IBS Enterprise Help Centre 9.0Business Suite 2016

What’s new in Business Suite 2016

This document summarizes the new/changed functionality in Business Suite 2016 of IBS Enterprise. Click the applicable link below to navigate to that section.

IBS Alert Management

Functionality Description
Event type parameter A new Event type parameter has been added. The type is Text. This has been added in the Panel value control file; group "EPAT". This parameter is used to display a text connected to the instance that triggers the alert. The text is not stored in the alert database but retrieved and shown when the parameter information is displayed.
Order value tracking Functionality has been added allowing you to automatically track, as well as trigger an alert, (SOTRACKING for sales orders, and POTRACKING for purchase orders), when an order value for a sales order(s) and/or purchase order(s) exceeds the order value defined in the Object event tracking scope. The following has been added:
  • Order value field in Work with object tracking scopes
  • Order value Event
  • Order value Panel values for the OETPO and OETSO panel value groups.

IBS Distribution

Functionality Module Description
Access to EOQ- and ROP/SST calculation simulation from purchase suggestion line Stock Replenishment New function keys, namely EOQ simulation and ROP/SST simulation, have been added to the detail panel of purchase suggestion lines in Change mode allowing the user to access the EOQ calculation simulation and ROP/SST calculation simulation in just one click. This allows the user to gain a better understanding of how the EOQ and ROP/SST have been calculated. In addition, informational messages have been added in the EOQ- and ROP/SST calculation simulation programs to alert the user if manual overrides of the calculated values exist.
Assignment and valid dates for customer buying groups Basic data, Sales pricing, Sales The assignment of customer buying groups has been modified making it more user-friendly. You can still use the Buying groups function key from the Customer file to sequence (which attaches) a buying group for one specific customer, but it is not required. 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.
Automatically generate item number Basic data Functionality has been added allowing you to automatically generate the item number when manually creating new items, as well as when creating new items via the Item copy process. This is achieved by the addition of the following:
  • A new AUTOITMN (Auto generate item number) Function control.
  • A new pre-loaded AUTOGEN group which holds a NUMBER (Extended number series) Level with a Key for ITEM_NUMBER in the Default and replacements table. You must add an extended number series for the item number generation in the Extended number series table, and then enter that extended number series code in the Character value field on the Default and replacements, Level keys panel for this group/level/key.
When the AUTOITMN Function control is activated, the next item number in the series will automatically be generated when manually creating new items. If you use the Item copy process to create items, you must click the new Next item number function key on the Work with items, Copy panel to automatically generate the next item number.
Bank information on sales order Sales Bank information can be retrieved to a sales order (it is not mandatory information); one for order currency and one for system currency. Bank information is defined in the Bank table (not new). A customer can be assigned to a bank (New) and a Bank can be defined on a division (New). The bank information is searched/retrieved in the following order when creating a sales order:
    1. Check if customer is assigned to bank. If the customer is assigned to a bank in the Bank table, the bank information is retrieved to the order header (Bank SO curr field) if the currency for the order is the same as that on the bank. If the currency for the order is the same as the system currency, the bank info will be retrieved to the order header (Bank sys cur field)
    2. Check if bank is assigned to division. If the customer is not assigned to a bank, check if a bank has been connected to a division. If Yes, the bank information will be retrieved to the order header. Same currency stipulations as outlined in point 1.
The bank information retrieved to the sales order can be manually changed. Information regarding these banks is printed on the invoice to provide information to the customer regarding what account number to be used when paying the invoice.
Catch weight Dispatching, Sales, Stock replenishment Price unit functionality caters to handling when an item is stored (and picked) in one unit but is priced in another unit. This is handled by a conversion factor between the sales unit and price unit. 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.
Container handling Basic data, Dispatching, Sales IBS Enterprise now supports container handling for items stored in WHM controlled warehouses, allowing you to pick and report items by container. This new functionality is available if the CONTAINR (Container handling) function is activated in the Function control file. 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.
Division Management Stock replenishment, Sales The new IBS Division Management (DVM) application allows you to control your cost centres by division. Every cost centre must be connected to a division. (See Division accounting under IBS Financials for more information and what is required to be set up in IBS Financials.) When this application is activated, and the required information is set up in IBS Financials and IBS Distribution, the impact in IBS Distribution is that division is mandatory on Sales and Purchase orders. The division is automatically retrieved (to the Order headers) from the cost centre. The cost centre used for orders must be set up on at least one of the following levels:
  • Work with signatures
  • Business partner file. For Customer (A/R basic data panel). For Supplier (A/P basic data panel)
If the cost centre is set up in both locations, the one from the Signature takes precedence and will be retrieved to the order header.
