Company Master
Company Master - User Guide
1. Introduction đ
The Company Master is the foundational configuration of your ERP system. It defines the legal identity of your organization and its various functional units (branches/factories). Accurate setup is critical as these details are used in every financial transaction, invoice, and statutory report generated by the system.
âšī¸
Key Objectives of Company Master:
- Legal Identity: Define Company Name, PAN, and CIN for the entire organization.
- Multi-Unit Structure: Manage multiple branches or units under a single company.
- Statutory Alignment: Link GSTINs and State codes to specific units.
- Document Branding: Manage headers and footers for professional document printing.
2. Structural Breakdown đī¸
The Company Master is structured into two main levels:
A. Main Company Details (Global)
- Company Name: The official registered name of the business.
- Signatory Information: Name and type of the authorized signatory (used in legal documents).
- Statutory IDs:
- PAN No: Permanent Account Number for income tax.
- CIN No: Corporate Identity Number for registrar compliance.
- Operational:
- Shift Hours: Default working hours for the organization.
- Company Email: Primary correspondence email used in automated communications.
B. Unit/Branch Details (Line Level)
- Unit Code: A unique 2-digit identifier (e.g., 01, 02) auto-generated by the system.
- Unit Name: A descriptive name for the branch or factory.
- GSTIN: The 15-digit Goods and Services Tax Identification Number.
- Note: For non-registered units, “URP” (Unregistered Person) can be used.
- Registered Office: A flag to identify the primary legal address of the company.
- Prefix: A single-character code (e.g., ‘A’, ‘B’) used as a prefix for document numbering (Invoices, Vouchers) specific to that unit.
- Address & Contact: Complete physical address and Pincode for the unit.
3. Business Validations & Rules đĄī¸
The system enforces strict rules to ensure legal and operational consistency:
| Field | Rule / Validation |
|---|---|
| Unit Name | Must be unique across all units in the database. |
| GSTIN Format | Must follow the standard 15-digit alphanumeric pattern. |
| State Consistency | The Home State selected must match the first two digits of the GSTIN. |
| Unique GSTIN | Duplicate GSTINs are generally blocked unless “Allow Duplicate GSTIN” is explicitly enabled. |
| Registered Office | Only one unit can be designated as the Registered Office. |
| Prefix | Must be exactly 1 character. This is critical for maintaining consistent document numbering (e.g., A-23-24/0001). |
4. Header & Footer Management đŧī¸
Each unit can have custom branding for its reports:
- Header/Footer Index: Accessible from the Unit Details, this management tool allows you to verify if the necessary image/text files exist for different document types (Invoices, Payslips, Vouchers).
- File Suffix: Headers can be specific to a unit (Suffix = UnitCode) or shared across the company (Suffix = ‘Company’).
- Bulk Sync: The “Insert Header/Footer” utility helps synchronize image records with the physical files in the report directory.
5. Data Integrity & Preventions đ
Due to the critical nature of organizational data, the system implements the following “Safety Locks”:
đĢ Deletion Prevention
- Total Block: Deletion of the Main Company or any Unit is strictly prohibited.
- Rationale: Deleting a unit would orphan thousands of historical records (Vouchers, Invoices, Attendance) linked to that unit’s code, leading to database corruption and audit failure.
- Alternative: If a branch is closed, set its status to Inactive (“Is Active” = No). This prevents new transactions while preserving historical data.
â ī¸ Modification Restrictions
- Unit Code: Once created, the Unit Code is permanent and cannot be changed.
- Audit Trail: Any changes to major company details (PAN, CIN, Name) are logged if the “Enable Audit Trail” feature is active.
- Transaction Lock: If vouchers or transactions exist for a unit, certain structural changes (like the unit’s Prefix or Unit Code) are logically restricted to prevent document numbering conflicts.
6. Reports & Integration đ
The Company Master is integrated into nearly every output of the ERP:
đ Usage in Reports
- Every Document: The Company Name, Address, and GSTIN from the Master are automatically pulled into the header of Vouchers, Invoices, Purchase Orders, and Payslips.
- Statutory Reports: GSTR-1, GSTR-3B, and Income Tax summaries rely entirely on the GSTIN and PAN configured here.
đ Unit-wise Details
- Navigation: Company Master > Unit Details.
- Purpose: Provides a bird’s-eye view of all functional branches, their registration status, and active/inactive counts.
7. Best Practices đĄ
- Prefix Strategy: Assign unique, single-character prefixes to each unit (A, B, C) to easily distinguish between invoices from different branches.
- Registered Office: Ensure the Registered Office address matches your legal registration exactly, as this address appears on official tax invoices.
- Inactive Status: Always mark closed branches as “Inactive” immediately to prevent accidental data entry into the old unit.
- Logo Check: After adding a new unit, immediately use the “Verify Header/Footer” link in Unit Details to ensure your invoices will print with the correct logo.