What’s new in Release 8 of IBS Enterprise

Examples:

• In, for example, the pharmaceutical industry, it is common practice to receive sales orders via data interchange. If, for example, one of your customers wants you to place their order for them, this could warrant an extra charge for the time/administration needed to perform such an activity.
• You may deem it necessary to charge a customer for picking goods after work hours for manually entered orders.
• You may deem it necessary to charge a customer for the cost incurred to take a different route for manually entered orders.

The activities that are chargeable can occur during sales order entry, picking, delivery or transport and can be based on an order, order line, unit, volume or weight if certain criteria are met. Valid criteria include the order type, order source, ABP item group, route or route group.

ABP charge determination

When a sales order, which fulfils the activity-, base- and criterion, makes its way through the sales order cycle an ABP charge calculation program is called to check if a charge is defined for the current activity and order. The charge calculation program searches for an amount to be charged on the basis of the activated activity-, base- and criterion code combinations in the ABP chargeable activity table. For each of the combinations, the Work with ABP conditions file is checked if an amount is defined for the current criterion contents of the processed order (e.g. order type or route). Determined charges are added to an ABP charge file to be the basis for the ABP invoice generation. You can view the records in the charge file via the ABP charges enquiry.

ABP order generation and invoicing

On a regular basis you can generate the ABP sales orders. This is done via the ABP invoice selection routine which uses the DI interface. This routine selects all charges from the ABP charge file according to the selection and will create normal sales orders of type ABP in the regular sales order entry routine. The fictitious item for which the charge will apply will be assigned as well as the default order type for activity based pricing orders. In addition, if the sales order type that is to be used for ABP invoice (sales order) creation was set up with no documents except for invoice, the order status will automatically be set to 45. During the ABP invoice selection routine, a list will also be printed. You can choose if you want to have the charges summarized on the printout per fictitious item. If you set the Create details field to NO, the amount to charge will be summarized per customer and fictitious item. If you set the Create details field to YES, every line on the order will be printed.

The actual invoice to send to the customer is retrieved via the normal invoicing routine.

• Find an alternative item to sell in place of the regularly sold item during sales order entry. When you enter a regularly sold item in the Item/Assortment field on the Order lines panel and click OK, the Alternative items, Selection panel will prompt displaying the alternative items available from which you can select that applicable.
• Use the smart sales order entry routine to search for the item instead of the regular item search. If you enter an item in the Item/Assortment field on the Order lines panel that does not exist and click OK, you will access the Smart sales order entry, Item search panel where you can search for the item.
• Exit smart sales order entry after the alternative item is selected.

Now one or several customers can be assigned and un-assigned via the new Customers option in the Work with buying groups file. The "Assigned customers" mode is the default mode when you first access the new Work with buying groups, Customers panel, but you can toggle to "All customers" mode to assign the buying group to one or several customers simultaneously by clicking the Assign option, or by entering a sequence number for the applicable customer(s).

When you use the Assign option, the sequence number is defaulted depending on the customer. This means that if the customer is not assigned to any buying group, the sequence will be set equal to 10. If the customer is already assigned to a buying group, the sequence will be set to the highest sequence for customer (by adding 10 to the currently highest sequence number for the customer).

In addition, you can also set up a time span denoting the valid from/to dates under which the buying group is valid. A date update can be performed per assigned customer in both locations, or for all selected assigned customers via the Work with buying groups, Customers panel.

In all programs where the DIS control key for buying group is used (e.g., in pricing routines), the date intervals will be considered in order to determine whether or not the buying group is currently valid for the customer.

1. When auto fulfillment is used, order fulfillment rule will be considered even if a warehouse has been manually entered, i.e. dispatch date can be automatically adjusted (OFR 2), quantity can automatically be adjusted (OFR 3) or the order can be split into two deliveries (OFR 4). Note that a split on different warehouses will not be performed if a warehouse was manually entered for the sales order line.
2. The Stock before BtB field (formerly called Check all whs first) in the Sourcing policies table has been renamed to BtB sourcing rule. Instead of a Y/N setting, this field can be set to one of the following:

   Code	Description
   0	No BtB check. (No auto BtB creation.)
   1	After last warehouse. (All warehouses are checked before BtB creation.)
   2	After each warehouse. (Only first warehouse checked before BtB creation.)

This automatic EAN-13 numbering functionality requires that the following is done:

1. The EANCRT (Automatic create of EAN number) function is activated in the Function control file.
2. An extended number series is set up for this type of numbering. This can be done by combining any required company prefix with a number series or strictly a number series.
3. The types of items that allow this automatic numbering are defined in the EAN-creation setup program (which is accessed via the DIS control file). Exceptions can also be defined, thereby excluding items that are not to be included in the automatic EAN-13 numbering.

All new Item/Unit records created for the types of items that allow this automatic EAN-13 number creation will automatically receive an EAN-13 number; updated to the EAN number field in the Item/Units panel.

• A new Application identifier table in which common, widely used industry related identifiers have been pre-loaded. The possibility also exists to add your own. You simply define the ID, description, number of characters in the string, whether it is a fixed length or not, and the referencing field in the system. If the identifier is not a fixed length, you can enter the separator that is to be used to differentiate the segments.
• A new Identifier option within the Barcodes table allowing you to connect the applicable Application identifier(s) to the barcode. A barcode must be set as the default barcode in the system. You can, however, override this default barcode per supplier if they use specific barcodes. For reception scanning this is done by clicking the new Barcodes function key in the Business partner/Supplier file and activating the applicable barcode. For pick scanning, the default barcode that is set in the Barcodes table is used.

The actual scanning procedure during reception and picking is a simple process and can be performed via:

• Work with receptions (for reception scanning). When you select the Scan option the barcode that is used for reception scanning for the supplier is retrieved (if one has been defined in the Business partner/Supplier file); otherwise the default barcode from the Barcodes table is retrieved. You simply scan the label.
• Work with pickings (for pick scanning). When you select the Scan option the default barcode from the Barcodes table is retrieved. You simply scan the label.
• The new Work with batch receive and pick program (for both reception and pick scanning). The default barcode from the Barcode table is retrieved and displayed on the first scanning panel, since at this point no business partner has been selected. This can be changed. You simply choose the activity that is relevant (i.e. Reception or Dispatch), highlight the applicable reception or picking number, select the Scan option then scan the label.

The content of the barcode is read, the fields corresponding to the connected application identifier are automatically updated, and the reception or picking is automatically confirmed if the information is validated. Note: If any information from the label is erroneous or missing, the scan-related fields will become open for input, allowing you to manually correct or add the information. You can also press enter in the scan box area without entering any input to open up the input fields for values.

This functionality requires that the following is set up:

• The Bonus conditions flag must be set to YES for the sales order type to be used on the order.
• Bonus conditions (header and details) for the item's sales price list (i.e. Quantity to deliver and Quantity to invoice within a date interval).
• The Order qty to deliver flag, per customer in the Business partner file, must be set to YES or NO denoting if the order quantity must be delivered in full to be able to receive any same item bonus.

Examples:

• The customer requires the entire order quantity to be delivered (i.e. the Order qty to deliver flag for the customer is set to YES). The customer orders 10 pieces. The bonus is calculated based on the ordered quantity (10 pieces). The system will look at the bonus condition details for the valid date interval and calculate the quantity to invoice for the item on the order line if the ordered quantity matches or exceeds the Quantity to deliver (set up in the bonus conditions on the sales price list) for the item. A full delivery must be confirmed to be able to receive any same item bonus; partial delivery is not allowed.
• The customer does not require the entire order quantity to be delivered (i.e. the Order qty to deliver flag for the customer is set to NO). The customer orders 10 pieces, but the delivered quantity may be less than the ordered quantity. The system will look at the bonus condition details for the valid date interval and calculate the quantity to invoice for the item on the order line if the ordered quantity matches or exceeds the Quantity to deliver (set up in the bonus conditions on the sales price list) for the item. A partial delivery is allowed.

