EXP-RO01-4.0.24.1

Entersoft Expert^®

New Features & Functionality (Outline)

This document aims to report the new features and extensions of Expert Version 4.0.24.1. 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

• New module: Financial Declarations, for enhancing performance and enabling the effective reviewing of declarations
• Geo Zones incorporated into the configuration of Invoicing Policies
• Improvements on BOMs

Entersoft Framework

• Improvements on Automations

Entersoft ERP

Financial

The EBS Version 4.0.24.1 includes the new subsystem: Financial Declarations (ESFIFinancialDeclaration) that is intended for the implementation of several financial reports such as the VAT Statement, balance sheets and more.

This new subsystem uses primary data (i.e. documents, accounting entries and so forth) in order to generate specialized statement entries that can be used as the source data of several financial reports, such as the aforementioned. This approach has many advantages when compared to primary data reporting, such as:

• Scheduling of the data calculation
• Efficient reporting, in terms of performance and report development speed
• The option to retrieve and report the snapshot of previous declarations
• Specialized privileges
• Registration of manual entries when appropriate

The EBS Version 4.0.24.1 includes the Sales & Purchases VAT Journals report implementations based on this new subsystem.

Declaration administration

The Declaration Entries (ESFIDeclarationEntry) are generated through a process, according to the defined Declaration Type (ESFIDeclarationType). Entries are associated to a distinct Declaration (ESFIFinancilaDeclaration) per month. It is highlighted that in the case of VAT Statements, only one statement per month can be created; nevertheless this restriction may not apply in other cases.

The Declaration administration is available on the following menu: Financials / Financial declarations.

Declaration

The declaration header includes info related to the declaration period, the number of revisions (assuming that the data of a month have been recalculated), the declaration status, and some notes. The next two expanders present the declaration details, i.e. the declaration entries and the payment entries.

Data calculation

The menu option: Data calculation…\ Calculate VAT data is the calculation process of the specialized statement entries based on the primary data. The privilege to execute this process has been granted to System Administrators and any users that have the corresponding insert/update privilege based on the configuration of access groups on the declaration type defined at the Company Parameter “VAT Declaration Type” (Parameter Category: Financial Declarations).

The calculation process produces ONE VAT Declaration for the selected period with declaration entries and payment entries. Declaration entries are the entries that generate VAT claims (e.g. Invoices or Credit Notes). Payment entries are the entries that settle the declaration entries for the transactions under the “VAT on Payment” system, e.g. collections, payments and credit notes.

For each document, one or more declaration entries are created depending on the grouping of document, trade account, VAT category and Type Category (goods or services).

Note that, for the companies under the “VAT on Payment” regime:

1. The process does not allow ‘empty’ periods (i.e. gaps), since the nature of the tax system demands the gradual and continuous monitoring of such entries until their clearance.
2. When calculating the first declaration, the process will also calculate as “brought forward” all pending claims under the “VAT on Payment” regime. Therefore, there is no need to calculate all previous declarations.

Recalculating declaration entries

The process may be executed twice for a specific period and, therefore, declaration entries may be automatically revised if:

• The user is the System Administrator or has been granted the related privilege.
• The declaration status allows its revision. Only declarations with status: “Registered” can be revised.

The revision process (i.e. recalculation of a period declaration) does not delete the Declaration header in order to preserve the notes if any. In this case the revision number is increased by one.

Declaration status

The alternative declaration statuses are listed below.

The status of a declaration can be updated by users with sufficient/appropriate privileges. The status: “registered” is the initial (default) status; when in this status, the declaration can be updated and revised. The other statuses correspond to workflow progress made by the Accounting Dept.

The status can be updated using the “Status” action (automation) that is available at the “Declaration Administration” view (scroller).

Documents

The documents that contribute as sources to the VAT Declaration entries cannot be deleted and the fields that affect them cannot be modified.

Scheduling

It is noted that when the data volume is significant, then the Data Calculation may be time consuming. To handle such cases, the application supports the scheduling of the calculation, through the job: ESFI_CreateVATEntries.

Declarations and reviewing entries

On the Financial Declarations menu, you may find all the necessary reports that will allow you to review the process results.

