After an attribute is <<assigned to an object>>, it is possible to specify a value of that attribute for object instance. It means that if attribute, for example, Color is attached to object Item, then it is possible to specify a different value (color) of that attribute for each item.

To do so, on the object instance form, for example, item form, go to tab Attributes and click on the button [Add] in the Attributes button group. A list of attributes assigned to that object will open. Select attributes which must be assigned to that object instance and specify their values.

Depending on the type of the attached attribute, its values can be specified by:

• typing the values manually (Text, List, Customer/Vendor, Employee, Item, Purchase Invoice, Purchase Quote)
• selecting them from a drop-down list (List, Directory)
• selecting a parameter (Logic Value)
• selecting from a built-in calendar (Date)
• selecting a number with the help of arrows (Number)

Multi-company attributes

In the case of multi-company attributes, presentation of attribute value, that is assigned to an object, depends on the level of company structure from the level of which the object is being edited.

In the parent company, on an object, by a multi-company attribute, there is an active option of expanding the nested list. Value presented in the column Value is assigned to parent company. Values defined for child companies are listed upon clicking on the button [+] located next to attribute name.

In the case of multi-company and polyvalent attributes, a drop-down list of attribute values includes all the values defined for each company.

When detaching an attribute from an object which has values specified in other companies, an appropriate message will be displayed. If deletion is attribute is confirmed, it will be removed from object in the parent company and in all the child companies.

From the level of other centers of company structure, it is not possible to expand the list of attribute values of other companies. Presented attribute value is assigned to a company to which a user is logged in. In the case of multi-company and polyvalent attributes, those attribute values will be displayed, which are defined for a center to which a user is logged in.

If an attribute has a value which is attached also to another center of Company type, then such attribute cannot be deleted from object.

Periodic attributes

In the case of periodic attributes that are assigned to an object, it is possible to add values and to specify their validity periods. These values can be defined on the form opened upon clicking on the suspension points button […] in the column Value.

[hint] For periodic attributes it is not required to maintain continuity between defined periods. [/hint]

To assign a given attribute to an object, it is necessary to mark it from the level of Configuration → (General) → Attributes, in the tab Objects, in the section Attributes To Be Added and select [Associate] button from the list Object Relations in the main menu. Such attribute will be moved to the section Added attributes  which means that it is assigned to the object.

To remove an association between an attribute an and an object, it is necessary to select an appropriate attribute in Added attributes section and click on [Assign] button. The attribute will be moved back to the section Added Attributes.

In the menu, there are standard buttons for adding/deleting/saving a given object from the list as well as buttons for refreshing and closing the list.

For the object Item, an additional parameter Copyable is available in the section Added Attributes. If the parameter is checked for a given attribute assigned to the object Item, when copying an item, the attribute derived from the source item along with its value (values) is copied.

Defining an attribute

A new attribute can be added by clicking on [Add] button on the list of attributes.

Name is a mandatory field whose value must be unique and can be composed of up to 50 characters (letters and digits). A user can also define translations of names into languages available in the system.  Name field is a context field – the entered name is given in language selected from the drop-down list located on the right side of the field. The field InternalName may be used to identify an attribute class and it also must be unique for each attribute.  By default, the value of this field is retrieved from the field Name, not including special characters.

Other data regarding attribute must be defined in section Data Type and Format.

• Type – type of attribute value:
  • Text – any sequence of characters
  • Number – positive or negative number
  • Directory – an existing generic directory is assigned to the attribute a one of its values will constitute the value of the attribute

• Logic Value – selection button
• List – selected item from the list of values defined by the user. New values cannot be added to the list if the parameter Closed list has been checked
• Date –in format: yyyy-mm-dd
• Customer/Vendor – if selected, attribute value will be a customer/vendor selected from the list of customers/vendors defined in the system
• Employee – if selected, attribute value will be an employee selected from the list of employees defined in the system
• Binary Data – if selected, attribute value will be a graphic file from the object form, to which the user assigned an attribute of that type
• Item – if selected, attribute value will be an item selected from the list of items defined in the system
• Purchase Invoice – value of attribute will be purchase invoice selected from the list of purchase invoices defined in the system
• Purchase Quote – value of attribute will be purchase quote selected from the list of purchase invokes defined in the system
• Fixed Asset – value of attribute will be fixed asset selected from the list of fixed assets defined in the system

• Format – field active only if one of the following values is selected in Type field:
  • Number – available formats: integer, decimal number with two decimal places, decimal number with four decimal places
  • List – available formats: text, integer, decimal number with two decimal places, decimal number with four decimal places, SQL query (values of the list will result from an executed SQL query). Upon selecting the last format, the field SQL Query becomes active and then an appropriate query text can be entered.

In order to materialize data for SQL Query, it is necessary to select [Execute Query] button from the main menu and then [Materialize] button from Directories For not materialized attribute of List type with SQL Query format it is not possible to check parameter Multi-company

• Default Value –value which is by default assigned to an attribute after it is assigned to an object. The field will be greyed-out if parameter Multi-company is selected. For Purchase Invoice and Sales Quote types, an additional button [Select] appears, which opens the list of documents of one of those types defined in the system.
• Directory – allows for assigning a value from selected generic directory to an attribute. =

On the attribute form, it is also necessary to determine attribute parameters:

• Active – parameter checked by default. If unchecked, selected attribute cannot be used by the objects in the system
• Analytical – if checked, a given attribute will be transferred to BI data warehouse and then used in the controlling analyses. The parameter is not available for the type Binary Data
• Closed list – if checked, it means that it is no longer possible to add new values to an attribute
• Periodic – if checked, it is possible to define attribute values which will be valid within specified periods

• Polyvalent – parameter available for attributes of Text, Dictionary or List type, if checked, it becomes possible to add more than one value to an attribute
• Response to question – if checked, an attribute can be assigned to an object Questionnaire. The parameter is available for the following types: Text, Number, Logic Value, List or Date
• Multi-company – if checked, different attribute values can be assigned for centers of Company type
• Grouping – if checked, it is possible to specify attributes which will be displayed in eShop for grouped items – base products. The parameter is not available for the following types: Number, Date and Binary Data.

With the use of selection buttons available under the Parameters section, it is possible to decide whether other modules and applications cooperating with Comarch ERP Standard should have possibility of modifying attributes or displaying them only.

In field Description, additional notes regarding defined attribute can be provided.

Defining attribute value

To add a new attribute value, first mark an attribute on the list of attributes and then click on the button [Add] available in section Attribute Values on the right in the Value button group.

An attribute value must be typed in a selected language in the column Transaction Values. Here it is possible to add subsequent translations of the attribute value in various languages.

Attributes represent additional information which can be defined and assigned to objects available in the system (e.g., items, customers/vendors/invoices etc.).  Each attribute has specific type. Depending on selected attribute type, a user can define its format, predefined value and/or directory value.

The list of attributes is available from the level of the menu Configuration → General → Attributes

List of attributes

The list of attributes is divided into two tabs: Attributes and Objects llists

The tab Atrributes is divided into two sections:

• List of attributes ─ contains all attributes defined in the system along with their basic data: name and predefined value
• List of attribute values ─ contains values defined for attributes of List or Directory type

If the list of attributes contains multi-company attributes, an additional section, Comapny Structure, is displayed, which allows for previewing all attribute values assigned within a given company.

The section Company Structure presents all company structure units defined in the system.

After marking with the cursor a given company, all values assigned to attributes within that company appear along with predefined value, provided that it was defined.

If there are several companies marked in the window, all values of attributes common for the selected   companies are displayed on the list of attribute values. A default value is however displayed only if it is the same for all the highlighted companies. In case of entering/removing an attribute value, it will be added/deleted for   all of the marked companies.

Values of a not materialized multi-company attribute of Directory type can only be added and removed with the use of the buttons [Attach] and [Detach]. Dateiled information regarding materialization of an attribute can be found here.

Values of a multi-company attribute of List or Directory type can be copied between companies. To copy an attribute value, highlight given attribute value on the list of attribute values (from the level of indicated company) and then click on the button [Copy].

The tab contains all system objects to which it is possible to assign attributes.

The list of objects is divided into three sections:

• List of objects with names of particular objects
• Attributes To Be Added with attributes which can be added to an object
• Added Attributes with attributes assigned to a given object

The list of attributes associated with a given object is composed of the following columns:

• Attribute Name ─ value retrieved from the attribute definition
• Measure ─ parameter available for analytical attributes, allows for parametrizing a measure to ensure that attributes are properly uploaded to BI (Business Intelligence) module
• Required ─ if the parameter is checked, field in the column Default Value will be mandatory
• Default Value ─ value retrieved from the attribute definition with a possibility of changing

General information

Each one of document types can have its own numeration scheme (i.e., numerator) defined, according to which a number is assigned automatically to a document at the moment of its issuance. A numerator can be freely modified by the user. Handling of numerators can be performed from the level of Configuration → Documents → Numerators.

On the left side of the window, the list of numerators is displayed, whereas on the right side, edition form of selected numerator is presented. Next to the list of numerators, there is Active column. The column is provided for information purposes only. An operator with permission Change of numerator granted can change numerator. After applying changes to an existing numerator and clicking on [Save Current] button, the edited numerator is deactivated by the system and replaced by a new numerator with the same name.

Before carrying out the operation the operator must confirm selection in the window with message regarding changing of numerator.

The menu of the list of the list of numerators contains <<standard buttons>> allowing for adding, deleting and saving numerators along with their elements.

Numerator form

Numerator form is composed of the following elements:

• Name ─ numerator’s name
• Document Symbol ─ document’s code which will be presented in the numerator, value retrieved automatically from a <<document type>> definition, but it can be modified by the user. A document symbol can be composed of letters or digits only.
• Unconfirmed Documents Prefix ─ prefix differentiating unconfirmed documents. It serves to assign the next available number to unconfirmed documents during their generation (when confirmed, the prefix is not included in a given number).
• Example ─ example of a numerator including values defined by the user
• Start Number ─ Numeric value with which document numbering in a numerator will begin
• Number of Digits ─ number of digits of which document number in a numerator will be composed, e.g., if the number of digits in the number is 4 and document number is 1, the number will be 0001

Numerator Elements list contains a list of elements which form document numerator. The list is composed of the following columns:

• Separator ─ symbol separating particular elements of a numerator, symbol / is defined by default in the system
• Function ─ function performed by a given element in a numerator, drop-down list containing the following values possible to select:
  • Document Symbol ─ value from the field Document Symbol, mandatory element, must be unique within the system
  • Month – numeric value defining the month in which a document a document was issued. After selecting this function, parameter Two-digit month appears on the edition form. If it’s checked, month is displayed in a two-digit form, e.g., May – 05.
  • 4 or 2- Digit Calendar Year – four- or two-digit calendar year retrieved from the system date of a computer
  • Financial Year ─ sign of <<accounting year>>. An accounting year can differ from calendar year.
  • Number ─ changeable part of document numeration. For each issued document of a given type, the system will increase section with number at rate of 1. Number can consist of unlimited number of digits and it will be displayed with leading zeros, e.g., number of digits in number equals 4, number of document will be: 0001 Number start digit and its length are set with parameters Start Number and Number of Digits
  • Document Series ─ series associated with a document type. Detailed information regarding document series can be found in article <<Series>>.
  • Warehouse ─ code of warehouse in which documents are issued
  • Account – name of <<VAT account>>
  • Unconfirmed Documents Prefix ─ value retrieved from the field Unconfirmed Documents Prefix. Using of the element is recommended for numerators of reports and cash/bank transactions. If a database is generated in the Polish language this parameter is not mandatory, whereas in the French language version this parameter is mandatory and is set as “B”.
• Affects ─ if the parameter is checked, a given element affects document numeration. It means that ever time that element of the numerator is changed, the document numeration will start from the beginning, that is from number 1.

Numbering chronology control

 Section Control the numbering chronology during document confirmation is available only for databases   created in French language. This functionality can be used in documents covered by the mechanism of prefix numeration:  JE, OB, IR+, IR-, PI, SI, SIVC, PIVC, PIQC, SIQC, SO, PO, WM+, WM-, VSI, VPI, VSIC, VPIC, AN, ERD, R, RVC, RQC, SOR, SORVC, SORQC, POR, PORVC, PORQC, OBC, RE, CHECK, VPIUA, VSIUA, VPICUA, VSICUA, PQ, SQ, SRS, CRS, ASI, API, ASIQC, ASIVC, APIQC, APIVC.  It contains the following parameters:

• Don’t control
• Warn – the following message will be displayed while confirming a document with the following warning: “In the system, there are already documents with later date of issue (respectively a date of receipt or a posting date). The numbering chronology will be disturbed. Would you like to save the document? [Yes]/[No]”
• Write lock – when a document with the write lock is to be confirmed (even if there is another document in the system with the earlier date than the last confirmed document of a given type, which has already been cancelled), the following message will be displayed: “Cannot save the document. In the system, there are   already documents with later date of issue. Change the document date of issue [date] and save the document.”  This parameter can only be changed when all documents of the same numeration scheme have been confirmed.

Defining new numerator

To add a new numerator, click on [Add] in the main menu, in the Numerators button group.  A form of newly created numerator will be open, where it is necessary to complete Name and Document Symbol fields. The user can freely fill in the other fields and add selected numerator’s elements. During definition of numeration scheme, the following rules must be observed:

• A numerator does not have to be composed of all available elements. It must contain at least two of them, that is: Document Symbol and
• Each numerator must have unique name
• Elements of a numerator must be unique
• Values of numerator’s elements cannot be empty
• Each element must be separated with separator
• Order of elements is unrestricted
• Numerator can contain maximum 9 sections
• Numerator cannot contain both of the following elements at the same time: 4 – Digit Calendar Year and 4– Digit Calendar Year
• Calendar Year and Financial Year cannot be present in one document number at the same time
• Account is not obligatory but it should appear in numeration of documents from Cash/Bank module, because it allows to obtain separate numeration of reports and entries within particular accounts

Assigning numerators to document types

For a defined numerator to be available for a given document type, it is necessary to add it to the list of numerators available in the tab Numbering Schemes on the <<edition form of a document type>> (Configuration → Documents → Types → document type edition form).

In case there are many numerators assigned to one document type, when issuing a document, the system uses the numerator for which Default parameter is checked on the list of numerators.

Numeration of confirmed documents will be continuous in the following order:

• date of issue of a document
• date of receipt/issue ─ for PI, PIQC, PIVC, PIAC, API, APIC, POR, PORQC, PORVC, PORAC documents if value in Numbering by Date column is appropriately specified in tab Numeration Schemes of a given document type definition
• date of registration/issue ─ for accounting documents

 Using of free document number

When a saved document is deleted, its number is released and it can be reassigned to an issued document.

To enable the functionality, it is necessary to activate permission Using of free document number in tab Other Permissions for a given operator group (Configuration → Company Structure → Operator Groups → operator group edition form).

If date of issue on the deleted document is the same   as system date, the released number is assigned to a subsequent newly created document whose date of issue   is the same as on the deleted document. If the date of issue on the deleted document is different from system   date, a gap occurs in the document numeration and the system automatically assigns a subsequent number.

General information

Numeration series can make part of a document <<numerator>> and allows for maintaining the appropriate numeration of documents. This is particularly essential when there are more points of sale attached in the <<rights structure>>. In such case, each workstation should have its own series to be able to check where a given document was issued. In order to open the list of series, from the menu Configuration and the Documents list of buttons, select the button [Series].

 The menu of the list of series contains <<standard buttons>> allowing for adding/deleting/saving and refreshing items on the list.

The list is composed of the following columns:

• Code ─ numeration series code, visible in the numerator containing the series
• Name ─ numeration series name
• Type ─ drop-down list allowing for selecting the type of numeration series, available values: Local and Distant
• Active ─ if the parameter is checked, it is possible to use a series on a document
• Application ─ drop-down list allowing for determining whether a given series is to be used in the system or as a series identifying a POS workstation. Available values: Comarch ERP Standard and POS

Defining a numeration series

In order to define a numeration series, click on the button [Add], placed in the main menu or directly above the list of numerations. After that, a new, empty row will appear on the list of series. Fields Code and Name are mandatory. The value of the code must be unique. The parameter Active is checked by default and can be unchecked at any moment during the work with the system. Field Application can be edited until a series is saved.

Attaching series to the centers of company strucutre

In order to attach a series to many <<document types>> within a given center, it is necessary to open the menu Configuration → Company Structure → Objects Availability. Then, on the list Rights Structure, mark a given center and on the List of objects, Series item. Then, on the right side, a list of numerations series is presented. With the use of buttons available in the main menu or above the list, it is possible to attach/detach selected series. On the form of series edition (button [Edit] in the main menu or in the panel above the list of series), it is possible to select documents for which a given series is to be applied.

Series can be also assigned to particular document types within a given center. In order to do so, it is necessary to open the menu Configuration → Company Structure → Rights Structure → edition form of selected center.

To attach a series to selected document type, it is necessary to open the tab Documents, and then the edition form of selected document type, where tab Series is available. In the tab, with the use of [Attach] and [Detach] buttons available in the main menu or above the list of series, it is possible to attach and detach series of document numerations defined in the system.

An appropriate configuration of document types available in the system allows for using them in a correct way. Buttons [Types], [Numerators] and [Series] related to the configuration of document types are placed in menu Configuration, in Documents button group.

In the group, there are also <<[Comission Invoices]>> and <<[Tac Returns]>> buttons.

Document types

Managing of documents of a given type can be performed from the level of the list of documents (Configuration → Documents → Types). The list is predefined in the system and the user cannot add new items to it.

On the left side of the window, there is the tree with <<groups of document types>>.  On the right side, there is the list of document types belonging to a given group along with their codes and names.

The menu of the list of document types contains <<standard buttons>> allowing for adding/editing/deleting groups of document types and for editing items of the list of document types.

It is possible to define own groups of document types and and to assign them to selected document types defined in the system. Such operation can be performed with the use of [Add Group] button which is placed in the main menu or above the tree of document groups.

Edition of document types

In order to edit a document type, it is necessary to highlight a given item on the list and then, from the level of the main menu or of the panel placed above the list of documents, select the button [Edit] (this option is available also in the context menu). A form of document type opens.

Tab General

 The tab General contains basic information regarding document type. Section Parameters  is composed of the following elements:

• Code – document code, defined by the system (non-editable field)
• Name – document name, defined by the system
• Group – drop-down list allowing for assigning a document to a group, contains predefined values:
  • Non-grouped
  • Trade Release
  • Trade Receipt
  • Warehouse Receipt
  • Warehouse Receipt
  • Accounting
  • Cash-Bank
  • Complaint
  • Debit Collection
  • Fixed Assets
• Include in the trading period – if the parameter is checked, a given document type is included in <<trading periods>>. The parameter is available for trade and warehouse documents only.
• Include invoices whose 150/90 of days passed in the month for which a tax return is calculated – parameter available for <<VAT-ZD document>>.

Section Item Parameters contains Price Precision drop-down list which allows for determining a maximum <<price precision>>, that is a number of decimal places with which it will be possible to enter price in a given type of document. It is available only for those documents in which it is possible to enter price/value (e.g. sales invoice, purchase invoice, PO receipt, fixed asset acquisition document etc.).

Tab Diagram

 The tab Diagram presents a graphic scheme of possible statuses a document can adopt. Possible statuses:

• Initiated – document form has been opened but it has not been saved
• Unconfirmed – document saved as unconfirmed, editable
• <<Confirmed Quantity Total>>
• Confirmed – document confirmed or saved permanently, not editable
• Posted
• Printed – document printed on a receipt printer
• Posted/Printed – document posted and printed on a fiscal printer
• Closed – document closed
• Pending – a document is being processed (regards e.g., complaints or orders)
• Processed – document processed (regards e.g., complaints or orders)
• Deleted – a document has been deleted and is not visible in the system
• Canceled
• Reversing Entry – regards journal entries, a confirmed journal entry has been deleted (reversed)
• Reconciled – regards <<CD>> document, a document has been reconciled, which means that data from the bank statement is compliant with journal entries

Edition of document status

 Double-clicking on the field with status name of a document type or checking the field and selecting the button [Edit] from the main menu opens a side panel, which allows the user to edit status name and change the color in which a document in a given status is displayed on the list.

Edition of permissions

 Double-clicking on an arrow placed between fields with statuses of a document type or marking the arrow and selecting the button [Edit] from the main menu opens a side panel, which allows the user to edit permissions to passing through statuses, that is, e.g. confirming a document with Initiated status. Checking/unchecking the parameter placed next to the name of a given operator group grants or withdraws these permissions.

To pass to the definition of another status/permission it is necessary to save or cancel entered modifications with the use of buttons [Save]/[Cancel] placed in the main menu.

 Detailed description of the tab Dimensions can be found in article <<>>.

Detailed description of the tab Analytical Description can be found in article <<>>.

Tab Numeration Schemes allows for assigning many numerators to a given document tape and for indication which of them will be default. More information regarding numerators of documents can be found in article <<Numerators>>.

https://help.comarch.com/standard/20220/wp-content/uploads/2021/01/Predefined_macros_for_posting_schemes.pdf

To add a new generic directory, it is necessary to highlight a directory group on the tree and select the button [Add] from the Directories button group.

On a new generic directory form, the following data must be defined:

• Group – non-editable field indicating a group to which the directory is being added
• Name – mandatory field, can contain up to 50 characters
• Field for changing translation language – function of selecting language of translation of the directory name and its value

After entering the name in the system language, the user selects another language ind the list and inserts appropriate value in the field Name. Translations of the names of predefined directories are available in supported languages, that is in English, German, French and Spanish. An entered translation can be deleted by removing the value entered in the field Name.

The names of the values of directories are translated in the same way. After changing the language in the selection window, the field for values subject to translation in the section Directory Values are highlighted in yellow. The option of translating is available for the values of Text type only.

Translations can be added in languages which are available in Languages generic directory.

• System – non-editable parameter, checked only in case of editing a predefined generic directory
• Value Type – indicates the format of entered value A user can select one of predefined types:
  • Text
  • Real Number
  • Integer
  • Logic Value ─ checked/unchecked parameter
  • Natural Number
  • Date – in the form of mm-dd-yyyy. This field is active as long as the first directory value is added. Value type can be changed not until all its values are deleted.

