A company is a legal entity within your organization.
It is mainly used for billing and invoicing. For example, if your supplier invoices are addressed to several different legal entities, you need to create one company for each of them.
Go to the companies page:
https://stock.yokitup.com/billing_profiles
⚠️ Important: the companies you create here must only be companies from your own organization, not your customers’ companies.
What is a company used for?
A company is used to define which legal entity is linked to an invoice.
It can be used in two cases.
1. Supplier invoices
This is the most common use case.
When a supplier invoice is created, it is linked to:
a company from your organization;
a supplier.
This makes it possible to know which legal entity the purchase invoice is addressed to.
To manage supplier invoices, a company only needs basic information:
a name;
a country.
Before creating a company, check that it does not already exist to avoid duplicates.
2. Customer invoices
Customer invoices are invoices you issue for B2B sales.
For a company to issue invoices, it must be configured as an issuing company. To do this, enable the option “Can issue invoices”.
In this case, additional legal information becomes mandatory:
SIREN number;
VAT number, except for New Caledonia;
legal form;
registration court city;
share capital.
Currently, only companies located in France, Guadeloupe, Martinique, Réunion, and New Caledonia can be configured to issue invoices.
To issue customer invoices, you also need to create a sales profile. This profile contains the settings used when issuing invoices.
Link between a company and sites
A company must be linked to the relevant sites.
The selected sites indicate which establishments are linked to this company.
For example:
if a company corresponds to a single restaurant, it should be linked to that site;
if a company covers several restaurants, it should be linked to all relevant sites.
This setting is important because it defines the relationship between the legal entity and the sites in your organization.
As a general rule, this link should not be changed once the company has been correctly configured, unless there is a real change in your organization.
Associated site group
When creating or editing a company, you may need to select a site group.
This group defines the level at which the company is managed.
In practice:
if the company relates to a single site, select the site group corresponding to that site;
if the company relates to several sites, select a site group that contains all those sites.
The user must have access to the relevant site group to manage invoices linked to this company.
Best practices
Before creating a company, check that it does not already exist.
Only create companies that belong to your own organization. Your customers’ companies should not be created here.
Only fill in the required basic information if the company is only used for supplier invoices.
Enable “Can issue invoices” only if this company actually needs to issue customer invoices.
Carefully check the linked sites, as this link defines the relationship between your legal entities and your establishments.
Example
Your group has three restaurants:
Restaurant Paris Centre;
Restaurant Paris East;
Restaurant Lyon.
Restaurant Paris Centre and Restaurant Paris East belong to the company ABC Restauration Paris.
Restaurant Lyon belongs to the company ABC Restauration Lyon.
You should therefore create two companies:
ABC Restauration Paris, linked to the Paris Centre and Paris East sites;
ABC Restauration Lyon, linked to the Lyon site.
This way, supplier invoices can be linked to the correct legal entity depending on the site concerned.