UK Integration Guide. version v12.16

Transcription

1 version v12.16

2 Disclaimer This document is for informational purposes only and is subject to change without notice. This document and its contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is likely to be unique in their requirements in the use of such software and their business processes, users of this document are always advised to discuss the content of this document with their Epicor account manager. All information contained herein is subject to change without notice and changes to this document since printing and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage of the solution(s) described in this document with other Epicor software or third party products may require the purchase of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of platform and product compatibility in this document shall be considered individually in relation to the products referred to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible with both of the products running at the same time on the same platform or environment. Additionally platform or product compatibility may require the application of Epicor or third-party updates, patches and/or service packs and Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs released by third parties after the date of publication of this document. Epicor is a registered trademark and/or trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other trademarks mentioned are the property of their respective owners. Copyright Epicor Software Corporation All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation

3 Table of Contents 1 Introduction 5 2 Activating Country Specific Functionality 6 3 Value Added Tax 7 VAT Exemptions 7 In Prophet 21 7 Walkthroughs 8 VAT on Inputs 8 VAT on Outputs 9 Recording Acquisition Taxes 10 Updating VAT Information through Journal Entries 11 Preparing the VAT Return Worksheet 12 Setup 16 Setting Up Your Company 16 Creating VAT Codes 16 Creating VAT Code Groups 17 Adding a Default VAT Code to a Vendor 19 Adding VAT to Customers 20 4 Waste Electrical and Electronic Equipment Tax 23 Walkthroughs 24 Generating a WEEE Report 24 Setup 25 Creating WEEE Tax Codes 25 Adding a WEEE Code to an Item 25 5 Intrastat 27 Walkthroughs 28 Preparing the Intrastat Return 28 Adjusting Intrastat Information on Despatches 30 Intrastat and RMAs 31 Intrastat and Process POs 31 Exporting an Intrastat File 32 Reference 33 Country Codes 33 Terms of Delivery Codes

4 Nature of Transaction Codes 35 Setup 37 Activating the Feature 37 Flagging EU Members 37 Setting Transport Defaults 38 6 International Addressing 40 Walkthroughs 41 Using International Addressing 41 7 Customer, Supplier, and Location Specific Forms 42 Walkthroughs 43 Assigning Form Templates 43 Printing Custom Forms 44 Setup 45 Defining the Script Path for Form Templates 45 8 Item Descriptions by Language 46 Walkthroughs 47 Customizing Language for Company and Customers 47 Customizing User Language 48 Adding Item Descriptions in Alternate Languages 48 Displaying Item Descriptions by Language 49 Descriptions by Language on Forms 50 Setup 51 Activate System Setting 51 Enable Multiple Languages for Item Descriptions 51 Adding Language Options 52 9 Miscellaneous Features 53 BACS 54 Setup 54 Voiding BACS Payments

5 1 Introduction This manual contains information on the functionality available within Prophet 21 specific to the business processes of companies located in and dealing with the United Kingdom

6 2 Activating Country Specific Functionality Navigation Path: Setup > System Setup > System > Company Maintenance The setting that activates country specific functionality for a company is found on the Company tab in Company Maintenance. Note: This option establishes where this company is located. This allows you to have multiple companies in different countries running on the same database. Selecting one of these options activates the functionality specific to that region, such as regulatory reporting or taxation unique to that country or region. Important! You may enable this setting only if a company has no transactions within it

7 3 Value Added Tax The Value Added Tax, or VAT is a charge added to all inputs and collected on all outputs. At the end of each month, a business reconciles VAT totals by subtracting the amount paid on inputs from the amount collected through outputs. If the total is positive, this is the amount of additional VAT you owe. If negative, it is the value of the refund you are owed. Note in most cases this reconciliation will not result in a refund since it represents buying more than you are selling. Note: VAT is charged in the customer's currency, but VAT amounts on your reports list in your home currency. VAT Exemptions VAT applies to all transactions in which the buyer is in the same country as the seller, or when both parties are within EU member countries. Note: VAT may not apply to all countries within Europe. Some customers can secure temporary VAT exemptions, and you can record their exemption number and its expiration date in the customer record. You can also create an automated alert that triggers when the customer's exemption expires. In Prophet 21 In Prophet 21, VAT is a header-level value. VAT is calculated according to the % assigned to the item; different items can have different VAT % charges. However, in terms of Prophet 21 forms and reporting, VAT is a header level value, not a line item one. This means that even though VAT is calculated against each line item, it is shown as a single total on each form

8 Walkthroughs Walkthroughs This section shows you how to accomplish tasks, and provides explanations of the various areas of the system involved. VAT on Inputs Navigation Paths: Accounting > Accounts Payable > Transactions > Convert PO To Voucher Accounting > Accounts Payable > Transactions > Convert Inventory Return to Voucher Accounting > Accounts Payable > Transactions > Convert Landed Cost to Voucher Accounting > Accounts Payable > Transactions > Convert Vendor Invoice to Voucher Accounting > Accounts Payable > Transactions > Vouchers > Voucher by Item Accounting > Accounts Payable > Transactions > Vouchers > Voucher by Amount Accounting > Accounts Payable > Transactions > Credit/Debit Memos VATs on Reversals Navigation Path: Accounting > Accounts Payable > Transaction > Reverse Vouchers When you reverse a voucher, Prophet 21 also reverses all VATs associated with it. This means that any amounts posted to your general ledger receive reversing entries, as well as any VAT amount by VAT code. These reversals and posts are made upon saving the reversal record. VATs and Disputes A credit or debit memo must be issued against the voucher so that VAT may be properly stated for the voucher. Prophet 21 does not automatically create credit/debit memos for vouchers containing disputed VAT amounts. If a VAT amount is disputed on a voucher, it must be manually cleared via Voucher Entry, then you must manually issue a memo against the voucher so that VAT may be properly stated for the voucher. VATs on Voucher Import Navigation Path: Setup > Imports\Exports > Import > Accounts Payable > Voucher You can also add VAT to a voucher as part of the voucher import process. The voucher VAT file follows all the standard Prophet 21 import file rules and uses the following import layout: Col Description Data Type Required Length A Voucher Number Numeric N

