Organisation Applet

Purpose and Overview

The Organisation Applet is the core master-data applet for setting up the structure that many other BigLedger applets rely on. It is where teams define the legal company, operating branches, physical or operational locations, reusable classification records, and notification templates that shape downstream finance, stock, operations, and messaging workflows.

Who Benefits from This Applet?

Tenant Administrators:

• Centralized Organisation Structure — Define your Company, Branch, and Location hierarchy in one place, automatically syncing it across all applets.
• Smart Default Controls — Set default branches and locations to ensure users instantly load the correct workspace context, reducing data-entry errors.
• Unified Master Data — Manage reusable groups, labels, and categories in a shared library to avoid duplicate setup across different modules.

Finance & Back-Office Teams:

• Set company-level tax defaults and chart-of-account links that flow automatically into downstream finance documents — no re-entry per transaction
• Configure knock-off rules and intercompany document flows from a single company record
• Complete Peppol and e-invoice company setup when those workflows are enabled for your deployment

Operations Teams:

• Configure branch pick-pack rules, marketplace integrations, and settlement methods in one place — so operations teams do not need to re-enter context across multiple applets
• Build and manage the branch and location structure that stock, sales, and purchase workflows depend on
• Automate WhatsApp, SMS, and Email alerts for specific document events — scoped by company or branch — without touching code
• Scope notification templates precisely to the companies or branches that should use them, so the right message goes to the right team

What Problems Does This Solve?

The Disconnected Organisation Setup Problem:

Without a single organisation applet, teams usually maintain company, branch, and location details in different places. That creates inconsistent defaults, broken downstream setup, duplicate classification records, and confusion about which record should be created first.

The Organisation Applet Solution:

• Single source of structure - Company, Branch, and Location are defined once and shared across all dependent applets
• Reusable classification records - Groups, Labels, and Category Group eliminate duplicate setup across teams
• Document messaging support - Notification templates with placeholders, languages, and scope controls mean the right message reaches the right team automatically
• Controlled defaults - Preselect a default branch and location so every user opens the right context automatically — no manual re-selection each session

Key Features Overview

    flowchart TD
    A["Company"] --> B["Branch"]
    B --> C["Location"]
    A --> D["Company Group / Label"]
    B --> E["Branch Group / Label"]
    C --> F["Location Group / Label"]
    A --> G["Notification Template Scope"]
    B --> G
  

Key Concepts

Understanding the Organisation Framework

The organisation structure in this applet is built around three main record levels plus supporting master data.

Organisation Hierarchy Structure

Think of the organisation setup as a structured chain:

Organization (Tenant)
|
|-- Company
|   |-- Branch
|   |   |-- Location
|   |-- Branch
|       |-- Location
|
|-- Company Group
|-- Company Label
|-- Branch Group
|-- Branch Label
|-- Location Group
|-- Location Label
|
|-- Category Group
|
`-- Notification Template

Flow Through the Hierarchy:

1. Company: Establish the legal and accounting record
2. Branch: Create the operating unit under the company
3. Location: Add the physical or operational site under the branch
4. Groups and Labels: Add reusable classification records
5. Notification Template: Define document-driven communication scope

This structure helps BigLedger applets share:

• Default company, branch, and location context
• Tax and chart-of-account references
• Operational branch and location links
• Reusable grouping and labeling metadata
• Document notification scope by company or branch

The “Golden Chain” of Organisation Setup

To manage the applet well, users need to understand how Company, Branch, and Location work together.

How they link:

1. Create the Company first.
2. Create the Branch under that company.
3. Decide whether the branch should create a default location or reuse an existing one.
4. Create or link the Location.
5. Add classification records and notification scope after the core structure exists.

Quick Start Guide

Get up and running quickly with these essential workflows.

For Admins: Create Your First Company

Goal: Create the main company record and unlock the company-level configuration tabs.

1. Go to Company. This is the default landing page of the applet.
2. Click Create.
3. Complete the Details tab with fields such as Company Code, Company Name, Company Registration No., Company Incorporation Date, Currency, and Chart of Account.
4. Complete the Address tab.
5. Click Save.
6. Reopen the saved company to complete the core financial setup. Work through tabs in this order:
   • Tax — sets the default tax behaviour for all company documents
   • Branch and Location — required before operational workflows can run
   • Labels — add when the core structure is stable
   • Knock Off Config and Intercompany Configuration — only if your team uses those document flows
   • Employee and Engagement Access — complete as needed for linked-record workflows
   • E-Invoice and Peppol Config — available only if enabled in your deployment

What happens next? The company becomes the parent record used by branch and location setup.

Pro Tip: The Company Listing loads ACTIVE records by default, and keyword searches shorter than 3 characters are rejected.

