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Companies that manage individual business units can take advantage of Soft1 Business Units module, in order to evaluate each unit separately, set specific goals and strategies, and get financial results (positive or/and negative) that each one brings to the company as a whole. This module is available throughout Soft1, participating in all the main Entities, as well as in a wide range of Browsers, Jobs, Reports, etc.

Business Units can be distinguished based on e.g. the company's activity areas, the types of items/services the company provides, e.t.c.

Examples of Business units: 

  • IT companies: Software, Hardware, Services, etc.
  • Dairy companies: Milk, Cheese, Yogurt, Ice cream, etc.
  • Clothing industry:  Men's, Women's, Kids', etc

  • Groups of Companies: Telecommunications, Technology Products Distribution, Retail sales, etc.

Find out on the tabs below: the required configuration, the operation in Soft1, and the related jobs/browsers/reports.

In the Parameters menu > Companies > Companies select the Company for which you want to activate the Business Units, and then define:

  • the Departments of your company (optional step),
  • the Business Units, along with the corresponding Department(s) per line.

You can then link all main Soft1 entities with the Business Units (Stock items, Trading parties, Services, Expenses/Revenue, C.R.M. Contacts, Employees, etc.),

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By clicking on the Business Unit hyperlink, throughout Soft1, you can design Hierarchies for your company's Business Units.

In addition, you can manage Financials & Settlements per Business Unit. 

Οptionally you can create Payment terms including Settlement per Business unit.

In the Calculation Method field of the Payment terms select <Per Bus. Unit>. In the grid below specify the Settlement's data for each BU per line. 

When this payment is selected in the document (e.g. a sales document), the Settlement's data are suggested.

Furthermore, the Business unit can be used in Activity Based Costing, as an individual dimension. Find out more on tab → Browsers and Reports

Business Units participate in documents of all modules (Commercial & Financial management, Production, etc.), examples of which you will find out below. 

Commercial management docs

On a new commercial management document (e.g. a Sales invoice), by selecting the Trading party, the Business Unit stated on his card is automatically completed. The Business unit field can then be modified, if necessary.  (On the default Soft1 Sales Documents screen, the "Business unit" field can be found on the "Other data" tab.)

The same Business Unit is also suggested in the line of each item/service you add, also with the option of selecting another BU. 

In this way, you can track, for example, the company's sales turnover per BU. Find out more on tab → Browsers & Reports.

Financial management docs (collections/payments/wire transfers/expenses etc.)

On a new financial management document (e.g. a Collection, a supplier other transaction e.t.c.), by selecting the Trading party, the Business Unit stated on his card is automatically completed. The Business unit field can then be modified, if necessary. (On the default Soft1 Collections/other transactions screen, the "Business unit" field can be found on the "Other data" tab.)

The same Business Unit is also suggested in the line of the document, also with the option of selecting another BU. 

In this way, you can track, for example, the company's expenses per BU. Find out more on tab → Browsers & Reports.

Accounting (GL/CA Trace Analysis - commercial management)

Activate the <Trace> parameter in the GL/CA Accounting Link, to enable matching/linking every document line of the commercial management to the corresponding line of the Accounting article. 

For example, this applies in case of a Sales document that includes 3 lines with stock items of a different BU, all of which update the account 20.01.

The accounting result (debit/credit) is available through the <GL/CA Trace Analysis - commercial management> file

The Business Unit is a dimension available throughout Soft1, that can be used in several basic operations/jobs, such as in sales credit notes, pricing policies rules, cost price calculation, purchase order plans, as well as in employees commissions, e.t.c. Furthermore, it participates in open-item jobs, that concern documents of commercial and financial management. Find out more below. 

Open-item (manual method)

Match commercial & financial management documents, based on the Business Unit, by using the Open-item related job.

For example, match a collection to unpaid sales documents, of the same Customer, that belong to a specific Business Unit. 

  • Specify the BU in the filters, to display on the open-item lines only the documents of the specific BU. 
  • Select the documents you want to match, through the Document field.
  • Close the open-item screen and Save the document. 

Open-item (Unpaid) job

Match multiple documents of the same Business Unit, by using the Open-item (Unpaid) job.

  • Select the job:
    • either from the Trading party's card [Related jobs → Open-item (Unpaid)],
    • or from the Trading parties' Browser, by right-clicking on the Trading party and selecting <Open-item (Unpaid)>.
  •  Select the Doc. Business Unit in the filter, to display the claim creation & coverage documents of the specific BU.
  • Select the coverage document(s), e.g. the collection document you posted for the Customer.
  • Select the claim creation document(s), e.g. the invoice registered for the Customer.
  • Click on Match to match the selected documents.
  • Click on Save. (All matched/cleared documents per BU will appear from then on as Posted, to the lines of the <All entries> grid).


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Through the Open-item (Unpaid) job you can view all the unpaid documents of the trading party and match multiple debit - credit documents, regardless of the Business unit. 

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The Doc. Business Unit filter shows all coverage/claim creation documents of the selected BU. Therefore, it is mandatory to state the BU on the collection/payment documents as well.

View the matching results on the cash transaction documents (through the Open-item related job), as well as via the <Statement> report (Trading parties report).

FIFO Open-Item Calculation

Match documents of the same Business Unit automatically, via the FiFo (First In First Out) method, by using the FIFO Open-Item Calculation job.

  • Select the job through the Jobs Menu → Commercial Management → Trading Parties.
  • Fill in the filters and select the Doc. Business Unit, to match documents of the same Business Unit.
  • Run the job and view the matching results on the cash transaction documents (through the Open-item related job), as well as via the <Statement> report (Trading parties report).

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  1. By selecting the Doc. Business Unit, the matching process takes into account the Business Units stated both to commercial and cash documents. Therefore, it is mandatory to state the BU on the collection/payment documents as well.
  2. The Settlement Business Unit filter is for matching documents per business unit of settlement line.  (More info here: Financials & Settlements per Business Unit.)

Cost price calculation

Business units participate as filters in the Cost price Calculation job, found in Stock management (Cost prices).

Browsers

In Soft1 Browsers, by adding the appropriate filters/columns, applying the necessary grouping and using tools (such as Graph display), you can track data per Business unit throughout Soft1 (Commercial Management, Services, Production, Financial Management, CRM, HR & Payroll). Find out below examples of Browsers per BU.

Reports 

In Soft1 you will find numerous default Soft1 Reports related to the Business Units, in all modules. Furthermore, you may design your own Reports, in order to include the BU dimension. Find out below some indicative examples of default reports, as well as how to properly design a custom report in Soft1. 

Customer Analysis

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Unpaid Documents


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Statement

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You will also find the following BU-related Statements: 

  • Statement in Transaction Currency.
  • Statement with Cheques Analysis.
  • Statement for Branches.
Trial Balance - Analytical

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Transactions Trial Balance

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Sales Overview - Comparative analysis

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You will also find available the Purchases Overview - Comparative analysis report.

Sales Year Overview

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You will also find available the Purchases Year Overview report.

How to design a custom Report

Add the Business units to the filters and/or columns of Soft1 reports (e.g. the Employees List:  H.R. & Payroll > Payroll > Reports/Printouts > Browse ) to view results based on this dimension.