What's New in OpenAccounts Version 6 Patch 5 (2) · Release Notes What's New in OpenAccounts Version 6 Patch 5 Doc Version 1.4 ... EU Sales List ... WORD-FILETYPE=DOC (or DOCM or

Release Notes

What's New in OpenAccounts Version 6 Patch 5

Prepared by Dave Greaves

Advanced Business Solutions Park House 300 Pavilion Drive Northampton Business Park Northampton NN4 7YE Tel: +44 (0)1604 666 800 Web: www.advancedcomputersoftware.com/abs

Date: 28/01/2011

Document Version: 1.4

Release Notes What's New in OpenAccounts Version 6 Patch 5

Doc Version 1.4

Copyright © COA Solutions Ltd. 2011

Whilst COA Solutions Ltd endeavours to ensure that the information in this document is correct it does not accept any liability for errors or omissions or any liability arising out of its use. The software described in this document is supplied under licence and may be used or copied only in accordance with the terms of such a licence. Issue of this document does not entitle the recipient to access or use the software described. The development of COA Solutions Ltd software is continuous and the published information may not reflect the current status. Any particular release of the software may not contain all of the facilities described and / or may contain facilities not described.

Version History Date Version Issued By Changes

01/06/2010 0.1 Dave Greaves Initial Draft

07/07/2010 1.0 John Ellam General editing for release

08/07/2010 1.1 Dave Greaves Changes to Component Accounting

13/09/2010 1.2 Steve Chilton Version One Integration

27/01/2011 1.3 Dave Greaves Change in wording of Version One section

28/01/2011 1.4 Heather Simpson Advanced Business Solutions Branding

Version Approval Version Name Title / Organisation Approval Record

Distribution Version and Date Name and Title

Document Control Filename Location Minimum Retention


Doc Version 1.4

Contents

Introduction ....................................................................................................... 7

Generic Changes and Base Systems.................................................................... 8

Batch Update Programs .................................................................................................. 8

User Allocations Report ................................................................................................... 8

Office 2007 Compatibility ................................................................................................ 8

Accounts Payable / CIS / OCR ............................................................................ 9

Automatic Payments (PL30) ............................................................................................ 9

CIS Suppliers Paid Net .................................................................................................... 9

OCR ............................................................................................................................. 9

Accounts Receivable / Invoicing / Credit Control ............................................. 10

Cash Update (SL08) ..................................................................................................... 10

Transaction Reinstatement (SL38) .................................................................................. 10

Regular Invoice Price Changes (SI13) ............................................................................. 10

Credit Control Status Codes (CC09) ................................................................................ 10

Sales Retentions .......................................................................................................... 10 Company Parameters (BS06) .............................................................................. 10 Contract Maintenance (SL51) .............................................................................. 10 Contract Processing (SL52) ................................................................................ 10

Fixed Assets ..................................................................................................... 11

Component Accounting ................................................................................................. 11 Asset Maintenance ............................................................................................ 11 Journal Entry .................................................................................................... 11 Asset Enquiry ................................................................................................... 11 Asset Summary Report ...................................................................................... 11 Unregistered Assets .......................................................................................... 11

General Ledger / Budgeting ............................................................................. 12

Divisional Processing .................................................................................................... 12

Entry of GL Phasing ...................................................................................................... 12

EU Sales List ............................................................................................................... 12 Company Parameters / Tax Parameters (BS06) ..................................................... 12 Tax Code Maintenance (BS04) ............................................................................ 12 EU Sales List (NL30) .......................................................................................... 12

Executive Enquiry (NL21) .............................................................................................. 12

Budget Model Report (BD03) ......................................................................................... 12

Project Billing ................................................................................................... 13

Fixed Price Items (PI03) ............................................................................................... 13

Purchase Order Processing ............................................................................... 14


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Goods Receipts (PO08) ................................................................................................. 14

Automatic Matching (PO14) ........................................................................................... 14

Purchase Order Accruals (PO49) .................................................................................... 14

Reporting and EDR ........................................................................................... 15

