manual extended lists and reports...manual_opp_extended_lists_and_reports_en.docx gbedv manual...

Manual

Extended Lists and Reports

Prepared for

Customers and Partners

Project

OPplus

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gbedv

manual_opp_extended_lists_and_reports_en.docx

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Manual OPplus Extended Lists and

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Contents General Information ................................................................................................................................ 4

Manual Structure................................................................................................................................. 4

Description of Icons ............................................................................................................................. 4

OPplus Navigation Area ........................................................................................................................... 5

OPplus License Information module ....................................................................................................... 6

Setup Configuration ............................................................................................................................ 8

OPplus Extended Lists and Reports module .......................................................................................... 11

Views and Lists Setup ........................................................................................................................ 11

Ext. General Ledger Entries ............................................................................................................... 14

Tip: Display of Ext. G/L Entries for a Specific Period ..................................................................... 16

Ledger Entry Comments .................................................................................................................... 18

Ext. Detail Trial Balance ..................................................................................................................... 21

Customers.......................................................................................................................................... 23

Customer Ledger Entries ................................................................................................................... 24


Open Customer Entries ..................................................................................................................... 30

Customer – Open Entries .................................................................................................................. 32

Options tab .................................................................................................................................... 32

Customer tab ................................................................................................................................. 32

Cust. Ledger Entry tab ................................................................................................................... 33

Vendor Ledger Entry tab ............................................................................................................... 33

Ext. Cust. Detail Trial Bal. ................................................................................................................... 34

Cust. Balance Acknowledgement ...................................................................................................... 36

Options tab .................................................................................................................................... 38

Customer tab ................................................................................................................................. 40

Vendors ............................................................................................................................................. 44

Vendor Ledger Entries ....................................................................................................................... 45


Vendor – Open Entries ...................................................................................................................... 53

Options tab .................................................................................................................................... 53

Vendor tab ..................................................................................................................................... 53


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Vendor Ledger Entry tab ............................................................................................................... 54

Cust. Ledger Entry tab ................................................................................................................... 54

Ext. Vendor – Detail Trial Balance ..................................................................................................... 55

Vend. Balance Acknowledgement ..................................................................................................... 57

Options tab .................................................................................................................................... 59

Vendor tab ..................................................................................................................................... 61

Using Extended Lists and Reports with Base module ....................................................................... 65

Ledger Entry Comments ................................................................................................................ 65

Using Extended Lists and Reports with Associations module ........................................................... 66


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General Information

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

OPplus Extended Lists and Reports

In the application menu, the functionalities of this module are available via the “Extended Lists and Reports” menu group within the OPplus navigation area. The manual describes the relevant fields and functions as well as procedures exemplifying 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.


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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.

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:


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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 use the data of the first company for all companies in the database.

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:


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When you open the report, the system checks which 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.


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OPplus Extended Lists and Reports module This chapter describes how to set up and use the Extended Lists and Reports module (Extended Lists and Reports menu group). This module offers the following functionalities:

Optimized display of entries for each G/L account on the screen

Optimized display of (open) entries for each customer/vendor on the screen and on reports

Use of entry comments for each entry of your G/L, customer and vendor accounts

Views and Lists Setup

On the General tab of the Views and Lists Setup window, you can specify the following options:

Field Description Use Section Lining If this field contains a check mark, each second line of the printed trial balance is

highlighted in grey in order to improve readability of each single line.

Show Bal. Account If this field is activated, the balancing accounts are shown in the preview of the extended entries.

Search Bal. Account In this field, you can specify the option to be used by the system to search for the balancing account. The available options are “Via Transaction No.“ and “Via Document No.“. If you select the Via Document No. option and the system finds more than 5 balancing accounts, the search process will be stopped. If the system finds more than 1 up to 5 results, the system will use “VARIOUS“ as balancing account. The balancing account name will then consist of the balancing account number.

Show with FA Postings

If you select the “Balance Account“ option in this field, the contents of the ”Balance Account“ and ”Bal. Account Name” fields will be shown based on the G/L entry value of the “Bal. Account No.” field. If you select the “FA Name” option in this field, the fixed asset number will be shown in the “Bal. Account” field and the fixed asset name in the “Bal. Account Name” for two-line postings (e. g. “Calculate Depreciation” batch job). Note: One-line postings are always performed based on the logic of the “Balance Account“


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option.

