GL - Company Information (SU)
Overview
The TASS.web General Ledger ‘Company Information' program is used to generate a 'Company Record’.
‘Company Records’ are used to:
Define an accounting entity for a school or associated company.
Define a distinct school/company entity for the purposes of student administration and Portal products access (Staff Kiosk, webBook, Parent Lounge and Student Café).
Record user-definable information relating to each company/school. This allows you to set up your own single flag, table referenced, text and date fields. These fields can include triggers that will display in the 'Company Details' screen.
Single-School Setup
You must create at least one 'Company' to operate TASS.web.
Multi-School Setup
If you use TASS.web as an organisation with multiple schools, one option is to use a single 'instance' of the database and to set up each school as a separate 'Company'.
This is commonly referred to as 'Enterprise mode.' In Enterprise mode, one designated 'Source Company' is responsible for maintaining and controlling a set of settings that apply across all other companies in the group that are also enabled for Enterprise mode.
Companies other than the Source Company cannot manage their own settings for areas such as enrolment stages, occupations, user-defined fields, religions, and parent fields. Instead, all of these settings must be managed through the Source Company.
There are other options available for setting up a multi-school environment and these should be discussed in detail with your TASS Project Manager before proceeding.
Schools interested in implementing TASS.web Enterprise mode should contact TASS Professional Services for more information.
Company Tab
Company Details Section
This section will display all companies currently set up in this TASS database to which the user has access.
Companies/schools that are set up to run in Enterprise mode are indicated with an '*' in the column next to the 'Phone' number.
When an alert is active for a company/school a yellow alert icon will be displayed in the '!' column.
For details on how to create alerts, refer to the 'Extended UD Setups Tab' section below.
Adding Companies
This is a chargeable service completed by the TASS Professional Services team.
To add a new company, please contact TASS Professional Services with the following information:
Which modules do you need?
Which existing company do you wish to copy setups from?
What is your preferred timeline, when do you need this completed by?
The team will then review your request and provide you with a quote.
Viewing and Editing Companies
To 'View' or 'Edit' a company, click on the associated link.
The 'Company Details' screen is then displayed.
When satisfied with your entry, click on the 'Update' button to commit your changes to the TASS.web database.
Permanently Disabled Companies Section
This section will display companies that were permanently disabled as part of the version 52 upgrade.
These companies are not able to be edited and will only be visible when the program is accessed using the 'root' user login.
Scheduled tasks will not run in the background for companies that have been permanently disabled.
Company Details Screen
The ‘Company Details’ screen can be accessed by clicking ‘View' or 'Edit' in the Action column of the TASS.web Finance > General Ledger > Setup Information > Company Information program on the 'Company’ tab.
Company Details General Tab
Fields that require further explanation | |
Company Code | Unique code for this company used by the system to maintain uniqueness. Typically, your school would be assigned a company code of '01'. Other companies may be set up where there are entities that are completely separate from the school (e.g. A foundation company). |
Company Logo | This is the logo that is used by report and listing programs in TASS.web, Staff Kiosk, webBook, Parent Lounge and Student Café for this company. For more information, refer to 'School Logo Guidelines'. Use the 'Choose File' button to locate the file that you want to attach as the logo image. It is recommended that your logo is in a Graphics Interchange Format (GIF) and that it be no larger than 900 pixels high by 600 pixels in width. |
Name of School/Company Name | The school or company's trading name. |
Full Name | A detailed name for this school or company. |
School Display Name | The name entered here will be displayed in Parent Lounge and other portals. |
Address Lines 1 and 2 | Physical or mailing address for the school or company. This can be up to 50 characters for each line. |
Town / Suburb | Town or suburb for this company. |
State | State code for this company. |
Postcode | Postcode for this company. |
Country | Country for this company. |
Phone / Fax | Phone/facsimile number for this company. If this field is left blank, the fax number will not print on receipts. |
Country Code | This is the Country Code previously defined in this program (i.e. TASS.web Finance > General Ledger > Setup Information > Company Information) on the 'Country' tab. This is referenced by TASS.web Finance > Accounts Payable > Supplier Information > Suppliers (it determines the operation of the 'Payment Info' Tab). |
Email address | Email address for this company. |
No Reply Email address | This email will be used when system-generated emails are sent. For example, Leave/Other Application notification emails. Enter the email address that will be displayed in the 'From' field of system-generated emails. For example, |
Web Site | You can enter the URL for the school's website here. A subsequent user can then access the site directly from this page by clicking on the magnifying glass/page search icon. |
Map URL | You can use this field as a Google (and other) map reference for your school. A subsequent user can then access this directly from this page by clicking on the magnifying glass/page search icon. |
A.B.N. | Australian Business Number (ABN) assigned to your entity by the Australian Taxation Office (ATO). Must be a valid ABN entered in the format 'NN NNN NNN NNN' (you may append an optional branch number NNN). |
CRICOS Provider Number | This field will print on the parent statement generated through TASS.web Finance > Parent Accounts > Billing Cycle > Parent Statements. |
CRICOS Provider Name | This field is currently used for recording information purposes only |
School Motto | The text entered in this field is printed as the footer on Receipts generated using programs:
|
Company Details Extended UD Tab
Nine extended user-definable data areas are available to record information for each company/school with 50 fields in each area.
