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E E B B S S D D a a i i l l y
E E B B S S D D a a i i l l y

EEBBSS DDaaiillyy pprroocceesssseess aanndd UUssee CCaasseess

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 201

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.

© Copyright 201 1 Entersoft S.A. All rights reserved. No part of this work may be

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.of the publisher. Regarding the present content … It serves exclusively informative goals. No guarantee

It serves exclusively informative goals.the present content … It may be altered at any time. No guarantee whatsoever is handed

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.the publisher. Regarding the present content … It may be altered at any time. It serves

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

CCOONNTTEENNTTSS

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

23

FINANCIAL DATA

26

COMMERCIAL TERMS

28

CONTACTS

30

CONTROL AND INFORMATION DATA

31

SALESPERSON

32

SUPPLIER

33

CREDITOR

34

DEBTOR

34

EXPENSES

35

SERVICE

38

INVENTORY ITEM

40

IDENTITY

40

ADMINISTRATION

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

HOW TO ACTIVATE COLOR-SIZE, LOTS OR SERIAL NUMBERS

49

ITEMS SUPPLIERS & PURCHASE PRICES

50

STORAGE

51

RELATED ITEMS

55

ITEM PRICES PER VARIATION

56

CONTROL AND INFORMATION DATA

57

DEFINE WAREHOUSES

57

UPDATE SUPPLIERS

57

ASSIGN MEASUREMENT UNIT

57

UPDATE COST PRICES

57

FIXED ASSETS

58

CASH & BANK ACCOUNTS

60

ACCOUNT DATA

61

CREDIT CARDS CONFIGURATION DATA

63

CHEQUES NUMERATION DATA & CHEQUES PRINT

65

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

OPENING BALANCES

67

TRADE ACCOUNTS OPENING BALANCES

68

CUSTOMERS & DEBTORS

68

SUPPLIERS & CREDITORS

68

WAREHOUSE INVENTORY

69

FIXED ASSETS INVENTORY

70

ACQUISITIONS

70

DEPRECIATIONS

71

LIQUIDITY ACCOUNTS OPENING BALANCE

72

NOTES INVENTORY

72

RECEIVABLE NOTES IN PORTFOLIO

72

RECEIVABLE NOTES TO BANKS

73

RECEIVABLE NOTES TRANSFERRED TO SUPPLIER

73

PAYABLE NOTES

73

ACCOUNTING OPENING BALANCES

74

PURCHASES

75

SUPPLIERS OFFERS

76

OFFER FROM A PARTICULAR SUPPLIER

76

OFFER FROM MULTIPLE SUPPLIERS

78

ORDER TO SUPPLIER

79

MANUAL INPUT

79

BASED ON AN OFFER

81

BASED ON OFFERS EVALUATION

81

BASED ON CUSTOMER ORDER

82

THROUGH THE STOCK REPLENISHMENT PROCESS

83

GOODS RECEIPT FROM SUPPLIER

85

PENDING RECEIPT OF INVOICE

85

BASED ON ORDER

86

DUE TO REPLACEMENT

86

FROM REPAIR

87

HOW TO CHECK THE ACCURACY OF RECEIPT OF GOODS

87

SUPPLIER INVOICE

89

FOR A GOODS RECEIPT NOTE

89

INVOICE GOODS RECEIPT NOTE

92

INVOICE GOODS RECEIPT NOTE BASED ON ORDER

96

INVOICE OF ADDITIONAL CHARGES

96

INVOICE ANTERIOR OF GOODS RECEIPT NOTE

97

SEND GOODS TO SUPPLIER

98

PENDING RECEIPT OF CREDIT NOTE

98

WITHOUT CREDIT NOTE PENDING

98

CREDIT NOTE

99

CREDIT DISCOUNT NOTES

