Entities Edit View

• In QuickEasy BOS, an organisation must have at least one registered entity.
• A registered entity in this context 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, Stock Locations, Cost Centres, or Tills.
• The following data can be linked to Entities:
  • Static information like Contacts, Customers, Suppliers, and Users.
  • Transactions.
  • Service Manager entries.
  • Tills (point of sale).
• 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 > Double-click an entity

Before creating the first entity, you must create Statuses (Menu (button) > Edit Status > Entities).

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Buttons Explained

Button	Description
↑ ↓	Navigates between entities.
Edit	Allows users to edit the fields.
New	Creates a new entity of the type selected from the dropdown list.
Save	Saves any changes.
Actions	Refresh Lookups: Refreshes the lookups. Delete Entity: Deletes the entity (see below). 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. Stock 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).
Menu	View/Edit Notes & Attachments: Allows users to create, edit, or view any notes and attachments. Settings – User Access: Sets the User Access for Entities. – Edit Statuses (Entities): Allows users to create or edit Statuses for Entities. – Edit Statuses (Assets): Allows users to create or edit Statuses for Assets. – Edit Positions: Allows users to create or edit staff Positions. Layout

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Fields Explained: Header

Field	Description
Status Bar	A dropdown list of available Statuses for users to change the Status. A field to enter a Status Note.
Name	A field for users to type the Name of the entity. Arrow on Name Field: Click the arrow to select an existing contact from a list of Contacts.
Code	The entity’s Code (abbreviation of the name).
Parent	A dropdown list of Parent Entities for users to select from.
Type	The Type of entity that was selected when the entity was created.
Hours/week	The number of Operating Hours in a week. Field must be manually entered.
Weeks/Annum	The number of weeks the entity operates in a year. Field must be manually entered.
Monthly Cost	The Monthly Cost. Field is automatically calculated from assets and staff but can also be manually entered.
Hourly Rate	The entity’s Hourly charge-out Rate which is calculated from the monthly cost and production hours.
Override	A checkbox. If checked the hourly rate can be edited.
Staff (tab)	See Staff (tab) below.
Assets (tab)	See Assets (tab) below.
Output (tab)	This tab is only displayed if the Entity Type is a Registered entity. – Masthead (.jpf, .png): Option to upload or paste a Master Header to be displayed on Output forms (e.g. invoices). – Logo (.jpg, .png): Option to upload or paste a Logo to be displayed on Output forms (e.g. invoices). – Bank Detail: Fields for users to type the entity’s bank details which are displayed on forms (e.g. invoices).

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Staff (tab) Explained

Field	Description
Staff (button)	Select Contact: Opens a list of contacts for users to select one to add. Add Staff: Opens a Contact – Person form for users to complete.
Field Chooser (*)	Allows users to add or remove columns.
ID	The system-generated number for the entry.
Entity ID	The system-generated number for the entity.
Name	The name of the staff member.
Known As	The staff member’s nickname.
Forenames	The staff member’s first name/s.
Surname	The staff member’s surname.
Tel	The staff member’s telephone number.
Mobile	The staff member’s mobile phone number.
Email	The staff member’s email address.
Note	Any Note created for the staff member.
Monthly Cost	The staff member’s Monthly Cost.
Created	The date on which the record was created.
Updated	The date on which the record was updated.
Updated By	The User who updated the record.
Widget	A submenu that can also be accessed by right clicking an entry with the following options: – Edit: Opens the contact form for editing. – Delete link to Staff Ctrl + Del: Removes the entry from the staff tab but does not delete the contact.

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Assets (tab) Explained

To use all the features on the Assets tab (e.g. Edit), users must have access to Assets.

Field	Description
Asset (button)	Provides a dropdown list as follows: – Select Assets: Provides a dropdown list of all the assets for users to select one. The list can be filtered by Type. – Add Asset >Vehicles: Allows users to create a new vehicle asset and adds it to the contact. – Add Asset > Equipment: Allows users to create a new equipment asset and adds it to the contact.
Field Chooser (*)	Allows users to add or remove columns.
ID	The system-generated number for the entry.
Entity ID	The system-generated number for the entity.
Status	The status of the asset.
Type	The type of asset (e.g. Equipment or Vehicles).
Entity	The entity’s code (short description).
Code	The asset’s code.
Description	A description of the asset.
Monthly Cost	A field to enter the estimated monthly cost of the asset.
Created	The date on which the record was created.
Updated	The date on which the record was updated.
Updated By	The User who updated the record.
Widget	A submenu, which can also be accessed by right clicking the entry, with the following functions: – Edit: Opens the asset’s record for editing. – Remove Linked: Delinks the asset from the entity.

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Learn More

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