Vendors and clients from your documents

Every receipt names a seller, and every invoice names a client. Norman reads them from the document. So a booking with a document has a vendor or a client, and the booking is on its own Kreditor or Debitor number.

Vendors from expense documents

For companies with double-entry bookkeeping in Norman, for example every GmbH and UG, each booking with an expense document gets a vendor. It makes no difference if you upload the document, forward it by email or attach it to a payment.

Norman first looks for the seller in your vendors, in this order:

1. the VAT number on the document
2. the IBAN that the document asks you to pay to
3. the name. Capital letters, punctuation and the legal form do not count, so "Hetzner Online" and "Hetzner Online GmbH" are the same vendor.
4. the further names of your vendors
5. the suggested vendors, which are well-known businesses with their logo

If none of them fits, Norman creates the vendor. The new vendor gets the name as it is written on the document, and the VAT number, IBAN, address and country from the document. It gets the lowest free vendor number. For a suggested vendor, the name and the logo come from the suggestion, and the VAT number, IBAN and country come from the document.

Ten receipts of one seller give one vendor, also when the name is written in different ways, because the VAT number is the same.

Other companies get no new vendors this way. For them, Norman only looks for the seller in the existing vendors.

What Norman adds to a vendor you already have

If a vendor of yours has no VAT number, no IBAN or no address, Norman fills it from the document. It never changes data that you entered.

If the vendor is wrong

Open the booking and pick the right vendor. If this was the last booking of a vendor that Norman created, and you did not edit that vendor, Norman removes it. Its number is free again for the next vendor.

If the new vendor is a second spelling of a vendor you already have, merge the two.

Clients from sales documents

When you upload an invoice that you wrote outside Norman, Norman looks for its client:

1. by the VAT number on the invoice, also when the name is written differently
2. by the name. Capital letters, punctuation and the legal form do not count.
3. by the further names of your clients

If none of them fits, Norman creates the client with the data from the invoice.

A client found by a similar name or a further name must also fit. It must have the same type (business or private), the same country and the same VAT number as the invoice shows. If one of them differs, Norman creates a new client. The type, the country and the VAT number of a client decide how Norman reports the VAT, so Norman never puts such an invoice on the other client. If both are the same company, correct the data and merge the clients.

If the invoice shows exactly the name of one of your clients but another VAT number, Norman creates a second client with the VAT number in its name, for example "Harbor Design GmbH (DE129273398)". The same happens when your client has no VAT number yet. If both are the same company, enter the VAT number at your client and merge the two.

What does not change

• Bookings that you made before this function do not change.
• A finalized booking keeps its vendor, also when you attach a document to it.
• A booking that already has a vendor or a client keeps it.