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Entering a Contact - Company Card

Comment
If the Contact is a Supplier, text entered here will be copied to the Comment field of all their Purchase Invoices ('Other' card).

Warning on Sales
If the Contact is a Customer, text entered here will appear as a warning whenever you enter a Sales Order or Sales Invoice in their name.

Warning on Purchase
If the Contact is a Supplier, text entered here will appear as a warning whenever you enter a Purchase Order or Purchase Invoice in their name.

Language
Paste Special    Languages setting, System module
You can design different versions of documents such as Invoices, Purchase Orders and Delivery Notes, containing text in various Languages. The appropriate version of each document will be printed for each Contact, depending on Language specified here. You can override this Language in individual Orders, Invoices, etc. In addition, some of the information shown on screen and in printed documents, such as Item Names, Payment Terms and Delivery Modes, will be in the appropriate translation.

Reg. No. 1
If the Contact is a limited company, enter their Company Registration Number here.

The Customer Status report contains a [Credit History] text button that will open a separate report showing the Customer's credit history. This is a chargeable internet service: to use it you must have entered a Reg No 1 in this field for the Customer whose credit history you are interested in, and you must have registered your database in Estonia using the Automatic Internet Enabler method, as described on the 'Enabler Key' page.

Country
Paste Special    Countries setting, System module
Enter the Country in which the Contact is located. If you then enter a VAT Number below, HansaWorld Enterprise will check it is in the correct format for the Country, assuming you have defined VAT Number formats for each Country in the VAT Number Masks setting in the System module.

Reg. No. 2
Paste Special    Registration Defaults setting, Sales Ledger
This field is used in Finland, where companies have two registration numbers.

Elsewhere, you can use the 'Paste Special' link to the Registration Defaults setting to bring in default Sales and Purchase VAT Codes and Language.

Sales VAT Code
Paste Special    VAT Codes setting, Nominal Ledger
Purch. VAT Code
Paste Special    VAT Codes setting, Nominal Ledger
If the Contact is a Customer, the Sales VAT Code will determine the rate at which VAT will be charged in sales to this Contact and the Output VAT Account to be credited.

When you create Sales Orders or Sales Invoices for this Customer, this Sales VAT Code will take precedence over the VAT Codes specified in the Item and the Item Group and on the 'Sales' card of the Account Usage S/L setting in the Sales Ledger. Usually, you should only specify a Sales VAT Code here for an individual Customer if for some reason your usual VAT accounting method does not apply to them.

If the Contact is a Supplier, the Purch. VAT Code will determine the rate at which VAT will be charged to you by this Contact and the Input VAT Account to be debited.

When you enter Purchase Invoices for this Supplier directly to the Purchase Invoice register, this Purch. VAT Code will take precedence over the VAT Codes specified in the Account record and in the Account Usage P/L setting in the Purchase Ledger.

Similarly, when you create Purchase Invoices for this Supplier from Goods Receipts, this Purch. VAT Code will take precedence over the VAT Codes specified in the Item and the Item Group and in the setting in the Purchase Ledger, but will be overridden by the VAT Code specified for the Item(s).

VAT Reg No
It is important that you record the Contact's VAT Number here if they are in the "Within EU" Zone as this information is required for EU VAT reporting purposes.

When you save the record, there will be a that the VAT Number has not been used in any other Contact record. If this check fails, you will be warned, but you will still be able to save the record. To find the other Customer, open the 'Contacts: Browse' window using the F3/⌘-Shft-F keyboard shortcut and sort the list by VAT Reg. No.

HansaWorld Enterprise can also check that the VAT Number entered here is in the correct format for the Country specified above. To use this feature, define the correct formats in the VAT Number Masks setting in the System module. If the Country above is blank, the check will be made using the Country from the Company Info setting (i.e. your own country). If that is blank, no validation check will be made. Because of this feature, be sure to enter the Contact's Country above before their VAT Number.

Type
Use these options to specify whether the Contact is a company or an individual person. This will affect the check that the VAT Number is correct in Argentina and Paraguay.

VAT Zone
Used as default in    Quotations, Sales and