You are on page 1of 454

E B S D aily pro c e sse s and U se Case s

Entersoft BUSINESS SUITE 3.0 | Entersoft EXPERT 3.0

User Guide

Identity
Document version

1.0.2

Software version

3.8.x.x

Last Update

July 2011

Copyright
Copyright 2011 Entersoft S.A. All rights reserved.
No part of this work may be reproduced, transmitted, stored, or used in any form or by any means, without the prior written
permission of the publisher.
Regarding the present content
It may be altered at any time.
It serves exclusively informative goals.
No guarantee whatsoever is handed out for the possible existence of mistakes or the wrongful use or non-wanted results
produced by the use of processes hereby followed and recommended.

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CONTENTS
MANUAL AIM

15

COMPANY STRUCTURE

16

NEW BRANCH NEW WAREHOUSE


ALTERATIONS TO SITES
OPENING FISCAL YEAR
NEW JOB POSITION

16
19
20
22

BASIC ENTITIES

23

CUSTOMER

23

IDENTITY DATA
FINANCIAL DATA
COMMERCIAL TERMS
CONTACTS
CONTROL AND INFORMATION DATA

SALESPERSON
SUPPLIER
CREDITOR
DEBTOR
EXPENSES
SERVICE
INVENTORY ITEM
IDENTITY
ADMINISTRATION

23
26
28
30
31

32
33
34
34
35
38
40
40
45

HOW TO ACTIVATE STOCK CONTROL DURING TRANSACTIONS

47

HOW TO DEACTIVATE OR RESTRICT THE USE OF AN ITEM

47

HOW TO WARN USERS FOR ITEM DOUBLE ENTRY INTO THE SAME DOCUMENT

48
49
50

HOW TO ACTIVATE COLOR -SIZE, LOTS OR SERIAL N UMBERS


ITEMS SUPPLIERS & PURCHASE PRICES

STORAGE
RELATED ITEMS
ITEM PRICES PER VARIATION
CONTROL AND INFORMATION DATA
DEFINE WAREHOUSES
UPDATE SUPPLIERS
ASSIGN MEASUREMENT UNIT
UPDATE COST PRICES

FIXED ASSETS
CASH & BANK ACCOUNTS
ACCOUNT DATA
CREDIT CARDS CONFIGURATION DATA
CHEQUES NUMERATION DATA & CHEQUES PRINT

51
55
56
57
57
57
57
57

58
60
61
63
65

3/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPENING BALANCES
TRADE ACCOUNTS OPENING BALANCES
CUSTOMERS & DEBTORS
SUPPLIERS & CREDITORS

67
68
68
68

WAREHOUSE INVENTORY
FIXED ASSETS INVENTORY

69
70

ACQUISITIONS
DEPRECIATIONS

70
71

LIQUIDITY ACCOUNTS OPENING BALANCE


NOTES INVENTORY
RECEIVABLE NOTES IN PORTFOLIO
RECEIVABLE NOTES TO BANKS
RECEIVABLE NOTES TRANSFERRED TO SUPPLIER
PAYABLE NOTES

ACCOUNTING OPENING BALANCES


PURCHASES
SUPPLIERS OFFERS
OFFER FROM A PARTICULAR SUPPLIER
OFFER FROM MULTIPLE SUPPLIERS

ORDER TO SUPPLIER
MANUAL INPUT
BASED ON AN OFFER
BASED ON OFFERS EVALUATION
BASED ON CUSTOMER ORDER
THROUGH THE STOCK REPLENISHMENT PROCESS

GOODS RECEIPT FROM SUPPLIER


PENDING RECEIPT OF INVOICE
BASED ON ORDER
DUE TO REPLACEMENT
FROM REPAIR
HOW TO CHECK THE ACCURACY OF RECEIPT OF GOODS

SUPPLIER INVOICE
FOR A GOODS RECEIPT NOTE
INVOICE GOODS RECEIPT NOTE
INVOICE GOODS RECEIPT NOTE BASED ON ORDER
INVOICE OF ADDITIONAL CHARGES
INVOICE ANTERIOR OF GOODS RECEIPT NOTE

SEND GOODS TO SUPPLIER


PENDING RECEIPT OF CREDIT NOTE
WITHOUT CREDIT NOTE PENDING

CREDIT NOTE
CREDIT DISCOUNT NOTES
ISSUE OF THE SUPPLIERS ORIGINAL DOCUMENT
DISCOUNT FOR A PARTICULAR INVOICE
REBATE CLAIMS FROM SUPPLIERS

72
72
72
73
73
73

74
75
76
76
78

79
79
81
81
82
83

85
85
86
86
87
87

89
89
92
96
96
97

98
98
98

99
101
101
101
102
4/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

DISCOUNTS EXPECTED IN THE NEXT FISCAL YEAR

102

PURCHASES ON CONSIGNMENT & CLEARANCE

103

SALES CLEARANCE
MATCHING OF PURCHASES RETURNS
MATCHING OF SALES RETURNS
RESOLUTION ENTRIES
PREPARATION OF MATCHING

103
104
105
105
105

CHANGES IN MARKET PRICES


HOW TO MONITOR CHANGES IN PRICES
HOW TO VERIFY COMPLIANCE WITH THE AGREED PRICES
HOW TO ADJUST SELLING PRICES WHEN PURCHASE PRICES CHANGE

PURCHASES OF SPECIAL CATEGORIES ITEMS


WITH COLOR-SIZE
WITH LOTS
WITH SERIAL NUMBERS

COMMERCIAL AGREEMENTS & CLAIM OF REBATES


HOW TO DEFINE A COMMERCIAL AGREEMENT
HOW TO SEE THE RESULTS & UPDATE FORECASTS
HOW TO CHECK THE IMPLEMENTATION OF AGREEMENTS

EXPENSES
EXPENSE RECEIPT
SERVICES INVOICE
SERVICES CREDIT NOTE
SELF-DISPENSES
RENTALS
CARS EXPENSES
FREELANCERS PAYMENTS
RECEIVING SERVICES
WITHHOLDINGS
CERTIFICATES FOR SERVICES PROVIDED

EXPENSES WITH COMPANYS CREDIT CARD


BANKING INTEREST EXPENSES
PAYROLL
OBLIGATIONS TO THE EMPLOYEES
PAYROLL PAYMENT
PAYROLL ADVANCE PAYMENT
CLEARANCE OF PAYROLL ADVANCED PAYMENTS

EXPENSES ADVANCED PAYMENTS & CLEARANCE


EXPENSES ADVANCE PAYMENT
RECEIPT OF EXPENSES DOCUMENTS
CLEARANCE

EXPENSES PER COST CENTER


ALLOCATION THROUGH RULES ASSIGNED TO EXPENSES
ALLOCATION THROUGH TIME SHEETS

107
107
108
109

111
111
113
115

117
118
121
121

122
123
126
126
127
128
128
129
129
129
129

130
131
132
132
132
132
133

133
133
133
133

134
134
136

5/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COSTING OF IMPORTS
ORDER FROM ABROAD & IMPORT FOLDER
PURCHASE INVOICE FROM A FOREIGN FIRM
GOODS RECEPTION
ISSUING OF IMPORTS EXPENSES
COSTING PROCEDURE
COSTING OF DOMESTIC PURCHASES
IMPORT AND CUSTOMS CLEARANCE OF TRANSIT WAREHOUSE
PAYMENTS

141
142
143
144
144
147
153
155
157

CASH PAYMENT
REMITTANCES TO SUPPLIERS
PAYMENT WITH COMPANYS CHEQUE
TRANSFER OF A CUSTOMERS CHEQUE TO SUPPLIER
REPLACEMENT OF A CHEQUE/NOTE
EXPIRATION OF PAYABLE NOTES
PAYMENT OF DIVIDENDS TO SHAREHOLDERS
PAYMENT OF TAXES & WITHHOLDINGS
RELATED ENTITIES (ACCOUNTS) FOR CLEARING
FINANCIAL CLEARANCE
VAT PAYMENT

PLANNING OF PAYMENTS
PAYMENTS BY COMPUTERIZED CHEQUES
PAYMENTS BY MANUAL CHEQUES
MASS PAYMENTS THROUGH BANK
PAYMENTS APPROVAL PROCESS
PREPARATION OF PAYMENT ORDERS
APPROVAL OF PAYMENT ORDERS
CREATE PAYMENTS BASED ON APPROVED ORDERS

SALES

158
159
161
163
164
166
167
168
168
168
170

171
171
173
173
175
175
176
176

178

OFFER TO A CUSTOMER
SALE ORDER
BASIC FUNCTIONALITY
STOCK AVAILABILITY
ALTERNATIVE, COMPATIBLE & ACCESSORIES
SELLING COMBINATIONS OF ITEMS
SET/KIT
SPECIAL BOM (MACRO)
GIFTS AND OFFERS

DISCOUNT FUNCTIONALITY
GROSS PROFIT MARGIN ON LINE COST
CORPORATE DIMENSIONS
INFORMATION DURING ORDERING
MASS REPLACEMENT ITEMS IN ORDERS

179
184
184
187
188
188
188
188
189

189
189
190
190
191
6/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

STOCK RESERVATION FOR CUSTOMERS


MANUAL INPUT
AFTER APPROVAL OF CUSTOMER ORDER
DURING ISSUING AN ORDER

SHIPPING TO A CUSTOMER
GOODS DELIVERY NOTE (INVOICE PENDING)
GOODS DELIVERY NOTE FOR AN ORDER
MANUAL ENTRY OF DELIVERY & POSTERIOR CONNECT TO ORDER
HANDLING OF TOTAL QUANTITY TO BE DELIVERED (WEIGHING)
DELIVERY WITH NO CHARGE
DELIVERY NOTES RENUMBERING
ORDER ROUTING PROCESS

INVOICING CUSTOMERS
FOR A DELIVERY NOTE
SALE INVOICE GOODS DELIVERY NOTE
INVOICING OF ORDERS (WITH PRICES AGREED IN ORDER)
INVOICING OF ORDERS (WITH NEW PRICES)
INVOICING ADDITIONAL CHARGES
NO CHARGE GRANTING TO A CUSTOMER
INVOICING OF PUBLIC SECTORS CUSTOMERS

CUSTOMER ORDER OF HIGH PRIORITY


ORDER WITH DIRECT RESERVATION OF AVAILABLE STOCK
DIRECT ORDER TO SUPPLIER ON BEHALF OF THE CUSTOMER
RECEIVING GOODS BY SUPPLIER
SHIPPING AND INVOICING OF RESPECTIVE CUSTOMER

SALE ORDER CANCELLATION


CUSTOMER SALE RETURN
PENDING ISSUANCE OF A CREDIT NOTE
AFTER DELIVERING ITEMS FOR CHECK OR TEST
SIMPLE QUANTITATIVE GOODS RECEIVING
RETURN POLICY

CREDIT NOTE
FOR A GOODS RECEIPT NOTE
SALES DISCOUNT CREDIT NOTE
DISCOUNT FOR A SPECIFIC INVOICE
CREDIT NOTE FOR VAT EXEMPTION

RECEIPT OF A DESTROYED ITEM FROM A CUSTOMER


RETURNING DEFECTIVE ITEM TO THE SUPPLIER
ITEM REPLACEMENT
CREDIT INVOICE

195
195
195
195

196
196
199
201
203
204
204
205

206
206
209
210
210
210
211
213

214
214
214
215
215

216
217
217
217
217
218

220
220
220
221
221

223
224
224
224

SELLING ITEMS OF SPECIAL CATEGORIES

225

SET/KIT
COLOR AND SIZE
LOTS AND SERIAL NUMBERS
BAILMENT
ITEMS WITH A RECYCLING TAX

225
226
226
227
229

CANCELLATION NOTE

232
7/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FACTORING

233

TRANSFER OF CLAIMS
FUNDS RECEIPT BY BANK FACTORING AGENCY
EXPENSES CHARGED BY THE FACTORING AGENCY
PAYMENT OF TRANSFERRED INVOICES
PAYMENT BY CHEQUE OF TRANSFERRED INVOICES
COOPERATION WITH MANY FACTORS - CLAIMS MONITORING PER FACTOR

PRICELIST CUSTOMIZATION
BASIC PRICES
ITEM PRICES
ITEM PRICES PER DIMENSION
PRICES PER ZONE
VAT INCLUDED IN PRICES
BASIC PRICELIST

DISCOUNTS ON THE BASIC PRICES


DISCOUNT FIELDS
DISCOUNTS BASED ON QUANTITY
DISCOUNTS PER ITEM CATEGORY
DAILY, WEEKLY OFFERS
PROVIDING THE MAXIMUM DISCOUNT TO THE CUSTOMER

APPLICATION OF PRICELISTS DURING SALE PROCESSES


DOCUMENT TYPE
PRICE CHOICE PRIORITY
CONTROLLED USER ACCESS TO PRICES/DISCOUNTS

GLOBAL PROCESSING OF SELLING PRICES


FOR A PARTICULAR INVENTORY ITEM
MASS PROCESS OF ADJUSTMENT SELLING PRICES
AUTO-ASSIGNMENT OF PRICES TO ASSOCIATED ITEMS

INVOICING POLICY
INFRASTRUCTURE - MODEL
CONFIGURATION
EXAMPLES

SALES DISCOUNTS CONTROLLING


SALES AND DISTRIBUTION PERFORMANCE INDICATORS
RETAIL SALE POINTS

233
234
234
235
236
237

238
238
238
238
238
239
239

244
244
245
246
249
249

250
250
250
251

252
252
253
254

256
256
257
261

269
270
271

SIMPLE RETAIL SALE (INTENSIVE)


RETAIL SALE TO A PARTICULAR CUSTOMER
PAYMENT METHODS
GOODS RETURN AND BUY OPTIONS
ELECTRONIC SIGNATURE PER RECEIPT
RETAIL POSTING PROCESS
CASH COUNTING

271
272
272
273
274
275
276

OPENING (CASH RECEIVING)


CLOSING (CASH DELIVERING)
CASHIER DEFICITS AND SURPLUSES

276
276
277

STORE STATISTICS

278
8/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

STORES SALES STATISTICS (ONLINE)


SALES PER STORE BY HOUR
AVERAGE TRANSACTION VALUE PER STORE BY HOUR
DEPENDENCY OF SALES BY WEATHER CONDITIONS
VISITS PER STORE OVER TIME
SALES RELATED TO NUMBER OF VISITS
STORES AUDIT VIEW

PROVIDING SERVICES
SERVICES RENDERED INVOICE
SERVICES RENDERED RECEIPT
VARIOUS REVENUES (INTERESTS ETC)
SERVICE REPAIR INVOICE ITEMS SHIPPING WITH NO CHARGE
SERVICE CREDIT INVOICE
RETAIL SERVICE CREDIT NOTE
COLLECTION MANAGEMENT

278
278
278
279
279
279
279

280
280
280
280
281
281
281
282

COLLECTING CASH
CASH INVOICE
COLLECTING BY CREDIT CARD
CUSTOMER DEPOSIT IN OUR BANK ACCOUNT
COLLECTING BY A CUSTOMERS CHEQUE
COLLECTING BY A 3RD PARTY CHEQUE
TRANSFERRING CHEQUES TO THE BANK FOR GUARANTEE

283
284
284
285
286
287
289

LOAN COLLATERAL ACCOUNT


RECEIPT CHEQUES BY CUSTOMERS
ASSIGNING CHEQUES TO THE BANK
GRANTING FROM THE LOAN BANK ACCOUNT
DEPOSITING FUNDS IN THE LOAN BANK ACCOUNT

289
289
289
289
290

REPAYMENT OF CHEQUES/NOTES RECEIVABLE


REPLACING A CUSTOMERS CHEQUE
CUSTOMERS ADVANCE PAYMENT
STAND ALONE RECEIPT
WITHIN THE SALE ORDER

COLLECTION MANAGEMENT PROCESSES


COLLECTING OUTSTANDING RECEIVABLES
PROCESSING OUTSTANDING RECEIVABLES
COLLECTOR JOURNAL

CONTRACTS
NEW TRADE CONTRACT
INVOICING BASED ON A CONTRACT
OPEN ITEMS MONITORING

291
292
293
293
293

294
294
295
296

297
297
298
299

9/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FORECAST OF INFLOWS & OUTFLOWS


SETTLEMENT WITH CUSTOMERS
CREDIT DAYS
MATCHING METHODS
MATCHING RULE
PAYMENT METHOD
PAYMENT METHODS PER ITEM CATEGORY
USE OF DIMENSIONS TO PAYMENT METHODS
DEFINITION OF PAYMENT METHOD FOR CREDIT CARDS
COMMON PAYMENT METHODS FOR MANY CASH DESKS
EXAMPLES OF PAYMENT METHODS DESIGN

MATCHING PROCESSES
MATCHING DEBITS/CREDITS
MATCHING RECALCULATION
EXCHANGE DIFFERENCES

OPEN BALANCES CONTROL


AGEING OF RECEIVABLES/PAYABLES
REMINDER LETTERS (MAIL-MERGE)
BALANCES JUSTIFICATION
PAY-OUT RATIOS
INTEREST ON ARREARS
AUTOMATED INVOICING OF INTEREST ON ARREARS
CUSTOMER STATEMENT WITH ANALYSIS OF OPEN RECEIVABLES

299
299
299
299
300
300
303
304
304
305
306

307
307
308
308

311
311
312
313
313
314
314
315

CREDIT CONTROL

316

CREDIT LIMITS

316

SIMPLE CREDIT LIMITS TO CUSTOMER REGISTER


CREDIT CONTROL POLICY
IMPLEMENTATION OF CREDIT POLICY DURING TRANSITIONS

ON-LINE APPROVAL OF ORDERS


POSTERIOR APPROVAL OF ORDERS
PRECONDITIONS
WORKFLOW EXAMPLE

TRANSFERS AND INVENTORY CORRECTIONS


PHYSICAL INVENTORY
REGISTER OF STOCK COUNTING IN WAREHOUSES
UPDATE THE NOT COUNTED ITEMS
HOW TO ENTER STOCK COUNTING FROM EXTERNAL SOURCES
CORRECTIONS AND DIFFERENCES RECALCULATION
UPDATE OF SHORTAGES-SURPLUSES
SPECIAL CASES
STOCK VARIATIONS MONITORING
INVENTORY PER PACKING UNIT

IN-HOUSE TRANSFERS
ORDER A TRANSFER FROM ANOTHER SITE
TRANSFER BETWEEN WAREHOUSES

316
316
321

322
323
323
323

325
325
325
326
326
327
327
327
327
327

329
329
330
10/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

THIRD PARTIES WAREHOUSES


STOCK REPLENISHMENT BASED ON SHORTAGES
PRODUCTION & ASSEMBLY
BILL OF MATERIAL
BASIC STRUCTURE
FORECASTED COST CALCULATION
MASSIVE REPLACEMENT OF CONTENTS

ASSEMBLAGE
ASSEMBLY NOTE
DIFFERENCE BETWEEN ASSEMBLY & PRODUCTION
ASSEMBLY BASED ON SALES
DISASSEMBLING

PRODUCTION ORDER
BASED ON CUSTOMER ORDER (MAKE TO ORDER)
DESTINED FOR STOCKPILING (MAKE TO STOCK)

MATERIAL ADEQUACY CONTROL


DURING THE REGISTRATION PROCESS
BASED ON NON-EXECUTED PRODUCTION ORDERS

ORDERING & RECEIVING RAW MATERIALS


PRODUCTION CONSUMPTIONS UPDATE
SIMULTANEOUS DECLARATION OF PRODUCTION & CONSUMPTIONS
PRODUCTION & POSTERIOR DECLARATION OF CONSUMPTIONS
CONSUMPTIONS BY STOCK COUNTING OF PRODUCTION SITE
VERIFICATION OF CONSUMPTIONS REGISTERED

PRODUCTION EXPENSES
OUTSOURCING PRODUCTION
SUBCONTRACTOR REGISTERS
SUBCONTRACTOR WAREHOUSES
WORK FLOW

PRODUCTION THROUGH DISSOLUTION


PRODUCTION IN PROGRESS
HOW TO DECLARE THE PRODUCTION-IN-PROCESS
WHEN WILL THE PRODUCTION-IN-PROGRESS BE DECLARED
PRODUCTION-IN-PROGRESS INVENTORY AT FISCAL YEAR END

SPECIAL PRODUCTION ISSUES


COLOR & SIZE BASED PRODUCTION
MANAGEMENT OF SEMI-FINISHED PRODUCTS
PRODUCTION PHASES

PRODUCTION COSTING CONFIGURATION


COSTING FOLDER
COST ELEMENT TYPE

PRODUCTION COSTING PROCESS SCENARIOS


ALLOCATION BASED ON MATERIAL PARTICIPATION IN BOMS
ALLOCATION BASED ON THE PRODUCTS WEIGHT
ALLOCATION BASED ON PRODUCTION ORDERS

331
333
335
335
335
338
338

339
339
341
341
342

343
345
345

346
346
346

347
347
347
348
349
350

350
351
351
351
351

352
353
353
353
353

354
354
356
358

360
360
360

365
365
366
367
11/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COSTING PROCESS OF OUTSOURCING PRODUCTION


INDIRECT COST ALLOCATION BASED ON ACTIVITIES
DEFAULT SCENARIOS

COST DETERMINATION PROCESS & OUTPUT


PRODUCTION COSTING EXECUTION
PRODUCTION COSTING BOOK
PRODUCTION COST OVERVIEW
ESTIMATED VS. ACTUAL PRODUCTION COST
BALANCES & REGISTERS
PRODUCTION COSTING FOLDER

POSTING TO COST ACCOUNTING


PRODUCTION PROCESS INDICATORS
STOCK VALUATION
DEFINITIONS
STOCK VALUATION
STOCK VALUATION METHODS
COSTING PERIOD
ACQUISITION COST
GRANTS COST
STOCK VALUE
BRANCHES INDEPENDENT RESULTS
FORECASTING ENTRIES

ASSUMPTIONS
TRANSACTIONS TO BE TAKEN INTO CONSIDERATION
TRANSACTIONS TO BE IGNORED
STOCK VALUATION PROCESS
HOW TO LAUNCH THE PROCESS
PROCESSING BASIC STEPS
COST DIFFERENCE TRANSACTIONS
COST DETERMINATION PER LOT
PROCESS ERRORS RECORDING

CONTROL AND RESULTS


VALUATION DOCUMENTS
OFFICIAL COST PRICES PER PERIOD
COMPARE OFFICIAL COST PRICES
INVENTORY TRIAL BALANCE COLUMNS JUSTIFICATION
TRIAL BALANCE & REGISTERS FOR COST CONTROL
TRANSACTIONS AFFECTING COST
COST BALANCE JUSTIFICATION (FIFO\LIFO\FCP)
GRANT COST JUSTIFICATION (FIFO\LIFO\FCP)
DOCUMENTS EFFECT TO STOCK VALUATION
REVIEW OF UPDATING INVENTORY

MANAGEMENT INFORMATION
FIXED ASSETS LIFE CYCLE

368
370
372

373
373
373
375
376
376
377

378
380
381
381
381
381
382
382
382
382
383
383

385
386
386
387
387
388
390
391
391

392
392
392
392
393
393
394
394
395
395
396

397
398

12/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED ASSET RECEIVING


FIXED ASSET INVOICE
AGAINST RECEIPT NOTE
INVOICE-RECEIPT NOTE
INVOICE OF ADDITIONAL CHARGE

FIXED ASSET FROM ABROAD


STOCK ASSET CAPITALIZATION
FIXED ASSET RETURN TO SUPPLIER
CREDIT INVOICE
DUE TO RETURN
DISCOUNT OF FIXED ASSETS PURCHASE

FIXED ASSET COST CENTER ALTERATION


FIXED ASSET SALE
RETURN OF FIXED ASSET SALE
FIXED ASSETS DEPRECIATIONS
WHEN DEPRECIATIONS CALCULATED?
DEPRECIATIONS CATEGORIES
DEPRECIATIONS RULES
DEPRECIATIONS DURING THE EXPORT
DEPRECIATION FOR PARTICULAR FIXED ASSET
MASS DEPRECIATIONS

ACCOUNTING TASKS
ACCOUNTING CUSTOMIZATION
JOURNALS
DOCUMENT TYPE

CHART OF ACCOUNTS
ACCOUNTING DOCUMENTS
DOCUMENT TEMPLATES
CORRECTIVE TRANSACTIONS OF TRADE ACCOUNTS
ACCOUNTS OF TAXES & WITHHOLDINGS
SPECIAL ACCOUNTS MANAGEMENT
SPECIAL ACCOUNTS THE VALUE OF WHICH IS INCORPORATED TO THE ITEMS
STAND ALONE SPECIAL ACCOUNTS

DOCUMENTS POSTING

398
398
398
398
398

399
399
400
400
400
400

400
402
403
404
404
404
406
409
410
411

414
414
414
416

417
420
423
425
426
426
427
427

428

METHOD OF EXECUTION
CUSTOMIZATION METHOD

428
428

ACCOUNTING GROUPS
ACCOUNTING ENTRIES CONFIGURATION
APPLYING POSTING RULES RETROACTIVELY

430
432
435

LEDGER ENTRIES FINALIZATION


FISCAL YEAR CLOSING

436
437

PREPARATION ACTIONS

437

INVENTORY SALES & PURCHASES


TRADE ACCOUNTS
C GENERAL SUB-LEDGERS CONTROL

437
437
437
13/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

D ACCOUNTING

438

PHASE OF CLOSING
B PHASE OF CLOSING
CALCULATION OF CURRENT BALANCES
OFFICIAL REPORTS

440
443
446
446

BALANCE SHEET & RESULTS STATEMENT


CONSOLIDATED REPORTING
PURGING OF FISCAL YEARS

447
451
452

MANAGEMENT INFORMATION TOOLS

453

14/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

MANUAL AIM
Aim of this manual is to describe, in a simple & comprehensive way, how the basic and most frequently used business
operations could be performed, using the system:
How do we open new registers
How do we manage the processes of purchases and supplies
How expenses are monitored
How do we organize payments
The way ordering, delivery and invoicing of sales is accomplished
How do we handle item prices and discounts to the customers
How do we monitor salespersons performance
How do we organize and monitor receivables
How do we handle inventory and fixed assets
How do we monitor the processes of production and product costing
How do we organize the monthly and yearly Accounting tasks
Prerequisites for the worthless execution of daily tasks, but also for the use of the current manual are:
Knowledge of the system environment, the way to use keyboard and mouse, the configuration of the desirable
menu and shortcut bars as well as the prints handling in accordance with general guidelines found to the
Introduction Manual and co-operation between the users and the supervisor of installation & training.
The execution of all the necessary start actions (data transfer from the previous system, series definition of
documents numbering, code format, Chart of accounts & documents posting rules, inventory, pricelists
configuration etc.) from the installation supervisor or/and the trained users, according to the guidelines found to
the Quick Implementation Guide.
The right setting up of the equipment that is used and the parameterization of the application server, the
clients, the database, printers etc. from a technician, recommended by Entersoft, trained and experienced, using
the guidelines found to the Technology Guide.

The manual is structured for support the users for the whole life cycle of the installation and not in order to be read from the
start to the end. The consequence is that, posterior references often occur, that is, references to subjects that have not been
previously described thus, must firstly understand the structure of the table of contents for easily navigate through the
chapters.
The references to operations, fields etc, which are only available to Entersoft Business Suite and not to Entersoft Expert, have
the
indication.

15/454

COMPANY STRUCTURE

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COMPANY STRUCTURE
The management of system companies is achieved through the main menu:

From the companies list we have access to the companys management screen. The completion of the companys
st

necessary identity data, is accomplished in the 1 page:

For each company, is automatically entered a separate person.


Attention must be given to the VAT Regime field, as it is influenced the Invoicing and Purchases VAT as well as the
management of the gross (final) sales prices. If the company has deducted VAT regime, we alter the default value
standard of the field.

NEW BRANCH NEW WAREHOUSE


In the Addresses tab-page, we must define:
1. The Head office of the company
2. The Branches
3. The Warehouses
Especially the warehouses (Warehouses) are the logical warehouses, even if, from the same physical warehouses are
served more than one companies or branches. Also, if the company:
is responsible for repairs of devices-machines
sends goods or fixed assets for repair to suppliers
sends goods to exhibitions-demos or sampling
undertakes transfers for others account
takes responsibility for the storage of third parties items until their delivery to customers
probably has the need to monitor Inventory PER THIRD PARTY (person-supplier, customer). For this purpose, it may be
defined logical warehouses BY Third parties or TO Third parties without being necessary to be opened per position
or destination, separate warehouses.
In the Addresses tab-page, these registers must be defined, with their data:

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Site identity

COMPANY Structure

The identifier code, the type (grouping field), the description, the address into 2 fields, the
postal code, the City, the Area, the District the Telephones and Fax consist the branch or
warehouse identity. After the branch new opening, documents series must be opened for this.

Status

If a branch becomes inactive and the related transactions have been completed, the related
documents series will also need to become inactive.

Supervisor name
Branch
VAT Regime

Selection between persons defined as company managers (in Persons/Associates tab-page).


Is activated when it is branch
It is suggested the regime of the company, however, a branch may be located to a reduced
regime area.

Independent

It is activated when it exports independent accounting result (prints and keeps BOOKS to the same
branch) and only then. This flag influences the stock valuation process, which runs separately for
this branch.

Accounting

To the parameterization system of the Accounting post, this is the method where documents

Segment

are sent to Accounting, it is used to many connection accounts the segment (account grade)
Branch. In this case, the content of this field (from the branch register) will be taken into
account.

Warehouse

It is activated when it is a warehouse. The main warehouse of a branch is not need to be


separately opened but, the address-branch will be also characterized AS a branch AND as a
warehouse. The other warehouses will be separately defined and will be characterized as
warehouses and the next field will be completed in compulsory.

Belongs to the
Branch

Selection from all the addresses, characterized as branches. The field must be completed to
all the independent warehouses (that are in different address) but also to all these that are NOT
main warehouses of the main address or of a branch.

W.H. from/to third


parties

It is activated in the cases mentioned before, in order to define that will be monitored per
THIRD PARTY. The inventory (in every fiscal year beginning) for these sites must be defined PER
THIRD PARTY. The transits from and to them must be declared with (especially for this reason
designed) documents (with third parties indication).

Not to be valuated

It is activated in warehouses that concern storage for third parties, where the items are NOT in
our ownership, such as, a service area. On the other hand, when our goods are found to third

17/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COMPANY Structure

parties installations such as, an exhibition area, this field must be inactivated because the items
found to this area PARTICIPATE to the stock valuation of the companys inventories.
Automatic

If it is activated, during the opening of a new item, this warehouse will be automatically added

activation

as an area where the item CAN BE placed.

Send priority

It is a priority number, which is used in In-house transfer automatic suggestion (branches and
warehouses stock replacement) included to the Inventory sub-system. The areas with higher
send priority will be preferred for stock items send to other areas having deficiencies.

Receipt priority

It works similarly to the previous field. The areas with the higher receipt priority and in the case
where inventories are not enough to cover all the deficiencies, will be preferred for the
coverage of the deficiencies.

Using the

icon, a dialog opens, containing the full data of branch-warehouses. In this dialog, you may also find the e-

Mail address, the Web site, as well as the following information:


Default Retail
Customer
Default Expenses
Creditor
User defined fields

It is used in Retail receipts, in case we want to differentiate behavior per branch e.g. VAT
regime, pricelist etc.
It is used in Expenses invoices as the default creditor that gives values to fields like usual
payment method, bank account by branch area for deposits to the Public Services etc.
Numeric fields, code lists, characterizations for free use e.g. categorizations in case of large
number of branches.

One of these addresses is the Main address of the company. This must be completed to the master address area, in the
st

1 page:

What Is the difference between Master Address and Main functional site?
The main functional site is the main company installation where stock kept and in most cases, it is identical to the Master address.
It is not identical, when the formal master address found to independent site, where there never take place inventory transactions.
Why is this definition necessary? The Stock Valuation process generates some costing transactions (internal accounting notes,
necessary for cost reconciliation) in main functional site. Thus, if in the above case the costing transactions were created in
Master address, these would be the only Inventory transactions to this site. This will result to the Master address (which is
inactive as to the Inventory) to compulsory appear in the official Inventory trial balance for take total costs and profit/loss. This
would be at least paradoxical, whereas with this explicit definition, is avoided.

18/454

COMPANY Structure

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ALTERATIONS TO SITES
Any alteration after using the branches and warehouses (transactions found) demands much attention.
The characterizations Branch, Warehouse, Independent results and Not to be valuated are taken into
account in Stock Valuation process and thus, should not be altered. If it is necessary (the privilege for making
alterations should only be given to experienced users having full system knowledge) the stock valuation process
should be re-executed for all periods.
st

1 scenario: Usage alteration from Warehouse to Branch


1. A new logical site should be defined, which will be characterized as Branch (and Warehouse) with the same
address data.
2. New document series for the new Site should be created
3. In-house transfer of the stock must occur from the old to the new site, with the proper reasoning (change of use)
4. The previous address (warehouse) must become inactive
2

nd

scenario: Warehouse Transfer

1. If the transfer concerns the same building or when a Delivery Note is not required, we just may change the
Address data on the same register.
2. If the transfer demands issue of Delivery Note or/and when the warehouse is transferred to a different Branch
st

authority, a new Address must be opened and as with the 1 scenario, all inventories must be transferred and the
previous address to become inactive.
rd

3 scenario: Warehouse inactivation replacement by another warehouse


1. The stock must be transferred to the new warehouse
2. The warehouse must become inactive
3. In documents series where this Warehouse was the default warehouse, a replacement must occur with the new
warehouse.

19/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COMPANY Structure

OPENING FISCAL YEAR


In company management screen, in Fiscal Year tab-page can be achieved the opening of a new Fiscal year. The login
with a day that does not belong to any of the already defined Fiscal years, is NOT allowed.

In this screen, for each line Fiscal Year in the middle, are found the data available for control/modification and to the
bottom part, there are the Fiscal Periods in which every Fiscal Year is divided.
By selecting the

new Fiscal year icon, one new line opens in Fiscal Years list and the indicator is placed to the upper

part of the form, in order to define the fiscal year data.


Identity
Number of
periods

Name, start-date and end-date of the Fiscal Year.


It is the number of fiscal periods, where the financial data will kept and must be per 2 greater than
the number of standard periods (months of the Year). The reason is that the year-beginning
transactions as much as year-closing transactions must be kept as separate financial measures
for many accounting processes.

Balance sheet
limit

Informative day field e.g. for S.A. companies with 31/12 fiscal year ending, the limit for publish
results is 30/04 of the next fiscal year.

Basic currency

For the case of transition in different currency (as happened in Greece in 2001)

Exchange rate
formula

From the basic currency (by default for installations in countries with strong currency, where bank
exchange differences are expressed as 1 basic currency = N foreign as it happens with the
Euro) or in basic currency (by default for installations in countries with not a strong currency,
where bank exchange differences are expressed as 1 foreign = N basic currencies

Exchange rate
differences
valuation per
period

The system, besides the automatic closing of exchange differences (for all the paid transactions in
foreign currencies), provides automatic valuation process of the OPEN claims and liabilities in
foreign currency at the END of the FISCAL YEAR for balance sheet reasons. The companies that
want this process to be executed also for the END of PERIODS, must activate this setting.

Official stock
book keeping &
Stock cost
determination
period

In case of an audited Inventory, is defined the number of periods (months) which consist a
COSTING PERIOD, that is the WEIGHTING period for which every time the stock valuation process
is executed, it will take into consideration analytically the transactions. If you have ANNUAL
average weighted stock valuation price, define 12 if you have 12months fiscal year period, that is
14 fiscal periods). The costing period is a CLOSED FISCAL year for Inventory costing and it
features an audited inventory. The definition of this period is not necessarily identical to the time
20/454

COMPANY Structure

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

where results are PRINTED, but it depends on the period in which the stock cost and profit are
supposed to be DEFINIT. In case of a non-audited inventory, define the number of standard fiscal
year periods e.g. 12
Fiscal year type

Company rates
Continuing, the

Under-definition

It is the not-yet-activated Fiscal Year. This is the initial value of the field
during fiscal year opening. Login to the system is not allowed for a date
belonging to an Under-definition fiscal year.

Open

It is the Fiscal Year in progress, meaning that financial transactions can be


inserted and modified within its limits. At least ONE open Fiscal Year must
always exist in a companys definition.

Closed

It is the Fiscal Year whose the financial facts have been completed and no
modifications are allowed to them. The Fiscal Years turn to closed
automatically by the fiscal year closing process.

Historical

It is the Fiscal year with historical data, kept for comparison reasons, and
does not have full financial data e.g. it contains only entries and periodics
(table of monthly totals) or just periodics, without original documents.
This data comes up either from a migration of previous system or from the
transfer a fiscal year to historical process, which possibly occurred for disk
space reasons or/and system performance reasons.

The Pro-Rata rate, the I.R.R. rate (Internal Rate of Return) and the Income Tax Rate are
informative fields and they are used in reports.
icon must be selected for Period Generation, through a dialog where we confirm the process:

The periods are automatically produced and appear to the


periods list.
On this list, for operating Fiscal years, we may see if period closure
occurred per sub-system (Accounting, Sales, Purchases, Stock, etc.).
Now, we must change the Fiscal year type into Open.
WHAT IS PERIOD REDEFINITION & WHEN IT IS NECESSARY?
If a Fiscal Year has no transactions, we can delete periods or change period ranges. If transactions exist, we need a special period redefinition
process.
When for instance, the company scheme is
changed and one company must get into
clearance, it is necessary to create Balance
Sheet up to a specific date and, for the rest
period, to occur a new autonomous Fiscal Year.
If after the limit date there no transactions, the
reduction of the fiscal year length is free, the
same applies for the increase. The current
operation in needed when there are
transactions occurred AFTER this limit date.
The functionality is only available for the last
Fiscal Year and creates (based on the new
ending date) a new Fiscal year having as a start
the next day and as an ending the ending of the
current Fiscal Year (which can modified later). It is called through the

icon and through a confirmation dialog, the redefinition of

periods periodic data is executed.


You must also change the length of the stock cost determination period.

21/454

COMPANY Structure

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

NEW JOB POSITION


When a new position is created, it may consist a new unit for different sub-systems so, some further actions must occur.
Opening of a person
User creation and connection with the person
Addition of this person to companys contacts.
Incorporation to users group or creation of new users group (job position). In the 2

nd

case, the privileges allocation

must occur from the beginning and the access to documents series, allowed transitions, task types or further tasks,
reports etc, to be controlled. If the position belongs to Accounting Department, the privileges in accounting Journals
must be updated. Finally, if there are classified documents, then the access functionality must be examined.
Opening of resource (for use in CRM tasks) and integration to communication profile
Possible opening of a new Cash liquidity account (if it concerns cash)
Possible opening new document series (if the terminal-client is new with separate printer). Be aware for matching
with the suitable users group and a new Cash account as automatic payment account (if it is about a new
transaction position with customers).
In the case of a Retail shop and if the salesperson concept is identical with the one of the Cashier, the user must be
opened as a salesperson, too. The same Person must be connected to both the salesperson and the user.
If it is about a salesperson, it will possibly need to be assigned some customers groups, to be defined as their
salesperson (through global modification).
If it takes responsibility of receipts, some customers groups may need to be assigned for receipts communication
and organization and in this case, it will need to be added to the Collectors and to be defined as customers
Collector through global modification.

22/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

BASIC ENTITIES
The easiest way to create a new basic entity to any sub-system is the New option from the main
toolbar.
The management screen of the entity (SITE) opens immediately, we complete the necessary data, we
save and complete.
Another way is through the Insert command (or the Insert button) from a list illustrating this kind of
entities e.g. Customers, Items etc
If it is about repeatable multiple entries, we remind that from the toolbar
of the screen and through the New or New by copy command, we can
save and at the same time to create a new entity.

CUSTOMER
Customer is a company trade account, to whom we provide (or we intend to provide) products or services and should
be opened even before obtaining accounting register, if we want to create, for example, an order of him.
The application is automatically opens for him a person where, actually kept all of his demographic data (in this
unique place). If for instance, a customer becomes customer of another of our companies (to the same system, to the
same database), it will be connected with the same person, or if he becomes a supplier, his demographic data will be
the same.
If a customer has many branches, we simply define his branches in the same form. If, however, for each customer branch, the
agreement is different e.g. the pricelist, the payment method, or if, each branch has different accounting department,
different credit limit and so on, we probably need a new, full, different register. In these cases, the best solution is to
open a new separate customer for each branch (and with a different person so, the main Address will be different).

I DE N TI T Y D A T A

General data &


Master Address

These are the customers identification data. By completing the Zip Code, data fields as City,
Area etc. are automatically completed. If the mapping services have been activated, then by
typing the Add/s 1 the position is detected and fields like PC, City, Area, District, Geographical
23/454

BASIC Entities

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

zone are completed (it also appears the

icon through which is accomplished the navigation

and projection of the particular


geographical place through
Google maps. Based on the
Address data of the current
user, options are given for the
route projection from the
home address/business
address to the customer
address as well as the
projection of the necessary
guidelines.
In order the functionality to be activated, in the general parameters, in mapping services
category, must be defined the true value in the mapping services, Google in mapping
services server type and an access key to be given which can be easily be provided through the
http://code.google.com/apis/maps/signup.html webpage.
By completing the data of the main Address, this Address is added to the Addresses sub-page,
where, from the presented list, we can add other customer sites.
In this area, there are additional available fields e.g. the VAT regime can be differentiated per site.
Card no.

It is given, when a bonus card is issued for the customer (loyalty card). It is used for identify the
customer during sale.

Template

The template is an easy way of ready default values to several data fields, depending on
customer category. The templates are designed, through the Parameterization table (Tools).

Photo

Through the

icon, we can save (

) a photo (e.g. logo) and through the

icon we recall it.

We can also display it, in customer lists.


Additional
information of a
physical person

If the customer is a physical person (the person type is


determined by the field next to the code), then, there are
additional fields available such as the name and full name
separation, the nationality, the sex, the mobile, the calendar etc.
At the same time, next to photo, is found a group of
available fields for the correspondence, where the slopes
of the name are automatically generated if already existed to
the names table or are inserted by the user and, from this moment, are available for next use.

VAT Regime

Selection between the values Standard, Reduced, In EU, Outside EU, Exemption. It influences
the VAT calculation in sales documents.

Branch

If it is defined a particular (company) branch to the customer, during customer search, to all
documents of this branch, will be sorted to the top whereas in documents of other branches,
during search, will be sorted to the bottom. There is not a prohibition for using series of other
branches and if required, an additional control must be customized.

Properties Set

The properties set enables the presence and management of an additional sub-page of additional
properties

that may be designed through

Tools/Customization/Company Parameters/Properties and, even by customer (per customers


category) to be DIFFERENT through this properties field. Alternatively, one common property-set

24/454

BASIC Entities

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

can be defined for all customers, in companys parameters in Additional properties category.
Profession

By selecting profession, to the Business activity field is suggested the profession description
and it can be differentiated with a more detailed text (which is not formalized through
professions code list).

Groupings

The group and the category are in reality persons groupings whereas the family is exclusively
of the particular customer. This means that if the same person is connected with a supplier, the
group and the category will be the same.

Salesperson

The salesperson to which the customer is assigned will be now suggested to the sales
documents, where he can be differentiated per document or/and sold item line.

Recommended

The person introduced the customer. By giving part of the name and F3 or Shift-F3 search is
accomplished. From the

icon we can, through the pop up internal menu, insert new person

or to see the current.


Preferences

It is a multiple choice field with the personsinterests:

Which is based on a general parameter for persons management:

Which is selected among different categories that have been parametrically defined:

Reminder

To the text field through the

icon we can define a comment that will appear through the

customer selection at any trade or cash transaction.

25/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

F I N A N CI A L D A T A
In this sub-page there are data of accounting nature or related to the internal Accounting department processes (credit
control, collection management).

Opening date
State reporting group
VAT regime
Accounting category

It is automatically completed
It is used in Customers Summary Status creation processes.
It is the same field also defined to Identity
It must be selected from the default categories in order the posting of any document to be
later feasible. TheLedger Account is not used by the default parameterization (the
accounting category is used instead) but it can be completed if the posting parameterization
is modified and uses it.

Currency

If a foreign currency is given, which is the usual for a foreign customer, this will be
proposed at any transaction. Through reports per currency, we can check the customer
balances for any currency.

Budget group

It is used to budget sheets as a special grouping element, through which the customers
budget can be monitored.

Credit control
policy

It is a profile which enables the design of the applications behavior depending on the
customer solvency degree. It allows controls and prohibitions of different levels in order to
protect the company from bad depts. The concepts, the customization methodology and the
functionality are described in a specific chapter of this manual.

Credit limits

The upper credit limits that we give to the customer. The balance limit is the accounting
balance (debit-credit). The trade balance limit is the accounting balance limit plus the unpaid
notes permitted value. The balance limit plus own notes is the accounting balance limit plus
the unpaid notes permitted value, where it only takes into account the notes that the
customer himself issued (and not a third party, e.g. a customer of his). When one of these
26/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

limits is overcome from the customer and thus we have credit margin excess, to the
documents having the credit control option activated to the document type, the application,
if there is a credit policy reacts according to the settings whereas if it is NOT exist, it reacts
depending on the value found to the general parameter (Tools/Customization/General/
Company parameters) in credit control category:

Delay interest

Based on the days of payment delay and based on this interest rate profile (which is

rate

customized to Tools/Customization/Financials) which is defined to the customer, the


Interests based on payment delays report is received and if necessary, a relative debit note
is being issued.

Credit Days

Give the days of settlement eg. 60 for 2 months payment aggrement. This element is
informative, but also used in credit control processes. Additionally, the system generates
customer invoices payment forecasts, based on this agreement (after N from issue date)
except if there is a specific payment method designed and it is applied during Invoicing.

Collector

The person responsible for money collection from the customer, is selected between the
persons defined as collectors to the Tools/Customization/Finacials. It is used in receivables
planning processes.

Payments date
Day in month
Working hours
Matching

In these informative fields, we can define possible restrictions forced by customers


accounting department for week days or hours appropriate for payments or contacts for the
balances agreement.
The usual matching method of receivables-payments (for the correct update of the balance
aging) is on account, that means Fifo by date (each receipt pays the older invoice).
An other option is based on rule for special payment processes eg. per project, where the
rule is defined to the next field.
With any of the 2 above mentioned options, the matching is automatically occurs on-line
while documents are entered.
Finally, we can exlude the matching process in order to only occur by user selection or not at all.
The automatic matching is a default process in order some of the most important system reports
to be taken.

Matching rule

The matching rule allows the method of AUTOMATIC opening and closing entries
connection with different functionalities which allow the user intervention to be avoided or
restricted, in order to define which documents are paid from each receipt. The matching
rules are defined to the Customization (Tools/Customization/Finacials).

Bank accounts

There are the detail data of customers (person) bank accounts. In some cases it may be
needed a (returning) amount to be deposited. Then, the definition of the related company
bank account (from which we transfer money) is usefull.
The Bank and the Account number are compulsory fields. The banks are defined into
Customization (Tools/Customization/Finacials).

27/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

C O M ME R CI A L TE R M S
In this sub-page we define the trade transaction data with the customer, for example the invoicing and discount policy,
possible additional charges, the delivery parameters etc.

Price range

For the cases of simple prices policy, we can define at inventory items 5 sales prices (wholesale,
retail and three other of free use) and a price range at customers, that points the one of the 5
item prices that the customers takes. This is taken into account during Sale for the sale price
proposal, if there is not a pricelist or other pricing method.

Price list

Select a particular pricelist for the customer. See the specific chapter of this manual about setup of
pricelists.

Pricing group

It is used for customers grouping, where a common pricelist is in force (to which the Pricing group is
defined). In this case, during invoicing or sales orders , the proposal of pricelist is based on customer
pricing group (if no particular pricelist is defined). If there are more than one pricelists for the
customer pricing group, the selection will occur by the user.

Invoicing
policy

In invoicing policy we can describe the conditions for providing discounts, offers, gifts, mutually
exclusive discounts and offers, conditions of additional charges or bonus points for loyalty cards.
See the specific chapter of this manual for configure invoicing policy.

% discount
Payment method

Input the discount percentage, if the customer takes a particular agreed discount.
The payment method describes the settlement with the customer (when he pays, in how many
installments, when the VAT is paid etc). See the specific chapter for information about setting up
payment methods. Some of them may be excluded as options for the particular customer,
through Credit control policy customization.

Special accounts
groups

When special charges are used, transport, additional taxes or default witholdings eg. in Public
sector customers, we can setup special accounts for automatic calculations during invoicing.
The special accounts are configured to the corresponding sub-ledger
They must be defined as permitted to the documents types
They are incorporated into special accounts groups per type, that are defined to each customer.

28/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Related supplier

BASIC Entities

Informative field for cases, where there is a default supplier for the items supply ordered by this
customer.

Commission level

It is used by the automatic purchase order process from a customer order (the transition 105. SOR=>POR).

It is a customers categorization that participates to the salespersons commissions calculation


method. Details as to this customization are found to the specific chapter.

Orders priority

Informative field which is used for prioritization of customers, when the stock is not adecuate for
the fullfilment of all pending sales orders.

Shipping method

It is the default shipping method to the customer. The shipping methods are configured through
Customization/ Transaction parameters, where we also define the Transport type for the
Intrastat report (if exports to the European Union occur).

Documents
grouping
Shipper

We define if it will occur packing of the documents, i.e. on many delivery notes if the invoicing
will be suggested to generate ONE or MANY (one-to-one) documents.
Selection between the persons that have been defined as shippers for the goods delivery to the
customer.

Itinerary

In cases that we do transportations through our own means, we define here the route where we
usually incorporate the deliveries of the particular customer. Each route is defined in
Customization/ Transaction parameters and it determines the Vehicles, the time, the duration etc.

Trade delivery
data per Site

For each customer site (address) and each our own Branch (where the transit document is issued)
and Bussiness Unit, we can define a particular shipping method, route, shipper, shipper address
etc. Additionally, it can be defined a specific salesperson and a collector (as a default).
Finally, ONE from all the customer addresses can be defined as being the default invoicing
address and ONE as the default delivery address. These data are inputed in document forms but
through this definition of default values, the need for the user intervention can be eliminated.

Global

If for the customer are defined particular dimensions values, these will be suggested to the header

dimensions

of all of his documents.

Salesperson
data

In this list, we can define a specific salesperson by Business Unit. If Business Unit is set by ITEMS,
then, the default salesperson of each document line (item) is based on this definition, according to
the Business Unit of Item line (instead of the proposal of the customers salesperson).

29/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

C O N T A CT S
In this sub-page, we define the persons (individuals) that we know in the customer business and the persons (companies)
connected with the customer in any way.

With the

icon, the layout switches from a card to a list

With the

icon, is achieved a new person insertion and a contact at the same time, connected to the customer

(in relations list to the bottom part).

With the
With the

icon is achieved the selection from the current persons as a contact to the customer.
icon it appears the persons management screen of the contact.

To the rest of the contacts fields are defined a number of data such as, the position, the relation type with the customer,
department etc. One person may constitute a Contact for different customers, with separate role each time.

30/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

USER DEFINED FIELDS


If we need more fields, are provided more static fields of various types (dates, comments, numbers,flags, tables) for free
use and customers grouping/print, the name of which is defined in Customization.

PROPERTIES
It is a number of dynamic fields (this is, not stable in number and not the same for all customers) and they are activated
by the field User preferences set.

ATTACHMENTS
The method of documents management and incorporation is described in the EBS-Intro (Introduction manual).

CO N TR O L AN D I NF O R M A TIO N D AT A
To the left part of the screen, through the contents hierarchical tree, a large number of information connected to the

customer, is available (from the time that transactions are taking place). This information provides an overview (3
360
view) for the customer (documents, balances, suspensions, opportunities, problems occurred due to the relation etc.:
The audit view gives at a glance the most important information concerning the customer.

The statement is the accounting statement of the customers transactions in various formats.
The unsettled receivables show which invoices in particular, are constitute his open balance
whereas the balance justification shows the matching of entries (the way every claim was paid)
The related accounts are the trade accounts related to this customer (e.g. customers of the
same group of companies, registers of the customer to other companies). The list shows the
basic financial figures. If the customer is ALSO a supplier, it shows his merged balance.
The data per period shows his balance progress per month.
In sales data, information is provided that concerns to all trade activities: items/categories
that were purchased, items that he has NOT purchased yet, sales prices that are enforced for
him, per item or category, and the offers that have been given to him.
In the transactions analysis, we can check his pending orders, his not invoiced yet delivery notes and the unpaid notes.
The Budget vs Actual shows a comparative picture of budgeted and actual turnover per month (in case we have
separate budget for this customer).
Other related information are the Projects, the Contracts with the customer, the open tasks , the telephone calls to
and from the customer, the sales opportunities and other sales activities (appointments, presentations etc).
In case we provide support services, the information of the customers open cases is available, as well as the related
tasks and the complaints that we have received from him, also.

31/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

SALESPERSON
The salesperson is an employee of the company or the external associate who undertakes, forwards, manages a part of
the companys sales. The sales are credited to salespersons and for each transaction is being estimated, with various
methods, a sales commission value, independently to the way, the conditions and the time is attributed to them.

IDENTITY

General data

Through the Link to person setting, the application automatically opens for him one person
where actually kept all of his demographic data. If for instance, the salesperson is external
associate and we open him as creditor in order to accept Service Provision Notes from him, the
linked person will be the same. The same thing will happen if the salesperson is our representative,
thus, in order to issue an invoice (suppose that he invoices the final customers) we will also open him
as a customer and we will connect him with the same person. The salesperson can be also a system
user. We make sure that everywhere the SAME PERSON corresponds.
The personal data sub-page

is active when a person

is linked. Then, we input the identity data, address data, telephone numbers, informative data, level of
education, his personal interests etc.
% base commission
& commission
profile
Incorporation &
jurisdiction data
Customers per
business unit

The base commission is expressed in % on the (net) turnover and the commission profile (which
is configured in Tools/Customization/Salesperson) determines which amount of the base
commission will be calculated for each item-customer combination.
We define the branch and the Commercial unit that he belongs as well as the business sector,
activity etc. if he exclusively occupies with some of these.
Depending on the identification to the customers salespersons per business unit, here, the
same information is defined, from the salespersons side. By activating the replacement of
original salespersons the customers are updated at the same time.

USER DEFINED FIELDS


If we need more fields, are provided static fields of various types (dates, comments, numbers, tables) for free use, the
name of which is defined to the Customization.

32/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

SUPPLIER
The supplier is a trade account of the company, from whom we are supplied goods, fixed assets, row materials or any
incorporated items and he must be opened even before obtaining accounting status (accounting register) if we
want to insert e.g. an order to him.
His data management, the fields and entities meaning which are available to his management screen, are common or
respective to these of the customer. Here we examine the parts, where management is differentiated.
Anytime we refer to supplier balance e.g. to credit limits or to positive balance to the statements, as the usual sign, is
always consider to be the credit (in contrary to the customer, where is consider to be the debit). Thus, when we purchase,
the supplier is credited and when he has a credit balance, it is regarded as a positive (expected sign) balance. The debit
balance is regarded as negative (when he owes to us).
The suppliers bank accounts per bank and the related company bank accounts from which we deposit to, are of great
significance, as they are used to the Planning of payments and automated Payment orders which are sent to the banks.
It is very useful to activate this functionality, in order to save time and to minimize the errors.
Some information are only presented to the suppliers management screen:
Usual settlement

We choose note, bank transfer or cash. This information is used for the payment method
proposal to the Planning of payments.

Supervisor
Purchases in
consignment

The supervisor of the supplier account monitoring (procurements supervisor).


We define whether we purchase with the consignment regime from the particular supplier. This
process is supported by some dispatch documents and for those goods that will be sold, it
occurs clearance per period and payment to the supplier based on this clearance. The
process is described at the specific chapter of this manual.

33/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

CREDITOR
The creditor is a trade account of the company who provides us services or any other products we monitor to the
Accounting as expenses e.g. consumables, fixed assets spare parts, advertising material, packages materials etc.
Actually, creditors are all the payable accounts, but in this sub-ledger monitored all the other payables accounts (except
suppliers) e.g. companys personnel, external associates, owners of rent buildings etc.
The meaning and handling of fields and entities available to the creditors management screen, are common or respective to
those of the supplier. You may be informed from that chapter.
The screen differs, as the person existence is not compulsory to the system, thus the sub-pages are differently constructed.

If the creditor does not participate to the State Summary Agency Report, you may not open a person.
The suggested value to the Link to person field is YES and this is a strong recommendation for the following reasons:
1. The services that he provides may will be incorporated to the Summary Statements in the future and then, the creditors
identity data (required for the report) will not exist. As is already known, the ONLY part of the system keeping identity
information, addresses, etc. is the Persons.
2. It is possible to activate expenses payments through Bank Accounts and then, data that only kept to the Persons will be
required, in order the payment orders to occur electronically.
It is recommended to be separately opened and not as Suppliers for accounting agreement reasons, but also for making
entries easiest e.g. in a goods receipt Note or in a Purchase invoice, all the numerous creditors will not be appeared during
searching. In accounting, it is correct to be monitored to summary accounts (Other creditors).

DEBTOR
Debtors are generally all the borrowers of the company, the receivable accounts. To the particular sub-ledger
monitored all the other debtors, except customers. Debtors are the banks (debited interests), the shareholders (for the
processes of capital payment), tenants own property etc.
The meaning of fields and entities available to the debtors management screen, are common or respective to those of the
creditor. You may be informed from the previous chapter.
They are used in various documents for issue revenues. It is recommended to be separated from the customers for reasons of
accounting agreements. In accounting, it is correct to be monitored to summary accounts (Other debtors).

34/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

EXPENSES
Expenses are all the intangible accounting items (with value monitoring) that the company needs in order to operate
and to create revenues.
The systems invitation for the separate opening of the expenses and in the same time the parallel monitoring into
Accounting, offers a number of advantages:
It helps to organize back-office. Each process is designed and illustrated with the appropriate way into the system , in contrary to the
freedom during issue an Accounting transaction.
It makes easier the entries from NOT specialized users and restricts the ERRORS, due to strict documents organization , of the
predesigned Post and application checks It prevents problems in reconciliation, due to primary entries in Accounting.
It allows expenses monitoring on credit where are presented all the real dates of the debts.
It allows the payment with notes, the issue of computerized checks and a 360 view of Bank Accounts based on valeur.
It allows automatic calculations e.g. in deposits, interest rates, taxes, issue of royalties, withholding, VAT etc.,
It allows informative costing and creation of results statement per Project, Sector, Service, Activity
There are some cases where this is NECESSARY, by abolishing the line between Sub-ledgers and General Ledger, e.g. Costing Folders
If the Accounting department is external, the Management department takes early information, for the expenses evolution, without delay.

In the pre-configured Data Base, all the expenses that may be used are already opened and the relative configuration of
Accounting Posting is ready. Despite these, could select between the three following methodologies for monitoring the
expenses in relation to the Chart of accounts:
st

1st method One by one for all the expenses (except the depreciations)
nd

2nd method Analysis of the expenses and maintaining in Accounting only the compulsory e.g. some of these can be opened
per VAT, the training expenses can be opened per category or per site or per training cycle, the rental expenses
could be opened per building, floor etc. and the same time, in Chart of Accounts we only open one account per
expense type.

rd

3rd method The expenses summarized to items and, during invoicing, input by the user of the specific General Ledger
Account every time. You could also make visible the column comment 5 where the default setup of expense
documents places the title of the account.

The expenses monitoring is directly connected with the creditors monitoring. Suggested to open:
One general creditor that will be useful in many cases of expenses in cash or indifferent as to the creditor data, who
will need to be placed as default in Expenses Receipts.
One creditor Wages and salaries in order to enter the payroll entry (and special autonomous withholding accounts) in
order the Payroll entry to be correctly produced and posted.
Use of a horizontal dimension for the employees as cost positions through which we will be able to manage various
expenses or money deposits per person. Alternatively, each employee could be opened as a creditor.
Opening of the debit interests as expenses and the credit interests as services and for each Bank, a creditor for issuing
debit interests and a debtor for issuing the credit interests.

35/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Expense profile

BASIC Entities

The profile is an easy way for ready default values to the fields, depending on the expense
category. The profiles are designed in Customization table (Tools).

Grouping

The family, group, category, and sub-category are expense groupings enabling to take summary
information, as we usually do not monitor the expenses one by one but per general categories.

Special accounts
groups

When the expense sweeps a special tax or charge or withholding.


The special accounts are developed to the corresponding sub-ledger
They are defined as permitted to the relevant document types
They are incorporated into special accounts groups per type, which are selected to the
expense account at this time, in order to be automatically applied during transactions
and to give the final payable amount (depending on the expense type or the transaction
creditor), avoiding or minimizing the need of the user typing.

Vehicles

Besides the fact that at the documents concerning expenses for particular vehicle, the related
field is available, you could deside to develop specific expense codes PER vehicle, especially
when this distinction is of great significance. Thus, here is completed the transport mean that the
expense is concerned. The vehicles are opened at Tools/Customization/Transaction parameters.

Budget group &


Calendarization
template

Both used in Budgeting. The budget group is a special grouping element through which the
expenses may be monitored to budget. The calendarization template (defined at
Tools/Customization/Budgets) allows to split a yearly forecasted amount by month for example. To
generate percentages per month in
the template, could use the update
from actual data functionality e.g.
convert last year sales to %
percentages.
These fields used if the budget
monitored through Expenses subledger. Alternatively, the budget of
expenses could be monitored along
with the financial Budget through
General Ledger or Cost Accounting.
36/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Allocation profile

BASIC Entities

Used to distribute expenses to cost centers, within expenses documents. More information see
to the relevant chapter about registering expenses and allocation methods.

VAT category

For the VAT automatic calculation, it is compalsory to complete the category where the
expense belongs (none, standard, reduced, low etc). In cases of the expenses that their VAT is not
deductible in Income
Statement, it is necessary
to open a special VAT
category with the Nondeductible flag true,
which must be selected in
such type of expenses or at the column VAT category of specific transactions, in order the entry to
be easily and automatically accomplished and posted.
Instead of this correct approach, some users input the total value to the net value, making the VAT
null or insert 2 separate lines to the document! DO NOT do it!

Accounting
category

In the default parameterization, the ledger account is used for posting, but the accounting
category could be used instead, if the posting parameterization is altered. As far as the expenses
VAT is concerned, if it is about an expense with non-deductible VAT, could either monitor the
VAT not deductible in Income Tax at a special account in Chart of Accounts or to post it to the
SAME Expense Account.

Specific tariff

In expenses that are used in Imports costing, we define the Specific tariff. Thus, for instance, the
import duty will surcharge the imported items that belong to the same tariff.

Cost element type

Concerns costing. As much for the Production Costing and the Imports costing, the expenses
categorization is necessary as the cost elements types describe the allocation method to the
units to be costed (produced items or imported).

Relates to State

It is activated if the current expense will participate to the values calculation of the Summarized

Reporting

Suppliers Invoices Statements.

Horizontal

If for the expense, will be defined particular dimensions values, these will appear to documents

dimensions

lines as the default and thus will update the related trial balances and statements in order to
easier take statistics such as Expenses per Sector, per Activity etc.

USER DEFINED FIELDS


If we need more fields, are provided some static fields of various types (dates, comments, numbers, flags, tables) for free
use and grouping/print of the expenses, the name of which is defined to the Customizations.

ATTACHMENTS
The method of documents management and incorporation has been described in the EBS-Intro (Introduction manual).

37/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

SERVICE
The services (training, maintenance, health, legal, consulting etc.) are provided from the company to customers, creating
revenues. In services are opened any other revenue sources such as rent of property, credit interests, extraordinary
revenues. As intangibles they only have value monitoring. Particularly in Sales, the information of quantity sold is
available for specific service types.

Service profile

The profile is an easy way to give ready default values to fields, depending on services type. The
profiles are designed in Customization table (Tools). It is preferable to be created and selected in this
field, in order to ensure that e.g. the accounting category, the measurement unit, the groupings will
be correctly inputted.

Control profile

Through the control profile, documents behavior can be easily parameterized for this type of
Services, for instance, the application check for the upper limit of discount permitted during
issuing an order or an invoice. The existence of a % maximum discount (see below) does not
activate any process because the method of using and the meaning of documents and thus,
the suitability of each application check per case, concern the implementation of each installation.
So, in order to define that in sales, a check of the % maximum discount must be active, insert a
control profile (code, description etc) and, into it, create a new line with the Sales attribute (the
attributes are freely designed and, at each document type, one or more attributes are matched),
activate the option of maximum discount and finally, select this profile to this field.

NPF code

For those having Revenues-Expenses Journals, here is selected the compulsory category of the
Unique Ratio of Net Profit for the Revenues journal.

Grouping

The family, group, category, sub-category are groupings enabling to take summary information.

Wholesale price

When we do not keep pricelists values of the services, we define the sale price and also whether
it includes VAT or not. Continuing, to the documents that have been appropriately
parameterized (e.g. Services Invoices) in order to present by default the wholesale price, this
price will be suggested to the user.

Retail price

We define the retail sale price and whether it includes VAT or not. Continuing, to the documents
that have been appropriately parameterized (e.g. Services Receipt) in order to present by default
the retail price, this price will be suggested to the user.
38/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

% discount

BASIC Entities

If for this service a fixed discount to the initial price is provided, we give it here. When we keep
the discount pricelists (per customer), this discount is not possibly used during invoicing. Details
concerning the design of pricelists, see to the specific chapter of this manual.

Maximum discount
permitted

If the users, during invoicing have access to values and discounts, through this field (and with
parallel use of control profile) we can restrict the discount that can be given, up to a maximum
amount (either through value or price reduction or through discount definition from the user).

Pricing group

It is useful in pricelists design. Each service can be inserted into a pricelist either DISCRETE or
through the pricing group. Thus, in a prices pricelist we usually insert all services with their sale
prices whereas in a discounts pricelist, we usually insert the discount for a service category e.g.
consulting. Details concerning the design of pricelists, see to the specific chapter of this manual.

Standard cost

Since there is not a direct cost allocation to service items (they are not purchased), we could
view sales statistics for the estimated gross profit, if we give at this field the hour (for instance)
average standard cost price.

Special accounts
groups

When the service sweeps a special tax or charge or withholding for public sector etc.:
The special accounts are developed to the corresponding sub-ledger
They are defined as permitted to the relevant document types
They are incorporated into special accounts groups per type, which are selected to the
service item at this point, in order to be automatically applied during transactions and to
give the final payable amount (depending on the service type or the transaction customer),
avoiding or minimizing the need of the user typing.

Budget group &


Calendarization
Template

Both used in Budgeting. The budget group is a special grouping, through which the revenues of
services monitored to budget. The calendarization template (Tools/Customization/Budgets) allows to
split a yearly forecasted amount by month for example. To generate percentages per month in the
template, can use the update from actual data function e.g. convert last year sales to percentages.

Commission level

It is a services categorization that participates to the calculation method of salespersons


commissions out of sales. For details concerning this parameterization see the specific chapter.

VAT category

For the automatic calculation of the VAT, it is compulsory to select the respective category. The
services have always standard (23%) VAT and this can take default value through the profile.

General Ledger
Account or Category
Measurement unit

To the default parameterization of services posting, the Accounting category is used, but the
General Ledger Account may also be filled and then, the parameterization could be altered.
Despite the fact that services are intangibles, the measurement unit is necessary for pricing policy to
be functional, e.g. price per hour for consulting or per piece for studies, seminars etc.

Relates to state
reporting
Horizontal
dimensions

It is activated if the current service will participate to the values calculation of the Summarized
Customers Invoices Statements.
If for the item, will be defined particular dimensions values, these will appear to documents lines
as the default and thus will update the related trial balances and statements in order to easier
take statistics such as Services per Business Unit, per Activity etc.

USER DEFINED FIELDS


If we need more fields, are provided static fields of various types (dates, comments, numbers, tables) for free use, the
name of which is defined to the Customization.

ATTACHMENTS
The method of documents management and incorporation is described in the EBS-Intro (Introduction manual).
39/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

INVENTORY ITEM
Inventory items are all the goods (merchandises, products, raw materials etc.) which are purchased or produced and are
sold or consumed, for which a full quantitative and value monitoring (register) is required. The items codification to
separate codes-registers is usually an accounting subject.

I DE N TI T Y

Basic data

They are the unique determination data of the item. As far as the code is concerned, it can be
later changed from the system administrator and the system will automatically keep the
previous code to the Multiple codes (see the Storage sub-page), in order to be feasible the
search process through any of its codes. It can be defined a particular code format using of
grouping data in the items code (but also to description) with an automatic produced segment
etc. There are 3 fields for the description as well as one main Barcode (if a scanner is used). In
storage sub-page there is a place-holder for define multiple barcodes e.g. for packages
reasons, multiple suppliers etc.

Basic item

For the NOT basic items, it must be defined another basic item to which are belong. This
enables the mass management of the daily prices based on the changes to basic only (parent)
items. Details for this functionality, see to the Pricelist chapter.

Item profile

The profile is an easy way to give ready default values to fields, depending on items categorization.
The profiles are designed in Customization table (Tools). It is preferable to be created and selected in
this field, in order to ensure that e.g. the accounting category, the measurement unit, the groupings
will be correctly inputted.

Type

It is a fixed accounting categorization of the items. The type is the default grouping of the
items to all the official Inventory Reports to help to the accounting reconciliation. It must not be
confused with the field accounting category (see below) which is used for the accounting
posting despite the fact that, as a concept, is usually identical. For the system, the type is a
simple grouping field (with fixed values), whereas the accounting category is freely defined and
used in Posting process for the ledger accounts detection that need to be updated.
40/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Groupings

BASIC Entities

The family, group, category, and sub-category are items groupings enabling to take summary
information. The statistics are usually based on the categorizations and not per item.
Instead of filling the 4 previous fields, using this action button, we can select the items grouping
from a hierarchical tree maximum of 4 levels as many as
the basic groupings of the item. The definition of this
hierarchy is achieved through the Code lists group,
category, sub-category, to which may be defined the
family, group, category where they correspondingly
belong (Tools/Customization/Inventory items). The
groupings may be independent to each other e.g. the
white kitchen devices category may be bound to the
Refrigerators, Washers etc. whereas the fitted
kitchen devices can be independent.

Manufacturer
Catalogue item

Selection from legal persons who have been characterized as manufacturers


The application opens automatically (based on the parameterization*) one catalogue item for each
item (with the code and description of the inventory item), where kept all the relations with other
items which may have not been opened yet as inventory items or may not be sold by the company
e.g. competitive, compatible. The catalogue items are common for all the companies in the system.
*

Season

If the item belongs to particular season, such as, the clothes, shoes models etc. The season is a
selection criterion of
items in many official
statements and statistics.
Through the definition of
the Item control profile
(see Administration subpage), it can be checked
to the transactions
(orders, customers returns
etc) in order items of a season different of the current, not to be accepted.

Characteristic

Single, set, produced.


The set items are sets consisting from other (simple) items and they are sold together. It is a
type of an offer whose structure (contents) is described by a bill of material. The sale price of
the set can be predefined (by default) or to occur from the values of simple items that contains.
The set items are NOT distinct items, it does NOT kept a register for them, they do NOT
taken into account by the Stock valuation process, and they do NOT participate to official
reports. However, sales transactions kept and sales results and statistics are available.
The produced items are inserted to the Inventory through Assembly or Production (with
added value) by consumption of other simple or produced items and their final cost is
determined by the Stock Valuation Process.
41/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

The structure (the components) of the produced items is described in BOMs of Bill of
material type. For the same produced item can be defined (alternative) BOMs. One of
these, at this point, must be defined as basic.
In sales documents, the contents of the set items are automatically developed, are analytically
stated a documents lines. In contrary, for produced items, during invoicing, their contents are not
visible or available. They are produced through an independent procedure, which is not necessarily
the same, stable and repetitive. Many times, the raw materials (codes and quantities) are defined by
the user, exceeding the components defined in bill of materials. Thus, during sale, the only thing that
is defined is the produced item.
Basic BOM

It must be defined for the sets and for the produced items. As far as the produced items are
concerned, details for bill of materials see to the specific chapter about Production Process. As far as
the set BOMs are concerned, after the item is saved, we can insert the related BOM through the
main menu (Entities/Inventory/Bill of materials) or through the Customization table (Tools):
We give the validity date range into which it may be used (documents issue date). It is optional.
We select BOM set to the field characteristic.
We give the inventory item (set) that concerns and we activate the main bill of material field in
order this to be automatically placed to its register (to the field Main BOM).
We define the BOM set type. Static means an Offer with particular price for the whole set. During
invoicing, the set value CALCULATES the values of its parts, and these parts (distinct items) are
not modifiable. Dynamic is defined in cases of a set that are simply a grouping of items under
a parent item code.
During invoicing, the
set value is
CALCULATED from its
parts values. This
means that the parts
do not use their prices
defined in the BOM,
but, just like all simple items, the prices come from the item register or from a pricelist. The
structure of the dynamic BOM is modified during its use to the invoicing/sales order, as to the
parts consisting the set and as to the values and quantities.
We fill the items consisting the set to the following list.

VAT category
For the automatic calculation of the VAT we compulsory select the category where the item
belongs (standard, reduced, low). In sales, the VAT rate is defined from the combination of the VAT
category of the item and the customer VAT Regime whereas to the purchases, is the VAT regime
of the company site (branch) that it is taken into account (the VAT value can be given by the user,
according to the suppliers original copy.
Ledger account or
accounting category
Measurement unit

To the default parameterization of Items posting, the Accounting category is used, but the
General Ledger Account may also be filled and then, the parameterization could be altered.
Here is defined the basic measurement unit of the item in which the stock kept. In storage sub-page
are defined all the other measurement units or/and item packages. The basic measurement unit is
required, in order the item to be functional.

42/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Supplier

BASIC Entities

The main supplier of this Item. Searching may occur through code or name. In administration"
sub-page can be defined
additional data as well as
other alternative suppliers of
the item. If we want during
purchases, to compulsory be used the suppliers defined to the item and not any supplier, we activate
this check through the Item control profile.

Codification

It is the item code, in accordance with the supplier codification. In documents, item search can be
based on this code.

Purchase price

This purchase price, is updated from the purchase invoices automatically with the last purchase
price (if this option has been
activated in the Item control
profile).
During the opening of a new item
or during transferring items data
from previous system, this value (latest purchase price) can be given primarily (from file or to
be typed from the user).

Wholesale price

It is the basic wholesale sales price of the Item. We define whether it contains VAT or not as well
as the %markup (on the cost price). The % markup can be used in various adjustment processes
of the sales prices, starting from the cost prices. To the documents (e.g. Offers, Invoices, Credit
notes) that have been parameterized as to suggest the wholesale price, this price will be
suggested to the user, except if the application of a specific pricelist (the customers pricelist)
leads to another default price.

Retail price

We define the sales retail price and whether it includes VAT or not, as well as the retail sale
%markup (on the cost price). To the documents (e.g. Retail receipts) that have been
parameterized as to suggest the retail price, this price will be suggested to the user, except if
the application of a specific pricelist leads to another default price.

Prices 1,2,3

They are additional sales prices. If we have a simple scheme of pricing policy, where the
customers prices zone leads to particular sales prices of the items (one of these 5 prices) then,
the 5 prices are defined for all items and, during Invoicing, as soon as the customer is given, the
appropriate price zone (1 .. 5) for all item lines is activated. The prerequisite is to select a sale
price (retail or wholesale) as proposed price in the document type.
The name of these fields can be altered (Customization/General/User defined fields).

Pricing group

It is useful in pricelists design. Each item can be inserted into a pricelist either DISCRETE or
through the pricing group. Thus, in a prices pricelist we usually insert all items with their sale
prices whereas in a discounts pricelist, we usually insert the discount for an item category e.g.
items on removal. See the specific chapter of this manual for details concerning the design of
pricelists.

% discount

Give here the fixed % discount that provided to the initial price, if there is one. When there are
discount pricelists (per customer), this discount is not possibly used during invoicing. See the
specific chapter of this manual for details concerning the design of pricelists.

Discounts group

Some discounts may be configured through items and customers categorization to special
discount accounts, which can be incorporated to the items for the final value calculation
43/454

BASIC Entities

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

(exclusively to the Discount 4 field of the lines) or for autonomous lines that do not influence
the inventory (cost, turnover), but only the payable amount and the trade account (supplier,
customer) turnover. At this field, select this categorization (discount group). See the specific
chapter of this manual for details about design discount policy.
Maximum discount
permitted

If the users, during invoicing, have access to values and discounts, through this field (and
parallel use Item control profile) we can restrict the given discount up to an upper limit (either
through value or price reduction or through discount definition from the user). The 0% cannot
be regarded as upper limit, is ignored.

Minimum gross
profit %

During sales process, a temporary Cost of goods sold is available, based on which the on-line gross
profit is calculated. If the sales value or the discounts lead to limited or negative gross profit, this
may be checked and restricted, based on the threshold defined here. The way, the type of
transactions and whether or not it will be checked, can be defined into the item control profile.

Commission level

It is a categorization of the items, that participates to the calculation method of the salespersons
commissions out of sales. See the specific chapter for details concerning this parameterization.
Text field for notes, comments in relation to the item.
Text field for the typing of a reminder message that we want to be presented to the users after
the selection of the particular item. This will occur to those documents that defined to the
related setting of the item control profile.

Characteristics

There is a multiple choices button (through the

icon) with item characteristics which is

supported to a general parameter for items management (respectively with the preferences
field of the customer), which is selected between various user definable categories.

44/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

A D MI NIS T R A T IO N

Valuation method

Selection among stock valuation methods. It is usually defined per item category (recommended
use of items profile which suggests the correct valuation method). If the item is a set or has
the Not to be valuated value to this filed, it is ignored during the Stock Valuation Process.

Analysis per lot

It may be selected Stock valuation analysis per item lot, which means that all grants of every lot
(sales etc.) will be take cost from the particular lots purchases. Prerequisites for this functionality
are the stock valuation method to be Average weighted price and, to all item transfers, the lot
to be compulsory completed, that can be ensured through the items control profile.

Analysis per period

In cases of annual or generally not monthly costing period, this option activates monthly costing
period only for some particular items. Thus, for instance while for all the items, is in force the
annual costing period, could define especially for the Production raw materials, the stock
valuation to be locked per month (through this field). Thus, any purchases later than a specific
(valuated) month or a retrospective discount will NOT affect the consumptions cost of this
month, as it will generally happen on an annual (Year To Date) calculation. The functionality is
only provided if the stock valuation method is the Average weighted price. It is NOT allowed to
be activated in produced items.

Standard cost price

The Standard Cost Price is typed by the user on one hand, in cases where the stock valuation
method is the standard cost price (thus the sales and other grants take this cost price), on the
other hand, in cases where there is stock and its cost cannot be defined in any other way. Such a
case is a return (delivery/credit note) from a previous fiscal year sale and, at the same time, there
is no other stock for this item.
In the opening dialog, we can enter costing prices per period for history reasons.
Standard price: If there are values here, they are preferable (to the field standard cost price)
by the Stock Valuation Process, if needed. Additionally, the Fiscal Year Closing process creates
every time an entry to this list, with the cost price of the opening entry.

45/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

Sell-out price: It is the minimum selling price. It is used by the Stock Valuation Process, in cases
where the cost price that has generated from the process is lower than this (the sell-out price) or
zero.
Desired cost price: It is defined when wrong transactions have occurred and their retrospective
cancellation, correction or even investigation is not feasible. If it has a value, the Stock Valuation
Process will use it, in order to take correct results from this period on.
Tax code

Field with selection from a table (with code, description etc). It is useful in cases where many
items are opened (for administrative, management needs) but they correspond to ONE official
(tax) code, with which these items must appear to Inventory Official Reports (where this field
must be selected as a grouping field INSTEAD of the item code).
The prerequisite is to fill this field to ALL THE ITEMS (at least to those that participate to the
Official Reports), otherwise, some items will be printed without code!

NPF code

Field required, if a Revenues-Expenses Journal monitored. The required codification defined


through Tools/Customization/Organization parameters/Official codification.

International code

Informative codification for cases of items that follow an international or standard codification that
does not necessarily coincides with the companys one e.g. the records ISBN, the ball codes etc.

Relates to State
Reporting
Specific tariff

We define whether the item will participate or not to the calculation of the values of the
Summarised statements Customers and Suppliers Invoices.
If the item is imported, and if during Imports costing, it is surcharged with expenses of this
category (i.e. import duty), the specific tariff must be defined here, in order the allocation of
expenses to be executed correctly.

