EXP-RO01-4.6.0.0

EXPERT Version 4.6.0.0

Entersoft Expert^®

New Features & Functionality

Summary

To begin with, a brief description of major extensions in this version is provided, and afterwards, new functionalities & improvements are thoroughly presented along with the necessary user guidelines and examples.

Entersoft EXPERT

• New flow for the monitoring of VAT in Bank accounts for VAT purpose
• Auto-complete trade account details via ANAF service.
• Improvements on Consumption Budget
• Improvements on Fixed Assets Depreciation process.
• The saving and editing procedures of personal data in the application have been improved in order to comply with General Data Protection Regulation -GDPR.

Entersoft ERP

Split on VAT

Starting January 2018, the companies registered for tax purposes, could or must apply the “Split on VAT” method.

The content of the law refers to the following:

• The companies must have at least one separate bank account for VAT purpose.
• The payment of each invoice (through Payment Order or Promissory notes/Cheques) must be made into 2 bank accounts: one for the net value and one for VAT value.
• In case of cash payments or through credit cards, these are made as now but the beneficiary is forced to transfer the VAT value no later than 7 working days into his own VAT bank account
• In case of partially payments, the paid value is considered to include VAT so it must be splitted into two payments. Consequently, every trade transaction (invoices) with VAT, should be paid in to different payments.
• In case of partially payments for invoices with multiple VAT category , the highest VAT category will be the first for the allocated payment

The law is mandatory applicable to the companies, which are in at least of the following cases:

• They are under insolvency process
• They have delays in VAT payments at the end of 2017 or the beginning of 2018

On the other hand, it is optional for the rest of the companies. This option provides some fiscal advantages for the companies.

This method requires:

1. Dual payment entries for a single claim (invoice).
2. Monitoring of the Open receivables and payables in Net and VAT value as separated entries. That way the entries can be easily “recognized” and paid in difference bank accounts.

In this version, a number of enhancements have been made in order to support such functionality.

Trade Accounts

In EXPERT Version 4.6.0.0, in order to define in the ERP System that our Company is obligated to apply this method, the “Split on VAT” check-box (available on the Company form) must be activated, as presented in Image bellow.

Note that…

In order to update the Trade Accounts easily and efficiently, it is recommended to use the “Bulk modification” functionality that is available on any Trade Account list.

The Split on VAT requirement is applied in transactions based on the regime of our Company and the regime of Trade Account (i.e. the Customer or the Supplier). The possible combinations are presented in the following tables.

Company	Supplier	Split payment
N	Y
N	N
Y	Y
Y	N

Company	Customer	Split payment
N	Y
N	N
Y	Y
Y	Y

Example

Let’s assume that our Company (e.g. Company A, which must apply “Split on VAT”) issues an invoice to Customer C. According to Error! Reference source not found., regardless of whether the Customer is in “Split on VAT” system too or not, the Total value will be spitted to two.

Company’s Bank Accounts

The new field Refers to, indicates the type of the amount that an account may monitor. You need to visit and update this info in each bank account.

Moreover, separated forecast accounts must be opened, one for the Net and another for the VAT value, for use during invoicing or other procedures.

Trade accounts’ bank accounts

The new field Refers to is also available in the detail data of trade account’s (person) bank accounts. It would be useful to add this information here, since in several processes the appropriate bank account must be selected.

Claims per type of amount

Based on whether the “Split on VAT” check-box is activated for the two counterparties of an invoice, EXPERT Version 4.6.0.0, ensures that the invoice will propose and create separated open items for the Net and VAT value, provided that the forecast accounts have been already defined accordingly, as described.

Note that trade transactions (Invoices) under that regime cannot be partially paid. In case of partially payment the

Note that…

Trade transactions under Split on VAT regime cannot be partially paid. If this is the case, the user must define and split the reaming amount to the relevant Net & VAT forecast accounts. In order to prohibit partial payments you may activate the Business Rule: (SplitOnVAT-RO01) - Prohibition of partial document payment

Payment methods

In accordance, the payment methods must be reformed in order to ensure the monitoring to separated forecast entries for each type of amount. Each payment method should have two payment terms, one for the Net value and one more for the VAT value.

