EXP-RO01-4.0.18.1

Entersoft Expert^®

New Features & Functionality (Outline)

This document aims to report the new features and extensions of Expert Version 4.0.18.1. 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

• ePortofolio for organizing official or important reports.
• Readjustment of Fixed Asset values for any previous fiscal year
• Independent administration of distribution data (addresses and distribution points)
• Functionality for administrating documents, photos, comments etc. on the Inventory Item Groupings in the eCommerce context
• New cubes for comparing pricelists

Entersoft Framework

• Automations independent from data sets.

Entersoft ERP

ePortofolio

The official or significant reports that you may decide to include in the ePortofolio, in order to document the transactions, the entries, the transits, the fiscal data, and any results that may be audited, are saved as PDF files and are organized in ways that ensure accessibility and protection.

• Save. The files can be saved using one of the following alternatives
  • Save in a specific folder
  • Store in DB
  • Both store in the DB & save in a server folder

The 2^nd and the 3^rd options ensure the protection of the files since the DB is backed-up regularly; on the other hand for the 1^st option it is strongly recommended to implement a backup process of the server files.

• Attach. The PDF files can be saved as attachments in the context of the corresponding Company. Note that this functionality is available regardless the acquisition of the “Document management” module.

Configuration

The ePortofolios are defined per Fiscal Year and the name is automatically defined as presented in Image 1.

Image 1: Fiscal years | ePortofolio name

The company parameter: “ePortofolio folder name” allows you to, optionally, define the full name of the folder where the files are to be saved. Make sure that the parameter value is different per company and that you define the necessary user rights per folder.

Generating files for official print-outs

When a report is official then, in order to generate the PDF File that will be saved in the ePortofolio, you need to click on the “Update year's ePortofolio” button on the print-out.

Note that…

• BITs are designated as official reports based on the value of the corresponding parameter in the BIT xml.
• Views are designated as official reports when the “Official” property on the view type is activated.

Image 2: The “Update year's ePortofolio” button

On confirmation dialogue that will be displayed and if the file name is empty, you should then ensure that the “Save to DB” check box is activated (it is by default activated). This check box can be deactivated when the company parameter “ePortofolio folder name” has been defined and, therefore, a file name is available on the confirmation dialogue.

Image 3: The confirmation dialogue

Reviewing the ePortofolio content

A new tab has been added to the Company UI Form “ePortofolios” where all the official reports are listed grouped by fiscal year and subsystem.

Image 4: Company ePortofolios

The user can:

• Open them using the Adobe^® Reader^®
• Delete them, in case the pdf has been included in the ePortofolio by mistake. Note that the action: “Update year's ePortofolio” action does not update or replace the existing files; new files are always added. Therefore you are advised to explicitly delete files that have been included by mistake in the ePortofolio; if you save your files in a folder on the disk too, make sure that the physical file on the server folder is also deleted.

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Fixed assets

Readjustment of values

It is now possible to define the date until when (accounted amounts until) the acquisition or/and depreciation values will be accounted in the process “Readjustment of fixed assets” (“Financials/End of period processes/Fixed Asset processes”).

Calculation of Depreciations

The parameter dialogue of the process henceforth returns the list of fixed asset acquisitions (instead of a list of fixed assets as it was in previous versions); therefore, in case you wish to selectively calculate depreciations you can now control which fixed assets will be accounted i.e. current, depreciated, exported.

Inventory Items

Item groupings

The item groupings (Group, Category, Subcategory and Family) have been upgraded from simple zoom tables to entities that include new fields and functionality. Consequently the UI and their administration have both been significantly enriched (menu: Inventory / Item administration / Groupings). Similarly to any other entity, you can open, edit or create a new grouping.

Image 5: Families | New UI form

The UI Forms incorporate functionality for editing Notes and administering related attachments for the specific grouping. The administration of attachments in the context of the various levels of groupings is highlighted especially in cases of eCommerce implementations. Note that a specialized tab for configuring the Behavior on Web is available.

Note that…

The administration of groupings when accessed through the Customization UI has been preserved as it was; i.e. the editing is done on a plain grid, similarly to all other zooms.

Update Items in BOMs

The “BOM Item replacement” process has been enhanced and it can now be additionally used for the mass addition of new items to existing BOMs. Consequently, the menu entry has been renamed to “Mass modification of BOM items”.

