Legal entities (form)

Article
10/09/2018

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click Organization administration > Setup > Organization > Legal entities.

-or-

Click General ledger > Setup > Organization > Legal entities.

Use this form to maintain legal entity information. A legal entity is an organization that has a registered or legislated legal structure. Legal entities can enter into legal contracts and are required to prepare statements that report on their performance.

If you are using Microsoft Dynamics AX 2012 R3 or AX 2012 R2, legal entities must be configured in each partition.

Tasks that use this form

Create or modify a legal entity

(DNK) Set up a payment slip format for customers

(CAN) Set up GST/HST and post a purchase order with tax on acquisition details

(ITA) Set up information for the "Italian black list" report

Navigating the form

The following tables provide descriptions for the controls in this form.

Tabs

Tab	Description
General	Enter general information about the legal entity, such as language and time zone.
Addresses	View and enter address information for the legal entity.
Contact information	Enter contact names and numbers for the legal entity.
Tax registration	Enter registration information for reporting to tax authorities.
Tax 1099	Set up fields for tax 1099 reporting in the United States.
Statutory reporting	Enter registration information for statutory reporting.
Bank account information	Enter bank accounts and routing numbers for the legal entity.
Foreign trade and logistics	Enter shipping information for the legal entity, which includes Intrastat information.
Number sequences	View number sequences that are associated with the legal entity.

Buttons

Button	Description
New	Open the New legal entity form to create a new legal entity, and enter information in only the required fields. To enter additional information about the legal entity, use the Legal entities form.
Change name	Open the Change name form to modify the name of the selected legal entity. Name changes are tracked. To view past name changes, click the History button. Note This control is not available if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed.
Company logo	Open the Image form to add, change, or remove the company logo.
View in hierarchy	Open the View hierarchy form to view the legal entity in an organization hierarchy. If the legal entity belongs to multiple hierarchies, the Select organization hierarchy form opens, where you can select the hierarchy that you want to view.
Taxes	Open the Manage addresses form, where you can manage tax registration numbers for the legal entity by its addresses. Note This control is available only if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed.
Account identifiers	Open the Account identifiers form to select the program identifier and the reference number provided by the Canadian Revenue Agency (CRA). This button is available only if the Registration number is entered and saved. Note (CAN) This control is available only to legal entities whose primary address is in Canada.
1099 software vendor (Tax 1099 tab)	Open the 1099 software vendor form to enter information about the 1099 software vendor. Use this option if the 1099 software was not developed internally.
1099 transmitter (Tax 1099 tab)	Open the 1099 transmitter form to enter information about the transmitter of 1099 data to the IRS (Internal Revenue Service).

Fields

Field	Description
Name	The full name of the legal entity.
Company	The company account ID that is associated with the legal entity. Important A company is a type of legal entity. In this release of Microsoft Dynamics AX, a company is the only kind of legal entity that you can create, and every legal entity is associated with a company ID. This association exists because some functional areas in the program use a company ID, or DataAreaId, in their data models. In these functional areas, companies are used as a boundary for data security. Users can access data only for the company that they are currently logged on to.

Name

The full name of the legal entity.

Company

The company account ID that is associated with the legal entity.

Important

A company is a type of legal entity. In this release of Microsoft Dynamics AX, a company is the only kind of legal entity that you can create, and every legal entity is associated with a company ID. This association exists because some functional areas in the program use a company ID, or DataAreaId, in their data models. In these functional areas, companies are used as a boundary for data security. Users can access data only for the company that they are currently logged on to.

Fields: General tab

Field	Description
Address format	Select the default address format to display when you enter an address.
Memo	Enter notes about the selected legal entity.
Search name	Enter an alternate name that can be used to search for this legal entity by using Enterprise Search.
In hierarchy	A selected check box indicates that the selected legal entity belongs to an organization hierarchy.
Use for financial consolidation process	Select this option if the ledger for this legal entity combines the financial data of subsidiary legal entities.
Use for financial elimination process	Select this option to enable elimination entries to be created in the ledger of this legal entity. You cannot change this field if the Use for financial consolidation process option is not selected and transactions exist.
Language	Select the default language to use when you correspond with customers, such as when you send invoices and collection letters. If a language code is not specified in the customer or vendor parameters forms, this language code is suggested when you create new customers or vendors.
Time zone	Select the time zone for the selected legal entity.

Fields: Addresses tab

Field	Description
Address	Enter information, such as street name and number, postal code, and city. The address information is used in reports. City, State or province, County, and Country/region values are inserted automatically in the Address field when you exit the respective fields. When the address is approved, the City, ZIP/postal code, Country/region, State or province and County fields are filled in. The contents of these fields can be changed, regardless of the contents in the Address field, because they are exclusively used for searching and sorting.
Purpose	View the purpose of the selected address. For example, the address may be used for deliveries only, or for deliveries and services.
Primary	View whether the address is primary. A primary address is the principal postal address for the selected party. A primary address can also be the default address for the party. Note The country/region that you select for the primary address of the legal entity determines the country/region-specific features that are available for the legal entity.

