Add or Edit an Organisation

To add a new Organisation, or edit an existing Organisation, perform the following steps:

  • Click the Settings tab, and then Organisations.
  • To add a new Organisation, click the “Add new Organisation” button.
  • To edit an existing Organisation, click an Organisation's name from the displayed list.
  • From the resulting popup enter or amend the following information. Required fields are indicated by a *

 

DETAILS

  • Trading Name: The Organisation's trading name.
  • Legal Name: The Organisation's legal name.
  • Company Registration No.: The Organisation's registration number at Companies House.
  • VAT Registration No.: Only required if the Organisation is VAT Registered. See the section on VAT for more information.
  • Country: Select the country that your organisation operates in (if applicable, this should be the country that you pay tax in).
  • Currency: Enter a currency symbol or code for printing on Customer Sales Invoices, Credit Notes and Statements. For example, enter £ or GBP.
  • Year End: Enter the appropriate day and month of your financial year end.
  • Conversion Date: If you have transferred from another accounting system, then this is the first day that you start entering transactions in AccountsPortal. For more information, see the section on Converting from another accounting system.
  • Auto-create bank import rule: If this option is selected, then a new Import Rule will automatically be created when importing new transactions from a bank statement. See the section on Importing  bank statements for more information .

 

CONTACT INFO

  • Telephone:  The Organisation's Telephone number. This field will appear on printed invoices
  • Trading Address: The Organisation's trading address, city and postcode. These fields will appear on printed invoices.
  • Registered Address: The Organisation's registered address, city and postcode.
  • Place of Registration: The country or jurisdiction of the registration. This field will appear on printed invoices.

 

LOGO

  • Upload new logo: Use the Browse button to select a logo file. The file must be of file type .png .jpeg or .gif. Click on upload once you selected the appropriate file. The logo will appear on customer invoices, credit note and statements if selected in the PDF Options (see below).

 

PDF OPTIONS

These settings only effect PDFs for customer sales invoices, sales credit notes and statements.

  • Organisation Name In Header: Select from None, Tading Name, Legal Name, Logo.
  • Organisation Address In Header: Select from None, Trading Address, Registered Address.
  • Organisation Name in Footer: Select from None, Tading Name, Legal Name.
  • Organisation Address in Footer: Select from None, Trading Address, Registered Address.
  • Item Headings: Change the headings that print on Customer Sales Invoices and Credit Notes
  • Additional texts: The default text that will appear at the bottom of all printed customer invoices, credit notes and statements. You may wish to enter a special message to all clients or your banking details, for example. If you enter the text [paypal_link] in the Invoices box, a PayPal link will be printed on the invoice (see below for more information).

 

PAYPAL OPTIONS

Including a PayPal link on your PDF sales invoice can assist customers to pay directly to your PayPal account. Clicking the link opens the PayPal website and prompts the customer to make payment. The functionality is managed by adding the tag [paypal_link] to the sales invoice which is replaced during PDF creation.

  • Automatic link insertion: Selecting this option ensures the tag [paypal_link] is always inserted in the Memo field of your sales invoices. This tag can be deleted during invoice entry if the link is not required for that instance.
  • PayPal Email Address: Insert a valid, existing PayPal email address that you registered to receive payments.
  • Organisation Name in Footer: Select from None, Tading Name, Legal Name.
  • Link Text: Optional text which will appear as a hyperlink to encourage your customers to pay via PayPal.
  • Show PayPal logo: Optional setting to display the link as a PayPal logo.

 

Note that the [paypal_link] tag in the Memo field (or entered in the PDF Options - Additional text) will only be replaced if the PayPal Email Address and one or both of Link Text/Logo have been maintained.

 

INVOICE OPTIONS

  • Default Sales Invoice Terms
  • Default Purchase Invoice Terms

 

The values specified here become the organisation's default settings used when a new creating a new Customer/Supllier. Subsequently, during the creation of a Sales Invoice or Purchase Invoice, the days saved in the Customer/Supplier record are added to the Invoice Date to determine the Due Date of the invoice. The Due Date can be changed to a different date if required.

 

Additional Notes:

  • The user that creates a new organisation will automatically be assigned as the Primary User for the new organisation. For more information, refer to the section on User Roles.
  • Each new Organisation will automatically start with a default Chart of Accounts. For more information, refer to the section on Chart of Accounts.
  • Each new organisation will automatically start with a default Transaction Sequence starting at 1 for all transaction types. For more information, refer to the section on Transaction Sequences.