When creating BPM processes, it is possible to use VB language syntax. For instance, initial values can be assigned to parameters in such way or operations on numbers or texts inside processes can be performed.

Operators

Visual Basic supports the following types of operators:

Operation Name	VB.NET	C#	T-SQL
A less than B	A < B	A < B	A < B
A less than or equal to B	A <= B	A <= B	A <= B
A equal to B	A = B	A == B	A = B
A greater than B	A > B	A > B	A > B
A greater or equal to B	A >= B	A >= B	A >= B
A different from B	A B	A != B	A B
A or B	A OrElse B	A | | B	A OR B
A and B	A AndAlso B	A & & B	A AND B
Assigning decimal value 10,1 to A	A = 10.1D	A = 10.1m	A = 10.1
Assigning floating-point value 10,1 to A	A = 10.1R	A = 10.1	A = 10.1
Negation of A	Not A	!A	-
Combining strings	”a” & b.ToString()	”a” + b.ToString()	‘a’ + b
The first element of T table	T(0)	T [0]	-
Creating an object of nullable integer type	New Nullable(Of Int32)	New Nullable()	-
Invoking a method with SalesInvoice generic type	ObjectFactory.Create(Of SalesInvoice)()	ObjectFactory. Create()	-
Converting an object object into type Type	DirectCast(object, Type) CType(object, Type)	(Type)Object	-
Null value	Nothing	null	NULL
A is not a null	A IsNot Nothing	A !=null	A IS NOT NULL
A is a null	A is Nothing	A == M
A is of Type type	TypeOF A Is Type	A Is Type	-
Creating a directory of String types key and Decimal values and initiating it with”KOS” key of value 2.0D	New Dictionary(Of String, Decimal)() From {{"KOS", 2.0D}}	new Dictionary() {{"KOS", 2.0m}}	-
Creating an object of DocumentEventParams type and initiating its property DocumentId with value 169	New DocumentEventParams() With {.DocumentId = 169}	new DocumentEventParams() {DocumentId = 169}	-
Assigning a text value: Text to variable A	A ="Text"	A ="Text"	SET @A = 'Text'
Assigning a text value in inverted commas: “Text” to variable A	A ="""Text"""	A ="\"Text\""	SET @A = '"Text"'
Using a conditional operator to assign a text value to a variable of string type A on the basis of the value B (if B equals to Nothing, A will equal to String.Empty, otherwise, A will equal to B)	A = If(B Is Nothing, String.Empty, B)	A = B == null ? String.Empty : B	-
Creating an anonymous method	IEnumerable.Find(Function(c) c.Code.Equals("PL"))	IEnumerable.Find(c => c.Code == "PL")

Intellisense mechanism

Comarch ERP Standard BPM has its own Intellisense mechanism. Intellisense is a form of automatic completion. At the same time, it is designed for documenting and disambiguating names of variables, functions and methods. Using the mechanism is a convenient way to get access to descriprions of functions, and partially to the list of their parameters.

In the Comarch ERP Standard BPM system, it is possible to use reports created in Comarch Business Intelligence. Before proceeding to the BPM configuration, it is necessary to:

• Install Comarch Business Intelligence module
• Create BI databases for the company database (DW, LOG, META and REPO) and transform the company database.

BPM configuration in terms of BI

To add business activities associated with BI, in the references of a given process, it is necessary to select two assemblies:

• BI.Integration.dll
• BI.Integration.Interfaces.dll

Detailed description of the process of importing of assemblies can be found in article References.

Retrieving data from a report

Retrieving data on the basis of a report is performed by selecting an appropriate report in the definition of the activity Get BI Report Data. Additionally, when indicating a report, a list of BI reports is retrieved from BI. Below, there is an example of opening a list of OLAP reports grouped by an analytical cube.

After expanding each group, a list of BI reports available in a given area, is presented. After placing the mouse cursor over a selected report, the user can preview more details regarding it. A report description contains the following data: Created On, Cube Name, Dimensions, Measures and Filters.

Standard processes using BI

In the system, there are three standard processes which are based on BI reports:

• Inform about Payment Delays On The Basis of BI Report
• Update Items Delivery Date On The Basis of BI Report
• Generate a Series of Questionnaires for Top Vendors on the Basis of BI Report

To use the above-mentioned process, it is not necessary to add new the assemblies, as in case of creating individual processes. After importing the processes, the assemblies will be added automatically.

Apart from the above processes, there are two associated with each other processes which send BI subscription

• Subscribe BI Report Part 1 of 2
• Subscribe BI Report Part 2 of 2

To ensure proper operation of sending reports from to the task inbox, the following conditions must be   fulfilled:

• Both BI processes must be imported and published
• BPM environment must be properly configured (BPM configuration)
• When creating a BI report subscription, it is necessary to set an appropriate subscription type.

Starting BPM processes from the level of BI

It is possible to run BPM processes from the level of the list of items and customers/vendors in BI reports. To do so, it is necessary to add the following contexts in the process:

• Items in BI Reports
• Customers/Vendors in BI Reports

More information regarding contexts can be found in article ERP Context.

Starting of processes with parameters to complete

BPM processes can be started in the ERP context, from the level of the process designer or from the level of the task inbox. To start a process, it is necessary to select the [Run] button and select process from a drop-down list and click on Run.

If there are not startup parameters defined for a process, the user, when starting that process, will be able to complete them. Parameters with default value will be completed automatically along with the column Use Default Value Parameters without completed value will be marked with an exclamation mark symbol.

In case the user does not complete startup parameters, a question is displayed before starting the process.

Shortcuts to process initiation

BPM processes can be also started with the use of a shortcut created on the application desktop. To add such shortcut, it is necessary to select the [Run] button and select process from a drop-down list and click on Add shortcut to desktop.

In the next window, it is possible to select icon and shortcut name.

The shortcut will be available on the application desktop. After double clicking on the icon, the process will be initiated according to the provided description.

Tasks and information received by the task inbox during the work remind of e-mail messages, however they offer much more possibilities related to the integration with the Comarch ERP Standard System.

Each task is defined in the process editor with the use of Send Decision and Send Information activities. The activities make part of the <<standard activities>> group named <<Tas Inbox>>.

Task inbox activities

Decision is a task which requires user’s activity. A process is stopped and awaiting user’s decision. A situation in which a process sends a task to many recipients and continues its work after receiving first response, may occur. In such case, subsequent decisions are not relevant from the process’ point of view and the process transfers the task to Done folder for the operator who started the activity and Done By Others in the task inboxes of the rest of recipients. Information is a task which can be read only.

User’s folders

After setting complete or detailed <<tracking profile>>, the user can preview process execution from the level of the tax inbox. In the inbox, for each task, tab Preview is added. In the tab, it is possible to preview the current status of process execution. It regards all decisions which were made or are waiting for user’s actions. A decision which requires user’s reaction will be highlighted in yellow.

Preview during decision’s execution

Three dots presented under a current decision mean that this is not the last decision to be made within the process. After completing the process, the user can preview it in the Done directory. Completed decisions are displayed in green and, besides information regarding the operator, contain information about decision which was made.

Preview of completed decisions

In the group, there are activities allowing for executing of operations on directories defined as groups of key-value pairs. Before adding an activity from that group, it is necessary to specify key and value type.

Update Or Add To Directory

Allows for adding values for a specific key to a directory. If the key already exists in the directory, the value will be updated.

Key Exists in Directory

The activity verifies whether in a given directory, there is an entry containing a specific key. The result is a logical variable assuming True value, if the key exists in the directory and False value, if it does not exist.

Value Exists in Directory

The activity verifies whether in a given directory, there is an entry containing a specific value. The result is a logical variable assuming True value, if the value exists in the directory and False value, if it does not exist.

Get From Directory

The activity retrieves a value from a directory on the basis of a specific key. The result, besides the value, is a logical variable containing the information whether the entry was retrieved.

Delete From Directory

The activity deletes an entry from a directory on the basis of a specific key. The result, besides the value, is a logical variable containing the information whether the entry was deleted.

Clear Directory

The activity deletes all entries from a directory.

This group contains activities which make it possible to assign values to variables or to execute methods.

Delay Process

The activity allows for stopping a process for a time specified in the property window. Such process remains with active status, which means that it is not possible to execute another process making part of a current thread. The process status is not saved in a database.

Assign

With the use of this activity, it is possible to assign value to a selected variable.

Assign Many

Consists of assigning values to variables in batch, thanks to which it is not necessary to use many Assign activities, one after the other.

Create Time Period

The activity allows for generating a variable of TimeSpan type which stores a time period and can be used as an argument, for example, in the Delay Process activity.

Invoke Method

The activity allows for executing any system method inside of a process.

Example

Calling DeleteElement method on a sales invoice document.

To the Flowchart, it is necessary to transfer the Invoke Method activity and complete the following fields:

• Object – B2.Common.Locator.GetService(Of Comarch.B2.Sales.Interfaces.Presentation.ISalesInvoiceService)
• Method Name – “DeleteElement”
• Parameters – new dictionary initiation: New Dictionary (Of String, Object) From {{“document”, FS},{“elementId”, FS.Elements(0).Id}}
• Result – a blank field can be left

The activity Invoke Method completed this way will delete the first item from the invoice which was previously uploaded to the process.

Invoke Method (.Net)

This activity is similar to the Invoke Method activity. One of the fields TargetType or TargetObject must be specified to enable execution of a non-instance or instance method. In the property window, it is possible to specify method parameters or assign its result to a variable.

Print To Standard Output

Allows for writing a given text in the BPM server console. Optionally, in the activity properties, it is also possible to specify the author of the text.

Save To File

With the use of this activity, it is possible to save data to a file. The data must be given in the binary form (byte array). It is also necessary to ender the file path along with the file name and specify whether the file has to be overwritten, if it already exists in the given location.

SQL Activities category contains categories executing operations directly on a database.

Create Row Adapter

The activity is used for creating SqlRecordAdapter object from IDataReader object, which allows for an easier analysis of an SQL query results.

Suppress Transaction Scope

After using this activity, all operations within it are executed beyond a transaction, which means that in case an execution error occurs, a current object status will be saved in a database and no changes will be undone.

Execute SQL

The activity allows for executing an SQL query on a company database from which a process is started. Input parameters can be transferred to such query and data can be retrieved to variables with the use of output parameters.

Execute in Transaction

Using of this activity opens an internal transaction in an already existing transaction of a BPM process. Changes introduced by means of the activity to a database will be canceled in case and error (exception) occurs during its execution.

Execute SQL Query

This activity allows for executing an SQL query analogic to the Execute SQL. Additionally, for each returned row, with the use of a query, it is possible to define specific transactions.

Besides the activities described for Execute SQL Query, it allows for creating a list of objects of a given type and adding to it objects on the basis of rows which are results of an SQL query.

Tab Task Inbox contains three activities

Create Hyperlink

With the use of this activity, it is possible to create a hyperlink to a business object which can be used later, e.g., when sending information to the user. From the level of the task inbox, with the use of that reference, it is possible to open an object form.

Send Decision

The activity stops a process activity and sends to the operator/operator group a message informing about the necessity of making a decision. The working of the process will be continued after the user selects one of the options available in the task inbox.

Send Information

The activity allows for sending information to the task inbox of a specific operator, operators or operator groups. Unlike the Send Decision activity, the action does not stop a process and does not require any operator’s action.

After selecting […] button, a window for editing message content, recipients, subject, is opened. In the window it is also possible to add attachments to the message being sent.

After clicking on […] button placed next to the information description, a window for editing message content appears. The HTML editor provides the elementary edit options, such as: selection of the type, size or color of a font, setting of bold, underline, italic, creation of bulleted list and tables, insertion of hyperlinks and images. It allows also for opening the source code view (HTML) to edit manually (button with red frame in the image below) when the basic functions of the editor are not sufficient.

After switching to the mode of manual edition of the HTML code, it is possible to use tags compliant with the HTML, CSS standard handled by the Internet Explorer browser. Style sheets should be defined directly in the code or, optionally, they can be imported from external WWW sources.

On the right side, there are buttons used for adding variables and hyperlinks to business objects. After selecting a variable or a hyperlink, the content will be added automatically in braces.

Below, there is a list of good practices, that lis suggesions, thanks to which the work with processes can turn out easier and processes more effective.

Readibility

• Using flowchart as a main avctivity
• It is neccessary to group activities with the use of the activity Sequence/Flowchart activities with the same scope (e.g. adding a SI item or setting a customer/vendor) and name and localize them in a proper way.

Multiculturalism

• Names of variables and input/output arguments should have English names or be abbreviations of English names
• Default names shoud be changed and <<translations>> should be added to them.
• Descriptions of parameters should contain information about the use of a given parameter.
• A process should have name and added desription.
• The names of exported .wdf files should be in English.

Handling of errors

• It is necessary to complete fields left empty, e.g. e-mail address, to prevent eocurring of exception NullReferenceException
• It is necessary to use TryCatch activity, if it’s possible, in order to catch busness exceptions. Information about errors can be sent to the task inbox

Configuration possibilities

• It is necessary to perform parametrization of process operation, e.g. by adding the possibility of selecting a center with permissions of which the process is to be performed.
• Oermaters of SQL queries should be associated with variables or arguments to facilitate modifciation of process working.

Performance

• When preparing processes, it is necessary to remember that they must work on production databases. A test database used for verification of processes should correspond to the production database in termos of the quantity of data, so that already in the production phase it is possible to identify performance problems.
• A user should pay attention to the method of determining scopes for variables. In case a given variable is used e.g. only inside a given sequence, its scope should not be set.
• To improve memory performance, it is possible to set unused variables to null in the further part of a process. When a process is waiting for decisions, the data regarding it is saved in the datatabse. The less data is in the database, the less cache memory and memory in the database is occupied.

Task Inbox is a tool integrated with the Comarch ERP Standard system by means of which an employee can control whole BPM process flow (within possessed authorizations) and receive information regarding execution of processes.

The Task Inbox can be opened in two ways: with the use of a button available in Add-ons tab or from the level of the bottom desktop bar.

If the Inbox Service Host service is started, the login port is not blocked and is compliant with the one set in BPM configuration, the system logs-on automatically to the task inbox. Otherwise, the log-on window is displayed

In the window, it is necessary to enter user’s access data. After clicking on [Show Advanced] button, it is necessary to select the Inbox Service Host service address and the port set in the BPM configuration.

If the user is logged in to the task inbox during the work with the Comarch ERP Standard System, in the right bottom corner of the screen, there is information regarding new tasks in the inbox.

To log-out, it is necessary to select [Log out] button, placed in the main menu of the task inbox.

Translating processes

To add/edit the name and description of a process in another language, it is necessary to mark such process and select [Rename], and next [Advanced] button.

To add translation to a process, it is necessary to select the plus button, choose the language and complete the name field. To edit a translation, it is necessary to mark a given entry and modify relevant fields. After entering the modifications, click on [Confirm] button.

Translating activities

To add/edit translations for activities in the BPM editor, it is necessary to click on the pencil icon placed on the element. These translations are defined in the same way as process translations.

Translating parameters

To add/edit translations of <<parameters>>, it is necessary to select […] button during the edition of the filed to which the translation is to be added. It can be done both for the name and description.

Translating tracking profiles

To add/edit translations of <<tracking profiles>>, it is necessary to select [Translations] button when editing or adding new profile.

The activities of Office group allow for integrating spreadsheets of the Microsoft Office system with the application Comarch ERP Standaed BPM. Thanks to them, the user can download and save data to spreadsheets or create new ones. To be able to use the actvities of the Office group, first, it is necessary to <<add reference>> Comarch.Workflow.Office.Integration. It is a standard reference, already uploaded to the system. The user must only select a reference for a given process.

The group contains three activities:

Add Spreadsheet

The activity adds a spreadsheet structure A variable of SpreadsheetDocument type is created The property of an object of SpreadsheetDocument. type is Records which contains a list of rows of a given spreadsheet. Each row object contains Cells property which contains the list of columns in a given row.

Read Excel Sheet

The activity allows for reading data from a spreadsheet. As an arguments, it is necessary to enter the data from the file. The result is a spreadsheet  – variable of  SpreadsheetDocument. document type.

Create Excel Sheet

The activity generates binary data on the basis of an indicated sheet.

The group allows for handling exceptions returned by the application in case an unexpected error occurs during the execution of an operation or in process places planned by the author.

Rethrow

The activity can be used only in Catch field of TryCatch activity. It throws again an exception which was already handled.

Throw

The activity throws an exception indicated by the process author. The exception should be defined in Properties window. It is also possible to use exceptions available in Comarch ERP Standard API.

TryCatch

In case an exception occurs during the execution of operations contained in Try field, execution of the action will be interrupted and actions defined in Catch field will be started. Regardless of whether an exception occurs or not, at the end the operations indicated in Finally field will be executed.

This group contains activities executing operations on collections, e.g., on lists. Before adding any activity regarding a collection, the user has to specify its type. A type can be any Comarch ERP Standard object, numeric or textual variable etc.

Add to Collection

The activity adds an item to a collection. It is necessary to indicate a collection to which the item is to be added.

Exists in Collection

The activity verifies whether a given item exists in a collection. As a result, it returns the logical value True, if such item exists in the collection. Otherwise, the value False is returned.

Sort Collection

With the use of this activity, it is possible to sort a collection. It is necessary to specify a condition in textual form (“ASC” or “DESC”) which will determine whether a collection should be ordered in ascending/descending way. In case a collection contains more than one filed, it is possible to select the filed by which the sorting is supposed to be carried out, by entering its name under the (“Name DESC”) condition. After a comma, it is possible to add another condition, if a collection is to be sorted, e.g., first, by name and then by ID.

Remove From Collection

The activity allows for removing a selected item from a collection. As a result, a logical value specifying whether the process has executed the operation correctly, is returned.

Clear Collection

With the use of this activity, it is possible to remove all items from a given collection.

Execution group contains two activities:

Display message

The activity allows for displaying messages for users in the interface. As arguments, it is necessary to enter subject and content of a message. Both values can be added along with their translations.

Terminate Process

The activity allows for permanent interruption of execution of a process instance. To add the activity in a proper way, it is necessary to complete field Reason, entering a text containing the reason for the interruption of the process. It will be visible for the user form whom the process will execute that activity.

Flowchart group contains activities allowing for adding additional activity trees to a process.

Flowchart activity category

FlowSwitch

The activity allows for executing specific operations depending on the value of the input parameter which can be also an expression. Default value is set at the moment when the input parameter is not equal to any other value defined in FlowSwitch. It is possible to select any parameter type from among types available in Comarch ERP Standard or added by the user in references.

FlowSwitch activity

Flowchart

This activity contains a process scheme analogical to the one created automatically by the editor when adding a process, if no sequence is selected. More information regarding creating a process can be found in article <<Adding new process>>.

Flowchart activity

Condition

This activity is similar to the FlowSwitch activity. The difference consists of the fact that a condition which can be true or not, is verified. Depending on the result, the process executes indicated operations.

Condition activity

Flow control

The activitires in Flow Control group are used for multiple repetition of operations, introduction of conditionals, limitation of processes in time or definition of operations for parallel execution.

DoWhile

The activity executes operations in a loop until a specific condition is fulfilled.

ForEach<T>

The activity allows for executing operation for each item in collection. To use the activity in a proper way, it is necessary to remember to set in the tab Properties the appropriate type of variables included in the collection.

Set Deadline

The activity allows for limiting the time of executed operations. The process will be executing instructions declared in Execute tab maximally for the period specified in Time tab. If the time gets exceeded, the process will execute operations from After Deadline tab.

Parallel

Allows for parallel execution of operations, activities or subprocesses.

ParallelForEach

The activity allows for defining parallel execution of operations for each element. It is a combination of ForEach and Parallel activities.

Sequence

In a sequence, operations are executed one-by-one. It is not possible to branch them. To change execution order, it is sufficient to drag an activity higher or lower.

Verify Condition

The activity verifies whether a given condition is real. If yes, it executes instructions placed on the left side, if not – on the right. Upon clicking with the right mouse button on the activity, it is possible to select Add Branch option. It allows for executing a subsequent conditional, if the first condition is not fulfilled (analogically to elseif instruction)

Activity analogical to the activity DoWhile. The difference consists of the fact that in this case a condition is verified always before a loop is executed.

The activities in Process Management group are used for handling permissions.

Get Current Session

The activity retrieves an object containing information about the current session within which a process is being executed. Such session contains, e.g., information about the center with whose permissions the process is being executed.

Get Session By ID

This activity allows for retrieving of any session on the basis of its ID.

Suspend Process

With the use of the Suspend Process activity, it is possible to suspend execution of a process for a determined time. When a process is suspended, the BPM server queued is released, which allows for starting next process. An important property of the activity is the fact that after process suspension its status is saved in database. It is strictly related to the parameter Continuation of interrupted instances, which is described in article Advanced settings.

Execute with Permissions

By default, a process is executed with the permissions of the operator and center set for that BPM process (global processes) or of the Comarch ERP Standard application (local processes). To be able to execute a part of a process with permissions of another center and/or operator, it is necessary to use the Execute with Permissions activity.

Subprocesses group contains activities responsible for associating of a given process with other processes available in a database.

Copy Process

The activity adds an editable copy of a process from the assembly. When adding the activity, the user must indicate the process which is supposed to be added.

In the activity window, it is possible to set input and output parameters, preview and edit process definition.

Reference to Process

This activity is similar to the Copy Process activity. An indicated process becomes subprocess. When creating a reference, current input and output arguments, that is subprocess signature, are read. After changing the signature, it is necessary to refresh manually the references in all process which refer to the reference.

Start BPM Process

The activity allows for starting a BPM process from the assembly for selected subsidiary. As arguments, it is necessary to specify the ID of a distant center or insert Nothing (in such case the process will start in a local subsidiary. It is also necessary to complete the global ID (GUID) which can be found in a hidden by default column of the process assembly. The initiator is the user with whose permissions the process will be started.  It is also possible to transfer process arguments as a dictionary, where the key is the parameter name and the value is an object.

In E-mail category, there are 3 activities.

Create Attachment List

The activity allows for initiating a list of attachments. Attachments can be added to the list and sent by means of an e-mail.

Create Attachment

Allows for creating new attachment which, after being added to the list of attachments, can be sent in an e-mail. To create an attachment, it is necessary to specify its name, data and previously created list to which the attachment will be added.

Send E-Mail

With the use of this activity, it is possible to send a message to a specific addresses. The content of a message can be edited in a HTML editor, the same as is used for information and decisions. Completing of textual field To is mandatory. In Advanced tab, it is possible to add attachments, set language and sender, as well as use SMTP Local Configuration

The functionality of contexts allows for assigning a global process to a Comarch ERP Standard object from the level of which the process is to be started. A list or object (e.g., invoice) detail can be used as a context. To define a context, it is necessary to select [ERP Context] button from Model group of buttons.