9 Walkthroughs Col Description Data Type Required Length B VAT Code Alphanumeric N 14 C Taxable Amount Numeric, Decimal N 19,4 D VAT Numeric N 255 VAT on Outputs Navigation Paths: Orders > Order Processing > Transaction > Order Entry Orders > Order Processing > Transaction > Front Counter Orders Orders > Order Processing > Transaction > RMA Entry The appearance of VAT on transactions is a largely automated process that appears in the following ways: Totals Tab The Totals tab in the windows noted above incorporates VAT values into the Calculated Tax fields, both in the Orders Total and Open Values sections. VAT is calculated in both the customer currency and home currency using the exchange rate in effect at the time established by your system settings. You can set Prophet 21 to calculate exchange rates at order entry or upon invoicing the order (this is standard foreign currency functionality). Remittances Tab The Remittances tab in the windows notes above incorporates VAT values into the Tax Due field. This means that the Total Amount Due also includes VAT. When a customer pays an invoice via remittance and the material is shipped at that time, Prophet 21 makes the appropriate VAT postings. Notes: Prophet 21 does not prorate VAT for down payments. The system does, however, calculate taxes for the amounts and items on partially shipped orders. Prophet 21 calculates terms on customer invoices without VAT. It grants all terms on the invoice net of VAT. VAT on Miscellaneous Cash Receipts Navigation Path: Accounting > Accounts Receivable > Transaction > Miscellaneous Cash Receipts The Miscellaneous Cash Receipts window contains a VAT tab exactly as described in Updating VAT Information through Journal Entries on page

10 Walkthroughs VAT on Invoices Navigation Path: Accounting > Accounts Receivable > Reports > Invoices Invoices contain a summary area that includes the following VAT information: VAT Jurisdiction ID VAT taxable sales by Jurisdiction ID VAT collected by Jurisdiction VAT Registration Number Notes: The same information appears on consolidated invoices, except in this case the totals are a sum of all VAT totals across all invoices included in the consolidated form. VAT totals appear on the invoice in both your home and the customer's currency if they are different. Invoices to VAT exempt customers also list the customer's VAT exemption number. Recording Acquisition Taxes Navigation Paths: Accounting > Accounts Payable > Transactions > Convert PO To Voucher Accounting > Accounts Payable > Transactions > Convert Inventory Return to Voucher Accounting > Accounts Payable > Transactions > Convert Landed Cost to Voucher Accounting > Accounts Payable > Transactions > Convert Vendor Invoice to Voucher Accounting > Accounts Payable > Transactions > Vouchers > Voucher by Item Accounting > Accounts Payable > Transactions > Vouchers > Voucher by Amount Accounting > Accounts Payable > Transactions > Credit/Debit Memos Acquisition taxes are taxes that apply in equal amounts to inputs and outputs, and thus net to 0. To properly note them in the system, you record both the positive and negative values associated with the transaction at the time you prepare the voucher for the arrival. To record an acquisition tax, follow this procedure: 1. In the appropriate voucher entry/conversion window, open the VAT tab. 2. Select a VAT code and taxable amount for the arrival. Prophet 21 calculates the VAT amount. 3. Create a new line. 4. Select a VAT code for an output with the same taxable amount. Prophet 21 calculates the VAT as a negative amount, which nets out the input VAT amount by adding an output VAT amount. 5. Save the voucher. The input portion of the acquisition tax appears on line 4 of the VAT return, while the output portion appears on line

11 Walkthroughs Updating VAT Information through Journal Entries Navigation Paths: Accounting > General Ledger > Transaction > Journal Entries Accounting > General Ledger > Transaction > Repetitive Journal Entries Accounting > General Ledger > Transaction > Bank Reconciliation Worksheet VAT information appears in the journal entry windows, allowing you to enter new information or adjust existing information without the need to access other windows. Field: VAT Code / Description Type Percentage Taxable Entry Type Taxable Entry ID / Name Branch ID Journal Type Taxable Amount VAT Amount Status Description: The VAT code you are adding to the journal entry. Identifies the VAT code as an input or output. The percent tax of the VAT code. Notes if the line applies to a customer or a vendor. The customer or vendor on the transaction that generated this VAT charge. The company branch to which this code posts. Identifies the journal as credit or debit. The amount of money subject to the VAT. There are two fields for this: one for your home currency and one for the customer or vendor's currency, if different from your own. The VAT charge generated. There are two fields for this: one for your home currency and one for the customer or vendor's currency, if different from your own. Determines if the record is active or has been deleted

12 Walkthroughs Notes: Information on this tab is pulled into the VAT Return Report. VAT information entered in the Repetitive Journal Entries window does not cause a GL posting until the repetitive entry is posted. When adding the taxable amount, VAT amount, and Journal type of credit or debit, Prophet 21automatically adds a line to the journal entry for the GL account associated with the VAT code and branch ID specified. Preparing the VAT Return Worksheet Navigation Path: Accounting > General Ledger > Transactions > VAT Return Worksheet The VAT Return Worksheet is a preview of the figures that will be submitted on your VAT Return, using the data to date. Using the criteria that you enter, Prophet 21 scans its database for unresolved VAT transactions and returns them in two lists, one for inputs and one for outputs. By default, it includes all retrieved transactions on the report, but you can decide on a line-by-line basis what is ultimately included. Edits you make here are reflected in the VAT Return generated by the VAT export described on page 32 VAT Return Columns The nine columns at the right of the VAT Return tab match the nine boxes on the VAT Return form. Box: VAT Due on Sales VAT Due EC Acquisitions Total VAT Due VAT Reclaimed on Purchases VAT Payable or Reclaimable Description: This is the total amount of VAT you charged on sales to customers. You must also include the VAT you need to pay to HMRC for certain other supplies that you've made. You need to work out the VAT due - but not yet paid by you - on goods that you buy from other EU countries, and any services directly related to those goods (such as delivery charges). This is the one column not automatically generated from system records; you must manually calculate and enter this amount. This is the total of box 1 and box 2 added together. It is the amount of VAT that is due to HMRC. This is the VAT you have been charged on your purchases for use in your business. This is the net VAT you owe or can claim. If the value in box 4 exceeds the value in box 3, you may claim a return. Otherwise you must pay the difference. If the two boxes zero out, you neither pay nor claim VAT, but must still file the return

