This section includes the fields and descriptions for the Company Information tab.
Company Island
| Field | Description |
|---|
| Company No.
|
In this field, you can specify the number of the company you are creating.
In the remaining fields you can specify the name address of the company. If the current company is the main company, its name was inserted at the time Maconomy was installed and cannot be changed. The address fields include three optional text lines, zip code and city fields, and two more optional text lines.
The information in this island is used when printing from the system, for example, order confirmations and invoices.
It is only possible to create a company if you have purchased Maconomy’s Multi-Company add-on. If you have installed Maconomy Lawyer, it is not possible to create more than one company.
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| Country
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Here you enter your company’s country code. This is used if your company does business within the European Union, in that you are only required to report on sales and purchases to and from other EU countries.
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General Ledger Island
| Field | Description |
|---|
| Posting Period Setup No.
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In this field, you must specify a “Posting Period Setup” number. It is mandatory to define a posting period setup. It is used to describe the open posting periods where entries can be made in G/L and job cost. By default, all companies use the standard posting period setup. If a company-specific setup is needed, this posting period setup must be created and inserted here. Posting period setups are specified in the “Posting Period Setup” workspace.
A posting period setup must be valid. The validation is done in the Posting Period Setup workspace.
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| Journal Setup No.
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In this field, you must specify a “Journal Setup” number. It is mandatory to define a journal setup. It is used to describe the setup of all posting journals, that is: a specification of what transactions are allowed in different journals, and which default transaction number series is used in a specific journal. Journal setups are specified in the Journal Setup workspace.
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| Fiscal Year Template
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In this field, specify the fiscal year template to be used for the current company. Once entries have been made for the company, you can no longer change the fiscal year template. The field must be completed.
A fiscal year template is created in the Fiscal Year Templates workspace, and defines the start and end dates in the fiscal year of the company. The individual G/L periods in the fiscal year are defined in the Fiscal Year workspace. For further information about fiscal year functionality, please see the descriptions of these workspaces.
When you create a company, Maconomy suggests the fiscal year template of the standard company specified in the System Information workspace in the Set-Up module, but you can select another template.
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| Fiscal Year
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In this field, you specify the fiscal year to be used by the current company. The fiscal year must be entered with the start date for the fiscal year in accordance with the date format used, for example, 01/01/2002.
The fiscal year must exist in the Fiscal Year Template workspace for the template specified in the field “Fiscal Year Template.” The periods in the fiscal year are defined in the Fiscal Year workspace. You must always specify a fiscal year unless you have specified a parent company. If you have specified a parent company, the fiscal year is retrieved from the parent company, and cannot be changed here.
If you do not enter a fiscal year in this field, the start date for the fiscal year entered in the System Information workspace in the SetUp module will be used.
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| Jobs Overrun Entry Date
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When having jobs set up with overrun handling, overrun is checked on jobs when posting journals on the jobs. In case of an overrun, an overrun entry is posted to the job. The default date for the entry created is current date, in other words, the date that the journal is posted.
In this field you can control the entry date by company for entries generated on jobs where over run handling is set up.
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| Separate Transaction Numbers
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This means that separate transaction number series will automatically be created for the current company, regardless of whether a parent company exists or not. If a standard company is specified in the System Information workspace in the Set-Up module, the transaction number series created for the current will correspond to the number series created for the standard company. Note that the number series from the standard company is not reset when transferred to the current company. The company specific number series can be viewed in the Trans. No. Series workspace and the System Numbers and Number Series workspaces in the Set-Up module.
If this field is not marked, a parent company must be specified. When a company does not use separate transaction numbers, the transaction numbers are taken from the company specified in the island Parent Company in this workspace.
This field is marked by default.
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| Blocked
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Here you can specify that the company cannot be used for new entries. If the box is checked, you cannot assign the company to new transactions or information cards. However, the company is used if it is assigned to non-posted G/L entries before the box is checked. You can make statistics for a blocked company.
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Seq. No. Assignment Island
| Field | Description |
|---|
| Reporting Company
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Select this check box if the company is a reporting company. Only reporting companies can be used when assigning sequence numbers to finance entries and creating opening balances.
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| Excl. Transaction Type Group
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If you select a transaction type group, finance entries with transaction types listed in the group are disregarded when Maconomy assigns sequence numbers to finance entries. These finance entries are also disregarded in the creation of opening balance entries.
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| Sequence Numbering
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Select a value from the drop-down list to specify the numbering system to use for the company: by transaction number, or by entry.
