The partner sheet is the place where you record and maintain all the data of a customer or supplier in one spot: the company name, tax number, payment method, credit limit, contact persons, addresses, financial settings and the related files, emails and tasks. Whatever you fill in here once, the system reuses automatically on every document (invoice, order, quote, delivery note), so you never have to retype it.
A partner has no document status (there is no Draft or Closed state): a partner is either active or deleted. Deleting is not permanent, the system only hides the partner and its documents are kept, and a deleted partner can be restored on the Partner deleted page.
Click Main menu / Master data / Partner master data / New (or the New button on the List page) to open the New partner form. At the top of the sheet there are three tabs: Actions, Queries and Additional functions. The Actions tab holds the Save and Delete buttons. Fill in the header fields: the Partner company name must be at least 3 characters long, and choose the value of Type, Legal entity type and Payment method. With the + sign next to the drop-down lists you can add a new value. The Credit limit, receivables limit field is pre-filled with a default value that you can overwrite.
When you add a Hungarian partner, enter the tax number in the Tax number field and click the refresh icon next to it. The system queries the NAV database (using the first 8 digits of the tax number) and fills in the Partner company name, the Tax number and, if there is one, the Group tax number, sets the Type and Legal entity type if they are still empty, and adds the addresses registered at NAV. If the credit limit is empty, it enters 100 000. For a foreign (EU) partner, do the same with the icon next to the International tax number: this time you get the company name and address from the EU VIES system. The OPTEN button next to the Partner company name opens the Opten company search in a new tab with the name you typed, in case you want to look a company up.
When you click Save, the system first checks that all required fields are filled in. If something is missing or too short (for example the company name has fewer than 3 characters), a red error message appears under the field and nothing is saved. If everything is fine, the system also checks the tax number: if the Tax number or the International tax number already exists for another partner, a Figyelmeztetés (warning) window appears. With the Folytatom button you can save the partner anyway, with Javítom you return to the sheet and correct the data (this window appears in Hungarian in every language).
Below the header there is a block of tabs. The Partner contact person tab lists the contacts of the partner (Name, Salutation, Email address, Phone number, Fax number). With New you add a new contact person, with Open you edit the selected one, with Delete you remove it, and with New E-mail you write a message to it. On the Partner address tab you manage the addresses of the partner in the same way (Address type, Country, Zip, City, Address). A contact person or address is recorded in a pop-up window with the Save button. You can also review contact persons in a separate list, see below.
The buttons on the Queries tab open, in a new tab, the version of the given list filtered to this partner: Customer orders, Sent customer quotes, Customer invoices, Customer relations, Incoming settlements, Customer turnover list and Delivery note. This way you quickly see what the partner ordered, what you invoiced and how much was paid.
The Additional functions tab has three buttons: in the drop-down of New email you can choose between the External mail client and the Internal mail client, with New task you create a task for the partner, and the Partner card button opens the summarized card of the partner.
With the Delete button you can delete the partner. Deleting is not permanent: the partner disappears from the list, but its documents are kept and you can restore it later.
The easiest way to add a new supplier is from the tax number: type for example the tax number “12345678” into the Tax number field, click the refresh icon, check the filled-in data, choose the Payment method (for example Bank transfer 8 days) and save. If the same company got into the master data twice by accident, the Main menu / Master data / Partner master data / Merge and fix menu item helps you merge them.
