Business Unit Details

Select what type of business unit this is. The business unit Corporate should only be used for the company itself. Therefore you should not select this for new units, since the corporate unit is created by SMARTEDGE when you create the company.

You can create your own types of business units in addition to the standard types supplied by SMARTEDGE. To do so go to Configuration » Organisation » X30 Business Unit Types

Please note that the selected business unit type is for informational purposes only. This means that if for example Branch is selected, the business unit is not treated as a branch unless the business unit is also enabled as a Self-Contained Unit (Branch).  

Enter a code for the unit. This is optional, but strongly recommended, because on many financial reports it is only the code and not the name of the unit that is printed. In come windows the code is also used to sort the business units when they appear in selection boxes and the organogram.

Select the stakeholder that is the leader for this unit. This field is optional. Although not a requirement, the Unit Leader is normally a stakeholder belonging to the unit. However, the Unit Leader has to belong to the same Self-Contained Unit (i.e. branch).

Note

When you are adding a unit you would normally not have added the unit leader as a stakeholder yet, since you have to add units and stakeholders starting in a descending hierarchical order. In such cases leave select [None], then go back an edit the business unit when the unit leader has been added as a stakeholder.

Indicate whether this is a self-contained unit. Self-Contained Units (SCUs) are business units such as branches or divisions that have their own physical location.

It is important to keep in mind that transactions cannot span across SCUs because the unit is autonomous. This means that you can keep a complete separate set of books for an SCU. Transactions across SCUs should be done as interbranch transfers using the journal entry. When other transactions are captured between SCUs, SMARTEDGE will maintain the autonomity of an SCU by automatically capturing an interbranch transfer.

Please note that only selected editions of SMARTEDGE allows you to have (add) more than one Self-Contained Unit. If the tickbox is disabled it means that you are not allowed additional Self-Contained Units unless you upgrade to an edition supporting multiple branches.  

Indicate whether transactions can be captured on the Business Unit. If disabled, transactions cannot be posted on this unit. The unit is still listed in the business unit selection box for financial transactions, sales orders and purchase orders. An asterisk (*) is displayed before the unit's name to indicate that a transaction cannot be captured on the unit.

Please note that it is allowed to disable this setting even if there already are transactions on the unit. The setting will block any new transactions being captured. However, it is recommended that any transactions already on the business unit is moved to another unit if the unit should not have any new transactions captured on it.

If the setting is disabled, it is strongly recommended that the unit is not used as the standard business unit for any customers, suppliers or ledger accounts.

Select which business unit this unit belongs to. You cannot select the unit itself or any sub-units as the parent unit.

A unit can also belong to a stakeholder, provided you have enabled stakeholders to be treated as business units in company preferences. This functionality can be used to create for instance cost centers for a stakeholder.

Indicate whether this unit should be a warehouse (stock depot). Any unit can be defined as a warehouse. Alternatively, a dedicated warehouse unit can be created to be used for stock tracking and inventory management only. If a unit is a warehouse you should select default Purchases, Changes In Inventory, Inventory and COGS Accrual accounts to ensure that inventory transactions can be captured. See more details about these accounts below.

Please note only units defined as a warehouse can be used when capturing transactions on an inventory account.

This setting is only available for selected editions of the software and when the Company Preference Enable Stock Management has been enabled. It should also be noted that for some editions only one warehouse is allowed. 

Indicate whether this warehouse is a consignment warehouse for a particular customer. When enabled, a field to select which customer the consignment warehouse belongs to will appear. Select the customer. Only this customer will be able to pick stock from this warehouse.

This field is ONLY visible if the unit itself is enabled as a warehouse.

If the warehouse is a consignment warehouse, select the customer the warehouse belongs to in this field.

This field is ONLY visible if the warehouse is a consignment warehouse.

You are not required to enter the full name of the customer. Click the...to search for the customer. Click here for more details about finding data. Please note that you have to select a customer before you can save a consignment warehouse.

When searching for data only data that starts with the string you entered will be found. To search for data containing your search string enter an asterisk (*) at the start of the search string . If there are many records this will be a more time consuming search process. For example when searching for customer Brown & Son entering son will find no match, but entering *son or brown will find the record. Searches are NOT case sensitive.

