Supplier classes (AP201000)

This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes.

Introduction

Supplier classes make it easier to create supplier accounts in the Suppliers (AP303000) window: once you assign a new supplier to a specific class, the default accounts and subaccounts from the class, as well as other settings defined for the class, will be inserted into the corresponding elements.

To ease the creation of supplier classes, specify an existing supplier class as the default class in the Supplier ledger preferences (AP101000) window. After you do this, when you create a new supplier class, the elements in this window will be populated with the values from the default supplier class. However, you can overwrite any of these values.

Search line in list window

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:
- space: the result contains the words in any order,
- %: the result contains the words in the specific order, and the % functions as a wildcard as well.
Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.

What to do from this window

Apply restriction settings to all suppliers: Updates the security settings for all suppliers of the class. If you change the default restriction group for the selected supplier class, clicking this button will include all suppliers of the class in the new default restriction group and exclude them from the group previously specified as the default one.

The top part

In this area, you can select a class and view its description, or you can specify this information for a class you are creating.

Class ID: The unique ID of the class, max. 10 characters, both numbers and letters.
Description: A detailed description of the supplier class.

The General information tab

On this tab, you can view or modify the settings of the selected class. You can specify as few or as many default settings as you like. Changes to the class settings will not affect the already existing records of the suppliers in the class; however, when you create a supplier and fill in the supplier class, the new supplier account gets the most up-to-date class settings.

The Default general settings section

Country

The country of the suppliers in this class. By default, it is the country of your company.

VAT zone ID

The default VAT zone for the suppliers of the class.

Require VAT zone

When this check box is selected, a VAT zone is required for the suppliers in the class. If it is not selected, a VAT zone is optional.

VAT calculation mode

The VAT calculation mode for the suppliers in the class, which defines which amounts (VAT-inclusive or VAT-exclusive) should be entered in the detail lines of a document for a supplier in this class in the Purchase invoices (AP301000) window. Select one of the following options:

VAT settings: The VAT amount for the document is calculated according to the settings of the applicable VAT.
Gross: The amount in the document detail line includes VAT.
Net: The amount in the document detail line does not include VAT.

You can override this mode at the supplier, location, or document level.

Default location ID from branch

When this check box is selected, the ID of the branch to which the user is currently signed in, is used by default as the ID of the supplier’s main location instead of MAIN (default). This field is available only when the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window.

Default restriction group

The restriction group to which newly created suppliers of the class will be assigned by default. To include all existing suppliers of the class in this restriction group, click Apply restriction settings to all suppliers.

Import type

The type of import that defines which cost account should be used on purchase orders and invoice lines. The cost account used might differ for Domestic, Domestic exempt VAT, EU, and non-EU suppliers.

Document language

The language used on documents (such as purchase orders).

Currency ID

The default currency used in operations with the suppliers in this class. By default, your company’s base currency is used.

Enable currency override

When this check box is selected, the currency may be overridden for transactions; a currency other than the default currency may be selected for individual documents.

Currency rate type

The default currency rate type used in operations with suppliers of this class.

Enable rate override

When this check box is selected, the currency rate type may be overridden for transactions and that a currency other than the default currency may be selected for individual documents.

The Default purchase settings section

Shipping terms

The shipping terms to be used in relations with the suppliers in the class.

Receipt action

The default action for the suppliers in the class, which will be performed on receipt of purchased goods if the specified conditions are not met. Select one of the following options:

Reject: Receipt of the items will be rejected.
Accept but warn: Receipt of the items will be accepted, but the system will generate a warning for the applicable purchase order line.
Accept: Receipt of the items will be accepted.

Warning when missing VAT registration ID

When this check box is selected, you get a warning if you enter a supplier without a VAT registration ID.

Warning when missing corporate ID

When this check box is selected, you get a warning if you enter a supplier without a corporate ID.

Warning on duplicate org. and/or VAT number on different supplier

When this check box is selected, you get a warning if one of the ID types above has already been used.

Do not allow duplicate supplier

When this check box is selected, you get an error message if the number you entered is already in use. You cannot save the information in the window if you have entered duplicate supplier numbers.

