Manual Ext. Analysis. Customers and Partners. OPplus. Prepared for. Project. Prepared by. gbedv

Transcription

1 Manual Ext. Analysis Prepared for Customers and Partners Project OPplus Prepared by

2 Contents General Informaton... 4 Manual Structure... 4 Descripion of Icons... 4 OPplus Navigation Area... 5 OPplus License Information module... 6 Setup Configuration... 7 OPplus Ext. Analysis module Trial Balance and VAT Setup General tab Purch. VAT Next Month tab G/L Account Groups Example for the Use of G/L Account Groups G/L Account Ex. Analysis tab Acc. Schedule Name 1 to G/L Account Group 1 to Ext. G/L Accounts Ext. Account Schedule Update Update Direction Sched.-Name -> Curr. Sched Update Direction Curr. Schedule -> Sched.-Name Trial Balance Ext. Account Schedule Ext. G/L Total-Balance Ext. Customer Total-Balance Ext. Vendor Total-Balance Account Schedule 11 Cols and/or 15 Cols VAT Setting Up Affiliation VAT Statement Template for the Affiliation Parent Specifying Affiliation for Relevant Companies within the Database Creating Affiliation VAT Advance Notification Creating Affiliation VAT Vies Declaration Affiliation VAT Advance Notification via ELSTER VAT Entries Accounting Proof of 62

3 G/L Entries Accounting Proof Pre-Tax Deduction on the Document Entrance Date (VAT Next Month) Income Date VAT Post. Grp VAT Statement Purch. VAT Next Month tab Specifying Document Entrance Date when Posting Purchase Invoices/Credit Memos Correct VAT Entries Posting Examples of 62

4 General Informaton Manual Structure This manual describes the following modules and functionalities of the certified vertical solution OPplus OPplus Ext. Analysis In the application menu, the functionalities of this module are available via the Trial Balance and VAT menu group 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 VAT). Descripion 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. 4 of 62

5 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: 5 of 62

6 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. 6 of 62

7 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 the respective module is licensed and that the setup of the module had been started. If you have licensed the Association module, the Setup done field will automatically contain a check mark. The system does not check here if any associations/linkages have been set up. Via this page you can now set up the user roles for all licensed modules. Setup Configuration By using the Export/Import Setups function via the OPplus License Information, you can transfer OPplus setup tables from one database into another or from company A to company B. The report is divided into two parts, providing three fields in the upper Options part. 7 of 62

8 Field Direction Filename Company Description In this field, you can select whether to import or to export files. This field contains the name of the file you want to import and/or create. In this field, you can select one of the following 3 options: All o Export Select this option to export the data of all companies of the database into the text file. o Import If you select this option, the data included in the text file will be imported into the companies of the database. If you have exported several companies into the file, the system will import the data of the first company contained in the file. Current o o Export Select this option to export the data of the current company into the text file. Import Select this option to import the data of the text file into the selected company. Company Related o Export This option is not available for export. o Import Select this option if you have previously exported all company data, and some companies are still missing in the database. The system will check if the corresponding company is included in the current database. If yes, the data of this company will be imported. If not, the company will be skipped. 8 of 62

9 In the lower part of the report, you will find a list of export/import data of respective modules: When you open the report, the system checks which of the modules are included in the license. According to the license, the respective option fields are automatically enabled with a check mark. However, the user can change these settings manually. When you select the Import option, the system will automatically import all modules included in the license. When you select the Export option, the system will automatically export all modules which are included in the license and (at least) have one record in the corresponding table. Please note/make sure: that the current customer license is activated in the server, NO number series are created/edited during the import. 9 of 62

10 OPplus Ext. Analysis module The functionalities of the Trial Balance and VAT module are available within the navigation area of the Trial Balance and VAT menu group. The Trial Balance and VAT module offers the following three major functionalities: Trial Balance Assignment to assets/liabilities for each line for so-called "shifting accounts" (example: bank accounts) Correct display of vendors with debit balances/customers with credit balances Print of an accounting proof for lines with account totals Validity check based on the chart of accounts Furthermore, the user is offered a number of aggregated balance sheets for G/L accounts, customers and vendors by using the proven DATEV layout. Within these aggregated balance sheets, the user can filter the report (only accounts with a balance above or below zero) as well as export report data to Excel. VAT The VAT area allows you to print a VAT Advance Notification with accumulated values for specified affiliation companies and to create an associated XML file to be transferred via ELSTER. In addition, you have the option to create a VAT Accounting Proof at any time. Pre-Tax Deductible on Document Receipt Date The pre-tax deduction issue according to Section 15 (1) No. 1 of the German Value Added Tax Act has been solved (pre-tax deduction after the provision of services and the existence of the physical invoice). In the Trial Balance and VAT module, the user is offered a functionality which enables to assign the VAT entries to the correct period (keyword: pre-tax deductible next month). 10 of 62

11 Trial Balance and VAT Setup Before you can use this module, a number of setup values must be specified in the Trial Balance and VAT Setup. General tab Field Assets/Liab. Calc. Type Description In this field, you can select the calculation type to be used for the account schedule's assets/liabilities within the selected date filter. End of Fiscal Year If you select this option, the account values will be calculated as assets/liabilities based on the fiscal year end of the selected date filter. Max. Date If you select this option, the account values will be calculated as assets/liabilities based on the maximum date of the selected date filter. Value If you select this option, each field cell will be categorized as assets and/or liabilities based on the calculated cell value. Alternatively, you can define this field for each account schedule name separately (for more information please refer to chapter Trial Balance and VAT Balance Ext. Account Schedule). Affiliation Here you can indicate the companies which belong to an affiliation. All companies within the database which have the same value in the Affiliation field (here: Affiliation) will be considered in the affiliation's VAT Advance Notification. Please remember to fill in this field for all relevant companies! Use Section Lining Consider Field Show in Excel If you activate this field, each second line of the aggregated balance sheets will be highlighted in grey in the printout in order to improve readability. You can manually change the Show field in the account schedule. Please note that this field only applies to the account schedule printout. If you want this field to be considered 11 of 62