G/L Ext. Doc. No. Changeable

If you place a check mark in this field, you can change the External Document No. on the G/L Entry Card as long as the entry is open.

Cust. Ext. Doc. No. Changeable

If you place a check mark in this field, you can change the External Document No. on the Customer Entry Card as long as the entry is open.

Vend. Ext. Doc. No. Changeable

If you place a check mark in this field, you can change the External Document No. on the Vendor Entry Card as long as the entry is open.

Cust. Description Changeable

If you place a check mark in this field, you can change the Description on the Customer Entry Card as long as the entry is open.

Vend. Description Changeable

If you place a check mark in this field, you can change the Description on the Vendor Entry Card as long as the entry is open.

G/L Description Changeable

If you place a check mark in this field, you can change the Description on the G/L Entry Card as long as the entry is open.

All fields are deactivated by default!

The OPplus system provides the ”Last Posting at” field which requires initial setup. To do this, select the new “Setup Last Posting at” menu item from the Views and Lists Setup. Click “Yes” in order to populate the corresponding tables.


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Ext. General Ledger Entries

In the following section, the display of G/L entries is described which is different to the display of G/L entries in the standard application. The extended general ledger entries are shown in a form which consists of a header and a line area: The header contains the number and description of the G/L account, whereas the individual entries are included in the lines.This window includes a number of additional fields and functions which are not available in the standard application. In the example below, the Header selected is for G/L Account 2911 with a Balance shown as -208.75 The lines below are the detailed transactions for G/L Account 2911. . Both open and closed entries are shown.

The following additional fields are available in the lower left hand part of the Ext. General Ledger Entries window:

Field Description Balance This field indicates the G/L account's current balance.

Net Change This field shows the net change of the account balance for the period specified in the Date Filter field.

Bal. Account No. This field shows the number of the balancing account associated with the selected record.

Bal. Account Name This field shows the name of the balancing account associated with the selected record.

Balance This field is populated if you select Entries> Calculate Sum.


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The number and name of the balancing account are only available if the Show Bal. Account check box is activated in the Views and Lists Setup. Furthermore, the user is offered a number of useful functions via the following menu items:

Show Posted Document – If you select this menu item, the system will look for a purchase or sales order based on the document number. If the document is found, it is immediately shown on the screen. This function can also be selected via the Entry button.

Print Detail Trial Balance – If you select this menu item, the Ext. Detail Trial Balance report is shown displaying the G/L account number on the G/L Account tab in the No. field by default. This function can also be selected via the Entry button.

Calculate Sum – If you select this menu item, the total of the selected entries is calculated and shown in the Balance field to the right of the button. This function can also be selected via the Entry button.

The following additional fields are available in the lines:

Field Description Entry Comment This field indicates if a comment exists for the relevant entry. For more information, please

refer to chapter Extended Lists and Reports → G/L Entries → Ext. G/L Entries → Entry button → Ledger Entry Comments.

Remaining Amount This field shows if the entry amount is completely paid or if there is a remaining amount to be applied. A check mark in this field indicates that the entry has not yet been completely applied.

This field is only available if the G/L Open Entries module is licensed.

Open This field shows the remaining amount which is to be applied before the entry itself is completely applied. The remaining amount is automatically calculated during entry posting and is updated each time when application is performed.

This field is only available if the G/L Open Entries module is licensed.


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Tip: Display of Ext. G/L Entries for a Specific Period

If you enter a date field (FlowFilter) in the header, only the G/L entries of the specified period will be shown in the lines. Example: You want to show only the G/L entries which have been posted within the period 01 01 2016 and 01 03 2016.


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If you confirm the FlowFilter by clicking OK, only the filtered G/L entries will be shown:

The Net Change field now shows the value of the period specified in the date filter. By clicking another G/L account in the upper area, you can browse between the available G/L accounts. In this case, only the G/L entries specified in the FlowFilter will be shown.

Please note that a FlowFilter specified in the header will not be kept by the system. If you close and reopen the window, the filter is no longer available. If required, you will need to specify the filter again.

If you enter an additional FlowFilter when the cursor is located in the lines, the FlowFilter only has an effect on the Remaining Amount field. However, this field is only available if the G/L Open Entries module is licensed.


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Ledger Entry Comments With the Extended Lists and Reports module, the user has the option to modify specific field contents and to add additional comments for each ledger entry. You can open the ledger entry comments by selecting Extended Lists and Reports → G/L Entries → Ext. G/L Entries → Ledger Entries → Entry → Ledger Entry Comments:


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The following window appears which consists of the header and the comment lines:

Field Description Document No. This field shows the ledger entry's document number.

