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Parties (Customers & Vendors)

In JobNext, Parties is the collective term for all external organizations your company does business with. Parties are divided into two primary types: Customers (who pay you) and Vendors (whom you pay). Proper party registration is essential because you cannot create contracts, purchase orders, or invoices without referencing a registered party.

Customers

A Customer is an organization or individual that awards contracts to your company. They are the entities you deliver work to and bill for services rendered. Every Job in JobNext must be associated with a Customer.

Customer Registration Fields

Field Description Required
Customer Code A unique identifier for the customer (auto-generated or manual) Yes
Customer Name The legal or trading name of the customer organization Yes
Contact Person Primary contact person's name No
Email Primary email address for communication No
Phone Primary phone number No
Address Registered address of the customer Yes
GST Number The customer's GST registration number (for Indian operations) Conditional
PAN The customer's PAN number Conditional
Currency The customer's preferred transaction currency No
Customer directory showing a list of registered customers with columns for customer code, name, contact person, and number of linked jobs
The Customer directory lists all registered customers with their key details and linked job counts.

Where Customers Are Used

  • Jobs — Every job is linked to a customer
  • Preconstruction — Prospects and enquiries are associated with potential customers
  • Quotations — Quotes are prepared for specific customers
  • Billing — All customer invoices and RA bills reference the customer
  • Accounts Receivable — Outstanding amounts are tracked per customer

Vendors

A Vendor is any external party that supplies goods or services to your organization. This includes material suppliers, equipment rental companies, subcontractors, and service providers. In JobNext, subcontractors are a special type of vendor.

Vendor Types

Type Description Used In
Material Supplier Supplies physical materials (cement, steel, fittings, etc.) Purchase Orders, RFQs, Material Receipts
Subcontractor Performs construction or FM work on your behalf Work Orders, Measurements, Subcontractor Bills
Equipment Vendor Provides machinery on hire or sale Plant Allocation, Purchase Orders
Service Provider Provides services like testing, consulting, or transportation Purchase Orders, Vouchers
Vendor directory showing a list of registered vendors with columns for vendor code, name, type, GST number, and status
The Vendor directory lists all registered vendors with their type, GST details, and registration status.

Vendor Registration Process

Registering a vendor in JobNext involves capturing basic information, bank details, and tax information. A vendor must be registered before you can issue purchase orders or work orders to them.

  1. Navigate to Materials > Vendors or use the Vendor Registration link.
  2. Click + New Vendor.
  3. Fill in the Basic Information (name, type, contact details, address).
  4. Add Bank Details (account number, IFSC code, bank name, branch). This is required for processing payments.
  5. Enter GST Information (GST number, GST state code, registration type).
  6. Optionally add material categories the vendor supplies (helps in RFQ distribution).
  7. Click Save to create the vendor record.
  8. If your organization uses vendor approval workflows, Submit the vendor for approval.

Vendor Registration Fields

Section Fields
Basic Info Vendor Code, Name, Type, Contact Person, Email, Phone, Address, City, State, PIN Code
Bank Details Bank Name, Branch, Account Number, IFSC Code, Account Type (Savings/Current)
Tax Info PAN, GST Number, GST Registration Type, TDS Applicability, TDS Rate
Additional Payment Terms, Credit Period (days), Material Categories, Rating/Classification
Tip: Validate GST Numbers

Always verify the vendor's GST number against the government GST portal before registration. Incorrect GST numbers will cause issues during tax filing and input tax credit claims.

Complete Bank Details Before Payments

While you can create a vendor without bank details, you will not be able to process payments to them until bank details are added and verified. It is best practice to capture bank details during initial registration.

Party Across Modules

Once registered, a party (customer or vendor) is available across all modules in JobNext. The same vendor record is used whether you are creating a purchase order in Materials, a work order in Subcontractor, or a payment voucher in Finance. This ensures consistent data and eliminates duplicate entries.