Constants - Common chapters

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Contents

Company constants

Basic constants of the selected company.


Legislation

An informative field displaying the state the legislation of which governs the way of posting and recording documents. The legislation is configured during the first launch of the Helios Orange system and cannot be changed afterwards. The options are as follows

  • Czech
  • Slovak


Phase of the transition to the EURO

Phase of the transition to the EURO, it can take on the following values:

  • 0 - no transition to the EURO took place
  • 1 - first phase of the transition to the EURO - Dual display, i.e. indicating the prices in the original main currency and in euro at the same time.
  • 2 - transition to the EURO is completed, the main currency is EUR.

The constant is displayed for all legislations, it cannot be edited.


Accrual/Deferral of maturity

You set time intervals (days) for evaluating the due dates and payments of issued invoices in the module Invoicing, Invoices out.


Apply also to cases before the due date Tick box.


Range of permitted company numbers

You enter the range of numbers which the system allows to save while you enter a new company. If you enter a number beyond this range, the system does not allow you to save the company.


Disable editing outside the range

Tick box. You determine if it will be possible to enter a company with a number outside the permitted range.


Disabling of accounting documents for the change of work-in-progress

Observe the constant symbol existence

If it is ticked off, the existence of the constant symbol is checked in all forms where the constant symbol is entered against the code list of constant symbols. It concerns these forms:
Bank - line of domestic payment order, line of bank statement, bank account
Payroll - definition of payment orders, money-order of type B
Merchandise management - document type of goods movement, transaction documents.



Module constants

Bank

Basic constants of the Bank module. You set the behaviour of the system when issuing payment orders. The constants are saved in three tabs:


Domestic payment orders

Minimum difference in days between export date and due date...You set the minimum number of days between the export date of the payment order and the due date in the payment order. Based on this constant the system will check these dates and if it detects a mismatch with this constant, it will alert you.


Maximum number of lines of domestic payment order...You set how many lines at maximum can be filled in in a domestic payment order.


Create transcript after export...You set if you want to create a report of exported payment orders after exporting them.


Create accompanying document after export...You set if you want to print the accompanying document for the exported payment order.


Use instruction symbol...You set if you want to use the instruction symbol in the payment orders.


Foreign payment orders

Minimum difference in days between export date and due date...The same rule applies as in domestic payment orders.


Create transcript after export...You set if you want to create a report of exported payment orders after exporting them.


Create accompanying document after export...You set if you want to print the accompanying document for the exported payment order.


Bank statements

Preparation and rate

Search also by the amount

  • do not search
  • on failure to find continue with the warning - the system tries to find the corresponding matching line in the journal by the amount as well. If the amount is not found, the search continues like when searching without the amount, only the following message is displayed:
Dotaz nebo informativní hláška The amount xx was not found.

Method of searching for the accounting account for the employee - you set the method of searching for the employee´s account. You choose from these options:

  • Do not search – the employee´s account will not be searched for
  • By variable symbol – the account will only be searched for by the variable symbol
  • By variable symbol and employee´s number – the account will be searched for by the variable symbol and the employee´s number


Search in the journal by the variable symbol if no bank account is found

Search in the journal by the variable symbol if several bank accounts are found

You set both of these parameters by ticking them off.

Take exchange rate for statement lines from - you set what exchange rate is to be set for the individual statement lines. You choose from these options:

  • statement header
  • statement lines - the field Exchange rate for posting statement line becomes accessible where you choose from the options
    • find in exchange rate table - it is searched for regardless of whether there is something on the line or not.
    • take from statement line - if no exchange rate is specified (no date of exchange rate is specified), it automatically searches in the exchange rate table by the setting Exchange rate search method.

Manual entry of the exchange rate or the possibility to change in the statement line is only permitted if both the following options are set concurrently - Take exchange rate for statement lines from statement line and Exchange rate for posting statement line: take from statement line.

Exchange rate search method (heading and lines)

  • exact daily rate
  • the nearest previous

As far as the daily rate search is concerned, first the exact daily rate is searched for, if none is found and if the constant is set to the nearest preceding, the nearest preceding is then searched for - but then the search is only within the period in which the statement is administered. If the constant is not set to the nearest preceding and the exact exchange rate is not found, an error is reported.

Warning If the account is in foreign currency and the transaction amount in another foreign currency, the exchange rate is searched for for the foreign currency of the account!

Posting in the third currency: If the bank account is in e.g. EUR and if the invoice was paid in USD, you decide here by what exchange rate to recalculate the payment:

  • exchange rate by statement currency, you thus recalculate the payment of the invoice with the exchange rate CZK-EUR
  • exchange rate by transaction currency, you thus recalculate the payments of the invoice with the exchange rate CZK-USD.


Posting

Interrupt posting after first error...If you tick off this parameter, the system interrupts posting the bank statement when the first error is detected.


