A trading partner collection is DealTrack’s way of allowing you to control when trading partners become visible and who has access to them. When you allocate a trading partner to a collection, you will be able to group that trading partner according to the grouping labels that have been pre-configured in DealTrack for you by Enable’s system administrators.
Once you have allocated a trading partner to a collection, that trading partner will then become visible in the Deals module of DealTrack, where users can create new schemes and deals for each trading partner that they are permitted access to.
In order to allocate a trading partner to a collection, admin users will be required to provide a value for each trading partner attribute that has been configured. This can be done individually within the user interface or in bulk via a csv import.
To allocate a trading partner to a collection on an individual basis, first click on Structure in the drop-down menu of the Config module. Then, click on the trading partners tab near the top of screen (this label will be dependant on what you name your trading partners, e.g. ‘Suppliers’ or ‘Customers’), where you will see a list of your trading partners on the new page.
Finally, click on the Configure collection tab where you have the option to search for and select an individual trading partner. On the right-hand side of your page, you will notice a panel appear labelled ‘Allocate to collection’, where you are able to enter the relevant attribute values for the trading partner and click the Save button (see screenshot below).
Allocate in bulk
It is also possible to allocate trading partners in bulk by uploading a csv file. To do this, first click on Structure in the drop-down menu of the Config module. Navigate to the trading partner tab (the label will be dependant on what you name your trading partners, e.g. ‘Suppliers’ or ‘Customers’) and then click on Configure collection.
This time however, click the Upload attribute values button, where you will be given the option to download a csv template made available to you on the right-hand side of the page, from which you can populate multiple suppliers’ attribute values (as shown below).
The csv template file will already contain a column labels header row. If you name your trading partners ‘Suppliers’ for example, there will be a column header called ‘Supplier’, another called ‘Reference’ and additional columns for each attribute value category.
You will notice the ‘Supplier’ and ‘Reference’ columns will already be populated with previously uploaded supplier data. Column labels for each attribute value category will have a personalised reference that is unique to your business e.g. ‘Supplier type’ or ‘Material category’.
For each supplier row you wish to allocate, enter a relevant value within the corresponding attribute value column. Once uploaded, this attribute will define what collections the suppliers belong to.
You can then save this csv file and upload it back into DealTrack by clicking on the Browse button, navigating to the csv file’s location and then clicking Upload.
Please note — if you attempt to allocate an unallocated trading partner to a collection, DealTrack will warn you that this may result in access being automatically granted to some users who currently have no access to the trading partner. You will then be shown a list of all users that would be granted access to the trading partner if it was allocated.
If you wish to proceed, click the Yes button and DealTrack will allocate the trading partner to the collection accordingly.