For Operations Teams: Add Branches and Locations

Goal: Build the operating structure under the selected company.

1. Go to Branch and click Create.
2. In Details, choose whether to Create default location or Choose from existing location.
3. Fill in Branch Code, Branch Name, Company Name, Branch Commencement Date, and the other required branch fields.
4. Complete the Address tab and use the Marketplace tab if marketplace setup is needed during branch creation.
5. Save the branch, then reopen it to complete branch setup. Work through tabs by area:
   • Operations core: Location, Settlement, Pick Pack
   • Marketplace: Marketplace tab (includes nested Details, Settlement, Stock Configuration, Stock Availability, Pricing Scheme, and Publish Item sub-tabs)
   • Linked records: Customer, Employee, Supplier, Labels
   • Advanced: Extension, Intercompany Configuration
6. Go to Location, create the location with Location Code, Location Name, Company Name, Branch Name, Location Commencement Date, and Location Class, then save and reopen it to access Branch, Labels, Extension, or Intercompany Configuration.

What happens next? Your company now has the branch and location structure needed for operational and stock-related workflows.

Pro Tip: The Parent Branch selector and XTN mapping fields only appear when the related field settings are enabled.

For Finance & Back-Office Teams: Complete Company Setup

Goal: Finish the company-level information and defaults that other applets depend on.

1. Open the saved company in Edit mode.
2. Review Details for fields such as Main Branch, Entity, Status, and Company Closed Date when the company is closed.
3. Complete company-specific tabs such as Tax, Address, Labels, Knock Off Config, Engagement Access, and Intercompany Configuration.
4. If enabled in the build, review E-Invoice and Peppol Config.
5. Open Settings -> Default Selection to preselect the default branch and location for the applet.

What happens next? The company structure becomes more consistent for downstream finance and operational applets.

For Integration & Messaging Teams: Configure a Notification Template

Goal: Create a notification template with the correct type, language, and scope.

1. Open Notification Template and click Create.
2. Complete the Template tab with Code, Name, Notification Type, Document Type, Action, and optional dates.
3. Select Notification Type first so the Languages tab becomes usable.
4. Add supporting configuration in Placeholders, Languages, Endpoints, Company, and Branch.
5. Save the template.

What happens next? The template can be used by supported document workflows with the selected company or branch scope.

Pro Tip: The Notification Type options are WHATSAPP, SMS, and EMAIL.

Core Organisation Setup

What is the Organisation Hierarchy?

The core setup area is where users create the three records that anchor the rest of the applet: Company, Branch, and Location. These records are not equal. Company is the parent legal record, Branch is the operating unit under the company, and Location is the physical or operational site tied to the company and branch.

Company - Your Legal and Accounting Base

Manage company master records and their linked company-level configuration.

Listing View:

• Title: Company Listing
• Search supports Company Name and Company Registration Number
• Keyword searches shorter than 3 characters are rejected
• The listing loads ACTIVE companies by default
• Columns include:
  • Company Code
  • Company Name
  • Co. Registration Number
  • Company Inc. Date
  • Status
  • Created Date
  • Modified Date

Create View Tabs:

Edit View Tabs:

Company Workspace: What users can do and what it affects

Branch - Your Operating Unit

Manage branch master records and branch-level operational configuration.

Listing View:

• Title: Branch Listing
• Search supports Company and Branch Name
• Keyword searches shorter than 3 characters are rejected
• The listing loads ACTIVE branches by default
• Columns include:
  • Branch Code
  • Branch Name
  • Company Name
  • Description
  • Status
  • Creation Date
  • Modified Date

Create View Tabs:

Edit View Tabs:

Branch Workspace Beyond Marketplace

Marketplace Details Highlights:

• The Marketplace Type dropdown includes values such as None, Lazada, Shopee, CP Commerce, Magento, Selluseller, Samsung BOPIS, Anchanto OMS, Shopify, and Tiktok
• Some marketplace choices reveal additional authorization or token fields
• Pricing scheme management includes No Pricing, Syncing, and Synced views

Marketplace Workspace: What users can do and what it affects

Location - Your Physical or Operational Site

Manage location master records and location-level linking or configuration.