Document principal number ...By means of the constant you set what way the number of the accounting entry will be assigned after the bank statement is posted. You choose from these options:

  • Maintain the statement number...If the field is set this way, the statement number will be maintained as the document number while the statement is posted into the Accounting module.
  • According to the document type setting...If the field Principal document number is set this way, the program when posting the bank statement will search for a vacant document number in the journal and will assign this number as the bank statement number. It depends on the document type configuration - field Fill in gaps if it is the first vacant or the next in succession.


Method of posting of counter-values - you set what way the values are to be posted onto the bank account

  • Debit or credit summation per payment date - the accounting entry will contain individual accounts for the payments made and one account 221xxx summarily to them always as a counterparty.
  • Counter-line to each line - after this variant is set, when one line is posted always two lines are created - one matching the statement and one as its counterpart. The counter-line number is the total of the bank statement line number and the last bank statement line number (for an e.g. 3-line bank statement the couples 1-4, 2-5 and 3-6 will be created). The values job order, cost pool, vehicle and department are like in the case of posting debit and credit summations taken from the bank account matching the bank statement. If they are not filled in in the bank account, they are taken right from the bank statement (in contrast to the summation posting - where the line is not considered because several lines can fall within the summation). Moreover, in contrast to the summation posting, the employee, company as well as the matching character are filled in.


Use as a transaction date - you choose how the transaction date should be filled in when the bank statement is posted.

  • Statement date - is posted as a total debit or credit summation irrespective of the dates of individual payments
  • Payment date - several lines of the debit or credit summation can be created - every time dependent on the various values of the payment date (in case of a bank statement containing 50 transactions for individual days - two transactions every day, 25 corresponding lines of the debit and credit summation will be created)

Use as a payment date - the same setting as in the field Use as a transaction date whereas the date is assigned to the payment saved in the bank statement entry in tab 3-The payments and this date have an effect on the module Invoicing.


Action for unfound accounting account - you set the method of posting the statement when the account is missing. You choose from these options:

  • Report error – the system only displays an error message.
  • Post onto a special account – you enter an account from the accounting plan onto which the statement is posted.

Recalculate amount in foreign currency (account in F/C, payment in principal currency) If the box is ticked off, in case of a payment in the principal currency to your foreign currency bank account, the system recalculates this payment into the foreign currency (into the currency of the bank account).

Posting of the statement: You choose from these options:

  • Without editing before posting - when posting of a bank statement is launched, the posting operation takes place and an accounting entry of the bank statement is created in the journal. If there is a posting error, the operation returns an error which needs correcting, otherwise you will not be able to post.
  • With editing before posting - when posting is launched, editing before the posting appears first, i.e. a view of the accounting entry as the system is going to post it into the journal. Here you can additionally add, modify or detect errors which occurred during the posting. By pressing F6 or using the icon Posting, you post the document into the journal.


Payments

Search also in the opposite type of invoices while performing the automatic allocation of payments When the box is ticked off, the system - when launched from the local menu Automatic allocation of payments - will be able to add invoices from the receivables to the debit operations and vice versa. This option makes it possible e.g. in case of an invoice overpayment to add the payment return and the invoice balance will be zeroed again. If the option is not active, then this will not be possible and the system will only search for the debit operation in the account payable.

Mail register

Basic constants of the Mail register module

Filter for the serial number when the received mail and invoices are connected

  • Use - The option automatically filters the follow-up list of Invoices in by the serial number, identical with the current record of the Received mail. That means that for e.g. the record of the Received mail with the serial number 000010 only those Invoices in will be displayed which have the serial number 000010 (the filter only considers the invoice number, not the document line).
  • Do not use - This option switches off the automatic filter for the serial number.


Invoicing

Basic constants of the Invoicing module.

Due date You set the basic due date for issued invoices in days. You can increase (arrow up) or decrease (arrow down) the number of due days by using the arrow keys. The constant is applied every time when a new document is created. If the due date is set e.g. for a company, then when the company is transferred into the document, this data will be replaced by the data saved in the company.


Due date to be calculated from You set from what day the due date is to be calculated. You choose from these options:

  • Transaction date
  • VAT date
  • Issue date
  • End of month from the transaction date
  • End of month from the VAT date
  • End of month from the issue date


Due date of invoices in You choose if the due date of the received invoices is filled in with today´s date or if it is filled in according to the same rules as in the case of issued invoices (according to the due date of the company, payment method, etc.).


Generation of cash office documents You can set automatic generation of the cash office document in case of an invoice (right after the implementation) or manual generation (upon the instruction of the user, by choosing the local menu in the list of invoices).


Generation of cash office documents from unimplemented invoices You set if it is possible or not to generate a cash office document for an unimplemented invoice as well.


Permitted difference in days between the VAT date and the document date Number of days.


Addition of balance period'

  • Transaction date
  • VAT date


The discount date of the issued invoices to be calculated as from Settings for the Discount expansion module You set how the date is calculated until when the discount is valid. You choose from these options:

  • Transaction date
  • VAT date
  • Issue date
  • Due date

If the Due date is selected, the number of days is deducted (it is the number of days before the due date), otherwise the number of days is added.


Merchandise management

Basic constants of the Merchandise management module


Check of goods receipt cancellation - you set the way of checking the items of goods when implementing the cancellation of goods receipts. You choose from these options.

