Organisations

Definition

An organisation is a feature that allows the system administrator to set up a separate, secured, logical database specific to the organisation. There is one logical database for each organisation; however, there is still one physical system database.

Multiple organisations (see below) can be created and associated to each user, with different data access rights for each organisation.

Example: The system user "John" is associated with Hexagon user group 1 and Infor EAM user group 2 (see this article on User Groups).

User group 1 is associated with organisation 1 and User group 2 is associated with organisation 2.
User group 1 has full access rights to the Equipment form;
User group 2 has query-only rights to the Equipment form.
When the system user "John" opens the Equipment form and queries for an equipment record, the system displays only records having organisations to which John has access.
If the organisation of the equipment is organisation 1, John will have full access rights to the record.
If the organisation of the equipment is organisation 2, John can only view the record.

Note: You cannot establish record-level security for the equipment unless the MULTIORG installation parameter is set to YES.

Implement multi-organisation security (MOS)

To activate Multi-organisation security (MOS), you must set the MULTIORG installation parameter to YES (see this article on Installation Parameters). After activating MOS, you cannot deactivate it.

Depending on the type of security set up, the system does not allow users to view or influence data from organisations to which they do not belong. With MOS, the system becomes more user-driven, rather than user-group driven, making it possible for users to have different roles. Associate users with more than one organisation and establish a default organisation for that user.

The system automatically displays the user’s default organisation at login, which can be changed to any organisation to which the user has access. To switch organisations after login, simply log out and log back in as the new organization. After logging in to a specific organisation, users can view and influence data specific to all the organizations to which they have access and all information defined as "common," which is information accessible across all organizations and users.

When inserting new records, the system automatically associates the record to the organisation of the current login session; however, users can change the organisation to any organisation to which they have access.

MOS replaces facility security. Therefore, if you do not use MOS, the system does not display Organisation on any forms. Note: MOS affects many system functions.

Activate multi-organisation security

Using multi-organisation security (MOS), establish record-level security for system forms depending on the organisation of the record. To utilize record-level security for a form, first activate MOS capability for the entity associated with each function.

To activate multi-organisation security (see screenshots below):

Select Administration > Security > Multi-org Security.
Select the entity for which to activate multi-organisation security, and then click the "Multi-org" check box.
- Note: After activating an entity for MOS, it cannot be deactivated.
- You can select additional Multi-org check boxes to activate multi-organisation security for multiple entities.
Click "Save Record" (floppy disc icon).

Create a new Organisation

Define organisations within your enterprise. You can also edit organisations as necessary.

To define organisations (see screenshots below):

Select Administration > Security > Organisations.
Click "New Record". Note: You cannot insert a new organisation record if you have multi-organisation security set to "NO" (see section Activate multi-organization security above).
"Organisation": Specify a code identifying the organisation, and then enter a description of the organisation in the adjacent field.
"Currency": Specify the currency to attach to the organisation.
"DUNS Number": Specify your organisation’s DUNS number. A DUNS number is a unique nine-digit sequence used as the universal standard for identifying and tracking businesses worldwide.
"Set of Books Name": Specify the name for your general ledger books.
"Common": Select to indicate that the organisation is common, that is the system shares information defined for this organisation among all organizations.
- Note: After defining an organisation as common, you cannot change it to be a specific organisation (un-check the "Common" option). You cannot delete common organisations.
Click "Save Record" (floppy disc icon).
.

Additional information may also be provided (see screenshot above):

Select the option for invoice matching:
- "Match Tolerance Absolute": Specify the absolute amount allowed as the difference between the purchase order line cost and the invoice line cost when matching line costs. If no value is specified, the system automatically sets the value to 0.
- "Match Tolerance %": Specify the percentage allowed as the difference between the purchase order line cost and the invoice line cost when matching cost lines. If no value is specified, the system automatically sets the value to 0.
- "Match Quantity Tolerance %": Specify the percentage allowed as the difference between the purchase order line quantity and the invoice line quantity when matching line quantities. If no value is specified, the system automatically sets the value to 0.
"Locale": Select the number format to use based on the geographic location of your organisation/enterprise; default is "Europe".
- Selecting a locale determines the manner in which commas and decimals are used in numeric data.
- The setting of the LOCALE installation parameter determines the default locale for all users (see this article on Installation Parameters).
- However, selecting a locale at the organisation level overrides the setting of the LOCALE installation parameter of the logged in user.
"Server Time Offset": Specify the number of hours difference between the system server and your local time if the system server is in a different time zone.
"Account Segment Value": Specify the general ledger account code segment that represents the organisation in your accounting structure.
"Accounting Entity": Specify an accounting entity for the organisation.
"Depreciation Type": Select the depreciation type for assets within the organisation.
- Depreciation Type is automatically based on the setting of the ASDEPTYP installation parameter (see this article on Installation Parameters).
- However, selecting a depreciation method at the organisation level overrides the setting of the ASDEPTYP installation parameter.