The UI allows you to select whether you wish to replace an item or add a new one:

• Replace item
• Insert new item

Moreover, a new section for defining BOM selection criteria has been added. These are:

• Period of time during when the BOM is valid
• Only main BOMs, Only Active BOMs
• BOMs for specific products
• Specific BOM Code

Image 6: Mass modification of BOM items

If you select the mode for inserting a new item, evidently you need to define the new item and all the related info that is to be inserted.

Comparison of prices in pricelists

Two more cubes are now available for comparing the prices in pricelists. The new cubes are available under the menus: “Sales/Items and Prices” and “Purchases & Procurement/Items”. These can be used for the efficient comparison of the prices of the same items in different pricelists (the pricelist lines that participate in this comparison are those that have values in the fields “Price” and “Item”; this means that discount pricelists or prices at an item category are not accounted).

• As regards sales pricelists, the basic prices of the same items in pricelists for different customers, different customer categories, or competition monitoring can be compared.
• As regards purchase pricelists, the basic purchase prices of the same items in pricelists of various suppliers or in previous pricelists of the same supplier can be compared.

The comparison (difference, difference %) is to the first (order by CODE) pricelist.

More…

• The supported number of characters of the field “Description” has been increased to 200 characters.
• If on a document the auto-generation of serial numbers and lots has been activated and their data on the item line have been defined, and if the serial number and the lot are created at the same item then the serial number will be automatically associated with the new lot.
• When processing pricelists, in the dialogue of multiple insertion of entries into a pricelist, and specifically when selecting values for the Season criterion then the selected values now contribute to the filtering of the Item Dimensions based on the season that has been defined on the Dimension charts. The filter is applied when searching for item dimensions and when selecting item dimensions for the pricelist entries.

Trade Accounts

Distribution information

An alternative way to administer the delivery addresses of Trade Accounts is now available. Under the Sales /Trade Accounts and the Purchases & Procurement / Trade Accounts menus, a new list is now available (“Distribution data”); there all the distribution information is listed (transaction info per Trade Account address) grouped by Trade Account. The UI form is presented in Image 7.

Image 7: Distribution info

The fields are organized in three tab pages: Identity, Delivery Plan, and User Defined Fields. The first tab page is for administering the information that is related to the branch of the selected delivery info entry. At the bottom of the tab page all the information of the selected delivery data entry is available. The check box “Distribution Point” has also been added in order to facilitate the distinction of the distribution points among the other Trade Account addresses. The administration list allows you to insert or delete delivery data entries; specifically when creating a new address the system will ask you to specify what type of address you wish to create: (a) branch or (b) distribution data for the selected Trade Account on the list.

Collections and Payment means

You may now define the most common payment mean per Customer and Debtor, since the info is now available on the UI Form, tab page: Accounting.

There are four alternatives: With cheque, With bank transfer, In cash, By credit card. Depending on this field’s value, when issuing a collection receipt, the system sets some default data:

• In cash. The system sets as default collection account, the liquidity account that is defined as “Automatic payment” for the specific branch (and has not been associated to a Bank).
• With cheque. The system auto-focuses on the notes’ page.
• With bank transfer. The liquidity account of the Trade Account’s main Bank account is prioritized, i.e. listed first among the other alternatives.
• By credit card. The default line type is forecast without and no liquidity account is proposed. When searching for liquidity account, the system lists first any liquidity accounts that (a) are associated to a bank and (b) refer to credit card.

Note that the above field was already available in the context of Suppliers and Creditors as the “common payment method”. The field name has now changed to ‘payment means’. The functionality has not changed.

Based on the above, the “Receipts (by list of claims)” process has also been enhanced by incorporating the corresponding new functionality. Specifically, the 2^nd step of the process now includes the “Payment means” instead of the Payment method. Depending on the payment mean, different extra fields are displayed that need to be filled-in. Hence, if you select “with cheque”, you can fill-in the cheque info or select payment with many cheques, whereas when selecting by credit card the fields are differentiated correspondingly.

Image 8: “Receipts (by list of claims) | Step 2

Payments and Payment means

On the Payment Organization process, the payment method changed and now includes the option for payment in cash. The system henceforth sets a default liquidity account for the payment:

• When the payment method is with cheque, then the default liquidity account is the “Issuance of notes” account of the branch

• In case of payment with bank transfer, the default liquidity account is the “company’s default liquidity account” of the Supplier’s main bank account.
• In case of payment in cash, the default liquidity account is the one set as “automatic payment” for the branch.