The contents of this field cannot be modified.

External Doc. No. This field shows the ledger entry's external document number. The contents of this field can be modified, depending on the setup.

If you change the external document number, it is only applicable for the related G/L entry!

Amount This field shows the ledger entry's amount. The contents of this field cannot be modified.

Description This field shows the ledger entry's description. The contents of this field can be modified.

Document Date This field shows the ledger entry's document date. The contents of this field cannot be modified.

Comment Here you can enter a comment text. If this field contains a value, it will be shown in the Entry Comment field of the Ext. General Ledger Entries window.


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You can print the entry comment by selecting Navigate → Print Remarks.

The Ledger Entry Comments report appears with a filter on the selected G/L entry:


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Preview example of the Ledger Entry Comments report:

Ext. Detail Trial Balance The Extended Lists and Reports module allows the user to specify that each second line of the printed Ext. Detail Trial Balance is highlighted in grey. This feature can be specified in the Views andLists Setup.


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Preview example for the Ext. Detail Trial Balance report:


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Customers

In the Ext. Customer List window, you can open the Ext. Customer Ledger Entries window by selecting Navigate→ Ledger Entries.

In the customer list, you will find the “Last Posting at“ field which is updated each time you perform a posting and create ledger entries for a specific customer. This way, you can directly set a filter, for example, to show all customers that have been active during the past year.


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Customer Ledger Entries If you open the customer ledger entries by selecting Extended Lists and Reports → Customers→ Customer Ledger Entries, an unfiltered view of all customer ledger entries will be shown.

The following additional fields are available in the lower left hand corner of the Ext. Customer Ledger Entries window:

Field Description Name This field shows the customer's name for the selected record.

Balance (LCY) This field shows the customer's balance for the selected record, in local currency.

Bal. Account No. This field shows the number of the related balancing account for the selected record.

Bal. Account Name This field shows the name of the related balancing account for the selected record.

The Bal. Account No. and Bal. Account Name fields are only available if the Show Bal. Account option is activated in the Views and Lists Setup. Furthermore, the user is offered a number of useful functions via the following buttons:


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Show Posted Document – If you click this button, the system will look for a sales order based on the document number. If the document is found, it is immediately shown on the screen. This function can also be selected via the Entry button.

Print Detail Trial Balance – If you click this button, the Ext. Cust. Detail Trail Balance report is shown displaying the customer number on the Customer tab in the No. field by default. This function can also be selected via the Entry button.

Calculate Sum – If you click this button, the total of the selected entries is calculated and shown in the Balance field to the right of the button.


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The user can display the open entries of the selected customer by selecting Related Information → Ledger Entries.

On the right-hand side, you will find two fact boxes showing any existing entry comments as well as a fact box for single pmt. bank accounts (only visible if the Payments module is licensed).


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Ledger Entry Comments With the Extended Lists and Reports module, the user has the option to modify specific field contents and to capture additional comments for each customer ledger entry. You can open the customer ledger entry comments by selecting Extended Lists and Reports → Customers → Customer Ledger Entries → Entry → Ledger Entry Comments:

Field Description Doc. No. This field shows the entry's document number.


External Doc. No. This field shows the entry's external document number. The contents of this field can be modified as long as the entry is open.

If you change the external document number, it is only applicable for the related customer entry!

Amount This field shows the entry amount, in original currency. The contents of this field cannot be modified.

Currency Code This field shows the currency code of the entry The contents of this field cannot be modified-

Amount (LCY) This field shows the entry's amount, in local currency. The contents of this field cannot be modified.

Remaining Pmt. This field shows the entry's possible remaining payment discount.


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Disc. Possible The contents of this field can be modified as long as the entry is open.

Description This field shows the entry description. The contents of this field can be modified

Document Date This field shows the entry's document date. The contents of this field cannot be modified.

Due Date This field shows the entry's due date. The contents of this field can be modified as long as the entry is open.

Pmt. Discount Date This field shows the entry's payment discount date. The contents of this field can be modified as long as the entry is open.

Direct Debit Date This field shows the calculated direct debit date.

In Payment Proposal If the entry is currently used in a payment proposal, the corresponding payment proposal number will be shown in this field. By clicking this field, you can directly open the payment proposal.

