Maintain Business Partner − Business Partner - Tab

Pgm: BPBPFM – Business Partner Maintenance; standard Treeview path: Accounts Payable > Setup > Maintain Business Partners – Business Partner tab

Business Partner Code

This field is the code to identify the business entity being defined. Its creation depends on the system setup, specifically, on the state of the Auto-Number Business Partner Code box in the System Options screen (standard Treeview path: System Data > Setup > System Options – Global tab). If this box is checked, this code is automatically created when the record is saved, based on the business partner’s name and the BP Code Mask setting on the System Options screen. If the box is not checked, manually enter a code, following the corporate numbering convention for business partners.

For details about the Auto-Number Business Partner Code checkbox, please refer to the Global Tab section of the System Data guide.

Business Partner Name (unlabeled)

This field is next to the Business Partner Code field, as shown in the above screenshot.

Enter the business partner’s name. This name is the name used throughout the system, wherever business partner (vendor or customer) objects are available.

Note The system does not allow this field to be changed if the business partner has been defined as a customer within any company. Only users with the system privilege ‘SYSCBPNAME’ checked can modify this field.

Legal Name

Enter a legal name, if it differs from the name entered in the Business Partner Name field. When creating a new business partner, the value from the Business Partner Name field is defaulted.

Also Known As

Enter a nickname or alias for the business partner. This is most commonly used when a business partner changes names. This field may be used as a reference field only.

The AKA name prints on the Accounts Payable check if the Use AKA Name In Check Preparation box is checked in System Options. If this checkbox is not checked, then the Business Partner Name field is used. The AKA name can’t be updated if there are prepared, but unposted checks.

The AKA name should be entered if the SSN box is checked and the vendor SSN number is used in place of the tax number in the Registration Number field (i.e., the business partner is an individual, not an organization). When the SSN box is checked, the AKA name prints on the 1099 form and if it is unchecked, the business partner name prints.

Note The AKA name does not print on the check if the vendor is a one-time vendor.

Abbreviation

Enter an abbreviation which can be used by CMiC Field in place of the vendor code. This allows numeric vendor codes used in the Accounts Payable module to be changed to more user-friendly alpha codes in the CMiC Field. This field automatically defaults to the partner code.

Short Name

Enter a shorter version of the Business Partner Name field. This field defaults to a shortened version of the Business Partner Name field and is editable. It is not used by the Enterprise system and is for display purposes only.

Ctrl Business Partner

The system allows business partner codes to be hierarchical. By specifying a controlling business partner, the current partner is linked to its controlling partner. This feature allows for the reporting of consolidated balances, if required.

Street, Suite, City, State/Province, Country, Zip/Postal Code

Enter the standard address information. The address on this tab may be the business partner’s main corporate address, and the addresses on the Address tab may be for locations with which business is directly done.

For zip codes with extension values (e.g., format "nnnnn-nnnn"), the system will split the zip code into two separate components, the zip value and the zip extension value, after the first occurrence of the Dash ("-"). This is required for the successful generation of the 1099 XML file for reporting with Greenshades. If any other characters are used, the zip code will be treated as a single entity.

For example, the zip code "60606-7777" will be seperated into two tags in the XML output, as shown below:

<vZip Value="60606" />

<vZipExtension Value="7777" />.

For more information, please refer to Greenshades - 1099 Reporting.

Attention

Enter the name of the primary contact to whom mail and shipments are addressed.

Phone, Fax, Email, Web Site

Enter the phone number, fax, e-mail address, and web address of the partner, as required.

Legal Entity Type

Enter/select the Legal Entity Type code. These codes define the different types of business partners. This code can also indicate whether a tax registration code is required for the partner before they can become a vendor. These codes can be set in the BP Legal Entity Types screen (standard Treeview path: Accounts Receivable > Setup > Global Tables > BP Legal Entity Types).

Registration Code

Enter the business partner's tax registration number. This is required if the business partner is a vendor.

In the US, this number is a taxpayer identification number (TIN). If, however, the vendor is an independent contractor whose TIN is their Social Security Number (SSN), then enter their SSN. To indicate as much, check the ‘SSN’ box which appears next to this field.

In Canada, this field is used for the GST/HST registration number.

If a business partner is to become a vendor, this field may be mandatory depending on the system setup and the legal entity type. There are two checkboxes on the Systems Options screen that control the rules for this field: Registration Code Required for Vendors and System Wide Unique Registration Code. The first restricts the creation of a vendor from the business partner until a registration number is entered, and the second prevents a duplicate entry of registration codes. When unchecked, the system allows the user to create business partners with duplicate registration code, but gives a soft warning in a pop-up, informing the user with a list of business partners with duplicate registration codes. For further details, please refer to System Data – R12.

SSN

The SSN checkbox is used in conjunction with the Registration Code field. When this box is checked, it indicates that the Registration Code field is the vendor’s SSN number, not the vendor’s TIN. In this case, the AKA name must be completed with the name associated with the SSN number. This is the name that appears on the 1099 report. If the SSN box is unchecked, then the business partner name prints instead.

VAT Registration #

The VAT registration number is composed of two parts. The first field is for the VAT registration country code. The second field is for the government registration code (TIN).

Class

This field is relevant if the business partner is a vendor, and if vendors need to be categorized to select vouchers for payment by vendor types. To categorize vendors, vendor class codes are used. Vendor class codes can then be used to select vouchers for payment. The Material Management module uses vendor class codes to indicate if the vendor is a broker or sub-hauler.

1099

Enter/select the 1099 reporting code for this business partner. When this partner is made a vendor, the code entered here defaults into their Vendor record. These codes can be set in the Accumulator Codes screen (standard Treeview path: 1099 > Setup > Accumulator Codes).

Start Date

Enter/select the start date for the business partner. This field defaults to the system date.

Customer

If checked, this box indicates that the business partner is a customer, and an associated customer record exists. Click the Customer button to view the associated customer record.

Vendor

If checked, this box indicates that the business partner is a vendor, and an associated vendor record exists for at least one of the companies using Enterprise. Click the Vendor button to view the associated vendor record for the user’s default company.

One-time Business Partner

Check this box to indicate that this business partner is a one-time partner. This means that every time this business partner is used as a vendor on an invoice their name and address should be entered. One-time partners are used to record miscellaneous invoices received from suppliers that are not expected to be used again.

Prequalification Required

Check this box to indicate that the vendor should undergo the prequalification process in the Project Management module before it can be used in the Subcontract Management module. This checkbox is only relevant to vendor types, and it defaults as unchecked.

Available for Dispatch

This field applies only to customers using the Dispatch module.

Active

Check this box if the business partner is active. This box defaults as checked. If it is unchecked, any vendor or customer created will be created as inactive.

Contacts

Pressing this button launches the Contacts screen used to create, view, and edit contacts associated with the business partner.

For further details about the Contacts screen, please refer to Contact Management - Contacts (Opportunity Management).

Vendor

Pressing this button launches the Vendor screen used to create, view, and edit vendor records associated with a business partner record and company. Automatically, the vendor record displayed or created belongs to the user’s default company.

For details about the Vendor screen, please refer to Creating a Vendor.

Customer

Pressing this button launches the Customer screen used to create, view, and edit customer records associated with a business partner record and a company. Automatically, the customer record displayed or created belongs to the user’s default company.

Update Address

Pressing this button updates the address for the business partner if the address has been changed.

For details, please refer to Update Address for Vendor Records.

Update 1099 Code

Pressing this button updates the 1099 code for the business partner.