Intrastat code

It is used in Intrastat statements, where the items appear with a specific Eurostat coding (Tools/
Customization). If there are no transactions within European Union, the code may not be filled.

Cost element type

Concerns Production Costing. It is defined to raw materials and describes the allocation method
to the Cost Units (produced items).

Calculate VAT on

The VAT is calculated on Net Value, by default. There are however cases where the VAT must be
calculated on the cost value (such as in the case of used vehicles sales) or on the value before
the recycle tax (such as with the new cars).
In these cases (and depending on the field, where the related charges monitored, which possibly
need to be ignored to the calculation), the net value must be inactivated and to activate the
values that will consist the base of calculation of VAT.

Item control profile

VERY IMPORTANT FIELD, which defines the behavior of the item to various documents and
activates checks during user typing, in order errors to be avoided.
The fields that are filled to the item (e.g. % maximum discount, minimum order quantity, Permitted
W/H, Safety Limits etc.) do not activate directly any control process as the use method (and the
meaning) of documents, and thus the appropriateness of each control per case, concern to the
specific implementation.
Each control that may be activated through the control profile, is explicitly referred to this
chapter, to the related fields.
46/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

Generally, must organize some Control profiles depending on the items types (the behaviors)
that he wants to describe, then to create related Item profiles with the corresponding control
profile and to every new item, the profile must be always entered, in order to have the default
behaviors.

HOW TO ACTIVATE STOCK CONTROL DURING TRANSACTIONS


During issuing quantitative exports, it is usually necessary to check the stock availability. For
each document attribute (e.g. sales orders etc.) we activate this control, through the following
settings:

1. Type of balance to be checked (stock adequacy to the warehouse of the export)


Actual stock is the registered stock (imports exports)
Available stock is the actual stock MINUS the reserved quantity.
Future stock is the actual balance PLUS the expected quantities.
Future available is the available stock PLUS the expected quantities (from suppliers, from
Production, from other warehouses and loaded quantities) MINUS all the pending orders
(customers, from other warehouses and confirmed customers orders)
Available confirmed orders is the available stock MINUS only the confirmed sales orders.
Maximum future available is the available stock PLUS the expected quantities (from
suppliers, from Production, from other warehouses plus the loaded quantities).
Lower actual limit is the actual stock MINUS the Safety stock
Lower available limit is the available stock MINUS the Safety stock
2. Check method of stock adequacy: Warning or prohibition.
3. Check in main or/and alternative measurement unit
4. Check level in items lines or/and items analysis lines (if colors, sizes, lots monitored)
5. Check a activation at normal or/and reverse lines:
In most documents, items lines are normal. In some cases, there used lines defining
reverse transaction, such as in a sales document the lines of returned items (where the stock
adequacy check is meaningless) or to a document of productions/consumptions (in the
normal production lines, the stock adequacy control is not meaningful, whereas to the
reverse consumption lines, the check may be useful).
6. Re-adjustment of quantity based on stock at new lines.
It activates the automatic quantity modification of the line in case where stock is not
enough and it is suggested the current available stock (instead of the entered quantity).

HOW TO DEACTIVATE OR RESTRICT THE USE OF AN ITEM


In cases of items on removal or items that will NOT be supplied again, there are two cases:
1. The item does not need to be ever again used to a document, so we alter it into
inactive.
47/454

BASIC Entities

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

2. To prohibit its use only


to particular
documents eg.
Customers orders,
purchases. In this case,
we create the appropriate Item Control Profile.

HOW TO WARN USERS FOR ITEM DOUBLE ENTRY INTO THE SAME DOCUMENT
Many times the users may insert by
mistake some items twice, especially,
when they are many. Through control
profile we may define the documents
where a warning will appear to the user
or the entry to be prohibited (many
times warnings are ignored from the
users).
User preference set

The preference set gives the functionality of management and display of an additional subpage

that may be designed at Tools/

Customization/Organizational parameters/Properties and DIFFER per item (or item category).


Alternatively, you may define a common property set for all items (or for these having null to the
current filed) through companys parameters, in Additional properties category.
Usual order
Minimum order

Informative field for the usual quantity in orders, used by stock replenishment processes.
Useful when orders must not be acceptable if the quantity is less than a (quantity) limit. In order
the check (during ordering) to be in force, we must activate it through the items Control profile.

Available to WEB

It is activated when with Entersoft e-COMMERCE has been developed an electronic site or
partners portal (2) with the available items (catalogue items) and we want to be included to
the product catalogue. Initially, with the opening of the item, it is deactivated.

Warranty

Fill it when the item is covered by a Service Contract (warranty). It demands the Service

template

Contracts module of CRM.

Budget group &

Both used in Budgeting. The budget group is a special grouping, through which the revenues or

Calendarization

the purchases monitored to budget. The calendarization template (Tools/Customization/Budgets)

Template

allows to split a yearly forecasted amount by month for example. To generate percentages per
month in the template, can use the update from actual data functionality e.g. convert last year
sales to % percentages.

Special accounts
groups

When the item sweeps a special surcharge eg. stamp, recycle task or other charge or
deductions for the public sector etc.:
The special accounts are developed to the corresponding sub-ledger
They are defined as permitted to the relevant document types
They are incorporated into special accounts groups per type, which are selected to the
inventory item at this point, in order to be automatically applied during transactions and
to give the final payable amount (depending on the item type or the transaction
customer), avoiding or minimizing the need of the user typing.

48/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

HOW TO ACTIV ATE CO LOR -S IZE , LOTS OR S ER I AL NU MB ER S


Serial numbers,

They are activated accordingly to the item type and the requirement for stock analysis

Lots, Size-Color,

monitoring per one or more stock dimensions (variations). No matter which of these dimensions

Dimension 1, 2

is activated, the appropriate Item control profile must be defined and selected in order the users
to be enforced to give these data to the transactions, where it is necessary and not to occur
wrong data. As it is already known, the system does not automatically activate any of the checks
since the meaning and use of the documents is designed in implementation level.
As far as the serial numbers are concerned, sometimes, there is the need for the serial numbers
to be monitored ONLY during sale (for warranty, service). In this case, in the control profile lines
concerning purchases, orders etc. we would define to the s/n administration setting the no
value (NOT to be filled) or allowed (to be optionally filled), whereas to the lines concerning
sales, we would define required (to be compulsory filled). In cases of strict serial numbers
management, could activate a check for their position (to be actually in the warehouse where
the export occurs) or for explicit values to their status field (i.e. available, approved by Q.A.
etc.). Before a serial number is used to a transaction, it must (similarly to an item) be opened
from its specific manegement screen (Inventories/Serial Numbers).
Aa far as the lots are concerned, through an Item Control Profile, we could define Automatic
Consumption based on a list with the right sorting e.g. by lot expiration date. This will be
defined to the lines of the Control Profile concerning sales, consumptions. In order a lot to be
used to any transaction, it must (similarly to an item) be opened from its special manegement
screen (Inventories/Lots).
A parameterization example of the Control Profile to a sale line:

As far as the lots, colors and sizes are concerned, you must define to be compulsory entered to
orders, reservations etc. in order to monitor the EXPECTED and AVAILABLE stock, and to the
sales, purchases, internal transfers etc. in order to monitor the ACTUAL STOCK.
If this parameterization does NOT occur, it will NOT be ensured that the users will give the
necessary data and none of the related reports (Lots registry, trial balance per dimension, stock
per color-size etc.) will present correct data for sure.
Color pallet, Size
pallet, Stock
variation set 1,2

They are tables with the allowed values of these dimensions for the particular item. Are defined
to Tools/Customization/Inventory items/Stock Variations.
Stock variation set is the subset of the values of a dimension which is active for a particular

49/454

BASIC Entities

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

group of items e.g. a group of colors from the superset of colors for all items (for instance, color
set of skirts, color set of shocks) or for sizes pallet, the clothes size pallet (S,L,XL,XXL or
42,44,46) is different from the shoes size pallet (3545).
If we deal with too many colors and so, their grouping in combinations (color pallets) is not
feasible and the only thing needed is the definition of this specific ITEMS COLORS, then,
through this icon, this definition is achieved:

Horizontal
Dimensions

If particular dimensions values are defined for an item, these will be transferred as by default to
the documents lines and through these, they will update the related Trial balances and Transactions,
all the Revenues and Expenses statements, in Accounting but also to Statistics eg. Sales per Business
Unit etc. The dimensions values of items, overcomes (as defaults) the rest involved entities at
documents (customer dimension, branch/series, type of transaction, contract etc.).

ITEMS SUPPLIERS & PURCHASE PRICES


Item Suppliers

In this list, some additional data for the main supplier are available and here, they are also defined
some (alternative) suppliers of the item.

The additional data are: Unit or package to which we are usually purchase, price and offer date
from the supplier, lead time (days), items code and description for the supplier, date, price and
net price (after discount) of the last purchase
from the supplier (which are automatically
updated during purchasing if in the items
control profile is activated this option) and
other informative fields. The prices, updated
by purchases, kept in the currency of the related invoice and also, in basic currency.
The non visible but available additional fields, can be transferred to the list through Add/remove columns
(with right click to the titles) and through the

icon to save the layout if we want to be permanently visible.

50/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

S TO R A G E

Measurement units
& Packing units

H O W F U N C TI O N TH E ME AS U R E ME N T U N I T S AND P A CK A G I N G U NI TS ?
All the measurement and packing units defined at the customization table. At this point, it must
be defined (apart from the main measurement unit, in which stock kept) all the alternative units
and packages that will be available for this item. During any transaction, ANY of these units can
be used. Among them, there is an explicit definition of alternative unit, weight unit and volume
unit, if needed. Once they are selected (from the superset of units) to the homonym fields (to the
left) then, they are automatically added to the list on the right.
Independently the unit in which the quantity of each transaction is expressed, which may be any
among the units of this list, the system stores and uses the items quantities to these 4 units.
In tables of monthly totals (Stock, Purchases, Sales, Orders, Reserved etc), the quantities in
MAIN Unit and ALTERNATIVE Unit. These are available in Trial balances, Inventory
records/detailed transactions, Stock availability report and all views concerning STOCK.
In document lines (for informative reasons, printing at Delivery Notes and Intrastat update), the
quantities in WEIGHT Unit and VOLUME Unit.
Between measurement units there is RELATION (in each item, it is defined the relation of each
unit to the main unit) which usually is not binding, which means that some units may not come
up from another, necessarily. The packaging units in contrary, usually have a binding relation
with the main measurement unit (boxes, pallets, boxes, 10kilos etc). The relations can be either
expressed TO or FROM the main (basic) unit:

Each unit, within its definition, can support a specific number of decimals as well as 4
variables (quantity 1,2,3,4) which are provided to documents lines for easy typing and
calculation of final quantity from dimensions of packing units). From these variables, can be
calculated any document line quantity i.e. weight, volume, alternative qty). The definition
51/454

BASIC Entities

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

screen of a unit allows the re-name of the available quantities and the configuration of all line
quantities, with simple expressions:

If we have 4 variables, the line quantity will be typed like this


(through

button at

quantity cell):
If we have 2 variables,
the line quantity will be
typed like this:
If a unit is characterised
as to read, the
application will NOT allow to documents lines access in quantity column, in order the user-input to
always occur through the pop-up dialog, with the values of these variables.

If a unit is characterised as a packaging unit then, the inventory is allowed to be entered in


sequential packaging units in a suitable table on the document line (Ctrl-Alt-F12 during stock
counting), whereas the final quantity (in SKU) is calculated and placed in one and only line
(register entry). The packing display order defines the way that the units will be displayed in this
table e.g. from the smaller to the bigger.
Thus, the user may undertake quantities counting in the exact format that they are found (each
broken package, contains the item to the next package format (e.g. box with pair of shoes
consists from N pairs), whereas, at the end, only the total quantity in main unit (minimum unit)
is displayed and updates Inventory.

52/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

A special package case is the sortiment (usually used in clothes and shoes businesses). It is a
particular combination of quantities to particular colors-sizes. The sales or/and purchases orders
are defined in number of sortiments. In the measurement units list, it must be defined a
reference measurement unit (that will be used to the documents) and that is connected (1 to 1)
with a sortiment (defined in the customization table).
Using this icon, a new sortiment definition dialog opens, with the size and color item pallets
already filled.
In order to make the management of these
symmetrical parameterization units easier, in the screen
of a measurement unit connected with sortiment,
through this icon we have direct access to the sortiment
screen, whereas in the sortiment screen, through the
same icon we have direct access to the screen of the
measurement unit:

To the documents, with the selection of a unit connected to a sortiment, the quantity typed, is
automatically developed* into size-color analysis lines, based on the quantities (by multiplying)
of the sortiment.
* In the document header, through the sortiment administration field, can allow or prohibit
the automatic development of these lines.
Trading
Measurement unit

Select between the main & alternative unit. It is the unit in which quantities closings will occur
during the consecutive transitions (e.g. orders) in the various workflows, until a delivery is completed.
What does this mean?
The unit in which the customer orders are defined or, in general, the quantities to which we
communicate or agree with trade accounts, is possibly different from the main unit and then
the quantity in that (main) unit is NOT entirely known, until the final delivery or receipt occurs
(with counting or weighting). Consequently, to all previous stages, the quantities may be
expressed in alternative measurement unit and through this (even without exact precision), the
quantity in main unit will be calculated.
This functionality is meaningful in case of units NOT having A BINDING RELATION TO EACH
OTHER. Thus, whereas a customer orders pieces, the main measurement unit may be e.g. the
kilos, so during order execution, the pieces must be defined, and when these are delivered
(and not, necessarily, the estimated weight), the order will close. During actual delivery, the
main measurement unit (or the line quantity) is entered WITHOUT the trading quantity be
altered (through automatic calculation from main unit).

53/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Multiple item
codes

BASIC Entities

This list contains all codes (older codes, suppliers codes, constructor codes, barcodes) through
which the item may be identified. Especially if the item code is modified, its previous value is
automatically saved to this list.
In order to search the items through these codes (during enter documents and type item code
or use OCR), some fields must be defined here, depending on the type and the content of
barcode:
1. Simple bar code: It must just be defined to the multiple codes list.
2. Bar-cde for particular color and size: In multiple codes list, the item code AND the
color-size that it maps must be defined to the homonymous columns.
3. Bar-code with content description rule (e.g. code, MU, quantity etc): If processing is
required (during searching) the Barcode processing required field (column) must be
activated and a Barcode processing type to be selected (the types are defined to the
Customization Table/Inventory items/ bar-code types). With this parameterization are covered
the weighing bar-codes and, generally, codes of any format that during invoicing, can
determine (besides item code), other data also.
4. Suppliers Bar-code: At Administration sub-page, in alternative suppliers list, an item
coding can be defined, one for each supplier. If these codes are bar-codes and contain various
data (e.g. weight, color etc.), the data must be entered as previously (by Add/remove columns
must make visible Barcode processing required & Barcode processing type columns).
In general parameters, the processing type for the items bar-code field can be also defined (if
necessary). Additionally, you can determine the processing type for codes (multiple codes)
defining that Barcode processing required but have NO Barcode processing type.
The print of labels with bar codes is described in EBS Reporting manual.

Warehouses
allowed and Stock
safety levels

In this list, we define the warehouses, where the item kept. For each of these, we can see the
actual and available stock.
We can define here the safety stock, the re-order level, and the maximum stock, that are used in
stock replenishment processes, for purchase orders and for supply sites from other sites. For all
levels, there are columns available for definition in both main and alternative measurement unit.
Whether this list is informative or if the application will actually prohibit
transactions of this item at warehouses that do not belong to these
permitted warehouses, depends on the Item Control Profile setup.
Through this button we can define the storage locations of the
current item in the Warehouses.
The storage locations defined through an hierarchical table from
Tools/Customization/Inventory items/Storage locations. This data
may be used to views of picking list type, for instance.

54/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

R E LA T ED I TE MS

In this list, are defined the relations with other items. The information kept to the related catalogue items (and not to
stock items). Consequently, it is available to the other companies if the same items are used and, on the other hand,
relations may be defined to items that are not yet stock items e.g. compatible equipment, competitive equivalent items
etc. The Relation types are defined in Customization/Inventory items/Catalogue items.
The quantity relation is useful in cases where the alternative items are asked during Sales orders or Invoicing INSTEAD
of an item that is initially entered but it is in lack. Then, besides the substitution of the item with its alternative item code, it
will be also applied the equivalence between quantities e.g. instead of 100ml Item 150ml Item (relation 1.5).
The price relation is used to the price automatic adjustment of NOT basic items when
we readjust the prices of the corresponding BASIC (parent) item to which the NOT basic
items belong.
The price relation is determined with an expression to the dialog appearing with the
icon. It is used to the prices tool of the basic items, in pricelists.
The specific relation between the basic and not basic items that belong to them, there is no need to be defined by user
every time. It is enough to be correctly defined to the general parameters:

...and thus, will be automatically created.


With the

button, the user may make copy of these relations to other (similar) items. In the dialog that appears, he

selects the items TO which the relations will be copied and defines which relations (just the marked or all) will be copied.

55/454

BASIC Entities

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

I T E M PRI C ES PER V A RI A TIO N


When the item has dimensions/variations and
when they differentiate the sales prices or the
item discount, in this list, prices and discounts can
be re-defined and REPLACE during the sales
processes (order, invoice, etc.) the (general) price
& discount of the item. The definition concerns all
sales prices (wholesale, retail, price 1,2,3) and, for
the %discount there is possibility to assign it
directly to price (decreasing the base value) or
update one of the discount fields, available to the
document line (discount 1,2 or 3).
With the

icon, we can produce lines automatically, according to the Cartesian multiplying of the dimensions values

(from the dimension set) e.g. all colors-sizes combinations.


Obviously, it is NOT necessary to insert lines for all dimensions, monitored by the specific item, but ONLY for these
dimensions, where the price differentiated. For instance, in an item monitored both in color and size but the value is
differentiated ONLY by the size, there are created as many lines as the sizes are (independently to the color).
Caution: In order this page to be available, but also activated in sales processes, the related parameter must be set to true to
the general parameters:

st

The prices per dimension is an easy way of defining a pricelist as the sales prices defined at the 1 items sub-page. If you use
pricelists, this parameterization is ignored and the pricelist (in which the prices can also be defined per color, size etc) prevails.

USER DEFINED FIELDS


If we need more fields, static fields of various types (dates, comments, numbers, and tables) are available for free use,
the name of which is defined to the Customization.

ATTACHMENTS
The method of documents management and incorporation is described in the EBS Introduction manual.

ADDITIONAL PROPERTIES
If the User preference set is defined to the administration sub-page (or a general set has been defined for all the items
in the general parameters) then, in
this page, all supplementary
fields/properties of the item are
displayed and can be entered.
With the proper parameterization,
they can be used in views, cubes or other reports.

56/454

BASIC Entities

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CO N TR O L AN D I NF O R M A TIO N D AT A
To the left section of the item management screen, through the hierarchical tree menu, a wide range of information is
available for the current item (movements, costs, pending orders, availability issues, delivery delays etc.:
The Audit view gives the most
important information for the
item AT A GLANCE: availability,
sales & cost prices and the
most important 2 years sales
data. In 2

nd

level ( )views of

pending orders, open offers,


delayed deliveries etc.
The Register (in 3 layouts)
shows the Item transactions
with all supplies and grants,
per quantity and value.
The sales analysis shows detailed sales data per salesperson, customer, and branch
for the selected date range.
In check cost views are displayed the items Valuation results
In pending, check which customers orders are not delivered yet, and which suppliers
orders are expected. There are choices for check items returns (from customers, to
suppliers). When dimensions monitored, a number of choices allow review the sales data, the
various transactions & balances per dimension. If the item is produced, its BOMs are available.
The Budget vs Actual shows a comparative view of budgeted and actual turnover per
month (in case we have specific budget entries for this item).

D EF IN E W AR EH O U S E S

In the main items list through Actions menu, some processes are available

U PD A TE SU P PL IE RS

for easy mass update of items (which are selected-marked to the list). So,

A S S I GN M E AS U R E ME NT U NI T
U PD A TE CO S T P RI C ES

after the initial creation of items, if there is need of global modifications (e.g.
supplier write-off, new supplier, new warehouses etc) we can execute such
updates to a subset of items, without opening the item form one by one.

57/454

BASIC Entities

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED ASSETS
The fixed assets are part of the company assets. This sub-ledger allows the monitoring of fixed assets Registry, their cost,
the Depreciations with various methods and any types of cost modifications as well as a large number of informative
data, related to the fixed assets.
As fixed assets are considered:
1.

All the distinct fixed assets

2.

Additions and extensions to existing fixed assets


Addition or extension is a separate fixed asset, which becomes a part of the basic fixed asset, and monitored
under that, to the same account (fixed assets Registry line).

Each Fixed asset becomes active from the time it obtains Depreciable acquisitions. Depreciable acquisition is each
value (to be depreciated) fixed asset entry e.g. Purchase, Transfer from other fixed asset. Each purchase invoice for
instance, is automatically creating a separate Depreciable acquisition. The acquisition costs and the depreciations
monitored in Depreciable acquisition level.

IDENTITY

General
identification data
Basic fixed asset

They are the unique definition data of a fixed asset. It can be defined a main and alternative
code, description and alternative description.
Most of the fixed assets are basic. In the additions or extensions of these, must deactivate this
field and define to the next field

, the BASIC code where it belongs.

Groupings

The profile, type, category, group etc are groupings of related functionality to the inventory item.

Account

Enter the ledger account where it is monitored, and its Parent account is automatically displayed. It is
reasonable that the fixed assets are not analytically monitored to the Chart of Accounts.

Depreciations rule

In order the procedures related to depreciation to work, this field must be definitely filled. For
information about the design method and the functionalities of the depreciation rules, see the
specific chapter of this manual.

Measurement unit
VAT category
Purchase price

Necessary fields in order the fixed asset to participate to documents. We can define the fixed
assets profiles with the appropriate default values.
Informative field

58/454

BASIC Entities

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ADMINISTRATION

Administrative data

The Supplier, the Country of origination and other informative fields to this section, are of similar
use and functionality with those of the inventory item.

Allocation profile
Management of
serial numbers

Used to distribute depreciations to cost centers, within depreciation documents.


We can activate the monitoring of Serial Numbers for fixed assets, in order to know at any
moment the position and the history of the transfers of every distinct element. If activated, serial
numbers must be determined during transactions, and in order to avoid mistakes, we must
define serial numbers as compulsory, through the Control Profile.

Accounting data

Define the accounting categories for the basic fixed asset type, the depreciation and depreciated
st

assets, for correct posting. Only the 1 is in use by default parameterization.


Other depreciation
rules

Besides the basic depreciation rule which concerns to the calculation of accounting (taxable)
depreciations, there can be defined additional depreciation rules: an alternative (administrative)
depreciations scenario to be monitored independently to the accounting one, and on the other
hand, an additional (informative) depreciation rule, which supports variation of the taxable
result, according to alternative accounting standards. Through this field, are supported the
depreciations based on the International Accounting Standards (IAS).

Not in use

Informative field, which is used in various views as a fixed assets selection criterion.

The user definable fields and the functionality of incorporating documents are working in the way, previously described
for the Inventory items.
In the hierarchical list Contents on the left, since a Fixed asset is activated and obtains Acquisitions, Transactions etc.
the user may view a number of information such as Contracts, Serial numbers list, Transactions register, Data of
calculated depreciations, possible inactivation etc.

59/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

CASH & BANK ACCOUNTS


Liquidity accounts are all the accounts of Available Liquidity (Cash Accounts of Head Office and Branches and
Company Bank Accounts) as well as the Cash flow forecast accounts, e.g. for Loans, Overdrafts, Credit cards payment
installments (for those doing Retail sale) etc. Through these accounts (which consist a separate full sub-ledger) are
accomplished the receipts, payments and Cash Flow entries to the system.
For the cash, we must create as many accounts as the different physical and logic Cash registers, for which we want to
monitor the BALANCE. For instance, if for the same Cash register, there are two removable drawers for each user that
are separately counted and monitored, two liquidity accounts must be created. If in a branch, part of the daily cash
periodically delivered to the branch Supervisor, then, for the logic Cash register of the Supervisor, we must create also
a separate liquidity account.
For each bank account, we must create a separate Liquidity account, even if these are already analytically opened in
Chart of General Ledger Accounts. The reason is that the sub-ledger of Liquidity Accounts provides procedures of notes
issue, payment order to banks, deposits by cash transfer with automatic calculation of bank expenses, reconciliation
process for Bank statements and future balance forecasts, functionalities out of accounting context.
Finally, it could be opened a specific forecast account for use during Invoicing or other processes that may influence the
cash flow, even though it is not required, since the actual balances are differentiated into the system from the forecasted
balances. Such an action is possibly enables the conceptual organization of Liquidity Accounts.
An example of Liquidity accounts development from the system parameterization:

60/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

ACCOUNT D ATA

Branch

Some cash accounts are used by particular branches and other are common for all branches. In
the application, there is NOT a particular reason of branch determination, since balances kept
PER branch, anyway. There are probably other reasons, accounting or organizational, that would
lead to the opening of particular accounts per branch. Especially for the Cash accounts, it usually
kept a separate register-code per branch.
If a branch defined then, in the documents, and depending on the series branch, the liquidity
account of the particular branch appears by default.

Nature of account
Currency

A grouping of the accounts (Code list)


It is suggested the basic currency and is modified when the account is in foreign currency. The
balances of the liquidity accounts kept PER currency. This means that we can use the same
account for all transactions in any currency, but if the currency is explicit, it is defined here.

Preserved

It determines if the currency (defined to the Currency field) is compulsory to all transactions. If
deactivated, then, the account can be used in transactions of any other currency.
The balances keeping is achieved per entry currency and this way (such as in the case of separate
accounts per branch) the opening of separate accounts per currency is not compulsory (as far as
the system is concerned).

Balance threshold

Used for define in Cash Registers a minimum balance for current needs, and to set limits to Bank
accounts for automatic payments.

Ledger account &


Accounting
category
Automatic
payment

It is used for posting of cash transactions. In the default parameterization, the Ledger account
is only used, but the accounting category may also be entered and the parameterization may be
altered.
Since activated, the system will automatically suggest this account during issuing receipts. If we
define ONE account of automatic payment per branch (with a particular branch defined) then
the automatic system suggestion will depend on the document series (which always belong to a
branch).
It can be defined only ONE account as automatic payment for the same currency and branch.

61/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Automatic
forecast

BASIC Entities

Since activated, during issuing forecast entries (such as these that are automatically produced
during Invoicing either from the system, or through payment methods application) the particular
liquidity account is suggested (which could be the SAME with the one of automatic payment).
It not allowed defining more than ONE account as automatic forecast for the same branch and
for the same currency.
For those having transactions in various currencies, there are two alternative methods as far as
the keeping of automatic forecast liquidity account is concerned:
Either ONE automatic forecast account, having for currency the basic currency, which will
NOT be defined as preserved
Alternatively, ONE automatic forecast account PER currency (preserved)
No forecast entry allowed to be registered in different currency from the one of the transaction
(invoicing), in order the (correct) calculation of exchange rate differences, to be feasible.

Issuance of notes

If selected, will be suggested in all cases of payable notes (cheques) issue, as the payment
account. It means that is the usual bank account, through which we issue cheques. Of course,
during create cheques or other notes, the account may be changed. Only ONE such account can
exist for each branch and each currency.
Respectively, during the receipt of receivable cheques/notes, the (liquidity) payment account
suggested, is the Automatic payment (usually the cash account). The usual process is to
transfer them to a Bank, and thus, an overdraft bank account is used.

Bank data

If it is a bank account, the Bank must be defined (opened in Customization/Liquidity/Banks and


each of them consists a Person for keep identity data). It must be defined also a Bank Account
Number, the bank branch where it has been opened and the special branch code (informative). If
available, we fill also the IBAN and SWIFT codes of the account.

Valeur days

We define the number of days within which an amount becomes available to the Bank account.
As a result, in EACH deposit that occurs to the account, as well as in notes/cheques acquittance
to this account, the Cash Flow will be updated by this number of days after the registration date.
In cash accounts, it must be zero.

User defined fields

If we need more fields, a number of static fields of various types are provided (dates, comments,
numbers, flags, tables) for free use, the name of which is defined in Customization.

62/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

BASIC Entities

C R E D I T C A R D S CO NF I GU R AT I O N D A T A

If we accept receipts with credit cards and if to this account, occur deposits of credit cards installments from the Bank
(that makes the clearing), we must fill the following data:
Relates to card

It must be activated in order the receipts processes to be recognized by the system as a special
payment method. For instance, in receivables lists there are 3 columns Cash & Deposits,
Checks/Notes, Credit cards.

Max No. of

It is defined in order a not acceptable number of installments, not to be typed by mistake during

installments

the payment with credit card payment method.

Cash claims

It must be defined a Debtor to whom the claim will monitored (since the customer that pays

account

with credit card has no balance (open item) as he had paid with cash but, for the company, such a
payment is just a forecast inflow like the one of postponed cheque). The debtor account (defined
here) is updated with the amount of the receivable, in order to occur an accounting
reconciliation of the accounts receivables.

Credit card rate


profile

It must be selected a profile where the withholding calculation method by the bank has
parameterized (Customization/Liquidity). The system calculates on-line the withholding value
and this amount deducts the amount expected to be deposited by the (clearing) Bank, during
the cash flow forecast system update.

Credit cards types

We can monitor the credit cards per card type (e.g. Visa, AMEX,
MasterCard etc.) and to configure these types so the entry of the
payment become easier.
This parameterization is accomplished to Customization table
(Liquidity-Credit cards-Card types).
Each credit card type is defined to the following screen:

The option selectable, the position selection and the icon (that is selected from the
applications icon library or other file), determine the cards presentation to the credit card
63/454

BASIC Entities

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

special selection dialog to Retail screens (POS) such as to the scheme:


Each card may be issued by any Bank.
In the list of the card type definition screen, we
define these Banks (to facilitate the user in
selecting) and the Bank (liquidity) account
(possibly of a different) Bank for clearing where
transactions will occur (we only open liquidity
accounts for the banks that we cooperate and
undertake clearing, by defining our account to
them, where the installments are deposited).
We also define:
Special card rate profile (if, depending on the card type, the same Bank has different charges
and thus, it will prevail over the card profile of the Bank account)
The calculation method of the dates of
amount deposits by the bank:
1) on lump - sum deposit (ONE installment)
2) on installments selection (more than one),
through the

icon of the toolbar.

If it is not defined something here, each installment ending date will be calculated based on the
payment method.
The permitted number of installments per amount limit (where, if defined, prevail over the
maximum defined to the Bank account) e.g. from 100 up to 3 installments, from 500 up to
12 installments.
Use the

button of the vertical toolbar.

To complete the configuration of credit cards, it should be built suitable payment methods.

64/454

BASIC Entities

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

C HE Q U E S NU ME R AT I O N D AT A & CH E Q U E S P R I NT
When payable cheques are issued from the current bank account, we may monitor their numbers and to properly
parameterized the system in order to issue & print computerized cheques.

Numeration type

Select whether the cheques have serial numeration (within limits) or if they have specific
numbers (not serial numbers).

Numbering data

In case of specific numbers, you can enter one line per cheque with its number or the numbers
to be imported from a cheques numbers file (XLS, TXT), using the command

from the vertical

toolbar to the numbers list. The file must have only ONE column with the cheque number.
The Inactive column must
be selected if the number is
USED, in order not to be any
more selectable by process
of issue and numbering of
the computerized cheques.
Cheques

In this list (on serial numbering), we can enter the numbering limits (packages or block) either

numbering limits

for information reasons or for AUTOMATIC ATTRIBUTION OF CHEQUE NUMBER. During printing,

(block of cheques)

the number may be produced (and then it will take the information from the first active block
st

with available number) or just to be printed to a form having a preprinted number. In the 1 case
the data of this page, is necessary.
We complete the upper and lower limit and the Approval date.
The current counter value is automatically updated with the last numbering value used by the
system, during the printing of computerized cheques.
Print form

In order the cheque to be printed, a printing form must be defined to this field. The searching of
the appropriate form is achieved from the \CSReports folder. We can design forms and to place
them to this area.
The name of the form must begin from N_
In order the amount to be printed by full words also, must be add a formula field named amount_fully_written.

To facilitate the initial parameterization, there are available forms in ESReports folder that
concerns particular banks. You may copy them to \CSReports.

65/454

BASIC Entities

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Cheque number

We activate it, when we want to define the way of the automatic calculation and cheques

calculation

NUMBER attribution, during the process of automatic creation of computerized cheques.

Type of cheques
numeration

An EXPRESSION must be entered here, to define the structure of the cheques number. In its
formation may participate tree types of sections:
1.

Free text

2.

Next serial number, symbolized by {0}

3.

Check digit, symbolized by {1}

In order to define the formation type of the number, we must join the above sections. For
instance, if we want the number to be consisted from the 9999 number, to be followed by a dash
and finally a 7digits numbering with zeros to the beginning and to the end of the check digit, to
exist, the expression will be as follows:
9999-{0:0000000}{1}
Check digit

It is activated when we want to define the way that the CHECK DIGIT of the produced cheques

calculation

numbers will be calculated

Type of check digit


calculation

An EXPRESSION must be entered here, that will produce the check digit. In its formation, may
st

be included expressions of type NoteDigit(1), NoteDigit(2) etc., depending on the digit (1 , 2

nd

etc.) of the produced cheque number.


Here, can be also implemented more complicated check digit calculation algorithms e.g. the
(notedigit(1)*2+notedigit(2)*3) mod 3 expression calculates a check digit which is produced if we
st

add the 1 digit with the 2

nd

and the 2

nd

rd

with the 3 and take the remaining figure (mod) of the

produced number deviated with the 3.

66/454

OPENING balances

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPENING BALANCES
The start period balances in the beginning, when the system is setting up, usually occur by migration process from the
prior system, so there is no need for user data-entry.
On the other hand, each Fiscal Year closing process automatically transfers the starting balances to the next fiscal year
and thus there would be no need for intervention.
In the following, is described the method of issuing start period balances for each sub-ledger, for cases that it may need
intervention or in cases that it will not occur migration, and the initial data are typed manually, based on reports.
Views Reports of Progressive balance
The starting balances, taken into consideration (to all sub-ledgers reports) are those of the older OPEN fiscal year, in
order to take the correct temporary results before Fiscal Year closing, as long as a parallel operation in two sequential
fiscal years occurs.
Into Trial balances and Statements, there is the functionality of defining the Fiscal Year from which the starting balances
will be taken, because in case of OFFICIAL printing BEFORE the closing, it must be taken into consideration the
(possibility of ZERO) starting balances of the specific fiscal year, which the report concerns to.
During Fiscal Year Closing we may inactivate the automatic opening transactions (balances carried forward)
for a sub-ledger, indicating so, that it will be created in another way, by users responsibility.
If such transactions are created on an open Fiscal while the previous one is still open, this data will NOT be
visible to the current balances (e.g. stock availability checks, reports etc) until definite closing occurs. As far as
Trial balances, statements etc. are concerned, we must make sure that we select this Fiscal Year (from which
the starting balances will be taken) otherwise the starting balances of the older open Fiscal Year will
automatically be used.
There are two methods to create year opening transactions:
From the menu Periodic processes/Fiscal

From the Transactions menu where, for each sub-ledger there is

year Opening processes

an appropriate option which leads to a document list, with the


relate opening entries. In any of these, we select from the vertical
toolbar Insert.

If the related document types are more than one, a selection dialog appears, where you can select the appropriate.

67/454

OPENING balances

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

TRADE ACCOUNTS OPENING BALANCES


CU STO M ERS & D EB TO R S
Appropriate document type: SOD (Opening receivables (debit balances))
Use this type in the majority of the cases when the opening balance is debit.
If it is a credit balance, use the SOC document (Opening receivables (credit balances)).

Date

The date is not necessarily the Fiscal Years start date, but it must belong to the Fiscal year,
on which the opening balances concern.

Line type

Customer suggested, depending on a document type setting. However, if we want to insert a


debtor, must change the line type as the trade account searching based on it.

Trade acct. branch

If we want to monitor the balances per trade account site, the opening balance must also
analyze per site; consequently, there must be as many lines for each customer as his branches.

Expiry

For the FIRST opening balance to the system, it is very important to enter the open amounts
PER expiration date, if from previous system such a report is available (Age analysis).
Continuously, the ageing of the balances kept analytically.

Currency

If the trade account monitored in foreign currency, we insert his opening balance to this
currency and we check from the full line data (

), the amount calculated in basic currency.

SU PP L IER S & CR ED I TO R S
Appropriate document type: POC (Opening payables (credit balances))
Use this type in the majority of the cases when the opening balance is credit.
If it is a debit balance, use the POD document (Opening payables (debit balances))
The user guidelines and the columns meaning are the same with those for the customers opening balances.
We NEVER use the SFD, SFC, PFC, PFD documents. These exclusively used by the Fiscal Year Closing. Their difference is that
they do NOT update the Ageing of Accounts Receivable/Payable (open balances) as these are temporal data, from the time
the system functionality starts so, they are not copied as start open balances through years. On the other hand, when the
system starts, during first registration of trade accounts balances, these data MUST be updated.

68/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPENING balances

WAREHOUSE INVENTORY
Appropriate document type: IOP (Stock Opening Entry)
Use this type for the initial inventory of the items per value and quantity. Alternatively, it can be used the IOQ (quantity)
document to be followed by IOV (value) which must contain exact the SAME quantities. Use of different documents per
Warehouse recommended.

The date is not necessarily the Fiscal Years start date, but it must belong to the Fiscal year, on which the Inventory concern.
If the inventory concerns Third Parties Warehouses or TO Third Parties then, it is necessary to occur per trade account.
Consequently, for the same item, there must be as many lines as the trade accounts on whose behalf (or installations of which)
stock found. If this will not happen, the stock PER trade account (the reason to define a Warehouse to concern Third Parties)
will be incorrect.
After the entry of the Inventory is completed, it is necessary to execute Stock Valuation of the Inventory
period in order the items opening cost price to be correctly determined. This process is also necessary if for
any reason, the inventory that is automatically created by the fiscal year closing is modified, or if inventory
transactions are added via typing.
The above recommendation is useless if, for each item, there is ONLY ONE inventory transaction (specific
W/H, specific package unit and, specific or none Trade Account).
If system commence occurs in the middle of the Fiscal year, then, it must be used the document type:
IIP (Update Inventory based on Trial balance for interim period),
Through this, we can avoid transferring all the Fiscal year transactions up to this time, by just transferring the data
(quantities and values of all types) from the last Inventory Trial Balance. The date of this document must be the end of
period, and after the results are checked, must CLOSE the fiscal period. Stock valuation process can NOT and must NOT
be executed for this or prior period.
It does NOT cover the case of alternative unit monitoring either of warehouse dimensions (color-size etc). In such cases, you must
analytically transfer all the transactions history.

69/454

OPENING balances

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED ASSETS INVENTORY


A C Q U IS I TIO NS
Appropriate document type: FAO (Fixed assets opening acquisition entry)
For the needs of the Fixed assets registry, must be inserted all the Fixed Assets with their Quantity and Purchase
Cost. Recommended the use of different documents PER branch.

The data Acquisition document (original acquisition document code) and Date of Acquisition document (actual
acquisition date) must be definitely entered, as these are reported to the fixed assets registry and define the original
data of the Fixed Asset creation, whenever it occurred. If they are empty, to the Fixed Assets registry, will appear the
data of the current accounting note.
If serial numbers monitored, they can be entered through the

icon of the vertical toolbar. For details as for the

serial numbers handling, see the Purchases of special item categories chapter.
During typing, the Depreciable acquisition column is not accessible from the user, as the system automatically
creates acquisition record (based on the Depreciable acquisition link setting of the document type, which MUST have the
value AUTOMATIC). In an already saved document, this column displays the acquisition document as content.
By moving to the fixed asset
screen, the depreciable
acquisition that has been
created through the Inventory
process appears to the 1st
sub-page with its data.
The depreciable acquisition
data are accessible for define
supplementary fields e.g. the exact installation place or grant data (amount, source, related law). If the total cost must be
depreciated within the fiscal year, activate the Depreciation in fiscal year field. The Depreciations start date has taken
value by the system (based on the acquisition date) according to the company parameter value Default Depreciations
Start Date. For instance, if the parameter defined as alternative document start of the month date, for a purchase on
23/1, the depreciations starting date proposed at 1/1). This date is editable by the user.
If the fixed asset purchased
again, each time, a new
depreciable acquisition
created. All the acquisitions of
a fixed asset displayed in subpage acquisitions list to the
same segment of the screen:
70/454

OPENING balances

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

D E PR EC I A TIO NS
Appropriate document type: FAP (Fixed assets opening depreciation entry)
FAE (Alternative depreciations opening entry)
Based on the Fixed Assets registry data of the previous Fiscal year, you must AFTER inserting the acquisitions
opening entry (in order depreciable acquisitions to be created for each asset), to also insert the prior periods
progressive depreciation value (the depreciations total of the previous fiscal years).

In each fixed asset line, the acquisition is automatically selected if it is only one, otherwise it is expected from the
user to select one. The depreciable acquisition column is necessary to be completed (based on the setting
Depreciable acquisition link of the document type that MUST have the value OBLIGATORY).
In case alternative (administrative) depreciations were monitoring in the previous system, these total depreciation
values must be also registered through the appropriate document type.
All the prior period depreciation documents appear to the homonymous list from the Transactions/Fixed Assets option
of the main menu:

The difference value is the asset cost to be depreciated.

71/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPENING balances

LIQUIDITY ACCOUNTS OPENING BALANCE


Appropriate document type: BCO (Liquidity Accounts Opening)
You must enter the start debit balances of all Liquidity Accounts that concern to Cash and Bank accounts.

If some accounts monitored in foreign currency, insert amounts to this currency and check from the full line data (

the calculated amounts in foreign currency.


If Loans accounts opened, the start credit balances of these Liquidity Accounts are accomplished through the document
type: OLC (Liquidity accounts opening balances (credit)).

NOTES INVENTORY
R E CE I V AB LE N O T E S I N P O R T F O LI O
Appropriate document type: NIP (Notes Receivable Inventory in Portfolio)

We select the branch series of which the portfolio will be registered. Through this document, the body of cheques/notes
created for the first time. In order the notes to be entered as a line, at this point, the data of the note must be defined
through the

button (within a dialog). Selecting Accept, the note appears, with its main data, as a line of the document.

Information concerning the various notes fields


found to the chapter where the note receipt from
customer is described.
The issue date in all other cases of receipt note
creation coincides with the document date. In the
case of the inventory it must be typed the actual
issue date, this is the receipt in previous fiscal
years.
With the completion of this process, the notes file is
correctly updated (Book, expiration list etc.) and are
also updated the trade customer balances from
inventory, with the addition of the not expired
(open) notes in the inventory, of their a
accounting
balance.

72/454

OPENING balances

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

R E CE I V AB LE N O T E S TO B A NK S
Appropriate document type: NIB (Opening of receivable notes at Bank)

In the header of the document it is compulsory to enter the Bank Account over which the notes where transferred to
the bank. This is the notes payment liquidity account on their expiration date. For each line, to the specific note
dialog (

) the full data must be defined.

R E CE I V AB LE N O T E S TR A NS F E R R E D TO S U P P LI E R
Appropriate document type: NIS (Notes receivable inventory to Supplier)

This document needs to be used for alll the receivable notes found in Third parties in order to properly update the
trade balances for BOTH customers and suppliers. For each line, to the note dialog (

) the full data must be

defined. As Assigner, will be placed the customer that has given it to us, and as Beneficiary the third party to whom
we have transferred it.

P A Y AB LE N O T ES
Appropriate document type: NPI (Notes payable inventory)

In this document we will take into inventory all the payable notes that were issued from one or more Bank accounts
to our suppliers. For each line, to the note dialog (

) the full data must be defined. The supplier that was paid with

each of these, will be placed as beneficiary.


We recommend that you check the notes through the (available to all reports) POSITION of the NOTES, and LOCATION TYPE.
Reports which give this information are for instance:
1. Notes Inventory Register (Entities/Financial/ Notes Reports)
2. Notes Trial Balance (Periodic Processes/End of period processes/Official Statements)

73/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPENING balances

ACCOUNTING OPENING BALANCES


Appropriate document type: AEO-GL (Accounting Opening Journal Entry)
This document must have been set as follows

It must determine the opening period type, and the special Journal of Opening & Balance sheet entries.
As the entry date, it can be placed any Fiscal year date until the limit date for Balance Sheet closing of the previous fiscal
year.
Continuously we insert the child accounts from the last Final Trial Balance of the previous fiscal year with the debit or
credit amounts of each one:

For organizational reasons you may insert more than one accounting documents per group of accounts by using the
opening Balance sheet account and by positively or negatively reversing it at the end. Use F11 button for automatic
entry balancing to the current line account
The entry result may be checked by the Balance with analysis of progressive totals

..or from the Opening and Balance Sheet Closing Book or from the Opening entries journal.
After checking and reconciliation of Accounts Opening Balances with the Closing Balances of the previous Fiscal Year,
must run finalization of this Accounting Journal.

74/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES
In this chapter will be examined the purchases scenarios for all stages of supply process from the offer and purchase
order up to the goods receipt, the check of deliveries, the Invoices issuing and the monitoring of cost prices variances.
Furthermore, it will be examined the purchases monitoring processes under Consignment regime as well as, Financial
goals agreements with the suppliers, producing the appropriate claims (for credit notes).
The following guidelines and examples are mainly based on the default product parameterization, as far as the
documents are concerned, the transitions, the screens format and the reporting components.
To enter a purchases document use one of the following methods:
From the Trade transactions toolbar, where the selection dialog appears:

From the Transactions/Purchases-Imports menu, and from the appearing list, select Insert:

From the toolbar line Transitions, when the insertion

From the toolbar line Transition of a previous

will occur through the transformation of previous

stages document e.g. Purchases Order Receipt from

stage documents:

the screen of the Purchase Order:

75/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

SUPPLIERS OFFERS
The reason of offers recording sent by suppliers is:
In order to be compared to the final prices & discounts taken
In order to compare offers by different suppliers for the same goods and select the most appropriate

O F F E R F R O M A PA R TI CU L AR S U PP L I E R
Appropriate document type: POF (Purchase Offer)
Header

Items lines

Totals
Type &
Document series
Date
Supplier

They are required fields for document identification. Usually, they automatically suggested,
depending on the user and his access to the series.
Login date automatically proposed.
Searching either achieved from the code or the Name. If detected, it appears on Offer form
otherwise, a new one can be created through

icon. In this case, a dialog opens with the

minimum data to be typed:

With the Accept button, the new supplier will appear on the Offer form.
Other General
Data

If additional data needed, e.g. comments, delivery date, project, contract


etc., we may open the header through the maximization icon to the
right, and thus more information will appear to more sub-pages:

76/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Items Offered

PURCHASES

In the items list, we detect the items by any of the available searching methods (with code,
description, supplier code etc.) and so the related items lines are inserted. If it about items that
do not exist, have not been re-ordered, there is access to the Item form for create new items,
from the internal menu presented using right click.
In lines data, must enter at least the quantity and price. If the item has been purchased from the
supplier, the last purchase price is suggested. If a pricelist monitored to the supplier, price and
expected discounts proposal is based on the pricelist.

If offers of the same item issued from many potential suppliers, you may check Compare offers (called from the menu):

By changing cube layout


and/or activating totals
for display the minimum
price, maximum discount,
or minimum lead-time, you
can evaluate the offers data, before proceeding to purchase Order.

77/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

O F F E R F R O M MU L TI PL E S U PP L IE R S
An alternative process for issuing purchases offers is multiple entry to the same screen (for instance, during a phone
research of market prices).
Appropriate document type: PPS (Supply preparation)

In this data entry screen, the following functionality is available:


Each item selection causes the automatic fill of the side columns of the main supplier, his telephone number, last
purchases price, and the date of possible delivery based on the lead-time (defined to the item-supplier list of
the Item management form).
In order to select items to be ordered, instead of searching through items list, it could be used the Re-order
review, (through Shift-F3), where choosing accept, the selected items will be transferred to the current screen
with their requested quantities (ready through the re-order proposal).

In the Supplier column, is achieved selection between the alternative Suppliers defined to each item.
By completing the requested quantity, the quantity offer column takes the same default value (it is possible to
be different, smaller if the supplier has no availability or greater if e.g. a better price achieved.
There is a column to define until which date this offer is valid.
For the same item, we can take different offers from many suppliers. For making this process easier, use the
copy functionality (from the current line to another), through the lt-V buttons combination. To the new line,
select new supplier and fill the related data.
By evaluating the offers per item and deciding the better supplier, activate the preference column in order to
define that these lines will end up to an order. The basic data of these lines will appear with bold font.
After save, the transition process of this document to order can be executed, which will create as many Orders as the
suppliers of the selected lines are (marked at the preference column) with the particular contents of the offer.

78/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ORDER TO SUPPLIER
Appropriate document type: POR (Purchase Order)

M ANU A L IN PU T

Header

Lines

Totals
Type and
Document Series

They are required fields for document identification. Usually, they automatically take values,
depending on the user and his access to the series. The series also defines the company branch
from where the order issued.

Date

Login date is automatically proposed.

Supplier definition Searching either achieved from the code or the Name. If detected, it appears on Order form
otherwise, we can create a new one through

icon. In this case, a dialog opens with the

minimum data to be typed. Before the supplier definition, items lines are not accessible. Since
supplier is defined, his main address proposed to the Supplier Branch field.
Supervisor Selection between companys employees; he is responsible for the order management.
Contact Selection among the supplier contacts, defined as (physical) persons, in order to know the particular
person to whom the order was given.
Payment method The suppliers payment method suggested to this field. Through the

icon, the payment method

produces settlement lines. The results are visible through activation of the payment area.

The exact dates, amounts and other information about the payment can be modified by the
user. If the icon

asked for reapply the payment method, all the modifications will be lost and

the payment terms will be re-created.


Transfer data In the Transfer sub-page can be enter data concerning the delivery (to which Warehouse, from
which suppliers site, the shipping method) as well as the agreed arrival date.
% discount The discount defined to suppliers form (if any) suggested here (in the administration sub-page)
and transferred to all items lines at the %Discount 1 column (based on setup of document type).

79/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

If purchases pricelists used then, proposal of prices and discounts is based on this mechanism.
Contract If a Contract is active and entered here (in the administration sub-page), then ALL its data
replace the default values e.g. Pricelist, Discount, Dimensions, Payment method etc.
Order Items In the items list, we detect the items by any of the available searching methods (with code,
description, supplier code or multiple code that contains all the bar codes etc.) and so the
related items lines are inserted. If it about items that do not exist, have not been re-ordered,
there is access to the Item form for create new items, from the internal menu presented using
right click.
In lines data, must enter at least the quantity and price. If the supplier belongs to items
suppliers, the measurement unit (or package), and the purchase price proposed accordingly to
that definition. If the measurement unit modified, the suggested value will be converted
(through the relation between units) to the particular measurement unit. If a pricelist monitored
to the supplier, price and expected discounts proposal is based on the pricelist.
The expected delivery date suggested, is based on the suppliers lead-time (days) defined to
each item. If the supplier does not belong to the items suppliers, then, the delivery date is
copied from the Order header (Transfer data) and can be modified by the user.
More analytical information as to the functionalities provided to the order, found to the chapter concerning sales
order, where the needs for automation and information are more frequent.
Information during Ordering

While focused in item lines, through the


P
Previous Item Entries command from
the vertical toolbar or through Ctrl-F11
may directly view all the transactions
with the particular supplier for the
particular item, the quantity, the price,
and the discounts taken.
Access to a full view of Inventory for the
current item and data related to current
supplier with the IItem summary view
command from the vertical toolbar that
displays information:
1.

For the item: availability for all and


for the current warehouse, average
cost price, latest purchase price,
and sales values.

2.

For the item and supplier


combination: quantity, purchases
turnover and average cost price for
previous and this year, latest order
and invoice data).

An interesting functionality here is that both the item and supplier, are visible filters by the user, so, he could enter any supplier
or/and item and see the results. Therefore, during ordering, we can search e.g.in which price another supplier sells the same item.

80/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

B AS E D O N A N OF F E R
If an already registered Offer is the final Order to the supplier, a transition must be executed to produce the Order.
Appropriate transition: 473. POF=>POR (Order to Supplier from an Offer)
1.

Document series will be selected

2.

A confirmation will follow

3.

An order will be created and

4.

The order will be displayed to the screen.

5.

The user could modify any field of the order (e.g. arrival
date or quantities) and print or send it by mail

If a selection of items must occur (i.e. some only items of the


Offer will be ordered) then, in the dialog of the transition, you
must choose Set of lines to the Selection level criterion, so,
before confirmation, the items selection step will appear.
At Items List appeared at this step, there is the possibility to
select the line as it is to proceed (for the initial quantity) by
st

activating the 1 column (

) or to type the desired quantity

(part of the initial quantity).


Similar functionality is provided at case of Set of analysis lines
which is used when we have goods with color-size or lot
monitoring.

B AS E D O N OF F ER S EV A LU AT IO N
If purchases orders must be produced by an already registered offer from multiple suppliers (PPS- Supply
Preparation), where the definite choices made by activating the Preference column, then, the orders generation is
achieved through a transition of this document:
Appropriate transition: 472. PPS => POR (Supply Preparation to Orders to Suppliers)
The transition is properly configured in order to
select automatically the lines having the
preference column activated, and to group them
per supplier, in order to produce a separate Order
document for each one.
st

If then, from the 1 stage document (PPS) asked


Show transitions, can see in detail the generated
orders and the items/quantities of each one of
these.
Finally, we must transfer the orders to the suppliers
by fax or by mail/e-mail.

81/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

B AS E D O N CU S TO ME R O R D E R
When we want to generate orders to suppliers based on the sales orders, we can use the available transitions:
129. SOR=>POR Purchase order from customer Order (to items main supplier)
105. SOR=>POR Purchase order from customer Order (to the related customer supplier)
st

In the 1 case the user may change the supplier to whom the order of each item will occur, to the supplier column
of the transition dialog, where the main supplier of each item is suggested:

The result is to be produced as many purchase orders as the different suppliers are (defined to the Items section).
In the 2

nd

case, the orders occur to the Related supplier who is defined to each customer (if there is such a process,

to define the preferable supplier on a customers level).


In both cases, the customer order is NOT protected from double transition to purchase order, which means that the pending
quantities are not kept. After the goods receipt from Suppliers, the initial customers orders POR must generate Delivery
Notes (or Sales Invoices-Delivery Notes) through one of the processes checking the stock adequacy (e.g. Check stock
availability view.

When we want to make an order to a supplier on behalf of specific customer, then, must use a special document
type (SCO Sales Order with automatic stock reservation), where, the existing quantities are reserved for this customer
(and they can directly be converted to Deliveries) whereas the items and quantities not available can be converted to
purchase orders. The orders occur to the main supplier of each item.
Appropriate document type: PSC (Purchase Order for specific Customers)
Appropriate transition: 174. SCO=>PSC (Order to Supplier for specific Customers)
The appropriate selection method of this transition is:

If it is about a particular customer order, through the (SCO) order,


If it is about mass process of customers orders for items to lack, from the sales orders list, by isolating the
particular orders (document type SCO).
This process will produce as many purchase orders as the different main suppliers (of items to lack) are. In these
documents, the supplier defined to the header and, for each line item, the customer for whom the order put.

82/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Based on this information, can monitor which goods expected and which already been received for particular
customers, from the Customers Orders Status Review scroller.
In this scenario, the workflow is the following:

SCO Customer Order

PSC Purchases Order

SLN Goos delivery Note

PLN Goods receipt Note

SIV Invoice for a delivery Note

PIV Invoice for a receipt Note

T H R O U GH T HE S TO CK R E P LE N I S HM E NT PR O C E S S
Orders to suppliers generated by mass processes aiming to stock replenishment up to the desired levels. These
processes are depending on many factors such as:
Type of goods and stock turnover rate
Algorithms calculating the optimal stock, partly to serve the sales within a reasonable time, and also
inventories of large scale and high cost to not maintain
Suppliers leads times
Frequency of cost prices changes
In the Stock replenishment chapter are described ordering methods as well as stock distribution methods to the
various Warehouses-Branches of the company.

83/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT


How do we see the results of issuing Purchases Orders?

View

Content

1. Orders

List of registered purchases orders

2. Pending orders

The orders that have not been yet received or have been partially received

3. Pending orders per Item

Items and quantities of not yet received orders by (expected) arrival date

4. Delayed goods arrivals

Orders that have not been received, whereas the agreed arrival date has elapsed

5. Stock transactions history

Items detailed records, where the orders also appear (and not only these concerning
on the Official Inventory Books).

This view is not easily readable in 1024x768 screen analysis due to columns number

6. Stock quantitative control

Cube for check items quantities per item, branch, and WH.

7. Current stock availability

The current stock status per Warehouse with information for the expected, orders to
be delivered and the future stock.

Information for Order Customization

1.

In order to change the layout of the Order screen, you may use a
dynamic form, defined to the document type. In addition, you can
change the grids layouts (add or remove columns) and save them.

2.

If Items must not be accepted if the particular supplier does not


belong to the Items suppliers (in cases of strict processes with supervisor,
evaluation criteria, approval and final ordering to approved suppliers),
activate the relevant option of the document type.

84/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

GOODS RECEIPT FROM SUPPLIER


P E ND I N G R E CE I P T O F I NV O I C E
Issue during goods receipt, in order the Warehouse to be quantitative updated.
It is very important to be used the correct document type for the appropriate quantitative transfers, since some
documents influence the Costing of the Inventory (the cost prices etc.) and others do not.
Here, we examine the document accompanying goods received. The Supplier has issued this document as a
Delivery Note to our company.
Appropriate document type: PLN (Goods receipt Note)

Type and
Document Series

They are required fields for document identification. Usually, they automatically take values,
depending on the user and his access to the series. The series also defines the company
branch, which the document concerns.
The document number produced (e.g. PLN-A -00021) is its identification code in the system
and must have automatic numbering. Do NOT try to enter here (e.g. with use of manual
series) the number of the original. There is a specific field for this purpose.

Date

Login date is automatically proposed. This is Items transaction date in Inventory. It is not
necessary to be identical to the issue date of the original document. There is a specific field for
this purpose.

Supplier definition Searching either achieved from the code or the Name. If detected, it appears on Order form
otherwise, we can create a new one through

icon. In this case, a dialog opens with the

minimum data to be typed. Before the supplier definition, items lines are not accessible. Since
supplier is defined, his main address proposed to the Supplier Branch field.
Alternative In this field must enter the original document code, to be reported at Inventory Registry, for
document cross checking. If this code found to another document of the same supplier, it appears a
warning in order to avoid double entries.
Alt. document date In this field could be entered the issue date of the original document.
Received Items In the items list, we detect the items by any of the available searching methods (with code,
description, supplier code or multiple code that contains all the bar codes etc.) and so the
related items lines are inserted. It may also be used a bar-code reader. If it about items that do
not exist, have not been re-ordered, there is access to the Item form for create new items, from
the internal menu presented using right click.
In lines data, must enter at least the quantity and price. If the supplier belongs to items
suppliers, the measurement unit (or package), and the purchase price proposed accordingly to
that definition. If the measurement unit modified, the suggested value will be converted
85/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

(through the relation between units) to the particular measurement unit. If a pricelist monitored
to the supplier, price and expected discounts proposal is based on the pricelist. In cases of
imports from European Union, the weight is also required.
The expected delivery date suggested, is based on the suppliers lead-time (days) defined to
each item. If the supplier does not belong to the items suppliers, then, the delivery date is
copied from the Order header (Transfer data) and can be modified by the user.
If there is not another item purchase from the particular supplier, the temporary value
(estimated invoice value) will be zero. It is good that an (indicative) value is given as if an
invoice would not issued until next Stock Valuation process runs, this value will be used for
stock cost value and monthly cost price determination (even if it becomes only from
Forecasted entries (from not Invoiced Quantitative Notes).

B AS E D O N O R D ER
When the goods receipt concerns a prior Supplier Order, it could be produced by transition of Order:
Appropriate transition: 101. POR =>PLN (Purchases Orders Goods Receipt)
When the Order to the supplier has occurred on behalf of specific customer through the PSC document type, then:
Appropriate transition: 478. PSC =>PLN (Arrival of purchases Order for customers)
In both cases, the order retains the transition information and it properly updates the available stock.

Thus, in any scroller where we had expected quantities, we will have REDUCTION of the expected, and INCREASE of the
PURCHASES quantity (and of the actual stock balance).

D U E TO RE PL A C EM EN T
When we receive (with PLN) a defective item or with a lack or differentiation of the expected item and we return it to the
Supplier (with PRN), then, if a Credit Invoice is not issued by the Supplier, the item will be probably replaced. In this case,
in order to have correct cancellation of the expected values (pending invoicing) and these documents to be
ignored from the Stock valuation
in order to lock the Delivery Note through which we returned the item (in order to prohibit transfer to Credit
Note, by mistake) and the Goods Receipt Note of replacement (in order to prohibit transfer to Invoice, by
mistake)
the correct approach is to use the transition configured for this purpose exactly:
Appropriate transition: 124. PRN => PLN (Goods Receipt Note from Return Note to Supplier)

86/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

F R O M R E P AI R
When we send an item for repair to the supplier (using the document type SPC which does not create expected
invoicing/credit value) then, the items receipt note from the supplier must be respectively issued using the special Goods
Receipt document which does not create pending values (either manually or by transition).
Appropriate document type: PNS (Goods Receipt note (No charge))
Appropriate transition: 144. SPC =>PNS (Goods Receipt from Delivery note (without value))
In cases of repairs, Serial Numbers are probably monitored. In order to have correct information, in this case, (which is the
position of serial number), it must be defined both to the Goods Delivery Note and the Goods Receipt Note. The default
items lines grid layout includes the serial number:

Details for serial numbers handling found to the specific chapter Purchases of Special Categories Items.
H O W TO CH E CK TH E A C CU RA CY O F RE CE I P T O F G O O D S
In order to check if the actual quantity arrived is identical with the theoretical one that is reported to the suppliers
accompanying document, we could give in a document of temporary use (a copy of the Offer for instance) the actual
quantities and to select Compare documents (menu Transactions):

If differences occur, we must issue either a Goods Return Note in case of deficit goods receipt or a new Goods Receipt
Note (issued by the supplier) for any surplus items, after contacting the supplier.
st

In the 1 case, the Return Note will be generated through the 123. PLN => PRN transition (Goods Return Note from
Purchases Receipt Note) selecting from Set of lines only the items and the quantities that were NOT received.

87/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

How do we see the results of issuing Goods receipt Notes?

View

Content

1. Purchases/Arrivals

List of all Purchases documents concerning quantities or values

2. Quantitative Purchase

Goods Receipt or Delivery Notes that have not been connected to invoices. Therefore,

Documents not Invoiced


3. Inventory records

we expect the relevant invoices to be issued by suppliers.


It presents all the stock quantitative and value transactions. The Goods Receipts update the
columns of Import quantities (depending to each format):

The same update (summarized) also occurs to the Monthly Statement of Stock Book and
to the Inventory Costing Balance.
4. Stock quantitative

Cube for check Items quantities per item, branch, and W.H.:

control

5. Journal of Quantitative
Stock Entries

List of Items transactions PER date and Warehouse, with double qty columns to both main
and alternative unit:

6. Current stock availability The current Inventory status per Warehouse with information for the expected quantities,
the orders to be delivered and the future stock. The quantitative goods receipts do
positive update of the stock column.

88/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

SUPPLIER INVOICE
FO R A GOOD S RE C EI P T NOT E
When the received invoice refers to one or more prior Goods Receipt Notes, the document can be produced through
a transition from the list of the Quantitative Purchase Documents not invoiced.
Appropriate document type: PIV (Invoice for Goods Receipt Note)
Appropriate transition: 102. PLN => PIV (Invoicing Of Goods Receipt Notes)
The suggested format of the Purchase Invoice is the following:

After the Invoice generated from the source one or more relevant Goods Receipt Notes, we must open the screen of
the new document and check or fill a number of fields, according to the original document.
Document It must be given the number of the source document to the Alternative document field, and the
Identity issue date to the Alternative document date field. This date is transferred to General Ledger
Entry and printed to Accounting Journals.
Prices and Values The application has already put values, discounts and VAT based on the Goods Receipt Note
data. It must be although checked the FULL match with the data reported in the original
document of the supplier, because from this source, it will be updated the Companys liabilities,
the VAT Reports and the General Ledger.
As a first step, you may
compare the VAT analysis
table of the original
document and Analysis per
% VAT table of the issued
one, which appears using
Alt-F. If differences found,
then the item lines must be
checked (prices, discounts).
The VAT value is accessible to user in case the supplier calculates VAT in a different algorithm. The
value of the source data must be identical with the issued data, even if there is wrong calculation.
The Net value is ALSO accessible. If we decrease the already calculated, then the discount will be
increased, whereas if we increase it, the price will be increased (except if there are discounts,
where these will be decreased by priority). Generally, can be accomplished any alterations,
provided that an horizontal agreement exists (quantity * price discounts = net value).
Quantity Although this document concerns only values, the quantity of each line must be correct and
respective to the invoiced value. This quantity is an essential factor for Items cost pricing.
89/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

It must never become null. If we want to insert an invoice which does NOT correspond to a
particular quantity, but e.g. value correcting, there are special documents for this that are
described to the following chapters. This document must be exclusively used for Suppliers
Invoices for prior Goods Receipt Notes.
Additional If any additional charges exist to the same Invoice, they can be inserted as Expenses to the
charges respective lines sub-page:

In the case where it has been parameterized an automatic calculation through special accounts
(e.g. transportation charges, withholding, additional taxes where their value depends on the
value of the items), can be checked or modified (as to their values and the VAT) from the special
accounts sub-page:

Another case of additional expenses that concern Purchases is the charge from another Trade
Account through a separate Invoice. In this case, will be normally issued as an Invoice (XPI) and
if it must increase these items acquisition cost, it must be followed the Purchases Costing
through Folder process (see the specific chapter).
icon, the payment method
Payment The suppliers payment method suggested to this field. Through the
settlement produces settlement lines. The results are visible through activation of the payment area.

The exact dates, amounts and other information about the payment can be modified by the user.
If the icon

asked for reapply the payment method, all the modifications will be lost and the

payment terms will be re-created.


If no payment method defined, then, during document save, and in order to be correctly
updated the unsettled payables (open items), the system will automatically create a settlement
line (forecast), visible at the on credit page. This forecast entry contains the invoices payable
amount and, as a due date, is placed the date calculated by the documents issue date plus the
number of days defined to the credit days Supplier field.
If for any reason the (value) Invoice is NOT created through transition, but it is manually typed, then, BEFORE the
Stock valuation process executed, it must occur automatic quantities matching in order to be connected to the
related Goods Receipt Note(s), so pending values not to exist. Such values would create wrong forecasting cost
entries and differentiate the items cost value. The automatic quantities matching described to the chapter about
Invoices received BEFORE goods arrival, where, this process is unavoidable.

90/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

How do we see the results of issuing Purchase Invoices?

View

Content

1.

Purchases/Arrivals

List of all Purchases documents concerning quantities or values

2.

Purchases & Expenses


Journal per VAT rate

Auxiliary Journal for reconciliation VAT Inflows, where for each VAT rate, Net and VAT values
reported per Accounting category eg. Goods, Expenses, Products, Fixed assets etc.

3.

Inventory records

It presents all the stock quantitative and value transactions. The Invoices update the columns
of Import costs (depending to each format):

The same update (summarized) also occurs to the Monthly Statement of Stock Book
and to the Inventory Costing Balance.
4.

Supplier statement

The Suppliers statement (of accounting nature) with detailed transactions and progressive
balances.

The same update (summarised) also occurs to the Suppliers Trial balance.
5.

Outstanding payables

List of all outstanding liabilities (not paid invoices), by due date, based on correlation
with payments, per month.

6.

Accounting

An accounting entry is created to the Suppliers, Purchases and VAT accounts and it updates
the Accounting journals, the Account Statements, the Trial Balances etc.

91/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

I N V O I CE GO O D S R E CE I P T N O TE
When the Invoice received is simultaneously a Goods accompanying document, then the following document type
must be used. If an Order to Supplier has already registered, the Invoice can produced by transition through the
orders list.
Appropriate Document Type: PNV (Purchase invoice Goods Receipt Note)
The default format of a Purchase Invoice is exactly the same as the one of the value invoice (PIV).
Type and
Document Series

They are required fields for document identification. Usually, they automatically take values,
depending on the user and his access to the series. The series also defines the company
branch, which the document concerns.
The document number produced (e.g. PNV-A -00143) is its identification code in the system
and must have automatic numbering. Do NOT try to enter here (e.g. with use of manual
series) the number of the original. There is a specific field for this purpose.

Date

Login date is automatically proposed. This is Items transaction date in Inventory. There is no
need to be identical to the issue date of the original. There is a specific field for this purpose.

Supplier definition

Searching either achieved from the code or the Name. If detected, it appears on Order form
otherwise, we can create
a new one through
icon. In this case, a dialog
opens with the minimum
data to be typed.
Before the supplier
definition, items lines are
not accessible. Since
supplier defined, his main
address proposed to the
Supplier Branch field.

Alternative
document

In this field must enter the original document code, to be reported at Inventory Registry, for
cross checking. If this code found to another document of the same supplier, it appears a
warning in order to avoid double entries.

Alt. document date

Transfer data

In this field could be entered the issue date of the original document. This date is transferred to
General Ledger Entry and printed to Accounting Journals. However, all system records and
balances updates are based on registration date and not on this one.
In the Transfer sub-page can be enter data concerning the delivery (to which Warehouse,
from which suppliers site, the shipping method) as well as the agreed arrival date.

Contract

If a Contract is active and entered here (in the administration sub-page), then ALL its data
replace the default values e.g. Pricelist, Discount, Dimensions, Payment method etc.

Invoice Items

In the items list, we detect the items by any of the available searching methods (with code,
description, supplier code or multiple code that contains all the bar codes etc.) and so the
related items lines are inserted. It may also be used a bar-code reader. If it about items that do
not exist, have not been re-ordered, there is access to the Item form for create new items, from
the internal menu presented using right click.
In lines data, must enter at least the quantity and price. If the supplier belongs to items
suppliers, the measurement unit (or package), and the purchase price proposed accordingly to
92/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

that definition. If the measurement unit modified, the suggested value will be converted
(through the relation between units) to the particular measurement unit. If a pricelist
monitored to the supplier, price and expected discounts proposal is based on the pricelist. In
cases of imports from European Union, the weight is also required.
There must be a FULL match with the data reported in the original document of the supplier,
because from this source, it will be updated the Companys liabilities, the VAT Reports and the
General Ledger.
As a first step, you may
compare the VAT analysis
table of the original
document and Analysis per
% VAT table of the issued
one, which appears using
Alt-F. If differences found,
then the item lines must be
checked (prices, discounts).
The VAT value is accessible to user in case the supplier calculates VAT in a different algorithm. The
value of the source data must be identical with the issued data, even if there is wrong calculation.
The Net value is ALSO accessible. If we decrease the already calculated, then the discount will
be increased, whereas if we increase it, the price will be increased (except if there are discounts,
where these will be decreased by priority). Generally, can be accomplished any alterations,
provided that an horizontal agreement exists (quantity * price discounts = net value).
Additional charges

If any additional charges exist to the same Invoice, they can be inserted as Expenses to the
respective lines sub-page:

In the case where it has been parameterized an automatic calculation through special accounts
(e.g. transportation charges, withholding, additional taxes where their value depends on the
value of the items), can be checked or modified (as to their values and the VAT) from the
special accounts sub-page:

Another case of additional expenses that concern Purchases is the charge from another Trade
Account through a separate Invoice. In this case, will be normally issued as an Invoice (XPI)
and if it must increase these items acquisition cost, it must be followed the Purchases Costing
through Folder process (see the specific chapter).
Payment The suppliers payment method suggested to this field. Through the

icon, the payment method

settlement produces settlement lines.


The results are visible through activation of the payment area.

93/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

The exact dates, amounts and other information about the payment can be modified by the
user. If the icon

asked for reapply the payment method, all the modifications will be lost and

the payment terms will be re-created.


If no payment method defined, then, during document save, and in order to be correctly
updated the unsettled payables (open items), the system will automatically create a settlement
line (forecast), visible at the on credit page. This forecast entry contains the invoices payable
amount and, as a due date, is placed the date calculated by the documents issue date plus the
number of days defined to the credit days Supplier field.
Information during Invoicing

While focused in item lines, through the P


Previous Item Entries command from the vertical toolbar or through CtrlF11 may directly view all the transactions with the particular supplier for the particular item, the quantity, the price,
and the discounts taken.
Access to a full view of Inventory for the current item and data related to current supplier with the IItem summary
view command from the vertical toolbar that displays information:
1.

For the item: availability for all and for the current w/h, average cost price, latest purchase price, sales values.

2.

For the item and supplier combination: quantity, purchases turnover and average cost price for previous and
this year, latest order and invoice data).

As far to the area where the results of an Invoice-Goods Receipt Note issue are visible, see to the previous section as
to the way that the two documents (of which the combination consist the current), affect the system (Invoice, and
Goods Receipt Note).
The Trial balance and the Inventory Records are updated both by quantities and values:

Information about setup of Purchase Invoices

To the document type, in Lines sub-page, check the following parameters:


Default item price. From the available options, the following 4 are appropriate for purchase documents and the
st

1 of these, is set to the predefined document configuration:


1.

Supplier purchase price: If the supplier is among the Items suppliers the purchase price is proposed from
this table. This price updated during each purchase (based on an option of Items Control Profile). It is the
latest items purchase price from the particular supplier.

2.

Supplier purchase price net: It functions as the previous, but any discounts of the latest purchase have been
deducted. Thus, if in the latest purchase from the particular supplier, the price was e.g. 100.00, and the
discount 10%, with the previous option, it will be proposed 100.00, whereas with this selection net, it will
be proposed 90.00. In case of activation of discount proposal (either from the supplier or from the pricelist)
it must NOT be selected the net price, as the system will suggest double discount.
94/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

For both the previous and this option, the functionality is bound to the suppliers list of items. This means
that if for an item of the document, the current supplier does NOT belong to the Items suppliers, no price
will be proposed.
3.

Last acquisition price: As acquisition defined any primary cost entry that concerns particular quantity e.g.
stock opening entry (inventory), purchase, import cost entry. The proposed price comes from the latest
acquisition, even if that was not an invoice not even this suppliers invoice.

4.

Last acquisition price net: It functions as the previous, but the calculation accomplished with deduction of any
discounts.

Default price per trade acct.: The field is accessible only if in the Default item price option has been selected the
rd

th

3 or the 4 from the above options (Last acquisition price). In this case, may define that this last price to be
searched ONLY from transactions with the supplier of the document and then there are two options:
1.

Copy only the price from this last transaction

2.

Copy both the price and the discounts to the line

Selecting this option, in reality, we have the same result that we would have if monitored alternative suppliers to the items
and Item Control Profile for the item Purchase Price update. If however Items suppliers monitored, there is the advantage
of keeping always updated and saved to a table (available for any use) the latest purchases prices per item and supplier.
Calculate VAT on totals. Even though the VAT calculation per line is legal, and lawful, it is possible that the
accountant will consider as more appropriate the VAT calculation on the total per VAT regime and also the
computerized systems to approach this logic. In this case, and in order to avoid interfere to the values, can activate
this setting. To understand the difference between the 2 computation methods, see example:
1.

VAT calculation per line


Suppose that all items have VAT 19%. We notice that to the final totals, the VAT value is not EXACTLY the 19%
of the total net value (118,50*0,19=22.52), whereas in contrary, the VAT value of each line is EXACTLY calculated
based on the percentage.

2.

VAT calculation on totals


In the same example, we notice that to the final totals, the VAT value is EXACTLY the 19% of the total net price
rd

whereas in the 3 line is 0.01 increased, compared to the EXACT result that would give the product to the 19%.
This will be noticed to the totals per VAT rate (depending on the number of the different VAT rates appearing to
the same document). If a difference from the calculation occurs (usually 1 cent of the euro), is assigned to the
item line (of this rate) with the greater value.

The VAT calculation on document totals is active only during issuing (and not when modify). Also, even during insert, if the user
types the VAT value of any line, this functionality becomes inactive.

95/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

I N V O I CE GO O D S R E CE I P T N O TE B AS E D O N OR D E R
If the Invoice - Goods Receipt Note based on a previously registered Order, it can be produced by the order
transition:
Appropriate transition: 128. POR => PNV (Invoice for Purchases Orders)
If the order to the Supplier occurred on behalf of particular customer (through the PSC document), then:
Appropriate transition: 479. PSC => PNV (Arrival of Purchase Invoice from Order for specific customers)
In both cases, the order keeps the transition information and it appropriately updates the available stock.
Thus, in any view that we had pending orders information, this is considered as expected, we will see REDUCTION of the
expected, and an INCREASE of the PURCHASES quantity and the ACTUAL stock.

I N V O I CE O F AD D I T I O N A L CH A R GE S
If the Supplier issued an Invoice of additional value (e.g. because of a prior mistaken invoicing), it must represented
to the system with the following document type and NOT the one, used for invoicing Goods Receipt Note (P
PIV) as
then, it will be caused a wrong Stock Valuation.
Appropriate document type: PDV (Debit note)

The Inventory Record only updated to the Purchases value column and the Total acquisition cost will be influenced
(increase of the average cost price). In Accounting, a debit will occur to the Stock account and a credit to the
Suppliers account.
If the mistake occurred to the Initial Invoice requires a reduction of the invoiced value, then the Supplier will issue a
Credit Invoice and, in the system, it will represented as a Credit Discount Note (using the document type PCV).

96/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

I N V O I CE A N TE R I O R O F GO O D S R E C E I PT N O T E
When we have a Purchases Invoice, whereas the goods receipt has not occurred yet e.g. because the invoice sent
electronically or by mail, whereas the cargo is in route, it should:
1.

Issue the (PIV) invoice

2.

When the goods arrive, issue the PLN (by copy from the Invoice or manually) and

3.

From the Purchases documents list, having marked the (PIV) invoice, ask from
the Actions menu the Automatic quantity matching (the simple option or
the Criteria-based one), in order to be connected to the Goods Receipt
Note, to have the correct history and to correctly updated the pending
quantities. If pending quantities remain, then, the generation of a new Invoice from the Goods Receipt Note (by
mistake) would be allowed. Moreover, during the next Stock valuation process execution, forecasting entries
would be produced, whereas no pending values or quantities exist.
In order the Automatic quantity matching to be functional, it must be
typed the 102. PLN=>PIV transition code to the Origin Transition
Rules field in behavior sub-page, of the PIV document type screen.
The Origin Transition Rules field defines the transitions through which the current document can produced
(comma-separated list per priority, which does not apply to PIV as it cannot produced from another document
type, than the Goods Receipt note). So, during automatic quantity matching, a searching process will occur to
the correct documents (sources), in order the connections generated to be EXACTLY those as it would have
happened through a transition.

COST HANDLING OF QUANTITIES ON THE WAY


1.

If before the Stock valuation process execution it has NOT been received a Goods Receipt Note, an automatic
costing entry would appear which will cancel the Invoice value, since it does NOT correspond to existing Stock.
In next period, this difference will be eliminated, due to Goods Receipt Note presence and its connection to the
Invoice (in retrospect).

2.

If this happens to the End Of The Fiscal Year (this means that there is still no Goods Receipt):
During Fiscal Year Closing will need to be accomplished accounting settlement of the Difference, which will
occur through the Stock valuation process (handling of Purchases under reception). This is the purchases
value suspended.
In the Inventory of the new Fiscal Year, this value will NOT be included.
In the new Fiscal Year, when we receive the goods, the Goods Receipt Note must be issued as an Invoice
Goods Receipt Note with zero value. This is achieved if we copy the PNV document type to another
with Goods Receipt Note title or by creating new SERIES of the PVN with Goods Receipt Note title, and
we will make sure that the lines value will be zero. With this action, the last purchase price at Items
Suppliers data will be (temporarily) zero.
To the Inventory sub-ledger, this difference (of the last stock valuation) must be issued with the IPC (Stock
purchases corrective value) document type. It may also be produced through transition (or lines copy)
from the PIV document. To the header, you will need to give the Purchases under reception General
Ledger Account. Thus, the value will be transferred to the Purchases Account. At the same time, the
effect of the value will be restricted to the Inventory as to the Supplier (his statement) and our liabilities
(open items) have already been updated from the Invoice of the previous Fiscal Year.

