Contractor Data in the Regon Internet Database (BIR)
For VAT settlement, it is essential if the contractor has been registered as an active VAT payer. The Statistics Poland provides updates of the VAT payer register in the Regon Internet Database (BIR) which is publicly available for data search.
Polish Localization connects Business Central directly to the Regon Internet Database and enables the user to search for entities based on the VAT Regon No.(NIP) entered. It is possible to create and update customer, vendor and contact data based on the data retrieved from the Regon Internet Database (BIR).
Defining Name Shortcuts for BIR
Contractors’ data in the Regon Internet Database (BIR) is registered with the full company names (e.g. a limited liability company).If abbreviations in the contractor’s name are to be entered automatically (e.g. Ltd. .sp. z o.o.), they must be defined first. To define abbreviated names for BIR data:
- Choose , enter BIR Data Shortcuts, and then select a related link.
- In the BIR Data Shortcuts window, in the first empty line in the Text field, enter BIR data for which its short form must be defined in the Shortcut field.
- Confirm the changes by selecting OK.
Entering a Customer from BIR
To enter a new customer into the Business Central database:
Choose , enter Customers, and then select a related link.
On the Customers page select New.
In the new customer card window, choose Get BIR Data.
On the BIR Data Card page in the BIR VAT Reg. No., enter the VAT registration number (10 digits) of the customer company that is to be entered into the database. Then, place the cursor in another field. The fields on the BIR Data Card page are filled in automatically with the customer’s data.
On the BIR Data FastTab only one field is editable - BIR VAT Reg. No. In this field, the VAT registration no. of the customer to be validated must be entered. The other fields are non-editable - they show the customer’s data that was registered in BIR.
The fields on the Company FastTab contain data copied from BIR. All fields are editable - the user can change the values in these fields. The data can be copied from these to the customer card after choosing the Update Customer Card action.
On the BIR Data Card page, choose the Update Customer Card action and then the OK button. The fields in the customer card are filled in automatically with the data taken from the Company FastTab in the BIR Data Card window.
The Get BIR Data function can be also run in an existing customer card and can be used to verify if the contractor has been registered as an active VAT taxpayer. In such a case, running the Get BIR Data function automatically retrieves VAT registration number from the contractor’s card to search the Regon Internet Database (BIR). When the VAT registration number is not found, the message is displayed.
If the taxpayer is found and its data has not been modified in the meantime, there is no need to choose the Update Customer Card action.
Entering a Vendor from BIR
To enter a new vendor into the Business Central database:
Choose , enter Vendors, and then select a related link.
On the Vendors page select New.
In the new customer card window, choose Get BIR Data.
On the BIR Data Card page in the BIR VAT Reg. No., enter the customer’s VAT registration number (10 digits) that is to be entered into the database. Then, place the cursor in another field. The fields on the BIR Data Card page are filled in automatically with the customer’s data.
On the BIR Data FastTab only one field is editable - BIR VAT Reg. No. In this field the VAT registration no. of the customer to be validated must be entered. The other fields are non-editable - they show the customer’s data that was registered in BIR.
The fields on the Company FastTab contain data copied from BIR. All fields are editable - the user can change the values in these fields. Data from these fields is copied to the vendor card after choosing the Update Vendor Card action.
- On the BIR Data Card page, choose the Update Vendor Card action and then the OK button. The system automatically fills in the fields in the vendor card with the data available on the Company FastTab in the BIR Data Card.
The Get BIR Data function can be also run in an existing vendor card and can be used to verify if the contractor is registered as an active VAT taxpayer. In such a case, running the Get BIR Data function automatically retrieves VAT registration number from the contractor’s card to search the Regon Internet Database (BIR). When the VAT registration number is not found, the following message will be displayed:
If the taxpayer is found and its data has not been modified in the meantime, there is no need to choose the Update Vendor Card action.
Defining a New Contractor as a Contact
To define a new contractor (customer/vendor) as a contact:
- Choose , enter Contacts, and then select a related link.
- On the Contact page select New.
- In the new contact card window, in the Type field, select the Company option. Then, choose the Get BIR Data action on the ribbon.
- On the BIR Data Card page in the BIR VAT Reg. No., enter the customer’s VAT registration number (10 digits) that is to be entered into the database. Then, place the cursor in another field. The fields on the BIR Data Card page are filled in automatically with the contractor’s data.
On the BIR Data FastTab only one field is editable - BIR VAT Reg. No. In this field, the VAT registration no. of the customer to be validated must be entered. The other fields are non-editable - they show the customer’s data that was registered in BIR.
The copy of BIR data is displayed in fields on the **Compan ** FastTab. All fields are editable - the user can change the values in these fields. Data from these fields is copied to the contact card after choosing the Update Contact Card action.
- On the BIR Data Card page, choose the Update Contact Card action and then OK. The fields on the contact card are filled in automatically with the data taken from the Company FastTab in the BIR Data Card window.
The Get BIR Data function can be also run in an existing contact card and can be used to verify if the contractor is registered as an active VAT taxpayer. In such a case, running the Get BIR Data function automatically retrieves VAT registration number from the contact card in order to use it for searching in the BIR. When the VAT registration number is not found, the following message is displayed:
If the taxpayer can be found and its data has not been modified, there is no need to choose the Update Contact Card action.