OPplus Vertical Solution

Transcription

1 OPplus Vertical Solution Certified For Microsoft Dynamics NAV for Microsoft Dynamics NAV all versions Manual BASE Manual ASSOCIATION gbedv GmbH & Co. KG

2 Contents General Information 4 Manual Structure 4 Description of Icons 4 OPplus Navigation Area 5 OPplus License Information module 6 The OPplus Base module (Base menu group) 8 Base Setup OPplus Setup 8 OPplus Setup Function button Generate OPplus Setup Entries 8 OPplus Setup Ext. Application tab 9 OPplus Setup Auto Application I tab 11 OPplus Setup Auto Application II tab 13 Automatic Application II Example Scenarios for Document No. Offset/Length 16 OPplus Setup Bank Import tab 19 OPplus Setup Texts tab 20 OPplus Setup Currency tab 21 Base Setup Accounting Hint Texts 21 Base Setup BC Code Accounting Rules 22 Base Setup Accounting Rules 22 Accounting Rules Line 1 tab 23 Accounting Rules Line 2 tab 25 Accounting Rules Line 3 tab 27 Accounting Rules Line 4 tab 28 Accounting Rules Options tab 30 Base Setup Customer Card 31 Base Setup Vendor Card 33 Base Setup Bank Accounts 33 Base Setup Ext. Customer Bank Accounts Blocking Bank Account for the Import Base Setup Ext. Vendor Bank Accounts Blocking Vendor Bank Account for the Import Base Setup Ext. General Journal Templates 36 Ext. General Journal Templates 36 Ext. General Journal Templates Template button Batches 37 Base Setup Pmt. Import Interface 39 Base Setup Pmt. Import Directories 42 Base Setup CSV Port Card 46 CSV Port Card General tab 46 CSV Port Card Import tab 47 CSV Port Card Export tab 49 CSV Port Card CSV Port Line Fields 50 CSV Port Card Line button Mapping 51 CSV Port Card CSV Port button 52 CSV Port Card Functions button 53 CSV Port Card CSV Port Line 55 Step-by-Step: Setting up a CSV Port for the Bank Import 56 Note on Direct CSV Port Import into a Gen. Journal 57 Importing Payment Files (Account Transactions) 58 Base Pmt. Import via CSV Port (with standard interface) 58 Base Pmt. Import via CSV Port (without standard interface) 58 Base Pmt. Import via MT Base Pmt. Import via BESR (Payment Import CH) 60 Base Pmt. Import via CREMUL (Payment Import AT) 61 Base Pmt. Import via CC (EPA) 61 Base Pmt. Import Register 62 Pmt. Import Register Register button 63 Pmt. Import Register Functions button 65 Deleting the Pmt. Import Register 65 Transferring Imported Pmt. Files to Gen. Journals 66 Base Pmt. Import to Gen. Jnl. Line 66 Base Ext. Cash Receipt Journal Journal, Functions button Pmt. Import 67

3 Base / Association Base Ext. Cash Receipt Journal (Journal Functionalities) 68 Ext. Cash Receipt Journal Additional Columns 68 Ext. Cash Payment Journal Actions Function 69 Payment Transactions 70 The Comfortable Application window The Comfortable Application Window Function button The Comfortable Application Window The Extended Application window Related Information Pre-Accounting/Open Entry Application during Pmt. Import to Gen. Jnl. 78 Pre-accounting during Pmt. Import to Gen. Jnl. Lines 78 Open Entry Application during Pmt. Import to Gen. Jnl. Lines 80 Payback feature (= Return Debit Notes) during Pmt. Imports into Gen. Journals 81 Practical Tips for the Use of the OPplus Extended Application 86 Pmt. Disc. Given and/or. Keep Pmt. Discount 86 Pmt. Discount for Partial Payments 86 Display of Dimension for Pmt. Disc. Correction 86 Display of Split Posting when Leaving the Extended Application 88 Process Flow Examples for Pmt. Imports with the Base module 88 Exporting Statement Data from Bank Software 88 Basic Process Flow General Requirements 89 Process Flow Example: Import MT940 (Single File) 89 Process Flow Example: Import MT940 (Several Files) 90 Process Flow Example: Import CSV Port (Standard Interface) 90 Base Currency Tool 91 OPplus Setup Currency tab 91 OPplus Setup Function button Currency Exchange Rates Import 91 Updating Currency Exchange Rates Automatically 93 Base Cash Book Journal 94 Base G/L Register Cash Book 96 Foreign Currency Cash Books 96 Base Check Receipt Journal 97 Base Pmt. Import via REMADV 99 The OPplus Association module (Association menu group) 101 Associations Association 101 Extended Application Additional Association Fields 103 Extended Application Split Association Posting 103 Association Customer / Vendor Link 104 Association Customer Association Open Entries / Vendor Association Open Entries 106 Extended Application Additional Customer/Vendor Link Fields 107 Extended Application Split Customer/Vendor Link Posting 108 Reminder incl. Vendor Ledger Entries for Customer/Vendor Links 109 Create Reminders report (Report 188) 109 Suggest Reminder Lines report (Report 189) 111 Vendor Ledger Entries Reminder Level and Reminder Entries

4 MANUAL OPplus General Information Manual Structure This manual describes the following modules and functionalities of the certified vertical solution OPplus: OPplus Base OPplus Association In the application menu, the functionalities of these modules are available via the "Base" and "Association" menu groups within the OPplus navigation area. The manual describes the relevant fields and functions as well as includes procedures exemplifying the use of OPplus. For help about a specific field, click the field and press F1. Please note that specific OPplus modules can also be purchased separately so that descriptions, menu items, and illustrations of cross-module functionalities are not necessarily available to all users. The following modules of the certified vertical solution OPplus are described in separate manuals: OPplus Payments, OPplus G/L Open Entries, OPplus Extended Lists and Reports and OPplus Ext. Analysis (Trial Balance and Affiliation). Description of Icons Information Indicates sections which include important information to be considered by the user. Reminder Reminds the user of already mentioned information or processes which enable the user to achieve optimized results. Tipp Indicates sections which support the user to use the functionality correctly. Warning Signifies information of high importance to be considered in order to avoid any errors. February 1,

5 Base / Association OPplus Navigation Area After having imported the OPplus.fob files, the OPplus functionality is shown as a new menu within the Microsoft Dynamics NAV navigation pane placed below the Financial Management menu by default The OPplus menu shows the following menu groups if all OPplus modules are licensed. The History menu item is always included in the OPplus menu, irrespective of which OPplus modules are used:

6 MANUAL OPplus OPplus License Information module This chapter describes the benefit of the OPplus License Information module which you will find in the navigation area of the General group. This module is always integrated and a prerequisite for using OPplus regardless which modules of OPplus you plan to use. On the OPplus License Information page, you can see which modules are activated in the customer license. You may implement OPplus in a database without activating all modules in every company. In order to activate a module it is necessary that a) the respective module is licensed and b) that the setup of the module had been started. Via this page you can now set up the user roles for all licensed modules. February 1,

7 Base / Association In case you want to use the payment import with the Base module you have to license one of the following modules: OPplus 1 5 Interfaces OPplus 6 20 Interfaces OPplus > 20 Interfaces After the adjustment you have to register the existing interfaces. For this you will find the Register Pmt. Import Interface batch job in the OPplus Base Setup menu. You will find the registered interfaces on the Registered Pmt. Interfaces page

8 MANUAL OPplus The OPplus Base module (Base menu group) This chapter describes how to set up and to use the OPplus Base module which is available via the Base menu group within the navigation pane. Base Setup OPplus Setup The OPplus Setup window is used to set up the initial settings (to be set up once), the bank import and the association default values. You must fill in the fields of the OPplus Setup window for each company you manage with Microsoft Dynamics NAV. This chapter describes the tabs and fields of the OPplus Setup window. To open the OPplus Setup window from the navigation pane, click OPplus Base Setup OPplus Setup. OPplus Setup Function button Generate OPplus Setup Entries Before you can use the Base module, it is necessarily required that the initial settings are specified. For this, select OPplus Base Setup OPplus Setup Function button Create OPplus Setup Entries. This message is shown for each company of your database, regardless from which company this menu item is selected. Based on these initial settings, specific setup fields are filled, among others, with default values as well as the general journals which are used by this module. The setup data are created only the first time you select this function thus ensuring that any existing configuration data are not overwritten. Upon creating the OPplus setup data OPplus roles will be created automatically. These have to be assigned to the respective users in order to work smoothly with the OPplus modules. February 1,

9 Base / Association OPplus Setup Ext. Application tab F ie ld Release No. Limit Apply Pmt. Discount D e s c r ip t i o n This field shows the version number of the installed OPplus version. When you select the Generate OPplus Setup Entries function the first time, this field will be set to the value by default. Here you can enter the value in local currency (LCY) to be used for limit value evaluation when using the "Balanced Application" function in the Extended Application window. If the remaining application balance is smaller or equals the value specified in this field, the application balance will be posted as payment discount. If the remaining application balance is greater than the value specified in this field, the application balance will not be posted as payment discount. This limit value is only considered when running the "Balanced Application Balance" function. The value would be overridden if you later on enter a higher value manually in the respective general journal line. Association Nos. Split Posting with Ext. Apply Consider Payment Date Allow Multiple Payment Post Pmt. Sum This field is used to enter the code of number series to be used for the creation of associations. If you place a check mark in this field, the posting will be shown as split posting provided that you confirm an application in the Extended Application window with an application balance. Here the first line will be performed as bank posting, the following lines as person account postings and the last line as balance posting (if applicable). If you leave this field empty, each line will be shown in the general journal with the corresponding bank account as the balancing account. Fore more information, please refer to chapter Display of Split Posting When Leaving the Extended Application. If you place a check mark in this field, only entries with a posting date which is earlier than the posting date of the respective general journal line will be shown in the Extended Application window. Place a check mark in this field if you want to apply an invoice/credit memo within a general journal with multiple (partial) payments. If you have marked several entries in the Extended Application window, the payment will be split into the respective parts when posting. If you place a check mark in this field, the system will first post the total payment sum based on the relevant customer, then perform

10 MANUAL OPplus F ie ld Print Cash Report when Posting Dimensions for Pmt. Disc. Corr. Dim. for Apply Line Details User Manual via Internet Allow Document Date from Allow Document Date to D e s c r ip t i o n reversal posting and finally post the individual applications. This field is used to define if you want the system to automatically print the cash report when posting journals which use the CASH general journal template. The following parameters are available for payment discount correction: VAT Entries The dimensions of the payment discount correction are created based on the dimensions of the VAT entries. Gen. Jnl. Line (Always) The dimensions of the payment discount correction are created based on the dimensions of the general journal line. Not Empty Gen. Jnl. Line The dimensions of the payment discount correction are created based on the dimensions of the general journal line if they explicitly include any values. G/L Account (Always) The dimensions of the payment discount correction are created based on the dimension default values of the payment discount account. Gen. Jnl. Line (if empty VAT Entry) The dimensions of the payment discount correction are created based on the dimensions of the VAT entries. If the VAT entries are empty, the dimensions of the payment discount correction from the general journal line will be used instead. G/L Account (if empty VAT Entry) The dimensions of the payment discount correction are copied from the dimension default values of the VAT entries. If the VAT entries are empty, the dimensions of the payment discount correction from the dimension default values of the payment discount account will be used instead. The following two parameters are available for the dimension of application line details: Gen. Jnl. Line The dimensions will be copied from the dimensions of the general journal line. Applied Entry The dimensions will be copied from the applied entries. This field shows the homepage URL of OPplus. To download the current user manual, click the hyperlink icon to the right of the field. In the NAV standard application you can set a time interval to indicate when posting to a company is allowed. If you want a plausibility check on the document date as well you can enter here the earliest document date to be allowed. In the NAV standard application you can set a time interval to indicate when posting to a company is allowed. If you want a plausibility check on the document date as well you can enter here the last document date to be allowed. February 1,

11 Base / Association OPplus Setup Auto Application I tab F ie ld Pmt. Discount Tolerance Amount Min. Length Customer No. Max. Length Customer No. Min. Length Vendor No. Max. Length Vendor No. Min. Length Customer Doc. No. Max. Length Customer Doc. No. Min. Length Customer Ext. Doc. No. Max. Length Customer Ext. Doc. No. Min. Length Vendor Doc. D e s c r ip t i o n This field contains the maximum payment discount amount in local currency. The OPplus modules exclusively refer to the contents of this field. The specifications on the General Ledger Setup will be ignored. In this field you enter the minimal length of the customer number. You may leave the field empty (equals the value 0). In this field you enter the maximul length of the customer number. You may leave the field empty (equals the value 0). Together with the field Min. Length Customer No. you get a range which will be validated against the customer table upon running the import. In this field you enter the minimal length of the vendor number. You may leave the field empty (equals the value 0). In this field you enter the minimal length of the vendor number. You may leave the field empty (equals the value 0). Together with the field Min. Length Vendor No. you get a range which will be validated against the vendor table upon running the import. In this field you enter the minimal length of your customer document number. You may leave the field empty (equals the value 0). In this field you enter the maximal length of your customer document number. You may leave the field empty (equals the value 0). In this field you enter the minimal length of your customer external document number. You may leave the field empty (equals the value 0). In this field you enter the maximal length of your customer external document number. You may leave the field empty (equals the value 0). In this field you enter the minimal length of your vendor document

12 MANUAL OPplus F ie ld No. Max. Length Vendor Doc. No. Min. Length Vendor Ext. Doc. No. Max. Length Vendor Ext. Doc. No. Valid Signs in Document D e s c r ip t i o n number. You may leave the field empty (equals the value 0). In this field you enter the maximal length of your vendor document number. You may leave the field empty (equals the value 0). In this field you enter the minimal length of your vendor external document number. You may leave the field empty (equals the value 0). In this field you enter the maximal length of your vendor external document number. You may leave the field empty (equals the value 0). Here you can enter all letters and numerals which can be used in your document numbers or in your customer/vendor numbers. You can enter up to 20 characters, both numbers and letters. The content of this field is used by the Pmt. Import function in the following way: First, all purpose lines will be combined into one line. Then all characters of the bank document which are specified in the Valid Signs in Document field will be substituted with space characters. Finally, the remaining characters will be used to identify and to propose applications. Priority Search Bank Accounts Skip Leading Zero In this field you decide whether priority search bank accont is set before or after search purpose text. If you activate this field, leading zeros of the purpose will not be considered during the payment import. This field should be activated, for example, if your document numbers or customer/vendor numbers may start with multiple zeros knowing that these characters are skipped in the purpose when performing transfers. Accept Customer accounting without entries Accept Vendor accounting without entries Filter Customer No. Filter Vendor No. Filter Customer Document. No. If this field is checked, customer accounting will be done even if there are no open entries. You should check this field, if you work frequently with prepayments. If this field is checked, customer accounting will be done even if there are no open entries. If you enter a Navision compliant filter in this field, the automatic application of open entries will be optimized. When searching for customers only search strings which comply with the filter criteria will be considered. If you enter a Navision compliant filter in this field, the automatic application of open entries will be optimized. When searching for vendors only search strings which comply with the filter criteria will be considered. If you enter a Navision compliant filter in this field, the automatic application of open entries will be optimized. When searching for customer document numbers only search strings which comply with the filter criteria will be considered. February 1,

13 Base / Association OPplus Setup Auto Application II tab F ie ld Analyze Customer Doc. No. Analyze Customer Ext. Doc. No. Analyze Vendor Doc. No. Analyze Vendor Ext. Doc. No. Analyze Customer Bank Account No. Analyze Vendor Bank Account No. Insert Customer Bank Acc. No. Insert Vendor Bank Acc. No. Analyze Cust. Ledger Amount Analyze Vend. Ledger Amount Analyze Sales Orders D e s c r ip t i o n If this field is activated, the document numbers of the customer ledger entries will be used for analysis. If this field is activated, the external document numbers of the customer ledger entries will be used for analysis. If this field is activated, the document numbers of the vendor ledger entries will be used for analysis. If this field is activated, the external document numbers of the vendor ledger entries will be used for analysis. If this field is activated, the customer's bank account numbers will be analyzed and used for application. If this field is activated, the vendor's bank account numbers will be analyzed and used for application. If this field is activated, none existing customer bank account numbers will be created automatically. This bank account number will be marked accordingly and will be used only for bank imports. You may deactivate this functionality for each customer. [Chapter Base Setup Customer Card ] If this field is activated, none existing vendor bank account numbers will be created automatically. This bank account number will be marked accordingly and will be used only for bank imports. You may deactivate this functionality for each vendor. [Chapter Base Setup Vendor Card ] If this field is activated, a customer ledger entry will be applied even if there is no document number in the purpose text but exactly one open entry with an amount which matches the payment amount. If this field is activated, a vendor ledger entry will be applied even if there is no document number in the purpose text but exactly one open entry with an amount which matches the payment amount. If this field is activated, open sales orders will be analyzed and used

