EBS - User Guide EN

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EBS-UserGuideEN

EBS Daily processes and Use Cases


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Company Structure

The management of system companies is achieved through the main menu:

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From the companies list we have access to the company’s management screen. The completion of the company’s necessary identity data, is accomplished in the 1st page:

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For each company, is automatically entered a separate “person”.

Attention must be given to the «VAT Regime» field, as it is influenced the Invoicing and Purchases VAT as well as the management of the gross (final) sales prices. If the company has deducted VAT regime, we alter the default value “standard” of the field.

New branch – new warehouse

In the “Addresses” tab-page, we must define:

  1. The Head office of the company
  2. The Branches
  3. The Warehouses

Especially the warehouses (Warehouses) are the «logical» warehouses, even if, from the same «physical» warehouses are served more than one companies or branches. Also, if the company:

  • is responsible for repairs of devices-machines
  • sends goods or fixed assets for repair to suppliers
  • sends goods to exhibitions-demos or sampling
  • undertakes transfers for others account
  • takes responsibility for the storage of third parties items until their delivery to customers

…probably has the need to monitor Inventory PER THIRD PARTY (person-supplier, customer). For this purpose, it may be defined “logical” warehouses BY Third parties or TO Third parties without being necessary to be opened per position or destination, separate warehouses.

In the “Addresses” tab-page, these registers must be defined, with their data:

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Site identity The identifier code, the type (grouping field), the description, the address into 2 fields, the postal code, the City, the Area, the District the Telephones and Fax consist the branch or warehouse identity. After the branch new opening, documents series must be opened for this.
Status If a branch becomes “inactive” and the related transactions have been completed, the related documents series will also need to become inactive.
Supervisor name Selection between persons defined as company managers (in ‘Persons/Associates’ tab-page).
Branch Is activated when it is branch
VAT Regime It is suggested the regime of the company, however, a branch may be located to a reduced regime area.
Independent It is activated when it exports independent accounting result (prints and keeps BOOKS to the same branch) and only then. This flag influences the stock valuation process, which ‘runs’ separately for this branch.
Accounting Segment To the parameterization system of the “Accounting post”, this is the method where documents are sent to Accounting, it is used to many «connection accounts» the segment (account grade) «Branch». In this case, the content of this field (from the branch register) will be taken into account.
Warehouse It is activated when it is a warehouse. The main warehouse of a branch is not need to be separately opened but, the address-branch will be also characterized AS a “branch” AND as a “warehouse”. The other warehouses will be separately defined and will be characterized as “warehouses” and the next field will be completed in compulsory.
Belongs to the Branch Selection from all the addresses, characterized as “branches”. The field must be completed to all the independent warehouses (that are in different address) but also to all these that are NOT main warehouses of the main address or of a branch.
W.H. from/to third parties It is activated in the cases mentioned before, in order to define that will be monitored per THIRD PARTY. The inventory (in every fiscal year beginning) for these sites must be defined PER THIRD PARTY. The transits from and to them must be declared with (especially for this reason designed) documents (with “third parties” indication).
Not to be valuated It is activated in warehouses that concern storage for third parties, where the items are NOT in our ownership, such as, a service area. On the other hand, when our goods are found to third parties installations such as, an exhibition area, this field must be inactivated because the items found to this area PARTICIPATE to the stock valuation of the company’s inventories.
Automatic activation If it is activated, during the opening of a new item, this warehouse will be automatically added as an area where the item CAN BE placed.
Send priority It is a priority number, which is used in In-house transfer automatic suggestion (branches and warehouses stock replacement) included to the Inventory sub-system. The areas with higher send priority will be “preferred” for stock items send to other areas having deficiencies.
Receipt priority It works similarly to the previous field. The areas with the higher receipt priority and in the case where inventories are not enough to cover all the deficiencies, will be “preferred” for the coverage of the deficiencies.

Using theEBS-UserGuideEN-image20.pngicon, a dialog opens, containing the full data of branch-warehouses. In this dialog, you may also find the e-Mail address, the Web site, as well as the following information:

Default Retail Customer It is used in Retail receipts, in case we want to differentiate behavior per branch e.g. VAT regime, pricelist etc.
Default Expenses Creditor It is used in Expenses invoices as the default creditor that gives values to fields like usual payment method, bank account by branch area for deposits to the Public Services etc.
User defined fields Numeric fields, code lists, characterizations for free use e.g. categorizations in case of large number of branches.

One of these addresses is the Main address of the company. This must be completed to the “master address” area, in the 1st page:

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about.png What Is the difference between Master Address and Main functional site?

The main functional site is the main company installation where stock kept and in most cases, it is identical to the Master address. It is not identical, when the formal master address found to independent site, where there never take place inventory transactions.

Why is this definition necessary? The Stock Valuation process generates some costing transactions (internal accounting notes, necessary for cost reconciliation) in “main functional site”. Thus, if in the above case the costing transactions were created in “Master address”, these would be the only Inventory transactions to this site. This will result to the Master address (which is inactive as to the Inventory) to compulsory appear in the official Inventory trial balance for take total costs and profit/loss. This would be at least paradoxical, whereas with this explicit definition, is avoided.

Alterations to sites

Any alteration after using the branches and warehouses (transactions found) demands much attention.

warning.png The characterizations «Branch», «Warehouse», «Independent results» and «Not to be valuated» are taken into account in Stock Valuation process and thus, should not be altered. If it is necessary (the privilege for making alterations should only be given to experienced users having full system knowledge) the stock valuation process should be re-executed for all periods.

1st scenario: Usage alteration from Warehouse to Branch

  1. A new “logical” site should be defined, which will be characterized as Branch (and Warehouse) with the same address data.

  2. New document series for the new Site should be created

  3. In-house transfer of the stock must occur from the old to the new site, with the proper reasoning (change of use)

  4. The previous address («warehouse») must become inactive

2nd scenario: Warehouse Transfer

  1. If the transfer concerns the same building or when a Delivery Note is not required, we just may change the Address data on the same register.

  2. If the transfer demands issue of Delivery Note or/and when the warehouse is transferred to a different Branch authority, a new Address must be opened and as with the 1st scenario, all inventories must be transferred and the previous address to become inactive.

3rd scenario: Warehouse inactivation – replacement by another warehouse

  1. The stock must be transferred to the new warehouse

  2. The warehouse must become «inactive»

  3. In documents series where this Warehouse was the “default warehouse”, a replacement must occur with the new warehouse.

Opening fiscal year

In company management screen, in Fiscal Year tab-page can be achieved the opening of a new Fiscal year. The login with a day that does not belong to any of the already defined Fiscal years, is NOT allowed.

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In this screen, for each line –Fiscal Year in the middle, are found the data available for control/modification and to the bottom part, there are the Fiscal Periods in which every Fiscal Year is divided.

By selecting the EBS-UserGuideEN-image25.png new Fiscal year icon, one new line opens in Fiscal Years list and the indicator is placed to the upper part of the form, in order to define the fiscal year data.

Identity Name, start-date and end-date of the Fiscal Year.
Number of periods It is the number of fiscal periods, where the financial data will kept and must be per 2 greater than the number of “standard” periods (months of the Year). The reason is that the year-beginning transactions as much as year-closing transactions must be kept as separate financial “measures” for many accounting processes.
Balance sheet limit Informative day field e.g. for S.A. companies with 31/12 fiscal year ending, the limit for publish results is 30/04 of the next fiscal year.
Basic currency For the case of transition in different currency (as happened in Greece in 2001)
Exchange rate formula From the basic currency (by default for installations in countries with strong currency, where bank exchange differences are expressed as «1 basic currency = N foreign» as it happens with the Euro) or in basic currency (by default for installations in countries with not a strong currency, where bank exchange differences are expressed as «1 foreign = N basic currencies»
Exchange rate differences valuation per period The system, besides the automatic closing of exchange differences (for all the paid transactions in foreign currencies), provides automatic valuation process of the OPEN claims and liabilities in foreign currency at the END of the FISCAL YEAR for balance sheet reasons. The companies that want this process to be executed also for the END of PERIODS, must activate this setting.
Official stock book keeping & Stock cost determination period In case of an audited Inventory, is defined the number of periods (months) which consist a COSTING PERIOD, that is the WEIGHTING period for which every time the stock valuation process is executed, it will take into consideration analytically the transactions. If you have ANNUAL average weighted stock valuation price, define 12 if you have 12months fiscal year period, that is 14 fiscal periods). The costing period is a CLOSED FISCAL “year” for Inventory costing and it features an ‘audited’ inventory. The definition of this period is not necessarily identical to the time where results are PRINTED, but it depends on the period in which the stock cost and profit are supposed to be DEFINIT. In case of a non-audited inventory, define the number of standard fiscal year periods e.g. 12
Fiscal year type Under-definition It is the not-yet-activated Fiscal Year. This is the initial value of the field during fiscal year opening. Login to the system is not allowed for a date belonging to an “Under-definition” fiscal year.
Open It is the Fiscal Year in progress, meaning that financial transactions can be inserted and modified within its limits. At least ONE “open” Fiscal Year must always exist in a company’s definition.
Closed It is the Fiscal Year whose the financial facts have been completed and no modifications are allowed to them. The Fiscal Years turn to “closed” automatically by the fiscal year closing process.
Historical It is the Fiscal year with historical data, kept for comparison reasons, and does not have full financial data e.g. it contains only entries and ‘periodics’ (table of monthly totals) or just ‘periodics’, without original “documents”. This data comes up either from a migration of previous system or from the «transfer a fiscal year to historical» process, which possibly occurred for disk space reasons or/and system performance reasons.
Company rates The ‘Pro-Rata rate’, the ‘I.R.R. rate’ (Internal Rate of Return) and the ‘Income Tax Rate’ are informative fields and they are used in reports.

Continuing, the EBS-UserGuideEN-image26.png icon must be selected for Period Generation, through a dialog where we confirm the process:

EBS-UserGuideEN-image27.pngThe periods are automatically produced and appear to the periods list.

On this list, for operating Fiscal years, we may see if period closure occurred per sub-system (Accounting, Sales, Purchases, Stock, etc.).

Now, we must change the Fiscal year type into “Open”.

about.png What is ‘period redefinition’ & When it is necessary?

EBS-UserGuideEN-image28.pngIf a Fiscal Year has no transactions, we can delete periods or change period ranges. If transactions exist, we need a special period redefinition process.

When for instance, the company scheme is changed and one company must get into “clearance”, it is necessary to create Balance Sheet up to a specific date and, for the rest period, to occur a new autonomous Fiscal Year.

If after the limit date there no transactions, the reduction of the fiscal year length is free, the same applies for the increase. The current operation in needed when there are transactions occurred AFTER this limit date.

The functionality is only available for the last Fiscal Year and creates (based on the new ending date) a new Fiscal year having as a start the next day and as an ending the ending of the current Fiscal Year (which can modified later). It is called through the EBS-UserGuideEN-image29.png icon and through a confirmation dialog, the redefinition of periods – periodic data is executed.

You must also change the length of the “stock cost determination period”.

New job position

When a new position is created, it may consist a new unit for different sub-systems so, some further actions must occur.

  • Opening of a person
  • User creation and connection with the person
  • Addition of this person to company’s contacts.
  • Incorporation to users group or creation of new users group (“job position”). In the 2nd case, the privileges allocation must occur from the beginning and the access to documents series, allowed transitions, task types or further tasks, reports etc, to be controlled. If the position belongs to Accounting Department, the privileges in accounting Journals must be updated. Finally, if there are classified documents, then the access functionality must be examined.
  • Opening of resource (for use in CRM tasks) and integration to « communication profile»
  • Possible opening of a new Cash liquidity account (if it concerns cash)
  • Possible opening new document series (if the terminal-client is new with separate printer). Be aware for matching with the suitable users group and a new Cash account as “automatic payment account” (if it is about a new transaction position with customers).
  • In the case of a Retail shop and if the salesperson concept is identical with the one of the Cashier, the user must be opened as a salesperson, too. The same “Person” must be connected to both the salesperson and the user.
  • If it is about a salesperson, it will possibly need to be assigned some customers groups, to be defined as their “salesperson” (through global modification).
  • If it takes responsibility of receipts, some customers groups may need to be assigned for receipts communication and organization and in this case, it will need to be added to the Collectors and to be defined as customers “Collector” through global modification.

Basic Entities

EBS-UserGuideEN-image30.pngThe easiest way to create a new basic entity to any sub-system is the “New” option from the main toolbar.

The management screen of the entity (SITE) opens immediately, we complete the necessary data, we save and complete.

Another way is through the «Insert» command (or the Insert button) from a list illustrating this kind of entities e.g. Customers, Items etc

EBS-UserGuideEN-image31.pngIf it is about repeatable multiple entries, we remind that from the toolbar of the screen and through the “New” or “New by copy” command, we can save and at the same time to create a new entity.

Customer

Customer is a company trade account, to whom we provide (or we intend to provide) products or services and should be opened even before obtaining “accounting” register, if we want to create, for example, an order of him.

The application is automatically opens for him a «person» where, actually kept all of his “demographic” data (in this unique place). If for instance, a customer becomes customer of another of our companies (to the same system, to the same database), it will be connected with the same “person”, or if he becomes a supplier, his “demographic” data will be the same.

If a customer has many branches, we simply define his branches in the same form. If, however, for each customer branch, the “agreement” is different e.g. the pricelist, the payment method, or if, each branch has different accounting department, different credit limit and so on, we probably need a new, full, different register. In these cases, the best solution is to open a new separate customer for each branch (and with a different “person” so, the main Address will be different).

Identity data

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General data & Master Address

These are the customers’ identification data. By completing the Zip Code, data fields as City, Area etc. are automatically completed. If the “mapping services” have been activated, then by typing the “Add/s 1” the position is detected and fields like PC, City, Area, District, Geographical zone are completed (it also appears the EBS-UserGuideEN-image33.png icon through which is accomplished the navigation and projection of the particular geographical place through Google maps. Based on the Address data of the current user, options are given for the route projection from the home address/business address to the customer address as well as the projection of the necessary guidelines.

EBS-UserGuideEN-image34.pngIn order the functionality to be activated, in the general parameters, in “mapping services” category, must be defined the “true” value in the «mapping services», «Google» in mapping services server type and an access key to be given which can be easily be provided through the http://code.google.com/apis/maps/signup.html webpage.

By completing the data of the main Address, this Address is added to the “Addresses” sub-page,EBS-UserGuideEN-image35.png where, from the presented list, we can add other customer sites. In this area, there are additional available fields e.g. the “VAT regime” can be differentiated per site.

Card no. It is given, when a “bonus” card is issued for the customer (loyalty card). It is used for identify the customer during sale.
Template The template is an easy way of ready default values to several data fields, depending on customer category. The templates are designed, through the Parameterization table (Tools).
Photo Through the EBS-UserGuideEN-image36.png icon, we can save (EBS-UserGuideEN-image37.png) a photo (e.g. logo) and through the EBS-UserGuideEN-image38.png icon we recall it. We can also display it, in customer lists.
Additional information of a physical person

If the customer is a physical person (the person type is determined by the field next to the code), then, there are additional fields available such as the name and full name separation, the nationality, the sex, the mobile, the calendar etc.

EBS-UserGuideEN-image39.pngAt the same time, next to photo, is found a group of available fields for the “correspondence”, where the «slopes» of the name are automatically generated if already existed to the names table or are inserted by the user and, from this moment, are available for next use.

VAT Regime Selection between the values ‘Standard’, ‘Reduced’, ‘In EU’, ‘Outside EU’, ‘Exemption’. It influences the VAT calculation in sales documents.
Branch If it is defined a particular (company) branch to the customer, during customer search, to all documents of this branch, will be sorted to the top whereas in documents of other branches, during search, will be sorted to the bottom. There is not a prohibition for using series of other branches and if required, an additional control must be customized.
Properties Set The properties set enables the presence and management of an additional “sub-page” of additional properties EBS-UserGuideEN-image40.png that may be designed through Tools/Customization/Company Parameters/Properties and, even by customer (per customers category) to be DIFFERENT through this “properties” field. Alternatively, one common property-set can be defined for all customers, in company’s parameters in “Additional properties” category.
Profession By selecting profession, to the «Business activity» field is suggested the profession description and it can be differentiated with a more detailed text (which is not formalized through professions code list).
Groupings The group and the category are in reality “person’s” groupings whereas the family is exclusively of the particular customer. This means that if the same person is connected with a supplier, the group and the category will be the same.
Salesperson The salesperson to which the customer is “assigned” will be now suggested to the sales documents, where he can be differentiated per document or/and sold item line.
Recommended The person introduced the customer. By giving part of the name and F3 or Shift-F3 search is accomplished. From the EBS-UserGuideEN-image41.png icon we can, through the pop up «internal» menu, insert new person or to see the current.
Preferences

It is a multiple choice field with the persons’«interests»:

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Which is based on a general parameter for persons management:

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Which is selected among different “categories” that have been parametrically defined:

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Reminder To the text field through theEBS-UserGuideEN-image46.png icon we can define a comment that will appear through the customer selection at any trade or cash transaction.

Financial data

In this sub-page there are data of accounting nature or related to the internal Accounting department processes (credit control, collection management).

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Opening date It is automatically completed
State reporting group It is used in Customers Summary Status creation processes.
VAT regime It is the same field also defined to «Identity»
Accounting category It must be selected from the default categories in order the posting of any document to be later feasible. The«Ledger Account» is not used by the default parameterization (the accounting category is used instead) but it can be completed if the posting parameterization is modified and uses it.
Currency If a foreign currency is given, which is the «usual» for a foreign customer, this will be proposed at any transaction. Through reports per currency, we can check the customer balances for any currency.
Budget group It is used to budget sheets as a special grouping element, through which the customers budget can be monitored.
  • Credit control policy

It is a «profile» which enables the design of the applications behavior depending on the customer solvency degree. It allows controls and prohibitions of different levels in order to protect the company from bad depts. The concepts, the customization methodology and the functionality are described in a specific chapter of this manual.
Credit limits

The upper credit limits that we give to the customer. The balance limit is the accounting balance (debit-credit). The trade balance limit is the accounting balance limit plus the unpaid notes permitted value. The balance limit plus own notes is the accounting balance limit plus the unpaid notes permitted value, where it only takes into account the notes that the customer himself issued (and not a third party, e.g. a customer of his). When one of these limits is overcome from the customer and thus we have «credit margin excess», to the documents having the credit control option activated to the document type, the application, if there is a «credit policy reacts according to the settings whereas if it is NOT exist, it reacts depending on the value found to the general parameter (Tools/Customization/General/ Company parameters) in “credit control” category:

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  • Delay interest rate

Based on the days of payment delay and based on this interest rate profile (which is customized to Tools/Customization/Financials) which is defined to the customer, the «Interests based on payment delays» report is received and if necessary, a relative debit note is being issued.
Credit Days Give the days of settlement eg. 60 for 2 months payment aggrement. This element is informative, but also used in credit control processes. Additionally, the system generates customer invoices payment forecasts, based on this agreement (after N from issue date) except if there is a specific “payment method” designed and it is applied during Invoicing.
Collector The person responsible for money collection from the customer, is selected between the persons defined as collectors to the Tools/Customization/Finacials. It is used in receivables planning processes.

Payments date

Day in month

Working hours

In these informative fields, we can define possible restrictions forced by customers’ accounting department for week days or hours appropriate for payments or contacts for the balances agreement.
Matching

The usual matching method of receivables-payments (for the correct update of the «balance aging») is “on account”, that means Fifo by date (each receipt pays the older invoice).

An other option is “based on rule” for special payment processes eg. per project, where the rule is defined to the next field.

With any of the 2 above mentioned options, the matching is automatically occurs on-line while documents are entered.

Finally, we can exlude the matching process in order to only occur by user selection or not at all.

The automatic matching is a default process in order some of the most important system reports to be taken.

  • Matching rule

The matching rule allows the method of AUTOMATIC “opening” and “closing” entries connection with different functionalities which allow the user intervention to be avoided or restricted, in order to define which documents are paid from each receipt. The matching rules are defined to the Customization (Tools/Customization/Finacials).
Bank accounts

There are the detail data of customer’s (person) bank accounts. In some cases it may be needed a (returning) amount to be deposited. Then, the definition of the «related company bank account» (from which we transfer money) is usefull.

The «Bank» and the «Account number» are compulsory fields. The banks are defined into Customization (Tools/Customization/Finacials).

Commercial terms

In this sub-page we define the trade transaction data with the customer, for example the invoicing and discount policy, possible additional charges, the delivery parameters etc.

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Price range For the cases of simple prices policy, we can define at inventory items 5 sales prices (wholesale, retail and three other of free use) and a «price range» at customers, that points the one of the 5 item prices that the customers takes. This is taken into account during Sale for the sale price proposal, if there is not a pricelist or other pricing method.
Price list Select a particular pricelist for the customer. See the specific chapter of this manual about setup of pricelists.
Pricing group It is used for customers grouping, where a common pricelist is in force (to which the Pricing group is defined). In this case, during invoicing or sales orders , the proposal of pricelist is based on customer pricing group (if no particular pricelist is defined). If there are more than one pricelists for the customer pricing group, the selection will occur by the user.
  • Invoicing policy
In invoicing policy we can describe the conditions for providing discounts, offers, gifts, mutually exclusive discounts and offers, conditions of additional charges or bonus points for loyalty cards. See the specific chapter of this manual for configure invoicing policy.
% discount Input the discount percentage, if the customer takes a particular – agreed discount.
Payment method The payment method describes the settlement with the customer (when he pays, in how many installments, when the VAT is paid etc). See the specific chapter for information about setting up payment methods. Some of them may be excluded as options for the particular customer, through Credit control policy customization.
Special accounts groups

When special charges are used, transport, additional taxes or default witholdings eg. in Public sector customers, we can setup special accounts for automatic calculations during invoicing.

  • The special accounts are configured to the corresponding sub-ledger
  • They must be defined as permitted to the documents types
  • They are incorporated into «special accounts groups» per type, that are defined to each customer.
Related supplier

Informative field for cases, where there is a default supplier for the items supply ordered by this customer.

  • It is used by the automatic purchase order process from a customer order (the «transition» 105. SOR=>POR).

Commission level It is a customers categorization that participates to the salespersons commissions calculation method. Details as to this customization are found to the specific chapter.
Orders priority Informative field which is used for prioritization of customers, when the stock is not adecuate for the fullfilment of all pending sales orders.
Shipping method It is the default shipping method to the customer. The shipping methods are configured through Customization/ Transaction parameters, where we also define the « Transport type » for the Intrastat report (if exports to the European Union occur).
Documents grouping We define if it will occur «packing» of the documents, i.e. on many delivery notes if the invoicing will be suggested to generate ONE or MANY (one-to-one) documents.
Shipper Selection between the persons that have been defined as “shippers” for the goods delivery to the customer.
Itinerary

In cases that we do transportations through our own means, we define here the route where we usually incorporate the deliveries of the particular customer. Each route is defined in Customization/ Transaction parameters and it determines the Vehicles, the time, the duration etc.

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Trade delivery data per Site

For each customer site (address) and each our own Branch (where the transit document is issued) and Bussiness Unit, we can define a particular shipping method, route, shipper, shipper address etc. Additionally, it can be defined a specific salesperson and a collector (as a default).

Finally, ONE from all the customer addresses can be defined as being the default invoicing address and ONE as the default delivery address. These data are inputed in document forms but through this definition of default values, the need for the user intervention can be eliminated.

Global dimensions If for the customer are defined particular dimensions values, these will be suggested to the header of all of his documents.
  • Salesperson data
In this list, we can define a specific salesperson by Business Unit. If Business Unit is set by ITEMS, then, the default salesperson of each document line (item) is based on this definition, according to the Business Unit of Item line (instead of the proposal of the customer’s salesperson).

Contacts

In this sub-page, we define the persons (individuals) that we know in the customer business and the persons (companies) connected with the customer in any way.

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  • With the EBS-UserGuideEN-image52.png icon, the layout switches from a “card” to a “list”
  • With the EBS-UserGuideEN-image53.png icon, is achieved a new person insertion and a “contact” at the same time, connected to the customer (in “relations’ list” to the bottom part).

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  • With the EBS-UserGuideEN-image55.png icon is achieved the selection from the current persons as a “contact” to the customer.
  • With the EBS-UserGuideEN-image56.png icon it appears the persons’ management screen of the contact.

To the rest of the contacts’ fields are defined a number of data such as, the position, the relation type with the customer, department etc. One person may constitute a “Contact” for different customers, with separate role each time.

User defined fields

If we need more fields, are provided more static fields of various types (dates, comments, numbers,flags, tables) for free use and customers grouping/print, the name of which is defined in Customization.

Properties

It is a number of dynamic fields (this is, not stable in number and not the same for all customers) and they are activated by the field “User preferences set“.

Attachments

The method of documents management and incorporation is described in the EBS-Intro (Introduction manual).

Control and information data

EBS-UserGuideEN-image57.pngTo the left part of the screen, through the “contents” hierarchical tree, a large number of information connected to the customer, is available (from the time that transactions are taking place). This information provides an overview (360ο view) for the customer (documents, balances, suspensions, opportunities, problems occurred due to the relation etc.:

The audit view gives at a glance the most important information concerning the customer. EBS-UserGuideEN-image58.png

The statement is the “accounting” statement of the customer’s transactions in various formats.

The unsettled receivables show which invoices in particular, are constitute his open balance whereas the balance justification shows the matching of entries (the way every claim was paid)

The related accounts are the trade accounts related to this customer (e.g. customers of the same group of companies, registers of the customer to other companies). The list shows the basic financial figures. If the customer is ALSO a supplier, it shows his “merged” balance.

The data per period shows his balance progress per month.

In sales data, information is provided that concerns to all trade activities: items/categories that were purchased, items that he has NOT purchased yet, sales prices that are enforced for him, per item or category, and the offers that have been given to him.

In the transactions analysis, we can check his pending orders, his not invoiced yet delivery notes and the unpaid notes.

The Budget vs Actual shows a comparative picture of budgeted and actual turnover per month (in case we have separate budget for this customer).

Other related information are the Projects, the Contracts with the customer, the open tasks , the telephone calls to and from the customer, the sales opportunities and other sales activities (appointments, presentations etc).

In case we provide support services, the information of the customers’ open cases is available, as well as the related tasks and the complaints that we have received from him, also.

Salesperson

The salesperson is an employee of the company or the external associate who undertakes, forwards, manages a part of the company’s sales. The sales are “credited” to salespersons and for each transaction is being estimated, with various methods, a sales commission value, independently to the way, the conditions and the time is attributed to them.

Identity

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General data

Through the «Link to person» setting, the application automatically opens for him one “person” where actually kept all of his “demographic” data. If for instance, the salesperson is external associate and we open him as creditor in order to accept Service Provision Notes from him, the linked “person” will be the same. The same thing will happen if the salesperson is our representative, thus, in order to issue an invoice (suppose that he invoices the final customers) we will also open him as a customer and we will connect him with the same “person”. The salesperson can be also a system user. We make sure that everywhere the SAME PERSON corresponds.

The “personal data” sub-page EBS-UserGuideEN-image60.png is active when a “person” is linked. Then, we input the identity data, address data, telephone numbers, informative data, level of education, his personal interests etc.

% base commission & commission profile The base commission is expressed in % on the (net) turnover and the commission profile (which is configured in Tools/Customization/Salesperson) determines which amount of the base commission will be calculated for each item-customer combination.
Incorporation & jurisdiction data We define the branch and the Commercial unit that he belongs as well as the business sector, activity etc. if he exclusively occupies with some of these.
  • Customers per business unit
Depending on the identification to the customers “salespersons per business unit”, here, the same information is defined, from the salespersons side. By activating the “replacement of original salespersons” the customers are updated at the same time.

User defined fields

If we need more fields, are provided static fields of various types (dates, comments, numbers, tables) for free use, the name of which is defined to the Customization.

Supplier

The supplier is a trade account of the company, from whom we are supplied goods, fixed assets, row materials or any “incorporated” items and he must be opened even before obtaining accounting status (accounting “register”) if we want to insert e.g. an order to him.

His data management, the fields and entities meaning which are available to his management screen, are common or respective to these of the customer. Here we examine the parts, where management is differentiated.

  • Anytime we refer to supplier «balance» e.g. to credit limits or to “positive” balance to the statements, as the usual sign, is always consider to be the credit (in contrary to the customer, where is consider to be the debit). Thus, when we purchase, the supplier is credited and when he has a credit balance, it is regarded as a “positive” (expected sign) balance. The debit balance is regarded as negative (when he owes to us).
  • The supplier’s bank accounts per bank and the “related company bank accounts” from which we deposit to, are of great significance, as they are used to the “Planning of payments” and automated Payment orders which are sent to the banks. It is very useful to activate this functionality, in order to save time and to minimize the errors.
  • Some information are only presented to the suppliers’ management screen:
Usual settlement We choose note, bank transfer or cash. This information is used for the payment method proposal to the Planning of payments.
Supervisor The supervisor of the supplier account monitoring (procurements supervisor).
Purchases in consignment We define whether we purchase with the consignment regime from the particular supplier. This process is supported by some dispatch documents and for those goods that will be sold, it occurs “clearance” per period and payment to the supplier based on this “clearance”. The process is described at the specific chapter of this manual.

Creditor

The creditor is a trade account of the company who provides us services or any other products we monitor to the Accounting as “expenses” e.g. consumables, fixed assets spare parts, advertising material, packages materials etc. Actually, creditors are all the payable accounts, but in this sub-ledger monitored all the other payables accounts (except suppliers) e.g. company’s personnel, external associates, owners of rent buildings etc.

The meaning and handling of fields and entities available to the creditor’s management screen, are common or respective to those of the supplier. You may be informed from that chapter.

The screen differs, as the person “existence” is not compulsory to the system, thus the sub-pages are differently constructed.

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If the creditor does not participate to the “State Summary Agency Report“, you may not open a “person.”

The suggested value to the “Link to person” field is YES and this is a strong recommendation for the following reasons:

  1. The services that he provides may will be incorporated to the Summary Statements in the future and then, the creditor’s identity data (required for the report) will not exist. As is already known, the ONLY part of the system keeping identity information, addresses, etc. is the Persons.
  2. It is possible to activate expenses payments through Bank Accounts and then, data that only kept to the Persons will be required, in order the payment orders to occur electronically.

It is recommended to be separately opened and not as Suppliers for accounting agreement reasons, but also for making entries easiest e.g. in a goods receipt Note or in a Purchase invoice, all the numerous creditors will not be appeared during searching. In accounting, it is correct to be monitored to summary accounts (“Other creditors”).

Debtor

Debtors are generally all the borrowers of the company, the “receivable” accounts. To the particular sub-ledger monitored all the other debtors, except customers. Debtors are the banks (debited interests), the shareholders (for the processes of capital payment), tenants own property etc.

The meaning of fields and entities available to the debtor’s management screen, are common or respective to those of the creditor. You may be informed from the previous chapter.

They are used in various documents for issue revenues. It is recommended to be separated from the customers for reasons of accounting agreements. In accounting, it is correct to be monitored to summary accounts (“Other debtors”).

Expenses

Expenses are all the intangible “accounting” items (with value monitoring) that the company needs in order to operate and to create revenues.

The systems’ invitation for the separate opening of the expenses and in the same time the parallel monitoring into Accounting, offers a number of advantages:

  • It helps to organize back-office. Each process is designed and illustrated with the appropriate way into the system , in contrary to the “freedom” during issue an Accounting transaction.
  • It makes easier the entries from NOT specialized users and restricts the ERRORS, due to strict documents organization , of the predesigned «Post» and application checks It prevents problems in reconciliation, due to primary entries in Accounting.
  • It allows expenses monitoring «on credit» where are presented all the real dates of the debts.
  • It allows the payment with notes, the issue of computerized checks and a 360 view of Bank Accounts based on valeur.
  • It allows automatic calculations e.g. in deposits, interest rates, taxes, issue of royalties, withholding, VAT etc.,
  • It allows informative costing and creation of results statement per Project, Sector, Service, Activity
  • There are some cases where this is NECESSARY, by abolishing the line between Sub-ledgers and General Ledger, e.g. Costing Folders
  • If the Accounting department is external, the Management department takes early information, for the expenses evolution, without delay.

In the pre-configured Data Base, all the expenses that may be used are already opened and the relative configuration of Accounting Posting is ready. Despite these, could select between the three following methodologies for monitoring the expenses in relation to the Chart of accounts:

1st method One by one for all the expenses (except the depreciations)

2nd method Analysis of the expenses and maintaining in Accounting only the compulsory e.g. some of these can be opened per VAT, the training expenses can be opened per category or per site or per training cycle, the rental expenses could be opened per building, floor etc. and the same time, in Chart of Accounts we only open one account per expense type.

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3rd method The expenses summarized to items and, during invoicing, input by the user of the specific General Ledger Account every time. You could also make visible the column “comment 5” where the default setup of expense documents places the title of the account.

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The expenses monitoring is directly connected with the creditors monitoring. Suggested to open:

  • One «general» creditor that will be useful in many cases of expenses in cash or “indifferent” as to the creditor data, who will need to be placed as default in Expenses Receipts.
  • One creditor “Wages and salaries” in order to enter the payroll entry (and special –autonomous withholding accounts) in order the Payroll entry to be correctly produced and posted.
  • Use of a horizontal dimension for the employees as cost positions through which we will be able to manage various expenses or money deposits per person. Alternatively, each employee could be opened as a creditor.
  • Opening of the debit interests as “expenses” and the credit interests as “services” and for each Bank, a creditor for issuing debit interests and a debtor for issuing the credit interests.

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Expense profile The profile is an easy way for ready default values to the fields, depending on the expense category. The profiles are designed in Customization table (Tools).
Grouping The family, group, category, and sub-category are expense groupings enabling to take summary information, as we usually do not monitor the expenses one by one but per general categories.
Special accounts groups

When the expense «sweeps» a special tax or charge or withholding.

  • The special accounts are developed to the corresponding sub-ledger

  • They are defined as permitted to the relevant document types

  • They are incorporated into «special accounts groups» per type, which are selected to the expense account at this time, in order to be automatically applied during transactions and to give the final payable amount (depending on the expense type or the transaction creditor), avoiding or minimizing the need of the user typing.

Vehicles Besides the fact that at the documents concerning expenses for particular vehicle, the related field is available, you could deside to develop specific expense codes PER vehicle, especially when this distinction is of great significance. Thus, here is completed the transport mean that the expense is concerned. The vehicles are opened at Tools/Customization/Transaction parameters.
Budget group & Calendarization template

Both used in Budgeting. The budget group is a special grouping element through which the expenses may be monitored to budget. The calendarization template (defined at Tools/Customization/Budgets) allows to split a yearly forecasted amount by month for example. To generate percentages per month in the template, could use the “update from actual data” functionality e.g. convert last year sales to % percentages.

EBS-UserGuideEN-image65.pngThese fields used if the budget monitored through Expenses sub-ledger. Alternatively, the budget of expenses could be monitored along with the financial Budget through General Ledger or Cost Accounting.

Allocation profile Used to distribute expenses to cost centers, within expenses documents. More information see to the relevant chapter about registering expenses and allocation methods.
VAT category

EBS-UserGuideEN-image66.pngFor the VAT automatic calculation, it is compalsory to complete the “category” where the expense belongs (none, standard, reduced, low etc). In cases of the expenses that their VAT is not deductible in Income Statement, it is necessary to open a special VAT category with the “Non-deductible” flag “true”, which must be selected in such type of expenses or at the column “VAT category” of specific transactions, in order the entry to be easily and automatically accomplished and posted.

Instead of this correct approach, some users input the total value to the net value, making the VAT null or insert 2 separate lines to the document! DO NOT do it!

Accounting category In the default parameterization, the “ledger account” is used for posting, but the accounting category could be used instead, if the posting parameterization is altered. As far as the expenses VAT is concerned, if it is about an expense with non-deductible VAT, could either monitor the “VAT not deductible in Income Tax” at a special account in Chart of Accounts or to post it to the SAME Expense Account.
Specific tariff In expenses that are used in Imports costing, we define the Specific tariff. Thus, for instance, the import duty will surcharge the imported items that belong to the same tariff.
Cost element type Concerns costing. As much for the Production Costing and the Imports costing, the expenses categorization is necessary as the “cost elements types” describe the allocation method to the “units to be costed” (produced items or imported).
Relates to State Reporting It is activated if the current expense will participate to the values calculation of the Summarized Suppliers Invoices Statements.
Horizontal dimensions If for the expense, will be defined particular dimensions values, these will appear to documents lines as the default and thus will update the related trial balances and statements in order to easier take statistics such as Expenses per Sector, per Activity etc.

User defined fields

If we need more fields, are provided some static fields of various types (dates, comments, numbers, flags, tables) for free use and grouping/print of the expenses, the name of which is defined to the Customizations.

Attachments

The method of documents management and incorporation has been described in the EBS-Intro (Introduction manual).

Service

The services (training, maintenance, health, legal, consulting etc.) are provided from the company to customers, creating revenues. In services are opened any other revenue sources such as rent of property, credit interests, extraordinary revenues. As “intangibles” they only have value monitoring. Particularly in Sales, the information of quantity sold is available for specific service types.

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Service profile The profile is an easy way to give ready default values to fields, depending on services type. The profiles are designed in Customization table (Tools). It is preferable to be created and selected in this field, in order to ensure that e.g. the accounting category, the measurement unit, the groupings will be correctly inputted.
Control profile Through the control profile, documents behavior can be easily parameterized for this type of Services, for instance, the application check for the upper limit of discount permitted during issuing an order or an invoice. The existence of a “% maximum discount” (see below) does not activate any process because the method of using and the “meaning” of documents and thus, the suitability of each application check per case, concern the implementation of each installation. So, in order to define that in sales, a check of the % maximum discount must be active, insert a control profile (code, description etc) and, into it, create a new line with the “Sales” attribute (the attributes are freely designed and, at each document type, one or more attributes are matched), activate the option of maximum discount and finally, select this profile to this field.
NPF code For those having Revenues-Expenses Journals, here is selected the compulsory category of the Unique Ratio of Net Profit for the Revenues journal.
Grouping The family, group, category, sub-category are groupings enabling to take summary information.
Wholesale price When we do not keep pricelists values of the services, we define the sale price and also whether it includes VAT or not. Continuing, to the documents that have been appropriately parameterized (e.g. Services Invoices) in order to present by default the “wholesale price”, this price will be suggested to the user.
Retail price We define the retail sale price and whether it includes VAT or not. Continuing, to the documents that have been appropriately parameterized (e.g. Services Receipt) in order to present by default the “retail price”, this price will be suggested to the user.
% discount If for this service a fixed discount to the initial price is provided, we give it here. When we keep the discount pricelists (per customer), this discount is not possibly used during invoicing. Details concerning the design of pricelists, see to the specific chapter of this manual.
Maximum discount permitted If the users, during invoicing have access to values and discounts, through this field (and with parallel use of “control profile”) we can restrict the discount that can be given, up to a maximum amount (either through value or price reduction or through discount definition from the user).
Pricing group It is useful in pricelists design. Each service can be inserted into a pricelist either DISCRETE or through the “pricing group”. Thus, in a “prices” pricelist we usually insert all services with their sale prices whereas in a “discounts” pricelist, we usually insert the discount for a service category e.g. consulting. Details concerning the design of pricelists, see to the specific chapter of this manual.
Standard cost Since there is not a direct cost allocation to service “items” (they are not “purchased”), we could view sales statistics for the estimated gross profit, if we give at this field the hour (for instance) average standard cost price.
Special accounts groups

When the service «sweeps» a special tax or charge or withholding for public sector etc.:

  • The special accounts are developed to the corresponding sub-ledger
  • They are defined as permitted to the relevant document types
  • They are incorporated into «special accounts groups» per type, which are selected to the service item at this point, in order to be automatically applied during transactions and to give the final payable amount (depending on the service type or the transaction customer), avoiding or minimizing the need of the user typing.
Budget group & Calendarization Template Both used in Budgeting. The budget group is a special grouping, through which the revenues of services monitored to budget. The calendarization template (Tools/Customization/Budgets) allows to split a yearly forecasted amount by month for example. To generate percentages per month in the template, can use the “update from actual data” function e.g. convert last year sales to percentages.
Commission level It is a services categorization that participates to the calculation method of salespersons commissions out of sales. For details concerning this parameterization see the specific chapter.
VAT category For the automatic calculation of the VAT, it is compulsory to select the respective “category”. The services have always standard (23%) VAT and this can take default value through the “profile”.
General Ledger Account or Category To the default parameterization of services posting, the “Accounting category” is used, but the General Ledger Account may also be filled and then, the parameterization could be altered.
Measurement unit Despite the fact that services are intangibles, the measurement unit is necessary for pricing policy to be functional, e.g. price per “hour” for consulting or per “piece” for studies, seminars etc.
Relates to state reporting It is activated if the current service will participate to the values calculation of the Summarized Customers Invoices Statements.
Horizontal dimensions If for the item, will be defined particular dimensions values, these will appear to documents lines as the default and thus will update the related trial balances and statements in order to easier take statistics such as Services per Business Unit, per Activity etc.

User defined fields

If we need more fields, are provided static fields of various types (dates, comments, numbers, tables) for free use, the name of which is defined to the Customization.

Attachments

The method of documents management and incorporation is described in the EBS-Intro (Introduction manual).

Inventory Item

Inventory items are all the goods (merchandises, products, raw materials etc.) which are purchased or produced and are sold or consumed, for which a full quantitative and value monitoring (register) is required. The items codification to separate codes-registers is usually an accounting subject.

Identity

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Basic data They are the unique determination data of the item. As far as the code is concerned, it can be later changed from the “system administrator” and the system will automatically keep the previous code to the “Multiple codes” (see the “Storage” sub-page), in order to be feasible the search process through any of its codes. It can be defined a particular code format using of grouping data in the item’s code (but also to description) with an automatic produced segment etc. There are 3 fields for the description as well as one main “Barcode” (if a scanner is used). In “storage” sub-page there is a place-holder for define multiple barcodes e.g. for packages reasons, multiple suppliers etc.
Basic item For the NOT “basic” items, it must be defined another “basic” item to which are belong. This enables the mass management of the daily prices based on the changes to basic only (“parent”) items. Details for this functionality, see to the Pricelist chapter.
Item profile The profile is an easy way to give ready default values to fields, depending on items categorization. The profiles are designed in Customization table (Tools). It is preferable to be created and selected in this field, in order to ensure that e.g. the accounting category, the measurement unit, the groupings will be correctly inputted.
Type It is a fixed “accounting” categorization of the items. The type is the default grouping of the items to all the official Inventory Reports to help to the accounting reconciliation. It must not be confused with the field “accounting category” (see below) which is used for the “accounting posting” despite the fact that, as a concept, is usually identical. For the system, the type is a simple grouping field (with fixed values), whereas the accounting category is freely defined and used in Posting process for the ledger accounts detection that need to be updated.
Groupings The family, group, category, and sub-category are items groupings enabling to take summary information. The statistics are usually based on the categorizations and not per item.
EBS-UserGuideEN-image69.png EBS-UserGuideEN-image70.pngInstead of filling the 4 previous fields, using this action button, we can select the items’ grouping from a hierarchical tree maximum of 4 levels as many as the basic groupings of the item. The definition of this hierarchy is achieved through the Code lists “group”, “category”, “sub-category”, to which may be defined the ”family”, “group”, “category” where they correspondingly belong (Tools/Customization/Inventory items). The groupings may be independent to each other e.g. the “white kitchen devices” category may be bound to the “Refrigerators”, “Washers” etc. whereas the “fitted kitchen devices” can be independent.
Manufacturer Selection from legal «persons» who have been characterized as «manufacturers»
Catalogue item The application opens automatically (based on the parameterization*) one «catalogue item» for each item (with the code and description of the inventory item), where kept all the relations with other items which may have not been opened yet as “inventory items” or may not be sold by the company e.g. competitive, compatible. The catalogue items are common for all the companies in the system.

*

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Season EBS-UserGuideEN-image72.pngIf the item belongs to particular season, such as, the clothes, shoes models etc. The season is a selection criterion of items in many official statements and statistics. Through the definition of the «Item control profile» (see “Administration” sub-page), it can be checked to the transactions (orders, customers returns etc) in order items of a season different of the current, not to be accepted.
Characteristic

Single, set, produced.

  • The set items are sets consisting from other (simple) items and they are sold together. It is a type of an “offer” whose structure (contents) is described by a «bill of material». The sale price of the set can be predefined (by default) or to occur from the values of simple items that contains.

The set items are NOT “distinct” items, it does NOT kept a register for them, they do NOT taken into account by the Stock valuation process, and they do NOT participate to official reports. However, sales transactions kept and sales results and statistics are available.

  • The produced items are inserted to the Inventory through Assembly or Production (with added value) by consumption of other simple or produced items and their final cost is determined by the Stock Valuation Process.

The structure (the components) of the produced items is described in BOMs of “Bill of material” type. For the same produced item can be defined (alternative) BOMs. One of these, at this point, must be defined as “basic”.

In sales documents, the contents of the set items are automatically “developed”, are analytically stated a documents “lines”. In contrary, for produced items, during invoicing, their contents are not visible or available. They are produced through an independent procedure, which is not necessarily the same, stable and repetitive. Many times, the raw materials (codes and quantities) are defined by the user, exceeding the components defined in bill of materials. Thus, during sale, the only thing that is defined is the produced item.

Basic BOM

It must be defined for the “sets” and for the “produced” items. As far as the produced items are concerned, details for bill of materials see to the specific chapter about Production Process. As far as the “set BOMs” are concerned, after the item is saved, we can insert the related BOM through the main menu (Entities/Inventory/Bill of materials) or through the Customization table (Tools):

  • We give the validity date range into which it may be used (documents issue date). It is optional.

  • We select “BOM set” to the field “characteristic”.

  • We give the inventory item (set) that concerns and we activate the “main bill of material” field in order this to be automatically placed to its register (to the field “Main BOM”).

  • EBS-UserGuideEN-image73.pngWe define the BOM set type. Static means an Offer with particular price for the whole set. During invoicing, the set value CALCULATES the values of its parts, and these parts (distinct items) are not modifiable. Dynamic is defined in cases of a set that are simply a “grouping” of items under a “parent” item code. During invoicing, the set value is CALCULATED from its parts values. This means that the parts do not use their prices defined in the BOM, but, just like all simple items, the prices come from the item register or from a pricelist. The structure of the dynamic BOM is modified during its use to the invoicing/sales order, as to the parts consisting the set and as to the values and quantities.

  • We fill the items consisting the set to the following list.

VAT category For the automatic calculation of the VAT we compulsory select the “category” where the item belongs (standard, reduced, low). In sales, the VAT rate is defined from the combination of the “VAT category” of the item and the customer “VAT Regime” whereas to the purchases, is the “VAT regime” of the company site (branch) that it is taken into account (the VAT value can be given by the user, according to the supplier’s original copy.
Ledger account or accounting category To the default parameterization of Items posting, the “Accounting category” is used, but the General Ledger Account may also be filled and then, the parameterization could be altered.
Measurement unit Here is defined the basic measurement unit of the item in which the stock kept. In “storage” sub-page are defined all the other measurement units or/and item packages. The basic measurement unit is required, in order the item to be functional.
Supplier EBS-UserGuideEN-image74.pngThe main supplier of this Item. Searching may occur through code or name. In “administration" sub-page can be defined additional data as well as other alternative suppliers of the item. If we want during purchases, to compulsory be used the suppliers defined to the item and not any supplier, we activate this check through the “Item control profile”.
Codification It is the item code, in accordance with the supplier codification. In documents, item search can be based on this code.
Purchase price

This purchase price, is updated from the purchase invoices automatically with the last purchase price (if this option has been activated in the “Item control profile”).

EBS-UserGuideEN-image75.pngDuring the opening of a new item or during transferring items data from previous system, this value (latest purchase price) can be given “primarily” (from file or to be typed from the user).

Wholesale price It is the basic wholesale sales price of the Item. We define whether it contains VAT or not as well as the %markup (on the cost price). The % markup can be used in various adjustment processes of the sales prices, starting from the cost prices. To the documents (e.g. Offers, Invoices, Credit notes) that have been parameterized as to suggest the “wholesale price”, this price will be suggested to the user, except if the application of a specific pricelist (the customer’s pricelist) leads to another default price.
Retail price We define the sales retail price and whether it includes VAT or not, as well as the retail sale %markup (on the cost price). To the documents (e.g. Retail receipts) that have been parameterized as to suggest the “retail price”, this price will be suggested to the user, except if the application of a specific pricelist leads to another default price.
Prices 1,2,3

They are additional sales prices. If we have a simple scheme of pricing policy, where the customers’ prices zone leads to particular sales prices of the items (one of these 5 prices) then, the 5 prices are defined for all items and, during Invoicing, as soon as the customer is given, the appropriate price zone (1 .. 5) for all item lines is activated. The prerequisite is to select a “sale” price (retail or wholesale) as proposed price in the document type.

The name of these fields can be altered (Customization/General/User defined fields).

Pricing group It is useful in pricelists design. Each item can be inserted into a pricelist either DISCRETE or through the “pricing group”. Thus, in a “prices” pricelist we usually insert all items with their sale prices whereas in a “discounts” pricelist, we usually insert the discount for an item category e.g. “items on removal”. See the specific chapter of this manual for details concerning the design of pricelists.
% discount Give here the fixed % discount that provided to the initial price, if there is one. When there are discount pricelists (per customer), this discount is not possibly used during invoicing. See the specific chapter of this manual for details concerning the design of pricelists.
Discounts group Some discounts may be configured through items and customers “categorization” to “special discount accounts”, which can be incorporated to the items for the final value calculation (exclusively to the “Discount 4” field of the lines) or for autonomous lines that do not influence the inventory (cost, turnover), but only the payable amount and the trade account (supplier, customer) turnover. At this field, select this categorization (discount group). See the specific chapter of this manual for details about design discount policy.
Maximum discount permitted If the users, during invoicing, have access to values and discounts, through this field (and parallel use “Item control profile”) we can restrict the given discount up to an upper limit (either through value or price reduction or through discount definition from the user). The 0% cannot be regarded as upper limit, is ignored.
Minimum gross profit %

During sales process, a temporary Cost of goods sold is available, based on which the on-line gross profit is calculated. If the sales value or the discounts lead to limited or negative gross profit, this may be checked and restricted, based on the threshold defined here. The way, the type of transactions and whether or not it will be checked, can be defined into the “item control profile”.

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Commission level It is a categorization of the items, that participates to the calculation method of the salespersons commissions out of sales. See the specific chapter for details concerning this parameterization.
EBS-UserGuideEN-image77.png Text field for notes, comments in relation to the item.
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Text field for the typing of a reminder message that we want to be presented to the users after the selection of the particular item. This will occur to those documents that defined to the related setting of the “item control profile”.

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Characteristics There is a multiple choices button (through the EBS-UserGuideEN-image80.png icon) with item characteristics which is supported to a general parameter for items management (respectively with the “preferences” field of the customer), which is selected between various user definable “categories”.

