EXP-RO01-4.0.34.0

Entersoft Expert^®

= New Features & Functionality (Outline) =

This document aims to report the new features and extensions of EBS Version 4.0.34.0. 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

• Financial

1. Commercial agreements for a ‘good pay-out’
2. Use of portfolio cheques (of our customers) in the organization & planning processes of payments

• Various extensions

1. Inventory to 3^rd Party Warehouses

2. New tools for budget sheets

Entersoft ERP

Financial

Commercial agreements for a ‘good pay-out’

In commercial agreements, regarding the provision of discounts, a new option has been added which allows the definition of the ‘bonus’ (rebates) based on the Days Sales Outstanding of demands (or payables):

This functionality is activated when defining the Payment time as a scale amount type. The payment time can be calculated from the documents issue date or from the scheduled date.

The criteria that can be used are the horizontal dimensions ‘Business unit’, ‘Activity’, ‘Dimension 1’ and ‘Dimension 2’ (information available in the payment data that will be checked from the process) and not the grouping fields of inventory items.

In the scale the rebate percentage (%) for the value range of the Payment time (always expressed in days) must be defined. The range of these days can be estimated from the ‘From value’ of the current and next scale.

The scale must be completed with a line that has a 0% rebate (if not defined it is automatically added from the application), in order for the process to stop at some point. If this line was missing, we would have a result for whichever (!) payment time.

The calculation is based on the matching of payments. The calculation date range regards payments. The distance of the closing entries end date and the opening entries issue date is weighted depending on the payment amount and, for every criteria combination, the Average Payment Time is calculated, which eventually leads to the scale line that needs to be applied. If non-matched payments are found, then the theoretical payment time will be negative, participating accordingly in the weighted average payment time, as if it was related with a document issued at the end of the calculation period. Accordingly, we will have a negative payment time, if some advance payments are matched with documents (of a future date) within the calculation date range.

Example Calculation from 1/10 to 31/12

Document issue 12/9 500€ Payment with bank transfer 12/10 500€ Days 30 Balancing 30*(500/2000) 7,5

Document issue 30/9 1.000€ Payment with check ending 31/12 1.000€ Days 92 Balancing 92*(1000/2000) 46,0

Advance payment on 15/11 500€ Days -46 Balancing -46*(500/2000) -11,5

Total 2.000€ Average time 42,0

The rebate occurs on items included in documents of opening entries (invoices), calculated upon the net value. Alternatively, if a ‘rebate on a generic item’ has been defined, the item that will be included in the credit is selected in the profile, while the calculation is the same (based on the items that were bought). ESPECIALLY for advanced payments, the rebate always occurs on the generic item that has been defined since an invoice does not exist.

If such a scale (payment time) is selected in a Retroactive discounts profile:

• The parametric calculation view is not supported.
• The ‘rebate type’ cannot be % per scale (progressive).
• The ‘application method’ cannot be per N.
• The criteria cannot be replaced from an ‘item list’. There are only horizontal business dimensions, as aforementioned.

Any change in the matching or entry creation, in an already calculated range, should lead to a recalculation of discount rights. The whole process is defined from the business needs. For example, the calculation from the beginning of the year up until the current date could be made often for information purposes, whilst the final issue of credit discounts could take place only once a year.

Recommendations - Prerequisites

• The existence of matching should be ensured (we activate the automatic matching or a rule that will lead to the automatic matching)
• If the rebate per business dimension is needed (control criterion on scale lines), then:

1. This dimension must be defined in payments (in the header or, if we have gross payments, this needs to be defined in EACH line of the liquidity account or note used)
2. Regarding the predictions for payment settlements (lines of payment settlement), these MUST be generated per dimension on the bought items lines either automatically (based on the payment method or via a generic parameter for this function) or it must be user defined.

Payment of liabilities with portfolio cheques

In the planning of payments processes, the option to use available portfolio cheques (of customers) has been added as a new option in the Payment method:

Payments of outstanding payables
Planning of payments
Planning of payments - Plan towards approval
Selected portfolio cheques screen (common for all three processes)

The cheques included in Orders are restricted and cannot be used in other payments, until the orders are cancelled or included in tables of (real) payments. If the payment of a cheque is not approved, then you will either use the rejection from the approval process of payment orders or you will cancel the order and subsequently insert the cheque in a cancel transfer document, in order for the beneficiary to be cancelled and thus able to be used in another payment etc.

