# Counterparties and master data

Counterparty and master data management in Tranexio is the platform's single source of truth. A company has one record whether it is a customer, supplier or forwarder, and onboarding KYC, scoring and reference data are maintained here for sales, customs, finance and risk teams alike.

## Key points

- **One record, many roles**：Each unified social credit code may have only one counterparty record; customer, supplier, forwarder, customs broker and other identities attach to it as roles.
- **Onboarding state machine**：New counterparties must pass onboarding review and KYC before they can trade. Onboarding status carries through contracts, orders and payments, and an unapproved counterparty cannot be ordered from.
- **Due diligence and look-through**：Generate printable due diligence reports showing affiliation, shareholding and guarantee relationships, with optional connection to third-party business credit data for registration details.
- **Counterparty 360 view**：One page summarises a counterparty's contracts, orders, balances, score and risk events, with a scoring scheme configurable to your own criteria.
- **One home for reference data**：Materials, categories, HS codes, tariff rates, ports, bank accounts, charge items and chart of accounts are maintained centrally; other business domains do not keep their own copies.

## The problem

Where several systems coexist, the same company is often a “customer” in the sales system, a “supplier” in procurement and yet another code in finance. The consequences:

- balances have to be reconciled across systems, and receivables and payables cannot be viewed net;
- counterparty onboarding and sanctions screening are done twice – or not at all;
- materials, tax rates, ports and other reference data are defined inconsistently, so customs and accounting work is redone again and again.

## How Tranexio handles it

1. **One record**: counterparty records are keyed on the unified social credit code (the registration number for overseas companies), with customer, supplier, forwarder, customs broker, bank and other roles attached as needed.
2. **Onboarding and KYC**: creating a record or adding a role triggers onboarding – document review, [sanctions screening](https://tranexio.com/en/resources/glossary/sanctions-screening/) and due diligence – and only approved counterparties can be used in business documents.
3. **Scoring and tiering**: counterparties are scored and tiered with a configurable scheme, and the results feed credit decisions and onboarding reviews.
4. **Reference data**: material records carry specifications, units of measure and [HS codes](https://tranexio.com/en/resources/glossary/hs-code/); tariff rates, charge items and charge templates (including the [two taxes and nine fees (两税九费)](https://tranexio.com/en/resources/glossary/two-taxes-nine-fees/) of import cost) are maintained centrally.
5. **Governance and multilingual data**: master data governance supports merging duplicates and approving changes; name fields are multilingual and display in each user's language.

## Key controls

| Control | How it works |
|---|---|
| Uniqueness | A duplicate record for the same credit code is blocked, and the user is guided to add a role to the existing record |
| Onboarding gate | Counterparties that have not passed onboarding cannot appear on contracts, orders or payments |
| Screening up front | Creating a counterparty or changing its roles triggers sanctions list screening |
| Change trail | Changes to key fields go through approval and earlier versions are kept |
| Single source | Business documents reference master data only; counterparties and materials cannot be created ad hoc on a document |

## FAQ

### If a company is both a customer and a supplier, do we create two records?

No. Tranexio keeps one counterparty record per unified social credit code, with customer and supplier attached as two roles. Balances, credit lines and risk events can then be viewed together.

### Can company registration data be looked up automatically?

Yes. The platform provides business credit connectors via the integration hub, so registration, shareholder and affiliation data can be retrieved when a record is created and used for due diligence and look-through. Data sources are enabled according to the services your company has subscribed to.

### What steps does counterparty onboarding involve?

By default, document review, sanctions list screening and due diligence assessment; approval steps can be configured in the workflow designer to match your policies. Until onboarding is approved, the counterparty cannot be referenced on contracts, orders or payments.

### Where are HS codes for materials maintained?

In the material record and the product compliance record, from which customs declaration goods lines are filled. When classifying a new material you can use HS classification suggestions; once a customs officer confirms, the code is written back to the record with a trail and reused for future declarations.

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Source：https://tranexio.com/en/capabilities/master-data/ · Updated 2026-10-06 · © 上海赛淘数据技术有限公司 / Shanghai Saitao Datatech Co., Ltd