Definition

The Definition module is the foundation of the Organization module in GEMS ERP. It is used to create and maintain the organisational structure that supports business operations across the system.

The records created in this module establish the hierarchy of your organisation, from the highest corporate level to operational units such as factories, inventory locations, sourcing teams, and delivery locations. These organisational records are referenced throughout the ERP in modules such as Sales, Procurement, Production, Inventory, and Finance. The source documents describe these records as the organisational structure used throughout the ERP and identify the Group Company as the top-level organisational unit that forms the basis for Business Entities, Business Units, and downstream operational hierarchies.

Purpose

The Definition module enables your organisation to:

• Build and maintain the organisational hierarchy.
• Configure business units and operational locations.
• Define sales and procurement structures.
• Organise inventory and factory operations.
• Standardise organisational master data across the ERP.
• Ensure all operational transactions reference the correct organisational records.

Navigation

Organization → Definition

Available Masters

The Definition page contains the following organisational master records:

Master	Description
Group Company	Represents the highest level of the organisational structure.
Business Entity	Defines individual legal entities within a Group Company.
Business Unit	Represents operational divisions within a Business Entity.
Sales Channel	Defines the channels through which products or services are sold.
Sales Office	Represents physical or virtual sales offices.
Sales Team	Groups users responsible for managing sales activities.
Factory Unit	Represents manufacturing plants or factory locations.
Sourcing Unit	Defines procurement or sourcing organisations.
Sourcing Unit Team	Organises teams working within a sourcing unit.
Inventory Unit	Represents inventory management locations.
Inventory Bay	Defines storage areas within an Inventory Unit.
Delivery Location	Represents locations used for shipping and receiving goods.

Screen Overview

The Definition page displays all organisational masters as individual cards.

Each card represents a specific organisational component. Selecting a card opens the corresponding master where authorised users can:

• View existing records.
• Create new records.
• Edit organisational information.
• Search and filter records.
• Maintain master data used across the ERP.

Organisation Hierarchy

The organisational masters are designed to work together in a structured hierarchy. Higher-level records provide the foundation for creating lower-level organisational records, allowing the ERP to maintain a consistent organisational structure throughout the system. For example, the source documentation describes the Group Company as the top-level organisational unit that serves as the parent for Business Entities and subsequent organisational levels.

Best Practices

• Configure organisational masters before creating operational transactions.
• Maintain unique and meaningful codes and names for each master record.
• Keep organisational information accurate and up to date.
• Grant modification permissions only to authorised users.
• Review organisational structures periodically to ensure they reflect your current business operations.

Next Steps

After understanding the Definition module, you can configure each organisational master individually:

1. Group Company
2. Business Entity
3. Business Unit
4. Sales Channel
5. Sales Office
6. Sales Team
7. Factory Unit
8. Sourcing Unit
9. Sourcing Unit Team
10. Inventory Unit
11. Inventory Bay
12. Delivery Location

Each master has its own dedicated User Guide page explaining its purpose, available fields, and how to create, manage, and maintain records.