Company Details - Organization Unit

1.Organization Unit Tree

The hierarchical structure of the buyer company is called the Organization Unit (OU) Tree in the Promena system. In line with the buyer's request, the necessary organizational tree structure can be established and managed.

2. Organization Unit Details

The hierarchical order of the organizational units defined in the system and detailed information can be accessed from the Company Details menu under the Company Settings heading.

On the new page that opens, detailed information about the company can be accessed. In order to view the organizational units, the Organization Units tab must be clicked.

In the Organization Units tab, the organization tree and details of the buyer can be accessed. Hierarchical order details of the company can be viewed by clicking the plus icon (+) in each row on the tree.

· In order to access the details of any organization, click on the relevant unit and access 7 different tabs that can be viewed on the right side of the screen.

· Detail: System unique ID information of the relevant organizational unit, its hierarchical Position, Name of the unit and unit Type can be displayed.

· Cost Center: It is the area where the cost centers defined in the buyer company can be customized on the basis of organizational units. In order to add a new cost center, the Add button must be clicked.

In the pop-up, all cost centers belonging to the buyer are listed. Only the cost centers that the relevant organization should display are selected and the Save button is clicked.

Purchasing Categories: This is the area where the purchasing categories defined in the buyer company can be customized on the basis of organizational units. In order to add a new purchasing category, the Add button must be clicked.

In the pop-up, all purchase categories belonging to the buyer are listed. The purchasing categories that the organization should display are selected and the Save button is clicked.

Important Note: If no selection is made, authorized users can view all purchasing categories defined for the receiving company.

Addresses: This is the area where the addresses defined in the receiving company can be customized on the basis of organizational units. In order to add a new address to the relevant organizational unit, the Add button must be clicked.

In the pop-up, all the invoice and delivery addresses of the buyer are listed. Only the invoice and delivery addresses that the relevant organization should display are selected and the Save button is clicked. The Default option should be selected for the address information that is requested to be automatically displayed to the users in the relevant organizational unit.

· Suppliers: This is the area where the suppliers defined in the buyer company can be customized on the basis of organizational units. In order to make a supplier accessible to the relevant unit, the Add button must be clicked.

In the pop-up, all suppliers belonging to the buyer are listed. Only the suppliers that the relevant organization should view are selected and the Save button is clicked.

Important Note: If no selection is made, authorized users can view all suppliers defined for the receiving company.

Users: This is the area where users located in the relevant organizational unit are listed. All users in the relevant unit benefit from the selections and customizations made in other tabs.

· Catalogs: This is the area where the catalogs that are allowed to be accessed by the relevant organizational unit are listed.

3.Updates to the Organization Tree

When the organizational chart of the buyer company undergoes a structural change, the update needs that arise can be categorized in three ways.

1. New organizational unit (OU) identification procedures

2. Organization unit (OU) transposition

3. Organization unit (OU) deletions

New Organizational Unit (OU) Identification

It is the process of adding units that are new to the company or that do not exist in the system.

In order to add a new organizational unit, the name of the new organizational unit, if known, the system type information to be added and the parent unit name and ID numbers to which the unit will be connected must be submitted on the OU Identification page in the Organization Unit Update Template. The details of the organizational unit to which the newly added department will be affiliated can be accessed from the Company Details menu under the Company Settings heading on the system.

On the pop-up, detailed information about the company can be accessed. In order to view the organizational units, the Organization Units tab must be clicked.

The OU name and ID number to be added can be accessed through the details to be displayed on the right side of the screen by clicking on the relevant unit.

The displayed name and ID numbers can be added to the OU Name and OU ID columns in the template.
The name and type information of the new unit to be defined should be added to the OU Name to be Defined and OU Type to be Defined fields.

Organization Unit (OU) Transposition

It is the process of moving an organizational unit (OU) within the company to another organizational unit in a different hierarchical order.

Organization units and detailed information can be accessed from the Company Details menu under the Company Settings heading.

On the new page that opens, detailed information about the company can be accessed. In order to view the organizational units, the Organization Units tab must be clicked.

The ID and name information for the organizational unit that needs to be moved can be accessed from the Detail field by clicking on the relevant unit.

For example; The Account Manager organizational unit should report to the Human Resources Manager due to the change. In this case, the system ID information and registered name information should be checked for the Account Manager unit to be moved.

The displayed ID and name information should be added to the OU Name to Move and OU ID fields to be migrated on the OU Transposition page of the Organization Unit Update Template.

After obtaining the necessary information, the ID and name information should be checked for the new OU to which the related OU will be connected.

The displayed information should be added to the OU Name and OU ID fields to which it will be connected in the Organization Unit Update Template.

After the template is filled, it should be shared with the relevant authorities.

Organization Unit (OU) Deletions

It is the process of removing an organizational unit (OU) within the company from the Promena system due to its removal from the structure.

Organization units and detailed information can be accessed from the Company Details menu under the Company Settings heading.

On the new page that opens, detailed information about the company can be accessed. In order to view the organizational units, the Organization Units tab must be clicked.

The ID and name information for the organizational unit to be removed can be accessed from the Detail field by clicking on the relevant unit.

ID and name information should be added to the OU Deletion page in the Organization Unit Update Template.