EXP-RO01-4.0.36.1

Expert Version 4.0.36.1

Entersoft Expert^®

New Features & functionality

= New Features & Functionality (Outline) =

This document aims to report the new features and extensions of Expert Version 4.0.36.1. 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 available actions in the windows form designer of the commercial documents screens
• Accounting

Entersoft ERP

Document Customization

• The following new actions are available in the windows form designer of the commercial documents screens:

  • Discount on total (of value)

  • Discount on total (percentage)

  • Fast Checkout. This action allows the immediate save of the document along with the automatic completion of the amount collected with the payable amount and also the printout of the document.

• A new way for the document’s line packing, that collapses the lines by summing only the quantitative fields and leads to a recalculation of the value fields, has been added. This is very useful in cases where the line packing returns a rounding error.

The activation occurs by selecting the AUTOCOMPACTADDED_QTY characterization in the document type. During the packing only the quantitative fields are added (Quantity 1-4, Quantity, Quantity in Base, Quantity Alternative, Weight, and Volume) and not the net value or the VAT value.

• Three new fields have been added in the items tramsactions – Task, Task Type and reference Document. These fields can be updated with custom Map profiles; they are not updated from the product customization.

• The document transaction types have been extended and the option to update any target table from any transaction table has been given. In order for this option to be activated an xml file must be created where the new transaction table-target table mapping will be described. The file format must be as following:

<?xml version="1.0" standalone="yes"?>

<!-- edited with XMLSPY v2004 rel. 2 U (http://www.xmlspy.com) -->

<NewDataSet>

<Locator>

<SourceTable>ESFIItemEntry</SourceTable>

<TargetTable>ESFIItem</TargetTable>

</Locator>

<LocatorLine>

<fSourceTable>ESFIItemEntry</fSourceTable>

<fTargetTable>ESFIItem</fTargetTable>

<SourceColumn>fItemGID</SourceColumn>

<TargetColumn>GID</TargetColumn>

</LocatorLine>

</NewDataSet>

In the Locator area of the xml the transaction table and target table names must be defined.

In the LocatorLine area the key for each transaction and target table pair must be defined. In the example above the Item table (ESFIItem) is updated by the Item entry table (ESFIItemEntry) and the item entry that will be updated is tracked by the GID (TargetColumn) that must have the same value with the fitemGID (SourceColumn) field of the item’s transaction.

Reports

• In the Grouping criterion of the Analytical accounting Journal an option for grouping by the International code is now available.
• The option to select the trade account type has been added in the following financial reports:

• Outstanding Receivables
• Pay-out indicators
• Balance justification

Accounting

• The Chart of Accounts, that is in line with the tax legislation of 2014, is available in an excel format in the application folder ESDocumentation under the name ProposedChartOfAccounts.xls. In this version many changes have taken place especially in the posting data (accounting categories and accounting groups). These changes don’t affect the current installations but are available in the srarting database (ESZeroDB) that goes with the new versions.
• The way of posting the services in the sales documents has changed via the accounting group ES.0.SV.0001, ES.0.SV.0002 & ES.0.SV.0003. If the ledger account of the service is completed, then this account is used instead of the one defined in the Accounting category. In order to use this option you need to execute the action “Restore default values” after you have selected the mentioned accounting groups.

• Accounting administration of Suppliers

In this version a series of improvements have been implemented that aim to distinct the accounting mapping of transactions to Goods/services suppliers accounts (401) and fixed assets suppliers accounts (account 404), as required by the relevant tax legislation.

At the same time this differentiation makes the management of all other subsystems workflows easier. For this reason the use of different suppliers in the trade account subsystem is suggested even when goods and fixed assets are bought from the same supplier. In this case the two supplier registers must be connected with the SAME person.

• Regarding the documents post, the accounting groups that define the selection of a trade account’s account are based exclusively on the accounting category or the ledger account of the trade account and not on the accounting category of the document types, as was the case up until this version. Thus it is no longer required to use different document types – another set of document types for the goods transactions entries and another for the fixed assets transactions entries.

The following improvements regarding the entries have been made.

In the supplier register in the Refers to field, one may define the accepted transactions regarding Goods, Fixed assets and Expenses/Services. Even though the application does not prohibit the selection of BOTH items and fixed assets due to compatibility issues, it is obvious that these two selections should not be chosen together in the same register.