Administration

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Valuation method Selection among stock valuation methods. It is usually defined per item category (recommended use of “items’ profile” which suggests the correct valuation method). If the item is a “set” or has the “Not to be valuated” value to this filed, it is ignored during the Stock Valuation Process.
Analysis per lot It may be selected Stock valuation analysis per item lot, which means that all grants of every lot (sales etc.) will be take cost from the particular lot’s purchases. Prerequisites for this functionality are the stock valuation method to be “Average weighted price” and, to all item transfers, the lot to be compulsory completed, that can be ensured through the items’ control profile.
Analysis per period In cases of annual or generally not monthly costing period, this option activates monthly costing period only for some particular items. Thus, for instance while for all the items, is in force the annual costing period, could define especially for the Production raw materials, the stock valuation to be “locked” per month (through this field). Thus, any purchases later than a specific (valuated) month or a retrospective discount will NOT affect the consumptions cost of this month, as it will generally happen on an annual (Year To Date) calculation. The functionality is only provided if the stock valuation method is the “Average weighted price”. It is NOT allowed to be activated in produced items.
Standard cost price The Standard Cost Price is typed by the user on one hand, in cases where the stock valuation method is the “standard cost price” (thus the sales and other grants take this cost price), on the other hand, in cases where there is stock and its’ cost cannot be defined in any other way. Such a case is a return (delivery/credit note) from a previous fiscal year sale and, at the same time, there is no other stock for this item.
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In the opening dialog, we can enter costing prices per period for history reasons.

Standard price: If there are values here, they are preferable (to the field “standard cost price”) by the Stock Valuation Process, if needed. Additionally, the Fiscal Year Closing process creates every time an entry to this list, with the cost price of the “opening” entry.

Sell-out price: It is the minimum selling price. It is used by the Stock Valuation Process, in cases where the cost price that has generated from the process is lower than this (the sell-out price) or zero.

Desired cost price: It is defined when wrong transactions have occurred and their retrospective cancellation, correction or even investigation is not feasible. If it has a value, the Stock Valuation Process will use it, in order to take correct results from this period on.

Tax code

Field with selection from a table (with code, description etc). It is useful in cases where many items are opened (for administrative, management needs) but they correspond to ONE “official” (tax) code, with which these items must appear to Inventory Official Reports (where this field must be selected as a grouping field INSTEAD of the item code).

The prerequisite is to fill this field to ALL THE ITEMS (at least to those that participate to the Official Reports), otherwise, some items will be printed without code!

NPF code

Field required, if a “Revenues-Expenses Journal” monitored. The required codification defined through Tools/Customization/Organization parameters/Official codification.

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International code Informative codification for cases of items that follow an international or standard codification that does not necessarily coincides with the company’s one e.g. the records ISBN, the ball codes etc.
Relates to State Reporting We define whether the item will participate or not to the calculation of the values of the Summarised statements Customers and Suppliers Invoices.
Specific tariff If the item is imported, and if during Imports costing, it is surcharged with expenses of this category (i.e. import duty), the specific tariff must be defined here, in order the allocation of expenses to be executed correctly.
Intrastat code It is used in Intrastat statements, where the items appear with a specific Eurostat coding (Tools/ Customization). If there are no transactions within European Union, the code may not be filled.
Cost element type Concerns Production Costing. It is defined to raw materials and describes the allocation method to the “Cost Units” (produced items).
Calculate VAT on

The VAT is calculated on Net Value, by default. There are however cases where the VAT must be calculated on the cost value (such as in the case of used vehicles sales) or on the value before the recycle tax (such as with the new cars).

In these cases (and depending on the field, where the related charges monitored, which possibly need to be ignored to the calculation), the “net value” must be inactivated and to activate the values that will consist the base of calculation of VAT.

Item control profile

VERY IMPORTANT FIELD, which defines the behavior of the item to various documents and activates checks during user typing, in order errors to be avoided.

The fields that are filled to the item (e.g. % maximum discount, minimum order quantity, Permitted W/H, Safety Limits etc.) do not activate directly any control process as the use method (and the «meaning») of documents, and thus the appropriateness of each control per case, concern to the specific implementation.

Each control that may be activated through the control profile, is explicitly referred to this chapter, to the related fields.

Generally, must organize some “Control profiles” depending on the items types (the “behaviors”) that he wants to describe, then to create related “Item profiles” with the corresponding control profile and to every new item, the profile must be always entered, in order to have the default “behaviors”.

about.png How to activate Stock Control during transactions

During issuing quantitative exports, it is usually necessary to check the stock availability. For each document “attribute” (e.g. sales orders etc.) we activate this control, through the following settings:

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  1. Type of balance to be checked (stock adequacy to the warehouse of the export)

Actual stock is the registered stock (imports – exports)

Available stock is the actual stock MINUS the reserved quantity.

Future stock is the actual balance PLUS the expected quantities.

Future available is the available stock PLUS the expected quantities (from suppliers, from Production, from other warehouses and loaded quantities) MINUS all the pending orders (customers, from other warehouses and confirmed customers orders)

Available – confirmed orders is the available stock MINUS only the confirmed sales orders.

Maximum future available is the available stock PLUS the expected quantities (from suppliers, from Production, from other warehouses plus the loaded quantities).

Lower actual limit is the actual stock MINUS the Safety stock

Lower available limit is the available stock MINUS the Safety stock

  1. Check method of stock adequacy: Warning or prohibition.

  2. Check in main or/and alternative measurement unit

  3. Check level in items lines or/and items analysis lines (if colors, sizes, lots monitored)

  4. Check a activation at normal or/and reverse lines:

In most documents, items lines are “normal”. In some cases, there used lines defining “reverse” transaction, such as in a sales document the lines of “returned” items (where the stock adequacy check is meaningless) or to a document of productions/consumptions (in the “normal” production lines, the stock adequacy control is not meaningful, whereas to the “reverse” consumption lines, the check may be useful).

  1. Re-adjustment of quantity based on stock at new lines.

It activates the automatic quantity modification of the line in case where stock is not enough and it is suggested the current available stock (instead of the entered quantity).

about.png How to deactivate or restrict the use of an item

In cases of items on removal or items that will NOT be supplied again, there are two cases:

  1. The item does not need to be ever again used to a document, so we alter it into “inactive”.

  2. EBS-UserGuideEN-image85.pngTo prohibit its use only to particular documents eg. Customers orders, purchases. In this case, we create the appropriate Item Control Profile.

about.png How to warn users for item double entry into the same document

EBS-UserGuideEN-image86.pngMany times the users may insert by mistake some items twice, especially, when they are many. Through control profile we may define the documents where a warning will appear to the user or the entry to be prohibited (many times warnings are ignored from the users).

User preference set

The preference set gives the functionality of management and display of an additional “sub-page” EBS-UserGuideEN-image87.pngthat may be designed at Tools/ Customization/Organizational parameters/Properties and DIFFER per item (or item category). Alternatively, you may define a common property set for all items (or for these having null to the current filed) through company’s parameters, in “Additional properties” category.

Usual order

Informative field for the usual quantity in orders, used by stock replenishment processes.

Minimum order

Useful when orders must not be acceptable if the quantity is less than a (quantity) limit. In order the check (during ordering) to be in force, we must activate it through the items’ Control profile.

Available to WEB

It is activated when with Entersoft e-COMMERCE has been developed an electronic site or partners portal (Β2Β) with the available items (catalogue items) and we want to be included to the product catalogue. Initially, with the opening of the item, it is deactivated.

Warranty

template

Fill it when the item is covered by a Service Contract (warranty). It demands the “Service Contracts” module of CRM.

Budget group & Calendarization Template Both used in Budgeting. The budget group is a special grouping, through which the revenues or the purchases monitored to budget. The calendarization template (Tools/Customization/Budgets) allows to split a yearly forecasted amount by month for example. To generate percentages per month in the template, can use the “update from actual data” functionality e.g. convert last year sales to % percentages.
Special accounts groups

When the item “sweeps” a special surcharge eg. stamp, recycle task or other charge or deductions for the public sector etc.:

  • The special accounts are developed to the corresponding sub-ledger

  • They are defined as permitted to the relevant document types

  • They are incorporated into «special accounts groups» per type, which are selected to the inventory item at this point, in order to be automatically applied during transactions and to give the final payable amount (depending on the item type or the transaction customer), avoiding or minimizing the need of the user typing.

about.png How to activate Color-Size, Lots or Serial Numbers

Serial numbers, Lots, Size-Color, Dimension 1, 2

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They are activated accordingly to the item type and the requirement for stock “analysis” monitoring per one or more stock dimensions (variations). No matter which of these dimensions is activated, the appropriate Item control profile must be defined and selected in order the users to be enforced to give these data to the transactions, where it is necessary and not to occur wrong data. As it is already known, the system does not automatically activate any of the checks since the meaning and use of the documents is designed in implementation level.

As far as the serial numbers are concerned, sometimes, there is the need for the serial numbers to be monitored ONLY during sale (for warranty, service). In this case, in the control profile lines concerning purchases, orders etc. we would define to the « s/n administration» setting the «no» value (NOT to be filled) or “allowed” (to be optionally filled), whereas to the lines concerning sales, we would define “required” (to be compulsory filled). In cases of strict serial numbers management, could activate a check for their “position” (to be actually in the warehouse where the export occurs) or for explicit values to their “status” field (i.e. “available”, “approved by Q.A.” etc.). Before a serial number is used to a transaction, it must (similarly to an item) be opened from its specific manegement screen (Inventories/Serial Numbers).

Aa far as the lots are concerned, through an Item Control Profile, we could define “Automatic Consumption” based on a list with the right sorting e.g. by lot expiration date. This will be defined to the lines of the Control Profile concerning sales, consumptions. In order a lot to be used to any transaction, it must (similarly to an item) be opened from its special manegement screen (Inventories/Lots).

note_pinned.png A parameterization example of the Control Profile to a “sale” line:

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As far as the lots, colors and sizes are concerned, you must define to be compulsory entered to orders, reservations etc. in order to monitor the EXPECTED and AVAILABLE stock, and to the sales, purchases, internal transfers etc. in order to monitor the ACTUAL STOCK.

If this parameterization does NOT occur, it will NOT be ensured that the users will give the necessary data and none of the related reports (Lots registry, trial balance per dimension, stock per color-size etc.) will present correct data for sure.

Color pallet, Size pallet, Stock variation set 1,2

They are tables with the allowed values of these dimensions for the particular item. Are defined to «Tools/Customization/Inventory items/Stock Variations».

Stock variation set is the subset of the values of a dimension which is active for a particular group of items e.g. a group of colors from the superset of colors for all items (for instance, color set of skirts, color set of shocks) or for sizes pallet, the clothes size pallet (S,L,XL,XXL or 42,44,46…) is different from the shoes size pallet (35…45).

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If we deal with too many colors and so, their grouping in combinations (color pallets) is not feasible and the only thing needed is the definition of this specific ITEMS’ COLORS, then, through this icon, this definition is achieved:

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Horizontal Dimensions If particular dimensions values are defined for an item, these will be transferred as by default to the documents lines and through these, they will update the related Trial balances and Transactions, all the Revenues and Expenses statements, in Accounting but also to Statistics eg. Sales per Business Unit etc. The dimensions values of items, overcomes (as defaults) the rest involved entities at documents (customer dimension, branch/series, type of transaction, contract etc.).

about.png Item’s suppliers & purchase prices

Item Suppliers

In this list, some additional data for the main supplier are available and here, they are also defined some (alternative) suppliers of the item.

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EBS-UserGuideEN-image94.pngThe additional data are: Unit or package to which we are usually purchase, price and offer date from the supplier, lead time (days), item’s code and description for the supplier, date, price and net price (after discount) of the last purchase from the supplier (which are automatically updated during purchasing if in the item’s control profile is activated this option) and other informative fields. The prices, updated by purchases, kept in the currency of the related invoice and also, in basic currency.

about.png The non visible but available additional fields, can be transferred to the list through «Add/remove columns» (with right click to the titles) and through the EBS-UserGuideEN-image95.png icon to save the layout if we want to be permanently visible.

Storage

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Measurement units & Packing units

How function the measurement units and packaging units?

All the measurement and packing units defined at the customization table. At this point, it must be defined (apart from the main measurement unit, in which stock kept) all the alternative units and packages that will be available for this item. During any transaction, ANY of these units can be used. Among them, there is an explicit definition of alternative unit, weight unit and volume unit, if needed. Once they are selected (from the superset of units) to the homonym fields (to the left) then, they are automatically added to the list on the right.

Independently the unit in which the quantity of each transaction is expressed, which may be any among the units of this list, the system stores and uses the items’ quantities to these 4 units.

  • In tables of monthly totals (Stock, Purchases, Sales, Orders, Reserved etc), the quantities in MAIN Unit and ALTERNATIVE Unit. These are available in Trial balances, Inventory records/detailed transactions, Stock availability report and all views concerning STOCK.
  • In document lines (for informative reasons, printing at Delivery Notes and Intrastat update), the quantities in WEIGHT Unit and VOLUME Unit.

Between measurement units there is RELATION (in each item, it is defined the relation of each unit to the main unit) which usually is not “binding”, which means that some units may not come up from another, necessarily. The packaging units in contrary, usually have a binding relation with the main measurement unit (boxes, pallets, boxes, 10kilos etc). The relations can be either expressed TO or FROM the main (basic) unit:

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Each unit, within its definition, can support a specific number of decimals as well as 4 “variables” (quantity 1,2,3,4) which are provided to documents lines for easy typing and calculation of final quantity from “dimensions” of packing units). From these variables, can be calculated any “document line” quantity i.e. weight, volume, alternative qty). The definition screen of a unit allows the re-name of the available quantities and the configuration of all “line” quantities, with simple expressions:

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If we have 4 variables, the line quantity will be typed like this (through EBS-UserGuideEN-image99.png button at quantity “cell”):

EBS-UserGuideEN-image100.pngIf we have 2 variables, the line quantity will be typed like this:

If a unit is characterised as “to read”, the application will NOT allow to documents lines access in “quantity” column, in order the user-input to always occur through the pop-up dialog, with the values of these variables.

EBS-UserGuideEN-image101.pngEBS-UserGuideEN-image102.pngIf a unit is characterised as a “packaging unit” then, the inventory is allowed to be entered in sequential packaging units in a suitable table on the document line (Ctrl-Alt-F12 during stock counting), whereas the final quantity (in SKU) is calculated and placed in one and only line (register entry). The packing display order defines the way that the units will be displayed in this table e.g. from the “smaller” to the “bigger”.

Thus, the user may undertake quantities counting in the exact format that they are found (each “broken” package, contains the item to the next package format (e.g. box with pair of shoes consists from N pairs), whereas, at the end, only the total quantity in main unit (“minimum” unit) is displayed and updates Inventory.

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A special package case is the sortiment (usually used in clothes and shoes businesses). It is a particular combination of quantities to particular colors-sizes. The sales or/and purchases orders are defined in “number of sortiments”. In the measurement units list, it must be defined a reference measurement unit (that will be used to the documents) and that is “connected” (1 to 1) with a sortiment (defined in the customization table).

Using this icon, a new sortiment definition dialog opens, with the size and color item pallets already filled.

EBS-UserGuideEN-image104.pngIn order to make the management of these “symmetrical” parameterization units easier, in the screen of a measurement unit connected with sortiment, through this icon we have direct access to the sortiment screen, whereas in the sortiment screen, through the same icon we have direct access to the screen of the measurement unit:

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To the documents, with the selection of a unit connected to a sortiment, the quantity typed, is automatically developed* into “size-color” analysis lines, based on the quantities (by multiplying) of the sortiment.

* In the document header, through the “sortiment administration” field, can allow or prohibit the automatic development of these lines.

Trading Measurement unit

Select between the main & alternative unit. It is the unit in which quantities “closings” will occur during the consecutive transitions (e.g. orders) in the various workflows, until a delivery is completed.

What does this mean?

The unit in which the customer orders are defined or, in general, the quantities to which we “communicate” or “agree” with trade accounts, is possibly different from the main unit and then the quantity in that (main) unit is NOT entirely known, until the final delivery or receipt occurs (with counting or weighting). Consequently, to all previous stages, the quantities may be expressed in alternative measurement unit and through this (even without exact precision), the quantity in main unit will be calculated.

This functionality is meaningful in case of units NOT having A BINDING RELATION TO EACH OTHER. Thus, whereas a customer orders “pieces”, the main measurement unit may be e.g. the “kilos”, so during order execution, the “pieces” must be defined, and when these are delivered (and not, necessarily, the “estimated” weight), the order will “close”. During actual delivery, the main measurement unit (or the “line” quantity) is entered WITHOUT the “trading” quantity be altered (through automatic calculation from main unit).

Multiple item codes

This list contains all codes (older codes, suppliers codes, constructor codes, barcodes) through which the item may be identified. Especially if the item code is modified, its’ previous value is automatically saved to this list.

In order to search the items through these codes (during enter documents and type item code or use OCR), some fields must be defined here, depending on the type and the content of barcode:

  1. Simple bar code: It must just be defined to the “multiple codes” list.
  2. Bar-cοde for particular color and size: In “multiple codes” list, the item code AND the color-size that it maps must be defined to the homonymous columns.
  3. Bar-code with content description rule (e.g. code, MU, quantity etc): If processing is required (during searching) the “Barcode processing required” field (column) must be activated and a “Barcode processing type” to be selected (the types are defined to the Customization Table/Inventory items/ bar-code types). With this parameterization are covered the weighing bar-codes and, generally, codes of any format that during invoicing, can determine (besides item code), other data also.
  4. Suppliers Bar-code: At “Administration” sub-page, in alternative suppliers list, an “item coding” can be defined, one for each supplier. If these codes are bar-codes and contain various data (e.g. weight, color etc.), the data must be entered as previously (by “Add/remove columns” must make visible “Barcode processing required” & “Barcode processing type” columns).

In general parameters, the processing type for the items’ “bar-code” field can be also defined (if necessary). Additionally, you can determine the processing type for codes (“multiple codes”) defining that “Barcode processing required” but have NO “Barcode processing type”.

The print of labels with bar codes is described in “EBS Reporting” manual.

Warehouses allowed and Stock safety levels

In this list, we define the warehouses, where the item kept. For each of these, we can see the actual and available stock.

EBS-UserGuideEN-image106.pngWe can define here the safety stock, the re-order level, and the maximum stock, that are used in stock replenishment processes, for purchase orders and for supply sites from other sites. For all levels, there are columns available for definition in both main and alternative measurement unit. Whether this list is informative or if the application will actually prohibit transactions of this item at warehouses that do not belong to these permitted warehouses, depends on the ‘Item Control Profile’ setup.

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EBS-UserGuideEN-image108.pngThrough this button we can define the storage locations of the current item in the Warehouses.

The storage locations defined through an hierarchical table from Tools/Customization/Inventory items/Storage locations. This data may be used to views of “picking list” type, for instance.

Related Items

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In this list, are defined the relations with other items. The information kept to the related catalogue items (and not to “stock items”). Consequently, it is available to the other companies if the same items are used and, on the other hand, relations may be defined to items that are not yet stock items e.g. compatible equipment, competitive equivalent items etc. The “Relation types” are defined in Customization/Inventory items/Catalogue items.

The quantity relation is useful in cases where the alternative items are asked during Sales orders or Invoicing INSTEAD of an item that is initially entered but it is in lack. Then, besides the substitution of the item with its alternative item code, it will be also applied the equivalence between quantities e.g. instead of 100ml Item Α 150ml Item Β (relation 1.5).

The price relation is used to the price automatic adjustment of NOT “basic” items when we readjust the prices of the corresponding BASIC (parent) item to which the NOT basic items belong.

The price relation is determined with an expression to the dialog appearing with the EBS-UserGuideEN-image110.png icon. It is used to the prices tool of the basic items, in pricelists.

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The specific relation between the basic and not basic items that belong to them, there is no need to be defined by user every time. It is enough to be correctly defined to the general parameters:

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...and thus, will be automatically created.

With the EBS-UserGuideEN-image113.pngbutton, the user may make copy of these relations to other (similar) items. In the dialog that appears, he selects the items TO which the relations will be copied and defines which relations (just the marked or all) will be copied.

Item prices per variation

EBS-UserGuideEN-image114.png When the item has dimensions/variations and when they differentiate the sales prices or the item discount, in this list, prices and discounts can be re-defined and REPLACE during the sales processes (order, invoice, etc.) the (general) price & discount of the item. The definition concerns all sales prices (wholesale, retail, price 1,2,3) and, for the %discount there is possibility to assign it directly to “price” (decreasing the base value) or update one of the discount fields, available to the document line (discount 1,2 or 3).

With the EBS-UserGuideEN-image115.pngicon, we can produce lines automatically, according to the Cartesian multiplying of the dimensions values (from the dimension set) e.g. all colors-sizes combinations.

Obviously, it is NOT necessary to insert lines for all dimensions, monitored by the specific item, but ONLY for these dimensions, where the price differentiated. For instance, in an item monitored both in color and size but the value is differentiated ONLY by the size, there are created as many lines as the sizes are (independently to the color).

warning.png Caution: In order this page to be available, but also activated in sales processes, the related parameter must be set to “true” to the general parameters:

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The “prices per dimension” is an easy way of defining a “pricelist” as the sales prices defined at the 1st items’ sub-page. If you use pricelists, this parameterization is ignored and the pricelist (in which the prices can also be defined per color, size etc) prevails.

User defined fields

If we need more fields, static fields of various types (dates, comments, numbers, and tables) are available for free use, the name of which is defined to the Customization.

Attachments

The method of documents management and incorporation is described in the EBS Introduction manual.

Additional properties

EBS-UserGuideEN-image117.pngIf the “User preference set” is defined to the administration sub-page (or a general set has been defined for all the items in the general parameters) then, in this page, all supplementary fields/properties of the item are displayed and can be entered.

With the proper parameterization, they can be used in views, cubes or other reports.

Control and information data

To the left section of the item management screen, through the hierarchical tree menu, a wide range of information is available for the current item (movements, costs, pending orders, availability issues, delivery delays etc.:

EBS-UserGuideEN-image118.pngEBS-UserGuideEN-image119.pngThe Audit view gives the most important information for the item AT A GLANCE: availability, sales & cost prices and the most important 2 years sales data. In 2nd level (EBS-UserGuideEN-image120.png)views of pending orders, open offers, delayed deliveries etc.

The Register (in 3 layouts) shows the Item transactions with all supplies and grants, per quantity and value.

The “sales analysis” shows detailed sales data per salesperson, customer, and branch for the selected date range.

In “check cost views” are displayed the items’ Valuation results

In “pending”, check which customers’ orders are not delivered yet, and which suppliers’ orders are expected. There are choices for check items’ returns (from customers, to suppliers). When dimensions monitored, a number of choices allow review the sales data, the various transactions & balances per dimension. If the item is produced, its BOMs are available.

The Budget vs Actual shows a comparative view of budgeted and actual turnover per month (in case we have specific budget entries for this item).

Define Warehouses

Update Suppliers

Assign Measurement Unit

Update Cost Prices

In the main items list through “Actions” menu, some processes are available for easy mass update of items (which are selected-marked to the list). So, after the initial creation of items, if there is need of global modifications (e.g. supplier write-off, new supplier, new warehouses etc) we can execute such updates to a subset of items, without opening the item form one by one.

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Fixed Assets

The fixed assets are part of the company assets. This sub-ledger allows the monitoring of fixed assets Registry, their cost, the Depreciations with various methods and any types of cost modifications as well as a large number of informative data, related to the fixed assets.


As fixed assets are considered:

  1. All the distinct fixed assets
  2. Additions and extensions to existing fixed assets

Addition or extension is a separate fixed asset, which becomes a “part” of the basic fixed asset, and monitored “under” that, to the same account (fixed assets Registry “line”).

Each Fixed asset becomes active from the time it obtains “Depreciable acquisitions”. Depreciable acquisition is each value (to be depreciated) fixed asset entry e.g. Purchase, Transfer from other fixed asset. Each purchase invoice for instance, is automatically creating a separate Depreciable acquisition. The acquisition costs and the depreciations monitored in Depreciable acquisition level.

Identity

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General identification data They are the unique definition data of a fixed asset. It can be defined a main and alternative code, description and alternative description.
Basic fixed asset Most of the fixed assets are “basic”. In the additions or extensions of these, must deactivate this field and define to the next fieldEBS-UserGuideEN-image126.png, the BASIC code where it belongs.
Groupings The profile, type, category, group etc are groupings of related functionality to the inventory item.
Account Enter the ledger account where it is monitored, and its’ Parent account is automatically displayed. It is reasonable that the fixed assets are not analytically monitored to the Chart of Accounts.
Depreciations rule In order the procedures related to depreciation to work, this field must be definitely filled. For information about the design method and the functionalities of the depreciation rules, see the specific chapter of this manual.
Measurement unit Necessary fields in order the fixed asset to participate to documents. We can define the fixed assets “profiles” with the appropriate default values.
VAT category
Purchase price Informative field

Administration

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Administrative data The Supplier, the Country of origination and other informative fields to this section, are of similar use and functionality with those of the inventory item.
Allocation profile Used to distribute depreciations to cost centers, within depreciation documents.
Management of serial numbers We can activate the monitoring of Serial Numbers for fixed assets, in order to know at any moment the position and the history of the transfers of every distinct element. If activated, serial numbers must be determined during transactions, and in order to avoid mistakes, we must define serial numbers as compulsory, through the Control Profile.
Accounting data Define the accounting categories for the basic fixed asset type, the depreciation and depreciated assets, for correct posting. Only the 1st is in use by default parameterization.
Other depreciation rules Besides the basic depreciation rule which concerns to the calculation of accounting (taxable) depreciations, there can be defined additional depreciation rules: an alternative (administrative) depreciations scenario to be monitored independently to the accounting one, and on the other hand, an additional (informative) depreciation rule, which supports variation of the taxable result, according to alternative accounting standards. Through this field, are supported the depreciations based on the International Accounting Standards (IAS).
Not in use Informative field, which is used in various views as a fixed assets selection criterion.

The user definable fields and the functionality of incorporating documents are working in the way, previously described for the Inventory items.

In the hierarchical list «Contents» on the left, since a Fixed asset is activated and obtains Acquisitions, Transactions etc. the user may view a number of information such as Contracts, Serial numbers list, Transactions register, Data of calculated depreciations, possible inactivation etc.

Cash & Bank accounts

Liquidity accounts are all the accounts of Available Liquidity (Cash Accounts of Head Office and Branches and Company Bank Accounts) as well as the Cash flow forecast accounts, e.g. for Loans, Overdrafts, Credit cards payment installments (for those doing Retail sale) etc. Through these accounts (which consist a separate full sub-ledger) are accomplished the receipts, payments and Cash Flow entries to the system.


For the cash, we must create as many accounts as the different physical and “logic” Cash registers, for which we want to monitor the BALANCE. For instance, if for the same Cash register, there are two removable “drawers” for each user that are separately counted and monitored, two liquidity accounts must be created. If in a branch, part of the daily cash periodically delivered to the branch Supervisor, then, for the “logic” Cash register of the Supervisor, we must create also a separate liquidity account.

For each bank account, we must create a separate Liquidity account, even if these are already analytically opened in Chart of General Ledger Accounts. The reason is that the sub-ledger of Liquidity Accounts provides procedures of notes issue, payment order to banks, deposits by cash transfer with automatic calculation of bank expenses, reconciliation process for Bank statements and future balance forecasts, functionalities out of accounting context.

Finally, it could be opened a specific forecast account for use during Invoicing or other processes that may influence the cash flow, even though it is not required, since the actual balances are differentiated into the system from the forecasted balances. Such an action is possibly enables the conceptual organization of Liquidity Accounts.

An example of Liquidity accounts development from the system parameterization:

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Account data

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Branch

Some cash accounts are used by particular branches and other are “common” for all branches. In the application, there is NOT a particular reason of branch determination, since balances kept PER branch, anyway. There are probably other reasons, accounting or organizational, that would lead to the opening of particular accounts per branch. Especially for the Cash accounts, it usually kept a separate register-code per branch.

If a branch defined then, in the documents, and depending on the series branch, the liquidity account of the particular branch appears by default.

Nature of account A grouping of the accounts (Code list)
Currency It is suggested the basic currency and is modified when the account is in foreign currency. The balances of the liquidity accounts kept PER currency. This means that we can use the same account for all transactions in any currency, but if the currency is explicit, it is defined here.
Preserved

It determines if the currency (defined to the “Currency” field) is compulsory to all transactions. If deactivated, then, the account can be used in transactions of any other currency.

The balances keeping is achieved per “entry” currency and this way (such as in the case of separate accounts per branch) the opening of separate accounts per currency is not compulsory (as far as the system is concerned).

Balance threshold Used for define in Cash Registers a minimum balance for current needs, and to set limits to Bank accounts for automatic payments.
Ledger account & Accounting category It is used for posting of cash transactions. In the default parameterization, the “Ledger account” is only used, but the accounting category may also be entered and the parameterization may be altered.
Automatic payment

Since activated, the system will automatically suggest this account during issuing receipts. If we define ONE account of automatic payment per branch (with a particular branch defined) then the automatic system suggestion will depend on the document series (which always belong to a branch).

It can be defined only ONE account as “automatic payment” for the same currency and branch.

Automatic

forecast

Since activated, during issuing forecast entries (such as these that are automatically produced during Invoicing either from the system, or through payment methods application) the particular liquidity account is suggested (which could be the SAME with the one of “automatic payment”). It not allowed defining more than ONE account as “automatic forecast” for the same branch and for the same currency.

For those having transactions in various currencies, there are two alternative methods as far as the keeping of “automatic forecast” liquidity account is concerned:

  • Either ONE automatic forecast account, having for currency the basic currency, which will NOT be defined as “preserved”
  • Alternatively, ONE automatic forecast account PER currency (“preserved”)

No forecast entry allowed to be registered in different currency from the one of the transaction (“invoicing”), in order the (correct) calculation of exchange rate differences, to be feasible.

Issuance of notes

If selected, will be suggested in all cases of payable notes (cheques) issue, as the “payment account”. It means that is the usual bank account, through which we issue cheques. Of course, during create cheques or other notes, the account may be changed. Only ONE such account can exist for each branch and each currency.

Respectively, during the receipt of receivable cheques/notes, the (liquidity) payment account suggested, is the “Automatic payment” (usually the cash account). The usual process is to transfer them to a Bank, and thus, an overdraft bank account is used.

Bank data If it is a bank account, the Bank must be defined (opened in Customization/Liquidity/Banks and each of them consists a “Person” for keep identity data). It must be defined also a Bank Account Number, the bank branch where it has been opened and the special branch code (informative). If available, we fill also the IBAN and SWIFT codes of the account.
Valeur days We define the number of days within which an amount becomes available to the Bank account. As a result, in EACH deposit that occurs to the account, as well as in notes/cheques acquittance to this account, the Cash Flow will be updated by this number of days after the registration date. In cash accounts, it must be zero.
User defined fields If we need more fields, a number of static fields of various types are provided (dates, comments, numbers, flags, tables) for free use, the name of which is defined in Customization.

Credit cards configuration data

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If we accept receipts with credit cards and if to this account, occur deposits of credit cards installments from the Bank (that makes the “clearing”), we must fill the following data:

Relates to card

It must be activated in order the receipts processes to be recognized by the system as a special payment method. For instance, in receivables lists there are 3 columns “Cash & Deposits”, “Checks/Notes”, “Credit cards”.

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Max No. of installments It is defined in order a not acceptable number of installments, not to be typed by mistake during the payment with “credit card” payment method.
Cash claims account It must be defined a “Debtor” to whom the claim will monitored (since the customer that pays with credit card has no balance (open item) as he had paid with cash but, for the company, such a payment is just a “forecast inflow” like the one of postponed cheque). The debtor account (defined here) is updated with the amount of the receivable, in order to occur an accounting reconciliation of the accounts receivables.
Credit card rate profile It must be selected a profile where the withholding calculation method by the bank has parameterized (Customization/Liquidity). The system calculates on-line the withholding value and this amount deducts the amount expected to be deposited by the (clearing) Bank, during the cash flow forecast system update.
Credit cards types

We can monitor the credit cards per “card type” (e.g. Visa, AMEX, MasterCard etc.) and to configure these types so the entry of the payment become easier.

This parameterization is accomplished to Customization table (Liquidity-Credit cards-Card types).

Each credit card type is defined to the following screen:

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The option “selectable”, the “position selection” and the “icon” (that is selected from the applications’ icon library or other file), determine the cards’ presentation to the credit card special selection dialog to Retail screens (POS) such as to the scheme:

EBS-UserGuideEN-image135.pngEach card may be issued by any Bank.

In the list of the card type definition screen, we define these Banks (to facilitate the user in selecting) and the Bank (liquidity) account (possibly of a different) Bank for “clearing” where transactions will occur (we only open liquidity accounts for the banks that we cooperate and undertake clearing, by defining our account to them, where the installments are deposited).

We also define:

  • Special card rate profile (if, depending on the card type, the same Bank has different charges and thus, it will prevail over the card profile of the Bank account)
  • The calculation method of the dates of amount deposits by the bank:

1) on lump - sum deposit (ONE installment)

2) on installments selection (more than one),

EBS-UserGuideEN-image136.pngthrough the EBS-UserGuideEN-image137.png icon of the toolbar.

If it is not defined something here, each installment ending date will be calculated based on the payment method.

  • The permitted number of installments per amount limit (where, if defined, prevail over the maximum defined to the Bank account) e.g. from 100 € up to 3 installments, from 500 € up to 12 installments.

Use the EBS-UserGuideEN-image138.png button of the vertical toolbar. EBS-UserGuideEN-image139.png

To complete the configuration of credit cards, it should be built suitable payment methods.

Cheques numeration data & cheques print

When payable cheques are issued from the current bank account, we may monitor their numbers and to properly parameterized the system in order to issue & print computerized cheques.

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Numeration type

Select whether the cheques have serial numeration (within limits) or if they have specific numbers (not serial numbers).

Numbering data

EBS-UserGuideEN-image141.pngIn case of specific numbers, you can enter one line per cheque with its number or the numbers to be imported from a cheques numbers file (XLS, TXT), using the command EBS-UserGuideEN-image142.png from the vertical toolbar to the numbers list. The file must have only ONE column with the cheque number.

The “Inactive” column must be selected if the number is USED, in order not to be any more selectable by process of issue and numbering of the computerized cheques.

Cheques numbering limits (block of cheques)

In this list (on “serial” numbering), we can enter the numbering limits (packages or “block”) either for information reasons or for AUTOMATIC ATTRIBUTION OF CHEQUE NUMBER. During printing, the number may be produced (and then it will take the information from the first active “block” with available number) or just to be printed to a form having a preprinted number. In the 1st case the data of this page, is necessary.

We complete the upper and lower limit and the Approval date.

The “current counter value” is automatically updated with the last numbering value used by the system, during the printing of computerized cheques.

Print form

In order the cheque to be printed, a printing form must be defined to this field. The searching of the appropriate form is achieved from the \CSReports folder. We can design forms and to place them to this area.

The name of the form must begin from “N_”

In order the amount to be printed by full words also, must be add a formula field named ‘amount_fully_written’.

To facilitate the initial parameterization, there are available forms in ESReports folder that concerns particular banks. You may copy them to \CSReports.

Cheque number calculation We activate it, when we want to define the way of the automatic calculation and cheques NUMBER attribution, during the process of automatic creation of computerized cheques.
Type of cheques numeration

An EXPRESSION must be entered here, to define the “structure” of the cheques number. In its formation may participate tree types of “sections”:

  1. Free text

  2. Next serial number, symbolized by {0}

  3. Check digit, symbolized by {1}

In order to define the formation type of the number, we must join the above sections. For instance, if we want the number to be consisted from the 9999 number, to be followed by a dash and finally a 7digits numbering with zeros to the beginning and to the end of the check digit, to exist, the expression will be as follows:

9999-{0:0000000}{1}

Check digit calculation It is activated when we want to define the way that the CHECK DIGIT of the produced cheques numbers will be calculated
Type of check digit calculation

An EXPRESSION must be entered here, that will produce the “check digit”. In its formation, may be included expressions of type NoteDigit(1), NoteDigit(2) etc., depending on the digit (1st, 2nd etc.) of the produced cheque number.

Here, can be also implemented more complicated check digit calculation algorithms e.g. the (notedigit(1)*2+notedigit(2)*3) mod 3 expression calculates a check digit which is produced if we add the 1st digit with the 2nd and the 2nd with the 3rd and take the remaining figure (mod) of the produced number deviated with the 3.

Opening balances

The start period balances in the beginning, when the system is setting up, usually occur by migration process from the prior system, so there is no need for user data-entry.

On the other hand, each Fiscal Year closing process automatically transfers the starting balances to the next fiscal year and thus there would be no need for intervention.

In the following, is described the method of issuing start period balances for each sub-ledger, for cases that it may need intervention or in cases that it will not occur migration, and the initial data are typed manually, based on reports.

Views και Reports of Progressive balance

The starting balances, taken into consideration (to all sub-ledgers reports) are those of the older OPEN fiscal year, in order to take the correct temporary results before Fiscal Year closing, as long as a parallel operation in two sequential fiscal years occurs.

Into Trial balances and Statements, there is the functionality of defining the Fiscal Year from which the starting balances will be taken, because in case of OFFICIAL printing BEFORE the closing, it must be taken into consideration the (possibility of ZERO) starting balances of the specific fiscal year, which the report concerns to.

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During Fiscal Year Closing we may inactivate the automatic opening transactions (balances carried forward) for a sub-ledger, indicating so, that it will be created in another way, by user’s responsibility.

If such transactions are created on an open Fiscal while the previous one is still open, this data will NOT be visible to the current balances (e.g. stock availability checks, reports etc) until definite closing occurs. As far as Trial balances, statements etc. are concerned, we must make sure that we select this Fiscal Year (from which the starting balances will be taken) otherwise the starting balances of the older open Fiscal Year will automatically be used.

There are two methods to create year opening transactions:

  • From the menu “Periodic processes/Fiscal year Opening processes”

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  • From the “Transactions” menu where, for each sub-ledger there is an appropriate option which leads to a document list, with the relate opening entries. In any of these, we select from the vertical toolbar “Insert”.

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If the related document types are more than one, a selection dialog appears, where you can select the appropriate.

Trade accounts opening balances

Customers & Debtors

Appropriate document type: SOD (Opening receivables (debit balances))

Use this type in the majority of the cases when the opening balance is debit.

If it is a credit balance, use the SOC document (Opening receivables (credit balances)).

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Date The date is not necessarily the Fiscal Year’s start date, but it must belong to the Fiscal year, on which the opening balances concern.
Line type “Customer” suggested, depending on a document type setting. However, if we want to insert a debtor, must change the line type as the trade account searching based on it.
Trade acct. branch If we want to monitor the balances per trade account site, the opening balance must also analyze per site; consequently, there must be as many lines for each customer as his branches.
Expiry For the FIRST opening balance to the system, it is very important to enter the open amounts PER expiration date, if from previous system such a report is available (Age analysis). Continuously, the ageing of the balances kept analytically.
Currency If the trade account monitored in foreign currency, we insert his opening balance to this currency and we check from the full line data (EBS-UserGuideEN-image146.png), the amount calculated in basic currency.

Suppliers & Creditors

Appropriate document type: POC (Opening payables (credit balances))

Use this type in the majority of the cases when the opening balance is credit.

If it is a debit balance, use the POD document (Opening payables (debit balances))

The user guidelines and the columns meaning are the same with those for the customers’ opening balances.

We NEVER use the SFD, SFC, PFC, PFD documents. These exclusively used by the Fiscal Year Closing. Their difference is that they do NOT update the Ageing of Accounts Receivable/Payable (open balances) as these are “temporal” data, from the time the system functionality starts so, they are not “copied” as start open balances through years. On the other hand, when the system starts, during first registration of trade accounts balances, these data MUST be updated.

Warehouse inventory

Appropriate document type: IOP (Stock Opening Entry)

Use this type for the initial inventory of the items per value and quantity. Alternatively, it can be used the IOQ (quantity) document to be followed by IOV (value) which must contain exact the SAME quantities. Use of different documents per Warehouse recommended.

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The date is not necessarily the Fiscal Year’s start date, but it must belong to the Fiscal year, on which the Inventory concern.

If the inventory concerns Third Parties Warehouses or TO Third Parties then, it is necessary to occur per trade account. Consequently, for the same item, there must be as many lines as the trade accounts on whose behalf (or installations of which) stock found. If this will not happen, the stock PER trade account (the reason to define a Warehouse to concern Third Parties) will be incorrect.

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After the entry of the Inventory is completed, it is necessary to execute Stock Valuation of the Inventory period in order the items’ opening cost price to be correctly determined. This process is also necessary if for any reason, the inventory that is automatically created by the fiscal year closing is modified, or if inventory transactions are added via typing.

The above recommendation is useless if, for each item, there is ONLY ONE inventory transaction (specific W/H, specific package unit and, specific or none Trade Account).

If system commence occurs in the middle of the Fiscal year, then, it must be used the document type:

IIP (Update Inventory based on Trial balance for interim period),

Through this, we can avoid transferring all the Fiscal year transactions up to this time, by just transferring the data (quantities and values of all types) from the last Inventory Trial Balance. The date of this document must be the end of period, and after the results are checked, must CLOSE the fiscal period. Stock valuation process can NOT and must NOT be executed for this or prior period.

It does NOT cover the case of alternative unit monitoring either of warehouse dimensions (color-size etc). In such cases, you must analytically transfer all the transactions history.

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Fixed assets inventory

Acquisitions

Appropriate document type: FAO (Fixed assets opening acquisition entry)

For the needs of the Fixed assets registry, must be inserted all the Fixed Assets with their Quantity and Purchase Cost. Recommended the use of different documents PER branch.

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The data Acquisition document (original acquisition document code) and Date of Acquisition document (actual acquisition date) must be definitely entered, as these are reported to the fixed assets registry and define the original data of the Fixed Asset creation, whenever it occurred. If they are empty, to the Fixed Assets registry, will appear the data of the current accounting note.

If serial numbers monitored, they can be entered through the EBS-UserGuideEN-image150.png icon of the vertical toolbar. For details as for the serial numbers handling, see the “Purchases of special item categories” chapter.

During typing, the «Depreciable acquisition» column is not accessible from the user, as the system automatically creates acquisition record (based on the «Depreciable acquisition link» setting of the document type, which MUST have the value “AUTOMATIC”). In an already saved document, this column displays the “acquisition document” as content.

EBS-UserGuideEN-image151.pngBy moving to the fixed asset screen, the “depreciable acquisition” that has been created through the Inventory process appears to the 1st sub-page with its data.

The “depreciable acquisition” data are accessible for define supplementary fields e.g. the exact installation place or grant data (amount, source, related law). If the total cost must be depreciated within the fiscal year, activate the “Depreciation in fiscal year” field. The Depreciations start date has taken value by the system (based on the acquisition date) according to the company parameter value “Default Depreciations Start Date”. For instance, if the parameter defined as “alternative document start of the month date”, for a purchase on 23/1, the depreciations starting date proposed at 1/1). This date is editable by the user.

EBS-UserGuideEN-image152.pngIf the fixed asset purchased again, each time, a new “depreciable acquisition” created. All the acquisitions of a fixed asset displayed in sub-page “acquisitions list” to the same segment of the screen:

Depreciations

Appropriate document type: FAP (Fixed assets opening depreciation entry)

FAE (Alternative depreciations opening entry)

Based on the Fixed Assets registry data of the previous Fiscal year, you must AFTER inserting the acquisitions opening entry (in order “depreciable acquisitions” to be created for each asset), to also insert the prior periods progressive depreciation value (the depreciations total of the previous fiscal years).

EBS-UserGuideEN-image153.png

In each fixed asset line, the acquisition is automatically selected if it is only one, otherwise it is expected from the user to select one. The “depreciable acquisition” column is necessary to be completed (based on the setting “Depreciable acquisition link” of the document type that MUST have the value “OBLIGATORY”).

In case alternative (administrative) depreciations were monitoring in the previous system, these total depreciation values must be also registered through the appropriate document type.

All the prior period depreciation documents appear to the homonymous list from the «Transactions/Fixed Assets» option of the main menu:

EBS-UserGuideEN-image154.png

The “difference” value is the asset cost to be depreciated.

Liquidity accounts opening balance

Appropriate document type: BCO (Liquidity Accounts Opening)

You must enter the start debit balances of all Liquidity Accounts that concern to Cash and Bank accounts.

EBS-UserGuideEN-image155.png

If some accounts monitored in foreign currency, insert amounts to this currency and check from the full line data (EBS-UserGuideEN-image146.png) the calculated amounts in foreign currency.

If Loans accounts opened, the start credit balances of these Liquidity Accounts are accomplished through the document type: OLC (Liquidity accounts opening balances (credit)).

Notes inventory

Receivable Notes in Portfolio

Appropriate document type: NIP (Notes Receivable Inventory in Portfolio)

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EBS-UserGuideEN-image157.pngWe select the branch series of which the portfolio will be registered. Through this document, the “body” of cheques/notes created for the first time. In order the notes to be entered as a “line”, at this point, the data of the note must be defined through the EBS-UserGuideEN-image158.pngbutton (within a dialog). Selecting “Accept”, the note appears, with its main data, as a line of the document. Information concerning the various notes’ fields found to the chapter where the note receipt from customer is described.

The issue date in all other cases of receipt note creation coincides with the document date. In the case of the inventory it must be typed the actual “issue” date, this is the “receipt” in previous fiscal years.

With the completion of this process, the notes file is correctly updated (Book, expiration list etc.) and are also updated the “trade” customer balances from inventory, with the addition of the not expired (open) notes in the inventory, of their «accounting» balance.

Receivable Notes to Banks

Appropriate document type: NIB (Opening of receivable notes at Bank)

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In the header of the document it is compulsory to enter the Bank Account over which the notes where transferred to the bank. This is the notes “payment” liquidity account on their expiration date. For each line, to the specific note dialog (EBS-UserGuideEN-image158.png) the full data must be defined.

Receivable Notes transferred to Supplier

Appropriate document type: NIS (Notes receivable inventory to Supplier)

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This document needs to be used for alll the receivable notes found in Third parties in order to properly update the “trade” balances for BOTH customers and suppliers. For each line, to the note dialog (EBS-UserGuideEN-image158.png) the full data must be defined. As Assigner, will be placed the customer that has given it to us, and as Beneficiary the third party to whom we have transferred it.

Payable Notes

Appropriate document type: NPI (Notes payable inventory)

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In this document we will take into inventory all the payable notes that were issued from one or more Bank accounts to our suppliers. For each line, to the note dialog (EBS-UserGuideEN-image158.png) the full data must be defined. The supplier that was paid with each of these, will be placed as beneficiary.

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We recommend that you check the notes through the (available to all reports) POSITION of the NOTES, and LOCATION TYPE. Reports which give this information are for instance:

  1. Notes Inventory Register (Entities/Financial/ Notes Reports)

  2. Notes Trial Balance (Periodic Processes/End of period processes/Official Statements)

Accounting opening balances

Appropriate document type: AEO-GL (Accounting Opening Journal Entry)

This document must have been set as follows …

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It must determine the opening period type, and the special Journal of Opening & Balance sheet entries.

As the entry date, it can be placed any Fiscal year date until the limit date for Balance Sheet closing of the previous fiscal year.

EBS-UserGuideEN-image164.pngContinuously we insert the child accounts from the last Final Trial Balance of the previous fiscal year with the debit or credit amounts of each one:

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For organizational reasons you may insert more than one accounting documents per group of accounts by using the opening Balance sheet account and by positively or negatively reversing it at the end. Use F11 button for automatic entry balancing to the current line account

The entry result may be checked by the Balance with analysis of progressive totals

EBS-UserGuideEN-image167.png

..or from the Opening and Balance Sheet Closing Book or from the Opening entries journal.

After checking and reconciliation of Accounts Opening Balances with the Closing Balances of the previous Fiscal Year, must run finalization of this Accounting Journal.

Purchases

In this chapter will be examined the purchases scenarios for all stages of supply process from the offer and purchase order up to the goods receipt, the check of deliveries, the Invoices issuing and the monitoring of cost prices variances. Furthermore, it will be examined the purchases monitoring processes under Consignment regime as well as, Financial goals agreements with the suppliers, producing the appropriate claims (for credit notes).


The following guidelines and examples are mainly based on the default product parameterization, as far as the documents are concerned, the transitions, the screens format and the reporting components.

To enter a purchases document use one of the following methods:

  • From the “Trade transactions” toolbar, where the selection dialog appears:

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  • From the “Transactions/Purchases-Imports” menu, and from the appearing list, select “Insert»:

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  • From the toolbar line “Transitions”, when the insertion will occur through the transformation of previous stage documents:

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  • From the toolbar line “Transition” of a previous stage’s document e.g. Purchases Order Receipt from the screen of the Purchase Order:

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Suppliers Offers

The reason of offers recording sent by suppliers is:

  • In order to be compared to the final prices & discounts taken
  • In order to compare offers by different suppliers for the same goods and select the most appropriate

Offer from a particular supplier

Appropriate document type: POF (Purchase Offer)

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Type & Document series

They are required fields for document identification. Usually, they automatically suggested, depending on the user and his access to the series.

Date

Login date automatically proposed.

Supplier

Searching either achieved from the code or the Name. If detected, it appears on Offer form otherwise, a new one can be created through EBS-UserGuideEN-image158.png icon. In this case, a dialog opens with the minimum data to be typed:

EBS-UserGuideEN-image174.png

With the “Accept” button, the new supplier will appear on the Offer form.

Other General Data

If additional data needed, e.g. comments, delivery date, project, contract etc., we may “open” the header through the “maximization” icon to the right, and thus more information will appear to more “sub-pages”:

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Items Offered

In the items list, we detect the items by any of the available searching methods (with code, description, supplier code etc.) and so the related “items lines” are inserted. If it about items that do not exist, have not been re-ordered, there is access to the Item form for create new items, from the “internal menu” presented using right click.

In lines data, must enter at least the quantity and price. If the item has been purchased from the supplier, the last purchase price is suggested. If a pricelist monitored to the supplier, price and expected discounts proposal is based on the pricelist.

If offers of the same item issued from many potential suppliers, you may check «Compare offers» (called from the menu):

EBS-UserGuideEN-image177.pngEBS-UserGuideEN-image178.pngBy changing cube layout and/or activating “totals” for display the minimum price, maximum discount, or minimum lead-time, you can evaluate the offers data, before proceeding to purchase Order.

Offer from multiple suppliers

An alternative process for issuing purchases offers is multiple entry to the same screen (for instance, during a phone research of market prices).

Appropriate document type: PPS (Supply preparation)

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In this data entry screen, the following functionality is available:

  • Each item selection causes the automatic fill of the side columns of the main supplier, his telephone number, last purchase’s price, and the date of possible delivery based on the “lead-time” (defined to the “item-supplier” list of the Item management form).
  • In order to select items to be ordered, instead of searching through items list, it could be used the Re-order review, (through Shift-F3), where choosing “accept”, the selected items will be transferred to the current screen with their requested quantities (ready through the re-order proposal).

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  • In the “Supplier” column, is achieved selection between the alternative Suppliers defined to each item.
  • By completing the requested quantity, the “quantity offer” column takes the same default value (it is possible to be different, smaller if the supplier has no availability or greater if e.g. a better price achieved.
  • There is a column to define until which date this offer is valid.
  • For the same item, we can take different offers from many suppliers. For making this process easier, use the “copy” functionality (from the current line to another), through the “Αlt-V” buttons combination. To the new line, select new supplier and fill the related data.
  • By evaluating the offers per item and deciding the better supplier, activate the “preference” column in order to define that these lines will end up to an order. The basic data of these lines will appear with bold font.

