Company
Company (the legal entity) is the record every transaction belongs to. It carries the company’s name, logos and time zone, its addresses and contacts, and the switches that turn company-wide features on: file storage limits, barcode, messaging, the tax authority’s digital invoicing, online-shop links and AI.
What it is for
Every document in Businessflo is saved against the company the user is signed in to. This screen creates that company and holds what is true of it as a whole.
When a new company is saved for the first time, the data formats marked as predefined in the company you are signed in to are copied to the new company (see Application Data Format).
The rule people get wrong: the SMTP fields on the Messaging tab do not send mail. Outgoing mail is set up on the server; filling those fields changes nothing.
Every field in plain words
The barcode fields are explained on their own page, Legal Entity barcode switch.
General
| Field | What it means | What to put |
|---|---|---|
| Legal Entity | The company code. It is on every document the company saves. | Required. Typed on New; locked afterwards. |
| Name | The company’s name. | The registered name. |
| Client | The client the company belongs to. | Pick the client. |
| Time zone | The company’s clock. The scheduler runs this company’s scheduled reports and jobs on this time zone; with none set, it uses another company’s zone, and then the server’s. | Pick the time zone the company works in. |
| Image | The company logo. Shown in the application and printed on the reports whose layout carries a logo. | Upload an image. |
| Report Image | A second image for reports. Only the layouts that ask for it use it. | Upload an image, or leave empty. |
| Banner | A banner image. | Nothing reads it today; it can stay empty. |
Controlling
| Field | What it means | What to put |
|---|---|---|
| Hide Advertisement From Report | A switch shown on the screen. | Nothing in the system reads it today: ticking it changes nothing. |
| Required Real Estate In Journal | Shows the real estate fields on a journal whose nature is construction in progress (CIP). | Tick only if the company capitalises property under construction. |
| Required Company Name in Transactions Screen | Shows the company name in the header of every entry screen. | Tick when users work in several companies and must see which one they are in. |
| Company Storage Limit (MB) | The space the company’s shared folders may use for files, in megabytes. | A number. 0 means no limit. Personal folders count against each user’s own quota instead. |
| Barcode Enabled | See Legal Entity barcode switch. | Tick or leave clear. |
| Default Nomenclature | See Legal Entity barcode switch. | Optional. |
| Barcode Prefix | See Legal Entity barcode switch. | Optional. |
Messaging
| Field | What it means | What to put |
|---|---|---|
| Allowed Whatsapp Integration | Switches on WhatsApp messaging for the company. | Tick, then fill the account fields below from the company’s WhatsApp Business account. |
| WABAID | The WhatsApp Business account ID. | From the WhatsApp Business account. |
| Phone Number ID | The ID of the sending phone number in that account. | From the WhatsApp Business account. |
| Whatsapp Phone Number | The sending phone number. | The number, with country code. |
| Whatsapp Access Token | The access token of the account. | From the WhatsApp Business account. |
| Whatsapp Template Name | The approved message template for documents. | The template name as approved in the account. |
| WhatsApp OTP Template | The approved template for one-time passwords. | The template name as approved in the account. |
| WhatsApp Link Template | The approved template for signing links. | The template name as approved in the account. |
| Allowed SMS Integration | Switches on text messages (SMS) for the company. | Tick, then fill the gateway fields below. |
| SMS Provider | The SMS gateway the company uses. | Pick from the list. |
| SMS API URL | The gateway’s sending address. | From the gateway provider. |
| SMS API Key | The gateway account key. | From the gateway provider. Shown masked. |
| SMS API Secret | The gateway account secret. | From the gateway provider. Shown masked. |
| SMS Sender ID (Mask) | The sender name (mask) the recipient sees. | The mask registered with the telecom regulator, or empty to send from the gateway’s number. |
| OTP Message Template | The text of the one-time password message. | Keep the company name in it: some networks show a number instead of the mask. |
| Signing Link Message Template | The text of the message that carries a signing link. | Keep the company name in it. |
| Email Address | A mailbox address field. | Nothing reads it. Outgoing mail is set on the server, not here. |
| Email Password | A mailbox password field. | Nothing reads it. |
| Server | A mail server field. | Nothing reads it. |