101

ISSUE OF THE SUPPLIERS ORIGINAL DOCUMENT

101

DISCOUNT FOR A PARTICULAR INVOICE

101

REBATE CLAIMS FROM SUPPLIERS

102

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

DISCOUNTS EXPECTED IN THE NEXT FISCAL YEAR

PURCHASES ON CONSIGNMENT & CLEARANCE

102

103

SALES CLEARANCE

103

MATCHING OF PURCHASES RETURNS

104

MATCHING OF SALES RETURNS

105

RESOLUTION ENTRIES

105

PREPARATION OF MATCHING

105

CHANGES IN MARKET PRICES

107

HOW TO MONITOR CHANGES IN PRICES

107

HOW TO VERIFY COMPLIANCE WITH THE AGREED PRICES

108

HOW TO ADJUST SELLING PRICES WHEN PURCHASE PRICES CHANGE

109

PURCHASES OF SPECIAL CATEGORIES ITEMS

111

WITH COLOR-SIZE

111

WITH LOTS

113

WITH SERIAL NUMBERS

115

COMMERCIAL AGREEMENTS & CLAIM OF REBATES

117

HOW TO DEFINE A COMMERCIAL AGREEMENT

118

HOW TO SEE THE RESULTS & UPDATE FORECASTS

121

HOW TO CHECK THE IMPLEMENTATION OF AGREEMENTS

121

EXPENSES

122

EXPENSE RECEIPT SERVICES INVOICE SERVICES CREDIT NOTE SELF-DISPENSES RENTALS CARSEXPENSES FREELANCERSPAYMENTS

123

126

126

127

128

128

129

RECEIVING SERVICES

129

WITHHOLDINGS

129

CERTIFICATES FOR SERVICES PROVIDED

129

EXPENSES WITH COMPANYS CREDIT CARD

130

BANKING INTEREST EXPENSES

131

PAYROLL

132

OBLIGATIONS TO THE EMPLOYEES

132

PAYROLL PAYMENT

132

PAYROLL ADVANCE PAYMENT

132

CLEARANCE OF PAYROLL ADVANCED PAYMENTS

133

EXPENSES ADVANCED PAYMENTS & CLEARANCE

133

EXPENSES ADVANCE PAYMENT

133

RECEIPT OF EXPENSES DOCUMENTS

133

CLEARANCE

133

EXPENSES PER COST CENTER

134

ALLOCATION THROUGH RULES ASSIGNED TO EXPENSES

134

ALLOCATION THROUGH TIME SHEETS

136

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COSTING OF IMPORTS

141

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

142

143

144

144

147

153

155

PAYMENTS

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

158

159

161

163

164

166

167

168

RELATED ENTITIES (ACCOUNTS) FOR CLEARING

168

FINANCIAL CLEARANCE

168

VAT PAYMENT

170

PLANNING OF PAYMENTS

171

PAYMENTS BY COMPUTERIZED CHEQUES

171

PAYMENTS BY MANUAL CHEQUES

173

MASS PAYMENTS THROUGH BANK

173

PAYMENTS APPROVAL PROCESS

175

PREPARATION OF PAYMENT ORDERS

175

APPROVAL OF PAYMENT ORDERS

176

CREATE PAYMENTS BASED ON APPROVED ORDERS

176

SALES

178

OFFER TO A CUSTOMER SALE ORDER

179

184

BASIC FUNCTIONALITY

184

STOCK AVAILABILITY

187

ALTERNATIVE, COMPATIBLE & ACCESSORIES

188

SELLING COMBINATIONS OF ITEMS

188

SET/KIT

188

SPECIAL BOM (MACRO)

188

GIFTS AND OFFERS

189

DISCOUNT FUNCTIONALITY

189

GROSS PROFIT MARGIN ON LINE COST

189

CORPORATE DIMENSIONS

190

INFORMATION DURING ORDERING

190

MASS REPLACEMENT ITEMS IN ORDERS

191

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

STOCK RESERVATION FOR CUSTOMERS

195

MANUAL INPUT

195

AFTER APPROVAL OF CUSTOMER ORDER

195

DURING ISSUING AN ORDER

195

SHIPPING TO A CUSTOMER

196

GOODS DELIVERY NOTE (INVOICE PENDING)

