Business, projects and contracts
Directory
Master-data layer of the entire platform — one source of truth for companies, contacts, addresses and bank accounts of partners. Centralized records with synchronization from registers (Finstat), blacklist, evaluation of suppliers and detection of duplicates. For each partner, you can see a complete portfolio of linked documents — contracts, invoices, orders, mail.
Context
The Directory module is part of the internal company portal, which we designed, developed and implemented for a client from the area of business, projects and contracts. The portal consolidates dozens of corporate agendas into one environment with unified login, roles and auditable history — and the Directory module is a key part of it.
Challenge
The company had partners scattered in CRM, ERP, the accounting table and in the heads of traders. The same supplier existed under three different names — each department assigned it differently. Out-of-date bank numbers caused late payments. A blacklist was an informal list in e-mail that was not actively controlled by anyone. The new buyer placed an order with a risky supplier because no one warned him. There was no post-contract evaluation of suppliers — selection decisions were repeated without feedback.
How we delivered
We designed a central master-data layer that serves as the only source of truth about partners for the entire portal.
Automatic filling of data: when entering the ID number, the system downloads current data from Finstat — business name, address, shareholders. No manual rewriting from the commercial register.
Contacts and bank accounts: We register contact persons with roles, bank accounts and delivery addresses for each company. All modules — invoicing, payments, mail — draw this data automatically.
Blacklist and governance: compliance can immediately block a partner with the reason for the record. Every order or invoice tied to a blacklisted partner will trigger an automatic notification — before shipping, not after.
Evaluation of suppliers: after each order, the project manager or buyer can evaluate the supplier. Quantitative and qualitative parameters — basis for decision in the next selection.
Partner portfolio: a complete overview of linked documents is available for each partner — contracts, invoices, orders, mail, drawing. No switching between modules.
Client benefits
One source of truth
each module draws partner data from the same place, no duplicates or inconsistencies.
Automatic addition from Finstat eliminates manual rewriting from the business register when establishing a new partner.
A blacklist with immediate notification catches a risky partner on an order or invoice
not until damage occurs.
Evaluation of suppliers after each order gives an objective basis for further selection instead of a decision from memory.
A complete portfolio of linked documents for each partner
contracts, invoices, orders, mail in one place.
Step-by-step workflow
The merchant or back-office enters the ID number — the system automatically fills in the data from Finstat (name, address, registered office)
Adding contacts (name, phone, e-mail, role), bank accounts and addresses
Setting the entity type (PO / FO / employee) and status (active / inactive)
Synchronization and checking of data up-to-dateness — the system warns of outdated records
Blacklist: record with the reason for blocking, immediate notification when used in an order or invoice
Evaluation of suppliers — qualitative and quantitative parameters after implementation
A complete overview of linked documents is available at the partner: contracts, invoices, orders, mail, drawing
Module capabilities
- central register of companies, contacts and addresses
- automatic addition from Finstat when entering the ID number
- management of partners' bank accounts
- subject type: PO / FO / employee
- blacklist with a reason and immediate warning when used
- assessment of suppliers (quality, reliability, price)
- duplicate detection
- a complete portfolio of linked documents with the partner
- multi-database mode (multiple countries / entities)
- audit log of changes and blacklist history
Integrations
- Finstat (automatic addition of data from the commercial register)
- contract (contracting party)
- orders (supplier / customer)
- incoming and outgoing invoices
- payments (bank accounts)
- mail (correspondence with partner)
- multi-database mode (e.g. SK / CZ according to configuration)
Operations and further development
We designed the module with future development in mind — the modular architecture allows adding new fields, reports or integrations without interfering with the existing core. Clean code, documentation, and separate configuration files ensure that the system can be developed by another team — without depending on one person who knows "how it works."
For this type of solution, datatek, spol. s r. o. also provides long-term operational support, monitoring and SLA — so the client is sure that the system works even after years.
Do you need a similar module?
We will design and develop an internal application according to your processes — from analysis to deployment and long-term support.