  • For cancellation unit price

Strict check of quantity and unit prices on the cancellation document against the stock supplies. The system allows to implement a cancellation document only if there is enough stock supplies in the warehouse in the same unit prices as in the original document.

  • For the whole stock level

The system only checks the quantity in the document against the warehouse. When the cancellation document is implemented, the current unit price is deducted from the warehouse whereas the unit price can be different from the unit price in the original document.


List of services - you set the department which will serve in the module Merchandise management as a warehouse of services. You select the data from the Organization structure code list. The constant has two fields, a number in one field and the department name in the other field. The shortcut key <Ctrl><Enter> opens in any field the code list, here you select the appropriate department and by pressing again <Ctrl><Enter> you transfer it to the form of constants. Both the fields of the constant are filled in automatically.

Warning If you do not fill in the constant of the List of services, you will not be able to define whether it is Goods or Services when entering the individual items. The list of services can be modified additionally. Consider carefully which department from the organization structure you choose.


Warehouse type - basic constant for the Merchandise management module. You set the valuation method of stock supplies. From the list you choose FIFO or Averages (average prices).


Length of goods registration number - you set the length of the internal stock item number. This constant applies to the Goods as well as Services. You enter the number on the keyboard or by using the arrows next to the constant. The range of the registration number is from 6 to 30 characters.


Goods registration number alignment method - you choose if and how the registration number will be aligned when entering a new stock item. You choose from the following parameters.

  • Without check

The system does not check the length of the entered registration number and keeps it in the form in which you entered it.

  • Without alignment

The system checks if all places of the registration number are filled in. If you do not fill in all positions, the system will not let you move to another data in the form or save the entered stock item. You must fill in all positions.

  • Alignment with zeros from the left

The system checks the length of the registration number and completes the unfilled-in positions with zeros from the left.

  • Alignment with zeros from the right

The system checks the length of the registration number and completes the unfilled-in positions with zeros from the right.


Firm part of the bar code - you enter the firm part of the bar code. Along with the following four constants you set the rules for generating the bar codes.


Bar code type

  • none
  • EAN 13


Bar code source

  • none (numerical line)
  • Registration number (from the left)
  • Registration number (from the right)


Position - position of the character from the left or from the right according to the setting of the bar code source.


Length - if the registration number is the source of the variable components of the bar code, then it suggests how many characters are to be taken from the registration number. If it is a numerical line, then it suggest the minimum quantity of numbers - zeros are added at the front to align the length.


Rounding of foreign currency VAT - you set the calculation method of VAT in the documents in the foreign currency.

  • Yes, without adjustment

The foreign currency VAT will be rounded

  • No, with price adjustment in principal currency

The foreign currency VAT will not be rounded


Date for a later implementation - you set the system behaviour in a situation when the document(s) in the list Stock level increase or Stock level decrease are implemented additionally. The settings apply to the multiple implementation of the documents as well.

  • Query

The system queries the implementation date before the implementation of each document. You choose from the options Today´s date/Document issue date.

  • Today´s date

The documents are implemented with the current date regardless of the date when they were issued. The document implementation date is then completed with the current date.

  • Document issue date

The documents are implemented with the document issue date. The document implementation date is then completed with the document issue date.


Document items

Favourite type of item transfer - you set how the items will be offered during the item transfer from one document to another.

  • With gradual editing
  • Without editing
  • With selection and confirmation


Sorting of items in the document print

  • Without sorting (by item registration date)
  • By goods group
  • By registration number
  • By goods number (goods group + reg. no.)
  • By name 1


Zero goods issue - with this constant you set the option to implement the goods issue of stock items with zero price in the document. I.e. the item is deducted from the warehouse in the inventory price but the price in the document will be zero. In the list you select the parameter values Yes/No.


Job order equality

  • Yes - the job order from the header is duplicated into all document items during the implementation
  • No - the job orders entered in the items are kept
Warning The Yes setting will erase the job orders specified in the items and replace them with the job order from the header when implementing the document. Even when the job order in the document header is empty. If you want to monitor various job orders in the individual document items, you must set the value No.


U/M for the goods issue in inventory prices - you set if the goods issue in the case of the transaction type Goods issue in the inventory price will take place in the inventory or output measure units. You choose from the options

  • Inventory
  • Output


Different warehouse on the items and the header - you set the method of check for the cases when you insert into the document of the Merchandise management module an item from another warehouse than in which the document header was issued. You choose from the values:

  • Permitted (without check)
  • With caution
  • Prohibited


On item transfer, transfer warehouse numbers - you set from what warehouse the item is to be transferred into the document during the item transfer. The constant only applies to the item transfer, during the item transfer the warehouse numbers stay as they are in the source document. You choose from the options Yes/No.