Column Formats .......................................................................................................... 15

OpenLink .......................................................................................................... 16

Purchase Orders .......................................................................................................... 16

Product Prices ............................................................................................................. 16

Sales Invoices ............................................................................................................. 16

Interface Maintenance (IF10) / Enquiry (IF04) ................................................................. 16

Version One Integration ................................................................................... 17

DbCSBLOB.exe and DbCSQuery.exe ............................................................................... 17

Appendix A – New Process Parameters ............................................................ 18

Appendix B - New OpenLink Hooks ................................................................... 21

Appendix C - New Mail Merge Fields ................................................................. 22

Release Notes


Doc Version 1.4 Page - 7

Introduction

OpenAccounts Version 6.0 Patch 5 was released in September 2010.

Although primarily a bug fix release there are some changes in Fixed Assets functionality with the introduction of Component Accounting.

The Database schema has not been changed for this patch release.

Release Notes



Generic Changes and Base Systems

Batch Update Programs The batch update programs in all ledgers now check that the user selecting the update has sufficient privilege to perform each update, that is, they can post the relevant document into the selected period. Any batches where the user has insufficient privilege will be ignored, and will remain in an “Awaiting Update” state.

User Allocations Report This System Utilities report now lists the companies to which each user is allowed access.

Office 2007 Compatibility Changes were made in a previous patch to allow for Excel spreadsheets and Word documents to be created using the new file extensions introduced in Office, for example: .xlsm, .xlsx, .docm, .docx. However, the defaults were still set throughout to .xls and .doc. Two new OPENACC.INI settings have been introduced to allow these defaults to be defined:

SPREAD-FILETYPE= XLS (or XLSM or XLSX)

WORD-FILETYPE=DOC (or DOCM or DOCX)

Release Notes



Accounts Payable / CIS / OCR

Automatic Payments (PL30) The batch lookup in this program and the Suggested Payments Report (PL31) now has the option to look for recent invoice batches only, i.e. the last 90 days, and will also show only batches for the same ledger as the payment batch.

CIS Suppliers Paid Net The invoice entry programs have been changed to allow a CIS supplier who is paid net to enter a Materials Only invoice, and have that invoice included in their monthly summary. Previously such an invoice had to be entered as outside the scope of the CIS scheme.

OCR Documents can now be flagged as “POP Approved OCR” documents, in OCR parameters in Company Parameters (BS06), and like other documents defined in these parameters, can only be used in OCR entry.

Release Notes



Accounts Receivable / Invoicing / Credit Control

Cash Update (SL08) Where the update of cash results in a change to the customer’s credit control status, this is now logged as a master file change.

Transaction Reinstatement (SL38) Previous restrictions have been removed, allowing any transaction used as the master in a matching set to be selected for reinstatement.

Regular Invoice Price Changes (SI13) The percentage used in the calculations has been changed to allow four decimal places instead of the previous two.

Entry Method - allows you to choose the date to be used to derive the base rate for the uplift (defaulting to the new effective date), and gives the option to remove all existing rates with a date later than the new effective date.

Credit Control Status Codes (CC09) You can now store a dunning letter format (in addition to the letter code) on each status code, allowing different templates to be used for letters produced by each change of status.

Sales Retentions A new set of entry screens are now available to allow contracts to be split between labour and materials in a similar way to purchase subcontracts, instead of using the previous method where the contract could be split into three based on VAT codes. The changes are:

Company Parameters (BS06)

Construction (Sales) Parameters – you can now select the method to use by responding to the “Split Labour & Materials” question

Contract Maintenance (SL51)

If using the new split option control codes can now be set against labour, materials on site, vatable and non-vatable contras and discount.

Contract Processing (SL52)

When entering a certificate using the new Split option, new values can be entered, a summary screen is displayed at the end of the entry, and that summary can be printed if required.

The resulting invoice now lists all of the components of the sales invoice, with appropriate sub-totals.