196

GOODS DELIVERY NOTE FOR AN ORDER

199

MANUAL ENTRY OF DELIVERY & POSTERIOR CONNECT TO ORDER

201

HANDLING OF TOTAL QUANTITY TO BE DELIVERED (WEIGHING)

203

DELIVERY WITH NO CHARGE

204

DELIVERY NOTESRENUMBERING

204

ORDER ROUTING PROCESS

205

INVOICING CUSTOMERS

206

FOR A DELIVERY NOTE

206

SALE INVOICE GOODS DELIVERY NOTE

209

INVOICING OF ORDERS (WITH PRICES AGREED IN ORDER)

210

INVOICING OF ORDERS (WITH NEW PRICES)

210

INVOICING ADDITIONAL CHARGES

210

NO CHARGE GRANTING TO A CUSTOMER

211

INVOICING OF PUBLIC SECTORS CUSTOMERS

213

CUSTOMER ORDER OF HIGH PRIORITY

214

ORDER WITH DIRECT RESERVATION OF AVAILABLE STOCK

214

DIRECT ORDER TO SUPPLIER ON BEHALF OF THE CUSTOMER

214

RECEIVING GOODS BY SUPPLIER

215

SHIPPING AND INVOICING OF RESPECTIVE CUSTOMER

215

SALE ORDER CANCELLATION

216

CUSTOMER SALE RETURN

217

PENDING ISSUANCE OF A CREDIT NOTE

217

AFTER DELIVERING ITEMS FOR CHECK OR TEST

217

SIMPLE QUANTITATIVE GOODS RECEIVING

217

RETURN POLICY

218

CREDIT NOTE

220

FOR A GOODS RECEIPT NOTE

220

SALES DISCOUNT CREDIT NOTE

220

DISCOUNT FOR A SPECIFIC INVOICE

221

CREDIT NOTE FOR VAT EXEMPTION

221

RECEIPT OF A DESTROYED ITEM FROM A CUSTOMER

223

RETURNING DEFECTIVE ITEM TO THE SUPPLIER

224

ITEM REPLACEMENT

224

CREDIT INVOICE

224

SELLING ITEMS OF SPECIAL CATEGORIES

225

SET/KIT

225

COLOR AND SIZE

226

LOTS AND SERIAL NUMBERS

226

BAILMENT

227

ITEMS WITH A RECYCLING TAX

229

CANCELLATION NOTE

232

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FACTORING

233

TRANSFER OF CLAIMS

233

FUNDS RECEIPT BY BANK FACTORING AGENCY

234

EXPENSES CHARGED BY THE FACTORING AGENCY

234

PAYMENT OF TRANSFERRED INVOICES

235

PAYMENT BY CHEQUE OF TRANSFERRED INVOICES

236

COOPERATION WITH MANY FACTORS - CLAIMS MONITORING PER FACTOR

237

PRICELIST CUSTOMIZATION

BASIC PRICES

238

238

ITEM PRICES

238

ITEM PRICES PER DIMENSION

238

PRICES PER ZONE

238

VAT INCLUDED IN PRICES

239

BASIC PRICELIST

239

DISCOUNTS ON THE BASIC PRICES

244

DISCOUNT FIELDS

244

DISCOUNTS BASED ON QUANTITY

245

DISCOUNTS PER ITEM CATEGORY

246

DAILY, WEEKLY OFFERS

249

PROVIDING THE MAXIMUM DISCOUNT TO THE CUSTOMER

249

APPLICATION OF PRICELISTS DURING SALE PROCESSES

250

DOCUMENT TYPE

250

PRICE CHOICE PRIORITY

250

CONTROLLED USER ACCESS TO PRICES/DISCOUNTS

251

GLOBAL PROCESSING OF SELLING PRICES

252

FOR A PARTICULAR INVENTORY ITEM

252

MASS PROCESS OF ADJUSTMENT SELLING PRICES

253

AUTO-ASSIGNMENT OF PRICES TO ASSOCIATED ITEMS

254

INVOICING POLICY

256

INFRASTRUCTURE - MODEL

256

CONFIGURATION

257

EXAMPLES

261

SALES DISCOUNTS CONTROLLING SALES AND DISTRIBUTION PERFORMANCE INDICATORS

269

270

RETAIL SALE POINTS

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)