A window, where it is possible to assign values retrieved from a given context to specific process parameters, is opened.

In the section of startup parameters, there is a list of all user’s parameters marked as Startup. Below, there is a list of available objects of the Comarch ERP Standard system along with information about the type of a given parameter. Assigning an object to a parameter makes a process visible for a given object, whereas the value of such parameter, upon contextual startup, is automatically completed with the value of the object property.

Example

A process executes some operations on a purchase invoice document (PI). When starting the process from the level of the Task Inbox, as process parameters it is necessary to specify document ID and transaction date. So it is possible to define a context in such a way as to make it possible to start the process from the level of the list of PI and for document ID and transaction date to be completed on the basis of selected item. To do so, in the window of the context definition, it is necessary to associate process parameters with the list of purchase invoices (select object on the right side and click on [Assign]). Option Get Value should remain checked.

After applying the changes, saving the process, publishing it and assigning appropriate permissions, it will be possible to start the process from the level of the list of purchase in voices in the Comarch ERP Standard system.

References refer to .dll assemblies which extend standard system functioning, e.g., by adding author activities. To use a given reference in a process, it is necessary to add it to the system. It is done by selecting button [Import] from References group of buttons which is available from the level of the process assembly and next, by selecting appropriate files from the disc.  It is also possible to export references.

After uploading references to the system, it is possible to add them to particular processes. In process edition window, it is necessary to click on [References] button, available in Model group of buttons.

On the list of references, there are standard references which cannot be deleted. Additionally, the user has access to standard assemblies for integrating the Comarch ERP BPM with Comarch Business Intelligence, Microsoft Office or Comarch Retail POS.

After being added to the system, own, dedicated references are automatically displayed on the list of references available from the level of process definition. After selecting a reference and clicking on [Apply] button, it is possible to use the created extension.

Besides manual and automatic triggering of processes on an event, the system allows for starting processes according to defined schedules.

To add a schedule to a process, it is necessary to select [Schedules] button, available in Model group of buttons.

In case there are no defined schedules for a process, the system asks whether the user wants to create a new schedule. After answering Yes a window for defining a schedule with a list of schedules is opened, where it is possible to add new schedules and delete existing ones by means of [Add] and [Delete] buttons. On the left side of the view, details regarding schedule currently marked on the list, are displayed.

A schedule can be defined as daily, weekly, monthly or yearly.

Example

To allow a process to start automatically each last Saturday of a month, it is necessary to:

• Select Monthly schedule type
• Select option On the following day
• Select day – from drop-down lists it is necessary to select options last and Saturday
• Define period of schedule validity – in this case, it is necessary to select option every 1 mth, because the process is supposed to be started every month.

Startup events enable automating starting of a process before or after execution of a specific operation in the Comarch ERP Standard system.

Startup events differ depending on process type (local or global). They can be selected when adding a new process or when editing a process, by selecting [Startup Events] button, available in Model group of buttons.

A list of startup events grouped by names of objects available in the system is opened.

On the left side of the window, it is possible to select those startup events, which will trigger a process. Along with an event, parameters can be sent to a process. They can be selected from the drop-down list of a given startup event. These values can be connected with parameters by means of mapping. Mapping section is located on the right side of the section containing startup event details.

Parameter is a variable being a part of a process. To open a list of parameters, it is necessary to click on [Parameters] button, available in Model group of buttons.

A list containing all parameters defined within a user’s process, as well as default system parameters, is opened.

Each process has three default parameters:

• WorkflowInitiator – process initiator
  • UserName – name of the operator who has started the process manually or name of the operator for BPM service in the case of an automatic process startup
  • WorkflowUserId – operator’s ID
• Context – context in which the process is being executed
  • Instance – information about the process instance, its definition and type
  • Session – information about process session, center and company for which the process was started. This parameter can be used, for example, to retrieve a current center by its ID.
  • StartMode – information about the method in which the process was started
• WorkflowCreationTime– time of process initiation

To add a parameter, it is necessary to select [Add] button and select variable type and parameter’s textual type (Parameter column).

Additionally, it is possible to set the following options:

• Name – name presented for the user during the manual process startup
• Description
• Default Value– value assumed by a parameter if it is not specified by the user when starting a process
• Startup – if the option is checked, a parameter can be transferred from outside during a process startup. If the option is unchecked, also Value Required option is automatically unchecked.
• Value Required – after checking the option, a parameter is presented on the list during the manual process startup in the Comarch ERP Standard system and its value ca be set or changed. If the user does not select that option and the option Startup is checked, it is necessary to enter the default value.

Example

To transfer a file to a process, a new parameter named File, of FileDataType type, is added. The fields Startup and Value Required remain unchecked.

When starting a process for the File parameter, it is possible to select a file which will be transferred to the process. The path to the indicated file will be entered to the parameter.

Process editor allows for verifying process execution with the use of a built-in simulator. Functioning of a process can be verified for different process configurations without the necessity of starting the BPM service.

To open the process simulator window, select button [Run], available from the level of the process modification window

In the process simulator window, a preview of analysed process is available.

Simulation will be started upon clicking on [Run] button and specifying tracking profile.

Buttons [Next], [Step Into] and [Step Ober] are active after the user selects his/her own breakpoints. A breakpoint can be set by clicking on a given activity and selecting [Breakpoint] button. A red dot will appear next to the selected activity. Now, during the elaboration, the process will stop after reaching that point. To resume the activity, user’s action is necessary.

During the simulation, activities have borders in three colors:

• Yellow – the activity is just being executed
• Green – the activity has been executed successfully
• Red – an error occurred during activity execution

Execution tracing and properties view are the same as in the case of process monitoring.

After creating a new process or opening an existing process to editing mode, a modification window is opened. In Process Designer tab, it is possible to create a process flowchart by adding relevant activities with the use of the drag and drop method.

On the right side of the window, there is an activity list. The user can select from among standard and business activities. Standard activities are described in detail in Selected standard activities category.

Variables and imports

Below the working pane (Process Editor tab), there are buttons [Variables] and [Imports]. From this level, it is possible to handle variables used in a process, create new variables and delete existing ones. It is also possible to change a variable, its visibility range and define its default value.

Example

Process is composed of Flowchart activity which contains two sequences: SEQ1 and SEQ2. Variable defined for the scope of the SEQ1 sequence will be not visible for the SEQ2 sequence nor for Flowchart.

Variable defined for the Flowchart range will be visible for all process elements, because variables are visible for a given activity and its child elements.

In the Imports tab, there are imported namespaces The list contains standard references and references imported by the user. The process of adding new namespaces is described in References article.

Activity errors

Below, there is Activity Errors section. It contains messages about incorrectly configured activities. Such message contains information about error’s localization and reason. If error regards an activity, upon clicking on the message, the user us transferred to that activity. The messages are generated on the basis of errors identified by the validator which verifies the correctness of used activities.

Structure, properties and business objects.

Section on the right side presents additional information about process. In Process Outline tab, there are all activities used in the process ordered in a tree structure.

In Properties tab, it is possible to modify parameters of a selected activity. The list of properties works in contextual mode, which means that it is displayed depending on activity marked in the work pane.

Tab Business Objects presents advanced view of a process outline. It contains all methods and events available in a process.

To add a new process, it is necessary to select [Add] button, available in the window of process assembly. A new process configuration window opens. In the first stage, it is necessary to select the type of the startup event (flowchart or sequence) and the process type (local or global). At this moment, the name field is not mandatory, it can be completed when saving the process for the first time.

In the second stage, the user can select any number of startup events. They determine the moment in which a process should be started automatically. An example of such event is After saving an item. For each process type, different startup events are available. Moreover, for local processes it is necessary to select at least one event.

In the last step, it is possible to change the method of process execution. Two parameters are available: Tracking Profile and Priority, which are described in detail in article Process execution settings.

After completing all steps, a new process window will be opened.

The system enables generation of documentation for any process available in BPM process designer, on the basis of its description, parameters, references and schedules. It contains also a process layout in the form of an image representing general scheme of an activity tree. To generate a documentation, from the level of the process assembly, it is necessary to select one or more processes and select [Generate] button, available in Documentation group of buttons.

Upon starting the generation, a window with settings will open in which it is possible to add a company’s logo. On the right side, there is a layout of marked process. In case more than one processes are marked, the layout presents the first of the marked processes.

Upon selecting the [Generate] button and specifying a path for saving the documentation, an html file with description or descriptions of selected processes will be generated.

For standard processes, the documentation is available upon clicking on [Show] button. Descriptions of particular standard processes can be also found in article <<Standard processes>

Process Monitoring allows for analysing a process flow and for identifying errors encountered during its execution. To start Process Monitoring, from the level of the window of process assembly, it is necessary to select [BPM Monitoring] button.

The window of Process Monitoring is divided into 3 sections:

• List of instances (1) – contains all running process instances. Each of them can assume one of 4 statuses:
  • Started – the process is being executed
  • Waiting for Response – the process was paused intentionally or is expecting a user’s decision. More information regarding decisions can be found in article Task Inbox.

• • Error – some errors occurred during the process To display detailed information about errors, it is necessary to set the tracking profile as detailed or complete.
  • Completed – process executed correctly

• Process flow (2) – visible upon double clicking on a given instance or selecting [Show Execution Status] button. Allows for previewing process execution. For the complete or detailed profile, activities are marked according to their execution status parent activities take on the status of child activities. For example, if one of the child activities is executed with an error, that activity and its parent activity will be marked in red.
• Execution details (3) – depending on selected tracking profile, contains information about particular activities and the instance itself. Above the list of details, there is general information regarding process execution, such as: execution time, operator or tracking profile. In the bottom part, there are tabs Properties and In the first of them, it is possible to preview the settings of each activity. The second tab presents the structure of a process in a form of a tree.

From the level of the Process Monitoring window, a function of deleting archival process tracking records is available. After selecting [AutoDelete] button a window for specifying period and type of deleted data is displayed.

It is also possible to delete tracking instances manually by means of [Delete] button. In the case of instances presented as started, records can be deleted after determined time, defined in the configuration (24 hours, by default).

In the Comarch ERP Standard BPM system, it is possible to assign attachments to processes, e.g., in order to send them via e-mail. An attachment can be, for example, an image or a spreadsheet. There are two ways of adding attachments: from the level of the global list and from the level of the local list.

Global list

From the level of the window of processes library, it is possible to open the global list of attachments, by selecting the [Attachments] button from the group of buttons Administration. It is used to handle attachments within all process in the assembly. The user can add files and attach them to particular processes. In case the attachment is an image, it is possible to preview it in File preview section.

To add an attachment to a process, it is necessary to:

• Load an attachment to the list with the use of [Add] button.
• Check the attachment in Files section
• Check the process in section Processes not associated with the attachment
• Select [Attach file] button

The local list is opened from the level of the process modification window. It contains attachments used in a current BPM process. The difference between the local and the global lists consists in the fact that the local list concerns only one, currently modified process and therefore in the window there are no sections related to the selection of a process. Instead of them, the window contains a list of previously added attachments. Associating of an attachment with a process is performed by means of the button [Attach file], available in the menu.

From the level of BPM process designer, it is possible to set parameters of a process affecting its visibility, priority or method of tracking in the system. Those parameters can be changed from the level of the main menu or upon clicking with right mouse button on selected process.

Process publication

In order to use a process, it is necessary to publish it with the use of [Change Publication] button. The information indicating whether a process has been published can be found on the list of processes, in Published column.

Priority of processes execution

From the level of the list of processes it is possible to specify the priority of execution of a process, by clicking on [Change Priority] button. By default, the priority of all global processes is set to normal. In such case the order of processing all planned processed is determined by FIFO mode. It means that processes are executed in that order in which they have been started and added to the queue. Assigning higher priorities to processes which are more important as regards operational activities will allow them to be executed first.

Changing a priority for a process definition does not affect the time for execution of already queued (started) processes. It is not possible to speed up or postpone an already queued process.

Tracking profiles

From the level of the list of processes it is possible to change tracking profiles defining detail level of diagnostic information saved in the database when executing a process. Such information is used during the work with process monitoring. Normally, in the system there are 4 profiles available:

From the level of the window of process addition/modification, it is possible to open the list of tracking profiles. To do so, it is necessary to select [Profiles] button, available in the main menu. Detailed description of adding and editing processes can be found in article Process modification.

From the level of the list of tracking profiles, besides of selecting profiles, it is also possible to add, modify or delete them. The user can also select a given profile as default.

The user can define his/her own tracking profiles by selecting the type of information which will be subject to the analysis.

Upon installing the Comarch ERP Standard BPM application, Problem Solver application becomes available. It is able to report the most frequent errors regarding the communication between a database and BPM or BPM services. Before starting work with the Problem Solver tool, it is necessary to make sure that the user logging-in to the application has system administration role (sysadmin) on SQL server.

The application can be started from the level of the main Comarch ERP Standard directory or by clicking on the first aid kit button, available in the Comarch ERP Standard BPM access window.

First two steps of work with the Problem Solver are very similar to those in BPM configuration tool – it is necessary to define database, SQL server and administrator’s account access data.

In Communication Recovery tab, with the use of [Fix Local Communication] button, it is possible to execute a script on a database, which recovers communication between BPM services and Comarch ERP Standard. In that window, it is also possible to delete messages blocking the functioning of the Service Broker service.

Option System Status Analysis detects known system errors which can be fixed automaticaly.

Permissions to BPM process designer

In the Comarch ERP Standard system, it is possible to modify permissions to BPM process designer The permissions are available from the level of Configuration → Company Structure → Operator Groups → <group> → Objects

Depending on the setting selected in the window, a user belonging to a gicven group can perform actions in BPM process designer in accordance with the following table:

Operations in BPM process designer	Read	Add	Modify	Delete
Entering BPM process designer	X
Adding a process		X
Editing an existing process	X
Deleting a process				X
Saving a process			X
Save as a process		X	X
Change of publication			X
Change of name			X
Process simulation			X
Import of processes		X	X
Export of processes	X	X	X
Process monitoring	X	X	X
Import of business objects		X
Deleting business objects				X
Editing tracking profile			X
Change of default tracking profile			X
Deleting a profile			X
Adding a tracking profile		X
Deleting tracking data				X
Stopping an instance			X
Automatic deletion				X
Adding an attachment		X
Deleting an attachment				X
Saving an attachment to a file			X
Connecting an attachment to a process			X
Disconnecting an attachment from a process			X
Previewing an attcahment	X		X
Changing an attachment name			X

Permissions to start particular processes

On the form of operator group, there is tab Processes, which allows for assigning processes published in designer to particular operator groups.

To permit an operator belonging to a given group to start a global process from the level of the task inbox, an object or a list, it is necessary to check a given process in the window placed on the left side, select [Attach] button and save chabges.  Permissions to processes are withdrawn in analogical way, by detaching a process.

In the Comarch ERP Standard BPM system, it is possible to transfer BPM processes between databases or to load standard processes to the system. For this purpose, the mechanism of importing and exporting processes is used.

Import

To import a process to the process assembly, from Process Assembly group of buttons, it is necessary to select [Import] button.

When importing processes for the first time, that is when the process assembly is empty, the system asks the user whether to load standard processes.

Upon selecting Yes, the system loads a list of all processes available within a standard installation of the system.

Upon selecting No, an empty list is opened. To add a process to the list, it is necessary to use [Load] button and select a file with. wdf extension. At this stage, the process is subject to a preliminary validation. A process loaded correctly will be marked with a green symbol in Status column. Whereas an incorrectly loaded process marked with a warning or error symbol providing information about the reason of the occurred problem.

From the level of that list a user can also preview details of an imported process. To do so, it is necessary to mark a given process on the list and select [Expand/Collapse] button.

To finish the import of processes to the assembly, it is necessary to select [Import] button. The system will inform the user about a correct completion of the operation.

Export

To export a process, it is necessary to select a given process and click on [Export] button, available in the Process Assembly group of buttons. A window for inserting file name and saving path of the exported file, will be opened.

BPM process designer is an application which allows for handling BPM processes, as well as for defining their structure and functioning. Upon starting the Comarch ERP Standard BPM application, first the logon window is opened.

In the logon window, it is necessary to enter the name of database and the name or address of the server hosting the database. It is also necessary to specify user’s data/ Analogically to the Comarch ERP Standard system, it is possible to select the option of integrated security.

At the bottom of the window, it is possible to select the language in which the application will be started. From this level it is also possible to start the tool for solving problems regarding BPM services and BPM configuration tool.

In case for the operator there is no configured license, a window for specifying license key server and its number, is opened.

Upon correct completion of the above-mentioned data and selection of a company structure center, the application is opened in full screen mode.

BPM services allow the communication between application Comarch ERP Standard BPM and Comarch ERP Standard. The services can be run by registration to the running operating system services (button [Run]) or in console mode.

Services in console mode

In order to start services as a console program, it is necessary to select arrow placed on the right site of the [Run] button and select Run as command-line program option. With the use of this functionality, it is possible to preview server logs in real time.

[Alert] Closing the console window stops a given service. [/alert]

Registration of services

When changing services account, it is necessary to unregister services and register them again. To unregister services, click on the arrow button, places on the right side of [Refresh Service Status] button and select option Unregister Services. On the buttons used for running and stopping services, appears information Unregistered Service.

To register services, click on the [Refresh Service Status] button and select button [Yes] in the window with the following message. The message will be displayed also when opening BPM Services tab in case the services are not registered.

Then, it is necessary to enter system user data for which the services are to be registered. From a drop-down list available in User field, it is also possible to select Local system account button. In such case, a service will be registered on the account currently used by the user.

BPM server logs

The BPM server saves logs on an ongoing basis. They can be found in C:\ProgramData\Comarch ERP Altum\Logs\. The logs allow for analyzing historical events of the BPM server in order to verify its actions, execution of processes or starting up of schedules.

In the above-mentioned directory, there are also logs of BPM configuration tool, process designer and task inbox service.

In the BPM process designer, with the use of [System] button, it is possible to customize layout, language and the settings of process validation.

Upon expanding the menu Styles, the user can change the look of the application scheme. Azure style is set, by default.

The menu Languages allows for setting selected application language. Upon changing the language, it is possible to work with the process designer in the selected language version.

In the menu Automatic Validation, it is possible to disable validation of modified processes. More information regarding Validator can be found in article Process modification.

Option Reset Default Layout allows for restoring previous settings after restarting the application.

In the tab Advanced Settings of the BPM configuration tool, it is possible to set one of additional parameters regarding the work with the system. Some of them are described in this article.

The first two parameters are ports used for logging-in to the task inbox. By default, these are 4443 and 4444 ports.

Hint

If other than default ports are entered, it is good to remember them, because it is necessary to enter them when logging-in to the task inbox.

 

Parameter Number of Threads Converting Processes determines to what extent computer’s processor will be loaded during the execution of a process. The lower the value is, the lower amount CPU resources is occupied.

Maximum Transaction Duration indicates time after which a BPM process will interrupt its work even though the transaction is not finished.

It is also possible to set a specific port for the Service Broker service, BPM service language and encrypting of passwords.

Parameter Continuation of interrupted instances specifies whether the execution of processes interrupted for unseen reasons (e.g., computer shutdown because of a blackout) should be continued after restarting of the service.

If the parameter Execution continuation in case of a tracking error is checked, a process will be executed regardless of tracking errors. However, successive entries in Process monitoring related to that process instance may not contain full tracking data.

BPM processes allow for sending e-mail messages. To do so, it is necessary to configure a mailbox from which the messages will be sent. There are two ways of configuring such mailbox:

• From the level of BPM configuration tool
• From the level of an employee form in Comarch ERP Standard

BPM configuration tool

Setting of correct parameters in the tab Mail of the BPM configuration tool:

It is necessary to complete mail server parameters:

• Server – mail server name
• Port – upon unchecking the option Use default port, it is possible to specify the port through which BPM will communicate with the Inbox
• Account – address of e-mail account from which the messages will be sent
• Password – e-mail account login password
• USE SSL connection to send e-mails – enables to encrypt e-mails

After entering all data, the user can send a test e-mail to the address entered in Receiver field.

Employee form

Configuration of mailbox from the level of the E-mail Account tab available on employee form in the Comarch ERP Standard system:

If the user wants to use mail server defined on the form of an employee, then, when adding <<Send E-Mail>> activity, in the tab Advanced, it is necessary to check SMTP Local Configuration parameter. If the parameter is unchecked, the system uses permissions defined in the BPM configuration tool.

Before starting to use BPM application, it is necessary to properly configure the system. It is done with the use of BPM configuration tool. The application intuitively guides a user through all the steps of the configuration. By default, after installing the component Comarch ERP Standard – Headquarter Server, the application shortcut is placed on the desktop. An alternative method of starting the configuration tool is clicking on a button available in the Comarch ERP Standard logon window.

To perform processes correctly, it is necessary to select the company database with which the application will cooperate and name or IP address of the server of the database.

Next, the access to the database must be authorized with the use of an operator with appropriate <<permissions>> granted. In the window, also the center, within which the BPM service functions, is selected.

Configuration of the mail account data is not required for the basic functioning of processes. Detailed description of the functionality can be found in article <<Mail account configuration>>.

In the tab Advanced, it is necessary to select server key and insert key number so that the system is able to verify the license.

Detailed description of the other parameters can be found in article <<Advanced settings>>.

The last step is starting BPM service with the use of [Run] button, available in BPM Services tab. The current status of services can be refreshed by clicking on [Refresh Service Status] button. BPM services are described in detail in <<BPM services>> article.

Comarch ERP Standard BPM application is installed automatically together with Comarch ERP Standard, on the server workstation.

In the case of a client workstation, process designer, BPM services or Problem Solver tool are not included in the installation. It is possible to connect the system to an external task inbox.

After installing the application, on the desktop, shortcuts to process designer and process configuration too, are related. Detailed description of the installation process can be found in category <<Comarch ERP Standard Auto Update>>.

To be able to use the BPM tool integrated with the Comarch ERP Standard application, it is worth getting to know the following terms:

Acitvity

Elementary component of each BPM process. Activities are used to control a process, get object, execute actions on them, get and operate data in a company database.

BPM Configuration Tool

Application guiding user step by step through the stages of BPM services configuration.

BPM process

Set of sequenced operations and calculations which, following one another. Processes may replace or extend the existing system functionalities or function as a new functionality.

BPM Process Designer

Application used to create, control and handle BPM processes.

BPM Server

Service ensuring proper functioning of global BPM processes. The service runs in the background of BPM processes and it is not necessary to interrupt the work with the Comarch ERP Standard system.

Global process

Process which uses BPM Server service in order to run. Global processes are executed in the background and do not disturb users working with the system. They can be started with the use of schedules, startup events or manually. Global processes allow for

Inbox Service Host

Service necessary for task inbox functioning. If the service is not enabled, the user cannot log-in to the task inbox and receive information form BPM processes.

