Create new subject

Delete

To delete a subject, you must first confirm a warning message: Are you sure you want to delete the record?

You cannot delete a subject that is already in use in documents or business events. The program issues this warning: The subject is already in use in other records and cannot be deleted.

Save

Saves the subject into the register.

X (Cancel)

Returns you to the list of subjects.

Add subject fast

Enter the VAT number or partner name, and click Enter or the  (Search) button, and the program will search the database for relevant subjects.

Show

The number of results you want to be shown.

For country

Select the country which you are adding the subject from.

Active

Enable this toggle button to show that the subject is active and shown on all documents.

Code

Subject code is a place to enter a short company name with letters, numbers etc. The code can have a maximum of 30 characters.

By default, the subject code is the actual company title (e. g. Supplier Ltd.). You can also enter a numerical code into this field (e. g. 0000000001). You can enter subject codes manually at a time or, if you have a PANTHEON license, you can let the program do the numbering (more at Automatically Assigned Subject IDs).

It is not recommended to use special system characters and punctuation marks for subjects codes (e. g. < > ‘ : “ / \ ? *).

A code is mandatory data. If you do not enter it, the program marks the field red and does not let you save the subject.

Name

Enter an additional subject’s title or long company name.

Address

Enter the address (street, house number, city, etc.).

If you change the address for a certain subject, it will change on all documents.

Post

Select the postal code from the drop-down menu. You can enter it with a prefix, e. g. SI-1231 or only the numbers, 1231.

Country

Select the country of the company’s head office.

Tax no.

The two-character country code, used for tax identification purposes.

Registration no.

A unique identification number of each unit in a business register, assigned upon entry in the business register by the registry administrator; it does not change.

Bank Account

Local bank account number. Enter data about the subject’s local bank accounts. You can enter several local bank accounts for a certain subject.

Use this drop-down menu to select whether the documents for a particular subject are exported to eDocument or not. All subject documents can be imported, regardless of the selected type of Business Documents.

• Paper and Electronic: is exported to eDocument by default (until further notice this works the same as the eDocument – Simple Invoice type).
• eDocument – Simple Invoice: is exported to eDocument as a simple invoice by default.
• Paper: is NOT exported to eDocument by default when using the function to export a document set (see e.g. Export subject documents as eDocument).

Type of contact

Select the type of contact from the drop-down menu: an email address, a phone number and/or a website link.

Contact Data

Enter contact details for the selected type of contact.

 (Add)

Add to the list of Contact data.

Customer

Subjects marked as customers will show up on issued invoice and offer documents.

If a subject has already been used as a customer for creating documents and business events, this toggle field cannot be disabled, and a warning pops up: Customer cannot be deselected because the subject is in use as a Customer.

Sell to

These are the predefined options to select from:

• VAT registered – Selling to local taxpayers, registered for VAT (default option).
• End customer – Selling to local and foreign non-taxpayers.
• Export to EU – Export of goods to EU countries.
• Export to third countries – Export of goods to non-EU countries.

When changing the way of selling, the program performs a control of conformity with the entered Tax ID number.

Default payment method

From the drop-down menu, select the default method of payment for this customer.

The data is not mandatory. If you select this data, it shows on all outgoing documents with this customer.

Due date

Enter the arranged number of days available for payment.

Pricing level

 Select one of the predefined options for the pricing level for this customer. You can read more about pricing levels at Pricing and Item general data.

Contract discount

The arranged discount for this Customer for any purchase.

Enter the discount as a percentage figure.

If the toggle button is not enabled, the stock status is displayed using numeric values:

Supplier

Subjects marked as suppliers will show up when issuing orders and entering received invoices.

If a subject has already been used as a supplier for creating documents and business events, this toggle field cannot be disabled, and a warning pops up: Supplier cannot be deselected because the subject is in use as a supplier.

Method of procurement

This data is crucial for correct VAT records.

From the drop-down menu, you can select between three predefined options:

• VAT registered (Local taxpayers) – Purchasing goods and services from local taxpayers (default option).
• Other persons – not taxpayers – Purchasing goods and services from local and foreign non-taxpayers (also for purchasing from EU countries).
• Import – Import of goods from third countries (non-EU).
• Import – EU – Import of goods from EU taxpayers if the subject is registered for VAT in one of the EU members (see Subject | General data).
• Non-resident – Purchasing services from suppliers from both EU and third countries when VAT is calculated on the principle of self-assessment.
• Flat-rate tax payer - purchasing with 8% VAT (or as applicable in your country).

Default payment method

From the drop-down menu, select the default method of payment for this supplier.

This data is not mandatory. If you select this data, it shows on all received documents with this supplier.

Due date

 Enter the arranged number of days available for payment.

Contract discount

The arranged discount for this supplier for any purchase.

Enter the discount as a percentage figure.

Warehouse

A subject can also be marked as a warehouse.

Stock tracking

Enable this toggle button if the subject will act as a warehouse and if stock will be tracked on it.

Warehouses for which Stock management is not enabled, are not displayed in the current stock overview, a stock card cannot be printed out, etc. An example of such warehouses are fictional warehouses, used only for entering invoices, but which do not require stock management (see example at Warehouse – Costs, Fixed Assets).

Allowed negative stock

Enable this toggle button if you allow issuing goods from this warehouse when the goods are not in stock in time of issuing, leading to negative stock.

It is recommended that this toggle button is only enabled in carefully thought-out and justifiable cases, because negative stock lead to irregularities about stock value (valuation prices). You cannot issue goods above available stock from a warehouse which does not allow negative stock. The program will issue a warning: Stock cannot be less than zero! ID: {0}.

Stock valuation

It is mandatory to select one of the predefined options for stock valuation:

• O – No Management – use this option for fictional warehouses where you have not selected stock management. For examples of use, see Claims and Record Warehouse – Type C.
• F – First-in, first-out (FIFO).
• L – Last-in, first-out (LIFO).
• N – Average purchase price.
• P – Permanent price.

Last inventory date

When inventory is confirmed, the program applies the date of the last inventory count. Consequently, this blocks all material movements prior to this date. If you want to change or create new documents prior to that date, the program issues the following warning: “The inventory count in warehouse {warehouse} was confirmed on {date of last inventory count}. Material movements prior to this date cannot be changed.”

If you want to change material movements prior to the inventory date anyway, delete the date of the last inventory count.