Company Configuration
Module Code: CONF Priority: P0 (Critical Foundation - Defines business context) Status: New (To be developed) Dependencies: User Access & Security (admin access required)
Related Documentation
- 🏠 Documentation Home - System overview & all modules
Module Overview
Purpose: Master configuration for company information, organizational structure, locations, and system-wide settings that define the dealership operation.
Priority: P0 (Critical Foundation - Defines business context)
Integration Points: All modules (every module uses company and location context)
Functional Specifications
3.1 Company/Dealership Information
Company Profile:
| Field | Description | Required |
|---|---|---|
| Legal Business Name | Official registered company name | Yes |
| Trade Name/DBA | Doing Business As name | Optional |
| Business Registration Number | Government registration ID | Yes |
| Tax ID Number | Tax identification number | Yes |
| Business License Number | Operating license number | Yes |
| License Expiry Date | License renewal tracking | Yes |
| Incorporation Date | Company founding date | Yes |
| Business Type | Corporation, LLC, Partnership, etc. | Yes |
| Industry Classification | Automotive Retail/Service | Yes |
Contact Information:
| Field | Description | Required |
|---|---|---|
| Primary Phone | Main dealership phone | Yes |
| Secondary Phone | Alternative contact | Optional |
| Fax Number | Fax (if applicable) | Optional |
| Primary Email | General inquiry email | Yes |
| Website URL | Dealership website | Optional |
| Customer Service Email | Support email | Optional |
| Sales Email | Sales inquiries | Optional |
| Service Email | Service appointments | Optional |
Address Information:
| Field | Description | Required |
|---|---|---|
| Street Address | Physical location | Yes |
| Address Line 2 | Building, suite, etc. | Optional |
| City | City name | Yes |
| State/Province | State/province | Yes |
| Postal Code | ZIP/postal code | Yes |
| Country | Country | Yes |
| Timezone | Local timezone | Yes |
| GPS Coordinates | Latitude, Longitude | Optional |
Banking Information:
| Field | Description | Required |
|---|---|---|
| Bank Name | Primary bank | Yes |
| Account Number | Company account number | Yes (encrypted) |
| Account Holder Name | Account name | Yes |
| Bank Branch | Branch location | Optional |
| SWIFT/BIC Code | International transfers | Optional |
| Currency | Primary currency (VND, USD, etc.) | Yes |
Social Media & Digital Presence:
| Platform | Field | Purpose |
|---|---|---|
| Page URL | Social media integration | |
| Handle | Marketing campaigns | |
| Zalo | Official Account ID | Customer communication |
| YouTube | Channel URL | Video marketing |
| Company Page | Corporate presence | |
| Google Business | Location ID | Local SEO |
3.2 Organizational Structure
Department Management:
| Field | Description |
|---|---|
| Department ID | Unique identifier |
| Department Name | Sales, Service, Parts, Admin, etc. |
| Department Code | Short code (SALES, SVC, PARTS) |
| Description | Purpose and responsibilities |
| Parent Department | Hierarchy (optional) |
| Department Head | Manager user ID |
| Cost Center Code | Accounting cost center |
| Is Active | Enable/disable department |
| Physical Location | Which branch (multi-location) |
Standard Departments:
| Department | Code | Description | Typical Size |
|---|---|---|---|
| Sales | SALES | New and used vehicle sales | 10-30 staff |
| Service | SVC | Vehicle service and repair | 15-40 staff |
| Parts | PARTS | Parts sales and inventory | 5-15 staff |
| Finance & Insurance | F&I | Financing and insurance products | 3-8 staff |
| Customer Care | CUSTCARE | Customer service and support | 5-10 staff |
| Accessories | ACCESS | Accessory sales and installation | 3-8 staff |
| Administration | ADMIN | Admin, HR, IT support | 5-15 staff |
| Management | MGMT | Executive leadership | 2-5 staff |
Department Hierarchy Example:
Dealership
├── Management
│ ├── General Manager
│ ├── Sales Manager
│ ├── Service Manager
│ └── Parts Manager
├── Sales Department
│ ├── New Car Sales Team
│ ├── Used Car Sales Team
│ └── F&I Team
├── Service Department
│ ├── Service Advisors
│ ├── Workshop (Technicians)
│ └── Quality Control
├── Parts Department
│ ├── Parts Counter
│ └── Parts Warehouse
├── Customer Care
│ ├── Reception
│ ├── Call Center
│ └── Customer Relations
└── Administration
├── Accounting
├── HR
└── IT Support
3.3 Multi-Location Management