  • Yes - The items for the target document are selected from the same warehouses as are in the source document. Example: the header of the source document is in the warehouse 001, there are two items in it, the first from the warehouse 001, the second from the warehouse 002. The target document will have the header in the warehouse 004. If the constant is set to Yes, the items will be transferred into the target document back from the warehouses 001 and 002.
  • No - The items will be selected for the target document from the warehouse in which the header of the target document is. If no warehouse cards are created yet for the items in this warehouse, so these cards are created within the transfer. In the example from the previous paragraph both the items of the target document would be selected from the warehouse 004. An exception is when the target document is an invoice which does not have the header warehouse. In that case the items for the target document are selected from the warehouse in which is the header of the source document. In the example from the previous paragraph both the items would be selected for the target invoice from the warehouse 001.

Entry of items to document - you set in which field the cursor will be placed if you enter the items for the document from the local menu option Entry of items in tab 3-Items. You choose from these options:

  • Goods group
  • Registration number
  • SKP
  • Serial number
  • Name 1-4


Offered quantity of the new serial number - you set what quantity of the serial number is to be pre-filled in when the new serial number is entered.

  • Quantity on item

The quantity entered in the item is offered.

  • Initial quantity

The quantity is offered which is given in the field Initial quantity in the form Goods and services in the tab Dimensions.


Reports according to the bill of materials - the constant needs to be set only if you use the Code lists module. You set how the products and the parts thereof will be transferred into the documents.

  • Parts onto a document

The parts are placed onto the issued document, the product is recorded in the auxiliary register.

  • Products onto a document

The product is placed onto the issued document, the parts are recorded in the auxiliary register.

  • Both options

Both the above mentioned options are made accessible. First you must define by means of the code list what parts the products are composed of.


Transfer services when generating issue slip from the dispatch document - you set whether services will be transferred to the issue slip as well if the local menu option Generate issue slip is used in the list Dispatch documents.


Offered quantity for generating the Issue slip from the Dispatch document - you set what quantity will be offered for generating the issue slip from the dispatch document. You choose from the options

  • Stock level quantity
  • Disposable quantity
  • Quantity after the goods issue
  • Disposable quantity after the goods issue
  • Quantity from the document

Prices

Price level - you set what level of offer prices will automatically be completed in the documents. You choose the values from the code list Offer price names. The constant is made up of two fields, the number in the first field and the price level in the second field. The shortcut key <Ctrl><Enter> opens in any field the code list of price levels, here you select the appropriate price level and by pressing again <Ctrl><Enter> you transfer it to the form of constants. Both the fields of the constant are filled in automatically.


Prices on receipt slip at the transfer between warehouses - you set what price will be completed from the issue slip during the transfer between warehouses.

  • Document prices
  • Inventory prices


Finding of historical prices for purchasing - you set if the last used purchase prices are to be offered when documents of the type receipt slip, issued order and received invoice are issued.

The historic prices are searched for in the receipt slips in the following order:

  • last (by Registration date) receipt slip for the given goods in the same document from the same supplier
  • last receipt slip in the same document from any supplier
  • last receipt slip in any warehouse from the same supplier
  • last receipt slip in any warehouse from any supplier


Finding of historical prices for sales - you set if the last used sales price is to be used when sales documents are issued and the price list sales price is found a.

Algorithm for finding is the same as for the preceding constant.

Price not found for company - use preset PL - the company can have in the code list of companies a price level assigned to the modules Merchandise management, Issued invoices and Cash sale. When goods are included onto a document for the company, the price is first looked for in the price level of the assigned company. If the price does not exist at this price level, a further search is governed by the setting of this constant. If No is set, the search runs on the original mechanism, i.e. historical prices are applied or the price remains zero or no price is applied. If Yes is set, the price is first looked for at the preset price level (Options, System configuration/administration, Merchandise management, Prices, Price level). If there is none, the original mechanism continues running.

Example Example:

the preset level is 1, the preset level of the company is 2. The price 1 exists, the price 2 does not exist. If the constant is set to No, the price 1 will not be searched for, if the constant is set to Yes, the price 1 is searched for.



Search for price by - you set by what company in the document of the modules Merchandise management and Invoicing the prices will be searched for for the document. You choose from these options:

  • Company - the prices are searched for by the company entered in the field Customer/Supplier
  • Destination - the prices are searched for by the company entered in the field Destination


Offer price validity - you set the link between the goods items and the offer prices.

  • For each warehouse individually

For one warehouse item (included in several warehouses) you enter the offer price in each warehouse individually. The offer price is linked to the stock card.

  • For all warehouses

One warehouse item has the same offer price in all warehouses. The offer price is linked to the goods data card.


Display of the number of decimal places - you set with how many decimal places the offer prices are to entered and displayed. From 0 to 6 decimal places can be set.


Filter the offer reports for the document by company

Ctrl+Enter - check box. You set whether the summary of price lists will be filtered when displayed from the document in the module Merchandise management, from the tab 7-Supplements, from the field Price list, by pressing the keys <Ctrl><Enter> or by clicking the button Tritecky.jpg next to the field Price list. If the box is ticked off, the summary of price lists will be filtered for the company entered in the document. If the field is not ticked off, the summary will not be filtered and the price lists for all companies will be displayed.

