Once you have completed the Soft1 installation, you should define the company you will be working on.

The Companies Management (as legal entities) is performed from the Parameters Menu > Companies.

At Soft1, there is a Default Company (template model), which includes a ready-made configuration model allowing the user to start working promptly, for example creating/ posting Documents. You may, either use the Default Company, by filling in the company data or create a New Company (recommended), that is, a copy of the Default one. See below how to create a New Company at Soft1.

The data included in a Company profile card and the way they are connected to Soft1 daily actions/ processes are displayed in detail in the following tabs: 







General data
The General Data tab consists of information/ data, which are required for identification, communication, tax info (e.g. VAT Status (link)), etc. Fields containing information such as address, Tel no, Tax Office, currency etc. must be filled in with valid and updated data, since they might be used whenever it is required.

At General Data you may find:

  • Company Data: For example, the Demo Company S.A. activates in the field of Commerce and Production, under the Legal Form of Industrial and Commercial S.A. It has been established in 1/1/15 and it is subject to Category C accounting books (refers to Greek localization).
  • Employer/ Other Data: Mr Matt Jenkins' company uses Euro as accounting books Currency and owns a bank account in Post Bank, without meaning that there might be a second account at another bank.
  • Special data / Decimalsrefer to settings of decimals included in prices, values, quantities and cost prices in Soft1.
  • Address and Contact: valid data should be filled in here.
  • eINVOICE: Data for eINVOICE service, provided that it is used by your company.  
  • Tax data: For instance, the VAT Status, the company is subject to, the VAT Exemption Note, that is, the Special note that explains the reasons a trading party is VAT exempted eg. Tax Location abroad (refers to Greek localization) and Standard Comments.





Register
At the Register tab, the following are included: 

  • Register info. 
  • Taxis username/ password. 
  • S.I.S. & B.A.C. codes.
  • The identification Codes of SEPA payment accounts, which ensure the safe, easy and fast transactions under the European rules and regulations. 



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Before creating the Warehouses, W/H Groups and Branches, it is recommended to login to the preferable company.


From Parameters > Companies, by selecting the login Company at WH/ Branches tab, you can:

  • create the Warehouses of your company,
  • include the Warehouses in specific Groups
  • create the Branches of your company and define which Warehouses, and W/H Groups shall be connected to these Branches.



Warehouses
The Warehouses are, in other words, the storage or/and store of the company branch. To define the Warehouses, you may:

  • either fill in the data on grid lines,  
  • or double-click on the grid to define the data of each warehouse on the pop-up screen. 

Per Warehouse you can select if:

Moreover, you may define storage bins - shelves, to monitor specific storage bins upon distributions, while you can connect to Soft1 Mobile Warehouse (WMS) service, using a PDA device.

Once the Warehouses have been created, you should connect them to branches too. 

The storage bins may also be linked to Stock Items from <Default Warehouses and Storage Bin> tab (Item's profile card).






W/H Groups
You can monitor your Warehouses by including them into W/H Groups.

Each Warehouse may be included in more than one W/H Groups.

The W/H Groups may be included/ used as a filter at Stock Management reports (General Stock Reports, Stock Balance Reports, Official Inventory Accounting Reports).





Branches
To create a Branch, the same procedure of creating a Warehouse must be followed.

To define the Branches, you may:

  • either fill in the data on grid lines, 
  • or double-click on the grid, to define the data on the pop-up screen.

Specifically, fill in the Branche's contact info as well as the tax data, such as:

  • the  Tax Office,
  • the  VAT Status,
  • the Warehouses (you should first create the warehouses and then connect/ link them with the branch),
  • the G/L Accounts or Revenue - Expenses (provided you wish the G/L account, at accounting entries, to be identified per branch).




Your company should be connected with one branch at least, otherwise, you cannot log in to that company. It should be pointed out that upon log in to Soft1, you will be asked to select the Company's Branch you will be working on.

You may set up different Access rights per company/ branch for each Soft1 user.

For each Branch, it is recommended to design/ use different Document Series, thus ensuring fully discrete monitoring of operations being carried out.


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At Business Units tab, you can define/ set the business units monitored by the company, which are connected/ linked to the company's Departments.





The Departments, which are monitored by the company are defined here. They can be used as fields at the following:



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At Cash Accounts & Registers, you can define the physical registers owned by the company, which are directly linked to the Cash Accounts.







At Years tab, you can define the company’s Fiscal Year, that is annual financial/ accounting reporting period and it can be matched with specific Chart of Accounts Schema.

At Soft1, the most recent/ latest Fiscal Year is available in order to directly start working, for example, to login and create/ save Documents.

When the fiscal year changes, you will need to create the next one. See how you can create a new Fiscal Year at Soft1.







At the People tab, fill in their data per occupational category, the same way they will be displayed in official statements (taxation, occupational etc.), for example, Occupational Doctor, Safety Technician etc.