13 Walkthroughs Box: Total Sales Total Purchases Total EU Sales Total EU Purchases Description: The total figure for your sales (excluding VAT) for the period. The total figure for your purchases (excluding VAT) for the period. The total value of goods you supplied to another EU country and services related to those goods (such as delivery charges). The total value of goods you received from VAT registered suppliers in another EU country and services related to those goods (such as delivery charges). Note: Prophet 21 includes values from transactions in boxes 8 and 9 only if the lines are marked EU Member in the footer tabs described below. Enter Criteria You can enter criteria in two ways: 1. Use a set of saved criteria by entering the return ID. 2. Manually enter the company, period, and year you want to scan. Note: The period and year are "up to" criteria, meaning Prophet 21 scans all periods and years up to those entered. Once you've entered the criteria, click the Retrieve button to prompt Prophet 21 to pull the matching records. The VAT totals appear on the list on the right hand side

14 Walkthroughs Select Included Records The bottom of the window contains two tabs, one for inputs and one for outputs. They are identical in all other ways. Most of the information here is pulled from the record and not editable. By default, all retrieved records are included in the report and its totals. You can, however, exclude any line from the report by clearing the Include This Return check box. When you do this, that line's totals are pulled from the VAT totals. However, if you run the query again with criteria that includes this line, Prophet 21 will again retrieve the line. Enabling the Exclude All Returns check box for a line, on the other hand, excludes it from this query, and all subsequent ones as well; Prophet 21 will not retrieve this line again. Note: You can make changes to a given VAT return until you mark it approved and save it. At that point, the changes are locked in place. EU Membership The behaviour of the EU Member flag in this window is important to note: If you retrieve a record that has not been flagged as an EU member at the vendor or customer level and has not been saved to the worksheet, the EU Member flag will not be checked for that invoice/voucher detail line, and the EU totals at the top will not include them. If you save a retrieved, non-flagged record in this window and then flag the record in a maintenance window, that record will still come back as not flagged in this window, because it has already been saved as such. If manually toggle the EU Member flag in this window and save the worksheet, Prophet 21 will return that flag as checked when you retrieve the worksheet, but only for the invoice/vouchers that you checked. Large Transaction Sets Epicor suggests the following practices for running this process with large transaction sets:

15 Walkthroughs Run this process outside of business hours. Use the Task Scheduler built into Prophet 21 Even if you only submit returns infrequently (for example, quarterly), have users run this process frequently and save the results as unapproved. This inserts records in smaller batches, but does not process them, meaning Prophet 21 will still pick them up when it comes time to process the return. Summaries The GST Return Worksheet also features two tabs that summarize VAT applied to sales and purchases made during the period defined on the worksheet. Note: Though only the Sales Summary Tab is shown above, both tabs use an identical format. The Sales Summary Tab displays the total outputs and the VAT collected for them for the period of the VAT worksheet. The Purchases Summary Tab displays the total inputs and the VAT paid for them for the period of the VAT worksheet. Both tabs sort these totals by VAT code

16 Setup Setup The following tasks set up the system specifically for use with the functions described in this chapter. Setting Up Your Company Navigation Path: Setup > System Setup > System > Company Maintenance > Company Tab VAT functionality requires some additional information attached to your company record. Field: Agent VAT Registration Number Agent Name Agent Address ID Description: The VAT agent is a third party, someone outside your business, who files VAT paperwork on behalf of your business. Your VAT agent will supply you with his VAT registration number. The name of the person who files your VAT paperwork. The system ID of the VAT agent's mailing address. Creating VAT Codes Navigation Path: Accounting > Accounts Payable > System > VAT Code Maintenance Before you can use VAT codes in your system, you need to define them. VAT codes in Prophet 21 are small records that require you provide only a small amount of information. To create one, fill in the required fields in VAT Code Maintenance and save the record

17 Setup Company ID Field: Your company ID. Description: VAT Code / Description The short code by which the VAT code will be known to Prophet 21 and text description that helps identify it. While you can write a longer description, creating a VAT code that lets you identify the record easily will make using it more efficient. Percentage GL Account Type Status The percentage charged or collected for transactions using this VAT. The general ledger account to which VAT payments generated by transactions using this code post. Determines if the VAT code applies to inputs or ouputs. Determines if the record can be used. If you set this menu to Delete, Prophet 21 keeps the code for existing transactions, but removes it from all searches and does not allow it to be assigned to new transactions. Creating VAT Code Groups Navigation Path: Accounting > Accounts Payable > System > VAT Code Group Maintenance VAT code groups in Prophet 21 are groups of similar VAT codes for use in the VAT Returns Worksheet, and allow you to return more that one VAT per period. When creating VAT code groups, create one group for each set of country-specific VAT codes. For example, you might have one VAT code group for Ireland and another for England

18 Setup Field: VAT Code Group ID Company ID Status VAT Code/Description Status Description: A unique identifier for the VAT code group. This ID should indicate the types of VAT codes within the group. Your company ID. Determines if the record can be used. If you set this menu to Delete, Prophet 21 keeps the code for existing transactions, but removes it from all searches and does not allow it to be assigned to new transactions. The VAT code to include the group and the description of the code that helps identify it. The description automatically populates based on the selected VAT code. Determines if the VAT code is active within the VAT code group

19 Setup Adding a Default VAT Code to a Vendor Navigation Paths: Accounting > Accounts Payable > Maintenance > Vendor Maintenance Accounting > Accounts Payable > Maintenance > Vendor Fast Edit Adding a VAT code to a vendor record creates a default VAT that is applied to all transactions dealing with that vendor. While you are not required to use this code (you can change it on a transaction-bytransaction basis), establishing a default can cut down on data entry. Field: VAT Code Description Percentage GL Account Country Code Registration Number Description: Upon entering a VAT code, the system automatically populates the rest of these fields with information pulled from the VAT code record. You cannot edit any of these fields in this tab; they are informational only. This is a 2 digit code that denotes the country in which the vendor resides for purposes of VAT charges. The vendor's VAT registration number. This is used for reports. Note: The VAT tab in Vendor Fast Edit has a different layout than the one pictured above, but contains all the same information. Apply VAT to Vendor via Import Navigation Path: Setup > Imports/Exports > Imports > Accounts Payable > Vendor You can also add a VAT code to a vendor record as part of a vendor import. The vendor VAT file follows all the standard Prophet 21 import file rules and uses the following import layout: Col Description Data Type Required Length Example A Company ID Alphanumeric N 8 UKSUP B Vendor ID Alphanumeric N

