Partners
The Administration › Partners screen manages the companies your plant works with. Each partner has a type:
| Type | Icon | Role in RecyTrax |
|---|---|---|
| Client | a box with an upward arrow | The Buyer on a shipment: it receives the outbound batches. A client can have a default valorization for each material. |
| Carrier | a truck | The Carrier on a reception (it delivers the appliances) or on a shipment (it takes the batches away). |
Partners are used in several places:
- Receptions: the Carrier list offers the active partners of type Carrier. See Receptions.
- Shipments: the Buyer list offers the active clients, the Carrier list the active carriers. Batches added to the shipment take the buyer's default valorization for their material. See Shipments.
- Registers: the reception register shows the Carrier; the outbound materials register shows the buyer's name in Destination and its address (address, city, province, postal code, country) in Street address. See Reception register and Outbound materials register.
Before you start
- You need the Partners permission (see Administration overview).
- To set up a client's default valorizations, the materials (Administration › Materials) and valorization types (Administration › Valorizations) must exist. See Materials and Valorizations.
- A new organization has no partners.
View partners
- Open Administration › Partners.
- To search, type in Search by name (the search covers the name only).
- To show a single type, choose Client or Carrier in the All types list.
The list shows the type's Icon, the External reference (or a dash), the Name, the Type and Active (Active or Inactive).
Create a partner
- Click New partner.
- Enter the Name.
- Choose the Type: Client or Carrier. The type cannot be changed afterwards.
- Fill in, if you wish, the External reference, the address (Address, City, Province, Postal code, Country), the Email and the Phone.
- Click Save.
The new partner is active and immediately offered in receptions or shipments, depending on its type.
The create window only contains the partner's information. The Material and valorization tab appears when you reopen the partner to edit it.
Set up a client's default valorizations
For each material a client buys, you can state the usual management mode. When a batch of that material is added to a shipment for this client, its Valorization is filled in automatically.
- Click the pencil icon at the end of the client's row. The Edit partner window opens, with two tabs: Information and Material and valorization.
- Open the Material and valorization tab.
- Choose a Material and a Valorization, then click Add. The row is added to the table.
- Repeat for each material. A material already set up is greyed out in the list, marked "(already configured)".
- To change a row's valorization, choose another one in its Valorization column; to remove a row, click the trash icon.
- Click Save: the information and the material rows are saved together.
The table shows the Code, the Material, the Category and the Valorization of each row. With no rows, it shows "No material configured yet." Only active materials are offered; a material already set up stays in the table even if it has become inactive.
For a partner of type Carrier, the tab shows "This partner is not configured to use material valorization type. Contact your admin for assistance.": only clients have default valorizations.
The default valorization applies when a batch is added to a shipment, and again for every batch when the shipment's Buyer is changed ("Changing the buyer re-applies its default valorizations to every batch."). Changing a client's default valorizations does not change batches already placed on a shipment. See Shipments.
Edit, deactivate or delete a partner
- Edit: click the pencil icon, change the fields of the Information tab, then click Save. The Type is locked.
- Deactivate: in the Information tab, turn off the Active switch, then click Save. An inactive partner is no longer offered in new receptions and shipments; those that already use it keep it.
- Delete: click the trash icon, then confirm with Yes in the "Are you sure you want to delete "name"?" window.
RecyTrax does not check whether the partner is already used in receptions or shipments. To stop offering it, deactivate it rather than deleting it.
Fields
Information tab
| Field | Description | Required |
|---|---|---|
| External reference | Your own reference for this partner, for example its number in your accounting software. Up to 64 characters. | No |
| Name | Company name, up to 256 characters. Shown in pick lists and registers. | Yes |
| Type | Client or Carrier. Chosen at creation, then locked. | Yes |
| Address | Street address, up to 256 characters. | No |
| City | Up to 128 characters. | No |
| Province | A Canadian province or territory. Choosing a province fills in Country with Canada if it is empty. | No |
| Postal code | Format "A1A 1A1": letters become capitals and the space is added as you type. An incomplete code shows "Format: A1A 1A1". | No |
| Country | Canada (only choice). Already filled in for a new partner. | Yes, if a province is chosen |
| A valid email address, up to 256 characters. | No | |
| Phone | Format "(111) 111-1111", formatted as you type; the leading 1 of an 11-digit number is dropped. An incomplete number shows "Format: (111) 111-1111". | No |
| Active | Switch shown when editing only. | — |
Material and valorization tab (clients only)
| Field | Description | Required |
|---|---|---|
| Material | An active material, one row per material. | Yes, for each row |
| Valorization | The valorization type applied by default to this material for this client. | Yes, for each row |
Rules and messages
| Message | Cause |
|---|---|
| "Name is required." | The name is empty. |
| "Type is required." | No type is chosen. |
| "The email is not valid." | The email address is malformed. |
| "The country is required when a province is chosen." | A province is chosen but Country is empty. |
| "This material is already configured for this partner." | Two rows for the same material. |
| "Material is required." / "Valorization is required." | A row is incomplete. |
| "This material no longer exists." | The material was deleted or deactivated in the meantime. |
| "This valorization type no longer exists." | The valorization type was deleted in the meantime. |
| "This partner is not configured to use material valorization type. Contact your admin for assistance." | Material rows were sent for a partner that is not a client. |
| "This partner no longer exists." | The partner was deleted in the meantime by someone else. |
In operations, a partner that is inactive, deleted or of the wrong type is refused with "This partner no longer exists, is inactive or is not a Carrier." or "This partner no longer exists, is inactive or is not a Client."
Frequently asked questions
My carrier does not appear in the reception's list.
Check that it is of type Carrier and Active. A client is never offered as a carrier.
A company is both a buyer and a carrier. What do I do?
A partner has only one type. Create two partners, a Client and a Carrier; the External reference can be the same for both.
I can't change a partner's type.
That is normal: the type is set at creation. Create a new partner of the right type and deactivate the old one.
I don't see the "Material and valorization" tab.
It only appears when editing. Save the new partner first, then reopen it with the pencil icon.
I changed a client's default valorization, but the current shipment keeps the old one.
The default valorization applies when a batch is added to the shipment. Change the valorization directly on the batch in the shipment, or change the buyer to re-apply its defaults to every batch.
Why does the client's address matter?
It appears in the Street address column of the outbound materials register, for each batch shipped to that client.