EXP-RO01-4.4.2.2

Entersoft Expert^®

New Features & Functionality

New Features & Functionality (Outline)

This document aims to report the new features and extensions of EXPERT Version 4.4.2.2. First, the newly added functionality and features are briefly listed and, then, a detailed presentation follows. User guidelines and examples are provided where necessary.

Entersoft ERP

• New technical documentation
• Enhancements on Import Folder UI form providing the ability to add all relevant actions and entries from one point
• External invocation for finding item price
• Functionality for Reapplication of pricelist on sales document
• VAT on Payment : Initialization tasks
• New workflow: Deferred Incomes
• New Inventory Book Statement format

Entersoft ERP

Documentation

New technical guide

The new guide EBS-InstallationGuideEN.pdf for SQL Server installation and configuration guidelines has been added. It is addressed to the system administrators and is available in English in the file \ESBooks.

Sales

External invocation for finding item price

The new service ItemPriceProvidingService has been created and can be invoked by any external system (i.e. through an automation) that returns the following fields

• Price

• % discount 1

• % discount 2

• % discount 3

• Price includes VAT

… based on parameters such as Item, Customer, Quantity, etc. as described in detail in the Appendix

Other improvements

1. The new action Reapply pricelist has been added to the sales document list. It is used in cases that changes have been made to the pricelists and it is necessary to re-calculate prices and discounts before pricing. This process affects all items of selected documents.
2. In the dimension analysis chart (F12), the column of total rows has changed position (it is displayed at the beginning of the grid).

Inventory

Stock allocation

In case of stock allocation calculation through specific loading order(s), the view for selecting loadings (Loading Order document) that is called (from Reserve available stock/Loading orders) has been enhanced with the new warehouse and horizontal dimensions criteria.

New Trial Balance format

New Inventory Book Statement format has been added, corresponding to columns in Detailed format, with the difference that data brought forward are not shown in columns but in rows. In this Trial Balance format, each item uses 4 lines:

1. Inventory
2. Brought forward
3. Turnover in period
4. Running totals

Specifically (according to users’ easy supervision criteria) 2 alternative formats are provided:

• Monthly Statement (running totals analysis)

This format resembles the one shown when the "period analysis" function is activated except that if the period of time includes more than one period, the turnover in period is aggregated into ONE line (instead of the same number of monthly lines). WIP Production is not differentiated from Production, Sales value (turnover) shown at the end with “Profit/Loss”, and running totals by item are depicted in the item grouping line:

• Monthly Statement (Alternative format)

This format exports the same results as the previous one, but it differs in the titles (content titles of 4 lines by item are in columns and not in rows). Additionally, the first 8 columns show only quantities (ending in the 8^th STOCK column), while the next 8 the costs (ending in the 8^th STOCK VALUE column), and the GROSS RESULT column follows (where period sales value is shown).

Color-Size

In documents used (mostly) for line item analysis by color- size, in the 2-dimensional grid shown when pressing F12 a new feature has been added. Through the generic parameter Items/Bar-codes: Display dimension chart field in grid (F12) the feature is activated and dimension chart comments are parametrically shown along with code and description.

This functionality is useful, i.e. when a new name is given to a color in a season, but actually, the color remains the same (no new color is inserted into the colors table). But in the document the user would like to see the color (for specific season) with the current name (market name).

Deferred Incomes

New functionality is now available for monitoring the “Income in Advance” (DEFERRED INCOME) workflow, which necessitate both special posting to accounting and a monthly depreciation. Such incomes are: insurance, rents, subscriptions etc. i.e. incomes for which the issued invoice refers to an extended period of time.

