EXP-RO01-4.10.2.0
Entersoft Expert®
Περιεχόμενα
New Features & Functionality (Outline)
This document aims to report the new features and extensions of Expert Version 4.10.2.0. 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
- New subsystem for voucher and Gift card monitoring in Retail.
- Exemption of payment in advance from trade account exchange rate difference valuation
Entersoft ERP
Vouchers and Gift cards
For Retail promotion action creation, the voucher and gift cards feature has been added to this version.
The following three voucher types are supported:
- Vouchers with discount percentage
- Vouchers with discount value
- Reloadable gift cards with value included.
Menu
All functions are accessible through Sales/ Retail sales / Vouchers & Gift cards.
Promotion actions
The promotion action is the main entity related to voucher management. Promotion actions are the templates for each voucher created based on a promotion action. It carries features concerning the voucher attributes, like its type, if it is named etc.
Promotion action customization
The promotion action list can be accessed through Voucher & Gift cards menu. The following information must be filled out:
Voucher state. Select the default state under which the vouchers will be registered. Use of ”1-Initial” could be selected in order to avoid the use of inactive vouchers. Hence, a series of inactive vouchers for the promotion action is created which could be activated later on (status Active) when these will be available for use in customers.Voucher Type. There are three available voucher types:
Discount value. For vouchers from which the customer is benefited with a specific discount value in the document.
Discount %. For vouchers from which the customer is benefited with a specific discount percentage in the document.
Gift card. This voucher type includes a value which is used “instead of money”, such as advanced payment, in the document. Gift cards and e-wallets are also included in this category.
Liquidity account. For gift card value monitoring, use of dedicated liquidity account is recommended. In such accounts, the Refers to gift voucher field must be activated.
Value or discount %. Fill out the value or +discount percentage for discount vouchers.
Gift card value. The initial value with which the gift cards will be issued.
Expiration date. You can determine the voucher validity period of the promotion action. Set the expiration date of the promotion action or alternatively you can use the Calculate expiration date field to select a calculation method of expiration date. The calculation method could be based on the number of days/months or years after the date defined in a voucher date field. Note that
the application does not make any check over the validity of the voucher.
Printed. Select this field if promotion action vouchers will be pre-printed or not.
Named. Select this field if promotion action vouchers will be issued to a trade acc. name which must be filled out in the corresponding voucher field.
Vouchers
Voucher detail management could be done by selecting vouchers from the related list under Vouchers & Gift cards menu.
Among others, the following fields are available:
Promotion action. If a promotion action is selected, then the values which have been filled out in the homonymous fields of promotion action will be filled out as default in the voucher. Filling out of the field is optional.- Person code. It must be filled out in case of named voucher.
- Document. You can optionally select or fill out a document by using an automation i.e. gift card activation note. The field is not automatically updated.
- Voucher closed value. For gift cards, which their value has been redeemed. The field is not available for editing.
Voucher use
To use vouchers in the application, you have to register them in the new Vouchers detail in the document. Procedures such as voucher activation, redemption and cancellation must be executed only by inserting the vouchers to documents, such as retail receipt or one of the voucher transition document.
A description of a typical voucher use case scenario follows:
Step 1: Voucher activation
By default, during registration the vouchers get the status 1- Initial. As long as they are in this state, they are not yet available for use. This is achieved by registering them in a document.
VAN - Voucher activation Note
(menu: Sales/Retail sales/Vouchers & Gift cards/New voucher activation note)
By voucher registration, its state will change to 2 – Active.
Vouchers could be activated through the related automation in the voucher detail form. Also, bulk registration could be performed through the automation in the Voucher list.
Especially for gift cards used as prepaid cards, their activation is usually accompanied by loading with an initial value (initial loading). For this purpose, you can use the document type:
GCL – Gift card Loading – Issuance
(menu: Sales/Retail sales/Vouchers & Gift cards/New gift card issuance/Loading note)
Insert the gift cards you wish to activate/load in the document on Gift cards page. In the Credit value field insert the loading value. The customer registered in the document is not necessarily the customer registered in the gift card. Usually, the retail customer is registered. The document supports the payment of the gift card loading amount with all possible payment methods as in any retail receipt (cash, credit cards, etc.)
The voucher lines in the above documents are Issuance type.
Step 2: Voucher redemption
You could redeem a voucher by registering it in any Retail Sales document. The appropriate upgrades have been applied to every system retail document type in order to ensure correct updates. If you wish to use this functionality, but you use customized scenarios, you can see “customization” explained in the following paragraphs.
Vouchers are registered in Voucher page in retail receipts. By document type customization, you can customize the voucher selection method as well as the checks concerning their registration.
Checks performed during registration:
- Voucher state
- Type
- Open value
- Line type (redemption or issuance)
- Registration of the same voucher in the same document
- Exceeding available value of gift card
However, system checks are not provided for:
- Use of expired voucher
- Use of named voucher issued to different trade account than this of the document.
No system functionality provided for interaction between vouchers and gift cards in document. Exception is the Gift cards that have a liquidity account declared. These gift cards, as previously mentioned, are treated as regular payments by the system, thus affecting the amount receivable.
To use vouchers for redemption, use the Redeem line type.
After using the vouchers, their state changes to 3-Used. For gift cards with Liquidity account, the state remains the same.
Step 3: Voucher deactivation
When the voucher expires, or there is a reason to cancel some of them, you must register them in a document:
CVN – Cancel Voucher Note
In the document, you can insert all types of vouchers and their state changes to 4 – Cancelled. The available value is set to zero mainly for the gift cards.