• Directory Values – list of values of defined directory. Values are added in the same way as they are added from the level of the list of generic directories. In the case of editing an existing system directory, this section is completed with predefined

Predefined generic directories are grouped by the functional areas in which they are used.  Detailed descriptions of each generic directory can be found in articles dedicated to particular functional areas.

• <<Attributes
• CRM
• Processing of personal data
• Complaints
• Fixed assets>>
• Transactions
• Types of accounts
• Sales account printouts
• Purchase account printouts
• General
  A part of this group is described in articles from <<Trade and Warehouse>> category. Other directories from this group:
  • Messenger Types – directory values used in customer’s contact data definition
  • Position Types – values used when defining a contact person and specifying his/her association with a customer (Administrator, Director, Employee etc.)
  • Title Types – titles used when defining a contact person, predefined values: Mr., Ms.
  • Academic Title Types – values used when defining a contact person
  • Attachment Types – values used when adding an attachment to an object. For an attachment type, the place of saving a file and maximum size, available extensions and the possibility of compression (Yes, No or option Test which allows for checking whether the result of file compression is satisfying) are defined
  • Cost Types – values used in one of the BPM processes which specify types of cost related to business activity
  • VAT Rate Groups – depending on the language of a database, parameters Active and Default are automatically checked for a given VAT rate group:PL – for database generated in Polish language
    UK – for database generated in English language
    DE – for database generated in German language
    AT – for database generated in German (AT) language
    FR – for database generated in French language
    ES – for database generated in Spanish language
    Only one group of VAT rates can be set as default. It is possible to activate selected groups at any moment and to change a default group setting. This directory is used for defining of VAT rates in a multi-company structure with regard to a company. Active directory values can be selected when defining a new center of Company type.
  • SAF-T Item Group (General directiories group) – values used on the form of CN code, retirieved from document item to JPK_V7M
  • SAF-T Procedure Code (Transactions directories group) – values used on the form of CN code, retrieved from document item to JPK_V7M
  • Languages – values used for objects for which it is possible to add translations, that is: attributes, items and directories. By default, the following languages are available in the directory: Polish, English, German, French, German and Spanish. A user can also add/delete new languages as well as modify names and activity status of the default ones.  A deactivated language is not displayed on drop-down lists.
  • Institution Types – used for defining new types of institutions in the system, e.g., City Hall or Customs Chamber. <<CRM>>.

Generic directories are registers of values defined for particular system objects. Such values can be reused in many system places and for many objects without being defined each time it is necessary.

The list of generic directories is available from the level of Configuration → General → Generic Directories.

Directories are grouped into categories which are presented on a two-level list in the form of a tree structure. The names of categories indicate main functional areas of the system, within which particular directories are used. The categories are presented in alphabetical order.

The values defined for a directory highlighted on the tree are displayed on the list on the right side. Predefined values, which cannot be deleted, are marked in blue. Values added by the user are presented in black. Default values are presented in bold.

For the most of generic directories, the list of values is composed of the following columns:

• No. – ordinal number
• Value – defined directory values
• Description – additional information
• Default – parameter indicating whether a given value is default or not
• Active – parameter indicating whether a given value is active in the system

Values are added to a directory directly on the list, wit the use of the button [Add], placed in Values group of buttons.

The type of value depends on the type of given directory, which is defined during its creation or edition. Detailed description of a directory definition can be found in article <<Defining a generic directory>>.

The Comarch ERP Standard system cooperates with the following fiscal printer models:

• Elzab Mera
• Elzab Omega
• Emar Printo 57T
• Epson TM-T801 FV
• Innova Market
• Novitus
• Posnet Thermal

Parameters presented in the tab Scales, available in the menu System → Configuration, allow for configuring the receipt printer with which Comarch ERP Standard must cooperate. Owing to that, documents can be printed in the system on a receipt printer.

The following fields of the tab are mandatory:

• Driver File – Comarch.B2.Printer2.dll containing drivers for receipt printers

• Printer Model – in this field, a printer model is selected from the list of printer models available for driver file
• Printer Port – name of the port a printer is connected to
• Type, Name, Version – in this field, general information about the specification of a driver supporting the available printer models is included
• Mapping – this field contains a list of VAT rate mappings available in the system. The values of printer’s VAT rates corresponding to given system VAT rates must be set for the selected mapping in the table below. It is possible to create many VAT rate mappings for printers. To do so, in the fields New Mapping and VAT Rate Group below the table, it is necessary to specify a mapping name and to select a group for which VAT rates will be mapped (the VAT rate group that is set for the parent company is suggested by default). Upon clicking on the button [Create], a new value will be added to the mapping list and an empty field for specifying symbols will be added in the table.

Moreover, the user has a possibility to specify the parameters such as:

• Print document number – this parameter enables printing system number of a receipt/invoice on a receipt printer
• Print item discount – this parameter enables printing the amount of discount assigned to a given item of a receipt
• Log the cashier in during startup – this parameter enables printing information about workstation number and operator’s number, when starting a printer
• Print invoices on receipt printer – this parameter enables printing invoices on a receipt printer, if the receipt printer supports printing of invoices. Additionally, in the menu System → Configuration, in tab Trade, function Print invoices on a receipt printer must be checked. If the receipt printer does not support printing of invoices, a receipt will be printed instead.
• Print customer’s TIN – this parameter enables printing the TIN number of a customer selected in a receipt.
  • In customer’s TIN line (new printers) – provided that a given printer model supports such functionality
  • In cashier line (old printers) – if a printer does not handle printing of TIN number.

The tin number is retrieved from customer’s form – customer indicated in a document and in the case of Undefined customer, directly from the printed document, from TIN field presented in section Customer in Customers tab.

• Print cashier and workstation symbols – cashier symbol is retrieved from Receipt Printer Sumbol field, which is available on the form of the logged-on operator. After selecting the option In cashier line (old printers) for the parameter Print customer’s TIN, the parameter is checked and it is not possible to uncheck it.
• Item Identifier – depending on a selected parameter value: Name or Code and if the handling of print names is deactivated or if an item has no print name, the name or code of an item will be sent to a receipt printer upon printing documents on that receipt printer.
• Workstation Symbol – this parameter enables printing on a document a symbol entered in this field (specifying the workstation on which sales with printing on receipt printer is processed)

Button [Test Connection] allows for testing connection with a receipt printer.

In tab Forms, available in the menu System → Configuration, it is possible to import and export changes made by operators in the layouts of forms (with the use of <<Interface Editor>>). The changes (for operator groups) are exported to a file which later can be imported on another workstation so that the settings of form layouts for workstations are the same.

General informartion

Tab Computer, available in the menu System  → Configuration, allows for configuring parameters related to particular functionalities of the system and parameters enabling cooperation of the system with other applications.

The parameters are divided into the following sections:

• General Parameters
• Printouts
• Attachments
• Export to Spreadsheet
• Password Policy

General Parameters

Section General Parameters contains the following parameters:

• Cooperate with Comarch ERP Altum HR – allows the exchange of basic data of employees between Comarch ERP Standard and Comarch ERP Altum HR.

• Cooperate with WMS − this parameter is not available for editing and is checked automatically upon installing application Comarch WMS.
• Automatically attach newly added center to objects available in the parent center − parameter checked by default
• Data Formatting When Copied To Clipboard − Available options:
  • Keep source formatting − parameter checked by default
  • Keep text only
• Timeout − Available options:
  • Global − default timeout value after which an operation is aborted, valid for all users. By default, the parameter is checked with value 60 seconds. This value can be changed only by a user belonging to the group
  • Operator’s − transaction time timeout for a logged-in user.
• Message Timestamp − possibility of determining how long information messages will be displayed in Comarch ERP Standard system. Available options:
  • Global − allows for specifying default message timestamp for all operators. By default, the parameter is checked with value 10 seconds. Default timeout value for displaying messages can be changed only by a user that belongs to B2_admin
  • Operator’s – allows for specifying default message timestamp for a logged-in operator
• Autofilter Delay Time − allows to specify a period of time since the modification of a filter field after which the system will start to search for new results. Available options:
  • Global − allows for specifying autofilter delay time for all operators. By default, the parameter is checked with value 750 ms. This value can be changed only by a user belonging to the group
  • Operator’s − allows for specifying autofilter delay time for the logged-in user.
• Autofilter Default Setting − parameter responsible for the filtering condition for all columns and lists. Available options:
  • Begins with – this parameter is checked by default. Lists in the system present search results beginning with a given expression entered by the user.
  • Contains – lists in the system present search results containing an entered expression

Additionally, if the option Allow modification is checked, it is possible to change the filtering condition for all   columns and lists in the autofilter control. This option is available after selecting the autofilter control.

[Alert]If the Allow modification parameter is deselected, the icon of the filtering condition for   columns and lists will not be displayed. [/alert]

• Incremental Search Default Mode − parameter responsible for the condition of searching in columns of all lists. Available options:
  • Begins with − this parameter is checked by default. Lists in the system present search results beginning with a given expression entered by the user.
  • Contains – lists in the system present search results containing an entered expression

• <<Column Autofit>>

Printouts

In the group Printouts, the following parameters are available:

• Default Editor for Crystal Reports − allows for selecting the program allowing for edition of Crystal Reports. The program is selected by clicking on the button located next to this field and indicating a file with .exe extension. That the file will be running the editor of Crystal reports.
• Register printout execution in the system − upon checking this option, each time a printout is made, this operation will be logged in the system and will be available on the list of printouts.

Attachments

The system makes it possible to store attachments in the database or in an external folder.  In section Attachments, there are the following parameters for attachment configuration:

• Attachment Folder − target location of attachments saved on a computer.
• Limit the size for attachments in a database to: – possibility of specifying a maximum size in MB, GB or TB
• Image thumbnail size on lists (in pixels) – enables defining the size of thumbnails for items on the list of items and document item lists

Export to Spreadsheet

Detailed description of fields presented in the section can be found in article <<Exporting data to a spreadsheet>>.

Password Policy

The section Password Policy enables managing passwords of non-domain users whose account is not integrated   with Windows. Particular settings from this section are transferred to operator forms; in the case of administrative operator db owner, only the Enforce a strong password for non-domain user parameter is transferred.

Tab Data Exchange, available in the menu System → Configuration, allows for specifying parameters necessary for sending information from Comarch ERP Standard to other platforms. Its area is divided into the following sections:

EDI

The section contains a mechanism for importing and exporting data to EDI platform.

The following fields are available in the section:

• Exported Files Directory − in this field, it is necessary to select a location in which files exported from the system will be saved
• File Organizing Method − in this field, it is necessary to select a structure of directories within which files will be saved. The following options are available:
  • DocumentType − organizes files by document types, by creating subfolders Orders and Invoices
  • CustomerCode − organizes files by customer/vendor codes, by creating subfolders dedicated to particular customers/vendors
  • DoicumentType_CustomerCode − creates subdirectories divided into document types and with the created name of directory assigned according to the key document type_customer code
  • DoicumentType_CustomerCode − creates subdirectories divided into customer code and with the created name of directory assigned according to the key customer code_document type
  • DocumentType\CustomerCode − creates subdirectories in a two-level structure, where parent directories group files by document types and then subdirectories divide grouped files by customer codes
  • CustomerCode\DocumentType − creates subdirectories in a two-level structure, where parent directories group files by customer codes and then subdirectories divide grouped files by document types
• Imported Files Directory − in this field, it is necessary to indicate location of the folder of files imported to the system
• Transger the loaded files to a subdirectory − if this option is checked, a subfolder Done is created in a given path to which EDI files imported by the user are automatically transferred.

E-Tax Return

The following fields are available in the section:

• Web Service Address − address to which e-tax returns are sent, the address set by default is https://bramka.e-deklaracje.mf.gov.pl/
• Exchange File Directory – field allowing for specyifying a directory in which exported e-tax returns will be saved

SAF-T Files

Detailed description of fields presented in the section can be found in article <<Configuration of SAF-T file>>.

Transfers

The section Transfers enables the user to select an exchange file directory for the documents Statement of   Remittance Orders and Statement of Payment Orders. In the field Exchange Data Directory, the user can choose a directory in which relevant files will be saved. Thanks to that, it is not necessary to enter a specific path for file export on each SRO or SPO document form.

POS

The following field is available in the section:

• • Synchronize sales orders from the last – in the field, it is possible to specify the number of days from which SO documents with Executed status, which have never been sent to Comarch Retails POS, should be synchronized.

The setting is useful only during the first synchronization from Comarch Retail POS or during the first synchronization of a SO object. Default value is set to 60 days and it can be changed until the first object synchronization is performed.

Sent

The SENT section allows the user to configure Web Service for the needs of registering .xml carriage notifications performed via Electronic Services Portal of the Customs Service (PUESC). Such notifications are compliant with technical specifications shared on the portal.

Fields from this section are described in article <<>>

A payment terminal is a mobile device used to accept payment cards when registering transactions at points of sale-service. A payment terminal which must cooperate with Comarch ERP Standard can be configured from the level of the tab Payment Terminal, available in the menu System → Configuration. Owing to that, transactions can be registered in the system with the use of charge card as payment form.

The payment terminals with which the system cooperates are the following:

• Hypercom T4220 – Elavon (RS232)
• Verifone VX 520 – Eservice (RS232)
• Polcard (TCP/IP).

Fields requiring completion to configure the payment terminal are the following:

• Driver file – indicates a path to a file with .dll extension, responsible for payment terminal control. In the system setup folder, there are the following files available by default:
  • B2.Terminal.Elavon.dll for Hypercom T4220
  • B2.Terminal.Eservice.dll for Verifone VX 520

• Connection Type – in this field, it is necessary to indicate a type of connection with payment terminal, that is Serial port or TCP/IP

 In the case of the TCP/IP connection type, for the field:

• IP address – it is necessary to insert IP address of the payment terminal

Whereas for the Serial port connection type, for the field:

• Serial Port – it is necessary to insert COM port to which the payment terminal s connected.

A label printing scales is a device allowing for weighing a product and printing a label with the product’s barcode. A label printing scale which must cooperate with Comarch ERP Standard can be configured from the level of the tab Label Printing Scale, available in the menu System → Configuration.

Fields requiring completion to configure the label printing scale are the following:

• Driver file – indicates a path to the file B2.LabellingScale.dll, responsible for connection with the scale/

• Available Scales – in this field, a scale model is selected from the list of scale models available for driver file. The label printing scale with which Comarch ERP Standard cooperates is Novitus Dibal L860DB.
• Version, Description, Category– these fields are completed automatically after selecting a driver file
• Price Type – field for selecting a price type, from among the price types available in the system, that will be applied when using a label printing scale

Below the scale configuration parameters, there is a table for mapping of VAT rates. It is used for determining the system rates and their corresponding values of scale rates.

Scales or a scales–scanner is a device dedicated to weighing products of varying weight and hence the price.  Parameters presented in the tab Scales, available in the menu System → Configuration, allow for configuring the scales with which Comarch ERP Standard must cooperate. Owing to that, it is possible to weigh a product (marked as weighed item) when adding it into a document.

The system cooperates with Taurus TP150/1 and Elzab Neptun 2 scales.

Fields requiring completion to configure the scales are the following:

• Driver file – indicates a path to a file with .dll extension, responsible for connection with the scales
• Available Scales – in this field, a scale model is selected from the list of scale models available for driver file
• Type, Name, Version – these fields are completed automatically after selecting a driver file
• Port Parameters – in this field, it is necessary to specify the parameters of port to which scales is connected. After selecting a driver file, an information on how to specify the parameters will appear below. These parameters should be set in a similar way as they are set in Windows system from the level of Device Manager → Communication Port → Properties.

Here it is possible to test connection with the scales by clicking on the button [Test Scales]

A data collector is a portable batch terminal equipped with a barcode reader.  It is mainly dedicated to taking stock of a warehouse or a store Parameters presented in the tab Collector, available in the menu System → Configuration, allow for configuring a data collector with which Comarch ERP Standard must cooperate. Owing to that, data can be retrieved from the collector to an <<inventory sheet (IS)>> with the help of the button [Read from Collector].  The system cooperates with Zebez PDL20 and CipherLab 8300 data collectors.

Fields in this tab are the following:

• Driver file – indicates a path to a file with .dll extension, responsible for connection with a data collector. In the system setup folder, there are the following files available by default:
  • B2.Collector.dll for Zebex PDL20 data collector
  • B2.Collector.CipherLab.dll for CipherLab 8300 data collector

• Collector Model – in this field, it is necessary to indicate the name of collector model, depending on the selected driver file

• Collector Code – enables the selection of a collector code from among the batch collectors defined in the system from the level of Configuration → General → External Devices
• Collector Port – enables the selection of a port to which a collector is connected

Button [Test Collector] allows for testing the connection with the collector.

Option Configuration, available in the tab System, allows for determining of global parameters of Comarch ERP Standard.

The system configuration window is divided into tabs dedicated to different areas of system parameterization.

The configuration window is composed of the tabs:

• <<BI Module>>
• <<General>>
• <<Computer>>
• <<Computer>>
• <<Accounting>>
• <<Fixed Assets>>
• <<Trade>>
• <<Receipt Printer>>
• <<Collector>>
• <<Scales>>
• <<Label printing scale>>
• <<Payment terminal>>
• <<Search engine>>
• <<Data exchange>>
• About Program − information regarding Comarch ERP Standard system, e.g. program version, configuration and company database version, compilation number, date of production.

With the use of this function, the user defines and configures devices used for registration of external data, such as collector, label printing scale or cash register drawer.

The list is composed of columns corresponding to data inserted by the user during the definition of a new device:

• Number
• Code
• Name
• Type
• Description
• Device ID (column hidden by default)

In the menu, there are standard buttons for adding/deleting/saving a given object from the list as well as buttons  for refreshing and closing the list.

Defining external device

The button [Add], placed in the List group of buttons, opens the form of a new external device:

Number is a subsequent ordinal number from the list. The fields Code and Name are mandatory. In the field Type, it is necessary to indicate the type of the newly added device. Types of external devices:

• Radio collector
• Batch collector

• Label printing scale

• Drawer

Depending on the selected type of device, additional parameters defining the device are displayed.

For a batch collector, a communication protocol must additionally be selected and the parameters of a serial port must be specified: Protocol, Transmission Rate, Parity, Data Bits, Stop Bits

For a label printing scale, a connection type and a COM port a device is connected to must be specified and a  scale number must be provided.

For a drawer, in turn, it is necessary to specify the parameters specifying the operations during which a drawer must open when registering a transaction at a point of sale.

Detailed information regarding integration of external devices with pos can be found in Comarch POS Knowledge Base.

A drawer can be opened during the following operations:

• Payments for documents printable on receipt printer – with possibility to specify whether the drawer should open before or after printing
• Payments for documents unprintable on receipt printer – with possibility to specify whether the drawer should open before or after payment is applied
• For payment forms – with possibility to specify a payment form.
• CD/CW
• Starting a shift
• Counting cash register balance
• Ending a shift
• Ending a day

List of VAT rates

Configuration of VAT rates in the system allows defining tax rates according to which items or services are purchased and sold as well as payments are made.

The field VAT Rate Group presents a default VAT rate group assigned to a company in which a user is logged in. Only the user logged in to the parent company can select  groups available in the system from a drop-down list.  Depending on indicated group, the list is completed with appropriate VAT rate values. Values presented on the list are retrieved from the generic directory VAT Rate Groups (<<Generic Directories Predefined list>>). Inactive groups are displayed in italics and it is not possible to edit values of VAT rates assigned to them.

The list of VAT rates contains the following columns:

• Symbol – VAT rate symbol
• Value – value assigned to a VAT rate
• Name
• Status– VAT rate characteristics. The following options are available for selection:
  • Taxed
  • Tax-exempt
  • Not subject to taxation
• Active – parameter indicating whether a given rate can be used in the system.
• Default – parameter indicating whether a given VAT rate is a default rate. Only one rate can be defined as default.

For newly created databases, depending of a rate group, the following predefined VAT rates are available:

• Polish database – group PL

Symbol	Value	Name	Status	Active	Default
A	23,00%	A 23%	Taxed	Yes	Yes
B	8,00%	B 8%	Taxed	Yes	No
C	0,00%	C 0%	Taxed	Yes	No
D	0,00%	D ZW	Tax-exemp	Yes	No
E	0,00%	E NP	Not subject to taxation	Yes	No
F	5,00%	F 5%	Taxed	Yes	No
G	7,00%	G 7%	Taxed	Yes	No

• English database – group UK

Symbol	Value	Name	Status	Active	Default
A	20.00%	A 20%	Taxed	Yes	Yes
B	5.00%	B 5%	Taxed	Yes	No
C	0.00%	C 0%	Taxed	Yes	No
D	0.00%	D TE	Tax-exempt	Yes	No
E	0.00%	E NS	Not subject to taxation	Yes	No

• German database – group DE 

Symbol	Value	Name	Status	Active	Default
A	19,00%	A 19%	Taxed	Yes	Yes
B	7,00%	B 7%	Taxed	Yes	No
C	0,00%	C 0%	Taxed	Yes	No
D	0,00%	D SF	Tax-exempt	Yes	No
E	0,00%	E NS	Not subject to taxation	Yes	No

• German database (AT) – group AT

Symbol	Value	Name	Status	Active	Default
A	20,00%	A 20%	Taxed	Yes	Yes
B	10,00%	B 10%	Taxed	Yes
C	0,00%	C 0%	Taxed	Yes
D	0,00%	D SF	Tax-exempt	Yes
E	0,00%	E NS	Not subject to taxation	Yes
F	12,00%	F 12%	Taxed	Yes

• French database – group FR

Symbol	Value	Name	Status	Active	Default
A	20,00%	Taux normal 20%	Taxed	Yes	Yes
B	10,00%	Taux ntermédiaire 10%	Taxed	Yes	No
C	5,50%	Taux réduit 5,5%	Taxed	Yes	No
D	2,10%	Tax super réduit 2,1%	Taxed	Yes	No
E	0,00%	Taux exonéré 0%	Tax-exempt	Yes	No
NS	0,00%	Non soumis	Not subject to taxation	Yes	No

• Spanish database – group ES 

Symbol	Value	Name	Status	Active	Default
A	21,00%	A 21%	Taxed	Yes	Yes
B	10,00%	B 10%	Taxed	Yes	No
C	4%	C 4%	Taxed	Yes	No
D	0,00%	D ZW	Not subject to taxation	Yes	No
E	0,00%	E NP	Tax-exempt	Yes	No
F	0,00%	F 0%	Taxed	Yes	No

Below the VAT rates list, in the panel VAT rates for export documents it is possible to select appropriate VAT rates  for export documents, separately for items and services.

