Skip to content

Managing partners

Creating, changing, assigning and deleting business partners.

You manage business partners in the sidebar under Master Data: in PDFMAILER.FLOW Document Inbox under Suppliers, in PDFMAILER.FLOW Archive under Business Partners. Which buttons you see depends on your rights in the Master Data group.

Create a business partner

Create a business partner as soon as you deal with a new supplier or customer. The more details you store, above all the VAT ID and IBAN, the more reliably PDFMAILER.FLOW later assigns receipts to it.

  1. In the list of business partners, click Create partner.
  2. Under Basics, enter the Legal name and, if known, the VAT ID and Tax registration ID.
  3. Under Roles, choose whether the business partner is a Supplier, a Customer or both.
  4. If needed, add addresses, contacts and bank accounts with Add address, Add contact and Add bank account.
  5. Click Create partner.

The “Create partner” page

The business partner is now created and available in every app. If a website or a contact's email address is stored, PDFMAILER.FLOW fetches the company's logo automatically.

Change a business partner

Change a business partner when, for example, its address or its bank details have changed.

  1. In the list, click the business partner.
  2. In the section you want to change, such as Addresses, click Edit.
  3. Change the details and click Save.

The page of a business partner

The change applies immediately in every app. If you no longer work with a business partner, set the Status under Basics to “Inactive”; it is then kept with all its documents and marked as inactive. The Documents tab shows all documents assigned to this business partner.

Assign a business partner to a document

If PDFMAILER.FLOW has found no business partner for a receipt or the assignment is not yet confirmed, you assign it during review.

  1. Open the document in review.
  2. If PDFMAILER.FLOW has suggested a business partner, click Confirm next to “Looks like …”.
  3. If no business partner or the wrong one is entered, choose the right one under Select a partner; the search finds it by name or VAT ID.
  4. If the business partner does not exist yet, click Create supplier, Create customer or, in the archive inbox, Create partner. The details from the receipt are already filled in there; check them and click Create partner.

The business partner is now assigned to the document. PDFMAILER.FLOW no longer changes an assignment by itself once a user has confirmed it.

Delete a business partner

Delete a business partner that was created by mistake or twice. The status “Inactive” is meant for a business partner you simply no longer work with.

  1. Open the business partner.
  2. Click … at the top right and choose Delete.
  3. Confirm with Delete partner.

The business partner is now deleted. This cannot be undone. If it is a party to an ongoing order, it can only be deleted once the order is completed.