Partners – customers and suppliers

In Xena, all relationships – including customers, suppliers, debtors, creditors, and employees – are referred to as partners. These are managed collectively in the partner registry.

Create a partner

You can create a new partner in the following ways:

• Via a sales or purchase order

• During voucher registration

• Through the menu Sales/Purchase > Partner > Create partner

• By clicking the + icon in the top right corner of the toolbar

When creating a partner, you can search directly in the official company register. Just start entering information — the system will suggest relevant companies on the right side of the dialog box. Select the desired partner, review the details and click Create.

When creating a supplier, you can also enter payment information at the bottom of the form. This must be filled in if you plan to use the payment feature later.

Balance and details

Once the partner has been created, you can access it via Sales/Purchase > Partner > Partner Overview. The overview includes three tabs — select List to see a complete summary of names, addresses, etc.

Click the partner's account number to open the partner card and view or edit all details.

Balance

Here you can see the partner's current balance and any overdue amounts. Via the menu (three dots) you can:

• Register payments

• Settle entries

• Print account statements

Details

This section contains tabs with the partner's postings, offers, orders, invoices, documents, etc.
➡️ Read more about postings, orders and balances on partners

Name and address

You can update the partner's name and address at any time. If you change the address and want the update to apply to the partner's open orders, press the Tab key after making the last change. Xena will then ask whether the open orders should be updated.

You can also add:

Main phone number:
Displayed on orders where the partner is listed as a customer or supplier.

Note:
Internal note that appears on orders linked to this partner.

Org. number:
During voucher registration, the org. number is used to identify the supplier. Make sure to:

• Only enter the org. number for partners that should be recognised during voucher registration

• Remove the org. number if you deactivate the partner

GLN number (EAN):
Enter the customer's EAN number here if you send electronic invoices. If the customer has multiple EAN numbers, you can add the rest under Contact > EAN.
➡️ Learn about electronic invoicing

Partner type:

• Private person: Prices are also shown including VAT per order line

• Company: Prices are shown excluding VAT per order line

VAT free:
Tick this box if sales to this customer should always be posted without VAT.

Tags

You can add tags to a partner and use them to filter in lists and reports.
➡️ Learn how to use tags

Contact

In the Contact section, you can view and edit additional information about the partner.

Telephone:
Add extra phone numbers for the partner.

Emails:
Manage the partner's email addresses. The addresses are suggested in email dialogs related to the partner. Emails sent to addresses added here are automatically logged under the Log tab.

Log:
Shows a log of emails sent to the partner's registered email addresses.
➡️ Learn more about logs and emails on partners

Delivery address:
Add extra delivery addresses to choose from on orders linked to this partner. For each delivery address, you can add an internal note that is also shown on the Delivery tab on orders.

EAN:
If you send electronic invoices to this partner, you can create a list of EAN numbers to choose from here.

Customer setup

Select currency, payment terms, and language for this customer's invoices. You can also configure:

Invoice email:
Enter the customer's primary invoice email address.

Price group:
You can create price groups with fixed prices and discounts that are automatically applied to orders where this partner is the customer.
➡️ Learn more about the price module

Report layouts:
If you have custom reports (e.g. invoices and offers), you can select a different layout than your standard report for this customer.
➡️ Learn more about custom reports

Supplier setup

Select currency, payment terms, and language for this supplier's invoices. You can also configure:

Invoice email:
Enter the supplier's primary invoice email address. This is also suggested when sending purchase orders to the supplier.

Default account / VAT:
When posting vouchers, you can save the account assignment as a default for the supplier. You can edit it here. Note that the VAT setup follows the selected ledger account and cannot be changed separately here.

Report layouts:
If you have custom reports, you can select a different layout than your standard report for this supplier.

Default approver:
If you use approval for order costs on vouchers, you can select a fixed approver here. Vouchers posted to this supplier are always sent to the user you select — regardless of who is order responsible.

Default cost type:
If you post order costs via voucher registration, you can select the cost type that should be suggested on invoices from this supplier.

Prices

Here you can create or select price and discount agreements linked to the partner. These are used when order lines are created, either via a purchase or sales order.
➡️ Learn more about the price module

Download partners as CSV file

Under the menu Sales/Purchase > Partner > Partner Overview, you can download a list of partners as a CSV file. The download button is at the bottom of the overview.

The filters you select at the top of the overview also determine what is exported to the file.

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