Ctrl+N check box. You set whether the summary of price lists will be filtered if you enter into it from the document in the module Merchandise management by pressing the keys <Ctrl><N> or using the menu option Action, Price list in the form of the document of the Merchandise management module. If the box is ticked off, the summary of price lists will be filtered for the company entered in the document. If the field is not ticked off, the summary will not be filtered and the price lists for all companies will be displayed.

Discounts and related designation

You define with these constants how individual discounts will be applied while documents in the module Merchandise management are issued.


Discount type

  • No discounts

No specified discounts will be applied when issuing documents.

  • Summation discounts

Only summation discounts will be applied in the individual documents when documents are issued.

  • Partial discounts

The individual specified partial discounts will be applied when documents are issued.

  • All discounts

Summation and partial discounts will be applied.


Discount feature - you set the method of applying partial discounts.

  • Properties are applied with every discount type

With this parameter you enable editing of the method of applying individual partial discounts.

  • Apply the first entered discount

The system only uses the first found discount type. The time sequence of searching for discounts is as follows:
1. Discount to related goods description
2. Discount to group of goods
3. Discount to stock of goods
4. Discount to stock level
5. Discount on goods
6. Discount to organisation

  • Use all discounts entered - The system will use all found discount types.


Discount calculation - you set the method of discount calculation.

  • Summation

The individual percentage discounts are added up first and then all applied at the same time.

  • According to discount order

The individual percentage discounts are calculated gradually. The price after the first discount is the calculation basis for another discount, etc.


Discount to related goods description - a fixed discount entered for the related goods item designation. It is applied independent from the quantity or price.


Discount to group of goods - a fixed price, entered for the goods group. It is applied independent from the quantity or price.


Discount to stock of goods - a fixed discount entered for the goods item in the stock. It is applied independent from the quantity or price.


Discount to stock level - a fixed discount entered for the goods item in the warehouse. It is applied independent from the quantity or price.


Discount on goods - a discount entered to the data card through the local menu option Discounts. It is applied from a certain value (quantity or price).


Discount to company - a discount entered for a company, is applied from a certain value (quantity or price).


Partial discounts properties

  • Use always - the discount type is applied every time, regardless of other entered discounts.
  • Do not use - the discount type is not applied at all.
  • Use if there is no previous - the discount is applied if no previous was found.


Summation discounts - this is a type of discounts applied to the total amount of goods documents (invoice, issue slip …). They are entered manually in the documents either as a percentage or as an amounts in individual VAT rates. The summation discounts are applied to the discount decreased by the partial discounts.


Related designation not found

  • Empty description
  • Goods description
  • Registration number


Related costs

You define types of related costs which can be entered in the documents of the Merchandise management. You can define up to 7 types of related costs.


RC dissolution type - you can only change this constant if the module Bonded warehouse is a part of you installation. For each type of related costs you select a criterion by which to dissolve the related costs.

  • According to price (total price in CZK excluding VAT)
  • According to weight
  • According to quantity


Transfer of related costs - you set if related costs are to be transferred as well during the transfer between documents.

  • Do not transfer or check
  • Transfer and do not check
  • Transfer and check

If the options Transfer and do not check or Transfer and check are set, the related costs are transferred during the implementation of the source document, i.e. issue of the target document when the receipt slip is automatically issued (e.g. transfer between warehouses). During the document and item transfer the related costs are not transferred automatically, they can be counted additionally using the action Complete the transfer of RC.

When the target document is implemented and if the option Transfer and check is set, a check is performed whether the items were created through the transfer. It is then checked whether the related costs exist in both documents.


Monitor the entry of PONx on customs receipt slip - only for the module Bonded warehouse.

Cash office

Basic constants of the Cash office module.


Maximum rounding difference - you set the maximum difference value in CZK between the summation of all amounts in the cash office document and the final sum in the cash office document (field Amount to be paid). The constant can for example be used for manual correction of rounding the amount to be paid (total of all amounts is not equal to the amount to be paid). The system makes it possible to save the document in which the difference between the amounts is within the limits of this constant and will not warn of the mismatch of the amounts with messages.


Round the amount to be paid in the header to 50 halers - YES/NO option. The constant only has influence on the amounts in CZK or if the currency is "none". After switching over to YES, the total amount to be paid in the cash office document is rounded to 50 halers after the Payment button is pressed as follows:
dec.part 0-24 halers ... rounding down to a whole koruna
dec.part 25-74 ... to 50 halers
dec.part 75-99 ... rounding up to a whole koruna

e.g.
10,24 .... 10,00
10,25 .... 10,50
10,74 .... 10,50
10,75 .... 11,00


Rounding of the CZK amount to be paid in the document header:

here you choose how to round the cash office document in the field Amount to be paid. The rounding takes place at the moment you press the OK button. If you have set the constant Maximum rounding difference, the message defining this value will be called up. If the Cash office module is actually used for cash-related operations, it is recommended to select the Currency units.

Cash sale

Settings tab

Price level - a preset price level. It is used if no other price level is assigned to the customer included in the cash receipt.


