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OPplus Association Online Help

General

Manual Structure

This manual contains a description of the functionalities of the certified industry solution OPplus, related to the following module: OPplus Associations

In the application menu, the functionalities of the module are available via the "Associations" menu group within the OPplus Navigation area.

The manual contains the description of the individual fields and a process description when using OPplus. For more detailed information on the fields, look at the tool tips to call up the online help.

Please note that OPplus modules may be purchased individually. Therefore, descriptions, menu items and illustrations of cross-module functionalities are not necessarily available to all users.

The following modules of the certified vertical solution OPplus are described in separate manuals:

  • Pmt. Import
  • Pmt. Export
  • G/L Open Entries
  • Extended Lists & Reports
  • Ext. Analysis (Trial Balance and Affiliation)
  • Installment
  • Multiple Pmt. Discount
  • Ext. Fixed Asset
  • Treasury

Descriptions of Icons

Info Information – Indicates sections which include important information to be considered by the user.

Reminder Reminder – Reminds the user of already mentioned information or processes which enable the user to achieve optimized results.

Tip Tip – Indicates sections which assist the user to apply the functionality correctly.

Warning Warning – Signifies information of high importance to be considered in order to avoid any errors.

OPplus Navigation Area

After the OPplus-App is installed, an OPplus365 role is available to you by default:

My Settings

The OPplus menu shows the following menu groups if all OPplus modules are licensed.

Menu Groups

OPplus License Information Module

This chapter describes the benefit of the OPplus License Information module which you will find in the Navigation area of the General group. This module is always integrated and a prerequisite; independent of the OPplus modules used.

License Information Page

Via the OPplus License Information page, you can see which modules are activated in the customer license. You may implement OPplus in a database without activating all modules in every company.

In order to activate a module it is necessary that the respective module is licensed. Set up the module is valid, if the setup of the module was started.

Info If you have licensed the Association module, the “Setup done“ field will automatically contain a check mark. The system will not have a check mark for this field if any associations/linkages have been set up.

You can now use this form to set up the user roles for all licensed modules.

Setup Configuration

By using the “Export/Import Setups” function via the “OPplus License Information”, you can transfer OPplus Pmt. Import Setup tables from one database into another or from company A to company B. The command for this is located in the "OPplus License Information".

Export / Import Action

The report is divided into two parts, providing four fields in the upper Options section.

Section 1

Option Description
Direction In this field, you can select whether to import or to export files.
Filename This field contains the name of the file you want to import and/or create.
Company Export All: Select this option to export the data of all companies of the database for import into the text file.
Company Import All: If you select this option, the data included in the text file will be imported into the companies of the database.
Company Export Current: Select this option to export the data of the current company into the text file.
Company Import Current: Select this option to import the data of the text file into the selected company.
Company Export Company-related: This option is not available for export.
Company Import Company-related: Select this option if you have previously exported all company data, and some companies are still missing in the database. The system will check if the corresponding company is included in the current database. If yes, the data of this company will be imported. If not, the company will be skipped.
Delete previous Settings? The option selected in this field will be applicable for the company specified in the “Company” field.
Delete previous Settings? Blank The system will not delete the setup data
Delete previous Settings? All The system will delete all setup data, if any.
Delete previous Settings? Set With this option, you can specify in the “Modules” area the setup data to delete.
Delete previous Settings? From File The system will delete all setup data included in the file before starting the import.

In the lower part of the report, you will find a list of export/import data of respective modules:

Section 2

When you open the report, the system checks which of the modules are included in the license. According to the license, the respective option fields are automatically enabled with a check mark. However, the user can change these settings manually.

When you select the ”Import” option, the system will automatically import all modules included in the license. When you select the ”Export” option, the system will automatically export all modules which are included in the license and (at least) have one record in the corresponding table.

Please note/make sure:

  • that the current customer license is activated in the server
  • NO number series are created/edited during the import.

Create Setup Data for All Companies

In the OPplus License Information window, you can create the setup data for all companies simultaneously by clicking the “Create Setup Data for all Companies“ button.