Status Payment Proposal

This field shows the status of the payment proposal if the entry is currently used in a payment proposal.

Partial Payment done

This field contains a check mark if the entry has already been posted in a payment proposal with a remaining amount of below/above zero.

Posted in Payment Proposal

If the entry is currently used in a posted payment proposal, the corresponding payment proposal number will be shown in this field. By clicking this field, you can directly open the posted payment proposal. If the entry has already been posted in several payment proposals, a corresponding list of filtered/posted payment proposals will be shown in this field.

You can print the entry comment by selecting Navigate Print Remarks.


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The Ledger Entry Comments report appears with a filter on the selected customer ledger entry:



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Open Customer Entries In the Extended Lists and Reports module, the user is offered an optimized view of open entries. The extended customer ledger entries are shown in a page which consists of a header and a subpage including the open entries.

Open Customer Ledger Entries – Header

The following fields are available in the header, among others:

Last Payment / Date of Last Payment The “Last Payment“ field shows the amount of the last customer ledger entry of the “Payment“ type which exists on the posting date shown in the “Date of Last Payment” field. If several customer ledger entries of the “Payment“ type have been created on this posting date, the payment amounts will be summed and shown as a total value in the “Last Payment” field.

Payment Term This field shows the payment term code.

Payment Method

This field shows the payment method code. Open

This field shows the total value of open entries for the selected customer. Due


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This field shows the total value of due entries for the selected customer on the specified work date.

Open Association If the customer is an association member, this field shows the total of open entries of the entire customer association. In addition, the association number is shown in the header below the Customer No. field. This field is only available if the OPplus Associations module is licensed.

Due Association If the customer is an association member, this field shows the total value of due entries of the entire customer association.

By using the buttons in the header, you can browse back and forward between the customers which have open entries. You can also browse in the Open Customer Entries window by clicking the ALT key in combination with the following arrow keys: ALT + ← Goes back to a previous customer with open entries ALT + → Goes forward to the next customer with open entries ALT + ↑ Goes to the first customer with open entries ALT + ↓ Goes to the last customer with open entries Open Customer Entries – Customer Entries tab On this tab, any open entries of the relevant customer are shown. From the Actions menu of the ledger entries area, a number of menu items are available to perform further processing. Open Customer Entries – Association Entries tab On this tab, any open entries of the relevant customer association are shown. This tab is only available if the OPplus Associations module is licensed. To perform further processing, a number of additional menu items are available from the Actions menu of the ledger entries area.


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Customer – Open Entries By selecting Extended Lists and Reports → Customers → Customer – Open Entries, you can print the open customer entries and/or export them to Excel:

Options tab

Field Description Incl. Comments If you place a check mark in this field, the entry comments will be considered in the report.

Incl. Vendors A check mark in this field indicates that the vendor entries will be considered in the report. This option is only available if the OPplus Associations module is licensed.

Incl. Reminder If you place a check mark in this field, the system will print a subtotal for each customer/reminder level.

Output to Excel A check mark in this field indicates that the report contents are transferred to an Excel sheet.

If you want to export the report to Excel without printing it, you must at least open the report via the Preview button.

Show Application A check mark in this field indicates that the application associated with the entry is also shown in the report and will appear below the entry.

Consider Date Filter in Application

If the “Show Application“ field contains a check mark, you can activate this field to consider a date filter for the application entries.

Print Current Balance

If you place a check mark in this field, the system will print the current balance in addition to the sum on a specific cutoff date.

Colored print If you place a check mark in this field, the “Amount (LCY)” and “Remaining Amt. (LCY)” fields will be shown in blue color if the contents of these fields deviate from each other.

Print only Accounts with

In this field, you can select to include all open customer entries or to consider entries with a balance below or above zero.

Customer tab

On this tab, you can indicate the customers you want to consider in the report. In addition, a date

filter must be specified.

If the report is opened, for example, by using a To Date filter, the Open Entries List will be printed based on an effective date (e. g. date filter .. 31122016 => all open customer entries due as of 31 12 2016)


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Cust. Ledger Entry tab

On this tab, you can indicate the customer ledger entries to be included in the report.

Vendor Ledger Entry tab

On this tab, you can indicate the vendor ledger entries to be considered in the report. This tab is only available if the OPplus Associations module is licensed.


