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In \lsmb, a "Contact" is either a person, a company or a robot.
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The person, company or robot has a uniquely corresponding entity, where it is assigned an \texttt{entity\_class} such as Vendor, Customer, Employee, Robot. This class is a marker only. It has no bearing on what the Contact is able to do, so, for example, a Contact marked as "Employee" can also act as a vendor who we purchase from and a customer who we sell things to.
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The entity may be further extended such that it becomes:
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A \lsmb user, by linking with the users table. The schema allows the Contact to link with multiple \lsmb users (so a person may have one username they use for general accounting and another they use for administrative functions), though the UI does not currently support this. A user belongs only to a single Contact entity.
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An employee, by linking with \texttt{entity\_employee}. This is a 1:1 relationship. Table \texttt{entity\_employee} is used to extend the entity. Note that employee has start and end dates, but there is no provision for multiple employments, such as when an employee leaves and is later re-employed by the company.
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The Contact entity may have multiple \texttt{entity\_credit\_accounts} associated, which can be classed as either "Vendor or "Customer". These do affect what a Contact is able to do. For example, to act as a vendor who we purchase from, the Contact must have an \texttt{entity\_credit\_account} of class "Vendor". For us to be able to raise a sales invoice to the Contact, it must have an \newline\texttt{entity\_credit\_account} of class "Customer".
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A Contact may have multiple \texttt{entity\_credit\_accounts} of each class, for example it may have multiple "Customer" accounts corresponding with different divisions of a single company to be invoiced separately.
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The \texttt{entity\_credit\_account} may optionally be assigned a business type.
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A Contact may be known by multiple names through the \texttt{entity\_other\_name} table, though this is not yet supported in the UI.
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Multiple notes, locations (being addresses) or contact elements (being a single telephone number, e-mail address, social media handle or similar) may be associated with either the overall Contact, or individual \texttt{entity\_credit\_accounts}.
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An summary outline of the related database tables is as follows:
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% We don't use box characters because they are not supported by LaTeXML
To create a company navigate to Main Menu \ma Contacts \ma Add Contact\ma Company Tab.
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To create a company navigate to \menupath{Main Menu \ma Contacts \ma Add Entity\ma Company Tab}.
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The company tab has the following fields:
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\begin{description}
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\item [Control code] Code to uniquely identify this entity. This is usually generated by clicking on \texttt{Generate Control Code} button. It is also generated automatically when clicking the \texttt{Save} button.
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\item [Class] The type of entity; \gls{vendor}\index{vendor}, \gls{customer}\index{customer}, etc. Required, but defaults to a known value so it needs to be checked.
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\item [Name] Legal name of the company. Required.
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\item [Country] Country of incorporation. Required, but defaults to a known value so it needs to be checked.
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\item [Control code] Code to uniquely identify this entity. This is usually generated by clicking on \texttt{Generate Control Code} button. It is also generated automatically when clicking the \texttt{Save} button.\index{control code}
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\item [Name] Legal name of the company. **Required.**
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\item [Country] Country of incorporation. **Required**, but defaults to a known value so it needs to be checked.
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\item [Tax number/SSN] Tax (VAT/Sales tax) number of the company.
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\item [Sales Tax ID] The sales tax reporting number.
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\item [License Number] The company operating license number.
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\end{description}
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The \texttt{Generate Control Code} button generates a new control code upon
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user request when the user is entering a company which isn't yet known
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in the system in any other role.
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in the system.
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The \texttt{Retrieve} button is discussed in \secref{sec-business-processes-customers-to-vendors}.
When a contact of class ``Customer'' or ``Vendor'' has been created,
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accounts of that type can be added. The account entry screen lists the
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When a company has been created then ``Customer'' or ``Vendor''
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Credit Account can be added. The Credit Accounts entry screen lists the
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following fields\footnote{To simplify the interface if they're unused, some fields
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are not shown in case their selection lists are empty}:
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\begin{description}
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\item [Class] Either a \gls{customer} or \gls{vendor}
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\item [Number] Number to identify this account among all other accounts in the company; when left empty, the system will generate one when you click ``Save New''
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\item [Description] Textual representation of the account, usually a name
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\item [Pay To] @@@TODO
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\item [Pay To] If printed checks are used, then this line is the Pay To line on the check
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\item [Starting Date] Date from which the account is valid
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\item [End date] Date until which the account is valid, or empty if there's no known end date
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\item [Threshold] Minimum amount for invoices to be sent out
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\item [Credit limit] Maximum amount of open invoices and orders allowed for the account, see \charef{cha-credit-risk-management}
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\item [Payment Terms] Number of days within which invoices have to be paid
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\item [Discount (conditions)] Percentage discount the account is entitled to when payment is within the given number of days
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\item [Discount (account)] Account used to post discounts as calculated based on discount conditions
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\item [AR] For customers, the Receivables G/L Account used to post created sales invoices on
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\item [AP] For vendors the Payables G/L Account used as default to post received purchase order invoices on
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\item [Account] Account used to post discounts as calculated based on discount conditions
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\item [AR or AP] For customers, the Receivables G/L Account (AR) used to post created sales invoices on. For vendors, the Payables G/L Account (AP) used as default to post received purchase order invoices on. Only one of AP or AR is shown.
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\item [Payment] Which bank account to use when receiving or paying funds
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\item [Currency] The default currency to be used with the \gls{customer} or vendor
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\item [Language] The language parameter is used to select templates for communication with the customer
@@ -108,17 +160,16 @@ \subsection{Creating a customer account}
Generally the only difference between creating a \gls{customer} account and a \gls{vendor} account is the Class and the use of AP or AR G/L accounts. See \secref{subsec-business-processes-customers-creating-account} for setting up a customer account.
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The only difference between creating a \gls{customer} account and a \gls{vendor} account is the Class and the selection of AP or AR G/L accounts. See \secref{subsec-business-processes-customers-creating-account} for setting up a customer account.
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