--- title: "Trading Parties' profile" canonical: "https://wiki.soft1.eu/space/SS5EN/1227522380/Trading%20Parties'%20profile" format: markdown --- --- | **Parameter** | **Functionality** | **Related Info** | | --- | --- | --- | | #### **→ Basic data **
Includes basic information about Trading Parties. | | **Code**
**Name** | Required fields to Save the Trading Party. | → [Code format and automatic codification](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/189268499) | | **TRN** | Fill in the Trading Party’s TRN. | | | **Branch** | Select your Company’s Branch related to the specific Trading Party. Login Branch is suggested. | It is available as a Filter in various SOFT1 ERP Reports & Related jobs, *e.g., *
*→ *Aging Balances,
*→ *Customer/Suppliers Transactions | | **Active** | Every new entry/ Trading Party is suggested as **Active**. | → [Active - Inactive Entries](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/189268726) | | **is Prospect** | A Customer that is not saved in SOFT1 ERP is a **Prospect Customer**. | → [Prospect Customer/Supplier](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/991625279)
→ [Document Types (Purchase - Sales - Stock Management)](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/1005191170) | | **is Competitor** | A **Competitor**:
- is not selected/displayed in Docs, - is involved in Sales opportunities *(CRM → Sales → Sales opportunities → area People Involved).* | | | **Alternative Code** | Optionally, set an **Alternative Code**, which is an auxiliary code for the specific Trading Party. | | | **Reference code** | Fill in the **Reference code** if you want to link several Trading Parties that are directly connected* (e.g., Stores belonging to the same retail chain)*, to facilitate commercial monitoring and the presentation of various financial information.
By entering a Reference Code for more than one Trading Party, you can use internal functions in Browsers/Lists that retrieve data based on it. | | | **Photo** | Add a photo:
- by clicking on *Add photo* button and selecting:* Import from file, Image URL, etc.), *or - define settings related to GDPR. | → [GDPR - European General Data Protection Regulation](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/189268008) | | #### **→ General data**
Includes the key information from the other tabs of the Trading Party. | | **Title**
**Profession**
**Primary Address**
**City**
**Primary Phone number**
**Zip**
**Tax office** | Fill in **data **used for **invoicing** directly or find them from SOFT1 ERP’s updated tables. | | | **Business Unit** | Set Business Unit based on the company's activity fields or the types of items/services the company provides. | → [Business units](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/189268538) | | **Group**
**Industry Group/Commercial Category**
**Geographical Areas** | Set the fields based on which you can categorize Trading parties.
Categorize/group Trading parties using hierarchies, arranging the data from various tables in a horizontal layout for the preferred category. | → [Hierarchies](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/189268004) | | **Salesperson** | Select the Salesperson in charge of the Trading Party. | 👉* Applies only to Customers.* | | **Collector** | Select the Collector for the Trading Party. | 👉* Applies only to Customers - Debtors.* | | **Buyer** | Select the Buyer monitoring the Trading Party. | 👉* Applies only to Suppliers - Creditors.* | | **Warning Message** | Type a **message** that will be displayed when selecting the Trading Party in a Doc.
