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Official Account Organizations

Adding an Organization

Deleting an Organization

Official Account Organizations

Once you associate the account number to an organization, they are tied together in cairs.net. An account number can be associated to multiple organizations. Within this button, you are associating the different organizations to the account number.

There are a couple of things that you need to be aware of when dealing with the account/organization association:

1.   When associating the organizations, remember that the child organizations do not inherit the association of their parents. You need to associate all levels to account.

2.   If you assign an account, number directly to the organization within Directory/Organizations, that overrides all selections made within this window. To ensure that there is no account number associated to an organization, access: Directory/Organization Organizations  access the organization to view the associated account number, if applicable.

3.   If you are going to associate multiple organizations to an account, you need to set the Filter Organization By Account System Setting to False.

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Adding an Organization

1.     Click the Accounting menu.

2.     Within the Navigation pane, click Accounts, then Official Accounts.

3.     Depending on the amount of records within your database, the list may not readily populate, to populate the list perform one of the following actions:

·         Within the search box, type any portion of the record, this could be the account number, organization name, site name, etc. and then click the magnifying glass.

·         Click the Show All button.

4.   The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.

5.   Within the Show ribbon group, click the Organizations button. The screen display two panes of information; the top pane displays the organization associated to the account. The lower pane displays the complete list of organizations currently established within your database.

6.   Within the Search Organization (lower pane), there are 6 columns of information:

·         Organization Name – displays the lowest level of the organization tree.

·         Organization Path – displays the complete path to the organization name. Each level is separated by >.

·         Account Number – displays the account number associated to the organization name.

·         TCO – displays the TCO Group associated to the organization

·         Organization Code – displays the organization code

·         Organization Abbreviation – displays the organization abbreviation

7.   To add an organization to an account, find the name within the list and double-click the row. The organization name displays in the Selected Organizations pane. The lowest level of the organization is listed first, after the two ~~ the complete path to the organization is displayed, each level is separated by a >.

! You can search for an organization within the Search Organization pane by typing in the name or portion of the name within the Search text box, once entered click the magnifying glass. Any record with the search characteristics displays within the pane.

8.   Within the Actions ribbon group, click Save (to save and stay) to continue adding information to the account, or click Save & Close (to save and exit) to return to the Accounts list.

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Deleting an Organization

1.     Click the Accounting menu.

2.     Within the Navigation pane, click Accounts, then Official Accounts.

3.     Depending on the amount of records within your database, the list may not readily populate, to populate the list perform one of the following actions:

·         Within the search box, type any portion of the record, this could be the account number, organization name, site name, etc. and then click the magnifying glass.

·         Click the Show All button.

4.   The Accounts list opens, displaying the account matching your search criteria. Double-click the account. The Accounts window opens.

5.   Within the Show ribbon group, click the Organizations button.

6.   Within the Selected Organizations pane, right-click the Organization to delete. A small pop-up menu opens. Click Delete.

7.   Once you click Delete, a message box displays verifying that you really want to delete the Organization. Click Yes within the box to continue or No to cancel the operation.  Once selected, cairs.net draws a line through the name allowing you to delete multiple items at once.

8.   If you do not want to delete the Organization, right-click the record to access a pop-up menu, and click Undelete.

9.   Once you select Undelete, a message box displays verifying that you really want to undelete the selection. Click Yes within the box to continue or No to cancel the operation.

10. Within the Actions ribbon group, click Save (to save and stay) to continue working with accounts, or click Save & Close (to save and exit) to return to the Accounts list.

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