Suppliers (AP303000)
Introduction
- To create a new supplier, start by selecting a supplier class. This selection automatically applies the default values from the chosen class to various elements. However, you can modify these default settings as required.
- If a supplier has only one location, that location will automatically be set as the default. However, if the supplier has multiple locations, you must manually set one as the default location. The settings of the default location will then be used as default values in data entry windows.
What to do from this window
- Create a supplier
- Create a customer from a supplier
- Add general information for a supplier
- Add payment settings for a supplier
- Override Send to Approval as the default action for one supplier
- Enable supplementary VAT reports
- Set the financial period end date for the VAT period
- Over ‘Gegevens aanvullen en controleren’
- About ‘Complete and verify data’
The window toolbar
| Button | Description |
|---|---|
| Actions | Includes the following menu commands you can click to invoke actions:
|
| Inquiries | Provides the following menu commands, which you can click for quick access to inquiry windows:
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| Reports | Provides the following menu commands, which you can click for fast access to reports:
|
The top part
By using the elements in this part, you can create a new supplier account or select an existing account for editing.
| Element | Description |
|---|---|
| Supplier no. | The ID of the supplier is defined by the BIZACCT segmented key (or by the SUPPLIER segmented key, which inherits its structure from the BIZACCT key). At a later time, you can change the supplier number by clicking Change ID in the Actions menu in the window toolbar. |
| Status | The status of the supplier. Select one of the following options:
|
| Balance | A read-only field, which appears if you select an existing supplier, that displays the total balance of all open documents of the supplier excluding the total balance of prepayments. |
| Supplier name | The name of the supplier to appear in the system. |
| Prepayment balance | A read-only field showing the balance of prepayments in the base currency. This field is available if you select an existing supplier. |
| Retained balance | A read-only field showing the balance of retainages in the base currency. This field is available if the Retainage support functionality is enabled in the Enable/disable functionalities (CS100000) window. |
| Locale | The locale that defines the language in which this supplier prefers to receive documents. This field is available if there are multiple active locales in the system. |
The General information tab
This tab contains the supplier’s main address, contact information, and account settings, such as currency and rates used in relations with the supplier. If you are creating a new supplier, first select its supplier class on this tab; once you do, many of the elements are populated with the class settings.
The Main address section
| Element | Description |
|---|---|
| Address 1 | The first line of the supplier address. |
| Address 2 | The second line of the supplier address. |
| Address 3 | The third line of the supplier address. |
| Postcode | The postcode of the supplier. You can set up an input validation rule for the country’s postcodes in the Countries/counties/postcodes (CS20400S) window. |
| City | The city of the supplier. |
| Country | The country of the supplier. |
| County | The county or province of the supplier. |
| View on map | A button you can click to view the supplier’s location on the map. |
The Main contact section
| Element | Description |
|---|---|
| Company name | The legal company name of the supplier. |
| Attention | The attention line as it is used in your company’s business letters. This line will be used to direct the letter to the proper person or department. |
| The default email address of the supplier. | |
| Web | The website address of the supplier (if any). |
| Phone 1 | The preferred phone number of the supplier organisation. |
| Phone 2 | An additional phone number of the supplier organisation. |
| Fax | The fax number of the supplier. |
| Account ref. | An optional text field that can contain a reference to your company’s account number in the supplier’s system. |
| Parent account | The parent supplier’s account, which you can select from the list of existing suppliers. For an independent supplier, make no selection. The value is used solely for informational purposes. |
The Approval settings section
| Check box | Description |
|---|---|
| Approval required before release | When this check box is selected, purchase orders from this supplier have to be approved before they can be released. |
The Financial settings section
This section contains finance-related settings and the Supplier class field. When you select a supplier class, many of the window elements are filled in with the default values of the class.