Location/Branch Configuration:
| Field | Description | Required |
|---|---|---|
| Location ID | Unique identifier | Yes |
| Location Name | Branch name | Yes |
| Location Code | Short code | Yes |
| Location Type | Main, Branch, Service Center, Parts Center | Yes |
| Is Headquarters | Primary location flag | Yes |
| Address | Full address | Yes |
| Phone | Location phone | Yes |
| Manager | Location manager user ID | Yes |
| Operating Status | Active, Under Renovation, Closed | Yes |
| Opening Date | When location opened | Yes |
| Showroom Capacity | Max visitors | Optional |
| Service Bays | Number of service bays | Optional |
| Parking Spaces | Available parking | Optional |
Location Types:
| Type | Description | Capabilities |
|---|---|---|
| Full Dealership | Complete operations | Sales, Service, Parts, All |
| Sales Only | Sales showroom | Sales, F&I, Accessories |
| Service Center | Service focus | Service, Parts (limited) |
| Parts Center | Parts warehouse | Parts only |
| Administrative Office | Back office | Admin, IT, HR only |
Location Operating Hours:
| Day | Field | Example |
|---|---|---|
| Monday-Friday | Open/Close times | 8:00 AM - 6:00 PM |
| Saturday | Open/Close times | 8:00 AM - 5:00 PM |
| Sunday | Open/Close times | Closed or 9:00 AM - 4:00 PM |
| Holidays | Special schedules | Individual override |
| Lunch Break | Break time | 12:00 PM - 1:00 PM |
| Service Hours | Service dept hours | May differ from sales |
Inter-Location Operations:
| Feature | Description |
|---|---|
| Vehicle Transfer | Transfer vehicles between locations |
| Parts Transfer | Transfer parts stock between branches |
| Customer Referral | Refer customer to another location |
| Staff Transfer | Temporary or permanent staff moves |
| Centralized Inventory | Shared inventory visibility |
| Consolidated Reporting | Roll-up reporting across locations |
3.4 Business Configuration
Operating Parameters:
| Setting | Description | Example |
|---|---|---|
| Default Currency | Primary currency | VND (Vietnamese Dong) |
| Decimal Places | Currency precision | 0 (VND has no decimals) |
| Date Format | Display format | DD/MM/YYYY |
| Time Format | 12-hour or 24-hour | 24-hour |
| First Day of Week | Calendar start | Monday |
| Fiscal Year Start | Financial year | January 1 |
| Business Language | Primary language | Vietnamese |
| Secondary Languages | Additional languages | English |
Regional Settings:
| Setting | Description | Example |
|---|---|---|
| Country | Operating country | Vietnam |
| Tax System | VAT, GST, Sales Tax | VAT |
| Standard VAT Rate | Default tax rate | 10% |
| Number Format | Thousand/decimal separators | 1.000.000,00 |
| Phone Format | Local format | +84 (0) 123 456 789 |
| ID Number Format | National ID format | 12 digits |
Document Numbering:
| Document Type | Format | Example | Auto-Increment |
|---|---|---|---|
| Quotation | QT-YYYYMMDD-#### | QT-20251114-0001 | Yes |
| Sales Order | SO-YYYYMMDD-#### | SO-20251114-0001 | Yes |
| Invoice | INV-YYYYMMDD-#### | INV-20251114-0001 | Yes |
| Service Order | SVC-YYYYMMDD-#### | SVC-20251114-0001 | Yes |
| Work Order | WO-YYYYMMDD-#### | WO-20251114-0001 | Yes |
| Parts Order | PO-YYYYMMDD-#### | PO-20251114-0001 | Yes |
| Customer ID | CUST-###### | CUST-000001 | Yes |
| Employee ID | EMP-##### | EMP-00001 | Yes |
3.5 Brand & OEM Relationships
Manufacturer/OEM Configuration:
| Field | Description |
|---|---|
| OEM ID | Unique identifier |
| OEM Name | Manufacturer name (e.g., Toyota, Honda, Ford) |
| Authorization Status | Authorized dealer flag |
| Authorization Number | Dealer license number |
| Authorization Expiry | License renewal date |
| OEM Contact | Regional representative |
| OEM Support Phone | Technical support number |
| OEM Portal URL | Dealer portal access |
| Warranty System URL | Warranty claim system |
| Parts Ordering System | OEM parts system integration |
Authorized Brands:
| Brand | OEM | Vehicle Types | Service Authorization |
|---|---|---|---|
| Toyota | Toyota Motor | Cars, SUVs, Trucks | Full service |
| Lexus | Toyota Motor | Luxury vehicles | Full service |
| Honda | Honda Motor | Cars, SUVs | Full service |
| (Examples) |
OEM Integration:
| Integration Type | Description | Priority |
|---|---|---|
| Warranty Claims | Submit and track warranty claims | P1 |
| Parts Ordering | Order OEM parts electronically | P1 |
| Technical Bulletins | Receive service bulletins | P1 |
| VIN Decoding | Decode vehicle specifications | P0 |
