Initial coworking space setup checklist for coworking spaces
 | This document is still a work in progress. It may contain inaccuracies or errors. |
Use following checklist to check a correct and complete setup for a new coworking space:
Contents |
Organization Setup
- Create a new organization using Initial Organization Setup window
- Select appropriate Organization type
- Select the appropriate parent organization, or re-arrange it in the tree view
- Apply required Reference Data (datasets)
- Generic Chart of Accounts (or select country specific if any Localization Pack is Installed)
- Core
- Generic tax configuration
- Members portal role
- Service Contract Management
- Service Contract Invoice Presentment
- Coworking Spaces Reference Data
- Allow period control (if type = Legal with Accounting)
- Set a Fiscal Calendar
- Complete “Information” tab
- Add Organization Address/Location
- TAX id, company logo...
- Link organization as Business Partner (create a business partner with organization data and link to the organization in “information” tab. Some data from that BP is used later in Sales Invoice print report)
- Set a warehouse in “Warehouse” tab
- Set organization as ready, using “Set as Ready” process button in Organization window. Setting as ready is mandatory to allow transactions in that organization.
- Open fiscal periods
- Define required additional roles and users (if needed)
IDL Setup Checklist
- Apply or check that following datasets are applied at new organization level or higher:
- Reference Data for Initial Data Load
Find additional information regarding IDL process in IDL User Manual wiki document.
Before Product IDL
- Product categories
- Tax categories
Before pricelist IDL
- Product IDL completed
- Default Pricelist Schema created in same organization or higher
Before Business Partner IDL
- Product IDL completed
- Pricelist IDL completed
- Check/create business partner categories
- Check/create Payment Methods
- Check/create Payment Terms
- Check/create Business Partners Tax categories
- Check/create Financial Account/s, and inform a financial account to each business partner in IDL data template.
- Use “Contract Billing” as Invoice Term in all business partners (required to be included in contract billing process)
- Add contact information to each business partners
- Add Address/Location to each business partner
Before Contracts IDL
- Product IDL completed
- Pricelist IDL completed
- Business Partner IDL completed
- Check/create contract types
- Check/create payment terms
- Check/create payment methods
- Check/create contract invoice Schedules
Contract Management Setup Checklist
- Check/create contract types
- Check/create contract invoice schedule
- Check/create payment terms
- Check/create payment methods
- Check/create a conversion rate if pricelist and organization has different currency defined.
- Check Tax configuration for business partners and products (pay special attention to the country of organization address, and tax rate applying country). Also, define the Tax rate by default (use “Default” checkbox in Tax rate window)
- Schedule process in “Process Request” window: Renew contracts Background Note: Don’t forget to click on “Reschedule” process button to activate it!
Contract Invoice Setup Checklist
- Invoice process configuration (it is usually configured by default, but it is a required setup and needs to be checked)
- Setup Document types (AR Invoice, Credit Memo) per organization
- Setup Document Sequences per organization
Resources and Reservation Setup Checklist
- Business partners making reservations on resources needs to be in the same organization or higher
- Complete Resources Setup
- Create resource categories
- Create reservation calendars
- Create reservation extras and extra groups (if required)
- Create resources
- Complete resources setup for online booking ("Online booking" field group)
- Configure Members Portal roles
- In order to show prices in Room reservation widget, add following preferences. These preferences can be setup by organization, role, user...:
- Resources Calendar Widget: Show Prices
- Resources Calendar Widget: Show Net Prices
- Manage Member Portal role workspace showing “Room Reservation” widget in Member Portal role workspace
- Grant Members Portal Access to business partners contacts (create Members Portal Users)
- Check Tax configuration for business partners and products (pay special attention to the country of organization address, and tax rate applying country).