After save, the transition process of this document to order can be executed, which will create as many Orders as the suppliers of the selected lines are (marked at the “preference” column) with the particular contents of the offer.

Order to supplier

Appropriate document type: POR (Purchase Order)

Manual input

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Type and Document Series

They are required fields for document identification. Usually, they automatically take values, depending on the user and his access to the series. The series also defines the company branch from where the order issued.

Date

Login date is automatically proposed.

Supplier definition

Searching either achieved from the code or the Name. If detected, it appears on Order form otherwise, we can create a new one through EBS-UserGuideEN-image158.png icon. In this case, a dialog opens with the minimum data to be typed. Before the supplier definition, items lines are not accessible. Since supplier is defined, his main address proposed to the Supplier Branch field.

Supervisor

Selection between company’s employees; he is responsible for the order management.

Contact

Selection among the supplier contacts, defined as (physical) persons, in order to know the particular person to whom the order was given.

Payment method

The supplier’s payment method suggested to this field. Through the EBS-UserGuideEN-image182.png icon, the payment method produces «settlement lines». The results are visible through activation of the “payment” area.

EBS-UserGuideEN-image183.pngEBS-UserGuideEN-image184.pngThe exact dates, amounts and other information about the payment can be modified by the user. If the icon EBS-UserGuideEN-image182.png asked for reapply the payment method, all the modifications will be lost and the payment terms will be re-created.

Transfer data In the “Transfer” sub-page can be enter data concerning the delivery (to which Warehouse, from which supplier’s site, the shipping method) as well as the agreed arrival date.
% discount

The discount defined to supplier’s form (if any) suggested here (in the “administration” sub-page) and transferred to all items lines at the «%Discount 1» column (based on setup of document type).

If purchases pricelists used then, proposal of prices and discounts is based on this mechanism.

Contract

If a Contract is active and entered here (in the “administration” sub-page), then ALL its data replace the default values e.g. Pricelist, Discount, Dimensions, Payment method etc.

Order Items

In the items list, we detect the items by any of the available searching methods (with code, description, supplier code or “multiple” code that contains all the bar codes etc.) and so the related “items lines” are inserted. If it about items that do not exist, have not been re-ordered, there is access to the Item form for create new items, from the “internal menu” presented using right click.

In lines data, must enter at least the quantity and price. If the supplier belongs to item’s suppliers, the measurement unit (or package), and the purchase price proposed accordingly to that definition. If the measurement unit modified, the suggested value will be converted (through the relation between units) to the particular measurement unit. If a pricelist monitored to the supplier, price and expected discounts proposal is based on the pricelist.

The expected delivery date suggested, is based on the supplier’s lead-time (days) defined to each item. If the supplier does not belong to the item’s suppliers, then, the delivery date is copied from the Order header (Transfer data) and can be modified by the user.

More analytical information as to the functionalities provided to the order, found to the chapter concerning sales order, where the needs for automation and information are more frequent.

Information during Ordering

EBS-UserGuideEN-image185.pngWhile focused in item lines, through the “Previous Item Entries” command from the vertical toolbar or through Ctrl-F11 may directly view all the transactions with the particular supplier for the particular item, the quantity, the price, and the discounts taken.

EBS-UserGuideEN-image186.pngAccess to a full view of Inventory for the current item and data related to current supplier with the “Item summary view” command from the vertical toolbar that displays information:

  1. For the item: availability for all and for the current warehouse, average cost price, latest purchase price, and sales values.

  2. For the item and supplier combination: quantity, purchases turnover and average cost price for previous and this year, latest order and invoice data).

An interesting functionality here is that both the item and supplier, are visible filters by the user, so, he could enter any supplier or/and item and see the results. Therefore, during ordering, we can search e.g.in which price another supplier sells the same item.

Based on an Offer

If an already registered Offer is the final Order to the supplier, a transition must be executed to produce the Order.

Appropriate transition: 473. POF=>POR (Order to Supplier from an Offer)

  1. EBS-UserGuideEN-image187.pngDocument series will be selected

  2. A confirmation will follow

  3. An order will be created and

  4. The order will be displayed to the screen.

  5. The user could modify any field of the order (e.g. arrival date or quantities) and print or send it by mail

EBS-UserGuideEN-image188.pngIf a selection of items must occur (i.e. some only items of the Offer will be ordered) then, in the dialog of the transition, you must choose “Set of lines” to the “Selection level” criterion, so, before confirmation, the items selection step will appear.

At Items List appeared at this step, there is the possibility to select the line as it is to proceed (for the initial quantity) by activating the 1st column (EBS-UserGuideEN-image189.png ) or to type the desired quantity (part of the initial quantity).

Similar functionality is provided at case of “Set of analysis lines” which is used when we have goods with color-size or lot monitoring.

Based on Offers evaluation

If purchases orders must be produced by an already registered offer from multiple suppliers (PPS- Supply Preparation), where the definite choices made by activating the “Preference” column, then, the orders generation is achieved through a transition of this document:

Appropriate transition: 472. PPS => POR (Supply Preparation to Orders to Suppliers)

EBS-UserGuideEN-image190.pngThe transition is properly configured in order to select automatically the lines having the “preference” column activated, and to group them per supplier, in order to produce a separate Order document for each one.

If then, from the 1st stage document (PPS) asked “Show transitions”, can see in detail the generated orders and the items/quantities of each one of these.

Finally, we must transfer the orders to the suppliers by fax or by mail/e-mail.

Based on Customer Order

When we want to generate orders to suppliers based on the sales orders, we can use the available transitions:

129. SOR=>POR Purchase order from customer Order (to items main supplier)

105. SOR=>POR Purchase order from customer Order (to the «related» customer supplier)

In the 1st case the user may change the supplier to whom the order of each item will occur, to the “supplier” column of the transition dialog, where the main supplier of each item is suggested:

EBS-UserGuideEN-image191.png

The result is to be produced as many purchase orders as the different suppliers are (defined to the Items section).

In the 2nd case, the orders occur to the Related supplier who is defined to each customer (if there is such a process, to define the “preferable” supplier on a customer’s level).

EBS-UserGuideEN-image162.png In both cases, the customer order is NOT protected from double transition to purchase order, which means that the pending “quantities” are not kept. After the goods receipt from Suppliers, the initial customers orders POR must generate Delivery Notes (or Sales Invoices-Delivery Notes) through one of the processes checking the stock adequacy (e.g. “Check stock availability” view.

When we want to make an order to a supplier on behalf of specific customer, then, must use a special document type (SCO Sales Order with automatic stock reservation), where, the existing quantities are reserved for this customer (and they can directly be converted to Deliveries) whereas the items and quantities not available can be converted to purchase orders. The orders occur to the main supplier of each item.

Appropriate document type: PSC (Purchase Order for specific Customers)

Appropriate transition: 174. SCO=>PSC (Order to Supplier for specific Customers)

The appropriate selection method of this transition is:

  • If it is about a particular customer order, through the (SCO) order,
  • If it is about mass process of customers’ orders for items to lack, from the sales orders list, by isolating the particular orders (document type SCO).

This process will produce as many purchase orders as the different main suppliers (of items to lack) are. In these documents, the supplier defined to the header and, for each line item, the customer for whom the order put.

EBS-UserGuideEN-image192.png

Based on this information, can monitor which goods expected and which already been received for particular customers, from the “Customers’ Orders Status Review” scroller.

In this scenario, the workflow is the following:

Through the Stock replenishment process

Orders to suppliers generated by mass processes aiming to stock replenishment up to the desired levels. These processes are depending on many factors such as:

  • Type of goods and stock turnover rate
  • Algorithms calculating the optimal stock, partly to serve the sales within a reasonable time, and also inventories of large scale and high cost to not maintain
  • Suppliers leads times
  • Frequency of cost prices changes

In the Stock replenishment chapter are described ordering methods as well as stock distribution methods to the various Warehouses-Branches of the company.

How do we see the results of issuing Purchases Orders?

View Content
Orders

List of registered purchases orders

EBS-UserGuideEN-image193.png

Pending orders The orders that have not been yet received or have been partially received
Pending orders per Item Items and quantities of not yet received orders by (expected) arrival date
Delayed goods arrivals

Orders that have not been received, whereas the agreed arrival date has elapsed

EBS-UserGuideEN-image194.png

Stock transactions history

Items detailed records, where the orders also appear (and not only these concerning on the Official Inventory Books).

EBS-UserGuideEN-image195.png

This view is not easily readable in 1024x768 screen analysis due to columns number

Stock quantitative control

Cube for check items’ quantities per item, branch, and WH.

EBS-UserGuideEN-image196.png

Current stock availability

The current stock status per Warehouse with information for the expected, orders to be delivered and the future stock.

EBS-UserGuideEN-image197.png

Information for Order Customization

  1. EBS-UserGuideEN-image198.pngIn order to change the layout of the Order screen, you may use a dynamic form, defined to the document type. In addition, you can change the grids layouts (add or remove columns) and save them.
  2. EBS-UserGuideEN-image199.pngIf Items must not be accepted if the particular supplier does not belong to the “Item’s suppliers” (in cases of strict processes with supervisor, evaluation criteria, approval and final ordering to “approved” suppliers), activate the relevant option of the document type.

Goods Receipt from supplier

Pending receipt of Invoice

Issue during goods receipt, in order the Warehouse to be quantitative updated.

It is very important to be used the correct document type for the appropriate quantitative transfers, since some documents influence the Costing of the Inventory (the cost prices etc.) and others do not.

Here, we examine the document accompanying goods received. The Supplier has issued this document as a “Delivery Note” to our company.

Appropriate document type: PLN (Goods receipt Note)

EBS-UserGuideEN-image200.png

Type and Document Series

They are required fields for document identification. Usually, they automatically take values, depending on the user and his access to the series. The series also defines the company branch, which the document concerns.

The document number produced (e.g. PLN-A -00021) is its identification code in the system and must have automatic numbering. Do NOT try to enter here (e.g. with use of “manual” series) the number of the original. There is a specific field for this purpose.

Date

Login date is automatically proposed. This is Items’ transaction date in Inventory. It is not necessary to be identical to the issue date of the original document. There is a specific field for this purpose.

Supplier definition

Searching either achieved from the code or the Name. If detected, it appears on Order form otherwise, we can create a new one through EBS-UserGuideEN-image201.png icon. In this case, a dialog opens with the minimum data to be typed. Before the supplier definition, items lines are not accessible. Since supplier is defined, his main address proposed to the Supplier Branch field.

Alternative document

In this field must enter the original document code, to be reported at Inventory Registry, for cross checking. If this code found to another document of the same supplier, it appears a warning in order to avoid double entries.

Alt. document date

In this field could be entered the issue date of the original document.

Received Items

In the items list, we detect the items by any of the available searching methods (with code, description, supplier code or “multiple” code that contains all the bar codes etc.) and so the related “items lines” are inserted. It may also be used a bar-code reader. If it about items that do not exist, have not been re-ordered, there is access to the Item form for create new items, from the “internal menu” presented using right click.

In lines data, must enter at least the quantity and price. If the supplier belongs to item’s suppliers, the measurement unit (or package), and the purchase price proposed accordingly to that definition. If the measurement unit modified, the suggested value will be converted (through the relation between units) to the particular measurement unit. If a pricelist monitored to the supplier, price and expected discounts proposal is based on the pricelist. In cases of imports from European Union, the weight is also required.

The expected delivery date suggested, is based on the supplier’s lead-time (days) defined to each item. If the supplier does not belong to the item’s suppliers, then, the delivery date is copied from the Order header (Transfer data) and can be modified by the user.

EBS-UserGuideEN-image202.png If there is not another item purchase from the particular supplier, the temporary value (estimated invoice value) will be zero. It is good that an (indicative) value is given as if an invoice would not issued until next Stock Valuation process runs, this value will be used for stock cost value and monthly cost price determination (even if it becomes only from “Forecasted entries” (from not Invoiced Quantitative Notes).

Based on Order

When the goods receipt concerns a prior Supplier Order, it could be produced by transition of Order:

Appropriate transition: 101. POR =>PLN (Purchases Orders Goods Receipt)

When the Order to the supplier has occurred on behalf of specific customer through the PSC document type, then:

Appropriate transition: 478. PSC =>PLN (Arrival of purchases Order for customers)

In both cases, the order retains the transition information and it properly updates the available stock.

EBS-UserGuideEN-image203.png

Thus, in any scroller where we had “expected” quantities, we will have REDUCTION of the expected, and INCREASE of the PURCHASES quantity (and of the actual stock balance).

EBS-UserGuideEN-image204.pngEBS-UserGuideEN-image205.png

Due to replacement

When we receive (with ‘PLN’) a defective item or with a lack or differentiation of the expected item and we return it to the Supplier (with ‘PRN’), then, if a Credit Invoice is not issued by the Supplier, the item will be probably replaced. In this case,

  • in order to have correct cancellation of the expected values (pending invoicing) and these documents to be ignored from the Stock valuation
  • in order to “lock” the Delivery Note through which we returned the item (in order to prohibit transfer to Credit Note, by mistake) and the Goods Receipt Note of replacement (in order to prohibit transfer to Invoice, by mistake)

the correct approach is to use the transition configured for this purpose exactly:

Appropriate transition: 124. PRN => PLN (Goods Receipt Note from Return Note to Supplier)

From repair

When we send an item for repair to the supplier (using the document type ‘SPC’ which does not create expected invoicing/credit value) then, the item’s receipt note from the supplier must be respectively issued using the special Goods Receipt document which does not create pending values (either manually or by transition).

Appropriate document type: PNS (Goods Receipt note (No charge))

Appropriate transition: 144. SPC =>PNS (Goods Receipt from Delivery note (without value))

In cases of repairs, Serial Numbers are probably monitored. In order to have correct information, in this case, (which is the position of serial number), it must be defined both to the Goods Delivery Note and the Goods Receipt Note. The default items lines grid layout includes the serial number:

EBS-UserGuideEN-image206.png

Details for serial numbers handling found to the specific chapter “Purchases of Special Categories Items”.

EBS-UserGuideEN-image9.png How to check the accuracy of receipt of goods

In order to check if the actual quantity arrived is identical with the «theoretical» one that is reported to the supplier’s accompanying document, we could give in a document of temporary use (a copy of the ”Offer” for instance) the actual quantities and to select ”Compare documents” (menu «Transactions»):

EBS-UserGuideEN-image207.png

If differences occur, we must issue either a Goods Return Note in case of deficit goods receipt or a new Goods Receipt Note (issued by the supplier) for any surplus items, after contacting the supplier.

In the 1st case, the Return Note will be generated through the 123. PLN => PRN transition (Goods Return Note from Purchases Receipt Note) selecting from “Set of lines” only the items and the quantities that were NOT received.

How do we see the results of issuing Goods receipt Notes?

View Content
Purchases/Arrivals List of all Purchases documents concerning quantities or values
Quantitative Purchase Documents not Invoiced Goods Receipt or Delivery Notes that have not been “connected” to invoices. Therefore, we expect the relevant invoices to be issued by suppliers.
Inventory records

It presents all the stock quantitative and value transactions. The Goods Receipts update the columns of “Import quantities” (depending to each format):

EBS-UserGuideEN-image208.png

The same update (summarized) also occurs to the Monthly Statement of Stock Book and to the Inventory Costing Balance.

Stock quantitative control

Cube for check Items’ quantities per item, branch, and W.H.:

EBS-UserGuideEN-image209.png

Journal of Quantitative Stock Entries

List of Items’ transactions PER date and Warehouse, with double qty columns to both main and alternative unit:

EBS-UserGuideEN-image210.png

Current stock availability The current Inventory status per Warehouse with information for the expected quantities, the orders to be delivered and the future stock. The quantitative goods receipts do positive update of the “stock” column.

Supplier Invoice

For a Goods receipt Note

When the received invoice refers to one or more prior Goods Receipt Notes, the document can be produced through a transition from the list of the “Quantitative Purchase Documents not invoiced”.

Appropriate document type: PIV (Invoice for Goods Receipt Note)

Appropriate transition: 102. PLN => PIV (Invoicing Of Goods Receipt Notes)

The suggested format of the Purchase Invoice is the following:

EBS-UserGuideEN-image211.png

After the Invoice generated from the source one or more relevant Goods Receipt Notes, we must open the screen of the new document and check or fill a number of fields, according to the original document.

Document Identity

It must be given the number of the source document to the “Alternative document” field, and the issue date to the “Alternative document date” field. This date is transferred to General Ledger Entry and printed to Accounting Journals.

Prices and Values

The application has already put values, discounts and VAT based on the Goods Receipt Note data. It must be although checked the FULL match with the data reported in the original document of the supplier, because from this source, it will be updated the Company’s liabilities, the VAT Reports and the General Ledger.

EBS-UserGuideEN-image212.pngAs a first step, you may compare the VAT analysis table of the original document and “Analysis per % VAT” table of the issued one, which appears using Alt-F. If differences found, then the item lines must be checked (prices, discounts).

The VAT value is accessible to user in case the supplier calculates VAT in a different algorithm. The value of the source data must be identical with the issued data, even if there is wrong calculation.

The Net value is ALSO accessible. If we decrease the already calculated, then the discount will be increased, whereas if we increase it, the price will be increased (except if there are discounts, where these will be decreased by priority). Generally, can be accomplished any alterations, provided that an “horizontal agreement” exists (quantity * price – discounts = net value).

Quantity

Although this document concerns only values, the quantity of each line must be correct and respective to the invoiced value. This quantity is an essential factor for Item’s cost pricing.

It must never become null. If we want to insert an invoice which does NOT correspond to a particular quantity, but e.g. value correcting, there are special documents for this that are described to the following chapters. This document must be exclusively used for Suppliers’ Invoices for prior Goods Receipt Notes.

Additional charges

If any additional charges exist to the same Invoice, they can be inserted as “Expenses” to the respective lines sub-page:

EBS-UserGuideEN-image213.png

In the case where it has been parameterized an automatic calculation through special accounts (e.g. transportation charges, withholding, additional taxes where their value depends on the value of the items), can be checked or modified (as to their values and the VAT) from the special accounts sub-page:

EBS-UserGuideEN-image214.png EBS-UserGuideEN-image215.png

Another case of additional expenses that concern Purchases is the charge from another Trade Account through a separate Invoice. In this case, will be normally issued as an Invoice (XPI) and if it must increase these items acquisition cost, it must be followed the Purchases Costing through Folder process (see the specific chapter).

Payment settlement

The supplier’s payment method suggested to this field. Through the EBS-UserGuideEN-image182.png icon, the payment method produces «settlement lines». The results are visible through activation of the “payment” area.

EBS-UserGuideEN-image183.pngEBS-UserGuideEN-image184.pngThe exact dates, amounts and other information about the payment can be modified by the user. If the icon EBS-UserGuideEN-image182.png asked for reapply the payment method, all the modifications will be lost and the payment terms will be re-created.

If no “payment method” defined, then, during document save, and in order to be correctly updated the unsettled payables (“open items”), the system will automatically create a settlement line (forecast), visible at the “on credit” page. This forecast entry contains the invoice’s payable amount and, as a due date, is placed the date calculated by the document’s issue date plus the number of days defined to the “credit days” Supplier field.

EBS-UserGuideEN-image88.pngIf for any reason the (value) Invoice is NOT created through transition, but it is manually typed, then, BEFORE the Stock valuation process executed, it must occur “automatic quantities matching” in order to be connected to the related Goods Receipt Note(s), so “pending values” not to exist. Such values would create wrong “forecasting” cost entries and differentiate the items’ cost value. The “automatic quantities matching” described to the chapter about Invoices received BEFORE goods arrival, where, this process is unavoidable.

How do we see the results of issuing Purchase Invoices?

View Content
Purchases/Arrivals List of all Purchases documents concerning quantities or values
Purchases & Expenses Journal per VAT rate

Auxiliary Journal for reconciliation VAT Inflows, where for each VAT rate, Net and VAT values reported per Accounting category eg. Goods, Expenses, Products, Fixed assets etc.

EBS-UserGuideEN-image216.png

Inventory records

It presents all the stock quantitative and value transactions. The Invoices update the columns of “Import costs” (depending to each format):

EBS-UserGuideEN-image217.png

The same update (summarized) also occurs to the Monthly Statement of Stock Book and to the Inventory Costing Balance.

Supplier statement

The Supplier’s statement (of accounting nature) with detailed transactions and progressive balances.

EBS-UserGuideEN-image218.png

The same update (summarised) also occurs to the Suppliers’ Trial balance.

Outstanding payables

List of all outstanding liabilities (not paid invoices), by due date, based on correlation with payments, per month.

EBS-UserGuideEN-image219.png

Accounting

An accounting entry is created to the Suppliers, Purchases and VAT accounts and it updates the Accounting journals, the Account Statements, the Trial Balances etc.

EBS-UserGuideEN-image220.png

Invoice – Goods receipt Note

When the Invoice received is simultaneously a Goods accompanying document, then the following document type must be used. If an Order to Supplier has already registered, the Invoice can produced by transition through the orders list.

Appropriate Document Type: PNV (Purchase invoice – Goods Receipt Note)

The default format of a Purchase Invoice is exactly the same as the one of the value invoice (PIV).

Type and Document Series

They are required fields for document identification. Usually, they automatically take values, depending on the user and his access to the series. The series also defines the company branch, which the document concerns.

The document number produced (e.g. PNV-A -00143) is its identification code in the system and must have automatic numbering. Do NOT try to enter here (e.g. with use of “manual” series) the number of the original. There is a specific field for this purpose.

Date

Login date is automatically proposed. This is Items’ transaction date in Inventory. There is no need to be identical to the issue date of the original. There is a specific field for this purpose.

Supplier definition

EBS-UserGuideEN-image221.pngSearching either achieved from the code or the Name. If detected, it appears on Order form otherwise, we can create a new one through EBS-UserGuideEN-image201.png icon. In this case, a dialog opens with the minimum data to be typed.

Before the supplier definition, items lines are not accessible. Since supplier defined, his main address proposed to the Supplier Branch field.

Alternative document

In this field must enter the original document code, to be reported at Inventory Registry, for cross checking. If this code found to another document of the same supplier, it appears a warning in order to avoid double entries.

Alt. document date

In this field could be entered the issue date of the original document. This date is transferred to General Ledger Entry and printed to Accounting Journals. However, all system records and balances updates are based on registration date and not on this one.

Transfer data

In the “Transfer” sub-page can be enter data concerning the delivery (to which Warehouse, from which supplier’s site, the shipping method) as well as the agreed arrival date.

Contract

If a Contract is active and entered here (in the “administration” sub-page), then ALL its data replace the default values e.g. Pricelist, Discount, Dimensions, Payment method etc.

Invoice Items

In the items list, we detect the items by any of the available searching methods (with code, description, supplier code or “multiple” code that contains all the bar codes etc.) and so the related “items lines” are inserted. It may also be used a bar-code reader. If it about items that do not exist, have not been re-ordered, there is access to the Item form for create new items, from the “internal menu” presented using right click.

In lines data, must enter at least the quantity and price. If the supplier belongs to item’s suppliers, the measurement unit (or package), and the purchase price proposed accordingly to that definition. If the measurement unit modified, the suggested value will be converted (through the relation between units) to the particular measurement unit. If a pricelist monitored to the supplier, price and expected discounts proposal is based on the pricelist. In cases of imports from European Union, the weight is also required.

There must be a FULL match with the data reported in the original document of the supplier, because from this source, it will be updated the Company’s liabilities, the VAT Reports and the General Ledger.

As a first step, you may compare the VAT analysis table of the original document and “Analysis per % VAT” table of the issued one, which appears using Alt-F. If differences found, then the item lines must be checked (prices, discounts).

EBS-UserGuideEN-image212.pngThe VAT value is accessible to user in case the supplier calculates VAT in a different algorithm. The value of the source data must be identical with the issued data, even if there is wrong calculation.

The Net value is ALSO accessible. If we decrease the already calculated, then the discount will be increased, whereas if we increase it, the price will be increased (except if there are discounts, where these will be decreased by priority). Generally, can be accomplished any alterations, provided that an “horizontal agreement” exists (quantity * price – discounts = net value).

Additional charges

EBS-UserGuideEN-image214.pngIf any additional charges exist to the same Invoice, they can be inserted as “Expenses” to the respective lines sub-page:

EBS-UserGuideEN-image213.png

In the case where it has been parameterized an automatic calculation through special accounts (e.g. transportation charges, withholding, additional taxes where their value depends on the value of the items), can be checked or modified (as to their values and the VAT) from the special accounts sub-page:

EBS-UserGuideEN-image215.pngAnother case of additional expenses that concern Purchases is the charge from another Trade Account through a separate Invoice. In this case, will be normally issued as an Invoice (XPI) and if it must increase these items acquisition cost, it must be followed the Purchases Costing through Folder process (see the specific chapter).

Payment

settlement

The supplier’s payment method suggested to this field. Through the EBS-UserGuideEN-image182.png icon, the payment method produces «settlement lines».

The results are visible through activation of the “payment” area.

EBS-UserGuideEN-image183.pngEBS-UserGuideEN-image184.pngThe exact dates, amounts and other information about the payment can be modified by the user. If the icon EBS-UserGuideEN-image182.png asked for reapply the payment method, all the modifications will be lost and the payment terms will be re-created.

If no “payment method” defined, then, during document save, and in order to be correctly updated the unsettled payables (“open items”), the system will automatically create a settlement line (forecast), visible at the “on credit” page. This forecast entry contains the invoice’s payable amount and, as a due date, is placed the date calculated by the document’s issue date plus the number of days defined to the “credit days” Supplier field.

Information during Invoicing

While focused in item lines, through the “Previous Item Entries” command from the vertical toolbar or through Ctrl-F11 may directly view all the transactions with the particular supplier for the particular item, the quantity, the price, and the discounts taken.

Access to a full view of Inventory for the current item and data related to current supplier with the “Item summary view” command from the vertical toolbar that displays information:

  1. For the item: availability for all and for the current w/h, average cost price, latest purchase price, sales values.
  2. For the item and supplier combination: quantity, purchases turnover and average cost price for previous and this year, latest order and invoice data).

As far to the area where the results of an Invoice-Goods Receipt Note issue are visible, see to the previous section as to the way that the two documents (of which the combination consist the current), affect the system (Invoice, and Goods Receipt Note).

The Trial balance and the Inventory Records are updated both by quantities and values:

EBS-UserGuideEN-image222.png

Information about setup of Purchase Invoices

To the document type, in “Lines” sub-page, check the following parameters:

  • Default item price. From the available options, the following 4 are appropriate for purchase documents and the 1st of these, is set to the predefined document configuration:

  1. Supplier purchase price: If the supplier is among the “Item’s suppliers” the purchase price is proposed from this table. This price updated during each purchase (based on an option of Item’s Control Profile). It is the latest item’s purchase price from the particular supplier.

  2. Supplier purchase price net: It functions as the previous, but any discounts of the latest purchase have been deducted. Thus, if in the latest purchase from the particular supplier, the price was e.g. €100.00, and the discount 10%, with the previous option, it will be proposed €100.00, whereas with this selection “net”, it will be proposed €90.00. In case of activation of discount proposal (either from the supplier or from the pricelist) it must NOT be selected the “net” price, as the system will suggest double discount.

For both the previous and this option, the functionality is bound to the suppliers’ list of items. This means that if for an item of the document, the current supplier does NOT belong to the Item’s suppliers, no price will be proposed.

  1. Last acquisition price: As acquisition defined any primary cost entry that concerns particular quantity e.g. stock opening entry (inventory), purchase, import cost entry. The proposed price comes from the latest acquisition, even if that was not an invoice not even this supplier’s invoice.

  2. Last acquisition price net: It functions as the previous, but the calculation accomplished with deduction of any discounts.

  • Default price per trade acct.: The field is accessible only if in the “Default item price” option has been selected the 3rd or the 4th from the above options (Last acquisition price). In this case, may define that this “last” price to be searched ONLY from transactions with the supplier of the document and then there are two options:
  1. Copy only the price from this last transaction
  2. Copy both the price and the discounts to the line

Selecting this option, in reality, we have the same result that we would have if monitored alternative suppliers to the items and Item Control Profile for the item Purchase Price update. If however Item’s suppliers monitored, there is the advantage of keeping always updated and saved to a table (available for any use) the latest purchases prices per item and supplier.

  • Calculate VAT on totals. Even though the VAT calculation per line is legal, and lawful, it is possible that the accountant will consider as more appropriate the VAT calculation on the total per VAT regime and also the computerized systems to approach this logic. In this case, and in order to avoid interfere to the values, can activate this setting. To understand the difference between the 2 computation methods, see example:
  1. VAT calculation per line

Suppose that all items have VAT 19%. We notice that to the final totals, the VAT value is not EXACTLY the 19% of the total net value (118,50*0,19=22.52), whereas in contrary, the VAT value of each line is EXACTLY calculated based on the percentage. EBS-UserGuideEN-image223.png

  1. VAT calculation on totals

In the same example, we notice that to the final totals, the VAT value is EXACTLY the 19% of the total net price whereas in the 3rd line is 0.01 increased, compared to the EXACT result that would give the product to the 19%. This will be noticed to the totals per VAT rate (depending on the number of the different VAT rates appearing to the same document). If a difference from the calculation occurs (usually 1 cent of the euro), is assigned to the item line (of this rate) with the greater value. EBS-UserGuideEN-image224.png

  • The VAT calculation on document totals is active only during issuing (and not when modify). Also, even during insert, if the user types the VAT value of any line, this functionality becomes inactive.

Invoice – Goods receipt Note based on Order

If the Invoice - Goods Receipt Note based on a previously registered Order, it can be produced by the order transition:

Appropriate transition: 128. POR => PNV (Invoice for Purchases Orders)

If the order to the Supplier occurred on behalf of particular customer (through the PSC document), then:

Appropriate transition: 479. PSC => PNV (Arrival of Purchase Invoice from Order for specific customers)

In both cases, the order keeps the transition information and it appropriately updates the available stock.

EBS-UserGuideEN-image204.pngEBS-UserGuideEN-image204.pngThus, in any view that we had pending orders information, this is considered as “expected”, we will see REDUCTION of the “expected”, and an INCREASE of the PURCHASES quantity and the ACTUAL stock.

Invoice of additional charges

If the Supplier issued an Invoice of additional value (e.g. because of a prior mistaken invoicing), it must represented to the system with the following document type and NOT the one, used for invoicing Goods Receipt Note (PIV) as then, it will be caused a wrong Stock Valuation.

Appropriate document type: PDV (Debit note)

EBS-UserGuideEN-image225.png

The Inventory Record only updated to the Purchases value column and the Total acquisition cost will be influenced (increase of the average cost price). In Accounting, a debit will occur to the Stock account and a credit to the Suppliers account.

If the mistake occurred to the Initial Invoice requires a reduction of the invoiced value, then the Supplier will issue a Credit Invoice and, in the system, it will represented as a Credit Discount Note (using the document type PCV).

Invoice anterior of Goods receipt Note

When we have a Purchases Invoice, whereas the goods receipt has not occurred yet e.g. because the invoice sent electronically or by mail, whereas the cargo is in route, it should:

  1. Issue the (PIV) invoice
  2. When the goods arrive, issue the PLN (by “copy” from the Invoice or manually) and
  3. EBS-UserGuideEN-image226.pngEBS-UserGuideEN-image227.pngFrom the Purchases documents list, having “marked” the (PIV) invoice, ask from the “Actions” menu the «Automatic quantity matching» (the simple option or the «Criteria-based” one), in order to be “connected” to the Goods Receipt Note, to have the correct history and to correctly updated the “pending” quantities. If pending quantities remain, then, the generation of a new Invoice from the Goods Receipt Note (by mistake) would be allowed. Moreover, during the next Stock valuation process execution, “forecasting entries” would be produced, whereas no pending values or quantities exist.

In order the “Automatic quantity matching” to be functional, it must be typed the “102. PLN=>PIV” transition code to the “Origin Transition Rules” field in “behavior” sub-page, of the “PIV” document type screen. The “Origin Transition Rules” field defines the transitions through which the current document can produced (comma-separated list per priority, which does not apply to “PIV” as it cannot produced from another document type, than the Goods Receipt note). So, during “automatic quantity matching”, a searching process will occur to the correct documents (sources), in order the “connections” generated to be EXACTLY those as it would have happened through a transition.

warning.png Cost Handling of Quantities “On The Way”

  1. If before the Stock valuation process execution it has NOT been received a Goods Receipt Note, an automatic costing entry would appear which will cancel the Invoice value, since it does NOT correspond to existing Stock. In next period, this difference will be eliminated, due to Goods Receipt Note presence and its connection to the Invoice (in retrospect).

  2. If this happens to the End Of The Fiscal Year (this means that there is still no Goods Receipt):

  • During Fiscal Year Closing will need to be accomplished accounting settlement of the Difference, which will occur through the Stock valuation process (handling of Purchases under reception). This is the purchases value suspended.

  • In the Inventory of the new Fiscal Year, this value will NOT be included.

  • In the new Fiscal Year, when we receive the goods, the Goods Receipt Note must be issued as an Invoice – Goods Receipt Note with zero value. This is achieved if we copy the “PNV” document type to another with “Goods Receipt Note” title or by creating new SERIES of the “PVN” with “Goods Receipt Note” title, and we will make sure that the lines value will be zero. With this action, the last purchase price at Item’s Suppliers data will be (temporarily) zero.

  • To the Inventory sub-ledger, this difference (of the last stock valuation) must be issued with the IPC (Stock purchases corrective – value) document type. It may also be produced through transition (or lines copy) from the “PIV” document. To the header, you will need to give the “Purchases under reception” General Ledger Account. Thus, the value will be transferred to the Purchases Account. At the same time, the effect of the value will be restricted to the Inventory as to the Supplier (his statement) and our liabilities (open items) have already been updated from the Invoice of the previous Fiscal Year.

Send goods to supplier

Pending receipt of Credit Note

It is about Delivery Notes that we issue as goods accompanying documents when we return goods to Suppliers.

Appropriate document type: PRN (Goods Return Note)

This document used even if we do not know if the Supplier will send a Credit Invoice or new replacement items. It has already been described the goods receipt case due to replacement from the Supplier.

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To the Alternative document field (which, in Purchases documents issued by the supplier, used for the original document code), it can be entered the code of the Goods Receipt Note or the Invoice for which this Return occurs. There is a searching functionality with F3 to this field (header and lines).

The searching functionality based on two company parameters, where defined (in a “comma” separated list) documents’ attributes displayed (in F3 dialog), and documents’ attributes where this search is in force:

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Without Credit Note pending

Used in case of Delivery to suppliers for control and repair or delivery from a Third Party Warehouse (e.g. Service) where the value is not taken out (since the goods does not “belong” to us). It is also used for goods returns that we obtained for various purposes (test, presentation, check etc.) with a “PNS”, for which a Credit Note will not be issued, It can also be generated through transition from the Goods Receipt Note.

Appropriate document type: SPC (Goods Return Note (without pending Credit Note)

Appropriate transition: 125. PNS => SPC (Goods Return Note (without value) from Goods Receipt)

In cases of repairs, Serial Numbers are probably monitored. In order to have correct information, in this case, (which is the position of serial number), it must be defined both to the Goods Delivery Note and the Goods Receipt Note. The default items lines grid layout includes the serial number:

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Details for serial numbers handling found to the specific chapter “Purchases of Special Categories Items”.

Credit Note

Issued from Suppliers for our Delivery Notes (Purchases Goods Return Notes) in order to cancel the value charged by a prior Invoice (only of course, if a related Invoice already issued).

Appropriate document type: PCN (Credit Note for a Delivery Note)

Appropriate transition: 106. PRN => PCN (Credit Note for Goods Return to Supplier)

This document always concerns a particular stock quantity and it cannot be used for value correction only. We never make the quantity zero to it.

As with the Purchases Invoices case, the values (net, VAT, total) must be exactly the same with these of the original document.

For the number of the original document, we use the “alternative document” field.

If the credit note refers to a particular or many particular Invoices, with which it must be “correlated” in order to have a correct update of “Ageing balances”, we may define these documents to the “Status” sub-page to the “reference document” field using the EBS-UserGuideEN-image230.png icon:

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EBS-UserGuideEN-image233.pngTo the presented dialog, may occur search of the reference documents. The selected documents will participate to the automatic matching, execute during the Save of the document.

In order not to remain “pending quantities” and influence wrongly the Stock Valuation Process, the Credit Note must either produced by transition or created annually, and to be later connected with the Goods Return Note.

This may happen as follows:

EBS-UserGuideEN-image234.pngEBS-UserGuideEN-image227.pngFrom the Purchases documents list, having “marked” the (PCN) credit note, ask from the “Actions” menu the «Automatic quantity matching» (the simple option or the «Criteria-based” one). Prerequisite for this process to be functional is that to have been entered the “106. PRN=>PCN” transition code to the “Origin Transition Rules” field in “behavior” sub-page, of the “PCN” document type screen.

So, during “automatic quantity matching”, a searching process will occur to the correct documents (sources), in order the “connections” generated to be EXACTLY those as it would have happened through a transition.

How do we see the results of issuing the Purchases Credit Notes?

View Content
Purchases/Arrivals In the purchases documents list the credit notes are negatively update the columns “Gross Turnover” and “Net Turnover”.
Purchases & Expenses Journal per VAT rate Auxiliary Journal for reconciliation VAT Inflows, where for each VAT rate, net and VAT values reported per accounting category.
Inventory records It presents all the stock quantitative and value transactions. Depending on its format, it displays the Credit Notes values negatively to the Purchases columns or generally to Imports columns. The same update (summarized) also occurs to the Monthly Statement of Stock Book and to the Inventory Costing Balance.
Item returns

Through each item administration sceen, a list of Return Notes to Supplier, is available:

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Supplier statement

In the Supplier’s statement (of accounting nature) with detailed transactions and progressive balances, the Credit Notes are updating the Debit, except if the “trade accounts update from "reversed" transactions with NEGATIVE entry of the same sign (D/C)” company parameter is activated (set to “true”) and thus, will appear as negative in Credit. The same update (but summarized) also occurs to Suppliers Trial Balance.

The Supplies statements and Trial Balances “with turnover separation”, at the same time, give the information of the net and gross turnover information where the credit notes act negatively, as expected:

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Accounting

An accounting entry is created to the Suppliers, Purchases and VAT accounts and it updates the Accounting journals, the Account Statements, the Trial Balances etc.

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Credit discount Notes

It is issued from Suppliers either to correct a wrong charge or (mainly) due to Agreement (e.g. for turnover goals) which, if achieved, must result in providing credit. It can be issued for a particular Purchase Invoice (if it is paid according to the settlement for instance), either at the end of the month, 3 months period, year etc, or whenever our purchases have met an agreed target.

Appropriate document type: PCV (Purchases Discount Note)

The use of credit discounts documents can be checked from the Discounts justification statement (from the Business Snapshot/Cost Analysis menu) which analyzes the purchases discounts and contains a special set of columns for “retrospective discounts”:

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Issue of the supplier’s original document

In this document, quantities are not visible, as they do not affect the system.

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If we do not know the items that the discount is concerned, and we insert the Credit document using a generic item or as an Expense Credit Document, then, the Purchases cost (turnover) will not affect the Inventory (stock costing process, average cost price etc.).

  • The analysis into items of which we take the discount is strongly recommended even if they are not separately reported to the original (in order to have a correct COST to the INVENTORY).

The effect of the credit discount documents to the system is corresponding with the one of the Goods Return Credit Notes. In Accounting, they may update a different purchases account, depending on the chart of accounts.

Discount for a particular Invoice

If the Credit Note refers to particular Invoice, in order the items not to be typed again, we can use the related transitions:

Appropriate Transitions: 109. PNV=>PCV (Discount Credit note from Invoice - Receipt note (with zero value))

103. PIV=>PCV (Discount Credit note from Purchase Invoice (with zero value))

After document created, we must open and enter the values of the original supplier’s document.

Rebate claims from suppliers

When the expected from the Supplier discounts, concern an agreement of turnover goals, the system provides a process for calculate and automatically create the claims for discounts taking (see chapter “Commercial Agreements”). Their entry into the system, has the following advantages:

  1. Smoothing of inventory cost modifications and on time information, in comparison to taking information for the actual stock cost (after discounts) only once per year, as it usually happens.
  2. Monitoring of possible discounts differences, according to the agreed (compare claims to actual rebates).

Appropriate document type: PCF (Purchases Rebate Claim)

These “forecast” entries can update specific for this purpose General Ledger Accounts, in order to obtain reconciliation between Accounting and Inventory sub-ledger:

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When the Credit Notes issued by Suppliers (“PCV”), all the prior forecast entries (PCF) must reversed:

Appropriate document type: PCR (Reversal of Rebate Claim)

Appropriate transition: 136. PCF=>PCR (Suppliers’ Claim reversal)

The Stock cost variation, at the month when the Credit Note issued, will be ONLY the DIFFERENCE, compared to the forecast entry and NOT the total credited value.

For the related information (forecasts comparisons with actual discounts attributions) see the Compare Suppliers’ rebate claims to actual report (Entities/Accounts payable/Information):

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The report presents the Purchases turnover (before the reductions of the Credit Discounts document PCV), the corresponding claims for rebates (from the not reversed claims PCF), the issued rebates (PCV), the claim that these rebates correspond (reversed by PCR), the possible difference, and the remaining amount (forecasted).

Discounts expected in the next fiscal year

If the company is entitled to purchases discount that is not issued yet by the supplier, whereas the fiscal year must close, then, we would enter an Inventory transaction for reduce cost and a reversed document to the new fiscal year when a (PCV) credit note sent from the supplier/s.

Appropriate document type: IPC (Stock purchases corrective - value)

EBS-UserGuideEN-image242.pngThese entries are monitored to the “Fiscal year Purchases Discounts under settlement” General Ledger Account, which is given to the header. To the lines, give the discount amounts and the accounts to be credit. In the next fiscal year, it must occur symmetrical entry with negative amounts (cancelling process or issue the same data to the “reversal entries” sub-page.

Purchases on consignment & clearance

Some suppliers provide the items for sale and they paid later, based on sold items clearance, for the period “discharged” (and not based on the balance resulting from Invoicing or Goods remaining to our site). To accommodate these processes, the purchases must be “connected” with the sales in order to get as a result, the amount payable to Suppliers, ONLY for the items sold.


At this point, the specificity covered by the system is that the “purchase” and “sale”, are attributes given to the various documents in an independent way from the one monitored to the Inventory and the rest sub-ledgers. This allows the implementation of the Consignment process through any transaction, use of Third parties warehouses, Quantitative Notes or/and through typical Purchase and Sales Invoices.

The tasks needed are available to the Periodic Processes/ Consignment processes menu. At the end of this chapter described all information about the requested customization.

Sales clearance

The displayed dialog contains two lists (Sales - Purchases) and allows determining which Purchases come from what Sales:

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In the 1st column of each list, we can mark lines for matching. The same functionality is executed through the 2 toolbar buttons for mass selection or uncheck (selection abolishing) when many lines are “marked”.

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Depending if we have select one or more entries, this action “binds” the selected lines quantities. This results to the calculation of the “reconciled” and “open” quantity of every line. Especially at Purchases list, the reconciled and open value, are proportionally calculated.

The Mass (FIFO) matching selects per date, the items’ lines (especially for Purchases date, there is a parameter that allows to take into consideration the alternative document date for the sorting) and connects them up to the depletion of the quantity sold. The user may delete the matching results and make them manually, through the “matching” button.

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It activates or reactivates the participation of lines to the matching process. The button has “toggle” functionality.

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Displays a dialog containing the matchings of the particular (focused) line. The user can:

  • Modify the matching quantity (and thus the “modified” EBS-UserGuideEN-image249.png column will be activated) or
  • EBS-UserGuideEN-image250.pngDelete the matching (thus will be marked):EBS-UserGuideEN-image251.png
  • Display the full screen of Item or Trade account or Document (EBS-UserGuideEN-image252.png)

EBS-UserGuideEN-image253.pngAll matching information is available to the 2nd sub-page of the process dialog under the “Current matching data” title.

EBS-UserGuideEN-image254.pngThe user can modify the quantity directly to the column “matching quantity” of this grid (thus, the EBS-UserGuideEN-image255.png column will be activated) or delete the matching (thus it will be displayed as deleted).

The EBS-UserGuideEN-image256.png button allows checking the full data of the matching entry, through a dialog, where the user can ask loading of the connected documents (EBS-UserGuideEN-image252.png).

In order the matching information to be saved (or the deletions etc.) the SAVE button must be selected.

Matching of purchases returns

EBS-UserGuideEN-image257.pngThis process allows us to define which returns to suppliers, concern what Purchases. It must be prior to Purchases-Sales Clearance.

To the upper part are displayed the returns and to the bottom part the purchases. In order to match lines, use the same tools as with the Purchases-Sales Clearance. The result will be the net purchase quantity, to be “connected” to SALES. The mass matching process selects lines of Returns and Purchases of SAME items and SAME suppliers, sorted by date.

Matching of sales returns

EBS-UserGuideEN-image258.pngThis process allows us to define which returns by customers, concern what Sales. It must be prior to Purchases-Sales Clearance.

To the upper part are displayed the returns and to the bottom part the sales. In order to match lines, use the same tools, as previously. The result will be the net sales quantity, to be “connected” to PURCHASES. The mass matching process selects lines of Returns and Sales of SAME items INDEPENDENTLY of the customer (“mass (FiFo) matching per item”) or of SAMES items AND the SAME customer (“mass (FiFo) matching per customer”), sorted by date.

Resolution entries

EBS-UserGuideEN-image259.pngIt is a view of all the Purchases-Sales clearance entries for selectable date range in order to finalize the entries (which means that the entries will not be able to be deleted or modified), and to calculate the amount of reconciliation (payable amount), owned to the consignment suppliers.

This view has grouping and TOTALS per SUPPLIER and (sales) branch, while it displays the quantities and values based on the Clearance. The values are proportionally calculated on the total cost (of the connected Purchase), based on the quantity sold.

Using the “Finalization” button, the entries obtain the appropriate attribute (in order to be “locked” for modification/deletion) and they can become accessible again through the “Undo finalization” button. These actions are functioning for the SELECTED lines (in the 1st column, activated with the “select”, “deselect” buttons, also) and affect the LAST COLUMN which shows the status of each entry (finalized or not).

  • Within this view, may connect the appropriate report format using Crystal Reports or with a layout (and print preview) or/and an automation for produce automatically the suppliers’ payment documents (receipts or payment orders).

Preparation of matching

EBS-UserGuideEN-image260.pngThis process allows the mass matchings accomplishment between returns and initial invoices in sales and purchases but also sales matching to purchases, for a definable date range. After that, the user can process the results and make corrections, if needed.

The “clearance” date is stored to the produced matching entries. This is the ending date of the period given to the criterion.

Information of Consignment processes customization

  1. To all the suppliers with whom we work in this way, the “Purchases in consignment” field (in “Commercial terms” sub-page) must be activated.

  2. EBS-UserGuideEN-image261.pngTo all the document types that will participate to the process, the “Consignment type” field (in “Behaviour” sub-page) must be always updated.

EBS-UserGuideEN-image262.pngIndicatively, to the system documents, could be in force the following scenario (based on invoices and receipts):

  1. EBS-UserGuideEN-image263.pngTo the series of the abovementioned documents types that will participate to the process, the “Refers to consignment“ field must be activated.

  2. Each item line of documents, of which the TYPE defines any consignment type (except the “does not refer to consignment”)» and at the same time the document SERIES defines that it CONCERNS consignments, is stored woth the “Refers to consignment” line field activated (this means that it can participate to the matching processes).

NO item line which participates to consignment matchings can be deleted or modified in quantity in such a way that it would cancel its reconciled quantity (increase of the quantity allowed, recrease allowed up to the threshold of the matched quantity).

  1. The matching processes operate with lines quantities to the MAIN measurement unit.

  2. The lists used to matching processes can be differentiated per installation, since are Views (scrollers):

  • Area “Suppliers”

Clearance Entries

  • Area “Purchases Documents”

Purchases Lines

Purchases Returns Lines

Purchases Lines for Returns matching

  • Area “Sales Documents”

Sales Lines

Sales Returns Lines

Sales Lines for Returns matching

Changes in market prices

The monitoring of the purchase/cost values in a company is a critical process, which must execute at regular time intervals in a structured method and it should be followed, if necessary, by the respective actions of sales prices adjustments.


How to monitor changes in prices

The system provides tools for prices modifications monitoring which can be used depending on the invoicing policy method, applied to each installation.

EBS-UserGuideEN-image264.pngInside the items’ management screen the alternative suppliers of the item are defined and at this point, is monitored the price and the date of the last purchase. In order for this update to automatically occur, it must be properly defined to the items’ Item control profile.

  • EBS-UserGuideEN-image265.pngIf despite these, the prices at this point are used INSTEAD of a pricelist (in order the agreed prices with the suppliers to be recorded through typing or another way), the Item Control Profile should NOT be customized in order to be automatically update the purchase prices.

If we want a history log for modifications of these fields, the history keeping functionality must be activated through the “Change Field Behaviour”.

Information for all prices’ modifications is available to the “Purchase prices log” list (where the user can ask only a particular number of the last changes to be reported):

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Another useful check of over time changes of cost prices based on the registered suppliers’ documents. The “Purchase prices variance based on transactions” list presents the last and the preceding net purchase price (deducting possible discounts), with the percentage modulation criterion, (that is comparison of the two sequential modifications exceeding a given % of difference).

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Apart from purchase prices issue, and depending on the stock valuation method, it is useful to check the actual cost prices and their variance justification. This implies the frequent and correct execution of the Stock valuation process. In particular, we recommend the use of the Entities/Inventory/Stock value control menu reports:

  • Official cost prices per period: It presents for each item, the calculated cost prices per month. Recommended, in order to check the cost price evolution.

  • Compare official cost prices: It presents the items by supplier, with their cost prices calculated for the selected month AND the previous one, with their percentage variance. Ideal for monitoring significant changes in cost prices.

How to verify compliance with the agreed prices

A first-level check users can do, when the default purchase price (based on the agreed prices) is NOT the same with the one of the original documents. Though, it is desirable to have an independent control mechanism which will make information available to us at any time and from the appropriate people that will examine the difference between the “appropriate” and the “actual” prices. This mechanism is supported by the “Item prices log templates”.

The “templates” supply a purchase agreed prices calculation on a daily or another periodical basis, which, no matter how the prices declared into the system (e.g. in items’ suppliers list, in purchase pricelists, in specific contracts etc.) detects and stores the agreed purchase prices, in order to be available for cross checking. This is achieved through invoicing process simulation.

EBS-UserGuideEN-image268.pngTo define “Item prices log templates” (Tools/Customization/invoicing policy), must choose the parameters that must be taken into consideration e.g. specific pricelist or items or branches or colors/sizes for which the prices file will be calculated and stored.

It must be given a typical trade account for whom the calculation will occur (just like an invoice by him were entered).

It must be either defined a branch or a series. If a branch is defined, then, this will be illustrated to the history log as a “dimension”, if series defined, then, may monitor the prices for the whole company without the branch dimension.

From the “Actions” menu of the templates list, the calculation and deletion functions of price history log are available.

EBS-UserGuideEN-image269.pngThe deletion is necessary to minimize the History log size, when this is not useful any more (define a date range and, any price calculated in this period, will be deleted).

