EBS - Quick Implementation EN

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EBS-QuickImplementationEN

Getting started

Entersoft Business Suite® | Entersoft Expert®

Installation & quick implementation Guide

Περιεχόμενα

Aim

This manual aims at:

  • Providing all necessary information to IT staff and implementation managers for learning all necessary quick start and adjustment system actions (the steps, which we will have to take for a proper typical installation)
  • Highlighting all important elements for training end-users, for their adjustment at the system to be as direct as possible and their daily operation without any problems (what we should not forget, before an installation goes “live”).

Installation

Server & Client Installation

MAIN STEPS

The setup will start automatically when the DVD media is inserted in the drive. If “Windows Autorun” is disabled or you are installing the application from a local or network drive please double-click the file named “setup.hta” located in the root directory. You can change the language of the setup by clicking the appropriate icon EBS-QuickImplementationEN-image9.png EBS-QuickImplementationEN-image10.png (both Greek and English are supported).

STEP 1 – Installation configuration

In this step, you will configure the installation of Entersoft Business Suite and Expert, specifying the operating system, the processor architecture and the product that you will install. The supported operating systems are Windows XP, Windows Server 2003, Windows Vista, Windows Server 2008 and Windows 7.

The DVD that you received may contain more than one product (for instance Business Suite EL02, Expert EL02), so you have to select the product that you want to install.

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When you are deploying Entersoft Business Suite or Expert in your organization, you have to configure the SQL Server that your installation will use, the Entersoft Server(s) that will exist and their connectivity with the Entersoft Clients that will be installed. Therefore, you have to select the role that the computer will have in your installation. There are four different roles:

  • Entersoft Client (only the client software is installed)

  • Entersoft Server (the SQL Server is hosted in another computer)

  • Entersoft Server and SQL Server (the SQL Server is hosted in the same computer)

  • SQL Server Only (the Entersoft Server will be hosted in another computer and you want to restore the Startup - Zero and the Demo databases in a local SQL Server)

warning.png ATTENTION!

If SQL Server is hosted in this workstation you can choose if you want to install Microsoft SQL Server Express Edition (in the DVD media you will find both 2005 and 2008 editions).

  • If the SQL Server and the Entersoft Server will be hosted in different computers, then you will have to:

    • Perform a SQL Server Only installation to the database server.

    • Perform an Entersoft Server installation to your server(s).

    • Perform an Entersoft Client installation to each of your workstations.

  • If the SQL Server and the Entersoft Server will be hosted in the same computer, then you will have to:

    • Perform an Entersoft Server and SQL Server installation to the server.

    • Perform an Entersoft Client installation to each of your workstations.

STEP 2 – Installation prerequisites

In this step, you will install all the prerequisites needed for the installation of Entersoft Business Suite and Expert, depending on the selected configuration. You have to install every prerequisite in the proposed list (you can install it by clicking on the link). If a green checkmark appears next to a prerequisite, then this prerequisite has been installed and you do not have to install it again. If a prerequisite installation requires restart, then please restart your computer and return to the setup form. Your configuration will be saved so the next time you start your computer you will not have to configure your installation again.

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If you chose to install Microsoft SQL Server Express Edition then a gray link “Configure SA Account” will appear next to the “Microsoft SQL Server” installation link. This link enables the user to specify a password for the SQL Server SA account (System Administrator). The default password is “esP@ssw0rd”. Entersoft STRONGLY recommends that you change the password of the SA account for security purposes. The password that you will enter may not be empty or contain the character ‘“’ (double quote). If you specify an invalid password then the password boxes will become red and you will not be able to install Microsoft SQL Server Express (you can reset the password by clicking “Reset”).

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If you are installing SQL Server Express 2008 then you will have to install Windows PowerShell 1.0. Windows PowerShell 1.0 is preinstalled in Windows 7, included in Windows Server 2008 as an additional feature and is available as a separate download from Microsoft for the other operating systems (the Windows PowerShell 1.0 link points to the download page).

  • How to Enable Windows PowerSh'ell in Windows Server 2008

The link “Windows PowerShell 1.0” will open Server Manager, and then you have to select the link “Features” that appears on the left. If Windows PowerShell does not appear in the installed features list, you can add it by selecting “Add Features”. In the list that opens, scroll down, select Windows PowerShell and then click “Next”. If you then click “Install” Windows PowerShell will be enabled.

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STEP 3 – Entersoft Business Suite / Expert Installation

Before you proceed in this step, please make sure that you have installed all the proposed prerequisites. In this step, you will either install Entersoft Business Suite – Expert or restore the Zero-Startup and Demo databases of the selected product (if you selected SQL Server Only in the first step).

EBS-QuickImplementationEN-image16.png

You can install the selected product by clicking the link on the bottom of the installation form. By clicking “Next”, you can start the installation of Entersoft Business Suite - Expert. During the setup, you will be requested to configure the application, depending on the computer role that you chose in the first step. If a UAC (User Account Control) message is shown, please accept it.

If you are reinstalling Entersoft Business Suite or Expert and all of the configuration files exist then you will not be requested to configure the application, as this configuration is assumed to be valid.

If a configuration step fails then a button named “Retry” appears next to the “Next” button, enabling you to re-run the configuration step and see if it was fixed. If you want to skip the error and proceed to the next step then click “Next”. If you want to change something in the configuration, you can use the Entersoft Control Panel after the installation is completed.

Entersoft Server and SQL Server installation

At first, you will be prompted to restore the Zero – Startup and Demo databases to a local SQL Server. The SQL Server Instance field lists all the local SQL Server instances that are registered in the system. The Data File (*.mdf) and Log File (*.ldf) fields show the path that the database files will be stored (by default these paths are the paths used from the selected SQL Server).

If the SQL Instance that you want to use is not listed in this box and you are sure that this instance exists in the computer that you are installing the software, then you can type it (a warning message will appear).

Please make sure that the instance that you typed exists, belongs to this computer and that the SQL Service is enabled and running, otherwise the restore of the backups will fail.

EBS-QuickImplementationEN-image17.png

warning.png You will be prompted for a username and password for the SQL Server only if it is not accessible with Windows Authentication.

If the database exists already, you will be prompted whether you want to replace it.

warning.png Make sure that you are not replacing any database that you need otherwise all data WILL BE LOST FOREVER.

After the restore of the backups, the setup will create the ESDBDef.xml file referencing the Zero-Startup and Demo databases that were restored in the previous step (you will not be prompted for this operation).

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Next, you will specify the server name (or IP address) and the port that the Entersoft Clients will use to listen for connections (these settings are stored in ESClientConnect.xml and ES00Server.config). The proposed port is depending on the product that you are installing. If you want to change the default, please make sure that you enter the same port number during the Entersoft Client setup (otherwise you will have to change it via the Entersoft Control Panel).

In the next step, the Entersoft Client Add On (Crystal Reports) is copied from the installation media. This copy may take a minute or two (depending on network delays if you are installing from a network drive).

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Finally, in the next step you will enter the serial number that you received from Entersoft. If you leave the serial number as is (all zero’s) then the application will enter the demo mode. Remember to activate your software if you enter your serial number in this step. Using the copy and paste buttons next to the serial number box, you can edit the serial number in a more comfortable manner.

When the installation is completed, two shortcuts will be created in the Start menu: one that launches Entersoft Business Suite (or Expert) and one that launches Entersoft Control Panel.

Application Server Installation

This type of installation is quite similar to the above one; in this case however we do not restore any databases. Before you install the Entersoft Server, please make sure that you have already performed the SQL Server Only installation; otherwise, you will have to configure the database connections manually through Entersoft Control Panel.

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First, you are prompted to select the SQL Server that you have restored previously the Zero-Startup and Demo databases. The SQL Server field displays a list of all the SQL Servers located in the network (the list might take a few seconds to show all the servers, due to network delays).

warning.png If you do not see the SQL Server that you used listed, either you do not have SQL Client tools installed or a firewall or router prevents its discovery. If SQL Server client tools are missing then the setup can display only a partial list of the network SQL Servers (in this case you will have to type the SQL Server manually).

Then you can select to connect either with Windows Authentication or SQL Authentication (but you will have to provide a username and a password for the connection). You can test the connection to make sure that a connection to the specified SQL Server could be established (you can move to the next step even if a connection could not be established). These settings are stored in ESDBDef.xml.

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Next, you will specify the server name (or IP address) and the port that the Entersoft Clients will use to listen for connections (these settings are stored in ESClientConnect.xml and ES00Server.config). The proposed port is depending on the product that you are installing. If you want to change the default, please make sure that you enter the same port number during the Entersoft Client setup (otherwise you will have to change it via the Entersoft Control Panel).

In the next step, the Entersoft Client Add On (Crystal Reports) is copied from the installation media. This copy may take a minute or two (depending on network delays if you are installing from a network drive).

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Finally, in the next step you will enter the serial number that you received from Entersoft. If you leave the serial number as is (all zero’s) then the application will enter the demo mode. Remember to activate your software if you enter your serial number in this step. Using the copy and paste buttons next to the serial number box, you can edit the serial number in a more comfortable manner.

When the installation is completed two shortcuts will be created in the Start Menu: one that launches Entersoft Business Suite (Expert) and one that launches Entersoft Control Panel.

