Add a purchase contact

If you order something from a person or an organisation, you must add a new purchase contact for this purpose.

A purchase contact is always based on an organisation or person. General information such as name, search name, address, postal address and communication data is recorded at the organisation or person level. At the purchase contact level, you record specific information that is required for invoicing and invoice payment.

To add a purchase contact/creditor:

1. Go to:
   • Financial / Creditor / Creditor
   • Order Management / Purchase / Purchase contact.
   • CRM / Organisation/person / Purchase contact
2. Click on: New.
3. Specify whether this purchase contact is based on an organisation or a person.

   Depending on your choice (Organisation or Person), the next window displays different fields.

4. Click on: Next.
5. Add the data for the organisation or person.

   Always base a new purchase contact on an organisation or a person. This can be a new organisation or a new person, as well as an existing one. If you want to add a purchase contact on the basis of an existing organisation or person, you must enter the name of the organisation or person in the Name field and then click on the search button behind this field and choose Matching organisations or Matching persons.

   If you have a contract with company.info and you wok with AFAS Online, you can click on the search button behind the name field. Here the Search in company information action is available.

   If you do meet the requirements but do not see this button, the communication profile is probably blocked.

   More information:

   Configure searches for company information

   When adding an Organisation, Sales Contact and/or Purchase Contact, you can search in company information. To do so, you must unblock the Company Information communication profile.

   Note:

   This functionality is only available in AFAS Online.

   To unblock the Company Information communication profile:

   A communication profile is always supplied with the blocked status. You now first have to unblock this profile so you can use it to exchange data.

   1. Go to: General / Communication service / Communication profile.
   2. Open the properties of the Company and address information profile.
   3. Go to the tab: General.
   4. Deselect the Blocked check box.
   5. Click on: OK.

   Profit automatically enters the search name on the basis of the name entered.

6. Change the search name, if desired.

   Profit displays a window for entering the creditor’s address.

   (If you do not enter the address, you can continue to add the creditor, but you cannot use the creditor in Profit.)

7. Press: Tab. and Profit supplements the address information to the extent possible. Complete the address and finish up with OK.

   Note: 

   Profit by default checks the Dutch addresses for completeness. In the case of international addresses this is sometimes undesirable. In that case you can disable this check in the properties of the relevant country. The Tab will not function when this check is turned off.

   If a foreign city does not yet exist, you can add it to the city table.

8. Select the Provide values for additional organisation fields check box.
9. Click repeatedly on: Next.

   Deselect the Auto numbering check box to enter the creditor number.

   If this check box is selected, Profit will automatically generate the code using the auto-numbering function.

10. Select the Is creditor check box.
11. Select the Is creditor check box if the purchase contact has the status Creditor. If you do not select this check box, the organisation remains a potential purchase contact.

    

12. Select Euro in Currency for Dutch Creditors. For international creditors, select the currency code that applies to their country.
13. If desired, select a deviating purchase contact profile in Profile.

    In a purchase contact profile, you specify the reports you want to use for the order process and the invoices. Profit provides a default profile. If you do not make a selection, the default profile is used.

14. In the Summary account field, select the ledger account where you want to journalise the entries for the purchase contact (creditor).

    The Preferred contra account appears automatically if you add a purchase invoice from the purchase journal. In combination with other creditor data, Profit will complete just about all the purchase journal for you so that even a manual entry is largely automatic.

    Note: 

    If the purchase contact is a creditor, then the Summary account and Payment condition fields are mandatory.

15. Select the VAT duty.
16. Enter the VAT Number.
17. Select the Payment condition.
18. Click on: Next.
19. If applicable, complete the remaining fields for the purchase contact.
20. Click on: Finish.