Help ACCOUNT LINKS

Card MIS makes it possible for you to re-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

Fleet Administrators have access to Maintain Account Links. However, only those Fleet Administrators of Main or Subcontracted companies, which are found on levels 1 or 2 have access to this functionality. Fleet Administrators can only re-link already linked Subcontracted companies, which are linked to their own company or to a level below. Fleet Administrators can allocate templates by editing links. Fleet Administrators can remove links.

To SHOW Links

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

Account Links

Figure 1: Maintain Account Links Screen

Card MIS will display all companies below your company.
If you are the Main Company (Level 1), then u will be able to see all companies below you (Level 2 and 3).
If your company is on level 2, you will only be able to see companies on level 3.

To RE-LINK Companies

To Re-Link a company, use the following keystrokes: Maintain/Account Links.

Account Links

Figure 2: Maintain Account Links Screen

As a Fleet Administrator of a Main company, you can perform two types of re-linking actions:

1. You can re-link any of your Subcontracted companies on level 2. Re-linking a level 2 Subcontracted company to another level 2 Subcontracted company, results in a level 3 link.
2. You can also re-link any of your Subcontracted company on level 3. Re-linking a level 3 Subcontracted company to your own level 1 Main company, results in a level 2 link.

As the Fleet Administrator of a level 2 Subcontracted company, you cannot perform any type of re-linking actions.
As the Fleet Administrator of a level 3 Subcontracted company, you cannot perform any type of re-linking actions.

To Re-Link companies:
First select the company you wish to be on the lower level by clicking on the "Edit/Re-Link" link next to that company's account number. The account number should now be in the "Company/Account No" field.
Now select the company you wish to be on the higher level by clicking the check-box of that company, and then clicking the Set Selected Company as Primary button. The account number should now be in the "Primary Company/Account No" field.
Alternatively you can enter the account numbers manually in the respective fields.
Click the Edit/Re-Link button.

Card MIS will display a confimation message and you should see the level of the lower company change.

Account Links

Figure 3: Confirmation Message

Account Links

Figure 4: Change In Company Level

At any time you can click the home icon next to the "Primary Company/Account No" field, to return your own company's account number to that field.

To Allocate TEMPLATES

To allocate templates, use the following keystrokes: Maintain/Account Links.

As the Fleet Administrator of a level 1 Main company, you can only allocate templates to your level 2 companies. If you try and allocae a template to a company on level 3, it will change the template but also change the level of that company.
As the Fleet Administrator of a level 2 Subcontracted company, you can only allocate templates to your level 3 companies.
As the Fleet Administrator of a level 3 Subcontracted company, you cannot allocate templates.

To allocate templates (as the Fleet Administrator of the Main Company):
First select the company you wish to allocate a template to, by clicking on the "Edit/Re-Link" link next to that company's account number. The account number should now be in the "Company/Account No" field.
Now select the template from the "Template" drop-down box.
Click the Edit/Re-Link button.

Card MIS will display a confirmation message and the template name will be displayed in the template column for that company.

To REMOVE Links

To remove links between companies, use the following keystrokes: Maintain/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 5: 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 6: Removed Link Successfully