Declaration administration

This view presents (grouped by fiscal year and declaration type) the declarations that have been calculated. The list also includes information about the user that created each declaration and when, plus the number of declaration and payment entries.

Detailed declaration entries

This view (Scroller) presents the detailed declaration entries with all the info that is required for the VAT Journals to be complete. The records can be filtered by:

• The declaration Code. Users should be advised to select a declaration before executing this scroller, in order to be able to focus on the entries of a single declaration.
• The Registration date. Which corresponds to the date of the source documents (primary data).
• The Brought forward criterion refers to previous fiscal period entries that are still pending as regards the VAT payment based on the “VAT on Payment” system.

Every entry is associated to the transaction document that is presented in the column: “Refers to document”.

Detailed payment entries

This is view (Scroller) that presents the detailed payment entries of the declarations, with all the information required by VAT journals. Each entry is associated to the transaction document and to the document that introduces the VAT claim and it is being settled by the payment document. The column “Is Credit Note” is used to separate the credit notes from the collection and payment documents.

Declaration customization

The declaration type does not define the calculation type; at this level you may define the access groups and the related privileges and the print-out forms. Specifically:

• As regards the available privileges that can be administered at this level, the option are presented at the image on the right.
• The declaration print-out forms. This allows you to implement different declaration formats using either the Form Designer or Crystal Report. Nevertheless, it needs to be taken into account that in the case of VAT journals this functionality has not yet been utilized and crystal reports on the VAT journal views are still available.

The declaration type can be imported to the system using the Import from Entersoft XML, from the new folder: 5.DeclarationTypes.

Data preparation & Configuration

Before using the new subsystem, you need to prepare your data. Specifically:

Declaration data preparation

The menu option: Data preparation for VAT Declaration (under the menu Tools & Configuration\Maintenance tasks) performs checks and updates that ensure the consistency of the existing data.

It is very important to take into account that this procedure needs to be executed BEFORE the 1st use of the new subsystem, and (a) at some time of a day when the Entersoft application is in use (b) no other resource demanding procedures are executed at the same time and (c) there are no logged-in users.

Accounting categories

In some cases the Item Type (i.e. whether it is a stock item or a generic item) does not correspond to the transaction as this is defined in the context of VAT Journals. For example, some items may have been registered as stock items to serve a specific implementation by utilizing related functionality (e.g. balances, pricelists), or for usability reasons, or for enabling the cohesive monitoring of stock and generic items. Nevertheless, these need to be clearly distinguished when it comes to VAT journals and the update of Services and Expenses columns. At the same time, there are some cases when extra charges (such as taxes, surcharges etc.) need to correspond to the transaction type.

In order to ensure that all these special cases are covered, the accounting category of the items has been involved when it comes to VAT Declarations, through the new field: Statement grouping. Henceforth, the Item’s nature in relation to VAT is defined in this field. If the field is empty then the item is classified as before, based on its type. But if any special accounts have not been associated to an accounting category with the appropriate grouping, then these will be ignored.

Before executing the calculation confirm that the field contents of the Accounting Categories of Items, Fixed Assets and Special Accounts are correct.

Sales and Purchase VAT Journals

The Sales and Purchase VAT Journals have been adjusted to use declaration entries. Note that the previous views are still available in: VAT Statement \ Purchases VAT journal & Sales VAT journal.

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Invoicing policy

Pricelist administration

• Pricelists now include the field Valid for the recipient that supports search within all Persons. If a value is defined then the selection of a Reference pricelist is required. The field is utilized on documents when selecting pricelist.
• Moreover 5 new UD Check Boxes and 5 new UD tables are henceforth available
• In the Pricelist processing, on pricelist list the following are now available:
  • Loading GZ
  • Loading GZ category
  • Delivery GZ
  • Delivery GZ category
  • Recipient Category. This is a person’s field.