14 MANUAL OPplus F ie ld Analyze Purch. Orders Cust. Document No. Offset Cust. Document No. Length D e s c r ip t i o n for application upon running the import in the general journals. If this field is activated, open purchase orders will be analyzed and used for application upon running the import in the general journals. In this field you enter the starting point of the customer document number in the purpose text. You may use positive as well as negative integers. This field indicates the starting point from which onwards the stated document number will be checked against the document numbers in the open entries (because e. g. all invoices start with the same character) when searching for open entries during the import. You will find examples in chapter Automatic Application II Examples Document Number Offset/Length. In this field you enter the length of the customer document number in the purpose text. A value in this field will enforce the minimum value of 1 in the field Cust. Document No. Offset. You can only use positive integers. This field indicates how many digits of the stated document number in the purpose text will be checked against the document numbers in the open entries when searching for open entries during the import. You will find examples in chapter Automatic Application II Examples Document Number Offset/Length. Ext. Cust. Document No. Offset Ext. Cust. Document No. Length In this field you enter the starting point of the external customer document number in the purpose text. You may use positive as well as negative integers. This field indicates the starting point from which onwards the stated external document number will be checked against the external document numbers in the open entries (because e. g. all invoices start with the same character) when searching for open entries during the import. You will find examples in chapter Automatic Application II Examples Document Number Offset/Length. In this field you enter the length of the external customer document number in the purpose text. A value in this field will enforce the minimum value of 1 in the field Ext. Cust. Document No. Offset. You can only use positive integers. This field indicates how many digits of the stated document number in the purpose text will be checked against the document numbers in the open entries when searching for open entries during the import. You will find examples in chapter Automatic Application II Examples Document Number Offset/Length. Vend. Document No. Offset In this field you enter the starting point of the vendor document number in the purpose text. You may use positive as well as negative integers. This field indicates the starting point from which onwards the stated document number will be checked against the document numbers in the open entries (because e. g. all invoices start with the same character) when searching for open entries during the import. You will find examples in chapter Automatic Application II Examples Document Number Offset/Length. Vend. Document No. Length In this field you enter the length of the vendor document number in the purpose text. A value in this field will enforce the minimum value of 1 in the field Vend. Document No. Offset. You can only use positive integers. This field indicates how many places of the stated document February 1,

15 Base / Association F ie ld D e s c r ip t i o n number in the purpose text will be checked against the document numbers in the open entries when searching for open entries during the import. You will find examples in chapter Automatic Application II Examples Document Number Offset/Length Ext. Vend. Document No. Offset Ext. Vend. Document No. Length Regard 'On Hold' on Cust. Ent. Regard 'On Hold' on Vend. Ent. Customer Balance Application Vendor Balance Application In this field you enter the starting point of the external vendor document number in the purpose text. You may use positive as well as negative integers. This field indicates the starting point from which onwards the stated external document number will be checked against the external document numbers in the open entries (because e. g. all invoices start with the same character) when searching for open entries during the import. You will find examples in chapter Automatic Application II Examples Document Number Offset/Length In this field you enter the length of the external vendor document number in the purpose text. A value in this field will enforce the minimum value of 1 in the field Ext. Vend. Document No. Offset. You can only use positive integers. This field indicates how many digits of the stated document number in the purpose text will be checked against the document numbers in the open entries when searching for open entries during the import. You will find examples in chapter Automatic Application II Examples Document Number Offset/Length. If you activate this field, application will not be performed when performing imports into the journal if the respective customer entry's On Hold field includes a value. If you activate this field, application will not be performed when performing imports into the journal if the respective vendor entry's On Hold field includes a value. If this field is activated, the payment amount will be checked against the open balance of the customer. If the payment amount matches the open balance, all open entries of the respective customer will be marked for application. If this field is activated, the payment amount will be checked against the open balance of the vendor. If the payment amount matches the open balance, all open entries of the respective vendor will be marked for application

16 MANUAL OPplus Automatic Application II Example Scenarios for Document No. Offset/Length You can use these fields to specify a certain starting point as well as length for customer document numbers, customer external document numbers, vendor document numbers and vendor external document numbers. These values have an impact on how the system will search for open entries and application in the purpose text. In the field Offset you can use positive as well as negative integers. In the field Length you can use only positive integers. Examples The following examples will show you how the various setups interact. Positive Value in Offset and Length = 0 This example is based on the document number GB The first 3 digits should be skipped as they do not represent the significant part of the document number but the identification code of the subsidiary. Accordingly in the setup you will enter Offset = 4. Setup Offset 4 Length 0 Impact Document no. in purpose text GB Document no. for application For the application only the search string will be used.. Negative Value in Offset and Length = 0 This example is based on the document number GB.The last 3 digits should be skipped as they do not represent the significant part of the document number but the identification code of the subsidiary. It is possible to enter a negative value in the field Offset. For this example -4. Via the minus the document number is read backwards (from right to left) = BG Starting point is the 4 but read backwords from the 4 th position on. Setup Offset -4 Length 0 Impact Document no. in purpose text GB Document no. for application For the application only the search string will be used. February 1,

17 Base / Association Usage of Length It is not possible to specifiy explicitely ONLY a length. If you want to use a fixed length starting with the first position, then you have to enter a 1 in the field Offset. For example you have a document number with 8 digits and at the end a location code for subsidiaries with various lengths e. g ABC-01. In the setup you set Offset = 1 and Length = 8. Setup Offset 1 Length 8 Impact Document no. in purpose text ABC-01 Document no. for application For the application the search string will be used. Positive Value in Offest and Length Furthermore there is the possibility to have a prefix at the beginning followed by a document number of fixed length as well as a suffix. For example you have the document number ABCD The first five digits belong to the prefix followed by an eight-digit document number and a four-digit suffix. In the setup you would have to set Offset = 6 and Length = 8. Setup Offset 6 Length 8 Impact Document no. in purpose text ABCD Document no. for application For the application the search string will be used. Negative Value in Offset with Length In this example we have a prefix with an unknown length and a three-digit suffix at the end. The length of the document number is 8. In this case you have to set Offset = -4 and Length = 8. Example 1 document number: GB Setup Offset -4 Length 8 Impact Document no. in purpose text GB Document no. for application Example 2 document number: GB Setup Offset -4 Length 8 Impact Document no. in purpose text GB Document no. for application In both cases, the document number will be used for application

18 MANUAL OPplus The string will be rotated by OPplus BG and read from the fourth digit onwards -> and subsequently used in the original order -> The string will be rotated by OPplus BG and read from the fourth digit onwards -> and subsequently used in the original order -> What happens if search strings come out too short? The minimum length which will be used as search string by OPplus is four. If a search string will end up too short due to the settings in Offset and/or Length then the document number will be used as it is stated in the purpose text. Example 1 - Document number is stated with 9 digits in the purpose text Setup Offset 7 Length 0 Impact Document no. in purpose text Document no. for application As only 3 digits would remain, the document number will be used as stated. Example 2 - Document number is stated with 8 digits in the purpose text Setup Offset -5 Length 6 Impact Document no. in purpose text Document no. for application As only 4 digits would remain and the length is set to 6 digits, the document number will be used as stated. Example 3 - Document number is stated with 9 digits in the purpose text Setup Offset 5 Length 3 Impact Document no. in purpose text Document no. for application As only 5 digits would remain and the length is set to 3 digits, the document number will be used as stated. February 1,

19 Base / Association OPplus Setup Bank Import tab F ie ld Default Interface Pmt. Import Journal Nos. Pmt. Import Interface Nos. D e s c r ip t i o n This field is used to specify a default interface for bank imports via CSV port. This field is used to enter a number series to be used for the import of account statements. This field is used to enter a number series for the issue of codes to be used for import interfaces. Default Pmt. Import File This field should preferably be filled only in the company which is used to import the bank account statements. In case various companies are used, you should use different number series in this field as otherwise there might arise problems when distributing among the companies! This field is used to specify a path and file name. The contents of this field will be always considered when using the default interface during bank imports via CSV port. MT940 Import Path This field is used to enter the MT940 import path (e. g. C:\transfer\). The contents of this field will be considered when using the MT940 directory function. MT940 Backup Path MT940 File Extension On Hold Returned Direct Debit This field is used to enter the path if you want to keep the import file (e. g. C:\transfer\backup). The contents of this field will be considered when using the MT940 directory function. Here you can enter the file extension (e. g. *.sta) for the MT940 file. The contents of this field will be considered when using the MT940 directory function. If this field is filled and upon importing a return debit note is recognized then the original entry will be set to On Hold and be filled with the value from the setup (3-digit code) thus preventing that the original entry will be collected again

20 MANUAL OPplus OPplus Setup Texts tab F ie ld Text Pmt. Application Posting Text Application Posting Text Balance Posting Text Pmt. Sum Posting Text Rounding Posting Use App. Texts in Single Application D e s c r ip t i o n Here you can specify the text to be copied into the Description field of the general journal line when applying an open entry if the Payment document type is selected in the general journal line. Here you can specify the text to be copied into the Description field of the general journal line when applying an open entry if no document type (= blank) is selected in the general journal line. Here you can specify the text to be copied into the Description field of the general journal line when selecting the Balanced Application function in the Extended Application window. Here you can specify the text to be copied into the Description field of the general journal line if the "Post Pmt. Sum" option is activated [to be found on the Ext. Application tab of the OPplus Setup]. Here you can specify the text to be copied into the Description field for any rounding postings performed by the system. If this field is activated, the texts will also be used during manual application if application is performed from the Extended Application window. To set up texts, you can use the following wildcard characters: %1 the document number of the applied entry %2 the application amount %3 the payment discount amount %4 the payment discount % %5 account number %6 account name %7 external document number %8 external document number if filled, otherwise NAV-internal document number %9 regarding vendors the external document number if filled, otherwise NAV-internal document number; regarding customers always the NAV-internal document number Example: F ie ld F ie ld C o n t e n t Text Pmt. Application Posting Appl. %1,Pmt. %2./. Pmt.Disc. %3 February 1,

21 Base / Association If you use this setting, the following text would be translated when applying invoice IN1001 against a payment to the amount of by considering a payment discount amount of EUR 9.60: "Appl. IN1001,Pmt /. Pmt.Disc ". If you do not specify any texts, the names of the respective accounts will be used as posting description as it is the case in the standard application. OPplus Setup Currency tab This tab has a reference to the currency tool. For further information, please refer to Chapter OPplus Currency Tool. Base Setup Accounting Hint Texts The Accounting Hint Texts table is used for the evaluation of the purpose during bank imports. F ie ld Type Hint Text Offset Length D e s c r ip t i o n In this field, you can select the type (Customer No., Vendor No. or Document No.). This field is used to specify the abbreviations used by the customers or vendors (e. g. Cust.-No. or CN.). If this field contains a value, evaluation will be started from a specific position. In this field, you can enter the length of the document number. Prefix Here you can enter a prefix (see example 1). Suffix Here you can enter a suffix (see example 2). Example 1: account no. with a prefix Your customer numbers always start with the prefix "C" followed by a 5-digit number ("C12345"). Customers sometimes use for their payments the number indicating the prefix and in some cases without the prefix

22 MANUAL OPplus Create a line with the Account No. type. Leave the Hint Text column empty and enter the value "C" into the Prefix column: The application now tries to search for the variant including the prefix (C12345) as well as for the variant without the prefix (12345). Example 2: document no. with a suffix Your sales invoice numbers always start with 6-digit number followed by the abbreviation "SI" ("123456SI"). Some customer use the suffix and others do not. Create a line with the Document No. type. Leave the Hint Text Column empty and enter the value "SI" into the Suffix column: The application now tries to search for the variant including the suffix (123456SI) as well as for the variant without the suffix (123456). Base Setup BC Code Accounting Rules The BC Code Accounting Rules table is used for the evaluation of the purpose during bank imports. In this view, only the accounting rules for the business case code (BC code) of the bank documents are shown (which means that a predefined filter with the value 42 is set in the Field No. field). In OPplus Base, this table will be filled with values for the BC codes 004 (direct debiting), 005 (collection), 009 (charge back), 051 (transfer) and 052 (standing order) when running the Generate OPplus Setup Entries function. If the BC Code field in the import file lines has other values, the application will automatically copy them into this table as new catchwords 1. Here the Document Type field is always set to the Payment option and the Account Type field respectively to the Customer option. Here you can account for fees (e. g. PayPal import via csv-port). Setup of fees is done via the options ( Fees from CSV-Port, Amount without Fees and Reverses Sign of Fees ). Further accounting rules can be displayed by selecting Base Setup > Accounting Rules. For a description of individual fields, please refer to chapter Base Setup > Accounting Rules. You can also specify accounting rules for other fields of the bank document. If you enter another value (other than 42) in the Field No. field, the record will be filtered out by the predefined filter. However, you can display/change it by selecting Base Setup > Accounting Rules. Base Setup Accounting Rules The Accounting Rules window shows all account rules of the bank document except for those of the BC Code field which can be displayed by selecting Base Setup > BC Code Accounting Rules. The Accounting Rules table is used for the evaluation of the purpose during bank imports. February 1,

23 Base / Association Note: This graphic does not show all columns/fields -> you will find further options under Actions Edit As not all configurable fields are shown in this list view, you have to click Actions Edit to get to the corresponding Accounting Rules card. Once you have switched via Actions onto the card you can specify up to 4 lines for initial account assignment. Furthermore you might assign postings groups as well as the different shortcut dimensions. Here you might as well enter accounting rules for the Business Case Code field although the data set will not be shown due to a pre-defined filter. These data sets can be shown/edited via the menu Base Setup > Business Case Code. Accounting Rules Line 1 tab

24 MANUAL OPplus F ie ld D e s c r ip t i o n Catchword This field can be used for accounting in order to use a text key (e. g. 070 for checks) or in the purpose or in the Orderer field for an accounting proposal. Upon Pmt. Import via REMADV the accounting rules will be used to assign accounts to the deduction types. The located deduction types will be inserted in the field Catchword when importing REMADV. Catchword 2 This field can be used during accounting in addition to catchword 1. In case you have entered a partner upon importing REMADV, this partner will be entered in the field Catchword 2 giving you the possibility to have per partner equal deduction types with different accounting rules. If you have specified a value in the Catchword 2 field, accounting will only be suggested if both catchword 1 and catchword 2 exist. Import in Acc. No. Document Type Account Type Account No. Description Gen. Posting Type Gen. Bus. Posting Group Gen. Prod. Posting Group VAT Bus. Posting Group VAT Prod. Posting Group Shortcut Dim. 1 to 8 If you enter a NAV bank account number here, the accounting will only be proposed if catchword 1 (and catchword 2 if applicable) in connection with this bank account is found. Here you can select a document type for pre-accounting. Here you can specify an account type if the bank documents with this text key are generally posted by using a specific account. Here you can specify an account number if the bank documents with this text key are generally posted by using a specific account. The list which is shown when selecting the AssistButton depends on the option selected in the Account Type field: G/L Account, Customer, Vendor or Bank Account. Here you can enter a description (posting description) to be used in the accounting proposal (e.g. "Tenancy Agreement Company Smith"). The account name is used for the description of the general journal line. Here you can use wildcard characters as it is the case for recurring journals of the standard application. The following codes are available %1 Current day as name (e. g. Monday) %2 Current week as number (e. g. 47) %3 Current month as digit (e. g. 11) %4 Current month as name (e. g. November) %5 Name of the current accounting period (e. g. November) %6 Current year as number (e. g. 2007) %7 Previous month as number (e. g. 10) %8 Previous month as text %9 Previous year as number Here you enter the general posting type for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Here you enter the general business posting group for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Here you enter the general product posting group for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Here you enter the VAT business posting group for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Here you enter the VAT product posting group for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Here you enter the shortcut dimensions for the account type. In case February 1,

25 Base / Association F ie ld D e s c r ip t i o n there already is a default in the account number, the value will be inserted here accordingly. Accounting Rules Line 2 tab F e ld Document Type 2 nd Line Account Type 2 nd Line Account No. 2 nd Line B e s c h r e ibung In this field you select the document type for account assignment of the 2 nd line. Here you can specify an account type if the amount entered in the Difference Amount field in bank documents which include this key is generally to be posted on a specific account. Here you can specify an account number if the amount entered in the Difference Amount field in bank documents which include this key is generally to be posted on a specific account The system will automatically create a second line with this accounting for the bank document during the import process. The list which is shown when selecting the AssistButton depends on the option selected in the Account Type 2 field: G/L Account, Customer, Vendor, or Bank Account. Description 2 nd Line In connection with activated payback in this accounting rule, the 2 nd line will only be created if you have stated as account no. 2 nd line either G/L account or account type 2 nd line = customer and the field Account No. 2 nd Line is empty. Please find further details regarding payback in chapter Functionality, Payback (=Return Debit Note) upon Pmt. Import in Genral Journals. In this field you enter a description (posting text) which will be used in the accounting proposal (e. g. Rental Agreement Company Meyer ). The description of the journal line is taken from the account name. Here you might use wildcards (as in the reccuring journals in the NAV-standard). You might use the following wildcards:

26 MANUAL OPplus F e ld Gen. Posting Type 2 nd Line Gen. Bus. Posting Group 2 nd Line Gen. Prod. Posting Group 2 nd Line VAT Bus. Posting Group 2 nd Line VAT Prod. Posting Group 2 nd Line Amount 2 nd Line Percent from Amount 2 nd Line Reduce Amount 2 nd Line? Fields Shortcut Dim 1 to 8 nd Line B e s c h r e ibung %1 Current day as name (e. g. Monday) %2 Current week als number (e. g. 47) %3 Current month as number (e. g. 11) %4 Current month as name (e. g. November) %5 Name of current accounting period (e. g. November) %6 Current year as number (e. g. 2007) %7 Previous month as number (e. g. 10) %8 Previous month as text %9 Previous year as number Here you enter the general posting type for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Here you enter the general business posting group for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Here you enter the general product posting group for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Here you enter the VAT business posting group for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Here you enter the VAT product posting group for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. If you enter an amount in this field and the accounting rule applies, then a second journal posting line will be created where the amount including sign will be inserted. Please note the dependence to the setup of the field Reduce Amount 2 nd Line. In case this field is filled, the field Percent from Amount 2 nd Line will be set to 0.00 automatically. Via this field you can set up a percental determination oft he amount of the 2nd line. The percentage will be calculated from the amount of the original line. Please note the dependence to the setup of the field Reduce Amount 2 nd Line. In case this field is filled, the field Amount 2 nd Line will be set to 0.00 automatically. If this field is checked, then the original amount of the 1 st line will be reduced by the amount of the field Amount 2 nd Line. Here you enter the shortcut dimensions for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. February 1,