12 also in the Excel export, place a check mark in the Consider Field Show in Excel field. Consider Field Show in Excel Note: If the Show field in the account schedule lines is not always set to YES or NO, then you should not enable this field because the value is not necessarily available in the same cell in Excel in each export. Otherwise, you may get wrong results if these values are used by any other Excel formulas. Purch. VAT Next Month tab The field contents of the Purch. VAT Next Month tab are described in the chapter Pre- Tax Deduction on the Document Entrance Date (VAT Next Month). G/L Account Groups You can create an unlimited number of user-defined G/L account groups (here: GLAG1, GLAG2, GLAG3). 12 of 62

13 These account groups can be specified in the G/L accounts. Depending on the G/L account, you can specify up to three (3) account groups. These data are processed in the Ext. Account Schedules by the totaling types Account Group 1, Account Group 2, Account Group 3. Example for the Use of G/L Account Groups You create the following three account groups: GLAG1, GLAG2 and GLAG3 13 of 62

14 The entry is done in the Ext. G/L Account list in the G/L Account Group 1 field for a number of G/L accounts: The query is done in the Totaling and Totaling Type fields via an account schedule: 14 of 62

15 Acc. Schedule Overview result: G/L Account Ex. Analysis tab The G/L account contains the Ext. Analysis tab. Acc. Schedule Name 1 to 3 On this tab, the user can assign the G/L account to existing account schedule lines. The assignment can be performed for up to 3 account schedule lines: 15 of 62

16 You have the following two options to specify the Account Schedule fields: 1. You specifiy the values in the G/L account and then import the assigment into the Totaling field of the respective account schedule => see Update Direction Sched.-Name - > Curr. Sched. 2. You specify the Totaling field in the account schedule and then update the G/L account fields via the account schedule => see Update Direction Curr. Sched. -> Sched.-Name. G/L Account Group 1 to 3 For detailed information on these fields, please refer to chapter Trial Balance and VAT Balance G/L Account Groups. Ext. G/L Accounts The Ext. G/L Account list gives the user a quick overview of the values of the Ext. Analysis tab. In order to modify the Ext. Analysis fields in the Ext. G/L Account list, you first need to switch to the edit mode (CTRL+SHIFT+E). 16 of 62

17 Ext. Account Schedule Update By selecting Functions button in the Ext. Account Schedule window, you can update the G/L account entries of the Ext. Analysis tab. Update Direction Sched.-Name -> Curr. Sched. By using this update direction, the Totaling field of the account schedule is filled with existing related entries of the G/L account cards. Example Sched.-Name 1-> Curr. Schedule : Account Schedule Name OPPLUS 4 with 3 lines: The entry of the 3 line numbers in made for 3 different G/L accounts as account schedule line 1 and account schedule name 1: 17 of 62

18 Then select Actions -> Update -> Sched.-Name 1-> Curr. Schedule in the Ext. Account Schedule: Confirm the following dialog box by clicking YES. The G/L account numbers now appear in the Totaling field. The Totaling field will be updated correctly even if you assign the line for several G/L accounts. In this case, the common NAV filters are used. To avoid an overflow, the Totaling field length has been increased accordingly. 18 of 62

19 Example view: Update Direction Curr. Schedule -> Sched.-Name By selecting this update direction, you first specify the Totaling field in the account schedule and then update the corresponding G/L account fields. The system does not check if the respective fields already contain any data. Any existing values will be overwritten without any warning. Example Curr. Schedule -> Sched.-Name 1: Account Schedule Name OPPLUS with 3 lines, with Posting Accounts specified as Totaling Type: 19 of 62

20 The G/L account card fields are empty: Now you select Actions -> Update -> Curr. Sched. -> Sched.-Name 1 in the Ext. Account Schedule. Confirm the following dialog box by clicking YES. The G/L account fields now have been updated accordingly: 20 of 62

21 Trial Balance This module offers, if compared with the standard application, a number of additional features for the account schedules as well as for the aggregated balance sheets. This chapter exclusively describes the additional features offered by this module for the account schedule and aggregated balance sheets of the standard application Ext. Account Schedule The Ext. Account Schedule window consists of the account schedule name and the account schedule lines. The Account Schedule Names window now has the additional column named Assets/Liab. Calc. Type (already described in previous chapter Trial Balance and VAT Setup). If you explicitly select a value in the Assets/Liab. Calc. Type field in the Account Schedule Names window, the value specified in the respective field in the Trial Balance and VAT Setup will be overwritten. The remaining fields of the Account Schedule Names window resemble the fields of the standard application. Therefore, they are not further explained. 21 of 62

