Entities Tutorials Creating and Editing

• In QuickEasy BOS, an organisation must have at least one registered Entity but may have multiple registered entities.
• A registered entity in this contact is an organisation with its own VAT registration number, and possibly income tax and company registration numbers.
• Entity selections and filters are hidden by default if the database only has one registered Entity.
• An organisation may create non-registered entities for each of its Sub-entities, Branches, Divisions, Departments, Inventory Locations, or Cost Centres. For example, if an organisation has a head office and four branch offices, it will create five entities so that it can assess the profitability of each branch office, the head office, and the organisation as a whole. 
• The following data can be linked to Entities:
  • Static information like Contacts, Customers, Suppliers, and Users.
  • Transactions.
  • Service Manager entries.
• General Settings and Currencies apply to all the Entities. A database can only have one Local Currency and one set of General Settings.

Navigation: Main Menu > Setup > Entities

These tutorials explain how to create and edit Entities.

How to Create an Entity

1. Navigate to Entities.
2. Create Entity Statuses if this is the first time you are creating an entity.
   1.  Click Menu (button) > Edit Status (Entities).
   2. Click the dropdown list on the Add (button) and select Default.
   3. Close the popup.
3. Click New (button) and select an entity Type from the dropdown list. The type cannot be changed later.
4. Complete the Header Information:
   1. Name = Type a Name for the entity or click the arrow and select an existing contact from the popup list of Contacts.
   2. Code = Type a Code for the entity (abbreviated name).
   3. Parent = Select a Parent from the dropdown list of entities or select N/A if this is the parent.
   4. Hours/week = Type how many Hours per Week the entity typically operates (mostly applicable to Cost Centres).
   5. Monthly Cost =
      • Optionally enter the Monthly Cost (e.g. maintenance cost) of the entity
      • The cost applies mainly to Cost Centres.
      • If staff are added and the monthly cost field is blank, the staff costs are automatically transferred to the monthly cost field. 
   6. Weeks/Annum = Type how many Weeks in a Year the entity typically operates excluding holidays (mostly applicable to Cost Centres).
   7. Hourly Rate =
      • Optionally type the typical Hourly Rate (e.g. staff hourly wages) of the entity
      • The cost applies mainly to Cost Centres.
      • If the other fields are filled in (d, e, and f), the hourly rate is automatically calculated.
   8. Override checkbox = Check the block to allow the Hourly Rate to be edited. Leave it unchecked to use the calculated rate.
5. Complete Staff (tab):
   1. Click Edit (button) in the header if it is not already greyed out.
   2. Click Staff (button) next to Add.
      1. Click Select Contact to add an existing contact as a staff member. A popup displays a list of contacts for you to select one.
      2. Click Add Staff to add a staff member who is not on the contacts list. A new Contact of the Type, Person, is created and the form opened for you to complete the details. 
   3. Complete the additional fields:
      1. Note = Type a note if required.
      2. Monthly Cost = Type a Monthly Cost for the staff member.
6. Complete Assets (tab):
   1. Click Assets (button) next to Add.
      1. Click Select Assets.
         1. On the popup:
            1. Select the Type from the dropdown list.
            2. Click View (button).
            3. Type part of the name in the search block (optional).
            4. Select all the assets to add.  (Use Ctrl + Left Click to multi-select).
            5. Click Select (button).
      2. or Click Add Assets and select a Type of Asset from the dropdown list.
         1. Complete the form as needed. See Assets for detailed instructions.
         2. Close the form to return to Edit Entities. The asset will be added.
            • Note: If the asset has the Financial attributes added and the monthly costs field filled in, that cost is added to the monthly cost of the cost centre.
7. Complete Output (tab) if you are creating a registered entity:
   1. Right click the Logo section and select Load from the context menu.
   2. Navigate to the image on your device.
   3. Click the image and click Open (button).
   4. Type your masthead details in a rich text editor and copy / paste the text in the Masthead section. 
      • Note: If you type the text in the block, it will be plain text.
   5. Paste or type the bank details in the Bank Detail section.
8. Change the Status to Active on the Status Bar.
9. Type a Note on the Status Bar if required.
10. Click Save (button).

How to Edit an Entity

1. Navigate to Entities.
2. Double-click the Entity you want to edit (or right click the Entity and select Edit from the context menu).
3. Click Edit (button).
4. Make the necessary changes.
5. Click Save (button).

How to Delete an Entity

• An Entity can be deleted from Edit View using Actions (button) > Delete Entity.
• Entities can only be deleted if:
  • All Entities:
    • There are no linked Assets.
    • There are no linked Staff.
  • Cost Centres:
    • There are no linked Service Attributes on Items.
    • There are no linked Costing Services on Items.
  • Locations:
    • There are no linked Transaction Items.
    • There are no Items with linked Locations (Inventory (tab)).
  • Registered Entities:
    • There are no linked Transactions (Entity selected in the transaction header).

1. Navigate to Entities.
2. Right click any Entity and select Delete from the context menu.
3. Confirm the deletion on the popup.