How to manage contacts changing important/legal details

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Organisation Contacts Changing Important/Legal Details

All users (both people and organisations) of Perspective Platform are in control of their user account.

For various reasons, from time-to-time an organisation will update their details. This may include important/legal information such as ABN, Legal Name, Trading Names, etc.

These are important changes that connected Licensees (eg. Builders) will need to be aware of and, in many instances, take some action.

If, for example, an organisation updates their ABN, it is impractical to ask them to completely re-register and "start from scratch" on the Platform.

It is outside a Licensee's control if they keep other details unchanged, such as addresses, phone numbers, addresses, etc.

Internal Processes for Such Changes

Licensees must have internal processes for when such changes occur, understanding how this affects financial systems, production ordering systems, etc.

eg. for a supplier changing their ABN, best practice would typically dictate that a new vendor, vendor code, etc. is created for the new ABN in both financial and ordering systems

This is often (understandably) not done due to the complexity of such changes across many systems and day-to-day processes that cannot be interrupted in this way.

As a result, processes are needed to ensure such changes are correctly handled, both internally and with cloud systems like Perspective Platform.

Notification of Changes

For this reason the "Change of Details" notification feature of Perspective Platform will advise when an organisation contact changes their legal name, trading name, or ABN.

Internal processes can then be followed to ensure systems are updated as needed.

Details of this feature are available here

Onsite Safety

In the case of safety systems, for example, a process might be to reject all ABN-specific compliance items requiring the vendor to resupply the compliance items under the new ABN.

In the case of ordering/finance systems, once internal changes are made, the contact's vendor code is updated to continue receiving Purchase Orders.

Multiple Businesses/ABNs

Where a contact has multiple businesses/ABNs, a separate organisational profile must be created for each business.

This is a simple process and can be done via the My Perspective Portal.

Staff and subcontractors can be easily linked/connected to multiple organisations/businesses without the need to re-register.

Questions?

Insula are happy to discuss these concepts and provide advice to licensees seeking to implement the best processes for their specific systems and situation.

To discuss this further please contact Insula Support.