The screens for both of these are the same, but not all the fields need to be completed for each. You will most commonly create a supplier so we shall show that screen.
The only compulsory field is the Supplier name, and this must be unique. All other fields are optional.
However, it simplifies input of transactions if you set the default VAT code. For example, employees will always be ‘Out of scope’ and Insurance will be ‘Exempt’.
Here is a list of appropriate VAT codes.
| S – standard rate | this will apply to most purchases, except those listed below |
| L – lower rate | (probably more correctly termed ‘reduced rate’). This applies to, for example, purchases of some energy |
| Z – zero rate | applies to books, water supplies |
| X – exempt | applies, among other things, to insurance, bank charges and supplies by someone who is not registered for VAT |
| M – mixed rate | This is for invoices that contain items with differing VAT rates. For example an invoice from a stationery supplier might include books (zero rated) and paper (standard rated). If this code is selected, then the calculations described below are disabled. |
| O – out of scope | applies to payments such as salaries, pensions, payments to HMRC and receipts such as bank interest and the precept. If you are registered for VAT it is important that you distinguish between zero-rated, exempt and out of scope transactions; the distinction is less important if you use the VAT126 method. |
If you are likely to want to reclaim VAT on purchases from the supplier using form VAT126, the VAT number field must be completed (don’t worry – you can always add this at a later stage if you wish). Note that the VAT number should be entered as numbers only, no spaces, and omitting the GB prefix.
When you have completed the form, click Save and the details of the supplier will be entered into the database. You will then return to a blank Insert supplier screen.