Entering a Customer - Company Card
- Comment
- This field can be used to record any additional information about the Customer. Comments entered here will be shown on Sales Ledger reports featuring this Customer.
- Warning
- Text entered here will be used to alert users whenever an Order or Invoice is entered for this Customer.
- Reg. No. 1
- If the Customer is a limited company, enter their Company Registration Number here.
- Reg. No. 2
- Paste Special
Registration Defaults setting, Sales Ledger
- This field is used in Finland, where companies have two registration numbers.
- Elsewhere, the 'Paste Special' link to the Registration Defaults setting can be used to bring in a default VAT Code and Language.
- Country
- Paste Special
Countries setting, System module
- Specify a code for the Country in which the Customer is located. Once this has been specified, entering a VAT Number below will cause Hansa to check it is in the correct format for the Country. VAT Number formats are defined in the VAT Number Masks setting in the System module.
- Language
- Paste Special
Languages setting, System module
- It is possible to set up different versions of documents such as Invoices and Delivery Notes for Customers with different Languages: the Language code specified here will be used as a default in determining which document is used (it can be overridden for individual Orders). In addition, some of the information shown on the documents, such as Item Names, Payment Terms and Delivery Modes, can be made to appear in the appropriate translation.
- VAT Code
- Paste Special
VAT Codes setting, Nominal Ledger
- The VAT Code entered here refers to a VAT Code record entered using the VAT Codes setting in the Nominal Ledger. It determines the rate at which VAT will be charged to this Customer and the VAT Account to be credited.
- When creating Orders or Invoices for this Customer, in determining which VAT Code is to be used, that entered here will take precedence over those specified for the Item and the Item Group and that on card 3 of the Account Usage S/L setting in the Sales Ledger. Usually, you should only specify a VAT Code for an individual Customer if for some reason your usual VAT accounting method does not apply to them.
- Zone
- Used as default in
Orders, Invoices
- Select a Zone for this Customer. This will be used in Orders and Invoices to control VAT calculation and accounting and the choice of Sales Account. Separate default VAT Codes and Sales Accounts can be assigned to each Zone on card 3 of the Account Usage S/L setting in the Sales Ledger.
- For Customers in the "Within EU" Zone, it is important that their VAT Number is recorded (see below). When Invoices are raised for such Customers, VAT will not be charged, irrespective of the VAT Code used on card 3 of the Account Usage S/L setting.
- VAT Reg No
- It is important that the Customer's VAT Number is recorded here if they are in the "Within EU" Zone as this information is required for EU VAT reporting purposes.
- A check is made when the record is saved that the VAT Number has not been used for any other Customer. If this check fails, you can find the other Customer by searching for the VAT Number in the Customer List report (Detailed version).
- Hansa contains a feature whereby it will check that the VAT Number entered here is in the correct format for the Customer's Country. The correct format should be defined in the VAT Number Masks setting in the System module. If the Country is blank, the Country from the Company Info setting will be used. If that is blank, no validation check will be made.
- Because of this feature, be sure to enter the Customer's Country above before their VAT Number.
