Companies¶

Companies are the foundation of your master data. They represent the legal entities you allocate IT spend to and report chargebacks for. Every allocation, cost line, and many reports reference a company, so keeping this data accurate is important.

When your workspace is created, it starts with one company named after your organization. Its country is the one you selected during trial signup, and it will auto-assign to the default Chart of Accounts for that country when available. You can rename it or add more.

Getting started¶

Navigate to Master Data > Companies to open the list.

Required fields:

Name: a unique label your teams recognize
Country: ISO country code (searchable by name or code)
City: city where the company is based
Base currency: ISO currency code (searchable by name or code)

Unique names: each company has its own name, whatever the case (Acme and acme are the same name). A name another company already has is refused with a message under the name.

Working with the list¶

The list shows all companies for your workspace. Use it to review key information at a glance, find companies quickly, and open workspaces for editing.

Default columns:

Column	What it shows
Name	Company name (click to open the workspace)
Country	ISO country code
Currency	Base currency code
Headcount (year)	Headcount for the selected year (click to open the Details tab)
IT users (year)	IT users for the selected year (click to open the Details tab)
Turnover (year)	Turnover for the selected year, in millions of the company's base currency, for example `35 M USD` (click to open the Details tab)
Status	Enabled or Disabled

Additional columns (hidden by default, add them from the column chooser):

Column	What it shows
City	City
Postal code	Postal code
Address 1	Primary address line
Address 2	Secondary address line
State	State or province
Notes	Free-text notes
Created	Date and time the record was created

Filtering:

Quick search: free-text search across all visible columns
Column filters: click any column header to filter by value; numeric columns (Headcount, IT users, Turnover) support number filters
Status scope: the Show: All / Enabled / Disabled toggle above the list controls which companies appear. The list shows enabled companies by default

Year selector: use the Year field in the toolbar to switch which year's metrics are displayed. The bottom row shows totals for Headcount, IT users, and Turnover across all visible (filtered) companies.

Metric values:

A metric that was never entered for the year shows —. A zero that was entered shows 0
Numbers follow the language of KANAP: a decimal comma in French, German and Spanish, a decimal point in English
The turnover of each row is in the company's base currency. The Total row is in the reporting currency: each turnover is converted at the rates of the year. When the default budget column of the year is frozen, those are the rates it fixed. Otherwise they are the current rates (see Currency Settings)
When a currency has no rate for the year, the turnover of the companies in that currency is left out of the total, and the total names the currency and the number of companies left out. KANAP fetches the missing rate in the background. A manual rate fixes it at once

Actions:

New: create a company (requires companies:member)
Import CSV: bulk-import companies from a CSV file (requires companies:admin)
Export CSV: export companies and their metrics to CSV (requires companies:admin)
Delete Selected: delete one or more selected companies (requires companies:admin; only possible if nothing references the company)

Search context: when you open a company workspace from the list, your current search, filters, sort order, and year are preserved. Navigating back to the list restores your previous view.

Permissions¶

Action	Required level
View the list and workspaces	`companies:reader`
Create or edit companies	`companies:member`
Import, export, or delete	`companies:admin`

The company workspace¶

Click any row in the list to open the company workspace. It has two tabs: Overview and Details.

Header: the company name. Click it to rename the company. The arrows with "N of M" move between companies in the list's order and filters without returning to the list. The back link, Companies, returns to the list with your search context intact
Status, under the name: Enabled or Disabled. Click it to change it. Choosing Disabled disables the company at once: the end of validity becomes the current time
Properties panel on the right: Country, Base currency, Chart of accounts and Lifecycle. Use the panel toggle next to it to collapse the panel or open it again
Delete, at the top right: shown to company administrators (companies:admin). See Deleting a company

Autosave: Every change saves on its own when you leave the field. There are no Save, Reset or Close buttons. You can keep working while a change saves. The top of the page reads Saving… while it saves, then Saved for a moment. When a change is refused, the field shows its previous value again and the reason shows under it. The message stays until you type in the field again.

Properties panel¶

Country (required): ISO country code, searchable by name or code. Changing the country also switches the Chart of accounts to the new country's default, but only when the current chart belongs to another country. A global chart stays in place
Base currency (required): ISO currency code, searchable by name or code
Chart of accounts: the chart linked to this company (see Chart of Accounts). On an existing company you can pick another chart but you cannot empty the field, because the default for the country would come back
Lifecycle: the status switch, labelled with the current state (Enabled or Disabled), and the End of validity date. See Status and lifecycle

Overview¶

The Overview tab holds the address, the registration details and the notes. The company name, country, currency, chart and lifecycle are in the header and the Properties panel.