Using pricelists in documents

When investigating on the field for assigning a pricelist on documents using F3, the following prioritization rules apply:

1. Pricelist defined on the document Trade Account,

2. Pricelists with the Pricing group of the document Trade Account

3. Pricelists with reference pricelist the pricelist defined on the document Trade Account and, at the same time, the those that have a value defined on the new Recipient list of Pricelists

The default pricelist on documents is defined according the following prioritization rules:

1. Of the Trade Account
2. Of the Trade Account’s Pricing group
3. Of the Recipient
4. Of the Invoicing Policy
5. Of the contract

The selection Priority of pricelist line on item lines, after the addition of the new fields, is defined as follows:

1. Item
2. Item pricing group
3. Branch
4. Recipient category
5. Recipient GZ
6. Recipient GZ Category
7. Sender GZ
8. Sender GZ Category
9. Business Unit
10. Currency
11. Measurement Unit
12. Lot
13. Color
14. Size
15. Dimension 1
16. Dimension 2

Invoicing policy conditions

Two new Invoicing Policy Condition templates are now available:

• Based on the Delivery address
• Based on the Loading Address

The available parameters are City, Area, Geo Zone and GZ Category.

When applying an Invoicing Policy the conditions are compared to the values of the fields: Delivery Address and Sender Address (for the loading address) of the document header.

Transaction parameters

Countries

The Shipment GZ is henceforth one of the available elements on countries. This info, similarly to the field of ZIP Codes, is used in the calculation of transportation expenses for identifying the appropriate Shipment GZ. This way, when registering a document if it is possible to identify the GZ of the delivery address (based on the ZIP Code) then the GZ of the country will be used (if available). This way the configuration of abroad shipment costing scenarios is significantly simplified.

Means of conveyance

• The means of conveyance have been enriched by including the following fields:
  • Transporter
  • Driver
  • Privately owned. If the mean of conveyance is associated with a fixed asset then this field is automatically activated.
  • Related WH
  • Alternative Code
• The Drivers’ list can be now configured at Customization / Transaction parameters.
• The layout of the means of conveyance list (at Customization) can henceforth be saved.

Geo zones

Geo Zones have been enriched with the following

• Service branch
• Related person – it may be a transporter or a local correspondent. The search on the field is not limited to the Transporters; but if a transporter is selected then it will be used as default on the corresponding document field.
• GZ Group – assistant table that can be edited in Customization / Persons / Address data / Geo Zones. This is incorporated as Routing of Shipments - GZ in Shipment scenarios.
• GZ Category – assistant table that can be edited in Customization / Persons / Address data / Geo Zones. This is incorporated as Tariff invoicing - GZ in Shipment scenarios.
• 9 new UDFs (3 numeric, 3 string fields, 3 check boxes)

Additionally, the layout of the list of Geo Zones Επίσης can henceforth be saved.

Branches

The info of Branches / Sites of the Company now includes the field: Cash on Delivery Customer, where you may define the default customer in various Cash on Delivery workflows.

Document administration

New fields

The transit and adjustment document headers have been enhanced with the fields: Driver and Counterparty address. The investigation on the Driver field is based on the new value “Driver” on the Person UI Form.

New default values

Transporter

The default value prioritization of the Trade Document field: ‘Transporter’ has been modified and is now the following:

1. Trade Account Transporter
2. Delivery Address Geo Zone Transporter
3. The Transporter based on the Transaction data per Trade Account address

On Transit and Adjustment Documents, the Default Transporter depends on the Delivery Geo Zone info.

Recipient

The way the various involved persons are filled-in on the document header is now changed.

• The fields Recipient and Counterparty are automatically filled-in when selecting a Trade Account when these are empty or when their value is identical to the Trade Account’s Person.
• The field Assignor is by default filled-in when if it’s empty or if its value is identical to the Trade Account’s Person. However, when the document is the target document of the ATR transition this new rule does not apply.
• The Document Types now include the new configuration field: Define trade account from recipient. This new configuration field allows us to define the default value of the Trade Account field on Documents according to the Recipient.

Specifically, the Document’s Trade Account is filled-in by default when empty and according to the value of the Recipient field based on the following rules:

• Yes, if the corresponding is found. The Trade Account with the same Person with the Recipient.
• Default. The Document Type default, if any.
• New Trade Account. The registration of a new Trade Account is launched.
• No. In this case no default Trade Account is proposed.

