Entering a New Subject for eExchange

More and more companies or legal entities conduct business electronically. This means that deals are made electronically, based on electronic processing and transferring data between computers.

Every new business or every new partner must be entered in the Subjects Register in PANTHEON.

This chapter presents how to check a subject, or use eExchange in your business, as well as how to enter important data into the Subjects Register, so that eExchange runs smoothly.

CASE SUMMARY For subject Energetika Ljubljana Ltd., the person responsible wants to check whether they use eExchange for business, and then enter the new subject into the Subjects Register. This is done as follows: Checking the eDirectory Entering into the Subjects Register 2.1. VAT Number 2.2. Business Documents 2.3. Bank Account 2.4. Settings for Electronic Data Exchange

1. Checking the eDirectory

First, the person responsible checks in the bizBox eDirectory service, whether new subject: Energetika Ljubljana Ltd. enables eExchange.

HINT For detailed instructions about finding partners in the eDirectory, see the chapter Serching for a Subject in eDirectory.

The person responsible finds out that the company uses eExchange, and enters the subject into the Subjects Register.

2. Entering into the Subjects Register

From the menu, the person responsible selects Settings | Subjects | Subjects or opens the Register by pressing the function key F11.

The person responsible creates a new record and enters general data.

HINT You can read the general entry of a new record in the Subjects Register in the chapter Getting started, Business partners – Subjects, where various entries are presented.

It is important for eExchange that the following data must be entered.

2.1. VAT Number

If a subject is entered into the Subjects Register using AJPES, VAT and Registration numbers are filled in automatically.

Otherwise, the person responsible enters the correct data.

WARNING When you are entering a subject into the Register, it is crucial that the Natural Person checkbox IS NOT checked.

Next, the person responsible sets the business documents type.

2.2. Business Documents

With business documents, the person responsible must correctly select how business with the subject is conducted.

In this case, your company and the new subject will exchange eDocuments, so in the Business Documents field, the person responsible must select:

• Traditional and Electronic or
• eDocument - Simple Invoice

WARNING If the subject's Business Documents are set to Traditional, this subject will not be offered in the selection of recipients when sending eDocumentation.

In this case, the person responsible selects: eDocument - Simple Invoice.

The e-SLOG 2.0 checkbox must also be checked.

When this is done, the person responsible enters or checks the bank account.

2.3. Bank Account

The person responsible goes to the Bank Accounts panel. Here, a record of a specific subject's domestic and foreign bank accounts is kept.

The person responsible must select the default bank account by checking the checkbox, as seen in the image below.

HINT The bank account must be entered without hyphens, dots, spaces or other characters !

2.4. Settings for Electronic Data Exchange

On the panel, or checkbox stating the subject entered in this case is a Supplier, the person responsible can define additional settings in the section Electronic Data Exchange.

The Business Documents field is copied from the General panel. The data in this field match the selection on the General panel.

Subject's EAN Code or GLN ID is used in document eExchange and determines who in the document is the recipient and who in the document functions as a collection point.

HINT For more information about GLN IDs, see the Global Data Synchronization Network – GS1 website.

Below these fields, there are two additional checkboxes, which the person responsible checks if the:

• Documents are Signed or
• Documents are Encrypted.

The person responsible saves the subject's record by clicking the (Post edit) button in the toolbar.