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Ext. Cust. Detail Trial Bal. The Extended Lists and Reports module allows the user to specify that each second line of the printed Ext. Cust. Detail Trial Balance is highlighted in grey. This feature (Use lining) can be specified in the Views and Lists Setup.

On the Options tab of the Ext. Customer – Detail Trial Bal. window, you can specify to exclude all customers that have no entries in the selected period. In the Column Description field, you can specify to print the content of the Description field or to print the entry's balancing account(s). In the Show Application field, you can place a check mark to include the entry's application in the report which will be placed below the entry in the printout.


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Compared to the report of the standard application, this report includes additional information for each entry. For this reason, it is printed in the A4 landscape format by default. Preview example of the Customer – Detail Trial Bal. report:


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Cust. Balance Acknowledgement This module contains a number of reports which can be used to perform customer balance acknowledgement. Each report is divided into the following areas: beginning text, balance, ending text, reply (this option is available in NAV 2013 as well as in the Classic Client) and (if applicable) G/L open entries list. The beginning and endings texts can be specified by using reminder texts. Here the reminder code resembles the balance acknowledgement code specified on the customer card.


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You can set up an unlimited number of codes. The system will ALWAYS use reminder level 1. If you use a reminder level 2, it will not be considered in the balance acknowledgement. You can use reminder level 2 to create a reply. For replies, only reminder level 2 is used and analyzed.


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Options tab

Field Description Appointed Date In this field, you can enter the cutoff date for the balance acknowledgement.

Balance Acknowledgement to Type

In this field, the following 3 options are available: 1. Vendor (F.A.) 2. Contact 3. Account Holder

This field is set to the “Vendor (FA)” option by default. With this option selected, you need to specify a vendor (FA) in the “Balance Acknowledgement To” field. If you select the “Contact” option, you need to specify a contact in the “Balance Acknowledgement To” field. If you select the “Account Holder” option, the “Balance Acknowledgement To” field is not editable, as the system will insert the respective customer account.


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Balance Acknowledgement to

In this field, you can specify a vendor or contact, depending on the option selected in the “Balance Acknowledgement to Type” field.

Print Country Code Place a check mark in this field to print the recipient’s country code in front of the recipient’s city.

Print Association If you have licensed the Associations module, you can place a check mark in this field if you want to show the complete entry list for the association. Important: You can either select to print or not to print associations.

Show Date In this field, you can select either the Document Date or the Posting Date d to be displayed.

Print Address Letter Place a check mark in this field to consider the address letter in the printout.

Address Letter In this field, you can specify the address letter you want to consider in the printout. The following options are available: “Account Holder”, “Contact” and “Vendor (FA)”.

Print Statement of Account

Place a check mark in this field to print the statement of account (open entries list).

Address Statement of Account

In this field, you can select the address to be considered in the statement of account. Select from the following options: “Account Holder”, “Contact” and “Vendor (FA)”.

Print Reply Place a check mark in this field if you want to print a reply.

Reply to Type The following 3 options are available in this field:

“Company Information” This option is set by default.

“Vendor (FA)” If you select this option, you need to specify a vendor (FA) in the “Reply to” field.

“Contact” If you select this option, you need to specify a contact in the “Reply to” field.

Reply to In this field, you can either select a vendor or a contact, depending on the option selected in the “Reply to Type” field.


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Customer tab

On this tab, you can specify the customers to be considered for balance acknowledgement.


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Printout example: Balance Acknowledgement (with ”Account Holder” option selected in “Balance

Acknowledgement to Type” field):

The first page contains the address data (customer 10000), the beginning texts, a line which contains the total balance, and the ending texts. If the customer has entries in different currencies, the printout will include a total line for each currency.


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Printout example: Reply of Balance Acknowledgement (with “Company Information” option selected

in ”Reply to Type” field):


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Printout example: Balance Acknowledgement (with “Account Holder” option selected in “Balance Acknowledgement to Type” field) In the printout, you will find a list of all open entries (at the cutoff date) incl. the total balance.


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Vendors

In the Ext. Vendor List window, you can open the Ext. Vendor Ledger Entries window by selecting Navigate → Ledger Entries.

In the vendor list, you will find the “Last Posting on“ field which is updated each time you

perform a posting and create ledger entries for a specific vendor. This way, you can directly set a

filter, for example, to show all vendors that have been active during the past year.


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Vendor Ledger Entries If you open the vendor ledger entries by selecting Extended Lists and Reports → Vendors → Vendor Ledger Entries, an unfiltered view of all vendor ledger entries will be shown.

