Master Data · Reference

End-to-end workflows

How work moves through Master Data from start to finish, who does each step and what the system does in response.

On this page (13)

Bank account maker-checker Bank account replaced, never edited Tax registration change reaches every company Duplicate found -> merged -> references resolved Product template to channel Import with errors -> fix -> commit Tracking change with stock in hand Account mapping drawn up and approved New supplier with a verified bank account, used on a purchase New product with variants and barcodes, then sold Credit limit review and credit hold on a customer Contact master data governance on documents Product shared across two companies

Bank account maker-checker

Who: Steward A (master_data_steward), Finance approver B (master_data_finance_approver)

#	What the person does	What the system does
1	A opens a party > Registrations & banks > Propose (bank) with a valid test IBAN and proof ref	Request MCR-xxxxxx proposed, domain finance; Bank accounts unchanged; A sees the IBAN masked (no partner.bank.reveal)
2	A opens Bank and tax changes and presses Approve this exact proposal	Refused: no finance permission (and, if given it, 'Somebody other than the person who prepared this change must decide it.')
3	B opens the same request	B sees the full IBAN (holds partner.bank.reveal) and the SHA-256
4	B approves	State approved; the party's Bank accounts lists an active account with approved time and hash
5	Open Reports > Sensitive changes	The request shows requested by A, decided by B, decided at, hash

Bank account replaced, never edited

Who: Steward A, Finance approver B

#	What the person does	What the system does
1	A proposes an update for the active bank account (API action update with its target_id) with a new IBAN	Request proposed
2	A proposes a second update for the same account	The first request goes stale
3	B tries to approve the stale one	Refused 'This request is already stale.'
4	B approves the newest	Old account retired, new account active and pointing to the old one; nothing edited in place

Tax registration change reaches every company

Who: Steward A, Tax steward T, member of companies 1 and 2

#	What the person does	What the system does
1	Party released to companies 1 and 2; A proposes VAT AE registration 100123456700003	Request domain tax, proposed
2	A proposes '200123456700003'	Refused 'A UAE TRN is 15 digits starting with 1.'
3	T approves the valid proposal	Registration active; party registration = new TRN
4	Open the partner in company 1 and in company 2	Both partners' tax id = 100123456700003

Duplicate found -> merged -> references resolved

Who: Steward A, Board member B (master_data_board)

#	What the person does	What the system does
1	Create two customers with the same name and mobile in Contacts	The second save already records a duplicate pair
2	A: Duplicates and merges > Scan partners	Pair listed 'same name, same phone', confidence 80
3	A: Propose merge, survivor = the older customer	Merge MRG-xxxxxx proposed with the impact count
4	A tries to Approve	Refused 'Somebody other than the person who prepared this merge must decide it.'
5	B approves	Merge applied; the other customer inactive; pair state merged
6	Call /mdm/resolve/partner/<merged id>	Returns the survivor's id; the merged customer's old invoices still show the merged customer

Product template to channel

Who: Product manager P, Steward S, Steward S2

#	What the person does	What the system does
1	P creates attributes SIZE (S,M,L), COLOUR (RED,BLUE) - needs a steward - and template TSHIRT with both axes	Template draft
2	P: Generate all variants	6 variant products, not sellable
3	P: Validate; S: Approve; S: Release	Released; all 6 variants active
4	P registers EAN-13 6291000000013 for TSHIRT-M-RED	Barcode active
5	P (mdm.publish): Catalogues > WEB > publish TSHIRT-M-RED	Published v1; visible on the public catalogue API without cost
6	S: Archive the template	Variants inactive; the public API no longer returns TSHIRT-M-RED (inactive products are filtered)

Import with errors -> fix -> commit

Who: Steward with mdm.import

#	What the person does	What the system does
1	Upload a 5-row products CSV with 2 bad rows (missing name, unknown unit)	Preview: 3 valid, 2 with problems; nothing written
2	Discard the batch	State discarded
3	Fix the two rows in the CSV and upload again	Preview: 5 valid, 0 problems
4	Write 5 valid rows	Committed; Written 5; each row links to the product it became
5	Upload the same file again	Preview: every row 'code: <code> is already a product'; Write button disabled (0 valid)

Tracking change with stock in hand

Who: Product manager P, Steward S

#	What the person does	What the system does
1	Product with lots in stock; P tries to switch off expiry on the product form	Refused '<code> has lots in stock. Change expiry management through a tracking policy...'
2	P proposes a policy version without expiry and a 20+ character conversion plan	Draft version
3	P (if also steward) tries to Activate	Refused 'Somebody other than the person who prepared this tracking change must decide it.'
4	S activates	Version active, previous superseded, product expiry management off; existing lot dates unchanged