276

CLOSING (CASH DELIVERING)

276

CASHIER DEFICITS AND SURPLUSES

277

STORE STATISTICS

278

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

STORESSALES STATISTICS (ONLINE)

278

SALES PER STORE BY HOUR

278

AVERAGE TRANSACTION VALUE PER STORE BY HOUR

278

DEPENDENCY OF SALES BY WEATHER CONDITIONS

279

VISITS PER STORE OVER TIME

279

SALES RELATED TO NUMBER OF VISITS

279

STORESAUDIT VIEW

279

PROVIDING SERVICES

280

SERVICES RENDERED INVOICE SERVICES RENDERED RECEIPT VARIOUS REVENUES (INTERESTS ETC) SERVICE REPAIR INVOICE ITEMSSHIPPING WITH NO CHARGE SERVICE CREDIT INVOICE RETAIL SERVICE CREDIT NOTE

280

280

280

281

281

281

COLLECTION MANAGEMENT

282

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

283

284

284

285

286

287

289

LOAN COLLATERAL ACCOUNT

289

RECEIPT CHEQUES BY CUSTOMERS

289

ASSIGNING CHEQUES TO THE BANK

289

GRANTING FROM THE LOAN BANK ACCOUNT

289

DEPOSITING FUNDS IN THE LOAN BANK ACCOUNT

290

REPAYMENT OF CHEQUES/NOTES RECEIVABLE

291

REPLACING A CUSTOMERS CHEQUE

292

CUSTOMERS ADVANCE PAYMENT

293

STAND ALONE RECEIPT

293

WITHIN THE SALE ORDER

293

COLLECTION MANAGEMENT PROCESSES

294

COLLECTING OUTSTANDING RECEIVABLES

294

PROCESSING OUTSTANDING RECEIVABLES

295

COLLECTOR JOURNAL

296

CONTRACTS

297

NEW TRADE CONTRACT INVOICING BASED ON A CONTRACT

297

298

OPEN ITEMS MONITORING

299

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FORECAST OF INFLOWS & OUTFLOWS

299

SETTLEMENT WITH CUSTOMERS

299

CREDIT DAYS

299

MATCHING METHODS

299

MATCHING RULE

300

PAYMENT METHOD

300

PAYMENT METHODS PER ITEM CATEGORY

303

USE OF DIMENSIONS TO PAYMENT METHODS

304

DEFINITION OF PAYMENT METHOD FOR CREDIT CARDS

304

COMMON PAYMENT METHODS FOR MANY CASH DESKS

305

EXAMPLES OF PAYMENT METHODS DESIGN

306

MATCHING PROCESSES

307

MATCHING DEBITS/CREDITS

307

MATCHING RECALCULATION

308

EXCHANGE DIFFERENCES

308

OPEN BALANCES CONTROL

311

AGEING OF RECEIVABLES/PAYABLES

311

REMINDER LETTERS (MAIL-MERGE)