20 Setup Col Description Data Type Required Length Example C VAT Code Alphanumeric N 14 VAT 13.5 D Country Code Alphanumeric N 2 UK E Registration Number Alphanumeric N Adding VAT to Customers Navigation Paths: Accounting > Accounts Receivable > Maintenance > Customer Maintenance Accounting > Accounts Receivable > Maintenance > Customer Fast Edit Customers carry default VAT codes in a way similar to how vendors do, but not all customers are subject to VAT. Therefore, in addition to recording the appropriate default VAT code for the customer, you can note whether VAT applies to transactions with the customer. Also, VAT codes for outputs must be associated with a tax group, which you define here. Field: Type Registration Number Tax Group ID Description: A customer can be one of three types: VAT - the customer is subject to VAT, and sales to this customer generate VAT charges. VAT Exempt - while the customer would normally be subject to VAT, he has been granted an exemption. For as long as that exemption is valid, sales to this customer generate no VAT charges. None - the customer is not subject to VAT. Sales to this customer generate no VAT charges. This identification number is used for reporting. The VAT code for this customer

21 Setup Field: Exemption Number Expiration Date EU Member Description: If the customer is VAT exempt, list his exemption number here. If the customer is VAT exempt, list the date on which his current exemption expires. Determines if this customer resides in an EU country outside of the UK. This is important for Intrastat reporting (see Intrastat on page 27) and VAT. Note: The VAT tab in Vendor Fast Edit has a different layout than the one pictured above, but contains all the same information. Important! If you attempt to retrieve an output VAT code in either Tax Jurisdiction Maintenance or Tax Account Jurisdiction Maintenance, you can view the records, but cannot edit them there; all VAT records must be edited in VAT windows. Default VAT Assignments Navigation Path: Accounting > Accounts Receivable > System > Customer Defaults Maintenance You can establish a default VAT assignment to customers as well. This not only provides an automatic assignment at the time of customer creation, potentially cutting down on data entry, but also automatically assigns an VAT code to customers created on the fly. This minimizes the chance that new customer records go without an VAT assignment. Apply VAT to Customer via Import Navigation Path: Setup > Imports/Exports > Imports > Accounts Receivable >Customer You can also add VAT information to a customer record as part of a customer import. The customer VAT file follows all the standard Prophet 21 import file rules and uses the following import layout: Col Description Data Type Required Length Example A Import Set Number Numeric Y 8 1 B VAT Type Description Alphanumeric N LIST None VAT VAT Exempt C Registration Number Alphanumeric N D Tax Group ID Alphanumeric N 9 UK E Exemption Number Alphanumeric N* F Exemption Expiration Date Date/Time N 10 31/10/

22 Setup Col Description Data Type Required Length Example G WEEE Taxable Flag Alphanumeric N LIST Y = Yes H WEEE Collected Amount Numeric, Decimal N = No N 19, I EU Membership Flag Alphanumeric N LIST Y = Yes N= No *1 If you enter a value for this column, the VAT description type must be VAT Exempt or the import will fail. Ship To Changes for VAT Customers Navigation Paths: Accounting > Accounts Receivable > Maintenance > Ship To Maintenance Accounting > Accounts Receivable > Maintenance > Ship To Fast Edit Setup > Imports\Exports > Import > Accounts Receivable > Ship To The ship to records attached to a customer that falls under VAT jurisdiction requires a tax group ID (it's otherwise an optional field). Prophet 21 defaults the tax group assigned to the customer record for all that customer's ship tos, but you can change this are needed. Any orders created on the fly default the tax group defined at the customer level, but these may be edited as well

23 Setup 4 Waste Electrical and Electronic Equipment Tax The Waste Electrical and Electronic Equipment tax or WEEE, is a tax on electrical waste that is owed to the WEEE Agency. It is calculated on the item level as a flat amount and based on a producers charge, but the specific amount charged per item is determined by the WEEE code assigned to the item. Because the WEEE Tax to be paid at month end is the only figure that needs to be reported, Prophet 21 makes no posts to the general ledger at the time of sale. Instead, the system recognizes WEEE charges and enters a payable upon the generation of a month end report. Until that time, Prophet 21 collects quantities of WEEE taxable items sold at the time of shipping, along with the total SKU weight of the item sales. It stores these in a running total by WEEE tax code, not by item. At the end of the month, when the WEEE report runs, the system multiplies the total units sold by the code's producers charge to arrive at the tax owed. You have the option to collect WEEE from customers, and if you do Prophet 21 uses the retail charge per item to calculate this amount, which also displays after each item on the invoice. Any WEEE collected from the customer is optional and is a general ledger posting only; it is not factored into the month-end report numbers. Notes: WEEE charges to customers are subject to VAT. WEEE charges fully reverse during material returns. WEEE charges apply to production orders and service orders if any of the components are subject to WEEE tax

24 Walkthroughs Walkthroughs This section shows you how to accomplish tasks, and provides explanations of the various areas of the system involved. Generating a WEEE Report Navigation Path: Inventory > Inventory Management > Reports > WEEE Report Generating a WEEE Report prompts Prophet 21to post all collected WEEE charges to date to the general ledger in addition to providing a printout of the information. Enter all necessary criteria and select the Print button to enter the report. Note: Prophet 21 not only excludes any WEEE taxes that do not fall within the report's established criteria, but does not post them to the general ledger either. You can generate the report in summary or detail format. Summary When you generate the report in summary format, it sorts lines by WEEE tax code. Each line contains the following information: WEEE Code / Description Quantity Invoiced Weight Total WEEE At the bottom of the report display a Total WEEE Charge, a grand total of all of the WEEE charges by category. Detail When you generate the report in detail format, it sorts lines by Item ID. Each line contains the following information: Item ID / Description WEEE Code / Description Quantity Invoiced Weight The detail format does not contain a grand total line at the bottom