Listing View:

• Title: Location Listing
• Search supports Company Name, Location Name, and Status
• Keyword searches shorter than 3 characters are rejected
• The default search behavior includes both ACTIVE and INACTIVE locations unless the user applies a status filter
• Columns include:
  • Location Code
  • Location Name
  • Company Name
  • Description
  • Status
  • Creation Date
  • Modified Date

Create View Tabs:

Edit View Tabs:

Location Workspace: What users can do and what it affects

Location Class Options:

When creating a location, the Location Class dropdown determines what kind of location this represents:

Common Scenarios

Opening a New Branch:

• Create the branch under the correct company
• Decide whether the branch should create a default location immediately
• Reopen the branch if you need marketplace, settlement, or linked-record setup

Adding a New Location to an Existing Branch:

• Create or open the location from Location
• Set the correct company and branch
• Reopen the location if you need branch links, labels, extension, or intercompany setup

Closing an Existing Record:

• Company and Branch use CLOSED status in edit view
• Location shows CLOSED to users even though the underlying inactive value is handled internally
• Closed records may not appear in the default active-only listing views

Tips for Admins

• Finish the core hierarchy first — create the Company, then Branch, then Location before adding labels, category groups, or notification templates
• Treat Create as the minimum data-entry screen and Edit as the full setup workspace — most configuration only appears after the first save
• Company Code, Branch Code, and Location Code are read-only for users who are not OWNER or ADMIN rank — only those roles can change codes after creation
• Company and Branch listings default to ACTIVE rows. Location includes both active and inactive by default. Apply a status filter when a record is not appearing in search
• The search rejects keywords shorter than 3 characters — use the structured dropdown filters first when a keyword search returns no results

Supporting Master Data

Category Group

Manage category-group master records and their category members.

Listing View:

• Title: Category Group Listing
• Search uses the category-group search model and also rejects keywords shorter than 3 characters
• The listing is a code, name, status, and date grid, although some headers in the current build still use branch-oriented wording

Create View Tabs:

Type Options:

• CP_COM
• DOC_ITEM

Status Options:

• ACTIVE
• INACTIVE

Edit View Tabs:

Category Group Workspace: What users can do and what it affects

Company, Branch, and Location Groups

Use group records when you need reusable classification masters without attaching them directly to a single company, branch, or location record.

Group Records Available:

Listing Behavior:

• Searchable grid with create action
• Code, name, status, and date style columns
• In the current build, some Company Group listings still use label-oriented column wording

Create / Edit View:

What a Group affects

• A Group creates the reusable master bucket for classification.
• It does not usually tag a record by itself until related labels or links are used.
• It helps standardize how company, branch, or location records are organized.

Company, Branch, and Location Labels

Use labels when you need reusable tags that can optionally be linked to the corresponding group type.

Label Records Available:

Listing Behavior:

• Searchable grid with create action
• Code, name, status, and date style columns
• Company Label explicitly uses the title Company Label Listing

Create / Edit View:

What a Label affects

• A Label is the reusable tag that can be linked to the matching record type.
• Linking a label to a Group keeps the label structure organized.
• Labels affect filtering, classification, and record organization more directly than groups.

Notification Template

Manage notification templates and their supporting configuration.

Listing View:

• Title: Notification Template Listing
• Search model supports Modified Date and Status
• The listing searches Code and Name through the template query
• The listing loads ACTIVE templates by default
• Columns include:
  • Code
  • Name
  • Notification Type
  • Document Type
  • Action
  • Creation Date
  • Modified Date
  • Status

Create / Edit View Tabs:

Template Details Users Will See:

• Notification Type options: WHATSAPP, SMS, EMAIL
• Document Type is a long selectable list of supported document codes
• The Languages tab is visually blocked until Notification Type is selected

Notification Template Workspace: What users can do and what it affects

Configuration & Settings

Field Settings (Settings > Field Settings)

The visible settings menu in the current sidebar includes Field Settings and Default Selection. The field-settings screen is intentionally narrow and exposes only a small set of toggles.

The Address tabs exist in the field-settings layout, but they are currently empty in this build.

What Field Settings affects

• It controls whether specific optional fields appear in the applet screens.
• It does not create new business records by itself.
• Users may need to reopen the target screen before the change is obvious.

Default Selection (Settings > Default Selection)

Applet-level defaults currently include:

What Default Selection affects

• It changes the branch and location context the applet preselects.
• It helps reduce repeated manual selection during daily setup work.
• It affects convenience and consistency, not the master record itself.

Additional Route-Based Admin Pages

The applet route tree also includes admin pages such as:

• Outlet Type
• Outlet Size
• Webhook
• Feature Visibility
• client-side and role-based permission pages
• Release Notes

These are route-defined, but they are not part of the basic sidebar settings menu for every user.

Release Notes:

• Version 1.49 (2025-09-26): Improved search stability in Company, Branch, and Location listings. Advanced search now uses structured filter dropdowns only — date and status filter fields have been removed from the advanced search panel.
• Version 1.02 (2025-09-23): Updated Company, Branch, and Location listing grids to use the enhanced grid component for improved performance and consistency.

Personalization

Default Selection (Personalization > Default Selection)

User-level defaults currently include:

What Personal Default Selection affects

• It changes your own default branch, location, and language context.
• It does not change the applet-wide defaults for other users.
• It helps personalize the starting context when you open or use the applet.

