Suppliers (AP303000)

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

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.

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

Actions

Includes the following menu commands you can click to invoke actions:

View customer: Navigates to the Customers (AR303000) window where you can view the customer account of the supplier if the supplier is a customer too.
Enter purchase invoice: Navigates to the Purchase invoices (AP301000) window where you can create a new invoice for the supplier.
Create payment: Navigates to the Supplier payments (AP302000) window where you can create a new payment for the supplier.
Extend to customer: Navigates to the Customers (AR303000) window with appropriate elements filled in, where you can also define this supplier as a customer.
View restriction groups: Navigates to the Restriction groups by supplier (AP102010) window.
Change ID: Displays the Specify new ID dialog box where you can change the ID of the currently selected supplier.

Inquiries

Provides the following menu commands, which you can click for quick access to inquiry windows:

Supplier details: Navigates to the Supplier details (AP402000) window.
Approve purchase invoices for payment: Navigates to the Approve invoices (Approval) (AP50200S) window.
Pay invoices: Navigates to the Process payments (AP50301S) window, depending on which version of the payment processing functionality you are using.
Supplier prices: Navigates to the Supplier prices (AP202100) window, where you can view or edit prices for the selected supplier.

Reports

Provides the following menu commands, which you can click for fast access to reports:

Balance by supplier: Navigates to the Balance by supplier (AP63250S) report.
Supplier history: Navigates to the Supplier history (AP652000) report.
Aged past due: Navigates to the Aged past due (AP631000) report.
Aged outstanding: Navigates to the Aged outstanding (AP631500) report.
Document register: Navigates to the Supplier documents register (AP621500) report.
Supplier details: Navigates to the Supplier profile (AP655500) report.

The top part

By using the elements in this part, you can create a new supplier account or select an existing account for editing.

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:

Active: The supplier is in use and appears on all selection lists.
On hold: The supplier is temporarily on hold and cannot be used.
Hold payments: Payments cannot be issued for this supplier.
Inactive: The supplier is not available for selection.
One time: This is a one-time supplier, and the supplier becomes inactive when the payments are issued.

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

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

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.
Email: 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

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.

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.

Use Cash management settings: To use the setting for automatic loading of documents that is set in the Cash management preferences (CA101000) window on the Bank statement settings tab.
First exact doc. amount, then all documents: All documents will be automatically loaded after the ones with exact matching document amount have been loaded.
Document with exact amount: The system searches the documents that have the exact matching amount with the transactions and loads only them.
Disabled: Automatic loading is not in use.

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.

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

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:

Hold
Release
Send to Approval
Pre-book
Pre-book and send to Approval
Exclude from processing

The Rounding rule settings section

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.

Note

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

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

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).
Email: 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

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:

Payer
Beneficiary:
Shared
Service level

Account used for payment

The bank account to be used for payments to the supplier:

IBAN
Bank account
Plusgiro
Giro
FIK

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:

Due date: Select this option to pay a purchase invoice so that its payment can reach the supplier before the invoice due date. The payment’s pay date is defined as the difference between the document due date and the number of days specified in the Payment lead time field.
Discount date: Select this option to pay a purchase invoice so that its payment can reach the supplier when a cash discount is still available. The payment’s pay date is defined as the difference between the document discount date and the number of days specified in the Payment lead time field.

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

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

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.
Email: 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

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:

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 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

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

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:

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

The Intrastat section

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

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

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

Add contact: Opens the Contacts (CR302000) window as a pop-up where you can enter a new contact.

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.
Email: The email address of the contact person.
Phone 1: The phone number of the contact person.

The Invoice Inbox rules tab

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.

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

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

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.

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

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:

Half-months: A VAT report is filed twice a month, on the 15th calendar day and the last day of the month (regardless of the number of days in the month).
Month: A VAT report is filed once a month.
2 months: A VAT report is filed once in two months.
Quarter: A VAT report is filed once a quarter (that is, every three calendar months).
6 months: A VAT report is filed twice a year (that is, every six calendar months).
Year: A VAT report is filed once in a calendar year.
Financial period: A VAT report is filed once a financial period.

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:

Mathematical
Ceiling
Floor

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

Reporting period EC sales list

The default EC sales list reporting period that will be suggested on the first VAT periods created.

None: No EC sales list is filed.
Monthly: The EC sales list is filed once a month.
Quarterly: The EC sales list is filed once a quarter (that is, every three calendar months).
Monthly and quarterly: The EC sales list is filed both monthly and quarterly.
Yearly: The EC sales list is filed once in a calendar year.

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:

Mathematical
Ceiling
Floor

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

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.

VAT recognition method

The method that determines the way the pending VAT associated with the agency are recognised.

The following options are available:

On payments: When this option is selected, VAT is recognised based on payments applied to documents.
On documents: (default): When this option is selected, VAT is recognised based on taxable documents. Payments are not considered in this case.

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:

Document ref. no.: The system uses the reference number of the original document as the reference number of the VAT entry.
Payment ref. no.: The system uses the reference number of the payment as the reference number of the VAT entry.
Manually entered: (default): You enter a number manually.

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:

Document ref. no.: The system uses the reference number of the original document as the reference number of the VAT entry.
Payment ref. no.: The system uses the reference number of the payment as the reference number of the VAT entry.
VAT invoice no.: The system generates a new number for an entry once the VAT recognition process has completed. The system uses the number series specified in the VAT invoice numbering field in this window.
Manually entered: (default): You enter a number manually.

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

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

Contact type

The type of contact to receive emails for the selected mailing.

Specify one of the following options:

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 company who handles the supplier’s documents or is otherwise associated with the supplier
Contact: Any additional contact of the supplier

Contact ID

The recipient of the selected type.

Email

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.

View notification feedback: Opens the Webhook notification feedback window where the message from the third-party integrator is visible.
Resend notification: Resends the notification.

Success

If the message has been sent successfully, the value in the column is True. If it failed, the value is False.

Event

Represents the event category indicating if an entity has been created or updated. One of the following statuses will appear:

Entity created
Entity updated
Entity deleted - only available for accounts
Document status changed
External action triggered

Status

Indicates the status of the message:

Sent
Resent
Available
Consumed

Source

Indicates the source of the event:

Visma Net: If the source is this, the status can be Sent or Resent
APIs: If the source is this, the status is Available. It is ready to be sent to third party-integrators.
External integrator: If the source is this, the status is Consumed. The customer confirms receiving the message.

Document status

Indicates that a document has a new status.

For example, when a sales order is changed from status On hold to Open.

User

Indicates which user made a change to the entity.

Date

Indicates the date when the change was made.

Message

Indicates the detailed message identifier that has been sent.

Concepts

About supplier defaults and overrides

Suppliers (AP303000)

Introduction

Search line in list window

What to do from this window

The window toolbar

The top part

The General information tab

The Main address section

The Main contact section

The Approval settings section

The Financial settings section

The Supplier properties section

The Invoice import settings section

The Rounding rule settings section

The Payment settings tab

The Remittance address section

The Remittance contact section

The Payment settings section

The Purchase settings tab

The Shipping address section

The Shipping contact information section

The Default location settings section

The Shipping instructions section

The Receipt actions section

The Intrastat section

The Locations tab

Tab buttons

Tab columns

The Contacts tab

The table columns

The Invoice Inbox rules tab

The Attributes tab

The Activities tab

Tab buttons

Tab columns

The General ledger accounts tab

The Tax agency settings tab

The VAT report settings

The EC sales list settings

The Default VAT accounts

The Pending VAT settings

The Mailing settings tab

The Mailings table

The Recipients table

The Webhook notifications tab

Related pages

Concepts

Tasks

Windows