If the unit is not a warehouse itself, select which warehouse the unit would normally use. Select [None] if a standard warehouse is not applicable or needed for the unit.

This field is not visible if the unit itself is enabled as a warehouse.

Tick this checkbox if you want the unit to be listed as a selling unit. This means that you can select the unit on sales orders and invoices. This is usually only used if you do not have sales representatives for all sales units.

Tick this checkbox if you want the unit to be listed as a buying unit. This means that you can select the unit on purchase orders. This is usually only used if you do not allocate stakeholders as buyers.

Tick this checkbox to make the unit active. When a unit becomes inactive you should untick the unit and it will not be available for capturing any more.

Please note that if you want to display lists/reports for an Inactive Unit, you may need to go to Configuration » User Administration » X10 My User Details and Password to enable list Inactive Units/Stakeholders in Report Selection Criteria. This is because you will not normally be able to select these units directly in a report.

Please note that this setting does not effect data retrieved using a drill-up operation. If you are selecting a report for a parent unit of an inactive unit, you will also see relevant transactions for the inactive unit.

This section is only visible and applicable when you are viewing or editing the corporate/company unit.

The company's trading name. Required Field.

Please note that this name overrides the Physical and Postal Address Name for the company unit. Thus, when editing the company unit you cannot edit the name for the physical and postal address.

In this section the unit's address and banking information is entered. If the unit is a self-contained unit, this information is used when producing the letterhead for the unit (See below). For all units, this information can be selected as invoice and delivery address on purchase orders. For example, if a warehouse has an address different from the address of the unit it belongs to you should enter that address and then select as a delivery address for purchase orders for that warehouse.

Furthermore, a unit can be created for delivery address purposes only. If your company issue purchase orders where delivery should be to an address other than the company you can create a unit with a third-party address for delivery purposes.

Please note that the postal address is the default address for letterheads. However, a postal address is not required. Therefore, if the postal address is not entered the physical address will be used on letterheads.

This field allows for selecting an alternative payment method to be printed on invoices and proforma invoices. In South Africa the options are SnapScan and Zapper. Selecting one of the options will print a QR code for payment on invoices and proforma invoices. Please note that for the alternative payment method to be printed the following must also be set:

1. In X00 Company Preferences open tab Letterheads, Terms and Documents. Select either of the Payment Information Box... options in field Invoice Payment Information Box or Giro. Do the same for Proforma Invoices Payment Information Box or Giro if applicable. 
2. Upload the QR Code file

• Click Attached Files. In Upload As select Payment QR Code. Select a folder under Unprotected Images. QR Codes must be uploaded under Unprotected Images.
• Select the QR Code Image File. You should get this file from SnapScan or Zapper respectively. This should preferably be a .PNG file, but .JPG is allowed.
  
• Upload the file

Please note, there should be only one QR Code file attached to the business unit.

In selected other countries the options are Vipps and Swish. When selecting either of those, enter the provider code in the field Alternative Payment Method Code, which will appear when the method is selected. 

Select which account Internal Sales should be posted to. The list contains all Sales Accounts and Cost of Sales Accounts. The selected account is used for the dispatching unit when creating an internal invoice from an internal order. Often the Internal Sales Account is a cost of sales account, because it handles a transfer of inventory from one unit to another. Using a cost of sales account does not blow up your sales figures, it just adjusts the cost of sales between different units.

Select which account Internal Purchases should be posted to. The list contains all Expense Accounts. The selected account is used for the receiving unit when creating an internal invoice from an internal order. Often the Internal Purchases Account is a cost of sales account, because it handles a transfer of inventory from one unit to another.

Select which account Internal Claims should be posted to. The list contains all Interbranch Control Accounts. The selected account is used for the dispatching unit when creating an internal invoice between two Self-Contained Units. The account is used to ensure that debit equals credit for the Self-Contained Unit, and posts the sale as a claim by the unit.