If you select
By Transaction Number, Maconomy provides all entries that have the same transaction number with the same sequence number.
If you select
By Entry, Maconomy provides each entry with a unique sequence number.
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| New Sequence per Period
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If you select this check box, Maconomy restarts the sequence for each fiscal year period.
If you leave this blank, the sequence numbers continue across fiscal year periods and thus span then entire fiscal year.
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| New Sequence per Trans. Type
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If you select this check box, Maconomy creates a sequence for each transaction type. This means that for each transaction type, entries are assigned sequence numbers from 1 to the number of entries with the same fiscal year or fiscal year period (depending on whether the
New Seq. per Period check box is selected).
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| Length of Sequence No.
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In this field, you specify the number of digits for the sequence number part of the combined sequence number. If a sequence number has fewer digits than the number you specify in this field, Maconomy pads the sequence number with leading zeroes. For example, if you specify '6' in this field and the sequence number is '4123', then the sequence number part of the combined sequence number is '004123'.
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| Trans. Type on Opening Balance Combined Seq. No.
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If the
New Seq. per Trans. Type check box is selected, Maconomy includes the transaction type in the combined sequence number. Maconomy also needs to know which value to use in the combined sequence numbers for opening balance entries. The value you specify in this field is used as the transaction type in the combined sequence numbers for opening balance entries.
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Currency Island
| Field | Description |
|---|
| Base Currency
|
In this field, you can specify a currency created in the Popup Fields workspace. The base currency is the currency in which the current company wants to register its information and base its reporting throughout the system. This makes it possible to, for example, present tax accounts in the selected currency.
Amounts converted into base currency at registration are not always shown, but are used for internal calculations. The exchange rate table used for conversion into base currency depends on the conversion situation. In the fields/windows where currency conversion is directly related to sales and purchase transactions, Maconomy uses the exchange rate table for sales and purchase respectively, while the enterprise exchange rate table is used where the conversion is not directly related to sales or purchases. Such conversions can take place, for example, in connection with intercompany transactions or internal reporting. See the System Information workspace in the Set-Up module for a more detailed description of the enterprise exchange rate table and other exchange rate tables.
You can only select a base currency that is different from the enterprise currency if the add-on module Company-Specific Base Currency has been acquired. The base currency is specified when creating a company and cannot be changed, once you have pressed Enter. The enterprise currency is specified in the System Information workspace in the Set-Up module.
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| EU Reporting Currency
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In this field, you can specify the currency in which the current company is to perform reporting to the Sales List System and Intrastat, that is, the national currency for the current company. The EU reporting currency is only used in the EU Statistics module, where all amounts are shown in the base currency of the current company as well as in the EU reporting currency. When creating reporting files for the Sales List System and Intrastat, Maconomy displays all amounts in the currency specified in this field.
The EU reporting currency is specified when creating a company and cannot be changed, once you have pressed Return.
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Local Dimensions Island
| Field | Description |
|---|
| Local Spec. 1-10 List
|
In these fields, you can specify which dimension list should be used for the Local Specification 1-3 dimensions, respectively.
Dimension lists are created in the Local Specification 1- 3 workspaces.
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Intercompany Settlement Island
| Field | Description |
|---|
| Customer
|
In this field, you can specify the number of the customer in the Accounts Receivable system that should represent the current company in connection with intercompany invoicing.
The field is used when intercompany invoicing is run in the Intercompany Invoicing workspace. When another company runs an intercompany invoicing involving intercompany entries for which the current company is responsible, Maconomy creates an invoice assigned to the customer in this field. At the same time, Maconomy creates a vendor invoice in the current company, assigning this vendor invoice to the vendor specified in the field “Vendor No.” on the information card of the company running the intercompany invoicing. This way, the company running the intercompany invoicing can bill the current company for internally exchanged goods or services and the invoicing is automatically registered in the relevant companies.
For further information on the use of this field and the exact intercompany invoicing procedure, please see the description of the “Print Invoice” action in the Intercompany Invoicing workspace. See also the description of the field “Vendor” below.
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| Vendor
|
In this field, you can specify the number of the vendor in the Accounts Payable system that should represent the current company in connection with intercompany invoicing.
This field is used when the current company runs intercompany invoicing in the Intercompany Invoicing workspace. When the current company runs an intercompany invoicing, Maconomy creates a vendor invoice for each responsible company being billed. The vendor on each of these vendor invoices is the vendor in this field. At the same time, Maconomy creates an invoice for each of the companies billed, assigning each invoice to the customer specified in the field “Customer” on the information card of the respective companies. This way, the current company can bill the individual responsible companies for internally exchanged goods or services and the invoicing is automatically registered in the relevant companies.