27 Base / Association Accounting Rules Line 3 tab F ie ld Document Type 3 rd Line Account Type 3 rd Line Account No. 3 rd Line D e s c r ip t i o n In this field you select the document type for account assignment of the 3 rd line. Here you can specify an account type if the amount entered in the Difference Amount field in bank documents which include this key is generally to be posted on a specific account. Here you can specify an account number if the amount entered in the Difference Amount field in bank documents which include this key is generally to be posted on a specific account The system will automatically create a second line with this accounting for the bank document during the import process. The list which is shown when selecting the AssistButton depends on the option selected in the Account Type 2 field: G/L Account, Customer, Vendor, or Bank Account. Description 3 rd Line Gen. Posting Type 3 rd Line Gen. Bus. Posting Group 3 rd Line Gen. Prod. Posting Group 3 rd Line In this field you enter a description (posting text) which will be used in the accounting proposal (e. g. Rental Agreement Company Meyer ). The description of the journal line is taken from the account name. Here you might use wildcards (as in the reccuring journals in the NAV-standard). You might use the following wildcards: %1 Current day as name (e. g. Monday) %2 Current week als number (e. g. 47) %3 Current month as number (e. g. 11) %4 Current month as name (e. g. November) %5 Name of current accounting period (e. g. November) %6 Current year as number (e. g. 2007) %7 Previous month as number (e. g. 10) %8 Previous month as text %9 Previous year as number Here you enter the general posting type for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Here you enter the general business posting group for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Here you enter the general product posting group for the account type. In case there already is a default in the account number, the

28 MANUAL OPplus F ie ld D e s c r ip t i o n value will be inserted here accordingly. VAT Bus. Posting Group 3 rd Line VAT Prod. Posting Group 3 rd Line Amount 3 rd Line Percent from Amount 3 rd Line Here you enter the VAT business posting group for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Here you enter the VAT product posting group for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. If you enter an amount in this field and the accounting rule applies, then a second journal posting line will be created where the amount including sign will be inserted. Please note the dependence to the setup of the Reduce Amount 3 rd Line field. In case this field is filled, the field Percent from Amount 3 rd Line will be set to 0.00 automatically. In case this field is filled, the Amount 3 rd Line field will be set to 0.00 automatically. Via this field you can set up a percental determination of the amount of the 3 rd line. The base for the calculation is defined in the Basis of Percent Calculating field. Please note the dependence to the setup of the Reduce Amount 3 rd Line field. Reduce Amount 3 rd Line? Basis of Percent Calculating 3 rd Line Fields Shortcut Dim 1 to 8 3 rd Line If this field is checked, then the original amount of the 1 st line will be reduced by the amount of the Amount 3 rd Line field. Reduced Amount: In case previous lines have already reduced the original amount. Orig. Amount: Calculated from the original amount Here you enter the shortcut dimensions for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Accounting Rules Line 4 tab F ie ld Document Type 4 th Line Account Type 4 th Line D e s c r ip t i o n In this field you select the document type for account assignment of the 4 th line. Here you can specify an account type if the amount entered in the Difference Amount field in bank documents which include this key is February 1,

29 Base / Association F ie ld Account No. 4 th Line D e s c r ip t i o n generally to be posted on a specific account. Here you can specify an account number if the amount entered in the Difference Amount field in bank documents which include this key is generally to be posted on a specific account The system will automatically create a second line with this accounting for the bank document during the import process. The list which is shown when selecting the AssistButton depends on the option selected in the Account Type 2 field: G/L Account, Customer, Vendor, or Bank Account. Description 4 th Line Gen. Posting Type 4 th Line Gen. Bus. Posting Group 4 th Line Gen. Prod. Posting Group 4 th Line VAT Bus. Posting Group 4 th Line VAT Prod. Posting Group 4 th Line Amount 4 th Line Percent from Amount 4 th Line In this field you enter a description (posting text) which will be used in the accounting proposal (e. g. Rental Agreement Company Meyer ). The description of the journal line is taken from the account name. Here you might use wildcards (as in the reccuring journals in the NAV-standard). You might use the following wildcards: %1 Current day as name (e. g. Monday) %2 Current week als number (e. g. 47) %3 Current month as number (e. g. 11) %4 Current month as name (e. g. November) %5 Name of current accounting period (e. g. November) %6 Current year as number (e. g. 2007) %7 Previous month as number (e. g. 10) %8 Previous month as text %9 Previous year as number Here you enter the general posting type for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Here you enter the general business posting group for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Here you enter the general product posting group for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Here you enter the VAT business posting group for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Here you enter the VAT product posting group for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. If you enter an amount in this field and the accounting rule applies, then a second journal posting line will be created where the amount including sign will be inserted. Please note the dependence to the setup of the Reduce Amount 4th Line field. In case this field is filled, the Percent from Amount 4 th Line field will be set to 0.00 automatically. In case this field is filled, the Amount 4 th Line fieldwill be set to 0.00 automatically. Via this field you can set up a percental determination of the amount of the 4 th line. The base for the calculation is defined in the Basis of Percent Calculating field. Please note the dependence to the setup of the Reduce Amount 4 th Line field. Reduce Amount 4 th Line? If this field is checked, then the original amount of the 1 st line will be reduced by the amount of the Amount 4 th Line field

30 MANUAL OPplus F ie ld Basis of Percent Calculating 4 th Line Fields Shortcut Dim 1 to 8 4 th Line D e s c r ip t i o n Reduced Amount: In case previous lines have already reduced the original amount. Orig. Amount: Calculated from the original amount Here you enter the shortcut dimensions for the account type. In case there already is a default in the account number, the value will be inserted here accordingly. Accounting Rules Options tab F e ld Disable Import B e s c h r e ibung Activate this field if you do not want to import bank account statements with this kind of text code. For example for payments (checks, transfers) which have been already posted directly to the bank account. Disable Application Check only Account Type Transfer Posting Amount Filter If this field is checked, then account assigment will be carried out but potential application will not be carried out. If this field is checked, then automatic application upon importing is only carried out for accounts of the preset account type. Regarding the cooperation of OPplus and the german payment Add- On-modul the transfer posting functionality has been enhanced. If you set up an accounting rule on a bank account which is marked for transfer posting this will result in a two-line posting where the first line is not marked as transfer posting and the second line is marked as transfer posting. Here you can define for which amount the application rule should apply. You have the following options: Blank - this rule applies for positive and negative amounts. That is the default. Positive - this rule applies only if the amount of the Pmt. Import Line is positive. Negative - this rule applies only if the amount of the Pmt. Import Line is negative. Analyze Amount If this field is checked, then the accounting rule applies only if the payment amount matches this field. February 1,

31 Base / Association F e ld BC Code Filter Factor Fees from CSV-Port Amount without Fees Draw Sign of Fees Payback Abbreviations Charges Field Separator Decimal Separator Charges Mark as Finished Mark as Discount in REMADV B e s c h r e ibung If you enter a value in this field, then the accounting rule applies only for import lines which contain this BC Code Filter. Factor can be used e. g. to switch signs (as in csv-ports). This applies according to the setup per BC-Code/Accounting Rule when the import data contains only absolute values and has to be transformed into positive or negative values according to BC-Code. If this field is checked, then the value of the Fees column from the Pmt. Import Line is being used as amount for the new fee posting journal line. Fee lines with an amount of zero will not be displayed. If the field is not checked, then the amount from the BC-Code Accounting Rule will be taken. If this field is checked, then the amount will be transferred without changes from the Pmt. Import Line. If this field is not checked, than the amount will be reduced by the fees. If this field is checked, then the sign of the transferred amount will be reversed. If this field is checked, then you may use the customer payback function with this accounting rule. Please find more details in chapter Functionality Payback (= Return Debit Note) upon Pmt. Import in General Journals. In case you want to create a 2 nd line for an amount of the fees which are stated in the purpose text (e. g. paybacks, payments in foreign currency) you can enter the abbreviations which your bank uses to list these charges in the purpose text. Various abbreviations are to be separated by semicolon (example: CHA;CHARGE;CHARGES). The system will analyze the purpose text, identify the amount of the third party charges and insert this amount in the 2 nd line. As a prerequisite the Account No. 2 nd Line field in the accounting rule has to be filled. Please find further details regarding this field in chapter Functionality Payback (= Return Debit Note) upon Pmt. Import in General Journals. This field is connected to the previous field Abbreviations Charges. Here you enter the field separator your bank uses as a field separator in the purpose texts of the import line. This field is connected to the previous field Abbreviations Charges. In this field, you select the decimal separator comma or period. The default is set to comma. If this field is checked, then the application status is set to Finished instead of Automatic if this accounting rule applies. If this field is activated, then upon importing REMADV the corresponding import line will be processed as discount with this accounting rule. Base Setup Customer Card You can open the customer card in the edit mode from the customer list by pressing CTRL+SHIFT+E. If you use the Base module, the customer card will be supplemented by the OPplus tab:

32 MANUAL OPplus F ie ld Association No. Association Sort Code Preferred Bank Account Default Charges Min. Pos. Payment Note Limit Lines per Head Skip Bank Account in Bank Import Disable Auto Application D e s c r ip t i o n In this field, you can enter the number of the customer association the customer belongs to. To see the available association numbers, click the AssistButton to the right of the field. For more information on how to set up an association, please refer to chapter Base Setup Association. This field is associated with the Association No. field. Here you can optionally enter an association key to be sorted later on in the Extended Application window. Here you can enter the bank account to be used for the OPplus Payments area. To see the customer's bank accounts, click the AssistButton to the right of the field. This field is used by the OPplus Payment module. Here you can enter the number of entries from which a payment note is to be created. This field is set to zero by default. If you leave this field empty (value zero), the application will consider the settings of the OPplus Payment Setup window. This field is used by the OPplus Payment module. This field indicates if imported bank accounts are automatically considered or skipped for this customer. This field is deactivated by default. This field shows if automatic application is disabled or not. This field is deactivated by default. February 1,

33 Base / Association Base Setup Vendor Card You can open the vendor card in the edit mode from the vendor list by pressing CTRL+SHIFT+E. If you use the Base module, the vendor card will be supplemented by the OPplus tab. F ie ld Association No. Association Sort Code Preferred Bank Account Default Charges Min. Pos. Payment Note Limit Lines per Head Skip Bank Account in Bank Import Disable Auto Application D e s c r ip t i o n In this field, you can enter the number of the vendor association the vendor belongs to. To see the available association numbers, click the AssistButton to the right of the field. For more information on how to set up an association, please refer to chapter Base Setup Association. This field is associated with the Association No. field. Here you can optionally enter an association key to be sorted later on in the Extended Application window. Here you can enter the bank account to be used for the OPplus Payments area. To see the vendor's bank accounts, click the AssistButton to the right of the field. This field is used by the OPplus Payment module. Here you can enter the number of entries from which a payment note is to be created. This field is set to zero by default. If you leave this field empty (value zero), the application will consider the settings of the OPplus Payment Setup window. This field is used by the OPplus Payment module. This field indicates if imported bank accounts are automatically considered or skipped for this vendor. This field is deactivated by default. This field shows if automatic application is disabled or not. This field is deactivated by default. Base Setup Bank Accounts By selecting this menu item, you can open the bank account list which represents the same object form which is available in the Financial Management area of the standard application

34 MANUAL OPplus Base Setup Ext. Customer Bank Accounts With the OPplus Base module, the following options are available for the customer bank account: Blocking bank account for the import Blocking Bank Account for the Import In some cases, it might be useful to block a customer bank account for the import. Cash deposits, for example, are always performed by using the same orderer bank account. In order to avoid that a wrong bank account number is suggested by the system (which might be the bank account of the first customer who has made a cash deposit by using OPplus), this account needs to be blocked for the bank import. To block a customer's bank account for the import, click Base Setup Ext. Customer Bank Accounts. The Ext. Customer Bank Account List appears. You can now block the selected bank account by selecting the Blocked for Import menu item from the Bank Acc. menu button: If you block a customer's bank account for the import, the Name field will be overwritten by the text "Blocked for BI" followed by the current date, e. g. "Blocked for BI ". By selecting the List Blocked Accounts menu item via the Bank Acc. menu button, you can open the list of all blocked customer bank accounts: February 1,

35 Base / Association If you have blocked a customer bank account for the import, it can no longer be unblocked. In such cases, you must create a new bank account. When running the Generate OPplus Setup Entries function the first time, your own bank accounts will be automatically blocked for the import. To see your own blocked bank accounts, they will be listed in the beginning of the Ext. Customer Bank Account List window. Base Setup Ext. Vendor Bank Accounts With the OPplus Base module, the following options are available for the vendor bank account: Blocking bank account for the import Blocking Vendor Bank Account for the Import To block a vendor's bank account for the import, click Base Setup Ext. Vendor Bank Accounts. The Ext. Vendor Bank Account List appears. You can now block the selected bank account by selecting the Blocked for Import menu item from the Bank Acc. menu button:

36 MANUAL OPplus If you block a vendor's bank account for the import, the Name field will be overwritten by the text "Blocked for BI" followed by the current date, e. g. "Blocked for BI ". By selecting the List Blocked Accounts menu item via the Bank Acc. menu button, you can open the list of all blocked vendor bank accounts: If you have blocked a vendor bank account for the import, it can no longer be unblocked. In such cases, you must create a new bank account. When running the Generate OPplus Setup Entries function the first time, your own bank accounts will be automatically blocked for the import. To see your own blocked bank accounts, they will be listed in the beginning of the Ext. Vendor Bank Account List window. Base Setup Ext. General Journal Templates Ext. General Journal Templates The following OPplus General Journal Templates are created by the initial setup [see chapter OPplus Setup OPplus button Generate OPplus Setup Entries]: CASH Cash Book Journal The CASH Gen. Journal Template is assigned to the Base Cash Book Journal menu item. For more information on the cash book journal functionality, please refer to chapter Base module CASH BOOK JOURNAL functionality. CHECK Check Receipt Journal The CHECK Gen. Journal Template is assigned to the Base Check Receipt Journal menu item. For more information on the check receipt journal functionality, please refer to chapter Base module CHECK RECEIPT JOURNAL functionality. CR-EXT Ext. Cash Receipt Journal The CR-EXT Gen. Journal Template is assigned to the Base Ext. Cash Receipt Journal menu item. The bank import, the extended application and the comfortable application are available via this general journal template. For more information on the extended cash receipt functionality, please refer to chapter Base Ext. Cash Receipt Journal (journal functionalities). PM-EXT Ext. Payment Journal The PM-EXT Gen. Journal Template is part of the OPplus Payments module. February 1,

37 Base / Association To view the new general journal templates, click Base Setup Ext. General Journal Templates: The OPplus General Journal Templates are preset to the Extended application method. The Extended application method defines that the Apply Entries window is opened in the general journal via the Apply Entries function. You should not set the standard payment journals to the Extended application method since the options available in the extended application for the payment discount area are not used in the standard application. By selecting the Template button, you can open the list of associated general journal batches for the respective template. Ext. General Journal Templates Template button Batches You can set up the following parameters for each extended general journal batch: Show Purpose Place a check mark in this field if you want to show the purposes in the Extended Application window. Suppress Balance Posting If you leave the Extended Application window by clicking OK even though a balance exists between the assigned invoices and the payment, the difference will be copied into a new general journal line. If you not want suppress this behaviour, place a check mark in this field. No. of Filled Lines This field shows the number of the journal lines which have a filled Description field. Test Balance in Application If you leave the Extended Application window by clicking OK even though a balance exists between the assigned invoices and the payment, you must first confirm the difference (provided that this field contains a check mark) before you can leave the application. Test Pmt. Discount Date Here you can define the presetting for the "Pmt. Discount Date" field in the Extended Application window. Irrespective of the setting used during the application, the "Pmt. Discount Date" field will be filled with this preset field each time you perform application. Keep Pmt. Discount Difference Here you can define the presetting for the "Pmt. Disc. Difference" field in the Extended Application window. Irrespective of the setting used during the application, the "Pmt. Disc. Difference" field will be filled with this preset field each time you perform application. Test Pmt.Discount Date vs. Doc.Date The payment discount date is normally checked against the payment's posting date which in general equals the

38 MANUAL OPplus payment's posting date. If the dates are not equal and you want the system to check the payment discount date against the document date, place a check mark in this field. February 1,

