OPplus G/L Open Entries 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 G/L Open Entries

In the application menu, the functionalities of the module are available via the "Views and Lists" 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
• Associations
• Extended Lists and Reports
• Ext. Analysis (Trial Balance and Affiliation)
• Installment
• Multiple Pmt. Discount
• Ext. Fixed Asset
• Treasury

Descriptions of Icons

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

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

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

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:

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

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.

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.

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".

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

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:

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“:

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:

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:

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.

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:

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

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!

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 G/L Open Entries Module

This chapter describes how to set up and use the G/L Open Entries module (G/L Open Entries menu group).

You can use this module to create open entries for G/L accounts in the same way it is possible for customers and vendors. This can be especially useful when using or carrying costs such as „Money Transfer“, „Transit Entries“ or „Social Insurance Payables“ accounts.

Version

This manual describes version 15.00 of OPplus.

G/L Open Entries Setup

You use the G/L Open Entries Setup page to set up the OPplus G/L Open Entries module. You have to fill in this page for every company you hold in Microsoft Dynamics™ Business Central. This section describes the tabs and fields on the G/L Open Entries Setup page. To show the G/L Open Entries Setup page, click Setups → G/L Open Entries Setup in the menu.

Setup - General tab

Create Open Entries: Here you can set up the system to create open entries for already existing entries if you have specified a G/L account to build open entries.

• Blank
• If you select the blank option, only new entries will be set to Open. In order to activate the creation of open entries, it is required that the G/L account’s balance equals zero.
• All Entries
• If you select the All Entries option, only the existing entries of the G/L account will be set to Open if the G/L account’s balance is unequal zero.

Coloured Report-Hyperlinks: Activate this field if you want to show the hyperlink to the respective G/L account in the „G/L Account – Open Entries“ report in blue color. If you do not use the color, it is still possible to open the G/L account card by clicking on the account number.

Appln. between Currencies: Here you can either select the „None“ or „All“ option. If you select „None“, all entries within one application must be in the same currency, otherwise different currencies would be allowed.

Open Item Acc. vs. Open Item Acc. not allowed: If you activate this field, you may not use two G/L open accounts for application. Otherwise, you will receive the following error message:

Setup - Source Code tab

This tab is used to specify the source codes for the following transactions:

• G/L Entry Application (set to GLOEAPPL by default)
• Unapplied G/L Entry Appln. (set to UNAPPGLOE by default)

It is recommended to keep the default values.

G/L Account Card

With the G/L Open Entries module, the new OPplus function button is available on the G/L account card:

Via Navigate -> Account -> OPplus you’ll reach the OPplus G/L Account Card:

Build Open Entries check box (activate)

If you activate the Build Open Entries check box on the G/L Account Card, a dialog box appears asking you whether you want to enable the creation of open entries for the G/L account:

If you click Yes, the system will check the setting of the Create Open Entries field in the G/L Open Entries Setup as well as the current balance of the relevant G/L account. Depending on the values of these two fields, you can get different results which you’ll find in the following four scenarios:

Scenario 1

Precondition: Open Entries Setup → Create Open Entries field = Blank G/L account balance equals zero
Result: The Build Open Entries check box can be activated for the G/L account. Only new G/L entries will be set to Open.

Scenario 2

Precondition: G/L Open Entries Setup → Create Open Entries field = Blank G/L account is not zero.
Result: The Build Open Entries check box cannot be activated due to the existing G/L account balance. The following message appears.

If you do not want to change the G/L Open Entries Setup, perform the following steps to create open entries for a G/L account:

1. Post the balance of G/L account (A) to another G/L account (B).
2. Activate the Build Open Entries check box for G/L account A.
3. Post the respective entries that made the balance from G/L account B back to G/L account A.

If you change the G/L Open Entries Setup, please refer to scenario 4.

Scenario 3

Precondition: G/L Open Entries Setup → Create Open Entries field = All Entries G/L account balance equals zero
Result: The Build Open Entries check box can be activated. Since the G/L account’s balance equals zero, only new G/L entries will be set to Open.

Scenario 4

Precondition: G/L Open Entries Setup → Create Open Entries field = All Entries G/L account balance is not zero.
Result: The Build Open Entries check box can be activated. Due to the existing balance, all entries would be set to “Open”. The following message appears

For safety reasons, another message will appear:

If you click Yes, all entries of the G/L account will be set to Open.

If the G/L Open Entries account is a G/L account, which is posted indirectly via a bank account, the assigned bank G/L account and/or the bank transit G/L account will be considered for the application of entries.