Local process

Process which does not BPM Server service in order to run. Such processes mainly extend Comarch ERP Standard’s logic by an additional validation or slightly modify objects. Execution of a process is integrated with Comarch ERP Standard’s functioning. Local Process must be always started with the use of startup events.

Problem Solver

Application used for solving problems regarding communication between BPM Server, company database and Service Broker service.

creating decisions which should be made by the user and which affect further execution of a process.

Process monitoring

Tool for tracking the execution status of all the BPM. It allows for tracking, step by step, operations executed by a process. With the use of the process monitoring it is possible to, for example, reveal errors in a process created by the user.

References

.dll libraries which contain add-ons dedicated to BPM process designer, e.g., new startup events, new activities, business objects, etc.

Service Broker

Service functioning on SQL server. It is used for queuing BPM processes.

Task inbox

Platform for receiving information and making decisions, which are sent to a user by BPM process. For a proper functioning of the task inbox, the Inbox Service Host service must be enabled. The task inbox is available from the level of Comarch ERP Standard application.

Fixed asset inventory sheets (FAIS) are added within a given <<inventory document>>

To add an inventory sheet, click on [Add] button. A form of inventory sheet will open.

The form of an inventory sheet is composed of the following elements:

Side panel

Sheet number – generated automatically by the system, according to the document numerator

Value – sum of initial values of fixed assets included in an inventory document

Name – sheet name entered by the user

Date of Issue – day in which the inventory sheet was added

Description

Tab General

For the tab General, <<standard buttons>> are available, and additionally:

• [Confirm] – button active for an unconfirmed sheet to which items are added, allows for its confirmation
• [Open] – button active for a confirmed sheet, provided that the inventory document is not confirmed or closed. Allows for re-opening and modifying a confirmed sheet.
• [Cancel] – button active for a confirmed sheet, provided that the inventory document is not confirmed or closed. Allows for canceling an inventory sheet.
• [Add] – allows for adding a fixed asset directly on the list
• [Add From List] – opens the list of fixed assets and allows for selecting fixed assets which will be added to the form

[Transfer Quantities] – enables automatic completion of Actual Quantity column with the values retrieved from System Quantity column for selected items

• [Import] – allows for adding fixed assets to the sheet:
  • From file – on the basis of the data from a txt. file. In such file, it is necessary to enter information in the following order: barcode, system quantity, location, custodian – the data must be separated with the use of a semicolon. It is mandatory to indicate the barcode of a fixed asset already existing in the system. In case the quantity is not entered in the file, the colum Actual Quantity will be completed with value 1.
  • On the basis of a collector readout – with the use of a collector. It is necessary to connect a collector to the workstation on which an inventory is being registered and select [Read From Collector] button. The system verifies whether on inventory sheets there are fixed assets scanned by the collector. If a fixed asset is present on the sheet, it will be omitted; otherwise, it will be added along with data indicated on the collector (system quantity, custodian and location).
• [Generate Inventory] – allows for adding new inventory for items selected on a sheet. The button is active when an inventory is confirmed, canceled or completed. When generating an inventory from this level, the system verifies whether there is no unconfirmed inventory for selected fixed assets. The fields will be completed in the same way as if the inventory was issued manually.

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

• Code
• Name
• Barcode
• Inventory Number
• Registered Custodian – recent fixed asset custodian
• Actual Custodian – editable field in which it is possible to indicate an employee from the list of employees
• Registered Location of Use – recent fixed asset location of use
• Actual Location of Use – editable field in which it is possible to indicate a location of use from the list of generic directories
• Initial Value

• System Quantity – column completed with the following values (on the basis of data available in the system):
  • 0 – fixed asset disposed, sold or without FA document
  • 1 – fixed asset in use with generated FA document
• Actual Quantity – editable column, completed manually with the use of the button [Transfer Quantities] or on the basis of data imported from file or collector readouts. The column assumes one of the following values:
  • 0 – (default value) – no fixed asset; fixed asset disposed or sold
  • 1 – fixed asset in use

• Difference – difference between the system quantity and the actual quantity
• Discrepancy Status – discrepancy graphic symbol
• Fixed Asset Attachment (column hidden by default)

In case there is a shortage (the system quantity is lower than the actual quantity), the whole row is displayed in red. In case there is an overstock (the system quantity is higher than the actual quantity), the whole or wis displayed in blue. In case there is an inconsistency between the location or custodian, relevant cells containing different data, are displayed in orange.

Tabs Attributes, Attachments and Change History

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

General information

An inventory document is composed of <<inventory sheets>> which contain a list of <<fixed assets>> along with quantities resulting from documents and actual quantities.

To add a fixed asset inventory document, from the level of the menu Fixed Assets -> Inventories, select button [Add]. A form of inventory document will open.

An inventory document is composed of the following elements:

Side panel

Number – number generated automatically by the system on the basis of document numeration tool

Confirmation Date – non-editable field, filled-in with the system date at the moment of confirming a document. If the date of issue on an inventory form is later than the date of inventory document confirmation, when confirming a document, the system asks whether to change the date of document confirmation to the latest date of issue from the sheets.

Blockade – decides whether an unconfirmed inventory document should block the possibility of modifying <<forms of fixed assets>> and of generating <<documents>> to all fixed assets of the company or only for fixed assets included in a given inventory document. By default, the option of blocking all fixed assets is set, but the setting can be changed until the first <<inventory sheet>> is added.

Date Set upon Document Generation – decides with what date should be generated documents of fixed assets resulting from discrepancies. Such documents can be generated with inventory completion date (default setting) or a current date. The value of the parameter can be changed regardless of the document status.

Owner

Description – field for providing an additional description

Tab General

In the tab General, a list of inventory sheets added within a given inventory document, is presented. Detailed description of the inventory sheet can be found in article <<Adding inventory sheet>>.

Tab Associated Documents

Description of the tab can be found in article <<Tab Associated Documents>>.

In the tab Associated Documents → System, there is information regarding fixed asset documents which were created on the basis of a given inventory.

Tabs Attributes, Attachments and Change History

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

General information

A FR document is registered in the system when the value of a fixed asset is changed, for instance, as a result of its enhancement or modernization.

A FR document can be generated:

• automatically when saving a <<fixed asset form>>
• manually

A FR document is generated automatically while saving a fixed asset of Fixed Asset or Intangible Asset type, provided that the Value Updated at the Beginning of Period has been specified on the fixed asset form for any of the depreciation areas. A FR document created this way, has date:

• of transaction set to the last day of the previous calendar year and the date of inclusion in depreciation to the first day of a calendar year − if all depreciation areas are associated with a calendar year
• of transaction set to the last day before the accounting period including date of physical addition of a fixed asset and the date if inclusion in depreciation to the first day of the accounting period including the date of physical addition of a fixed asset − when all depreciation areas are associated with an accounting period

Values provided in the FR document affects in the subsequent period the fixed asset total value as well as its value updated at the beginning of period.

A FR document can be registered from the level of:

• the menu Fixed Assets → Fixed Asset Documents
• the menu Fixed Assets → Fixed Assets upon selecting first particular fixed asset records
• the tab Fixed Asset Documents on the form of fixed asset

A FR document can be generated to the fixed assets for which a <<FA document>> has been generated and which have not been fully disposed or sold. To add a FR document, select the button [Add Document] followed by the option [Revaluation] available in the drop-down list. A form for entering data will open.

The form of a FR document is composed of the following elements:

Side panel

Number – document number granted automatically by the system according to the document numbering definition.

Depreciation (Balance-Sheet/Tax/IAS-IFRS) – fields of information purpose. Their visibility depends on the activated depreciation areas in the <<system configuration window>>. They present total values of items for particular depreciation areas.

Date of Issue

Reference Number – number entered by the user for the purpose of additional identification of the document

Owner – center to which the user registering a document is assigned. This field is not editable.

Tab Items

In this tab, it is possible to add, edit, copy, delete as well as to export to a spreadsheet the items of FR document.

In the system, an item can be added into a document in two ways: directing in the table or through form.

Adding FA document item in the table

To add an item directly in the table, select the button [Add] from the button group Items. A new row will appear in the item table. Here it is necessary to select a fixed asset as well as to complete the following columns: Date of Transaction, Analytical Description Area, Value (Balance-Sheet/Tax/IAS-IFRS) as well as the column Description that is hidden by default. Provided data will also be updated on the fixed asset form.

Adding FR document item through form

To add FR items through form, select the button [Add Through Form] from the button group Items.

A window Item Details will open with the following fields:

Side panel

Code – fixed asset code selected from the fixed asset form

Name – value completed automatically on the basis of the fixed asset form. The names of fixed assets are displayed in the system logon language.

Date of Transaction – the date of transaction is by default copied from document header and is changeable. On the basis of the transaction date, the date of reception and the date of acquisition on a fixed asset form are specified.

Analytical Description Area – selectable from among the depreciation areas activated in the <<system configuration window>>. The analytical description areas that on a fixed asset form have been selected in the Analytical Description tab are activated by default. Depending on the selected options, the document can be described analytically according to the values of the indicated depreciation area.

Depreciation (Balance-Sheet/Tax/IAS-IFRS) – available options that can be completed depend on the depreciation areas activated in the <<system configuration window>> and on the <<fixed asset form>>. The value that is specified first for one of the active areas is copied automatically to other areas (both active and inactive areas). Changes to either of the active value are not copied to other active areas.

Recognition Date – this date is available only in the document item details window (it is not available on the document item list). It is, by default, set to the first day of the month following the date of transaction. It determines the date on which the value of the fixed asset subject to depreciation must be changed.

Description – section for additional information on a given document item.

Tabs Attributes and Attachments

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

Tab Analytical Description

From the level of document item, in the field Analytical Description Area it is possible to specify a depreciation area by which the values of analytical description can be completed in fixed asset documents from. Depreciation areas can be selected from among the areas activated in the <<system configuration window>>.

Detailed description of the functionality can be found in category <<Analytical description>>.

Tabs Attributes, Attachments and Change History

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

General information

An FDP document is registered in the system in order to calculate the depreciated value of a fixed asset. Depreciation is a type of cost related to gradual wear and tear of fixed assets and intangible assets. However, it does not generate cash outflow.

An FDP document can be generated:

• automatically when saving a <<fixed asset form>>
• with the use of button <<[Depreciation/Amortization]>>
• manually

An FDP document is generated automatically while saving a fixed asset of Fixed Asset or Intangible Asset type, provided that the Value Updated at the Beginning of Period has been specified on the fixed asset form for any of the depreciation areas. An FDP document created this way, on item details, has date:

• of transaction set to the last day of the previous calendar year − if all depreciation areas are associated with a calendar year
• of transaction set to the last day before the accounting period including date of physical addition of a fixed asset − when all depreciation areas are associated with an accounting period

Values specified in an FDP document affect the parameters Write Offs at the Beginning of Period and Write Offs in Current Year available on the form of fixed asset.

Description of how to generate write-offs using the option [Depreciation/Amortization] can be found in article <<Generating depreciation and depreciation plan>>.

An FDP document can be registered from the level of:

• the menu Fixed Assets → Fixed Asset Documents
• the menu Fixed Assets → Fixed Assets upon selecting first particular fixed asset records
• the Fixed Asset Documents tab on the form of fixed asset

An FDP document can be generated to the fixed assets for which a <<FA document>> has been generated and which have not been fully disposed or sold. To add an FDP document, select the button [Add Document] followed by the option [Depreciation] available in the drop-down list. A form for entering data will open.

The FDP document form is composed of the following elements:

Side panel

Number – document number granted automatically by the system according to the document numbering definition.

Depreciation (Balance-Sheet/Tax/IAS-IFRS) – fields of information purpose. Their visibility depends on the activated depreciation areas in the <<system configuration window>>. They present total values of items for particular depreciation areas.

Date of Issue

Reference Number – number entered by the user for the purpose of additional identification of the document

Owner – center to which the user registering a document is assigned. This field is not editable.

Tab Items

In the system, it is possible to add document items in two ways: directly in the table or through form.

Adding GDP document item in the table

To add an item directly in the table, select the button [Add] from the button group Items. A new row will appear in the item table. Here it is necessary to select a fixed asset as well as to complete the following columns: Date of Transaction, Analytical Description Area, Depreciation (Balance-Sheet/Tax/IAS-IFRS) as well as the column Description that is hidden by default.

Adding FDP document item through form

To add FDP items through form, select the button [Add Through Form] from the button group Items.

A window Item Details will open, containing the following fields:

Side panel

Code – fixed asset code selected from the fixed asset form

Name – value completed automatically on the basis of the fixed asset form. The names of fixed assets are displayed in the system logon language.

Date of Transaction – the date of transaction is by default copied from document header and is changeable

Analytical Description Area – selectable from among the depreciation areas activated in the <<system configuration window>>. The analytical description areas that on a fixed asset form have been selected in the Analytical Description tab are activated by default. Depending on the selected options, the document can be described analytically according to the values of the indicated depreciation area.

Depreciation (Balance-Sheet/Tax/IAS-IFRS) – available options that can be completed depend on the depreciation areas activated in the <<system configuration window>> and on the <<fixed asset form>>. The value that is specified first for one of the active areas is copied automatically to other areas (both active and inactive areas). Changes to either of the active value are not copied to other active areas.

Description – section for additional information on a given document item. In FDP documents generated via the option [Depreciation/Amortization], the description is automatically filled with the following information “Automatic generation of write-offs for [month and year]”. The same description appears in an FDP document after the parameter Write Offs at the Beginning of Period is specified on the form of fixed asset.

Tabs Attributes and Attachments

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

Tab Analytical Description

From the level of document item, in the field Analytical Description Area it is possible to specify a depreciation area by which the values of analytical description can be completed in fixed asset documents from. Depreciation areas can be selected from among the areas activated in the <<system configuration window>>.

Detailed description of the functionality can be found in category <<Analytical description>>.

Tabs Attributes, Attachments and Change History

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

General information

A fixed asset form is used to register a new asset, to preview already registered assets or to make necessary corrections and changes.

To add a new fixed asset, in the menu Fixed Assets → Fixed Assets select the button [Add] from the List button group. A new form for entering fixed asset data will open.

A fixed asset form is composed of the following elements:

Side panel

ID – a subsequent fixed asset number that is granted automatically and is non-editable

Under Construction – parameter specifying whether a fixed asset is complete or under construction. For a fixed asset u under construction, tab Depreciation is unavailable and fields Date of Receipt, Acquisition Date and FAC are inactive. Until the parameter gets unchecked for a fixed asset, FA document is not generated and it is not possible to generate depreciation write-offs and depreciation plan. To a fixed asset under construction, in tab Acquisition/Disposal Documents, it is possible to attach particular documents related to the investment. A fixed asset under construction can be disposed and in such case a FD document will be generated.

Code, Name, Inventory Number – mandatory fields; a fixed asset name can be provided in different languages supported in the system. Fixed asset names are displayed in the language selected as a logon language. Values in the fields Code and Inventory Number must be unique.

Barcode – field providing information about fixed asset barcode. The field can be completed:

• manually, on fixed asset form
• after clicking on [Generate code] button, which is available on the right side of field Barcode on fixed asset form – the field Barcode will be filled in with the value from Inventory Number field
• after clicking on [Generate Fixed Asset Barcode] button, which is available from the level of the menu Add-ons, in Special Features group of buttons, the field Barcode on a fixed asset for will be completed with the value retrieved from the field Inventory Number

Type − possibility of indicating one of three predefined options: Fixed Asset (predefined value), Intangible Asset and Equipment. Depending on selected type, different depreciation methods are available. Field active until <<FA document>> is generated.

FAC − <<fixed asset classification>> symbol selected from the fixed asset classification list. A tax depreciation rate is completed on the basis of the selected symbol. The field can be edited, if the parameter Under Construction is unchecked.

Location of Use – value selected from the relevant <<generic directory>> (menu Configuration → Generic Directories → Fixed Assets → Location of Use). This field is active until a <<FA document>> is generated. The location of use can be changed directly in the FA document or via a <<FLC document>>.

Custodian – employee responsible for a given fixed asset, who is selected from the <<employee list>>. This field is active until a <<FA document<< is generated. The custodian can be changed directly in the FA document or via a <<FLC document>>.

Acquisition date − field active, if the parameter Under Construction is unchecked. Until a FA document is generated, the date from a fixed asset acquisition document with the earlies date available in the tab Acquisition/Disposal Documents. As an acquisition date one of the following dates can be retrieved:

• purchase date − for purchase invoice and VAT purchase invoice correction
• correction date − for purchase invoice correction
• sales date − for VAT sales invoice
• transaction date − for accounting note

Date of Receipt – date on which a fixed asset was received for utilization. The date of receipt cannot be earlier than the acquisition date. The parameter is active until a <<FA document>> is generated and if the parameter Under Construction is unchecked.

Acquisition Document – value in this field is completed automatically with document numbers from the table Acquisition Documents available in the Acquisition/Disposal Documents tab. Selecting the magnifying glass symbol redirects the user to the tab Acquisition/Disposal Documents.

Purchase Method – value selected from the relevant <<generic directory>> (menu Configuration → Generic Directories → Fixed Assets → Purchase Method)

Date of Disposal (Sale) ­– after selecting this parameter, it is possible to choose one of two date types: Date of Disposal, Date of Sale. The date of disposal (sale) cannot be earlier than the acquisition date. To be able to tag an asset of Fixed Asset or Intangible Asset type as disposed or sold, it is necessary that a FA document be generated for that asset. Saving the asset form generates automatically a <<FD document>>. In the case of disposed/sold assets, it is no longer possible to edit their depreciation−related parameters and to delete the documents of a given fixed asset.

Disposal (Sale) Document – value in this field is completed automatically with document numbers from the table Disposal (Sale) Documents available in the Acquisition/Disposal Documents tab. Selecting the magnifying glass symbol redirects the user to the tab Acquisition/Disposal Documents.

Reason for Disposal (Sale) – value selected from the relevant <<generic directory>> (menu Configuration → Generic Directories → Fixed Assets → Reason for Disposal/Sale)

Depreciation Areas – selected from among the depreciation areas that have been activated in the <<system configuration window>>. When adding new fixed assets, the same depreciation areas are by default activated as the ones activated in the fixed asset group to which the fixed asset is assigned.

Tab Depreciation

In the tab Depreciation, the following fields and parameters are available:

Balance On – used to verify the data on a specified day

In case more than one depreciation area is selected in the system configuration window, the values of the parameters in the Depreciation tab can be copied to other depreciation areas respecting the rules described in article <<Configuration of parameters>>.

Depreciation Method – indicates the method of calculating write-offs for a fixed asset. Available depreciation methods depend on the type of asset:

• Straight-line – this method is available for assets of Fixed Asset or Intangible Asset A monthly write-off is calculated as asset’s current value multiplied by tax depreciation rate and by coefficient and then divided by 12 months. In the case of assets depreciated seasonally, the value of an annual write-off is divided by the number of months in which the asset is depreciated. This depreciation method takes into accounts the history of write-offs, that is in case a write-off is not calculated in one month or is calculated manually for a different value, then the difference will be compensated in a consecutive month. According to this method, a write-off is calculated on the asset’s current value. The system also controls the correctness of the values of cumulative write-offs from the beginning of a year.
• Declining balance – this method is available for assets of Fixed Asset or Intangible Asset A monthly write-off is calculated as asset’s current value reduced by the amortization value for the previous period. This value is multiplied by tax depreciation rate and by coefficient and then divided by 12 months. In the case of assets depreciated seasonally, the value of an annual write-off is divided by the number of months in which the asset is depreciated. This depreciation method takes into accounts the history of write-offs, that is in case a write-off is not calculated in one month or is calculated manually for a different value, then the difference will be compensated in a consecutive month. According to this method, a write-off is calculated on the asset’s current value decreased by the values of the write-offs from previous years. The system also controls the correctness of the values of cumulative write-offs from the beginning of a year. If an annual depreciation amount was to be lower in the case of the declining balance method than the amount of the write-offs calculated according to the straight-line method, the system will calculate write-offs according to the straight-line method.
• Activity – this method is available for assets of Fixed Asset or Intangible Asset A monthly write-off is calculated as asset’s current value multiplied by tax depreciation rate and by coefficient and then divided by 12 months. In the case of assets depreciated seasonally, the value of an annual write-off is divided by the number of months during which the asset is depreciated. This depreciation method does not take into account the history of write-offs, thus, the values of write-offs in the case of this method are always the same.
• One-time – this depreciation method is available for all types of assets. The program calculates a single write-off amounting to the current value of a fixed asset.
• Not subject – this depreciation method is available for all types of assets. No write-off is here generated.

Depreciation Rate – rate by which write-offs are calculated. It is completed automatically on the basis of the <<FAC>>. This parameter is not editable for One-time method (for this method, it is set to 100% by default) and for Not-subject method (for this method, it is set to 0% by default).

Coefficient – rate increasing coefficient by which a depreciation rate is multiplied. Methods One-off and Not subject are set, by default, to 1 and this setting is not changeable.

Depreciation Months – number of months during which a fixed asset will be depreciated. This parameter is editable only for the straight-line method. Value of this parameter is calculated on the basis of depreciation rate and coefficient.

Seasonality – this parameter enables the selection of months in which a fixed asset must be depreciated seasonally, that is only in the selected months of a year. It is editable for depreciation methods other than One-time and Non subject.

Depreciation Suspension – this parameter enables the selection of months in which depreciation of a fixed asset is suspended temporarily. Selecting the button  opens the window Depreciation Suspension in which it is possible to specify the year during which the suspension applies. This parameter is editable for the depreciation methods other than One-time and Not subject.

Depreciation Start Date – date as of which write-offs will be generated. For particular methods, the program suggests the following dates, by default:

• One-time method – date of receipt
• Not subject method ­– empty record
• other methods – the first day of month following the month in which the asset was received for utilization

Initial Value – value of fixed asset acquisition or production. It can be completed manually. Otherwise, it will be calculated automatically on the basis of the values of the documents selected in section Acquisition Documents under the tab Acquisition/Disposal Documents.

Value Updated at the Beginning of Period – value of fixed asset on the first day of a given tax year or accounting year, taking into account all the fixed asset devaluations. Until the fixed asset form is saved the first time, this parameter is editable if:

• the date of receipt is earlier than the system date for the depreciation area associated with a calendar year
• the date of receipt is earlier than the current accounting period for the depreciation area associated with an accounting period.

Total Value – final value after taking into account all fixed asset devaluations on the day specified in the Balance On field. This value is calculated automatically and is not editable.

Write Offs at the Beginning of Period – value of write-offs generated in previous financial years. This parameter is editable on the same rules as the Value Updated at the Beginning of Period until the fixed asset form is saved the first time.

Write Offs in Current Year – value of write-offs generated in a given financial year up to the month being analyzed. This value is calculated automatically on the basis of depreciation documents.

