System Data Countries


The Countries screen contains a list of countries for accounting, addressing, credit control and delivery purposes, see How To: Configure the Country Table.

To ensure that the correct VAT rate is shown on customs invoices, you MUST tick the Enable Country VAT Rate in [ System Data | International | Countries ].

Countries Grid

  • Country Name: the name of the country.
  • Code: two character country code, for example GB, US.
  • Code(3): three character country code, for example GBR, USA.
  • Zone: countries can be allocated to a zone, which can then be used in conjunction with Courier Banding, Delivery Rates and Harmonisation Codes, for example, all European countries could be allocated a zone code to enable sales to be charged at the same delivery rate. The zone is defined in [ System Data | Country Zones ].
  • Delivery: Whilst a delivery charge may be set against each country, this has largely been superseded by Delivery Rates.
    Using Delivery Rates allows you to set your delivery charges based on the Courier being used, where in the world the order is going (country/zone), the weight and/or value of the order and by postcode area for UK destinations. All of this can be set-up for different Company Classes.
  • Max SO Val: Where you wish to exercise credit control on a per country basis, it is possible to set a maximum Sales Order value (max_so_value) against each country's record - setting this to zero means 'no maximum value'.
    When a Sales Order is raised against a Customer whose Country has a non-zero "max_so_value", the Sales Order's gross total is compared with "max_so_value". An exception is raised when the Sales Order is saved if its gross total exceeds the maximum Sales Order value.
    1. This option works in conjunction with the Country selected on the [Customer | Detail | Financial] screen.
    2. You may find it useful to set a "max_so_value" of £0.01 for those countries where sanctions have been imposed and where there are stricter trade controls in place.
  • Options:
    • Tax checkbox: indicates whether the country is subject to VAT (pays_vat).
    • EU checkbox: indicates whether the country is to be treated as an "other member state" for VAT purposes (eu_member); this affects how sales and purchases appear on VAT Returns, EC Sales List and Intrastat reports.
    • TR Exclude checkbox: allow the option to hide VAT transactions in the Tax Register screen for every country that has this option ticked. The user will need to tick the Exclude specified countries from TR in the Advanced options in the Tax Register screen.
      Note: The use of this option is not generally advised. Please consult with your accountant prior to making any changes to this setting.
    • Use Customs Inv: checkbox: If this option is ticked and the country applicable is either the INVOICE or DELIVERY country for a sales order, all actions which print the invoice document (including the email trigger) will use the customs invoice instead of the standard invoice document. To configure a new Customs Invoice Report, see How To: Setup a New Customs Invoice.
    • Web checkbox: counties ticked will be used in the Countries feed in the Web Service.
      Note: You may wish to untick the "web publish" checkbox for those countries where sanctions have been imposed and where there are stricter trade controls in place.
    • Enable Country Tax: this option must be ticked to ensure that the correct VAT rate is shown on customs invoices if using Country Specific VAT.
    • Include on UK VR: this will add the NET SALE value of the sales invoice to the UK VAT Return, so that Rest of World countries work similar to EU country VAT sales, where the Net + Tax goes to the country tax register, but the Net also appears on the UK tax register. This option is not enabled by default. If you would like it enabled, please email Development and quote development number 021346.
      Note: The "Country VAT EC Sales Excluded" option in [ System Values | Accounts | General | Miscellaneous ] overrides/supersedes this option in System Data. See Extend Country Specific VAT to work for non-EU countries for more information.
  • Sale Nominal: record sales for one or more countries against a specific sales nominal account codes.
  • Currency: set a default currency per country so when new customers are created and a country is selected against them the currency will default to the currency defined against that country, see How To: Set a Default Currency for each Country.
  • Tax Number: if using Country Specific VAT and registered for Tax in an EU country, you must add your Country Specific VAT number here.

Countries Context Menu

  • VAT Rates: if using Country Specific VAT this allows you to set the VAT rate per country.
  • Colour Legend: the colour legend for the grid.
  • Apply Value Range: allows the user to specify a value that is to be applied to all of the currently selected rows/items for the current column.
  • Clear Selection: deselects the currently selected line(s).

Running Health Check on the Country Table

Khaos Control's Health Check facility, which is run from the main screen's file menu, performs a series of checks on the country table. It warns of:

  • ISO 3166 country names not found in the country table;
  • Other (non-ISO 3166) country names present in the country table; and both
  • Those countries that should have the EU checkbox ticked, but don't; and
  • Those countries that should not have the EU checkbox ticked, but do.

See Also

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