The system now starts processing all licensed modules. A message appears which needs to be confirmed by clicking “Yes“:

Create Setup Data

Create Data Question

It is a prerequisite that the user has corresponding permission rights in all companies. If an error occurs, it will be displayed accordingly; if no error has occurred, you will also receive the corresponding message:

Create Data Finished

DataClassification

Due to the basic data protection regulation, Microsoft has integrated the "DataClassification" property for each field in the Pmt. Import. This property has been set for all OPplus fields, so that it is always possible to determine which personal values exist in the Pmt. Import.

In addition, we have created the option

  • of outputting these values and/or
  • making them anonymous

A new selection option has been added to the General menu for this purpose:

Delete Personal Data Action

This report offers the possibility to enter an account and to select whether the data should be output or anonymized.

If you select the "Show personal data" option, an Excel list will be created containing all data of the account.

Show Personal Data Option

Excel Output

The table outputs all possible fields, even if they do not contain a value.

With the option "Delete data" you can make the values anonymous so that they cannot be traced back to the original values. The value "XXXXX" is entered in all fields instead of the original value. This account

  • can no longer be used in the database or
  • cannot be reset to the original values

If you want to delete the data, you will receive an additional security check, which must be confirmed accordingly if the data is to be completely removed:

Delete Personal Data Continue

If there are open entries for the account in the system, there is an additional security message:

Delete Personal Data Entry

Reminder The background is a legal obligation to keep this data for 10 years. If there are open entries in the system, we assume that this period has not yet expired!

Warning At this point we would like to point out that the values cannot be corrected again once they have been deleted! It is also possible that errors may occur with unposted documents, such as a payment proposal that has not yet been posted!

OPplus Associations Module

The module has two components:

  • You can merge any number of customers into a customer association or any number of vendors into a vendor association.
  • You can link a customer with a vendor to form a customer / vendor link for clearing entries.

In the Extended Application window, it is then possible to display all the open entries belonging to an association or link and thus to assign a payment amount across the board.

The aim is thus that a payment from one customer or vendor can be distributed to several customer/vendor items in one step, because, for example, the central administration executes a payment for different customers.

Even for outgoing payments, you can use the OPplus payment proposal, for example, to have a customer offset against a vendor and thus only instruct the difference to the payment.

Warning This module can only be used in conjunction with the Payment Import and Payment Export (OPplus Bundle) modules.

Version

This manual describes the contents of the OPplus version OPP 365 16.0.0.2

Association

To apply an association, click in the OPplus navigation area on associations→ association. The page of the association list opens. You can also access the card from here.

Association Menu

Association Card

To create a new association, click the + symbol in the card header ("Create a new entry"). In the following, only those fields of the card that are essential for the application are explained:

Option Description
Type In this field, you have to select the type of association (customer or vendor).
No. In this field, enter the number of the association. To use a number series, you have to enter the corresponding number series code in the Association numbers field on the "Ext. Application" tab page in the OPplus setup.
Leading Account No. Here you enter the number which is the leading account number of the association. This field is also relevant for parallel use of the OPplus Payment Export module, since the bank details are required for payment transactions.
Pmt. Account No. Here you enter the G/L account number on which the total payment of the association shall be posted. If this field is filled, the entire payment amount is first posted to the association against the bank, then a write-off takes place via the payment account no. and the individual association accounts are posted against this account. See also the chapter "Usage Pmt. Account No.".
Assoc. Credit Limit (LCY) Here you can enter the credit limit (LCY) that is to apply to this association (debit only).
Check Credit Limit Is this field activated, the credit limit for this association is checked in the journal and in the document (debit only).

Info If you change the association number for an existing association, the association number does not automatically change to the new number in the corresponding customer and vendor ledger entries.

In the display of the entries over an association, these are then also dropped. Since no value has yet been written to the database when the new number is entered, it is technically not possible to change the entries at runtime. For this case there is the button: "Update association entries". This function makes sure that the entries of the corresponding accounts are updated with the association number.

Update Assoc. Entries

Now enter the association number you have just assigned to the customers or vendors you wish to identify as members of the association. You will find the field via the function button Process/OPplus on the corresponding card of the personal account and there in the tab "Associations". There you can also assign an association key which you can use to sort the members of the association.