| Element | Description |
|---|---|
| Supplier class | The class of the supplier. When you select a supplier class (which is required), the system fills in various values in this window automatically in accordance with the specified class. You can overwrite these values if needed. |
| Terms | The terms of payment used with the supplier. |
| Document language | The language of the documents to be printed to the suppliers of the class. |
| Currency ID | The currency that is used in operations with the supplier. |
| Currency rate type | The currency rate type used for the supplier. |
| Enable currency override | If you select this check box, you can override the standard currency for the supplier when you register an invoice. If this is not selected, you cannot change the currency on the invoice. |
| Enable rate override | When this check box is selected for the supplier, you can override the standard currency rate type when you register an invoice for the supplier. If it is not selected, you cannot change the currency rate type on the invoice. |
| Auto load documents | To override the setting for the automatic loading of documents that is set in the Cash management preferences (CA101000) window, you can select here how they will be loaded for this supplier in the Process bank transactions (CA306000) window. You can also decide to use the setting that is set in the Cash management preferences (CA101000) window.
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The Supplier properties section
The elements in this section cover special supplier properties, such as whether the supplier is a landed cost supplier or a tax agency.
| Element | Description |
|---|---|
| Landed cost supplier | When this check box is selected, the supplier is a landed cost supplier, which is a supplier, such as a freight company or a customs duties office, who provides the services associated with a landed cost. |
| Supplier is tax agency | When this check box is selected, the supplier is a tax agency. The settings for a tax agency are configured on the Tax agency settings tab, which appears once the check box is selected. For details, see: About tax agency account setup. |
| Webhook notification | When this check box is selected, you will be notified on changes connected with the supplier. The Webhook notifications tab appears when you select the supplier. |
The Invoice import settings section
| Element | Description |
|---|---|
| Ignore validation during import of invoices | When this check box is selected, the system will not validate invoices during import. |
| Match item during import of invoices | When this check box is selected and invoices arrive in the Invoice Inbox (AP50604S), Visma Net you can match items during invoice import. To make this work, you also have to 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. When this setting is selected, the line level Invoice Inbox rules will not apply. |
| Import header amounts by VAT code | When this check box is selected and you process an invoice from this supplier in the 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. When this setting is selected, the line level Invoice Inbox rules will not apply. |
| Default action for Inbox invoice | When you get invoices to the Invoice Inbox (AP50604S), you can select here the default action that will be performed for the invoices in the inbox:
|
The Rounding rule settings section
| Element | Description |
|---|---|
| Enter rounding amount manually | When this check box is selected, you can enter rounding amounts manually. |
| Rounding rule for invoices | Select the rounding rule you want to use for the purchase invoices of the supplier. Values: Use currency precision: This is the default value if you have selected Enter rounding amount manually. Nearest: Rounds to the nearest value defined in the Rounding precision field. Up: Rounds up to the nearest value defined in the Rounding precision field. Down: Rounds down to the nearest value defined in the Rounding precision field. |
| Rounding precision | The value you want sums to be rounded closest to, if you are using rounding. |
The Payment settings tab
This tab contains the default information for creating payments to the supplier. If the supplier has multiple locations, the information displayed is for the default location. Any modifications made in this tab will update the settings for the default location.
When the Four eyes principle bank details option is selected in the Enable/disable functionalities (CS100000) window, new and changed bank details must be approved by another user.
