Creditor groups – Uniconta

Accounts payable/Maintenance/Credititor groups.

Vendor groups are primarily used to divide up vendors so that the purchase can be posted to different financial accounts.

In Uniconta, you can choose whether the creditor group should work with creditor group coding or product group coding.

Local menus

Add creditor group: Click here to add a creditor group.

Edit: Click here to edit a creditor group.

Copy creditor group: Here you get the option to copy the creditor group you are in.

Item accounting: Here you can build a matrix so that purchase accounting and cost of sales are posted in a cross product of vendor groups and item groups. Read more here.

Layout: Here you can select and save a layout. Read more here.

All fields: This button shows all fields in the creditor group you are in.

Description of fields

ATTENTION! You can select some of the fields elsewhere in Uniconta (on the purchase order, credit card, product group, etc.). There is a hierarchy that determines what information Uniconta uses. Read more about this hierarchy further down in this article.

Description

Group: Here you enter a short name for the group.

Name: Here you enter the group name.

Default: Select whether this group should be applied to all creditors by default. If a creditor group is set as default, a creditor will have this group applied if 'Group' is not filled in on the creditor card. ATTENTION! Only select one default group.

Automatically generated key: Here you can select a number series for “Creating keys”. Number series have two purposes: the number series can be used to determine whether the series should be used for document numbers or to generate key values on records. Note that the number series now has a length field so that Uniconta can prepend 0s and apply prefixes. Read more here.

Settings and preferences

Purchase accounting: In Uniconta, you can choose whether the creditor group should work with creditor group accounting or product group accounting. If vendor group posting is selected, all postings in the vendor group are posted according to the accounts and VAT codes selected in this vendor group. Read more about the posting hierarchy in Uniconta further down in this article.

Compress entries: If checked, financial entries from an invoice are compressed so that the items from the line items are combined if they are posted to the same account. If unchecked, all financial entries will be generated. ATTENTION! "My entries are gone." If you have summarized your financial records and the total in an account goes to zero, they will not be posted in finance.

Invoice

Price lists: Here you can select a price list for all creditors in the group. Read more about price lists here.

Layout group: Here you can select a layout group for your documents to be sent to all creditors in this group (invoices etc.) Read more here.

Item name group: Here you can select an item name group (which describes the items in different ways or languages) for all creditors in this group. Read more here.

Payment options

ATTENTION! A “Payment” group has been created. The new field “Notification text” has been added to the group.

Accounts

Collector account: This one must be a creditor omnibus account with account type 'Creditors'. Read more here.

Final discount: Here you can select an account for final discounts.

Cash discount: Here you can select an account for cash discounts. Read more here.

Currency settlement: Here you can select an account for currency settlement. Read more here.

Discount received: An account and a counter account can be created to record discounts received in connection with the purchase order. Read more here.

Discount received (counter account): An account and a counter account can be created to record discounts received in connection with the purchase order. Read more here.

Inland

Purchase account (Domestic): Here you select a purchase account for all creditors in the group that is set to 'VAT zone - Domestic' on the creditor card.

Purchase VAT (Domestic): Here you select a VAT code for all creditors in the group that is set to 'VAT zone - Domestic' on the creditor card.

VAT operation (Inland): Here you select a VAT operation for all creditors in the group that is set to 'VAT zone - Inland' on the creditor card.

Use these values by default: If a vendor group specifies purchase account and purchase VAT Domestic but not International (the fields are empty), you can check 'Use these values as default' under Domestic. This will use 'Domestic' as the default purchase account and purchase VAT.

EU member states

Here you select a purchase account, purchase VAT and VAT operation for all creditors in the group set to 'VAT zone - EU member states' on the creditor card.

Abroad

Here you select a purchase account, purchase VAT and VAT operation for all creditors in the group that is set to “VAT zone - International” on the vendor card.

Not registered for VAT

Here you select a purchase account, purchase VAT and VAT operation for all creditors in the group set to 'VAT zone - Not VAT registered' on the creditor card.

VAT free

Here you select a purchase account, purchase VAT and VAT operation for all creditors in the group set to “VAT zone - VAT free” on the creditor card.

The hierarchy for coding and other setups

You can select some of the fields in vendor groups (accounts, purchase prices, price lists, layout groups, etc.) elsewhere in Uniconta.

The hierarchy of what information Uniconta uses is as follows:

Order line.
Order header.
The credit card.
Inventory management (if set up). Read more.
The vendor group (if 'Vendor groups' is selected under 'Purchase accounting' on the vendor group).
The item group (if 'Item groups' is selected under 'Purchase accounting' on the vendor group).

Examples:

If price list 1 is selected on the vendor group but price list 2 is selected on the vendor card, Uniconta uses price list 2 as the vendor card is higher up in the hierarchy than the vendor group.

If a different layout group is selected on the order than on the credit card, Uniconta will use the one on the order, as the order is higher up in the hierarchy than the credit card.

If one Purchasing account is selected on the order and another on the vendor group, Uniconta will use the account from the order, as the order is higher up in the hierarchy than the vendor group.

If item group accounting is selected on the vendor group, Uniconta will only look at vendor group accounting if item group accounting is not filled in on the item group.

Note! The VAT code used when posting a purchase invoice is found using the VAT hierarchy described here.

What happens if not all revenue accounts are filled in the group?

You must fill in 'Purchase account (Domestic)' and 'Purchase VAT (Domestic)' otherwise you cannot save the vendor group.

If the vendor group is set to 'Purchase accounting - Vendor groups' but other purchase accounts (e.g. 'International') are not filled in and 'Use these values as default' under 'Domestic' is not checked, you get the error: 'Account number not specified'.

If the vendor group is set to 'Purchase accounting - Product groups' but other purchase accounts (e.g. 'International') are not filled in for the product group and 'Use these values as default' is not checked under 'Domestic', Uniconta will jump to the vendor group. If purchasing accounts are not filled in here, you get the error: 'Account number is not specified'.

If the vendor group is set to 'Purchase accounting - Item groups' but there is no item number on the order, then vendor group accounting is used.

If 'Goods accounting' is selected, this is used. If an account is not specified under 'Goods accounting', Uniconta will jump to item group coding (if 'Purchasing coding - Item groups' is selected on the vendor group) or to vendor group coding (if 'Purchasing coding - Vendor groups' is selected on the vendor group).