[IMP] general: companies rewrite
closes odoo/documentation#8543
X-original-commit: 4073aac2bc
Signed-off-by: Samuel Lieber (sali) <sali@odoo.com>
Signed-off-by: Timothy Kukulka (tiku) <tiku@odoo.com>
@ -4,89 +4,196 @@
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Companies
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=========
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A centralized management environment allows you to select multiple companies simultaneously and set
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their specific warehouses, customers, equipment, and contacts. It provides you the ability to
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generate reports of aggregated figures without switching interfaces, which facilitates daily tasks
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and the overall management process.
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A centralized management environment allows an administrator to select multiple companies
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simultaneously, and set their specific warehouses, customers, equipment, and contacts. It provides
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the ability to generate reports of aggregated figures without switching interfaces, which
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facilitates daily tasks, and enhances the overall management process.
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.. danger::
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Utilizing a multi-company environment in an Odoo database warrants a subscription change from
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*Standard* (or *One App Free*) to a *Custom* plan. Should the administrator not migrate the
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subscription to a *Custom* plan after adding another company, the database risks being
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deactivated. For more information, consult the `Odoo Pricing page
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<https://www.odoo.com/pricing-plan>`_.
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If the customer is on the *Standard* plan, and adds multi-company functionality to the database,
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it triggers an upsell for the *Custom* plan.
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If they are on a *Yearly* or *Multi-year* contract, this creates an upsell order, with a 30-day
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limit (risking deactivation). If multi-company functionality is fully removed within that time
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period, the next time the database pings, the upsell order and limit are removed automatically.
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If the customer is on a *Monthly* contract, once the next bill is created, and multi-company
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functionality is still detected while they are on a *Standard* plan, they are automatically
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switched, and billed on the *Custom* plan.
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Should the customer want to go back to *Standard*, the Customer Success Team **must** be
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contacted.
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To create a new company, navigate to :menuselection:`Settings app --> Companies section`, and click
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:guilabel:`Manage Companies`. Then, click :guilabel:`New` to create a new company.
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Proceed to fill out the new company form that appears.
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.. tip::
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To archive a company, navigate to :menuselection:`Settings app --> Companies section --> Manage
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Companies`. Then, tick the checkbox to the left of the company to be archived. If the
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:guilabel:`Companies` page is not in list view, click the :guilabel:`≣ (four bars)` icon, located
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in the top-right corner of the page.
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After selecting the appropriate company, click the :guilabel:`⚙️ Actions` icon, and select
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:guilabel:`Archive` from the resulting drop-down menu.
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To ensure all records related to the archived company are archived, contact Odoo's `Support Team
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<https://www.odoo.com/help>`_.
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Should a record not be archived, there is a risk of reactivating the archived company, and
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creating the upsell again.
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.. _companies/manage:
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Manage companies and records
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============================
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Go to :menuselection:`Settings --> Manage Companies` and fill in the form with your company’s
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information. If a *Parent Company* is selected, records are shared between the two companies (as
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long as both environments are active).
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Go to :menuselection:`Settings app --> Companies section --> Manage Companies`. Then, either click
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:guilabel:`New`, and fill in the form with the company's information, or select a pre-existing
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company to edit it.
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.. image:: companies/create_js_store_us.png
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.. image:: companies/company-info.png
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:align: center
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:alt: Overview of a new company's form in Odoo
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:alt: Overview of a new company's form in Odoo.
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.. tip::
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Activate the :ref:`developer mode <developer-mode>` to choose a *Favicon* for each of your
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companies, and easily identify them by the browser tabs. Set your favicons’ files size to 16x16
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or 32x32 pixels. JPG, PNG, GIF, and ICO are extensions accepted.
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Activate the :ref:`developer mode <developer-mode>` to set social media accounts and
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company-specific email system parameters. See this documentation on
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:doc:`../marketing/social_marketing` and :ref:`email_servers/outbound`.
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.. image:: companies/favicon.png
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Companies also have a :guilabel:`Parent Company` set on the company form in :ref:`developer mode
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<developer-mode>`.
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Switch between companies
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------------------------
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Switch between (or select) multiple companies, by clicking on the company name, located in the
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far-right corner of the header menu, anywhere throughout the database. Tick the checkboxes next to
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the desired company name(s) to activate them. The highlighted company represents the current
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environment that is in use. To switch environments, click on the desired company name.
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.. example::
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In the example below, the user has access to eight companies, two are activated, and the
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environment the database is in belongs to: *My Company (San Francisco)*.
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.. image:: companies/multi-companies-menu-dashboard.png
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:align: center
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:height: 200
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:alt: View of a web browser and the favicon for a specific company chosen in Odoo
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:alt: View of the companies menu through the main dashboard in Odoo.
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Switch between or select multiple companies by enabling their selection boxes to activate them. The
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grayed company is the one which environment is in use. To switch environments, click on the
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company’s name. In the example below, the user has access to three companies, two are activated, and
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the environment in use is of *JS Store US*.
