Companies

Companies are the foundation of your master data. They represent the legal entities you allocate IT spend to and report chargebacks for. Every allocation, cost item, and many reports reference a company, so keeping this data accurate is important.

When your workspace is created, it starts with one company named after your organization. Its country is the one you selected during trial signup, and it will auto-assign to the default Chart of Accounts for that country when available. You can rename it or add more.

Getting started

Navigate to Master Data > Companies to open the list.

Required fields:

• Name: a unique label your teams recognize
• Country: ISO country code (searchable by name or code)
• City: city where the company is based
• Base Currency: ISO currency code (searchable by name or code)

Tip: Keep names unique to avoid confusion in imports and selection lists.

Working with the list

The list shows all companies for your workspace. Use it to review key information at a glance, find companies quickly, and open workspaces for editing.

Default columns:

Column	What it shows
Name	Company name (click to open the workspace)
Country	ISO country code
Currency	Base currency code
Headcount (year)	Headcount for the selected year (click to open the Details tab)
IT Users (year)	IT users for the selected year (click to open the Details tab)
Turnover (year)	Turnover for the selected year (click to open the Details tab)
Status	Enabled or Disabled

Additional columns (hidden by default, add them from the column chooser):

Column	What it shows
City	City
Postal Code	Postal code
Address 1	Primary address line
Address 2	Secondary address line
State	State or province
Notes	Free-text notes
Created	Date and time the record was created

Filtering:

• Quick search: free-text search across all visible columns
• Column filters: click any column header to filter by value; numeric columns (Headcount, IT Users, Turnover) support number filters
• Status scope: toggle between Enabled, Disabled, and All to control which companies appear

Year selector: use the Year field in the toolbar to switch which year's metrics are displayed. The bottom row shows totals for Headcount, IT Users, and Turnover across all visible (filtered) companies.

Actions:

• New: create a company (requires companies:manager)
• Import CSV: bulk-import companies from a CSV file (requires companies:admin)
• Export CSV: export companies and their metrics to CSV (requires companies:admin)
• Delete Selected: delete one or more selected companies (requires companies:admin; only possible if nothing references the company)

Search context: when you open a company workspace from the list, your current search, filters, sort order, and year are preserved. Navigating back to the list restores your previous view.

Permissions

Action	Required level
View the list and workspaces	companies:reader
Create or edit companies	companies:manager
Import, export, or delete	companies:admin

The company workspace

Click a company name in the list to open its workspace. The workspace has two tabs arranged vertically on the left: Overview and Details.

Use Prev / Next to move between companies without returning to the list. Click Close (X) to return to the list with your search context intact.

If you have unsaved changes, the app prompts you to save before switching tabs, navigating to another company, or changing years.

---

Overview

The Overview tab holds general information about the company.

What you can edit:

• Name (required): the company display name
• Country (required): ISO country code, searchable by name or code
• Chart of Accounts: the CoA linked to this company (see below)
• Address 1, Address 2: address lines
• Postal Code: postal / ZIP code
• City (required): city name
• State: state or province
• Registration #: company registration number
• VAT #: VAT identification number
• Base Currency (required): ISO currency code, searchable by name or code
• Status / Disabled date: controls whether the company is active (see below)
• Notes: free-text notes

---

Details

The Details tab manages yearly metrics. Use the year tabs at the top to switch between years (current year plus two years before and after).

What you can edit:

• Headcount (required): total employee count for the year, must be a non-negative integer
• IT Users (optional): number of IT users, must be a non-negative integer
• Turnover (optional): revenue in millions of the company's base currency, up to 3 decimal places

How it works:

• Each save applies only to the currently selected year
• If metrics for the year are frozen, the fields are read-only; unfreeze them from Master Data Administration to make changes
• You need companies:manager to edit metrics

Chart of Accounts

Each company can be linked to a Chart of Accounts (CoA), which defines the set of accounts available when recording OPEX or CAPEX items for that company.

