ERP-RO01-4.0.38.3

Entersoft Business Suite^® | Entersoft CRM^®

New Features & Functionality

New Features & Functionality (Outline)

This document aims to report the new features and extensions of EBS Version 4.0.38.3. First, the newly added functionality and features are briefly listed and, then, a detailed presentation follows. User guidelines and examples are provided where necessary.

Entersoft ERP

• New Global Location Number field on Address
• Remaining amount per cheque when selecting cheques in the context of payment processes
• VAT Switchover Process for supporting the VAT changes in Romania

Entersoft ERP

Persons and Addresses

Addresses have been extended to include the Global Location Number where needed. Global Location Number (GLN) can be used by companies to identify their locations, giving them complete flexibility to identify any type or level of location required.

Financials

The UI of payments with cheques processes, henceforth include the remaining amount when selecting cheques for our payments to suppliers and as the user selects cheques.

Instructions for VAT Switchover Process

Changes to the VAT rate will come into effect on January 1st 2016. The standard VAT rate will be reduced to 20% from the present rate of 24%. All the required adaptations are included in the current version.

Bear in mind that a number of actions must be taking per company on every customer installation, at the end of the current fiscal year. These are:

Commercial sub-systems

Step 1: Documents which are subject of the old VAT rate

Documents which are subject of the old VAT rate must be registered up to 31/12. We refer to Delivery Notes to customers, Advance payment invoices as well as purchases and expenses documents that you have in your hands and are subject to the old VAT rate.

Step 2: VAT Categories

The new VAT categories for the rate 20% must be added, as show below (menu: Tools & Customization/Transaction parameters/VAT categories).

Keep in mind that you may use any codification is desirable; however, the VAT Statement codes are reserved. Therefore, it is essential to use the predefined codification. The following matrix presents the VAT Statement codification for all VAT rates.

VAT Rate	% Percentage	VAT Statement code
TVA 0%	0	0
TVA 5%	5	5
TVA 9%	9	2
TVA 19%	19	1
TVA 20%	20	10
TVA 24%	24	11
TVA 19% - Non deductible	19	3
TVA 20% - Non deductible	20	20
TVA 24% - Non deductible	24	13
TVA 9% - Non deductible	9	4

Read more about the completion of the Accounting Categories are in the «Accounting Subsystem» chapter below.

Step 3: Main Entities

Proceed to replacement of VAT category with the new for the total of the Business Administration entities: ITEMS, SERVICES, EXPENSES, SPECIAL ACCOUNTS (autonomous) and FIXED ASSETS. This can be easily and directly accomplished through the balk modification process which is available to all views (scrollers).

Example: Stock items

In the view (scroller) “Wholesale Pricelist” or “Retail Pricelist” (menu: Inventory/Information), select all the entries of a specific VAT rate (e.g. 24%), by using the “VAT” column as filter criterion.

Continuing, in the “Bulk modification” action, you may assign the new VAT category on the selected rows.

Suchlike, you may proceed to the updating of the other entities. Execute the above-presented process by selecting each time the appropriate scroller and by executing the global modification.

Step 4: Prices & Pricelists

IF you use PRICES THAT INCLUDE VAT, undertake the prices modifications in order to incorporate the new VAT rate (in items and pricelists).

Example: Retail prices

For that purpose use the view “Retail price list” (menu: Inventory/Information).

From the VAT column select the VAT category that you wish to modify each time (eg 24) with « Filter Equal ». Select the items and continuously from the Bulk modification option you define the Field: Retail price in order to be modified. In the Expression, type the following:

{Retail price}/1.24d*1.20d

Old Percentage New Percentage

If you wish to undertake rounding of the retail prices to integer price you must use the “math.round({retail price}/1.19*1.24)” expression instead of the above expression, on which it calculates the amounts rounded in two decimals.

Example: Pricelist modification

Respectively, if you are using the retail pricelists which determines PRICES, select per groups, the items that must change price or create new pricelist lines through the use of action « Copy to other date range» with effective date from 01/01/2016 and execute bulk modification in the following way:

Focus on column Price (in the first row) and after that select the item lines. By using the action “Apply Expression” (available in the Processing tools), readjust the prices just like the prices on the master entity. Expression: Price/1.20*1.24. Execute the process for all the different VAT categories that belong to your items.

Step 5: Entities profiles

Visit all the entities profiles so to replace the VAT category, if needed (menu: Customization\Inventory items, Expenses-Services, Fixed assets)

Step 6: Handling of the Pending Documents

If at 31/12 pending orders to be invoice exist, change the lines VAT category of these documents that will be invoiced AFTER the 31/12/2015.   The reason is that the transitions for the service of the above pending are based on the source document data and thus without this change, you are in danger to invoice with the old VAT rate.

Example: Modification of VAT category in transactions

Use the “stock items” views (scrollers):

• Sales document lines – for bulk modification
• Purchase documents lines - for bulk modification

Select the document lines that you wish to undertake modification of the VAT category.

Continuing, from the option Actions/ Bulk Modification you define the fields: VAT Cat. And to the Expression: the item VAT category.