You generate the call plan, retrieving the values from the contact plan, from a menu item or via an automatic run (job control). One entry per contact occasion is created. The call plan is generated per user.

From the generated call plan it is possible to directly access sales order entry and create sales orders for the customer in the plan. There is also a connection from the call plan to the route planning, i.e. if routes are set up for the customer, then the next available routes are displayed.

The Catch weight functionality caters to situations when you weigh your goods during reception and/or picking and you want to manipulate the price unit quantity instead of letting the system calculate it using the conversion factor. It is an extension of the Price unit functionality, allowing you to manually change the price unit quantity/quantities for a sales/purchase order line should the need arise. This can be done for each individual order line quantity during the following:

• Reception confirmation
• Purchase order entry if the order line is a direct reception
• Pick list confirmation
• Sales order entry if the order line is without pick list

During any of the above mentioned stages, the price unit quantity may have changed compared to the conversion factor set up for the item, i.e. the weight for the item on the order line may not be accurate for the price unit setup.

Example:
Your price unit setup is as follows: 1 each = 2 Kg
Order line qty = 1
However, the actual weight for one item is actually 2.5 Kg.

If the new CTCH-WGT (Catch weight handling) function is activated in the Function control file, this functionality allows you to enter the accurate weight. A new Catch weight entry panel will be displayed allowing you to enter the catch weight quantity. Multiple catch weights can be entered for one order line, allowing you to have a separate weight for each individual item. All catch weights are then accumulated to be the price unit quantity for the order line and will also be used to re-calculate the order line value.

The duration of the promotion is controlled by the validity dates but you can also place stricter control over the duration of the promotion pricing by setting up ceiling values (values and quantities) for any or all of the following:

• Sales value
• Sales quantity
• Discount value
• FOC item quantity

The ceiling values and quantities are driven by the Ceiling control flag. Placing a ceiling control on any of the above mentioned values/quantities works like a "counter". As you enter sales order lines for promotional items, the system will keep track of the applicable ceiling value/quantity and update the ceilings/quantities reached on the sales pricing method.

It is possible to specify/run ceiling control both on header level and on detail level. You can choose to do either, but you can also do a combination. The control will work as follows:

• If you specify ceiling control solely on header level, the whole promotion (and all details) will be closed when any of the ceiling values/quantities are reached. The promotion pricing will no longer be valid and the sales pricing method will be closed.
• If you specify/run ceiling control solely on detail level, the single detail will be closed when a ceiling for the detail is reached, but the header will remain open and other details will still be valid for the promotion.

The setup is flexible depending on your requirements. One or many types of containers can be defined according to the usage of the container (i.e. Delivery box or Packaging) allowing you to pack the goods in a container or a container within a container. A Container control file is used to set default and basic information, such as the default container type, the maximum number of containers that can be assigned to one order line, the maximum filling %, the conversion factors for the item dimensions and weight (e.g., to convert millimeter from the Item file to centimeter, and gram from the Item file to kilogram as required in container assignment), as well as if container labels should be printed automatically when the container is confirmed - to what printer and how many).

Container types hold the control parameters for the container. In the Work with container types file you must set up various parameters for your types of containers, e.g., the size (width, height and length), volume and weight as well as the types of items that the container is allowed to hold, choosing from the following:

• Normal item
• Fragile item
• Inflammable item
• Cold storage item

Default values can, optionally, be set up on warehouse level for the WHM controlled warehouse on the new Container handling panel in the Work with warehouses file. An example of a default value is the maximum number of sales order lines that are allowed per container. Another is the container type.

The system will search/select the type of container to be used in the following order:

1. Container type from the Container type table. If it is not sufficient in size and volume for container assignment, then
2. Container type from the warehouse. If not defined on the warehouse, or one is defined but it is not sufficient in size and volume for container assignment, then
3. Default container type from the Container control file (which is a mandatory entry), even if that container is not permitted for the item.

Containers are automatically assigned based on the volume of goods and the volume of the container during pick list creation if the following stipulations are met:

• The function control is activated.
• At least one type of container has been set up in the Work with container types file, and a default container type has been defined in the Container control file.
• The item on the sales order line is defined as a Normal, Fragile, Inflammable or Cold storage item.

Logging is, optionally, available allowing you to log/track entries in the Container log denoting when the container was created (date and time) and by whom.

Container handling in combination with Outbound shipments

The container handling functionality can be run with or without using the Outbound shipment functionality, but it is advantageous with outbound shipments since that functionality is the connection point to all sales orders that are to be dispatched to the same customer. The system will keep track of the number of containers needed for the outbound shipment.

Container simulation functionality is available for outbound shipments and is executed using a new pre-loaded data queue routine (CASIM – Container simulation). You decide on warehouse level (on the new Container handling panel in the Work with warehouses file) if you want to utilize this functionality by setting the Simulation option flag to the applicable value; choosing from the following:

• Automatic
• Manual
• None

The new pre-loaded CASIM Data queue routine must be activated and defined in the Routine Id field on that same panel. If the Simulation option flag is set to Automatic the system will immediately simulate how many containers the sales order will require for the shipment, (or if the item can be put in an existing container), when the sales order lines are created and attached to the outbound shipment. If that flag is set to Manual, the simulation functionality must be manually triggered via a new option on the outbound shipment.

The number of simulated containers is displayed on the outbound shipment regardless if you choose the Manual or Automatic simulation option. This is invaluable information to know in advance, allowing you to more accurately plan for the number and size of vehicles needed to deliver the goods.

Container confirmation

When confirming the container you can choose from the following routines:

• The new Work with containers routine. From this routine you can view all created containers. Information such as weight and volume is displayed both on total container level, and also on included item level. When confirmation reporting is selected from this routine, the confirmation reporting is done per container, and not by pick list.
• The new Container confirmation routine.
• Work with pickings: A new Container view has been added as well as a new View control, (i.e. Start view) where you can choose what view you want to display as the default (i.e. Pickings view, Shipments view, Pick consolidations view or Container view). From the Container view, the confirmation reporting is done per container and not by pick list.
• Pick confirmation flow. This routine can be used for containers that are not flagged for PQC (Pick quality control).
• Work with outbound shipments.

An Update open orders flag has been added to the Update earliest shipment date window allowing you to update the dispatch date for all "open" purchase order lines (status < 30), i.e. the dispatch date will be set to Earliest ship date. In addition, the Update earliest ship date program can now also be accessed via a new Update earliest ship date menu option.

Freight fees must be set up per shipping agent, based on either a minimum weight limit of the goods on the order or a fee per package regardless of the weight, and can be dependent on a specific manner of transport and/or destination or valid for all. You can prevent back order lines from being included in the freight fee calculation by setting a fee limit on system level (DIS control file) or overriding that limit per customer.

Per customer, you have the possibility to:

• Define exceptions, thereby excluding specific customers from being charged a freight fee based on their total order value.
• Reduce the fee charged to a customer by granting a freight fee discount.
• Override the fee limit for back order lines on system level (if any was defined in the DIS control file) thereby preventing these kinds of lines from being included in the calculation on customer level.

Regardless of how many freight fees are set up, the following two higher level controls dictate whether freight fees could/will be automatically calculated/retrieved:

1. The FREICALC (Freight fee calculation) function must be activated in the Function control file.
2. The terms of delivery code on the sales order. When the above mentioned function is activated, the Freight fee field in the Terms of delivery table must be set to YES for the terms of delivery code used on the sales order to denote that freight is to be calculated. If this field is set to NO, freight will not be calculated for the sales order. Note: If a manual terms of delivery (999) is defined on the sales order, this will be considered as a terms of delivery with freight fee calculation if the new function control is active.

During sales order line entry, the search for a freight fee occurs in a specific sequence. (This is done first for the order currency; if nothing is found, the same sequential search will be performed for the system currency.) If found, it will automatically be retrieved to the sales order header, as a preliminary freight fee, if the user does not manually enter a freight fee. Freight fee calculation for the real fee is performed at pick list confirmation if the user does not manually enter (or change an automatically retrieved preliminary freight fee) on the sales order header.

