When Countries join the EC, you will need to change existing Non EU State Country records held in your system to be EU State records.

If a Country record is converted from a Non-EU State to an EU State it will be necessary to update the Customer and Supplier records to match. This can be done by editing the records or using the update utility.

Multi-Currency

If using a Multi-Currency version of Access Accounts, before you amend any Country records you should check that all the Customer and Supplier records, that will be affected by the change, are currently set to Non-EU State for the Country being amended.

For any records that appear to be set to Non-EU State only:

Single Currency

If using a Single Currency version of Access Accounts you will need to create a Country record for any Non-EU State that you trade with before you can convert it to EU State status.

Having created the Country record, you should ensure that all the Customer and Supplier records for that Country are set to Non-EU State status for the Country being amended. This is the same process as for Multi-Currency described above.

Note: Batched transactions will not be affected by the change. You may need to re-enter part-delivered orders for the Country to apply the new EU VAT rules to the order balances.

In Country Records, locate the Country Record you wish to edit by clicking on the Browse toolbar buttons.

Click on the Edit button on the toolbar.

Click on the Non-EU State menu and select EU State.

The drop down list of EU State Countries will appear.

Allow the list to default to <New/Add> and enter the additional details required for an EU State country.

Numeric Country ID

This is required by some Countries, such as Ireland, for statistical reporting. Example codes are France = 001, GB = 006.Please consult with your local VAT authority for further guidance. This field needs to be populated and you should avoid using codes 001 to 015 which have already been allocated.

Country Code VAT Prefix

Enter the VAT Country prefix for this Country. This is a 2 digit alpha code that will be used to prefix the VAT Registration number.

Tax information

Input a Tax Name (e.g. VAT for UK, TVA for Italy).

Enter a Tax Representative, and VAT Registration number if appropriate (only needed if producing EC Intrastat reports and is registered in that country).

Enter a Branch Code (as above, only required if the client has a branch registered in the overseas country).

Enter Delivery, Transport, and Transaction codes only if you produce Intrastat (SSD) reports from the system.

Click on OK to save your changes.

You will not be able to enter a default currency Symbol unless you have already created a Trading Currency record for that currency.

Customer, Prospect and Supplier records should be updated to match. This can be done by editing the records or using the update utility.

When the Country record has been updated, return to the Customer, Supplier and Prospect records:

Click on Edit, select EU State from the VAT Country type menu and ensure the correct Country code is selected on the VAT window.

Save the record.

Note: Transactions in the batch will not adopt these changes to VAT status and may need to be re-keyed.

Customer/Supplier Change to EU State Utility

Following the change of a Country record from Non-EU State to EU State, run this utility to update Customer, Supplier and Prospect records.

The Customer/Supplier Change to EU State Utility window enables you to:

Update Customers (Customers or Prospects or both) or Suppliers records.

Select a range of Account Codes or Sort Keys.

Select a Country to Change. The Country record must already have been converted to an EU State.

Batched transactions will not be affected by the change. You may need to re-enter part-delivered orders for the Country to apply the new EU VAT rules to the order balances.