EXP-RO01-4.0.30.0
Entersoft Expert
Περιεχόμενα
New Features & Functionality (Outline)
This document aims to report the new features and extensions of Expert Version 4.0.30.0. 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
- VAT regime modifications for Telecommunications, broadcasting and electronic services, based on the VAT regime applied in the location of the RECIPIENT
Article 104 (Incorporation of article 5 of Directive 2008/8/ΕΚ of the E.U board) of L.4316/2014 regarding the modification of Directive 2006/112/ΕΚ in relation with the location of telecommunications, broadcasting and electronic services (tax based on the location of the recipient)
- I.A.S.: Independent start date for depreciations
- Bulk execution of commercial agreements
- Automatic suggestion for cheque expiry during the receipt of selected invoices
- New User defined fields in ‘Tax code’ table
- Free pricelist selection during the invoice of a trade account that is not included in a pricing group
Entersoft ERP
VAT for the provision of electronic services at the recipient’s location
VAT is calculated on all trade documents with the combination of:
- VAT regime
- VAT category
The different VAT rates per country (EU) will be inserted with the creation of NEW VAT categories, in order for the posting of transactions to be parametric (depending on the way the VAT on payment will be implemented, when this gets finalized from the Ministry). The field “Implementation country’ has been added in the VAT categories table.
No modification is required for Items: All items (and the possible autonomous special accounts) included in invoicing have ONE specific VAT category and they will continue having it. This category is valid for the domestic transactions and all other transactions that do not fall within this directive.
The relation between these VAT categories and the new ones that will be created (in order to describe the valid VAT rates per EU Country) must be defined in the new table VAT categories mappings.
Additionally, the document types (or document series) used for the provision of telecommunications, broadcasting and electronic services, should be properly characterized in order for the new functionality to be activated. This characterization is made in the Transaction types table.
New fields have been added here in order to facilitate the customization for the VAT calculation:
- VAT calculation per country If this option is activated, the system will replace in the document lines the VAT category in item lines and special accounts, by going back to the VAT categories mappings for the specific country of the invoice address (according to the directive, this concerns the location of the recipient). Thus, for example:
VAT Categories – Items/Services:
C (Standard 23%)
C-FR (France 20%)
C-SP (Spain 21%)
VAT categories – mappings:
C (Standard 23%) for FR η C-FR (France 20)
C (Standard 23%) for SP η C-SP (Spain 21%)
Document with a transaction type with a
on ‘Calculate VAT per trade account country’
The transaction type is defined on the header, on the ‘Miscellaneous data’ tab:
Sale of Item with VAT category -> C (23%) to a local client
Sale of the same item to a customer from France, VAT category = C-FR (20%)
Meaning:
Based on the Country defined in the trade account address, the VAT category automatically changes, based on the VAT category mappings.
Affects the VAT regime If this option is activated then, regardless of how the field ‘VAT regime’ acquires a suggested value at the document header (in Sales from the trade account and his address, in Purchases from the company branch), the system will replace this suggested value with the one defined at the current transaction type (at the next field ‘VAT regime’).
VAT regime This option is used only if the previous field has been activated.
This functionality is necessary only for online sales and when the VAT and retail prices do not differentiate; thus, depending on the Address the customer will declare. As a result, one may define a suitable ‘transaction type’ and always apply the desired ‘VAT Regime’.
The transaction type on the document header is suggested from the document series or (if not defined there) from the document type. Alternatively the suggestion is blank.
Fixed assets
It is now possible to define two different depreciation start dates:
- For tax depreciation
- For NAS/IAS depreciation
During the creation of a new depreciable acquisition, the new date has the same suggested value with the one regarding tax depreciations, but it can be changed. The calculation of depreciations takes into consideration the corresponding depreciations start date.
The need for this differentiation occurs for fixed assets with important depreciations where, according to the National standards, the (tax) depreciations start on the next month from the asset’s purchase, while the IAS 16 (§51,55) mentions that the (accounting) depreciations start from the moment they are ready for use (usually at the acquisition date), except stated otherwise at the Financial Reports notes.
Budgets
- In order to be able to time-schedule the process ‘Cash Flow Forecasting’ (from budget sheets), the option of defining the calculation start date as ‘Today’ (instead of a specific date) has been added. Hence, if the process runs daily, the date will change accordingly – based on the actual date.
For budget sheet profiles that have one of the dimensions Item, Trade Account or Ledger account selected (ie in Sales, Purchases etc), it is now possible to define a specific item filter, trade account filter and account filter, in order to exclude from the search all entities that DO NOT relate to the specific budget. This option simplifies the data entry (budgeting). For example, one may create:
An Expense budget through Accounting, by limiting the accounts to the ones related to expenses (Staff costs, interests, depreciations etc)
An Expense budget through Items, by exclusively limiting the appearing items to ‘Items-expenses’
A Sales Budget per customer, by limiting the appearing trade accounts to ‘customers’ only
Additionally, even if when creating new entries (or pasting from Excel) we define the exact codes (ie of items), the system will identify each code, even if another similar one exists in a different ‘type’ (ie 001-RTL0A as an inventory item and 001-RTL0A-FA as a fixed asset). As long as the fixed assets have benn excluded from the specific budget sheet profile.
