Miscellaneous

In this box you enter miscellaneous information and configure different settings for the customer according to the following.

Credit limit

Here you can enter the amount that should apply as credit limit for this customer. Warnings can be displayed when registering orders and performing delivery reporting, saying that the limit is being exceeded. The default value is 0 (zero). This means that there is no limit. The credit limit is entered in the company currency. By clicking the button , you will see information about the credit situation.

Bank accounts (in systems where the Customer order transfer option is used)

Clicking the Bank accounts button opens a window where you can register one or multiple bank accounts. To the left you can see the accounts you register, and there you can also select which one you wish to use by default. To the right you fill in information for the respective account according to the following. This is primarily used in systems where the Customer order transfer option is used, when you wish to be able to print delivery documents in the customer's name.

Bank account type

Here you select which type of account is being registered. You can choose between IBAN, BBAN, UPIC, and Other.

Account number/IBAN

Here you enter the bank account number or IBAN, using a maximum of 50 characters.

SWIFT/BIC

Here you enter the bank’s BIC or SWIFT code, using a maximum of 20 characters.

Clearing number

Here you enter the bank’s clearing number (not used with IBAN), using a maximum of 20 characters.

Clearing system

Here you enter the bank’s clearing system (not used with IBAN), using a maximum of 20 characters.

Currency

Here you link the bank account to a currency. The currency used by default is the same as the currency in the Export box, but this can be changed. The bank account is primarily suggested based on the currency of the invoice. If the there are several bank accounts in the same currency as the invoice, then the bank account that is set as default will be suggested.

Recipient’s country

The recipient’s country is by default the same country as is used in the mailing address, but this can be changed.

Country

In this field you enter the country where the bank is situated. By default you will here see the same country as in the mailing address, but this can be changed. The selected country affects the address format that will be applied. If you select a country that does not have a specific address format, a general address format will be applied. You link countries to address formats in the Countries procedure. If you change the country code, the address format will also be changed.

Settings for address

To the right of the Country field you find the Settings for address button where you can see and add more information that is linked to the bank's country. By clicking the button, a window called Settings for address opens with the fields Language and Document group will appear. In the window you can also see the address format that applies for the selected country. At the bottom of the window you can preview the address according to the address format.

Language

The language you select here is the language that will be used in documents to the bank. The language is filled in automatically when you select the country. The field can be edited and you can select any language. This can e.g. be useful when dealing with countries where more than one language is commonly used. By using the Lookup The Lookup feature is a powerful search tool which allows you to search and load information from large registers. You open the Lookup feature by clicking on the dropdown button or by using F4 on your keyboard. function, you can select among the languages registered as active in the Language procedure.

Document group

In this field you select a document group which determines the document group that will be used by default in documents to the bank. The document group is based on the selected language and is linked to the language in the Languages procedure.

Address format

This is an information field displaying the format applied for the selected country. This field is not possible to edit.

Preview

Here you can see a preview of the entered address in the address format of the selected country.

By using the button you can find and see the location of the entered address in Google Maps.

Name

Here you enter the name of the bank.

Address

Enter the street address or post office box number of the bank.

Zip code

Here you enter the zip code of the bank. If there are zip code tables registered for the country in question in the Zip code register procedure, you can select a zip code by using the Lookup feature.

City

Here you enter the city where the bank is situated. This field is automatically filled in if the corresponding information has been entered for the country’s zip codes in the Zip code register procedure.

The City field is available for the following address formats:

Zip code + City
City, Zip code (two rows)
City + State/Region + Zip code.

State/Region

Here you enter the state or the region of the bank. This field is automatically filled in if you have entered the country’s zip codes in the Zip code register procedure.

The field State/Region is available in the address format City + State/Region + Zip code. This address format is used e.g. in the U.S.

City/Province

Here you enter the city or province for the bank. This field is automatically filled in if you have entered the country’s zip codes in the Zip code register procedure.