Account mapping drawn up and approved

Who: Product manager P, Finance approver F

#	What the person does	What the system does
1	P: New mapping for category 'Test cat' with stock account = an income account	Draft MAP-xxxxxx
2	F: Activate	Refused '<code> <name> is an income account; the stock account must be asset.'
3	P: New mapping with correct accounts	Draft v2
4	F: Activate v2	Active; category stock account updated; P could not have activated it

New supplier with a verified bank account, used on a purchase

Who: Purchasing clerk (partner.manage), Finance controller (partner.bank.reveal), Buyer

#	What the person does	What the system does
1	Clerk creates contact 'Test Supplier LLC', Contact Type Vendor, TRN, address Dubai, payment terms 30 days	Saved with a code; history row 'created'
2	Clerk adds a bank account (Test Bank PJSC, IBAN AE07..., SWIFT) with Verification Unverified	Saved; IBAN stored without spaces; audit shows the bank change
3	Finance controller opens the contact and checks the IBAN against the bank letter (Documents: Bank Letter)	Full IBAN visible to the controller; masked 'AE07 •••• 3456' for a user without partner.bank.reveal
4	Finance controller sets Verification = Verified and saves	Status Verified; history names who changed it
5	Buyer adds the supplier as preferred supplier reference on product TST-1001 with quoted cost 420	Saved on the Purchase tab
6	Buyer uses More > Create purchase on the product and confirms the RFQ as a purchase order	Draft RFQ to the supplier at 420.00; PO confirmed; supplier summary counts it

New product with variants and barcodes, then sold

Who: Product manager (product.manage, reference.manage), Salesperson (document.draft), Cashier

#	What the person does	What the system does
1	Product manager adds variant attribute 'Size' if needed and unit 'Unit'	Configuration masters saved
2	Creates TST-2001 'Test T-shirt', Stocked goods, price 50, cost 20, Taxes VAT5	Saved; Tax % 5.00
3	Variants tab: Size S (SKU TST-2001-S, barcode), Size M (SKU TST-2001-M, price diff 5); Save; Create product on each row	Two products created: TST-2001-S at 50.00 and TST-2001-M at 55.00 with their barcodes
4	Prints barcode labels for TST-2001-M (24 labels)	Label page opens with that code
5	Receives 10 of each variant on a purchase receipt	On Hand 10 each; Stock on hand report lists both
6	Salesperson scans the M barcode on a quotation, qty 2, confirms and delivers; invoice posted	Line is TST-2001-M at 55.00 + 5% VAT = 115.50 for 2; on hand M becomes 8

Credit limit review and credit hold on a customer

Who: Sales rep (document.draft), Credit controller (partner.manage + credit.limit.reveal), Finance manager

#	What the person does	What the system does
1	Customer has limit 50,000, policy Hard block, exposure 45,000	Status Limit near (90.0%)
2	Sales rep confirms an order of AED 10,000 incl. VAT	Refused 'Credit check: This takes exposure to 55000.00, 5000.00 over the limit of 50000.00.'
3	Credit controller records a credit review: approved 70,000, risk Low, reason	Limit 70,000; review row with old 50,000.00, new 70,000.00, exposure 45,000.00
4	Sales rep confirms the order again	Confirmed; exposure 55,000, utilisation 78.6% Watch
5	An invoice goes 30 days overdue; credit controller sets Hold Type Sales orders with a reason	Status On hold; new order confirms refused 'Customer transaction hold: Sales orders. ...'
6	Payment received; hold set back to None	Status returns to Watch / Good; orders confirm again

Contact master data governance on documents

Who: Sales admin (partner.manage), Compliance officer

#	What the person does	What the system does
1	Sales admin creates a customer with Tax Registration = Registered and TRN 100000000000003	Saved; VAT chip on the header
2	Uploads the trade licence in Documents with expiry 2026-12-31	Status 'Expiring · 90d' on 2 Oct 2026
3	Compliance officer sets KYC Status Verified and Next review date	Saved and visible in History
4	Compliance officer blacklists the customer with a reason after a test fraud flag	Credit status Blocked; a sales order confirm is refused '<name> is blacklisted: <reason>.'
5	Sales admin archives the customer	Not offered on new documents; existing documents and statements still open

Product shared across two companies

Who: Group product manager (product.manage in both companies), Accountant in company B (product.cost.view)

#	What the person does	What the system does
1	Manager creates TST-3001 in company A with cost 100, price 150	Saved in A
2	Company Access: shares with company B and applies	'Shared with B'; B has its own linked copy
3	Accountant in B sets B's cost to 105 and price 160	B's figures change; A's stay 100 / 150
4	Manager renames the product in A	The name changes in B too; B's cost and price unchanged
5	B receives 5 units; manager tries to unshare B	Refused '<B> still holds stock of TST-3001; it stays shared until that stock is zero.'

Updated 3 October 2026