Companies & Contacts Terminology

Companies

Company

• Company name
• • The name of the company/individual, whether for sale or purchase.
• Company type(s)
  • Used as a way to categorise companies when searching/filtering.
  • There are two default options of customer and supplier, with additional options available in the Settings menu.
• Internal contact
  • This is the user's internal contact, determines who will be dealing with the customer/company.

  Account Details

• Account ref
  • An account reference field that can be used to store any previous account reference codes that have been used for the customer/company.
• VAT registration
  • The VAT Registration number (If applicable) for the company.
• Sales account
  • Nominal accounts codes for sales to the customer/company. When an invoice is generated, the nominal should come from the part.
  • This is used as a backup in case the nominal against the part does not exist.
  • If accounts integration is present, the codes (found in the Settings menu) will feed through from the accounts package
  • If no integrated accounts package is present, codes must be added manually.
• Purchases account
  • Nominal Accounts Code for Purchase to the company. When an invoice is generated, the nominal should come from the part.
  • This is used as a backup in case the nominal against the part does not exist.
  • If accounts integration is present, the codes (found in the Settings menu) will feed through from the accounts package.
  • If no integrated accounts package is present, codes must be added manually.
• Sales VAT
  • VAT rate applied to sales for the company. This VAT rate takes priority over the part VAT rate, as the company may not have VAT applied to sales (eg A UK company trading with an EU company with an applicable VAT Number).
  • If accounts integration is present, the codes (found in the Settings menu) will feed through from the accounts package.
  • If no accounts package is present, codes must be added manually.
• Purchases VAT
  • VAT rate applied to Purchases for the company. This VAT rate takes priority over the part VAT rate, as the company may not have VAT applied to purchases (eg A UK company trading with an EU company with an applicable VAT Number).
  • If accounts integration is present, the codes (found in the Settings menu) will feed through from the accounts package.
  • If no accounts package is present, codes must be added manually.
• Sales payment terms
  • This information is used when a Sales Order Invoice is generated for the company, populating the due date based on the invoice date + N number of days.
  • If this field is left blank against a company, it is a required field, and will be populated with the default payment term of 'Standard'.
• Purchase payment terms
  • This information is used when a Purchase Order Invoice is generated for the company, populating the due date based on the invoice date + N number of days.
  • If this field is left blank against a company, it is a required field, and will be populated with the default payment term of 'Standard'.
• Default currency
  • The company's default currency.
• Main contact
  • This is the main contact that you will deal with within the company. This may be a contact that exists on the system but if not then a new contact can be added.

Address

• Address name
  • Company Address name.
• Address line 1
  • The first line of the company's address.
• Address line 2
  • The second line of the company's address.
• City
  • The city in which the company is located.
• Post code
  • The company's post code.
• County/Province
  • The company's county.
• Country
  • The company's country.
• Address type(s)
  • The type of address - eg, head office, warehouse depot.
• Contact details
  • The contact associated with a company.
• Phone
  • Company phone number.
• Fax
  • Company fax number.
• Website
  • Company website.
• Email
  • Company email.
• GDPR compliance
  • Toggle (Yes/No) - Are the recorded company details GDPR compliant?
• GDPR consent
  • Toggle (Yes/No) - Has the company provided GDPR consent?
• GDPR source
  • How GDPR consent was gathered.
• Marketing preference consent
  • Company's preferred marketing choices.

Contacts

Details

• First name
• • A contact's first name.
• Last name
  • A contact's surname.
• Email
  • A contact's email address.
• Point of contact
  • Any relevant POC for a contact.
• Landline
  • Contact's landline telephone number.
• Mobile
  • Contact's mobile phone number.
• Fax
  • Contact's fax number.
• Preferred method of contact
  • Contact's preferred method of contact (checkboxes).
• Notes
  • Additional notes field.

  External Links

• External links
  • Relevant contact links.

  Company Information

• Company/Address
  • Contact's company and company address.
• Position
  • Contact's position.
• Roles
  • Contact's role.

! Note: Only certain users will have access to all areas covered in this glossary.