Organizations

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Organizations allow the creation of companies. After selecting an organization from the list, you can view and, if necessary, modify the data stored for that organization.

The list of organizations is initially empty. You can search for organizations using the Quick Search Organization in the ribbon. You can sort, group, and filter the displayed list as needed.

Master Data

In addition to name, suffix, salutation, and greeting formula, business-relevant information can be maintained. This includes the legal form with location and type, the registration court, the type of register, and the registration number, as well as information on VAT deduction eligibility. You can also record the type/industry of the organization and the revenue or profit for a year.

VAT ID

You can store an organization's VAT ID number and have it checked by Lexolution. The verification is two-stage. In stage one, the number format is checked. In stage two, a validity check is performed against the eVAT interface of the Federal Central Tax Office.

You can also conduct a qualified check of the VAT ID number. The check is carried out in the same two-stage process as the simple VAT ID check.

Tax Number

You can enter the contact's tax number. It is a free entry field without specific format requirements.

Please note that the second stage of the validity check is only activated by entering your own VAT ID in the General Settings of the System Administration.

Parent Company

You can designate the parent company of a corporate group. This information is displayed in the conflict check result view.

Publicly Traded

Here you can indicate whether the contact is publicly traded.

AML

You can provide information on the Anti-Money Laundering Act check. If a check is conducted, the date of the check and the employee conducting it are mandatory details.

The International Securities Identification Number (ISIN) is a twelve-character alphanumeric code that identifies a security traded on the stock exchange.

The Securities Identification Number (WKN) is a six-character alphanumeric code used in Germany to identify securities.

The Valor is a unique identification number for publicly traded securities and financial instruments in Switzerland.

In the Identification field, you can record the ID card or passport number.

Contact Information

Multiple addresses and communication data can be stored for an organization, with classification possible when adding addresses. For example, the billing address can differ from the business address, or multiple business addresses can be stored. Using a label within the Suffix field, the recorded contact information can be more precisely labeled for clarity. By selecting VCard, the chosen address is always displayed as the contact's business card in the quick info.

Within the communication data, different communication data can be stored, and by selecting VCard in the quick info, the chosen phone number and email address are displayed as the contact's business card.

Editable Address Field

Each address line of a contact can be manually edited. Clicking the "Template" button opens the Inplace Dialog, where the address template can be edited. The dialog is divided into three sections: The field selection offers all database fields that can be filled in the address line. In the editing area, these database fields can be rearranged and supplemented with text if necessary. The preview shows how the address will appear in the text marker. The edited address templates can then be used, for example, as a recipient address in a document or as an address in an invoice document.

Adjust your foreign contact addresses using the editable address field to use them in your documents and invoice documents.

Bank Data

Various bank connections can be recorded. The checkmark in the OPK SEPA (Open Item Creditors – SEPA Transfer) column marks the bank connection used for an automatically generated transfer from the open item creditors.

The Bank Data tab can be assigned a functional right.

Representation Relationships

Representation relationships serve both to record classic representation relationships, such as the managing director of a GmbH, and to record contact persons. A distinction is made between Represents and Represented by.

Assigned contacts must already be stored as independent contacts or newly created. By assigning Represents, the selected person is automatically entered in the Represented by area for the assigned recipient, so connections between contacts are always traceable.

By selecting VCard, the chosen address is displayed as the contact's business card in the quick info.

In the view of file involvement, representation relationships, and connections, it is shown whether the stored contact is "active" or "inactive." The property does not need to be searched for in separate views but appears directly here. The Active column was added to the left of the contact number with the corresponding icon.

Correspondence Information for Representation Relationships

You can specify for each representation relationship which address and communication data should apply to this representation relationship. You choose from the existing addresses and communications of the represented or the representative. It is not necessary to create new addresses. The stored correspondence information can be used, for example, for customer care measures (CRM).

If the address or communication of the represented or the representative changes, the corresponding correspondence information stored in the representation relationship changes automatically.

Property Lists in Representation Relationships

You can store previously configured properties directly in the representation relationship between two contacts. For example, you can specify that a contact, in their role as managing director of a particular organization, should receive Christmas mail from a specific partner.

Relationships

Relationships allow the assignment of those contacts who are in a private or business relationship with a particular contact. The connection as a group allows multiple contacts to be combined into a group. This group can be displayed using the Group or Group Graph button stored in the ribbon.

Responsibility

Here you can specify which employees or location are primarily responsible for maintaining the relationship with a contact. You have the relationship types Main Responsible Attorney, Client Partner, and Acquisition Partner available.

Categories

You can assign one or more contact categories. The creation and maintenance of the categories are the responsibility of your firm and can be configured individually.

FoMa – Data

With an active connection to Lexolution.FoMa, you have the option to enter claim-relevant data for the contact here. The information will be transferred to Lexolution.FoMa when the file is transmitted.

Property List

Here you can select the additional properties (free fields) for contacts configured by your firm and assign a value specified by your firm. Mandatory fields for contacts may also be recorded here, and you must fill in the displayed mandatory field to save the contact.