diff --git a/content/applications/general/companies.rst b/content/applications/general/companies.rst index 271f707b8..27dcf4f29 100644 --- a/content/applications/general/companies.rst +++ b/content/applications/general/companies.rst @@ -4,89 +4,196 @@ Companies ========= -A centralized management environment allows you to select multiple companies simultaneously and set -their specific warehouses, customers, equipment, and contacts. It provides you the ability to -generate reports of aggregated figures without switching interfaces, which facilitates daily tasks -and the overall management process. +A centralized management environment allows an administrator to select multiple companies +simultaneously, and set their specific warehouses, customers, equipment, and contacts. It provides +the ability to generate reports of aggregated figures without switching interfaces, which +facilitates daily tasks, and enhances the overall management process. + +.. danger:: + Utilizing a multi-company environment in an Odoo database warrants a subscription change from + *Standard* (or *One App Free*) to a *Custom* plan. Should the administrator not migrate the + subscription to a *Custom* plan after adding another company, the database risks being + deactivated. For more information, consult the `Odoo Pricing page + `_. + + If the customer is on the *Standard* plan, and adds multi-company functionality to the database, + it triggers an upsell for the *Custom* plan. + + If they are on a *Yearly* or *Multi-year* contract, this creates an upsell order, with a 30-day + limit (risking deactivation). If multi-company functionality is fully removed within that time + period, the next time the database pings, the upsell order and limit are removed automatically. + + If the customer is on a *Monthly* contract, once the next bill is created, and multi-company + functionality is still detected while they are on a *Standard* plan, they are automatically + switched, and billed on the *Custom* plan. + + Should the customer want to go back to *Standard*, the Customer Success Team **must** be + contacted. + +To create a new company, navigate to :menuselection:`Settings app --> Companies section`, and click +:guilabel:`Manage Companies`. Then, click :guilabel:`New` to create a new company. + +Proceed to fill out the new company form that appears. + +.. tip:: + To archive a company, navigate to :menuselection:`Settings app --> Companies section --> Manage + Companies`. Then, tick the checkbox to the left of the company to be archived. If the + :guilabel:`Companies` page is not in list view, click the :guilabel:`≣ (four bars)` icon, located + in the top-right corner of the page. + + After selecting the appropriate company, click the :guilabel:`⚙️ Actions` icon, and select + :guilabel:`Archive` from the resulting drop-down menu. + + To ensure all records related to the archived company are archived, contact Odoo's `Support Team + `_. + + Should a record not be archived, there is a risk of reactivating the archived company, and + creating the upsell again. .. _companies/manage: Manage companies and records ============================ -Go to :menuselection:`Settings --> Manage Companies` and fill in the form with your company’s -information. If a *Parent Company* is selected, records are shared between the two companies (as -long as both environments are active). +Go to :menuselection:`Settings app --> Companies section --> Manage Companies`. Then, either click +:guilabel:`New`, and fill in the form with the company's information, or select a pre-existing +company to edit it. -.. image:: companies/create_js_store_us.png +.. image:: companies/company-info.png :align: center - :alt: Overview of a new company's form in Odoo + :alt: Overview of a new company's form in Odoo. .. tip:: - Activate the :ref:`developer mode ` to choose a *Favicon* for each of your - companies, and easily identify them by the browser tabs. Set your favicons’ files size to 16x16 - or 32x32 pixels. JPG, PNG, GIF, and ICO are extensions accepted. + Activate the :ref:`developer mode ` to set social media accounts and + company-specific email system parameters. See this documentation on + :doc:`../marketing/social_marketing` and :ref:`email_servers/outbound`. - .. image:: companies/favicon.png + Companies also have a :guilabel:`Parent Company` set on the company form in :ref:`developer mode + `. + +Switch between companies +------------------------ + +Switch between (or select) multiple companies, by clicking on the company name, located in the +far-right corner of the header menu, anywhere throughout the database. Tick the checkboxes next to +the desired company name(s) to activate them. The highlighted company represents the current +environment that is in use. To switch environments, click on the desired company name. + +.. example:: + In the example below, the user has access to eight companies, two are activated, and the + environment the database is in belongs to: *My Company (San Francisco)*. + + .. image:: companies/multi-companies-menu-dashboard.png :align: center - :height: 200 - :alt: View of a web browser and the favicon for a specific company chosen in Odoo + :alt: View of the companies menu through the main dashboard in Odoo. -Switch between or select multiple companies by enabling their selection boxes to activate them. The -grayed company is the one which environment is in use. To switch environments, click on the -company’s name. In the example