Partner resources — dated company and branch assignments

A partner resource is a dated assignment of one person (a resource) to a company (partner account) and, optionally, a branch, and it is what xMatix reads to decide which company and branch that person works for on a given date. You add partner resources when someone works for more than one company or branch, or moves between them, so that their Default Partner Account and Default Branch alone cannot describe where they work. xMatix then uses the assignments in three ways: to fill the company and branch on the person's new documents, to refuse documents that name the person for a company or branch whose assignment has expired, and as the candidate list for automatic owner assignment.

Overview

You manage partner resources from the person's resource record. Open Resources in the Platform app, open the person, and select the Administration tab. The Partner Resources list there shows the person's assignments, with New to add one. Partner Resource is not placed in any app menu of its own. To see every assignment across all people, search the App Launcher for Partner Resource. Its list view, All Partner Resource, shows Name, Partner Account, Branch, Resource Id, Manager Resource, From Date and To Date.

Each assignment says: this person, for this company and branch, from this date to this date, in this priority order. A blank company or a blank branch is not "none". It means "any", which is how one assignment can cover every branch of a company.

The record page has a Partner Resource header and a Details card with Resource, Code, Partner Account, Branch and Manager. A collapsed Validity Period panel inside the card holds From Date and To Date.

When to use it

Add partner resources when:

• a person works for several companies or branches at the same time, for example a regional manager who raises documents for two depots;
• a person moves from one company or branch to another on a known date, and documents dated before the move must still be accepted for the old one;
• a person is posted somewhere for a limited period, such as a seasonal secondment;
• you want a different reporting manager to apply while the person works for a particular company or branch.

If the person works for one company at one branch with no planned move, set Default Partner Account and Default Branch on the resource instead. You do not need a partner resource.

How xMatix handles it

Filling the company and branch on new documents

When someone saves a new document with no Partner Account and no Branch, xMatix fills them from the signed-in person's resource:

1. When the resource has both Default Partner Account and Default Branch, those two are used, and partner resources are not consulted.
2. Otherwise, xMatix takes the person's partner resources that are current on the document's date (the current date when the document has none) and that name a company, a branch or both. It sorts them by Assignment Sequence Number, lowest first, with assignments that have no number placed last, and uses the first one. Its company and branch are copied together, exactly as entered, and are never mixed with the resource's own defaults.
3. Otherwise, whichever single default the resource has is used.

A document that already carries a company or branch, for example from the customer or the visit, keeps it. Assignments with both company and branch blank are never used here. They cannot say where the person works.

The mobile app's list of companies a sales executive can take orders for uses the same order: the default company first, then the companies of current assignments by sequence number.

Checking that a person may work on a document

Leads, opportunities, orders, invoices, credit notes, delivery orders, fulfilments, requisitions, purchase orders, transfers, cycle counts and service orders check the person they name, such as the executive, the service advisor or the person who sends or receives a transfer. The check runs when the document is created, and again whenever the person, the company or the branch changes. It works like this:

• The check passes straight away when the document's company and branch are exactly the person's default pair.
• xMatix then looks only at the person's assignments that fit the document: the assignment's company is the document's company or blank, and its branch is the document's branch or blank.
• If no assignment fits, the check passes. A person who has never been assigned to that company and branch is not refused.
• If a fitting assignment has both company and branch blank and is current on the document date, the check passes. This is a blanket assignment that covers everything.
• Otherwise, at least one fitting assignment must be current on the document date, and the resource must be Active. If not, the save is refused with "Resource is not authorized for Partner Account '…'.", "Resource is not authorized for branch '…'.", or both.

"Current" means From Date is empty or on or before the document date, and To Date is empty or on or after it. The document's own date is used, so a back-dated document can be accepted for an assignment that has since ended.

Automatic owner assignment

Partner resources are also the candidate lists for two ways of picking an owner automatically:

• In Setup → Process Studio → Assignment rules, a rule's candidates can be Resources mapped to the partner and branch. The rule names the partner account and branch (a variable, a field of the record or a fixed record). Every partner resource that fits supplies its person, and assignments with both company and branch blank are ignored. By default a candidate must be active and Within its mapping dates (its From Date and To Date around today). Otherwise the rule's trace shows "outside its Partner Resource dates". See Automatic owner assignment.
• The older partner-resource assignment rules set the Executive on new leads, opportunities and appointments from the Rule Success Criteria and the rules attached to each partner resource. That mechanism ignores From Date, To Date and whether the person is active. Automatic owner assignment documents it in full.

Other places that read assignments

• Profitability by branch. When profitability analysis costs a person's hours for a company, it places them in the branch of their assignment for that company during the period, taking the latest one if they moved. A person with no such assignment is placed in their default branch.
• Bank reconciliation. When the signed-in person's resource has no complete default pair, the reconciliation screens take the company and branch from one of their partner resources. Give such users a default pair, so the screen does not depend on which assignment is read.
• Partner business transfers. When a partner's business is handed over with Transfer Partner Business, the outgoing partner's open assignments end on the day before the effective date. New assignments for the incoming partner start on that date, with the same person, sequence number and manager. See Selling scope.