Release Notes



Fixed Assets

Component Accounting To satisfy statutory SORP standards, changes have been made in Fixed Assets to allow ‘Master’ and ‘Component’ Assets to be linked, using a similar parent/child relationship to that used for customers in Accounts Receivable.

The main changes are:

Asset Maintenance

Introduction of a ‘Component Master’ field. On the master asset this will contain that asset’s code. On a component the field will contain the code of the master asset to which this component is linked.

There is no restriction on this linkage, for example: all the elements of a composite (master and components) can have different types, groups, locations and depreciation rules.

Journal Entry

For certain types of journal, such as write-offs & disposals, when applied to an asset master, the system will automatically generate a journal of the same type for all of the linked components. An asset split journal will allow an asset to be split into ten separate assets on a single journal, instead of the simple two-way split in previous versions.

Asset Enquiry

When enquiring on any asset within a composite, the option is given to view a consolidated summary for that composite, from which a drill down is available to all the linked assets.

Asset Summary Report

A new option will group together all composites, showing the asset master followed by all the components and ending with a sub-total for the composite.

Unregistered Assets

The Split option, which allows a single unregistered asset to be split into separate records, has been extended to allow for a split into ten elements instead of five.

Release Notes



General Ledger / Budgeting

Divisional Processing To reduce the number of instances where documents are passed to the General Ledger update program without all of the necessary inter-divisional controls being defined, the document audit programs now test that these controls are in place. If any control is found to be missing, it is noted on the audit and the batch status is not changed to “Awaiting Update”.

It is therefore recommended that, if using divisional processing, all documents should be set for mandatory audit before update, and these audit reports should be checked.

There must be a division code on every Accounts Payable payment transaction.

Entry of GL Phasing When entering phasing on any line in a transaction within the document entry programs, there is now an “Even Split” option. If this option is chosen, the value of the line will be evenly split across the period range selected – this split is then shown and can be amended as required.

EU Sales List Statutory changes to the EU Sales List (from January 2010) resulted in the following changes:

Company Parameters / Tax Parameters (BS06)

You can now select the frequency of the report, being either Monthly or Quarterly.

Tax Code Maintenance (BS04)

The Goods/Services question has been replaced by an EU Sales List Usage question – Goods, Services or None.

EU Sales List (NL30)

This can now be produced either monthly or quarterly. A new Detailed Report option (format B) lists the invoices and their values that have been accumulated into each total printed on the summary.

Executive Enquiry (NL21) It is now possible to save queries and column selections in the dynamic transaction browsers within this enquiry.

Budget Model Report (BD03) This report previously rounded the values shown to the nearest whole number, but now shows the actual value of each budget, including decimals (pence).

Release Notes



Project Billing

Fixed Price Items (PI03) There is now an option to split a fixed price item across a number of periods, rather than having to set up separate items as before. For example: an annual charge could be split equally across each period within the year.

Release Notes



Purchase Order Processing

Goods Receipts (PO08) Now allows an order line that has a quantity of 1 to be part-received by quantity, instead of assuming the part receipt is by value. For example: you could receive a quantity of 0.25.

Automatic Matching (PO14) Where an automatic matching is not exact but is within tolerance, there is now the option to apportion the difference across the order lines matched in the same way as in manual matching. To use this option (instead of posting the differences to extras codes), set the “Automatic Matching Differences” question to “Apportion Across Lines” in the Purchase Order Processing Parameters in Company Parameters (BS06).

Purchase Order Accruals (PO49) The audit from this process now flags any transactions that will be posted to suspended GL accounts.

Release Notes



Reporting and EDR

Column Formats The rounding options on column formats have been increased to allow rounding to the nearest million in:

● Management Accounts

● Corporate Reporting

● Project Reporting

● Corporate Project Reporting.

Release Notes



OpenLink

Purchase Orders You can now import a fax number and e-mail address on a purchase order header.

Product Prices You can now identify the product by importing a supplier code and a supplier’s part number. Previously this import always required the OA product code to be imported on each record.

Sales Invoices When importing invoices, you can now import a line number on each detail record (“DSINV” extra record). Previously these line numbers were automatically generated.