97/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

SEND GOODS TO SUPPLIER


P E ND I N G R E CE I P T O F C R E D I T N O TE
It is about Delivery Notes that we issue as goods accompanying documents when we return goods to Suppliers.
Appropriate document type: PRN (Goods Return Note)
This document used even if we do not know if the Supplier will send a Credit Invoice or new replacement items. It
has already been described the goods receipt case due to replacement from the Supplier.

To the Alternative document field (which, in Purchases documents issued by the supplier, used for the original
document code), it can be entered the code of the Goods Receipt Note or the Invoice for which this Return occurs.
There is a searching functionality with F3 to this field (header and lines).
The searching functionality based on two company parameters, where defined (in a comma separated list) documents attributes displayed
(in F3 dialog), and documents attributes where this search is in force:

W IT HOU T C RED IT NOT E P EN DI N G


Used in case of Delivery to suppliers for control and repair or delivery from a Third Party Warehouse (e.g. Service)
where the value is not taken out (since the goods does not belong to us). It is also used for goods returns that we
obtained for various purposes (test, presentation, check etc.) with a PNS, for which a Credit Note will not be issued,
It can also be generated through transition from the Goods Receipt Note.
Appropriate document type: SPC (Goods Return Note (without pending Credit Note)
Appropriate transition: 125. PNS => SPC (Goods Return Note (without value) from Goods Receipt)
In cases of repairs, Serial Numbers are probably monitored. In order to have correct information, in this case, (which is the
position of serial number), it must be defined both to the Goods Delivery Note and the Goods Receipt Note. The default
items lines grid layout includes the serial number:

Details for serial numbers handling found to the specific chapter Purchases of Special Categories Items.

98/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

CREDIT NOTE
Issued from Suppliers for our Delivery Notes (Purchases Goods Return Notes) in order to cancel the value charged by a
prior Invoice (only of course, if a related Invoice already issued).
Appropriate document type: PCN (Credit Note for a Delivery Note)
Appropriate transition: 106. PRN => PCN (Credit Note for Goods Return to Supplier)
This document always concerns a particular stock quantity and it cannot be used for value correction only. We never
make the quantity zero to it.
As with the Purchases Invoices case, the values (net, VAT, total) must be exactly the same with these of the original
document.
For the number of the original document, we use the alternative document field.
If the credit note refers to a particular or many particular Invoices, with which it must be ccorrelated in order to have a correct
update of Ageing balances, we may define these documents to the Status sub-page to the reference document field
using the

icon:

To the presented dialog,


may occur search of the
reference documents. The
selected documents will
participate to the automatic
matching, execute during
the Save of the document.
In order not to remain pending quantities and influence wrongly the Stock Valuation Process, the Credit Note must
either produced by transition or created annually, and to be later connected with the Goods Return Note.
This may happen as follows:
From the Purchases documents list, having marked the (PCN) credit note, ask from
the Actions menu the Automatic quantity matching (the simple option or the
Criteria-based one). Prerequisite for this process to be functional is that to have been
entered the 106. PRN=>PCN transition code to the Origin Transition Rules field in
behavior sub-page, of the PCN document type screen.
So, during automatic quantity matching, a searching process will occur
to the correct documents (sources), in order the connections generated
to be EXACTLY those as it would have happened through a transition.

99/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

How do we see the results of issuing the Purchases Credit Notes?

1.

View

Content

Purchases/Arrivals

In the purchases documents list the credit notes are negatively update the columns
Gross Turnover and Net Turnover.

2.
3.

Purchases & Expenses

Auxiliary Journal for reconciliation VAT Inflows, where for each VAT rate, net and VAT

Journal per VAT rate

values reported per accounting category.

Inventory records

It presents all the stock quantitative and value transactions. Depending on its format, it
displays the Credit Notes values negatively to the Purchases columns or generally to
Imports columns. The same update (summarized) also occurs to the Monthly Statement
of Stock Book and to the Inventory Costing Balance.

4.

Item returns

Through each item administration sceen, a list of Return Notes to Supplier, is available:

5.

Supplier statement

In the Suppliers statement (of accounting nature) with detailed transactions and
progressive balances, the Credit Notes are updating the Debit, except if the trade
accounts update from "reversed" transactions with NEGATIVE entry of the same sign
(D/C) company parameter is activated (set to true) and thus, will appear as negative in
Credit. The same update (but summarized) also occurs to Suppliers Trial Balance.
The Supplies statements and Trial Balances with turnover separation, at the same time,
give the information of the net and gross turnover information where the credit notes
act negatively, as expected:

6.

Accounting

An accounting entry is created to the Suppliers, Purchases and VAT accounts and it updates
the Accounting journals, the Account Statements, the Trial Balances etc.

100/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

CREDIT DISCOUNT NOTES


It is issued from Suppliers either to correct a wrong charge or (mainly) due to Agreement (e.g. for turnover goals) which,
if achieved, must result in providing credit. It can be issued for a particular Purchase Invoice (if it is paid according to the
settlement for instance), either at the end of the month, 3 months period, year etc, or whenever our purchases have met
an agreed target.
Appropriate document type: PCV (Purchases Discount Note)
The use of credit discounts documents can be checked from the Discounts justification statement (from the Business
Snapshot/Cost Analysis menu) which analyzes the purchases discounts and contains a special set of columns for
retrospective discounts:

I S S U E O F T HE S U P P LI E R S O R I GI N A L D O CU ME NT
In this document, quantities are not visible, as they do not affect the system.

If we do not know the items that the discount is concerned, and we insert the Credit document using a generic item
or as an Expense Credit Document, then, the Purchases cost (turnover) will not affect the Inventory (stock costing
process, average cost price etc.).

The analysis into items of which we take the discount is strongly recommended even if they are not separately
reported to the original (in order to have a correct COST to the INVENTORY).
The effect of the credit discount documents to the system is corresponding with the one of the Goods Return Credit
Notes. In Accounting, they may update a different purchases account, depending on the chart of accounts.

D I S CO U N T F O R A P AR T I CU LA R I NV O I C E
If the Credit Note refers to particular Invoice, in order the items not to be typed again, we can use the related
transitions:
Appropriate Transitions: 109. PNV=>PCV (Discount Credit note from Invoice - Receipt note (with zero value))
103. PIV=>PCV (Discount Credit note from Purchase Invoice (with zero value))
After document created, we must open and enter the values of the original suppliers document.

101/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

R EB A TE C L A IM S F RO M SU P PL I ERS
When the expected from the Supplier discounts, concern an agreement of turnover goals, the system provides a
process for calculate and automatically create the claims for discounts taking (see chapter Commercial
Agreements). Their entry into the system, has the following advantages:
1.

Smoothing of inventory cost modifications and on time information, in comparison to taking information for
the actual stock cost (after discounts) only once per year, as it usually happens.

2.

Monitoring of possible discounts differences, according to the agreed (compare claims to actual rebates).

Appropriate document type: PCF (Purchases Rebate Claim)


These forecast entries can update specific for this purpose General Ledger Accounts, in order to obtain
reconciliation between Accounting and Inventory sub-ledger:

When the Credit Notes issued by Suppliers (PCV), all the prior forecast entries (PCF) must reversed:
Appropriate document type: PCR (Reversal of Rebate Claim)
Appropriate transition: 136. PCF=>PCR (Suppliers Claim reversal)
The Stock cost variation, at the month when the Credit Note issued, will be ONLY the DIFFERENCE, compared to the
forecast entry and NOT the total credited value.
For the related information (forecasts comparisons with actual discounts attributions) see the Compare Suppliers
rebate claims to actual report (Entities/Accounts payable/Information):

The report presents the Purchases turnover (before the reductions of the Credit Discounts document PCV), the
corresponding claims for rebates (from the not reversed claims PCF), the issued rebates (PCV), the claim that these
rebates correspond (reversed by PCR), the possible difference, and the remaining amount (forecasted).

D I S CO U N TS E XP E C T E D I N TH E NE X T F I S C AL Y E AR
If the company is entitled to purchases discount that is not issued yet by the supplier, whereas the fiscal year must
close, then, we would enter an Inventory transaction for reduce cost and a reversed document to the new fiscal year
when a (PCV) credit note sent from the supplier/s.
Appropriate document type: IPC (Stock purchases corrective - value)
These entries are monitored to
the Fiscal year Purchases
Discounts under settlement
General Ledger Account, which
is given to the header. To the
lines, give the discount amounts
and the accounts to be credit. In
the next fiscal year, it must occur
symmetrical entry with negative amounts (cancelling process or issue the same data to the reversal entries sub-page.
102/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES ON CONSIGNMENT & CLEARANCE


Some suppliers provide the items for sale and they paid later, based on sold items clearance, for the period discharged
(and not based on the balance resulting from Invoicing or Goods remaining to our site). To accommodate these
processes, the purchases must be connected with the sales in order to get as a result, the amount payable to Suppliers,
ONLY for the items sold.
At this point, the specificity covered by the system is that the purchase and sale, are attributes given to the various
documents in an independent way from the one monitored to the Inventory and the rest sub-ledgers. This allows the
implementation of the Consignment process through any transaction, use of Third parties warehouses, Quantitative Notes
or/and through typical Purchase and Sales Invoices.
The tasks needed are available to the Periodic Processes/ Consignment processes menu. At the end of this chapter described all
information about the requested customization.

S A LE S CL E AR A N CE
The displayed dialog contains two lists (Sales - Purchases) and allows determining which Purchases come from what Sales:

st

In the 1 column of each list, we can mark lines for matching. The same functionality is
executed through the 2 toolbar buttons for mass selection or uncheck (selection abolishing)
when many lines are marked.
Depending if we have select one or more entries, this action binds the selected lines
quantities. This results to the calculation of the reconciled and open quantity of every line.
Especially at Purchases list, the reconciled and open value, are proportionally calculated.
The Mass (FIFO) matching selects per date, the items lines (especially for Purchases date,
there is a parameter that allows to take into consideration the alternative document date for
the sorting) and connects them up to the depletion of the quantity sold. The user may delete
the matching results and make them manually, through the matching button.
It activates or reactivates the participation of lines to the matching process. The button has
toggle functionality.
103/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Displays a dialog containing the


matchings of the particular
(focused) line. The user can:
Modify the matching quantity
(and thus the modified
column will be activated) or
Delete the matching (thus will
be marked):
Display the full screen of Item or
Trade account or Document (

All matching
information is available
nd

to the 2 sub-page of
the process dialog
under the Current
matching data title.
The user can modify
the quantity directly to
the column matching
quantity of this grid
(thus, the

column

will be activated) or
delete the matching
(thus it will be displayed as deleted).
The

button allows checking the full data of the matching

entry, through a dialog, where the user can ask loading of


the connected documents (

).

In order the matching information to be saved (or the


deletions etc.) the SAVE button must be selected.

M AT C H IN G O F PU R C H AS ES R E TU R N S
This process allows us to define which returns to suppliers, concern what Purchases. It must be prior to PurchasesSales Clearance.
To the upper part are displayed the
returns and to the bottom part the
purchases. In order to match lines, use
the same tools as with the PurchasesSales Clearance. The result will be the net
purchase quantity, to be connected to
SALES. The mass matching process
selects lines of Returns and Purchases of
SAME items and SAME suppliers, sorted
by date.
104/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

M AT C H IN G O F S A LES R E TU R NS
This process allows us to define which returns by customers, concern what Sales. It must be prior to Purchases-Sales
Clearance.
To the upper part are displayed the returns
and to the bottom part the sales. In order to
match lines, use the same tools, as
previously. The result will be the net sales
quantity, to be connected to PURCHASES.
The mass matching process selects lines of
Returns and Sales of SAME items
INDEPENDENTLY of the customer (mass (FiFo)
matching per item) or of SAMES items AND
the SAME customer (mass (FiFo) matching per
customer), sorted by date.

R ESO LU TIO N E N TR IES


It is a view of all the Purchases-Sales clearance entries for selectable date range in order to finalize the entries (which
means that the entries will not be able to be deleted or modified), and to calculate the amount of reconciliation (payable
amount), owned to the
consignment suppliers.
This view has grouping
and TOTALS per SUPPLIER
and (sales) branch, while
it displays the quantities
and values based on the
Clearance. The values are
proportionally calculated
on the total cost (of the
connected Purchase),
based on the quantity sold.
Using the Finalization
button, the entries obtain
the appropriate attribute
(in order to be locked for modification/deletion) and they can become accessible again through the Undo finalization
st

button. These actions are functioning for the SELECTED lines (in the 1 column, activated with the select, deselect
buttons, also) and affect the LAST COLUMN which shows the status of each entry (finalized or not).
Within this view, may connect the appropriate report format using Crystal Reports or with a layout (and print preview) or/and
an automation for produce automatically the suppliers payment documents (receipts or payment orders).

P R EP AR A T IO N O F M A T C HI NG
This process allows the mass matchings accomplishment between returns
and initial invoices in sales and purchases but also sales matching to
purchases, for a definable date range. After that, the user can process the
results and make corrections, if needed.
The clearance date is stored to the produced matching entries. This is the
ending date of the period given to the criterion.

105/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT


Information of Consignment processes customization

1.

To all the suppliers with whom we work in this way, the Purchases in consignment field (in Commercial terms subpage) must be activated.

2.

To all the document types that will participate to the process, the Consignment type field (in Behaviour sub-page)
must be always updated.
Indicatively, to the
system documents,
could be in force the
following scenario
(based on invoices and
receipts):

3.

To the series of the abovementioned documents types that will participate to the
process, the Refers to consignment field must be activated.

4.

Each item line of documents, of which the TYPE defines any consignment type (except the does not refer to
consignment) and at the same time the document SERIES defines that it CONCERNS consignments, is stored woth
the Refers to consignment line field activated (this means that it can participate to the matching processes).
NO item line which participates to consignment matchings can be deleted or modified in quantity in such a way that
it would cancel its reconciled quantity (increase of the quantity allowed, recrease allowed up to the threshold of the
matched quantity).

5.

The matching processes operate with lines quantities to the MAIN measurement unit.

6.

The lists used to matching processes can be differentiated per installation, since are Views (scrollers):
Area Suppliers
Clearance Entries

Area Purchases Documents


Purchases Lines
Purchases Returns Lines
Purchases Lines for Returns matching

Area Sales Documents


Sales Lines
Sales Returns Lines
Sales Lines for Returns matching

106/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

CHANGES IN MARKET PRICES


The monitoring of the purchase/cost values in a company is a critical process, which must execute at regular time
intervals in a structured method and it should be followed, if necessary, by the respective actions of sales prices
adjustments.

H O W TO MO NI TO R C H A N GE S I N P R I C E S
The system provides tools for prices modifications monitoring which can be used depending on the invoicing policy
method, applied to each installation.
Inside the items management screen the
alternative suppliers of the item are
defined and at this point, is monitored
the price and the date of the last
purchase. In order for this update to
automatically occur, it must be properly defined to the items Item control profile.
If despite these, the prices at this point are used INSTEAD of a pricelist (in order the agreed prices with the suppliers to be
recorded through typing or another way), the Item Control Profile should NOT be customized in order to be automatically
update the purchase prices.

If we want a history log for modifications of these fields, the history


keeping functionality must be activated through the Change Field
Behaviour.
Information for all prices modifications is available to the Purchase
prices log list (where the user can ask only a particular number of the last
changes to be reported):

Another useful check of over time changes of cost prices based on the registered suppliers documents. The
Purchase prices variance based on transactions list presents the last and the preceding net purchase price
(deducting possible discounts), with the percentage modulation criterion, (that is comparison of the two sequential
modifications exceeding a given % of difference).

Apart from purchase prices issue, and depending on the stock valuation method, it is useful to check the actual cost
prices and their variance justification. This implies the frequent and correct execution of the Stock valuation process.

107/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

In particular, we recommend the use of the Entities/Inventory/Stock value control menu reports:
Official cost prices per period: It presents for each item, the calculated cost prices per month. Recommended, in
order to check the cost price evolution.
Compare official cost prices: It presents the items by supplier, with their cost prices calculated for the selected
month AND the previous one, with their percentage variance. Ideal for monitoring significant changes in cost
prices.

H O W TO V E R I F Y CO M P LI A NC E WI T H T HE A GR E E D PR I CE S
A first-level check users can do, when the default purchase price (based on the agreed prices) is NOT the same with
the one of the original documents. Though, it is desirable to have an independent control mechanism which will
make information available to us at any time and from the appropriate people that will examine the difference
between the appropriate and the actual prices. This mechanism is supported by the Item prices log templates.
The templates supply a purchase agreed prices calculation on a daily or another periodical basis, which, no matter
how the prices declared into the system (e.g. in items suppliers list, in purchase pricelists, in specific contracts etc.)
detects and stores the agreed purchase prices, in order to be available for cross checking. This is achieved through
invoicing process simulation.
To define Item prices log templates (Tools/Customization/invoicing policy), must choose the parameters that must
be taken into consideration e.g. specific pricelist or items or branches or colors/sizes for which the prices file will be
calculated and stored.
It must be given a typical
trade account for whom the
calculation will occur (just
like an invoice by him were
entered).
It must be either defined a
branch or a series. If a
branch is defined, then, this
will be illustrated to the history log as a dimension, if series defined, then, may monitor the prices for the whole
company without the branch dimension.
From the Actions menu of the templates list, the calculation and deletion functions of price history log are
available.
The deletion is necessary to minimize
the History log size, when this is not
useful any more (define a date range
and, any price calculated in this period,
will be deleted).
As far as prices calculation is concerned, a dialog will open to
define the template/s (based on which the calculation will
occur), as well as the reference date.
The process can be time scheduled and daily executed.
From the time this process executed, the view Item prices log
(through the Entities/Inventory/Information menu) is available.
108/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

It displays the items current prices for the selected date to the date criterion. To the Actions of the scroller
toolbar, the calculation processes and price file deletion are also available.

In the same location, it is also available the Compliance of purchase prices to Suppliers pricelists view, which
displays the purchases found with different values than the current, for a selected time range.

H O W TO AD J U S T S E L LI N G PR I CE S W HE N PU R C HA S E PR I C E S CH A N GE
Depending on the company nature and the invoicing policy, can be used different methods to adjust selling prices.
1. THROUGH PURCHASES DOCUMENTS
In purchases documents, the Readjustment of Sales Prices automation is available (through the horizontal
toolbar), which will function for the selected items only:

By calling this function, a dialog appears, where


the following must be selected:
The items selling prices (Wholesale, retail etc.)
for modification
The method used for the re-adjustment. The
final price can be increased based on:
The % markup of the price that will be
updated (only available for the wholesale
price and the retail price)
The percentage that will be given by the user to the numeric dialog field.
Finally, the user can directly enter the desirable price. In this case, the unit price of the purchase
document is not taken into account.

109/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

2. THROUGH IMPORTS FOLDER


To the import folder, in Costing page, the items retail and wholesale price update automation is available.
This automation adjusts the selling prices (wholesale and retail) to the item, in the way that these are calculated
through this particular view.

3. FROM THE READJUSTMENT OF PRICES PROCESS


This process, described in detail to the related chapter, allows the mass modification of selling prices, as much to
the items (current base prices) as to the sale pricelists, even in the level of dimensions (prices per color-size). It is
based on purchase prices (or other options for starting price), gives the possibility to use the items mark up or
other specific %, gives some rounding method options etc.
It is the most complete and suitable procedure for changing prices.

110/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES OF SPECIAL CATEGORIES ITEMS


W IT H CO LO R- S IZ E
The purchases orders are usually occur through the sampling procedure, listing the quantities of each combination
Item-color-size and then the order entered. The user can enter one line per item with simultaneous quantities
definition to a matrix, per dimensions combination, through the F12 (

) button on the item line:

st

As for the display method of the colors-sizes values, two general parameters are used. The 1 parameter concern the sorting
method, horizontally and
vertically (stock variation set
field based on which the colorssizes sorting will occur to F12).
nd

The 2

parameter indicates the

dimension which is used for the


vertical and the horizontal axis (Priority matrix (F12) appearance dimensions).

In other cases e.g. during retail sales or return to supplier, the rendering method is not multiple. It is easier to define
the color/size per line, with additional columns display to the lines grid:

A functionality that combines the ease of management to a matrix and the completeness of information that the
development of colors-sizes per line offers, is the use of Stock dimensions enter in matrix, maintaining of line level
management command, with Alt-F12:

By typing data to this dialog, the information of colors-sizes analysis is placed to different lines (so many lines as the
not-zero cells of the matrix):

111/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

Even if lines of the same item created by the user, using this command afterwards, these lines are recognized after
grouping of all their basic fields, and they are ALL displayed together, within the same dialog.
As the usual reason behind discrete lines development is the different PRICE, the dialog appears with DOUBLE
COLUMNS for each color-size combination (quantity and price). To the bottom of this dialog, a setting deactivates
the price columns in order to fit more size columns (size is usually the horizontal axis).
Finally, through the Shift-F12 buttons combination to an item line monitoring colors-sizes, the color-size values are
copied from the previous line (either if the line had one or more dimension lines connected).
It is necessary to pay attention to the correct definition of the Item control profile for the items monitoring
dimensions. It must be defined compulsory input of these fields, in order to ensure the correct update of Stock.
In case where, during goods arrival, there are modifications in colors-sizes level compared to the initial (of the order),
there are two cases:
If the goods receipt note produced by transition, it is sufficient to correct the colors and sizes to the document lines
and so, the pending quantities (created by the order) will be correctly updated (decreased).
If the goods receipt note was manually typed and we later want to connect it to the order through the automatic
quantitative matching process, the Automatic quantity matching with strict dimension control parameter must be
FALSE, in order to try firstly match lines by dimension (color-size) and item and if not found, to try match by item
only. If the parameter is TRUE then, the matching will strictly occur for SAME combinations of color-size.

112/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

W IT H LO TS
The lots are either created through the Lots List (Entities/Inventory/Lots) or through the items management screen
(Contents/Dimensions/Lots) or/and
automatically, during their
insertion to Inventory (through a
document) as we later see.
Basic fields of the Lot are the
Production Date and the Expiry
date. These fields are also useful
for the automatic lot selection during sales or grants in general.
During the entry of an item monitored in lots, through a purchase document, we can select the desirable lot by
pressing F12 (

) to the item line:

New line insertion for selection from a list


of registered lots (drop down list).
Selection from a definable view (scroller)
Create new lots from a dialog, where the
necessary data entered by the user. With
Accept, the lots appear to Lot lines grid.
Automatic creation of new Lots and
insertion of new lines (F11): Since there is
a code format for the lot (autocounter),
the new lot/s automatically created, with
Measurement unit the Base SKU of the
item and production date the date of
the Purchase document.
Using the above functionality, the user may define more than one Lots to ONE item line the quantities of which
consist the total quantity of the item line.
Alternatively, the lot can be defined PER LINE, if we have made the lot column visible at the lines grid or/and the
lot code
column
(through which is accomplished automatic lot creation, by entering a not existing lot code).

113/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Finally, it is possible to configure the automatic lots generation, in order the various lots fields to take default
values based on the document data (the document through which lots are created).
We can create a field properties profile, by defining
i.

To the Relates to field -> Lot

ii.

To the Provided it is valid field, the expression


NOT _dr.Table.Dataset.ExtendedProperties("CTX_DOC_LINE") Is Nothing

iii.

To the Field, that field to which we want to give default value

iv.

To the Value type field -> Expression

v.

To the expression field -> the appropriate content (use the expression editor

Examples
Update of the lot expiration date from date 5 of the item line with the following expression:
CType(_dr.Table.Dataset.ExtendedProperties("CTX_DOC_LINE"),DataRow)("UDFDate5")

Update of the lot Shipment date from the document issue date with the following expression:
CType(_dr.Table.Dataset.ExtendedProperties("CTX_DOC_LINE"),DataRow).GetParentRow(FK
_ESFILineItem_ESFIDocumentTrade)("ADRegistrationDate")

114/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

W IT H S ER I AL N U M BE R S
The serial numbers are either created through the Serial number List (Entities/Inventory) or through the items
management screen
(Contents/Dimensions)
or/and automatically,
during their insertion to
Inventory (through a
document) as we later see.
Basic fields of the Serial
number are the Position,
the Status, the Start date
and Expiry date of
warranty.
During the entry of an item
monitored in serial numbers,
and having registered the serial numbers master data, we can select them by pressing F12 (

) to the item line:

New line insertion for selection from a list of


registered serial numbers (drop down list).
Create new serial numbers from a dialog,
where the necessary data entered by the user.
With Accept, the serial numbers appear to
serial numbers lines grid.
Automatic creation of new Serial numbers and
insertion of new lines (F11):
Since there is a code format for the serial
number (autocounter), the new serial
number/s automatically created (depending
on the quantity), with Measurement unit the
Base SKU of the item and Position the
company Branch of the Purchase document.
The serial number status is configured by fields property
profile to all the documents where S/Ns may be used.

115/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Through the abovementioned functionality, the user could define to ONE item line more than one serial numbers,
depending on the quantity of the item line.
Alternatively, the Serial Number can be defined PER LINE, if we have made the S/N column visible at the lines grid
(through
which is
achieved
selection
among existing serial numbers) or/and the S/N code column (through which is accomplished automatic serial
number creation, by entering a not existing serial number code).
Finally, it is possible to configure the automatic serial numbers generation, in order the various serial numbers
fields to take default values based on the document data (the document through which serial numbes are
created).
We can create a field properties profile, by defining
i.

To the Relates to field -> Serial Number

ii.

To the Provided it is valid field, the expression


NOT _dr.Table.Dataset.ExtendedProperties("CTX_DOC_LINE") Is Nothing

iii.

To the Field, that field to which we want to give default value

iv.

To the Value type field -> Expression

v.

To the expression field -> the appropriate content (use the expression editor

Examples
Update of the serial number warranty expiry date from the Date 5 of the item line, with the expression:
CType(_dr.Table.Dataset.ExtendedProperties("CTX_DOC_LINE"),DataRow)("UDFDate5")

Update of the serial number warranty starting date from the document issue date, with the expression:
CType(_dr.Table.Dataset.ExtendedProperties("CTX_DOC_LINE"),DataRow).GetParentRow(FK
_ESFILineItem_ESFIDocumentTrade)("ADRegistrationDate")

116/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

COMMERCIAL AGREEMENTS & CLAIM OF REBATES


The commercial agreements, through which the turnover goals recorded and rebates (retroactive discounts documents)
or rebate claims (forecast entries for expected rebates) are automatically produced based on the goals success, complete
the Invoicing Policy functionality (prices, discounts, contracts), by clearly defining the context of the commercial cooperation between two companies (customer-supplier relation).
A thorough trade agreement generally states the contractors (Company, Supplier) and the time of effect. Usually, the
time of effect for an agreement is one calendar year. The terms of the agreement define some of the following areas:
Invoicing policy: Prices, Discounts or benefits applied during buying (e.g. 10 + 1 free)
Benefits policy: Benefits related to the performance, awarded on a periodical basis (one year, 3 months period etc.)
Credit control policy: Amount of credit limits, payment methods, discounts based on payment method etc.
Shipping policy: Delivery terms, lead times, discounts based on these terms etc.
The benefits from an agreement term may be implemented either by Credit note for the retroactive discounts (Rebates)
or by Service provision invoice from us to supplier.
The monitoring of the commercial agreements consists from three levels:
The definition of the agreements terms
The calculation of rebates
The necessary reports and statistics

Such agreements may relate to either customers or suppliers.

117/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASES

H O W TO D E F I NE A CO M ME R C I AL A G R E E M E N T
The system defines the commercial agreement entity based on which the rebates calculation is achieved. An
agreement may contain MANY Retroactive Discount Profiles (individual terms).

In this way, it is feasible to configure different discounts profiles for different calculations e.g. per brand, business
unit etc. depending on the items grouping fields that the agreement is based on and to integrate them under the
same agreement with the trade account. Thus, the profile could be degenerated to ONE scale description for
COMMON values of the grouping fields e.g. one profile with N lines for items category A, containing the targets
limits (scale) and the % of rebate, a second profile for items category B etc.
An Agreement contains data concerning trade accounts and detailed data of all the discount profiles. During moving
between profiles in the list, the sub-page discount profiles details presents the data of the current (particular) profile:

The Screen of Agreement is a dynamic form, customizable in installation level.


BASIC DATA OF AGREEMENT
Nature
Automation

We select whether it concerns sales or purchases


It defines the documents creation method. The process is implemented through automation,
and a default automation Create documents is available.

Trade Account
Trade acct.
group

If it concerns a particular trade account, select him to this field.


If it does not concern a particular trade account, must select a grouping field of trade accounts
and to the next field, must select specific group values (
), to define with this way for which
trade accounts the agreement is in force.
118/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Ageing of
balance
and
Balance limit

If a precondition for implementing the agreement (calculation and take benefits) is a minimum

Scale Criteria

There are 3 items grouping fields as default, in order to be used to the discount profiles

age balance, we define this limit, as well as a marginal amount for control. This means that if
for instance, the age limit is 90 days and the marginal amount 500.00, an unpaid for 100 days
invoice of 300.00 will not be taken into consideration (the process will proceed).

definition (to amounts scales).


RETROACTIVE DISCOUNT PROFILES Basic Data

Basic data

Scales
(goals setup)

Scales
(benefits setup)

Start-Expiry
Results view

The period for which the retrospective discounts will be calculated.


We define the scroller for presentation of calculation results. The results are stored to a
particular table for calculation justify and for information purposes. Through its new calculation
of the same profile for the same time range, the previous results automatically deleted.

RETROACTIVE DISCOUNT PROFILES Scales (goals setup)


Size

The size of the scale data may be the Turnover, the Quantity or the % of variance from previous
fiscal year. What does this mean? The target size, instead of
DIRECTLY refer to turnover or quantity achieved within the
calculation period, may refer to GROWTH e.g. If the variance was
+10% => discount 1% on the turnover, if the variance was +20% => discount 3% etc.

Calculation
view

For the detailed calculation data (sizes), four different views are available and could choose one
of them or develop a new one in order to
meet specific requirements. These
scrollers found to the Retroactive
Discounts Profiles-Entries selection area.
In order the variance percentage from
the previous year to be calculated (if needed), in the calculation scroller, there must be a
column named RangeValuePrv (respectively with the RangeValue), which must calculate this
(previous) size. The scroller column named CalcValue refers to turnover based on which the
benefit will be calculated (if the benefit is % on the turnover).
119/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

In the calculation view, may be defined particular execution parameters. The default
parameters values can be defined and
stored per discount profile, using

This means that can use ONE (common)


view with different parameters values per profile (provided that they are visible parameters):
Excluding
Doc/s
Items group
& group Values

We can select documents types to be EXCLUDED by the process e.g. already issued discounts
credit notes.
There are 3 items criteria for use to scale lines, which selected among various items grouping
fields. In each line, the criterions values are selected through a list, the members of which
may be predefined to group values fields. So, the user can only select from these values
during insert the scale lines.

RETROACTIVE DISCOUNT PROFILES Scales (benefits setup)


Size

The size of benefit could be either a %percentage or a value (thus


the currency is also defined)

Document type
Items
exemption

The document type that will be produced by the process.


Here we define the field and the value of the items grouping field, which are excluded by the
process of benefit distribution to particular items. This means that whereas the turnover (size)
calculated for all the items of a group, during calculation of proportional benefit per item,
some items are exempted.

Assign to

Define if the results analysis to produced documents will occur to the current item (for every
item) or to a specific Generic Item (of type expenditure). The current item is default choice
in order the Stock costs, profits etc. to be correctly updated. As far as the printing of the credit
document is concerned (needed only in Sales), if it is to avoid the printing of detailed items,
this can be done by using lines grouping to the print form (see the P
Presentation & Printing
Tools manual). Thus, if we have common reasoning to the lines (e.g. to the comment field)
during process execution, it can be printed ONE line with the values totals (discounts) having
this comment as grouping field, while the document does contain detailed lines.

Scale

The main definition of an agreement term (discount profile) is the one that sets particular
conditions (goals) and connects these with particular benefits. In this area, we define the scales,
either if they concern values of different criteria or different values range to the same criterion
or any combination of these, as well as the BENEFIT (whether it is a value or a %, defined to the
header).

120/454

PURCHASES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

H O W TO S EE T HE R E S U L T S & U P D A T E F O R E C AS TS
The calculation process is accessible through Periodic Processes.
In the dialog appeared, the user must select a specific agreement and
one or more terms (discount profiles), provided to have a common
produced document type). Then, he must define series for document
generation and some comments, if needed.

Through the action buttons to the bottom area, the calculation process can be executed (
and, finally, the generation of documents to occur (

).

The first sub-page Results shows the results of calculation (for the current discount profile), and the second subpage Documents shows the documents that produced.

As a COMMON document is produced from many profiles for the same trade account, the discount profile in which each (item) line
was based on, is transferred to the documents lines (at the additional item line table).

H O W TO C HE CK T HE I MP LE M E N T AT I O N O F A GR E E ME NT S
Through the Calculation results menu option, we can see the all the results of the calculations executions.
The available data (for filtering,
grouping etc.) are the Trade Account,
the Agreement, the Profile, the Item,
etc. So, even without create
documents, we take a full picture of
expected discounts.

121/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

EXPENSES

EXPENSES
In this chapter will be examined the typical expenses scenarios and the data entry and monitoring method within the
system. Additionally, will be examined the Cost Centers concept and the various methods to allocate expenses to them.
The guidelines and the examples are mainly based on the default product parameterization, as far as the documents are
concerned, the transitions, the screens layout and the information tools.
In order an expense document to be created, the following ways are available:
From the Trade transactions toolbar, where a selection dialog appears:

From Transactions/Expenses menu and we select Insert from the vertical toorbar of the displayed view:

For these expenses that are typical repeatable, it is preferable that appropriate shortcuts to be created (e.g. Rentals,
Electricity, Telephone, Subscription, Payroll etc.), where:
Document type, creditor and the expense will be ready already entered
If the amount is fixed, it must have been also entered at the lines of this document-template, in order the user to
put minimal effort
The document series, preferable to be removed, just before is sent to the shortcuts.
Remind that the shortcut is created through the Actions menu of the document (at its horizontal toolbar). During create shortcut, the
current DATA of the document stored as it is, ready for every future use.

122/454

EXPENSES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

EXPENSE RECEIPT
1) For petty expenses, when immediately paid and we do not wish the Creditor to be updated:
Appropriate document type: BXP (Expenses, interests and other bank payments)
2) When we want the creditor to be updated, even when he is immediately paid:
Appropriate document type: XPD (Debit note)

Expense & VAT (debit)


Cash (credit)
Creditor (credit)
Expense & VAT (debit)
Creditor (debit)
Cash (credit)

This document may be issued as on credit, i.e. the payment occurs later with a separate document. In general, this
is not a common case. We usually have on credit at Invoices, and not at Receipts.
The default format of the Expenses document is the following:

Header

Expenses lines

Totals & Payment

Type and
Document Series

They are required fields for document identification. Usually, they automatically take values,
depending on the user and his access to the series. The document number produced (e.g.
XPD-A -00143) is its identification code in the system and must have automatic numbering. Do
NOT try to enter here (e.g. with use of manual series) the number of the original. There is a
specific field (Alternative document) for this purpose.

Date

Login date is automatically proposed.

Creditor definition Searching either achieved from the code or the Name. If detected, it appears on the screen
otherwise, we can create a new one through

icon. In this case, a dialog opens with the

minimum data to be typed. Usually, it is used a general creditor e.g. Other creditors.
Payment method It is suggested the creditors Payment method. Through the

icon, there produced payment

lines to the right bottom of the screen. Usually used the cash payment method and the
default cash account is the current branchs cash register.
Cost Center If the expense concerns particular cost center and if it is monitored to one or more of the
horizontal system dimensions (project, business unit, activity, dimension 1, 2) define it to the
Management header sub-page.

123/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

EXPENSES

Expenses In the items segment, we detect the items-expenses by any of the available searching methods,
and give their value.
If the VAT category is correctly defined to the expense form, you may only define the total value and
from there, the net value and VAT will be calculated. Otherwise, may modify the lines VAT category.
In the GL account column appears the account that will be updated. It can be changed. This will
happen, if you are using ONE item-expense or a general expenses category (per VAT category) and
on document level, you specialize the particular Ledger account.
The Costing folder column is entered if the expense concerns an Import process, in order to be
allocated to the imported stock items, through the Imports cost determination process.
When the expense is Non-deductible, the VAT category must have been defined with the nondeductible property activated. Then, the update (the expenses debit) occurs with the TOTAL of the
value and not just with the net value.
Information for Expenses documents customization

As far as the default Payment Cash register is concerned, this is determined to the document series, to the Liquidity
accounts list of the series:

In the general case, it has been opened ONE cash liquidity account per Branch and this is the default payment account to
the documents in cash. Especially for the automatic payment account, could be defined on a series basis, IF:
It is fixed (ONLY the specific account): Used when each job position corresponds to a separate cash register, where
balance counting and monitoring is accomplished.
It is not fixed, but it may be used any other account of the same Branch (ONLY acct. of the same branch). This is used
when the separate cash registers to the same Branch can exchange money and the counting and control occurs in
Branch level. Even when each cash register of the branch is separately monitored, the expense may be entered from
one work position but the payment to occur with cash of another Cash register. Here, we enable the payment from
the actual Cash register, without a cash transfer through a particular document to be necessary.
There is no constraint. When we may need this? While the expenditure registration logically is made from document
series of each branch (for correct statistics and cost control at branch level), but the actual payment may be obtained
from the headquarters. In that case, the main cash register must defined as payment account to expense documents
of other branches, thus we release here the cash account selection to the user, in order to get correct cash balances,
without unnecessary cash transfers.
The same functionality is available for the FORECAST account that is used in transactions on credit. This influences the
way obligations will appear (outstanding expenses) per branch.

124/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

EXPENSES

How do we see the results of issuing Expenses?

View

Content

1. Expenses Documents

List of all expenses documents.

2. Trial balance of items-

Statements of accounting format with the expenses credit/debit of the selected period

expenses

and progressive totals (with drill down to the detailed entries, available to Account
statement reports too).

3. Purchases & Expenses


Journal per VAT rate

Auxiliary Journal for reconciliation VAT Inflows, where for each VAT rate, Net and VAT
values reported per Accounting category eg. Goods, Expenses, Products, Fixed assets etc.

4. Creditors Trial balance

Accounting format balance and similar statement, with the detailed entries.

5. Purchases and Expenses

Cube analysis per branch, where all horizontal dimensions are also available.

per branch

As much, the horizontal dimensions as the PERIOD can be moved to the cube dimensions.
The Stock and Fixed Assets purchases data may be removed from the layout (through the
data option).

125/454

EXPENSES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

SERVICES INVOICE
Appropriate document type: XPI (Invoice)
Technically, the only difference from the Debit Note (XPD) is that it updates the State Reporting. It may contain cash
payment or not.
An example of the accounting entry generated when the invoice in on credit:

An example of the accounting entry generated when the invoice is in cash:

SERVICES CREDIT NOTE


It is issued in cases of mistaken debit from the companys creditors. It may contain cash receipt or not.
1) When there is money return at the same time and we do not want the Creditor to be updated:
Appropriate document type: CNC (Credit note with payment)
2) When we want the Creditor to be updated, even if paid at the same time:
Appropriate document type: XPS (Credit note for expenses)

Expense & VAT (credit)


Cash (debit)
Creditor (debit)
Expense & VAT (credit)
Creditor (credit)
Cash (debit)

An example of the accounting entry generated:

If it is a receipt (does not update the State Reporting), we use the XPE document (Expense Credit Note (receipt))
If we want posted with negative values (just like a cancelling document), must use the document type:
Appropriate document type: XPC (Credit note)
An example of the accounting entry generated:

If it is a receipt (does not update the State Reporting), we use the XPR document (Credit note for expenses (reversal))

126/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

EXPENSES

SELF-DISPENSES
Such a dispense transaction occurs in cases where the materials (inventory items) are consumed from the enterprise
itself. The recipient is an employee or a department of the company.
Appropriate document type: SDN (Self-dispense Note)

Data concerning the transfer (WH, Shipping method etc) can be entered to the Transfer data sub-page. It updates
inventory quantity and cost of grants and at the same time the expenses (in accounting). It does not participate to
Revenues reports or Expenses reports, but just to the Stock Book reports.

In Accounting, it equally updates revenues and expenses.


During the stock valuation process, if in the end it has been calculated a different cost from the one defined to this
transaction, cost correction entries are generated (reverse of self-dispenses estimated cost and registration of the
finalized cost, after stock valuation).
When such a transfer cancelled or a mistake occurred or the item returned to Stock for any reason, the following
document must issued, which makes exact the same entries of a reversed sign:
Appropriate document type: SDR (Self-dispense Return Note)
In cases where the recipient is customer, see the documents and the workflows used to the related chapter concerning
free grant (sale).
Self-dispense customization information

If the VAT of the self-dispense will be calculated or not (on the cost value), it is determined at document type
through the activation of the Calculate VAT setting:

If a Delivery Note is issued, the same prefix with all other Delivery Notes, can be defined to the document (common
numbering):

127/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

EXPENSES

RENTALS
The rental payment entries issued into the system either by a simple debit note and then, separately the payment receipt
or, at the time of payment, through a single document.
The documents that are used are these of the Receipts or Services invoices (XPI, BXP etc.) described at the previous
chapter.
Rentals customization information

We recommend to create:
1) The owners of the properties rent, as Creditors.
2) The rental expenses to the expenses file either as one or separate codes per property.
As far as the rental stamp duty is concerned:
1) It must be opened as a special account of tax type which is depending on item and is a Stand alone line
2) To the expenses document types, this account must be added the Charges/Withholding sub-page
3) The account must be incorporated to a special accounts group of tax type
4) The group must be defined to the items-expenses Rent to the Special taxes group field.

CARS EXPENSES
Appropriate document type: (Expense Invoice (for transportation means))
This document differs to the other used for the expenses, only as to the layout:

Transportation means customization

The transportation means must opened to the vehicles table (Customization/Transaction parameters). To the related
fixed asset (if it is monitored to a fixed asset) the vehicle can be filled to the homonymous field of the fixed asset register.
Relative Reporting

By completing the vehicle to the expenses lines, we can have a full cost overview at any time (insurance, service etc) from the
Fixed assets/Information/Vehicle expenses choice:

The actual expense column shows the net value except if it is about a non-deductible expense (e.g. leasing) so it shows the total
value.

128/454

EXPENSES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FREELANCERS PAYMENTS
R E CE I V I N G S E R V I C E S
For register an Invoice issued by a freelancer, we usually use the XPI, XPD or BXP documents.

W I T H HO LD I N GS
These transactions involve some withholding, such as Engineers payments subject to withholding tax of 20%
(implemented as a "withholding on the payment value). The relevant customization should be:
1.

Opening of Special accounts depending on trade account

2.

Opening of related group of special accounts of type withholding

3.

Definition of the withholding group to the Creditors (freelancers) register

4.

Definition of the special accounts to the expenses documents types to the Charges/Withholding sub-page.

C ER TIF I C A TES F O R S ERV IC ES PRO V I D ED


From the Accounts payable reports, these Certificates are automatically issued, for any legal use.

The report printing occurs through mail-merge for the selected trade accounts after a template word text is selected.
The report uses two company parameters (to the Self-employed persons certificates parameters category):

1.

st

To the 1 parameter it is entered a (comma separated) list of profession codes concerning the certifications issue
and

2.

To the 2

nd

parameter is entered a (comma separated) list with ledger accounts mask which is updated by the

SPECIAL accounts that will participate to the report calculation (it is required that the GL code field to the
related special accounts screen, is completed). This is required in order the particular amounts only (and not any
transactions related to the trade account), to be taken into account.
Instruction,: When we want e.g. a particular withholding type that it is referred to a particular Civil Service, we just have
to complete the special accounts criterion. The same handling needed, when we only want particular creditors. Both
special accounts and trade accounts are available criteria to the filter.

129/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

EXPENSES

EXPENSES WITH COMPANYS CREDIT CARD


The expenses documents paid through companys credit cards, given to the Accounting department by the cards users.
In order to have a full monitoring and control of these expenses:
1) For each card, it must be opened a Liquidity Account to the name of the Beneficiary.
2) The expenses registration must be in cash with the usual documents (XPI, XPD or BXP) which are used for the
other expenses cases. There must be defined the payment liquidity account that corresponds to the card user.

You may open special payment methods, with the particular liquidity accounts being ready and just select the corresponding
payment method (of the cards user) to the header.

3) The payment of the card account will be inserted through the BCT (Cash deposit) document for the deposit of the
amount due, from the Cash register or a Bank account to the Card account. To the header we insert the Liquidity
account FROM which we pay and to the document line the Liquidity account of the card that we pay.

This entry will close the Cards liquidity account statement:

4) The deposit of any additional Bank charges will be issued through a expenses document in cash, to the creditor
Bank (e.g. BXP), where liquidity accounts of companys cards, are not involved. Into this, the additional charge will
be inserted as an expense.
5) When we want to monitor a credit limit to these companys cards, we could define it through CLC document
(Corrective entry for liquidity account (Credit)) at the beginning of each year, so it would appear to the Credit
column (in Balances & Statements) and cancel it at the end of each year.

To the document type, it will NOT


be defined an accounting journal,
in order posting of the document
not to occur since it will just
consist an internal control entry.

130/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

EXPENSES

In this case, to the Liquidity Accounts statements, to the credit column, we check for any credit limit excess. The
balance of these accounts after each payment will not become zero, but equal to the credit limit.

BANKING INTEREST EXPENSES


Appropriate document type: BXP (Expenses, interests and other bank payments)

The result of this entry will be the update of Cash (credit) and the Expense (debit).
Bank interest expenses customization

1) The banks must be opened as creditors.


2) The charges from interests must be opened as Items-Expenses.

131/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

EXPENSES

PAYROLL
O B LI G A TI O NS TO T HE E MP LO YE E S
Appropriate document type: XPD (Debit Note)
We use a creditor Wages and Salaries (Obligations to the employees) which has been opened for general use,
for anything related to the companys employees.
To the expenses, we open the related accounts of fees and contributions (with zero VAT.). To the expenses lines
we insert all the debit amounts to these accounts.
To the special accounts, we open (Stand alone) withholding accounts (insurance funds, tax payments in
advance etc.) and we connect these to the document types, in order to be selectable. We select them to the special
accounts lines and we type all the credit amounts.
When the document is posted, it is produced a payroll entry for the period whereas at the same time the creditor
(to the creditors sub-system) shows the amount is due and the expenses sub-system has been updated with the
Payroll expenses of the period.

P A YR O L L P A Y ME N T
Appropriate document type: CPS (Cash payment (to suppliers))
When we deposit the payroll, we use the same creditor Wages and Salaries payable and to the lines, the Cash
register or the Bank account from where the payments occur, and as amount, this creditors balance.
The result will be a debit to the creditor (balanced) and a credit to the Liquidity Account (Cash or Bank).

P A YR O L L AD V AN C E P A Y ME N T
Appropriate document type: CPS (Cash payment (to suppliers))
If an employee asks for an advance payment, we issue this receipt, where we use the general creditor (Wages and
Salaries payable) to the header, and the Cash account (branch cash register) to the lines.
We may open the employees using a horizontal dimension (dimension 1 or 2) and to select the particular one to the
header (sub-page Administration). Since the Payroll is inserted in summary, the update of the cost center with the
amount of the advanced payment, will not give to not authorized users the information of the salary per employee,
but just of the advanced payments.
132/454

EXPENSES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

C L E A R AN C E O F P A Y R O L L AD V A N CE D P A YM E N T S
After the Payroll entry of the period is registered with the total of the salaries due, and before the payment, we insert
virtual cash return to the cash register from each employee that received an advanced payment:
Appropriate document type: CRS

(Cash receipt (from creditor))

Appropriate transition: 203. CPS => CRS (Cash Receipt from Cash Payment)
The general creditor Wages and Salaries payable is used again.
After that, the payment occurs for the total payroll amount, whereas to the detailed report that we prepare with
the deposited amounts per employee (usually for send to the bank) we exclude the amounts of these returns from
their salary. We can view the advanced payments from the general creditors (Wages & Salaries payable)
statement, by grouping per cost center (e.g. Dimension 1).

EXPENSES ADVANCED PAYMENTS & CLEARANCE


In this case, we advance money to an employee for a trip, for example, and then, based on the expenses list provided by
him a clearance process occurs: either he refunds the remaining amount if he has spent less or the Accounting pays the
difference, if he has spent more.

E XP E N S E S AD V A N CE P A Y ME N T
Appropriate document type: CPS (Cash Payment)
The employee (e.g. a salesperson) will be opened as a creditor that must used at the receipts header. At the
documents lines, we use the cash liquidity account of the particular Branch and we enter the amount paid. To the
creditors statement, is created a debit (negative) balance.

R E CE I P T O F EX PE NS E S D O CU ME N TS
When the employee brings the documents (invoices or debit notes), these will normally inserted into the system
with XPI or XPD document types (caution! without payment). The result will be a new credit to occur for each of
the creditors, i.e. they will obtain a credit balance.

C L EA R AN C E
In order the clearance to be feasible, these obligations must be transferred to the employee that had paid these).
Appropriate document type: TOC (Account credit balance offsets)
The creditor-employee is defined to the header and the suppliers or the creditors with the amounts of the received
invoices, to the lines. The result will be the balancing of the various creditors of the expenses and the CreditorEmployee to present a balance through the following transactions:
Debit due to advanced payment (MINUS)
Credit due to expenses (PLUS)
The balance remaining represents the amount of CLEARANCE.
1) If the amount of the advanced payment is greater (debit balance), it will occur a money return from the
employee to the Cash register through the CRS document whereas
2) If the amount of the advanced payment is smaller (credit balance), it will occur an extra money deposit to the
employee through the CPS document.
The creditor-employee register will balance then (will become null for the Date of clearance).

133/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

EXPENSES

EXPENSES PER COST CENTER


The expenses allocation processes to Cost Centers through Cost Accounting Ledger (using allocation sheets and
allocation rules to draw up corporate results) are described to the related chapter, to the Accounting Tasks unit.
If Cost Accounting is not in use, the systems horizontal dimensions could be used in a way that expense transactions would
split into cost centers (represented by one dimension or a combination of dimensions) and then, review results through
views, cubes, BITs and reports of Expenses sub-ledger or General Ledger, the majority of which is available BY dimension.

A L LO C A TI O N T HR O U G H R U L E S AS S I GN E D TO E X PE NS E S
The allocation (to companys dimensions) profiles defined through Tools/Customization/Organization
parameters/Business dimensions/Allocation profiles:

An allocation profile contains:


Conditions. They consist by a validity date range and a set of values of systems horizontal dimensions. During applying
the profile, the condition must be checked by the system and if only fulfilled, the default allocation will be generated.
Allocations. An allocation is a set of lines for each condition that contain WEIGHTS or PERCENTAGES (to be applied to
the expenses amounts, during issuing documents) and a set of values of dimensions that represent COST CENTERS. If
number selected as a weight type, instead of % percentage (like at the above example where the number of
employees is the allocation criterion), these numbers will be converted to % percentages (weighted as to their sum)
during actual allocation.
To define a dynamic allocation rule, can create a view (into the folder Variable Allocation Views->
ESGLAllocationDynamic) for example Revenues per business unit, and declare it to the Dynamic allocation view
column of the conditions part of this dialog (making it visible by add/remove columns functionality):

Into this view, the columns must have predefined names: Dimensions as Project, Business Unit, Activity, Dimension1,
Dimension2, Site, Date period for compare to the date of source transaction as DateRange and Numeric column that
gives the allocation ratio as Weight.
If a dynamic allocation view defined, allocation lines not allowed.

134/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

EXPENSES

The allocation profiles may be assigned to the expenses, as a default.

Finally, to the Items control profile (that the expense belongs) must define c
compulsory allocation in order to
requiring the user to define or check the allocation:

During issuing an expense receipt, the allocation will be generated automatically:


1. On demand (using the command allocation to cost centers from the vertical toolbar to the expenses part)
2. During saving document, if an allocation profile found to each expense included (otherwise, storing will fail)

Into the allocation dialog, the user might edit the allocation, add or delete lines, change dimensions, amounts or
percentages. To the bottom part there calculated the totals in amount and percentage, as well as the remaining
amounts for allocation. Cannot exit with an accept, without a 100% allocation of the line amount.

135/454

EXPENSES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

What will happen after posting the document is that, every transaction generated from lines to the Expense subledger and to the Accounting, will have as source these allocation lines, so a document with ONE line, will be
illustrated with MANY transactions as to the updates (provided that defined more than one cost centers).
If exiting this dialog, the allocation degenerated into ONE line of 100% (surcharge only ONE cost center), then, the
dimensions will just be transferred to the parent line (expense line).

On the other hand, an expense line will ALWAYS have zero values to their dimensions fields, for those dimensions that defined to
the allocations.

To the Transaction/Expenses menu, the process A


Apply cost allocation profiles could run in order to generate
massively any missing allocations. This process needed:
If the allocation profiles configured after registering Expenses
If into the Items control profiles the compulsory allocation setting was deactivated, so documents allowed
to be issued without declared cost centers
If wish to overwrite existing allocations using a specific allocation profile

We can define various criteria for detecting the expenses to be allocated. If we wish to recalculate the allocations must
activate the deletion of existing allocation setting. If to the Use profile field select specific, then, we must declare this
specific profile to the next respective field.

A L LO C A TIO N T HRO U G H TIM E SH EE TS


If some expenses charge the cost centers based on labor hours or on machine hours, then could registered the time
sheets through the following internal notes, that will lead to an allocation rule:
Appropriate document types: INW (Internal Note of work hours recording)
INM (Internal Note of machines hours recording)
These notes displayed from Transactions/Other offset entries/Various internal notes and
entered through the main toolbar option Internal Processes.
For instance, it may be issued for a person (the persons here, opened as creditors, since
in cases of external partners, it is compulsory anyway) the total working hours per
project in detail or summarized per day or month, with tasks (service-items), filling the employment (quantity) column:

136/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

EXPENSES

As much these data per cost center as the corresponding per machine (fixed asset), if needed, will be able to be
used as allocation criteria of not allocated expenses.
From the main menu Transactions/Expenses/Allocation of expenses to cost centers, we take an expenses report with
various criteria.

The actual expense column equals either to the net value (if VAT is deductible) or to the total value (if it is not
deductible).
By selecting (marking) the lines to be allocated, may
select one of the ready automations, which by taking into
consideration the internal notes of hours recording, of the
same time range with the one of the selected to the
expenses list, make allocation of the amount of each line
by converting the employment hours per cost center to
% allocation to these.
Allocation to Cost Centers based on working hours (with replacement)
A dialog appears for the selection of the horizontal dimension (Project, Business Unit, Activity, Dimension 1,
Dimension 2) which represents the cost center for which employment hours have been recorded and for which
must produced the analysis of the selected expenses. By pressing Accept to this dialog, each original expense
line will be replaced from as many lines are needed in order its value to be attributed per cost center. To use this
automation, the login user must belong to user group for cost allocation to CC defined to the company
parameters.
Example
1)

In Activity dimension we open the ADMINISTRATION,


SUPPORT, DISTRIBUTION and SALES departments

2)

To the particular month, we insert the working hours per


activity for employees of each department, occupied to
activities, through an Internal Note, using an item-expense for each line (which ignored to the process):

137/454

EXPENSES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Based on these data per department, some ALLOCATION PERCENTAGES occur:


Cost Center
D1
D2
D3
D4

Administration
Sales
Distributions
Support

Persons
9
8
13
20

Calculation
( 9/50)*100
( 8/50)*100
(13/50)*100
(20/50)*100

% Percentage
18
16
26
40

In the same month, suppose we want the Marketing expenses, to be allocated based on this allocation.
3)

To the expenses list, we select the particular marketing invoice


of the month and, at the automation dialog (appeared through
selection from Automations menu), activate the allocation
based on business activity option.

4)

This invoice with an expense WITHOUT VALUE to the Activity

has been modified from this procedure by obtaining 4 lines (instead of one) with the particular
allocation into activities:

This allocation is feasible if only the expenses documents does not correspond to finalized Ledger Entries.

After the allocation is completed, the allocated expense lines are NOT displayed anymore to this list for cost centers allocation. If
the process needs to be repeated, the field allocated line of the related expenses lines, will need to be disabled (value=NO). You
can use the functionality of global modification through a DOCUMENT LINES view or through the Expenses list by selecting
lines from the 2

nd

level (lines).

Allocation to Cost Centers based on machine hours (with replacement)


The process is exactly the same with the one based on working hours, but by using the internal notes of machines
hours recording (INM).
Allocation to Cost Centers based on working hours (with reversal)
When the expenses have participated to reports that is not feasible (or desired) to be altered , the cost centers update
process can achieved through reversal of initial transactions and creation of new with cost centers allocation. This
automation produces new documents (ANW - Expenses allocation based on work hours) that implement these updates.
Start with the list of expenses to be allocated to cost centers, select the lines and then, choose this allocation
process from the automations menu. In the appearing dialog, some new options are available:

138/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

EXPENSES

the date and the document series for generate the new document
besides all the other horizontal dimensions, the branch is also
available for re-allocation of expenses (during replacement of
expense-lines in the original documents, the branch cannot be altered, it
is always the branch of issuing from document series)
For internal control and reconciliation purposes, the issuing date must belong to the same
month with the initial transactions (e.g. end of month). Even if the information is NOT
posted to Accounting, it will be difficult (if not impossible) to obtain any control, if these
re-allocations issued to a next month.

In this scenario, the initial Expenses documents are not influenced. In the new documents, the reverse lines are
reversing all the update results of the initial lines (to the NULL or WRONG cost center) and update the new cost
centers from the beginning, using the data occur from the recorded hours, through the standard lines.

In this example, the ACTIVITY is selected as ALLOCATION dimension, and reported totally 40 hours to Production
activity, 24 hours to the Services activity and 16 hours to Administration activity (through various INW to
various dates of the month, by various persons). These hours are producing for the 3 activities a distribution 50%30%-20%, thus, the automation generated the ANW document with CANCELLATION of the initial entry with the
NULL activity (5,000.00) and insertion of NEW entries with ALLOCATION to the 3 activities (2,500.00 - 50%,
1,500.00 - 30% and 1,000.00 - 20% respectively).
By executing the Expenses to be allocated again, these expenses will NOT be anymore included to the list, and
original expenses lines which have been allocated, are not modified or deleted. Only if the allocation documents
deleted, the process can be repeated or the initial lines (unlocked anymore) to be altered.
The re-allocation documents ANW displayed to the Expenses corrective documents list, through the
Transactions/Expenses menu.
Allocation to Cost Centers based on machine Hours (with reversal)
The process is exactly the same with the previous one, based on working hours but in this case, are used the Internal
Notes of machine hours recording. In this case, the generated documents belong to different type (ANM - Expenses
allocation based on machines hours).

139/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

EXPENSES

Information for customizing the Expenses allocation through timesheets

1) The documents types used to these processes defined to general parameters:

2) To allocation processes which REVERSE the initial transaction, we can post the produced documents also to
Accounting, (by updating the Accounting Journal to the ANW, ANM document types), in order the per dimension
reports (between Accounting and Expenses sub-system) to give the same results. In this case, the generated entries,
are negative for the reversed entries and positive for the new entries. Especially for the expenses with not deductible
VAT, the VAT amount is ALSO transferred and allocated. The accounting groups used for posting are:
ES.0.EX.1001

Expenses Acc/nt (Cost determination)

ES.0.EX.1002

Expenses Acc/nt Contra (Cost determination)

ES.0.VT.1006

Acc/nt of VAT Expenses not deductible (Cost determination)

ES.0.VT.1007

Acc/nt of VAT Expenses not deductible Contra (Cost determination).

3) The work or machine hours recording, can be also achieved with any other way (through a custom D.B. table,
through a project task implemented to CRM etc.), provided that the automations would properly changed in
order to search the hours (or any other criterion) from the correct SOURCE.
4) By using the Internal Notes of work hour recording INW and INM, you can properly update the views of dynamic
allocations used in expenses allocation profiles or in cost center accounts allocation profiles (where the criteria
are not statically described to the allocation models, but are dynamically occur through definable views).

140/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COSTING of Imports

COSTING OF IMPORTS
Through this system can monitored all the processes of goods import to the Warehouse, consisting from STAGES during
which the cost of imports gradually formed. This means that, when an import case does not actually completed with a
Goods Receipt and an Invoice from Supplier, but there are mediators who charge additional costs or if there is a customs
procedure etc. then, the cost determination process is necessary, as it will properly allocate (using various rules) all
the additional costs to the imported goods.
For each Import, a Costing folder is created. The two main concepts of a Costing folder are:
1) Costing units. They are the imported goods of purchases documents (FNV or FIV) with the initial supplier cost
(invoiced amount). They are the units on which the various additional costs should be allocated.
2) Cost elements. They are the additional costs (fare, insurance costs, customs and taxes) that will charge the imported
goods (costing units).

Especially, as far as the Imports from Abroad are concerned, there are two exchange rates used to the documents:
Exchange rate. The bank exchange rate on the day of items arrival, based on which values conversion is enhanced
(for official books update).
VAT exchange rate. The VAT exchange rate to intercommunity transactions is used for values calculation for
Intrastat statement. In other cases (imports from third countries) this rate is identical to the Banks exchange rate.
In the following, two other concepts are used, associated with Imports from abroad:
Converted value. The original invoiced amount converted in base currency, using VAT exchange rate.
Statistical value. The converted value plus the additional costs up to the borders.

141/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COSTING of Imports

ORDER FROM ABROAD & IMPORT FOLDER


For each import case, must create a new Imports Folder (Entries/Purchases-Imports/Import Folders).

Folder type

We select the appropriate type from the suggested list. The type defines a number of important
information concerning cost determination and cost posting to Accounting. Thus, depending if
the import occurs through the process
of a separate invoice (FIV) and receipt
note or through a single element (FNV),
as well as if it concerns intercommunity
import or import from third countries, we select the corresponding type.

Branch-W.H.
Miscellaneous data

We select the Branch or W.H that the Import will occur.


In this sub-page, can be entered the General Ledger accounts, used by posting process.
The temporary ledger
account Orders from
abroad must NOT
necessarily be unique
for each import, since
this sub-ledger (Import
Folders) is activated and monitors the detail folders. It could be ONE summarized single account.
If to the folder type, a closing account is defined, it will be suggested to these 3 fields.

Informative data

We may add comments, attachments etc. to the folder through the related sub-pages.

By inserting the order to the supplier, we can fill the import folder to the Administration sub-page of the Order
document.

The result will be that as much the Order as all the other documents that will follow e.g. Goods Receipt Note,
Remittances to Supplier etc. will appear to the Documents folder sub-page:

142/454

COSTING of Imports

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PURCHASE INVOICE FROM A FOREIGN FIRM


To the documents containing costing units (FIV or FNV invoices), it must be defined the Folder, to the homonymous
header field, as well as all the information concerning values calculation (Currency, Exchange rate, VAT exchange rate).
The items are displayed to the Cost units page of the folder.

To these Invoice forms, the sub-pages of the usual Purchases documents have different layout in order to appear to
st

the 1 sub-page, all data fields which participate to the related reports and calculations e.g. Exchange rates, Folder,
Delivery terms and Trade nature.
The buttons to the bottom part of the screen lead to some of the most frequently used functionalities:
Full supplier data, which leads to the supplier data administration screen
Financial data of the supplier, which leads to a dialog of summary financial data (plafond, balance etc.)
Supplier Detailed entries, which leads to the supplier statement report, with all his transactions.
Accounting entries, which leads to the related ledger entry (if the document is already posted)
Invoice history log, which leads to chart illustration of documents progress (related documents).
The result of posting this Invoice to Accounting is the following:
Entry
General
Ledger

Account
Supplier
Current assets orders (Folder account)

Accounting Group
ES.1.TA.0001
ES.1.CF.0002

Amount
Total value
Total value

Debit

Credit

In case of charging additional expenses by the supplier (in the same invoice), which are allocated to the goods received
as additional cost, we can use one of the following methods of issuing:
1) Either with a charge special account e.g. CF-TRS
2) Either with an expense generic item (to the corresponding lines sub-page). In this case, in order it to be allocated
to the items and to influence their final cost, the expense item must belong to the appropriate cost element type,
that describes the cost allocation method, as explained at the end of this chapter.
The VAT exchange rate. (which is differentiated from the Bank exchange rate only in the case of Imports from the EU) is
recommended depending on the VAT Exchange rates Table, defined to the Bank Exchange Rates Table which is further defined to all
documents types and based on which, the Exchange rate is suggested to all of the same currency, transactions. The tables are
defined to the Parameterization and the Daily Exchange Rates are imported through Internet from a special time-schedjuled task
(Periodic processes/Currency exchange rates).
143/454

COSTING of Imports

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Besides the General Ledger update, the result of this Invoice entry is the update of suppliers statement and of our
obligations to him.
The warehouse is not updated (by value). This will occur during the (temporary or definitive) closing process of the
Costing (Imports) Folder, that will be later examined.

GOODS RECEPTION
The receipt of the imported items when the Import procedures are completed and the Invoice is ALREADY received
and registered to the system, thus will need to be inserted through a transition:
Appropriate document type: PLN (Goods receipt Note)
Appropriate transition: 110. FIV => PLN (Goods receipt Note from Invoice by a Foreign Firm)
The Goods Receipt Note appears to the documents sub-page of the Import Folder.
DO NOT reverse the documents actual order, trying to fit to the usual process of Domestic Purchases, as in some cases
(e.g. Fixed assets Import from Abroad) can create problems or the need for additional documents customization (beyond
the ready-system customization).

ISSUING OF IMPORTS EXPENSES


The expenses documents (XPI) which put additional value to the Import, are issued in the same way as all the other
expenses cases, and the only difference is that the Import Folder must be defined to the document header (to the
Administration sub-page). This information will be used as much to the document posting as to the Cost
determination process.
The Folder is transferred to the expenses lines and can be differentiated per line, for cases of common expense invoices
for many Folders:

Thus, a line of an expenses invoice can surcharge one import folder and another line another folder.
The expenses concerning each import, are displayed to the Cost data page of each folder.

The accounting result of issuing an Expenses Invoice referred to Import Folder/s is:
Entry
General
Ledger

Account
Creditor/Supplier
Current assets orders (Folder account)
VAT of Import Folder Expenses

Accounting group
ES.1.TA.0001
ES.1.CF.0001
ES.1.VT.1007

Amount
Total Value
Net Value
VAT value

Debit

Credit

Especially in case of Imports from Third Countries (outside EU), the Invoice of the agent and Customs declaration, must
be registered:

144/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COSTING of Imports

Appropriate document type: CUD (Custom declaration from Third Countries)

This document has special layout in order to enable (make easier) the entry of various value types (Statistic value,
taxes, other custom expenses etc.) of goods customs clearance.
The Creditor in this document is usually the Customs clearer
The Folder must be defined to Administration sub-page.
To the Custom Declaration are reported the total Statistical value and the VAT of this value paid to the Customs
Office by the agent. Independently of any other calculations that may have occurred (by the folders processes) for
costs defining, these values must be typed INTO THIS document, in order Accounting as well as our Obligations, to
be properly updated. Use the appropriate item-expense for the Statistical value of the related VAT ratio (default
items CF* -> Statistical value of imported %).
If there are ALREADY issued Expenses Invoices that concern the Statistical value (participating to this value), BEFORE the
Custom clearance entry, you must execute the Calculate Distributions task from the
Folder Actions.
During the Statistical Value typing, is automatically achieved the calculation of the
Statistical value difference in order, only this value, to be allocated as an
additional cost to the imported goods. This value is the difference between the
calculated Statistical Value of the folder (which has been configured from the various Invoices) and the Statistical Value
referred to the Custom Declaration of the customs office (defined exclusively at this point, in the CUD document).
To the SAME document, are reported the taxes and other customs expenses. For these expenses, (expenses list of
customs clearer) of which the original data are attached, there are 2 cases, since paid to the agent (customs clearer):
1.

To not concern the summarized State Reporting, thus, are inserted into the SAME document (CUD) without the
information of each contracting partner, and then our obligation will ONLY concern the customs clearer (of the
header) for the total expenses.

2.

To concern the summarized State Reporting, thus, the expenses must be inserted with the usual expenses
documents (XPI, BXP). In this case, an offset entry of the obligation TRANSFER from the other creditors to the
customs clearer, must be inserted (TOC Account credit balance offsets).

145/454

COSTING of Imports

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

The accounting illustration of the Custom declaration document, is the following:


Entry

Account

Accounting group

Amount

General
Ledger

Creditor/Supplier

ES.1.TA.0001

Total Value

Third Countries Expenses

ES.1.CF.1002

Expenses net value

Expenses VAT of Import Folder

ES.0.VT.0004

VAT value

Current assets orders (Folder)

ES.1.CF.0001

Net value

VAT Account of Customs declaration (Third ES.1.VT.1008


Countries Folder)

VAT value

Account of Statistical Value Difference

ES.1.CF.1001

Statistical value difference

Account of Third Countries Expenses

ES.1.CF.1002

Statistical value difference

Informative
accounts

Arrivals Account (Customs clearance Value) ES.0.CV.0003

Statistical value

Arrivals Account (Customs clearance


Value)-Reverse

Statistical value

ES.0.CV.0004

Debit

Credit

Especially for the posting of Customs clearance VAT value, it is used a different accounting group and a different VAT account (i.e.
54.00.20*) usually used, instead of Expenses VAT Account (54.00.29*).

The resulting statistical value difference, debits the Purchases account e.g. 20.01.00.0019 and credits the Expenses from Third
Countries Imports account e.g. 20.05*. In this way the Difference issue is resolved, in order the folder account (32) to be
balanced at the end, whereas the Purchases from Abroad account reconciliation (20.02) remains feasible.

146/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COSTING of Imports

COSTING PROCEDURE
Since the Suppliers Invoice and the various Expenses documents have been connected to the Folder, the Cost
determination process (the final cost determination of the imported goods through expenses allocation), is
accomplished through folder closing. This process produces costing entries for the Inventory update. Before closing, the
Inventory is NOT updated with the (initial) cost of the invoice from abroad.
There are two closing types (Temporary and Final), each of which can be cancelled and re-executed, in cases where
parameterization has changed (the expenses allocation method) or if we received an additional expense document or if a
mistake occurred. The difference between the Temporary and the Final closing is only the capability of using a different
Purchases account (forecasted Purchases e.g. 2?.99*) instead of the standard accounts (2?.00*) and also the fact that
through the Final Closing, the folder status becomes closed so, it is not allowed to
connect new expenses to the folder. The activation of the closing process is
achieved through the Actions folder menu. The result of the process is:
1) Creation of Import Costing document which is presented to the Documents
sub-page and to the Imports costing documents list for all folders through
main menu (Entries/Purchases-Imports). This document creates a cost entry to
the Inventory Records, which allows the execution of the Stock valuation
process, providing correct results.
2) Creation of cost elements analysis to the imported goods, which displayed on
2

nd

level, under each item line (per %VAT) to the Cost units folder sub-page.

3) Update of the Costing folder sub-page, which displays an estimation of Sales Prices re-adjustment based on
the new definitive cost of each imported item.

The closing process creates two (2) Accounting entries, one (1) to the accounts of the General Ledger Chart and one (1)
to the accounts of Informative Chart of Accounts, depending on the Folders Types configuration (see. Unit with
parameterization information).
The accounting ledger entries can differentiate, depending of the origin country (European Union or Third Countries).

147/454

COSTING of Imports

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

For an Intra-Community import, the entries are as follows:


Entry

Account

Accounting group

Amount

ES.4.CF.0010

Total Value

ES.4.CF.0001

Converted invoiced value

ES.4.CF.1000

Additional cost

General Ledger Statistic purchases VAT


- Statistic VAT Statistic purchases Debt VAT

ES.4.CF.0001

VAT value

ES.4.CF.0002

VAT value

Informative
accounts

Intra-community goods acquisitions VAT


exempted

ES.0.CV.0001

*Statistical or Converted
invoiced value

Intra-community goods acquisitions VAT


exempted - reverse account

ES.0.CV.0002

* Statistical or Converted
invoiced value

General Ledger Current assets orders (Folder)


- Purchases
Intra-community acquisitions
Expenses of Intra-community acquisitions

Debit

Credit

*the type of values monitored to the Informative accounts, depends on the folder type customization.

For an Import from Third Countries, the entries are as follows:


Entry

Account

Accounting group

Amount

ES.4.CF.0010

Total Value

ES.4.CF.0001

Converted invoiced value

Various Expenses of acquisitions

ES.4.CF.1000

Additional cost

Arrivals Account (Converted invoiced


value)

ES.0.CV.0001

Converted invoiced value

Arrivals Account (Converted invoiced


value) Reverse

ES.0.CV.0002

Converted invoiced value

General Ledger Current assets orders (Folder)


- Purchases
Acquisitions from Third countries
Informative
accounts

Arrivals Account (Detailed expenses values) ES.0.CV.0007

Expenses value

Arrivals Account (Detailed expenses values) ES.0.CV.0008


Reverse

Expenses value

Debit

Credit

148/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COSTING of Imports

Costing Folder configuration info

1) Folder type
Each import folder belongs to a T
TYPE. The type is a required customization element which describes the way of
update of Inventory and Accounting, by the Folder Costing.

Units type For cost


determination

The available options are Purchases-Sales-Transits-Production, in case of the imports, we

Costing units
document type

It is a single document type which will contain the imported items (displayed to the Cost

select Purchases.
units sub-page of the costing folder). The documents used are FIV (Purchase invoice) or
FNV (Purchase invoice Goods Receipt note).

Category

Here, is defined the folder type (Third countries etc.). During issuing, a check is
accomplished based on this field, in order the user not to be able to select a non
compatible to the supplier folder (based on the VAT Regime suppliers field).

Closing account

If a Ledger account is completed, then, this value is suggested to the 3 accounts fields of
the folder, during create folders of this type.

Accounting category

Here, through accounting segments, we define the accounts to be used, depending on the
type of import. The default parameterization contains the required accounting categories
corresponding to the default Chart of Accounts.

Statistical VAT update

Through these settings decided WHEN and IF the VAT of statistical value will be updated
To the THIRD COUNTRIES folders (see. category field ), these fields are not
accessible, since the update occurs by the Customs Declaration (the concept of
Statistic VAT debit/credit does not exists, the VAT of the Statistic Value is always
updated from the Customs declaration).
To INTRACOMMUNITY folders (see. category field), if NONE of these 2 fields is
activated (final or temporary closing), then, the statistic VAT update, is always occur
through the primary cost documents (FIV, FNV Invoices, XPI, XPD Expenses).

Update Informative
accounts

WHEN ?
It can be defined, either to the final or temporary closing or to both. If you do not activate any
of these 2, then, the primary documents (FIV or CUD, XPI etc.) will create off-balance sheet
entries depending on the next field value and provided that, the Informative accounts
Journal in not null, otherwise, no entry will be created to these accounts.
149/454

COSTING of Imports

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

WITH WHAT VALUE?


1.

If NO is defined, it will not occur any entries to this chart of accounts.

2.

If STATISTIC VALUE is defined, the update is achieved through all items and expenses
entries participating to the Statistic value (it is the only correct setting when update
during closing has not been selected to a Third countries folder, as the customs
declaration has the Statistic value).

3.

If CONVERTED INVOICED VALUE is defined, the update occurs from the invoiced
amount based on the VAT exchange rate (concerns the intra-community acquisitions).

Informative accounts
Journal
Transition Rules

In order the update to be accomplished, a check is preceded if the Journal field has been
filled. If not, the application does NOT create entries to the Informative accounts.
These are the transitions being executed during the final or temporary closing. The
necessary transition rules are contained to the default parameterization and produce the
following documents (depending the type of closing):

With detailed costs

IFC

Imports Costing (used by definitive closing)

ICF

Imports Costing Forecast (used by temporary closing)

IFR

Imports Costing Reversal (used by definitive closing cancel)

ICR

Imports Costing Reversal forecast (used by temporary closing cancel)

During closing, if this field is activated, the expenses are transferred (in detail) to the
closing documents (as reversed lines). In order to use the provided parameterization, this
field, must be selected! The implemented posting method, implies the existence of the
detailed expenses lines to closing documents.

Carry source expenses

During closing, if this field is activated, the initial expenses are transferred to the closing
documents (with the allocated net value and the related VAT, in order to be used in special
customizations and to meet special requirements , when desired).

If you have all cases combinations (Imports from EU and from Third countries AND either through a single document for
Invoice and Goods receipt or other times- through separate documents), then, 4 folder types are needed: two folders for
the intra-community transactions (for FNV & FIV) and two folders for the Third countries transactions, respectively:

Obviously, the above folder properties are functional, only if used from the respective update profiles, otherwise they are just
informative. The current systems configuration uses these properties, but if you have a different customization, you need to
undertake alterations, in order to take advantage of them.

150/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COSTING of Imports

2) Cost element type


Each expense (cost element) which can be connected to a folder, it belongs to a TYPE. The cost element type
describes the way that the expenses (belonging to it), must be allocated to the costing units.
For the cost elements types list, see Customization/Cost Folders. The starting D.B. contains the most frequently used
types with the suggested allocation method:

The cost element type management screen is shown below:

Units type for cost


determination
Distribution type

The existing options are Purchases Transits - Sales and for the case of Imports we select
Purchases, as with the Folder type.
We can either select Based on fields (and complete the distribution criteria to the
Distribute based on fields area or Based on (simple or complex) expressions if the
allocation rule cannot be described by a single field and then, we create the appropriate
expression to the Distribute based on expressions area, using the command button
that appears in this case.

Allocation field

The costing unit field (of the item line) based on which the net value of the cost elements
(expenses connected to this type) will be distributed to them.

151/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Allocation to all the


items

COSTING of Imports

If selected, the additional cost distribution (the expenses net value) will occur to all costing
units (items) based on the distribution field or the expression defined.
If not selected (deactivated), the process will allocate expenses only to items that fulfill the
matching criteria. The fields Cost elements matching field and Costing units
matching field must be entered, in order the allocation to be executed correctly.

Cost elements
matching field &
Costing units
matching field

Through these fields we can define the fields that will be COMPARED between the cost
element (expense) and the costing unit (item) for the distribution to be done. For instance:
a) Import duties with Specific tariff to be allocated to Items with the same tariff
b) Insurance fees against particular contact (entered to user defined field of the item line
AND the expense line).

Affects cost

If selected, the values will surcharge the (additional) cost value of the Costing units. Only
the scenario of the Statistical value difference which occurs in case of Import from Third
country, does NOT concern cost (but ONLY statistic value).

Affects statistical value


Generic Items List

If selected, the values will be summarized to the Statistic value of the Costing units.
Bulk select of the Generic Items Expenses, that we want to integrate to the Cost element
type. Through this definition, the lines of these items will be able to participate to the Cost
determination process. An item may belong to only ONE cost element type. After this
definition, you will see that the cost element type field has been updated to the generic
items-expenses management screen.

The starting DATABASE contains preconfigured cost elements (the generic items-expenses with a IF* code)
belonging to the default cost element types. Please check them before use:

152/454

COSTING of Imports

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COSTING OF DOMESTIC PURCHASES


When various additional costs concerning a purchase from a domestic supplier, are charged from someone else e.g. the
shipper, a 3PL company etc., which issued through SEPARATE INVOICES, we can use the Imports Costing Folder, in order
goods final cost to be calculated, taking into account all these additional expenses (through cost element types and
application of the allocation process).
The functionality is similar to the one of the Import from Abroad.

A folder type is opened for the Domestic Purchases.


Since we receive the Purchase Invoice PIV (or a PNV Purchase Invoice/Goods Receipt Note), the folder can be
opened and the Invoice to be connected.
To the Expenses Invoices, the Folder must be selected as it happens with the expenses, for Imports from Abroad.
With distribution and (or only) folder closing, additional cost items entries are produced and at the same time,
the expenses are reversed into the Expenses sub-system (since transferred to the Inventory cost value).
The differences from a Folder from Abroad are
1) It is NOT used interim folder account,
2) There is no (or sense) Temporary closure and mainly,
3) The Inventory is updated from the beginning by the Suppliers Invoice, whereas all the expenses are added during
cost determination as Purchases corrective (additive) cost entries, as it could be done by a PDV Additional
Purchases Invoice).
In Accounting, the expenses when created, update an Expenses Account and the corresponding Expenses VAT Account
(the use of special items IF* is not required) and, when folder closure occurs, these entries are reversed and transferred to the
Purchases Account and the corresponding Purchases VAT Account.
Entry
General
Ledger

Account

Accounting Group

Amount

Debit

Purchases Account

ES.4.CF.1050

Net Value

Revenues VAT Account

ES.4.CF.1060

VAT value

Expenses Account

ES.0.EX.0001

- (Net value)

Expenses VAT Account

ES.1.VT.1007

- (VAT value)

Credit

153/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COSTING of Imports

Costing Folder for Domestic Purchases Configuration info

1) In folder type, must define the Category field as Domestic purchase and activate the with detailed costs field:

The documents used are:


PCD

Purchase Costing

PCR

Purchase Costing - Reversal

The transition rules used are:


For the case of a discrete Invoice and Goods Receipt Note
486. PIV => PCD
488. PCD => PCL
For the case of single Invoice-Goods Receipt Note
487. PNV => PCD
488. PCD => PCL
2) The expenses that will be used to this process, must be explicitly created and belong to specific purchases cost
element types, in order to achieve the appropriate method of cost distribution.

