Subject general data

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 (changes) into the register.

X (Cancel)

Returns you to the list of subjects.

Quick add subject

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

An enabled toggle button shows that the subject is active and shown on all documents.

Code

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.

Name

Additional subject’s title or long company name.

Address

Subject address (street, house number, city, etc.).

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

Post

Subject postal code (can be selected from the drop-down menu).

Country

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

Subject’s local bank accounts. Each subject can have several local bank accounts in the register.

Type of contact

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

Contact Data

Contact details for the selected type of contact.

 (Add)

Add another contact 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

There are 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

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

Pricing level

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.

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.

Predefined options are available:

• 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

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

Enabled toggle button shows that the subject acts as a warehouse and stock can 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

Enabled toggle button shows whether 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.