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Article (Settings)

Article Settings

Datanorm Import

Revenue accounts

The term"revenue account" comes from Financial Accounting.

If you want to transfer your invoices automatically - e.g. via the optional DATEV interface - to financial accounting or the tax consultant, it is necessary to set up the revenue accounts on this settings page.

The specification as to which revenue accounts must be used is usually made by the tax consultant or the accounting department. Ask there.

DATEV standard chart of accounts 03 is often used in practice, from which only the following revenue accounts are then used:

AccountsLabel
8400 Revenues 19%
8120 Tax-free turnover §4 No. 1a UStG
8125 Tax-free intra-Community deliveries § 4 No. 1b UStG

If your tax consultant only requires these three accounts, you can set up the revenue accounts as described in"Case A" and do not necessarily need to read the rest of the page. If you also sell items with 7%, you can proceed as described under "Case B".

Settings for revenue accounts

Similar to the VAT groups, the revenue accounts are also linked to the item via groups. To avoid confusion with future changes to the revenue accounts, the groups should be numbered consecutively starting with one.

In order to maintain a high degree of flexibility in account control, Eulanda has two structures: revenue groups (article and item-related) and revenue schemes (customer and order-related). The respective revenue account is then automatically determined from both specifications when the financial statements are transferred. You must define the corresponding account for each combination of revenue group and schema in the settings. The revenue scheme is also normally determined automatically by Eulanda for each order, based on the country and whether a VAT ID exists or not.

Depending on whether it is a domestic, EU foreign invoice or an invoice to a non-EU customer, EULANDA determines the correct revenue scheme. When transferring the financial statements, EULANDA looks under the relevant revenue schema and transfers the revenue account suitable for the revenue group to Financial Accounting.

Only in the case of work carried out abroad, self-collectors from abroad, offshore or other specialist businesses, it may be necessary not to use the automatic system in individual cases. This is then stored in the customer master in the "Conditions" area.

Revenue groups

  • The articles are divided into different revenue categories using revenue groups. If the revenues do not have to be distributed (default from accounting or management), a single revenue group is sufficient.
  • If articles are sold with different VAT rates, you will still have to create several revenue groups for most FIBUs. Some FIBUs also break down revenues independently on the basis of VAT accounts.
  • The revenue group specification from the article is copied to the item when the quotation or order item is created. And can be changed if necessary. For this purpose, a corresponding selection box is available on the position mask. This setting is then copied from quotation after order after invoice. This also makes it clear that a subsequent change to the revenue groups of the article has no influence on existing transactions.

Revenue schemes

  • Revenue schemes are predefined by EULANDA® and cannot be created manually.
  • The revenue scheme is stored for each transaction (offer, order, invoice) or determined automatically by Eulanda. The revenue scheme is closely linked to the VAT scheme. If the "VAT scheme" is not set to automatic in the customer master, the corresponding revenue scheme is always used. Otherwise the following rules apply:
    • domestic sales and receive the"domestic" scheme
    • EU sales to end customers (the characteristic is that there is no VAT ID) are treated as domestic sales.
    • EU sales with VAT ID are given the"European Union (tax-free)" scheme.
    • Non-EU sales receive the"non-European (tax-free)" scheme
  • To test the automatic system, you can simply create an offer for a German address. Then, for example, change the country to USA and save the header. The revenue scheme and also the VAT scheme then immediately change to a new value.
  • However, the automatic system can also be switched off for each process. You can then freely choose the revenue structure. For example, there are guidelines in the construction industry that domestic sales are also tax-free under certain circumstances, etc.
    To deactivate the scheme, remove the "Auto" check mark next to the "Revenue scheme" selection box.
    In the rare case that the country of invoice and the country of delivery are different, the schema may have to be set manually.

Case A

If the tax advisor or the accounting department stipulates that only 19% of the goods are sold, possibly also abroad. A further breakdown of revenues is not required, i.e. 7% VAT is not required.

The following accounts are to be used:

AccountLabel
8400 Revenues 19%
8120 Tax-free turnover §4 No. 1a UStG
8125 Tax-free intra-Community deliveries § 4 No. 1b UStG

Set up the revenue accounts in EULANDA® as described below. The recognition between home and abroad is then carried out automatically by EULANDA© based on the country code and the VAT ID.

  1. Create a single revenue group (using the "New revenue group" button). Enter the number 1 and call these"standard revenues 19%".
  2. A single line should now be displayed in the table on the right, as shown above in the screen. Only if you have a revenue account, you still need to enter a"1" at the moment.
  3. Click on "Domestic" in the "Revenue scheme" selection field and click with the mouse in the table on the "Revenue account" field. Enter"8400" (without quotation marks). Now click on the "Save" button at the bottom of the window.
  4. Now click on the revenue scheme "European Union (tax-free)" and enter the account "8125" as in the previous step.
  5. Proceed accordingly with revenue scheme "Non-European Union (tax-free)" and revenue account 8120
  6. As a security measure, set the revenue account to"0" for all other revenue schemes displayed. If incorrect revenue schemes are used due to incorrect entries, an error message is displayed at the latest when the financial statements are transferred and this can then be corrected.

