You can enter, save, and use data regarding internal officials and counterpart officials. This data is printed on invoices for payment, invoices, factures, and other forms. Internal officials and counterpart officials are set up according to the types of documents that are to be generated.

1. Click Basic> Setup> Contacts> Officialsto open the Officialsform.

2. On the Generaltab, in the Positionfield, select the position title of the official.

3. In the Namefield, select the name of an official from the list of company employees.

   Note
   Enter the full name of the official if the official is not registered in the employee directory.

4. In the Job title, select the job title of the employee.

   Note
   You can modify the Nameand Job titlefields before posting a document.

5. Click the Ledgertab and set up officials on internal financial documents that are related to cash flow. Setup can be performed for the following documents:

   • Cash slips

   • Advance reports

   • Page of cash book

   • Count statements

   • Deferrals

6. Click the Sales orderstab and set up officials on primary customer documents. Setup can be performed for the following documents:

   • Invoice for payment

   • Invoice

   • Facture

   • Invoice - Credit-note

   • Facture - Credit-note

   • Tax transaction facture (client)

7. In the Account codefield, select the relation type with the counterpart from the following options:

   • Record- Specified for a specific counterpart.

   • All- Specified for all counterparts.

8. In the Account relationfield, select the counterpart for which an official is specified in reference to a customer or a vendor.

   Note
   This field is activated if you select Recordin the Account codefield.

9. The Ourcheck box is activated automatically for internal employees and cleared if a counterpart's employee will sign the document.

10. Click the Inventorytab to set up officials on internal financial documents, generated on the basis of inventory journals. Setup can be performed for the following documents:

    • Issue statement

    • Transfer slip

    • Requirement slip

    • Collation statement

    • Counting list (INV-3)

11. Click the Purchase orderstab to set up officials on incoming (vendor) primary documents. Setup can be performed for the following documents:

    • Invoice

    • Facture

    • Invoice - Credit-note

    • Facture - Credit-note

    • Invoice for payment

    • Tax transaction facture (vendor)

12. Click the Inventory item managementtab to set up officials on warehouse documents when issuing tangible assets to a customer or receiving tangible assets from a vendor. Setup can be performed for the following documents:

    • Invoice (M-15)

    • Rmb. slip/Rcpt. order

13. In the Association with warehousefield, select the relation type with the warehouse from the following options:

    • All- Setup is done for all warehouses.

    • Record- Setup is done for a specific warehouse.

14. In the Warehousefield, select the warehouse code specified on the Warehousesform for which officials are set up.

    Note
    This field is activated if you select Recordin the Association with warehousefield.

15. Press CTRL+S or close the form.