Set up regions, branches and divisions in Leadnote

Your sales organisation is a short list of regions, branches and divisions. You use it to tag quotes, invoices and sales orders, to filter lists, and to print the right branch address on a document.

What each part means

Open Sales Organisation from the Settings hub (the card is called "Define your Sales Organization"). The page Manage Sales Organization has three tabs: Region, Branch and Division. Each tab has a short explanation of the term. Users who are not Owners or Managers see the same page in view-only mode with the message "Only administrators can add or change the sales organization".

Add regions and divisions

1. Open the Region tab and click Add New Region. For divisions, open Division and click Add New Division.
2. Type the name. To add several at once, separate the names with commas, for example "Northeast, Midwest, South, West".
3. Save. Leadnote confirms how many were added.

Names must be unique within their kind. Use the row menu to edit or delete an entry. You can search the list, and Drag to rearrange order to set the order in which the entries appear in dropdowns. Clear the search box first, because dragging is switched off while a search is active.

Deleting a region also deletes the branches under it. Quotes, invoices and orders that used the deleted region or division keep working and simply lose the tag.

Add branches

Branches live inside regions, so create at least one region first. If there are none, the Branch tab shows Create Regions First.

1. Open the Branch tab. Under the right region click Add Branch.
2. Enter the Branch Name. It is required.
3. Fill in the address: Address Line 1, Address Line 2, City, State/Province, Country and ZIP/Postal Code.
4. Optionally add Phone Number, Email and Tax Number (GST/VAT/TIN).
5. Click Save Branch.

A branch's region is fixed once it is saved. To move a branch, add it again under the new region and delete the old one.

Use them on documents

Each quote, invoice and sales order has a segment section with Region, Branch and Division dropdowns. Choose the ones that fit the deal. The section also has a (Create & Manage) link to this page.

• Printed address. When a branch with an address is selected, the printed document uses that branch address as your company address. If no branch is selected, or the branch has no address, Leadnote uses the address in your organisation profile. Deleting a branch means its address is no longer available on documents.
• Filters. The Quotes, Invoices and Sales Orders lists have Region, Branch and Division filters under More Filters.
• Price lists. A price list can also have a region. See Price lists.

Example setup

A distributor with offices in three cities might create the regions North and South, then the branches Delhi and Chandigarh under North and Chennai under South, each with its own address. If the business also sells services, it might add the divisions Equipment and Services. A salesperson creating an invoice for a Delhi customer picks Region North, Branch Delhi and Division Equipment. The printed invoice then carries the Delhi address, and managers can later filter the Invoices list by any of the three.

Keep the structure simple. Every extra branch or division is one more dropdown choice for your team, and you can always add more later.

Who can use it

The ability to add and change the sales organisation is limited to Owners and Managers, whatever the permission matrix says.