The Remittance address section
| Element | Description |
|---|---|
| Same as main | When this check box is selected, the remittance address is the same as the main address and the elements below are populated with the main address information, specified on the General settings tab. |
| Address 1 | The first line of the remittance address. |
| Address 2 | The second line of the remittance address. |
| Address 3 | The third line of the remittance address. |
| Postcode | The location’s postcode. You can set up an input validation rule for the country’s postcodes the Countries/counties/postcodes (CS20400S) window. |
| City | The city of the remittance address. |
| Country | The country of the remittance address. |
| County | The county or province of the remittance address. |
| View on map | Click this to view the remittance location on the map. |
The Remittance contact section
| Element | Description |
|---|---|
| Same as main | When this check box is selected, the remittance contact information is the same as the main contact information and the elements below display the main contact information. |
| Company name | The name of the supplier’s department (to receive the payments), if it is different from the supplier name. |
| Attention | The attention line, if one is used in your company’s business letters. |
| Web | The remittance contact person’s website address (if any). |
| The remittance contact person’s email address. | |
| Phone 1 | The remittance contact person’s primary phone number. |
| Phone 2 | The remittance contact person’s additional phone number. |
| Fax | The remittance contact person’s fax number. |
The Payment settings section
| Element | Description |
|---|---|
| Payment method | The default payment method to be used for the supplier. The payment methods available for selection are those associated with the cash account and marked for use in Supplier ledger. The Payment instructions table (with user-defined columns) appears below if these details were specified for the payment method. An example on the use of payment methods: To pay an invoice issued in EUR using SEK, use the payment method 04. Utlandsbetalningar. |
| Cash account | The cash account to be used for operations with the supplier. |
| Charge bearer | The party that will pay possible expenses connected with the payment:
|
| Account used for payment | The bank account to be used for payments to the supplier:
|
| Payment by | An option that defines how to calculate the date by which the supplier should get their payments. You can select one of the following options:
|
| Payment lead time (days) | The number of days required for the payment to be delivered to the supplier. The specified number is used in calculation of pay date for the supplier ledger documents in the Purchase invoices (AP301000) window. |
| Payment ref. display mask | This is a rule (mask) for how the payment reference number will be displayed. The rule makes sure that the required format is used in data entry windows. |
| Default payment ref. no. | Allows you to register a default payment reference number to be used on all purchase invoices from this supplier (for example, for recurring invoices). |
| Pay separately | When this check box is selected, each document should be paid by a separate payment. If this check box is not selected, documents for this supplier may be paid jointly. This option appears only if the Activate Pay separately from Purchase invoices and Suppliers check box is selected in the Supplier ledger preferences (AP101000) window. |
The Payment instructions table provides the instruction details for the payment method used by the supplier, if these details have been configured in the Payment methods (CA204000) window.
The Purchase settings tab
This tab provides the default information required for the processing of purchases, such as the shipping terms, the FOB point, the expense account (to record shipping expenses), and the address and contact information. If the supplier has more than one location, this information is the same as that specified for the default location, and changes on this tab update the appropriate settings of the default location.
The Shipping address section
| Element | Description |
|---|---|
| Same as main | When this check box is selected, the shipper’s address is the same as the main address and the elements below are populated with the main address information specified on the General info tab. |
| Address 1 | The first line of the shipper’s address. |
| Address 2 | The second line of the shipper’s address. |
| Address 3 | The third line of the shipper’s address. |
| Postcode | The location’s postcode. You can set up an input validation rule for the country’s postcodes in the Countries/counties/postcodes (CS20400S) window. |
| City | The shipper’s city. |
| Country | The shipper’s country (by ID). |
| County | The county or province of the shipper’s address. |
| View on map | Click this view the shipper’s location on a map. |
The Shipping contact information section
| Element | Description |
|---|---|
| Same as main | When this check box is selected, the shipper’s information is the same as the main company information, and the elements below display the main company information. |
| Company name | The supplier’s shipping department name, if it is different from the supplier’s business name. |
| Attention | The attention line as it is used in your company’s business letters. This line will be used to direct the letter to the proper person or department. |
| The contact person’s email address. | |
| Web | The contact person’s website address (if any). |
| Phone 1 | The primary phone number of the shipper’s contact person. |
| Phone 2 | An additional phone number for the contact person. |
| Fax | The fax number for the contact person. |
The Default location settings section
| Element | Description |
|---|---|
| Location name | The location selected (on the Locations tab) as the default one for the supplier. |
| Receiving branch | The branch of your company that receives goods from this supplier. |