22 Acc. Schedule Line In the following, you will find a description of further fields/functionalities of the Ext. Acc. Schedule Line which do not constitute part of the standard Microsoft Dynamics NAV application: Totaling Type, Show, Detailexport, Balance Position and Separate Receivables and Payables as Assets and Liabilities Fiel Totaling Type (G/L Account Group 1 to 3) Show Description The following three additional totaling types are available in OPplus: Account Group 1, Account Group 2 and Account Group 3 Account groups can be defined by the user and assigned to individual G/L accounts. The total is comprised of the G/L account amounts of the respective account group. If you select NO, the associated column values will not be exported when performing the Excel export. [However, the account schedule line needs to be exported for technical reasons.]. The Acc. Schedule Overview will show both the line and the column values. This is NAV standard and will not be changed in the future by OPplus. In the report, the line is not printed completely, a feature which resembles the NAV standard. Detailexport Balance Position If this field contains a check mark, the system will only export the marked lines including the details from the Acc. Schedule Overview when selecting the Use Detailexport from Line option. Before you can use this field, the Assets/Liab. Calc. Type field must be specified in the Trial Balance Setup or in the Account Schedule Names window. This field is used to specify shifting accounts and shifting account groups. The calculation is performed for the accounts specified in the Totaling field. Please note that the selected Totaling Type must be Posting Accounts: The following options are available: 22 of 62

23 Blank If you leave this field blank, the calculated values will be always displayed in this line. Assets Each If you select the Assets Each option, the system will calculate the value based on the selected date filter for each account in the Totaling field. Depending on the calculated value, the position is either shown as Assets Each or as Liabilities Each Liabilities Each If you select the Liabilities Each option, the system will calculate the value based on the selected date filter for each account in the Totaling field. Depending on the calculated value, the position is either shown as Liabilities Each or as Assets Each. Assets Group If you select the Assets Group option, the system will calculate the value based on the selected date filter for each entered total in the Totaling field. Depending on the calculated value, the position is either shown as Assets Group or as Liabilities Group. Liabilities Group If you select the Liabilities Group option, the system will calculate the value based on the selected date filter for each entered total in the Totaling field. Depending on the calculated value, the position is either shown as Liabilities Group or as Assets Group. In order to guarantee the correctness of your data we recommend that for each line with an Assets Each balance position another account schedule line with a Liabilities Each balance position is available which queries exactly the same values. Separate Receivables and Payables as Assets and Liabilities This field is used to separate receivables and payables as assets and liabilities. This field can only be modified if the Balance Position field includes a value (other than blank). If you select Yes, the underlying customer and/or vendor accounts will be each analyzed and not the balances of the receivables and/or payables accounts. Depending on the balance position, only the balances of customers and vendors will be shown as assets and/or as liabilities. The calculation of the correct balance position for each customer/vendor may take a time since the system has to analyze and total the associated G/L entries. Therefore, it is recommended to activate this field only when you need this identification in the report. Example 1: Setup of G/L account (2910) as shifting account 23 of 62

24 Example 2: Setup of several G/L accounts 2910 to 2920) as shifting accounts Example 3: Setup of several G/L accounts (shifting accounts). In this example, the 2910 and 2920 accounts are balanced and the Total Balance is shown as assets (if the total balance is a debit balance) or as liabilities (if the total balance is a credit balance). 24 of 62

25 Example 4: Setup of receivables accounts for customers with credit balances Example 5: Setup of lines with account groups GLAG1, GLAG2 and GLAG3. All G/L accounts which are assigned to the corresponding account group will be totaled in these lines. 25 of 62

26 Detailexport The account schedule line contains the Detailexport field. This field is used to determine whether to consider a line for the detail export. The Detailexport field will be considered only if the Use Detailexport from Line field on the Options tab contains a check mark. This field is only editable if the Export Details field also contains a check mark. You can place a check mark in the Suppress Export of Details without Entries field to suppress zero balances in the detail export. This way, you can avoid transferring any empty lines during detail export into the Excel table. In addition, you can consider the Show field of the account schedule if the Excel file you want to use is created by simply copying it 1:1 and is not based on a Pivot table with a fix structure. Otherwise, the Show field will only be considered in the report. 26 of 62

27 In the following, you will find the available options and their impact during export: Desired Export Result Options to be set/specified The system shall not perform detail export (default behavior). The system shall perform detail export for all total lines (default behaviour). The detail export shall only be performed for marked lines (OPplus functionality). 27 of 62

28 The detail export shall be performed for all lines. Any lines with columns without any values will be hidden. The detail export shall only be performed for lines which are marked in the account schedule. Any lines with columns without any values will be hidden. The detail export shall consider the Show field of the account schedule. The Excel export now considers the Show field for the export (like the standard NAV report). A combination with the detail export is not supported. Set Up Column Layouts To set up the column layouts, the user can specify % codes as placeholders. These percent codes can be viewed via the AssistEdit. By clicking the AssistEdit button, a new window opens containing eight different placeholders. 28 of 62

29 The placeholders are translated as follows (date filter = ): Startdate Month (Text): January Startdate Year: 2016 Startdate Month (Number): 01 Startdate Month (shorttext): Jan. Enddate Month (Text): December Enddate Year: 2016 Enddate Month (Number): 12 Enddate Month (shorttext): Dec. Quarter 1: January March Quarter 2: April June Quarter 3: July September Quarter 4: October December Current Quarter -> based on the current date Startdate Quarter Enddate Quarter 29 of 62

30 This functionality is available in the Acc. Schedule Overview as well as in the OPplus Ext. Acc. Schedule reports. Print The Ext. Account Schedule report contains the following additional print options: 30 of 62