Client Installation

This type of installation is quite simple; you will have to specify the server name and the port that the Entersoft Server listens for connections (these settings are stored in ESClientConnect.xml). The server name box lists all network computers identified by Windows. Please choose the server name (or IP address) of the Entersoft Server and the port number that you specified during the Entersoft Server installation and press “Next”.

warning.png If you do not see the Entersoft Server listed here, there are firewall or router limitations. You can test the connection to see if the configuration is valid (the Entersoft Server must be running).

Finally, the Entersoft Client Add On is copied from the installation source to the application directory and the installation is completed. This copy may take a minute or two (depending on network delays if you are installing from a network drive). Once the installation is completed, two shortcuts will be created in the Start Menu, one that launches Entersoft Business Suite (Expert) and one that launches Entersoft Control Panel).

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Database Installation (SQL Server Only Installation)

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You can install the Zero-Startup and the Demo databases by clicking the link on the bottom of the setup screen. If a UAC (User Account Control) message is shown, please accept. In the form that appears, you will be prompted to restore the Zero – Startup and Demo databases to a local SQL Server. The SQL Server Instance field lists all the local SQL Server instances that are registered in the system. The Data File (*.mdf) and Log File (*.ldf) fields show the path that the database files will be stored (by default these paths are the paths used from the selected SQL Server).

If the SQL Instance that you want to use is not listed in this box and you are sure that this instance exists in the computer that you are installing the software, then you can type it (a warning message will appear).

warning.png Please make sure that the instance that you typed exists, belongs to this computer and that the SQL Service is enabled and running, otherwise the restore of the backups will fail.

You will be prompted for a username and password for the SQL Server only if it is not accessible with Windows Authentication.

As long as the database installation takes place, the following progress bars is appearing:

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If the database exists already, you will be prompted whether you want to replace it.

warning.png Make sure that you are not replacing any database that you need otherwise all data WILL BE LOST FOREVER.

When the database restore is completed, you can close the application.

  • Microsoft Distributed Transaction Coordinator

Depending on the configuration of Microsoft Distributed Transaction Coordinator, sometimes the Entersoft Server cannot connect to the SQL Server when they are hosted in different computers. The Entersoft Knowledge Base has three articles that help you configure the Microsoft Distributed Transaction Coordinator properly. You can view these articles either by searching for ‘DTC’ in Entersoft Knowledge Base or by following these links:

  • How to Restore Manually the Database Backups of Entersoft Business Suite-Expert

If you want to restore the database backups manually (within the SQL Management Studio) then you have to navigate to the root directory of the installation source, and then inside the databases folder. In this folder, you will find three folders named EL, BG and RO.

  • If your product is BG01 (Entersoft Business Suite or Expert) then open the BG folder.

  • If your product is RO01 then you should open the RO folder, else open the EL folder.

In this folder, you will find two database backups, named ESEBSDemo (Demo Database) and ESEBSZero (Zero – Startup Database).

You will have to restore these backups and change the names of the databases that will be created to ESERPDemo and ESERPZero if you are installing Entersoft Business Suite or ESEXPDemo and ESEXPZero if you are installing Entersoft Expert, otherwise you will have to configure the ESDBDef.xml file through the Entersoft Control Panel.

CRM Standard Configuration Installation

The installation of CRM’s standard configuration is done by the execution of an emi file, named CRM_ZeroMigration_VX, where X stands for the current version of the tool, which is located in the installation folder at the area ...\ESMigration\ESCRMZero.

The emi is run by the menu “Tools->Data Import/Export ->Import data (advanced mode)”. From this screen’s menu by selecting Files->Open,

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You select the file and the import steps are displayed.

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In this import, at the first steps we import some data from the Access Database to temporary tables and next from them to the CRM tables.

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Besides the first run of this procedure at the beginning of CRM’s configuration, it would be wise to be run it periodically, whenever any customization elements are added in a new version.

Printer Installation

ESDM installation for crystal reports prints in a dot-matrix printer.

  1. ESDM is specified as the printer (printer with EPSON FX-1050 driver for Windows XP & Epson FX-980 for Vista) and

  2. Letter is specified as the paper size (8.5 in. X 11 in.)

For EVERY installation, in the workstations that prints audited print outs, you have to specify a printer named ESDM and EPSON FX-1050 driver for Windows XP & Epson FX-980 for Vista.

Entersoft Document Printer (PDF) Installation

There is the ability to create PDF files, for sending various prints from VIEWS, BITs, documents, etc. The installation is available at Tools & Configuration / System-Database Management / Install Entersoft PDF document printer. A Wizard appears where the install area is to be defined -the Entersoft folder is the default- as well as whether any user of the computer can use it or just the current one.

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After successive “Next”, the installation begins with a progress bar indicator.

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With the completion of the installation, an extra printer appears in Windows Printers, named ‘Entersoft Document Printer’ and with a defined port, also new EDP (Entersoft Document Printer).

EBS-QuickImplementationEN-image28.jpegEBS-QuickImplementationEN-image29.jpegInside any VIEW, BIT, Documents etc. and, by selecting print preview on the toolbar, 2 extra icons appear regarding the PDF file type, save, and the delivery by e-mail.

By selecting “Save in Pdf“, the save folder of the PDF file is required and next a progress bar window appears:

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By selecting “Send to Pdf”, the following progress bar window appears regarding the PDF’s creation:

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Tax Mechanism installation

It is essential to install a tax mechanism for the document marking.

The EBS & Expert applications are cooperating with type A tax mechanisms. Entersoft is certified and has repeatedly installed in Laser & Dot-matrix the following mechanisms:

  1. CASIO FP-500, FP-600 & Proline 650 (CPi)* 

  2. FMU PUNTO (MRS)                                          

  3. SYNTHEX 700 (SYNTHEX)**                             

There are installation instructions for the above mechanisms in the Knowledge Base at the article QUE-00040. Other compatible mechanisms:

  1. SAMTEC SPS-4000 (Technoran)**

  2. MOBiLE EUROBOX (LogicData)**

  3. ALGOBOX (iCS)**

  4. X-CODE (Tax Code)

  5. CITIZEN SBOX (AMY)

 * Specifically for FP600 you have to install Signature processor version 1.2.2 or later.

    • They use the same Micrelec driver/software.

warning.png ATTENTION! Always check the digital copies and ask your company’s accountants to verify accuracy.

Software Activation

After the installation is complete, you have to activate the application. A prerequisite for this step is the provision by Entersoft’s Sales Department of the installation’s Serial Number with the corresponding modules. The activation must be done from the installation’s application server for the procedure «ties» the server with the computer (hardware).

The direct activation requires an internet connection (one-click operation). In the case where the server doesn’t have internet access, the activation can take place in any workstation with an internet access and with a connection to that server. If there is no internet access at all, the activation can take place in two steps by the use of special files (Send a request activation file-Activate by file).

EBS-QuickImplementationEN-image32.jpegFrom menu Help->About, a screen appears in which by selecting «Product User Licence...», a window appears to select the activation method.

  • If there is an Internet connection, we select «Activation through the Internet».

  • If there is no Internet connection, we follow the next steps.

  1. Selection of the procedure «Create file with activation application»

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  1. Declare the save area by pressing the EBS-QuickImplementationEN-image35.png icon.

  2. With «Accept» the following message appears: «The file containing the activation application was created successfully».

  3. Next, you have to send the file by email to the address sales@entersoft.gr.

  4. Entersoft sends a relative file by the same name and ans extension.

  5. For the conclusion of the activation, you have to select this time «Activation through file» where you select this file and by «Accept» the activation is accomplished.

In case of not activating, it is still possible for temporary access to the system, but for a limited time and with certain restrictions at the amount of database data.

  • The activation (and the serial number issue) is done PER application server.

  • For activating new modules, you have to activate again, after communicating with Entersoft’s sales department.

  • After a hardware change in the server, it is possible for a reactivation to be required (briefing from Entersoft’s sales department).

Version Upgrade

The Upgrade usually includes 4 steps:

  1. Download: The download of the new version must be done from the computer where the Application Server is installed. You can download it either by pressing the new version information popup or by the application menu (Tools\Version/Release updates\Download_Install new version). During the download, the application server can operate (it is not affected). If the download stops for any reason, the next time it will commence from the point it stopped.

  2. S/W Upgrade: After the download is successfully completed, confirmation is required to begin the new version installation. After the confirmation, the application server’s service stops automatically whereas that doesn’t happen in a console type where we have to stop it otherwise we will have a file access violation error message. The procedure is designed so that the download and installation can be completed in different steps. This means that that the installation can occur in a different moment than the download. In this case, when the procedure is executed again, the installation will commence automatically.

  3. Database Upgrade: After the successful installation of the new version, the next step is for the database or databases to upgrade at the new form. This is done by simply logging-in the application server (application) as an Entersoft administrator and selecting “yes” at the database update message that will appear. Of course, before that you have to start the application server either by the tray icon or by the services or as a console (ESSessionSRVConsole.exe). The database upgrade is designed so that in case of upgrade’s stop, it can continue from the point it stopped.

  4. Client Synchronization: The synchronization of the workstations starts automatically when the client tries to connect to the application server that has the new version.