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Share records
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-------------
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.. image:: companies/multi_companies_menu_dashboard.png
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:align: center
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:alt: View of the companies menu through the main dashboard in Odoo
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Data such as Products, Contacts, and Equipment can be shared or set to be shown for a specific
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Data (such as, products, contacts, and equipment) can be shared, or set to be shown for a specific
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company only. To do so, on their forms, choose between:
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- *A blank field*: the record is shared within all companies.
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- *Adding a company*: the record is visible to users logged in to that specific company.
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.. image:: companies/product_form_company.png
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.. image:: companies/product-form-company.png
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:align: center
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:alt: View of a product's form emphasizing the company field in Odoo Sales
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:alt: View of a product's form emphasizing the company field in Odoo Sales.
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Employees' access
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=================
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When an environment is selected from the top menu, along with an additional company, records are
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shared between the two companies.
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Once companies are created, manage your employees' :doc:`Access Rights <users/access_rights>`
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for *Multi Companies*.
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Branches
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========
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.. image:: companies/access_rights_multi_companies.png
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Branches are available to add to a company. Branches can be added by navigating to
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:menuselection:`Settings app --> Companies section --> Manage Companies`. Then, select the desired
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company from the list. From the company detail form, open the :guilabel:`Branches` tab. To add a
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branch, click :guilabel:`Add a line`, and fill out the :guilabel:`Create Branches` pop-up form that
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appears.
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.. image:: companies/add-branch.png
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:align: center
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:alt: Add a branch to a company with branches and add a line highlighted.
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.. tip::
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Activate the :ref:`developer mode <developer-mode>` to set social media accounts and
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company-specific email system parameters. See this documentation on
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:doc:`../marketing/social_marketing` and :ref:`email_servers/outbound`.
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Branches also have a :guilabel:`Parent Company` set on the branch form in :ref:`developer mode
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<developer-mode>`. Accounting and fiscal localizations for the branch are set on the
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:guilabel:`Parent Company`. To do so, select the company from the *company selector* in the top
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menu, and go to :menuselection:`Settings app --> Accounting --> Fiscal Localization`.
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.. danger::
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Adding a branch to a company triggers an upsell, should the database be in the *Standard* or
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*One App Free* pricing plans. Adding one or more branches constitutes a multi-company database,
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and needs to be moved to the *Custom* pricing plan.
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For more information on pricing, see `Odoo's pricing <https://www.odoo.com/pricing-plan>`_ page.
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Employee access
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===============
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Once companies are created, manage the employees' :doc:`Access Rights <users/access_rights>` for
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*Multi Companies*.
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To access the *Access Rights*, navigate to :menuselection:`Settings app --> Users section --> Manage
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Users`.
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From the :guilabel:`Users` page, select a user from the list to modify. Then, either change the
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fields for :guilabel:`Allowed Companies` or :guilabel:`Default Company`.
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Multiple companies can be set for :guilabel:`Allowed Companies`, and *only one* can be set as the
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:guilabel:`Default Company`.
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.. image:: companies/access-rights-multi-companies.png
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:align: center
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:alt: View of an user form emphasizing the multi companies field under the access rights tabs
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in Odoo
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in Odoo.
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| If a user has multiple companies *activated* on his database, and he is **editing** a record,
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the editing happens on the record's related company.
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| Example: if editing a sale order issued under JS Store US while working on the JS Store Belgium
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environment, the changes are applied under JS Store US (the company from which the sale order
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was issued).
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| When **creating** a record, the company taken into account is:
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If an administrator has multiple companies activated on the database, and is editing a record, the
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editing occurs on the record's related company.
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- The current company (the one active) or,
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- No company is set (on products and contacts’ forms for example) or,
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- The company set is the one linked to the document (the same as if a record is being edited).
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.. example::
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If editing a sale order issued under `JS Store US`, while working on the `JS Store Belgium`
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environment, the changes are applied under `JS Store US` (the company from which the sale order
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was issued).
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Documents’ format
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=================
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When creating a record, the company taken into account is:
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To set documents' formats according to each company, *activate* and *select* the respective one and,
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under *Settings*, click on *Configure Document Layout*.
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- The current company selected in the company selector, in the upper-right hand of the screen (the
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one that is highlighted/active)
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.. image:: companies/document_layout.png
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**OR**
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- No company is set (because none is set on the product and contact forms, for example)
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**OR**
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- The company set is the company linked to the document (the same as if a record is being edited)
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Document format
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===============
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To set document formats according to each company, *activate* and *select* the respective company,
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and, under the :menuselection:`Settings app --> Companies section`, click on :guilabel:`Configure
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Document Layout` and edit the information as needed.
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.. image:: companies/document-layout.png
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:align: center
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:alt: View of the settings page emphasizing the document layout field in Odoo
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:alt: View of the settings page emphasizing the document layout field in Odoo.
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Inter-Company Transactions
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:guilabel:`Company Details` can be edited on the document layout. By default, this field is
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populated from the company information listed, when navigating here: :menuselection:`Settings app
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--> Companies section --> Manage Companies`, and select a company from the list.
