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Adding and Editing OU (Organization Unit)

Owned by Deepankana Roy (Unlicensed)
Last updated: Feb 29, 2024 by Aparajita Basu Roy
3 min read

An OU (Organization Unit) is a division of the main company. For example, if an Organization / Company has multiple brands, then each of these brands can become an Organization Unit (OU). Management through OUs is considered simpler with lesser overheads leading to higher turnover. It is important to note that OU based Balance Sheet can be obtained if Finance Module is used organization unit wise. More than one Organization Unit exist under one Organization Group. If the error message comes as ‘Ledgers not defined’ while doing the settlement, then the ledgers should be defined in Organization Unit.

This article describes how to manage Organization Unit in Ginesys HO.


Prerequisites

  1. The user's role must have the Add application operation enabled for the Organization Unit feature in Admin - Organization - Hierarchy through Roles in Ginesys Web - Admin - Security.

Step-by-step guide

The steps are given below:

  1. Go to Ginesys Web > Admin > Organization > Hierarchy > Organization Unit.

  2. Organization Unit module will open.  

  3. Click on Add Button.

  4. Add Organization Unit window will open. 

  5. Information:


    1. Name: Put in the name of organization unit (mandatory field).

    2. Abbreviation: Put in an short name or abbreviation of organization unit (mandatory field).

    3. Default HO Site: Select a HO site for the organization unit from the drop down list. 

  6. You will get General and Finance tabs.

    1. General: In the General tab you will get two sections - Communication and Statutory


      1. Communication: In the communication section you need to fill up the contact details of the site like Contact Person, Address, Phone Number, Email, Website etc. 

      2. Statutory: In the statutory section you need to fill the business related documents detail like CIN No., VAT No., Excise No., PAN No etc. 

    2. Finance: In the Finance tab you will get two sections - Sales & Distribution Settings and Retail Settings.
       

      1. Sales & Distribution Settings: In this section you need to select all the fields from drop down list. You need to fill Transfer in Ledger, Transfer out Ledger etc related to ledger. All fields are mandatory in this section.

      2. Retail Settings: In this section you need to fill the fields like Loyalty Redemption Ledger, Gift Voucher Control Ledger, Gift Voucher Discount Ledger etc from drop down list. 

  7. Click on the Save button to save the new Organization Unit.





Prerequisites

  1. The user's role must have the Edit application operation enabled for the Organization Group feature in Admin - Organization - Hierarchy through Roles in Ginesys Web - Admin - Security.



Step-by-step guide

The steps are given below:

  1. Go to Admin > Organization > Hierarchy > Organization Unit.

  2. Organization Unit module will open.  

  3. Go to Action > Edit or double click on the organization unit you want to edit. 

  4. Edit Organization Unit window will open populating all the records.

  5. Modify the records you want to edit. 

  6. Click on the Save button to save the modified data.





Organization Unit is a logical construct which is used for Reporting and Management purposes.



To go back to the main page click on How To: Manage Hierarchy