Cumulative Depreciation – value of write-offs generated in a given financial year up to the month being analyzed as well as that of the write-offs at the beginning of the period. This value is calculated automatically on the basis of depreciation documents.

Current Subtotal Value – fixed asset value taking into account all its devaluations as well as the generated write-offs. This value is calculated automatically.

Tab Groups

Classification Categories – there is one predefined and non-editable classification category: Fixed Assets. No other classification categories can be added.

Groups – provides information about the code, name and location of the fixed asset group to which a fixed asset is assigned. A fixed asset can be assigned only to one group. Selecting the button [Edit] redirects the user to the fixed asset group, where it is possible to change the group to which the fixed asset must be assigned.

Tab Acquisition/Disposal Documents

Upon selecting the button [Attach] in tab Acquisition/Disposal Documents, it is possible to indicate the document list from which to attach documents. Available options are:

• Purchase Invoices
• Sales Invoices (available in section Disposal Documents/Sale Documents)
• VAT Accounts
• Accounting Notes
• Journal Entries
• Without Document – using this option it is possible to enter manually the number of the document on the basis of which a fixed asset has been registered

Documents selected in the Acquisition/Disposal Documents can be detached at any time with the help of the option [Detach]. If a FA document is already generated, then detaching a document does not affect the fixed asset’s initial value.

Sections Acquisitions Documents and Disposal (Sale) Documents provide information about a document number, date and value.

The column Document Number presents the number of a reference document and if it is missing – the document system number.

The column Document Date provides information about a document date of issue.

Depending on the document type, the column Document Value will present the value of:

• purchase invoice – sum of subtotal values in the system currency
• VAT purchase invoice ­ – for the parameter VAT Deductions set to Yes or Conditionally, a subtotal value in the system currency is presented, whereas for the parameter VAT Deductions set to No, a total value in the system currency is presented
• VAT sales invoice – subtotal value in the system currency
• accounting note – entry amount from an accounting note
• journal entry – entry amount from a journal entry
• without document – value entered by the user

In the case of documents selected as acquisition documents, their values affect the initial value of a fixed asset, provided that the fixed asset was not associated with a <<FA document>> when attaching the documents.

Section Disposal Documents (Sale Documents) is activated upon selecting the parameter Disposal Date in the side panel of the fixed asset form. The section name changes depending on the date type: Date of Disposal, Date of Sale.

Tab Fixed Asset documents

In the tab Fixed Asset documents, a list of documents generated for a given fixed asset is displayed.

In this list, it is possible to add, review, delete and print documents of a particular fixed asset.

This tab works on the same rules as the list of fixed asset documents, which description can be found in article <<Fixed asset list>>.

Tab Accounting

The table Default Accounts available in this tab lists all the default <<bookkeeping accounts>> that are assigned to a given fixed asset. By selecting a checkbox in the column Create Account, it is possible to create an account for a given object if such account does yet exist. The table presents the accounts available in the company to which an operator is logged in within a given accounting period.

Tab Analytical Description

Analytical description improves the analysis of the company’s financial results. On the fixed asset form, it is possible to specify a depreciation area by which the values of <<analytical description>> can be completed in fixed asset documents. Depreciation areas can be selected from among the areas activated in the <<system configuration>> window.

To be able to <<assign analytical dimensions>> to fixed assets, first it is necessary to assign appropriate analytical measures to the object Fixed Assets (menu Configuration → Company Structure → Object Dimensions). After analytical dimensions are assigned, it is possible to define an analytical description on the form of both fixed asset group and fixed asset, itself.

Tab Availability

When adding a new fixed asset form, the center, to which an operator is logged in, is set as the object owner entitled to object modification. The operator can change the owner of the fixed asset, its availability in centers and manage the edit permissions.

Detailed description of this tab can be found in article <<Objects availability − general information>>.

Tab Attributes, Attachments, Change History

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

Inventory consists in taking an actual physical inventory of quantity levels of all tangible assets, as well as reconciling any differences between the status ascertained during an inventory (actual status) and the status resulting from <<fixed asset register>>

The list of fixed asset inventories is available from the level of the menu Fixed Assets, under [Inventories] button

On the list of fixed asset inventories, there are <<standard buttons>> and, additionally:

• [Confirm] – allows for confirming selected inventory documents. An inventory document can be confirmed when all of its sheets have Confirmed or Canceled status
• [Close] – allows for closing selected inventories. For closed inventories, it is possible to generate <<documents reconciling discrepancies>>. It is not possible to open a closed inventory
• [Unconfirm] – allows for opening unconfirmed inventory sheets. Opening of inventories changes status of all <<inventory sheets>> to Unconfirmed (does not apply to canceled sheets)
• [Copy] – enables to copy a confirmed or canceled inventory document. When copying, only item sheets which were not canceled, are transferred.
• [FLC] – button available after marking closed inventory documents\, allows for generating FLC document in case there are non-compliances regarding location or custodians of fixed asset
• [FD] – button available after marking closed inventory documents, allows for generating FD document in case a shortage occurs during the inventory

[Alert] When adding/copying an inventory document, the system verifies whether a given fixed asset has already been included in other, unconfirmed inventory or in another sheet of that inventory. If yes, it will not be added to the current inventory sheet. [/alert]

The list of inventories is composed of the following columns:

• Number – inventory document system number
• Date – inventory document confirmation date
• Status
• Documents – fixed asset documents generated from an inventory document
• Owner (column hidden by default)

General information

A FD document is registered in the system when a fixed asset is partially or entirely disposed

An FD document can be added:

• automatically upon selecting first the parameter Date of disposal/Date of sale available on the form of fixed asset
• automatically on the basis of an inventory, upon selecting [FD] button available in Generation group of buttons, if there are shortages resulting from the inventory
• manually

A FD document is generated automatically while saving a fixed asset of Fixed Asset or Intangible Asset type, provided that the parameter Date of Disposal/Date of Sale has been selected on the fixed asset form. Disposal of a fixed asset blocks the option of editing or deleting the documents generated for that asset as well as the option of changing its depreciation-related parameters. Moreover, on a FD document, the parameter Date of Transaction, available on item details, is not subject to edition.

A FD document can be added from the level of:

• the menu Fixed Assets → Fixed Asset Documents
• the menu Fixed Assets → Fixed Assets, upon selecting first particular fixed asset records
• the Fixed Asset Documents tab on the form of fixed asset

To add a FD document, select the button [Add Document] followed by the option Disposal available in the drop-down list. A form for entering data will be opened.

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

Side panel

Number – entered by the system according to the document numbering definition

Value (Balance-Sheet/Tax/IAS-IFRS) – fields of information purpose. Their visibility depends on the activated depreciation areas in the system configuration window. They present total values of items for particular depreciation areas.

Depreciation (Balance-Sheet/Tax/IAS-IFRS) – fields of information purpose. Their visibility depends on the activated depreciation areas in the system configuration window. They present total item values from the column Depreciation for particular depreciation areas.

Values provided in a FD document into the columns Value (Balance-Sheet/Tax/IAS-IFRS) affects in the subsequent period the fixed asset total value as well as its value updated at the beginning of period, whereas value provided into the columns Depreciation (Balance-Sheet/Tax/IAS-IFRS) affects the asset’s write-off values.

Date of Issue – for a FD issued manually, current date is set by default, with a possibility of changing it. For a FD generated automatically, the date from the Date of Disposal/Date of Sales is set by default, with a possibility of changing it

Reference Number – number entered by the user for the purpose of additional identification of a document

Owner – by default, center to which the user registering a document is assigned. This field is not editable.

Tab Items

In this tab, it is possible to add, edit, copy, delete as well as to export to a spreadsheet the items of a FD document.

A document item can be added into a document in two ways: directing in the table or through form.

Adding FD document item in the table

To add an item directly in the table, select the button [Add] from the button group Items. A new row for entering data will appear in the item table. Here it is necessary to select a fixed asset as well as to complete the following columns: Date of Transaction, Analytical Description Area, Value (Balance-Sheet/Tax/IAS-IFRS), Depreciation (Balance-Sheet/Tax/IAS-IFRS) and Description and Fixed Asset Attachment columns which are hidden by default. Provided data will also be updated on the fixed asset form.

Adding FD document through form

To add FD items through form, it is necessary to select button [Add Through Form] from Items group of buttons.

It opens Item Details window which contains the following fields:

Side panel

Code – fixed asset code retrieved from the <<fixed asset form>>

Name – value completed automatically on the basis of the fixed asset form. The names of fixed assets are displayed in the system logon language.

Date of Transaction – by default, the date from document header is retrieved, with a possibility of changing it for documents added manually. For FD documents generated automatically, the field is not subject to edition.

Analytical Description Area – selectable from among the depreciation areas activated in the <<system configuration>> window. Depending on the selected options, the document can be described analytically according to the values of the indicated depreciation area.

Value (Balance-Sheet/Tax/IAS-IFRS) – available options that can be completed depend on the depreciation areas activated in the <<system configuration>> window and on the <<fixed asset form>>. The value that is specified first for one of the active areas is copied automatically to other areas (both active and inactive). Changes to either of the active values are not copied to other active areas.

Depreciation (Balance-Sheet/Tax/IAS-IFRS) – available options that can be completed depending on the depreciation areas activated in the system <<configuration window>> and on the <<fixed asset form>>. The values are calculated automatically on the basis of the generated write-offs. They are calculated proportionally to the fixed asset’s disposed value and they are editable.

Recognition Date – this date is available only in the document item details window. It is, by default, set to the first day of the month following the date of transaction. It determines the date on which the value of the fixed asset subject to depreciation must be changed.

Description – section for additional information on a given document item.

Tab Attributes and Attachments

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

Tab Analytical Description

From the level of document item, in the field Analytical Description Area it is possible to specify a depreciation area by which the values of analytical description can be completed in fixed asset documents from. Depreciation areas can be selected from among the areas activated in the system configuration window.

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

Tabs Attributes, Attachments and Change History

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

A FCL document is registered in the system when the custodian or the location of use of a fixed asset is changed.

A FCL document can be generated manually.

A FCL document can be registered from the level of:

• the menu Fixed Assets → Fixed Asset Documents
• the menu Fixed Assets → Fixed Assets upon selecting first particular fixed asset records
• the Fixed Asset Documents tab on the <<form of fixed asset>>

To add a FCL document, select the button [Add Document] followed by the option Change Location and Custodian available in the drop-down list. A form for entering data will open.

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

Side panel

Number – document number granted automatically by the system according to the document numbering definition

Change the location of use – selecting this parameter activates a drop-down list from which it is possible to select the location of use defined in the <<relevant generic directory>> (menu Configuration → Generic Directories → Fixed Assets → Location of Use).

Change custodian – selecting this parameter activates the option of selecting an employee from the <<employee list>>

Date of Issue

Owner – by default, center to which the user registering a document is assigned. This field is not editable.

Tab Items

An item can be added into a document in two ways: directing in the table or through form.

Adding FCL document item in table

To add an item directly in the table, select the button [Add] from the button group Items. A new row for entering data will appear in the item table. Here it is necessary to select a fixed asset as well as to complete the column: Date of Transaction. In the document item list, there are also non-editable columns of information purpose: Previous Location of Use and Previous Custodian as well as the column Description (hidden by default).

Adding FCL document item through form

To add FCL items through form, select the button [Add Through Form] from the button group Items.

A window Item Details will open, containing the following fields:

Side panel

Code – fixed asset code retrieved from the <<fixed asset form>>

Name – value completed automatically on the basis of the fixed asset form. The names of fixed assets are displayed in the system logon language.

Date of Transaction – the date of transaction is by default copied from document header and is changeable

Previous Location of Use – information and non-editable field presenting the recent location of use of a fixed asset in reference to the date of transaction

Previous Custodian – information and non-editable field presenting the name of the recent custodian of a fixed asset in reference to the date of transaction

Description – section for additional information on a given document item

Tabs Attributes and Attachments

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

Tab Attributes, Attachment and Change History

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

General information

A FA document is registered in the system when the receipt of a fixed asset is taken for utilization.

A FA document can be generated:

• automatically, when saving a <fixed asset form>>, if the parameter Under Construction is not checked
• automatically, on the basis of an <<inventory>>, upon selecting the [FA] button from Generation group of buttons, if there is a surplus in the inventory
• manually

A FA document is generated automatically while saving a fixed asset of Fixed Asset or Intangible Asset type, provided that an initial value has been specified on the item form for any of the depreciation areas. Values provided in the FA document affects the fixed asset’s initial value.

A FA document can be registered from the level of:

• the menu Fixed Assets → Fixed Asset Documents
• the menu Fixed Assets → Fixed Assets upon selecting first particular fixed asset records
• the Fixed Asset Documents tab on the form of fixed asset

To add a FA document, it is necessary select the button [Add Document] followed by the option Acquisition available in the drop-down list. A form for entering data will appear.

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

Side panel

Number – document number granted automatically by the system according to the document numbering definition.

Value (Balance-Sheet/Tax/IAS-IFRS) – fields of information purpose. Their visibility depends on the activated depreciation areas in the <<system configuration window>>. They present total values of items for particular depreciation areas.

Date of Issue – document date of issue

Reference Number – number entered by the user for the purpose of additional identification of the document

Owner – center to which the user registering a document is assigned. This field is not editable.

Tab Items

In this tab, the user can add, edit, delete or export to a spreadsheet items of FA document.

.In the system, it is possible to add items to a document in two ways: directly in the table or through form.

Adding FA document item in the table

To add an item directly in the table, select the button [Add] from the button group Items. A new row will appear in the item table. Here it is necessary to select a fixed asset as well as to complete the following columns: Date of Transaction, Custodian, Location of Use, Analytical Description Area, Value (Balance-Sheet/Tax/IAS-IFRS) as well as the column Description (hidden by default). Data completed in the table will be updated on the <<fixed asset>> form, accordingly.

Adding a FA document item through form

To add FA items through form, select the button [Add Through Form] from the button group Items.

A window Item Details will open. In the side panel of that window, there are the following fields:

Side panel

Code – it is possible to indicate a code from <<fixed asset form>>

Name – value completed automatically on the basis of the fixed asset form. The names of fixed assets are displayed in the system logon language.

Date of Transaction – the date of transaction is by default copied from document header and is changeable. Based on this date, the acquisition date and the date of receipt are specified on the fixed asset form.

Custodian – employee responsible for a given fixed asset; a custodian is selected from the <<list of employees>>

Location of Use – value selected from the <<generic directory>> (menu Configuration → Generic Directories → Fixed Assets → Location of Use)

Analytical Description Area – selectable from among the depreciation areas activated in the <<system configuration window>>. The analytical description areas that on a fixed asset form have been selected in the Analytical Description tab are activated by default. Depending on the selected areas, the document can be described analytically according to the values of the indicated depreciation area.

Value (Balance-Sheet/Tax/IAS-IFRS) – available options that can be completed depend on the depreciation areas activated in the <<system configuration window>> and on the <<fixed asset form>>. The value that is specified first for one of the active areas is copied automatically to other areas (both active and inactive areas). Changes to either of the values are not copied to other active areas.

Description – section for additional information on a given document item.

Tabs Attributes and Attachments

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

Tab Analytical Description

From the level of document item form, in the field Analytical Description Area it is possible to specify a depreciation area by which the values of analytical description can be completed in fixed asset documents. Depreciation areas can be selected from among the areas activated in the <<system configuration window>>.

Detailed description of the functionality can be found in category <<Analytical Description>>.

Tab Attributes, Attachment and Change History

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

The list of fixed asset documents is available in the menu Fixed Assets under the button [Fixed Asset Documents]. From the level of the list, it is possible to add, preview, post and print the fixed asset documents.

On the list of fixed asset documents, there are <<standard buttons>> and additionally:

• [Add Document] – adds documents of fixed assets

After clicking on the [Add Document] button, drop down list containing values: Acquisition, Revaluation, Disposal, Depreciation, Change of Location and Custodian becomes available.

Fixed asset documents can be generated automatically by the program or manually from the level of:

• the <<fixed asset list>> upon selecting particular fixed asset records
• the Fixed Asset Documents tab available on the <<fixed asset form>>
• the fixed asset document list

Detailed information regarding the types of fixed asset documents can be found in category <<Fixed asset documents>>.

The list of fixed asset documents is composed of the following columns:

• Type
• Number
• Date of Issue
• Status
• Currency
• Revaluation (Balance-sheet/Tax/IAS) – the number of such named columns depends on the number of depreciation areas activated in the system configuration window
• Depreciation (Balance-sheet/Tax/IAS) – the number of such named columns depends on the number of depreciation areas activated in the system configuration window
• Description (hidden by default)
• Owner (hidden by default)
• Source (hidden by default) – information whether a document was generated automatically or added manually

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

In addition, the list of fixed asset documents can be narrowed to a fixed asset indicated in the filter. After selecting such fixed asset, it is necessary to click on the [Filter] button. Once a fixed asset is selected in the filter, it is possible to preview it with the use of … button.

General information

Depreciation is a type of cost related to gradual wear and tear of fixed assets and intangible assets. However, it does not generate cash outflow.

Generating depreciation

A FA document can be generated either automatically when saving a fixed asset form or manually. For detailed information, refer to chapter <<Depreciation (FDP)>>.

A depreciation document can also be generated using the option [Depreciation/Amortization] available in the menu Fixed Assets → Fixed Assets in the button group Generation for the fixed assets selected on the list.

After selecting the button [Depreciation/Amortization], it is necessary to specify the month and year for which a depreciation document will be generated as well as to specify the document date of issue. After changing a depreciation month, a date in the field Document Date of Issue is, by default, set to the last day of a given month. The date of issue is editable.

Upon completing the process of generating a depreciation document, a log containing information about the process is generated. It presents the code of the fixed asset and the values of generated depreciation write-offs.

If a fixed asset is not subject to depreciation or was fully depreciated, disposed or sold, or if write-offs generation was suspended or if an asset is depreciated seasonally, the reasons for failure to generate write-offs for that asset will be presented in the log.

Generating depreciation plan

A depreciation plan presents anticipated write-offs for a specified period.

A depreciation plan is generated for the fixed assets selected on the list upon selecting the button [Depreciation Plan] that is available in the menu Fixed Assets → Fixed Assets in the button group Generation.

Selecting the button [Depreciation Plan] opens a window Depreciation Plan with the following parameters:

• Date Range – range of dates for which a depreciation plan must be calculated
• Ignore assets fully amortized – selecting this parameter activates the list of depreciation areas. The system will verify the selected depreciation areas in terms of whether a fixed asset has already been fully depreciated. A depreciated plan is generated for a fixed asset if the current subtotal value for the selected depreciation plan equals zero.
• Include disposed assets – parameters unchecked by default. After checking it, when calculating a depreciation plan, disposed or sold fixed assets are also taken into account. In case the parameter Ignore assets fully amortized is checked, the parameter Include disposed assets is deactivated and grayed-out by default.

After specifying the values of the parameters, it is necessary to collect the button [Recalculate] to generate a depreciation plan.

A depreciation plan is, by default, grouped by the column Code and is composed of the following columns:

• Code/Month
• Total Value (Balance-Sheet/Tax/IAS-IFRS) – total value at the beginning of period, calculated according to the date range for which the depreciation plan is being calculated
• Depreciation (Balance-Sheet/Tax/IAS-IFRS) – write-offs generated in particular months
• Planned Depreciation (Balance-Sheet/Tax/IAS-IFRS) – planned write-offs calculated according to the algorithms intended for depreciation methods
• Subtotal Value (Balance-Sheet/Tax/IAS-IFRS) – subtotal value at the beginning of period, calculated according to the date range for which the depreciation plan is being calculated
• Planned Subtotal Value (Balance-Sheet/Tax/IAS-IFRS) – forecast subtotal value of a fixed asset, if planned depreciation write-offs are generated

columns hidden by default:

• FAC
• Method (Balance-Sheet/Tax/IAS-IFRS) – depreciation method by which write-offs must be calculated for a given depreciation area
• Inventory Number
• Rate Coefficient (Balance-Sheet/Tax/IAS-IFRS) – depreciation rate specified for a given depreciation area
• Coefficient (Balance-Sheet/Tax/IAS-IFRS) – depreciation write-off specified for a given depreciation area

The list of fixed assets is available in the menu Fixed Assets under the button [Fixed Assets] and is composed of section related to fixed asset groups as well as the fixed asset list. From the level of this list, it is possible to add new fixed assets and review the existing fixed asset records.

On the list of fixed assets, there are <<standard buttons>> and additionally:

• [Copy] – allows for copying fixed asset form. The following values are copied to the form of a new fixed assets: value of the parameter Under Construction, Code, Name, Type, FAC, Location, Custodian, Purchase Method, Depreciation Method, Depreciation Rate, Coefficient, Number of Months, Seasonality, Depreciation Suspension, Analytical Description, Attributes and Attachments
• [Depreciation/Amortization] – <<generates write-offs>> for selected fixed assets
• [Depreciation Plan] – <<generated depreciation plan>> for selected fixed assets
• [Add Document] – allows for adding <<fixed asset documents>>
• [Fixed Asset Documents] – allows for previewing documents of fixed assets. The button is available, if one fixed asset is marked on the list. Clicking on the button opens the <<list of documents>> of the marked fixed assets, from the level of which it is possible to add, edit, delete, post or print fixed asset documents.

The fixed asset list is a historical list. On this list it is possible to verify the data on a specified day selected in the field Balance On. By default, the list of fixed assets presents balance as of the current date.

For the parameter Balance On, it is possible to select one of the following values:

• Day – presents the values of fixed assets on a selected day
• Month – presents the values of fixed assets on the last day of the selected month
• Year – presents the values of fixed assets on the last day of the selected calendar year

The list of fixed assets is composed of the following columns:

• Code
• Name
• Inventory Number
• Type
• Date of Receipt – date of receipt retrieved from the form of fixes asset or empty column in the case of a fixed asset under construction
• Status – receives such values as In Use, Disposed or Sold depending on the selected date: Date of Disposal/Date of Sale on a <<fixed asset form>>
• Currency
• Regular Value (Balance-sheet/Tax/IAS) – the number of columns presenting a regular value depends on the number of depreciation areas activated in the <<system configuration window>>
• Subtotal Value (Balance-sheet/Tax/IAS) – the number of columns presenting a subtotal value depends on the number of depreciation areas activated in the system configuration window

Columns hidden by default

• Date of Disposal
• Date of Sale
• FAC
• Location of Use
• Description
• Custodian
• Under Construction – non-editable column. The option is checked, if on the form of a fixed asset, the parameter Under Construction is checked.
• Current Total Value (Balance-sheet/Tax/IAS) – the number of columns presenting a total value depends on the number of depreciation areas activated in the system configuration window
• Depreciated By Multiple Areas – non-editable column. The option is checked, if on the form of a fixed asset, more than one depreciation area has been activated.
• Owner
• Attachment – attachment miniature is presented in this column

Disposed fixed assets are highlighted on the list in red, whereas sold fixed assets are presented in orange.

