Organisations

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About this page
Add an organisation
- Organisation: Fields
Support for invoicing
Manage Organisation records

About this page

This page is used to record details of an organisation to use across the system.

The Organisation record marked as the Primary represents your institution. Only one can be the primary.

One or more subsidiary internal organisations for the institution can be added and marked as Internal. Note that you can also set up internal fund schemes (set up under the Primary Organisation) as required.

External organisations can be those that provide funding, those in which external personnel maybe employed, or in which the facilities maybe used for research.

Organisations can be linked to a fund scheme in a Fund Scheme record, via the Organisation field. If a fund scheme is associated to more than one organisation, do not link it via the Fund Scheme record. See: Fund Scheme record, More than one organisation for a fund scheme.

Addresses are recorded in the Address Details related item.

Menu path: RME menu > Setup > Organisations (Search) > Organisation

Add an organisation

1. From the RME menu, select Setup > Organisations.

2. In the toolbar, click the New button.

3. Complete the fields, using the table below as a guide.

4. In the toolbar, click Save. To go back to the previous page, click it in the breadcrumb trail or use your browser Back button.

Organisation: Fields

Default Field Label (in alphabetical order)	Description
Abbreviation *	Mandatory Abbreviation of the external organisation
ABN	Organisation's Australian Business Number
ABN Lookup	This button only displays if the ABN Lookup Web Services feature is enabled and configured in System Preferences When you enter an ABN in the above field, click this button to validate it and retrieve organisation details from the ABN register and automatically complete the following fields in this page: Organisation Name, Entity Name, Entity Type, ASIC#, ABN-State and ABN-Postcode. Auto-completed details can be edited if required.
ABN-Postcode	Postcode for the address of the organisation for the entered ABN If the ABN Lookup Web Services feature is enabled and configured in System Preferences this will be auto-populated when the ABN Lookup button is selected, if relevant. Auto-completed details can be edited if required.
ABN-State	State for the address of the organisation for the entered ABN If the ABN Lookup Web Services feature is enabled and configured in System Preferences this will be auto-populated when the ABN Lookup button is selected, if relevant. Auto-completed details can be edited if required.
Analysis	Additional information, as determined by your institution
Annual Turnover	Yearly turnover in inventories, receivables, payables or assets for the organisation
ARC#	Australian Research Council reference number
ASIC#	Australian Securities and Investments number, if the organisation is linked to a registered company If the ABN Lookup Web Services feature is enabled and configured in System Preferences this will be auto-populated when the ABN Lookup button is selected, if relevant. Auto-completed details can be edited if required.
Available Facilities	List of available facilities (free text)
Comments	Additional information about the organisation
Contact Position	Primary contact position for the organisation
Currency	Currency to use for invoicing This is informational only; it does not set a value or change monetary amount values recorded in the system. See: Support for invoicing Source
Current?	Indicates whether the organisation record is active and in use If no longer in use, slide this to No.
Date Incorporated	Date the organisation was incorporated
Entity Name	Name of the registered company or other related entity for the organisation, as used in the ABN register If the ABN Lookup Web Services feature is enabled and configured in System Preferences this will be auto-populated with when the ABN Lookup button is selected, if relevant. Auto-completed details can be edited if required. The trading name will be populated in the Organisation Name field.
Entity Type	Type of ABN entity - company, business name or personal name - as used in the ABN register If the ABN Lookup Web Services feature is enabled and configured in System Preferences this will be auto-populated when the ABN Lookup button is selected, if relevant. Auto-completed details can be edited if required. If the Entity Type does not currently exist as a category in RME, the ABN Lookup Web Services feature will create a new category.
Email Address	Email address of the primary contact
Fax Number	Fax number for the primary contact
File Reference	Hard copy or online file reference for other records kept for the organisation
Folio	Folio reference for file records kept for the organisation
Funding Type	Specifies the funding type, from a defined list Source
Individual/Company	Indicates if the organisation is individual or a company
Internal?	Indicates if the organisation record is internal for your organisation For examples, a foundation or research organisation that is part of your institution (Primary Organisation record) but handled as a separate entity across the system.
Name of CEO	Name of the CEO of the organisation
Number of Employees	Number of employees in the organisation
Number of Offices	Number of offices in the organisation
Organisation Code *	Mandatory Unique code to identify the external organisation record This can be configured to allow the users to enter a value manually or to auto generate the code. See: User Code Configuration.
Organisation Name *	Mandatory Name of the external organisation If the ABN Lookup Web Services feature is enabled and configured in System Preferences this will be auto-populated with the trading name when the ABN Lookup button is selected, if relevant. Auto-completed details can be edited if required. The company or other name will be populated in the Entity Name field, if one exists.
Organisation Type	Type of organisation, from a defined list Source
Parent Organisation	Lookup to search for and add an organisation of which this organisation is a subsidiary or part
PO Required?	Indicates if a purchase order is required from the organisation before issuing an invoice This flag is informational only. See: Support for invoicing
Primary?	Indicates if the organisation is the primary organisation This is generally used for the institution itself. In this case, the Internal? flag will be Yes. If using the Costing and Pricing Tool, the organisation marked as Primary will be used as the institution in the tool.
Primary Contact	Primary contact name for the organisation
Primary Function	Details about what the organisation does primarily
Tax File Number	Organisation tax file number
Taxation Type	Identifies the tax type for invoicing, such as Export or GST Taxable, which may be defined by your Finance team See: Support for invoicing If your institution uses additional invoicing and financial fields in Significant Events (via the Financial Significant Events product key), the value saved in this field is automatically populated in a corresponding field in the Invoice Details section of a Contract or Project Significant Event, and/or Significant Event RIC grid in a Contract or Research Project Request (RPR) eForm when the organisation is selected. Depending on the configuration of the Significant Event page or eForm Significant Event RIC, users may be able to select a different type to override the populated value. Therefore, to preserve the user's selection, if the value in this core record field is changed after the selection of the organisation in a Significant Event or eForm Significant Event RIC, the changed value will not be reflected in the event or eForm RIC. Source
Registration Number	Organisation registration number
Status	Additional information about the organisation's status, from a defined list
Summary	Brief overview of the organisation for reference
Used From	Date organisation is used from
Used To	Date organisation is used to
Work Phone	Work phone for the primary contact
Website	Website of the organisation

Support for invoicing

To support invoicing processes, Currency, PO Required? and Taxation Type fields are available for this Page View (ORG001). These are not included in the default Page View layout but can be added. See: Page Views

These fields are informational only, used to flag to the Finance team which currency and tax type to use in invoicing and if a purchase order is needed from the organisation before issuing an invoice.

The design of this solution assumes the following process:

1. When setting up an Organisation record, an RME administrator or office team member indicates the desired currency, taxation type and whether purchase orders are required for the organisation using these fields.

2. The organisation creates and issues a purchase order to the institution to outline the deliverables required for a project.

3. The institution provides these deliverables.

4. When deliverables are completed, a system output is provided to the Finance team (who generally does not use the RME interface). This could be via an RME API or a report.

5. The institution’s Finance team issues an invoice to the organisation based on the information provided regarding currency and taxation type. If a purchase order is required (PO Required? flag = Yes), they can confirm that a purchase order has been received from the organisation.

To integrate this data in RME with other systems, these fields are available in both the RME Web API and RME API - read only, as well as the Organisation reporting view for reporting purposes.

Manage Organisation records

You manage core records from the module search page, Results tab. Select records in the grid and use the New, Delete or Export buttons on the toolbar in Organisation search.

Product Key: Modules - Core

Page ID: ORG001.htm