It is possible to install a version to a client without synchronization, a process described in an article at the knowledge base with code SYS-00033.

 The versioning follows the structure:

<Release>.<Major>.<minor>.<hotfix>

  • Release (major new subsystems – e.g. CRM or major platform updates) every 2 years

  • Major (major changes or incremental functionality) 1-2 per year

  • Minor (improvements and new features) 1-2 per trimester

  • Hot fix (if required for corrections and minor improvements) 1-2 per month.

Proposed Infrastructure

  1. Server: >=2GB, >=2.8GHz (for 15-20 users)

On the installation server, we propose that there is at least a 2GB RAM and a 2.8GHz processor (for 15-20 users)

  1. Client: 512ΜΒ >='2.0GHz

On the installation terminals, we propose that there is at least 512MB RAM and a 2.0GHZ processor.

  1. 64Kbps:1 User, 128Kbps: 3 Users, 384Kbps: ~10 Users

In the case where the free MS SQL Express has been installed, the following requirements must be met:

  • 1 CPU (even if it has been installed on a terminal with multiple CPUS and RAM > 1 GB, the database system uses only 1)

  • 1 GB RAM

  • 4 GB Maximum DB size

Not supported Enterprise features: Analysis Services, Reporting Services, DTS, Notification Services

Company Setup

EBS-QuickImplementationEN-image36.jpegAfter installation, you can login to the application in the Database «Original Entersoft DB»

  • In company <001>
  • With username «admin» and
  • password «entersoft»

Next, we have to properly customize this company, giving it the company’s real information.

Basic Data

From menu General/Companies-Branches, and from the displaying report, we must call the management form of the company <001> in order to define its basic data in the «Company identity» subpage:

EBS-QuickImplementationEN-image37.jpegEBS-QuickImplementationEN-image38.jpegEBS-QuickImplementationEN-image39.jpeg

Branches & Warehouses

Next, we go to the «Addresses» subpage to fill in the data of the Head office, Branches and company Warehouses:

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Specifically Warehouses are the «logic» warehouses, even if as physical locations they serve more than one company or branch. Also, in cases where the company:

  • Undertakes repairs of equipment-machinery
  • Sends for repair to suppliers, goods or assets
  • Send goods to exhibitions-demonstrations or for sampling
  • Carries out transports for others
  • Undertakes storage of third party items until their delivery to clients

we will most likely need to view balances PER THIRD PARTY (person-supplier, customer), in order to set «logic» to Third party or in-behalf of Third party warehouses, without having to open per position or destination separate warehouses.

The data we have to enter in every Address case are:

Code The identity code, type (zoom field), description, address in 2 fields, postal code, City, Area, District, phones and FAX consist the branch’s or warehouse’s identity.
Status If a branch becomes (in the future) «inactive» and all its actions are complete, we should make inactive its relevant document series.
Supervisor name Selection from persons defined as company executives (in subpage «persons/associates»)
Branch Activated in case of branch
VAT Regime Company regime is default but a branch can be located in an area of reduced regime.
Independent Activated when it exports independent accounting results (prints and keeps BOOKS in the same branch) and only then. Affects the stock valuation process, which is executed separately for that branch.
Accounting segment In the «Accounting post» customization system, the way documents are sent to Accounting, it is used in many «connection accounts» the part (account segment) «Branch». In that case, from the Branch, the content of this field is taken.
Warehouse Activated when it is about a warehouse. The main warehouse of the branch doesn’t need to be opened separately, but the branch-site will simply be set as a «branch» AND as a «warehouse». All the other warehouses will be opened separately, defined as «warehouses» and the next field must be filled.
Belongs to branch Select from all sites defined as «branches». The field must be filled to all independent warehouses (in different sites) but also to all those NOT main warehouses of the head office or of a branch.
WH from/to third parties Activated in cases previously described, to define that they are viewed per THIRD PARTY. Their taking inventory must be done per THIRD PARTY. Transfers from and to them must be done with documents specially designed for that purpose (with «third party» indication).
Not to be valuated Activated in warehouses regarding Third Party storage, where the item are NOT our ownership, as for instance a service room. In contrast, when our items are in third party sites, as for instance in an exhibition room, this field should be deactivated, for the items in that room, PARTICIPATE in the stock evaluation process.
Automatic activation If activated, at opening a new inventory item, it will be automatically be inserted as a warehouse where the item can be kept.
Send priority It is a priority number used at in-house transfers automatic proposals (sites and warehouses stock replenishment) of the Warehouse subsystem. Sites with bigger priority will be «preferred» to send their stock to other sites with shortages.
Receipt priority Operates as the previous field. Sites with bigger receipt priority, and in case their stock are not enough to cover all shortages, will be «preferred» to cover their shortages.

By using the EBS-QuickImplementationEN-image41.png icon one can view a dialog with all the data of branch-warehouse, where there is even the e-Mail, Web site, as well as the following information:

Retail customer Used in Retail Receipts, where per branch, we want to differ behaviors, e.g. VAT regime, pricelist, etc.
Expenses creditor Used in Debit Notes to separate per branch, behaviors dependent from the creditor, e.g. usual payment method, bank account for Public Services of the branch’s area, etc.
User defined field Numeric fields, codicologies, strings for free use e.g. grouping for big number of branches.

Fiscal Year

Next we transfer at the subpage Fiscal years where we can open a new Fiscal Year. Logging into the company with a date not belonging to an opened Fiscal Year, is NOT permitted.

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In this screen, for each row-Fiscal Year in the middle, there are available on top, its data for check/update and in the bottom the Fiscal Periods in which it’s separated.

By selecting the EBS-QuickImplementationEN-image43.png icon (New fiscal year), a new row opens in the Fiscal Years list and the cursor is put on the above part. Some basic elements are:

Identity Name and start-end date of the fiscal year.
Number of periods It’s the number of fiscal periods in which the financial data will be kept and they must be 2 times bigger than the number of the «normal» ones, meaning the Fiscal Year’s months. The reason is that the Fiscal Year Opening and Closing entries must be kept as different «counters» for various accounting procedures.
Balance sheet limit Informatory date field e.g. for Greek SAs with fiscal year ending 31/12, the limit would be 30/4 of the next fiscal year.
Audited inventory & Warehouse cost determination period In case of audited inventory, you set the number of normal periods (months) consisting a COSTING PERIOD, the STOCK COST DETERMINATION period for which each time stock valuation process is executed and it will consider the entries analytically (for θα λαμβάνει υπόψη της αναλυτικά τις εγγραφές (for yearly Average Cost valuation Price, set 12 for 12 month-Fiscal Year, with 13 Fiscal Periods).Cost determination period is a CLOSED FISCAL YEAR with regards to the Stock cost and is a MAIN element of an audited inventory. Defining a stock cost determination period is not necessarily matched to when you PRINT results (for this may occur with the so far «indicative» values-costs), but is determined by how often the VALUE and PROFIT of stock is CHECKED and FINALIZED. In case of a non audited inventory, set the number of fiscal year’s periods e.g. 12
Fiscal year type Under-definition It’s the non-activated Fiscal Year and it’s the original value of the field, at opening the Year. Logging in a system with date belonging to an «under-definition» Fiscal Year is not permitted.
Open It’s the current Fiscal Year in use and we are allowed to insert or update financial data in its date limits. There must be in the company at least ONE «open» Fiscal Year.
Closed It’s the Fiscal Year in which financial events have been complete and not allowed to change. In «closed» is transformed automatically the Fiscal Year which Closes.
Historical It’s the Fiscal Year which is kept for historical and comparison reasons, but most likely does not have full financial data e.g. only entries and periodic data or only periodic data (no «documents») from a migration of a previous system or from the «History creation for fiscal years» procedure which most like occurred for space and system performance reasons.
Business rates Pro-rata rate, I.R.R (Internal Rate of Return) and tax co-efficient rate are filled for information and used in print outs.

EBS-QuickImplementationEN-image44.jpegNext, we must select the EBS-QuickImplementationEN-image45.png icon for Period Generation, where we confirm the process:

The periods are automatically generated and displayed in the periods’ list.

All we have to do is change the fiscal year type to «open», in order to be able to insert transactions.

Users & User Groups

Setting a User Group

From menu Tools/Customization, in option General/User Groups we create new groups or change the data of the existing ones

EBS-QuickImplementationEN-image46.jpeg

Setting Users
  1. From Person Management we create a new person for each user.
  2. From General/User administration we create the users. For each user we
  • Connect the user with the corresponding «Person»

  • Activate per case the field «System administrator» & in that case we don’t enter User Groups

  • Activate the field «Read only» if the user will only have access to viewing information

  • Define in which companies and branches the user will have access to

  • Define the user groups in which it belongs

  • Language: if the user wishes to have an English menu, then we must create 2 users, one for Greek language and one for English.

EBS-QuickImplementationEN-image47.jpeg

 

Start parameters

Customization Table

The option «Customization», from menu Tools, leads to a hierarchical selector of customization actions. In the right part of the screen and each time we make a choice (in a «final node» of the hierarchy), in the right it’s displayed a management screen for the relevant customization element.

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In all the implementation-customization process, but also during the real installation operation, this table will be the reference point for any adjustment action, for activating or adding functionality or changing organizational parameters or company policy regarding any installed subsystem.