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

General information

Defining fixed asset groups in the form of a tree makes it easier to classify and group the registered objects. From the level of that tree, it is possible to create additional groups according to the user’s preferences. On the form of fixed asset group, default values and settings of parameters with which <<fixed asset forms>> will be created. A given fixed asset can be assigned only to one group/child group.

List of fixed asset groups

On the list of fixed asset groups, there is one predefined group – Main Group. It is a primary group in reference to all other fixed asset groups. It is not possible to delete it, but it can be edited in any way. Below the main group, there are also three predefined child groups: Means of Transport, Technical Devices and Machines, and Equipment, which can be freely edited and deleted.

Fixed asset groups are supported with <<standard buttons>> as well as the following additional buttons:

• [Cut] – moves a given group or its records to another group on the tree. It cuts a selected fragment and saves it into the clipboard (as in other programs, such as Word).
• [Paste] – pastes a previously cut fragment saved in the clipboard
• Buttons and , located by the names of fixed asset groups on the tree, are used for collapsing and expanding a given structure level. The buttons appear by the name of the fixed asset group to which a child group has been added.

Classification – there is only one predefined classification: Fixed Asset, which is not editable. It is not possible to add other classifications.

Below the fixed asset group tree, there are also the following options:

• Show codes – presents group codes in the fixed asset group structure
• Show names – presents group names in the fixed asset group structure.

Adding fixed asset group

To define a new fixed asset group, select button [Add] from Group Tree group of buttons and complete the form with basic information about the fixed asset group. When adding a new child group, the values of some parameters are set on the basis of the parent group. Parameters of fixed assets are set on the basis of the parameters defined on the form of the group to which a given fixed asset is being added.

The form of fixed asset group is composed of the following elements:

Side panel

Code and Name – mandatory fields. A fixed asset group can be defined in different languages that are supported in the system. The name of a newly added group must be provided in the language in which the user is currently logged on to the system. The name of fixed asset group is always displayed in the currently selected logon language. If the name is not provided in the logon language, then it is displayed in the system language (database language).

Update patters and Update fixed assets – these update options are not available when adding a new fixed asset group. If any of the fields (except for the Type field) is modified in the edited fixed asset group, both the parameters are activated.

For both update types, one of three available options can be selected:

• Changed fields – conditional – the fields in fixed asset groups/fixed assets will be updated according to their modifications made in the pattern. The update will apply only to the fields that had had the same values before they were changed.
• Changed fields – unconditional – the fields in fixed asset groups/fixed assets will be updated according to their modifications made in the pattern. The update will apply only to the modified fields, regardless of their previous values.
• All fields – unconditional – all the fields in fixed asset groups/fixed assets will be updated according to their modifications made in the pattern, except for the ones that would detriment their uniqueness (type and inventory number).

Tab Pattern

The tab Pattern is composed of the following elements:

Pattern → General

In the tab Pattern → General, it is possible to specify the parameters that are next copied to child groups and to fixed asset forms:

• Under construction – parameter specifying whether fixed assets added to the group will be marked by default as Under construction
• Type – value selected from a drop-down list: Fixed Asset (default value), Intangible Asset and Equipment. The selected type determines the availability of various depreciation methods.
• FAC – symbol selected from the fixed asset classification. A tax depreciation rate is completed on the basis of the selected symbol
• Inventory Number – inventory number of a faced asset, it is not subject to conditional or unconditional update. Field Code Format/Configuration Tool allows for assigning automatically an inventory number on the basis of created definition. Methods of defining configuration tools are described in article Configuration tools.
• Location of Use – value selected from the relevant generic directory (menu Configuration → Generic Directories → Fixed Assets → Location of Use)
• Custodian – employee responsible for a given fixed asset, who is selected from the employee list
• Purchase Method – value selected from the relevant generic directory (menu Configuration → Generic Directories → Fixed Assets → Purchase Method)
• Depreciation Areas – selected from among the depreciation areas that have been activated in the system configuration window. Values presented in the table with depreciation parameters depend on the selected depreciation areas. A depreciation area that is, by default, selected in fixed asset groups is Balance-sheet.

The table below presents possible settings of depreciation-related parameters in a fixed asset group for an asset of a specific type.

Asset Type	Depreciation Method	Depreciation Rate	Coefficient	Number of Months
Fixed asset Intangible asset	Straight-line	0%-100%	0-99.99	Calculated automatically
	Declining balance Activity	0%-100%	0-99.99	Not applicable
	One-time	100%	1	Not applicable
	Not subject	0%	1	Not applicable
Equipment	One time	100%	1	Not applicable
	Not subject	0%	1	Not applicable

In the case of assets of Fixed Asset and Intangible Asset type, parameter Depreciation Rate is completed automatically on the basis of FAC and is changeable at any time. Parameter Number of Depreciation Month is completed only for the straight-line method and is calculated on the basis of the tax depreciation rate and the coefficient.

Pattern → Accounting

In the tab Pattern → Accounting, the table Default Accounts presents default bookkeeping accounts that are assigned to a given fixed asset group. By selecting a checkbox in the column Create Account it is possible to create an account for a given fixed asset, if such account does not yet exist. Accounts are displayed in the context of the company to which the system operator is logged in within a specific accounting period. In the parent company, all the defined accounts are displayed.

Pattern → Analytical Description

Analytical description enhances the possibility of analyzing a company’s financial performance. In terms of fixed assets, it is possible to determine a depreciation area by which the values of analytical description can be completed in fixed assets documents. Depreciation areas can here be selected from among the areas activated in the system configuration window.

Analytical dimensions can be assigned to a fixed asset group. To do so, appropriate analytical dimensions must first be assigned to the object Fixed Assets (menu Configuration → Company Structure → Object Dimensions). After the analytical dimensions are assigned, it is possible to describe analytically a fixed asset group. A completed analytical description will next be copied onto the fixed assets being added to that group.

Pattern → Attributes

Attributes added from the level of the tab Pattern → Attributes are copied automatically onto the fixed assets being added to a given fixed asset group.

Detailed description of the functionality can be found in category Attributes.

Pattern → Availability

When adding a new fixed asset group, the center to which the operator is logged in is set as the group owner entitled to its modification. The operator can change the owner of the fixed asset group, its availability in particular centers as well as manage the permissions to its modification.

Detailed description of objects availability can be found in Objects availability – General information.

Tabs Attributes, Attachments, Change History

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

The functionality of generating barcodes for fixed assets is available from the level of menu Add-ons, under [Generate Fixed Asset Barcode]. It enables batch completion of field Barcode with value retrieved from field Inventory Number.

• Complete only empty fields − parameter checked by default. If it is checked, a barcode will be completed only if the field Barcode is empty. Whereas, if the parameter is unchecked, a barcode will be completed for all fixed assets and the values of fields, which were already completed, will be updated.
• Complete for disposed assets − parameter checked by default. If it is checked, a barcode will be completed for all fixed assets, regardless of their status. Whereas, if the parameter is unchecked, a barcode will be completed only for those fixed assets, which are sold or disposed.
• Generate for − a barcode is generated for a specific type of fixed asset. It is necessary to indicate at least one value for the parameter, to be able to generate barcodes.
• [Confirm] − button active upon indicating at least one value for the parameter Generate for
•  [Cancel]

General information

A fixed asset classification (FAC) is a systematized collection of objects of tangible assets, which is used for the purpose of keeping records, determining tax depreciation rates as well as for conducting statistical surveys.

Fixed asset classification list

The FAC list is available from the level of Configuration → Fixed Assets, under the [Fixed Asset Classification] button.

Columns available on the FAC list:

• Symbol
• Name
• Rate– depreciation rate
• Item

The user can define FAC names in different languages that are available in the system. A FAC name is always displayed in that language version of the system to which the user is logged in. If the name is not provided in the logon language, then it is presented in the system language (database language).

Adding a fixed asset classification

• manually with the button [Add]
• by importing it from Comarch’s servers with the button [Import FAC] – this option is available only in Polish language version of the system

Selecting the button [Import FAC] opens a window where it is possible to set the following parameters:

• Do not import if the source is older than that for the recently performed import ­– (this parameter is available when reattempting the import operation; it is not available while importing the FAC for the first time) is selected by default. If the file with the FAC data on the server had not been updated since the last time it was imported, then the import operation will not be performed. If the parameter is deselected, the data will be retrieved regardless of the FAC file creation date.
• Update existing and add new ones – the system imports new FAC records and updates the existing ones. FAC records are identified with a symbol.

• Only new – the system imports only new FAC records without updating the existing ones.

General information

Before getting started with the Fixed Assets module, it is necessary to define an <<accounting period>> (if depreciation areas are associated with it), a fixed asset classification and fixed asset groups according to a company structure and its requirements as well as to configure the key parameters that are available in the main system configuration window and on the form of the center of Company type.

Parameters specified in the system configuration window

The depreciation area-related parameters are configured in the system configuration window from the level of System → Configuration → Fixed Assets.

In the system, there are three predefined depreciation areas available in the system:

• Balance-sheet
• Tax
• IAS/IFRS

The names of depreciation areas can be modified for the available language versions of the system. By default, they are displayed in the application language version to which the use is logged in.

The depreciation areas that are activated by default are balance-sheet and tax. Values of a fixed asset are copied automatically from the balance-sheet area to the tax area. In case it is necessary in a company to depreciate fixed assets in compliance with the IAS/IFRS regulations, then in the system configuration window (menu System → Configuration → Fixed Assets), it is possible to activate the IAS/IFRS area and to specify its base area in the column Copy From. In this column it is necessary to decide whether the values of fixed asset parameters must for the IAS/IFRS area be completed on the basis of the balance-sheet area, the tax area or whether they must not be copied at all. The base area for the balance-sheet and tax areas is set by default to non-editable Balance-sheet.

Each depreciation area can be associated with a calendar year or accounting period. Such option is important in the case of companies with customized <<accounting period>> necessary for generating <<depreciation plan>>, <<calculation of write-offs>> and presentation of amounts on lists.

Parameters specified on the company form

In the side panel of the form of a center of Company type, in Fixed Assets section, there are the following parameters:

• 360 days in a year for straight-line method

This parameter is selected by default in the French and Spanish language version of the system. In case depreciation starts in the course of a month while the parameter is activated, write-offs will be generated proportionally to the number of depreciation days in the month for which a write-off is being calculated. If the parameter is deactivated, write-offs will be calculated for the entire month.

• Round-off amount added last month

This parameter is selected by default in the French and Spanish language version of the system. If selected, write-offs are then calculated for particular months in the same amount, whereas the remaining decimal part of the amount is added up to the write-off for the last month of the accounting/calendar period. If deselected, then the decimal part of the amount is included in the write-off for the month for which write-offs were calculated mathematically.

List of customers/vendors contains information about particular customers/vendors cooperating with the company, that is purchasers or suppliers. Saved customers/vendors can be used in different places of the system, e.g., on invoices or other trade documents.

To open the list of customers/vendors, it is necessary to go to the Main menu and then, from Directories list of buttons, select [Customers] or [Vendors] button.

In the English version of the system, customers and vendors are presented on separated list. However, it can be changed by unchecking parameter Show separated customers and vendors, available in the system configuration (System → Configuration → Trade). Upon unchecking the parameter, in the main menu, instead of the buttons [Customers] and [Vendors], one button will be available: [Customers/Vendors]

On the left side of the window, there is the tree with groups of customers/vendors. The function of customer/vendor groups and their defining are described in article Defining customer/vendor groups.

The menu of the list of customers/vendors contains standard buttons allowing for adding, editing and deleting groups of customers/vendors and customers/vendors, previewing change history of a customer/vendor, as well as printouts menu. For each item on the list, there are also available buttons related to <<generating questionnaires>> and a button opening customer’s/vendor’s payment estimate, CRM group of buttons ([Opportunities], [Activities]) appears after attaching an employee to an operator (Configuration → Company Structure → Operators → operator’s edition form).

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

• Code
• Country Prefix
• Name
• Status − value from generic directory Customer/Vendor Status. The following values are defined in the system by default: Entity and Retail Customer
• TIN

Columns hidden by default:

• City
• E-mail
• First Name
• Phone
• Second Name
• Street
• Title − value from generic directory Titles from General categorythe following values are defined in the system by default: , Ms.
• Zip Code

Columns hidden by default corresponding to fields from tab CRM available on customer/vendor form:

• CRM Activity Status
• Currency
• Employment
• Industry
• Legal Form
• Level of Finances
• Revenues
• Source
• Supervisors
• Type

The list of customers/vendors is provided with a default filter, containing, among others, fields:

• Classification − allows for searching customer/vendor by type, drop-down list containing default values: All, Customers and
• Supervisor − allows for searching customer/vendor by supervisor who can be selected from among customers/vendors or employees defined in the system
• Type − allows for searching customer/vendor by type specified in the tab CRM on customer/vendor form. The drop-down list contains predefined values retrieved from generic directory Type: Customer, Lead, Partner, Prospect.

When defining a customer/vendor with Entity status, a user can verify its TIN number in Central Statistical Office of Poland (GUS) service and VIES service. It can be done with the use of a list placed next to the TIN field, in the header of a customer/vendor form, which contains the following options: GUS, VIES and VAT

Verification of TIN number in GUS and VIES database

Upon entering an appropriate value in the TIN field in the header of a customer/vendor form, it is necessary to select from the drop-down list the service from which the data is to be retrieved. For Polish customers/vendors, verification in GUS and VIES databases is available, whereas for UE customers/vendors only verification in VIES database is available. The option of verification is not available for non-EU customers/vendors or in case of entering an invalid TIN number format.

After a correct verification of a TIN number, the system displays a window confirming the verification.

Checking the parameter Edit data before update allows for editing data on the form.

In case of a negative verification, the system displays the following window:

Verification of entity’s VAT status

For Polish entities, besides the TIN number verification, it is also possible to perform verification of VAT status. It can be done with the use of VAT option, available on the drop-down list placed next to the TIN field.

In case of a negative verification, the system displays an appropriate information in Verification Result field.

General information

Customer/vendor history allows for previewing transactions registered with selected customer/vendor. To open the customer/vendor history, it is necessary to click on [History] button, available in the main menu or in the ergonomic panel above the list of items.

The form of customer/vendor history is divided into the following tabs: Collectively, By Item Groups, By Item Codes

Tab Collectively

The tab Collectively contains a list of all filtered documents issued on the selected customer/vendor presented chronologically.  The list is composed of the following columns:

• Date − document date
• Type − document type
• Document Number
• Contact − number of customer’s/vendor’s contact person
• Subtotal − subtotal document value expressed in the system currency
• VAT − VAT tax value expressed in the system currency
• Total − total document value expressed in the system currency
• Overdue Amount − customer’s/vendor’s overdue amount due to open payables resulting from the document, expressed in the system currency
• Currency

Tab By Item Groups

The tab By Item Groups contains information about total number and value of transactions in which a given item was involved, ordered by groups to which customers/vendors, for whom the transaction documents were issued, are assigned. The list is composed of the following columns:

• Item Group
• Quantity
• Value
• Price (Average) – average price of an item from a given group
• Currency − if items were added in documents in companies operating on various currencies, then a given item group will be displayed in as many rows as the number of system currencies in which documents were registered for a given customer/vendor and for items included in that group.

Tab By Item Codes

The tab By Item Codes contains information about total number and value of transactions, sorted by codes and names of items included in these transactions. The list is composed of the following columns:

• Item Code
• Item Name
• Quantity
• Value
• Price (Average) – average price of each item
• Currency
• Recent Price (hidden by default) − unit subtotal price of item from the recently issued document in which a given item is included
• Manufacturer (hidden by default)

Filtering

Each list contains a default filter, where the following fields are available:

• Date From/To − searching transactions by date of issue
• Warehouse − searching transactions by warehouse
• Item Classification Category − drop-down list, available for the tab By Item Groups only
• Item − field available for the tab Collectively only, allows for searching transactions by an item involved in it (selected from among items registered in the system)
• Document Status − drop-down list containing default values: Unconfirmed, Confirmed
• Document Type

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

General information

Classification into customer/vendor groups facilitates managing of customers/vendors defined in the system. The tree of customer/vendor groups can be found in Groups panel, in the window of <<the list of customers/vendors>>.

Classification drop-down list, placed below the tree of groups, allows the user for selecting classification category according to which the tree of customer/vendor groups should be presented. The following values are defined in the system by default:

• Elementary – Basic classification
• Comarch B2B − classification defined in <<generic directory>> Customers/Vendors Classification Categories. For the classification to be available, it is necessary to chceck Active parameter in the directory.

The user can define his/her classification categories groups, form the level of <<generic directory>> General → Customers/Vendors Classification Categories. Then, it is possible to assign customer/vendor groups to appropriate categories, in Object Availability window (Configuration → Company Structure → Object Availability).

A new customer/vendor group can be added by clicking on [Add] button placed in the main menu or ergonomic panel above <<the list of customer/vendors>>. The button opens a new customer/vendor group form divided into the following tabs: General, Questionnaires, Attributes, Attachments

Customer/vendor group form

Tab General

The tab General contains the following fields and parameters:

• Code − mandatory field
• Name − mandatory field
• Update patterns − parameter described below
• Update elements − parameter described below

and subtabs:

• General
• Trade
• Description
• Analytical Description
• Attributes
• Attachments
• Availability

Subtab General

Fields from the General subtab tab represent pattern for fields available on the form of customer/vendor belonging to a given group or its secondary group. When defining a customer/vendor or secondary group, the values of pattern fields are automatically transferred to the forms of that item or secondary group. The exception is <<Code Format/Configuration Tool>> which enable verification of the correctness or automatic assignment of customers/vendors’ codes on the basis of created definition.

When the user modifies a pattern which was previously saved, in the main General  tab are activated parameters allowing for updating data on the forms of secondary groups and customers/vendors belonging to the group:

• Update patterns − applies to secondary groups
• Update elements − applies to customers/vendors

Next to each parameter, there is a drop-down list with the following options:

• Changed fields – conditional − updates fields in accordance with changes on the pattern. Only these fields are updated on the form of a group/customer/vendor, which before the change had the same value as on the pattern.

• Changed fields – unconditional − updates fields in accordance with changes on the pattern. All changed fields are updated, regardless of their value before the update.

• All fields – unconditional − updates all fields in accordance with the settings on the pattern, except for fields which would have effect on their uniqueness (e.g., code, name)

The functions of substabs Trade, Analytical Description and Availability are the same as of those on the customer/vendor form.

Other tabs

Tab Questionnaires presents questionnaires related to a given customer/vendor group, whose definition is described in article <<Defining questionnaires>>. 

The tabs Attributes and Attachments, which are also available in the tab General, contain lists of attachments and attributes related to a given customer/vendor grroup. Functions of attributes and attachments are described in articles: <<Attributes and Attachments>> 

The tab Changes History is available, if in the window Configuration (Configuration → History → Configuration), parameter History Incrementally is checked. The tab contains preview of operations involving object, including information such user name and date of change.

Field Code Format on the form of customer/vendor groups (tab General) allows for specifying rules according to which the code of customer/vendor added to a given group should be defined. If a customer/vendor group has a code format defined, then, on the basis of that code format, when adding a customer/vendor to the group, the system verifies the correctness of the code assigned to that customer/vendor by the user.

The code format is created according to the following rules of RegEx syntax:

• First, is necessary to enter a special character which defines type and interval of characters uded in the code, e.g.
  • [] − indicating an element from a list
  • () − remembering the content in brackets as an item,
  • $ – meaning the end of a row
  • ^ – adjusting to the field beginning (a character following ^ must be the beginning of an expression)
• Then, if the code is supposed to contain numbers, quantity quantifiers are used, e.g.:
  • \d − any number of digits
  • \d? − zero or one digit
  • \d − one digit
• In order to use a white space (e.g., a space), it is necessary to add \s between expressions
• The remaining characters are entered permanently into a code format (i.e., aa\d indicates that these codes can only be in the following forms: aa1, aa2, aa3, etc.)

Basic RegEx expressions:

Expressions Defining Possible Character Types

Expression	Meaning	Negation
[abcs23]	Character from a list	[^abcs]
[a-f]	Character from a range	[^a-f]
\d	Figure	\D
\w	Letter of figure	\W
\s	White space character (space character, enter, tab)	\S
.	Any character

Expressions defining a number of repetitions of a given expression

Expression	Number of repetitions
*	Zero or more
+	One or more
?	Zero or one
{n}	Precisely n
{n,m}	From n to m
{n,}	At least n

Exemplary use of RegEx Code Format:

Code format	Exemplary Codes
\d{3}-\d{2}-\d{4}	215-84-6377
\d*[a-z]{5}	552345dress, lemon
\d{5}(-\d{4})?	33064, 33064-3597
\d{1,2} [A-Z]{3} \d{2}	10 AUG 59, 5 JUL 99
\(\d{3}\)[A-Za-z]{3}- \d{2}@\d{2}	(305)abc-45@55
\d{3}/\d{3}-\d{4}	000/785-4555
((\d)|([1][0,1])):[0-5]\d[A,P]M	5:30PM, 10:05AM
\d{1,2}’ \d{1,2}’’	5' 6", 12’ 11’’
4\d\w{3}-\d	41G1A-2, 42222-2, 41aaa-2
aaa[1-4]?\d	aaa1, aaa21, aaa49, aaa40

A code format can be also a part of a configuration tool, however, in such case, the following expressions are not handled:

• expressions containing special characters:
• \d
• \w
• \s
• *
• +
• {n,}

List of warehouses contains information about places where merchandise is stocked.

To open the list of warehouses, it is necessary to go to the Main menu and then, from Directories list of buttons, select [Warehouses] button. It is also available in menu Warehouses, in Resources group of buttons.

The menu of the list of warehouses contains <<Standard buttons>> allowing for adding/modifying/deleting of institutions and buttons relating to printouts.

The list of warehouses is composed of the following columns:

• Symbol
• Name
• Company − name of the company to which a given warehouse belongs
• Handling of WMS − parameter deciding whether a warehouse will be handled in WMS
• Active − parameter informing whether a given warehouse can be used in other places of the system

Columns hidden by default:

• Address
• Customer/Vendor − column regarding consignment warehouse for which it is possible to indicate a customer vendor (secondary vendor or secondary customer, depending on the type of a consignment warehouse)
• Sort − column related do consignment warehouses for which it is possible to select one of the following sorts: Own or Customer’s
• Type − the following types of warehouses are available Local, Distant, Consignment

Field Code Format on the form of item group (tab General) allows for specifying rules according to which the code of an item added to a given group should be defined. If an item group has a code format defined, then, on the basis of that code format, when adding an item to the group, the system verifies the correctness of the code assigned to that item by the user.

