Multiple companies / New company

Table of Contents

 

This article explains what to be aware of when having multiple companies in the same WorkBook system. Setting up a new company in your system is required to be done with the help of a WorkBook consultant. Please contact us for help.

Shared data

There are a couple of things to consider before adding a new company in the same system as an existing company. Most important is the fact that you will share a lot of data and system setup with the other company, so you need to consider if the new company should be using the same set of dimensions, activities, customers as the existing company. Also, you should consider if there is any resource sharing    between the companies. If you are positive about sharing data, then you should go ahead. If not, then we recommend to have the company added in a separate stand alone system.

Adding a new company

You add a new company from the Resources book.

Company type: chose between an Operating company and a Consolidation company. An operating company allows you to create jobs, add users etc. while a consolidation company only allows to run the financials.

Company name, initials and responsible: fill in a company name, company initials (used in some reports and on lists) and a responsible (who will receive important notifications system notifications related to this company).

Currency, currency rate table: if your companies are running different currencies you will have a rate table in between the companies, that defines the exchange rates.

Job number start/end: set the preferred job number sequence. You are only allowed to set a sequence not used previously in another company (it will raise an error message if you are trying to assign a sequence already used).

Standard customer access level: set what user type are allowed to add new jobs in the company.

Standard method job creation: you can specify if the a job number is to be assigned automatically (within the sequence provided) or use another method (as seen in the drop down list).

Copy financial settings: use this option if the new company should be added with the offset of the same settings and chart of account, as an existing company in the system.

Copy financial periods: will copy accounting periods from the other company.

Country and Tax/VAT system: select country and Tax/VAT system according to where the company is located.

Note: it might be that your system will need to have the Tax/VAT configured. If you need help, please contact us.

When you click OK, the company is added:

Assign company access rights for users

To assign access rights to users please go to Employee cross-company access in the Access rights for roles. As default all users will have access to log in to the company.

Logging into the new company

You should now log off and in again. Once you have logged in again, you notice a new button in the lower right corner. Clicking on this will allow you to change company.

When logged in you can always track what company you’re logged in to, by looking here:

Creating a new user – moving a user

When adding a new user, you can now select the new company in the list.

 

You have the option to move an employee from one company to another.

The system does, however, not literally move the employee, but creates a new user on the company.

Company basic settings

You should now apply basic company settings, like invoice number sequence , scheduling settings etc. See more information in this help article.

 

Company departments

By default the system will automatically add a department when you add a new company. Consider adding new departments or change the system generated one. See more about departments this help article.

Company approvals

The next thing to consider is to add company approvals. For example applying time sheet approval workflow or credit invoice approval. Read this article for more information on how to setup approvals.

Accounting periods

If you didn’t copy accounting/financial periods when you added the company, you should make sure to add these now. Read this article to add/change accounting periods.

Job creation settings

When you added the company you specified the job number sequence. This can be changed or reviewed here.

Invoice settings

Then you want to setup invoice settings. See this help article for setting up Payment methods.

Inter company

If you want to have WorkBook create inter-company posting suggestions (reconciling what each company owes each other), then you can setup the methods and rules here. This is something that you might want to consider hiring a WorkBook consultant. Contact us for additional help to setup inter-company.

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Finance settings

Finally, you want to check that all finance settings are applied and setup to match this company.

 

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