Some adjustment actions need to be done in the beginning and others can be done in a later moment, by gradually activating all system functions.

In this section, we will examine the list of a company’s parameters, a series of general settings defining many functions and system behaviors or default values, etc.

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To check all company parameters, we can use the preview EBS-QuickImplementationEN-image50.png and take a print out of them.

General Start Parameters

EBS-QuickImplementationEN-image51.pngIf at the general parameters list, in the column «Parameter grouping», we select «Start», in the list will remain all those parameters which are defined as necessary to be checked at the beginning of an installation’s operation:

  • Category «General-Operating»
  1. Number of decimals

Parameters regarding Discount Percentage, VAT Percentage, various Percentage and other Numeric fields are set in that point. Value and Price decimals are not generally set in this point but in the currency table, since most likely they differ per currency. Correspondingly, the Quantity decimals are set per Measurement Unit.

  1. Template entity profiles

These parameters have ALREADY values and it is proper to open ALL those profiles (from the relevant options per branch, in customization table) and give them the desired content, depending on the needs of the installation. The profiles are used to provide DEFAULT VALUES in various entity fields e.g. default Measurement Unit in new items, default pricelist in new customers, default depreciation rule in new fixed assets, etc.

  • Category «General-Systemic»
  1. Folder to save all Database backups.

The directory must be an existing directory on the machine running the Microsoft SQL Server. If left empty, the application will use the default Microsoft SQL Server directory to save safety backups.

  1. Folder to save all custom files backups.

The directory must be an existing directory on the machine running the Application Server. If left empty, C:\ will be used.

  1. Folder to copy all Database backups.

This directory must be an existing directory and, moreover, it has to be located in other equipment so that it may be available in case of any kind of damage on the database server. In order to host it in other equipment you must first create a UNC Path (E.g. \\Server2\DBBackups) or a certain Map drive (e.g. F:\DBBACKUPS). In this directory the user who runs the application server must have R/W privileges.

  1. Compress DB backup copies.

It would be wise to set it “true”, especially in large Databases.

  • Category «Document management»
  1. Apply discount item "balance" lines for each prior fiscal period.

Parameter that defines the application method of item lines discounts. If the value is NO discounts are applied collectively (all on the initial value). If the value is YES discounts are applied by order each time on the remaining cost.

  1. Gross discount transfer.

Parameter that determine the gross discount transfer to particular items line discount. It takes the values 0: Automatic, 1: Discount 1, 2: Discount 2, 3: Discount 3.

  1. Number of digits for the document's code.

Defines the form of the numeric part of the code in all documents. E.g. if value "6" is assigned then a type Χ - series Α document will receive a code with a Χ-Α-000001 form. This number regards the total expected documents amount. During the operation span of the installation, it can be raised (only), if needed.

  • Category «Person management»
  1. Check TRN uniqueness in persons.

Receives values 0: Not checked, 1: Upon confirmation 2: Restriction. The parameter defines the behavior in case where during the import of new trade account with simultaneous creation of new person, the T.R.N. assigned is already in use by a registered person. If value is 0 then no check is performed and the system allows registration of multiple persons with the same T.R.N., if value is 1 the system displays a warning message and if value is 2 the system does not allow the registration of a new person with the same T.R.N.

  1. Integrity control type for TRN.

Receives values 0: Not checked, 1: Upon confirmation 2: Restriction. The parameter defines whether a check will be performed as to the accuracy of the T.R.N. T.R.N. accuracy is checked only if the person's "VAT Regime" is Standard or Reduced. If value is 0 no check is performed, if value is 1 the check is performed and a warning message is displayed although a person can be registered with invalid T.R.N. and if value is 2 then no person can be imported with invalid T.R.N.

  1. Integrity control type for ID Card Nr.

Receives values 0: Not checked, 1: Upon confirmation 2: Restriction. The parameter defines whether a check will be performed as to the accuracy of the Identification no. If value is 0 no check is performed, if value is 1 the check is performed and a warning message is displayed although a person can be registered with invalid ID Card No. and if value is 2 then no person entry is allowed if the ID Card no. is invalid.

  • Category «Reports»
  1. Pre-printed company elements lines.

The number of lines to be left blank at the top of each printed page if you select "pre-printed form" (refers to printing company data in crystal reports).

  1. Formal Warehouse prints Format.

This option defines the method of printing official Inventory records from menu Periodic processes/End of period processes/Official statements. Takes the values: SIMPLE (analysis as to Imports - Exports only), SUMMARY (analysis as to Purchases-Other imports and Sales -Other Exports), DETAILED (full analysis as to Purchases-Production-Other Imports, Sales-Consumptions-Self-dispenses-Other exports).

  • Category «Accounting system»
  1. Analysis of trade accounts in Chart of accounts

Regards the automatic selection way of trade account’s account, during the posting of documents, for customer, supplier, debtor and creditor entries.

  1. G/L account for automatic corrections

Account to be used during the creation of accounting documents from documents, in case one of the accounts stated has not been opened in the system. The "Posting errors" list presents these accounts. The Accounting Supervisor is expected to make the necessary transfer entries to the appropriate accounts after they are created. If not account is stated here, the system will display an error message during document creation if no account is found.

  1. External software

A possible external accounting application is specified, with selection option from three known manufacturers. Defines the export way of accounting documents to them.

  • Category «Fixed Assets system»
  1. Depreciation based on twelve portions

Affects the "distribution" of monthly depreciation, which results in monthly EQUAL AMOUNT DEPRECIATIONS (if there are no deactivations, etc) and not based on the number of "active" days that differ per month.

  1. Default Depreciations Start Date

EBS-QuickImplementationEN-image52.jpegVarious selections are available concerning the rationale with which the fixed asset depreciation starting date (based on the entered-incorporated date of the acquisition asset to be depreciated) is proposed. The depreciation start date CAN be CHANGED by the user.

  • Category «Credit control»
  1. Trade account control method, with Credit Limits but NOT Credit Policy profile

Acceptable values are: None, Forbid, Warn. Regards how the application behaves if for instance in a customer we enter a credit limit and during Sales orders/Invoicing (according readymade customization which has document credit control ACTIVE) it is found that there’s a credit margin excess. If set to «none» there will be no indication, if set to «warn» a message will appear, but the registration will continue and if set to «forbid» a message will appear and the registration will NOT be able to continue. In case of Credit Control, the check ways are defined there.

General Completion Parameters

EBS-QuickImplementationEN-image53.jpeg If at the general parameters list, in the column «Parameter grouping», we select «completion», in the list will remain all those parameters which are defined as necessary to be checked when all implementation procedures and activated (depending on the existing modules).

For instance, here they belong parameters regarding Fiscal Year Closing, eMails-Fax, SMS sending ability, Online Transactions, Receivable claims process and Payment planning process, Stock valuation process, etc.

Each parameter is explained for its possible values and its results, in an help text at the bottom of the screen, as we move from row to row in the parameters list:

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General Expansion Parameters

EBS-QuickImplementationEN-image55.jpeg If at the general parameters list, in the column «Parameter grouping», we select «expansion», in the list will remain all those parameters which are defined as necessary for advanced system use, when the functions are installed with regards to their basic functionality, but demand deepening and raise additional requirements.

For instance, here they belong parameters regarding activating Cost Accounting, Sites Stock Replenishment proposal, Interest Invoicing, implementing Returns Policy, activating basic and dependant items, etc.

General Vertical Organization Parameters

EBS-QuickImplementationEN-image56.jpeg If at the general parameters list, in the column «Parameter grouping», we select «vertical organization», », in the list will remain all those parameters which are defined as necessary to check for the activation of specialized or «vertical» circuits or functions in existing circuits (of non «generic» appliance) like for instance, online-offline, production cost determination, deposits, recycled items, bonded goods, barcodes, additional fields, revenues-expenses journal, international accounting standards, factoring or even parameters regarding custom document types (which are not expected to change value, unless there are customized documents).

Adaptation Parameters

Organization Parameters

EBS-QuickImplementationEN-image57.jpegDimensions

In this parameter group we set the “horizontal» business dimensions of the system, which depending on the installation may have meaning or not: Business Units, Activities and 2 free definition Dimension 1 and Dimension 2 (e.g. Cost centers, Employee) for costing or information reasons.

Currencies & Exchange Rates

In the currency table we check if the existing currencies cover company needs and we either create new or change existing ones, paying attention to the value and price decimals (e.g. if the company sells items of small value, decimals should be >2).

Furthermore, from Periodic processes/Currency exchange rates it would be wise to activate a time scheduler for automatic insert if daily exchange rates.

Trade Accounts

Proffesions

Specified in the «Persons» category. In case of a preexisting IT system, we should update or insert professions.

Groupings

Groups and Categories are specified in Persons, while Families in Trade Accounts. All the fields are available in trade account forms. If we want to have different groups for suppliers & customers for instance, we can follow different coding or use the Alternative description field.

Business Profiles

Profiles make user entries easier and protect from errors. There are basic profiles e.g. for domestic customers, abroad customers, retail customers but they must be checked or updated based on the needs of the company with regards to discounts, delivery terms or other elements. Also, we must enter the «defaults» in the company profile parameters.