In field VAT rate for reverse charge, it is possible to determine VAT rate applicable for documents subject to  reverse charge.

Default settings:

• Group PL:
  • Export documents (items) – C 0%
  • Export documents (services) – E NP
  • Reverse charge – E NP

• Group UK:
  • Export documents (items) – C 0%
  • Export documents (services) – C 0%
  • Reverse charge – E NS

• Group DE:
  • Export documents (items) – C 0%
  • Export documents (services) – C 0%
  • Reverse charge – E NS

• Group AT:
  • Export documents (items) – C 0%
  • Export documents (services) – C 0%
  • Reverse charge – E NS

• Group FR:
  • Export documents (items) – Taux exonéré 0%
  • Export documents (services) – Taux exonéré 0%
  • Reverse charge – Non soumis

• Group ES:
  • Export documents (items) – F 0%
  • Export documents (services) – F 0%
  • Reverse charge – E NP

Defining VAT rate

In the system, there are two methods for defining a new VAT rate:

• [Add] – a new row appears on the list, where it is necessary to enter appropriate data. The values Name and Value must be unique. In the tab Value, the user must specify the value of the tax in a percentage form, e.g. 23%. In the column Status, the user selects one of the available options: Taxed, Tax-exempt, Not subject to taxation
• [Add Through Form] – opens a form composed of two tabs: General and Accounting
  • General – contains basic data, that is Symbol, Name, Status, Value and parameter Active
  • Accounting – allows for assigning bookkeeping accounts to a given VAT rate. Default account types: Input VAT and Output VAT. The list of predefined account types are available in the generic directory VAT Rates under Types of Accounts group. Current Accounting Period – field provided for information purposes, cannot be edited.

Defining VAT rate in a multi-company structure

To be able to assign different groups of VAT rates to a given center of Company type, it is necessary to activate them in Generic Directories.

Depending on VAT rate groups attached to a company, the user can define different VAT rates for an item or item group.

When adding an item in a document, VAT rate assigned to the item within VAT rate group attached to a company  (or its center) being the document owner is retrieved.

When printing a document on a receipt printer, it is verified whether VAT rates used in the document have rates  mapped for a fiscal printer, within the group in which they are included.   If a rate mapping is missing, appropriate  message is displayed.

CN codes (Combined Nomenclature) are used for classifying items in international trade and are important for Intrastat declarations. CN codes defined by the user can be used on the forms of items and in document items.

The list of CN codes contains the following columns:

• Code ─ unique 8-digits number
• Description ─ description of classified item
• Additional Unit ─ item unit of measure
• Net Weight ─ parameter specifying the use of net weight for particular CN codes

In the menu, there are standard buttons for adding/adding through form/modifying/deleting/saving a given object from the list as well as button for refreshing the list. Moreover, the user can handle printouts and reports and use option Import from file to quickly import many CN codes from an Excel file.

[Generate Import Sheet] ─ this button generates an empty Excel Sheet in a selected location. There are two options possible:

• Import CN Codes ─ sheet composed of the the following columns:
  • CN Code
  • Additional Unit
  • Net Weight
  • Description
  • Upload to SENT ─ detailed information regarding SENT system can be found in<<>>
  • UOM for SENT
• Assign CN Codes ─ sheet composed of the following columns:
  • CN Code
  • Item Code

[Import] ─ button for importing data from an Excel File to Comarch ERP Standard system. Available import options:

• [Import CN Codes] ─ import in one of the following modes:
  • Add New
  • Modify Existing
  • Modify Existing and Add New

• [Assign CN Codes]─ assigns CN codes to items from a generated Excel file

In order to define a CN code, it is necessary to select button [Add] from menu List and fill in data directly on the list or enter it through the form available upon clicking on button [Add Through Form].

CN Code is a mandatory field. From a drop-down list, available in field Additional Unit, the user can select a unit of measure. Some CN codes require information about item’s net weight in Intrastat declaration. In such case it is necessary to check parameter Enter net weight in code definition.

VAT Rate allows for assigning to a given code one of active VAT rates from the group of VAT rates attached to the company to which the center of the logged-on user belongs.

If a VAT rate is specified from the level of a CN code form, then, when changing/adding such CN code to an item form, the user has a possibility to update automatically the VAT rate (both sales and purchase VAT rate).

SAF-T Item Group and SAF-T Procedure Code allow for selecting one of predefined values from one of generic directories with the same names, which are used during the generation of JPK_V7M file.

For companies with checked parameter Upload to SENT fields Upload to SENT and UOM for SENT are available. Those parameters should be checked for items whose data can be sent to the PUESC (Platforma Usług Elektronicznych Skarbowo-Celnych) portal. Assigning such a CN code to an item or item group results in the automatic selection of the SENT parameter on the item form. More information can be found in <<link>>.

The register of currency exchange rates contains data about exchange rate values defined within exchange rate types.  Exchange rate types are used to classify the exchange rates, for example, depending on the bank or exchange office from which the data about exchange rate values derives. Exchange rates are used when conducting currency transactions, for instance, to quickly recalculate values in trade documents. Comarch ERP Standard allows for defining several system currencies within a multi-company structure.

Therefore, in definitions of exchange rate types, it is necessary to specify a Base currency of exchange rate. It is a currency in relation to which recalculations of other currencies are provided.

The Exchange Rates window is composed of two sections: Exchange Rate Types and Exchange Rates

In the Exchange Rate Types section, a user can define new exchange rate, modify or delete an existing exchange rate type. In the menu, there is also an option allowing for updating and saving changes applied on the list. It is not possible to delete a default exchange rate type. On exchange rate type definition, it is necessary to define Base currency of an exchange rate.

The right section presents exchange rates specified within a given type. These are exchange rates for all currencies defined in the system, except from the base currency – from the day indicated in the field Date, placed in the right corner of the Exchange Rates section.

The Exchange Rates list is composed of the following colums:

In the column Value, it is possible, within given type of exchange rate, to enter manually the values of exchange rates for foreign currencies in relation to base currency. The other columns of the list contain the following data:

• Quantity – number of currency units converted to the base currency
• Currency – symbol of a foreign currency for which exchange rate value will be entered
• Value ─ exchange rate for foreign currencies in relation to base currency, within a given type of exchange rate
• Base Currency – symbol of a base currency in relation to which recalculations of other currencies are provided

Defining new exchange rate type

The button [Add] opens a form for defining a new exchange rate type.

• Name ─ mandatory field.
• WWW ─ website address where exchange rates are published
  • nbp.pl ─ for system currency PLN
  • ecb.eu ─ for system currency EUR

• Assembly ─ by clicking on the suspension points button […] in this field, it is possible to select the path to a file with .dll extension. Selected file runs the service with the help of which the currency exchange rates will be imported. In the system setup files, there are the following two files available by default:
  • B2.NBPExchangeRateProvider.dll ─ for system currency PLN
  • B2.EcbExchangeRateProvider.dll ─ for system currency EUR

It is possible to implement own assemblies supporting Web sites.

• Base Currency – this parameter allows the user to define base currency for exchange rate type being defined. By default, the system sets system currency of a company in which the user is logged-in.
• Ask about exchange rates during system startup – this parameter allows the user to specify the types of exchange rates that the system must ask about during startup. That question pops up during the system startup only if any other operator, who is logged on to the company, has entered a currency exchange rate for that day. Upon selecting [No], the value from a previous day will be set as default value of exchange rate for the currency. If the message is accepted by selecting [Yes], a window for specifying the values of exchange rates applicable on given day will open.

In section Exchange Rate Values, it is necessary to enter the values for currencies defined in the system, depending on the selected base currency and the specified date. Those values will next be displayed on the list of exchange rates.

Updating exchange rates

Currency exchange rates are updated in Comarch ERP Standard system in two ways:

• Manually – with the help of the button [Update]
• Automatically – with the use of the BPM process named Update Exchange Rates

In both cases it is necessary to provide in the exchange rate type window the address of a Web site and to select an assembly referring to exchange rates published in WWW services

Manual update of exchange rates is performed from the level of the list of currencies.

Upon selecting an exchange rate type to be updated and clicking the button [Update], a window Exchange Rates Update is opened. Here, it is necessary to indicate a period for which information about exchange rates must be retrieved and the type of updated exchange rate.

Checking the parameter Update all updates all types of exchange rates available in a company to which a user is logged-in.

To be able to update exchange rates automatically, it is necessary to attach a BPM process named Update Exchange Rates and assign it to a company and to operator group, to which the user belongs.

More information can be found in documentation Comarch ERP STANDARD – BPM.

Button [States] opens a list of default states/administrative units which can be used for entering information regarding addresses.

The list contains information about the name of a unit, its country and its activity status in the system.

In the menu, there are standard buttons for adding/deleting/saving a given object from the list, and buttons for refreshing and closing the list. There is also a [Refresh Lists] button which enables the update of the state selection list from the level of other objects, for example, on company form or customer form.

In order to define a new administrative unit, it is necessary to select button [Add] and enter a unique name of the state and the country to which it will be assigned. The value of column Country is retrieved from the list of countries defined in available directories (Configuration → General → Countries). Parameter in Active column is checked by default.

List of currencies

The list of currencies presents all the currencies in which transactions can be registered in the system. By default, the following currencies are defined: PLN, EUR and USD.

System currency is a currency in which operations related to amount are registered within a company. A user can define a different system currency for each company which allows for keeping logistic-accounting registry in different currencies, separately for each company of the companies included in a multi-company structure.

In a form of adding/editing of a given currency, the user enters data which is presented in the following columns of the list:

• Symbol ─ currency symbol defined in the system
• Active ─ parameter indicating whether a given currency can be used in the system. It is not possible to change the activity status of system currency.
• System ─ parameter indicating whether a given currency is default for a company in which a user is logged-in.

It is not possible to set a currency as system currency from the level of the list of currencies. It can be defined only on a company form. Detailed information can be found in article <<Company structure ─ company>>.

Next to the symbol of each non-system currency, there is an active [+] button which allows for expanding the list of exchange rate types for which base currency is consistent with the system currency of a given company.  Base currency is the currency of given exchange rate type against which recalculations of other currencies are provided.

The list of exchange rate types is composed of the following columns:

• Exchange Rate Name ─ name of a defined exchange rate type
• Exchange Rate ─ the last (most up-to-date) exchange rate date
• Exchange Rate ─ the recent known (updated) exchange rate registered in the system
• Currency ─ symbol of the currency whose exchange rate is being presented

In the menu Updated, the [Update] button is available which enables manual update of exchange rates. More information can be found in article Exchange rates.

Defining currency

The button [Add] opens a form for defining a new currency.

In the header of a new currency form, there are mandatory fields Symbol and Name. The values of these fields must me unique. For a newly defined currency, the parameter Active is checked by default.

In tab Exchange Rates for System Currency there are exchange rate types displayed, for which base currency is consistent with the system currency of a company. The button [Add Exchange Rate] allows for selecting an exchange rate and assigning an appropriate value (conversion rate) to it. Available columns:

• Exchange Rate Type ─ drop-down list presenting exchange rate types defined in the system. With the use of the button [Add Exchange Rate Type], it is possible to create a new type (for example, purchase, ales and average exchange rate).
• Exchange Rate ─ conversion rate of foreign (not system) currency into system currency. Values may be manually typed with a keyboard or selected with arrows (up, down) placed next to the default value of 1000 in the column. Entered values of exchange rate will be visible on documents issued in a foreign currency after selecting proper exchange rate type, for which exchange rate was established on a proper date.
• Date ─ effective date of a given exchange rate. It may be manually typed with a keyboard or selected from the built-in calendar. By default, the field is filled with the present date.
• Currency ─ field filled in automatically

Tab Available Exchange Rates displays all types of exchange rates available in a company in which a user is logged-in.  Additionally, information about base currency of a given exchange rate is provided.

In Denominations tab it is possible to define values of denominations for a given currency. During database creation, this tab is filled in with denominations for predefined currencies: PLN, EUR and USD.

The list of dominations of a defined currency contains the following columns:

• Symbol ─ abbreviation of denomination name, the field can contain 20 characters maximally
• Conversion Calculator ─ denomination exchange rate in reference to the base currency unit
• Description ─ additional information regarding denomination
• Active ─ parameter indicating whether a given denomination is active in the system

In the General button group of the Configuration menu, there are buttons used for defining objects which are common for many areas in Comarch ERP Standard system.

Each button opens a window with an object list, where a user can register and configure a new object. Defined objects will be used during the work with the system.

The General button group contains the following buttons opening object list:

• [Currencies]
• [Exchange Rates]
• [States]
• [Countries]
• [CN Codes]
• [Generic Directories]
• [Attributes]
• [Attachments]
• [VAT Rates]
• [External Devices]
• [Configuration Tools]
• [Schedules]

A granted terms is registered in the system as terms transaction. The form of this kind of transaction is the same as the form of a cash/bank transaction. Terms transactions can be previewed only and it is not possible to modify them.

Characteristics of terms transaction:

• it is created as a result of a payment completion (cannot be added manually) and it is associated with it
• depending on the settings of the Parameter payment in the definition of Terms document, it can have status Paid ord Not subject
• it is subject to posting, which allows for a proper balancing of the tax and revenue values which are subject to taxation on bookkeeping accounts
• it is automatically deleted along with deletion of a completed payment

[Alert] If payment is made with the use of the [Pay} button, then the value of the payment reduced by the value of granted terms is suggested as an amount to be paid.

As part of the creation of a terms transaction, the system creates an association between documents related to that transaction.

Example

Terms_3 with conditions: 30%, 2 days was added. The value of the parameter Payment on the terms document definition is set to Is not subject. On the form of the customer ABC, the due date is set to 30 days and Terms_3 is assigned.

A purchase invoice is issued for the customer ABC:

• date of issue: 5.27.2019
• amount 100.00 EUR, exchange rate: 1 EUR = 4 PLN
• due date: 6.26.2019

On the PI payment, in the tab Terms, the values which will be calculated once terms conditions are fulfilled, are presented:

The payment is completed with a CW transaction with exchange rate 1 EUR = 4.50 PLN on 5.28.2019. The conditions of the terms are fulfilled. During the completion the following documents are automatically generated:

• PIVC amounting to -30.00 EUR
• discount transaction amounting to 30.00 EUR
• exchange rate difference document amounting to 35 PLN [(4,50 – 4,00) * 70,00 EUR]

From the level of the lists of debt collection documents and from the level of the debt collection documents, it is possible to send e-mails to customers selected as payers on those documents. It can be done with the use of the [Send] button, which is available in the Printouts group of buttons.

Sending of documents is performed on the basis of the following rules:

• There is a possibility of sending marked documents in a single batch
• The e-mail address is retrieved from the form of the customer selected as payer in a payment reminder/ dunning letter/late fee
• The description retrieved from the value of E-mail Subject directory assigned to the definition of a given document type is set as the message subject
• Message subject is set on the basis of the settings on the defition of a given document type
• E-mail content contains:
• Description retrieved on the basis of the settings on the defition of a given document type
• Default printout of the document saved in PDF format, enclosed as an attachment

As a rule, financial reports are prepared in Poland in Polish PLN. Because of that, all the assets and payables of an entity, which are denominated in foreign currencies (both international and national), must be recalculated to Polish PLN. On a balance sheet day, this calculation is made according to an effective average exchange rate published for a given currency by the National Bank of Poland (Narodowy Bank Polski – NBP). In the case of clearings, clearings subject to recalculation on a balance sheet day are those which have not been settled.

The obligation of recalculating the values of assets and liabilities results from the Article 30.1.1 of the Accounting Act.

Positive exchange rate differences arise if:	Negative exchange rate differences arise if:
the exchange rate on the day of arising (posting) a receivable is lower than the average exchange rate of the NBP on the balance sheet day	the exchange rate on the day of arising (posting) a receivable is greater than the average exchange rate of the NBP on the balance sheet
the exchange rate on the day of arising (posting) a payable is greater than the average exchange rate of the NBP on the balance sheet	the exchange rate on the day of arising (posting) a payable is lower than the average exchange rate of the NBP on the balance sheet

The regulations relating to balance sheet calculations determine neither the date nor the method of registration of the exchange rate differences fixed at the end of a financial year. In practice, there are three methods of registering those exchange rate differences applied, that is:

• generating a contra entry to the exchange rate differences, fixed at the end of a financial year, on 1st January of the following year
• generating a contra entry to the exchange rate differences, fixed at the end of a financial year, on the day of payment
• registering only paid exchange rate differences fixed between the exchange rate from the balance sheet calculation and the exchange rate from the date of payment

Once selected registration method should be included in the accounting policy and applied continuously.

In connection with the above, it is possible to register unpaid exchange rate differences, calculated on a balance sheet date (so-called statistical exchange rate difference), in the form of a journal entry of an opening balance document and an accounting note (an OB document is used the moment at which we start working with the system, whereas an accounting note document is used in subsequent accounting periods). When registering an exchange rate difference to an opening balance document and an accounting note, the value is registered on a currency account and most often on financial revenues/costs account only in the system currency (the value in a foreign currency equals to zero). In addition, the beginning balance of a journal entry in the opening balance document can be composed of the values of many documents which can have different currency exchange rates. The user knows the value of such entry in foreign and system currency but does not know the average exchange rate (it results from many exchange rates).

In the documents:

• Opening balance
• Accounting note
• Journal entry

it is possible to choose an exchange rate of <none> type for a currency account. Upon selecting this type of exchange rate, the section, in the currency panel, relating to the value of exchange rate is hidden. Thanks to that it is possible any value into the fields with foreign currency and in the system currency. The system does not multiply the value in a foreign currency by an exchange rate in order to obtain a value in the system currency. On a currency account it is also possible to register only the values in the system currency (the value in a foreign currency equals to zero).

In the Polish version of database, from the level of the list Clearings, an auxiliary printout Currency Revaluation, which presents historical data, i.e., data including the balance on the day specified by the user. It is generated for clearing accounts. It presents the value of uncleared single-sided entries expressed in the currency after they are recalculated by the exchange rate on the day of their entry in the books as well as the value of those single-sided entries recalculated by the exchange rate effective on the balance sheet day, including calculation of positive or negative exchange rate differences. Exchange rate differences should be included in books manually, by the user. 

In order to prepare a correct Currency Revaluation printout, it is necessary to specify the following parameters:

• Currency – drop-down list of currencies different than system currency
• Value in Foreign Currency – denominator of currency exchange rate in foreign currency
• Exchange Rate Value in System Currency – denominator of currency exchange rate in system currency
• Balance On – date on which printout is being prepared
• Show Single-sided Entries – if option Yes is selected, particular single-sided entries of a given account will be presented in printout along with detailed calculations. Otherwise, only a collective balance for a given account will be presented.
• Print System Number – if option Yes is checked, on the printout, besides the number in the general ledger and the number of the document from the single-sided entry, also the source document number is presented. Otherwise, such number is not presented.
• Account From/Account To – parameters for selecting account(s) for which printout is being prepared. Accounts which will be presented in the printout from among the selected accounts will only be those whose currency is the same as the currency selected in the printout parameter: Values of those parameters can be empty – if this is the case, all accounts associated with the currency selected in the parameter: Currency will be included in the printout.

An exchange rate difference document is created as a result of completing documents in foreign currency at different exchange rates on the transaction. Such document is created also automatically at the moment of clearing (including payment completion) two journal entries which were generated at different exchange rates.

Characteristics of an exchange rate difference document:

• exhange rate difference is calculated automatically when combining documents issued at different exchange rates
• exchange rate difference is calculated automatically by the system and is not editable
• the date of the later of completed documents is set as the date of issue, with a possibility to change it
• once the combination of the associated documents is removed, the exchange rate difference document is automatically deleted

Positive exchange rate differences arise if:

• the value of receivable resulting from an invoice is lower than the payment actually received from a customer
• the value of expense is higher than the payment actually made

Negative exchange rate differences arise if:

• the value of receivable resulting from an invoice is higher than the payment actually received from a customer
• the value of expense is lower than the payment actually made

[eample] A sales invoice, amounting to 100 USD, which must be paid by bank transfer, is issued. On the day the SI is issued, the valid exchange rate is 1 USD = 4 PLN A payment of receivable type amounting to 100 USD = 400 PLN is created

On the 27th of February 2019 a deposit of 100 USD is received for that invoice. On the day the deposit is received, the valid exchange rate 1 USD = 4.05 PLN. A CD document is created with the date 27.02.2019, amouting to 100 USD = 405 PLN

The receivable and the transaction of revenue type have been fully paid. The completed amount is the same and is equal to 100 100 USD, however the value in PLN is different for each document.

The system automatically creates an exchange rate difference document amounting to 5 PLN and of Positive type, with the date of issue 27th February 2019. [/example]

Part of the amount equal to 100 USD is paid. On the day the PI is received the valid exchange rate is 1 USD = 4,30 PLN.

The system automatically creates an exchange rate difference of Negative type, amounting to 10 PLN (100 x 4,30 – 100 x 4,20 = 10). [/examle]

List of exchange rate documents

The list of exchange rate documents is available from the level of Finances, under the button [Compensations].

The list contains standard buttons which have been described in article <<Standard buttons>>.

The list is composed of the following columns:

• Number – system number of an exchange rate document, assigned by the system according to the numerator
• Revenue – value of an exchange rate of the Positive type
• Expense – value of an exchange rate of the Negative type
• Document Being Paid – system number of the document being paid
• Payment Document – system number of the payment document
• Currency – system currency of a company in which the document has been issued

and columns hidden by default:

• Date of Issue
• Status – status of exchange rate difference, possible values are: Revenues, Costs, Compensations, Other
• Status – status of exchange rate difference, possible values are: Negative, Positive
• Owner – center of the company structure which is the issuer of a document

Detailed description of functioning of the filters can be found in category <<Searching and filtering data>>>

Exchange rate difference document form

To modify or view the details of a document, mark one of the documents on the list and then click [Edit].

Modification of an exchange rate document is possible only for documents issued in the same company. Documents issued in different companies can be previewed only.