1. Posting to an intermediate, temporary account.

2. Periodically: the intermediate, temporary account is debited and the actual income account is credited.

3. Functionality for monitoring the outstanding incomes.

Registration of an Income in Advance

To register an Income in Advance, a Service Invoice (as if a common service) may be used. However, the new document type FSVA - Factura Vanzare (Venituri acumulate) is now available. This document differs from the FSV type, since it has specialized layout out in the grid. After having completed all necessary information at the header, the user must use the automation “Deferred Revenues” to produce as many lines as the number of future periods the income refers to. The following information is required to be specified by the user:

• The intermediate, temporary account.
• The actual account.
• The Debit Value (net value)
• The number of periods
• The due date of the initial revenue
• The calculation method for the subsequent periods.
• Optionally, the Business Dimensions.

Monitoring

A new view “Deferred revenue list” is now available (menu: Financial\ Services). The view presents the forecasted revenues grouped by expiry month.

Settlement

For settling such revenues on the month of fulfillment, a new automation is now available on the aforementioned view: “Close deferred income”. First, it is required to select the lines to be settles and then, in the automation UI, it is required to select one of the adjustments expense documents (OEX, OED, OEC), the ‘Document Series’ and the ‘Issued on’ date.

The process will produce one document per each selected line. For every income account, the intermediate, temporary account is debited and the actual account is credited (based on the account defined at the original document)

Configuration

1. As first step, it is required, to register the Income as General Items-Services.
2. New company parameters related to the flow are available
3. In case you desire to use one of the already existing document types (e.g. FSV), the following actions are required.

1. Update the document type with the attribute “FUTURE_EXP_REV”.

2. Update the Document Type with the proper layout i.e. the 1G-12004DR layout that is available with EXPERT Version 4.4.2.2.

Note that…

It is highlighted that in this version, some improvements have been done to the relevant Suppliers flow.

Payment method

For start date calculation, the lock in the same month feature (where reference date belongs to) or transfer to the next “day of month” has been added:

So, an Invoice registered on 25/3/2017, if the payment method declares

• Calculate start date -> day of month = 21 and lock in the same month (YES)
• Calculate expiry -> number of months = 2

The expiry date is calculated with start date on 21/3/2017 so the result will be 21/5/2017.

In the same scenario, if the lock in the same month (NO) is disabled, the expiry is calculated with start 21/4/2017 (the 1^st next 21^st month after document’s date 25/3) so the result will be 21/6/2017.

Bank account

In Liquidity Accounts related to Banks, the system automatically proposes in the Branch the main Address and in the Swift code & Special code, the content of the fields of the same name from the “Banks” table, if they are filled out.

VAT on Payment: Initializations tasks

At the initialization, some startup tasks need to be done in order to have the trade account opening entries available in VAT on Payment system. The VAT on Payment sub-system requires the matching of the invoices and the payment documents in order to calculate the collectable VAT value per month. Therefore, starting operating the system, the invoices and the notes that contribute to the total open accounting and commercial balance of a Trade Account must be fully and distinctively registered, in order to ensure that they will be available for further matching. The current version has been enriched with the needed elements for the registration of the Commercial Balance of the trade accounts in the VAT on Payment system.

All actions are now available in the new menu area: Financials\Accounting process\Trade account year-opening

Accounting balance

As far as the opening accounting balance, the known document types SDVT & SCCT and the auxiliary document type AIP may be used in order to register the all the invoices analytically.

