How to create the company of a new accounting firm client

What is it for?

It creates a new client's company in the same database as the accounting firm, without going through the Settings. You enter the tax number (NIF), the name and the address; the rest (VAT, series, banks, payroll) is asked by the setup wizard in the next steps.

When to use it?

• When the accounting firm takes on a new client and will keep their accounts in this database.
• Do not create a company that already exists a second time: the screen refuses a repeated NIF (see “Common problems”).

Where to find it?

Accounting › Configure › System › New client company. The menu only exists with Accounting firm mode turned on and only appears to the Certified accountant (fiscal manager) and to the technical administrator. The Accountant profile does not see it.

Before you start

• Profile: Certified accountant (fiscal manager).
• Have the company card to hand: the NIF must be valid.
• The example creates “Papelaria Exemplo, Lda” (fictitious NIF 512 345 678).

How to use it

1. Open Accounting › Configure › System › New client company. The window says that “The company will be visible to you only”.
2. Enter the Tax number (NIF) and the Company name. The Address, Postal code and City are optional and can be left for the wizard.
3. Click Create the company and start the setup and wait: the window says it takes a few seconds. In the demo it took more than 10 seconds; do not click again.
4. The wizard opens by itself in the new company, at step 1. Identification, with the starting point New company. Carry on with the company setup wizard.
5. In the top right corner, the company switcher now shows the new company alongside the others you have access to.

Expected result

• The company is created in Portugal and in euros, with the NIF in the format “PT” + 9 digits, and is visible only to the person who created it: the other people in the firm do not get access. For the others to see it, the administrator assigns them the company in the Settings.
• On the client companies panel the new company appears with “No fiscal year yet: open to create it” under Closing.
• Nothing else is set up: no series, no banks and no VAT until you finish the wizard.

Important notes

• The company created is not communicated to the AT or to anyone else: it is only created inside the database.
• The NIF is checked by its last digit; that does not prove the company exists. Always check it against the company card.

Common problems

“This tax number is not valid: the last digit does not match the other eight”

• Cause: the last digit does not match the other eight.
• What to do: correct it using the company card. The message appears right below the field.

“A company with tax number … already exists in this database. Nothing was created.”

• Cause: the NIF already belongs to a company in the database (tested with NIF 509999999).
• What to do: do not create it again. Ask the administrator to give you access to it.

“Some required fields are empty”

• Cause: the NIF or the name is empty.
• What to do: fill in the fields marked in red.

The “New client company” menu does not appear

• Cause: the profile is not Certified accountant, or Accounting firm mode is turned off. With the Accountant profile the menu does not exist (tested).
• What to do: ask a fiscal manager to create the company, or turn the mode on (How to set up the accounting firm).