Managing Partners
Creating a Partner
- Go to Business Partners > Partners and click Create Partner.
- Fill in the core identity fields:
- Name — the partner’s legal or trading name (e.g., “Sarl El Baraka Import-Export”).
- Code — a unique short identifier for your reference (e.g.,
SUP-001orBARAKA). This is how the partner is referenced throughout the system. - Tax ID — the partner’s tax identification number (NIF in Algeria), useful for invoicing and compliance.
- Website — the partner’s web address (optional).
- Notes — any free-text information about the relationship (optional).
- Choose the partner’s role — Supplier, Client, or both.
- Fill in the role-specific details (see below).
- Save.
After creating the partner, you can add addresses, contacts, and assign categories from the partner’s dedicated page.
Supplier Details
When a partner is marked as a supplier, you can configure these supplier-specific fields:
Supplier Type
The supplier type describes the partner’s position in your supply chain:
| Type | Description | When to use |
|---|---|---|
| Manufacturer | Original producer of goods | Buying directly from the factory or production facility |
| Wholesaler | Bulk distributor who buys from manufacturers and sells in large quantities | Purchasing goods in bulk at discounted rates |
| Distributor | Authorized regional distributor for specific brands or product lines | Buying through an official regional channel |
| Service Provider | Provides non-physical services (consulting, maintenance, logistics) | Engaging for services rather than physical goods |
| Contractor | Independent contractor or subcontractor | Hiring for specific projects or tasks |
Supplier Status
The status controls whether the supplier is available for new business:
| Status | Meaning | Can you place new orders? |
|---|---|---|
| Active | Normal operating relationship | Yes |
| Inactive | Relationship temporarily paused — perhaps they are seasonal or you have shifted to another supplier | No |
| Blacklisted | Permanently blocked due to quality issues, fraud, or other serious problems | No |
| Pending Approval | New supplier awaiting internal verification before you can order from them | No |
Other Supplier Fields
- Payment terms — the default payment conditions for purchases from this supplier (e.g., Net 30, 2/10 Net 30). These are pre-filled on new purchase orders to save time.
- Credit limit — the maximum outstanding balance allowed with this supplier. Helps manage financial exposure.
Client Details
When a partner is marked as a client, you can configure these client-specific fields:
Client Type
The client type describes the nature of the commercial relationship:
| Type | Description | When to use |
|---|---|---|
| Retail | End consumer or small business buying for their own use | Selling directly to consumers or small shops |
| Wholesale | Bulk buyer who purchases for resale | Selling in large quantities to resellers |
| Corporate | Large enterprise or institution with formal procurement processes | Selling to companies with purchase orders and contracts |
| Government | Government agency or public sector entity | Selling to state institutions (may have special tax or compliance requirements) |
| Individual | Private individual | Personal transactions outside a business context |
Client Status
| Status | Meaning | Can they place new orders? |
|---|---|---|
| Active | Normal operating relationship | Yes |
| Inactive | Relationship paused — the client has stopped ordering or the account is dormant | No |
| Suspended | Account suspended, typically due to overdue payments or policy violations | No |
| Prospect | Potential customer you are in discussions with but who has not yet made a purchase | No |
Other Client Fields
- Payment terms — the default payment conditions for sales to this client.
- Credit limit — the maximum outstanding balance this client is allowed to carry.
Dual-Role Partners
A partner marked as both supplier and client has two independent sets of details. This is common in practice — for example, a company that manufactures packaging materials (you buy packaging from them) and also purchases your finished goods for distribution.
Each role has its own type, status, payment terms, and credit limit. Changing the supplier status does not affect the client status, and vice versa.
Deactivation
Partners are never deleted from the system. Instead, you deactivate them by changing their status to Inactive (or Blacklisted for suppliers). Deactivated partners:
- No longer appear in active selection lists (e.g., when creating a new order).
- Remain in the system with their full history — all past transactions, addresses, and contacts are preserved.
- Can be reactivated later if the relationship resumes.
This approach ensures that historical records always have a valid partner reference, even years later.
Tips
- Set up payment terms first — before creating your partner directory, define your standard payment terms (Net 30, Net 60, etc.) so they are ready to assign.
- Use meaningful codes — partner codes appear throughout the system.
SUP-BARAKAis more recognizable thanP00147when scanning a list of purchase orders. - Fill in tax IDs — even if not required immediately, having the tax ID on file saves time when generating invoices or tax reports later.
- Use categories for organization — if you have more than a dozen partners, categories help you filter and manage them efficiently.
- Review partner statuses periodically — mark inactive partners as such to keep your active lists clean and your team focused on current relationships.