If you use the payment process based on approvals, you need to insert from the ESMasterConfig the Payment Order document type, in order to update it correctly with the ‘notes lines’.

Notes

The option for searching issuer and guarantor based on a view and depending on the ‘type’ has been added (use Shift-F3 in the field publisher code or guarantor code). In the most common case where the issuer is a person, the search in a huge catalogue is difficult to happen within the fields of this window. By using this view, any field can be used as a criterion, according to the needs:

Cash Flow

• Ability to show horizontal dimensions in Cash flow BITS either with the Code or the Description or simultaneous display of both (Code and Description). This can be defined in a new parameter.

This regards dimensions Project, Business Unit, Activity, Dimension 1 and 2, Commercial sector category and it is useful in cases where the encoding is numerical and thus the meaning of each dimension value is not directly readable.

• In the project management screen the cash flow Prediction for the specific project and the projects that belong to it, is now available via the menu on the left, and shows all “direct” sub-projects (1^st level).

In order for this information to have a meaning, all entries that regard liquidity or future cash flows (inventory, payments, notes, orders, invoices etc) must be characterized by the ‘project’ they concern.

Expenses

Import expenses

The option to insert a new expense document is now also available through the Import folder window (in tab ‘Cost elements’). The connection with the Folder happens automatically in this case.

Invoicing

• The option of declaring the transportation expenses with increased decimals (those of prices, instead of values) has been added in shipping plans, if these don’t have a fixed charge. The value in this case is multiplied with the quantity (depending on the quantity type of the scale), acting as a “travel expenses price per unit”.

• In the Trade document a new ‘Coupon’ field has been added. This is used for the coupon offer code and is mainly applicable to online sales.

Inventory to 3^rd parties

New Quantitative Distribution documents are available to (ADT) and from (RDT) Warehouses to 3^rd Parties.

These documents update quantities and values of the Inventory records in Imports AND Exports, with an option for respective Accounting update (and agreement of Warehouse-Accounting).

Document Posting

If a journal is completed the Accounting will be accordingly updated as follows.

Document	Account	Amount	Debit	Credit
ADT	Delivery to Third Party warehouse	Goods for resale at third parties	Cost value	+
		Stock account	Cost value		+
RDT	Return from Third Party warehouse	Stock account	Cost value	+
		Goods for resale at third parties	Cost value		+

The involved accounting groups are: ES.3.IT.0001 & ES.3.IT.0003

Inventory records

3rd party warehouses overview

Due to this update, the cost given during entry is final and will not be affected by the Valuation process as long as the Warehouse to 3^rd Parties belongs to a Branch with Independent results.

To make use of these documents insert from the ESMasterConfig the Field property profiles 3-CheckThirdWH, 3-NotProposeWH, 3-ValuatedCostValue, 3-IndependentSV, the document types ADT & RDT and the transition rule 417. ADT=>RDT

Budget

In Budgeting (budget sheets), the following options have been added:

• Freeze dimension columns

With this functionality (“mode”) one may horizontally move the periods with the counters without losing the identity of the line he is interested in.

This is very useful for cases with many periods (i.e weeks) or/and with many counters.

• Visible periods filter

In a simple dialog box, one may activate or deactivate the visibility of some periods.

If, for example, during budgeting one wants to focus on specific weeks of a month or on specific months of a quarter in order to organize and edit the values of the counters (targets), he can make invisible all other periods he is not interested in.

Each time the dialog box is opened, this definition can be repeated.

The period selection regards only the user-interface and not the other tools (i.e update from actual) where a selection of period is asked for from the available ones in the budget sheet (and not the ‘visible’ ones).

• Automatic period titles

Based on the Year of the budget sheet and the definition of periods of the budget type (Accumulation type), the system automatically produces the titles of period columns (in cases of month with the month name and in other cases with the start-end period date).

Additionally, in the cube layout of the results the description of all grouping data of the cube is included. For example, if the item is the budget’s dimension, then if one selects any grouping field (i.e family, category, group etc) in the ‘cube grouping’ , its description will ALSO appear in the dynamic results cube.

Release Document for EXP-RO01-4.0.34.0