25 Setup Setup The following tasks set up the system specifically for use with the functions described in this chapter. Creating WEEE Tax Codes Navigation Path: Inventory > Inventory Management > System > WEEE Tax Code A WEEE tax code sets the rates that apply when it is attached to a transaction. Field: WEEE Tax Code ID / Description Retail Charge Tax Amount Identifies the code in the system. Description: This is the percentage tax that you apply to customer transactions. It is a way of passing WEEE charges on so you don't have to absorb the entire cost yourself. Note: You do not have to apply a WEEE tax to your customers, and can apply it selectively. Producers Charge Tax Amount Delete This is the percentage tax that you apply to supplier transactions. Enabling this check box and saving the record performs a soft delete of the tax record. It still applies to existing items to which it is assigned, but cannot be assigned to any more item records. Adding a WEEE Code to an Item Navigation Paths: Inventory > Inventory Management > Maintenance > Item Maintenance Inventory > Inventory Management > Maintenance > Item Fast Edit

26 Setup Inventory > Pricing Service > Maintenance > Build/Update Items Setup > Imports/Exports > Imports > Inventory > Item There are several ways in which you can attach a WEEE tax code to an item record. Shown below is area where you can enter this information in Item Maintenance. Enable the WEEE Taxable check box and enter the appropriate WEEE code. Note: WEEE taxable items all require a defined SKU net weight. The other windows noted above use a drop down menu instead of a check box, but work the same way. The item import uses a Y/N column followed by a WEEE Tax Code column as part of the Inventory Master file to attach the WEEE code to the item record. If you define a WEEE tax code but fail to specify an SKU net weight, the import fails. Note: If you have any company with the region United Kingdom/Ireland, the WEEE fields display in the header of Item Maintenance. However, they have no impact on companies where the region is not set to United Kingdom/Ireland

27 Setup 5 Intrastat Intrastat is a statistical report that notifies the Department of Revenue of the value of material from the European Union members that was imported, from where it was imported, mass, and other statistical information. Statistics of foreign trade are of vital interest to governments as well as the EU and they are also an important source of information for business. For example, they are used by governments to monitor industrial performance and to help develop economic policy. They provide traders with a basis for identifying markets and assessing market shares as well as determining the degree of import substitution for home manufactured goods and market penetration by competitors. The Intrastat system involves submitting detailed data in a monthly return. Information is required on almost all transactions that lead to a movement of commodity goods from one member state to another, but businesses do not need to make Intrastat filings until they meet certain monetary thresholds. There is a separate threshold for arrivals and despatches. Arrivals and despatches within the distributor s country (domestic arrivals and despatches) are not counted towards the Intrastat threshold. A trader may appoint an agent to make returns on his behalf. The monthly return is due no later than the tenth working day immediately following the end of the month to which the return relates

28 Walkthroughs Walkthroughs This section shows you how to accomplish tasks, and provides explanations of the various areas of the system involved. Preparing the Intrastat Return Navigation Path: Accounting > General Ledger > System > Intrastat Reconciliation The Intrastat Reconciliation window is like a fast edit window for Intrastat records. Submit a query here to retrieve all applicable records in tabs that provide the opportunity to edit the information. The fields in the upper half of the tab are protected and not editable. The fields in the lower half, however, are open to change

29 Walkthroughs Field: Nature of Transaction Transaction Value Statistical Value Commodity Code Country To Country From Mode of Transport Terms of Delivery Net Mass in Kgs Supplementary UOM Currency ID Row Status Description: Reports the kind of transaction for purposes of VAT/Intrastat comparisons. The money involved in the transaction (collected or paid) expressed in your home currency. The value of goods free to the border, if applicable, to the country being reported. Identifies the group of products to which this item belongs. Commodity codes group items to allow uniform reporting within the EU. The country to which this transaction goes, be it money or material. The country from which this transaction travels, be it money or material. The method by which the goods involved in the transaction travel from origin to destination. The delivery charges for which you are responsible. The delivery weight of the transaction's goods. This is the UOM used for items belonging to the commodity code identified above. The currency used for this transaction's display. It always defaults to your home currency. Determines if the row is active. Notes: The List View tab contains all the same fields, but presents them in a grid that shows all retrieved lines. Using that tab, you can add additional records. These have the transaction type Intrastat Reconciliation, and require you to specify if it is an arrival or despatch and define a nature of transaction code. This window only retrieves Intrastat records for EU members. Intrastat and Freight Any invoices that include freight sees that freight amount prorated over each line of the invoice for the Intrastat to report the value

30 Walkthroughs Adjusting Intrastat Information on Despatches Navigation Paths: Orders > Order Processing > Transaction > Orders Orders > Order Processing > Transaction > Shipping Accounting > Accounts Receivable > Transaction > Invoices > Invoice by Item Intrastat information on despatches is recorded at the time of invoicing, but can be modified when the order is first entered, and again when it ships. All three windows listed above contain the following tab: Unlike most footer tabs in Prophet 21, the Intrastat Info tab in these windows does not display information specific to a single line item selected in the master tab. Instead, this tab shows Intrastat information on all line items, regardless of what is selected in the master tab. This means you can review and edit the Intrastat information for all line items in a despatch without needing to click back and forth between tabs to select new items each time. Field: Item ID / Description Commodity Code Country To Country From Mode of Transport Nature of Transaction Terms of Delivery Net Mass Supplementary UOM The item being sold. Description: Identifies the group of products to which this item belongs. Commodity codes group items to allow uniform reporting within the EU. The country to which the item was shipped for the sales order. The country from which the item was shipped for the sales order. The method used to ship the material to its destination. Reports the kind of transaction for purposes of VAT/Intrastat comparisons. The delivery charges for which you are responsible. The shipping weight of the line item. This is the UOM used for items belonging to the commodity code identified above

