New entity creation

In this article 

• Create an entity

• Configure general settings

  • General information

  • Billing details (legal entities only)

• Manage entity collaborators

• Configure spending lines and workflows

• Configure Request for Proposal (RFP) settings

• Configure specific settings

  • Referenced companies

  • Profile codes

  • Rate grid

  • Integration

  • Activity Report (CRA)

Create an entity

Your account is structured around entities, which allow you to organize visibility levels, reporting and processes specific to your company. Entities can be legal or organizational and can contain sub-entities.
As a Company Administrator, you can create and edit these entities.

Steps to create an entity

1. Access entity management
   Go to the Entities tab, then click Manage entities.

2. Create the entity

   • Click Add an entity,

   • or open the menu of an existing entity to create a sub-entity.

3. Choose the type of entity
   Select:

   • Legal entity

   • Organizational entity

4. Fill in the form.
   You are redirected to the creation form, which starts with General settings.

Configure general settings

General settings contain 5 sections for legal entities and 4 for organizational entities.

General information

• Entity name and parent entity: define the name and check the parent entity. Some settings will be inherited automatically. The Manager and Deputy of the parent entity will have visibility on the objects of all child entities.

• Entity picture: optional, to make identification easier.

• Entity description: this text will automatically be used in the Project context section when creating a Request for Proposal (RFP).

• Address

• Region: the region of an organizational entity must be the same as that of its parent entity. A region corresponds to a country or state where specific rules apply.

• Company identification number (equivalent to the SIRET in France): mandatory for legal entities.

• Identification key: used only if integration (premium feature) is enabled.

Click Save and continue when the section is complete.

Billing details (legal entities only)

• Business taxes: depend on the region. In Europe, this is the intra-community VAT number.

• Billing details: used to generate invoices correctly.

Manage entity collaborators

This section allows you to assign collaborator permissions and visibility.
The roles of Manager and Deputy are mandatory.

For more details on roles, you can refer to the related article.

Available roles

• Entity Administrator (optional)
  Can view and edit all settings for the entity and its sub-entities.

• Entity Manager and Deputy (mandatory)

  • Can create and view Requests for Proposals (RFPs) and projects across all sub-entities.

  • Take part in the validation of an RFP when the entity appears in a workflow.

  • The Deputy validates when the Manager is absent.

• Managers

  • Can create and view all RFPs and projects for the entity and its sub-entities.

  • Can create an RFP on behalf of a member of their entity.

• Operational users

  • Can only see and create their own objects.

  • An operational user cannot be a manager on another entity.

Configure spending lines and workflows

Spending lines define the validation steps for Purchase Orders (PO) and indicate the impacted budgets.

At least one active spending line is required for collaborators to be able to create an RFP from the entity.

Each spending line includes:

• a Manager and a Deputy, acting as buyers, who can take part in validating a proposal or creating the Purchase Order (PO) above a defined threshold;

• one or more approval workflows, which define the validations required to publish an RFP.

When creating an RFP:

1. The user selects the spending line (Purchase Order validation).

2. Then, if available, selects a related workflow (RFP validation).

Configure Request for Proposal (RFP) settings

This section lets you adapt the process to the entity’s needs.
You can enable or disable the available options.

Click Save to complete the creation of the entity, then continue with Specific settings.

Configure specific settings

Referenced companies

You can check the lists of referenced providers associated with your entity.
These lists are configured at company level, in the Specific settings of the parent entity.

When you add a new entity, remember to update the provider lists at parent entity level to include this new entity.

Profile codes

Profile codes help standardize the types of profiles searched for in RFPs or Purchase Orders (PO).

Available actions:

• create,

• edit,

• delete profile codes,

• or retrieve existing codes from the parent entity.

Rate grid

A rate grid links profile codes to negotiated rates and to one or more referenced suppliers.

How rate grids work with RFPs

• When a grid is active:

  • the budget is filled in automatically after the profile code is selected;

  • this amount corresponds to the average negotiated rates.

• When the supplier submits a price, it is compared with the grid.

• You can enable blocking of proposals that exceed the grid in the entity’s general settings.

Integration

If integration features have been configured at company level, you can enable:

• Purchase Requests,

• Service receipts
  directly on the entity.

Activity Report (CRA)

You can enable external feeding of the Activity Report (CRA).
When this option is enabled:

• consultants no longer take part in the validation process;

• they can only view their Activity Reports.