Companies
Overview:
Companies in Workbench is a place for entities including customers, suppliers, and subcontractors, both internal and external. It forms not only a directory but an integrated and central location for extended data relating to the company. This data can then be brought into invoices and reports.
Users can have editing abilities based on their assigned Roles and underlying Permissions, namely Edit Company and Edit Company Contact Details and Notes. Otherwise the data will be read only for users that have Companies in their Site Map.
Screen Guide:
Initial Screen:
This screen gives an overview of all existing companies. You can use the Filter to narrow down the list to find the company you are looking for. To create a new company, use the + New Company, and to edit an existing one, click on the Company Name field of the desired company.
Important:
Be sure you are aware of the process your business is using for company creation. Most financial system integration options depend on companies being set up in the financial system first and then importing them into Workbench. If you create a company in Workbench first, it will not be transferred to the financials and subsequently invoices created under it will not export.
The Company fields below are sourced from the Template Company defined on the Financial Company. Some fields like the Payment Terms are imported from the Financial System, however, if not set, Workbench will use the Terms on the Template Company:
Company Type
Price Code
Location Code
Branch Code
Upvise - if this is ticked on the Template Company, all companies will be created with this flag and will sync to Upvise.
Credit Status
Currency Code
Payment Terms (Days )
Payment Terms Type
Use GST - always sourced from the Template Company.
Inactive status:
A company can be made inactive so it is no longer available for use (most commonly on Suppliers to avoid creating POs with inactive suppliers).
Depending on the integration with the Financial system this status may be synced from the financial system to Workbench.
All financial integrations via API support the syncing of the active/inactive status back to Workbench. Specifically:
SAP B1, Business Central, MYOB Accumatica (Advanced), MYOB AccountRight, Xero, Business Central/Wiise.
Business Central - when the Blocked field is set to All, the company is synced in Workbench as Inactive.
Xero - when the company is archived in Xero it will sync as inactive back to Workbench.
SAP B1 - when the company is flagged as Inactive, this is synced to Workbench.
Create/Edit Company:
Company ID is a system field designed to give each company a unique ID number. This is not the number that is used in integration with financial systems.
Company Name is the name for this company.
Alpha Code is a shorthand code for the company.
Financial Company is the internal Financial Company this company sits under.
Company Type categorises the company with custom Company Types.
Location assigns this company under one of your Locations.
Currency is the default Currency for this company.
Price Code allows you to select from existing Price Codes to set custom sell rates for Input Based Selling. See Price Code & Input Billing Overview for more information
Inactive marks this company as inactive, preventing it from being used in future. If it has been used in purchasing or jobs, the data will remain for historical purposes. Companies cannot be deleted once they have been used elsewhere in the system, but if they were entered by a mistake, the system administrator can use a Utility to remove them.
Subcontractor is a tickbox used to mark this company as a Subcontractor and therefore able to be used in the Subcontracts module. It also enables the Insurances Tab after saving to track insurances. A subcontractor must also be a supplier, but a supplier not necessarily a subcontractor.
Upvise indicates whether the company will be synchronized with Upvise.
Client marks this company as a client, enabling them to be used in Jobs and therefore be billed. A company can be both a Client and a Supplier.
Supplier marks this company as a supplier, enabling them to be used in the Purchasing module.
Other is a miscellaneous tickbox if the others do not apply. If you are integrating with the Upvise product, this is required to be ticked to synchronize the company across.
AR Account is the AR linking code to the financial system, and is required for companies marked as a Client.
AP Account is the AP linking code to the financial system, and is required for companies marked as a Supplier.
Def. Job Manager allows you to nominate a User as the default job manager for future jobs created with this company as the client.
Def. Account Manager allows you to nominate a User as the default account manager for future jobs created with this company as the client.
Payment Terms is the numerical value for days, used in conjunction with the Payment Terms Type below. This is populated by the terms configured on the Financial System, or if none set in the financial system, then the Terms on a Template Company on the corresponding Financial Company will be used instead, as a company is imported from the Financial System. Same for the Payment Terms Type.
Payment Terms Type allows you to nominate the payment terms for Job Sales Invoices to this company. They are used in conjunction with the Payment Terms number of days, for example a combination of Days from invoice date and 30 will result in the payment being due 30 days from the nominated invoice date.
Credit Status gives you the ability to change what the company's credit status is with your company.
Cash Limit is a reference only field to nominate a cash limit.
Bank Account Ref 1-3 are also reference fields if needed to store account details.
Xero and SAP B1 API integrations bring accross the client/supplier bank account details. Any updates on these fields will be imported into Workbench (SAP B1 requires a trigger to be installed on the SAP database for updates to trigger a sync to Workbench; for Xero s part of the standard integration).Xero bank details mappingGST Number is the tax identifier for this company.
Use GST will, when ticked, include tax on any sales to this company.
Note
On creation of new companies, the Use GST flag on the company will be set to true only if the template company for the corresponding financial company has it set to true.
