How to Configure Position in iDempiere

Position is the iDempiere window that defines job titles such as Finance Manager or Founder, classified under a Position Category and flagged as Employee or Non-Employee.

Businesses use it to standardize roles referenced in Business Partner Contacts, Leads, and Position Assignments, distinguishing internal staff from external contacts.

The Employee flag controls which Positions are available in each context, keeping role selection consistent across HR and CRM data.

Process Flow

Business Rules

• Every Position belongs to a Tenant and is created under an Organization.
• Every Position must belong to a Position Category.
• Position Name is mandatory.
• New Positions default to Employee = Yes.
• Active is enabled by default; only active Positions are selectable.
• Business Partner Contact only shows Positions matching the partner’s Employee flag.
• Leads without a linked Business Partner only show Employee = No Positions.
• Position Assignment is limited to Users whose Business Partner is Employee or Sales Representative.
• Creating a Position does not automatically create Position Assignments.

Prerequisites

• Position Category configured for the classification.
• Organization configured for the Position record.
• Business Partner Employee flag set correctly for contacts that will use this Position.

Configuration Steps

Step 1: Create a Position Record

This establishes a new job title that can later be assigned to contacts, leads, or eligible users.

Navigate to Partner Relations→ Position, click New, and select the Organization.

Field	Sample Value	Purpose
Organization	CDC	Organization the Position belongs to

Step 2: Assign the Position Category and Name

The Position Category groups the role into a business function, while Name identifies the job title.

Select the Position Category, then enter a business-oriented Name for the Position.

Field	Sample Value	Purpose
Position Category	Finance & Accounting	Groups the Position under a business function
Name	Finance Manager	Identifies the Position

Step 3: Set the Employee Flag

The Employee flag determines whether the Position is used for internal staff or external contacts such as Leads and vendor representatives.

Check Employee for internal roles; leave it unchecked for external roles such as Founder, which is used for outside business contacts.

Field	Sample Value	Purpose
Employee	Checked (Finance Manager)	Marks the Position for internal employee use
Employee	Unchecked (Founder)	Marks the Position for external, non-employee use

Step 4: Enter Description and Comment/Help

Description and Comment/Help clarify what the Position covers and how it should be used.

Enter a Description summarizing the role’s responsibilities, and optional Comment/Help guidance for administrators.

Field	Sample Value	Purpose
Description	Oversees accounting, budgeting, and financial reporting.	Summarizes the role’s responsibilities
Comment/Help	Used for external business contacts, prospective customers, and vendor representatives who founded their organizations.	Guides administrators on when to use the Position

Step 5: Save and Assign to Eligible Users

Saving makes the Position selectable; the Assignment tab links eligible Users or Contacts to the Position for a validity period.

Save the record, open the Assignment tab, click New, select the User/Contact and Valid From date, then save the row.

Field	Sample Value	Purpose
Position	Finance Manager	Position being assigned
User/Contact	Sathish Raj	Eligible user receiving the assignment
Valid from	01/01/2025 12:00:00 AM	Date the assignment becomes effective
Description	Assigned as Finance Manager.	Notes the reason for the assignment

Common Issues and Resolutions

Issue	Cause	Resolution
Position not available in Business Partner Contact	Position’s Employee flag does not match the Business Partner’s Employee flag	Verify the Employee flag matches on both records
Position not available in Lead	Lead has no linked Business Partner and the Position is Employee = Yes	Use a Position configured with Employee = No for unlinked Leads
User not available in Position Assignment	Associated Business Partner is not marked Employee or Sales Representative	Verify the Business Partner’s Employee or Sales Representative flag
Position not displayed in lookup	Position is inactive or in an inaccessible Organization	Confirm Active is checked and the Organization is accessible
Wrong Position Category selected	Position mapped to an unrelated category	Correct the Position Category on the Position record
Position missing description	Description left blank at creation	Add a Description explaining the role’s responsibilities

Next Steps

• Assign Positions to Business Partner Contacts.
• Create Position Assignments for eligible Users.
• Use non-employee Positions for Leads and external Business Partner Contacts.
• Maintain Position Categories and Position records as organizational roles evolve.