IN THIS SECTION


Overview

Before you can run any of the Joiin reports you have to connect to QuickBooks Online, Xero or Sage to pull in your financial data or add a company manually.  Once you've set up a Company Joiin will refresh the financial data automatically on a daily basis or you can refresh manually as and when required. You can also group companies to make it more manageable when running reports.


Viewing Companies

You can view all your companies on the Companies page. Click on the Companies item in the left menu to access the companies page. Here you will see a list of all your companies with information about each one such as name, type, currency and data synchronisation information. From here you can also perform various actions on the companies as described in the sections below.


Sorting Companies

You can change the order that companies appear in reports on the Company Management page.  This is useful when using the Compare By Company report filter.  Changing the order also changes the order companies appear in the company dropdown in the report filter.


Custom Order

To change the order of individual companies, click on the Action (three-dot) menu to the right of a company and select either Move Above or Move Below along with the company you wish to move it above/below.


Sorting Alphabetically

You can also quickly sort the companies into alphabetical order by clicking on the bar icon to the left of the COMPANY header.



You can then choose to sort companies in ascending alphabetical order or descending alphabetical order.



Adding a Company


To add a new company:


  1. Click on Companies on the left menu.
  2. Click on the Add Company button and select whether to add a QuickBooks Online, Xero, Sage or Add manually.  For more information refer to the following articles:


NOTE: If you're not ready to connect to a financial system you can also add a company with demo data - just select the Add demo company option.




Connected Company Settings

If your company is a Xero, QuickBooks or Sage company you can change various settings to control how it behaves.


Configuring Company Import Dates


By default Joiin pulls the data from Xero/QuickBooks/Sage for the last 3 and next 2 fiscal years  - if you want to go back further you can change these settings through the Company configuration.


  • Select Companies from the left-hand menu.
  • Click on the Company name you wish to change or selectConfigure from the Companies action (three dot) menu at the right.
  • Set the number of years to go back.
  • Optionally change the month to go back to - this will default to the Fiscal year start. 


NOTE: Some reports include figures such as Profit for the year so you need to make sure you go back far enough to get complete results.  Bear in mind though that going back further means pulling more data and so will mean the data refresh may take longer.
  • Click Update Company to save your changes - the process of refreshing data from the source system will start and you will be returned to the Company list.



Setting Cash or Accrual Based Reporting

By default Joiin uses Accrual based reporting.  You can change this to Cash-based if required.  This is only available for Xero and QuickBooks companies.  To do this:

  • Select Companies from the left-hand menu.
  • Select Configure from the Companies action (three dot) menu at the right of the company you want to change.
  • In the Accounting Method drop-down select Accrual or Cash as required.
  • Click on Save to save your changes - you have the choice to apply the changes to all your companies or just a single on - choose which option and the company(s) will start a data refresh with source system.




Refreshing Data


Refreshing Manually

Company data automatically refreshes every 24 hours but if you want to refresh it more often you can do so by selecting Refresh Data from the Companies action menu at the right represented by three dots:

 


If you have 20 companies or more you also have the option to Refresh All companies in one go - just click on the Refresh All button at the top of the page to kick off data refresh across all your companies.


NOTE: Xero, QuickBooks and Sage have certain limits on how much data Joiin can retrieve in certain timeframes - these limits can be breached if too many requests are made in a short period of time. Joiin has no control over these limits so we recommend that you keep to a minimum the number of refreshes you do.



Problems with Refreshing

If there were problems with the data refresh - it's rare but it does rely on QuickBooks, Xero or Sage API's being available - then you will see a Refresh Error message against the company along with the date and time that the last successful refresh occurred.  If you see this message then you can try refreshing again.  If this does not work then you can try re-connecting to the source system by selecting Reconnect from the Companies action menu. 


NOTE: If your problem persists it is best to contact us rather than continually retry. Continually retrying may result in data limits being breached as mentioned above.




Optimised Data Refresh

The automatic daily refresh or manual refresh is an Optimised Refresh. This means it will fetch financial data based on the Book Close/Lock Date from the source financial system. If a close date is set it will only fetch data back to this date and no further. If no close date is set it will only fetch data back to the previous financial year. The date that the Optimised Data Refresh is fetching data from can be seen in the Company configuration page.


If, for some reason, you have entered data in your source financial system prior to these dates, you can pause the Optimised Refresh and fetch all the data again. To do this:


  • Select Companies from the left-hand menu.
  • Select Configure from the Companies action (three dot) menu at the right of the company you want to change.
  • Go to the Optimised Data Refresh section and click on. the disable this temporarily link.
  • Select whether to pause for one day, one week or one month and click Next.
  • Choose whether you want to pause for just this company or all.
  • Once you've disabled, at the next automatic sync, all data will be refreshed (back to your company config date). You can perform a manual refresh at this stage if required to fetch the data (see above).



Changing Display Name

You can change the company name that is displayed within Joiin from its original Xero/QB/Sage name. This is helpful if you wish to shorten names or make them more consistent.


  • Select Companies from the left-hand menu.
  • Click on the Company name you wish to change or selectConfigure from the Companies action (three dot) menu at the right.
  • Change the display name as required.
  • Click on Update company button at the bottom.


NOTE: If you disconnect and re-connect a company, the Display Name you set will be reset to the original Xero/QB/Save name.



Adjusting Company Data

You can adjust the data for a company - this can be helpful for things such as partial eliminations or FX adjustments. For more information on this see our Company Adjustments article. When adjustment data has been added to a company a blue icon will appear against it in the Companies list.



Other Settings


Grouping Companies

You can create groups of companies which can then be used when running reports. See the Running Reports article for more information on how to use groups.


NOTE: Company Groups can be used to run all reports and on Report Packs and Dashboards. It's a useful way ok keeping Report Packs and Dashboards up-to-date with your list of companies without having to make changes in multiple places.



Creating Groups

If you have more than one company, the Group Structure dropdown will appear at the top left of the Companies list.



Click on the dropdown and click the Add Group Structure button to add a new group. You will then be prompted to enter a name for your Group and select the companies you wish to include.



You can search for companies by entering the search criteria in the search box. Check the companies you wish to include and, once done, click Save.


Filtering by Group

Once you have created groups you can filter the companies list by group by clicking on the Group Structure dropdown and selecting the desired group. The list of companies will only include those in the selected group.


Editing Groups

You can change the name of a group or change the companies that make it up. To do this, click on the Group Structure dropdown and click on the Edit icon next to the group to be changed.


Deleting Groups

You can delete a group. To do this, click on the Group Structure dropdown and click on the Delete icon next to the group to be changed.



NOTE: If you delete a group, any Report Packs that contain reports including that group will become invalid. You will need to fix any issues on these report packs before you can run them.



Changing Company % Ownership


If you are consolidating across multiple companies, some of which are only partially owned you can set a percentage ownership of a company.  This will cause all values for that company in all reports to be adjusted according to the percentage.


  • Select Companies from the left-hand menu.
  • Click on the Company name you wish to change or select Configure from the Companies action (three dot) menu at the right.
  • Change the Ownership share % as desired and click on Update company button at the bottom.



Once updated, if the ownership is set to anything other than 100% it will show on the Companies list as such:






Deleting Companies

When you need to delete a company from Joiin just select the Delete option from the Companies action menu.  Deleting a company from Joiin removes all the data stored in Joiin along with any tokens used to connect to QuickBooks/Xero/Sage.  It does not affect your data in QuickBooks/Xero/Sage in any way.  Should you need to add the company in again it's simply a case of following the instructions above.