The Organization table stores information about organizations configured within the system. This information may include organization names, addresses, contact details, identification numbers, and other settings used to support business operations and reporting.

The Organization table helps manage organizational records, maintain system configuration data, support reporting and communication, and ensure that transactions and tax activities are associated with the correct organization. It is commonly used throughout Business Tax Collection to support account management, processing, and administrative functions.

Changing the organization's information

The organization's name that prints on reports and forms is stored in Organization on the Organization tab. Changing this information will change the heading information on reports, and notices for all prior, current, and future dates.  

Do this...

1. Open Connect [name] > Organization > Organization.

The organization's contact information is stored on the Organization tab.

2. Enter the organization's name, address, telephone, fax, and email information.

3. Click Close to exit and save.

The contact information has been updated.

Keep x years of history

Use Keep [ _ ] years of history to determine how long to keep transactions in the database. Users cannot delete transactions before the number of years of history has elapsed. For example, if Jane wants to save transactions for two years, Jane would enter 2 in the Keep [ _ ] Months of History field. At the appropriate time, Jane runs Organization > Delete History to remove old transactions from the database.

Note: Deleting history is part of regular upkeep and maintenance of the database. Choosing to keep history for an excessive period, or forever, may affect system performance.

Do you want to keep transactions?

• Yes, I want to keep transactions. Use the Keep [ _ ] Years of History field to enter a number. Example: To keep two years of history, type in 2.

• No, allow users to delete transactions right away. Enter 0 (zero) in the Keep [ _ ] Years of History field.
  
  

Organization contact information

The organization's name and contact information is stored in Organization. The application will print this name and address on reports, forms, lists, notices, bills, and so on.

Enter the organization’s information in the following fields:

• Primary and secondary name

• Address

• Telephone, Fax, and Email
  
  

Payment allocation method

A payment allocation method is the option the system will use to distribute payments based on the priority assigned to each account.

• All fees then tax billings: Apply payment to the fees and apply any remaining amount to tax billings.

• All tax billings then fees: Apply payment to tax billings and apply any remaining amount to fees.

• Allocate manually: Allow the user to apply the payment to fees or tax billings.

• Fees then tax billings in date order: Apply payment to fees and apply any remaining amount to tax billings; oldest transactions will be paid first.

• Prorated basis in date order: Take a percentage of the payment and apply it to existing transactions; oldest transactions will be paid first.

• Tax billings then fees in date order: Apply payment to tax billings and apply any remaining amount to fees; oldest transactions will be paid first.
  
  

Tax returns last created

The Tax Return Last Created field automatically updates to a new MM/DD/YYYY when the Create Tax Returns program runs.  

Tracking

A tracked field is a field the system is monitoring. When a field is tracked, the system will create a log file that records when, what, and who made changes to the field content. Some fields contain sensitive information that may change the way a routine calculates or a report runs. For example, you may want to track changes to the customer's account number, social security number, or birth date.

You have three options that can be used separately or all together:

• You can use History Tracking to set up the application to record any changes to the information in the selected field. When you use this option, click the History (CTRL+H) button to show the tracking log.  

• You can use Management Tracking when you want to include any changes to the tracked field on the management report, but not include it on any other report that displays changes to fields selected for History Tracking. Use Reports > Management Report to print the Management Tracking report.

• You can Management Deletions to record when information in a field is deleted and the field is left blank. Use Reports > Management Report to print a list of fields with values  that have been deleted.  
  
  

Do you want to track fields?

• Track fields; everyone can see the tracking log. Use the options in the History Tracking column, on the Tracking tab in Organization.

• Track fields; limited access to tracking log. Use the options in the Management Tracking column, on the Tracking tab in Organization.

• Track field deletions; limited access to tracking log. Use the options in the Management Deletions column, on the Tracking tab in Organization.  
  
  

How do I find the field that I want to track?

• Find the fields on my own. If you have some experience working with databases or MSSQL, then this will be a little easier to understand. Let's get started. Each field is stored in a table. The table name offers a hint as to the type of fields that are stored in the table. Click [+] to select and expand the fields in a table. If there is too much information on the screen, click [-] to collapse a section.

• Find the fields for me.  If you're not used to working with databases or this form is confusing, please contact customer service for assistance. They can quickly find the fields that you need tracked and show you how to set up field tracking.
  
  

Turn on/off interface to General Ledger

Configure the Business Tax Collection application to retrieve account information from an interfaced application or update information to an interfaced application.

Do this...

1. Open Connect Business Tax Collection > Organization > Organization > Interfaces tab.

2. How do you want to interface to the application?

• I want to use Caselle Connect to interface to Business Tax Collection. Select Caselle 4.x. Use this option to update values to the interfaced application and look up account numbers.

• I want to use a non-Caselle application to interface to Business Tax Collection. Select Other. This option is only available for General Ledger.

• I do not want to interface to Business Tax Collection. Select None.
  
  

User-defined fields

Do you want to add a field that collects information that is not collected elsewhere in the application? A user-defined field is the way to go. You can view user-defined information in the file it was saved in, in Inquiry, or on reports that allow you to print user-defined fields.

All user-defined fields are set up in Organization. In Organization, you can determine where you want the user-defined field to appear in the application, what type of user-defined field to create, and how the user will be allowed to enter the information the user-defined field is requesting.

Before you get started, you'll need this information:

• What's the name of the routine where you want to create the user-defined field? The name of the routine, for example, Setup New Customer, will also be the name of the Table that you'll be asked to select when you set up the user-defined field.

• What's the name of the user-defined field? It should be descriptive enough to tell the person filling in the field what they should enter.

• What type of information will the user-defined collect? Some user-defined types, like Dates and Numbers are very specific. When in doubt, choose a Text field because a Text field allows text as well as dates or numbers. If you'd rather add a checkbox instead of a field, choose the Yes/No option.

• Do you want to provide users with a list of values to choose from? You can create a drop-down list for your users. A drop-down list will show a list of options which the user can choose from. The drop-down list can limit the user to the list or it can allow a user to type in a different value.

• Do you want to the user-defined field to show a default value? Of course, you can edit the default value but if you already know the value most users will pick then it might save time to use it as the default value.

Now, you're ready to use the options on the User-defined tab to create a user-defined field.