Setting up a Business Partner

Document Dispatch Business Partner is a commonly used source for recipient information within the dispatch process. The system retrieves details such as email addresses directly from a predefined Business Partner table, which serves as a central repository for recipient data. This approach ensures consistency and reduces manual effort, as recipient information is automatically integrated into the document dispatch workflow.

Activation and Deactivation of Business Partner Creation and Related Functions

The following steps must be completed to activate or deactivate the creation of Document Dispatch business partners.

1. Open the Document Dispatch Module Setup.
2. Activate or deactivate the option Enable Business Partner Creation in the Business Partner Setup area.

Setting the Default Language Code for Business Partner Deliveries Without a Configured Language Code

The following steps must be completed to set the default language code for Document Dispatch business partners.

1. Open the Document Dispatch Module Setup.
2. Activate the option Enable Business Partner Creation in the Business Partner Setup area.
3. Select the language code with the option Default Language Code in the Business Partner Setup area.

Setting Up a Unique Recipient Address

The following steps must be completed to ensure that two Document Dispatch business partners cannot use the same recipient address. When this option is enabled, the system prevents an email address from being stored more than once as a recipient.

1. Open the Document Dispatch Module Setup.
2. Activate the option Enable Business Partner Creation in the Business Partner Setup area.
3. Activate the option Unique Recipient Address in the Business Partner Setup area.

Setting Up Business Partner Dependent Document Merging

The following steps must be completed to activate the Merge Result field. This field will be displayed in the list of business partners. When the merge result is activated for a Document Dispatch business partner, PDF documents for that business partner will be merged when sent.

1. Open the Document Dispatch Module Setup.
2. Activate the option Enable Business Partner Creation in the Business Partner Setup area.
3. Activate the option Business Partner Dependent Merging in the Business Partner Setup area.
4. Open the List of Business Partners.
5. Select a Business Partner and activate the Merge Result field.

How to Create a Business Partner

Business Partner List

You can create a business partner using the business partner list.

Complete the following steps to add a new contact to the business partner list by creating a new record:

Follow this steps to create a new Business Partner:

1. Open the Document Dispatch Business Partners via the Global search or by navigating to Setup and clicking Business Partner.
2. To create a new Recor, click on a free spalte.
3. Select a Business Partner Code its usually Customer vendor or Contract.
4. in the next row, select the number of the business partner. The name and search term will be entered automatically.
5. In the row called To, fill in the email address that the emails will usually get sent to.
6. For the next two rows cc and bcc, you can fill in Email addresses that will receive the mails in cc and bcc.
7. Choose a language code of the business contact in the next row. It determines the language of the email template that the business partner will recieve.
8. Now you can click on the Activate field and activate the user.

Get Business Partners Function

Use the Get Business Partners function to quickly add contacts to the Business Partner list without creating each record manually.

Follow these steps to create a new Business Partner using Get Business Partner:

1. Open the Document Dispatch Business Partners via the global search or by navigating to Setup → Business Partner.
2. To create a new Business Partner, click New and select Get Business Partners.
3. The Create Business Partner Wizard will open.
4. Select a Business Mapping Code — usually Customer, Vendor, or Contact.
5. Depending on what was chosen, you will get a filtered selection based on the option selected in step 4. Select a Business Partner No. Filter and click Next.
6. Choose whether the business partner should be activated immediately after creation by enabling the Active switch.
7. Select a Language Code for the business contact. This determines the language of the email template that the business partner will receive.
8. Choose a Dispatch Profile that should be used.
9. Click Execute Create Dispatch Profile.
10. Click Finish.

Add a Dispatch Profile to a Business Partner

You can add a Dispatch Profile to an existing Business Partner to define how documents should be delivered for that specific partner.

Follow these steps to add a Dispatch Profile to an existing Business Partner:

1. Open the Document Dispatch Business Partners via the global search or by navigating to Setup → Business Partner.
2. Click on the Business Partner to which you want to add a new Dispatch Profile.
3. Navigate to the Business Partner Dispatch Profile section.
4. Click in an empty row and select a Dispatch Profile.
5. By clicking New Line, you can add an additional entry.
6. Important information about the selected Dispatch Profile (e.g., FactBox sending or automatic sending) will be displayed.

Fact Boxes

You can create a business partner from the Document Dispatch Factbox and the Business Partner Factbox.

Info

You must enable Business Partner Factbox in the Module Setup.

Document Dispatch Factbox

The following steps must be completed to create a business partner from the Document Dispatch fact box:

1. Open any page that includes a Document Dispatch FactBox, such as Posted Sales Invoices, Posted Sales Credit Memos, Quotes, or Sales Orders.
2. Use the Setup Business Partner action via the Document Dispatch FactBox.
3. The Document Dispatch – Create Business Partner wizard will open.
4. Select a Dispatch Profile.
5. Select a Language.
6. If you enable Manual Email Address, you can manually change the email address.
7. Click OK.

Business Partner Factbox

Follow the steps below to set up a business partner using the Business Partner Factbox:

1. Go to the Contact, Customer, or Vendor Card page.
2. Use the Create Partner action.
3. A Business Partner will be created.
4. Click Show Business Partner.
5. Add a CC or BCC address if needed.
6. You can add a Dispatch Profile in the Business Partner Dispatch Profile section.

See also

• Business Partner Setup