The code format is created according to the following rules of RegEx syntax:

• First, is necessary to enter a special character which defines type and interval of characters uded in the code, e.g.
  • [] − indicating an element from a list
  • () − remembering the content in brackets as an item,
  • $ – meaning the end of a row
  • ^ – adjusting to the field beginning (a character following ^ must be the beginning of an expression)
• Then, if the code is supposed to contain numbers, quantity quantifiers are used, e.g.:
  • \d − any number of digits
  • \d? − zero or one digit
  • \d − one digit
• In order to use a white space (e.g., a space), it is necessary to add \s between expressions
• The remaining characters are entered permanently into a code format (i.e., aa\d indicates that these codes can only be in the following forms: aa1, aa2, aa3, etc.)

Basic RegEx expressions:

Expressions Defining Possible Character Types

Expression	Meaning	Negation
[abcs23]	Character from a list	[^abcs]
[a-f]	Character from a range	[^a-f]
\d	Figure	\D
\w	Letter of figure	\W
\s	White space character (space character, enter, tab)	\S
.	Any character

Expressions defining a number of repetitions of a given expression

Expression	Number of repetitions
*	Zero or more
+	One or more
?	Zero or one
{n}	Precisely n
{n,m}	From n to m
{n,}	At least n

Exemplary use of RegEx Code Format:

Code format	Exemplary Codes
\d{3}-\d{2}-\d{4}	215-84-6377
\d*[a-z]{5}	552345dress, lemon
\d{5}(-\d{4})?	33064, 33064-3597
\d{1,2} [A-Z]{3} \d{2}	10 AUG 59, 5 JUL 99
\(\d{3}\)[A-Za-z]{3}- \d{2}@\d{2}	(305)abc-45@55
\d{3}/\d{3}-\d{4}	000/785-4555
((\d)|([1][0,1])):[0-5]\d[A,P]M	5:30PM, 10:05AM
\d{1,2}’ \d{1,2}’’	5' 6", 12’ 11’’
4\d\w{3}-\d	41G1A-2, 42222-2, 41aaa-2
aaa[1-4]?\d	aaa1, aaa21, aaa49, aaa40

A code format can be also a part of a configuration tool, however, in such case, the following expressions are not handled:

• expressions containing special characters:
• \d
• \w
• \s
• *
• +
• {n,}

General information

The functionality of item history enables the preview of all transactions made with a given item. To open the item history, it is necessary to click on [History] button available in the main menu or in the ergonomic panel above the list of items.

The form of item history is divided into the following tabs: Chronologically, By customer/Vendor Groups and By Customer/Vendor Codes.

In the history, only those documents are displayed to which the operator currently logged-in to the center has access.

Tab Chronologically

Tab Chronologically contains chronologically presented list of transactions including a given item and Item Quantity in Warehouse (By Date of Receipt/Release) list.

The first list is composed of the following columns:

• Customer/Vendor Code − code of customer/vendor to which a transaction document was issued
• Customer/vendor Name − name of customer/vendor to which a transaction document was issued
• Type − transaction document type
• Quantity − item quantity expressed in the basic unit
• Value − total value of an item on a document
• Price − unit price of an item on a document
• Date − date on which transaction document was issued
• Document Number
• Acquisition Value/Cost
• Currency
• Status (hidden by default) − transaction document status

In French databases for AVCO method of queuing resources, canceled documents are displayed twice in the   list, one time with date “stocked”/date of issue and the other time with the date of cancellation. The values of canceled documents in columns Quantity, Value, Acquisition Value/Cost are presented with opposite sign.

The list Stock Level presents the quantity of item available in a given warehouse calculated on the basis of the data from the list of transactions. The list contains two rows and is composed of the following columns:

• Status − initial or ending stock balance of an item
• Data − date of initial or ending stock balance of an item
• Quantity − quantity of selected item available in warehouse on a given day
• Purchase Value
• Acquisition Value − purchase value increased by additional costs (e.g., costs of transport)
• Currency

Tab Resources Chronologically

The tab Resources Chronologically is available for databases with AVCO queuing method only. It contains a list of transactions in which a given item was involved and which affected its stock levels. Besides columns which are also available in the tab Resources Chronologically, the list contains additional columns:

• AVCO Unit Acquisition Price
• AVCO Acquisition Value

Columns hidden by default:

• Unit Purchase Price
• Purchase Value

Tab By Customer/Vendor Groups

The tab By Customer/Vendor Groups contains information about total number and value of transactions in which a given item was involved, ordered by groups to which customers/vendors, for whom the transaction documents were issued, are assigned. The list is composed of the following columns:

• Group Code
• Group Name
• Quantity
• Value
• Price (Average)
• Currency

Tab By Customer/Vendor Codes

The tab By Customer/Vendor Groups contains information about total number and value of transactions in which a given item was involved, ordered by codes of customers/vendors, for whom the transaction documents were issued. The list is composed of the following columns:

• Customer/Vendor Code
• Customer/Vendor Name
• Quantity
• Value
• Price (Average)
• Currency

Filtering

Below each list, there is a filter which allows for searching transactions by:

• Date of Receipt/Release
• Warehouse
• Customer/Vendor
• Document Status − available values are Confirmed and Unconfirmed
• Document Type

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

In the system, it is possible to add items in a single batch. To be able to add items in a single batch from the level of the main menu, permission Batch addition of items must be granted to the operator. The permission can be activated from the level of the menu Configuration → Company Structure → operator group edition form → tab Other Permissions. Moreover, a configuration tool must be assigned to the item group to which items are to be added in single batch.

Adding items in single batch through the list

On the basis of created configuration tool, a user can add items through a defined list (Add in single batch → Through List). The list of items is composed of columns defined on the basis of the configuration tool assigned to the item group.  With the use of button [Add] it is possible to add new items to the list. After filling in all fields and selecting button [Save] the system generates items defined on the list.

Adding items in single batch through matrix

Also, on the basis of a configuration tool assigned to an item group it is possible to add items through a matrix of functions. In the context menu, the following options are available:

• Add value − allows for entering manually a value for functions without values defined in configuration tool
• Attach value − allows for selecting a value from a drop-down list for functions with values defined in a configuration tool

In the system, it is possible to define items of Set type, that is sets of two or more items. To do so, in the header of an item form, in the field Type, it is necessary to select Set value.

Parameter Retrieve elements onto document

Sets can be used during purchase and sale transactions, if the parameter Retrieve elements onto document is checked on item form. If the parameter is unchecked, the set can be subject to sale transactions only.

Checking the parameter Retrieve elements onto document causes that:

• The following fields and parameters in the form header are hidden: Purchase Vat Rate, Sales VAT Rate, CN Code, Minimum Margin, Discount on price, Subject to discounts, Edit item name, Country of Origin
• It is not possible to define additional units. Such set can have only one basic unit with precision equal to 0 defined.
• It is not possible to define <<related items>> (the tab Related Items on item form is hidden)
• It is not possible to define <<discounts>> − discounts can be defined for particular set elements (the tab Discounts on item form and the parameter Discount on price in the header of item form are hidden)
• It is not possible to define price for a whole set − the price can be defined for particular set elements only (section Prices in the tab General is hidden)
• The tab Change History on item form is hidden and the button [Change History], available in the main menu over the list of items, is deactivated.

Moreover, upon checking the parameter in the header of item form, section Modification of a single item in documents along with the following parameters appear:

• Block − if the parameter is checked, it is not possible to change the quantity of a single item on the list of items. Deleting an element of a set with checked Block parameter will delete all elements of that set.
• Allow − if the parameter is checked, it is possible to change the quantity of a single element. Additionally, deleting of one element will divide a set and delete the checked element.

Tab Items

On the form of an item of set type, there is tab Items which contains a list of items composing a given set and allows for adding and deleting them. The list contains the following columns:

• Code
• Name
• Quantity
• Unit of Measure
• Precision (hidden column) − number of decimal places with which a given unit of measure is calculated in the system.

General information

A new item can be added by clicking on [Add] button placed in the main menu or ergonomic panel above the list of items. A form of new item opens. On the left side of the form (item header form), the following fields and parameters are available:

• ID − item identification number in the database, non-editable field, filled-in automatically by the system
• Active − if the parameter is checked, an item can be used in other places of the system, e.g., on trade or warehouse documents
• Code − mandatory field, contains code used for a fast and easy identification of an item (e.g., name abbreviation)
• Name − mandatory field
• Language − drop-down list allowing for adding translation of entered values to languages available in the system. The list contains the following predefined values: Polish, English, German, French, Spanish and Italian. The user can define new languages in generic directory General → Languages.
• Sales VAT Rate − drop-down list allowing for selecting item sales VAT rate. The list contains predefined values appropriate for database language version, for the English version of database the following values are available: A 20%, B 5%, C 0%, D TE, E NS. The user can define new VAT rates in generic directory General → VAT Rates.
• Purchase VAT Rate − drop-down list allowing for selecting item purchase VAT rate. The list contains value from the same generic directory as the list Sales VAT Rate.
• Type − drop-down list allowing for selecting the type of added item. Available values:
  • Merchandise − trade transactions with merchandise are always connected with warehouse documents. In the system, it is possible to control resources of merchandises and their quantities.
  • Service − is subject to all trade transactions, but is not subject to warehouse operations and does not have resources.
  • Set − set of two or more items. More information regarding sets can be found in article Item of set type.

• Category − drop down list containing values defined in General → Item categories generic directory.A user has a possibility to add his/her own values to the directory. Categories are assigned to item types; therefore, the user can select only a category which in its definition has the same type assigned as the type defined on the header form of an item.

The value of the field Category depends on parameter Handle category instead of type on item form, available in the system configuration (System → Configuration → Trade → Items section). If the parameter is checked, in the header of an item form, only the field Category is available instead of the fields Type and Category.

• Manufacturer − field allowing for assigning manufacturer to an item. Button […] opens list of vendors from which it is possible to select a manufacturer. Information regarding the manufacturer can be sent to e-Shop.
• Brand − drop-down list containing values defined by the user in General → Item Brands generic directory.
• SKU − this field can contain up to 100 characters (letters or digits)
• CN Code − allows for assigning CN code to an item. Button […] opens list of CN codes defined by the user in the system. The list of CN codes is available in the menu Configuration, in the General group of buttons.
• SAF-T Item Group − non-mandatory field, contains value from the SAF-T Item Group generic directory (with a possibility of changing it)
• SAF-T Procedure − non-mandatory field, contains value from the SAF-T Procedure generic directory (with a possibility of changing it)
• Country of Origin − field allowing for selection item’s field of origin. Button […] opens list of countries defined in the Countries (menu Configuration → Countries) generic directory. Is not available for items of Set type with checked parameter Retrieve elements onto document and for items of Service
• Minimum Margin − field for determining margin percentage value which must be obtained on the sale of a given item. The method of calculating margin depends on the setting of parameter Margin Calculation Method (System → Configuration → Trade). More information regarding margins can be found in article Margin Control.
• Basic Unit − unit in which merchandise stock level is registered. More information regarding item units can be found in description of the tab General of item form.
• Resource’s collection queue − drop-down list allowing for selecting method of collecting resources from warehouse. Depending on the settings in the system configuration (System → Configuration → Trade), the following values are available: FIFO, LIFO, <undefined> or AVCO 

• Subject to discounts − if the parameter is checked, discounts can be applied when a given item is sold. More information regarding functioning of the discounts can be found in category Discounts.
• Discount on price − this parameter appears after checking the Subject to discounts Defines method of calculating item discounts. If checked, first the unit price is calculated upon including item discounts and then the value after discount is calculated.  If unchecked, first the value before discount is calculated, then the value after discount and finally the unit price after discount
• Include in terms − parameter checked by default. After unchecking it, conditions relating to terms are not included for the item in a document.
• Edit item name − checking the parameter enables editing of the item name on unconfirmed documents. Changing item name on an unconfirmed document does not affect the name on the item form.
• Voucher − parameter allowing for marking an item as voucher, available only for items of merchandise More information regarding adding item as voucher can be found in article <<Defining item of voucher type>>.
• Buy-back − parameter available after checking parameter Handle buy-back in the system configuration (System → Configuration → Trade).
• Weighed item − checking the parameter allows for weighing item when issuing trade/warehouse documents. Parameter is available for items of merchandise
• Reverse charge − parameter used for marking items entitled to use reverse charge. The functionality of reverse charge is described in article Reverse charge.
• Collect VAT on ASI/API – parameter available in French version of the database. Checking the parameter enables calculating of VAT on advance invoice for a given item.

Moreover, the item form is divided into the following tabs: General, Parameters, Resources, Price Lists, Discounts, Sets, Related Items, Accounting, Analytical Description, Availability, Attributes, Attachments, Applications and Change History.

Tab General

The tab is composed of two sections:

Prices − contains the list of the most recent price lists for released items for a given price type. In case if price list for lots is also defined, additional tab Prices by Features is   available on the form of such item, which displays only price lists defined for lots by features.

More information regarding functioning of the price lists can be found in category Price lists.

Units − contains the list of units assigned to an item. In the system, there are two unit types − basic and additional units. Each item must have a basic unit assigned and, in that unit, it is registered in a warehouse. An additional unit can be used during a commercial transaction. Each item can have any number of additional units assigned but it is necessary do define conversion calculator for each of them. The list of units of measure defined in the system is available in the menu Configuration → Trade/Warehouse. A user has a possibility to add his/her own units of measure to the system.

The list is composed of the following columns:

• Basic unit − parameter allowing for marking a unit as basic unit
• Number of Additional Units, Number of Basic Units − allows for defining conversion calculator from basic unit to additional unit.
• Unit − drop-down list for selecting unit of measure from among those defined in the system.
• Decimal Form − if the parameter is checked, the conversion calculator is displayed in the form of decimal fraction
• Precision − number of decimal places with which a given unit of measure is calculated in the system. Precision of items of Set type is always 0 and it is not possible to change it.
• Conversion Calculator − relation of basic unit quantity to additional unit quantity. Conversion calculators are defined when adding/editing a given unit in the system.
• Volume − volume value
• Volume – UOM − volume unit of measure
• Net Weight − net weight value
• Gross Weight − gross weight value
• Weight – UOM − weight unit of measure
• Active − if the parameter is checked, a given unit of measure is active for a given item
• Divide Delivery − parameter active for basic units with precision set to. If selected, the number of subitems of a given item in documents of receipt type will always equal to quantity of that item. This parameter can be activated at any moment during work with the system.

Section Block Unit Change For (basic unit) and Default For (additional unit) allow for blocking changing of unit on selected documents.

More information regarding units of measure can be found in article Configurartion – Trade/Warehouse – Units of measure.

Tab Parameters

The tab Parameters is available for items of Merchandise and Service type. It is divided into two subtabs: Codes and Features.

The subtab Codes allows for assigning barcodes to items and for handling them. The list of codes is composed of the following columns:

• Sort of Code − drop-down list for selecting one of available values: Company or reference
• Code Type − drop-down list for selecting one of available values: UPC-8, UPC-13, UPC-13 Weighed (GS1 Poland), ISBN13, Other, UPC-A, Weighed or <empty>
• Barcode − field in which it is necessary to enter the barcode in accordance with selected type
• Unit
• Lot − allows for selecting item lot for which the code is valid
• Default − parameter determining whether a given code should be default for a given item.

The subtab Features allows for defining item’s features. In the system, there are directory and non-directory features. Feature categories are defined in Transactions → Features generic directory. To each feature category in generic directory values deriving from other directories can be assigned. Non-directory features can be defined in the tab Features at the moment of creating lot. However, it is necessary to remember that at the moment of issuing a document and adding an item through form, the values of a non-directory feature will not be available for selection.

The list of features is composed of the following columns:

• Feature Name
• Affects Lot − if the parameter is checked, the feature affects the process of dividing a lot into different resources, but at the same time it can aggregate different resources to the lot. After checking the parameter for a dictionary feature, in the section Value of that feature, button [Attach] becomes active, which allows for assigning specific values from a generic directory. Whereas, if the parameter is checked for a non-directory feature, in the section Values, button [Add] becomes active, which allows for assigning features to an item.
• Purchase – Required – if this parameter is selected, it is not possible to confirm a purchase document in which no value of this feature has been specified from the level of subitem.
• Value Directory – allows for indicating a generic directory the feature values will be selected from.
• Value Type − allows for determining a format (type) of values of a given feature. If a feature is retrieved from a generic directory, the field is completed automatically in accordance with the type of value assigned to it in generic directory, however it can be edited. In the case of non-directory features, the user can select type from a drop-down list. Available values: Text, Real Number, Integer, Logic Value, Natural Number, Date
• Price List − this parameter is active only if parameter Affects Lot is checked.Checking the parameter allows for diversifying prices of the same item, depending on feature combination.

Generating lot

Checking the parameter Affects Lot activated [Generate Lots] button, placed above the list of features. Thanks to it, it is possible to add new lot and assign UPC code to particular item features. Upon generating a lot, section Lots appears in the tab Features, which contains matrix of features of a given item.

Tab Groups

The tab Groups contains information about groups to which a given item belongs. Detailed information regarding item groups ca n be found in article Defining item group.

Tab Resources

The tab Resources is available for items of Merchandise type only. It is composed of two subtabs: Resources and Lots and Planned Stock.

The subitem Resources and Lots is non-editable. It contains a list of resources and lots of a given item generated on the basis of trade/warehouse transactions carried out in the system and on the basis of registered documents. Resources define stock levels of items, along with their purchase prices. Whereas lots define quantity levels of a given item within defined features.

In case the user is logged-in to a center different than Company, on the list, there is also parameter Resources in other warehouses, which enables presenting of resources of a given item in warehouses of other companies.

Thanks to buttons available in the main menu, the user has a possibility of reserving and releasing resources and generating cost corrections.

Parameter Receipt taken by is available for FIFO and LIFO methods of resource queuing. Checking the parameter causes that only resources with date earlier or the same as selected date are displayed on the list.

Subtab Planned Stock allows for specifying minimum and optimal quantities of a given item and lot, in determined unit, for a specific warehouse. These values can be added or deleted at any moment during work with the system. Such data is used in BPM and BST processes.

More information regarding item stocks and resources in the system can be found in article Resources management.

Tab Price Lists

The tab Price Lists is composed of two subtabs: All and For Vendors. In these tabs, a list of all prices and a list of   vendor price lists are presented respectively.  They are provided for information purposes only. More information regarding functioning of the price lists can be found in category Price lists.

Tab Discounts

In this tab a user can find information about active discounts associated with the given item, that is, the   discounts which are or will be effective. More information regarding functioning of the discounts can be found in category Discounts.

Other tabs

Tab Elements is available for items of set type and is described in article Item of set type.

The tab is available for items of merchandise or service type only. It contains a list of all sets for which one of the elements is the given item. More information regarding sets can be found in article Item of set type.

Tab Related Items contains list of items associated with a given item. The tab is not available for items of set type. Detailed description of the functionality of related items can be found in article Related Items..

The tab Accounting presents default bookkeeping accounts assigned to a given item.

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

The list of items contains information about all items traded in the company. To open the list of items, it is necessary to go to the Main menu and then, from Directories list of buttons, select [Items] button.

On the left side of the window, there is the tree with groups of items. The function of item groups and their defining are described in article Defining item groups.

The menu of the list of items contains <<standard buttons>> allowing for adding, editing, deleting of item groups or items, as well as buttons related to generating trade documents, creating associations between particular items, programming scale and menu of printouts.

The list of items is composed of the following columns:

• Code
• Name
• Active
• Quantity − quantity of items available in warehouses, defined on the basis of confirmed warehouse documents
• Blocking Reservations − quantity blocked for sale or movements to another warehouse, resulting from reservations created in documents for released items (unconfirmed or confirmed R, SI – not associated with warehouse documents, non-processed and non-closed SO, confirmed IO (both a resource and quantity reservations are taken into account) and unconfirmed SOR, IR-, WLM-) or returned to   a vendor (unconfirmed or confirmed PIQC and unconfirmed PORQC and IR+QC); besides, the quantity displayed in Blocking Reservations column is decreased by quantity from SIQC, RQC documents, provided   that no warehouse documents have been generated to SI and R documents associated with them. Detailed description of the programming functionality of item reservations can be found in article <<Reservation types>>.
• Available Quantity − quantity resulting from the difference between Quantity column and Blocking ReservationsBoth resource reservations and reservations without resources are included in the column only if Include non-blocking reservations parameter is checked in the filter below.  If this parameter is checked, Quantity column will include reservations without resources (non-blocking reservations). In the case of a non-blocking reservation (reservation without resources) when item quantity equals to 0, value 0 will be displayed in Available Quantity column
• Quantity Ordered − quantity of ordered merchandise defined on the basis of documents for received items. Orders on documents for received items are described in <<Trade documents>>
• Shortage in Quantity − quantity of merchandise registered in a document that is not available in stock. The function of sale below stock levels is described in <<Sale below stock levels>> article.
• Unit − item unit of measure, e.g., item, kg, cm
• Subtotal − subtotal price of sale defined in <<price list for released items>>
• Total − total price of sale defined in <<price list for released items>>
• Currency– item price currency

Columns hidden by default:

• Category − column containing values defined in General -> Item categories generic directory.
• UPC − UPC code defined on item form
• Non-Blocking Reservations – quantity resulting from reservations for which there are no resources and it is not included in quantity reservation
• Resource Reservations – quantity resulting from reservations for which there are resources (quantity from specific delivery blocked for sales)
• SENT − parameter informing whether an item is subject to SENT transport monitoring. Handling of SENT can be activated from the level of company header (Configuration -> Company Structure -> Rights Structure -> company edition form).
• Type − type of defined item, the following values are available: Merchandise, Service and Set
• Attachment − column containing information about a file attached to an item e.g., photo

Filtering

The list of items contains a default filter, containing, among others, fields:

• Price Type − drop-down list containing values retrieved from price lists created in the system. By default, the following values are available on the list: Purchase, Retail, Wholesale. The functions of price types are described in Price types category.
• Customer/Vendor
• UPC
• Item Type − list containing default values: Merchandise, Service, Set
• Warehouse − allows for filtering the list by resources available in a given warehouse. If an item is not available in a warehouse, it is displayed on the list with a quantity equal to 0.
• Quantity − allows for filtering the list by available item quantity
• Reservations − allows for filtering the list by reserved item quantity
• Ordered − allows for filtering the list by ordered item quantity
• Features − section allowing for filtering the list by item features defined by the user

General information

The user has a possibility of defining item groups in order to be able manage items easily. The tree of item groups can be found in Groups panel, in the window of <<the list of items>>.

