ERP-RS01-4.0.38.1

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 4.0.38.1. 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

• The way of implementation of the Production Schedule has been improved targeting to the effective processing of the Mps entries.
• Ledgers Analysis per Trade accounts
• Notes Exchange differences process for those who receive or issue notes in foreign currency
• New functions in the Intensive Retail.

Entersoft CRM

• ABC Analysis – Average payment time calculation (DSO)

Entersoft ERP

Trade accounts

Trade account Contracts

The new filed Contact category has been added to the Trade account Contracts (the contact category table in available in menu: Tools & configuration\Customization\Trade accounts)

Configuration of Suppliers & Creditors behavior

The functionality of monitoring of suppliers as to whether it can be used in fixed asset or expense documents has been given through the new field Refers to which is available in Supplier and Credit UI form.

Notably, the option “Items” refers to all the items (inventory & generic items) apart from the Fixed assets. The distinct options for the Services and Expenses are used only in cases where we need to prohibit the use of the trade account in documents which contain inventory items or/and fixed assets.

That functionality aims to meet the following requirements:

1. Specialized fixed assets suppliers (check in fixed assets documents that the selected trade account “Refers to Fixed assets”).

2. Specialized creditor registers for managing of generic items-expenses (check in purchase documents that the selected supplier or creditor is not “Refers to Only Expenses”).

3. Dual suppliers’ registers for goods and fixed assets procurements for accounting purposes (with special accounting category). In this case, in each supplier the field “Refers to” must be set the appropriate option. In the supplier of fixed asset the option “Fixed asset” and the option “Items” in everyone else.

For the monitoring of common suppliers, meaning suppliers with a common person, a new option has been added in the Payable accounts/ Registers & Journals menu, the new Register (with suppliers’ integration).

This register shows the trade accounts actions integrated as if they regard one trade account. It is separated to two column sets, showing separately the transactions of suppliers regarding Goods/Services from those regarding fixed assets.

Customer register with integrated ageing analysis

The report Customer register (with outstanding amounts analysis), now include the criterion: Ageing which provides the ageing of outstanding amounts based on due date.

The criterion applied on the 2^nd level of the report, in the section “Aeign of claims”.

Regardless the aging method (based on issue date or based on due date), the “Reference date” (which separates the overdue claims from the non-expired claims) is the “Up to date” of the criterion “Date range”.

Consequently, if the current date is set as the “up to date” (the default option) and the aging method is: “the issue date”, then, is not expected to appear any amount in the column “Non-matured”.

On the contrary, if the aging method is: “Due date”, then, any claim maturing later than current date will appear in this column.

Financials

Notes exchange differences

For those who receive or issue notes in foreign currency raises the issue of the management of exchange differences.

In the current version, a new process for the Calculation of the Notes exchange differences has been added (menu: Financials/End of periodic processes/Exchange rates differences). The process, just as the corresponding process of exchange rate differences for the customers and the suppliers, produces new documents that update both, the notes (so that closes the open amount in basic currency) and the commercial balance of the trade account.

The process calculates the exchange differences per note as follows:

• For the notes payments (usually are used the receivable document type PGK and the payable document type UPL), based on the exchange rate difference between the issue and the due date.

In the generated documents of that category of differences, the “Ledger account” which has been set on the UI dialogue of the process is copied on the documents’ header. Otherwise, if the field remained empty on the process’s UI the “Default account” of the document types (POB,NEB) is used. In the column “Matched documents” the pair of the documents which concerns the specific exchange difference is placed.

• For the open notes in the end of the Fiscal Year (or in the end of the Fiscal Period, depending on the configuration of the field “Exchange rate differences calculation per period” on the company’s Fiscal Year UI form) based on the exchange rate of the date in the end of the period. The payment of the note at a later date will be calculated with the “residual” exchange rate difference (meaning, by subtracting the exchange differences which ALREADY were accounted at the end of fiscal year/fiscal period).

In the generated documents of that category of differences, the “Open balance account” which has been set on the UI dialogue of the process is copied on the documents’ header. Otherwise the “Default account” from the document type will be used.

As far as the For the 1^st category of the exchange rate differences (for the paid notes), the view Exchange rate differences (Financial/Portfolio) can be used for the monitoring of the differences.

In order to use that process, insert the new document types POB/NEB from the \ESMasterConfig.

Do not insert such documents manually! In that case, the application will not update the data required to avoid the calculation of the exchange differences for the same document anew. Therefore, use ALWAYS the automatic process.

CAUΤION! Do not insert such documents manually! In that case, the application will not update the data required to avoid the calculation of the exchange differences for the same document anew. Therefore, use ALWAYS the automatic process.

Working days in the Credit Policy

Τhe behavior of the working days in the check of the overdue balances has been changed.

The grace period provided in the field Time of balance in arrears can be set if it represents working or calendar days. Under that configuration, if an unpaid invoice expires in a in a non-working day, then, before it is considered as delayed, it shifts automatically to the next working date. The same behavior applies to the grace period of the notes/cheques (in working days). As bottom line, the application through the setting of the “working days” manages not only the days of the grace period but also the EXPIRY DATE of the claims in favor of the customer.

