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The Entity Management System provides a single platform for managing Users, Customers and Suppliers (Entities).
The Entity Management System provides a single platform for managing Users, Customers and Suppliers (Entities). Every entity that can purchase products and services, or that can supply products and services, is set up in the system as an Entity. The EMS contains functions to create and maintain Entities. The EMS structure supports multiple levels of Entities, as described below.
The EMS’s relational account structure is completely scalable, supporting multiple levels of sales and marketing, from a Supplier through to an End User. Emersion accommodates many depths of billing including supply chains, Service Providers, agents and End Users.
In future releases Emersion will support multiple departments, teams and individuals to be set up within a business account of an End User, allowing invoices to be broken down by many levels within an organisation, creating seamless transparency and breadth of information for you and Your End Users.
A typical business structure is shown below:
All Entities are set up with a Contact Name, Business Name, Business Type (Service Provider (SP) or End User etc), ABN, Username, Password, and System Access Permission details. Multiple addresses, phone numbers and email addresses are able to be stored for each Business.
The Entities billing preferences are stored to streamline the billing process (when used in conjunction with the Emersion Billing Sub-System). The billing period, billing frequency (based on the billing period) and the Billing Day for the period (day of month) are stored to control when the invoices are generated for each Entity.
The Search function allows an Entity to be located easily. Once located, Entities details can be maintained, as well as their Bundle Sales and Services (when used in conjunction with the Emersion Billing Sub-System).
Dependant on Entities permissions, they have the ability to create other Entities of various types which may include Users, End Users, Agents or even other Service Providers (if they are an authorised Aggregator). Commercial restrictions placed upon the Client are enforced by the Permissions Component.
The Create Bulk function allows multiple Entities to be created by importing the Entities’ details from a .CSV file. All Entities imported will be created with the selected Entity type, Entity mapping and permissions group.
The functions each User and Entity can access are configured in the Permissions component. Each User and Entity can be assigned to multiple Permission Group’s containing settings for each function in the applicable System, and whether the User or Entity can access the function.
The System contains a number of pre-configured Permission Groups, each containing a set of permissions configured according to the functions specific User and Entity types will typically access. With the appropriate access the Permission function allows a User or Entity’s specific permission settings to be viewed, modified and Permission Groups changed.
For each Entity in the system, provided Permissions are granted, an account balance can be maintained between two Entities, providing basic accounting functionality in concert with the Billing Sub-System.
The Ledger component stores details of all Invoices, payments, deposits, refunds and other transactions made between Entities.
Transactions are automatically entered in the Ledger when the System generates invoices. An Invoice transaction is created in the End User’s / Customer’s (i.e. debtor’s) ledger, with the invoice details as a negative amount. An Invoice transaction is also created in the SP’s / Supplier’s (i.e. creditor’s) ledger with a positive amount.
The List function displays a list of transactions in the selected Entities ledger. The current ledger balance is also displayed (i.e. total of all positive and negative transactions).
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