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External Organisation

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This function is used to define and maintain data for all external organisations your company has business dealings with.  These can include your customers, suppliers, banks and other.


Since the function provides for an organisation to be either a supplier or a customer, or both, only one record per organisation needs to be created.


The values specified for vat, trade, settlement, inspection and freight terms, as well as contractual currency and billing/shipping address, are applied as defaults when creating either purchase or customer orders, but can be changed on such orders if not applicable for the specific contracts in question.


INQUIRE: The user must have a security profile linked to the function External Organisation with an access allowed of Inquire.


On this tab the following fields can be viewed:


hmtoggle_plus1Add New Organisation

If an organization was selected, and you want to add a new organization you have two options:


Firstly you can simply add the new organizations name en change the fields you want before clicking add.  Secondly you can click ADD NEW ORGANISATION and most of the important   fields will be cleared so that you can add the new organization. The first method aids easier data capturing but with the risk of adding data that actually belongs to another organization.

hmtoggle_plus1Organisation Code

When doing an inquiry on an existing organisation name, this field displays the organisation code of the selected organisation name.


When you add a new Organisation Name, you must also enter an organisation code. The length must be between 1 and 20 characters (mandatory).

hmtoggle_plus1Organisation Name

It is populated with the name, organisation code, trading status debtors and trading status creditors from the External Organisation table.


The number of characters to be entered before the list is shown is governed by the value of "populate length" (mandatory).


The length must be between 3 and 70 characters.