• Basic data - Items and Business partners. (This data is sent to the external Warehouse Management system.)
• Sales order information to be used for Dispatch planning
• Pick list information
• Purchase order information to be used for Reception planning
• Reception information
• Inventory adjustment
• Stock synchronization (a check against the "other" system ensuring you have the same on hand quantity in both systems)

If the IBS WMS Interface application is activated in IBS Enterprise, the Picking, Reception and Inventory routines support the update and validation from an external client, e.g., IBS Dynaman. Any erroneous transactions sent from IBS Dynaman are saved. All transactions sent from an external client are stored in the WMS transaction log file. Depending on the type of error, you can manually correct the error in the Work with pickings/Work with reception/Work with inventory routines if applicable, or click the Retry option from the WMS transaction log (for the transaction). If the error is caused because of a lack of information, the error should ideally be corrected in the external client if possible; else in the above mentioned routines after communication with the warehouse personnel.

• Erroneous number of decimals
• Standard cost price is missing
• The inventory transaction lacks information (e.g., a transaction for a batch item was sent but the batch ID was not supplied)

The routines are also used when inventory transactions from other internal processes need to be validated and updated. Examples of this include:

• Re-stock actions from IBS Request and Returns
• Quality Control reporting from IBS Request and Returns
• Inventory transactions from CMI processes like Ownership transfer

• Print with same split code: All items for the customer on the order with this invoice split option code will be printed on the same invoice.
• Print with same split category: This requires that your items for the customer on the order are attached to an Invoice split category. The end result is that all items for the customer on the order with this invoice split option code and the same invoice split category will be printed on individual invoices based on the category.
• Print on a separate invoice: This does not require that your items are attached to an invoice split category. The end result is that all items for the customer on the order with this invoice split option code will be printed on individual invoices, i.e. one invoice per item.

Note that the merged invoicing functionality is not allowed for customers that are flagged for split invoicing.

This functionality expedites the entry of sales and purchase order lines for items that belong to an item matrix. Rather than registering order lines one by one for items that belong to an item matrix during order line entry, the item matrix panel, which holds the matrix items for the warehouse, can be accessed. (You can click the prompt icon (green arrow) in every matrix cell to access the Time axis enquiry for the item in the matrix cell.)

The user simply enters the applicable quantities for the items required from one window and clicks OK to register the lines in one go. (If the IBS Multi Distribution Centre (MDC) application is activated and the matrix base item has been set up for MDC (even though it will never appear on any MDC orders), the MDC availability function key will be visible to be able to view the available quantity for the main MDC supplier for each item.)

Sales pricing can also be set up to price the item matrix items as you see fit, using normal pricing techniques as you would set up for any other item, or special item matrix pricing (quantity dependent) for the individual item lines or for the entire item matrix. The latter means that the accumulated quantity for all item combinations within the matrix is used to retrieve the sales price for the sales order lines that the user will create.

• Delivery schedule order
• Service order
• MDC order in supplying company
• Order defined for complete delivery

In addition, you cannot add a line delivery address for a sales order line if the following is true:

• The sales order line has status 30 or higher.
• The sales order line is a BtB direct line and a connected purchase order has been created.
• The warehouse on the sales order line is defined as a WMS warehouse.

All communication between two Enterprise companies within MDC is handled by unique transactions sent through data queues. Hence, the difference in the databases between the PTF levels mentioned above is not an issue when two Enterprise companies are communicating. See the MDC between different IBS Enterprise releases technical reference in the Help Centre (or on the Intranet) for more technical information.

Note: The system may need to be modified to make MDC work for all other combinations of PTF levels.

• Sales order entry
• Activity based pricing
• Call plans
• IBS Requests and Returns
• IBS NetStore for web based orders
• IBS Mobility

Header level:
Header level is applicable when doing package reporting via the following routines:

• Work with pickings
• Pick confirmation flow

If the warehouse on the sales order is set up with package reporting on Header level, simplified package reporting will be available where you simply enter the number of packages without having to be concerned with what goes in each package. This (simplified) package reporting is typically used when your company uses external carriers to ship the goods.

Line level:
Line level is applicable when doing package reporting via the following routines:

• Work with pickings
• Work with package reporting
• Work with outbound shipments

If the warehouse on the sales order is set up with package reporting on Line level, the reporting is the same as in previous releases, i.e. you select the package type and the sales order lines that go into each package.

Receiver customer functionality has been added for third-party freight documents (DOC04). In the new Receiver customer number table, which is accessed via the Customer file, you can enter the customer number for the receiver on third-party freight documents (DOC04). These numbers can be defined per shipping agent or per shipping agent in combination with freight document. This new table is used to determine how to update the freight document field for "Sender/Receiver pays" (i.e. Pay send/rec flag) in the standard Third-party freight document DOC04.

The standard Third-party freight document DOC04 in IBS Enterprise has also been enhanced with the sender customer number and receiver's customer number. This information, which can be found in the Work with freight documents file on the Header information, part 2 panel, can be transferred to the third-party freight document software via IFTMIN.

The way the system updates the Pay send/rec flag on the created freight document has changed. You can still choose to use Freight standard values, or manually update the flags on the created freight document, but now automatic update of those flags is possible. The update to those flags works as follows:

1. (not new) If standard freight values were set up these will be retrieved, and depending on what was set up, the "Sender pays" (Pay send) flag or the "Receiver pays" (Pay rec) flag will be set to Y.
2. (new) If no standard freight values were found, the system will check if any freight fee was entered for any of the orders. If found, the "Sender pays" (Pay send) flag will be set to Y.
3. (new) If no freight fee was found, the system will check for a receiver customer number. If found, the "Receiver pays" (Pay rec) flag will be set to Y. If not found, and there is a Sender customer number (retrieved from the Our customer field for the shipping agent/freight document), the "Sender pays" (Pay send) flag will be set to Y.

In the event that none of the above are found, the Pay send/rec flag will not be automatically updated. The possibility still exists to manually update those flags.

• Work with pickings (completely redesigned and formerly called Work with sales order pick lists)
• Pick confirmation flow (New)

Depending on your needs, you can choose one or the other or utilize both. Both routines support the update and validation from an external client, e.g., IBS Dynaman, but the Work with pickings routine should be used if you plan on implementing IBS Dynaman in one of your main warehouses since any erroneous transactions sent from IBS Dynaman are saved. If an IBS Dynaman transaction ends up on error, you would use this routine to view and manually correct the erroneous transaction.

Both routines also support the logging/tracking of who confirmed the picking. The PICK-HND function in the Function control file controls the entry of a pick handler during confirmation. If activated, the pick handler will be a mandatory entry. If not activated, the pick handler will be an optional entry, and if no pick handler is entered, the user ID will be used to update the files.

Picking details can now be accessed via the Sales order enquiry.

Work with pickings

In this routine you are able to view all non-confirmed and confirmed pick lists via three different views:

• Picking view
• Shipments view (outbound) - Typically used when your own fleet delivers the goods (i.e. you need to know the lines)
• Consolidations view for pick consolidations

You must select the task you need to work with. All tasks are available behind options. Tasks include:

Pick confirmation flow

This new routine combines the tasks into one outbound sequential flow incorporating the confirmation, package reporting and print of third-party freight documents (if activated). You do not have to select what task you need to work with. This routine supports package reporting on Header level. This (simplified) package reporting is typically used when your company uses external carriers to ship the goods.

The following tasks (panels) will automatically be prompted accordingly:

For sales orders that are part of the Shipment preparation process (i.e. the Shipment prep flag on the order type is set to YES), these fields are first defined on the Route (which are then copied to the generated Route list and then the generated Outbound shipment). At each stage the entry in those fields can be changed. For outbound shipments that you create manually (i.e. that are not part of the shipment preparation process), you define these fields on the manually created outbound shipment.