 The form of exchange rate document is composed of the following elements:

Tab General

Section General

• Number – system number of an exchange rate document, assigned by the system according to the numerator
• Difference Type – type of exchange rate difference: Positive, Negative. The field cannot by edited.
• Status – status of exchange rate difference, possible values are:
• Revenues (association type: receivable and transaction)
• Costs (association type: payable and transactions)
• Compensations (association type: receivable and payable or deposit and withdrawal transactions)
• Other

A user can add own values from the level of Configuration → Generic Dictionaries → General → Exchange Rate Difference Status.

• Date of Issue – document date of issue retrieved from the most recently generated paid document. It can be changed.
• Exchange Rate Difference Value – value of the created exchange rate difference
• Owner – center of the company structure which is the issuer of a document. Owner can be changed in an exchange rate difference document only if the document is not posted.

Section Paid Documents:

• Entity Code – entity’s code indicated on payment/tranaction
• Document – system document number
• Paid – payment amount in the system currency and in the foreign currency
• Exchange Rate – exchange rate of the source document
• Type – type of transaction (Revenue/Expense) or payment (Receivable/Payable)

Tab Analytical Description, Attributes, Change History

Detailed description of the tabs can be found in <<Article>>. Change History

A late fee is a document in which interest associated with a late payment for receivables are charged.

Configuration of parameters on Late Fee document type

On Late Fee document type, in the tab General, a user can set:

• Exchange Rate Type – for late fees issued in foreign currency. It is possible to select one of the <<exchange rates defined in the system configuration>>.
• Exchange Rate Type – for late fees issued in foreign currency.
• Number of Days Before the Date – for late fees issued in foreign currency.
• Number of Days After Due Date – number of days after which a late fee will be sent.
• Obligatory minimum retention period
• Subject – e-mail message subject. The values defined in <<generic directories>> are available.
• Message – e-mail message content. The values defined in <<generic directories>> are available.

List of late fees

The list of late fees is available from the level of Finances → Late Fees The list contains <<standard buttons>.

The following columns are presented for particular documents on the list:

• Document Number
• Date of Issue
• Customer Code
• Customer Name
• Address – customer’s address
• Arrears – total of amounts to be paid for receivables indicated in the late fee
• Interest – total of interest calculated for payments added to the late fee
• Costs
• Total – total of arrears and costs and interests
• Currency
• Status

Detailed description of functioning of the filters can be found in category <<Searching and filtering data>>>

Adding a late fee

Tab General

• Number – number consistent with the numerator
• Payer – selection of a customer from the list of customers
• Content – e-mail message content
• Delay – number of days after due date, specified in the Late Fee document definition. Default values is 1 day and it can be changed at any moment. For example, if in the field Delay, number of days 3 is indicated, it means that a late fee document can include payments which were made at least 3 days after the due date.
• Payment Form – retrieved from the form of a customer indicated as a payer
• Due Date – retrieved from the form of a customer indicated as a payer
• Owner – center of the company structure which is the issuer of a document
• Date of Issue – the current date is set by default, without a possibility of changing it
• Overdue – a total of remaining amounts from receivables list
• Interest – total of interest calculated for payments added to the late fee
• Costs – it is possible to define a numeric value of costs associated with
  maintenance of a specific late fee document
• Total – a total of values Overdue, Costs and Interest

General → Receivables

The list is composed of the following columns:

• No. – ordinal number of added payments
• Document Number – system number of a receivable’s source document
• Reference Number – number of the receivable’s source document, provided by a user
• Due Date – payment due date
• Days of Delay – number of days between due date and late fee date of issue
• Receivable – receivable amount
• Amount Remaining – receivable amount to be paid
• Rate [%] – applicable <<interest rate>> retrieved from the form of a customer indicated as a payer
• Interest – interest amount charged for payment

In order to add a receivable, click on [Add] from the Receivables button group. A list with receivables which fulfill the following conditions is opened:

• were issued for the customer indicated as a payer on the late fee
• were entirely or partially paid after their due date
• the number of days of delay is bigger or equal to the value in the column Delay of the late fee document

Days of delay for particular receivables are calculated as a difference between the date of payment and the due date. Column Debt Collection indicates whether a debt collection document has been already issued for a given payment. Above the list of receivables, there is Payments associated with late fees parameter which decides whether on the list there are also displayed receivables which were already included in another late fee.

Only payments of confirmed documents can be added to a late fee. The exception is an opening balance document.

Tab Customer  

In this tab, there is data of a customer selected as the payer in the tab General displayed.

Tab Currency

In this tab, there is information regarding exchange rate and date of the currency of a late fee.

Tab Payments

In this tab there are displayed payments of receivables type for the amount of late fee costs. Their currency and exchange rate are consistent with values in the document.

Tabs Attributes, Attachments, Associated Documents, Change History

Detailed description of the tabs can be found in <<Article>>.

A dunning letter is the subsequent reminder sent to a payer notifying him about receivables not paid within their due date and it may also include interest charged due to lack of payment within specified time.

Configuration of parameters on Dunning Letter document type

On Dunning Letter document type, in tab General, it is possible to specify the following:

• Exchange Rate Type – for dunning letters issued in foreign currency. It is possible to select one of the <<exchange rates defined in the system configuration>>.
• Date Type – for dunning letters issued in foreign currency.
• <<Number of Days Before the Date>> – also for dunning letters issued in foreign currency
• Calculate To – possible dates are:
• Due Date – calculates interest for the number of days from an invoice payment date until the date of issue of a dunning letter
• Dunning Letter Due Date – calculates interest for the number of days from an invoice payment date until the payment date of a dunning letter
• Include interest for late payment – the parameters indicates whether the value of interest for a payment should include interest on overdue payment or interest on arrears only
• Include interest in amount due – the parameter indicates whether the interest value should be included in the amount Total on dunning letter
• Number of Days After Due Date – number of days after which a payment reminder will be sent. An integer number from the range (-99:99) should be entered in this field. When a negative value is entered, it is possible to start debt collection actions yet before the due date.
• Obligatory minimum retention period
• Subject – e-mail message subject. The values defined in <<generic directories>> are available.
• Message – e-mail message content. The values defined in <<generic directories>> are available.

List of dunning letters

The list of dunning letters is available from the level of Finances → Payment Reminders. The list contains <<standard buttons>.

The list is composed of the following columns:

• Document Number
• Date of Issue
• Customer Code
• Customer Name
• Address – customer’s address
• Arrears – total of amounts to be paid for receivables indicated in the dunning letter
• Interest – total of interest calculated for payments added to the dunning letter
• Costs
• Total – depending on the setting of the parameter Include interest in amount due in the <<dunning letter definition>>, this is a total of values Arrears and Costs or total of values of Arrears, Costs and Interest
• Currency
• Status

Detailed description of functioning of the filters can be found in category <<Searching and filtering data>>>

Adding a dunning letter

In order to add a dunning letter, click on [Add] from the List button group.

Tab General

• Number – number of subsequent dunning letter, consistent with the numerator
• Payer – selection of a customer from the list of customers
• Content – e-mail message content
• Zwłoka – liczba dni po terminie płatności określona na definicji dokumentu Wezwanie do zapłaty. Domyślnie jest to 28 dni, z możliwością zmiany. Przykładowo, jeżeli w polu Zwłoka zostanie wskazana liczba 10 to na dokument monitu mogą zostać dodane wyłącznie płatności, których termin płatności minął co najmniej 10 dni temu.
• Delay – number of days after due date, specified in the Payment Reminder document definition. Default value is 28 days and it can be changed at any moment. For example, if in the field Delay, number of days 10 is indicated, it means that a payment reminder document can include payments whose due date is expired for at least 10 days.
• Payment Form – retrieved from the form of a customer indicated as a payer
• Due Date – retrieved from the form of a customer indicated as a payer
• Owner – center of the company structure which is the issuer of a document
• Document status
• Date of Issue – the current date is set by default, without a possibility of changing it
• Overdue – a total of remaining amounts from receivables list
• Costs – it is possible to define a numeric value of costs associated with
  maintenance of a specific payment reminder document
• Total – depending on the setting of the parameter Include interest in amount due in the <<dunning letter definition>>, this is a total of values Arrears and Costs or total of values of Arrears, Costs and Interest

 General → Receivables

The list is composed of the following columns:

• – ordinal number of added payments
• Document Number – system number of a receivable source document
• Reference Number – number of the receivable’s source document, provided by a user
• Due Date – payment due date
• Days of Delay – number of days between due date and payment reminder date of issue
• Receivable – receivable amount
• Amount Remaining – receivable amount to be paid
• Rate [%] – applicable <<interest rate>> retrieved from the form of a customer indicated as a payer
• Interest – interest amount charged for payment

 In order to add a receivable, click on [Add] from the Receivables button group. The button opens the list of receivables of a customer selected in the dunning letter, with number of days of delay bigger or equal to the value indicated in the payment reminder. Only payments of confirmed documents can be added to a payment reminder. the exception is an opening balance document.

Tab Customer  

In this tab, there is data of a customer selected as the payer in the tab General displayed.

Tab Currency

In this tab, there is information regarding exchange rate and date of the currency of a dunning letter.

Tab Payments

Upon completing dunning letter costs, in this tab, payments of receivable type equal to the amount of costs appears. Their currency and exchange rate are consistent with values in the document.

Tabs Attributes, Attachments, Associated Documents, Change History

Detailed description of the tabs can be found in <<Article>>.

In the system, it is possible to generate debt collection documents serially, that is for many payments of different customers.

Such serial operations can be performed from the level of Finances → Receivables.

Batch generation of payment reminders

In order to perform batch generation of <<payment reminders>>, it is necessary to select appropiate payments on the list and select [Payment Reminders] button. A window for generating payment reminders is opened.

The window for generating payment reminders is composted of the following fields:

• Payment Reminder Content − e-mail message content
• Payment Reminder Costs
• Days of Delay:
• By document definition – settings from document definition are retrieved
• By filter settings – by filter settings regarding days of delay which are set on the list
• Indicated range – upon selecting this option, two addition columns are displayed: From/To. If there are values in the columns, then, when generating payment reminders, only payments meeting the criteria are taken into account.

After completing the fields and selecting the [Generate] button, payment reminders are created separately for each customer and payment currency. Generated payment reminders have Unconfirmed status, so it is possible modify them.

Batch generation of dunning letters

In order to perform batch generation of <<dunning letters>>, it is necessary to select appropriate payments on the list and select [Dunning Letters] button. A window for generating dunning letters is opened.

The window for generating dunning letters is composted of the following fields:

• Dunning Letter Content − e-mail message content
• Dunning Letter Costs
• By document definition – settings from document definition are retrieved
• By filter settings – by filter settings regarding days of delay which are set on the list
• Indicated range – upon selecting this option, two addition columns are displayed: From/To. If there are values in the columns, then, when generating dunning letters, only payments meeting the criteria are taken into account.
• Interests:
• From customer form – interest is calculated the same way as when adding a dunning letter from the level off Finances → Dunning Letters
• Individual – an additional column for entering a value appears
• Minimum Interest Amount – dunning letters are generated only for those receivables, for which the value of calculated interest is greater or equal to the entered value.

After completing the fields and selecting the [Generate] button, dunning letters are created separately for each customer and payment currency. Generated dunning letters have
Unconfirmed status, so it is possible to modify them.

Batch generation of late fees

In order to perform batch generation of <<late fees>>, it is necessary to select appropriate payments on the list and select [Late Fees] button. A window for generating late fees is opened.

Window for generating late fees from the list of receivables

Window for generating late fees from the list of receivables contains the following fields:

• Late Fee Content − e-mail message content
• Late Fee Costs
• Days of Delay:
• By document definition – settings from document definition are retrieved
• By filter settings – by filter settings regarding days of delay which are set on the list
• Indicated range – upon selecting this option, two addition columns are displayed: From/To. If there are values in the columns, then, when generating late fees, only payments meeting the criteria are taken into account.
• Interests:
• From customer form – interest is calculated the same way as when adding a dunning letter from the level off Finances → Dunning Letters
• Individual – an additional column for entering a value appears
• Minimum Interest Amount – late fees are generated only for those receivables, for which the value of calculated interest is greater or equal to the entered value.

After completing the fields and selecting the [Generate] button, late fees are created separately for each customer and payment currency. Generated late fees have Unconfirmed status, so it is possible modify them.

A payment reminder reminds the payer of receivables not paid within their due date.

Configuration of parameters on Payment Reminder document type

Payment reminder document definition is available from the level of the menu Configuration → Company → Documents → Payment Reminder.

On Payment Reminder document type, in the tab General, a user can set:

• Exchange Rate Type – for payment reminders issued in foreign currency. It is possible to select one of the <<exchange rates defined in the system configuration>>.
• Date Type – for payment reminders issued in foreign currency.
• Number of Days Before the Date – for payment reminders issued in foreign currency.
• Number of Days After Due Date – number of days after which a payment reminder will be sent. An integer number from the range (-99:99) should be entered in this field. When a negative value is entered, it is possible to start debt collection actions yet before the due date.
• Obligatory minimum retention period
• Subject – e-mail message subject. The values defined in <<generic directories>> are available.
• Message – e-mail message content. The values defined in <<generic directories>> are available.

List of payment reminders

The list of payment remidners is available from the level of Finances → Payment Reminders. The list contains <<standard buttons>.

The list is composed of the following columns:

• Document Number
• Date of Issue
• Customer Code
• Customer Name
• Address – customer’s address
• Arrears – total of amounts to be paid for receivables indicated in the payment reminder
• Costs
• Total – total of arrears and costs
• Currency
• Status

Detailed description of functioning of the filters can be found in category <<Searching and filtering data>>>

Adding payment reminder

In order to add a payment reminder, click on [Add] from the List button group.

Tab General

• Number – number consistent with the numerator
• Payer – selection of a customer from the list of customers
• Content – e-mail message content
• Delay – number of days after due date, specified in the Payment Reminder document definition. Default values is 14 days and it can be changed at any moment. For example, if in the field Delay, number of days 10 is indicated, it means that a payment reminder document can include payments whose due date is expired for at least 10 days.
• Payment Form – retrieved from the form of a customer indicated as a payer
• Due Date – retrieved from the form of a customer indicated as a payer
• Owner – center of the company structure which is the issuer of a document
• Document status
• Date of Issue – the current date is set by default, without a possibility of changing it
• Overdue – a total of remaining amounts from receivables list
• Costs – it is possible to define a numeric value of costs associated with
  maintenance of a specific payment reminder document
• Total – a total of values Overdue and Costs

General → Receivables

The list is composed of the following columns:

• No. – ordinal number of added payments
• Document Number – system number of a receivable’s source document
• Reference Number – number of the receivable’s source document, provided by a user
• Due Date – payment due date
• Days of Delay – number of days between due date and payment reminder date of issue
• Receivable – receivable amount
• Amount Remaining – receivable amount to be paid

In order to add a receivable, click on [Add] from the Receivables button group. The button opens the list of receivables of a customer selected in the payment reminder with number of days of delay bigger or equal to the value indicated in the payment reminder. Only payments of confirmed documents can be added to a payment reminder. Exception is opening balance document.

Tab Customer

In this tab, there is data of a customer selected as the payer in the tab General displayed.

Tab Currency

In this tab, there is information regarding exchange rate and date of the currency of a payment reminder.

Tab Payments

Upon completing payment reminder costs, in this tab, payments of receivable type equal to the amount of costs appears. Their currency and exchange rate are consistent with values in the document.

Tabs Attributes, Attachments, Associated Documents, Change History

Detailed description of the tabs can be found in <<Article>>.

[Alert]In the system, payment reminders can also be generated in a single batch with the help of a BPM process named Notify About Arrears – Payment Reminders (PR). A debt collection document is generated for each customer based on the carried-out analysis.

In case if a payment is not paid within its due date, an additional fee is charged for each day of delay – so-called interest on arrears. The amount of such additional fee results from the interest rate outlined in statutory regulations and trade agreements. The interest rate can change in time since each interest rate has its validation dates determined. Defined interest rates are common for a whole company structure. An arrear amount is calculated on the basis of given document’s payment value.

In the system, there are three statutory interest rates available, effective in particular periods. These rates can bee freely edited. The list of interest rates is available from the level of the menu Configuration → Finances, under the button [Interests].

To define new interest rate, it is necessary to select the button [Add] from the List group of buttons and complete the following data:

• Value [%] – interest rate with two decimal places precision. The system controls the uniqueness of values in case of the same date and type.
• From – interest effective date
• Type – indicates type of interest rate. It is possible to select values entered in <<generic directories>>.

Interest on customer form

In the system, it is possible to assign statutory interest type or define new contractual interest for a customer. It can be done on customer form, in the tab Accounting, in the Interest panel.

To do so, it the field Interests, it is necessary to select one of the following values: Contractual or Statutory. If the option Statutory is selected, the Type field is automatically filled in with default value form Interest Rate Type directory, with a possibility to change it.

If the option Contractual is selected, the Type field is not available, however, the user can define own interest values. To do so, it is necessary to select [Add] button and complete the following columns: Value [%] and From.

Payment confirmation – general information

With the use of the window Payment Confirmation, it is possible to entirely or partially compete a payment thanks to an automatic creation of a cash/bank transaction completed by a given payment. The Payment Confirmation window can be opened:

• automatically, when confirming a document or when confirming and posting a document at the same time
• manually, by clicking on the button [Pay]

The possibility of completing a payment through the Payment Confirmation window during the confirmation of a payment is available only if in the <<definition of a given document>>, the parameter Payment confirmation has been checked. The parameter is checked by default for the following documents:

• PI, PIVC, CQFA, API, APIVC, VPI, VPIC
• SI, SIVC, SIQC, ASI, ASIVC, VSI, VSIC
• R, RQC, RVC

Completion of a payment in the window Payment Confirmation with the use of the button [Pay] can be performed from the level of:

• payment estimate
• list of receivables/payables
• customer and vendor payments
• list of trade documents (purchase invoices, sales invoices, receipts)
• details of a sales invoice

The option is available only for documents issued in a company to which the user is logged-in. If the payment regards several documents, an inconsistency on at least one of them will make it impossible to register the payment.

Elements of the Payment Confirmation window

In the upper part of the Payment Confirmation window, there is a list of planned payments defined on a document. The list is composed of the following columns:

• Pay – the parameter determines whether a given payment has to be made
• Document Number – number of the document from which the payment comes
• Amount – payment amount
• Currency
• Payment Form – form in which a payment will be applied
• Amount Remaining – amount remaining to be applied
• Entity Code – entity’s code indicated on payment

And columns hidden by default:

• Terms Expiration Date – the date by which payment must be made to be able to grant terms.
• Amount to Be Paid – remaining amount after the payment is corrected by the terms value
• Number of Days – number of days within which payment must be made for terms to be granted
• Entity Name
• Terms Base – payment amount calculated on the basis of document items determined as subject to terms
• Terms [%] – percentage value of terms
• Value Not Subject To Terms – difference between payment amount and terms base
• Terms Value – value of granted terms

The values of columns hidden by default regarding terms are retrieved, by default, from the tab Terms which is available on the payment of a given document. Detailed description of the columns can be found in article <<Defining terms on payment>>.

An operator can decide whether in the Payment Confirmation window displayed after confirming a trade document, all open payments of a given document should be shown or only these of a given type. To do so, from the level of Configuration → Company Structure → Company → Object Availability → Payment Forms object, it is necessary to select the parameter Payment confirmation for a given payment form. If the Payment Confirmation window is opened after selecting the [Pay] button after confirming a document, it will contain all not applied payment, regardless of the value of the parameter Payment confirmation for payment form.

The lower part of the Payment Confirmation window is composed of the following elements:

• Customer/Vendor – by default, a customer/vendor indicated on document’s payment is suggested, with the possibility of changing it
• Payment Form – the form selected on the document’s payment is indicated by default, with the possibility of changing it
• Account – by default, an account associated with a given payment method is suggested, with the possibility of changing it
• [Add Report] – allows for adding a report to a selected account. The button is active if a report with a time interval including th date of payment confirmation has not yet been defined in the system.
• To Be Paid – payment amount remaining to be paid. For a payment expressed in a currency different than system currency, the amount to be paid is presented in two different currencies – payment currency and system currency. The field cannot by edited.
• Paid – the amount to be paid is suggested by default, with the possibility of changing it. For a payment expressed in a currency different than system currency, the amount to be paid is presented in two different currencies – payment currency and system currency.
• Change – a difference between the amount taken from the payee and the amount do be paid. For a payment expressed in a currency different than system currency, the amount of change is presented in two currencies – payment currency and system currency and in the lower part of the window, a section with a conversion calculator is displayed. A user can select exchange rate for such payment. In case the payment is made for several documents, the system allows for introducing separated exchange rate for each document.
• Document Date – date and time of transaction registration in the system. By default, the system date is suggested, with the possibility of changing it.
• For – text field with Automatically The default setting of this parameter depends on the setting of the parameter Fill in field “For” in c/b transaction automatically and it can be changed by the user. If the parameter Automatically is:
• checked, the text field is hidden. In a transaction resulting from completing a given receivable, the system number of the payment is retrieved onto the field In a transaction resulting from completing a given payable, the reference number of the payment is retrieved onto the field For.
• unchecked, it is possible to insert any text to the field
• Description – text field allowing for entering an additional information which will be saved in a transaction generated as a result of completing a given payment. If such description is provided in a payment being completed, it will be copied to this field.

Making payments including existing transaction

In the system, it is possible to make payments for a document with the use of the payment confirmation window including already existing cash/bank transactions. To do so, in the definition of a given document, it is necessary to check the parameter Open transactions. When making payment for a given document, the list of open transactions associated with a given customer/vendor is opened.

The list presents cash/bank transactions which have status Open and fulfill predefined requirements specified in the filter placed under the list. Above the list, the amount To Be Applied is presented. This is the amount of the currently paid document.

To combine the completed payment from a document with selected transaction, it is necessary to select that transaction and click on the [Combine] button. It is possible to combine more than one transaction with a document. The system also allows for editing transactions presented on the list.

Moreover, an operator entitled to <<make compensations>> can also compensate a payment from the level of the window Documents To Be Paid. To do so, it is necessary to check the parameter Compensations, which is available in the filter under the list. A payment of the type opposite to the type of the payment currently being settled, will appear. Additionally, the name of the column Document Date will be automatically changed to Date/Due Date and either document date from a cash-bank transaction or a due date from a payment of the opposite type will be displayed there.  In order to add a compensation, it is necessary to select an appropriate payment from the list and select the button [Combine]. Detailed information regarding the functionality can be found in article <<?>>.

