Site

Use this page to manage sites linked to a company. You can see a visual hierarchy of the site or sites for the parent company. Settings here determine how accounting documents for this site are managed. Different sites for the same parent company can have different settings.

A site can belong to one or several site groups. It is usually associated with:

• A geographic location
• An activity at a location

A site can handle several activities such as:

• Product storage
• Purchases and sales
• Manufacturing
• Accounting

You can:

• Set default dimensions and attributes for site transactions
• Assign documents to sites
• Grant rights to documents with filters by sites
• Give rights to a user on different sites

Create a site

You can create a new site or save time by creating it from a business entity record.

Create a new site record

1. To define a new site, select Create. All new sites are active by default.

2. On the General tab, enter required information such as name, ID, description, company, country, currency, time zone and tax ID.

   The SIRET number is only required for French companies.

   Enter a 2-character value in the Sequence number value field. This value is used instead of the site ID when you generate documents with a sequence number set with the Site component.

3. Go to the Management tab and complete the next 2 steps.

4. Define activities at this site.

   • By default, the following switches are ON: Finance, Purchase, Stock, Sales and Manufacturing.
   • If this is not a financial site, select another of your company's sites as a Financial site. This information is required because journal entries for non-financial sites are generated for the associated financial site.
   • If the site is used for stock management, indicate whether the stock is location managed. If so, set a default location and the default stock status. This information is used when performing a purchase receipt from a purchase order.
5. Set Purchasing approval options:
   By default, the switches for the purchasing and sales approval work flow processes are ON. You can set default approvers. If you do not need any approval process for the purchase requisitions or for the purchase orders, you can switch them OFF.
   If you have documents pending approval, you need to approve or reject them before switching off the approval process.
6. On the Address tab, enter at least 1 address for the site. By default, a new address is active, but you can switch it to inactive if you add at least 1 other address. If there is only 1 address for a site, it is the primary address and cannot be inactive.

7. There are two ways to add a contact, though this is not required:

   • On the Contacts tab, select Add contact.
   • On the Address tab, select Add a contact from the More actions menu in the address block for an existing address.

   If you enter more than 1 contact for an address, you can select 1 of them to be the primary. A single contact is the primary by default.

8. On the Financial tab, you can assign default dimensions and attributes for all transactions for that site. On the Company page, you can select this site and assign which documents inherit these default settings.
   Dimensions and attributes need to be defined on the related finance pages.
   
9. When you save, the site is also created as a new business entity.

Create a site from a business entity

You can save time by creating a site from an existing business entity. A business entity can be a customer and a supplier. Basic details for companies that you do business with, including all addresses and contacts are added to the new site record.

After selecting a business entity to be a site, the process is like creating a new site record.

1. To create a site from a business entity, select Create. All new sites are active by default.
2. On the General tab, select an entity from the Create from business entity field. Only business entities that are not already a site are listed.
3. Basic information on the General and Address tabs default from information defined in the business entity record, including the primary address.

4. Confirm the primary address. By default, this is the same as the primary address defined for the business entity. You can add a new primary address or select a different address to be the primary.

   Changing the primary address here does not affect the original business entity record.

5. Save.

Edit a site

When you edit a site, you can update any field or option that is not greyed out. This includes default dimension settings, addresses and contacts, posting options, and approvals.

See Working with sites for more information.

Display the site groups

The Site groups tab displays the list of site groups the site belongs to.

Display the user groups

The User groups tab displays information set in the Authorisation group list page. If authorisation groups are already linked to a site group the site belongs to, you can select the link from the Name field to display the Authorisation group list page.

Delete a site

1. Select the site in the selection panel.
2. Delete.

Working with sites

This section answers questions about working with sites.

• How do I change the primary address?
• Why can't I make an address inactive?
• How are default dimensions and attributes applied?

How do I change the primary address?

If you only have 1 address, you need to add a new address and select the Primary address checkbox.

If there are multiple addresses, from the More actions menu in the address block, select Define as primary address. When you save, the other address is no longer the primary.

Why can't I make an address inactive?

You need to add a new address, which is active by default. You can go back to the other address and make it inactive.

How are default dimensions and attributes applied?

When you define rules for a document and origin, all lines on that document inherit the default dimensions and attributes.

You can define different settings for different documents for the same company and site.

Dimensions and attributes need to be defined on the relevant finance pages before you can set rules here.

You can override the defaults for all lines or for individual lines on a document.

If you change the dimensions and attributes for all lines on a document, using the Set dimensions dialog box from the More actions menu, subsequent documents inherit the new settings.

If there are no dimension rules, you can add dimensions on a document from the Set dimensions dialog box. Subsequent documents inherit these settings.