The creditor list provides an overview of your creditors (suppliers). You can find the creditor list under Creditor/Creditors.
Here you can add and/or edit the information you have stored on your creditors, including dividing them into groups, setting different payment deadlines, VAT types and more.
Videos about creditors
- Create accounts payable including contacts and purchase orders
- Purchase order management including vendor creation, goods receipts, purchase invoicing, etc.
- Accounts payable functions
Create a creditor
There are two direct ways to create a creditor:
- From the Vendor / Creditor overview
- From the
Quick menu
Below is how you can create a vendor via the vendor overview.
Create a vendor by clicking “Add” on the ribbon and fill in the fields in the screenshot below.
Press “Save” when you're done and you're ready to create another new vendor.
Description of buttons
Description of the buttons on the ribbon below Vendor/Creditor
| Button | Button description |
| Add | Select this button if you want to create/add a new creditor to your creditors list. If you select Add/Copy, a new creditor will be created as a copy of the creditor you have selected when the button is selected. |
| Edit | Select this button to open the creditor card of the selected creditor so you can view/edit this creditor's information. |
| View details | Select this button to open the creditor card of the selected creditor, so you can view this creditor's details without being able to change the information. |
| Refresh | Updates the information on the screen, such as the date of the last invoice, if changes have been made to the displayed data after the screen has been opened. |
| Filter | Use the Filter button if you want to filter your Vendors so that you only see them in a specific country or similar. You can read more about the Filter function here. |
| Layout | Layout allows you to Add more fields to the screenshot, Save, Delete, Edit or Retrieve saved layouts. Read more about the options under Layout here. |
| Contacts | Create and maintain Contacts for the selected Vendor. Read more about contact persons here. |
| Supplier item number | Here you can see the special supplier item numbers and/or supplier item descriptions defined on the item name group associated with the vendor. Read more about the item name groups feature here. |
| Purchase prices and discounts | If the Vendor price list field is filled in, you can use this button to view and maintain the prices listed on the Vendor price list. Read more about Vendor price lists here. |
| Follow-up | View and add follow-up activities on the selected vendor. The button only appears if CRM is enabled under Company/Maintenance/Turn features on/off. Read more about follow-up activities here. |
| Bank details | The menu item only appears if "(Vendor) Accept bank details" is selected under Company/Maintenance/Configure application functionality. Read more about Vendor bank information approval here. |
| Attachments | Attach a note or document to the selected vendor. Read more about attachments here. |
| Transactions | See all entries in the selected vendor account. You can also double-click on a vendor to see the entries on the vendor. |
| Open transactions | Shows all Open transactions on the selected Vendor, so you can offset open transactions with each other if necessary. Read more about offsets here. |
| Account statement | Displays the bank statement for the selected creditor for a desired period. Read more about creditor bank statements here. |
| Lager-Transactions | Shows an overview of all the goods/services you have purchased from the current supplier including the date purchased, price etc. Read more about stock transactions here. |
| Pivot table | View a pivot table with the selected creditor's information. Read more about this feature here. |
| Purchase orders | View an overview of ongoing purchase orders for the selected vendor. From the overview, you can also create new purchase orders or edit existing purchase orders. Read more about purchase orders here. |
| Invoices | View an overview of invoices posted to the selected vendor. Read more about the purchase invoice overview here. |
| Reports | Select this button to view item/supplier statistics on the selected vendor. |
| Check | Select this button if you want to use the function to update your creditor, you can either choose to update the address in relation to CVR.dk. |
Description of fields
Below is a description of the fields on the creditors
| Field name | Field Description |
| Description | |
| Account | The creditor's account number. Max. 20 characters |
| CVR no. | The Vendor's CVR number. Read more here |
| Account name | Creditor name/company name. Max. 100 characters |
| Address 1, 2 and 3 | Vendor's street name + number and any PO Box or similar. |
| Postal code | The creditor's postal code. |
| City name | City of the creditor. |
| Country of creditor | Creditor country |
| Language | Choose from 26 different languages in the drop-down menu. NOTE! If language is set to “Default”, the system selects the language based on the country that the supplier is set up with. The language selected here determines which language various headlines etc. are displayed in on various printouts to the supplier. |
| Phone number | The creditor's phone number. |
| Contact | Enter the name of a contact person for the creditor if necessary. Multiple contact persons can be created for each creditor from the creditor overview. Read more here. |
| Email to contact person | Enter the email address of the contact person if necessary. Multiple contact persons can be created for each creditor from the creditor overview. Read more about contact persons here.
