EXP-RO01-4.0.32.0

Entersoft Expert

New Features & Functionality (Outline)

This document aims to report the new features and extensions of Expert Version 4.0.32.0. 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
• 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
• Extensions on the Financial Agreements for discounts

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:

1. 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.

2. 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’).

3. 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

1. 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.

2. 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’ (1^st of April) with a cheque, then when we select ‘suggested end date’ the end date that will be suggested is the 25^th 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.

Financial agreements for discounts

In the Financial Agreements and specifically in the Rebate profiles that they include, the following important extensions have been made.

Distinct items list on target scales

Adjustment of target scales based on a (static or dynamic) item list, instead of completing the criteria based on item grouping.

If the items, for which targets are set, are distinct or if their common element cannot be defined in a single and permanent way, then it is not possible to bind a grouping field for such use. In these cases, a list for specific items can be created and maintained for each commercial offer. Many different lists can be used for the same plan (for different target scales). If some items are included in the list of various scales (if the lists are overlapping), then obviously there will be multiple return for the same items. Besides, the same will happen with the use of grouping criteria.

If a list is defined on one scale line, no more criteria can be selected simultaneously.

Combined item criteria for achieving part of the target

The ‘minimum target’ criterion for every scale line has to be achieved from a special item category:

In order for this option to be understood, one might define the target on a wide range of items. Let’s assume that the criterion is the item group and the target is set on a group level. The items of each group belong in different categories and we would like one (Subset category) of them to concentrate the 50% of the declared target.

In this case, apart from the scale value (column ‘From value’), we must define the category (or categories) that constitute a subset of the items related to this scale (in column ‘of which’) and also the “minimum target” value in the column ‘minimum value’.

The ‘minimum value criterion’ (that is completed in the plan header) must define (on a data level) an item subset that defines the criterion or criteria of the scale (criterion 1, 2, 3 or item list).

If for example the family items A, B, C are divided in groups A1-Ax (items of group A), B1-Bx (items of group B), C1-Cx (items of group C), then in a target scale for family A, one of the groups A-Ax must be selected. If family A is defined in ‘criterion 1’ and Group B1 in ‘of which’, then the scale will not be applied, meaning it will never have a ‘rebate’.

If one wishes to differentiate the way a scale is applied depending on the items included, then he may use the 2^nd level ‘Rebate analysis scale’ in the scale window. At this point, he may define the criteria in such a way in order to achieve:

• Different rebate for each value criterion of the scale (i.e Χ% on items of family A, Υ% on items of family B etc). This was the only available functionality until this version.
• Different rebate for all items that achieved the ‘minimum value criterion’ and a different rebate for all OTHER items of the scale (i.e. Χ% on items of family A and group A1 and Υ% on items of family A and of any other group). This is achieved when defining the value of the minimum value criterion we want to exclude (A1) and when activating the characterization ‘To not belong’.
• Different rebate for every value of the minimum value criterion (i.e Χ% on items of family A and group A1, Υ% on items for family A and group A2, Ζ% on items of family A and group A3)

Inventory management

Valuation

The analytical budgeted entries (from the not invoiced Delivery Notes or Purchase receipts that were found) now have the information of the horizontal dimensions of the primary document lines.

As a result one may use this information during the cost determination process (as an allocation criterion) that has possibly been implemented via the Cost Accounting.

The sales and purchases may be grouped per horizontal dimension and these results (turnover) can be used in dynamic allocations; the dispatches and deliveries that have not been completed may still be included in the allocations of the budgeted turnover & cost per horizontal dimension in a similar way as long as this information is available in the entries produced.

3^rd party Warehouses – Reports per Color & Size

In the menu Inventory/Reports per inventory dimension a Report with a Color and Size analysis for 3rd party warehouses has been added, and the relevant reports on an items level, a Lot level and serial numbers level.

The analysis preceding the colors and sizes is the branch, storeroom and trade account. It has the Balance format and on a second level the tab transactions are analyzed for the selected period.

In this BIT 2 prints are available (crystal reports), one in a Balance format (with an option to also print the analytical transactions) and another in an Opening Inventory Report format.

Various

1. 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

2. 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 3^rd 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 1^st 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).

3. 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

4. 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

5. 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).

6. Option for showing the horizontal dimensions at the Cash flow BITS either with the code or the description or with the simultaneous appearance of code-description, which is defined in a new parameter. It regards the dimensions Business Unit, Activity, Dimension 1 and 2, Business Unit category, activity Category, Dimension 1 and 2

7. Option for deactivating the automatic “synchronization” in the persons involved in commercial transactions (client, Assignor, recipient, counterparty)

1. By adding the characterization VOID_CHANGE_PERSONS in the document type, the system will NOT longer copy the client in the fields assignor, recipient, counterparty, if they are already completed.

2. By adding the characterization VOID_CHANGE_SITES in the document type, the system will NOY longer copy the client address into the recipient address and the counterparty address (if they are already completed).

This functionality is useful in cases where the work flow requires the distinct completion of all related persons (for example in transfer orders executed by transportation companies), which do not necessarily match with the client and thus the suggested completion are not desired.

Release Document for EXP-RO01-4.0.32.0