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Companies

Companies

Overview

The Companies screen is where you register and manage the legal entities or organizational units that operate inside your ActivoHQ account. One account can hold several companies; fixed Assets, depreciation and Reports are all segmented by company. The account administrator uses this screen to set up the company catalog before any Assets are registered.

How to get there

Menu: Master > Companies

Direct URL: /master/companies

Key concepts

Term Meaning
Company A legal entity or organizational unit whose Assets are managed independently inside the same account.
Base Currency The main currency the company's asset values are expressed in (for example, USD).
Number format (locale) Controls the thousands/decimal separators and the date format (for example 1,234.56 vs 1.234,56).
Time zone The company's time zone (for example, Panama UTC-05:00). Times are stored in UTC and displayed in this zone; it also decides what "today" means for default dates.
Active company The company currently selected in the company selector in the top bar; every report and record works against it.
Cifra Code The company's identifier in the CifraHQ Accounting system, used to post journal entries automatically.
CifraHQ Posting An optional integration that sends asset movements (depreciation, disposals and so on) to the CifraHQ Accounting module.

How to use it

Create a company

  1. In the side menu, click Master and then Companies.
  2. Click New (the "+" icon) in the top right.
  3. The New Company dialog opens. Fill in the required fields: Code and Name.
  4. Choose the Base Currency (default USD), the Number format (locale) and the company's Time zone (Panama by default).
  5. Confirm that the Active checkbox is ticked if the company should be available immediately.
  6. In the Contact section, fill in the optional details: Email, Phone, Address, City, State / Province and Country.
  7. Under Approval Workflow, decide whether you want two-person control: enter the Disposal/revaluation approval threshold. Any disposal whose proceeds - or revaluation whose amount - reaches that value is queued for an administrator to authorize. Leave it blank (No threshold - always execute immediately) to switch it off. See Pending approvals.
  8. Under Branding, upload the company Logo: it is used on that company's printed Reports.
  9. If you use CifraHQ, expand the CifraHQ Posting section and enter the Endpoint URL, the Cifra Company Code and the API Key.
  10. Click Save. While it saves, the button reads Saving.... When it finishes, a confirmation notification appears and the table refreshes.

Note: the Code can only be assigned when the company is created; it cannot be changed afterwards.

Edit a company

  1. In the table, click the Code (a highlighted link) of the company you want to change, or right-click the row and choose Edit from the context menu.
  2. The Edit Company dialog opens with every field loaded. The Code field is disabled (not editable).
  3. Make your changes and click Save.

Delete a company

One at a time:

  1. Right-click the company's row in the table and choose Delete from the context menu.
  2. Confirm the action in the dialog that appears.
  3. The company is deleted and the table refreshes.

In bulk:

  1. Tick the selection checkboxes on one or more rows.
  2. Click the Delete (N) button that appears in the action bar (where N is how many are selected).
  3. Confirm the action in the verification dialog.
  4. The selected companies are deleted and the table refreshes.

Search and filter

  • Use the search box in the top bar to filter by Code or Name.
  • To clear active filters, click the filter indicator beside the result count.

Refresh the table

Click Refresh (the circular arrow icon) to reload the data from the server without reloading the page.

Fields

Section: Details

Field Type Required Description Validation
Code Text Yes The company's unique identifier inside the account. Cannot be changed after creation. Required. Disabled in edit mode.
Name Text Yes The company's full or legal name. Required.
Base Currency Drop-down No The company's main currency (for example USD, PAB, COP). Defaults to USD. It sets the currency symbol. -
Number format (locale) Drop-down No Thousands/decimal separators and date format. Changing the currency proposes that country's typical format. -
Time zone Drop-down No The zone the company's times are displayed in (history, notifications, default dates). Defaults to Panama (UTC-05:00). -
Active Checkbox No Whether the company is enabled. Ticked by default. -

Section: Approval Workflow

Field Type Required Description Validation
Disposal/revaluation approval threshold Number No The value at or above which a disposal or revaluation needs an administrator's authorization instead of executing immediately. Minimum 0. Blank = no threshold.

Section: Branding

Field Type Required Description Validation
Logo File No The company logo; printed on that company's Reports. Image.

Section: Contact

Field Type Required Description Validation
Email Text No The company's contact email address. -
Phone Text No The company's phone number. -
Address Text No Street address. -
City Text No City. -
State / Province Text No State, province or region. -
Country Text No Country. -

Section: CifraHQ Posting

Field Type Required Description Validation
Endpoint URL Text No The CifraHQ API URL that journal entries are sent to. Left blank, postings run in test mode (CifraHQ is not called). -
Cifra Company Code Text No The code identifying this company in CifraHQ. Shown as the Cifra Code column in the table. -
API Key Text No The authentication key for the CifraHQ API. -

Table columns (main view)

Column Description
Code Unique identifier. Click it to open the edit dialog.
Name The company's full name.
Base Currency The configured main currency.
Cifra Code The company's code in CifraHQ (if configured).
Active Read-only checkbox showing whether the company is enabled.

Permissions

Available to users with access to the module, as configured by your administrator.

Notes

  • Multi-company: one account can hold unlimited companies. The active company is chosen from the selector in the top bar; every asset, depreciation run and report belongs to that company.
  • CifraHQ integration: if Endpoint URL is left empty, postings run in test mode (no data is sent to CifraHQ), which is useful for checking the setup before switching the integration on.
  • Immutable code: the company Code is used as a key in several processes (imports, API, Reports). Once created it cannot be changed; if you need a different one, delete the company and recreate it with the new code, provided it has no Assets or transactions attached.
  • Active company selector: when a new company is created, the system adds it to the selector in the top bar. To work with its Assets, select it there.
  • Times in UTC: the server stores every time in UTC. The company Time zone only affects how times are displayed (change history, requests, alerts) and which date is proposed as "today" on forms. If times look shifted, check the company's configured time zone.

Troubleshooting

Symptom Likely cause Resolution
The Save button stays disabled. Code or Name is empty. Fill in both fields before saving.
The notification "Record not found" appears when you try to edit. Another user deleted the record while the table was open. Click Refresh to reload the list and try again.
The table shows "No companies found". No companies exist on the account, or the active filters exclude every record. Create the first company with New, or clear the active filters.
No posting options appear on Assets. The company has no CifraHQ Posting fields configured. Edit the company and enter the Endpoint URL, the Cifra Company Code and the API Key.
The context menu shows Edit and Delete but the action does nothing. A temporary connectivity problem with the server. Wait a few seconds, refresh the table with Refresh and try again. If the error persists, contact support.

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