Finally, several custom fields related have been activated and renamed in order to be displayed automatically on Purchase Orders:

"Bank, e.g. Deutsche Bank
"IBAN", e.g. DE12 1234...
"BIC", e.g. CABCDEFGH
"VAT", e.g. DE123456789
"Headquarters", e.g. Schönefeld
"District Court, e.g. Frankfurt am Main, HRB 35414
"Executive Manager", e.g. John Smith

Add enterprise locations to organisations

Add, change, or delete enterprise locations on the organisations screen.

To add enterprise locations (see screenshot below):

Select Administration > Security > Organisations.
Select an organisation to which to add an enterprise location, and then click the "Enterprise Locations" tab.
Click "Add Enterprise Location".
"BOD Group": Select a BOD Group from the list:
- Asset
- Material
- Purchasing
- Work
"Enterprise Location": Enter a unique name identifying the enterprise location.
Click "Submit" (floppy disc icon).

Add, update and delete options for organisations

Enter, update and delete parameter option values at the organisation level.

To add options to organisations:

Select Administration > Security > Organisations.
Select the organisation for which to add options, and then click the "Options" tab.
Click "Add Option" ([+] icon).
"Option": Specify the option to specify for the organisation.
"Description": Specify a description of the option.
"Value": Specify the value of the option, e.g. S.
Click "Submit" (floppy disc icon).

To update options for organisations:

Select Administration > Security > Organisations.
Select the organisation for which to add options, and then click the "Options" tab.
Select the option to update.
"Description": Update the description of the option if necessary.
"Value": Update the value of the option if necessary.
Click "Submit" (floppy disc icon).

Defining fiscal years for asset depreciation

Create fiscal years to indicate the fiscal periods on which to base asset depreciation. When defining fiscal years for an organisation, you cannot create any gaps or overlaps between fiscal year periods. After defining fiscal years, you can update them as necessary. However, updating an existing fiscal year can invalidate records associated with equipment for which unit of output is the depreciation method.

To define fiscal years for asset depreciation (see screenshot below):

Select Administration > Security > Organisations.
Select the record for which to define fiscal years, and then click the "Fiscal Years" tab.
Click "Add Fiscal Year" ([+] icon).
"Start Date": Enter the date on which the fiscal year begins.
"End Date": Enter the date on which the fiscal year ends.
Click "Submit" (floppy disc icon).

Note: To delete a fiscal year, select the fiscal year to delete, and then click "Delete Fiscal Year" (litter bin icon).

Deleting an existing fiscal year deletes records associated with equipment for which unit of output is the depreciation method.

To recalculate depreciation details for the equipment (see screenshot below):

"Actions"
"Recalculate Depreciation Details".

Notes on HiSERV-Organisation structure

Situation as of May 2025: the HiSERV-Organisation structure in Hexagon was designed to contain 1 common Organisation (*) and one specific / local Organisation (HISERV). However, all strategic data, including assets, contracts, invoices etc., as well as non-strategic data (manufacturers, classes, suppliers etc.) were created and managed under the local HISERV organisation.

Problem: This prevented the integration of new companies into the HiSERV database in Hexagon, because all of their data had to be incorporated into the same HiSERV environment, with no regional specificities. This became particularly problematic when HiSERV GmbH acquired companies in other countries (Portugal, Belgian, Hungary etc.) which needed to manage part of their data under their own organisation, because of legal and fiscal regulations.

Solution: Therefore, it was decided to adapt the HiSERV-Organisation structure in Hexagon into the following scheme:

Organisations marked with an asterix correspond to common organisations, while all others are specific / local organisations. Departments are indicated In yellow (bottom layer).

Why: As illustrated on the diagram, all non-strategic data will be managed under the common HISERV*-Organisation: classes, suppliers, manufacturers, parts, locations etc. This will allow all other organisations to access these data without restriction.

Certain data types will be managed via common regional organisations (HISERV GmbH* and CTC Moyson*), such as Assets (GSE), documents, customers etc. so that these information can be easily restricted to users of each organisation.

At a local level, strategic data, in particular contracts, invoices, work orders and stores will be saved under specific organisations (HISERV GER, HISERV POR, HISERV OSL etc) in order to restrict their access as finely as needed. For instance, a user attached to HISERV POR only will not be able to see contracts and stores managed by HISERV BEL. He will however be able to access manufacturers, tax codes and warranty information.

When: The implementation of the new organisation-architecture is scheduled to take place in May 2025.