| Recall Management | Track and manage recalls | P1 |
| Incentive Programs | OEM rebates and promotions | P2 |
3.6 System Configuration
General Settings:
| Setting | Description | Options |
|---|---|---|
| Multi-location Mode | Enable multiple locations | Yes/No |
| Multi-currency Mode | Support multiple currencies | Yes/No |
| Inventory Tracking | Track inventory levels | Yes/No |
| Commission Calculation | Enable sales commissions | Yes/No |
| Customer Portal | Customer self-service | Yes/No |
| Mobile App | Mobile access | Yes/No |
| Offline Mode | Support offline operations | Yes/No |
Feature Toggles:
| Feature | Description | Default |
|---|---|---|
| Lead Management | Enable lead tracking | On |
| Campaign Management | Marketing campaigns | On |
| Loyalty Program | Customer loyalty | Optional |
| Appointment Booking | Online appointments | On |
| Digital Showroom | Virtual showroom | Optional |
| Live Chat | Website chat | Optional |
| SMS Notifications | Automated SMS | On |
| Email Marketing | Bulk email campaigns | On |
Integration Settings:
| System | Purpose | Status |
|---|---|---|
| MISA Accounting | Financial integration | Active |
| Virtual PBX | Phone system | Active |
| Email Gateway | Email delivery | Active |
| SMS Gateway | SMS delivery | Active |
| Payment Gateway | Online payments | Optional |
| Credit Bureau | Credit checks | Optional |
| Insurance Providers | Insurance quotes | Optional |
3.7 Notification & Alert Configuration
System Notifications:
| Event | Notify Who | Method | Priority |
|---|---|---|---|
| New Lead | Assigned sales advisor | Email, SMS, App | High |
| Service Appointment | Service advisor | Email, SMS | High |
| Vehicle Ready | Customer | SMS, Email | High |
| Payment Due | Customer | SMS, Email | Medium |
| Low Inventory | Parts manager | Email, App | High |
| Staff Birthday | HR, Manager | Low | |
| License Expiry | Admin | High | |
| System Error | IT Admin | Email, SMS | Critical |
Notification Templates:
| Template Type | Channels | Customizable |
|---|---|---|
| Welcome Email | Yes | |
| Appointment Reminder | SMS, Email | Yes |
| Service Complete | SMS, Email | Yes |
| Payment Receipt | Yes | |
| Quotation | Email, Print | Yes |
| Invoice | Email, Print | Yes |
3.8 Compliance & Legal
Regulatory Compliance:
| Requirement | Description | Status |
|---|---|---|
| Data Protection | GDPR/Local privacy laws | Compliant |
| Consumer Protection | Consumer rights compliance | Compliant |
| Tax Compliance | VAT/Tax reporting | Compliant |
| Financial Reporting | Accounting standards | Compliant |
| Labor Laws | Employment regulations | Compliant |
| Automotive Regulations | Vehicle sales regulations | Compliant |
Legal Documents:
| Document | Purpose | Renewal |
|---|---|---|
| Business License | Operating authority | Annual |
| Dealer License | Vehicle sales authorization | Annual |
| Service License | Repair authorization | Annual |
| Environmental Permit | Waste disposal, emissions | Annual |
| Fire Safety Certificate | Safety compliance | Annual |
| Insurance Policies | Liability, property insurance | Annual |
Data Retention Policies:
| Data Type | Retention Period | Storage |
|---|---|---|
| Customer Records | 7 years | Active DB |
| Financial Records | 10 years | Archive |
| Employee Records | 7 years after termination | Archive |
| Vehicle Sales Records | Permanent | Archive |
| Service Records | 7 years | Archive |
| Warranty Claims | 5 years | Archive |
Data Model
Company Table:
| Field | Type | Description |
|---|---|---|
| company_id | UUID | Primary key |
| legal_name | VARCHAR(255) | Legal business name |
| trade_name | VARCHAR(255) | DBA name |
| tax_id | VARCHAR(50) | Tax identification |
| registration_number | VARCHAR(50) | Business registration |
| incorporation_date | DATE | Founding date |
| primary_phone | VARCHAR(20) | Main phone |
| primary_email | VARCHAR(255) | Main email |
| website | VARCHAR(255) | Website URL |
| logo_url | VARCHAR(500) | Company logo |
| created_at | TIMESTAMP | Record creation |
| updated_at | TIMESTAMP | Last update |
Location Table:
| Field | Type | Description |
|---|---|---|
| location_id | UUID | Primary key |
| company_id | UUID | Foreign key to company |
| location_name | VARCHAR(100) | Branch name |
| location_code | VARCHAR(20) | Unique code |
| location_type | ENUM | Full/Sales/Service/Parts |
| is_headquarters | BOOLEAN | HQ flag |
| address_line1 | VARCHAR(255) | Street address |