If other revenue groups have already been created and used, the corresponding articles must be changed. You will also find an SQL script for this in the user forum. If you do not want to carry out the revenue groups manually for all articles, you may have to contact your dealer or the support service for which a charge is made.

Case B

If the tax advisor or the accounting department stipulates that goods are sold at both 19% and 7% VAT, possibly also abroad. However, a further breakdown of revenues into revenue elements is not required. The following accounts are to be used:

AccountLabel
8400 Revenues 19% VAT
8300 Revenues 7% VAT
8120 Tax-free turnover §4 No. 1a UStG
8125 Tax-free intra-Community deliveries § 4 No. 1b UStG
  1. First, set up all of them exactly as described in case A
  2. For items with a reduced VAT rate of 7%, you need a second revenue group. Click on the button "New revenue size" again. Give it the number 2 and call this"standard revenue 7%".
  3. Now we have to enter the revenue accounts in the individual schemata again. This works in the same way as in case A, except that we always see two rows on the right-hand side of the table (one for revenue group 1 with 19% and one for revenue group 2 with 7%). Click on the"Domestic" schema and enter the value"8300" for revenue account in the line with revenue group 2.
  4. For the revenue schemes"European Union (tax-free)" and"Non-European Union (tax-free)", enter the same values as for revenue scheme 1. Since no VAT is levied here, no separate account must be deposited.

Identification numbers - SN/Batches

Settings page - Identification numbers (SN/batches)

Allow posting of temporary serial numbers

If this option is activated, you can decide at goods receipt whether the real serial number should be entered or Eulanda should assign a provisional serial number. The latter can be achieved by selecting the "Temporary" button in the "Stock Details" dialog box:

Eulanda then automatically assigns a serial number, which consists of the abbreviation "PRE", the current date and a sequential number.

Provisional serial numbers must be identified at goods issue

Preliminary serial numbers are displayed in turquoise in the warehouse dialog. When such a number is selected, the user is prompted to enter the correct number.

If this option is deactivated, the entry can be skipped by pressing the "Leave anonymous" button.

Serial and batch numbers can be changed in the warehouse posting dialog

If this option is activated, serial numbers can be changed in the warehouse dialog. To do this, click with the right mouse button on the corresponding serial number in the area "Available on stock account xxxx" and select the item "Change ID no.".

Display alternative numbers in the warehouse dialog

This displays a second input field in the warehouse dialog. Here you can enter an additional (alternative) number. This is stored as additional information to the actual serial number. It does not have to be a serial number in the actual sense. Instead, for example, you can simply store additional information, such as the device status or the like.

Images

Warehouse

Define warehouse

You can use this setting to determine whether the account balance of the warehouse may become negative. The existing accounts can be changed via this menu item.

If you want a strict warehouse management, no negative quantities should be allowed.

Default

If negative stocks already exist, a conflict automatically occurs with this option. If all warehouses were previously maintained with positive stocks, a changeover to negatively permitted account management can normally be carried out without conflict.

Automatic Goods Receipt

If the stocks are negative and you want to work with a strict stock management in the future, this option is the right one. For all negative warehouse stocks, the warehouse account is cleared by an internal goods receipt down to 0. Warehouses with positive stock remain unaffected.

Set standard only

This option does not change any existing warehouses in the way they are managed. Only the default value for new warehouses is set. Newly created items are added to a warehouse account according to the default values.

Units

Define units of measure

Units of measure can be created and managed using these settings. They are then available in the selection box of the article master.

Units of measure that are in use in the article master cannot be deleted.

VAT

VAT rates are allocated to articles through VAT groups. This enables you to make the entries centrally for tax changes. In addition to the tax rate, a financial account can also be assigned to a VAT group. This is usually not necessary for a DATEV transfer, since DATEV creates the revenue accounts as automatic accounts by default, and you only have to specify the gross amount of the revenue.

Create VAT groups

Items can be entered net or gross when entering prices. This is a characteristic for each individual article.

This display gives you an overview of the distribution of the exact net or gross prices.

If the tax rate is changed, the article master must be recalculated. You can use the options to determine how this should be done.

For transfer to financial accounting or DATEV it is necessary to specify the VAT account.

Options for printing invoice texts

Here you can set where the control note text is to be displayed. You can set this either before or after the terms of payment.

Tax note text

VAT adjustment

VAT adjustment

Maintain accurate prices

This option takes the respective article characteristic into account and recalculates the articles in mixed operation if a tax change is made. With the previously net prices, the net prices are left and only the gross price is updated; with gross prices, the net price is adjusted.

Maintain net prices

Regardless of the article characteristic, all net prices of the tax group are retained and only the gross price is recalculated.