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Inter-company transactions
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==========================
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First, make sure each one of your companies is properly set in relation to:
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First, activate the :ref:`developer mode <developer-mode>`. Then, make sure each one of the
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companies is properly set in relation to:
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- :doc:`Chart of Accounts <../finance/accounting/get_started/chart_of_accounts>`
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- :doc:`Taxes <../finance/accounting/taxes>`
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@ -95,44 +202,54 @@ First, make sure each one of your companies is properly set in relation to:
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- :doc:`Fiscal Localizations <../finance/fiscal_localizations>`
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- :doc:`Pricelists <../sales/sales/products_prices/prices/pricing>`
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Now, activate the *Inter-Company Transactions* option under *Settings*. With the respective company
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*activated* and *selected*, choose if you would like operations between companies to be synchronized
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at an invoice/bills level or at a sales/purchase orders level.
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Next, navigate to :menuselection:`Settings app --> Companies section --> Manage Companies`. Then,
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select the desired company from the list. On the company form, select the :guilabel:`Inter-Company
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Transactions` tab, on the individual company's detail form.
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.. image:: companies/inter_company_transactions.png
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With the respective company activated and selected, choose one of the following :guilabel:`Rule`
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options:
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- :guilabel:`Do not synchronize`: do not synchronize any inter-company transactions.
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- :guilabel:`Synchronized invoice/bills`: generates a bill/invoice when a company confirms a
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bill/invoice for the selected company.
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- :guilabel:`Synchronize Sales Order`: generates a drafted sales order using the selected company
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warehouse, when a sales order is confirmed for the selected company. If, instead of a drafted
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sales order, it should be validated, enable :guilabel:`Automatic Validation`.\*
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- :guilabel:`Synchronize Purchase Order`: generates a drafted purchase order using the selected
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company warehouse, when a purchase order is confirmed for the selected company. If, instead of a
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drafted purchase order, it should be validated, enable :guilabel:`Automatic Validation`.\*
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- :guilabel:`Synchronize Sales and Purchase Order`: generates a drafted purchase/sales order using
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the selected company warehouse, when a sales/purchase order is confirmed for the selected company.
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If, instead of a drafted purchase/sales order, it should be validated, enable :guilabel:`Automatic
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Validation`.\*
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\* The given option needs to be selected, so :guilabel:`Automatic Validation` appears in the
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configuration.
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.. image:: companies/inter-company-transactions.png
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:align: center
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:alt: View of the settings page emphasizing the inter company transaction field in Odoo
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- **Synchronize invoice/bills**: generates a bill/invoice when a company confirms a bill/invoice for
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the selected company.
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*Example:* an invoice posted on JS Store Belgium, for JS Store US, automatically creates a vendor
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bill on the JS Store US, from the JS Store Belgium.
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.. image:: companies/invoice_inter_company.png
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:align: center
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:alt: View of an invoice for JS Store US created on JS Store Belgium in Odoo
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- **Synchronize sales/purchase order**: generates a drafted purchase/sales order using the selected
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company warehouse when a sales/purchase order is confirmed for the selected company. If instead of
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a drafted purchase/sales order you rather have it validated, enable *Automatic Validation*.
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*Example:* when a sale order for JS Store US is confirmed on JS Store Belgium, a purchase order
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on JS Store Belgium is automatically created (and confirmed if the *Automatic Validation* feature
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was enabled).
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.. image:: companies/purchase_order_inter_company.png
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:align: center
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:alt: View of the purchase created on JS Store US from JS Store Belgium in Odoo
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:alt: View of the settings page emphasizing the inter company transaction field in Odoo.
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.. note::
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Products have to be configured as *Can be sold* and must be shared between the companies.
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Products **must** be configured as :guilabel:`Can be sold` and shared between the companies. See
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:doc:`../inventory_and_mrp/inventory/product_management/product_tracking/type`.
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.. example::
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:guilabel:`Synchronize invoice/bills`: an invoice posted on `JS Store Belgium`, for `JS Store
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US`, automatically creates a vendor bill, and generates a drafted purchase/sales order using the
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selected company warehouse, when a sales/purchase order is confirmed for the selected company.
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If, instead of a drafted purchase/sales order, it should be validated, enable
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:guilabel:`Automatic Validation`.
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:guilabel:`Synchronize sales/purchase order`: when a sale order for `JS Store US` is confirmed on
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`JS Store Belgium`, a purchase order on `JS Store Belgium` is automatically created (and
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confirmed, if the :guilabel:`Automatic Validation` feature was enabled).
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.. tip::
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Remember to test all workflows as an user other than the administrator.
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Remember to test all workflows as a user *other* than the administrator.
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.. seealso::
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- :doc:`Multi-company Guidelines </developer/howtos/company>`
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- :doc:`Multi-company Guidelines <../../developer/howtos/company>`
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- :doc:`../finance/accounting/get_started/multi_currency`
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.. toctree::
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|
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content/applications/general/companies/add-branch.png
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@ -55,6 +55,8 @@ their respective email, or as the name listed in their *Contacts* record.
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These notifications are sent using a default from address. For more information see
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:ref:`Use a default email address <email_communication/default>`.
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.. _email_servers/outbound:
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Manage outbound messages
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========================
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