It is used to remind an obligation, commitment, or restriction. | → [Warning messages](https://wiki.soft1.eu/space/SS5EN/620101633) | | **Currency**
**Payment Terms**
**Shipping method** | Set information related to transaction data that is suggested / included in Commercial Management Documents. | | | **Discount (%)** | Set the discount that will be calculated automatically for the Trading Party. | 👉* Applies only to Customers.*
*For example, discount is set for the Customer in Sales Doc (Disc. 1(%) field). *
→ [Discount Management](https://wiki.soft1.eu/space/SS5EN/984285185) | | **eINVOICE** | If you use SOFT1 ERP automation and electronic communication services, select how the EINVOICING myDATA will report a Doc. | 👉* Applies to Customers - Suppliers.* | | **myCustomer Enabled** | If you use SOFT1 ERP automation and electronic communication services, activate the myCustomer service. | 👉 *Applies only to Customers.*
→ [SOFT1 myCustomer](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/187072526) | | **Company legal form**
**Accounting Category**
**Account**
**VAT Status** | Fill in the basic info related to the accounting/tax profile of the Trading Party, so that their Transactions can be included in the files to be submitted. | → [V.A.T. - Rates & Status](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/189268121) | | #### **→ Contact Info **
Includes Trading Party contact information. | | **Country** | Suggested based on the login branch including the following data:
- Currency, required for all financial transactions types. - EAN Barcode, identifying commercial goods based on their Country of Origin, - Intrastat, the 8-digit Country code to submit statements in case of intra-community transactions. | → [Alternative Codes](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/189268712) | | **Consent**
**Does not consent to** | Confirm whether the Trading Party consents to the data processing by the Company. | → [GDPR - European General Data Protection Regulation](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/189268008) | | **Shipping method**
**Carrier**
**Transport. means**
**Payment from**
**Payment by** | Set data related to:
- Delivery, suggested/involved in Commercial Management Docs (Delivery - Transfer tab) when Trading Party is selected - and Payments, i.e., date and hours of payments scheduled with the Trading Party. | 👉 *Applies to Customers - Suppliers. * | | **Contacts (Grid)** | Select the contacts with whom you have transactional activity from the Trading Party’s Company. | Create a new Contact:
- by right-clicking on the header's hyperlink, or - by selecting Contacts from the menu *(CRM).* | | **Associated Companies, Branches** | Associate the Trading Party with a **Group of Companies. **
- Select the main **Branches **of the **Trading Party** in the **Grid**. - Double-click on the line to display additional branch data and then fill in different VAT status, Tax office, Primary Address etc. for each Branch. | When a new Trading Party is saved/created, you can automatically create a Branch, if the **Automatic branch creation** flag is activated in Trading Party’s Parameters. | | #### **→ Business Info **
Applies to Customers and Suppliers, including related business information. | | **Cost center** | Set Cost center to categorize a Trading Party. | | | **Scoring** | It is the number identifying the service order queue.
It is also set at the Trading parties' Branch level. | 👉 *Applies only to Customers.*
*For example, the Customer with the highest number is prioritized.*
Scoring is involved in the following jobs:
- *Order planning (by right clicking on Sales Browser/List), * - *Order planning* *(by right-clicking on Stock Items Browser/List).* | | **Is also a supplier/customer** | Set **Yes**, to automatically save Customer also as a Supplier and vice versa, with the same code. | It is enabled if in **Sync mode** in Customers/Suppliers Parameters *(Companies & Synchronization tab → Suppliers Synchronization area)* one of the following is selected:
- Insert - Insert - Update - Insert - Update - Delete
If Not at all is selected, saving a Customer will not create a Supplier and vice versa, even if Is also a supplier/customer is set to Yes. | | **Discount (%)**
**Max discount (%)** | Set discount (%) and maximum discount (%), i.e. the possibility of a further discount. | | | **Check max discount** | Select:
- **No check: **The message** ***Excess of maximum discount* is displayed, and the Document can be saved if the discount is within the maximum discount allowed limit. - **Warning: **The warning message** ***Excess of maximum discount* is displayed, but the Document can still be saved, regardless of the total discount. - **Prohibition:** Documents can be saved without any message being displayed, even if discount in Doc exceeds the maximum discount allowed limit. | | | **Commission category ** | Used in scenarios set for Salespersons commissions. | 👉 *Applies only to Customers.* | | **Pricing category**
**Pricing Policy**
**Credit notes** | Set pricing policies related to transactions with the Trading Party. | 👉 *Pricing category applies only to Customers.* | | **Bonus Cards (Grid)** | Select the Bonus Card for the Trading Party and set its basic data in grid columns *(Code, Validity/Expiry date, Points, etc.).* | → [Bonus Cards - Operation & Case Study](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/189268999) | | #### **→ Financials **
Relates to Trading Party’s financials. | | **Payment Terms** | Select one of the available Payment Terms *(e.g., Cash, Credit card, Cash & Credit cards, Credit) *or create a new one. | The selected Payment Term will be automatically suggested in Doc when Trading Party is selected. | | **Open-item Clearing** | Select:
- **Matched+FIFO(Mixed):** Document’s unpaid balance is suggested based on the open-item at first and on FIFO afterwards (chronological order). - **Matched only:** Unpaid balance is suggested based on open-item, i.e. Docs matched either automatically or manually. | Documents matching is automatically suggested in Trading Party’s **Unpaid Documents** Related job. | | **Open-item in Transaction Currency** | Activate if using foreign currency in transactions for the same Trading Party.
