MTS Multi Organization — User Guide

Introduction for Users

With MTS Multi Organization installed, your SuiteCRM account is scoped to a specific company. You will only see records (Accounts, Contacts, Opportunities, etc.) that belong to your company. When you save a new record, it is automatically tagged to your company — you do not need to do anything manually.

How the Plugin Works

1. You log in to SuiteCRM.
2. If you belong to multiple companies, a Switch Company screen appears — pick the company you want to work in for this session.
3. From that point, all list views show only your company's records.
4. When you create a new record and save, it is automatically assigned to your company.
5. If a numbering rule is configured for the module, the target field (e.g., Invoice Number) is filled in automatically on save.

Switching Companies

If you have access to more than one company:

1. Click Switch Company in the navigation menu (top bar) — or it appears automatically at login.
2. Select the company you want to work in.
3. All module views refresh to show that company's data.

If you belong to only one company, the switch screen is skipped and you go directly to the home page.

Using Auto-Numbering

When a numbering rule is set up for a module (e.g., Quotes, Invoices, Cases):

1. Create a new record in that module.
2. Leave the target field (e.g., Name or a custom number field) empty.
3. Save the record.
4. The target field is populated automatically with a number in the configured format (e.g., ACME-2025-00001).

If you fill in the target field yourself before saving, the auto-number is skipped and your value is preserved.

Working with Company Records

Company records are visible in the Companies module in the navigation bar. Regular users can view the company they are assigned to. The detail view shows:

• Contact details (phone, email, website, address)
• Legal information (registration, VAT, tax ID)
• Banking details (IBAN, BIC/SWIFT)

Editing companies requires admin-level access.

Usage Scenarios

Scenario 1 — Sales Rep Creating an Opportunity

You are a sales rep at Company A. You create a new Opportunity.

You will see: Only Company A's Accounts in the related-record popup. The Opportunity is saved with mts_cm_company_id_c = Company A. A colleague at Company B cannot see this Opportunity.

Scenario 2 — Finance Issuing an Invoice

A numbering rule is configured: module = AOS_Invoices, target = name, pattern = {PREFIX}-{YYYY}-{N:5}, prefix = INV.

You do: Create a new Invoice. Leave the Name field blank. Click Save.

You will see: The Name field reads INV-2025-00001. The next invoice for your company will be INV-2025-00002.

Scenario 3 — Switching Between Companies

You manage two subsidiaries. At login, the company picker appears.

You do: Select Company B for this session.

You will see: All modules show Company B's data. The navigation bar shows a Switch Company link to return to the picker.

Best Practices

• ✅ Leave the auto-number target field empty when creating records so the sequence stays consistent.
• ✅ Use the Switch Company link instead of logging out and back in when you need to change context.
• ✅ Check the company shown in the top bar before creating bulk records.
• ✅ If a record appears missing, confirm you are in the correct company context.
• ✗ Don't manually enter a number in the auto-number field unless you have a specific reason — it breaks the sequence.
• ✗ Don't share login credentials between users from different companies.

FAQs for Users

Q: Why can't I see records that I know exist? You may be in the wrong company context. Click Switch Company and select the correct company. If the record still doesn't appear, ask your admin to check which company the record is assigned to.

Q: Can I belong to multiple companies? Yes. Your admin assigns you to one or more companies. At login you choose which company to work in for that session.

Q: The invoice number was not generated — the field is empty. Either the target field already had a value when you saved (clearing it triggers a new number on the next save), or no numbering rule is configured for your company + module. Contact your admin.

Q: I see a "Switch Company" screen every time I log in. This means you belong to more than one company. Pick your default company at login. If you always work in one company, ask your admin to remove you from the others.

Q: Can I edit the company's bank details? Only admin-level users can edit Company records. Contact your admin if bank or legal details need updating.

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