AugTool Documentation
Organisations
Organisations
Organisations (Customers and Suppliers) can be associated to one or many Business Units thereby allowing multiple Business Units to Share customers and Suppliers.
Customers and Suppliers are grouped under Organisations within Augtool. An organisation can be a Customer, Supplier or both.
Organisation Tabs
The Organisation has a multiple information tabs to fill out which facilitate various functions within the system. Please ensure you have updated all the tabs within an Organisation that you create.
The tabs include:
Summary Tab
This is where you set the Organisation to be a Customer or a Supplier.
If you set the Organisation to a Customer, you can transact against it and find it within the sales process. If you set the organisation to a Supplier, you can transact against and find it within the purchasing process. You can set an Organisation to both. If you set it to none, the Organisation will not be able to be found or transacted against in any sales or purchasing process.
Please note, the organisation above have a number of warnings on them. These warnings should be resolved by setting up the organisation correctly. Some warnings do not need to be resolved such as the top warning (No accounts setup). This warning is simply telling you that accounts receivable and payables accounts are not setup for some business units and therefore, this organisation will not be able to be transacted against in that business unit.
In this case, you would need to resolve the control account warnings. The accounts receivable and payable accounts need to be set on the chart of accounts as control accounts.
You will also notice the Groups section of the organisations. This is where you can group organisations into Groups for reporting purposes and for aging. You create organisation groups under the System Menu >> Organisation Groups. Please note, organisations can belong to multiple groups.
Sales people and Buyers are allocated to organisation groups. This will then allow the system to auto default a Sales person (rep) or a buyer to a transaction if the organisation is selected. So, if Anthony is a sales person for an organisation ChemKor and should always be defaulted to the transaction (sales invoice for example) then Anthony should be added to the organisation group that ChemKor belongs.
Billing Tab
All the billing information that is entered in this system is only for your own usage. However, the VAT Setting is used in invoicing.
Standard VAT - The default VAT set on the item will be used.
Foreign VAT - The system will look for a tax code that has been flagged as a Foreign VAT override and replace the VAT on the item with this tax code.
Non - VAT vendor - The system will look for a tax code that has been flagged as a Non VAT override and replace the VAT on the item with this tax code.
Do not print vat on invoice.
Please note, that even if an organisation has been set to a vat vendor, if the organisation does not have a vat number, invoices will not print with vat. For instance, if you create a cash organisation and sell or buy something to/from the organisation with items that have vat on them the invoice will not print with vat unless the vat number on the cash customer has been set. However, cash customers do not have vat numbers so set this field as "---". In this case the cash customer with "---" in the vat number will print with vat. If you do not want to print vat for certain cash customers, then create a second cash (no vat) organisation and do not fill in this text field.
Banking Tab
This tab does not have a functional benefit besides recording your own banking details for reference purposes.
Terms Tab
This is where you set the terms that affect the aging reports of the Customer and the credit limits of the Organisations. Terms can be set per Business Unit for that Organisation.
Customer and supplier terms
If you have setup approved terms in the business unit, you will be able to assign an approved term to the organisation for the business unit you choose. The approved terms on the Busienss unit will not automatically be available for a sale or a purchase for a customer or supplier unless you have assigned one of the approved terms from the Business unit to the organisation.
aging terms
aging terms are automatically added by the system but can be changed by the user. Please ensure you change the aging terms of the organisation appropriately. These terms are used to display the organisation on the appropriate aging report in the system. If you have set the organisation to monthly, it will appear in the monthly aging report (aging report with the monthly filter set).
Interest overrides
Interest is calculated on all late payments based on the due date of an invoice. The default interest rate is set on the business unit but can be overridden here.
As you can see, you can override the interest relative to the default set on the business unit. This means that you can increase or decrease the rate by adding a percentage (1 to increase by 1% and -1 to decrease by -1%).
You can also override with a fixed amount or simply flag the organisation to not have interest calculated.
Limits
Credit limits can be set per Business Unit for that Organisation. Based on the credit limit and the outstanding invoices against that Organisation, warnings will be shown to the user. We do not limit a User from invoicing and delivering or invoicing and receiving against an Organisation based on the credit limit set. We warn the User instead. Please take note of this. Should we block the User from continuing in the business flow based on the credit limit, the system will require far more checks and balances such as Super User approvals that will negatively impact the business more.
We only currently warn the User on a weigh ticket and will be adding warnings that are more pervasive throughout the system.
Contacts Tab
To send documents from Augtool to Customers or Suppliers and not manually enter the email addresses of the person you want to send the document to, you need to register contacts on the Organisation. When sending a document to an Organisation, you will then be presented with a list of contacts to send to, and can select multiple contacts to send documents to.
Augtool has one default that you can set for a contact which is the statement default. This is used by the statement run report. Should an Organisation have a statement contact default set, and you create a statement run, the Organisation will have an auto email button next to the Organisation in the statement run. When clicking on that auto email button on the statement run, the statement will be sent to the contact set to the statement contact.
Tags
Tags associated with the Organisation will automatically be added to the transaction when the Organisation is used. These tags are supplementary information that is then pulled through to the general ledger to further segment the general ledger.
Accounts setup Tab
Due to the nature of the multi company system, Organisations can be shared amongst business units by linking the Organisation to the Business Unit's accounts receivables or accounts payable. If you create an Organisation and do not link the Organisation to the relevant accounts receivable and accounts payable chart of accounts, the organisation will not appear on any drop down menu of a document when transacting against that Business Unit.
An Organisation, once created, is associated to its Business Unit by linking its debtor and creditor account to the Organisation. As you can see, there is a warning message stating that this organisation (Chemkor) is not linked to a few business units and therefore when transacting in those business units you will not be able to search for and transact against Chemkor.
Transacting against an organisation will require you to set an accounts receivable and account payable account. If you do not set this, the organisation will not appear when searching for it on a document.
Branches Tab
Should the organisation you are dealing with have multiple branches that you want to invoice or deliver to, you need to setup its branches. If an Organisation has branches set up and you select the Organisation on the business document (such as an invoice), a second drop down list for branches will appear where you can select the branch.
Branches are also shown on statements if you run a Branch Statement. This is very handy when a head quarter wants you to invoice multiple branches of its company and the head quarter may want a full statement and a branches statement.
Price lists Tab
We will not discuss price lists here. Price lists are complicated and can be viewed or created from here but are explained in another section of the guide (price lists).
Transport Tab
You need to set a Supplier (not a Customer) to a transporter if you want to start tracking vehicles and transport costs of Suppliers used. This is currently only used on a weigh ticket. If you select a vehicle on a weigh ticket that is associated with an Organisation that has been flagged as a transporter (as ChemKor is above), a text box will appear for you to enter in a transport item to use to allocate transport costs to. These transport costs and vehicles can then be reported on.
Addresses Tab
This is where you can setup multiple delivery addresses for a customer to be selected upon delivery. The feature to select from multiple delivery addresses in Augtool has not yet been completed and will come based on demand.