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Business Partner information

Overview

Companies that are listed as business partners may be suppliers or manufacturers in License Management, Contract Management, or Asset Management.

Creating Business Partner entry manually  

To create an entry:

  1. Go to Matrix42 Software Asset and Service Management → Master Data application.
  2. In the navigation area, click Business Partners.
  3. On the toolbar, click Add Business Partner. A properties dialog opens.
  4. Enter detailed information.
  5. Click Done to save and close.

General

  • Name: Name of the company.
  • Short Name: Short name of the company.
  • Status: The Inactive status is used, for example, for former business partners with whom an active relationship no longer exists.
  • Valid From/Valid Until: If the business partner should be used for a limited time only, enter the period dates here. Otherwise, leave the fields blank.
  • Internal Account: Identification number of the business partner in your purchasing system.
  • Customer Number With Supplier: Your identification number in the business partner's system.
  • Customer/Supplier/Manufacturer: Select the relevant checkboxes.
  • Contact Data: Contact information of the business partner.

Extended

  • Place of Jurisdiction: Select a country to whose company register the business partner belongs.
  • City: Enter a city where the company is registered.
  • Commercial Register / Court: Enter the name of the company register that has incorporated and registered the business partner.
  • Number: Provide the company's registration number.
  • Tax-ID: Enter the company's tax identification number.
  • Invoicing Entity (if different): Select a different business partner if it should be referenced in all legal and financial documents.
  • International Bank Account Number (IBAN): The International Bank Account Number of the bank where the business partner has an account. The value of this field is validated according to the IBAN standard.
  • Bank Name: Name of the bank where the business partner has an account.
  • Account Number: Number of the bank account of the company.
  • Business Identifier Code (BIC): Business identifier code of the bank.

Notes

  • Comments and notes of a general nature. You can edit these entries later.

Journal

  • Comments about your activities that are related to this business partner. You cannot change the journal entries after they have been made.

Attachments

  • For this configuration item, copies of digital documents can be saved and later reopened.

Documents

  • Links to digital documents (such as MS Word documents from a document management system) that are stored on a network drive. They should be referenced over a UNC address.

Related Objects

On the Related Objects dialog pages, you can view and change configuration items that are related to the selected business partner.

  • Business Contacts: External contacts that belong to this business partner.
  • Employees: Employees who are responsible for communications with the business partner and other relevant activities.
  • Contracts: Contracts that were signed with the business partner.
  • Appointments, Memorandums, Tasks: Appointments, notes and tasks that were created in this context.

Actions

In the action pane, you can access the actions that are available for business partners.

  • Create Task: Create a task from a business partner. The task is then automatically linked to this business partner.
  • Change Ownership: Change the organizational, commercial, and regional assignment of this business partner by using a wizard.
  • Import: Import the list of business partners from MS Excel by using the predefined import sequence and template.

Object Details

The most important key data of the business partner is listed in action pane under Object Details.

  • Related Objects: Other configuration items that are related to this configuration item. You can access these items directly from the action pane by using the displayed hyperlink. Related Objects can have the following links:
  • Attachments: Number of attachments that are related to the business partner. Click the link to open the Attachments dialog page of the business partner.

Import Business Partner data 

To import Business Partners data:

  1. Go to Matrix42 Software Asset and Service Management → Master Data application.
  2. In the navigation area, click Business Partners.
  3. On the toolbar, click Import Business Partners. The Quick Import wizard opens.
  4. Follow the instructions.

Quick import definition includes the same steps and data processing sequence as any other standard import definition. The main difference consists in the pre-defined source file structure and pre-configured mapping rules for the Quick Import definition.

Common rules to consider when editing the Import Template file:

  • Culture context of the data: when entering the text, consider the language specified in the quick import settings.
  • Not specified or ambiguous values: if no or more than one matching values are found, the value that is specified in the data source file is not saved to the system database.
  • Import processing details: a detailed report of the import processing stages is available in the Import Log Files section of the Administration application.

Explanation of the Import Template  

Field Name Explanation Maximum Character Length
Short Name Required: alphanumeric string for the business partner's short name for displaying in the user interface and in the reports.  

Name

Required: alphanumeric string for logical identification of a business partner (usually the complete company name). This information is a key field, which means that it is used by the import process to determine whether to create a data set or whether to update the existing, matching data set.

100

Status

Status of the Business Partner.  Possible options:

  • Inactive: data is imported with status "Inactive";
  • Active (default): is assigned automatically if no value is specified or the entered value was not found (does not exist in the database). 

50

Valid from Date starting from which the information is valid.  
Valid until Date until which the information is valid.   
Org.Unit

Possible options:

  • specified: enter the existing organizational unit abbreviation or ID. The assigned organizational unit must already exist in the system.  For example, an organizational unit with the name "Office 1" is assigned using its abbreviation: OFF1.
  • not set: the default organizational unit is assigned. For example, Global.
 

Is Manufacturer

Code that shows whether the business partner is a manufacturer (of goods) or not (1 = yes, 0 = no).

 

Is Supplier

Code that shows whether the business partner is a supplier (of goods or services) or not (1 = yes, 0 = no).

 

Is Customer Code that shows whether the business partner is a customer or not (1 = yes, 0 = no).  

Internal Account

Client Number by Supplier: alphanumeric string for the client number that is used by this business partner to refer to your organization.

50

External Account

Alphanumeric string for the supplier number that is used by you for the business partner.

50

Additional information

The following additional information can be specified in the corresponding fields: 

  • Notes
  • Street
  • City
  • State
  • ZIP Code
  • Country
  • Phone
  • Fax
  • E-mail
  • Website
 
 

Business Partner Import Example 

The given example is a filled out template imported for the English (United States) [es_US] culture context of the data:

 

Successfully completed Business Partners Import results in the following records in the Master Data applications:

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