39 Base / Association Base Setup Pmt. Import Interface The Pmt. Import Interface window is used for the relation between accounts in external files (account statements and remittance advices) and the accounts in your system. For this, is not necessarily required that these are bank accounts. The import of statements with more than 512 characters in the Purpose field is supported in OPplus. Here you can determine the accounts to be imported for a specific company. Furthermore, it can be determined which (bank) account to use to assign postings as well as the general journal to use (if applicable) for further processing. If you import data including bank data which are not yet available in this table, the system will automatically create a new line for each found combination of bank ID, account ID and currency ID during the Pmt. Import via CSV as well as during the Pmt. Import via MT940. For this, it is required that a number series is specified in the Pmt. Import Interface Nos. field on the Bank Import tab of the OPplus Setup window. Any further mandatory fields must be filled manually. The system will only import the amounts of those accounts into the Pmt. Import Lines window which have a value in the "Import to Company" field in the Pmt. Import Interface window. If possible, the import interfaces will be automatically supplied with the corresponding bank accounts of each company during the first batch import of MT940 files. Note: The graphic does not show all columns/fields. F ie ld Code New Import to Company D e s c r ip t i o n During the import process, the system automatically creates a new Pmt. Import Interface in the import file for each new bank account. The Code field is automatically filled based on the number series specified for the Pmt. Import Interface Nos. The Code field can also be specified or modified manually provided that a unique numbering is used. This is a marker for an interface which is not released yet. If a new interface is created via the import, it will be marked as "New". This field can be modified manually or by setting up a company. Here you can enter the company for which you want to import the payment data. In this field, you can only enter values from the Company table. To see the available values, click the AssistButton to the

40 MANUAL OPplus F ie ld D e s c r ip t i o n right of the field. If you enter a value into this field, the local currency code must be set up in the respective company. Otherwise, the system will show an error message, since this value is a prerequisite for the import of payment files. Interface Bank-ID Interface Currency-ID Interface Account No. Import to Account Type Import to Account No. Imported as If you leave this field empty, the selected account will be ignored during the import. Furthermore, the account will not be considered when the import interfaces are checked. This field is used to identify a bank: For the interface it is irrelevant if this is done by indicating a regular bank code number, a BIC or the like. You can also leave this field empty. In order to identify an account in an external payment information file (statement, remittance advice), a unique combination of account, bank and currency is required (at least the account must be specified). This field is used to enter the currency code of the external account. The value must correspond to the currency code included in the external file (e. g. EUR for euro, USD for US dollar). This field is used to identify account numbers in external files. Here you can select the account type to use for pre-accounting payment information of the selected import interface when performing the import into a general journal. The following options are available: G/L Account, Customer, Vendor, and Bank Account. Here you can select the account number to use for pre-accounting payment information of the selected import interface when performing the import into a general journal. The list which is shown when selecting the AssistButton depends on the option selected in the Account Type field: G/L Account, Customer, Vendor, or Bank Account The lookup in the Import to Account No. field is always performed for the respective company specified in the Import to Company field. If you change the entry in the Import to Company field, the contents of the Import to Account No. will be removed. This field is used to determine whether the account should be imported as account or as balancing account into the general journal lines being defined as import in account number in the import interface. Please keep in mind that the selection has an effect on whether the amounts are shown as positive or negative figures in the journal. If the import in account is written into the Account No. field, and e. g. the person account (customer/vendor) thus is written into the Bal. Account field, the effect that the posting description is changed when changing the balancing account will be suppressed. If the import in account is imported into the Bal. Account field and the accounting of the Account No. field is changed, the existing posting description will NOT be overwritten by the respective account name as it is the case for the standard application. Prefix Document No. Here you can enter a prefix to be used to generate a document number during the import of bank documents into the posting line according to the following pattern: document no. prefix + statement no. + statement line no If you enter the prefix document number in a descriptive way (e.g. by indicating the year or information on the bank), you can later on see at a glance the statement where the payment can be found. Example : Entry in "Prefix Document No." field: SPK10- February 1,

41 Base / Association F ie ld Last Statement No. Import to Journal Template Name Import to Journal Batch Name Fill Description with D e s c r ip t i o n Generated Doc. No.: SPK Corresponds to line 7 on statement no. 016at the Sparkasse in 2010 This field shows the last statement number which was used by the selected interface. This field is used to determine the journal template to be used to further process the selected interface. To see the available values, click the lookup button to the right of the field. This field is used to determine the journal batch to be used to further process the selected interface. To see the available values, click the lookup button to the right of the field. The list which is shown by selecting the AssistButton depends on the journal template specified in the Import to Journal Template Name field. Here you can determine the payment import line information to be used to fill in the Description field in the general journal line. The following options are available: One Bal. Account per Register Disable Auto Application Import via MT940 Process 940b Files Delete Entries after Posting Treat as Bank Statement Mark MT942 as Statement Import Interim Entries Unstructured Purposes Convert ANSI to ASCII Blank (the Description field will be filled with the name of the specified account number as it is the case in the standard application) Orderer Posting Description Purpose One Bal. Account per Register means that the balance account will not be entered into each line during the payment import, but as an offsetting posting in the last line. This feature is often used for the import of payment advices. You can use the "Disable Auto Application" if you want to import entries to be accepted from the payment import entries without making use of application routines. The system will place a check mark in this field if the import of statements was done by using interface MT940. If you place a check mark in this field, the import will be processed as MT940b file. In general, this file is read by the Business Line application and has another name syntax (".zus" suffix) than MT940 files. The Delete Entries after Posting field is used to delete the payment import entries after posting. If you use the Treat as Bank Statement field, the imported payments will be treated as bank statements as it is the case for the standard application. This way, the Navision standard bank statement application is simulated. The Mark as MT942 as Statement field is used to indicate if there are any interim files which you want to import. The Import Interim Entries field is used to indicate if you want to process these interim entries as real payment entries. This field only refers to statements of the MT940 format: Although the system is normally able to determine based on the import file if the purpose lines are structured or unstructured. However in some cases, the result may be unsatisfying. In this case, you have the option to improve evaluation by activating the Unstructured Purposes field. Here you can indicate whether you want the system to convert the external file from the Windows character format (ANSI) into the

42 MANUAL OPplus F ie ld Check Payment Sign D e s c r ip t i o n application's character format (ASCII) or not. This field turns off the accumulation of invoices and credit memos in order to consider them individually. Example for this functionality: A customer has an open invoice (doc. no ) to the amount of 100 and an open credit memo (doc. no ) to the amount of 20. If the amount of 80 is transferred in the payment file with the doc. no , the system will automatically balance both entries. If two records are transferred in the payment file for each entry, automatic balancing will not work in OPplus since the accumulated amount of doc. no is 80, and not 100 (invoice) or 20 (credit memo). In this case, the "Check Sign" field in the payment import interface makes sure the accumulation of invoices and credit notes is switched off to consider the documents individually. In the example above, the system will first balance the invoice to the amount of 100 and then the credit memo to the amount 20. Problems may arise if the bank statements which are distributed across multiple companies are imported using the company which appears above the standard import company in the company list: If you open another company which has lines which still need to be processed, the system will browse each company for the associated interface to get the required information. Due to the fact that numbering is always started from the beginning, the interface of the "wrong" company will be used so that the system will consequently will display error messages. You may use only one company to provide and set up with interfaces. Base Setup Pmt. Import Directories The payment import directories are used to specify the import directories for the different payment import file types. The following file types can be imported using a batch job: MT940 CSV Port CREMUL BESR REMADV Credit Card February 1,

43 Base / Association F ie ld File Type Directory D e s c r ip t i o n This field is used to select the file type to be used to import the batch job. This field is used to indicate the directory to be imported (the complete file path is required). It is important to use a backslash \ at the end of the file path. You should also make sure that the user has been assigned the permissions to read and write on server folders and files. Backup Path The imported files will be backed up in the directory specified in this field after having successfully processed them. It is important to use a backslash \ at the end of the file path. You should also make sure that the user has been assigned the permissions to read and write on server folders and files. File Filter If a directory contains multiple files, you can place a filter on the file extension. For example, this makes sense for MT940 since these are always saved as STA files. By typing "*. STA", you can specify that only files with the STA extension are imported. CSV Port If you want to use a CSV port for the import, you can specify here the CSV port previously set up. The window also contains features which allow the import of a directory. To import a directory using a batch job, place the cursor on the desired record and click Import Directory

44 MANUAL OPplus February 1,

45 Base / Association Furthermore, it is possible to restore a directory which has been previously imported. Here, the imported files are taken from the backup directory and copied back into the original directory. To do this, select the "Restore Directory" feature. If you select the Restore Directory feature, all objects included in the backup directory will be restored, irrespective of the import date and import time. Example for the use of the Restore Directroy feature: This feature is useful, for example, if you use a CSV port to import payments. It may happen that no account numbers are transferred via the interface. The CSV port is therefore used to define a default value. After having imported multiple files, the system will identify that numbers have been transposed during setup. The system will correct the transposed numbers as well as restore and re-import the directory. To import all set up directories, select the Import All button. The directories will be imported one after another and saved in the backup directory. If interfaces are created the first time, the New field in the Payment Import Interface will be set to Yes. If interfaces already exist which contain the New marker, the import cannot be started

46 MANUAL OPplus Base Setup CSV Port Card This chapter is addressed to the technical department of your company. The interfaces to external text files in the.csv format are maintained in the CSV Port Card. When selecting the menu item, the CSV Port Card window opens which consists of a header and the associated lines. With OPplus, you already have access to the following predefined standard bank interfaces: MULTI- CASH, SFIRM-I and SFIRM-II. CSV Port Card General tab To create a new CSV Port, place the cursor into the header and insert a new record (F3). Alternatively, you can create a new record directly from the list. F ie ld Code Description Filename D e s c r ip t i o n This field contains a unique code for the CSV port. You must fill in this field before you can specify the remaining fields of this window. This field is used to enter a description for the CSV port. It can consist of up to 50 characters. Here you must enter the complete path and file name of the file to process. To select an existing file, click the AssistButton to the right of the field. It is mandatory to fill in this field on the CSV port you want to use as standard interface. You can also use wildcards in the CSV import card. For this, you must select the respective import file when performing import. Example: Direction This field is used to specify whether it is an import or export interface. This setting has an impact on other fields of the CSV card which will then be activated and/or deactivated. February 1,

47 Base / Association F ie ld BankImport Table Sort by Key Delete Import File Text Format external File Separator Delimiter Fixed Col. Pos. Length of Line Update Logfile Just Log Last Import/Export D e s c r ip t i o n If you place a check mark in this field, the interface will be connected with the payment import file. The imported data are always imported into the Payment Entries table. If activated, make sure that at least the Bank-ID, Account-ID and Currency-ID fields are specified. This field is used to enter the table number of the NAV database to be read or processed by the current interface. To see the available values, click the lookup button to the right of the field. This field is only active for the EXPORT dicrection and defines the export sorting. To see the available keys for the selected table, click the AssistButton to the right of the field. You can use this field to indicate if you want the system to delete the import file (e.g. sales.txt) after the import or not. Following options are available: Ask After having imported the file, a dialog box appears asking you if you want to delete the file. Yes If you select this option, the file will be deleted after the import. A dialog box does not appear. No If you select this option, the file will be deleted after the import. A dialog box does not appear. This field is used to specify the text format of the target and/or source file: NAV (ASCII) or Windows (ANSI). This field is used to specify the separator of the target and/or source file. If you leave this field empty, the tab character will be used. Import: This field is used to determine whether to include field contents in delimiters. The following options are available: <none> = no delimiters = double = single Export: Any field contents which contain characters defined as separators are always placed into double quotes. If you place a check mark in this field, you can enter a value into the Length of Line field. This field is only activated if the Fixed Col. Pos. = Yes. The fixed value can be entered here. This field specified if the imports and/or exports performed via the selected interface shall be logged. This field has no impact on the processing of statements and payment advices. These are automatically logged in the payment register. This field is only activated if Update Logfile = Yes. If you place a check in this field, only the last import/export will be logged in the CSV log file. CSV Port Card Import tab This tab is only visible if the Import direction is selected

48 MANUAL OPplus F ie ld Skip Existing Records Execute OnModify/OnValidate Triggers Skip Lines Drop Lines Amounts Decimal Separator Thousands Separator Date Format Filterstring Use Filter to exclude D e s c r ip t i o n This field is only activated if the IMPORT direction has been selected. If you place a check mark in this field, all lines which already exist having the same value in the target table will be skipped during import. This field is only activated if the IMPORT direction has been selected. This field determines if sentences shall be validated according to the rules of the underlying table when they are entered or modified. This field is only relevant for imports. This field is used to specify the number of lines to be skipped at the beginning of an import file. This field is only relevant for imports This field is used to specify the number of lines to be dropped at the end of an import file. The value of numeric fields can be considered during imports and exports in the following ways: As Saved = as found in the file/table Absolute = absolute values Change Sign = using opposite sign Here you can enter the decimal separator. The default value is a comma (,). Here you can enter the thousands separator. The default value is a full stop (.). Here you can enter the date format of the source file by using the placeholders d, m, and y. In the CSV port, you can place a filter on lines which include specific text strings During the import, the text of the entire line will be checked. Depending on the Use Filter to exclude field, the line will be imported or not. During the import, the system will check if the line includes the filtered text. If the text is found, the line will be imported. If the Use Filter to exclude has a check mark, this line will not be ignored during the import. February 1,

49 Base / Association CSV Port Card Export tab This tab is only visible if the Export direction is selected. F ie ld Export Field Names Date Format Decimals Format Zero as Empty String Format Bool. Fields Bool. Fields Case D e s c r ip t i o n This field is only activated if the EXPORT direction has been selected. If this field contains a check mark, the filed names will be exported in the first line of the export file. This field is only relevant for exports. Here you can enter a valid format string for the output of date fields. This value can be modified separately for each defined field. This field is only relevant for the export. Here you can enter a valid format string for the output of decimal fields. This value can be modified separately for each defined field. This field is only relevant for exports. If this field is activated, the number fields with the value zero will be shown as an empty string and not with the character "0". This field is only relevant for exports. Here you can specify the output of bool. fields. The following options are available: "'ja/nein", "yes/no", "wahr/falsch", "true/false" and "0/1 This field is only relevant for exports. This field determines the display of the values selected in the Format Bool. Fields (upper or lower case). The following options are available: lower ("yes/no") upper ("YES/NO") mixed ("Yes/No") Case of Text Fields This field determines the display of text fields/columns. The following options are available: as saved (as found in the table or file) lowercase uppercase You can change this value for individual columns/fields by selecting the Field List menu item via the Function button. Amounts The value of numeric fields can be considered during imports and exports in the following ways: As Saved, (= as found in the file/table) Absolute (=absolute values) Change Sign (=using opposite sign)

50 MANUAL OPplus F ie ld Decimal Separator Thousands Separator D e s c r ip t i o n Here you can enter the decimal separator. The default value is a comma (,). Here you can enter the thousands separator. The default value is a full stop (.). CSV Port Card CSV Port Line Fields Note: The graphic does not show all columns/fields. F ie ld Column D e s c r ip t i o n Here you can enter the position of the selected field in the line of the export/import file (the respective column number). By default, the column numbers are multiplied by a factor of 10 in order to allow the user to manually arrange them later on (if applicable). Make sure during imports that the sequence of columns is not changed. Process only Field No. Field Name Don t Validate Filter Description Import: This column exists in the file, but will be skipped during the import. Export: This field will not be considered during exports. This field is used to enter the number of the input/output field. To see the available values, click the lookup button to the right of the field. The list which is shown depends on the table selected in the Table field in the CSV Card header. This field shows the name of the selected field. This field is only for informational purposes and cannot be modified. If this field contains a check mark, the value in NAV will be imported without validate. This field is only relevant for the export. Here you can specify a filter for the selected field according to the underlying rules of the application. This field is used to enter an optional description for the input February 1,

51 Base / Association F ie ld Formatstring/Fixtext Prefix Suffix Length of Line D e s c r ip t i o n and/or output columns. If you import a file by using the Read and Test File menu item via the Function button, the first values found in the first line will be entered here: This can be useful for the assignment of the respective table fields especially when they have significant column headings. Import: The selected field will be consistently filled with the character string specified in this field (if applicable). Export: Here you can specify the formatting for the selected field according to the underlying rules of the application. This field is only relevant for exports. Here you can enter a fix character string to be displayed in front of the actual field content. For example, if you enter the value Cust. No. and the field content is 4711, the value Cust. No.4711 will appear. To make sure that the value Cust. No is shown, you need to place a check mark in the Space before field. For detailed information, please refer to chapter CSV Port Card Functions button. This field is only relevant for exports. Here you can enter a fix character string to be displayed after the actual field content. For example, if you enter the value EUR and the field content is 22.54, the value 22.54EUR will appear. To make sure that the value EUR is shown, you need to place a check mark in the Space after field. For detailed information, please refer to chapter CSV Port Card Functions button. This field is used for the calculation of the output line's length. The contents of this field cannot be modified. If required, the user can make further specifications for each line by selecting the Function button Field List menu item. For more information, please refer to chapter CSV Port Card Function button. CSV Port Card Line button Mapping In the CSV port, it is possible to perform mapping in order to map the existing values of the source file (old values) to the new values during the import. This can be used, for example, for cost centers

52 MANUAL OPplus CSV Port Card CSV Port button List You can use this menu item to display a list of all objects in the current window. CSV Log File By using this function, you can show the actions logged for the CSV port if the imported data do not represent a bank import. Actions of the CSV port (unequal bank import/remittance advice) are only logged if the Update LogFile field on the Options tab of the CSV Port Card window is activated. Pmt. Import Register By selecting this function, you can open the logged CSV actions if the imported data represent a bank import. Copy If you select this function, the system will create an identical copy of the active CSV port with the supplement "+". For example, if you copy the "Multicash" port, the system will create a new port with the code "Multicash+". Export CSV Port By selecting this function, you can export the CSV Port master data into a file. February 1,