Price level – etalon - the price at this price level for the sold goods will automatically be applied to the cash receipt item. However, it is not the actual sales price which the customer can see but it is a price at which sales should be made according to the company rules. The actual sales price is applied according to the rules of the Merchandise management module. If it is not entered, zero will be applied to the cash receipt items.


Goods entry method - here you specify how the goods will be entered onto the document. You choose from these options:

  • Registration number (implicit settings)
  • Goods number (group + registration no.)
  • Name 1
  • Bar code
  • Supplementary code
  • Serial number


Initial quantity - an opportunity to specify a pre-filled in quantity. You choose from these options:

  • Initial quantity from the goods card (implicit)
  • Always 1


In case of insufficient stock level of the item - you set the behaviour of the system if there is an insufficient quantity of the sold item in the warehouse You choose from these options:

  • Do not check
  • Notify - the system will notify you but lets you save the item.
  • Do not allow saving - the system does not allow saving the item

The check is performed when the cash receipt is saved.


Payment method - up to 5 various payment methods of the sales can be entered. The first of these methods must match the payment in cash. This is because of specifying the payment method for returning cash.


'Preferential search for PLU code - in the form of the Goods and services list, in the tab Supplements a maximum four-character numerical PLU code can be entered. After the field Preferential search for PLU code is ticked off, these codes can be used for entering the goods onto the cash receipt.


Round the amount to be paid in the header to 50 halers (sale in MC) - rounding to 50 halers pursuant to the currently valid legislation


Allow saving the sales slip without payments - check box. If the check box is ticked off, the Save without payment button appears in the cash receipt form in the lower left corner. This button saves the cash receipt without querying the payment. The cash receipt continues to be marked as a wrong document, it is not possible to post, generate the issue slip, it is included neither in the closure nor in the cash office balance. It can be opened again, potential correction can be performed and by using the OK button it can be saved in a standard way with the query of payments. However, it must not fall within the active closure. This option is implicitly not permitted.

When ticked off, several cash receipts can be opened at the same time.


Ser. no. entry check if the ser. no. entry check is activated on the goods on the implementation - is implicitly ticked off. If it is not ticked off, the operators are not notified when issuing cash receipts for a missing serial number.


Offer the current time on the closure (otherwise it will be 23:59:59) - if you tick off this constant, the current time will be offered during the closure. Otherwise it will offer the time 23:59:59.

Goods packages tab

Package serial number definition according to goods circulation - if it is ticked off, the settings of the constants Package serial number length and Method of package serial number alignment are taken over according to the same constants for the Merchandise management module. If it is not ticked off, you can set the constants Package serial number length and Method of package serial number alignment independent from the settings for the Merchandise management.


Package serial number length - the field is only accessible if the field Serial number definition according to goods circulation is not ticked off. You set the length of the package serial number. You enter the number from the keyboard or by using the arrows next to the constant. The range of the registration number is from 6 to 30 characters.


Method of package serial number alignment - the field is only accessible if the field Serial number definition according to goods circulation is not ticked off. You set whether and how the serial number will be aligned when a new package is entered. You choose from the following parameters.

  • Without check

The system does not check the length of the entered registration number and keeps it in the form in which you entered it.

  • Without alignment

The system checks if all places of the registration number are filled in. If you do not fill in all positions, the system will not let you move to other data in the form nor save the entered warehouse item. You must fill in all positions.

  • Alignment with zeros from the left

The system checks the length of the registration number and completes the unfilled-in positions with zeros from the left.

  • Alignment with zeros from the right

The system checks the length of the registration number and completes the unfilled-in positions with zeros from the right.


Package bar code definition according to goods circulation - if it is ticked off, the settings of the constants Firm part of the bar code, Bar code type, Bar code source, Position and Length are applied according to the settings of the same constants for the Merchandise management module. If it is not ticked off, you can set these constants for the packages independent from the settings for the Merchandise management.


Firm part of the bar code - you enter the firm part of the bar code. Along with the following four constants you set the rules for generating the bar codes.


Bar code type

  • none
  • EAN 13


Bar code source

  • none (numerical line)
  • Registration number (from the left)
  • Registration number (from the right)


Position - position of the character from the left or from the right according to the setting of the bar code source.


Length - if the registration number is the source of the variable components of the bar code, then it suggests how many characters are to be taken from the registration number. If it is a numerical line, then it suggest the minimum quantity of numbers - zeros are added at the front to align the length.

Client tab

Preset client - the company entered here is automatically pre-filled in in the new cash receipt. For example an "Anonymous client" can be specified here.


Compulsory entry of a client on a document - check box. You set whether the client needs to be specified in the cash receipt.


Entry of a client prior to opening of a new document - check box. You set whether the new document is opened first and the client entered then or the other way round.


Order of entry fields - they become accessible if the Entry of a client prior to opening of a new document is ticked off. You choose from these options:

  • Identification card, Company
  • Company, Identification card


Allow the change of a client on a new document - check box. It becomes accessible if the box Entry of a client prior to opening of a new document is ticked off.


