How To: Setup Branding

Table Of Contents

Branding allows businesses that trade under multiple business names to present the correct company details, logos and contact information on customer-facing documents.

This is particularly useful if you operate multiple websites, brands or trading names from a single Khaos Control system.

Branding can be applied:

Manually on the Sales Order Additional tab.
Automatically based on a sales order's Sales Source.
Automatically based on a customer's Company Class.

For a full overview of branding functionality, see Branding.

Important: Before setting up branding, make sure you understand the Branding Hierarchy, as this determines which brand is applied to a sales order.

Before You Begin

To use branding successfully, you should configure the following:

Branding details in System Data.
Reports that use branding information.
Sales Sources or Customer Classes for automatic brand selection (optional).
Brand-specific Basic Reports (optional).
Brand-specific email settings (optional).

For additional configuration options see:

Create a Brand in System Data

Open the System Data screen (show me how).
Double-click [ Sales Order Processing | Branding ].
Press Alt + E or click Edit to enter edit mode.
Press F3 or click Add to create a new brand.
Enter the required brand details.
Press Ctrl + S or click Save to save your changes.
Alternatively, press Alt + A or click Abort to discard the changes.

Brand Fields Explained

The following information can be stored against each brand.

Field	Description / Example
Brand Desc	Internal brand identifier, for example `BRAND01`
Company Name	The trading name displayed on branded documents
Web Site	For example: Web: www.mybrand.com
Email	For example: sales@mybrand.com
Tel 1	Main telephone number
Tel 2	Secondary or freephone number
Fax 1	Fax number
Special Text	Reserved for future use
Reg Number	Company registration details
Reg Office	Registered office address
VAT Number	VAT number printed on branded stationery
EORI Number	HMRC Economic Operator Registration and Identification number
IOSS Number	EU VAT Import One-Stop Shop (IOSS) number
DDI	Direct Dial In number when TAPI integration is enabled
Tax Relief	Used with VAT Relief Qualified functionality

Additional Options

These options are available from the shortcut menu:

Option	Description
Brand Address	Stores the address and contact information used in branded reports
Assign Logo Filename	Selects the logo file to be used for the brand

VAT Number Considerations

Important: Khaos Control supports a single VAT registration per system.

The VAT number configured in System Values remains the primary VAT registration used by the system.

The option to store different VAT numbers against brands is intended primarily for fulfilment houses and similar operations.

Businesses operating multiple VAT-registered entities will normally require separate Khaos Control systems.

VAT Relief Qualified (VRQ)

Customers may qualify for VAT relief when purchasing certain stock items.

For VAT relief to be applied automatically:

The stock item must be marked as VRQ.
The customer must be marked as VRQ.
The sales order brand must be marked as VRQ.

For more information, see How To: Setup and Use VAT Relief Qualified.

Configure Reports for Branding

Standard Reports

If your system uses Standard Reports, branding support may require customised report development.

This work may be chargeable.

Basic Reports

If you use Basic Reports, add the following tag where branded company information should appear:

Plain Text

<%BulkAddress%>

For example:

Plain Text

<%SkipEmpty%><%NO DoubleName%>

[<%Company name%> | <%Contact name%>]

<%BulkAddress%>

<%Tel1%>

<%Fax1%>

<%Email%>

<%Web%>

This allows the branded address and contact details from System Data to be displayed automatically.

Note: Report Builder Designer is an advanced user feature.

Standard Reports That Still Require Development Changes

Even when using Basic Reports, the following reports continue to use Standard Reports and cannot be branded through Report Builder alone:

Any changes required to these reports would normally need to be submitted as a development request.

Automatic Brand Selection

The branding assigned to a sales order is stored on the Additional tab of the sales order.

Brands can be selected automatically by linking them to:

A Sales Source.
A Customer Company Class.

Branding Hierarchy

When a sales order is imported, branding is applied in the following order:

Branding selected directly on the Sales Order.
Branding linked to the Sales Source.
Branding linked to the Customer Company Class.
No branding applied.

This means a brand selected on the sales order always takes priority.

Website-Specific Branding

To ensure orders imported from a website are assigned to the correct brand, include the appropriate Sales Source in the KSDXMLImportFormat.xml file.

Example:

XML

<SALES_SOURCE>INTERNET_BRAND01</SALES_SOURCE>

Note: Sales Source codes are case-sensitive and must already exist in Khaos Control.

User-Specific Branding

Users can also be associated with a particular brand.

To do this, link the user to the Sales Source associated with that brand.

This can be useful where staff work exclusively with a specific website, department or trading name.

Important Notes

Branding applies to sales documents and customer-facing communications.
Branding does not apply to Purchase Orders, as purchases are made by the legal trading entity rather than an individual brand.
A brand cannot be deleted if a Basic Report is currently linked to it.
Brand-specific email server credentials can be configured for automatically generated emails.
Logos, company details and addresses can be customised independently for each brand.