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multiple sites setup under a single company
Quote from Guest on 30 July 2020, 12:00 amIn Okappy we have multiple sites setup under a single company however when we raise invoices we normally invoice the site directly, not the parent company. This is an issue as Okappy uses the Company Address and not the Site Address when raising an invoice.
In our finance system (Xero) each site is setup individually as a Company however we have not been able to replicate this configuration due to the requirement in Okappy to use the email address as a unique identifier (many of our sites have the same email address in Xero for the overarching site owner).
Is there anyway to configure Okappy to utilise the Site Address as the default Invoice address? Or to get around the requirement for the email address to be unique which would allow us to replicate our Xero configuration in Okappy?
In Okappy we have multiple sites setup under a single company however when we raise invoices we normally invoice the site directly, not the parent company. This is an issue as Okappy uses the Company Address and not the Site Address when raising an invoice.
In our finance system (Xero) each site is setup individually as a Company however we have not been able to replicate this configuration due to the requirement in Okappy to use the email address as a unique identifier (many of our sites have the same email address in Xero for the overarching site owner).
Is there anyway to configure Okappy to utilise the Site Address as the default Invoice address? Or to get around the requirement for the email address to be unique which would allow us to replicate our Xero configuration in Okappy?
Quote from Gerry on 31 July 2020, 7:40 amHi
I think the best way to do it would be to
- Set up the customer on Okappy
- Add the site address to that customer with your reference - in this case 401327, 10 Bowater St, Newcastle
- Raise the job for that customer and site address
- Raise the invoice for that customer but with the relevant site address
- Export the invoice to Xero
- Raise the invoice from either Xero or Okappy with the site address and then send to customer
That will be the easiest option. As you only have a small number of companies (but lots of sites) it would be quick to change on Xero. It would also make more sense from a financial accounting perspective as you'd have the legal entity set up in Xero whilst still allowing you to send the invoices as you need from either Xero or Okappy.
If you didn’t want to change your set up in Xero, then you can set up each site as a company on Okappy using dummy emails. This wouldn’t really cause issues on our side and you’d still be able to email job sheets or invoices from Okappy as the system will also learn who you are sending the emails to.
Hope that makes sense
Thanks
Lauren
Hi
I think the best way to do it would be to
- Set up the customer on Okappy
- Add the site address to that customer with your reference - in this case 401327, 10 Bowater St, Newcastle
- Raise the job for that customer and site address
- Raise the invoice for that customer but with the relevant site address
- Export the invoice to Xero
- Raise the invoice from either Xero or Okappy with the site address and then send to customer
That will be the easiest option. As you only have a small number of companies (but lots of sites) it would be quick to change on Xero. It would also make more sense from a financial accounting perspective as you'd have the legal entity set up in Xero whilst still allowing you to send the invoices as you need from either Xero or Okappy.
If you didn’t want to change your set up in Xero, then you can set up each site as a company on Okappy using dummy emails. This wouldn’t really cause issues on our side and you’d still be able to email job sheets or invoices from Okappy as the system will also learn who you are sending the emails to.
Hope that makes sense
Thanks
Lauren