Eligibility for promotional pricing Sales pricing It is now possible to determine whether or not a pricing source (i.e. Item sales price, Customer contract, Sales pricing method) is eligible for promotional pricing. The new flag will control whether or not the retrieved price will be compared to promotions. If any pricing source is defined not to allow comparison against promotions, i.e. if any discount is defined as Promotions = NO, the price for the Sales order line will not be considered as eligible for promotional pricing.
Expected delivery date on all open purchase orders Stock replenishment The existing Update earliest shipment date functionality allows you to update "new" purchase orders with the earliest shipment date for the item/supplier. 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.
Inventory handling enhancements Dispatching, Sales, Stock Replenishment, Stock Control The following functionality has been added for inventory adjustments and inventory movements:
  • An Entry function key has been added to the initial panel. When you click this function key, you access the Inventory adjustment panel where the Item and Warehouse fields will be open for input allowing you to enter/select the item and warehouse for the inventory adjustment. All other fields will be initiated with blanks except for the Accounting period, Reception date, Stock on hand and Transit.
  • A Fast entry function key has been added to the initial panel. When you click this function key, you access the new Fast adjustment panel where multiple inventory adjustments can be handled at the same time for normal stock adjustments. Note: No transit stock adjustments can be handled from this panel, nor can serial number controlled items and CMI related transactions be handled. In addition, transactions requiring a cost price must be entered using the single entry panel or the inventory adjustment panel. Batch controlled items can be handled from the XT UI Client only.
  • A Warehouse movement function key has been added to the Inventory adjustment panel. This function key is displayed in Entry mode (i.e. you clicked the Entry function key on the initial panel). When you click the Warehouse movement function key, you access the Inventory movement panel where the Item, Warehouse and "from" Zone/Location fields will be open for input allowing you to move quantities to another warehouse. Note: Only movements within the same country is allowed. Otherwise, the movement must be done using IRO orders.
Item attributes Basic data Two new data types have been added for the item attribute template fields. These data types are:
  • L – Long alphanumeric field (36 characters)
  • D – Date
Existing data type for "Numeric" has been changed to allow larger numbers. All panel fields for numeric values have been extended, making it possible to enter up to 18 digits where up to 9 of these can be decimals. It is now mandatory to define a validation table type for the item attributes validation tables. This makes it possible to enter values for all existing item attribute template field types. Another change to the item attributes validation tables is that it is now possible to refer to a physical file or to a specific validation program.
Item copy Basic data Previously when copying an item all parameters from the selected item were copied to the new item. The item copy functionality has now been enhanced as follows:
  • A Template field has been added on the Work with items, Copy panel where you have the possibility to select the template that you want to use for the copy, and enter the new item code that you are creating (not new).
  • On the new Copy, template usage panel, all panels for the selected template are displayed in the Description column in the same sequence as that set up on the template. For each panel you can decide in the Usage column if:
    • Original values from the "From" item shall be copied.
    • Template values shall be copied (i.e. field values from any default setting in the template).
    • No values shall be copied.
For the Purchase and Sales price panels, you can also decide in the Detailed usage column if:
  • Original values (i.e. all higher level pricing information and actual prices) from the "From" item shall be copied.
  • Template values shall be copied (i.e. field values from any default settings in the template).
  • No detailed values (i.e. actual prices) shall be copied (i.e. just copy the higher level pricing information but not the actual prices).
An equivalent decision regarding what data you want to copy (if at all) can be made for the Warehouse panel in the WHM, IC and MFG columns.
Item's extended description part of Item search field functionality Basic data The item's extended description has been added to the Item search field controls table (type = 16) giving you the possibility to use it in Item file search fields. The first line of any extended item description will be added to the Item file maintenance, Item search fields panel if the text for the description is entered in the same language as the system language.
Manufacturer address on PO Stock replenishment The Manufacturer address has been added to the Work with purchase order, Order addresses panel allowing you to enter and thereby track down the manufacturer when purchasing from an exporter. There are two ways to get the Manufacturer address to the purchase order:
  • On purchase requisition: Enter a manufacturer (a business partner of type 2, 3 or 9) and a corresponding address number manually on the purchase requisition header. When the requisition is copied to a purchase order, the manufacturer address is retrieved and copied to the purchase order.
  • On purchase order: Enter a manufacturer (a business partner of type 2, 3 or 9) and a corresponding address number or a manual address as a manufacturer address. The manufacturer address is open for change as long as the order is open.
To follow up and track down the manufacturer the purchase order enquiry can be used.