If the field is filled in and the envelope icon is clicked, the Outlook email client opens and the email address is transferred so you can write an email to the contact person. |
| www | Creditor's website address |
| Mobile phone | Creditor's mobile phone number |
| Blocked | Check the box if the vendor should be blocked. When a creditor is blocked, no entries can be posted to the creditor. The field can also be used as a delimiter for various reports.
If the vendor is blocked, it will not appear when looking up the following places: Accounting journal under account/counter account. |
| Industry code |
|
| Condition | The field comes from the CVR register and shows the company status, e.g. “Active” or “In bankruptcy”. The field can also be set manually.
The field is updated if you select “Update Addresses via CVR” If the company status is anything other than “Active”, a warning will appear if an order, purchase or quick invoice is made. |
| Group of products | |
| Group of products | Select the creditor group the supplier should be assigned to. If the field is not filled in when creating the vendor, the vendor will automatically be assigned to the vendor group that is selected by default. Read more about creditor groups here. |
| Shipping and handling | Select one of the shipping methods you have set up, e.g. PostNord. The field only appears if you have checked the Shipments field under Company/Maintenance/Configure application functionality. Shipments is part of the Orders/Purchasing module. Read more about Shipments here. |
| Delivery condition | Select one of the Terms of delivery that you have set up. E.g. free shipping or similar. The field only appears if you have checked the Shipments field under Company/Maintenance/Configure application functionality. Shipments is part of the Orders/Purchasing module. Read more about Terms of delivery here. |
| Employee | Add an employee/vendor to the vendor. If the individual employee in the employee directory is linked to a Uniconta login, this field will automatically be filled in with the Name of the Employee linked to the Uniconta user creating the vendor.The Employee will be added as 'Approve 1' in Physical vouchers (Inbox).Read more about Employees here. |
| Mom zone | For example, select whether the vendor belongs to VAT zone domestic or EU member state, etc. If this field is filled in, it is not necessary for Purchase orders/Purchase invoices posted via the Vendor module to fill in the VAT field on the vendor if the vendor and/or Item groups specify which VAT code to use for the suppliers in the different VAT zones. Read more about the Vendor groups here. Note! The VAT zone field has no meaning when posting purchase invoices via General journals. |
| VAT | If necessary, fill in the field with a VAT code. It is not necessary to fill in the VAT field if the VAT zone field is filled in and Purchase orders/purchase invoices are posted via the Vendor module. Read more under the description of the VAT zone field above. The VAT field is used when posting purchases via an accounting journal if the Use Customer/Vendor VAT in journal field is checked in the Journal setup. If this field is not checked, the VAT code is by default retrieved from the financial account selected in the Journal. |
| Currency code | Select the currency to post in for the current vendor. |
| Final discount % | Enter an agreed final discount percentage. This will then be automatically suggested as the final discount on all purchase invoices/purchase orders, although it can be changed. |
| Line discount % | Enter an agreed discount percentage if applicable. This discount will then automatically be suggested on all purchase lines for the current supplier. |
| Delivery time | |
| Project type | Enter a desired project type if, for example, everything purchased from this supplier is contractor work or similar. |
| Debtor | If the creditor and debtor have been merged, the debtor that has been merged with this debtor can be seen in this field. |
| Created | If this field is not filled in manually, the current date of creditor creation is set. The field can be edited. |
| Payment options | |
| Accept bank details | Version-94The field only appears if you use creditor bank details authentication. Read more here |
| Payment method | Here you can choose how the creditor is paid.
