Manage Parties

This page walks through creating and editing a party, attaching bank accounts (including the all-important default receipt account), setting communication preferences and usage tags, and managing status and deletion.

Create a party

1. Go to Parties from the main navigation.
2. Select New Party (or Add Party).
3. Fill in the form (sections below).
4. Select Save.

The party is created with status Active.

Identity and types

Field	Required	Notes
Party Name	Yes	2–255 characters. Must be unique within your organization.
Category	No	Individual or Organization.
Types	Yes	Select one or more of Buyer, Seller, Vendor. At least one is required.
Usage Tags	No	Labels fetched from the master (for example, Active) used to group and filter parties.

Category-conditional fields

The category you choose shapes which details are most relevant:

• An Individual party leans on personal identity fields — Aadhaar and PAN — and a personal name on each.
• An Organization party leans on business fields — GSTIN, GST registered name, and GST registration type.

You can still record any field for either category; the category simply signals which set matters for that party. The form adjusts the emphasis accordingly.

Contact details

Field	Required	Notes
Mobile	Yes	A valid 10-digit Indian mobile number.
Alternate Mobile	No	A second number.
Email	No	A valid email address.

Compliance fields (PAN / Aadhaar / GSTIN)

These are validated strictly and, being personal data, are masked on screen.

Field	Format
PAN	10 characters: ABCDE1234F (auto-uppercased).
Aadhaar	Exactly 12 digits. Displayed masked (only the last 4 shown).
GSTIN	15-character GST number.
GST Registered Name / Type	The registered name and registration type (Regular, Composition, Unregistered, and so on).

See Validation Rules for the exact patterns and masking behavior.

Address

Record the address lines, locality, city, state, country, pincode, and an optional map link. Address Line 1, city, state, country, and pincode are required.

:::note Sensitive data is masked A party's sensitive details — PAN, Aadhaar, GSTIN, email, mobile, alternate mobile, and address — are masked by default everywhere they appear, in both the list and the detail view. You'll see only a partial value (for example, the last few characters).

If you have permission, an eye / reveal icon next to the field shows the full value. By default only an Admin can reveal party data; other roles continue to see the masked value. Every reveal is recorded in the Audit & Logs trail. See Data Security for the full masking and reveal rules. :::

Bank accounts and the default receipt account

A party can have several bank accounts. Each account captures the bank name, branch, IFSC (pattern HDFC0001234), account number, account holder name, account type, and an optional nickname.

One account should be marked as the Default Receipt account — the account money is received into by default.

important

Exactly one active account can be the default receipt at a time. When you mark an account as default, the system automatically clears the flag on whichever account previously held it — there is never more than one default. An inactive account cannot be the default. If a party has bank accounts, the system expects one of them to be the default.

You can add bank accounts while creating the party, or manage them later from the party's detail screen.

Communication preferences

Set the preferred communication mode — Call, WhatsApp, or Email — so the rest of the system reaches the party the way they prefer.

Edit a party

Open the party from the list and select Edit. You can change identity, types, compliance, address, preferences, usage tags, and status.

• The name must stay unique.
• Field-level validation runs on save (PAN, Aadhaar, GSTIN, mobile, IFSC, and so on).
• All changes are recorded in the audit trail.

Status (Active / Inactive)

A party uses a simple status toggle:

• Active — usable in new quotations, sales orders, and stock records.
• Inactive — retired from new use but kept for history and reporting.

Deactivating is the recommended way to retire a party that has transaction history.

Deleting a party

Deletion is a soft delete and is guarded. A party that is used in any transaction cannot be deleted. Specifically, a party referenced by quotations or sales orders is blocked, and the system responds:

"Party is used in transactions. Deactivate instead."

If a party genuinely has no transaction history and you no longer need it, deleting soft-removes the party and retires its bank accounts. Otherwise, set it to Inactive. For the full cross-module picture, see Delete Guardrails.