Commercial agreements
A bulk execution option has been added for commercial agreements, which also gives the possibility to select specific Retroactive Discounts Profiles. This is an alternative calculation way (available for generating documents, if needed) from the one available through the dialog “Data calculation’ (menu “Retroactive discounts’ for Sales and Purchases).
This option was implemented via the “Retroactive Discounts Profiles’ view (Tools/Customization/Invoicing policy), where several criteria were added from the relevant Agreement and trade account. The report automation “Calculation of retroactive discounts’ works for the selected profiles and may be time-scheduled.
The suggested calculation period is the one defined in the report criteria. If a profile has an issue date range that belongs to the calculation period, the calculation will be executed only for the issue date range.
It is possible to execute the calculation option only, without using the document creation option. If documents are about to be created and the date range includes the fiscal year end date, then by selecting “Closing period’ one may dissociate these entries. By activating this option, the entries will update the “closing period’ and not the fiscal year last period.
Collection of outstanding claims
The option of a suggested end date has been added in the process “Receipts (by list of claims)’, when the payment method is set to cheque; suggestion that is based on the amounts and the due dates for invoice payments defined at the first step of the process.
During the second step, where we complete the cheque data, when selecting the “suggested end date’ button, the system calculates the average suggested end date for the cheque we will receive, based on the amounts and dates of the invoices and also the date we received the cheque (issue date).
If for example, two invoices towards payment are selected with the following data
| End date | Amount due |
|---|---|
| 31/5 | 500,00€ |
| 31/7 | 600,00€ |
..and they will be paid ‘today’ (1st of April) with a cheque, then when we select ‘suggested end date’ the end date that will be suggested is the 25th of June.
How was this date calculated?
31/5 – 1/4 = 60 days (distance from end date for payment on-time) weighted with the amount 60*500 = 30.000
31/7 – 1/4 = 120 days (distance from end date for payment on-time) weighted with the amount 120*600 = 72.000
Sum of weighted amounts 102.000
Average weighted number of end date for selected invoices 102.000/(800+400) = 85 days
Suggested end date = 1/4 + 85 25/6
This calculation is not available if the Payment with many cheques is selected
Invoicing
If, at the header of trade documents, the trade account has not been associated with a specific pricelist or a specific pricing category, then the search returns all active pricelists and the selection is free.
Various
In the Customization section for special accounts new options have been added regarding the values that may serve as a calculation basis, if the amount type is ‘% percentage’
For example:
Withholdings and Benefits ((bonus) on the lines NET value or gross value, on the payments with credit cards value etc.
Surcharges as autonomous lines on the net value of line items or the initial gross value etc.
Surcharges integrated in lines on the value after the 3 first line discounts
A parameter has been added for the exception of documents from the existence check of an identical alternative document (of the same trade account). The default value for the exception is the purchases credit notes.
It is reminded here that usually the number of the Source document issuer is inserted in the field ‘Alternative document’ οf the 3rd party documents issued. But, especially for credit or return notes it is possible for someone to activate the search option for ‘relevant documents’ (via the parameters ‘Attributes to display when searching ‘Alternative document’ and Attributes allowing the search for ‘Alternative document’), meaning that it is possible for the check of existence of this content in another document to return a wrong result.
One may exclude the credit notes from this check or may clear the suggested parameter value, if he ALWAYS inserts the source document number in this field. Additionally, the Return Notes may always be issued by the business and not the Supplier, so someone might want to exclude these from the check anyway.
If, however, the 1st parameter (‘check multiple entries based on alternative document’) is a ‘Warning’, then both functionalities might be activated (on the field ‘alternative document’) and the user might ignore the errors (regarding double entries).
In ‘Additional development tasks’, in the Print form designer (advanced) the following available entities have been added:
Subject
Communication
Service request
Opportunity
Campaign
Contract term
New user-defined fields have been added in the ‘Tax code’ table of the item. Specifically:
3 ‘text’ type fields
3 ‘characteristic’ type fields
3 ‘table’ group type fields that are defined as “task categories’ (in order to be able to group items using the hierarchical grouping). The task types that correspond to these new fields, are defined in three generic parameters, in category “General-Operational’
- Task Category used by the user defined table 1 of the Item Tax Code
- Task Category used by the user defined table 2 of the Item Tax Code
- Task Category used by the user defined table 3 of the Item Tax Code
The menu for the direct entry of receipts & payments has been integrated in order to include all document types regardless if they are in or out the special VAT Regime (VAT on Payment).