The fields in the header of the sheet:
| Field / Element | Required | Description |
|---|---|---|
| Partner company name | The name of the partner, or the name of the person for an individual. At least 3 characters. | |
| Type | The type of the partner from the drop-down list. With the + sign next to it you can add a new type. | |
| Legal entity type | Marks a legal entity or an individual, chosen from the list. | |
| Payment method | The default payment method the system suggests on the documents of the partner. | |
| Credit limit, receivables limit | The credit limit granted to the partner, as a number (decimals are allowed). | |
| Bank account number | The bank account number of the partner. | |
| Registration number (Company registry) | The company registration number. | |
| Tax number | The Hungarian tax number of the partner. The icon next to it fills in the sheet from the NAV database. | |
| International tax number | The EU VAT number of a foreign partner. The icon next to it fills in the data from the EU VIES system. | |
| Group tax number | The group tax number of a partner in a VAT group. It can be filled in automatically by the NAV query. |
The fields of the Settings tab:
| Field / Element | Required | Description |
|---|---|---|
| Contact colleague | The colleague of yours who is responsible for the partner. | |
| Contact language | The language of communication with the partner. | |
| Partner code | Quick partner code for searching customers. | |
| Partner source | The channel through which the partner came to you. | |
| Relationship quality | The quality determines the nature of the communication directed to the customer. | |
| Satisfaction | You can mark the satisfaction level of your customer with you. | |
| Reason for loss | If you lost the partner, you can record the reason here. | |
| Central email address | If set, this address also receives a copy of any mail sent to a contact person through Logzi. | |
| Contact colleague commission (%) | The commission calculated from the gross total. | |
| Email sending enabled | If you turn it off, the contact persons of the partner do not receive automatic email notifications about documents. | |
| SMS sending enabled | Sending SMS consumes purchased credit, so it is disabled by default. Turn it on only if the contact persons should also receive SMS notifications. | |
| Logzi ID | If filled in, automatic connection points are established between two customers using the Logzi system. | |
| Storage link | Every customer has a unique storage link through which their documents are accessible externally. |
The fields of the Financial data tab:
| Field / Element | Required | Description |
|---|---|---|
| Ledger number - Customer, Ledger number - Supplier | The ledger number assigned to the partner as a customer and as a supplier. | |
| Default VAT rate - Customer, Default VAT rate - Supplier | The VAT rate suggested on the documents of the partner. | |
| Default currency - Customer, Default currency - Supplier | The currency suggested on the documents of the partner. | |
| Reverse charge | Marks that the reverse charge applies to the partner. | |
| Forbidden payment methods | With the checkboxes you select the payment methods you do not allow for this partner. |
The fields of the Partner contact person tab (the window for adding a contact person):
| Field / Column | Required | Description |
|---|---|---|
| Name | The name of the contact person, at least 3 characters. | |
| Phone number | The phone number of the contact person. | |
| Email address | The email address of the contact person. The system sends documents to this address. | |
| Position | The position of the contact person, chosen from the list. |
The fields of the Partner address tab (the window for adding an address):
| Field / Column | Required | Description |
|---|---|---|
| Country | The country of the address, from the list. | |
| Zip | The postal code. | |
| City | The name of the city, at least 2 characters. | |
| District | The district, if there is one. | |
| Address | The name of the public space, at least 3 characters. | |
| Type | The kind of public space from the list (for example street). | |
| House number, Building, Staircase, Floor, Door | Further details of the address. | |
| Comment | A free-text comment on the address. | |
| Recipient name (If not filled in, the Partner company name is displayed) | For a shipping address, the name of the recipient. If empty, the company name of the partner is shown. |
Yes. Delete is not permanent, the system only hides the partner from the list and its documents are kept. If you later open the sheet of a deleted partner (for example from an old document), you can restore it on the Partner deleted page with the Yes, I want to make it active again button.
Most likely a required field is missing. Check that the Partner company name is at least 3 characters long, that Type, Legal entity type and Payment method are selected, and that the Credit limit, receivables limit field contains a number. On the Settings tab the Contact colleague is required too. A red message under the faulty field tells you what to fix.
It means that the Tax number or International tax number you entered already exists for another partner. With Javítom you return to the sheet, with Folytatom you save it anyway. If the same company really appears twice in the master data, it is worth merging them with the Merge and fix menu item.
The icon next to the Tax number requests the company name, tax number, group tax number and addresses from NAV, and the one next to the International tax number requests the name and address from the EU VIES system. Both only help with data entry: it is worth checking the received data before saving and correcting it if needed.
The buttons on the Queries tab open the lists filtered to the partner. The Customer relations button shows the list of customer relations, which is described in the Customer relations list help.
The Partner master data module appears under Main menu / Master data only if it is assigned to your user. The Contact persons and Merge and fix submenus belong to a separate module. If you cannot see one of them, ask the system administrator to check the module assignment of your user.
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