Inventory Items & Services

Groupings

Set or insert from import, all Families, Groups, Categories, Sub-categories and other group elements, which we are going to need when importing items.

Measurement Units

Check the existing ones for possible update of descriptions, decimals & create new ones. It is essential for the measurement units used in the previous IT system, to exist for proper items import.  

Profiles

There are basic profiles for goods, items with S/N or color-size but they must be checked or inserted depending on company needs (e.g. enter Families, discounts). It is generally proposed the use of profiles in items creation by users (this way the enter quick and safe most of the item’s fields). Also, we must enter the «defaults» in the company profile parameters.

Useful ability of item profiles: An update in a profile may occur and this would automatically apply to all items of that profile (field values to be updated are the same with the same value each field had in the profile). This function must be called BEFORE any profile changes are saved.

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Dimensions/Dimension Sets

Create or import all color-sizes and next create all dimension sets. For S/N & Lots we check if the statuses & characterizations cover the possible company specifics (e.g. service cases, customer follow-ups based on s/n, etc).

Transaction parameters

At the next tables we check the contents, as suggested from readymade customization and if needed, adapt them to the installation’s facts:

VAT Categories
Shipping Purposes
Shipping Methods & Delivery Terms

We do NOT change Shipping types because they are used in printings of transactions within the E.U. and, in case we open new Shipping methods, we must connect them with a shipping type. If there are no transactions within the E.U., Shipping methods are freely used.

At the following tables we enter relevant data the company uses, to organize its deliveries:

Shippers

It’s the shipping companies. In reality, adding an entry in this list creates a new entry in the «persons» table.

Vehicles

Here we create the vehicles carrying out the transfers or/and the cars used for transports. If it’s about owned transport, they can connect with company’s fixed assets. In the user defined fields of the table, we can enter id data (e.g. registration number, driver) or dimension, consumption data.

Itineraries

We enter the scheduled itineraries. For each one, we can enter start time, usual duration and vehicle (if fixed).

Special Accounts

In readymade customization there are some default special accounts, e.g. Transportation charges, Special consumption taxes, Recycling fee, Public Sector withholdings, etc, but all of them should be checked with regards to their values or percentage. If new accounts are created, they must be added to whatever document types they might be used.

Furthermore, we should check the special accounts groups and create as many new groups as needed, in order to match them to the corresponding items and trade accounts (in their relevant fields taxes, withholdings, charges category, etc)

Financials

Banks

In readymade customization the table is complete and should be checked for any deficiencies.

Collectors

Collectors are Persons who undertake the collection of demands. They can be linked to certain customers. They are used in Collection Planning (Collector’s Journal).

Payment Methods

In readymade customization there are created some payment methods as an example. They should be developed according to company needs. For their way of development you should consult the User Manual, in order to learn in detail all the capabilities and not go into developing pointlessly complex payment methods. For instance, it should be taken under consideration the functionality of «credit days», «grouping per item category», the «payment terms» functionality to determine credit card number and installments etc, which operate within the limits of the SAME «payment method».

Accounting & Fixed Assets

Journals & Counters

We should check all default Journals of readymade customization and if needed, add any other the company will use, e.g. Cash Journal, Various Actions Journal, Sales Journal, Purchases Journal, etc. Also, from «Journal numeration» we should enter the counters’ values («next price») for the current fiscal year, where entries will start to be inserted, e.g. if the company begins operating the application in the middle of the fiscal year, we enter the next price, in order for the numeration to be continuous in relation with the previous audited books.

Accounting Document Types & Reasonings

In Accounting document types are created those (minimum) suggested to be used for «primary» entries in Accounting (accounting documents created from various subsystems, are NOT using these types), as well as for Opening and Closing Journal entries.

Reasonings are used in all entry types (subsystem documents and accounting documents). They should be checked for completeness. If the catalogue is complete and strictly used, it could export a very useful informatory result for special type entries e.g. Credit or Cancelling documents per «Reason».

Depriciation Methods

In readymade customization there are the basic depreciation methods which can be modified according to the needs of accounting (depreciation percentages).

Documents & Series

With the procedure «Create series» (in menu Tools) we create manual or automatic series (and their correlative cancelling ones) based on the «Properties» we set for each series. We crate or update document Print Forms and finally check series’ counters.

Selecting Documents to Activate

Document types to be activated in every installation, should be studied and defined in advance. A type with no «series» cannot be used. Series should be opened in all needed document types and in the function-update-display-posting of which, the user has been trained, after the necessary adaptation.

Activating a document, whose functionality is not yet CLEAR to users, is extremely dangerous. A mistaken use of a document will cause updates which later we will be called to correct. It is better a rare or emerging event for a user NOT to able to register it, than registering it deciding which document to use with ignorance and lack of training (based on its name for instance). Documents’ functionality is documented, tested and agreed among company departments (usually Accounting) and is NOT based on speculations (“we «should» have done that”,”we «thought» it would do that”).

Readymade customization contains documents of generic nature but also others fitting special demands or others rarely used for correcting mistakes. From this amount, we should carefully select those corresponding to procedures the company HAS and with default functionality.

Series Creation

Check in Document Types:

  • «Audited data»: Customization table where the company’s audited data are specified and in which we enter their codes, prefixes and default print titles of normal & cancelling series. Next, we define in each document with official printing (digital signature) the Audited data with which it is linked e.g. all Delivery notes (Sales Delivery note, Purchase Return note, Intra-warehouse transfer note, etc) have the same “Audited data”, therefore the same prefix and common counter per series.

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  • «Print form»: Readymade forms are provided for the following uses:

CASH for collection-payment documents

APL for retail sales documents

DAP for delivery notes (sales or purchases for return to supplier)

TDA for invoices-delivery notes

TIM for invoice documents

DEN for intra-warehouse transfers documents

With the process «Copy forms» from menu Tools we can copy from the application folder EsPrintForms some of the available forms. Also, we can use forms, based on crystal reports (available in folder ESReports).

Next from menu Tools/Create Series, we create all document series we want to activate:

Step 1 In this step we choose for which «Series attributes» we are going to create series

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We can add new attributes from the EBS-QuickImplementationEN-image61.png icon.

«Series attributes» define whether a series is Automatic or Manual, in which branch it belongs to, from which user groups it’s used and with what privileges as well as print settings (amount of copies, automatic print, etc)

STEP 2 In step 2 we select for which «Audited data» we will create series:

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Step 3 In step 3, are displayed for selection, all the document types not linked to «Audited data» and not having activated the field «Automatic series creation»,

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STEP 4 Finally, in step 4 the series are created or updated with possible changes, depending in the selected functionality:

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The created series, can be viewed from the Customization table (Documents & Series/Mass manage series/Document series list).

Mass Series Update through Attributes

EBS-QuickImplementationEN-image65.jpegIn each create series by this process, the corresponding value is added in the «Attribute» field:

If at a next moment, we add in Attributes some elements like user groups and privileges, cash account for payment and forecasts or change some print settings etc, then by that procedure we can update the series with those attributes.

EBS-QuickImplementationEN-image66.jpegTo achieve that, we simply, at the final stage of the process, select the operation «UPDATE ONLY».

What will happen is all the series linked to those attributes will be spotted and their data will be updated (change), based in the current image of the «attribute».

This functionality is also available from the menu «Actions» of «Document series list» (Customization table/Document & Series/Mass manage series).

Document Series Counters

Finally, we set the «Current counter value» to the series counters from the Customization table:

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Particularly, we specify their Current value with special caution, based on already registered documents in these series by the previous system and check again right before the normal operation of the company begins in order to avoid mistakes due to demo entries.

Main Entities

The basic files that need to be inserted (depending on the needs of each installation) are:

  1. Chart of accounts

  1. Salesmen

  1. Customers

  1. Suppliers

  1. Debtors

  1. Creditors

  1. Delivery data/Branch

  1. Inventory items

  1. Alternative suppliers

  1. Item sets-Bill of materials

  1. Item Services

  1. Cash accounts & Bank accounts

To import data from third party applications, you can use readymade emi scripts, found in ESMigration area.

Detailed instructions for the way of operation and customization of the data import scripts, you will find in the Technical Manual «System Installation & Architecture – Customization & Additional Development Tools» (EsBooks folder).

EBS-QuickImplementationEN-image3.png After importing data, for any improvements, coding and grouping changes or additional data updates monitored in the current system but did not exist in the previous one (or not transferred with a desired way), we suggest to use the extremely useful tool of GLOBAL MODIFICATION in scrollers. See examples in Introductory manual (EsBooks folder).

Start Period Balance

Importing start period entries is distinguished in 2 occasions depending on the transition date.

Transition at Beginning of Fiscal Year

Register (or insert with the process «Import data») only start period entries & match the system start Balances (inventory, customers, suppliers, etc) to those of the end from the previous system; if the company has a fiscal year from 1/1 to 31/12 and the normal application operation begins on 1/1, then we register only start period entries on 1/1, as described below for each subsystem.

Transition at Mid Fiscal Year

In that case we can:

  • Either register only start period entries in the period the normal operation begins, without entering entries of previous periods,
  • Or register inventory entries and enter all previous entries.

If a company keeps Audited warehouse, only the second solution is suggested.

