[IMP] general: companies rewrite

closes odoo/documentation#8540

X-original-commit: 4073aac2bc
Signed-off-by: Samuel Lieber (sali) <sali@odoo.com>
Signed-off-by: Timothy Kukulka (tiku) <tiku@odoo.com>
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tiku-odoo 2024-04-01 09:54:23 -04:00
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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
<https://www.odoo.com/pricing-plan>`_.
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
<https://www.odoo.com/help>`_.
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 companys
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 <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 <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
<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
companys 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 <users/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 <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
<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 <https://www.odoo.com/pricing-plan>`_ page.
Employee access
===============
Once companies are created, manage the employees' :doc:`Access Rights <users/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 <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 </developer/howtos/company>`
- :doc:`Multi-company Guidelines <../../developer/howtos/company>`
- :doc:`../finance/accounting/get_started/multi_currency`
.. toctree::

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@ -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_communication/default>`.
.. _email_servers/outbound:
Manage outbound messages
========================