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As far as prices calculation is concerned, a dialog will open to define the template/s (based on which the calculation will occur), as well as the reference date.

The process can be time scheduled and daily executed.

From the time this process executed, the view “Item prices log” (through the “Entities/Inventory/Information” menu) is available.

It displays the items’ current prices for the selected date to the date criterion. To the “Actions” of the scroller toolbar, the calculation processes and price file deletion are also available.

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In the same location, it is also available the “Compliance of purchase prices to Suppliers’ pricelists” view, which displays the purchases found with different values than the current, for a selected time range.

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How to adjust selling prices when purchase prices change

Depending on the company nature and the invoicing policy, can be used different methods to adjust selling prices.

  1. Through Purchases Documents

In purchases documents, the “Readjustment of Sales Prices” automation is available (through the horizontal toolbar), which will function for the selected items only:

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EBS-UserGuideEN-image274.pngBy calling this function, a dialog appears, where the following must be selected:

  • The items’ selling prices (Wholesale, retail etc.) for modification

  • The method used for the re-adjustment. The final price can be increased based on:

  • The % markup of the price that will be updated (only available for the wholesale price and the retail price)

  • The percentage that will be given by the user to the numeric dialog field.

  • Finally, the user can directly enter the desirable price. In this case, the unit price of the purchase document is not taken into account.

  1. Through Imports Folder

To the import folder, in “Costing” page, the “items’ retail and wholesale price update” automation is available. This automation adjusts the selling prices (wholesale and retail) to the item, in the way that these are calculated through this particular view.

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  1. From The Readjustment of Prices process

This process, described in detail to the related chapter, allows the mass modification of selling prices, as much to the items (current base prices) as to the sale pricelists, even in the level of dimensions (prices per color-size). It is based on purchase prices (or other options for starting price), gives the possibility to use the items’ mark up or other specific %, gives some rounding method options etc.

It is the most complete and suitable procedure for changing prices.

Purchases of special categories items

With Color-Size

The purchases orders are usually occur through the sampling procedure, listing the quantities of each combination Item-color-size and then the order entered. The user can enter one line per item with simultaneous quantities definition to a matrix, per dimensions combination, through the F12 (EBS-UserGuideEN-image276.png) button on the item line:

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EBS-UserGuideEN-image278.jpegEBS-UserGuideEN-image89.pngAs for the display method of the colors-sizes values, two general parameters are used. The 1st parameter concern the sorting method, horizontally and vertically (“stock variation set field based on which the colors-sizes sorting will occur to F12”). The 2nd parameter indicates the dimension which is used for the vertical and the horizontal axis (“Priority matrix (F12) appearance dimensions”).

In other cases e.g. during retail sales or return to supplier, the rendering method is not multiple. It is easier to define the color/size per line, with additional columns display to the lines grid: EBS-UserGuideEN-image279.png

A functionality that combines the ease of management to a matrix and the completeness of information that the development of colors-sizes per line offers, is the use of “Stock dimensions enter in matrix, maintaining of line level management” command, with Alt-F12:

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By typing data to this dialog, the information of colors-sizes analysis is placed to different lines (so many lines as the not-zero “cells” of the matrix):

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Even if lines of the same item created by the user, using this command afterwards, these lines are recognized after grouping of all their basic fields, and they are ALL displayed together, within the same dialog.

As the usual reason behind discrete lines development is the different PRICE, the dialog appears with DOUBLE COLUMNS for each color-size combination (quantity and price). To the bottom of this dialog, a setting deactivates the “price” columns in order to “fit” more size columns (size is usually the horizontal axis).

Finally, through the Shift-F12 buttons combination to an item line monitoring colors-sizes, the color-size values are copied from the previous line (either if the line had one or more dimension lines connected).

It is necessary to pay attention to the correct definition of the Item control profile for the items monitoring dimensions. It must be defined compulsory input of these fields, in order to ensure the correct update of Stock.

In case where, during goods arrival, there are modifications in colors-sizes level compared to the initial (of the order), there are two cases:

  • If the goods receipt note produced by transition, it is sufficient to correct the colors and sizes to the document lines and so, the “pending quantities” (created by the order) will be correctly updated (decreased).
  • If the goods receipt note was manually typed and we later want to connect it to the order through the automatic quantitative matching process, the “Automatic quantity matching with strict dimension control” parameter must be FALSE, in order to try firstly match lines by dimension (color-size) and item and if not found, to try match by item only. If the parameter is TRUE then, the matching will strictly occur for SAME combinations of color-size.

With Lots

EBS-UserGuideEN-image282.pngThe lots are either created through the Lots List (Entities/Inventory/Lots) or through the items’ management screen (Contents/Dimensions/Lots) or/and automatically, during their insertion to Inventory (through a document) as we later see.

Basic fields of the Lot are the Production Date and the Expiry date. These fields are also useful for the automatic lot selection during sales or grants in general.

During the entry of an item monitored in lots, through a purchase document, we can select the desirable lot by pressing F12 (EBS-UserGuideEN-image276.png) to the item line:

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EBS-UserGuideEN-image284.png New line insertion for selection from a list of registered lots (drop down list). EBS-UserGuideEN-image285.png
EBS-UserGuideEN-image286.png Selection from a definable view (scroller)
EBS-UserGuideEN-image287.png Create new lots from a dialog, where the necessary data entered by the user. With “Accept”, the lots appear to Lot lines grid.
EBS-UserGuideEN-image288.png Automatic creation of new Lots and insertion of new lines (F11): Since there is a code format for the lot (autocounter), the new lot/s automatically created, with Measurement unit the Base SKU of the item and “production date” the date of the Purchase document. EBS-UserGuideEN-image289.png

Using the above functionality, the user may define more than one Lots to ONE item line the quantities of which consist the total quantity of the item line.

EBS-UserGuideEN-image290.pngAlternatively, the lot can be defined PER LINE, if we have made the “lot” column visible at the lines grid or/and the “lot code” column (through which is accomplished automatic lot creation, by entering a not existing lot code).

Finally, it is possible to configure the automatic lots’ generation, in order the various lot’s fields to take default values based on the document data (the document through which lots are created).

We can create a field properties profile, by defining

  1. To the Relates to” field -> Lot

  2. To the «Provided it is valid» field, the expression

NOT _dr.Table.Dataset.ExtendedProperties("CTX_DOC_LINE") Is Nothing

  1. To the “Field”, that field to which we want to give default value

  2. To the “Value type” field -> Expression

  3. To the “expression” field -> the appropriate content (use the expression editor EBS-UserGuideEN-image291.png )

EBS-UserGuideEN-image89.pngExamples

  • Update of the lot expiration date from “date 5” of the item line with the following expression:

CType(_dr.Table.Dataset.ExtendedProperties("CTX_DOC_LINE"),DataRow)("UDFDate5")

  • Update of the lot Shipment date from the document issue date with the following expression:

CType(_dr.Table.Dataset.ExtendedProperties("CTX_DOC_LINE"),DataRow).GetParentRow(“FK_ESFILineItem_ESFIDocumentTrade”)("ADRegistrationDate")

With Serial Numbers

EBS-UserGuideEN-image292.pngThe serial numbers are either created through the Serial number List (Entities/Inventory) or through the items’ management screen (Contents/Dimensions) or/and automatically, during their insertion to Inventory (through a document) as we later see.

Basic fields of the Serial number are the Position, the Status, the Start date and Expiry date of warranty.

During the entry of an item monitored in serial numbers, and having registered the serial numbers master data, we can select them by pressing F12 (EBS-UserGuideEN-image276.png) to the item line:

EBS-UserGuideEN-image293.png

EBS-UserGuideEN-image284.png New line insertion for selection from a list of registered serial numbers (drop down list). EBS-UserGuideEN-image294.png
EBS-UserGuideEN-image287.png Create new serial numbers from a dialog, where the necessary data entered by the user. With “Accept”, the serial numbers appear to serial numbers lines grid.
EBS-UserGuideEN-image288.png

Automatic creation of new Serial numbers and insertion of new lines (F11):

Since there is a code format for the serial number (autocounter), the new serial number/s automatically created (depending on the quantity), with Measurement unit the Base SKU of the item and “Position” the company Branch of the Purchase document.

EBS-UserGuideEN-image295.png
The serial number “status” is configured by fields property profile to all the documents where S/Ns may be used.

Through the abovementioned functionality, the user could define to ONE item line more than one serial numbers, depending on the quantity of the item line.

EBS-UserGuideEN-image296.pngAlternatively, the Serial Number can be defined PER LINE, if we have made the “S/N” column visible at the lines grid (through which is achieved selection among existing serial numbers) or/and the “S/N code” column (through which is accomplished automatic serial number creation, by entering a not existing serial number code).

Finally, it is possible to configure the automatic serial numbers’ generation, in order the various serial number’s fields to take default values based on the document data (the document through which serial numbes are created).

We can create a field properties profile, by defining

  1. To the Relates to” field -> Serial Number

  2. To the «Provided it is valid» field, the expression

NOT _dr.Table.Dataset.ExtendedProperties("CTX_DOC_LINE") Is Nothing

  1. To the “Field”, that field to which we want to give default value

  2. To the “Value type” field -> Expression

  3. To the “expression” field -> the appropriate content (use the expression editor EBS-UserGuideEN-image291.png )

EBS-UserGuideEN-image89.pngExamples

  • Update of the serial number warranty expiry date from the « Date 5» of the item line, with the expression:

CType(_dr.Table.Dataset.ExtendedProperties("CTX_DOC_LINE"),DataRow)("UDFDate5")

  • Update of the serial number warranty starting date from the document issue date, with the expression:

CType(_dr.Table.Dataset.ExtendedProperties("CTX_DOC_LINE"),DataRow).GetParentRow(“FK_ESFILineItem_ESFIDocumentTrade”)("ADRegistrationDate")

Commercial agreements & claim of rebates

The commercial agreements, through which the turnover goals recorded and rebates (retroactive discounts documents) or rebate claims (forecast entries for expected rebates) are automatically produced based on the goals’ success, complete the Invoicing Policy functionality (prices, discounts, contracts), by clearly defining the context of the commercial co-operation between two companies (customer-supplier relation).

A thorough trade agreement generally states the contractors (Company, Supplier) and the time of effect. Usually, the time of effect for an agreement is one calendar year. The terms of the agreement define some of the following areas:

  • Invoicing policy: Prices, Discounts or benefits applied during buying (e.g. 10 + 1 free)
  • Benefits policy: Benefits related to the performance, awarded on a periodical basis (one year, 3 months period etc.)
  • Credit control policy: Amount of credit limits, payment methods, discounts based on payment method etc.
  • Shipping policy: Delivery terms, lead times, discounts based on these terms etc.

The benefits from an agreement term may be implemented either by Credit note for the retroactive discounts (Rebates) or by Service provision invoice from us to supplier.

The monitoring of the commercial agreements consists from three levels:

  • The definition of the agreements’ terms

  • The calculation of rebates

  • The necessary reports and statistics

EBS-UserGuideEN-image297.png

Such agreements may relate to either customers or suppliers.

How to define a commercial agreement

The system defines the “commercial agreement” entity based on which the rebates calculation is achieved. An agreement may contain MANY Retroactive Discount Profiles (individual terms).

EBS-UserGuideEN-image298.png

In this way, it is feasible to configure different discounts profiles for different calculations e.g. per brand, business unit etc. depending on the items’ grouping fields that the agreement is based on and to integrate them under the same “agreement with the trade account”. Thus, the profile could be “degenerated” to ONE scale description for COMMON values of the grouping fields e.g. one profile with N lines for item’s category A, containing the targets limits (scale) and the % of rebate, a second profile for item’s category B etc.

An Agreement contains data concerning trade accounts and detailed data of all the discount profiles. During moving between profiles in the list, the sub-page “discount profiles details” presents the data of the current (particular) profile:

EBS-UserGuideEN-image299.png

The Screen of Agreement is a dynamic form, customizable in installation level.

Basic Data Of Agreement

Nature We select whether it concerns sales or purchases
Automation It defines the documents creation method. The process is implemented through automation, and a default automation “Create documents” is available.
Trade Account If it concerns a particular trade account, select him to this field.
Trade acct. group If it does not concern a particular trade account, must select a grouping field of trade accounts and to the next field, must select specific group values (EBS-UserGuideEN-image300.png), to define with this way for which trade accounts the agreement is in force.
Ageing of balance

and
Balance limit

If a precondition for implementing the agreement (calculation and take benefits) is a minimum age balance, we define this limit, as well as a marginal amount for control. This means that if for instance, the age limit is 90 days and the marginal amount 500.00€, an unpaid for 100 days invoice of 300.00€ will not be taken into consideration (the process will proceed).
Scale Criteria There are 3 items grouping fields as default, in order to be used to the discount profiles definition (to amounts scales).

Retroactive Discount Profiles – Basic Data

EBS-UserGuideEN-image301.png

Start-Expiry The period for which the retrospective discounts will be calculated.
Results view We define the scroller for presentation of calculation results. The results are stored to a particular table for calculation justify and for information purposes. Through its new calculation of the same profile for the same time range, the previous results automatically deleted.

Retroactive Discount Profiles – Scales (goals setup)

Size EBS-UserGuideEN-image302.pngThe “size” of the scale data may be the Turnover, the Quantity or the % of variance from previous fiscal year. What does this mean? The target size, instead of DIRECTLY refer to turnover or quantity achieved within the calculation period, may refer to GROWTH e.g. If the variance was +10% => discount 1% on the turnover, if the variance was +20% => discount 3% etc.
Calculation view

For the detailed calculation data (sizes), four different views are available and could choose one of them or develop a new one in order to meet specific requirements. These scrollers found to the “Retroactive Discounts Profiles-Entries selection” area.

EBS-UserGuideEN-image303.pngIn order the variance percentage from the previous year to be calculated (if needed), in the calculation scroller, there must be a column named “RangeValuePrv” (respectively with the “RangeValue”), which must calculate this (previous) size. The scroller column named “CalcValue” refers to turnover based on which the benefit will be calculated (if the benefit is % on the turnover).

EBS-UserGuideEN-image304.pngIn the calculation view, may be defined particular execution parameters. The default parameters’ values can be defined and stored per discount profile, using EBS-UserGuideEN-image305.png. This means that can use ONE (common) view with different parameters values per profile (provided that they are visible parameters):

Excluding Doc/s We can select documents types to be EXCLUDED by the process e.g. already issued discounts credit notes.
Items group

& group Values

There are 3 items criteria for use to “scale” lines, which selected among various items’ grouping fields. In each line, the criterion’s values are selected through a list, the “members” of which may be predefined to “group values” fields. So, the user can only select from these values during insert the scale lines.

Retroactive Discount Profiles – Scales (benefits setup)

Size EBS-UserGuideEN-image306.pngThe “size” of benefit could be either a %percentage or a value (thus the currency is also defined)
Document type The document type that will be produced by the process.
Items exemption Here we define the field and the value of the items’ grouping field, which are excluded by the process of benefit distribution to particular items. This means that whereas the turnover (“size”) calculated for all the items of a group, during calculation of proportional benefit per item, some items are exempted.
Assign to Define if the results analysis to produced documents will occur to the “current item” (for every item) or to a specific “Generic Item” (of type expenditure). The “current item” is default choice in order the Stock costs, profits etc. to be correctly updated. As far as the printing of the credit document is concerned (needed only in Sales), if it is to avoid the printing of detailed items, this can be done by using “lines grouping” to the print form (see the “Presentation & Printing Tools” manual). Thus, if we have common “reasoning” to the lines (e.g. to the “comment” field) during process execution, it can be printed ONE line with the values totals (discounts) having this “comment” as grouping field, while the document does contain detailed lines.
Scale

The main definition of an agreement term (discount profile) is the one that sets particular conditions (goals) and connects these with particular benefits. In this area, we define the scales, either if they concern values of different criteria or different values range to the same criterion or any combination of these, as well as the BENEFIT (whether it is a value or a %, defined to the header).

EBS-UserGuideEN-image307.png

How to see the results & update forecasts

EBS-UserGuideEN-image308.pngThe calculation process is accessible through Periodic Processes.

In the dialog appeared, the user must select a specific agreement and one or more terms (discount profiles), provided to have a common produced document type). Then, he must define series for document generation and some comments, if needed.

EBS-UserGuideEN-image309.png

Through the action buttons to the bottom area, the calculation process can be executed (EBS-UserGuideEN-image310.png) and, finally, the generation of documents to occur (EBS-UserGuideEN-image311.png).

The first sub-page “Results” shows the results of calculation (for the current discount profile), and the second sub-page “Documents” shows the documents that produced.

EBS-UserGuideEN-image312.png

As a COMMON document is produced from many profiles for the same trade account, the discount profile in which each (item) line was based on, is transferred to the documents’ lines (at the “additional item line” table).

How to check the implementation of agreements

EBS-UserGuideEN-image313.pngThrough the Calculation results menu option, we can see the all the results of the calculation’s executions.

The available data (for filtering, grouping etc.) are the Trade Account, the Agreement, the Profile, the Item, etc. So, even without create documents, we take a full picture of expected discounts.

Expenses

In this chapter will be examined the typical expenses scenarios and the data entry and monitoring method within the system. Additionally, will be examined the Cost Centers concept and the various methods to allocate expenses to them.


The guidelines and the examples are mainly based on the default product parameterization, as far as the documents are concerned, the transitions, the screens layout and the information tools.

In order an expense document to be created, the following ways are available:

  • From the “Trade transactions” toolbar, where a selection dialog appears:

EBS-UserGuideEN-image314.png

EBS-UserGuideEN-image315.png

  • From «Transactions/Expenses» menu and we select “Insert” from the vertical toorbar of the displayed view:

EBS-UserGuideEN-image316.png

EBS-UserGuideEN-image144.png

For these expenses that are typical – repeatable, it is preferable that appropriate shortcuts to be created (e.g. Rentals, Electricity, Telephone, Subscription, Payroll etc.), where:

  • Document type, creditor and the expense will be ready – already entered
  • If the amount is fixed, it must have been also entered at the lines of this “document-template”, in order the user to put minimal effort
  • The document series, preferable to be removed, just before is “sent” to the shortcuts.

Remind that the shortcut is created through the “Actions” menu of the document (at its horizontal toolbar). During create shortcut, the current DATA of the document stored as it is, ready for every future use.

Expense receipt

  1. For petty expenses, when immediately paid and we do not wish the Creditor to be updated:

Appropriate document type: BXP (Expenses, interests and other bank payments)

  1. When we want the creditor to be updated, even when he is immediately paid:

Appropriate document type: XPD (Debit note)

This document may be issued as “on credit”, i.e. the payment occurs later with a separate document. In general, this is not a common case. We usually have “on credit” at Invoices, and not at Receipts.

The default format of the Expenses document is the following:

EBS-UserGuideEN-image317.png

Type and Document Series

They are required fields for document identification. Usually, they automatically take values, depending on the user and his access to the series. The document number produced (e.g. XPD-A -00143) is its identification code in the system and must have automatic numbering. Do NOT try to enter here (e.g. with use of “manual” series) the number of the original. There is a specific field (“Alternative document”) for this purpose.

Date

Login date is automatically proposed.

Creditor definition

Searching either achieved from the code or the Name. If detected, it appears on the screen otherwise, we can create a new one through EBS-UserGuideEN-image201.png icon. In this case, a dialog opens with the minimum data to be typed. Usually, it is used a “general creditor” e.g. “Other creditors”.

Payment method

It is suggested the creditor’s Payment method. Through the EBS-UserGuideEN-image318.png icon, there produced “payment lines” to the right bottom of the screen. Usually used the “cash” payment method and the default cash account is the current branch’s cash register.

Cost Center

If the expense concerns particular cost center and if it is monitored to one or more of the “horizontal” system dimensions (project, business unit, activity, dimension 1, 2) define it to the “Management” header sub-page.

Expenses

In the items segment, we detect the items-expenses by any of the available searching methods, and give their value.

If the VAT category is correctly defined to the expense form, you may only define the total value and from there, the net value and VAT will be calculated. Otherwise, may modify the line’s VAT category.

In the “GL account” column appears the account that will be updated. It can be changed. This will happen, if you are using ONE item-expense or a general expenses category (per VAT category) and on document level, you “specialize” the particular Ledger account.

The “Costing folder” column is entered if the expense concerns an Import process, in order to be allocated to the imported stock items, through the Imports cost determination process.

When the expense is Non-deductible, the VAT category must have been defined with the “non-deductible” property activated. Then, the update (the expense’s debit) occurs with the TOTAL of the value and not just with the net value.

Information for Expenses documents customization

As far as the default Payment Cash register is concerned, this is determined to the document series, to the Liquidity accounts list of the series:

EBS-UserGuideEN-image319.png

In the general case, it has been opened ONE cash liquidity account per Branch and this is the default payment account to the documents in cash. Especially for the “automatic payment” account, could be defined on a series basis, IF:

  • It is fixed (ONLY the specific account): Used when each job position corresponds to a separate cash register, where balance counting and monitoring is accomplished.
  • It is not fixed, but it may be used any other account of the same Branch (ONLY acct. of the same branch). This is used when the separate cash registers to the same Branch can exchange money and the counting and control occurs in Branch level. Even when each cash register of the branch is separately monitored, the expense may be entered from one work position but the payment to occur with cash of another Cash register. Here, we enable the payment from the actual Cash register, without a “cash transfer” through a particular document to be necessary.
  • There is no constraint. When we may need this? While the expenditure registration logically is made from document series of each branch (for correct statistics and cost control at branch level), but the actual payment may be obtained from the headquarters. In that case, the main cash register must defined as payment account to expense documents of other branches, thus we release here the cash account selection to the user, in order to get correct cash balances, without unnecessary cash transfers.

The same functionality is available for the FORECAST account that is used in transactions “on credit”. This influences the way obligations will appear (outstanding expenses) per branch.

How do we see the results of issuing Expenses?

View Content
Expenses Documents List of all expenses documents.
Trial balance of items-expenses

Statements of accounting format with the expenses credit/debit of the selected period and progressive totals (with drill down to the detailed entries, available to “Account statement” reports too).

EBS-UserGuideEN-image320.png

Purchases & Expenses Journal per VAT rate

Auxiliary Journal for reconciliation VAT Inflows, where for each VAT rate, Net and VAT values reported per Accounting category eg. Goods, Expenses, Products, Fixed assets etc.

EBS-UserGuideEN-image321.png

Creditors Trial balance Accounting format balance and similar statement, with the detailed entries.
Purchases and Expenses per branch

Cube analysis per branch, where all horizontal dimensions are also available.

EBS-UserGuideEN-image322.png

As much, the horizontal dimensions as the PERIOD can be moved to the cube dimensions. The Stock and Fixed Assets purchases data may be removed from the layout (through the “data” option).

Services Invoice

Appropriate document type: XPI (Invoice)

Technically, the only difference from the Debit Note (XPD) is that it updates the State Reporting. It may contain cash payment or not.

An example of the accounting entry generated when the invoice in “on credit”:

EBS-UserGuideEN-image323.png

An example of the accounting entry generated when the invoice is “in cash”:

EBS-UserGuideEN-image324.png

Services Credit Note

It is issued in cases of mistaken debit from the company’s creditors. It may contain cash receipt or not.

  1. When there is money return at the same time and we do not want the Creditor to be updated:

Appropriate document type: CNC (Credit note with payment)

  1. When we want the Creditor to be updated, even if paid at the same time:

Appropriate document type: XPS (Credit note for expenses)

An example of the accounting entry generated:

EBS-UserGuideEN-image325.png

If it is a receipt (does not update the State Reporting), we use the XPE document (Expense Credit Note (receipt))

If we want posted with negative values (just like a cancelling document), must use the document type:

Appropriate document type: XPC (Credit note)

An example of the accounting entry generated:

EBS-UserGuideEN-image326.png

If it is a receipt (does not update the State Reporting), we use the XPR document (Credit note for expenses (reversal))

Self-Dispenses

Such a dispense transaction occurs in cases where the materials (inventory items) are consumed from the enterprise itself. The “recipient” is an employee or a department of the company.

Appropriate document type: SDN (Self-dispense Note)

EBS-UserGuideEN-image327.png

Data concerning the transfer (WH, Shipping method etc) can be entered to the “Transfer data” sub-page. It updates inventory quantity and cost of grants and at the same time the expenses (in accounting). It does not participate to Revenues reports or Expenses reports, but just to the Stock Book reports.

EBS-UserGuideEN-image328.png

In Accounting, it equally updates revenues and expenses.

During the stock valuation process, if in the end it has been calculated a different cost from the one defined to this transaction, cost correction entries are generated (reverse of self-dispenses estimated cost and registration of the finalized cost, after stock valuation).

When such a transfer cancelled or a mistake occurred or the item returned to Stock for any reason, the following document must issued, which makes exact the same entries of a reversed sign:

Appropriate document type: SDR (Self-dispense Return Note)

In cases where the recipient is customer, see the documents and the workflows used to the related chapter concerning free grant (sale).

Self-dispense customization information

  • If the VAT of the self-dispense will be calculated or not (on the cost value), it is determined at document type through the activation of the “Calculate VAT” setting:

EBS-UserGuideEN-image329.png

  • If a Delivery Note is issued, the same prefix with all other Delivery Notes, can be defined to the document (common numbering):

EBS-UserGuideEN-image330.png

Rentals

The rental payment entries issued into the system either by a simple debit note and then, separately the payment receipt or, at the time of payment, through a single document.

The documents that are used are these of the Receipts or Services invoices (XPI, BXP etc.) described at the previous chapter.

Rentals customization information

We recommend to create:

  1. The owners of the properties rent, as Creditors.
  2. The rental expenses to the expenses file either as one or separate codes per property.

As far as the rental stamp duty is concerned:

  1. It must be opened as a special account of “tax” type which is “depending on item” and is a “Stand alone” line
  2. To the expenses document types, this account must be added the “Charges/Withholding” sub-page
  3. The account must be incorporated to a special accounts group of “tax” type
  4. The group must be defined to the items-expenses “Rent” to the “Special taxes group” field.

Cars’ expenses

Appropriate document type: ΧΡΙΤ (Expense Invoice (for transportation means))

This document differs to the other used for the expenses, only as to the layout:

EBS-UserGuideEN-image331.png

Transportation means’ customization

The transportation means must opened to the vehicles table (Customization/Transaction parameters). To the related fixed asset (if it is monitored to a fixed asset) the vehicle can be filled to the homonymous field of the fixed asset register.

Relative Reporting

By completing the vehicle to the expenses lines, we can have a full cost overview at any time (insurance, service etc) from the “Fixed assets/Information/Vehicle expenses” choice:

EBS-UserGuideEN-image332.png

  • The actual expense column shows the net value except if it is about a non-deductible expense (e.g. leasing) so it shows the total value.

Freelancers’ payments

Receiving Services

For register an Invoice issued by a freelancer, we usually use the XPI, XPD or BXP documents.

Withholdings

These transactions involve some withholding, such as Engineers payments subject to withholding tax of 20% (implemented as a "withholding” on the payment value). The relevant customization should be:

  1. Opening of Special accounts “depending on trade account”

  2. Opening of related group of special accounts of type “withholding”

  3. Definition of the withholding group to the Creditors’ (freelancers) register

  4. Definition of the special accounts to the expenses documents types to the “Charges/Withholding” sub-page.

Certificates for Services provided

From the “Accounts payable” reports, these Certificates are automatically issued, for any legal use.

EBS-UserGuideEN-image333.png

  • The report printing occurs through mail-merge for the selected trade accounts after a template word text is selected.

The report uses two company parameters (to the “Self-employed persons certificates parameters” category):

EBS-UserGuideEN-image334.png

  1. To the 1st parameter it is entered a (comma separated) list of profession codes concerning the certifications issue and

  2. To the 2nd parameter is entered a (comma separated) list with ledger accounts mask which is updated by the SPECIAL accounts that will participate to the report calculation (it is required that the “GL code” field to the related special accounts screen, is completed). This is required in order the particular amounts only (and not any transactions related to the trade account), to be taken into account.

Instruction,: When we want e.g. a particular withholding type that it is referred to a particular Civil Service, we just have to complete the “special accounts” criterion. The same handling needed, when we only want particular creditors. Both special accounts and trade accounts are available criteria to the filter.

Expenses with company’s Credit Card

The expenses documents paid through company’s credit cards, given to the Accounting department by the cards’ users. In order to have a full monitoring and control of these expenses:

  1. For each card, it must be opened a Liquidity Account to the name of the Beneficiary.
  2. The expenses registration must be in cash with the usual documents (XPI, XPD or BXP) which are used for the other expenses cases. There must be defined the “payment liquidity account” that corresponds to the card user.

EBS-UserGuideEN-image335.png EBS-UserGuideEN-image336.png

  • You may open special payment methods, with the particular liquidity accounts being ready and just select the corresponding payment method (of the card’s user) to the header.

  1. The payment of the card account will be inserted through the BCT (Cash deposit) document for the deposit of the amount due, from the Cash register or a Bank account to the Card account. To the header we insert the Liquidity account FROM which we pay and to the document line the Liquidity account of the card that we pay.

EBS-UserGuideEN-image337.png

This entry will “close” the Cards’ liquidity account statement:

EBS-UserGuideEN-image338.png

  1. The deposit of any additional Bank charges will be issued through a expenses document in cash, to the creditor “Bank” (e.g. BXP), where liquidity accounts of company’s cards, are not involved. Into this, the additional charge will be inserted as an expense.

  2. When we want to monitor a credit limit to these company’s cards, we could define it through CLC document (Corrective entry for liquidity account (Credit)) at the beginning of each year, so it would appear to the “Credit” column (in Balances & Statements) and cancel it at the end of each year.

  • EBS-UserGuideEN-image339.pngTo the document type, it will NOT be defined an accounting journal, in order posting of the document not to occur since it will just consist an internal control entry.

In this case, to the Liquidity Accounts statements, to the credit column, we check for any credit limit excess. The balance of these accounts after each payment will not become zero, but equal to the credit limit.

EBS-UserGuideEN-image340.png

Banking Interest expenses

Appropriate document type: BXP (Expenses, interests and other bank payments)

EBS-UserGuideEN-image341.png

The result of this entry will be the update of Cash (credit) and the Expense (debit).

Bank interest expenses customization

  1. The banks must be opened as creditors.
  2. The charges from interests must be opened as Items-Expenses.

Payroll

Obligations to the employees

Appropriate document type: XPD (Debit Note)

We use a creditor “Wages and Salaries” (Obligations to the employees) which has been opened for general use, for anything related to the company’s employees.

To the expenses, we open the related accounts of fees and contributions (with zero VAT.). To the expenses lines we insert all the debit amounts to these accounts.

To the special accounts, we open (“Stand alone”) withholding accounts (insurance funds, tax payments in advance etc.) and we connect these to the document types, in order to be selectable. We select them to the special accounts lines and we type all the credit amounts.

When the document is posted, it is produced a payroll entry for the period whereas at the same time the creditor (to the creditors sub-system) shows the amount is due and the expenses sub-system has been updated with the Payroll expenses of the period.

EBS-UserGuideEN-image342.pngEBS-UserGuideEN-image343.png

Payroll payment

Appropriate document type: CPS (Cash payment (to suppliers))

When we deposit the payroll, we use the same creditor “Wages and Salaries payable” and to the lines, the Cash register or the Bank account from where the payments occur, and as amount, this creditor’s balance.

The result will be a debit to the creditor (balanced) and a credit to the Liquidity Account (Cash or Bank).

Payroll advance payment

Appropriate document type: CPS (Cash payment (to suppliers))

If an employee asks for an advance payment, we issue this receipt, where we use the general creditor (“Wages and Salaries payable”) to the header, and the Cash account (branch cash register) to the lines.

We may open the employees using a horizontal dimension (dimension 1 or 2) and to select the particular one to the header (sub-page “Administration”). Since the Payroll is inserted in summary, the update of the cost center with the amount of the advanced payment, will not give to not authorized users the information of the salary per employee, but just of the advanced payments.

Clearance of payroll advanced payments

After the Payroll entry of the period is registered with the total of the salaries due, and before the payment, we insert virtual cash return to the cash register from each employee that received an advanced payment:

Appropriate document type: CRS (Cash receipt (from creditor))

Appropriate transition: 203. CPS => CRS (Cash Receipt from Cash Payment)

The general creditor “Wages and Salaries payable” is used again.

After that, the payment occurs for the total payroll amount, whereas to the detailed report that we prepare with the deposited amounts per employee (usually for send to the bank) we exclude the amounts of these returns from their salary. We can view the advanced payments from the general creditor’s (“Wages & Salaries payable”) statement, by grouping per cost center (e.g. Dimension 1).

Expenses advanced payments & clearance

In this case, we advance money to an employee for a trip, for example, and then, based on the expenses list provided by him a clearance process occurs: either he refunds the remaining amount if he has spent less or the Accounting pays the difference, if he has spent more.

Expenses advance payment

Appropriate document type: CPS (Cash Payment)

The employee (e.g. a salesperson) will be opened as a creditor that must used at the receipt’s header. At the document’s lines, we use the cash liquidity account of the particular Branch and we enter the amount paid. To the creditors’ statement, is created a debit (negative) balance.

Receipt of expenses documents

When the employee brings the documents (invoices or debit notes), these will normally inserted into the system with XPI or XPD document types (caution! without payment). The result will be a new credit to occur for each of the creditors, i.e. they will obtain a credit balance.

Clearance

In order the clearance to be feasible, these obligations must be transferred to the employee that had paid these).

Appropriate document type: TOC (Account credit balance offsets)

The creditor-employee is defined to the header and the suppliers or the creditors with the amounts of the received invoices, to the lines. The result will be the “balancing” of the various creditors of the expenses and the “Creditor-Employee” to present a balance through the following transactions:

  • Debit due to advanced payment (MINUS)
  • Credit due to expenses (PLUS)

The balance remaining represents the amount of CLEARANCE.

  1. If the amount of the advanced payment is greater (debit balance), it will occur a money return from the employee to the Cash register through the CRS document whereas
  2. If the amount of the advanced payment is smaller (credit balance), it will occur an extra money deposit to the employee through the CPS document.

The creditor-employee register will “balance” then (will become null for the Date of clearance).

Expenses per cost center

The expenses allocation processes to Cost Centers through Cost Accounting Ledger (using allocation sheets and allocation rules to draw up corporate results) are described to the related chapter, to the Accounting Tasks unit.

If Cost Accounting is not in use, the system’s “horizontal dimensions” could be used in a way that expense transactions would “split” into cost centers (represented by one dimension or a combination of dimensions) and then, review results through views, cubes, BITs and reports of Expenses sub-ledger or General Ledger, the majority of which is available BY dimension.

Allocation through rules assigned to Expenses

The allocation (to company’s dimensions) profiles defined through Tools/Customization/Organization parameters/Business dimensions/Allocation profiles:

EBS-UserGuideEN-image344.png

An allocation profile contains:

Conditions. They consist by a validity date range and a set of values of system’s horizontal dimensions. During applying the profile, the condition must be checked by the system and if only fulfilled, the default allocation will be generated.

Allocations. An allocation is a set of lines for each “condition” that contain WEIGHTS or PERCENTAGES (to be applied to the expenses amounts, during issuing documents) and a set of values of dimensions that represent COST CENTERS. If “number” selected as a “weight type”, instead of % percentage (like at the above example where the number of employees is the allocation criterion), these numbers will be converted to % percentages (weighted as to their sum) during actual allocation.

To define a dynamic allocation rule, can create a view (into the folder Variable Allocation Views-> ESGLAllocationDynamic) for example “Revenues per business unit”, and declare it to the “Dynamic allocation view” column of the conditions part of this dialog (making it visible by “add/remove columns” functionality):
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Into this view, the columns must have predefined names: Dimensions as Project, Business Unit, Activity, Dimension1, Dimension2, Site, Date period for compare to the date of source transaction as DateRange and Numeric column that gives the allocation ratio as Weight.

If a dynamic allocation view defined, allocation lines not allowed.

The allocation profiles may be assigned to the expenses, as a default.

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Finally, to the Item’s control profile (that the expense belongs) must define “compulsory allocation” in order to requiring the user to define or check the allocation:

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During issuing an expense receipt, the allocation will be generated automatically:

  1. On demand (using the command “allocation to cost centers” from the vertical toolbar to the expenses part)
  2. During saving document, if an allocation profile found to each expense included (otherwise, storing will fail)

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Into the allocation dialog, the user might edit the allocation, add or delete lines, change dimensions, amounts or percentages. To the bottom part there calculated the totals in amount and percentage, as well as the remaining amounts “for allocation”. Cannot exit with an “accept”, without a 100% allocation of the line amount.

What will happen after posting the document is that, every transaction generated from lines to the Expense sub-ledger and to the Accounting, will have as “source” these allocation lines, so a document with ONE line, will be illustrated with MANY transactions as to the updates (provided that defined more than one cost centers).

If exiting this dialog, the allocation degenerated into ONE line of 100% (surcharge only ONE cost center), then, the dimensions will just be transferred to the parent line (expense line).

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On the other hand, an expense line will ALWAYS have zero values to their dimensions fields, for those dimensions that defined to the allocations.

To the Transaction/Expenses menu, the process “Apply cost allocation profiles” could run in order to generate massively any missing allocations. This process needed:

  • If the allocation profiles configured after registering Expenses
  • If into the Item’s control profiles the “compulsory allocation” setting was deactivated, so documents allowed to be issued without declared cost centers
  • If wish to overwrite existing allocations using a specific allocation profile

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We can define various criteria for detecting the expenses to be allocated. If we wish to recalculate the allocations must activate the “deletion of existing allocation” setting. If to the “Use profile” field select “specific”, then, we must declare this specific profile to the next respective field.

Allocation through time sheets

EBS-UserGuideEN-image351.pngIf some expenses charge the cost centers based on labor hours or on machine hours, then could registered the time sheets through the following “internal notes”, that will lead to an “allocation rule”:

Appropriate document types: INW (Internal Note of work hours recording)

INM (Internal Note of machines hours recording)

These notes displayed from “Transactions/Other offset entries/Various internal notes” and entered through the main toolbar option “Internal Processes”.

For instance, it may be issued for a person (the persons here, opened as creditors, since in cases of external partners, it is compulsory anyway) the total working hours per project in detail or summarized per day or month, with tasks (service-items), filling the “employment” (quantity) column:

EBS-UserGuideEN-image352.png

As much these data per cost center as the corresponding per machine (fixed asset), if needed, will be able to be used as allocation criteria of “not allocated” expenses.

From the main menu Transactions/Expenses/Allocation of expenses to cost centers, we take an expenses report with various criteria.

EBS-UserGuideEN-image353.png

The “actual expense” column equals either to the net value (if VAT is deductible) or to the total value (if it is not deductible).

EBS-UserGuideEN-image354.pngBy selecting (“marking”) the lines to be allocated, may select one of the ready automations, which by taking into consideration the internal notes of hours recording, of the same time range with the one of the selected to the expenses list, make allocation of the amount of each line by converting the “employment hours” per cost center to % allocation to these.

Allocation to Cost Centers based on working hours (with replacement)

A dialog appears for the selection of the “horizontal dimension” (Project, Business Unit, Activity, Dimension 1, Dimension 2) which represents the cost center for which “employment hours” have been recorded and for which must produced the analysis of the selected expenses. By pressing “Accept” to this dialog, each “original expense line” will be replaced from as many lines are needed in order its value to be attributed per cost center. To use this automation, the login user must belong to “user group for cost allocation to CC” defined to the company parameters.
note_pinned.png Example

  1. EBS-UserGuideEN-image355.pngIn “Activity” dimension we open the “ADMINISTRATION”, “SUPPORT”, “DISTRIBUTION” and “SALES” departments

  2. To the particular month, we insert the working hours per activity for employees of each department, occupied to activities, through an Internal Note, using an item-expense for each line (which ignored to the process):

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Based on these data per department, some ALLOCATION PERCENTAGES occur:

Cost Center Persons Calculation % Percentage
D1 Administration 9 ( 9/50)*100 18
D2 Sales 8 ( 8/50)*100 16
D3 Distributions 13 (13/50)*100 26
D4 Support 20 (20/50)*100 40

In the same month, suppose we want the Marketing expenses, to be allocated based on this allocation.

  1. EBS-UserGuideEN-image357.pngTo the expenses list, we select the particular marketing invoice of the month and, at the automation dialog (appeared through selection from “Automations” menu), activate the “allocation based on business activity” option.

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  1. This invoice with an expense WITHOUT VALUE to the “Activity”

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has been modified from this procedure by obtaining 4 lines (instead of one) with the particular allocation into “activities”:

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This allocation is feasible if only the expenses documents does not correspond to finalized Ledger Entries.

  • After the allocation is completed, the allocated expense lines are NOT displayed anymore to this list for cost centers allocation. If the process needs to be repeated, the field “allocated line” of the related expenses lines, will need to be disabled (value=NO). You can use the functionality of global modification through a DOCUMENT LINES view or through the “Expenses list” by selecting lines from the 2nd level (lines).

Allocation to Cost Centers based on machine hours (with replacement)

The process is exactly the same with the one based on working hours, but by using the internal notes of machines hours recording (INM).

Allocation to Cost Centers based on working hours (with reversal)

When the expenses have participated to reports that is not feasible (or desired) to be altered , the cost centers update process can achieved through reversal of initial transactions and creation of new with cost centers allocation. This automation produces new documents (ANW - Expenses allocation based on work hours) that implement these updates.

Start with the list of expenses to be allocated to cost centers, select the lines and then, choose this allocation process from the “automations” menu. In the appearing dialog, some new options are available:

  • EBS-UserGuideEN-image361.pngthe date and the document series for generate the new document

  • besides all the other horizontal dimensions, the “branch” is also available for re-allocation of expenses (during “replacement” of expense-lines in the original documents, the branch cannot be altered, it is always the branch of issuing from document series)

For internal control and reconciliation purposes, the issuing date must belong to the same month with the initial transactions (e.g. end of month). Even if the information is NOT posted to Accounting, it will be difficult (if not impossible) to obtain any control, if these re-allocations issued to a next month.

In this scenario, the initial Expenses documents are not influenced. In the new documents, the “reverse” lines are reversing all the update results of the initial lines (to the NULL or WRONG cost center) and update the new cost centers from the beginning, using the data occur from the recorded hours, through the “standard” lines.

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In this example, the ACTIVITY is selected as ALLOCATION dimension, and reported totally 40 hours to “Production” activity, 24 hours to the “Services” activity and 16 hours to “Administration” activity (through various “INW” to various dates of the month, by various persons). These hours are producing for the 3 activities a distribution 50%-30%-20%, thus, the automation generated the ANW document with CANCELLATION of the initial entry with the NULL activity (5,000.00€) and insertion of NEW entries with ALLOCATION to the 3 activities (2,500.00€ - 50%, 1,500.00€ - 30% and 1,000.00€ - 20% respectively).

By executing the “Expenses to be allocated” again, these expenses will NOT be anymore included to the list, and “original” expenses’ lines which have been allocated, are not modified or deleted. Only if the allocation documents deleted, the process can be repeated or the initial lines (“unlocked” anymore) to be altered.

The “re-allocation” documents ANW displayed to the “ Expenses corrective documents“ list, through the Transactions/Expenses menu.

Allocation to Cost Centers based on machine Hours (with reversal)

The process is exactly the same with the previous one, based on working hours but in this case, are used the Internal Notes of machine hours recording. In this case, the generated documents belong to different type (ANM - Expenses allocation based on machines hours).

Information for customizing the Expenses’ allocation through timesheets

  1. EBS-UserGuideEN-image363.pngThe documents types used to these processes defined to general parameters:

  2. To allocation processes which REVERSE the initial transaction, we can post the produced documents also to Accounting, (by updating the Accounting Journal to the ANW, ANM document types), in order the “per dimension” reports (between Accounting and Expenses sub-system) to give the same results. In this case, the generated entries, are negative for the reversed entries and positive for the new entries. Especially for the expenses with not deductible VAT, the VAT amount is ALSO transferred and allocated. The accounting groups used for posting are:

ES.0.EX.1001 Expenses Acc/nt (Cost determination)

ES.0.EX.1002 Expenses Acc/nt Contra (Cost determination)

ES.0.VT.1006 Acc/nt of VAT Expenses not deductible (Cost determination)

ES.0.VT.1007 Acc/nt of VAT Expenses not deductible Contra (Cost determination).

  1. The work or machine hours recording, can be also achieved with any other way (through a custom D.B. table, through a project task implemented to CRM etc.), provided that the automations would properly changed in order to search the “hours” (or any other criterion) from the correct SOURCE.

  2. By using the Internal Notes of work hour recording INW and INM, you can properly update the views of dynamic allocations used in expenses’ allocation profiles or in cost center accounts’ allocation profiles (where the criteria are not statically described to the allocation models, but are dynamically occur through definable views).

Costing of Imports

Through this system can monitored all the processes of goods import to the Warehouse, consisting from STAGES during which the cost of imports gradually formed. This means that, when an import case does not actually completed with a Goods Receipt and an Invoice from Supplier, but there are mediators who charge additional costs or if there is a customs procedure etc. then, the “cost determination” process is necessary, as it will properly allocate (using various rules) all the additional costs to the imported goods.


For each Import, a “Costing folder” is created. The two main concepts of a Costing folder are:

  1. Costing units. They are the imported goods of purchases documents (FNV or FIV) with the initial supplier cost (invoiced amount). They are the “units” on which the various additional costs should be allocated.
  2. Cost elements. They are the additional costs (fare, insurance costs, customs and taxes) that will charge the imported goods (“costing units”).

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Especially, as far as the Imports from Abroad are concerned, there are two exchange rates used to the documents:

  • Exchange rate. The bank exchange rate on the day of items’ arrival, based on which values conversion is enhanced (for official books update).
  • VAT exchange rate. The VAT exchange rate to intercommunity transactions is used for values calculation for Intrastat statement. In other cases (imports from third countries) this rate is identical to the Bank’s “exchange rate”.

In the following, two other concepts are used, associated with Imports from abroad:

  • Converted value. The original invoiced amount converted in base currency, using VAT exchange rate.
  • Statistical value. The converted value plus the additional costs up to the borders.

Order from abroad & Import Folder

For each import case, must create a new Imports Folder (Entries/Purchases-Imports/Import Folders).

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Folder type EBS-UserGuideEN-image366.pngWe select the appropriate type from the suggested list. The type defines a number of important information concerning cost determination and cost posting to Accounting. Thus, depending if the import occurs through the process of a separate invoice (FIV) and receipt note or through a single element (FNV), as well as if it concerns intercommunity import or import from third countries, we select the corresponding type.
Branch-W.H. We select the Branch or W.H that the Import will occur.
Miscellaneous data

In this sub-page, can be entered the General Ledger accounts, used by posting process.

EBS-UserGuideEN-image367.pngThe temporary ledger account “Orders from abroad” must NOT necessarily be unique for each import, since this sub-ledger (Import Folders) is activated and monitors the detail folders. It could be ONE summarized single account.

If to the folder type, a “closing account” is defined, it will be suggested to these 3 fields.

Informative data We may add comments, attachments etc. to the folder through the related sub-pages.

By inserting the order to the supplier, we can fill the “import folder” to the “Administration” sub-page of the Order document.

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The result will be that as much the Order as all the other documents that will follow e.g. Goods Receipt Note, Remittances to Supplier etc. will appear to the “Documents” folder sub-page:

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Purchase Invoice from a foreign firm

To the documents containing costing units (FIV or FNV invoices), it must be defined the Folder, to the homonymous header field, as well as all the information concerning values calculation (Currency, Exchange rate, VAT exchange rate). The items are displayed to the “Cost units” page of the folder.

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To these Invoice forms, the “sub-pages” of the usual Purchases documents have different layout in order to appear to the 1st sub-page, all data fields which participate to the related reports and calculations e.g. Exchange rates, Folder, Delivery terms and Trade nature.

The buttons to the bottom part of the screen lead to some of the most frequently used functionalities:

  • Full supplier data, which leads to the supplier data administration screen
  • Financial data of the supplier, which leads to a dialog of summary financial data (plafond, balance etc.)
  • Supplier Detailed entries, which leads to the supplier statement report, with all his transactions.
  • Accounting entries, which leads to the related ledger entry (if the document is already posted)
  • Invoice history log, which leads to chart illustration of document’s progress (related documents).

The result of posting this Invoice to Accounting is the following:

Entry Account Accounting Group Amount Debit Credit
General Ledger Supplier ES.1.TA.0001 Total value
Current assets orders (Folder account) ES.1.CF.0002 Total value

In case of charging additional expenses by the supplier (in the same invoice), which are allocated to the goods received as additional cost, we can use one of the following methods of issuing:

  1. Either with a charge special account e.g. “CF-TRS”
  2. Either with an “expense” generic item (to the corresponding lines sub-page). In this case, in order it to be allocated to the items and to influence their final cost, the expense item must belong to the appropriate “cost element type”, that describes the cost allocation method, as explained at the end of this chapter.

EBS-UserGuideEN-image89.pngThe «VAT exchange rate.» (which is differentiated from the Bank exchange rate only in the case of Imports from the EU) is recommended depending on the VAT Exchange rates Table, defined to the Bank Exchange Rates Table which is further defined to all documents types and based on which, the “Exchange rate” is suggested to all of the same currency, transactions. The tables are defined to the Parameterization and the Daily Exchange Rates are imported through Internet from a special time-schedjuled task (Periodic processes/Currency exchange rates).

Besides the General Ledger update, the result of this Invoice entry is the update of suppliers’ statement and of our obligations to him.

The warehouse is not updated (by value). This will occur during the (temporary or definitive) closing process of the Costing (Imports) Folder, that will be later examined.

Goods reception

The receipt of the imported items when the Import procedures are completed and the Invoice is ALREADY received and registered to the system, thus will need to be inserted through a transition:

Appropriate document type: PLN (Goods receipt Note)

Appropriate transition: 110. FIV => PLN (Goods receipt Note from Invoice by a Foreign Firm)

The Goods Receipt Note appears to the “documents” sub-page of the Import Folder.

DO NOT “reverse” the documents actual order, trying to “fit” to the usual process of Domestic Purchases, as in some cases (e.g. Fixed assets Import from Abroad) can create problems or the need for additional documents’ customization (beyond the ready-system customization).

Issuing of import’s expenses

The expenses documents (XPI) which put additional value to the Import, are issued in the same way as all the other expenses cases, and the only difference is that the Import Folder must be defined to the document header (to the «Administration» sub-page). This information will be used as much to the document posting as to the Cost determination process.

The Folder is transferred to the expenses lines and can be differentiated per line, for cases of common expense invoices for many Folders:

EBS-UserGuideEN-image371.png

Thus, a line of an expenses’ invoice can surcharge one import folder and another line another folder.

The expenses concerning each import, are displayed to the “Cost data” page of each folder.

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The accounting result of issuing an Expenses’ Invoice referred to Import Folder/s is:

Entry Account Accounting group Amount Debit Credit
General Ledger Creditor/Supplier ES.1.TA.0001 Total Value
Current assets orders (Folder account) ES.1.CF.0001 Net Value
VAT of Import Folder Expenses ES.1.VT.1007 VAT value

Especially in case of Imports from Third Countries (outside EU), the Invoice of the agent and Customs declaration, must be registered:

Appropriate document type: CUD (Custom declaration from Third Countries)

EBS-UserGuideEN-image373.png

  • This document has special layout in order to enable (make easier) the entry of various value types (Statistic value, taxes, other custom expenses etc.) of goods customs clearance.
  • The Creditor in this document is usually the Customs clearer
  • The Folder must be defined to “Administration” sub-page.
  • To the Custom Declaration are reported the total Statistical value and the VAT of this value paid to the Customs Office by the agent. Independently of any other calculations that may have occurred (by the folder’s processes) for cost’s defining, these values must be typed INTO THIS document, in order Accounting as well as our Obligations, to be properly updated. Use the appropriate item-expense for the Statistical value of the related VAT ratio (default items CF* -> Statistical value of imported Χ%).