The following additional fields are available in the lower left hand of the Ext. Vendor Ledger Entries window:

Field Description Name This field shows the vendor's name for the selected record.

Balance (LCY) This field shows the vendor's balance for the selected record, in local currency.

Bal. Account No. This field shows the number of the related balancing account for the selected record.

Bal. Account Name This field shows the name of the related balancing account for the selected record.

The Bal. Account No. and Bal. Account Name fields are only available if the Show Bal. Account option is activated in the Views and Lists Setup. Furthermore, the user is offered a number of useful functions via the following buttons:

Show Posted Document – If you click this button, the system will look for a purchase document based on the document number. If the document is found, it is immediately shown on the screen. This function can also be selected via the Entry button.


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Print Detail Trial Balance – If you click this button, the Ext. Vendor Detail Trail Balance report is shown displaying the vendor number on the Vendor tab in the No. field by default. This function can also be selected via the Entry button.

Calculate Sum – If you click this button, the total of the selected entries is calculated and shown in the Balance field to the right of the button. This function can also be selected via the Entry button.

The user can display the open entries of the selected vendor by selecting the Entry button.

On the right-hand side, you will find two fact boxes showing any existing entry comments as well as a fact box for single pmt. bank accounts (only visible if the Payments module is licensed).

Ledger Entry Comments With the Extended Lists and Reports module, the user has the option to modify specific field contents and to capture additional comments for each vendor ledger entry. You can open the ledger entry comments by selecting Extended Lists and Reports → Vendors → Vendor Ledger Entries→ Entry → Ledger Entry Comments:


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Field Description Document No. This field shows the entry's document number.


External Document No.

This field shows the entry's external document number. The contents of this field can be modified as long as the entry is open.

If you change the external document number, it is only applicable for the related vendor entry!

Amount This field shows the entry's amount in original currency. The contents of this field cannot be modified.

Currency Code This field shows the entry's currency code. The contents of this field cannot be modified.

Amount (LCY) This field shows the entry's amount, in local currency. The contents of this field cannot be modified.

Remaining Pmt. Disc. Possible

This field shows the entry's possible remaining payment discount. The contents of this field can be modified as long as the entry is open.

Description This field shows the entry description. The contents of this field can be modified.

Document Date This field shows the entry's document date. The contents of this field cannot be modified.

Due Date This field shows the entry's due date. The contents of this field can be modified as long as the entry is open.

Pmt. Discount Date This field shows the entry's payment discount date. The contents of this field can be modified as long as the entry is open.

On Hold By selecting the Hold or not Hold menu item via the Details button, you can change the contents of this field from ADM to blank and/or from blank to ADM. This field can also be specified manually. The functionality of this On Hold field resembles the On Hold feature of the standard application. Therefore, it is not further explained.

Payment Method Code

This field is used to enter a payment method code.

Comment Here you can enter a comment text. If this field contains a value, it will be indicated in the Entry Comment field in the Ext. Vendor Ledger Entries window by showing a vertical pencil and some horizontal marks

In Payment Proposal If the entry is currently used in a payment proposal, the corresponding payment proposal number will be shown in this field. By clicking this field, you can directly open the payment proposal.

Status Payment Proposal

This field shows the status of the payment proposal if the entry is currently used in a payment proposal.

Partial Payment done

This field contains a check mark if the entry has already been posted in a payment proposal with a remaining amount of below/above zero.

Posted in Payment Proposal

If the entry is currently used in a posted payment proposal, the corresponding payment proposal number will be shown in this field. By clicking this field, you can directly open the posted payment proposal. If the entry has already been posted in several payment proposals, a corresponding list of filtered/posted payment proposals will be shown in this field.


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You can print the entry comment by selecting Navigate → Print Remarks.

The Ledger Entry Comments report appears with a filter on the selected vendor ledger entry:


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Open Vendor Entries

In the Extended Lists and Reports module, the user is offered an optimized view of open entries. The extended vendor ledger entries are shown in a page which consists of a header which shows various totals and other information and a subpage which shows the open vendor entries.

Open Vendor Entries – Header The following fields are available in the header, among others: Last Payment/Date of Last Payment

The “Last Payment“ field shows the amount of the last vendor ledger entry of the “Payment“ type which exists on the posting date shown in the “Date of Last Payment” field. If several vendor ledger entries of the “Payment“ type have been created on this posting date, the payment amounts will be summed and shown as a total value in the “Last Payment” field.

