How To Use Organizations in Version 2023_2

What Are Organizations and How to Use Them

Required User Rights

To use the properties mentioned in this user guide, you need to have at least the following user rights:

• 3530 Menu – Organizations
• 2304 Button – Find Organization
• 2315 Add Organization
• 2316 Edit Organization
• 2317 Delete Organization

Organizations

Organizations are a specific type of object in Good Sign. Typically, organizations in Good Sign represent legal entities such as customers, suppliers, partners etc.

Organizations are recognized by their ID, Organization Name and place in the Organization Tree. All organizations have a unique ID. Organizations can also have users, which represent users of your services. This enables more granular control when needed. Organizations can be viewed in the Organization Tree or in the navigation menu Administration > Organizations.

Types Of Organizations

From version 2023_2 onwards, there are three types of organizations:

• Customer
• Seller
• Customer & Seller

The different organizations can be identified from their color:

• Customer organizations are white & blue.
• Seller organizations are orange.
• Hybrid organizations are yellow.

Folders

Folders are a special type of level in the Organization Tree. These levels in the Organization Tree can represent hierarchy levels that are relevant in controlling your business. They can be used, e.g., for the separation of domestic and foreign customers, or governmental and private companies. They can be used for setting up pricing, and other settings you wish to share within that Organization Tree branch.

Linked Organizations

The Linked Organization defines the final organization that will be invoiced. This means that when you link an organization to another organization, all charges from the first organization will be invoiced from the linked organization. Linked Organizations can be found from the Edit Organization window, once an organization has been added successfully.

The Organization Tree

The Organization Tree is visible in most dashboards and is how you filter the data you see in the main grid.

Benefits of a Well-Organized Organization Tree

With proper designing of the Organization Tree, you get the most out of the inheritance of settings and features between organizations. This saves you a lot of time in maintenance and unnecessary input errors. Each setting for inheritance can also be controlled, so you can decide if a setting is inherited or not. User rights are also based on inheritance in the Organization Tree.

How an Organization Tree is Created

Before you start creating organizations, think about the way they should be grouped. What are the main drivers that define how they are invoiced. E.g.:

• Do the organizations share pricing?
• Do you have distinct places with the same invoicing, such as countries or continents?
• Do you have different currencies in use in your invoicing?
• Do you have one or multiple sales organizations (are all the invoices sent from one company or are there many different companies involved when sending invoices)?
• Do you have private or governmental customers?
• Anything else that could form a group of organizations.

Whenever a new organization is created it will become a parent organization or child organization, depending on its location in the Organization Tree.

Organizations can be created manually. In this kind of scenario, you first create a main organization and then create sub organizations if needed.

Organization can also be created automatically using an interface, but this would depend entirely on the setup of your environment.

The Organization Dashboard 

To view current, create new, edit existing or delete old organizations, you need to navigate to dashboard: Administration > Organization (OR any other dashboard that shows the Organization Tree on the left). This dashboard allows you to view all organizations in the system, including the deleted ones. If the deleted column has the value 1, the organization has been deleted.

Figure 1: Example of an organization tree

On the left you will see the Organization Tree, which looks similar to Figure 1. By selecting an organization and opening it from the arrow to the left, you can see all the suborganizations under it.

Creating A New Organization

It can be useful to add the following fields:

• Organization Name (technically the only mandatory field required)
• Business ID
• VAT ID
• Invoice Email (if using email invoicing)
• Street Address or Invoicing Street Address
• Invoicing Account (if using e-Invoice/eBill)
• Invoicing Operator (if using e-Invoice/eBill)

When all the information has been filled, press Save. Confirm by pressing Yes. 

Figure 3: Add Organization

Edit Organization Window

Changes to an organization’s information are required generally in cases where an organization’s address, parent organization or some other information needs to be changed. To edit an organization, right-click on the organization’s name in the Organization Tree and choose Edit Organization. In the Edit Organization window (see Figure 4), change the values that require updating, and then click on Save.

Figure 4: Edit Organization Window

When you’ve selected an organization, click Edit Organization, either from the Management Menu or from the right-click menu. You’ll see all the chosen organization’s information. 

Organization Settings

Requires user right: 2380 Organization Settings Management. In the Organization Settings tab, you can add or edit organization settings. Settings are inherited from top organization or can be set individually to the organization.

To create a new organization setting in Organization Settings, the Setting Name is mandatory. When the necessary fields are filled press Save. If everything went fine, you’ll see the success notification. If there was an error to save setting you would see a red error notification.

Custom Parameters

Requires user right: 2390 Organization Custom Parameters. Here you can set up i.e., CRM account parameters.

Numpac Info

Meant for teleoperators, requires user right: 2360 Numpac Organization Info. This information is required, when numbers are moved from one operator to another, to automate the process.

Landline Ranges

Meant for teleoperators, requires user right: 2350 Phonenumber Ranges management. Used for the automatic activation of landline accounts, bookkeeping of what numbers have been allocated (VOIP, fax, etc.). The landline range information detects and allocates numbers, allowing the possibility for only activated numbers to be saved.

Phonenumber Ranges

Meant for teleoperators, requires user right: 2350 Phonenumber Ranges management. Tells which mobile number pools have been given to an organization. When a subscription is activated, this information will be used to determine, which numbers can be allocated for that sim.

Organization Bank Account 

Requires the user right: 2370 Organization Bank Account Management. The seller organization’s and the customer organization’s bank accounts can be set here. For the seller organization, a bank account is mandatory.

Price List

Requires user right: 2396 Price List. An organization can be used as a price list, which can be used for other organizations, so that an organizations pricing is not following the default based on organization tree. Instead, pricing can be looked up from a separately defined organization. That organization could be, for example, a synthetic price list organization. It can tell the start/end times for domestic, international and roaming services and who they have been assigned to.

Delete Organization

To delete an organization, select the organization from the Organization Tree e.g., Leasingdales Ltd/Private Customer/John Doe. Open the menu by right clicking and select Delete Organization. You can do this any time the organization tree is visible. Note! Always verify that the organization doesn’t have active users, suborganizations, charges or price lists before removing the organization. After clicking on Delete, a confirmation question appears. Once you have confirmed, if all goes well, you will see a success notification. Deletion updates organization information and marks it deleted as seen in above. Please note that after deletion, the organization is still visible in the Administration > Organizations main grid, because it also lists deleted organizations.