What you can edit:

Address section:
- Address line 1, Address line 2: address lines
- Postal code: postal or ZIP code
- City (required): city name. An empty city is refused with "Enter a city."
- State or region: state, province or region
Registration section:
- Registration number: company registration number
- VAT number: VAT identification number
Notes: free-text notes

Creating a company: New opens a single form with the name, Country, Base currency, Chart of accounts, City, the other address fields, the registration fields and Notes. Choosing a country fills in the Chart of accounts for you: the country's default chart if there is one, otherwise a global chart. You can change it before you save. Click Create to save the company. The Details tab becomes available after you create the company.

Details¶

The Details tab manages yearly metrics. Use the year tabs at the top to switch between years (current year plus two years before and after).

What you can edit:

Headcount (required): total employee count for the year, must be a whole number of zero or more
IT users (optional): number of IT users, must be a whole number of zero or more
Turnover (optional): revenue in millions of the company's base currency, up to 3 decimal places. The label names the currency, for example Turnover (M USD)

How it works:

Each value is saved for the selected year when you leave the field (or press Enter). A value that is not valid shows a message under the field, for example "Enter a whole number, 0 or more." The field goes back to the stored value, and the message stays until you type again
Numbers follow the language of KANAP: type 12,5 in French, German or Spanish and 12.5 in English
Each year is stored on its own: switching years loads that year's values
If the company figures for the year are frozen, the fields are locked and a notice says that a budget administrator can unfreeze them (Budget management > Administration > Freeze master data)
You need companies:member to edit metrics

Chart of Accounts¶

Each company can be linked to a Chart of Accounts (CoA), which defines the set of accounts available when recording OPEX or CAPEX lines for that company.

How it works:

When you create a company, it is automatically assigned to the default CoA for its country (if one exists). If no country default exists, the chart that is the Default for other countries is used.
You can change the CoA assignment in the Properties panel using the Chart of accounts selector. The selector shows CoAs matching the company's country plus any global-scope CoAs.
When you change the company's country, the CoA follows if the current one belongs to another country: it switches to the new country's default. A global CoA stays in place.
On an existing company, the CoA cannot be emptied. You can only replace it with another one.
The CoA you select determines which accounts appear in the account dropdown when creating or editing OPEX lines for this company.

What this means for your workflow:

Companies with a CoA: when recording OPEX/CAPEX, you can only select accounts that belong to that company's Chart of Accounts. This ensures accounting consistency.
Companies without a CoA (legacy): can use accounts that do not belong to any Chart of Accounts. This supports gradual migration to the CoA system.
Changing CoAs: if you switch a company to a different CoA, existing OPEX lines keep their current accounts (with a warning if they do not match the new CoA), but new lines will use accounts from the new CoA.

Setting up Charts of Accounts: go to Master Data > Charts of Accounts to view, create, or manage your CoA sets. You can create CoAs from scratch or load them from platform templates (country-specific standard account sets). Each country can have one default CoA (Country default ({country})), which is proposed when you create a company in that country. Companies in a country without a default use the Default for other countries chart. See Chart roles.

Tip: if you see an "obsolete account" warning when editing OPEX/CAPEX lines, it means the account does not belong to the company's current Chart of Accounts. Update the account to one from the correct CoA to resolve this.

Status and lifecycle¶

Use the End of validity to control when a company stops being active.

Companies are Enabled by default. Leave the End of validity blank to keep the company active indefinitely, or schedule a future date.
Switching the company to Disabled ends its validity now: it is disabled at once. While a future date is set, the switch reads Active until and that date.
When the end of validity passes, the status switches to Disabled on its own within the hour.
After the end of validity:
- The company no longer appears in selection lists for new allocations and is excluded from reports for strictly later years.
- Historical data remains intact; the company still appears in reports covering years when it was active.
Prefer disabling over deleting. A company that anything still uses cannot be deleted: budget lines (as paying company or in their allocations), contracts, cost centers, departments, users, the locations it operates, tasks, applications, interfaces, portfolio projects and requests, and the team members whose default company it is. The message counts what uses it, for example "This company is used by 2 departments and 14 users". Disable it instead. Its yearly metrics are deleted with it. In the list, the confirmation names the companies kept this way, with what uses them, before anything is deleted.
To delete a company anyway, first remove what uses it. Set another company on its users, budget lines and their allocations, contracts, cost centers, the locations it operates, tasks, applications, interfaces, portfolio projects and requests, and team members. Move its departments to another company, or delete them last, once nothing uses them. Then delete the company.

Deleting a company¶

A company administrator (companies:admin) can delete a company from its page with Delete, or several from the list with Delete Selected.

