Business partners and organizations

A document belongs to an organization and points to a business partner. The organization carries its code, active state, time zone and currency. The partner carries its own code, contact details, address, active state and eligibility note. These records give the preparer a named counterparty and let the reviewer see the same party that will appear in the accounting trail.

Team membership connects a user to an organization and a role name. Keeping active membership current matters because review is independent: an administrator’s ability to maintain membership does not give that person financial decision authority. A legal practice may use several organizations for different operating entities. During setup, identify which entity owns each document and which team members are allowed to prepare or review its work. Do not infer that two similarly named partners are interchangeable; their codes and organization links are the handoff keys.

• Organization scope. The administrator keeps organization codes and active team membership aligned with each document owner.
• Partner identity. The preparer checks the partner code, active state and eligibility note before using a counterparty.
• Independent access. The reviewer checks the organization without gaining permission from administrative membership alone.

Agree unique organization and partner codes before importing records. Identify who can change partner eligibility and how an inactive partner should be handled on a new document. Confirm users, team members and organizations together; a user account without the intended active membership should not be given financial scope. Decide how to maintain contact and address details when the counterparty changes its name.

Create a partner with a known code and eligibility note, then prepare a document for that partner under the right organization. Have the reviewer inspect the counterparty and organization before deciding. Disable the partner and try a new document using the same code to confirm the operating rule is applied. Finally, have an administrator inspect the team member who prepared the case and an auditor confirm the recorded decision still points to the historical partner.

The handoff should show who made each decision and which record changed. Ask a preparer and reviewer to repeat the case from their own access. Confirm the auditor can reconstruct the sequence without changing the source records. If a provider result is involved, compare the external reference and persisted effect before closing the case.

• Partner directory — Find active counterparties by code and organization before preparing a document.
• Active ledger accounts — Check the account owner and active state when a partner is linked to an account.

Continue through document preparation, independent review and reconciliation. Use the data model to confirm the record links before an import.