Setup Process
The diagram below shows the Uniconta distributor set up process.
Uniconta DK has set up each distributor with its name and country. Each distributor can currently only see companies in their own country (this is likely to change in the future).
It is essential that each distributor sets up their Reseller and Univisors/Accounting company information and their respective individual users in the correct manner. See 'Reseller company set up' and 'Univisor/Accounting company set up' sections of this document.
It is also essential that each reseller and Univisor has signed an agreement with the distributor.
Each distributor should also set itself up as a reseller. If this is not done, then customers who have not chosen a reseller cannot be assigned. Uniconta DK has already created a unique number in the system for each distributor.
Lastly, all individual users must be connected to a reseller otherwise invoices will not be sent.
There has been some confusion regarding set up, so please follow the instructions below carefully, otherwise the system will not function properly.
Distributor Overview
A distributor can get an overview all of the companies that have been created for their distributor country by going to Administrator/All Companies in the Uniconta navigation panel. Click on Administrator/All Users to see all of the users that have been created for the distributor country.
N.B.: In the future, it will be possible for distributors to see companies from around the world, but for now distributors can only see companies from within their designated country.
Reseller company set up
It is essential that the reseller company information is set up correctly, as shown below.
If the reseller company information is not set up first, it will not be possible for users to be connected to resellers and the resellers will therefore not receive payment from the users.
Please remember that all resellers must have a signed agreement with the distributor, before they can be set up.
Resellers can be viewed by clicking on Administrator/Reseller in the navigation panel, as shown in the example below.
To set up a reseller company, click “Add reseller” in the toolbar/ribbon and fill in the new line as shown in the screenshot below.
Click the “Save” button in the toolbar/ribbon to save the reseller company. Now click “Refresh”.
The reseller company is now set up. Please read the 'All users set up' section of this document below before adding users to the reseller company.
Univisor/Accounting company set up
It is essential that the Univisor/Accounting company information is set up correctly, as shown below.
If the accounting companies are not set up first, the accountant will not have any subscriptions and will not receive invoices.
Please remember that all Univisors/Accounting companies must have a signed agreement with the distributor, before they can be set up.
Univisor/accounting companies can be viewed by clicking on Administrator/Accountant in the navigation panel, as shown in the example below.
To set up an accounting company, click “Add accountant” in the toolbar/ribbon, and fill in the new line as shown in the screenshot below.
It is also important to insert the correct reseller number for the accountant in the reseller column (shown as the second column in the screenshot above) otherwise the subscription will be incorrect. The reseller number can be found by looking in Administrator/Reseller.
Click the “Save” button in the toolbar/ribbon to savethe accounting company. Now click “Refresh”.
The accounting company is now set up. Please read the 'All users set up' section of this document below before adding individual users to the accounting company.
All users set up
The reseller and accounting companies have now been set up correctly. It is not possible to go into Administrator/All Users and set up individual users. This is where the individual users an be assigned to a selected reseller and the individual user’s role (Accountant, Reseller, Distributor) can be set. The users could be an accountant, reseller, distributor or end customer (standard user).
If the accounting and reseller company set up has not been performed correctly prior to setting up the individual users, then the system will not work properly. Resellers will not be able to send out their invoices to the relevant parties and will therefore not receive payment.
To set up an individual user, go to Administrator/All Users in the navigation panel. Click on the “Add user” button in the toolbar/ribbon and add a user by filling out the fields in the form, as shown in the screenshot below.
Currently administrators can only select 'Standard' in the dropdown “Role” menu shown below. The user’s role is selected elsewhere, using the “Set as” button in the "All users" ribbon as discussed in the next two sections of this document.
Once a user has been set up using the detail form shown above, the system will ask if the user wants to assign it to a company. Choose the company that this individual user works for.
Please note that Uniconta DK does not provide User ID’s. Distributors create their own.
“Assign to” a reseller
ALL users should be assigned to a reseller, otherwise the reseller cannot send invoices or receive payment. In order to assign users to resellers, highlight the user and click the “Assign to” button in the toolbar/ribbon as shown in the screenshot below.
Click on “Reseller” as shown in the screen shot above. A list of reseller companies that have already been set up will then be shown (see 'Reseller company set up' section of this document). Choose which reseller to assign this user to.
Once the user has been assigned to a reseller, click “OK” then the “Refresh” button in the toolbar/ribbon. The list form now shows that this customer is connected to the reseller in the “Belongs to” column as shown in the screenshot below.
