User Manual 2.2/Business Partner

Definition

Business partner window

The Business Partner window defines the entities with whom the user and company interacts. Each business partner may be assigned to a business partner group. This option permits the user to apply certain characteristics to all business partners of a selected group. Business Partner information is one of the three crucial aspects of data management in Openbravo (the other two are Products and Price Lists). Below are a list of tabs which are used to fill in Business Partner Information. Tab Common information such as names, descriptions, company codes, etc, is defined.

Client

Customer tab

Tab Defines a business partner who is a client of the organization. Process Information Client option: If selected, additional fields are shown which relate directly to the client. Invoicing: Defines how to invoice a client. There are various options for invoicing: After Delivery: Invoice all shipments after they have been received. Immediately: All requested materials should be invoiced, without waiting for materials to be delivered Do not invoice: Requests associated with this invoice should not be invoiced After order delivery: Completed and delivered orders are then invoiced. If a partial order has been delievered, an invoice is sent after the entire order is delivered. Customer Schedule after delivery: Invoice will be done according to an invoice calendar keeping in mind requested shipments. The invoice calender will establish the invoice dates. Invoice Calendar: Indicates the period between which invoices will be generated. Taxes: This is a table or price catalog that must be paid based on the acquisition of a service or product offered by the company. Each business partner has a specific tax. Payment Method: Indicates the way in which invoices will be closed: A check, bank transfer, remittance, credit card, and transfer are among the ways in which an invoice may be closed. Payment Conditions: Establishes a list of rules for closing out an invoice. Details regarding payment conditions will be explained in section V.3.3. Salesman: Indicates which salesmen will be responsible for which client. This means that each client may have someone assigned to their account. It is possible to assign a credit limit for the business partner. Due Date: When payment conditions call for a fixed payment date, the user may establish up to 3 days per month to receive/make payments. Due dates are defined in the client table and have priority regarding payment conditions.

Vendor tab

Employee tab

Bank account tab

Location tab

Vendor

Tab

If the vendor tab is selected, additional fields are shown which relate directly to the vendor. Such fields include payment method and conditions, taxes, etc.

Employee

Tab

Defines a business partner who is employeed by the organization. If the employee also has another function, this is indicated using the selection option.

Bank Account

Tab

Defines all banking information for a specific business partner. This data is used to process payments and remittances. One business partner may have many accounts.

Location

Tab

The addresses of the client can be different, according to a variety of definitions. These addresses are managed in this specific tab.

Process Information

For each type of address, many addresses may also exist.

The following types of addresses exist.

• Ship-to-Address: Address to use when shipping orders to this Business Partner
• Bill-to-Address: Address to use when sending an invoice
• Pay-from-Address: Address the Business Partner pays from and where dunning letters will be sent
• Remit-to-Address: Address to which the user should send payments to this Business Partner

Contact (user) tab

Interest Area tab

Product template tab

Discounts tab

Contact (User)

Tab

Allows the user to define one or many contact persons for each business partner. For each contact, the following may be submitted: name, description, commentaries, telephone, position in the company, etc.

Interest Area

Tab

This table allows the user to define different interest areas for each business partner. This is useful toward designing a directed marketing campaign, or tracking partner needs.

Product Template

Tab

This allows the user to configure standard requests for a business partner. The user can define a request template, avoiding the need to constantly input certain lines. With templates, a standard request may still be customized. Once defined, the business partner template can be used for sales and requests. Each line of the template is processed in the much the same way as a regular process.

Discounts

Business partners may be able to receive one or many discounts. Discounts are defined in the business partner rules.

The discount can be in cascade, meaning that a discount is applied and on the result of that discount, another may be added. The discounts are explained in details in Business Partner Rules.

Rappels tab

Settlement rappel tab

Rappels

Tab

Rappel discounts according to sales reached is indicated. This figure is widely used in the distribution and advertising sectors. Rappels may be valid during a defined period of time.

Rappel Liquidation

Tab

The liquidation of applied rappels is registered. The system automatically generates invoices for the amounts due. The liquidation reference has a corresponding invoice.