| Port | A mail port field. | Nothing reads it. |
| Document Signing Base URL | The public web address used to build document signing links. | The address where signers open their link. |
| OTP Channel | How one-time passwords are sent. | Pick from the list. |
| OTP Validity (Minutes) | How long a one-time password stays valid. | Minutes. |
| OTP Max Attempts | How many wrong tries a one-time password allows. | A number. |
| OTP Resend Cooldown (Seconds) | How long a signer waits before asking for a new code. | Seconds. |
| OTP Max Per Hour | How many codes one signer may ask for in an hour. | A number. |
| Signature Window After OTP (Minutes) | How long after the code is entered the signature must be given. | Minutes. |
| Signing Link Validity (Days) | How long a signing link stays open. | Days. |
| Receipt Link Validity (Days) | How long the link to the signed receipt stays open. | Days. |
Integrations
| Field | What it means | What to put |
|---|---|---|
| Digitalization | Switches on digital invoicing with the tax authority (FBR in Pakistan) for the company. | Tick to start. With it on, Digitalization Token becomes required, Item in Legal Entity insists on an HS Code, and customer invoices in the local currency on a journal that allows it are sent to the authority. |
| Digitalization Status | Whether the link is in testing or live. | Pick Testing or Live. Testing ticks Use Sandbox; Live clears it. |
| Digitalization Scenario ID | The test scenario the authority asks invoices to carry while testing. | The scenario ID given by the authority. |
| Digitalization Token | The access token issued by the authority. | Required when Digitalization is ticked. |
| Integration Start From | The first posting date that is sent to the authority. | A date. Invoices posted earlier are not sent. |
| Allowed Integration | Switches on the link with an online shop (Shopify). | Tick, then fill the store fields. |
| Webhooks Secrets | The secret the shop signs its notifications with. | From the shop’s admin. |
| Store URL | The shop’s address. | From the shop’s admin. |
| Access Token | The shop’s access token. | From the shop’s admin. |
| Allowed Integration | Switches on the link with a restaurant point-of-sale system (Syrve). | Tick, then fill the fields below. |
| Base URL | The point-of-sale system’s address. | From the provider. |
| User Name | The user the link signs in with. | From the provider. |
| Password | That user’s password. | From the provider. |
| Walking Customer | The walk-in customer the point-of-sale sales are booked to. | Pick a customer. |
| Invoice Journal | The journal the point-of-sale invoices are saved on. | Pick a journal. |
| Account | The ledger account used by the link. | Pick an account. |
| Name | The account’s name. | Fills itself. |
| Tax Zone | The tax zone given to point-of-sale invoices. | Pick a tax zone. |
| Tax Group | The tax group given to point-of-sale invoices. | Pick a tax group. |
| Collection Journal | The journal the point-of-sale collections are saved on. | Pick a journal. |
| Payment Term | The payment term given to point-of-sale invoices. | Pick a payment term. |
| Inventory Unit | The unit given to items created by the link. | Pick a unit. |
| Item Category | The item category given to items created by the link. | Pick a category. |
| Storage Structure | The storage structure given to items created by the link. | Pick one. |
| Tracking Structure | The tracking structure given to items created by the link. | Pick one. |
| Item Posting | The item posting profile given to items created by the link. | Pick one. |
| Item Valuation | The valuation given to items created by the link. | Pick one. |
| Integration Beep Enabled | Switches on a monitoring link (Integration Beep). | Tick, then fill project and customer. |
| Integration Beep Project | The project in the monitoring service. | From the service. |
| Integration Beep Customer | The customer in the monitoring service. | From the service. |
AI Agents
| Field | What it means | What to put |
|---|---|---|
| Enable AI | Switches the AI agents on for the company. | Tick to allow screens to use AI; then list the tools and features below. |
| Claude API Key | The company’s key for Claude (Anthropic). | From the provider. Shown masked. |
| Claude Default Model | The Claude model used when a feature names none. | A model name from the provider. |
| GPT (OpenAI) API Key | The company’s key for GPT (OpenAI). | From the provider. Shown masked. |
| GPT Default Model | The GPT model used when a feature names none. | A model name. |
| Gemini API Key | The company’s key for Gemini (Google). | From the provider. Shown masked. |
| Gemini Default Model | The Gemini model used when a feature names none. | A model name. |
AI tools (models) this company can use. Each line is one tool: a code, a provider and a model. Save refuses a line missing any of the three, and the same tool code twice.