below, the user has access to three companies, two are activated, and -the environment in use is of *JS Store US*. +Share records +------------- -.. image:: companies/multi_companies_menu_dashboard.png - :align: center - :alt: View of the companies menu through the main dashboard in Odoo - -Data such as Products, Contacts, and Equipment can be shared or set to be shown for a specific +Data (such as, products, contacts, and equipment) can be shared, or set to be shown for a specific company only. To do so, on their forms, choose between: - *A blank field*: the record is shared within all companies. - *Adding a company*: the record is visible to users logged in to that specific company. -.. image:: companies/product_form_company.png +.. image:: companies/product-form-company.png :align: center - :alt: View of a product's form emphasizing the company field in Odoo Sales + :alt: View of a product's form emphasizing the company field in Odoo Sales. -Employees' access -================= +When an environment is selected from the top menu, along with an additional company, records are +shared between the two companies. -Once companies are created, manage your employees' :doc:`Access Rights ` -for *Multi Companies*. +Branches +======== -.. image:: companies/access_rights_multi_companies.png +Branches are available to add to a company. Branches can be added by navigating to +:menuselection:`Settings app --> Companies section --> Manage Companies`. Then, select the desired +company from the list. From the company detail form, open the :guilabel:`Branches` tab. To add a +branch, click :guilabel:`Add a line`, and fill out the :guilabel:`Create Branches` pop-up form that +appears. + +.. image:: companies/add-branch.png + :align: center + :alt: Add a branch to a company with branches and add a line highlighted. + +.. tip:: + Activate the :ref:`developer mode ` to set social media accounts and + company-specific email system parameters. See this documentation on + :doc:`../marketing/social_marketing` and :ref:`email_servers/outbound`. + + Branches also have a :guilabel:`Parent Company` set on the branch form in :ref:`developer mode + `. Accounting and fiscal localizations for the branch are set on the + :guilabel:`Parent Company`. To do so, select the company from the *company selector* in the top + menu, and go to :menuselection:`Settings app --> Accounting --> Fiscal Localization`. + +.. danger:: + Adding a branch to a company triggers an upsell, should the database be in the *Standard* or + *One App Free* pricing plans. Adding one or more branches constitutes a multi-company database, + and needs to be moved to the *Custom* pricing plan. + + For more information on pricing, see `Odoo's pricing `_ page. + +Employee access +=============== + +Once companies are created, manage the employees' :doc:`Access Rights ` for +*Multi Companies*. + +To access the *Access Rights*, navigate to :menuselection:`Settings app --> Users section --> Manage +Users`. + +From the :guilabel:`Users` page, select a user from the list to modify. Then, either change the +fields for :guilabel:`Allowed Companies` or :guilabel:`Default Company`. + +Multiple companies can be set for :guilabel:`Allowed Companies`, and *only one* can be set as the +:guilabel:`Default Company`. + +.. image:: companies/access-rights-multi-companies.png :align: center :alt: View of an user form emphasizing the multi companies field under the access rights tabs - in Odoo + in Odoo. -| If a user has multiple companies *activated* on his database, and he is **editing** a record, - the editing happens on the record's related company. -| Example: if editing a sale order issued under JS Store US while working on the JS Store Belgium - environment, the changes are applied under JS Store US (the company from which the sale order - was issued). -| When **creating** a record, the company taken into account is: +If an administrator has multiple companies activated on the database, and is editing a record, the +editing occurs on the record's related company. -- The current company (the one active) or, -- No company is set (on products and contacts’ forms for example) or, -- The company set is the one linked to the document (the same as if a record is being edited). +.. example:: + If editing a sale order issued under `JS Store US`, while working on the `JS Store Belgium` + environment, the changes are applied under `JS Store US` (the company from which the sale order + was issued). -Documents’ format -================= +When creating a record, the company taken into account is: -To set documents' formats according to each company, *activate* and *select* the respective one and, -under *Settings*, click on *Configure Document Layout*. +- The current company selected in the company selector, in the upper-right hand of the screen (the + one that is highlighted/active) -.. image:: companies/document_layout.png +**OR** + +- No company is set (because none is set on the product and contact forms, for example) + +**OR** + +- The company set is the company linked to the document (the same as if a record is being edited) + +Document format +=============== + +To set document formats according to each company, *activate* and *select* the respective company, +and, under the :menuselection:`Settings app --> Companies section`, click on :guilabel:`Configure +Document Layout` and edit the information as needed. + +.. image:: companies/document-layout.png :align: center - :alt: View of the