154/454

COSTING of Imports

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

IMPORT AND CUSTOMS CLEARANCE OF TRANSIT WAREHOUSE


For the temporary storage, must create specific warehouses which operate in the same way as the other regular
warehouses, without any special property (field). The handling of Customs Clearing Reports per Storage Unit (Lot), is not
achieved through the sub-system. Here, it is monitored the costing issue, exclusively.
When moving from such a warehouse to a regular warehouse (paying customs duties and receiving the goods free
from any duty regime) some additional charges are charged and the Transit folder costing must be used in order the
items to be inserted to the regular warehouse carrying their whole cost, with their additional charges.
For these transfers to a regular Warehouse, a specific document type must be used:
Appropriate document type: IDC (Stock transit with charges during export)
The items must be opened twice: One for the transit items and one for the free items. This is necessary as they have
separate cost valuation process. Another method is to define as a branch with independent valuation this customs
Warehouse (temporary storage).

1) Open a folder type of units type Transits, where the IDC will be defined to the document type for costing field.
2) Create cost element types for the clearing customs duties or other expenses that put additional costs. The cost
element types must be filled to the appropriate item-expenses, to the homonymous field.
3) The transit items are imported to the transit warehouse through the Import (from abroad) process, and they take
final acquisition cost, through Imports Costing Folder.
4) Open a Transit Folder for each export occurred through this Warehouse, from the Entries/Warehouse/Transit Folders
menu, and the export will be defined through the IDC document, which displayed at the Stock corrective
st

documents list. To this document header, must define the Folder and the transit Warehouse. In the 1 grid of
items, declare the item codes that are imported to the regular warehouse (free from duty regime) and in the 2

nd

grid, declare the corresponding exported items (transit). The Branch and the WH of the series, are transferred by
default to the exported items.
5) For make the data entry process easier in case of double item codes, may create a relation of each of these items with
the symmetric ones. Connect the items with this relation, and give the code of the relation to the Relation for autogenerate reverse transfers field of the IDC document type
(behavior sub-page).
st

nd

The result will be, by defining an imported item in the 1 grid, the corresponding line to the 2 grid, to be automatically
generated (during save or through the Ctrl-Shift-F9 buttons combination use).
155/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COSTING of Imports

6) To the Expenses documents that we want to be allocated within the Folder, we must define the transit folder code to
the header (to the Administration page) or, alternatively, from the Cost Data sub-page of the Folder, to ask
connection and select the lines of the expenses documents that will be participate to the Cost determination process.
After these actions, the Stock Valuation process will properly correct the cost of the exported items as well as the
acquisition cost of the imported items, after allocation of any additional costs (connected to the folder) executed. The
posting of the Transit documents IDC must occur AFTER the Stock Valuation is completed. The accounting entries
balance to the header account.
If there are expenses which surcharge the items as long as they are under transit regime (before transfer becomes) e.g.
storage fees, insurance fees etc, you must register them to the system, by using the particular inventory items and NOT
the items-expenses. Consequently, it is the Inventory sub-ledger that will be updated and the not the expenses one.
Appropriate document type: PDV (Purchases Debit Note)
You may use a particular document series with the appropriate title.

156/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PAYMENTS

PAYMENTS
In this chapter, will be examined the process of liabilities payments (to creditors, suppliers, employees, shareholders,
social security funds, public organizations) through various methods (remittances, manual or computerized companys
cheques, cheques of our customers or cash), as well as the way of controlling and planning payments. Payments
scenarios based on an approval process by authorized users, will be also examined.
The guidelines and the examples are mainly based on the default product parameterization, as far as the documents are
concerned, the screens layout and the information tools.
In order a payment document to be created, the following ways are available:
Through the Cash/Notes toolbar, where a selection dialog is displayed:

From the Transactions/Cash-Notes menu, where, we select Insert to the displayed scroller:

157/454

PAYMENTS

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CASH PAYMENT
With cash are usually paid
Petty cash. This entry occurs through the expenses documents (BXP - Expenses, interest and other bank
payments) and not as payment receipt.
Advanced payments to employees.
Obligations of small value to creditors.
Appropriate document type: CPS (Cash payment)

Document Type
and Series

These are compulsory fields for document identification. The series is usually set by default,
depending on the user and his access to series. The series defines the company branch from
where the Cash Payment issued.

Date

The login date is set by default to the date field.

Supplier Definition The supplier is detected through various searching methods, based on code or name.
Alternative If we want to define the number of the
document particular purchase or expense document that
is paid (in order to occur an exact automatic
m
matching), we can maximize header
through the

icon and thus, additional fields

becomes available. This field is one of them.


Payment lines To the lines segment, is filled the Cash (L
Liquidity account), through which the payment occurs, as
well as the amount of payment to the Value column. By default, the automatic payment account
of the particular branch is proposed.
How do we see the results of issuing payments?

View
1. Payments documents list

Content
List of payments (to suppliers and creditors) with amount separation to cash-deposits
and notes columns.

2. Cash check statement

Statement of receivables and payments per branch, user and payment method:

3. Receivables - Payables

Similar to the previous information, with the format and the analysis functionality of CUBE.

4. Accounts Payable Trial

The payments are displayed to the Debit of the Trial Balances and the corresponding

Balance

Statements Reports with the detailed entries.


158/454

PAYMENTS

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

REMITTANCES TO SUPPLIERS
Through the bank, occur most of the company payments such as, suppliers payment or advanced payments for
purchases orders, Third parties payments such as telecoms, electricity, rents deposits, payroll deposit etc.
Appropriate document type: CPS (Cash payment)
The functionality and the operations are identical to those of the Cash payment with the only difference that, in payment
lines, used Bank accounts (among liquidity accounts) and not Cash accounts.

The Banks are usually charge the Bank Charges which can be included to the same document, in order the Liquidities and
the Payables sub-ledgers to be properly updated. These charges reduce the total amount of the deposit that will be
transferred to the suppliers register.
Example
Suggesting a fund transfer to Supplier from our Bank account of 5.000,00. The Bank charges 60,72 for the
transfer. We define to the deposit amount 5.060,72 and a Charge of 60,72. In order to define the additional
expenses, we undertake totals area maximize to the bottom form part through the

icon, and in this way the

special accounts list becomes available:

The supplier will be updated with the difference:

The Bank Account will be updated with the actual outflow:

Customization Information

1) There must have been opened autonomous Special Accounts of charge type with the % charge, if known, in order to
be automatically calculated during the (CPS) deposit slip entry.
2) The special accounts must be added in Charges/Withholding sub-page of document type, in order to be selectable.
159/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PAYMENTS

Another method for funds transfer entry, is through a multiple remittances document from a Companys Bank account to
(many) suppliers with a common document for all of them, based on the Bank statement:
Appropriate document type: BSP (Remittances to Suppliers)
Such a document may be automatically generated after the processing of our liabilities to suppliers (and creditors)
through the Payments scheduling process. Alternatively, can be manually issued.

To the header, give the Companys Bank Liquidity account FROM which the deposits will occur and to the lines, give the
particular Beneficiaries and the transferred amounts to each one.
Result of this entry will be the debit of the Trade Accounts and the credit of the Bank Accounts.
In this case, the transfer expenses will be separately entered with an expense document in cash:
Appropriate document type: BXP (Expenses, interest and other bank payments)
1) To the header, we place the
Bank as a creditor
2) To the Payment area (at
the bottom right part of this
form) we enter the Bank
account from which the
expenses were paid.
3) The expenses will be
entered:
Either as special
accounts of tax type or
charge (to the amount
type of the special
account data, it must
have been defined
VALUE and not %)
Or as items-expenses

160/454

PAYMENTS

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PAYMENT WITH COMPANYS CHEQUE


Appropriate document type: NDT (Notes delivery Receipt)
The issue and delivery of the payable notes to suppliers is achieved through the (CPS) document type from the notes subpage or through this special document type (NDT). Alternatively, it could be used the Payments scheduling process, which is
appropriate for a mass handling of liabilities to be paid.

In order to fill the detail data of the cheque, must select the

icon to the lines segment so, it will immediately open a

dialog with the full note data:


Note type
Code

The available types (with the appropriate information for posting) defined to Customization.
In order to be able to issue computerized cheques, a code format in this field with automatic
numbering, is recommended.

Number

The printed cheques number,


useful to identify and to register a
unique entry in Notes Book.
The number is automatically
calculated during save, if, to the
Liquidity account, is been activated
the Calculate cheque number field
and it has been given an
appropriate calculation type to the
Cheque numeration data subpage.

Issue date and


Expiry (due) date

The Issue date is the documents registration date. The expiration (due) date indicates the exact
time of cash outflows (from our Bank Account) and also updates the Notes Expiration list.

Payment Bank

The account proposed is the Liquidity account of Notes issue (as the usual bank account from

account

where we issue cheques) and causes the automatic completion of cheques Issuing Bank (next
field). At payable notes the information is useless, but at receivable notes, the Issuing Bank could
be different from the Bank of actual Payment (clearing).

Computerized

It is automatically activated, when the prerequisites for printing through the system (the process
of print computerized payable cheques) are fulfilled. In a computerized cheque, Bank account
modification, is not allowed.

Nominal Value

Since it is possible for a note to be in a foreign currency, the amount are available in both
currencies as well as the exchange rate. The outstanding value (i.e. the value not paid yet) is
updated (reduced) automatically, through the transactions.

Assignor

To the payable notes, it is not completed, it is our Company. To receivable notes, concerns the
Trade Account from whom we take (receipt) the note.
161/454

PAYMENTS

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Beneficiary
Issuer
Guarantor
Status

The headers trade account is automatically completed.


It may be differentiated from the assignor only to receivable notes.
The possible guarantor existence is defined here, through the Persons file.
The Status 1=Pending (i.e. not paid yet), is displayed as a default, based on customization.

The status that will be obtained by the note is defined to a header field (to the Status sub-page) and
also to the note line (it is a column which can become visible).

Holder/Position

The supplier is automatically placed.

Remarks & User

A number of reasoning fields, comments and of other types, are available for free use depending

defined fields

on the needs.

By returning to the document line, the notes basic data are displayed. The system undertakes uniqueness control
(based on customization) and warns or prohibits the entry, in cases where the same number is found to another note (of
the same type and nature).

Also, it cannot be added a payable note of another beneficiary by mistake.


The functionality called Print payable cheques is available:
1) To the actions of the
registration document

2) To the actions of notes screen


which is called through any notes list

3) To the actions of the Notes


administration List for the selected lines

Information for customize Payable cheques Print

In a Notes screen, we select the


icon through the horizontal toolbar and then Printout
administration. We select a printing form among the forms stored to the \CSReports folder.
Through the same option, it is possible to export the template file for create a new print form.
How do we see the results of the payments entry through cheques?

View

Content

Records and Expiration list of

Statement of not expired yet notes-cheques, which have been issued and delivered to

notes payable

various suppliers (or, generally, to trade accounts).

2.

Notes Payable Trial Balance

Notes statement per supplier:

3.

Suppliers Trial Balance

Trial balance with columns of notes debit and credit

1.

(commercial balance
analysis)

162/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PAYMENTS

TRANSFER OF A CUSTOMERS CHEQUE TO SUPPLIER


Appropriate document type: NDS (Transfer of Receivable Notes to Supplier)
It is used for the suppliers or creditors payment through RECEIVABLE Notes on hand (issued by our customers or third
parties). It can be also issued the CPS Cash payment, through the Notes sub-page.
In this document, instead of entering a new note, a selection must be done among the open receivable notes.

To the Beneficiary column, the supplier is automatically completed.


The result of this entry is the update of the cash OUTFLOW forecast with the same amount of the corresponding cash
INFLOW forecast entry (from the customers note). The suppliers accounting balance is reduced, whereas the
commercial balance remains the same:

The customers account (assignor of the cheque) will not be affected either as to the accounting or as to the commercial
balance.
During the expiration date and the note final payment, and only then, it will be reduced the suppliers open notes (and
his commercial balance) AND the customers open notes (and his commercial balance) at the same time.

163/454

PAYMENTS

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

REPLACEMENT OF A CHEQUE/NOTE
The replacement of a payable note will need to be defined to the system with two separate documents, for the return of
the initial and the delivery of the new:
Appropriate document types: RSN (Notes return by Supplier) (old cheques)
NDT (Notes delivery receipt) (new cheques)
If the replacement concerns a receivable note,
If it is immediately returned to customer (assignor), then the workflow will be the following:
Appropriate document types: RSN (Notes return by Supplier) (old cheques)
NCR (Notes return to Customer) (old cheques)
NDT (Notes delivery receipt) (new cheques)
If it is not returned to customer (assignor), but we intend to give the note to someone else, then the workflow will
be the following:
Appropriate document types: RSN (Notes return by Supplier) (old cheques)
CTN (Cancel of transferring receivable notes) (old cheques)
NDT (Notes delivery receipt) (new cheques)
In all cases, we select the supplier to the document header.
The return (RSN) is negatively displayed to payments and to all the financial statements concerning notes:

To the suppliers Statement

Is increased the accounting balance with a new credit, whereas the trade balance remains the same:

Especially, the Transfer cancellation is not displayed to the suppliers statement, since it only updates the notes
beneficiary (he is being abolished).
The liabilities that we paid by the note/s returned, are now displayed to the Unsettled (open) payables.
Thus, with the insertion (and return) of a cheque, the suppliers balance aging (DPO, Age analysis etc.) is not affected.
Any new payment that will occur, will be connected (matched) with the liabilities that are now open.
164/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PAYMENTS

Actually, it occurs cancellation of the matching provoked by the note. This is based on the refers to note cancellation setting of
the RSN document type.

We recommend that when various modifications happen, as the above, to use the Note history log functionality which
is available to the Note screen as well as to any other Notes view e.g. List of Notes, Notes Book, Notes Expiration list etc.
(actions to the horizontal toolbar):

165/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PAYMENTS

EXPIRATION OF PAYABLE NOTES


During payable notes expiration, the amounts necessary for their payment, are transferred to the related Bank account.
The monitoring of the liquidity needs is achieved through the Cash flow Review and from the Notes Expiration Lists.
If an account has NOT sufficient amount (expected balance),

then, we should transfer there, amounts from another account:


Appropriate document type: BCT (Cash Deposit)

To the header of this document, will be defined the account FROM whom we will transfer money (credit of liquidity
account - cash OUTFLOW) and to the lines, will be selected the account TO whom the transfer will happen (debit of this
liquidity account - cash INFLOW).
Based on the bank statement, it should be issued into the system all credit values of Bank Accounts to which the
payable cheques correspond, at their expiration date, usually.
The transaction will occur through a notes payment document type, for update Liquidity accounts, Notes and Trade
Accounts (for correct commercial balances of beneficiaries) sub-ledgers.
Appropriate document type: MPN (Mass payment of payable notes)

To the header, we select the bank account where the cheques belong.
To the lines, we select the particular cheques which are about to expire. The searching dialog displays those having the
particular bank account as a payment liquidity account.
The result of this transaction to the Suppliers sub-ledger, will be the decrease of the commercial balance.
This means that only by the declarative payment of particular cheques, delivered to suppliers, their commercial balance will
become equal to their accounting balance (on the day of payment-disbursement). For this reason, the payment must be
achieved through THIS process and NOT through any other way provided by the system for debit or credit of Bank accounts.
166/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PAYMENTS

PAYMENT OF DIVIDENDS TO SHAREHOLDERS


The shareholders must be opened as Debtors. In Accounting it is NOT USEFUL to open accounts for shareholders in
detail.
The payments can be inserted with a document allowing money payment (with fund transfer usually from a companys
Bank account) to many shareholders at the same time.
Appropriate document type: BCP (Remittances to Customers/Debtors)

To the header, we select the Bank account and to the lines, the Debtors with the amount of each one payment. The result
will be the credit of the Liquidity (Bank) accounts the debit of the shareholders accounts.
In order to balance these accounts, we can be issue a transaction of type credit note:
Appropriate document type: SJC (Receivables credit note)
To the header, we select the debited General Ledger Account and to the lines, the Debtors with the corresponding
amounts.

167/454

PAYMENTS

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PAYMENT OF TAXES & WITHHOLDINGS


The various taxes - withholding are illustrated as Special Accounts into the system. These are updated from the various
trading documents and we either receive an amount (return) from the related Entities/Organizations (pension funds, tax
office, other public institutions) or we pay (transfer) the relevant amounts to these Organizations.

R E LA T E D E N TI TI E S ( A C CO U N T S ) F O R C L E AR I N G
Organizations or Agencies where we attribute taxes/withholding or from whom we receive money (taxes return etc.)
e.g. Tax office, Social security, Prefecture, Municipality etc. must be opened as trade accounts and defined to
Special Accounts that they concern (to the Related organization field).

F I N A N CI A L C LE AR A N CE
When these organizations are monitored through account registers (debtor, creditor) with debit and credit transactions
Payments from/to them are issued through the usual cash transactions documents:
CPS
CRS

Cash payment (to creditor)


Cash receipt (from creditor)

CPC
CRC

Cash payment (to debtor)


Cash receipt (from debtor)

based on the related trial balances or the unsettled payables/receivables.


The offset entry of balances closing for the related special accounts is achieved through separate documents (a
kind of accounting notes):
ADB

Special accounts debit note

ACR

Special accounts credit note

based on Special accounts Trial Balances for check the liabilities obtained by transactions, where they were included.
If the payment is accomplished by cheque, can be defined particular Ledger Accounts that each cheque pays. During
posting, this Account analysis replaces the entries to be created to the creditor account, defined at document header.
Example
Suggesting that for the Social
security in Accounting, there
are 2 accounts, one for the
current obligations and one
for the delayed obligations.
The Social security will be
opened as a creditor and at
the payment cheque line,
could be defined the analysis
of cheque amounts to GL
accounts to be posted, through F12 use. To the appearing dialog, define the accounts and the related amounts. In this way,
we avoid opening eg. Creditors for each General Ledger account (when corresponds to the same Organization).
168/454

PAYMENTS

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

If these organizations are NOT monitored through account registers (creditor, debtor), the payment can be done through special
documents for the financial settlement, which only update SPECIAL ACCOUNTS and LIQUIDITY ACCOUNTS (or cheques)
If the Organization is a Creditor

Appropriate document types: BRP (Tax payment)


BSD (Tax return)

If the Organization is a Debtor

TDP (Tax payment)


TRN (Tax return)

Since the trade account will not be updated, these document types undertake Check payment of total amount,
which means that amounts of special accounts declared, to be exactly what the lines of cheques and liquidity
accouns are summed (amount payable).
To the special accounts lines (Withholding/Expenses), in order the user to be helped, the account balance is
calculated and displayed (current and previous month). The searching displays those, from the permitted by the
document type special accounts, having the headers trade account defined as Related organization.
To the cheques lines, can be created payable cheques and then, the headers trade account is placed as their
Beneficiary. In this case, a "commercial balance" is created to that trade account, until the cheque be paid.
For the receivables or payables control, there can be used the Trial Balance and Statement PER Organization
(related organization) of the Special Accounts. In these reports, we see the way their balances were created.

To the above example, there was an opening credit balance, some credits of the special account of type tax
through invoices and some debits through payments. One of these payments was made by cheque due 12/3, when
paid (so the accounting balance equals to the commercial balance).

169/454

PAYMENTS

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

V A T P A Y ME N T
The full VAT monitoring achieved through Accounting. In order to monitor the company liquidity, concerning the
reasoning of receipts and payments (through liquidity accounts sub-ledger), could
1) Open the VAT as a special account of Tax type, with related organization the corresponding Financial Service
that will have been opened as a Creditor.
2) At the end of each month, based on the Monthly VAT statement, derived from all the taxable inflows and
outflows, to enter a credit transaction with the amount to be paid, or a debit transaction with the amount to be
returned:
Appropriate document types: ACR (Special accounts credit)
ADB (Special accounts debit)
3) At the end, the financial settlement will be done using the documents for tax payment and/or tax return:
Appropriate document types: BRP (Tax payment)
BSD (Tax return)
Customization information as to the special accounts return/clearing

In order the documents for issuing payment/return of taxes and withholding (when there is no register for the related
trade accounts) to function properly, i.e. BRP, BSD, TRN, TDP, these document types must have appropriate values to the
following settings:
Check payment of total
amount

It must be activated, in order the total of the payment amount to be checked if it is equal to the
amounts defined to special accounts lines. If the amounts are not the same, the document will
fail during posting as the ledger entry will not be balanced (since, no debit or credit will occur to
trade account).

Filter special accounts


by related trade
account
Calculate special
accounts

It must be activated, in order the selectable special accounts (among these which are
allowed to the document) to be those having the headers trade account to the Related
Organization field.
For special accounts which are of % amount type, the calculation must be deactivated so,
the amount to stay free for typing. The auto-calculation functionality is useful in other cases
e.g. bank expenses.

Analysis of totals

To the Totals options in Header sub-page, the analysis of totals option must be
deactivated in order the special accounts list to posses all the available space. This setting is
ignored in case of a dynamic (user defined) form.

170/454

PAYMENTS

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PLANNING OF PAYMENTS
The organization and scheduling of payments recommended for a mass companys debt management, leading to
selection of those to be paid by various criteria, and the choice of how they will be paid, allowing the adoption of
computerized cheques or transfers to bank accounts of creditors. These procedures include inter-company management
(all debts of the group) and the possibility of interference approvals by authorized users before payments
accomplishment.
The processes of mass management and payment of payables are activated from the Transactions/Cash-Notes/Planning
of payments menu. The selection criteria are common:

Company
Currency
Date range

Can be selected liabilities of many companies


For separate liabilities management in foreign currency
The period where the transactions were issued and the period of their due dates (deadlines)
as to the managing liabilities. The ending date depends on the correct configuration of trade
accounts payment methods.

Trade Account
Branch
Grouping

Selection of particular suppliers or creditors, for processing.


Selection particular branches liabilities, for processing.
Here, could ask for liabilities separation per branch or for another from systems horizontal
dimensions, in order to manage these in a particular way. If grouping is not asked, then, all the
liabilities will be concentrated to ONE line per trade account.
By maximize the filters area, some supplementary fields become visible e.g. project, business unit.

P A Y ME NT S B Y CO M PU T E R I Z E D CH E Q U E S
Through the Create payments the list of payables (liabilities) contains the following data and functionalities:
The columns displayed are the code and name of the supplier, the total payable amount and the days of delay
since the oldest open (unpaid) invoice.
Using double
click the
suppliers screen
will be displayed
for further
information
In 2

nd

level (+),

the analysis of
unpaid debts is
displayed with
their detail data
The user may configure the list and save the layout (

st

). The list of available columns contains the date of the 1 and

the last unpaid amount, the suppliers Credit days (for comparison with the days of delay) etc.
The process can be transferred to the shortcuts, through the

icon selection

The list with its current data and layout can be printed through print preview

icon selection.
171/454

PAYMENTS

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

If the Create cheque column is activated ( ), the user may complete the desirable amount to the Payment
amount column (by default, the whole amount proposed).
It can be achieved determination of specific invoices to be paid through the 2

nd

level (open items analysis), instead

st

of defining a total amount in the 1 level. This will affect the matching that will automatically occur. Otherwise (if
st

amounts only given to the 1 level), the matching will be achieved in the usual way (FIFO by date).

The for settlement column at this point selects the line amount and summarizes it to the payment amount column
st

of the 1 level. If you want to pay part of the amount of the particular invoice, simply alter the column amount due.
Continuously, the cheques desirable Expiry date must be completed, as well as the Bank account through which the
payment will occur to the From Bank account column. The name of the Bank is automatically displayed (the Bank acct.
number is also an available column through the Edit formatting action).
Under the list, must be defined the Issue date of the transactions as well as the document series.
If we want the payment to occur through multiple cheques, we use the

icon to the selected line, or the F12

button. It will then, open


a dialog for definition of
detailed data:
1.

Payment amount

2.

Number of cheques

3.

1 cheque expiration

st

date
4.

The expiration dates


of the other cheques
depends on the
Calculate upcoming
expiries field value:

Either at the end


of each next month from the 1

st

cheque expiry date

st

Either at the same day (1 cheque expiry date) per month

Either null in order the user to complete the expiration dates to the created lines.

The amount that is selected to be paid, is (equally) distributed to the lines.


To the payments lines having many cheques, the amount modification is not allowed.
The user should modify the amounts of the individual cheques or to delete this analysis through F12.

By completing the selection of the payment data, select Continue, and thus the process begins and when finished,
the results screen appears. If all the required data are correct, the cheques and the documents are created and are
displayed to screen, in order to be printed

172/454

PAYMENTS

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Those payments that


created without problem,
are presented with a
Success message
containing the cheques
number created, and
through double click, the
document is displayed.
We can activate these, for
which cheques print is
desired (to the print
column) and to select the Print Cheques to the bottom part of the dialog. It will then follow the computerized cheques
print process, after selecting the printing device, using the appropriate printing form, defined to the related bank
account data. Instead one of the available printers, it can be selected the Selected printer in bank account.
Besides, the generated documents may be printed (to the form, defined at series) by using the button Print documents.
Any incomplete payments are presented with a Failure message explaining the reason.

P A Y ME NT S B Y M A NU AL C HEQ U ES
The process is similar to the previous one, with the difference that the cheques numbers are NOT produced by the
system, but it must be given by the user. This occurs to the cheque number column (not visible to the default
layouts, but selectable through right click-add/remove columns):

M AS S P A Y ME NT S TH R O U GH B ANK
From the Create payments option, through the

icon use for loading the alternative layout, we can also select

payment by fund transfer via Bank. For this process, some supplementary columns are necessary. All the other
features, described in the section of payments through cheques, are available.

173/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Payment method
Withdrawal

PAYMENTS

Fund transfer or cheque. The default value depends on the suppliers Usual settlement field.
Select between the Bank (liquidity) accounts of the company, the one FROM which the
amount due, will be transferred.

Deposit

Select between the Bank accounts defined to the supplier TO which the amount due, will be
transferred. It is suggested his main Bank account, and if the related companys bank
account is also defined there, this is suggested to the Withdrawal account (to the column
From Bank account). The suppliers bank accounts found to the suppliers management
screen, to the Financial data sub-page:

To the Reasoning for Depositor field, and to the Reasoning for Beneficiary, it can be given
the desired content for the transactions, for the Bank.
After the options are finalized, (amounts, accounts etc.) with the Continue button, the processing of the payments
lines starts, the documents
of payments (BPC) are
created, and a dialog
appears with the results:
At this point, it can be
selected the Export to
file button, which calls the
Mass payments from bank
account view (which is
alternatively called from
the Entities/Liquidity/
Information menu:
To the actions
menu found the
export file processes
(implemented
according to format
of the Piraeus and
Alpha Banks).
After confirmation,
the appropriate file is
produced (for
sending to Bank) with
all information for
transfer the selected
amounts from our
Bank Account to the
beneficiaries
Accounts.
174/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PAYMENTS

P A Y ME NT S AP PR O V A L P R O C E S S
The process is implemented by 3 operations which are sequentially executed, belonging to the same workflow.

You initially prepare a proposed payments list,


The payments are approved by authorized users and in the end,
According to the selected options, the system produces documents, cheques or money transfers to Bank
Accounts.
The functionalities are similar to these that provided to all the other payments planning processes, already examined
to the previous chapters.
Preparation of payment Orders
In the appearing list, all the open liabilities to suppliers and creditors are presented. The purpose of this process is
the creation of a payments proposal:

To define the payable amounts of the proposal could use one of the following methods:
st

1) To the 1 level (trade account line) activate the For settlement column, thus the total amount due is proposed
to the Payment amount column, which can be modified by the user. If a cheque would be used, the user can
type a proposed expiration date for this. As far as matching is concerned, the liabilities will be automatically
connected to payments by FIFO method (older balance).
2) To the 2

nd

level (open items lines) select particular liabilities to be paid by activating again the For settlement

column, and the proposed payment amount can be always modified by the user. As far as matching is
concerned, this will be done for the particular transactions (if approved).
By finalizing the payments processing and by completing the date and series for the payment orders for approval to
be created, we select the continue
button and the payment orders will be
created with the initial workflow step
(see the customization guidelines at the
end of the unit). At the end, a dialog will
appear with the results of this process.
The payments orders (PSD) presented to
the Payments to Suppliers list (and
respectively to the Payments to
creditors), without having updated the system, at this point of time (cash statement, balances etc.).
175/454

PAYMENTS

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Approval of payment Orders


In this step, the created payment orders will be APPROVED or REJECTED.

The approval will either occur for all the orders, on trade account basis with the Approve all or Discard all
columns or separately for each liability through the Approval and Discard columns, to the 2

nd

level. The

authorized user who approves the payments, may differentiate the payments proposal with:
i.

MODIFICATION OF THE PAYMENT AMOUNTS

ii.

MODIFICATION of the payment method (with cheque or fund transfer)

iii.

MODIFICATION of the EXPIRY DATE (for cheques)

Through the continue button, the payment orders approved, will go over the OK (approved) step (see the
customization guidelines at the end of the unit) preceded their individual data modification (e.g. approved amount,
expiry date) and the deletion of the rejected.
Create payments based on approved orders
At this final step, for every approved order a payment document (CPS) is produced. The expiration date and the
payment method of the particular liabilities proposed are based on the already defined data.

After you check the date and the series, selecting Continue, the documents (and the cheques, if defined) are created
and the related payment orders are turned to COMPLETE (paid), based on customization of workflow steps.
The matching with the initial invoices will occur to this step, using the approvals detailed data (automatic or selective
matching).

176/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PAYMENTS

Customization Information for Payments Organization and Planning

1) If processing is undertaken for many companies, the document types and series codes that will be used, must be
exactly the same to all companies.
2) For computerized cheques issuing:
The expiry date and the Bank account must be defined to the selected lines.
The N
Notes numbering data must have been defined within this Bank account
The CODE of the cheques must have a Code format of automatic numbering WITHOUT prefix.
To the company parameters, must define the document type and the type of the payable note that will be created

3) For funds transfer creation:


The Withdrawal and Deposit accounts must be defined to the selected lines.
To the company parameters, must define the parameters as to the document type (recommended BSP or BPC),
as well as the transactions fields where the reasoning for the Bank payment order should be stored.

The Bank account must be defined


4) For the export file to other Banks, the necessary file-format alterations can be implemented, depending on the banks
that the company co-operates. For this purpose, please contact the Entersoft Customer Service Department or a
certified partner.
5) For the implementation of the approval process:
The document type for the payment orders must be defined to the company parameters (the PSD Payment
Order is proposed) as well as the document fields, where the payment orders information will be stored for use
to next steps (expiry date for the cheques and payment method):

The workflow steps must be defined (initial step, approval and final):

177/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

SALES
In this chapter, sales scenarios will be examined for all the stages of the process from the offer and the ordering, up to
the actual loading of the items, their shipping and Invoicing.
The instructions and the examples are mostly based on the recommended customization of the product, as far as the
trade documents, the transitions, the screen layouts and the informative tools are concerned.
For a sales document to be entered, the following ways can be used:
From the toolbar "Trade Transactions", where the choice dialog appears:

From Transactions -> Sales/Revenues, a scroller is called in which we use the "Insert" button (top right):

From the "Transitions" menu when the entry is made

From the "Transition" menu of a previously created

by processing a previously created trade document:

trade document (e.g. Invoicing a Delivery note from


the Delivery note screen):

178/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OFFER TO A CUSTOMER
Appropriate document type: SOF Quotation (offer)
The offer is made to an existing or a candidate customer and contains particular items as wells as services with the
appropriate prices and discounts, while also the payment terms or other parts of the deal with the candidate customer. If
there has been any monitoring of the sale process up to the time when the Offer is required, then the offer will be
created automatically by the CRM workflows, thus eliminating the need for manually typing and entering the offer.
The Offered items might not have been entered as Inventory items so (based on customization that should have
preceded this step) "general items" containing a free description can be used.
Also, in an offer, it is possible for certain alternative scenarios to be indicated. For example, two recommended solutions,
each with its own total value.
The printout of the offer can be pre-designed by an appropriate layout or it could become available in a file, which could
be attached to the document by the user. If the printing occurs by the system, it can be stored in a PDF file and to
automatically be attached to the document, based on the customization of the document series.

Header

Document
Lines

Totals
Document type
and series
Date
Offer recipient

They are required data for the identification of the Offer. Usually it will be automatically
proposed based on the user and his access rights to the document series.
The entry date is automatically proposed
The search is handled either by the T.R.N or the Name, in order to check if the recipient has been
entered as a "Person" in the system. If that person found then it will be inserted in the Offer form.
Otherwise using
the icon

a new

one can be
created at that
moment, through
the appearing
dialog, containing
the fewest
possible data:

179/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

While entering or choosing the recipient, a customer must be identified for the prices, discounts,
possible tax calculation and other processes, which have been incorporated in trade documents, to
work properly. This is required even though the Offer has no official standing in Journals or the
system updates.
If the Recipient (who also updates the "Recipient" field of the "Transfer data" tab-page), is an already
registered into the system customer, the customer will appear instantly and no further action will be
required. On the other hand though, if the Recipient is a new customer, depending on the
customization that has taken place, the following cases can arise:
The system will either ask for the Recipient to be entered as a customer as well (with the General
Data already filled out) through a dialog which contains supplementary commercial data:

The code and the template are necessary. The template will automatically set the appropriate
values to the rest of the fields in order for the customer to become a functional trade account
that can be used in the invoicing without any problems.
Or a pre-defined to the customization trade account will be filled automatically, requiring no
user interference.
Salesperson

If the salesperson correlates with the user (the authentication is made through the linked Person
between user and Salesperson), the field will be filled out automatically, otherwise the
Salesperson will be required to choose (usually himself), so that the correct information is
available for the next stages of the sale process.

% Discount

If the customer already has a discount, that will be proposed (unless there is a special pricelist
which defines a specific discount). If not, the user can enter the discount manually.

Other general data

In case the trade account is a new one, the user could use the "Reasoning" field or the Notes
tab-page to provide with additional information on the terms of the particular offer. E.g. the
validity period, the payment way, when the delivery needs to take place etc.
Alternatively, using the rest of the tab-pages of the header (or the fields in the first tab-page)
several required data in particular fields could be defined and printed in the Offer itself.

180/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Offered Items

The entry of an Item line in the Offer is made in the first line of the grid, in contrast to the usual
documents where the entry of the line is done in the end.

Using one of the known search techniques, either based on the code or based on the name, we can
track down the item every time we need to. This search takes place in the catalogue items in order for
the Offers to be able to accept items that have not been entered in the Inventory yet. When a
catalogue item is located, if it correlates to an inventory item, then the entry of the line goes on
normally. If no inventory item is connected to it, the following cases apply:
The user will either be asked to immediately create a corresponding Inventory Item thought a
dialog asking for accounting and trade details.

The code, profile, supplier and the sale prices of the Item are necessary data, in general. The
profile, if correctly configured, will supply the values to all the other important fields, so that
the Item will be working in the Documents and the other sales and purchases processes.
Or a pre-defined by the customization Inventory Item will be filled automatically, requiring no
user interference.

This Item must have been declared as a "Template" in the catalogue items of the same category,
which is useful only for calculating Offers data. Before it is evolved into any next step (sale) the
particular Inventory Items corresponding to the Offer items will have to be specified. This is due
to the fact that an update of the ledger, balances etc will be demanded in next stages.

For every Item, the quantity and price will have to be defined at minimum. Depending on the
commercial policy of the company, discounts (of one or more categories), gifts, offers etc can be
applied.
Furthermore, the Item description can freely be changed, for use in the particular document only, in
order to serve the needs of the offer, without having to enter the particular Items in the system
following those particular specifications. In this way, for example, using one common catalogue
Item, the user could enter various offers and only when those offers substantially progress onto
orders, a more detailed entry in the Inventory can be implemented (Item, specifications, relations to
other items, colors, sizes etc.)

181/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Grouping offered
items

Through the Line Category we can group the offered items, this way defining different Chapters
in the offer texts, for example, Equipment, expendables, Accessories etc (using different coding
especially for the offers and not grouping fields of items for this effect). Also, it is possible to define
through it, which items are optional (meaning that no offer breaking terms are going to be affected).
Finally, we could also create alternative solutions where every item belongs and see/print total
values per each solution (scenario). All the above will be taking place through the appropriate
codification of line categories and scenarios.
In printing forms, we can use this information (category, optional, scenario), so that the partial sums
will be printed out by category.

Incorporation of
the offer entry

In the Attachments header-tab, the user can enter the document given to the recipient, activate the
Save to DB and use the immediate display feature while still in this environment using the vertical
toolbar.

Customizing Offer information

1.

The customization of line categories will take place through Tools Customization Transaction parameters. For every
value in the Item line categories table, we can set if the line category is optional or not as well as a scenario.

2.

As far as the Offer layout is concerned, it can be customized the lines layout (as can be seen in the Introductory manual
about grids in entity details) as well as the display structure as a whole (as seen in the Technology Guide about data
entry forms designer).

3.

As far as the functionality of the recipient and the item are concerned, certain settings are required to the document type
SOF:
Stating and customizing (through Ctrl+F12) of a header layout (proposed name: Trade002) if a dynamic form
has not been designed.

Stating a line layout

182/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Statement of the way that the trade accounts are defined, where the option to use a PERSON instead of a CUSTOMER
is always open (through Recipient selection). In the Define trade account from recipient field, we can choose whether
to use:

New Trade Account. If by completing the person in the recipient field, a Trade Account is located, he is
placed automatically into the document. On the other hand though, if a Trade Account is not located when
searched for, a dialog for creating of that Trade Account will be activated. In this dialog window, the template
of the default Trade Account will be used so that the minimum entering will be asked for from the user.
Default Trade Account. If the Trade Account is not found for the selected Person, the Default one will be used,
which might mean a general use Person. In this case, the Default trade account must have been entered in the
previous field. Furthermore, the process must be organized in a way that if offer progresses, the customer is
actually created before the transition to an order (or invoice). This can be done either by the classic handlings
through the menu, or by using the quick adding dialog inside the particular Offer Document. Then, this customer
must replaces the default trade account to the Offers header.
Definition of the way of Inventory Item detection, from the catalogue Item, if a catalogue Item is required to be
used instead of an actual Inventory Item.

On the one hand the Search in Catalogue Items field is activated (the line layout for the Candidate Items will have to
include the Catalogue Item column, like the SOF layout). In this case, the Comment line field will be used to store the
description of the chosen Item, and an alphabetical search in Items (inventory and catalogue) is available in this field,
to give to the user the ability to alter and store the proper description. This description will be active only in the
particular document, as already mentioned.
On the other hand in the On autonomous catalogue Item field, when a linked Inventory Item is NOT found one of
the following options will have to be chosen:
Create Item, which will activate the quick adding dialog for a new Inventory Item requiring the fewest possible data
Use template item, which will use the template item of the catalogue Item, while the actual entry (of the proper
inventory item) and alteration of the document lines will be done in a later stage. In this case, an update process of
the Catalogue Items must to be done for filling their template item with an Item connected to an actual
Inventory Item, such as it will
cover the necessary functions
like VAT class or measurement
unit.
Choosing this option, the
system recognizes the fact that
the catalogue Item is not the
same as the Inventory Item,
and proposes prices from the
Catalogue Item and not from
the template.

183/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

SALE ORDER
Appropriate document type: SOR (Sale order)
The sale order is entered for a particular customer and contains Inventory Items, additional charges and information for
the settlement of payment. Based on the business processes activated and customized for the sale orders:
A credit control check of the customer is executed
The availability of every Item for the ordered quantities is checked.
The foreseen by the trade policy prices, discounts, gifts or any other provisions are proposed and additional
charges like Delivery cost, taxes etc are calculated in order to form the total value of the order.
The order can be produced by a previously entered offer (transition 471. SOF=>SOR). If a general customer or candidate
items have been used, they will have to be defined and entered as an actual customer or actual Inventory Items, before the
transition takes place (through modification of the Offer document). This is due to the fact that the order will set off a chain
of reaction updating the particular ledgers.

B AS I C F U N C T IO N A LI T Y

Header

Item
Lines

Totals

Document type They are required data for the identification of the Order. Usually it will be automatically
and series proposed based on the user and his access rights to the document series. The series will specify
the branch where the order is entered at.
Customer The customer is being located using one of the various search methods, while a new customer
definition can be entered using the icon , activating the Quick adding dialog and completing the fewest
possible data. Before the customer definition, the Item lines are not accessible.
Since a customer is specified, his main address will appear to the Branch field. If some default
data have been declared for the invoicing address, delivery site, delivery type etc to the customer
mgt screen, they appear as defaults in the corresponding fields to the order header.
Check trade account balance. This choice leads to an information dialog of the basic financial data
of the customer, his Outstanding invoices and credit limits

184/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT


Debit and Credit (prior
years, transactions this
year, running totals and
(book-accounting)
balance).
Commercial Balance
(the accounting
balance plus not
paid/expired notes)
Bonus Balance (In case
a loyalty bonus card has been activated)
Turnover (Invoiced, no VAT)
Value of outstanding orders and non invoiced Goods Delivery Notes
Risk (commercial balance plus the value of not yet invoiced Goods Delivery Notes)
Credit margin (the difference between the credit limit for the commercial balance and the total Risk)
Credit limits defined in the customer (Limits) and corresponding Balances from the transactions

Balance delay time, limit and actual, which located by the older outstanding invoice in the date it would have
been paid (due date) and the corresponding amount.
More information on the credit limits found at the relevant chapter (Credit control)

Customer Through the pop-up internal menu of the Customer code (displayed with right-click), the ledger
Statement containing the full history of customers transactions can be found.
Salesperson The customer salesperson is proposed (if such a definition has been made), otherwise, it is
detected through the user who enters the current Order (if the user corresponds to a Salesperson
with the same Person) and, finally, could be defined manually. The salesperson is copied to
every line of the document, and the ability to differentiate it per line is also active.
Supervisor Choice between the company personnel of the one Supervising the routing of the order.
Peer Choice between the customer contacts, those that have been declared to the customer as related
physical persons, in order for us to know who exactly placed each order.
Payment The payment method defined in the customer is proposed. Any other method can be selected by
Method the user, provided that the Credit Policy is not prohibiting it.
This icon develops the payment method in settlement lines. The results can be seen if the
payment area is activated in the document customization:

or by maximizing the payment area.


We can intervene and define the particular
dates and payment information that have been agreed, so that they can be printed on the order.
There is also the ability to receive advance payment (through the cash or credit card subpages),, without issuing a separate receipt document.

185/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Transfer data In the Transfer data sub-page, details about the delivery of Goods can be specified. The
warehouse from which the delivery starts, the delivery details, vehicle, route etc, can be entered:

In triangular sales where the recipient is different than the invoiced customer, the recipient is
st

declared in the 1 field of this area (where the customer has been placed as by default). The
recipient can be searched by using the name or code, from the Persons list.
Pricelist

In the pricelist sub-page, to this field, the customers Pricelist is proposed, if any, else, it will be
proposed the pricelist of customer pricing group, if it is unique. Through pricelist, can be
customized the default prices & discounts while ordering/invoicing of specific customers or
customer groups, for specific items or item groups, by date, branch, quantity scales etc.
Invoicing The Invoicing policy declared to the customer and if it defines a particular pricelist, it will replace any
policy other pricelist chosen in the previous field. Through invoicing policy, may be applied discounts, gifts,
bonus or even extra charges, based on various data of the specific order.
% Discount The default value is the percentage of discount declared to the customer. It is transferred to the Item
lines to the %Discount1 column.
Contract If a Contract is defined, then all of its data which differ from the existing values, will be VALID and
OVERWRITE them, and appear as new proposed values (Pricelist, discount, dimensions, payment
method etc.)
Workflow step In an order, the workflow step (i.e. approved, initial, hold etc.) could be defined with many
ways (business rule, transition for approval, field property profiles or by typing). This will be a
criterion helping decide on the way, which orders must be served. Reasons which could halt the
process, until the step becomes the proper one, could be the deficiencies in the Warehouse, the
exceed of credit limits of the customer, the inability to load, the customer confirmation wait or
other external or internal reasons. The workflow step is found to the Status sub-page:

Priority The delivery priority concerns the serving preference and the value of that field in the Status
sub-page is proposed by the same field of the customer. It is a criterion during Order routing.

186/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Order Items In the order Items, we can fill out the Items with the required Quantities. The locating of the
Items takes place by one of the known types of search in the available fields (apart from the code
and the description it could be through Group, Category etc or the alternative or the tax code or
the multiple code which contains all codes and barcodes).

Any of the measurement units or the packaging units of the Item can be chosen, and then the
recommended price is changed (through the relation with the measurement unit in which it has
been expressed) to that particular unit. The prices of the Item ledger are considered to have been
set in the basic measurement unit, but in the pricelist, there is the possibility to set a special price
per package.
If the user types in the net value, then every reduction will lead to discounts while every addition
will lead to a rising of the price field, in the document line.
The VAT value is calculated based on the VAT category which the item belongs to (in the
document line) and the VAT regime which the customer (in the header) belongs to, affecting this
way the total value of the line.
Two more important information is available in the order:
1. The delivery date per line , by copying from the transfer data and the ability to diversify per
line, and also
2. The current available stock of each Item.

S TO CK AV AI L A BI LI T Y
Through the vertical toolbar or by pressing F11, the user can get analytical information on the stock availability of
the Item, in each Warehouse and also, if the same Item (code) is used by other Companies of the system, displayed
those stock quantities too (theres a color indicator for stock in other companies).

The quantities displayed are the actual and available balance (not reserved), the expected (from other branches,
suppliers or by Production and quantities already loaded/on the way), the sales orders in progress and orders issued
by other branches, as well as the future stock after the possible delivery of all the above.
Based on that, the user is able to notify the customer about if and when the Item will be available, and in case that
there is availability, the user can proceed to stock reservation or dispatch in-house from another branch.
187/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

A L T E R N AT I V E , CO MP A TI B LE & A C CE S S O R I E S
If an item is out of stock, the user is able to use the vertical toolbar to select the button called Select based on relation
(C
CTRL+F9) and thus offer the customer a similar alternative, or technically equivalent item. For this to be an option, the
relations between the Items must already have been set (to the Items mgt screen). In this case, a list comes up from which
a choice can be made to replace the Item of the current line.
The Filter Equal in the column
Relation type can be used if the
relations are too many.
If we need to propose accessories or
in cases where the accessories are
actually asked for, we can use the F9
key or select Select based on relation
from the vertical toolbar. For the new
lines to be entered, all we need to do
is press A
Accept.
In both cases, the Quantitative relation
of each new Item applied to the Quantity of the current Item, with a possible repercussion to the proposed line quantity.
Another use of relations is when the customer asks for a specific Item with the condition that the Item will be compatible
with another Item possessed by him already. In this case, the item (which will not be included in the order finally) is
entered and using the vertical toolbar and Select based on relation we select the compatible items we need.

S E L L I N G CO M BI N AT I O NS O F I T E MS
In a few cases, some Items are sold along with others.
Set/Kit
If an Item package is sold as a whole, an auxiliary Item of a S
Set type can be created. When inserting it in an Order
line, the parts will be developed
underneath displaying the
Items it contains. The allowing
or not of the user to have any
access to edit the lines of the contained Items, depends on the type of BOM (Bill of materials). The Static BOM
type, will allow the user to interact only with the set line while the dynamic type allows full control over the lines of
the set. The set Item itself (displayed in the document as a secondary header in the lines, colored differently) will
neither take part in the document totals nor it will update the various sub-ledgers, apart from the Sales Statistics. The
Static set, in particular, can be used sometimes as an OFFER pack of certain items to a special price.
Special BOM (Macro)
If a special Item is not in our interest to create, a Special Bill of materials can be defined (Entities/Inventory/Bills of
material). The special BOM is a type of
macro through which we are able to
enter a variety of Items in a document
by using the Add through auxiliary
BOM action, found in the Actions
button in the vertical toolbar of the
document, or just by pressing Alt-F9.
188/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

The dialog for the BOM search will be activated and after we locate and select it, we
can set the quantity so that by pressing Accept, the proper item lines are created
without the header line to exist, like the previous case. The auxiliary (special) BOMs
can be used in a certain time frame, and then freely deleted, since no trail is left in the
documents.
Gifts and offers
Item combinations can be provided through the Invoicing Policy, where by selling a particular Item or an Item that
belongs to a specific category or a minimum quantity of an Item, other Items can be inserted automatically as gifts
or to a special price.

D I S CO U N T F U N C TI O N AL I T Y
As far as the discounts are concerned, Discount 1 proposed from the header/customer, Discount 2 comes from
the Item, Discount 3 is available for editing an additional discount or assigned by pricelists, invoicing policy etc,
while the Discount 4 is a sum of discounts deriving from the application of Special Discount Accounts. The first
three discounts can all be applied to the starting value (quantity*price) or each one can be applied on top of the
previously applied one. This can be set by a specific parameter in the customization:

All of those discounts take place on net values, while one more discount type, the gross discount will be applied to
the final value (after applying the VAT charge). By using the Alt-F7, the discount on the sum, will be broken down to
all the lines and can be given in three ways:
Immediately as a discount amount

%Percentage

Immediately the wished payable amount

Actually if a gross discount is used, it will be un-taxed and transferred in one of the 3 first discounts of every line
based on a company customization parameter:

G R O S S PR O F I T M AR GI N O N L I N E CO S T
In every document line, in the Cost value field, the cost is stored based on the online average item cost
(calculated on all
types of
acquisitions)
making the
indicative cost and
profit of the whole
order available.
189/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

In order to be able to see this information, this column can


be transferred to the visible part of the Grid (layout) using
right-click and add/remove columns to the grid header.
Moreover, the cube Profitability per order (Business
snapshot/Profitability analysis) can be used providing this
information. There, the user can compare gross profit
between orders, customers, items and so on.

CO RPO RA T E DI M EN SIO NS
The horizontal dimensions (Project, Business activity, Business Unit, Dimension 1, Dimension 2) end up with a
particular logic in the document lines from which the revenues and expenses will be updated and results BY
dimension will be produced.
The following scheme displays the dimensions value setting priority of the item lines which is valid for the special
accounts, services, fixed assets, liquidity accounts etc as well.

By choosing a document type, the horizontal dimensions receive the value set by the document type if they have
been entered and when the series is chosen, the values will be overlapped. By choosing a customer, the same will
occur in the dimension fields of the header, where the user is able to alter them while, other processes like choosing
a particular contract, application of a business rule or a field property profile can provide new values to these fields.
From this point on, the dimension values of the header are transferred to the lines of all types, where every entity can
redefine the dimension value. For example, in case a Business unit has been stated in an Item, that will finally be the
recommended value of the item line and will update the transactions, statistics etc., no matter if all the lesser
priority entities would define a different business unit.

I N F O R M A TIO N D U R IN G OR D ER I N G
Having defined the item in a line, the command Previous Item entries (accessible from the vertical toolbar or
Ctrl+F11) will immediately display the sales transactions of the current customer in the past for the particular item,
while the price and discounts at that time are also visible.

A full supervising review of the items relation to the customer can also be obtained by using the Item Summary
command, from the vertical toolbar, which will display the following information dialog:

190/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

1.

For the Item of the


transaction: availability, total
stock and stock to the
current warehouse, cost and
sale prices, and

2.

For the combination of the


item and the trade account:
quantity sold, turnover and
average sale price last year
and this year, last order and
last sale data.

An interesting function here, is


the fact that the Item as well as
the customer are visible
parameters by the user. So,
could see the results by changing
the customer or/and the Item. This way, during the customer order, we can look for the turnover the customer has
made for other Items or sale price given to another (relevant) customer etc.
After entering the order, in order to keep track of its progress, the Show Transitions (Transition/Show Transitions)
button is available (to the horizontal toolbar), analytically displaying the quantities, when and how the order was served.

M AS S R E P LA C E ME N T I TE MS IN OR D ER S
Sometimes, after issuing orders, either by customer request or due to some
commercial policy or an Item abolition, or inability to deliver or any other factor,
some Items will have to be replaced and the items to be sent to the customers will
be similar or items of a new collection etc.
In the Pending orders (per Item) view (Transactions/Sales/Revenues/Information)
the user can do this action by using C
Change Items command, which will be
applied to all the marked item lines.
We choose the item, which will replace the item used
in the marked lines. Apart from the code, the ability to
choose color and size is also provided. The process
will REPLACE the data either of the whole line
(regarding the Item) or even only the color and size. If
the Combination setting is activated (Yes), then the
changes will not take place for the color and size
given to all lines, but only for the combination of the
particular from color and the particular from size
(to the same item line).
Finally, if the lines to be changed have actually
produced by transition, the corresponding changes
will occur to the sources documents at the same
time!

191/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT


How we can see the results of Sales Orders issuing

View

Content

1.

Orders-Reservations

List of registered orders

2.

Pending orders

Orders which have not at all or just partially been delivered.

3.

Pending orders (per item)

Items and quantities of not yet delivered orders by delivery date

4.

Customer pending orders

Abeyances of every kind towards customers by document (confirmed orders,


reservations, production orders, in-house dispatches)

5.

Delayed shipment status

Orders that have not been shipped, whereas the agreed delivery date has elapsed

6.

Summary routes review

Items and quantities by route and Geographical delivery zone

7.

Stock transactions history

All Inventorys transactions by item. The Orders as well as all other transactions
appear to this (and not only the official transactions that affect actual stock).

8.

Stock quantitative control

Cube for check items quantities per item, branch, and WH.

9.

Current stock availability

The current stock status per Warehouse with information for the expected, orders to
be delivered and the future stock.

192/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT


Customizing Order information

In order to change the Order layout, a dynamic form can be used which may be
declared to the document type.
In grid layouts, the visible columns can be altered and sorted according to the
needs as well as stored for future use.
In order to accelerate the operation and if the available stock column is not required, the layout ES-1-SALESTOCKBAL can be removed from the document type, by also removing the Available stock from the grid layout.
For the user to be alerted when a shortage is in effect, an Item Control Profile can be used to Items. The property
Order must be
defined at a Profile
line, to enforce the
stock control check
(i.e. actual stock or
available stock not
to be negative).
Alternatively we can activate the feature of Readjustment of quantity at new lines, based on stock. The stock in
this function is the one defined as to be checked (i.e. actual). It will
be proposed then, the maximum possible
If there is a need for searching only between Items existing in
stock, we can activate that ability in the document type.
NEVER attempt to use any of the additional development tools
provided by the system, to give a value to the %Discount 4 and Discount 4 value due to the fact that those
fields come up by summarizing special discount accounts which are distributed to item lines.
The Order can accept an advance payment as mentioned before. If we need
to disallow that, and the payment receipt to always issued separately, then in
the document types customization the payment options could be
deactivated (only if a dynamic data entry form is not in use).
If however we need all the settlement information to be clearly visible, the
above instruction is not recommended. A field property profile should be
used to disallow the existence of liquidity accounts of type Actual:

The Credit Control is activated through the field Check credit limits of the document type. If we need the credit
limits check to only be a warning in the order but deny the invoicing (in case that credit control rules exceeded),
we can activate the Credit Control Policy at customers data, defining this behavior BY document type (document
property, actually).

193/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

As far as the default price is concerned, the following parameters in the document type, in the Lines sub-page,
should be checked:
Default price. Among the available options, the ones below are the appropriate ones for the sale documents
st

and the 1 of them has been chosen to the pre-configured Order:


i.

Wholesale price: If a price zone has been defined to the customer and the choice at this point is one of
the related to the price zones (retail price, wholesale price, price 1, price, 2, price 3), the corresponding
price of the item is proposed, no matter which of the 5 is declared to the document type. The same
feature applies to the Retail price, Price 1, Price 2, Price 3.

ii.

Last sale price: It is proposed from the last dated sales transaction.

iii.

Last net sales price: Works like the one above, but any discounts subtracted from the last sale price. This
way if the last sale price was 100.00 and the discount was 10%, with the previous option the default
price would be 100.00, while according to this option, the default price will be 90.00. If a default
discount is active (either due to the customer or through a pricelist), the net price should not be used
because the application will propose a double discount, in this case!

Default price per trade account. The field is accessible only if the default price has a value of last sale price
or last net sale price. In this case, we can define here that this last price should be found ONLY in the
transactions of the specific customer of the current document and then, two choices will become available:
i.

Either the price of last transaction should be proposed to the line,

ii.

Or, the price AND discounts to be proposed.

As far as the cost is concerned, that calculated and immediately provides the information of the gross profit on a line
level, it is based on the setting Default cost price of the document type:
Spot cost price: This is calculated as an average price of all purchases since the last fiscal year closure, and is the
quotient acquisition cost / acquisition quantity.
Official cost price: This is the official cost price calculated by the Stock Valuation process for the last fiscal period.
Standard cost price: This is the standard cost price, which defined to the Cost prices of each Item.
Last acquisition price: The price field from the last dating purchasing transaction.
Last net acquisition price: This is like the previous choice, but taking out the possible discounts taken place.
In the T.R.N. field, the possibility for locating the trade account is strengthened by using not only the TRN to
search, but also the ID number, phone numbers, card number
(if it applies), through the Trade Account Search method field
in the document type, where multiple choice permitted.
This statement will result in the user being able to supply any of
the known data (or part of them) in the one and only T.R.N.
field at the document form and the customer to be located by
any of those. This way if the customer has a phone number of
210-8920201 and a club card with the number 3220190 and in the document, the *201* string is typed in, both of
them will be displayed to choose from, if these two fields have been activated for search.

194/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

STOCK RESERVATION FOR CUSTOMERS


Reserving stock can be achieved in various ways:

M ANU A L IN PU T
Appropriate document type: SRC (Stock Reservation for Customer)

The available stock calculated and displayed for the current Warehouse and for all companys Warehouses. The
reservations only affect the Inventory sub-ledger and in particular DECREASE the AVAILABLE stock. They are presented in
all views mentioned at the previous unit (about Orders) and affect all functions using the available stock (i.e. stock control).
Release of a reservation can only be enforced by the following transition, when the items are going to be sent to the
customer, while a cancellation (when the goods will not to be sent at all) will produce the same result:
Appropriate transition: 137. SRC=>SLN (Goods delivery Note from Stock Reservation)
This transition designed for cases when a reservation entered primarily and no orders made beforehand.

SRC Stock Reservation

SLN Delivery Note

In case the processes are intensive and for the system to be able to update immediately, before the entry of the items is
completed, do save of the document by pressing (C
CRTL+S), and continue entering the rest of the items.

A F TE R A PP R O V AL O F CU S TO ME R O R D E R
When an Order registered, then approved, and the stock should be reserved until the routing of the order to be sent
off to the customer, the following transition should be used:
Appropriate transition: 151. SOR=>SRC (Stock Reservation from Sales Order)
For sending the Items to the customer in this case, the following transition (designed for cases where the workflow
begins with an Order) should be used:
Appropriate transition: 152. SRC=>SLN (Goods delivery Note from Stock Reservation)

SOR Sale Order

SRC Stock Reservation

SLN Delivery Note

D U R I N G IS S U I NG A N OR D ER
Another process leading to reservation provided through the following document type, where, while ordering, all
quantities currently available are reserved, while all the others remain in order.
Appropriate document type: SCO (Sale Order with automatic Reservation)
The ones depleted will be directly ordered to suppliers and as soon as they arrive, they will be sent to the customer. This
workflow is described in a next chapter, about customer order of high priority.
Customizing information
In this case, NEVER must use fields Amount4 and Comment5 of item line, because are reserved by preset
configuration.
195/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

SHIPPING TO A CUSTOMER
GO O D S D E L I V E R Y N O TE ( I NV O I CE P E ND I N G)
The delivery note is issued to accompany the items we send off to customers. The invoice that charges the
customer will follow and will most likely be regarding more than one delivery note. The reason that a single Invoice
is not issued in the mediation of distribution companies for the actual sending.
Appropriate document type: SLN (Goods delivery Note)

Header

Item Lines

Totals
Document type They are necessary data for the storing and authentication of the document. Usually the series
and series automatically proposed according to the access rights of the user. The series also defines the
branch where the sending will begin from.
Locating the The customer is being located using one of the various search methods, while a new customer
customer can be entered using the icon , activating the Quick adding dialog and completing the fewest
possible data. Before the customer definition, the Item lines are not accessible.
Since a customer is specified, his main address will appear to the Branch field. If some default
data have been declared for the invoicing address, delivery site, delivery type etc to the
customer mgt screen, they appear as defaults in the corresponding fields to the order header.
Transfer data In the transfer data sub-page, data concerning the delivery of the items (which warehouse to
which delivery address, the type of transfer, the transfer means, the Shipper etc) will be entered:

On triangular sales where the recipient is different than the invoiced customer, the recipient
st

will have to be defined in the 1 field of this tab (where the customer has been entered as the
proposed recipient) and that can be done by searching for the recipient in the Persons list,
based on the name or any other searching ways.

196/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Sending items In the items part, the Items along with their Quantities are filled out. The locating of the Items
takes place with one of the known search methods in the available columns where apart from
the code and description, grouping may be used to search through the Items using the
category, subcategory and generally any grouping elements as well as the multiple code
containing both codes and barcodes. A barcode reader may also be used for entry.
What is necessary is to properly fill out both the measurement unit (and package) and the
quantity. Additional columns of the document are the weight and the volume, in case where
they are also tracked in the Items and need to be printed.
The price is proposed based on the customization (wholesale sale price) or even from the
customer pricelist and the result can be seen in the temporary value for invoicing (net
value). If another measurement unit selected, the value will be recalculated, based on the
relation between the units. The prices are considered to be in the main measurement unit, but a
pricelist can be used to set a special price per packaging unit, if needed.
Finally, if the document is later viewed and possibly after being invoiced, the quantity that has
been invoiced up to now will be displayed per line.

The results of entering the Goods Delivery Note are


It updates the Inventory by reducing the actual stock.
It updates the customer risk (displayed by choosing

at header) with the value of the expected invoice

(temporary net value (for invoicing) column).

197/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT


Customizing Delivery Note information

1) Check for no item that not allowed to the particular Warehouse to be accepted. This check can protect the
users from typing the wrong item code or from using the wrong series. Since the allowed Warehouses are
declared to Items (there is a mass procedure to implement this too), it must:
To be ensured that the setting check Item W/H is activated to the Items
Control Profiles (to every line that concerns transfer of quantity), and, in
the other hand,
To activate at SLN document type the setting W/H filter, which will result in
NOT displaying (during search) the items not allowed to the current documents
warehouse.
2) Ability to filtering during search only items in stock (into the current
warehouse). To the Select only items in stock field of the document
type (to the Lines sub-page), may choose if this filter is active and
to what line type (normal or reverse).
How do we see the results of issuing Delivery Notes?

View

Content

1.

Sales/Revenues

List of all Sale documents concerning quantities or values

2.

Pending customer

Delivery notes or Goods receipt by customers who have been linked to the

invoicing

corresponding Invoices.

Inventory records

The Stock book with all transactions affecting quantities and/or values. Depending on the

3.

layout, it will be displaying the deliveries in the Sales column or the exports in general

Same updating, though more concentrated, see the Monthly Statement of Stock Book
as well as the Inventory Costing Balance.
4.

Stock quantitative

Cube for check Items quantities per item, branch, and W.H.:

control

5.

6.

Journal of Quantitative
Stock Entries

List of Items transactions PER date and Warehouse, with double qty columns to both
main and alternative unit:

Current Stock

The current Inventory status per Warehouse with information for the expected

availability

quantities, the orders to be delivered and the future stock. The quantitative Good
Delivery Notes do negative update of the stock column.
198/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

GO O D S D EL IV E R Y N O TE F O R A N OR D E R
When the delivery based on an Order, which entered beforehand, the document can be produced in an automatic
way, through an Order transition.
Appropriate transition: 111. SOR=>SLN (Goods delivery Note from Sales Order)
When the customer Order made through the process of automatic stock reservation (SCO), then:
Appropriate transition: 176. SCO=>SLN1 (Goods delivery Note from Sales Order/Stock Reservation)
In both cases, the Delivery note will keep the transition information and will correctly update the Stock availability,
reducing at the same time the ordered quantities.
This way in any view we have had the information of pending customer orders, we are also going to notice a reduction of
the orders and the actual balance, as well as an increase in the sales quantity.
Selecting the transition, in the appearing dialog, we can provide the series and the date for the Delivery note with
some additional capabilities (choice of lines or whole documents of orders and grouping to create a single Delivery
note for the customer from more than one orders:

Choosing Next, ordered Items displayed to select those that will be delivered. In the criteria, the customer is
included as well as the workflow step (in case that Orders approval process is in force).

st

Through the 1 choice column

, the quantities of the Order document lines are selected automatically to become

Quantities to proceed. Alternatively, the user could provide a smaller quantity directly in this column, thus
selecting a partial delivery, tracking the quantity not to be sent to the Remaining quantity column. The actual
and available stock at this moment is also visible to the next columns.

199/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT


st

In this stage, if we have chosen Documents set in the selection level of 1 tab, in order to make whole orders be
sent and to allow us to choose which ones, the next display will be different, displaying an orders overview and not
lines:

In the next step, the choices we have made will be displayed for confirmation of the process:
If we want to avoid the confirmation
stage, could select this setting to the
transition profile (sub-page Additional
parameters):

After confirming, we can press Run. The process will create the Delivery Note/s, which will show up in the results
page:
The appearance of this page depends on
the setting Execution method in the
transition profile customization (sub-page
Results):

At this point, the user can move on to the printing of delivery Notes, through Actions of this results view.
If the result of the process is a single Delivery Note (which would
happen in case of a transition from inside an Order form), then this
document will automatically open (based on a setting of the transition
profile).

200/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

M AN U A L E N TR Y O F D E LI V E R Y & PO S TE R I O R CO N NE C T T O OR D E R
The transitions, apart from the service that they provide for automatic document creation based on others of a
previous workflow stage without the need to type, will also have some additional important results into the system:
They update the pending quantities created by the source documents. This way, if an Order is not sent through a
transition, it will appear as Pending, resulting to the possibility of re-transitioning by mistake. Furthermore, in all
the availability lists, stock will appear as pending (to be sent) quantities which are not actually outstanding.
For the above reasons and even if typing is necessary to enter a document which belongs to a workflow of another,
we will have to ensure that it will be connected to that document in order to close the cycle of the outstanding
quantities.
How do we connect the documents later?
1) At the document type customization, in the sub-page Behavior, the transition code from which the
document derives will have to be entered. If the rules are more
than one, they will have to be entered separated by a comma,
using a particular queue, which will represent the workflow followed.
If for example we are using Orders and Reservations which produce Delivery Notes, the first rule declared to
the Delivery Note document type would be the one that uses Reservation as a source (that means that
whatever is sent will firstly close the reservations). In this case, if the reserved quantities are not enough,
meaning that the Delivery Note has a greater quantity, then it will be closing up the possible ending Order
quantities as well (having declared it secondly in the transition rules of this field).
2) At the document entered by typing, specifically in the Status sub-page, we are able to enter the document
code (Order) which we wish to be connected. The Order
number for example SOR--00034 (full Order code) is
declared in the field called Related document.
If the Orders closing up are more than one, the button
can be used, which leads to a dialog where a search is possible to locate all the appropriate documents.

On the other hand, any document produced by transition (and based on the setting Observe document
history and Monitor pending quantities of the transition profile) contains the list of all the related
documents (with lines fulfilled by the current documents lines).

201/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

3) In a document list like Sales/Revenues which displays the documents


which we want to connect with the previous ones, we mark these
documents i.e. delivery notes and then, we select through the Actions
menu of the horizontal toolbar one of the following functions:
Automatic quantity matching. A dialog will appear for the execution
of the process:
a.

If a declaration
of a related
document has
been done
before, just press
Accept and the
matching
process will be
executed,
connecting the documents with the ones declared as related.

b. If no related documents have been declared, we are able to choose which data will be taken into
consideration in this correlation process, in order to locate the proper source documents (Orders). If
the delivery address has been selected for example, the delivery Note will be connected only to
Orders with the same delivery address. Activating the previous documents field, ensure that no
matching with Orders of a later date of the Delivery Note will take place.
The data input in this dialog will be taken into consideration during matching, anyway. If for example an Order
document has been declared as a related document from a different branch than the one possibly declared in the
dialog, this matching will NOT take place (though this is a very rare case scenario).

Criteria based quantity matching. A different dialog will appear:


Through this dialog,
specific data will be
declared for the
AUTOMATIC
selection of source
(Order) documents to
be matched, for
example Order with
specific dimensional
values.
The process result will be to connect the chosen and the source documents while, this way, to update the
system regarding the pending quantities just as if a transition had occurred in the first place.

202/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

What takes place when one Item was ordered but another was delivered in its place?
In the Delivery Note it is possible for the Item Code to be changed in a line. This way the quantities matching
of the line will remain intact and nothing will remain Outstanding.
How do the items with dimensions (e.g. colors, sizes etc) achieve matching?
The automatic quantity matching that we have seen previously occurs using criteria of 1) the customer, 2) the
criteria possibly declared in the dialog of the automatic matching or the source documents which have been
declared as related documents and 3) the items and their dimensions. If the choice of similar dimensions
between source and target documents should be kept or not, will be set through the parameter Automatic
quantity matching with strict dimension control

In dimensional items, it is possible that not the exact colors-sizes-lots ordered to be actually sent, due to several
reasons and after communication with the customer. Most of the times, we want the quantity matching to occur,
even if the dimensions are not identical and, not to keep a back order. If no is declared, the application will firstly
check and match all lines with the same dimensions and for the rest quantity, this parameter is checked.

H A ND LI N G O F TO T A L Q U AN T I T Y T O B E D E LI V E R E D ( WE I G H I N G)
In Delivery Notes with a variety of Items, in order for the right quantity totals to be printed, the confirmation of the
quantities will take place sometimes by certain methods e.g. weighing. In this case, if the user knows the total quantity
regarding a certain unit and it is not the one coming up from the lines of a Delivery note, he needs a way to declare it and
the system to do proportional automatic updating of the document lines.
This can take place through Allocate quantities, which activated by pressing the Ctrl + Q key combination after the
lines concerning the allocation are marked. The result will be the display of the dialog which allows just that:
We can see for the CHOSEN ITEM LINES,
the sum of the quantities (Calculated),
provide with new (actual) and look at
the difference between the two
(Difference for distribution). Choosing
Update, the lines will be updated with
the new quantities based on the starting
value of the lines.
This function is useful only if the quantity declared here is about the One and only measurement unit of the chosen items. For
example, if some lines with an alternative unit A and others with an alternative unit B, have been selected, this function will have no
meaning due to the fact that only one quantity can be given.. The same applies to the weight, in case it is measured in Kilos in one
line and grams on the next. In this dialog, the unit in which the quantities should be given , is displayed, using the current line. As
many lines do not have this unit, will be ignored, while calculating totals as well as while distributing the possible differences.

203/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

D E LI V E R Y WI T H NO CH A R GE
When the Delivery note should be issued to a customer for items, which will not be charged (meaning that an
invoice will not follow), a certain type of document needs to be used. This usually takes place in cases where samples
are sent for testing, checking etc. or sending back some items to the customer, which had been received for
checking or servicing.
Appropriate document type: DWV Delivery Notes (Without Value)
If the sending to the customer concerns an already issued Receipt Note (without credit invoice pending), a
transition can be used, so that the data will not have to be retyped:
Appropriate transition: 140. GRN=>DWV Delivery Note from Receipt Note (for testing, control)
This quantity updates the quantity of the Other exports in the Inventory Books.

In case the delivery is concerning an item of the customer which we have received for fixing and at the same time
we are charging services, the types of documents we can use described at the specific chapter about providing
services.

D E LI V ER Y NO TE S RE NU M BER IN G
In case before the printing, a numeration of the Delivery Notes of the day is needed, so that they will follow the
queue in which the deliveries will be made, the specific for this purpose process Document numeration can be
used (Tools/Maintenance tasks).
In the dialog displayed, for a day and a specific series or prefix and document type, we can see the documents
meeting the conditions for the numeration:
Not-transitioned
Not-cancelled or cancelling
Using automatic series
Using series with sequential dates
Not-printed
At the criteria area, the Trade account, Document code, Transport means and Itinerary can be used to limit the
number of documents participating to the process.

For all the displayed documents, the U


Update key starts the process, which will apply to them a number by issuing
date based on the sorting of this view.

204/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

O RD ER ROU T IN G PRO CESS


In case we have some transport means executing certain routes, a sharing to them must occur for the goods to
reach their destinations based on the delivery addresses, then, a summary list must to be prepared for each route
and, after checking and producing the delivery notes, must print the appropriate list for the transporters. The
following process recommended for this purpose:

Summary routes
review
Displays order lines, define

Transitioning Orders
to Delivery Notes
From the Summary

Checking and printing


the Delivery Notes

Loading review

From the result page of

In the document type

criteria, see the available

Routes Review we select

the transition or from

criterion we set the

layouts of this view.

the lines and ask for

another list of the

Delivery note and select

Defining the usual Itinerary,

"Transition" declaring the

Delivery notes created,

transport means and

Transporter and trasnport

profile "Customer order

we can check on the

itinerary .

means to the customers,

deliveries"

quantities and the validity

those data have already

If we have to, we define

of the data

after we ask "expand

been transferred as

part of the ordered

recommended in the

quantity or specific items

printing of the Delivery

Items are included. For

Orders.

to deliver, resulting in a

notes

every Item, the storage

By using global modification


we can make any change to

backorder

We ask for a mass

The list is printed out

levels" (Ctrl + ) so that the

location is noted.
Used for picking items

these fields, organizing the

and as a goods's

routes.

accompanying list

205/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

INVOICING CUSTOMERS
FO R A D E LI V ER Y N O T E
Usually the invoice is sent by post, though there is the possibility of electronic posting without the need for printing.
For locating of the Delivery Notes, which must be invoiced, use the view Pending customer invoicing. From this list,
the Invoices can automatically produced by transition:
Appropriate document type: SIV (Sales Invoice)
Appropriate transition: 113. SLN=>SIV (Sales Invoice from a Goods Delivery Note)
To the invoices generated by the process will need to check or correct the (proposed) prices and discounts, and also
to check the settlement payment.

Prices and values The application has already put prices, discounts and VAT based on the Delivery Document.
If any changes must be done, for example in discounts etc, they can be made possible either by
line, or by using the field %discount in the header (sub-page administration), using the

icon,

or by declaring a gross discount to the grand total, as described in the Sale Order.
Quantity Although the document is purely regarding the value, the quantity of every line must be correct and
matching the invoiced value. This quantity is the one that will form the average sale price.
It must never be set to zero. If an Invoice must issued that does not concern a specific quantity,
but it is a value corrective, special documents exist for that purpose and described in the next
chapters. This document type (SIV) must be used exclusively for Invoices after Delivery Notes.
Additional charges If there are additional charges, they can either be entered as services in the 2nd line tab,

or as special charge accounts in


the special accounts footer tab:

206/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Settlement The payment method defined in the customer register and proposed to all his transactions.
Payment
Using the icon
if the header is maximized, the payment method will be developed underneath
in settlement lines. The results are visible at the payment area:

The user is able to interfere and define the actual dates and amounts for payment if there is a
specific deal made.
If no payment method is defined and no data were entered here by the user for the payment
forecast then, during saving of the document (for update outstanding receivables in the right way),
the system will automatically create a forecast line visible in the on credit tab, along with the total
amount to be paid. The due date of this automatic forecast entry will be set as many days after the
issue date as defined by the Credit days in the customer.
If for any reason the Invoice is not entered through the transition but is typed in, we must do automatic quantity
matching before the process of stock valuation is executed. This way the Invoice will be connected to the
Delivery note so that no value is left Outstanding. Such values would lead the Stock Valuation process to create
wrong forecasted transactions for sales that either quantities or values missing.

207/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT


How do we see the results of issuing Sale Invoices?

View

Content

1.

Sales/Shipments

List of all Sales documents concerning quantities or values

2.

Invoicing documents

A list of the documents creating Turnover per branch.

3.

Revenues Journal per


VAT rate

Auxiliary Journal for reconciliation VAT outflows, where for each VAT rate, Net and VAT
values reported per Accounting category eg. Retail, Wholesale, Goods, Services etc.

4.

Inventory records

It presents all the stock quantitative and value transactions. The Invoices update the columns
of Sales value (depending to each format):

The same update (summarized) also occurs to the Monthly Statement of Stock Book and
to the Inventory Costing Balance.
5.

Customers statement

The Customers statement (of accounting nature) with detailed transactions and progressive
balances.

The same update (summarised) also occurs to the Customers Trial balance.
6.

Outstanding
receivables

List of all outstanding requirements (not paid invoices), per expiry month, based on
correlation with payments.

7.

Accounting

An accounting entry is created to the Customers, Sales and VAT accounts and it updates the
Accounting journals, the Account Statements, the Trial Balances etc.

208/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

S A LE I NV O I C E GO O D S D EL IV ER Y N O T E
Invoicing usually works this way. It charges the customer and comprises of an accompanying document of the Items.
Appropriate document type: SNV (Sales invoice Goods delivery Note)

Header

Item lines

Totals

The way the fields are completed and the possibilities existing for locating the customer, direct checking of his
financial status, functionality of the payment method, transfer data, prices and discounts, customization are
described extensively at the chapter about Sale Order.
In the same document, Services can be brought in, or/and Fixed assets, in the other line tabs.
A lot of care should be given into the way that the Payment method is managed. As far as the settlement is
concerned in the order, the data is only informative (unless there is an advance payment). During invoicing though,
those data affect the Aging of customer balance so, it is important to choose the right payment method and/or
checking the forecast entries produced.
The user is able to interfere and define the actual dates and amounts for payment if there is a specific deal made.
If no payment method is defined and no data were entered here by the user for the payment forecast then, during
saving of the document (for update outstanding receivables in the right way), the system will automatically create a
forecast line visible in the on credit tab, along with the total amount to be paid. The due date of this automatic
forecast entry will be set as many days after the issue date as defined by the Credit days in the customer.
As far as the visible results of a Sales invoice are concerned, in the previous chapters we have seen the way that
the two documents, whose union composes the present sales document, affect the functionality and reporting.

209/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

I N V O I C I N G O F OR D E R S ( W I T H PR I CE S A GR E E D I N OR D E R )
To be able to send and at the same time invoice customer orders, a transition will have to be used.
Appropriate document type: SNV (Sales invoice Goods delivery Note)
Appropriate transition rule: 112. SOR=>SNV (Delivery Note - Invoice from Sales Order)
After the production of the invoices, we can check on the validity of the transfer data, prices and discounts etc and
finally print them.
If the Sales invoice has been typed in, the automatic quantity matching will have to be used.

I N V O I C I N G O F OR D E R S ( W I T H N E W PR I CE S )
If the prices and discounts in the order are indicative and, during invoicing, we want to apply the new-current
prices and discounts, then must use a different transition:
Appropriate document type: SNV (Sales invoice Goods delivery Note)
Appropriate transition rule: 112. SOR=>SNV (Q) (Delivery Note - Invoice from Sales Order (with new prices))
The difference from the previous transition is that from the original order(s), only quantity and information data are
copied, rather than prices and discounts, so be applied in the Invoice afresh the pricelists, contract results, invoicing
policy or even simple loading items prices which in the meanwhile might have changed.

I N V O I C IN G AD D IT IO NA L C HA R G ES
This document is used for charges, corrections or additional Invoicing to the customer, due to mistakes taken place
during the starting entry regarding the item price or value, which now require additional charging.
Appropriate document type: SDV (Debit note)

It charges the customer and updates the turnover. If the mistake taken place was requiring customer credit, then a
credit Discount document (SCV) will have to be used and NOT a negative value on the current.
DO NOT use the simple Invoice for a Delivery note (SIV), because the pending values produced this way
will be wrong and will be taken into account, during the Stock Valuation process.
According to the default settings in the customization, the same numbering and prefix applies as the
SIV.