“Set as” a Distributor, Accountant or Reseller
If the Reseller and Univisors/Accounting companies have been set up correctly as shown in the above sections of this document, the administrator will now be able to “set” the individual users as a Distributor, Accountant or Reseller, depending on their role. If the user is a standard user, then they not need to be set as anything.
In Administrator/All Users click the “Set as” button in the toolbar/ribbon, as shown in the screenshot below. Now this user can be set as a Distributor, Accountant or Reseller.
N.B: Accountants and Resellers will only show up in this “Set as” dropdown menu if they have been set up correctly under Administrator/Accountant and Administrator/Reseller as discussed above.
Click the “Refresh” button and the chosen Distributor, Accountant or Reseller number/Partner Id will appear in the “PartnerId” column for this individual user. The user’s role that it has been set as will also be shown in the “Role” column as shown in the screenshot below.
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A subscriptions overview can be seen by going to the navigation panel and clicking on Administrator/Subscriptions, as shown in the screen shot below.
Subscriptions will only create invoices when a company has been set up and connected to a user, so it is important to set them up properly.
Current user subscriptions can be viewed by using the navigation panel in Uniconta and clicking on Company/User rights/Manage Users. In the screen shot below, no subscription has been set up yet.
To set up a subscription for this user we would click on Company/Maintenance/Subscription in the navigation panel. The administrator will be asked if they want to add a subscription as shown in the screen shot below.
Click on “OK” and a subscription form will appear to fill out.
Make sure that the “Email” and “Email for invoice” fields are filled out and that the “Owner” number is chosen in this subscription “Description” box, shown in the screenshot below.
NOTE that a user can only own one subscription. An error will occur if users try to create a subscription for an owner who already has a subscription.
In the “Subscription” box (as shown in the screenshot above):
• Setting a check mark in “Blocked” blocks access to the subscription. However, an invoice will still be created.
• Setting a check mark in “Cancel” will cancel the subscription.
• The “Yearly” box is only for auditors or accountants (Univisors). If, for example there are accountants with very few bookkeeping clients then the monthly amount invoiced will be very small. This allows the invoice to be sent yearly, so that large accountancy firms do not receive too many small invoices.
In the “Duration” box of this subscription set up from (as shown in the screenshot above), the Uniconta system allows the administrator to offer a standard 45-day subscription for free, but another start date can be selected. If the 45 free days are offered, then Uniconta will send the administrator a reminder to create a subscription for the user after the period is over. An “End date” an also be entered here.
The “Logistic Module/Project Module/CRM” sections (as shown in the screenshot above) are filled in at Uniconta headquarters in DK. Uniconta DK has access to all historical data on which modules the customer has been using.
The module functionality is set up in Company/Maintenance/Configure application functionality.
For example, in the screen shot above, in Configure application functionality, a user has BOM checked under “Logistic Module”. So, when the subscription invoice is created, the Logistic Module will be checked and the user will receive an invoice for using the Logistic Module.
If the user wishes to drop a module in Uniconta, the relevant box in this detail form would need to be unchecked.
The administrator can see which companies the subscriptions are connected to by using the navigation panel in Uniconta and clicking on Administrator/Subscriptions. Click on the “Member companies” button in the toolbar/ribbon as shown in the screenshot below. This will show both users and companies.
Univisor/accountant subscriptions are created automatically each time an accountant is set up in Administrator/Accountant and “Add accountant “ button is clicked in the toolbar/ribbon. This is another reason that it is so important to set up accounting companies properly and assign the Univisors/accounting users to resellers as discussed in the “Assign to” and “Set as” section above.
Once the accountant has been set up and saved the accountant will appear under Administrator/Subscriptions.
Individual user subscriptions are, however, not created automatically so they need to be set up when a user is added.
Other Administrator functions
Administrator/Subscription Invoices (see screenshot below) shows all resellers and their invoices.
Administrator/Edit reseller (see screenshot below) is where a Uniconta reseller can change their master data. We will have more information on this in the future.
Administrator/Standard account is not yet complete.
Administrator/Unipedia lookup will become very important once Unipedia has been translated into every language. This will look up in Unipedia when a line item is clicked on. Each distributor will have to set this up once their country’s Unipedia is up and running.
User restrictions and reseller change requests
Distributors can administrate all users, companies and subscriptions in their country.
Resellers can administrate users, companies and subscriptions that belong to them within Uniconta.
Standard users can also administrate themselves (change names etc.). However, they cannot change their subscription.
Standard users are not able to change resellers on their own. It is only possible for distributors and Uniconta DK to change the reseller for a user. If a user would like to change their reseller for a subscription, then they need to send their distributor a written note/e-mail to requesting the change.
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