After combining the payments, the user must click on the button [Save] or [Close]. The button [Close] interrupts the operation of payment completion, however, all completed payments are remembered. Clicking on the button [Save] closes the window (if the payment is already entirely completed) or opens the window Payment Confirmation (if there is still an amount of the payment which should be settled).

Making payments with the use of Pay all option

After selecting more than one payment on the payment estimate or on the list of receivables/payables and then clicking on the button [Pay], the payment confirmation window with active parameter Pay all is opened. If the parameter is:

• checked – the system creates one collective payment, amounting to the total of all payments, where payer, payment form and account are retrieved from the firs payment
• unchecked – data regarding payer, amounts, account, document date and payment form are displayed separately for particular payments after highlighting each of them

Terms in the payment confirmation window

If there are several terms specified for a given payment, the system will retrieve those which were specified on the basis of a document date indicated in the payment confirmation window. Changing a document date will update the terms value.

Registering change in the payment confirmation window

In the system, it is possible to register change also in the currency of a payment from the level of the Payment Confirmation window. In Configuration → Company Structure → Company → Object Availability → Payment Forms, it is possible to specify whether change should be registered for a given payment form in a given center. By default, the parameter Registering of Change is activated for the payment forms Own Voucher and External Voucher, with no possibility to modify it. The parameter is deactivated for other payment forms, and the user may activate it anytime.

If the parameter Registering of Change is deactivated for a given payment form in a center, upon paying for a payable with change in the same currency, the system will only create a transaction for an amount from the field:

• Amount Remaining – if the field Amount Paid contains an amount which is greater than or equal to an amount from the field To Be Paid
• Amount Paid – if the field Amount Paid contains an amount which is lower than an amount from the field To Be Paid

If the parameter Registering of Change is activated for a given payment form in a center, a cash/bank transaction is also created for a payment with change in the currency of the payment. Transactions associated with change are automatically compensated with a payment transaction created with the use of the Payment Confirmation window. Additionally, the tabs Associated Documents of those transactions display information about the association between a payment transaction and a transaction related to the registration of change.

List of payments for customers/vendors is available from the level of the menu Finances, under the button [Customers]/[Vendors].

The visibility of data in a payment estimate depends on the center to which an operator is logged-in. The document is presented in the list, if:

• it was added by a current center (center to which an operator is logged-in)
• it was added by a center which is subordinate to the current center
• it was added by a center which makes it available (by specifying its visibility for document types) for the current center or its child center

Only transactions entered to accounts available in a current center are displayed in the list.

The list contains standard buttons which have been described in article <<Standard buttons>> and, additionally:

• <<[Combine Selected] – completes selected payments
• [Complete] − allows for completing a given payment
• [Compensate] − allows for compensating a given payment
• [Pay]>> − opens the Payment Confirmation form, by means of which it is possible to make a payment by automatic creation of a cash/bank transaction

The list of payments for customers/vendors is composed of the following columns:

• Document Number
• Reference Number − number entered by a user for providing an additional identification
• Entity Code − payer’s code on payment and entity’s code on transaction
• Receivable − amount of a payment of Receivable type or expense transaction
• Payable − amount of a payment of Payable type or of a revenue transaction
• Receivable – To Be Applied – receivable amount to be applied
• Payable – To Be Applied – payable amount to be applied
• Due Date/Date − payment due date or date of document for c/b transaction
• Currency − document currency, depends on the settings in the filter
• Payment Form
• Status
  • C − Completed
  • U − Uncompleted
  • NS − Not Subject

And columns hidden by default:

• Document/Transaction Date − document date for payment or transaction date presented in transaction form for transaction
• Days of Delay − number of days passed from the due date of payment. After selecting parameter Show days of delay the column appears automatically in the list
• Cash Register/Bank − number of account indicated in the document
• VAT Amount − displayed only for payments and bank transactions with checked parameter Split Payment
• Entity Code − payer’s name indicated on payment and entity’s name indicated on transaction
• Voucher Number − number of voucher indicated on payment or transaction
• Description − payment description for payment and value of the field For for a cash/bank transaction
• Document Description – description entered in the source document of a payment and transaction description for a cash/bank transaction
• Voucher Sort − sort of voucher indicated on payment or transaction
• Applied − amount cleared by now
• System currency − currency of the company in which the document was issued
• Value − value of payment or c/b transactions from the payment’s point of view (a receivable with plus sign and a payable with minus sign)
• Owner − center of the company structure which is the issuer of a document.
• Affects Balance − indicates whether a given payment affects the balance of the account

 Detailed description of functioning of the filters can be found in category <<Searching and filtering data>>> and in article <<Payment Estimate tab>>.

Generating advance invoice on the list of customer and vendor payments

On the list of customer and vendor payments, it is possible to generate an advance invoice on the basis of open cash/bank transactions. This function is available only if the transaction currency is the same as the currency of the order to which the invoice is being generated.

To issue an advance invoice, it is necessary to:

• select a specific cash/bank transaction
• select the button [API]/[ASI] from the Generation group of buttons. The buttons are available, if in the filter Transactions, value Deposits or Withdrawals is selected. Selecting one of the buttons opens the list of sales/purchase orders for the customer/vendor indicated in a given transaction.
• check an order and click on the button [Select] This action opens a new advance sales/purchase invoice.

Detailed information regarding advance invoices can be found in article <<Advance invoices>>.

In the system, it is possible to indicate cash/bank account to which a terms transaction will be registered. Such an account is selected from a drop-down list, in the definition of Terms document type in a given center. The list contains all accounts available in a given center of the structure and the option <None>. After completing a payment with terms assigned, a transaction of terms type will be created in the selected account – in the report specified on the basis of the date of of the payment transaction.

Additionally, next to the cash/bank account, the parameter By received payment is available. By selecting it, a cash-bank transaction of terms type will be added to the same account in which a received payment is registered.

A <<type of terms>> defined in the configuration can be assigned to a given customer. To do so, in the customer form, in the tab Trade, in Terms field, it is necessary to select an appropriate type of terms

If a customer with assigned terms is selected in a document, then, the same type of terms is assigned to the payment of this document, by default.

Terms is a percentage reduction of the total amount of receivable that is granted to a customer by a vendor for having mad an earlier payment.

List of terms types

The list of terms types is available from the level of the menu Configuration → Finances → Types of Terms It is composed of the following elements

Types of Terms window

• Name
• Active – parameter conditioning whether it is possible to use terms in the system

Items window – presents information regarding selected terms

• [%] – percentage value of granted terms
• Number of Days – period in which the terms is valid, counted from the date of document issue

Defining types of terms

In order to define terms types, it is necessary to select the button [Add], which is placed in the Types group of buttons and, next, insert a unique terms name. The parameter Active is checked by default, with a possibility to change it at any moment.

To define a terms type item, it is necessary to click on the button [Add], which is placed in the Terms group of buttons and, next, define the percentage value of granted terms and its period. In the system, it is possible to add one than more terms type with the same items.

[Alert] A terms type which has been already used in the system, cannot be deleted. [/alert]

[Alert] Modification of a terms type will not change terms values in payments for which it has been already used. [/alert]

Assigning terms to a document payment

Methods of assigning terms to a document payment

• selecting terms type defined in the configuration in the column Terms, in the tab Amounts of a document
• adding new terms type in the tab Terms of a document payment

Selecting terms type in the tab Terms of a document

To assign terms to a payment, from the level of document details it is necessary to open the tab Amounts and then, in the column Terms, select an appropriate terms type.

Adding terms from the level of the tab Terms of a document payment

To add terms, from the level of a document payment is necessary to open the tab Terms and them, from the Terms group of buttons, select the [Add] button. The following fields must be filled in for an item:

• Terms [%] – percentage value of terms (number from the 0-100 range)
• Number of Days – number of days within which payment must be made for terms to be granted. The number of days is counted from the date of issue. After selecting the terms expiration date, the number of days is completed automatically.
• Terms Expiration Date – the date by which payment must be made to be able to grant terms. This date cannot be later than the due date. After specifying the number of days, terms expiration date is completed automatically.
• Terms Base – payment amount calculated on the basis of document items determined as subject to terms. Detailed description of including/non including an item in terms can be found in article <<>>>
• Value Not Subject To Terms – difference between payment amount and terms base
• Terms Value – value of granted terms. This is a product of terms percentage value and payment value.
• Amount to Be Paid – remaining amount after the payment is corrected by the terms value.
• Currency – symbol of terms transaction currency

In order to calculate terms value in a document, while simultaneously ignoring particular items, it is necessary to uncheck the parameter Include in terms on forms of these items.

In the system, there are defined:

• Terms1 with conditions: 10% and 15 days
• Item_1 with checked parameter Include in terms
• Item_2 with unchecked parameter Include in terms
• Customer_1 for whom due date is set to 30 days

A sales invoice with two items has been added:

• Item_1 – subject to terms, 10 items, price 1.00 EUR/item
• Item_2 – not subject to terms, 20 items, price: 2.00/item

Terms1 has been assigned to the invoice payment. As a result, in the tab Terms, the following values are displayed:

• Terms [%]: 10,0000
• Number of Days: 15
• Terms Expiration Date: 6.12.2019 – invoice date of issue plus the number of days determined in terms conditions (11+15)
• Terms Base: 30 EUR – total value of item Item_1 (subtotal value + VAT)
• Value Not Subject To Terms: 49.20 EUR – total value of Item_2 (subtotal value + VAT)
• Terms Value: 1.23 EUR (10% of 12.30 EUR)
• Amounts To Be Paid: 60.27 EUR – total value of the whole invoice reduced by terms value
• Currency: EUR

If the payment for the invoice is made until 6.12.2019, the terms will be granted.

[/exmaple]

Statement of transactions are used to pass over bills to a bank in order to execute them. They contain uncompleted revenue transactions.

The list of statements of transactions is available from the level of menu Finances, under the [Transactions] button.

The list contains standard buttons which have been described in article <<Standard buttons>> and, additionally:

[File] − used for generating an ST file to the exchange file directory indicated in the system configuration

The list of statements is composed of the following columns:

• Document − ST document system number in accordance with the numerator definition
• Date of Issue
• Number of Transactions − number of statement items
• Value − total of values of all items
• Status − ST document status The column can take on one of the following values: Initiated, Unconfirmed, Confirmed, Canceled, Sent
• File − name and access path to the generated file
• Description
• Currency − system currency of a company in which the document has been issued

Detailed description of functioning of the filters can be found in category <<Searching and filtering data>>>

Adding statement

Statement of transactions is added in the same way as statement of remittance orders. Detailed description of the process can be found in article <<Statements of remittance orders>>.

Exporting statements to a file

Export of a statement of transactions to a file is performed the same way as in the case of the statement of remittance orders which is described in <<Statements of remittance orders>>.

Payment order is a non-cash bank reconciliation form, in Europe known as direct-debit. This form of payment is basically used in recurring transactions. Payment order regarding a payment of Receivable type – a part initiating payment is creditor.

Configuration settings

From the level of System → Configuration → Data Exchange → in section Transfers it is possible to select exchange file directory for the Statement of Payment Orders document. Then, the path is set as default on the SPO document form.

List of statements of payment orders

The list of statements of payment orders is available from the level of the menu Finances, under the [Statements] button.

The list contains standard buttons which have been described in article <<Standard buttons>> and, additionally:

[File] – used for generating an SPO file to the exchange file directory indicated in the system configuration

The list Statements of payment orders is composed of the following columns:

• Document – system number of the SPO document, in accordance with the numerator definition
• Date of Issue
• Number of Transfer Orders – number of statement items
• Value – total of values of all items
• Status – SPO document status The column can take on one of the following values: Initiated, Unconfirmed, Confirmed, Canceled, Sent
• File – name and access path to the generated file
• Description
• Currency – system currency of a company in which the document has been issued

 Detailed description of functioning of the filters can be found in category <<Searching and filtering data>>>

Adding statement of payment orders

Statement of payment orders is added in the same way as statement of remittance orders. Detailed description of the process can be found in article <<Statements of remittance orders>>.

Exporting statements to a file

Export of a statement of payment orders to a file is performed the same way as in the case of the statement of remittance orders which is described in <<Statements of remittance orders>>.

Remittance order is a basic and common form of non-cash settlement where a bank account owner orders bank to transfer a specific amount from their bank account to a bank account indicated by him/her in any bank. The remittance order is used to settle payables.

Configuration settings

From the level of System −> Configuration −> Data Exchange −> in section Transfers it is possible to select exchange file directory for the Statement of remittance orders document. Then, the path is set as default on the SRO document form.

List of statements of remittance orders

The list of statements of remittance orders is available from the level of the menu Finances, under the [Statements] button.

The list contains standard buttons which have been described in article <<Standard buttons>>.

[File] − used for generating an SRO file to the exchange file directory

The of statements of remittance orders is composed of the following columns:

• Document − SRO document system number in accordance with the numerator definition
• Date of Issue
• Number of Transfer Orders − number of statement items
• Value − total of values of all items
• Status − SRO document status The column takes on the following values: Initiated, Unconfirmed, Confirmed, Canceled, Sent
• File − name and access path to the generated file
• Description
• Currency − system currency of a company in which the document has been issued

Detailed description of functioning of the filters can be found in category <<Searching and filtering data>>>

Adding statement of remittance orders

In order to add a statement of remittance orders, click on [Add] button from the List button group.

The form of an SRO document is composed of the following elements:

Tab General

• Number − document number assigned automatically by the system in accordance with the numerator definition
• Document Status − determined automatically by the system, cannot be edited
• Reference Number − allows for entering an additional document number by the user
• Date of Issue − the current date is set by default, can be changed by the user
• Date of Transfer − until adding an item to a statement, it is possible to select one of the three options from a drop−down list:
• Current Date − system date
• Due Date − it is not possible to specify the date in a document header. For particular SRO items, due date from the first payment added to the document is retrieved.
• Specified Date − after selecting this option, a field allowing user for entering any transfer date becomes active
• Value − total of item values converted to the system currency
• File format − drop−down list allowing for selecting a format for exporting from
  formats defined in the configuration. It is possible to change format only until the file is generated.
• File − name and access path to the generated file. Document number and path specified in System −> Configuration −> Data Exchange −> section Transfer are set by default, with the possibility of change. In case of providing only a file name, without indicating its location, the file will be saved in Comarch ERP Standard setup folder
• Owner − center of the company structure which is the issuer of a document
• Group transfer orders by entity accounts – this parameter is checked by default and is editable as long as the document has no items. If checked, it is possible to add to an SRO document both payments and items and the payables against the same entity (bank account number) are grouped into one transfer order when generating the file. If the parameter is unchecked, only payments can be added to a document. For payments of the split payment type, it is not possible to group transfers − each payment is a separate order exported to a bank.
• For − title of transfer
• Account − dop−down list allowing for selecting a bank account. Selected account is automatically set on subsequent items and it cannot be changed. If an account is not selected, it will be filled in automatically on the basis of the first SRO item added. Changing of a register in an SRO document which contains items will automatically update the account on all items.

Tab General → Items

The list of SRO items is composed of the following columns:

• Date of Transfer
• Entity Code
• Entity Name
• Amount
• Currency
• From Bank Account − number of a bank account for the account indicated on a given SRO item
• To Bank Account − number of a bank account of a customer/vendor indicated on a given SRO item

and columns hidden by default:

• Split Payment − information whether a given payment is subject to the split payment mechanism
• VAT Amount − VAT amount for a payment of the split payment type

In order to add new item, it is necessary to click on button [Add].

The form is composed of the following tabs:

Tab General

Tab General is composed of the following sections:

• Transfer:
  • Date of Transfer – date of transfer indicated in a header
  • Amount − total of amounts of a transfer for payments of a given item in the currency of those payments
  • Account − account indicated in a header, cannot be changed. If no account has been indicated in a header, it is possible to select it from a drop−down list.
  • From Bank Account − number of a bank account assigned to the selected account. The field cannot by edited.
  • Bank − name of a bank assigned to the selected account. The field cannot by edited.
• Payer:
  • Vendor − allows for selecting entity type (Vendor, Employee, Institution) and indicating a specific entity of a given type.
  • Bank Account − allows for selecting from a drop−down list a bank account from all active bank accounts of selected entity.
  • Bank − field filled in automatically with the code and the name of a bank appropriate for selected bank account.
• Payments:
  • Document − system document number
  • Date − payment due date
  • To Send − amount remaining to be sent
  • Transfer Amount − the amount from the column To Send is set by default, with the possibility of changing it
  • Currency – currency in which document was entered
  • Source − reference number from a source document
  • Split Payment − information whether a given payment is subject to the split payment mechanism
  • VAT Amount − VAT amount for a payment of the split payment type

Adding a payment to an SRO item is possible only if:

• an SRO document is confirmed
• the parameter Group Transfer Orders by Entity Accounts is checked
• an entity is indicated on an item

To add a payment to an SRO item, it is necessary to click on the [Add] button.

It opens a list of payables with checked parameter To Send and filtered by entity and register selected on the item. In the upper right corner of the list, parameter Terms Date is available, where the following information is displayed:

• transfer date from SRO header ─ for Date of Transfer options indicated in the SRO header: Current or Date of Transfer Specified Date
• value Due Date ─ for Date of Transfer option indicated in the SRO header: Due Date

Terms date is presented for information purposes and it cannot be edited. Additionally, among columns hidden by default, column Terms Value is available, which contains the value of terms for a given payment. Terms date and terms value have effect on calculation of the amount presented in column To Send. Terms on a statement of remittance orders is calculated on the basis of the full payment amount only.

It is possible to add a payment:

• that is subject to completion
• that is not entirely completed
• whose amount To Send is different than zero
• that is compatible with an item as to entity, currency, and bank account number – if such number is specified on item form
• that is compatible with an item as to date of transfer, if the date of transfer selected in document header is: Due Date. This condition does not apply when adding the first payment to item.

If no entity’s bank account is specified for the SRO item, but it is specified for the added payment, it is assigned to the item. In case of payments added to a SRO document, it is possible to edit the amount of transfer in this column until the document is confirmed. The amount can be modified from range 0 to the amount of To Send value.

In the details of a SRO item, apart from standard buttons, there is also Customer/Vendor button group containing the following buttons:

• [Form] − displays the form of a customer/vendor indicated in the SRO document. Modifications to the customer/vendor data made from this level and saving the changes updates that data also in the edited SRO item.
• [History] − displays all the transactions registered for the customer selected in an SRO document.
• <<[Payment Estimate]>> − redirects to the payment estimate window, where it is possible to complete/compensate a payment.

Tab General → Payments

In this tab, there is a list of all payments attached to the given SRO.

The list contains standard buttons which have been described in article <<Standard buttons>>.

The list of payments is composed of the following columns:

• Document − system document number
• Entity Code
• Entity Name
• Date − payment due date
• To Send − amount remaining to be sent
• Transfer Amount − the amount from the column To Send is set by default, with the possibility of changing it
• Currency – currency of the document payments
• Source − reference number from a source document
• Split Payment − information whether a given payment is subject to the split payment mechanism
• VAT Amount − VAT amount for a payment of the <<split payment>> type

To add new payment, click on the button [Add] which opens the list of payables with checked parameter To Send and filtered by the account indicated in the document header. The payment is taken into account if it has a non−zero amount, is subject to completion and is not entirely completed.

It is only possible to confirm SRO documents in which:

• a bank account with account number is assigned to each customer/vendor
• a bank account with account number is assigned to each bank account
• payments value is other than zero

Tab Description

This tab is used for providing additional information regarding a Statement of Remittance Orders.

Tab Attributes

Detailed description of the tab Attributes can be found in <<Article>>.

Tab Attachments

Detailed description of the tab Attachments can be found in <<Article>>.

Exporting of transfer orders to a file

Generating a transfer file from an SRO document is possible only if the document is confirmed and has a specified file format and the directory it must be saved in. The file can be generated from the level of the list of SRO documents and from the level of a SRO document form, after selecting the button [File] available in the Generation button group. Upon generating the file from SRO document, the document status changes to Sent.

In particular cases (e.g., when a payment which should not be included in the statement was added or the file format was not inserted), it is possible to change its status back to the previous one. From the level of the context menu of a SRO document, there are two options available, which allow for changing its status:

• [Undo Sending] – the option is active only for a document with Sent status and changes its status back to
• [Undo Confirmation] – the option is active only for a document with Confirmed status and changes its status back to

Upon providing appropriate data, the file can be generated again.

In the system, it is possible to compensate transactions denominated in different currencies, that is to compensate transaction denominated in system currency with a transaction denominated in a foreign currency.  When compensating documents denominated in different currencies, an exchange rate difference is not calculated.

Compensation of transaction in different currencies is available from the level of:

• cash/bank transaction form (button [Compensate] in the tab Payments)
• list of customer and vendor payments
• payment estimate

During application of a cash/bank transaction, it is possible to include a deduction for uncompleted payments of the opposite type and for correcting invoices. A deduction can be registered by associating documents directly or through a compensation document. A cash/bank transaction can be associated with already existing compensation or with a document that is generated directly from the level of the transaction during its application.

Deductions can be applied only by operators who are assigned to an operator group that is entitled to this operation (menu <<Configuration → Company Structure → Operator Group → edited operator group → tab Other Permissions, selected permission Taking account of deductions during payments>>).

During creation and conversion, that parameter is:

• activated and editable by default at any time for the operator group that is entitled to making compensations (menu Configuration → Company Structure → Operator Group → edited operator group → tab Other Permissions, selected permission Making of compensations)
• deactivated and not editable by default for the operator group that is not entitled to making compensations

A deduction can be registered after selecting the button [Complete] or [Compensate] during registration or edition of a cash/bank transaction. In order to register a deduction via the button [Complete], it is necessary to:

• select the button [Complete] from the Payments button group on the form of cash/bank transaction to invoke the list of open payments
• select the parameter Show payments of the opposite type – then the open payables will additionally be displayed on the list of receivables, whereas open receivables will be displayed on the list of payables
• indicate on the list the payments whose deduction must be registered
• select one of the options: [Compensate Selected] or [Generate Compensation] from the button group Deductions

Selecting the option Compensate Selected completes a payment of the opposite type directly. This function is analogical to the function <<Making payment with the use of [Combine Selected] button>>.