The actual printing of the pick lists for outbound shipments can be done via the following:

• Print sales order pick lists menu item whereby pick lists for up to eight selected orders can be printed at a time (existing functionality). See Check for valid pick release day/time below. If you do not select a specific order and just enter the Dispatch date and Warehouse, the system will select all sales orders according to the dispatch date and warehouse, and create pick lists.
• Pick list option in Work with outbound shipments (existing functionality).
• Job control. By using Job control you can automate the printing of pick lists for outbound shipments by scheduling a job to run as often as you need, e.g., five times/day.

Check for valid pick release day/time
For all of the above, the system will check that the pick release day and time are valid (i.e. it will compare the actual day and time to the Pick release day and time. If the Pick release day and time are prior to the actual day and time the pick list(s) will be printed.

An alert can be configured to flag the user should a pick list fail to be printed. The event type for this alert is PCKLNOTPRT (Pick list not printed).

• Sales quotation entry for quotations of type 1 (will produce a sales order), 3 (will produce a service order) and 4 (template).
• Sales order entry for sales orders of type 1 (will produce an invoice) with a status of less than 60.

if the following situations arise:

• Work with receptions (completely redesigned and formerly called Confirm purchase order reception notes)
• Receive replenishment line (rewritten)
• Work with purchase order reception (no changes)

Depending on your needs, you can choose one or the other or utilize all. All routines support the update and validation from an external client, e.g., IBS Dynaman, but the Work with receptions routine should be used if you plan on implementing IBS Dynaman in one of your main warehouses since any erroneous transactions sent from IBS Dynaman are saved. If an IBS Dynaman transaction ends up on error, you would use this routine to view and manually correct the erroneous transaction.

All routines also support the logging/tracking of who confirmed the reception. The REC-HAND function in the Function control file controls the entry of a reception handler during confirmation. If activated, the reception handler will be a mandatory entry. If not activated, the reception handler will be an optional entry, and if no reception handler is entered, the user ID will be used to update the files.

Reception details can now be accessed via the Purchase order enquiry.

Work with receptions

In this routine you are able to view all non-confirmed and partially confirmed receptions via five different views:

• Reception view
• Shipments view (inbound) - Typically used when your own fleet returns the goods (i.e. you need to know the lines)
• Order view
• Supplier view
• Item view

You must select the task you need to work with. All tasks are available behind options. Tasks include:

Receive replenishment line
This functionality is used for purchase order lines that do not have a printed reception note. As in previous releases, it can be done via this menu item or via the Rcv line option on line level in Work with purchase orders. You will access the Work with receptions program where a reception note will temporarily be created. You simply enter the received quantity and click Confirm twice to confirm. If a confirm is done for the entire quantity the reception note will disappear from the Work with receptions program after confirming. If a partial reception is done the reception note will remain in this program until the entire quantity is confirmed.

This new functionality is available if the QUOTAGDS function is activated in the Function control file.

New Valid and Active flags for Quota goods have been added in the DIS control keys file. There are several item, customer, warehouse and order type related keys from which you can choose.

In the new Work with quota goods file you set up the information. You link the DIS control keys defining what should be limited and to whom, as well as define the maximum quantity that can be sold per time period (i.e. day, week or month), within a date span.

When entering sales orders, the system keeps track of the remaining quota balance. The user will be flagged with a message should the quantity on the order line exceed the remaining quota balance. You can also view the remaining quota balance in the following:

• Quota goods transactions enquiry. This enquiry displays the original quota quantity, used quantity and remaining quota quantity per quota goods record. You can also drill down on detail level to view the customer/item/sales order and sales order line that consumed from the quota goods quantity.
• Customer service enquiry
• All "modes" in Smart sales order entry

1. Route restriction groups allowing you to restrict items from being delivered on specific routes. This is done via the creation of Route restriction groups. A route restriction group can hold one or more items. You create the route restriction group, and specify the route group type denoting if the restriction is for a route defined for delivery of Narcotic related items only, or a Combined delivery (i.e. all kinds of goods may be included in the route dispatch). You then attach the items to the route restriction group via Item maintenance. Route restriction groups can then be attached on different levels. For example:

Route	Route level only. This means that the restriction will also apply for all destinations and customers for that route. Route/Destination level. This means that the restriction will also apply for all customers for that destination. Route/Customer level.
Route list	Route list level only. This means that the restriction will also apply for all destinations and customers for that route list. Route list/Destination level. This means that the restriction will also apply for all customers for that destination. Route list/Customer level.
Outbound shipment	Outbound shipment level only. This means that the restriction will also apply for all customers (delivery addresses) for that shipment. Outbound shipment/Delivery address level.
Sales order line

Since a route list and outbound shipment can automatically be created from a route, it is advantageous to set up the route restriction functionality on the route since the route list and outbound shipment will automatically inherit any route restriction information set up on the route. If you choose to manually create a route list, or an outbound shipment, the restriction can be applied on those above-mentioned levels.

2. A Route group table and subsequently a Route group field in the Work with routes file which is a mandatory entry. It is used to group the routes and can also be used in the Activity Based Pricing (ABP) functionality as a criterion when setting up ABP conditions.
3. A new Customer data window that is automatically displayed during sales order entry if the new ADDCUST1 (Additional customer info) function is activated in the Function control file. This window displays the route information for the customer on the order (i.e. dispatch address, phone number, next available route to the customer, cut-off time and remaining time).
4. Wake up call functionality, which is a type of notification service that generates entries of when to phone customers before an order on an outbound shipment departs, allowing them to make additions to the order should this be required. See Wake up call functionality for outbound shipments below.

The target pricing agreements hold all information about the agreement. These agreements are connected to sales pricing methods of type N (Normal), C (Chain discounts) or P (Promotions). When a sales pricing method is linked to such an agreement, it has to be defined with a new limit type called T for target. The limits that are defined for the sales pricing method will be compared, during sales price retrieval, to the accumulated value for the linked agreement. Price, or discount, will be retrieved from the highest limit that is reached based on the accumulated value.

The target pricing agreement accumulation is based on invoiced sales order lines. No open sales order lines are included.

1. First panel order
2. First panel return

For each view control you can choose to set the following default panel per user:

• Fast entry
• (normal) Line entry

Note that if there is an Assortment for the supplier, the Assortment panel will be the first accessed regardless of the Fast entry view control setting.

1. First panel order
2. First panel credit

For each view control you can choose to set the following default panel per user:

• Fast entry
• (normal) Line entry
• Smart order – history
• Smart order – item search
• Smart order – previous order

This functionality requires that the WAKEUP (Wake up call interface) function is activated in the Function control file. When the system is set up with the necessary parameters, you simply activate the WAKEUP data queue. (The Load balance setting in the data queue, which you can set to whatever you like, denotes at what interval the WAKEUP transaction program should be executed). If required, a setting is available for the WAKEUP group in the Default and replacements table allowing you to configure the number of minutes in advance that the wake up call entry can be created in the interface file.

The routine then runs by itself, checking the shipments that are scheduled to depart per day and the customers holding the Wake up parameter. It creates records in the Wake up interface file, denoting which customers should be contacted and when, which can be viewed via the Wake up call enquiry. You can also, optionally, set the system up to trigger an alert message to be sent to the person who should make the call. The event type for this alert is WAKEUP (Wake up call alert). The same information in the Wakeup interface file is included in the alert message.

The Monitor start time on the route (i.e. the time at which the system starts checking entered sales orders) and the Cut-off time of the route (the time when the outbound shipment is closed for new orders) are the driving factors of this functionality, and determine when the customer should receive a wake up call, i.e. a customer should receive a wake up call when no order has been entered between the Monitor start time of the route and the Cut-off time of the route. The wake up call interface program checks if the customers connected to the route have already ordered. It finds the real wake up time on the Route list under the customer.

The possibility to exclude residual values of an asset and profit/loss amounts of disposed assets has been added to Work with depreciation types.

Asset disposal list: It is now possible to print this report without selection on depreciation type, meaning that all depreciation related values are excluded.

