system. For example, purchasing companies and supplier companies can be assigned to a basic contract, while manufacturer companies cannot. Companies may have one or more of the following attributes, which are indicated by specific icons. These attributes are defined in the company profile.
Attribute |
Icon |
Description |
|---|---|---|
Purchasing company |
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A company that purchases goods via the Impact Ordering system. |
Supplier company |
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A company that supplies goods via the Impact Ordering system. Supplier companies are automatically created in the system when a supplier catalog is imported. They can also be created manually. |
Manufacturer |
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A company that manufactures goods. Manufacturer companies are automatically created in the system when a supplier catalog is imported. They can also be created manually. Generally, manufacturer companies do not play an active role in the system. However, they must exist in the system in order that they may be assigned to objects, for example, to products in catalogs. |
Forwarder |
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A company that transports and ships goods. Generally, forwarding companies do not play an active role in the system. However, they must exist in the system in order that they may be assigned to objects, for example, selected as the forwarding company for a delivery. |
Distributor |
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A company that distributes goods to other supplying companies, for example, to retail stores. Distributors can be assigned to one or more suppliers in the Addresses tab of the company profile and in the Addresses and accounts tab of the basic contract. Users can then select a specific distributor for items ordered from these suppliers when they submit the basket. |
Other |
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Companies of other types, for example, credit card companies |
Vendor |
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A company that is a credit card or purchasing card vendor |
Company hierarchy and inheritance
Companies can be structured hierarchically within Impact Ordering. For example, a large organisation may have subsidiary companies, each of which has several departments or divisions as subsidiaries. This hierarchical structure has the following advantages:
- Consistency and efficiency of data management: The properties of a parent company can be automatically inherited by its subsidiary companies and users. Individual properties for specific subsidiary companies or users must then only be specified if they are different to those of the parent company.
- Flexibility of data management: Tasks and competencies can be assigned both centrally for the entire organisation and locally for parts of the organisation. For example, a subsidiary company may manage its own company and user data, but basic contracts for the subsidiary are managed by the purchaser of the parent company. However, the parent company may allow a subsidiary company to conclude and manage its own basic contracts with specific suppliers.
Subsidiary companies are created by entering the name of the parent company in the Master data tab of the company profile. When assigning objects such as addresses, catalogs, accounting control structures, user groups, etc. to a company, the company administrator can specify whether these objects should be inherited by the subsidiary companies.
Responsible company
For some objects, such as addresses or approval rules, you can assign a company as the responsible or owning company. This assignment determines which users are permitted to edit the object, but has no influence on which companies and users may use the object. For example, an address may be assigned to and used by any number of companies, but it may only be edited by the company administrator of the responsible company.
Client company
Any company in the system can be specified as a client company. You can specify special settings for a client company that differ from the standard settings in the system or from the settings used by the client company's parent company. This may be useful, for example, for companies that order for a number of other companies, all of which have different terminology, purchasing procedures and requirements. For example:
- The parent company may use the standard term "basket", while the client company prefers the term "shopping cart". Users of the parent company see the menu item Basket in the interface, while users of the client company see the menu item Shopping cart. This change of name for the menu item is achieved by specifying a specific translation file for the client company. The name of any element in the system interface can be changed in this way.
- The parent company may allow all buyers to issue complaints, while the client company only allows central purchasers to issue complaints.
- The parent company may require the assignment of a cost centre for orders, while the users of the client company may submit orders without specifying a cost centre.
See Company profile - Client data for more information on the available settings.
Note:The client company settings are automatically inherited by subsidiaries of the client company.
Company administrators
Company and user data can be managed by users with the authorization set Company administrator. Which companies a company administrator can manage is defined in the user profile when the authorization set Company administrator is assigned to the user (see Defining rights for a user for more information). A company administrator may be responsible for all companies in the system or for a specified company only.
- A company administrator may be responsible for several companies, if the authorization set Company administrator is assigned to him for each of these companies.
- A company administrator does not necessarily have to belong to the company for which he is company administrator.
- A company administrator for a specific company can only view and edit the data of that company and its subsidiary companies and users. A company administrator for all companies can view and edit the data of all companies and users in the system.
- A company administrator for a specific company cannot edit all data for the company. However, he can edit all data for the company's subsidiaries. Only a company administrator for all companies can edit all data of a company that is not a subsidiary.
- A company administrator for a specific company can only create new subsidiary companies for that company. Only a company administrator for all companies can create a company that is not a subsidiary of another company.
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