Option Generate Compensation is used to complete a payment through an automatically generated compensation document. Before a compensation is generated, a window is opened, in which it is possible to specify a compensation date and whether to apply a current transaction to the compensation.  The process of compensation generation is the same as the one described in chapter <<Generation of a compensation document in the payment estimate>>.

A deduction registration mechanism using the option [Compensate] is the same.

The user may generate a compensation document directly in the payment estimate. In order to do so, it is necessary to select from the list all payments/transactions which are to be compensated and select the option [Compensate] available in the Generation section. The system will open a window in which the user may select a date of compensation (by default, the system prompts the current date) and one of the following options:

• Collective compensation document − generates and opens a collective compensation document with Initiated Such document can be created only if selected payments are expressed in the same currency and were issued in the company to which the user is logged-in. In case payments regarding only one entity are selected for compensation, on the side panel of generated document, this entity will be indicated and in the tab Payer, its data will be displayed. If payments for many different entities are, compensation document will be created without entity on it.
• Individual compensation documents for entity − individual and unconfirmed compensation documents will be generated for each entity and currency. Such documents will be created only for payments issued in the company to which the user is logged-in.

After indicating the date and selecting the option [Confirm], a compensation document is generated and opened. The following fields can be edited:

• Reference Number
• Content
• Owner
• Description
• Date of Issue
• Confirmation Date
• Compensate Documents parameter

To add a compensation document, it is necessary to, from the level of Finances -> Compensations, select the button [Add]. It opens compensation document form.

The compensation form contains standard buttons which have been described in article <<standard buttons>> and, additionally:

• [Compensate Documents] – selecting this button creates payments for a compensation document and associates them with the payments of the documents indicated on the list of compensation items. Additionally, in the side panel of the compensation form, the parameter Compensate Documents is checked by default.
• <<[Payment Estimate]>> – button available only if in the side panel of the document a customer/vendor has been selected as entity. Clicking on the button opens the list of payment estimate filtered by a given customer/vendor.
• [Preview] – button available only if in the side panel of the document, a customer/vendor has been selected as entity. Clicking on the button opens the form of a given customer/vendor.
• [History] – button available only if in the side panel of the document, a customer/vendor has been selected as entity. Clicking on the button opens all transactions executed with participation of a given customer/vendor.

The form of compensation document is composed of the following elements:

Side panel

• Document status – status of a currently opened document
• Number – entered automatically by the system according to numerator definition
• Value – compensation amount
• Receivables – total of document receivables
• Payables – total of document payables
• Amount Remaining – total of Remaining amounts from document items
• Reference Number – number entered by a user for providing an additional identification of a document
• Entity – selected from the list of: customers/vendors, employees, banks or institutions. It is not obligatory to fill in this field on the compensation form but it facilitates the registration of compensations with a single entity.
• Date of Issue – the current date is set by default, can be changed by the user
• Date of Compensation – the system date is set by default, can be changed by the user This field is updated automatically in case of changing the date of issue, on condition that a document does not contain items
• Confirmation Date – set as the system date, by default; it can be changed until compensation document is posted
• Compensate Documents – selecting this button creates payments for a compensation document and associates them with the payments of the documents indicated on the list of compensation items. More information regarding functioning of the parameter can be found in description of the tab
• Content – predefined value defined in document definition with a possibility to change it. A user can add new message content level of Configuration -> Generic Dictionaries -> General -> E-mail Content.
• Currencies – a document currency is retrieved by default on the basis of a currency assigned to an entity selected by the user, with a possibility to change it. If a currency assigned to that entity is inactive, currency in the compensation document is set as the system one. It is only possible to change currencies if a given compensation document does not contain items.

An exchange rate is retrieved on the basis of settings specified in the definition of a given document type (Configuration → Company Structure → Rights Structure → Relevant company form → Documents tab).

In the case where the user selects the option none as the exchange rate type, created payments will use an exchange rate from the compensation document items.

• Owner – center of the company structure which is the issuer of a document. Owner can be changed in a compensation document only if the document is unconfirmed. Documents issued in the same company but different centers can be edited. Documents issued in different companies can be previewed only.
• Reference Number – number entered by a user for providing an additional identification of a document

Tab Items

The tab contains lists of receivables and payables added to a compensation document. The lists are composed of the following columns:

• No. – item ordinal number
• Document – system document number
• Reference Number
• Due Date – due date for payment or document date for transaction
• Receivable/Payable – payment/transaction amount remaining to be completed without the current compensation. Amounts of receivables and expense transactions are indicated in the column Receivable, whereas amounts of payables and revenue transactions are indicated in column
• Compensation – amount subject to compensation
• Amount Remaining – payment/transaction amount remaining to be completed, including the compensation. Amounts of receivables are presented with positive sign, whereas amounts of payables are presented with negative sign.

And columns hidden by default:

• Entity Code – entity’s code indicated on payment or cash-bank transaction
• Entity Name – entity’s name indicated on payment or cash-bank transaction

Selecting the button [Add] on the list of items opens the list of payment estimate with a possibility of checking selected items. The list contains only uncompleted payments for the entity and currency indicated on the compensation document. If no entity is indicated, the payment estimate is displayed with the parameter All customers and vendors checked automatically in the filter section regarding the entity, which allows for adding payment compensation of different entities to the document.

The payment estimate opened while adding compensation document items contains a parameter Partial compensation. If this parameter is selected, the list will display an additional column To Compensate, presenting an amount to be compensated in the case of a given payment/transaction.  By default, an amount to be compensated equals an amount to be paid. However, the user may change this amount in a range [0; Remaining]. In the column To Compensate, amounts are presented in absolute terms. However, when summing up the column, the data is presented with a plus or minus sing, depending on the payment/transaction type (receivables and expense transactions with plus sign and payables and revenue transactions with minus sign).

The system controls whether a given payment has already been selected in this particular document and displays a summary of marked records in a given section.

Upon selecting elements from the payment estimate, a window with information about items added and not added to compensation is displayed:

Tab Payer

This tab presents the data of an entity selected as a payer in the document side panel. The system imports the main, default address of an entity which is next copied into a printout of the compensation document. If the document side panel does not contain any payer, the address section of the printout will present the data of all payers selected in payments.

Tab Payments

This tab displays the payments of a compensation document associated with payments indicated as items. The creation of payments and their association with the payments of documents selected as document items depends on the value of the Compensate Documents parameter:

• If the parameter is checked, the compensation amount is calculated and then compensation payments are generated and calculated with the payments indicated as compensation items. On the lists of receivables and payables and in payments indicated as compensation items, the amount remaining to be applied is updated, as the compensation amount is taken into consideration.
• If the parameter is unchecked, the compensation payments are not created and the amount remaining to be completed is updated only on the list of payables and receivables of the compensation document.

The parameter Compensate Documents is checked by default. The user can uncheck it until the compensation document is confirmed. If the parameter is unchecked in a document containing items, the system will display a notification informing the user about the deletion of compensation document payments: Document status will be changed and existing payments will be deleted. Would you like to continue? Yes/No. The status of the Compensate Documents parameter (active/inactive) is remembered for a given session.

Creating and completing compensation payments is performed on the basis of the following rules:

• A payment of the Payable type is created on the basis of the sum of receivables and release transactions subject to compensation and related to a given entity. Afterwards, it is automatically associated with these receivables and transactions
• A payment of the Receivable type is created on the basis of the sum of payables and receipt transactions subject to compensation and related to a given entity. Afterwards, it is automatically associated with these payables and transactions

The user may not create a new association or delete an existing one manually. Additionally, it is not possible to merge or divide compensation payments.

If a payment/transaction has been selected as an item in a compensation document with the Compensate Document parameter inactive, the system blocks the possibility to:

• select this payment as a document item in SRO, SPO, and ST documents
• complete or compensate this payment/transaction
• delete the payment association or compensation of this payment/transaction
• select this payment/transaction as a document item of another compensation document

The user will be informed about the blockade with a notification: Unable to perform the action. The document has been selected in (compensation document number).

Tab Associated Documents

Information about the association is displayed both from the level of the compensation document and source document of the payment.

Tabs Attributes, Attachments, Change History

Detailed description of the tabs can be found in <<Article>>.

Compensation documents allow for registering mutual deduction of receivables/due payments, that is for creating associations between receivables and payables of a given entity or their group.

The functionality of registering compensation documents is available only if on the definition of the company the parameter Register compensations is checked. The parameter is:

• unchecked on databases in Polish language version, with a possibility to check it at any moment
• unchecked on databases in English and German language version, with a possibility to check it at any moment
• unchecked on databases in French and Spanish language version, without a possibility to check it

The list of compensation documents is available from the level of Finances, under the button [Compensations].

A compensation document is visible on the list, if:

• was issued by the center to which the user is currently logged−in
• it was issued by a center which is subordinate to the current center
• it was added by a center which makes it available (by specifying its visibility for document types) for the current center or a center which is subordinated to the current center

The list contains standard buttons which have been described in article <<Standard buttons>>.

The list is composed of the following columns:

• Document Number
• Date of Issue
• Date of Compensation
• Entity Code
• Entity Name
• Address − address of the entity indicated on the compensation
• Value – compensation amount
• Currency
• Status − compensation document status (Initiated, Unconfirmed, Confirmed, Posted, Canceled)

And columns hidden by default:

• Reference Number − number entered by a user for providing an additional identification of a document
• Compensate Documents − allows for filtering compensation documents by the value of the parameter Compensate documents
• Owner − center of the company structure which is the issuer of a document

Detailed description of functioning of the filters can be found in category <<Searching and filtering data>>>

In the system, it is possible to make payments for documents in an amount lower than the amount for which they were issued.

Compensation allows for registering mutual deduction of receivables/due payments, that is for creating associations between receivables and payables of a given entity or their group.

Compensations can be made by registering a compensation document with the use of the button [Combine] or [Compensate].

To be able to make compensations in all available places of the system, it is necessary to, from the level of Configuration → Operator Groups → edition of specific operator group → Other Permissions, check parameter Making of compensations. The possibility of reading, modifying or deleting compensation depends on checking parameters available from the level of Configuration → Operator Groups → edition of specific operator group → Other Permissions → Compensation. To be able to compensate all objects (transactions/payments), the user must be entitled to read payments and cash/bank transactions.

Compensation with the use of the button [Combine]

It is possible to compensate a payment with the use of button [Combine] from the level of:

• cash/bank transaction details
• payment details

The mechanism of making compensation is the same both from the level of transaction details as from the level of payment details. In order to make a compensation from the level of transaction details, it is necessary to:

• edit the form of a given transaction
• check Compensation parameters which is available over the list of documents to complete. After checking the parameter, transactions of the opposite type will be displayed on tle list Documents to Be Paid. It means that in case of completing a transaction of revenue type, additionally, all uncompleted transactions of expense type will be displayed on the list and in case of completing a transaction of expense type, all uncompleted transactions of revenue type will be displayed on the list.
• on the list of documents to be paid, check toe transaction with which the edited document has to be compensated
• click on the button [Combine] placed in the Payments group of buttons. The same effect can be obtained by double-clicking on a given transaction/payment.

After making a compensation, a document completing a given transaction appears on the list Documents to Be Paid. Additionally, if such document has been paid in full, it will not be displayed on the list Documents to Be Paid anymore.

Compensation with the use of the button [Compensate]

It is possible to compensate a payment with the use of button [Compensate] from the level of:

• payment estimate
• cash/bank transaction details
• payment details
• list of customer and vendor payments
• list of receivables/payables

The mechanism of making compensation is the same for all the levels.

In order to compensate a payment from the level of the payment estimate, it is necessary to mark it on the payment list and select the button [Compensate]. It opens the list of all open payments of opposite type associated with the same customer/vendor from which it is necessary to select documents to be compensated.  After selecting a payment, it is necessary to click on the [Combine] button.

In the system, it is possible to complete payments in the system currency with cash/bank transactions in foreign currency. When making payments to such documents, an exchange rate difference is not calculated.

General information

In the system, it is possible to add an opening balance:

• Automatic – the functionality allows for adding an opening balance document on the basis the the previous accounting period.
• Manual – the functionality allows not only for entering beginning balances, but also enables to generate payments for entries registered on directory clearing accounts associated with a particular entity. Entries on accounts can correspond to unpaid invoices from previous years.

Adding automatic opening balance

To add an automatic OB document, in menu Accounting → Opening Balance, it is necessary to click on [Transfer Previous Period Balances] button. A form allowing for selection of accounts whose balances must be transferred as opening balance is opened, that is the opening balance i a new accounting period.

The following options are available when generating an automatic opening period:

• Transfer Accounts:
  • All – transfers balances for all accounts with checked parameter Transfer the opening balances, in period from which the balance is being transferred
  • Selected – the user is transferred to the chart of accounts where it is possible to select these accounts whose balances must be transferred
• Display in Log:
• Errors and warnings
• All

The opening balance is transferred for accounts with parameter Transfer the opening balances in period from which the balance is being transferred.

An automatic opening balance can be saved or confirmed.

In order to create an automatic opening balance correction (AOBC), it is necessary to click again on the button [Transfer Previous Period Blances]. An AOBC document can be added, when all automatic opening balance documents (AOB) and automatic opening balance corrections (AOBC) are confirmed. If at least one document is not confirmed, it will not be possible to transfer the opening balance. In such case, the following error message is displayed: “Unable to transfer the OB because there are unconfirmed AOB: [OB document number]”.

Adding manual opening balance

To add an OB document manually, it is necessary to select the button [Add] from menu Accounting → Opening balance. An opening balance form appears.

The form is composed of the following elements:

Tab Opening balance

Number – assigned in accordance with the settings of the numeration scheme

Date of Issue – by default, the system suggests the first date of a current accounting period with the possibility of changing it. Changing date of issue of an opening balance does not change dates (of posting, of operation and of issue) on a journal entry generated to the opening balance.

Amount DR – field provided for information purposes, displays the number of items registered on accounts on the DR side

Amount CR – field provided for information purposes, displays the number of items registered on accounts on the CR side

Unbalanced amount – field provided for informational purposes, displays the difference between the values on DR and CR accounts. It is calculated automatically by the system. The system allows for saving a document whose amount is unbalanced, but informs about it with an appropriate message.

Owner – by default, it is the center to which the user issuing the OB document is logged-in

Description – in this field it is possible to enter additional notes to the added document

Table of opening balance document items – contains all the items of an opening balance

The table of opening balance items is composed of the following columns:

• Account
• Account Name
• Amount DR
• Amount CR
• Currency – set on the basis of the currency of the bookkeeping account
• Amount in Currency DR (hidden by default) – the column appears on the list, if a currency account is selected on an OB document item
• Amount in Currency DR (hidden by default) – the column appears on the list, if a currency account is selected on an OB document item.

 An item can be added to an opening balance document in two ways:

• directly in table
• through form

Adding an item directly in table

To add an item, it is necessary to select the button [Add in Table] from the Items group of buttons. A row in which it is possible to enter data, appears in the table. A user must fill in the following columns: Account, Amount Dr i Amount Cr. Columns: Account Name and Currency are filled in automatically after an account is selected. Additionally, after selecting an account in a currency different than the system currency, additional columns appear in the table: Amount in Currency DR and Amount in Currency CR.

Adding an item through form

To add an item to cost allocation in table, it is necessary to click on [Add Through Form] button placed in Items group of buttons. A form with data to complete is opened.

Tab Opening Balance Item

Account – mandatory field used to insert the account number

Account DR – mandatory field. Debit side of an account, contains entries which debit the account. In case an account in foreign currency is selected on OB item, an additional field where it is necessary to enter the amount in the foreign currency, is available.

Account CR – mandatory field. Credit side of an account, contains positive entires. In case an account in foreign currency is selected on OB item, an additional field where it is necessary to enter the amount in the foreign currency, is available.

Create account – checking this parameter allows for creating a directory account for an entity

[Customer/Vendor], [Employee], [Institutions], [Banks] – with the use of this button, it is possible to assign an entity to a given opening balance item. After selecting the button, it is possible to select one of the following entity types: Customer/Vendor, Employee, Institutions and Bank. After selecting the button [Customer/Vendor], [Employee]/ [Institutions], [Banks], the user is transferred to the list of selection of a given entity.

Section Currencies

This section is available, when on a OB document item an account in foreign currency is selected. It allows for selecting an exchange rate according to which a document item is to be recalculated.

In order to select an exchange rate by which the system will recalculate the opening balance amount into the system currency, it is necessary to specify the Exchange Rate Type and the Date Type. If in the system, there is a default exchange rate for the OB document registration date, it is suggested automatically/

Tab Amounts on opening balance item

The tab allows for defining amounts composing an opening balance item. Successively added items, associated, e.g., with a given clearing account, reflect unpaid documents from the previous accounting period being the opening balance of the account.

The amounts can be added directly in table or through form.

• Adding of amount directly in table – in order to do so, click [Add]. Then, a row for entering of amounts appears. It is necessary to specify Cr amount or/and Dr amount. Other columns are not mandatory.
• Adding of amount through form – in order to do so, click [Add Through Form]. Then, a form for entering of data appears.

The form of the Amounts tab is composed of the following elements:

Amount – mandatory field. The account is transferred from an opening balance item to which particular amounts reflecting unpaid invoices are added.  The field cannot by edited.

Customer/Vendor – entity with which an account is associated The field cannot by edited.

Amount DR – mandatory field, in the case of an account in foreign currency, an additional account for entering the amount in foreign currency is available

Amount CR – mandatory field, in the case of an account in foreign currency, an additional account for entering the amount in foreign currency is available

Date of Transaction – allows for entering the date of a transaction associated with a given amount.  By default, this is the date of issue selected in the OB header.

Document Date – allows entering of date of the document interrelated with a given amount.   By default, this is the date of issue selected in the OB header.

Payment Form – payment form from invoice associated with a given amount.  In case of items registered in a customer/vendor directory account, the payment form is determined on the basis of data specified in customer/vendor form.

Payment Form – payment form from invoice associated with a given amount.

Document Number – number of an invoice associated with a given amount In case of items registered in a customer/vendor directory account, the payment form is determined on the basis of data specified in customer/vendor form.

Section Currencies

Allows for entering exchange rate on the same principle as to an opening balance item.

Tab Payments on opening balance item

It contains the list of payments generated for individual amounts of opening balance, entered to a directory cleating account associated with the entity.

A user is able to edit a given payment and complete it. Payment from an accounting note document is subject to the same rights as payments generated for trade documents. The possibility of completing a payment from an unconfirmed opening balance document constitutes an exception.

Detailed information regarding payments for documents can be found in category <<Payments>>.

Tab Attributes 

The tab contains a list of attributes assigned to an opening balance item. Detailed description of the tab Attributes can be found in article <<Attributes>>

Tab Analytical Description

The system allows for entering analytical description on the level of an opening balance. Detailed description of the functionality can be found in article <<Analytical description on opening balance document>>.

Tabs Attributes and Change History and Attachments

Detailed description of tabs can be found in article <<Tab Discount Codes, Analytical Description, Attributes, Attachments and Change History>>.

General information

Currency clearings are connected with registration of and making payment to currency documents which are posted onto accounts kept in currencies different than system currency. All the rules and mechanisms of clearing single-sided entries denominated in foreign currencies (with the help of options [Clear], [Associate Only Single-sided Entries], [Automatic Clearing]) are the same as those of clearing single-sided entries denominated in foreign currencies. Moreover, when clearing single-sided entries registered with different exchange rates, an Exchange Rate Difference document is generated. The level from which single-sided entries are cleared, that is the Clearings list or single-sided entry, is of no importance – the effect of clearing single-sided entries is always the same. A single-sided entry originating from a posted Exchange Rate Difference document is always assigned to a single-sided entry with higher exchange rate.

Parameter Currency posting, available on a posting scheme element, is also very important in the case of currency clearings. If it is checked, it means that the element of a posting scheme is defined for posting of documents in a foreign currency on accounts kept in a foreign currency. Only if it is checked, values on the account will be expressed both in the currency of a payment/cash-bank transaction and in the system currency. This enables generation of exchange rate difference documents resulting from clearing of single-sided entries as well as correct clearing of single-sided entries.

In case clearing of single-sided entries is a consequence of making payments to posted documents denominated in a foreign currency with different exchange rates, an Exchange Rate Difference document is created. But in this case, the Exchange Rate Difference document is not posted automatically with the default posting scheme. It must be posted manually from the level of Exchange Rate Documents list. Single-sided entries are cleared entirely not until the last document, participating in the completion of document payments, is posted, which is exactly the Exchange Rate Difference document. A common situation within currency clearings is in Comarch ERP Standard system having a clearing of single-sided entries without a ERD document posted. If this is the case, one of the single-sided entries remains uncleared for the amount of that ERD document.  By posting the Exchange Rate Difference document, single-sided entries will be cleared entirely.

It is possible to clear single-sided entries and make payments to their documents (with the help of the option [Clear]) only if both cleared single-sided entries fulfill an additional condition (except for the general clearing rules), meaning that the exchange rate in the single-sided entry is the same as that in the source document.

Clearing of single-sided entries denominated in a foreign currency

Single-sided entries denominated in a foreign currency and associated with a source document can be cleared with the help of the option [Clear] from the level of:

• Clearings list
• Tab Clearings DR/Clearings CR of a single-sided entry

The process of generating a clearing determined in foreign currencies is performed the same way as when generating a clearing in the system currency, but in this case an Exchange Rate Document is also generated. The Exchange Rate Difference document is posted automatically with the use of the default posting scheme. A single-sided clearing created as a result of the posting also participates in the clearing and is an integral part of the clearing.

Example

• A Sales Invoice (SI) document denominated in EUR at the exchange rate 1EUR = 4PLN and a Cash Deposit transaction denominated in EUR at the exchange rate 1EUR = 5PLN have been added.
• Both documents have been posted with correct schemes.
• On the list of clearings, it is necessary to indicate the clearing account on which both documents were posted and filter the list.

• From the level of the first single-sided entry, it is necessary to select option [Add]. List of journal entries on account is opened, where the user selects the second single-sided entry and confirms the selection by clicking [Select].
• The system clears the single-sided entries. Because they are expressed in a foreign currency at different exchange rates, an Exchange Rate Difference document is also generated and posted. A single-sided entry resulting from posting of the Exchange Rate Difference document is an integral part of the clearing and participates in it.