| city | VARCHAR(100) | City |
| state | VARCHAR(100) | State/province |
| postal_code | VARCHAR(20) | ZIP/postal code |
| country | VARCHAR(100) | Country |
| timezone | VARCHAR(50) | Timezone |
| phone | VARCHAR(20) | Location phone |
| manager_id | UUID | Manager user ID |
| is_active | BOOLEAN | Operating status |
| opened_date | DATE | Opening date |
| created_at | TIMESTAMP | Record creation |
Department Table:
| Field | Type | Description |
|---|---|---|
| department_id | UUID | Primary key |
| company_id | UUID | Foreign key to company |
| location_id | UUID | Foreign key to location |
| department_name | VARCHAR(100) | Department name |
| department_code | VARCHAR(20) | Unique code |
| description | TEXT | Purpose and scope |
| parent_dept_id | UUID | Parent department |
| department_head_id | UUID | Manager user ID |
| cost_center | VARCHAR(20) | Accounting code |
| is_active | BOOLEAN | Active status |
| created_at | TIMESTAMP | Record creation |
OEM Relationship Table:
| Field | Type | Description |
|---|---|---|
| oem_id | UUID | Primary key |
| company_id | UUID | Foreign key to company |
| oem_name | VARCHAR(100) | Manufacturer name |
| authorization_number | VARCHAR(50) | Dealer license |
| authorization_expiry | DATE | License expiry |
| is_authorized | BOOLEAN | Active authorization |
| contact_name | VARCHAR(100) | OEM representative |
| contact_phone | VARCHAR(20) | Support phone |
| portal_url | VARCHAR(255) | Dealer portal |
| created_at | TIMESTAMP | Record creation |
System Configuration Table:
| Field | Type | Description |
|---|---|---|
| config_id | UUID | Primary key |
| config_key | VARCHAR(100) | Setting key |
| config_value | TEXT | Setting value (JSON) |
| config_type | VARCHAR(50) | Data type |
| category | VARCHAR(50) | Setting category |
| is_system | BOOLEAN | System vs user setting |
| updated_by | UUID | Last modifier |
| updated_at | TIMESTAMP | Last update |
Business Rules
Company Rules:
| Rule | Description |
|---|---|
| Single Company | System supports one primary company |
| Required Fields | Legal name, tax ID, registration required |
| License Tracking | Alert 30 days before license expiry |
| Logo Requirements | Max 2MB, PNG/JPG format |
Location Rules:
| Rule | Description |
|---|---|
| Unique Codes | Location codes must be unique |
| One Headquarters | Only one location can be HQ |
| Active Manager | Location must have active manager assigned |
| Operating Hours | Must define hours for each day |
Department Rules:
| Rule | Description |
|---|---|
| Standard Departments | Sales, Service, Parts mandatory |
| Department Head | Each department needs a head |
| No Circular Hierarchy | Parent-child relationships validated |
| Active Departments | At least one active department per location |
Configuration Rules:
| Rule | Description |
|---|---|
| System Settings Protected | Critical settings require admin approval to change |
| Currency Lock | Cannot change currency if transactions exist |
| Fiscal Year Lock | Cannot change after year starts |
| Backup Before Change | Major config changes trigger backup |
Integration Points
Outbound Integrations:
| Module | Integration Purpose |
|---|---|
| All Modules | Provide company and location context |
| Employee Directory | Department and location assignment |
| Document Templates | Company info for documents |
| M05 Customer Database | Location assignment for customers |
| M06-M13 Operations | Location-based operations |
Inbound Integrations:
| System | Integration Purpose |
|---|---|
| Government Registry | Business license verification |
| OEM Systems | Dealer authorization validation |
| Tax Authority | Tax compliance reporting |
User Roles & Permissions
Who Can Configure Organization:
| Role | View | Edit Company | Edit Locations | Edit Depts | Edit Settings |
|---|---|---|---|---|---|
| System Admin | All | Yes | All | All | All |
| General Manager | All | Limited | All | All | Limited |
| IT Admin | All | No | No | No | Technical only |
| Department Manager | Own dept | No | Own | Own | No |
Key Performance Indicators
Operational Metrics:
| Metric | Target | Measurement |
|---|---|---|
| License Compliance | 100% | All licenses current |
| Location Utilization | >80% | Locations operating efficiently |
| Department Staffing | Optimal | Staff per department ratio |
| Configuration Accuracy | 100% | Settings validated |
Last Updated: November 14, 2025 Version: 6.0 Migrated From: P0_Baseline_Modules.md