Collections & Payments

The abovementioned handling results in a rich and reliable set of views and reports, about the open items per type of amount. As example, the Outstanding payables/receivables have been enriched to present the type of amount. Using this information the company may proceed to the payments.

At the payment documents, the user must select the appropriate bank account. The type of amount that the account is related to is visible in order to facilitate the selection.

Correspondingly, at the registration of the note (cheque), the user must define the type of the amount. Bear in mind that proposed value is in accordance to the linked Cheque account.

Wizards

The process Planning of Payments has been enriched in order to facilitate the issuing of the payments documents in multiple Bank accounts or the issuing of multiple cheques from different bank accounts based on their type of amount.

1. The UI has been reformed for this purpose. A new section has been added for the VAT Bank accounts.
   

2. Of course, the total paid amount given by the user in the 1^st level, refers to both accounts. However, the process consumes amounts from both categories, Net and VAT value. In the 2^nd level the analysis of the debts is displayed with their detailed data. The column “Amount due” display the process’s proposal for the distribution of the values. The user may accept this proposal or may modify it according his will. If you want to pay different amounts of a particular invoice, simply alter the column “amount due”. The “for settlement” column at this point selects the line amount and summarizes it to the “payment amount” column of the 1st level.

3. As results, the process will create two documents. The selected amounts Refers to “Net value” or “All” and the bank accounts (company’s and supplier’s account) defined in the area Deposit/Withdrawal will be used for net value. The selected amounts Refers to “VAT value” and the bank accounts defined in the area VAT-Deposit/ VAT-Withdrawal will be used for the generation of the document related to the VAT.
   

Payment document for the Net Value:

Payment document for the VAT Value:

Trade account adjusting entries

New document types have been added for registering adjusting entries of balance debit or credit or transfer within trade accounts. These document types replace the “SDN”, “SCN”, “SNC”, “SND”, “CPD”, “CPC”

VPC Compensari conturi parteneri (Adjusting entry of trade account balance)

It is used for balance transfer within trade accounts, i.e. from customer to supplier, from customer to customer, etc. or any adjustment (which closes with an intermediate account). Negative amounts are not allowed. IF debits and credits are not equal, the account of the header will be used to close the accounting article.

VPC-B Compensari conturi parteneri - Intrare de inchidere anuala (Adjusting entry of trade account balance – Balance sheet entry)

It is used at Fiscal Year-End for balance arrangement within trade accounts, i.e. from customer to supplier, from customer to customer, etc. or any adjustment (which close in an intermediate account). Negative amounts are not allowed. It is posted in the Opening Journal & Balance Sheet Operations that must have been defined in the document type in tab-page “Accounting”. IF debits and credits are not equal, the account of the header will be used to close the accounting entry.

The user must have filled out either the Debit or the Credit column. The column Refers to defines the type of the claim. In case of equal Debits and Credits (balance transfer within trade accounts), the Ledger account of the header is not required and will not be used, because during posting the article will be balanced. However, if it is a simple debit or credit adjustment, then the accounting entry will be closed by using the account of the header.

With regard to “VPC-B” for any adjustments that may be needed at the Fiscal Year-end with update of the closing period, check the Journal (Opening entries and Balance Sheet Journal). In this case, the system proposes the previous Fiscal Year end date. To use these documents, the document types above must be inserted from ESMasterConfig, as well as the 4-OFFSET-TACC and 4-DefaultYearEndDate field property profiles.

Matchings

The matching process takes into account the type of the amount, in order to match open and close items of the same type. However, the matching of the same type it is not a strict process. Non-similar types of open\close items may be matched, if similar entries are not available. The matching priority is as follows:

1. Open and Close items of the same type of amount
2. Entries of type “All”
3. Open and Close item of the opposite type of amount

Note that…

Strict matching can be achieved by using the new general parameter: “Split on VAT” in Liquidity matchings”. By activating this parameter (parameter value – True), the process will match only entries of same type.

Trade accounts

The bit “Trade account register by currency” has been added to debtors and creditors data management screen.