In both case, for Accounting we must register a start period balance and import all entries, otherwise we won’t have the ability to view progressive balances.

For instance if the company has fiscal year from 1/1 to 31/12 and its normal operation begins on 1/3 we,

  • Either register (or import) inventory entries on 1/3 with the balances from the previous period i.e. 28/2 (in that case we don’t have historical data, yearly turnover view, etc), so especially for Inventory, we are going to use the document IIP (Update inventory based on Trial Balance for interim period)

For correct audited data results, with that document we "take inventory" of ALL amounts (quantities and prices) from the LAST BALANCE. It must be entered with the date of period end and after checking its results, you should CLOSE the period. STOCK VALUATION CAN’T and MUST NOT be executed for previous period. PRODUCTION COST VALUATION CAN’T be executed (unless the cost determination period is such which allows it e.g. MONTH). It DOES NOT cover the case of monitoring alternative measurement unit nor inventory dimensions (color-size, etc). In such occasions you should transfer the entries in full detail.

  • Or register (or import) the real inventory entries of Fiscal Year start date (e.g. 1/1/) and next enter ALL entries until transition date.

Open Financial Year Documents

To register open financial year documents for each subsystem (inventory, trade accounts, etc) we use the document types referred in the following table. Take under consideration any notes about special cases of open financial year documents:

Ledger Document type
  1. Warehouse
IOP (quantity-value) IOQ (quantity) IOV (value)
  • Quantitative inventory must be done per WH and with possible dimensions (s/n, color, etc)

  • For each Third party WH, inventory analysis must be done per trade account.

  • Negative balances are not inventoried. They can be inserted into IOP as information only.

  • At the end, you must necessary execute Valuation of Inventory Period.

  1. Customers/Debtors

SOD (debit) SOC (credit)
Analyzed per end date, to have proper ageing of accounts
  1. Suppliers/Creditors

POD (debit) POC (credit)
Analyzed per end date, to have proper ageing of accounts
  1. Cash/Bank accounts

BCO (debit) CLD (credit)
  1. Receivable notes

NIP (portfolio) NIB (banks) NIS (transferred)
  1. Payable notes

NPI
  1. Fixed assets

FAO (acquisition cost) FAP (depreciations)
In Fixed assets acquisition inventory, you must enter in «alternative date» and in «alternative document» the date and the number of the original purchase document.
  1. Special accounts

AOD (debit) AOC (credit)
  1. Accounting

Temporary inventory accounting document in Inventory/Balances Journal.

NOTE

In readymade customization, there enough more open fiscal year documents, but are designed for use by the automatic process of transferring opening balances, in the Fiscal Year Closing process. In NO case should they be used by mistake.

Reconciliations

After concluding the Start balances of all subsystems, we must necessary make reconciliations for the last period in the previous system with open balances of the new system, using the following reports:

  • Monthly Warehouse Inventory to agree quantities & Ending Inventory Trial Balance to agree values

  • Trial Balance and Ageing of receivable/payable amounts for customers and suppliers. Agreement of debit, credit, balance and pending notes.

  • Trial balance of Liquidity accounts with Accounting Trial Balance of Cash accounts documents (38*)

  • Trial balance of checks and receivable & payable notes (values per location)

  • Register of Fixed Assets. Agreement of acquisition values and depreciations.

  • General & Detail Ledger Trial Balance. Agreement of progressives.

Accounting Post Customization

Every document type has readymade customization about the form of the accounting document, produced at its posting.

The accounting document’s form includes lines with given account, debit or credit value as well as reasoning. The account’s definition is indirectly done, by an entity called Accounting group. This way, the pre-customized form of accounting documents may easily be adjusted to any chart of accounts. An accounting group defines the way by which the accounting document is composed, based on data regarding every transaction. The accounting document is composed of segments, usually one per level, without this being necessary the rule. The elements composing segments of the code usually are:

  1. Fixed values, e.g. ‘54’ for VAT accounts
  2. Accounting accounts as set in the various entities e.g. the account of a Liquidity Account like Cash or the account linked to an Expense.
  3. Codes coming from an entity’s Accounting category. Each accounting category has 4 codes for use in different occasions. For instance in inventory items, code1 of accounting category is about purchases (e.g. 20) while code2 is about sales (e.g. 70), etc.

The system is pre-customized based on a specific, complete, default chart of accounts, as well as a sum of common accounting categories. Accounting groups are also set and pre-customized according to the default chart of accounts.

In case we select another chart of accounts than the default or as long as there are further accounts’ developments, then we should accordingly, adjust:

Accounting Categories

Accounting categories are set for a series of system entities, like Items, VAT categories, Special Accounts, Fixed Assets, Document Types and Series, Trade accounts, Payment methods, etc. EBS-QuickImplementationEN-image68.png

In the management form of each entity, we set the corresponding accounting category at the homonymous field.

The list of readymade customized accounting categories is available in the Customization Table (Accounting post/Accounting categories). In this list you can:

  • add new accounting categories if necessary
  • specify other code parts in order to adapt to another form of the chart of accounts than the default one.

The description of accounting categories, determines and their use logic by accounting groups.

Inside every code’s cell from 1…4 of every accounting category, by pressing EBS-QuickImplementationEN-image69.png we can see which accounting groups use the specific code as well as the precise «composition» of the full accounting code:

EBS-QuickImplementationEN-image70.pngEBS-QuickImplementationEN-image71.jpeg

EBS-QuickImplementationEN-image72.jpegAfter completing possible changes and additions in the accounting categories, save from the «Save» option from the list’s horizontal menu:

 

 

warning.png When making changes, you must do «check chart of accounts» in accounting groups to make sure that the «produced» codes are correct and according to the chart of accounts.

Accounting Groups

The list of pre-customized accounting groups is available in Customization Table (Accounting post/Accounting groups). The screen is split in 2 sections:

In the above part are displayed the accounting groups, grouped per category (e.g. 01. Trade accounts, 02. Fixed Assets, etc), in order to make it easier to locate them and understand their meaning. The code of accounting groups has a specific form, which in extend displays the use of the group:

  • The first 2 digits are always ES, indicating they are set and used by the readymade accounting post customization.
  • The 3rd digit is one of the following:

1 : Used for posting of Trade documents

2 : Used for posting Cash documents

3 : Used for posting Stock documents

4 : Used for posting Adjustment documents

0 : Used for all documents and are not expected to use any header fields

5 : Used for the procedure of posting Production Cost (where available)

  •  The next 2 digits define the «meaning» of the created account:

ΙΤ : Item Accounts (Purchases, Sales, Returns, etc)

FA : Fixed Assets Accounts (Purchases, Depreciations, Sales, etc)

SV : Service Accounts

EX : Expenses Accounts

SA : Special account Accounts (Taxes, Withholdings, etc)

 : Trade account Accounts (customer, supplier, etc)

ΝT : Note Accounts

LA : Liquidity account Accounts

VT : VAT accounts

CF : Import Folders Accounts

CV, PV : Off balance sheet Accounts

ED : Exchange difference Accounts

CO : Cost Accounts (Cost Accounting)

IS : International Standards Accounts

00 : IT Correction Account

FU : Account for future use

  •  Next 4 digits are just numbering

In each accounting group, the ledger account format is displayed in summary. For instance, the rule [54].[00].[Item#2].[VAT#1] means that the account will form its levels like that:

EBS-QuickImplementationEN-image74.jpeg1st «54»

2nd «00»

3rd «Code 2» of Acc. Category ITEM

4th «Code 1» of Acc. Category VAT

At the bottom part of the screen, for the selected accounting group, it is displayed a list with all document types using it in the pre-customized posting. In 2nd level (EBS-QuickImplementationEN-image75.png), it is shown, HOW it is using it (debit or credit and with what amount):

EBS-QuickImplementationEN-image76.jpeg

To view the definition of an accounting group or change it, we double-click in the group’s row or choose the EBS-QuickImplementationEN-image77.png icon, so its definition dialog appears:

EBS-QuickImplementationEN-image78.jpeg

At the list on the left we set the code’s structure in SEGMENTS. With EBS-QuickImplementationEN-image79.png we add a new segment, with EBS-QuickImplementationEN-image80.png we delete and with the arrow keys, we change the relative location of segments.

For each SEGMENT we specify its type. By selecting type, an explanation appears right below and the necessary parameters are asked.

For instance, if the segment type is «fixed», only the fixed value is asked, while if it’s «code segment from accounting category», it is asked both the entity from which this accounting category will be taken from and the accounting code (one of 4) which will be used by it.

If the type is «field content», the entity from which this accounting category will be taken from is asked, as well as the precise field of the entity.

We can also define of which up to what character of the selected code, we want to include in the specific SEGMENT.

EBS-QuickImplementationEN-image81.pngFinally, we set if the connection to next code segment will be done with or without a separator (which is set in the relevant company parameter).

At the bottom part of the screen it’s briefly displayed the form of the designed code. E.g. EBS-QuickImplementationEN-image82.jpeg

With the EBS-QuickImplementationEN-image83.png button (Check chart of accounts), it is executed for the current group, a very important control: it is calculated which account code can be generated based on data (VAT categories, accounting categories, etc) and they are displayed in the screen where we can see which ones are already in the Chart of Accounts and which are not.

