SAP Business One Business Partner Master Data Request Form
Business partner records are the most frequently abused master data in any ERP. A single request form with a defined approval path keeps duplicates, fraudulent bank changes and missing tax data out of Business One.
Fill in
SAP B1 Business Partner Master Data Request Form
Business Partner Request
Company: Hartwell Fabrication Inc. Date: 2026-10-20 Requested by: A. Morales, Purchasing Request type: Create new
Identity
Type: Vendor Legal name: Ridgeline Heat Treating LLC Group: Subcontractors Tax ID: 00-0000000
Address and contact
1200 Foundry Road Dayton, OH 45402 United States
Contact: J. Patel, jpatel@example.com
Financial settings
Currency: USD Payment terms: Net 45 Bank details verified by: Call-back to known number, A. Chen
Justification
Approved subcontract source for heat treat of shafts, first PO expected in November.
Documents attached
| Document | Attached (Y/N) | Checked by |
|---|---|---|
| W-9 / tax registration certificate | ||
| Signed credit application or supplier questionnaire | ||
| Bank letter or voided cheque | ||
| Approved supplier list entry (vendors) |
Approvals
This form is a starting point for your internal control, not legal or tax advice. Match field names to your own Business Partner Master Data screen and any user-defined fields. Keep the person who requests a vendor separate from the person who enters bank details.
Master data health scan
Ask for a read-only scan of your partner and item master for duplicates and gaps.
Optional. The tool and every export work without this. No spam.
How to use the form
Fill in one form per new partner or per change. Choose the type first: customer, vendor or lead, because Business One stores them in the same business partner master data table (OCRD) with a card type that drives which document types you can post. Attach the registration and bank evidence, collect the signatures, and only then let the master data owner key the record.
Fields that matter most
Group and payment terms determine default accounts, dunning behaviour and cash forecasts, so they should come from a controlled list, not free text. Currency decides whether the partner has its own control account or posts in all currencies. Tax data differs by country, so add the registration fields your jurisdiction needs. Bank details are the highest fraud risk and should be verified by a call-back to a number you already hold, never one printed on the new request.
- Search for duplicates by name, tax ID and bank account before creating
- Record who verified the bank details and how
- Use blocked or inactive flags instead of deleting partners with history
Approval and separation of duties
The usual control is three roles: the requester states the need, finance checks credit or bank details, and the master data owner enters the record. If one person can do all three, you have no control. Business One authorizations can limit who may edit the business partner master and who can change payment terms and bank data separately.
Common mistakes
Teams create a partner as both customer and vendor under two codes instead of using the linked or combined approach agreed in design, which splits the history. Others leave group and terms blank and rely on defaults. A third mistake is accepting email bank-change requests from suppliers without independent verification.
Frequently Asked Questions
Which Business One table holds customers and vendors?
Customers, vendors and leads are all stored in the business partner master data table OCRD, separated by a card type value. Addresses and contacts sit in related tables. Check your version's data dictionary before writing queries.
Should I use this form for changes as well?
Yes. Select Change existing and fill in only what changes, noting the old value in the justification. Changes to bank details and payment terms deserve the same independent approval as a new record.
How do I stop duplicate partners?
Search by tax ID, bank account and a normalised name before creating. Require the search to be recorded on the form. Periodic duplicate reports against the master data catch what the form misses.
Does this cover credit approval?
It records that finance checked credit or bank data, but credit policy itself is yours to define. Add credit limit and review frequency fields if you want them on the same page.
If you want business partner duplicates and missing fields found automatically in your live data, we can set up a read-only query layer on your ERP database.
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