FAQ

Why can I not find my record in search?

Some organisation listings are stricter than they first appear:

• Company, Branch, Location, and Category Group reject keyword searches shorter than 3 characters
• Company and Branch listings load ACTIVE rows by default
• Location includes both ACTIVE and INACTIVE by default unless a status filter is applied

Use the structured filters first, then add a longer keyword when needed.

Why is my company or branch missing from the default listing?

The record may have been moved to CLOSED status.

Check:

1. Whether the status was changed in edit view
2. Whether the listing shows only active rows by default
3. Whether the record has a populated Closed Date

Should I create a default location or choose an existing one when I create a branch?

Choose Create default location when the branch should own a fresh location immediately. Choose Choose from existing location when the location already exists and should be linked to the branch.

If the branch form feels confusing, complete the company selection first so the dependent fields can populate correctly.

Why can I not use the Languages tab in Notification Template?

The Languages tab stays blocked until you select Notification Type on the Template tab. Go back to Template, choose the notification type, then return to Languages.

What is the difference between a Group and a Label?

A Group is the reusable classification master. A Label is the reusable tag that can optionally sit under that group.

In practice:

• create the Group when you need the category structure
• create the Label when you need something users can actually assign or link more directly

What is the difference between the Company tab Branch list and the sidebar Branch screen?

The Company -> Branch tab shows branch records in the context of the selected company. The sidebar Branch screen is the full branch workspace for creating, editing, and configuring branch records directly.

Use:

• Company -> Branch when you want to review or manage branches from inside a company context
• Branch from the sidebar when you want the full branch setup workspace

How does Knock Off Config work?

Company -> Knock Off Config stores company-level knock-off rules.

Each rule is built from:

• Flow Type
• Server Doc Type 1 as the source document
• Server Doc Type 2 as the target document

Users can:

• add a new KO rule
• edit an existing KO rule
• delete a KO rule
• turn the Knock Off toggle on or off

Use this tab only when your team already knows which document flows should be matched or knocked off automatically. It is not a general-purpose company setting.

Why can I not enable a second Knock Off rule for the same source document?

The applet blocks certain conflicting KO combinations.

For some internal GRN or stock-in target document types, only one active KO path is allowed at a time for the same Server Doc Type 1. If another conflicting KO rule is already enabled, the applet shows a warning and turns the new toggle back off.

In practice, disable the old conflicting KO rule first, then enable the new one.

What does Intercompany Configuration copy do?

There are two different copy behaviors:

• In Company -> Intercompany Configuration, the copy action pushes the company’s intercompany setup down to company branches.
• In Branch -> Intercompany Configuration, the copy action pulls the company-level intercompany setup into the current branch.

Use the company copy when you want branches to start from the same company baseline. Use the branch copy when a specific branch still needs to inherit that baseline.

What is the difference between Branch Settlement and Marketplace -> Settlement?

They are not the same setting.

• Branch -> Settlement links the branch to its general settlement methods.
• Branch -> Marketplace -> Settlement selects the settlement method used for the marketplace configuration of that branch.

If users update the wrong one, the branch may look correctly configured in one area but still behave incorrectly in marketplace settlement flows.

What is Engagement Access used for?

Company -> Engagement Access controls which other companies are linked as accessible companies for the selected company.

Users normally use it to:

• add another company to the accessible-company list
• review which companies are already linked
• remove access that should no longer apply

It does not replace normal company creation. It is a cross-company access linkage.

Does Publish Item send items to the marketplace immediately?

Not directly. The branch marketplace Publish Item area links the selected item category and group labels to the branch and can run the branch item insert queue.

That means:

• the selected items are prepared for downstream marketplace publishing
• the queue step is part of the publishing process
• users should not assume this tab alone means instant live publication

Why do Parent Branch or XTN Mapping fields not appear?

Those fields are controlled by Settings -> Field Settings.

Enable:

• SHOW_PARENT_BRANCH
• the required XTN_MAPPING_* toggle

Then save the setting and reopen the branch screen.

Why do settings or personalization menus look different between users?

Some pages exist in the route tree but are not shown to every user in the visible menu. Treat Field Settings, Default Selection, and Personal Default Selection as the baseline supported screens, and treat pages such as Sidebar, Feature Visibility, Webhook, permission pages, or release notes as deployment-dependent or permission-dependent.

Why did changing stock configuration not change the item master directly?

The marketplace Stock Configuration tab controls branch-level marketplace stock behavior such as branch stock setting, buffer logic, and sales-order handling.

It is meant to affect marketplace-facing stock calculation for the branch. Users should treat it as branch marketplace configuration, not as a direct edit of every item master record.