SocrateCloud allows you to define your parameters at a group level. The values entered here will be used by default for individual business partners. Business partner groups can be used to differentiate between retailers, end users, manufacturers, export companies etc.
To view or edit a business partner group, open the Business Partner Group window, via Partner Relations -> Business Partner Rules -> Business Partner Setup. The following fields are available:
Name, Description, Search Key - used to identify the group;
Default - if selected business partners will be assigned to this group by default;
Print Color will determine the color that will be used when displaying the Business Partners in this group.
Priority Base - not available at the moment.
Confidential info - the assigned business partners' info can be marked as confidential when working with requests
Price List - default price list, used for members of this group in customer orders and invoices;
Discount Schema - default discount schema, used for members of this group in customer orders and invoices;
Return Policy - default return policy, used for members of this group for sales;
Purchase Pricelist - default price list, used for members of this group in supplier orders and invoices;
PO Discount Schema - default discount schema, used for members of this group in supplier orders and invoices;
Vendor Return Policy - default return policy, used for members of this group for purchasing;
Credit Watch % - is used to highlight the percentage of credit available before a business partner is moved from the OK Credit category into Credit Watch. If no value is introduced in this field, then the system will automatically imply that 90% of the credit has been used;
Price Match Tolerance - is used to highlight the percentage difference between the price on the supplier order and that on the invoice, which can appear without approval. For example, if the tolerance is equal to 5 and the price on the supplier order is equal to 100, then an invoice between 95 and 105 will generated automatically, without requiring any approval. Any value outside this interval requires someone's approval;
Dunning - default dunning procedure for members of this group;
Multi level marketing checkbox - indicates whether this group is used for multi level marketing. Details in MLM;
In the Assigned Partners tab you can view all the business partners assigned to this group.
If you define the accounting parameters for a group, any business partner entered using this group will have these accounting parameters automatically populated. You can then make any modifications necessary at business partner level. The Accounting tab will only be displayed if the Show Accounting Tabs option in User Preferences has been selected.
The values in this tab come from the Account Element. The basic accounts in the Accounts Plan are filled in as part of Tenant Initialization. These values can be left as they are or can be changed as necessary and they will become default values for any Business Partner belonging to a group.
The Copy Accounts process should be used with precaution. It will copy all implicit updated accounts into all the defined Business Partners. If specific accounts have been defined at business partner level, they will be overwritten.
Details in Accounting.
The Greeting window found in Partner Relations -> Business Partner Rules -> Business Partner Setup and define all the greetings and titles assigned to business partners and their contacts. The following fields are available:
Name - enter name for this record;
Greeting - enter the greeting text;
First Name Only - if checked, only the first name of the contact will be used when sending notifications;
Default - if checked, the greeting will be used by default;
Click on the Translation tab to introduce a translation for the chosen greeting.The Translation tab will only be displayed if Show Translation Tabs has been selected in User Preferences.
Using the Generate Invoices Automatically process, SocrateCloud allows allows you to create summary invoices, based on customer invoices. By using an invoice schedule, you can define additional rules for generating invoices, applicable for each business partner
The Invoice Schedule window, located in the Partner Relations -> Business Partner Rules -> Business Partner Setup is used to define invoice schedules which are then allocated to business partners, in the Customer tab, from the Business Partner window. The following fields are available:
Name, Description - are used to identify the record within the system;
Amount Limit, Value - if the order exceeds this amount, it will not be included in the invoice batch;
Generate Sales Order - if checked, the schedule will be used to generate sales order based on projects. Details in Generate orders from Projects;
Invoice Frequency:
"Daily" - invoices will be generated daily;
Invoice Delay - indicates the number of days that should pass after the order date for it to be included in the invoice batch process;
"Monthly & Twice Monthly":
Invoice Day - month day when the batch invoice will be generated;
Invoice day cut-off - last day of the month until orders can be included in the batch invoice process for the current month;
"Weekly":
Invoice weekday - day of the week when the batch invoice will be generated;
Invoice weekday cut-off - last day of the week until orders can be included in the batch invoice process for the current week;
Relationships between business partners allow for orders to be shipped to one business partner and invoices to be sent to another business partners. In SocrateCloud, these relationships are defined in the Partner Relation window, located in the Partner Relations -> Business Partner Rules -> Partner Relation menu. The following fields are available:
Name, Description - are used to identify the record within the system;
Active - indicates if the partner relation is active within the system;
Business Partner, Partner Location - business partner and corresponding location for which the "Related Business Partner" will act on behalf of;
Proxy section:
Related Partner - will act in the name of the business partner defined above.
Related Partner Location - corresponding location for the related partner. This can be the location where the invoices will be sent to or where the payments will be made to/from:
Ship Address - check if the products are received at the related BP location;
Pay-From Address - check if the payments will be generated from the related BP location;
Invoice Address - check if the related partner can receive invoices for the business partner;
Remit-To Address - the related BP location is used to recieve payments;
Credit Status only for Related Partner - check to verify credit status only for related partner when completing a sales order.
Starting with v16.06:
the Match Cash - Invoice form will display payments/receipts registered to the related partner for invoices registered to the selected partner;
the Allocations tab in the Cash Line window or Payment window will display allocated invoices registered to the partner when payments are registered to the related partner.