All business partners of the company are added as contacts – suppliers and customers. As there are business partners with whom both sales as well as purchase transactions are made, then both types of companies are in one contacts database. Adding contacts is related to the Krediidiinfo database – by finding the name of the company being sought there, the following fields are filled automatically: name, registry code, registry code type, VAT identification number, address, telephone and e-mail. The Krediidiinfo search will only work by knowing the beginning of the business name.
NB! Important link: in order for VAT calculation to work on the purchase invoice in Envoice, the VAT identification number field of the supplier must be completed on the contact card. Otherwise VAT calculation will not be enabled for the purchase invoice.
The left side of the adding contacts view can be filled with a Krediidiinfo inquiry, the information necessary for simplifying and automating the company’s operations must be added to the right:
Type: if a private person is selected as the type, some checks of the mandatory requisite information of invoices by Envoice are weaker – for example the registration code and full address are not required.
Name: adding Estonian companies into contacts is connected to the Krediidiinfo system by the beginning of the business name, foreign companies can be added by hand.
Registry code country: in which country the company is registered will be entered here.
ERP code: the contact code in the accounting software that is used is entered here, the company’s default registration code.
VAT identification No.: VAT register number, necessary to be completed for the operation of the VAT recalculation functionality on purchase invoices in Envoice.
Recipient of the payment differs from the supplier: functionality will appear on purchase invoices if the invoice is submitted by one division but the payment is made to another authority.
Settlement account: the settlement account entered here is suggested when entering the purchase invoice and this can be used to generate payment files.
Client reference number: here you can enter the reference number already in use or if the reference numbers system is taken into use in Envoice, these are displayed here.
Default currency: the main used currency can be selected from a drop-down menu, this is good to use if this always differs from the company’s main currency.
Default payment term: in days that are used for entering sales as well as purchase invoices.
Default means of payment: good to use if it differs from the means of payment used by default, which is a transfer.
Default VAT: good to use for this to be used automatically when entering purchase invoices.
Subdivision/department: the functionality can be used for example with the software PMen.
Envoice e-invoice key: this allows to send e-invoices inside Envoice if the transaction partner is also an Envoice user.
Additional information for the entry clerk: important information that must be known and taken into account for digitisation can be added here.
I want invoice rows: the drop-down menu allows to select: no, yes and undefined, by client.
Group company: adding a tick opens the option to note another means of payment for a company in the group.
Merge duplicate contacts
If you have more than one contact entry for the same customer or supplier, you can combine them.
- Click Settings, then click Contacts.
- Choose the contacts you want to merge.
- Tap Options and then Merge.
- Choose the contact you would like to keep and click Merge
This action cannot be undone! You can not separate contacts that you have merged.
All the transaction history is merged into the history of the contact you keep. No transactions or documents are deleted.
Make sure you do the same in your accounting software.