Multi-company configuration in OpenERP 6.0

Lately, I have received some emails asking us if the multi-company in OpenERP 6.0 works and if so, how to configure it.

We have a couple of clients that will start up in January with a multi-company and due to the tests we have carried out, in principle, it works and is usable. Now … you have to take into account some things and follow a strict guide for its configuration. They also ask us exactly what it consists of and when it is the best option to put a multi-company database or an independent database for each company. Regarding the latter, I give you the keys to make the decision.

  1. Everything is done in a single database so later it is easier to get global reports taking data from all the companies.
  2. The customer / supplier table and the product table can be “shared” by all companies.
  3. You can specify that a customer / supplier or a specific product is only visible and used by a single company
  4. A customer / supplier or product is not allowed to be assigned to more than one company. That is, it will be visible to all or only one by default. If we play with the configuration of parent and child companies, you can make a customer / product visible on the parent and all of its children for example.
  5. Each company has its users.
  6. The operational data of one company is not seen by the other, if it is not allowed. That is, a user who has access to orders, delivery notes, invoices from a company, will not see by default those of another company.
  7. You can define a superuser of a “parent” company that sees all of all companies. This parent company is only valid to display joint data of all but it is not valid to operate, that is, to create orders, invoices and others … This “parent” company does not exist legally, it is only a fictitious company, which is used to configure the masters of all the rest of the companies and to see global reports of all.
  8. Each company can have its own prices for “shared” products, its taxes, its own table of ledgers. Each “shared” client will also have its own accounting account in each company.
    That is, a user who enters to see a product in company A will see a price and a user who enters to see the same product in company B will see another price (if they have a different price). The same happens when you see a customer.
  9. Each company also has its own warehouses.
  10. Sure, I leave many other things but basically this can give you an idea of ​​whether to put a multi-company or make each company in an independent database.

Here is a list of the tasks that must be carried out to configure a multi-company in OpenERP 6.0

  • Create the new company in administration / companies. This creates the customer associated with the company. Complete the basic data of each one, including logo and basic data for reports, currency … etc.
  • Complete addresses, offices and customer contacts associated with each company.
  • In accounting / configuration / financial configuration / run financial configuration wizard for new company. Following the data in the wizard, create the new financial configuration, taking into account having previously installed the localization modules for each country.
  • So far, the most basic … Interestingly, when we install a mono-company, the base system loads us with a series of configuration data that is not included when we create a new company. Among them:
    • Sales: Create the sales store / s for each company
    • Warehouse: Create the location / s and warehouse / s of each company.
    • Users: Create users for each company
    • Sequences: You have to manually duplicate all the sequences of the “sample” company, creating and associating at least the same ones for each company. Be careful with the names, as we will later use these sequences to be associated with the accounting journals. If we do not mark each country / company with a tag or a different name, then it will be difficult for us to associate the correct sequence.
    • Journals: As with sequences, many of the journals must be created manually. Some are already created during the financial setup wizard, but some are not. Be careful when assigning the sequences. Take in each newspaper associated with each country / company, the ones that correspond. If not, it will give errors when operating. In Spain, for both multi-company and mono-company, it is required to install nan_account_invoice_sequence. In the purchase, sale, and invoice return journals, assign the correct invoice sequence to each type of journal.
  • Currency Settings:
    • If we require, in addition to a multi-company, that it be multi-currency, it will be necessary to establish a currency base for each company. That is, in Spain the monetary base will be the Euro but in the USA it will be the dollar. Therefore, we must configure each currency with its own base for each company. All other currencies will be calculated as currency with respect to this base.
    • It is recommended to install the currency_rate_update module. It allows openERP to connect to a Webservice for automatic updating of currency changes. It can be executed manually or a periodicity can be established for its execution, unattended.
  • Rate configuration:
    • Be careful here. Sales and purchase rates must be created for each company. Each Base rate must be assigned the base currency of said company.
    • Rates can be set in a currency other than that of the company, based on the base rate, in such a way that the currency in which it is bought or sold will be displayed, throughout the cycle until the invoice. However, when making the accounting entry of the purchase or sale invoice, it will convert to the base currency in the accounting entry and mark the amount in currency. Also be careful here with the base currency established in the journal in which the entry is made. It must be the same as that of the company, if we want to count everything in a single currency.
  • Product prices:
    • If you need to set a base price for each product in each country / currency, we recommend installing product_multi_company. This converts the price field into a property field, which allows us to have a base price of the product for each company.

And I think that’s it. With this, we have managed to configure a multi-company database, with the basic elements to function in the management areas (sales, purchases, warehouse, billing and accounting)

Hoping it is of your interest, kind regards:

Ana

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