PT/PM This field shows the values of the Payment Term and Payment Method fields.


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Open This field shows the total value of open entries for the selected vendor.

Open Association If the vendor is an association member, this field shows the total value of open entries of the entire vendor association. In addition, the association number is shown in the header below the Vendor No. field. This field is only available if the OPplus Associations module is licensed.

By using the buttons in the header, you can browse back and forward between the vendors which have open entries. ALT + ← Goes back to a previous vendor with open entries ALT + → Goes forward to the next vendor with open entries ALT + ↑ Goes to the first vendor with open entries ALT + ↓ Goes to the last vendor with open entries Open Vendor Entries – Vendor Entries tab

In the Open Vendor Entries window, the user can make use of an optimized search function. If you enter a value into one of the red column fields by using the F2 key (or by clicking into the field), the system will immediately search for the entered value. If no match is found, the cursor will be automatically placed on the value which comes as close as possible to the searched value.

Open Vendor Entries – Association Entries tab On this tab, any open entries of the relevant vendor association are shown. This tab includes the same search functions which are also offered on the Vendor Entries tab.

This tab is only available if the OPplus Associations module is licensed. To support further processing, a number of additional menu items are available from the Actions menu of the ledger entries area.


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Vendor – Open Entries By selecting Extended Lists and Reports → Vendors → Vendor – Open Entries, you can print the open vendor entries and/or export them to Excel:

Options tab

Field Description Incl. Comments If you place a check mark in this field, the entry comments will be considered in the report.

Incl. Customers A check mark in this field indicates that the customer entries are included in the report. This option is only available if the OPplus Associations module is licensed.

Output to Excel A check mark in this field indicates that the report contents are transferred to an Excel sheet.

If you want to export the report to Excel without printing it, you must at least open the report via the Preview button.

Show Application A check mark in this field indicates that the application associated with the entry is also shown in the report and will appear below the entry.

Consider Date Filter in Application

If the “Show Application“ field contains a check mark, you can activate this field to consider a date filter for the application entries.

Print Current Balance

If you place a check mark in this field, the system will print the current balance in addition to the sum on a specific cutoff date.

Colored print If you place a check mark in this field, the Amount (LCY) and Remaining Amt. (LCY) fields will be shown in blue color if the contents of these fields deviate from each other.

Print only Accounts with

Here you can select to include all open vendor entries or to consider entries with a balance "below or above zero" only.

Vendor tab

On this tab, you can indicate the vendors you want to consider in the report. In addition, a date filter must be specified.

If this report is opened, for example, by using a To Date filter, the Open Entries List will be printed based on an effective date (e. g. date filter .. 31 12 2014 => all open vendor entries due as of 31 December 2014).


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Vendor Ledger Entry tab

On this tab, you can indicate the vendor ledger entries to be included in the report.

Cust. Ledger Entry tab

On this tab, you can indicate the customer ledger entries to be considered in the report. This tab is only available if the OPplus Associations module is licensed.


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Ext. Vendor – Detail Trial Balance The Extended Lists and Reports module allows the user to specify that each second line of the printed Ext. Vendor Detail Trial Balance is highlighted in grey. This feature (Use Lining) can be specified in the Views and Lists Setup.

On the Options tab of the Ext. Vendor – Detail Trial Balance window, you can specify to exclude all vendors that have no entries in the selected period. In the Column Description field, you can specify to print the content of the Description field or to print the entry's balancing account(s). In the Show Application field, you can place a check mark to include the entry's application in the report which will be placed below the entry in the printout.


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Compared to the report of the standard application, this report includes additional information for each entry. For this reason, it is printed in the A4 landscape format by default. Preview example of the Ext. Vendor – Detail Trial Balance report:


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Vend. Balance Acknowledgement This module contains a number of reports which can be used to perform vendor balance acknowledgement. Each report is divided into the following areas: beginning text, balance, ending text, reply (if applicable), G/L open entries list. The beginning and ending texts can be specified by using reminder texts. Here the reminder code resembles the balance acknowledgement code specified on the vendor card.


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You can set up an unlimited number of codes. The system will ALWAYS use reminder level 1. If you use a reminder level 2, it will not be considered in the balance acknowledgement. You can use reminder level 2 to create a reply. For replies, only reminder level 2 is used and analyzed.