Other fields

When defining the Mean of Conveyance on a Document Header then if a Transporter, Driver or WH have been associated with it then these values are the default values on the corresponding fields on Document Header. Specifically in the case of the WH, the value defined on the Mean of Conveyance will replace the value on the document header

• If adjustment document, then always
• If trade document then only when the WH is associated to the Series Branch

Source document administration

The Source Document field on Item Lines is now available on Liquidity Account Lines too. The field is also available on all Document classes; i.e. additionally to Trade Documents (on which it already existed) the field is henceforth available also on transit documents, payment and adjustment documents.

The investigation on this field has been improved in order to make it more efficient when used in the context of workflows that involve source and target/final documents. Specifically, if the TARGET attribute has been assigned to a Document Type then the investigation will return all documents with attribute: SOURCE.

In the case of Credit Notes, i.e. documents with the CREDIT_NOTE attribute, the investigation returns a list of all trade documents with the SOURCE_FOR_CREDIT attribute.

The Version Upgrade will automatically update any existing Document Types that are used in the known workflows.

Defining stock item dimensions in Documents

When Stock Items with dimensions are used in Documents there is a constraint related to the quantity of line is equal to the quantity of analysis lines. This constraint is henceforth less restrictive in order to temporary allow discrepancies while editing the document and until saving it. Therefore when editing the document the user will be warned but, still, the user will not be allowed to save the document when such inconsistencies exist.

In order to facilitate the editing of the quantities of When Stock Items with dimensions on documents, the dialogue for editing analysis lines -displayed when using the F12 key- now also includes a new line that displays info on the item line quantity, the analysis lines’ quantity and their difference if any.

Moreover the same dialogue also incorporates functionality for making quantity differences equal to zero (shortcut key: F6); this allows the automatic completion of the quantity of the current analysis line with the difference between the item line and the analysis lines.

Using Bills of Materials

The administration UI form of BOMs now includes the field: “reapply the recipe when the quantity of the product changes” with the alternatives YES (Reapply completely), No (Apply proportionally to contents).

This field allows us to define the behavior of reapplying a recipe when the quantity of the product on the document is modified.

• Until now the recipe was reapplied ignoring any user modifications. If the new check box is activated (default) then this behavior is preserved.
• If the field is deactivated then the modification of the quantity results the proportional modification of the quantities of the consumptions according to the use defined quantities. If there are any user defined raw materials, then these are not deleted and their quantity is recalculated proportionally.

Reporting

Detailed Fixed Asset Registry and Fixed Assets Trial Balance

• The following two columns have been removed from the Detailed Fixed Asset Registry: Depreciable value and Final depreciations for the period data.
• The column Credit Notes have been renamed to “Cancelling – Credit Notes”.
• The performance of the Detailed Registry and the Trial Balance by NAS and IAS has been significantly improved.

Delayed receipts

The days of delay have been added to the view (scroller) Purchases & Procurement / Purchase Orders / Delayed receipts, as criterion (i.e. the difference between the delivery date and the connection date).

Liquidity accounts

All the reports that present liquidity account transactions now include the criterion: “Includes 3rd Party cash on delivery” which refers to the new field on liquidity accounts: “3rd party Cash on Deliveries incl”. The default value is ‘No’.

Miscellaneous

• The process: Planning of payments on the list of the related documents of the target payment document henceforth includes the list of all documents that are settled with the specific payment document.
• On the basic administrative data of Stock Items, Markup fields have been added for the Price fields 1-3.

• You may henceforth define user privileges on the alternative and the detailed description of Items.
• The window of the approval for exceeding credit limits that is displayed to admin roles is no longer modal and, therefore, the user may continue working in EBS Version 4.0.24.1 and accessing info that may help the user decide.

Entersoft framework

Automations

• Henceforth you can deactivate a condition, a map profile, an assignment of values to fields or any other automation node by simply checking the Inactive check box.
• The usability of the parameters panel of automations has been significantly improved. Specifically, instead of listing the automation parameters vertically, henceforth these are presented in columns of 6.

• Two more convert options have been included in the conditions in the Automations editor: Date range to From Date and Date range to To Date, which can be proven quite useful when parameters of type: Date Range have been used.

Release Document for EXP-RO01-4.0.24.1