31 Field Iterate Description If you activate the Iterate option e. g. in the Department Filter field, the respective account schedule will be automatically printed for each department individually by using the respective department as dimension filter. Show Accounts Show System Accounts Use Detailexport from Line Suppress Export of Acc. without Entries Check Validity The iteration feature can only be activated for one dimension at a time. If you enter a filter, iteration will be performed for departments specified in the filter. If you activate this field, the underlying accounts of a total line will appear below the respective total line in the printout. If you place a check mark in this field, the postings will be grouped in separate accounts based on the respective source account (person or bank account) and shown in separate lines. This feature is only effective if the account schedule is set to separate receivables and payables as assets and liabilities. If this field contains a check mark, the system will export the accounting proof for all account schedule lines which have a checked Export Details field. Depending on the setting of this field, also accounts without entries will be considered in the report (if deactivated) or suppressed (if activated). If you place a check mark in this field, the system will check if all accounts of the chart of account which are not blocked have been specified and/or if any accounts have been considered twice. If you want to include any blocked accounts, the Incl. Blocked Accounts field must be activated as well. Please note that "shifting accounts" must always be specified twice both as assets and as liabilities. Incl. Blocked Accounts Account Filter Use Section LIning If you place a check mark in this field, any blocked G/L accounts will be considered as well during validity check. In this field, you can select the All, Income Statement or the Balance Sheet option to be considered in the printout. If you activate this field, each second line of the aggregated balance sheets will be highlighted in grey in the printout. This field is automatically set in the Trial Balance and VAT Setup. 31 of 62

32 Ext. G/L Total-Balance Options tab Field Print only Accounts with Description Balance > 0 All accounts which have a value above zero in the Cumul. Balance column will be considered in the printout. Balance < 0 All accounts which have a value below zero in the Cumul. Balance column will be considered in the printout. Saldo <> 0 All accounts with a value below or above zero in any of the columns will be considered in the printout. Postings All accounts which contain any posting will be considered in the printout. Default setting is Postings. Create Excel File If you place a check mark in this field, the report contents will be exported to Excel. G/L Account tab On this tab, you can specify the G/L accounts to be considered in the printout. In addition, you need to enter a date filter. If you want to export the report without printing it, you must at least open the report by clicking the Preview button. 32 of 62

33 The printed Ext. G/L Total-Balance report shows the following value columns: Fiel Starting Balance Period Debit Period Credit Period Balance Year Debit Year Credit Cumul. Balance Description Opening balance value based on the fiscal year specified in the date filter Total of all debits within the period specified in the date filter Total of all credits within the period specified in the date filter This column shows the period balance which is comprised of (the total of the Period Debit and Period Credit columns), excluding the starting balance Total of all debits within the fiscal year specified in the date filter Total of all credits within the fiscal year specified in the date filter This column shows the accumulated balance of the year specified in the date filter, including the starting balance. Ext. Customer Total-Balance 33 of 62

34 Options tab Field Adjust Exch. Rate Differences Description Place a check a mark in this field if you want to consider exchange rate differences in the report. If this field is activated, the debit and credit amounts will be adjusted for realized profit and loss due to exchange rate differences. If you do not activate this field, any exchange rate differences due to realized profit and loss will not be considered. This way, it is more difficult for the user to perform the application with the respective receivables accounts. Only Print Accounts with: Balance > 0 All accounts which have a value above zero in the Cumul. Balance column will be considered in the printout. Balance < 0 All accounts which have a value below zero in the Cumul. Balance column will be considered in the printout. Balance <> 0 All accounts with a value below or above zero in any of the columns will be considered in the printout. Postings All accounts which contain any posting will be considered in the printout. Default setting is Postings. Create Excel File If you place a check mark in this field, the report contents will be exported to Excel. Customer tab On this tab, you can specify the customers to be considered in the printout. In addition, you need to enter a date filter. If you want to export the report without printing it, you must at least open the report by clicking the Preview button. The printed Ext. Customer Total-Balance report shows the following value columns: Field Starting Balance Period Debit Period Credit Period Balance Year Debit Year Credit Cumul. Balance Description Opening balance value based on the fiscal year specified in the date filter Total of all debits within the period specified in the date filter Total of all credits within the period specified in the date filter This column shows the period balance which is comprised of (the total of the Period Debit and Period Credit columns), excluding the starting balance Total of all debits within the fiscal year specified in the date filter Total of all credits within the fiscal year specified in the date filter This column shows the accumulated balance of the year specified in the date filter, including the starting balance. 34 of 62

35 Ext. Vendor Total-Balance Options tab Field Adjust Exch. Rate Differences Description Place a check a mark in this field if you want to consider exchange rate differences in the report. If this field is activated, the debit and credit amounts will be adjusted for realized profit and loss due to exchange rate differences. If you do not activate this field, any exchange rate differences due to realized profit and loss will not be considered. This way, it is more difficult for the user to perform the application with the respective receivables accounts. Only Print Accounts with Balance > 0 All accounts which have a value above zero in the Cumul. Balance column will be considered in the printout. Balance < 0 All accounts which have a value below zero in the Cumul. Balance column will be considered in the printout. Balance <> 0 All accounts with a value below or above zero in any of the columns will be considered in the printout. Postings All accounts which contain any posting will be considered in the printout. Default setting is Postings. Create Excel File If you place a check mark in this field, the report contents will be exported to Excel. 35 of 62