Checking the accounts that do not exist, we can specify:

  • If the definition has an error
  • If there are any accounts missing from the chart of accounts, so we can on the fly specify their title and request their immediate creation from the button «Account creation».
  • If the displayed potential accounts are never going to be really needed, so we activate in these rows the indication «Not checked», thus in a future review it will appear that their checking is meaningless. In fact, these accounts are not created «Account creation».

In case the accounting groups’ form leads to a «parent» account, this is shown with red color, for the user to correct the wrong definition.

From the above it becomes clear that checking the chart of accounts is necessary and required to be done, in order to avoid future problems during document posting.

Another control (from the moment there are data available e.g. items, customers, suppliers, etc) is done with the EBS-QuickImplementationEN-image84.png button (Check data), which examines whether the used entities have an accounting category, according to the selected accounting group’s setting. For instance, in the [54].[00].[Item#2].[VAT#1] accounting group, in all items it will be checked if they have defined an accounting category, for it is used for the creation of the VAT Account. So if the items found from this check are used in one of the document types using that group, the system will not be able to create the relevant accounting code. For this reason, the accounting category is needed to be specified in items (for that purpose, we can use the global modification capability).

The Initial Database (Start) contains accounting groups setting according to the default chart of accounts. When the contents of group are changed, it is displayed in bold (meaning that its setting differs from the default).

If at a later stage it is found that after trials, this is NOT desired, we can restore the original setting (for the selected groups) by using the EBS-QuickImplementationEN-image85.png icon (Restore proposed values). EBS-QuickImplementationEN-image86.jpeg

Completing the setting of accounting groups, the updates are saved from the option «Save» of the horizontal menu:

EBS-QuickImplementationEN-image87.jpeg

  1. ==== Accounting Model ====

    Based on the structure of the examined posting process, the potential interventions in customization are:

  • If we retain the default chart of accounts, there is no need to change customization

  • If we have some features in the chart of accounts, an intervention is required both to accounting categories & accounting groups

  • If the structure (debits, credits) and content (reasoning, other fields) of the produced by the default customization, accounting entries are NOT suitable for the specific company-accounting, then the design of an Accounting Model is needed.

    To face the last case (which demands more extensive changes in the default system’s solution), there is the ability to copy the default Accounting Post from the screen of each document type, and so by designing the «logic» of the produced accounting document from that document type, having the help from the initial solution. This is done, from the EBS-QuickImplementationEN-image88.png icon in the subpage «Accounting» of the document type:

    EBS-QuickImplementationEN-image89.jpegIn the accounting model setting screen which is displayed, the update provided by the default solution (from the «document update profile» of the document type) is readymade and we make changes in it.

    EBS-QuickImplementationEN-image90.jpegThis «copy» is done ONLY for the contents this specific document type provides. For instance, if in the Sales Invoice we deactivate services and fixed assets, the corresponding accounting lines will not be displayed in the copied model. The reason these readymade document update profiles contain large amount of lines is that the usually cover different document types (e.g. SIV, SSI).

    In this screen, which looks like that of the accounting document, one can design the logic of the produced accounting document. The displayed grid columns can expand with all available accounting entry’s fields, with «add/remove columns» (right click on titles row).

Department EBS-QuickImplementationEN-image91.jpegDepending on the document type we set the model for, in this column, are displayed the available options e.g. in NBT (Note transfer to bank) the following options are displayed:
Segment type EBS-QuickImplementationEN-image92.jpegDepending on the selected department, it is possible to set a special type e.g. for a line item => standard., reverse (returned item) or for a note => cheque, commercial paper, etc
Account type EBS-QuickImplementationEN-image93.jpegHere we can use either an accounting group (composing the code from segments) or DIRECTLY and account (search in chart of accounts), or expression or finally, accounting groups giving direct code («fixed») or have been designed as «expressions».
Account

Depending on the «account type», we can search or directly type it. If it is an accounting group, we can see its definition with right-click-display, so we go to its setting dialog with all the capabilities examined in the previous section.

EBS-QuickImplementationEN-image94.jpegEBS-QuickImplementationEN-image95.jpegIf you need to create a new group or new account, this is done from relevant buttons at the bottom part of the dialog:

EBS-QuickImplementationEN-image96.jpeg

Reasoning

EBS-QuickImplementationEN-image97.jpegIn this field (as in any other common column e.g. remarks, alternative reasoning), we can either type directly something, or use the option of document’s relevant fields by using the available iconEBS-QuickImplementationEN-image69.png. After the selection of a field, if we type «+» and continue with a new icon’s selection, we can make a COMPLEX REASONING. The fields are separated in usual, other and attached which can be taken from another table via a link (e.g. from the item or customer). If you want to type something specific, this must be typed within brackets (“) e.g. “Loan payment”. Finally, we can select one of the «Standard reasoning» (set as field «composition» used from default customization) from the homonymous subpage.

Debit and Credit

EBS-QuickImplementationEN-image98.jpegDepending if we want to debit or credit, we enter the homonymous column with the amount we want to update the account with. According to the reasoning, here we can use the EBS-QuickImplementationEN-image69.png icon to choose between numeric fields. Numeric fields, like before, are separated to usual, other and attached.

Sign

After selecting the amount, we can change its default «sign» (positive or negative). Equivalent of a simple field selection and a «negative sign» is to enter (type) a MINUS (« - ») in front of the amount.

EBS-QuickImplementationEN-image99.jpegGenerally we could use other amounts and other arithmetic signs e.g.+,/,*, if it has need to set an entry amount from the primary data.

Automatic

Activate this column if we just want the specific entry to «BALANCE» the accounting document (hence the «sign» and «amount» are ignored). If the part is such which can cause more than one entries (e.g. lines), that option is MEANINGLESS; only ONE entry in an accounting document can make «balance».

If we need to set more than one accounting documents, we must in the SAME ACCOUNTING MODEL to set DIFFERENT GROUPINGS. We make the column «Document grouping» visible («add/remove columns») and give different value to line sets, consisting each accounting document. The «grouping» (also available in customization table, in «Accounting post») is a table where we specify a «packing code» which determines if the entries of that group will be separated or not from the rest.

So for instance, in a purchases document paid in cash we can set the following model:

EBS-QuickImplementationEN-image100.jpeg

The first 3 rows compose the offset accounting document and the other 2 the cash one.

EBS-QuickImplementationEN-image101.jpegWhat is taken under consideration for separating the accounting documents is the price of the «packing code» for each grouping. If the «packing code» is the same for all groups, then the created accounting document is ONE, with all document entries. But if for instance in group 050 (Payment at transaction time) we enter any other content, in our example, there will be created 2 different accounting documents.

EBS-QuickImplementationEN-image102.jpegDuring the design of the model, we may ask to «copy» (menu «Actions» from the model design screen) either from the accounting model of another document type or from a document update profile.

EBS-QuickImplementationEN-image103.jpegManagement of the accounting models is done from «Check accounting post design». There are included also the models coming from the document update profiles. In 2nd level (EBS-QuickImplementationEN-image75.png), we can see the contents of each model line and, as usual, by double clicking, we can go in to the definition screen and make changes.

EBS-QuickImplementationEN-image104.pngPosting corrections AFTER documents are inserted

EBS-QuickImplementationEN-image105.jpegIf posting is NOT checked before the start of the normal operation, and after the entries have proceeded, a new model is designed or the existing one is updated, then it is required to update the already registered documents a posteriori, by the current accounting model of the document type. The process will update all documents of this type which have either been posted or have been posted, but their accounting documents are not finalized (so they will be recalculated).

User Interface Customization

Completing the implementation, we must check the needs for the following additional customizations:

  • In order to have easier access for users at the functions each one is running, without fruitless wanderings in the menu, we must create shortcuts per user group (running same tasks):
  • Shortcut groups for each user role
  • Selection of proper reports
  • Daily automatic reminders from scrollers based on the role/work position e.g. Delivery Notes for Invoicing, Orders to be delivered this week, Accounting documents created today, etc.
  • Readymade typical documents with filled some fixed elements, e.g. Rent payment, Collection, Deposit, Service receipt, Offer, etc.

For each user, we could also activate a «quick start page».

  • In order to complete easily only the necessary data of an entry, we must check documents’ layout in order for them to be properly adjusted to the needs of the installation.
  • In the ESDocumentation folder, we can check the file «SUGGESTED LAYOUTS.xls» and select the proper layout for the installation needs (either by changing document types or by changing the series in the section «line layout »). If for instance we have color-size, serial numbers or Barcode management we are going to need different columns.
  • If some important documents have an inconvenient layout, we must consider the design of a dynamic form in the layout the users want. Instructions for this process exist in the Technical manual «System Installation & Architecture – Customization & Additional Development Tools » ( EsBooks folder).
  • This task should be done in collaboration with key-users
  • If users are using less the keyboard and especially if in order to minimize training, they are used in executing some tasks with the use of certain keys, we can examine the keyboard adaptation according to their needs. Related information can be found at the end of this manual.

