Contact Management
B2Win Suite's Contact Management module stores the business partner data needed for document distribution. It organizes recipients into a hierarchy of Companies → Business Partners → Contacts, linked together through Address Books.
| Level | What it represents |
|---|---|
| Company | A legal entity or organizational unit within a workspace. Documents are scoped to a company. |
| Business Partner | A business partner associated with a company — it can represent for example a customer or a supplier. |
| Contact | A person who represents a business partner, and is used for communication and distribution within the system. |
| Address Book | A named grouping that links business partners to their contacts for a specific document type or purpose (for example, "Invoice to" or "Ship to"). |
Key Pages
- Companies — Manage the companies in each workspace
- Business Partners — Manage the business partners for each company
- Contacts — Manage individual recipients and their distribution preferences
- Address Books — Manage address book definitions that link BPs to contacts
- Import from ERP — Sync business partners and contacts from Baan IV/V or Infor LN
How does B2Win Suite Use Contact Data
On distributing a document, it:
- Identifies the company the document belongs to
- Looks up the business partner from the business partner code that appears in the document data
- Finds the contacts linked to that BP in the specified address book
- Distributes the output to each contact accordingly
This means keeping contact data current directly controls where documents are sent, without changing any workflow or report configuration.
System Settings
Two system settings affect how the contact hierarchy is used:
- Use Two Level Business Partner — When enabled, the contact level is minimized. Useful when your ERP does not have a contacts table and you want to keep distribution simpler.
- One Business Partner per Contact — When enabled, each contact can be linked to only one business partner. Prevents a contact from being shared across multiple BPs.
Administrators can find these settings under Administration → System Settings.