Merge purchase suggestions supplied from same supplier into one master suggestion Stock replenishment If several purchase suggestions are to be supplied from the same supplier you can merge them into one master purchase suggestion. A new Merge option has been added to the purchase suggestion header. You highlight the applicable suggestions and then click this option to access the new Merge panel. Of all suggestions selected for merge, one and only one of them must be selected as the master suggestion. All suggestion lines will be merged into this master suggestion, keeping header values such as Handler, etc. When it comes time to create purchase orders, only one purchase order will be created for the merged suggestions.
Print VAT information on sales order confirmation Sales If the VATCONF (VAT info on SO confirmation) function is activated in the Function control file, VAT information will be printed on the sales order confirmation.
Quota goods handling Sales Functionality has been added allowing you to limit the quantity of goods you sell to a customer. This functionality is useful when you, e.g., have limited stock and you do not want to deplete the stock by selling it to just any customer. By setting up this functionality, you can prioritize the customers you want to sell to. 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
  • History mode in Smart sales order entry
Short term pricing Sales pricing It is possible to activate Short term pricing for a company in IBS Enterprise. This gives you the possibility to create sales prices with overlapping dates. It is, e.g., possible to define a price that is valid for one whole year, and then also create another sales price for one specific month within the same year. Before this modification, both the "From date" and the "To date" were protected for an existing price. Hence, once a price was created it was no longer possible to change the date interval for the price to ensure that the price history was kept intact. However, in some situations it could be user-friendly to allow a change of the date interval and accept that the price history is adjusted. The system has been changed to always allow change of the sales price "To date", even when the functionality for Short term pricing is activated. This change has been implemented for both Item sales prices and Sales pricing methods. To avoid the possibility of creating prices with overlapping dates by mistake, a warning message will be displayed when an item sales price or sales pricing method detail with the same keys but with overlapping dates is created.
Sourcing MOT Sales Prior to this enhancement the search for the MOT was performed and retrieved to the sales order header as follows:
  1. From Sales order type table if defined there, else
  2. From Customer level
For companies running the US pharma application, a deviating MOT could be retrieved to the sales order line if a Sales MOT was defined for the Item/Warehouse combination. With this enhancement, the manner of transport code on the sales order header will still be updated as before, but the following has been changed/added:
  • The Sales MOT field on Item/Warehouse level is now always displayed and available. (Previously it was only available when the US Pharma application was activated).
  • Two new levels are now available in IBS Enterprise to define an overriding Manner of transport code for Sales order lines:
    • Customer delivery addresses.
    • Sourcing policy table. A specific MOT can be defined per warehouse within each policy. If an overriding MOT is found here during sourcing, this MOT will end up on the SO line. In addition, a new field has been added (i.e. Warehouse level), allowing you to rank the warehouse within the policy as Primary, Secondary or Tertiary. If an MOT is defined for a warehouse defined as "Primary", this MOT may be overridden from the MOT on the customer delivery address (if such is defined).
When a sales order line is created, the MOT for the line will be decided in the following priority order:
  1. Sales MOT from Item/Warehouse
  2. Sourcing policy/warehouse MOT, but if the warehouse is levelled as “Primary” it may be overridden from customer delivery address.
  3. MOT from customer delivery address
  4. MOT code from SO header
Standard cost sales calculation Sales pricing Standard cost sales is an item cost field that can be used as a cost base for sales pricing calculations and also as a margin base for gross margin calculation of order lines. Up until now, the only way to get this cost field automatically updated is for item classification items and by activating the CLA-COPR (Classification costing/pricing) function control. Hence, functionality was lacking to also get the Standard cost sales calculated for other items. With this modification, functionality has been added for automatic calculation of Standard cost sales for items. The set-up for this is done by entering information in the following new fields on the Item file maintenance, Inventory information panel:
    SCS calculation basis
    When automatic calculation of SCS shall be applied, an SCS calculation basis shall be defined. Available SCS calculation bases are:
    • 1 – Average cost
    • 2 – Last purchase cost
    • 3 – Standard cost
    • 4 – Standard net purchase price
    SCS calculation type
    When the standard cost sales will be calculated, it will use the defined basis and either a percentage or an amount for the mark-up calculation. The type to use is defined per item. Available types are:
    • 1 – Amount
    • 2 – Percentage
    SCS calculation value
    In this field either a percentage value or an amount value will be entered. It is the SCS calculation type that defines which one it is.
    Whenever the selected SCS calculation basis gets a new value, either manually changed or in some automatic process, a new standard cost sales will be calculated. If the Cost per warehouse functionality is activated, the new SCS calculation fields will also be used to update the Standard cost sales on warehouse level.
User defined cost bases Sales pricing Functionality for adding user defined cost bases has been added to the system. A user defined cost basis will not be represented by any existing cost price or purchase price. Instead it will be possible to sequence the system defined cost bases, giving the system the possibility to use an alternative cost basis in case the primary one holds no value. Whenever a user defined cost basis is used in the system, a basis value will be searched for according to the defined sequence.