In accordance with the basic rule of clearing operations, completion of the associated source documents is carried out automatically by the system as well. An exchange rate difference document has also been generated.

Clearing of single-sided entries denominated in different currencies.

In the system, it is possible to clear (and complete) single-sided entries in different currencies. This functionality refers only to single-sided entries which source documents derive from posting of:

• Cash-bank transaction denominated in a foreign currency and payment denominated in the system currency
• Cash-bank transaction denominated in a foreign currency from cash-bank transaction denominated in the system currency

An Exchange Rate Difference document is not created as a result of the clearing.

Deleting clearings of single-sided entries denominated in different currencies

In the case of clearing an unconfirmed single-sided entry generated as a result of posting an Exchange Rate Difference document, it will be removed automatically along with deleting the clearing. If deleting a clearing deletes also a completed payment/compensation of a document, whereas the completed payment/compensation is associated with an Exchange Rate Difference document, the document will be deleted automatically along with removing associations between the documents.

In the case of clearing an unconfirmed single-sided entry generated as a result of posting an Exchange Rate Difference document, it will be removed automatically along with deleting the clearing. Clearing of the associated single-sided entries can be deleted only after the contra entry has been confirmed.

Payments can be made with the use of the following buttons:

Button graphic symbol	The button is available from the level of:
	• cash/bank transaction details • payment details
	• payment estimate • customer and vendor payments
	• payment estimate • customer and vendor payments • list of receivables/payables • cash/bank transaction details • payment details
	• payment estimate • customer and vendor payments • lists of payables/receivables • trade documents (invoices and receipts) • details of a sales invoice

Making payments with the use of [Combine] button

The button [Combine] is available from the level of <<payment details>> and <<cash/bank transaction details>>, i the tab Payments.

In order to complete a given payment, it is necessary to select an appropriate document On the list Documents to Be Paid and select the [Combine] or double-click on the selected document. After making a payment, in the section Paid Documents, the document completing the payment will appear. Additionally, if such document has been paid in full, it will not be displayed on the list Documents to Be Paid anymore.

In order to delete a payment, on the list Paid Documents, it is necessary to select an appropriate document and select the button [Remove Combination] or double-click on that document. After deleting such payment, the document disappears from the list Paid Documents and it appears again on the list Documents To Be Paid.

Making payments with the use of [Combine Selected] button

To complete a payment, on the list of payment estimate or on the list of customer/vendor payments, it is necessary to select at least two documents which are to be associated one with another and select the button [Combine Selected].

Making payments with the use of [Complete] button

Payments can be completed with the use of the button [Complete] from the level of:

• payment estimate
• customer and vendor payments
• list of receivables/payables
• cash/bank transaction details
• payment details

Selecting the button [Complete] opens a list of all open transactions for a given customer/vendor (in case of completing payments) or payments (in case of completing transactions). After selecting appropriate documents, it is necessary to click on the [Combine] button. The system also allows for editing documents presented on the list.

The documents are presented on the list of open transactions/open payments only if the user is authorized to <<read payment or transaction>>. Additionally, on the list of open transactions/open payments, there are all objects available in the center to which the user is currently logged-in.

Making payments with the use of [Pay] button

Making payments with the use of the button [Pay] is described in article <<Making payments with the use of Payment Confirmation window>>.

The functionality of settlements allows for:

• associating received or executed payments (cash/bank transactions) with receivables or payables
• compensating documents whose cash flow is opposite e.g., revenue transaction with expense transaction or receivable with payable

In the system, it is possible to complete only the documents within one company to which the operator is logged in. Documents issued within the same company but in different centers can be completed both from the level of that company and from the level of its centers, however, to do so, several configuration settings are required. Documents, which are to be visible in center and to which payments can be made, must be made available in the center which is the owner/issuer of such documents. Additionally, from the level of Configuration → Company Structure → Company → Documents → Visibility, it is necessary to attach cash/bank accounts to centers. If a document is available in a given center, its payment is visible too. In case a shared document was completed from a cash/bank transaction which is not available in given center or company, values of that transaction are masked.

Completions can be made from the level of:

• Payment details of a given document
• Cash/bank transaction details
• List of payments (receivables, payables)
• Customer and vendor payments
• Payment estimate
• Lists of documents and document details

To be able to make payments in all available places of the system, it is necessary to, from the level of <<Configuration → Operator Groups → edition of specific operator group → Other Permissions>>, check parameter Application of payments

Information provided in the Calendar tab refer to a financial situation of a company by time ranges. The Calendar tab presents information in accordance with the criteria selected in tab Payment Estimate.

The tab Calendar has a tree structure and its layout is the following:

• Level 1 − Analysis Period
• Level 2 − receipts and expenses structure elements:
  • Resources – cash/bank transactions value
  • Payments – payments associated with documents
  • Planned – entered directly from the level of payment estimate or the list of payables/receivables

Level 2 is displayed only if the parameter By receipts and expenses structure has been checked in the filter.

• Level 3 − Document

The list Calendar is composed of the following columns:

• Period/Document Number − for the level 1 it presents the period, for the level 2 it presents the names of the elements of elements of receipts and expenses structure and for the level 3 it presents the system number of a document. The period depends of the value of the parameter Group which is available in the filter.
• Reference Number − presented for the level 3
• Entity Code − presented for the level 3
• Receipts − on the third level the amount of receivable or receipt for a given document is presented, whereas on the first and the second level the total value of all the amounts from the third level is presented.
• Expenses − on the third level the amount of receivable or expense for a given document is presented, whereas on the first and the second level the total value of all the amounts from the third level is presented.
• Balance − presented on the first and second level. It is calculated as a difference between receipts and expenses.
• Current Balance − current balance of the account at the end of a given period, presented on the first level

and columns hidden by default:

• Cash Register/Bank
• Description
• Document Description
• Amount Remaining
• Applied
• Value
• Owner
• Affects Balance

Detailed description of hidden columns can be found in article <<Tab Payment Estimate>>.

Filtering on Payment Estimate tab

The Calendar list has general filter which allows for filtering by the following parameters:

• By inflows and outflows structure – parameter unchecked by default; if the parameter is checked, the level 2 is displayed
• Group – parameter determines the method of presenting values on the list:
  • Daily − default value
  • Weekly
  • Monthly
  • Quarterly
  • Yearly
• Skip periods without sales – parameter checked by default

Detailed description of functioning of the filters can be found in category <<Searching and filtering data>>>

Tab Payment Estimate allows for analyzing status of payments and cash/bank transactions, as well as for making payments.

The list contains standard buttons which have been described in article <<Standard buttons>>.

• [Add] − opens a drop-down list with payment types: Credit, Debit Payments added from the level of a payment estimate are not subject to completion.
• [Source Document] − allows for previewing the source document of a payament selected in the list
• <<[Combine Selected] − completes selected payments
• [Complete] − allows for completing a given payment
• [Compensate] − allows for compensating a given payment
• [Pay] − opens a form Payment Confirmation, by means of which it is possible to make a payment by automatic creation of a cash/bank transaction
• [Compensations] − generates a compensation document for selected payments>>
• [Payments] − allows for making batch changes for selected payments. The button is active only if the operator belongs to a group with granted permission Batch changes to payments, which is available in the tab Other permissions. The user can decide about details contained in log displayed during the change. The same rules apply for batch changes as in the case of payment edition. The following elements can be changed:
  • Payment form
  • Due date
  • <<Account>>
  • Payer
  • Payer’s bank account
  • Deleting of <<settlements>> and <<compensations>> (permissions Application of payments/Making compensations are required)

• <<[Transactions]>> − allows for making batch changes for selected operations. The button is active only if the operator belongs to a group with granted permission Batch changes to transactions, which is available in the tab Other permissions. The user can decide about details contained in log displayed during the change. The same rules apply for batch changes as in the case of payment edition. The following elements can be changed:
  • Payment form
  • Due date
  • <<Account>>
  • Payer
  • Payer’s bank account
  • Deleting of <<settlements>> and <<compensations>> (permissions Application of payments/Making compensations are required)

In the upper right corner of the list, parameter Show days of delay is available. Checking it results in showing an additional column Days of Delay in the list of payments. The column presents number of days passed since the due date of an unpaid credit/debit.

The list Payment Estimate is composed of the following columns:

• Document number
• Reference Number − number entered by a user for providing an additional identification
• Entity Code − payer’s code and code of entity for transaction
• Receipts − amount of credit or revenue
• Expenses − amount of debit or expense
• Due Date/Date − payment due date or date of document for c/b transaction
• Currency − document currency, depends on the settings in the filter
• Payment Form
• Status
  • C − Completed
  • U − Uncompleted
  • NS − Not Subject

and columns hidden by default:

• Document/Transaction Date − in the case of payment, it is the date of document from the form of registered payment and in the case of transaction, it is the date from a transaction from
• Days of Delay − number of days passed from the due date of an uncompleted credit/debit. After selecting parameter Show days of delay the column appears automatically in the list.
• Cash Register/Bank − number of account indicated in the document
• VAT Amount − displayed only for payments and bank transactions with checked parameter Split Payment
• Receivable − amount of a payment of Receivable type or of an expense transaction
• Receivable – To Be Applied – receivable amount to be applied
• Entity Code − payer’s name indicated on payment and entity’s name indicated on transaction
• Voucher Number − number of voucher indicated on payment or transaction
• Description – description of payment for payment and value of the field For for cash/bank transaction
• Document Description – description of payment source document and description of transaction for cash/bank transaction
• Transfer Orders − number of the SRO document in which a given payment has been included
• To Be Applied − transaction/payment amount remaining to be applied. Receivables are presented with plus signs and payables with minus sings, according to the data presented in the following table:

Object Type	Amount Type	Sign
Planned payment (of a source document	Receivable > 0	Receivable, plus sign
Planned payment (of a source document)	Payable > 0	Payable, minus sign
Cash/bank transaction	Revenue > 0	Payable, minus sign
Cash/bank transaction	Expense > 0	Receivable, plus sign

 

• Voucher Sort − sort of voucher indicated on payment or transaction
• Applied − amount cleared by now
• System currency − currency of the company in which the document was issued
• Value − value of payment or c/b transactions from the payment’s point of view (a receivable with plus sign and a payable with minus sign)
• Debt Collection – number of debt collection document in which a given payment is included
• Owner − center of the company structure which is the issuer of a document
• Affects Balance − indicates whether a given payment affects the balance of the account
• Arrears – if a given payment (days of delay > 0), an exclamation mark will be displayed in this column
• Payable − amount of a payment of Payable type or of a revenue transaction
• Receivable – To Be Applied – receivable amount to be applied

Filtering on Payment Estimate tab

The tab Payment Estimate contains the following filtering areas:

• General − allows filtering by:
  • Entity indicated on payment/transaction − All, Customer, All customers, Employee, All employees, Institution, All institutions, Bank, All banks, None
  • <<Currencies>> − <All>, <All in system currency> and active currencies defined from the level of Configuration →
  • <<Payment forms>> − active payment forms
  • Tax correction − VAT, Income tax, None. After selecting VAT value and filtering the list, only payments will be displayed and the following additional columns will appear: VAT Due Date and VAT Days of Delay (value with minus sign indicates the number of days remaining to apply payment, and with plus sign, indicating the number of days after due date, respectively). It allows to obtain information about payments which should be completed in order to avoid the adjustment of input tax or about those payments, which have not been completed by customers/vendors and, hence, grant the right to decrease the output tax. After selecting in selecting the value Income Tax, only payments of Payable type will be displayed and the following two additional columns will appear: Income Tax Due Date and Income Tax Days of Delay (values with minus sing indicates the number of days remaining to apply payment, and with plus sign, indicating the number of days after due date, respectively).
• Range of Dates − allows for filtering by due date for payments and by document date for c/b transactions. The following values are available within the filter: Any, Day, Month, Range of Dates, Previous Month, Current Month. The range of dates allows for selecting a specific time interval.
• Payments − allows for filtering by:
  • Payment type – <All>, Account Receivable, Account Payable, None
  • Payment settlement status − uncompleted, completed, not subject
  • Document status − <All>, Posted, Unposted
  • Split payment parameter on payment − filter visible only if in the definition of a relevent center of the Company type, for the parameter Split payment according to Polish regulations, value In accounting module or In accounting and trade modules is specified.
  • Timeliness − <All>, Not overdue, Overdue, Today’s
• Transactions − allows for filtering by:
  • Transaction type − <All>, Deposits, Withdrawals, None
  • Transaction settlement status − uncompleted, completed, not subject
  • Document status − <All>, Posted, Unposted
  • Split payment parameter on transaction − filter visible only if in the definition of a relevent center of the Company type, for the parameter Split payment according to Polish regulations, value In accounting module or In accounting and trade modules is specified. Values available within the filter: <All>, No, No + Payments, Payments, VAT Transactions, Payments + VAT Transactions.
  • Account Type − all accounts available in a given center are displayed. The value All indicates all accounts available in the current center, whereas the values <Cash>, <Bank> indicate all accounts of a given type in the current center.

Detailed description of functioning of the filters can be found in category <<Searching and filtering data>>>

Reference to the payment estimate from the level of the list of customers/customer form

From the level of the list of customers or of the form of a given customer, by means of the [Payment Estimate] button, it is possible to open the payment estimate window, where payments and transactions are displayed for a given customer. A user can freely modify the list of payments and make settlements and compensations.

Payment estimate provides information regarding statuses of patyments and available financial resources.

The list of payment estimate is available from the level of menu Finances, upon clicking [Payment Estimate] button. It is composed of two tabs – Payment Estimate and Calendar

The visibility of data in the payment estimate depends on the center to which an operator is logged-in. Payments are displayed basing on the owner of the source document. The document is presented in the list, if:

• it was added by a current center (center to which the operator is logged-in)
• it was added by a center which is subordinate to the current center
• it was added by a center which makes it available (by specifiying its visibility for document types) for the current center or its child center

Split payment mechanism in the export of statements of remittance orders and import of bank statements Split payment

In the system, it is possible to export statements of remittance orders containing payments marked as Split payment and import bank transactions relating to split payment mechanism – payment transaction or transactions of posting VAT amounts.

Exporting statements of remittance orders

Payments of split payment type may be exported with the use of the same format as the other payment or with the use of a separately defined transfer format.

To properly handle a split payment transaction code, the user needs to modify a variable responsible for that transaction. For that purpose, it is possible to use the field Constant Value. Upon selecting this field in the format definition, it is necessary to edit it and fill in the field Split payment value with a relevant string of characters according to the requirements of a given bank.

The user may handle bank transfers connected with the split payment mechanism in one of the two ways:

• With the use of fields dedicated to split payment available in the transfer format definition
• With the use of the parameter Support split payment available for the field For

Handling transfers by means of dedicated fields

Fields contained in the transfer format definition which can be used to handle the split payment mechanism include:

• Split Payment – VAT Amount – a VAT amount to be sent from a payment
• Split Payment – TIN – a subject’s TIN transferred from a payment without hyphens and prefixes
• Split payment – document number – reference number from a payment

Parameter Support split payment

Another method of handling bank transfers related to the split payment mechanism uses the Support split payment parameter available in the transfer format definition for export in the case of the following fields:

• For
• For – Document Numbers
• For – Document Numbers and Amounts
• For – System Numbers and Amounts of Documents
• For – Document Numbers and Amounts

After selecting an appropriate field in the format definition, it is necessary to edit it and activate the parameter Support split payment. As a result, the system will automatically add the following string of characters before a transfer title in payments marked as split payments: /VAT/VAT Amount /IDC/Customer TIN /INV/Document number /TXT/Payment description

In a <<statement of remittance orders>>, in the Elements and Payments tabs, besides the standard columns, there are two columns available: Split Payment and VAT Amount. They inform whether a given payment is of the split payment type and present the value of a VAT amount to be sent for a given payment. The value of the column Split Payment is retrieved in accordance with the setting of the parameter Split payment in a given payment. The value of the column VAT Amount of a given SRO document is transferred from the payment. In case of changing of the transfer amount in an SRO document, the amount is updated automatically (proportionally to the transfer amount).

To enable the export of a payment of the split payment type, the following information must be provided in it:

• VAT Amount
• Customer’s/venord’s TIN
• Document number

Importing bank statements

When importing a bank statement, the user will receive two entries for transactions of the split payment type:

• entry relating to the main operation for the entire total amount
• entry regarding split payment operation which posts a VAT amount between a current account and a VAT account

While importing most bank statements with the use of the MT940 format and importing flat files, the column for will display the same content for both the main transaction and the technical posting of VAT between accounts. After a bank statement import, the system will automatically select the following parameters in the transactions:

• Split Payment: Payment – in main transactions
• Split Payment: VAT Transaction – in technical (VAT) posting transactions.

In transactions recognized as Split payment: VAT Transaction will be automatically assigned with the parameter Payment: Is not subject with a possibility to change it by the user.

In the system, it is possible to define a bank account that would keep record of transactions made only on a special VAT account associated with a current account. Ti do so, it is necessary to select the parameter VAT account for split payment on the form of a Bank account.

To make the parameter VAT account for split payment available for selection, the following requirements need to be met:

• Account currency – PLN
• Account type set as Bank
• Account sort set as Local

If the user selects the parameter, the system will block the possibility to change the account’s currency and types.

The list of cash/bank accounts contains VAT Account column (hidden by default) which indicates whether on the definition of a given register the parameter VAT account for split payment is checked.

Each split payment transaction consists of two entries:

• main operation for the entire total amount
• additional operation which posts a VAT amount between a current account and a VAT account

On the side panel of a bank transaction, there is a Split Payment control which, depending on the type of transaction, may assume one of the following values:

• No – it specifies that the split payment mechanism will not be used to pay for a given receivable/payable
• Payment – it specifies that the split payment mechanism will be used to pay for a given receivable/payable
• VAT Transaction – it tags marks the technical transaction of posting into a VAT account

In a transaction added to an account tagged as VAT account for split payment, the parameter is set automatically as Split payment: VAT Transaction without a possibility to change it and the value Is Not Subject is set in the column Payment with a possibility to change it.

On the lists Payment Estimate and Customer/Vendor Payments, the user may filter bank transactions related to split payment. For that purpose, the filter Split payment with the following values is available:

• <All>
• No
• No + Payments
• Payments
• VAT Transactions
• Payments + VAT Transactions

It is also possible to display the column VAT Amount (hidden by default) which presents VAT amount for bank transaction tagged as Split payment: VAT Transaction.

A payment for purchased goods or services with the use of the split payment mechanism is made in a total amount. Next, a relevant VAT amount is transferred by a bank to a separate account. As a result, the payment is divided into:

• a subtotal amount on an account selected by the vendor
• a VAT amount on the dedicated VAT account

In the side panel of a payment, Split payment parameter is available. Selecting it displays additional fields:

• VAT Amount
• Vendor’s/Customer’s TIN

The values of these fields are completed automatically on the basis of the source document.

The Split payment parameter is active in a payment window only if the payment is in the PLN currency. If a payment has the Split payment parameter selected, and the user wants to change the PLN currency, the system will display the message: “The payment is tagged to be made in the form of Split Payment. By changing the currency, the Split payment option will be blocked. Payments will be fixed as regular payments. Would you like to change the currency? Yes/No”. Selecting option Yes will change the currency into a different one, deactivate the Split payment parameter. Selecting the option No does not make any changes in the payment document.

The parameter Split payment is checked by default on a payment, if on its source document a payment form of Bank type is selected and on the form of the customer/vendor indicated on the source document, the parameter Split payment is checked. In addition, checking the parameter Split payment in an invoice header automatically checks the parameter Split payment in all payments of the document, if:

• Payment currency = PLN
• Payment form is of the Bank type
• The payment is not included in a SRO
• The payment is not completed

This rule regards payments of the documents:

• PI, PIQC, PIVC
• SI, SIQC, SIVC
• R, RQC, RVC
• API, APIVC, ASI, ASIVC
• VSI, VSIC, VPI, VPIC
• SO, PO
• SQ, PQ

In the case of payments for AN and OB documents, the parameter is always deactivated by default, with a possibility to activate it by the user.

In case of splitting payment marked as Split payment, the parameter Split payment will be automatically checked on newly created payments, with a possibility to change it. The system completes customer’s/vendor’s TIN number and VAT amount on new payments (proportionally to the payment amount) and updates VAT amount on the split payment.

If the user changes the VAT amount on a split payment into an amount lower than the VAT amount resulting from the source document and, then, divides the payment, the VAT amount on newly created payments will be completed automatically, whereas, it will not be updated on the split payment.

The user may change a VAT amount in a split payment. The threshold value is the difference between the VAT amount of the entire document and the sum of the VAT amounts of all other split payments in that document.

On the lists <<Payment Estimate>> and <<Customer/Vendor Payments>>, the user may filter payments of the split payment type and display columns presenting VAT amounts in such payments.

The possibility of applying the mechanism of split payment according to Polish law results from the act from 15 December 2017 amending the Goods and Services Tax Act. A payment for purchased goods or services with the use of the split payment mechanism is made in a total amount. Next, a relevant VAT amount is transferred by a bank to a separate account. As a result, the payment is divided into:

• sales subtotal amount which is transferred into vendor’s or service provider’s bank account
• tax amount which is transferred into vendor’s or service provider’s VAT account

The split payment mechanism may be used only in reference to transactions paid on account of other taxpayers. It can be used only for payments made by bank transfers in PLN.

The split payment mechanism is only available in the system if the parameter Split payment under Polish law has been selected from the level of Configuration → Company Structure → Rights Structure in the definition of a center of the Company type. The parameter is unchecked by default and it can be activated at any moment.

The system makes it possible to specify that by default payments with a given customer/vendor should be made in the split payment mode. A parameter enabling such configuration can be found on the <<customer group>> and the <<customer form>>.

It can be checked only if the following requirements are met:

• Customer status set as Entity
• Customer type set as Active taxpayer
• Payment currency set as PLN

Dividing payments

A payment can be divided with the use of [Divide] button from the level of:

• tab Amounts of a document with payment
• list of receivables/payables

Clicking on the [Divide] button opens a window composed of two tabs – New Payment and Divided Payment

In the tab New Payment, it is necessary to indicate the amount a if a newly created payment which should be bigger than 0 and lower than the value of the divided payment. The other data is transferred automatically from the divided payment. In the tab New Payment, it is possible to change the currency and the values of the following fields: Reference Number, Payment, Due Date, Days of Delay, Expected Due Date, Account, Completion, Payer, Bank Account, VAT-ZD.

