EBS-RO 5.6.0.2 (10.2023) 

Enhance the General Ledger by adding the trade account information, and more

The General Ledger as present in (Main menu) Accounting > Accounting Reports > Detail-matching Journal lacks the information regarding the Trade Account involved for an Accounting Note - a very useful information in some cases. Therefore, a new entry was created (Main menu) Accounting > Accounting Reports > General Ledger with Partner to point to a new report with some enhancements - starting from the previous mentioned one. Here are the improvements:

• Rename parameter “Date Range” in “Period” (with default selection on “This year”)

• Rename parameter “Debited Source Account“ in “Debit Account” (default empty)

• Rename parameter: “Source account credited“ in “Credit Account” (default empty)

• Add new parameter “Trade account” as a multiple selector from a grid of defined Trade Accounts (Customers and/or Suppliers)

• The scroller will no longer use the Column-Set feature, to allow more flexibility to freely customize the displayed columns. Also using the Print preview now, you can customize the printing output  - no need for generating new print reports for it.

• The scroller’s columns will be:
  Date, renamed column (Entry) Type to Journal, (Entry) Number, Document Number, Document Date, a new column Code Trade Acc., new column Name Trade Acc., column Reason will have a changed content source: the Reason from the source document (if exist); otherwise, the Reason from the accounting note, renamed column (Debit) Account in Debit Account, new column Debit Account Name (default hidden), new column Debit Account Code - Name (default hidden) as a concatenation of  the previous two with “ - “ in between, renamed column (Credit) Account in Credit Account, new column Credit Account Name (default hidden), new column Credit Account Code - Name (default hidden) as a concatenation of  the previous two with “ - “ in between, continue here with column Value, then column Currency, column Currency Value, and column Exchange rate.

• The Group-By Account selection will remain only if the Debit Account and/or Credit Account parameters have wildcards (i.e., 401*). Each group will then represent a specific account note pattern. The grouping will be done by the “Debit Account Code - Name” column or (/and as a second grouping) by “Credit Account Code - Name” column.

• On lines: the line Carry Forward will be removed as it does not make too much sense here, for the Romanian accounting practice point of view.

• On style: The background color was eliminated and the lines for summary / initial/end balance were presented in bold font.

Since column-set (grouping columns) has been removed, you can now use the Print Preview command to get a printed format as you've set parameters and grouping/view columns in the scroller, without having to create a custom print layout for it. 

Enhance the VAT Closing process by automation

The purpose of closing the VAT is to load the final value of the VAT to be declared into the accounts 4423 (VAT payable) or 4424 (VAT to be received), after the closing and compensation between 4426.xx.D (debit of VAT deductible on each VAT rate - xx) and 4427.xx.C (credit of VAT collected on each VAT rate - xx). At the end of the process, all deductible and collected VAT analytic accounts must have a zero balance - thus preparing them for the next fiscal period. The VAT Closing, at the end, should compare the debit balance of 4426 (synthetic, deductible VAT) with the credit balance of 4427 (synthetic, collected VAT) and the difference between them will be a VAT to be paid - from 4423, if the collected VAT balance was higher than the deductible one, or it will be a VAT to be received - from 4424,  if the deductible VAT balance was higher than the collected one. Since in EBS the synthetic accounts cannot be used in accounting notes, the final compensation between 4426 and 4427 will be done at the analytical level.

For this process we have created a completely new approach of VAT Closing, simplifying, and streaming the operations that should be otherwise manually performed at each closing of a fiscal period.

As a prerequisite we have added a new journal type for characterizing the accounting notes involved in VAT Closing. This will be named CLO - Closing Period, and its main purpose will be to identify all the Accounting Notes created for a specific fiscal period. This can be found in the (Configuration and Tools menu) Configuration… > Accounting > Journals. Also, as a prerequisite, there must be analytic accounts created under 4426.xx and 4427.xx, for each VAT rate.

A new report will be created - accessible via (Main menu) Accounting > Period completion processes > VAT Closing. The report will have the following:

• A parameter: “Period” - a fiscal period selector (default value set to “Previous period”) - Similar with the one from “Trial balance” where is labeled “Date range”

• A scroller: 

  • Columns:  “Account Code”, “Account Name”, “VAT rate”, “Debit”, “Credit”

  • Lines: 4426 and 4427 accounts with their corresponding analytics.