Important Rules for Proper Implementation

While adapting the system in the needs of the installation, the use of capabilities and multiple additional development tools must be kept at the absolutely necessary level, in order:

  • to ensure the greatest level of maintenance
  • to reduce the need of control and additional development of element a posteriori (therefore of more investment), each time the application is updated or each time new requirements are set by users
  • to automatically activate any additional functionality of new versions
  • to ensure the greatest level of autonomy for the installation with regards to Entersoft, its partners or its specialized executives

Pricing & Discount Policies

  • To implement requirements regarding pricing specification or discount rules, the system supplies additional fields, dimensions, pricelists, invoicing policy, financial target profiles, etc.
  • If with these tools NO solution can be provided, respond to Entersoft with an EXPANSION REQUEST or ask for an advice for the appropriate solution.
  • Do NOT use Automations and Field Property Profiles or other TECHNICAL tools. Invoicing and discount policies can and should be maintained by the Administration or the executives of COMMERCIAL DEPARTMENTS of the company and they are not fixed, for they change OFTEN. For that reason, their change must be done by HIGH LEVEL & END-USER tools, like those mentioned.

Quantities & Values

  • We do NOT use negative quantities & values, at least to the extend where the default customization is kept. Wherever provided, INSTEAD of negative amounts, we use the «opposite» line type. All matches (quantitative e.g. Order-Invoice & monetary e.g. Invoice-Collection) are based on POSITIVE amounts and therefore, will NOT operate.

Views/Reports

  • There is the ability to adjust all views, prints, even the audited ones. BEFORE you proceed to any changes, even of informatory reports, you must make sure that this is NECESSARY.
  • From the moment you are going to change something, the possible product expansions regarding it, will NOT be visible.

Document Changes

  • Do NOT activate new circuit in document type e.g. Payment in Offer, Fixed Assets in Return of Deliver, etc UNLESS if it is clearly referred in the document type’s documentation that this is covered. The same applies for all line types. Such a setting IS NOT ENOUGH. At the same time, the document update profile must cover the desired functionality. Therefore, if not already covered, it is demanded the intervention of a specialized executive for the adaptation or redesign of the document update profiles.
  • If something operational changes (not «interface») at the settings of document types, it must be necessarily tested, with regards to is REGISTRATION and management operation as well as to is consistency in scrollers and other reports. If the UPDATE is not correct, the registration may occur, but its results will most likely be wrong. Even if the update is correct, the PRINT may be wrong if the relevant view, BIT, OLAP, etc has been designed with certain limitations.
  • Do NOT take for granted a functionality, unless it is clearly specified in Entersoft’s documentation or you have tried it.

Organizing Backup Taking

A necessary customization action is organizing backup taking. You should:

  • First, define the necessary parameters (as described in section General Start Parameters)
  • Second, to organize taking backup with time scheduling in order to avoid any mistakes. Instructions for the time scheduling procedure are in the Technical Manual «System Installation & Architecture – Customization & Additional Development Tools » (EsBooks folder).

User Training

Operating Training

  • Using Manuals from Documentation Library
  • Using criteria in scrollers
  • How to search in fields
  • How to find information (Ctrl-F)
  • How to use shortcuts
  • How to use the last actions history (Ctrl-H)

Function Training

  • For each group-job position there must be separate trainings about how they are going to operate
  • Common cases (“what to do when…”)
  • Explain activated documents (when and how to use them)
  • How to use activated documents AND ONLY THEM.
    • Using NON activated documents by the installation’s administrator should NOT be allowed (nor adjusted by phone or carelessly) because it may happen mistakenly (not trained users assuming that they can make a task which the document does not do).
  • How to use necessary control reports

New Requirements & How to Handle Them

At the duration of a system’s operation new demands are raised, not faced by the original implementation.

These are due to:

  • Change of the current workflow
  • A need that was mentioned and is yet to be addressed
  • Enforcement of a new procedure by company or external environment
  • Integration of new products – new niches with new requirements

The way to face new requirements may be:

  • Training at the existing functionality
  • New customization
  • Change of customization
  • Data intervention
  • Application expansion (REQUEST to Entersoft)
  • Combination of the above

Taking Advantage of the System – Getting Information

An installation is NOT complete unless key-users are not guided with regards to the way they are going to get RESULTS and INFORMATION.

The Library of Sample Prints (available to «system administrators» from the menu option «M.I.S Central administration») should be properly studied, in order to activate, display and supply direct and easy ways of receiving the proper set of reports for each department, group and user

EBS-QuickImplementationEN-image106.jpeg

Keyboard Operation

Many of the operations in the application can be done from the keyboard for greater convenience. Here are displayed a list of keys or key combinations with default functionality:

General
Alt-F12 Transfer at the folder containing the files of the current scroller or OLAP
Alt-F4 Close the application
Ctrl - Close levels
Ctrl + Expand levels
Ctrl-A Select everything from a list
Ctrl-D Delete an entity from its management screen
Ctrl-F12 Grid modification tool
Ctrl-F6 Move through open windows
Ctrl-Insert Insert entity from a list by copy from data of current line
Ctrl-N Insert new entity from management screen
Ctrl-PgDn & Ctrl-PgUp Move through «subpages» in entity management screen
Ctrl-S Save entity
Ctrl-Shift-F10 Identity field when located in management screen field
Ctrl-Shift-F12 Rename grid columns
Ctrl-Shift-F8 Call form design tool from entity’s management screen
Delete Delete entity from list
Enter Move to next level (in management screen),open entity (from list)
F1 & Shift-F1 Οn line help in screen and field
F3 & F4 Search with search dialog or in drop down form
F5 Refresh
F7 Spelling check in text field of entity’s managements screen
F10 Transfer to main menu
Insert Insert new entity from list
Shift-F3 Search with use of scroller
Shift-F10 Display pop-up menu
Tab & Shift-Tab Move through fields-areas
In Documents
Alt-A Call accounting document generated by document
Alt-E Display item overview in line item of document
Alt-Enter or Ctrl-Enter Call dialog with full data of document row
Alt-F Display table of values analysis per %VAT in trade document
Alt-F3 Search from multiple code in document item line
Alt-F7 Discount on total with %, amount or update document’s payable amount
Alt-F9 Insert from special bill of material to empty document line item
Alt-F12 Call dimension analysis table in document line item (1-1 expansion)
Alt-Q Apply collective invoice policy in trade document
Alt-S Select serial number in document item line
Alt-V Insert new document line by copying current one
Ctrl-Alt-F12 Manage item packing in document item line
Ctrl-Alt-I Display item photo in document item line
Ctrl-F7 Discount with selection of net, gross, % or amount, or payable, on document lines
Ctrl-F9 Replace item from equivalent one to document item line
Ctrl-F11 Previous entries for "pair"-> line item – header trade account
Ctrl-M Transfer fixed assets to cost center in adjustment document fixed assets lines
Ctrl-Q Total (counted) quantities allocation in document item lines
Ctrl-Shift-F9 Addition of relevant items with opposite line type based on default relation type
Ctrl-Y Suggest credit balance of customer in trade document’s payment term line
F6 Switching between inventory items and payment terms in trade document
F7 Switching between inventory items and special accounts in trade document
F8 Automatic “consumption” of serial number or lots in trade document line
F9 Addition of accessory items in document item line
F11 Display current availability in document item line
F12 Closing the amount of note line in accounting documents of cash documents
F12 Call dimension analysis table in document item line (1-Ν expansion)
Shift-F4 Change line type (for returned items) in document item line
Shift-F5 Expand forecast lines of trade document, based on item line dimensions
Shift-F6 Link consumption line with manufactured items adjustment document lines
Shift-F7 Expand special account lines based on horizontal dimensions of item lines
Shift-F9 Automatic addition of accessory items in document item line
Shift-F12 Copy dimension analysis from previous item line

Keyboard function is customized.

Customization is done from main menu «Tools/Additional development tasks/Shortcut management». A dialog appears with all the available commands of the application’s screens which have already been matched to a key combination or can be matched, if user needs it.

EBS-QuickImplementationEN-image107.jpeg

Two «keyboard profiles» are made (the name appears in the top part of the list => EBS Default or EBS Alternative) which are selected from a general parameter in «General-Operating» (0 or 1 respectively):

EBS-QuickImplementationEN-image108.jpeg

To change a shortcut’s value we have to activate the button EBS-QuickImplementationEN-image109.png in column «Shortcut» of a row. In the displayed dialog, we can set up to 3 simultaneous key combinations. If the SAME key combination has been set to other command/s, then the current row has a color indication and both these and «other» commands appear at the bottom part, in «Relevant commands». There is no need to worry (that something may be wrong), if the Relevant Commands DO NOT COEXIST in the same screen/process, e.g. document account display is set as 4 commands, one for each document category. But if relevant commands contain other functionalities of the SAME screen/view/etc, the shortcut should change, to avoid any user mistakes. By clicking on the «Shortcut» column we can assort so, errors are easy to spot.

  • It would be wise to use numbers e.g. Alt-1…Alt-9 or Ctrl-1...Ctrl-9 in order to be able and have future expansions (in keys-commands) automatically and without the risk of having DOUBLE command call with unpredictable results.

    Commands are separated to «Actions», «Automations» & «Transitions» and to «Horizontal Functions» & «Documents». In column «Explanation» there is a help text explaining the function of each one of them.

    To save any changes at the current keyboard Profile, we must select «Save». The profile is the SAME for ALL USERS.


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