Summary of the steps to create and deactivate an entity

The structure of your company is always evolving and changing, therefore, you may need to modify the set-up of your organization by either creating a new entity or by deactivating a no longer relevant entity, within the platform. In this article, you will find a summary of the steps to take to do this, as well as a use case on merging entities.

Within this article 

• Creating a new entity
• Deactivating an existing entity
• Use case: merging entity B within entity A

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Creating a new entity

1. Create an entity and fill in all the mandatory areas, add in your general information and the manager and deputy manager.
2. Add the operational collaborators who will need to create Requests for Proposals (RFPs) and manage Purchase Orders (POs) on the entity. If their accesses have not been created yet, you can do so from the Company tab.
3. Associate your new entity to the relevant preferred supplier lists to which it needs access to, from the Entities tab
4. In case you have Profile Codes* or Rate Cards*:  you may think to retrieve the settings from the parent entity, or to create them directly within the Specific settings of this entity
5. In case of Interfacing* capabilities: you may activate the relevant necessary options (purchase request/Service reception) within the Specific parameters of the parent entity
6. In case of Custom fields*: you may associate the new entity to the custom fields extracted from the parent entity, from the Company tab

* Premium features

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Deactivating an existing entity

You can deactivate an entity following 4 steps:

1. Modify the entity: remove all spending lines assigned to it (this will stop any new RFPs from being created and added to this entity)
2. Check that all ongoing purchase orders are finished; note that all projects within the entity will have to be completed**
3. Check the ongoing RFPs associated to the entity and make sure before deactivating it that all Requests for Proposals have been closed successfully
4. Click on deactivate in the edition menu of the entity

**Should it be necessary to renew a PO, it would have to take place on a different entity

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Use case : Merging Entity B within Entity A

1. Set up the Entity A
   • Carry out an Audit of Entity B set up
     • General settings: collaborators, spending lines, project locations
     • Specific settings: preferred supplier lists, profile codes*, rate cards*, interfacing*
     • Company settings: custom fields*
   • Reproduce settings of B on entity A
2. Manage the ongoing objects taking place within Entity B
   • Remove spending lines of entity B
   • Verify status of the ongoing POs and RFPs for entity B: wait until they have all changed to status Closed**
3. Deactivation of entity B

*Premium features 

**Should it be necessary to renew a PO, it would have to take place on a different entity