Examples of user-definable areas could be:
School Documents.
School History.
Current Year Media Coverage.
Within each of these areas, there are the following types of fields to store information relating to the company/school:
10 x Single character flag fields (0-9, A-Z) which are often used as Yes / No fields.
10 x Table referenced fields (Picklist).
10 x Free form text fields (50 Characters).
10 x Date fields.
10 x Attachment fields for file attachments.
'View' and 'Edit' links are available on each of the extended UD areas.
Company Details Notes Tab
'Company Notes' is used to store any notes of a general nature relating to the company/school.
New notes are entered using the 'Add Note' button in the top right corner of the screen.
The 'View', 'Edit' and 'Delete' links allow you to action existing notes individually.
Notes can also be categorised by the school.
TASS.doc is a feature that allows the operator to attach documents to a note, which can be viewed by all authorised users of the 'Company Notes' screen. The 'Paperclip' icon signifies an attachment.
Attachments can be added to the note by clicking the 'Browse' button and selecting the required file to attach from within the school's network.
Example
An example of using the notes attachment feature could be to attach a scanned copy of the school's insurance policy or registration as an education provider.
You can use the 'Print' button at the top of the screen to produce a PDF, Excel® or Word® file with a range of notes for the company that you are currently accessing.
Company Details Enterprise Tab
The ‘Enterprise’ tab will only be active if the TASS.web instance is multi-company Enterprise enabled.
Enterprise mode is only relevant if your organisation runs multiple schools/companies in a single 'instance' of the database.
Please contact TASS Professional Services if you are interested in TASS.web Enterprise.
Fields that require further explanation | |
Multi-Company Student and Parent numbering - is this the Source company? | Enterprise mode requires a single centralised numbering sequence for parent and student codes across multiple schools. As each student record is added to your 'organisation', regardless of the school he/she is being entered into, the system will allocate the next available student number based on the sequence in this company. This functionality will only work if:
Only one school/company in your organisation can be designated as the 'source'. When Enterprise mode is enabled, TASS Professional Services will set this flag for your designated source company. |
Multi-Company Student and Parent numbering – is this company to be included? | It will only become active if a single company in your organisation has been set up as a 'source' company. Refer to the definition of a 'source' company directly above. By ticking this option, the selected school will be in Enterprise mode. You would leave this box un-ticked if this school/company is to have its own numbering system and is not to be included in the organisation's numbering system. |
Multi-Company Financial Reports - is this the Source Company? | When Enterprise mode is enabled multi-company Income Statement and Balance Sheet are based on the GL setups in the nominated 'source' company. Tick this box, if this is to be the 'source' company. TASS.web Finance > General Ledger > Multi Company Reports > Multi Coy Income Statement allows you to produce a single Income Statement for multiple companies. TASS.web Finance > General Ledger > Listings & Reports > Multi Coy Balance Sheet allows you to produce a single Balance Sheet for multiple companies. Only one company in your organisation can be designated as the 'source'. |
Multi-Company financial reports - is this Company to be included? | It will only become active if another company in your organisation has been set up as a 'source' company. Refer to the definition of a 'source' company directly above. You would leave this box un-ticked if this company is never to be included in the multi-company Income Statement or Balance Sheet. |
School Region | Nominate the region within your group to which this school belongs. This field is available to include when using the 'Print' function on the 'Company Information' screen. |
Diocese/Group School Code | The school code that your Diocese or Group uses to identify this school. This field is for reference only. |
Extended UD Setups Tab
The ‘Extended UD Setups’ tab can be accessed from the Company Information screen in TASS.web Finance > General Ledger > Setup Information > Company Information.
UD (User Definable) fields enable you to create custom fields in your TASS database that may not necessarily be provided with the application.
Nine extended user-definable data areas are available to record information for each company/school with 50 user-definable fields in each area.
Examples of user-definable areas could be:
School Documents.
School History.
Current Year Media Coverage.
To create a new Extended UD data area click on the 'Add EUD Area' button.