The Approval settings section

Approval required before release: When this check box is selected, approval of documents is required before you can release them.

The Default financial and payment settings section

Terms: The default payment terms for the supplier class. You can create and view terms in the Payment terms (CS206500) window.
Payment method: The default payment method for the class.
Cash account: The cash account to be used by default for operations with the suppliers in this class.
Payment by: The way the suppliers in this class should be paid: by Due date or Discount date.

The Default supplier properties section

Webhook notification: When this check box is selected, you can get notified via a Webhook upon an action or a confirmation in Visma Net.
Account used for payment: Select here the account that to be used by default for payment for this supplier class.

The Default print and email settings section

Print orders: When this check box is selected, purchase orders for suppliers of the class will be printed on release.
Send orders by email: When this check box is selected, purchase orders for the suppliers in the class will be emailed on release.

The Invoice import settings section

Match item during import of invoices: When this check box is selected and when invoices arrive in Invoice Inbox (AP50604S), Visma Net has a functionality to match items during invoice import. You can set this option on the supplier. To make this work, you must first set the supplier item ID in the Non-stock items (IN202000) window (or, in the Stock items (IN202500) window) and then on the Supplier details tab.
Create invoices with one line for each VAT rate: When this check box is selected, the purchase invoice that is created will have only one line per VAT rate. The expected VAT amount is calculated based on the net amount and the VAT code applied to the invoice.
Import header amounts by VAT code: When this check box is selected for a supplier and you process an invoice from this supplier in Invoice Inbox (AP50604S), the lines will be disregarded and only the invoice header amounts will be used for creating lines on the purchase invoice. One line will still be created for each VAT category on the invoice.

The General ledger accounts tab

On this tab, you can specify the default general ledger accounts for the supplier class. The following table summarises the elements of this tab.

Supplier account: The liability account to be used to record the balance of supplier ledger transactions related to the suppliers in this class.
Supplier subaccount: The subaccount to be used with the account to record the balance of supplier ledger transactions related to the suppliers in this class.
Expense account: The expense account to be used to record transactions with the suppliers in this class.
Expense acct, non-taxable: The non-taxable expense account to be used to record expenses made to the suppliers in this class.
Expense EU account: The EU expense account to be used to record expenses made to the suppliers in this class.
Expense account, import: The import expense account to be used to record expenses made to the suppliers in this class.
Expense subaccount: The subaccount to be used with the expense account to record transactions with the suppliers in this class.
Discount account: The general ledger account to be used to record the amounts of discounts received from the suppliers in this class. The field is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Discount subaccount: The subaccount to be used to record the amounts of discounts received from the suppliers in this class. The field is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Cash discount account: The discount account to be used to record cash discount amounts received from the suppliers in this class due to payment terms.
Cash discount sub.: The subaccount to be used to record cash discount amounts received from the suppliers in this class.
Prepayment account: The account to be used to record prepayments paid to the suppliers in this class.
Prepayment subaccount: The corresponding subaccount to be used to record prepayments paid to the suppliers in this class.
Reclassification account: The account to be used to temporarily record expenses that require reclassification.
Reclassification subaccount: The corresponding subaccount to be used record expenses requiring reclassification.
Purchase accrual account: The liability account to be used to record transactions that are the result of receipts invoicing.
Purchase accrual subaccount: The corresponding subaccount to be used to record transactions that are the result of receipts invoicing.
Unrealised gain account: The account to be used to record unrealised gains on transactions with the suppliers in this class. If no account is selected in this column, the account specified in the Currencies (CM202000) window is used.
Unrealised gain sub.: The corresponding subaccount to be used to record unrealised gains on transactions with the suppliers in this class. If no subaccount is selected in this column, a subaccount will be generated according to the rule specified in the Combine gain/loss sub. from field in the Currency management preferences (CM101000) window.
Unrealised loss account: The account to be used to record unrealised loss on transactions with the suppliers in this class. If no account is selected in this column, the account specified in the Currencies (CM202000) window is used.
Unrealised loss sub.: The corresponding subaccount to be used to record unrealised loss on transactions with the suppliers of this class. If no subaccount is selected in this column, a subaccount will be generated according to the rule specified in the Combine gain/loss sub. from field in the Currency management preferences (CM101000) window.