EBS-UserGuideEN-image374.pngIf there are ALREADY issued Expenses Invoices that concern the Statistical value (participating to this value), BEFORE the Custom clearance entry, you must execute the “Calculate Distributions” task from the Folder “Actions”.

During the Statistical Value typing, is automatically achieved the calculation of the “Statistical value difference“ in order, only this value, to be allocated as an additional cost to the imported goods. This value is the difference between the calculated Statistical Value of the folder (which has been configured from the various Invoices) and the Statistical Value referred to the Custom Declaration of the customs office (defined exclusively at this point, in the “CUD” document).

  • To the SAME document, are reported the taxes and other customs expenses. For these expenses, (expenses list of customs clearer) of which the original data are attached, there are 2 cases, since paid to the agent (customs clearer):

    1. To not concern the summarized State Reporting, thus, are inserted into the SAME document (CUD) without the information of each contracting partner, and then our obligation will ONLY concern the customs clearer (of the header) for the total expenses.

    2. To concern the summarized State Reporting, thus, the expenses must be inserted with the usual expenses documents (XPI, BXP). In this case, an offset entry of the obligation TRANSFER from the other creditors to the customs clearer, must be inserted (TOC – Account credit balance offsets).

The accounting illustration of the Custom declaration document, is the following:

Entry Account Accounting group Amount Debit Credit
General Ledger Creditor/Supplier ES.1.TA.0001 Total Value
Third Countries Expenses ES.1.CF.1002 Expenses net value
Expenses VAT of Import Folder ES.0.VT.0004 VAT value
Current assets orders (Folder) ES.1.CF.0001 Net value
VAT Account of Customs declaration (Third Countries Folder) ES.1.VT.1008 VAT value
Account of Statistical Value Difference ES.1.CF.1001 Statistical value difference
Account of Third Countries Expenses ES.1.CF.1002 Statistical value difference
Informative accounts Arrivals Account (Customs clearance Value) ES.0.CV.0003 Statistical value
Arrivals Account (Customs clearance Value)-Reverse ES.0.CV.0004 Statistical value
  • Especially for the posting of Customs clearance VAT value, it is used a different accounting group and a different VAT account (i.e. 54.00.20*) usually used, instead of Expenses VAT Account (54.00.29*).
  • The resulting statistical value difference, debits the “Purchases” account e.g. 20.01.00.0019 and credits the “Expenses from Third Countries Imports” account e.g. 20.05*. In this way the “Difference” issue is resolved, in order the folder account (32) to be balanced at the end, whereas the Purchases from Abroad account reconciliation (20.02) remains feasible.

Costing procedure

Since the Suppliers’ Invoice and the various Expenses documents have been “connected” to the Folder, the Cost determination process (the final cost determination of the imported goods through expenses allocation), is accomplished through folder closing. This process produces costing entries for the Inventory update. Before closing, the Inventory is NOT updated with the (initial) cost of the invoice from abroad.

EBS-UserGuideEN-image375.pngThere are two closing types (Temporary and Final), each of which can be cancelled and re-executed, in cases where parameterization has changed (the expenses allocation method) or if we received an additional expense document or if a mistake occurred. The difference between the Temporary and the Final closing is only the capability of using a different Purchases account (forecasted Purchases e.g. 2?.99*) instead of the standard accounts (2?.00*) and also the fact that through the Final Closing, the folder status becomes “closed” so, it is not allowed to connect new expenses to the folder. The activation of the closing process is achieved through the “Actions” folder menu. The result of the process is:

  1. Creation of “Import Costing” document which is presented to the “Documents” sub-page and to the “Imports costing documents” list for all folders through main menu (Entries/Purchases-Imports). This document creates a cost entry to the Inventory Records, which allows the execution of the Stock valuation process, providing correct results.
  2. Creation of cost elements analysis to the imported goods, which displayed on 2nd level, under each item line (per %VAT) to the “Cost units” folder sub-page.

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  1. Update of the “Costing” folder sub-page, which displays an estimation of Sales Prices re-adjustment based on the new definitive cost of each imported item.

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The closing process creates two (2) Accounting entries, one (1) to the accounts of the General Ledger Chart and one (1) to the accounts of Informative Chart of Accounts, depending on the Folders’ Types configuration (see. Unit with parameterization information).

The accounting ledger entries can differentiate, depending of the origin country (European Union or Third Countries).

For an Intra-Community import, the entries are as follows:

Entry Account Accounting group Amount Debit Credit
General Ledger - Purchases Current assets orders (Folder) ES.4.CF.0010 Total Value
Intra-community acquisitions ES.4.CF.0001 Converted invoiced value
Expenses of Intra-community acquisitions ES.4.CF.1000 Additional cost
General Ledger - Statistic VAT Statistic purchases VAT ES.4.CF.0001 VAT value
Statistic purchases Debt VAT ES.4.CF.0002 VAT value
Informative accounts Intra-community goods acquisitions VAT exempted ES.0.CV.0001 *Statistical or Converted invoiced value
Intra-community goods acquisitions VAT exempted - reverse account ES.0.CV.0002 * Statistical or Converted invoiced value

*the type of values monitored to the Informative accounts, depends on the folder type customization.

For an Import from Third Countries, the entries are as follows:

Entry Account Accounting group Amount Debit Credit
General Ledger - Purchases Current assets orders (Folder) ES.4.CF.0010 Total Value
Acquisitions from Third countries ES.4.CF.0001 Converted invoiced value
Various Expenses of acquisitions ES.4.CF.1000 Additional cost
Informative accounts Arrivals Account (Converted invoiced value) ES.0.CV.0001 Converted invoiced value
Arrivals Account (Converted invoiced value) – Reverse ES.0.CV.0002 Converted invoiced value
Arrivals Account (Detailed expenses values) ES.0.CV.0007 Expenses value
Arrivals Account (Detailed expenses values) – Reverse ES.0.CV.0008 Expenses value

Costing Folder configuration info

  1. Folder type

Each import folder “belongs” to a “TYPE”. The type is a required customization element which describes the way of update of Inventory and Accounting, by the Folder Costing.

EBS-UserGuideEN-image378.png

Units type For cost determination

The available options are Purchases-Sales-Transits-Production, in case of the imports, we select Purchases.

Costing units document type

It is a single document type which will contain the imported items (displayed to the “Cost units” sub-page of the costing folder). The documents used are FIV (Purchase invoice) or FNV (Purchase invoice – Goods Receipt note).

Category

Here, is defined the folder type (Third countries etc.). During issuing, a check is accomplished based on this field, in order the user not to be able to select a non “compatible” to the supplier folder (based on the “VAT Regime” suppliers’ field).

Closing account

If a Ledger account is completed, then, this value is suggested to the 3 accounts fields of the folder, during create folders of this type.

Accounting category

Here, through accounting segments, we define the accounts to be used, depending on the type of import. The default parameterization contains the required accounting categories corresponding to the default Chart of Accounts.

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Statistical VAT update

Through these settings decided WHEN and IF the VAT of statistical value will be updated

  • To the THIRD COUNTRIES folders (see. “category” field ), these fields are not accessible, since the update occurs by the Customs’ Declaration (the concept of Statistic VAT debit/credit does not exists, the VAT of the Statistic Value is always updated from the Customs declaration).

  • To INTRACOMMUNITY folders (see. “category” field), if NONE of these 2 fields is activated (final or temporary closing), then, the statistic VAT update, is always occur through the primary cost documents (FIV, FNV Invoices, XPI, XPD Expenses).

Update Informative accounts

WHEN ?

It can be defined, either to the final or temporary closing or to both. If you do not activate any of these 2, then, the primary documents (FIV or CUD, XPI etc.) will create off-balance sheet entries depending on the next field value and provided that, the “Informative accounts Journal” in not null, otherwise, no entry will be created to these accounts.

WITH WHAT VALUE?

  1. If NO is defined, it will not occur any entries to this chart of accounts.
  2. If STATISTIC VALUE is defined, the update is achieved through all items and expenses entries participating to the Statistic value (it is the only correct setting when «update during closing» has not been selected to a Third countries folder, as the customs declaration has the Statistic value).
  3. If CONVERTED INVOICED VALUE is defined, the update occurs from the invoiced amount based on the “VAT exchange rate” (concerns the intra-community acquisitions).
Informative accounts Journal In order the update to be accomplished, a check is preceded if the Journal field has been filled. If not, the application does NOT create entries to the Informative accounts.
Transition Rules

These are the transitions being executed during the final or temporary closing. The necessary transition rules are contained to the default parameterization and produce the following documents (depending the type of closing):

IFC Imports Costing (used by definitive closing)

ICF Imports Costing – Forecast (used by temporary closing)

IFR Imports Costing – Reversal (used by definitive closing cancel)

ICR Imports Costing – Reversal forecast (used by temporary closing cancel)

With detailed costs During closing, if this field is activated, the expenses are transferred (in detail) to the closing documents (as “reversed” lines). In order to use the provided parameterization, this field, must be selected! The implemented posting method, implies the existence of the detailed expenses lines to closing documents.
Carry source expenses During closing, if this field is activated, the initial expenses are transferred to the closing documents (with the allocated net value and the related VAT, in order to be used in special customizations and to meet special requirements , when desired).

If you have all cases combinations (Imports from EU and from Third countries AND either through a single document for Invoice and Goods receipt or – other times- through separate documents), then, 4 folder types are needed: two folders for the intra-community transactions (for FNV & FIV) and two folders for the Third countries transactions, respectively:

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EBS-UserGuideEN-image88.pngObviously, the above folder properties are functional, only if used from the respective “update profiles”, otherwise they are just informative. The current system’s configuration uses these properties, but if you have a different customization, you need to undertake alterations, in order to take advantage of them.

  1. Cost element type

Each expense (cost element) which can be “connected” to a folder, it belongs to a TYPE. The cost element type describes the way that the expenses (belonging to it), must be allocated to the costing units.

For the cost elements types list, see Customization/Cost Folders. The starting D.B. contains the most frequently used types with the suggested allocation method:

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The cost element type management screen is shown below:

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Units type for cost determination The existing options are Purchases – Transits - Sales and for the case of Imports we select Purchases, as with the Folder type.
Distribution type We can either select “Based on fields” (and complete the distribution criteria to the “Distribute based on fields” area or “Based on (simple or complex) expressions” if the allocation rule cannot be described by a single field and then, we create the appropriate expression to the “Distribute based on expressions» area, using the command button EBS-UserGuideEN-image383.png that appears in this case.
Allocation field The “costing unit” field (of the item line) based on which the net value of the cost elements (expenses connected to this type) will be distributed to them.
Allocation to all the items

If selected, the additional cost distribution (the expenses net value) will occur to all costing units (items) based on the distribution field or the expression defined.

If not selected (deactivated), the process will allocate expenses only to items that fulfill the “matching criteria”. The fields “Cost element’s matching field” and “Costing unit’s matching field” must be entered, in order the allocation to be executed correctly.

Cost elements’ matching field &

Costing units’ matching field

Through these fields we can define the fields that will be COMPARED between the cost element (expense) and the costing unit (item) for the distribution to be done. For instance:

a) Import duties with Specific tariff Χ to be allocated to Items with the same tariff

b) Insurance fees against particular contact (entered to user defined field of the item line AND the expense line).

Affects cost If selected, the values will surcharge the (additional) cost value of the Costing units. Only the scenario of the “Statistical value difference“ which occurs in case of Import from Third country, does NOT concern cost (but ONLY statistic value).
Affects statistical value If selected, the values will be summarized to the Statistic value of the Costing units.
Generic Items List Bulk select of the Generic Items – Expenses, that we want to integrate to the Cost element type. Through this definition, the lines of these items will be able to participate to the Cost determination process. An item may belong to only ONE cost element type. After this definition, you will see that the “cost element type” field has been updated to the generic items-expenses management screen.

The starting DATABASE contains preconfigured cost elements (the generic items-expenses with a IF* code) belonging to the default cost element types. Please check them before use:

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Costing of domestic purchases

When various additional costs concerning a purchase from a domestic supplier, are charged from someone else e.g. the shipper, a 3PL company etc., which issued through SEPARATE INVOICES, we can use the Imports Costing Folder, in order goods final cost to be calculated, taking into account all these additional expenses (through cost element types and application of the allocation process).

The functionality is similar to the one of the Import from Abroad.

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  • A folder type is opened for the Domestic Purchases.
  • Since we receive the Purchase Invoice PIV (or a PNV – Purchase Invoice/Goods Receipt Note), the folder can be opened and the Invoice to be connected.
  • To the Expenses Invoices, the Folder must be selected as it happens with the expenses, for Imports from Abroad.
  • With “distribution” and (or only) folder “closing”, additional cost items’ entries are produced and at the same time, the expenses are reversed into the Expenses sub-system (since “transferred” to the Inventory cost value).

The differences from a Folder from Abroad are

  1. It is NOT used interim “folder” account,
  2. There is no (or sense) “Temporary closure” and mainly,
  3. The Inventory is updated from the beginning by the Supplier’s Invoice, whereas all the expenses are added during “cost determination” as Purchases corrective (additive) cost entries, as it could be done by a PDV – Additional Purchases Invoice).

In Accounting, the expenses when created, update an “Expenses Account” and the corresponding “Expenses VAT Account” (the use of special items IF* is not required) and, when folder closure occurs, these entries are reversed and transferred to the Purchases Account and the corresponding Purchases VAT Account.

Entry Account Accounting Group Amount Debit Credit
General Ledger Purchases Account ES.4.CF.1050 Net Value
Revenues VAT Account ES.4.CF.1060 VAT value
Expenses Account ES.0.EX.0001 - (Net value)
Expenses VAT Account ES.1.VT.1007 - (VAT value)

Costing Folder for Domestic Purchases Configuration info

  1. In folder type, must define the “Category” field as “Domestic purchase” and activate the “with detailed costs” field:

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The documents used are:

PCD Purchase Costing

PCR Purchase Costing - Reversal

The transition rules used are:

For the case of a discrete Invoice and Goods Receipt Note

486. PIV => PCD

488. PCD => PCL

For the case of single Invoice-Goods Receipt Note

487. PNV => PCD

488. PCD => PCL

  1. The expenses that will be used to this process, must be explicitly created and belong to specific ‘purchases” cost element types, in order to achieve the appropriate method of cost distribution.

Import and customs clearance of transit warehouse

For the temporary storage, must create specific warehouses which operate in the same way as the other regular warehouses, without any special property (field). The handling of Customs Clearing Reports per Storage Unit (Lot), is not achieved through the sub-system. Here, it is monitored the costing issue, exclusively.

When moving from such a warehouse to a regular warehouse (paying customs duties and receiving the goods “free” from any duty regime) some additional charges are charged and the “Transit folder costing” must be used in order the items to be inserted to the regular warehouse carrying their whole cost, with their additional charges.

For these transfers to a “regular” Warehouse, a specific document type must be used:

Appropriate document type: IDC (Stock transit with charges during export)

The items must be opened twice: One for the “transit” items and one for the “free” items. This is necessary as they have separate cost valuation process. Another method is to define as a branch with “independent” valuation this customs Warehouse (temporary storage).

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  1. Open a folder type of units type “Transits”, where the “IDC” will be defined to the “document type for costing” field.
  2. Create cost element types for the clearing customs duties or other expenses that put additional costs. The cost element types must be filled to the appropriate item-expenses, to the homonymous field.
  3. The ”transit» items are imported to the “transit” warehouse through the Import (from abroad) process, and they take final acquisition cost, through Imports Costing Folder.
  4. Open a Transit Folder for each export occurred through this Warehouse, from the Entries/Warehouse/Transit Folders menu, and the export will be defined through the ”IDC“ document, which displayed at the ”Stock corrective documents” list. To this document header, must define the Folder and the “transit” Warehouse. In the 1st grid of items, declare the item codes that are imported to the “regular” warehouse (free from duty regime) and in the 2nd grid, declare the corresponding exported items (“transit”). The Branch and the WH of the series, are transferred by default to the exported items.
  5. EBS-UserGuideEN-image388.pngFor make the data entry process easier in case of double item codes, may create a “relation” of each of these items with the “symmetric” ones. Connect the items with this relation, and give the “code” of the relation to the “Relation for auto-generate reverse transfers” field of the “IDC” document type (behavior sub-page).

The result will be, by defining an imported item in the 1st grid, the corresponding line to the 2nd grid, to be automatically generated (during save or through the Ctrl-Shift-F9 buttons combination use).

  1. To the Expenses documents that we want to be allocated within the Folder, we must define the “transit” folder code to the header (to the” Administration” page) or, alternatively, from the “Cost Data” sub-page of the Folder, to ask “connection” and select the lines of the expenses documents that will be participate to the Cost determination process.

After these actions, the Stock Valuation process will properly correct the cost of the exported items as well as the “acquisition” cost of the imported items, after allocation of any additional costs (“connected” to the folder) executed. The posting of the Transit documents “IDC” must occur AFTER the Stock Valuation is completed. The accounting entries balance to the “header” account.

If there are expenses which surcharge the items as long as they are under transit regime (before “transfer” becomes) e.g. storage fees, insurance fees etc, you must register them to the system, by using the particular inventory items and NOT the items-expenses. Consequently, it is the Inventory sub-ledger that will be updated and the not the expenses’ one.

Appropriate document type: PDV (Purchases Debit Note)

You may use a particular document series with the appropriate title.

Payments

In this chapter, will be examined the process of liabilities payments (to creditors, suppliers, employees, shareholders, social security funds, public organizations) through various methods (remittances, manual or computerized company’s cheques, cheques of our customers or cash), as well as the way of controlling and planning payments. Payments scenarios based on an approval process by authorized users, will be also examined.


The guidelines and the examples are mainly based on the default product parameterization, as far as the documents are concerned, the screens layout and the information tools.

In order a payment document to be created, the following ways are available:

  • Through the “Cash/Notes” toolbar, where a selection dialog is displayed:

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  • From the “Transactions/Cash-Notes” menu, where, we select “Insert» to the displayed scroller:

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Cash payment

With cash are usually paid …

  • Petty cash. This entry occurs through the expenses documents (BXP - Expenses, interest and other bank payments) and not as “payment receipt”.
  • Advanced payments to employees.
  • Obligations of small value to creditors.

Appropriate document type: CPS (Cash payment)

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Document Type and Series

These are compulsory fields for document identification. The series is usually set by default, depending on the user and his access to series. The series defines the company branch from where the Cash Payment issued.

Date

The login date is set by default to the date field.

Supplier Definition

The supplier is detected through various searching methods, based on code or name.

Alternative document

EBS-UserGuideEN-image393.pngIf we want to define the number of the particular purchase or expense document that is paid (in order to occur an exact automatic “matching”), we can “maximize header” through the EBS-UserGuideEN-image394.png icon and thus, additional fields becomes available. This field is one of them.

Payment lines

To the lines segment, is filled the Cash (Liquidity account), through which the payment occurs, as well as the amount of payment to the “Value” column. By default, the “automatic payment” account of the particular branch is proposed.

How do we see the results of issuing payments?

View Content
Payments’ documents list List of payments (to suppliers and creditors) with amount separation to cash-deposits and notes columns.
Cash check statement

Statement of receivables and payments per branch, user and payment method:

EBS-UserGuideEN-image395.png

Receivables - Payables Similar to the previous information, with the format and the analysis functionality of CUBE.
Accounts Payable Trial Balance The payments are displayed to the Debit of the Trial Balances and the corresponding Statements Reports with the detailed entries.

Remittances to suppliers

Through the bank, occur most of the company payments such as, suppliers’ payment or advanced payments for purchases orders, Third parties’ payments such as telecoms, electricity, rents deposits, payroll deposit etc.

Appropriate document type: CPS (Cash payment)

The functionality and the operations are identical to those of the Cash payment with the only difference that, in payment lines, used Bank accounts (among liquidity accounts) and not Cash accounts.

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The Banks are usually charge the Bank Charges which can be included to the same document, in order the Liquidities and the Payables sub-ledgers to be properly updated. These charges reduce the total amount of the deposit that will be transferred to the supplier’s register.

note_pinned.png Example

Suggesting a fund transfer to Supplier from our Bank account of 5.000,00€. The Bank charges 60,72€ for the transfer. We define to the deposit amount 5.060,72€ and a “Charge” of 60,72€. In order to define the additional expenses, we undertake “totals area maximize» to the bottom form part through the EBS-UserGuideEN-image394.png icon, and in this way the special accounts list becomes available:

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The supplier will be updated with the difference:

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The Bank Account will be updated with the actual outflow:

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Customization Information

  1. There must have been opened “autonomous” Special Accounts of “charge” type with the % charge, if known, in order to be automatically calculated during the (CPS) deposit slip entry.
  2. The special accounts must be added in “Charges/Withholding” sub-page of document type, in order to be selectable.

Another method for funds transfer entry, is through a multiple remittances document from a Company’s Bank account to (many) suppliers with a common document for all of them, based on the Bank statement:

Appropriate document type: BSP (Remittances to Suppliers)

Such a document may be automatically generated after the processing of our liabilities to suppliers (and creditors) through the Payments scheduling process. Alternatively, can be manually issued.

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To the header, give the Company’s Bank Liquidity account FROM which the deposits will occur and to the lines, give the particular Beneficiaries and the transferred amounts to each one.

Result of this entry will be the debit of the Trade Accounts and the credit of the Bank Accounts.

In this case, the transfer expenses will be separately entered with an expense document “in cash”:

Appropriate document type: BXP (Expenses, interest and other bank payments)

  1. To the header, we place the Bank as a “creditor”

  2. To the “Payment” area (at the bottom right part of this form) we enter the Bank account from which the expenses were paid.

  3. The expenses will be entered:

  • Either as special accounts of tax type or charge (to the «amount type» of the special account data, it must have been defined VALUE and not %)

  • Or as items-expenses

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Payment with company’s cheque

Appropriate document type: NDT (Notes delivery Receipt)

The issue and delivery of the payable notes to suppliers is achieved through the (CPS) document type from the “notes” sub-page or through this special document type (NDT). Alternatively, it could be used the Payments scheduling process, which is appropriate for a mass handling of liabilities to be paid.

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In order to fill the detail data of the cheque, must select the EBS-UserGuideEN-image404.png icon to the lines segment so, it will immediately open a dialog with the full note data:

Note type The available types (with the appropriate information for posting) defined to “Customization”.
Code In order to be able to issue computerized cheques, a code format in this field with automatic numbering, is recommended.
Number

The printed cheque’s number, useful to identify and to register a unique entry in Notes’ Book.

The number is automatically calculated during save, if, to the Liquidity account, is been activated the “Calculate cheque number” field and it has been given an appropriate “calculation type” to the “Cheque numeration data” sub-page.

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Issue date and Expiry (due) date The Issue date is the documents’ registration date. The expiration (due) date indicates the exact time of cash outflows (from our Bank Account) and also updates the “Notes Expiration list”.
Payment Bank account The account proposed is the Liquidity account of “Notes issue” (as the usual bank account from where we issue cheques) and causes the automatic completion of cheque’s “Issuing Bank” (next field). At payable notes the information is useless, but at receivable notes, the Issuing Bank could be different from the Bank of actual Payment (clearing).
Computerized It is automatically activated, when the prerequisites for printing through the system (the process of print computerized payable cheques) are fulfilled. In a computerized cheque, Bank account modification, is not allowed.
Nominal Value Since it is possible for a note to be in a foreign currency, the amount are available in both currencies as well as the exchange rate. The outstanding value (i.e. the value not paid yet) is updated (reduced) automatically, through the transactions.
Assignor To the payable notes, it is not completed, it is our Company. To receivable notes, concerns the Trade Account from whom we take (receipt) the note.
Beneficiary The headers’ trade account is automatically completed.
Issuer It may be differentiated from the assignor only to receivable notes.
Guarantor The possible guarantor existence is defined here, through the Persons’ file.
Status

The Status 1=Pending (i.e. not paid yet), is displayed as a default, based on customization.

  • The status that will be obtained by the note is defined to a header field (to the “Status” sub-page) and also to the note line (it is a column which can become “visible”).

Holder/Position The supplier is automatically placed.
Remarks & User defined fields A number of reasoning fields, comments and of other types, are available for free use depending on the needs.

By returning to the document line, the notes’ basic data are displayed. The system undertakes uniqueness control (based on customization) and warns or prohibits the entry, in cases where the same number is found to another note (of the same “type” and “nature”). EBS-UserGuideEN-image406.png

Also, it cannot be added a payable note of another beneficiary by mistake.

The functionality called “Print payable cheques” is available:

  1. To the “actions” of the registration document

  1. To the “actions” of notes’ screen which is called through any notes list

  1. To the “actions” of the Notes administration List for the selected lines

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Information for customize Payable cheques Print

EBS-UserGuideEN-image410.pngIn a Notes’ screen, we select the EBS-UserGuideEN-image411.png icon through the horizontal toolbar and then “Printout administration”. We select a printing form among the forms stored to the \CSReports folder.

Through the same option, it is possible to export the template file for create a new print form.

How do we see the results of the payments entry through cheques?

View Content
Records and Expiration list of notes payable Statement of not expired yet notes-cheques, which have been issued and delivered to various suppliers (or, generally, to trade accounts).
Notes Payable Trial Balance

Notes statement per supplier:

EBS-UserGuideEN-image412.png

Suppliers Trial Balance (commercial balance analysis)

Trial balance with columns of notes debit and credit

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Transfer of a customer’s cheque to supplier

Appropriate document type: NDS (Transfer of Receivable Notes to Supplier)

It is used for the suppliers or creditors payment through RECEIVABLE Notes on hand (issued by our customers or third parties). It can be also issued the CPS Cash payment, through the “Notes” sub-page.

In this document, instead of entering a new note, a selection must be done among the open receivable notes.

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To the Beneficiary column, the supplier is automatically completed.

The result of this entry is the update of the cash OUTFLOW forecast with the same amount of the corresponding cash INFLOW forecast entry (from the customer’s note). The suppliers’ “accounting” balance is reduced, whereas the commercial balance remains the same:

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The customers’ account (assignor of the cheque) will not be affected either as to the accounting or as to the commercial balance.

During the expiration date and the note final payment, and only then, it will be reduced the suppliers’ open notes (and his commercial balance) AND the customers’ open notes (and his commercial balance) at the same time.

Replacement of a cheque/note

The replacement of a payable note will need to be defined to the system with two separate documents, for the return of the initial and the delivery of the new:

Appropriate document types: RSN (Notes return by Supplier) (old cheques)

NDT (Notes delivery receipt) (new cheques)

If the replacement concerns a receivable note,

  • If it is immediately returned to customer (assignor), then the workflow will be the following:

Appropriate document types: RSN (Notes return by Supplier) (old cheques)

NCR (Notes return to Customer) (old cheques)

NDT (Notes delivery receipt) (new cheques)

  • If it is not returned to customer (assignor), but we intend to give the note to someone else, then the workflow will be the following:

Appropriate document types: RSN (Notes return by Supplier) (old cheques)

CTN (Cancel of transferring receivable notes) (old cheques)

NDT (Notes delivery receipt) (new cheques)

In all cases, we select the supplier to the document header.

The return (RSN) is negatively displayed to payments and to all the financial statements concerning notes:

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To the suppliers’ Statement…

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Is increased the “accounting” balance with a new credit, whereas the “trade” balance remains the same:

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Especially, the Transfer cancellation is not displayed to the supplier’s statement, since it only updates the notes’ beneficiary (he is being abolished).

The liabilities that we paid by the note/s returned, are now displayed to the Unsettled (open) payables.

Thus, with the insertion (and return) of a cheque, the suppliers’ balance aging (DPO, Age analysis etc.) is not affected. Any new payment that will occur, will be “connected” (matched) with the liabilities that are now open.

  • Actually, it occurs cancellation of the matching provoked by the note. This is based on the “refers to note cancellation” setting of the RSN document type.

We recommend that when various modifications happen, as the above, to use the “Note history log” functionality which is available to the Note screen as well as to any other Notes view e.g. List of Notes, Notes Book, Notes Expiration list etc. (“actions” to the horizontal toolbar):

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Expiration of payable Notes

During payable notes expiration, the amounts necessary for their payment, are transferred to the related Bank account.

The monitoring of the liquidity needs is achieved through the Cash flow Review and from the Notes Expiration Lists.

If an account has NOT sufficient amount (“expected balance”),

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then, we should transfer there, amounts from another account:

Appropriate document type: BCT (Cash Deposit)

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To the header of this document, will be defined the account FROM whom we will transfer money (credit of liquidity account - cash OUTFLOW) and to the lines, will be selected the account TO whom the transfer will happen (debit of this liquidity account - cash INFLOW).

Based on the bank statement, it should be issued into the system all credit values of Bank Accounts to which the payable cheques correspond, at their expiration date, usually.

The transaction will occur through a “notes payment” document type, for update Liquidity accounts, Notes and Trade Accounts (for correct “commercial” balances of beneficiaries) sub-ledgers.

Appropriate document type: MPN (Mass payment of payable notes)

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To the header, we select the bank account where the cheques belong.

To the lines, we select the particular cheques which are about to expire. The searching dialog displays those having the particular bank account as a “payment liquidity account”.

The result of this transaction to the Suppliers’ sub-ledger, will be the decrease of the “commercial balance”.

This means that only by the declarative payment of particular cheques, delivered to suppliers, their “commercial” balance will become equal to their “accounting” balance (on the day of payment-disbursement). For this reason, the payment must be achieved through THIS process and NOT through any other way provided by the system for debit or credit of Bank accounts.

Payment of dividends to shareholders

The shareholders must be opened as Debtors. In Accounting it is NOT USEFUL to open accounts for shareholders in detail.

The payments can be inserted with a document allowing money payment (with fund transfer usually from a company’s Bank account) to many shareholders at the same time.

Appropriate document type: BCP (Remittances to Customers/Debtors)

EBS-UserGuideEN-image423.png

To the header, we select the Bank account and to the lines, the Debtors with the amount of each one payment. The result will be the credit of the Liquidity (Bank) accounts the debit of the shareholders’ accounts.

In order to balance these accounts, we can be issue a transaction of type “credit note”:

Appropriate document type: SJC (Receivables credit note)

To the header, we select the debited General Ledger Account and to the lines, the Debtors with the corresponding amounts.

Payment of taxes & withholdings

The various taxes - withholding are illustrated as Special Accounts into the system. These are updated from the various trading documents and we either receive an amount (return) from the related Entities/Organizations (pension funds, tax office, other public institutions) or we pay (transfer) the relevant amounts to these Organizations.

Related entities (accounts) for clearing

Organizations or Agencies where we attribute taxes/withholding or from whom we receive money (taxes return etc.) e.g. Tax office, Social security, Prefecture, Municipality etc. must be opened as trade accounts and defined to Special Accounts that they concern (to the “Related organization” field).

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Financial clearance

When these organizations are monitored through account registers (debtor, creditor) with debit and credit transactions…

  • Payments from/to them are issued through the usual cash transactions documents:

CPS Cash payment (to creditor) CPC Cash payment (to debtor)

CRS Cash receipt (from creditor) CRC Cash receipt (from debtor)

based on the related trial balances or the unsettled payables/receivables.

  • The offset entry of balances closing for the related special accounts is achieved through separate documents (a kind of accounting notes):

ADB Special accounts debit note ACR Special accounts credit note

based on Special accounts Trial Balances for check the liabilities obtained by transactions, where they were included.

If the payment is accomplished by cheque, can be defined particular Ledger Accounts that each cheque “pays”. During posting, this “Account analysis” replaces the entries to be created to the creditor account, defined at document header.

EBS-UserGuideEN-image425.pngnote_pinned.png Example

Suggesting that for the Social security in Accounting, there are 2 accounts, one for the current obligations and one for the delayed obligations. The Social security will be opened as a creditor and at the payment cheque line, could be defined the “analysis of cheque amounts” to GL accounts to be posted, through F12 use. To the appearing dialog, define the accounts and the related amounts. In this way, we avoid opening eg. Creditors for each General Ledger account (when corresponds to the same Organization).

If these organizations are NOT monitored through account registers (creditor, debtor), the payment can be done through special documents for the financial settlement, which only update SPECIAL ACCOUNTS and LIQUIDITY ACCOUNTS (or cheques) …

If the Organization is a “Creditor” If the Organization is a “Debtor”

Appropriate document types: BRP (Tax payment) TDP (Tax payment)

BSD (Tax return) TRN (Tax return)

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Since the trade account will not be updated, these document types undertake “Check payment of total amount”, which means that amounts of special accounts declared, to be exactly what the lines of cheques and liquidity accouns are summed (amount payable).

To the special accounts lines («Withholding/Expenses»), in order the user to be helped, the account balance is calculated and displayed (current and previous month). The searching displays those, from the permitted by the document type special accounts, having the headers’ trade account defined as “Related organization”.

To the cheques lines, can be created payable cheques and then, the header’s trade account is placed as their “Beneficiary”. In this case, a "commercial balance" is created to that trade account, until the cheque be paid.

For the receivables or payables control, there can be used the Trial Balance and Statement PER “Organization” (related organization) of the Special Accounts. In these reports, we see the way their balances were created.

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To the above example, there was an opening credit balance, some credits of the special account of type “tax” through invoices and some debits through payments. One of these payments was made by cheque due 12/3, when paid (so the accounting balance equals to the commercial balance).

VAT payment

The full VAT monitoring achieved through Accounting. In order to monitor the company liquidity, concerning the reasoning of receipts and payments (through liquidity accounts sub-ledger), could…

  1. Open the VAT as a special account of “Tax” type, with “related organization” the corresponding Financial Service that will have been opened as a Creditor.
  2. At the end of each month, based on the Monthly VAT statement, derived from all the taxable inflows and outflows, to enter a credit transaction with the amount to be paid, or a debit transaction with the amount to be returned:

Appropriate document types: ACR (Special accounts credit)

ADB (Special accounts debit)

  1. At the end, the financial settlement will be done using the documents for tax payment and/or tax return:

Appropriate document types: BRP (Tax payment)

BSD (Tax return)

Customization information as to the special accounts return/clearing

In order the documents for issuing payment/return of taxes and withholding (when there is no register for the related trade accounts) to function properly, i.e. BRP, BSD, TRN, TDP, these document types must have appropriate values to the following settings:

Check payment of total amount It must be activated, in order the total of the payment amount to be checked if it is equal to the amounts defined to special accounts lines. If the amounts are not the same, the document will fail during posting as the ledger entry will not be balanced (since, no debit or credit will occur to trade account).
Filter special accounts by related trade account It must be activated, in order the selectable special accounts (among these which are allowed to the document) to be those having the headers’ trade account to the “Related Organization” field.
Calculate special accounts For special accounts which are of “%” amount type, the calculation must be deactivated so, the amount to stay free for typing. The auto-calculation functionality is useful in other cases e.g. bank expenses.
Analysis of totals To the “Totals options” in “Header” sub-page, the “analysis of totals” option must be deactivated in order the special accounts list to posses all the available space. This setting is ignored in case of a dynamic (user defined) form.

Planning of payments

The organization and scheduling of payments recommended for a mass company’s debt management, leading to selection of those to be paid by various criteria, and the choice of how they will be paid, allowing the adoption of computerized cheques or transfers to bank accounts of creditors. These procedures include inter-company management (all debts of the group) and the possibility of interference approvals by authorized users before payments accomplishment.


The processes of mass management and payment of payables are activated from the Transactions/Cash-Notes/Planning of payments menu. The selection criteria are common:

EBS-UserGuideEN-image428.png

Company Can be selected liabilities of many companies
Currency For separate liabilities management in foreign currency
Date range The period where the transactions were issued and the period of their due dates (deadlines) as to the managing liabilities. The ending date depends on the correct configuration of trade accounts’ payment methods.
Trade Account Selection of particular suppliers or creditors, for processing.
Branch Selection particular branches liabilities, for processing.
Grouping Here, could ask for liabilities separation per branch or for another from systems’ horizontal dimensions, in order to manage these in a particular way. If grouping is not asked, then, all the liabilities will be concentrated to ONE line per trade account.
EBS-UserGuideEN-image429.png By maximize the filters area, some supplementary fields become visible e.g. project, business unit.

Payments by computerized cheques

Through the “Create payments” the list of payables (liabilities) contains the following data and functionalities:

  • The columns displayed are the code and name of the supplier, the total payable amount and the days of delay since the oldest open (unpaid) invoice.
  • EBS-UserGuideEN-image430.pngUsing double click the suppliers’ screen will be displayed for further information
  • In 2nd level (+), the analysis of unpaid debts is displayed with their detail data
  • The user may configure the list and save the layout (EBS-UserGuideEN-image431.png). The list of available columns contains the date of the 1st and the last unpaid amount, the suppliers’ “Credit days” (for comparison with the days of delay) etc.
  • The process can be transferred to the shortcuts, through the EBS-UserGuideEN-image432.png icon selection
  • The list with its current data and layout can be printed through print preview EBS-UserGuideEN-image433.png icon selection.

If the “Create cheque” column is activated (EBS-UserGuideEN-image434.png), the user may complete the desirable amount to the “Payment amount” column (by default, the whole amount proposed).

It can be achieved determination of specific invoices to be paid through the 2nd level (“open items” analysis), instead of defining a total amount in the 1st level. This will affect the matching that will automatically occur. Otherwise (if amounts only given to the 1st level), the matching will be achieved in the usual way (FIFO by date).

EBS-UserGuideEN-image435.png

The “for settlement” column at this point selects the line amount and summarizes it to the “payment amount” column of the 1st level. If you want to pay part of the amount of the particular invoice, simply alter the column “amount due”.

Continuously, the cheques’ desirable Expiry date must be completed, as well as the Bank account through which the payment will occur to the “From Bank account” column. The name of the Bank is automatically displayed (the Bank acct. number is also an available column through the “Edit formatting” action).

Under the list, must be defined the Issue date of the transactions as well as the document series.

EBS-UserGuideEN-image436.pngIf we want the payment to occur through multiple cheques, we use the EBS-UserGuideEN-image437.png icon to the selected line, or the F12 button. It will then, open a dialog for definition of detailed data:

  1. Payment amount

  2. Number of cheques

  3. 1st cheque expiration date

  4. The expiration dates of the other cheques depends on the “Calculate upcoming expiries» field value:

  • Either at the end of each next month from the 1st cheque expiry date

  • Either at the same day (1st cheque expiry date) per month

  • Either “null” in order the user to complete the expiration dates to the created lines.

The amount that is selected to be paid, is (equally) distributed to the lines.

EBS-UserGuideEN-image438.png To the payments lines having many cheques, the amount modification is not allowed.

The user should modify the amounts of the individual cheques or to delete this analysis through “F12”.

By completing the selection of the payment data, select “Continue”, and thus the process begins and when finished, the results screen appears. If all the required data are correct, the cheques and the documents are created and are displayed to screen, in order to be printed…

EBS-UserGuideEN-image439.pngThose payments that created without problem, are presented with a “Success message” containing the cheques’ number created, and through double click, the document is displayed.

We can activate these, for which cheques print is desired (to the “print” column) and to select the “Print Cheques” to the bottom part of the dialog. It will then follow the computerized cheques print process, after selecting the “printing device”, using the appropriate “printing form”, defined to the related bank account data. Instead one of the available printers, it can be selected the “Selected printer in bank account”.

Besides, the generated documents may be printed (to the form, defined at series) by using the button “Print documents“.

Any incomplete payments are presented with a “Failure message“ explaining the reason.

Payments by manual cheques

The process is similar to the previous one, with the difference that the cheques’ numbers are NOT produced by the system, but it must be given by the user. This occurs to the “cheque number” column (not visible to the default layouts, but selectable through right click-add/remove columns):

EBS-UserGuideEN-image440.png

Mass payments through Bank

EBS-UserGuideEN-image15.pngFrom the “Create payments” option, through the EBS-UserGuideEN-image441.png icon use for loading the alternative layout, we can also select payment by fund transfer via Bank. For this process, some supplementary columns are necessary. All the other features, described in the section of payments through cheques, are available.

EBS-UserGuideEN-image442.png

Payment method Fund transfer or cheque. The default value depends on the suppliers’ “Usual settlement” field.
Withdrawal Select between the Bank (liquidity) accounts of the company, the one FROM which the amount due, will be transferred.
Deposit

Select between the Bank accounts defined to the supplier TO which the amount due, will be transferred. It is suggested his “main” Bank account, and if the related company’s bank account is also defined there, this is suggested to the Withdrawal account (to the column “From Bank account). The suppliers’ bank accounts found to the suppliers’ management screen, to the “Financial data” sub-page:

EBS-UserGuideEN-image443.png

To the “Reasoning for Depositor” field, and to the “Reasoning for Beneficiary”, it can be given the desired content for the transactions, for the Bank.

EBS-UserGuideEN-image444.pngAfter the options are finalized, (amounts, accounts etc.) with the “Continue” button, the processing of the payments lines starts, the documents of payments (BPC) are created, and a dialog appears with the results:

At this point, it can be selected the “Export to file” button, which calls the “Mass payments from bank account” view (which is alternatively called from the Entities/Liquidity/ Information menu:

EBS-UserGuideEN-image445.pngTo the “actions” menu found the export file processes (implemented according to format of the Piraeus and Alpha Banks).

EBS-UserGuideEN-image446.pngEBS-UserGuideEN-image447.pngAfter confirmation, the appropriate file is produced (for sending to Bank) with all information for transfer the selected amounts from our Bank Account to the beneficiaries’ Accounts.

Payments approval process

EBS-UserGuideEN-image15.pngThe process is implemented by 3 operations which are sequentially executed, belonging to the same workflow.

EBS-UserGuideEN-image448.png

  • You initially prepare a “proposed” payments list,
  • The payments are approved by authorized users and in the end,
  • According to the selected options, the system produces documents, cheques or money transfers to Bank Accounts.

The functionalities are similar to these that provided to all the other payments planning processes, already examined to the previous chapters.

Preparation of payment Orders

EBS-UserGuideEN-image449.pngIn the appearing list, all the open liabilities to suppliers and creditors are presented. The purpose of this process is the creation of a payments proposal:

EBS-UserGuideEN-image449.pngEBS-UserGuideEN-image450.png

To define the payable amounts of the proposal could use one of the following methods:

  1. To the 1st level (“trade account line”) activate the “For settlement” column, thus the total amount due is proposed to the “Payment amount” column, which can be modified by the user. If a cheque would be used, the user can type a proposed expiration date for this. As far as “matching” is concerned, the liabilities will be automatically connected to payments by FIFO method (older balance).

  2. To the 2nd level (“open items lines”) select particular liabilities to be paid by activating again the «For settlement» column, and the proposed payment amount can be always modified by the user. As far as “matching” is concerned, this will be done for the particular transactions (if approved).

EBS-UserGuideEN-image451.pngBy finalizing the payments processing and by completing the date and series for the payment orders for approval to be created, we select the “continue” button and the payment orders will be created with the initial “workflow step” (see the customization guidelines at the end of the unit). At the end, a dialog will appear with the results of this process.

The payments orders (PSD) presented to the “Payments to Suppliers” list (and respectively to the “Payments to creditors”), without having updated the system, at this point of time (cash statement, balances etc.).

Approval of payment Orders

In this step, the created payment orders will be APPROVED or REJECTED.

EBS-UserGuideEN-image452.png

The approval will either occur for all the orders, on trade account basis with the “Approve all” or “Discard all” columns or separately for each liability through the “Approval” and “Discard” columns, to the 2nd level. The authorized user who approves the payments, may differentiate the “payments proposal” with:

  1. MODIFICATION OF THE PAYMENT AMOUNTS

  2. MODIFICATION of the payment method (with cheque or fund transfer)

  3. MODIFICATION of the EXPIRY DATE (for cheques)

Through the “continue” button, the payment orders approved, will go over the “OK” (approved) step (see the customization guidelines at the end of the unit) preceded their individual data modification (e.g. approved amount, expiry date) and the deletion of the rejected.

Create payments based on approved orders

At this final step, for every approved order a payment document (CPS) is produced. The expiration date and the payment method of the particular liabilities proposed are based on the already defined data.

EBS-UserGuideEN-image453.png

After you check the date and the series, selecting “Continue”, the documents (and the cheques, if defined) are created and the related payment orders are turned to “COMPLETE” (paid), based on customization of workflow steps.

The matching with the initial invoices will occur to this step, using the approvals’ detailed data (automatic or selective matching).

Customization Information for Payments Organization and Planning

  1. If processing is undertaken for many companies, the document types and series codes that will be used, must be exactly the same to all companies.
  2. For computerized cheques issuing:
  • The expiry date and the Bank account must be defined to the selected lines.
  • The “Notes numbering” data must have been defined within this Bank account
  • The CODE of the cheques must have a Code format of automatic numbering WITHOUT prefix.
  • To the company parameters, must define the document type and the type of the payable note that will be created

EBS-UserGuideEN-image454.png

  1. For funds transfer creation:

  • The Withdrawal and Deposit accounts must be defined to the selected lines.

  • To the company parameters, must define the parameters as to the document type (recommended BSP or BPC), as well as the transactions fields where the reasoning for the Bank payment order should be stored.

EBS-UserGuideEN-image455.png

  • The Bank account must be defined

  1. For the export file to other Banks, the necessary file-format alterations can be implemented, depending on the banks that the company co-operates. For this purpose, please contact the Entersoft’ Customer Service Department or a certified partner.

  2. For the implementation of the approval process:

  • The document type for the payment orders must be defined to the company parameters (the PSD – Payment Order is proposed) as well as the document fields, where the payment orders’ information will be stored for use to next steps (expiry date for the cheques and payment method):

EBS-UserGuideEN-image456.png

  • The “workflow steps” must be defined (initial step, approval and final):

EBS-UserGuideEN-image457.png

Sales

In this chapter, sales scenarios will be examined for all the stages of the process from the offer and the ordering, up to the actual loading of the items, their shipping and Invoicing.


The instructions and the examples are mostly based on the recommended customization of the product, as far as the trade documents, the transitions, the screen layouts and the informative tools are concerned.

For a sales document to be entered, the following ways can be used:

  • From the toolbar "Trade Transactions", where the choice dialog appears:

EBS-UserGuideEN-image458.png

EBS-UserGuideEN-image459.jpeg

  • From Transactions -> Sales/Revenues, a scroller is called in which we use the "Insert" button (top right):

EBS-UserGuideEN-image460.png

EBS-UserGuideEN-image144.png

  • From the "Transitions" menu when the entry is made by processing a previously created trade document:

EBS-UserGuideEN-image461.png

  • From the "Transition" menu of a previously created trade document (e.g. Invoicing a Delivery note from the Delivery note screen):

EBS-UserGuideEN-image462.jpeg

Offer to a customer

Appropriate document type: SOF Quotation (offer)

The offer is made to an existing or a candidate customer and contains particular items as wells as services with the appropriate prices and discounts, while also the payment terms or other parts of the deal with the candidate customer. If there has been any monitoring of the sale process up to the time when the Offer is required, then the offer will be created automatically by the CRM workflows, thus eliminating the need for manually typing and entering the offer.

The Offered items might not have been entered as Inventory items so (based on customization that should have preceded this step) "general items" containing a free description can be used.

Also, in an offer, it is possible for certain alternative scenarios to be indicated. For example, two recommended solutions, each with its own total value.

The printout of the offer can be pre-designed by an appropriate layout or it could become available in a file, which could be attached to the document by the user. If the printing occurs by the system, it can be stored in a PDF file and to automatically be attached to the document, based on the customization of the document series.

EBS-UserGuideEN-image463.png

Document type

and series

They are required data for the identification of the Offer. Usually it will be automatically proposed based on the user and his access rights to the document series.

Date

The entry date is automatically proposed

Offer recipient

EBS-UserGuideEN-image464.jpegThe search is handled either by the T.R.N or the Name, in order to check if the recipient has been entered as a "Person" in the system. If that person found then it will be inserted in the Offer form.

Otherwise using the icon EBS-UserGuideEN-image465.png a new one can be created at that moment, through the appearing dialog, containing the fewest possible data:

While entering or choosing the recipient, a customer must be identified for the prices, discounts, possible tax calculation and other processes, which have been incorporated in trade documents, to work properly. This is required even though the Offer has no official standing in Journals or the system updates.

If the Recipient (who also updates the "Recipient" field of the "Transfer data" tab-page), is an already registered into the system customer, the customer will appear instantly and no further action will be required. On the other hand though, if the Recipient is a new customer, depending on the customization that has taken place, the following cases can arise:

  • The system will either ask for the Recipient to be entered as a customer as well (with the General Data already filled out) through a dialog which contains supplementary commercial data:

EBS-UserGuideEN-image466.jpeg

The code and the template are necessary. The template will automatically set the appropriate values to the rest of the fields in order for the customer to become a functional trade account that can be used in the invoicing without any problems.

  • Or a pre-defined to the customization trade account will be filled automatically, requiring no user interference.

Salesperson

If the salesperson correlates with the user (the authentication is made through the linked Person between user and Salesperson), the field will be filled out automatically, otherwise the Salesperson will be required to choose (usually himself), so that the correct information is available for the next stages of the sale process.

% Discount

If the customer already has a discount, that will be proposed (unless there is a special pricelist which defines a specific discount). If not, the user can enter the discount manually.

Other general data

In case the trade account is a new one, the user could use the "Reasoning" field or the Notes tab-page to provide with additional information on the terms of the particular offer. E.g. the validity period, the payment way, when the delivery needs to take place etc.

Alternatively, using the rest of the tab-pages of the header (or the fields in the first tab-page) several required data in particular fields could be defined and printed in the Offer itself.

Offered Items

The entry of an Item line in the Offer is made in the first line of the grid, in contrast to the usual documents where the entry of the line is done in the end.

EBS-UserGuideEN-image467.png

Using one of the known search techniques, either based on the code or based on the name, we can track down the item every time we need to. This search takes place in the catalogue items in order for the Offers to be able to accept items that have not been entered in the Inventory yet. When a catalogue item is located, if it correlates to an inventory item, then the entry of the line goes on normally. If no inventory item is connected to it, the following cases apply:

  • The user will either be asked to immediately create a corresponding Inventory Item thought a dialog asking for accounting and trade details.

EBS-UserGuideEN-image468.png

The code, profile, supplier and the sale prices of the Item are necessary data, in general. The profile, if correctly configured, will supply the values to all the other important fields, so that the Item will be working in the Documents and the other sales and purchases processes.

  • Or a pre-defined by the customization Inventory Item will be filled automatically, requiring no user interference.

  • This Item must have been declared as a "Template" in the catalogue items of the same category, which is useful only for calculating Offers data. Before it is evolved into any next step (sale) the particular Inventory Items corresponding to the “Offer” items will have to be specified. This is due to the fact that an update of the ledger, balances etc will be demanded in next stages.

For every Item, the quantity and price will have to be defined at minimum. Depending on the commercial policy of the company, discounts (of one or more categories), gifts, offers etc can be applied.