Interface Maintenance (IF10) / Enquiry (IF04) The “Extra” button now works for ‘POMATCH’ extra records, which hold details of purchase order lines to be matched to an imported invoice.

Release Notes



Version One Integration

DbCSBLOB.exe and DbCSQuery.exe These two files originally supplied on the base OpenAccounts Version 6.0 kit may now be out of date for your system.

If you are using Version One integration in OpenAccounts, you are advised to remove these files (installed in the oapro10/app folder) and replace them with later versions obtained from your Version One installation.

Release Notes



Appendix A – New Process Parameters

Program Name Parameter Usage

AR06 Asset Journal Entry Q Allow Query First on the transaction browser within a selected batch.

AR10 Automatic Depreciation IRD Include the historical depreciation reversed out at the last revaluation in the revaluation depreciation to date, when calculating revaluation depreciation.

AR11 Depreciation Journal Entry Q Allow Query First on the transaction browser within a selected batch.

BS40 Mail Merge Format Maintenance

NODEL Will retain on file the attachments sent by email from a mail merge run. These are normally deleted automatically.

CB06 Cashbook Journal Entry NFD No Future Dates – document date cannot be in the future.

CB13 Automatic Bank Reconciliation

NOP When selecting cashbook transactions use the date selection alone, i.e. do not take period into account.

CB13 Automatic Bank Reconciliation

M12 When matching, only use the first 12 characters of the description.

CP01 Sundry Payment Entry NFD No Future Dates – document date cannot be in the future.

CP02 Sundry Payment Media REFD Reference field on bank output files to contain payment document type and number.

ED04 EDR Reporting CSEC Use company security in Corporate Reporting, i.e. when the report is run it will only include data from companies to which the is has access, which may not be all the companies linked to the report.

Release Notes




MC04 EDR Reporting CSEC Use company security in Corporate Reporting, i.e. when the report is run it will only include data from companies to which the is has access, which may not be all the companies linked to the report.

NL09 GL Journal Entry NFD No Future Dates – document date cannot be in the future.

PC06 Project Journal Entry NFD No Future Dates – document date cannot be in the future.

PL03 Purchase Document Entry USN Will always use the supplier’s name on GL transactions, no matter what is entered as the transaction description.

PL09 Purchase Payment Media REFD Reference field on bank output files to contain payment document type and number.

PL52 Subcontract Processing RAD Retention to be calculated as a percentage of value after discount taken, i.e. labour + materials - discount.

PL52 Subcontract Processing VCG Vatable contras to be entered gross, i.e. show the value on last certificate and new gross value on this.

PO16 Purchase Order Print NOCV No consolidation of sundry order lines based on value.

PR12 OCR Import CDD Checks document date against ledger current period end date, and if document is dated after that period end will post to next period.

PR13 OCR Batch Enquiry RC Restricts OCR users to records on companies to which they are allowed access.

Release Notes




SI01 Sales Invoice Entry (Copy option)

NIA No Invoice Address - if set the invoice copy option will always set the invoice address of the new invoice to be the same as the customer's current address.

SL03 Sales Document Entry UCN Will always use the customer’s name on GL transactions, no matter what is entered as the transaction description.

SL24 Dunning Letter Production NOD Prints a transaction line with full 30 characters of reference but no date.

Release Notes



Appendix B - New OpenLink Hooks

Program Function

MW01 Supplier Smart Enquiry – new OpenLink button(s) on Source (i.e. transaction) screen

Src-Enq

MW02 Customer Smart Enquiry – new OpenLink button(s) on Source (i.e. transaction) screen

Src-Enq

Release Notes



Appendix C - New Mail Merge Fields

Document Fields

Purchase Orders Company Tax Registration Number Supplier’s Tax Registration Number Order Fax Number Order e-mail address

Sales Invoices Company bank information – sort code, account number, IBAN and BICC codes

Sales Statements Credit Limit Future Balance (when aging by due date

showing items not yet due)