Companies / Departments

VOGSY provides the functionality to manage opportunities, projects, and resources across different companies or departments within your organization. While VOGSY defaults to a single company setup, you have the flexibility to expand this by adding departments to the existing company or by defining multiple companies, each with its own departments.

• Performance monitoring: By assigning each opportunity, project, and resource to a specific company or department, you can effectively monitor your organization's performance on a per-company or per-department basis.

• Filtered reporting: VOGSY's charts and reports include filters that allow you to view data specifically for a chosen company or department, providing granular insights into their performance.

If there is no need to monitor your operation by separate companies or departments, you’re good to go with the setup from your initial installation of VOGSY.

However, if you choose to configure your organizational structure, you can access the "Companies/Department" settings page in the VOGSY back office to add and configure your desired structure.

Only users with administrative or back-office permissions can manage this feature.

To begin, navigate to the Settings section in the VOGSY back office. In that menu, locate and select Companies / Departments. This page will allow you to configure your organizational structure.

1. How to Add a New Company

If your organization operates as multiple legal entities, you can add each one as a distinct company.

On the Companies / Departments page, click the + Add Company button.

In the dialog box that appears, you’ll be asked to complete several fields:

Company name

Enter the name of the company.

Phone

Enter the company's main phone number.

E-mail

Enter the company's primary email address.

VAT type number

Enter the company's VAT type number.

Currency

Enter the company's local currency. Financial data for the opportunities and projects this company manages will be displayed in the currency you select here. This field only shows if the Enable different currency per company checkbox has been selected on the accounting settings page

IBAN number

Enter the company's IBAN number.

BIC code

Enter the BIC code that corresponds to the company's IBAN number.

Visiting address

Enter the company's physical address.

ZIP code

Enter the ZIP code that corresponds to the company's physical address.

City

Enter the name of the city in which the company physically resides.

Country

Enter the name of the country in which the company is located.

Manager

Enter the name of the employee who is the company manager.

Deputy manager for quote approval

Enter the name of the employee who can approve quotes if the company manager is not available to do so.

Date and number format

Select one of the format templates to determine how the dates and numbers should be displayed.

Company can be selected for projects and opportunities

Select this check box if this company can pursue opportunities and work on projects.

Opening balances for projects are done

When you start using VOGSY, you can create VOGSY projects for the ongoing projects that exist in your previous project management software. The Opening balance feature in the back office allows you to manually insert costs and invoice amounts (revenue) so that these ongoing projects (now moved into VOGSY) will show realistic calculations for costs and revenue. When all of the ongoing projects from your previous software solution are created in VOGSY, you can select this check box, and you will no longer be allowed to specify costs and revenue manually.

Click Save.

2. How to Add a Department

Departments are always linked to a parent company. You can add multiple departments to a single company or to each company you have created.

On the Companies / Departments page, click the + Add Department button.

In the dialog box that appears, you’ll be asked to complete several fields:

Department name

Enter the name of the department.

Phone

Enter the department's main phone number.

E-mail

Enter the department's primary email address.

VAT type number

Enter the department's VAT type number.

IBAN number

Enter the department's IBAN number.

BIC code

Enter the BIC code that corresponds to the company's IBAN number.

Visiting address

Enter the department's physical address.

ZIP code

Enter the ZIP code that corresponds to the department's physical address.

City

Enter the name of the city in which the department physically resides.

Country

Enter the name of the country in which the department is located.

Manager

Enter the name of the employee who is the manager of the department.

Deputy manager for quote approval

Enter the name of the employee who can approve quotes if the department manager is not available to do so.

Department can be selected for projects and opportunities

Select this check box if this department can pursue opportunities and work on projects.

Opening balances for projects are done

When you start using VOGSY, you can create VOGSY projects for the ongoing projects that exist in your previous project management software. The Opening balance feature in the back office allows you to manually insert costs and invoice amounts (revenue) so that these ongoing projects (now moved into VOGSY) will show realistic calculations for costs and revenue. When all of the ongoing projects from your previous software solution are created in VOGSY, you can select this check box, and you will no longer be allowed to specify costs and revenue manually.

Click Save. The new department will now appear nested under its parent company.