| Column | What it means | What to put |
|---|---|---|
| AI Tool | A short code for an AI tool the company may use (a provider and model pair). | Optional. |
| AI Tool Name | Its name. | Optional. |
| Provider | The provider. | Optional. Pick from the list. |
| Model | The model. | Optional. |
Which AI each feature uses. One line per feature; the same feature may not appear twice.
| Column | What it means | What to put |
|---|---|---|
| AI Feature | A feature of the application that uses AI. | Optional. Pick from the list. |
| Feature | Its name; fills itself. | Optional. |
| AI Tool | A short code for an AI tool the company may use (a provider and model pair). | Optional. Pick from the list. |
| AI Tool Name | Its name. | Optional. |
| Context / Instructions Sent | Extra instructions sent with every request of this feature. | Optional. |
Address
Address tab. The company’s addresses. Save refuses a second Primary Address, or a second Primary For Country in the same country, and a Primary For Country line with no country.
| Column | What it means | What to put |
|---|---|---|
| Name of Address | A short name for the address, such as Head office. | Required. |
| Purpose | What the address is for (billing, delivery…). The list comes from Required Address Type on Organizational Structure Setting. | Optional. Pick from the list. |
| Purpose | Opens a small grid of further purposes for the address. | Optional. |
| Address | The address itself. | Optional. |
| Country Region | The country region. | Optional. Pick from the Region list. |
| Country | The country. | Optional. Pick from the list. |
| State | The state or province. | Optional. Pick from the list. |
| City | The city. | Optional. Pick from the list. |
| Private | Marks the address as private. | Optional. |
| Primary For Country | The company’s main address in that country. Only one per country. | Optional. |
| Primary Address | The company’s main address. Only one. | Optional. |
| Applicant ID | Used only by the HR product. | Optional. |
| Sales Region | The sales region of the address. | Optional. Pick from the Sales Region list. |
| Sales Area | The sales area of the address. | Optional. Pick from the Sales Area list. |
| Sales Territory | The sales territory of the address. | Optional. Pick from the Sales Territory list. |
| Tax Zone | The tax zone of the address. | Optional. Pick from the Tax Zone list. |
| Timezone | The time zone of the address. | Optional. Pick from the list. |
| Latitude | Map position. | Optional. |
| Distance | A distance noted for the address. | Optional. |
| Kilometer | A distance in kilometres. | Optional. |
| Expiration Date | The date the address stops being valid. | Optional. |
| Effective From | The date it starts. | Optional. |
| Longitude | Map position. | Optional. |
| Person | The person at this address. | Optional. |
| Mobile | Mobile number. | Optional. |
| Phone | Phone number. | Optional. |
| Email. | Optional. |
Contacts
Contacts tab. Save refuses a line with no Contact Nature, and a second Primary for the same contact nature.
| Column | What it means | What to put |
|---|---|---|
| Project | A project the contact belongs to. | Optional. |
| Person | The person. | Required. |
| Contact Nature | The kind of contact (phone, email, mobile…). The list comes from Required Contact Type on Organizational Structure Setting. | Optional. Pick from the list. |
| Contact | The number or address itself. | Required. |
| Extension | Phone extension. | Optional. |
| Primary | The main contact of that kind. Only one per kind. | Optional. |
| Site | The site the contact belongs to. | Optional. |
| Applicant ID | Used only by the HR product. | Optional. |
Authentication Control
Authentication Control tab. Lists screens, with what must be confirmed and by whom.
| Column | What it means | What to put |
|---|---|---|
| Screen | A screen. | Optional. Pick from the list. |
| Transaction Name | Its name; fills itself. | Optional. |
| Authentication Scope Code | What must be confirmed. | Optional. |
| Authentication Scope | Its name. | Optional. Pick from the list. |
| Authentication By Code | Who confirms. | Optional. |
| Authentication By | Its name. | Optional. Pick from the list. |
| User Name | A user. | Optional. |
| Name | The user’s name. | Optional. Pick from the list. |
How to configure it
- Sign in to an existing company whose data formats you want copied, open Company and press New.
- Type the company code, press Create, then fill the name, client, time zone and logo.
