Using Multiple Companies in Ascora

Ascora enables you to have multiple Companies setup within the system.  Each of the Companies can be for a different brand – for example one business running an electrical business and a plumbing business with different trading names and logos – or each Company can represent a different office.

Once multiple Companies are created within Ascora you will be able to associate key entities with each particular Company:

• Enquiries
• Quotes
• Jobs
• Invoices
• Purchase Orders

When you add another company name in Ascora, it is important to note that it doesn't change anything else which means that customers, quote numbers, job numbers, and  invoices numbers are shared between the two companies or among company names if you set up more.

Note: To enable Multi-Company support your Ascora account must be on the Premium Level.

Important:  In the Multi-Company environment, the Companies must push invoices into the same Accounting Company OR have Job Types created so that one Company’s invoices are not pushed.  Ascora does not support pushing data into multiple MYOB, QuickBooks or Xero Companies.

Document Templates can also reference the logo of the related Company and Company details. You have the option to set up specific document templates for each company so you can select the corresponding template every time your generate a document whether it's an invoice or quote template.

1. To add another company, go to Administration → Company Details.

2. Click + Add Company and enter the corresponding details such as Company Legal Name, Phone Number, email address, etc. 

You also have the option to set a company as default by ticking the corresponding tab.

Making a company as default means that when we go to jobs, quotes, or invoice area, details pertaining to that company will show by default but we can always select the other company names from the list.

Note: The Company Details can be pulled through to Templates (Quotes, Job Cards and Invoices).

3. Add your company logo, Terms and Conditions, company branding, and invoice header by clicking Upload a File below each category.

4. Once you're done adding all the details, click Save button located at the upper right part of the screen.

Using Multi-Companies on Quotes and Jobs

Using the new companies created on Quotes and Jobs is simple.  When you create or edit the Quote or Job you can select the Company to which the Quote or Job is linked on the Quote or Job Details.

The Quotation, Job and Invoice Lists can also be filtered based on Company:

Purchase Order Delivery

When creating a Purchase Order, you can select the associated Company.  If the Purchase Order Delivery Method is set to Yard, the Physical address of that Company will be displayed for delivery.

1. In the Purchase Order Details, select the Company to which the PO will be delivered.

2. Set Deliver To as Yard.

3. Now the Delivery Address merge fields will display the Physical Address for the selected Company.

Note: Destination Location refers to the Inventory Location to which the Stock will be added when received.  It does not affect any of the delivery details on the Purchase Order documents.

Creating your Document Templates per Company

You can create unique document templates for each of your companies. This allows you to select a specific document template bearing each company logo every time you generate an invoice or create a quote.

Note: Each company details can be automatically pulled through to quotes and invoices so you can use exactly the same templates when creating quotes and invoices as they will reflect the selected company logo and details. However, if you really want a unique set of document templates for company A vs company B, then please follow the steps below.

1.  Create your document template first (in Word format) and once done, go to Administration → Document Templates.

2. Click Add New, enter your template name and upload your document template.

In this example, we're creating a quote template called Quote Template - Company B.

Creating a Quote and selecting your Template

You can create quotes, and generate invoices like you normally do but when you have multiple companies set up, you must first select the company name.

1. In the following example, we access Quotes area and click on the little triangle to select Ascora as one of the companies set up.

If we had quotes previously created under this company, these will show in the list after making the selection.

2. Click New to create a new quote and you're able to select the template called Quote Template - Company B as shown in the image below.

You can create as many templates as needed and just be mindful of the template names so you can easily select the correct one when switching between company A to company B.

We've now completed the process of setting up multiple companies in Ascora.