Organisation Applet

Purpose and Overview

The Organisation Applet is the foundational applet for setting up and managing your organizational structure within BigLedger. It defines the companies, branches, and locations that form the backbone of every transaction, report, and access control rule across the entire platform.

Key Features Overview

Who Benefits from This Applet?

System Administrators:

• Set up the entire organizational hierarchy (Company → Branch → Location)
• Manage groups and labels for classification and reporting
• Configure notification templates for system-wide communications
• Control field visibility and default selections

Finance Managers:

• Understand the multi-company structure for consolidated reporting
• Manage branch-level financial configurations
• Assign cost centers to locations

Operations Managers:

• Manage branch operating parameters
• Configure location details for logistics and warehousing
• Organize branches and locations using groups and labels

IT / Integration Teams:

• Understand the organizational data model
• Map organizational hierarchy to external systems
• Configure notification templates for automated workflows

What Problems Does This Solve?

The Organization Complexity Problem:

Multi-entity, multi-branch organizations face challenges:

• No single view of the organizational structure
• Inconsistent company / branch / location master data across systems
• Difficult to classify or filter entities for reporting
• Manual notification management

The Organisation Applet Solution:

• Hierarchical structure — Company → Branch → Location with clear parent-child relationships
• Groups & Labels — Flexible classification system for filtering and reporting
• Category Groups — Higher-level grouping for cross-cutting organization
• Notification Templates — Centralized template management for system emails and messages

Key Features Overview

Key Concepts

Understanding the Organisation Hierarchy

BigLedger’s organizational structure follows a three-level hierarchy:

Groups and Labels System

Groups and Labels provide two complementary ways to classify and organize your entities:

Key Difference: An entity belongs to one Group but can have many Labels. Category Groups provide an additional classification layer that spans across the entity types.

Organisational Hierarchy

Organization (Tenant)
│
├── Company (Legal Entity)
│   ├── Branch (Operating Unit)
│   │   └── Location (Physical Place)
│   └── Branch
│       └── Location
│
├── Company Group ──→ Groups companies together
├── Company Label ──→ Tags on companies
│
├── Branch Group ──→ Groups branches together
├── Branch Label ──→ Tags on branches
│
├── Location Group ──→ Groups locations together
├── Location Label ──→ Tags on locations
│
├── Category Group ──→ Cross-entity classification
│
└── Notification Template ──→ System email/message templates

Quick Start Guide

Step 1: Create Your First Company

Goal: Register a legal entity in BigLedger.

1. Navigate: Go to Company from the sidebar
2. Create: Click "+" → Enter company name and registration details
3. Configure: Set the company address, tax registration number, currency, and fiscal year
4. Create Chart of Accounts: Choose to use a default chart of accounts template or create from scratch
5. Save: Click Save to create the company

Step 2: Add Branches

Goal: Create operating units within your company.

1. Navigate: Go to Branch from the sidebar
2. Create: Click "+" → Select the parent Company → Enter branch name and details
3. Configure: Set branch address, contact details, and operating parameters
4. Save: Click Save

Step 3: Add Locations

Goal: Define physical locations within your branches.

1. Navigate: Go to Location from the sidebar
2. Create: Click "+" → Select the parent Branch → Enter location name
3. Configure: Set location type (Warehouse, Office, Showroom, etc.) and address
4. Save: Click Save

Step 4: Organize with Groups and Labels

Goal: Classify your entities for reporting and filtering.

1. Create Groups: Go to Company Group / Branch Group / Location Group → Create group → Assign entities
2. Create Labels: Go to Company Label / Branch Label / Location Label → Create labels → Tag entities

Sidebar Menu Reference

Company

Manage the legal entities (companies) within your organization.

Listing View:

• Displays all registered companies
• Columns: Company Name, Registration No., Status, Country, Currency
• Search and filter by company name, status, or country
• Click any row to edit company details
• Click "+" to create a new company

Create / Edit View:

Additional Tabs:

• Chart of Accounts — View or create the company’s chart of accounts
• Settings — Company-specific configurations
• Users — Users with access to this company

Branch

Manage operating branches within your companies.

Listing View:

• Displays all branches across all companies
• Columns: Branch Name, Company, Status, Address
• Search and filter by branch name, company, or status
• Click any row to edit branch details

Create / Edit View:

Location

Manage physical locations within branches.

Listing View:

• Displays all locations across all branches
• Columns: Location Name, Branch, Company, Type, Status
• Search and filter by location name, branch, or type

Create / Edit View:

Category Group

Create cross-entity category groups that can be applied across companies, branches, and locations.

Listing View:

• Displays all category groups
• Search and filter by group name
• Click any row to edit

Create / Edit View:

Company Group

Group multiple companies together for consolidated reporting and filtering.

Listing View:

• Displays all company groups
• Shows group name and number of member companies

Create / Edit View:

Company Label

Tag companies with labels for flexible multi-dimensional filtering.

