Entities, suppliers and other lists

The companies you buy for, and the lists people pick from on a request.

Entities

An entity is a company that buys in your workspace. Your workspace starts with one, named after it. If you buy for several companies, workspace admins add the others under Settings → Entities.

• Each entity has its own details: name, legal name, address, tax number, phone and email. A PO prints the details of the entity its request was raised for. Your workspace’s first entity uses the company details in Settings → Workspace for anything left blank; other entities print only their own, so one company’s tax number never appears on another company’s PO.
• Who can use a new entity. Admins and super users can raise requests for every entity. Other members only see the entities assigned to them in Members, and adding an entity doesn’t assign anyone: assign the people who buy for it. While a workspace has one entity, people who join are assigned to it automatically.
• Changing details affects POs issued from then on. A PO keeps the details it was approved with, including one that’s waiting for next month’s allowance.
• Retiring an entity stops new requests for it. Requests already raised carry on through approval, and their POs keep their details. You can’t retire your last entity, or one that still has branches (retire or move them first). Restore brings it back, with the members who were assigned to it.

Suppliers, items, GL accounts, projects and branches

Workspace admins keep these lists under Settings → Suppliers and lists: search, add, edit, retire and restore one record at a time. To bring in a whole list, use a CSV import; both check each record with the same rules.

• Codes are unique and fixed. Each record has a code that can’t be changed. To use a different code, retire the record and add a new one. A retired code stays with its old record, so it can be restored but not reused.
• Retired records aren’t offered on new requests. Requests and POs that already use them keep them.
• Branches belong to an entity, and a project can name a branch.

Once-off suppliers

A request can name a supplier that isn’t on your list (a once-off supplier). On that request, a workspace admin can choose Add to supplier list: the supplier’s details are filled in from the request, with a suggested code, so people can pick it on future requests. The request and its PO stay as they are.