IBS Financials

Functionality Module Description
Direct billing Accounts Payable The Direct billing functionality simplifies processing of A/P invoices for distributors that sell a high volume of direct business-to-business (BtB) orders. A B2B order can now be indicated upon A/P invoice registration; the order lines are available for maintenance and they can be received and matched with the invoice. New order lines may be created to handle, for example, additional shipping and handling fees included in the invoice.
Division accounting Possibility to validate transaction's balance on division level. To be completed.
VAT daybooks Accounts Receivable Accounts Payable The Trader country has been included in the setup of A/R and A/P daybooks. If a company has multiple VAT registration numbers (multiple trader countries) it is now possible to print the VAT daybooks for each trader country, since you can now define the setup of the columns per trader country.

IBS Manufacturing

Functionality Description
Maintain manufacturing material and operations from PlannerView The following new functions are available from PlannerView for maintenance in IBS Manufacturing. For work centres:
  • Re-create capacity
  • Maintain capacity
  • Change work centre capacity parameters
  • Change day scheme
  • Add / delete work centre restrictions
For manufacturing orders:
  • Material maintenance (add/change/delete)
  • Operation maintenance (add/change/delete)
  • Text maintenance (header/material/operation)
  • Material batch reservation
  • Retrieve BOM/BOR
MRP enhancements When purchasing products/components with long lead times, MRP is the preferred planning method, as it shows forecast/demand/proposals well ahead in time (until selected horizon date). The following has been added in the MRP planning tool:
  1. The possibility to include delivered sales order in the netting against forecast, in the current period, which means that the period's total forecast minus the sales order in the period (open and delivered) is the remaining forecast for the period. In previous releases the forecast was re-calculated according to remaining number of days in period and netted against the open sales orders. In the current release both those "netting options" are available in the MRP batch job selection.
  2. The possibility to prevent certain sales orders from reducing the forecast. This is controlled by the same field that is used for inventory control demand update, namely the Update demand data field in the Sales order type table. This Update demand data field is also used if forecast should be reduced based on the sales order or not.
  3. The possibility to prevent order proposals created in past time. This is a selection in the MRP batch job selection. If selected to not create proposal in passed time, the proposal will be set on current date.
For PlannerView and role MRP some new functions have been added.
  1. Functions to reschedule and delete orders, based on the reschedule proposals.
  2. Function to omit reschedule proposal
Set-up quantity in Bill of material Functionality has been added allowing you to define a fixed set-up quantity for materials. Typically used in the paper industry, this set-up quantity can be deemed as an estimated reservation that you plan on consuming for the machine set-up before real production, and is independent of the order's quantity. When manufacturing orders are entered, the components required quantity is calculated as follows: order quantity x component quantity + fixed set-up quantity. 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.

IBS Planning and Forecasting

Functionality Description
Additional functionality for demand plan copy Functionality has been added giving you the possibility to do the following when copying a demand plan:
  • 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.
Demand copy for new items with markup/down percentage Functionality has been added to be able to copy demand in combination with a markup/down percentage. The new Markup/down % field has been added on the last Item file/Inventory management panel (accessed by clicking the Copy demand function key on the first Inventory management panel). This functionality is typically used to get historical demand figures for new items/warehouses.
Economic order quantity improvements The following enhancements have been implemented in Work with replenishment control codes:
  • Economic order quantity (EOQ) = 0 by method, (i.e. the Zero EOQ field). This is typically for slow moving stock kept items. However you do not want to set EOQ = 0 manually (with the valid-to date), since then you have to remember setting it and taking it away when the sales drop or pick up. It would typically be defined by Movability or Volume value or the combination. In that case the normal dynamics could be used to apply an applicable method automatically when the sales pattern changes. Note: This method is not recommended to be used in combination with Purchase code = 1 (defined in IC control file), since purchase code 1 will make suggested quantity to purchase to be calculated always as 0 in this case. Instead you should use purchase code 2 or 3. The idea with this new method is to purchase the quantity that is on sales order, which will be the effect since the reorder point deviation is included in the calculation of suggested quantity when you use purchase code 2 or 3.
  • Setting a minimum/maximum economic order quantity by method, (i.e. Minimum EOQ and Maximum EOQ fields). There could be times when you want the system to calculate, but you want to keep it within a certain range. Note that by setting the minimum and the maximum to the same value, the result is a hard-coded EOQ.
Forecast adjustment within Supply plan Functionality has been added to cater to situations when:
  • 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.

