Sites

All operating actions are performed within a site: the site is the core element for organizing the management data of companies and sites.

A site must exist within a company.

Certain management data belong to a given site, others are common to a group of sites managed in the same folder:

  • the ledger, that is, the set of identification information used by sites to communicate, is common to all the sites: this essentially involves products, business partners, the chart of accounts and common tables (units...),
  • in the files that contain the data linked to a site (for instance, the transactions, but also certain data linked to the product). Access is always made via a key including the code for the corresponding site.

Even if each management act is clearly referenced to a single site, a certain number of processes require the cooperation between several sites.
Examples of this are:

  • the multi-site planning (MPS, MRP or DRP).
  • the exchange of goods between 2 storage sites,
  • the consumption of a product at another storage site,
  • the taking into account in the same order of purchase requests generated by different sites,
  • the splitting of a delivery across several sites depending on the requesters,
  • the generation of account postings over several sites from a single supplier invoice,
  • the allocation of a customer order to several sites, warehouses, etc.

Conversely, it should be noted that the user, when logging into the software, is not connected to a site or company.
Only the user's authorizations define if filters exist so that s/he does not see data assigned to certain sites.
On the other hand, the default values are defined so as to propose to the user the appropriate sites for their profiles. The default sites are defined by module in the Sites tab in the user profile definition record.

Prerequisite

Refer to documentation Implementation

Screen management

Several tabs are required to manage a site.

This title is used to identify the Site clearly.

This information is intended to be reproduced on documents and reports.

Site (field FCY)

This code is used to identify the site concerned. It is unique for each site.
field FCYNAM

Tab General

This tab presents general information (Site registration no., SIC code, etc.), as well as the code of the legal company to which the company it linked. This company, which must have previously been created, corresponds to the attached company in the accounting sense of the term.

Select or directly enter the company code for which the site is attached.

Short description (field FCYSHO)

This title, which describes the record, is used in some screens or records when there is not enough space to display the long title.
Legal company (field LEGCPY)
Country (field CRY)

This code is used to identify the country associated with the information.

In the country table, which controls this field, there is a certain number of characteristics useful to perform controls on dependent information, and especially:

  • the telephone number format,
  • the format of the number that identifies a company or an activity (site tax ID number, NAF in France), and whether its entry is mandatory or not,
  • the format of the postal code/town/city and the geographical subdivision, and whether its entry is mandatory or not,
  • the mandatory or not mandatory aspect of the Site Registration number entry, of the identification number of the company as well as the EU tax no.,
  • the format of the Bank ID number code.
Site tax ID number (field CRN)

The Site Registration number identifies a company.

This numerical identifier made of 14 numbers is sub-divided into two parts: the first part is the Company Registration number the company (or legal unit or legal entity) to which the Site Registration number belongs; the second part is usually called the NIC (internal classification number), and is made up of a four-figure number assigned to the establishment and a control figure used to validate the Site Registration number as a whole.

This information must necessarily be entered if the Site Registration number code is setup as being mandatory for the country of the company for which the site is attached.
SIC code (field NAF)

This is the Standard Industrial Classification (SIC) code, which characterizes the principle activity of the business partner and can be used for selection, sorting, reporting, etc.

The entry format of the activity code depends on the Country.

Self-certification of origin (field ORICERFLG)
REX number (field REXNUM)
EORI number (field EORINUM)

Tab Accounting

This tab presents information of an accounting nature, such as:

  • a flag used to identify whether the site is an accounting site (declaration site).
    If not, it is necessary to specify to which accounting site this site is attached,
  • a grid containing the default dimensions (used to enter the latter in the various documents, by means of the corresponding setup),
  • an accounting code used to determine the general ledger postings and the analytical nature.

Select or directly enter the company code for which the site is attached.

Short description (field FCYSHO)

This title, which describes the record, is used in some screens or records when there is not enough space to display the long title.
Legal company (field LEGCPY)
Country (field CRY)

This code is used to identify the country associated with the information.

In the country table, which controls this field, there is a certain number of characteristics useful to perform controls on dependent information, and especially:

  • the telephone number format,
  • the format of the number that identifies a company or an activity (site tax ID number, NAF in France), and whether its entry is mandatory or not,
  • the format of the postal code/town/city and the geographical subdivision, and whether its entry is mandatory or not,
  • the mandatory or not mandatory aspect of the Site Registration number entry, of the identification number of the company as well as the EU tax no.,
  • the format of the Bank ID number code.
Site tax ID number (field CRN)

The Site Registration number identifies a company.

This numerical identifier made of 14 numbers is sub-divided into two parts: the first part is the Company Registration number the company (or legal unit or legal entity) to which the Site Registration number belongs; the second part is usually called the NIC (internal classification number), and is made up of a four-figure number assigned to the establishment and a control figure used to validate the Site Registration number as a whole.

This information must necessarily be entered if the Site Registration number code is setup as being mandatory for the country of the company for which the site is attached.
SIC code (field NAF)

This is the Standard Industrial Classification (SIC) code, which characterizes the principle activity of the business partner and can be used for selection, sorting, reporting, etc.

The entry format of the activity code depends on the Country.

Self-certification of origin (field ORICERFLG)
REX number (field REXNUM)
EORI number (field EORINUM)
Copy addresses

Tab Addresses

This tab is used to define a list of addresses associated with this site.
Each address is identified by a code listed in the left hand section of the screen
The right-hand side defines the complete address associated with the current code.

Grid Addresses

Address (field CODADR)

This code is used to identify the various addresses associated with the managed record (user, company, site, business partner of any description, etc.).