Furthermore, the Item description can freely be changed, for use in the particular document only, in order to serve the needs of the offer, without having to enter the particular Items in the system following those particular specifications. In this way, for example, using one common “catalogue Item”, the user could enter various offers and only when those offers substantially progress onto “orders”, a more detailed entry in the Inventory can be implemented (Item, specifications, relations to other items, colors, sizes etc.)

Grouping offered items

Through the “Line Category” we can group the offered items, this way defining different “Chapters” in the offer texts, for example, Equipment, expendables, Accessories etc (using different coding especially for the offers and not grouping fields of items for this effect). Also, it is possible to define through it, which items are optional (meaning that no offer breaking terms are going to be affected). Finally, we could also create alternative solutions where every item belongs and see/print total values per each solution (scenario). All the above will be taking place through the appropriate codification of line categories and “scenarios”.

In printing forms, we can use this information (category, optional, scenario), so that the partial sums will be printed out by category.

Incorporation of the offer entry

In the “Attachments” header-tab, the user can enter the document given to the recipient, activate the “Save to DB” and use the immediate display feature while still in this environment using the vertical toolbar.

EBS-UserGuideEN-image469.jpeg

Customizing Offer information

  1. The customization of line categories will take place through Tools Customization Transaction parameters. For every value in the “Item line categories” table, we can set if the line category is optional or not as well as a scenario.

EBS-UserGuideEN-image470.png

  1. As far as the Offer layout is concerned, it can be customized the lines layout (as can be seen in the Introductory manual about grids in entity “details”) as well as the display structure as a whole (as seen in the Technology Guide about data entry forms designer).

  2. As far as the functionality of the recipient and the item are concerned, certain settings are required to the document type SOF:

  • Stating and customizing (through Ctrl+F12) of a header layout (proposed name: “Trade002”) if a dynamic form has not been designed.

EBS-UserGuideEN-image471.png

  • Stating a line layout

EBS-UserGuideEN-image472.png

  • Statement of the way that the trade accounts are defined, where the option to use a PERSON instead of a CUSTOMER is always open (through Recipient selection). In the “Define trade account from recipient” field, we can choose whether to use:

EBS-UserGuideEN-image473.png

  • New Trade Account. If by completing the person in the recipient field, a Trade Account is located, he is placed automatically into the document. On the other hand though, if a Trade Account is not located when searched for, a dialog for creating of that Trade Account will be activated. In this dialog window, the template of the “default” Trade Account will be used so that the minimum entering will be asked for from the user.

  • Default Trade Account. If the Trade Account is not found for the selected Person, the “Default” one will be used, which might mean a “general use” Person. In this case, the Default trade account must have been entered in the previous field. Furthermore, the process must be organized in a way that if offer progresses, the customer is actually created before the transition to an order (or invoice). This can be done either by the classic handlings through the menu, or by using the quick adding dialog inside the particular Offer Document. Then, this customer must replaces the “default” trade account to the Offer’s header.

  • Definition of the way of Inventory Item detection, from the catalogue Item, if a catalogue Item is required to be used instead of an actual Inventory Item.

EBS-UserGuideEN-image474.png

On the one hand the Search in Catalogue Items field is activated (the line layout for the Candidate Items will have to include the Catalogue Item column, like the SOF layout). In this case, the “Comment” line field will be used to store the description of the chosen Item, and an alphabetical search in Items (inventory and catalogue) is available in this field, to give to the user the ability to alter and store the proper description. This description will be active only in the particular document, as already mentioned.

On the other hand in the On autonomous catalogue Item field, when a linked Inventory Item is NOT found one of the following options will have to be chosen:

  • Create Item, which will activate the quick adding dialog for a new Inventory Item requiring the fewest possible data

  • EBS-UserGuideEN-image475.pngUse template item, which will use the “template item” of the catalogue Item, while the actual entry (of the proper inventory item) and alteration of the document lines will be done in a later stage. In this case, an update process of the Catalogue Items must to be done for filling their “template item” with an Item connected to an actual Inventory Item, such as it will cover the necessary functions like VAT class or measurement unit.

Choosing this option, the system recognizes the fact that the catalogue Item is not the same as the Inventory Item, and proposes prices from the Catalogue Item and not from the “template”.

Sale Order

Appropriate document type: SOR (Sale order)

The sale order is entered for a particular customer and contains Inventory Items, additional charges and information for the settlement of payment. Based on the business processes activated and customized for the sale orders:

  • A credit control check of the customer is executed
  • The availability of every Item for the ordered quantities is checked.
  • The foreseen by the trade policy prices, discounts, gifts or any other provisions are proposed and additional charges like Delivery cost, taxes etc are calculated in order to form the total value of the order.

The order can be produced by a previously entered offer (transition 471. SOF=>SOR). If a “general” customer or candidate items have been used, they will have to be defined and entered as an actual customer or actual Inventory Items, before the transition takes place (through modification of the Offer document). This is due to the fact that the order will set off a chain of reaction updating the particular ledgers.

Basic functionality

EBS-UserGuideEN-image476.png

Document type and series

They are required data for the identification of the Order. Usually it will be automatically proposed based on the user and his access rights to the document series. The series will specify the branch where the order is entered at.

Customer definition

The customer is being located using one of the various search methods, while a new customer can be entered using the icon EBS-UserGuideEN-image201.png, activating the Quick adding dialog and completing the fewest possible data. Before the customer definition, the Item lines are not accessible.

Since a customer is specified, his main address will appear to the “Branch” field. If some default data have been declared for the invoicing address, delivery site, delivery type etc to the customer mgt screen, they appear as defaults in the corresponding fields to the order header.

EBS-UserGuideEN-image477.png

Check trade account balance. This choice leads to an information dialog of the basic financial data of the customer, his Outstanding invoices and credit limits

  • Debit and Credit (prior years, transactions this year, running totals and (book-accounting) balance).
  • Commercial Balance (the accounting balance plus not paid/expired notes)
  • EBS-UserGuideEN-image478.pngBonus Balance (In case a loyalty bonus card has been activated)
  • Turnover (Invoiced, no VAT)
  • Value of outstanding orders and non invoiced Goods Delivery Notes
  • Risk (commercial balance plus the value of not yet invoiced Goods Delivery Notes)
  • Credit margin (the difference between the credit limit for the commercial balance and the total Risk)
  • Credit limits defined in the customer (Limits) and corresponding Balances from the transactions
  • Balance delay time, limit and actual, which located by the older outstanding invoice in the date it would have been paid (due date) and the corresponding amount.

More information on the credit limits found at the relevant chapter (Credit control)

Customer Statement

Through the pop-up internal menu of the “Customer code” (displayed with right-click), the ledger containing the full history of customer’s transactions can be found.

Salesperson

The customer salesperson is proposed (if such a definition has been made), otherwise, it is detected through the user who enters the current Order (if the user corresponds to a Salesperson with the same “Person”) and, finally, could be defined manually. The salesperson is copied to every line of the document, and the ability to differentiate it per line is also active.

Supervisor

Choice between the company personnel of the one Supervising the routing of the order.

Peer

Choice between the customer contacts, those that have been declared to the customer as related physical persons, in order for us to know who exactly placed each order.

Payment Method

The payment method defined in the customer is proposed. Any other method can be selected by the user, provided that the Credit Policy is not prohibiting it.

EBS-UserGuideEN-image479.png

This icon develops the payment method in “settlement lines”. The results can be seen if the payment area is activated in the document customization:

EBS-UserGuideEN-image480.png

or by “maximizing” the payment area.

EBS-UserGuideEN-image481.pngEBS-UserGuideEN-image482.pngWe can intervene and define the particular dates and payment information that have been agreed, so that they can be printed on the order. There is also the ability to receive advance payment (through the “cash” or “credit card” sub-pages), without issuing a separate receipt document.

Transfer data

In the “Transfer data” sub-page, details about the delivery of Goods can be specified. The warehouse from which the delivery starts, the delivery details, vehicle, route etc, can be entered:

EBS-UserGuideEN-image483.png

In triangular sales where the recipient is different than the invoiced customer, the recipient is declared in the 1st field of this area (where the customer has been placed as by default). The recipient can be searched by using the name or code, from the Persons list.

Pricelist

EBS-UserGuideEN-image484.png

In the pricelist sub-page, to this field, the customer’s Pricelist is proposed, if any, else, it will be proposed the pricelist of customer pricing group, if it is unique. Through pricelist, can be customized the default prices & discounts while ordering/invoicing of specific customers or customer groups, for specific items or item groups, by date, branch, quantity scales etc.

EBS-UserGuideEN-image15.pngInvoicing

policy

The Invoicing policy declared to the customer and if it defines a particular pricelist, it will replace any other pricelist chosen in the previous field. Through invoicing policy, may be applied discounts, gifts, bonus or even extra charges, based on various data of the specific order.

% Discount

The default value is the percentage of discount declared to the customer. It is transferred to the Item lines to the “%Discount1” column.

Contract

If a Contract is defined, then all of its data which differ from the existing values, will be VALID and OVERWRITE them, and appear as new proposed values (Pricelist, discount, dimensions, payment method etc.)

Workflow step

In an order, the workflow step (i.e. “approved”, “initial”, “hold” etc.) could be defined with many ways (business rule, transition for approval, field property profiles or by typing). This will be a criterion helping decide on the way, which orders must be served. Reasons which could halt the process, until the step becomes the proper one, could be the deficiencies in the Warehouse, the exceed of credit limits of the customer, the inability to load, the customer confirmation wait or other external or internal reasons. The workflow step is found to the “Status” sub-page:

EBS-UserGuideEN-image485.png

Priority

The delivery priority concerns the serving preference and the value of that field in the “Status” sub-page is proposed by the same field of the customer. It is a criterion during Order routing.

Order Items

In the order Items, we can fill out the Items with the required Quantities. The locating of the Items takes place by one of the known types of search in the available fields (apart from the code and the description it could be through Group, Category etc or the alternative or the tax code or the” multiple” code which contains all codes and barcodes).

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Any of the measurement units or the packaging units of the Item can be chosen, and then the recommended price is changed (through the relation with the measurement unit in which it has been expressed) to that particular unit. The prices of the Item ledger are considered to have been set in the basic measurement unit, but in the pricelist, there is the possibility to set a special price per package.

If the user types in the net value, then every reduction will lead to discounts while every addition will lead to a rising of the price field, in the document line.

The VAT value is calculated based on the VAT category which the item belongs to (in the document line) and the VAT regime which the customer (in the header) belongs to, affecting this way the total value of the line.

Two more important information is available in the order:

  1. The delivery date per line , by copying from the transfer data and the ability to diversify per line, and also
  2. The current available stock of each Item.

Stock availability

Through the vertical toolbar or by pressing F11, the user can get analytical information on the stock availability of the Item, in each Warehouse and also, if the same Item (code) is used by other Companies of the system, displayed those stock quantities too (there’s a color indicator for stock in other companies).

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The quantities displayed are the actual and available balance (not reserved), the expected (from other branches, suppliers or by Production and quantities already loaded/on the way), the sales orders in progress and orders issued by other branches, as well as the future stock after the possible delivery of all the above.

Based on that, the user is able to notify the customer about if and when the Item will be available, and in case that there is availability, the user can proceed to stock reservation or dispatch in-house from another branch.

Alternative, compatible & accessories

If an item is out of stock, the user is able to use the vertical toolbar to select the button called “Select based on relation” (CTRL+F9) and thus offer the customer a similar alternative, or technically equivalent item. For this to be an option, the relations between the Items must already have been set (to the Items mgt screen). In this case, a list comes up from which a choice can be made to replace the Item of the current line.

EBS-UserGuideEN-image488.pngThe «Filter Equal» in the column “Relation type” can be used if the relations are too many.

If we need to propose accessories or in cases where the accessories are actually asked for, we can use the F9 key or select “Select based on relation” from the vertical toolbar. For the new lines to be entered, all we need to do is press “Accept”.

In both cases, the “Quantitative relation” of each new Item applied to the Quantity of the current Item, with a possible repercussion to the proposed line quantity.

Another use of relations is when the customer asks for a specific Item with the condition that the Item will be compatible with another Item possessed by him already. In this case, the item (which will not be included in the order finally) is entered and using the vertical toolbar and “Select based on relation” we select the compatible items we need.

Selling combinations of items

In a few cases, some Items are sold along with others.

Set/Kit

EBS-UserGuideEN-image489.pngIf an Item package is sold as a whole, an auxiliary Item of a “Set” type can be created. When inserting it in an Order line, the parts will be developed underneath displaying the Items it contains. The allowing or not of the user to have any access to edit the lines of the contained Items, depends on the type of BOM (Bill of materials). The “Static” BOM type, will allow the user to interact only with the set line while the “dynamic” type allows full control over the lines of the set. The set Item itself (displayed in the document as a secondary header in the lines, colored differently) will neither take part in the document totals nor it will update the various sub-ledgers, apart from the Sales Statistics. The “Static” set, in particular, can be used sometimes as an OFFER pack of certain items to a special price.

Special BOM (Macro)

EBS-UserGuideEN-image490.pngIf a special Item is not in our interest to create, a “Special Bill of materials” can be defined (Entities/Inventory/Bills of material). The special BOM is a type of macro through which we are able to enter a variety of Items in a document by using the “Add through auxiliary BOM” action, found in the Actions button in the vertical toolbar of the document, or just by pressing Alt-F9.

EBS-UserGuideEN-image491.jpegThe dialog for the BOM search will be activated and after we locate and select it, we can set the quantity so that by pressing “Accept”, the proper item lines are created without the “header line” to exist, like the previous case. The auxiliary (special) BOMs can be used in a certain time frame, and then freely deleted, since no “trail” is left in the documents.

Gifts and offers

Item combinations can be provided through the Invoicing Policy, where by selling a particular Item or an Item that belongs to a specific category or a minimum quantity of an Item, other Items can be inserted automatically as gifts or to a special price.

Discount functionality

As far as the discounts are concerned, “Discount 1” proposed from the header/customer, “Discount 2” comes from the Item, “Discount 3” is available for editing an additional discount or assigned by pricelists, invoicing policy etc, while the “Discount 4” is a sum of discounts deriving from the application of Special Discount Accounts. The first three discounts can all be applied to the starting value (quantity*price) or each one can be applied on top of the previously applied one. This can be set by a specific parameter in the customization:

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All of those discounts take place on net values, while one more discount type, the gross discount will be applied to the final value (after applying the VAT charge). By using the Alt-F7, the discount on the sum, will be broken down to all the lines and can be given in three ways:

Immediately as a discount amount %Percentage

Immediately the wished payable amount

EBS-UserGuideEN-image493.jpeg EBS-UserGuideEN-image494.jpeg EBS-UserGuideEN-image495.jpeg

Actually if a gross discount is used, it will be un-taxed and transferred in one of the 3 first discounts of every line based on a company customization parameter:

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Gross profit margin – On line cost

EBS-UserGuideEN-image497.jpegIn every document line, in the “Cost value” field, the cost is stored based on the online average item cost (calculated on all types of acquisitions) making the indicative cost and profit of the whole order available.

EBS-UserGuideEN-image498.pngIn order to be able to see this information, this column can be transferred to the “visible” part of the Grid (layout) using right-click and “add/remove columns” to the grid header.

Moreover, the cube “Profitability per order” (Business snapshot/Profitability analysis) can be used providing this information. There, the user can compare gross profit between orders, customers, items and so on.

Corporate dimensions

The horizontal dimensions (Project, Business activity, Business Unit, Dimension 1, Dimension 2) end up with a particular logic in the document lines from which the revenues and expenses will be updated and results BY dimension will be produced.

The following scheme displays the dimensions’ value setting priority of the item lines which is valid for the special accounts, services, fixed assets, liquidity accounts etc as well.

By choosing a document type, the horizontal dimensions receive the value set by the document type if they have been entered and when the series is chosen, the values will be overlapped. By choosing a customer, the same will occur in the dimension fields of the header, where the user is able to alter them while, other processes like choosing a particular contract, application of a business rule or a field property profile can provide new values to these fields.

From this point on, the dimension values of the header are transferred to the lines of all types, where every entity can redefine the dimension value. For example, in case a Business unit has been stated in an Item, that will finally be the recommended value of the item line and will update the transactions, statistics etc., no matter if all the “lesser priority” entities would define a different business unit.

Information during Ordering

Having defined the item in a line, the command “Previous Item entries” (accessible from the vertical toolbar or Ctrl+F11) will immediately display all transactions of the current customer in the past for the particular item, while the price and discounts at that time are also visible.

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A full supervising review of the item’s relation to the customer can also be obtained by using the “Item Summary” command, from the vertical toolbar, which will display the following information dialog:

  1. EBS-UserGuideEN-image500.pngFor the Item of the transaction: availability, total stock and stock to the current warehouse, cost and sale prices, and

  2. For the combination of the item and the trade account: quantity sold, turnover and average sale price last year and this year, last order and last sale data.

An interesting function here, is the fact that the Item as well as the customer are visible parameters by the user. So, could see the results by changing the customer or/and the Item. This way, during the customer order, we can look for the turnover the customer has made for other Items or sale price given to another (relevant) customer etc.

After entering the order, in order to keep track of its progress, the “Show Transitions” (Transition/Show Transitions) button is available (to the horizontal toolbar), analytically displaying the quantities, when and how the order was served.

Mass replacement items in Orders

EBS-UserGuideEN-image501.pngSometimes, after issuing orders, either by customer request or due to some commercial policy or an Item abolition, or inability to deliver or any other factor, some Items will have to be replaced and the items to be sent to the customers will be similar or items of a new collection etc.

In the “Pending orders (per Item)” view (Transactions/Sales/Revenues/Information) the user can do this action by using “Change Items” command, which will be applied to all the marked item lines.

EBS-UserGuideEN-image502.jpegWe choose the item, which will replace the item used in the marked lines. Apart from the code, the ability to choose color and size is also provided. The process will REPLACE the data either of the whole line (regarding the Item) or even only the color and size. If the “Combination” setting is activated (“Yes”), then the changes will not take place for the color and size given to all lines, but only for the combination of the particular “from” color and the particular “from” size (to the same item line).

How we can see the results of Sales Orders issuing

View Content
Orders-Reservations List of registered orders EBS-UserGuideEN-image503.png
Pending orders

Orders which have not at all or just partially been delivered.

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Pending orders (per item)

Items and quantities of not yet delivered orders by delivery date

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Customer pending orders Abeyances of every kind towards customers by document (confirmed orders, reservations, production orders, in-house dispatches)
Delayed shipment status

Orders that have not been shipped, whereas the agreed delivery date has elapsed

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Summary routes review

Items and quantities by route and Geographical delivery zone

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Stock transactions history

All Inventory’s transactions by item. The Orders as well as all other transactions appear to this (and not only the “official” transactions that affect actual stock).

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Stock quantitative control Cube for check items’ quantities per item, branch, and WH.
Current stock availability

The current stock status per Warehouse with information for the expected, orders to be delivered and the future stock.

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Customizing Order information

  • EBS-UserGuideEN-image510.pngIn order to change the Order layout, a dynamic form can be used which may be declared to the document type.

In grid layouts, the visible columns can be altered and sorted according to the needs as well as stored for future use.

  • In order to accelerate the operation and if the available stock column is not required, the layout “ES-1-SALE-STOCKBAL” can be removed from the document type, by also removing the “Available stock” from the grid layout.
  • EBS-UserGuideEN-image511.pngEBS-UserGuideEN-image512.pngFor the user to be alerted when a shortage is in effect, an Item Control Profile can be used to Items. The property “Order” must be defined at a Profile line, to enforce the stock control check (i.e. actual stock or available stock not to be negative). Alternatively we can activate the feature of “Readjustment of quantity at new lines, based on stock“. The stock in this function is the one defined as to be checked (i.e. actual). It will be proposed then, the maximum possible
  • If there is a need for searching only between Items existing in stock, we can activate that ability in the document type.
  • NEVER attempt to use any of the additional development tools provided by the system, to give a value to the “%Discount 4” and “Discount 4 value” due to the fact that those fields come up by summarizing special discount accounts which are “distributed” to item lines.
  • EBS-UserGuideEN-image513.pngThe Order can accept an advance payment as mentioned before. If we need to disallow that, and the payment receipt to always issued separately, then in the document type’s customization the payment options could be deactivated (only if a dynamic data entry form is not in use).

If however we need all the settlement information to be clearly visible, the above instruction is not recommended. A field property profile should be used to disallow the existence of liquidity accounts of type “Actual”:

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  • The Credit Control is activated through the field “Check credit limits” of the document type. If we need the credit limits check to only be a warning in the order but deny the invoicing (in case that credit control rules exceeded), we can activate the Credit Control Policy at customers’ data, defining this behavior BY document type (document property, actually).
  • As far as the default price is concerned, the following parameters in the document type, in the “Lines” sub-page, should be checked:
  • Default price. Among the available options, the ones below are the appropriate ones for the sale documents and the 1st of them has been chosen to the pre-configured Order:

  1. Wholesale price: If a price zone has been defined to the customer and the choice at this point is one of the related to the price zones (retail price, wholesale price, price 1, price, 2, price 3), the corresponding price of the item is proposed, no matter which of the 5 is declared to the document type. The same feature applies to the Retail price, Price 1, Price 2, Price 3.

  2. Last sale price: It is proposed from the last dated sales transaction.

  3. Last net sales price: Works like the one above, but any discounts subtracted from the last sale price. This way if the last sale price was 100.00€ and the discount was 10%, with the previous option the default price would be 100.00€, while according to this option, the default price will be 90.00€. If a default discount is active (either due to the customer or through a pricelist), the net price should not be used because the application will propose a double discount, in this case!

  • Default price per trade account. The field is accessible only if the “default price” has a value of “last sale price” or “last net sale price”. In this case, we can define here that this “last” price should be found ONLY in the transactions of the specific customer of the current document and then, two choices will become available:

    1. Either the price of last transaction should be proposed to the line,

    2. Or, the price AND discounts to be proposed.

  • As far as the cost is concerned, that calculated and immediately provides the information of the gross profit on a line level, it is based on the setting “Default cost price” of the document type:
  • Spot cost price: This is calculated as an average price of all purchases since the last fiscal year closure, and is the quotient acquisition cost / acquisition quantity.

  • Official cost price: This is the official cost price calculated by the Stock Valuation process for the last fiscal period.

  • Standard cost price: This is the standard cost price, which defined to the “Cost prices” of each Item.

  • Last acquisition price: The “price” field from the last dating purchasing transaction.

  • Last net acquisition price: This is like the previous choice, but taking out the possible discounts taken place.

  • EBS-UserGuideEN-image515.pngIn the “T.R.N.” field, the possibility for locating the trade account is strengthened by using not only the TRN to search, but also the ID number, phone numbers, card number (if it applies), through the “Trade Account Search method” field in the document type, where multiple choice permitted.

This statement will result in the user being able to supply any of the known data (or part of them) in the one and only “T.R.N.” field at the document form and the customer to be located by any of those. This way if the customer has a phone number of 210-8920201 and a club card with the number 3220190 and in the document, the «*201*» string is typed in, both of them will be displayed to choose from, if these two fields have been activated for search.

Stock reservation for customers

Reserving stock can be achieved in various ways:

Manual input

Appropriate document type: SRC (Stock Reservation for Customer)

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The available stock calculated and displayed for the current Warehouse and for all company’s Warehouses. The reservations only affect the Inventory sub-ledger and in particular DECREASE the AVAILABLE stock. They are presented in all views mentioned at the previous unit (about Orders) and affect all functions using the available stock (i.e. stock control).

Release of a reservation can only be enforced by the following transition, when the items are going to be sent to the customer, while a cancellation (when the goods will not to be sent at all) will produce the same result:

Appropriate transition: 137. SRC=>SLN (Goods delivery Note from Stock Reservation)

This transition designed for cases when a reservation entered primarily and no orders made beforehand.

EBS-UserGuideEN-image517.pngIn case the processes are intensive and for the system to be able to update immediately, before the entry of the items is completed, do save of the document by pressing (CRTL+S), and continue entering the rest of the items.

After approval of customer Order

When an Order registered, then approved, and the stock should be reserved until the routing of the order to be sent off to the customer, the following transition should be used:

Appropriate transition: 151. SOR=>SRC (Stock Reservation from Sales Order)

For sending the Items to the customer in this case, the following transition (designed for cases where the workflow begins with an Order) should be used:

Appropriate transition: 152. SRC=>SLN (Goods delivery Note from Stock Reservation)

During issuing an Order

Another process leading to reservation provided through the following document type, where, while ordering, all quantities currently available are reserved, while all the others remain “in order”.

Appropriate document type: SCO (Sale Order with automatic Reservation)

The ones depleted will be directly ordered to suppliers and as soon as they arrive, they will be sent to the customer. This workflow is described in a next chapter, about “customer order of high priority”.

Customizing information

  • In this case, NEVER must use fields “Amount4” and “Comment5” of item line, because are reserved by preset configuration.

Shipping to a customer

Goods delivery Note (Invoice pending)

The delivery note is issued to accompany the items we send off to customers. The invoice that charges the customer will follow and will most likely be regarding more than one delivery note. The reason that a single Invoice is not issued in the mediation of distribution companies for the actual sending.

Appropriate document type: SLN (Goods delivery Note)

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Document type and series

They are necessary data for the storing and authentication of the document. Usually the series automatically proposed according to the access rights of the user. The series also defines the branch where the sending will begin from.

Locating the customer

The customer is being located using one of the various search methods, while a new customer can be entered using the icon EBS-UserGuideEN-image201.png, activating the Quick adding dialog and completing the fewest possible data. Before the customer definition, the Item lines are not accessible.

Since a customer is specified, his main address will appear to the “Branch” field. If some default data have been declared for the invoicing address, delivery site, delivery type etc to the customer mgt screen, they appear as defaults in the corresponding fields to the order header.

Transfer data

In the “transfer data” sub-page, data concerning the delivery of the items (which warehouse to which delivery address, the type of transfer, the transfer means, the Shipper etc) will be entered:

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On triangular sales where the recipient is different than the invoiced customer, the recipient will have to be defined in the 1st field of this tab (where the customer has been entered as the proposed recipient) and that can be done by searching for the recipient in the Persons list, based on the name or any other searching ways.

Sending items

In the items part, the Items along with their Quantities are filled out. The locating of the Items takes place with one of the known search methods in the available columns where apart from the code and description, grouping may be used to search through the Items using the category, subcategory and generally any grouping elements as well as the multiple code containing both codes and barcodes. A barcode reader may also be used for entry.

What is necessary is to properly fill out both the measurement unit (and package) and the quantity. Additional columns of the document are the weight and the volume, in case where they are also tracked in the Items and need to be printed.

The price is proposed based on the customization (wholesale sale price) or even from the customer pricelist and the result can be seen in the “temporary value for invoicing” (net value). If another measurement unit selected, the value will be recalculated, based on the relation between the units. The prices are considered to be in the main measurement unit, but a pricelist can be used to set a special price per packaging unit, if needed.

Finally, if the document is later viewed and possibly after being invoiced, the quantity that has been invoiced up to now will be displayed per line.

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The results of entering the Goods Delivery Note are…

  • It updates the Inventory by reducing the actual stock.

  • It updates the customer risk (displayed by choosing EBS-UserGuideEN-image521.png at header) with the value of the expected invoice (“temporary net value (for invoicing)” column).

Customizing Delivery Note information

  1. EBS-UserGuideEN-image522.pngCheck for no item that not allowed to the particular Warehouse to be accepted. This check can protect the users from typing the wrong item code or from using the wrong series. Since the allowed Warehouses are declared to Items (there is a mass procedure to implement this too), it must:

    • To be ensured that the setting “check Item W/H” is activated to the Items’ Control Profiles (to every line that concerns transfer of quantity), and, in the other hand,

    • EBS-UserGuideEN-image523.pngTo activate at SLN document type the setting “W/H filter”, which will result in NOT displaying (during search) the items not allowed to the current document’s warehouse.

  2. EBS-UserGuideEN-image524.pngAbility to filtering during search only items in stock (into the current warehouse). To the “Select only items in stock” field of the document type (to the “Lines” sub-page), may choose if this filter is active and to what line type (normal or reverse).

How do we see the results of issuing Delivery Notes?

View Content
Sales/Revenues List of all Sale documents concerning quantities or values
Pending customer invoicing Delivery notes or Goods receipt by customers who have been linked to the corresponding Invoices.
Inventory records

The Stock book with all transactions affecting quantities and/or values. Depending on the layout, it will be displaying the deliveries in the Sales column or the exports in general

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Same updating, though more concentrated, see the Monthly Statement of Stock Book as well as the Inventory Costing Balance.

Stock quantitative control

Cube for check Items’ quantities per item, branch, and W.H.:

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Journal of Quantitative Stock Entries

List of Items’ transactions PER date and Warehouse, with double qty columns to both main and alternative unit:

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Current Stock availability The current Inventory status per Warehouse with information for the expected quantities, the orders to be delivered and the future stock. The quantitative Good Delivery Notes do negative update of the “stock” column.

Goods delivery Note for an Order

When the delivery based on an Order, which entered beforehand, the document can be produced in an automatic way, through an Order transition.

Appropriate transition: 111. SOR=>SLN (Goods delivery Note from Sales Order)

When the customer Order made through the process of automatic stock reservation (SCO), then:

Appropriate transition: 176. SCO=>SLN1 (Goods delivery Note from Sales Order/Stock Reservation)

In both cases, the Delivery note will keep the transition information and will correctly update the Stock availability, reducing at the same time the ordered quantities.

This way in any view we have had the information of pending customer orders, we are also going to notice a reduction of the orders and the actual balance, as well as an increase in the sales quantity.

Selecting the transition, in the appearing dialog, we can provide the series and the date for the Delivery note with some additional capabilities (choice of lines or whole documents of orders and grouping to create a single Delivery note for the customer from more than one orders:

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Choosing “Next”, ordered Items displayed to select those that will be delivered. In the criteria, the customer is included as well as the “workflow step” (in case that Orders approval process is in force).

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Through the 1st choice column EBS-UserGuideEN-image530.png, the quantities of the Order document lines are selected automatically to become “Quantities to proceed”. Alternatively, the user could provide a smaller quantity directly in this column, thus selecting a partial delivery, tracking the quantity not to be sent to the “Remaining quantity” column. The actual and available stock at this moment is also visible to the next columns.

In this stage, if we have chosen “Documents set” in the selection level of 1st tab, in order to make whole orders be sent and to allow us to choose which ones, the next display will be different, displaying an orders overview and not lines:

EBS-UserGuideEN-image531.png

In the next step, the choices we have made will be displayed for confirmation of the process:

EBS-UserGuideEN-image532.pngIf we want to avoid the confirmation stage, could select this setting to the “transition profile” (sub-page “Additional parameters”):

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After confirming, we can press “Run”. The process will create the Delivery Note/s, which will show up in the results page:

EBS-UserGuideEN-image534.pngThe appearance of this page depends on the setting “Execution method” in the transition profile customization (sub-page “Results”):

EBS-UserGuideEN-image535.png

At this point, the user can move on to the printing of delivery Notes, through “Actions” of this results view.

EBS-UserGuideEN-image536.pngIf the result of the process is a single Delivery Note (which would happen in case of a transition from inside an Order form), then this document will automatically open (based on a setting of the transition profile).

Manual entry of Delivery & posterior connect to Order

The transitions, apart from the service that they provide for automatic document creation based on others of a previous workflow stage without the need to type, will also have some additional important results into the system: They update the pending quantities created by the source documents. This way, if an Order is not sent through a transition, it will appear as “Pending”, resulting to the possibility of re-transitioning by mistake. Furthermore, in all the availability lists, stock will appear as pending (to be sent) quantities which are not actually outstanding.

For the above reasons and even if typing is necessary to enter a document which belongs to a workflow of another, we will have to ensure that it will be connected to that document in order to close the cycle of the outstanding quantities.

note_pinned.png How do we connect the documents later?

  1. EBS-UserGuideEN-image537.pngAt the document type customization, in the sub-page “Behavior”, the transition code from which the document derives will have to be entered. If the rules are more than one, they will have to be entered separated by a comma, using a particular queue, which will represent the workflow followed.

If for example we are using Orders and Reservations which produce Delivery Notes, the first rule declared to the Delivery Note document type would be the one that uses Reservation as a source (that means that whatever is sent will firstly close the reservations). In this case, if the reserved quantities are not enough, meaning that the Delivery Note has a greater quantity, then it will be “closing” up the possible ending Order quantities as well (having declared it secondly in the transition rules of this field).

  1. EBS-UserGuideEN-image538.pngAt the document entered by typing, specifically in the “Status” sub-page, we are able to enter the document code (Order) which we wish to be connected. The Order number for example SOR-Α-00034 (full Order code) is declared in the field called “Related document”.

If the Orders closing up are more than one, the button EBS-UserGuideEN-image539.png can be used, which leads to a dialog where a search is possible to locate all the appropriate documents.

EBS-UserGuideEN-image540.png

On the other hand, any document produced by transition (and based on the setting «Observe document history» and “Monitor pending quantities” of the transition profile) contains the list of all the related documents (with lines fulfilled by the current document’s lines).

  1. EBS-UserGuideEN-image541.pngIn a document list like “Sales/Revenues” which displays the documents which we want to connect with the ”previous” ones, we mark these documents i.e. delivery notes and then, we select through the “Actions” menu of the horizontal toolbar one of the following functions:

  • Automatic quantity matching. A dialog will appear for the execution of the process:

EBS-UserGuideEN-image542.jpega. If a declaration of a related document has been done before, just press “Accept” and the matching process will be executed, connecting the documents with the ones declared as related.

b. If no related documents have been declared, we are able to choose which data will be taken into consideration in this correlation process, in order to locate the proper source documents (Orders). If the “delivery address” has been selected for example, the delivery Note will be connected only to Orders with the same “delivery address”. Activating the “previous documents” field, ensure that no matching with Orders of a later date of the Delivery Note will take place.

The data input in this dialog will be taken into consideration during matching, anyway. If for example an Order document has been declared as a related document from a different branch than the one possibly declared in the dialog, this matching will NOT take place (though this is a very rare case scenario).

  • Criteria based quantity matching. A different dialog will appear:

EBS-UserGuideEN-image543.jpegThrough this dialog, specific data will be declared for the AUTOMATIC selection of source (Order) documents to be matched, for example Order with specific dimensional values.

The process result will be to connect the chosen and the “source” documents while, this way, to update the system regarding the pending quantities just as if a transition had occurred in the first place.

note_pinned.png What takes place when one Item was ordered but another was delivered in its place?

In the Delivery Note it is possible for the Item Code to be changed in a line. This way the quantities matching of the line will remain intact and nothing will remain Outstanding.

note_pinned.png How do the items with dimensions (e.g. colors, sizes etc) achieve matching?

The automatic quantity matching that we have seen previously occurs using criteria of 1) the customer, 2) the criteria possibly declared in the dialog of the automatic matching or the source documents which have been declared as related documents and 3) the items and their “dimensions”. If the choice of similar dimensions between source and target documents should be kept or not, will be set through the parameter “Automatic quantity matching with strict dimension control”

EBS-UserGuideEN-image544.png

In dimensional items, it is possible that not the exact colors-sizes-lots ordered to be actually sent, due to several reasons and after communication with the customer. Most of the times, we want the “quantity matching” to occur, even if the dimensions are not identical and, not to keep a back order. If “no” is declared, the application will firstly check and match all lines with the same dimensions and for the rest quantity, this parameter is checked.

Handling of total quantity to be delivered (weighing)

In Delivery Notes with a variety of Items, in order for the right quantity totals to be printed, the confirmation of the quantities will take place sometimes by certain methods e.g. weighing. In this case, if the user knows the total quantity regarding a certain unit and it is not the one coming up from the lines of a Delivery note, he needs a way to declare it and the system to do proportional automatic updating of the document lines.

This can take place through “Allocate quantities”, which activated by pressing the Ctrl + Q key combination after the lines concerning the allocation are marked. The result will be the display of the dialog which allows just that:

EBS-UserGuideEN-image545.pngWe can see for the chosen Item lines, the sum of the quantities («Calculated»), provide with new («actual») and look at the difference between the two («Difference for distribution»). Choosing “Update”, the lines will be updated with the new quantities based on the starting value of the lines.

EBS-UserGuideEN-image23.pngThis function is useful only if the quantity declared here is about the One and only measurement unit of the chosen items. For example, if some lines with an alternative unit A and others with an alternative unit B, have been selected, this function will have no meaning due to the fact that only one quantity can be given.. The same applies to the weight, in case it is measured in “Kilos” in one line and “grams” on the next. In this dialog, the unit in which the quantities should be given , is displayed, using the “current line”. As many lines do not have this unit, will be ignored, while calculating totals as well as while distributing the possible differences.

Delivery with no charge

When the Delivery note should be issued to a customer for items, which will not be charged (meaning that an invoice will not follow), a certain type of document needs to be used. This usually takes place in cases where samples are sent for testing, checking etc. or sending back some items to the customer, which had been received for checking or servicing.

Appropriate document type: DWV Delivery Notes (Without Value)

If the sending to the customer concerns an already issued Receipt Note (without credit invoice pending), a transition can be used, so that the data will not have to be retyped:

Appropriate transition: 140. GRN=>DWV Delivery Note from Receipt Note (for testing, control)

This quantity updates the quantity of the “Other exports” in the Inventory Books.

  • In case the delivery is concerning an item of the customer which we have received for fixing and at the same time we are charging services, the types of documents we can use described at the specific chapter about providing services.

Delivery notes’ renumbering

In case before the printing, a numeration of the Delivery Notes of the day is needed, so that they will follow the queue in which the deliveries will be made, the specific for this purpose process “Document numeration” can be used (Tools/Maintenance tasks).

In the dialog displayed, for a day and a specific series or prefix and document type, we can see the documents meeting the conditions for the numeration:

•         Not-transitioned

•         Not-cancelled or cancelling

•         Using automatic series

•         Using series with “sequential dates”

•         Not-printed

At the criteria area, the “Trade account”, “Document code”, “Transport means” and “Itinerary” can be used to limit the number of documents participating to the process.

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For all the displayed documents, the «Update» key starts the process, which will apply to them a number by issuing date based on the sorting of this view.

Order routing process

In case we have some transport means executing certain routes, a “sharing” to them must occur for the goods to reach their destinations based on the delivery addresses, then, a summary list must to be prepared for each route and, after checking and producing the delivery notes, must print the appropriate list for the transporters. The following process recommended for this purpose:

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Invoicing customers

For a delivery Note

Usually the invoice is sent by post, though there is the possibility of electronic posting without the need for printing.

For locating of the Delivery Notes, which must be invoiced, use the view “Pending customer invoicing”. From this list, the Invoices can automatically produced by transition:

Appropriate document type: SIV (Sales Invoice)

Appropriate transition: 113. SLN=>SIV (Sales Invoice from a Goods Delivery Note)

To the invoices generated by the process will need to check or correct the (proposed) prices and discounts, and also to check the settlement payment.

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Prices and values

The application has already put prices, discounts and VAT based on the Delivery Document.

If any changes must be done, for example in discounts etc, they can be made possible either by line, or by using the field “%discount” in the header (sub-page “administration”), using theEBS-UserGuideEN-image550.pngicon, or by declaring a gross discount to the grand total, as described in the Sale Order.

Quantity

Although the document is purely regarding the value, the quantity of every line must be correct and matching the invoiced value. This quantity is the one that will form the average sale price.

It must never be set to zero. If an Invoice must issued that does not concern a specific quantity, but it is a value corrective, special documents exist for that purpose and described in the next chapters. This document type (SIV) must be used exclusively for Invoices after Delivery Notes.

Additional charges

If there are additional charges, they can either be entered as services in the 2nd line tab,

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or as special charge accounts in the special accounts footer tab:

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Settlement

Payment

The payment method defined in the customer register and proposed to all his transactions.

Using the icon EBS-UserGuideEN-image554.png if the header is maximized, the payment method will be developed underneath in settlement lines. The results are visible at the “payment” area:

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The user is able to interfere and define the actual dates and amounts for payment if there is a specific deal made.

If no payment method is defined and no data were entered here by the user for the payment forecast then, during saving of the document (for update outstanding receivables in the right way), the system will automatically create a forecast line visible in the “on credit” tab, along with the total amount to be paid. The due date of this automatic forecast entry will be set as many days after the issue date as defined by the “Credit days” in the customer.

EBS-UserGuideEN-image88.pngIf for any reason the Invoice is not entered through the transition but is typed in, we must do automatic quantity matching before the process of stock valuation is executed. This way the Invoice will be “connected” to the Delivery note so that no value is left Outstanding. Such values would lead the Stock Valuation process to create wrong forecasted transactions for sales that either quantities or values missing.

How do we see the results of issuing Sale Invoices?

View Content
Sales/Shipments List of all Sales documents concerning quantities or values
Invoicing documents A list of the documents creating Turnover per branch.
Revenues Journal per VAT rate

Auxiliary Journal for reconciliation VAT outflows, where for each VAT rate, Net and VAT values reported per Accounting category eg. Retail, Wholesale, Goods, Services etc.

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Inventory records

It presents all the stock quantitative and value transactions. The Invoices update the columns of “Sales value” (depending to each format):

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The same update (summarized) also occurs to the Monthly Statement of Stock Book and to the Inventory Costing Balance.

Customer’s statement

The Customer’s statement (of accounting nature) with detailed transactions and progressive balances.

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The same update (summarised) also occurs to the Customers’ Trial balance.

Outstanding receivables

List of all outstanding requirements (not paid invoices), per expiry month, based on correlation with payments.

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Accounting

An accounting entry is created to the Customers, Sales and VAT accounts and it updates the Accounting journals, the Account Statements, the Trial Balances etc.

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Sale Invoice – Goods delivery Note

Invoicing usually works this way. It charges the customer and comprises of an accompanying document of the Items.

Appropriate document type: SNV (Sales invoice – Goods delivery Note)

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The way the fields are completed and the possibilities existing for locating the customer, direct checking of his financial status, functionality of the payment method, transfer data, prices and discounts, customization are described extensively at the chapter about Sale Order.

In the same document, Services can be brought in, or/and Fixed assets, in the other line tabs.

A lot of care should be given into the way that the Payment method is managed. As far as the settlement is concerned in the order, the data is only informative (unless there is an advance payment). During invoicing though, those data affect the Aging of customer balance so, it is important to choose the right payment method and/or checking the forecast entries produced.

The user is able to interfere and define the actual dates and amounts for payment if there is a specific deal made.

If no payment method is defined and no data were entered here by the user for the payment forecast then, during saving of the document (for update outstanding receivables in the right way), the system will automatically create a forecast line visible in the “on credit” tab, along with the total amount to be paid. The due date of this automatic forecast entry will be set as many days after the issue date as defined by the “Credit days” in the customer.

As far as the visible results of a “Sales invoice” are concerned, in the previous chapters we have seen the way that the two documents, whose union composes the present sales document, affect the functionality and reporting.

Invoicing of Orders (with prices agreed in Order)

To be able to send and at the same time invoice customer orders, a transition will have to be used.

Appropriate document type: SNV (Sales invoice – Goods delivery Note)

Appropriate transition rule: 112. SOR=>SNV (Delivery Note - Invoice from Sales Order)

After the production of the invoices, we can check on the validity of the transfer data, prices and discounts etc and finally print them.

If the Sales invoice has been typed in, the automatic quantity matching will have to be used.

Invoicing of Orders (with new prices)

If the prices and discounts in the order are “indicative” and, during invoicing, we want to apply the new-current prices and discounts, then must use a different transition:

Appropriate document type: SNV (Sales invoice – Goods delivery Note)

Appropriate transition rule: 112. SOR=>SNV (Q) (Delivery Note - Invoice from Sales Order (with new prices))

The difference from the previous transition is that from the original order(s), only quantity and information data are copied, rather than prices and discounts, so be applied in the Invoice afresh the pricelists, contract results, invoicing policy or even simple loading items’ prices which in the meanwhile might have changed.

Invoicing additional charges

This document is used for charges, corrections or additional Invoicing to the customer, due to mistakes taken place during the starting entry regarding the item price or value, which now require additional charging.

Appropriate document type: SDV (Debit note)

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It charges the customer and updates the turnover. If the mistake taken place was requiring customer credit, then a credit Discount document (SCV) will have to be used and NOT a negative value on the current.

EBS-UserGuideEN-image88.pngDO NOT use the simple Invoice for a Delivery note (SIV), because the “pending values” produced this way will be wrong and will be taken into account, during the Stock Valuation process.

According to the default settings in the customization, the same numbering and prefix applies as the «SIV».


No charge granting to a customer

The process is regarding the sending and invoicing of the customer with no charge. A simple Delivery note is not the appropriate document, since the no charge grant is equivalent (accounting wise) to a free invoicing (and not only delivery). In this case, the posting method is differentiated compared to a Sale invoice’s, matching rather the Self-dispenses (see chapter “Expenses”), but in this case the recipient is actually a customer and not an employee.

1st Scenario-> Unified document for quantity and cost

Appropriate document type: FGN (Free grant Note)

Data regarding the shipping can be entered to “Transfer” sub-page, after the header has been maximized using the icon EBS-UserGuideEN-image550.png.

The document is updating the Inventory sub-ledger as to quantity and cost of “other exports” while at the same time it will update the expenses as well, regarding the accounting. The receivables sub-ledger is not updated. The transaction will take part neither to the Revenues nor to the Expenses reporting, but only to the Inventory and VAT Journals.

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In accounting, the revenues and expenses updated with the same amount.

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During the Stock evaluation, if finally a different cost has been calculated than the one declared in this transaction, corrective transactions will be produced, fixing the cost value

When a transport of this sort happens by mistake or the item is returned by the customer, the following document must issued, which produces the exact opposite result:

Appropriate document type: FGR (Return from free grant)

During the printing of those data, it would be best if two separate “print forms” would be used and simultaneously printed, using the ability of declaring multiple forms in the document series:

  1. One will have the layout of a “Delivery Note”, containing purely quantitative and informative data for the customer while
  2. The other one will have the layout of an “Accounting Note” with the same number and will contain the cost and VAT data, that refer to the General Ledger entry.

2nd Scenario -> Distinctive documents for quantity and cost

In case of issuing two documents, one Delivery Note and one separate cost element, there are two alternative scenarios:

Appropriate document type: SDQ (Self-Dispense Note - Quantity)

If there has been a reservation before the shipping, the following transition can be used:

Appropriate transition: 138. SRC=>SDQ (Self-Dispense Note from Stock Reservation note)

The Shipping note must be followed by the cost element (within the same Stock costing:

Appropriate document type: SDC (Self-Dispense Note - Cost Value)

Appropriate transition: 160. SDQ=>SDC (Self-Dispense Note from Delivery note)

The update matches the one done by the unified document, though in two stages.

If for some reason, an SLN (Goods Delivery Note – for sale) issued beforehand, then we must use a different document type regarding the cost and not “SDC”):

  • Either issuance of a regular Sale Invoice with zero value along with a negative result of the gross profit:

Appropriate transition: 126. SLN=>SIV (ZERO VALUE invoice from Sales Delivery note)

In this case, this transaction considered as a Sale, regarding the Stock Books.

  • Or issuance of a Free Grant Note from (after) Sales delivery note:

Appropriate document: FGS (Free Grant Note from (after) Sales Delivery note)

Appropriate transition: 148. SLN=>FGS (Free Grant note from Sales Delivery note)

This document will transport the sales quantity to the quantity of self-supplies (or other exports, depending on the layout of the Stock Book report), while at the same time the cost is being updated.

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Regarding the accounting, it updates Revenues and Expenses at the same time, just like the other Free Grant Notes (SDC, FGN).

Invoicing of public sector’s customers

Sale to customer of type Public Sector can take place with any of the sale documents. The specificity in this case is that if we are aware of withholding taking place, we are able to configure the system to be able to calculate them automatically. This can occur by using special Withholding accounts, which after being set in a group of withholding, they will be set to the relative customers at “Withholding group” field, and stated in the proper document types.

Since this configuration done, the withholding amount REDUCES the total (payable) amount as well as the customer charge. This way the receivables will be updated correctly (with the amount remaining after the reduction of the withholding).

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An alternative scenario would be invoicing without withholding and, during payment, to enter the withholding amount, based on the “State payment order” report, which usually given.

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In this case, the withholding RAISES the payment amount, so the customer credited with the correct amount, resulting in balancing of the Invoice claim with the total amount.

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Details about customizing Special Accounts see to the relevant chapter “Accounting tasks”.

Customer order of high priority

This is about a workflow during which the customer orders and, as many items have enough stock will be reserved that moment, while for those that are out of stock, an order/s is sending to the supplier/s on behalf of the customer. As soon as the Items arrive, and based on the appropriate information about the progress of the Order, the shipping and invoicing to the customer will proceed.

  • In this flow, using the default documents types that described below and designed especially for this purpose, the fields “Amount4” and “Comment5” of the line items, have been reserved.

Order with direct reservation of available stock

Appropriate document type: SCO (Sale order-Stock reservation)

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In the document lines, the following columns are available:

  • Available stock in current warehouse

  • Reservation, which activated by default if stock exists

The result is that the lines “to reserve”, will update the “RESERVED” stock to Inventory sub-ledger as soon as the document is saved (without any transition to occur), while the rest items will update the “ORDERED” at the same time.

Direct order to supplier on behalf of the customer

For all Items that are out of stock, the order is sent off to the suppliers, using a specific transition:

Appropriate document type: PSC (Order to supplier for customer)

Appropriate transition: 174. SCO=>PSC (Purchase Order for specific customer)

Selecting the transition, in the appearing list, the system displays the main supplier of each item (lines of order which have not activated the “reservation” field), and the user can select any items’ supplier instead.

The process will produce as many documents as the different suppliers are.

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At this point of the procedure, the view “Customers’ Orders status review“ will display the Items with the proper indication in the “Ordered from supplier” column. The orders presented here are exclusively of this kind (and not all sale orders), that is Sale order of “high priority”:

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Receiving goods by supplier

As soon as the Items arrived, the following transitions can be used:

Appropriate transitions: 478. PSC=>PLN (Goods receipt Note from Purchase Order for customers)

479. PSC=>PNV (Invoice – Goods Note from Purchase Order for customers)

The result will be the automatic reservation of new stock for each customer. The view “Customers’ Orders status review“ will display the Items with the proper indication in the “Sent by supplier” column.

Shipping and Invoicing of respective customer

The shipping to the customer can be implemented automatically by using one of the following transitions:

Appropriate transitions: 176. SCO=>SLN1 (Goods delivery Note from Sale Order with stock reservation)

175. SCO=>SNV1 (Sale Invoice-Goods delivery Note from Sale Order with stock reservation)

ONLY after this action will the stock reservations be released, due to the initial Sale orders.

The “Customers’ Orders status review” will display the items with indicator in the “Launched” column.

Sale Order cancellation

If an Order or part of an Order has not been delivered and it will not be delivered at all for various reasons, this must be declared into the system, for avoid to always shown up as a “pending” order.

  1. Wrong order

In this case, one of the following actions could be used:

1st method: Line deletion

2nd method: Quantity reduction

3rd method: Order deletion

  1. Cancellation from the customer side

In this case, one of the following actions can be taken, allowing the updating of the “Lost Sales”

1st method: Transition to SRO (Sales Order Rejection)

2nd method: Quantity reduction with an, at the same time, updating of the “Lost sales quantity” column

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EBS-UserGuideEN-image89.pngInformation about “Lost Sales” can be found to view «Item sales per customer». This column belongs to the “available” ones and not to the visible by default columns.