For example, select +71, the vendor's bank account or IBAN. Read more about creditor payments here. |
| SWIFT | Fill in the supplier's swift number if IBAN is selected in the Payment method field. |
| Payment ID | The field is filled in differently depending on the selection in the Payment method field:
Payment method field=
|
| Advisory text | Version-94. In this field you can enter a notification text for the current Vendor. Alternatively, you can enter a general notification text for the Vendor groups and the File formats for methods of payment under Vendor/Maintenance/File formats for methods of payment. Among other things, the notification text can contain various codes that refer to invoice numbers etc. Read more about setting up notification texts here. |
| Allowed co-payment | Version-94Default this field will be checked. You can uncheck it if you do not want to collect your payments for the specific vendor. |
| Reference in payment | Enter a customer reference if necessary. |
| Payment format | Select a payment format if necessary. You can choose between created payment formats under Accounts payable/Maintenance/Payment method file formats.
If no payment format is selected on the Vendor, the payment format marked as default under File formats for methods of payment is automatically suggested. Read more about creditor payments here. |
| Payment options | Select the payment terms you want to apply to the vendor. Read more about payment terms here. |
| CRM | The CRM module must be enabled under Company/Maintenance/Turn features on/off |
| CRM groups | Here you can choose between the created CRM groups.
A CRM group is created under CRM/Maintenance/CRM groups |
| Interests | Here the Vendor's area(s) of interest can be selected.
Interests are created under CRM/Maintenance/Interests. |
| Products | Here the Vendor's Products can be selected.
Products are created under CRM/Maintenance/Products. |
| Invoice | |
| Email to supplier | Email address for your creditor e.g. info@uniconta. com
If multiple email addresses are used for the Vendor, you can enter ";" between the email addresses in this field. Alternatively, multiple email addresses can be defined for the Vendor under the Contacts button on the Vendor overview. Read more about contacts here. |
| GLN number | Enter the creditor's GLN/EAN number here if you want to receive OIOUBL invoices from this supplier.
Read more about the possibility of receiving OIOUBL/EAN invoices here. |
| SE number | Enter the creditor's SE number, if applicable |
| EORI | Read about Eori here |
| Balance method | By default, the field is filled in with the value Open item, which means that the vendor's entries can be offset when posting payments etc.
If Balance is selected, items from the oldest balance are offset without regard to whether a payment from the payer is payment for a single or multiple invoices. This means that when Balance is selected here, it is in principle not possible to make offsets. In this case, only a total sum of the items is shown under open items. Read more about offsets here. |
| Expense account | Select an expense account to which purchases from this vendor should be posted. If the field is not filled in, the account will be retrieved from the vendor and/or product groups instead. If the field is filled in here, this account will be suggested as expense accounts in the Inbox, for example. NOTE: This field must not be filled in if inventory management is used. |
| Enumerated texts | Enumerated texts are suggested as text on Physical vouchers (Inbox) and in accounting drafts. |
| Invoice account | If necessary, select another vendor in this field. It will then be this vendor that the invoices are posted to. For example, it could be a local store that sent the goods, but the vendor's head office sends the invoice. |
| Layout group | Assign the creditor to a layout group if you want a special layout to be used for e.g. requisitions for this particular creditor. Read more about layout groups here. |
| Item name group | Assign the creditor to an item name group if you want special item numbers and item texts to be printed on e.g. requisitions for this particular creditor. Read more about item name groups here. |
| Pricelist | Select a supplier price list in this field if you want special prices to apply to the current vendor. Read more about supplier price lists here. |
| Our account number | Enter your account number with your supplier, if applicable. This is the number your company is set up with in the supplier's system. |
| Last invoice | The field is updated with the date when the last invoice was posted to the vendor. |
| Delivery address | |
| Delivery name etc. | In the delivery fields, you can enter a fixed delivery address for the vendor. |
| Dimension | |
| Dimensions field | If you have created dimensions under Finance/Maintenance/Dimension, e.g. Department, Carrier and Purpose, these fields can also be viewed on the individual vendor, so you can select which department etc. the vendor belongs to. |