Enter a code and a description to identify the Extended UD area. This is the label that the TASS software will display on the 'Extended UD' tab on the company record.
There are then 50 fields available to use within each Extended UD area:
10 x Single character flag fields (0-9, A-Z) which are often used as Yes/No fields.
10 x Table referenced fields (Picklist).
10 x Free form text fields.
10 x Date fields.
10 x Attachment fields for file attachments.
In the 'Table Referenced Fields' collapsible panel, click on the 'Arrow' icon next to each field to enter the options that will be available in the picklists. To enter a new option for that field enter a 'Code' and 'Description' and click the 'Create' button. Use the 'Edit' button to change an existing 'Description'.
Important!
A 'Trigger' field can be created for any field in the following areas:
Flag Fields.
Table Referenced Fields.
Text Fields.
Date Fields.
In a 'Flag Field' (which is often used for Y/N), the trigger would normally be set as a 'Y'. Therefore when a company record has a 'Y' recorded in that field, a yellow alert icon will be displayed in the 'Company Tab'. The warning that is displayed is the field description.
For table referenced fields the trigger will be one of the valid data items within the associated table.
For text fields, the trigger must be an exact match between the text keyed here and the company record.
For date fields, the trigger will be where a date has been entered in that field and that date is equal to or less than the current date.
Note Categories Tab
The ‘Note Categories’ tab can be accessed from the Company Information screen in TASS.web Finance > General Ledger > Setup Information > Company Information.
TASS.web provides a facility for entering and retrieving company/school-related notes. A note category is mandatory for each note entered.
The ‘Note Categories’ tab is used to create and maintain 'Note Categories' for company-related information.
To create a new category click 'New' to add a new 'Code' and 'Note Category' description
Each 'Note Category' requires a unique alphanumeric code up to 3 characters long and a description up to 30 characters long.
Examples of company note categories could be:
General.
Certificates/Registrations.
Financial Related.
Campus Related.
To edit an existing category, highlight the appropriate line and click the 'Edit Selected' button to make description changes or the 'Delete Selected' button to delete the category.
Important!
Categories cannot be deleted after they have been used, and care should be taken when changing the description, as any existing notes entered against the category would be affected by the change.
Country Tab
The ‘Country’ tab can be accessed from the Company Information screen in TASS.web Finance > General Ledger > Setup Information > Company Information.
This tab is where you may set up and maintain:
The country that is required for the 'Country Code' field on the 'Company' tab in this program.
A country record for overseas students. It is mandatory to include the SACC Code for each country.
This is used by TASS.web Student Admin > Student Records > Government Returns > RYPS File Creation to convert the 'Country' field on the parent address for overseas students to a SACC code for inclusion in the RYPS file.
Adding Countries
To add a new country, click the 'New Country' button to display the 'Country Details' screen.
When satisfied with your entry, click on the 'Save' button to commit your changes to the TASS.web database.
Viewing and Editing Countries
To 'View' or 'Edit' a country, click on the associated link.
The 'Country Details' screen is then displayed. This includes the Standard Australian Classification of Countries (SACC) code as assigned by the Australian Bureau of Statistics (ABS).
When satisfied with your entry, click on the 'Update' button to commit your changes to the TASS.web database.
Fields that require further explanation | |
Country Code | Country code used by the system to maintain uniqueness. |
Country Name | Name of the country. |
SACC Code | Standard Australian Classification of Countries (SACC) code. TIP: The system comes preloaded with the 282 different SACC codes defined for each country. |
School Regions Tab
The ‘School Regions’ tab can be accessed from the Company Information screen in TASS.web Finance > General Ledger > Setup Information > Company Information.
This functionality is only available for schools/companies that are running in Enterprise mode.
The regions that are set up here:
Can be used as a classification for schools that are set up in TASS.web Student Admin > Enrolments > Setup Information > Enrolment Setup on the 'Feeder Schools' tab.
Can be used as a classification on the company details record in this program (i.e. TASS.web Finance > General Ledger > Setup Information > Company Information) on the 'Enterprise' tab. It can then be used as a filter when printing a company listing from this program.
Adding Regions
To add a new region, click the 'New School Region' button to display the 'School Region' screen.
When satisfied with your entry, click on the 'Save' button to commit your changes to the TASS.web database.
Viewing and Editing Regions
To 'View' or 'Edit' a region, click on the associated link.
The 'School Region' screen is then displayed.
When satisfied with your entry, click on the 'Save' button to commit your changes to the TASS.web database.
Fields that require further explanation | |
Region Code | A 4 character alpha/numeric field. |
Region Description | Up to 35 characters, e.g. North Brisbane Cluster. |