Payments from liabilities lists – User interface

If the selected payment mean is “with cheque”, the application proposes the liquidity account which has been set as “Issuance of notes” for the current site (based on the selected document series), as it is happening in the registration of the payment receipt note. In addition, the Bank associated to the bank account and the type of note that is set in the company parameter “Payment planning process =>04. Note type for automatic creation of cheques” also assigned.

Fixed assets

Shift depreciation start date

The dialog Edit the depreciation start date which is available in the view “Fixed asset acquisitions (for editing the depreciation start date)” has been enriched by including all the available options. We remind that the default option is configured in the company parameter Default depreciation start date and is set in each fixed asset at the automatic creation of the fixed asset acquisition (through the purchase documents).

Fixed asset hierarchy

The new database view Serial number Hierarchy (ESFASerialNumberHierarchy) has been added in the database. This view includes data for the fixed assets with serial numbers. The results are based on the hierarchy arising from the relation of the associated serial numbers of fixed assets (Serial number position = Other serial number).

Accounting

Analysis of ledger per Trade account

The functionality of analysis of the Ledger accounts per trade account is now available so that enables reconciliation and justification of entries origin in easy way. Specifically:

• At the posting, all the transactions in accounts of Sales, Purchases, Trade accounts and Notes update the Trade account and the Trade branch of the accounting entries, in the new dedicated for this aim fields:

• The Trade account Trial Balance & the Trade account Statement have been added (menu: Financials\Accounting reports).
• In each ledger account should be defined whether it is desirable to monitor the Opening entries per trade account analysis or not. So that after Fiscal year closing, the brought forward amounts would be available based on that option, for use in the above-mentioned reports. For this purpose, the field “Balance sheet” in the ledger UI form has been enriched as follows:

• No. The ledger accounts that are not included in the Opening entries

• Per trade account. The ledger accounts that should be included in the Opening entries by having the trade account analysis.

• Cumulative. The ledger accounts that should be included in Opening entries without the trade account analysis

After database upgrading, the ledger accounts identified as Balance sheet accounts will have acquired the option “Cumulative”.

PREREQUISITES for the ACCOUNTING RECONCILIATION

By taking advantage the new Posting configuration which transfers the primary data (trade account and trade account branch) to the accounting entries, you may proceed to Accounting reconciliation for the amounts within the period. The only prerequisite is the correct configuration of the ledger accounts.

However, in order to expand the reconciliation to the progressive amounts and the final balances, prerequisite is to have the correct Opening balances by trade account. You may adjust the Opening entries either by modifying the existing Opening entries, either by creating new reconciliation accounting entries by posting negatively the amount per NULL “Trade account” and “Trade account branch” and posting positively the same amount per trade account.

The amount that should be assigned on each trade account should be derived from the associated reports of the distinct subsystems (e.i. Customer and Supplier Trial balance, Trial Balance with commercial balance, Outstanding Delivery notes etc).

From that moment on, the progressive amounts will be correct. As result, the Opening entries produced by the NEXT FISCAL YEAR CLOSING process will be per trade account.

The needed actions may performed by the Accounting department of each company or additionally you may contact the Entersoft’ Customer Service Department or a Certified Partner.

Budget

Budget analysis in non- calendar periods

In this version, has been added an improvement concerning the definition method of the budget periods when the accumulation type is month or year. Up to now, the budget periods followed the margins of the calendar periods, but from now on, the budget periods are in accordance to the fiscal periods as they are defined in the company fiscal year UI form. This improvement supports the cases where the fiscal periods are not coinciding to the calendar periods (months).

Production cost estimation

• In the production budget sheets, can now be inserted more than one line for the same product with a different ΒΟΜ.
• It is now possible to Schedule the production cost estimation process. This action is available through the schedule tasks.
• In the current version, the estimation method of the Consumption costs has been improved. If a raw material does not included on the selected Purchase budget sheet/s, then the spot cost price is used. Up to now to obtain the cost of the raw materials, all the items must been included on Purchases Budget Sheets. It is highlighted that the spot cost price, is calculated as an average price of all purchases since the last fiscal year closure, and is the quotient acquisition cost / acquisition quantity.

Master production schedule

• The new filed Status has been added in the master production schedule entry.

You may define the statuses in the table Mps item statues (Tools/Customization/ Production):

The filed can be updated by the following methods:

1. Automatically, when a new entry is created, based on the company parameter Scheduling: Status code for new scheduled tasks

2. By typing

3. By using the automation Status change which is available in the view Items scheduled for production, in Production scheduling UI form

• New user difined fiels have been added in the Master producion schedule entries: Nubmer 1–3, Flag 1-3, Talbe 1-3, Date 1-3, Comment 1-3.
• Now you can choose wether the MPS entries, creted by the Production scheduling process which is available in the Production scheduling UI form, is grouped by Product and demand date OR one distict MPS entry per demand

Production Schedule

The way of implementation of the Production Schedule has been improved targeting to the effective processing of the Mps entries. The standard processing actions may be executed thourgh the automations thereby offering a greater level of customization. The automations can be run either from the toolbar of the UI form either by using the right mouse click directly on schedule entry.