210/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

N O C H AR G E GR AN T I N G TO A CU S TO ME R
The process is regarding the sending and invoicing of the customer with no charge. A simple Delivery note is not the
appropriate document, since the no charge grant is equivalent (accounting wise) to a free invoicing (and not only
delivery). In this case, the posting method is differentiated compared to a Sale invoices, matching rather the Selfdispenses (see chapter Expenses), but in this case the recipient is actually a customer and not an employee.
st

1 Scenario-> Unified document for quantity and cost


Appropriate document type: FGN (Free grant Note)
Data regarding the shipping can be entered to Transfer sub-page, after the header has been maximized using the
icon

The document is updating the Inventory sub-ledger as to quantity and cost of other exports while at the same time
it will update the expenses as well, regarding the accounting. The receivables sub-ledger is not updated. The
transaction will take part neither to the Revenues nor to the Expenses reporting, but only to the Inventory and VAT
Journals.

In accounting, the revenues and expenses updated with the same amount.

During the Stock evaluation, if finally a different cost has been calculated than the one declared in this transaction,
corrective transactions will be produced, fixing the cost value
When a transport of this sort happens by mistake or the item is returned by the customer, the following document
must issued, which produces the exact opposite result:
Appropriate document type: FGR (Return from free grant)
During the printing of those data, it would be best if two separate print forms would be used and simultaneously
printed, using the ability of declaring multiple forms in the document series:
1) One will have the layout of a Delivery Note, containing purely quantitative and informative data for the
customer while
2) The other one will have the layout of an Accounting Note with the same number and will contain the cost and
VAT data, that refer to the General Ledger entry.

211/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

nd

Scenario -> Distinctive documents for quantity and cost

In case of issuing two documents, one Delivery Note and one separate cost element, there are two alternative
scenarios:
Appropriate document type: SDQ (Self-Dispense Note - Quantity)
If there has been a reservation before the shipping, the following transition can be used:
Appropriate transition: 138. SRC=>SDQ (Self-Dispense Note from Stock Reservation note)
The Shipping note must be followed by the cost element (within the same Stock costing:
Appropriate document type: SDC (Self-Dispense Note - Cost Value)
Appropriate transition: 160. SDQ=>SDC (Self-Dispense Note from Delivery note)
The update matches the one done by the unified document, though in two stages.

If for some reason, an SLN (Goods Delivery Note for sale) issued beforehand, then we must use a different
document type regarding the cost and not SDC):
Either issuance of a regular Sale Invoice with zero value along with a negative result of the gross profit:
Appropriate transition: 126. SLN=>SIV (ZERO VALUE invoice from Sales Delivery note)
In this case, this transaction considered as a Sale, regarding the Stock Books.
Or issuance of a Free Grant Note from (after) Sales delivery note:
Appropriate document: FGS (Free Grant Note from (after) Sales Delivery note)
Appropriate transition: 148. SLN=>FGS (Free Grant note from Sales Delivery note)
This document will transport the sales quantity to the quantity of self-supplies (or other exports, depending on
the layout of the Stock Book report), while at the same time the cost is being updated.

Regarding the accounting, it updates Revenues and Expenses at the same time, just like the other Free Grant
Notes (SDC, FGN).

212/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

I N V O I C I N G O F PU B L I C S E C TO R S CU S TO M E R S
Sale to customer of type Public Sector can take place with any of the sale documents. The specificity in this case is
that if we are aware of withholding taking place, we are able to configure the system to be able to calculate them
automatically. This can occur by using special Withholding accounts, which after being set in a group of
withholding, they will be set to the relative customers at Withholding group field, and stated in the proper
document types.
Since this configuration done, the withholding amount REDUCES the total (payable) amount as well as the customer
charge. This way the receivables will be updated correctly (with the amount remaining after the reduction of the
withholding).

An alternative scenario would be invoicing without withholding and, during payment, to enter the withholding
amount, based on the State payment order report, which usually given.

In this case, the withholding RAISES the payment amount, so the customer credited with the correct amount,
resulting in balancing of the Invoice claim with the total amount.

Details about customizing Special Accounts see to the relevant chapter Accounting tasks.

213/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CUSTOMER ORDER OF HIGH PRIORITY


This is about a workflow during which the customer orders and, as many items have enough stock will be reserved that
moment, while for those that are out of stock, an order/s is sending to the supplier/s on behalf of the customer. As soon
as the Items arrive, and based on the appropriate information about the progress of the Order, the shipping and
invoicing to the customer will proceed.

SCO Sale Order with stock


reservation

PSC Order to supplier on behalf


of customers

SLN1 Goods Delivery note

PLN Goods Receipt note

SIV Invoice for a Delivery note

PIV Invoice for a Receipt note

In this flow, using the default documents types that described below and designed especially for this purpose, the fields Amount4
and Comment5 of the line items, have been reserved.

O R D E R W I TH D IR E C T R E S E R V A TIO N O F AV AI L A BL E S TO C K
Appropriate document type: SCO (Sale order-Stock reservation)

In the document lines, the following columns are available:


Available stock in current warehouse
Reservation, which activated by default if stock exists
The result is that the lines to reserve, will update the RESERVED stock to Inventory sub-ledger as soon as the document
is saved (without any transition to occur), while the rest items will update the ORDERED at the same time.

D I RE C T O RD ER TO SU PP L IE R O N B EH A LF O F T H E C U S TO M E R
For all Items that are out of stock, the order is sent off to the suppliers, using a specific transition:
Appropriate document type: PSC (Order to supplier for customer)
Appropriate transition: 174. SCO=>PSC (Purchase Order for specific customer)
Selecting the transition, in the appearing list, the system displays the main supplier of each item (lines of order which
have not activated the reservation field), and the user can select any items supplier instead.
The process will produce as many documents as the different suppliers are.

214/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

SALES

At this point of the procedure, the view Customers Orders status review will display the Items with the proper
indication in the O
Ordered from supplier column. The orders presented here are exclusively of this kind (and not all
sale orders), that is Sale order of high priority:

R E CE I V I N G GO O D S B Y S U PPL I E R
As soon as the Items arrived, the following transitions can be used:
Appropriate transitions: 478. PSC=>PLN (Goods receipt Note from Purchase Order for customers)
479. PSC=>PNV (Invoice Goods Note from Purchase Order for customers)
The result will be the automatic reservation of new stock for each customer. The view Customers Orders status
review will display the Items with the proper indication in the S
Sent by supplier column.

S HI PP I NG A ND I NV O I C I N G O F R E S P E C T I V E CU S TO M E R
The shipping to the customer can be implemented automatically by using one of the following transitions:
Appropriate transitions: 176. SCO=>SLN1 (Goods delivery Note from Sale Order with stock reservation)
175. SCO=>SNV1 (Sale Invoice-Goods delivery Note from Sale Order with stock reservation)
ONLY after this action will the stock reservations be released, due to the initial Sale orders.
The Customers Orders status review will display the items with indicator in the LLaunched column.
215/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

SALES

SALE ORDER CANCELLATION


If an Order or part of an Order has not been delivered and it will not be delivered at all for various reasons, this must be
declared into the system, for avoid to always shown up as a pending order.
1. Wrong order
In this case, one of the following actions could be used:
1

st

method:

Line deletion

nd

method:

Quantity reduction

rd

method:

Order deletion

2. Cancellation from the customer side


In this case, one of the following actions can be taken, allowing the updating of the Lost Sales
1

st

method:

Transition to SRO (Sales Order Rejection)

nd

method:

Quantity reduction with an, at the same time, updating of the Lost sales quantity column

Information about Lost Sales can be found to view Item sales per customer. This column belongs to the
available ones and not to the visible by default columns.

216/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CUSTOMER SALE RETURN


P E ND I N G I S S U A N CE O F A CR E D I T N O T E
This case is about documents accompanying returned goods that issued by customers (or by us on behalf of the
customer), due to a defective Item or for change delivered Items, for which a Credit Invoice will be issued.
Appropriate document type: SRN (Goods receipt Note by customer)

It updates the stock quantities, negatively in the Sales column and creates a value abeyance, which will reset when
a Credit Invoice issued.

A F TER D E LIV ER IN G IT E MS F O R C H E CK O R TE S T
This is regarding the cases of Items that have been shipped to customer (using a DWV Delivery note without
charge) and then returned by him, after having been checked, tested, presented etc. A Credit Invoice will not follow
such a Delivery Note, but the Items expected to be returned by the customer. In this case, it must be use the
appropriate transition:
Appropriate document type: GRN (Goods receipt Note (without value))
Appropriate transition: 139. DWV=>GRN (Goods receipt Note from Delivery note (without value))
It updates the stock quantities in the Other exports column.

S I MP LE Q U A N TI T A TI V E GO O D S R E C E I V I N G
In some cases, we are not sure of the way we are going to handle the accounting part of the actual goods receipt.
Appropriate document type: GRN (Goods receipt Note (without value))
An ordinary case of quantity receiving is regarding checking, or servicing. For details on the type of documents issued
when the repair process is finished, the relevant chapter on Service rendering will provide more information.
If we simply send back the Items to the customer, we use the Delivery Note without charge (DWV), as described to
a previous chapter. A transition is also available for this case:
Appropriate transition: 140. GRN=>DWV (Delivery note from Receipt note (without value))

217/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

R E TU R N P O L I C Y
Activating the Return policy in the Sale Return documents, you can apply business rules about if and when the return
from a customer is allowed, for example like:
Return check using a code change
Definition of the maximum allowed number of days since buying for the changes to take place
Support of special, customizable by the user scenarios of unacceptable returns, like for example the return of
goods bought during a discount period
Checking for returns in the same season of the initial buy
Ability to overcome the above return checks for specific user groups.
If for some of the above an authority given to overcome the check, the
process of authorization from the authorized users will have to be
activated. This will take place if in the dialog coming up, an
authorization request asked.
Selecting approval request, in the appearing
dialog, must select the user to whom the request
is addressed (

), type a comment, if needed, and

select request.
The (logged in) authorized user will be notified
then and, after providing the system with his
own authentication details, the approval will be
accepted and saving of the document will
become feasible, while an on screen message
will inform the user about the approval (or
rejection) status.
Customizing information on the return policy

1) Which trade documents it can be activated in


In TRADE documents through the Activate return policy field, either the document type has Forecasts sign =>
CLOSING (meaning credit documents) so it takes into account the normal item lines, or the document type has
Forecasts sign => OPENING (meaning invoices, debit notes) so it takes into account the reverse item lines.
2) Configuring control types
A series of general parameters in the category Document administration make that possible:
Checking of NON-accepting return of items after a specific period of time
st

Returns=>01- Acceptance authorization by 1 User Group (Number of days). The number of days since the
st

initial buy for which the right to overcome the check is valid for the 1 group declared in the next parameter.
Setting 0 will disable the check.
st

Returns =>02- Acceptance authorization by 1 User Group (Group name). We declare the user group/s,
(separated by comma, if many) which have the right to overcome the date range check declared in the
previous parameter.
Returns =>03- Acceptance authorization by 2

nd

st

User Group (Number of days). Like in the 1 parameter for

the second user group different number of days.


Returns =>04- Acceptance authorization by 2

nd

User Group (Group name). Like the second parameter for a

different user group.


218/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Checking for required input of changing code


Returns =>05 Check completion of initial document in returns line. If defined YES, the alternative
document field will always be checked not to be null in the line of the returned Item. If it is a credit
document, the definition of the alternative document in the header will be enough.
Returns =>06- Acceptance authorization upon non-completion of initial document. (Group name) The user
group/s with the right to approve the return in a line with an empty alternative code or a non-valid code
(non existing or of another customer etc).
Checking for return from a period of DISCOUNTS or another discount reason
Returns =>07- Return check for discount reasons from line field. This is where a line item field is defined
where, during sale in case of a discount provision the DISCOUNT REASON is coded and input. When
entered, the prohibition of certain reasons of discounts can be facilitated.
Returns =>08- Discount reason field content on non-acceptable return We enter the value/s (separated by
comma, if many) of the above field at the initial sale document line, with which the value of the filed
(declared in the previous parameter) will be compared to and in case the same one is found, the return will
be prohibited.
Checking of Seasonality
Returns =>09 Check return in same season. A Yes here will activate the checking of the season declared
in the item to compare it with the returning season. The season taken into consideration for checking, if the
item has dimension management, is the season declared in the dimension pallet or in case no season found
there, is the season declared to the item register.
Returns =>10 Acceptance authorization upon return in different season (group name); the user group/s
with the right to overcome the check for returns in the same season.
Automatic return approval
If the user belongs to any authorized user group (from the above ones) with the authority to approve
returns, the dialog for the user authorization will not show up and the return is automatically approved (with
YES in this parameter). The default behavior is to always display the approval dialog (false).
Returns =>11- Automatic return approval to users belonging to authorized users group.
3) Check application methods
The checks activated during the saving documents and they function in an intercompany level.
This will actually mean that in case the customer has bought something from a store and attempts to return it to
another (which monitored in another system company and not another branch of the same company) and if the
return policy is being circumvented, this will be recognized if only the Items have the SAME coding.
If Inventory dimensions have been entered, all of the checks will be made for the returning Item with the same
dimensions as the ones on the line of the sale document.

219/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CREDIT NOTE
It is issued to cancel out the value charged by a previous Invoice, in case it was issued first.

FO R A GOOD S RE C EI P T NOT E
Appropriate document type: SCN (Credit Note from (after) a Goods receipt Note)
Appropriate transition: 117. SRN=>SCN (Credit note from a Goods receipt note)
This particular document is regarding always a specific quantity of items and cannot be used only for correct
invoiced values. We never zero the quantity in it. The system (based on the proper customization of the
document), if the user attempts to set the quantity to zero, will warn him for a possible misuse of the document:

If the credit document refers to particular sale invoice/s with which it should be m
matched in order to maintain a proper
balance ageing, we can declare the document/s in the Status sub-page as related documents, using the icon

In the dialog appearing next, a search can take place to locate


and use the related documents.
The ones chosen will be part of the automatic matching executed
along with the document storing.
In order to not allow outstanding quantities left (so, not to affect the Stock Valuation process), the Credit Note must
either generated by transition or entered by typing and linked to the
Goods Receipt Note afterwards, through automatic quantities matching
process. In order this to be executed correctly, the transition 117.
SRN=>SCN must be defined to the Origin transition rules field of the
document type SCN.

S A LE S D I S CO U N T CR E D I T N O TE
Appropriate document type: SCV (Credit Note discount value)
It is issued for the retrospective discount provision to the customers after an agreement for certain commercial goals
has been fulfilled or for a specific invoice if the payment settlement was observed or rarely for fixing an Invoicing
mistake (higher prices than what had to be given). If the Commercial agreement is monitored into the system, a
mass generation of credit discount documents can be generated and issued to the customers. In the display of such
a document, the column of the quantity will not be visible in the line grid layout since it has no effect on the system.
If we are not aware of the Items
to which the discount is
targeting and we enter the
Credit document by using a
general Item, then the Sales
Turnover by Item will NOT be
affected. Therefore, in order to have a correct Turnover per Item and Customer and Stock actual cost value, the
discount credit invoices strongly recommended to contain the particular Items for which the discount is given.

220/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

D I S CO U N T F O R A S P E CI F I C IN V O I C E
If the Credit document refers to a specific Invoice, to save the Items from being typed in again we are able to use the
foreseen transitions:
Appropriate transitions: 121. SNV=>SCV (Discount Credit note from Sale Invoice-Goods delivery Note)
122. SIV=>SCV (Discount Credit note from Sale Invoice)
In both cases, the Credit note is generated with a zero (0) value so that it will have to be recalled and the discount
value will be entered.

C RED IT N O T E F O R V AT EX EM P T IO N
In case that after the issuing of a sale invoice, a certificate stating a VAT exemption is submitted by the customer,
then, a specific credit invoice will have to be issued. In this, the invoiced document lines must be contained with their
initial net value and VAT value as normal lines and also, all these lines must be contained a SECOND TIME with the
same net value and a ZERO VAT value (through a specific for that purpose VAT category zero) as reverse lines.
This is necessary in order to update the correct General Ledger Accounts (when analyzed by VAT category). The
customer credited with the difference value, due to the VAT.
Appropriate document type: SCN Credit Note of Exempted VAT (Sales)
For the automatic generation of the document, there is an automation available in the documents SIV and SNV, as
well as at Sales/Revenues list, which using as a source the Sale Invoice will generate the "Credit Note of Exempted VAT:

After the series and issue date is entered to the appearing dialog,

...the document created and a credit of VAT amount produced to the customer:

221/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT


How do we see the results of issuing Credit notes?

View

Content

1.

Sales/Revenues

List of all Sales documents concerning quantities or values, where the credit documents
will negatively update the columns gross turnover and net turnover.

2.

Revenues Journal per


VAT rate

Auxiliary Journal for reconciliation VAT outflows, where for each VAT rate, Net and VAT
values reported per Accounting category eg. Retail, Wholesale, Goods, Services etc. The
credit documents appear as negative values.

3.

Inventory records

It presents all the stock quantitative and value transactions. The Credit notes update the
columns of Sales or Exports generally (depending to each format):

The same update (summarized) also occurs to the Monthly Statement of Stock Book and
to the Inventory Costing Balance.
4.

Items return of sales

The list of return transactions is available in each Items administration form:

5.

Customers statement

In the Customers statement (of accounting nature) with detailed transactions and
progressive balances, the Credit Notes are updating the Credit, except if the trade
accounts update from "reversed" transactions with NEGATIVE entry of the same sign (D/C)
company parameter is activated (set to true) and thus, will appear as negative in Dedit.
The same update (but summarized) also occurs to Customers Trial Balance.
The Statements and Trial Balances with turnover separation give the information of the
net and gross turnover information where the credit notes act negatively, as expected:

6.

Accounting

An accounting entry is created to the Customers, Sales and VAT accounts and it updates the
Accounting journals, the Account Statements, the Trial Balances etc.

222/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

RECEIPT OF A DESTROYED ITEM FROM A CUSTOMER


In case the customer returns a defective or destroyed item which normally bought (and INVOICED), we must issue a
Quantity receipt document using the return sale document type:
Appropriate document type: SRN (Goods receipt Note by customer)
In case we replace the Item, we are going to send it off with a Delivery note
Appropriate document type: SLN (Goods delivery Note)
Appropriate transition:

141. SRN=>SLN (Goods delivery Note from a Receipt Note)

If no replacement is going to be taking place, a Credit note will have to be issued :


Appropriate document type: SCN (Credit Note for a Goods receipt Note)
Appropriate transition:

117. SRN=>SCN (Credit Note from Goods receipt Note)

In case our customer returns us a defective product which he delivered but NOT invoiced, then ONLY a quantitative
return document will be necessary:
Appropriate document type: SRN (Goods receipt Note by customer)
Appropriate transition:

142. SLN=>SRN (Goods receipt Note from a Delivery Note)

In case our customer returns us a destroyed Item which he had received for checking/testing by a Delivery note without
charge, then a Quantity Receipt document must be issued:
Appropriate document type: GRN (Goods receipt Note (without value))
Appropriate transition:

139. DWV=>GRN (Goods receipt Note from Delivery Note (without value)

Following that, we might have to replace the Item with a new Delivery Note with no charge:
Appropriate document type: DWV (Goods delivery Note (without value))
The above actions are concerning the transfer to the customer. As for the product delivered, there is the case back to the
supplier or may not be possible to return or consumed by another method, so will follow the registration book memo
write-off of the product:
Appropriate document type: IWO (Materials write-off)

The write off will update the stock quantity and cost in the Exports column. If a particular accounting account is entered
at header, it will be posted with a credit of the Sales Account of the Item.

223/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

RETURNING DEFECTIVE ITEM TO THE SUPPLIER


As soon as we receive defective items from the customers, we are able to return them to the supplier and receive
replacements or a credit document:
Appropriate document type: PRN (Goods delivery Note to supplier)

I T E M R E P L A CE M E N T
Appropriate document type: PLN (Goods receipt Note from supplier)
Appropriate transition: 124. PRN=>PLN (Goods receipt Note from Delivery note to supplier)

C RED IT I NVOI C E
Appropriate document type: PCN (Credit note for a Delivery Note)
Appropriate transition: 106. PRN=>PCN (Credit Note for Goods Return to Supplier)
Before deciding on the workflow to follow, it is recommended to be informed about the various types of Shipping to a
supplier, by the corresponding Purchases Chapter.

224/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

SELLING ITEMS OF SPECIAL CATEGORIES


S ET /K I T
The item sets can be created for two distinguished purposes and different functionality during the invoicing process.
1) Easy entering of many Items sold together (Dynamic set)
2) Offer of many items in a package by special discount/price (Static set)

During entering a set Item in the lines of a document, the parts of the set will be displayed below the set line, which
will be colored differently:

The set lines are not taking into account to the calculation of the documents totals (payable amount) and they do
not participate to Ledger posting. They are not actual Inventory registers
whereas their parts are actual Items in stock. Especially during Sales, it will
be produced sale transactions for them, to give turnover statistics. In most
statistics they are not taken into consideration and a relevant criterion is not
available. In a few reports only, like Item sales per customer, a specific criterion exists (visible only to more
criteria) with a default value that does not include set items, since if they are included, a double turnover will be
generated for the involved Items. However, the user could ask only for set items to be reported separately.
As to the behavior during issue a set-item to a documents line:
If the set is dynamic, the user can alter the items contained in the set and not the set line fields (where the data of
lines of their parts are aggregated) with an exemption for the Quantity (so that the user could declare the required
number of sets). The system will propose prices and discounts in the lines composing the set, only. This way, if the
set is taking part in a pricelist, this information will be completely ignored since its data calculated by the child rows
of its parts.
If the set is static, the user can alter only the set and not any part of the set. In particular, the fields available for
editing in the line set are the quantities, the price, the discounts and not directly the value. To the lines of the parts
the values of set are distributed based on a participation ratio of each one to the set. The system will propose
prices and discounts (apply pricelists etc) ONLY to the line of the set Item. This way, if the parts of the set belong to a
particular pricelist, this information will be completely ignored, and the lines will obtain their values proportionally by
the set line. In the static set, if any line (set or part) deleted, after a warning, all involved lines will be removed.

225/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CO LO R A ND S IZ E
The color-size functionality during sales is quite alike the one valid in Purchases:
1) Line handling with a quantity analysis of colors and sizes in a matrix using the F12 key
2) Color and size handling on a line level using color and size columns
3) Color and size handling through a matrix with quantities and prices, while at the same time keeping a
distinguishing Item line for every color-size combination with Alt-F12
4) Copying color-size from the previous line using Shift-F12
To activate the possibility to define prices per color/size, must set the relevant company parameter, otherwise, it will be
used the prices of Item itself.

L O T S AND S E R I A L N U MB ER S
The Lot handling features as well as the serial numbers in the Sales, are alike the ones valid in the Purchases. In this
section we are going to be looking at the feature of the automatic lot recommendations or serial numbers for
sale (and generally export) based on criteria.
In the Item control profile (in the Sales lines), views can be defined (with the required sorting) and their automatic
execution can be defined by checking the
appropriate checkbox option, beside these fields.
If not, the user will have to call on the automatic
selection process manually (using F8 key).
If the lots participate to configuration of pricelists
this must be declared here, to the lots define
pricing/discounts policy option field. In a typical
case, the re-apply of pricelist or invoice policy,
just because Lots added, is useless. E.g. if a user
has given a particular discount and the lots are
automatically selected, the discount will be
remain as it is, unless the setting has been
activated, so it will be recalculated.
For the serial numbers, could activate the checks of the Items control profile, for compulsory use only of available
S/N (field in the Serial number) and for verification of S/Ns location to be the current W/H from which the delivery
is taking place. Also, could define to select only S/Ns of specific status (field of the Serial number).
During the sale of a serial number it is possible to activate the warranty for the customer. This will take place by using a
specific document, which will also update the starting and ending dates of the warranty in the serial number, in order to
enable checking for Service procedures:
Appropriate document type: WSN (Warranty note of serial numbers)

226/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

SALES

B AI L ME N T
An example of bailment is the package containing goods that consist subject of the companys trading process. In
general, items that suppliers provide because they are necessary for carrying the goods, usually function as bailment.
Such a case is the bottles used for drinks and soft drinks.
This kind of goods are returned to the suppliers and, on sale, sometimes are also returned by the customers, thus
their value will not be paid but returned. This means that it is required to monitor the quantities and values which are
pending towards the suppliers as well as the customers.
Customization

Those Items (bottles for example) must defined as of type Bailment and the sub-page
Related Items can be used to define their relation to other stock Items that depend on
them. This definition will allow to configure an automatic way to ensure that the transport of
all linked items would become at the same time.
For example, the bailment item Empty Bottle 330ml will have its relation defined with 2
Beers with the corresponding codes and a quantitative relation 1. As a result, whenever a
Beer of these two is entered, the item Empty bottle 330ml will come up as well.

By entering those two Items as relative to the


bailment Item, the reversed relations are
produced into those items, automatically:
Finally, there must be done a specific configuration in the Items control profile for these items. To the Binding
relationships administration part of the dialog:
At binding relation type field, must define the relation type
code for which the automatic generation of bailment item codes
is required.
At auto-apply of relation field, must define WHEN this
automation would be executed. If we want the auto-produced lines to be visible to the user, we select during data entry.
If we need the amounts caused by bailment sale to
be subtracted from the customer balance, during
the Credit Control, then, in the Credit Control Policy
used, we could use the User defined limits. The
pre-configured Field Property Profile
ESBailmentBalance calculates and stores to the
amount 1 header field the current claim from
bailment. After activating this to the appropriate
document types, at the expression editor dialog of
Credit Control policy, could use: 1) the customers current accounting balance, 2) the current bailment balance through
amount 1, 3) the current documents payable amount, and 4) the current documents bailment value in order to form the
requested actual balance for checking.
227/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

SALES

Result of this customization

1) During the sale:


As soon as the Item Beer typed in, the Item Empty bottle 330ml will be coming up in a quantity matching the
quantity of the source Item.

If we add a new Item containing the same item of type bailment, the quantity of the bottle will be raised (and
will not created a new line).
2) Monitoring the turnover and trade account balances
Special trial balances can be used as well as customer and supplier statements, in the corresponding menus, for
example Entities/Accounts receivable/Account statements/With bailment analysis:

Also, in menu Entities/Inventory/Stock control see the Bailment per trade account report that provides
information on the turnover as well as quantitative information by trade account and item:

Finally, the dialog with the financial review of


trade account, displayed, either by selecting
at the documents header, or by actions
menu at customers
form, it could be
configured to show
additional data for bailment, if the company
has such an activity:
This is activated by a company parameter in
the customization, at Category: Document
Management. The default value is NO, so the
dialog does not contain this information part.

228/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

I T E MS WI T H A R E C Y CL I N G TA X
Certain items charged with a recycling tax, which included to the final retail price, while, during the wholesale the
charge must mentioned separately by piece. For the specialized Recycling companies of electric and electronic
equipment, there are specific Sales lists analyzing those data. For the automatic calculation to take place as well as
the document printing and the sales listing, the customizations described below should be done:
Customization

1) Special accounts
For every different Item category, the following should be created:
A special account with the following data, to be used at Wholesale and Purchases:
Type
Depends on
Calculation method
Amount type
Vat category

Charges
Item
Stand alone line
Price
23%

For the fields Price and Value application quantity, two cases are possible:
. If the withholding can be set directly for a quantity like the Weight, then:
Price
Application quantity

The amount
Weight

Because the recycling fees are usually expressed into tons and the Item weight is usually expressed in
kilos, the price would be expressed per kilo (with 6 decimal digits available).
.

In case the withholding per piece is specific and calculated per item code and we are looking for a way to
avoid the weight monitoring, then a user defined field can be used for this reason, for example Number 1
followed by the required two actions:

In the field property profile applied, a line should be added like the following:
This is how we can transfer to
the Item line of the Item, the
amount per unit (which is the
Amount 1 of the line, copying
the Number 1 of the Item).

In the special account form, define the following:


Price
Application quantity

lineItem.Amount1 (through the key )


Packaging quantity (this means the quantity in the
measurement unit of the line, for example the piece)

This implementation will ensure that even if the setting in the Item is altered, in the documents there will
be an explanation of the calculation of the recycling fee and thus, it can be recreated if necessary i.e.
while modifications done.
Make sure that enough decimals have been set in the general parameter managing the decimals of the
numeric fields (like user definable numeric fields).

229/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

A special account for use in the Retail sales with the following data:
Type
Depending on
Calculation method
Amount type
VAT category

Charges
Item
Incorporate into lines
Price
23%

This way the calculated amounts of the recycling fee will be included into the item line value.
Alternatively, a stand alone special account can be used, in this case though, the retail printing forms (if
used) must be altered in a way to display the recycling fee incorporated to the price of each item.
A special account group, containing the above special accounts.
2) Document types
In any document the recycling fee is applied, the specific special accounts will have to be set as acceptable in the
Charges/Withholding sub-page.
In all retail documents, we set all the ones incorporated in lines, while in the Wholesale documents, we set the
stand alone ones (depending if they are sales or purchases oriented).
3) Items Customization
For the Items subjected to the recycling fee the following must be done:
The Special accounts group must be selected in the field Charges Group. This can be done through the
global modification functionality of views. For example, in all of the Electric appliances, the special account
Electric appliances charges group can be updated, after its creation.
If a charge per piece is in effect, in the numbering field used for the Special account, the price must be entered
in the Number 1 field.
In case the recycling fee has been set as a particular price depending on weight, then in the Items of that
particular category, the weight measurement unit must be set. Also must define the specific relation to the
main unit, e.g. if 7 appliances weigh 1 ton and the amount of charge is set to the ton, then the relation will
become 1MU = 7 MMU and MU=ton.
4) Document printing forms
In the wholesale, the Price per piece of the recycling fee must always presented as a separate line along with the net
value, the VAT value and the total value. In the retail sales, the fee must be incorporated to the net value and the total
value of the item (so, in the price too). That information can be added in the printing forms through the functions:
ESSAL (<special account type>, <account code-criteria>, <field>)
rd

Returns the value of the field set in the 3 parameter from the special account created by the current line item which belongs in the
st

nd

1 parameter, its fee matches (like) the criteria of the 2 parameter. For example:
ESSAL (10,RECYCLEFEES*,Code)
ESSAL (10, RECYCLEFEES*,Description)
They return the code and the description of the special accounts correspondingly (actually the first of them, in case they are more
than one) which have been created by the current line, which are charges (type = 10) and their code begins with RECYCLEFEES.

ESSALR (<special account type>, <account code criteria>, <field>)


rd

Returns the value of the line of the special account given in the 3 parameter, reduced as to the net value of the special account
contributed by this line. This way, we are able to get the participation of the particular line Item in the net value, VAT value and
total value of the corresponding special account line, like the following examples:
ESSALR (10, RECYCLEFEES *,CurrencyVATValue)
ESSALR (10, RECYCLEFEES *,CurrencyTotalValue)
230/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

5) Printing Customization of EEM Items


Prerequisites for those printouts, concerning Electrical equipment material, are:
Defining the relevant companys parameters of category Printing parameters of Items with recycling fee:

1.

In which Items field is the brand monitored.

2.

In which Items field is the category monitored, based on which the Sales report is calculated.

3.

How is the weight per piece monitored. We enter either one of the user definable
numeric fields (number 1-10) or the weight unit or the alternative unit.

In the relevant criteria of both reports (available to menu information of Entities/Special accounts), the
special charges account monitoring the Recycling fee should be entered
Those special accounts must be declared to be depending on the Item and at the same time, in the Items
subjected to this fee, a relevant Charges group must be entered.
The EEM items should have the piece as main measurement unit.
Result of this customization

1.

Retail Receipt
For each Item, the charge calculated based on the Weight field:

Checking the charges lines from the Freights/Reductions sub-page, we can see the lines distributed to items:

To the totals, the recycling fee is included to the Net value


(calculated by item lines).
In the example, net prices have been used, which do not include any VAT charge, for comparison to the next example, though
the same functionality will be valid in the usual case of prices including VAT.

2.

Wholesale Invoice
For each Item, the charge is calculated, but not distributed to items:

At totals area, we can see that these charges form a separate


charges amount:

3.

Sales reports
From the menu path: Entities/Special accounts/Information can select the printouts, addressed to the Recycling
companies and concern the particular items categories of the EEM.
231/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CANCELLATION NOTE
The cancellation note is not based on a particular document type, but every time to the type of document getting
cancelled.
This function found to the menu Actions of the horizontal toolbar of EVERY document:
Selecting it, a dialog appears for
defining the Issuing date, the
document series and reasoning.
After a confirmation, a new
document is produced with the details and data of the one getting
cancelled, reversing ALL of the results in the cancelled document. This
way, if for example an invoice that contains cash payment cancelled, the sale entries of all sub-ledgers will be cancelled
as well as the cash receipt entry declared into the same document.
In the document lists, the cancelled and cancellation documents are displayed with specific icons, while in the
cancelations; the code of the canceled document is also displayed:

To the cancelled document form, a specific icon indicates this status:

The cancelation procedure is regarding:


The official tax documents where the cancelation can be done under special circumstances, for example in the same
day and if the recipient has not gone and take the printed document and the goods.
The internal accounting Notes, the corrective entries as well as documents displaying process results, many of which do
not affect official data (i.e. orders, reservations etc). The cancelation is available in all of the documents in order to allow
the easy correction of any mistaken entry, without the need for new document types to be used and customized.
For every document type, the prefix of the cancellation series, as well as the numbering series with the Cancellation
property, is defined.
In any Books, Statistics, Balances, Data analysis cubes, the cancelled document is applied, the effect of the cancellation
document is exactly reversed (the same data with a reverse sign).
Especially as far as the matching processes are concerned (quantitative that affect the fulfillment level of Orders routing
etc. as well as the matching between debits and credits of trade accounts that affect the balance aging), the cancellation
documents are NOT taking into account. This way for example, if a Goods Delivery Note that produced by an Order
would be cancelled, the Order will become automatically pending again. If a Cash Receipt Note connected (matched)
to an Invoice would be cancelled, the Invoice will then again appear in the unsettled invoices (open items).
Finally, cancelled and cancellation transactions do not participate to the Stock Valuation process, therefore,
documents dated in a prior stock costing period should NOT be cancelled. In other words, cancelled and
cancelling documents must belong to the SAME stock costing period.
232/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FACTORING
The factoring of invoices and whole contracts, by which we can receive as financial grant from the Banking factoring
agency the value of those claims (by withholding certain fees), can implemented into the system by monitoring specific
accounts and run specific processes, to be able to obtain a full overview of the claims and correct financial/cash balances.
Definition of a special accounting category Debtors claims in factoring as well as declaration of this
category to the relevant companys parameter:

For every customer, claims from which we will transfer to the factoring banking agency, must open a new
symmetric debit register with the same person as the customer and accounting category, the one specified to
the above parameter. It should also be declared the proper G/L account, for example 30.80.
An easy way to do this is to create the new account with New by copy and choose (

) the same Person for the customer,

otherwise a new Person will be created. The accounting category should be changed and afterwards, could select him in the
Customer list, and change the field Type by global modification, to Debtor. From now on, this will be visible not in the
customer list but in the debtor list.

In the TOC (Account credit balance offsets) document type, starting a new series titled Transfer claims to factoring
The factoring agency should be opened as a Creditor, with a G/L account of short term Obligations (e.g. 52.00).

T R AN S F E R O F C L AI MS
From the sales document list, by choosing the documents to be transferred, even of different customers or just one
or all invoices of a particular contract, and select from the horizontal toolbar, Actions/Transition one of the
following transitions, configured for this case:
Appropriate document type: TOC (Account credit balance offsets)
Appropriate transitions: 149. SNV=>TOC (Transfer of customers receivables to factoring)
143. SIV=>TOC (Transfer of customers receivables to factoring)
The result will be the generation of as many
documents as the customers. In each of them,
in the header will be placed the credited trade
account (customer) whose unsettled invoices
will be matched (reset), while in the lines the
corresponding factoring debtor will be
charged by analytic lines for every invoice with
the proper expiration dates (based on the
receivable forecasts of each invoice).
During accounting posting, it will be created a
credit to the customer and a debit to the
factoring G/L account.

233/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FU ND S R E C EI PT B Y B A NK F AC T O R IN G A G EN C Y
By transferring the Invoices, the bank will supply the amount of grant:
Appropriate document type: CRS (Cash receipt (from suppliers))
In the document header, it will be entered the Creditor opened for the Bank, while at the lines of the document
should be entered the companys Bank account, where the funds were deposited. The customer register will not be
affected, and neither will the debtors register. This document will be presented in the payments list as a negative
payment. The available funds will be increased (to the Banks account), while the Factoring agency will have a new
credit transaction. In the accounting the following entry will be posted:

E XP EN S ES C H AR G ED B Y T HE F A C TO R IN G A G EN C Y
The expenses or commissions charged by the bank will be issued by one of the expenses documents:
Appropriate document type: XPI (Expenses Invoice)
In the header, put the creditor (Bank) and to the lines the relevant expenses. To the same transaction may enter the
payment for crediting the bank account (liquidity). The customers and the corresponding debtors are not involved in this
process.

The accounting will be updated as follows:

234/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

P A Y ME NT O F T R AN S F E R R ED I NV O I C ES
The payment of invoices, since it is not our claim any more, at the same time as the debtors credited must debit the
creditor Bank factoring agency.
Appropriate document type: TOD (Account debit balance offsets)

The results of this transaction are:


1) In the Accounting, there will be credit of the debtors (symmetric to our customer registers) opened for monitor
the claims in factoring and debit of the creditor account opened for the Bank:

2) The creditors (Bank factoring agency) statement will contain a debit, reducing the balance
3) The debtors statement will contain a credit, reducing the balance, whereas to the outstanding receivables, the
particular invoices are now matched (settled).
How the matching of the customer payments will be correct?
In order to have an exact matching of invoices, could enter the Invoices numbers (one line per invoice) as to the TOC
document (while transfer the claims) as to the TOD document (while close the claims and the payments declared in
essence) to the Alternative document column. This element will be used by the automatic matching process (between
open and close items) instead of FIFO method. Especially to the TOC document this information already exists due to the
transition used (to produce it from the source invoices).

Another view that allow to control the unsettled claims, transferred in factoring, per month, is the Cube Balance
Aging (Business Snapshot/Liquidity review/Ageing of accounts (receivable/payable)).

235/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

P A Y ME NT B Y C HEQ U E O F TR A NSF ER R ED I NV O I C ES
For the correct update of all of the subsystems in this case, three transactions must take place:
Receipt of cheques by: CRC (Cash receipt)
The debtor, the one with the transferred claims, entered to the header and to the lines entered the cheque/s. The
result will be a credit of the debtor (balance of the account) and an open item produced for the payment of the
cheque at the proper expiration date, so the commercial balance of the debtor will not be affected.
At cheques expiration: MRN (Mass receivable notes payment)
To the header the Bank (liquidity) account given and to the lines, the paid (expired) cheques selected. As a result,
there will be a Credit-Debit balancing to the debtors commercial balance and a debit to the liquidity Bank
Account. What must now follow is a payment of the factoring agency:
CPS (Cash payment)
With this entry, the cheques value will be transferred to the creditors billing. To the lines of this document must put
the liquidity account set as the payment account in the cheque. That account will be credited.
All the above means that what will happen with a single document (TOD) in case of a bank payment, will take all
these three entries to complete the process, when paying by cheque.
Could have opened a liquidity account for the loaning and set it as a payment account in those cheques, so accounting-wise
everything would be correct without the need for the last payment (CPS), in this case though the Factoring agency account
would NOT have the right balance.

If the transfer of claims is about invoices of a prior fiscal year which do not exist in the system as documents (for the
transition to make possible) rather just as opening balance entries, then, the opening balances could have been
entered analytically by invoice and expiration date. Thus, we could during the transfer of claims step to type
manually the lines based on that information (unsettled invoice numbers and due dates).

236/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CO O P E R AT IO N W IT H M AN Y F A C TO R S - C L AI MS MO NI TO R IN G PE R F A C TO R
If we are working with more than one Factoring agencies (Banks), then more Debtors must to be opened per Factor.
Each one of them will have to belong to a different accounting category. This is not lead to different G/L Accounts,
but must be done , in order to make possible the automation of transferring the claims through the preconfigured
transitions for this purpose:

In the TOC document, instead of one document series, must open separate series for each factor. This document is
an accounting note (and n a taxable document) and its series can be opened freely according to the needs.
Finally, to the two companys parameters concerning the process will have to be declared, all the accounting
categories (and not just one) of all factors, separated by comma, and all the corresponding document series, with the
same order.

st

At the above example, the 1 accounting category concerns Alpha Bank for which the series 01 opened and the 2

nd

accounting category concerns Euro Bank for which the series 02 opened. These accounting categories have been
declared to the accounting category field of the Debtors opened to monitor the factoring. If, some invoices of a
customer transferred to one bank and some other invoices to another bank, the symmetrical debtors that should
be created are TWO, one for each bank.
What is it we succeed through the above customization?
During the transition Transfer of customers receivables to factoring creating the document TOC, the user selects
the document series and through this, the system recognizes which debtor register will place to the document
lines: the one with the corresponding to the series accounting category and the person of each invoices
customer.
Following this, can view the transferred (unsettled) claims per FACTOR through e.g. the OLAP Ageing of
accounts receivable using grouping by accounting category.

237/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRICELIST CUSTOMIZATION
The needs for pricing and discounts proposal on sales are not standardized but are dependent on the size of the
company, its organization, the type of market it acts in, the profit margins, the agreements and contracts made with the
customers etc, and all these are factors which form the commercial policy of the company. The system provides the
proper functionality to cover the wide variety of needs for every installation.

B AS I C P R I CE S
A simple pricing policy can be covered through static fields in the basic entities of the Item and the Customer, while
more complex pricing policies require the use of the pricelists.
Item prices
In the Items register screen, in the Identity sub-page, 5
available price fields can be found. Those are the Wholesale,
Retail, and three free price fields.
As to which of the five available prices will be proposed during sale, it is
defined at the customization of the document type in the field Default
line price.

Item prices per dimension


In case the sale price is defined not only by Item, but also for example by color, the new variety of values will have to be
defined in the Prices by
dimension sub-page of the Item.
Using the icon

Dimensions

Development, there are created


all of the possible combinations
of size and color based on
corresponding pallets. The
price/discount entered here will be proposed during invoicing, while for the combinations not found, the defaults
come up from the item itself.
To activate this feature must set the companys parameter Activate "Prices per Dimension" in Items of Category Stock dimension functions.

Prices per zone


In case of a simple pricing policy where the company has limited needs for monitoring different price per customer
group, the pricing zone can be used. The pricing zone is defined in the
customers administration screen at commercial terms sub-page and is a
choice among the 5 available Item sale prices.
Example:
Assume that a company classifies customers into small, medium and large and
diversify the sales price of the goods as categorization.
In this case, you need to use the 3 by 5 kinds of prices available, for example, the wholesale price for sales to large customers,
the price 1 for sale in medium-sized customers and the price 2 for sale in small-sized customers. To each customer must
determine the zone he belongs. This will be taken into account when billing for proposal of the appropriate price, regardless of
the general proposal of the type of document.

238/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

VAT included in prices


In case the price includes VAT charge, like at retail prices, the option With VAT must be activated, beside the price
field. The VAT part, calculated in the gross price is thought to have been based on the VAT category of the Item
and of the companys headquarters VAT regime. This way, in case this price used for a customer of a different VAT
regime, a de-taxation take place, applying the new rate for result in the proposed price.
Basic pricelist
The basic pricelist contains the prices for all Items and Services. It can be used as a reference to create discount
pricelists as well be seeing in the following chapters.
The use of pricelists recommended for the pricing compliance (compared to the use of Item price fields), since the
pricelists contain significant advantages like:
Historical data
Variety of price differentiation criteria
Abilities for easy, mass re-adjustment
Defining and processing of pricelists will take place through the menu Tools/Customization/Invoicing policy
Pricelist defining This is where the basic pricelist data is set, like the code, description, type, etc. The rest of the
fields presented in detail to the following, during examining various scenarios of use.

Process Pricelists This is where the lines of the pricelists entered. Necessary data to consider a line valid is the
pricelist code, the starting validity date, the Items pricing category or the Item code and of
course the sale price.

Toolbar The processing form designed in a way so that the toolbar will support as the easy data entry
as a number of useful use-cases for readjustment/processing the already existing pricelists
elements.

239/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Using the icon

for multiple entry, can take place a mass entering of the desired Item

codes. The dialog coming up contains the part of the criteria, for Item choosing as well as
the area of the dimensions. Here the user can choose the values of the fields used to
create new lines.
In order to enter the non-entered Items in the Pricelist, the setting Automatically enter
new Items will have to be activated. The functionality is especially useful in order to add
items, which opened after the pricelists creation.

Using the icon

Adjust prices, the user may adjust or assign new prices (or discounts)

into the chosen pricelist lines (by entering a fixed price or a percentage).

In the adjusting prices dialog, like in any pricelist processing tool, we have the
ability to define the rounding method. Beyond the needed rounding in digits, if for
example we need the prices to end with 99, this would happen by declaring 99 in
the fixed decimal segment field.)
Using the icon

Assign values to fields an assigning of a particular value to ANY field

of pricelists lines can take place.


240/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

The icon

Copy to another date range can be used to create new lines in the pricelist, by

copying the rest of the fields from the chosen lines, at a new date range while at the same
time the prices can be changed, using the adjust prices feature, seen before.

Full pricelist line Selective management of particular pricelist lines can be made possible by proccessing the
Full line of the pricelist. Double clicking will enable the form display.

In the Identity sub-page, all dimension fields like the date, branch etc. are available. Those
are the fields that will give out a price or discount, during invoicing, depending of the values
of these dimensions in the current document/line.
In the User defined fields sub-page, various static fields for free use are available (of type
date, table, number, comment) to cover special customization needs.

241/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT


It is important to emphasize the fact that the information stored in the user defined fields is

available in the applied pricelist lines in the trade documents and so through Fields property profiles
are able to update the lines in the documents. This way could get analytical information on the
origin of the prices and discounts.
For example, a company is implementing Promotional Campaigns for which special pricelists with
prices and provided discounts are created. If for example in table 1 of the lines of the pricelist the
campaign has been entered, through a field property profile can be coped to (e.g.) Dimension 1 of
the Item lines where every line has been applied, then from any statistic displaying the Dimension
1, could obtain information on the sales entries per campaign.

Prices per branch In order different sale prices to be given per branch, new lines will have to be created in the
basic pricelist where the valid branch will be declared. This can take place by using the icon
Copy to branch from the toolbar, for a particular group of selected pricelist lines. In the
appearing dialog, the branch must be chosen for which the new lines will be created as well
as a possible re-adjustment of the source prices.

Prices per If for some customers a special pricelist is in order and since it is defined and customized as
customer mentioned before, it will have to be declared in the field Pricelist of the customer register.
Prices per Sometime the prices are organized and defined per customer category, for example, retail,
customer category wholesale etc. In this case as many pricelists will have to be created, as the categories of the
customers. For this purpose, must be used the pricing group field of customers.

During invoicing, if the customer does not have a particular pricelist declared, the pricelist of
his pricing group will be automatically chosen, otherwise the pricelist of the customer will
overrule. Thus, there is no need to analytically enter the pricelist of customers one by one.
242/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Prices in foreign In order to create a pricelist in foreign currency it will have to be declared in the data defining
currency the pricelist in the currency field. If that is completed, then by the pricelist processing, the
currency entered in the lines will need to be SAME as the pricelist or not entered at all.

During invoicing, the calculation of the Item prices will take into consideration the currency of
the pricelist. In particular the following cases are supported:
A currency defined as to the pricelist itself as to the lines. If the invoice currency is
different from the one in the pricelist, then the currency automatically converted into the
currency of the transaction.
A currency defined to the pricelist and to its lines, the currency is empty. In this case the
price in the pricelist will not partake any conversion and will be applied in whole in the
document.
The conversion of the prices will be done by using the currently valid exchange rate in the day of the
transaction. This means that the exchange rate tables will have to be constantly updated by the current
valid exchange rates.

Prices per color During the Pricelist processing as many lines will have to be produced, as the combination of
and size the color-size combinations differentiating the price.
Through the Multiple entering action (

) we are able to massively enter the chosen items

in the right color-size combinations, while after the entering of the lines we are able to use
any of the adjusting tools to enter prices. During invoicing, if a line is found with the chosen
combination of color-size, its price will be applied, otherwise the Item price will be valid
(either from another pricelist line or from the Item register).

Alternatively, the table of prices per dimension existing in the items can be used.

243/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Prices per Package In case the items monitored packages (units), the ability to declare a price per package is available
for use. For example if we are selling an Item in pieces but also in a 12-piece package, the choice
for the 12-pack to follow the piece price is available, as well as the possibility for the 12-pack to
have a fully different price non-depending on the single piece price. In order to create this kind of
a pricelist, every line will need to have a price per packaging unit of each Item. During invoicing
the pricelist line matching the measurement unit of the Item line in document, will be in effect,
otherwise, it will be proposed a price from another line or from the item register.
Any pricelist line that does not have a unit, its price considered to concern the main measurement
unit and if, the unit of the Item line in document is different, a conversion of this price will be
done, based on the relation of items units.

D I S CO U N TS O N T HE B AS I C P R I C E S
As to the discounts, it may be in force either a simple or a more complex policy of the company. In this chapter, it
will be examined some ordinary scenarios and the way they should be implemented.
Discount fields
There is the possibility to assign discounts on top of all base prices. This can be done on the basic entities of Items
and customers.
Recommended (fixed) customer discount
In the customers administration form, can define a %
discount thus, during invoicing, this discount will be
proposed to the %discount field of document header.
The % discount of the header, according to the preconfigured setup of document types, will be transferred
to the % discount1 of the item lines.

Recommended (fixed) item discount


In the Items administration form, the %discount of the Item can be defined and transferred (according to the
pre-configured setup of document types), to the % discount 2 of the Items line, during the sale.

The discounts given to these fields are proposed to be steady to all the trade transactions of the customer.
As can be seen, something like that would be confining since it proposes a totally flat trade policy per
customer without taking into consideration important trade factors like the sale quantity, differentiation of
discount per Item category, seasoning etc. For this reason, we recommend the use of discount pricelists,
through which commercial policies with more flexibility can be implemented.
244/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Discounts based on quantity


The discount policy, which must give a percentage discount on the prices of basic pricelist, according to sale quantity,
implemented through discount pricelist using quantity scales. Select Define Pricelists, to create a new pricelist:

Assignment of discounts: This is where the field, on which the discount is applied, can be chosen. It can be
applied directly on the price (the discount will reduce the unit price), or to be placed on one of the three
discount fields (to be visible in a discrete field).
Reference Pricelist: Choose as a reference pricelist the basic pricelist (that determines prices). The pricelist will
act successive with the discount pricelist.
In the Pricelist Processing as many lines will have to be created as the quantity scales. To the from quantity field
the starting quantity is declared while the up to quantity is recognized from the starting quantity of the next line.
During the invoicing, the % discount is automatically chosen with its maximum quantity compared to the sale
quantity (equal or less).

It is reminded that for an easy creation of the lines, the


action of the multiple entries can be used using

In the area of the dimensions, apart from the pricelist


and Item, so can the starting quantity of the scale be
used.

The reference pricelists can be implemented in great depth meaning that, we can create quite a few
successive pricelists, covering specialized cases of discount policies. In any case, the final discount pricelist
will have to be linked with the customer (if it regards a certain customer). The process of prices/discounts
rendering will continue up to the point where a pricelist will be in effect, declaring not a percentage on the
basic price, but an actual price. On the other hand, in contrast to the price that only one pricelist will assign,
the percentages of discounts will be applied in addition to the field in effect.
245/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Discounts per item category


In several occasions, discounts provided for large Item categories. In this case, it is not required to create analytic
pricelists containing all Items. Cumulative pricelists can be created per Item pricing group. To make this clear, we are
going to examine certain scenarios:
1) Different % discount per Item category

In the Items administration form, the pricing group field must be defined.

A new discount pricelist is set and we create (pricelist processing) as many lines as the item pricing groups.
During the invoicing, the discount percentage will be applied in all of the Items that belong to the chosen group.

If there is any pricelist line for the explicit item, THIS discount will be applied instead of the pricing groups
discount. So, the two functionalities (discount per item, discount per group) could coexist into the same pricelist.
2) Different % discount per item category and additional discount per customer category

In this case, we need an additional pricelist acting additionally to the previous one. This way we will not require
maintaining the same information in every pricelist.
Assuming that we have set a
pricelist containing the prices
and discounts for the
Customer pricing group
Store chains. In this pricelist,
we provide a 10% discount to
all items belonging to the
pricing group Beer:

The customers of another pricing group (multi-store) must receive an additional discount 5% only or the same
items group/s and we do not wish to repeat the definition. Additionally we want, if the pricelist changes (e.g. for
the previous customers group store chain the discount increases), the new discounts to be automatically valid
for the customers of this group (multi-store) as well, without any additional user action. Therefore, the pricelist
of the two customers pricing groups must be connected.
So, we must create a pricelist using the reference pricelist feature.

246/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

...and in that, we define only the additional discount:

The reference pricelist will act super imposingly in this case, meaning that it is examined => giving a result => If
another pricelist is in effect it will also give a result => and this process is continued until the process stops when a
pricelist of a PRICE type found. he % discounts of all lines will be applied additionally in the field they affect. his
means that if all the superimposed pricelists assign the field % in Discount1, the final result will be the adding all
percentages in that field (in the above result, the items of group Beer will have a 10% discount for customers of
group store chain and a 15 discount for customers of group multi store (displayed to the %discount 2 field of
the document line).
If we were declared the discount 3 field to the Multi-store pricelist, the discount 2 field to the Store-chain
pricelist and directly to price to the general sales pricelist (that contains the initial sale prices) then, during
invoicing, we would have the following result:

3) Discount pricelists giving to the customers of a vertical market the MAXIMUM discount for the items of this

market and REDUCED discounts for items beyond their objective.


For example, in any of the following markets there are three (3) pricing groups: retail, wholesale and super
wholesale. In every customer or group of customers, a different combination of those prices can be made.
Vertical market

Discount percentage over pricelist price

Furniture

Bath items

Kitchen Items

Super-Wholesale
Wholesale
Retail
Super-Wholesale
Wholesale
Retail
Super-Wholesale
Wholesale
Retail

In order not to define discounts for all the combination, the implementation of such a policy is achieved through
the use of type combination pricelists. In particular:
247/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

We use ONE pricing group X Y Z in every pricelist (Retail, wholesale, super wholesale):

Following this reasoning, we create nine (9) pricelists where the discounts analytically defined per Item or by
only one line for every pricing group.

The next step would be to create the pricelists combining some of the 9 discount pricelists. For example, to
the customers with Furniture as their main activity, we sale furniture in Super-Wholesale prices, while for all
the rest items we sell in Wholesale prices:

It regards a type of Bill of material pricelist, which does not have its own lines, where we enter all of the actual
pricelists; those that we need to apply during the invoicing.
The same functionality obviously could be achieved if in every pricelist, we would define all discounts for
every item group, but that would have a large maintenance cost, especially when we get:

Large number of items groups

Different discounts per branch or

Date discount limits or

Scaling discounts based on quantity

In such cases, we need a definition process of saving statements and minimizing the cost for maintenance
and control of the prices/discounts.

248/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Daily, weekly offers


In periods of offers, it is required to cancel all of the possible prices and discounts for a particular offer package to
be in force. To achieve this, first we must insert a line to the pricelists for the particular validity days for the offer
price (so, preferred by the system, compared to other lines that give a price effect over time), and secondly, in order to
avoid additional discounts, we must insert to the discount pricelists a zero line (no price or discount), with the
same validity period. As soon as the offer period expirs, the previously used invoicing and discount policy will be
automatically activated.
Example: While for an item (or a category) there is a pricelist for assign prices (e.g. 280) and a discount pricelist where a 20%
off is provided, we want for a ten-day period 20/07 - 31/07 to disable this policy and to provide an offer price of 50.
1. In the pricelist (for prices) we enter an additional line, dating 20/7- 31/7, with 50 offer price.
2. In the discount pricelist we enter an additional line for the same period without filling out NEITHER a price NOR a
discount. This line will act as a zero discount and the 20% discount will not be provided. The result in invoicing will be
the offer price exclusively provided.

Providing the maximum discount to the customer


As seen before, the method of handing out discounts can be the result of a few different sources, which additionally
provide discounts to the final customer. Quite a few times, it is required not to apply all of the discounts but, among
all the valid discounts (item, customer, area etc) only the greater one to be applied.
Customer
Cust_
Cust_
Cust_

Item

Discount
pricelist

Discount pricelist for


quantity scales

Branch pricelist

Required invoice
result

Item_
Item_
Item_C

10%
20%
10%

>100 pieces 15%


>100 pieces 15%
>100 pieces 15%

12%
12%
25%

15%
20%
25%

This functionality can be achieved through the setting Select maximum discount in the pricelist processing.

This will lead to a simultaneous processing of all rows that match the line of the document (type, branch, quantity,
date period etc) and choose the larger discount than those specified. On the other hand if this field is NOT activated,
the system will choose ONE line of all valid pricelist lines with a certain priority: e.g. the item discount will overcome
the item pricing group discount, while by activating the maximum discount setting, the largest discount will
overrule even if it has no priority.

249/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT


Customization information on the maximum discount

This function has the following conditions to provide with a clear and useful result:
st

1) It needs to be activated in the 1 (basic) pricelist applied every time. This means that if a reference pricelist exists,
this setting ignored and only the maximum discount setting of the main pricelist (having the reference pricelist)
will be taken into consideration.
2) It must be defined in pricelists assigning result percentage to one of the % discount fields of the line (1,2,3) and
not to the price field.
3) No more than ONE percentage field of the line item can be used neither from the possibly overlapping pricelists
nor by field property profiles or invoicing policy terms.
4) A field property profile should be customized, accordingly. The default field property profile ES-1-SALE will have to
be replaced by ES-1-SALE-MAXPRICE , which does not update both %disc1 and %disc2, but only %disc1
with the larger of the Item and Customer discount. It is imperative to be used in case when the discounts handling
made not only through pricelists, but also by using the fields of discounts in the basic data of items and customers.

A P PL I C A TIO N O F P RI C EL IS TS D U RI N G S A LE PRO C ESS ES


Document type
The application of prices and discounts during ordering/invoicing depends on the customization of the document
type. The setting A
Apply prices and discount rules (at the behavior sub-page) must be activated.
Price choice priority
Prices (or/and discounts) can be defined in several parts of the system, like in the basic Item files, in pricelists and
more rarely in the invoicing policy. All those sources of providing prices and discounts examined, made into
hierarchies and applied. The source with the highest priority, which can use or cancel the results of previous sources
is the Invoicing policy, since it will be applied in the end. The source with the immediately higher priority is the
pricelist of the header and finally the basic entities (Item price, customer price zone etc).
he system during the course of tracking a price in the pricelist, it will take into consideration a set of criteria coming
from the item line and the document header, which used as a key of finding lines in the pricelist. These criteria are
essentially the dimensions of the pricelist: Item, Item pricing group, package unit, currency etc. Any change in
those fields will cause a recalculation of the price.
The criteria taken ALWAYS into consideration to confine a pricelist set of lines (which will flowingly be checked to
find the price) is the item either the pricing group of the item and the date (lines with the closest validity period
from and up to the documents).
Among the pricelist lines fitting to the above criteria, the ones taken into consideration will be the ones of the
following, that either have a value compatible with the documents data or they have NO value: Branch, Business
unit, Measurement unit, Lot, Color, Size, Dimension1 and Dimension2.
This process will possibly track and locate a lot of valid lines in the pricelist but will only choose ONE, which will give out a
default price or discount in the line. In case of using reference pricelists, one line will be chosen PER pricelist which will add
up to the previous valid discounts, unless there is a setting of maximum discount.
This choice process will be based on the dimensions (fields) of the pricelist:

250/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Dimension priority
1) Item
2) Item pricing group
3) Branch
4) Business unit
5) Currency (if null, considered as the base currency and if the document has another currency, a conversion is made)
6) Measurement unit (if null, considered as the main MU and if the line has another MU, a conversion is made)
7) Lot
8) Color
9) Size
10) Dimension 1
11) Dimension 2
Controlled user access to prices/discounts
For all processes like pricelist or invoicing policy administration (creation, modification etc), for re-adjustment of
prices, for access to the discount and prices fields of the basic entities (item, customer), the granting of access rights
is done through the general access management system (tools/user privileges).
However, especially for the fields of prices and discounts of documents, the definition may need to be different per
type of transactions (sales, purchases, ordering etc) or per branch.
For that reason, a special setting foreseen in the document series, where the access rights defined per user group to
allow or disallow certain actions. One of those actions is the prices and discounts handling.

251/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

GLOBAL PROCESSING OF SELLING PRICES


F O R A P AR T I CU L A R I NV E N TO R Y I TE M
From the Items administration site, in the area Pricelist of the context hierarchical tree, we can see all the pricelist
lines concerning the Item. Through the actions menu, the ability to process these lines is available.

Copy to other
dimensions

Used for copying the selected


lines to other branches or
other date period or another
pricelist.
Through the appearing
dialog, we can choose which
dimension to copy the lines
to and provide its value (while
the rest of the data will be
copied exactly).
If we want not to copy price/discount, but define the exact value or the percentage of
increase/decrease for the lines to be created, can define the Action:
None will keep the prices/discounts of the starting lines.
Assign for to give a direct value for fields price or discount (to the next fields)
Adjustment for to give a % of adjustment of the starting price or discounts (must define then,
the field, the sign positive/negative and the percentage).

Insert based on
other Item

When an Item is new and


we have not set prices and
discounts, we can always
ask for create new lines in
pricelists based on another
(similar) item.
This function does not use
the selected lines of the
grid.
To the appearing dialog we can chose the item and the possible adjustment of the price/discount
of the source items lines.

252/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Assigning
values to fields

For all of the selected pricelist


lines we are able to alter ANY
particular field through the
appearing dialog by choosing
the field and defining its new
value (including the price and
discount).

Adjusting
prices

For all of the selected pricelist


lines we are able to readjust
(increase or decrease) or directly
assign a price or discount.

To all the above processes, in case of giving percentage, the result may have any number of decimals. The user can
define the rounding method, by number of decimals and fixed decimals segment fields. See next chapter for this
functionality.

M AS S PR O C ES S O F AD J U S TM E N T S E L L IN G PR IC ES
Periodically there is the need to adjust the selling prices in the basic tables (Items and Item prices per dimension),
while also in the pricelists. This task is made easy by the process Readjustment of selling prices (Periodic
processes/Stock updating processes).
Choosing
update type

In the appearing dialog, the user


is able to choose the type of
update (the selling price/s to be
changed).
If we need to update all prices
(basic prices and pricelist prices),
the process will have to be
executed more than once.

Choosing the
prices updated

Depending on the previous step


and the choices made, must select
the particular items prices
(wholesale, retail etc) or the sale
pricelists in which the adjustment
will be applied to.

Price update In the next step, must define the way of new prices calculation. In particular:
scenario
Define the price that will be used as base price (source price). This could be one of the Items
selling prices or one of the Items cost prices.

If here, the previous price to change chosen, the calculation of the new price will be based on the
already existing field value.

253/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

For example, if we want to raise


all basic items prices
(wholesale, retail etc) by 10%
and chosen previous price as a
base price, it will be taken into
account the existing prices at
the moment the process begins
and the % asked in the next
steps will be applied.

he percentage based on which the adjustment will be done. This might be a markup
wholesale or retail (dynamically from every item of its own % markup, used mostly if the base
price is a cost price) or a fixed price or a fixed percentage given directly to the next fields. In
this last case, must declare the sign (to raise or decrease the starting price).

The type of rounding which will be applied in the calculated (final) price. The rounding
defined by the number of digits, in 1,2,3,4 or 5 decimals and, optionally, by a fixed decimal
segment for ending of the final price. This is useful when we require the prices to have a
steady ending in 99 for example.
Items selection In this step, the inventory items or the pricelist items will appear to a grid, depending on the
choice made at the first step. The criteria of the list can be used to pick up the required items,
while using the icons

&

, in the right side of the dialog, allows to multiple select or

deselect lines, so create the set of items that will participate in the process.
After that, the user must confirm the process.
Results In the final step and after the process completion, a result list comes up with the prices after the
re-adjustment. The user could print or save this list, for checking.

A U T O - AS S I GN M E N T O F PR I C E S TO AS S O C I AT E D I T E MS
When we have items sold to pieces as well as to packages (of multiple pieces), which are monitored in different item
registers, then the need comes up of single and mass management of their prices. The main reason that might lead
to open multiple Item registers in this case, instead to one single register with many package units is mainly the
need to monitor the actual stock for every package unit. For example:
Code
1000
1000.01
1000.02

Description
Soft drink 1lt
Soft drink 1lt X 6
Soft drink 1lt X 12

Price
1,5
Unit price * 6
Unit price * 12

In the items administration form (site) there is the Basic Item field. All items are basic, except otherwise defined.
In all connected items (with a quantitative and pricing relation to basic items) this field must be de-activated, thus,
the field Belongs to Item will be enabled, in order to select there the basic item, with which is connected.

254/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT


The relations between the
items can be automatically
generated, since the relevant
companys parameter defined:

In the Related Items sub-page, the pricing relation with other units can be defined (apart from the quantity
relation). This data used by the process of adjusting selling prices, which assigns the appropriate prices to all linked
Items too, taking into account this information (pricing relation).

In pricelist processing screen (Tools/Invoicing policy), with the action

Adjust main item prices we can easily

make direct assignment of prices or adjustment of previous prices as to main items as to the linked to them items.

st

To the 1st part of this dialog, we can define criteria for displaying pricelist lines (items). After run this view (A
Accept),
nd

to the 2nd part of the screen, we can either assign a price for a validity period or adjust previous prices using a
percentage. Also, we can define the way of rounding (like to all use cases of pricelists). After we select R
Run in order
rd

the new price to be transferred to all items and pricelists used, to the 3rd part of the screen, we can see:
(a) a first level of main items (b) for each of them, in a second level, the relevant pricelist lines, as well as the previous
and the new price (c) for each line, the generated child lines with the related items after apply the pricing relation.
All lines and columns are editable, in order to make changes, and also, there is the possibility to add lines to the
bottom of every level (

).

To store the calculation results and/or the changes made, must press the S
Save changes button.
255/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

INVOICING POLICY
he invoicing policy provide the ability to fully control a trade document, to combine certain conditions and give as
a result certain actions e.g. fields value changes, new lines of all types, gifts and alternative offers etc.
The need for the Invoicing policy to be used results by the fact that the pricelists, through which the pricing and discount
policies (by item, customer, group of items, group of customers, quantity scales, date period, business units etc.) are
implemented mostly, are only aware of ONE item line at the moment of assignment prices or/and discounts. Thus, we
cannot apply a policy based on the overall picture of an order or invoice (e.g. total value, item categories that ordered,
total quantity etc.) or even financial data of the customer (line his overall turnover) independent from the particular
transaction.
This chapter will examine various business scenarios like the above, as to their use and implementation.

I N F R AS TR U C TU R E - MO D EL
The invoicing policy consists of a number of entities combined to give the desired result for each customer, during
ordering or invoicing. This concept will become clear through the following definitions:

Condition
templates

It is a kind of condition that describes the meaning of a control to be applied. The exact

Condition

It is a combination of logical conditions, which when become true, will activate a result/action.

parameters values that should be checked, defined to the actual condition (see next).

Every condition is made of condition templates with their parameter values: If for example the
total value of an invoice is above X and if items of category A included.
Action

The action is a result created in the document or in a line(s), IF the matching condition met.

Term

A term is a combination of a condition along with an action. A particular invoicing policy is


composed of terms with relative priorities. There is a way to define mutually exclusive terms.

Invoicing
policy

The invoicing policy contains all the terms through which the final result is produced, during
invoicing.

256/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Customer

The invoicing policy is connected to the customer either directly to the field invoicing policy
or through his pricing group (used at pricelists too).

During the order/invoicing of the particular customer, the invoicing policy is applied, if only at
the document type (at the behavior sub-page) the setting A
Apply prices and discount rules
is activated.

C O NF I GU R A TI O N
From Tools/Customization/Invoicing policy, we must configure the possible conditions and actions and using them,
to compose the invoicing policies and connect them to customers.
In the header of the Invoicing policy, the following data defined:

Type
Validity period

Sales or Purchases
Its completion is not mandatory. These dates copied to the terms lines.

Replacement
pricelist

If completed, it will overrule as a proposed pricelist in documents (against the trade accounts

Pricing group

If completed, it will be selectable for the trade accounts belonging to the particular group.

Auto run

pricelist).

Selection of document line types where we need automatic executon. Then, a dialog
containing the terms will appear (depending on the display property of the terms),
automatically as a pop-up, without any action from the user.

In the area Invoicing policy terms, the combination of conditions and actions is defined and when, during ordering
or invoicing, one or more of them become valid, then an action (or the actions foreseen) will be triggered.
An important clue of an invoicing policy is not only the achieved result, but also when applied or displayed. In its
definition, in the terms area, the Application method as well as the timing of a term application are defined in order
to produce the required result.

257/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

S/N
Validity period

Increasing number which changes by moving the terms from the rigth toolbar (

This term will be applied only in documents with an issuance date in the particular period. If it is
not completed, the term will be concidered to be indefinitely valid.

Term short
description

For understanding reasons and taken into cosideration that the content of terms and actions is
not easy to translate, so at this point we can type a description of what the term actually does.
Selecting this icon from the toolbar on the right, a comment can be given regarding the
content of the term and displayed below the term.

Condition
Action

Choose the condition of the term.


The term result. If we must define multiple actions, for example both discount assignment and a
nd

new item (e.g. gift), we enter a line in the 2 level ( ). The column action displays a content only if
the action is one. If the actions are multiple, the column does not have a content and we must
expand the level of actions to check what wil be the result of the term.

Alternative
conditions

The terms can be grouped and applied sequentially. For the terms of the same group, we can
define the priority within the group. Among the terms of the same group, the evaluation will
become by priority and when found a valid term (its condition becomes true), then all the
terms of the same group will be ignored, which means that they are mutually cancelled.
Such a case is the scale of quantities or values where, when one part of the scale fulfilled, all the
rest must deactivated. For this to be clear, see the following example:
Term group

IF

THEN

Order amount (net value)

Discount

>=1.000

2%

>=2.000

3%

>=4.000

5%

Buying 10 pieces from 3 specific item groups

Additional discount 7 %

Delivery to the customer from the company

Additional discount 2%

warehouse (with his own means)


st

If for the 1 term group we define the same


group at these 3 terms and the priority
between them, is from the largest % discount to
the smallest, we achieve the result of alternative
terms mutually cancelling.
The other two term groups consist of ONE term
each, so there is no question over the priority (they will be applied if the condition is true).

258/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Auto-apply on
insert

If the invoicing policy is strict, then this property must be activated so that by the storing of a
new document it is always automatically applied.
Intermediately, (as long as the data entry is in effect), the user can ask for the Invoicing policy
results by using the keys Alt-Q. This is also useful in cases of telephone orders, or whenever the
user feels like informing the customer on discounts, gifts, or if he wants to try different
quantities and look at the returning information. And
If the Invoicing policy in NOT automatically applied on insert, the user must ask this to be
done on his own responsibility and then, can make any changes.
If on the other hand the Invoicing policy is automatically applied on insert, the user is
unable to avoid the results.

Auto-apply on
change
Apply on
demand

The point here is if the policy will be applied mandatorily during a document modification or if
it will not be applied rather than only on demand (Alt-Q).
Activate it, in order to leave it to the users discretion (possibly in transaction to the customer) to
choose the terms, interactively. This means that only if the user chooses to, the term will be applied,
even if the condition is met by the document data. This ability is useful when for the same period
alternative offers are valid and during ordering, the customer would choose among them.
If in an item line, the user calls on the application (A
Alt-Q) a dialog appears through which, on the one
hand can inform the customer about the valid invoicing policy and on the other hand, can choose the
term(s) to be applied (gift, offer, discount that the customer chooses at the time of the briefing.
Any terms are already valid, will appear activated to the column Fulfilled and to the column To be
applied. In this column the user is able to intervene:
(a) If it is already been fulfilled
(b) If it is not fulfilled (to declare that the customer wants it) if only it regards an Item line control and
the line map profile has been defined (this profile belongs to the non-visible grid columns and defines
the value to take another line field, so that the term will become true).
An example If the customer orders 8 pieces and learns that there is an offer valid for 10 pieces, then
if the user declares Yes in the column To be applied, the line map profile will automatically alter
the quantity of the line from 8 to 10. The condition becomes true and it can be applied any longer, in
order to give the result.

259/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

In the above example, the marked term provides one bottle of Wine if the customer buys 5. In the
order line, the quantity is a single piece, so it is not fulfilled. If here, the user chooses the term (to be
applied), the quantity will become 5 automatically, so the gift will be added to the order.
WARNING! If the invoicing policy calculation asked again and the particular term
deactivated, the quantity REMAINS = 5, since the gift will be deleted. What does that mean?
The assignment to the quantity was not the result of the invoicing policy, the result will be
the action only. This was a helping tool given only in the item lines, like a macro, so that the
user not to type the quantity. The assignment is JUST like the user typed the quantity, to
make valid the particular invoicing policy term.
This possibility for the user to define and choose the terms, it is reasonable that is not present
when the document created without User Interface (e.g. import, transition, automation)
Display

For every term, we can define when it will be displayed. It is meaningful only in policies with at
least one term set as apply on demand (interactive).
Always
Only if fulfilled
Never
The last choice is about cases when neither the user nor the customer are able to be involved
because it might regard salespersons, cost, card points or other results applied on saving.

Inactive

An inactive term will not be examined or applied.

260/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

E XA M P LES
1) Discounts based on quantity and Item category
Assuming that the company decided to give an additional discount, depending on the total sale quantity of
Items belonging to a particular Item category:
Items
Category 01

Quantity
>=5
> = 10

Discount
3%
5%

> = 20

7%

For the implementation of this policy, we should follow these steps:


i.

We create 3 conditions and 3 actions to cover the above scale:

Before creating the conditions, we have to create a condition template. From the library of the available
templates, we choose the one
containing the relevant fields (item
category and quantity in our example).

The Parameter preview in the form of


template is available only for
informative reasons (how the
parameters will look like) and not for
specific values to be given. This will happen to the condition form.

We create 3 conditions
that need to be true in the
document, according to
the above policy. For every
condition, we enter a code
and a description and in
the condition clauses* we
choose the condition
template of the previous
step and define to the
parameter definition the
data that must be checked:
The quantity field: we set Quantity
Value field: we enter > = 5
meaning the checking value.
Calculate quantitative field: on all
261/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

selected rows or per line. Here, selected means the lines of items belonging to the particular
categories.
Categorization field: we set the field Category of the Items
Categories: we type or select (by F3) the particular values of field category (01 according to the
example).

* Obviously, the condition clauses may be more than one, based on different condition templates, connected with AND, OR,
etc. to create a logical expression but here we need only one.

Similarly we make 2 more conditions for field value > =10 and > =20 according to the example.
Correspondingly, we create 3 actions which we need as a result.
In every action, we type a code and a description, as well as we define the particular result that must
produced, if the condition is met. In our example, the action will be Assign to item lines:

Next, we set the discount needed.


Field name: Assuming we want the field %discount 2 of the line
Operation: We have the ability to either replace the field value by choosing Assign either to add to the
existing discount percentage value (e.g. from pricelist), the present percentage by choosing Addition.
Numeric value: We set 3 for a 3% discount
Finally, in the same screen, the following are set:
Apply only in the condition items: If activated, in the example, the discount will only applied to the Items
of the category 01, while if deactivated, the discount will applied to all the items in the document.
Apply up to items maximum discount: The system checks in this case the maximum discount of every
item (possibly configured to the items register) and it will place not necessarily the 3% (IF that along
with the existing line discounts goes higher than the Items maximum discount but the difference up to
creating the maximum discount as a percentage (%).
Apply only greater discounts: If the field set in the Invoicing policy (e.g. % disc2) already has a value,
either from the Item, or from the header, or by typing, or by pricelist, then the Invoicing policy is applied
only if the discount formed is equal or greater than the one already existing to this field.

262/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ii.

We create an Invoicing policy where actions and terms are connected in the terms grid:

iii.

We match the Invoicing policy to the appropriate customers through the global modification functionality.

Result during invoicing

In the document, the invoicing policy is recommended and saved. Assuming that the document contains the
following information:

Condition: Items of category 01


with quantity greater than 5
pieces

Asking for apply invoicing policy by pressing ALT+ Q or

Action: Assignment of discount


5% to the field %discount2

next to the field, the invoicing policy will affect the

lines 3 & 4 with items belonging to the category stated and not the lines 1 & 2 with items of a different
category. The quantity checked (to be greater than 10 in this case) is the total quantity of the items of category
01.
If however had declared per line to the conditions parameter field calculate quantitative field (instead of all
selected rows") then, the line #3 would take 0% discount and the line #4 would take 3% discount because its
st

quantity is greater than 5 (the 1 condition would be true). So, the check

263/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

SALES

2) Additional discount due to payment method


Extending the first example, assuming that the company decides to offer a further 2% discount, as motivation to
the customers who pay in cash. For the
implementation of this policy, we will have to follow
the steps below:
i.

We create or choose a condition template


Based in payment method:

ii.

We create a condition where the template and


the parameters are set with the payment methods (00001- cash).

iii.

We create an Action where as a type of action we choose Assign to document and in the header of the
document will add a discount of 2%.

iv.

Finally, in the Invoicing policy we add one more term (with this condition and this action) and we define that it
belongs to a different group.

If now we have taken care of the % discount of the header to be transferred e.g. in the %discount 1 of the lines
through a field property profile, we have achieved the required result.

264/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

3) Providing gift due to order quantity


Suppose that a minimum order of 3 boxes earns a gift of the Item coded 004.
Items

Quantity

Gift

All

> = 3 boxes

1 piece of item 004

For the implementation, we follow these steps:


i.

The Items are monitored in pieces but we declare an alternate measurement unit for the boxes, where the relation
between the units is also defined. For example 1box = 12 pieces

ii.

Creation of a condition template where in the parameters we chose Based on Quantities field line

iii.

Creation of Condition where the condition template is chosen to the condition clause line. In the parameter
definition in the Quantity field we choose Quantity in alternative MU and as value we set > = 3.

iv.

Creation of Action of type Insert stock item where we choose the item given as gift. We also define in the field
Price, receiving the value 0 by assigning action.

v.

We connect the condition with the action in an Invoicing policy term.

Result -Application

During the invoicing, if an item sold by 3 or more boxes, the result is the automatic addition of a gift item (with
quantity 1 and price 0).
265/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

4) Charging installation services of particular items


Assuming that a company trading heating items, wishes the customer to be charged during sale by installation
fee depending on the item category.
Item category
Air Condition
Radiator

Service item
Installing Air Condition
Radiator Installation

For the implementation of the invoicing policy, we must the below customization:
i.

Create a condition template with condition parameters Based on Quantity field and Item category.

ii.

If such a condition template already used by another Invoicing Policy, we use the same one.

Create two conditions, one for each Item


category. Because the action (charging the
service) is independent of quantity, in the
field value we choose above zero (>0).

iii.

Create two actions. As action type we


chose Insert Item and in the field Item
we choose the charged service.

iv.

We create the invoicing policy combining the conditions and actions based on the example table. We do not
define group or priority because they are not Mutually exclusive terms. They all must be applied, since the
conditions become true. This means that if the client buys an air conditioner and a radiator, it must be added
automatically to the document, the both two services of installation.

Result - Application

As a result during Invoicing, if the customer buys Items of the category Radiator, he will be charged with
Radiator installation while buying Air-Condition he will be charged with the Air-conditioner installation service.

266/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

5) Charging insurance fees to sales abroad


Let us assume that in every sale abroad, taking place in specific delivery terms, there is a charge of insurance of
100.00 euro.
In this case, we need automatic adding of a special account. We have to proceed to the following customization:
i.

We first create a special account of type


charge where the automatic application is
disabled, because we do not want his to
be applied always, unless specific delivery
terms are met.

ii.

In the relevant document types (invoices,


orders) we add this special account to the
sub-page Charges/Withholdings.

iii.

Create a condition template choosing parameters Based on delivery terms.

iv.

Create a condition and in the parameters panel, we choose the delivery method for which applied the charge.

v.

