Partner information card

The partner's information card consists of the following sections:

Basic data
Other data
For bookkeeping
Other
Attachment(s)
Sales
How to find double partners?
Merger of Double Partners

1. Basic data

For European Union companies, we recommend that you start filling in the VAT code first, and then click on the blue arrow after the VAT code field to fill in the company name, legal address and company phone number from the EU VAT register

Important! The legal form of the company (e.g. SIA or GmbH) is in a separate field to limit the formation of duplicate partner entries and to make it easier to search for partners

Language of communication : Language in which OZOLZ TMS will automatically generate documents for correspondence with the Partner (Client order, Transport order, Invoice, Payment reminders, etc.)

There are 3 phone numbers in the partner's basic data : 1) General company's phone number 2) Contact person's phone number 3) Loading or delivery address phone number

Carrier or Customer status: Partner has 6 statuses: 1) Deleted and Do Not Cooperate - the software will not allow to add Customer orders and Transport orders; 2) Poor paying - when adding a Customer order the software warns the user 3) Neutral - default 4) Good paying; 5) Very good

Notes: Specific information must be written in the field in free text, which must be taken into account when processing the order or issuing an invoice. If the partner has filled in the notes field, the program will warn about this with an exclamation mark, in the customer's order

Contact persons: The Partner's contacts are added here, with whom there is communication about order fulfillment. This information makes it easier to register orders and send emails.

Address: Partners must have the Legal address and postal address attached if they are different. Delivery and loading addresses added during cooperation will be automatically included in this section of the Partner card.

When entering an address, we recommend that you search for it and check it on Google Maps. To do this, press the magnifying glass button before the street field in the Address form

2. Other data and Billing configuration

Bank accounts: Bank accounts added here, which can be selected when entering supplier invoices, then imported and paid via internet banking when paying

Partner groups: Mark here the groups to which the partner belongs. If necessary, you can add Partner groups: CRM (Partners) > Lists > Partner groups

Carrier's price per 1km: When entering the carrier's price per 1km, the program itself calculates the freight price if the kilometers traveled in the Voyage/Expedition are filled in

CMR insurance: CMR insurance term can be set in 2 ways. 1) One CMR insurance end date is set for the carrier, if the carrier insures all its cars. 2) CMR insurance is entered for each machine separately, if the carrier does not insure all its machines with one insurance policy.

CMR insurance control: performed before saving the voyage/expedition or in the report Freight > Reports > Expiration

Default Currency: is the default payment currency for the customer's order

Total credit limit: If the customer has specified a credit limit and it has been exceeded, the program can be configured so that before saving the Customer's order, the program warns that the credit limit has been exceeded or prohibits the entry of the Customer's order

Credit limit for overdue invoices: If this limit is exceeded, Ozols will not allow accepting a new order from the customer

Fuel surcharge

Cooperation agreement number: If the field is filled, it will be displayed in the printout of the Customer's order

Prohibit acceptance of a customer's order if the payment is overdue by more than ... days: This function does exactly what it says

Default company - See Working with multiple companies

Customer Payment Due Date: is the default invoice payment due date for customers

Due date for incoming invoices: This information helps you track the payment of incoming invoices

Cash discount for the customer

Cash discount for incoming invoices

Bank account group: If your company has several bank accounts, here is an opportunity to specify which account to present to the client on the invoice.

Appearance of the order in the invoice: In this section it is possible to configure the Order information included in the invoice

Appearance of the address in the invoice: not to show or to show and if to show, then what to show

Appearance of cargo volume in the invoice: not to show or to show and if to show, what to show

Features that can be turned on and off:

Do not show acc.data in the printout of the invoice.
Do not show the sender and recipient on the invoice
Do not show base currency in currency invoices
Do not group Multibooking services in the invoice
Print orders in the invoice attachment
Print invoices with a signature area: If the configuration indicates that a scanned manager's signature with a company seal is printed on the invoices or there is a line "The invoice is prepared electronically and it is valid without a signature", then by ticking the "Print invoices with a signature" checkbox, there will be a free space in the invoice for the manager's signature with the company seal
Lock data entry
Print the order without a scanned signature
The customer issues the invoices himself (self-billing)
Add debt/overdraft to the current invoice.

3. Other conditions

Used trailer types: Transport types can be added in the list: Freight transport > Lists > Transport types

Document deadlines: this list includes various carrier and driver deadlines, it is possible to add deadlines. You can add term types in the list: Freight > Lists > Term types

Examples of term types: Driver's license, driver's code 95, driver's medical certificate, driver's professional doctor's certificate, driver's travel insurance, driver's Passport, or ID card

Shipping payment terms: If the Partner is a Carrier on the basis of the contract, in this section it is possible to configure the terms of cooperation.

4. Attached files

In the attached files section, you can add various files to the Partner card . For example, you can add ADR permit, CMR insurance policy, certificates, etc. files to the carrier

If, for example, you have added an ADR permit or CMR insurance to the carrier, then when preparing the Customer's order, you can easily add these documents and send them to the customer.

5. Sale

In this section it is possible to:

Add Client Manager
Add two cargo managers
Specify cargo directions
Take notes related to the sale
Send an e-mail to the Partner
New Activity (CRM) - an easy-to-use customer relationship management system
New price offer
Plan the number of orders

6. How to find double partners?

1. Group data by Name or VAT number. How to do it, see: Data grouping
2. If the name of the company is entered twice, then the "Number" column will be greater than 1. Place the mouse cursor on the entry and in the list on the left you will see companies with the same names
3. Sort the data in the list by left and check companies for similar names

7. Merger of double partners

It is not uncommon for the same company to be entered multiple times. In such a case, the Merger of Partners must be performed.

To combine the data of two companies into one:
1. Both companies must enter the same VAT number. This condition is created for security reasons.
2. In the list: CRM (Partners) > Lists > Partners, select Partners to be deleted and press the Del key or open the partner's card and press the command button "Merge partners with deletion" (it is the command button to the left of the Save command button)

3. Mark the companies to be merged
4. Press the command button "Replace and delete"