For further information on the use of this field and the exact intercompany invoicing procedure, please see the description of the “Print Invoice” action in the Intercompany Invoicing workspace, as well as the description of the field “Customer” above.
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Template Island
| Field | Description |
|---|
| Customer
|
In this field, you can specify a customer number. The customer specified will be used as a template when additional customers are created for the current company in the Customer Information Card or Company Specific Customer Information Card workspaces in the A/R module.
For information to be inherited from the standard customer to new customers, you must set up a linking rule in the Linking Rules workspace. When you create a linking rule between the tables “Customer” and “Customer” and marking this linking rule as a “Standard Linking Rule,” the rule is automatically applied when creating customers, if you do not specify another linking rule when creating the customer.
Using a template customer and a standard linking rule thus ensures fast and safe creation of customers. If you do not specify a standard customer in this field, any customer specified in the System Information workspace in the Set-Up module will be used when creating a customer. If you specify neither a customer number in this field, nor in the System Information workspace, customers must be created manually or by means of linking rules. See the description of the Linking Rules workspace for further information on the functionality of linking rules.
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| Vendor
|
In this field, you can specify a vendor number. The specified vendor will be used as a template when additional vendors are created for the current company in the Vendor Information Card or Company Specific Vendor Information Card workspaces in the A/P module. If you do not specify a standard vendor in this field, any vendor specified in the System Information workspace in the Set-Up module will be used when you create a vendor. See the description of the field “Customer” below for further information on the functionality of standard vendors/customers.
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| Employee
|
In this field you can select an employee template using the company information for the newly created employee.
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Tax Reporting Units Island
| Field | Description |
|---|
| Tax Settlement Unit Table
|
In this field you can specify the name of a tax settlement unit table. Maconomy will, if specified, use the tax settlement unit table to find a tax settlement unit for finance entries in this company.
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| Settlement
|
In this field, you can specify which tax reporting unit is to be used for tax reporting to the national tax authorities. You must specify a reporting unit in this field in order to be able to post tax related entries.
If multiple tax codes are enabled, the “Settlement” field will be replaced by the following fields: “Tax Settlement Unit 1,, “Tax Settlement Unit 2,” and, if enabled, “Tax Settlement Unit 3.” For further information on multiple tax codes, please see the description in “Tax Codes.”
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| Reconciliation
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In this field, you can specify which tax reporting unit you want used for tax reconciliation. The field is used by public institutions for specifying a tax reporting unit to, for example, the Ministry of Home Affairs. The reporting unit specified in this field collects tax entries concerning ratio tax. Ratio tax is specified in the G/L Tax Codes workspace.
For more information about tax reporting units, please see “Introduction to the G/L Module” and the description of the Tax Reporting Unit Selection workspace.
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Tax island
| Field | Description |
|---|
| G/L Tax Table
|
In this field, you can specify which G/L tax table to use for the current company.
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| Tax Table
|
In this field, you can specify the name of a tax table created in the Tax Tables workspace. The field only has importance if the field “Use Tax Tables” is marked in the System Information workspace. If you specify a tax table, Maconomy uses the specified tax table when invoicing and crediting sales/item purchase orders and jobs that the current company is responsible for. The tax table is used for selecting the tax code used for calculation of tax on each item or activity.
If you do not specify a tax table, Maconomy will not use tax tables to calculate tax for sales made by the current company. See the Tax Tables workspace for a more detailed description of tax tables.
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| Tax Type, Tax Exempt
|
In this field, you can specify a tax type to be used when invoicing items or activities without a tax code. When posting invoices, Maconomy usually copies a tax type from the selected tax code to the G/L entry that concerns item sales. If you have not specified a tax code for a given item or job journal line, Maconomy copies the tax type form this field to the G/L entry created for the current item sale when posting the invoice. Item sales without a tax code occurs when, for example, tax on a given item should not be calculated.
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| Standard Vendor Tax Code
|
In this field, you can specify a G/L tax code created in the G/L Tax Codes workspace.
This G/L tax code is used when entering vendor invoices in the Vendor Invoices and Invoice Allocation workspaces, as it will be suggested on vendor invoices belonging to the current company. If you do not enter a standard vendor tax code, Maconomy attempts to find a G/L tax code by using a G/L tax table when you enter vendor invoices for the current company. For a detailed description of this procedure, please see the field “Tax Code” in the table part of the Vendor Invoices workspace.