Select which account Internal Debts should be posted to. The list contains all Interbranch Control Accounts. The selected account is used for the receiving unit when creating an internal invoice between two Self-Contained Units. The account is used to ensure that debit equals credit for the Self-Contained Unit, and posts the sale as a debt on the unit.

The Internal Claims and Internal Debts account can be the same account for a unit

Select the purchases account to be used by the unit when capturing supplier invoices from purchase orders.

This setting is only used for products where the Purchase Account setting is [Use Setting on Warehouse].

Select the Changes In Inventory account to be used by the unit when creating invoices or capturing supplier invoices from purchase orders.

This setting is only used for products where the Changes In Inventory Account setting is [Use Setting on Warehouse].

Select the Inventory account to be used by the unit when creating invoices or capturing supplier invoices from purchase orders.

This setting is only used for products where the Inventory Account setting is [Use Setting on Warehouse].

Select the Cost of Goods Sold Accrual account to be used by the unit when purchase orders are received and costed. This account is only used when Cost of Goods Sold are being accrued.

This setting is only used for products where the COGS Accrual Account setting is [Use Setting on Warehouse].

Select the Inventory Write-Off account to be used by the unit when stock movements are to be captured as write-offs.

This setting is only used for products where the Inventory Write-Off Account setting is [Use Setting on Warehouse].

Select the Materials in Production account to be used by the unit when raw materials are being used on assembly orders. This setting only applies for companies using Assembly Orders (edition ES3 Assembly).

This setting is only used for products/materials where the Materials in Production Account setting is [Use Setting on Warehouse].

Select the period for calculating bonuses.

Select what the bonus should be based on.

Enter what is required for the bonus to kick in.

If bonus qualification is Gross Profit Margin the GPM of the sales made by the unit or its stakeholders need to reach this level in the bonus period, for the unit to qualify for a bonus.

If bonus qualification is Sales the sales made by the unit or its stakeholders need to reach this level in the bonus period, for the unit to qualify for a bonus.

If bonus qualification is Units Sold the quantity of products by the unit or its stakeholders need to reach this level in the bonus period, for the unit to qualify for a bonus.

Indicate whether the bonus should be calculated for overall sales or per product. It is important that this indication reflects the Bonus Qualification.

If the scope is Overall then bonus will kick in when the sum of all sales reaches the Bonus Qualifiaction Limit. If the scope is per product, bonus will kick in for each product where the unit has reached the Qualification Limit.

For example, assume Bonus Qualification is 20 Units Sold and your company is selling two different products. If scope is Overall, then bonus is calculated if the units sells 20 units or more in total. If scope is Per Product, then bonus is calculated for Product A it the unit sells 20 or more of that product, and similarily for Product B. Thus, in this situtation the unit may get bonus for one product but not the other.

Select whether Bonus should be calculated on actual earnings or by reaching qualification.

On Earnings Above Qualification

When On Earnings Above Qualification is selected, the Unit Leader will get a bonus reflecting the actual sales above the qualification target. For instance if Bonus Qualification is Sales of 10.000 and the business unit sells for 15.000, the bonus will be calculated/given for 5.000. When using On Earnings Above Qualification, the Bonus Rate should be entered in Percentage if qualification is Sales or Gross Profit Margin. If qualification is Units Sold, the Bonus should be entered Per Unit Sold.

On Overall Earnings

When On Overall Earnings is selected, the Unit Leader will get a bonus reflecting all sales. For instance if Bonus Qualification is Sales of 10.000 and the business unit sells for 15.000, the bonus will be calculated/given for 15.000. When using On Overall Earnings, the Bonus Rate should be entered in Percentage if qualification is Sales or Gross Profit Margin. If qualification is Units Sold, the Bonus should be entered Per Unit Sold.

On Reaching Qualification

When On Reaching Qualification is selected, the Unit Leader will get a fixed bonus when the sales reaches the Bonus Qualification. For example if bonus is based on sales and Bonus Qualification is 10.000 and the business unit sells for 15.000, the bonus will equal the entered Bonus Amount. However, if the business unit sells for 20.000, the bonus will equal two times the bonus amount, since Bonus Qualification has been reached twice. Further, if bonus is based on units sold and for instance Bonus Qualification is 20 units and the business unit sells 30 units, the bonus will equal to the Bonus Amount. If 45 units is reached, the Unit Leader will get 2 times the bonus amount, since Bonus Qualification has been reached twice.