ANAF – Searching for company details

Henceforth, the trade account details could be filled out faster and without errors by using the ANAF service. This functionality is active only for company persons and is available through the customer, supplier, debtor, creditor and person forms.

After filling out the T.R.N. field by clicking the button next to it, auto-completion could be executed:

Alternatively, the Retrieve company’s registration info action could be used. This action is on the form’s toolbar.

When the connection with the ANAF service is completed, the main address fields as well as the following person fields will be automatically filled out:

• Name

• Business name

• Address

• VAT Regime

• VAT on payment

• Split on VAT

• If the T.R.N. is reported as inactive then the person becomes also inactive.

Details of already existing trade accounts could be updated through this action. This could be performed by clicking on the button next to TRN field while editing the details of an already existing trade account. Then the following dialogue will appear with details that have different content in the ANAF’S base than the already registered in the trade account. Select the data for replacement. By selecting “Update” the update will be completed.

Fixed Assets

Depreciations

In this version a number of changes have been made to the process of calculating depreciations. The main features of these improvements are as follows:

1. Calculation based on Year-To-Date logic as well as…

2. Depreciations calculation on the total of periods (cumulative)

This method helps to take into consideration the several “causes” of change either of acquisition cost or depreciations, readjusting the calculated depreciation value of every fiscal period, aiming at an accurate annual depreciations value based on the current situation. Thus, the intermediate results are respected, with no need to cancel them. Usually, the causes of annual depreciations differentiation are:

1. Purchases or turnover discount credit invoice

2. Adjustment documents for value readjustment

3. Change depreciation rate

4. Erroneous depreciation entries

For better understanding, please, see the following examples.

Example:

Let us suppose that a fixed asset has been purchased on 1/1/2018 with 1.000€ purchase value, with depreciation rate 10%. Hence, the annual depreciation value is 100€.

Fixed asset	Acquisition cost	Total	Jan	Feb	Mar	Apr	May	June	July	Aug	Sep	Oct	Nov	Dec	Depreciations Total	Balance
14-00-000	1.000,00	10%	8,49	7,67	8,49	8,22	8,49	8,49	8,22	8,49	8,22	8,49	8,22	8,49	100,00	900,00

Depreciations are calculated for the months 01/2018 & 02/2018 of 16,16€ cumulative value.

The supplier registered a discount credit invoice of 300€ in March. The acquisition cost of fixed asset has been readjusted to 700€. Hence, the annual depreciations value is readjusted to 70€.

Fixed asset	Acquisition cost	Total	Jan	Feb	Mar	Apr	May	June	July	Aug	Sep	Oct	Nov	Dec	Depreciations Total	Balance
14-00-000	700,00	10%	5,95	5,37	5,95	5,75	5,95	5,95	5,75	5,95	5,75	5,95	5,75	5,95	70,00	930,00

The depreciation process to date range UP TO March 2018 calculates the depreciation value, but simultaneously take into account the calculated depreciations up to that time for the overall period from the year beginning up to the calculated month and it calculates the difference.

Calculation UP to Period	Acquisition cost	Rate	Jan	Feb	Mar	Calculation	Calculated depreciations
February	1.000,00	10%	8,49	7,67	0,00	16,16	16,16
March	700,00	10%	5,95	5,37	5,95	17,26	1,10

In this example, based on the acquisition cost the depreciations value UP TO March was calculated with the value of 17,26€, but one of the previous fiscal period had already been calculated with greater value (16,16€) since the acquisition cost at that time was greater. In this month, their difference 1,10€ is calculated in order to get the correct result of the sum of the depreciations up to March.

Consequently, it is no longer necessary to delete or cancel the results of previous months, entries that may have already been finalized or published in interim financial reports.

For this reason the period criterion has been changed on the Depreciation calculation process parameters panel. Hence, the fiscal period UP TO which the process will be executed for, is defined.

Additional information

For confirmation purposes, beyond the period and the depreciation rule, hereafter, the depreciation rate used is also saved.

Additionally, useful information has been added to the log file of the process (Log file) for identifying cases for which adjusting actions are needed or it is good to be shown to the person responsible for the process.

For instance, if based on the calculation the process finds greater values of calculated depreciations of previous periods, then in the new period negative value is calculated in order to get the correct result of the sum of the depreciations for the current period. These cases are listed in detail.

