COMPANY MASTER CREATE

The Company Master module creates and manages all essential details related to an organization. This includes company identity, contact information, compliance records, financial data, and approval status. The module ensures centralized and standardized data management to support business operations and regulatory needs.

Prerequisites

Fields marked with dropdowns rely on predefined values that must be created in their respective secondary masters.

  1. Click on "Masters".
  2. Click "Create" under "Company Master".

STEPS TO CRAETE

A new tab will open with the "General" tab selected by default.

COMPANY MASTER WITH GENERAL

  • Company ID: Enter a unique identifier for the company. This ID must be alphanumeric and will serve as the primary key for company records.
  • Company Name: Enter The official name of the company. The full name is registered in legal or business documents.
  • Company Alias: Enter An alternate or short name used internally for the company. This can be a nickname, abbreviation, or code for easy identification.
  • Active Status: This is a toggle option that is enabled by default.
    • Active: The company record is available for use across the system.
    • Inactive: The record is hidden or restricted from actions like selection, modification, or processing.

Note - Company ID, Company Name are mandatory.

General

Captures fundamental company details such as type, address, contact information, and classification. Essential for identifying and categorizing the company within the system.

CREATE GENERAL

  • Company Type: Select the legal structure of the business (e.g., Public, Private, Partnership, Sole Proprietorship).
  • Address: Enter the full physical address of the company headquarters or primary office. Include street details, building number, etc.
  • City: Enter the city where the company is located. Ensure it matches the address provided.
  • State: Enter the state or province where the company is registered or operates.
  • Country: Choose from the dropdown or enter manually.
  • Pin / Zip code: Enter the postal code for the company's address. Ensure accuracy to facilitate communication and logistics.
  • Purchase Group: Select the department or team responsible for handling procurement activities within the company.
  • Board Number: Enter the primary contact number for the company's board or main office.
  • Website: Enter the official website URL of the company. Include 'https://' or 'www.' at the beginning.
  • General Email: Enter the primary email address for general inquiries or communication with the company.
  • Currency: Enter the primary currency used for the company's transactions and operations.
    • To create a new option, go to: Currency
  • Google Pin Location: Enter the precise geolocation of the company's address as marked on Google Maps. Helps with navigation and accurate address identification.
  • Type Of Company: Define the company's primary business activity (e.g., Manufacturing, Service, Retail, Trading, etc.).
  • Export Unit Type: Indicate if the company is involved in exporting goods or services. Specify the type of export operations.
  • MSME: this is a toggle option Indicate if the company qualifies as a Micro, Small, or Medium Enterprise (MSME). Provide certification details if required.

Note - Company Type is mandatory.

Contacts

Manages key personnel details, including names, designations, contact numbers, and email addresses. Helps streamline communication within and outside the organization.

CREATE CONTACTS

  • Salutation: Choose the appropriate title for the individual (e.g., Mr., Ms., Dr., Prof., etc.).
  • Call Name: Enter A preferred or commonly used nickname for the individual. This can be used for informal communication.
  • First Name: Enter the individual's first or given name.
  • Last Name: Enter the individual's last or family name.
  • Mobile Number: Type in the primary mobile contact number for the individual. Include the country code if applicable.
  • Alternate Mobile No.: An additional mobile contact number for backup communication.
  • Land Line: Enter the individual's office or fixed-line contact number.
  • Extension: Enter the specific extension number for reaching the individual through the landline.
  • Time To Call:Click on the clock icon to Provide the preferred time window for contacting the individual.
  • Primary: This toggle is used to mark one contact as the main or default
    • Only one record can be set as primary among multiple records for the same entity.
  • Designation: Enter the individual's job title or role within the organization (e.g., Manager, Engineer, Analyst).
  • Language: Specify the language the individual prefers for communication (e.g., English, Hindi).
    • To create a new option, go to: Language
  • Active: This is a toggle option which will Indicate whether the individual's profile is currently active in the system.
    • Multiple Profile can be marked as active.
  • Department: The department or team the individual belongs to (e.g., HR, Sales, IT).
  • Email: Enter The individual's official email address for communication.