Merge purchase suggestions supplied from same supplier into one master suggestion This functionality also applies for purchase suggestion created from IBS Inventory Control. See Merge purchase suggestions supplied from same supplier into one master suggestion under IBS Distribution above for details.
Safety stock improvements The following enhancements have been implemented in Work with service control codes:
  • Safety stock (SST) defined in number of days forecast by method, (i.e. the Safety stock days field). Typically the requirement could be "I want to keep two weeks of forecast as the safety stock".
  • Safety stock = 0 by method, (i.e. the Zero safety stock field). This is typically for slow moving stock kept items. However you do not want to set SST = 0 manually (with the valid-to date), since then you have to remember setting it and taking it away when the sales drop or pick up. It would typically be defined by Movability or Volume value or the combination. In that case the normal dynamics could be used to apply an applicable method automatically when the sales pattern changes.
  • Setting a minimum/maximum safety stock quantity by method, (i.e. the Minimum SST quantity and <b fields). There could be times when you want the system to calculate, but you want to keep it within a certain range. Note that by setting the minimum and the maximum to the same value, the result is a hard-coded SST.

IBS Warehouse Management

Functionality Description
Rebuild location capacities/pick reservations The Rebuild location capacities, which is not a new program, was previously not available from any menu. The Rebuild pick reservations is new. Both have been combined into one program and can be accessed via the new menu option which can be found under Warehouse Management periodical tasks (under Logistic periodical tasks). This program allows you to rebuild location capacities and pick reservations if your data gets out of sync. You can select to rebuild either location capacities (i.e. utilized, free and reserved), or pick reservations in one run. A list will be printed outlining the changes. For the rebuild of location capacities, a tolerance percentage can be entered which will be used to validate if the location should be printed and updated when the new calculated value for Utilized capacity % and Reserved capacity % differs more than the entered Tolerance %.

Shared Logistics

Functionality Description
Contract Managed Inventory (CMI) The following functionality was added:
  • The possibility to process credit orders for SCS and Logistic SCS inventory contracts.
  • The possibility to run a quality control for SCS and Logistic SCS inventory contracts.
  • The possibility to run an ownership takeover for batch controlled items on SCS and Logistic SCS inventory contracts.
  • The possibility to use Inventory contract number and inventory contract type as sales pricing keys in pricing.
  • New CR-CMIOO (Credit control, incl CMI in Oo) function control. This is valid for SCS-, WDS-, and WBS inventory contracts. If this function is activated, the open sales order balance will be totaled for all orders for the customer, including those with an inventory contract defined. If this function is not activated, sales orders for any inventory contract will be excluded from the total open sales order balance calculation.
As well as the following:

Multiple reception handling

The new CMI-MULT (CMI Multiple reception) function in the Function control file allows you to control the handling of multiple receptions. If is valid for CDS-, SCS-, Logistic SCS-, WCS-, and WDS inventory contracts. To initialize a contract line for these types of inventory contracts a "supply" needs to be performed. This function controls if multiple supplies (receptions) are allowed. It works as follows: If you activate this function, and:
  • a contract quantity is defined for the contract line, you will be able to initialize the same inventory contract line multiple times but you are limited by the line quantity (i.e. the summarized quantity cannot be higher than the contract quantity limit). You will also be able to increase the contract quantity when needed and then perform a "supply" to initialize that increased quantity.
  • a contract quantity is not defined for the contract line, you will be able to initialize the contract line multiple times; you are not limited by the line quantity. In other words, you will be able to constantly supply the line as needed.
If you do not activate this function, and:
  • a contract quantity is defined for the contract line, only one reception will be allowed for the inventory contract line to initialize the line. Hence, if the entire contract quantity is not received you will not be able to perform another "supply" to receive the remaining quantity. In addition, you will not be able to increase the contract quantity.
  • a contract quantity is not defined for the contract line, you will only be able to perform a "supply" once to initialize the line.

Batch handling

The new CMI-BATH (Batch handling) function in the Function control file allows you to control the handling of batch controlled items during reception and picking. If this 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:
Authority group Routine
WWCMI ACTIVATE Controls the activation of inventory contracts per user.
CMI BATCRE (Batch creation for credit order) During credit order reception there is one validation for an entered batch which checks if the batch exists on another contract. This is controlled by the CMI-BATH function. If the CMI-BATH function is active then it is not allowed to enter a batch which already exists on another contract. This authority routine adds one more validation. If the user does not have authority then there will not be any possibility to receive a batch that does not already exist in the system.
CMI WWBATCH (Work with batches) This authority routine will secure the "Work with batches" detail panel. If the user does not have authority, then it will be not be possible to access this detail panel for batch. Whether or not this authority routine can be used depends on the CMI-BATH function:
  • if the CMI-BATH function is active (i.e. there is strict control of batches per contract) then the setup of security per contract can be done for this authority routine. The setup done for contract in CMI secur group will work on the Work with batches panels.
  • if CMI-BATH function is not active there is no connection between batch and contract. This authority routine will not be applied. Setup done for contract in CMI secur group will not work on the Work with batches panels. Hence, there is only the possibility to secure the entire Batch file maintenance program (DMR081) using the Work with program/user security menu item.
CMI QUALCNT (DIS Quality control note) This routine will secure performing a quality control note confirmation by the user. If the user has no rights to the mentioned process the system will send the message denoting that they lack authorization to use the routine.