Listing View:

• Displays all company labels
• Shows label name and color

Create / Edit View:

Branch Group

Group multiple branches together for regional or functional reporting.

Listing View:

• Displays all branch groups
• Shows group name and member count

Create / Edit View:

Branch Label

Tag branches with labels for filtering and classification.

Listing View:

• Displays all branch labels

Create / Edit View:

Location Group

Group multiple locations together.

Listing View:

• Displays all location groups

Create / Edit View:

Location Label

Tag locations with labels for filtering.

Listing View:

• Displays all location labels

Create / Edit View:

Notification Template

Manage email and message templates used by BigLedger’s notification system.

Listing View:

• Displays all notification templates
• Columns: Template Name, Type (Email/SMS/Push), Status
• Search by template name or type

Create / Edit View:

Common Use Cases:

• Approval request notifications
• Invoice/document email delivery
• Welcome emails for new users
• Password reset notifications
• Custom workflow notifications

Settings

Access Settings from the gear icon (⚙️) at the bottom of the sidebar.

Field Settings (Settings → Field Settings)

Control field visibility and behavior across all organisation entity forms.

Key Configurations:

• Toggle field visibility for listing columns and edit forms
• Set mandatory fields for data entry
• Configure field labels and tooltips
• Enable/disable optional fields

Default Selection (Settings → Default Selection)

Pre-set default values that auto-populate when creating new entities.

Available Defaults:

• Default Country
• Default Currency
• Default Status for new entities
• Default fiscal year settings

Personalization

Access Personalization from the profile icon at the bottom of the sidebar.

Field Settings (Personalization → Field Settings)

Customize field visibility for your personal view of the applet. Changes apply only to your account.

Default Selection (Personalization → Default Selection)

Set your personal default values that auto-populate when you create entities. These override company-level defaults for your account only.

Integration Points

How Organisation Data Flows Across BigLedger

The Organisation Applet is the foundation that all other applets depend on:

Module Integration

Troubleshooting

Common Issues

Cannot Delete a Company

Problem: Attempting to delete a company returns an error. Symptoms: Delete button is disabled or shows “Cannot delete — has dependent records.” Solution:

1. The company has existing transactions (invoices, journals, etc.) linked to it
2. Companies with transactions cannot be deleted — set the status to Inactive instead
3. To fully remove, first delete or reassign all dependent records (branches, transactions) Prevention: Use “Inactive” status instead of deletion for companies that are no longer operating.

Branch Not Appearing in Other Applets

Problem: A newly created branch is not available in dropdown selections in other applets. Symptoms: The branch exists in the Organisation Applet but doesn’t appear in Sales Invoice, Purchase Order, etc. Solution:

1. Verify the branch Status is set to Active
2. Check that the current user has access permissions to the branch
3. Refresh the browser — some applets cache branch lists
4. Verify the branch is assigned to the correct company Prevention: Always set new branches to “Active” and assign user permissions immediately.

Location Missing from Warehouse / Inventory Applets

Problem: A location is not appearing in warehouse or inventory selection lists. Symptoms: Location exists but not selectable in warehouse applets. Solution:

1. Verify the location is Active and assigned to the correct branch
2. Check that the location Type matches the expected type for the selecting applet
3. Ensure the user has permissions for the branch that owns this location Prevention: Configure location types appropriately when creating locations.

Notification Template Not Sending Emails

Problem: A configured notification template is not triggering emails. Symptoms: No emails received even though the template is configured. Solution:

1. Verify the template Status is Active
2. Check that email settings (SMTP) are configured at the platform level
3. Verify the template is correctly linked to the triggering workflow
4. Check spam/junk folders Prevention: Test notification templates with a test email before deploying to production.

Best Practices

Setup Best Practices

• Plan your hierarchy first — Before creating entities, map out your Company → Branch → Location hierarchy on paper
• Naming conventions — Use consistent naming (e.g., “Company Name - Branch City” for branches)
• Use codes — Assign short codes to branches and locations for easy identification in reports

Grouping & Labelling Best Practices

• Groups for reporting — Use groups to create reporting segments (e.g., “Northern Region”, “Southern Region”)
• Labels for classification — Use labels for flexible multi-dimensional tagging (e.g., “Franchise”, “High Volume”)
• Category groups for cross-cutting — Use category groups for themes that apply across entity types (e.g., “Retail”, “B2B”)

Administration Best Practices

• Review periodically — Deactivate branches and locations that are no longer operational
• Template management — Maintain a central library of notification templates, version them when making changes
• Access control — Restrict organisation management to authorized administrators only

Related Documentation Links

Related Applets

• Admin Applet — Platform-level administration
• Chart of Account Applet — Company-level chart of accounts
• Claim Applet — Employee claims (uses branch structure)

Core Documentation

• BigLedger User Guide — Overall system documentation
• Guides — Getting started and implementation guides