Third-party record
Create and maintain the record of a customer or supplier: identity, VAT, bank, default accounting values.
The Third parties tab brings together the customers and suppliers of the company file. Each third party has a full record whose default values speed up the entry and import of invoices. A third party is either a customer or a supplier: a company that is both has two records, one of each type.
The third-party list
Two tabs separate Customers and Suppliers. The Search (name, code, VAT number) field filters the list as you type.
| Column | Content |
|---|---|
| Code | Short reference of the third party. |
| Name | Name of the third party. |
| VAT no. | Normalised VAT number. |
| Country | Country of the third party, with its flag. |
| Peppol | Known Peppol status of the third party. |
| Open items | Number of unlettered lines. |
| Outstanding | Amount owed by the customer, or owed to the supplier. |
Creating a third party
- Open Third parties and choose the Customers or Suppliers tab.
- Click New customer or New supplier.
- Search for the company by name, or enter its VAT number and click Detect: the record is filled in automatically (see CompanySearch detection).
- Complete or correct the sections, then save. The message "Third party saved." confirms.
Only the name is required. If the Code is left empty, it is assigned automatically from the name (eight characters at most, with a numeric suffix if the same name already exists).
The sections of the record
Identity
Code, name or company, contact person, category, language (French, Dutch, English, German), country and currency. The language is the one used for communications intended for this third party.
Address and contact
Address on two lines, postal code, city, phone, fax, e-mail and website. For a Belgian address, the municipality and the street are suggested as you type.
VAT and form 281.50
| Field | Use |
|---|---|
| VAT status | VAT registered, Not VAT registered, Exempt, Intra-EU or Non-EU. |
| VAT number | Checked against the format of the country. Entered without a prefix, it receives that of the third party's country. The enterprise number is derived from it. |
| Form 281.50 | None, Commissions, Fees or Benefits in kind. |
| Profession (281.50) | Profession of the beneficiary. |
| Natural person | To be ticked for a self-employed natural person. |
The Check VIES button checks the number with the European service. The result, "VIES valid" or "VIES invalid", is kept with its date. The third party must be saved before the first check.
The 281.50 information is recorded on the record to prepare your tax forms. The generation of the 281.50 file itself is coming soon.
Bank and payment
IBAN, BIC, domestic account number and Payment terms in days. The IBAN is used for bank reconciliation: a transaction whose counterpart IBAN is that of the third party is matched with the confidence "Sure".
Accounting
| Field | Effect |
|---|---|
| Default VAT code | Proposed on the invoice lines of this third party, on entry as on import. |
| Default account | Expense account (6xx) for a supplier, revenue account (7xx) for a customer. Proposed on the first invoice line and given priority by the importer. |
Notes
A free field for internal notes, not communicated to the third party.
Fill in the default account and VAT code of your recurring suppliers (energy, telephony, rent). Their imported invoices then arrive already allocated.
Control accounts
NovaFisko does not create an individual account per third party in the chart of accounts. All entries go through the control account, 400000 for customers and 440000 for suppliers, and each line carries the third party concerned. The record, the third-party balance and the aged balance rebuild the detail per third party.
Editing or deleting
- Edit: open the record, correct, save. Existing entries are not changed, only the link to the record is kept.
- Delete: possible only for a third party that has never been used. A third party referenced by an entry or by an imported document cannot be deleted; the application shows "Cannot delete". A deleted third party goes to the recycle bin and its code becomes available again.
The type of a third party, customer or supplier, does not change after creation. For a supplier that also becomes a customer, create a second record in the Customers tab.
The other tabs of the record
| Tab | Content |
|---|---|
| Record | The sections described on this page. |
| Entries | The items of the third party, lettering and reminders. |
| Totals | The amounts per period of the fiscal year. |
The Peppol details button shows the status of the third party on the Peppol network, and the history button lists the changes made to the record.