Investment budget analysis list: The following minor changes have been implemented:

• Investment budgets without any asset assigned can now be printed
• Line totals are printed

The reorganization program has been extended to allow deletion of cheques in the cheque inventory with the Cleared and Cancelled status codes, and the possibility to delete cheques with a Cleared date interval.

Note: The old payments message ISO MDR2006 is still available in the system.

Work with credit transfer elements has been renamed to Work with ISO 20022 external code lists.

• Several proposals can be created and processed at the same time.
• New selection and sequence fields are available.
• It is possible to delete as well as inactivate a document in the interest invoice proposal.
• An interest rule can be defined for Business partners, hence it is no longer required to define the interest calculation method on the A/R control file level.
• Interest invoice proposal can be created per "Debtor/Currency/Cost centre" or as previously "per Debtor/Currency".
• Interest percentages can now be defined in a dedicated table accessed from the Countries table.
• Already printed Interest invoices can be viewed and their copies can be printed via the new Work with interest invoice history routine.

The Remittance advice option has been added for printing an A/R remittance advice. The Original selection option has been added to view the specification values and selection criteria entered when an A/R payment proposal was originally created.

Calendar handling has been implemented in the Work with A/R payment proposals routine. When the applicable calendar is defined for an A/R payment mode, the system automatically adjusts the proposed payment date according to the calendar definition during proposal creation.

It is now possible to require a cash discount due date to be the proposed A/R payment's document date (as in A/P payment proposals). On the A/R open items selection panel, a new field has been introduced making it possible to forcibly apply a cash discount amount on a paid document.

An unlock program has been created to release a locked A/R payment proposal.

In addition, more business partner information has been added as hidden columns in the detailed overview (on business partner level). For example, name of the business partner, address information, country, VAT registration number, etc.

The possibility to run calculation/redistribution both at journal direct update and periodically in batch (concerns both fixed and dynamic calculation/redistribution) has been added.

Both the fixed and dynamic calculation/redistribution are now handled from the same menu item. In the routine, strict "into account" and "into contra account" handling has been implemented. The previous debit/credit code setup no longer applies. The into accounting postings will receive the same sign as the base transaction and the into contra accounting postings will receive reversed sign compared to the base transaction. Consequently, the calculation/redistribution percentage must be positive. Redistribution "into account" will be pre-loaded with "base account" and cannot be changed.

For all account parts, underscore (___) can be used, completely or now also a masked part of the account. The system will substitute the remaining characters in the account number with the characters from the base account number in that account part. There is no limitation of the number of account parts that are treated in this way.

In the dynamic calculation/redistribution, a special case of underscoring of an account has been implemented. The entry must match the underscored account in the "dynamic base account" specification, and then the creation of dynamic bases will be repeated for every possible value of the account part (or masked part of it) at update of the dynamic base file. In this way, all the calculation/redistribution transactions which are for the same purpose do not have to be entered. An account part can also be entered with all '-' (dash signs). Then, the creation of the dynamic base account will be independent of this account part.

The possibility to enter relative periods (only backwards) has been added in the Dynamic base options routine.

Date handling at batch creation of calculation/redistribution transactions has been changed. The date search in the table will be based on voucher date (or period when applicable) for the incoming transaction and the created calculation/redistribution transaction will get the voucher date from the last date in the G/L control file for the accounting period.

Connection to Corporate Data Maintenance (CDM) for transfer to other companies has been implemented, as well as connection to the Text Editor.

The Template handling for A/P and A/R balance lists has been changed.

A new field in the Manufacturing order table has been added (Actual cost for reception) to give the possibility to handle actual value (cost control) from the manufacturing order as reception amount. However, to use the actual value there are restrictions in the way manufacturing order reporting can be performed.

• It is not possible to use "Backflushing material at delivery to stock", as the backflushing is based on the reception quantity and cost control value is not calculated at the time of performing the reception.
• It is not possible to use "Reception at last operation", as material can be attached to the last operation and the previous operation(s) could be based on the reporting made on last operation (milestone reporting).

In other words, operations must be reported and completed (status 60); material must be issued manually or backflushed at operation reporting and completed (status 60), and finally reception must be done manually from the issue/receive routine.

When a manufacturing order has been reported as complete the order receives the status "60" and can be re-opened and adjusted. When the cost control report is executed via the "Transfer to statistics" option the order status is changed to "99". The order remains in the operational files and is available for enquiries and for "copy from" order, but it cannot be re-opened.

The field is called Op reporting check and can contain the following values:

Example:
Fixed set-up quantity = 10
Order quantity = 5
Component quantity = 1
Component required quantity = 15

The fixed set-up quantity on component/sub-assemblies has an impact in the following functions:

• Basic data maintenance: New field(s) in material structure.
• Product costing: Fixed set-up quantity cost is taken into account by unit.
• MRP: When lower level component/sub-assemblies quantity is calculated the fixed set-up quantity is also included.
• Manufacturing order creation: The fixed set-up quantity is added to the required component/sub-assemblies quantity.
• Project structure: New field in material structure.
• Product configurator: New field added in bill of material. In addition, the "structure unit" (unit) is also handled. Prior to this enhancement, the unit was only used for configured sales order structure. Now it is also used for normal manufactured items.

• Copy the details. When you copy a demand plan to create a new, the header is copied. Now you can also choose to copy the details.
• Remove periods. The periods are removed from the beginning. E.g., if you are copying a plan in year 2014 for periods 01 through 12 and you enter 2, the periods 01 and 02 will be removed for the new demand plan you are creating.
• Add periods. The periods are added to the end of the plan allowing you to move the plan forward. E.g., if you are copying a plan in year 2014 for periods 01 through 12 and you enter 2, periods 01 and 02 will be added to the new demand plan you are creating for year 2015.

• sales are made on a seasonal basis, and the sales are significantly higher compared to the replenishment capabilities (i.e. depending on the required workload, sales could exceed the capacity for the period (e.g., during the summer months)).
• working with budget as a Demand plan for next year's forecast, and the budget forecast has not yet been accepted as next year's forecast. (The Demand plan must update the Inventory control forecast before the Supply plan can be created based on the Inventory control forecast). Prior to the new functionality, the inventory control "live forecast" needed to be updated with a budget forecast that had not yet been accepted as next year's forecast.

Production (or purchase) can now be done in advance to balance the sales forecast and the replenishment requirements allowing you to have an accurate picture of the stock level. To meet the sales order (forecast), you now have the following two possibilities:

• Use a Supply profile
  or
• Adjust the sales forecast X periods back in time

(The Supply profile and Supply adjustment fields have been added to the Item file/Inventory management panel.)

The forecast adjustment can now be done within the Supply plan. When the sales forecast has been retrieved into the Supply plan, the supply quantity is created based on the yearly sales forecast according to the Supply profile set-up if a Supply profile exists for the item. If the item has a Supply adjustment (number of periods) defined, the supply quantity will be "moved" X number of periods.

In addition, prior to these enhancements the Supply plan could only be created from the Inventory control forecast. Now it is also possible to create the Supply plan directly from a Demand plan (new feature).

• If a Supply plan is created from an Inventory control forecast, the sales forecast is retrieved from the Inventory control forecast and put in the Supply Plan (period by period). The Supply quantity (production forecast) is calculated according to the supply profile or supply adjustment and the yearly forecast is then used for creating period supply plan quantity (production forecast). The Supply plan will keep track of how much of the stock is "reserved" for future sales orders by saving historical values in the Supply plan (save previous periods).
• If a Supply plan is created from a Demand plan, (as it should be on a yearly basis in order to calculate Supply quantity in the same way as when created from Inventory control forecast), the Supply plan will keep track of how much of the stock is "reserved" for future sales orders by saving historical values in the Supply plan (save previous periods).

Note: The reserved quantity is calculated according to the supply profile/adjustment in the same way regardless if the supply plan is created from Inventory forecast or a Demand plan.