Each address code is unique to a given record.

In general, it is mandatory to enter an address for each record, and one of them must be declared as the default address using the corresponding box.

An address code cannot be modified or deleted once it is used at the level of a Bank ID number or for a contact. In this case, to be able to modify or delete an address code, it is first necessary to remove it from the level of the Bank ID number or contact.

Detail

Code (field XCODADR)
Description (field XBPADES)

Name linked to the address.

Country (field XBPACRY)

This code is used to identify the country associated with the information.

In the country table, which controls this field, there is a certain number of characteristics useful to perform controls on dependent information, and especially:

  • the telephone number format,
  • the format of the number that identifies a company or an activity (site tax ID number, NAF in France), and whether its entry is mandatory or not,
  • the format of the postal code/town/city and the geographical subdivision, and whether its entry is mandatory or not,
  • the mandatory or not mandatory aspect of the Site Registration number entry, of the identification number of the company as well as the EU tax no.,
  • the format of the Bank ID number code.
Description (field XCRYNAM)

No help linked to this field.

Type (field XADDTYPSA)
Service type (field XADDSRVTYP)
Unit/postal number (field XADDPOSNBR)
Complex (field XADDCPXSA)
field XADDLIG1

This table lists the various address lines. The formats of the title and of the entry are defined in the country table.
field XADDLIG2
Suburb/District (field XADDSUBSA)
field XADDLIG3
Postal code (field XPOSCOD)

The postal code, having an entry format defined in the Country table, makes it possible to specify the town/city and the geographical subdivision if they are defined for the country.
When the postal code is modified, the town/city corresponding to this new code is displayed automatically. The principle is the same for the geographical subdivision if it is present for the country.
It is also possible to manually enter the town/city name. If the town/city is already defined, the associated postal code is automatically displayed.

Specific cases:

- For ANDORRA, enter 99130
- For MONACO, enter 99138
- for the other foreign countries, mention the national ID code of this country or 99999 if it is unknown.

The control of this information and its mandatory nature depend on the setup performed in the country management. In order for the control to be applied, the POSCOD - Nonexistent postal code alert parameter (SUP chapter, INT group) must also be set to "Yes".
City (field XCTY)

The city automatically proposed is the one associated with the postal code previously indicated. It is also possible to manually enter the name of a town/city:
- If the latter is defined, the associated postal code is automatically displayed,
- if the town/city does not exist and the postal code control has been set up at Country record level, a warning message appears without however preventing the entry to be continued. In addition, the CTY - Nonexistent city alert parameter (chapter SUP, group INT) needs to be set to "Yes" for this control to apply.

Notes:

  • Its format is defined in the Country record setup.
  • Depending on this setup, the entered town/city can automatically be converted into uppercase after it has been entered.
  • In order to make selections easier without taking into account the format (accented characters/uppercase letters/lowercase letters), the selection window available on this field proposes a column dedicated to the search, where the names of the towns/cities are displayed in uppercase. The control which is carried out is case-insensitive since it is carried out with respect to the town/city name stored in uppercase.
field XSAT

This field includes the geographical subdivision which is part of the postal address definition.
For instance, it can be the department for France or the state for the United States. The subdivision title and the potential control on its entry are defined in the Country setup.
If it is controlled, this code depends on the corresponding geographical subdivision.

This subdivision is automatically fed after the postal code and town/city have been entered, based on the Postal codes setup.
Federal ID code (field XCODSEE)
Website (field XFCYWEB)

This field is used to indicate a web site.
Default address (field XBPAADDFLG)

When selected, this check box indicates that this is the default address.
Only one of the addresses in the selected record can (and must) be selected. This always corresponds to one of the BP's addresses.
Administrative division (field XADMDIVCOD)

Telephone

field XTEL1

Telephone number with en entry format dependent on the country. The general setup CTLTEL - Control telephone number is used to specify the level of control carried out according to the format of the number entered.
field XTEL2
field XTEL3
field XTEL4
field XTEL5

Email

field XWEB1

This field is used to specify the email address of the contact.
field XWEB2
field XWEB3
field XWEB4
field XWEB5
Copy addresses

Tab Bank ID number

This tab is used to define bank ID numbers associated with this site.
A number of lines can be entered in this scrolling screen in the tab.

Copy bank ID
Enter local BID

Tab Contacts

This tab is used to define a list of contacts associated with this site.
Each contact is identified by a code listed in the left hand section of the screen The right hand defines the complete details associated with a name.

Each new contact entry in this grid automatically loads the Contacts file.
In this way, a single contact can be associated with several sites, companies, or BPs without duplicating the contact record.

Contacts (relationships)

This function is used to access the Contact record.
Copy contacts

Tab Detailed:

Use this tab to define the management elements that can be assigned to a site.

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

xxx: non-legal

An attempt has been made to assign a company that is not a legal company (therefore there exists the concept of a non-legal company used essentially in reporting.

Please refer to the documentation on site grouping for further information.

XXX: this site is not a financial site

An attempt is being made to attach the site to a financial site that is not of the accounting type (it is therefore not able to receive the corresponding postings).

An address must be defined as default

In the list of defined addresses, none has the tick box Address by default activated. Note that only a single default address is possible. If several addresses have this tick box activated, only the first of them will be considered as the default address.

This code exists already as a company

An attempt has been made to create a site with the code of an existing company.

At least one address must exist

This message appears when an attempt is made to create a site without an address. The system automatically positions the user in the Address tab.

Tables used

Refer to documentation Implementation