53 Base / Association CSV Port Card Functions button Preview Only availabe for imports. The preview is particularly useful when defining a port with fix field positions which otherwise can be time-consuming. To display the preview, we use the standard form 8626 Migration Records until further notice. Please note that this form will show the fields in the sequence of the table definition, not in the sequence which has been defined for the CSV port. Please also note that the Invalid column in this context has no impact and that the Migration button has no function. In the worst case, a runtime error may occur without any major consequences. Import / Export By selecting this function, the import/export will be performed based on the specified direction. Fields/Columns All active placing the Process only field for all lines to NO Mark all columns processing only placing the Process only field or all lines to YES Validate All Columns placing the Don t validate field for all lines to NO Validate No Column placing the Don t validate field for all lines to YES Col. Nos. 1,2,3 numbering the Column field starting with 1. The shown sorting will remain. Col. Nos. 10,20,30 numbering the Column field starting with 10. The shown sorting will remain

54 MANUAL OPplus Fields/Columns New The menu options of the Fields/Columns New menu can be used to rebuild the definition of the fields/columns for the CSV port. Rebuild From Table inserting a line for each field of the selected table Rebuild From File testing the file and creating a line for each column found Tip: If you have a large table definition and the import file has only a few columns, it is recommended to use the Fields/Columns -> Mark all columns processing only and then to activate the desired fields. Rebuild User Defined creating 5, 10, or 20 columns using the default settings Fields/Columns Add The menu options of the Fields/Columns Add menu can be used to add additional fields/columns to existing definitions. The single menu options correspond to the menu options of the Fields/Columns New menu. From Table Append From File Append User Defined Columns February 1,

55 Base / Association CSV Port Card CSV Port Line The following additional fields are available on the CSV Port Line window: F ie ld Formatstring Text before D e s c r ip t i o n Import: The selected field will be consistently filled with the character string specified in this field (if applicable). Export: Here you can specify the formatting for the selected field according to the underlying rules of the application. This field is only relevant for the export. This field is used to enter a fix character string to appear before the actual field content. For example, the value "Customer number" with the field content "4711" is shown as "CustomerNumber4711". In order to show the correct result "CustomerNumber 4711", the user must additionally activate the "Space before" field. This field is included on the CSV Port Card window which was already explained in chapter CSV Port Card line fields. Space before Text after This field is only relevant for the export. This field is used to specify a space between the actual field content and the "Text before" character string in order to show, for example, "Cust.No. 4711" instead of "Cust.No.4711". This field is only relevant for the export. This field is used to enter a fix character string to appear in addition to the actual field content. For example, the value "EUR" with the field content "22.54" is shown as "22.54EUR". In order to show the correct result "22.54 EUR", the user must additionally activate the "Space after" field. This field is included on the CSV Port Card window which was already explained in chapter CSV Port Card line fields

56 MANUAL OPplus F ie ld Space after Amounts Inc/Dec Factor Column Width Padding Padding Char Drop Left Drop Right Case of Text Fields D e s c r ip t i o n This field is only relevant for the export. This field is used to specify a space between the actual field content and the "Text after" character string in order to show, for example, "22.54 EUR" instead of "22.54EUR". Amount field can be considered in the following three ways: As Saved (amount will be inherited as shown in the file or table) Absolute (amount will be considered unsigned) Change Sign (the sign of the amount will be inverted) The amount in this field will be increased or decreased by adding or subtracting the specified amount. The amount in this field will be multiplied with the specified value. This field is only relevant for the export. Here you can specify the maximum output width for the selected field. Any associated formatting (e. g. "Text before", "Text after") will be considered, except for field delimiters or separators. If you have specified the Column Width field, you can determine here to show the column on the left or right side with the pad character specified in the Padding Char field. If the field content exceeds the value specified in the Column Width field, it will be abbreviated at the respective position. If you have specified that the selected column appears on the left or right side, you can enter any pad character here. It only makes sense to fill in this field if you have entered a value into the Column Width field. This field specifies the number of characters to drop from left. Example: If the entered value is "3" and the field content is "Cust. 4711", you will get "4711". This field specifies the number of characters to drop from right. Example: If the entered value is "3" and the field content "200.22EUR", you will get "200.22". This field determines the display of text fields/columns. The following options are available: as saved (as found in table or file) lower case upper case The entry for each field takes precedence over the entry on the CSV Port Card. Step-by-Step: Setting up a CSV Port for the Bank Import Analyzing Statement File Open a sample of the external statement file by using an editor or a spreadsheet. Get an overview to see which field delimiters and character sets are used and if any superfluous headers and footers are included. For this example, we assume that you have a CSV file in the ANSI character set with semicolons used as field delimiters. The first line shows the column headings whereas the last line includes the balance. Between these two lines, the amounts of an accounts are listed which is unknown to your bank import up to now. It is recommended to use a copy of the statement file during setup since the system normally does not allow access to a CSV file which is already opened by showing an error message. This may also happen during regular operation if the file has been opened elsewhere for any reason. Creating CSV Port Open OPplus Base Setup CSV Port. Enter a code and a description. Specify the path and the name of the statement file. Place a check mark in the "BankImport" field. The Direction, Table, and Sort By Key fields will be automatically filled with the required values. Specify the Text Format External File field (by selecting the "Windows" option) and the Separator field (by entering a semicolon). February 1,

57 Base / Association Creating CSV Port Lines Now you must create a CSV Port line for each column of the statement file. This can be simply done by selecting the Read and Test File function (via the Function button). If the statement does not meet the technical requirements for the performance of a bank import, the system will stop the process and issue an error message. If the process is performed successfully, the system will create a CSV Port line for each column of the statement file by filling in the Position and Description fields. The position number sequence is generously spaced which allows the user to enter additional fields subsequently. The values in the Description field originate from the first line of statement file. In this example, you will find the statement file's column headings listed one after another. Assigning Lines and Columns In the following, you will have to assign the corresponding fields of the Pmt. Import Line table to the columns you want to inherit. For this, click the lookup button in the Field No. field to open the CSV Port Field Selection window. The fields which have already been selected are shown in bold characters. Click the field you want to consider and then confirm and close the window by clicking the OK button. Now you can see the number and the name of the field (in the Description field) in the CSV Port line. Proceed the same way as described for the remaining lines. It is not necessary to expressively mark any columns you want to skip with Suppress = Yes. As long as no field has been assigned to a line/column, it will be ignored during import. However, it is required to keep the exact column sorting of the statement file in the CSV Port lines. For the sake of completeness it should be mentioned that any columns which are located to the right of the last column to import may be deleted in your port without any damage. Please check if the Bank-ID (bank identification number), Bank Account-ID (bank account) and Currency-ID (currency code) fields which are mandatory for the bank import have been assigned. If not, you must manually adjust the content of these fields and then add the missing fields. If the file does not include any bank account data, e. g. for payment advices, use a dummy value for the bank account and bank ID or enter the customer number instead. Now you can start the import process by selecting the Import/Export menu item via the Function button. Due to the column headings in the first line of our imaginary file, an error message appears. Now you must enter the value "1" into the Skip Lines field in the CSV Port header. The last line of the statement with the balance can be ignored as well. Therefore you can enter the value "1" into the Drop Lines field. Now the new CSV Port should meet the technical requirements. Setting up the Pmt. Import Interface Now start the import process a second time and you will get the message "1 Pmt. Import Interface created". This interface now needs to be released for further processing. For this, open the payment import interface list: OPplus Base Setup Pmt. Import Interface. You will find the new created bank account in the end of the list. First of all, fill in the "Import to Company" field only (you will find more information on the interface fine tuning options later on in this manual). Close the window, go back to the CSV Port Card window, select the Import/Export function for the last time, and close the CSV Port Card. Checking the Import You can see the import results in the payment import register: OPplus Base Pmt. Import Register. Note on Direct CSV Port Import into a Gen. Journal If you want to import a file directly into a general journal by using a CSV port, you need to consider the following: Make sure that the Bank Import field is not activated so that the target table can be selected. If the field contains a check mark, the import table will be directly set to Pmt. Import Line. To import the data into a journal, you need to select table 81 Gen. Journal Line. If the key fields (Jnl. Template Name, Journal Batch Name, Line Number) are not imported via the file, you need to append them below the field assignments. To make sure that the line number is incremented and entered automatically, you can use the Auto Increment and Increment Value fields to specify the intervals

58 MANUAL OPplus Importing Payment Files (Account Transactions) This chapter describes the import process of account transactions from external files. Depending on the respective format as well as on the OPplus Setup values, the import process is performed via a number of different menu items. Base Pmt. Import via CSV Port (with standard interface) If you have specified a standard interface with a valid file name, the following dialog box appears when you open the Pmt. Import via CSV Port: Yes = The file specified in the standard interface will be imported. The corresponding entries will be logged in the Pmt. Import Register. No = The list of available CSV Ports opens. For the next steps to be performed, please refer to section Base Pmt. Import via CSV Port (without standard interface). You can specify a standard interface in the OPplus Setup on the Bank Import tab (see chapter OPplus Setup Bank Import tab). In order to use this for the payment import via CSV, it is required that the "Filename Pmt. Interface File" field in the OPplus Setup or the the "Filename" field in the corresponding CSV Port Card is preset. Base Pmt. Import via CSV Port (without standard interface) If no standard interface has been specified or no filename is entered on the CSV Port Card of the standard interface, the CSV Port list opens with the available CSV Ports you can use for the bank import when you open the Pmt. Import via CSV Port. Select the port you want to perform the import process with and run the process by selecting Functions Import / Export: February 1,

59 Base / Association Please note that only CSV Ports which have a valid entry in the Filename field can be used. The file specified in the selected CSV Port will be imported. The corresponding entries will be logged in the Pmt. Import Register. Base Pmt. Import via MT 940 If you open the Pmt. Import via MT940 report, the STA file import window opens: When you confirm the entries by clicking the OK button, the selected file will be imported and logged correspondingly in the Pmt. Import Register. If the interface is created for the first time, it will be marked as New. If this field contains a value, the import cannot be performed

60 MANUAL OPplus If an interface has already been marked as New before using the Pmt. Import via MT 940 feature, the following message will appear: If you select Yes, the import will be performed. All interfaces already marked as New will be skipped by the system. If you select No, the import will be stopped. Background: If you want to import a company s bank data first and postpone the import of other banks, then the bank data of the correctly defined interface will be processed only. This field is only relevant for the MT940 import. With the "Import MT940 Directory" function, you can import MT940 files of a complete directory in a single step. This function can be selected in the Pmt. Journal Register window. For a detailed description, please refer to section Pmt. Import Register Function button Import MT940 Directory. Base Pmt. Import via BESR (Payment Import CH) If you open the Pmt. Import via BESR report, the V11 file import window opens: February 1,

61 Base / Association If you confirm with Open, the selected file will be imported and logged in the Pmt. Import Register. Base Pmt. Import via CREMUL (Payment Import AT) If you open the Pmt. Import via CREMUL report, the CREMUL TXT file import window opens: If you confirm with Open, the selected file will be imported and logged in the Pmt. Import Register. Base Pmt. Import via CC (EPA) If you open the Pmt. Import via CC report, the credit card TXT file import window opens:

62 MANUAL OPplus If you confirm with Open, the selected file will be imported and logged in the Pmt. Import Register. Base Pmt. Import Register The Pmt. Import Register table shows all imported files of the CSV Port for bank imports/remittance advices as well as all imported MT940 format files. For each account number, a separate entry is created in the external file. The user has the option to import more than one MT940 file in a single step via the Function button. You will find more details on this later on in this manual. Anm.: Die Abbildung enthält nicht alle Spalten/Felder F ie ld No. D e s c r ip t i o n The number of the pmt. import register is used for unique identification. The value is filled by the system and cannot be February 1,

63 Base / Association F ie ld D e s c r ip t i o n modified later on. The value originates from the number series which has been assigned for pmt. import registers in the OPplus Setup before using them the first time. File Format Filename Pmt. Import Interface No. of Lines imported No. of posted lines Amount Import in Account No. Statement No. Total No. of Entries Import Date Time User ID Shows the related file format during the import The value is filled by the system and cannot be modified later on. Original path and name of the file processed by the import. Displays the associated pmt. import interface You can browse into the details of the pmt. import interface by clicking the AssistButton to the right of the field. Number of entries which have been imported during the import into the Pmt. Import Line table. You can display the pmt. import lines which have been considered for calculation by clicking the AssistButton to the right of the field. Shows the number of associated lines which have been posted Total of entries which have been entered during the import into the Pmt. Import Line table. You can display the pmt. import lines which have been considered for calculation by clicking the AssistButton to the right of the field. Number of bank account to which the associated lines have been imported Associated bank account statement number of the import file Total number of entries which have been found in the external file during the import Date of the shown import process Time of the shown import process Identifies the user who initiated the shown import process Pmt. Import Register Register button Import Lines For each Pmt. Journal Register, you can display the associated import lines by selecting Register Import Lines: F ie ld Value Date Posting Date D e s c r ip t i o n This field shows the value date of the selected payment import line. Posting date of the selected payment import line

64 MANUAL OPplus F ie ld Import in Acc.Type Import in Acc. No. Prima Nota Currency-ID Amount Reason Row 1 Reason Row 2 Pmt. Import Interface Code Bank-ID Bank Account-ID Statement No. Posted Posted Document No. Entry No. Accounted by D e s c r ip t i o n This field shows the account type for which the system has found an entry in the payment import interface during the import process. This field shows the account number for which the system has found an entry in the payment import interface during the import process. Prima nota of the selected payment import line The currency ID of the selected payment import line This field shows the amount of the selected payment import line Reason row 1 of the selected payment import line Reason row 2 of the selected payment import line The code of the payment import interface which was used to import the selected payment import line Bank ID of the selected payment import line Bank account ID of the selected payment import line This field shows the statement number of the selected payment import line. Determines whether the selected payment import line has already been posted. You can change this field at any time. Shows the document number which was used to post the import line Entry number of the import line in the Pmt. Import Line table This field indicates the option used to account the line. The following options are available: BC Code Accounting Rule Bank Account Account No. Document No. Sales Order Purchase Order Ext. Document No. Accounting Rule No. Accounting Token Accounted by Doc If accounting is done by using an accounting rule, you will find the respective accounting rule in this field. If accounting is done by using a catchword, the corresponding keyword will be entered in this field. If accounting is done by using a document, the corresponding document number will be entered in this field. It is important that balancing in OPplus is performed in two steps. In the first step, the system will simply try to perform accounting by using accounting rules, accounting notes and settings. If an account is found, the system will start a complete different program part. This part is responsible to search documents and to analyze the different texts again based on the document settings in the OPplus Setup. With this accounting reference, the system already knows how to find the account. If payment assignment is done by matching the payment document number with the document number available the system, it is possible that the document is already found by simply using a filter. In this case, the system no longer needs to look up all entries to find the document. Mark as posted The system will mark the import lines as "posted" if the associated general journal liens are posted. The user also has the option to manually mark associated import lines as posted. This can be done either for a complete import register by selecting Register button Mark as posted or for each import line by selecting Register button Import Lines Posted field. February 1,

65 Base / Association Any import lines which are not marked as posted will be automatically considered during the import of the Pmt. Import Register into a general journal. Import to Ext. Cash Receipt Journal By selecting this menu item, you can import the current payment import register into the journal specified in the associated payment import interface. Open Ext. Cash Receipt Journal By selecting this menu item, you can open the journal specified in the associated payment import interface. Pmt. Import Register Functions button Import MT940 Directory The following fields of the OPplus Setup must be specified for the Import MT940 Directory function: MT940 Import Path MT940 Backup Path MT940 File Extension If you select the Import MT940 Directory menu item, the system will import all files with the MT940 file extension specified in the corresponding field from the MT940 import path. The system will create a set in the Pmt. Import Register table for each bank account found during this process. At the same time, the imported files are copied from the MT940 import path to the MT940 backup path. MT By selecting this function, the user can import single MT940 files by using the Pmt. Import via MT940 report. For more details on the report, please refer to chapter Base Pmt. Import via MT 940 (single file). CSV Port If you select this function (if available), the user will be asked whether to use the default CSV port. If not, the CSV port list will be shown. For more information, please refer to chapter Base Pmt. Import via CSV Port. BESR... This feature allows the user to import a single V1 file by using the Pmt. Import via BESR report. For more information, please refer to chapter Base Pmt. Import via BESR. CREMUL This feature allows the user to import a single CREMUL TXT file by using the Pmt. Import via CREMUL report. For more information, please refer to chapter Base Pmt. Import via CREMUL. REMADV This feature allows the user to import a single payment advice by using the Pmt. Import via REMADV report. For more information, please refer to chapter Base Pmt. Import via REMADV. CC (EPA) This feature allows the user to import a single EPA file by using the Pmt. Import via CC (EPA) report. For more information, please refer to chapter Base Pmt. Import via CC (EPA). Pmt. Import Interfaces With this feature, you can open the payment import interfaces. For more information about interfaces, please refer to chapter Base Setup Pmt. Import Interface. Pmt. Import Directories With this feature, you can open the payment directory list. You can specify the directories to be used for file imports. For more information about payment import directories, please refer to chapter Base Setup Pmt. Import Directories. Deleting the Pmt. Import Register The user has the option to delete any existing payment import registers. This functionality does not only support the user during the initial phase in the event that data are imported twice, it can also be useful for the following scenario:

66 MANUAL OPplus The user imports a file for which the application makes a new entry in the Pmt. Import Interface table for a new bank which exists in the file. The associated lines in the file are skipped during this import process. The user now has the possibility to enter the missing data manually into the Pmt. Import Interface table. The user then deletes the original Pmt. Import Register and runs the import again. Based on the data which the user has manually entered the associated lines will be imported as well. If you have performed the original import by selecting the Import MT940 Directory function, you must first restore the file (see section Pmt. Import Register Function button Restore File). You can also delete import registers even if the associated import lines are marked as posted. Please note that in this case the value of the "Pmt. Import Entry No." field ("Entry No. of the import line) will get lost for the associated entry posted. Transferring Imported Pmt. Files to Gen. Journals The process of transferring imported payment entries (account transactions and remittance advices) into general journals can be, depending on the applied procedure, performed by a number of different menu items: Base Pmt. Import to Gen. Jnl. Line If you run this batch job directly, the payment import lines will be transferred to the general journals specified in the payment import interfaces. Base Ext. Cash Receipt Journal Journal, Functions button Pmt. Import menu item If you run this batch job by selecting it from a general journal, the payment import lines will always be transferred to this general journal, which means that it takes precedence over the entry of the payment import interface. For information on how to import remittance advices of the REMADV format, please refer to chapter Base Pmt. Import via REMADV. Base Pmt. Import to Gen. Jnl. Line If you run the Pmt. Import to Gen. Jnl. Line batch job by selecting Base Pmt. Import to Gen. Jnl. Line, the general journal lines will be created based on the payment import lines. The payment import lines are copied into the general journal specified in the associated payment import interfaces. The following field entries of the payment import interfaces will be considered when creating the general journal lines: Import to Account Type Import to Account No. Prefix Document No. Import to Journal Template Name Import to Journal Batch Name For more information on these fields, please refer to chapter Base Setup Pmt. Import Interface. The following report opens when selecting the batch job: February 1,

67 Base / Association Pmt. Import Line tab Here you can specify the lines of the Pmt. Import Line table you want to consider. Please note that the Filter column must be manually filled in reference to the Pmt. Import Line table by considering the correct spelling. The Import Register No. field can be filled by selecting the lookup button in the Filter column. If you confirm your selections by clicking the OK button, the filtered payment import lines will be imported into the general journals by considering the specified criteria of the associated payment import interface. Based on the specifications made in the OPplus Setup, in the Accounting Hint Texts as well as in the Accounting Rules, the system will try during the import process to apply open entries and to perform further preaccounting. After having successfully transferred the data into the general journals, the user must process and post each general journal. For more information, please refer to chapter Base Ext. Cash Receipt Journal (Processing Imported Files). Base Ext. Cash Receipt Journal Journal, Functions button Pmt. Import If you open the Pmt. Import to Gen. Jnl. Line report by selecting the Functions button from a general journal, the payment import lines will be always in contrast to the process when selecting the batch job directly via Base Pmt. Import to Gen. Jnl. Line transferred to the general journal from which you started the batch job. The following field entries of the payment import interface will be considered when creating the general journal lines: Import to Account Type Import to Account No. Prefix Document No. For more information on the payment import interface fields, please refer to chapter Base Setup Pmt. Import Interface. For a description of the Pmt. Import Line tab as well as for the options of the Pmt. Import to Gen. Jnl. Line batch job, please refer to chapter Base Pmt. Import to Gen. Jnl. Line. If you want to perform the import into the general journals specified in the Pmt. Import Interface table, it is necessarily required that you open the batch job via the navigation menu Base Pmt. Import to Gen. Jnl. Line

68 MANUAL OPplus Base Ext. Cash Receipt Journal (Journal Functionalities) This chapter describes the functionality differences between the OPplus Ext. Cash Receipt Journal and the journal of the standard application. Ext. Cash Receipt Journal Additional Columns Application Status This field is filled by the system for each line: System: The system has applied one or more entries. Accounted: The system has performed accounting without any applications. Open: The system has found no hits during the import. Posting Payment Discount If the current journal line applies exactly one document (which means that the Applies-to Doc. Type and Applies-to Doc. No. fields are filled), the payment discount amount actually posted will be shown here. The contents of this field can be modified manually. If you change this field, the change difference amount will be automatically subtracted from the amount. Example: S itua t ion A m o u n t P o s t ing P m t. D isc. A m o u n t Before change Change After change Allocated Application Amount, Allocated Pmt. Disc. Amount If the current journal line applies more than one document (which means that the Applies-to Doc. Type and Applies-to Doc. No. fields are not filled), you can display (by using the drilldown function [F6] in these fields) the exact payment amount on each open entry as well as the total payment discount amount: February 1,

69 Base / Association The Payback and Reopen-to ID columns are available enabling the Payback feature. For more information, please refer to chapter Payback feature (= Return Debit Notes) during Pmt. Imports into Gen. Journals. Ext. Cash Payment Journal Actions Function G/L Entry Application [SHIFT+F11] The Extended Application window opens which is required when applying several invoices with one payment. Insert Conv. LCY Rndg. Lines You can use the Insert Conv. LCY Rndg. Lines feature to insert a rounding correction line into the general journal line. This line will apply the local currency if also the foreign amount has been applied. You can then post the journal

70 MANUAL OPplus Search Ledger Entries[CTRL+SHIFT+L] If the Customer account type (or Customer balance account type) is selected in the journal line, you can open the list of all customer entries by pressing CTRL+SHIFT+L. If you leave this view by clicking the OK button, the respective customer number will be copied into the Account No. field (or into the Bal. Account No. field). The same applies for the Vendor account type (or Vendor balance account type). The cursor will be automatically positioned into the Amount field. Pmt. Import For a description of this menu item, please refer to chapter Base Ext. Cash Payment Journal Journal, Functions button Pmt. Import. Comfortable Application Due to the complexity of the Comfortable Application window, please refer to chapter Comfortable Application window for a detailed description. Show Pmt. Import Line [Ctrl+F3] By selecting this menu item, the user can open the associated payment import line. Process Paybacks This menu item is part of the Payback feature. For more information, please refer to chapter Payback feature (= Return Debit Notes) during Pmt. Imports into Gen. Journals. Payment Transactions You can make use of payment transactions, a feature which is not integrated into the OPplus menu. This feature is comprised of a table which considers the automatic application in order to enable e.g. better web shop integration. In OPplus, this table is only provided as a template and analyzed for account determination. It is not used to be provided with data. The provision of data needs to be done by the customer individually. Example Case: You are the owner of a web shop which is used to provide and import data, without the automatic application via the Navision application. If the Payment Transactions table is filled by imports, the table will be considered during automatic application and (if applicable) documents will be directly applied. February 1,

71 Base / Association The Comfortable Application window The Comfortable Application window enables the user to easily check and prepare applications which is described in detail in the following. You can open the Comfortable Application from the Ext. Cash Receipt Journal window by either selecting the Comfortable Application menu item via the Functions button or by pressing Shift+F

72 MANUAL OPplus The Comfortable Application window includes a summarized view of all application relevant information. In the upper Posting area, you will find the journal lines and in the lower Open Entries area the corresponding entries: - If a G/L account is specified, the entries of the G/L account will be shown in the lower section, sorted in descending order by the posting date. If you also use the OPplus G/L Open Entries module, and you have specified a G/L open entry account in the Account No. field, the Comfortable Application will display all open G/L entries. - If you have selected a customer in the Account No. field, you will only see the customer's open ledger entries in the Open Entries area. If you leave the Account No. field empty, the Comfortable Application will show the open ledger entries of all customers. - If you have selected a vendor in the Account No. field, you will only see the vendor s open ledger entries in the Open Entries area. If you leave the Account No. field empty, the Comfortable Application will show the open ledger entries of all vendors. On the right-hand side, you will find the Bank Statement data from the import line. The applied entries are shown in bold letters and in green colour. Specifying Missing Account Numbers: The Comfortable Application window offers a number of different options to specify missing account numbers: By Manual Entry You can directly enter the account number into the Account No. field in the journal line. By Using the Doc. Search field If the Account No. field is empty, the Comfortable Application Window will list all open entries of the specified account type in the Open Entries area (e. g. Account Type = Customer, display of all open customer ledger entries). If you can enter the document number into the Doc. Search field, the system will browse the Document No. field of all open entries. If the document number is found, the Open Entries area in the Comfortable Application window will be automatically filtered on the associated customer/vendor. February 1,

73 Base / Association By Searching in the Open Entries area If you have placed the cursor into the Open Entries area on the respective entry, the account number will be automatically copied into the journal line by pressing F9 (Set Applies-to ID). By Searching in the Open Entries area If you have placed the cursor into the Open Entries area on the respective entry, the account number will be automatically copied into the journal line by pressing F9 (Set Applies-to ID). Performing Application You can apply the current entry by pressing F7. Here the "Applies-to Doc Type" and "Applies-to Doc. No." fields are filled with those of the entry. The Amount field remains unchanged; and the displayed value of the Pmt. Discount column will be copied into the "Posting Payment Discount" field. The applied line will be then displayed in colour. The Open column now shows the difference between the remaining amount and the total of the Amount and Pmt. Discount columns of the respective journal line. If the entry has been applied by mistake, you can reverse it by simply pressing the F7 key again. The Comfortable Application window supports the user to assign and apply huge data amounts in an easy and comfortable way. It is recommended that the user carefully performs and checks the activities made in this window since these activities are not checked for plausibility by the system. The Comfortable Application Window Function button In the Comfortable Application Window, the following menu items are available via the Function button: Apply Entries By selecting this menu item, you can open the Extended Application window. Card By selecting this menu item, you can open the card of the account number specified in the journal line. If the account number is not specified, the system will show the first record in the table of the specified account type. Lookup for Entries By selecting this menu item, you can open the Extended Customer Ledger Entries. In the Open Entries area, you can use the filter to look up specific entries. For more information on the use of the functions above, please refer to chapter The Comfortable Application window. The Comfortable Application Window If you open the Applies Entries function [Shift+F11] from the Ext. Cash Receipt Journal or from the Comfortable Application window, you can open the Extended Application window which is required to apply several invoices with one payment. The Extended Application enables the user to distribute payments by considering payment discounts and/or allowances of any amount to any numbers of invoices

74 MANUAL OPplus Example: A customer receives two invoices: invoice number 50 with the invoice amount of EUR and invoice number 51 with the invoice amount of EUR Euro. You receive a payment amount of EUR which refers to invoice 50 and invoice 51. With this payment, invoice number 50 (EUR 80.00) has been paid to 100 %. The remaining open invoice amount (EUR 48.00) refers to invoice number 51 (EUR ). The customer has reduced the invoice up to 50 % (EUR 50.00) and has taken a payment discount of EUR 2.00 from the remaining EUR The reduced payment amount (EUR 50.00) is disputed and shall therefore remain open on invoice 51. In this window, you can see that the display differs from what the user is familiar with. It is the so-called "Extended Application". The major part of this window resembles the fields already described for the Comfortable Application window. The Pmt. Discount column is a calculated column resulting from the Remaining Pmt. Disc. Possible field of the entry. However, the payment discount date will be considered only if you have placed a check mark in the Pmt. Discount Date field. You can also preset the payment discount terms specified for the entry by entering another payment discount value into the Pmt. Discount field which is located in the lower left-hand side. The resulting payment discount values will be considered during application, but they will not be written back to the entries. February 1,

75 Base / Association You can use the Pmt. Discount % field in the Options area to specify a global default payment discount value. It is not possible to use the value 0 since this leads to the fact that no validation is performed. However, you can make use of a little trick. If you enter the value -1 into the % field, the value 0 will be used and preset for validation. In addition, the user has the option to specify the "Keep Pmt. Disc. Difference" field. With this option you can determine to consider or to ignore the payment discount difference in the Extended Application after the payment discount period has expired. In combination with the "Use Pmt. Discount Date" field you can achieve that the displayed payment discount amount is automatically kept as open amount when pressing F7 for application

76 MANUAL OPplus provided that the payment discount period has expired. This way you have the possibility to keep these unpermitted payment discounts as a difference and send a reminder to the customer. You can distribute the application amount for each invoice individually in the Pmt. Discount, Pmt. Discount % and Payment fields whose headings appear in green colour. By entering the "Pmt. Discount" field, the amount will be considered as a payment discount and the entry will be closed as a payment based on the difference from Open Pmt. Discount. The Pmt. Discount plausibility check can be performed on entries which have been posted without indicating a document type. Also in case of any overpayments, you can edit the payment discount amount in that way that the overpayment is posted as a payment discount. The same applies when you specify a percentage value. If you enter a value into the Payment field, the payment discount amount remains unchanged. The open amount results from the difference of remaining amount payment payment discount. Consequently, you can consider payment discounts by using this Navision module and at the same time keep an open amount for the entry. Payment and payment discount amounts are posted as specified by the user in the application and not as specified in the entry to the time when the invoice was created. Also in this window, you can set or delete an application by pressing F7. If you have assigned all invoices, you can confirm by clicking the OK button. Now you will see that the "Applies-to Doc. No." is empty. But in turn, the system will show the allocated amounts in the "Allocated Application Amount" field. The application process can be interrupted and restarted at any time. The "Applies-to ID" field is only filled with the value LINEDETAILS and the application is posted when the user clicks the OK button (or the ENTER or ESC keys, see below). Only then the application will be posted. Now the Extended Application window also shows (if available) the highest reminder level for an open entry. If any payment discounts are granted for partial payments, the already granted payment discount values can be shown in the application window. The total possible payment discount amount is calculated based on the allowed payment discount amount minus the parameter of already granted payment discount amounts (in local currency respectively). Further special features in the Extended Application window: In the Extended Application window, the user has the option to display the Payment Text column. Here you can assign each applied entry a separate posting text at the time when preparing the application. If no text is assigned, the texts will be used according to the basic settings. February 1,

77 Base / Association The Extended Application window Related Information In the Extended Application window, the following menu items are available via the Related Information button: Applicate Rest By selecting this menu item, you can add the open amount to the payment discount amount and thus close the entry by using the payment discount. This is also possible if the value of the payment amount is zero. So you can apply any differences in an easy way by using the payment discount. Set/Delete Application With this menu item, you can apply the current entry. If the entry has been applied by mistake, the application can be reversed by selecting this function again. Apply marked only With this function, you can apply several selected entries at the same time. If the entries have been applied by mistake, the application can be reversed by selecting the Set/Delete Application function (or by pressing F7). Balanced Application If an open balance remains for the entry after the application which you want to apply by using the payment discount, you can use this function. By selecting this function, the current value of the Open column will be applied by using the payment discount. You can only apply the maximum amount specified in the OPplus Setup in the "Limit Apply Pmt. Discount" field. Lookup for Entries By selecting this menu item, you can open the lookup. The Customer No. and Document No. field headings of the Open Entries area are shown in red colour indicating that these fields differ from those of the standard application. If you enter a search name into one of these fields, the system will immediately change the sorting order based on the search term and search the database. If the searched term is not found, the cursor will be automatically positioned on the entry which comes as close as possible to the searched term. As already mentioned before, any entries made here are only used to perform search queries and will not be saved. Bank Document By selecting this menu item, you can show the associated payment import line as a bank document. Ledger Entry Comments This menu item is only available if also the OPplus Extended Lists and Reports is licensed. By selecting this menu item, you can open the ledger entry comments for the selected entry. Applied Entries By selecting this menu item, you can open the Applied Customer Entries window or the Applied Vendor Entries window for the entry selected in the lower part of the Comfortable Application window. This function can be useful if partial applications exist for the selected entry

78 MANUAL OPplus Delete whole Application By selecting this menu item, you can delete the current application completely Further Fields On the Options tab, you will find further menu items (Use Pmt. Disc. Date, Build Pmt. Differences, Only open Entries, Only applied Entries, Association, and Account Type). In the Extended Application window chapter, you will find useful information on the use of the above mentioned features. Pre-Accounting/Open Entry Application during Pmt. Import to Gen. Jnl. Pre-accounting during Pmt. Import to Gen. Jnl. Lines The process of filling in account number is performed in four steps which have to be performed as long as no account numbers have been assigned. 1. Step: Accounting Rules If an account number has been assigned in the accounting rules, this account number will be used. The assignment based on the accounting rules can be very useful. For example, it is possible to perform pre-accounting for the respective account if the text "Debit Interest" shall appear in the purpose. If in addition to a catchword a "catchword 2" is used in the accounting rules table, both catch words must be found in the bank document in order to trigger accounting. The settings for each bank account can be done separately. Also the pre-accounting can be filled with the global dimensions 1 and 2 (which are normally department and project) as well as with the shortcut dimensions and posting groups. In addition, the user has the possibility to specify settings for a transit posting or for a second, third or fourth posting line. Example: On , the bank debits the amount of EUR for debit interest 10/2008 and only indicates "debit interest" in the purpose. You want to post it on the G/L account no by using the text "Interest Cost 10/2008". February 1,

79 Base / Association For more information on the accounting rules, please refer to chapter Base Setup Accounting Rules. 2. Step: Bank Account If it is no cash payment, the user can identify based on the bank account to which customer or vendor it refers if this bank account is available in your system. Your system can learn! If you assign a posting line to a customer or vendor, the corresponding bank account will be automatically copied into the Customer Bank Account or Vendor Bank Account table. You can recognize any automatically created bank accounts. They always show the note on the respective customer/vendor bank account card from which statement they have been imported. In this case, the Inserted by Bank Import field on the OPplus tab will contain a check mark