OPplus Customer Card

The list of all created associations is displayed directly from the main menu:

Assoc. List

Info The sorting of the association list is carried out by default in the sequence Art, No. ascending. You can assign any number of customers or vendors to an association. Which accounts are assigned to an association can be viewed by clicking on the button Associations → Account List of the association card:

Assoc. Account List

Info By default, the account list is sorted in ascending order of type and number.

Association Statistics

In the area of associations, an association statistic for customer and vendor associations was integrated. These statistics are based on the standard customer and vendor statistics and can be opened directly from the association list and association card.

Action Assoc. Statistics

Assoc. Statistics

In the upper area, you will find the general information about the association.

In the lower area the corresponding sales values (or purchase values) and other association data:

Statistics Sales Data

The corresponding LookUps, as here in the Balance field, are also available in the statistics at association level:

Statistics - Balance

Extended Application → Additional Fields for Association

Warning You can only open the extended application if the general journal batch is set to "Extended":

Ext. Journal Templates

If a payment of a customer is processed in the ext. cash receipt journal and this customer belongs to an association, the extended application has additional functions:

The association is activated and therefore all related items of all customers are displayed:

Ext. Application

If the Association field is deactivated, only the items of the customer from the ext. cash receipt journal will be displayed in the entry application.

Extended Application → Posting in the Ext. Application Window split at Association

Depending on the option selected in the "Posting Method in Ext. Application" field (see OPplus Basic or Payment Import manual), the transactions are split or not when leaving ext. application.

If the option is set to "Application Splitting" and you have entered an adjustment via associations in the Ext. Application window, the entry will be shown in the journal as a split posting.

Application Splitting

See also chapter Presentation of Split Posting on leaving the Ext. Application in the OPplus Basic or Payment Import manual.

Credit Limit via Associations

For debit-side associations, the check of an association credit limit was integrated. The corresponding checks take place in the journal as well as in the documents.

There are correspondingly two setup fields in the association:

  • Assoc. Credit Limit (LCY)
  • Check Credit Limit

Only if the checkbox "Check credit limit" is activated, a check will actually take place. Otherwise, the Assoc. Credit Limit field is initially only an informative field.

Activate Credit Limit

Credit limit information was also added to the association statistics:

Assoc. Statistics Credit Limit

If, when entering an amount, it is determined that this amount exceeds the limit of the association, a corresponding credit limit check is displayed via a notification.

Credit Limit Notification

By displaying the details of the notification, the corresponding display of the credit limit check appears with the items of the relevant association that lead to the credit limit being exceeded. This serves the user as information and overview.

Credit Limit Notification Card

It is now up to the user to continue or cancel the processing.

The association credit limit message described above is also implemented in the journals:

Credit Limit Notification Journal

Association Customer – Open Entries / Association Customer – Open Entries

There is the possibility for the association to print the open entries on the respective report. You have several setting options:

Assoc. Open Entries Action

Request Page

Incl. Vendors: If there are assigned customers / vendors for a customer / vendor, they can also be displayed. To do this, activate this field.

Print Subtotals: Optionally, a subtotal can be printed after each customer/vendor.

Print only Accounts with: Here you select whether all open association entries should be displayed or only those associations whose balance is "less than, greater than or equal to 0".

Preview

The OPplus Association module allows you to link customers and vendors in such a way that their entries are evaluated together: At this point we use the term "customer/vendor link".

Any number of vendors can be assigned to a customer (by a vendor association) and vice versa. In practice, however, the simple linking of a customer to a vendor is more common when a customer also acts as a vendor.

All the items belonging to such a customer/vendor link are displayed in the Extended Application window. This enables you to assign a payment amount there across the link.

To create a link, click in the navigation area OPplus on the button Associations → Customer / Vendor Link. The list of the created customer/vendor links opens:

Customer Vendor link Overview

Use the list view to access the card of an already created link ( More options/Navigate/Link/Customer/Vendor Card). Or you can create a new link.