Miscellaneous

Functionality Description
Assign prefixes for printouts that are enabled to be exported via Excel New function controls are supplied with the system allowing you to define different prefixes for printouts that are enabled to be exported via Excel. Instead of the default "F" prefix, you have the possibility to define your own prefix per company (containing 1 to 3 alpha characters) for the following. The work file for the Excel temporary file created for the printout will contain the prefix defined. Note: The DBTEMP (Library for temp files) function control must be activated.
Function control Valid for
SRW0031 G/L
SRW0033 G/L transactions
SRW0042 A/P balances
SRW0604 Stock Evaluation
SRW2421 Stock on hand
Automatically generate business partner number Functionality has been added allowing you to automatically generate the business partner number when manually creating new business partners as well as when creating new business partners via the new Business partner copy process. This is achieved by the addition of the following:
  • A new AUTOBPN (Auto gen business partner no) function control.
  • A new pre-loaded AUTOGEN group which holds a NUMBER (Extended number series) Level with a Key for BP_NUMBER in the Default and replacements table. You must add an extended number series for the business partner number generation in the Extended number series table, and then enter that extended number series code in the Character value field on the Default and replacements, Level keys panel for this group/level/key.
When the AUTOBPN function control is activated, the next business partner number in the series will automatically be generated when manually creating new business partners. If you use the new Business partner copy process to create business partners, you must click the Next business partner function key on the new Work with business partners, Copy panel to automatically generate the next business partner number.
Business partner attributes Two new data types have been added for the business partner attribute template fields. These data types are:
  • L – Long alphanumeric field (36 characters)
  • D – Date
Existing data type for "Numeric" has been changed to allow larger numbers. All panel fields for numeric values have been extended, making it possible to enter up to 18 digits where up to 9 of these can be decimals. It is now mandatory to define a validation table type for the business partner attributes validation tables. This makes it possible to enter values for all existing business partner attribute template field types. Another change to the business partner attributes validation tables is that it is now possible to refer to a physical file or to a specific validation program.

The Attribute search functionality is now also available for business partner addresses, i.e. you can define business partner search attributes for BP addresses.

Business partner contact handling The business partner contact handling has been modified making it more user-friendly. You can still use the Work with contacts routine to define/maintain your contacts and attach them to roles, but it is not required. Now all of this can be done via the Customer file, as well as the Contacts panel in the Business partner file. (The Business partner contact file is accessed via the Contacts tab, which was formerly named Phone.)

In addition, the following new fields have been added to the detail level of the Work with contacts panel, and are selectable UI columns. For the first four mentioned fields listed below, 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.

  • Phone number (client type = *PHONE)
  • Fax number (client type = ACCEFAX)
  • Cell phone number (client type = GSM)
  • E-mail address (client type = ACCEMAIL)
  • Role
    This field is only displayed when accessing the Work with contacts panel from the Business partner file maintenance, Contacts panel, and denotes for what type of role the contact is connected to the business partner. A new pre-loaded role (*BPCONTACT) has been created and can be used for new contacts. If a role ID has been defined in the Character value field for the PHONEDFT group/DEFAULT level/ROLE key in the Default and replacements table, then that role will be defaulted in this Role field when in Add mode, but can be changed.

Functionality has also been added to automatically generate the Contact ID when creating a new contact from the Business partner file maintenance, Contacts panel (accessed via the Contacts tab). The contact ID will automatically be generated when adding new records via that panel if an extended number series has been defined in the Character value field for the AUTOGEN group/NUMBER level/CONTACT key in the Default and replacements table, but can be changed.

