1 Topic overview
This document describes the procedures for handling the Partners application. The procedures contain instructional steps for creating or editing a partner, for instance.
For more on the application, refer to the document Partners that describes fields and buttons besides other facilities.
2 Create a new organization
- Open the Partners application in the Base
- Click on New organization in the standard toolbar under [New].
- Enter an identification for the new organization in the Partner field in the identification pane.
- In the Name field, enter a name for the organization.
Selecting the diamond-shaped button opens the dialog window with the input field for entering name elements. You can enter up to three different elements. The entire company description can be entered as name elements.
Name 2: Purchase and sale of bicycles
Name 3: GmbH & Co KG
- If necessary, enter a partner search string for the new organization in the identification pane field of the application.
- In the Address field of the identification pane, enter the company address of the new organization by opening a dialog window with a diamond button.
- Click the Save button in the standard toolbar.
3 Create a new person
- Open the Partners application in the Base
- Click on New person in the standard toolbar under [New].
- Enter an identification in the Partner field in the identification pane.
- For this, click the diamond-shaped button next to the Name.
A dialog window opens.
- Enter the name elements for the new person in the dialog window.
- Click the [Save] button in the standard toolbar.
4 Generate partners from a partner template
Preconditions
The system must already have partner templates.
Instructions
- Open the Partners application in the Base
- Click on New from template in the standard toolbar under [New].
The partner template search dialog window opens.
- Enter your search criteria in the search dialog and click on [Start].
The search dialog displays the partner templates that correspond with the search criteria.
- Select the desired partner template and click on [Accept].
The dialog window closes and the partner fields are populated with the corresponding fields of the partner template.
- Change the populated entries according to your needs, if necessary.
- Click the [Save] button in the standard toolbar.
5 Duplicate partners
5.1 Duplicate partners in a single-site environment
- Open the Partners application in the Base
- Open the partner you want to duplicate.
- Click on [Duplicate] in the standard toolbar.
The Duplicate partner dialog window appears.
- Change or create a partner number.
- Using the checkboxes, select the data to be duplicated.
- Click on [OK].
- The system generates a new partner.
- Change the data, if required.
- Click the [Save] button in the standard toolbar.
5.2 Duplicate partners in a multi-site environment
- Open the Partners application in the Base
- Open the partner you want to duplicate.
- Click on [Duplicate] in the standard toolbar.
The Duplicate partner dialog window appears.
- Activate the checkbox Data of all organizations if you want to accept the organizational structure of the source partner for the destination partner.
If you activate the Data of all organizations checkbox, these checkboxes can be selected under certain conditions. One requirement is that there is relevant data for the source partner at the level of another organization and this role has not been marked for deletion at the (active OLTP) client level.
- Change or create an partner number.
- Click on [OK].
- The system generates a new partner.
- Change the data, if required.
- Click the [Save] button in the standard toolbar.
In a multi-site environment, it is possible to accept the organizational structure of the source partner in the destination partner. The following table indicates the effects of individual settings.
Case 1: Destination partner does not exist yet.
Data of all organizations is activated | Effect |
---|---|
Case 2: Destination partner already exists.The selected organization becomes the responsible organization in the destination partner.
If the destination partner already exists, header cannot be selected for duplication. The following table lists the Organization for the selected organization:
Destination partner | ||||
---|---|---|---|---|
Data of all organizations is activated | Role exists for | Organization is responsible | Effect |
|
(Active OLTP) client | Organization |
|||
Effect column entries mean
- Hierarchy:
The required levels and business objects of the roles are created according to the hierarchical structure of the source business object.
- Organization:
The selected role exists for the destination partner. However, there is no data for the selected organization yet. The selected organization accepts the processing of the data.
- (Active OLTP) client:
The new role is maintained only at the (active OLTP) client level.
- Error:
The combination is not valid and an error message is displayed on saving.
6 Generate a new version for a partner
Preconditions
A new version can only be entered by users who are assigned to the organization responsible for the partner.
Instructions
- Open the Partners application in the Base
- Open the partner for whom a new version is to be generated.
- Click on [New version] in the standard toolbar.
- Enter the future date from which the new version of partner will be valid in the Valid from
- Change the data in the input fields in the identification and work pane, if required.
- Click the [Save] button in the standard toolbar.
7 Generate new partner roles
Preconditions
A new partner role can only be entered by users who are assigned to the organization responsible for the partner.
Instructions
- Open the Partners application in the Base
- Open the partner to whom a new role is to be assigned.
- Select the desired view in the standard toolbar.
In a multi-site environment, new roles must first be created at the (active OLTP) client level. Therefore, the application automatically changes to the (active OLTP) client organization for the new role.
- Enter the desired data for the new role.
- Click the [Save] button in the standard toolbar.
8 Delete partners
Partner data is not deleted directly and must first be marked for deletion. Only those versions of the partner or one of its roles that have their entire validity period in the future can be deleted directly, since they cannot be used.
8.1 Delete future partner versions
Preconditions
A partner version, that will be valid only in the future, exists.