• And an automation in 3 steps:

  • Step 1: Delete the previous VAT closing, if there is one, by deleting the generated documents in the next two steps of a previous closing.

  • Step 2: Create Accounting notes (documents) for each VAT rate closure (4427.xx to 4426.xx), and then for compensating the VAT collected vs. VAT deductible, also using the remaining analytic accounts (4427.xx to 4426.yy) with non-zero balance, until we have only one kind of accounts (collected or deductible). All the created accounting notes parameters will be of Type: DC, Journal: CLO and Registration date set to the end-date of the selected fiscal period.

  • Step 3: Create the payable or receivable VAT documents, according to the previous balances on the collected or deductible VAT rates closures. This will be done via CSC or CSD documents to transfer the balance value(s) in 4424 or 4423 special accounts.
    For each non-zero credit balance on 4427.xx, a CSC document will be created (with 4427.xx on header and 4423 on the line) - for VAT payable.
    Or, for each non-zero debit balance on 4426.xx, a CSD document will be created (with 4426.xx on header and 4424 on the line) - for VAT receivable.
    All the created accounting notes for these documents will be of Type: DC, Journal: CLO and Registration date set to the end-date of the selected fiscal period. 

Enhance the VAT Journals

The actual VAT Journals for Purchases and for Sales were enhanced to collect more information regarding these transactions and to cover all the missing amounts to be checked before a VAT statement must be issued to the Romanian Fiscal Authority - ANAF.
Regarding the VAT Journal on Purchases the scroller was enhanced by:

• Deleting previously hidden columns: “VAT Regime”, “Exigible net value”, “Exigible VAT value”, “ShowCancelDocs”, “Start date“, “Due date”, “VAT category”, “Purch_14”, “DocVatValue”, “Document VAT Value”, “Document net value”, “Total value”, “VAT Statement - Code”, “Purch_13”.

• Adding  the new columns “Payment doc.”, “Payment doc. Date”,
  “Total”, “Net”, “VAT” - the last three regarding the document (from the hidden ones).

• Changing the “Non-deductible VAT” as a value of it, not as a flag.

• Adding a new column for “Exigible VAT” (calculated as sum of subsequent specific Exigible VAT column values).

• Renaming “Net” and “VAT” values “in custom” instead of “Domestic purchases & taxable imports outside the EU”, 

• Add two new for “Net” and “VAT” values for “imports from non-EU countries”.

• And keeping all the other columns starting with “VAT on payment” till the end.

Regarding the VAT Journal on Sales the scroller was enhanced by:

• Deleting previously hidden columns: “DocVatValue”, “Due date”, “Start date”, “ShowCancelDocs”, “Exigible VAT value”, “Exigible net value”, “VAT Statement - Code”, “Document VAT Value”, “Document net value”, “Total value”, and “Related document date - General document data”.

• Adding  the new columns “Receipt doc.” Receipt doc. date”,
  “Total”, “Net”, “VAT” - the last three regarding the document (from the hidden ones).

• Adding a new column for “Exigible VAT” (calculated as sum of subsequent specific Exigible VAT column values).

• Adding two new columns for “Intra-community Sales” “Net value under article 294(5),a&b, (deductible)” and “Net value under article 294(5),c&d, (deductible)” related to the “VAT Return - D300 fiscal statement” enhancement also in this version (#1082844 | IMP-26891).

• And keeping all the rest of the columns.

Changes in the VAT Return  - D300 fiscal statement 

According to the latest ANAF (Romanian Fiscal Authority) requirements, two new lines were introduced in the VAT Return (D300 Fiscal Statement) that will separately reflect the content of line 14 from the old version:

14.1 - Deliveries of goods and provision of services exempted with the right of deduction, Art. 294 par. (5) line a) and b)

14.2 - Deliveries of goods exempted with the right of deduction, Art. 294 par. (5) line c) and d) of the Romanian Fiscal Code.

On this occasion, the version of this declaration has been increased to v9.
In order to verify what was published in this statement, the two columns were also added in the Sales Journal.