36 Vendor tab On this tab, you can specify the vendors to be considered in the printout. In addition, you need to enter a date filter. If you want to export the report without printing it, you must at least open the report by clicking the Preview button. The printed Ext. Vendor Total-Balance report shows the following value columns: Field Starting Balance Period Debit Period Credit Period Balance Year Debit Year Credit Cumul. Balance Description Opening balance value based on the fiscal year specified in the date filter Total of all debits within the period specified in the date filter Total of all credits within the period specified in the date filter This column shows the period balance which is comprised of (the total of the Period Debit and Period Credit columns), excluding the starting balance). Total of all debits within the fiscal year specified in the date filter Total of all credits within the fiscal year specified in the date filter This column shows the accumulated balance of the year specified in the date filter, including the starting balance. Account Schedule 11 Cols and/or 15 Cols The Account Schedule 11 Cols and 15 Cols reports can be used to print account schedules with a column layout including 11 and/or 15 columns. If the amounts exceed the maximum column width, the amounts will be truncated from right to left as it is the case in the standard application. The functions resemble those used in the Ext. Acc. Schedule report. 36 of 62

37 VAT The VAT functionality allows you to print an accumulated VAT Advance Notification for specified affiliation companies and to create an associated XML file to be transferred via ELSTER. In addition, the user can create an accumulated VAT Vies Declaration for all associations of an affiliation. For this, it is required that all affiliation companies are in the same database. Before you can use this functionality, a number of setup values must be specified: A separate affiliation VAT statement must be specified for the affiliation parent (the company which files the VAT Advance Notification to the fiscal authorities). For more information, please refer to chapter Setting Up Affiliation VAT Statement Template for the Affiliation Parent. In addition, the Affiliation field in the Trial Balance and VAT Setup must have the same value for all relevant companies to be considered in the Affiliation VAT Advance Notification. For more information, please refer to chapter Trial Balance and VAT Setup as well as to chapter Specifying Affiliation for Relevant Companies within the Database. Setting Up Affiliation VAT Statement Template for the Affiliation Parent In order to report VAT Advance Notifications for affiliations, a corresponding VAT statement template must be set up for the affiliation parent. It is obligatory that the VAT statement template is set up within the company which files the VAT Advance Notification to the fiscal authorities (affiliation parent). OPplus menu Trial Balance and VAT VAT VAT Statement Templates In the affiliation's VAT template, the report Sales VAT Advance Notif. Form Affiliation must be selected in the VAT Statement Report ID field in the VAT Statement Templates window. 37 of 62

38 You may choose to specify any name for the affiliation VAT template (here: VAT AFF.): Now the user must set up a new VAT statement name (here: VAT AFF.) by selecting Related Information Template Statement Names. 38 of 62

39 In the VAT Statement Names window, the user must activate the Affiliation field for the new VAT statement to indicate that the VAT Advance Notification refers to the reporting of an affiliation. If you want to transfer the VAT statement via ELSTER, the Sales VAT Adv. Notification field must be activated as well. For more information please refer to chapter Affiliation VAT Advance Notification via ELSTER. If the previous steps are completed, the VAT Statement lines must be filled with relevant data. You can open the VAT Statement window by selecting OPplus menu Trial Balance and VAT VAT VAT Statements VAT AFF. in the Name field. The VAT statement name specified in the previous step appears (here: VAT AFF.) The VAT statement lines are filled in the same way as it is the case for corresponding fields of the standard application. Therefore, it is not further explained. Please note that any codes of the VAT Bus. and VAT Prod. Posting Groups which are required for the query of VAT entries in the affiliation must be available in the company which is used as affiliation parent The aforementioned requirement does not refer to the VAT Posting Setup! Only those combinations should be kept here which are valid for your affiliation parent. The VAT Statement window includes the new From Company field which is considered in the Sales VAT Advance Notif. Aff. report in the following way: If this field contains a value, only the values of the specified company will be considered in the printout. If this field is blank, the values of all specified affiliation companies will be considered. 39 of 62

40 Specifying Affiliation for Relevant Companies within the Database By selecting OPplus menu Trial Balance and VAT Setup, you can specify the name of an affiliation for companies which belong to the same affiliation. Only companies which have the same entry in the Affiliation field will be considered in the affiliation's VAT statement (here: Test Affiliation). Creating Affiliation VAT Advance Notification If the required setup values are specified for the affiliation parent and affiliation companies, you can create the VAT Advance Notification Affiliation for the affiliation parent company. You can print the report via the VAT Statement (please refer to step A) or directly by using the Sales VAT Advance Notif. report (please refer to step B). The process of accumulating values is part of the Sales VAT Advance Notif. Form Affiliation report. If you open the VAT Posting Setup, only the data of the current company will be shown. Step A Open the report via the affiliation VAT statement (here: VAT AFF.). For this, click OPplus Trial Balance and VAT VAT VAT Statements select the Print menu item via the Actions button (with the VAT AFF. option selected in the Name field): 40 of 62

41 The Sales VAT Advance Notif. Form Affiliation report appears containing the default options of the VAT Statement: 41 of 62

42 The data of the affiliation companies will be accumulated in the report. Step B Open the report directly. For this, select OPplus Trial Balance and VAT VAT Sales VAT Advance Notif. Creating Affiliation VAT Vies Declaration If you have set up an affiliation, the data of all affiliation companies will be accumulated in the affiliation parent within one VAT Vies Declaration report. To open the affiliation's VAT Vies Declaration, select OPplus Trial Balance and VAT VAT VAT-Vies Decl. Tax DE. This feature is no longer available in the current OPplus version. Affiliation VAT Advance Notification via ELSTER This chapter exclusively describes the OPplus Affiliation settings which are relevant for reporting via ELSTER. For this, it is a prerequisite that the setup parameters required for reporting via ELSTER are already specified for the affiliation parent. 42 of 62

