Creating a New Organization

Each organization owns its own consolidated multi-company general ledger, which is commonly referred to as the “GL.” The GL allows revenue to be shared between companies within the same organization unit. When creating an organizational structure, the following general characteristics of the Personify organizational hierarchy are important:

· Multiple organizations can operate against the same customer table.

· Organizations own a consolidated multi-company general ledger. Separate organization units can be defined within an organization.

· Each organization unit owns its own products and orders and one or more financial companies within the overall organization.

· Each organization, organization unit, and company will maintain specific defaults, parameters, and system accounts that must be defined prior to using the application.

· Each organization unit owns its own e-Business site.

Creating an organization includes the following:

· Entering basic organization and GL setup information (see below)

· Defining the organization units

· Defining the segment structure

· Defining financial companies within the organization unit

· Defining GL accounts within the financial company and adding GL accounts via the upload process

You can have multiple GL formats within a single organization by leaving the following fields blank:

· Fixed GL Account Length

· GL Account Length

· Validate GL Segment

· GL Account Separator

Because of the financial ramifications of this approach, it is important that all aspects of this setup be reviewed with your TMA Resources Business Consultant to ensure proper outcomes.

To access the Organization Maintenance screen:

1. Select System Admin > Organization Structure > Create New Organization from the toolbar.

2. Click Create a New Organization.
The Organization Maintenance screen displays, as shown below.

The information reflected for the setup values should be found within your Personify Discovery Workbook. Accounting information is discussed in detail during your financial orientation session.

3. Enter the Organization code.

4. Enter the Organization Name.

5. If applicable, select the Country from the drop-down.

6. Select the Tax Calc Level from the drop-down.

7. If applicable, select the Default Credit Terms from the drop-down.

8. Select the GL Close Date from the drop-down.

9. Select the Accounting Method from the drop-down.

10. Enter the Fiscal Year End.

11. Select the Currency from the drop-down.

12. Enter the GL Account Length.

13. Enter the GL Account Separator.

14. Select the checkboxes that apply:

a. Fixed GL Account Length

b. Validate GL Segment

15. Click Save.

Screen Element	Description
Organization	Text box. Free-form text field to reflect your organization code.
Organization Name	Text box. Free-form text field to reflect your organization’s name.
1 -- Basic Organization Setup
Country	Drop-down. The country in which the organization is located. The default is United States.
Tax Calc Level	Drop-down. If your organization assesses tax, this field defines at which level this calculation should occur.
Default Credit Terms	Drop-down. The default terms of the credit. This is used to populate the due date of any order. For example, 30 days or 10 days.
GL Close Date	Drop-down. The last date on which the GL was closed for the organization. Typically, the GL is closed once a month. No transactions can be posted into the closed period.
2 -- Basic GL Setup
Accounting Method	Drop-down. The method of accounting used for the company. Personify is an accrual-based accounting system, which means revenue is recognized only when services are rendered.
Fiscal Year End	Text box. The month of the fiscal year. For example, if your fiscal year ends in June, enter 6 in this field. This number is used for reports that need to calculate amounts based on fiscal years, such as the Revenue Recognition report which determines deferred revenue for the current fiscal year and future fiscal years.
Currency	Drop-down. The type of currency used for the organization.
Fixed GL Account Length	Checkbox. When checked, indicates the GL account length entered is the fixed length.
GL Account Length	Text box. Personify enforces all GL accounts to be this length. This value is only needed if the Fixed GL Account Length checkbox is checked.
Validate GL Segment	Checkbox. When selected, indicates the user must define all segments of the GL account number prior to using them for defining the GL accounts.
GL Account Separator	Text box. Enter the character that is used as a segment separator.