Creating a New Customer in Menu
Main user (office level) creates a new customer in Menu. During the creation, template databases can also be utilized. For more information on utilizing the Purchase Invoice template database, you can read here and for utilizing the Archive template database, you can read here.
- Log in to Heeros Menu (e.g., http://zeus.heeros.com/)
- Click on the text New Customer on the left side of the Menu
- Fill in at least the company name and the applications to the Customer tab
Company information
Name
Enter the name of the company to be established.
Note! Comma and slash are not allowed characters in the name.
Internal customer number
The company is automatically given the next free Heeros internal customer number of the relevant Menu.
Customer number
If you want, the company can define a freely chosen customer number for purchase invoices; for example, customer numbering used in the basic system (Not mandatory information).
EDI ID
The EDI ID used by the company can be entered in the EDI ID field. The EDI ID is mandatory information if the company's sales invoices are sent using the WebTransfer program.
The EDI code is always in the form 0037 + the company's Y code without a hyphen. Sales invoices are directed to the right company's archive based on this ID.
Classification
If necessary, the company can be assigned a classification. The rating is defined and enabled in the Heeros Menu, under System – General Settings – General tab – Ratings. The rating given to the company is only visible in Menu's customer listing.
Model database server
Information about which server the Menu/company in question is located on is automatically entered in that field.
Applications
In the Application section, select the applications that will be implemented for the company. The application to be used is selected by clicking on the check box in front of the application name.
If you have filled in information in the Purchase Invoice template database, the information stored in it will be used automatically when creating a new Purchase Invoice. The archive is always based on the selected Archive (model base/another customer company). NOTE! If you are setting up only eSalary and income register connection for the company, do not select any application for the company, but go to the Saving step.
Purchase Invoices
The purchase invoices selection box sets up the Purchase invoice recycling application for the company. Purchase ledger and/or travel invoice ledger are added if necessary after establishment. NOTE! If a Heeros Purchase Invoices capture and posting solution is set up for a new customer other than through the Onboarding, the Purchase Invoices workflow solution must first be set up and its settings and registers defined. Setting up a customer in the Heeros Purchase Invoices capture and posting solution is ordered with a service request from Heeros support. In connection with the establishment, the customer is created an e-mail address for receipt of invoices from the company's name. The created e-mail address will be notified with a service request after the creation is complete.
Archive
The Archive checkbox sets up the Heeros electronic archiving application for your company.
Copy documents
This option copies the documents to be created in the Archive from the selected Template Archive. NOTE! This option will copy all documents stored in the selected Template Archive to the new company's Archive! If you use this option, please use it with care.
Heeros Admina Default
When creating an archive, the Heeros default distribution, i.e. the directory structure of the document archive, is automatically used if Heeros Admina Default is selected in the field. If necessary, the default distribution can be changed by selecting the company whose distribution is to be used from the drop-down menu in the field.
Sales invoices
The Sales Invoices checkbox sets up a Sales Invoice application for the company. A sales ledger will be added, if necessary, after the set-up.
Accounting
The Accounting checkbox sets up Heeros Accounting for the company. If you want to copy data to the accounting of the company you are setting up, select the template/company from the drop-down menu from which you want to copy data and tick which data you want to copy. The most commonly copied data are the Account Types and, depending on the company being set up and the model company, possibly also the Accounting Periods, Periods and Account Details. VAT codes and Accounts should only be copied if the company being set up does not want to use the common charts of accounts of the template.
Other settings
Aliases
Sometimes the company name on an invoice may be spelled differently from the way it is usually spelled. The alternative spelling of the name is automatically saved in the Aliases field of the menu when the invoice left in the Link is processed further. Despite this different spelling of the payer's name, the company's details will be recognized on the invoice in the future. For example, the alias for Oy Company-Example Ab could be Company Example Oy Ab.
Bank accounts
The Bank Accounts field is automatically populated after the bank account information is entered in the Purchase Ledger Invoice to be created. NOTE! If the company only has Heeros Sales Invoices and the Purchase Ledger Purchase Invoices are not yet implemented, the bank account details must be entered manually in this field. Automatic reference pick-up/referencing of sales invoices also requires bank account details in this field.
Saving
The applications ticked on the Client tab are created by clicking on the Create applications button. The internal customer number is automatically populated after the applications are created. The application specific tabs display the stock location information and the selected model stock information.
The Save button saves the information entered in the window. The Save button is used:
- if there are changes to the data of an already created company (other than new applications)
- if you are setting up a company for the eSalary connection
The close button closes the window without saving the data.
Next, define new users for the new company and, if necessary, add rights to the new company also for the users already created. Also complete the settings for each application created in the settings of each application. For more information on the required settings, see the specific instructions for each application.
The applications created for your company will appear in the top bar of the home page, after you log in.