Customer sale return

Pending issuance of a credit Note

This case is about documents accompanying returned goods that issued by customers (or by us on behalf of the customer), due to a defective Item or for change delivered Items, for which a Credit Invoice will be issued.

Appropriate document type: SRN (Goods receipt Note by customer)

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It updates the stock quantities, negatively in the “Sales” column and creates a value abeyance, which will reset when a Credit Invoice issued.

After delivering items for check or test

This is regarding the cases of Items that have been shipped to customer (using a DWV – Delivery note without charge) and then returned by him, after having been checked, tested, presented etc. A Credit Invoice will not follow such a Delivery Note, but the Items expected to be returned by the customer. In this case, it must be use the appropriate transition:

Appropriate document type: GRN (Goods receipt Note (without value))

Appropriate transition: 139. DWV=>GRN (Goods receipt Note from Delivery note (without value))

It updates the stock quantities in the “Other exports” column.

Simple quantitative goods receiving

In some cases, we are not sure of the way we are going to handle the accounting part of the actual goods receipt.

Appropriate document type: GRN (Goods receipt Note (without value))

An ordinary case of quantity receiving is regarding checking, or servicing. For details on the type of documents issued when the repair process is finished, the relevant chapter on Service rendering will provide more information.

If we simply send back the Items to the customer, we use the Delivery Note without charge (‘DWV’), as described to a previous chapter. A transition is also available for this case:

Appropriate transition: 140. GRN=>DWV (Delivery note from Receipt note (without value))

Return Policy

Activating the Return policy in the Sale Return documents, you can apply business rules about if and when the return from a customer is allowed, for example like:

  • Return check using a code change
  • Definition of the maximum allowed number of days since buying for the changes to take place
  • Support of special, customizable by the user scenarios of unacceptable returns, like for example the return of goods bought during a discount period
  • Checking for returns in the same season of the initial buy
  • Ability to overcome the above return checks for specific user groups.

EBS-UserGuideEN-image575.pngIf for some of the above an authority given to overcome the check, the process of authorization from the authorized users will have to be activated. This will take place if in the dialog coming up, an authorization request asked.

EBS-UserGuideEN-image576.pngSelecting “approval request”, in the appearing dialog, must select the user to whom the request is addressed (EBS-UserGuideEN-image577.png), type a comment, if needed, and select “request”.

The (logged in) authorized user will be notified then and, after providing the system with his own authentication details, the approval will be accepted and saving of the document will become feasible, while an on screen message will inform the user about the approval (or rejection) status.

Customizing information on the return policy

  1. Which trade documents it can be activated in

In TRADE documents through the “Activate return policy” field, either the document type has “Forecasts sign” => CLOSING (meaning credit documents) so it takes into account the “normal” item lines, or the document type has “Forecasts sign” => OPENING (meaning invoices, debit notes) so it takes into account the “reverse” item lines.

  1. Configuring control types

A series of general parameters in the category “Document administration” make that possible:

Checking of NON-accepting return of items after a specific period of time

Returns=>01- Acceptance authorization by 1st User Group (Number of days). The number of days since the initial buy for which the right to overcome the check is valid for the 1st group declared in the next parameter. Setting 0 will disable the check.

Returns =>02- Acceptance authorization by 1st User Group (Group name). We declare the user group/s, (separated by comma, if many) which have the right to overcome the date range check declared in the previous parameter.

Returns =>03- Acceptance authorization by 2nd User Group (Number of days). Like in the 1st parameter for the second user group – different number of days.

Returns =>04- Acceptance authorization by 2nd User Group (Group name). Like the second parameter for a different user group.

Checking for required input of “changing code”

Returns =>05 – Check completion of initial document in returns line. If defined YES, the “alternative document” field will always be checked not to be null in the line of the returned Item. If it is a credit document, the definition of the alternative document in the header will be enough.

Returns =>06- Acceptance authorization upon non-completion of initial document. (Group name) The user group/s with the right to approve the return in a line with an empty alternative code or a non-valid code (non existing or of another customer etc).

Checking for return from a period of DISCOUNTS or another discount reason

Returns =>07- Return check for discount reasons from line field. This is where a line item field is defined where, during sale in case of a discount provision the DISCOUNT REASON is coded and input. When entered, the prohibition of certain “reasons” of discounts can be facilitated.

Returns =>08- Discount reason field content on non-acceptable return We enter the value/s (separated by comma, if many) of the above field at the initial sale document line, with which the value of the filed (declared in the previous parameter) will be compared to and in case the same one is found, the return will be prohibited.

Checking of Seasonality

Returns =>09– Check return in same season. A “Yes” here will activate the checking of the season declared in the item to compare it with the returning season. The season taken into consideration for checking, if the item has dimension management, is the season declared in the dimension pallet or in case no season found there, is the season declared to the item register.

Returns =>10– Acceptance authorization upon return in different season (group name); the user group/s with the right to overcome the check for returns in the same season.    

Automatic return approval

If the user belongs to any authorized user group (from the above ones) with the authority to approve returns, the dialog for the user authorization will not show up and the return is automatically approved (with YES in this parameter). The default behavior is to always display the approval dialog (“false”).

Returns =>11- Automatic return approval to users belonging to authorized users group.

  1. Check application methods

The checks activated during the saving documents and they function in an intercompany level.

This will actually mean that in case the customer has bought something from a store and attempts to return it to another (which monitored in another system company and not another branch of the same company) and if the return policy is being circumvented, this will be recognized if only the Items have the SAME coding.

If Inventory dimensions have been entered, all of the checks will be made for the returning Item with the same dimensions as the ones on the line of the sale document.

Credit Note

It is issued to cancel out the value charged by a previous Invoice, in case it was issued first.

For a Goods receipt Note

Appropriate document type: SCN (Credit Note from (after) a Goods receipt Note)

Appropriate transition: 117. SRN=>SCN (Credit note from a Goods receipt note)

This particular document is regarding always a specific quantity of items and cannot be used only for correct invoiced values. We never zero the quantity in it. The system (based on the proper customization of the document), if the user attempts to set the quantity to zero, will warn him for a possible misuse of the document:

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If the credit document refers to particular sale invoice/s with which it should be «matched» in order to maintain a proper “balance ageing”, we can declare the document/s in the “Status” sub-page as “related documents”, using the icon EBS-UserGuideEN-image579.png:

EBS-UserGuideEN-image580.pngIn the dialog appearing next, a search can take place to locate and use the related documents.

The ones chosen will be part of the automatic matching executed along with the document storing.

EBS-UserGuideEN-image581.jpegIn order to not allow “outstanding quantities” left (so, not to affect the Stock Valuation process), the Credit Note must either generated by transition or entered by typing and linked to the Goods Receipt Note afterwards, through automatic quantities matching process. In order this to be executed correctly, the transition “117. SRN=>SCN” must be defined to the “Origin transition rules” field of the document type SCN.

Sales discount credit Note

Appropriate document type: SCV (Credit Note – discount value)

It is issued for the retrospective discount provision to the customers after an agreement for certain commercial goals has been fulfilled or for a specific invoice if the payment settlement was observed or rarely for fixing an Invoicing mistake (higher prices than what had to be given). If the Commercial agreement is monitored into the system, a mass generation of credit discount documents can be generated and issued to the customers. In the display of such a document, the column of the quantity will not be visible in the line grid layout since it has no effect on the system.

EBS-UserGuideEN-image582.png If we are not aware of the Items to which the discount is targeting and we enter the Credit document by using a general Item, then the Sales Turnover by Item will NOT be affected. Therefore, in order to have a correct Turnover per Item and Customer and Stock actual cost value, the discount credit invoices strongly recommended to contain the particular Items for which the discount is given.

Discount for a specific Invoice

If the Credit document refers to a specific Invoice, to save the Items from being typed in again we are able to use the foreseen transitions:

Appropriate transitions: 121. SNV=>SCV (Discount Credit note from Sale Invoice-Goods delivery Note)

122. SIV=>SCV (Discount Credit note from Sale Invoice)

In both cases, the Credit note is generated with a zero (0) value so that it will have to be recalled and the discount value will be entered.

Credit Note for VAT exemption

In case that after the issuing of a sale invoice, a certificate stating a VAT exemption is submitted by the customer, then, a specific credit invoice will have to be issued. In this, the invoiced document lines must be contained with their initial net value and VAT value as “normal” lines and also, all these lines must be contained a SECOND TIME with the same net value and a ZERO VAT value (through a specific for that purpose VAT category – zero) as “reverse” lines. This is necessary in order to update the correct General Ledger Accounts (when analyzed by VAT category). The customer credited with the difference value, due to the VAT.

Appropriate document type: SCN Credit Note of Exempted VAT (Sales)

For the automatic generation of the document, there is an automation available in the documents «SIV» and «SNV», as well as at “Sales/Revenues” list, which using as a source the Sale Invoice will generate the "Credit Note of Exempted VAT”:

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After the series and issue date is entered to the appearing dialog,

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...the document created and a credit of VAT amount produced to the customer:

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How do we see the results of issuing Credit notes?

View Content
Sales/Revenues List of all Sales documents concerning quantities or values, where the credit documents will negatively update the columns «gross turnover» and «net turnover».
Revenues Journal per VAT rate

Auxiliary Journal for reconciliation VAT outflows, where for each VAT rate, Net and VAT values reported per Accounting category eg. Retail, Wholesale, Goods, Services etc. The credit documents appear as negative values.

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Inventory records

It presents all the stock quantitative and value transactions. The Credit notes update the columns of “Sales” or “Exports” generally (depending to each format):

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The same update (summarized) also occurs to the Monthly Statement of Stock Book and to the Inventory Costing Balance.

Item’s return of sales

The list of return transactions is available in each Items’ administration form:

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Customer’s statement

In the Customer’s statement (of accounting nature) with detailed transactions and progressive balances, the Credit Notes are updating the Credit, except if the “trade accounts update from "reversed" transactions with NEGATIVE entry of the same sign (D/C)” company parameter is activated (set to “true”) and thus, will appear as negative in Dedit. The same update (but summarized) also occurs to Customers Trial Balance.

The Statements and Trial Balances “with turnover separation” give the information of the net and gross turnover information where the credit notes act negatively, as expected:

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Accounting

An accounting entry is created to the Customers, Sales and VAT accounts and it updates the Accounting journals, the Account Statements, the Trial Balances etc.

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Receipt of a destroyed item from a customer

In case the customer returns a defective or destroyed item which normally bought (and INVOICED), we must issue a Quantity receipt document using the return sale document type:

Appropriate document type: SRN (Goods receipt Note by customer)

  • In case we replace the Item, we are going to send it off with a Delivery note

Appropriate document type: SLN (Goods delivery Note)

Appropriate transition: 141. SRN=>SLN (Goods delivery Note from a Receipt Note)

  • If no replacement is going to be taking place, a Credit note will have to be issued :

Appropriate document type: SCN (Credit Note for a Goods receipt Note)

Appropriate transition: 117. SRN=>SCN (Credit Note from Goods receipt Note)

In case our customer returns us a defective product which he delivered but NOT invoiced, then ONLY a quantitative return document will be necessary:

Appropriate document type: SRN (Goods receipt Note by customer)

Appropriate transition: 142. SLN=>SRN (Goods receipt Note from a Delivery Note)

In case our customer returns us a destroyed Item which he had received for checking/testing by a Delivery note without charge, then a Quantity Receipt document must be issued:

Appropriate document type: GRN (Goods receipt Note (without value))

Appropriate transition: 139. DWV=>GRN (Goods receipt Note from Delivery Note (without value)

Following that, we might have to replace the Item with a new Delivery Note with no charge:

Appropriate document type: DWV (Goods delivery Note (without value))

The above actions are concerning the transfer to the customer. As for the product delivered, there is the case back to the supplier or may not be possible to return or consumed by another method, so will follow the registration book memo “write-off” of the product:

Appropriate document type: IWO (Materials write-off)

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The write off will update the stock quantity and cost in the “Exports” column. If a particular accounting account is entered at header, it will be posted with a credit of the Sales Account of the Item.

Returning defective item to the supplier

As soon as we receive defective items from the customers, we are able to return them to the supplier and receive replacements or a credit document:

Appropriate document type: PRN (Goods delivery Note to supplier)

Item replacement

Appropriate document type: PLN (Goods receipt Note from supplier)

Appropriate transition: 124. PRN=>PLN (Goods receipt Note from Delivery note to supplier)

Credit invoice

Appropriate document type: PCN (Credit note for a Delivery Note)

Appropriate transition: 106. PRN=>PCN (Credit Note for Goods Return to Supplier)

Before deciding on the workflow to follow, it is recommended to be informed about the various types of Shipping to a supplier, by the corresponding Purchases Chapter.


Selling items of special categories

Set/kit

The item sets can be created for two distinguished purposes and different functionality during the invoicing process.

  1. Easy entering of many Items sold together (Dynamic set)
  2. Offer of many items in a “package” by special discount/price (Static set)

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During entering a set Item in the lines of a document, the parts of the set will be displayed below the set line, which will be colored differently:

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EBS-UserGuideEN-image594.pngThe set lines are not taking into account to the calculation of the document’s totals (payable amount) and they do not participate to Ledger posting. They are not actual Inventory registers whereas their parts are actual Items in stock. Especially during Sales, it will be produced sale transactions for them, to give turnover statistics. In most statistics they are not taken into consideration and a relevant criterion is not available. In a few reports only, like “Item sales per customer”, a specific criterion exists (visible only to “more criteria”) with a default value that does not include set items, since if they are included, a double turnover will be generated for the involved Items. However, the user could ask only for set items to be reported separately.

As to the behavior during issue a set-item to a document’s line:

If the set is dynamic, the user can alter the items contained in the set and not the set line fields (where the data of lines of their parts are “aggregated”) with an exemption for the Quantity (so that the user could declare the required number of sets). The system will propose prices and discounts in the lines composing the set, only. This way, if the set is taking part in a pricelist, this information will be completely ignored since its data calculated by the “child” rows of its parts.

If the set is static, the user can alter only the set and not any part of the set. In particular, the fields available for editing in the line “set” are the quantities, the price, the discounts and not directly the value. To the lines of the parts the values of set are “distributed” based on a participation ratio of each one to the set. The system will propose prices and discounts (apply pricelists etc) ONLY to the line of the set Item. This way, if the parts of the set belong to a particular pricelist, this information will be completely ignored, and the lines will obtain their values proportionally by the set line. In the static set, if any line (set or part) deleted, after a warning, all involved lines will be removed.

Color and Size

The color-size functionality during sales is quite alike the one valid in Purchases:

  1. Line handling with a quantity analysis of colors and sizes in a matrix using the F12 key
  2. Color and size handling on a line level using “color” and “size” columns
  3. Color and size handling through a matrix with quantities and prices, while at the same time keeping a distinguishing Item line for every color-size combination with Alt-F12
  4. Copying color-size from the previous line using Shift-F12

To activate the possibility to define prices per color/size, must set the relevant company parameter, otherwise, it will be used the prices of Item itself.

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Lots and Serial Numbers

The Lot handling features as well as the serial numbers in the Sales, are alike the ones valid in the Purchases. In this section we are going to be looking at the feature of the automatic lot recommendations or serial numbers for sale (and generally export) based on criteria.

EBS-UserGuideEN-image596.png In the “Item control profile” (in the Sales lines), views can be defined (with the required sorting) and their automatic execution can be defined by checking the appropriate checkbox option, beside these fields. If not, the user will have to call on the automatic selection process manually (using F8 key).

If the lots participate to configuration of pricelists this must be declared here, to the “lots define pricing/discounts policy” option field. In a typical case, the re-apply of pricelist or invoice policy, just because Lots added, is useless. E.g. if a user has given a particular discount and the lots are automatically selected, the discount will be remain as it is, unless the setting has been activated, so it will be recalculated.

For the serial numbers, could activate the checks of the Item’s control profile, for compulsory use only of “available” S/N (field in the Serial number) and for verification of S/N’s “location” to be the current W/H from which the delivery is taking place. Also, could define to select only S/Ns of specific “status” (field of the Serial number).

During the sale of a serial number it is possible to activate the warranty for the customer. This will take place by using a specific document, which will also update the starting and ending dates of the warranty in the serial number, in order to enable checking for Service procedures:

Appropriate document type: WSN (Warranty note of serial numbers)

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Bailment

An example of bailment is the package containing goods that consist subject of the company’s trading process. In general, items that suppliers provide because they are necessary for carrying the goods, usually function as bailment. Such a case is the bottles used for drinks and soft drinks.

This kind of goods are returned to the suppliers and, on sale, sometimes are also returned by the customers, thus their value will not be paid but returned. This means that it is required to monitor the quantities and values which are “pending” towards the suppliers as well as the customers.

Customization

Those Items (bottles for example) must defined as of type “Bailment” and the sub-page “Related Items” can be used to define their relation to other stock Items that depend on them. EBS-UserGuideEN-image598.pngThis definition will allow to configure an automatic way to ensure that the transport of all “linked” items would become at the same time.

For example, the bailment item “Empty Bottle 330ml” will have its relation defined with 2 Beers with the corresponding codes and a quantitative relation 1. As a result, whenever a “Beer” of these two is entered, the item “Empty bottle 330ml” will come up as well.

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By entering those two Items as relative to the “bailment” Item, the “reversed” relations are produced into those items, automatically:

EBS-UserGuideEN-image601.pngFinally, there must be done a specific configuration in the Item’s control profile for these items. To the “Binding relationships administration” part of the dialog:

At “binding relation type” field, must define the relation type code for which the automatic generation of bailment item codes is required.

EBS-UserGuideEN-image602.pngAt “auto-apply of relation” field, must define WHEN this automation would be executed. If we want the auto-produced lines to be visible to the user, we select “during data entry”.

If we need the amounts caused by bailment sale to be subtracted from the customer balance, during the Credit Control, then, in the Credit Control Policy used, we could use the “User defined limits”. The pre-configured Field Property Profile “ESBailmentBalance” calculates and stores to the “amount 1” header field the current claim from bailment. After activating this to the appropriate document types, at the “expression editor” dialog of Credit Control policy, could use: 1) the customer’s current accounting balance, 2) the current bailment balance through “amount 1”, 3) the current document’s payable amount, and 4) the current document’s bailment value in order to form the requested actual balance for checking.

Result of this customization

  1. During the sale:

As soon as the Item “Beer” typed in, the Item “Empty bottle 330ml” will be coming up in a quantity matching the quantity of the source Item.

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If we add a new Item containing the same item of type “bailment”, the quantity of the bottle will be raised (and will not created a new line).

  1. Monitoring the turnover and trade account balances

Special trial balances can be used as well as customer and supplier statements, in the corresponding menus, for example Entities/Accounts receivable/Account statements/With bailment analysis:

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Also, in menu Entities/Inventory/Stock control see the “Bailment per trade account” report that provides information on the turnover as well as quantitative information by trade account and item:

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EBS-UserGuideEN-image606.pngEBS-UserGuideEN-image607.pngFinally, the dialog with the financial review of trade account, displayed, either by selecting EBS-UserGuideEN-image521.png at the document’s header, or by “actions” menu at customer’s form, it could be configured to show additional data for bailment, if the company has such an activity:

This is activated by a company parameter in the customization, at Category: Document Management. The default value is NO, so the dialog does not contain this information part.

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Items with a recycling tax

Certain items charged with a recycling tax, which included to the final retail price, while, during the wholesale the charge must mentioned separately by piece. For the specialized Recycling companies of electric and electronic equipment, there are specific Sales lists analyzing those data. For the automatic calculation to take place as well as the document printing and the sales listing, the customizations described below should be done:

Customization

  1. Special accounts

For every different Item category, the following should be created:

  • A special account with the following data, to be used at Wholesale and Purchases:
Type Charges
Depends on Item
Calculation method Stand alone line
Amount type Price
Vat category 23%

For the fields “Price” and “Value application quantity”, two cases are possible:

Α. If the withholding can be set directly for a quantity like the Weight, then:

Price The amount
Application quantity Weight

Because the recycling fees are usually expressed into tons and the Item weight is usually expressed in kilos, the price would be expressed per kilo (with 6 decimal digits available).

Β. In case the withholding per piece is specific and calculated per item code and we are looking for a way to avoid the weight monitoring, then a user defined field can be used for this reason, for example “Number 1” followed by the required two actions:

  • In the field property profile applied, a line should be added like the following:

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This is how we can transfer to the Item line of the Item, the amount per unit (which is the “Amount 1” of the line, copying the “Number 1” of the Item).

  • In the special account form, define the following:

Price lineItem.Amount1 (through the keyEBS-UserGuideEN-image610.png)
Application quantity Packaging quantity (this means “the quantity in the measurement unit of the line”, for example the piece)

This implementation will ensure that even if the setting in the Item is altered, in the documents there will be an explanation of the calculation of the recycling fee and thus, it can be recreated if necessary i.e. while modifications done.

Make sure that enough decimals have been set in the general parameter managing the decimals of the numeric fields (like user definable numeric fields).

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  • A special account for use in the Retail sales with the following data:

Type Charges
Depending on Item
Calculation method Incorporate into lines
Amount type Price
VAT category 23%

This way the calculated amounts of the recycling fee will be included into the item line value.

Alternatively, a “stand alone” special account can be used, in this case though, the retail printing forms (if used) must be altered in a way to display the recycling fee incorporated to the price of each item.

  • A special account group, containing the above special accounts.
  1. Document types

In any document the recycling fee is applied, the specific special accounts will have to be set as acceptable in the “Charges/Withholding” sub-page.

In all retail documents, we set all the ones “incorporated in lines”, while in the Wholesale documents, we set the “stand alone” ones (depending if they are sales or purchases oriented).

  1. Items’ Customization

For the Items subjected to the recycling fee the following must be done:

  • The Special accounts group must be selected in the field “Charges Group”. This can be done through the global modification functionality of views. For example, in all of the “Electric appliances”, the special account “Electric appliances charges” group can be updated, after its creation.
  • If a charge per piece is in effect, in the numbering field used for the “Special account”, the price must be entered in the “Number 1” field.
  • In case the recycling fee has been set as a particular price depending on weight, then in the Items of that particular category, the weight measurement unit must be set. Also must define the specific relation to the main unit, e.g. if 7 appliances weigh 1 ton and the amount of charge is set to the ton, then the relation will become 1MU = 7 MMU and MU=ton.
  1. Document printing forms

In the wholesale, the Price per piece of the recycling fee must always presented as a separate line along with the net value, the VAT value and the total value. In the retail sales, the fee must be incorporated to the net value and the total value of the item (so, in the price too). That information can be added in the printing forms through the functions:

ESSAL (<special account type>, <account code-criteria>, <field>)

Returns the value of the field set in the 3rd parameter from the special account created by the current line item which belongs in the 1st parameter, its fee matches (like) the criteria of the 2nd parameter. For example:

ESSAL (10,”RECYCLEFEES*”,”Code”)

ESSAL (10,” RECYCLEFEES*”,”Description”)

They return the code and the description of the special accounts correspondingly (actually the first of them, in case they are more than one) which have been created by the current line, which are charges (type = 10) and their code begins with RECYCLEFEES.

ESSALR (<special account type>, <account code criteria>, <field>)

Returns the value of the line of the special account given in the 3rd parameter, reduced as to the net value of the special account contributed by this line. This way, we are able to get the participation of the particular line Item in the net value, VAT value and total value of the corresponding special account line, like the following examples:

ESSALR (10,” RECYCLEFEES *”,”CurrencyVATValue”)

ESSALR (10,” RECYCLEFEES *”,”CurrencyTotalValue”)

  1. Printing Customization of EEM Items

Prerequisites for those printouts, concerning “Electrical equipment” material, are:

  • Defining the relevant company’s parameters of category “Printing parameters of Items with recycling fee”:

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  1. In which Item’s field is the brand monitored.

  2. In which Item’s field is the category monitored, based on which the Sales report is calculated.

  3. How is the “weight per piece” monitored. We enter either one of the user definable numeric fields (number 1-10) or the weight unit or the alternative unit.

    • In the relevant criteria of both reports (available to menu “information” of Entities/Special accounts), the special charges account monitoring the Recycling fee should be entered

    • Those special accounts must be declared to be “depending on the Item” and at the same time, in the Items subjected to this fee, a relevant “Charges group” must be entered.

    • The EEM items should have the “piece” as main measurement unit.

Result of this customization

  1. Retail Receipt

For each Item, the charge calculated based on the “Weight” field:

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EBS-UserGuideEN-image615.pngChecking the charges lines from the “Freights/Reductions” sub-page, we can see the lines distributed to items:

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To the totals, the recycling fee is included to the Net value (calculated by item lines).

In the example, “net” prices have been used, which do not include any VAT charge, for comparison to the next example, though the same functionality will be valid in the usual case of prices including VAT.

  1. Wholesale Invoice

For each Item, the charge is calculated, but not distributed to items:

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EBS-UserGuideEN-image618.pngAt totals area, we can see that these charges form a separate “charges” amount:

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  1. Sales reports

From the menu path: Entities/Special accounts/Information can select the printouts, addressed to the Recycling companies and concern the particular items’ categories of the EEM.

Cancellation Note

The cancellation note is not based on a particular document type, but every time to the type of document getting cancelled.

This function found to the menu “Actions” of the horizontal toolbar of EVERY document:

EBS-UserGuideEN-image620.jpegEBS-UserGuideEN-image621.pngSelecting it, a dialog appears for defining the Issuing date, the document series and reasoning.

After a confirmation, a new document is produced with the details and data of the one getting cancelled, reversing ALL of the results in the cancelled document. This way, if for example an invoice that contains cash payment cancelled, the sale entries of all sub-ledgers will be cancelled as well as the cash receipt entry declared into the same document.

In the document lists, the cancelled and cancellation documents are displayed with specific icons, while in the cancelations; the code of the canceled document is also displayed:

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To the cancelled document form, a specific icon indicates this status:

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The cancelation procedure is regarding:

  • The official tax documents where the cancelation can be done under special circumstances, for example in the same day and if the recipient has not gone and take the printed document and the goods.
  • The internal accounting Notes, the corrective entries as well as documents displaying process results, many of which do not affect official data (i.e. orders, reservations etc). The cancelation is available in all of the documents in order to allow the easy correction of any mistaken entry, without the need for new document types to be used and customized.

For every document type, the “prefix” of the cancellation series, as well as the numbering series with the “Cancellation” property, is defined.

In any Books, Statistics, Balances, Data analysis cubes, the cancelled document is applied, the effect of the cancellation document is exactly reversed (the same data with a reverse sign).

Especially as far as the matching processes are concerned (“quantitative” that affect the fulfillment level of Orders routing etc. as well as the matching between debits and credits of trade accounts that affect the balance aging), the cancellation documents are NOT taking into account. This way for example, if a Goods Delivery Note that produced by an Order would be cancelled, the Order will become automatically “pending” again. If a Cash Receipt Note connected (matched) to an Invoice would be cancelled, the Invoice will then again appear in the unsettled invoices (open items).

EBS-UserGuideEN-image88.pngFinally, cancelled and cancellation transactions do not participate to the Stock Valuation process, therefore, documents dated in a prior “stock costing period” should NOT be cancelled. In other words, cancelled and cancelling documents must belong to the SAME “stock costing period”.

Factoring

The factoring of invoices and whole contracts, by which we can receive as financial grant from the Banking factoring agency the value of those claims (by withholding certain fees), can implemented into the system by monitoring specific accounts and run specific processes, to be able to obtain a full overview of the claims and correct financial/cash balances.

  • Definition of a special accounting category «Debtors – claims in factoring» as well as declaration of this category to the relevant company’s parameter:

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  • For every customer, claims from which we will transfer to the factoring banking agency, must open a new symmetric debit register with the same person as the customer and accounting category, the one specified to the above parameter. It should also be declared the proper G/L account, for example 30.80.

An easy way to do this is to create the new account with “New by copy” and choose (EBS-UserGuideEN-image625.png) the same Person for the customer, otherwise a new Person will be created. The accounting category should be changed and afterwards, could select him in the Customer list, and change the field “Type” by global modification, to “Debtor”. From now on, this will be visible not in the customer list but in the debtor list.

  • In the TOC (Account credit balance offsets) document type, starting a new series titled “Transfer claims to factoring”

  • The factoring agency should be opened as a Creditor, with a G/L account of short term Obligations (e.g. 52.00).

Transfer of claims

From the sales document list, by choosing the documents to be transferred, even of different customers or just one or all invoices of a particular contract, and select from the horizontal toolbar, “Actions/Transition” one of the following transitions, configured for this case:

Appropriate document type: TOC (Account credit balance offsets)

Appropriate transitions: 149. SNV=>TOC (Transfer of customer’s receivables to factoring)

143. SIV=>TOC (Transfer of customer’s receivables to factoring)

EBS-UserGuideEN-image626.jpegThe result will be the generation of as many documents as the customers. In each of them, in the header will be placed the credited trade account (customer) whose unsettled invoices will be “matched” (reset), while in the lines the corresponding factoring debtor will be charged by analytic lines for every invoice with the proper expiration dates (based on the receivable forecasts of each invoice).

During accounting posting, it will be created a credit to the customer and a debit to the factoring G/L account.

Funds receipt by bank factoring agency

By transferring the Invoices, the bank will supply the amount of grant:

Appropriate document type: CRS (Cash receipt (from suppliers))

In the document header, it will be entered the Creditor opened for the Bank, while at the lines of the document should be entered the company’s Bank account, where the funds were deposited. The customer register will not be affected, and neither will the debtor’s register. This document will be presented in the payments list as a “negative payment”. The available funds will be increased (to the Bank’s account), while the Factoring agency will have a new credit transaction. In the accounting the following entry will be posted:

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Expenses charged by the factoring agency

The expenses or commissions charged by the bank will be issued by one of the expenses documents:

Appropriate document type: XPI (Expenses Invoice)

In the header, put the creditor (Bank) and to the lines the relevant expenses. To the same transaction may enter the payment for crediting the bank account (liquidity). The customers and the corresponding debtors are not involved in this process.

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The accounting will be updated as follows:

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Payment of transferred Invoices

The payment of invoices, since it is not our claim any more, at the same time as the debtors credited must debit the creditor “Bank factoring agency”.

Appropriate document type: TOD (Account debit balance offsets)

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The results of this transaction are:

  1. In the Accounting, there will be credit of the debtors (“symmetric” to our customer registers) opened for monitor the claims in factoring and debit of the creditor account opened for the Bank:

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  1. The creditor’s (Bank factoring agency) statement will contain a debit, reducing the balance

  2. The debtors’ statement will contain a credit, reducing the balance, whereas to the outstanding receivables, the particular invoices are now matched (settled).

  • How the matching of the customer payments will be correct?

In order to have an exact matching of invoices, could enter the Invoices’ numbers (one line per invoice) as to the TOC document (while transfer the claims) as to the TOD document (while close the claims and the payments declared in essence) to the “Alternative document” column. This element will be used by the automatic matching process (between open and close items) instead of “FIFO” method. Especially to the TOC document this information already exists due to the transition used (to produce it from the source invoices).

Another view that allow to control the unsettled claims, transferred in factoring, per month, is the Cube Balance Aging (Business Snapshot/Liquidity review/Ageing of accounts (receivable/payable)).

Payment by cheque of transferred Invoices

For the correct update of all of the subsystems in this case, three transactions must take place:

Receipt of cheques by: CRC (Cash receipt)

The debtor, the one with the transferred claims, entered to the header and to the lines entered the cheque/s. The result will be a credit of the debtor (balance of the account) and an open item produced for the payment of the cheque at the proper expiration date, so the “commercial” balance of the debtor will not be affected.

At cheques’ expiration: MRN (Mass receivable notes payment)

To the header the Bank (liquidity) account given and to the lines, the paid (expired) cheques selected. As a result, there will be a Credit-Debit balancing to the debtor’s “commercial balance” and a debit to the liquidity Bank Account. What must now follow is a payment of the factoring agency:

CPS (Cash payment)

With this entry, the cheques’ value will be transferred to the creditors’ billing. To the lines of this document must put the liquidity account set as the “payment account” in the cheque. That account will be credited.

All the above means that what will happen with a single document (TOD) in case of a bank payment, will take all these three entries to complete the process, when paying by cheque.

  • Could have opened a liquidity account for the loaning and set it as a payment account in those cheques, so accounting-wise everything would be correct without the need for the last payment (CPS), in this case though the Factoring agency account would NOT have the right balance.

EBS-UserGuideEN-image89.pngIf the transfer of claims is about invoices of a prior fiscal year which do not exist in the system as documents (for the transition to make possible) rather just as opening balance entries, then, the opening balances could have been entered analytically by invoice and expiration date. Thus, we could during the “transfer of claims” step to type manually the lines based on that information (unsettled invoice numbers and due dates).

Cooperation with many Factors - claims monitoring per Factor

If we are working with more than one Factoring agencies (Banks), then more Debtors must to be opened per Factor.

Each one of them will have to belong to a different accounting category. This is not lead to different G/L Accounts, but must be done , in order to make possible the automation of transferring the claims through the preconfigured transitions for this purpose:

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In the TOC document, instead of one document series, must open separate series for each factor. This document is an accounting note (and n a taxable document) and its series can be opened freely according to the needs.

Finally, to the two company’s parameters concerning the process will have to be declared, all the accounting categories (and not just one) of all factors, separated by comma, and all the corresponding document series, with the same order.

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At the above example, the 1st accounting category concerns Alpha Bank for which the series “01” opened and the 2nd accounting category concerns Euro Bank for which the series “02” opened. These accounting categories have been declared to the “accounting category” field of the Debtors opened to monitor the factoring. If, some invoices of a customer transferred to one bank and some other invoices to another bank, the “symmetrical” debtors that should be created are TWO, one for each bank.

  • What is it we succeed through the above customization?

During the transition ”Transfer of customer’s receivables to factoring” creating the document TOC, the user selects the document series and through this, the system recognizes which debtor register will place to the document lines: the one with the corresponding to the series “accounting category” and the “person” of each invoice’s customer.

Following this, can view the transferred (unsettled) claims per FACTOR through e.g. the OLAP “Ageing of accounts receivable” using grouping by accounting category.

Pricelist customization

The needs for pricing and discounts proposal on sales are not standardized but are dependent on the size of the company, its organization, the type of market it acts in, the profit margins, the agreements and contracts made with the customers etc, and all these are factors which form the commercial policy of the company. The system provides the proper functionality to cover the wide variety of needs for every installation.


Basic prices

A simple pricing policy can be covered through static fields in the basic entities of the Item and the Customer, while more complex pricing policies require the use of the pricelists.

Item prices

EBS-UserGuideEN-image634.jpegIn the Item’s register screen, in the “Identity” sub-page, 5 available price fields can be found. Those are the Wholesale, Retail, and three free price fields.

As to which of the five available prices will be proposed during sale, it is defined at the customization of the document type in the field “Default line price”.

Item prices per dimension

EBS-UserGuideEN-image635.pngIn case the sale price is defined not only by Item, but also for example by color, the new variety of values will have to be defined in the “Prices by dimension” sub-page of the Item. Using the icon EBS-UserGuideEN-image636.png «Dimensions Development», there are created all of the possible combinations of size and color based on corresponding “pallets”. The price/discount entered here will be proposed during invoicing, while for the combinations not found, the defaults come up from the item itself.

To activate this feature must set the company’s parameter “Activate "Prices per Dimension" in Items” of Category “Stock dimension functions”.

Prices per zone

EBS-UserGuideEN-image637.pngIn case of a simple pricing policy where the company has limited needs for monitoring different price per customer group, the pricing zone can be used. The pricing zone is defined in the customer’s administration screen at “commercial terms” sub-page and is a choice among the 5 available Item sale prices.

EBS-UserGuideEN-image89.pngExample:

Assume that a company classifies customers into small, medium and large and diversify the sales price of the goods as categorization.
In this case, you need to use the 3 by 5 kinds of prices available, for example, the wholesale price for sales to large customers, the price 1 for sale in medium-sized customers and the price 2 for sale in small-sized customers. To each customer must determine the zone he belongs. This will be taken into account when billing for proposal of the appropriate price, regardless of the general proposal of the type of document.

VAT included in prices

In case the price includes VAT charge, like at retail prices, the option “With VAT” must be activated, beside the price field. The VAT part, calculated in the “gross” price is thought to have been based on the VAT category of the Item and of the company’s headquarters VAT regime. This way, in case this price used for a customer of a different VAT regime, a de-taxation take place, applying the new rate for result in the “proposed price”.

Basic pricelist

The basic pricelist contains the prices for all Items and Services. It can be used as a reference to create “discount” pricelists as we’ll be seeing in the following chapters.

The use of pricelists recommended for the pricing compliance (compared to the use of Item price fields), since the pricelists contain significant advantages like:

  • Historical data
  • Variety of price differentiation criteria
  • Abilities for easy, mass re-adjustment

Defining and processing of pricelists will take place through the menu “Tools/Customization/Invoicing policy

Pricelist defining

This is where the basic pricelist data is set, like the code, description, type, etc. The rest of the fields presented in detail to the following, during examining various scenarios of use.

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Process Pricelists

This is where the lines of the pricelists entered. Necessary data to consider a line valid is the pricelist code, the starting validity date, the Item’s pricing category or the Item code and of course the sale price.

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Toolbar

The processing form designed in a way so that the toolbar will support as the easy data entry as a number of useful use-cases for readjustment/processing the already existing pricelists elements.

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  • Using the icon EBS-UserGuideEN-image641.png for multiple entry, can take place a mass entering of the desired Item codes. The dialog coming up contains the part of the criteria, for Item choosing as well as the area of the “dimensions”. Here the user can choose the values of the fields used to create new lines.

In order to enter the non-entered Items in the Pricelist, the setting “Automatically enter new Items” will have to be activated. The functionality is especially useful in order to add items, which opened after the pricelists creation.

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  • Using the icon EBS-UserGuideEN-image643.png Adjust prices, the user may adjust or assign new prices (or discounts) into the chosen pricelist lines (by entering a fixed price or a percentage).

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EBS-UserGuideEN-image89.pngIn the adjusting prices dialog, like in any pricelist processing tool, we have the ability to define the rounding method. Beyond the needed rounding in digits, if for example we need the prices to end with 99, this would happen by declaring “99” in the “fixed decimal segment” field.)

  • Using the icon EBS-UserGuideEN-image645.png Assign values to fields an assigning of a particular value to ANY field of pricelist’s lines can take place.

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  • The icon EBS-UserGuideEN-image647.png Copy to another date range can be used to create new lines in the pricelist, by copying the rest of the fields from the chosen lines, at a new date range while at the same time the prices can be changed, using the adjust prices feature, seen before.

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Full pricelist line

Selective management of particular pricelist lines can be made possible by proccessing the “Full line” of the pricelist. Double clicking will enable the form display.

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In the Identity sub-page, all “dimension” fields like the date, branch etc. are available. Those are the fields that will give out a price or discount, during invoicing, depending of the values of these “dimensions” in the current document/line.

In the “User defined fields” sub-page, various static fields for free use are available (of type date, table, number, comment) to cover special customization needs.

EBS-UserGuideEN-image89.pngIt is important to emphasize the fact that the information stored in the user defined fields is available in the applied pricelist lines in the trade documents and so through Fields property profiles are able to update the lines in the documents. This way could get analytical information on the origin of the prices and discounts.

For example, a company is implementing Promotional Campaigns for which special pricelists with prices and provided discounts are created. If for example in «table 1» of the lines of the pricelist the campaign has been entered, through a field property profile can be copίed to (e.g.) «Dimension 1» of the Item lines where every line has been applied, then from any statistic displaying the «Dimension 1», could obtain information on the sales entries per campaign.

Prices per branch

In order different sale prices to be given per branch, new lines will have to be created in the basic pricelist where the valid branch will be declared. This can take place by using the icon EBS-UserGuideEN-image650.png«Copy to branch» from the toolbar, for a particular group of selected pricelist lines. In the appearing dialog, the branch must be chosen for which the new lines will be created as well as a possible re-adjustment of the “source” prices.

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Prices per customer If for some customers a special pricelist is in order and since it is defined and customized as mentioned before, it will have to be declared in the field “Pricelist” of the customer register.
Prices per customer category

Sometime the prices are organized and defined per customer category, for example, retail, wholesale etc. In this case as many pricelists will have to be created, as the categories of the customers. For this purpose, must be used the ‘pricing group” field of customers.

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During invoicing, if the customer does not have a particular pricelist declared, the pricelist of his “pricing group” will be automatically chosen, otherwise the pricelist of the customer will overrule. Thus, there is no need to analytically enter the pricelist of customers one by one.

Prices in foreign currency

In order to create a pricelist in foreign currency it will have to be declared in the data defining the pricelist in the “currency” field. If that is completed, then by the pricelist processing, the currency entered in the lines will need to be SAME as the pricelist or not entered at all.

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During invoicing, the calculation of the Item prices will take into consideration the currency of the pricelist. In particular the following cases are supported:

  • A currency defined as to the pricelist itself as to the lines. If the invoice currency is different from the one in the pricelist, then the currency automatically converted into the currency of the transaction.

  • A currency defined to the pricelist and to its lines, the currency is empty. In this case the price in the pricelist will not partake any conversion and will be applied in whole in the document.

The conversion of the prices will be done by using the currently valid exchange rate in the day of the transaction. This means that the exchange rate tables will have to be constantly updated by the current valid exchange rates.

Prices per color and size

During the Pricelist processing as many lines will have to be produced, as the combination of the color-size combinations differentiating the price.

Through the Multiple entering action (EBS-UserGuideEN-image641.png) we are able to massively enter the chosen items in the right color-size combinations, while after the entering of the lines we are able to use any of the adjusting tools to enter prices. During invoicing, if a line is found with the chosen combination of color-size, its price will be applied, otherwise the Item price will be valid (either from another pricelist line or from the Item register).

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Alternatively, the table of prices per dimension existing in the items can be used.

Prices per Package

In case the items monitored packages (units), the ability to declare a price per package is available for use. For example if we are selling an Item in pieces but also in a 12-piece package, the choice for the 12-pack to follow the piece price is available, as well as the possibility for the 12-pack to have a fully different price non-depending on the single piece price. In order to create this kind of a pricelist, every line will need to have a price per packaging unit of each Item. During invoicing the pricelist line matching the measurement unit of the Item line in document, will be in effect, otherwise, it will be proposed a price from another line or from the item register.

Any pricelist line that does not have a unit, its price considered to concern the main measurement unit and if, the unit of the Item line in document is different, a conversion of this price will be done, based on the relation of item’s units.

Discounts on the basic prices

As to the discounts, it may be in force either a simple or a more complex policy of the company. In this chapter, it will be examined some ordinary scenarios and the way they should be implemented.

Discount fields

There is the possibility to assign discounts on top of all base prices. This can be done on the basic entities of Items and customers.

  • EBS-UserGuideEN-image655.pngRecommended (fixed) customer discount

In the customer’s administration form, can define a % discount thus, during invoicing, this discount will be proposed to the “%discount” field of document header. The % discount of the header, according to the pre-configured setup of document types, will be transferred to the % discount1 of the item lines.

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  • Recommended (fixed) item discount

In the Item’s administration form, the «%discount» of the Item can be defined and transferred (according to the pre-configured setup of document types), to the % discount 2 of the Item’s line, during the sale.

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EBS-UserGuideEN-image89.pngThe discounts given to these fields are proposed to be steady to all the trade transactions of the customer. As can be seen, something like that would be confining since it proposes a totally flat trade policy per customer without taking into consideration important trade factors like the sale quantity, differentiation of discount per Item category, seasoning etc. For this reason, we recommend the use of discount pricelists, through which commercial policies with more flexibility can be implemented.

Discounts based on quantity

The discount policy, which must give a percentage discount on the prices of basic pricelist, according to sale quantity, implemented through “discount pricelist” using quantity scales. Select ”Define Pricelists”, to create a new pricelist:

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  • Assignment of discounts: This is where the field, on which the discount is applied, can be chosen. It can be applied directly on the price (the discount will reduce the unit price), or to be placed on one of the three discount fields (to be visible in a discrete field).

  • Reference Pricelist: Choose as a reference pricelist the basic pricelist (that determines prices). The pricelist will act successive with the discount pricelist.

In the «Pricelist Processing» as many lines will have to be created as the quantity scales. To the “from quantity” field the starting quantity is declared while the “up to” quantity is recognized from the starting quantity of the next line. During the invoicing, the % discount is automatically chosen with its maximum quantity compared to the sale quantity (equal or less).

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It is reminded that for an easy creation of the lines, the action of the multiple entries can be used using EBS-UserGuideEN-image661.png.

In the area of the dimensions, apart from the pricelist and Item, so can the starting quantity of the scale be used.

EBS-UserGuideEN-image89.pngThe reference pricelists can be implemented in great depth meaning that, we can create quite a few successive pricelists, covering specialized cases of discount policies. In any case, the final discount pricelist will have to be linked with the customer (if it regards a certain customer). The process of prices/discounts rendering will continue up to the point where a pricelist will be in effect, declaring not a percentage on the basic price, but an actual price. On the other hand, in contrast to the price that only one pricelist will assign, the percentages of discounts will be applied in addition to the field in effect.

Discounts per item category

In several occasions, discounts provided for large Item categories. In this case, it is not required to create analytic pricelists containing all Items. Cumulative pricelists can be created per Item pricing group. To make this clear, we are going to examine certain scenarios:

  1. Different % discount per Item category

In the Item’s administration form, the pricing group field must be defined.

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A new discount pricelist is set and we create (“pricelist processing”) as many lines as the item pricing groups. During the invoicing, the discount percentage will be applied in all of the Items that belong to the chosen group.

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If there is any pricelist line for the explicit item, THIS discount will be applied instead of the pricing group’s discount. So, the two functionalities (discount per item, discount per group) could coexist into the same pricelist.

  1. Different % discount per item category and additional discount per customer category

In this case, we need an additional pricelist acting additionally to the previous one. This way we will not require maintaining the same information in every pricelist.

EBS-UserGuideEN-image664.pngAssuming that we have set a pricelist containing the prices and discounts for the Customer pricing group “Store chains”. In this pricelist, we provide a 10% discount to all items belonging to the pricing group “Beer”:

EBS-UserGuideEN-image665.png

The customers of another pricing group (“multi-store”) must receive an additional discount 5% only or the same items’ group/s and we do not wish to repeat the definition. Additionally we want, if the pricelist changes (e.g. for the previous customers’ group “store chain” the discount increases), the new discounts to be automatically valid for the customers of this group (“multi-store”) as well, without any additional user action. Therefore, the pricelist of the two customers’ pricing groups must be “connected”.

So, we must create a pricelist using the reference pricelist feature.

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...and in that, we define only the additional discount:

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The reference pricelist will act super imposingly in this case, meaning that it is examined => giving a result => If another pricelist is in effect it will also give a result => and this process is continued until the process stops when a pricelist of a PRICE type found. Τhe % discounts of all lines will be applied additionally in the field they affect. Τhis means that if all the superimposed pricelists assign the field “%” in “Discount1”, the final result will be the adding all percentages in that field (in the above result, the items of group “Beer” will have a 10% discount for customers of group “store chain” and a 15 discount for customers of group “multi store” (displayed to the “%discount 2” field of the document line).

If we were declared the “discount 3” field to the “Multi-store” pricelist, the “discount 2” field to the “Store-chain” pricelist and “directly to price” to the “general sales” pricelist (that contains the initial sale prices) then, during invoicing, we would have the following result:

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  1. Discount pricelists giving to the customers of a “vertical market” the MAXIMUM discount for the items of this market and REDUCED discounts for items beyond their objective.

For example, in any of the following “markets” there are three (3) pricing groups: retail, wholesale and super wholesale. In every customer or group of customers, a different combination of those prices can be made.

Vertical market Discount percentage over pricelist price
Furniture Super-Wholesale
Wholesale
Retail
Bath items Super-Wholesale
Wholesale
Retail
Kitchen Items Super-Wholesale
Wholesale
Retail

In order not to define discounts for all the combination, the implementation of such a policy is achieved through the use of type “combination” pricelists. In particular:

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  • We use ONE pricing group X Y Z in every pricelist (Retail, wholesale, super wholesale):

EBS-UserGuideEN-image669.png

Following this reasoning, we create nine (9) pricelists where the discounts analytically defined per Item or by only one line for every pricing group.

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  • The next step would be to create the pricelists combining some of the 9 discount pricelists. For example, to the customers with “Furniture” as their main activity, we sale furniture in Super-Wholesale prices, while for all the rest items we sell in “Wholesale” prices:

EBS-UserGuideEN-image671.png

It regards a type of “Bill of material” pricelist, which does not have its own lines, where we enter all of the actual pricelists; those that we need to apply during the invoicing.

The same functionality obviously could be achieved if in every pricelist, we would define all discounts for every item group, but that would have a large maintenance cost, especially when we get:

  • Large number of items’ groups

  • Different discounts per branch or

  • Date discount limits or

  • Scaling discounts based on quantity

In such cases, we need a definition process of saving statements and minimizing the cost for maintenance and control of the prices/discounts.

Daily, weekly offers

In periods of offers, it is required to cancel all of the possible prices and discounts for a particular “offer package” to be in force. To achieve this, first we must insert a line to the pricelists for the particular validity days for the offer price (so, preferred by the system, compared to other lines that give a price effect over time), and secondly, in order to avoid additional discounts, we must insert to the “discount pricelists” a zero line (no price or discount), with the same validity period. As soon as the offer period expirs, the previously used invoicing and discount policy will be automatically activated.

EBS-UserGuideEN-image89.pngExample: While for an item (or a category) there is a pricelist for assign prices (e.g. 280€) and a discount pricelist where a 20% off is provided, we want for a ten-day period 20/07 - 31/07 to disable this policy and to provide an offer price of 50€.

  1. In the pricelist (for prices) we enter an additional line, dating 20/7- 31/7, with 50 € offer price.

  2. In the discount pricelist we enter an additional line for the same period without filling out NEITHER a price NOR a discount. This line will act as a zero discount and the 20% discount will not be provided. The result in invoicing will be the offer price exclusively provided.

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Providing the maximum discount to the customer

As seen before, the method of handing out discounts can be the result of a few different sources, which additionally provide discounts to the final customer. Quite a few times, it is required not to apply all of the discounts but, among all the valid discounts (item, customer, area etc) only the greater one to be applied.

Customer

Item

Discount pricelist

Discount pricelist for quantity scales

Branch pricelist

Required invoice result

Cust_Α

Item_Α

10%

>100 pieces 15%

12%

15%

Cust_Α

Item_Β

20%

>100 pieces 15%

12%

20%

Cust_Α

Item_C

10%

>100 pieces 15%

25%

25%

This functionality can be achieved through the setting “Select maximum discount” in the pricelist processing.

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This will lead to a simultaneous processing of all rows that match the line of the document (type, branch, quantity, date period etc) and choose the larger discount than those specified. On the other hand if this field is NOT activated, the system will choose ONE line of all valid pricelist lines with a certain priority: e.g. the item discount will overcome the item pricing group discount, while by activating the “maximum discount” setting, the largest discount will overrule even if it has no priority.

Customization information on the maximum discount

This function has the following conditions to provide with a clear and useful result:

  1. It needs to be activated in the 1st (basic) pricelist applied every time. This means that if a reference pricelist exists, this setting ignored and only the “maximum discount” setting of the main pricelist (having the reference pricelist) will be taken into consideration.

