This instruction explains the views and buttons in the Business partner basic info.
If you want to view the detail information of a business partner, customer or supplier, select the customer from the search result list and double-click the Open button or click the Open button and select Basic info from the drop-down list. This opens the business partner’s basic info view. The buttons in the upper edge of the view take you to the business partner management (CRM) info, additional information and defaults (accounts, dimensions and products). You can update the basic info in the view and then save changes with the Save button.
Show supplier's basic info
Show person's basic info
The fields in the view
In the customer information, the address is automatically copied to the billing address, if left empty. If you enter the billing address first, it is not copied to the address field. If you want to use the delivery address, you have to enter it.
Customers and Suppliers, but not Persons, have a Specifier field between the Name and the Street address fields. This field can be used e.g. for entering long or multi-part names.
The ID is the Business ID for companies or the social security number (SSN) for persons. It is used for identifying the business partner. Select the ID type from the drop-down list: blank, FI, SSN, ASSN, or the appropriate EU country code. When you select type FI or SSN, the entered code is validated . The ID is mandatory for a person if you want to pay salary to that person. If the SSN does not exist, e.g. foreign citizens, you can enter an “artificial SSN” ddmmyy-XX1X for males and ddmmyy-XX2X for females. You can also enter the date of birth part only as the SSN. In that case, salary payment is not possible but you can create and pay travel and expense invoices to that person. If the date of birth is not known, you can use “date of birth” 000000. If a person with the same SSN exists in the register, you are notified, but you can use it.
The Customer No. is a freely selectable way to individualise business partners. Two business partners belonging to the same business partner type are not allowed to have the same customer number. In Company info, in subsection Usage setting you can set customer auto numbering in use. Then new customers are automatically assigned a customer numbers, which are always incremented one by one from the previous number within the same business partner type.
The Invoice channel specifies the default method for sending invoices or orders. The invoice channel selected in the person register is used by default when sending the employee’s annual salary summary.
In Procountor, the recipient’s electronic invoice address is formed of information in three fields: Electronic invoice operator, Electronic invoice address and Electronical Data Interchange ID (EDI). If the electronic invoice address or Electronical Data Interchange ID (EDI) are available, Procountor searches the information to the other fields from the list based on Tieke’s register of electronic invoice addresses. The Electronical Data Interchange ID (EDI) is not mandatory information. You can also search the address by clicking the TIEKE button. Read more on electronic invoices.
If the company has different invoice templates in use, you can define which template is used by default when invoicing this customer in the customer information.
Terms of payment
As the customer’s bank account number, which is shown in the upper information section of the invoice, you can use the traditional Finnish bank account number or the IBAN bank account number. Based on the Finnish IBAN bank account number, Procountor automatically creates the bank’s BIC code to the invoice. The BIC code is also referred to as the SWIFT code.
If you select foreign payment as the payment method to the supplier, the system opens a field for entering the BIC code next to the Payment method field. In foreign payments, the supplier address and the BIC code are mandatory information. The IBAN bank account number used in the SEPA region is entered including the country code without spaces, for example SE3550000000054910000003. The bank account number of a Finnish supplier can be the traditional Finnish bank account number or the IBAN number starting with FI. Extra filler zeros are automatically removed from the traditional Finnish bank account number. You can enter the BIC code in the supplier register, when you have selected the Payment method drop-down option Bank transfer.
If you want to pay salary to a person, the bank account number is a mandatory entry in the person’s basic info.
In the Disc-% field you can enter the business partner’s default discount percentage, which is shown on the invoice in the discount-% field. If the business partner has been assigned default products, this discount percentage is also applied to those when invoicing, unless a different discount percentage has been entered in the product information. When you create an invoice, this discount percentage is not applied to products retrieved from the product register, but if you use the Add row function, this discount percentage is applied to that row.
A business partner can be joined to several groups, but to one reporting group only. The reporting group is the group, to which the business partner information comes, when running the reports in Registers/Register reports, such as the Product and Product amount reports and in Payment transactions/Payment reports, such as Collection reports and in Salaries/Salary reports, e.g. graphic reports. In the other reports in section Salaries/Salary reports, the selection Person group means groups that the person belongs to, not his or her Reporting group.
If purchase invoice approval circulation is in use, you can define verifiers and approvers to suppliers and persons, at maximum the amount defined in the Company info, subsection Usage settings. They are used by default when entering an invoice to the business partner, or the invoice arrives as an electronic invoice or through the scanning service. Verifiers and approvers can be defined by using a verifier list. Information on the used verifier list is saved in the business partner info (starting from 13 April 2008), and if you change the list, the verifier and approver information is changed in the business partners, to which the list has been used. If a verifier list has been applied to a business partner, you cannot change verifiers and approvers in the business partner info. It is advisable to define the most common approval circulation in the Company info and exceptional circulations to the relevant business partner or invoice.
A default reference is not created automatically, but the reference number for travel and expense invoices and salaries is created from the invoice number or from the salary slip number. You can enter a default reference for the person in section Person register/Person’s basic info. The reference number must pass banks’ validation. Information on the reference number and the check digit for the default reference number can be found in the website of the Federation of Finnish Financial Services (FFI) in http://www.fkl.fi/en/material/publications/Publications/The_reference_number_and_the_check_digit.pdf.
The default reference is a reference number that remains the same on invoices. When the default reference is used, the system does not create a reference number from the invoice number, but it is replaced by the reference updated in the register. The reference number is saved on invoices, and when payments are made using the same reference as that on the invoices, the payments are matched with the invoices.
A business partner, which has been defined inactive, is not shown in business partner searches. Note! A person, who has been defined inactive is not included in salary notifications, for example the annual salary report. Therefore, it is advisable to use e.g. group former employees. In most reports you can select whether to show inactive persons or not.
The banner in the lower edge of the view shows creation and edit time stamps.
The buttons in the view
The Save button saves the edited information. The button is only active if changes have been made to the information.
The Edit button opens a window, where you can select function Copy, Delete or Add. If you want to do none of them, select Cancel.
The Copy option allows you to create a copy of the business partner. The function corresponds the function of the Business partners view’s Copy button.
The Delete option allows you to delete the business partner. The function corresponds the function of the Business partners view’s Delete button.
The Add option allows you to ad a new business partner. The function corresponds the function of the Business partners view’s Add button.
The Management button takes you to the Business partner’s management view.
The Defaults button allows you to view and edit the business partner’s default products, accounts and dimensions.
The Add to invoice button enables you to create a new purchase invoice, purchase order, sales invoice or sales order.
The Search invoices button exits from the register and searches all invoices created to that business partner.