Reports

In reports

• Detailed fixed asset registry (menu: Financials/ Fixed assets/ Trial balances) and
• Detailed Fixed Asset Registry (Accounting Base) (menu: Business Intelligence/ Accounting Standards (IAS/NAS) / Fixed assets)

The % depreciation has been added and it is shown according with the fixed asset description.

Documents

• Hence, searching for all possible type of Accounts that could be selected in document type (Trade account, Liquidity account, etc.) is available through the multiformed field of adjustment document header.
• The Liquidity account machting action has been added to adjustment documents that in their headers, trade account could be inserted. This can be achieved if the Account matching action (GC_DOC_SHOW_DOCUMENT_CLOSE_ITEMS_MATCHINGS_WITH_OPEN_ITEMS) is added through the Form designer

Expense adjusting entries

A new document type has been added for registering adjusting entries of balance debit or credit or transfer within generic items. This document type “OEX”, “OED”, “OEC”:

OEG Compensare intre articole generice (Offsetting between generic items)

It is used for expense or service adjustments. If Credit and Debit values are not equal, the created accounting article will close in the account of the header and must be filled out. Negative values are allowed, in case of negative debits or credits.

The user must have filled out either the Debit or the Credit column. In case of equal Debits and Credits (amount transfer within generic items), the Ledger account of the header is not required because during posting the article will be balanced. However, if it is a simple debit or credit adjustment, then the accounting entry will close in the account of the header.

To use this document, the following must be inserted from ESMasterConfig:

• The OEG document type
• The 4-OFFSET-GITEMS field property profile

Deactivation of person dependencies on the document

The mechanisms of proposal and changing values of fields of persons in document header can be deactivated. This feature applies to the fields:

• Contact
• Assignor
• Counterparty
• Mediator
• Recipient
• Transporter

Of course the change refers to the classes of documents containing any of the above fields.

To deactivate the dependencies of the fields above, in the document type the new attribute DEACT_PERSON_RELAYS must be entered.

Expenses allocation

The cost allocation profile has allowed the use of all 5 user defined tables of document as filters and dimensions of allocation. In the allocation definition, select the user defined tables you want to participate in the allocation definition.

s

The ability to use user defined tables has been enabled both if the allocation is in the expense line (with ALT-F6] or through the automatic profile application but also in the bulk application of allocation profile.

Improvements

Henceforth, the feature of show balance has been added to the dimensions registration dialog (F12), in the document line for items that monitor only one of the dimensions, color or size. This feature was available only for items that monitor both dimensions, color and size.

Budget

Consumptions budget

The consumptions budget sheet has been added.

The available dimensions are

• Item
• Branch

The available counters are the following

• Quantity (consumption)
• Cost price
• Consumptions cost
• Special number 1..10

Inventory

Production cost determination

In types of cost elements of type based on BOM, henceforward, values can be inserted in fields

• Cost element – Matching expression

• Cost determination unit expression

The above fields acts as supplementary allocation criteria, providing speed and flexibility in the distribution of cost of the raw materials.

Reports

The columns concerning Production and Production in progress are not split in detailed format of reports of Trial balance and Inventory register.

For this purpose a new company parameter has been added to the Reports category

Inventory BIT: Embed in Production columns of Production in progress

Which can be activated in order to show the content of the columns above in one column named Production. It concerns the following reports:

• Inventory > Trial balances > Monthly Statement (Detailed format)
• Inventory > Trial balances > Monthly Statement (with W/H analysis)
• Inventory > Trial balances > Inventory Costing Balance (Detailed format)
• Inventory > Registers/Journals > Registers (Detailed format)
• Inventory > Registers/Journals > Registers (Detailed format)
• Inventory > Consolidated reports by dimension > Consolidated Inventory Records (detailed format)
• Inventory > Consolidated reports by dimension > Trial balance (Detailed format)

Global functionality

Send SMS

• Long SMS messages that exceed 160 characters have been supported. No additional configuration or action is required when sending the sms as long sms, provided that the text exceeds 160 characters.