Contra-account register on partners

The current Contra-account register found at: (Main menu) Accounting > Accounting reports > Contra-account register - doesn't have information relating to the trade partner associated on each accounting note - a very useful and standard information on Romanian accounting system.
Starting from this a new account sheet was devised at:
(Main menu) Accounting > Accounting reports > Contra-account register on partners.
These are the changes over the old account sheet:

1. The column-set was removed so the columns can be shown or hidden easily.

2. Modifications on top parameters:
   (a) Two new parameters have been introduced:

   1. 1. Trade account - for partner, and

      2. Branch - to be able to filter the record by this as well, if the current company has several branches.

(b) the "Origin-Account" parameter was renamed to Account.

3. The presentation of the columns in the scroller has been restructured as follows:
   (a) additional columns have been added: 

   1. 1. Document - source document number; 

      2. Code Trade Acc. - hidden by default, for partner's TRN; 

      3. Name Trade Acc.; 

      4. Branch - hidden by default; 

      5. Account Debit; 

      6. Account Credit; 

      7. Currency Debit; 

      8. Currency Credit; 

      9. Currency Balance.

(b) Renamed columns:

1. Reason -name remains but the content will be taken from the document's explanation note, and if this is empty from the one on the accounting note;

2. "Origin-Account" cu Account - Name.

(c) The columns "Code - Contra-Account" and "Title - Contra-Account" were deleted.

If the Account parameter has wildcards - e.g.,  401*, the scroller lines will initially be presented grouped by the Account - Name column. In addition, the first line (or the first line for each group of lines related to an account shown in the sheet) will contain the Initial Year Balance, before that of the previous turnover, named here Carry Forward. This previous turnover refers to the run from the beginning of the year, if the start date of the period is less than the start of the year, or the run from the start of the year to the start date of the Period parameter.

Since column-set (grouping columns) has been removed, you can now use the Print Preview command to get a printed format as you've set parameters and grouping/view columns in the scroller, without having to create a custom print layout for it.

ISO Code for Greece in eTransport

Since the eTransport document should use for a Greek address the ISO Code EL and not the GR, which is normally used throughout the application, an improvement has been made to the automation that generates the xml file for this document. It replaces the GR with EL and in this way the generated xml file can be validated for submission to ANAF - the Romanian Fiscal Authority.

Update the TRN prefix, based on VAT Type and Country

The method of assigning the RO prefix in front of the Trade registered number (TRN | CIF) according to the VAT Regime for a company has been improved. For example, for a Romanian company with a TRN but which is exempt on VAT - the "RO" prefix should be removed. Also, for an external trade partner, the correct prefix should be chosen, related to the country, but which can also be edited if it needs to be changed.

Various other improvements (for all versions)

• In case a mandatory version change is set, the Server has been enabled to start automatic synchronization for clients when entering EBS. It is enough to declare the following parameter as true in the CSConfig\ESClientConnect.xml file:
  <AutoExecClientSyncWhenCustomVerRequired> true </AutoExecClientSyncWhenCustomVerRequired>
  In this way, the dialog with the question about the synchronization does not appear, which in some cases can delay the login of users.

• It is now possible to specify a printer in the ES00DOCUMENTS_COMMAND_PRINT_DOCUMENTS command used in automations to print related documents so that the window for selecting a printer does not appear, as it did before.

Fix SAF-T execution error in multiuser and multicompany mode

Fixed a storage issue when generating files for the SAF-T statement when multiple users were working on multiple companies from the same database simultaneously. Separate storage, per company, of the generated .csv files will be ensured.

Explicit error message when attempting to delete a document already reported in a fiscal statement

When an attempt is made to delete a document already used in a fiscal statement, the operation is blocked and a notification with the following content is displayed: "Documentul nu se poate șterge deoarece este înregistrat deja în declarații fiscale!" | "The document cannot be deleted because it is already registered in a fiscal statement!"

Correction on SAF-T - D406 fiscal statement, for fixed assets

A new parameter was added - Declaration type - with the following possible values:

A - annual (necessary for the fixed assets section of the declaration);

T - quarterly;

L - monthly (default value);

C - control (for the situation where ANAF requests data for a specific period).

This parameter will be used to specify the annual nature of the data declared in the fixed assets section of the SAF-T fiscal statement.

Correction of rounding in the CBN document

Fixed the rounding to two decimal places, instead of four, for the amount calculated for Value in Base Currency from the Currency Value in the document type CBN - Expenses, interest and other bank payments (international code - ES.11200.01).