Subsidiaries

What it is and what it's for

A subsidiary is the highest business unit in AdmCloud: above Locations (warehouses or points of sale) and above Divisions or Departments. It lets you separate, within the same company, operations that need their own functional currency, their own country (and therefore their own fiscal document), their own default ledger accounts for sales, inventory and taxes, and even their own logo and print formats on invoices and reports.

Almost every transaction in the system (invoices, payments, journal entries, trips, opportunities, etc.) and many catalogs (locations, ledger accounts, emission points, user groups) are linked to a specific subsidiary. That lets you filter reports, restrict a user to only their subsidiary, and keep separate accounting per business unit without contracting a separate database for each one.

Screens in this area

How to create and configure a subsidiary

1. Open the Subsidiaries module and click Add. If your plan doesn't allow more than one subsidiary, the button may be hidden or the system will warn you when you try to save.
2. Fill in the general information: name, address, phone numbers, tax ID, and above all the country and currency of the subsidiary — both are required, and the currency can't be changed once saved.
3. In the Fiscal section, confirm the first month of your fiscal year if it's different from January.
4. In the Accounting section, assign the default ledger accounts this subsidiary will use (sales, cost of sales, inventory, taxes, adjustments, promotions, and others). Leave a field blank to fall back to the company's general configuration.
5. If you run payroll, fill in the Payroll section with the concepts used for the Christmas salary, the bonus and the 14th-month salary, as applicable in your country.
6. Under Print Formats, choose the native format for your documents and, if needed, assign a different custom HTML template per document type (invoice, quote, receipt, etc.) just for this subsidiary.
7. If this subsidiary needs to send its emails from a server other than your company's, turn on Custom Mail Server in the last section, fill in the host, port, username and password, and use the test-send button to confirm it works before saving.
8. Click Save. To delete a subsidiary later, open its Details and use the delete button; this is only possible if it has no dependent data left (see Validations).

Main capabilities

• Full accounting and fiscal separation: each subsidiary can have its own country, functional currency, tax ID and set of default ledger accounts.
• Subsidiary hierarchy (optional): if your company has this feature enabled, you can flag a subsidiary as a "consolidation" subsidiary and assign child subsidiaries to it, useful for consolidated reporting across a group of branches or affiliates.
• Their own formats and visual identity: logo, native print format and custom HTML templates per document type, different for each subsidiary.
• Their own mail server: each subsidiary can send its emails (quotes, invoices, account statements) from its own SMTP server instead of the company's.
• Customer portal per subsidiary: you can enable or disable customer portal access independently for each subsidiary.
• WMS module per subsidiary: if your plan includes the Warehouse Management System (WMS), you can turn it on subsidiary by subsidiary.
• Custom fields: add your own fields to the subsidiary form if your plan allows it, directly from the "Create Field" button on the form.
• Disable or mark as read-only a subsidiary without deleting it, to stop showing it at login or to prevent new transactions on it while keeping its history.

Key fields

Validations when saving

• Name is required and must be unique across all of the company's subsidiaries.
• Country and currency are required.
• Currency can't be changed once the subsidiary is created.
• The first fiscal year month must be between 1 and 12; it defaults to January if not set.
• A subsidiary can't be its own parent subsidiary.
• Only a subsidiary flagged as "consolidation" can be used as a parent subsidiary, and a consolidation subsidiary can't itself have a parent.
• Ledger accounts you assign must be available to this subsidiary: if an account is restricted to a different specific subsidiary, AdmCloud rejects using it here.
• You can't change the country of a subsidiary that has already issued fiscal documents (NCF), in companies where this validation is active.
• You can't create or keep more active subsidiaries than your plan has contracted; once you hit the limit, saving is blocked until you purchase additional subsidiaries.

Availability, permissions and conditions

• Access to this module is controlled by the "System Configuration" (SA_CONFIG) permission on your user group, with separate levels for viewing, adding and editing.
• Every company includes one subsidiary (the "Main" one) at no extra cost, on any plan.
• Having more than one active subsidiary requires the Enterprise plan, purchasing as many additional subsidiaries as you need; each additional subsidiary has its own monthly cost.
• Subsidiary Hierarchy (parent and consolidation subsidiary fields) only appears if your company has this feature enabled.
• The WMS module field only appears if your plan includes the Warehouse Management System.
• The button to add custom fields from the form only appears if your plan includes field customization.
• The number of available native print formats (4 or 8) depends on whether your company has modern print formats enabled.

Tips and common mistakes