Managing OUs
Overview
The Organizations chapter gives you an overview of your existing organization units (OUs), the possibility to edit them, as well as the ability to create new ones.
The tabs available to you in each OU can differ based on the OUs type. For example, OUs of type country will show an additional tab called Fiscal settings. While OUs classified as an Airport organization unit will display a Flights tab.
To access this chapter, you need the OrganizationUnits permission. Permissions are managed from the Roles and rights chapter namely, from the functionalities card of a users role.
Creating OUs
Creating OUs tutorial:
Click the '+' icon in the top right of the overview to start creating an OU.
The initial card presented is where you specify the essential information about your OU.
- Name: The name of your OU as desired
- BackendID: The OU Backend ID as desired - this is an optional field.
- Parent store: Select the parent OU you wish to attach this one to. This is based on your OU structure.
- Company: Select the company you to attach this one to. This is based on your Company configuration.
- Type: Select the desired type of this OU.
- Status: Select the OU status (open, closed, opening soon, etc.)
- Time Zone: Select the time zone in which the OU will be operating in.
- Visibility group: Select the desired visibility group you wish to attach this OU to. This is based on your Visibility group configuration.
- Currency: This will be the OU base currency. Multiple currencies can be later specified (if desired).
- Cost price currency: This will be the currency used by EVA when performing cost price method calculations (if applicable).
Hitting Create will save your work and conclude the initial step of creating an OU. The created OU will now appear in your overview. In order to proceed, click the newly created OU where you will then be presented with various "tabs".
Below a guideline on what each tab is used for:
Basic information
In the Basic information tab, you can check and edit the most essential information initially inputted.
More about the Basic information tab here
This again includes the OU Company, Type, Timezone, and Visibility group. You can edit all contact information, set a Global location number, latitude and longitude (which may impact flows like Order orchestration), Return organization unit, OU Language(s), and more.
The Status is used to label your store for search purposes. However, it will also impact your store availability for Ship from Store activities for example, as such activities would not consider closed status stores.
To be able to add languages, you need the OrganizationUnitLanguages permission. Permissions are managed from the Roles and rights chapter namely, from the functionalities card of a users role.
Financial
In the Financial tab, you can find all basic finance-related information, including management of multiple currency OUs.
More about the Financial tab here
Cost price currency, safe and register Cash limits, and whether an OU is being used for account purposes or not (the Use for accounting checkbox). Furthermore, there's the Income and expenses and an overview of the Payment types configured for this OU.
You can also get an overview of the connected price lists to the OU.
For full access to the Payment types and Pricelists card, you need the OrganizationUnitSetPaymentTypes and the Pricing permission. Permissions are managed from the Roles and rights chapter namely, from the functionalities card of a users role.
Managing multiple currencies
Multiple currency OU tutorial:
If you want to accept multiple (cash) currencies in your store(s), this can be done from the respective organization unit Financials tab using the Organization unit currency card.
Multiple currency setups are done per organization unit. In other words, the setup process should be done seperately for each organization unit where you wish to accept multiple currencies.
Specifying the Currency and Cash handler are mandatory fields, while exchange rate is optional.
Exchange rates
When it comes to the exchange rate field, there are two possible scenarios "leave it blank" or "specify a rate".
Leave it blank: EVA will automatically determine a conversion rate based on an integration we have with Fixer.io. Rates are then automatically updated on a daily basis at 00:00 UTC based on Fixer published rates.
Specify a rate: EVA will always perform the conversion calculations based on the rate you input. Here is an example where you allow payment in GBP:
- OU base currency: Euro
- Product selling price: €1.99
- Exchange rate specified: 0.89
- Payment amount due: £1.76
The due amount of £1.76 is simply the original selling price of €1.99 multiplied by the specified conversion rate of 0.89.
If you later wish to edit the exchange rate, simply click the desired currency from the Organization unit currency card.
Once you've added a currency, this will appear on our frontend applications and conversions will be done instantly. Here is an example on POS where the OU base currency is Euro and the OU accepts GBP, USD, and CHF. The various currencies will be visible in the checkout flow under payment methods.
Logistics
In this tab, you can get an overview of Available countries for shipping and the associated shipping methods, costs, and restrictions. You can also check the supplier warehouses for stores.
Sets
In the sets tab, you will get a clear overview of the sets an OU is a part of. For more details go to the Organizations Sets chapter.
To be able to add a language, you need the OrganizationUnitSets permission. Permissions are managed from the Roles and rights chapter namely, from the functionalities card of a users role.
Custom fields
You can edit configured custom fields for the OU in the custom fields tab. To add new ones and set them up, go to the Custom Fields chapter.
Flights
The Flights tab comes with a download option for a template. To get the template, hit the 'download' icon in the top right. After you have filled it out, you can then use the 'plus' icon to upload it and add flights to the OU. They will then appear in this tab.
For the flight tab to display, you need to set the value of the App setting App:OrganizationUnit:AirportOU for the airport OU to true (default is false).
Opening Hours
The best way to configure opening hours is by using the Opening hours templates chapter and preparing a template to apply to a set of OUs. However, if you want to configure opening hours for an individual OU or override a template, then this tab has you covered. You can also set up regular opening times and special opening times.
More about the Opening hours tab here
To edit the hours, click the respective 'pencil' icon in the top right, change the times to your desire, and hit the 'save' button.
A yellow 'Warning' symbol next to the opening hours or special opening hours will signal a deviation from the configured opening hours template (if applicable). We recommend using the Opening hours templates to edit the opening hours of multiple OUs simultaneously. If you want to go back to the attached template, you can always click View template (view only) or Restore template to restore opening hours of the open OU back to template inputs in scenarios where it did not match.
To access this tab, you need the OpeningHoursTemplates permission. Permissions are managed from the Roles and rights chapter namely, from the functionalities card of a users role.
Special opening hours
Special opening hours are quite useful if you adopt extended shopping hours during holiday seasons for example. It is where you can specify opening and closing times that would then be valid for a specific moment in time only as specifying a date is mandatory.
Special opening hours is done on OU level (local level) and is not applicable to multiple OUs at once such as via the use of templates.