Introduction
Organization settings in ProdSys allow you to store and manage essential information about your company or any associated organizations. This information includes contact details, addresses, status, industry category, and more. Keeping these settings updated is crucial for smooth business operations, customer communication, and accurate invoicing.
This article provides an overview of how to view and update organization settings in ProdSys.
Purpose of Organization Settings
The primary purpose of organization settings is to maintain accurate and up-to-date information about a company or entity within ProdSys. These settings help ensure that the correct information is used for communication, transactions, and record-keeping.
Accessing the Organization Settings Page
To manage organization settings in ProdSys:
Login: Begin by logging into your ProdSys account using your credentials.
Navigate to Organization Settings: From the main menu, go to
System > Settings > Organization Settings. This will bring up a detailed form containing all the relevant fields about the selected organization or contact.
Link to settings
Key Features of the Organization Settings Page
Organization Type: You can choose whether the contact is a company or a person by selecting the respective radio button.
Customer/Supplier Status: Checkboxes let you categorize the entity as either a customer or supplier, or both. This classification helps with invoicing, purchases, and other business activities. Assigning a Customer and Supplier to the Organization is mandatory.
Basic Information:
Name: The legal name of the organization.
Email: The primary email address for communication.
Phone Numbers: Both work and mobile phone numbers can be stored here for easy access.
Addresses:
Postal Address: The mailing address of the organization.
Invoice Address: The address to which invoices are sent, if different from the postal address.
Delivery Address: Where goods or services are delivered, if different from the postal or invoice address.
Notes Section: A free-text area where you can input additional important information, such as special requirements or codes like toll credit numbers or supplier IDs.
How to Update Organization Information
Edit Fields: Simply click on any field you wish to update, such as email, phone numbers, or addresses.
Upload Logo: You can also upload the company logo for easy visual identification.
Best Practices for Managing Organization Settings
Regular Updates: Ensure that you regularly review and update organization settings to keep contact and address details current.
Consistency Across Contacts: When working with multiple organizations or individuals, maintain consistent naming conventions and data entry practices.
Accurate Categorization: Classify customers and suppliers correctly based on industry, status, and category to streamline reporting and communication.
Conclusion
The Organization Settings feature in ProdSys is a central hub for managing all information about companies, customers, and suppliers that you interact with. By regularly updating these settings, you ensure smooth communication, accurate record-keeping, and efficient business operations. Keep your organization settings organized and complete for the best results in managing your company's relationships.