SDVT - Solduri initiale debitoare clienti – TVA la incasare
	This document is similar to the document SDV but also it supports the “VAT on Payment” case. Used for debit of Customers/Debtors inventory. It updates the receivables forecasts. In case of balances under the VAT on Payment regime, you must register separate documents per invoice. Invoice’s info must be registered in first tab-page analytically. After the completion, you may use the automation “Create trade account lines” for the creation of the Trade account balances, which are included in the same document in the tab-page “Trade accounts”.
SCCT - Solduri initiale creditoare furnizori – TVA la incasare
	This document is similar to the document SCC but also it supports the “VAT on Payment” case. Used for credit of Suppliers/Creditors inventory. It updates the receivables forecasts. In case of balances under the VAT on Payment system, you must register separate documents per invoice. Invoice’s info must be registered in first tab-page analytically. After the completion, you may use the automation “Create trade account lines” for the creation of the Trade account balances, which are included in the same document in the tab-page “Trade accounts”.
AIP - Administrare documente initiale parteneri comerciali – TVA la incasare
	As start-up tasks, you may use this document to register all the pending invoices (receivables & payables) under the “Vat on Payment” regime. All the info must be registered in details, (invoice number, issue date, end date etc.). After the completion, you use the automation “Create opening documents” which is available in the menu: Trade account – Opening entries, in order to massively create the opening documents SDVT for the receivables or SCCT for the payables. Please notice that the process will create separate opening document for each pending document grouped by trade account, alternative document & date and end date.

Commercial balance

Concerning the commercial balance, apart from the invoices, is essential to register the uncashed notes as distinct entries so that be available for further matching. Furthermore, these entries must be included to the appropriate columns of the VAT Journals. This requirement forces us to separate opening entries into the following categories.

• Trade transactions (invoices) that contribute to the total open accounting balance of the trade account
• Trade transactions (invoices) paid with notes that are still fully or partially uncashed
• Adjustment transactions for the cashed amount of the invoices within the previous years
• Note (cheques) transactions that contribute to the commercial balance

More thoroughly, the flow is as follows:

Trade transactions (invoices) that contribute to the total open accounting balance of the trade account

The flow as presented above in the area “Accounting balance” must be followed for the registration of the entries of the specific category.

Trade transactions (invoices) paid with notes that are still fully or partially uncashed

When the system is setting up, there are paid or partially paid invoices within the VAT on Payment system, which are matched to uncashed notes issued on previous years. These transactions must be included in the VAT Journals, therefore must be registered distinctly as opening entries. They are reconciliation entries that act as invoices. It should be noted that these entries, as expected, do not contribute on the accounting balance, as they are paid invoices.

The new document type VTA – Solduri initiale debitoare – TVA la incasare, is now available. It can be used for both; customers and suppliers.

It is essential to register separate documents per invoice. Alternatively, by using the auxiliary document type AIP and the automation “Create opening documents” (menu: Financials\Accounting processes\Trade account year-opening\Bulk document creation (VAT on payment)) you may achieve the bulk creation of the opening documents. For that purpose, the automation has been enhanced in order to support the creation of documents for both cases; opening documents that update the accounting balance and opening documents that do not update the accounting balance.

In the 1^st step “Update trade account book balance?”, the user should declare his choice.

• With update.
• Without update

Each choice leads to the appropriate document type SDVT\SCCT or VTA.

Adjustment transactions for the cashed amount of the invoices within the previous years

When there are opening invoices that have been partially cashed in the previous years, only the uncashed amount is matched to pending notes. On the other hand, the cashed amount must be presented in the current VAT Journals. Consequently, the posting of the opening cashed amount is needed. For that purpose, the new document type VTΙ - Reconciliere TVA - Opening entry is now available. This document type is similar to the VTP but for the Opening fiscal period. It acts as reconciliation closing entry. It credits the “Collectible VAT” account and debits the “Non-Collectible VAT” account of the previous years. It can be used for both; customers & suppliers.

Use the view “Pending Documents” and the automation “VAT reconciliation” for entries the bulk generation (menu: Financials\Accounting processes\Trade accounts year opening\Pending documents towards VAT reconciliation). The transactions created on the previous step (with the document type VTA), are presented. The new column “Update amount” is editable and the user must enter the Total cashed amount that has been paid in the previous years.

It is highlighted that the view and the automation are the known components available in the menu: Accounting\End of periodic processes\VAT tasks. Both components have been enhanced accordantly so that from each menu node, the process works differently creating the appropriate documents.

