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Coworking:Business Partner

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Contents

Introduction

Business partner master data window is the place where you can easily organize and centralize business partner data.

Nowadays organizations deal with many third parties such as customers, suppliers, creditors, etc., therefore it is recomended to import large number of business partners instead of creating them one by one by using the Import Data module

Anyway, Openbravo allows you to enter business partner master data information whenever it is needed as your business takes place, therefore the procedure described within this section explains how to set up a single business partner of any type.

Business Partner

There are many business partner types such as customers, suppliers and employees you can define and configure.

There is one key field in the business partner header window which is the "Business Partner Category".
You should select a category to which the business partner is going to belong to.
To learn more about "Business Partner Category", visit Business Partner Category section.

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Rest of fields at header level are common fields which require to enter basic business partner information such as:

Obviously, it is not the same to enter and configure a customer than a supplier/creditor or an employee, that is the reason why "Business Partner" window has three main tabs and therefore sub-tabs which allows you to set up each main business partner type separately:

Above mentioned tabs and sub-tabs are described in the next chapters of this section.

Finally, it is very important to remark that there could be other types of business partners which require to be set up as business partners in this window; business partners which have nothing to do with either a customer, or a supplier/creditor or an employee.
That is the case of the Banks.

The Banks needs to be created in the business partner window header by just entering basic header information and no data in any of the business partner window tabs, but Location and Contact.
The reason why is because "Bank" type business partners are needed in the "Remittance" financial workflow.
To learn more about this workflow visit, Financial Account

Set New Currency

This process allows to change business' partner currency.

Business partner currency is automatically filled in with the currency of the "Sales Price List" assigned to the business partner. Once filled in, it can be changed if required by running "Set New Currency" process.

Normally business partner currency is the same as the currency of the price list assigned to it, however it could also happen that a business partner having assigned a price list defined in EUR currency, might have defined USD as business partner currency. In that case all transactions booked in EUR for the business partner, will then be exchanged to USD, therefore its balance can be calculated in USD.

Set New Currency process allows to define:

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Business partner new currency can be entered in the field "Currency".

Check-box "Use default conversion rate" if checked, makes that the conversion rate use to calculate customer balance is the one defined in Conversion Rates window, otherwise a conversion rate can be entered in the field "Rate".

Additionally, a business partner might have available credit in a given currency.
If that is the case Openbravo will inform us about that, while running this process, as business partner available credit will have to be exchanged to the new currency also.

Customer

Customer related data can be entered and configured once the "Customer" check-box is enabled.

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As shown in the image above there is a list of relevant data to be entered for customers together with current customer balance information:

You could either select any data such as "Price List" from a previously created list of values, or create it "ad hoc" by navigating to the corresponding window, and then select it.

Above defaulted configuration means that it is not possible to complete either a sales order, a goods shipment or a sales invoice for the customer but to receive a payment.

Customer Accounting

Customer accounting tab allows you to configure the ledger accounts to be used while posting customer related transactions such as customer receivables and customer advances to the general ledger.

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As shown in the screen above, you can configure for each customer and general ledger the accounts to be used in:

At first, these accounts are inherited from the Defaults accounts of the organization's general ledger for which the business partner is being created. The end-user can always change them.

Besides, it is important to remark that it is possible to configure the creation of new correlative accounts for the business partners as described in the General Ledgers tab of the Organization window.

Vendor/Creditor

Vendor or Creditor related data can be entered and configured once the "Vendor" check-box is enabled.

WS224.png

As shown in the image above, there is a list of relevant data to be entered for suppliers or creditors, also know as vendors:

Above defaulted configuration means that it is not possible to complete either a purchase order, a purchase invoice or to make a payment but to receive goods sent by the vendor.
As already mentioned if a business partner of any type is blocked it is not possible to Complete (or book) some documents types however it is always possible to Void them.
You will realize that Openbravo shows an error message stating that it is not possible to complete a document for a business partner set as "on hold".

Vendor Accounting

Vendor accounting tab allows you to configure the ledger accounts to be used while posting vendor related transactions such as vendor liabilities and vendor advanced payments to the general ledger.

WS213.png

You can configure for each supplier or creditor and available accounting schema, the ledger accounts to be used in:

At first, these accounts are inherited from the Defaults accounts of the Accounting Schema assigned to the Organization for which the business partner is being created. The end-user can always change them.

Besides, it is important to remark that it is possible to configure the creation of new correlative accounts for the business partners being created as described in the Org Schema tab of the Organization window.

Employee

A business partner can be set up as employee once the check-box "Employee" is enabled.

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Employee tab allows you to set which of your business partners are "Employees".
An employee can be:

Employee Accounting

The ledger accounts to be used while posting employee related transactions such as paryroll accounting could be added in this tab.

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As you can see in the image above, nowadays there is no ledger account required to be defined for employee accounting.
The reason why is because there is no transaction susceptible of being posted for employees.

Anyway, this is the place where "Human Resources" related modules or features should point to while defining the accounts to be used in any employee transaction susceptible of being posted.

Cost Salary Category

ManualDoc:T1005100000

Bank Account

Bank account tab allows you to list and setup business partner bank accounts.

It is possible to configure and properly setup business partner bank accounts to be used while making or receiving business partner payments of any type.

Therefore, we strongly recommend you to properly setup bank accounts as those will be used by Openbravo as required within Openbravo payment management processes.

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The "bank account" related data you can enter is:

Location/Address

Business partner locations and full address details can be set up in this tab.

Business partners might have different addresses details depending on location/address used for either "Goods Receipts/Shipments" purposes or location/address used for "Invoices" purposes.

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Openbravo allows you to define any type of business partner address, by filling in below information:

Contact

Contact tab allows you to add and configure the business partner contacts you deal with.

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As you can see in the image above, basic "Contact" data such as:

can be configured in this tab.

Assignment History

Manage the historical assignment records of an access key to individuals

ManualDoc:Coworking:T8771BD21B9EB496B90676003FB361C9B



Full list of Business Partner window fields and their descriptions is available in the Business Partner Screen Reference.

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