The Supply forecast is used as input to the MRP and when the item/warehouse has been defined with a Supply profile or Supply adjustment period(s), the MRP calculation uses the production forecast in passed time (calculated by supply plan) as the initial forecast as "reserved stock" to be used for future sales, presented as "reserved forecast" and "Res net forecast". The "Res net forecast" is the adjusted figure based on "reserved forecast" minus sales order in passed time.

When the MRP calculates the proposals the input as initial "stock" is quantity on hand - safety stock - Res net forecast.

The grouping of the fields has been changed on the detail panel for clearer understanding of the information. A new function has been added making it possible to view sales promotion history per forecast period, if more than one sales promotion exists for an item/warehouse/period combination.

The data that could be shown for a selected period interval is, e.g., total demand, period forecast, deviation percentages and statistics. You can also drill down to display the included quantities that build up the forecast.

Note: If demand plans of type Additional forecast are not used in the system, then the total MAD is the same as the normal MAD.

• Action
• Request and return header
• Request and return line

The documents are:

• Return note
• Transport note
• Investigation note.

These documents, except for the investigation note, can be sent back to the business partner, who raised the request, together with the goods. You also have the option to print labels to tag the goods before sending it in return. The investigation note is used to investigate availability, etc. of the ordered and delivered item. Miscellaneous information from the reference and the request is printed on the note.

It controls the ownership of:

• Your own internal stock; regardless of whether you have one internal owner (e.g., one sales department) of the items in your standard stock at your warehouse site or several internal owners (e.g., several sales departments) of the items in your standard stock at your warehouse site.
  
  
• Externally owned stock (your customers and/or suppliers) stored in your warehouse(s). This requires that you activate the IBS Contract Managed Inventory (CMI) application together with the Stock Ownership functionality and set up and sell from Inventory contracts. See Contract Managed Inventory (CMI) below for more information.
  
  
• The storage of your stock in your business partner(s) warehouse(s). This requires that you activate the IBS Contract Managed Inventory (CMI) application together with the Stock Ownership functionality and set up and purchase from Inventory contracts and then sell. See Contract Managed Inventory (CMI) below for more information.

The control of ownership is achieved by:

• Differentiating your warehouses into the following types of warehouses, which is done via a Warehouse characteristic setting on the warehouse: "Normal" (when there is one internal owner) and/or "Logical" and "Physical" warehouses (when there are several internal owners).
• Assigning a cost centre (i.e. the owner) to your "Normal" and "Logical" warehouse(s).

All routines that deal with orders, availability (i.e. quantities) and finance are handled by the normal and logical warehouses. All routines that deal with warehouses, dispatching and reception are handled by the normal and physical warehouse. Whenever quantities are updated for a logical warehouse, the quantities will also be updated for the normal and physical warehouses.

Location owner handling for several internal and/or external owners

If you have several internal owners of the items in your standard stock and you allocate your stock into locations in your physical warehouse, you can set the system up to handle the owner of the location in different ways. Likewise, if you plan on storing/selling items for the following types of Inventory contracts:

• Customer Deposit Stock (CDS) at your (the wholesaler) warehouse site
• Supplier Consignment Stock (SCS) at your (the wholesaler) warehouse site

and you have several external owners of the items in your stock, and you allocate your stock into locations in your physical warehouse, you can also set the system up as you see fit when it comes to the owner of the locations in your warehouse.

The possibilities include:

• No owner per location
  This is the easiest and most efficient way to run Stock Ownership, and is the advantage with the functionality. You do not wish to keep track of the location owners and the items will just be placed in locations. The physical warehouse will hold the total quantity for all logical warehouses that are linked to the physical. You do not want to keep control over which location in the warehouse belongs to which owner.
• Owner per location, but with no owner restriction
  This kind of setup would be applicable if you do not want to mix the owners of goods in locations and you do not care in which location the goods are placed, but you do want everything that is placed in one location to be owned by one owner, regardless of the owner.
• Owner per location, with owner restriction
  If you want to place a more strict control over the owners of your locations, you can set the system up with location owner groups. It will still only be possible to have goods belonging to one owner in one location, but you can control which owner will be allowed to store the items in that location.

Handling stock take differences for several internal and/or external owners

When you have several internal and/or external owners of the items in your standard stock and you perform a stock take for the physical warehouse, and there is a difference between the counted quantity in your physical warehouse compared to what the system states, you need to decide how the difference (gain or loss) is apportioned among the owners (i.e. who should take the loss or gain the extra item that is counted).

How you choose to apportion any stock take differences (gains or losses) among several owners is also something that can be set up. You can let the system automatically calculate and apportion the difference among the owners or you can manually enter the actual counted quantity per owner.

• Externally owned stock (your business partners) in your warehouse(s) which you can sell via Inventory contracts.
• Your stock in your business partner(s) warehouses which you can purchase via Inventory contracts and then sell.

Types of inventory managed by contracts

IBS Enterprise supports the following types of inventory which must be purchased and/or sold via an Inventory contract:

The Stock Ownership functionality must be activated together with the IBS Contract Managed Inventory (CMI) application, since it is this functionality that controls the setup of the warehouses. The concepts of handling physical and financial stock separately are all based on the Stock Ownership foundation which differentiates the warehouses into physical, normal and logical warehouses. There are specific Warehouse characteristic codes that must be assigned to the warehouse for each type of inventory contract you plan on entering into. Not all of the inventory contract types supported with IBS Contract Managed Inventory involve the physical storage of external stock in your warehouse. When it does not involve the physical storage of external stock, a "Logical" warehouse must, nevertheless, be set up to control the financial aspects of the stock you are purchasing/selling.

Inventory contracts and CMI processes

All items that you intend to purchase and/or sell that fall under any of the above types of inventory must be purchased and/or sold from an inventory contract. An inventory contract consists of a header and the contracted line(s) (which holds the item, quantity and other applicable purchase or sales information). Every inventory contract you create must be linked to an inventory contract type, which dictates the CMI processes that are available to be run for the purchase or sales order cycle. Some CMI processes are mandatory to run for an inventory contract type, while others can optionally be run. The optional CMI processes depend on the task you want to perform after the quantity is purchased or sold.

• What routine you use for the purchase of an item depends on the inventory contract type and the associating CMI process available. All "Supply" purchases for a SCS, Logistic SCS, WCS (external supply only) and WDS contract can be done by running the CMI process via the Work with inventory contract routine or by manually linking the applicable inventory contract to a manually created purchase order in the purchase order entry routine. All other purchases for the other types of inventory contracts must be done by running one of the CMI processes via the Work with inventory contract routine instead of the regular purchase order entry routine.
• What routine you use for the sale of an item depends on the inventory contract type and the associating CMI processes available. In some cases the sale can take place by running a CMI process via the Work with inventory contract routine, while in other cases the regular sales order entry routine must be used. For the latter scenario, the inventory contract must be connected to the sales order. See Creating sales orders for items managed by inventory contracts below for more information.

Duration of the inventory contracts

There is substantial flexibility when deciding the duration of inventory contracts. The following possibilities exist:

If you choose to not have a running contract without a contract quantity limit (for the applicable types of contracts), the time span for how long the Inventory contract is valid is determined by the following:

1. The contract quantity on the inventory contract line denoting that you want a quantity limit for the contract. (A contract quantity must be defined for a CBS-, WBS-, and DIS inventory contract but is an optional entry for the other types of contracts.) If an inventory contract was not set up to be valid within a specific date range, the contract line will be closed (i.e. cannot be used on any orders) as soon as the contract quantity is consumed (e.g., you have sold the quantity). You can always create a new line for the same item with a new quantity.
2. (Optional) Specific date range on the contract header and/or contract line. The end date is the controlling date for the sale of the goods. You can leave the start/end control fields blank on each level; or define them only on the contract header; or only on contract line. If you define them in both places, the dates on the contract line must be within the dates on the header. If the quantity is consumed before the end date is reached, the contract line will be closed. If the end date is reached before the quantity is consumed the contract line will be closed. If the latter occurs, you will have to make some decisions about what to do with the left-over stock, depending on the type of contract.
   
