Create Company

The Create Company page allows you to create a company representing any type of business that you want to manage in the system. For example, you can set up companies for vendors that supply you, contractors that do work at your property, tenants that lease space in a property, or you can set up a company for your own employees. Every user that logs on to the system must be associated with a company.

When you create a company, you define it by entering basic information, such as the company name, address, and phone number. Once created, you can define additional detailed information on the Company Details page. These details allow you to store and manage documents (leases, contracts, or certificates of insurance), add comments and ratings about the company, and associate the company with properties or regions.

Before you create a company, consideration should be given to how the company will be used in the system. For example, if you are entering an office supplies vendor, do you want to add a single company for the corporate headquarters or a separate company for each regional outlet? If a tenant in your building occupies multiple spaces, should it be entered as a single company or separate companies for each space? The right answer will depend on many factors such as how billing/invoices are handled, how leases and other documents are written, or whether there's a need to share information.

To create a company:

1. Access the Company module by clicking the Company link at the top of the page.

2. Select the Create Company tab.

3. In the Company Name field, enter a name for the company.

4. In the Company Type field, select one of the following company types:

   • Association – companies that represent to a tenant association such as a condominium or townhouse association
   • Occupant or Other– companies that represent tenants within a property
   • Primary Service Provider – companies that provide a service to a property, such as vendors and contractors
   • Property Manager – companies that are concerned with managing the property

5. In the Company Category field, select a category to classify the company.

   Categories are customized for each installation and may include things such as Architects, Carpentry, or Security Consultants.

6. In the Secondary Category field, select an additional category if one applies.

   The values in this drop-down menu are the same as those in the Company Category drop-down menu. This allows you to select an additional category when more than one applies, for example, if a company handles both landscaping and exterior lighting.

7. In the Company Description field, enter a description of the company.

8. Specify the company's address by entering values in the Address 1, Address 2, Address 3, and City fields.

9. Define the State/Province - Country by selecting a value from the list.

   If the required state, province, or country is not displayed, click the search icon to open a dialog box and select a different country.

10. In the Zip/Postal Code field, enter the zip code or postal code for this location.

11. Specify a remittance address for billing purposes by entering values in the Remittance Address 1, Remittance Address 2, Remittance Address 3, and Remittance City fields.

    These fields allow you to associate a billing address with the company that is different from the physical address.

12. Define the Remittance State/Province - Country by selecting a value from the list.

    If the required state, province, or country is not displayed, click the search icon to open a dialog box and select a different country.

13. In the Remittance Zip/Postal Code field, enter the zip code or postal code for this location.

14. In the Primary Contact field, enter the name of the person who serves as the main contact for this company.

    This person need not be a system user.

15. Enter all the required phone numbers in the Phone, Emergency Phone, Pager, Mobile Phone, and Fax fields.

16. In the Company Email field, enter the primary contact email address, for example, the email address of the primary contact, or an email address used for general company correspondence.

17. In the Web Site field, enter the address of the company's web site.

    Once saved, this value will appear as a link to the web site on the Company Details page.

18. In the Taxpayer ID field, enter any federal or local tax ID you want to store.

19. In the Vendor field, select Yes to indicate that the company represents a vendor.

    If this flag is set to Yes, users can add company comments and rate their experiences with this vendor. In addition, the system allows you to search for and run reports based on the value of this flag.

20. In the Vendor Code and Vendor Code 2 fields, enter any vendor codes that you want to store.

21. In the External Company ID field, enter any external ID you want to store.

    This value is often used when interfacing with a third-party system.

22. In the SIC Code field, enter the Standard Industry Classification code that indicates the primary type of business of the company.

23. In the Allow Time Cards field, select Yes to allow employees from this company to enter time card information using the Time Card module.

    Individual users must have the appropriate security rights to access the Time Card module. For more information, contact your system administrator.

24. In the Minority Owned, Preferred Vendor, and Woman Owned fields, select Yes to flag the company with any of these designations.

    The system allows you to search for and run reports based on the value of these flags.

25. In the Contract Type field, select a value representing the type of work contract this company uses to perform work, for example, fixed-bid or hourly.

26. In the Supplier field, select Yes to indicate that the company is a supplier of goods or services.

27. In the Comments field, enter any additional comments or information you want to store about the company's contract.

28. In the Risk Rating field, enter a value indicating a rating of the risk associated with doing business with this company.

29. In the Type of Access field, select a value to indicate whether supervised or unsupervised access to properties is allowed by personnel from this company.

30. In the Authorized to Use Subcontractors field, select Yes to indicate that this company has been authorized to subcontract work to other companies.

31. In the W-9 on File field, select a value indicating whether this company has provided its business tax identification number.

32. In the Payment Terms field, select a value indicating the default payment terms used on purchase orders where this company is selected as the vendor.

33. In the Shipping Method field, select a value indicating the default shipping method used on purchase orders where this company is selected as the vendor.

34. In the FOB field, select a value indicating the default freight terms used on purchase orders where this company is selected as the vendor.

35. In the Utility field, select Yes if this company is a utility provider.

    This drop-down menu is only displayed if the Utility module is enabled.

36. In the Preferred Currency field, select a value indicating the preferred type of currency for this company.

37. In the Status field, select a value to indicate whether this company is active or inactive.

    Inactive companies are not included in search results or reports.

    Changing the status of a company to Inactive does not stop auto email notifications set up for documents associated with the company from being sent. You must manually remove the email notifications if you inactivate the company on the Edit Document Details page by selecting the Remove check box and clicking UPDATE.

32. Click OK.

    The company is added and the Company Details page opens allowing company details to be defined.

Other Options

The Create Company page provides the following convenient links to other pages.

• Find Company – Opens the Find Company page allowing you to search for a company.
• Create Account – Opens the Add Account page in a separate window allowing you to create a Property Account.