How To: Financial Setup for EC Suppliers
Table Of Contents
This article explains how to configure a supplier within the European Community (EC) and prepare related stock items for purchasing and accounting purposes.
Setting up an EC supplier correctly ensures that VAT, currencies, tax rates and product information are processed accurately throughout Khaos Control.
Configure the Supplier Record
Open the supplier account and go to the [ Supplier | General ] tab.
Configure the following fields:
- Enter the supplier's Tax Ref.
- Tick the EC Company checkbox.
- Tick the Company Pays Tax checkbox.
Configure System Data
Open the [ System Data ] screen and review the following areas:
Currencies
Ensure all required currencies are configured correctly.
For each currency, verify that the appropriate:
- EU flag is set where required.
- Tax flag is set where required.
Currency Conversion Rates
Configure and maintain the currency conversion rates that will be used when purchasing from overseas suppliers.
ICN Numbers (Optional)
Create and maintain any required ICN numbers.
Tax Rates
Confirm that the correct tax rates have been configured and are available for EC transactions.
Configure Banking
If the supplier will be paid in a currency other than Sterling, create a suitable foreign currency bank account.
For example:
- Create a Euro bank account for suppliers who will be paid in Euros.
Configure Stock Items
Once the supplier has been configured, update the relevant stock items.
Set the ICN Number
Open the [ Stock | Detail | Accounting ] tab.
Enter the appropriate ICN Number for the stock item.
Configure Suppliers
Open the [ Stock | Detail | Suppliers ] tab.
- Add the supplier to the stock item.
- Mark at least one supplier as the Preferred Supplier.
Tip: If you need to update multiple stock items, use Block Change Selected Items from the [ Stock | List ] tab context menu to apply changes to several items at once.
Important Information
Countries and VAT Configuration
Khaos Control is normally supplied with the ISO-3166 country list already configured.
A UK zone is also typically included, containing:
- United Kingdom
- Guernsey
- Isle of Man
- Jersey
Each country record contains indicators that determine whether:
- VAT applies (Tax flag).
- The country should be treated as an Other Member State (EU flag) for VAT purposes.
In most installations no changes are required. However, you may need to review these settings if you:
- Separate territories such as the Canary Islands.
- Group countries into a trading zone, such as the European Union.
- Create separate country records for England, Scotland, Wales or Northern Ireland.
Validate Your Configuration
After making changes, run a Health Check from the main screen's File menu.
The Health Check will identify any significant issues within the Country table and help ensure the system is configured correctly for EC trading.
Summary
To successfully set up an EC supplier:
- Configure the supplier's tax and EC settings.
- Ensure currencies, conversion rates and tax rates are in place.
- Create an appropriate foreign currency bank account if required.
- Assign ICN numbers and preferred suppliers to stock items.
- Verify country and VAT settings and run a Health Check to confirm the configuration is correct.
Following these steps will help ensure EC purchasing transactions are processed accurately throughout Khaos Control.