Trade Partner details, aliases, and documents

Open a Trade Partner's drawer, correct its details, add an alias, and keep supporting documents with the partner.

Applies to: the Trade Partner drawer (tabs Details, Locations, Trade Items, Attachments and Invites)

Audience: Anyone maintaining Trade Partner master data

Prerequisites: an existing Trade Partner; permission to edit master data. For documents, have the file ready.

Purpose

See and manage everything about one Trade Partner in one place: correct its details, record other identifiers it is known by (aliases), and attach certificates and other supporting files.

Before you begin

Select a Trade Partner's name in the Trade Partner List to open its drawer. The drawer has five tabs:

Tab	What it holds
Details	Basic Details, Associated Trade Item Groups, and Trade Partner Aliases.
Locations	The partner's Locations, and an Add Location button.
Trade Items	Trade Items linked to the partner.
Attachments	Documents for the partner.
Invites	The invitation form for connecting with the partner.

Your own company's drawer has the same tabs except Invites.

Some details cannot be edited when the Trade Partner is connected in Wholechain, because they belong to another Wholechain account (see Rules and restrictions).

Open the Trade Partner drawer

Select the Trade Partner's name

In the list, select a Trade Partner's name. The drawer opens with the five tabs above.

Enlarge or close the drawer

Select the maximize icon at the top of the drawer to enlarge it, or the x to close it.

The Locations tab

Each row shows the Location identifier, name and address. Select Add Location to add another Location to this partner (see Add Locations).

Open a Trade Partner and select the Locations tab to see its Locations and add another.

The Trade Items tab

The Trade Items tab lists the Trade Items linked to this Trade Partner, with the columns Trade Item, Trade Item Identifier and Trade Item Group.

The Trade Items tab lists Trade Items linked to this Trade Partner.

The Invites tab

For a partner that has no invitation, the tab reads "You have not sent an invite for this Trade Partner. Send an invite to connect with their company." The form fields are the same as in Invitations.

Edit Trade Partner details

Open the drawer and stay on the Details tab

Open the Trade Partner's drawer and stay on the Details tab.

Select the value you want to change

Select the value you want to change, such as DUNS. An input box opens with a check mark and an x.

Select a value in Basic Details to edit it in place.

Type the new value

Type the new value.

Save or cancel

Select the check mark to save, or the x to cancel.

Type the new value, then select the check mark to save it, or the X to cancel.

The Type and Wholechain ID fields are read-only and cannot be edited.

Result. A message such as Trade partner details saved appears, and the new value shows in the field.

A confirmation appears when the change is saved.

Add an alias

An alias is another identifier that a Trade Partner is known by, so records that use it still match. Example values: Identifier Type External Identifier, Alias DEMO-TP-001-ALT.

Open Add Alias

Open the Trade Partner's drawer. In Trade Partner Aliases, select Add Alias. The Add Alias drawer opens on the Manual tab.

Select Add Alias to open the alias drawer. An alias is another identifier this Trade Partner is known by.

Select the Identifier Type

Select Identifier Type. The choices are External Identifier, URN and PGLN.

Identifier Type offers Identifier, PGLN and URN.

Type the alias

Type the Alias.

Select Add Alias

Select Add Alias.

Enter the alias value, then select Add Alias.

Result. A message such as Alias added appears, and the alias is listed in the Trade Partner Aliases table. The row has a ... menu.

The alias appears in the Trade Partner Aliases table.

Bulk aliases. To add many aliases at once, use the account-wide alias bulk upload. Click the gear icon at the top of the Trade Partners page (or open Settings with the gear icon at the bottom of the left-hand navigation bar), which opens Master Data Settings > Trade Partner. It is described in Master Data Settings. The template has three columns: Parent External ID, Alias and Alias Type. For Trade Partners, Alias Type accepts External Identifier, PGLN or URN.

Attach documents

Open the Attachments tab

Open the Trade Partner's drawer and select Attachments.

Select Upload

Select Upload. The Add Documents form opens.

On the Attachments tab, Upload opens the Add Documents form.

Enter a Document Title

Enter a Document Title. This is required. A Document ID is optional. You can also set an Expiration Date, Company, Location, Product and Privacy.

Choose the privacy

Choose Public or Private for Privacy. Private is selected by default.

Add the file

Under Attachment, click the box or drag in a file. A preview appears.

Select Add Document

Select Add Document.

Fill in the document title, choose privacy, and attach a file. Document Title and Attachment are required.

The Company field is filled in with the Trade Partner whose drawer you opened.

Expected result

Edits show Trade partner details saved and the new value appears in the field.
A new alias shows Alias added and is listed in Trade Partner Aliases.
A new document appears in the Attachments list with its title and category.

The document appears in the Attachments list.

Troubleshooting

A value will not edit. If the Trade Partner is connected in Wholechain, its details belong to another Wholechain account and cannot be edited. Type and Wholechain ID are never editable. See Rules and restrictions.
The name reverts after saving. Trade Partner Name is required. If you delete it and try to save, an error appears and Wholechain restores the name.
Add Document does not complete. Document Title and Attachment are both required.
The Attachments tab shows "No documents found". No documents have been added for this partner yet.

Field and action reference

Tabs

Tab	Content
Details	Basic Details, Associated Trade Item Groups, Trade Partner Aliases
Locations	The partner's Locations with an Add Location button. Each row shows the identifier and name, and the address (or the identifier alone when there is no address), with a ... menu.
Trade Items	Trade Items linked to the partner (columns Trade Item, Trade Item Identifier, Trade Item Group)
Attachments	Documents list with an Upload button
Invites	The invitation form for this partner

The drawer header shows the name and the icons for maximize and close (x).

Basic Details

Field	Req.	Editable	Values
Trade Partner Name	Yes	Yes*	Text. If you delete the name and try to save, an error appears and Wholechain restores the name.
Trade Partner Identifier	No	Yes*	Text. It can be removed and saved empty.
PGLN	No	Yes*	Valid PGLN
DUNS	No	Yes*	Valid DUNS number
Buyer / Supplier	No	Yes*	Buyer or Supplier
Type	No	No	Shown for information; cannot be edited
Wholechain ID	No	No	Assigned by Wholechain; shows a dash when empty

* Editable unless the Trade Partner is connected in Wholechain, in which case the details belong to another Wholechain account and cannot be edited.

To change an editable value, select it. An input box opens with a check mark (save) and an x (cancel). A saved change shows Trade partner details saved.

Associated Trade Item Groups

Lists the Trade Item Groups associated with the partner. When empty it shows No data.

Trade Partner Aliases

Item	Description
Table columns	Identifier Type, Alias, and a ... menu per row
Add Alias	Opens the Add Alias drawer with Manual and Bulk Upload tabs

Add Alias (Manual) field	Req.	Values
Identifier Type	Yes	External Identifier, URN, PGLN
Alias	Yes	The alternative identifier

The Bulk Upload tab uses the template described in Master Data Settings (open it from the gear icon at the top of the Trade Partners page), where the accepted Alias Type values (External Identifier, PGLN, URN) are listed.

Add Documents (Attachments tab)

The Upload button opens the Add Documents drawer.

Field	Req.	Values	Default
Document ID	No	Text	Empty
Document Title	Yes	Text	Empty
Expiration Date	No	Date	Empty
Company	No	A Trade Partner	The partner whose drawer is open
Location	No	A Location	Empty
Product	No	A product	Empty
Privacy	No	Public or Private	Private
Attachment	Yes	A file; a preview appears once chosen	Empty

Watch the walkthrough

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