Entity Types

• 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 such as Branches, Departments, Stock Locations, Cost Centres, or Tills (PoS).
• The hierarchy is Registered > Branch > Department > Till (Pos)/Cost Centre/Stock Location.
• Stock Locations, Cost Centres, and Tills (Pos) cannot have entities nested below them.
• 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

When creating an entity, it is necessary to select an Entity Type. These are the available types.

Registered

• This Entity Type is used for the top level of the organisation (e.g. the holding company).
• It should have its own registration numbers such as company and VAT registration numbers.
• Its parent option will be N/A because it is the Parent.
• Transactions are linked to registered entities.
• An Output tab allows information such as the company registration details, contact details, and logo to be input. This information is displayed on generated forms such as quotations and invoices.

Department

• A Department is a section of a business dedicated to a specific task (e.g. Accounting or Human Resources).
• A department does not have an output tab and should, therefore, be nested below a registered entity or a branch so that forms can be generated correctly.

Branch

• A Branch is an independently run part of the business that is often located away from the head office.
• An Output tab allows information such as the company registration details, contact details, and logo to be input. This information is displayed on generated forms such as quotations and invoices.

Till (Pos)

• Till (Pos) is used to identify a specific point-of-sale location.
• It can be nested below a department or branch but must have a registered entity at the top of the chain.
• A Till (Pos) is at the bottom of the hierarchy and cannot have entities below it.
• Tills have an Output tab allows information such as the company registration details, contact details, and logo to be input. This information is displayed on generated forms such as invoices and can identify the till if that information is included on the Output tab.

Stock Location

• A Stock Location is a place where inventory is stored (e.g. warehouse).
• Stock Locations can be nested below a Registered Entity, Branch, or Department.
• A Stock Location is at the bottom of the hierarchy and cannot have entities below it.

Cost Centre

• Cost Centres are used in production.
• Cost Centres can be nested below a Registered Entity, Branch, or Department.
• A Cost Centre is at the bottom of the hierarchy and cannot have entities below it.
• Staff and Assets can be linked to Cost Centres: The monthly costs of the linked staff and assets are updated to appear as the monthly cost of the Cost Centre.
• An hourly rate is calculated based on the estimated productivity of the Cost Centre (Weeks/Annum, Hours/Week). However, an override checkbox allows you to enter a custom hourly rate.
• Assets linked to a Cost Centre are named Workstations.
• Staff linked to a Cost Centre are named Operators.

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