Edit Company Details

Only the general company information can be updated on this page. Additional information such as company documents, comments, properties and regions are modified directly on the Company Details page.

The Edit Company Details page allows you to set one additional parameter—the Auto-Create Visit flag. This flag is used to set up Visitor Work Order Integration for this company. For more information, see Visitor Work Order Integration.

To edit company details:

1. Locate the company you want to edit and open the Company Details page.

2. Click the Edit Company Details link displayed above the company information.

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. In the Auto-Create Visit field, select Yes to utilize visitor work order integration for this company.

    If you select Yes, a visit will be created whenever a work order is assigned to a user associated with this company. For more information, see Visitor Work Order Integration.

33. Click UPDATE.

If you created a company in error, you can delete it from the system. You cannot delete a company if:

• The company has documents attached to it. You must first delete any company documents before you can delete the company.

• The company has properties or regions associated with it. You must first delete these associations before you can delete the company.

• The company has comments written about it. You must first delete the comments before you can delete the company.

• The company is the assigned company for any user accounts. This system will display an error message indicating which user is associated with the account. You must assign the user to a different company before the company can be deleted.

Once all associations with the company have been removed, you can delete it by following these steps:

1. Locate the company you want to delete and open the Company Details page.

2. Click the Edit Company Details link displayed above the company information.

3. Click the Delete this Company link.

   A dialog box opens asking you to confirm your choice.

4. Click OK.

   If there are any errors that prevent you from deleting the company (such as attached documents or user accounts associated with this company) an error message will appear indicating why the company could not be deleted.