Point account tab

In this tab you do the settings for the Loyalty program module


Allow payment in points if the point account balance is greater than - here you enter the value of the client´s point account balance from which the client can pay in points.


Maximum payment in points on one cash receipt (in percentage) - here you enter for how big a portion of the shopping the client can pay in points.


Number of points automatically credited after the inclusion into the loyalty program - at the moment when the client is included in the loyalty program by ticking off the Loyalty program on the company card, the number of points given here is automatically credited to the point account.


Rate for the recalculation of the total amount after rounding in MC to points - by means of this rate you can credit points to the account of the clients included in the loyalty program according to the amount which they spend regardless of what they bought (i.e. the re-calculation coefficient is always applied to the whole amount of the shopping). If the points for shopping are concurrently set on the cards Goods and services as well, the points are added up from both the places. The entered rate is used for recalculating the total price after rounding in the main currency in the cash receipt. The obtained value is arithmetically rounded and credited to the point account of the company in the cash receipt.

Hardware profile tab

If the cash register drawer or cash office display is connected to the computer, the control thereof must be set. This is done in the hardware profiles. When entering the hardware profiles it is possible to set this profile for the given computer only – you enter its name – or generally for all – you leave the name of the computer empty. The profile with the empty computer name is then applied to all computers which have no profile on their own.


Cash register drawer - here you enter the communication port and the activating string. The description of the activation string should be in the user guide for the given cash register drawer. You can display help how to enter the string by pressing the Help button.


Cash office display

Communication port - selection of the serial port to which the display is connected. The port parameters can be set in the tab called COM.


Number of lines, Length of line - number of lines which the given display uses and their length. It is possible to opt for 1 or 2 lines.


Without diacritical marks - if the display cannot show accent signs, it is possible to cancel these signs with this option.


Command set - it is possible to choose from the pre-defined command sets or to define a set on your own. Pre-defined sets were looked up in the control of the cash register display of the brand Virtuos.


Introductory text 1 and 2 - a text which is displayed when a new sale is started.


Initialization, recording the 1st line, recording the 2nd line, Deletion and Character CR - here you can enter the control sequence when having a command set of your own.

Production preparation

Basic constants of the Production preparation module are described in a separate chapter of this module.


Production control

Basic constants of the Production control module are described in a separate chapter of this module.


Accounting

Basic constants of the Accounting module.

VAT payer - you set whether the given company is a VAT payer. You choose from three options:

  • No – the company is not a VAT payer.
  • Monthly – the company is a VAT payer, the VAT declarations are on a monthly basis.
  • Quarterly - the company is a VAT payer, the VAT declarations are on a quarterly basis.

The default setting is Monthly. You must set this constant before creating VAT periods and posting documents.


Permit old reports - check box. After the constant is set, the Helios Orange system needs to be restarted. The constant settings have influence on these actions/fields:
- lists of old reports
- list of the Accounting set
- action Update of accounting reports in the specified period above the period list
- field settings of line numbers of reports in the editor of code list of accounts and synthetics
- attributes of the report lines in the code list of accounts and synthetics
- initial display of synthetic accounts
- action above the code list of accounts Substitution for financial statement line according to synthetic lines is renamed to Substitution of the account and PL/BS character according to synthetic accounts (this also applies to the confirming query).


Conversion of the matching character during posting - from the field with the list you can choose

  • is not
  • remove 0 from the left


Posting of mutual credit balances - from the field with the list you can choose

  • with editing before posting
  • without editing before posting


Accumulated turnovers - you set how the accumulated turnovers are to be summated.

  • are not
  • daily
  • monthly


Accumulated turnovers in months - check box. If it is ticked off, the accumulated turnovers will be summated for individual months.


Permission to record unbalanced documents into the posted status - check box. The constant influences manual registration and editing of documents. It has NO influence on other inputs into the journal (posting from agendas, transfer of data). There is a strict check for the balance of the documents when they are inserted in the posted status.

If the constant is set to NO (is not ticked off) -> it is not possible to record an unbalanced document into the posted status. If the user needs to save a new unbalanced document, it is possible to save the document after the query but it will be transferred to the registered status.

If the constant is set to YES (is ticked off) -> it is possible to record an unbalanced document into the posted status (through a new sentence or correction). The user is notified of the unbalance with a message


Rate search method for VAT - you set what rate will be used for the VAT recalculation.

  • exact daily rate
  • daily rate including the previous
  • the nearest previous


Method of exchange rate search for accounting - you set what exchange rate will be used in accounting (e.g. for the mutual credit balance in foreign currency).

  • exact daily rate
  • daily rate including the previous
  • the nearest previous


Penalty mode - you can set the penalty mode for penalty invoices, contractual or as requested by law, the default value is contractual.


Separator for the export of accounting documents - here you can choose the separator type which will be used during the export of accounting documents from the accounting journal. However, if you want to import the exported data back into the database Helios Orange by using the function import, the separator must be comma!


