An organizational unit in Sapera represents a specific department, store or any unit within your organization that requires individual management. This feature makes it possible to structure and organize the business operations in a way that reflects the company's setup. Each organizational unit can have its own accounting, inventory management and associated processes, which makes it easier to administer larger organizations with multiple departments or locations.
Note that under Security in Financial there is a separate screen that controls the OU hierarchy itself (create, rename and archive OU nodes as a tree structure). That screen is different from the actor list screen described here, which shows and edits the actor records associated with the OU hierarchy.
If you cannot see the menu item, you probably do not have permission for it. Contact support.
The screen is accessed in Financial via the path: Financial → Actor library → Org. units (the menu item appears dynamically under Actor library and is only shown when the Org. units role is enabled as a library in the setup).
The screen shows an overview of all organizational units in the form of a grid. You can use the search field at the top right to filter the list. Columns can be shown and hidden via the grid's column settings. See How to search in lists for more about searching and filtering.
The grid contains the following columns:
Name shows the actor's identification value. The column is sortable.
State shows whether the record is active or archived. The column can be filtered.
Enabled is only shown if the role supports enabling/disabling, and indicates whether the actor is enabled or disabled.
Created by shows the user who created the record. The column is hidden by default.
Created on shows the date of creation. The column is hidden by default and can be sorted.
Updated by shows the user who last changed the record. The column is hidden by default.
Updated on shows the date of the latest update. The column is hidden by default and can be sorted.
Layout fields configured for the role are shown as additional columns depending on the setup.
At the top of the list you find a toolbar with the following actions:
Create (the + button) creates a new organizational unit. The button is only shown if your role has permission to create. If there are related roles, a dropdown with options for which role variant to create is shown.
Edit (pencil icon) opens the edit form for the selected record. The button is only available when a non-archived record is selected in the list.
Delete permanently deletes the selected record after confirmation. If the record is in use, an error message with a list of usage locations is shown. Deletion can also be performed as a bulk action if records are checked.
Export exports the list to a report (Excel or similar). The button is only shown if export is configured for the role. If records are checked, only the checked records are exported (maximum 1,000).
Change log opens the change log for the selected record and shows a history of changes. The button is active when a record is selected.
Refresh reloads the list.
Search filters the list based on search text.
When you select one or more records using the checkboxes in the grid's first column, the bulk action bar is activated:
Select all checks all rows in the current query.
Archive archives the checked records after confirmation. Single records can likewise be archived by selecting the record and clicking Archive, provided the record is not already archived.
Unarchive restores archived records. The button is enabled when at least one archived record is checked, or an archived record is selected in the grid.
Set as default designates the selected organizational unit actor as the default representative for its OU node. The button is only shown on this list (it is not available on other actor lists) and is only active when the selected record is active and not already set as default. The action is relevant because the system uses the default representative when an OU is referenced generically.
Click + to create, or select a record and click Edit (or double-click the row) to edit. The edit form opens inline on the same screen.
The form is divided into layout groups. The group Organization contains the primary fields described below. Additional field groups may appear depending on the setup.
Finish with Save to save the changes, or Close to discard.
In the editor you find a Change log button at the top right, which shows the history of changes on the current record.
Organization Identifier (CVR): The company's CVR number, which identifies the unit in official registers. CVR lookup can be enabled from this field, so the organization and address are retrieved automatically from the CVR register.
Organization Name: The organizational unit's name. CVR lookup can be enabled and fill in the field automatically.
VAT Tax Identifier (SE number): The unit's SE number, which is used for VAT reporting and tax information.
Representative of Organizational Unit: The representative (actor) associated with this OU node. The field is mandatory. It is via this association that the actor record is bound to the OU hierarchy.
Addresses: Addresses for the unit. You can add several addresses and select an address type for each, e.g. Company or Return.
Web Addresses: Web addresses for the unit. For each web address you can specify whether it is primary or secondary.
Emails: Email addresses for the unit for use in communication, e.g. invoice or contact email. Several addresses can be added with different types.
Phones: Phone numbers for the unit. Several numbers can be added, and you can select a type for each, e.g. primary or SMS.
Bank Name: Name of the bank the unit's bank accounts are associated with.
Bank Account: Bank account number for the unit.
Bank Identifier Code (BIC/SWIFT): The unit's BIC/SWIFT code for international transactions.
International Bank Account Number (IBAN): IBAN number for the unit's account for international transfers.
Bank account name: Name of the bank account, used for internal identification of the account.
Bank code (Bank Account Sort Code): Sort or branch code for the bank account, used in certain payment systems.
Currency code bank account: The currency code for the bank account, e.g. DKK or EUR.
MobilePay: MobilePay information for the unit, if MobilePay is used as a payment method.
SMS sender number: The phone number used as sender when SMS is sent from the unit.
SMS signature: A text signature added to SMS messages sent from the unit, so the recipient can identify the sender.
Email signature: Default email signature for the unit, inserted in outgoing emails.
Receipt footer text: The text shown at the bottom of receipts and invoices issued by the unit.
FI-Identifier: The unit's FI identification number for FI-related payment transactions.
Tax unit: The unit's tax unit number, if it is relevant for tax registration.
Tax accounting basis: The accounting method the unit uses in relation to tax.
Tax type: The tax type that applies to the unit.
Tax authority: The tax authority the unit is registered with.
Approval date with the tax authorities: The date the unit was approved by the tax authorities.
Internal Customers: Related actors registered via the Financial module, representing internal customers associated with the unit.
Contact persons (Organizational Unit Contact Persons): Related actors registered via the Financial module that act as contact persons for the unit.
When you edit an existing record (not when creating), a number of tabs with supplementary data are shown below the form.
The Actor info tab shows metadata about the record itself: the system's internal id, who created the record and when, as well as who last updated it and when. The tab's fields are read-only.
Depending on the module setup and which roles are configured, additional tabs may appear, e.g. tabs with groups or other related data. These tabs are empty in a standard installation, unless data has been added via setup.
Under Financial → Actor library → Actor setup administrators can configure the actor setup for organizational units. The setup screen makes it possible to determine which metadata record (division level) is active for the selected OU level in the hierarchy. It is in this setup that the layout and field groups for the Org. units actors are controlled per OU level.
If you have questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Contact persons
How to use Contact persons in Sapera: create, edit, archive and delete contact persons, use bulk operations, understand all fields and tabs, and export lists.