Create an action, where, as action type we choose Insert special account. This will activate the field of the special
account where we pick the account we created.

vi.

Create a term in the Invoicing policies we are interested in, with the condition and action.

Result - Application

In trade documents with the particular delivery term and if the customer has this Invoicing policy, the charges
account will automatically be added to the special accounts sub-page, increasing the total payable amount.
267/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

6) Discounts by combining quantity scale of many categories


Assume that the company is trying to sell products of a category for which there is a large stock. In order to
promote their sale, it will activate an offer where if the client buys Items of this category combined with another
category, an extra discount can be provided.
Items
From 3 - 5 pieces of category and from 1 - pieces of category
From 6 - 10 pieces of category and from 4 - pieces of category
From 11 pieces & above of category and from 7 pieces & above of category

Discount
3%
5%
7%

This is a scenario where the Invoicing policy needs to combine different quantities and categories in one
condition. Implemented as follows:
i.

Create a condition template with parameters Based on quantity field and Item category.

ii.

Create Conditions. As in the previous examples, as many conditions will need to be created as the lines in scale
based on the table of the example.
Here in every condition, two parts
are set, where we choose the same
condition template joining the lines
using the AND link operator
In the first line we choose one category as well as the quantity range value. To the comparison field we
choose ..<=..<=.. in order to may
enter two values (for define the
range).
In the next line, we enter the second
category of values for the same
condition template.

iii.

We create 3 actions for the 3 discount


percentages, based on the table of the
example.

iv.

As in the previous examples, we connect the conditions to the actions in terms of invoicing policies. Exactly
because the terms are mutually exclusive, we define that they belong into the same group and declare the priority
of the terms in descending series. This will mean that the term we need applied first will be the one with the
largest discount.

Result - Application

During sale, if the document items belong to these categories and the quantities of each category is in the
particular range, we result in getting the corresponding discount.

268/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

SALES DISCOUNTS CONTROLLING


A display that allows us to have a more global and complete knowledge of the discounts given to the customers, is the
Sales Discounts Justification (Business snapshot/Sales Statistics/Customer sales Statistics).

This list allows us to check WHICH discounts our customers have gotten and HOW (incorporated to invoices due to item,
due to customer agreement or over credit discount invoices/rebates).
st

On the 1 level, the customers with the basic turnover information appear, while in the next columns it is analyzed for
the Starting turnover (amount beginning with), as well as in regards to the discounts given (on invoices and due
to turnover, that is retrospective discounts. The average percentage of discount is being calculated along with the
scale of the average % (1-100 by 10% intervals), in order for anyone to be able to handle a categorization of the
customers.
On the 2

nd

level, we can see a DISCOUNT TYPE (Origin). The amounts that have been granted, separated into 2 basic

categories: Invoice Discounts and Retrospective Discounts while all the displayed data allow access to the related
invoices. It has been assumed that the price is not decreased by discounts, but they are placed to the discount fields:
1.

In %Disc 1 the customer discount (header),

2.

in %Disc 2 the Item Discount and

3.

in %Disc 3 the user Discount


Well also be able to see:

4.

All of the Discount type special accounts, which have possibly been used with their title in the Origin. As an
effect, if discount special accounts are in use, the title of the special account, will be displayed here, as a reasoning
of the discount (e.g. 3% due to payment method, 5% due to invoice revenue). Especially the autonomous
nd

accounts (which dont affect the turnover) will be displayed only to the 2 level distinguished by the coloring of their
line, for informative reasons.
5.

The Discount Credit Invoices for the selected date range, one by one

Any no charge Invoices will not be displayed either in the starting turnover or in the Discount amount either a price = 0 or a
Discount = 100% has been used.

269/454

SALES

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

SALES AND DISTRIBUTION PERFORMANCE INDICATORS


A summarizing presentation of Sales processes indicators is being displayed by the Sales and distribution performance
view (Business Snapshot/Performance Indicators). Those indicators cover a wide range of the Sales process and allow us
to locate problematic spots in general and also allow us to see if the Ratios are being improved or getting worse ( in
correlation to the same month a year before):

st

The Customer & quotations administration is in the 1 part:


st

New Customers created, based on the 1 Trade Document entered for the customer (offer, order, invoice)
Prime Clients Ratio: In the Advanced parameters (

) the % of the turnover considered to represent the Prime

customers can be set. The 80% is recommended in this case and the indicator will display HOW MANY (in number)
customers have reached the 80% of the turnover,
Average Quotation close time, which in a later state became an Order.
Lost Offers Ratio, using the workflow step of offers (could updated through a transition in-place), which is
configurable to the parameters (

) with a proposed value LOST.

Lost Sales Ratio, which updated by the lost sales quantity (if used the transition Discard sales order).
In the 2

nd

part, the average Order fulfillment cycle:

Average order routing time: Time taken between the order and picking. The document SRC is recommended for
the picking and is defined in the Advanced

parameters.

Average order preparation time: Time taken between the picking and the actual delivery of the order, where the
Delivery based on closing entries of the picking process.
Average order shipping time: Time taken between the order and the delivery, where the Delivery based on
closing entries of ordering process.
Average order delivery delay time: Comparison between the actual delivery date (date of issuance) and the
scheduled delivery date (of entries that the delivery closes, e.g. picking or order).

270/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

RETAIL sale points

RETAIL SALE POINTS


The functionality of the Retail Sales, as to the behavior, the concepts, the sub-ledgers update and the configurability
resembles the Sales cycle in general.
A large differentiation found in the User Interface because in Retail case, the screen will need to contain the minimum
required data that the user would most likely need. At the same time, all the Actions will need to be gathered so that the
user will be easily trained, and also complete every transaction in the minimum time. The proper dynamic forms should
designed and implemented, covering the aspects and needs of the business. Ideally, the ESRetail should be used,
which is addressing to this type of market, covering and resolving matters of usability and speed in the best way.
In this chapter, we are going to examine some special functions and customizations of Sales addressed mainly to the
Retail points (either we refer to occasional retail sales or to intensive Retail). More information on the functionality of the
fields, discounts, invoice policies, dimensions-sizes etc. see in detail to the previous chapters about Ordering and
Invoicing.

SIMPLE RETAIL SALE (INTENSIVE)


Appropriate document type: RCR (RETAIL NOTE - DELIVERY NOTE)
This document does not update the Accounting. The accounting is being updated through a packing procedure of the
retail slips which creates a summarized entry, to be posted by series and date.
In the example, we see one of the many alternative forms that retail receipt may have.
The document series is automatically proposed, based on the user and its access to series.
The customer usually is a General retail customer which is defined in the document type or in the Branch of the
Series (in the Retail
customer field)
The user has no access to
the date unless the series
is manual. Otherwise, the
date is the login date.
The gross prices of the
Items used in the retail
receipts (the Item price +
VAT charge).
Those may contain special charges of any tax type if it has been defined as a special account of the Tax type depending on the
Item and they are of % type applied on the initial (net) value.

The easiest way for the user to provide a discount is by pressing Alt-F7
If an Item line is concerning a returning Item, use Shift-F4 to declare this, while the line itself will appear with a
different color, for visible distinction.
For the completion of the transaction, the user must enter the payment. In order to move from the Items tab-page
to the payment page, press F6. See details for payment, during retail sale, in next chapter.

271/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

RETAIL sale points

RETAIL SALE TO A PARTICULAR CUSTOMER


If an Order is entered previously or the customer had an advance payment or, in general, if the customer presents a
receipt of an advance-payment, instead of the General Customer, the particular Customer is the one who should be
declared to the header. There are cases of Retail Sales, which do not have an intensive rate, for example Jewelry stores or
Electronics stores, where for Customer Relationship Management reasons, the identification data of the customers are
used and stored.
In case the customer has already been entered, it will be searched by one of the known search methods (based on the
name, phone number etc). On the other hand, if the customer is not found, it will be immediately entered using the
icon and a dialog containing the minimum entering requirements will appear, in order to create the customers register.

PAYMENT METHODS
The payment can take place in a number of different ways. Through the (general) customer, the payment method must
be proposed in the retail receipt, and this must be a mixed payment method, so that all payment types to be covered.
The receipt is configured to disallow the storing, printing or exiting without having completed the total payable amount
in the payment part.

If the total amount given to the Cash line, the entering has been completed showing the change as well (if the
receiving amount is greater than the payable amount).
If the user attempts to store, a dialog confirming the total amount in cash appears (with the ability to choose the
individual coins received).

272/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

RETAIL sale points

Using the virtual keys showing notes and coins, we are able to
interact with the Receipt field and according to the amount, the
change is also calculated. The coins and notes displayed are the
available ones for the currency of the document (Tools/
Customization/Organizational parameters/Currencies/Notes- Coins)
If the payment method is by credit card, the user will choose the
type of credit card in the Credit Card line. This way, the relevant
liquidity account will be filled in, and the maximum number of
installments of the card type will be used. If the card corresponds to
more than one clearance banks (in effect more than one liquidity
accounts) the proper one will have to be chosen by the user.
If an advance payment has been entered, or a credit balance is
valid, then in the Credit/Advanced payment line well have the
following:
1) If the receipt is concerning a particular client, the Ctrl-Y can be used in the Amount column. This shortcut
causes the proposal of the customers credit balance (if any) to the column amount.
If we need to maintain the information
of the matching (in case that advance
payments are more than one) and need
to avoid the typing of a specific receipt,
we are able to use the alternative
document column pressing F3 to search
and select among the available
outstanding credit documents. By
pressing Accept, the amount updated
with the open amount of this transaction.
2) If the receipt is about a retail customer, the amount should be typed, and to the alternative document column
to enter the exact receipt code that the customer carries (in order the correct matching to be done).
In case the payment has been given to an order, by choosing this document, it will be added automatically to the
related documents, so that an automatic closing of the ordered quantities to be done also, without the need for
any further actions by the user.
What is generally recommended, is the advance payments to be entered in the Order (which is the Order of
the Inventory Items as well as the collection receipt) and not in independent Cash Receipts, which contain no
description of the reasons they were entered.

GOODS RETURN AND BUY OPTIONS


When the return policy allows no returns but only changes, the way to enter the return is by returnable Items in the
Retail receipt itself, with which the customer buys new items.
For declare the returning line we use Shift-F4 and the payable amount will be the difference between the sold and the
returning Items.

273/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

RETAIL sale points

If the change cannot take place or the customer does not want it and the companys policy allows it, we can always enter
a Credit Document for the customer:
Appropriate document type:

RCN (Credit note for a retail sale) or RSC for mass posting, after packing process

In this document, the money return can be entered in the payment part of screen:

If no money is returned, as usual, this document can be used at the future (buy option), for example at the next season.
The way to use this later as a payment method has been explained before.

ELECTRONIC SIGNATURE PER RECEIPT


This functionality is extremely useful in shopping stores on which more than one salesperson work on the same terminal
(computer). It provides us with the information of which salesperson / user served how many customers, no matter
who logged in (an employee often takes the place of another without re-logging).
The activation of the electronic signature can implemented as follows:
1) We create all the users to the users table (General/User administration)
2) Activate the Save key and guide the users to type in the key (which must be unique, because through this, the
identification of the user will be done, whereas the login password just used to authorize the user entrance to the
system and it can be anything).

In the document series in which this functionality is required, all we need to do is activate the relevant field:

The result will be that in every attempt to store the document, in the document types where we activated this setting, the
mandatory typing of the Save key will be enforced. This way, the user typing the password will be identified and
authenticated so, instead of the login user, the user to which this password belongs is used as the document creator,
during saving process. Later this information can be used in views, for example in Retail Documents list, which contains
such a filter (created by).

274/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

RETAIL sale points

RETAIL POSTING PROCESS


The purpose of this procedure is the packing of the detailed Retail receipts into summarizing documents for posting to
General Ledger.
Appropriate document types: RSR (Summary note for the effected Retail sales)
RCS (Summary Credit note of Retail sales)
The procedure groups the retail receipts (RCR, RSC) by date, branch, VAT status, and cancellation status. Furthermore,
there is the possibility to define grouping by trade account, document series and grouping of the payment lines per
Liquidity account (e.g. for cases that in Chart of Accounts monitored the credit cards by Bank). A scheduling utility is also
available so that the process to run completely automated every certain period of time, for example daily or weekly.

The documents produced contain a SINGLE item line per Accounting category and VAT category (instead of the
actual sold items). The reason is that the ONLY updating concerns the Accounting (which never may be updated by RCR,
RSC even if a posting process runs, by mistake).
The procedure updates the reasoning of every produced document with the limits of the issued retail receipts (in the
form Numbers of receipts RSR --00001 up to RSR --00105 etc.). In case there are any cancelled receipts, they are
grouped and cancelled automatically producing one cancellation document, listing the numbers of cancelled Retail
receipts (separated by a comma). In the original Retail receipts, the Alternative document field is updated with the
number of the Summarized Document (RSR -) where they participated, and they are locked so that they will not
be able to take part in this procedure again.
The trade account of the produced Summarizing Document is the one declared in the Branch (retail customer) or in the
document type (used, when no grouping by trade account has been chosen).
The series choice of the produced document is done automatically: either by the unique branch series or based on the
same series code with the grouped retail documents (source documents).
In particular:
1) If a grouping by series has been chosen, for every Retail document series a corresponding one must exist (with the
same code) in the summarizing Retail document type.
2) If no grouping has been set, the summarizing Retail document type will have to contain the definition of ONLY ONE
series per branch (1 normal and 1 cancelling) which will be automatically traced.
If any error occurs, the Summarizing Documents can be deleted and the process can be executed again using NO in the question:
Exempt the processed

275/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

RETAIL sale points

CASH COUNTING
O P E N I N G ( C A S H R E C E I V I N G)
In the beginning, the user counts the cash received of the current cash register (issued through Cash/Notes/Money
transfer).
Appropriate document type: CCN (Cash counting entry)

In this form, the current balance of every Liquidity Account Cashier (in its own currency) is available (as it is
calculated of all system transactions). If there is a difference between this balance and the counted amount (surplus
or deficit), it is calculated to the last column, using color indications for the sign of difference.
Being in the Counting column, we can use the Coins counting button to easily enter and sort all of the quantities
of the different types of notes and coins. Based on these quantities, the counted amount is calculated and pressing
Accept the main display will be updated.

Until the storing of the current document, the cashier would remain closed and inactive, to avoid mistakes during
the counting process.

C LO S I NG ( C AS H D E LI V ER ING )
During the closing and delivering the cashier from one user to the next, a counting is taking place again. The
procedure should always be done and the handling is exactly the same as in the opening of the register.
Until the storing of the document, the register should remain closed and no transactions should take place in it.
Following those simple steps, we can solidify the fact that during any shift (while the register is accessed by one user
in a specific time frame), the full history of the receivings as well as the source (day, time and user) of any
differences.

276/454

RETAIL sale points

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

C AS H I E R D E F I CI TS A ND S U R P LU S E S
Through every counting document, the updating of possible deficits or surpluses is available by the use of the first
button on the bottom left closing of cash counting differences. The best practice in
this case is to run this process immediately or at least before the next counting takes
place for that particular cashier.
This action will call the transition:
202. CCN=>CCD (Cash deficits-surpluses from counting)
This transition will produce the document:
CCD (Cash differences)

In every Liquidity Account which shows a counting difference, a corrective entry is entered which will balance the
account.
The posting of this document will use the G/L Account entered in documents header,

277/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

RETAIL sale points

STORE STATISTICS
The path: Business snapshot/Sales statistics/Branches statistics leads us to a number of relevant views on the branch
activity.

S TO R ES S A LE S S T AT IS T IC S ( O NL I NE )

This view contains sales and receipts data by branch. It is configured to be able to self refresh every 10 minutes,
making it useful for someone to keep an eye out from a central site, on the actual activity of each branch in real time.
The proposed time period is current day. It presents the Net and the Gross (net + VAT) sales value, as well as the
actual cash receipts, with a constant display of the time passed from the last receiving and the last sale.

S A LE S P ER S TO RE B Y HO U R
This cube addresses mostly to installations having a large number of sales throughout the whole day and need to
have a solid view on the data about the turnover and quantities sold by hour. Some additional dimensions like the
salesperson, item grouping, geographic region, year, month day and business unit, are also available.

A V E R A G E TR A NS A CT I O N V AL U E PE R S TO R E B Y HO U R
This cube addresses to installations of a large number of sales during the course of the day, in cases of intensive
retail and contains information on the:
Total number of transactions per hour (without cancelled or cancelling documents)
The total net turnover per hour
The average value per transaction (taking into account only the positive transactions, without credit notes)
There are some additional columns too, to move to the visible ones from the data list of the cube:
Positive transactions value: Displays the value of transactions without taking into account the cancelled and the
credit documents
Number of positive transactions: Just like before, it takes into account only positive transactions. It is used to
form the Average value per transaction indicator.

278/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

RETAIL sale points

D E PE ND E N C Y O F S A L E S B Y W E A TH E R CO ND I T I O N S
This cube displays the sales value and quantity in relation to the weather conditions in each store at the time the sale
was made.

A periodical update of the weather conditions in every branch can be scheduled by using the Update METEO data
(Tools/System- Database management). The weather is coded in 5 values (Fine, Rainy, Snowfalls, Erratic, Very warm), which are
dimension values for the cube. The requirement for this procedure to function correctly is to first run the Update Postal codes
file (Tools/Maintenance tasks) so that, the unique key used of every area to be updated properly.

V IS I TS P ER S TO R E O V ER T IME
This printout provides us with information about the way the visiting is progressing through the hours of the day per
month and year. The printout displays the summarized result for all the recording cameras of the company, and then, in
more analytic levels for every store in particular.

S A LE S R EL A TE D TO NU MB ER O F V IS IT S
This printout connects sales data (value and number of transactions) to the number of visits, as recorded by the visit
recording cameras installed. Grouping the results is possible to do by year, month, day, store and geographical region, in
order to get valuable conclusions on the store traffic.

In order to acquire this type of information, the proper equipment recording the visits is necessary to be installed and the
relevant customization of the application should be done.

S TO R ES AU D I T V IE W
Displays in a Dashboard way, information on the sales related to the stores and also the company as a whole:
Total turnover, Turnover per salesperson , Top selling items
Stores sales in the current week, month, and quarter compared to the corresponding previous year range.
Average transaction value average number of items per receipt
Sales value compared to the stock value

279/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PROVIDING Services

PROVIDING SERVICES
The documents used for the cases of Services provision are available through the Sales options (of menu and toolbar).

SERVICES RENDERED INVOICE


Appropriate document type:

SSI (Invoice - Services provision)

Header

Services
Lines

Totals
Document type
and series
Date
Customer

Those are the mandatory data for the authentication of the document. Usually they are
automatically proposed, depending on the user and his access rights to the series.
The login date is proposed
The search takes place either by code or by name. If a customer is located, he is automatically displayed
with his data (T.R.N., Address), otherwise using the icon, a new one can be added at that time.

Payment method The customers payment method is proposed.


Services In the line part, the services entered along with their quantity and value. The quantity used in cases
of services that measured in a time unit (hours, days) with a charge by unit. This value may be
depending on the pricelist of the customer or proposed based on the whole-sale price of the itemservice itself. Discounts can be proposed here, by the way as which is valid for the sales cycle, in general.
The services can be part of the other Sale invoices (e.g. SNV), as long as the services line type activated in the document type used.

SERVICES RENDERED RECEIPT


Appropriate document type: SSD (Receipt for a retail sale - Services provision)

Client (Debit)
Service and VAT (Credit)

Issued in cases of Customers - Physical Persons instead of a services Invoice.

Customer (Credit)
Cashier (Debit)

The difference is that the proposed selling price is the retail price. A payment can be entered at the same time.

VARIOUS REVENUES (INTERESTS ETC)


Appropriate document type: BXR (Various revenues Note (with payment))

Cashier (Debit)
Service and VAT (Credit)

Used like the services invoice or receipt, for small expenses that paid at the same time. The customer is not updated, so,
the payment must be entered anyway.
280/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PROVIDING Services

SERVICE REPAIR INVOICE ITEMS SHIPPING WITH NO CHARGE


This document used after repairing Items that have been received from the customer through a Goods receipt Note
without value (GRN), that is a pure quantitative document (without an invoice pending. After checking or repairing, the
Item returned to the customer while charging for the work done.
Appropriate document type: SIQ (Delivery Note Services provision)
The Items sub-page of this document has got a ZERO value and the update of the Inventory is only regarding the
quantity, like exactly we would entered a SPC (Goods Return Note (without pending Credit Note)) document. The
Services sub-page will be acting just like the SSI (Invoice - Services provision) document. The total amount charged to
the customer is the value of the services.

SERVICE CREDIT INVOICE


It is issued when a mistake has been made and the Invoice cannot be cancelled.
Appropriate document types: SCS (Credit note - Services provision)
SSC (Credit note - Services provision (reversal))

Customer (Credit)
Service and VAT (Debit)
Customer
(negative debit)
Service and VAT
(negative credit)

RETAIL SERVICE CREDIT NOTE


Appropriate document types: SCP (Credit note for a retail sale - Services provision)
SCR (Credit note for a retail sale - Services provision (reversal))

Customer (Credit)
Service and VAT (Debit)
Customer
(negative debit)
Service and VAT
(negative credit)

All of the Service documents can accept a payment or money refund. The handling of those monetary transactions is
exactly the same with the one used in the Cash invoices.
How we check the results of issuing Services provision documents?

View

Content

1.

Sales/Shipments

List of all Sales documents concerning quantities or values

2.

Invoicing documents

A list of the documents creating Turnover.

3.

Services Trial Balance


Updating of an Accounting type to the Services (the credit balance is the usual one). The
& Transactions Register last two columns are about quantities (for services where the quantity makes sence).

4.

Revenues Journal per


VAT rate

Auxiliary Journal for reconciliation VAT outflows, where for each VAT rate, Net and VAT

Customers statement
and Trial Balance

The customers are charged by Services Invoices and we can check their balance through

Outstanding
receivables

List of all outstanding requirements (not paid invoices), per expiry month, based on

Accounting

An accounting entry is created to the Customers, Services and VAT accounts and it updates

5.
6.
7.

values reported per Accounting category. The Services are a specific Accounting category.
Trial Balances and their detail transactions through Statements.
correlation with payments.
the Accounting journals, the Account Statements, the Trial Balances etc.

281/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COLLECTION management

COLLECTION MANAGEMENT
This chapter will examine the process of receiving the claims from customers in different ways (cash, credit card,
cheques, deposits), as well as the organizing and scheduling of the receivables.
The instructions and examples given are mostly based on the proposed customization, as far as the documents, the
screen forms and the informative tools are concerned.
In order to issue a Receipt, the following procedures can be used:
From the toolbar Cash/Notes, from where a dialog appears to select the kind of transaction:

Following the path Transactions/Cash-Notes/Receipts, by Insert new Line when the receipts list appears:

282/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COLLECTION management

COLLECTING CASH
Appropriate document type: CRC Cash receipt (from customers)

Document Type
and Series

They are required identification data of the document. The series usually proposed, depending
on the user and his access to the documents series. The series also defines the companys
branch, where the Receipt issued.

Date

In the date field, the login date is automatically proposed.

Customer definition We can use one of the available searching methods to locate the customer (code, name, TRN etc).
Alternative If we want to declare the are looking to declare the number of a
document particular Invoice which is being settled (in order to maintain an
automatic and correct transaction matching), we should type
the exact code of the Invoice in this particular field:
Payment lines At line part, we set the Cash register (Liquidity Account) in which the collection is done, as well as
the amount in the Value column. The Automatic payment account of current branch proposed.
How we check the results of issuing Cash Receipts?

1.

View

Content

Receipts

A list of the collection documents entered, along with a classification of the amount in
Cash/Deposits, Credit Cards and Cheques/Notes. The list contains receipts not only from
documents like the above, but also from Retail Sales or advance payments through Sale orders etc.

2.

Cash check

A list of receipts and payments sorted by branch, user and payment type:

statement

3.

Receipts-Payments

Information like the previous, but providing the layout and the analysis functionality of the cubes.

4.

Accounts Receivable

The receipts are displayed in the Credit columns of the Trial Balances and the corresponding Detail

Trial Balance

Ledger Statements.
283/454

COLLECTION management

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CASH INVOICE
Within a Sales Invoice, it is possible to declare the customers payment without create a separate Receipt document.
There are two ways to declare the payment in an invoice:
1) Choosing the
payment method
Cash and asking
Apply (

): a

payment line will be


produced (for the
total payable amount).
If this payment
method is set as
auto-apply then,
during storing of the
document, the
payment will be
produced (and update
the proper sub-ledgers) without any users action. The selection of the payment method is enough in this case.
2) The user fills out the payment data. If the payment method is null or it is NOT an auto-apply payment method, the
user can maximize (

) the footer area and fill out the cash register and the amount manually. If the Cash (liquidity)

account of the current Branch has been set as an automatic payment account, it will be automatically proposed,
and the user would only enter the payment amount.
Possible cancellation of the Invoice will also cancel the payment.

COLLECTING BY CREDIT CARD


For using credit card for payments, the necessary customization of the Liquidity accounts must have been done. As far as
the payment takes place during the issuing of a retail receipt, there is specific information available in the corresponding
chapter. In case that the payment issued by using a separate receipt, the recommended document is:
Appropriate document type: CRC Cash receipt (from customers)
After filling in the customers details, must select payment method action button.
Having customized properly the payment
methods (to be applicable to the
collection receipts), in the appearing dialog, we select a payment method that
contains credit card line, we define the amount and the number of installments
and press the Accept button:

284/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COLLECTION management

CUSTOMER DEPOSIT IN OUR BANK ACCOUNT


The deposit made by a customer in one of our bank accounts can take place in the exact same way as the cash collection
(using the CRC document), filling out our bank account in the Liquidity Account column.

This can be useful in cases where we receive a deposit receipt by the customer and we need to immediately update his
balance.
In case Valeur Days have been set to the account, they will be added to the Issue Date of the Document for calculate of the
payment due date which will in turn update the cash flow (this is the date when the cash will be available).

Usually the customer deposits entered in mass, based on the Banks statement, which may scheduled to take place daily
or in any periodical basis. In this case, either manually or via a pre-configured import procedure, we enter one document
for many customers deposits:
Appropriate document type: BCR (Remittances from Customers)

In the header, we declare:


The bank account
In the alternative document, the Banks statement number
In the lines
The customers, along with each deposited amount
There are two methods available for the outstanding balance to be correctly updated as well as the cash flow which is
depending on the Due date (Valeur):
1) For EACH DAY the statement displays transactions, we enter ONE document. If there are valeur days declared to

the bank account, they will be added to the issuing date, producing the Due date on which the money will be
available in our account.
2) We enter ONE document in which the issuing date is the date that we received the banks statement and for each

line, we enter the due date (valeur) which is stated. From an accounting point of view (trial balances, transactions
statements), in this case the Ledgers will be updated by the Issue date (on which we enter the document), the
matching of our customers though, their Pay-out ratios as well as the Cash Flow will be correctly updated by the
Due date.

285/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COLLECTION management

COLLECTING BY A CUSTOMERS CHEQUE


Appropriate document type: NRE (Note receipt from customer)
To take receivable cheques (or other receivable notes like sights drafts, day bills, trade bills, etc.) from a customer, we can use
the document type CRC (which covers all payment methods) from the sub-page Notes either this special document:

For the cheque details to become available for filling in, we must use the icon for insert a new line

, which will activate

a dialog allowing the full cheque details to be entered. The required fields are the following:
Note Type

Defined at Customization and


contains data needed for the
posting process.

Code

It might correspond to a code


segment of type auto-numbering,
so the user not to have to type it.

Note No.

It is the printed out number of the


cheque, useful for its identification,
and the updating of the Notes
Receivable Records.

Issue Date

The date when the document issued

Due date

The expiration date defines the date


of the claim (for cash flow) and it
updates the Notes Expiration List.

Payment Liquidity
account
Nominal value

The Liquidity Account Automatic Payment is proposed. It can be altered, if we know which bank
the cheque will be given to.
It is the amount of the cheque. It is possible for a cheque in a foreign currency to exist, thus both
amounts are available in both currencies as well as the exchange rate.

Assignor

The Trade Account from the document header will be placed here automatically.

Beneficiary This field will not be completed while creating receivable notes, it is our company. If a transfer to a
supplier takes place, it will be automatically updated by the system with the supplier possessing it.
Issuer The Customer is set by default, but it can be altered (see Collection using a 3rd party cheque).
Guarantor The possible existence of a guarantor is stated here, via the Persons archive.
Status The status Open is proposed (not settled), due to the customization.

The status stated in the header of the document, in the Status tab, which becomes visible by maximizing
the documents header.

Holder-Position
Remarks and user
defined fields

The companys branch (of the documents series) is filled out here.
Several fields of reasoning, remarks, comments and other types of fields for free use are available
for any need.
286/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COLLECTION management

COLLECTING BY A 3RD PARTY CHEQUE


To take from customer cheques, which have not been issued by him, we use the same steps as if the cheque was indeed
issued by him.
The difference lays in the completion of the field Issuer of the cheques form.
The issuer might be a customer, a supplier, a debtor, a creditor, a person, or in some cases the issuer might not have been
entered into the system at all.
1) If he has been entered into the system, we can use many ways to search and locate him.
In the Code field, we can type any of the following information, partially or as a whole, and search the
database: Code, T.R.N, ID card, Phone number, Mobile number.
In the Address field, we can use part of his address to run the search.

2) If he has not been entered into the system:


In the Type field we can choose Person and to the next field we can Right Click Insert to enter him into the
system.

In Type we can also choose Other where we are able to freely type the name and address and avoid entering the
person into the system.
Due to the fact that the Issuer of the cheque which we collect, matters as far as the risk for its payment is concerned, the use of
Credit Policy (

) in which lays a setting which checks the issuers of the cheques, is recommended.

287/454

COLLECTION management

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT


How do we see the results of collections with cheques entries?

View

Content

1. Notes receivable records Status of the cheques, which we have collected from Trade Accounts and have not yet
& Expiration List
2. Notes Receivable Trial
Balance

3. Outstanding
Customers

expired.
Status sorted by Position (Portfolio by branch, in Banks by Bank and Transferred by 3

rd

party):

In the management screen of the customer, we can locate the Outstanding Cheques/Notes
rd

divided into his issuing and the issuing of 3 party (his customers etc.)

Cheques/Notes

4. Customer trial balance

Balance with credit and debit columns of cheques, which complete the actual (commercial)

(with commercial

balance, due to the fact that the Outstanding cheques are included as part of the customer

balance analysis)

balance.

288/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COLLECTION management

TRANSFERRING CHEQUES TO THE BANK FOR GUARANTEE


This is referring to the process during which we transfer cheques to the bank, the total amount of which can be granted
to us as a short-term loan. The whole procedure consists of some typical steps:

L O AN CO L L A TE R A L A C CO U N T
In the Liquidity accounts, we create the Loan Account. It corresponds to a short-term Liability G/L account (e.g.52.00).

R E CE I P T C HE Q U E S BY CU S TO ME R S
The cheque collection is issued by using the CRC or NRE documents types

A S S I GN IN G C H EQ U ES TO TH E B ANK
The assigning of cheques to the bank can be done by following the path: Cash-Notes/Transfers of notes
Appropriate document type: NBT (Note transfer to Bank)

To the headers field From branch we fill in the Branch (portfolio) and to the To Bank field we enter the Bank
to which the transfer made.
The Open cheques with the particular branch as a Holder/position are available in the search function in the
lines of the document. After selecting the cheques, we can enter to the liquidity account column the Loan
account in respect of which the assignment takes place.
The status (02=> to the bank) and the position (the particular bank) are both updated, to the cheques register.

G R AN T I N G F R O M T H E LO AN B A NK A CC O U N T
The granting from the loan account, using cheques as guarantees, is issued through the path Cash-Notes/ Money
transfer:
Appropriate document type: BCT (Cash deposit)

To the headers liquidity account, we fill in the Loan Account and to the lines, the Current Bank Account (or the cash
account) in which the money became available.
289/454

COLLECTION management

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

D E PO S I T I N G F U ND S I N TH E L O AN B ANK A C CO U N T
The deposit of funds in the Loan account is issued through the path Cash-Notes/Note Payment & other Changes:
Appropriate document type: MRN (Bulk payment of cheques receivable)

To the headers liquidity account, we fill in the Loan Account and to the lines, we select the cheques.
Whenever a cheque reaches its expiration date without being covered as to the corresponding amount, the
appropriate workflow consists of the following steps:
1) Canceling the grant
Appropriate document type: CRP (Cancel notes receivable payment)
This particular document is issued through the path: Cash-Notes/Notes payments & other changes. The LoanAccount is entered into the document header and the cheque itself selected to the lines part, without any
change of value.
2) Returning the cheque, from the Bank back to the company
Appropriate document type: NRB (Note return by Bank to Portfolio)
This particular document is issued through the path: Cash-Notes/Transfer of Notes. To the headers fields From
Bank and To Branch the user select the appropriate data and fill in the cheque itself in the lines below.
3) Returning the cheque to the customer
Appropriate document type: NCR (Note return to customer)
This document can be found in the path: Cash-Notes/Receipts. The customer is defined to the headers trade
account and the cheque is entered in the document lines.
The posting process for the above workflow, will take place as follows:
Document
CRC
Cheque receipt from customer
NBT
Transfer cheque to Bank
BCT
Cash deposit
MRN
Bulk payment of cheques receivable
CRP
Cancel receivable Notes payment
NRP
Return Note by Bank to Portfolio
NCR
Return Note to customer

33.90
33.93
38.03
52.00
52.00
33.90
30.00

Debit account
Cheques in the Portfolio
Cheques in the Bank
Current Bank Account
Loan Account
Loan Account
Cheques in the Portfolio
Customers

+
+
+
+
+
+

30.00
33.90
52.00
33.93
33.93
33.93
33.90

Credit account
Customers
Cheques in the Portfolio
Loan Account
Cheques in the bank
Cheques in the bank
Cheques in the bank
Cheques in the Portfolio

+
+
+
+
+
+

290/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COLLECTION management

REPAYMENT OF CHEQUES/NOTES RECEIVABLE


There are two ways available for the repayment made by the customer to be issued at the expiration of the receivable
cheques or other receivable notes (sights drafts, day bills, deposit bills, trade bills, letters of credit, etc.):
1) With a receipt to customer
Appropriate document type: PNR (Repayment of receivable note)
This document is issued through Cash-Notes/Receipts and is used the same way as in case of receiving cheques
(CRC). In this case, we can search for the particular cheque (with assignor the customer of the header) to the
document lines part, while the entry of a new note disallowed.

The user can change the proposed amount (nominal value) to a smaller one (p
partial repayment). The column
Payment Account should be checked to make sure that it is the account where the payment was actually made.
2) Bulk repayment of several customers cheques
Appropriate document type: MRN (Bulk payment of cheques receivable)
This document is issued through Cash-Notes/Receipts and is used the same way as in case of receiving cheques
(CRC). In this case, we can search for the particular cheque (with assignor the customer of the header) to the
document lines part, while the entry of a new note disallowed.

The Liquidity Account, entered to the documents header, will be copied to the lines of cheques to be selected
below. The partial payment is always an option in this document as well. This procedure is usually followed for
cheques, which have been transferred either to the bank or to a third party.
Both methods produce exact the same result:
The status and the outstanding value of the notes are updated
The Cash (or Bank) Account is debited
The Customers commercial balance is reduced
Even when the cheques have been transferred to suppliers and if there is no sign of a problem, we must enter a repayment of
the cheques. The reason for that is simply that both the Customers commercial Balance (of those who have given us the
cheques), as well as the Third Party commercial Balance (of those we have given them to), have an Outstanding value which
can close up ONLY by such a payment transaction.

291/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COLLECTION management

REPLACING A CUSTOMERS CHEQUE


The replacement of the cheque will have to be declared in the system by using two separate documents, for returning
the one to the customer and receiving from him a new one (or more than one). This would happen usually for lack of
ability to pay on the particular expiration date, by the customer. Therefore, he asks a lengthening of paybacks time.
Appropriate document types: NCR (Note return to customer)
NRE (Note receipt from customer) (new cheque/s) or CRC

The customer is entered to the document header and the cheque/s returned to the lines part (selection among his
outstanding cheques).
The returning document (NCR) appears as a negative in the Receivables as well as in all of the monetary lists concerning
notes:

In the Customers transactions statement (commercial layout) (and to the corresponding Trial Balance), the Accounting
balance is raised by a new debit, while the Commercial Balance will be the same:

292/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COLLECTION management

CUSTOMERS ADVANCE PAYMENT


S T AN D ALO NE R E C EI PT
The advance payment handles no different from any other receipt on account. The documents available for use are
the ones used for the Receipts.
Appropriate document type: CRC (Cash receipt (from customer))

W IT H IN T HE S AL E O R D ER
As in various trade transactions supporting payment at the same time (e.g. Retail, Cash invoices) so when Ordering
certain items which the customer wants to reserve, is likely to give (or require) an advance payment. The order CAN
BE used as a Collection Receipt too.
Appropriate document type: SOR (Sales Order)
A properly customized payment method should be used, to activate the payment lines for typing by the user.
Handling information on two working payment functions, can be found to the chapters Cash Invoice and Retail
payment,
st

The 1 one is about the Payment analysis grid, which does not require any particular customizing to be functional
in any document type:

The 2

nd

one is about the Payment grid, which assumes a customization technique which automates the Credit card

installments and is a much easier way of input:

293/454

COLLECTION management

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COLLECTION MANAGEMENT PROCESSES


The search for the gathering of outstanding receivables usually begins from a Trial Balance or a Transactions Statement.
Knowing, however, the actual requirement of customers to settle their debts at particular time, results in the open balances
sub-ledger rather than the accounting balances. In the following few chapters, we will see how we can use this information
to communicate with the customers, complete the collection procedure and to issue automatically the collection receipts.

C O L LE C T I N G O U TS T A ND I N G R E CE I V AB LE S
This process (Transactions/Cash/Notes/Collections Planning) can be used to easily issue the collection receipts. It will
be guiding the user through a series of steps before the automated generation of receipt documents takes control,
making sure that the information about the "matching" (which debts are being settled), is easily declared and found:

st

In the 1 page we declare the customer. The open invoices appear and we can choose that or those to be paid.
In the 2

nd

page we define the payment method. The document

type, the usual payment method and the amount of the chosen
debts are proposed.
The user chooses the document series and alters the amount if
necessary. In case a credit card is used, should define the number
of installments.
In the next step, the receipt document is generated and its
number appears as a link.

On mouse click, the document will be displayed


for printing and checking.
The payment has been matched with the invoices
st

chosen in the 1 step.

294/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COLLECTION management

Customizing information on the collection of open receivables

1) The payment method must contain a line or more, with a value in the field "Apply to document" one of the
document's properties of document type used for collection.
2) The document type used for the collection as well as the usual payment method will have to be defined in the
corresponding parameters of the category "Task Flows/Processes":

3) The reason that the customer payment method is NOT recommended, in favor of the usual method for this
process is that in the trade account the payment method contains a settlement for the commercial transactions
(credit days) while does not contain lines for payment document types (see 1).

P R O C E S S I N G O U T S T A ND I NG R E CE I V AB LE S
This procedure (Transactions/Cash/Notes/Collections Planning) is quite useful in investigating the customer debts as
well as to scheduling them.
A list of open invoices grouped by Collector and Customer appears (the collector is brought by the customer register
and is the responsible party in the accounting department for collecting the debts of a customer group usually).

Inside this list, the user is able to intervene (by typing in line level) in the following columns:
New collection date: This date is updated automatically during invoicing, based on the payment method and
defines the day BEFORE the expiration of the claim, when we must contact the customer or maybe arrange a visit
or take a cheque etc. and it is a criterion in this particular list. During communication with the customer, may
have to note the day of next contact.
New expiration (due) date: Editable column, for cases of consensual transfer of payment date of particular
invoices.
Settlement comment: This is the comment used for the collecting process. It may have already some content, if
it is entered in the payment method line (used while invoicing) and will be available for editing here.
After the changes (if any) we pick out some lines (or all of them using Ctrl+A) and use the "Update settlement
data" function from the Actions menu:

295/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COLLECTION management

In the dialog that appears, the user can finally update


the chosen transactions either by providing directly a
date or a "relative to previous date followed by a
comment OR to choose to apply the values typed to
the grid lines (new collection date, new expiration
date, settlement comment).
Examples:
Transfer of the expiry date for all of the chosen to 2 months after the current due date of invoices
Definition of a certain collection date for all of the chosen entries, for next contacting the customer
Updating with the content of the "Expiry date" column, which has been typed by the user at each line
Assigning the "Comment" of the chosen entries "To be reviewed by Mr. Smith"

CO L LE C TO R JO U R N A L
Using this view (found in the same path (Transactions/Cash/Notes/Collections Planning) the user (collector) can check
all collections that have been scheduled for a particular date range:

296/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CONTRACTS

CONTRACTS
The contract is monitoring the several elements of a trade agreement between company and a specific trade account and
describes terms and rules of invoicing, collection, sales forecasts and relevant rebates, as well as information about the
relationship between the two parties. It may concern customers or suppliers, associates or sub-contractors and is an
element of ALL OF the system documents, as a point of reference.

NEW TRADE CONTRACT


The administration form of a contract contains a series of tab-pages used as a sort of grouping of available information:

In the General data of the contract, the starting, ending, signing and renewal dates defined. The Trade account and his
branch (if a specific branch is concerned) as well as several persons involved (salesperson, mediator, related person etc)
are also basic data of a contract. If needed, the horizontal dimensions are defined here. In case the contract is
concerning a particular "Project", this is also selected to the contract, which will from now on be displayed in the
"Contracts" list in the Projects management form.
As far as the trade transactions, whatever might have been declared in the trade account, every contract defines
SPECIFIC TERMS which applied in all of the transactions concerning it (like payment method, pricelist, retroactive
discount policy, a fixed discount which could be agreed, the credit days which is taken into consideration for calculate
the expiration dates of the debts).
Furthermore, a link can be established between the Contract and a trade document of "Blanket order" which is:

Either a tight trading framework (in goods and quantities that will be bought), so that every delivery is produced by
transition from this "Blanket order"; As a result, the outstanding part of the order (as well as the contracts) can
always be checked.

Or, a framework model for the agreement that will be used for control (e.g. Items or Fixed Assets which the contract
is covering if it involves support, maintenance, insurance) and might contain particular Serial Numbers.
For informative reasons, we can attach documents to the Contract and fill out a number of user-defined fields, notes and
comments in the 1st tab-page.
297/454

CONTRACTS

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

The tab-pages in the lower part of the page contain data based on what is filled out in the General data of the Contract:
Items, from the blanket order
Payment method, the lines of the payment method used in the contract
Pricelist, the lines of the Contract's pricelist with prices & discounts
Commercial terms, the terms of the invoicing policy selected to the contract, containing rules for provide specific
discounts, gifts or cause extra charges, during invoicing
Commercial agreement, the rebate plans with the scale/efficiency as a 2

nd

level

Documents, categorized in Trade and Payment documents and a particular category for Credit discount
invoices which have been produced based on the commercial agreement, stated in the Contract
Several contracts can be made for the same trade account, each one containing its own terms. Those displayed in the
"Contracts" tab-page of the Trade Accounts administration form.

INVOICING BASED ON A CONTRACT


The activation of the Contracts during ordering/invoicing, takes place by the user or the salesperson. By searching the
appropriate contract to the relevant headers field, the available contracts are:
(a) Active contracts of the
context trade account, and
(b) Active contracts of other
trade accounts (for cases of
central agreements with a
Corporate Group for its
members or for cases where
NO trade account defined
on the contract, because it
might concern an entire class
of customers for example).
By choosing the Contract during invoicing:
If the Contract defines a particular branch of the trade account, this will replace the one already proposed or entered.
If the Contract defines a particular payment method, business activity, project, % discount, invoicing policy, salesman,
those data will replace any that have already been entered (by other mechanisms) into the document.
If the contract defines credit days, this information will be taken into account during generation of forecast entries
for the settlement (as to the expiry date of debt) or during apply the payment method.
If the Contract contains a blanket order with a "strict item check" (property of the contract), it is checked so that no
items can be accepted, apart from the ones in that blanket order are included.
Information on customizing the function of the Contracts during the Invoicing

1) In all of the documents where the Contract will be required to be entered (if exists), the most recent (in relation to
the issuing date of the trade document) can be proposed to the corresponding field, by activating (adding) the Field
Property Profile 1-CONTRACT to the document types.
2) If the storing of the document is meant to be prohibited in cases where the Contract is Inactive, the Field Property
Profile 1-CONTRACT-ACTIVE can be activated (added) to the document types.

298/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPEN items monitoring

OPEN ITEMS MONITORING


The monitoring of open receivables and payables is a critical process, parallel with trade accounts accounting balances
monitoring, having its own separate analysis and functionality. The aim of this process is to enable the definition (in the
course of a co-operation between the two companies having a customer-supplier relationship) of the monetary settlement that
will be applied, and based on this, to launch the receipts and payments and to monitor the compliance of the agreements. It
will also enable the calculation of the delays and payout ratios by giving in this way, a full overview of the actual open
balances in companys Credit Control process.

FORECAST OF INFLOWS & OUTFLOWS


Document with "automatic forecast" activation means all invoices or other transactions that (should) CREATE FINANCIAL
CLAIMS or LIABILITIES. They create, along with the records in the accounting view of trade accounts (payable, receivable) and
forecast entries as well, in order to monitor open balances.
In order the right forecasts to be created by the application (as to WHEN the claims and liabilities will be paid) PAYMENT
METHODS describing the settlement must be designed. The created payment methods must incorporated to the suitable
trade accounts.
The forecast entries are on-line updating the cash-flow and trade accounts Ageing of Balances, helping us in this way to know
their ACTUAL BALANCE at the right-agreed time. This is NOT illustrated to the ACCOUNTING BALANCE.

SETTLEMENT WITH CUSTOMERS


The definition of payments agreement-settlement with customers done within the customer register and can be
configured in different ways, depending on each case needs and specifications.

C RED IT DAYS
We enter the days of settlement e.g. 60 for 2 months payment. This element used also by the credit control
process. Additionally, the system produces payment forecasts from the customer invoices, based on this settlement
(after these days since the invoices issue), except if a special payment method has been designed and is applied
during Invoicing.

M AT C H IN G M ET HO D S
The usual matching method between claims and payments (for the correct update of the Ageing of balances) is
On account, this is FIFO per day (each payment settles the older invoice).
Another available option is the Based on rule concerning special payment processes e.g. per project, where the
matching rule must is declared to the next field of customer register.

299/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPEN items monitoring

Finally, we can prevent the matching process, in order to only occur through user selection or just not to occur.
Through any of the 2 previous options, the matching is automatically occurs on-line as along as documents issued.
The automatic matching is a strongly recommended process, in order some of the most significant system views
and printouts to be taken.

M AT C H IN G R U L E
The matching rule allows mapping to indicate the way AUTOMATIC connection of opening and closing entries,
through various functionalities, leading to limit or completely avoid the interference by the user for defining the
documents settled through each collection.
The matching rules defined through the Tools/Customization/Liquidity menu.

P A Y ME NT M E THO D
The payment methods, during issuing trade documents, can create either a receipt/payment entry (since it is cash or
credit card) or a forecast entry based on the agreement (settlement) since it is on account (credit). If payment
methods are correctly defined, they provide full and easy monitoring (by value and date) of the receivables and
respectively, of the payables. You may create complex payment methods in order to implement your agreements
(Customization/Liquidity).
The payment methods are directly related to the Credit Policy. During defining Credit control policies, the
documents behavior in relation to payment methods, can be properly customized.
The payment method has a header and many lines (payment terms).

PAYMENT METHODS BASIC DATA (HEADER)


Auto-apply

When activated, and during documents save, the forecast or payment entries are automatically
created without any user action. The nature of the documents where this is in force, it is
defined to the lines-terms of the payment method.

Accounting
category

The accounting category defines up to 4 segments of the ledger account code, which can be
used by the configuration of posting in order to compose the ledger account. So, in cases
where specific Accounts monitored per payment method (e.g. sales accounts analysis in the 4

th

degree -> 01 in cash 02 on credit etc.), then, defining this field, the generation of the correct
Account code becomes feasible.
Grouping type

The selection made here, defines the grouping field based on which the payment terms will be
defined. The horizontal dimensions, (Business unit, Activity, Dimension 1 and 2) as well as the
items grouping fields (Family, Group, Category, Sub-category and Table 1 up to 10) are
available. It gives the very important functionality of settlement differentiation by items
category, for instance.

300/454

OPEN items monitoring

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PAYMENT METHODS DETAILS (LINES PAYMENT TERMS)


In Lines list sub-page are displayed all the defined lines

To the Detailed line data sub-page, we use the icons

to create or delete a line and to the fields below, we

can define the details of every payment term:

Payment type

It defines whether the payment method will produce an actual payment entry, a forecast
entry or of a credit card to the liquidity account.

Account

It is the liquidity account, where the entries will occur. It must not be necessarily
completed, since, a) on a credit card, it can be defined to the payment terms of the
document automatically (based on the credit card type) b) on a forecast, on credit, the
system sets by default the automatic forecast account of the branch c) on an actual cash
receipt, the system sets by default the automatic payment account of the branch.

Grouping Code

It is visible if to the grouping type field of header, there defined a value (a grouping
field) so, must select here from the table that corresponds to that field e.g. a particular
item category or a particular business unit. Otherwise (if no grouping is defined) this
field is not accessible.
Recommended to create so many lines as the different values of this grouping field to
describe the respective method of payment. The reason is that, if the document, where
this payment method will be applied, contains a category without a definition here, the
system will only take into account the credit days of the customer, in order to generate
the open balances entry.

301/454

OPEN items monitoring

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Dimension analysis

If in the grouping type field of header has been selected no grouping, then this option
becomes available and enables for the creation of as many lines as the different
dimension values found to the item lines of the document, with the proportional
amount payable, based on this payment term line. With this method, we can have analysis
of open items by dimension, to use the dimension as matching criterion and take
finally open receivables BY dimension value. This feature cannot coexist with a (different)
analysis by group field, apparently.
It requires some customization (see below).

Apply to documents
attribute

It defines the documents for which the


payment method term is valid, based on
the attributes field of document type. If
the attribute that defined here belongs to
the document types set of attributes, then,
this line would be applied normally, during issuing of document.

We could for example create one term for ORDER with 30% of amount payable to be paid
within 10 days from the Order, and another term for INVOICE with a 70% of amount payable,
to be paid within 30 days after Invoice. If there is no back order and during transition to invoice
the forecast lines are copied from the source order (customization of the transition profile), then,
the payment method leads to a correct set of open items, based on workflow steps.

Reference date

It defines the date based on which the payment method date estimation will commence.
The choice is between the Registration date (Issue), the Creation date, the Alternative
document date, and user defined Date 1, Date 2 (all fields of documents header).

Skip holidays

When the field checked (as recommended) during the estimation of the scheduling and
st

due date, if a day is not a working day, then ignored, and shifted to the 1 working day.
Number of
installments

It is the number of the agreed installments. This mainly used in case of credit cards. If this

Amount type

It defines the document field where the payment term applied, in order to be able to

definition occurs in Credit Card types by Bank, then it supersedes.

cover the case where we want to set the VAT due date to another date from the due date
for the remaining amount. The choice is between net amount, VAT and total amount.
% Amount payable

It is the percentage of the payable amount to which the payment term will be applied. In
cases where it is not 100%, it must follow another line, until the total amount completion.
If to the previous field the net amount or the VAT amount selected, then, it must
complete a 100% per type of amount, through different payment term lines.

There are three areas as to the payment method date estimation.


Start
Collection
Due (expiration)

It is the date from which the days calculation will begin.


It is the scheduling date (for collection).
It is the ending date of the receivable (or payable). Based on this date, results can be
taken, like Ageing of Balances and Cash Flow.
If the payment method is a cheque for example, we could define to the scheduling date,
the date on which we should take the cheque (available to collection planning processes)
and to the due date, the date for cheque expiration (e.g. receive at 30 days a 3months
cheque).
302/454

OPEN items monitoring

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

All these three areas contain the following fields


Type

It is the time unit (day, month, day of the week etc.) where the calculation is
accomplished. If the trade acct. credit days selected, the remaining fields deactivated
since the days from the particular trade accounts field will only be taken into account.

Number/Day/Date

These fields are activated according to the selection of type and they are properly
completed:
st

If it is a day or month, we give the number, if it is a day of a week we give the order (1 ,
nd

rd

2 , 3 etc.) and the day (Monday, Tuesday etc.) and if it is a date of a month, we give the
(1-31) date. Finally, if it is the start or the end of a month, we do not define anything else,
since the resulting date indicated from the reference date and the type.
Comment

It is probably useful for the collection planning processes and the communication with
the customer. During apply payment term, it is transferred to the column Alternative
reasoning of the liquidity account line of the document.

Creation of a dynamic payment agreement (chain of payment methods)


There is the functionality of creating a dynamic agreement of payment with a combination of payment
methods based on a value limit e.g. we give to a customer a credit of 60 days for sales up to 10.000 whereas for
amounts which are greater than the limit, the credit is increased in 90 days.
Amount limit

To this field, the user defines the maximum value of the amount for which the payment
method is valid. It concerns all the payment method lines.

New payment
method

Since the value of the Amount limit field has a value, a different payment method must
be selected to this field, in order be used (replace the current payment method), when this
limit is exceeded.

P A Y ME NT M E THO D S P E R I TE M C A TE GO R Y
We can create payment methods PER DIMENSION, selecting one among the systems horizontal dimensions (project,
activity, business unit, dimension 1 & 2, branch), and other items grouping fields (family, group, category etc).
In this way can be implemented agreements where each group follows different settlement terms e.g. for items of
category A credit period of 45 days, for items of category B credit period of 60 days etc).
For the implementation of such an agreement, it must:
1) To the grouping type field one of the fields to be selected e.g. item category.
2) To the detailed data of the lines, it must be completed the grouping code field, from the related table values
e.g. a particular item category. There must be created as many lines as the table values which have different
payment terms, and a last line recommended to be created with empty grouping code for the remainder.
It should be noted that the payable amount is not exclusively made up of items values but also from any special
accounts. The application calculates the right proportion of the payable amount for each item category and applies
this proportion to the final amount, according to the configuration of payment method.

303/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPEN items monitoring

U S E O F D I ME NS IO N S TO P AY M E N T ME T HO D S
During payment method apply, there is the possibility of automatic dimensions development based on the
company parameters, for the dimensions that we want to monitor.
This functionality concerns the payment methods that DO NOT ALREADY use analysis based on a grouping field. If a
payment method line concerns a particular category or a business unit or a project etc. cannot at the same time to
be defined as monitoring dimensions analysis.
If grouping is not used, any selected type (forecast to particular days, forecast to card account, cash payment), during
payment method selection, then the proportion of the payable amount calculated from the ITEMS lines dimensions and
this is resulting a split of the final amount payable per dimension. The results are as previously to be able to have open
receivables (or payables) BY DIMENSION, without the necessity of using special payment methods (per category).
The parameters activating this functionality found in Document administration category:

Caution! The dimensions must be defined with their exact names to the DB scheme: fProjectGID, fActivityCode,
fBusinessUnitCode, fDimension1Code, fDimension2Code

D E F I N I TI O N O F PA Y M E N T ME T HO D F O R CR E D I T C AR D S
The payment with credit card demands the proper customization of the Liquidity Accounts, the relative Debtors, and
the types of Credit Cards. In order to also operate as a payment method, it must:
1.

A payment method with AT LEAST one line (term) to be created, the one that is characterized as credit card to
the type field. It may exist other lines e.g. cash etc., for cover a mixed payment method.

2.

In documents types, the Payment segment to the Total options of the header subpage, to be activated (when it concerns a trade transaction e.g, Retail Receipt, etc).
IT IS NOT RECOMMENDED the simultaneous activation of payment & payment analysis
within the same document type. The Payment analysis is the Liquidity accounts grid and
since generated through the terms, the users may be confused.

3.

At the same time, in these documents types, the payment methods lines concerning credit card (and any other
lines might co-exist to a credit card transaction) to be added to the Payment terms sub-page:
The Payment terms
grid which is activated
during sale in this
case, allows to easily
define the payment as
described in the case of Retail sale. The payment method based on the terms data, produces Liquidity account
lines (with the appropriate amounts, installments, accounts etc) that will update the various sub-ledgers (Open
balances, Cash flow, Debtors).

304/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPEN items monitoring

CO M MO N P A Y ME N T ME T HO D S F O R M AN Y C A S H D ES K S
In cases of branches having more than one Cash desks, for which the balance is monitored, there must be opened
different Liquidity accounts, one for each Cash desk. Although the automatic payment account can be only one,
there is the possibility to set default payment account on a document series level, so, could configure COMMON
PAYMENT METHODS and each time a different Cash Account to be AUTOMATICALLY recognized and suggested. In
order to implement this feature, we need to define Liquidity accounts of automatic payment to the document
series (but also of automatic forecast, if we want to differentiate the forecasts per series). According to this
definition:

The Liquidity Accounts which are available during selection, are those who EITHER refer to this series branch OR does
not belong to a particular branch (their branch field is empty).
Not allowed to a line to have left both of the two Liquidity accounts fields without a value
Not allowed to define different Liquidity accounts for the same series and the same currency
NOTES
The exploitation of the above information is achieved in all documents supporting a Liquidity Account proposal,
where if such a definition found to the SERIES for the particular currency, it is suggested the particular Liquidity
account, if not, it will be suggested the default automatic payment account and the automatic forecast
account, respectively.
To facilitate the information of the default cash accounts per series, we select the Assign to Series operation
from the Actions of the Liquidity account. This
process enables (makes easier) the Liquidity account
definition process as of automatic selection BY
document series.
An important reason to define this information to
some documents is that the system does NOT bind* in any other way the use of a liquidity account of a different
branch compared to the current transactions branch. Thus, a user could by mistake define a cash account of
another branch and create wrong data.

This happens because there are business scenarios where this should be useful, so the exclusion shall be subject of
customization ONLY and not of a programming (domain) check.

305/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPEN items monitoring

E XA M P LES O F P A Y ME N T MET H O D S D ES I G N
1.

On Credit: In 60 days the 70% and in 90 days the remaining 30% of the document amount.
For the implementation of this agreement, a payment method of TWO lines will be designed as follows:
st

In the 1 line:

Payment Type -> Forecast

Account -> It is not completed

Apply to-> We complete the sales documents attribute e.g. SALE

Reference date -> Registration date

Amount type ->Amount payable

% Amount payable->70%

In the 3 days estimation area, to the Start and Collection we do not complete anything. To the Due
date area we define the Type -> Number of Days and Number -> 60

In the 2

nd

line we define the same data and to the % Amount payable field we give 30% whereas in the

Calculate due date area to the Number field we give -> 90.
2.

VAT in cash & net amount on credit: The VAT amount paid in cash and the remaining amount within 120 days.
For this agreement implementation, a TWO lines payment method will be designed:
st

In 1 line:

Payment type -> Payment

Amount type -> VAT

% Amount payable ->100%

In 2

nd

Payment type -> Forecast

Amount type -> Net payable

% Amount payable ->100%

To the Due Date calculation area, Type -> Number of days and Number -> 120

line:

306/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPEN items monitoring

MATCHING PROCESSES
M AT C H I N G D E B I TS / CR E D I TS
The matching process connects the Closing entries (of receivables or payables) with the Opening entries (of receivables
or payables). The meaning of the opening and closing entries for the system of the OPEN BALANCES, is shown
through examples in the following scheme.

The system executes On-line matching, based on the older balance, provided that the Automatic matching setting in
document types is activated. The matching entries management achieved through three methods:
st

1 : Automatic matching. It is the FIFO matching method, based on the older balance
nd

2 : Matching based on rule. It is the matching (which is also occurs automatically) based on the rule defined to each
trade account. Grouping fields can be selected to the matching rule. For instance, in case we want to group the entries by
some dimension (project, business unit etc.) and run matching separately, we select as a grouping field to the rule this
dimension, so, the process will match the entries based on this field. It will not match entries of a different dimension.
rd

3 : Selective matching. In this case, the user selects which invoices should be closed during payment for instance. This
process is achieved through the Actions/ Matching menu of documents form or trade accounts form.
In the appearing window
(at the left part) found all
the opening & closing
entries of the trade
account. To the upper
part, there are filters
concerning the dates
from which we want the
entries to appear as well
as if we want all or just
the open ones. We
select the closing and
the opening entry that
we wish to connect. By
pressing

the

matching (link) entry will


be displayed (with the
value covered) to the right part of the screen. The matching (coverage) amount can be altered (up to a maximum value,
which is the minimum common open part of the two entries). In the entries grids, the system dimensions (project, business
unit etc) are available columns, in order the user to be able to undertake selective matching based on this information.
307/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPEN items monitoring

M AT C H I N G R E C A L CU L A T I O N
In case that modification made to the dates or the values of documents involved, a recalculation process of all
matching entries should run. The function can be executed through Tools/Maintenance tasks/Recalculation
(Recalculate Account matchings) for all trade accounts or for a particular trade account through the actions menu of
the accounts administration form. In both cases, we may select any period as
the beginning of the calculation, even if this period belongs to a closed Fiscal
Year. The process excludes the selective (manual) matching entries (it will
respect them). There is also the time-scheduling option, which recommended
to be activated, as any alterations or deletions to documents that concern
matching will influence ageing of balances. The process could run on a periodical basis (at non-working hours).

E X CH A N GE D I F F E R E N CE S
AUTOMATIC ON LINE CALCULATION
During issuing a payment document, the document is automatically matched with a receivables document
(invoice). At the time of the matching, the system calculates the value of the exchange difference possibly occurred
in base currency. The calculation is accomplished based on the documents exchange rates differences. Thus, it is
necessary that documents exchange rate (field of the documents header) to be correct, otherwise we will get
wrong results. The process of exchange rates differences calculation does NOT create the corresponding
documents in order to close the balance (in base currency) to the trade account register. For these corrective
documents creation, the process Exchange rate differences closing must be executed.
CONTROL OF EXCHANGE DIFFERENCES
We use the exchange differences statement (Entities/Accounts receivable-payable/Balances check). Due to
exchange differences on-line calculation, this statement is always available and enables the control of these
values BEFORE finalization and producing of the relevant documents.

AUTOMATIC CLOSING OF EXCHANGE DIFFERENCES


The process is accessible through the Periodic Process/Exchange differences menu choice. The SXP & SXN
documents (for profits and losses
respectively) which used in order the
Trade Accounts and the Accounting
to be updated, creates debit or credit
to Trade accounts, depending on the
sign of the difference, whereas the
Accounting is updated using the
headers G/L Account. This Account
would declared to the document
types, in order to be suggested
automatically.
To the appearing dialog, must be
entered the G/L Accounts (since they have not been declared to the document types), the date up to which we want
to post the differences, and the registration date of documents to be produced.

308/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPEN items monitoring

After the documents creation, the matching entries (that were taken into account) are BLOCKED (consequently
and the documents that produced the relevant open & close items) for modifications & deletions. If for any
reason, there are modifications that must occur, THE EXCHANGE DIFFERENCES DOCUMENTS MUST BE DELETED
and continuously the process run again (after any changes to the source data).
Caution! CANCELLATION to an exchange differences document is PROHIBITED. The only case of withdrawal
of its restrictions is the DELETION.
PERIOD OF EXCHANGE DIFFERENCES VALUATION OF OPEN BALANCES
To the fiscal year definition, there is a special field enabling differences calculation from open balances at the
end of each period. If it is not activated,
open balances valuation is only occurs once
at the end of each financial year. All the
intermediate exchange differences just
calculated for the paid receivables/payables
(settled), and not for the open ones. By
activating this option, what will happen during
running this process, any payment occurred to
next month or any receivable/payable (open
item) was open at the end of every month, it is valued with the exchange rate of the end of the month and an
exchange difference is considered.
EXAMPLE OF EXCHANGE DIFFERENCE FORMATION
Suggesting that the Euro - Dollar exchange rate is 1,3745. During the purchase the amounts are configured as
follows:

Through the Balances check in currency, we see:

We pay the whole amount payable of 4.250,00 $ at 31/5 when the exchange rate is 1.2601.

309/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPEN items monitoring

The Balances check in currency shows now a zero balance in dollars and a credit balance in base currency
(euro) of 280.72 value:

We run the Exchange Differences calculation process:

and it will be created a Losses from exchange differences transaction of 280.72 value. By activating the
detailed entries option, this document will contain as many lines for each trade account as the matching
entries are, and the corresponding document codes (open-close item) appear to the column matched
documents. If the option is inactive, there will be as many lines as the trade accounts are.

The Balances check in currency shows now a zero balance in base currency (euro) too:

310/454

OPEN items monitoring

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPEN BALANCES CONTROL


Monitoring of all the above information results in a rich and reliable set of views and reports, about open balances.
More particularly, in the Entities/Accounts receivable/Balance check menu (and the respective to the Payables menu)
the following reports provided:

A G EI N G O F R E C EIV AB L ES / PA Y A B LE S
It is useful to monitor the history log of outstanding receivables and payables (that is SINCE WHEN the claims are
pending). The age is calculated based on the date-criterion Reference date. The current date proposed in order
to check the expired debts up today. The delayed debts (out of date based on the
Reference date) displayed in six (6) columns of EQUAL periods, the length of
which can be defined to the relevant criterion Ageing period (month, week, 2
months etc). The future debts (based on their due date) displayed to the column
Not expired.

The criteria of filters section, give the following functionalities:


1.

Checking the current Book (accounting) balance either the Commercial balance (which includes the pending
cheques and notes) through the Origin filter (visible in more filters

):

If cheques/notes activated, there will be also included the claims for


which we received notes not yet expired (taking as total balance, the
trade accounts Commercial balance),
Otherwise (with the default value other claims), those claims will be considered as settled, according to the
definition of a Book balance.
2.

Ageing of receivables based on their Issuance or on Expiry date, through


the Opening entries and Closing entries filter. The default value is
expiry (due) date for the opening and indifferent for the closing
entries. That way, we can take the actual balance ageing over the time,
whereas selecting issuance date we can take an accounting view (as
balances illustrated to the Trial Balances and Transaction Statements).
Here, there is an exception: The reconciliation for a particular past
date/month to the Trial Balances is feasible only if the matching entries did not deleted neither recalculated in a
way that produced different matchings. An example is the use of NCR, RSN documents that delete any
matchings in order to release the receivables that settled to an invalid (now) cheque.

In the 2

nd

level (

), the particular transactions creating the open amounts of each date range are presented.
311/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPEN items monitoring

R E MI ND E R L E TT E R S ( M AI L- M E R GE )
After run Ageing of receivables and display of results, in the Actions menu, you can create reminder letters and
labels for the selected customers (rows).

A dialog comes up to select the Word document template, containing the letters customization:

Based on a ready template (to the saving folder of this view) Reconciliation Letter Template.doc), you may create
other document templates with the desired text and layout.
The result will be the creation of a text ready for print

To the same (Actions) menu, there is the corresponding Create correspondence labels action and the Create
letter of balance agreement in currency.

312/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPEN items monitoring

B A L AN C ES JU ST IF I C A T IO N
This view justifies the origin of the trade account balance. It presents grouping per trade account columns with the
initial and the open debit and credit amounts. The total of the open entries (debit minus credit) equals to the trade
account balance.

By pressing the (ctrl +) buttons combination, the documents that have been matched to the current transaction
appear. In order to view the customers commercial balance (with the unexpired cheques & notes included) must
also select the Cheques/Notes value to the Origin criterion.

P A Y- O U T R A TI O S
This is one of the main reports for use in Credit Control processes. It calculates the customers Real Average
repayment time (Days Sales Outstanding) by excluding the credit documents or the cheque replacements that often,
alter the customers balance history.
It shows per customer, the total receivables, the settled amount, the delayed amount and the not yet expired one.
For the settled (paid) amount there calculated a) the average delay time (distance between invoices due date and
payments valeur date, b) the average repayment time (distance between invoices issue and payments valeur date
and c) the average collection time (distance between the invoices issue date and the payments issue date). For the
delayed amount, there calculated the average delay time (distance between the invoices due date and the overdue
comparison date given to the filters).
All indicators expressed in days and are weighted by values.

To the Paid section:


Average delay time: (Amount paid * Delay days)/ Sum of the customer paid receivables
Average repayment time: (Amount paid * Repayment days)/ Sum of the customer paid receivables
Average collection time: (Amount paid * Collection days)/ Sum of the customer paid receivables
To the Delayed section:
Average delay time: (Outstanding amount * Delay days)/ Sum of the customer delayed receivables
To the Unexpired section:
Average unexpired period: (Outstanding amount * Delay days)/Sum of customer receivables not expired yet
The Overdue comparison date criterion (used to the calculation of delay days) allows to run this report for
successive dates and to have a possible future funding picture if payments will NOT occur.

313/454

OPEN items monitoring

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

IN T ER ES T ON ARR EARS
This view presents the customers financial behavior as to the repayment period of the receivables & estimates the
interests value as to the payments delays.
For the description of the columns content, see the PAY-OUT RATIOS.
To the delayed section, there calculated the additional column Interests:
(Delayed amount *

Interest rate
100

The interest rate appears to the 2

nd

)*

Average time of delay


Days of the year

level for every invoice, based on the Delay interest rate profile, which declared

to each customer and customized through Tools/Customization/Liquidity menu. In this profile can defined the days
of year, as a calculation basis.

A U T O M A TE D I NV O I C IN G O F IN TE R E S T O N AR R E AR S
Through the automation found to the previous views toolbar menu, we can ask the automatic producing of invoices
(of services provision) to the selected customers, with the calculated interest amount:

To the appearing dialog, the issuance date must be defined, the document series, a Reasoning, as well as the amount
which is about to be invoiced (paid for the interest value due to delayed payments or delayed for the interest
value due to not paid overdue receivables).
By selecting Accept, the documents will be produced and displayed to the Sale documents views (for control, print etc).
To the companys general parameters, in Task flows category, two parameters must be defined, that concern this
process: the document type that will be used and an item-service for charge the interest amount. The document type
could be an actual invoice (SSI) or a temporary document (e.g. SOR) for checking only and decide later if invoices
must be issued.

CAUTION: This procedure does not control mistakes of possible REISSUING of the documents. SUGGEST beyond the use of this view
for information, when it is about to be used for invoicing, the criterion Receivables with due date or Receivables with issue date
to be properly entered, despite what the default value is this year". So for example, if quarterly billed interest, run this report at the
first 10 days of each quarter selecting last quarter in the date criterion.

314/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPEN items monitoring

C U S TO M E R S T A TE M E N T WI T H A N A L YS I S O F O P E N R E CE I V A B LE S
It is a combined view of customers balances with transactions analysis, and a drill down functionality to the open
claims, at the same time. It is usually taken at the end of months as a part of the credit management process &
receivables collection or during the communication with the customers for the exact investigation of the
transactions.
st

At the 1 level, the customers balances presented, in a Trial balance format.


At the 2

nd

level, the transactions of the selected date range presented with the ageing of the receivables, based on

the due date, as well as the received cheques (of future expiration).

315/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CREDIT Control

CREDIT CONTROL
The Credit Control procedures consider the creditworthiness of customers, the current 'total exposure' in relation to it,
and the timely settlement of their debts. Although these procedures implemented with different requirements,
organization, intensity and depth in the Enterprise, they are CRITICAL to ensure liquidity, avoiding unforeseen events
(bad debts), and the respect of outstanding balances to levels that are able to finance.

CREDIT LIMITS
Customers are categorized according to various criteria of creditworthiness and based on this categorization, we assign
to them a "credit limit", the amount that we allow to remain 'on credit'. In the course of our relationship with each
customer, these limits and the way we handle this relationship in general, probably is changing.
The system provides the functionality for simple or complicated credit control rules definition.

S I MP LE C R E D I T L I MI TS TO CU S TO M E R R E GI S T E R
In customer management screen, in Financial data page, we define the credit limits:

Accounting balance limit

It is the debit balance (debit-credit).

Commercial balance limit

It is the sum of the accounting balance and cheques/ notes have not been paid yet
(unexpired).

Balance limit plus own


notes

It is like the previous one but it takes into account only the self-issued cheques/notes
(by our customer and not by a third party issuer)

When one of these limits is exceeded, when documents have the credit control activated in the document type, the
application, when there is a
Credit policy (see below),
will react according to those
settings, but if there is NOT,
will react according to the value of the related parameter found in credit control category:

C R E D I T CO N TR O L PO L I C Y
The design of the credit policies depending on the category, the size and the reliability of each customer, allows to
massively altering the related behaviors in a later time, according to the companys policy. The Credit Policy
matching to a customer (to the homonymous field) will overcome any possible data, defined to the limits fields.
By creating a Credit policy, we define various credit limits, the method that these limits will be checked by the
system, as well as a number of settings related to the consistency and the quality of customer repayments:

316/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CREDIT Control

The Control method setting operates in the same way for all of the relevant controls:
Warning

This message appears and it


follows document save.

Prohibition

This message appears and it


the document saving process
stops.

Message with
excess option

This message appears the


process of excess (see next
unit) begins.

The additional controls (except of the credit limits of the customer register) are:
Maximum amount
per transaction

Protects from mistakes


Example: Any invoice not to exceed the 10.000,00 .

317/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Overdue time and


threshold amount

CREDIT Control

It can be defined in days or months or the customer credit days (field of his register) a
time limit. What does this mean? The customers older open receivable (as to its due
date) will be checked in order to not exceed this time limit at the moment that this control
occurs. We can enter also an amount of this delayed claim in order this check to ONLY be
in force if the open amount (even if it is delayed) is over this limit e.g. the customer not to
be locked when the open amount is up to 50.

Reliability control
method

To the customers register we decide (through probably an external information e.g. a


black list or other criterion) if he is OK as to his creditworthiness and we declare it
respectively to the field reliability control (YES, NO or BASED to a given DATE). This
information may be activated by the Credit control process or not and thus the control
method is determined here (simple warning, prohibition etc).

Notes expiration &


kind of overdue
check

The maximum time of delay defined, may consist, at the same time, the limit for the allowed
EXPIRATION of cheques and other notes. This check only activated, when the choice is any
but not at all. The maximum time of delay could refer to the older claim or could be an
absolute number for notes expiry (defined to the Overdue check based on field. For
example, suggesting that we have agreed to a 3 months payment (90 credit days)
1. If time of delay equals to 0 and the check defined to be based on older claim, then, if the
customers older invoice expired at 31/1 and today is 31/3, activating this control, the
system will allow to take a cheque from this customer, that expires no later than 30/4.
2. If time of delay equals to 90 and the check defined to be based on absolute time then, if
whenever the older claim expires, activating this control, the system will allow to take a
cheque from this customer, that expires no later than 90 days from today.

Risk limit & Orders


workflow step for
risk control

The customers risk is:


the commercial balance
PLUS the value of not yet invoiced Delivery Notes
PLUS the value of pending Sale Orders at particular workflow step (e.g. approved)
MINUS the value of forecasted rebates
The rebates can be calculated and registered to the system as forecasted credit
documents, through the commercial agreements functionality.

User defined
balances & limits

Through expressions, we can create different controls, give a name, and define the LIMIT
and the CONTROL METHOD of each control. To the dialog of expression creation, there is
possibility to use either ready or user defined numeric fields of the trade account and of
the documents.

Check source

Concerning the credit limits, we can select among three sources of limit that will be taken
into account:
1.

The credit limit defined to each customers register

2.

The credit limit defined to the relevant field of the current profile (credit policy)

3.

The credit limit to be calculated dynamically from the Turnover (gross, this is WITH the
VAT) of the last N months (which is defined here also)

This last option allows to monitor a dynamic rolling credit margin, as long the trade
account increases his purchases.

318/454

CREDIT Control

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Intercompany
control

As to the balance limits (Accounting and Commercial), we could activate the


intercompany control, which means that in a possible excess of the margin, it is the balance
of the trade account in ALL companies, that will be taken into account (e.g. customer
registers with the SAME code to all the companies of the system).

Control in person
level

For the same limits (Accounting and Commercial balance), we could activate a
CONSOLIDATED control for all registers of the same person, e.g. if a company is customer
and supplier at the same time, the respective registers balances are consolidated and the
limit is checked against this consolidated balance. If as customer owns X amount and as
supplier has a claim of Y amount, the consolidated balance will be the X-Y amount. If at the
same time, an intercompany control is also activated, then, will be examined ALL the
registers of the same person in any company.

Concerning the payment methods that may be used to customer transactions:


In behavior per payment method tab-page, it can be defined whether a payment method will be acceptable or
not to transactions of this customer (or group of customers where this policy assigned). For each payment
method we select if the credit policy controls will be applied or not. This is useful when, for instance, we want to
define a credit control
not to occur when the
payment is by cash.
The document behavior,
as to the payment methods NOT defined to this list, is determined to the Behaviour as to the other Payment
Methods field. If it is activated, means that all Credit Policy controls are properly functioning, whereas if it is
deactivated, means that the controls do NOT function and consequently the Credit policy will ONLY function
when the payment method is one among to the defined into this list.
The payment methods defined as not allowed to the credit policy, do NOT appear as a possible selection to the payment
methods list, during issuing documents of these trade accounts.
As far as to the documents are allowed to be used and the way that the credit policy controls function:
In the behavior per document tab-page, it can be defined per document attribute e.g. sales, orders, receipts etc. if
allowed to be used e.g. if the customer is not reliable, sales could be prohibited but receipts allowed.

For the documents permitted, we could differentiate the control method (warning, prohibition etc.) for each one
st

of the credit policys controls (compared to the control method defined in the 1 page). In this way, we can for
example define that the controls during Ordering will be of Warning type, whereas during Invoicing, will be of
Prohibition type.
The document behavior, as to the control type of Credit policy for transactions (document properties) NOT
defined to this list, is determined to the Behaviour as to the other document properties field. If it is activated,
means that all Credit Policy controls are properly functioning, whereas if it is deactivated, means that the
controls do NOT function and consequently the Credit policy will ONLY function when the document property is
one among to the defined into this list, so the use of all the others would be free.

319/454

CREDIT Control

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

As to the Cheques & Notes received from customer, it can be defined the maximum limit per issuer:
In Notes limits per issuer tab-page, for particular issuers, it may be defined (it occurs searching to PERSONS)
the open notes limit allowed. In this way, the Excess of open notes limit control may be now specified in issuer
level. There are three available options:

1.

Of the particular assignor: This means that the limit is in force for the documents customer (consequently to
notes assignor) and the issuer defined to this line. E.g. if the limit defined to this point is 1000 and our
customer has given us a cheque of this issuer of 600, trying to register a new cheque of the same issuer
and the same value by this customer, we will then have the limit excess.

2.

Total of the issuer: This implies that, independently who the open cheques assignor of the particular issuer
is, these are summarized and compared to the defined limit. Thus, if the limit defined to this point is 1000
and customer has given us a cheque of this issuer of 600, trying to register a cheque of the same issuer and
the same value by the same or any other customer, we have limit excess.

3.

Issuer intercompany total: This means that the calculation will also occur independently of the assignor of
this issuer notes, but also INDEPENDENTLY OF THE COMPANY. Thus, if the limit defined here is 1000 and a
customer has given us a cheque of this issuer of 600, trying to register a cheque of the same issuer and the
same value by any other customer of any other company, we have a limit excess.

Because this information is general and is probably desirable to be copied to other credit policies, we can do
this, through the icon

of the vertical toolbar. To the appearing dialog, select the credit policies to which we

want this information to be copied and run the process.

st

The limits per issuer control method defined to the notes limit field of the Credit Policy 1 page:

320/454

CREDIT Control

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

I M P L E M EN T A TIO N O F C RED IT PO L I C Y D U R IN G TR A NS IT IO NS
During transitions execution, the functionality of credit control depends on the setting check credit policy of the
transition rule:

No

Deactivates credit control

Yes

The credit control activated and in case of excess, if the control method is prohibition
or message with an excess option the transition STOPS (since the on-line overshoot
functionality requires User Interface, otherwise is equivalent to prohibition), whereas
if the control type is warning the transition PROCEEDS normally (since all the
warnings ignored by bulk processes).

Yes, strictly

The credit control activated just like in case of YES, but the control method Warning
becomes Prohibition only in the context of this particular transition. So, in case of excess,
the transition always STOPS.

Based on the produced The functionality is identical to the option YES, but the activation depends on the setting
Check credit limits of the document type to be produced (if there
the setting is inactive, neither the transition performs credit control).
Based on the produced, The functionality is identical to the option YES, strictly, but the activation depends on the
strictly

setting Check credit limits of the document type to be produced (if there the setting is
inactive, neither the transition performs credit control).