| VAT zone | The VAT zone of the supplier’s default location. If the supplier has been converted from a prospect account or extended from a customer account, the supplier’s VAT zone is by default set to the VAT zone of the original account. You can override the default value. If you change the VAT zone for the supplier, the VAT zone of the corresponding business account with the supplier type is automatically set to the VAT zone of the supplier. |
| Corporate ID | The supplier’s VAT registration ID associated with the location. You can set a rule for this ID in the VAT zones (TX206000) window. |
| National insurance no. | The supplier’s national insurance number associated with the location. |
| VAT calculation mode | The VAT calculation mode, which defines which amounts (VAT-inclusive or VAT-exclusive) should be entered in the detail lines of a document for a selected supplier in the Purchase invoices (AP301000) window: Select one of the following options:
You can override this mode at the supplier location, or on document level. |
| VAT registration ID | The supplier’s VAT registration ID associated with the location. You can set a rule for this ID in the VAT zones (TX206000) window. |
| Print orders | When this check box is selected, an order from the supplier should be printed once the Hold check box has been cleared (if no approval is required) or once the order has been approved. |
| Send orders by email | When this check box is selected, an order from the supplier should be emailed once the Hold check box has been cleared (if no approval is required) or once the order has been approved. Emailing the order can be required along with printing it; in this case, printing is done first. |
The Shipping instructions section
| Element | Description |
|---|---|
| Warehouse | The warehouse to store the goods from the supplier. This field appears only if the Warehouses functionality is enabled in the Enable/disable functionalities (CS100000) window. |
| Shipping terms | The shipping terms used by the supplier. |
| Ship via | The carrier used by the supplier. |
| FOB point | The location where respective obligations, costs, and risk involved in the delivery of goods shift from the seller to the buyer. |
| Lead time (days) | The number of days needed for the shipment to reach the specified receiving branch when sent from the supplier. |
The Receipt actions section
| Element | Description |
|---|---|
| Min. receipt (%) | The minimum quantity of the items, expressed as a percentage of the ordered quantity, required for the items to be accepted at the warehouse. If a smaller quantity arrives, the items will not be accepted. Larger quantities are accepted as long as their percentage (of the ordered quantity) is less than the percentage specified as the Max. receipt (%). |
| Max. receipt (%) | The maximum quantity of the items, expressed as a percentage of the ordered quantity, required for the items to be accepted at the warehouse. If a larger quantity arrives, the items will not be accepted. Smaller quantities are accepted as long as their percentage (of the ordered quantity) is greater than the percentage specified as the Min. receipt (%). |
| Receipt threshold (%) | The minimum percentage of the total purchased items that should be received to complete the purchase order. This setting is used if maximum or minimum percentages are not specified. |
| Receipt action | The action to be performed on receipt of the purchased goods if the minimum, maximum, or threshold receipt conditions are not satisfied. Select one of the following options:
|
The Intrastat section
| Element | Description |
|---|---|
| Mode of transportation | 0 - Unknown 1 - Transport by sea 2 - Transport by rail 3 - Transport by road 4 - Transport by aeroplane 5 - Consignments by posts 7 - Fixed transport installations 8 - Transport by inland waterway |
The Locations tab
This tab is available only if the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window. The MAIN location is always automatically created for the supplier when you enter the supplier’s main address.
You can set a location as inactive or add a new location. Also, you can set a particular location as the supplier’s default location.
Tab buttons
| Button | Description |
|---|---|
| Add location | Navigates to the Supplier locations (AP303010) window where you can add a new location. |
| Set as default | Sets the selected location as the supplier’s default location. You can select only one location as the default one. |
Tab columns
| Column | Description |
|---|---|
| Active | When this check box is selected, the location is active. If the check box is cleared, the location will not be available for selection when users create supplier ledger documents. |
| Default | When this check box is selected, this has been set as the supplier’s default location. You cannot directly select or clear this check box; when you change the default by selecting a location and using the Set as default action, the appropriate locations’ check boxes are selected or cleared. |
| Location ID | The ID of the location. |
| Location name | A detailed description of the location. |
| City | The city of the supplier location. |
| Country | The country of the supplier location. |
| County | The county or province of the supplier location. |
| VAT zone | The VAT zone associated with the shipping location. |
| Expense account | The expense account to be used to record expenses incurred by the supplier. |
| Expense sub. | The corresponding subaccount to be used to record expenses incurred by the supplier. |
| Expense EU account | The EU expense account used to record expenses made to the suppliers of this class. |
| Expense account, import | The import expense account used to record expenses made to the suppliers of this class. |
| Expense account, non-taxable | The non-taxable expense account to be used to record expenses incurred by the supplier. |
| EDI code | An ID for the entire electronic data exchange used by AutoInvoice |
| GLN | The global location number. This is an internationally standardised location ID used in electronic data interchange, used by AutoInvoice |
The Contacts tab
This tab displays a table showing the supplier’s contact persons and their information.