Enter the Bonus Amount, either as a percentage rate, per unit earned or total.

Bonus Rate

When Bonus is based on Sales or Gross Profit margin and the bonus is given on earnings, the percentage rate for the bonus must be entered. This rate will be used to calculate the bonus, where Bonus = (Sales * Bonus Rate)/100.

Bonus Per Unit Sold

When Bonus is based on Units Sold and the bonus is given on earnings, the bonus amount per unit sold must be entered. This amount will be used to calculate the bonus, where Bonus = Units Sold * Bonus Per Unit Sold.

Bonus Amount

When Bonus is given on reaching qualification, the total bonus amount must be entered. This amount will be used to calculate the bonus, where Bonus = Bonus Amount * Number of times qualification is reached.

Select whether Bonus should be calculated on actual earnings or by reaching qualification.

On Earnings Above Qualification

When On Earnings Above Qualification is selected, each Unit Member will get a bonus reflecting the actual sales above the qualification target. For instance if Bonus Qualification is Sales of 10.000 and the business unit sells for 15.000, the bonus will be calculated/given for 5.000. When using On Earnings Above Qualification, the Bonus Rate should be entered in Percentage if qualification is Sales or Gross Profit Margin. If qualification is Units Sold, the Bonus should be entered Per Unit Sold.

On Overall Earnings

When On Overall Earnings is selected, each Unit Member will get a bonus reflecting all sales. For instance if Bonus Qualification is Sales of 10.000 and the business unit sells for 15.000, the bonus will be calculated/given for 15.000. When using On Overall Earnings, the Bonus Rate should be entered in Percentage if qualification is Sales or Gross Profit Margin. If qualification is Units Sold, the Bonus should be entered Per Unit Sold.

On Reaching Qualification

When On Reaching Qualification is selected, each Unit Member will get a fixed bonus when the sales reaches the Bonus Qualification. For example if bonus is based on sales and Bonus Qualification is 10.000 and the business unit sells for 15.000, the bonus will equal the entered Bonus Amount. However, if the business unit sells for 20.000, the bonus will equal two times the bonus amount, since Bonus Qualification has been reached twice. Further, if bonus is based on units sold and for instance Bonus Qualification is 20 units and the business unit sells 30 units, the bonus will equal to the Bonus Amount. If 45 units is reached, the Unit Leader will get 2 times the bonus amount, since Bonus Qualification has been reached twice.

Enter the Bonus Amount, either as a percentage rate, per unit earned or total.

Bonus Rate

When Bonus is based on Sales or Gross Profit margin and the bonus is given on earnings, the percentage rate for the bonus must be entered. This rate will be used to calculate the bonus, where Bonus = (Sales * Bonus Rate)/100.

Bonus Per Unit Sold

When Bonus is based on Units Sold and the bonus is given on earnings, the bonus amount per unit sold must be entered. This amount will be used to calculate the bonus, where Bonus = Units Sold * Bonus Per Unit Sold.

Bonus Amount

When Bonus is given on reaching qualification, the total bonus amount must be entered. This amount will be used to calculate the bonus, where Bonus = Bonus Amount * Number of times qualification is reached.

Select whether bonus accumulation should be carried forward to the next bonus period if it does not qualify for a bonus in the current period.

Disabling Carry Bonus Forward, means that for every bonus period the unit starts at zero and they need to achieve the bonus qualification in full to claim a bonus. Enabling Carry Bonus Forward, means that any sales that did not qualify is carried forward as an opening balance for the next bonus period.

For example, assum Bonus Qualification is 20 and the unit sells 35 units. If bonus is not carried forward the unit will get a bonus for 20 units and the last 15 will be lost. If bonus is carried forward, the unit will get a bonus for 20 units and the last 15 will be an opening balance for the next bonus period. They will then need to sell 5 units in that period to qualify for their next bonus.