43 To transfer an affiliation's VAT Advance Notification, the following additional fields must be specified: In the VAT Statement Names window, the Sales VAT Adv. Notification field must include a check mark for the affiliation VAT statement name: In the Sales VAT Adv. Notif. Card window, the Affiliation field on the Affiliation tab must include a check mark for the corresponding Sales VAT Adv. Notif. card. To open this window, click OPplus Trial Balance and VAT VAT Sales VAT Adv. Notif. Card. 43 of 62

44 VAT Entries Accounting Proof The Affiliation area also includes a functionality the VAT Entries Accounting Proof which can be used within the affiliation as well as for any other company. The data, e. g. the G/L account number which is used to post the relevant base of a VAT entry, are transferred into the VAT Entries Account Proof by using the respective report. For each VAT entry, the row number of the VAT statement is shown considering the VAT entry values. In addition, the report shows one line for each company including the total of all VAT entries (Entry Type field = Total VAT option). The report allows to see at a glance the calculated value of a debit/credit for each company based on the listed VAT entries. The fields of this VAT Entries Account Proof are described in the following. If you open the VAT Entries Accounting Proof the first time, the lines will be empty: 44 of 62

45 By selecting the Refresh button, you can open the Refresh VAT Entries Accounting Proof report which is comprised of the following fields: Options tab From Affiliation This field automatically includes a check mark if you open the Refresh VAT Entries Accounting Proof report for an affiliation company. This way, it is guaranteed that the G/L entries of all affiliation companies are considered in the report. If you want to refresh the report only for the current company, you must deactivate the From Affiliation check box. VAT Statement Template / VAT Statement Name Here you can specify the VAT statement to be used to transfer the row number when running the Refresh VAT Entries Accounting Proof report. In the VAT Statement Name field, you can select the desired VAT statement. The template name is copied automatically and cannot be modified. Company tab Here you can specify the companies to be considered in the Refresh VAT Entries Accounting Proof report. If no filter is set, the system will use the current company. G/L Entry tab Here you can specify the entries to be considered in the VAT Entries Accounting Proof report. It is not necessarily required that a date filter is specified the Posting Date field. Please note that depending on the number of G/L entries the system may need a longer time to run the report. By clicking the Refresh button, the data will be transferred to the entries. NOTE: Any previously entered data will be deleted each time you refresh the report. 45 of 62

46 Field Company Entry Type Description This field indicates the company the data originate from. This field shows the entry type (G/L Entry, VAT Entry or Total VAT). The line value with the Total VAT entry type is calculated based on the listed VAT entries considering the calculation type in the row number of the selected VAT statement. If the Reverse Charge VAT calculation type is selected in connection with the Purchase posting type, the VAT entries are listed twice (both as a positive and as a negative value). This is required in order to calculate the correct total for the Total VAT entry type. G/L Account No. If the G/L Entry entry type is selected, the G/L account number used to post the amount will be copied into this field. If the VAT Entry entry type is selected, this field may include the value 01 or 02 if due the respective Reverse Charge VAT calculation type in connection with the Purchase posting type the VAT entries are shown twice as a positive value (01) and as a negative value (02). Description Amount VAT Amount Reason Code Row No. VAT Statement This field shows the name of the G/L account specified in the G/L Account No. field. This field is filled with the amount of the G/L entry and/or the base of the respective VAT entry. This field is filled with the value of the VAT Amount field of the respective G/L entry and/or the VAT amount of the respective VAT entry. This field is filled with the value of the Reason Code field of the respective G/L entry. This field is only filled by the system, if the VAT Entry entry type is selected and if the user selected a VAT statement in the Refresh VAT Entries Accounting Proof. This field shows the row number which the VAT entry is assigned to in the VAT statement selected in the Refresh VAT Entries Accounting Proof. If the Reverse Charge VAT calculation type is selected in connection with the Purchase posting type, the VAT entries are listed twice (both as a positive and as a negative value), each with the respective row in the VAT application. Gen. Posting Type VAT Bus. Posting Group VAT Prod. Posting Group Date Range Department Filter This field is filled with the value of the Posting Type field of the respective G/L entry. This field is filled with the value of the VAT Bus. Posting Group of the respective G/L entry. This field is filled with the value of the VAT Prod. Posting Group of the respective G/L entry. This field is filled with the date filter specified in the Refresh VAT Entries Accounting Proof. This field is filled with the value of the Global Dimension 1 field. 46 of 62

47 You can print the report and/or export it to Excel by selecting the Print button: 47 of 62

48 Preview example: Specific Purchase Tax feature If the VAT Entries Account Proof contains VAT with the VAT Bus. Posting Group EU, the VAT entries will be entered with the account number 01 and 02. One value is positive, the other negative. In the printout, you will get a VAT entries total = 0. In order to improve readability, these two lines (if any) are shown separately, where one line is shown as a positive value and the other as a negative value. 48 of 62

49 Excel output example: G/L Entries Accounting Proof The VAT module also includes the G/L Entries Accounting Proof functionality which can be used within the affiliation as well as for any other company. By using the respective report, you can transfer the G/L entries into this page in an accumulated form. For each G/L account, the values of the Starting Balance, Amount, Debit Amount, and Credit Amount fields are shown in an accumulated form (depending on the selections in the report). The fields of the G/L Entries Accounting Proof page are described in the following. If you open the page for the first time, the lines will be empty: 49 of 62