Classification drop-down list, placed below the tree of groups, allows the user for selecting classification category according to which the tree of groups should be presented. The following values are defined in the system by default:

• Assortment − Classification on account of item type
• Assortment − Classification on account of item manufacturer
• Without Classification − Items not classified into categories

The user can define his/her classification categories groups, form the level of <<generic directory>> General → Item Classification Categories. Each item classification contains default Main Group. The user can define new secondary groups for each classification and then assign them to the classifications in the window Objects Availability (Configuration → Company Structure → Objects Availability).

Moreover, in each generic Item Classification Categories, for each category parameter Multiple Assignment To Item Groups is available. If the parameter is checked, it is possible to attach and detach many groups within a given classification category. After deselecting the parameter the user can only transfer an item to other groups within the same classification category. The value of the parameter is presented below the tree of the groups and on the definition form of an item group.

Checking the parameter Multiple Assignment to Item Groups activates also [Attach Group] button, available in List group of buttons. The buttons allows for attaching many items to many groups at the same time. After marking selected items on the list of items and selecting the button, a window with the tree of groups appears. In the window, the user can select group/groups to which selected items are to be assigned.

Item group form

A new item group can be added by clicking on [Add] button placed in the main menu or ergonomic panel above <<the list of item groups>>. The button opens a new item group form divided into the following tabs: General, Description, Attributes, Attachments and Positioning

Tab General

The tab General contains the following fields and parameters:

• Assign items multiple times to item groups − parameter inactive, its value is retrieved from the definition of classification category definition in the generic directory. If the parameter was checked there, the user can attach many items to many groups.
• Block addition of new items − checking the parameter will make it impossible to attach new items to the group. The value of the parameter can be changed at any moment during work with the system.
• Code − mandatory field
• Name − mandatory field
• Language − drop-down list allowing for selection of the language of entered values. The following values are defined in the system by default: Polish, English, German, French, Spanish and The user can define new languages in generic directory General → Languages.
• Update patterns − parameter described in further part of the article.
• Update elements − parameter described in further part of the article.

The tab General contains secondary tabs:

• General
• Features
• Related Items
• Accounting
• Analytical Description
• Attributes
• e-Shop
• Availability

Subtab General

Fields from the General secondary tab represent pattern for fields available on the form of item belonging to a given group or its secondary group. When defining an item or secondary group, the values of pattern fields are automatically transferred to the forms of that item or secondary group. The exception is <<Code Format/Configuration Tool>> which enable verification of the correctness or automatic assignment of item codes on the basis of created definition.

When the user modifies a pattern which was previously saved, in the main General tab are activated parameters allowing for updating data on the forms of secondary groups and items belonging to the group:

• Update patterns − applies to secondary groups
• Update elements − applies to items

Next to each parameter, there is a drop-down list with the following options:

• Changed fields − conditional − updates fields in accordance with changes on the pattern. Only these fields are updated on the form of a group/item, which before the change had the same value as on the pattern.
• Changed fields − unconditional − updates fields in accordance with changes on the pattern. All changed fields are updated, regardless of their value before the update.
• All fields – unconditional − updates all fields in accordance with the settings on the pattern, except for fields which would have effect on their uniqueness (e.g., code, name)

The mechanism of functioning of the patterns of item groups is analogical to the mechanism of functioning of the patterns of cusomer/vendor groups, which was described in article <<Defining customer/vendor group>>.

Functions of the secondary tabs Features,

On the secondary tab e-Shop, it is possible to set parameters regarding synchronization with Comarch ERP e-Shop.

Other tabs

Tab Desctiption allows for entering

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

The tab Changes History is available, if in the window Configuration (Configuration → History → Configuration), parameter History Incrementally is checked. The tab contains preview of operations involving object, including information such user name and date of change.

The tab Positioning contanes fields related to positioning of a group of items in e-Shop.

General information

A new contact person can be added by clicking on [Add] button placed in the main menu or ergonomic panel above <<the list of contact persons>>. It opens a form of newly created contact person divided into the following tabs: General, CRM DATA, Attributes and Attachments.

Tab General

The tab General contains the following fields and parameters completed by the user:

• Code − mandatory field. This is the only field which must be completed to be able to save a contact person in the system.
• Title − drop-down list, contains predefined values and Mrs. The user can define new titles in generic directory General → Titles.
• Title − drop-down list, contains predefined Dr. and Prof. The user can define new academic titles in generic directory General → Academic Titles.
• Date of Birth
• WWW
• Active

In the section Addresses, it is possible to add contact person’s addresses. The following types of addresses are available:

• Main
• Delivery
• Subsidiary
• Mailing
• Billing
• Residence

The list of addresses contains default address of Main type generated by the system and it can be freely modified by the user, however it cannot be deleted. The user can add any number of contact person’s addresses but only one of them can be marked as default. If the parameter Active placed next to an address is checked, it means that such address can be used in other places of the system. Addresses can be deactivated (archived) manually by unchecking the parameter Active. An address marked as default for the main type cannot be deactivated or deleted. Also, the addresses which have already been used in the system (e.g., on a document) cannot be deleted.

Subtab Contact Details contains contact data of a contact person (e.g., phone number, e-mail, messenger) and allows for adding it for each address.

Subtab Consent To Personal Data Processing contains the list of consents to processing of contact person’s personal data and allows for adding them. Consents to personal data processing are described in <<article>>.

Tab CRM Data

The tab CRM Data contains the following fields:

• Type − drop-down list containing predefined values: Customer, Lead, Partner, Prospect. The user can also define new types in generic directory CRM → Type.
• Supervisor − field allowing for selecting a commercial supervisor for a contact person from among customers/vendors or employees available in the system
• Industry − drop-down list allowing for indicating the industry in which contact person operates. The user can also define new industries in generic directory CRM → Industries.
• SIC (Polish Classification of Activities) − inserting an appropriate number of SIC causes that the system selects an industry corresponding to it in the field
• Source − drop down list allowing for selecting contact person acquisition source. The user can also define new sources in generic directory CRM → Source of Origin.
• Status − drop-down list allowing for selecting the status of opportunities of a contact person. The user can also define new statuses in generic directory CRM → Opportunity Status.

In section Customers/Vendors it is possible to indicate customers/vendors with which a given contact person is associate and to select type of such association, depending on customer’s/vendor’s status.

Other tabs

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

The list of contact persons contains information about contact persons in a company. Each contact person can be assigned to particular customers. To open the list of contact persons, it is necessary to go to the Main menu and then, from Directories list of buttons, select [Contact Persons] button.

The menu of the list of contact persons cotains <<standard buttons>> allowing for adding new items and editing them, as well as menu of printouts. Upon marking an item on the list, options related to <<generating questionnaries>> appear in the menu.

The list of contact persons is composed of the following comlumns:

• Code
• First Name
• Second Name
• Association with Customer/Vendor − position/family relationship, depending on the customer’s/vendor’s status
• Supervisor − customer/vendor or employee associated with a given contact person
• Assigned Customers/Vendors − parameter informing whether there are customers/vendors assigned to a given contact person
• Active − if the parameter is checked, a contact person can be used in the system
• WWW (hidden by default) − contact person’s website

General information

A new employee can be added by clicking on [Add] button placed in the main menu or ergonomic panel above the list of employees. A form of new employee opens. General, Contacts, Accounting, E-mail Accouint, Bank Accounts, Attributes, Attachments

Tab General

The tab General contains the following fields and parameters:

• Code − mandatory field
• First Name − mandatory field
• Last Name − mandatory field
• Create operator − checking the parameter automatically creates an <<operator’s account>> associated with defined employee. Next to the parameter, there is a drop-down list allowing for selecting operator type. Values available on the list: Internal, External, General.
• Active − if the parameter is checked, an employee can be used in other places of the system
• SSN
• WWW
• Card Number − number of employee’s electronic card Numbers of cards used by employees must be unique. If card number is provided, then, when logging-in to the system, it will be possible to scan its barcode and the system will automatically suggest the user’s login. In order to be able to use that function, it is necessary to uncheck parameter Use integrated security in the login window

In the section Addresses, it is possbile to add employee’s addresses. The following types of addresses are available:

• Main
• Delivery
• Subsidiary
• Mailing
• Billing
• Residence

The list of addresses contains default address of Main type generated by the system and it can be freely modified by the user, however it cannot be deleted. The user can add any number of employee’s addresses but only one of them can be marked as default. If the parameter Active placed next to an address is checked, it means that such address can be used in other places of the system. Addesses can be deactivated (archived) manually by unchecking the parameter Active. If an address, which has already been used in the system, gets modified on the form of an employee or on a document, it is automatically archived by the system.

Subtab Contacts contains contact data of an employee (e.g., phone number, e-mail, messenger) and allows for adding it for each address.

Subtab Consent To Personal Data Processing contains the list of consents to processing of employee’s personal data and allows for adding them. Consents to personal data processing are described in <<article>>.

Tab Contracts

In the tab Contracts, the user can add, delete and edit the following information related to employee’s contracts:

• Contract From − contract start date
• Contract To − contract end date
• Organization Unit − organization unit the employee is assigned to. The organization unit is selected from the list of available organization units which is opened upon clicking the […] button. Organization units are added from the level of Configuration → Company Structure → Subordination Structure.

Tab E-mail Account

The tab E-mail Accounts allows for defining employee’s e-mail account. It contains the following fields:

• Host − e-mail server to which an employee logs
• Port − outgoing e-mail server number. Most of e-mail servers has port No. 25, thus, this number is entered   by the system by default. However, it can be changed freely.
• Login
• Password
• Signature − in this field, it is possible do specify employee’s default signature for sent e-mails.

Other tabs

The tab Accounting presents default bookkeeping accounts assigned to a given employee.

The subtab Description allows for entering additional information regarding an employee.

The tab Bank Accounts presents a list of bank accounts assigned to an employee and allows for adding/editing/deleting them.

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

The list of employees contains information regarding individual employees of the company. The data of registered employees is used for the establishment of <<permissions>> to particular functions and in particular elements in the system, e.g. an employee can be set as a person responsible for a given customer (tab CRM on customer/vendor form).

In order to open the list of employees, it is necessary to go to the Main menu and then, from Directory List group of buttons, select [Employees] button.

Menu of the list of employees contains <<standard buttons>> allowing for adding/editing/deleting of employees, menu of printouts and buttons for <<generating questionnaries>>. External Operators button group contains button [Generate] thanks to which it is possible to automatically create external <<operators>> associated with selected employees.

The list of employees is composed of the following columns:

• Code
• Name
• Surname
• SSN
• NIN
• Active − parameter informing whether a given employee can be used in other places of the system

A new institution can be added by clicking on [Add] button placed in the main menu or ergonomic panel above the list of institutions. The button opens a new institution form.

On the left side of the form, there is institution form header containing the following fields and parameters:

• ID − institution identification number in the database, non-editable field, filled-in automatically by the system
• Active − if the parameter is checked, an institution can be used in the system
• Code − mandatory field, contains code used for a fast and easy identification of an institution (e.g., name abbreviation), can be composed of 50 characters maximum (letters and/or digits). Codes of institutions must be unique.
• Name − mandatory field, can be composed of 500 characters maximum (letters and/or digits).
• Identification Code − institution id number assigned by authorities
• Category − drop down list containing values defined in General → Institution Types generic
• URL − institution’s website
• Fields Address, Phone, E-mail are completed automatically on the basis of the data entered in the fields of Address tab, available on the form of institution definition.

Moreover, the institution form is divided into the following tabs: Address, Bank Accounts, Accounting, Attributes, Attachments.

The tab Address allows for entering address and contact information (e.g., phone number or e-mail address) of an institution.

The tab Bank Accounts presents a list of bank accounts assigned to an institution and allows for adding/editing/deleting them.

The tab Accounting presents default bookkeeping accounts assigned to a given institution.

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

The list of institutions contains information about institutions defined in the system which are sometimes necessary when:

• making payments
• making <<cash/bank transactions>>
• filling-in <<VAT tax-return declaration>>

To open the list of institutions, it is necessary to go to the Main menu and then, from Directories list of buttons, select [Institutions] button.

In the left panel, there is a tree of institution groups to which defined institutions can be assigned. The following types are defined in the system by default: Customs Office and Tax Office. The user can define his/her own institution groups, form the level of <<generic directory>> General → Institution Types.

The menu of the list of pickup points contains <<Standard buttons>> allowing for adding/modifying/deleting of institutions and buttons relating to printouts.

The list is composed of the following columns:

• Code − institution code defined by the user
• Institution Code − institution id number assigned by authorities
• Name
• City
• Type − value retrieved from the Types of Institutions generic directory

Option Import from KIR allows for automatic downloading and updating of information regarding banks from Polish National Clearing House (KIR). Selecting button [Import from KIR], available in the main menu, opens window Parameters for importing bank directory from KIR database, in which the following fields and parameters are available:

• Do not import if the source is older than that for the recently performed import ─ the parameter is available only if importing of banks from KIR was previously performed in the database. In case the parameter remains checked, the import will not be carried out, if the file with data of banks present on the server has not been updated since the last import. Unchecking the parameter causes that the data will be retrieved regardless of the date of creation of the file with banks data.
• Import Method – drop-down list containing the following options:
  • Update existing banks and add new ones – imports new banks and updates the data of banks already existing on the list
  • Only new banks – imports only those banks, which are not present on the list yet. The data of banks already existing on the list is not updated.

A new bank can be added by clicking on [Add] button placed in the main menu or ergonomic panel above the list of banks. The button opens a new bank form.

On the left side of the form, there is bank form header containing the following fields and parameters:

• Active − if the parameter is checked, a bank can be used in the system
• Code − mandatory field, contains code used for a fast and easy identification of a bank (e.g., name abbreviation), can be composed of 10 characters maximum (letters and/or digits). Codes of banks must be unique.
• Payment Number − mandatory field, number identifying a given bank. The number of digits to be enter in the field may differ depending on selected account type (NRB_PL − 8 digits, IBAN, Other − 12 digits).
• Account Number Type − drop-down list, the following values can be selected:
  • Other
  • IBAN − international bank account number used for international transactions
  • NRB_PL − national bank account number used for national transactions
• URL − bank’s website
• Fields Address, Phone, E-mail are completed automatically on the basis of the data entered in the fields of Address tab, available on the form of bank definition.
• Exchange data via Web Service − parameter available only for the bank ING. For the system to be able to recognize the bank, 4 digits of the payment number are relevant (ING − 1050).

Moreover, the form of a bank is divided into the following tabs: Addresses, Accounting, Web Service, Attributes, Attachments.

Tab Addresses

The tab allows for entering bank’s address and contact data (e.g., phone number or e-mail address).

Addresses of banks can be also defined with the use of buttons available in the main menu, in Addresses button group.

Tab Accounting

Tab Accounting presents default bank accounts assigned to a given bank.

Tab Web Service

The tab is available only after checking the parameter Exchange Data via Web Service in the bank form header. In the tab, there are parameters regarding currency transfers and lists of certificates to register in the system of transport certificate, which is necessary for connection with a given bank.

In Currency Transfer section, the following parameters are available:

• Paid by – the following options are available for selection:
  • Sender
  • Recipient
  • Evenly – default option
• Contact Person
• Contact

The following columns are presented in section Communication Certificates:

• User
• Certificate Name

In this section, it is possible to add a transport certificate associated with a currently logged-in operator. Such certificate can by deleted only by the operator to which it is assigned or by the system administrator.

Tabs Attributes and Attachments

Detailed description of tabs Attributes and Attachments can be found in articles Tab Attributes and Tab Attachments.

The list of banks contains information about financial institutions in which the company, customers/vendors, employees and institutions have their bank accounts and which provide the cash flow. In order to open the list of banks, it is necessary to go to the Main menu and then, from Directories list of buttons, select [Banks] button.

The menu of the list of pickup points contains <<Standard buttons>> allowing for adding/modifying/deleting of banks and buttons relating to printouts. Moreover, in the Polish version of database, in the menu, there is [Import From KIR] (National Clearing House) button.

The list is composed of the following columns:

• Code
• Name
• Payment Number ─ number identifying a given bank
• SWIFT
• Account Number Type ─ available values IBAN, NRB, other
• Active ─ parameter informing whether a given bank can be used in the system

The functionality of History allows for remembering information regarding changes of data made by the user, e.g., confirmation or posting of documents, adding or editing objects etc.

History configuration

History configuration is available from the level of Configuration → History → Configuration. History Configuration list is composed of the following columns:

• Object Name − type of object for which it is possible to handle changes history
• Active − parameter deciding whether changes for a given object should be remembered
• History Incrementally − if the parameter is checked, changes regarding an object are remembered incrementally. Unchecking that parameter in the column causes that only simple history is remembered by the system, e.g., addition, confirmation or deletion of a document.

Information remembered after checking the parameter History Incrementally:

• Addition
• Saving of changes
• Automatic recording of modifications
• Confirmation
• Quantity confirmation
• Deletion
• Cancelation
• Payment
• Single-sided entries
• Posting with scheme
• Manual posting
• Printing
• Adding/Import (e.g., bookkeeping account)
• Opening
• Closing
• Submitting of a document
• EDI export
• Printing on receipt printer
• Addition/modification and deletion of attribute
• Addition/modification and confirmation of analytical description
• Addition/modification and deletion of attachment
• Addition/modification and deletion of additional cost
• Activation/deactivation of a price list
• Addition/modification and deletion of the prices of specific items from the price list

Changes history

To open changes history of a given object, it is necessary to mark appropriate item in the History Configuration and double click on it or select button [Changes History] available in the main menu. A list of all changes applied on the object is opened and each of them is marked with an appropriate text identifier. Double clicking on an item or clicking on the arrow placed next to it displays the following details regarding introuced change:

• Identifier– change numeric identifier
• Text Identifier − text identifier of the object to which the change applies
• Operation Name − sort of entered change
• User Name − user who entered the change
• Operation Date − date of entering the change
• Object Name − type of object affected by the change
• Description − additional information regarding entered change

Additionally, on the form of each object (e.g., document, item, customer/vendor etc.) there is tab Change History, where the history of operations in which a given object was involved, is available.

Filtering

The history of changes is provided with a filter allowing for filtering the list by specific interval of time and user name. Parameter Only existing is checked by default and its unchecking causes that also changes regarding objects deleted from the system are displayed on the list.

The functionality Text Identifier available above the changes history allows for adapting of the filter by the user.

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

A new pickup point can be added by clicking on [Add] button placed in the main menu or ergonomic panel above the list of pickup points and selecting one of the following options:

• Customer
• Warehouse
• Center

A list of customers/warehouses/centers registered in the system is opened, from among which it is necessary to select the one which will be a pickup point. After selecting in, pickup point address form is opened, which is composed of section Addresses and subtabs Contacts, Description and Pickup point

Section Addresses

The Addresses section contains the list of addresses of pickup point. The user can define and add different types of pickup point addresses. The following types are available:

• Main
• Delivery
• Subsidiary
• Mailing
• Billing
• Residence

To add new address, it is necessary to click on [Add] button placed in the ergonomic panel above the list of addresses and

The list of addresses contains default address of Main type generated by the system and it can be freely modified by the user, however it cannot be deleted. The user can add any number of pickup point addresses but only one of them can be marked as default. If the parameter Active placed next to an address is checked, it means that such address can be used in other places of the system. Addresses can be deactivated (archived) manually by unchecking the parameter Active. If an address, which has already been used in the system, gets modified on the form of a pickup point or on a document, it is automatically archived by the system. An address marked as default for the main type cannot be deactivated or deleted. Also, the addresses which have already been used in the system (e.g., on a document) cannot be deleted.

Subtabs

The subtab Contacts contains a list of contact data (telephone number, e-mail, fax, etc.) for each address, and allows for defining new ones.

The subtab Description allows for entering additional information regarding a pickup point.

The subtab Pickup point contains information about pickup point opening days and hours and allows for editing it.

Pickup points are objects which are points of delivery of ordered items and place of their collection by a customer. Pickup points are related to the process of handling of sales orders which begins in the system and is completed along with releasing of items in Comarch Retail POS system. A pickup point can be defined with the use of the data of a customer, warehouse or center.

In order to open the list of pickup points, it is necessary to go to the Main menu and then, from Directory List group of buttons, select [Pickup Points] button.

The menu of the list of pickup points contains Standard buttons allowing for adding/modifying/deleting of pickup points.

The list of pickup points is composed of the following columns:

• Code
• Pickup Point Name
• Address
• Phone
• E-mail
• TIN
• Object Name
• Object Type − object type selected during the deifnition of a pickup point, possible values: Customer/Vendor, Waroeuse and Center
• Confirmations − checking the parameter causes that in case of presenting an order with delivery to a pickup point, a confirmation is sent to e-mail address
• Active − if the parameter is checked, a pickup point can be used in other places of the system
• SO processing – the setting of this parameter can be changed at any moment of the work with the system for pick up points of warehouse and center For a pickup point of customer type, the parameter is unchecked and it cannot be changed.

By default, the parameter remains unchecked for:

• pickup points in databases converted from previous versions
• for newly added pickup points

General information

Items of voucher sort can be sold through the following documents:

• Receipt
• Sales invoice
• Debit memo

It is also possible to issue a sales order for vouchers.

Sales of vouchers through receipt/sales invoice

With the use of a receipt or sales invoice it is possible to sell items of voucher type for which parameter Sell though debit memos is unchecked. An item marked as voucher is added to a document in the same way as an item of Merchanidise type, that is by entering voucher number or selecting an item corresponding to the voucher sort and completing voucher number property.

After confirming a receitp/sales invoice with vouchers:

• it is verified whether a voucher with a given number exists in the system
• the statuses of the vouchers added to the document are verified in order to avoid confirming of documents with vouchers whose statuses changed in the meantime
• the vouchers are activated
• date of sale, date of activation, values of vouchers, due date and location are updated
• the document is associated with vouchers added to it (the document will be displayed in tab Associated documents on voucher forms)
• a warehouse document SOR and associations between the R/SI and that document are created

It is possible to cancel or correct receipts and sales invoices including items of voucher type, provided that that item:

• is not selected as mean of payment on the document
• its status is Active
• it is not associated with a customer/vendor
• it is not expired

After canceling a document the status of an item of voucher type changes to Received in stock and in Changes History the following information appears: Back in Stock Due To Sales Document Cancellation. In the system, it is not possible to generate a value correction for documents containing items marked as vouchers.

Sales of vouchers through debit memo

With the use of a debit memo it is possible to sell items of voucher type for which parameter Sell though debit memo is checked and they have one of the following statuses:

• Received in stock (both with activated and deactivated sale below stock levels)
• Confirmed (with acitvated sales below stock levels)

To be able to sell through debit memos, it is necessary to open tab System → Configuration → Trade and activate parameter Handle debit/credit memos. /alert]

The list of debit memos is available in menu Sales, in Documents section, under [Debit Memos] button. In order to create new debit memo, open the list of debit memos from the level of the main menu and select [Add] button.