The functionality above is available to provider

• IPDigital
• sms.net.gr
• Prosms
• BulkSMS(Yoboto)

• ProSMS (https://www.prosms.gr/) has been added to the list of supported providers

Attachments Management

In the Attachments list (menu: Communications/ Attachments), the ability to print them through the relative action of the view, to be printed based on the display order on the list at the time of printing. Changing the sorting of records before printing can help you print the attachments in the same order they appear.

New by Copy

The action New by copy which is accessible through all entities has been improved in order to best suggest the entity code field in the new record.

Specifically:

• If the code format is not set in the entity, then the Code is not copied.

• If a code format is set then part of the code is as follows:

1. If in the code format is set counter that gets the next value at creation then the new code gets the next value of the counter immediately.

2. It gets the next value when saving if it is declared to increase.

• If free text is set in the code format, it is not copied but needs to be filled out by the user.

• If a fixed segment is set in the code format, it is copied.

Crystal reports

• Hence, numeric fields can be printed in full in crystal reports related with views.

To do so, you need to add a field other than the numeric field you wish to print in full (let it be <fieldname>), adding a field with code <ToWords_fieldname_EL>, ie the field name will consist of the ToWords_ fixed section, the field name and finally the language code in which you want the field to be generated in full. Supported languages:

EL – Greek

EN – English

BG – Bulgarian

RO – Romanian

PL – Polish

AR – Arabic

DEF – the language with which the user logged in

• When using the application in a multi-company environment, it is now possible to declare the crystal reports of various entities by company. This can be done through the reports management dialog
• 

For each added report, you can declare in the Company field if the report will only be available to the company you are logged in by selecting the company code or for all companies (option: All).

If you do not select something in the Company field then the report is available for all companies. To make reports available to some of the companies you need to log in to these companies separately and declare the report.

Automations

The feature of declaring parametrically the number of entries that will be in a group in an automation has been added. Until now, it was possible to set the number of entries of a group through Maximum Entries parameter, but this was not parametric. Hereafter, you can write an expression for the Maximum Entries field to set the maximum number of entries for a group.

Show grid

In many grids of the application, a column title might not be fully displayed because it does not fit. Hence, by leaving the cursor over the column title is fully displayed.

Grid - Search

In the form designer tool the fields in which custom search (ShiftF3Params) can be performed or search and replacement, the search dialog can be maximized. This can be activated through the new option Maximize.

Export to Excel

Hereafter, different view levels can be exported to different sheets by using view automation. This can be achieved by creating Ranges that are properly named in the excel file, one for each level, and in different sheets.

After preparing the automation, select Create original for the Excel and then Copy and Paste the Ranges to the sheets.

Tasks scheduling

In the Task execution log list (menu: Tools and Configuration / Schedule), the action Task details has been added.

Details concerning the task properties are shown by selecting a task from the list.

Significant information about the execution parameters can be found when selecting the field Colletion of inArgs property.

Dashboards

The feature of instantly publishing changes to the Application server has been added to the Dashboard designer. For this purpose, the button Publish to EAS has been added.

Use of temp file

The ability to use different temp file from the windows default has been added. This can achieved by creating a file named ES00ServerSettings.xml in the CSConfig folder. The content of the file is as follows:

<?xml version="1.0"?>

<ArrayOfESAppServerSettings xmlns:xsd="http://www.w3.org/2001/XMLSchema%22 xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance%22>

<ESAppServerSettings>

<AppServerID>Default</AppServerID>

<TempFolder>C:\ESTempFolder</TempFolder>

</ESAppServerSettings>

<ESAppServerSettings> <AppServerID>DI</AppServerID>

<TempFolder>C:\ESTempFolder2</TempFolder>

</ESAppServerSettings>

</ArrayOfESAppServerSettings>

Different folder by Application Server is supported. This can be done by stating multiple ESAppServerSettings nodes for each AppServerID.

Geographical zones

Three user defined tables have been added to the available fields of Geographical Zones (menu: Customization / Persons / Addresses data).

Login to the application

Henceforth, for security issues the detailed message will not be shown in case of login failure of a user who is defined to log into a specific workstation.

Release Document for EXP-RO01-4.6.0.0