Thus, only debit-credit Docs including the same transaction currency will be matched. | Applies to:
- FiFo matching (either from Document Matching Related Job, or the menu’s job) and - manual matching | | **Credit control** | Credit controls are the conditions based on which the Trading Party’s Credit limit control is performed upon creating Docs.
Set the credit control policy and its amount, limits, related Docs, payment terms, activated etc. | From Trading Party’s Parameters, set if Credit Controls will be valid or if Credit limits of Trading Party will prevail over Control Rule. | | **Excluded from Cash Flow** | Excludes a Trading Party from being involved in Cash Flow, i.e., the balance of a company's cash available based on requirements (inflows) or obligations (outflows). | | | **Bank accounts** | Set the bank accounts of the Trading Party you are monitoring by selecting data (IBAN, account number, etc.) in the fields/columns. | | | #### **→ Accounting**
Accounting data for monitoring and verifying Trading parties.  | | **Company legal form**
**Accounting Category**
**VAT Status** | Fill in all the information in order to be included in the submission files. | → [V.A.T. - Rates & Status](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/189268121) | | **Tax office**
**B.A.C. (Main)/(Secondary)** | Directly provided/suggested from Ministry of Economy and Finance. | | | **VAT Status** | Select:
- **Regular** - **Reduced** - **Is exempted** | Also set from Trading Parties' Parameters.
👉 If set in both the Parameters and the Trading Party Profile, the Profile setting overrides and is suggested in Documents. | | **Account** | It relates to Accounting Links, creating the respective chart of accounts. | → [Import of chart of accounts in excel format](https://wiki.soft1.eu/space/SS5EN/12060509)
→ [Accounting Links](https://wiki.soft1.eu/space/SS5EN/12060460) | | **Fee code** | It involves in Tax Declaration for income from independent profession/business activity. | | | **Accounting Dept email** | It is required when using SOFT1 ERP Services,* e.g. ****myCustomer****** ****and ****E-Invoicing. *** | → [SOFT1 myCustomer](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/187072526) | | **Expenses Group** | Select the expenses group, automatically suggested in Doc’s Expenses. | | | **S.C.T. exempted** | Set to **Yes**, if Special Consumption Tax should not be calculated for a Customer/Branch. | → [Special Consumption Tax](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/189272452) | | **Type of Customer** | Set the Type of the Customer. | 👉 For example, you classify a Trading Party with respect to their tax payment based on Article 39a of AADE. | | **Activity-Based Costing** | It relates to off-balance sheet monitoring of Cost centers, i.e., displaying financial indicators by recording the necessary information from the original entries. | | | #### **→ Data per Company**
Αllow for the use of shared Trading party files across multiple companies. | | **Company** | You can select a company when creating Docs and display statistical data for all or selected companies. | 👉 This tab varies depending on the Entity, as each one has different areas and fields. | | #### **→ User-defined fields - Attached files/Notes**
Set User-defined fields and save files based on your needs. | | **User-defined fields** | A series of fields that can be customized to suit your business requirements. | → [User-defined fields](https://wiki.soft1.eu/space/SS5EN/189272565) | | **Attached files/Notes** | Attach/save **files **for the Trading Party,* e.g. files, data sheets, photos, etc.,* even if saved in cloud storage, either from the sidebar or by right-clicking.
In **Notes**, type additional information in text form. | |