80 MANUAL OPplus If you do not want to save imported bank accounts for specific customers/vendors, you can define this for each master data separately. For more information on this, please refer to chapter Base Setup Customer Card or Base Setup Vendor Card. This might be the case e. g. for customers which pay a number of different customers who do not belong to the same association. Another example is a municipality which pays for a diverse number of public organizations. 3. Step: Customer No. Specified in the purpose 4. Step: Document No. Specified in the purpose. To ensure that the assignment of account numbers works correctly by using information specified in the purpose, the Valid Sign in Document, Length Customer No. and Length Vendor No. fields in the OPplus Setup must be filled. If you run the Pmt. Import to Gen. Jnl. Line batch job, the following happens: First, all purpose lines will be summarized into one single line. Here all characters of the bank document which are included in the "Valid Signs in Document" field will be substituted by spaces. You should enter here all letter and numbers which could either appear in your document numbers or in your account number. Normally, these are the numbers 0 to 9, in often cases IN for invoices, CM for credit memos by using separators (if applicable). In this case, you would enter the following into the "Valid Signs in Document" field: " INCM-". You can leave this field empty if your account numbers include letters and numbers. Now specific terms remain in the purpose which only consists of the specified characters. All these terms which include the maximum number of characters as specified in the Length Customer No. field (or in the Length Vendor No. field) will be checked if they represent valid account numbers. If they are not identified as valid account numbers, it is checked whether an open customer entry or an open vendor entry exists with a document number which corresponds to the searched term. The identification of accounts via the document number is based on the following fields: Analyze Customer Doc. No., Analyze Vendor Doc. No., Analyze Customer Ext. Doc. No., Analyze Vendor Ext. Doc. No. as well as Max. Length Customer Doc No., Min. Length Customer Ext. Doc. No., Max. Length Vendor Doc. No. and Min. Length Vendor Ext. Doc. No. All analyze fields which have been activated will be analyzed. According to the application's presetting, the system will search the Document No. field for customer entries and the Ext. Document No. for vendor entries. If you specify the length fields, only the terms of document texts will be analyzed which meet the specified length. These fields are not filled by default. Therefore you should only fill in these fields if your document numbers always have a specific length. Accounting Hint Texts The system will also process the Accounting Hint Texts table during Pmt. Import to Gen. Jnl. Line batch job. For more information, please refer to chapter Base Setup Accounting Hint Texts. If you use the Gen. Ledger Open Entries module, these open entries will be considered for automatic application during the import into Gen. Journals. Open Entry Application during Pmt. Import to Gen. Jnl. Lines In order to apply open entries it is required that the Account No. field is filled in the pre-accounting. The system will only try to apply open entries if the system finds an account number by using one of the four steps described in chapter Pre-accounting during Pmt. Import to Gen. Jnl. Lines. For this, the contents of the following fields play an important role: Poole Position Document No., Start Position Ext. Document No., Pmt. Discount Tolerance Days and Pmt. Discount Tolerance Amount. The application of open entries is performed in several steps: February 1,

81 Base / Association Does the purpose include the document with the document number starting with the Poole Position Document No. field? Any found entries will be marked. If the system finds one entry only, the payment amount will be compared with the invoice amount (considering the payment discount tolerances) and marked for application (if applicable). If the system has found several entries, the total of all invoice amounts (minus the allowed payment discount amounts) must correspond to the payment amount. If so, the corresponding invoices will be marked for application. Example: Your document numbers are IN , R , G However, the customer often indicates the followin the statement: IN-No / The system would find these documents if you set the "Pool Position Document No." field contains the value 6 since your document numbers are only significant from the sixth position. The higher the value in the Poole Position Document No. field, the less precise evaluations can be and the higher the probability of wrong assignments. The lower the value, the more it is required that the statement information precisely corresponds to the actual document number. This leads to the fact that less entries can be assigned. The above mentioned also applies for the Ext. Document No. field. Note: The Search feature only works for the Sales area if the Analyze Customer Doc. No. field has been activated in the Setup. 1. Step: Balance Method The balance of the account corresponds to the payment. In this case, all open entries on the account will be closed by using this payment. 2. Step: Document Method All open entries of the found account will be checked according to the following procedure: If one open entry is found that corresponds to the payment amount, the application will be assigned provided that the accounting of the import line has already been done using other procedures. The amount search is only done for an already allocated account. 3. Step: Amount Method If during the Pmt. Import to Ext. Cash Receipt Journal no open entry is found due to the document number, the system will search for the open amount. If the system finds exactly one open entry which corresponds to the payment amount, the application will be assigned. However, it is required that accounting of the import line has already been performed by using other procedures. Therefore the system will only search amounts within an account which has already been assigned. Payback feature (= Return Debit Notes) during Pmt. Imports into Gen. Journals The Payback' feature allows you to quickly process return debit notes of balanced customer entries. Currently, this feature can only be used if an unambiguous payment exists for a document (not for a direct debit for > 1 document number for each customer). A prerequisite for the successful use is that the original customer entry with the Invoice document type has already been applied with the associated customer entry which has the Payment document type. The banks in Germany use a specific transaction code for return debit notes (currently 009) which can also be found in electronic statements. The Payback feature - reverses application by marking the original payment (a process which reopens the invoice and the original payment) - sets the application of the return debit note to the original payment and - creates a 2. line in the Gen. Journal for the fees indicated in the Purpose field, already accounted using the accounting rule for the BC Code 009 and the fee amount as amount. In the accounting rule, you can select whether to post the 2. line (= fee amount) to an expense account or to the corresponding customer so that the return debit note can be found there as a receivable (= open entry). The consequence is that the original invoice is open again to be considered during the next payment proposal

82 MANUAL OPplus The following settings and menus are relevant for this feature: Line: Abbreviations Charges field Field Separator field, Decimal Separator field Ext. Cash Rcpt. Journal Line: Payback and Reopen-to ID fields Ext. Cash Rcpt. Journal Line Function button -> Process Paybacks menu BC Accounting Rules: Catchword 1 field, Payback = Yes, Account No. 2 field Note: A second line will not be created for return debit notes if the account type of the second line is G/L Account and if no account number has been specified. So the line is only created if a G/L account number (if applicable for fees) is specified. If the Customer or Vendor account type is selected and no account number is specified, the account number of the previous line will be used. Example Accounting Rule BC Code 009 Return Debit Note with the G/L Account type and Additional Cost Transactions as Account No. 2. Line For the return debit BC Code 009, activate the Payback field in Base Setup BC Accounting Rules and in the Account No. 2. Line field select the G/L account to be used to post the fees incurred. If you know the abbreviation used for the fees, enter it into the accounting rule and specify the field and decimal separator (if applicable). Example: If a journal line includes an accounting due to this accounting rule, this will be marked in the Ext. Gen. Journal Line as Payback and the 2. line will be filled by using the fee amount in the Purpose field. Example: February 1,

83 Base / Association Example Accounting Rule BC Code 009 Return Debit Note with the Customer type as Account No. 2. Line For the return debit BC Code 009, activate the Payback field in Base Setup BC Accounting Rules and in the Account No. 2. Line field select Customer. If you know the abbreviation used for the fees, enter it in the accounting rule and specify the field and decimal separator (if applicable). Example: If a journal line includes an accounting due to this accounting rule, this will be marked in the Ext. Gen. Journal Line as Payback and the 2. line will be filled by using the fee amount in the Purpose field. The accounting of the 2. line now is the same customer used in the first line. Example:

84 MANUAL OPplus Further Processing in the Ext. Cash Receipt Journal Line In the Payback line, place the cursor into the Reopen-to ID field and click the AssistButton to open the Reopen Payback Entries window. This window contains the payback entries and the applied invoices for the related customer. In the Reopen Payback Entries window, place the Reopen-to ID for the respective entry by using Set Applies-to ID. February 1,

85 Base / Association When you close the window by clicking the OK button (= ENTER), the Reopen-to ID field will be filled in the journal line: If the Reopen-to ID field is filled, select the Process Paybacks menu item from the the Function button:

86 MANUAL OPplus By using the Process Paybacks function, the posted applications of the payment entries are reversed via the Reopen-to ID and the Applies-to ID is set to the reopened original payment. You now need to perform posting. It is not possible to post the payment entries if the return debit entries have not been processed. Otherwise, following message appears: Practical Tips for the Use of the OPplus Extended Application Pmt. Disc. Given and/or. Keep Pmt. Discount In contrast to the standard application, the total of granted payment discounts (and not the respective last amount) will be saved in the "Pmt. Disc. Given (LCY)" field in the customer entries for an invoice with several payments which include payment discounts. Pmt. Discount for Partial Payments In order to use payment discounts in the standard application, the user must close any application relevant entries. By using OPplus, you can also use payment discounts if you only want to post a partial application for entries. Display of Dimension for Pmt. Disc. Correction With OPplus, the dimensions will be also saved in the VAT entries when creating an invoice. This way, it can be ensured that during the payment discount correction the corresponding dimension codes were reversed in reference to any granted payment discounts. However, it might be the case that no VAT entries were created for the invoice or that the dimension entries should for any other reason be calculated e. g. from the payment discount account itself. February 1,

87 Base / Association Posting an Invoice with Two Items on Two Different Departments Doc. Type G/L Account No. Amount Entry No. AREA DEPARTMENT Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Case 1 Navision Standard for Payment without Department Doc. Type G/L Account No. Amount Entry No. AREA DEPARTMENT Payment Payment Payment Payment Payment Payment Case 2 With OPplus VAT Entries Setting Doc. Type G/L Account No. Amount Entry No. AREA DEPARTMENT Payment Payment Payment Payment Payment Payment Payment Case 3 With OPplus Gen. Jnl. Line Always Doc. Type G/L Account No. Amount Entry No. AREA DEPARTMENT Payment Payment Payment Payment Payment Payment Payment Case 4 With OPplus G/L Account Always (SALES Department specified in the account) Doc. Type G/L Account No. Amount Entry No. AREA DEPARTMENT Payment Payment Payment Payment SALES Payment SALES Payment Payment

88 MANUAL OPplus Display of Split Posting when Leaving the Extended Application You can specify in the OPplus Setup whether to split postings or not when leaving the Extended Application window. Example: You receive a payment to the amount of EUR 23,500 with the balancing account GIRO and apply an invoice to the amount of EUR 11, for customer as well as an invoice to the amount of EUR 11, for customer You leave the application with a balance to the amount of EUR The following table shows the resulting journal lines depending on the settings of the field: Buchung im Erw. Ausgleich splitten: Nein BuchungsdatumBelegart Belegnr. Kontoart Kontonr. Beschreibung Betrag Gegenkontoart Gegenkontonr Zahlung 4711 Debitor Möbel-Meller KG ,70 Bankkonto GIRO Zahlung 4711 Debitor Blütenhaus GmbH ,63 Bankkonto GIRO Zahlung 4711 Debitor Ausgleichssaldo 41,33 Bankkonto GIRO Buchung im Erw. Ausgleich splitten Ja BuchungsdatumBelegart Belegnr. Kontoart Kontonr. Beschreibung Betrag Gegenkontoart Gegenkontonr Zahlung 4711 Bankkonto GIRO Möbel-Meller KG ,00 Sachkonto Zahlung 4711 Debitor Möbel-Meller KG ,70 Sachkonto Zahlung 4711 Debitor Blütenhaus GmbH ,63 Sachkonto Zahlung 4711 Debitor Ausgleichssaldo 41,33 Sachkonto Process Flow Examples for Pmt. Imports with the Base module This chapter describes a number of supported process flows when using the OPplus Base module. Please note that this chapter's purpose is to show how a company can use the functionalities of this module during the daily business in a profitable way. This does not necessarily mean that the described processes apply for your company. Please do not hesitate to contact us to learn how you can achieve the benefits specifically tailored to the individual processes of your company. For more information, please refer to our contact data at Exporting Statement Data from Bank Software The transfer of statement data is done by using a specific bank software, e. g. the Multicash program (which is used for the Deutsche Bank and for the DB direct) or Drecash (for the Dresdner Bank), Cotel (for the Commerzbank), Genocash (Volksbank) or S-Firm (Sparkasse). In this program, you enter all bank accounts from which you want to export statement data. The required authorizations must be granted from the respective bank. Please note that you can use a respective bank software to transfer all statement data to your computer including of those banks which have not provided the software. You can transfer the statement data to your bank program automatically and on a daily basis. The statement data are saved on your hard disk in the standard MT 940 format. This format can be optionally imported directly into Microsoft Dynamics NAV or you can convert the data into a so-called.wfd file which normally has the name TRANSACTIONS.TXT. This file contains all statement data of all bank accounts from which you can import data into Multicash or S-Firm. You can also specify to create this file automatically. For the setup of the required settings of your bank program, please refer to the bank software user manual or contact your bank. With OPplus, you already have access to the following predefined standard bank interfaces to be used for data import: MULTICASH, SFIRM-I and SFIRM-II. For more details, please refer to chapter Base Setup CSV Port Card. February 1,

89 Base / Association Basic Process Flow General Requirements Before you can expect an acceptable hit rate based on the defined accounting rules after having imported external files for the application of open entries, it is recommended to specify the required settings in the application by using the following check list A r e a s Run the Generate OPplus Setup Entries batch job Specify Pmt. Import Interfaces Specify configuration data, which is among others OPplus Setup/Auto Application tab Accounting Hint Texts Accounting Rules Create Association Checkpo in t Required Required depending on the import interface: minimum requirement: specify "Import to Company" field depending on the company (optional) depending on the company (optional) Create Customer/Vendor Association Suppress Customer/Vendor Bank Account Import Suppress Customer/Vendor Bank Account Application Individually Define Customer/Vendor Remittance Advice Entries Create CSV Ports depending on the company (optional) depending on the company (optional) depending on the company (optional) depending on the company (optional) depending on the company (optional) To increase the hit rate it is recommended to maintain the following OPplus tables on a regular basis based on your current data: Base Setup Accounting Hint Texts Base Setup BC Code Accounting Rules Base Setup Accounting Rules Process Flow Example: Import MT940 (Single File) A) Process flow if new payment import interfaces have been created during the file import and the corresponding account transactions are to be imported into a company: 1. Base Pmt. Import Register Function button Import MT940 File 2. In the Pmt. Import via MT940 window, enter the file name (manually or by using the AssistButton to the right of the field), select the import direction, and confirm by clicking the OK button. 3. The file will be imported creating a log in the Pmt. Import Register. 4. Base Pmt. Import Register Function button Pmt. Import Interfaces maintain the newly created payment import interfaces 5. Base Pmt. Import Register select Pmt. Import Register of step 1 mark and delete 6. After having successfully deleted the record, import the MT940 file of step 1 again (Base Pmt. Import Register Function button Import MT940 File) 7. Transfer the imported files to general journal lines. B) Process flow if no new payment import interfaces have been created: 1. Base Pmt. Import Register Function button Import MT940 File 2. In the Pmt. Import via MT940 window, enter the file name (manually or by using the AssistButton to the right of the field), select the import direction, and confirm by clicking the OK button. 3. The file will be imported creating a log in the Pmt. Import Register. 4. Base Pmt. Import Register Function button Pmt. Import Interfaces double check to ensure that no new payment import interfaces exist 5. Transfer the imported files to general journal lines

90 MANUAL OPplus Process Flow Example: Import MT940 (Several Files) A) Process flow if new payment import interfaces have been created during the file import and the corresponding account transactions are to be imported into a company: 1. Base Pmt. Import Register Function button Import MT940 Directory 2. If you confirm your selection, the MT940 directory will be browsed and all files found in this directory will be imported. 3. Base Pmt. Import Register Function button Pmt. Import Interfaces maintain the newly created payment import interfaces 4. Base Pmt. Import Register select Pmt. Import Registers of step 1 mark and delete 5. After having successfully deleted the records, import the MT940 files of step 1 again (Base Pmt. Import Register Function button Import MT940 Directory) 6. Transfer the imported files to general journal lines. B) Process flow if no new payment import interfaces have been created: 1. Base Pmt. Import Register Function button Import MT940 Directory 2. If you confirm your selection, the MT940 directory will be browsed and all files found in this directory will be imported. 3. Base Pmt. Import Register Function button Pmt. Import Interfaces double check to ensure that no new payment import interfaces exist 4. Transfer the imported files to general journal lines. Process Flow Example: Import CSV Port (Standard Interface) A) Process flow if new payment import interface have been created during the file import and the corresponding account transactions are to be imported into a company: 1. Base Pmt. Import via CSV 2. Confirm the dialog box "Use standard interface?" with Yes in order to import the file specified in the CSV Port. 3. Base Pmt. Import Register Function button Pmt. Import Interfaces maintain the newly created payment import interfaces 4. Base Pmt. Import Register select Pmt. Import Registers of step 1 mark and delete 5. After having successfully deleted the records, perform step 1 and 2 again. 6. Transfer the imported files to general journal lines. B) Process flow if no new payment import interfaces have been created: 1. Base Pmt. Import via CSV 2. Confirm the dialog box "Use standard interface?" with Yes in order to import the file specified in the CSV Port. 3. Base Pmt. Import Register Function button Pmt. Import Interfaces double check to ensure that no new payment import interfaces exist 4. Transfer the imported files to general journal lines. February 1,

91 Base / Association Base Currency Tool The Base module offers the option to import the euro conversion rates semi-automatically for your foreign currencies published by the European Central Bank (ECB). For this it is required that currency codes exist in the Currencies table (Financial Management Setup General Currencies). You can only import exchange rates for which the currency codes exist in the Currencies table which are considered as valid by the ECB. OPplus Setup Currency tab When the user creates the OPplus setup entries, the Currency tab will be automatically filled with the correct hyperlinks of the ECB required for the import of currency exchange rates. URL Latest Rates URL Rates latest 90 Days URL Previous Rates This field is used during import if you select the Latest Rates option. The corresponding ECB file will only contain the current euro conversion rates. This field is used during import if you select the Last 90 Days option. The corresponding ECB file will contain the euro exchange rates of the last 90 days. This field is used during import if you select the Previous Rates option. The corresponding ECB file will contain all euro conversion rates valid as of January 4, OPplus Setup Function button Currency Exchange Rates Import If you select this menu item, the following window appears:

92 MANUAL OPplus Latest Rates Last 90 Days Select this option if you want to import the latest rates provided by the ECB via this URL. This option will import the exchange rates for the last 90 days published by the ECB via this URL. Thus it is not necessary to import the full range of exchange rates beginning in 1999 till today. Previous Rates Select this option if you want to import the previous rates provided by the ECB via this URL. Please keep in mind that the associated file of the ECB contains all exchange rates valid as of January 4, 1999 until the current day. If you confirm the selected option by clicking the OK button, your exchange rates will be updated. In order to use this tool the following has to be provided: Access rights of NAV-service for temp path of NAV-server o Delete, create, open files Installation of MsXML Parsers in version 6.0 (+ latest service pack) on NAV-server o Download of core services at: You can only import exchange rates for which the currency code exist in the Currencies table which are considered as valid by the ECB. Furthermore, the Local Currency Code in the General Ledger Setup is checked. This code HAS to be set to EUR. In the Currency Exchange Rates table, there has to be no data record for EUR as this might cause problems. If these prerequesites are not met the user will get an error message: February 1,

93 Base / Association Updating Currency Exchange Rates Automatically If you perform the Currency Exchanges Rates Import function, the following fields of the Currencies table will be updated in the following way depending on the ECB file's starting date: F ie ld Starting Date D e s c r ip t i o n The value of the CUBETIME field of the ECB file is copied into this field. If a date already exists for this currency code, it will be overwritten by the import without any warning. Exchange Rate Amount Adjustment Exch. Rate Amount Relational Exch. Rate Amount Relational Adjmt Exch Rate Amt Fix Exchange Rate Amount The value of the RATE field of the ECB file is copied into this field. The value of the RATE field of the ECB file is copied into this field. This field is always filled with the value 1.0. This field is always filled with the value 1.0. This field is always filled with the value of the Relational Currency Code

94 MANUAL OPplus Base Cash Book Journal The Cash Book Journal functionality offers the new general journal template CASH BOOK as well as the cash book G/L register. This function enables the user to maintain the cash book directly in OPlus and to print any required reports by using the system. In comparison to the journal of the standard application, the Cash Book Journal allows the user to get a quick overview of the current balance of the cash account as well as of the balance after posting. In addition, a plausibility check is offered by this module to ensure that no negative cash values exist. You can open the standard cash book journal by selecting Base Cash Book Journal. Before you can use the Cash Book Journal functionality, a batch name must be specified for each cash book with at least one balancing account indicated. In the footer of the Cash Book Journal, the Currency, Start Balance and End Balance values of the specified balancing account are displayed as shown in the following example: February 1,

95 Base / Association If you specify a G/L account as a balancing account, the Currency field will be filled with the local currency code specified in the General Ledger Setup. If you specify a bank account, the currency code will be copied from the respective Bank Account Card (please refer to Base Cash Book Journal for Foreign Currencies). Upon entering data into the OPplus cash book a balance verification as a function of the posting date will be carried out as the balance per day has to be positive. Example with verification (please not the posting date!): Before posting you may print the cash book via the Function button:

96 MANUAL OPplus The Cash Book Journal layout corresponds to the structure of usual cash books in the Zweckform format. If the "Print Cash Report when Posting" field is activated in the OPplus Setup, the Cash Book Journal report will be printed automatically when posting. Base G/L Register Cash Book This report is based on a general journal. For this reason, it can only be used as a cash book if none! of the following scenarios exist in the cash book journal in the requested period: - Collective payments (application for more than one document) - Payments with payment discount / payment tolerances - Exchange Rate Adjustment - Foreign Currency Cash Book Also note that the Report Balance column reflects the balance in reference to the document number and not the balance for each report line. Foreign Currency Cash Books Foreign currency cash books can be used in OPplus. For this, you can create a NAV bank account for each foreign currency and specify it in the respective cash book journal. The balance can only be checked and the cash book be printed correctly if you create a separate journal for each currency code. February 1,

97 Base / Association Base Check Receipt Journal The Cash Receipt Journal functionality is intended for use by companies which submit any check payments at the bank received for the settlement of sales invoices. The banks normally expect that the check receipts are filled in a process which in practice is done manually. The checks (or the check credits) are later on manually assigned to the sales invoices in Microsoft Dynamics NAV. By using the Check Receipt Journal feature, you can avoid double entries without being limited to a specific number of checks for each check receipt Journal. You can enter checks directly in the system, already assign the application to open entries, print the check receipt report and post the created lines. By selecting Base Check Receipt Journal, you can open the standard check receipt journal which is comprised of the following three additional columns: Bank Account No. This field is used to enter the check issuer's bank account number. Bank Branch Code This field is used to enter the check issuer's bank branch code. Check No. This field is used to enter the check number. By selecting the Function button Print Check Transfer Protocol, you can print the check receipt report: This printout (created within OPplus) is generally accepted by the banks:

98 MANUAL OPplus Please note that the bank account which is used to submit the check receipt needs to be specified in the journal line as account. This way it can be ensured that the report uses the bank address data, the account number and the bank branch code from the relevant bank account card. Upon entering a check posting, you are not allowed to enter the bank account as balance account. You have to enter a split posting. In case a check number has been entered and the balance account is filled, then the user will get an error message upon posting or check printing. February 1,

99 Base / Association Base Pmt. Import via REMADV By using the Pmt. Import via REMADV batch job, you can import a remittance advice in the REMADV format into a journal. F ie ld Journal Template Name Journal Name Filename Document No. Incr. Document No. Posting Date Clear Gen. Journal Batch Bal. Account D e s c r ip t i o n This field is used to enter the name of the general journal template you want to use. Click the AssistButton to the right of the field to see the available general journal templates. This field is used to enter the name of the general journal you want to use. Click the AssistButton to the right of the field to see the available general journal names. This field is used to enter the complete path and file name of the file you want to process. You can select an existing file by clicking the AssistButton. This field is used to specify a document number. If you activate this field, every journal line will get a different document number based and incremented on the document number in the Document No. field. This field is used to enter the date on which you want to post the general ledger entries. If you place a check mark in this field, any existing lines will be deleted before creating the general journal lines. This field (field on the left) is used to select the account type for the balancing account in the left field. The following options are available: G/L Account, Customer, Vendor, and Bank Account. The field on the right is used to enter the account number. Click the AssistButton to show the available account numbers. The list shown

100 MANUAL OPplus F ie ld D e s c r ip t i o n here depends on the selected account type. Partner This field can be used in the Accounting Rules in catchword 2. In case you have entered a partner upon importing REMADV, this partner will be entered in the Catchword 2 field giving you the possibility to have per partner equal deduction types with different accounting rules. Upon importing REMADV the accounting rules are used for accounting the deduction types. The located deduction types will be entered in the Catchword field. In case you have entered a partner upon importing REMADV, this partner will be entered in the Catchword 2 field giving you the possibility to have per partner equal deduction types with different accounting rules. The located document number in REMADV for document search might be affected via the accounting hint texts. February 1,

101 Base / Association The OPplus Association module (Association menu group) The OPplus Association module enables the user to combine an unlimited number of customers in one customer association or an unlimited number of vendors in one vendor association. In the Extended Application window, you can show all open entries summarized for the association's vendors/customers and thus assign payment amounts to the association. Associations Association To create an association, select Association Association from the OPplus menu item in the Navigation Pane. The Association Card window opens. To create a new association, press CTRL+N (= insert new record). In the following, you will find a description of all application relevant fields: F ie ld Type No. Leading Account No. Pmt. Account No. D e s c r ip t i o n This field is used to enter the type of association: Customer or Vendor. This field is used to enter the association's number. In order to use a number series, a respective number series code must be specified in Association Nos. field on the Ext. Application tab of the OPplus Setup. This field is used to enter the leading account number to be used for the association. This field is relevant if the OPplus Payments module is also used since the Payments module retrieves the required bank account number from this field. This field is used to enter the G/L account number to be used to post the association's total payment. If this field is specified, the association's total payment amount will be first posted by posting the association account against the bank account. The total amount will be then applied by using the "Pmt. Account No." field. The individual association accounts will be posted against this account

102 MANUAL OPplus In case you change the association number of an existing association, the association number in the corresponding vendor and customer ledger entries will not be changed automatically to this new number. These entries will be omitted in the listing of the association entries. As upon entering the new number there has not yet been created a new value in the database it is technically not possible to change the entries during runtime. For this case you have the Update Association Entries button which will update the entries of the related accounts with the association number. Now the user has to enter the specified association number for each customer or vendor you want to mark as an association member. This field can be found on the OPplus tab of the respective Customer/Vendor Card. Here the user has also the option to indicate an association sort code to be used to sort the association members. All associations which are set up will be shown in the association list when accessed from the main menu. No. The association list is sorted in an ascending order by default, based on the following sequence: Type, You can assign an unlimited number of customers or vendors to an association. To see the customer/vendor accounts which have been assigned to an association, click the Association button Account List menu item from the Association Card window: February 1,

103 Base / Association The account list is sorted in an ascending order by default, based on the following sequence: Type, No. Extended Application Additional Association Fields Association: Additional Fields in the Extended Application Extended Application Split Association Posting Depending on the selected option in the "Split Posting with Ext. Appl." field (OPplus Setup), association postings will be split or not. If the "Split Posting with Ext. Appl." field is activated and an association application has been created in the Extended Application window, the posting will be shown as split posting in the journal

104 MANUAL OPplus For more information, please refer to chapter Display of Split Posting when Leaving the Extended Application. Association Customer / Vendor Link The OPplus Association module enables the user to link customer and vendors in that way that all entries are evaluated in a summarized form (which is called a customer/vendor link). Here you can assign an unlimited number of vendors to a customer and vice versa. In practice it is often the case that only one customer is connected to one vendor, namely if the customer is at the same time your vendor. A customer/vendor link's entries are all shown in the Extended Application window so that the user can assign payment amounts to the whole association. To create a customer/vendor link, click Association Customer / Vendor Link from the OPplus menu item listed in the Navigation Pane. The Customer / Vendor Link Card window opens. To create a link, press CTRL+N (= insert new record) and then select a customer or vendor. The following fields are available: F ie ld Customer No. Vendor No. Customer Name Customer City Vendor Name Vendor City D e s c r ip t i o n This field is used to enter the customer's number you want to add to the customer/vendor link. To select a customer from the customer list, click the AssistButton to the right of the field. This field is used to enter the vendor's number you want to add to the customer/vendor link. The application automatically copies the customer name from the Customer table. The contents of this field cannot be modified. The application automatically copies the customer city from the Customer table. The contents of this field cannot be modified. The application automatically copies the vendor name from the Vendor table. The contents of this field cannot be modified. The application automatically copies the vendor city from the Vendor table. The contents of this field cannot be modified. February 1,

105 Base / Association F ie ld Date Filter Linked Customer Balance (LCY) Linked Customer Net Change (LCY) Linked Customer Balance at Date (LCY) Linked Vendor Balance (LCY) Linked Vendor Net Change (LCY) Linked Vendor Balance at Date (LCY) D e s c r ip t i o n Calculation of the fields Balance at Date (LCY) and Net Change (LCY) are based on the date filter entered here. The current balance of the linked customer in local currency. The application automatically calculates and updates the balance by using the contents of the "Amount (LCY)" field of the Detailed Customer Ledger Entries table. You can set a filter on the "Linked Customer Balance (LCY)" field to show specific global dimension values 1 and global dimension values 2 only. You can open the detailed customer ledger entries to see what the amount is comprised of by selecting the AssistButton to the right of the field. The net change of the linked customer for the period specified in the Date Filter field in local currency. The application automatically calculates and updates the amount by using the contents of the "Amount (LCY)" field of the Detailed Customer Ledger Entries table. You can set a filter on the "Linked Customer Net Change (LCY)" field to show specific global dimension values 1 and global dimension values 2 only. You can open the detailed customer ledger entries to see what the amount is comprised of by selecting the AssistButton to the right of the field. The balance of the linked customer till the ending date of the entered date filter in local currency. The application automatically calculates and updates the amount by using the contents of the "Amount (LCY)" field of the Detailed Customer Ledger Entries table. You can set a filter on the Balance (LCY) field to show specific global dimension values 1 and global dimension values 2 only. You can open the detailed customer ledger entries to see what the amount is comprised of by selecting the AssistButton to the right of the field. The current balance of the linked vendor in local currency. The application automatically calculates and updates the balance by using the contents of the "Amount (LCY)" field of the Detailed Vendor Ledger Entries table. You can set a filter on the "Linked Vendor Balance (LCY)" field to show specific global dimension values 1 and global dimension values 2 only. You can open the detailed vendor ledger entries to see what the amount is comprised of by selecting the AssistButton to the right of the field. The net change of the linked vendor for the period specified in the Date Filter field in local currency. The application automatically calculates and updates the amount by using the contents of the "Amount (LCY)" field of the Detailed Vendor Ledger Entries table. You can set a filter on the "Linked Vendor Net Change (LCY)" field to show specific global dimension values 1, global dimension values 2 and/or data. You can open the detailed vendor ledger entries to see what the amount is comprised of by selecting the AssistButton to the right of the field. The balance of the linked vendor till the ending date of the entered date filter in local currency. The application automatically calculates and updates the amount by using the contents of the "Amount (LCY)" field of the Detailed Vendor Ledger Entries table. You can set a filter on the Balance (LCY) field to show specific global dimension values 1 and global dimension values 2 only

106 MANUAL OPplus F ie ld D e s c r ip t i o n You can open the detailed vendor ledger entries to see what the amount is comprised of by selecting the AssistButton to the right of the field. The graphic below shows four lines with three association links: Line 1: customer/vendor link for customer no and vendor no Line 2: customer/vendor link for customer no and vendor no Line 3 and Line 4: customer/vendor link for customer no , vendor no and vendor no Association Customer Association Open Entries / Vendor Association Open Entries You may print the open entries of the association via the corresponding report. The following options are available: Incl. Comments In case there are comment lines for this entry they will be printed in the report. Incl. Vendors In case there are associated customers/vendors for a customer/vendor these will be printed in the reported if this field is checked. Output to Excel If you activate this field the data will be exported to Excel. Show Application In case the entries are already applied these applicatons will be printed in the reported if this field is checked. Print Subtotals If you check this field there will be a subtotal printed after each customer/vendor. February 1,

107 Base / Association Extended Application Additional Customer/Vendor Link Fields Additional Customer/Vendor Link Fields

108 MANUAL OPplus Extended Application Split Customer/Vendor Link Posting Depending on the selected option in the "Split Posting with Ext. Appl." field (OPplus Setup), customer/vendor link postings will be split or not. If the "Split Posting with Ext. Appl." field is activated and a customer/vendor link application has been created in the Extended Application window, the posting will be shown as split posting in the journal. For more information, please refer to chapter Display of Split Posting when Leaving the Extended Application. February 1,

109 Base / Association Reminder incl. Vendor Ledger Entries for Customer/Vendor Links Create Reminders report (Report 188) The Association module allows the user to consider vendor ledger entries of a customer/vendor link when creating reminders. By selecting Financial Management Receivables Periodic Activities Reminders, you can open the Create Reminders report by selecting the Create Reminders menu item via the Functions button. The Create Reminders report now has two additional fields on the Options tab: "Incl. Linked Vendors" and "With Backlog". Incl. Linked Vendors With Backlog If you place a check mark in this field, the vendor ledger entries of the associated customer/vendor link will be considered for customer reminders. If you place a check mark in this field, reminders will be created even when the customer/vendor link has a credit total sum

110 MANUAL OPplus Example: Reminder for a customer/vendor link: February 1,

111 Base / Association Suggest Reminder Lines report (Report 189) The Association module allows the user to consider vendor ledger entries of a customer/vendor link when creating reminders. Fill in the reminder header manually and select the Suggest Reminder Lines menu item via the Functions button. The Suggest Reminder Lines report now has two additional fields on the Options tab: "Incl. Linked Vendors" and "With Backlog". Incl. Linked Vendors With Backlog If you place a check mark in this field, the vendor ledger entries of the associated customer/vendor link will be considered for customer reminders. If you place a check mark in this field, reminders will be created even when the customer/vendor link has a credit total sum. Vendor Ledger Entries Reminder Level and Reminder Entries In the vendor/customer ledger entries, you can see the last issued reminder level for each entry in the "Last Issued Reminder Level" field. If the OPplus Extended Lists and Reports module is also licensed, the last issued reminder level of vendor ledger entries can be shown in the following windows (the "Last Issues Reminder Level" field must be first inserted by using the Designer if applicable): Extended Lists and Reports Vendors Vendor Ledger Entries Extended Lists and Reports Vendors Open Vendor Entries

112 MANUAL OPplus For more information about OPplus please refer to and gbedv GmbH & Co. KG Loger Straße 22b Osterholz-Scharmbeck/Germany Phone: + 49 (0) 4791 / Fax: + 49 (0) 4791 / info@opplus.de Internet: This document is for informational purpose only. Its contents may be changed at any time without prior notice if required for technical or content-related reasons. This document may not be reproduced or transferred, partially or in full, in any form or by any means without the prior written permission of gbedv GmbH & Co. KG. gbedv GmbH & Co. KG shall not be liable for any errors and omissions which may exist in the document. gbedv All rights reserved. Last Update: February 1, 2013 The software mentioned in this document may only be used or copied according to the licensing terms. All product names, trademarks and logos used are property of the respective owners. February 1,