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Options tab

Field Description Appointed Date In this field, you can enter the cutoff date for the balance acknowledgement.

Balance Acknowledgement to Type

In this field, the following 3 options are available: 1) Vendor FA 2) Contact 3) Account Holder

This field is set to the “Vendor (FA)” option by default. With this option selected, you need to specify a vendor (FA) in the “Balance Acknowledgement To” field.

If you select the “Contact” option, you need to specify a contact in the “Balance Acknowledgement To” field. If you select the “Account Holder” option, the “Balance Acknowledgement To” field is not editable as the system will insert the respective customer instead.


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Balance Acknowledgement to

In this field, you can specify a vendor or contact, depending on the option selected in the Balance Acknowledgement to Type field.

Print Country Code Place a check mark in this field to print the recipient’s country code in front of the recipient’s city.

Print Association If you have licensed the Associations module, you can place a check mark in this field if you want to show the complete entry list for the association. Important: You can either select to print or not to print associations.

Show Date In this field, you can select to either show the Document Date or the Posting Date in the entry list.

Print Address Letter Place a check mark in this field to consider the address letter in the printout.

Address Letter In this field, you can select the address letter to be considered in the printout. The following options are available: “Account Holder”, “Contact” and “Vendor (FA)”.

Print Statement of Account

Place a check mark in this field to print the statement of account (open entries list).

Address Statement of Account

In this field, you can specify the address to be considered in the statement of account. The following options are available: “Account Holder”, “Contact” and “Vendor (FA)”.

Print Reply Place a check mark in this field if you want to print a reply.

Reply to Type The following 3 options are available in this field:

“Company Information” This option is set by default.

“Vendor (FA)” If you select this option, you need to specify a vendor (FA) in the “Reply to” field.

“Contact” If you select this option, you need to specify a contact in the “Reply to” field.

Reply to In this field, you can either select a vendor or a contact, depending on the option selected in the “Reply to Type” field.


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Vendor tab

On this tab, you can specify the vendors to be considered for balance acknowledgement.


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Printout example: Balance Acknowledgement (with ”Account Holder” option selected in “Balance

Acknowledgement to Type” field):

The first page contains the address data (vendor 10000), the beginning text, a line which contains the total balance, and the ending text. If the vendor has entries in different currencies, the printout will include a total line for each currency.


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Printout example: Reply of Balance Acknowledgement (with ”Company Information” option selected

in “Reply to Type” field):


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Printout example: Balance Acknowledgement (with “Account Holder” option selected in “Balance Acknowledgement to Type” field) In the printout, you will find a list of all open entries ( on the specified cutoff date) incl. the total balance.


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Using Extended Lists and Reports with Base module

Ledger Entry Comments

In the Ext. Cash Receipt Journal, you can use the “Ledger Entry Comments“ menu item to specify comments on any entry during posting.

By clicking the “Ledger Entry Comments“ menu item, you can open the “Vendor/Customer Entry” card. On the “Entry Comment Line” tab of this window, you can specify different comment lines.


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If you leave the “Vendor/Customer Entry Card“ by clicking the “OK” button, the specified comments will be directly shown for the respective customer/vendor ledger entries.

Using Extended Lists and Reports with Associations module If the Extended Lists and Reports module is used in combination with the Associations module, the open entries lists are also available in the following reports:

Association → Customer Association – Open Entries

Association → Vendor Association – Open Entries If you use both modules by using the reminder of vendor ledger entries in the customer/vendor link, the last issued reminder level can be shown for the vendor ledger entries in the following forms (if applicable, you need to display the “Last Issued Reminder Level” field by using the Designer):

Extended Lists and Reports → Vendors → Vendor Ledger Entries

Extended Lists and Reports → Vendors → Open Vendor Entries In the following windows, the user has the option to drill down to the relevant reminder entries for a specific vendor ledger entry by selecting the “Reminder/Fin. Charge Entries” menu item via the “Entry” button:

Vendor Ledger Entries

Ext. Vendor Ledger Entries


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This document is for informational purpose only. Its contents may be changed at any time without prior notice if required for technical or content-related reasons. This document may not be reproduced or transferred, partially or in full, in any form or by any means without the prior written permission of gbedv GmbH & Co. KG. gbedv GmbH & Co. KG shall not be liable for any errors and omissions which may exist in the document. © gbedv 2015. All rights reserved. Last Update: 15 April 2015 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.

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