If multiple tax codes are enabled, the “Standard Vendor Tax Code” field will be replaced by the following fields: “Standard Vendor Tax Code 1,” “Standard Vendor Tax Code 2,” and, if enabled, “Standard Vendor Tax Code 3.” For further information on multiple tax codes, please see the description in “Tax Codes.”
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Prefix Specifications Island
| Field | Description |
|---|
| Transaction Numbers
|
In this field, you can specify a prefix for the company’s transaction number series. The prefix can be used for differentiating the current company’s transaction number series from those of other companies, if the Maconomy multi-company model is used. Any prefix entered must be larger than or equal to zero.
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| System Numbers
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In this field, you can specify a prefix for the company’s system numbers. The prefix can be used for differentiating the current company’s system numbers from those of other companies, if the Maconomy multi-company model is used. Any prefix entered must be larger than or equal to zero.
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| Number Series
|
In this field, you can specify a prefix for the company’s number series. The prefix can be used for differentiating the current company’s number series from those of other companies, if the Maconomy multi-company model is used. Any prefix entered must be larger than or equal to zero.
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User Island
See the chapter “Getting Started” for a description of the fields in the User island.
Extra Fields Island
Using Maconomy’s layout editing tools, you can place the fields in this island differently and add a relevant text label next to the fields. Furthermore, you can place the fields in various printouts concerning company information.
| Field | Description |
|---|
| Text 1-20
|
In these text fields, you can enter various information about the current company. These are regular text fields, and there are no restrictions as to the type of text that you enter.
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| Date 1-5
|
In these date fields, you can enter dates relevant to the company.
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| Integer 1-5
|
In these integer fields, you can enter integer information pertaining to the current company.
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| Real Figure 1-5
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In these real figure fields, you can enter various information regarding the current company in the form of real numbers, that is, decimal numbers. The number of decimals depends on the setting in the field “No. of Decimals” in the Preferences workspace in the Edit menu. If you change this setting, all decimal numbers in Maconomy are displayed using the specified number of decimals, except amounts that are always displayed with two decimals.
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| Popup 1-5
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In these pop-up fields, you can select various information regarding the company. The values that are displayed when you select the pop-up fields are created in the pop-up field “Company Popup 1-5” in the Popup Fields workspace.
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Remarks Island
In these fields, you can add remarks and comments about the current company.
Information Island
| Field | Description |
|---|
| Phone
|
Enter the current company’s telephone number.
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| Fax
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Enter the current company’s fax number.
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| Telex
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Enter the current company’s telex number.
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| Giro
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Enter the current company’s giro account number. This applies in countries with a national giro system.
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| Bank
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Enter the name of the current company’s bank.
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| Company Reg. No.
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Enter the registration number of the current company.
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| Credit Card No.
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In this field, you can enter the company’s number with a payment service.
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| Tax No.
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Enter the current company’s tax registration number.
The number must be printed on invoices and credit memos to other EU member states. It also appears on reports to the tax authorities.
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Access Level Island
| Field | Description |
|---|
| Name
|
In this field, you specify the name of the access level to be assigned to the current company. If an access level is specified, only users who have been granted access to this access level or higher can see the data of the current company. This applies to both the company information card and transactions regarding the current company. Please note, however, that this access control model only applies if the standard access control configuration has not been changed in your Maconomy system. If it has, the access to companies may depend on other factors. For further information about the standard access control configuration and access control in a multi-company model, please see the “Introduction to the Access Control System” in the Set-Up module and “Multiple Companies” at the beginning of this module.
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| Description
|
This field displays the description of the selected access level.
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Print Control Island
| Field | Description |
|---|
| Statistics 1-4
|
In these fields you can enter an optional code that you can include in your search criteria for statistical purposes when printing.
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Related Companies Island
| Field | Description |
|---|
| Parent Budget Company
|
If a parent budget company exists, specify the name and number of that company here. When price-projecting a budget, a journal for each company in the budget model is created. If differences occur when price-projecting, the differences are posted on the difference account specified in the Create Budget Model workspace in the Budget module. If you specify a parent budget company in this field, the difference is posted on that company.
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| Parent Company
|
If the current company is affiliated with a parent company, the name and number of the parent company are entered in this field. If you specify a parent company, the fiscal year and fiscal year template of the parent company are also used by the current company. If you change the fiscal year template of a parent company, the template is also changed on all subcompanies. You cannot change the fiscal year of a company assigned to a parent company.