Business partner copy Functionality has been added enabling you to copy a business partner to create a new business partner. This new functionality includes the following:
    • A new Copy option has been added on the initial panel.
    • On the new Work with business partners, Copy panel, you have the possibility to select the template that you want to use for the copy, and enter the new business partner code that you are creating.
    • On the new Copy, template usage panel, all panels for the selected template are displayed in the Description column in the same sequence as that set up on the template. For each panel you can decide in the Usage column if:
      • Original values from the "From" business partner shall be copied.
      • Template values shall be copied (i.e. field values from any default setting in the template).
      • No values shall be copied.
An equivalent decision regarding what data you want to copy (i.e. Original values or No values) can be made for the following:
    • Struct (Structure) for the Customer/Supplier structure information (depending on if the Business partner is a customer or supplier).
    • Cont for the Contacts.
    • Buy grp (Buying groups) for the customer file.
    • Dest (Destinations) for the address file.
    • Days (Reception/Dispatch days depending on if the Business partner is a customer or supplier) for the address file.
    • CMI (Inventory contracts) for the A/R basic data.
Foundation for export of sub-files Functionality has been added to support the export of data (into an Excel and/or CSV file) from "sub-files" when more than 9999 records are retrieved. This eliminates any limitation of the number of records that can be exported/converted. This functionality is available in the G/L Transaction enquiry via a new Export function key on the Selection panels. You can choose to leave all selection fields blank and click this function key, or fill in the necessary selections first and then click this function key. Either way, you will access the new IBS Export window where the number of rows that will be exported is displayed. Make your export selection by choosing either Save to Excel file or Save to CSV file.
Function controls Other function controls added include:
Function control Description
BPRFEERF If this function is activated, the administration/invoice fee will be calculated using the setup from the order defined on the action. If this function is not activated, the administration/invoice fee will be retrieved from the reference used during the request creation.
BPRLIND If this function is activated, the system will allow a different item to be entered on a request line than that on the referenced line. An informational message will be displayed informing about the difference between the item on the request line and the item on the referenced line.
BPRRPC This function is used to handle the re-pricing of sales order lines created and priced from IBS Requests and Returns during picking when the item is set up for dispatch repricing. If you activate this function, re-pricing will take place during picking for Request/Return lines. If you do not activate this function, then no re-pricing will take place.
CTT-RTV Used to define how translations are retrieved from the SROTOCTT translation table. When this function is inactivated, the retrieval is performed as follows:
  • The program will first try to find text based on the user's language.
  • If not found, it looks for text based on the company system language.
  • If not found, the system will use the text from the CTT array within the program.
When this function is activated, the retrieval is performed as follows:
  • If the user language = EN, the program does not search for the text in the SROTOCTT translation table. Instead, the program returns and the text from the CTT table within the program is used.
  • If the user language is not equal to EN, then look for the text and use if found. If not found, and the company system language = EN, then return and use text from the program's CTT table; else look for text in the SROTOCTT and use if found.
EUV-XX Whenever a VAT number is registered, IBS Enterprise performs a full validation. This means that everything will be validated and if there are any errors, a full error message description will be provided listing every error in the description. Activate this function for the specific country denoting if and how validation should be done whenever a VAT number is registered for this country. This was defined in Work with application controls for this EUV-XX record. The validation choices include:
  • FULL = The system will validate everything and if there is an error, an error message will be displayed with a full description listing every error in the description.
  • WARNING = The system will send a warning message that the validation was not correct, but it will not describe where the error occurred.
  • NONE = The system will not perform a validation, i.e. no error or warning messages will be displayed.
ROUTCHK If this function is activated, the system will send a warning message for the sales order line, (during addition, change, copy of a line), when the sales order type used on the order is marked for shipment preparation, and a route for a shipment is not found (i.e. no route is defined for a destination).
SHP-ALL When this function is active no shipment group validation will be performed when the shipment is selected for the sales order line. All shipment groups will be allowed for the shipment.
Phone maintenance file Handling of contacts from the Business partner maintenance, Phone file has been changed to maintain contacts. It is now possible to Add, Change, Delete and maintain texts on the different contacts. All contact information is shown on one sub-file line.
  • When adding a new contact all information for the contact can be added on one panel. The contact Id can be auto generated if pre-loaded AUTOGEN group holds a NUMBER (Extended number series) Level with a Key for CONTACTS in the Default and replacements table. You must add an extended number series for the Contact Id generation in the Extended number series table, and then enter that extended number series code in the Character value field on the Default and replacements, Level keys panel for this group/level/key. Note that auto generation of contact Id is available only when creating contacts from business partner maintenance.
  • When adding new contacts from business partner maintenance a role must be entered, this is to make it possible to add contacts for different purposes like Marketing, Authorization issues etc.
  • Existing contacts can be activated for a business partner. This is done by selecting the Activate contact function key. Role for this contact will then be set to defined role in pre-loaded Default and replacement group PHONEDFT, level DEFAULT and key ROLE. A new pre-loaded role *BPCONTACT can be used for this purpose.
Printing Generic format overrides have also been implemented for *PORTRAIT and *LETTER formats as a complement to *LANDSCAPE. This simplifies the configuration of printouts using other paper formats than standard.
Override batch jobs When you submit batch jobs to job queues (*JOBQ), the only values that can be changed at execution/order time are on what printer/output queue the printouts shall be printed. One can set up a configuration via Job Control, but that is a static setup and does not allow ad-hoc changes at submit. 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).
Validity dates for Notes types Functionality has been added to Note types allowing you to specify a validity period via Valid from/to dates for Note id's connected to the Note type on Item, Business and Parent company level. This allows you to determine how long any text that you want to connect, e.g., to order related transactions, will be valid.
Work with application functions A Where used option has been added enabling you to view in what program(s) the function is used.
"Work with" concept A number of tables have been rewritten to the "Work with" concept.
XT On-line report improvements The following improvements have been implemented for the Report Writer:
  1. Function key (F7) to show only detail lines for versions.
  2. Function key (F8) to expand all for versions.
  3. On detail lines columns for key value and key description (see 4+5)
  4. Column heading for key value changed to use key no text.
  5. Added columns for description of key value.
  6. Level (sequence) indicator on version lines.