31 Walkthroughs Intrastat and RMAs Navigation Path: Orders > Order Processing > Transaction > RMAs Orders > Order Processing > Transaction > RMA Receipts RMAs create a negative posting to despatch totals for Intrastat posting, while RMA receipts create a VAT charge as if an arrival. Because of this, you need to supply certain additional information for transactions that involve Intrastat. Field: Item ID / Description Commodity Code Country To Country From Mode of Transport Nature of Transaction Terms of Delivery Net Mass Supplementary UOM The line item being returned. Description: Identifies the group of products to which this item belongs. Commodity codes group items to allow uniform reporting within the EU. The country to which the item was shipped for the sales order. The country from which the item was shipped for the sales order. The method used to ship the material to its destination. Reports the kind of transaction for purposes of VAT/Intrastat comparisons. The delivery charges for which you are responsible. The shipping weight of the line item. This is the UOM used for items belonging to the commodity code identified above. Note: While you can adjust the information as part of processing the return, Prophet 21 doesn't create an Intrastat record for the return until you create a voucher. Intrastat and Process POs Prophet 21 treats process POs as a despatch when you send material out for processing, and as an arrival when you receive back the processed goods for purposes of Intrastat reporting. You cannot edit the VAT information attached to the item record at this time, but you can adjust the Intrastat information in the Process PO popup when you move material from one stage to another

32 Walkthroughs Exporting an Intrastat File Navigation Path: Setup > Imports/Exports > Exports > Intrastat File The Intrastat export functions like all other exports in Prophet 21, and can be found at the above path

33 Reference Reference This section contains definitions necessary for understanding system processes. Country Codes Navigation Paths: Accounting > Accounts Payable > Maintenance > Vendor Maintenance Accounting > Accounts Receivable > Maintenance > Customer Maintenance The following are the codes used to define countries on the Intrastat report. AT BE BG Code: Country: Includes: Excludes: Austria Belgium Bulgaria CY Cypress UK Sovereign Base Areas Northern Cypress CZ Czech Republic DK Denmark Faroe Islands EE Estonia FI Finland Aland Islands FR France Monaco All French overseas departments and territories DE Germany Heligoland Busingen GR Greece Mount Athos HU IE Hungary Ireland IT Italy Campione D'Italia LV Latvia San Marino Lake Lugano The Vatican Livigno

34 Reference LT LU MT Code: Country: Includes: Excludes: Lithuania Luxembourg Malta NL Netherlands All dependent/associated territories PL Poland PT Portugal Azores RO SK SL Romania Slovakia Slovenia Madeira ES Spain The Balearic Islands Ceuta SE Sweden GB United Kingdom Channel Islands Isle of Man Melilla Canary Islands Gibraltar Terms of Delivery Codes Navigation Paths: Inventory > Purchasing > Maintenance > Supplier Maintenance> Purchase Tab Accounting > Accounts Receivable > Maintenance > Ship To Maintenance > OE Options Tab The following are the codes used to define terms of delivery on the Intrastat report. ID Description: Applies To: CFR Cost and Freight (C & F) Sea, inland water and air transport CIF Cost, insurance and freight Sea and inland water only CIP Carriage and insurance paid to Any or all modes of transport CPT Carriage paid to Any or all modes of transport DAP Delivered at place Any or all modes of transport DAT Delivered at terminal Any or all modes of transport

35 Reference ID Description: Applies To: DDP Delivered duty paid Any or all modes of transport EXW Ex works Any or all modes of transport FAS Free alongside ship Sea, inland water and air transport FCA Free carrier Any or all modes of transport FOB Free on board Sea, inland water and air transport Nature of Transaction Codes Nature of Transaction Codes are used to identify the kind of transaction being declared on the Intrastat return. For example, sales or acquisitions, goods sent for processing, or free-of-charge goods. This code normally consists of a single digit followed by a zero: 10, 40, 50, etc. However, a second, optional, digit can be used to help reconcile Intrastat and VAT accounts, explaining anomalies that otherwise could result in enquiries. Valid Values Only certain combinations of digits are valid. Further, Prophet 21 only uses certain values when assigning transaction codes. Acceptable, used values are: 10, 16, 20, 30, 40, 50. Anything else will be rejected. First Digit The first digit of the transaction code is the main identifier. Digit: Transaction: 1 All transactions involving actual or intended change of ownership for a consideration except those appropriate to codes 2, 7, or 8. This includes stock moved within the same legal entity (between member states) and financial leasing. Also included are goods sent or received after processing where there is a change of ownership. Most commonly used with the second digit zero but can also be used with second digit 6, 7, and 8. 2 Returned goods and replacement goods. Used with second digit zero. 3 Free of charge transactions involving permanent change of ownership. A positive value must be shown on the SD for FOC goods. Most commonly used with the second digit zero, but can be used with 7 and

36 Reference Digit: Transaction: 4 Goods sent or received for processing with no change of ownership. Used with second digit zero. Note: You must only use this code when goods sent for processing will return to the UK, or are being returned to the original despatching MS. 5 Goods returned or received following processing with no change of ownership. Used with second digit zero. Note: You must only use this code when goods are being returned or received after being sent for processing using code Joint defence projects or other joint inter-governmental production programmes (for example, Airbus). Note: You must be registered as part of the project to use this code. Most commonly used with the second digit zero, but can also be used with the second digit 7 and 8. 8 Transactions involving the supply of building materials and technical equipment under a general construction or civil engineering contract for which no separate invoicing of the goods is required and an invoice for the total contract is issued. (The value of the goods actually moving goes in the value data field of the report, not the total value of the contract.) Most commonly used with the second digit zero, but can also be used with the second digit 7 and 8. 9 Other transactions which do not fit any off the descriptions above. Most commonly used with the second digit zero, but can also be used with the second digit 7 and 8. Second Digit Use of a second digit is optional; most times it will be zero. However, other values can provide greater transactional detail and clear up questions without the need for further investigation. Digit: Transaction: 6 Credit note values in which the goods are not returned. For example, 16 would denote that an amount has been applied to a transaction to reduce its overall value. The 6 acts as a negative value for VAT/Intrastat comparison purposes. 7 Transactions which must be declared but not shown on boxes 8 or 9 of the VAT Return. For example, 17 would indicate goods arriving in an excise or fiscal warehouse where the date of arrival, rather than the tax point is being used