Note transactions that contribute to the commercial balance

As last step, the registration of the pending notes is needed. These notes form the commercial balance of the trade accounts at the begging of the current fiscal year and they should be available for further matching. Each note must associate to the relevant invoice (that have been previously posted as it has been presented in the area: Trade transactions (invoices) that contribute to the total open accounting balance of the trade account). For that purpose, two new documents are available in menu: Portofilio\Opening documents.

IEIV - Inventar efecte de incasat existente in Portofoliu - TVA la incasare
	This document is similar to IEP document types. It can be used in cases where the notes must be linked to the relevant invoices according to VAT on Payment method.
IEPV - Inventar efecte de platit - TVA la incasare
	This document is similar to IEI document types. It can be used in cases where the notes must be linked to the relevant invoices according to VAT on Payment method.

VAT Declaration process

The VAT Declaration process has been enriched so that, by following the above presented flow all the involved transactions handled as normalized entries by the VAT Declaration process.

Planning of payments

In Planning of payments and Payment orders preparation processes a new feature has been added; the feature of payable notes due date proposal.

When the payment method is cheque, the due date column is filled out with a proposed value from the new parameter “Notes end date proposal” in the criteria of the process. The possible values could be the supplier’s credit days or a user defined number of supplier’s register or the note end date from supplier’s credit policy.

This parameter gets the initial value from the new generic parameter with the same values (so, there is no need to be declared EVERY TIME, and simultaneously other options are available for SPECIAL cases without changing the general behavior).

Each of these options lead to a NUMBER OF DAYS added to the login date (current date) to PROPOSE A DUE DATE. This date (in payments grid) is accessible to the user, who can change it. This is the reason why the proposal is made only once (at the beginning) and i.e. not in case of changing the documents’ issue date.

The notes end date proposal is not valid in case of multiple cheques, because it is static (fields dependent) and its possible application might exceed the “acceptable” supplier credit.

On the 2^nd level of payables analytical entries, the feature of showing additional columns of the entry has been added (through Add/Remove columns and subsequently, save layout):

• Document reason
• Entry alternative reason
• Entry comment

The liquidity accounts line reason is transferred to the comment of liquidity accounts entry according to the system customization. However, the content of the “Alternative reason” and “Comment” fields can be customized by standard reasoning.

Import Folders

Improvements

In the form of Import Folder a few extensions have been added to facilitate the users to perform all processes related to a Folder, through this (only one) display.

• On Cost determination units page

Transitions can be invoked by selecting the icon .

• On Cost elements page

1. While creating (and relating) a new cost document, the monetary documents for Discount credit and Debit invoice of foreign firm are displayed as choices. These documents, participate in the file closing elements of a change in the final cost of the imported products.
2. Henceforth, new document creation (and relation) are performed in tab page and not in dialogue (without working in another window)
3. By selecting the icon all related transitions are invoked (i.e. towards credit)

• On Documents page

1. The new document creation feature has been added (Order, Loading order, Import note, Credit, Expense report, Payment, Transit).

2. Transitions invocation through the icon has been added. For instance, a transition from Order to Invoice – Delivery Note from Foreign Firm or Invoice to Payment order or Order to Loading order etc. could be performed from this point.

3. The displayed documents have a new classification

• Initial order

• Import notes

• Loading orders

• Expense reports

• Other trade documents

• Closing documents

• Related transits

• Related adjusting entries

• Payments

Permanently Closed Import Folder

To fully protect the data of a closed Import folder, there is the “Check modification of Documents included in CLOSED Folders” option. By activating this option, any change in documents related to a closed folder is not allowed.

If this is not desirable, the minimum checks applied to all documents related to permanently closed File (apart from the rule above) are:

• Prohibition of date, series, folder and values modification

• Prohibition of importing and deleting item line, as well as changing existing item line

• Deletion and cancellation of document (unless it is part of closing documents)

This means that (if no other control is enabled) all other changes are allowed, for instance, in payment settlement lines, in informative fields or business dimensions etc.