312

BALANCES JUSTIFICATION

313

PAY-OUT RATIOS

313

INTEREST ON ARREARS

314

AUTOMATED INVOICING OF INTEREST ON ARREARS

314

CUSTOMER STATEMENT WITH ANALYSIS OF OPEN RECEIVABLES

315

CREDIT CONTROL

316

CREDIT LIMITS

316

SIMPLE CREDIT LIMITS TO CUSTOMER REGISTER

316

CREDIT CONTROL POLICY

316

IMPLEMENTATION OF CREDIT POLICY DURING TRANSITIONS

321

ON-LINE APPROVAL OF ORDERS

322

POSTERIOR APPROVAL OF ORDERS

323

PRECONDITIONS

323

WORKFLOW EXAMPLE

323

TRANSFERS AND INVENTORY CORRECTIONS

325

PHYSICAL INVENTORY

325

REGISTER OF STOCK COUNTING IN WAREHOUSES

325

UPDATE THE NOT COUNTED ITEMS

326

HOW TO ENTER STOCK COUNTING FROM EXTERNAL SOURCES

326

CORRECTIONS AND DIFFERENCES RECALCULATION

327

UPDATE OF SHORTAGES-SURPLUSES

327

SPECIAL CASES

327

STOCK VARIATIONS MONITORING

327

INVENTORY PER PACKING UNIT

327

IN-HOUSE TRANSFERS

329

ORDER A TRANSFER FROM ANOTHER SITE

329

TRANSFER BETWEEN WAREHOUSES

330

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

THIRD PARTIES WAREHOUSES STOCK REPLENISHMENT BASED ON SHORTAGES

331

333

PRODUCTION & ASSEMBLY

335

BILL OF MATERIAL

335

BASIC STRUCTURE

335

FORECASTED COST CALCULATION

338

MASSIVE REPLACEMENT OF CONTENTS

338

ASSEMBLAGE

339

ASSEMBLY NOTE

339

DIFFERENCE BETWEEN ASSEMBLY & PRODUCTION

341

ASSEMBLY BASED ON SALES

341

DISASSEMBLING

342

PRODUCTION ORDER

343

BASED ON CUSTOMER ORDER (MAKE TO ORDER)

345

DESTINED FOR STOCKPILING (MAKE TO STOCK)