More…

1. The ESRetail dialogue for selecting advance payment now incorporates the alternative document.
2. Trade Accounts’ delivery/distribution information now includes the info of the Salesman Commercial Dept. The field in purely informative and it does not affect the selection of Delivery data when creating trade transactions. However, it is used for the efficient selection of “Salesman” and “Business Unit”.

Accounting

• The Accounting groups involved to the post to accounting process of special accounts have been altered in order to take into account the transactions of the VAT on Payment system. Henceforth, the post to accounting process of the Cash Document remains as was, while the transactions of the Trade Documents take into account the Trade Account’s nature and, additionally, whether the transaction is in the Vat On Payment system or not. To incorporate this change into your system’s configuration it is required to revert to the default Post To Accounting settings for the accounting groups ES.0.VT.0002 & ES.0.VT.0003, by clicking on the “Restore default values…” action button while having selected the aforementioned accounting groups.
• The Documents types VTP & VTC, that are intended for the accounting reconciliation of VAT, have been extended to cover the post to accounting of the two flow transactions (of customers and suppliers). For posting to accounting the transactions that concern accounts receivable, the accounting groups ES.1.VT.0050 & ES.1.VT.0052 are used, whereas for the suppliers the accounting groups that are to be used are the: ES.1.VT.0051 & ES.0.VT.0050. Note that while the document types support both flows, a distinct transaction per flow is required.

Miscellaneous

New error protection rules

• Two new business rules that are applied when issuing sales documents and retail documents can now be optionally activated. These rules can be particularly useful when the documents are to be sent to fiscal printers that require the following checks to be completed successfully before printing:
  • Checking whether the total value of the document that is to be issued is equal to zero.
  • Checking whether the total value of the document per VAT percentage is positive.

• The checks on the VTP and VTC documents have been extended in order to ensure that the involved Trade Accounts are of the same nature.

Customization of Document Code

The customization of documents’ codes (field: ADCode) is now enriched: two new company parameters have been added under the Document Administration category.

• Document Code - Display the separator between the Series and the Document number: here you may define whether the separator between the Series and the Document number is to be included or not. E.g. if you choose “NO”, then instead of INV-A-00001, the code INV-A00001 will be generated.
• Document Code - Display the separator between the Prefix and the Series: here you may define whether an empty space (instead of the separator) will be included between the Prefix and the Series. Therefore, if in both of the new Company parameters you select “NO” then the generated document code will be INV A00001.

Allowed statuses on Documents

You may know define per document type the statuses that the document can have (temporary, registered, and posted). This way you can protect the user from unintended changes when updating documents. To achieve this, use the new field “not allowed statuses” on Document Types. Note that you need to define the statuses that are NOT allowed.

Budgeting

The configuration of Budget Sheet Profiles has been enhanced by allowing the selection (as dimensions and as cube groupings) of the categories of the various business dimensions, i.e. Dimension 1 Category, and Dimension 2 Category.

Entersoft framework

Automations independent from data sets

The Automation Designer now supports the creation of “Automations on Views” that can be executed without using the data of the view. This can be particularly useful when we wish to support the insert of a new record in an entity independently from any existing records. Therefore, the view (scroller) can be used merely as a basis for an Automation and, consequently, you may design and implement processes using automations that are actually independent from any data sets. To create a ‘view independent’ automation, select the corresponding entry that is available in the “Apply to” list. Use the button to create taskbar shortcuts.

Image 9: Automations independent from data sets

Filtering empty values

The parameters of “String Range” type (commonly used as criteria on views, cubes and BITs) henceforth allow the user to filter records with empty values exclusively in a specific column (e.g. the user may now filter records that have not been assigned with a Business Unit) or, on the other hand, records with non-empty values exclusively (e.g. all customers that have been assigned with a credit policy).

Image 10: A cube criterion of “string range” type

Customization UI

The customization tree has been reorganized: a new top level node is now available: “Field customization”. The new group of customization elements includes several elements previously available under the “Organization Parameters” node (Image 11).

Image 11: Field customization node

Release Document for EXP-RO01-4.0.18.1