Development of the Enterprise Version is on-going and new features are added to it frequently.

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Managing Multiple Identities within the one company

Managing Multiple Identities within the one company

The Multiple Identities feature allows you to operate the one business and:

• Present up to 5 different company names at the top of your charge documents
• Provide up to 10 different price structures in your products register and assign a price structure to a client
• Set up different chart of accounts for each identity so you can report on the identities financial performance

For example:
If you have a wholesale and retail division and would like to:

1. Assign clients to a particular identity (wholesale / retail)
2. Allocate different price structures to wholesale and retail clients
3. Print a different logo at the top of an invoice
4. Print a different logo at the top of their statements
5. Report on each identities sales and financial performance

HOW TO SET UP THE FEATURE

Step 1: Create a Division for each identity in your Chart of Accounts

• Cash book - chart of accounts - Divisions

Step 2: Create up to 5 different heading logos as per these instructions

• If you would like assistance with heading logo creation we have a paid service available

Step 3: Save the heading logos on the server to the location /SOEASY/USER

After you have completed the Step 5, when a workstation logs onto the server it will see the Multiple Identities configuration and copy over any heading logos required to its own user directory.

Step 4: Set up the main heading logo. This is the heading logo that will be used as the default.

1. Platform
2. Set up
3. Invoices
4. What is printed at the Top? (top left of screen)
    
5. Statements - Statements printed should be set to Print Logo

Step 5: Switch on the Multiple Identities feature and set up the heading logos

1. Platform
2. Set up
3. Set up Enterprise (see bottom left of screen)
4. Multiple Identities and read the screen for instructions

Step 6:Set up your different price structures

1. Platform
2. Products Register
3. Products Register
4. Add/Edit item and set up to 10 different price structures

Step 7: Set up your clients

1. Platform
2. Database
3. Go to the  trading  screen found in the Advanced database screen
   (see top right for Advance/Basic button)
4. Add your client first
5. *Set Logo - There is a section on this screen called Select an Identity: Select which identity the client should trade with. If you make no selection then the default heading logo will be used
6. *Set Division - Select Sales Division and choose which Division they are trading with
7. *Price Structure - Edit the client and choose their pricing structure

* must be done for each client you want to assign to a different identity otherwise the default identity will be used

BILLING

When you quote or bill a client, as you save the header you will be prompted to confirm the Division. The default Division should have come from the client's setting made when you Set up your clients.

The logo heading used when printing will depend on the current settings in the database for the client.

The pricing structure comes over to the invoice when you add the invoice header. If you change the client's price structure it will not apply to any quotes/invoices/credit notes already made. It will only apply to new documents from that point on.

REPORTING

The Sales Reporting can be displayed by Division - see Reporting

The accounting reports will now be divisionalised and capable of analysis. It is important to understand how to set up and manage divisions. Please review this topic