To add a new contact, click Add contact.
To change any of the details of a particular contact, double-click in its row, which opens the Contacts (CR302000) window.
The table columns
| Button | Description |
|---|---|
| Add contact | Opens the Contacts (CR302000) window as a pop-up where you can enter a new contact. |
| Column | Description |
|---|---|
| Active | When this check box is selected, this person is an active business contact. |
| Position | The position the contact person has in his or her company. |
| Name | The name of the contact person. |
| City | The city of the contact person. |
| The email address of the contact person. | |
| Phone 1 | The phone number of the contact person. |
The Invoice Inbox rules tab
| Column | Description |
|---|---|
| Priority | The priority of the rule among the rules of the supplier. |
| Rule ID | The ID of the rule. |
| Description | The description of the rule. |
| Active | When this check box is selected, the rule is active. |
| Source field on invoice | The field on the invoice that is used as the source detail when searching for matching invoices for the rule. |
| Condition | The condition that is used on the value of the source field. |
| Value | The value that is searched from the source field of the invoice and interpreted according to the selected condition. |
| Account | The account to which the rule applies. |
| Subaccount | The subaccount to which the rule applies. |
| Project | The project to which the rule applies. |
| Project task | The project task to which the rule applies. |
| Initial approver (document level) | The initial approver of the invoice on the document level. If an approver is defined for the rule, the invoice has to be imported with an attachment to the Inbox. |
| Initial approver (line level) | The initial approver of the invoice on the line level. If an approver is defined for the rule, the invoice has to be imported with an attachment to the Inbox. |
| Deferral code | The deferral code based on value in the xml file. |
| Location | The location to which the rule applies. |
| Branch | The branch to which the rule applies. |
The Attributes tab
This tab contains the list of supplier attributes defined in the associated supplier class. You specify the value of the attributes from the list, if required.
| Column | Description |
|---|---|
| Attribute | The description of the attribute. |
| Required | When this check box is selected, specifying the attribute value is required. |
| Value | The value of the attribute. |
The Activities tab
This tab has a table with the list of activities associated with the supplier. You use this tab to associate particular tasks, events, and other activities with the supplier.
Tab buttons
| Button | Description |
|---|---|
| Add task | Opens the Task (CR306020) window where you can create a new task. |
| Add event | Opens the Task (CR306020) window where you can create a new event. |
| Add email | Opens the Send (CR306015) window where you can send an email to the supplier. |
| Add activity | Contains a menu with options that correspond to the list of available activity types. By clicking on a menu option, you open the Activity (CR306010) window where you can create an activity of the corresponding type. |
Tab columns
| Column | Description |
|---|---|
| Type | The type of the activity. |
| Summary | The description provided for the activity. |
| Status | The status of the activity. |
| Mail status | The status of the associated email message (if applicable). |
| Start date | The start date and time of the activity. |
| Created at | The date and time when the activity was created. |
| Time spent | The total time spent on the activity. |
| Work group | The work group the activity is assigned to (if any). |
| Owner | The user name of the user to whom the activity is assigned. |
| Related entity description | The entity that this activity is associated with. |
| Project | The project code connected with the activity. |
| Project task | The project task connected with the activity. |
| Released | When check box is selected, the activity has been released. |
The General ledger accounts tab
This tab shows the default general ledger accounts for this supplier. For a new supplier, the accounts and subaccounts displayed on this tab are by default those specified for the supplier class that you have selected on the General settings tab; however, you can select other accounts and subaccounts.
If the supplier has more than one location, some of these accounts are associated with the default location, and changes on this tab update the appropriate settings of the default location.