Address

Enter information, such as street name and number, postal code, and city. The address information is used in reports.

City, State or province, County, and Country/region values are inserted automatically in the Address field when you exit the respective fields.

When the address is approved, the City, ZIP/postal code, Country/region, State or province and County fields are filled in. The contents of these fields can be changed, regardless of the contents in the Address field, because they are exclusively used for searching and sorting.

Purpose

View the purpose of the selected address. For example, the address may be used for deliveries only, or for deliveries and services.

Primary

View whether the address is primary. A primary address is the principal postal address for the selected party. A primary address can also be the default address for the party.

Note

The country/region that you select for the primary address of the legal entity determines the country/region-specific features that are available for the legal entity.

Fields: Contact information tab

Field	Description
Name or description	Enter the description of the communication type.
Type	Select the identification of the communication type.
Contact number/address	Enter the communication number or address, based on the selected communication type. If the Validate Tax 1099 data formats check box is selected on the Tax 1099 FastTab, enter the main company telephone number in the Contact information form.
Extension	Enter the telephone extension for the contact person.
Primary	Select this check box to indicate that the telephone number in the Extension field is the primary communication number for the legal entity.

Field: Tax registration tab

Field	Description
Tax registration number	Enter the number that is used in transfers that are related to the European Union and relevant external reports. When you select Italy as the remittance format in the Generate remittance form, this number is included in the electronic remittance file.
Business activity:	Enter the main business activity of your company. Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.
Business activity description:	Enter a brief description of the main business activity of your company. Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.
Zakat file number	Enter the unique Zakat file number that is assigned to your company by the Department of Zakat and Income Tax. Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.
Company type	Select the type of company. Note (MEX) This control is available only to legal entities whose primary address is in Mexico.
RFC number	Enter the Registro Federal del Contribuyentes (RFC) number of an individual or corporation for tax registration. Note (MEX) This control is available only to legal entities whose primary address is in Mexico.
CURP number	Enter the Clave Única de Registro de Población (CURP) number of a person for tax registration. Note (MEX) This control is available only to legal entities whose primary address is in Mexico.
State inscription	Enter the State Inscription number of a person or a corporation for tax registration. Note (MEX) This control is available only to legal entities whose primary address is in Mexico.

Fields: Tax 1099 tab

Field	Description
Federal tax ID	Enter the IRS registration number that is used for reporting 1099 payroll expenses and in relevant transfers and external reports. Note (USA) This control is available only to legal entities whose primary address is in the United States.
Validate Tax 1099 data formats	Select this check box to display an error message when you are testing for required IRS data. Note (USA) This control is available only to legal entities whose primary address is in the United States.
DBA	Enter the Doing Business As (DBA) name, which is any name other than your own under which you do business. Note (USA) This control is available only to legal entities whose primary address is in the United States.
Name control	Enter the four-character code that is found on the 1099 mail label and is used in relevant transfers and external reports. Note (USA) This control is available only to legal entities whose primary address is in the United States.
TCC	Enter the five-character alphanumeric transmitter control code that is assigned by the IRS to the transmitter for electronic/magnetic filing. Use the appropriate IRS form (4419) to apply for a Transmitter Control Code (TCC). The TCC is used in relevant transfers and external reports. You can use this code only if you file the 1099 forms electronically. Note (USA) This control is available only to legal entities whose primary address is in the United States.
Last filing indicator	Select this check box to indicate that this is the last year that this payer's name and Tax Identification Number (TIN) will be used to file information returns to the IRS. Note (USA) This control is available only to legal entities whose primary address is in the United States.
Foreign entity indicator	Select this check box to indicate that the company is owned by an entity outside the United States. Note (USA) This control is available only to legal entities whose primary address is in the United States.
Bank account used for 1099 payments	Select the bank account to use for 1099 payments. Note (USA) This control is available only to legal entities whose primary address is in the United States.