Changes to an assignment's company, branch, dates or sequence number, and new or deleted assignments, refresh the cached resource data at once, so the next document uses them.

Prerequisites

• The person's resource, active if they will raise documents.
• The company, set up as a partner account, and its branches.
• Access to Partner Resource on your security profile (see Permissions).
• Your organization runs more than one company. With a single company, xMatix hides Partner Resource entirely (see Configuration).

Procedure

Step 1 — Open the person's assignments

Open the Platform app, select Resources, and open the person. Select the Administration tab. The Partner Resources list shows their current and past assignments.

Step 2 — Add an assignment

Under Partner Resources, select New. The form asks for:

• Partner Account — the company. Only partner accounts are offered.
• Branch — the branch. Only the chosen company's branches are offered. Leave it empty to cover every branch of the company.
• Code — optional. The person's code at that company, if it uses its own staff numbers.
• Resource — the person. It is filled in when you start from the resource's list.
• Manager — optional. The person's manager while working for this company or branch.
• From Date and To Date — the period the assignment covers. Leave From Date empty for "since always" and To Date empty for "until further notice".

Save. The assignment gets a number automatically, in the form DAN-27102026-000001, and appears in the list.

Step 3 — Set the priority when a person has several assignments

When the person has no complete default pair, new documents take the company and branch from the current assignment with the lowest Assignment Sequence Number. This field is not on the shipped forms. If people in your organization hold overlapping assignments, an administrator adds it to the Partner Resource form (see Configuration). Then give the assignment that should win the lowest number. Fill the number on every overlapping assignment, because an assignment without one is used only after all the numbered ones.

Step 4 — Record a move to another company or branch

Do not overwrite the existing assignment with the new company or branch. Overwriting loses the record of where the person worked before the move, which profitability analysis uses to place their hours by period. It also lifts the check for the old company and branch, because the person no longer has any assignment there (see Checking that a person may work on a document). Instead:

1. Open the current assignment, set its To Date to the day before the move, and save.
2. Select New and add the new company and branch with From Date set to the day of the move.

If the person also has Default Partner Account and Default Branch set, change or clear them on the resource. A complete default pair always wins over assignments when documents are filled.

Step 5 — End an assignment

Open the assignment, set To Date to the last day the person works there, and save. From the next day, new documents are no longer filled from it. Documents for that company or branch that name the person, and that are dated after the To Date, are refused unless another current assignment fits. Prefer ending an assignment to deleting it. When you delete the person's only assignment for a company and branch, the check no longer applies to them there at all, so documents of any date naming them are accepted again. Deleting also removes the history.

Step 6 — Review everyone's assignments

Search the App Launcher for Partner Resource and open the All Partner Resource list. Sort or filter by Partner Account, Branch, From Date or To Date to find, for example, assignments that end this month.

Fields

The fields on the create form, in form order.

These fields exist on Partner Resource but are not on the shipped forms. An administrator can add them:

Business rules

• Blank means any. A blank Partner Account or Branch matches any company or branch. An assignment with both blank covers everything for the document check, but it is never used to fill a document and never becomes an assignment-rule candidate.
• Default pair first. A resource with both Default Partner Account and Default Branch set fills documents from them, and passes the document check for that pair, whatever its assignments say.
• Whole assignments only. When an assignment fills a document, its company and branch go together. An assignment with a company but no branch fills the company and leaves the branch empty.
• Document date, not today. Filling and checking both compare From Date and To Date with the document's date. Assignment rules in Process Studio compare them with today.
• Inactive people. When an inactive person has fitting assignments, documents that name them are refused, unless the document matches their default pair or a current assignment with both company and branch blank covers it.
• No overlap check. xMatix allows overlapping assignments and does not check that To Date falls after From Date. Use Assignment Sequence Number to decide which overlapping assignment fills documents.
• Numbering. The Name is assigned on save from the document number setting for Partner Resource.

Example

A beverage distributor runs two companies, Northgate Beverages and Northgate Foods, each with branches. Meera Joshi, a sales executive, has worked for Northgate Beverages at the Central branch, and on 1 November she also starts covering Northgate Foods at Lakeside until the end of March.

1. The administrator opens Platform → Resources → Meera Joshi. Her resource has Default Partner Account Northgate Beverages and Default Branch Central.
2. On Administration → Partner Resources, they select New and enter Partner Account Northgate Foods, Branch Lakeside, From Date 1 November and To Date 31 March. They save.
3. Meera creates an order on her mobile app without choosing a company. Her default pair is complete, so the order is filled with Northgate Beverages and Central. For Northgate Foods orders, the company and branch are chosen on the order.
4. A back-office user creates an order dated 15 November for Northgate Foods, branch Lakeside, with Meera as the executive. The check finds the Lakeside assignment current on 15 November, and the order saves.
5. In April, the same user creates a Lakeside order naming Meera. The only fitting assignment ended on 31 March, so the save is refused with "Resource is not authorized for Partner Account 'Northgate Foods'." and "Resource is not authorized for branch 'Lakeside'.". The administrator extends the To Date, and the order saves.