345

MATERIAL ADEQUACY CONTROL

346

DURING THE REGISTRATION PROCESS

346

BASED ON NON-EXECUTED PRODUCTION ORDERS

346

ORDERING & RECEIVING RAW MATERIALS

347

PRODUCTION CONSUMPTIONS UPDATE

347

SIMULTANEOUS DECLARATION OF PRODUCTION & CONSUMPTIONS

347

PRODUCTION & POSTERIOR DECLARATION OF CONSUMPTIONS

348

CONSUMPTIONS BY STOCK COUNTING OF PRODUCTION SITE

349

VERIFICATION OF CONSUMPTIONS REGISTERED

350

PRODUCTION EXPENSES

350

OUTSOURCING PRODUCTION

351

SUBCONTRACTOR REGISTERS

351

SUBCONTRACTOR WAREHOUSES

351

WORK FLOW

351

PRODUCTION THROUGH DISSOLUTION

352

PRODUCTION IN PROGRESS

353

HOW TO DECLARE THE PRODUCTION-IN-PROCESS

353

WHEN WILL THE PRODUCTION-IN-PROGRESS BE DECLARED

353

PRODUCTION-IN-PROGRESS INVENTORY AT FISCAL YEAR END

353

SPECIAL PRODUCTION ISSUES

354

COLOR & SIZE BASED PRODUCTION

354

MANAGEMENT OF SEMI-FINISHED PRODUCTS

356

PRODUCTION PHASES

358

PRODUCTION COSTING CONFIGURATION

360

COSTING FOLDER

360

COST ELEMENT TYPE

360

PRODUCTION COSTING PROCESS SCENARIOS

365

ALLOCATION BASED ON MATERIAL PARTICIPATION IN BOMS

365

ALLOCATION BASED ON THE PRODUCTSWEIGHT

366

ALLOCATION BASED ON PRODUCTION ORDERS

367

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COSTING PROCESS OF OUTSOURCING PRODUCTION

368

INDIRECT COST ALLOCATION BASED ON ACTIVITIES

370

DEFAULT SCENARIOS

372

COST DETERMINATION PROCESS & OUTPUT

373

PRODUCTION COSTING EXECUTION

373

PRODUCTION COSTING BOOK

373

PRODUCTION COST OVERVIEW

375

ESTIMATED VS. ACTUAL PRODUCTION COST

376

BALANCES & REGISTERS

376

PRODUCTION COSTING FOLDER

377

POSTING TO COST ACCOUNTING PRODUCTION PROCESS INDICATORS

378

380

STOCK VALUATION

381

DEFINITIONS

381

STOCK VALUATION

381

STOCK VALUATION METHODS

381

COSTING PERIOD

382

ACQUISITION COST

382

GRANTS COST

382

STOCK VALUE

382

BRANCHESINDEPENDENT RESULTS

383

FORECASTING ENTRIES

383

ASSUMPTIONS

385

TRANSACTIONS TO BE TAKEN INTO CONSIDERATION

386

TRANSACTIONS TO BE IGNORED

386

STOCK VALUATION PROCESS

387

HOW TO LAUNCH THE PROCESS

387

PROCESSING BASIC STEPS

388

COST DIFFERENCE TRANSACTIONS

390

COST DETERMINATION PER LOT

391

PROCESS ERRORS RECORDING

391

CONTROL AND RESULTS

392

VALUATION DOCUMENTS

392

OFFICIAL COST PRICES PER PERIOD

392

COMPARE OFFICIAL COST PRICES

392

INVENTORY TRIAL BALANCE COLUMNS JUSTIFICATION

393

TRIAL BALANCE & REGISTERS FOR COST CONTROL

393

TRANSACTIONS AFFECTING COST

394

COST BALANCE JUSTIFICATION (FIFO\LIFO\FCP)

394

GRANT COST JUSTIFICATION (FIFO\LIFO\FCP)

395

DOCUMENTSEFFECT TO STOCK VALUATION

395

REVIEW OF UPDATING INVENTORY

396

MANAGEMENT INFORMATION

397

FIXED ASSETS LIFE CYCLE

398

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

FIXED ASSET RECEIVING

398

FIXED ASSET INVOICE

398

AGAINST RECEIPT NOTE

398

INVOICE-RECEIPT NOTE

398

INVOICE OF ADDITIONAL CHARGE

398

FIXED ASSET FROM ABROAD

399

STOCK ASSET CAPITALIZATION

399

FIXED ASSET RETURN TO SUPPLIER

400

CREDIT INVOICE

400

DUE TO RETURN

400

DISCOUNT OF FIXED ASSETS PURCHASE

400

FIXED ASSET COST CENTER ALTERATION

400

FIXED ASSET SALE

402

RETURN OF FIXED ASSET SALE

403

FIXED ASSETS DEPRECIATIONS

404

WHEN DEPRECIATIONS CALCULATED?

404

DEPRECIATIONS CATEGORIES

404

DEPRECIATIONS RULES

406

DEPRECIATIONS DURING THE EXPORT

409

DEPRECIATION FOR PARTICULAR FIXED ASSET

410

MASS DEPRECIATIONS

411

ACCOUNTING TASKS

414

ACCOUNTING CUSTOMIZATION

414

JOURNALS

414

DOCUMENT TYPE

416

CHART OF ACCOUNTS

417

ACCOUNTING DOCUMENTS

420

DOCUMENT TEMPLATES

423

CORRECTIVE TRANSACTIONS OF TRADE ACCOUNTS

425

ACCOUNTS OF TAXES & WITHHOLDINGS

426

SPECIAL ACCOUNTS MANAGEMENT

426

SPECIAL ACCOUNTS THE VALUE OF WHICH IS INCORPORATED TO THE ITEMS

427

STAND ALONE SPECIAL ACCOUNTS

427

DOCUMENTS POSTING

428

METHOD OF EXECUTION

428

CUSTOMIZATION METHOD

428

ACCOUNTING GROUPS

430

ACCOUNTING ENTRIES CONFIGURATION

432

APPLYING POSTING RULES RETROACTIVELY

435

LEDGER ENTRIES FINALIZATION

436

FISCAL YEAR CLOSING

437

PREPARATION ACTIONS

437

Α

INVENTORY SALES & PURCHASES

437

Β

TRADE ACCOUNTS

437

C

GENERAL SUB-LEDGERS CONTROL

437

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

D

ACCOUNTING

438

Α’ PHASE OF CLOSING

440

BPHASE OF CLOSING

443

CALCULATION OF CURRENT BALANCES

446

OFFICIAL REPORTS

446

BALANCE SHEET & RESULTS STATEMENT CONSOLIDATED REPORTING PURGING OF FISCAL YEARS

447

451

452

MANAGEMENT INFORMATION TOOLS

453

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

MMAANNUUAALL AAIIMM

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 new registers

How do we manage the processes of purchases and supplies purchases and supplies

How expenses are monitored expenses are monitored

How do we organize payments payments

The way ordering, delivery and invoicing of sales is accomplished ordering, delivery and invoicing of sales is accomplished

