In the menu section Person register, you can access the information in the person register. Persons are the company's personnel, to whom the company pays salaries and who create travel and expense invoices.
The user’s rights determine which partial register information he or she has access to. You can perform different operations on the business partners -such as customers, suppliers and persons - and edit the information.
You can search persons by name, ID, customer number, person group or main group.
When you search by the business partner’s name, ID or customer number, you can also choose to enter part of the search text only. For example, if you search for a customer named Procountor, you can enter Pro or Countor in the search field, if Further searches are not in use. You can freely include * and ? characters in the search text. The * character represents any character string (also null, i.e. the search text Pro*countor also yields Procountor). The ? character represents any single character (a character, e.g. space, must exist, i.e. the search text Pro?countor does not yield Procountor).
The Search button next to the Person group drop-down menu opens the search window for person groups, where you can search for a group by entering part of its name.
Click the Search persons button at the top of the page when you have selected the search conditions. If you are searching for Persons only, without any other conditions, you do not need to click the button if the Automatic search is in use.
The search result is displayed below the button bar under the search criteria.
Click the Management button if you want to search for persons by using management information. This modifies the search condition section in the upper part of the view, in order to enable a search for persons based on the information on the Customer management page. You can search using the person’s current status or person in charge. When searching by action, you can specify the time interval during which the action occurs or does not occur. When searching through text in the notes, you can use a free text search. When you click on the Management button again, the system returns to the basic search condition view.
In the search result list, select the person and click the Show management button to go to the supplier’s Management page. You can also access the Management page from the person’s basic information page, by using the Management button.
The Clear button clears all selected search conditions.
Using the Edit multiple button, you can edit the information of several persons at the same time. The button opens the Edit multiple business partners view, where you can search for the persons to edit. You must select the person type and can limit the search using several other conditions, e.g. the person group. The Search business partners button shows a list of the persons in accordance with the search conditions.
Select the persons you want to edit by ticking the box in the leftmost column or by clicking the Select all button.
Click the Edit business partners button when you have selected the persons. The system will display a confirmation request with a list of the selected persons. You can choose whether to continue or cancel. If you continue, the system will open a window from which you can select the information you wish to edit.
This functionality allows you to change the same term of payment for all customers or, when the penalty interest rate changes, you can update it for all customers at the same time. The bank account edit function includes the option “Change to IBAN”, which changes the bank account number of the selected persons to IBAN format. For example, you can edit a person’s verifier/approver information when changes in personnel occur. The selection Autonumber unnumbered assigns a customer number to selected business partners that do not yet have one.
Person information available for editing
The Back button takes you back to the Person register view.
Several business partners can be joined to or separated from business partner groups by using the Join/Separate button.
You can find more information on joining and separating business partners here.
Show basic info
Read more in basic info.
The Show management button opens the person’s Management view, where you can enter information related to the management of persons. You can use this information when searching for persons from the person register. You can check the customer management information from the CRM report, which can be found in the register reports. In management information, you can enter information on offers sent and contracts entered for customers or potential customers, quality of delivery information for suppliers and meeting notes information for persons.
Click the Save button to save the changes in management information. If you added, removed or edited available statuses or actions, they will not need to be saved separately.
The Show basic info button opens the person’s basic info view.
The Statuses button allows you to add, remove and edit the available statuses. If you remove a status, it will be removed from all business partners to whom the status has been applied. Procountor has no predefined statuses, but each company can define the statuses applicable to their operations.
The Actions button allows you to add, remove and edit the available actions. If you remove an action, it will clear the Action column from all action rows to which the action has been applied. The action row itself is not deleted. Procountor has no predefined actions, but each company can define the actions applicable to their operations.
The HTML button opens the management information in HTML format in a new browser window.
The Excel button transfers the management information to an Excel worksheet.
The Previous and Next buttons allow you to browse persons. These buttons are shown only, if you came to the Management view from the person search and the search result contained more than one person.
In the upper section of the view, select the person’s status and person in charge. You can also enter an unlimited amount of notes. For the person in charge, you can select any of your company’s users.
Use the Add button ta add a new action to the person. This adds a new action row. The default date is the current date. Click the field in the Action column, and select the action from the drop-down list. The default person in charge is the person selected in the upper section, but you can select any of the persons on the drop-down list.
In the Additional information and Next action fields you can enter free text. You can open both of those fields in a separate window by right-clicking and selecting which field to open from the drop-down menu. You can enter an unlimited amount of text in both fields. You can add an unlimited number of action rows.
The Delete button deletes the selected action row for the person in question.
The Additional information button takes you to the person’s additional information page, where you can enter more information on the person.
The information in the top left corner of the Additional information page affects e.g. invoices. Other data is for information only.
The Language selection defines the default language (Finnish, Swedish, English or Estonian) for the invoices, orders and collection letters of the person in question.
The person’s Default VAT-% is used when adding rows to the invoice without using products from the product register.
You can specify a constant reference to the business partner. This is always included in the business partner’s invoices and orders as the bank reference. The constant reference can be 20 characters long at a maximum.
The Additional information page is not in use for persons.
Default accounts cannot be defined for persons.
The Save button saves the additions and deletions of the person’s default products.
The Add button is used to retrieve the person’s default products/services from the product register. Select the desired product from the list that opens. The list shows sales products for customers, purchase products for suppliers and travel and expense invoices for persons.
Use the Search products button to limit the search by product name, code and group. Select the product by clicking on the row. You can select several products by using the Ctrl and Shift keys. A product can occur only once as a default product.
The Select product button moves the products to the business partner by default. If you select several products at the same time, clicking on this button will open a window into which you can enter information for all of the selected products at once.
The basic information on default products is derived from the product register, but you can define a Business partner-specific price, discount percentage, VAT percentage and default amount for such products. If you tick the box different price, you can enter a price that differs from the one in the product register. If you tick the box different discount, you can enter a discount percentage that differs from the one in the product register. If you tick the box different VAT, you can enter a VAT percentage that differs from the one in the product register. If the default amount is zero, but a different price, discount or VAT has been defined for the product, the product is not automatically included when you create a new invoice for the business partner in question. If a product like this is selected for the invoice, the customer specific price/discount/VAT will be used. You can also enter a default row comment for the product.
The Delete button removes the selected default product.
The Delete all button removes all default products for the person. Verification is requested before deletion.
The Validity periods button allows you to define the time periods during which each product is automatically included in invoices.
When running the Business partner report, select the register information Default products in the search definition, in order to include information on the number of default products defined for the person.
Use the Add button to add a new person. In the drop-down list, select the person type. The system opens an empty basic information view for the selected person type.
Enter the person information in the view and use the buttons at the top of the view to add the necessary default products and dimensions.
You can copy the selected person from the search results using the Copy button. The system will first ask if you also want to copy the business partner’s default accounts, dimensions and products.
Then the system will ask if you want to show the copied partner’s information in the view when copying is completed. An extension (copy) is added to the name of the new partner. The Business ID/social security number and customer number are not copied.
You can delete a person selected from the search results using the Delete button. The system asks if you want to delete or inactivate the person. Inactive persons are not shown in the registers unless you select the option Show inactive persons.
Create invoice for partner
The Create invoice for partner and Add to invoice buttons allow you to create a new invoice for a person.
The Search invoices button opens Receipt search invoices.