Registration
Registration is where the numbers themselves live: the national tax number, the sales tax number, the identity card, each against the party that holds it, with its issuer, its dates and its status. The rules are not set here. They come from the Registration Group each line names.
What it is for
A registration number has to be right. It goes on invoices, on tax filings and on contracts, and a transposed digit is found by somebody official rather than by the person who typed it.
So this screen does not simply store what you type. Each line names a Registration Group, and that group decides how hard the line is checked: whether that number may appear only once anywhere, whether the registration date and the expiry date have to be filled in, and whether the number has to look like the kind of number it claims to be. An identity card number, for instance, is checked against the standard thirteen digit format with its two separators, and a number that does not match is refused.
The record is addressed in two steps, the same way Certification is: first the kind of party, then the actual party. After that, each number is a line.
Unlike the certification chain, this one is read by other screens. The party records in a combined installation - the vendor and the customer in a legal entity, the release of an invoice, the reception desk and visitor screens - look here for the numbers. That is why it is worth setting up properly even in an HR-only implementation where it looks like a dead end: it is the same list the finance side reads.
Every field, in plain words
Header
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Registration For | What kind of party holds these numbers. | Legal Entity | Required. The list offers LEN Legal Entity, VND Vendor, CUS Customer, EMP Employee and MAN Manufacture. Use Legal Entity for your own company numbers. |
| Registration For Number | The actual party. | Ravi Textile Mills (Pvt) Ltd | Required. It offers the records of whichever kind you picked, and it locks once the record is created. |
Registration
One line per number held.
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Registration Group | Which kind of number this is. | National Tax Number | Required on every line, picked from Registration Group. It is what brings the rules for the rest of the line, so pick it first. |
| Registration Status | The state the registration is in. | Active | Offers only the statuses set up on the group you picked on this line. It is empty until the group is picked, and stays empty for a group that does not use statuses. |
| Registration Number | The number itself. | The national tax number as the authority issued it | Required on every line. Type it exactly as it was issued. Where the group demands a format, such as the identity card, a number in the wrong shape is refused. |
| Active | Whether this number is in force. | Tick it for the current number. | Untick it when a number is superseded rather than deleting the line, so the history stays. |
| Registration Authority | Who issued it. | Federal Board of Revenue | Picked from Registration Authority. |
| Date of Registration | The day it was issued or filed. | 12-03-2019 | Required if the group says it is. |
| Date of Expiry | The day it runs out. | 11-03-2029 | Required if the group says it is. Leave it blank for a number that does not expire, which also means the group should not be demanding it. |
| Primary | Whether this is the main number of its kind for this party. | Tick it on the one number that should be quoted. | Only one line per group may carry it. A second one on the same group is refused on save. |
| Registered | Whether the registration itself has come through. | Tick it once the authority has confirmed it. | Use it to tell a number that has been applied for from one that is actually issued. |
How to configure it
- Set up Registration Authority and then Registration Group, with the rules on each group decided before anybody types a number.
- Open Registration and create a record. Pick Legal Entity in Registration For, then your company. The party locks once saved, so check it before you do.
- Add a line. Pick the Registration Group first, because it decides what the rest of the line demands.
- Pick the Registration Status if the group uses statuses.
- Type the Registration Number exactly as issued, pick the issuing authority, and fill in the dates.
- Tick Active, tick Primary on the one that should be quoted, and tick Registered once the authority has confirmed it.
- Save, then check the number appears where the client expects to see it printed.
- Create a separate record for each vendor or customer whose numbers the client holds.
Scenarios
"The tax number on our invoices is wrong and nobody knows where it comes from"
It comes from here, on the company record, through the group that has Print on Report ticked. Correct the line and tick Primary on the right one.
"We were issued a new sales tax number and the old one still shows"
Do not overwrite the old line. Untick Active on it, add a new line with the new number and its dates, and move Primary to the new line. The history stays readable.
"The save refuses our identity card number"
The group demands the standard format. Check the thirteen digits and the two separators. A number typed as one unbroken string, or with a digit missing, is refused.
"The status list on the line is empty"
Either no group is picked on that line yet, or that group has no statuses set up. Both are fixed on Registration Group.
"We applied for the number but it has not come through"
Record the line with Registered left clear, and tick it when the authority confirms. That is the difference between an application and a registration.
What it is connected to
- Needs Registration Group for the kind and its rules, and Registration Authority for the issuer.
- Read by the party screens that quote registration numbers. In a combined installation those are the vendor and the customer in a legal entity, the invoice release, and the reception desk and visitor screens.
- Addressed the same way as Certification, which is the parallel register for certificates.
- The employee equivalent is Employee Identification in People Directory, which records the documents a person holds.
If something looks wrong
- "The save says the registration for cannot be empty" - pick the kind of party first. The party field offers nothing until you have.
- "I cannot change the party on an existing record" - it locks once created, because the numbers hang off it. Create a new record.
- "The save refuses the number and talks about a format" - the group demands a shape and the number does not match it.
- "The save says one line is duplicated with another line" - two lines on this record carry the same issuer, group and number. Remove one.
- "The save says the number must be unique" - the group has Unique ticked and that same issuer, group and number is already recorded for this kind of party. Find the existing record rather than entering it twice.
- "The save asks for a date I do not have" - the group has Registration Date Required or Expiry Date Required ticked. Either find the date or change the group.
- "The status list is empty" - no group is picked on the line, or the group has no statuses.
- "The save says only one registration group can be marked as primary" - two lines of the same group both have Primary ticked. Untick the one that is not current.