Setup Entities
Summary
Section titled “Summary”The system must have at least one entity installed. An entity is a legal entity, white label partner or a different sales area if you operate in multiple regions. Every client registered must be connected to an entity. All the information that the client or the client’s debtors will receive from you is based on how you setup the connected entity. This includes - address information, branding, URL:s and so on. Even daily routines can be separated on entity level. With different entities you can house several organizations under the same instance of Quiddly. It’s useable when you for example have operations in several countries or have several brands in the same company.
1. Registry MANDATORY
Section titled “1. Registry MANDATORY”This is your registry of available entities in Quiddly.
- “ID”: Internal ID.
- “Name”: Internal name for the entity.
- “Id.No”: Legal identifier for the entity.
- “Homepage”: Homepage.
- “Locale”: In which locale the entity is operating within.
- “Default”: Only one entity can be the default one. This will be the default selected entity in different parts of the system. For example when creating new clients.
2. Create Entity MANDATORY
Section titled “2. Create Entity MANDATORY”Quiddly is shipped with one default entity that you can configure
Create Entity
Section titled “Create Entity”General Settings
Section titled “General Settings”- “ID”: Internal ID .
- “Name”: Internal name for the entity.
- “Identification Number”: Legal identifier.
- “VAT Number”: VAT Number for entity if registered for VAT.
- “Approved Company VAT”: Enable if entity is registered for VAT.
- “Homepage”: Homepage in format www.<insert here>.<domain>.
- “Address” → “Name”, “Address”, “Address 2”, “Zip”, “City”, “Country”: Address information to entity. This vill be visible in communication with Client and Client’s debtor.
- “Contact” → “Name”: Enter the name to the entity. This vill be visible in communication.
- “Contact” → “Email”: Contact email that Quiddly will use to contact your entity.
- “Contact” → “Phone”: Contact phone that Quiddly will use to contact your entity.
- “Contact” → “Cell Phone”: Not used, ignore.
- “Contact” → “Email Documents”: Email that will be visible in communication with Client and Client’s debtors.
- “Contact” → “Phone Documents”: Phone Number that will be visible in communication with Client and Client’s debtors.
Email Settings
Section titled “Email Settings”- “Sender”: This is the email address that will be used as sender for all transactional emails originating to client connected to this instance provider. Do not change this without consulting Quiddly as this can affect your deliverability.
- “Sender Name”: This will be used as the sender name outgoing emails. Do not change this without consulting Quiddly as this can affect your deliverability.
- “IP Pool Name”: This is a identifier that Quiddly use to designate a dedicated IP address to your sender. Do not change this.
Branding Settings
Section titled “Branding Settings”This is where you can edit look & feel for different portals and communication with client and debtors.
What each branding section controls
Section titled “What each branding section controls”The entity page has one section for each place the branding is used. In each section a colour is set with its colour picker, and an image is added by dropping a JPEG or PNG file into the drop area. No fixed pixel size is enforced when you upload. To replace an image, delete the current one with the bin icon and drop the new file. Changes can take up to an hour to show, because the entity is cached.
| Section | What it brands |
|---|---|
| Client Portal Branding | The Client Portal: Logotype, Favicon and the colours (Button Color, Menu Background Color, Menu Icon Background Color, Menu Text Color, Page Background Color, Primary Brand Color, Secondary Brand Color). |
| Debtor Portal Branding | The Debtor Portal: Logotype, Favicon, Background, Login Background and the colours (Button Color, Primary Brand Color, Secondary Brand Color). |
| Admin Portal Branding | The Operations Portal: Logotype and Favicon. |
| PDF Branding | The logotype on PDF documents such as reminders and collection documents. |
| Email Branding | The e-mails sent to clients and debtors: Logotype and the colours (Button Color, Primary Brand Color, Secondary Brand Color). |
To add the logotype to the Debtor Portal, open the entity under Environment -> System -> Entities, expand Debtor Portal Branding, drop the file in Logotype and save.
The Operations Portal logotype
Section titled “The Operations Portal logotype”The Operations Portal header shows the Logotype from Admin Portal Branding. When the entity has none, it shows the standard Quiddly wordmark. The Client Portal and the e-mails and documents to clients and debtors are not affected by this: they use the operator’s own branding from the other sections.
PDF logotype shape
Section titled “PDF logotype shape”The PDF logotype is placed in a sender box on the document that is 98 mm wide. The logotype is shown 14 mm high with the width following the image, and anything wider than the box is cut off. A logotype that is wider than about 7:1 (width to height) is therefore cropped on reminders and collection documents. Use an image that is no wider than 7:1, and replace it under Environment -> System -> Entities, PDF Branding. Client logotypes, which are uploaded on the client, have a recommended size of 340 x 50 px (about 6.8:1), which is within the same limit.
The name in the Client Portal login text
Section titled “The name in the Client Portal login text”The Client Portal login page reads “Log in to the (entity name) client portal.”, where the name is the Name under General on the default entity. To change it, edit Name on the entity page and save. Because the entity is cached for up to an hour, the login text can show the old name for that long.
Where entity details are used
Section titled “Where entity details are used”Documents that are sent in the operator’s name use the details of the client’s entity. Existing documents keep what they showed when they were created, and a document created or regenerated later uses the current details.
| Entity panel | Where it shows |
|---|---|
| General: Identification Number, VAT Number | In the entity block on documents where the entity is the sender, such as interest invoices and final notices, with the identification number labelled ORG-NR. |
| Address | The sender name and address on reminders, collection documents and other documents sent in the operator’s name. |
| Contact | Email Documents and Phone Documents in the contact lines of those documents, and Name in the sender block of settlement documents. Email is the contact address in the “Contact us via” line on invoices. |
The entity details cannot be limited to client reports only.
Client details on reminder, notification and interest invoice documents
Section titled “Client details on reminder, notification and interest invoice documents”The client block on these documents is built from the client, not the entity:
- Phone and e-mail come from the client’s Contact section, in the fields Email Documents and Phone Documents. Clear a field to remove it from the documents.
- VAT number comes from the client’s General section.
- Identification number is printed with a fixed label and IBAN and BIC come from the client’s payment account. The labels and the layout of the block are fixed in the document template and cannot be changed in the Operations Portal.
Settlement notes and delivery confirmations do not use these fields. The text on the invoice that tells the debtor where to transfer the payment is the Invoice transfer text, a separate field in the client’s template, not set on the entity.
Client numbers
Section titled “Client numbers”Client numbers (the ids of clients, for example C.123456) come from one number series for the whole environment. Clients that you place on a new entity continue the same series. A separate series for each entity is not possible.