In the 'Accountant information' section, you manage fiscal information and VAT details of the relation. You can also upload and link mandates and engagement letters for the customer.
Here are some key fields:
- End of financial year: Adjust the financial year-end for the customer if needed. Using 'Show fiscal years,' you can also view a summary of financial years and extend or shorten a financial year by adjusting the dates.
- Next annual general meeting: This is an informational date. It can be updated in the 'Legal' section.
- National identification number: This field is only visible for relations of the type Person or Sole proprietor with Belgium as the country.
- BSN number: This field is only visible for relations of the type Person or Sole proprietor with the Netherlands as the country.
- Secondary profession: Check this box if the relation is practicing a secondary occupation.
- Cupboard number: Use this field to add the reference number for this file in the physical archive.
- Software receive invoices: Specify which software your customer uses to receive invoices.
- Software send invoices: Indicate which software your customer uses to send invoices.
- Accounting software: Specify the accounting software your customer uses.
- Other software: List any additional software used by this customer.
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Ready to send invoices via Peppol: select in this dropdown what applies to the relation. This field indicates whether the relation can send Peppol invoices themselves (outbound, from their own system). You can choose from four options:
- Yes: the relation is ready to send Peppol invoices themselves.
- No: the relation cannot (yet) send invoices via Peppol.
- Not applicable: Peppol is not relevant for this relation (for example: the customer is not required to use Peppol).
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Unknown: it is not known whether the relation can send invoices via Peppol.
💡 Do you want to indicate in the relation file that a customer is not required to use Peppol? Then select the option 'Not applicable'.
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Method for sending invoice: For relations with the status Customer, you can also set the invoice sending method here. You can additionally search the relation on the Peppol network and view their status.
💡 Customers whose invoicing is exclusively handled via another relation don’t have a separate Invoicing section in their relation file. That’s why the Peppol information is also made available in the Accountant information section, so you can still monitor the status and easily guide your customer in adopting Peppol. - Selfbooker: Indicate here if the client records their own accounting entries.
- Accounting digital mailbox: Add the specific mailbox for accounting purposes for this relation.
- Accounting access code: Enter the customer’s access code, for example, for logging into their accounting system.
- Official first name: Enter the relation's full first name here, including all official given names. This field is used, among other things, when automatically linking directors retrieved via the CBE. If the official first name in AdminPulse does not exactly match the name from the external source, a duplicate contact may be created by mistake. Filling out this field correctly increases the chances of a proper match.
Box: Authorizations
The 'Authorizations' box is meant for keeping track of mandates you have for the customer. You can manually add mandates, or upload a CSAM mandate list, which AdminPulse will automatically process. Learn more about processing a CSAM mandate lists.
Box: VAT
In the VAT box, you can enter all relevant VAT details for the customer. This includes information such as the VAT number, the VAT periodicity, any VAT advances, and the status and date for Mixed taxpayer.
💡 When you set the 'VAT number' field to 'Not subject to VAT', the 'VAT periodicity' field is automatically adjusted to 'Not subject to VAT'. Similarly, if the 'VAT number' is set to 'VAT number pending', the 'VAT periodicity' field updates to 'Unknown'.
Additional details can also be recorded here, such as the VAT first return date, the RSZ number, any applicable Exemption scheme (start and end dates) and a dedicated VAT remark.
If the customer qualifies as a Mixed taxpayer, you can specify the Mixed taxpayer VAT deduction method, the General pro rata figure, and the Mixed taxpayer date.
Box: NACE
In AdminPulse, we display NACE codes (NACE-BEL 2025 version) up to 5 levels. These are automatically retrieved from the CBE when updating a relation (More actions > Retrieve information from CBE). NACE codes can also be manually added in the 'NACE' box.
Box: Fiscal
In the 'Fiscal' box, you can indicate whether there is a pre-payment for this relation. AdminPulse will automatically generate the structured communication for pre-payment.
For a company, the structured communication is automatically filled based on the company number. For a sole proprietorship, this is based on the national register number.
Note: The structured communication field is editable. This is useful when the structured message changes after the first payment. In such cases, you can manually update the field. After this update, AdminPulse will no longer overwrite the field automatically.
Box: Financial information
In the 'Financial information' box, indicate whether the customer pays via direct debit. This information can be used later in your email or invoice templates.
Box: Bank accounts
In the 'Bank accounts' box, you can keep an overview of the relation’s IBAN numbers. When adding a Belgian IBAN, AdminPulse automatically fills in the corresponding BIC and bank name.
For accounts listed as "Other," you can enter a non-IBAN account number, like foreign accounts or a crypto account.
You can store multiple bank accounts for a customer and mark the default one with the star icon.
This box is also displayed in the 'Invoicing' section of the relation file.
💡 Do you work with direct debit and have linked your provider (e.g. Twikey or Mollie)? Then the bank details are filled in automatically here.
Box: Compliance
The 'Compliance' box contains a comments field where important information related to compliance can be entered. This information is then displayed as a comment on the Compliance screen (Relation files > Compliance).
⏭️ Up next, explore the following section of the relation file: The relation file - Letters section