The Attributes tab

This tab contains the list of supplier attributes associated with the class. You can select an attribute from the list of attributes defined in your system. To add a new attribute, use the Attributes (CS205000) window.

Active: When this check box is selected, the attribute is active.
Attribute ID: The name of the attribute, which serves as its ID. Max. 10 characters, both numbers and letters.
Description: A detailed description of the attribute. Max. 50 characters, both numbers and letters.
Sort order: A number that represents the order of the attribute for sorting in reports.
Required: When this check box is selected, the attribute value is required for all suppliers of the class.
Internal: When this check box is selected, this attribute is intended to be used only as internal.
Control type: The type of control for the attribute: Text, Combo box, Multi select combo, Lookup, Check box, or Date/time.
Default value: The default value of the attribute.

The Mailing settings tab

The Mailing settings tab contains the list of the predefined mailings for the suppliers in this class. Mailings are used to send electronic versions of documents (by email) to suppliers and company employees overseeing operations with suppliers of the class. Mailing settings specified here will be used as default values for mailings configured for particular suppliers. You can select mailings for the supplier class from the list of predefined mailings defined in the Supplier ledger preferences (AP101000) window and the Purchase order preferences (PO101000) window. The current version of Visma Net provides only the PURCHASE ORDER predefined mailing for suppliers.

The Mailing settings tab provides default values for mailings to be configured for particular suppliers. Emails for active mailings will be generated and sent to supplier contacts and company employees when a user invokes the action specific to the mailing on an appropriate processing window. Such emails can contain purchase orders in any of the available formats or a personalised email text based on a template.

The tab includes the Mailings table, with the list of mailings, and the Recipients table, which has the list of recipients. In the Recipients table, you can specify default types of supplier contacts, not particular contacts. Only employees of your company can be specified as email recipients at the supplier class level.

The Mailings table

By using this table you can view and modify the list of mailings to be available by default for the suppliers in this class. The settings here are used as follows:

To provide default values for mailing settings for the suppliers in this class
To specify the mailings to be used to inform employees of your company, if needed, about changes in the documents of the suppliers in this class

Mailing ID: The unique ID of the mailing.
Branch: The branch for which this mailing is used.
Email account: The system email account to be used by default for sending emails for this mailing to the suppliers of the class. If no account is specified, the system account specified in the Supplier ledger preferences (AP101000) window will be used.
Report: The purchase order or supplier ledger report to be used by default as the email’s body, if a report is used for this mailing. For the mailing, either a report or a template can be specified.
Notification template: The email template to be used by default to generate personalised emails for this mailing.
Format: The format in which the document (formatted according to the selected report if applicable) will be sent by default if a recipient has no preferences. Select one of the following options: HTML, Excel, or PDF.
Active: When this check box is selected, this mailing is active (switched on). Emails will be sent only for active mailings.

The Recipients table

Use the Recipients table to view and modify the list of default recipients for mailings. This list is primarily used to provide default contact types for the supplier class; if necessary, you can also specify an employee of your company to receive electronic copies of documents of the suppliers in this class.

Contact type

The type of contact to receive mailings:

Primary: The contact specified as the supplier’s primary contact
Remittance: The contact specified as the supplier’s remittance contact
Shipping: The contact specified as the supplier’s shipping contact
Employee: The employee of your organisation who handles the documents of the suppliers in this class or is otherwise associated with the supplier class

Contact ID

The mailing recipient. A particular recipient can be selected only if Employee is specified as the Contact type. This employee, if one has been selected, will receive emails with documents of all the suppliers in this class.

Format

The format in which the report (if applicable) will be sent for recipients of this type by default. Select one of the following options: HTML, Excel, or PDF.

Active

When this check box is selected, this recipient is active. Only active recipients can receive emails.

Bcc

When this check box is selected, the recipient will receive a blind carbon copy (Bcc) of the emails.