(Purchases > Vendors >New vendor)
In this screen user can create new vendor. Vendor needs to be on Netvisor before purchase invoice or order can be created. It is recommended to fill all vendor information, so that paying doesn't give errors or if invoices arrives via scanning service or E-invoices so that they are linked to the correct vendor.
Vendor group: You can select the correct vendor group for the vendor. Then you can for example use this as search criteria.
Vendor code: It is recommended to use vendor code, but it isn't mandatory data. If company wants to update vendor data by using Excel .csv -file and upload new data into Netvisor, then if that file contains same vendor code, then that vendor data is updated. Otherwise, it will create new vendor into Netvisor.
Name: Name of the vendor.
Business id: We recommend filling this. There is also link to the YTJ -net page, where you can search the correct business id number for the vendor. If invoice arrives via scanning service or via e-invoice, then when it is linking to the correct vendor, Netvisor use business id, name and bank account number as search criteria.
Other vendor's identifier information: If vendor does not have Finnish business id, then it is possible to use personal identification number, VAT code, Foreign register id, TIN or foreign personal identification number.
Invoicing and address details
Here you fill the vendor's address details. When vendor country is selected, it affects the purchase invoice posting rows and it's VAT id -field.
If you create foreign vendor or vendor contains foreign bank account, then invoicing address fields needs to be filled or bank will reject the payment. If invoice is already created and vendor address is incomplete, then there needs to change the vendor into the invoice, then vendor data is updated into the invoice. This can be done via purchase invoice functions > change vendor (invoice needs to be unhandled -status).
Purchase order language: If company uses purchase orders, here you can select which language is printed on the purchase order document.
Default term of payment: This selected term of payment is default value, when invoice is created manually. When vendor is created, then there is possible to select "Always use default terms of payment in incoming invoices". If this is selected, then all upcoming invoices use this selected term of payment.
Default VAT base: Here you select the correct VAT %. This value is used on manual invoices. If invoice arrives via e-invoice, it is possible that invoice message contains VAT % and this is used on the invoice.
Default cost objects: If company uses cost objects, it is possible to add this data in vendor's data. Then when purchase invoice is created, that invoice's posting rows show this cost object. Cost objects are created in Financials > Settings > Management of cost objects
Here you can fill additional contact information's on the vendor. If company uses purchase orders and wish to send them via e-mail, then e-mail address needs to be filled on the vendor e-mail field. Comment field is internal comment and it won't be shown on invoices or purchase orders.
Below functions are shown when vendor is created.
Default currency: This also affects product data and manage purchasing information. When new purchasing information is added and vendor selected, then purchase price is shown on vendor's default currency. Also when purchase order is created and there vendor is selected, then purchase order's currency comes from vendors default currency -field.
To the management of vendor bank accounts: In this screen user can create bank account for the vendor, which is used on payments. If vendor is foreign, then bank name, account number, SWIFT/BIC are mandatory. IF payment goes to the USA, then clearing code / routing number must be filled inside bank account data. Clearing code is USABA.
If payments goes outside SEPA -area, then bank address data is mandatory. Then also "Export bank address information to payment message in addition to BIC code" must be checked.
Select also correct country and correct currency.
To the management of vendor bookkeeping data: When vendor is created, user can add new ledger accounts behind the vendor. Then purchase invoice's posting rows shows these bookkeeping accounts before any other account, when default accounts are changed. If bookkeeping account is selected as default ledger account, then this account is shown on purchase order posting rows default accounts -field.
Attachment of vendor details: In this option, it is possible to joining to vendors into one. The bank account details of the vendor will be copied to the new vendor and if wished the name and address details will also be updated to all the vendor's invoices. After a successful joining the vendor to be joined will be deleted from the system.
List vendor's invoices: Link shows vendors purchase invoices.
Purchase data: Shows if there are done purchasing information for selected vendor.
Delete Vendor: It is possible to delete the vendor if there isn't any invoices on the vendor. If there is invoice or invoices, then it is possible to inactivate the vendor. This is done, if you take away the mark from active -box.
Verifiers and circulation lists: In this tab user can add selected person, who can verify and who can approve the vendor's purchase invoices. There is also possible to add default circulation, which is used on this vendor's invoices.
Payment prohibition: In this tab, user can add payment prohibition for vendor's invoices. Comment is mandatory. If there already is payment prohibition, in this tab there is possible to remove payment prohibition.
Vendor's processing history: This tab show if there are done any changes into vendor's data.