50 By selecting the Refresh Table button, you can open the Refresh G/L Entries Accounting Proof report which is comprised of the following fields: Options tab From Affiliation This field automatically includes a check mark if you open the Refresh G/L Entries Accounting Proof report for an affiliation company. This way, it is guaranteed that the G/L entries of all affiliation companies are considered in the report. If you want to refresh the report only for the current company, you must deactivate the From Affiliation check box. Cumulate Field Content Posting Groups This check box refers to the Posting Type, Bus. Posting Group and Prod. Posting Group fields. If you place a check mark in this field, the posted values will be entered by accumulating them by the respective posting groups. VAT Posting Groups This check box refers to the Gen. Posting Type, VAT Bus. Posting Group and VAT Prod. Posting Group fields. If you place a check mark in this field, the posted values will be entered by accumulating them by the respective VAT posting groups. Job No. This check box refers to the Job No. field. If you place a check mark in this field, the posted values will be entered by accumulating them by the respective job number. 50 of 62

51 Reason Code This check box refers to the Reason Code field. If you place a check mark in this field, the posted values will be entered by accumulating them by the respective reason code. Department Code This check box refers to the Global Dimension 1 Code field which is called Cost Center is most companies. If you place a check mark in this field, the posted values will be entered by accumulating them by the respective global dimension 1 code. Project Code This check box refers to the Global Dimension 2 Code field which is called Cost Unit is most companies. If you place a check mark in this field, the posted values will be entered by accumulating them by the respective global dimension 2 code. If you enable several options here, the posted values will be entered in an accumulated form based on the combination of all associated fields as described above. Company tab Here you can specify the companies to be considered in the Refresh G/L Entries Accounting Proof report. If no filter is set, the system will use the current company. G/L Entry tab Here you can specify the G/L entries to be considered in the G/L Entries Accounting Proof report. It is not necessarily required that a date filter is specified the Posting Date field. Please note that depending on the number of G/L entries the system may need a longer time to run the report. By clicking the Refresh button, the data will be transferred to the entries. ATTENTION: Any previously entered data will be deleted from the page each time you refresh the report! Field Company G/L Account No. Description Beginning Balance Amount Debit Amount Credit Amount VAT Amount Global Dimension 1 Code Global Dimension 2 Description This field indicates the company the data originate from if you have placed a check mark in the From Affiliation field. This field shows the G/L account number. This field shows the name of the G/L account specified in the G/L Account No. field. This field shows the starting balance of account, based on the specified filter. This field shows the accumulated amount of the G/L account. This field shows the accumulated debit amount of the G/L account. This field shows the accumulated credit amount of the G/L account. This field shows the accumulated value of the VAT Amount field. This field shows the dimension code 1 included in the accumulated values if the respective field in the Refresh G/L Entries Accounting Proof is checked. This field shows the dimension code 2 included in the accumulated values if the respective 51 of 62

52 Code Job No. Reason Code Gen. Posting Type VAT Bus. Posting Group VAT Prod. Posting Group Date Range field in the Refresh G/L Entries Accounting Proof is checked. This field shows the job number included in the accumulated values if the respective field in the Refresh G/L Entries Accounting Proof is checked. This field shows the reason code included in the accumulated values if the respective field in the Refresh G/L Entries Accounting Proof is checked. This field shows the posting type included in the accumulated values if the respective field in the Refresh G/L Entries Accounting Proof is checked. This field shows the VAT business posting group included in the accumulated values if the respective field in the Refresh G/L Entries Accounting Proof is checked. This field shows the VAT product posting group included in the accumulated values if the respective field in the Refresh G/L Entries Accounting Proof is checked. This field shows the specified date filter used for refreshing the G/L Entries Accounting Proof. You can print the report and/or export it to Excel by selecting the Print button: 52 of 62

53 Preview example: Excel output example: On the Start tab, you can use the Show Mapping button to edit the assigned account numbers. 53 of 62

54 This field is used for Excel exports and is relevant for the new e-balance sheet feature. Here it might happen that deviating account numbers must be available in the target system. Before you can start assigning/mapping accounts, you need to first click the Create Mapping button. Pre-Tax Deduction on the Document Entrance Date (VAT Next Month) This functionality enables the user to perform pre-tax deduction in the correct period according to Section 15 (1) No. 1 of the German Value Added Tax Act (pre-tax deduction after the provision of services and the existence of the physical invoice). Before posting a purchase document, the document entrance date must be specified (which is the Invoice Entrance Date field for invoices and the Cr. Memo Entrance Date filed for credit memos). The document entrance date is maintained in the following tables: G/L Entry Vendor Ledger Entry VAT Entry In addition, the VAT product posting group must be assigned to the relevant VAT product posting groups to be used for the subsequent month. By using the Correct VAT Entries report, the VAT Entries which have a later document entrance date than the last of the month of the respective posting date will be assigned to the correct period for pretax deduction to be reported to the fiscal authorities. The G/L accounts to be used for posting are specified in the Trial Balance and VAT Setup. This way, the VAT entries are created based on the document entrance date in order to be considered in the correct period of your VAT Advance Notification. 54 of 62

55 Please refer to the following pages for any settings and specifications required as well as for the steps to be performed in order to consider VAT entries for the subsequent month. Income Date VAT Post. Grp. A VAT product posting group which is to be used for the next month must be specified for each tax rate (= VAT Prod. Posting Group) to be considered for pre-tax deduction in your company. Example for pre-tax of 19 % deductible next month: In the VAT Posting Setup, the VAT product posting group to be used during posting of next month must be specified in the Income Date VAT Post. Grp. field for the relevant VAT combinations of the VAT Posting Setup. In addition, these new VAT combinations must be entered into the VAT Posting Setup. Example for pre-tax of 19 % deductible next month: 55 of 62