If, on this basis, a prohibition occurs, the transition will be cancelled with an error. In this case, may be declared a
"workflow step" which will go to the (original) document that failed to be transformed:
If an excess occurs, any control method (warning, prohibition, Message with excess option) of the Credit policy functions
as a prohibition and the transition is cancelled with an error. In this case, it can be defined a step in which the failed
document will be transformed:

When we disable credit control in a transition to a document that normally concerns credit control?
When produced by a (source) document that has ALREADY passed credit control check, e.g. from an Order.

321/454

CREDIT Control

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ON-LINE APPROVAL OF ORDERS


This operation is activated through any Credit Policy control defined to occur
through a Message with excess option. This means, that in case of a credit limit
excess, we want to be asked for an on-line approval from authorized user/s, in
order for the process to continue, otherwise, the control will be prohibitive.
In order this process to operate in the correct way, in the Credit
Policy general data, must declare an authorized users group,
which will be in position to undertake such an approval:
The result will be, during issuing an order or an invoice entry causing a credit
limit excess, to appear a message stating the limit excess and enabling to ask
for a approval (excess of the prohibition):
If continuing (yes), to the appearing dialog:
A username and a password (for the
approval) can be given (in case the
authorized user found to same area and
not in another terminal).
We can select Approval application and
to the appearing dialog select the user
from whom we ask the approval (in the
To field) and a comment, if necessary.
That user must belong to the authorized
user-group:
By selecting Request, the following dialog is
presented to the authorized user. The
authorized user has two options:
1.

Either approve the request by


writing a comment and thus a
relative message is presented to
the user asking for approval.

2.

Or to reject the request by


writing a comment and thus the following message will be
presented to
the user
asking for
approval:

322/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CREDIT Control

POSTERIOR APPROVAL OF ORDERS


The on-line remote approval process of the Credit Limits excess is not applicable in some cases. The credit control
supervisors may not be available, the request for approval messages sent but returned without a response and the
Orders cannot be stored for future examination since, if there is not a approval, the control equals to prohibition. Thus,
an alternative process recommended which massively examines the Orders afterwards, for a possible Credit Limits excess.

P R E CO ND I TIO NS
The preconditions in order this process to operate as far as the organizational part is concerned, are:
1.

All the invoices go through the Order stage.

2.

All the orders go through the Credit Control stage.

3.

All the orders to be invoiced must get a specific workflow step participating to the customers risk calculation.

WO RKFL OW EX A M PL E
Orders initial

Unexecuted orders which have not been processed:

status

Credit control

Execution of Credit Control transition:

Result

Some orders are approved from the Credit Policy and some other failed by obtaining a specific
step (HOLD) for recognition and further control.

Orders

Only the approved orders sent.

delivery

323/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CREDIT Control

Orders history

Customization guidelines for posterior orders approval

1) In documents concerning Deliveries and Invoices, you must exclude to the SERIES the functionality of being
created through typing. They must be only generated through transition (from Order).
2) All the orders during creating must obtain the INITIAL value to the Workflow step field. This can be simply
accomplished, through a field properties profile in the ORDER.
3) Credit policies control type must set as a warning, in order the Orders to be saved by just displaying a
message and to be later examined.
4) To transitions rules from Orders to Delivery Notes or to Invoices (e.g. SOR=>SLN, 112. SOR=>SNV, SOR=>SRC,
SOR=>POR, SOR=>PNT) you must define W/F step of sources = , in order none of the orders to be
proceeded unless, it is approved.
5) In the CREDIT CONTROL transition rule (which is only intended for approval) you must insure that W/F step of
sources = INITIAL and W/F step of target document = OK. The W/F failure step is HOLD. This
transition transforms the step to when passed through Credit Control, whereas transforms it to HOLD
when it has not passed (credit control Failure step).
6) In the SOR=>SRO transition rule, you may define W/F step of sources after transition = HOLD in order
not to be displayed in the unexecuted orders list.

Possibility of promoting Sale Orders having "HOLD" step


It can be designed an additional transition rule, in the same way as the CREDIT CONTROL having the credit limits control deactivated,
with the HOLD as the sources step and as the targets step, which should correspond to special users group. In this way, will
enable the approval even of orders that, according to Credit policy ought not be approved.

324/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

TRANSFERS and Inventory Corrections

TRANSFERS AND INVENTORY CORRECTIONS


This unit will examine the Warehouses management processes, the stock control, the quantitative transfer processes, the
Third Parties warehouses, as well as the information provided, for a complete review of the Warehouses contents.

PHYSICAL INVENTORY
R E GI S T E R O F S TO CK CO U N TI N G I N W AR E HO U S E S
Appropriate document type: ICN (Stock Counting Entry)
The particular document does not create transactions to any sub-ledger. It is useful in order to insert to the system
the counting of warehouses, occurred in a particular point in time. The stock found will be typed in the items trading
measurement unit. During typing, the SYSTEM registered stock of the current Warehouse, as well as the stock of all
Warehouses calculated and displayed, as well as the immediate formed stock difference to the items lines (shortages
or surpluses).

HEADER DATA
Series The series usually suggested, based on User privileges to the series. Based on this, it is suggested
the Warehouse, concerning the counting.
W/H We confirm the Warehouse.
Issue date We complete the date of counting. The system stock quantities, as well as the counting difference
will be calculated based on this date.
ITEMS LINE DATA
Item We select the item for which we will type (enter) the counted quantity.
Stock in W/H It is automatically displayed the items stock for the W/H of the line for the date entered to
document header. It is the stock occurring from the transactions existing into the system.
Total stock It is automatically displayed the items stock in all Warehouses for the same date
Counting We complete the counted quantity.
MU It is automatically displayed the trading measurement unit of the item (usually the main items
unit). It is prohibited to select another measurement unit.
Difference The quantity of difference (between Counting and WH stock) is automatically calculated.
Difference Type It is the type of the update that will occur, field accessible by the user. Since the counting is
greater from the WH Stock a shortage is suggested whereas if it smaller, a surplus suggested.
325/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

TRANSFERS and Inventory Corrections

U PD A TE T HE NO T CO U N T E D I T E MS
In order the process to include the counting differences of items not found but having a not-zero stock quantity into
the system, we use the add items not found button from the toolbar on the bottom screen part. To the appearing
dialog, the items with any stock different than zero (calculated by the registered transactions up to the date of
counting) that DO NOT EXIST in counting sheet, are presented.
This means that all counted quantities must be firstly entered and continuously all the not counted to be selected.
Since the differences are calculated and stored in the document, based on the stock of the WHOLE item code for the particular
WH, each item can be ONLY inserted ONCE per Warehouse. If there is a requirement for multiple counting of same items to
the same warehouse, a preparation should be preceded in another (intermediate) document or in Excel, in a way resulting a
total quantity per item and warehouse.

H O W TO E N TE R S TO CK CO U N T I N G F R O M E X TE R N A L S O U R C E S
1.

Import lines from Excel


You may undertake the counting in an excel sheet and to wish to enter the counting into a ICN document in
order the differences to be automatically calculated. The file must necessarily contain the COUNTING QUANTITY
and a column as an item INDENTIFICATION (item code, Barcode, multiple codes, supplier code). If the item
monitors DIMENSIONS there should be found the corresponding dimensions columns and when in the same file
are included counting from different WAREHOUSES, there must be the corresponding column as well.
For the correct data insertion, is provided that the excel columns that we will copy, will have the same order with
the document columns.

Then we copy the data from the Excel sheet to the clipboard (without the headers) and through the document,
we execute Import lines from Clipboard through the Actions menu.
2.

Insert lines from other external sources


If the counting occurs to another system e.g. PDA, it can be created a repetitive data transfer process to our systems
documents. The processes and the transfer tools vary depending on the access method to the other systems data.
If we have access to the external systems database (e.g. SQL Server, Access etc.) it may be used the Import Data
(Advanced mode) tool, for design this process.
If the data from the external system may be exported to ascii, excel files, it may be used still the Import Data
(Advanced mode) tool, for design the process from ascii, xls, xlsx, etc files.
If the external system has the functionality of data export to XML with specifications determined from Entersoft,
then, it can be used the process of Import from XML files.
In addition, through the Counting document, we can execute the Import lines from external source action where
we can execute EIM scenarios of lines import into the document through excel files or from an application view.
These scenarios can created through the Tools/Data Import-Export/Imports from file customization path.
326/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

TRANSFERS and Inventory Corrections

C O R R E C T I O N S AND D I F F E R E N C E S R E C A L CU LA T I O N
After counting typing, there may be found differences due to e.g. omission of some documents entry and as a result,
the counting differences will need to be recalculated based on the current stock.
After we complete the missing transactions, without changing the counted quantities, we can
execute the Stock quantities refresh button automation through the ICN documents
toolbar (to the bottom screen part). The result will be the differences recalculation based on
the new stock, after all corrections.
Example
IF we find differences due to e.g. omission of issuing some In-house transfers and we enter these (with an ITN document),
in order to eliminate the differences, then, for the same counting, we want all of the remaining data to be recalculated. E.g. A
counting of 100 to WH 1 with stock of 200 and counting of 120 to WH 2 with stock of 220, and thus a shortage of WH 1 =
100 & a surplus of WH 2=100. By inserting the ITN document between these Warehouses of quantity = 100 and by
executing Stock Refresh in ICN, the differences in our example, will become ZERO.

U PD A TE O F S HO R T A GE S - S U R P LU S E S
Since any counting differences between the systems and the actual (counted) stock occur, there must be
registered shortages or surpluses, in order the system to be updated and provide correct information from now on.
Appropriate document type: ISD (Differences due to Stock Counting)
Appropriate transition: 440. ICN=>ISD (Finalization of differences due to stock counting)
By executing the above transition (we use the Finalization of Differences button through
the ICN documents toolbar (to the bottom screen part). It will produce the ISD corrective
document which updates the inventory. The differences updated based on the Difference
TYPE column of each line.
Especially the surpluses will negatively update the exports.
This process must be executed before any next counting process to the same warehouse.

S PE C IA L C AS ES
Stock variations monitoring
For the items that monitored by variation (e.g. color-size), these variations/dimensions must be declared on a line
level (by transferring the relevant columns to the visible ones) and NOT with F12, this means that the counting must
occur to a separate line per combination of variations. In this case, for the selection of the not counted items, select
the appropriate view per variation.
Inventory per packing unit
For the items that monitored to one or more packaging units, there is the need to be counted per package and
then, a calculation to be accomplished for aggregate the quantities to one line in the trading unit of each item.
Then the differences could be calculated and posted correctly.
In particularly, in items lines of the Stock Counting document, by using the Ctrl-Alt-F12 combination, a dialog
comes up with the packing units to a matrix type grid, where, in lines, can only be selected items having packages
and the packages are presented as columns (as many as the different packaging units found). For each item, we can
enter the counted quantities to the appropriate package columns.

327/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

TRANSFERS and Inventory Corrections

All these quantities inserted to documents lines with a reverse line type and, selecting accept to this dialog, those lines
are packed to ONE line per item (with normal line type) by converting the package unit to the main unit and summing
the counted quantities (after conversion).

As for the lines, which generated through this process, we must know the following:
Through the deletion of a detailed reverse line, the total quantity of the relative summarized normal line,
changes.
The deletion of a summarized (normal) line causes the deletion of all the related detailed (reverse) lines.
The correction of a summarized line as to the counted quantity not allowed.
The W/H change of a summarized line provokes the same modification to the detailed lines.
Customization Information
1)

In document type, to the summing packing quantities field must be declared the field used in order the sum of packing
quantities to be stored (in ICN is the Amount 5 field).

2)

There is a specific line layout used to ICN document type, which differentiates the display of normal and reversed lines.

3) In the ICN=>ISD transition rule, a lines filter declared in order to exclude the reversed lines.

328/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

TRANSFERS and Inventory Corrections

IN-HOUSE TRANSFERS
O RD E R A TR A NSF E R F RO M A N O T H E R S I TE
It is used when a branch needs items found to another branch or warehouse. If the two sites monitored into the
system, this is the most convenient way for the products to be asked and transferred.
Appropriate document type: IWOR (Intra-warehouse transfer Order)

In the POSITION, we enter the Branch and the Warehouse FROM where we ask the transfer, whereas into the
DESTINATION, we enter the Branch and the Warehouse, which is in lack.
In lines, we give items and quantities and view the stock in the Warehouse FROM where we order. By altering the
POSITION, we may find a site, which has enough stock of the particular items.
If the items monitor dimensions, we may use the functionalities described in Sales and Purchases, in order to define
these dimensions.
This document updates the Orders to branches from the warehouse POSITION and the Expected from
branches for the warehouse DESTINATION:

There is a special document in order to undertake a reservation to the Warehouse where we order:
Appropriate document type: SRI (Stock reservation for Intra-warehouse transfer)
The difference from the simple Order here is that in the POSITION of the warehouse, there is a reflection to the
RESERVED by reducing the AVAILABLE BALANCE (and not to the Orders to branches).

329/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

TRANSFERS and Inventory Corrections

T R AN S F E R B ET WE E N W AR EH O U S ES
Appropriate document type: IWH (Intra-warehouse transfer)

The handling is the same as with the Order In-house transfer. If there is an Order for the particular transfer, the
document must be produced by a transition, in order to avoid having wrong pending Orders quantities:
Appropriate transition: 443. IWOR=>IWH (Intra-warehouse transfer from Order)
If the transfer concerns reserved stock to the source site for the destination one, then:
Appropriate document type: IWR (Intra-warehouse transfer of reserved stock)
Appropriate transition: 431. SRI=>IWR (Intra-warehouse transfer from Stock Reservation)
The transition result is the update of the Exports to the POSITION warehouse and the negative update of the Exports
to the DESTINATION warehouse.
Import (Debit) to the Inventory Record, cannot occur to the target warehouse, rather than just quantitative, since
Stock valuation process cannot (and must not) run separately for each Warehouse. The above suggested documents
will cause the update of definite transfer cost (to the generated transactions), by the Stock Valuation. Thus, just in
order for this cost to be available PER transaction, the use of particular documents recommended.
Despite these, two other documents provided for optional use:
ITN: In-house transfer
Updating only quantities (positively to the Imports and positively to the Exports)

IWI: Intra-warehouse transfers (Cost of Others Imports)


Updating quantities AND costs (positively and negatively to the Imports)

Especially the second one (IWI) updates costs that will NOT be altered or recalculated by the Stock Valuation process
but it is considered as definite ACQUISITION cost for both of the Warehouses. It is necessary to be used, when one
of the two Branches has INDEPENDENT RESULTS (books keeping).

330/454

TRANSFERS and Inventory Corrections

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

THIRD PARTIES WAREHOUSES


The stock items of the company which are found TO THIRD PARTIES e.g. to customers for demonstration, sampling,
testing or to an exhibition or to a supplier for repair, are monitored in special Warehouses (logical warehouses) and it is
REQUIRED to monitor them PER TRADE ACCOUNT. We need to create ONE warehouse PER Branch. Such a warehouse:
Participates to the Stock Valuation so, as to the cost handling, it does not differ from any other normal warehouse
The opening fiscal year transaction (Inventory) must be detailed per trade account
Receipts and Purchases occur normally using the document types used for any other Warehouse
In-house transfer TO such a Warehouse FROM another companys Warehouse, must ONLY occur through a specific
for this purpose document, that allows to declare the trade account too. At this document series the Third parties
warehouse must have been declared as the Default WH.
Appropriate document type: DTE (Goods delivery Note to Third Parties W/H)

In-house transfer FROM such a Warehouse TO another companys Warehouse, must ONLY occur through a specific
for this purpose document, that allows to declare also the trade account. At this document series the Third parties
warehouse must have been declared as the Default WH.
Appropriate document type: RTE (Goods receipt Note from Third Parties W/H)

No transaction must be entered to such a Warehouse without ensure that the relevant Trade account (THIRD PARTY)
is completed to the items lines.
The Warehouses with THIRD PARTIES items, monitoring merchandises which are NOT property of the company but
belong to Third parties e.g. Service Warehouses or Third parties merchandises for preservation etc:
Must have the Not to be valuated field activated (company sites data)
The opening fiscal year transaction (Inventory) must be detailed per trade account also
Purchases and Sales NEVER occur there
For Transitions FROM and TO these warehouses, can be used the same documents or documents of pure
quantitative update:
Appropriate documents types: DTW (Goods delivery Note to Third Parties W/H)
RTW (Goods receipt Note from Third Parties W/H)
No other transaction must be entered to such a Warehouse, without ensure that the relevant Trade account (THIRD
PARTY) is completed to the items lines.
331/454

TRANSFERS and Inventory Corrections

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

HOW DOES A SALE OCCUR TO A FINAL CUSTOMER FROM A WAREHOUSE TO THIRD PARTIES?
During Sale, the items are exported from the Third Parties Warehouse, but their transactions have as trade account
the FINAL CUSTOMER only. Unless there is some special handling, the materials are not released from the THIRD
PARTY to the premises they located.
In the Third Parties Warehouse, the goods have been delivered, either with a DTW or a DTE document (if we get the
Third party warehouses overview with costs).
When the sale occurs, there are 2 alternatives:
1.

To use a transition
Appropriate transitions: 147. DTE=>SNV (Invoice Goods delivery Note from Third parties W/H)
131. DTW=>SNV (Invoice Goods delivery Note from Third parties W/H)
The document series to be used for issuing those Invoices (declared to the transition dialog) must belong to the
Branch, where the Third parties W/H belongs too.
The result will be that the Third Party is placed as the customer to the produced Invoice and as the A
Assignor
at the same time. Then, we must proceed to Invoice MODIFICATION and define the final customer to whom the
sale was addressed, to the Customer or Trade account field of the header.

2.

To insert through typing the Invoice-Goods delivery Note by defining the customer and the items in detail and
by selecting as location of delivery (document header W/H field) the Third Parties W/H from which the goods
delivered. In this case, the application is automatically places to Assignor the document customer. We must
now CHANGE the value of this field by placing the Third Party to the Assignor field.

The result in both cases will be the generation of 2 additional items transactions for the Assignor. In the Inventory Book
those transactions cancel each other in the same WH (similar to the in-house transfer), whereas in the Third party
warehouses overview update the Third Party trade account with the correct quantities.

332/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

TRANSFERS and Inventory Corrections

STOCK REPLENISHMENT BASED ON SHORTAGES


Based on the Review of stock reordering needs report (Entities/Inventory/Stock control):

The Report presents the stock shortages in summary for all the Warehouses PER Items Basic Supplier.
From the Sales date range criterion (it is suggested last year by default) the Sales column is updated within
this range. This quantity may consist a criterion for the replacement quantity.
The % Stock column displays the % of Sales (see previous column) for which the current stock is enough at the
moment. By completing the %Stock criterion, could isolate the items having smaller % coverage of a specific
threshold e.g. which items have %stock < 50% of the last year sales
There is an additional layout available (through toolbar menu), where INSTEAD of the Sales column, there
presented the sales quantities of the last 3 years.

To a second level of this view, can check the Sale & Purchase Orders as well as the Orders from/to other sites of the
company:

In the To Order column, the user may type the desired order quantity (by changing the system proposal based on
the safety limits). Based on this, AN AUTOMATIC ORDER to suppliers is generated for the selected lines:

333/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

TRANSFERS and Inventory Corrections

By selecting this functionality, after the date and the document series confirmation
to the appearing dialog, there will be produced documents (as many as the
suppliers are) containing the desired quantity, defined to the to order column.
The document type used to this process, is defined to the Task flows category of
general parameters:

If you do not want to influence any of the Inventory quantities (expected from suppliers) and just to store this
information as a proposal, could change the default value of this parameter to e.g. (POF Offer).

334/454

PRODUCTION & Assembly

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & ASSEMBLY


BILL OF MATERIAL
The Bill of material regarded as the mechanism, which describes how a final or a semi-finished product created. It
defines the components/ingredients that must be consumed, expenditure incurred and any potential co-products or byproducts arising from the production process.

B AS I C S TR U C TU R E

Generally
Date range

Selection of BOM kind Bill of Material


Duration of BOM; It can also be used for system checks that would be implemented with
additional development.

Customer

In the case of Make-to-Order production process, we define the customer for which the BOM
is for, especially if the process includes certain specificities for him.

What is produced

As for the selection of the produced item, the items that are available for selection are those
characterized as produced

. Produced quantity by this

specification as well as the measurement unit must also be defined.


Basic bill of
material

Each item may have many alternative bills of material. By activating this field, this BOM will
update the items basic BOM field and from now on, it will be suggested as default during
the Production documents issuing.

Consumptions

All main and auxiliary raw materials consumed during the production process of the item
must be declared.
Hierarchy: If the item inserted is a produced item, then the BOM used for its production
can be declared in the Next Level BOM column. With this approach, it is possible to
create a hierarchy in BOM that use semi-finished products (regardless if there is stock
monitoring for them or not). In these cases, special attention has to paid in defining the
successive levels in such a way that there is no cyclical reference. For this reason, there
has to be a correct definition of level in each BOM with a numbering from the
beginning to the end of the Production process. That is to say, for example level: 0 is
suggested for the final product, level: 1 for the BOM of the produced items, etc. The
semi-finished product management will be analyzed in the following relevant sections.

335/454

PRODUCTION & Assembly

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Wastage: The following columns serve the needs for monitoring the wastage: Final
Quantity, Consumption Quantity, Wastage Quantity (both in basic and alternative MU), %
Wastage and Minimum % Estimated Wastage. We can declare the wastage either using
quantities or percentages. The consumption quantity calculated as the sum of the
materials final quantity (into the produced) and the wastage quantity.
These fields (apart from the consumption quantity that will be used to the inventory
transactions due to production) are non-functional, but can be used in reports that depict
the production process.
The final quantity of each material into the product might be useful to confirm the
produced quantity by the BOM (when the measurement unit is common) as in cases of
chemical processes.

Cost Price: The default value of this column is the Standard Cost. This price is
multiplied with the material consumption quantity (giving the estimated cost of each row)
and then aggregated to the headers field estimated cost.
This calculation takes into account not only the estimated cost of materials of this level
but if there are next level BOMs for some materials, the cost arising from next level BOM
execution, is also taken into account. As for the recalculation process, concerning the
estimated cost value, there will be a broader reference later.
Default cost: We can select if, during issuing production results in documents, the default
cost price would be obtained by the BOM or from the document types definition.

In the Warehouse column, the user can define the Warehouse from which the material is
being consumed.
Phase is functioning in combination with the Phase Routing field, which is defining
the total of all the Phases from which the Production process passes through. The Phase is
automatically transferred to the consumptions lines of Production documents, and is also
used in the Cost Determination Process. As for the Phase management in particular, there
will be a broader reference later.

336/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Co-products &
By-products

PRODUCTION & Assembly

In this section, there declared items which also produced apart from the main product. Their
distinction in co-product and scrap made in Line Type column and it concerns mainly the
Cost Determination Process.

When it comes specifically to the scrap, a standard


cost price MUST be declared, and as for the
Valuation method, it MUST be Standard cost
price. During the Cost Determination Process, the
(fixed) cost value of these products reduces the total
consumption cost to be allocated to main products and co-products.
Expenses

Potential costs (services & expenses) that regard the execution of the particular BOM along
with their forecasted costs and the Phase that concern, can be also inserted in this section.
This declaration made only for informative reasons and for printing to BOMs book.

The actual costs that the Cost determination process will take into account, defined through
documents.
Where can I print BOMs?

By selecting from the main menu Entities/Inventory/Production Books/Bill of Material Book, the user can have an
overview of the BOMs registered (with development of possible BOM levels), based on various criteria.

Try print preview functionality to take a printable layout of this view.

337/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

F O R E C AS T E D CO S T C AL CU LA T I O N
Many times during the production process the forecasted BOM cost calculation is regarded necessary, in order to be
updated according to the new cost prices. The recalculation process is accessible through ToolsMaintenance/Maintenance Tasks/Recalculation/Recalculate Cost of BOM.
On the appearing dialog, may selected the cost price based on
which the recalculation will be accomplished:
The official cost price is the one calculated by the last
execution of Stock Valuation process.
The standard cost price is the one declared to the materials register.

M AS S IV E R E P LA C E ME N T O F C O NT E N T S
The procedure addresses needs of global replacement of a particular material or ingredient with an equivalent one,
for various reasons e.g. due to a code substitution by a supplier without significant difference or due to a stock lack
to items that cannot be replenished any more. To initiate the process, select Periodic Processes/Stock updating
processes.

The BOMs that will participate to this process may be selected by validity date and can be only the active ones
and/or only the products main ones.
To the Item to be replaced area, the user selects the Item to be replaced and the corresponding measurement unit.
This means that the replacement process will take into account only Items using this particular measurement unit
into the BOM line.
To the New Item area, the user selects the Item that will replace the initial item (to be replaced) used in the
selected BOMs. Moreover, we define:
The measurement unit that will be used during the replacement process
The unit ratio between the new item, and the item to be replaced. If for example the user declares a value of
5, this automatically equals to the fact that for every single unit of the item to be replaced, 5 units of the
new item are inserted.
The forecasted cost price of the new item: if no price entered, the standard cost price of the new item is
automatically selected.
In the end of this procedure, the old item will have been replaced by the new one, and the forecasted cost value of
each BOM will have been recalculated.

338/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

ASSEMBLAGE
A S S E MB L Y N O TE
Appropriate document type: ASN (Assembly Note)

Document Type &


Series
W.H.
Items

They are required fields for document identification. Usually, they automatically take values,
depending on the user and his access to the series.
This is the Warehouse where the Items are produced.
The Items to be assembled, are selected.
In the column BOM there is an automatic proposal of the Items main BOM. If there is no
BOM declared, or if the item assembly uses another BOM, the user must select one of the
alternative BOMs of the item.
The Temporary cost of product is calculated by the current cost value of the materials used.
During the stock valuation, this cost will be recalculated, based on the official valuation price.

Contents

Based on the BOM, there generated the items that will be consumed for the assembly.
Replacement of a material: If a certain material is out if stock, but there is availability of an
alternative/equivalent, by pressing Ctrl-F9, the user can do the replacement.
Addition of material: If there was an additional material, an extra line can be inserted and
by pressing Shift-F6, it can be LINKED to the composed item, so that its cost value is
updated and, the definitive cost value will also be correctly calculated, by the Stock
Valuation process.

As for the management


of the BOM levels, as well as,
for the dimension management
(color-size), find information in
chapter Special Issues.

339/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

How do we see the results of issuing Assembly notes?

View
1. Assembly
Documents
2. Control assembly
materials

3. Inventory Stock
Books (detailed

Content
List of all assemblies for check, modifications and management can be found from the main
menu Transactions/Warehouse/Assembly
The quantity of the assembled item as well as the quantity and cost of the materials
consumed for its assembly are depicted in the following way:

In the column Production and Consumptions of the Inventory Records, there presented
the quantities and the costs of the compositions and consumptions.

format)

340/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

D IF F E R EN C E B E TW EE N AS S EM B L Y & PR O D U C TIO N
Actually, during the assembly process there is only consumption of materials (Raw material, asset parts, packing
material, merchandise etc.).

If throughout the product formation process, apart from the material consumption, there are additional expenses,
and produced by-products or if there is need to monitor different production phases, in this case the approach must
be via the Production Process and not the Assembly Process. The distinction between the two processes concerns
mainly the final cost of the product. When the product cost does not include other expenses apart from its
ingredients costs then its management must be allocated via the Assembly Process. In the opposite scenario, when
there is more added value to be included in the cost determination procedure, the cost must be managed and
monitored solely from the Production Process system.

A S S E MB L Y B A S ED O N S A LES
If the composition takes place instantly because of a sale, it means that usually there is not stock available and thus
the products composed in tandem with the buying demand. In this case:
The Item Control Profile of the assembled items must permit negative stock.
At the end of each working day, an ASN Assembly Note must be inserted; in this document, all items
together with the quantities needed to be assembled can be selected from the view S
Sold Items to assemble
which is accessible by pressing shift+F3, while in the lines of the document:

341/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

D I SA S S EM B LI N G
Disassembling process is the process of destructing an item, in order to insert its components back to the
warehouse.
Appropriate document type: DAN (Disassembly Note)
Example: Disassembling a PC central unit:

Disassembling Implementation Guidelines

1.

Items that are bought or imported and are about to be disassembled, such as a PC central unit for instance, must
be characterized as Produced and a respective BOM must be declared for them, along with their components.

2.

The purchasing (acquisition) cost of an item to be disassembled (consumed), is distributed to its components by
the application system; subsequently, these are the (primary) costs, according to which the components are
inserted in the Warehouse.

3.

The disassembling MUST NOT BE USED to cancel of assembling items and thus, returning the respective
components back to the Warehouse. For this case, the system provides a specific document for this purpose:
Appropriate document type: ANC (Cancel assembly Note)

The assembly cancellation process cannot be used, if the stock costing period in which the respective
assembling process (ASD) took place, has ended (exactly like the case of an invoice cancellation).

If that happens and need to cancel an assembly of prior stock costing period, then, must use the
disassembling (DAN).
All the above are necessary, in order the Stock Valuation process to run seamlessly and to result in correct
calculation of grant costs..

342/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

PRODUCTION ORDER
A typical production process usually begins with a Production order.
Appropriate document type: PNT (Production Order)

Document
Type & Series
Customer

They are required fields for document identification. Usually, they automatically take values,
depending on the user and his access to the series.
Can enter the customer involved. In case the initiation point is a customers Order and the production
order derives from the transition mechanism, then the respective customer automatically updated.

W.H.
Items

This is the Warehouse where the Items are produced.


The Items to be produced are selected, along with the production quantity.
In the column BOM there is an automatic proposal of the Items main BOM. If there is no BOM
declared, or if for the particular production order must be used another BOM, the user must
select one of the alternative BOMs of the item.

The BOM is implemented (generates the consumption lines) at the time of the document insertion. Nevertheless,
there are cases where for already registered orders, the related BOMs have changed due to e.g. replacement of a
raw material or adjust consumption quantities based on actual production data. In these cases and only if the
production orders have not been actually proceed, the system can enable, if selected, the reapplication of BOMs
based on their current image (quantity & costs). The particular process is available from the Actions of the
Production Orders view.

The Temporary cost of product is calculated by the current cost value of the materials and expenses
used. During the Production costing process, this cost will be recalculated.

Contents

In this section, created automatically the materials with their quantities, based on the BOM defined to
each product, to the Item section. Their default cost value is either the estimated cost of BOM or
the one selected to the document type (based on a setting into the BOM).

343/454

PRODUCTION & Assembly

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Replacement of material: If a certain material is out of stock, but there is an alternative or


equivalent, by pressing Ctrl-F9 the user can apply this replacement.
Additional material: If there must be used any other material, a line can be inserted and through
Shift-F6 to be linked to the main product (in order to be correctly calculated the production cost).
Semi-finished product management (of hierarchical BOMS): The system provides two distinct
approaches of monitoring the semi-finished products: as a product in Stock or as an intermediary
stage for monitoring the process. For this issue, find details in the chapter Special Issues.
Management of Co-products & Sub-products: During the production, there may be co-products
or sub-products (scrap) involved. Provided that defined into the BOM, their production is held
automatically. However, it may be unknown beforehand, thus they could not be defined in the BOM.
In this case, the definition can be done at the time of the registration; To the Items (products) subpage, the user selects and inserts the appropriate Item and then, by pressing Shift+F6 must define
the linkage to the main Item (the production of which gives this by-product) as well as the
appropriate relation type (connection) with the product.

As for the dimension management (color-size), find information in chapter Special Issues.

Generic
Items

In this section the user can declare an other costs that relate to the production process. This
declaration results in the pre-cost determination process of the production order.

How do we see the results of issuing Production Orders?

View

Content

1. Current Stock Availability

The Production Orders update the column Expected from Production

2. Customers pending Orders

If the Order regards a specific customer, it can be visible via the pending orders, in
the customer register screen.

344/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

B AS E D O N CU S TO ME R O R D E R ( M AK E TO O R D E R )
This process concerns the case where production is actualized for a customers account (make to order), initiating
from a Sale Order and forwarding it to the Production department.
The customers order is registered via the Sales system, with all goods and products that the customer demands.
Next, the following transition execution must take place, so that the Production Order is registered:
Appropriate transition: 439. SOR=>PNT (Production Order from Sale Order)
The field Customer of the Production Order is automatically updated by the Customer of the source Sale Order

The Production Order entails only the produced items from the total items requested by the Customer Order.

D E S T I N E D F O R S TO CK P I LI NG ( M AK E TO S TO CK )
The purpose of a Make to Stock production process is the replacement of stock based on the demand expressed
from the sales orders or the forecasted demand, that is estimated according to the Sales that have taken place in the
past. Finally, the system, by taking into account the safety limits defined to each product, results into the requested
quantity to be produced, so that the stock can be appropriatelly substituted.
The form that suits most for this purpose is the Review of stock reordering needs. While registering the Production
Order (PNT), by pressing Shift+F3 on the item lines, the user can open the above view and insert products massly,
as well as the respective quantities that must be ordered from the production department.

The suggested To Order quantity of the report is editable by the user, before the acceptance-transfer of the lines to the
Production Order.

345/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

MATERIAL ADEQUACY CONTROL


The control of materials needed for manufacturing a specific product is implemented either during the registration
of a Production Order or latterly based on the non-executed orders, that registered into the system.

D U R I N G T HE R E G I S TR A TI O N PR O CE S S
Implementing the stock control of raw materials, during creation of a Production Order, can be achieved by using
the appropriate Item Control Profile. To the relevant profile line (which concerns Production orders), must select
Reverse lines to the Run at lines field.

The actual purpose of this process is the provision of relevant information at the time of the Production Order
registration.

B AS E D O N NO N- E X E CU T E D P R O D U C TI O N OR D E R S
For control the shortages, use the view Check Material Adequacy through Entities/Inventory/Production Books:

Based on the pending Production Orders, this report estimates the availability of raw materials compared to the
required quantity, for all consumptions that have to be done. This assists to:
Forward all Product Orders for which THERE IS satisfactory adequacy.
Organize the necessary purchase Orders of INSUFFICIENT materials.

346/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

ORDERING & RECEIVING RAW MATERIALS


Processes of materials Supply Orders as well as their delivery processes executed by the Purchases. Find more
information in the relevant chapter.
Appropriate document type: POR (Purchase Order)
By receiving the materials that were out of stock and by using afresh the report Check material adequacy for Production
Orders, all inadequacies would be solved.
In case the materials must be transferred in another area (i.e. subcontractors place or worksites) the processes that
ought to be used are In-house Transfers.
The Production Orders can be forwarded and the monitoring of this can be viewed with the use of Workflow step (i.e.
initial, awaiting material, developing process etc.).

PRODUCTION CONSUMPTIONS UPDATE


In the next section there presented several alternative approaches, for defining consumptions and production
processes that have taken place into the system.

S I MU L T A NE O U S D E C L AR A TI O N O F P R O D U C TI O N & CO N S U MP T I O N S
This procedure updates the Warehouse simultaneously with the IMPORT of products and the DISPENSE of materials:
Appropriate document type: NPC (Production - Consumptions Note)
Appropriate transition: 435. PNT=>NPC (Production - Consumptions Note from Order)

Alternatively, if the production order concerns a particular customer:


Appropriate document type: PCC (Production - Consumptions Note for customer)
Appropriate transition: 441. PNT=>PCC (Production - Consumptions Note from Order)
This procedure recommended when the technical specifications (BOMs) are fixed stable and wish a direct update of
raw materials.
The management and the possibilities provided by the system are the same as the ones of the Production Order.
Customization Information
In the default transitions parameterization, the consumptions transferred identically (there not generated through BOMs, but just
copied from the Order). In the opposite
case, i.e. when we need to produce
consumptions according to the current
BOMs, and not to copy them from Orders:
1)

There must be activated the Expansion


of BOMs into target document setting
in the respective transition rule.

2)

There must be activated the Line filters ONLY for regular lines (inventory items) so as to exclude the sources consumptions
(reversed lines).

347/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

P R O D U C T I O N & PO S TE R I O R D E C L AR A TI O N O F CO NS U M P T I O N S
As for the declaration of products insertion to Inventory, when the production completed, a specific document will
be used, that updates only acquisitions (and the respective forecasted cost) from the Production Process.
Appropriate document type: PNC (Production Note)
Appropriate transition: 445. PNT=>PNC (Production Note from Order)
If the user wishes to add any co-products or sub-products (that were not included in the BOM), the related item can
st

be inserted in the 1 page and by pressing Shift+F6 it can be linked with the main product while also determining
the appropriate type of relation. See details to the above chapter about Production orders.
In the page Contents, we can see the forecasted consumptions, just for informative reasons, since they DO NOT
update the Inventory.
This method is recommended in cases where the technical specifications do not exist or where consumption is not
constant and declared independent and (usually) aggregated.
As for the declaration of the consumptions, based for example on an actual consumptions sheet implemented during
the production process, the following document is used:
Appropriate document type: CON (Consumptions Note)
Instead of manual input of this document, if we wish the consumptions declared in the Production Note as
forecasted (either they were brought forward via the production Order or through an intervention and correction of
the Production Note) ought to update the Inventory, the following transition can be used:
Appropriate transition: 447. PNC=>CON (Consumption Note from Production Note)
This Note updates the consumptions quantity and the respective estimated cost in the Inventory Book.
Usually the Consumption Note is summary (if same materials used for the production of various products). The
method of their allocation to the products cost, during the Production Costing can be customized (i.e. either based
on the material synthesis in the BOMs or based on the weight of the produced items etc.) through the
parameterization of the production cost determination process..

348/454

PRODUCTION & Assembly

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

C O NS U M PT I O NS B Y S TO CK C O U NT I N G O F P R O D U CT I O N S I T E
Often, according to the needs of the company, a physical inventory (counting) of all Warehouses actualized. Issues
regarding the Stock Counting Process presented more analytically to a previous chapter, about Inventories. In this
section, the focal point is the way of handling potential stock counting differences in case of raw materials used by
the production process.
During the inventory process, the following imbalances appear on the Physical Inventory Note (PIN):
st

1 method UPDATE OF CONSUMPTIONS DIFFERENCES BY DISTINCT TRANSACTIONS


Appropriate document type: ICN (Stock counting entry)
Appropriate transition: 440. ICN=>ISD (Finalization of period physical inventory differences)
If the type of difference selected at the lines of this counting document is consumption, then the Inventory will be
updated through the new transactions created by ISD exactly as it would be by using a Consumption Note (CON).
2

nd

method UPDATE OF CONSUMPTIONS DIFFERENCES BY MODIFYING THE DECLARED CONSUMPTIONS

The procedure Allocate counting differences to consumptions (Periodic processes/Stock updating processes) results in
the distribution of differences in already registered (by NPC, CON notes) consumptions, without the need for create
new. In the appearing dialog, certain criteria regarding the calculation must defined:

The date for the counting register to be taken into account


The Stock counting document type that was used (ICN,ISC)
The differences types that will be included in the process (consumptions, shortages, surpluses): This refers to the
column difference type declared specifically in the ICN (where the shortages could be declared as shortages or as
consumptions). The surpluses must be selected either ways (as to the ICN). In terms of ISC, this criterion ignored.
A date range for the consumptions intended for modification
st

The user selects the Calculation button and, in the 1 level of the Results section are presented all differences
found, while in the 2

nd

level presented the particular consumptions in which the difference will be distributed.

349/454

PRODUCTION & Assembly

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT


st

By selecting certain lines in the 1 level, the user may press

to delete (exempt) them from the process, or press

to exempt all the rest (non-selected) lines.


The process is completed by pressing the "Update" button. The consumptions quantities already registered will be
increased if there is a shortage (negative differences to be distributed) whereas they will be reduced if there is a
surplus (positive differences) which is equal to negative consumption.
After the end of this procedure, there must be a stock quantities refresh in the Stock counting Notes BEFORE the counted
Warehouse is open and active, so that the consumptions differences eliminated, avoiding this way the danger of creating (by
nd

ISD transition) deficits-surpluses for the 2nd time.

V E R I F I C A TI O N O F CO NS U MP T I O N S R E GI S T E R E D
The process (Period processes/Stock updating processes) checks if, in a selected date range, there are any
consumptions for items that do not belong to a Production Element Cost Type. This means that
either incorrect items used
or incorrect cost element types used
or the customization of Production costing is incomplete
If a Production costing Process during this date range is executed, then it WILL NOT take into account the
consumptions of the pre-mentioned items.

PRODUCTION EXPENSES
The expenses registered into the system through the respective documents, as described to the relevant chapter. The
allocation of expenses that concern the production processes may occur:
Either using dimensions and methods of distributing expenses to the relevant cost centers (analytical document
lines), as it is mentioned in the expenses section
Or by the use of distribution processes into Cost Accounting through specific accounts for each cost center

Expenses

Items-Expenses

Cost center Accounts

Depending on the method of the distribution that has taken place, appropriate rules are used; firstly to allocate certain
expenses to the appropriate productions and secondly to determine the final Production cost into an item and items
transaction level. This procedure described in detail to a next chapter about Production Costing Configuration.

350/454

PRODUCTION & Assembly

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OUTSOURCING PRODUCTION
When the production process includes stages developed by third-party units/subcontractors or is fully implemented
by third-party units/subcontractors (outsourcing) the workflow entails some particularities based on the existing need for
information as far as the Subcontractors sites, and thus the whole process has to be parameterized and organized
appropriately.

SU B CO N TR A C TO R RE G IS TE RS
The monitoring of subcontractors is provided by the Creditors system, which suggests that for each subcontractor
the company contracts an agreement with, a new Creditor must be registered. As for the financial relationship
between the company and the subcontractor, it will be monitored by the Expenses & Payments system.

S U B CO N TR A C TO R W AR E HO U S ES
In order to monitor materials transferred to subcontractors for product processing, a Warehouse must be registered.
In this warehouse, the characterization ThirdParty W/H is enabled so as to supervise the
particular inventory in the specific Warehouse
(ONE for all subcontractors) per individual
subcontractor.
Furthermore, all material transfers must be issued
using special documents that will ALSO require to
enter the trade account information, so that the
Third-Party Warehouses Overview can correctly
updated.

WO R K F LO W
PRODUCTION ORDER

BEGINNING OF
PRODUCTIVE RPOCESS
BY DELIVERY OF THE
RAW MATERIALS TO
THE SUBCONTRACTOR

PNT(PRODUCTION
ORDER)

DTE (DELIVERY NOTE TO


THIRD PARTIES W/H)

RECEIPT OF
PRODUCTS BY THE
SUBCONTRACTOR

INVOICE BY
SUBCONTRACTOR

PNC PRODUCTION
NOTE

XPI (INVOICE)

CON CONSUMPTION
NOTE

In the Delivery Note SERIES regarding Third-Party Warehouses (SLN) the user must declare as suggested
Warehouse the Third-Party W/H that was created for this purpose. The numeration of SLN can be common
with the one used for all the other Delivery Notes.
In the material Delivery Note destined to the subcontractor the user must also declare the Warehouse from
which materials are transferred into the field Position and the Subcontractor in the field Destination.
As far as the Production Note, can maintain the same numeration with the one used for Quantitative Receipt
Note. The number of the initial contractor Delivery Note will be entered to the Alternative Document field.
Regarding the CON (Consummation Note), the Third-Party Warehouse must be declared as Warehouse selection
and to the field Trade Account of the lines the user must insert the Subcontractor in order for him to reversecharged of the materials he received.
351/454

PRODUCTION & Assembly

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION THROUGH DISSOLUTION


Dissolution is the procedure used to split a specific item while inserting some or all of its ingredients into the
stock. Such examples are met in the meat processing sector, the pharmaceutical industry etc.
Appropriate document type: PND (Production Note through dissolution)
The process concerns purchased of imported items the acquisition cost of which, is distributed into the produced
ingredients (via its consumption during the dissolution process). The figures below depict the reverse procedure
(regarding the production costing) compared to the regular Production procedure:

The system does not support dissolution of Items been formed by the Production process within the same stock
costing period, in order their ingredients to be returned back to Warehouse.
If there is such a case, must be used the following documents, designed for this purpose:
Appropriate document types: CNP (Cancel Production Note)
If the Production occurred by NPC, PCC which ALSO update the materials

NCP (Cancel Production Note)


If the Production occurred by PNC which updates only the produced items

The above cancellation cannot be used in stock costing periods subsequent to the Production process (as happens
with a cancelling Invoice).

If there is need to cancel a Production process that took place in a previous stock costing period, must use the (PND)
dissolution process.
Dissolution customization
Items that are purchased or imported and are about to participate to a Dissolution task, resulting into their ingredients, must be
characterized as Produced and a Basic BOM has to be declared including the items contents. A BOM DOES NOT have direction.
The field BOM Management located in the document type (available values presented are Production or Dissolution) provides the
option to declare if the operation will follow the approach of concentrating ingredients cost to the produced item or allocating
dissolved items cost to their ingredients.

352/454

PRODUCTION & Assembly

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION IN PROGRESS
The need for monitoring productions in progress is met in production processes where product manufacturing
remains incomplete while result depiction time limits (costing process) are exceeded as well as not being able to apply
semi-finished item approaches for the intermediary production stages. Such examples are wine-making process, dairy
product manufacturing, publishing procedures, etc.

H O W TO D E CL A R E T HE PR O D U C TI O N- I N- PR O C E S S
In order to initiate a Production in Progress the following document is provided:
Appropriate document type: NPP (Production in Progress Note)
In this document the user inserts the codes of the final products that are to be manufactured. If the code of the
product to be manufactured (not yet formatted product) is not known, then the product must be regarded as semifinished intended for the Production of one or more final products.

W HE N WI L L T H E P R O D U CT I O N- I N- P R O GR E S S B E D E C L AR E D
A Production costing process will be executed (actually, this happens every month) by declaring the Production in
progress, in the end of each period.
The reason behind this, is that the Production costing process will automatically cancel the previous Production in
progress. Thus, the REMAINING quantity in progress must be declared every time.

P R O D U C T I O N- I N - P R O GR E S S I NV E N TO R Y A T F I S C A L YE A R E ND
The production-in-progress balance that has been declared during the end of the fiscal year, will be automatically
st

transferred to the next year, via the fiscal year closure process. Throughout the 1 Stock Valuation process of the
new Fiscal Year, this inventory will be automatically cancelled as it happens for every previous period in the
beginning of the next one (in this case, the previous period is the opening period).
In order for the Fiscal Year closure to function properly, the balance-in-progress that is to be declared at the end of
the Fiscal Year must be LESS than the total balance of the product in the same Warehouse. That is to say, there
MUST NOT be any Transfer (of the quantity-in-progress) into another Warehouse after declared the Production-inprogress at the Fiscal Year End; such a transfer can take place only in the new Fiscal year. This limitation allows the
Production Quantity in Progress to be inventoried separately from the rest of the quantity of the item (final
product) with neither of them resulting in a negative value.
How could negative balance and problems to the fiscal year closure occur?
Supposing that Warehouse 01 facilitates 100 kg of product X (based on the transactions) and a declaration is made as well that
200kg of X are in-progress (by NPP on the 31/12). If any transfer takes place >100kg i.e. In-house transfer of 150kg of X
from W/H 01 to W/H 02, then:
The fiscal year closing process will transfer to the next year this items stock into 2 separate parts: final and production-inprogress. Thus, the system will attempt to transfer:
In W/H 02 150kg final product (IOP)
In W/H 01 200kg product-in-progress (OPP) and 100-200kg (negative) final product (IOP)!!!
How to see the results of the Production-in-progress registration?

The control of the Production-in-Progress data is made possible by checking on the detailed format of the Inventory costing
balance, Monthly
statement of Stock
Book and the
Inventory
transactions Book.

353/454

PRODUCTION & Assembly

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

SPECIAL PRODUCTION ISSUES


CO LO R & SI Z E BA SED PRO D U C TIO N
The special functionality examined below, regarding the management of color-size, allows:
The economic rationalization of BOMs
The consumptions automation of the suitable ingredient color and/or size, depending on the variations of
the produced item
The means to define appropriate consumption quantities, conditional on the variations of the produced item
From customization menu (Inventory Items/Variations) can define the Stock variation set map.
In the appearing window,
there must declared the
source and target variation
sets (e.g. color pallet, size
pallet) in order to correspond
their values. The From Stock
Variation Set used for the
produced item and the To
Stock Variation Set used for
the consumables.
If selected color pallets for
example, must fill the from
st

color to the 1 column of the


appearing matrix and the respective To color to the 2

nd

column. In the example above, the colors From regarding

primary material (fabric) correspond to specific To colors of buttons (placed to shirts).

he stock variation sets From and To may concern different variations.


Apart from the correspondence of the VARIATION VALUES, the user can define also the requested consumption
QUANTITY (defining up to 3 quantities to produce the final quantity). This demands the monitoring of quantity
variables >= 1 to the material measurement units.
Example
1) For the production of one medium-sized top 4 button items are needed (quantity 2=4), whereas for the
production of the same
top but XL-sized there are
6 button items needed
(quantity 2=6)
2) For the production of a
2.5 meter-sized door
there is a need for 3
hinges of 5cm (quantity
2=3 & quantity 3=5),
while for a 3 meter-sized door 4 hinges of 7cm are needed (quantity 2=3 & quantity 3=5)
After defining the stock variation set mappings, we must declare them into the consumption lines of Bill of
materials, depending on the monitored variations of products and of materials.

354/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

he matching color,

matching size, matching variation 1, matching variation 2 columns may become visible addremove columns functionality to the grid layout of materials

The result of the above customization will be the following:


During the registration of the produced item by a Production Order, a Production Note or an Assembly Note, the
automated creation of consumables, according to the selected BOM will take into account the variation declared to
the produced item and will select the appropriate variation of the materials and the relevant quantity that derives
from the stock variation set mappings, defined into the BOM:

355/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

M AN A G EM EN T O F S E M I- F IN IS H ED P R O D U C TS
Semi-finished products are monitored in two ways:
Semi-finished as product in Warehouse for which stock is monitored, it is produced individually and either it is
consumable in another products specification or it is sold in the semi-finished state.
Semi-finished as intermediary stage for analytical monitoring of the Production process. In this case there is no
stock monitoring, it doesnt acquire any transactions, but created as code so that it can be declared into BOMs.

DECLARATION OF SEMI-FINISHED INTO THE BOMS


To the column Next BOM level of the Consumptions page the user can declare the BOM of the semi-finished.

The hierarchy of managing semi-finished items is defined by Levels. The lower level corresponds to the final
product (Level 0) and in every semi-finished products BOM, the appropriate level defined according to the
production process sequence.
Example:
In order to manufacture the final
product A (final product) consumption
of product B (semi-finished) is
demanded.
In order to manufacture product B
(semi-finished) consumption of
product C (semi-finished) is
demanded.
In order to manufacture product C
(semi-finished) consumption of
product D (semi-finished) is
demanded.
For this process, the BOM levels should
be defined as in this figure:
356/454

PRODUCTION & Assembly

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPERATION OF SEMI-FINISHED PRODUCTS DURING THE PRODUCTION PROCESS


The operation of semi-finished products during the production process depends on the approach (products in stock
or auxiliary items for declare intermediary stages) which leads to the appropriate customization of the Production
document types:
If a transactions register kept for the semi-finished (product in stock), the option

(in the section lines

of document types) must be de-activated. This means that during production, for these items it will be created a
consumption transaction, while a distinct Production Note must be issued, allowing the system to monitor actual and
available STOCK for these items.

3 consumptions
including the semifinished product
If the semi-finished item is used for monitoring the intermediary stages, the option

must be

activated. To be precise, during the registration process, the development of ingredients takes place based on
the BOM by a hierarchical progression regarding ALL levels defined by the semi-finished items. As for the semifinished item lines, they CANNOT create a Production inventory transaction simultaneously with a Consumption;
they will be ignored during update procedures.
By using the exact SAME technical specifications as to the previous example and by changing the option of the
document type, the outcome follows below:

4 consumptions
excluding the semifinished product
No transaction for
the semi-finished
product
To the pre-configured documents, the 2

nd

monitoring approach is promoted (without stock observation).

357/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

P RO D U C T IO N P HA SE S
The monitoring of phases during the production process not only provides information concerning each execution
stage of the product formation, but also enhances the capability of cost per phase summary as well as its further
analysis and evaluation.
From the main menu Tools/Customization/Production, the user is able to define the phase routing along with the
phases from which the item production goes through.

During the phase definition, the system gives the option of hierarchical description; either it is for informative or cost
determining reasons. In such a case, according to the existing needs, there must be declaration of all selectable levels
(higher/lower) during the Production processes.
The definition of phase
hierarchy done through
Tools/Customization/
Task categories, by
choosing the category
declared to the general
parameters concerning
the production phases
(default: PROD_PHASES).
It is noteworthy that
before all these take
place, there must be a
definition (via the Phases selection) of all Production phases that compose the Production process.
The Phase Routings defined through the Tools/Customization/Production menu and they contain the respective
number and order of phases for a particular production process.

358/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

Into each Bill of Material can declared the Phase routing plan, thus, in the material and expenses lines, the user can
select the phase (among the phases of phase routing plan) where occur the particular consumptions and/or the
particular expenses.

The Phase is an element of Production document lines and either is automatically updated from the Bill of Material
or it is inserted later on. It can be also used by the Production costing configuration as cost allocation criterion.
When the cost centers monitored in the Cost
Accounting and specific accounts summarize the
expenses of production line per phase, then, in order
these accounts to be used to the cost allocation rules,
the concerning PRODUCTION PHASE must be selected
to the respective field of the account (to the
administrative data sub-page).
The results of the Production costing process can be analyzed per Phase (through the appropriate customization of
production costing) and also it is available in all Production Cost control reports.

359/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

PRODUCTION COSTING CONFIGURATION


This chapter examines the basic cost configuration mechanisms along with their essential customization elements
regarding the Production Costing Process.

CO S T I NG F O LD ER
For each Cost determination period, a Production Costing Folder is automatically created, the code of which is the
date limits of the costing period for which the process executed. This folder contains all PRODUCTION transactions
as well as the respective COSTS, and allocates costs to products, resulting in the final production cost, according to
the rules configured for the Production costing.

In the page Cost units all productions presented that received cost via the Production costing process, whereas
In the page Cost Data, all consumptions and all related expenses (labor and manufacturing costs) presented, which
have been allocated to the productions (cost units), by using different sets of criteria.
Essential Folder Customization
1)

From Tools/Customization/Cost Folders/Folder Types menu, the user must create a folder type that obtains PRODUCTION as
selection to the field unit type for cost determination.

2)

In the general parameters, the user must enter the code of that Costing Folder Type, to the parameter Production costing
folder type (category production cost determination).

C O S T E LE ME N T T YP E
The cost element type describes the mechanism through which the user can determine WHICH cost categories will
actually be allocated to the productions as well as HOW will they be distributed to the productions of different items.
Every material (primary or secondary, semi-finished etc.) that is consumed and every expense taking place (either it
is monitoted to the expense sub-ledger or to the accounting chart) during the production process is connected to
a cost element type, in which the allocation concept defined. The method of determining the allocation criteria is
providing maximum flexibility so as for the user to easily customize any Costing scenario.
A common concern is the number of cost element types that are ought to be created. This number is directly
connected to the number of different cost category allocation criteria that are implemented in the particular
Production process. There must be AS MANY cost element types AS the allocation criteria to be described.
Another essential criterion is the desirable range of production cost analysis. For instance, while different costs such as
labor costs and some manufacturing costs may be allocated using the same criterion, there is need for DISTINCT
360/454

PRODUCTION & Assembly

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

depiction in various cost control reports. This leads to the creation of different cost element types (using the same
allocation criterion) for these specific cost categories.
The cost element types created through Tools/Customization/Production/Cost Element Types:

Allocation
Criteria
H OW

Cost
Categories
WHICH
Code & Description
Distribution Type

The identity of the cost element type.


The allocation method of this cost category. The choices are:
Based on fields: parameters are declared by exclusive selection of fields. For instance,
they could be based on weight or volume of the production line.
Based on Bill of Material: the allocation is implemented based on the participation of
consumable in BOMs of various products, allowing this way to register the
consumptions summarized and allocate them to productions just like the
consumptions were generated product by product through their BOMs.
Expressions: the user can create expressions by using a simple tool destined for users
familiar with the systems customization means.
Advanced expressions: the expression definition tool provided in this case is to be used
only by advanced users while offering multiple customization capabilities.
Based on related consumptions: for declare the raw materials (to the items section) the
cost of which will charge the linked (to the same document) productions.
Indirect costs based on volume: for indirect costs that wish to be allocated based on
volume of the products (requires the volume to be monitored as a measurement units
to the products and the volume quantity to be entered to the production lines,
otherwise, these productions will be ignored during cost allocation.
Indirect costs based on weight: same functionality as previous for the weight quantity
Indirect costs based on quantity in MMU: same functionality as previous for the
production quantity in main measurement unit.
Indirect costs based on quantity in AMU: same functionality as previous for the
production quantity in alternative measurement unit.
In order the allocation to occur in a rational way, if defined a criterion based on (any)
quantity, that quantity should be monitored to the same measurement unit for all
products involved.

361/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

Distribution field or
expression

The content must lead to a numeric result that will be the weight to be used by the

Distribution field or
expression for Coproducts

This field is used to declare the distinct co-product criterion. For example, to a user

Cost elements
matching field

allocation process of direct or indirect costs.

definable field of the items might exist the % percentage of the total cost, which should
be allocated to the co-products.
Completed when specific costs should be allocated to specific productions (via matching
process). Select the field (or expression) of the expense or consumable document line (or
its related entities), that consists the cost element distinction field.
Supposing there is a need for consumptions distinction based on the line field Table 1 (i.e. by
which the system monitors product groups), thus, select it
through the field chooser.
During the Production Costing Process, there will be a distinction of cost entries (detailed cost
lines that destined to be allocated to products) based on the content of Table 1 of the registered
consumptions as shown in figure:

Cost units
matching field

Completed when specific costs should be allocated to specific productions (via matching
process). Select the field (or expression) of the production document line (or its related
entities), that consists the cost unit distinction field.
Supposing there is a need for production distinction based on the line field Table 1 (i.e. by
which the system monitors product groups), thus, select it
through the field chooser.
During the Production Costing Process, there will be a distinction of production entries based on
the content of Table 1 of the registered production lines as such:

362/454

PRODUCTION & Assembly

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

The output of customizing these two fields will be the allocation of consumptions value of
every group to the productions of the SAME group ONLY.

Group

The Group is regarded as grouping field when it comes to the depiction of results in the
Production Costing Book

Allocation to all the


items
Same document
priority
Allocation based on
consumptions cost
Cost categories

If selected, costs are allocated based on the distribution Field to all productions throughout
the particular cost determination period, without taking into account the matching fields.
If selected, consumption costs allocation transpires only in the produced items located in
the same document with these particular consumptions.
For indirect costs that wish to be allocated using as criterion the (already distributed to
the products) costs of the raw materials.
In the line section, the user can define the cost categories that will be allocated
throughout the production process.
In the sub-page Items inventory items can be selected (primary or secondary
material, semi-finished items, etc.) as well as expenses (payroll, outsourcing services,
etc.) the cost of which will be allocated based on the selected criteria.
As far as the inventory items are concerned, the (grants) cost to be allocated to
products is what the Stock Valuation Process will calculate (valuated cost value).
The expense costs are recognized by the update process that takes place through
the expenses sub-ledger (debit or credit).
By inserting an item in this list, its field Cost Element Type is automatically updated.
In the sub-page Accounts the user selects the ledger entries (of any chart of
accounts) the value of which (debit-credit) must be allocated in the production
process. The selection is based on a view that can be customized. The parameters
values stored to the particular cost element type, allowing to use a common view for
all relevant cost element types, with different filters.
Which accounts and values taken into account

363/454

PRODUCTION & Assembly

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

This view entails various criteria for accounting entries selection (Activity, Business
Unit, Project, Journal, etc.). If costs are summarized per production PHASE to a
dimension level, there must be a modification of this view by adding the column
Production Phase so that it is taken into account, during the entries grouping
process.
The date criteria (from-to) concerns the control process exclusively (to run this view, just to
check if defined correctly). Nevertheless, during the Production Costing Process it is replaced
by the date range for which the process is executed.

Account entries matching criteria


The correctness of the configuration of such cost element types is heavily dependent
on the customization of the "G
Group field" column of this view.

The expediency of this field is to provide the ability to allocate the value of specific
account entries to specific productions (by inserting the appropriate expression
through this view's designer and selecting it as Cost element's matching field").
As for the pre-configured view, the default value of group field is the period
(month) of ledger entries (which is regarded as typical allocation criterion).

364/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

PRODUCTION COSTING PROCESS SCENARIOS


In this section there several classic production scenarios are examined. The main topics presented concern the
production process management approach as well as the production costing configuration means. Purpose is the
comprehension of the production sub-system and the cost computation mechanism.

A L LO C A TI O N BA S E D O N M AT E R I A L P A R T I CI P AT I O N I N B OM S
Suppose that the production process based on specific technical specifications. At the end of the day or a period
defined by the production manager, all productions and consumptions that have taken place during the process, are
updated based on the reviewed data.
The cost of each product derives from the consumption cost of the materials participating in its production,
according to the BOM selected and the participation share of each material in the total production.

Production process management


1) Updating Bill of Materials: For every product included to the production process, a Bill of Material must be
defined.
2) Updating of actual Productions and Consumptions: In order to register the actual data into the system, the
PNC (Production Note) & CON (Consumption Note) document types must be used.
Production costing customization
A Cost Element Type must be created with the following settings:
1) To the Distribution Type field, must select Based on BOMs (thus all the other fields are de-activated and
are not needed) and
2) To the Item grid section, must select all materials (inventory items) participating in the production process.

365/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

A L LO C A TI O N B A S E D O N T HE PR O D U C T S WE I GH T
Suppose that the production process has no technical specifications defined for it. At the end of the day or a period
defined by the production manager, all productions and consumptions that have taken place during the process, are
updated based on the reviewed data.
The production costing must be based on the produced items Weight. The consumptions cost will be allocated
according to the weight (Kg) of each product, compared to the weight (kg) of all products.

Production process management


1) For updating the production and consumptions the system provides the PNC (Production Note) & CON
(Consumption Note) document types.
2) To EVERY production declaration (item line), the user must enter the WEIGHT, even if the measurement unit
selected for a particular entry is different. Null Weight results in Null Cost!
Production costing customization
A Cost Element Type must be created with the following settings:
1) To the Distribution Type field, must select Based on Fields
2) To the Distribution Field, must select Item Line-Weight, among the presented available fields
3) Activate the Allocation to all the items field
4) Finally, to the Item grid section, must select all materials (inventory items) participating in the production
process.

366/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

A L LO C A TIO N BA S ED O N PR O D U C TI O N OR D ER S
Suppose that for the production process, there are no technical specifications declared. The initiation point of the
Production process are the Production Orders.
Production Orders are registered along with the items that are to be produced and their consumables, leading next
to their routing and execution by the production department.
The criterion, based on which the costing process will be executed, is the production Order (PNT).
The cost of consumptions that occurred in the frame of each production Order will ONLY charge the products of the
particular Order. If the Order contains more than one products, the consumptions cost allocation will be based on the
products weight (kg) (instead of using weight as allocation criterion, any other numeric field of production lines can be used).

Production management
1) For updating the production and consumptions the system provides the PNC (Production Note) & CON
(Consumption Note) document types.
2) The production Order code must be entered to a field of the header or of the lines (i.e. alternative document) of all
Production and Consumptions documents. If these documents derive by transition (PNT=>PNC, PNC=>CON), the
transfer of this information to the appropriate field must be done by the transition mechanism.
3) To EVERY production line, the WEIGHT must be entered.
Production costing customization
A Cost Element Type must be created with the following settings:
1) To the Distribution Type field, must select Based on Fields
2) To the Distribution Field, must select Item Line-Weight, among the presented available fields
3) Activate the Allocation to all the items field
4) To the Cost elements matching field field, must select Adjustments Document Alt. doc.
5) To the Cost units matching field field, must also select Adjustments Document Alt. doc.
6) Finally, to the Item grid section, must select all materials participating in the production process.
By this approach, the cost allocation of consumptions, regarding specific production Orders, will occur to products
derived only from these particular production orders.
367/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

C O S T I NG PR O C E S S O F O U TS O U R CI N G P R O D U C TI O N
Suppose that the production process is (completely or partially) being manufactured by subcontractors. The starting
point of the production process is the production Order. After Orders with the produced quantities as well as the
required consumptions are registered, the routing and execution process from subcontructors is launched.
There are several scenarios for allocating outsourcing service costs to products. The most common scenarios are the
ones that include allocation of service value into specific products or specific production (receipt) Notes.
st

1 Scenario ALLOCATION OF OUTSOURCING FEES TO SPECIFIC PRODUCTS


Supposing that there is an outsourcing task that refers to a specific product group; the cost of the services provided
for the particular process will only be allocated to the products of a specific group based on the production quantity.
Production process management
1) An expense/item is to be created for this outsourcing task and we use one of the grouping fields (i.e. table
1 renamed to Job grouping) to define that group of products charges this kind of expense.
2) As for the products, the group-related information (which is also a cost receiving criterion) is already
updated (in the field Group).
3) The product receipt is registered using the NPC (Production & Consumptions Note) document.
4) The outsourcing service fee is registered by the use of XPI (Expenses document) document.

Production costing customization


A Cost Element Type must be created with the following settings:
1) To the Distribution Type field, must select Based on Fields
2) To the Distribution Field, must select Item Line-Quantity, among the presented available fields
3) De-activate the Allocation to all the items field
4) To the Cost elements matching field field, must select Item-Job Grouping (Item-Table 1)
5) To the Cost units matching field field, must select Item-Group
6) As far as the Item grid section, there must be a selection of the outsourcing expense that will charge the
products.

368/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

nd

PRODUCTION & Assembly

Scenario ALLOCATION OF OUTSOURCING FEES TO SPECIFIC PRODUCTION

Suppose that there is an outsourcing task that refers to specific production; the cost of the services provided will be
only allocated to the products of a specific production Note, based on the production quantity.
Production process management
1) An expense/item is to be created for this outsourcing task.
2) The outsourcing service fee is registered by the use of XPI (Expense Document) document
3) The product receipt is registered, using the NPC (Production & Consumptions Note) document.
4) The Expense Invoice code referring to this specific production, must be entered to the field Alternative
document located in the header of the Production Note.

Production costing customization


A Cost Element Type must be created with the following settings:
1) To the Distribution Type field, must select Based on Fields
2) To the Distribution Field, must select Item Line-Quantity, among the presented available fields
3) De-activate the Allocation to all the items field
4) To the Cost elements matching field field, must select Trade Document-Code
5) To the Cost units matching field field, must select Adjustments Document Alt. Doc.
6) As far as the Item grid section, there must be a selection of the outsourcing expense that will charge the
products.

369/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

I N D I R E C T CO S T A LLO C A TI O N B AS E D O N AC T I V I T I E S
In an hypothetical food production process, the production may be implemented through different departments
such as Pasta department, Pastry department, etc. The indirect costs are summarized and monitored by the
relative Cost center of the Cost Accounting 92.00 Production Operating Expenses which are allocated to the
products, via the Production costing procedure.
The labor salaries and costs (that are monitored to the account 92.00.00.0060 Production line personnels
payroll and expenses) must only be allocated to the products of each department, based on the production
quantity.

Cost Center management


1) The monitoring of the Departments can be implemented by using one of the available Corporate
Dimensions, i.e. Activity.
2) For every product, the Department via which it is produced, must be defined to the field Activity.
When it comes to insert Productions and Consumptions, the suitable documents may be used (NPC, CPR-CON).
Indirect expenses allocation in Cost Centers
As for the entries of the cost account 9
92.00.00.0060 Production line personnels payroll and expenses , there
must be a definition of the exact department (activity) that each registration (ledger entry) is related to. This
can be achieved through the allocation procedures.
Production costing customization
A Cost Element Type must be created with the following settings:
1) To the Distribution Type field, must select Based on Fields
2) To the Distribution Field, must select Item Line-Quantity (or another quantity field, common for all
products i.e. weight) among the presented available fields
3) De-activate the Allocation to all the items field

370/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

4) To the Cost elements matching field field, must


select Cost element-matching value. The values of
this specific field given by the output of column
GroupField of the view Cost element accounts. For
the above example, the distinction field is Activity
(produciton department), so, we can select edit view
and modify the expression of group field, defining
as content the Activity, as shown to this figure:
Then, the view must be stored so, in this way, the link
of the activity to the required cost allocation
matching criterion is achieved.
5) To the Cost units matching field field, must select Line Item - Activity
6) Finally, as far as the accounts grid section is concerned, the criteria selection must include the account
92.00.00.0060.
This is how the accounting entry of every Activity/Department is succesfully allocated only to the productions of the
individual Activity/Dapartment.

371/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

D EF AU L T S C EN AR IO S
When it comes to the customization of the production costing, there are default scenarios available that the user can
select and implement easily and quickly. The scenario selection can take place either from the Actions menu or by
pressing the appropriate button for this procedure which is located next to the distribution type selection.

This leads to a dialog for selecting costing scenarios, that includes analytical comments describing all implemented
criteria along with the respective distribution approach.

372/454

PRODUCTION & Assembly

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COST DETERMINATION PROCESS & OUTPUT


P R O D U C T I O N CO S T I N G E XE C U TI O N
The production costing is executed through Stock Valuation Process, together with the valuation of goods.
Production costing customization - related information

Before the execution of the production costing, the companys parameter values that concern this procedure (found
at production costing category) must be issued and/or confirmed:
1)

Activate production cost determination process: The process is executed if only this parameter is activated.

2)

Activate production analysis of consumptions based on the Stock Variation-Set mappings: If Stock variations-set mappings are
in use, then it should be activated.

3)

Recalculate production documents following cost determination process: If the pre-configured document customization has not
been altered, there is no need for activate it.

The main aim of this procedure is to update the Production Cost according to the customized costing rules.
If the cost determination period length is one month, the cost updating is actualized immediately to the primary
transactions, which update monthly item elements (cost and quantities), Inventory Book, etc, while the full analysis of
the Production cost origination is available in the Production Costing Folder.
If the cost determination period exceeds that of a monthly period, the primary production transactions are NOT
affected (as it happens moreover to all the rest cost-related inventory transactions) but indeed, new differences
transactions are created, so that we can reproduce any previous Inventory Book, resulting in the same output.
Each later cost alteration (a typical issue regarding most of the Production processes) is gradually monitored in the next
balances whereas, on the contrary, it is directly available in the Production Costing Folder PER primary transaction.

P R O D U C T I O N CO S T I N G BO O K
The production costing outputs are presented in the Production Costing Summary Book. For each product, there is a
depiction of the quantity produced in the selected period, along with the cost and quantity of the production in-progress.
The analysis of costs that has been allocated to each product, can presented either in a brief or in an analytical outline view.
The brief outline is the 1st level of this view, containing 5 different columns, the name and content of which is
parametrically defined, according to the desirable cost category grouping.
The analytical outline is the 2nd level of this view (

), presenting all Cost element types based on which the cost

allocation occurred by the Production Costing Procedure.

Through Reports choice of the toolbar, can take the same output via Crystal Reports layout.
373/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

Production Costing Book customization

1) The definition of titles of the 5 columns of the Production Costing Book can be done to the respective
companys parameters (category production cost determination.

2) To the Groups of cost data types (Tools/Customization/Production), can define a grouping of cost element
types, that will be available for reporting while asking analysis of production costs origination. For every group,
the appropriate production book column must be declared. The minimum customization requires to create at
least 5 groups since pre-defined Book columns are also 5.

3) Finally, the above grouping can be matched to each Cost Elemect Type.

374/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

P R O D U C T I O N CO S T O V E R V I E W
In this OLAP (Business snapshot/Cost analysis), the results of the Production Costing are illustrated, regarding a
selected time period.
The OLAP presents the production quantity and its cost per product, as well as the analysis of cost per cost element
type.
As far as the OLAP Dimensions, Cost Element Groups, Production Phases and Products grouping fields are also
available. Through the dimensions, the user can investigate particular group item costs as well as specific cost
sources by just selecting the appropriate configuration.
By using the OLAP Layouts could create alternative layouts i.e. by reversing lines and columns (and saving it as a
layout) the user can investigate the way a specific cost element has been allocated to products or group of products.

375/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

E S TI M A TE D V S . A C TU A L P R O D U C TI O N CO S T
This view presents the total of all consumptions per material plus the overhead and overall expenses for the selected
production date range.
The difference between the actual and the estimated consumption is defined as wastage. In case of a non-acceptable
divergence there is high chance either that certain consumption entries were registered incorrectly or that corrective
entries must take place along with the reiteration of the Production Costing Process.

The column estimated consumption shows the amount of consumptions being registered in the production
Order from the transition of which the consumption Note derives from.
If consumptions are not registered by using an Order-based transition, then the BOM registered in the produced
item is used so as to identify the estimated consumptions. The search process of estimated consumption quantities
within the BOMs takes into consideration the semi-finished items as well (up to 6 levels). All quantities are converted
to each items main MU.

B A L AN C E S & R E GI S T E R S
The production registration results along with the Costing process results monitored by all Inventory reports of type
Balance and Transactions Registers:
Inventory costing balance (detailed format)
Monthly statement of Stock Book (detailed format)
Registers (Inventory records) (detailed format)
The verification process of production costing, can be done as follows:
Column Production Cost = Column Consumption Cost + (Debit Credit) of Expenses Balance
The Expenses can
be controlled by
the ItemExpenses Trial
Balance or by the
Accounting Trial
Balance (by Cost
Center),
whichever system
was used as a
source of those
costs.

376/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

P R O D U C T I O N CO S T I N G F O LD E R
The Production Costing Folder is a comprehensive tool for recording and monitoring the cost structure and
production costing results. For each cost determination period the system automatically creates a folder, with the
period range of every run as its code. The Folder provides information regarding the following:
Costing units. By using the search criteria, can check analytically for each production the source of the allocated
costs to it. The view presents the consumptions and the expenses that were allocated to each transaction.

Furthermore, the system provides the ability to monitor the Phase in which the expenses and consumptions
occurred as well as the Quantity that was manufactured (the equivalent production quantity is an estimated
factor for assessing the TOTAL PRODUCTION QUANTITY deriving from the allocated costs of each production).
The depiction of this quantity is available (and makes sense) on a product level (only at group totals).
Cost Elements. To the cost data sub-page, a check may be done of all allocated costs. The columns are valid,
according to the cost element type (the account code for checking cost sources from Cost Accounting, Item
code for checking raw materials etc.). Using the filtering columns feature, you can isolate information and search
the detailed reasoning of cost allocations.

377/454

PRODUCTION & Assembly

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

POSTING TO COST ACCOUNTING


Purpose of this procedure is to create the appropriate ledger
entries to Cost Accounting for monitoring production cost, by using
the Production costing process results. The procedure can be
executed by the Actions of the Production Costing Folder.
To the appearing dialog, must select the date of the ledger entries to
be created, define whether IAS posting (for International Accounting
Standards) will occur (besides NAS posting for the National
Accounting) along with a possible content for Reasoning field.
By activating the key Posting the procedure is executed, resulting
into the creation of the following accounting documents:
Debit

Credit

Indirect Production Cost Transfer

93 Production Cost

92 Indirect Production Expenses

Direct Production Cost Transfer

93 Production Cost

94 - Inventory

Production Cost Posting Customization

1.

The posting uses four (4) companys parameters of category Production cost determination, that define the ledger
entries format
for each one of
the 4 entries to
be created (filler
profiles for
customize the
fields content):
To the category IAS there 4 more parameters for the respective filler profiles for IAS posting.
These filler profiles are available for customize their contents by selecting Production cost posting parameters
through Tools/Customization/Production.
Moreover, there must also be a definition of an Accounting document type in order to initiate the numeration and
the other fixed elements of entries.

2.

Accounting Groups Definition

The accounts used during creating the costing ledger entries must be customized.

378/454

PRODUCTION & Assembly

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Example of a Folder Posting Customization


Supposing there is a food-related production process, the production of which includes the existence of different
units (i.e. pasta, pastry, etc.). In order to monitor these units separately the system provides a business dimension
named Activity in which all different production units are registered.
The production cost development that takes place in the account 93 of the Accounting Cost is utilized based on
the unit and the cost category where:
Accounting code
93.00.00.0060
93.00.01.0060
92.00.00.0060

Account description
Production Payroll of Pastry Unit
Production Payroll of Pasta Unit
Production Payroll

Activity/Department
Pastry Unit
Pasta Unit
Concerns both Units

rd

The differentiation of production units can be monitored by the 3 level.


As for the part of the code that depends on the Activity the code suggested is Code G.L. 1 in which the user can
rd

define the content of the 3 level.


Both production documents and payroll (expense) documents are characterized by their concerning Activity
according to which the cost determination (and posting) takes place.
Based on the above, the Account Group that will debit the indirect production cost ES.5.CO.0004 Indirect
Production Cost Account for Debit will be defined as such:

The Group concerns

Cost Breakdown entries

Group Type

Definition of segments

Account Form
st

1 Unit
2

nd

Unit

Unit Type: Constant & Constant Value: 93.00


Unit Type: Field Content where the user selects Accounting code 1 of Activity from the
item line

rd

3 Unit

th

Unit Type: Constant & Constant Value: 00 (the first 2 characters of the 4 level.) and
(because part of the level is defined) activation of the option Connection to next
accounting segment without using separator

th

4 Unit

Unit Type: Field Content where the user chooses the field Ledger Account from Analysis
entries/Cost element and in the From - To Digit the user is able to define the desirable
th

th

amount of characters (i.e. from the 12 to the 13 digit).


th

In this unit the user defines the 2 last characters of the 4 level which derive from the 2
th

last characters of the 4 level of the indirect expense account the value of which is
transferred in to the 93. For example, if the value concerns the expense 92.00.00.0060
then the unit will adopt the value of 60.

379/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

PRODUCTION & Assembly

PRODUCTION PROCESS INDICATORS


The Efficiency of production process view presents a brief reflection of the overall Production Process (Business
Snapshot/Performance indicators). These Indicators provide PP-related processing times along with general cost and
profit data related to the produced items while simultaneously offering an overall view to define whether the Indicators
are improving or not compared with the previous year or the previous respective month:

st

1 Section. Indicators concerning the Production Operation:


Average Time to route Order to Production (based on the transition process from customer orders to production orders)
Production Orders Completion Cycle (based on the transition process from Production Orders to Production Notes)
Average Customer Order Delivery Time (based on the transition process from Customer Orders to Delivery Notes or
Invoices including the involvement of a Production process)
2

nd

Section: Indicators regarding the Cost Determination Process:


Gross Profit Margin on Products (based on the Production Costing and Stock Valuation results)
Total Cost of Finished Products (the final production cost)
Total Cost of MTO (Made-To-Order) Products (an illustration of the produced items cost destined for customers;
based on the fact that there was a transition process from customer orders to production orders)
Relation of MTO Production to Total Production (an illustration of the % of the production destined for customers
compared with the overall production)
Variation from Estimated Cost (compares the production orders cost and the actual production cost)

380/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

STOCK Valuation

STOCK VALUATION
The cost of inventories is of the main requisite of the system, since, according to this, OFFICIAL RESULTS identified,
and also the most important part of MANAGEMENT INFORMATION provided, regarding to profitability and its
sources. This chapter will examine cost accounting concepts, stock valuation and calculation of cost of goods sold
processes, as well as the method of controlling and reconciliation of the results.

DEFINITIONS
S TO CK V A LU A TIO N
Periodically, the stock valuation process is executed, aiming to define the Inventorys cost value, that is the cost of
quantitative stock at a point of time, as well as the cost value of grants (cost of goods sold and other exports cost),
based on:
A. The acquisitions data (purchases, productions, etc) and
B. The stock valuation method that has been chosen
Through these elements, the valuation process will result in the official COST PRICE of every inventory item.

S TO CK V A LU A TIO N ME T HO D S
Weighted average price
It is the quotient A/B:
A= initial inventory cost in the beginning of costing period + cost of acquisitions for current costing period
B= initial inventory quantity in the beginning of costing period + quantity of acquisitions for the costing period
Floating cost price (or circulative weighted average or method of sequential balances)
It is the quotient A/B:
A= inventory cost prior of each import (acquisition) + acquisition cost of this import
B= inventory quantity prior of each import (acquisition) + acquisition quantity of this import
FIFO (method of stock items running down)
In order stock value, as well as the cost of goods sold, to be estimated using the FIFO method (First In First Out),
a process of calculate REAL ACQUISITION VALUES is carried out (after been charged with posterior value
transactions such as credit Notes of discounts). On the other hand, a process of matching acquisitions cost to the
grants (exports) is carried out on a date line FIFO. This will result in the calculation of stock value by the nonmatched acquisitions.
LIFO (method of reversal stock items running down)
It is the same process as described above, but it differs to the correlation process (acquisitions to grants) that
will be performed in reverse date order.
Standard price
The remaining stock is valued using the fixed and predetermined cost price that was stated by the user at the
items level.
Last acquisition price
The remaining stock is valued using the price of the LAST acquisition (purchase, production, etc.). It is not
included among the acceptable stock valuation methods.

