ABN lookup
When ABN validation has been enabled for the legal entity, the ABN lookup functionality is available through below options for Vendor and Customer as discussed in the following subsections.
Advanced filters are also available to limit the search results:
- Select the applicable state(s)
- ZIP/postal code
- Search width - Typical or Narrow
- Active - No / Yes
Prerequisites
The following setup are prerequisites for ABN lookup and validation:
- Register for Web API
- Setup ABN validation providers
- Setup legal entity to use the ABN validation provider
Vendors
Go to Accounts payable > Vendors > All vendors and select the applicable Vendor. Choose either of the following:
- On the Action Pane, on the Vendor tab, in the Registration group, select ABN lookup. The vendor’s Name will be populated in the Search box. Add any advanced filters and select the Search button. In the Search results, select the applicable line and press OK, this will create (if required) and populate the Tax exempt number on the currently selected Vendor.
- On the Invoice and delivery FastTab, select or view details on the Tax exempt number field. Select the ABN lookup button. Enter the company’s name in the Search box. Add any advanced filters and select the Search button. In the Search results, select the applicable line and press OK, this will create the Tax exempt number, but user still needs to assign it to the vendor in the Invoice and delivery FastTab. If using ABN to search, turn on Search by ABN.
Customers
Go to Accounts receivable > Customers > All customers and select the applicable Customer. Choose either of the following:
- On the Action Pane, on the Customer tab, in the Registration group, select ABN lookup. The customer’s Name will be populated in the Search box. Add any advanced filters and select the Search button. In the Search results, select the applicable line and press OK, this will create (if required) and populate the Tax exempt number on the currently selected Customer.
- On the Invoice and delivery FastTab, select or view details on the Tax exempt number field. Select the ABN lookup button. Enter the company’s name in the Search box. Add any advanced filters and select the Search button. In the Search results, select the applicable line and press OK, this will create the Tax exempt number, but user still needs to assign it to the customer in the Invoice and delivery FastTab. If using ABN to search, turn on Search by ABN.
ABN status / validation
When ABN validation has been enabled for the legal entity, the ABN status/validation functionality is available through below options for Vendor and Customer as discussed in the following subsections
The following ABN Status information will be displayed for the selected customer or vendor:
- ABN
- Status - Examples are Active, Cancelled or Invalid (not found in ABN lookup)
- Type - Examples are Australian Private Company, Discretionary Trading Trust
- Trading name
- State
- Post code
- GST from
- Registered for GST: From date for current GST registration status
- Cancelled GST: Obtained from historical details
- Not registered for GST: Earliest ABN entity status from date
- GST to - Populated where the ABN is registered for GST
- GST registered
- Registered for GST: Y - where ‘GST to’ date is in the future or 0001-01-01
- Cancelled GST: C - where ‘GST to’ date is in the past
- Not registered for GST: N - never been registered for GST
Vendors
Go to Accounts payable > Vendors > All vendors and select the applicable Vendor and choose either of the following:
- On the Action Pane, on the Vendor tab, in the Registration group, select ABN status.
- Manually enter the Tax exempt number on the Invoice and delivery FastTab.
Customers
Go to Accounts receivable > Customers > All customers and select the applicable Customer and choose either of the following:
- On the Action Pane, on the Customer tab, in the Registration group, select ABN status.
- Manually enter the Tax exempt number on the Invoice and delivery FastTab.
Vendor invoices
Ability for users to check the current ABN and GST status for a vendor while entering an invoice.
ABN status button is enabled when the ‘Tax exempt number’/’ABN’ is populated for the vendor invoice line.
Available on the ActionPane in the following forms:
- Accounts payable > Invoices > Invoice journal
- Accounts payable > Invoices > Pending vendor invoices
- Accounts payable > Invoices > Tax invoice register
- General ledger > Journal entries > General journals
- Project management and accounting > Journals > Expense
ABN validation report
To run the ABN validation report, go to Organization administration > Inquiries and reports > ABN validation.
Select the applicable parameters and press OK.
Fields
- Filter by type - Set to Yes if report should be filtered by type
- Filter type - If Filter by type was set to Yes, select either of the following:
- Status - Select the applicable status:
- All - not filtered to any specific status
- Valid
- Invalid
- Cancelled
Run update
To update below fields based on current government online information:
- Company name - where the Company name is blank
- Status - Examples are Active, Cancelled or Invalid (not found in ABN lookup)
- Entity type - Examples are Australian Private Company, Discretionary Trading Trust
- GST from
- GST to
- GST registered - Calculated field as per criteria in ABN status
The following can be used:
- Update ABN validation periodic task
- Run update on ABN validation review form
- When adding new records via ABN lookup
Review updates
Users can review new/updated ABN records, for example an ABN is not registered for GST anymore.
- Navigate to Organization administration > Inquiries and reports > ABN validation review.
- Related information can be used to view the customer(s) and/or vendor(s) that have the ABN allocated.
- Select applicable record(s) and select Mark as reviewed to update their reviewed status.
- Run update can be used to run the web service to update ABNs with current data from the Australian Business Register.
- Change history can be used to view changes made in D365 for each ABN.