In the tab, it is not possible to edit any data. The system updates the amount of the divided payment automatically as a difference between the amount of the original payment and the amount of the new payment.

Combining payments

In the system, it is possible to combine payments relating to the same document. To do so, it is necessary to:

• check given payments from the level of document details (tab Amounts) or on the list of receivables/payables.
• select the [Combine] button

It opens a window of a newly created payment whose value is tantamount to the total of all selected payments. The value and the currency of the new payment are not subject to edition. The other data is retrieved from associated payments with the possibility of changing it. If associated payments have different payment forms, account or payer, the newly created payment will not hae any payment form, account or payer selected and the user will be able to select such values manually.

Rules of combining payments:

• it is not possible to combine completed payments
• it is not possible to combine payments of different types, e.g., receivable and payable
• it is not possible to combine payments with different currencies
• it is not possible to combine payments in external currencies with different exchange rates
• it is not possible to combine payments associated with different documents, e.g., two payments one of which refers to SI/2013/00001 and the other to SI/2013/00002
• it is not possible to combine payments associated with trade documents and payments added manually
• it is not possible to combine payment subject to completion with payments not subject to completion
• it is possible to combine payments for different payers – no payer is transferred onto newly created payment
• it is possible to combine payments with different payment forms/accounts – newly created payment will not have any payment form/account selected

Receivables/payables can be created manually from the level of the list Receivables/Payables/Payment Estimate or can be generated automatically from a document with a payment.

To add a payment from the level of receivables/payables list, from the level of the menu Finances → Receivables/Payables, click on the [Add] button.

The receivable form is composed of the following elements:

Side panel

Type – payment type The field cannot by edited and can take on one of the following values: Receivable, Payable

Value – amount and payment currency. The field is mandatory.

Paid – the amount of a document which has been paid. The field cannot by edited.

To Be Paid – amount calculated as a difference between the value of the receivable/payable and the paid amount. The field cannot by edited.

Number – for payments added manually this field is mandatory and it is completed by the user. For payments created automatically, the field is filled in with the system number from the source document, without the possibility of changing it.

Reference Number – for payments entered manually, this is a number entered by a user for providing an additional identification. For payments created automatically, the field is filled in with the system number from the source document, with the possibility of changing it.

Document Date – for payments added manually, this is the date of entering the payment to the system which can be freely modified. For payments created automatically, this is the date of issue of the source document and it cannot be modified.

Payment – <<payment form>> which should be selected from a drop-down list.

Due Date – date by which the payment should be completed

Days of Delay – number of days by which the realization of payment can be postponed against due date

Expected Date – due date corrected by the number of days of delay

Account – cash/bank account which should be selected from a drop-down list. In case of assigning an account to selected payment form (Configuration → Company Structure → Objects Availability), it will be filled in automatically

Completion – for payments entered manually, the field takes on value Not subject to completion (?) which cannot be changed. For payments created automatically, it is possible to select two values: Subject and Not subject

Payer – field for entering the name of entity the payment is assigned to. For a receivable the entity of Customer type is suggested automatically, whereas for a payable it is Vendor, with the possibility of changing the value.

Currencies – type, date and value of the exchange rate for the payment currency

Bank Account – the number of the bank account of the payer indicated on a receivable/payable is set by default. A user can change it selecting from among all active bank accounts of a given payer.

Bank – field filled in automatically with the code and the name of a bank appropriate for selected bank account. Every time the bank account is changed on payment, the field is updated.

Split Payment – parameter available only, if in the definition of a center of Company type, for the parameter Handle split payment according to Polish regulations, the value In accounting module or In accounting and trade modules has been selected. Detailed description of the parameter can be found in article <<Handling split payment in payments>>

Owner – center of the company structure which is the issuer of a document. For payments created automatically, the owner of a document to which the whole payment is assigned is set by default, without the possibility of changing it.

In the Polish version of the database, in the side panel of payments of the following documents: SI, VSI, PI, VPI, R, TF, there are additional parameters:

VAT-ZD

• Yes – the payment will be included in the ZD notification
• No – the payment will not be included in the ZD notification
• Beyond the system – the invoice will be included in the ZD notification after the payment was made

ZD Notification – number of the notification in which the payment has been included.

Tab Payments

This tab is available only for payments created automatically when adding a document with payment. It is composed of three sections: Documents To Be Paid, Paid Documents, Statements of Remittance Orders and field Description.

For receivables, the list Documents To Be Paid contains all uncompleted documents and cash/bank transactions of revenue type and positive value and those of expense type with negative value, associated with the same customer as a given receivable. For payables, the list Documents To Be Paid contains all uncompleted documents and cash/bank transactions of expense type and positive value and those of revenue type with negative value, associated with the same customer as a given receivable.

Check Compensation parameters which is available over the list Documents To Be Paid. Checking it displays the payments of the opposite type associated with the same payer on the Documents to Be Paid list (for receivables, uncompleted payables are displayed and for payables, the list presnts uncompleted receivables). Detailed description of compensating payments can be found in article <<Compensations with the use of [Associate], [Compensate] buttons>>.

Next to the parameter Compensations, there is the field Owner which allows for reducing documents displayed on the list only to the documents issued in a selected center. The default value of the field is All available documents. If a user is not entitled to read a given payment, it will not be visible on the list.

The list Documents To Be Paid is composed of the following columns:

• Document Number
• Reference Number
• Entity Code
• Amount – transaction/payment value
• Amount Remaining – amount remaining to be cleared
• Due Date – document date for a cash/bank transaction and payment due date
• Currency
• Owner – center of the company structure which is the issuer of a document

and columns hidden by default:

• Amount in system currency:
• Entity Name
• To Be Paid In System Currency – amount remaining to be cleared, expressed in system currency
• Paid – the amount which has been paid.
• Paid In System Currency – cleared amount, expressed in system currency
• For

The Paid Documents list presents a list of documents from which the payment was completed of compensated. Documents which user cannot access are displayed with masked data. The list Paid Documents is composed of the following columns:

• Document Number
• Reference Number
• Entity Code
• Paid – the amount which has been paid.
• Amount Remaining – amount remaining to be cleared
• Due Date – document date for a cash/bank transaction and payment due date
• Currency

and columns hidden by default:

• To Be Paid In System Currency – amount remaining to be cleared, expressed in system currency
• Amount – transaction/payment value
• Settlement Amount – amount settled with a given payment
• Settlement Amount in System Currency – amount settled with a given payment, expressed in system currency
• Amount In System Currency – value of a transaction/payment in system currency
• Paid In System Currency – cleared amount, expressed in system currency
• For
• Owner – center of the company structure which is the issuer of a document

Detailed description of clearing payments from the level of the tab Clearings can be found in article <<Clearings with the use of [Associate]…>>.

The list Statement of Remittance Orders presents SRO documents containing a given payment. The list is composed of the following columns:

• Number – SRO document number
• Date of Transfer – date of transfer from the SRO document
• Amount – transfer amount indicated in the SRO for a given payment
• Status – SRO document status

Tab Entity

The tab contains payer’s data, that is code, name, TIN, EIN, NIN, address, contact person’s data. Information is completed automatically, upon selecting a payer in the side panel of a payment.

Tab Terms

This tab is available only for payments created automatically when adding a document. It contains information regarding terms defined in a given payment. Detailed description of the tab can be found in article <<Defining terms>>.

Tabs Attributes, Attachments, Change History

Detailed description of the tab Analytical Description can be found in <<Article>>. Change History

Lists of Receivables/Payables is available from the level of Finances, under the [Receivables]/[Payables] button.

The visibility of data in a payment estimate depends on the center to which an operator is logged-in. The document is presented in the list, if:

• it was added by a current center (center to which an operator is logged-in)
• it was added by a center which is subordinate to the current center
• it was added by a center which makes it available (by specifiying its visibility for document types) for the current center or its child center

[Alert] All payments are displayed in a payment estimate, regardless of whether cash/bank accounts indicated on those payments are available in a current center. If an account which is not available in a given center, is indicated on a payment, such payment cannot be edited but previewed only. [/alert]

The list contains standard buttons which have been described in article <<Standard buttons>> and, additionally:

<<[Combine]>> − allows for combining several payments in one payment

<<[Divide]>> − allows for dividing payment

[Source Document] − this button is active only form payment created automatically when adding a document. Allows for displaying the source document of a payment.

<<[Complete]>> − allows for completing a given payment

<<[Compensate]>> − allows for compensating a given payment

<<[Pay]>> − opens a form Payment Confirmation by means of which it is possible to make a payment by automatic creation of a cash/bank transaction

<<[Payment Reminders]>> − button available on the list of receivables only. Allows for generating payment reminders for selected payments.

<<[Dunning Letters]>> − button available on the list of receivables only. Allows for generating dunning letters for selected payments.

<<[Late Fees]>> − button available on the list of receivables only. Allows for generating late fees for selected payments.

The list Receivables/Payables is composed of the following columns:

• Reference Number − number entered by a user for providing an additional identification
• Entity Code − payer’s code indicated on payment
• Value − payment value
• Amount Remaining − amount remaining to be cleared
• To Send − transfer amount remaining to be sent
• Date − date of payment
• Currency − document currency, depends on the settings in the filter
• Payment Form
• Debt Collection − column available on the list of receivables only. It displays the number of a debt collection document containing a given payment.

and columns hidden by default:

• Document Date – date of the document from the form of registered payment
• Date of Receipt − date of receipt from the source document and if case there is no source document, document date from the payments
• Cash Register/Bank – name of account selected on payment
• VAT Amount – displayed only for payments with checked parameter Split Payment
• Entity Code − payer’s code indicated on payment
• Voucher Number – number of voucher indicated on payment
• Description – description entered in payment
• Document Description – description of payment source document
• Voucher Sort – sort of voucher indicated on payment
• Applied − amount cleared by now
• <<Split Payment>> − informs whether the parameter Split Payment has been checked on a given payment
• Expected Date − expected payment date
• Status
  • C − Completed
  • U − Uncompleted
  • NS − Not Subject
• Currency − system currency of a company in which the document has been issued
• Owner − center of the company structure which is the issuer of a document
• Affects Balance − indicates whether a given payment affects the balance of the account

[Alert] The status of partially completed receivables/payables is U − Uncompleted. [/alert]

In the upper right corner of the list, parameter Show days of delay is available. Checking this parameter displays an additional column Days of Delay which presents a number of days of delay after the due date.

The list of Receivables/Payables contains the following filtering areas:

• General − allows filtering by:
  • Payment status − uncompleted, completed, not subject to completion, to send
  • Entity indicated on payment − All, Customer, All customers, Employee, All employees, Institution, All institutions, Bank, All banks
  • Currencies − <All>, <All in system currency> and active currencies defined from the level of <<Configuration →Currencies>>.
  • Payment forms – <All> and acrive payment forms defined from the level of Configuration →Finances →Payment Forms
  • Document status − <All>, Posted, Unposted
• Due Date − allows for filtering by the following values:
  • By due date − payment date. Available options: Any, Day, Month, Range of Dates, Previous Month, Current Month. The range of dates allows for selecting a specific time interval.
  • By expected due date − expected payment date. Available options: Any, Day, Month, Range of Dates, Previous Month, Current Month. The range of dates allows for selecting a specific time interval.
  • Timeliness − <All>, Not overdue, Overdue, Today’s
  • Days of Delay − available upon checking the parameter Show days of delay. The range of days allows for selecting a specific time interval.
• Amount − the following options are available within this filter:
  • Amount – total payment amount. Range of amounts allows for selecting a specific amount interval.
  • Amount Remaining − amount remaining to be cleared. Range of amounts allows for selecting a specific amount interval.

[Alert] Totaling on the list Receivables/Payables is possible only after selecting a specific amount in the filter or the option All in system currency. If system currency of displayed payments, value 0 is displayed in the summary. [/alert]

Detailed description of functioning of the filters can be found in category <<Searching and filtering data>>>

A check is a document that orders a bank to pay a specific amount of money to the person in whose name the check has been issued. The money is paid from the check drawer’s account. An order to pay money is unconditional. An order to pay money is unconditional.

List of checks

The list of checks is available from the level of menu Finances, upon clicking on [Checks] button.

The list of checks is composed of the following columns:

• Date − check issuance date
• Number − introduced manually by a user or automatically by the system in accordance with numbering tool definition, depending on the method of adding a check
• Payee − person a check is made out to
• Revenue − value of a check of Deposit type
• Expense − value of a check of Withdrawal type
• Currency – currency in which check was issued
• Paid − check amount already paid
• Account − cash register or bank account in which a given check will be registered
• Note
• Status
• Owner − center of the company structure which is the issuer of a document

The list contains standard buttons which have been described in article <<Standard buttons>>.

Detailed description of functioning of the filters can be found in category <<Searching and filtering data>>>

Adding check

A check can be added to the system by means of the following buttons:

• [Add Deposit] or [Add Withdrawal] – check number is introduced by the system automatically, according to the definition of numbering tool and it is not editable
• [Add Manual Deposit] or [Add Manual Withdrawal] − check number is completed by a user

The method of filling in check forms is the same both for deposits and withdrawals.

In order to add a withdrawal check, it is necessary to select button [Add Deposit] from List group. A form for entering data appears.

• Number − number completed automatically in the case of checks added by means of buttons [Add Deposit] or [Add Withdrawal] or completed by a user in the case of checks added by means of buttons [Add Manual Deposit] or [Add Manual Withdrawal]. The field is mandatory.
• Date − the system date is suggested automatically, with the possibility of changing it
• Value − check amount and currency The field is mandatory.
• Paid − check amount already paid The field is not subject to edition.
• To Be Paid − amount calculated as a difference between the value of the check and the paid amount. The field is not subject to edition.
• Note – field for providing description of a check. When printing a check, the value of the field is transferred onto the printout.

Tab General

• Balance
  • Affects − when the parameter is checked, the check amount will affect the report ending balance
  • Does not affect − when the parameter is checked, the check amount will not affect the report ending balance
• Payment – refers to the status of payments associated with a given check.
  • Combination with payments − if checked, the amount of a check is subject to payments
  • No combination with payments − if checked, the amount of a check is not subject to payments
• Paid From/Paid To – field for entering Customer, Secondary Vendor or Employee the check is assigned to.
• Payment Form – only payment forms of Check type can be selected. The field is mandatory.
• Cash Register/Bank Account – account in which a report will be registered. The field is mandatory.
• Report – the field is completed automatically with the number of the report assigned to a selected account and compliant with an indicated date. If such a report does not exist, the field remains empty. Additionally, button Add Report becomes active, by means of which a user can add a report in which a given check will be registered. The field is mandatory.
• Owner − center of the company structure which is the issuer of a document
• Currencies − this section is visible only if the check currency is different than the system currency. The following parameters are available in the section:
  • Exchange rate type
  • Date type
  • Date
• Bank Transfer Data − information regarding bank and bank account. This field refers only to checks for which an account of Bank type has been selected.
  • Bank − name of the payer’s bank which is to be selected from a list of banks defined in the system.
  • Bank Account − number of payer’s bank account.

Tab Customer

This tab contains address and identification data of the Customer for whom a check is issued.

Tab Analytical Description

Detailed description of the tab Analytical Description can be found in <<Article>>. Change History

In order to generate a VAT invoice to invoices issued from receipts, it is necessary to select, from the level of menu Add-ons, button [VAT Invoice Generation To Invoices From Receipts] which is placed in Special Features button group. The button is available after selecting the parameter Generate VAT invoices in VAT account to invoices issued from receipts (System → Configuration → Accounting → General Parameters section) and re-logging in to the system.

Clicking on the button opens Generate VAT invoices in VAT account to invoices issued from receipts window which is composed of fields Receipts Issued From (1st of January 2017 is set by default) and Receipts Issued To (the current date is set by default) which allow for indicating the range of dates within which the verification of receipts should be executed.

VAT Invoices are generated when a VAT invoice has not yet been generated to an invoice created from a receipt.

Detailed description of generating VAT invoices to invoices from receipts can be found in article Generating VAT invoices to invoices generated from receipts.

When using the system, it is sometimes necessary to verify the correctness of data in a given area and to carry out operations reconstructing or updating the existing structures.

In order to carry out the reconstruction of posting scheme variables, it is necessary to select, from the level of menu Add-ons, button [Posting Scheme Variable Update] which is placed in Special Features button group.

It opens Update of Posting Schemes Variables window which is composed of the following elements:

• Accounting Period − allows for selecting from a drop-down list an accounting period or partial period for which the feature is to be carried out.
• Backup copy has been made − parameter unchecked by default. Checking the parameter is not tantamount to making a physical copy. Unchecking the parameter deactivates [Update] button and makes it impossible to carry out the feature.

Due to changes in VAT rates or changes in the database structure, collective update of variables concerning posting schemes has been provided.

During the update, variables existing in already defined posting schemes are appropriately modified.

When using the system, it is sometimes necessary to verify the correctness of data in a given area and to carry out operations reconstructing or updating the existing structures.

In order to carry out the reconstruction of clearings, it is necessary to select, from the level of menu Add-ons, button [Clearings Reconstruction] which is placed in Special Features button group.

It opens Clearings Reconstruction window which is composed of the following elements:

• Posting Date From/Posting Date To – range of dates within which are included journal entries registered on clearing accounts when carrying out the feature
• Repair automatically– parameter unchecked by default. After checking the parameter, the system will verify the correctness of amount to be cleared on the single-sided entries and in case of any discrepancies – it will repair them and the parameter Backup copy has been made will appear.
• Backup copy has been made– parameter unchecked by default. Checking the parameter is not tantamount to making a physical copy. Checking the parameter activates [Confirm] button and allows for carrying out the feature.

Reconstruction of clearings consists in, among others, making clearings, checking and repairing the status of current clearings.

For which of the single-sided entries the system verifies whether it the entry has a source document and if it was created on the basis of:

• a payment (payment identifier)
• transaction (transaction identifier)
• opening balance/payment amount
• an accounting note item associated with payment

Then, it is verified whether a given object has been completed (entirely or partially).

If the source document is completed, it is checked whether associated object has been posted in the manner enabling to identify the association and whether the single-sided entries fulfill the conditions of clearing operation.

Single-sided entries fulfilling the criteria of compensation, that is, entered on different accounts, are excluded from this procedure – in case of this operation, compensating single-sided entries are not generated.

If all the above-mentioned criteria are met, clearing amount is specified for each pair and the data (amounts, identifiers) are updated in appropriate tables containing the associations.

When using the system, it is sometimes necessary to verify the correctness of data in a given area and to carry out operations reconstructing or updating the existing structures.

In order to carry out the reconstruction of accounts, it is necessary to select, from the level of menu Add-ons, button [Account Reconstruction] which is placed in Special Features button group.

It opens Account Reconstruction window which is composed of the following elements:

• Accounting Period– allows for selecting from a drop-down list an accounting period or partial period for which the feature is to be carried out.
• Backup copy has been made – parameter unchecked by default. Checking the parameter is not tantamount to making a physical copy. If the parameter is unchecked, button [Select] is inactive and it is not possible to carry out the operation of account reconstruction.

Trial balance aggregates values for accounts within given accounting/partial period. While adding a journal entry, appropriate values are summed up in aggregations. If trial balance is calculated for an accounting period/partial period, values are read directly from these aggregations, without any recalculations. During the reconstruction, all single-sided entries are analyzed and appropriate recalculations are made. The calculated values replace the current aggregations.

Duration of the reconstruction depends on number of accounts and journal entries.

In order to reconcile the account balance with a bank statement, it is necessary to import the bank statement to the system. To do so, click on the button [Import] available in the Parameters button group

After the form of bank statement item import opens, in the field File Format it is necessary to select an import format appropriate for the loaded statement and in Encoding field – an appropriate coding method. Then, the user can load a statement, mark its items and import data to the system with the use of [Import Selected] button. The system does not generate the loaded transactions, but only retrieves them from the statement to facilitate the comparison process.

Detailed description of formats and statement importing can be found in category <<Bank Transfers>>.

After the import, it is possible to get back to making payments in a manual manner by clicking on the button [Manually].

After importing the bank statement, the bank reconciliation window is divided into two panels:

• Journal Entries – a list displayed in the left panel, contains information regarding posted bank transactions
• Bank Statement – a list displayed in the right panel, contains bank transaction imported from the statement

Below each list, there is a table providing a summary of reconciled and unreconciled values.

To facilitate the process of reconciling, the following parameters have been provided in the section Operations:

• Mark Manually – if the parameter is unchecked, after selecting an item in one of the lists, the system automatically searches and marks corresponding items on the other list. If the parameter is checked, the user needs to mark them in the other list manually.
• Unreconciled – if the parameter is checked, the system displays unreconciled journal entries. If unchecked, the unreconciled journal entries are hidden.
• Reconciled – if the parameter is checked, the system displays reconciled journal entries. If unchecked, the unreconciled journal entries are hidden.

Between the section Journal Entries and Bank Statement, the following buttons are available:

• [Reconcile] – enables to reconcile the marked journal entry with a selected transaction from the bank statement
• [Undo] – cancels reconciliation between the marked journal entry and the selected transaction from the bank statement
• [Delete] – deletes items which have been imported and are not reconciled
• [Search] – allows for searching a journal entry which is not included in defined period. After clicking on the button, the list of c/b transaction is displayed and the user can select a journal entry which will be added to the list of journal entries in the bank reconciliation window
• [Reconcile All] – allows for reconciling all journal entries corresponding to the transaction at the same time.

In the section Additional, it is possible to post a difference between the beginning and the ending balance, bank service charges and earned interests.

To reconcile the bank statement received in form of a paper printout with journal entries registered in the system, in the menu Accounting, it is necessary to click on the button [Bank Reconciliation] and then, in section General of the bank reconciliation form, select a bank register and a period for which the reconciliation is supposed to be made. In section Balances, it is necessary to complete the Ending field and in case it is the first reconciliation in a given account, also the field Beginning.

A list of journal entries registered in a given period in the account associated with the selected bank register will be displayed.

If data from a bank statement is consistent with journal entries displayed in Journal Entries panel, the user can select an entry and click [Reconcile]. In the result, color of journal entries on the list changes.

In case of mistake, it is possible to undo the reconciliation. To do so, it is necessary to mark a reconciled entry and click on the [Undo] button.