| Column | Description |
|---|---|
| Supplier account | The liability account used to record the balance of supplier ledger transactions related to the supplier. |
| Supplier ledger sub. | The corresponding subaccount used with the account to record the balance of supplier ledger transactions related to the supplier. |
| Expense account | The expense account used to record expenses incurred for the supplier. |
| Expense acct, non-taxable | The non-taxable expense account used to record expenses made to the suppliers of this class. |
| Expense EU account | The EU expense account used to record expenses made to the suppliers of this class. |
| Expense account, import | The import expense account used to record expenses made to the suppliers of this class. |
| Expense sub. | The corresponding subaccount used to record expenses incurred for the supplier. |
| Discount account | The account used to record the discount amounts for discounts received from the supplier. The field is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window. |
| Discount sub. | The corresponding subaccount used to record the discount amounts for discounts received from the supplier. 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 account used to record the cash discount amounts received from the supplier due to payment terms. |
| Cash discount sub. | The corresponding subaccount used to record the cash discount amounts received from the supplier due to payment terms. |
| Prepayment account | The account used to record the prepayments paid to the supplier. |
| Prepayment sub. | The corresponding subaccount used to record the prepayments paid to the supplier. |
| Purchase accrual account | The liability account to be used to accrue purchase order item amounts for items received from this supplier, if the option Supplier is selected in the Use purchase accrual account from field in the posting class(es) (the Posting classes (IN206000) window) for the items. |
| Purchase accrual sub. | Depending on the rule in the Combine purchase accrual sub. from field in the posting class(es) (the Posting classes (IN206000) window) for the purchase order items received from this supplier, this subaccount can be used as the source for one or more of the segment values of the purchase accrual subaccount to be used with the purchase accrual account. |
| Reclassification account | The account to temporarily record expenses that require reclassification. |
| Reclassification sub. | The corresponding subaccount to temporarily record expenses that require reclassification. |
The Tax agency settings tab
This tab only appears if a tax agency is selected as a Supplier no. You use this tab to provide tax agency settings.
The VAT report settings
| Element | Description |
|---|---|
| Default VAT period type | The type of VAT period that defines the frequency of reporting VAT to a tax agency. The following options are available:
|
| Use the financial period’s end date as VAT period, not the document date | If this check box is not selected, it is the document date that is used for calculation of VAT. Note that the VAT periods and the financial periods configured in the system can differ. If you select the check box, it is the end date of the period on the document that is used for calculation of VAT. Then the VAT will always follow the posted period end date, and the document date will not affect the VAT reporting period. Example The periods: 04-2022 - starts on 01 April and ends 30 April 2022 05-2022 - starts on 01 May and ends 31 May 2022 If the document date is 30 April 2022, but the period is set to May. Then the VAT will use the last date in period 5 for the document, which is 31 May. The date used for the VAT calculation will then be 31.05.2022 - and not 30.04.2021. For the monthly-based VAT report, the system will report it for the VAT period 05-2021. Select the check box if you want the VAT to always follow the posted period end date. |
| Update closed VAT periods | When this check box is selected, closed VAT periods will be updated with data from new documents associated with the VAT period. |
| Generate the VAT invoice automatically | When this check box is selected, VAT invoiced will be created automatically. |
| VAT report rounding | The rounding rules to be used to calculate the VAT amount on VAT reports to this tax agency. You can select one of the following options:
|
| VAT report precision | The decimal precision to be used to calculate the amounts on VAT reports for this tax agency. |
| Use currency precision | When this check box is selected, the decimal precision of the currency selected as this tax agencies’ default currency, will be used for reports. |
| Supplementary VAT amount | The limit when a supplementary report should be sent to the government. |
The EC sales list settings
| Element | Description |
|---|---|
| Reporting period EC sales list | The default EC sales list reporting period that will be suggested on the first VAT periods created.