Add Button: Click the "Add" button once all the information is entered. The added information will then be displayed below in a tabular format.

Links the company to other organizations such as subsidiaries, partners, or vendors. Defines the nature of the relationship for better business tracking.

CREATE RELATED COMPANY LINKS

  • Company: Select the related company's name from the list or database. This links the current company to another organization.
  • Company Alias: Enter the alternate or short name used for the related company. This could be an abbreviation or a nickname for easier identification.
  • Nature Of Relationship: Describe the type of relationship the company has with the related organization (e.g., Parent Company, Subsidiary, Vendor, Customer, Partner).

Addresses

Store company addresses, including PO address, GST, and PAN details. Ensures accurate record-keeping and compliance with taxation regulations.

CREATE ADDRESSES

  • PO Address: Enter The Postal Office (PO) or correspondence address. Include full details such as street, area, and landmark.
  • Check box: Please check if the address is the same as in the General tab
  • GSTN Number: Enter the company's 15-digit Goods and Services Tax Identification Number (GSTIN), required for tax purposes.
  • PAN Number: Enter the company's Permanent Account Number (PAN) issued by the tax authority, used for income tax purposes.
  • Active: This is a Toggle option if it is enabled that means it Indicates whether this address is currently active.

Add Button: Click the "Add" button once all the information is entered. The added information will then be displayed below in a tabular format.

Note: The PO address entered here will be used as the default billing and shipping address in the invoice.

Banking

Maintains bank account details such as account number, IFSC, SWIFT, and IBAN codes. Ensures smooth financial transactions and vendor payments.

CREATE BANKING

  • Bank Name: Enter The name of the bank where the company holds the account (e.g., HDFC Bank, Bank of America).
  • Branch: Enter the specific branch of the bank where the account is held. Include the branch name or location.
  • Account Number: Enter The unique number assigned to the bank account. Double-check for accuracy to avoid errors.
  • IFSC Code: Enter The Indian Financial System Code (IFSC) is an 11-character code required for electronic fund transfers in India (e.g., NEFT, RTGS).
  • Swift Code: Enter The SWIFT/BIC code used for international wire transfers to identify the bank and its branch.
  • IBAN Code: Enter The International Bank Account Number (IBAN), required for international transactions in regions where it is mandatory.
  • Primary: This toggle indicates whether the bank account is set as the company’s main or default account for financial transactions. Only one bank account can be marked as primary.
  • Active: This toggle indicates whether the bank account is currently in use. Multiple bank accounts can be marked as active.

Add Button: Click the "Add" button once all the information is entered. The added information will then be displayed below in a tabular format.

Terms

Defines payment terms, advance percentage, preferred freight forwarders, and INCO terms. Helps manage financial agreements and delivery conditions.

CREATE TERMS

  • Advance (%): Enter Advance (%) The percentage of the total payment amount that must be paid in advance before the service or product is delivered.
  • Payment Terms: Specify the payment conditions agreed upon (e.g., Net 30, Net 45, Payment on Delivery).
  • INCO Terms: International Commercial Terms (INCO Terms) define the responsibilities of buyers and sellers for the delivery of goods in international trade (e.g., FOB, CIF, EXW).
  • Special Terms: Enter Special Terms Any additional or specific terms and conditions related to the agreement or transaction that do not fall under standard terms.
  • Preferred Freight Forwarder: Specify the logistics or shipping company preferred for transporting goods (e.g., FedEx, DHL, or a local freight service).

Statutory

Records legal and compliance-related details like incorporation, GST, PAN, and MSME status. Ensures adherence to statutory regulations.

CREATE STATUTORY

  • Incorporation: It is a Toggle Option if enabled it Indicates if the company is officially incorporated and registered as a legal entity.
  • TIN: It is a Toggle Option if enabled Specify whether the company has a TIN, used for tracking tax-related transactions.
  • GST: It is a Toggle Option if enabled it Indicates if the company is registered for GST and holds a valid GSTIN.
  • IEC: It is a Toggle Option if enabled it Specify whether the company has an IEC required for import/export activities.
  • PAN: It is a Toggle Option if enabled it Indicates if the company has a PAN for taxation purposes.
  • Udhyam Certificate: It is a Toggle Option if enabled it Specify whether the company possesses a Udhyam Certificate, signifying registration under MSME.
  • MSME: It is a Toggle Option if enabled it Indicates if the company qualifies as a Micro, Small, or Medium Enterprise (MSME). Provide certification details if required.

