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Company Entry

1. Create a new company

In the system, there is one designated main company—usually representing your own business. Users can also add other companies, such as customers or suppliers.

  1. Navigate to the Preference tab in the middle menu.
  2. Click the New button in Quick Action.
  3. Click Ok to process.
  4. The system will automatically create a new company and redirect you to its detail page.
  5. Begin filling out the form with the company’s information,information (see more info in 2. Company general), such as:
    • Company Name
    • Contact Details
    • Address
    • Any other relevant fields
  6. Once completed, the company is ready to be used in orders, invoices, and other parts of the system

2. Company general

2.1. Detail

  • Company no: Generated by the system; cannot be edited.
  • Customer & Supplier: Select the company profile; both can be chosen.
  • Company Name: Enter the company’s full name.
  • Short Name: Enter the company’s short name.
  • Type: Select the type of company.
  • Phone: Enter the company’s phone number.
  • Fax: Enter the company’s fax number.
  • Email: Enter the company’s email address.
  • Our Rep: Click on the contact-icon.png contact icon to select or update the sales representative.representative (this list displays your employees).
  • Our CSR: Click on the contact-icon.png contact icon to select or update the CSR.CSR (this list displays your employees).
  • Parent Company: Click on the company-icon.png company icon to select or update the parent company.

company-detail.png

2.2. Default address

  • An address must be created first, then selected as the company’s default address. (To create an address, see 6.1. Create a new address)address)
  • Users cannot directly create a default address in the default address form.
  • Once set as default, the address can be updated directly in the default address form.

2.3. Shipping info

Each company can set a default shipping method for use in Quotations, Sales Orders, and Sales Invoices. Once configured, the system will automatically include this information whenever a new Quotation, Sales Order, or Sales Invoice is created.

  • Shipping company: Select the default shipping company for this company. (Especially define your shipping company in the admin settings)
  • Shipping method: Select the default method (e.g., Standard, Express). (Especially defined in the admin settings)
  • Shipping account: Choose the account used for shipping. (e.g., Your Own Account or Your Customer Account)
  • Account #: Enter the account number for the shipping account.


3. Back to the company

In each module, you can see the linked company. Clicking the link will quickly take you back to the associated company for easy access.

4. Company overview

This tab provides a summary of all overdue Quotations, Sales Orders, Sales Invoices, and Tasks for each company. It helps users stay organized and manage their work efficiently.

company-overview.png

5. Company contact

5.1. Create a new contact

  1. Navigate to the Contact tab in the middle menu.
  2. Click the plus-icon.png plus icon located in the contact header.
  3. Begin filling out the form with the contact’s information (see contact's information in Contact general)
  • Note: Contacts linked to the main company are considered employees.

5.2. Update contact

  1. Under the Contact tab in the Company menu.
  2. Update Title, First name, Last name, Position, Default, Billing contact, Unsubscribe & Inactive for each contact:
  • Default: Marks this contact as the primary/default contact for the company. Only one default contact is allowed per company.
  • Billing contact: If selected, this contact will receive invoices.
  • Unsubscribe: When checked, this contact will not receive company updates or newsletters.
  • Inactive: Use this option when the contact is no longer with the company to mark them as inactive.
  • Delete: Click the image delete icon to remove the contact from the system if it was created by mistake or is no longer needed.

5.3. View contact

Click the view-arrow-icon.png arrow icon in the row you want to view.

6. Company address

6.1. Create a new address

  • Navigate to the Address tab in the middle menu.
  • Click the plus-icon.png plus icon located in the address header.
  • Begin filling out the form with the address’s information (Address 1, Address 2, Address 3, Town/City, Province, Country, etc. )

6.2. Update address

  • Under the Address tab in the middle menu.
  • Update the information for each address
    • Name: Used to label the type of address, such as Billing, Shipping, etc.
    • Default: Marks this address as the primary/default address for the company. Only one default address is allowed per company.
    • Contact: The contact selected here will be set as the default contact for this address.
    • Delete: Click the image delete icon to remove the address from the system if it was created by mistake or is no longer needed.