Instructions
- Open the Partners application in the Base
- If necessary, switch to the desired view.
- Switch to the future version that is to be deleted.
The [Delete] button will be activated.
- Click on [Delete] button in the standard toolbar.
The selected version of the partner or role will be deleted.
8.2 Set a deletion flag for header
Preconditions
The partner has not been marked for deletion yet. The user must have authorization for the responsible organization of the partner, otherwise the [Mark for deletion] button will not be active.
Instructions
- Open the Partners application in the Base
- Open the partner to be marked for deletion.
- Click on [Mark for deletion].
A confirmation dialog window opens with a warning that the partner will be completely marked for deletion.
- Confirm the warning if you really want to mark the partner for deletion.
The partner and all its partner roles will be marked for deletion in all organizations and all versions.
8.3 Set a deletion flag for a role
Preconditions
The role of the partner has not been marked for deletion yet.
Instructions
- Open the Partners application in the Base
- Open the partner to be marked for deletion.
- Select the view in which you want to set a mark for deletion.
- In a multi-site environment, select the organization for which the utilization is to be marked for deletion.
- Click on [Mark for deletion].
If you select an (active OLTP) client as organization in a multi-site environment, a confirmation dialog appears with a warning that the selected role will be marked for deletion in all organizations.
- Confirm the warning if you really want to mark the role for deletion.
The selected role contains a mark for deletion in all versions. If the (active OLTP) client is selected in a multi-site environment, the partner gets marked for deletion in all organizations.
8.4 Remove deletion flag for header
Preconditions
The partner has been marked for deletion. In a multi-site environment the user must be assigned to the responsible organization of the partner.
Instructions
- Open the Partners application in the Base
- Open the partner to be unmarked for deletion.
- Click on [Unmark for deletion].
Deletion flag will be removed from the partner.
8.5 Remove deletion flag for role
Preconditions
The partner’s role has been marked for deletion.
Instructions
- Open the Partners application in the Base
- Open the partner to be unmarked for deletion.
- Select the desired view of the partner.
- In a multi-site environment, switch to the desired organization.
- Click on [Unmark for deletion].
The selected role is unmarked for deletion in the selected organization.
9 Add an image
An image makes it easier to identify a partner. If you are creating a new partner or opening an existing one, a partner icon is displayed in the identification pane as an example. Procedure to add an image to the base data of a partner has been explained below.
Preconditions
If you want to link an image to a partner, save the image file in the Knowledge Store of the corresponding OLTP database. It is not possible to link an image that is saved locally. In a multi-site environment the user must belong to the responsible organization of the partner.
Instructions
- Open the Partners application in the Base
- Open the partner for which an image is to be saved in the identification pane.
- Right-click on standard icon in the identification pane.
- Choose the [Change] command.
The Select logo dialog box opens.
- Select the image to be displayed in the identification pane for the opened partner.
- Click the [Save] button in the standard toolbar.
10 Change the organization
- Switch to the Organizational structure tab in the navigation pane. All organizations under your authorization are displayed here.
- Double click on the organization you want to switch to. You can also change a role view at the same time. Click on one of the role icon.
The system opens the data of the selected organization.
11 Accept data for the selected organization
Preconditions
The selected organization must be permitted to accept the data of a role. For instance, only a purchasing organization can accept supplier data.
Instructions
- Open the Partners application in the Base
- Open the partner that will accept the data.
- Select the desired view in the standard toolbar to indicate to data to be accepted.
- Open the desired organization for which the data is to be accepted.
- Click on [Accept data for the selected organization] in the standard toolbar.
- Click the [Save] button in the standard toolbar.
12 Accept data processing for the selected organization
Preconditions
The selected organization must be permitted to accept the data processing of a role. For instance, only a purchasing organization can enter supplier data.
Instructions
- Open the Partners application in the Base
- Open the partner that will accept the data processing.
- Select the desired view in the standard toolbar to indicate to data to be accepted.
- Open the desired organization for which the data is to be accepted.
- Click on [Accept data processing for the selected organization] in the standard toolbar.
- Change the data as required.
- Click the [Save] button in the standard toolbar.
13 Create new partner relationship
Preconditions
A new relationship category has been entered in Partner relationship categories application. Partner relationships can be created only for own partner relationship categories that have not been predefined.
Instructions
- Open the Partners
- Open the partner for whom a new partner relationship is to be generated.
- Switch to Relationships
- Click on the table [New] in the standard toolbar.
A new table row is created.
- Fill the fields as required.
- Click the [Save] button in the standard toolbar.
14 Delete partner relationships
Preconditions
A new relationship category has been entered in Partner relationship categories application. Only those partner relationships can be deleted whose relationship category is not a predefined partner relationship category.
Instructions
- Open the Partners
- Open the partner whose partner relationship is to be deleted.
- Switch to Relationships
- Select the row with the relationships you wish to delete.
- Click on the table [Delete] in the standard toolbar.
The selected table rows have been marked for deletion.
- Click the [Save] button in the standard toolbar.
The selected table rows will be deleted.