settings page emphasizing the document layout field in Odoo + :alt: View of the settings page emphasizing the document layout field in Odoo. -Inter-Company Transactions +:guilabel:`Company Details` can be edited on the document layout. By default, this field is +populated from the company information listed, when navigating here: :menuselection:`Settings app +--> Companies section --> Manage Companies`, and select a company from the list. + +Inter-company transactions ========================== -First, make sure each one of your companies is properly set in relation to: +First, activate the :ref:`developer mode `. Then, make sure each one of the +companies is properly set in relation to: - :doc:`Chart of Accounts <../finance/accounting/get_started/chart_of_accounts>` - :doc:`Taxes <../finance/accounting/taxes>` @@ -95,44 +202,54 @@ First, make sure each one of your companies is properly set in relation to: - :doc:`Fiscal Localizations <../finance/fiscal_localizations>` - :doc:`Pricelists <../sales/sales/products_prices/prices/pricing>` -Now, activate the *Inter-Company Transactions* option under *Settings*. With the respective company -*activated* and *selected*, choose if you would like operations between companies to be synchronized -at an invoice/bills level or at a sales/purchase orders level. +Next, navigate to :menuselection:`Settings app --> Companies section --> Manage Companies`. Then, +select the desired company from the list. On the company form, select the :guilabel:`Inter-Company +Transactions` tab, on the individual company's detail form. -.. image:: companies/inter_company_transactions.png +With the respective company activated and selected, choose one of the following :guilabel:`Rule` +options: + +- :guilabel:`Do not synchronize`: do not synchronize any inter-company transactions. +- :guilabel:`Synchronized invoice/bills`: generates a bill/invoice when a company confirms a + bill/invoice for the selected company. +- :guilabel:`Synchronize Sales Order`: generates a drafted sales order using the selected company + warehouse, when a sales order is confirmed for the selected company. If, instead of a drafted + sales order, it should be validated, enable :guilabel:`Automatic Validation`.\* +- :guilabel:`Synchronize Purchase Order`: generates a drafted purchase order using the selected + company warehouse, when a purchase order is confirmed for the selected company. If, instead of a + drafted purchase order, it should be validated, enable :guilabel:`Automatic Validation`.\* +- :guilabel:`Synchronize Sales and Purchase Order`: generates a drafted purchase/sales order using + the selected company warehouse, when a sales/purchase order is confirmed for the selected company. + If, instead of a drafted purchase/sales order, it should be validated, enable :guilabel:`Automatic + Validation`.\* + + \* The given option needs to be selected, so :guilabel:`Automatic Validation` appears in the + configuration. + +.. image:: companies/inter-company-transactions.png :align: center - :alt: View of the settings page emphasizing the inter company transaction field in Odoo - -- **Synchronize invoice/bills**: generates a bill/invoice when a company confirms a bill/invoice for - the selected company. - - *Example:* an invoice posted on JS Store Belgium, for JS Store US, automatically creates a vendor - bill on the JS Store US, from the JS Store Belgium. - -.. image:: companies/invoice_inter_company.png - :align: center - :alt: View of an invoice for JS Store US created on JS Store Belgium in Odoo - -- **Synchronize sales/purchase order**: generates a drafted purchase/sales order using the selected - company warehouse when a sales/purchase order is confirmed for the selected company. If instead of - a drafted purchase/sales order you rather have it validated, enable *Automatic Validation*. - - *Example:* when a sale order for JS Store US is confirmed on JS Store Belgium, a purchase order - on JS Store Belgium is automatically created (and confirmed if the *Automatic Validation* feature - was enabled). - -.. image:: companies/purchase_order_inter_company.png - :align: center - :alt: View of the purchase created on JS Store US from JS Store Belgium in Odoo + :alt: View of the settings page emphasizing the inter company transaction field in Odoo. .. note:: - Products have to be configured as *Can be sold* and must be shared between the companies. + Products **must** be configured as :guilabel:`Can be sold` and shared between the companies. See + :doc:`../inventory_and_mrp/inventory/product_management/product_tracking/type`. + +.. example:: + :guilabel:`Synchronize invoice/bills`: an invoice posted on `JS Store Belgium`, for `JS Store + US`, automatically creates a vendor bill, and generates a drafted purchase/sales order using the + selected company warehouse, when a sales/purchase order is confirmed for the selected company. + If, instead of a drafted purchase/sales order, it should be validated, enable + :guilabel:`Automatic Validation`. + + :guilabel:`Synchronize sales/purchase order`: when a sale order for `JS Store US` is confirmed on + `JS Store Belgium`, a purchase order on `JS Store Belgium` is automatically created (and + confirmed, if the :guilabel:`Automatic Validation` feature was enabled). .. tip:: - Remember to test all workflows as an user other than the administrator. + Remember to test all workflows as a user *other* than the administrator. .. seealso:: - - :doc:`Multi-company Guidelines ` + - :doc:`Multi-company Guidelines <../../developer/howtos/company>` - :doc:`../finance/accounting/get_started/multi_currency` .. toctree:: diff --git a/content/applications/general/companies/access-rights-multi-companies.png b/content/applications/general/companies/access-rights-multi-companies.png new file mode 100644 index 000000000..b42d9062c Binary files /dev/null and b/content/applications/general/companies/access-rights-multi-companies.png differ diff --git a/content/applications/general/companies/access_rights_multi_companies.png b/content/applications/general/companies/access_rights_multi_companies.png deleted file mode 100644 index 5e98b8c56..000000000 Binary files a/content/applications/general/companies/access_rights_multi_companies.png and /dev/null differ diff --git a/content/applications/general/companies/add-branch.png b/content/applications/general/companies/add-branch.png new file mode 100644 index 000000000..550df91ef Binary files /dev/null and b/content/applications/general/companies/add-branch.png differ diff --git a/content/applications/general/companies/company-info.png b/content/applications/general/companies/company-info.png new file mode 100644 index 000000000..c6e43bf70 Binary files /dev/null and b/content/applications/general/companies/company-info.png differ diff --git a/content/applications/general/companies/create_js_store_us.png b/content/applications/general/companies/create_js_store_us.png deleted file mode 100644 index 1f7ed5edf..000000000 Binary files a/content/applications/general/companies/create_js_store_us.png and /dev/null differ diff --git a/content/applications/general/companies/document-layout.png b/content/applications/general/companies/document-layout.png new file mode 100644 index 000000000..61a5bd216 Binary files /dev/null and b/content/applications/general/companies/document-layout.png differ diff --git a/content/applications/general/companies/document_layout.png b/content/applications/general/companies/document_layout.png deleted file mode 100644 index 52d55b453..000000000 Binary files a/content/applications/general/companies/document_layout.png and /dev/null differ diff --git a/content/applications/general/companies/favicon.png b/content/applications/general/companies/favicon.png deleted file mode 100644 index 599670165..000000000 Binary files a/content/applications/general/companies/favicon.png and /dev/null differ diff --git a/content/applications/general/companies/inter-company-transactions.png b/content/applications/general/companies/inter-company-transactions.png new file mode 100644 index 000000000..d81790fcc Binary files /dev/null and b/content/applications/general/companies/inter-company-transactions.png differ diff --git a/content/applications/general/companies/inter_company_transactions.png b/content/applications/general/companies/inter_company_transactions.png deleted file mode 100644 index a7264e9de..000000000 Binary files a/content/applications/general/companies/inter_company_transactions.png and /dev/null differ diff --git a/content/applications/general/companies/invoice_inter_company.png b/content/applications/general/companies/invoice_inter_company.png deleted file mode 100644 index fd46374c3..000000000 Binary files a/content/applications/general/companies/invoice_inter_company.png and /dev/null differ diff --git a/content/applications/general/companies/multi-companies-menu-dashboard.png b/content/applications/general/companies/multi-companies-menu-dashboard.png new file mode 100644 index 000000000..40c663812 Binary files /dev/null and b/content/applications/general/companies/multi-companies-menu-dashboard.png differ diff --git a/content/applications/general/companies/multi_companies_menu_dashboard.png b/content/applications/general/companies/multi_companies_menu_dashboard.png deleted file mode 100644 index 7ab287bf0..000000000 Binary files a/content/applications/general/companies/multi_companies_menu_dashboard.png and /dev/null differ diff --git a/content/applications/general/companies/product-form-company.png b/content/applications/general/companies/product-form-company.png new file mode 100644 index 000000000..675cb4915 Binary files /dev/null and b/content/applications/general/companies/product-form-company.png differ diff --git a/content/applications/general/companies/product_form_company.png b/content/applications/general/companies/product_form_company.png deleted file mode 100644 index 782096ad6..000000000 Binary files a/content/applications/general/companies/product_form_company.png and /dev/null differ diff --git a/content/applications/general/companies/purchase_order_inter_company.png b/content/applications/general/companies/purchase_order_inter_company.png deleted file mode 100644 index ef1db3ca3..000000000 Binary files a/content/applications/general/companies/purchase_order_inter_company.png and /dev/null differ diff --git a/content/applications/general/email_communication/email_servers.rst b/content/applications/general/email_communication/email_servers.rst index 383af497e..09e6f708e 100644 --- a/content/applications/general/email_communication/email_servers.rst +++ b/content/applications/general/email_communication/email_servers.rst @@ -55,6 +55,8 @@ their respective email, or as the name listed in their *Contacts* record. These notifications are sent using a default from address. For more information see :ref:`Use a default email address `. +.. _email_servers/outbound: + Manage outbound messages ========================