{Item trade transaction document lines.Item – item line.VAT category}

The definition of the expression is achieved in the way that is presented to the scheme:

Attention

This modification presupposes that the new VAT category is already defined to the items. By confirming the bulk modification, the VAT category will change to all items lines and it will be “synchronized” with the one of the item (where the NEW category is already defined). This modification is NOT needed to be accomplished per VAT category. For ALL the items and ALL the categories, will be updated the correct category.  

Consequently, the documents will change as to the total value and possible forecasts will be re-calculated.

Step 7: Post-Dated Transactions

As far as the Purchases and the Expenses are concerned, it cannot be excluded that an invoice or an expense receipt with date of issue UP TO 31/12 but later than the receipt date from us, will be omitted. In this case, the entry must occur for the reported VAT category. The items have been for instance, updated with the new VAT category 20% which appears BY DEFAULT during entry, whereas the source document has VAT= 24%. In order this entry to be correct, you will need to CHANGE THE DEFAULT BY THE APPLICATION VAT CATEGORY to the item line.

Step 8: Checks for the Restriction of Errors

If you are not sure that the pending documents up to 31/12 have been PROPERLY SETTED (this is invoicing of these that should be invoiced and CORRECTION of these that are about to be invoiced from the modification date and later), you may go through the development of a control mainly for the sales documents, to which someone would like to PROHIBIT the use OF OLDER VAT Rates from a user mistake.

You may create a new property profile for the documents category that will be applied which will be used as a PROHIBITION control on item line level (stock item, general item, or fixed asset if you have all the cases, you will put 3 lines) in the case where  

The issue date is greater than 31/12/2015 AND

The percentage of the item line VAT category for the “standard” regime is 24

Or alternatively you may check if

«the line VAT category is one of the «abolished» eg. 11,13 (for which you have made the new 10,20)

The expression in this case will be:

(RC("ADRegistrationDate", "FK_ESFILineItem_ESFIDocumentTrade")> Date.Parse("2015/12/31")) AndAlso (RC("fVATCategoryCode") = 11 OrElse RC("fVATCategoryCode") = 13)

The message that it must appear, can be defined as such……

Attention

The line is not acceptable as the particular VAT class has been abolished!

 If you want to cover all three cases, the properties profile must have 3 lines in order to be applied to stock items, general items, and fixed assets.

As a result during the time of the entry, if the date is later than the 31/12 and the item has one of the abolished VAT categories, an error message will appear and the entry will not be feasible.  

Accounting sub-system

Step 1: Ledger accounts

Create NEW Ledger Accounts for the new VAT classes to the VAT accounts.

Step 2: Accounting categories

Add the NEW accounting category, as shown to the scheme below (menu: Customization/Accounting posting)

Continuing, link the new Accounting category to the VAT categories (that you have previously created; see: Commercial subsystems/step 2)

Step 3: VAT on Payment

In order to achieve the accumulation of VAT per Document and the new VAT Category, the application requires the definition of Generic Items, one for the inflows and one other for the outflows. The new generic items must be assign to the new company parameters in the category Accounting:

Step 4: Posting & End of the month

After the above actions and the completion of the entries of 2015, the posting process will continue and the VAT return, the inflows-outflows VAT agreement process will be supported from the existing application processes as well as the Adjusted VAT Journals that may be on time available as soon as you go through installation upgrade to the new version, which will be available within the next days.

Sales and Purchases Journals

The layout of the journals has been redesigned in order to improve usability in terms of simplicity, effectiveness, and efficiency. As results, in the columns sets of Domestic Transactions and Monthly Claims, the analysis per VAT percentage is henceforth presented in rows and not in columns since the distinct VAT percentages are too many. The Crystal Reports (print-out forms) have been adapted accordingly. Moreover, a summary page per VAT percentage has been added as final page in the Crystal reports.

Note that…

The previous version of VAT Journals (scrollers) is still available in the root directory of the application (ESFilters\ESFIFinancialDeclaration).

Special Cases

Sales Credit Notes

As far as the Sales Credit Documents are concerned, it is possible it will need get done with the previous rate. The method in order such a credit note to be entered is the same with the one of the post –dated entries described above.

IF now THE CREDIT DOCUMENT OCCURS WITH TRANSITION FROM INVOICE, the same intervention must occur to the target document.

Catalogue Items

In the cases where are monitored retail prices in catalogue items, you must check if it necessary to be applied also to them the necessary increases that are indicated from the new VAT percentage (bulk modification).

Prices Per Color-Size

In the cases where are monitored prices per dimension (color, size etc) and are kept to the items file, you must take care for their correct update. This is possible through the use of the available action called «Readjustment of Sales Prices» where are provided functionalities of readjustment of sales prices per dimension (based on wholesale price etc.).

Special Taxes

In the cases where we have special taxes, it is essential to create new special accounts. Each one of them should have the appropriate vat category (if they are stand-alone) and new special account groups. Each stock item should be linked to the corresponding new account group.

Attention

In case you use custom document’s print forms we propose to check that those print forms use the VAT rate from the application. If you need help please contact to Entersoft Customer Support.

Release Document for ERP-RO01-4.0.38.3