KANAP checks first. When something uses the company, the dialog says what, for example "This company is used by 2 departments and 14 users. Disable it instead of deleting it.", and offers only Close. Disable the company instead (see Status and lifecycle)
Otherwise the dialog asks for confirmation: "This cannot be undone." Delete deletes the company with its yearly metrics and returns to the list
A deleted company leaves the Recently Viewed tile of My Dashboard

Yearly metrics¶

Many parts of the app are year-aware. Companies have metrics per year:

Headcount (required for the year)
IT users (optional)
Turnover (optional, in millions of the company's base currency)

Where it matters:

Allocations can use Headcount, IT users, or Turnover to distribute costs across companies for a given year. Turnovers in different currencies are converted to the reporting currency first. A company whose currency has no rate for the year gets no share of a split by turnover. See Allocations.
Reports use these metrics for KPIs and ratios.
Only companies active for a year are considered for that year's allocation and reporting.

Freeze and copy:

You can freeze a year once finalized to prevent edits.
Use Copy yearly metrics in Budget management > Administration to copy metrics from one year to another (choose which metrics to copy). Frozen years cannot be overwritten.

CSV import/export¶

Export CSV downloads the companies the list shows (or, on request in the dialog, every company) with their metrics. Import CSV reads a file back. The import dialog also carries Download template: a file with the headers and one example row, a fictional company with metrics for the list year. Replace it with your own rows.

The columns, in this order. The metric columns follow the year selected in the list toolbar: the year before, that year, and the year after.

Column	Content
`name`	Required. The company name. Rows are matched on it
`country_iso`	Required. Two letters
`address1`, `address2`	Address lines
`postal_code`, `state`	Address details
`city`	Required. The city
`reg_number`, `vat_number`	Registration and VAT numbers
`base_currency`	Required. Three letters
`status`	`enabled` or `disabled`
`disabled_at`	The end of validity: a date (`2026-12-31`) or a full date and time. The export writes the date only. Imported again, that date keeps the stored end of validity
`notes`	Free text
`headcount_<year>`	A whole number. Required when the row carries any metric for that year
`it_users_<year>`	A whole number
`turnover_<year>`	Up to 3 decimals, in millions of the company's base currency

Import:

Start with Preflight check. It validates the headers, the encoding, the required fields, the duplicates and the metrics. If the check is clean, Load applies the inserts and the updates. Then the dialog counts the companies created, updated and unchanged, for example "2 created, 5 updated, 30 unchanged"
Matching: by company name, whatever the case. The stored spelling stays: a row ACME updates Acme, and the preflight check says "ACME" was matched to "Acme"
One row per company: a name that appears twice in the file, whatever the case, is refused at the check: "\"Acme\" is already on row 4. Keep one row per company."
Required fields: name, country_iso, city and base_currency. An empty city is refused at the check, for a new company and for an update
Status and end of validity: the export writes the status read from the end of validity. A new company is enabled unless the row says disabled. On an update, a blank status and a blank disabled_at keep the stored values. enabled with an empty date clears the end of validity. disabled with an empty date keeps a date that has already passed, and otherwise ends the company today
A row whose status contradicts its date is refused with a row error: "Status is enabled but the end of validity has passed. Clear the date or set the status to disabled. If the file comes from an older export, export the data again." or "Status is disabled but the end of validity is still to come. Set the status to enabled or set a date that has passed."
Years read: the dialog names the years it reads, for example "Metrics read: 2025, 2026, 2027, from the year of the list. Each year is optional."
Each year is optional: a year is a block of three columns, headcount_<year>, it_users_<year> and turnover_<year>. Leave a whole block out and the stored metrics of that year stay as they are. A column of a year outside the three years read is ignored, and the check lists it with the ignored columns
A year comes whole: a file with one or two columns of a year, without the others, is refused on the Header line, which names the missing columns
Metrics: if a row carries any metric for a year, headcount_<year> is required for that year. it_users_<year> and turnover_<year> can be empty
Frozen years: a row that carries metrics for a year whose company metrics are frozen is refused at the check: "Metrics for 2025 are frozen. A budget administrator can unfreeze them." Leave that year's columns out, or unfreeze the year first (see Freeze master data)

Notes:

See CSV files for the encoding, the separator, the date and amount forms, and the two import steps
The list refreshes automatically after a successful load

Tips¶

Disable over delete: keep history consistent and reports meaningful.
Chart of Accounts: assign CoAs to companies to ensure consistent account usage across OPEX/CAPEX lines.
Turnover: enter values in millions of the company's base currency (e.g., 2.5 = 2.5 million in that currency).
Headcount is the most common allocation driver; keep it up to date for the current year.
Frozen metrics: you can still review them, but edits are blocked until a budget administrator unfreezes the year in Budget management > Administration > Freeze master data.
Column chooser: use it to show or hide columns like City, Address, State, or Created to suit your workflow.
Metric columns link to Details: clicking a Headcount, IT users, or Turnover value opens the Details tab directly for that company.