The ‘Use GST’ flag on the company will be true only if the template company for the corresponding financial company has it set to trueOn update of the company, Use GST flag will NOT be updated.
Cash Only is a reference field to mark this company as a cash-only supplier or client.
Use Buyer Created Invoices enables the BCI/RCTI interaction with a supplier, removing the need for them to send a final invoice, instead you send them their invoice using a specific template.
This tab contains a list of all addresses used in relation to this company. It can have the main office, site address, warehouse delivery address, etc., and can be independently used in Purchasing, Jobs, and Service Logs.
Each address should have an appropriate Title and corresponding Address details. You can mark addresses as the default Postal or Physical address, making it appear by default in the appropriate report. Click More... for additional address details and email/fax.
Workbench currently supports two address formats:
Unstructured address: Address 1 - 6, Post Code, Email, Fax, Reference. This one will be deprecated.
Structured address: Street Line 1, Street Line 2, Suburb, City, State, Country, Postal Code, Email, Fax, Reference.
At some point in the future the only address format supported will be the structured format, but for now the format is dictated by the control parameter 'BETA FEATURE - Structured Addresses'. Check here how to migrate from unstructured to structured format.
This tab displays all People that are linked to this company. They can be employees of the company or other contacts such as third-party IT or other contracted persons. You can add a + New Line to add additional persons directly, then to add further details, click on the ID field to open the full People interface. These people can then be converted to Users later if desired.
People entered here can then be used in correspondence, serving as a directory for Workbench users to draw from.
Groups are used to categorise companies in custom ways that aren't already provided for reporting purposes. These are optional and can be updated independently at any time.
Category is the overarching Group Category for this job.
Group is the Job Group you wish to apply to this job.
Value is an optional free text value given to this categorisation.
You can add additional lines using the New Line link, or delete mistaken or incomplete entries by ticking the Bin checkbox.
See To Dos for more information.
This tab appears when the company is marked as a Subcontractor or Supplier on the Main tab. It is used to keep track of all insurances across all Subcontracts with the company, and automatically updates with the Subcontract Insurances screen. For suppliers, it is for checking the status of their existing insurance status when making a Purchase Order from these suppliers.
Type is maintained through Insurance Types and can be accessed through the blue ellipsis button.
Number is the number relevant to the Type, such as the policy number or certification number.
Expiry Date an be set for items that expire, with custom reports that can be set up to list all expiring insurances.
Insurer is the entity that issued the insurance
Cover is the total value covered by the insurance
Excess is the excess payable on insurance claims.
File is a button that displays attachments, or while editing the line, opens the attachment dialogue. Files are attached in the same way as the File Attachments tab.
Subcontract is a dropdown menu that displays all subcontracts for the company and allows linking individual insurances to individual subcontracts. This field is automatically disabled when the company is a supplier.
Description is an optional area for a description of the insurance.
Details provides more space for additional details about the insurance that should be recorded.
Review marks the insurance as reviewed, and is essential when the Control Parameter 'Insurance New Subcontract Checking' is set to Disallow before data can be entered.
The "Edit Company Insurances" permission required to edit insurances of company while the “Edit Company“ permission allows for all company tabs except Insurances.
Certificates are used to track any type of certificate that is relevant for the company.
Type comes from Insurance Types and can be searched or modified using the blue ellipsis button when hovering your mouse over this field.
Number is the number relevant to the Type, such as the policy number or certification number.
Expiry Date can be set for items that expire, with custom reports that can be set up to list all expiring certificates.
Issuer is the entity that issued the certificate.
Description is an optional area for a description of the certificate.
Details provides more space for additional details about the certificate that should be recorded.
Any discounts or Surcharges that have been pre configured as possible discounts/surcharges to be use dwith the Company or with any of the Jobs linked to this Company will display here and are setup from the Discounts and Surcharges maintenance screen.
On this tab, you can utilise Workbench's File Attachments feature to upload a variety of files and attach them to this Company.
Select File allows you to click "Choose file" to browse your computer for a file to attach. Alternatively, for quick attachment, you can simply drag and drop the desired file onto this button instead.
File URL gives you the option of linking to a website address rather than attaching a file from your computer. To use this field, make sure you do not attach a file as well.
File Group is an optional categorisation option using File Groups. This aids in searching and organising.
Details is another optional field, giving you space to describe what the attachment is or why it is attached if it needs more clarification than the file name suggests.
Be sure to click the Upload button after selecting your file or URL. After uploading, the file or URL will appear below with the details entered.
You can Edit or Delete attachments at any time.
This tab keeps a record of all Datasheets lodged against this Company. See the Datasheets documentation for more information the module.
See Notes for more information.
Next Steps:
Once set up, companies can be used throughout Workbench.
You can edit companies at any point in the future.
Use setting 'Company Tabs' to control what tabs are visible to whom. This can be set globally or By Person.