If the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany entries are never created between the current company and other companies with the same parent company. For more information about this, see the description of the system parameter “Create intercompany entries for companies with same parent company.”
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| Settling Company, Customer
|
In this field, you can enter the name and number of the company to be used as settling company for global customers. The field must be completed. If no settling company is specified on the customer information card, the customer is called a “global customer.” In such cases, the company specified in this field on the company information card of the responsible company is used as the customer’s settling company. In principle, all companies in the system can be used as settling companies. The responsible company will, for instance, be the company shown in the card part of the General Journal workspace or in the Company island in the Sales Orders workspace as the company that gives rise to a sales order. The responsible company will frequently be derived by the user; it is the company automatically shown in the Company island when a general journal or sales order is created by the user.
For further information about the influence of a settling company and how such a company is selected, please see “Multiple Companies” in “Introduction to the G/L module.”
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| Settling Company, Vendor
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In this field, you can enter the name and number of the company to be used as settling company for global vendors. The field must be completed. If no settling company is specified on the vendor information card, the vendor is called a “global vendor.” In such cases, the company specified in this field on the company information card of the responsible company is used as the vendor’s settling company. In principle, all companies in the system can be used as settling companies. The responsible company will, for instance, be the company shown in the card part of the General Journal workspace or in the Company island in the Item Purchase Orders workspace as the company that gives rise to an item purchase order. The responsible company will frequently be derived by the user; it is the company that is automatically shown in the Company island when a general journal or an item purchase order is created by the user.
For further information about the influence of a settling company and how such a company is selected, please see “Multiple Companies” in “Introduction to the G/L module.”
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Employees Island
| Field | Description |
|---|
| Employee 1-5
|
In these fields, you can enter the numbers of five employees in the current company. This can be useful if you want a list of relevant contacts in the current company. The names of the specified employees are displayed in the Name column when you press Enter.
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Dimension Combination Island
| Field | Description |
|---|
| Dim. Comb. No.
|
In this field, you can enter the number of a dimension combination of the type “Dimension Derivation” created in the Dimension Combinations workspace.
If you specify a dimension combination, Maconomy will use the values in this dimension combination when deriving dimensions from the current company. However, any dimension derivation values specified in this island will be used instead of those specified for the same dimensions in the dimension combination. This means that the dimension combination only applies to the dimensions for which no value has been entered on the company information card.
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Derived Account Island
| Field | Description |
|---|
| Account No.
|
In this field, you can enter a dimension value for the Account dimension, if you want this value to be derived from the current company. If you also want the specified value to overwrite any existing values for the dimension, you can indicate this by checking the “Overwrite” box. If you choose not to overwrite, the dimension value will only be transferred to a table line being created if the “Account No.” field on the line is neither filled in manually nor through a registration code.
Even if you have specified a dimension combination in the field “Dim. Comb. No.” above, a value entered in this field will be used, rather than the value (if any) found for this dimension in the dimension combination in question. This means that the dimension combination only applies to this dimension if you have not entered a value in this field.
Please note that if a dimension combination has been specified in the field “Dim. Comb. No.,” a mark in the field “Overwrite” will only have effect if you have also entered a dimension value. If you mark the field “Overwrite,” but you do not enter a dimension value in this field, the “Overwrite” field is ignored, as dimension values and overwriting specifications are always retrieved together from the same dimension derivation island, dimension combination, or dimension combination line.
For more information about derived dimensions, please refer to “Introduction to the G/L Module” and the description of the Dimension Derivations and Dimension Combinations workspaces.
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Derived Dimensions Island
| Field | Description |
|---|
| Location
|
The functionality of this field is similar to that of the field “Account No.” above.
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| Entity
|
The functionality of this field is similar to that of the field “Account No.” above.
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| Project
|
The functionality of this field is similar to that of the field “Account No.” above.
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| Purpose
|
The functionality of this field is similar to that of the field “Account No.” above.
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| Spec. 1-3
|
The functionality of these fields is similar to that of the field “Account No.” above.
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| Local Spec. 1-3
|
The functionality of these fields is similar to that of the field “Account No.” above.
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Price Register Island
| Field | Description |
|---|
| Name
|
In this field, you can enter the name of a price register. Price registers are created in the Price Registers workspace in the Budget module and are used for projecting budgets. The price register in this field is used when projecting budget models for the current company, unless another price register is specified in the Create Budget Model workspace in the Budget module.
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