381/454

STOCK Valuation

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CO ST I NG PE RIOD
Costing period is a CLOSED period of time, independent of others concerning cost processing which works for
Stock Valuation just like Fiscal Year or all the other ledgers. This means that the Inventory cost value from which
the calculation begins is the REMAINING STOCK at the beginning of the costing period and not progressively upon
all the acquisitions (Year To Date). The length of the costing period is defined to the companys administration
form, for every Fiscal Year.
The starting Inventory for the stock valuation is determined by the starting date of costing period. Thus, in case of a
st

3 months costing period, suggesting that 1 quarters stock cost and quantity had been calculated, these data will
consist the quantity and cost for starting the calculation of 2

nd

quarter. In case of a yearly costing period, every time

the calculation starts from the beginning of fiscal year, the calculation performed YTD (Year To Date) and the only
starting inventory which is considered to be acquisition is the starting period balance of the fiscal year.
The ending date of costing period determines the date of costing transactions, which derive from stock valuation
process. Consequently, it defines the date that we can have the agreed Inventory Costing Balance.

Under special conditions, we could define especially to some inventory items a monthly costing period, whereas the costing
period is greater (12months) for all the other items.

A C Q U I S I TI O N CO S T
Acquisition cost is the value which occurs from the purchases or any other import transaction such as the starting
inventory or the production or the assembly etc. The total of the imports value configures the acquisition cost which
is definite and indisputable (that is, the valuation process does not affect it).

G R AN TS CO S T
The grants cost is the cost of the items which have been exported from our warehouse either for sale or for any
other reason (consumption, gift, destruction etc.). As long as the stock valuation process hasnt been completed,
grants cost is updated (based on documents parameterization) through the cost value field of these transactions,
based on current cost price (spot cost).
While the stock valuation process takes place and depending on the stock valuation method used, this temporary
cost is reversed and calculated/registered the new official grant cost. These costing transactions aggregated per
item, in order their immediate post to cost accounting, to be feasible.

S TO CK V A LU E
To the inventory monthly data (table Item periodics), the stock value stored as DEBIT VALUE CREDIT VALUE. These
values are updated from the various documents during the daily operations, and by the documents created through the
Stock valuation process.
In fact, the concept of debit generally illustrates the events concerning the INVENTORY Accounting group (to the
General Ledger), whereas the credit concept ALSO includes the credit from the grants costing which is illustrated to
the INVENTORY COST Accounting group (to the Cost Accounting). All measures (quantities and values) monitored
to a Trial Balance, give for each inventory item the full overview of the ITEM REGISTER.
The debit and credit analysis in further factors is as follows:
Debit = Opening Stock Value + Purchases Value + Production & Assembly Cost + Cost of other imports
Credit = Cost of Sales + Consumption Cost + Gratuitous dispenses cost + Cost of other exports

382/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

STOCK Valuation

In the following figure we can see these concepts to an Inventory Trial Balance as well as the concept of the
HORIZONTAL AGREEMENT of the INVENTORY COSTING BALANCE:

The difference between Debit and Credit that results AFTER the process of stock valuation has been completed ensures
the known equation of yearend Balance sheet with Gross Result per item:
Ending inventory cost = Starting inventory cost + Imports cost Exports cost
Or Stock value
(debit)
(credit)
Gross profit = Sales value (turnover) Cost of goods sold

B R A N C HES I ND EPE ND EN T R ESU L TS


When branches do not have independent results, then, stock valuation execution is single for all branches together.
This means that, to a simple case with only purchases and sales, these are processed all together and not separated
in order to derive a different cost price for each branch. The purchases cost, independently to which branch
occurred, is being attached to all the sales transactions and ONE stock valuation price PER ITEM is extracted for
the company as a whole.
If a branch has independent results (indicated to the page addresses-branches of the company screen), then, the
stock valuation process calculates independent official cost price for this branch and creates corresponding
entries.
Prerequisite for sound process functioning, Intra-Transfers Notes between such Branches/Warehouses
MUST be treated as acquisitions. Thus, for the in-house transfer example, it should NOT be used
documents of simple quantitative in-house transfer, but the IWI document (In-house transfer Note cost of
other imports).
In NO case an independent stock valuation price is extracted per warehouse!

FO R E C AS T IN G EN TR IE S
If the stock valuation process starts and still there are pending quantities as to their value aspect (the purchases
cost or sale value) due to Receipt or Delivery Notes not invoiced, forecast entries are automatically created with the
missing value (a kind of temporary invoicing), in order the RESULT for each item to be able to be calculated: the
ACQUISITION COST which corresponds to the actual STOCK and the PROFIT corresponding to the actual sales
quantity.
During the execution of successive calculations (each month, 3 months etc.) the forecast entries are reversed and
new are created, in order the DIFFERENCE of the actual Invoicing compared to the Forecast entries that may have
occurred to previous period, to appear, in the period that we are found, each time.
As far as their posting and their role to the Inventory Books is concerned:
When we have short term results in the middle of the fiscal year, the forecast entries should be posted to the appropriate
accounts forecasted purchases and forecasted sales; at the end of the fiscal year such entries do NOT exist.
383/454

STOCK Valuation

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

When we are not obligated to intermediate results, the generation of these entries is still needed in order to achieve
correct calculation of the stock value, however, it is not necessary to have an accounting entry and thus can be
hidden to the Inventory Record (there is such functionality available to the reports).
The agreement of the Inventory Trial Balance with the Accounting can be supported in accounts 2

nd

degree level, as

the system maintains separately the forecast values, despite the fact that the Trial Balance presents the total values
summarized:

For example, if in General Ledger these values monitored separately ( 20.01 -> Purchases and 20.99 ->
Forecasted purchases), then, using a setting available to all Inventory Books, could achieve reconciliation:

20
20.01
20.99

Purchases
Purchases
Forecasted purchases

The Goods receipt Notes & delivery Notes which are not invoiced, affect the results of the Stock valuation process and
thus:
1. These must be checked BEFORE the execution of the stock valuation process through the Not-invoiced
quantitative documents view, in order to be sure that the data are correct and to avoid any possibility of an
invoice entry omission:

2. Do NOT leave the quantitative Notes and especially the purchases Receipt Notes without value. There, when we
have the receipt of a new item, the application possibly does NOT set a default cost price and thus, if a grant
(sale) occurs before the invoicing, the Stock valuation process will be problematic. Complete the expected value.
3. Use the correct documents for each case. If, for a transfer that does NOT concern invoicing e.g. samples,
receipt for service etc., used the usual Receipt Note (which creates pending invoicing value which will reversed
only if invoiced actually), then, it will be created an "incomprehensible" forecast. The same will happen if there is
an invoiced value by an Invoice for which a Receipt Note does not exist.
Use the table of contents of this manual in order to find the case you are about to enter.

384/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

STOCK Valuation

ASSUMPTIONS
1) Items that are simultaneously produced and purchased are not considered as substantial. Apart from that when
these items consumed, the accounting update is not possible and the creation of additional code is recommended.
2) Items which are produced and assembled at the same time are not considered as existing. If produced, even when
there is not an additional cost, must be defined with normal Production (which is a superset of the assembly as a
process).
3) Transactions of value concerning (invoicing) a quantity which was issued with a prior (quantitative) document,
consider that include this quantity. For instance, a purchase Invoice which concerns a Goods receipt Note, in the
quantity column has the quantity of the Receipt Note.
4) Clear quantitative transaction without cost update should NOT be considered as a possible scenario, EXCEPT IF it is
IN-HOUSE TRANSFER and concerns NON INDEPENDENT branches; consequently, the import quantity equals to the
exports quantity. The system provides documents that could be used for both cases (with or without cost update in
imports or exports column), but, if the default parameterization altered, must take into consideration the
abovementioned rule.
st

5) The 1 time that the stock valuation process will be executed within a fiscal year, it presupposes that the starting
Inventory that has been undertaken, is inserted both for value and quantity. Any modification of the Inventory must
lead to re-execution of the Stock valuation process. When the inventory of the Stock is finalized, period closing
must follow for the opening period, in order to make sure that it will not be altered by accident.

385/454

STOCK Valuation

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

TRANSACTIONS TO BE TAKEN INTO CONSIDERATION


The items transactions that are taken into consideration by the Stock Valuation Process, are:
A. Definitive acquisitions
They are transactions updating BOTH valuated acquisitions quantity AND acquisition cost:
Open Fiscal Year Documents,

Costing Folders Closing documents

Purchases Invoices Quantity & Value,

Production and Assembly Notes as well as

Purchases Invoices (against Receipt Notes),

Surpluses or other Corrective transactions - Quantity

Purchases Credit Notes (against Delivery Notes),

& Value

B. Forecasted acquisitions
These are transactions updating valuated acquisitions quantity AND acquisition estimated cost. When we have
the case of not invoiced Quantitative Receipts, when stock valuation is undertaken, it automatically generates such
transactions, in order to determine the correct cost and to attribute value to any grants (sales etc).
C. Definitive cost transactions For Distribution
These are transactions updating ONLY acquisition cost. The process faces these transactions as distributable. For
FIFO LIFO Floating Cost Price stock valuation methods, the distribution needed in order to compute the REAL
COST of EACH acquisition, whereas as far as the Average Cost Price these transactions just affect the Cost Price,
without distribution to be necessary for one by one acquisition. Such transactions are:
Purchases Debit Notes (supplementary charge invoices)
Discount Credit Note for purchases or Turnover Credit Notes (rebates)
In documents, in status sub-page, there is the date range reference information, where if completed, it is taken
into consideration during allocation. Thus, in FIFO stock valuation method, if we have 2 invoices of and value
st

respectively, and a credit discount document of C value with date range reference where only the 1 invoice
belongs, its cost value will be calculated as A+C instead of value C to PROPORTIONALLY reduce the value of both
invoices (thing that will occur, if the date range reference remains empty).
D. Grants For Cost Determination
These are transaction updating quantity AND value or/and cost (invoiced) sales, self-dispenses, consumptions or
other exports. When these transactions entered, the real cost is unknown and in this case the cost update is
temporary in order to give a spot management information. So, the process ATTRIBUTES COST (to the valuated
cost value field of these transactions), while at the same time, creates reversal documents for the temporary cost
and new documents updating grants definitive cost (e.g. VSL documents). Such transactions are:
Sales Invoices - Quantity & Value

Consumption Notes

Retail Notes

Self-dispenses Notes

Sales Invoices (against Delivery Notes),

Shortages or other Exports Corrective Transactions -

Sales Credit Notes (against Return Notes),

Quantity & Value

TRANSACTIONS TO BE IGNORED
The Stock Valuation Process does not take into account:
1) Any transaction of a Warehouse which is Not valuated e.g. Third parties warehouses, service etc.
2) Items set (to the field characteristic)

386/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

STOCK Valuation

STOCK VALUATION PROCESS


H O W TO L AU N C H T HE PR O C E S S
The process called from Periodic Processes/End of period processes/Stock valuation and presents the following dialog:
Number of periods for cost
determination: It depends on the
definition of the cost determination
period to the fiscal year and it
cannot be changed through this
dialog. In our example we have
annual cost accounting.
Up to period: Defines the last
financial period up to which the
process will be performed. If there is
a monthly or three months costing
period, cost calculation will commence from the beginning of costing period (e.g. start of quarter), whereas if there is
an annual costing period, calculation process starts from the beginning of fiscal year.
Update customer gross profit: Customers gross profit at their transactions can be updated, ONLY if the temporary
(spot) and the definite cost are NOT separately monitored (by activating the parameter Update primary estimated grant
cost information, that leads to replacement of temporary by the definite cost).
In this case, by activating this option, customers transactions will be recalculated as well.
It should be pointed out that the control of gross profit that is enhanced from Profitability reports of menu
business snapshot, as well as the reports Items sales per customer or Companys overview etc. do NOT use
this information, but the one that arises from the properly updated items transactions. The cost (and profit)
mentioned above, presented ONLY in Sales Statistics through the menu Accounts receivable.
Since this update process slows down the stock valuation process, you can execute this function AFTER the
completion of Stock Valuation Process, through the same menu option Calculate gross profit of Customers.
Select Start button in order to begin the process. If for the same COSTING PERIOD the process is previously
executed, the produced by the process documents will be CANCELLED (in order to may reproduce inventory reports
for previous months), while if the process is previously executed for the same month (FINANCIAL PERIOD), the
produced by the process documents will be DELETED.
NOTE !
If the parameter Updating primary estimated grant cost information is activated, in both cases of previous
documents' cancellation or deletion, the grants cost value is AFFECTED since this happens in terms of a costing
period and does not concern the way that documents are created. Thus, if the columns cost and gross profit
are printed in the monthly Statement of Stock Book report, you will NOT be able to have identical report, after
the next run of stock valuation process for the same costing period.

387/454

STOCK Valuation

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

P R O C ES S IN G B AS I C S TE PS
Defining acquisition cost

* For FIFO, LIFO and Weighted Average Sstock valuation


nd

Defining acquisition price


Allocating cost to grants*
Cost documents creation**
**

methods, these steps (2

rd

3 ) of the process are switched.

In these methods acquisition cost must be firstly attached to


existed grants. Stock valuation price is calculated through
the remaining (not attached) acquisitions.

They are inventory corrective transactions for updating costs reported to Costing Balance and may be posted to Cost Accounting.
Any execution may be cancelled and repeated, if errors detected.

These steps are analytically described in the following:


1. DEFINING ACQUISITION COST
1.1. It is calculated the quantity and the starting cost at the beginning of the costing period where the

calculation period belongs. This is a transaction of type (see transactions to be taken into consideration)
1.2. Any forecast transaction from previous costing period is reversed.
1.3. It is estimated the difference of the sales and purchases quantities from the corresponding invoiced

quantities. Then, transactions are created per item (and independent branch) with the corresponding value
of the Pending invoicing, these are transactions of type (see transactions to be taken into
consideration). This value is updated through the Purchases Receipt notes, Sales Delivery Notes and the
Returns respective documents.
1.4. In FIFO-LIFO stock valuation methods, the acquisition value of the C type transactions is allocated (e.g.

Purchases Credit Discount Documents and Purchases Debit Notes) to the other acquisitions.
1.5. In FIFO-LIFO stock valuation methods, the negative transactions (returns credit notes) close (in quantitative

terms) with the positive transactions (invoices), in order the cost to be determined from the real valuated
acquisitions.
2. DEFINITION & UPDATE OF ACQUISITION PRICE
2.1. The acquisition cost is defined (for not produced items only) and based on this, in all items monthly data the

field OFFICIAL COST PRICE is updated, with the maximum accuracy. Independently of the stock valuation
method (where the official price corresponds), the AVERAGE PRICE especially, is calculated and updated to
ALL items (even if they have a different valuation method, for informative reasons).
2.2. The Sell-out price is checked, for a possible replacement of the calculated price. More particularly, the official

cost price is compared to the given sell-out price and if the official price is less than this or zero, it is
replaced with the sell-out price (according to the National but also the International Accounting Standards).
2.3. It is checked the existence of the Desired cost price in each item and if it is defined (non zero value) and at

the same time, we have POSITIVE quantitative balance, it replaces the calculated price, by creating an
appropriate difference transaction (to VER document which will be later examined), in order this value not
to provoke a disagreement to the Inventory Costing Balance.
The case which may need such an intervention (definition of desired cost price) is when errors in
documents use have occurred and we are not interested in or cannot correct them. At the same time we
ensure that these errors will not be repeated from this costing period on.

388/454

STOCK Valuation

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT


3. ALLOCATING COST TO GRANTS

3.1. Based on the detected acquisition cost, the final valuated cost of all the grant transactions (based on the

stock valuation method) it is attributed to the D type transactions (see Transactions to be taken into
consideration) and to the lines of the respective documents FOR ALL THE ITEMS which are not PRODUCED.
4. COSTING DOCUMENTS CREATION
4.1. The temporary grants cost of current financial period is reversed
4.2. The grants cost transactions of previous period are reversed
4.3. It produces final grants cost documents per grants category, summarized per item and independent branch.
5. ASSEMBLIES COSTING
5.1. The final (acquisition) cost of all assembly transactions are calculated and updated based on the respective

consumptions cost that already calculated. For the assembled items, the steps 2-4 are executed.
6. PRODUCTION COSTING
6.1. The Production Costing process is executed in cycles of interim-final products and the steps 2-4 are

repeated for the produced items.


7. TRANSITION COSTING
7.1. The Transition Costing process is executed (calculation is based on items grants cost from the customs

regime) and the steps 2-4 are repeated for the imported items.
CASE OF INCAPABILITY IN VALUING GRANT COST
If the price of stock valuation that arises is 0 (for instance, the process begins with zero inventory and there is
no purchase entry) whereas there ARE grants (such as in the case of sales return from previous fiscal year for
instance, to an item that did not exist at the beginning of the fiscal year and it was not purchased again), the
standard cost price of the item is taken, from the closer fiscal period (which is updated by the user to the cost
st

prices of each item but also by the fiscal year closing process). In the 1 fiscal year, the user may enter there, the
official cost price, derived from the results per item of the previous fiscal year.

389/454

STOCK Valuation

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

C O S T D I F F E R EN C E T R AN S A CT I O NS
For all the below mentioned cost difference transactions, the items involved MUST BE EXAMINED (via the stock
valuation documents view) since there is a possibility of WRONG TRANSACTIONS (except probably from small
differences regarding the rounding in VER documents, that should be ignored).
1) For every item, there produced transactions of stock valuation cost differences (in column debit or Cost of
other imports) if the following equation does not apply:

Thus, any transaction occurred using a not proper document (i.e. acquisition that did not update the Debit or
Grants that did not update the Credit) as well as any values ignored due to step 6 where a quantity was
entered with a value that later was extracted with another value), are detected and registered as debit or credit
stock valuation differences. The produced documents are VSL & VDC.
2) Relevant control for the agreement of assemblies cost and the consumptions cost is undertaken and via
documents VAS or VDA the assemblies cost is being corrected (assembly cost should not be updated through
any documents except of assembly since it is being correctly calculated only by stock valuation and after the
cost valuation of their components).

3) For each item, there created transactions of grants differences cost (to the credit column, to the cost of exports
cost, with the VER document) if the following equation does not apply:

Thus, any differences of self-dispenses cost or forecasted costs or rounding errors (by comparing the official
stock value to the product quantity*cost price) or other similar cases, are detected and registered, having the
reasons provoking differences presented to the Remark field, according to the following coding...
01

Negative stock value

05

Differences of not invoiced purchases

02

Zero quantity with non zero stock value

06

Differences of not invoiced sales

03

Corrections of self-dispenses cost

07

Difference of stock valuation price

04

Corrections of other exports cost

08

Other reasons

In document lines the user may select the update method to the Inventory Balance, by editing the Update
column column. If the field is left empty, it updates the cost of other exports.
CAUTION! By not updating the other exports, we may avoid the presentation of these amounts to the audited
390/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

STOCK Valuation

data. However, with the exemption of some small rounding differences cases, e.g. 0,01, (it will not occur a
problem), there is the need to investigate ALL THE REASONS having provoked these entries and if necessary to
undertake corrections and to re-execute the stock valuation. If we check these transactions at the end of the
st

Fiscal year for the 1 time, it will not be always feasible for the data to be corrected. These documents,
containing possible errors, are available to the Valuation documents view.

CO ST D E TE RM I NA T IO N PE R L O T
For the items that are monitored PER LOT and for the Weighted average stock valuation method, it may be defined
that the analysis of Stock valuation method per lot to the respective item field,
is desired. In this case, all the grants of the lots (consumptions, sales) will be
taken cost only by their particular acquisitions (purchases, inventory,
rd

production etc) at the 3 step of processing. The costing result is taken from the
Profitability by lot cube (Business Snapshot/Profit analysis).
In the special case where in an acquisition document e.g. of a purchase, there are more than one lots with a different cost,
there must be inserted separate lines, in order the cost to be defined (value, discounts, additional expenses) to the value fields
of the line, either when it concerns the typing from the user (e.g. purchase) or a cost determination process (e.g. costing folder
distribution, production costing).

P R O C E S S E R R O R S R E CO R D I N G
In case of stock valuation process failure or termination, this is recorded as information to the run failure
column of the stock valuation history table ESCOValuationLog.
In the beginning of the process, it is checked the agreement of the measures cost of acquisitions and the
quantity of acquisitions between the detailed transactions and the monthly (periodical) data. It is possible for
someone to change an entry type, while there exist transactions with this type, by SKIPING to EXECUTE recalculation of transactions (by mistake). This is reflected as wrong result by the stock valuation process which cannot
be explained. Thus, this check DETECTS this case and as long as there is a problem, it is recorded to the .etl file, as an
ERROR but without the stock valuation process to be interrupted.

391/454

STOCK Valuation

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CONTROL AND RESULTS


To the Periodic processes/End of period process/Stock valuation menu, it can be found a number of tools enabling the
control of Stock valuation results. We recommend to be used each time that the process is undertaken. This will
eliminate problems that may occur at the end of the Fiscal Year, when it will be difficult or impossible to be corrected
ESPECIALLY within official documents.
Valuation Documents
Within this list, the documents created from the DIFFERENCES stage, are presented with red color in order to be
investigated. By using + at a 2

nd

level, all item lines are presented.

Official cost prices per period


In this report, we may see the stock valuation price (official price) per item and month,
and the stock value based on it. The Period cost price can be also checked (per month).
The period cost price can possibly differ from the valuation price in case where costing
period IS NOT MONTHLY (it is not identical to the financial period). Then, the stock
valuation RETAINS the calculated per financial period price, whereas it updates the
official price (to a different field) for all months, in order to be able to take results with
any of the 2 values, using the respective parameter.

Compare official cost prices


It is useful for controlling the official cost price variance between TWO SUCCESSIONAL periods. If cost variance is
high (not expected), this could lead to investigate and detect errors (on value typing) or possible omissions for
instance, to the purchases documents. It is grouped per supplier, to enable the investigation of particular invoices of
each one of them, that may contain wrong values:

392/454

STOCK Valuation

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Inventory trial balance columns justification


Through this view, we may invenstigate through which documents the particular columns of Trial Balance have been
updated. By using the views filter line, may select the particular column to be examined.
st

For each column, we can see to the 1 level the various documents types found, with their total amount and number.
To a 2

nd

rd

level, the list of actual documents presented by date and he 3 level presents the included lines.

Trial Balance & Registers for cost control


In these reports some extra columns included, which enable the results investigation and mainly, reasoning of the
possible forecast entries to be created by the Stock Valuation process:

As much to the Purchases as to the Sales, besides the quantity columns presented as well to the Inventory Trial
Balance and Transactions Registers, the Invoiced quantity and Not-invoiced quantity columns are available:
The Invoiced quantity is updated through value entries CONCERNING quantity. A PNV or an SNV document
displayed in both quantity and invoiced quantity columns, while a PIV or an SIV document will show the
quantity FOR WHICH it was issued only to the invoiced quantity column. A Discount credit document will not update
any quantitative column.
The Not-invoiced quantity is updated through the Delivery or Receipt Notes and the respective Forecasted value
column shows the value of the transaction to be created by the Sock Valuation Process, if these (quantitative) Notes
remain pending at the end of the month. To the other Stock Books these two values presented as a sum to the value
column, except otherwise defined to the respective criterion (Values content).
393/454

STOCK Valuation

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Transactions affecting cost


In order to check the transactions of cost origination and to detect possible omissions or errors, this view is
provided, that presents all transactions of A, B or D category (see transactions to be taken into consideration by the
Stock Valuation process).

Cost balance justification (FIFO\LIFO\FCP)


For as many items have one of these stock valuation methods, there is the functionality for recording the matching
between acquisitions and grants, occurred during the Stock valuation process. Based on this recording, this view
presents all the acquisitions with the following columns (5 quantitative and 6 of value):

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

Initial quantity
Credit notes quantity
Actual quantity (which can be granted)
Grant quantity (which was granted, was matched with grants)
Open quantity (the one corresponds to STOCK QUANTITY)
Initial cost
Reductions from credit notes
Allocated values (the value that was allocated to acquisitions of purely value documents e.g. credit discounts notes)
Actual cost (which can be distributed to grants, forming their cost e.g. sales cost)
Cost allocated to grants (which was actually distributed to grants, the one which corresponds to the COST OF
SALES, when it concerns the final-sold product)
11. Inventory cost (not allocated cost, the one corresponds to the STOCK VALUE)
Some transactions may appear without content to the document column. This means that they are the virtual
transactions of the starting costing period (opening quantity and value) which are created by the stock valuation process.
If we have a 12 months costing period (annual), we may select the whole fiscal year and as a result to take the right cost
(as the start transaction will always be ONE, the one of the fiscal year start). However, if we have a costing period equals
to 1 (month), we must select a particular month, if it is a 3 months period, to select the months of the particular quarter
etc. in order the start entries each time, to be unique.
nd

For each purchase, to a 2 level (

) a reasoning is available, concerning the processing of the particular purchase

(acquisition) in quantities and values into 3 categories (returns, additional value documents and Grants for this purchase).

The Save valuated cost allocation

company parameter must be activated,


in Stock valuation group of
parameters.

394/454

STOCK Valuation

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Grant cost justification (FIFO\LIFO\FCP)


In correspondence with the previous report, based on the matching recording occurs by the stock valuation process,
this view provides a reasoning as the origin of the cost of goods sold (or in general, of the grants cost).
All the grants presented per item (sales, consumptions etc) with the cost taken. This cost value is consistent to the
COST OF SALES. If there is a Production, depending of the grant type, it is consistent to the respective exports cost
column of the Detailed Trial Balance:

For each grant, there is analysis (

) that justifies this cost, since presents the acquisitions gave cost to every grant,

during the Stock Valuation Process.


For each of these imports (purchases or acquisitions in general), there is analysis (

) which justifies the possible

reductions of its initial value by possible returns or changes by distribution of possible value documents (debit notes
or discount credit notes):

The Save valuated cost allocation company parameter must be activated, in Stock valuation group of parameters
Documents effect to stock valuation
Informative view which shows a) the documents affecting cost (stock valuation price), meaning that these are
acquisitions for the stock valuation concept and b) the documents receiving cost through the specific automated
procedure of allocating cost, defined as grants:

395/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

STOCK Valuation

Review of updating Inventory


Cube which presents HOW documents update the Inventory Trial Balances columns, based on their parameterization.
These information are generally useful, but are NOT adequate in order someone to alterations of default updating
rules. In order to do this, must have been trained and to FULLY understand the mechanism of documents, transitions
& updates.

396/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

STOCK Valuation

MANAGEMENT INFORMATION
The Stock Valuation Process:
It produces transactions with the total cost of goods sold, enabling the cost posting functionality and
It updates ALL the grants transactions (e.g. Sales) the final, calculated cost value in order the COST and (thus)
the PROFIT to be available on a transaction level. The particular field (Valuated cost value) is the main
source of the MIS Reporting.
In order the abovementioned to be explained, lets take an example, where the indicative (temporary) cost price which
gave an indicative cost value to a sale transaction was 100,00, whereas after the stock valuation, this was calculated as
90,00.

The official data column to the above figure, successively updates (with the 3 example transactions) the items monthly
totals (at periodic table) as well as the Inventory Balances and Transactions Books, whereas the Valuated cost value
field does not update anything, it is just used for management information.
If we have to make views/reports using as a criterion EXCLUSIVELY the items, without the need for grouping by
customer, branch, area, business unit etc, then, it is just needed to sum from the Items Periodic table the Cost value
and comparing to the Turnover to present various reports, cubes etc for the Profitability (with the correct calculated by
the Stock Valuation cost). These reports will be more performing, compared to those using detailed transaction.
If we have the need for cost PER sale transaction use, e.g. items sales per customer, items categories and customers
categories, sales per branch (cases where the stock valuation has not effectively imprinted results, which means that it has
not produced cost corrective transactions PER branch, PER salesperson etc), THEN, we must use the detailed sales
transactions, selecting their Valuated cost value field (with the appropriate sign e.g. the Turnover sign), being able to
group them now in any way.
The above simple rules fulfilled to all the preset statistics for sales and profitability analysis.

397/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED Assets Life Cycle

FIXED ASSETS LIFE CYCLE


FIXED ASSET RECEIVING
Appropriate document type: PLN (Receipt note)
The process is similar to the one of inventory items receiving. Having created the fixed asset code (register), we can
select it to the Fixed Assets sub-page of the document:

This document does not concern the fixed assets registry report. The depreciable acquisitions which are the
objective of the fixed assets sub-ledger, is only created through registering a VALUE carrying document (as to the
pre-configured updating rules).
It is just displayed in the Fixed Assets detailed transactions.

FIXED ASSET INVOICE


A G A I NS T R EC EI P T NO T E
Appropriate document type: PIV (Purchase Invoice)
Appropriate transition: 102. PLN =>PIV (Invoice from Purchase Receipt note)
This process is similar to the one of the Invoice receipt for the inventory items. The fixed asset is displayed to the
Fixed Assets sub-page of the document.

After the Invoice entry, a depreciable acquisition is created and as result, the fixed asset is displayed to all the
accounting statements with its acquisition value (Fixed assets registry, trial balance etc)

I N V O I CE - R E C E I P T N O TE
Appropriate document type: PNV (Purchase Invoice - Receipt Note)
This process is similar to the one of the InvoiceReceipt Note for the inventory items. The fixed asset is displayed to
the Fixed Assets sub-page of the document.

I N V O I CE O F AD D I T I O N A L CH A R GE
Appropriate document type: PDV (Debit Purchases Note)
Used in case of an Invoice of additional charge, because of a prior wrong Invoicing. It increases the acquisition value
of the fixed asset (particularly, of the depreciable acquisition). If the error occurred to the initial Invoice requires a
reducing value document, then, it will be issued a credit invoice from the Supplier, which must be then registered
into the system as a Discount Credit Note (PCV).
398/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED Assets Life Cycle

FIXED ASSET FROM ABROAD


The process does not differ from the one followed for the goods, materials etc, for import from abroad. The
depreciable acquisition is created by the IFC document which is generated during costing (folder closing).

STOCK ASSET CAPITALIZATION


Appropriate document type: SAC (Stock asset capitalization)
It is used when the goods transferred to the Fixed assets registry, for our own use.

Another case where this process may also be useful, is when for instance, it has occurred a receipt-invoicing of
many fixed assets parts which we do not wish to illustrate to the Fixed assets registry as separate entities (e.g.
parts of a bookcase). We then select to open inventory items, to proceed to assembly and finally, to register the
capitalization.
In order to keep the information of the initial purchase document, its number and date can be typed to the
alternative document and alternative document date fields of the Capitalization Note.
The values of the two segments (Items & Fixes Assets) must be equal. To be sure that there will not occur any
significant change to the grant value of the inventory item, it is recommended to run first the Stock Valuation
Process and then issue this document, in order to transfer the correct value to the Fixed Assets Register.

399/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED Assets Life Cycle

FIXED ASSET RETURN TO SUPPLIER


Appropriate document type: PRN (Return Note)
The document can be used if the fixed asset lines within the document, are activated. It works just like the
respective document for the inventory items.

The quantity and the acquisition value of the fixed asset will be ONLY be updated after issuing the Credit
document receipt.
If the fixed asset is (partially or completely) depreciated, this process can NOT be used.

CREDIT INVOICE
D U E TO RE TU R N
Appropriate document type: PCN (Purchases Credit Note)
Appropriate transition: 106. PRN=>PCN (Credit Note from Goods return Note)
The document can be used if the fixed asset lines within the document, are activated. It works like the respective
document for the inventory items. Decreases the quantity and the acquisition value.

D I S CO U N T O F F I XE D AS S E TS PU R C H AS E
Appropriate document type: PCV (Discount Credit Note)
The document can be used if the fixed asset lines within the document, are activated. It works like the respective
document for the inventory items. Decreases the fixed asset acquisition value.

FIXED ASSET COST CENTER ALTERATION


Appropriate document type: FAT (Fixed Asset Accounting Transfer)
Through this process, can be registered various changes of fixed assets monitoring:
1.

Transferring part of the fixed assets quantity to ANOTHER BRANCH with simultaneous transfer of values
proportionally (acquisition value and depreciation value).

2.

Transferring of depreciable acquisitions or part of these to ANOTHER FIXED ASSET when for example, the
financial substance of the fixed asset changes (as it happens during the completion of fixed assets under
construction).

3.

Separation of a depreciable acquisition into TWO parts of the basic fixed asset e.g. for sale

4.

Transfer of the whole or part of the fixed asset acquisition to another COST CENTER

400/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED Assets Life Cycle

The user selects the fixed assets and the specific acquisitions must to be transferred (may select many acquisitions of
the same fixed asset, as well as particular serial numbers) and then, after defining the transferred quantity, must
select the lines and, through the Ctrl-M buttons combination (or through the use of the Fixed asset transfer
command from the vertical toolbar) to define the data for the transfer to the displayed dialog.
In this dialog, can be selected a new fixed asset (as destination) or a new branch or another cost center. Such an
action will automatically insert new lines containing the appropriate data, with connection to the existing lines, which
are about to be transferred.
Additionally, the Direct Depreciation can be activated, when depreciations for the transferred fixed assets have
not been yet calculated. The result will be the automatic calculation of the depreciations, in order the transferred
depreciation values to be determined (before save). This can be achieved also, through the

(direct depreciation for

the selected fixed asset) command, from the vertical toolbar.


Finally, we can avoid the quantity transfer by deactivating the quantity transfer setting of the dialog. This is useful
in cases where the fixed assets unit is not common as e.g. while transferring from/to an intangible fixed asset. If
deactivated, then, the initial quantity is ignored, and the new lines obtain quantity=1 and the MU of the new fixed asset.
The lines of fixed assets acquisitions to be transferred have the standard line type, whereas the new lines
(acquisitions to be created) have the reversed line type and presented with a different color.

After this process, the Fixed assets registry, the Trial balances, the Registers etc. can be taken PER BRANCH (by
modifying the Grouping criterion) illustrating the correct results (quantities, values), since new acquisitions are
created to the related Branches or to other Cost Centers.

401/454

FIXED Assets Life Cycle

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED ASSET SALE


Appropriate document type: SNV (Sales Invoice Delivery Note)
The process is similar with the one of Goods Selling. The fixed asset is displayed to the Fixed Assets sub-page of the
document.

After the Depreciable acquisition selection, you will need to check the correctness of the Cost value column. This value
will be taken into consideration during the calculation of the reversed depreciations, which will be automatically updated
after the document is saved. These are the part of the remaining depreciations, that will NOT occur any more, since the
fixed asset is sold.
In order the calculation to be correct, the depreciations
must have ALREADY occurred.
If depreciations have not already occur, this can be
automatically achieved to this point:
A dialog will automatically appear, which will suggest the
instant calculation of the depreciations. You must select
start calculation button and, as a result of the procedure, a
new document (FAD) will be created for register the
depreciations calculated.
The fixed asset will be presented for last time only to the Fixed assets registry of the Fiscal year in which the sale
occurred. Continuously, it will NOT be registered (inventory), and will never participate again to the Fixed assets registry.
The specificity of a fixed assets sale lies on the accounting posting:
Document
SNV

Account

Sale

Customers
Grants and other Sales Revenues
VAT Account

Sale Value + VAT


Sales Value
VAT Value

Depreciations
Transfer

Depreciated Fixed Assets


Fixed Asset Account

Reversed Depreciations
Reversed Depreciations

Transfer of sale value


(on profit case)

Grants and other Sales Revenues


Extraordinary Results (profits)

Sales Value
Sale Value (Acquisition Value
Reversed depreciations)
Acquisition Value Reversed
depreciations

Fixed Asset Account


Transfer of sale value
(on loss case)

Grants and other Sales Revenues


Extraordinary Results (losses)
Fixed Asset Account

FAD

Amount

Depreciation

Depreciations
Depreciated Fixed assets

Debit

Credit

Sales Value
(Acquisition Value Reversed
depreciations) Sales Value
Acquisition Value Reversed
depreciations
Depreciations Value
Depreciations Value

402/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED Assets Life Cycle

RETURN OF FIXED ASSET SALE


The fixed asset return from customer to whom it was sold, is not handled through the default documents configuration.
In order to be implemented, the following methodology is recommended:
1) Create an Inventory item with the fixed assets designation
2) Enter the standard cost price field of that item, with the cost that the fixed asset will be re-inserted to the Fixed
assets Register
3) Return-Credit Document using that (inventory) item
4) Stock asset capitalization with the fixed asset and the symmetrical inventory item, having as a value in both
pages, the standard cost value. The (NEW) depreciable acquisition that will be created for the fixed asset, will be
separately depreciated, from the initial one (that was depreciated in order to be sold).
5) Execution of the Stock valuation process

403/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED Assets Life Cycle

FIXED ASSETS DEPRECIATIONS


The term "depreciation" is meant to reducing the value of assets due to damage sustained over the time, either because
of their use in operating activities, or due to technological obsolescence. In this chapter, we will examine the way
depreciations are customised and calculated.

W HE N D E PR E CI A TI O NS C A LC U L AT E D ?
Compulsory
Each time the corporate results are published and since we are not obliged for short term results, once at the
end of the fiscal year.
BEFORE EACH SALE or other EXPORT (destruction etc.)
Optionally
Monthly. The monthly calculation is recommended in order to be able to export results (P&L) from
Accounting (for Management Information purposes), independently if the results are officially published.

D E PR E C I A TI O NS C A TE GO R I E S
In the Depreciable acquisition screen (which is automatically updated through each purchase/acquisition) the
different types of depreciations, are illustrated:

Book The official depreciations updating the Fixed assets registry of the company (for tax purposes), of
depreciations three types (standard, additional and inactivation-time), enabling separate ratio and calculation
process each.
Alternative The depreciations used by a different, parallel and independent depreciations plan for
depreciations managerial reasons.
Informative Supplementary (positive or negative) depreciations, updating the IAS statements. They act as
depreciations differences upon the Book Depreciations and give a different undepreciated balance.
Reversed Is the part of the acquisition cost that will be never depreciated, due to e.g. a fixed asset sale or
depreciations destruction etc.
Depreciations of The depreciations attributing to the amounts of grants. The amount of grant (when exists), is
grants value defined to the homonymous field of the depreciable acquisition (Grant amount).
The data of the Depreciable acquisition influencing the depreciations calculation, are:
Bottom value This value is not depreciated, but it remains as long the fixed asset belongs to the company. Its
value is usually 0.01* Acquisition quantity, but the user may change it. Its default value (assigned
during automatic creation) depends on a companys parameter value (Suggested fixed asset
bottom value per quantity unit).

404/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED Assets Life Cycle

Start depreciation It is the date from which the system


will start to calculate the
depreciations for the particular
acquisition. It is automatically
updated according to the Default
Depreciations Start Date companys
parameter.
The user may modify this date, after registering the acquisition, and before calculate depreciations.
Depreciation The last depreciation dates are automatically updated through the
dates system, during calculation of various types of depreciation. They are
taken into account by the calculation process in order to start from the
correct date.
Depreciation When activated, the depreciable acquisition is wholly depreciated within the same fiscal year,
within fiscal year whenever was obtained in this year.
Due to the various depreciations categories, there occur THREE undepreciated balances:
Undepreciated The official (for tax purposes) undepreciated balance arises through reduction of the
balance acquisition value by the Book depreciations and the Reversed depreciations.
Alternative The undepreciated balance (for managerial use) occurs by the possible alternative
balance depreciations plan and it arises through reduction of the acquisition value by the
Alternative depreciations and the Reversed depreciations.
Informative It is also parallel (but based on differential transactions) to the official undepreciated balance
balance (IAS) (for monitor IAS) and arises from the following equation:
Acquisition value + Informative cost modifications Accounting depreciations Informative
depreciations Reversed depreciations.

405/454

FIXED Assets Life Cycle

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

D E PR EC I A TIO NS R U L ES
Through depreciation rules, it can be described the method of calculation of depreciations values. The calculation
method depends on the depreciation method and the type (based on rates or based on lifetime) selected in the
depreciation rule. Each fixed asset may contain up to 3 depreciation rules (book/official, alternative and informative
depreciations).

D E PR EC I A TIO N M E T HO D S
Within each rule, we initially must select one of the following depreciation methods:

Linear or Fixed: In this method, the depreciation rate is constant each year, and the calculation is always based
on the initial acquisition value and thus the annual depreciation amount is every year the same. Example : If the
value of the fixed asset is 1.000,00 and we have defined a rate of 20% for each year or a 5 years lifetime, the
amount of the annual depreciations will be 200,00 (approximately, due to bottom value).
Descending : In this method, we define a rate applied on the remaining value. The calculation does NOT occur
on the initial acquisition value but on the remaining balance after the deduction of the current depreciations
Example : If the fixed asset value is 1.000,00 and we have defined a rate of 20% for each operating year, in the
st

1 year, the depreciation value will be 200,00 whereas in the 2

nd

year, it will be 160,00 and 128,00 in the 3

rd

year, until the fixed asset is fully depreciated.


Linear with % based on total numbers & Linear with declining % based on total numbers: By defining years
of lifecycle, the applied rate is increasing (in the linear with %) or decreasing (in Linear with declining %) based
st

on the type: remaining years/total number of years. Example : for 5 years with the 1 method of increase, for the
st

1 year the rate will be 1/15, the 2


with the 2

nd

nd

rd

2/15, the 3 3/15 etc. (where 15 is the sum 5+4+3+2+1). For the same case,
st

nd

rd

decreasing method, the rate for the 1 year will be 5/15, 4/15 for the 2 , 3/15 for the 3 year etc.

Totally in period or in fiscal year : It means that the whole acquisition cost will be depreciated into the period
or the fiscal year, in which the fixed asset was obtained.

T Y PE S O F D EFI NI T ION
When we create a depreciation rule, after defining the method, we need to select the type of definition:
Define based on coefficients: In the Define based on coefficients page of the depreciation rule, we can
define per fixed asset or for all the fixed assets having the particular rule, the appropriate depreciations rates.

From operating We define the operating year, if the usage starts from the 1st year, we complete 1. For each
year year we can have a different depreciations rate.
Upper & Lower We can define 2 depreciations rates for the permitted by the law rates. These are not used
coefficient limit for calculations, are exclusively informative data.
406/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED Assets Life Cycle

Standard It concerns the rate through which the standard depreciations will be calculated (part of the
depreciations rate total depreciations). Necessary for calculating depreciation.
Additional We define the rate of the additional depreciations. The additional depreciations are added to the
depreciations rate standard depreciations and affect the related balance. The field is optionally completed.
Inactivation-time We define the inactivation-time depreciation rate. After the fixed asset goes inactive (FAI
depreciation rate document), during the whole time remains inactive, can calculated depreciations by this rate,
otherwise, will be excluded from the calculation process.
Annual variance The Annual variance field can be completed to a linear method in cases: . when we want an
INCREASE of the rate per year based on the lifecycle, we give as the annual variance the years of
life and the initial rate e.g. rate 10% and variance 5, and thus in the next years, it will be
configured to 10%, 15%, 20% etc. . Inversely, when we want instead of the descending value
with a constant rate to apply a DESCENDING rate per year with a constant Base (value is the
value of acquisition), we define a negative annual variance, e.g. rate 30% and variance -5%, so,
each year, the rate will be decreased per 5% (30%, 25%, 20% etc.).
Fixed asset We can insert lines for particular fixed assets and so, include the whole depreciations logic within
the same rule (instead of having as many rules as the fixed assets categories). If do this, could
massively attach this rule to all the fixed assets.
If a fixed asset is NOT found in line/s of the rule, which is defined to the fixed asset, then, it is the
line/s with an empty fixed asset that will be taken into consideration, and thus the lines which do
NOT have a fixed asset completed, will be in force, for all the fixed assets which are not specially
defined to specific lines.
Define based on lifecycle: This page is available only if there is no line to the page based on coefficients (and
vice-versa). We can define per fixed asset or for all the fixed assets having the particular rule, the calculation to
occur based on the fixed asset lifecycle.

Fixed asset We can define a particular fixed asset for which the particular line of the rule will be in force. If
we do not define one, it will be in force for all the fixed assets having the particular rule.
Lifecycle units type We define if the lifecycle defined to the line is expressed in months or to years.
Lifecycle We define the fixed assets remaining lifecycle, which shows the depreciations rate.
Standard If the method is linear and the definition is based on the lifecycle, we have access to this
Depreciations rate field. By typing a rate, it is calculated the corresponding lifecycle and in reverse. This allows
to use rates for specific validity dates, instead of definition by rates and use of the
operating year only.
Valid from date AFTER some depreciations are calculated, it can be added a line with new lifecycle and thus,
after this date, the new remaining time, will be taken into consideration.
Using

(copy coefficient) button, the fixed assets list is displayed where we can undertake mass fixed assets

selection and create equal numbers lines to the depreciation rule. From the current line, the suggested rates are
taken. The user may undertake modifications per asset.

407/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED Assets Life Cycle

Customization issues of informative depreciation rules (IAS)

When we have an estimated configured statement which gives per Fixed asset or Fixed assets category, the
estimated lifetime, then, we only need to properly define the depreciation rule in order the calculation process to
return the expected depreciation amounts.
If lifecycle is defined (either for particular fixed assets or without a fixed asset definition, this means for all of those
following this rule), then, during the calculation of the informative depreciations (which implies that the book
depreciations are ALREADY calculated), the application will automatically calculate the proportional amount (either
through linear or descending method), by making sure that it will be depreciated EXACTLY at the LIFECYCLE that the
rule defines.

If there declared inactivation of fixed assets, and the definition occurs based on the lifecycle, no depreciation will be calculated
for the inactivation period, thus, the lifecycle must have taken into consideration ALSO this time range.

If the definition based on RATES, these can be either ABSOLUTELY or DIFFERENTIALLY defined, according to the
respective companys parameter of I.A.S. category:

The absolute or differential concerns the relation between informative depreciations rate and book depreciations rate.
Example
Suggesting that we have a 11% rate for standard depreciations and that, for I.A.S. the rate must be 15%.
We will either make a differential definition, by placing the 4% to the informative depreciations rule or we
will make the absolute definition by placing the 15% to the informative depreciations rule.
In both cases the result calculated to the depreciation amount is the SAME, however, the process of
DEFINITION differs.

408/454

FIXED Assets Life Cycle

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

D E PR EC I A TIO NS D U RI N G T HE E XPO RT
Before the export of a fixed asset due to a sale, destruction etc. it must occur a depreciation calculation for the
undepreciated value, in order the depreciations that will not take place any more, to be correctly calculated.
To the export document, after we select a fixed asset and a particular depreciable acquisition (if the fixed asset has
only one, it is then automatically completed), the following dialog is automatically opens for immediate depreciation
of the acquisition. The same dialog is called from the actions of the document line.

We confirm the date up to which the depreciations will be calculated (it is suggested the last date of the document
period) and we select Start calculation. Since for the particular depreciable acquisition, no depreciations were
calculated concerning the particular period, depreciation documents will be created after calculation, which will
decrease the undepreciated balance. Finally, during document saving, the reversed depreciations (that will must not
occur anymore) will be calculated and update the remaining value, that must become null.
To the fixed assets administration screen, we can see the depreciations
calculated directly through that process from within sale document
(before posting) and the reversed depreciations calculated and updated
after posting, resulting to a zero remaining value of the fixed asset.
The reversed depreciations calculated through the following formula:
Cost Value

Cost value * existing depreciation value


Initial acquisition value

As cost value in the document line, is suggested the acquisition value that corresponds to the line quantity:
Initial acquisition value
Initial acquisition amount * Document quantity

409/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED Assets Life Cycle

D E PR E C I A TI O N F O R P AR TI CU L AR F I X E D AS S E T
Through a particular fixed asset, we can calculate depreciations for the whole fixed asset or for a particular fixed
asset depreciable acquisition.
To calculate depreciations for the whole fixed asset, select direct depreciation through the horizontal toolbar:

To calculate depreciations for a particular acquisition, select direct depreciation through the toolbar of the section
of acquisitions:

To both appearing dialogs, we can calculate depreciations for the whole remaining value or for a part of this, by
defining the Percentage of value or the respective Quantity.
The calculation will occur up to the specific date declared to the dialog, per Acquisition, for those acquisitions that
have no depreciations for the particular period. Updating of fixed assets will occur through the depreciation
documents that these processes create.

410/454

FIXED Assets Life Cycle

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

M AS S D EP R E C I AT IO N S
Through the Periodic
Processes/End of Period
Processes menu, the
Depreciation
calculation can be
executed. This is the most
frequently used method
to run depreciations, since
it allows the mass (usually
monthly) calculation for
all fixed assets.
The appearing screen has
two sections. To the upper
section, we define the
type of depreciations to
be calculated and to the
bottom section, a fixed
assets view presented, to
select those for which the
calculation will occur.
Calculation from- The period for which the depreciations will be calculated. The depreciations documents
to period that will be created by the process, will have the to date, as registration date. It is
suggested the starting and ending date of the current period.
Select calculation Select the type of the depreciations that will be calculated (Book/Official, Alternative,
Informative, Grants).
Recalculate We select how the process will respond in case there already exist depreciations for the
existing selected calculation period.
depreciation
No : The existing depreciations will not be recalculated. If there are depreciations for
an acquisition, in the middle of the period, the process will respect these, and
depreciations will be calculated from the next day of the last depreciations calculation
up to the last day of the selected period. For instance, if we run calculation from 1/5
up to 30/6 and depreciations found on 31/5 then, depreciations will be only calculated
for the 1/6 period up to 30/6. The depreciations up to 31/5 will not be affected.
With cancelling documents: Through this option, all depreciations documents found
(within the selected date range) will be reversed and then, the depreciations will be
calculated for the whole period.

We use this option when we want not to loose the previous calculations, to keep a trace of
actions, or if, the existing depreciations have been posted to Accounting.

With documents deletion: Through this option, all depreciations documents found
(within the selected date range) will be deleted and then, the depreciations will be
calculated for the whole period.

411/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED Assets Life Cycle

Depreciation This choice leads to the selection of the appropriate document types for registering the
posting depreciations. The difference between the forecasted and the standard depreciation
documents is the accounts used, during posting. The documents of forecasted
depreciations, use specific accounts and do not affect the fixed assets group of accounts.
To the fixed assets view section, can enter criteria, run the view and select the fixed assets for which the calculation
will occur. Select Start calculation in order the process to begin.
The calculation is executed for all the selected fixed assets acquisitions and takes into account:

The company parameters concerning fixed assets sub-ledger

The depreciations rules defined to each fixed asset.

Acquisitions data, such as acquisition value, bottom value, grant amount, depreciations value, inactivation
period, the Depreciation within fiscal year setting, the Branch and the Cost centers
To the created by the process documents (presented through Transactions/Fixed assets/Depreciation documents
menu choice), we can see the calculated depreciations amounts per fixed asset and depreciable acquisition.

The Comment column updated by the process with useful information about calculation (type of calculation, date
range of each calculation, depreciation rule, rule line from which the rate was taken).
Companys parameters affecting depreciations calculation

1) In Default Depreciations Start Date parameter, select the way that the system gives default value to the
depreciations start date according to the acquisition documents dates.
2) The Depreciation based on twelve portions parameter affects the allocation of the per month depreciation. If
YES selected, it will occur an EQUAL DEPRECIATION per month (if we dont have inactivation), whereas if NO
selected, the calculation will be based on the number of days, varying per month.
3) The depreciations calculation processes generate documents, based on the respective parameters:

412/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED Assets Life Cycle

How to see the results of the depreciations calculation

View
1. Fixed assets registry,

Content
Detailed period and brought forward data, for acquisitions and depreciations values.

detailed Fixed assets


registry and Fixed Assets
Trial Balance

2. Depreciation analysis

Analysis of depreciations per type (standard, additional etc).

3. Annual depreciation

Analysis of book (official) depreciations per month (months as columns)

snapshot

The same report is available for the alternative depreciations too.

413/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ACCOUNTING Tasks

ACCOUNTING TASKS
ACCOUNTING CUSTOMIZATION
JO U R N A LS
From Tools/Customization/Accounting, we must define the Accounting Journals that will be used for ledger entries,
and set the method of operation, the required checks during editing, and the users access privileges to these.

Type negative If selected, it is allowed the inclusion of entries with negative values, otherwise, an error message
values will be appear in negative values given.
Check correlation To activate a check, according to which an accounting document cannot contain multiple lines to
rule both signs of update, for instance, if it contains many debits, it should only contain one credit and
vice versa. This rule ensures that the Trial balance of accounts matching can be taken. It presents
for each account, by what other accounts its amounts are originated.
Gaps in dates If activated, then the recording of definitive entries having a date which is earlier of the last final
prohibited entry for the journal, is not possible. The option protects the users from wrong issuing of older
ledger entries.
Check accounts If activated, then the system will check the Accounts compatibility settings, that defined to the
related sub-page of
the Journal. We could
enter accounts or
masks of accounts
and for each one, if its use is compulsory or prohibited, and if the check should be error or warning.
It is useful when many journals are in use e.g. In a Sales Journal, a Sales account to be included
anyway, or to a Cash Journal not to be used a VAT account etc.
Check accounts If activated, and the nature of the accounts used is NOT Mixed, but it is Debit or Credit, the
nature system should consider the sign of their entries to the specific Journal as compulsory, e.g. a Debit
accounts entry to be only Debit.
414/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ACCOUNTING Tasks

Insert definitive The options for the type of the accounting documents created to this Journal, are:
entries
Free: the user is free to insert a definitive document without any restriction.
If there are no temporary: a definitive document could only created if there are no temporary
documents (which will firstly need to be finalized).
Only with finalization: a definitive document could not be inserted. They are exclusively
generated by the finalization process (of temporary documents).
Retrospective Defines the days BEFORE the date of the last definitive entry, on which a definitive entry will be
entry days No. allowed (based on the login date). If the Gaps in dates prohibited setting is activated, then a prior
entry would not be allowed anyway.
If a negative number defined e.g. (-1) then there is NO control.
If zero (0) defined then, no entry or modification of entries is allowed in an earlier date compared
to the closed date (of the last definitive entry).
If a positive number defined, and the user login to the system with the date of the last definitive
entry, then creation of a definitive entry will be permitted for AS MANY days BEFORE this date. In
order this last date to be locked as well, period closing process will need to take place.
I.A.S. entries If it concerns adjustment entries to the International Accounting Standards.
Related closing The type selected, determines the modifications prohibition based on period closing. Period closing
period type process is not single, but it occurs according to type selected e.g. Sales, G/L Accounts etc.
Layout lines It concerns the grid format of ledger entries of the accounting documents screen, valid if only a
layout has not already defined to the accounting document type. The documents posting,
moreover, generates accounting documents WITHOUT an Accounting document type, so, this
Journals layout will be in force.
Branches To the Branches sub-page, the valid companys branches must be defined that the Journal
concerns. If we have no specific Journals per Branch, then, must select ALL branches to ALL Journals.
PRIVILEGES In this sub-page and for each user group, must defined the privileges for the particular Journal, to
the column document actions authorization, using a (multiple) select among the following:
Show: Concerns the projection of entries screen from anywhere it might be asked.
Insert INDEPENDENT entry: Concerns the functionality of creating an entry through typing (or Insert from file
etc.). It is not concerns entries generated by documents posting.
Modify informative data in INDEPENDENT entry: Concerns the possibility of modifying informative fields (e.g.
allocation profile, reasoning, project, user defined fields) of entries created through typing or a mass process
(except documents posting).
Modify official data in INDEPENDENT entry: Concerns the possibility of modifying official fields (e.g. date,
accounts codes, document number and Reference document, journal, amounts) of entries created through
typing or a mass process (and not by posting).
Delete INDEPENDENT entry: Concerns the possibility of delete entries generated by typing or a mass process.
Modify informative data in entry from ACCOUNTING POST: Concerns the possibility of modifying informative
fields (e.g. allocation profile, reasoning, project, user defined fields) of entries created through DOCUMENTS
POSTING.
Modify official data in entry from ACCOUNTING POST: Concerns the possibility of modifying official fields (e.g.
date, accounts codes, document number and Reference document, journal, amounts) of entries created through
DOCUMENTS POSTING.
Delete entry from ACCOUNTING POST: Concerns the possibility of delete entries generated through
DOCUMENTS POSTING.

415/454

ACCOUNTING Tasks

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

D O CU ME NT T Y PE
From Tools/Customization/Accounting we can the documents types that will be used for autonomous accounting
entries, meaning that they will NOT be generated through the documents of the various sub-ledgers (sales,
purchases, cash etc).
For the entries that are directly inserted to Accounting, it is recommended the use of document types (this is not
compulsory), in order the entries to be organized, grouped by category and to take numbering based on this.
Additionally, it facilitates the completion of some necessary data, since they set by default.

Prefix This code will be used as a numbering prefix of this type, accounting entries (the remaining document
code of the entry, will be simply a s/n).
Period type Select of it concerns Opening, Closing or Standard (normal) period. See to the Introduction Manual the
concept of periods that the system monitors, in order to organize the Balances of different sub-ledgers
and the autonomy of the Fiscal Years.
Branch Registration default branch
Journal The default journal.
Chart of accounts The chart of accounts which concerns (General Ledger, Informative, Analytical or Cost Accounting).
Each ledger entry may contain entries of only ONE chart of accounts, to ensure balancing within the
same accounting plan.
Balance Sheet If it concerns the closing period type, we define whether it concerns balance sheet closing entries (field
closing activation) or end of Fiscal Year settlement entries (field deactivation). These two types of closing
entries updates two different kind of totals to be able to update the respective End Year Trial
Balances.
Layout lines It concerns the grid format of ledger entries of the accounting documents screen. The 1st time in such
an accounting document, must change the columns and save using

, thus, it will be saved to this

name and automatically used in the future. If not defined, it is the Journals layout that will be used.
Independent State In some rare cases, the Accounting department decides to monitor the expenses through Accounting,
Reporting update independently to the other sub-systems, so, a trade account is entered and a State Summary Reporting
entry is created (usually, all the State Summary Reporting entries generated through the Purchases,
Sales and Expenses documents). In order to do this, you need to activate this field.
Nature of trade Concerns the case where we have an independent State Reporting update and thus, the trade account
account is either concerns the Purchases and Expenses Report (payable) or the Sales Report (receivable).
Trade nature Concerns the customization of a possible external accounting package.

416/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ACCOUNTING Tasks

CHART OF ACCOUNTS
The chart of accounts is set by default. Its management occurs through the Entities/Accounting menu.
GENERAL DATA

Identification data There are 4 codes and 3 descriptions available. Based on the customization for the symbol separating
the levels of the chart of accounts (if it is hierarchical), it is also displayed the Parent account of the
presented account.
Summary We define whether it will accept entries or not. The parent accounts of an hierarchical accounting plan
do not accept entries (they are summary).
Nature Debited, Credited or Mixed (it accepts debits and credits). In the Journal, can be defined a check related
to this field.
Groupings By using these 3 fields (Characteristic, Family, Category) can filter or group the Accounts to the various
views and reports.
Currency The currency to the ledger accounts has the effect of a BINDING CURRENCY where all the account
entries must be inserted, e.g. Deposits in USD. It is meaningful in CURRENCY ACCOUNTS. When it is
EMPTY, the user may use ANY CURRENCY to the entries. It is meaningless to enter EUR (or, in general
the base currency) to this field, unless we want to indicate that no entry allowed in any other
currency than the base one (although the system always maintains the amounts in base currency.
VAT & STATE If this account used to direct-autonomous entries into Accounting e.g. Expenses, it is defined the VAT
REPORTING category that belongs, in order to locate the % and the VAT entry to be automatically calculated. To the
Fields Section Related VAT account field, that account for the automated VAT entry defined. If participates to the
State Summary Reporting, the Affects S.S.A.R. field must be activated. None of these 3 fields needs to
be completed if all the transactions related to debtors and creditors registered through the documents
of the respective sub-ledgers.

417/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ACCOUNTING Tasks

VAT Periodic These settings concern the coding and print of the VAT Periodic Statement based on the chart of
Statement accounts. If you have the default chart of accounts, the characteristics are updated through the Mass
update VAT parameters special process to the Definition of accounts under National General Account
Plan, referring to VAT Statement views actions (Periodic processes/End of period processes/VAT Tasks).
Balance Sheet If the Balance sheet account field is activated, its balance, will be automatically transferred, during
Fiscal Year closing, to the Opening period of the next fiscal year. Otherwise, it will NOT be transferred.
The Transfer account is also used to Fiscal Year closing customization.
The Balance sheet group is an additional very important accounts grouping, since used to the ready
Balance Sheet customization (if you have the default chart of accounts, it is automatically updated
through Tools/Data Import-export/ Update balance sheet parameters), to all the Financials Reports and
to the Companys Performance Indicators (Capital & Liquidity structure and Management policy and
Efficiency).
ADMINISTRATIVE DATA

Target entry Concerns the allocations to Cost Accounting


For those accounts which are optionally distributed at the time of the entry, you must define
allowed. They will participate to the mass allocations, based on the Allocation step.
For those accounts that allocation is meaningless, define prohibited and
For those that is compulsory requested, define required. They are compulsory participated to
mass allocations and much more, if an allocation profile declared, it always occurs an on-line
allocation.
The mass allocations process detects the not allocated entries and consequently, you can later complete
any omissions through this.
Allocation step Its completion is a NECESSARY CONDITION in order for a distributable account to participate to the
mass allocation process. It is a grouping field for the accounts concerning allocations and covers the

418/454

ACCOUNTING Tasks

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT


st

nd

update necessity to PHASES (e.g. 1 phase from general ledger to auxiliary cost centers, 2 phase from
rd

auxiliary to main cost centers and 3 phase results formation). In order for two allocation stages to be
executed within one process (the one after the other), it is necessary to have a continuous Seq. No.
Matching Used if a particular costing account is always surcharged by this accounts transactions e.g. expense
account accounts that directly go to only one cost center. It can be used as a variable to the Allocation profiles.
Contra Select the contra-account that balances the allocation entries f this account, in case that Analytical
account Accounting is used for Costing/P&L (that is, a double-entry Ledger). It can be used as a variable to
the Allocation profiles.
Allocation If defined, the account always participates, to the automatic (on-line) allocations, since you have not set
profile the Target entry = prohibited. The Allocation profiles (Customization/Accounting/Allocation Profiles)
define how the original entries of the account will be allocated, to which cost accounts (destination) and
the conditions under which will be either debited or credited.
Use of For each one of the corporate (horizontal) dimensions, can define its relation to the particular account,
dimensions based on two characteristics:
USE
Not null value required: the appropriate dimension value must definitely have a specific value
to all of this accounts entries.
No: the use of this dimension is prohibited, it must be always empty.
Optional: the user decides if he wants or not to define a value.
Default value: if selected, the respective dimension value field (below) must also entered and
thus, all entries of this account will automatically obtain this dimension value. This feature is
necessary to monitor Cost accounts developed per dimension, so, the account identity leads
to a specific dimension value e.g. accounts for transport expenses per project or accounts of
labour costs per business unit, per production line etc.
DIMENSION VALUE
It is completed when for a dimension, the default value is in use.
Budget group It is an additional accounts grouping, used during budget compilation. It can be used if we want a
special codification for budget, instead of using any other accounts group field.
Balance Sign As to the budget, could be used a SINGLE column balance for all accounts and compute the expected
total for a group of accounts (e.g. for a simple P&L statement, where the revenues must presented
with a positive balance and the expenses with a negative balance, to decrease the revenues as to the
grand total of the pre-configured report. Especially if, the P&L based on General Ledger accounts, the
revenues must have a Credit balance (with expected illustration to the budget as positive amount) and
the expenses a Debit balance (illustrated to the budget as negative amount). Provided that their sign
defined correctly, the final results will also correctly presented to the pre-configured review (cube).
This sign is considered similarly for the forecasted amounts (to the budget itself), that usually defined
without sign for P&L purposes (that is, all amounts are positive).
USER DEFINED FIELDS
In case we need more fields, additional static fields of various types provided (dates, comments, numbers, flags, tables)
for free use and for accounts grouping/print, the name of which is configured through Tools/Customization.

419/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ACCOUNTING Tasks

ACCOUNTING DOCUMENTS

Indication that the entry derives from a sub-system document. Any modification (if the user has
the privilege) is possible to cause problem to accounting reconciliations.
Document type Entered when entries are created through typing. It produces the document code with the types
prefix and that code cannot be changed (it functions like a computerized series). If the entry
concerns a document issued by a third party and you want to type the source documents code,
use the Related document code field. This field appears to all the Journals and Account
Statements.
Chart of accounts A compulsory field. Each accounting entry contains accounts of ONE chart of accounts in order to
ensure balancing within the same accounting plan. To the account lines, must only be declared
the related accounts.
Journal Compulsory field.
Document code The number-identity of the accounting entry. If there is a selected document type, the code is
automatically generated and cannot be changed.
Reasoning Selection among the pre-configured reasonings or to type freely any comment. The reasoning is
transferred to the lines where it can be altered by line. It appears to all Journals and Account
statements.
Registration date The date with which the document will update the system. It is not necessarily the actual date
that the accounting event took place. This is the date of REGISTRATION which may have a
distance compared to the actual, according to the margin allowed by the tax law. The actual
(draft) documents date could be entered to the Related document date field.
Type It takes the Temporary, Definitive, Audit values. All the entries during created, take
automatically the respective value, depending on the menu selection used, and it does not
change through the screen.
420/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ACCOUNTING Tasks

Related document If the document has been primarily issued by another issuer, here, we type the number of the
code source document. When the document generated through accounting posting, the alternative
document is transferred to this field, except of cancelling documents when in this field, it is
transferred the document number which is cancelled through this.
Related document It is the related documents issue date. When the document generated through accounting
date posting, the alternative document date is transferred to this field.
Trade account Entered when the transaction concerns a debtor or creditor and issued primarily as an accounting
document, instead of using the respective sub-ledger documents e.g. Expenses (NOT
recommended).
Branch It is transferred to the accounts lines, but it may differ per line (this header field gives a default value).
S/N A unique, automatic systems numbering.
Journal S/N The annual unique numbering per Journal, given during finalization process.
Dimensions Project, Activity, Business unit, Dimension 1, Dimension 2. The values of these dimensions can be
entered, in order to be transferred-suggested to accounts lines.
Cancel indicator The field is automatically takes the values: Standard (entries which are primarily typed or
generated by accounting posting), Cancelled (entries for which cancellation occurred),
Cancelling (entries generated from other entries cancellation through the options of the
Actions menu).
Origin The field is automatically takes the values: Typing, Post, Process. A process could be a mass
allocation, import from external source, entry cancellation etc.
Period type The field is automatically takes the values: Standard, Opening, Closing and this value, is
either derived automatically by the document type or by the menu selection, cannot be typed. As
for the opening balances, there is a special menu option. The closing entries are usually occur by
template documents which define the period type or through the Balance Sheet Operations
menu option.
Origin account It automatically obtain its content through the allocation process. It is the account, the entries OF
WHICH have produced the current document (allocation).
Approval No. Optional field for the entries consistency check.
Forecasting Informative field for classification of forecasting entries (expected invoicing, forecasted
depreciations etc.). It can be used as a criterion to various entries views.
Balance Sheet Among the entries having Closing period type , some are SETTLING and other concerns
closing ACCOUNTS CLOSING (by not participating to the last temporary Trial balance). The 2nd category
is defined through the activation of this field. It is automatically derived by the document type.
Intercompany It is activated when the entry concerns a transaction within the group of companies. Such entries
EXCLUDED by all consolidated Reports. It is automatically updated through accounting posting.
Currency & The currency is an informative field for primary entries and transferred to the lines. Despite this,
Exchange rate each line may has its own currency. If the account defines a foreign currency, then in each line,
this will be selected as the default otherwise, it will be suggested the one of the header. Each line
includes the amount into the base and to the foreign currency. The DEBIT<->CREDIT balancing
of the accounting document is exclusively concerns the BASE CURRENCY.
Check, Approval, Classification properties to facilitate organization processes of the Accounting Department. They
Official print flags can easily activated (or de-activated) through mass modification functionality of the views.
Remarks Informative field which is printed to Statements/Journals with (concatenated to) the reasoning field.
421/454

ACCOUNTING Tasks

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ACCOUNTS DEBITS
CREDITS

Search of account is achieved through code or title


Accounts not belonging to the chart of accounts defined to the header, are not acceptable. Since
there is even one account line, the chart of accounts to the header is NOT editable.
Accounts which are included to the Journals excluded accounts, are not acceptable, and in the
end (during saving), a final check occurs concerning the existence of required accounts (if the
check accounts setting of the Journal is activated).
Lines with zero amount not allowed.
With

or F11 to a line, the system sets the appropriate amount and sign (debit or credit) in

order the accounting document to be balanced.


With

or F8 the user may insert percentages (%) instead of amounts, giving the total amount

(basis for applying percentages) to the bottom area. The percentages entered into the two new
appearing columns (debit %, credit %):

To each line that concerns a distributable account, the accounts Allocation profile is
automatically
transferred. If
defined a required
allocation, the
profile will be automatically applied and the line will obtain a color differentiation.
Through F9 or

(allocation) or Shift-F9 or

(cancel allocation) we can alter the allocation

automatically generated.

If the account defines that the allocation is just allowed, then, the allocation will be generated
only if the user will ask for it (

). If the allocation is prohibited, whatever is the content of the

allocation profile, it will be ignored (allocation cannot exist), as expected.


422/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ACCOUNTING Tasks

ACCOUNTING DOCUMENT TEMPLATE


Beyond the manual entry method, an accounting document could produced by applying a template. In the templates,
some typical kind of ledger entries can be described like Balance Sheet closing entries or Closing / Settlement of monthly
VAT obligations etc.

In the general data of the Template, we complete the Accounting document type which gives values to some important
and necessary data of the entry (chart of accounts, journal etc)
To the draft lines section of the template entry, we define the method and the form of the created entries. It has 2 subpages: Lines (where we can see all of its lines) and a Current line (where we can see the detailed data of each line).
The insertion or deletion of a line can be achieved through the horizontal toolbar of this section. In each line we define:
Account Mask We can define the particular account or an account mask. What does this mean? If the next field
Mask expansion" is activated, this ONE line of the draft, will have to the produced entry, as many
lines as the child accounts that will occur through the expansion of the code segment (mask) that
we have defined.
Mask expansion It must be activated, if to the previous field a mask has been given and not a specific account.
The mask needs to be translated by the system into detailed accounts.
Reasoning A reasoning for the line
Horizontal A particular value can be given for the following fields: Project, Business Unit, Activity, Dimension
Dimensions 1, Dimension 2. They will be transferred while generating the entries.
Calculate At this point we define the amount that we want to be placed to the entry and the sign of the
debit or credit. The amount type has the following values:
Fixed Amount. We give a particular amount. A case where a fixed amount could be used, is for
the fixed monthly expenses e.g. rents, insurances, leasing etc.
Balancing. This option dictate that the system will undertake balancing of the whole accounting
document produced through this specific accounts line (with the appropriate amount and sign in
order no balance to occur). It is meaningless to lines where a mask defined, the account must
be obviously, specific.

423/454

ACCOUNTING Tasks

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Expression. Through this option, could create a query to the accounts monthly financial data or
to use the other lines of the template so, to dynamically define the amount of the entry. In this
case, it must be selected the action button

For example, the amount of another line could be used (by selecting line amount) and in this
case, to the right part of the dialog, the Seq. No. of that line it must be given. If related line
amount selected, the Seq. No. will be relative to the current line. If lines total or related lines
total selected, then, a range of line numbers must be given (from-up to). After the definition to
the right part of the dialog, it is necessary to select the Accept button, thus, it will automatically
be created the expression to be executed during the application of the template. With Accept to
the bottom part of the dialog part (where the actual expression presented), the definition ends
and we return to the previous screen of the lines definition.
Especially when an ACCOUNT BALANCE is selected, to the right part of the dialog, must enter
the appropriate values to the requested parameters in order the system to read the correct
amount from the account monthly financial data (e.g. balance, debit, credit, Progressive Debit or
credit, what type of entries must be taken into account, etc.).
The accounting document templates are configured through Tools/Customization/Accounting menu and they are
selectable and applicable through:
1.

The Actions menu of a new accounting document

2.

The Transactions/Accounting documents menu

3.

The Fiscal Year Closing process, during executing Phase A

424/454

ACCOUNTING Tasks

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CORRECTIVE TRANSACTIONS OF TRADE ACCOUNTS


For errors correction that might have occurred during documents issuing, corrective documents will be possibly needed.
The following documents, can be used:
For debit or credit correction:
Appropriate documents types: SJD (Receivables debit note)
SJC (Receivables credit note)
PJC (Payables credit note)
PJD (Payables debit note)
To the header of these documents, in order the appropriate accounting entries to be correctly created, a
G/L account must be given to the header (to balance the accounting document to be created).
For debit or credit correction with simultaneous entries to another trade account, of reverse sign:
Appropriate documents types: TOD (Account debit balance offsets)
TOC (Account credit balance offsets)

st

To the 1 document, the debited trade account defined to the header and the credited to the lines.
In the 2

nd

document, the credited trade account defined to the header and the debited to the lines.

It can be used trade accounts of any nature, receivable or payables, just selecting the correct line type.

425/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ACCOUNTING Tasks

ACCOUNTS OF TAXES & WITHHOLDINGS


A special account is an ITEM as to the system (a service provided or an expense) which participates to invoicing
procedures and...
1) Has no quantitative substance, but only VALUE
2) Defines rules of AUTOMATIC CALCULATION, depending on the values of the main items
3) Can be automatically incorporated to item lines or to participate as a separate line

S PE C I A L A C CO U N TS M AN AG E M E N T
The method of update due to special accounts participation to the different transactions, depends on their type.

Especially in the trade and cash transactions (where there is an automatic calculation), in order for the special accounts to
be able to be used, they must have been declared as acceptable within the documents types, in the
Withholdings/Charges page.

This can be also achieved through the special account administration screen (from the Actions menu):

If the calculation of a special account depends on an item or/and the trade account of the document, it must:
Be incorporated to a SPECIAL ACCOUNTS GROUP depending its type (Tools/Customization/Special Accounts/Groups)
This group, needs to be defined to the related item group or/and to the related trade account (e.g. a charge to be
incorporated to a charges group and to be defined to the charges group of the appropriate items or customers etc.).
We could also use the mass modification functionality of views (as an example, you may study the implementation of
the Recycling tax).
426/454

ACCOUNTING Tasks

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

S PE C I A L A C CO U N TS TH E V AL U E O F W HI C H I S I N CO R PO R A TE D TO T H E I TE MS
These special accounts:

1.

Participate to the items net value calculation

2.

Their VAT is calculated based on the %VAT of each line item

3.

The Discounts are summarized to the DISCOUNT 4 of the lines, and reduce the value

4.

The Charges and the Taxes are summarized to homonymous lines fields and increase the value

5.

The taxes of % type depending on Item can be included to the Retail prices

6.

Withholdings and Benefits are NOT incorporated to lines

S T AN D ALO NE S P E CI A L A C CO U NT S
These special accounts:
1.

Have their own % VAT and independent VAT calculation

2.

Are separately updating Accounting

3.

Do not participate to the Items turnover or purchases cost

4.

Discounts and withholdings reduce the value, charges and taxes


increase the value. The benefits does NOT affect the value

5.

Can progressively calculate their value (e.g. 3% withholding on the value, after the application of the previous
withholding)
On line amount. The calculation based on the value of
the previous special account of the same category.
On running-total. Will be calculated based on the
document value and the value of the special accounts
that have preceded this line.
Example
st

1 Withholding: 20% on the net value (100*20%=20).


2

nd

Withholding: 2% on the previous line, this is 2% of the 20, the result will be 0,40.

rd

3 Withholding: 2% on the running total, this is Net value=100 minus the previous 20,4 thus 79,60*2%=1,59.
Obviously, the application of the continuous calculation method, depends on the special accounts sorting within the document.
If you have such cases, you need to be very careful when entering (sorting) the special account, checking the Line number.
During an automatic application, the system takes into consideration the special accounts line number, among the
acceptable of the document type. You can alter this order to that point, using the moving actions (

).

427/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ACCOUNTING Tasks

DOCUMENTS POSTING
The posting creates accounting documents for every sub-ledger document, concerning Accounting and properly
customized, in order to update Accounting.

M E T HO D O F E X E CU TI O N
The process is executed through the Periodic processes/End of period processes/Postings menu:
To the appearing dialog, the user defines a date range and
the accounting Journal/s for which the accounting entries
will be produced, based on the posting configuration of the
document types. The process can be executed separately
per branch and document type.
The Document review button option, displays the
documents list that have not been yet posted.
Through the Periodic posting scheduling button, can
be defined when and how often the process will being
executed, without the user intervention.
With the Shortcut button, we can add the task to the
current Shortcut List.
The Confirm button option causes the automatic documents posting for the criterions selected, provided they
are not posted yet.

CU S TO M IZ A TIO N ME T HO D
The pre-configured posting customization of the document types, included to the system, take into consideration:
1) The accounting categories as they are suggested and matched to the various entities e.g. items accounting
category merchandises to all items which are merchandises, accounting category domestic customers to
the customers etc.

2) The accounting groups with the format of the proposed accounting plan of 4 degrees, which represent a
specific development per account, according to what is monitored by this account.

428/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ACCOUNTING Tasks

3) The particular accounts which defined to some entities e.g. expenses, cash and Bank accounts etc.

4) The accounting Journals defined to document types.

5) The standard reasoning as proposed per source (e.g. Document header, item line etc.)

429/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ACCOUNTING Tasks

ACCOUNTING GROUPS
The accounting groups describe ONLY the logic of the chart of accounts, meaning that for each accounting group,
that is used by documents' posting process (the same group used mostly to many documents), we define how the
account code (which either debited or credited), will be formed (each segment of it) based on the document's data
or the related entities' data.
The accounting groups use the accounting categories. For each accounting category, there are 4 codes
(accounting segments) selectable
to an accounting group, in order to
create (forming) the account code.
The same 4 codes provided to all
the systems code lists (like category, business unit, region, department, etc) in order to be able to participate to an
account codes formation (which describes each accounting group).
Through "Tools/Customization/Accounting post/Accounting groups", the display features of the accounting groups
list, make obvious the way these groups are already defined, by the preset posting configuration:

For each group, the defined account code format is displayed, based on the proposed chart of accounts (ZeroDB).
By moving to an accounting
group, to the bottom part of
the screen, we can see the
documents, for the posting of
which, this accounting group
is used. When we ask

, we

will see how exactly this group


is used. To the example on the
side, the sales account
selected:

430/454

ACCOUNTING Tasks

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

Especially to this example, we can see that:


1) The sales account of the Invoices-Goods Delivery Notes (SNV)is updated with CREDIT by the NET VALUE
2) The format of the Sales account is:
[Item#2].[Trade account#2][Document type#1].[00].[..branch.Accounting segment][VAT#3]
Which means:
nd

[Item#2]

To the 2 segment of the items accounting category (e.g. 70 merchandises)

[Trade Account#2]

To the 2 segment of the trade account accounting category (e.g. 0 domestic)

[Document type#1]

To the 1 segment of the document accounting category (e.g. 0 wholesale)

[00]

Constant digits 00

[..Branch. Accounting segment]

The content of the accounting segment field of the documents branch e.g. 00

[VAT#3]

The 3 segment of the accounting category of VAT category e.g. 23

nd
st

rd

All code segments are separated with . except the 2

nd

rd

and the 3 and the last 2.

The result is the formation of the following account code -> 70.00.00.0023
With double click to the group or through the

icon, we can see and modify this description.

When any change has occurred (compared to the customization proposed by the system), the appearing of the
accounting group changes (becomes bold) in order the modifications to be visible.

With the

icon, we can RECALL the default (system) content to the selected accounting groups.

431/454

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

ACCOUNTING Tasks

ACCOUNTING ENTRIES CONFIGURATION


If the accounting document, that has to be produced by a document type, needs to be different than the default
which provided by the system, an accounting model may be defined through the document types administration
screen, in Accounting sub-page.
During posting of documents, belonging to a document type
where a model is d