37 Setup Setup The following tasks set up the system specifically for use with the functions described in this chapter. Activating the Feature Navigation Path: Setup > System Setup > System > Company Maintenance Before Prophet 21 begins collecting transaction information for Intrastat reporting, you must first prompt the system to do so. Activate Intrastat functionality on the companylevel in company maintenance. Flagging EU Members Navigation Paths: Accounting > Accounts Receivable > Maintenance > Customer Maintenance > VAT Tab Accounting > Accounts Receivable > Maintenance > Customer Fast Edit Setup > Imports/Exports > Import > Accounts Receivable > Customer Accounting > Accounts Payable > Maintenance > Vendor Maintenance > Purchase Order Options Tab Accounting > Accounts Payable > Maintenance > Vendor Fast Edit Setup > Imports/Exports > Import > Accounts Payable > Vendor Intrastat is tied to VAT, which applies to both arrivals and despatches. Therefore, you must flag both customer and vendor records as belonging to the EU. Each of the areas above contains either a check box

38 Setup or dropdown menu option to mark a customer or vendor as an EU member. Imports have a column in their VAT files for such a notation. Setting Transport Defaults Navigation Paths: Inventory > Purchasing > Maintenance > Supplier Maintenance > Purchase Tab Accounting > Accounts Receivable > Maintenance > Ship To Maintenance > OE Options Tab There are two pieces of optional information that can be included on lines of an Intrastat return: Terms of Delivery - The delivery charges for which you are responsible. Mode of Transport - The method by which the goods involved in the transaction travel from origin to destination. While you can define these on the line level at the time you review Intrastat returns (see Preparing the Intrastat Return on page 28 for more information), you can establish default values for these by supplier in the windows noted above

39 Setup

40 Setup 6 International Addressing An Address 3 field is now available and can be added to screens via Dynachange TM designer. In addition, some address fields have been lengthened to accommodate more address variations

41 Walkthroughs Walkthroughs This section shows you how to accomplish tasks, and provides explanations of the various areas of the system involved. Using International Addressing Add the Address 3 field to a screen using Dynachange Designer. Address 3 appears as an extra line after Address 2 on the chosen screens. Note: Two different Address 3 fields can be added to certain screens - one for the mailing address and one for the physical address. Ensure that you select the appropriate field. These fields appear as phys_add_3 and mail_add_3 in the field chooser. Important! Adding the Address 3 field to forms and screens requires a PSS engagement. Certain field lengths have been adjusted to support the various address formats used internationally. Field: Data Type Required Length Address1 varchar N 50 Address2 varchar N 50 Address3 varchar N 50 City varchar N 50 State varchar N 50 Zip varchar N 10 Country varchar N 50 Note: B2B Seller has also been enabled with the current international addressing schemes

42 Walkthroughs 7 Customer, Supplier, and Location Specific Forms Prophet 21 custom forms functionality enables the user to specify forms tailored to each customer, supplier, or location. The system uses custom form templates that you create to produce documents requested during transactions. When you submit a transaction and request to print the related forms, the system checks for a template that you pre-assign to the associated entity. When a transaction with custom forms functionality is generated, the system looks first to find a custom template to create the form. If none is assigned, the system generates the form using standard form selection functionality

43 Walkthroughs Walkthroughs This section shows you how to accomplish tasks, and provides explanations of the various areas of the system involved. Assigning Form Templates Navigation Paths: Accounting > Accounts Receivable > Maintenance > Customer Maintenance Inventory > Purchasing > Maintenance > Supplier Maintenance Inventory > Inventory Management > System > Location Maintenance Assign form templates to customers, suppliers, and locations from the Forms tab located in the maintenance window in each area. This tab contains the Form Name and Form Template Filename columns. Form Name Field: Form Template Filename Description: This is the form for which you are assigning a template. Designate the template file for the associated form in this field. The forms available for customization differ for customer, supplier, and location. Customer-Specific Forms Quotes/order acknowledgements RMA acknowledgements Packing lists Invoices Statements Supplier-Specific Forms Purchase orders Inventory return packing lists

44 Walkthroughs Location-Specific Forms Transfers Transfer packing lists Pick tickets Production orders Production order pick tickets Printing Custom Forms Once a custom template is assigned, the system looks for that file to produce a form upon request during a transaction; you can generate printed forms as usual, and the resulting pages will use the custom forms

45 Setup Setup The item descriptions by language functionality has an associated system setting to enable it. Defining the Script Path for Form Templates Navigation Path: Setup > System Settings > System Setup > Files and Folders To use custom form templates, define the location of the templates in the Script folder in the Files and Folders screen in System Settings. Ensure that the templates are placed in the given folder. Note: The system does NOT verify the location defined in the Script folder contains the selected form templates. Be sure that the necessary custom templates are in place in the specified folder. The system uses standard form selection functionality when custom templates are not found nor assigned

46 Setup 8 Item Descriptions by Language An added feature that comes with International Commerce functionality is the ability to have item descriptions appear in the language chosen by the system user in addition to the default language of the company. This accommodates users at branches or companies that may operate in other countries. Item descriptions in the customized languages appear in Item Maintenance, Order Entry, Front Counter, RMA, Service Order, Manufacturer Rep Orders, Consignment Replenishment, and Shipping

47 Walkthroughs Walkthroughs This section shows you how to accomplish tasks, and provides explanations of the various areas of the system involved. Customizing Language for Company and Customers Navigation Paths: Setup > System Setup > System > Company Maintenance Accounting > Accounts Receivable > Maintenance > Customer Maintenance If the user has not selected a language, item descriptions in the various system areas display in the company's default language. Edit language on the Language tab located on these maintenance windows: Company Maintenance Customer Maintenance Editing Language via Customer Fast Edit Navigation Path: Accounting > Accounts Receivable > Maintenance > Customer Fast Edit You can also edit language for customers in Customer Fast Edit. Either the Language column or the Language tab can be used for this purpose

