Help ACCOUNT LINKS (ADMINISTRATOR)

Card MIS makes it possible for you to link the accounts of companies to each other.

AIM:
The main purpose of this functionality is to make it possible for all users with access of one company, to have access to the transactions of a company found on a level below their own level.

LINK TYPE:
Before being able to link companies to each other, the TSA Administrator has to change the link type of the companies. Three link types are found: Not Linked - for all companies which are not linked and not found on any level; Main - for companies which will be the level 1 company (i.e. the top level); Subcontractor - for companies which are linked to the main company, on either level 2 or level 3.

LEVELS:
The Main company is found on level 1. Subcontracted companies on level 2 are linked to the Main company. Linked to the Subcontracted companies on level 2 are more Subcontracted companies, found on level 3. There cannot be more than these three levels. A Main company on level 1 has access to it's own transactions as well as the transactions of all the Subcontracted companies linked to it, on levels 2 and 3. However, a Subcontracted company on level 2, only has access to its own transactions, as well as the transactions of those Subcontracted companies linked to it on level 3 and only if a template has been allocated to it.

ACCESS:
Access is not allowed from a lower level to a higher level, i.e. level 3 does not have access to level 2 and level 2 does not have access to level 1. Access is not allowed between companies on the same level, i.e. Subcontracted companies on level 2 do not have access to each other's transactions. Access is not available, for linked companies on level 2 and level 3, if no templates have been allocated.

TEMPLATES:
Templates define which data fields will be available, when a company accesses the transaction information. Templates are only relevant for linked Subcontracted companies on levels 2 and 3. Linked Subcontracted companies, without templates have NO access to data fields at all. Linked Subcontracted companies with allocated templates, have access to the data fields defined by those templates.

Maintain Account Links

TSA Administrators have access to Maintain Account Links. TSA Administrators can only link Not linked Subcontracted companies to Main companies. TSA Administrators can remove links. TSA Administrators cannot re-link already linked companies, nor edit existing links.

CHANGE Link Type

To change the link type of a company use the following keystrokes to navigate to the Edit Company screen: Maintain/Company.
Click the "Search" button.

Account Links

Figure 1: Maintain Company Screen

This is an "open" search. Card MIS displays a list of all the relevant companies in the Card MIS, on the Company Search Results screen.
To refine your search you can enter specific search criteria on the Maintain Company screen.

You can enter the Company Name/Account Number or part thereof in the "Company/Account No" field.
You can also use the drop-down boxes to narrow the search to specific criteria, such as using the "Link Type" drop-down box.
If you are looking for a De-activated company, click the "Show De-Activated" check-box.
One or all of these entries will limit the list of companies that the system displays on the Company Search Results screen.

Account Links

Figure 2: Company Search Results Screen

Once you have found the specific Company, click on the Edit link next to that Company's Total Account Number.

Account Links

Figure 3: Edit Company Screen

Select the "Link Type" drop-down box and change it to the desired option (Main, Subcontractor or Not Linked).
Click the Ok button at the bottom of the page.

Possible Problems:

  • Error message: There is no data available. This indicates that the search criteria were not valid. Try and make your search wider, by entering/selecting less search criteria.

To CREATE A Link

To create an Account Link, use the following keystrokes: Maintain/Account Links.

Account Links

Figure 4: Maintain Account Links Screen

In the "Primary Company/Account No" field, type the full name or account number of the Main Company.
In the "Company/Account No" field, type the full name or account number of the Subcontracting Company.
Click the Create Links button.

Possible Problems:

  • Error message: This Company is not a Main company. This indicates that the company entered in the "Primary Company/Account No" field, has a link type that is not set to Main. TSA Admin can only link Sub-Contractors to Main companies.
  • Error Message: TSA Administrator cannot re-link an already linked company. This indicates that the subcontracted company entered, is already linked to a company.
  • Error Message: Company not found. This indicates that the subcontracted company entered, does not exist or has been de-activated.
  • Error Message: Companys not a Sub-Contractor company. This indicates that the subcontracted company entered, has a link type that is not set to Subcontractor.

To SHOW Links

To view all the linked companies along with their levels (and templates if applicable), for a specific Main Company, use the following keystrokes: Maintain/Account Links.

In the "Primary Company/Account No" field, type the full name or account number of the Main Company.
Click the Show Links button.

Account Links

Figure 5: Company Account Links

Possible Problems:

  • Error message: There is no data available. This indicates that the Company Name/Account Number is not valid. If the Company Name/Account Number is valid, then the company is either not a Main Company, or it is a Subcontractor. Another possibility is that the company has no Links to any other company.

To REMOVE Links

To remove links betweem companies, use the following keystrokes: Maintain/Account Links.

In the "Primary Company/Account No" field, type the full name or account number of the Main Company.
Click the Show Links button.

Account Links

Figure 6: Remove Account Links

Click the check-box, next to the company Account Number, of the company you wish to remove.
Click the Remove button.

Card MIS will display a pop-up message: "Are you sure you want to Remove the selected links?".

Removing links has certain consequences:

  • All links on a level below the link being removed, are also removed.
  • Removing a link, results in any allocated templates being removed/un-allocated.
  • As soon as a company is un-linked, its link type changes to Not Linked.

  • Account Links

    Figure 7: Confirmation Pop-Up

    If you are certain that you want to Remove the Link(s), click the Continue button.
    Card MIS will then display a confiirmation message.

    Account Links

    Figure 7: Removed Link Successfully