Organisation structure

This screen holds the shape of the business underneath your sites — companies, business units, cost centres, departments and projects — which decides where maintenance cost is booked and reported. Open it from Administration → Organisation structure. It is separate from the location tree: that is geography, this is the business. The Sites link at the top goes to the sites register.

The stat strip counts companies, business units, cost centres and departments. A single-site operation can leave most of this alone; a group running several legal entities in different currencies needs it, because it is what makes cost roll up correctly. Who can change this. Companies, business units, cost centres and departments need Add configuration entries and Edit configuration entries. Projects and their tasks need Create projects and Edit projects.

Companies and business units

The spine sites and departments hang from, shown as one tree because a business unit always belongs to a company. Each company shows its currency and how many sites sit under it; each business unit shows its sites. Company and Business unit add one of each; click a row to edit it. A business unit cannot be added until a company exists.

Company field	What it means	Notes
Code	What a spreadsheet import matches on	Made from the name if empty; unique in your organisation
Name	What the company is called day to day	Required
Legal name	The registered name, where it differs	The one that belongs on a contract
Country	Where it is incorporated	Decides which depreciation country packs are offered
Tax identifier	GSTIN, VAT number or local equivalent
Functional currency	The currency the company reports in	Costs in other currencies are converted to it using the rates under currency
Active	Whether it is offered

Business unit field	What it means	Notes
Code	What an import matches on	Made from the name if empty
Name	What the division or region is called	Required
Company	The legal entity it belongs to	Required
Inside	The unit above this one	Empty for a top-level division
Active	Whether it is offered

A role can be granted a whole business unit on Access, which reaches every site in it and in the units inside it. So moving a unit under another parent, or a site to another unit, can take sites out of somebody’s reach. Where it would, the unit’s form — and the site’s own edit form — says how many people reach those sites only through a grant on a unit above, before you save.

Cost centres

Where cost is booked. The list shows Cost centre (name and code), Business unit, Bookings go to (the project and task a booking for somebody in this cost centre is charged to) and how many Departments report into it. Add opens the form; click a row to edit it.

Field	What it means	Notes
Code	What an import matches on	Made from the name if empty
Name	What finance calls the cost centre	Required
Company	The legal entity it belongs to
Business unit	The part of the business it reports into
Project	The project a booking for somebody in this cost centre is charged to, when nobody chose who pays	Leave empty and such a booking is charged to nobody
Task	Which of that project’s tasks carries it
Active	Whether it is offered

Departments

Who owns equipment operationally. Each row shows the department, its cost centre, and how many staff and assets it has. Add opens the form; click a department to edit it.

Field	What it means	Notes
Name	What the department is called	Required
Manager	Who signs off spending on what the department owns	Spending approvals over its assets go here
Maintenance manager	Who is accountable for keeping its assets running	Approvals over its assets go here, and a notification about an asset with no custodian reaches one of these two
Business unit	Which part of the business it sits in
Cost centre	The default cost centre for work it raises	Where the maintenance cost of every asset it owns lands
Active	Whether it is offered

Projects

What work and spend is grouped under when a cost centre is too coarse — a shutdown, a plant expansion, a customer job. A project can be charged for a booking, and capital spend accumulates against one until it is put on the books — see depreciation.

Column	What it shows
Name	The project and its description
Number	The project number, which opens the project page
Status	planned, active, on hold, completed or cancelled
Runs	Start and end dates, or no dates
Budget	The budget
Billable	billable where cost is recharged
In use	Whether it is active

Field	What it means	Notes
Project number	Issued when the project is saved	From the series under numbering. Set once — bookings and reports quote it
Name	What the people working on it call it	Required
Description	What the project is
Parent project	The programme it sits under
Business unit	Which part of the business owns it
Cost centre	Where its cost lands by default	Also the cost centre every task is charged to
Department	Which department runs it
Site	The site it is at	Also decides who can see it
Customer	Who the work is for, where it is for somebody outside	Empty for internal work. From customers
Billable	Cost booked against it is recharged	Off by default
Starts on / Ends on	When it runs	Leave the end empty while it is not fixed
Budget	The budget, with its currency
Status	Planned, Active, On hold, Completed or Cancelled	Defaults to Planned
Manager	Who is accountable for it
Active	Whether it can be charged

The project page

Click a project number to open its page. The header shows the number, name, status, billable or internal, its code and an Edit button. Projects returns to the list.

Tab	What it shows
Tasks	The project’s tasks, with Number, Task, Runs, Assignee, Billable (marked unlike the project where it differs) and State (open or closed). Every task is charged to the project’s cost centre
Overview	The project: number, code, description, runs, cost centre, site and budget
Bookings	Bookings charged here, with Booking, When, Booked for and Status

Add a task opens the task form:

Field	What it means	Notes
Task number	What the project calls the task — 1.2, SCAF-01	Required; unique within the project
Name	What the task is, in the words of the people doing it	Required
Starts on / Ends on	When it runs	Leave the end empty while it is not fixed
Assignee	Who is running the task
Billable	Yes, No or Not known	Starts as the project says. Change it for an internal task on a billed project, or the reverse
Active	Whether bookings can be charged to it

Location types

The other configuration a site links out to — the vocabulary its location tree is built from.

Setting up

Configuration