Customer Vendor Link Card

To create a new link, click the + symbol ("Create a new entry") in the link list or in the link card. You then only need to select a customer and a vendor. The fields in detail:

Option Description
Customer No. Specifies the customer account number that the entry is linked to or select one using the Assist button.
Vendor No. Specifies the vendor account number that the entry is linked to
Customer Name The program copies the name from the Customer table. You cannot change it at this point.
Customer City Is copied from the Customer table. Not editable here.
Vendor Name The program copies the name from the Vendor table. You cannot change it at this point.
Vendor City Is copied from the Vendor table. Not editable here.
Linked Customer Balance (LCY) This field displays the current balance of the linked customer in client currency. The application automatically calculates and updates the contents of the field using the Amount (LCY) field of the entries in the Detailed Customer Ledger Entries table. You can filter the Balance (LCY) so that its content is based only on certain Global Dimension Values 1 and Global Dimension Values 2. You can display the customer entries that make the amount by clicking on the amount displayed in the field.
Linked Cust. Balance at Date (LCY) The balance of the linked customers in local currency up to the end date of the date filter entered. The application automatically calculates and updates the value based on the Amount (LCY) field in the Detailed Customer Ledger Entries table. You can filter the Balance (LCY) field so that its content is based only on certain Global Dimension Values 1 and Global Dimension Values 2. The customer entries that make the amount can be accessed by clicking on the amount displayed in the field.
Linked Customer Net Change (LCY) This field displays the net change of the connected customer for the period entered in the date filter of the Customer/Vendor Link table in client currency. The application calculates and updates the contents of the automatic field using the Amount (LCY) field of the entries in the Detailed Customer Ledger Entries table. You can filter the field net change (LCY) so that its content is based only on certain Global Dimension Values 1, Global Dimension Values 2 and/or Data. You can display the customer entries that make up the amount by clicking on the amount displayed in the field.
Linked Vendor Balance (LCY) This field displays the current balance of the connected vendor in client currency. The application automatically calculates and updates the contents of the field using the Amount (LCY) field of the entries in the Detailed Vendor Ledger Entries table. You can filter the Balance (LCY) field so that its content is based only on certain Global Dimension Values 1 and Global Dimension Values 2. You can display the vendor entries that make up the amount by clicking on the amount displayed in the field.
Linked Vendor Balance at date (LCY) The balance of the linked vendor in client currency up to the end date of the entered date filter in the Customer/Vendor Link table. The application automatically calculates and updates the value based on the Amount (LCY) field of the Detailed Vendor Ledger Entries table. You can filter the Balance (LCY) field so that its content is based only on certain Global Dimension Values 1 and Global Dimension Values 2. You can display the vendor entries that make up the amount by clicking on the amount displayed in the field.
Linked Vendor Net Change (LCY) The balance of the linked vendor in client currency up to the end date of the entered date filter in the Customer/Vendor Link. The application automatically calculates and updates the value based on the Amount (LCY) field of the Detailed Vendor Ledger Entries table. You can filter the Balance (LCY) field so that its content is based only on certain Global Dimension Values 1 and Global Dimension Values 2. You can display the vendor entries that make up the amount by clicking on the amount displayed in the field.
Pmt. Account No. Here you enter the G/L account number to which the total payment of the link should be posted. If this field is filled, when a payment is posted to a linked account, the entire payment total is first posted to the group against the bank, and then a write-off is made via the account number group account. The individual link accounts are then posted against this account.

If you would like to influence the totals fields via a date, please use the Filter totals by function in the link list view:

Date Filter

When deleting a customer/vendor, the system checks in the background whether there is a link to this account. If this is the case, the link is automatically removed. For the customer "Whitney Houston", a link has been set up with the vendor "Amy Winehouse".

Delete From Overview

If the customer is deleted, the corresponding link no longer exists.

Delete Question

After delete Overview

Usage "Pmt. Account No."

If there is a balancing between related customers and vendors, it is possible that the balancing is done via a transit posting - just as with the association. For this purpose, a payment account can be defined in the association card.

Link Card field

This is always drawn if a link card has been set up for the adjustment account and a linked person holding account involved in the adjustment and a payment account has been defined there.

Warning It should be noted that once a suitable link is found, this payment account is valid for the entire clearing.

The search for the payment account link occurs in the order after the search for the payment account association. If the adjustment account belongs to both an association (as the leading account number) and a link, the payment account will be the account defined in the association card.

Link and Assoc.