The associated automations are availabe in the direcotry \ESCalendarCommands\MPSCalendar.

The following automations are used for the entries processing:

• Delete entry: calendar_item_delete

• Edit entry: calendar_item_edit

• Show entry: calendar_item_show

Additional functions on the scheduled entries are provided:

• Modify data (skip start and end date in the selected entry)
• Split in subtasks. Use this action to split a task to many subtasks repeatable in given frequency.
  

How many. Number of scheduled entries

How long. Repeat every period unit

• Change status – Bulk modification. For the bulk modification of the status in the selected entries.

Sales

Pricelists

From now on, in the pricelist lines set for specific colors and sizes, the columns of Ws price and Rt price (presenting as info columns helping the user in the definition of the new prices/discounts), derived from the table “Prices by dimension”. In case that table is not updated, the basic sales prices from the item’s master data are presented.

Purchases from aboard

• In the costing folder process, all the expense documents with registration date later than the closing date are excluded, even if they are lined to the costing folder. As results, in an import, the cost of the imported goods are charged with the expenses/costs from the documents that have been issued before the closing date. In such case, you may proceed to sequentially (temporary) closing per month in order to have accurate import cost in the end of each fiscal period.

Cost folders

The UI form of Cost folder is now dynamic and can be customized to meet specific implementation requirements. Specifically:

• All the types of costing folders (Purchase/Imports, Production, Sales, and Transit) are using the dynamic UI form (ESCOCostingFolder_DEF) which has been implemented based on the previous static form.

• Concerning the following properties, several actions(tags) are available which provide diversification on fields or sections:

• visible yes or no and

• enabled yes or no

depending on some key elements that lead to specific display needs:

Product	VISIBLE_PRODUCTID INVISIBLE_PRODUCTID ENABLED_PRODUCTID DISABLED_PRODUCTID	ERP-EL02 EXP-EL02 ERP-RO01 ERP-BG01 etc..
Type of folder	VISIBLE_TYPE INVISIBLE_TYPE ENABLED_TYPE DISABLED_TYPE	It is the code of the type of the Cost folder
Cost accounting – Unit Type	VISIBLE_COSTINGTYPE INVISIBLE_ COSTINGTYPE ENABLED_ COSTINGTYPE DISABLED_ COSTINGTYPE	0=Purchases 1=Sales 2=Transit 10=Production
Category of Cost folder type	VISIBLE_CATEGORY INVISIBLE_CATEGORY ENABLED_CATEGORY DISABLED_CATEGORY	0= - 1=Third countries 2=Intra-Community inside Eurozone 3=Intra-Community outside Eurozone 4=Domestic purchase

Examples

VISIBLE_PRODUCTID=EBS-RS01		Visible only in the Serbian EBS
INVISIBLE_COSTINGTYPE=10		Non visible in costing folders of Production type (Visible in every other type)
VISIBLE_CATEGORY=1		Visible only in costing folder of the Category= Third
ENABLED_TYPE= 0001-PUI		Enable only for the specific type based on its code

More..

• The field property profile 4-SN-NONE which is assigned to the document types CED,CAC is now fixed. In the cases where the document includes items with Serial Number this property profile updates the Serial Numbers status accordantly (inbound SN = IN & outbound SN = OUT). We recommend to insert anew the field property profile from \EsMasterConfig.
• The Automation tool has been enriched with the funtion “Automation on calendar”. This fuctionality is available on the Calendars where the follwing option is activated (on XML file): <CalendarItemHandlingMethod>UseCalendarCommands</CalendarItemHandlingMethod>

Entersoft CRM

ABC Analysis

Average payment time calculation (DSO)

You can use ABC analysis to classify your customers based on their average payment time. In this context, a new query is provided that can be used by ABC analysis service to classify your customers.

In order to create a new ABC classification model for DSO analysis you must select the classification filter ‘DSOCustomer’. When it is selected a business rule is triggered to auto create the classification segments as follows:

• It reads the standard scale ‘ES.AgeingBalanceScale’ in order to generated the ABC cells based on the scale lines that define the tiers of the average payment time. In this context, the classification algorithm ‘Absolut value of key figure’ is selected.
• In case that you need to apply a ranking classification algorithm then three ABC scales are auto suggested. You may change the ABC cells based on your needs.

You can check the results of ABC DSO analysis using the relative dashboard from the ABC analysis menu.

ABC DSO analysis results can be used in Segmentation builder to create advanced filter segments by applying ABC results. For example, you may want to create a segment that includes the most loyal customers (for example A->A movement customers based on revenue) that also belongs to top ABC DSO classes, let’s say <30 days.

Social CRM

The Social CRM manual has been updated and it now includes detailed instructions on how to

• create installation-specific Facebook connectors
• upgrade any SocialCRM data to comply to the latest Facebook Platform changes

Release Document for ERP-RS01-4.0.38.1