56 VAT Statement The new combinations to be based on for the VAT Advance Notification must be added to the VAT statement. Example for pre-tax of 19 % deductible next month: Purch. VAT Next Month tab In the Trial Balance and VAT Setup, the Enable VAT Correction field must be activated. Furthermore, the G/L accounts as well as the source code to be used for VAT correction must be specified. Field Enable VAT Correction Description If you place a check mark in this field, the document entrance date will be filled with the posting date in purchase invoices and credit memos. This feature is also available in all purchase journals, provided that the journal template includes the Purchase type. You can change this value before posting. However, as long as this option is activated, the entry of a document entrance date is mandatory before posting. 56 of 62

57 Bal. Account VAT Base Account VAT Base Next Month Account VAT Amount Last Month VAT Correct Jnl. Template Name VAT Correct Jnl. Batch Name Source Code VAT Correction Here you can specify the G/L account to be used to post the gross amount. Posting will be performed based on the original posting date (as credit amount if the document is an invoice or as debit amount if the document is a credit memo) whereas reverse posting is done based on the document entrance date. Here you can specify the G/L account to be used to post the net amount based on the original posting date. Here you can specify the G/L account to be used to post the net amount based on the document entrance date. This field is used in the Correct VAT Entries report by default as journal template name. However, you can change this field manually in the Correct VAT Entries report. This field is used in the Correct VAT Entries report by default as journal batch name. However, you can change this field manually in the Correct VAT Entries report. This field is used to specify the source code to be used for the correction of VAT for the next month. It is recommended to create a separate source code, e. g. PRETAX NEXT. The total of all three G/L accounts is used to show the accumulated receivables to be reported to the fiscal authorities resulting from pre-tax amounts which are deductible next month. Example: G/L accounts showing the accumulated receivables resulting from pre-tax deductible the next month: Trial Balance and VAT Setup with the Enable VAT Correction feature activated including the specified G/L accounts and source code (new source code PRETAX NEXT): 57 of 62

58 Specifying Document Entrance Date when Posting Purchase Invoices/Credit Memos In order to correct VAT and to assign it to the correct month, it is necessarily required before posting that the Invoice Entrance Date field and/or the Cr. Memo Entrance Date field is filled in the respective purchase document. For this, the Invoice Entrance Date field and/or the Cr. Memo Entrance Date field must be first displayed by using the Designer (Ctrl+F2). 58 of 62

59 Correct VAT Entries Before creating the VAT Advance Notification, the pre-tax amounts must be corrected to be deductible in the next month by using the Correct VAT Entries report: G/L Entry tab Here you can specify the G/L entries to be considered in the report. It is necessarily required that a date filter is specified the Posting Date field. Options tab Here you can specify the general journal to be used to transfer the corrections to. If you confirm your selections by clicking the OK button, the system will search for any VAT entries within the specified date filter which in reference to the selected posting date have a document entrance date of the next month and transfer the required corrections into the selected general journal. 59 of 62

60 Posting Examples If you run the Correct VAT Entries report, the system will create entries based on the specified G/L accounts for any relevant VAT entries. The system will create two entries for each relevant entry: First posting will be performed based on the original posting date (in this example: ) based on the original document number (this enables later on to show all relevant entries via the Navigate function) by using the original VAT information (in this example: Purchase TRADE PTAX19) by posting a credit net amount (if the original document is an invoice) or a debit net amount (if the original document is a credit memo) to the G/L account specified in the Account VAT Base Next Month field (in this example: G/L account no. 1553) by posting the tax amount as a credit (if the original document is an invoice) or as a debit (if the original document is a credit memo) to the VAT account specified in the VAT Posting Setup 60 of 62

61 by posting a debit gross amount (if the original document is an invoice) or as a credit gross amount (if the original document is a credit memo) to the G/L account specified in the "Bal. Account VAT Base" field (in this example: G/L account no. 1552) by using a predefined posting text which, among others, indicates the respective G/L entry number. The total of the accounts specified in the Bal. Account VAT Base and Account VAT Base Next Month fields represents the tax amount receivable. Second posting will be performed based on the invoice entrance date/credit memo entrance date (in this example: ) based on the original document number (this enables later on to show all relevant entries via the Navigate function) by using the original VAT information for the next month (in this example: Purchase TRADE PTAX19 NM) by posting a debit net amount (if the original document is an invoice) or a credit net amount (if the original document is a credit memo) to the G/L account specified in the Account VAT Base Next Month field (in this example: G/L account no. 1554) by posting the tax amount as a debit (if the original document is an invoice) or as a credit (if the original document is a credit memo) to the VAT account specified in the VAT Posting Setup by posting a credit gross amount (if the original document is an invoice) or a debit gross amount (if the original document is a credit memo) to the G/L account specified in the Bal. Account VAT Base field (in this example: G/L account no. 1552) by using a predefined posting text which, among others, indicates the respective G/L entry number It is necessarily required that the posting text is NOT modified and/or supplemented by additional text! In order to identify any corrected entries, the relevant G/L entry number is required in a specific format which is copied into the Description field of the Gen. Journal Line when running the Correct VAT Entries report. 61 of 62

62 For more information about OPplus please refer to and 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 GmbH & Co. KG. GmbH & Co. KG shall not be liable for any errors and omissions which may exist in the document All rights reserved. Last update: November 1st, 2014 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. 62 of 62