   Example: If, for a Supplier Consignment Stock (SCS) contract, the end date was reached before the quantity on the contract line was sold, you have three possibilities from which to choose when determining what to do with the remaining externally owned stock in your physical warehouse:
1. Extend the end date
2. Take over the ownership
3. Send it back to the supplier

All inventory contracts and inventory contract lines receive a status, that is automatically updated by the system, denoting the progress. Every action that is performed for an inventory contract and inventory contract line is logged and can be viewed via a log file. On inventory contract header level, the log file displays the status progression for the contract. On inventory contract line level, the log file displays the actions taken/achieved for the line.

Creating sales orders for items managed by inventory contracts

There are five different ways to create the sales orders for items that are managed by (applicable) inventory contracts. It will never be possible to create a sales order line for a CMI-related warehouse, without linking the sales order line to an inventory contract. If auto-sourcing is configured in your IBS Enterprise system, the fifth alternative uses auto-sourcing.

1. The first alternative is when customer call off's or charge consumptions are created from the Work with inventory contracts routine. With this alternative the sales order line has already been provided with a warehouse from which to source from the inventory contract. Auto-sourcing is not applicable.
2. The second alternative is when a reference is made to the inventory contract on the sales order header, alternatively on the sales order line during sales order entry. When such a reference is defined, the entered lines are validated against the inventory contract and the warehouse is retrieved from the inventory contract. Auto-sourcing is not applicable.
   
   A setting on the Inventory contract header allows you to control the possibility to combine sales order lines (i.e. lines connected to an inventory contract and others not connected to an inventory contract) on a sales order when the user defines the contract number on the sales order header.
   
   If the Off-contract sales flag is set to YES, and the warehouse for the non-contract item is included and activated in your sourcing policy, a warning will be issued, (denoting that the item is not found on the inventory contract and that normal sourcing will take place), but the user will be able to add sales order lines for non-contract items to the sales order as well as items from other inventory contracts.
   
   If the Off-contract sales flag is set to NO, an error message will be issued and it will not be possible to add a sales order line for a non-contract item to the sales order. It will also not be possible to add a sales order line for items from other inventory contracts. However, if this flag is set to NO and if the inventory contract is only defined on line level, it will still be possible to mix lines for this inventory contract together with non-contract items and/or items from other inventory contracts.
3. The third alternative is by using the Inventory contract availability program during sales order entry. The panel can be accessed via the Inventory contr availability program function on the Order lines panel. All contract lines with an available quantity for a specific inventory contract will be listed. The inventory contract can either be the contract which was referred to when the sales order was created, or another inventory contract which can be defined on this panel. It will be possible to select lines and enter quantities for these lines, giving the user an easy and user-friendly way to create sales order lines that are to be linked to a specific inventory contract. Auto-sourcing is not applicable.
4. The fourth alternative is by entering a warehouse manually during sales order entry. When a sales order is created, it is possible to enter a default "From warehouse". It is also possible to manually enter a warehouse on the sales order line panel. If the defaulted or entered warehouse is a CMI-related warehouse (i.e. a warehouse with warehouse characteristics code equal to 3, 4, 5 or 6), a search will take place to find an inventory contract automatically. This will be done even if auto-sourcing is not on for the sales order.
5. The fifth alternative is when no reference against the inventory contract is made during sales order entry. Items are entered and if auto-sourcing is configured to be processed it will be processed. As a result of the auto-sourcing, the sales order line may be sourced using an inventory contract.

Batch handling

A function in the Function control file allows you to control the handling of batch controlled items during reception and picking. If the CMI-BATH (Batch handling) function is activated, the system will control and validate the matching between an Inventory contract line and a Batch number, i.e. each batch must be attached to a unique Inventory contract line during reception of goods on the line as well as during the picking of a batch on the line. In other words, there will not be any possibility to receive or pick two different inventory contract lines with the same batch number.

If that function is not activated, the system will not control the matching between an Inventory contract line and a Batch number. The user will be able to receive/pick items with the same batch more than one time (as new lines) for one inventory contract.

Sales restrictions

Sales restrictions can be set up to restrict the sale of either certain items, or to certain customers for an inventory contract.

Authority control

Authority control can be implemented on the following:

In addition, the following new fields have been added to the detail level of the Work with contacts panel, and are selectable UI columns:

• Phone number (client type = *PHONE)
• Fax number (client type = ACCEFAX)
• Cell phone number (client type = GSM)
• E-mail address (client type = ACCEMAIL)

You can now choose to enter that information on Work with contacts level or via the client type information on the Client parameters panel (accessed by clicking the Clients option). If you add/change/delete a record directly on Work with contacts level it will be added/changed/deleted for the client type in the Client parameters.

Now the functions have been placed on a higher level with the introduction of a new system file entitled Work with application functions. This system file is supplied by IBS PD (not pre-loaded) and contains a list of all supported functions that are available in IBS Enterprise. Each function name is unique and thereby eliminates any possibility of overriding any functions you have added for customer modifications.

All functions in this new system file are inactivated by default. You cannot activate the function on company level via the new system file. Instead you must activate/deactivate each applicable function, per company, via the existing Work with function controls. Note that the actual IBS application defined on the function in Work with application functions must be active to be able to see it in Work with function controls.

You can add new functions for customer modifications, but these must first be added in the new Work with application functions file.

(Access to Work with function controls to activate/deactivate each function is also possible via the Work with companies->Applications->Functions level, but note that you can only activate/deactivate the function on this level for the company that you are logged on to.)

Functionality has been added allowing the user to change/override more values for these jobs at execution/order time. This is controlled via the new Activate override batch jobs program, which is accessed via the Enquiry program function (by connecting that program to one of the F13 to F24 function keys, or the Enquiry program selection). You activate the override by setting the Activate flag to YES in this program. The activation is per user and IBS Enterprise company. Once activated, the activation remains until the user "Deactivates" the functionality by setting the Activate flag to NO. This is done either via the Activate override batch jobs program, or when submitting the batch program.

When activated, the Override batch jobs panel will prompt after pressing Enter on the last selection panel before the job is submitted, where you will be able to change/override values such as:

• Job name
• Job queue
• Job priority, on JOBQ
• Schedule date
• Schedule time

The values are loaded with values first from entered values in the start program; secondly based on the setup in "Job Control" (if any exists); else with defaults like *CURRENT or *JOBD (exception is Job name where it will use any existing Job name value in Batch program table before *JOBD).

• the A/R and A/P ledgers, such as balance sheets and balance statements,
• the General ledger, such as G/L transactions per voucher type and a G/L summary list per voucher type. A report with extracted information from the G/L can be generated and the option to store the selected data in a work file for future use is available.

The tasks involved in the functionality are identical for the following available menu items:

• FBP A/P Bank data interchange
• FBP A/P Bank data interchange international
• FBP A/R Bank data interchange

Prerequisites:

• The FR (French Modifications) and the FR2 (IBS French Best and Practice) applications must be activated in Work with companies/Applications.
• The pre-load program for the FR2 application must be run in the company in which you are working.
• Specific French parameters must be specified for the document types that you intend to use indicating how the bank should handle each payment.
• The applicable bank must be activated for bank data interchange.
• The third-party software supplied by the bank must be installed in order to send the bank remittance files to the bank. Otherwise, the remittance files are only stored locally.

Prerequisites
The FR (French Modifications) and the FR2 (IBS French Best and Practice) applications must be activated in Work with companies/Applications.

The following program activities are available:

Creation

In this activity the G/L transaction settlement is created. The G/L transactions that are selected for settlement will be marked as reconciled in the General ledger.

Update

In this activity an already created G/L settlement can be updated by adding a transaction to the settlement.

Deletion

In this activity all transactions for an already created G/L settlement or individual transactions that belong to the settlement can be deleted. G/L transactions that are deleted from the settlement will be reset as unreconciled in the General ledger.

