Control structures

Control structures - Settings

If you assign control structures (for example, credit cards, types of costs, cost centres or projects) in a company profile or a user profile, you can select settings that specify how these will be displayed and used in the system. For example, you can specify whether users must select a cost centre or project when they submit their baskets.

Settings

The following options are available:

Note: In this table [...] is used in place of the specific control structure type, for example, [...] enabled means Project enabled or Cost centre enabled or Type of costs enabled, etc.

Option	Description
[...] enabled	If this option is activated, this control structure is displayed in users' baskets. Note: The remaining settings are only effective if this option is activated.
... are mandatory	If this option is activated, users must select this control structure data when they submit their baskets. A basket can only be submitted if all mandatory control structures have been selected.
Display ... for this company	If this option is activated, users can select this control structure from a selection list containing all items that are assigned in the company profile. Items in the company profile that are marked as hidden are not displayed in this selection list. See Company profile - Accounting tab for information on hiding control structures for companies.
Display ... for the user	If this option is activated, users can select this control structure from a selection list containing the items that are assigned in his user profile. Items in the user profile that are marked as forbidden are not displayed in this selection list. See User profile - Accounting tab for information on forbidding control structures for individual users.
User can enter...	If this option is activated, users can enter this control structure themselves in the basket. This is one-off entry, that is, the control structure is not saved in the system.
User can create new ...	If this option is activated, users can enter this control structure themselves in the basket. The entry is saved as a new control structure item.

Company profile

In the Groups tab of the company profile, activate the check box for each setting that should apply. For each setting, activate the check box Applies to all subsidiaries if the settings should be inherited by the company's subsidiaries.

Note: When you open the company profile again, the Applies to all subsidiaries check boxes are deactivated. However, the settings have been applied to the subsidiary companies and can be viewed in the company profile of the subsidiaries.

Assign the control structure items that should be available for users of this company.

Activate the Show... readonly option if the pre-configured control structure item specified in the product coding should be displayed in the basket. The user cannot edit this item.

The Format for [...] numbers: field displays the standard format used for the control structure. The default value is 32 characters. If control structure configurations have been loaded into the system and allocated to the company, the Configure input boxes button is displayed. Click this button to specify a format for the control structure. See Control structure formats for more information.

User profile

In the Groups tab of the user profile. select the appropriate option for each setting:

Option	Description
Default	Activate this option if the user should use the standard company setting. Changes to the setting that are made in the company profile are also applied to the user profile. Default: Yes means that this setting is activated in the company profile Default: No means that this setting is deactivated in the company profile
Yes	Activate this option if this setting should apply for this user. For example, if you select Yes for the setting Cost centre is mandatory, the user must select a cost centre when he submits a basket, even if the selection of a cost centre is not mandatory for the company.
No	Activate this option if this setting should not apply for this user. For example, if you select No for the setting Cost centre is mandatory, the user does not have to select a cost centre when he submits a basket, even if the selection of a cost centre is mandatory for the company.

Option

Description

Default

Activate this option if the user should use the standard company setting. Changes to the setting that are made in the company profile are also applied to the user profile.

Default: Yes means that this setting is activated in the company profile

Default: No means that this setting is deactivated in the company profile

Yes

Activate this option if this setting should apply for this user. For example, if you select Yes for the setting Cost centre is mandatory, the user must select a cost centre when he submits a basket, even if the selection of a cost centre is not mandatory for the company.

Activate this option if this setting should not apply for this user. For example, if you select No for the setting Cost centre is mandatory, the user does not have to select a cost centre when he submits a basket, even if the selection of a cost centre is mandatory for the company.

In the Default ... selection list, you can select a standard control structure item for the user. This item is always entered in the user's baskets.

Assigning control structures

The available control structures are displayed in the left hand list, the assigned control structures in the right hand list. To assign an item, select it in the left- hand list and click the icon. To remove an item, select it in the right-hand list and click the icon .

Tip: You can search for items in the list. See Assignment lists for more information.

For companies, you can specify whether a control structure item should be displayed to users in their baskets or not. Click on the item in the list of assigned items and click the Show (+) button to display the item or the Hide (+) button to hide the item. If the option User can enter ... is activated, users can enter the name of hidden items manually in the basket.
For users, you can also explicitly forbid or permit the use of an assigned control structure item for this user. Subsequent changes to the control structure in the company profile then have no effect on these control structures. Click on the item in the list of assigned items and click the Forbid (-) button to forbid the use of the item or the Permit (+) button to allow the use of the item.

The following supplementary information is displayed in the right-hand list (assigned items):

Element	Description
Black text	Indicates items that have been directly assigned. The name of the owning company is displayed in brackets.
Grey text	Indicates items that have been inherited from the user's company or, for a subsidiary company, from its parent company. The name of the owning company is displayed in brackets.
{Nat}	The status is not active: This item is currently not in use. The item can only be used if the status is changed to open.
{Cls}	The status is closed. This item can no longer be used in the system.
(+)	Indicates that the item is displayed to users in their baskets.
(-)	Indicates that the item is not displayed to users in their baskets. However, if the User can enter ... option is activated, users can enter the name of this item in the basket.

Control structures - Settings

See also