The Company is the entity to which all accounting documents are linked. The companies are engaged in business activities and provide services to clients. In BILLmanager you can create several companies to simplify interaction with different clients (for example, if the provider works with clients from different countries), optimize accounting activities and for other purposes. Each company can have its own contract templates and work with different providers in your BILLmanager.
Company
To create a company, enter Provider → Companies → click Add:
- Select a country:
- Country — select the country in which your company is legally registered. Depending on the selection, presets for currencies, localizations, documents, etc. will be connected.
- Legal status — select a status: "Legal Entity" or "Individual Entrepreneur". Depending on the selected value, the system will load a set of document templates and define the required legal data fields. Changing the legal status will not be available after the setup is complete. If an incorrect field value was selected, create a new company with the appropriate legal status.
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Settings — specify the information about the company that provides the service.
You can fill in just the basic fields and come back to the setup later, but we recommend filling in the form before you begin services. This will avoid problems later on, such as incorrect information in the documents.The form is divided into sections:
- Main information — general information about the company:
- Name — enter the full name of the company. Used in documents and is legally enforceable.
- Email — specify the email of the company, you can write an email to this address to contact the organization.
- Web-site URL — specify the URL of the company's website. Can be used in document printing templates.
- Fax — enter the company's fax number. When selecting a country, the country's telephone code will be inserted.
- Phone number — enter a phone number to contact the company.
If the number display format is not suitable, you can change it under Directories → Countries → select a country → click Edit → the Phone number format field. - Purpose of advanvace payment — enter the name that will designate the advance payment in the general list of payments.
For example, if you specify the value as "Personal account replenishment", then "Personal account replenishment" will be displayed in the payment invoice (automatically generated document) when making an advance payment.
- Legal address of the company:
- Country — select the country where the company is registered.
- ZIP code — enter the postal code for the legal address.
- City — enter the city of incorporation of the company.
- Address — enter the address of incorporation of the company, includes street, house and office number (if any).
- Actual address of the company:
- Country — select the country where the company is actually located.
- ZIP code — enter the postal code for the actual address.
- City — enter the city where the company is located.
- Address — enter the address of the company location. This includes street, building and office number (if any).
- Contract data — data that will be used in contract templates:
- Foundation date — specify the date of registration (year, month, day) of the legal entity in accordance with the statutory documents. The date of incorporation (registration) is indicated in the certificate of state registration.
- Director's full name — specify the surname, first name and patronymic of the person performing the functions of the sole executive body and signing the contract.
- Print options — settings for templates that are used to print documents:
- Document localization — select the language used in the company documents.
- Invoice template for payment — select a template for invoices issued by the organization.
- Invoice number template — specify the template by which the invoice number will be generated. Built—in macros are available to fill in:
- {id} — payment code.
- {num} — payment number.
When generating the number, the system will take into account any additional characters (other than macros) and replace the macro with the appropriate number. For example, the value "Payment Code:{id} Number:{num}" is entered in the field. The current payment code is 15 and the number is 247. The {id} macro will return a value of "15" and {num} will return a value of "247". The number of the output document will assume the value: "Payment code:15 Number:247.”
- Next numerical number of the invoice — enter the number of the next invoice issued by the company. The following numbers will be incremented by one, relative to the previous number.
For example, a value of "100" is written in the field. The invoice issued after that will come out as number 100, the next one after that will come out with number 101, and so on. - Currency — select the currency in which the user will be charged for sending documents by mail.
- Cost of sending documents — indicate how much it costs to mail the reconciliation act. An expense will be created for the specified amount when the act is sent.
For example, a user needs a paper original of a contract. The provider sends the original to the client and the client's account is debited to compensate for postage.
- Main information — general information about the company:
To edit company details, select the company and click Edit.
To delete a company, select the company and click Delete.
Contracts
The contract in the billing platform is an electronic document formed on the basis of an EJS template. The contract and its annexes are created based on sample documents. The sample defines the rules of document generation and its EJS template.
Companies may use different sample contracts. To create or edit sample contracts, enter Provider → Companies → select a company → click Contracts.
For more details on managing contracts, see the article Contracts.
Providers
You can specify the providers the company serves:
- Enter Provider → Companies → select a company → click Providers.
- Select the provider and set the values with the Enable and Disable buttons.