How do you create an administration and location in Easyflor?

Part 1: Administration

What is an administration?

An administration is a separate "book" in Easyflor for your company or for separate parts of your company (such as trucks that are a separate company). Each administration can send its own invoices.

Why do you need an administration?

• Every invoice must be sent from an administration
• You can set separate details per administration (such as logo and bank number)
• If you have multiple companies or trucks, you can keep them separate
• All important company details appear on the invoice

How do you create an administration?

Step 1: Create a new administration

1. Go to "Organization" in the menu
2. Click on "Administrations"
3. Click on "+New"

Step 2: Fill in the basic details

Fill in the following:

• Administration name: The name of your company or truck (for example "Flower Company Jansen" or "Line 1")
  • This name will appear on the invoice!
• GLN code: Enter this if you have one (can be requested via the GS1 website)
• Flora Holland code: Enter this if you have one
• Country: The country where this administration is located
• Currency: The currency you work in (usually Euro)
• Main language: The main language of the administration
• Logo: Do you want the company logo on the invoice? Upload it here
• Click "Save"

Step 3: Add extra details

After saving, select the administration and fill in:

Address:

• Enter the company address
• This address will appear on the invoice

Start invoice number:

• Before going live, you must enter here at which number the invoices should start
• This way your administration is correct

Important numbers:

• VAT number
• IBAN number (bank account number)
• All other numbers that should appear on the invoice

Contact details:

• Phone numbers
• Email addresses

Part 2: Location

What is a location?

A location is a place where you keep stock. This can be your physical business, but also a truck or another storage place.

Why do you need a location?

• You need to know where your stock is located
• Each stock location has its own "name" in the system
• If you have multiple places (for example a warehouse and a truck), you can keep them separate
• The location information appears on labels

How many locations do you need?

• One stock location? Create one location
• Multiple stock locations? Create a location for each place
• Trucks with their own stock? Create a location for each truck

How do you create a location?

Step 1: Create a new location

1. Go to "Organization" in the menu
2. Click on "Locations"
3. Click on "+New"

Step 2: Fill in the details

Fill in at least the following:

• Code: A short name for the location
  • This appears on labels
  • For example: "MAG1" for warehouse 1, or "TRUCK1" for truck 1
• Location: The full name of the location
  • For example: "Main warehouse" or "Truck Line 1"
• Line 1: The address of the location
  • Is it not a real address (for example a truck)? Then put a description like "Mobile truck"
• City: The city where the location is located
  • Is there no city? Then put "n/a" (not applicable)
• Country: The country where the location is located
• Click "Save"

Done!

You have now created an administration and location. You can now send invoices and track stock in Easyflor!