How do we handle item prices and discounts to the customers prices and discounts to the customers

How do we monitor salespersons performance salespersons performance

How do we organize and monitor receivables receivables

How do we handle inventory and fixed assets inventory and fixed assets

How do we monitor the processes of production and product costing production and product costing

How do we organize the monthly and yearly Accounting tasks monthly and yearly Accounting tasks

PPrreerreeqquuiissiitteess 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.

using the guidelines found to the Technology Guide . The manual is structured for support the

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.

fields etc, which are only available to Entersoft Business Suite and not to Entersoft Expert, have

ENTERSOFT BUSINESS SUITE-ENTERSOFT EXPERT

COMPANY STRUCTURE

CCOOMMPPAANNYY SSTTRRUUCCTTUURREE

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

of system companies is achieved through the main menu: From the companies list we have access

From the companies list we have access to the company‟s management screen. The completion of the company‟s necessary identity data, is accomplished in the 1 st page:

identity data, is accomplished in the 1 s t page: For each company, is automatically entered

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.

NNEEWW BBRRAANNCCHH NNEEWW WWAARREEHHOOUUSSEE

In the “Addresses” tab-page, we must define:

11

The Head office of the company

22

The Branches

33

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-machinesmore than one companies or branches. Also, if the company: sends goods or fixed assets for

sends goods or fixed assets for repair to suppliersthe company: is responsible for repairs of devices-machines sends goods to exhibitions-demos or sampling undertakes

sends goods to exhibitions-demos or samplingsends goods or fixed assets for repair to suppliers undertakes transfers for others account takes responsibility

undertakes transfers for others accountto suppliers sends goods to exhibitions-demos or sampling takes responsibility for the storage of third parties

takes responsibility for the storage of third parties items until their delivery to customersor sampling undertakes transfers for others account …probably has the need to monitor Inventory PER THIRD

…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 Addressestab-page, these registers must be defined, with their data:

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CCOOMMPPAANNYY Structure

X X P P E E R R T T C C O O M M

Site identity

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

Selection between persons defined as company managers (in „Persons/Associatestab-page).

Branch

Is activated when it is branch

VAT Regime

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 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.

Segment

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

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CCOOMMPPAANNYY 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 as an area where the item CAN BE placed.

activation

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

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

, the Web site , as well as the following information: icon, a dialog opens, containing

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

Default Retail

It is used in Retail receipts, in case we want to differentiate behavior per branch e.g. VAT regime, pricelist etc.

Customer

Default Expenses

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.

Creditor

User defined fields

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 1 st page:

to the “master address” area , in the 1 s t page: What Is the difference
to the “master address” area , in the 1 s t page: What Is the difference

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.

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CCOOMMPPAANNYY Structure

AALLTTEERRAATTIIOONNSS TTOO SSIITTEESS

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 «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.

1 st scenario: Usage alteration from Warehouse to Branch

11

A new “logical” site should be defined, which will be characterized as Branch (and Warehouse) with the same address data.

22

New document series for the new Site should be created

33

In-house transfer of the stock must occur from the old to the new site, with the proper reasoning (change of use)

44

The previous address warehouse») must become inactive

2 nd scenario: Warehouse Transfer

11

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.

22

If the transfer demands issue of Delivery Note or/and when the warehouse is transferred to a different Branch authority, a new Address must be opened and as with the 1 st scenario, all inventories must be transferred and the previous address to become inactive.

3 rd scenario: Warehouse inactivation replacement by another warehouse

11

The stock must be transferred to the new warehouse

22

The warehouse must become «inactive»

33

In documents series where this Warehouse was the default warehouse, a replacement must occur with the new warehouse.

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