Additionally the selection of the relevant fields must comply with the selection of the trade account’s accounting category.

If for example the supplier has been connected with the accounting category «Furnizori Interni» in order for the posting of the transactions to lead to the account 401.01 Furnizori interni, then in the Refers to field the value Items must be selected while the Fixed Assets value must be excluded. The opposite case must be supported if the supplier is connected with the accounting category “Furnizori Interni-MF” that leads to the ledger account 404.01 - Furnizori de imobilizari.

Initially, a company that activates this functionality must check and proceed with the necessary supplier amendments, via a bulk modification in the suppliers list.

• During the entry of commercial trade documents, the application respects the Refers to field and prohibits the use of lines that do not comply with selected data. However the Expenses and Services can be combined both with the items and the fixed assets, in order for cases where the general items are complementary subdividing the cost to the rest to be also accommodated.
  

The expenses\services may act with an abstractive logic if we wish a trade account (usually a creditor) to accept ONLY expenses. In this case the value “Only expenses” is selected and the check mechanism during the entry is activated in order for a selection of other data to be prohibited.

• Single supplier register.

For the monitoring of common suppliers, meaning suppliers with a common person, a new option has been added in the Payable accounts/ Registers & Journals menu, the new Register (with suppliers integration).

This register shows the trade accounts actions integrated as if they regard one trade account. It is separated to two column sets, showing separately the transactions of suppliers regarding Goods/Services from those regarding fixed assets.

Also it includes a Report (in Romanian & English depending on the selected language during the application login) where all transactions are shown integrated.

• Customization data.
  

The functionality presented is available only per installation. In order for this to be activated you must reinstall the product selections for the document Types and the transition Rules by inserting the MasterConfig with all three options activated. Please note that all Purchase document types regarding fixed assets have been deactivated since common document types can now be used both for goods and fixed assets.

The same applies to the Accounting groups for purchases, sales and payments where you need to select the reinstallation of the suggested values via the «Restore default value» action after you have selected the groups you wish.

• A new trade accounts Trial balance has been added in this version. The Trial balance per accounting reason, in the Accounting\Accounting reports menu, records all trade accounts transactions by separating them based on their accounting mapping, both on the main trade accounts and on the supplementary accounts. This trial balance gathers information from independent reports such as the trade accounts Trial balance, the advance payments view, the Pending invoices etc.

• Accounting reasoning explanation

Main activity	All trade accounts movements regarding typical transactions –trading, financial transactions- are presented here. These movements update the customers’ accounts 411 & suppliers’ accounts 401 & 404. For the distinction of goods and fixed assets suppliers please refer to the above section “Accounting administration of Suppliers”
transactions with notes	The notes transactions that are connected with a trade account are presented here, such as a cheque payment, a transfer of a payable cheque etc. Cheque movements that are not connected with a trade account, such as the transfer of a cheque to a Bank, are not part of this report.
pending invoices	These are transactions done with Delivery notes or Receipt notes and for which an Invoice follows. These transactions are monitored in separate 408 & 418 accounts. Please note that these kinds of transactions CANNOT be monitored after the end of the fiscal year. Thus the receipt & delivery notes must be invoiced within the fiscal year they have been issued.
advance payments	The monitoring of the advance payments happens in separate trade accounts and includes further analysis for Items & Services advance payments 4091, 4092 for suppliers and 419 for customers.
inventory transactions on 3rd party w/h	The inventory transactions on 3rd party warehouses are monitored separately in a -357 ledger account. The way to manage these transactions has been presented in the Read me file of versions 4.0.34.0.

• Display mode of results

The representation of the Trial balance is vertical following the practice of the Accounting trial balance. For each trade account the number of lines presented is the number of different accounting transactions noted.

However, one may intervene in naming the accounting reasons by using the official descriptions from the Chart of Accounts. This possibility is given through the “Accounting mapping of trade accounts” in generic parameters, in the “Reports” category.

The corresponding ledger account completed in each parameter will be used in the trial balance along with the description, replacing the default reasoning. If some groups of accounts are monitored more closely, we suggest you use the Parent account.

Release Document for EXP-RO01-4.0.36.1