How to create a Company Record

Background

A company is an entity with which Strokeone Software Limited has a business relationship with. The nature of the relationship is governed by the type of the company.

There are three types of company:-

Customer

Supplier

Prospect

Irrespective of the type of company to be created, the procedure to create is identical.

This topic outlines the steps required to create a new company record.

Prerequisites

Ensure that you have logged onto strokeone, and that you can see and access the client button in strokeone home banner.

Procedure

From the home banner, click the Clients and then Companies buttons.
The companies list layout opens.
Click the new Company icon to the upper right of the layout..
The Company detailed layout opens.
Populate the following core company details:-

Field	Instructions
Company	Enter the name of the Company that you are creating the record for.
Sales Contact	Select the Internal Sales Contact responsible for the Company from the drop-down list. When a job order is first created, strokeone takes the company recorded on the job order header and looks up the corresponding Sales Contact listed, and records this on the job order. Note: The Sales Contact field recorded on job orders looks up this field value at the time the job order is created. It is a one way look up from job order to company at the time the job order is created, Therefore:- Any entry you record here does not backfill any job orders that already exist. Changing an entry here will not change the sales contact recorded on any existing job order In order to be selectable here, the staff member needs to be flagged as in the sales and marketing department
How they found us	From the drop-down list, select the way by which the Company found out about Strokeone Software Limited Should the required value not be in the drop down, you can create a new one.
Status	Select the Status of the company from the drop down list. The following are the current valid statuses Current Dead
Switchboard	Telephone number for Company
Fax	Facsimile number for Company.
Type	Select from one or more of the following values Customer Supplier Prospect
Supplier Type Embroidery Digitisation	Setting the checkbox enables the company to appear as a selectable value for DST suppliers in Embroidery Technical specifications.

Billing Address	Enter the Billing address for the Company (used for invoices)
Use Delivery Address button	Clicking this button will copy all the Delivery Address fields into the corresponding Billing Address fields. Click for example. In the below screen shot example, you can see that the Billing Address fields are not populated, but the fields in Delivery Address are completed. By Clicking on the Use Delivery Address button, the field values from Delivery Address are copied over (left to right) to populate the corresponding Billings Address fields Notes: This feature copies over all the Delivery Address fields. You cannot cherry pick individual fields to copy over. Use of this functionality will overwrite any values that you may have populated in the Billing Address fields.
Town	Enter the Billing address town for the Company
County	Enter the Billing address county for the company
Post Code	Enter the Billing address Post code for the Company.
Country	Enter the Billing address Country for the Company.
VAT Number	Enter the VAT registration number for the Company
Company Number	Enter the Company Incorporation/ registration number for the Company
Bank	Record the name of the Company's Bank
Bank Sort Code	Record the Sort Code for the Company's Bank
Bank Account Number	Record the Company's Account Number

Delivery Address	Enter the delivery address for the Company
Use Billing Address button	Clicking this button will copy all the Billing Address fields into the corresponding Delivery Address fields. Click for example.
Town	Enter the delivery address town for the Company
County	Enter the delivery address county for the company
Post Code	Enter the delivery address Post code for the Company.
Country	Enter the delivery address Country for the Company.

Balance Outstanding	Calculated field: @sum of all invoices that have not been paid minus any Unallocated Payments. Should this figure be > Credit Limit then extra measures need to employed before undertaking any job orders, billable devices or despatching fulfilments until the Balance Outstanding is reduced.
Current Debt	Calculated field: @sum of all invoices dated < 30 days which have not been paid.
Over 30 days	Calculated field: @sum of all invoices dated > 30 but <60 days which have not been paid.
Over 60 days	Calculated field: @sum of all invoices dated > 60 but <90 days which have not been paid.
Over 90 days	Calculated field: @sum of all invoices dated > 90 days which have not been paid.
Unallocated Payments	Calculated field: @sum of all payments received from the Company which have not been allocated against invoices. Example:- Consider a situation where a company had been two invoices Invoice 1: GBP 300 Invoice 2: GBP 650 The Company sends GBP 1,000 but does not stipulate which invoice(s) this payment is related to. Initially, before being applied to either of the invoices, the Unallocated Payments would read GBP 1,000 When the GBP 1,000 payment has been posted against the open invoices, there would be a GBP 50 surplus recorded in the Unallocated Payments field
Unallocated Payments	Calculated field: @sum of all credit notes awarded to the Company which have not been allocated against invoices
Credit Limit	The amount of unsecured debt that Strokeone Software Limited has allowed the Company.
Storage Report Sort	Select from the drop-down list how the storage report will be sorted Category Type
Storage Charge Box
Accounting Notes	Free form text field to allow you to record account related information

Last Contact Date	Derived Field. This shows that last date that correspondence occurred with the company. It is derived from the records on the correspondence tab, specifically it is the latest dated actual correspondence date.
Last Invoice Date	Derived Field This shows the date of the most recent invoice sent to the company.
Last Invoice Amount	Derived Field This shows the amount of the most recent invoice sent to the company.
Total Invoiced	Derived Field Calculated field :@sum of all Invoices raised against the company
Market Value	Select from the drop-down list the expected value of business that the company will transact.
Market Sector	Select from the drop-down list the business sector that the company is in.
Date Cleaned	Automatically populated with [DateStamp] of when the record was cleaned.
Cleaned By	Automatically populated with [UserName] of whom cleaned the record..
Cleaned button	Provides a means of marking a company record as being cleaned. You can use this in situations where you obtain company information from an external source (mail lists etc) and wish to double check / cleanse the data. When you are content that the data is cleaned, click this button which will Set the Company record as cleaned Set Date Cleaned with current [DateStamp} Set Cleaned By with [UserName]
Storage Charge Status	Toggle preference for whether the Company should be received a bill for the costs associated with storing their stock.

When the above fields have been recorded, one or more contacts for the company should be added.
(Note: if the company type is Prospect, a contact may not be known yet)
To create a contact from within the Company form, click to the select the Contacts tab
Within the contacts from, scroll to the right and click the New record icon.
The Contacts form opens.

Populate the contacts form as outlined in the How to Create a New Contact topic

Note: When you initially create a new company, the On Hold status is set as Amber. You may need to review and amend this