The field State/Province is available in the address format City/Province + Zip code. This address format is used e.g. in China.

Private person

With this setting you can determine if the customer is a private person (private customer). If you activate this setting you can not enter a VAT registration number or a corporate ID number. Instead you will be able to enter a Personal identity number for the customer. Enter the Personal identity number without dashes (-).

Personal identity number

If the customer is a private customer, this field is available. You can then enter the customer’s personal identity number (approx. social security number). The personal identity number can be entered with 10 or 12 digits.

Corporate ID number

Here you enter the corporate ID number of the customer. If the customer has activated Factoring under the button Other invoice settings oand factoring is made via the Peppol BIS 3.0 plugin, then a corporate ID must be entered for the customer.

Our supplier number

Here you enter the supplier number that is registered for the company at the customer.

VAT registration number / Sales tax number

Here you enter the customer’s VAT registration number. This number is printed on different documents to the customer. If the entered number is already used by another customer, a message appears.

Under the Alternative delivery addresses button, you can mark Exception VAT reg. no. and enter a VAT registration number for the alternative delivery address. This VAT registration number will then override the VAT registration number on the customer.

In Malaysia this is called Sales tax number.

By using the VIES validation button you can check the VAT registration number with VIES (VAT Information Exchange System). VIES is an electronic mean of validating VAT registration numbers of economic operators registered in the European Union for cross border transactions on goods or services. There you get the answer if the number is valid or not. Depending on the national rules on data protection, some countries will also provide the name and address linked to the given VAT number as they are recorded in the national databases. The system also keeps a log over the checks/validations made, and the returned results.

If a VAT number is shown as invalid, you should in the first instance check with the company in question to make sure the number is correct (correct number of characters, correct length and country prefix). If the number, even after checking, continues to be "invalid", you should ask that company to contact his/her tax administration to request that the data in the national VAT Information Exchange System (VIES) be updated (only national tax administrations can update VIES data).

If your own company information is incorrect or out of date, you should contact your tax administration and ask them to correct the information. Keep in mind that some member states/Northern Ireland, require that such requests of updates must be made in writing or via a web form.

Some member states/Northern Ireland require a separate VAT registration for intra-EU transactions (and Northern Ireland) regarding goods and services and only record such VAT numbers in their national databases. Therefore, it is possible that a VAT number, even if correct, will not be validated through VIES, because the owner of that VAT number is not involved in intra-EU transactions (and Northern Ireland) or did not register for such sales.

TIN number

Here you enter the customer’s TIN (Tax Identification Number). The TIN is a 12 to 14 characters long alphanumeric code that combines the type of file number and income tax number for the tax payer registered with the Inland Revenue Board (IBR or LHDN) in Malaysia. A Malaysian tax payer can find their TIN on the front of their income tax declaration or via the MyTax portal.

Please note that a valid TIN must be entered. If no TIN is available or cannot be entered, you can use a general TIN provided by LHDN.

Private customer without TIN: EI00000000010
Foreign purchaser (customer) without TIN: EI00000000020
Foreign supplier without TIN: EI00000000030
Authority / Local or state government: EI00000000040

As of January 2, 2023, a new TIN structure will be used.

For individuals’ TIN (prefixed with IG);

The new prefix for an individual’s TIN is IG (replaces OG and SG).
The numeric characters in the TIN remain unchanged with a maximum length of 14 characters including the prefix.

For non-individuals’ TIN (prefixed with C, CS, D, F, FA, PT, TA, TC, TN, TR, TP, J and LE):

If the customer’s TIN starts with a zero “0” after the prefix, you need to remove the initial zeros after the prefix for the validation to be successful.
If the customer’s TIN does not end with a zero “0” (e.g. C123456789), you need to add an extra zero at the end (e.g. C1234567890). Please note that TIN for non-individuals always end in a zero (0).

Parent company (cust.)

A customer can have a Parent company (customer). This parent company can in its turn have a parent company. This way there can be many levels in the relationships between customers.

