If the client/supplier is from an EU member state, it is important to complete the company name and VAT number fields in the main details section (the validity can be verified on the European Commission’s website). Enter the VAT number in the field without spaces.

If the client/supplier is from outside the EU, the VAT number field should be left blank, and the other settings should be completed in the same way.

To add a company name, type the name and click “Add new” on the line with the plus sign.

For detailed information, at minimum the “Street address” and “Country” fields should be filled in (the country is important for intra-Community supply declarations). It is also useful to add an email address, which will be offered by default when sending messages to the client/supplier.

In the settings section, it’s helpful to set up the following:

1. Invoice due date in days is set by default in the environment settings. If you want to assign a different due date for a specific client, enter the number of days here.
2. In the purchase invoice due date in days field, you can enter the default payment term for invoices related to this supplier.
3. Here you can set the default language for the client, which will be used for the invoice PDF. The available languages can be modified under Environment settings.
4. If you want to use a different invoice template than the default when sending invoices to a client, you can link a specific template here. This will be used when creating a new invoice.
5. For intra-Community sales (EU sales), select the VAT type 0% EU sales of goods or 0% EU sales of services. For non-EU clients, select 0% Goods export or 0% Services export.
6. For intra-Community purchases (EU purchases), choose the VAT type 0% EU purchased services or 0% EU purchased goods. For non-EU suppliers, select 0% Import.
7. The receivables account does not need to be specified if you record all receivables from clients under a single account (1210 Trade receivables).
8. The liabilities account does not need to be specified if you record all payables to suppliers under a single account (2310 Trade creditors).
9. Assigning a cost account makes entering purchase invoices easier: when you select the supplier, the related cost account is filled in automatically. If needed, you can still change the account on the invoice.