Fixed Assets

In Acquisition list, the “Reversed Depreciations” column has been added to explain the undepreciated balance, in case there are sales/ destructions/ withdrawal.

Reports

Official report check

In all reports connected with BITs (Registers, Trial Balances etc.) with the question “official report”, the check of closing period is activated (depending on the module the report refers to) and warning messages shown to the user to close the period before getting the report, ensuring that the data will be definitive.

Because in some cases and for a number of reasons, the closing process of the period is not followed, the feature of disabling this specific check has been added. In this case is simply ignored by the users. This is achieved through a new general parameter:

Other improvements

Send internal message

The Send internal message feature has been transferred to the pop-up menu from the horizontal toolbar on the top left in order to be available to users with no access to the menu Tools & Configuration (where it was).

Furthermore, in the message recipient searching process, hence, each user is listed only once (and not once for each group).

Delete device records

The process of deleting old device logs (Tools and Configuration/Maintenance tasks) has been replaced by the Delete old records related to the mobile device synchronization (Auto) automation and one scheduled action (DeleteDIOldData), which can be immediately executed or be scheduled by the user.

Appendix

Specifications – Invoke ItemPriceProvidingService

The new service is the Entersoft.ERP.Financials.DS.ItemPriceProvidingService. It can be found in DLL ESFIDocumentsISUD. The class ItemPriceProvidingService has 3 public methods, the New(...), AddParam(...) and FetchPrice(...).

Invoke method

Initialization:

Dim PriceProvidingSrv As New ItemPriceProvidingService(session)

Declare Parameters:

PriceProvidingSrv.AddParam(ParamField, ParamValue)

where the ParamField can be enum ItemPriceProvidingParamsEnum and the ParamValue is the parameter value, for instance:

• PriceProvidingSrv.AddParam(ItemPriceProvidingParamsEnum.PricelistGID, New System.Guid("82D812D0-7B7E-4676-9BCC-136F9E13246D"))

• PriceProvidingSrv.AddParam(ItemPriceProvidingParamsEnum.ItemGID, New System.Guid("38AC807A-4D16-4A6D-93F6-001FC531D65F"))

• PriceProvidingSrv.AddParam(ItemPriceProvidingParamsEnum.TradeAccountGID, New System.Guid("45CBFD39-8CB0-48B9-9780-005C5C90C0E0"))

• PriceProvidingSrv.AddParam(ItemPriceProvidingParamsEnum.BusinessUnitCode, "ΒΙΟΜΗΧΑΝΙΑ")

The parameters can be declared only with AddParam.

The Entersoft.ERP.Financials.DS.ItemPriceProvidingParamsEnum contains all the parameters that the user of the Service can define.

Invocation:

Dim results As ItemPriceProvidingResults = PriceProvidingSrv.FetchPrice()

where the results contains the fields Price, Discount1, Discount2, Discount3, IncludesVAT.

Mandatory Parameters:

PricelistGID (must be defined with AddParam)

ItemGID (must be defined with AddParam)

Default Parameters:

MeasurementUnitCode (if defined with AddParam, the item Base Mu will be used)

ItemPricingCategoryCode (if defined with AddParam, the item Pricing Group will be used)

CompanySiteGID (if defined with AddParam, the Login branch will be used)

CurrencyCode (if defined with AddParam, the company base currency will be used)

ValidFromDate (if defined with AddParam , the LoginDate will be used)

Quantity (default 1)

All other parameters react as dimensions in the following sequence:

PricelistGID

ProjectGID

TradeAccountSiteGID

TradeAccountGID

BusinessUnitCode

CompanySiteGID

DeliveryRegionGroupCode

SenderRegionGroupCode

DiscountGroupCode

CurrencyCode

MeasurementUnitCode

ItemGID

ItemPricingCategoryCode

LotGID

SizeCode

ColorCode

StockDim1Code

StockDim2Code

Release Document for EXP-RO01-4.4.2.2