  2. It must be defined in pricelists assigning result percentage to one of the % discount fields of the line (1,2,3) and not to the price field.

  3. No more than ONE percentage field of the line item can be used neither from the possibly overlapping pricelists nor by field property profiles or invoicing policy terms.

  4. A “field property profile” should be customized, accordingly. The default field property profile «ES-1-SALE » will have to be replaced by «ES-1-SALE-MAXPRICE », which does not update both «%disc1» and «%disc2», but only «%disc1» with the larger of the Item and Customer discount. It is imperative to be used in case when the discounts handling made not only through pricelists, but also by using the fields of discounts in the basic data of items and customers.

Application of pricelists during sale processes

Document type

The application of prices and discounts during ordering/invoicing depends on the customization of the document type. The setting “Apply prices and discount rules” (at the “behavior” sub-page) must be activated.

Price choice priority

Prices (or/and discounts) can be defined in several parts of the system, like in the basic Item files, in pricelists and more rarely in the invoicing policy. All those sources of providing prices and discounts examined, made into hierarchies and applied. The source with the highest priority, which can use or cancel the results of previous sources is the Invoicing policy, since it will be applied in the end. The source with the immediately higher priority is the pricelist of the header and finally the basic entities (Item price, customer price zone etc).

Τhe system during the course of tracking a price in the pricelist, it will take into consideration a set of criteria coming from the item line and the document header, which used as a key of finding lines in the pricelist. These criteria are essentially the “dimensions” of the pricelist: Item, Item pricing group, package unit, currency etc. Any change in those fields will cause a recalculation of the price.

The criteria taken ALWAYS into consideration to confine a pricelist set of lines (which will flowingly be checked to find the price) is the item either the pricing group of the item and the date (lines with the closest validity period from and up to the document’s).

Among the pricelist lines “fitting” to the above criteria, the ones taken into consideration will be the ones of the following, that either have a value compatible with the documents’ data or they have NO value: ‘Branch, ‘Business unit’, ‘Measurement unit’, ‘Lot, ‘Color’, ‘Size’, ‘Dimension1’ and ‘Dimension2’. 

This process will possibly track and locate a lot of valid lines in the pricelist but will only choose ONE, which will give out a default price or discount in the line. In case of using reference pricelists, one line will be chosen PER pricelist which will add up to the previous valid discounts, unless there is a setting of maximum discount.

This “choice process” will be based on the dimensions (fields) of the pricelist:

Dimension priority

  1. Item

  2. Item pricing group

  3. Branch

  4. Business unit

  5. Currency (if null, considered as the base currency and if the document has another currency, a conversion is made)

  6. Measurement unit (if null, considered as the main MU and if the line has another MU, a conversion is made)

  7. Lot

  8. Color

  9. Size

  10. Dimension 1

  11. Dimension 2 

Controlled user access to prices/discounts

For all processes like pricelist or invoicing policy administration (creation, modification etc), for re-adjustment of prices, for access to the discount and prices fields of the basic entities (item, customer), the granting of access rights is done through the general access management system (tools/user privileges).

However, especially for the fields of prices and discounts of documents, the definition may need to be different per type of transactions (sales, purchases, ordering etc) or per branch.

For that reason, a special setting foreseen in the document series, where the access rights defined per user group to allow or disallow certain actions. One of those actions is the prices’ and discounts’ handling.

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Global processing of selling prices

For a particular inventory item

From the Item’s administration “site”, in the area Pricelist of the context hierarchical tree, we can see all the pricelist lines concerning the Item. Through the actions menu, the ability to process these lines is available.

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Copy to other dimensions

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EBS-UserGuideEN-image677.pngUsed for copying the selected lines to other branches or other date period or another pricelist.

Through the appearing dialog, we can choose which dimension to copy the lines to and provide its value (while the rest of the data will be copied exactly).

If we want not to copy price/discount, but define the exact value or the percentage of increase/decrease for the lines to be created, can define the “Action”:

  • None will keep the prices/discounts of the starting lines.

  • Assign for to give a direct value for fields “price” or “discount” (to the next fields)

  • Adjustment for to give a % of adjustment of the starting price or discounts (must define then, the field, the sign –positive/negative and the percentage).

Insert based on

other Item

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When an Item is new and we have not set prices and discounts, we can always ask for create new lines in pricelists based on another (similar) item.

This function does not use the “selected” lines of the grid.

EBS-UserGuideEN-image679.pngTo the appearing dialog we can chose the item and the possible adjustment of the price/discount of the “source” item’s lines.

Assigning values to fields

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EBS-UserGuideEN-image681.pngFor all of the selected pricelist lines we are able to alter ANY particular field through the appearing dialog by choosing the field and defining its new value (including the price and discount).

Adjusting prices

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EBS-UserGuideEN-image683.pngFor all of the selected pricelist lines we are able to readjust (increase or decrease) or directly assign a price or discount.

To all the above processes, in case of giving percentage, the result may have any number of decimals. The user can define the rounding method, by “number of decimals” and “fixed decimals segment” fields. See next chapter for this functionality.

Mass process of adjustment selling prices

Periodically there is the need to adjust the selling prices in the basic tables (Items and Item prices per dimension), while also in the pricelists. This task is made easy by the process “Readjustment of selling prices” (Periodic processes/Stock updating processes).

Choosing update type

EBS-UserGuideEN-image684.pngIn the appearing dialog, the user is able to choose the type of update (the selling price/s to be changed).

If we need to update all prices (basic prices and pricelist prices), the process will have to be executed more than once.

Choosing the prices updated EBS-UserGuideEN-image685.pngDepending on the previous step and the choices made, must select the particular items’ prices (wholesale, retail etc) or the sale pricelists in which the adjustment will be applied to.
Price update scenario

In the next step, must define the way of new prices calculation. In particular:

  • Define the price that will be used as base price (source price). This could be one of the Items’ selling prices or one of the Items’ cost prices.

    • If here, the “previous price to change” chosen, the calculation of the new price will be based on the already existing field value.

EBS-UserGuideEN-image686.png For example, if we want to raise all basic items’ prices (wholesale, retail etc) by 10% and chosen “previous price” as a base price, it will be taken into account the existing prices at the moment the process begins and the % asked in the next steps will be applied.

  • Τhe percentage based on which the adjustment will be done. This might be a markup wholesale or retail (dynamically from every item of its own % markup, used mostly if the base price is a cost price) or a fixed price or a fixed percentage given directly to the next fields. In this last case, must declare the “sign” (to raise or decrease the starting price).
  • The type of rounding which will be applied in the calculated (final) price. The rounding defined by the number of digits, in 1,2,3,4 or 5 decimals and, optionally, by a fixed decimal segment for “ending” of the final price. This is useful when we require the prices to have a steady ending in “99” for example.
Items selection

In this step, the inventory items or the pricelist items will appear to a grid, depending on the choice made at the first step. The criteria of the list can be used to pick up the required items, while using the icons EBS-UserGuideEN-image687.png & EBS-UserGuideEN-image688.png, in the right side of the dialog, allows to multiple select or deselect lines, so create the set of items that will participate in the process.

After that, the user must confirm the process.

Results In the final step and after the process completion, a result list comes up with the prices after the re-adjustment. The user could print or save this list, for checking.

Auto-assignment of prices to associated items

When we have items sold to pieces as well as to packages (of multiple pieces), which are monitored in different item registers, then the need comes up of single and mass management of their prices. The main reason that might lead to open multiple Item registers in this case, instead to one single register with many package units is mainly the need to monitor the actual stock for every package unit. For example:

Code Description Price
1000 Soft drink 1lt 1,5
1000.01 Soft drink 1lt X 6 Unit price * 6
1000.02 Soft drink 1lt X 12 Unit price * 12

In the item’s administration form (“site”) there is the “Basic Item” field. All items are “basic”, except otherwise defined. In all connected items (with a quantitative and pricing relation to basic items) this field must be de-activated, thus, the field “Belongs to Item” will be enabled, in order to select there the basic item, with which is connected.

EBS-UserGuideEN-image689.png

EBS-UserGuideEN-image690.pngThe relations between the items can be automatically generated, since the relevant company’s parameter defined:

In the “Related Items” sub-page, the pricing relation with other units can be defined (apart from the quantity relation). This data used by the process of adjusting selling prices, which assigns the appropriate prices to all linked Items too, taking into account this information (pricing relation).

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In pricelist processing screen (Tools/Invoicing policy), with the action EBS-UserGuideEN-image692.png Adjust main item prices we can easily make direct assignment of prices or adjustment of previous prices as to “main” items” as to the linked to them items.

EBS-UserGuideEN-image693.png

To the 1st part of this dialog, we can define criteria for displaying pricelist lines (items). After run this view (Accept), to the 2nd part of the screen, we can either assign a price for a validity period or adjust previous prices using a percentage. Also, we can define the way of rounding (like to all use cases of pricelists). After we select “Run” in order the new price to be transferred to all items and pricelists used, to the 3rd part of the screen, we can see:

(a) a first level of main items (b) for each of them, in a second level, the relevant pricelist lines, as well as the previous and the new price (c) for each line, the generated “child” lines with the related items after apply the “pricing relation”.

All lines and columns are editable, in order to make changes, and also, there is the possibility to add lines to the bottom of every level (EBS-UserGuideEN-image694.png).

To store the calculation results and/or the changes made, must press the “Save changes” button.

Invoicing Policy

  • Τhe invoicing policy provide the ability to fully control a trade document, to combine certain conditions and give as a result certain actions e.g. field’s value changes, new lines of all types, gifts and alternative offers etc.

The need for the Invoicing policy to be used results by the fact that the pricelists, through which the pricing and discount policies (by item, customer, group of items, group of customers, quantity scales, date period, business units etc.) are implemented mostly, are only aware of ONE item line at the moment of assignment prices or/and discounts. Thus, we cannot apply a policy based on the overall picture of an order or invoice (e.g. total value, item categories that ordered, total quantity etc.) or even financial data of the customer (line his overall turnover) independent from the particular transaction.

This chapter will examine various business scenarios like the above, as to their use and implementation.

Infrastructure - model

The invoicing policy consists of a number of entities combined to give the desired result for each customer, during ordering or invoicing. This concept will become clear through the following definitions:

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Condition templates

It is a kind of condition that describes the meaning of a control to be applied. The exact parameters’ values that should be checked, defined to the actual condition (see next).

Condition

It is a combination of logical conditions, which when become true, will activate a result/action. Every condition is made of condition templates with their parameter values: If for example the total value of an invoice is above X and if items of category A included.

Action

The action is a result created in the document or in a line(s), IF the matching condition met.

Term

A term is a combination of a condition along with an action. A particular invoicing policy is composed of terms with relative priorities. There is a way to define mutually exclusive terms.

Invoicing policy The invoicing policy contains all the terms through which the final result is produced, during invoicing.
Customer

The invoicing policy is connected to the customer either directly to the field “invoicing policy” or through his pricing group (used at pricelists too).

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During the order/invoicing of the particular customer, the invoicing policy is applied, if only at the document type (at the “behavior” sub-page) the setting “Apply prices and discount rules” is activated.

Configuration

From Tools/Customization/Invoicing policy, we must configure the possible conditions and actions and using them, to “compose” the invoicing policies and connect them to customers.

In the “header” of the Invoicing policy, the following data defined:

EBS-UserGuideEN-image697.jpeg

Type Sales or Purchases
Validity period Its completion is not mandatory. These dates copied to the “terms” lines.
Replacement pricelist If completed, it will overrule as a proposed pricelist in documents (against the trade account’s pricelist).
Pricing group If completed, it will be selectable for the trade accounts belonging to the particular group.
Auto run Selection of document line types where we need automatic executon. Then, a dialog containing the terms will appear (depending on the display property of the terms), automatically as a pop-up, without any action from the user.

In the area “Invoicing policy terms”, the combination of conditions and actions is defined and when, during ordering or invoicing, one or more of them become valid, then an action (or the actions foreseen) will be triggered.

An important clue of an invoicing policy is not only the achieved result, but also when applied or displayed. In its definition, in the terms area, the Application method as well as the timing of a term application are defined in order to produce the required result.

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S/N Increasing number which changes by moving the terms from the rigth toolbar (EBS-UserGuideEN-image699.pngEBS-UserGuideEN-image700.png)
Validity period This term will be applied only in documents with an issuance date in the particular period. If it is not completed, the term will be concidered to be indefinitely valid.
Term short description For understanding reasons and taken into cosideration that the content of terms and actions is not easy to translate, so at this point we can type a description of what the term actually does.
EBS-UserGuideEN-image701.png

Selecting this icon from the toolbar on the right, a comment can be given regarding the content of the term and displayed below the term.

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Condition Choose the condition of the term.
Action

The term result. If we must define multiple actions, for example both discount assignment and a new item (e.g. gift), we enter a line in the 2nd level (EBS-UserGuideEN-image703.png). The column “action” displays a content only if the action is one. If the actions are multiple, the column does not have a content and we must expand the level of actions to check what wil be the result of the term.

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Alternative conditions

The terms can be grouped and applied sequentially. For the terms of the same group, we can define the priority within the group. Among the terms of the same group, the evaluation will become by “priority” and when found a valid term (its condition becomes true), then all the terms of the same group will be ignored, which means that they are mutually cancelled.

Such a case is the scale of quantities or values where, when one part of the scale fulfilled, all the rest must deactivated. For this to be clear, see the following example:

Term group

if

then

1

Order amount (net value)

Discount

>=1.000€

2 %

>=2.000€

3 %

>=4.000€

5 %

2

Buying 10 pieces from 3 specific item groups

Additional discount 7 %

3

Delivery to the customer from the company warehouse (with his own means)

Additional discount 2%

If for the 1st term group we define the same “group” at these 3 terms and the priority between them, is from the largest % discount to the smallest, we achieve the result of alternative terms mutually cancelling.

EBS-UserGuideEN-image705.pngThe other two term groups consist of ONE term each, so there is no question over the priority (they will be applied if the condition is true).

Auto-apply on insert

If the invoicing policy is strict, then this property must be activated so that by the storing of a new document it is always automatically applied.

Intermediately, (as long as the data entry is in effect), the user can ask for the Invoicing policy results by using the keys Alt-Q. This is also useful in cases of telephone orders, or whenever the user feels like informing the customer on discounts, gifts, or if he wants to try different quantities and look at the returning information. And

  • If the Invoicing policy in NOT automatically “applied on insert”, the user must ask this to be done on his own responsibility and then, can make any changes.
  • If on the other hand the Invoicing policy is automatically “applied on insert”, the user is unable to “avoid” the results.
Auto-apply on change The point here is if the policy will be applied mandatorily during a document modification or if it will not be applied rather than only on demand (Alt-Q).
Apply on demand

Activate it, in order to leave it to the user’s discretion (possibly in transaction to the customer) to choose the terms, interactively. This means that only if the user chooses to, the term will be applied, even if the condition is met by the document data. This ability is useful when for the same period alternative offers are valid and during ordering, the customer would choose among them.

If in an item line, the user calls on the application (Alt-Q) a dialog appears through which, on the one hand can inform the customer about the valid invoicing policy and on the other hand, can choose the term(s) to be applied (gift, offer, discount that the customer chooses at the time of the briefing.

Any terms are already valid, will appear activated to the column “Fulfilled” and to the column “To be applied”. In this column the user is able to intervene:

(a) If it is already been fulfilled

(b) If it is not fulfilled (to declare that the customer wants it) if only it regards an Item line control and the line map profile has been defined (this profile belongs to the non-visible grid columns and defines the value to take another line field, so that the term will become true).

An example If the customer orders 8 pieces and learns that there is an offer valid for 10 pieces, then if the user declares “Yes” in the column “To be applied”, the line map profile will automatically alter the quantity of the line from 8 to 10. The condition becomes true and it can be applied any longer, in order to give the result.

EBS-UserGuideEN-image706.png

In the above example, the marked term provides one bottle of Wine if the customer buys 5. In the order line, the quantity is a single piece, so it is not “fulfilled”. If here, the user chooses the term (to be applied), the quantity will become 5 automatically, so the gift will be added to the order.

  • WARNING! If the invoicing policy calculation asked again and the particular term deactivated, the quantity REMAINS = 5, since the gift will be deleted. What does that mean?

The assignment to the quantity was not the “result” of the invoicing policy, the result will be the action only. This was a helping tool given only in the item lines, like a macro, so that the user not to type the quantity. The assignment is JUST like the user typed the quantity, to make valid the particular invoicing policy term.

This possibility for the user to define and choose the terms, it is reasonable that is not present when the document created without User Interface (e.g. import, transition, automation)
Display

For every term, we can define when it will be displayed. It is meaningful only in policies with at least one term set as “apply on demand” (interactive).

  • Always
  • Only if fulfilled
  • Never

The last choice is about cases when neither the user nor the customer are able to be involved because it might regard salespersons, cost, card points or other results applied on saving.

Inactive An inactive term will not be examined or applied.

Examples

Discounts based on quantity and Item category

Assuming that the company decided to give an additional discount, depending on the total sale quantity of Items belonging to a particular Item category:

Items Quantity Discount
Category 01 > = 5 3%
> = 10 5%
> = 20 7%

For the implementation of this policy, we should follow these steps:

  1. We create 3 conditions and 3 actions to cover the above scale:

EBS-UserGuideEN-image707.png

EBS-UserGuideEN-image708.pngBefore creating the conditions, we have to create a condition template. From the library of the available templates, we choose the one containing the relevant fields (item category and quantity in our example).

  • The «Parameter preview» in the form of template is available only for informative reasons (how the parameters will look like) and not for specific values to be given. This will happen to the condition form.

EBS-UserGuideEN-image709.pngEBS-UserGuideEN-image710.pngWe create 3 conditions that need to be true in the document, according to the above policy. For every condition, we enter a code and a description and in the condition clauses* we choose the condition template of the previous step and define to the “parameter definition” the data that must be checked:

  • The quantity field: we set “Quantity”

  • Value field: we enter « > = 5» meaning the checking value.

  • Calculate quantitative field: on all selected rows or per line. Here, “selected” means the lines of items belonging to the particular categories.

  • Categorization field: we set the field “Category” of the Items

  • Categories: we type or select (by F3) the particular values of field “category” (01 according to the example).

* Obviously, the condition clauses may be more than one, based on different condition templates, connected with AND, OR, etc. to create a logical expression but here we need only one.

Similarly we make 2 more conditions for «field value» > =10 and > =20 according to the example.

Correspondingly, we create 3 actions which we need as a result.

In every action, we type a code and a description, as well as we define the particular result that must produced, if the condition is met. In our example, the action will be “Assign to item lines”:

EBS-UserGuideEN-image711.png

Next, we set the discount needed.

  • Field name: Assuming we want the field «%discount 2» of the line

  • Operation: We have the ability to either replace the field value by choosing Assign either to add to the existing discount percentage value (e.g. from pricelist), the present percentage by choosing Addition.

  • Numeric value: We set 3 for a 3% discount

Finally, in the same screen, the following are set:

  • Apply only in the condition items: If activated, in the example, the discount will only applied to the Items of the category “01”, while if deactivated, the discount will applied to all the items in the document.
  • Apply up to item’s maximum discount: The system checks in this case the maximum discount of every item (possibly configured to the item’s register) and it will place not necessarily the «3%» (IF that along with the existing line discounts goes higher than the Item’s maximum discount but the difference up to creating the maximum discount as a percentage (%).
  • Apply only greater discounts: If the field set in the Invoicing policy (e.g. % disc2) already has a value, either from the Item, or from the header, or by typing, or by pricelist, then the Invoicing policy is applied only if the discount formed is equal or greater than the one already existing to this field.
  1. We create an Invoicing policy where actions and terms are connected in the terms grid:

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  1. We match the Invoicing policy to the appropriate customers through the global modification functionality.

Result during invoicing

In the document, the invoicing policy is recommended and saved. Assuming that the document contains the following information:

EBS-UserGuideEN-image713.png

Asking for apply invoicing policy by pressing ALT+ Q or EBS-UserGuideEN-image714.png next to the field, the invoicing policy will affect the lines 3 & 4 with items belonging to the category stated and not the lines 1 & 2 with items of a different category. The quantity checked (to be greater than 10 in this case) is the total quantity of the items of category “01”.

If however had declared “per line” to the conditions’ parameter field “calculate quantitative field” (instead of “all selected rows") then, the line #3 would take 0% discount and the line #4 would take 3% discount because its quantity is greater than 5 (the 1st condition would be true). So, the check

Additional discount due to payment method

EBS-UserGuideEN-image715.jpegExtending the first example, assuming that the company decides to offer a further 2% discount, as motivation to the customers who pay in cash. For the implementation of this policy, we will have to follow the steps below:

  1. We create or choose a condition template “Based in payment method”:

  2. We create a condition where the template and the parameters are set with the payment methods («00001- cash»).

EBS-UserGuideEN-image716.png

  1. We create an Action where as a type of action we choose “Assign to document” and in the header of the document will add a discount of 2%.

EBS-UserGuideEN-image717.png

  1. Finally, in the Invoicing policy we add one more term (with this condition and this action) and we define that it belongs to a different group.

  • If now we have taken care of the % discount of the header to be transferred e.g. in the «%discount 1» of the lines through a field property profile, we have achieved the required result.

Providing gift due to order quantity

Suppose that a minimum order of 3 boxes earns a gift of the Item coded 004.

Items Quantity Gift
All > = 3 boxes 1 piece of item 004

For the implementation, we follow these steps:

  1. The Items are monitored in pieces but we declare an alternate measurement unit for the boxes, where the relation between the units is also defined. For example 1box = 12 pieces EBS-UserGuideEN-image718.png

  2. Creation of a condition template where in the parameters we chose “Based on Quantities field line”

EBS-UserGuideEN-image719.png

  1. Creation of Condition where the condition template is chosen to the “condition clause” line. In the “parameter definition” in the Quantity field we choose «Quantity in alternative MU» and as value we set > = 3.

EBS-UserGuideEN-image720.png

  1. Creation of Action of type «Insert stock item» where we choose the item given as gift. We also define in the field Price, receiving the value «0» by assigning action.

EBS-UserGuideEN-image721.png

  1. We connect the condition with the action in an Invoicing policy term.

Result -Application

During the invoicing, if an item sold by 3 or more boxes, the result is the automatic addition of a gift item (with quantity 1 and price 0).

Charging installation services of particular items

Assuming that a company trading heating items, wishes the customer to be charged during sale by installation fee depending on the item category.

Item category Service item
Air Condition Installing Air Condition
Radiator Radiator Installation

For the implementation of the invoicing policy, we must the below customization:

  1. Create a condition template with condition parameters “Based on Quantity field and Item category”.

  • If such a condition template already used by another Invoicing Policy, we use the same one.

  1. EBS-UserGuideEN-image722.jpegCreate two conditions, one for each Item category. Because the action (charging the service) is independent of quantity, in the field value we choose above zero (>0).

  2. Create two actions. As “action type” we chose «Insert Item» and in the field “Item” we choose the charged service.

EBS-UserGuideEN-image723.png

  1. We create the invoicing policy combining the conditions and actions based on the example table. We do not define group or priority because they are not “Mutually exclusive terms”. They all must be applied, since the conditions become true. This means that if the client buys an air conditioner and a radiator, it must be added automatically to the document, the both two services of installation.

EBS-UserGuideEN-image724.jpeg

Result - Application

As a result during Invoicing, if the customer buys Items of the category Radiator, he will be charged with “Radiator installation” while buying Air-Condition he will be charged with the “Air-conditioner installation service”.

Charging insurance fees to sales abroad

Let us assume that in every sale abroad, taking place in specific delivery terms, there is a charge of insurance of 100.00 euro.

In this case, we need automatic adding of a special account. We have to proceed to the following customization:

  1. EBS-UserGuideEN-image725.jpegWe first create a special account of type charge where the automatic application is disabled, because we do not want his to be applied always, unless specific delivery terms are met.

  2. In the relevant document types (invoices, orders) we add this special account to the sub-page “Charges/Withholdings”.

  3. Create a condition template choosing parameters “Based on delivery terms”.

EBS-UserGuideEN-image726.png

  1. Create a condition and in the parameters panel, we choose the delivery method for which applied the charge.

EBS-UserGuideEN-image727.jpeg

  1. Create an action, where, as action type we choose “Insert special account”. This will activate the field of the special account where we pick the account we created.

EBS-UserGuideEN-image728.png

  1. Create a term in the Invoicing policies we are interested in, with the condition and action.

Result - Application

In trade documents with the particular delivery term and if the customer has this Invoicing policy, the charges account will automatically be added to the special accounts sub-page, increasing the total payable amount.

Discounts by combining quantity scale of many categories

Assume that the company is trying to sell products of a category for which there is a large stock. In order to promote their sale, it will activate an offer where if the client buys Items of this category combined with another category, an extra discount can be provided.

Items

Discount

From 3 - 5 pieces of category Α and from 1 - pieces of category Β

3%

From 6 - 10 pieces of category Α and from 4 - pieces of category Β

5%

From 11 pieces & above of category Α and from 7 pieces & above of category Β

7%

This is a scenario where the Invoicing policy needs to combine different quantities and categories in one condition. Implemented as follows:

  1. Create a condition template with parameters “Based on quantity field and Item category”.

EBS-UserGuideEN-image729.jpeg

  1. EBS-UserGuideEN-image730.jpegCreate Conditions. As in the previous examples, as many conditions will need to be created as the lines in scale based on the table of the example. Here in every condition, two parts are set, where we choose the same condition template joining the lines using the AND link operator…

EBS-UserGuideEN-image731.pngIn the first line we choose one category as well as the quantity range value. To the “comparison” field we choose “..<=..<=..” in order to may enter two values (for define the range).

In the next line, we enter the second category of values for the same condition template.

  1. We create 3 actions for the 3 discount percentages, based on the table of the example.

  2. As in the previous examples, we connect the conditions to the actions in terms of invoicing policies. Exactly because the terms are mutually exclusive, we define that they belong into the same group and declare the priority of the terms in descending series. This will mean that the term we need applied first will be the one with the largest discount.

Result - Application

During sale, if the document items belong to these categories and the quantities of each category is in the particular range, we result in getting the corresponding discount.

Sales discounts controlling

A display that allows us to have a more global and complete knowledge of the discounts given to the customers, is the Sales Discounts Justification (Business snapshot/Sales Statistics/Customer sales Statistics).

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This list allows us to check WHICH discounts our customers have gotten and HOW (incorporated to invoices due to item, due to customer agreement or over credit discount invoices/rebates).

On the 1st level, the customers with the basic turnover information appear, while in the next columns it is analyzed for the “Starting turnover” (amount beginning with), as well as in regards to the discounts given (“on invoices” and “due to turnover”, that is retrospective discounts. The average percentage of discount is being calculated along with the “scale” of the average % (1-100 by 10% intervals), in order for anyone to be able to handle a categorization of the customers.

On the 2nd level, we can see a DISCOUNT TYPE (“Origin”). The amounts that have been granted, separated into 2 basic categories: “Invoice Discounts” and “Retrospective Discounts” while all the displayed data allow access to the related invoices. It has been assumed that the “price” is not decreased by discounts, but they are placed to the discount fields:

  1. In «%Disc 1» the customer discount (header),

  2. in «%Disc 2» the “Item Discount” and

  3. in «%Disc 3» the user Discount
    We’ll also be able to see:

  4. All of the Discount type special accounts, which have possibly been used with their title in the “Origin”. As an effect, if discount special accounts are in use, the title of the special account, will be displayed here, as a reasoning of the discount (e.g. “3% due to payment method”, “5% due to invoice revenue”). Especially the “autonomous” accounts (which don’t affect the turnover) will be displayed only to the 2nd level distinguished by the coloring of their line, for informative reasons.

  5. The Discount Credit Invoices for the selected date range, one by one

  • Any “no charge” Invoices will not be displayed either in the starting turnover or in the Discount amount either a price = 0 or a Discount = 100% has been used.

Sales and distribution performance indicators

A summarizing presentation of Sales processes indicators is being displayed by the Sales and distribution performance view (Business Snapshot/Performance Indicators). Those “indicators” cover a wide range of the Sales process and allow us to locate problematic spots in general and also allow us to see if the Ratios are being improved or getting worse ( in correlation to the same month a year before):

EBS-UserGuideEN-image733.jpeg

The Customer & quotations administration is in the 1st part:

  • New Customers created, based on the 1st Trade Document entered for the customer (offer, order, invoice)
  • Prime Clients Ratio: In the “Advanced” parameters (EBS-UserGuideEN-image734.png) the % of the turnover considered to represent the Prime customers can be set. The 80% is recommended in this case and the indicator will display HOW MANY (in number) customers have reached the 80% of the turnover,
  • Average Quotation close time, which in a later state became an Order.
  • Lost Offers Ratio, using the “workflow step” of offers (could updated through a transition “in-place”), which is configurable to the parameters (EBS-UserGuideEN-image734.png) with a proposed value “LOST”.
  • Lost Sales Ratio, which updated by the “lost sales quantity” (if used the transition “Discard sales order)”.

In the 2nd part, the average “Order fulfillment cycle”:

  • Average order routing time: Time taken between the order and picking. The document SRC is recommended for the picking and is defined in the “Advanced” EBS-UserGuideEN-image734.png parameters.
  • Average order preparation time: Time taken between the picking and the actual delivery of the order, where the “Delivery” based on closing entries of the picking process.
  • Average order shipping time: Time taken between the order and the delivery, where the “Delivery” based on closing entries of ordering process.
  • Average order delivery delay time: Comparison between the actual delivery date (date of issuance) and the scheduled delivery date (of entries that the delivery “closes”, e.g. picking or order).

Retail sale points

The functionality of the Retail Sales, as to the behavior, the concepts, the sub-ledgers update and the configurability resembles the Sales cycle in general.

A large differentiation found in the User Interface because in Retail case, the screen will need to contain the minimum required data that the user would most likely need. At the same time, all the Actions will need to be gathered so that the user will be easily trained, and also complete every transaction in the minimum time. The proper dynamic forms should designed and implemented, covering the aspects and needs of the business. Ideally, the ESRetail ™ should be used, which is addressing to this type of market, covering and resolving matters of usability and speed in the best way.

In this chapter, we are going to examine some special functions and customizations of Sales addressed mainly to the Retail points (either we refer to occasional retail sales or to intensive Retail). More information on the functionality of the fields, discounts, invoice policies, dimensions-sizes etc. see in detail to the previous chapters about Ordering and Invoicing.

Simple retail Sale (intensive)

Appropriate document type: RCR (RETAIL NOTE - DELIVERY NOTE)

This document does not update the Accounting. The accounting is being updated through a packing procedure of the retail slips which creates a summarized entry, to be posted by series and date.

In the example, we see one of the many alternative forms that retail receipt may have.

  • The document series is automatically proposed, based on the user and its access to series.
  • EBS-UserGuideEN-image735.jpegThe customer usually is a “General retail customer” which is defined in the document type or in the Branch of the Series (in the “Retail customer” field)
  • The user has no access to the date unless the series is manual. Otherwise, the date is the login date.
  • The gross prices of the Items used in the retail receipts (the Item price + VAT charge).

Those may contain special charges of any tax type if it has been defined as a special account of the “Tax” type depending on the “Item” and they are of % type applied on the initial (net) value.

  • The easiest way for the user to provide a discount is by pressing Alt-F7
  • If an Item line is concerning a returning Item, use Shift-F4 to declare this, while the line itself will appear with a different color, for visible distinction.
  • For the completion of the transaction, the user must enter the payment. In order to move from the Items tab-page to the payment page, press F6. See details for payment, during retail sale, in next chapter.

Retail sale to a particular customer

If an Order is entered previously or the customer had an advance payment or, in general, if the customer presents a receipt of an advance-payment, instead of the General Customer, the particular Customer is the one who should be declared to the header. There are cases of Retail Sales, which do not have an intensive rate, for example Jewelry stores or Electronics stores, where for Customer Relationship Management reasons, the identification data of the customers are used and stored.

In case the customer has already been entered, it will be searched by one of the known search methods (based on the name, phone number etc). On the other hand, if the customer is not found, it will be immediately entered using the EBS-UserGuideEN-image201.png icon and a dialog containing the minimum entering requirements will appear, in order to create the customer’s register.

EBS-UserGuideEN-image736.jpeg

Payment methods

The payment can take place in a number of different ways. Through the (general) customer, the payment method must be proposed in the retail receipt, and this must be a “mixed payment method”, so that all payment types to be covered. The receipt is configured to disallow the storing, printing or exiting without having completed the total payable amount in the payment part.

EBS-UserGuideEN-image737.png

  • If the total amount given to the “Cash” line, the entering has been completed showing the change as well (if the receiving amount is greater than the payable amount).

  • If the user attempts to store, a dialog confirming the total amount in cash appears (with the ability to choose the individual coins received).

EBS-UserGuideEN-image738.pngUsing the virtual keys showing notes and coins, we are able to interact with the “Receipt” field and according to the amount, the change is also calculated. The coins and notes displayed are the “available” ones for the currency of the document (Tools/ Customization/Organizational parameters/Currencies/Notes- Coins)

  • If the payment method is by credit card, the user will choose the type of credit card in the “Credit Card” line. This way, the relevant liquidity account will be filled in, and the maximum number of installments of the card type will be used. If the card corresponds to more than one clearance banks (in effect more than one liquidity accounts) the proper one will have to be chosen by the user.

  • If an advance payment has been entered, or a credit balance is valid, then in the “Credit/Advanced payment” line we’ll have the following:

  1. If the receipt is concerning a particular client, the Ctrl-Y can be used in the “Amount” column. This shortcut causes the proposal of the customer’s credit balance (if any) to the column “amount”.

EBS-UserGuideEN-image739.pngIf we need to maintain the information of the matching (in case that advance payments are more than one) and need to avoid the typing of a specific receipt, we are able to use the alternative document column pressing F3 to search and select among the available outstanding credit documents. By pressing “Accept”, the amount updated with the open amount of this transaction.

  1. If the receipt is about a retail customer, the amount should be typed, and to the “alternative document” column to enter the exact receipt code that the customer carries (in order the correct matching to be done).

In case the payment has been given to an order, by choosing this document, it will be added automatically to the “related documents”, so that an automatic closing of the ordered quantities to be done also, without the need for any further actions by the user.

EBS-UserGuideEN-image88.pngWhat is generally recommended, is the advance payments to be entered in the Order (which is the Order of the Inventory Items as well as the collection receipt) and not in independent Cash Receipts, which contain no description of the reasons they were entered.

Goods return and buy options

When the return policy allows no returns but only changes, the way to enter the return is by returnable Items in the Retail receipt itself, with which the customer buys new items.

For declare the returning line we use Shift-F4 and the payable amount will be the difference between the sold and the returning Items.

EBS-UserGuideEN-image740.png

If the change cannot take place or the customer does not want it and the company’s policy allows it, we can always enter a Credit Document for the customer:

Appropriate document type: RCN (Credit note for a retail sale) or RSC for mass posting, after packing process

In this document, the money return can be entered in the payment part of screen:

EBS-UserGuideEN-image741.png

If no money is returned, as usual, this document can be used at the future (buy option), for example at the next season. The way to use this later as a “payment method” has been explained before.

Electronic signature per receipt

This functionality is extremely useful in shopping stores on which more than one salesperson work on the same terminal (computer). It provides us with the information of which salesperson / user served how many customers, no matter who logged in (an employee often takes the place of another without re-logging).

The activation of the electronic signature can implemented as follows:

  1. We create all the users to the users table (General/User administration)
  2. Activate the “Save key” and guide the users to type in the key (which must be unique, because through this, the identification of the user will be done, whereas the login password just used to authorize the user entrance to the system and it can be anything).

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In the document series in which this functionality is required, all we need to do is activate the relevant field:

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The result will be that in every attempt to store the document, in the document types where we activated this setting, the mandatory typing of the “Save key” will be enforced. This way, the user typing the password will be identified and authenticated so, instead of the login user, the user to which this password belongs is used as the document “creator”, during saving process. Later this information can be used in views, for example in “Retail Documents” list, which contains such a filter (“created by…”).

Retail posting process

The purpose of this procedure is the packing of the detailed Retail receipts into summarizing documents for posting to General Ledger.

Appropriate document types: RSR (Summary note for the effected Retail sales)

RCS (Summary Credit note of Retail sales)

The procedure groups the retail receipts (RCR, RSC) by date, branch, VAT status, and cancellation status. Furthermore, there is the possibility to define grouping by trade account, document series and grouping of the payment lines per Liquidity account (e.g. for cases that in Chart of Accounts monitored the credit cards by Bank). A scheduling utility is also available so that the process to run completely automated every certain period of time, for example daily or weekly.

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The documents produced contain a SINGLE item line per “Accounting category” and “VAT category” (instead of the actual sold items). The reason is that the ONLY updating concerns the Accounting (which never may be updated by RCR, RSC even if a posting process runs, by mistake).

The procedure updates the “reasoning” of every produced document with the limits of the issued retail receipts (in the form “Numbers of receipts RSR -Α-00001 up to RSR -Α-00105” etc.). In case there are any cancelled receipts, they are grouped and cancelled automatically producing one cancellation document, listing the numbers of cancelled Retail receipts (separated by a comma). In the original Retail receipts, the “Alternative document“ field is updated with the number of the Summarized Document (RSR -ΧΧΧΧ) where they participated, and they are “locked” so that they will not be able to take part in this procedure again.

The trade account of the produced Summarizing Document is the one declared in the Branch (“retail customer”) or in the document type (used, when no grouping by trade account has been chosen).

The series choice of the produced document is done automatically: either by the unique branch series or based on the same series code with the grouped retail documents (source documents).

In particular:

  1. If a grouping by series has been chosen, for every Retail document series a corresponding one must exist (with the same code) in the summarizing Retail document type.
  2. If no grouping has been set, the summarizing Retail document type will have to contain the definition of ONLY ONE series per branch (1 normal and 1 cancelling) which will be automatically traced.

If any error occurs, the Summarizing Documents can be deleted and the process can be executed again using “NO” in the question: “Exempt the processed”

Cash counting

Opening (cash receiving)

In the beginning, the user counts the cash received of the current cash register (issued through “Cash/Notes/Money transfer).

Appropriate document type: CCN (Cash counting entry)

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In this form, the current balance of every Liquidity Account – Cashier (in its own currency) is available (as it is calculated of all system transactions). If there is a difference between this balance and the counted amount (surplus or deficit), it is calculated to the last column, using color indications for the “sign” of difference.

Being in the “Counting” column, we can use the “Coins counting” button to easily enter and sort all of the quantities of the different types of notes and coins. Based on these quantities, the counted amount is calculated and pressing “Accept” the main display will be updated.

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Until the storing of the current document, the cashier would remain closed and inactive, to avoid mistakes during the counting process.

Closing (cash delivering)

During the closing and delivering the cashier from one user to the next, a counting is taking place again. The procedure should always be done and the handling is exactly the same as in the opening of the register.

Until the storing of the document, the register should remain closed and no transactions should take place in it.

Following those simple steps, we can solidify the fact that during any shift (while the register is accessed by one user in a specific time frame), the full history of the receiving’s as well as the source (day, time and user) of any differences.

Cashier deficits and surpluses

EBS-UserGuideEN-image747.pngThrough every counting document, the updating of possible deficits or surpluses is available by the use of the first button on the bottom left “closing of cash counting differences”. The best practice in this case is to run this process immediately or at least before the next counting takes place for that particular cashier.

This action will call the transition:

202. CCN=>CCD (Cash deficits-surpluses from counting)

This transition will produce the document:

CCD (Cash differences)

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In every Liquidity Account which shows a counting difference, a corrective entry is entered which will balance the account.

The posting of this document will use the G/L Account entered in document’s header,

Store statistics

The path: Business snapshot/Sales statistics/Branches statistics leads us to a number of relevant views on the branch activity.

Stores’ sales statistics (online)

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This view contains sales and receipts data by branch. It is configured to be able to self “refresh” every 10 minutes, making it useful for someone to keep an eye out from a central site, on the actual activity of each branch in real time. The proposed time period is current day. It presents the Net and the Gross (net + VAT) sales value, as well as the actual cash receipts, with a constant display of the time passed from the last receiving and the last sale.

Sales per Store by hour

This cube addresses mostly to installations having a large number of sales throughout the whole day and need to have a solid view on the data about the turnover and quantities sold by hour. Some additional dimensions like the salesperson, item grouping, geographic region, year, month day and business unit, are also available.

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Average transaction value per store by hour

This cube addresses to installations of a large number of sales during the course of the day, in cases of intensive retail and contains information on the:

  • Total number of transactions per hour (without cancelled or cancelling documents)

  • The total net turnover per hour

  • The average value per transaction (taking into account only the “positive” transactions, without credit notes)

There are some additional columns too, to move to the visible ones from the “data” list of the cube:

  • Positive transactions value: Displays the value of transactions without taking into account the cancelled and the credit documents

  • Number of positive transactions: Just like before, it takes into account only positive transactions. It is used to form the “Average value per transaction” indicator.

Dependency of sales by weather conditions

This cube displays the sales value and quantity in relation to the weather conditions in each store at the time the sale was made.

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  • A periodical update of the weather conditions in every branch can be scheduled by using the «Update METEO data» (Tools/System- Database management). The weather is coded in 5 values (Fine, Rainy, Snowfalls, Erratic, Very warm), which are “dimension values” for the cube. The requirement for this procedure to function correctly is to first run the “Update Postal codes file” (Tools/Maintenance tasks) so that, the unique key used of every area to be updated properly.

Visits per store over time

This printout provides us with information about the way the visiting is progressing through the hours of the day per month and year. The printout displays the summarized result for all the recording cameras of the company, and then, in more analytic levels for every store in particular.

Sales related to number of visits

This printout connects sales data (value and number of transactions) to the number of visits, as recorded by the visit recording cameras installed. Grouping the results is possible to do by year, month, day, store and geographical region, in order to get valuable conclusions on the store traffic.

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  • In order to acquire this type of information, the proper equipment recording the visits is necessary to be installed and the relevant customization of the application should be done.

Stores’ audit view

Displays in a “Dashboard” way, information on the sales related to the stores and also the company as a whole:

  • Total turnover, Turnover per salesperson , Top selling items

  • Stores’ sales in the current week, month, and quarter compared to the corresponding previous year range.

  • Average transaction value average number of items per receipt

  • Sales value compared to the stock value

Providing Services

The documents used for the cases of Services provision are available through the Sales options (of menu and toolbar).

Services rendered Invoice

Appropriate document type: SSI (Invoice - Services provision)

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Document type and series Those are the mandatory data for the authentication of the document. Usually they are automatically proposed, depending on the user and his access rights to the series.
Date The login date is proposed
Customer The search takes place either by code or by name. If a customer is located, he is automatically displayed with his data (T.R.N., Address), otherwise using the EBS-UserGuideEN-image201.png icon, a new one can be added at that time.
Payment method The customer’s payment method is proposed.
Services In the line part, the services entered along with their quantity and value. The quantity used in cases of services that measured in a time unit (hours, days) with a charge by unit. This value may be depending on the pricelist of the customer or proposed based on the whole-sale price of the item-service itself. Discounts can be proposed here, by the way as which is valid for the sales cycle, in general.

EBS-UserGuideEN-image89.pngThe services can be part of the other Sale invoices (e.g. SNV), as long as the services line type activated in the document type used.

Services rendered Receipt

Appropriate document type: SSD (Receipt for a retail sale - Services provision)

Issued in cases of Customers - Physical Persons instead of a services Invoice.

The difference is that the proposed selling price is the “retail price”. A payment can be entered at the same time.

Various revenues (interests etc)

Appropriate document type: BXR (Various revenues Note (with payment))

Used like the services invoice or receipt, for small expenses that paid at the same time. The customer is not updated, so, the payment must be entered anyway.

Service repair Invoice – Items’ shipping with no charge

This document used after repairing Items that have been received from the customer through a “Goods receipt Note – without value” (GRN), that is a pure quantitative document (without an invoice pending. After checking or repairing, the Item returned to the customer while charging for the work done.

Appropriate document type: SIQ (Delivery Note – Services provision)

The Items sub-page of this document has got a ZERO value and the update of the Inventory is only regarding the quantity, like exactly we would entered a SPC (Goods Return Note (without pending Credit Note)) document. The Services sub-page will be acting just like the SSI (Invoice - Services provision) document. The total amount charged to the customer is the value of the services.

Service credit Invoice

It is issued when a mistake has been made and the Invoice cannot be cancelled.

Appropriate document types: SCS (Credit note - Services provision)

SSC (Credit note - Services provision (reversal))

Retail service credit Note

Appropriate document types: SCP (Credit note for a retail sale - Services provision)

SCR (Credit note for a retail sale - Services provision (reversal))

All of the Service documents can accept a payment or money refund. The handling of those monetary transactions is exactly the same with the one used in the Cash invoices.

How we check the results of issuing Services provision documents?

View Content
Sales/Shipments List of all Sales documents concerning quantities or values
Invoicing documents A list of the documents creating Turnover.
Services Trial Balance & Transactions Register

Updating of an “Accounting” type to the Services (the credit balance is the usual one). The last two columns are about quantities (for services where the quantity makes sence).

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Revenues Journal per VAT rate

Auxiliary Journal for reconciliation VAT outflows, where for each VAT rate, Net and VAT values reported per Accounting category. The Services are a specific Accounting category.

Customer’s statement and Trial Balance The customers are charged by Services Invoices and we can check their balance through Trial Balances and their detail transactions through Statements.
Outstanding receivables

List of all outstanding requirements (not paid invoices), per expiry month, based on correlation with payments.

Accounting An accounting entry is created to the Customers, Services and VAT accounts and it updates the Accounting journals, the Account Statements, the Trial Balances etc.

Collection management

This chapter will examine the process of receiving the claims from customers in different ways (cash, credit card, cheques, deposits), as well as the organizing and scheduling of the receivables.


The instructions and examples given are mostly based on the proposed customization, as far as the documents, the screen forms and the informative tools are concerned.

In order to issue a Receipt, the following procedures can be used:

  • From the toolbar “Cash/Notes”, from where a dialog appears to select the kind of transaction:

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  • Following the path “Transactions/Cash-Notes/Receipts”, by “Insert new Line” when the receipts list appears:

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Collecting cash

Appropriate document type: CRC Cash receipt (from customers)

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Document Type and Series

They are required identification data of the document. The series usually proposed, depending on the user and his access to the documents’ series. The series also defines the company’s branch, where the Receipt issued.

Date

In the date field, the login date is automatically proposed.

Customer definition

We can use one of the available searching methods to locate the customer (code, name, TRN etc).

Alternative document

EBS-UserGuideEN-image759.pngIf we want to declare the are looking to declare the number of a particular Invoice which is being settled (in order to maintain an automatic and correct transaction matching), we should type the exact code of the Invoice in this particular field:

Payment lines

At line part, we set the Cash register (Liquidity Account) in which the collection is done, as well as the amount in the “Value” column. The “Automatic payment” account of current branch proposed.

How we check the results of issuing Cash Receipts?

View Content
Receipts A list of the collection documents entered, along with a classification of the amount in Cash/Deposits, Credit Cards and Cheques/Notes. The list contains receipts not only from documents like the above, but also from Retail Sales or advance payments through Sale orders etc.
Cash check statement

A list of receipts and payments sorted by branch, user and payment type:

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Receipts-Payments Information like the previous, but providing the layout and the analysis functionality of the cubes.
Accounts Receivable Trial Balance The receipts are displayed in the Credit columns of the Trial Balances and the corresponding Detail Ledger Statements.

Cash Invoice

Within a Sales Invoice, it is possible to declare the customer’s payment without create a separate Receipt document. There are two ways to declare the payment in an invoice:

  1. EBS-UserGuideEN-image761.pngChoosing the payment method “Cash” and asking “Apply” (EBS-UserGuideEN-image762.png): a payment line will be produced (for the total payable amount). If this payment method is set as “auto-apply” then, during storing of the document, the payment will be produced (and update the proper sub-ledgers) without any user’s action. The selection of the payment method is enough in this case.
  2. The user fills out the payment data. If the payment method is null or it is NOT an “auto-apply” payment method, the user can maximize (EBS-UserGuideEN-image763.png) the footer area and fill out the cash register and the amount manually. If the Cash (liquidity) account of the current Branch has been set as an “automatic payment” account, it will be automatically proposed, and the user would only enter the payment amount.

Possible cancellation of the Invoice will also cancel the payment.

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Collecting by credit card

For using credit card for payments, the necessary customization of the Liquidity accounts must have been done. As far as the payment takes place during the issuing of a retail receipt, there is specific information available in the corresponding chapter. In case that the payment issued by using a separate receipt, the recommended document is:

Appropriate document type: CRC Cash receipt (from customers)

EBS-UserGuideEN-image764.pngAfter filling in the customer’s details, must select “payment method” action button.

EBS-UserGuideEN-image765.pngEBS-UserGuideEN-image766.pngHaving customized properly the payment methods (to be applicable to the collection receipts), in the appearing dialog, we select a payment method that contains “credit card line”, we define the amount and the number of installments and press the “Accept” button:

Customer deposit in our bank account

The deposit made by a customer in one of our bank accounts can take place in the exact same way as the cash collection (using the CRC document), filling out our bank account in the “Liquidity Account” column.

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This can be useful in cases where we receive a deposit receipt by the customer and we need to immediately update his balance.

EBS-UserGuideEN-image89.pngIn case “Valeur Days” have been set to the account, they will be added to the Issue Date of the Document for calculate of the payment “due date” which will in turn update the cash flow (this is the date when the cash will be available).

Usually the customer deposits entered in mass, based on the Bank’s statement, which may scheduled to take place daily or in any periodical basis. In this case, either manually or via a pre-configured import procedure, we enter one document for many customers’ deposits:

Appropriate document type: BCR (Remittances from Customers)

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In the header, we declare:

  • The bank account
  • In the alternative document, the Bank’s statement number

In the lines

  • The customers, along with each deposited amount

There are two methods available for the outstanding balance to be correctly updated as well as the cash flow which is depending on the “Due date” (Valeur):

  1. For EACH DAY the statement displays transactions, we enter ONE document. If there are “valeur days” declared to the bank account, they will be added to the issuing date, producing the “Due date” on which the money will be available in our account.
  2. We enter ONE document in which the issuing date is the date that we received the bank’s statement and for each line, we enter the due date (valeur) which is stated. From an accounting point of view (trial balances, transactions statements), in this case the Ledgers will be updated by the “Issue date” (on which we enter the document), the matching of our customers though, their Pay-out ratios as well as the Cash Flow will be correctly updated by the “Due date”.

Collecting by a customer’s cheque

Appropriate document type: NRE (Note receipt from customer)

To take receivable cheques (or other receivable notes like sights drafts, day bills, trade bills, etc.) from a customer, we can use the document type CRC (which covers all payment methods) from the sub-page “Notes” either this special document:

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For the cheque details to become available for filling in, we must use the icon for insert a new line EBS-UserGuideEN-image770.png, which will activate a dialog allowing the full cheque details to be entered. The required fields are the following:

Note Type Defined at Customization and contains data needed for the posting process. EBS-UserGuideEN-image771.png
Code It might correspond to a code segment of type auto-numbering, so the user not to have to type it.
Note No. It is the printed out number of the cheque, useful for its identification, and the updating of the Notes Receivable Records.