Counterparties catalog

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The Counterparties catalog is one of the key catalogs for your sales and purchases. It stores a list of counterparties.

A counterparty is a business partner that a company deals with in the course of its business activity.

A counterparty can have one or several of the following relationship types:

  • Customer
    A customer buys goods and services from your company.
  • Supplier
    A supplier provides goods and services to your company.
  • Other
    Other legal persons or individuals that your company contacts with during business transactions.
    For example, tax authorities or customs.

In the Counterparties catalog, you can:

In 1C:Drive, when you register a counterparty, you specify its general details and billing settings. The billing settings determine the pricing and payment terms of business deals with the counterparty.

When you register a sales or purchase document, you select a customer or supplier from the Counterparties catalog. This prefills a document with relevant data such as pricing and payment terms.

It saves time on data input and ensure that a sale or purchase goes under the agreed terms.

Viewing counterparties

To view counterparties, do one of the following:

  • Go to Sales > Catalogs > Customers.
  • Go to Purchases > Catalogs > Suppliers.

The list columns can vary depending on the list settings. By default, the following columns are available:

  • Counterparty. The counterparty name. You can use it to find a counterparty in the Counterparties catalog.
  • Contact person. The default contact person.
  • Legal name. The counterparty official name used in the print forms of business documents.
  • Summary search string. The contact details summary of a counterparty (including emails, phone numbers, addresses). You can use it to find a counterparty in the Counterparties catalog.

By default, the catalog shows all counterparties.

To view counterparties of certain relationship types:

  • Above the list, select the checkboxes of the relationship types.
    For example, to view only customers, select the Customers checkbox.

To quickly find counterparties:

  • Sort the catalog by any column by clicking a column header. To change the sorting order, click the header again.
  • Filter the catalog using the fields to the right of the list. You can filter by the following parameters:
    • Period. The time range when a user created the counterparty.
    • Tag. The counterparty tag.
    • Segment. The segment the counterparty belongs to.
    • Responsible person. The manager responsible for interaction with the counterparty.
  • Filter the catalog by counterparty group. To do it, expand Hierarchy (groups) and select a counterparty group.

To quickly view a counterparty contacts:

  • In the Counterparties catalog, select the counterparty line.
    The Contact information section shows the contacts
    (such as a phone number, email, or legal address).

To view a counterparty details:

  • In the Counterparties catalog, double-click the counterparty line.

Creating counterparties

To register a new business partner or other participant of your business process, create a counterparty. Only the counterparty's legal name, alias, and relationship type are mandatory. You can add any other details later.

To create a counterparty:

  1. Do one of the following:
    • Go to Sales > Catalogs > Customers and click Create.
    • Go to Purchases > Catalogs > Suppliers and click Create.
  2. Specify general details.
  3. Specify billing details.
  4. Specify additional information.
  5. Click Save and close.

Specifying general details

General details define a counterparty's key attributes such as name, account type, and legal data.

To specify general details of a counterparty:

  1. On the counterparty card, click Main.
  2. Open the General info tab.
  3. Specify company details.
  4. Specify legal data.
  5. Specify legal entity contacts.
  6. Specify contact persons.
  7. Click Save.

Specifying company details

To specify company details:

  • Under Company on the General info tab, enter or select the following:
    Field Description
    Account type The counterparty account type. One of the following:
    • Business. Indicates that a counterparty is a legal entity such as corporation or limited liability company.
    • Individual. Indicates that a counterparty is an individual entrepreneur.
    Customer Indicates that a counterparty relationship type is a customer.
    You can use it to filter the Counterparties catalog by customers.
    Supplier Indicates that a counterparty relationship type is a supplier.
    You can use it to filter the Counterparties catalog by suppliers.
    Other relationship Indicates that a counterparty relationship type is neither customer nor supplier. For example, a tax or customs authority.
    You can use it to filter the Counterparties catalog by other counterparties.
    Legal name An official counterparty name. It goes to the print forms of sales, purchase, and other business documents.
    It is available if you select the Business account type.
    Name, surname An official counterparty name. It goes to the print forms of the sales and purchase documents.
    It is available if you select the Individual account type.
    Alias An alternate counterparty name for quick identification in 1C:Drive. You can use it to find a counterparty in the Counterparties catalog.
    Parent group A group where a counterparty is included. You can create groups to classify your counterparties for quick search and easy management.
    It is displayed as a folder in the Counterparties catalog.
    Folders help you quickly find counterparties.
    Delivery option Determines the delivery terms that apply to sales documents.
    Acquisition channel A customer acquisition channel.
    It is available if you select the Customer checkbox.
    Sales rep A sales representative responsible for working with a customer.
    It is automatically prefilled in sales documents.
    Sales territory A territory where a customer legally operates.
    Search tags A counterparty tag.
    You can use it to find a counterparty in the Counterparties catalog.
    You can add multiple tags.
    AR/AP details by order Indicates whether accounts receivable and accounts payable are tracked by order for this counterparty.
    Contract management method Indicates whether you can create, manage and select contracts for this counterparty.
    It is available if Contract management method is set to Manual in Settings > Company > Other.

Specifying legal data

To specify legal data:

  • Under Legal data on the General info tab, enter or select the following:
    Field Description
    Legal form A counterparty form of business.
    It is available if you select the Business account type.
    Registration country A country where a counterparty is registered.
    The list of values is based on the World countries catalog.
    Registration number A counterparty registration number.
    It goes to the print forms of sales and purchase documents.
    TIN A counterparty tax identification number.
    It goes to the print forms of sales and purchase documents.
    VAT ID A counterparty value-added tax number.
    It goes to the print forms of sales and purchase documents.
    Tax category The VAT category that applies to purchase or sales documents where counterparty appears as a customer or supplier.
    It affects the VAT rate that applies to products in the documents. For example, if a tax category is Zero rate VAT, the VAT rate is 0%.
    EORI The European Union registration and identification number.
    Gender A counterparty gender.
    It is available if you select the Individual account type.
    Birth date A counterparty birth date.
    It is available if you select the Individual account type.

