Customers and suppliers by branch: see, select, share

When your company works with several branches, every customer and every supplier belongs to a branch. Head office decides who it is shared with: all branches, some of them, or none.

A shared customer remains a single account (one 411): each branch only sees its own invoices and payments on it.

Who sees what

The owning branch sees the profile, selects the contact on its new documents (invoice, quote, advance, recurring invoice) and edits the profile, its payment terms and contact.
A branch the contact is shared with sees the profile and selects the contact on its new documents. It does not edit the profile.
Any other branch only sees the profile if it already has documents for this customer. It can neither select nor edit it.
Head office alone changes the sharing and the owning branch.

Creating a customer or supplier

At head office: the contact belongs to head office and is shared with all branches by default. If the customer only concerns head office, remove the sharing afterwards from its profile (see below).
In a branch: the contact belongs to your branch and is shared with no one. Only head office can share it.

A customer that already exists in another branch

If your branch creates a customer (or supplier) that already exists in a branch you cannot see (same taxpayer number, same RCCM or same name), SynkriaOps does not create a duplicate. You see the message “This third party already exists in the company, in a branch you cannot see. A sharing request has been sent to head office.” Nothing from the other profile is shown.

The request goes to head office on its own: you have nothing else to do.
Only one request waits at a time: if you try again, the message says the request is pending.
Once head office has decided, you get a notification: “Head office shared … with your branch: you can now select it”, or “Head office declined to share … with your branch”.

Handling requests (head office)

Head office people who can edit third parties are notified. The customer list (and the supplier list) then shows the Sharing requests button with their count.

Click Sharing requests, or the notification: the list of requests opens.
For each request you see the existing third party, the branch asking and what it entered (for example “Entered by the branch: “SARL OPTIMA BFS” (same taxpayer number)”).
Click Share: the existing third party is shared with the branch, which can select it right away. Or click Decline.

Each decision is recorded in the audit trail. If you share the third party directly from its profile, the pending request is fulfilled at the same time.

Open the customer’s profile, Profile tab.
In the Branch section, click Edit sharing.
Tick Share with all branches, or leave it unticked and pick the branches one by one under Share with these branches. You can also change the owning branch.
Click Save. The change is recorded in the audit trail (before and after, author, date).

Removing the sharing with a branch does not touch any entry:

the customer disappears from that branch’s lists and choices: it can no longer put it on a new document;
its past invoices and payments stay in the branch’s accounts, readable with the customer’s name, and its reports (receivables, aged balance) stay correct;
on the profile, the branch sees the message “This third party is no longer shared with your branch: its past documents remain readable, but it can no longer be selected on a new document”.

Risk score

A customer’s risk score is calculated on all its invoices across the company. A branch that only sees part of those invoices can view an indicative score, but only head office saves it on the profile.