To add a voucher to a debit memo, select [Add] button, available above the list of vouchers and enter voucher’s code or, with the use of […] button, select in from the list of items of voucher type. Then, it is necessary to complete document details available in a panel on the left side. Value field is completed automatically on the basis of voucher’s value. If the value is equal to 0, the user can define it manually and it will be transferred onto the voucher. After confirming a debit memo containing vouchers:

• the statuses of the vouchers added to the document are verified in order to avoid confirming of documents with vouchers whose statuses changed in the meantime
• the vouchers are activated
• date of sale, date of activation, values of vouchers are updated
• aprropriate IR- warehouse documents are generated
• the document is associated with vouchers added to it (the document will be displayed in tab Associated documents on voucher forms)
• information about voucher activation will be saved in Change History.

Sales order

Sales orders can be issued for items of voucher type with unchecked parameter …. Issuing of SO documents for items of voucher type is performed in the same way as in the case of sales orders for other items.

In the main menu, over the list of vouchers, button [Transfer to Voucher] is available, which allows the user to transfer information from one voucher (e.g., in case of losing or breaking a voucher) to a new voucher and associate the two vouchers. The operation is available for vouchers with Blocked or Active status only. Both vouchers must be of the same sort. If the source voucher has Active status, then, upon transferring information to a new voucher, it becomes deactivated. The operation of transferring information to a voucher is analogical to the operation of adding new voucher to the system. Information from the form of voucher sort is transferred to the form of a newly added target voucher, however, the user can edit the following fields:

• Regular Amount
• Validity Date since
• Location
• Handled By

In the system, it is possible to block existing vouchers. Vouchers with the following statuses can be blocked:

• Active
• Received in Stock
• Confirmed

To open the window of voucher blockade, it is necessary to open <<the list of vouchers>> and then, after marking a voucher, select [Block] button which is available in the main menu.

In the blockade window, there is a drop-down list with reasons of blockade defined in the system:

• Promotion to higher program level
• Unsubscription from the loyalty program
• Transfer to another card on customer’s request
• Lost card
• Expiry
• Duplicated voucher number

In the system, it is possible to associate voucher with a customer The associated voucher will be used as customer’s ID in loyalty programme. However, the operation is possible only for voucher sorts with the parameter Loyalty program checked on vouvher sort form and their status is Confirmed, Received in stock or Active.

To make such association, it is necesary to open the form of a voucher available on the<<list of vouchers>> and then, in the field Customer/Vendor, with the use of […] button, select customer not associated with any voucher.

In the system, it is possible to add single vouchers, as well as series of vouchers.

The option of adding vouchers is available in the menu of the list of vouchers. To open the list of vouchers, it is necessary to go to the Main menu and then, from Directories list of buttons, select [Vouchers] button.

In order to add new voucher to the system, it is necessary to select [Add] button, placed in the main menu, over the list of vouchers, and select one of previously defined vouchers from a drop-down list.

After selecting voucher sort a form of newly created voucher is opened.

On the left side, there is the header of the voucher form with information regardin current voucher status, that is:

• Initiated − a voucher is being created and it has not been saved yet
• Saved − status assigned to a voucher upon selecting the button [Save] from the main menu. The user can still change its regular amount, date of validity delete it.
• Confirmed − status assigned to a voucher upon selecting the button [Confirm] from the main menu. It can be issued as a loyalty card, used to process a refund or blocked.
• Received in Stock − a voucher has not been sold and is available in stock
• Active − status assigned to a voicher at the moment of its sale, issue or association with a customer/vendor.
• Used − voucher entirely used, it cannot be used again in the system.
• Blocked − status assigned to a voucher after selecting the option Block described in article <<blocking vouchers>>

And following fields and parameters:

• Regular Amount, Validity Date − fields completed automatically on the basis of voucher sort, they can be modified by the user
• Date of Issue, Type, Sort, Number − fields completed automatically on the basis of voucher sort, they cannodt be modified
• Amount Paid, To be Paid, Activation Date, Date of Issue, Date Used − fields updated automatically on the basis of information retrieved from payment made with a voucher and registered in the system
• Location, Handled By − fields allowing for selecting center and employee issuing a voucher

The form of a voucher contains also the following tabs:

Associated Documents which completed automatically by the system. In the tab, documents paid with the use of a voucher are available.

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

Adding vouchers in batch

To add a batch of voucher to the system, it is necessary to select button [Generate] located in the main menu, over the list of vouchers. In the window of batch addition of vouchers, the user specifies values for the following fields:

• Voucher Sort − drop-down list from which it is necessary to select one of available sorts of own vouchers.
• Number of Vouchers − option interchangeable with option Import from file which allows for importing from a csv file vouchers with specific numbers which are compliant with defined numbering scheme.
• Regular Amount − fields completed automatically on the basis of voucher sort, it can be modified by the user
• Valid From − field filled in automatically on the basis of the system date. If during the definition of the voucher sort, the paramerter from activation was checked, the field is not visibile.
• Generate As − drop-down list from which it is necessary to select status of generated vouchers
• Location − allows for selecting a center which will be the owner of vouchers

Moreover, in the window of batch additions of vouchers, the following parameters are available:

• Print vouchers − if the parameter is checked, newly generated vouchers are automatically printed out
• Register delivery − allows for registering deliveries in a warehouse with POR/IR+ documents. The parameter is active only if paramerter Create a purhcase order is unchecked and the voucher sort is associated with an item (in the system there is <<an item of vouchr type>> with a given sort). Additional fields appear after checking the parameter:
  • Document − drop-down list from which it is necessary to select document type through which the receipt of voucher will be processed.
  • Vendor− field allowing for selecting vendor who will be transferred onto voucher reception document
  • Create a purchase order − allows for issuing purchase order for vouchers generated during the process of batch addition. The parameter is active only of the parameter Register delivery is unchecked.Upon selecting this parameter, the field Vendor appears in which it is necessary to select vendor which will be retrieved onto purchase order.

General information

To start working with vouchers in the system, first the user needs to define a voucher of a specific type (own/external). The option of adding vouchers is available in the menu of the list of voucher sorts. To open the list, it is necessary to open the menu Configuration → Trade/Warehouse → Voucher Sorts.

On the right side of the list, there is Details form containing detailed information regarding selected voucher sort.

In order to define new voucher sort, it is necessary to select [Add] button placed over the list of vouchers and select voucher type (own/external) from a drop-down list.

After adding new item to the list, the user has to fill in the header of the form of voucher sort which is available on the right side of the window. Fields and parameters of the form of voucher sort will differ depending on voucher type.

External voucher

To define a voucher sort of External type, it is mandatory to enter its name.

Moreover, in the header of the form of external voucher, the following parameters are available:

• Active ─ parameter deciding whether a given voucher is active
• One-off ─ parameter deciding whether a voucher has to be used entirely within a single transaction. In the case of an external voucher, the parameter is checked by default and it is impossible to uncheck it.
• Return of Unused Value ─ parameter deciding whether funds unused during the payment for a purchase for an amount lower than the value of the voucher are given as change

Own voucher

To define a voucher of Own type, except for the name, it is also necessary to specify Numbering Scheme (Configuration Tool). The user can select it from among numbering schemes previously defined in the system or create a new one.

For an own voucher it is also possible to define:

• Series ─ initial number identifying voucher sort
• Regular Amount
• Validity Date

The other parameters available in Details of own voucher are:

• Loyalty Program ─ parameter deciding whether defined voucher sort can be indicated as customer’s identifier in a loyalty program. Detailed information regarding associating vouchers with customers can be found in <<article>>.
• One-off ─ the parameter can be checked/unchecked by the user at any time, its function is the same as in the case of external voucher
• Return of Unused Value ─ the parameter appears on the form after checking One-off parameter and its function is the same as in the case of external voucher.
• Rechargeable ─ this parameter is available on the form only if the parameter One-off is not checked.Checking the parameter makes it possible to recharge voucher repeatedly with any value.
• Item ─ inactive field, completed automatically upon adding association between voucher and item.

The Comarch ERP Standard system offers the possibility of handling multi-purpose vouchers and allows for selling single-purpose vouchers.

A first step for starting work with vouchers consists in <<defining voucher sort>> of a specific type and indicating its properties.

Two voucher sorts are available in the system:

• own − issued and distributed by a company within its own shop or chain, or else accepted by its partner companies. Own vouchers are registrated before initiating the process of their distribution.
• external − issued by one company and accepted by other shops. External vouchers are added to the system only after a payment with such voucher is registered.

On the basis of defined voucher sorts the user can create and add

new vouchers.

Items of voucher type can be <<sold>> through the following documents:

• Sales order
• Debit memo
• Receipt
• Sales invoices

Moreover, they can be used as <<payment form>>. It is also possible to make a refund to voucher when correcting trade documents.

Thanks to the possibility of creating documents of opposite type during intercompany transactions regardless of permissions of the operator issuing a source document, the system allows to handle the following business scenarios between centers, with the use of permissions of an additional operator:

• Generating: SOR → POR and SI → PI
• Generating corrections: PORQC → SORQC and SIQC → PIQC
• Intercompany warehouse movements: WM-/+ → POR → WM-
• Intercompany returns: WM-/+ → PORQC/IR- → SORQC/IR+ → WM-
• Operations within more than two companies, e.g. intercompany return and sales to another company
• Cancelling: PI, POR, corrections and intercompany WM-/WM+

Assigning of an appropriate secondary operator can be performed from the level of tab Computer, in general system configuration. If no secondary operator is selected, operations are performed normally, with permissions of initiating operator.

In order to perform batch change of tax point date, mark VAT invoices on the list and then select [Change] → [Tax Point Date in Single Batch] in the List button group.

In the opened window enter a new date of tax point.

Change of date results in update of tax point date on VAT invoice items.

Due to specific nature of enterprise operation, users usually introduce divisions within VAT purchase and sales accounts. It may happen that users register documents in improper VAT accounts by mistake. Such situation refers not only to a single document, but to the whole group of documents.

A VAT account can be changed directly in a specific document or in a form of batch change of VAT account, which allows for changing of VAT account in a single invoice or a batch change in selected group of documents. Analogical situation applies to tax point date change. In this case, it is possible to change date of tax point in selected VAT invoices collectively, so that the user does not have to change the date on every single document.

In the system, it is also possible to change VAT parameters and tax point date in VAT invoice which is already posted and in invoices generated from trade documents. Invoices are often posted and only then VAT parameters are updated and tax point date is specified.

Both batch changes in VAT accounts and changes in posted VAT invoices can be performed after appropriate permissions are granted to the operator. These permissions are described in detail in article Permissions concerning VAT accounts.

Change of VAT account on a single document

In order to change VAT account on a confirmed/posted VAT invoice, the invoice must be reedited and new VAT account, in which the document will be registered, must be selected in the field Account.

Upon selecting the account, the system asks the user which parameters regarding the account should be changed. In a new window it is possible to select them. If none option is checked, then VAT parameters are not changed during change of the account. In this case, the change applies only to the account/subaccount. If any of the options is checked, then only the selected data is updated in a document, on the basis of VAT account/subaccount pattern definition

Change of VAT account in a single batch

In order to change VAT account in a single batch, mark VAT invoices on the list and then select [Change] → Account in Single Batch in the List button group.

Then, a window with VAT accounts opens, in which the user selects account to which the marked documents must be transferred and checks which VAT parameters should be changed

If a company introduced additional division of accounts into subaccounts, it is also possible to change the subaccount. In such case, an additional section with list of subaccounts appears in the window

Upon clicking [Confirm], the system makes changes in parameters selected by the user.

General information

In menu Configuration → Company Structure, there is information about a company to which a user is currently logged-in.

The data is presented:

• on the main company form ─ if the user is logged-in to the main company or its child center
• on the form of a center of Company type ─ if the user is logged-in to a center of company type or its child center

Form

In the left panel of the form, there is basic information about the company, whereas on the right side, there is information included in a currently selected tab, and a field allowing the user to enter an additional description of the company.

Basic information referring to a company:

• Type – type of structure center
• Active ─ parameter indicating activity status of a given canter (it cannot be deactivated for the main company)
• Name
• Created On ─ Non editable field
• Currency – field for selecting system currency. Button […], which opens the list of currencies defined in the system, is active for the main company and for centers of Company type until changes on the form are saved. For child centers, system currency of the parent company is set, by default. For newly created databases, system currency is consistent with language of a database is set for the parent company.

• VAT Rate Group ─ default VAT rate group assigned to a company. The field is active for the parent company and for centers of Company type, until the first document is issued. The system allows for assigning of different VAT rate groups to centers of Company type, owing to which it is possible to determine various VAT rates for an item or item group in dependence of a company. The list of VAT rate groups is available from the level of generic directories.
• Company Name ─ field for selecting a customer/vendor the company can be associated with. Upon clicking on the ellipsis button […], the following message is displayed: “The company data will be filled in with information (Code, Name, Tin, EIN, URL, Legal Form, Industry, SIC) of the selected customer/vendor. Do you want to continue?”. Upon accepting the message, the system automatically fills in   the mentioned fields according to data defined on selected customer/vendor form and marking that customer/vendor as internal (tab Trade of a customer/vendor form). One customer/vendor can be associated with one center of Company type only. An internal customer/vendor can be changed until he/she is used in the system or a center with which he/she is associated is used, e.g., by means of issuing a document   for that customer/vendor.
• TIN – TIN of a company or of the associated internal customer/vendor. This field is composed of a drop-down list of prefixes for individual countries and a field for entering the number. It must be specified in case of multi-company structure enterprises. When logging in to the system, the entered TIN is verified with the TIN registered in user’s license key.
• EIN – EIN of a company or of the associated internal customer/vendor
• Legal Form – field with a drop-down list for selecting legal form of a company
• CID – creditor identification number applied for entities without TIN number
• SIC Industry – field for selecting a standard industrial classification number and a relevant industry branch
• Address ─ main address presented as company seal on document printouts. In order to change the main address, it is necessary to click on […] button which opens a list of defined addresses. From this level it is necessary to add end edit contacts which will be presented on the form, in fields Phone and E-mail.
• Telephone
• Email
• URL ─ website address

Below, the user can expand an additional section and complete the form with data regarding a relevant authority which registered the company upon its creation:

• Registering Authority
• Registry Name
• Number in Registry
• Registration Date
• Share Capital
• Paid-in Capita
• Shop Area ─ additional field for specifying the area of a shop (building) in square meters

 The parameters available below are divided into three areas:

section Trade

• Sell below stock levels – parameter allowing for selling items which are currently not available (no resources in warehouse). The function of sale below stock levels is described in Sales below stock levels article. The value of the parameter can be changed at any moment during work with the system. The possibility to uncheck it depends on shortages registered in the system. Until they are deleted, the parameter is greyed out.
• Monitor SENT transport – this parameter makes possible monitoring the carriage of goods by road. It is   available only for centers of Company type.
• Handle reverse charge – parameter activating reverse charge handling. It can be edited until the first document handling reverse charge is registered in the system.
• Compliance with French VAT law – parameter available if the VAT rate selected is: FR. Selecting the parameter brings a number of functional changes in the system, resulting from the adaptation of the system to the requirements of the French VAT law:
  • Retail sales blockade – it blocks, among others, the handling of receipts and their corrections, printing   invoices on a receipt printer, or the handling of sales and advance invoices and their corrections if no customer TIN is given in a document. Detailed description of the functionality can be found in article Receipts.
  • Keeping a record of special events – the system logs events specified by the law in order to track the operational consistency of the system and data integrity.
  • Digital signature verification – the functionality is available for invoices, receipts, duplicate receipts,   special events, Grand Total Period reports, and archives is available from the level of Configuration → Tools -> Digital Signature Verification.
  • Printout history – handling of the functionality of identifying duplicates of receipts printed on POS workstations.
  • Grand Total Reports  – handling of the list of reports generated on POS workstation available in menu Sales → Grand Totals (Tax Files). In the field Archive Folder located under the parameter Compliance with French VAT law, it is possible to choose a drive location where tax files will be saved.
• Print Receipts – parameter available in the French version of the database with checked parameter Compliance with French VAT law. It allows for omitting printing of a receipt with a value below a defined value. After selecting option Above the value, additional field is presented, where it is possible do define a value of EUR above which the receipt will be printed.

section Accounting

• Split payment under Polish law – parameter activating handling of the split payment functionality for company It is available if the PLN currency is selected.
• Register compensations – allows the registration of compensation documents in the company. More information …
• Compliance with French VAT Law ─ parameter available if the VAT rate selected is: Selecting the parameter brings a number of functional changes in the system, resulting from the adaptation of the system to the requirements of the French VAT law:
  • Retail sales blockade – it blocks, among others, the handling of receipts and their corrections, printing invoices on a receipt printer, or the handling of sales and advance invoices and their corrections if no customer TIN is given in a document. Detailed description:
  • Keeping a record of special events – the system logs events specified by the law in order to track the operational consistency of the system and data integrity.
  • Digital signature verification – the functionality is available for invoices, receipts, duplicate receipts, special events, Grand Total Period reports, and archives is available from the level of Configuration → Tools → Digital Signature Verification.
  • Printout history ─ handling of the functionality of identifying duplicates of receipts printed on POS workstations.
  • Grand Total Reports – handling of the list of reports generated on POS workstation available in menu Sales → Grand Totals (Tax Files). In the field Archive Folder located under the parameter Compliance with French VAT Law, t is possible to choose a drive location where tax files will be saved.

section Fixed Assets

• 360 days in a year for straight-line method – if the parameter is active and depreciation begins in the course of a month, write-offs will be generated proportionally to the number of depreciation days during the given month. If the parameter is not selected, depreciation write-offs will be calculated for the entire month.
• Round-off amount added last month – if this parameter is selected, write-offs for particular months are calculated in such a way that they are equal, while the remaining pennies are included in the write-off for the last month of the accounting/calendar period. If the parameter is not selected, pennies are kept as part of the write-off for a month, for which they have been calculated.

In the menu, there are standard buttons allowing for saving and closing the form, as well as [Objects Availability] button which allows for managing objects within a given company. More information regarding the functionality can be found in article Objects availability.

The other buttons available in the menu differ in dependence of selected form tab.

Tab Addresses

Tab Addresses contains information referring to addresses defined for a given company. A user can add, delete and edit addresses as well as contacts assigned to them.

In the upper section of the window, there is a list of defined addresses and in the columns, data referring to its address and parameters determining whether a given address is active or default, are presented. For a newly added address, the parameter Active is checked by default. Unchecking it makes a given address an archival address, e.g., it cannot   be selected in a document.

Example

In the system, a document including a specific center address was issued. Then, the user has updated the postal code of the center. In such case, an archival copy of the previous address is created and the address is replaced with the current address. After unchecking the filtering parameter in Active column on the list, in the column Archiving Date the

In the middle section of the window, there is a list of contacts assigned to an address selected in the upper part and Description tab. A user can add the following contact types: Phone No., Private Phone No., Office Phone No., E-mail, Fax, Messenger: GG, Messenger: Skype. For each contact type it is possible to define only one default contact. It is not possible to deactivate a default contact type. A date since when the contact is no longer active appears in column Archiving Date.

Tab Documents

Tab Documents allows for editing the document types and its layout is the same as window available upon selecting Configuration → Documents → Types. However, from the level of the structure center edit form, the user has more possibilities referring to document configuration. With the use of [Attach to Group] button it is possible to assign particular types of documents to selected group of documents.

In addition to the possibility of assigning document types do groups created by the user, it is also possible to determine the visibility of document groups in a given structure cent. When editing a document group, upon clicking [Attach] in panel Visibility, it is possible to indicate structure centers in which all documents included in that group are to be visible. Button [Detach] allows for performing the opposite operation.

Because the document types are described in this manual in chapter Document types, here you will find the description of the additional tabs and fields which are available when editing a given document type

Below, are described additional tabs and fields in addition of a given document type, which are not available in the document configuration performed from the level of Configuration → Documents → Types.

Tab General

In General tab of edited document type, there are basic information about a document type provided as well as additional parameters referring to configuration of the type within a given center, which concerns, among other, control of credit limit, retrieving of exchange rates, price precision, generating of warehouse documents or VAT calculation method.

Tab Series

After adding a series do edited document type, it is contained in a document numerator (provided that the numerator includes element Document Series).

In order to attach a series to a document type, click on the button [Attach] and select proper series available within a given center from the opened list. For a series to be available on the list, it must first be added to the center from the level of Object Availability panel. To detach a series, mark it on the list and click on the button [Detach]. When creating a new document, there will be series available which are included in this tab and have parameter Active checked. The series with parameter Default checked will be selected, by default.

 From the level of this tab, it is possible to associate a document numeration series with selected VAT account.

Tab Warehouses

For some types of trade/warehouse documents it is possible to attach warehouses defined in the system. Owing to that, when issuing a new document, a user can decide, e.g., from which warehouse items added onto a document are to be collected.

In order to attach a warehouse to a document type, click on the button [Attach] and select proper warehouse available within a given center from the opened list. For a warehouse to be available on the list, it must first be added to a center from the level of Object Availability panel. To detach a warehouse, mark it on the list and click on the button [Detach]. When creating a new document, there will be warehouses available which are included in this tab and have parameter Active checked. The warehouse with parameter Default checked will be selected, by default.

 

Note

Only warehouses of Local and Consignment type can be attached to document types. However, IQC and IO documents constitute an exception, because for them it is possible to attach also a warehouse of Distant type. Owing to that, it is possible to create an item quantity calculation or an internal order for subsidiaries (distant centers) attached to a company. Moreover, for IQC document it is possible to check several warehouses as Default. This way, these warehouses will be automatically added onto item quantity calculation.

In Warehouses tab, the following parameters are also available:

• Operations on one warehouse – if checked, then when issuing trade documents, it will be possible to add an item only from one warehouse (checked as Default).
• Prefer default warehouse – if checked, then when adding items to documents, items from the default warehouse are collected first, according to the selected queue method (FIFO, LIFO) and only then items from the other warehouses, also according to the selected queue method, are collected. The parameter affects only trade documents, because operations made on warehouse documents always concern only one warehouse. This parameter is checked automatically if parameter Operations on one warehouse is checked

Tab Visibility

List of documents in particular centers of company structure may differ and not all documents are visible in all centers. The visibility of documents in particular centers is determined by the user, however, the following rules must be observed:

• A document issued by a given center is visible for all the parent centers in a given branch of the structure
• A document issued by a given center is invisible for all the child centers in a given branch which are equal to one another

Example

The center Company sees all the documents issued in that center and all those which were issued by all its child centers.

The local center Accounting sees those documents which were issued in that center. However, it does not see documents issued in the center Shoes4UOU and Main Company. Moreover, it does not see documents issued in other local centers, that is Management and Warehouse because they are equal to each other.

The center of Company type Shoes4You_DE only those documents issued in that center of this structure. However, it does not see documents issued in the center Main Company and other companies, that is Shoes4You and Shoes4You Accessories (equal to each other) and in their child centers.