|
| Enable correction for previous months | When this check box is selected, transactions will be split from the previous report periods into separate lines in the report. If a customer has lines from another report period, they will be reported as correction lines. |
| EC sales list rounding | The rounding rules to be used to calculate the tax amount on EC sales list reports to this tax agency. You can select one of the following options:
|
| EC sales list precision | The decimal to be used to calculate the sales amounts on EC sales list reports for this tax agency. |
| Use currency precision | When this check box is selected, the decimal precision of the currency selected as the basis currency will be used for the EC sales report. The check box will automatically be selected when the precision is equal to the company precision. A message appears to notify you when this happens. |
The Default VAT accounts
| Element | Description |
|---|---|
| VAT payable account | The account to be used as the default VAT payable account for a new VAT created for the selected tax agency in the VAT (TX205000) window. You can overwrite this account on the General ledger accounts tab of the VAT (TX205000) window, if needed. |
| VAT payable sub. | The subaccount to be used as the default VAT payable subaccount when a new VAT is created for the selected tax agency in the VAT (TX205000) window. |
| VAT claimable account | The account to be used as the default VAT claimable account for a new VAT created for the selected tax agency in the VAT (TX205000) window. You can overwrite this account on the General ledger accounts tab of the VAT (TX205000) window, if needed. |
| VAT claimable sub. | The subaccount to be used as the default VAT claimable subaccount when a new VAT is created for the selected tax agency in the VAT (TX205000) window. |
| VAT expense account | The account to be used as the default tax expense account for a new VAT created for the selected tax agency in the VAT (TX205000) window. You can overwrite this account on the General ledger accounts tab of the VAT (TX205000) window, if needed. |
| VAT expense sub. | The subaccount to be used as the default tax expense subaccount when you create a VAT for the selected tax agency in the VAT (TX205000) window. |
The Pending VAT settings
This section is available only if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window.
| Element | Description |
|---|---|
| VAT recognition method | The method that determines the way the pending VAT associated with the agency are recognised. The following options are available:
|
| Input VAT entry ref. no. | An option that determines how the system assigns reference numbers to pending VAT entries generated by the VAT recognition process in the Recognise input VAT (TX503500) window. The following options are available:
|
| Output VAT entry ref. no. | An option that determines how the system assigns reference numbers to pending VAT entries generated by the VAT recognition process in the Recognise output VAT window. The following options are available:
|
| VAT invoice numbering | The number series that the system uses for reference numbers of the VAT recognition entries. These numbers are shown in the VAT doc. no. column in the Recognise output VAT window. This field is available only if the VAT invoice no. option is selected in the Output VAT entry ref. no. field. |
The Mailing settings tab
The Mailing settings tab displays the mailings that are set up for the supplier. Mailings are used to set up sending electronic versions of specific documents to supplier contacts and company employees specified as recipients for the suppliers.
By default, mailings selected for the supplier class are listed, but you can select other mailings from the list of mailings defined in the Purchase order preferences and Supplier ledger preferences windows.
For details on setting up mailings for suppliers, see: Set up mailings for suppliers.
The tab includes the Mailings table, which has the list of mailings, and the Recipients table, with the list of recipients.
The Mailings table
| Column | Description |
|---|---|
| Mailing ID | The ID of this mailing. |
| Branch | The branch of the organisation on behalf of which the emails will be sent for this mailing. |
| Email account | The system email account to be used by default for sending this mailing’s emails to the supplier. If no account is specified, the system account specified for the supplier class will be used. |
| Report | The Purchase order or Supplier ledger report to be used as the email’s body for this mailing, if the mailing uses a report rather than an email template (notification template). |
| Notification template | The notification template to be used to generate personalised emails for the mailing. For each mailing, either a report or a template can be specified. |
| Format | The format in which the document based on the report (if applicable) will be sent by default if no other preferences have been specified for recipients. Select one of the following options: Text, HTML, Excel, or PDF. |
| Active | A check box that, if selected, indicates that this mailing is active for this supplier. |
| Overridden | When this check box is not selected, the supplier class mailing will be used as it is. |
The Recipients table
| Column | Description |
|---|---|
| Contact type | The type of contact to receive emails for the selected mailing. Specify one of the following options:
|
| Contact ID | The recipient of the selected type. |
| The email address of this recipient. | |
| Format | The format in which the document (if applicable) will be sent to this recipient. Select one of the following options: Text, HTML, Excel, or PDF. |
| Active | When this check box is selected, this contact is active. Only active recipients receive the emails. |
| Bcc | When this check box is selected, this contact will receive blind carbon copies (Bcc) of the emails. |
The Webhook notifications tab
This tab is visible for a supplier, if the Webhook notifications check box on the General information tab is selected and saved for that specific supplier.
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Concepts
Tasks
- Create a supplier
- Add payment settings for a supplier
- Add general information for a supplier
- Set the financial period end date for the VAT period
- Override Send to Approval as the default action for one supplier
- Enable supplementary VAT reports