The organizational structure defines the hierarchical structure of the company as well as the identifiers and names of the organizational levels, such as cost centers. The organizational structure in Navita can be very complex. The structure can have a single company without subdivision of the organization, or the company can be divided into hierarchical sub-levels such as cost centers or projects. The structure can also have several companies in parallel, which can also be grouped into a group. In group structures, in addition to legal entities, elimination units can be added to the organization for consolidation.
The organizational structure can be accessed in the Administration menu > Organisation. The toolbar functions on the page can be used to make changes to the organizational structure as needed.
Descriptions of columns
OrgID column shows the Group or Company level as the top level below which are the subsidiaries and / or the company's business areas and cost centers. All values imported into the Navita must be assigned to a cost center or organization level. In the implementation phase, a so-called 'Z' level (named 'No cost center') is often created inside the company if only part of the data relates to cost centers. When importing data, accounting transactions for which cost center information is missing (eg balance sheet exports) are allocated to this auxiliary cost center. It is possible to change the tag by activating the contents of the cell with a double-click. However, changing the tag afterwards may interrupt the transfer of data to the system or cause another connection loss in the database configuration. Therefore, changing the organizational identifiers afterwards should be done carefully, checking the functionality after the change. For major changes in organizational structures, please contact Navita Support.
Name column shows the name of the company or entity. The name can be changed by double-clicking it.
Latest Actual Month column specifies the most recent accounting month. The latest actual month determines the data for the period displayed on the front page, as well as for which period the standard reports and some input forms open.
- In some integrations, this information is automatically updated. If the integration does not update the information, then the change must be made by the user.
- The actual month is written in the format mm.yyyy. If the month is shown in italics in the cell, it means that the information in the cell is inherited from a higher level in the organizational hierarchy, and changing the month at a higher level also affects all lower levels.
- If the cell reads 'default', the last actual month comes from the database's common financial year definitions (see Administration> Accounting Periods)
- If the latest actual month is defined on a project-by-project basis, it does not need to be updated after a project is completed. Therefore projects´ latest actual month is the last month where the actual values can be found.
- The last actual month is not mandatory information, but as it is used in most reports and on the front page, it should be considered as necessary information in the system together with the active financial year defined in the system.
FAM (First Actual Month) column refers to the first reported period of the organizational unit. This information is optional and the word 'default' refers to the first month of the first financial year. This information is useful mainly in the project organization and defined on a project-by-project basis, so that the project report can be viewed from the period 'first actual month' to 'last actual month'.
Periods column defines company-specific financial years. If the common fiscal year definition in the database (see Administration> Accounting periods) is not applicable to all organizational units, company-specific financial years must be defined separately . Some integrations maintain fiscal year definitions automatically, in which case they are always company-specific, even if the general fiscal periods in the database are also defined. The organizational unit's own financial year definitions override the common financial year definitions for the entire database. If the 'Default' option for financial years is used at the organizational level, the general financial year definitions in the database define the fiscal year.
Own Account Names column tells if there are account names that differ from the common names in the chart of accounts at the organizational level (see Administration> Accounts). The names of the accounts in the Own Account Names list only appear at this organizational level; when viewed from other levels, only the account number is displayed.
Is Default column defines which of the lower-level organizational units acts as the target unit in the allocation rule, which distributes the value entered at the upper level of the organizational hierarchy to the lower units / cost centers (see Data > Breakdown Rules). It is possible to set the breakdown rule so that the entire value entered at the top level is "distributed" entirely to the Default unit found in the organization. If this setting is used on the Organization page, it should be noted that the setting must be set within the sum level of each organization separately.
Company Settings column is used to define the additional configurations for the organizational unit. Changes can be made by double-clicking the column. These additional settings control, among other things, the calculation of the quick forecast and the automatic updating of the last actual month in connection with integrations
Locked Levels column is used to lock data levels per organizational unit. This lock complements the data level locks that are defined for the entire database, that is, for all organizational units (see Administration> Data Levels).
Own Break Rules column is used to specify organizational unit-specific sub-rules (that is, how numbers are distributed from the sum level to lower-level items). The organizational unit's own breakdown rules override the database's general breakrules (see Data > Breakdown Rules).
Assigned Dimensions column allows one to attach a specific dimension or dimension object to the organizational unit. If the link between the organizational unit and the dimension objects is used, the the visibility of the dimension objects used by the organizational unit is limited to the selected dimension objects only.
ExternalID column´s information is only available for certain integrations defined at the enterprise level.
The organizational structure can be changed from the toolbar with the following functions:
Add New Buiness Unit
This function is used to add new items to the organizational structure. The function opens a new window in which the organization ID, name, and location of the new item in the organization structure is defined.
Delete Business Unit
Organizational levels can be removed from the list with this function. When a level is deleted, it should be noted that all related data will be lost from the data levels, input forms and reports. Deleted values can no longer be restored by re-adding the same organizational unit to the structure.
Move selected item
Cost centers can be transferred within an organization with this function.
The organizational structure can be exported from Navita in Excel and Word format
Organization(s) which include companies
A setting to determine the levels within which there are separate companies.
Search in Hierarchy
A function that can be used to retrieve a cost center with a specific name or organization ID from a structure.