7. Company job

7.1. Create a job

  • Navigate to the Job tab in the middle menu.
  • Click the plus-icon.png plus icon located in the job header.
  • Begin filling out the form with the job’s information (see job's information in Job Detail)

7.2. Update job

  1. Open the Job tab in the middle menu
  2. Click on the view-arrow-icon.png arrow icon to navigate to the job
  3. Update the information.

8. Company quotation

8.1. Create a new quotation

  1. Navigate to the Quotes tab in the middle menu.
  2. Click the plus-icon.png plus icon located in the quotes header.
  3. All details — including Company, Contact, Billing, Shipping, and Tax (based on the Shipping Address) — will be automatically filled according to the company setup.

8.2. Update quotation

  1. Open the Quotes tab in the middle menu.
  2. Click on the view-arrow-icon.png arrow icon to navigate to the quotation.
  3. Update the information.

9. Company sales order

9.1. Create a new sales order

  1. To create a Sales Order (SO), you must first create a job. (see creating a job in 7.1. Create a job)
  2. Within the job, open the Orders tab from the Job menu.
  3. Click the plus-icon.png plus icon located in the order header.
  4. All details — including Company, Contact, Billing, Shipping, Tax (based on the Shipping Address), Heading — will be automatically filled according to the company setup and the job.

9.2. Update sales order

  1. Open the Orders tab in the middle menu
  2. Click on the view-arrow-icon.png arrow icon to navigate to the sales order
  3. Update the information.

10. Company discount

10.1. Add a discount for all products

This discount will be applied to all products in Quotations and Sales Orders under the company.

  1. Open the Product tab in the middle menu
  2. Discount by:
    • Net price: Calculates the discount based on the product’s profit, then subtracts that value from the selling price.
    • Gross price: Calculates the discount based on the selling price.

Discount by

Cost price

Sell price

Profit

Discount value

Sell price after discount

Net price

$10

$40

$30

50%

= sell price - (profit * discount value)
= 40 - (30 * 50%)
= $25

Gross price

$10

$40

$30

50%

= sell price * discount value

= 40 * 50%

= $20

3. WT discount %: Applied when creating a Quotation or Sales Order in the Worktraq platform.

4. E-Store discount %: Applied when creating an Order in the E-Store platform.

10.2. Add a discount for a specific product

This discount applies to a specific product and takes the highest priority, overriding the "Discount for all products". It is applied consistently to Quotations and Sales Orders in both the Worktraq and E-Store platforms.

  1. Open the Product tab in the middle menu
  2. Click the plus-icon.png plus icon located in the table header to choose a specific product.
  3. Select a product and set up a % discount & discount by (see Discount by in 10.1. Add a discount for all products)

11. Company account

11.1. Create a new invoice

  1. Navigate to the Account tab in the middle menu.
  2. Click the plus-icon.png plus icon located in the invoice header.
  3. All details — including Company, Contact, Billing, Shipping, and Tax (based on the Shipping Address) — will be automatically filled according to the company setup.

11.2. Update invoice

  1. Open the Account tab in the middle menu
  2. Click on the view-arrow-icon.png arrow icon to navigate to the sales invoice
  3. Update the information.

11.3. Set up account-related

  1. Navigate to the Account tab in the middle menu.
  2. Set up value for Account Balance, Credit limit, Payment term, Default Tax, and Tax no

12. Company preference

12.1. Invoicing Info

  1. Navigate to the Preference tab in the middle menu.
  2. Monthly Billing: Select if the company is billed monthly.
  3. Our Rep to review: Select if your sales representative needs to review the invoice before it is sent to the customer.
  4. Submit via Portal: Select if the company requires invoices to be submitted through a portal.

12.2. Quotation limit

When the Quotation amount exceeds this value, Manager approval is required.

  1. Navigate to the Preference tab in the middle menu.
  2. Enter a value in the Quotation Limit field.

company-quotation-limit.png

12.3. Custom field

This setup only affects on Worktraq platform, and activities from the E-Store platform are not applied.

  1. Navigate to the Preference tab in the middle menu.
  2. Email SO activity: Select if the company wants to receive email notifications related to Sales Orders.
  3. Email Shipping activity: Select if the company wants to receive email notifications related to Shipping.
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