Warning Please note that this representation of the application is only obtained if you have deactivated the option "Application splitting" in the payment import setup.

Application Splitting Setup

Additional Fields for Customer/Vendor Link

The "Account type" field that can be activated has the effect in extended application within a customer/vendor link that either all items of the connected account type are displayed in the application lines or only the entries of the current account type. You can see this attitude in the extended application in the application lines for a selected link.

Extended Application

Depending on the option selected in the "Posting Method in Ext. Application" field (in the Extended Features Payment Import Setup), the transactions will be split or not when exiting the Extended Application.

If the option is set to Application splitting, and you have entered a customer/vendor links application in the Ext. Application window, the entry is displayed in the journal as a split posting.

See also the chapter Presentation of Split Posting on Exiting the Extended Application in the OPplus Basic or Payment Import manual.

Reminders

If you use the Associations module, you can consider creditor ledger entries of a customer/vendor link when creating reminders.

You can create an extended OPplus reminder by entering the search term "Reminders" and then selecting "Process/Ext. Create reminders".

This report request contains three additional options: "Inclusive linked vendors" (Incl. linked vendors), "Incl. Associations" and "with backlog":

Ext. Reminder Request Page

Option Description
Incl. Association If you activate this field, all customers of an association are printed. A prerequisite for this is that the selected customer is assigned to an association.
Incl. linked vendors If you activate this field, when reminding the customer, the vendor ledger entries of the corresponding customer/vendor link are also included in the reminder and offset.
with backlog If you activate this field, a reminder will also be created if there is a credit balance in the customer/vendor link.

Example of a reminder within a Customer/Vendor Link:

Reminder with Cust / Vend Link

Ext. Vendor Ledger Entries – Reminder Level and Reminder Entries

In the Ext. Vendor Ledger Entries, the last registered reminder level per entry is displayed in the "Last Issued Reminder Level" field, in the same way as for customer entries. The field "Last Issued Reminder Level" must be inserted by design if required (OPP Last Issued Reminder Level 5157843).

If you are also using the OPplus Views and Lists module, the last registered reminder level can also be displayed in the following screen for the extended vendor ledger entries. Here, too, the field "Last Issued Reminder level" must be inserted by design if required.

  • Extended Lists and Reports → Ext. Vendor Ledger Entries

Last Issued Remidner Level

In addition, you can display the highest reminder level on the OPplus vendor card using the Views and Lists module.

Highest Rem. Level

Reminder Print

OPplus offers you 2 customized reminder reports, which are based on the standard of Business Central, but have been supplemented by associations and links. If the OPplus reports are to be used, they must be added in the report selection.

Setup ext. Reminder

Setup ext. Reminder - Test

Reminders with Associations

There is also the option to create a reminder for the association. The option "Incl. Association" is responsible for this in the processing of the reminder creation (Reminders/Process/Ext. Create Reminders...).

With Association

You will receive an ordinary reminder in which the individual association customers are listed one after the other. No separate reminder is generated for the customers contained in the association reminder.

In this example, a reminder was created for customer 60000, containing entries for customers 60000, 60001 and 60002.

A separator line is inserted between the individual customers. This line does not contain an entry, but only the previous customer number.

Assocation Reminder

Reminder Report Associations

The reminder report (as well as the test report) shows subtotals for the individual customers included in the reminder.

Subtotal in Reminder

Subsequent Application

If you want to subsequently applicate association or link entries, open the additional Ext. Cash Receipt Journal window and proceed as follows:

Application for a Association

  • Enter a line with one of the customers or vendors from the association without a balance account and with an amount of 0

Create Zero - Line

  • Open the Extended Application window and mark the desired entries for clearing. In the balance below, you can check whether the subsequent application is successful:

Open Ext. Application

  • When you exit the window by clicking OK, the application splits the entry according to the customers

Exit Applcation

  • Enter a line with one of the customers or vendors from the link without a balance account and with an amount of 0

Create Zero - Line

  • Open the Extended Application window and mark the desired entries for clearing. In the balance below, you can check whether the subsequent application is successful:

Open Ext. Application

  • When you exit the window by clicking OK, the application splits the entry according to the customers:

Exit Applcation