manual associations - gbedv · 2018. 11. 14. · manual_opp_association_en.docx gbedv manual opplus...

Manual Associations

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Customers and Partners

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OPplus

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gbedv

manual_opp_association_en.docx

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Manual OPplus Association

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Contents General Information ................................................................................................................................ 3

Manual Structure................................................................................................................................. 3

Description of Icons ............................................................................................................................. 3

OPplus Navigation Area ........................................................................................................................... 4

OPplus License Information module ....................................................................................................... 5

Setup Configuration ............................................................................................................................ 6

OPplus Associations module ................................................................................................................... 8

Association .......................................................................................................................................... 8

Extended Application → Additional Associations fields .................................................................... 11

Extended Application → Split Association Posting ............................................................................ 11

Customer / Vendor Link .................................................................................................................... 11

Customer Association – Open Entries / Vendor Association – Open Entries .................................... 14

Extended Application → Additional Cust./Vend. Link Fields ............................................................. 16

Extended Application – Split Customer/Vendor Link Posting ........................................................... 17

Reminder incl. Vendor Ledger Entries for Customer/Vendor Links .................................................. 17

Create Reminders report (Report 188) ......................................................................................... 17

Suggest Reminder Lines report (Report 189) ................................................................................ 18

Vendor Ledger Entries – Reminder Level and Reminder Entries .................................................. 19


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General Information

Manual Structure This manual describes the following modules of the certified vertical solution OPplus:

OPplus Associations

In the application menu, the functionalities of these modules are available via the “Associations” menu group. The manual describes the relevant fields and functions and includes procedures and illustrations todemonstrate the use of OPplus. For help about a specific field, click the field and press F1. Please note that OPplus modules may be purchased individually. Therefore, 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 Ext. Lists and Reports, OPplus Analysis (Trial Balance & VAT).

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.

Tip – Indicates sections which assist the user to apply the functionality correctly.

Warning – Signifies information of high importance to be considered in order to avoid any errors.


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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 used. The History menu item is always included in the OPplus menu, regardless of which OPplus modules are used:


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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 has been started.

If you have licensed the Associations module, the “Setup done“ field will automatically contain a check mark. The system will not have a check mark for this field if any associations/linkages have been set up. Via this page you can now set up the user roles for all licensed modules. In case you want to use the Pmt. Import with the Base module, you have to license one of the following modules:

5157810 OPplus Base


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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 section.

Field Description Direction In this field, you can select whether to import or to export files.

Filename This field contains the name of the file you want to import and/or create.

Company

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.


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Current o Export

Select this option to export the data of the current company into the text file.

o 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.

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.


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Please note/make sure:

that the current customer license is activated in the server,

NO number series are created/edited during the import.

OPplus Associations module The OPplus Associations 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.

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:

Field Description Type This field is used to enter the type of association: Customer or Vendor.

No. 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.


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Leading Account No. 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 used since the Payments module retrieves the required bank account number from this field.

Pmt. Account No. 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.

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. Due to the fact that the system does not yet create a new value in the database when entering a new number, it is technically not possible to change the entries during runtime. To update the entries of the related accounts with the association number, select the “Update Association Entries“ menu item on the Association Card.

Now the user has to enter the specified association number for each customer or vendor you want to mark as association member. This field can be found on the OPplus tab of the respective Customer/Vendor Card. Here the user has the option to indicate an association sort code to be used to sort the association members.


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The associations which are all set up will be directly shown in the association list if you open the list from the main menu.

The association list is sorted in an ascending order by default, based on the following sequence: Type, No. 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:

The account list is sorted in an ascending order by default, based on the following sequence: Type, No.


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Extended Application → Additional Associations fields Associations: Additional Fields in the Extended Application

Extended Application → Split Association Posting Depending on the option selected in the “Split Posting with Ext. Appl.” field (see OPplus Base manual), association postings will be split or not when closing the Extended Application window. 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. For more information, please refer to chapter “Display of Split Posting when Leaving the Extended Application” of the OPplus Base manual.

Customer / Vendor Link The OPplus Associations module enables the user to link customer and vendors in a 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. The entries for a linked customer/vendor 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.


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To create a link, press CTRL+N (= insert new record) and then select a customer or vendor. The following fields are available:

Field Description Customer No. This field is used to enter the number of the customer to be added to the

customer/vendor link. To select a customer from the customer list, click the AssistButton to the right of the field.

Vendor No. This field is used to enter the number of the vendor that you want to add to the customer/vendor link.

Customer Name The application automatically copies the customer name from the Customer table. The contents of this field cannot be modified.

Customer City The application automatically copies the customer city from the Customer table. The contents of this field cannot be modified.

Vendor Name The application automatically copies the vendor name from the Vendor table. The contents of this field cannot be modified.

Vendor City The application automatically copies the vendor city from the Vendor table. The contents of this field cannot be modified.

Date Filter The date filter specified in this field is used for the calculation of the “Balance at Date (LCY)“ and ”Net Change (LCY)“ field.

Linked Customer Balance (LCY)

This field shows 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 "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 how the amount is comprised by selecting the AssistButton to the right of the field.

Linked Customer Balance at Date (LCY)

This field shows the balance of the linked customer up to 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 how the amount is comprised


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by selecting the AssistButton to the right of the field.

Linked Customer Net Change (LCY)

This field shows 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 how the amount is comprised by selecting the AssistButton to the right of the field.

Linked Vendor Balance (LCY)

This field shows 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 "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 how the amount is comprised by selecting the AssistButton to the right of the field.

Linked Vendor Balance at Date (LCY)

This field shows the balance of the linked vendor up to 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. You can open the detailed vendor ledger entries to see how the amount is comprised by selecting the AssistButton to the right of the field.

Linked Vendor Net Change (LCY)

This field shows 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 how the amount is comprised 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. 90000 and vendor no. 90000

Line 2: customer/vendor link for customer no. 90001 and vendor no. 90001

Line 3 and Line 4: customer/vendor link for customer no. 90002, vendor no. 90002 and vendor no. 90003.


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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. Vendors If you place a check mark in this field, any associated customers/vendors for a customer/vendor will be printed in the reported.

Print Subtotals If you place a check mark in this field, the subtotal will be printed for each customer/vendor.

Print only Accounts with In this field, you can specify if you want to print all open association entries or only associations with a balance = below/above or equals zero.


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Extended Application → Additional Cust./Vend. Link Fields Additional Customer/Vendor Link Fields


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Extended Application – Split Customer/Vendor Link Posting Depending on the option selected 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.

Reminder incl. Vendor Ledger Entries for Customer/Vendor Links

Create Reminders report (Report 188)

The Associations module allows the user to consider vendor ledger entries of a customer/vendor link when creating reminders. By selecting Financial Management → Periodic Activities → Customer → 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”.


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Field Description Incl. Linked Vendors 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.

With Backlog If you place a check mark in this field, reminders will be created even when the customer/vendor link has a credit total sum.

Example: Reminder for a customer/vendor link:

Suggest Reminder Lines report (Report 189)

The Associations 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. In the Suggest Reminder Lines report, you will find two additional fields on the Options tab: “Incl. Linked Vendors” and “With Backlog”.


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Field Description Incl. Linked Vendors 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.

With Backlog 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 licensed, the last issued reminder level of vendor ledger entries can be shown in the following windows (if applicable, you need to insert the “Last Issues Reminder Level” field by using the Designer):

Extended Lists and Reports → Vendors → Vendor Ledger Entries

Extended Lists and Reports → Vendors → Open Vendor Entries


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manual associations - gbedv · 2018. 11. 14. · manual_opp_association_en.docx gbedv manual opplus...

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