- Add at least the head office on the Address tab and tick Primary Address.
- Leave the Integrations and AI tabs for later; switch each one on only when the company has the outside account it needs.
- Save. The predefined data formats of the company you are in are copied to the new one.
The Purpose list on the address grid and the Contact Nature list on the contacts grid come from Organizational Structure Setting.
Scenarios
- A group runs three companies on one installation and staff work in all three. Create each company here, and tick Required Company Name in Transactions Screen on each, so every entry screen shows which company the user is in.
- The company must send its sales invoices to the tax authority (FBR in Pakistan). On Integrations, tick Digitalization, choose Testing, type the token and scenario, and the start date. When the authority approves, switch the status to Live. Items then need an HS Code.
- Staff fill shared folders with scanned files. Set Company Storage Limit (MB). Shared folders then stop accepting files beyond the limit; 0 lifts it.
- The company prints and scans its own barcodes. See Switch barcode on.
What it is connected to
- Client - the client the company belongs to.
- Organizational Structure Setting - one per company; supplies the address purposes and contact kinds.
- Scheduler - runs on the company’s time zone.
- File and Folder - count against the storage limit.
- Legal Entity barcode switch - the Barcode group of this screen.
- Picked on Fixed Assets Setting, Project, Project Accounting Setting in Assets and projects.
- Picked on Bank Accounts, Budget Setting, Cash Bank Setting in Cash and bank.
- Picked on these company setup screens: Announcement, Approval, Barcode Assignment, Business Area Dimension, Client Customization, Document Configuration, Functional Area Dimension, Inter Unit Purchase Organization, Inter Unit Sales Organization, Maintain User Profile, Organizational Structure Setting, Parameter Profile, Process Number Range, Sales Structure, System Administration Setting, User.
- Picked on Customer Relationship Management Setting, Expense Management Setting, Lead, Merchant in CRM and expenses.
- Picked on Account in Legal Entity, Automatic Transaction, Currency Legal Entity, General Entry, General Ledger Setting, Process Post Key, Release Account in Legal Entity in General ledger.
- Picked on Inventory Control Setting, Site, Stock Status, Storage Bin, Warehouse in Inventory.
- Picked on Account Payable Setting, Release Vendor In Legal Entity, Vendor, Vendor In Legal Entity, Vendor Invoice, Vendor Invoice Memo in Payables.
- Picked on Discount Category, Item In Legal Entity, Manufacture and Controlling Setting, Product Information Setting, Release Item In Legal Entity in Products and manufacturing.
- Picked on Procurement and Sourcing Setting, Vendor Portal Setting in Purchasing.
- Picked on Dealer, Real Estate Setting in Real estate and rental.
- Picked on Account Receivable Setting, Customer, Customer In Legal Entity, Customer Invoice Memo, Release Customer In Legal Entity in Receivables.
- Picked on Customer Portal Setting, Lead, POS Setting, Sales and Distribution Setting in Sales.
- Picked on Fleet Maintenance Setting, Plant Maintenance Setting, Service Management Setting, Towing & Recovery Setting in Service and maintenance.
- Picked on Account, Warehouse in Warehouse.
- Set up a new company - the company is created right after the client.
If something looks wrong
- “Address - only one address can be marked primary” Two addresses are ticked Primary Address. Clear one.
- “Address - only one address can be marked as primary for country, based on Country” Two addresses in the same country are ticked Primary For Country. Clear one.
- “country cannot be empty” A line ticked Primary For Country has no Country. Pick it.
- “Line ID: … - Contact Nature cannot be empty.” A contact line has no Contact Nature. Pick one.
- “Contact - only one contact can be marked as primary, based on Contact Nature” Two contacts of the same kind are ticked Primary. Clear one.
- “AI Agents - feature … is listed more than once.” / “AI Agents - tool … is listed more than once.” The same AI feature or tool code is on two lines. Remove one.
- “AI Agents - Line ID: … - an AI tool needs a code, a provider and a model.” An AI tool line is missing its code, provider or model.
- “User Quota - … is listed more than once.” A user appears twice in the user quota list.
- Mail is not arriving although the SMTP fields are filled. Those fields are not used. Outgoing mail is configured on the server by the support team.
- Digitalization Token became required. Digitalization is ticked; the token is needed while it is on.