Country Functionality

Country Functionality Description
Belgium Function controls The following function controls have been added to the Application functions file and the Function controls file: C_DEB_L1 C_DEB_L2 C_DEB_L3 C_DEB_L4 C_DEB_L5 CODA_DEL CODA_DUM
France FEC list FEC=FICHIER des ECRITURES COMPTABLES e.g. File of accounting entries. This file is a legal requirement in France. The FEC list can be printed with G/L, A/R and A/P information but only G/L information is created in the FEC file. "Analytical info" for G/L prints more information if selected. "Create FEC file" can only be selected if:
  • Opening balance is selected
  • Summarise is not selected
  • Analytical info is not selected
The FEC file is created on IFS with extension .CSV
Italy Withholding tax This is an Italian legal requirement. The withholding tax is a form of payment used mainly for professional collaboration and subordinate employment relationships, in short, is a deduction from the compensation which is paid by the person who makes use of job performance (tax withholding), to the person who made the performance (percipiente). The withholding agent, in particular, must pay to the Treasury the withholding tax by using the F24 module within the 16 day of the following month of payment. By 28 February the following year, in addition, the withholding agent is obliged to send to the consultant (percipiente) the certificate confirming that the payment of compensation and withheld. The certification must bear an indication of the data of two subjects, the nature of the fee, the total amount paid and the various withheld and paid. The certifications must be done by the withholding agent using the model 770. As for the rate to be applied to withholding tax, this is equal to 20% of taxable income for self-employment, while the rate is 23% on 50% of the base of commission paid to agents, sales representatives and other intermediaries. Of course there are other cases according to the different consultants.
Netherlands Function controls The following function controls have been added to the Application functions file and the Function controls file: FINSTDUM IFSARPAY NR_RABOB REL_CODE
USA Business partner address DEA information (for US Pharma installations) is added to the customer address. A new flag indicating if a customer address is used as DEA address is added. When this flag is on then a new panel holding DEA certificate information needs to be completed. Information such as DEA certificate and Expiry date is mandatory on this panel, also a DEA drug schedule can be added. This drug schedule holds the Narcotics categories that the customer is allowed to buy. It can also be defined if a State control permit is required, and if so then State control permission and the expiry date is required. Since a customer can hold several addresses, one of them can be set as default DEA address. This address will be used as Dispatch address for sales orders if, for example, the DEA certificate is expired for the customer defined dispatch address. This is validated during sales order entry. The Default DEA address is shown on the Business partner maintenance, Customer file panel.
Exit point from sales order entry An exit point from sales order entry has been added making it possible to hold a sales order for other reasons than what is available in IBS Enterprise. This is driven by a new CSMOCALC function control where you define the external program in the Character value field. When that function control is activated, the external program will be executed during sales order entry. The external program sends back a return code. If the return code holds a value, then the sales order will be put on hold with the pre-loaded NH (Controlled substance hold) reason code. 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)
Item New functionality for handling State restrictions for specific items (Drugs) is added for US Pharma installations. On the item maintenance panel (second panel) a new State restrictions function key has been added. When selecting this function key a list of restricted states for the item is displayed. It is indicated on the item panel if the item is a "State level narcotic item", i.e. if any state restrictions exists for the item. Restricted states for items can be maintained from new table program "State restrictions".
Pharma control file For US Pharma installations, narcotics category is used for defining if items belonging to the category require ARCOS reporting and if the DEA order form number is required on Purchase and Sales orders when the item is included in the order. Previously this was defined via an item category in the Pharma control file. This field has been removed from the Pharma control file, and cannot be selected. Work with narcotics categories is now used for this purpose.