Adding and Reviewing a Creditor

Adding and Reviewing a Creditor

Adding a creditor through encoding

When adding an invoice where the creditor does not exist yet, you can create one within the 'Encoding' screen by encoding the invoice and clicking on the plus sign next to the creditors' field.

You will be redirected to the 'Add Relation' screen. You can then enter part of the trade name in the search selection and then click on 'Select'.
The search results from the Chamber of Commerce will be displayed. In this example, the bottom result is selected, and 'Continue' is clicked.

The data known from the Chamber of Commerce registration will take over. At least an IBAN must be filled in to be able to save the relation.


*For the financial system Twinfield, the number field must always be filled in. The structure of this specific number can be changed in the division settings in Twinfield.
** In the case of Visma.net Financials: the highest creditor number is determined and then +1.

The relation is now created, but still needs to be approved. While waiting for approval, the employee encoding the invoice can save the encoded invoice, but it cannot be sent for review until the creditor is approved.



Approving the added creditor

As long as the creditor is not approved, the invoice cannot be sent for review. First, someone must approve the creditor. All employees who have the right to approve a creditor will receive an action to review the invoice. This action will be displayed in the dashboard of the main screen in the action widget.



By clicking on the action, the creditor can be reviewed. To prevent the person reviewing the creditor from changing the bank account number (e.g., to their own private bank account), those fields are locked. All other fields can be adjusted if necessary. When 'Approve' is selected, and 'Save' is clicked, the creditor will be exported to the financial package.



In addition to the action visible on the homepage within the action widget, you can also go to the 'Relationships' menu via: Application Management> General> Relationships. In this menu, you can filter on newly added creditors that need to be reviewed, existing creditors that have been modified and need to be reviewed again, or rejected creditors (which are automatically put on passive after rejection).



By displaying the creditor (magnifying glass icon), you can see when and by whom the creditor was reviewed.

Exporting a newly added creditor or updating an existing creditor

How we create the newly approved creditor within a financial package depends on the export definition, and the same applies to updating an existing creditor.

To successfully export creditors, the creditor's general ledger account number must be filled in the administration:



The following additions/changes require the creditor to be reviewed again:
  1. Name
  2. Search code
  3. Payment condition
  4. Country
  5. City
  6. Postal code
  7. Email address
  8. Address
  9. VAT number
  10. Chamber of Commerce number
  11. Activating a passive creditor
  12. Bank account number
  13. Bank account number, changing the default bank account
  14. G-Account number (if enabled)

Changing (default) bank account number

To change the default bank account number, follow these steps:
  1. Find the creditor and click on the magnifying glass to display it
  2. Scroll down to the part 'Bank accounts.' Click on the plus sign on the right to add a new bank account number
  3. Leave the default as 'No' and save the new bank account number
  4. If this new bank account number is also the new default bank account, you must first indicate that the old bank account number is not the default. You can do this by editing and saving the bank account
  5. After doing this, you can edit the new bank account number and indicate that it is the default
Optionally, you can now delete the old bank account number.

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