Certifications/Docs

Tracks company certifications such as ISO, AS, Medical, and NADCAP. Validates the organization's compliance with industry standards.

CREATE CRTIFICATE DOCS

  • ISO: It is a Toggle Option if enabled it Indicates if the company is ISO-certified for quality management, environmental standards, or other ISO standards (e.g., ISO 9001, ISO 14001).
  • AS: It is a Toggle Option if enabled it Specify whether the company holds AS certifications relevant to the aerospace industry (e.g., AS9100 for quality management systems).
  • Medical: It is a Toggle Option if enabled it Indicates if the company holds certifications required for medical industry standards, such as ISO 13485 for medical device quality management.
  • NADCAP: It is a Toggle Option if enabled it Specify whether the company has NADCAP accreditation, which ensures compliance with aerospace and defense industry standards.

Details

Captures financial and operational data, including turnover, DNB number, and ICRA ratings. Also maintains information on company capacity, floor space, and major equipment.

CREATE DETAILS

  • Turn Over (3 Years): Enter Turn Over (3 Years), The total revenue generated by the company over the last three financial years. Specify in the applicable currency (e.g., USD, INR).
  • DNB (Hoovers) Number: Enter DNB (Hoovers) Number, The unique number assigned to the company by Dun & Bradstreet, used for tracking financial and credit information.
  • ICRA: Enter ICRA List the key machines used in the company's operations or manufacturing process.

NOTE: Head Count is used to record the total number of employees categorized by their skills or departments. Enter the relevant skill/department, specify the number of people, and click "Add" to display the details in a table.

  • Capacity: Enter The production or operational capacity of the company (e.g., units produced per month, volume handled)
  • UOM:Specify the unit of measure for the company's capacity (e.g., litres, kilograms, pieces).
    • To create a new option, go to: UOM
  • Floor Space: Enter The total area of the company's operational or manufacturing floor in square units (e.g., sqft or sqm).
  • Sqft: Specify the floor space in square feet if applicable.
  • Machine: List the key machines used in the company's operations or manufacturing process.
  • Tools & Equip: List the key machines used in the company's operations or manufacturing process.
  • ERP: Mention the ERP system the company uses (if any, e.g., SAP, Oracle, GetAPcs).
  • ESD Setup: These are radio options, allowing the user to select only one.
  • Hazmat Setup: These are radio options, allowing the user to select only one.
  • OSP: Provide details about any processes outsourced by the company (e.g., machining, painting, packaging).

Company Approval

Stores approval-related information, including scope of supply, approval status, audit requirements, and compliance checks. Ensures that the company meets business and quality standards.

CREATE COMPANY APPROVAL

  • Scope of Supply: Describe the range of products, services, or materials the company will supply. This defines the extent of the company's responsibilities in the agreement.
  • Company Category: Specify the category the company belongs to (e.g., Manufacturer, Supplier, Distributor, Service Provider).
  • Basis of Approval: Describe the criteria or conditions on which the company has been approved (e.g., Quality certification, Previous performance, Audit results).
  • Inventory Item: This is a toggle option if enabled Specify if the item is listed in the company's inventory. This could refer to the specific product or materials the company offers.
  • Approval Status: Select the radio button
    • Approved
    • Conditionally approved
    • Not approved
    • Under observation
  • Approval Date: Enter the date when the company or product was approved, in the format mm/dd/yyyy.
  • Approval By: Enter the name of the person or authority who approved.
  • Upload: Select Upload file
  • Re-Audit: This is a toggle option if enabled it Indicates if the company or product requires a re-audit based on the approval conditions or frequency.
  • Audit Frequency: Specify how often the company or product needs to be audited (e.g., Annually, Biannually, Quarterly).

Save Button: After entering all the required details, click the Save button to record the information, which will then appear on the View/Modify page.