Maintain gross prices

Here, the existing gross prices are retained and the net prices are recalculated due to the tax change.

Packing units

Under this item, you have the option of defining different packaging units for purchasing and displaying and processing these in the order, quotation and order items.

Settings for CE

Deviating CE

In the first point, you can enter different packaging units for purchasing.
In this case, an EK packaging unit (EK-VE) of "5" has been entered for the "hose shower" item. This has the effect that in orders 1 PU corresponds to 5 articles.

VE in orders

The second item displays a field in which you can enter the required CE in the purchase order.
You can display the packaging unit in the order proposal under point three. With this function, all quantities in the order proposal list are based on the next packaging unit.

VE in order and offer

Under point four, you can view and enter the packaging unit in the order and quotation items.

CE in order items

The packaging unit can be set under five in the order items.

Stock lists

stock lists

This setting page is used to define the default values that are to apply to newly created BOMs. These values correspond to the corresponding values on the "Calculation" tab of the BOM dialog box.

Furthermore, it is possible to influence the price calculation too globally. This means that this setting affects all existing and future BOMs.

Price lists

Price lists give you a high degree of flexibility in your pricing. There is no limit to the number of price lists. Any number of articles can belong to each price list, and any number of graduated prices can be stored for each article price.

price lists

You use these settings to create only the header data for your price lists. The prices are then created from the article master in the"Advanced" menu. The scales are then also stored there.

The"Standard" price list is created automatically during installation.

Valuta

By default, a price list is based on the master currency of your company, that is, usually EUR in Europe. However, the international currency code EUR is specified here instead of €. Via a conversion table, the amounts can of course be printed out with € if desired.

Gross prices

This sets whether the prices are entered net or gross. This setting is independent of the setting used in the article master data.

In this way, for example, gross price lists can be managed for end users and net price lists for resellers.

info

This is a pure comments field.

Discount and customer groups (RG/KG)

Discount groups can be assigned to each item and customer groups can be assigned to each customer.

Define RG/KG

Only after the groups have been defined in these settings can they be used in articles and customers. These groups can be used directly for statistical evaluations.

If you want to use the groups for a discount assignment, you can combine any groups and store a discount value. This discount is used as a position discount in quotations and orders.

A link is set by selecting the product group in the left column and the customer group in the right column. If the desired combination is marked, you can set the position discount using the "+ New" button. The change is then saved with the"Apply" button.

In this way, any number of discount groups can be combined with any number of customer groups.

A shortcut can be removed by clicking on the"Delete" button at the bottom.

You can add new discount groups by clicking on the"Insert" button in the upper area, the same applies to customer groups on the right-hand side.

If a discount group is no longer used in any article or item, it can be deleted by clicking on the"Delete" button located in the upper area. The same applies to the customer groups on the right.

Storage groups

Bearing groups are part of the optional multi-bearing module.

Creating Storage Groups

Creating a storage group

As a rule, you will create a new storage group to control an additional storage location. In this case, the new warehouse account must first be created under "Warehousing" -> "Warehouse account". The account number should be in the four-digit thousand range, for example 1101, 1102, etc.

To create a new storage group, you first copy an existing group. To do this, select the group to be copied from the"Storage groups" selection list on the left side of the window (e.g. Storage group 1 - standard). Then click on the"Copy..." button. Now enter a free number for the new warehouse group.

Now enter a description for the new storage group in the "Description" field.

Until now, the new bearing group is an identical copy of the original bearing group. This means the same warehouse accounts are used. On the right-hand side is a list of all existing storage types. The"Account" column is highlighted in yellow. This means that this column is editable. Change all accounts that are set to"1000" to the warehouse account created in the first step (e.g."1101").

Goods receipt

At goods receipt, you can determine how to proceed with the purchase price entered there.

Actions when entering a goods receipt

No change in equity at goods receipt

In this case, the equity in the article master remains unchanged at goods receipt.

EK Transfer

The equity entered at goods receipt overwrites the equity in the article master. However, if you enter the equity of 0.00 at goods receipt, the transfer is ignored.

Mixed EK from current stock and goods receipt

The equity in the article master is mixed with the equity entered at goods receipt. The system valuates how many pieces are in stock for the specified EK and how many have been added to the new EK at goods receipt. This setting is also called average EK or cut EK.

Role model

If there are 10 items in the warehouse at 2 EUR each and 5 items were posted with 3 EUR, the new mixed EK is formed as follows:

10x2=20 EUR stock value

5x3=15 EUR=New acquisition value

Results in a new stock value of 35 EUR with a total quantity of 15 pcs. The equity is then newly formed by 35/15=2.33 EUR.

The new equity is therefore weighted.

Product categories

Creating Merchandise Categories

Merchandise categories can be created and managed using these settings. They are taken into account in the statistics. Merchandise categories can only be removed if they are not used by any article.