Start Ensuring the Legal Validity of Your Invoices Now
When managing invoices on behalf of an owner, every detail must be accurate. Properly setting up the legal name ensures that the documents are tax-valid, avoids legal issues, and provides transparency for both the Property Manager (PM) and the owner themselves.
What is an Owner's Legal Name?
The legal name of the owner is the official name under which invoices are issued on their behalf. It should not be confused with the trade name or personal details: this is the designation that legally identifies the tax documents issued for that owner.
If you want to set up your company's legal name (and not just an owner's), check out this guide.
Where to Set Up an Owner's Legal Name
There are two ways to create or assign a legal name:
From the Owner's Profile
Within the profile, go to the "Accounting Data" section.
Locate the "Legal Name" field.
If the owner does not have a legal name created, a "New" link will appear.
Clicking "New" will take you to the setup page to create the owner's legal name.
From the Company Configuration
Go to Configuration → Company → Legal Name and Invoicing Data.
In the list of legal names, click on the three dots of the desired item.
Select "Assign to Owner" and choose the corresponding owner.
Attention to Details
Each owner can only have one legal name assigned.
Once assigned, it cannot be changed to another owner.
How to Create a Legal Name (Mandatory Fields)
When creating a new legal name in the owner's profile, fill out these fields accurately:
Legal Name: registered legal name.
Cannot be modified after issuing invoices.
Tax ID: tax identification number.
This data is also final once invoices are issued.
Full Address: will appear on invoices, so it must be correctly written.
Country: crucial for determining applicable taxes and VAT rates.
Document Series and Numbering
You have the option to set up series and numbering for each type of accounting document:
You can create multiple series according to your needs.
The numbering updates automatically with each new document.
You can define the initial numbering (only if no document has been issued in that series yet).
Once documents are issued, the numbering cannot be modified nor the series changed.
Activate, Block, or Delete Series
Each series has a switch to activate or deactivate it.
If a series has no issued documents, it can be deleted.
If there is at least one document in the series, it cannot be deleted, but it can be blocked.
A blocked series can no longer be used to issue more documents.
For contracts and settlements, there is only one unique series (it cannot be activated or deactivated).
It is essential that at least one series remains active: you cannot block them all.
This functionality is available for all companies, except those with NF525, which only have one unique series.
Where to Check Documents Issued in the Owner's Name
Both owners and managers can review invoices issued in the owner's name, although with different permissions:
In the Owner's Intranet
The owner can view and download invoices issued in their name (including self-billing), if they have the corresponding permission enabled.
Permissions are managed from the invoicing configuration.
In the VRMS
Access Side Menu → Accounting → Invoicing → Owner's Accounting Documents. Here you can see:
Invoices where the owner is the issuer
Self-billing
This provides a complete view of all the owner's invoicing.
Attention to Details
Owners will only see invoices if they have the appropriate permissions.
In the VRMS, all invoices will always be accessible from the corresponding submodule.
Each owner can only have one legal name assigned.
The legal name, Tax ID, or series of already issued documents cannot be modified.
If a change is needed after issuing documents, a new legal name will need to be created.
Frequently Asked Questions
What happens if I try to change the legal name or Tax ID after issuing invoices?
What happens if I try to change the legal name or Tax ID after issuing invoices?
It is not possible to modify the legal name or Tax ID once accounting documents have been issued. If a change is needed, a new legal name will have to be created.
Can I delete a billing series that already has issued documents?
Can I delete a billing series that already has issued documents?
No. A series can only be deleted if it has no generated documents. Otherwise, it can only be blocked to prevent further use.
What permissions does an owner need to view their invoices on the intranet?
What permissions does an owner need to view their invoices on the intranet?
The owner will only be able to view and download the invoices issued in their name if the corresponding permission is activated in the invoicing configuration.