Create an office in the correct organization and enter its city, address and phone. Then check its active status and the applicable document settings. An office is a workplace for employees; creating it does not replace assigning employee access or preparing operations.
Before you begin
- The organization must already exist and be active.
- Viewing requires permission to access Offices. Creating, editing, archiving and restoring require permission for the corresponding action. If a button is missing, contact an administrator.
- If several working offices are available, select a Workplace first. Check the organization for which you are setting up the office.
- Ordinary changes require working access for the account: an active trial or valid paid access for at least one office. Creating or restoring an office does not itself confirm paid access for that office.
How to create or edit an office
- Open Organization → Offices.
- Click Add office. An empty list offers Add first office. For an existing office, click Edit office in its row.
- In New office or Edit office, check and complete the fields below. When editing, check the office's organization. If the office is already operating, do not use this field to move its documents to another organization on your own.
| Field | What to enter |
|---|---|
| Organization | Select the organization the office belongs to. The list contains organizations you can access. |
| Name | Enter a name employees can recognize. Two offices in the same organization cannot share a name unless one is archived. |
| City | Start typing the name and select a city from the list, checking the region. The city must be in the organization's country. Typing a name without selecting a city is not enough. |
| Address | Enter the full office address. Select a suitable suggestion if one appears; if there are no suggestions, you can enter the address manually. |
| Phone | Choose an available country calling code and enter a valid office phone number. |
| Internal number | Enter an internal number if needed. This field is optional and accepts up to 32 characters. |
Organization, Name, City, Address and Phone are required. Organization details and bank details are edited separately from office information.
City and workplace time
The selected city determines the time zone. You do not need to choose an office time zone separately or change the browser's time settings.
Times on screen depend on the selected workplace, while an operation's calendar date in reports depends on the city of that operation's office. If the office is already operating, agree a city change with the person responsible for accounting: it can also affect how dates are calculated for existing documents and operations.
Active status and the main office
- Keep Active checked if employees should be able to select this office as their workplace. An inactive office stays in the administrator's ordinary list but cannot be selected as a workplace. Clearing this checkbox does not archive the office.
- Main office marks the organization's main office. Selecting another office as the main one removes this status from the previous one. The organization's first office is made the main office automatically.
Document, cash register and scrap settings
Loan ticket numbering
If Loan ticket numbering is shown, enter a Loan ticket series of two uppercase letters, such as “АБ”. Another office in the same organization must not use this series. If you leave the field empty, the system selects a series when it first assigns a number.
Current loan ticket number is the last counter value, from 0 to 999999. At 0, the next number starts at 1. With series “АБ” and a current number of 123, Next loan ticket number displays АБ000124. Viewing the next number does not assign it to a document. Do not reduce the counter below numbers already issued for the selected series.
Purchase and commission agreement numbers for sole proprietors
For an organization registered as a sole proprietor, Individual entrepreneur contract numbering is shown instead of loan ticket numbering: Current purchase agreement number and Current commission agreement number. Values from 0 to 999999 set the last sequence numbers; the next agreement receives the following value. Each sequence is shared by all offices of this organization. A change in one office affects the others, and reducing a counter below numbers already issued is rejected.
KPP, cash register and cash documents
- KPP is optional; if entered, it must contain 9 digits.
- Select the applicable option in Cash register. KKM server is available when the integration is configured and active; otherwise, Offline cash register is available. Selecting KKM for an office does not replace connecting and setting up the cash register device itself.
- Starting cash receipt number and Starting cash expense number set separate starting values for the office's cash receipt orders (PKO) and cash expense orders (RKO). They accept integers from 1 to 999999 and default to 1. Do not confuse these fields with the current loan ticket number or the cash shift number.
Where the office sends scrap
If this office collects scrap itself, check Scrap collector office. Otherwise, select an active office in the same organization under Where this office sends scrap. You cannot select the office itself or an office that does not collect scrap. The organization's first office becomes a scrap collector automatically.
Save and check the result
- Click Create for a new office or Save when editing.
- Wait for the form to close and for the message “Office has been created.” or “Office has been updated.” If an error appears, correct the indicated information in the same form.
- Check the organization, city, address, phone and status in the office row. If needed, reopen editing and check the saved settings and next loan ticket number.
A new office receives the operation settings of the organization's main office, or standard settings if there is no main office yet. Before the first operation, check payment methods, signing and the cash register for the new office. Assign employee access to it separately.
How to archive and restore an office
- Click Archive office in the office row and confirm the action.
- Set Show archived → Yes to view the archive. An office leaves the ordinary list when it is archived, not when Active is cleared.
- To bring it back, click Restore office in the archived row and confirm the action. Then set Show archived → No and check the office in the ordinary list.
You cannot archive the main office, the organization's last active office, or a scrap collector with active offices assigned to send it scrap. Restoration returns the record from the archive but preserves its previous Active setting. It does not pay for office access or grant employees new permissions.
If something goes wrong
- The city is rejected. Select an entry from the directory and check the organization's country. If the required city is missing, contact an administrator; do not select a different city just to save the form.
- The name is already in use. Enter a different name or find the existing office in this organization.
- Phone error. Check the country calling code and full number. If a valid number with an available code is rejected, send the message to the person responsible for system access.
- The series or current number is rejected. Check the two letters, whether the series is already in use, and the last issued value. Do not reset a counter to save other information.
- A scrap collector must be selected. Check the collector checkbox and the selected active office in the same organization.
- Archiving is blocked. Read the reason. To replace the main office, first make another office the main one. For the last active office or linked offices sending scrap, prepare the required active office and settings first.
- The office is saved but an employee cannot see it. Check whether the office and organization are active, the access assigned to the employee, and the archive filter. Saving an office does not change the employee's role.
- The subscription blocks changes. Contact the person responsible for the account subscription. Use the related guide below to check permissions and access.