How it works:

• When you create a company, it is automatically assigned to the default CoA for its country (if one exists). If no country default exists, the global default CoA is used.
• You can change the CoA assignment in the company's Overview tab using the Chart of Accounts selector. The selector shows CoAs matching the company's country plus any global-scope CoAs.
• The CoA you select determines which accounts appear in the account dropdown when creating or editing spend items for this company.

What this means for your workflow:

• Companies with a CoA: when recording OPEX/CAPEX, you can only select accounts that belong to that company's Chart of Accounts. This ensures accounting consistency.
• Companies without a CoA (legacy): can use accounts that do not belong to any Chart of Accounts. This supports gradual migration to the CoA system.
• Changing CoAs: if you switch a company to a different CoA, existing spend items keep their current accounts (with a warning if they do not match the new CoA), but new items will use accounts from the new CoA.

Setting up Charts of Accounts: go to Master Data > Charts of Accounts to view, create, or manage your CoA sets. You can create CoAs from scratch or load them from platform templates (country-specific standard account sets). Each country can have one default CoA that is automatically assigned to new companies from that country.

Tip: if you see an "obsolete account" warning when editing OPEX/CAPEX items, it means the account does not belong to the company's current Chart of Accounts. Update the account to one from the correct CoA to resolve this.

Status and Disabled date

Use the Disabled date to control when a company stops being active.

• Companies are Enabled by default. You can also schedule a future Disabled date.
• After the Disabled date:
  • The company no longer appears in selection lists for new allocations and is excluded from reports for strictly later years.
  • Historical data remains intact; the company still appears in reports covering years when it was active.
• Prefer disabling over deleting. Deletion is only possible if nothing references the company (no allocations or spend).

Yearly metrics

Many parts of the app are year-aware. Companies have metrics per year:

• Headcount (required for the year)
• IT Users (optional)
• Turnover (optional, in millions of the company's base currency)

Where it matters:

• Allocations can use Headcount, IT Users, or Turnover to distribute costs across companies for a given year.
• Reports use these metrics for KPIs and ratios.
• Only companies active for a year are considered for that year's allocation and reporting.

Freeze and copy:

• You can freeze a year once finalized to prevent edits.
• Use Master Data Administration to copy metrics from one year to another (choose which metrics to copy). Frozen years cannot be overwritten.

CSV import/export

Keep large sets in sync with your source systems using CSV (semicolon ; separated).

Export:

• Template: header-only file you can fill in (includes dynamic columns for Y-1, Y, Y+1 based on the selected year)
• Data: current companies plus their metrics for Y-1 / Y / Y+1

Import:

• Start with Preflight (validates headers, encoding, required fields, duplicates, and metrics)
• If Preflight is OK, Load will apply inserts and updates
• Matching is by company name (within your workspace). Duplicates in the file are deduplicated by name (first occurrence wins)
• Required fields: Name, Country (2 letters), Base Currency (3 letters), City
• Optional field: coa_code (references a Chart of Accounts; if omitted, the default CoA for the country is used)
• Metrics: if you provide any metrics for a year, Headcount is required for that year; IT Users and Turnover are optional. Turnover accepts up to 3 decimals and must be expressed in millions of the company's base currency

Notes:

• Use UTF-8 encoding and semicolons as separators
• The list refreshes automatically after a successful load
• If importing with coa_code, ensure the Chart of Accounts exists in your workspace first

Tips

• Disable over delete: keep history consistent and reports meaningful.
• Chart of Accounts: assign CoAs to companies to ensure consistent account usage across OPEX/CAPEX items.
• Turnover: enter values in millions of the company's base currency (e.g., 2.5 = 2.5 million in that currency).
• Headcount is the most common allocation driver; keep it up to date for the current year.
• Frozen metrics: you can still review them, but edits are blocked until you unfreeze from Administration.
• Column chooser: use it to show or hide columns like City, Address, State, or Created to suit your workflow.
• Metric columns link to Details: clicking a Headcount, IT Users, or Turnover value opens the Details tab directly for that company.