Only Company Administrators can view and modify entity settings.
1. Go to the "Company" section and then to the "Manage entities of [your company]" tab
2. Click on "Add an Entity" at the top right of the screen, or from the edit menu of the parent entity
3. Choose the type of entity you want
A legal entity is an autonomous company on which billing information can be based. It has its own SIRET number and VAT number.
An organizational entity is a sub-department that depends on a parent legal entity for billing information.
4. Fill in your general settings
Define the title of your entity, and check its parent entity: some parameters can be retrieved from it, and its manager / deputy will have visibility on the objects of your entity.
You can define here the presentation of the entity, which will populate by default the field "context" of the Request for Proposals (RFP) created on this entity.
The address field is mandatory only for legal entities.
The region of an organizational entity must correspond to the region of its parent entity. A region on the platform represents a country or a state of a country on which particular rules apply.
The company identification number, or SIRET in France, is only required for legal entities.
The entity identification key will only be used when interfacing with your other internal tools.
Billing information (only for legal entities)
The information concerning the professional taxes depends on the region of the entity. In Europe, it will be the intra-community VAT number.
The invoicing information will allow you to adapt the edition of the invoices.
It is then possible to select the desired method(s) of sending the invoices.
Employees of the entity
Here you can add the Responsible and the Substitute of the entity. They will both have the possibility to create and see the RFPs and projects on all the sub-entities of the entity.
In addition, if the entity is selected as a validation step on a validation workflow (from the dedicated tab Manage teh company's validation workflows), the Responsible will be asked to validate the publication of RFPs using this workflow. In case of absence, the Substitute will be able to do it for him.
Managers are the operational users affiliated with the entity, who can create and view all the RFPs and projects of the entity, but not of its sub-entities. It is possible to affiliate a collaborator to an entity from this tab, or when creating his access, in the Collaborators tab.
Spending lines and workflows
The spending line(s) associated with your entity allow you to define which validation steps you want to put in place for the creation of your Purchase Orders, and which budgets will be impacted.
It is mandatory to have at least one spending line linked to your entity so that collaborators can create a Request for Proposal on it.
Defined directly in the parameters of the spending line (in the dedicated tab Manage the company's budgets and spending lines), the Responsible and the Substitute of the spending line are Buyers, who can be selected during the creation of the RFPs as validators of the selected proposal and creators of the Purchase Order beyond a certain amount.
Each spending line can be linked to one or more validation workflows, which determine the validation steps necessary for the publication of the Request for Proposal.
When a workflow is associated with a spending line, this means that, when creating an RFP on the entity, after selecting the spending line (defining the validation of the PO), the operational will be able to select the workflow (defining the validation of the RFP) associated with it.
If the spending line or workflow you want to use has not yet been created, you can click on "Later" at the bottom of the tab to continue and save your entity edition without this setting.
Request for Proposals setting
Here you can add one or more project locations, which can be selected by the operational to define the location of the project, excluding possible travel, when creating the RFP.
If no location is entered, the field to be filled in by the operational at this level will be a free field.
5. Fill in your specific settings
You can check here the preferred suppliers lists that have been associated to your entities. For the moment, these lists are still set up at the company level (see point 6.)
Profile codes (Premium)
Premium feature, the profile codes allow you to define and standardize the types of profiles generally sought on your RFPs, in order to consolidate your pricing and your reporting.
From this tab, you can easily create, edit or delete profile codes that can be associated with RFPs or purchase orders on your entity.
It is also possible to retrieve one or more profile codes that have already been defined on a parent entity. However, be careful: If you will use on this entity one or more of the same rate card as those configured on a parent entity, start by going to the Rate card tab (see next point). Indeed, retrieving a rate card has the impact of automatically retrieving the corresponding profile codes, but is no longer possible if these profile codes have already been retrieved.
Once profile codes are associated with your entity, this field must be filled in when creating any RFP or PO on the entity.
Rate cards (Premium)
Rate cards allow you to associate certain profile codes with specific rates, while being linked to one or more of your preferred suppliers*. This is also a Premium feature.
From this tab, you can easily create, edit or delete rate cards, which can help you populate the maximum expected budget** on each of your RFPs once the profile code has been entered by the operational.
It is also possible to retrieve one or more rate cards that have already been defined on a parent entity.
*The association of your rate cards and your suppliers is done in the Preferred suppliers tab, after clicking on "see companies" on a given list, on the editing menu of each company displayed.
**This maximum expected budget is for information purposes only, and is not visible by default on your Request for Proposal. It will nevertheless be used to qualify your proposals received, where a color code will be applied according to the supplier and the proposed rate.
If these functionalities have been set up at company level, you can activate Purchase Requests and/or Service Receptions on your entity here.
6. Update your company settings
Preferred suppliers lists
From the parent legal entity of the company, you can create and modify your different preferred suppliers lists.
When a new entity has been added to your account, remember to edit/create the necessary lists, to add this new entity to the affected ones.
Custom fields (Premium)
From the Edit account settings tab of the Company section, you can create and edit your company's custom fields, if you have subscribed to this Premium feature.
When a new entity has been added to your account, remember to edit/create the necessary fields, to add this new entity to the affected ones.