To be able to upload this information you must activate the following applications in IBS Enterprise:

• DE (German modifications)
• PHA (IBS Pharma)
• DPH (DE Pharma)

The following declaration options are available:

The procedure is as follows:

1. Create a declaration proposal.
2. Specify additional data needed for the proposal.
3. For a proposal created for the Spesometro declaration option, the system runs a check for errors which must be corrected. Examples of errors could be, e.g., a missing VAT registration number or company registration number (tax code) in the Business partner file. Once the errors are corrected, update the proposal.
4. Print a control list of all transactions included in the proposal.
5. Create an electronic file of the declaration data.
6. Send the electronic file to the tax authorities, either yourself or through your intermediary fiscal associate.

A register is identified by a code that consists of a letter and a unique two digits number. The following applies:

You also have to connect the VAT register numbers to the A/R invoice number series, the sales order types to the correct VAT register code, and create a document number series which must be connected to the correct document type.

The VAT declaration process is as follows:

1. Gaps related to the document numbering and the voucher date are not allowed in your VAT registers. These must be corrected.
2. It is mandatory to print a report every month of all VAT registers with the transactions of the previous month. VAT register codes are used when printing the VAT period declarations. The VAT register report printout can be ordered as long as the VAT period declaration for the month is not printed in definitive mode.
3. Print the VAT period declaration. This printout can be performed in simulation mode or definitive mode. To be able to print the VAT period declaration in definitive mode, all VAT register reports of each referenced period must have been printed at least once. You are also able to correct and adjust values in the declaration before printing. And, you can enter VAT amount compensations for the current declaration and view credit VAT compensations made in the previous declarations (during the year).
4. Print the VAT annual declaration. All VAT period declaration reports for the year must have been printed in definitive mode before running this program. Information such as the following is printed:
   • VAT amounts related to all sales transactions during the referenced year.
   • VAT amounts related to all purchase transactions during the referenced year.
   • VAT deductible amounts related to purchase transactions.
   • Debit or credit VAT amounts for the year; these figures are retrieved by the value declared in all VAT period declarations which have already been printed.

• journal line number
• transaction date (voucher date)
• document number
• document date
• ledger accounts
• transaction description
• debit and credit amounts for each separate ledger account

If errors exist in the journal, then you delete the accounting period and re-print the period in definitive mode. You are also able to maintain the opening balance for a printed accounting period.

This functionality is also used for a company about to "go live" with a new software system. You manually enter the journal's first accounting period that should apply for the company in the new system. The last balance, the last journal line and the last page printed in definitive mode in the "old" system is also set up and retrieved into the new system.

You can display or print the enquiry. In Display mode, you can make a selection on one account number. In Print mode, you can make a selection on several account numbers. The enquiry information is retrieved from the Italian Account file. If you choose to display the result of the enquiry, then you are also able to drill down to the standard G/L transactions enquiry to view G/L details for the transaction you select and further on to A/R or A/P documents.

This new Italian program is used to make a trial balance enquiry including:

• interrupted batches,
• A/R and A/P payment transactions created in the OPW module,
• and, the possibility to exclude the internal management accounts starting with the figure 9.

You can display or print the enquiry, but normally, the trial balance would be printed. When printing, you are also able to retrieve more detailed information from the Italian Account file, the G/L transaction summary file, the Interrupted batches file and the OPW file.

• ABI = Institution name ID, identifies the bank group.
• CAB = Institution branch number, identifies the specific bank.

• Business partner VAT table

if not found,

• Item file, Country/country VAT information

if not found,

• Country/country VAT table

if not found,

• DIS control file

Prerequisites:

• The transaction types that should be considered for stock evaluation calculation must be defined in Work with used transaction types.
• Criteria for the used transaction types that should be excluded from the calculation must be entered in Stock evaluation - Work with exclusions.
• The month (period) and the cost types that should be calculated must be defined in the Stock evaluation control file.

1. Polish law regulation: Dz.U. 2013 poz. 35 "Ustawa z dnia 7 grudnia 2012 r. o zmianie ustawy o podatku od towarów i uslug oraz niektórych innych ustaw"
2. 32010L0045 COUNCIL DIRECTIVE 2010/45/EU of 13 July 2010 amending Directive 2006/112/EC on the common system of value added tax as regards the rules on invoicing
3. 32006L0112 COUNCIL DIRECTIVE 2006/112/EC of 28 November 2006 on the common system of value added tax

To fulfil these regulations, the PODD (Proof of Delivery Date) functionality has been implemented. This flexible functionality is controlled by the new PL_PODD (Proof of delivery and VAT) function control. Even when this function control is activated, you can set the system up to work as it currently does in Standard IBS Enterprise, i.e. use the "Invoice creation date" for sales VAT and taxes purposes. A special set-up can also be configured for some exceptions.

Standard IBS Enterprise uses the "Invoice creation date" for sales VAT and taxes purposes. With the PODD functionality, the Proof of Delivery Date is used for this. The following three new types of sales have been introduced:

• Domestic sales (type 1)
• Sales inside EU (type 2)
• Sales outside EU (type 3)

The type of sale is recognized by the system based on the countries defined in the warehouse and delivery address. For each type of sale (along with some other selection parameters) you can define how the PODD date should be calculated and how the invoice accounting period should be determined. The following possibilities are available:

a) PODD date could be determined automatically based on:

b) The invoice accounting period could be determined automatically by:

Both PODD date and accounting period could also be entered manually.

For Poland, the system should be set up in the following manner:

1) for domestic deliveries (sales from Poland to Poland) you must use the "Proof of Delivery Date (PODD)" as "Confirm Delivery Date by Customer" (B or C or manually). Accounting period is determined based on PODD date (B).

2) for sales inside and outside the EU you must use the "Invoice creation date" (A). (This means it works as in Standard IBS Enterprise).

New PODD and correct accounting period is updated in FIN module and in "VAT Day Book".

You configure the system to handle this functionality in the new Proof of delivery setup table. You can also define some additional controls like, e.g., confirming if the PODD date is mandatory to enter before invoicing, or you can define the number of days when the invoice could be created before the PODD date, or the max day of the next month after the PODD date when the invoice could be created. Note: If the PL_PODD function is activated, and the set-up is not configured in the Proof of delivery setup table, the invoicing of orders will not be possible. Sales orders will remain on status 45.

During daily processes, you must enter/change and confirm the PODD date before invoicing when it is required (and set up). This is done in the new Work with proof of delivery file. In this program you can select the sales orders from status 40 using different filters. When the PODD date is confirmed, invoices can also be created from this program. The invoice printout has been enhanced with the printed PODD date (setup).

Additionally, this functionality is merged with the IBS Mobile module. The confirmed Proof of Delivery in IBS Mobile updates the PODD date in the Work with proof of delivery file.

• PHA (IBS Pharma)
• US (US modifications)
• UPH (US Pharma)

New IBS Pharma functionality for US Pharma installations has been added making it possible for you to keep track of the pedigree's for your batch- and date controlled items in a warehouse, generate the Pedigree ID's and transmit them to rfXcel, which in turn uses the Pedigree ID to generate a tracking id. The IBS Pedigree ID is recorded in the secondary ID field in rfXcel.

The Additional products table is used to accommodate multiple releases of the rfXcel interface and other interfaces. Currently rfXcel version 4.2 is supported.

When the necessary information is set up, and you receive goods into a warehouse and/or pick from a warehouse you will need to enter/select a Pedigree ID (i.e. the unique ID you get from the supplier for the quantity of a specific item) for any item, supplier and customer that has been activated for ePedigree tracking. In addition, any time you enter a new batch number, the expiration date will be mandatory. That Pedigree ID can be sent to rfXcel for tracking.

To set up and run this functionality you must activate the following applications:

• PHA (IBS Pharma)
• US (US modifications)
• UPH (US Pharma)

The plug-in program you choose could be for any purpose. An example is for Controlled Substance Monitoring.

To set up and run this functionality you must activate the following applications:

• PHA (IBS Pharma)
• US (US modifications)
• UPH (US Pharma)