Company and organisation field guide

Company setup is the boundary for legal books, tax, currency, numbering, permissions, and reporting. A branch is usually an operational responsibility within a legal company; it is not automatically a separate company. Configure the boundary before importing items, partners, balances, or transactions.

Company header fields

Open Administration → Company Profile → New.

Field	Example	Purpose and impact
Company ID	company_uae	Immutable tenant-scoped key
Legal name	Demo Retail Group LLC	Statutory identity
Trading name	Demo Retail	Customer-facing name
Registration number	CN-784201	Legal validation
Tax number	TRN-100200300	Tax returns and invoices
Country	United Arab Emirates	Jurisdiction and defaults
Base currency	AED	Functional ledger currency
Fiscal year	Jan–Dec	Period and close calendar
Timezone	Asia/Dubai	Dates and audit timestamps
Language	English	UI and document defaults
Address	Dubai, UAE	Statutory and printed address
Status	Active / locked	Transaction gate

Company IDs are never reused. A legal name or address change becomes an effective-dated version with evidence. Historical invoices and journals retain the identity used at posting.

Organisation and branch fields

Organisation fields include tenant, organisation ID, legal owner, default company, user scope, data residency, and subscription plan. Branch fields include branch code, name, company, address, tax jurisdiction, timezone, default warehouse, cost centre, manager, numbering series, and active dates.

DXB-MAIN and AUH-MAIN may share the AED ledger while reporting sales, stock, and expenses separately. A branch transfer changes operational ownership; an inter-company transfer requires legal-company records and consolidation treatment.

Fiscal calendar and periods

Calendar fields include year, period number, start/end date, status open/soft-close/closed, tax deadline, lock date, and close owner. Adjustment periods store purpose and permission. A posting date is validated against company calendar and user access.

Closing September prevents normal postings. A controlled reopen records requester, reason, approver, expiry, and affected accounts. A backdated transaction should not silently alter a published return.

Currencies and rates

Currency fields include ISO code, name, decimal precision, rounding, symbol, active date, and revaluation policy. Rate fields include from/to, rate, source, rate date, effective time, and approver. Base currency is not changed after postings without a migration project.

For USD at 3.6725 AED, a USD 1,000 transaction posts AED 3,672.50. Settlement and period-end revaluation create realised and unrealised FX separately. Rate overrides require permission and evidence.

Numbering and document series

Numbering fields include document type, company, branch, prefix, start number, padding, fiscal reset, gap policy, and active dates. Series must be unique within legal scope. Gaps require a void reason; reuse of posted numbers is forbidden.

Sales, purchase, journal, receipt, payment, transfer, and asset numbers should expose source and company without embedding mutable descriptions. API imports use external references in addition to server numbers.

Chart, dimensions, and defaults

Company accounting fields include chart of accounts, retained earnings, tax accounts, rounding, suspense, FX, bank, inventory, GRNI, receivable, payable, and default cost dimensions. Dimension masters include department, branch, cost centre, project, fund, warehouse, channel, and salesperson.

Defaults accelerate entry but do not override source-specific policy. A branch-specific inventory account or tax registration must be explicit and effective-dated. Mandatory dimensions are validated by account and module.

Tax registrations and statutory profiles

Tax profile fields include authority, registration, jurisdiction, filing frequency, return currency, filing owner, effective dates, exemption, and evidence. A company with multiple registrations must map each branch or transaction to the correct profile.

Tax code defaults remain separate from company profile. A transaction may use a different code because of item, customer, ship-to, date, or export evidence.

Warehouses, locations, and ownership

Warehouse fields include company, branch, code, address, timezone, valuation scope, ownership policy, default accounts, and active dates. Locations and bins add zone, capacity, temperature, hazardous flag, and pick sequence.

A warehouse cannot be shared across legal companies without an explicit owner and inter-company policy. Client-owned or consignment stock must remain separate from company inventory.

Users, roles, and isolation

User scope includes tenant, organisation, company, branch, warehouse, department, role, effective dates, and status. Role permissions distinguish view, create, edit, approve, post, export, and administer. API headers must carry tenant and company context; server-side guards enforce membership.

Changing a user’s company scope records old/new scope, reason, approver, and time. A terminated user loses access while historic activity remains attributable.

API and migration

Company creation should require legal name, country, currency, calendar, tax profile, numbering, and idempotency key. Migration payloads include external ID, effective dates, source system, opening balances, and mapping version.

{"externalId":"DEMO-UAE","legalName":"Demo Retail Group LLC","country":"AE","baseCurrency":"AED",
 "fiscalCalendar":{"yearStart":"2026-01-01","yearEnd":"2026-12-31"},
 "taxProfile":{"registration":"TRN-100200300","jurisdiction":"UAE-DXB"}}

Never use display name as the migration key. Store request ID, correlation ID, validation result, and import batch. Retrying a create uses the same idempotency key.

Close and practice

Create a company, two branches, fiscal periods, currencies, rate source, numbering series, tax profile, chart defaults, dimensions, warehouses, and user roles. Post a sale, purchase, journal, receipt, and transfer in two currencies. Soft-close a period, test permission and branch isolation, reopen with approval, and reconcile opening balances to GL.

Explain every field’s owner, format/precision, effective date, permission, legal impact, tax, currency, numbering, API ID, and audit event. Then attempt to post to a closed company, use another company’s warehouse, and reuse a document number; prove each control rejects the action.

Related: Company Atlas, Setup guide, Journal Entry field guide, Tax field guide, and API cookbook.