Specifying legal entity contacts

When you register a counterparty, you can specify its contacts, such as phone or email. This data goes to the print forms of sales documents and purchase documents.

To specify legal entity contacts:

  • Under Legal entity contacts on the General info tab, specify the contact information such as phone, email, or address.

To add more contact details, click +phone, address. For example, add another phone number or email.

Notes:

  • To make a phone call or send a text message, click phone.png next to the Phone field.
  • To send an email message, click email_icon.png next to the Email field.
  • To send a Skype message, click skype.png next to the Skype field.
  • To visit a webpage, click webpage.png next to the Webpage field.
  • To pick the address from Google Maps, click address.png next to an address field (such as Legal address) and select Address on Google maps.
  • To copy an address, click address.png next to an address field, select Fill, then select an address.
  • To add a comment for an address, click address.png next to an address field, select Type comment and enter a comment. The comment will be shown under the address field.

Specifying contact persons

When you register a counterparty, you can specify its contact persons. This information goes to sales and purchase documents.

To specify a contact person:

  • Under Contact persons on the General info tab, specify contact details such as name, position, phone, or email.

To add more contact details, click +phone, address. For example, add another phone number or email.

To add another contact, click +contact.

Notes:

  • To make a phone call or send a text message, click phone.png next to the Phone field.
  • To send an email message, click email_icon.png next to the Email field.
  • To send a Skype message, click skype.png next to the Skype field.
  • To visit a social network webpage, click webpage.png next to the Social network field.

Specifying billing details

Billing details determine billing, pricing, payment terms, and limits that apply to the counterparty's sales and purchases.

You can only specify billing for a counterparty if manual contract management is disabled for it (on the General info tab of the counterparty's card, Contract management method is set to Auto).

If manual contract management is enabled for a counterparty (on the General info tab of the counterparty's card, Contract management method is set to Manual), you need to specify billing details for each contract created for this counterparty instead.

To specify billing details of a counterparty:

  1. On the counterparty card, click Main.
  2. Open the Billing details tab.
  3. Specify general billing terms.
  4. Specify pricing data.
  5. Specify payment terms.
  6. Specify limits.
  7. Click Save.

Specifying general billing terms

To specify general billing details:

  • Under Billing on the Billing details tab, enter or select the following:
    Field Description
    Currency The currency that applies to sales and purchase documents where a counterparty appears as a customer or supplier.
    Cash flow item A cash flow item that applies to payment documents (such as bank receipts and bank payments) for the counterparty.
    It helps you generate the Cashflow report using the direct method.
    Bank account A bank account that is used to send or receive bank payments for a counterparty.
    Department A business unit that sends or receives the payments.
    This field is used for recording income and expenses by department.

Specifying pricing data

To specify pricing data:

  • Under Pricing on the Billing details tab, enter or select the following:
    Field Description
    Sale price type A price type that applies to sales documents where a counterparty appears as a customer.
    It determines product prices in a sales document.
    A list of price types is based on the Price types catalog.
    Purchase price type A price type that applies to purchase documents where a counterparty appears as a supplier.
    It determines product prices in a purchase document.
    A list of price types is based on the Supplier price types catalog.
    Discount type A manual discount that applies to sales documents where a counterparty appears as a customer.
    A list of values is based on the Discount types catalog.

Specifying payment terms

Payment terms determine conditions under which a seller agrees to accept payment from a customer for goods or services that have been delivered. Payment terms commonly include method of payment, amount of time the buyer has to pay the seller, and discounts for early payment.

To specify payment terms:

  • On the Billing details tab, click the payment terms link under the Billing section and enter or select the payment terms.
    For details, see Payment terms for counterparties.

Specifying limits

Limits are maximum amounts allowed to a counterparty for certain operations.

To specify limits:

  • Under Limits on the Billing details tab, enter or select the following:
    Field Description
    Credit limit Maximum credit amount allowed to a counterparty.
    Overdue limit Maximum overdue debt amount allowed to a counterparty.
    Transaction limit Maximum transaction amount allowed to a counterparty.

All limits are in the counterparty's currency.

Specifying additional information

When you register a counterparty, you can specify additional information.

To specify additional information:

  • Under Additional data, enter or select the following:
    Field Description
    Scope of activities A list of primary activity types of a counterparty. You can add as many activity types as you need.
    To create additional activity types, click plus.
    Added on A counterparty creation date.
    It is automatically filled in when you save the counterparty. You can edit it.
    Code A counterparty ID.
    You can use it to find a counterparty in the Counterparties catalog.
    It is automatically generated when you save a counterparty. You can edit it.
    Person responsible An employee from your company who is responsible for maintaining contacts with this counterparty.
    The list is based on the Employees catalog.
    Comment A note with additional details about the counterparty.

Editing counterparty details

You can edit the counterparty details. To learn more, see Creating counterparties.

Note. When you open a counterparty card for editing, you cannot edit its legal data and billing details right away. This is because some sales documents or purchase documents might contain references to this data. Editing this data can cause incorrect document processing.

If you still want to edit the legal data, do the following:

  1. On a counterparty card, click More actions.
  2. Select Allow editing attributes.
  3. In the Allow editing attributes window, click Check and allow.

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