Penalty on the pen. invoices to be calculated from the total amount - it can be set if the penalty on the penalty invoices is to be calculated only from the paid amount or from the total, the default value is from the paid amount. The calculation of the penalty is across individual invoices or payments from the oldest due date in time. If a penalty invoice is found which was issued before, only those documents are processed which have the transaction date higher than the issue date of the last penalty invoice. If the penalty is set to be calculated from the total amount, the penalty invoice can also be issued for ledger transactions which have a zero amount paid.


Update of the total balance for the company and the groups of companies to be performed from - this determines how to perform the Balance update for a company and how to include the company into the company groups. The options are Balance2 (Due - Paid) and Balanace1 (DB - CR). The default value is Balance2.

If this constant changes, the value of the Company balance needs to be updated by using the action Update of data from the Ledger and the Groups of companies need to be updated as well so that the update becomes evident. The update of Groups of companies only goes through those ledger groups which are matched by the company number.


Renew the journal after a new sentence - after a multiple-line document is entered into the journal, the lines may not be displayed in the correct order. That is why it is possible to set in this constant the renewal of the list always after registering a new document is completed. The document lines will be automatically sorted in the list into the correct order.

Warning The activation of this option can significantly slow down the work with the accounting journal!


Difference tolerance of the tax and accounting records on checking the acc.documents - the constant enables to set an amount which will still be tolerated during the check of accounting documents for the match of tax and accounting records. Rounding differences can occur during a check but they need not be errors.


Matching character check on the posting from pre-editing - when this constant is ticked off, the check of the matching character is enforced when posting from other modules.
If the obligation to have the matching character filled in is set in the account (this is set in Accounting -> Code list of accounts -> Correction of account, tab 2-Other data, entry) and for some reason the matching character is not transferred from other modules into pre-editing, a wrong code is specified "Err". If this constant is not ticked off, the code is considered to be the matching character and the document is posted with this data. If the constant is ticked off, Err is not considered the correct matching character and the document cannot be posted from pre-editing, the matching character needs to be corrected.

VAT

Setting the method of VAT rounding for individual agendas. You set the position and the VAT rounding limit for:

  • Accounting
  • Cash office
  • Invoicing/Goods documents-Header/Cash sale-Header
  • Invoicing/Goods documents-Items/Cash sale-Items


VAT rounding position - a level for rounding the calculated VAT amount in the documents. You choose from the following options:

  • Currency units
  • Currency tenths
  • Currency hundredths

For the document items you can also set rounding for thousandths.


VAT rounding limit - a method of VAT amount rounding in the documents. You choose from the following options:

  • Always upwards
  • Always downwards
  • Arithmetical rounding 0.5 upwards – rounding from 5 included upwards
  • Arithmetic rounding 0.5 downwards - rounding up to 5 included downwards

If the rounding of Invoicing/Goods documents-Header/Cash sale-Header is set to a value higher by an order than the rounding of Invoicing/Goods documents-Items/Cash sale-Items, the VAT amount is automatically rounded in the document.


Rounding of VAT in case of small amounts as well - you set whether the VAT is to be rounded in case of small amounts as well where the rounding would lead to a major error in the calculation of the VAT amount. E.g. for the price without VAT 1 CZK and the 5% VAT rate, if the VAT rounding were set for tenths, the VAT would be rounded to 0.10 CZK, which equals a 10% rate.


Rounding of foreign currency VAT - constant which concerns the VAT calculation in the foreign currency invoices.

  • Yes, without adjustment - first all amounts are calculated in the foreign currency in the invoice item (unit, total, VAT excluded, VAT included). Then each amount is recalculated with the exchange rate to an amount in the principal currency and is rounded to 2 decimal places. No other adjustment is done.
  • No, with price adjustment in principal currency - first all amounts are calculated in the foreign currency in the invoice item (unit, total, VAT excluded, VAT included). Then each amount is recalculated with the exchange rate to an amount in the principal currency and is rounded to 2 decimal places. Finally an adjustment is performed: the amounts in the principal currency are recalculated and rounded again so as to match the VAT rate and the set rules for VAT rounding.


Coefficient - check box. You set if the coefficient rounded to 4 decimal places is to be used when calculating the VAT base from Price incl. VAT. This only applies to the document entry by items, not to the invoices entered in the tab 2-Text items. At the same time this option influences the calculation of the VAT base in the cash office documents.

Payroll

Alias length - the constant sets the length of the Alias item, the maximum value is 15.


Use - if this is ticked off, Alias , not the Personal name, will be used preferentially when addressing the employees.

Contact centre

These constants are associated with connecting the Helios Orange and the central office Ateus - Omega of the 2N firm. The user must have the Contact centre module and the central office of the 2N firm installed. Here the IP address of the computer on which the the XAPI server of the central office is running needs to be entered and the name and password of the user of this server with appropriate rights must be entered.


Company activities

Transfer on the transfer of the contact to the contact meeting - you choose from the options

  • Contact
  • Contact and contact person
  • Contact and company
  • Contact and employee
  • Everything

Saving e-mail attachments - the option sets if the attachments to the e-mails loaded by the HeSynch program are loaded into the intended directory onto the drive or into the database. If you save the attachments into the database, their size can quickly increase.

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