A hash key is a reference code agreed with a partner company. PharmaERP stores it on the supplier or customer record of that partner, together with the partner's Central DB Account ID, so the system knows which partner is which when documents pass between the two companies. Purchase and sales users who keep Supplier DB and Customer DB records use this popup to view and change the link.
Note: The View/Update Hash Key menu item does not open in this version. Link and change keys from the side panel in Supplier DB or Customer DB, as described below.
Before you start
To see System Settings › Security & Logs › View/Update Hash Key in the menu, you need the Create tick on the AdminMember page in Role Master. Ask your administrator.
To link a supplier, you need the View tick on the Supplier DB page in Role Master. To link a customer, you need the View tick on the Customer DB page. Ask your administrator.
Changing a link needs no extra tick. Anyone who can open the side panel can save it.
The partner must already exist as a supplier in Supplier DB and, if you also sell to it, as a customer in Customer DB.
Get the partner's Central DB AccountID (a whole number, for example 99001) and agree the hash key with the partner.
Your own company's Central DB AccountID is set by IT in Company Settings. Without both sides recording each other's number, files are refused.
To find a link, sign in and open Purchase › Supplier DB (or Sales › Customer DB). Click the partner's row. The side panel opens on the right and shows the lines Hash Key and Central DB AccountID. The pencil icon after Hash Key opens the window where you change the link.
Step by step
Check whether a partner is linked
Open Purchase › Supplier DB (or Sales › Customer DB).
Click the partner's row. The side panel opens.
Read Central DB AccountID. A number means the partner is linked. Not Available means it is not.
Read Hash Key. A code is shown, or Not Available is shown.
Checking changes nothing. If the number is missing or wrong, link the partner as described below.
Side panel of a supplier that is not linked
Link a supplier
Open Purchase › Supplier DB and click the supplier's row.
Click the pencil icon after Hash Key. The window opens with the current values filled in.
Type the agreed code in Hash Key.
Type the partner's number in Central DB AccountID. Use digits only, with no spaces.
Click SAVE. The message Supplier hash key save successfully appears.
Click Close or the cross to close the window.
The window stays open after you save. The side panel then shows the new values.
The supplier hash-key window
Link a customer
Open Sales › Customer DB and click the customer's row.
Click the pencil icon after Hash Key.
Fill in Hash Key and Central DB AccountID as you would for a supplier.
Click SAVE. The message Customer hash key save successfully appears.
The small grey line under the customer's name says HASH KEY - SUPPLIER. Ignore it. The customer is saved correctly.
Change or remove a link
Write down the current number and key before you change anything. The ERP keeps no history of the link.
Open the side panel and click the pencil icon after Hash Key.
To change the link, type the new number and key.
To remove the link, type 0 in Central DB AccountID. Do not leave it empty.
Click SAVE.
With 0, no more files are prepared for this partner. Files already prepared stay where they are. With a new number, new files carry the new number.
Open the company hash key window (does not work in this version)
The company hash key window is meant for the system administrator. It should show your company's Central DB Account ID and company hash key, so that you can share the key with customers.
Open System Settings in the left menu.
Under Security & Logs, click View/Update Hash Key.
Nothing opens, on any page. The View/Update Key button on Supplier DB does nothing either. To get your company's Central DB Account ID, ask IT. Agree hash keys with partners directly.
System Settings menu with View/Update Hash Key
Fields explained
Field | What to enter | Rules |
|---|---|---|
Hash Key | The code agreed with the partner company. | Required, although the window does not mark it. Any characters, up to 1000. Nothing checks it. |
Central DB AccountID | The partner's number in the central list of PharmaERP companies. | Required. Whole number only. Use 0 to remove the link. Empty or letters make the save fail. |
SAVE | Stores both values on the record. | Replaces any earlier link. The window stays open. |
Close | Closes the window without saving. | None. |
Messages you may see
Message | What it means | What to do |
|---|---|---|
Please enter hash key ! | You clicked SAVE with an empty Hash Key. | Type the agreed code and save again. |
Supplier hash key save successfully | The supplier link was saved. | Close the window and check the side panel. |
Customer hash key save successfully | The customer link was saved. | Close the window and check the side panel. |
Saved Successfully (green, on the next page) | The page after a save. It refers to the save you just made. | Nothing to do. |
something goes wrong please try again, if problem continues please report this bug to administrator | The save failed, for example because Central DB AccountID is empty or not a number, or your session has ended. | Check the number (digits only), sign in again if needed, and retry. If it keeps happening, tell IT and give the time. |
file of sender or receiver is not matched with system! | An uploaded file from a partner does not match a supplier or customer here, or it is not addressed to your company's number. | Check the partner's number on its record. Ask IT to check your company's number and the partner to check theirs. |
Good to know
A wrong number sends files to the wrong place or makes uploads fail, and PharmaERP does not check the number. Give each partner's number to one supplier record and one customer record only.
For a partner you both buy from and sell to, enter the same number on both records.
Only the Central DB AccountID is used when files are prepared and uploaded. Nothing checks the hash key, so check the documents a file creates before you rely on it.
Anyone who can open the side panel can read the hash key in plain text. Do not show it on shared screens or in screenshots.
There is no history. Nobody can see who changed a link or what it was before.