Field: Statutory reporting tab

Field	Description
Branch/Subsidiary	Identify the branch/subsidiary that is used with the tax exempt number.
DUNS	Enter the unique nine-digit Data Universal Numbering System (DUNS) number that is assigned to this organization by Dun & Bradstreet.
Tax representative	Enter the name of the tax representative.
Enterprise number	Enter the unique enterprise number that is delivered by the Belgian Crossroad bank of Companies.
Branch number	Enter the unique branch number that is delivered by the Belgian Crossroad bank of Companies.
Registration number	Enter the registration number that is provided to the company by the Canada Revenue Agency (CRA). Note (CAN) This control is available only to legal entities whose primary address is in Canada.
Software identification code	Enter the eight-character alphanumeric software identification code. The first two characters are letters and the last six characters are numbers. These values must be correct so that the Goods and Services Sales Tax or Harmonized Sales Tax (GST/HST) returns can be processed. Note (CAN) This control is available only to legal entities whose primary address is in Canada.
Fiscal code	Enter the fiscal code of the legal entity. Note (ITA) This control is available only to legal entities whose primary address is in Italy.
Legal nature	Select the legal structure of the legal entity that is registered with the government, such as Limited share partnerships, Limited liability companies (SRL), or Public limited companies (SPA). Note (ITA) This control is available only to legal entities whose primary address is in Italy.
Customs customer number	(Finland) Enter the unique customer number, which is required for Aland Islands taxes.
Domestic customs license number	(Finland) Enter the unique identifier for the domestic license number that is required by customers for Aland Island taxes.
Commerce registration	Enter the name of the French agency where the company has been registered, such as the Registre du commerce et des sociétés. Note (FRA) This control is available only to legal entities whose primary address is in France.
Legal form	Enter the legal type of your company, such as non-profit organization, manufacturing company, or financial institution. Note (FRA) This control is available only to legal entities whose primary address is in France.
NAF code	Enter the French Nomenclature des Activités Françaises (NAF code) for your company. For more information, see (FRA) NAF codes and siret numbers. Note (FRA) This control is available only to legal entities whose primary address is in France.
National Registry number	Enter the registered organization number for the company. Note (ISL) This control is available only to legal entities whose primary address is in Iceland.
Legal representative	Enter the name of the legal representative. Note (MEX) This control is available only to legal entities whose primary address is in Mexico.
RFC number	Enter the RFC number of the legal representative. Note (MEX) This control is available only to legal entities whose primary address is in Mexico.
CURP number	Enter the CURP number of the legal representative. Note (MEX) This control is available only to legal entities whose primary address is in Mexico.

Fields: Bank account information tab

Field	Description
Bank account	Select the primary bank account number of the company. This bank account number is used in relevant bank transfers and external reports.
Giro account	Enter the primary giro account number of the company. The giro account number is used in relevant transfers and external reports.
Routing number	Enter the number that is used in tax reporting and other reports.
Central bank purpose code	Select the default code that is used when reporting to the central bank.
Purpose text	Enter the default description of the payment purpose code.
FI-Creditor ID	Enter the creditor's unique identification number, which is provided by the financial institution. The creditor's identification number must contain eight digits. Note (DNK) This control is available only to legal entities whose primary address is in Denmark.
SIA code	Enter the Società Interbancaria per l'Automazione (SIA) code of the company for bill of exchange and promissory note remittance. The SIA code is assigned to the company by the SIA.
Issuing signature	Enter the company signature for remittance that is used by the bank for identification. The signature is stored in the remittance export file for the bill of exchange and printed in the customer remittance report.
DNB Routing number	Enter the registration number from the DNB (Netherlands Central Bank) for categorizing foreign payment.
Trader number	Enter the indication code from the DNB for transit traders.
Payment instruction code 1	Enter the code that is used in the SWIFT message for foreign banks.
Payment instruction code 2	Enter the code that is used in the SWIFT message for foreign banks.
Payment instruction code 3	Enter the code that is used in the SWIFT message for foreign banks.
Payment instruction code 4	Enter the code that is used in the SWIFT message for foreign banks.

Fields: Foreign trade and logistics tab

Field	Description
Shipping calendar	Select the shipping calendar that represents possible shipping days.
DVR	Enter the data processing register number that is supplied by the DVR (DatenVerarbeitungsRegister).
Delivery number	Enter the account number that the company has with the preferred courier service and that is used in relevant external reports.
Activity code	Enter the identification of the financial activity group.
Packing material fee license number	Enter the packaging material fee license number of your recycling company. It is used in the ARA notification report.
VAT exempt number export	Select the number that is used for transfers relative to the European Union and in external reports. Note An export number is required to print an Intrastat report for Finland.
Branch number extension export	Identify the branch or subsidiary that is used with the tax exempt number for export.
VAT exempt number import	Select the number that is used in external reports and for transfers relative to the European Union. Note An import number is required to print an Intrastat report for Finland.
Branch number extension import	Identify the branch or subsidiary that is used with the tax exempt number for import.
Intrastat code	Enter the code that is used for reporting to the authorities and that is used in relevant transfers and external reports.

Fields: Number sequences tab

Field	Description
Reference	The document type or the record that uses the number sequence.
Number sequence code	Select a code for the number sequence. The codes in the list are set up in the Number sequences form.