Organizations

Package: BASIC

1. General

2. List View

The list view in the Organizations module has the usual functionalities of a list view. For more detailed information, see the section Structure/Layout – List View.

2.1. Actions

In the list view, general actions are available depending on the module. An overview and description of all general actions can be found in the section Actions (List View).

The following module-specific actions are also available:

Action	Prerequisite	Functionality
Create Google Maps Route	none	Creates a Google Maps route based on the selected records – see Actions (List View) – Create Google Maps Route
Retrieve Geodata	none	Retrieves the geodata of the selected records based on the stored address – see Actions (List View) – Retrieve Geodata

3. Detail View

3.1. Fields

The following table describes required fields and fields with non-obvious functions. All other fields are self-explanatory.

Basic Data Block

Field	Description
Organization *	Name of the organization
Member Of	Link to a parent Organization; enables the mapping of corporate or company hierarchies
Email Opt Out	When activated, no automated emails are sent to the organization (affects: customer portal access credentials, trouble ticket communication, emails from automations, support notifications). Direct emails via the Email accounts and Emails modules are still possible.
Newsletter Unsubscribed	When activated, the email address is ignored when adding to a newsletter recipient list (e.g., in the Campaigns module)
Currency	Default currency for billing documents of this organization – see Global Settings – Currencies & Taxes
Language	--none-- Deutsch English Francais Italian Spanish
Created by Lead Conversion	Automatically set to yes when the organization was created via a lead conversion. Not manually editable.
Base Discount	Default discount in percent that is pre-filled in billing documents for this organization
Tax Type	Selection of the tax type (none, Group, Individual) that is automatically transferred to the product block when a record is created in a billing module (e.g., order, invoice) after selecting the organization.
Debtor Number	Debtor number (10,000 – 69,999) from the DATEV number range
Price List	Linked Price List that is automatically applied to billing documents of this organization
Payment Term (Days)	Number of days between the invoice date and due date for automatic invoice creation. When the organization is selected in an invoice, the due date is automatically calculated. The value is also transferred to the Deals, Orders and Contracts modules.

*Required field

Address Block

Bank Details Block

The Bank Details block stores the organization's banking information: Bank Name, Sort Code, Account No., IBAN, BIC.

3.2. Actions

The following actions are available in the detail view:

3.2.1. General Actions

• PDF Export
• Recommend
• Copy
• Delete
• Change Tracking

For detailed information on the actions, see the section Actions (Detail View).

3.2.2. Module-Specific Actions

Action	Prerequisite	Functionality
New Contact	–	Creates a new contact and links it to the organization
New Deal	–	Creates a new deal and links it to the organization
New Task	–	Creates a new task and links it to the organization
New Appointment	–	Creates a new appointment and links it to the organization
New Document	–	Creates a new document and links it to the organization
Show Organization Hierarchy	–	Shows the hierarchy of linked organizations (via Member Of). Note: The displayed hierarchy refers exclusively to the client of the current record. Records of other clients are not taken into account.
New Email	Configured email inbox	Opens the email editor with reference to the organization
Generate QR Code (vCard)	–	Generates a QR code with the organization data as a vCard
New Visit Report	–	Creates a new visit report and links it to the organization
Send SMS	Configured Connect integration	Sends an SMS to a phone number stored in the record

4. Practical Examples

1 – Fully Creating a New Customer and Preparing for Billing

A new company is won as a customer. In the Organizations module, a new record is created and all key master data is maintained – company name, address, phone, email and website. The Debtor Number from the DATEV number range is stored, a Payment Term of 14 days is entered and the appropriate Price List is linked. The Tax Type is set to Group so that it is automatically transferred to the product block when creating billing documents.

Via the New Contact action, the responsible contact person is created directly and linked to the organization. Subsequently, a first sales process is started via New Deal. All future invoices, orders and emails are automatically linked to the organization and can be viewed in the overview at any time.

2 – Mapping a Corporate Structure with Parent and Subsidiaries

A corporate group with a parent company and two subsidiaries is to be mapped in brainX in a structured way. First, the parent company is created as an organization. The two subsidiaries are then recorded as separate organizations and linked to the parent company via the Member Of field.

Via the Show Organization Hierarchy action, the corporate structure can be called up as an overview at any time. Deals, invoices and contacts can be maintained specifically at the respective subsidiary, while the overarching structure remains traceable at all times.

3 – Transferring an Organization's Address Change to Linked Contacts

An organization moves. The address is updated in the organization record. Since several contacts are linked to this organization, brainX automatically asks whether the new address should also be transferred to the linked contacts. After confirmation, all relevant contacts are updated with the new address – without each contact record having to be edited individually.

5. Frequently Asked Questions

What is the difference between the Organizations module and the Suppliers module?

The Organizations module is intended for customers, prospects and partners. The Vendors module maps companies that deliver goods or services. Only records from the Vendors module can be linked to incoming invoices and purchase orders. An organization therefore cannot be used directly as a supplier.

What is the "Member Of" field used for?

The Member Of field enables the mapping of corporate or company hierarchies. A subsidiary is linked to the superordinate parent company via this field. The resulting structure can be visualized via the Show Organization Hierarchy action.

What does the "Email Opt Out" toggle do for an organization?

When activated, no automated emails are sent to the organization – this affects customer portal access credentials, ticket communication, emails from automations and support notifications. Direct emails via the Email accounts and Emails modules are still possible.

Which fields are automatically transferred to billing documents when I select an organization?

When selecting an organization in a billing module, the following values are automatically transferred: Currency, Tax Type, Price List, Base Discount, Language and Payment Term (Days). The payment term value is also transferred to the Deals, Orders and Contracts modules.

Is the address automatically transferred to linked contacts when I change an organization's address?

Not automatically – brainX asks when saving the changed address whether the new address should also be transferred to the linked contacts. The transfer only takes place after explicit confirmation.

Can I create a visit report directly from an organization?

Yes. Via the module-specific action New Visit Report in the detail view of the organization, a new visit report is created directly and linked to the organization.