Training

Practice exercise

In a sandbox with at least two companies:

1. Pick a test resource with Default Partner Account and Default Branch set. Under Administration → Partner Resources, add an assignment to the other company and one of its branches, with From Date a month ago and To Date yesterday.
2. Create an order for that company and branch with the test resource as the executive. Expected: the save is refused with "Resource is not authorized for Partner Account '…'." and "Resource is not authorized for branch '…'.".
3. Change the assignment's To Date to next month and save the order again. Expected: the order saves.
4. Set the order's date to two months ago (before the From Date) and save. Expected: the save is refused again, because no fitting assignment is current on that date.
5. Clear the resource's Default Branch and Default Partner Account. Sign in as the test resource's user and create a new order without a company. Expected: the order gets the company and branch of the assignment.

Quick reference

• Partner resources live on Resources → Administration → Partner Resources. Use the App Launcher for the full list.
• Blank company or branch means "any", not "none".
• A complete default pair on the resource always fills documents first.
• Overlapping assignments → the lowest Assignment Sequence Number fills documents. Add the field to the form if you need it.
• Moves: end the old assignment, add a new one. Do not overwrite.
• The document's own date decides whether an assignment is current.
• Expired or inactive → "Resource is not authorized for …".

Permissions

• Entity access. The shipped Sales Executive, Sales Manager, Standard User and System Admin profiles have full access to Partner Resource. Other profiles need it granted on the profile in Setup → Access Control. A user without read access does not see the Partner Resources list on the resource page or find Partner Resource in the App Launcher.
• Record access. Partner resources are owned records, so the profile's View All, role hierarchy and sharing decide which assignments a user sees.
• Actions. New, Edit, Delete, Clone and bulk delete are granted per profile on its Actions tab.
• The checks themselves. No permission is needed for the document check or for filling documents. They run for every user who saves a document.

Configuration

Common problems

"Resource is not authorized for Partner Account '…'." or "Resource is not authorized for branch '…'."

The person named on the document has assignments that fit the document's company and branch, but none is current on the document's date, or the resource is not Active. Open the person's Administration → Partner Resources list and check the From Date and To Date of the matching assignment against the document date. Extend it, add a current one, or switch Active on. If the company and branch are the person's normal workplace, set them as the default pair on the resource. Otherwise, choose someone who works there on that date.

My new documents get the wrong company or branch

When your resource has both defaults set, they always win. Clear them if your assignments should decide. When it does not, the current assignment with the lowest Assignment Sequence Number wins, and assignments without a number come last. Check for an old assignment with no To Date and a low number. A document that already carries a company or branch, for example from the customer, keeps it.

An assignment with no company and no branch does not fill my documents

That is by design. An assignment with both blank covers every company and branch for the document check, but it says nothing about where the person works, so it is never used to fill a document. Add an assignment with a company, or set the defaults on the resource.

The Partner Resources list is missing from the resource page

Either your security profile has no read access to Partner Resource, or your organization runs a single company, in which case xMatix hides Partner Resource. Ask an administrator to check the profile.

An assignment rule skips a person with "outside its Partner Resource dates"

The rule's candidates come from partner resources, and the person's assignment for that partner and branch is not current today. Extend the assignment's dates, or clear Within its mapping dates from the rule's eligibility checks if the dates should not matter.

Common questions

Do I need a partner resource for everyone?

No. A person who works for one company at one branch only needs Default Partner Account and Default Branch on their resource. Partner resources are for people who work across several companies or branches, or whose workplace changes on known dates. A person with no assignment for a company and branch is not refused on documents for it. The document check only refuses someone whose assignments for that company or branch exist but are all out of date, so adding assignments makes the check stricter, not looser.

Why was an old document accepted for an assignment that has ended?

The check compares the assignment's From Date and To Date with the document's own date, not with today. A document dated within the assignment's period is accepted, even when you create or edit it after the period has ended. This lets back-office users enter late paperwork for people who have since moved. A document dated after the To Date is refused unless another current assignment fits.

What does the Manager on a partner resource do?

It records who the person reports to while working under that assignment, which can differ from Manager on the resource. Approvals, the mobile team roster and other manager-based features read Manager on the resource, not this field. A partner business transfer copies it to the new assignment, so the reporting line stays recorded after the handover. Nothing keeps the two managers in step.

What happens to assignments when a partner's business is transferred?

Transfer Partner Business ends each open assignment for the outgoing partner on the day before the effective date. It adds an assignment for the incoming partner and branch from that date, with the same person, sequence number and manager. People whose default pair pointed to the outgoing partner are moved as well. Check the new assignments afterwards, especially their branch.

Related topics

• Resources — the person record and its default company and branch
• Branches
• Automatic owner assignment
• Selling scope and partner account mappings
• Document numbering
• Security profiles
• Partner Resource — entity reference
• Branch — entity reference
• Resource — entity reference