Vouchers could be cancelled through the related automation in the voucher detail form. Also, bulk cancellation could be performed through the automation in the Voucher list.
Vouchers could be activated through the related automation in the voucher detail form. Also, bulk registration could be performed through the automation in the Voucher list
Reports
- Transaction log
(menu: Sales/Retail sales/Vouchers and Gift cards)
It is a list – index of voucher and gift card transactions. Displays grouped voucher details for issuance and redemption transactions of vouchers.
- Gift card trial balance and register
(menu: Sales / Retail sales / Vouchers and Gift cards)
Especially for the Gift cards related to liquidity account, there is the need to monitor transactions concerning this voucher type, since they are payments. Essentially, these are trial balances and registers of liquidity accounts concerning gift cards. The entries shown in the register contain the gift card transaction reason.
Customization
- Document type
The following fields have been added to the document type to determine the appearance and the behavior of the documents you want to activate the voucher management:
Vouchers option has been added to Lines page which must be selected in order to display the Vouchers page in document registration.- Also, select the voucher line type that will be registered along with the available, Issuance and Redemption. The issuance type lines are related to the change of state or with voucher loading, while redemption type lines are related to vouchers use, such as in retail receipt, in which they will be redeemed.
- If the Select gift card with balance is selected on Behavior page then only gift cards with balance can be selected in voucher lines. Also, redemption of amount greater than the available is not allowed.
- To eliminate the options to discount, value or percentage vouchers and gift cards, select Valid voucher types.
- To eliminate voucher selection to meaningful states for this scenario in which the document type is used, select Valid voucher states. For instance, if you wish to allow redemption of active and not used, inactive or cancelled vouchers.
System customization covers scenarios of all system document types which can be used as retail receipts (). At this time, vouchers are not covered in wholesale or purchase scenarios.
System forms used by the above documents have been updated in order to use vouchers. If you wish to activate the voucher use in custom forms, you must add the Vouchers special field.
- Voucher statuses
The four available voucher states required by the typical scenarios of voucher management will be incorporated by upgrading to this version:
Initial
Active
Used
Cancelled
You can add new states, according to your needs, using the Voucher states option. This option is accessible through customization Invoicing policy/Vouchers and Gift cards.
Entersoft Retail
Menu has been redesigned. Four sections have been created
- General.
- Entities
All document registration tasks, closing cash register shift, etc.
- Reporting
- Customization
Other
Exchange rate differences
The feature of exempting payment in advance from trade account exchange rate difference valuation is available.
You can activate this feature through general parameter: Exchange rate differences => Exclude advance payments from pending balance Valuation.
Automations
The feature of permitting to specific groups to execute automation has been added to the automation designer. When a user who is not member of a group with permission to execute an automation, attempts to execute an automation then approval from authorized user is requested. 
The feature could be customized through the area Automation available to in automation customization shown in the above figure. Select user groups with the permission to execute automations and separately the option that gives access to system administrators. If you leave the parameters empty, then the automation will be available to all users.
When the automation is executed by an authorized user, a dialog will appear in which login credentials of a user who is member of an authorized group must be filled out.
Item dimensions
Three new files with values from user defined table have been added to Dimension combination profile table. Also, the new Status field has been added.
You can insert values into user defined tables through Item dimensions > Item dimensions – User defined tables > User defined tables - Dimension combination profile lines.
Also, values could be inserted into States table through Items dimension /Dimension profile states
Document types
The alignment of fields in document type form has changed:
Specifically:
The new Checks page has been added, in which you can find the following fields:
- Check payment of total amount
- Check credit limit
- Ban registration with no line
- Select only open
- Insert new cheques/notes
- Valid states
- Select cheques/notes
- Cheque/Note type
The following new fields have been added:
- Valid voucher states
- Valid voucher types
- Select gift cards with balance
The following fields have been moved to Behavior page
- Concentrated submission
- Update SSCS
The new Retail form code field has been added to Behavior page in order to declare a different form which will be used in ESRetail for the already saved documents.
Process Pricelist
The Item - International ID has been added to the pricelist processing form in order to be added to/ removed from the detail (menu: Customization / Invoicing policy / Pricelists).
Collection – Payment settlement
The option Null has been added to Update Settlement Data action in Outstanding Receivables reports (menu: Financials / Accounts receivable) and Outstanding Payables (menu: Financials / Account payable) for updating the Table 1..5 with null value.
Yuboto SMS
Latest changes of yuboto as provider for sending sms are supported in the web api.
Discount reasoning
You can manage at development level the discount origin reasoning which is assigned to the document line % discount fields 1-3 using field property profile or business rule executed when one of the above fields change.
Development is based on the check of existence of the following extended properties. If one of the following properties exists then the related discount % came from pricelist or invoicing policy.
The properties for the pricelist are the following:
PRICELIST_ASSIGNMENT_Discount1
PRICELIST_ASSIGNMENT_Discount2
PRICELIST_ASSIGNMENT_Discount3
and for invoicing policy:
INVOICE_POLICY_ASSIGNMENT_Discount1
INVOICE_POLICY_ASSIGNMENT_Discount2
INVOICE_POLICY_ASSIGNMENT_Discount3
For example, if you want to check whether the change in the discount % 2 came from pricelist, you should create a field property profile which will be used when the discount % 2 field changes and check if the following condition is True:
_dr.Table.ExtendedProperties.Contains("PRICELIST_ASSIGNMENT_Discount2")