If you register a blanket order for a parent company, related customers (subsidiaries) will be able to register customer orders that make calls from the blanket order.

This field can be updated in Customer list, list type Standard, presentation Miscellaneous.

Included in

Under the Included in button, the customer’s parent company is shown.

Consists of

Under the Consists of button, the customers that this company consists of (the subsidiaries) are shown.

Service tax number

Here you enter the customer’s VAT registration number which is used when you purchase services.

Forward rate

The setting Forward rate only applies if the customer has a currency other than the company currency. If that is the case, you can check this setting if new customer orders for the customer by default should have the corresponding setting Forward rate activated. Then you get to enter the forward rate that should apply, on each new order. The forward rate entered for an order also applies during invoicing.

Stray customer

"Stray customer A customer which only makes an occasional purchase. "Stray customer" is a customer number that is used for different customers for one-time sales (non-recurring). Therefor these customers do not have to be registered in the customer register." is a customer number that is used for different customers for one-time sales (non-recurring). Therefore, these customers do not have to be registered in the customer register. If the setting Stray customer has been checked it means that printouts of reminders, if any, for that customer number will be divided per invoice and will not be gathered to a single reminder. That way, you can separate the reminder printouts for the different physical customers.

For stray customers (occasional customers), the e-mail address entered in the invoice header will always be used when sending invoices via e-mail. The e-mail address from the Customer register is never used, regardless of how the setting Recipient of invoice via e-mail is loaded from is configured.

Use VAT registration number from customer number, invoice

In the system it is possible to use the function Customer number, invoice. This means that you have two different customer numbers involved in the sales flow. On one hand, you have the customer number on which the order was registered and on the other hand you have the customer number that is used on the invoice, that is, the customer number that will receive the invoice. This setting will be marked by default when you have entered a customer number, invoice. EC sales list and Intrastat Intrastat is the system which gathers statistics relating to trade in products within the European Union. Gathering of Intrastat statistics is handled in the same way by all EU member states. export will then load the VAT registration number from the customer entered under Customer number, invoice. This also means that it is the invoice customer’s VAT registration number which is shown on the customer invoice document and which is recorded in the EC sales list and the Intrastat report.

Customer no., VAT agent

This field can be applied when using EDI EDI is the acronym of Electronic Data Interchange. EDI is about exchanging electronic business documents with your business partners, e.g. customers and suppliers. The EDI concept can be wide and a bit unclear, and can many times be used about all types of documents which are sent electronically, even if it might be PDF files sent via e-mail or publishing business documents on a website. What we refer to as EDI – and what is traditionally meant by EDI – is structured business documents following given standards, electronically sent or received and which are compiled and interpreted automatically and that is integrated with the customer's/supplier's ERP system.. Here you can select if another customer will act as VAT agent. The VAT agent is included in the EDI export format for customer invoice.

Exclude from LHDN

The setting Exclude from LHDN only applies if the invoices for the customers should not be uploaded to LHDN. If that is the case, you can check this setting.

If the invoice should be uploaded to LHDN, the checkbox must be unchecked. The invoice will then follow the new invoice flow in Monitor ERP and be uploaded to LHDN.

When you click the Approve button in the Register invoice directly or Review/Approve invoice, a dialog window opens. In the dialog window you can select to either:

Approve invoices and request approval from LHDN right away.
Approve invoices and request LHDN approval at a later point in time.

Multiple orders via e-mail

Determines whether multiple order confirmations should be attached to a single e-mail or whether each order confirmation should be sent in a separate e-mail.

You use the system setting called Maximum size for files in e-mail to determine the allowed size of these attachments. If the attached files in one e-mail message are bigger than the entered size in MB in the system setting, the e-mail message and the attached files will be split into two or more e-mails. The default size is 10 MB.

Multiple invoices in e-mail

Determines whether invoices should be attached to a single e-mail or whether each invoice should be sent in a separate e-mail.