Third Party module

Introduction

Third-parties are an integrated part of an organisation as the suppliers, vendors, and customers play a huge role in initiating growth towards a company. However, keeping all the contact and contract related details regarding the third-party can prove to be hurdle. This is why tactic has allowed the users to eliminate this hurdle with the help of third-party module of Tactic. The users can easily create their customers, prospects, and vendors within this module while adding one or more than one contact for each of the third parties. The third party module help the users in managing a number of different entities, such as customers, vendors and prospects. Specific contact person for the third parties can be added as well.

Installation

There is no need of installing this module, as it is already included within Tactic services.

Setup

For using this module the users need to enable it by using an administrator account. The menu options for activating this module are: Home –> Setup – > Module. The users then need to click on Activate. The modules will be activated after completing this step. The settings icon will be visible at the end of the module box, the users can click in that to access further setup for this module to access the functionalities in a better way.

Creation of a new Third Party

For the creation of a new customer the users need to click the tab 'Third parties' then under the menus Third party, the option of New customer/ vendor/ prospect need to be chosen. All the fields must me filled for better user experience and the option of create third party need to be chosen. After creation of third party the user can add and link files and other important documents within the tab. When you are creating a customer or a supplier the customer or supplier code associated with the same will be generated automatically. And if you are creating a third-party from a member, then it will always be created as a new customer.

Adding logos to a third-party card

You can add company logos to your third-party’s card with the help of a few steps. Go to third party -> List -> Choose the concerned third-party -> Modify -> go to the criteria of logo -> Browse -> select file -> upload. The logo will be changed upon completing the upload.

Editing customer codes

Even though the customer codes are generated automatically when the users create a new customer, it can be edited very easily. The users can modify the customer code as per their own will and modified customer codes will be used by Tactic. For modifying and editing the customer code the users need to go to Third party menu (from the main menu) -> customers -> list of customers -> choose the concerned customer -> click “modify” after the customer card opens -> Modify the area of customer code as per your preference -> save. The customer code will be modified after you save the change.

Adding default language

Tactic supports more than one language in order to enhance user experience. With the help of multilanguage module, you can easily add default languages to each of your third-party. For adding multilanguage you need to go through a few steps, which are explained below,

Home -> setup -> display -> language -> “Enable multilanguage support for customer or vendor relationships” -> activate -> save.

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For the second part of the process, you need to go to the third-party menu -> customer/vendor/prospect -> list -> choose the concerned the third-party -> modify -> default language -> add language to the criterion by choosing the same from the drop-down menu -> save. The default language for that particular third-party will be saved easily.

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Setting up unique VAT IDs for third parties

The users can now add unique VAT IDs for third parties, that too, by following a few easy steps.

First you need to access the third-party card by going to home -> setup -> modules and application -> third parties -> click on the cog sign to open the settings. Once the settings open you will find ‘Rules for Professional IDs’ upon scrolling down a little. At the very last row, there is VAT ID. Now activate the toggle right beside VAT ID. And it’s done. All the third-party will now have a unique VAT ID.

Auto defining barcode numbers

You can now auto-define barcode numbers for third parties.

For auto defining barcode numbers, you need to go to home-> set-up -> barcode module setup under multi-module tools -> click on the cog sign. Once the setup page opens you will see several tables, you need to work with the second one that is labelled as Manager to auto define barcode numbers (Third-party). Now define the mask in the given box and click on “modify”. Once you are done, activate the toggle given under ‘status’.

Now scroll towards the ending of the page and click on the “modify” button again to save the setup you have changed.

Modification of a Third Party

The user need to click Modify and type all the changes and at last press Save.

Defining price level for a prospect

For adding price levels to the prospects, you need to open the third-party menu -> List of prospects -> choose the concerned prospect -> prospect tab -> max outstanding bill -> click on the edit icon -> add the amount -> modify. Your price level will be added to the prospect.

Adding extrafields

There can be a number of fields that are be important for your business, but those also might be absent in Tactic. Hence, the users are provided with the facility of adding any extra-field that is important to their business. For adding an extrafield to a third-party, you need to follow a few steps, which are mentioned below,

Home -> setup -> third-party module -> click on the cog sign -> complimentary attributes tab -> new attribute -> Fill all the important criteria -> Save. If you want to show this extra field in the generated PDF, then you can write “yes” in the empty field. The extrafield will be generated in the third-party card as well as in PDFs.

Deleting a Third Party

Clicking on the Delete option is enough to delete the customer/ vendor/ prospect. However, a customer/ vendor/ prospect cannot be deleted if it has documents linked with it.

Creating a contact in third party module

Contacts hold a very important place in the creation and management of third parties. The third parties can be associated with big companies and corporations. Hence, to keep a better connection with the third parties the users need to keep the contact information of one or two specific persons to contact the third party in the time of necessity without having to face much issues. For creating a contact the users need to visit the option of new contact. All the important criterion need to be filled effectively for creating a new contact. The users need to choose the third party, for whom they are creating a contact as well.

All the information related to a third-party will be suggested automatically while creating a contact from the same.

Modification of a contact

A contact can easily be modified without having to go through a complicated process. For modifying a contact the users need to go to the contact card and choose the option of modify to modify a contact or to update the information or the details. For saving the modification the users need to click on save.

Deleting a contact

For deleting a contact the users need to choose the Delete option.

Life cycle of a third party

There are two states that are associated with a third party. Which are active and inactive. The users can choose the statuses of the third parties as per their organisational needs.

Additionally, even if the contract with a third party has ended or they are "inactive", their emails can still be selected in the emailing module.

Other Information

• You can also add addresses of the third-party contacts as per your own convenience.
• You can even assign sales representatives to third parties now. If there is one representative that needs to be added to multiple third parties, then you can achieve that by using the mass-action feature of Tactic.
• If you want to make your invoices more authentic, then you can turn on the settings of requiring "customer accountancy code" for validating an invoice.
• If you are doing business with both subsidiaries and parent company, then you have the option of adding parent company to the profile of a new third-party while creating it. It can also be a factor to modify in the case of an already existent third-party