48 Walkthroughs Customizing User Language Navigation Path: Setup > System Setup > System > User Maintenance Once Multiple Languages for Item Descriptions is enabled in the system, language can be customized for each user by modifying the Language field in User Maintenance. Adding Item Descriptions in Alternate Languages To add item descriptions in alternate languages, use the Description by Language tab in Item Maintenance. The Description by Language tab is enabled when you enable the use of multiple languages for item descriptions in System Settings. To add an item description, call up the item on the General tab. On the Description by Language tab, select from the Language ID drop down list the language you want to add. Enter its description in the Item Description Per Language field. To add another language and item description combination for the same item, use the Add option on the RMB menu. You can remove a description by checking the Delete check box for the row you want to delete. It is deleted permanently when you click Save. The Description by Language tab also appears in Item Fast Edit

49 Walkthroughs Importing Descriptions by Language Navigation Path: Setup > Imports/Exports > Import > Item Description Per Language The Item Description Per Language import enables you to enter item descriptions for the available languages in bulk. The following table shows the required fields for this import. Col Description Data Type Required Length Example A Item ID Alphanumeric Yes 40 TS B Language ID Alphanumeric Yes 40 FRENCH C Description per Language Alphanumeric Yes 255 Melange de polyester-coton D Extended Description per Language Alphanumeric No 255 Displaying Item Descriptions by Language Alternate language descriptions given to an item display in a secondary description field adjacent to the default description field in the General tab in Item Maintenance. When no alternate language descriptions exist, this field duplicates the default item description in the language set for the company. Besides Item Maintenance, item descriptions in the custom language also appear in the following transactions and system areas: Item Master Inquiry Order Entry Front Counter RMA Production Order Entry Production Order Processing Secondary Processing Service Order Entry

50 Walkthroughs Manufacturer Rep Orders Consignment Replenishment Shipping Viewing Item Description as a Tooltip An item description matching the language set to the company or user also displays as a tooltip that appears in the windows listed above when you hover the mouse over the item row. Note: The tooltip displays the item description for the item row your mouse pointer is hovering over, NOT where the cursor is positioned.this distinction can affect your results. Additionally, item descriptions in the company or user's custom language display in the following purchasing-side system windows: Purchase Order Entry PORG Transfer Entry TRG Transfer Shipping Inventory Returns Purchase Order Receipts Transfer Receipts Inventory Adjustments Setting Description by Language via Import You can set the description which displays in the alternate language description field using Item Import. Descriptions by Language on Forms Descriptions by language can be included on customer-facing forms. These include quotes, order acknowledgements, RMA acknowledgements, pick tickets, packing lists, and invoices

51 Setup Setup The item descriptions by language functionality has an associated system setting to enable it. Activate System Setting Navigation Path: Setup > System Setup > System > Settings > Inventory Management > General Before any of the options for multiple language descriptions become available, you must first activate the functionality in the system. Do this by enabling the Use Multiple Languages for Item Descriptions setting found at the above path. Enable Multiple Languages for Item Descriptions Navigation Path: Setup > System Setup > System > Settings > Inventory Management > General To enable item descriptions to appear in the language selected by the user, check the Use Multiple Languages for Item Description check box in System Settings. Enabling the feature enables a Language field or tab available in several maintenance windows in the system. Language defaults to U.S. English

52 Setup Adding Language Options Navigation Path: Setup > System Setup > System > Language Maintenance Add language options in the Language Maintenance window. The languages you add here will appear as options in all system areas where you can customize language. Language ID and Language Description are required fields. To modify an existing language, bring it up by double-clicking the Language ID field and selecting it from the list. Checking the Delete check box removes the language from the system upon clicking Save. The Timestamp tab details when the language was created, last edited, and by whom

53 Setup 9 Miscellaneous Features This chapter contains a collection of features that don't fall within the categories of the other chapters

54 BACS BACS Bankers Automated Clearing Service a system for issuing electronic payments instead of printing and mailing physical cheques. Once you have the information described in the Setup section below, follow the procedure below to issue an electronic payment: 1. Open Scheduled Check Printing (Accounting > Accounts Payable > Reports > Checks> Scheduled Checks) 2. Provide all the necessary information. Of note here is that if the bank account you enter here belongs to a bank set up to use electronic fund transfers, Prophet 21 automatically sets the payment method to Electronic. 3. Enter a destination in the Export Directory field. This is where Prophet 21 will place the electronic payment record. 4. In your proprietary bank software, navigate to the export directory and upload the file created in the cheque writing process. Setup In order to use BACS in Prophet 21, you must first perform the following steps. Activate System Setting Navigation Path: Setup > System Setup > System > System Settings > Accounts Payable > General The first step in preparing Prophet 21 for BACS is activating the functionality in your system

55 BACS Enter Service User Number Navigation Path: Setup > System Setup > System > Company Maintenance The service user number is a number assigned to your business by the BACS system. It is attached to all electronic payments made through BACS as an identifier, so all involved parties know who is issuing the payment. Enter your assigned service user number in the Accounts Payable tab of Company Maintenance

56 BACS Configure EFT Settings Navigation Path: Accounting > Accounts Payable > System > Bank Account Maintenance Finally, you must enter the remaining necessary information in the EFT tab of Bank Account Maintenance. Use EFT EFT Format Field: Description: You must enable this check box to activate any other field on the tab. Available formats are BACS (for UK) and BOI (for Ireland). Once you select a format, the system presents a popup window with the appropriate remaining information you must supply, based on the selected format

57 BACS Field: Owner Identification Starting Volume Serial Number Sorting Code Number Account Number User's Name User's Reference Description: Service user number assigned by BACS to you. The first serial number to be used in the first transmission.the system automatically increments this with every transmission Originator s sort code number. The bank account from which the payment is being made. The name of the person making the payment. This is an identification number that ties the user to the payment being made. Voiding BACS Payments Navigation Path: Accounting > Accounts Payable > Transaction > Void Cheques Void payments submitted via BACS the same way you would a paper cheque. Though the Void Cheques window requires the cheque number, something not normally available with an electronic payment, you can search for the cheque number for the electronic payment batch. All BACS payments appear at the top of the search window, since their numbers all begin with a string of zeroes

58 BACS