Build Open Entries check box (deactivate)

If the Build Open Entries option on the G/L account card is activated and you want to deactivate it, the following dialog box appears asking you if you want to deactivate the creation of open entries (here shown for G/L account no. 1590):

If you click „Yes“, the system will check if the remaining amount of all entries equals zero. Only if this is true, the check box will be deactivated.

• Remaining amount equals zero in all entries → The check box will be deactivated.
• Remaining amount does not equal zero at least in one of the entries → The following error message appears:

Application Bal. Credit Account | Application Bal. Debit Account

These fields are used if you have an application balance for a G/L open account and you want to leave the Ext. Application. If no account is specified here, the G/L account number of the original journal line will be entered into the second line as usual.

Dimension for System Posting

The following options are available in this field:

If a system posting takes place (e. g. exchange rate adjustment), you can specify the dimensions to use in the corresponding account.
If you select „Gen. Jnl. Line (Always)“, the original dimension will be used.
If you select „G/L account (Always)“, the default dimensions of the G/L account will be used.
If you select „G/L Account (if empty Gen. Jnl. Line)“, the dimensions of the G/L account will be used if there is no dimension value in the journal line.

This field belongs to the Payment Import module. So it can only be used if this module is licensed.

Open Balance

The OPplus tab has a separate „Open Balance“ field, which always behaves the same in each version – independent of the Standard application. By clicking the field, you can open the “G/L Entries Rem. Amounts” page.

Entries incl. Rem. Amount

With the G/L Open Entries module, the new menu item called „Entries incl. Rem. Amount“ is available via the Process button on the OPplus G/L Account Card.

By selecting the „Entries incl. Rem. Amount“ menu item, you can open the „G/L Entries Rem. Amounts” page which, in comparison to the “General Ledger Entries” page, consists of five additional columns:

Remaining Amount: This field shows the remaining amount which must be applied before the entry itself is completely applied. The remaining amount is automatically calculated during posting and is updated each time you perform application. As is the case for customer/vendor ledger entries, the Remaining Amount field is a FlowField that leads to the newly created Detailed Gen. Ledg. Entries:

Open: This field shows if the entry amount is completely paid or if there is a remaining amount to be applied. If this field is activated, it indicates that the entry has not yet been completely applied.

Closed by Entry No., Closed at Date, Closed by Amount: These fields indicate the entry and the amount which were used to completely apply a specific entry (and to close it).

Apply Entries

On the „G/L Entries Rem. Amounts“ page, you can open the application page by selecting Process -> Apply Entries which resembles the application page of Microsoft Dynamics™ Business Central -Standard.
The application of open G/L entries is performed the same way it is done for person accounts. In addition, you can use this page to open the Detailed Gen. Ledg. Entries page.

Please note the following if the OPplus Payment Import module is used: If the application method of the Ext. Gen. Journal Template is set to „Extended“, the entry application is performed on the „Easy Match“ and „Extended Application“ pages. Otherwise, it is performed on an application page which resembles the application of standard Microsoft Dynamics™ Business Central.

Application of Open Entries on a G/L Open Entries Account and Customer or Vendor Entries within one Posting

If you want to apply a G/L entry and a customer or vendor ledger entry during posting, you must enter separate lines in the Gen. Journal Line.

If you enter the posting in one line (by filling in the Account No. and Bal. Account No. fields), only the customer or vendor ledger entry will be applied.
This is due to the program logic specifying that within a one-line posting the application of a customer or vendor ledger entry takes precedence.
In this case, you need to perform the application on the G/L Open Entries account subsequently.

Detailed Entries

From the „G/L Entries Rem. Amounts“ page, you can reach the related detailed G/L entries via Entry -> Detailed Entries, or by clicking on the Remaining Amount field.

Open G/L Accounts

In the OPplus menu, you will find the Open G/L Accounts menu item via G/L Open Entries -> Open G/L Accounts:

A page opens showing in the upper part the accounts that are set to „Build Open Entries“ = Yes.

In the lower part, you will find the respective G/L account entries.

Via Manage -> Edit List, this page will open in an editable mode. On this page, you can now directly set applications for individual entries. You’ll find the respective function via Manage -> Set Applies-to ID.

The system will automatically fill the „Applies-to ID“ and „Amount to Apply“ fields.

You can now perform the application by selecting Manage -> Post Application.

Furthermore, the „Apply Partial Payment“ function is integrated here.

Thus you can enter the application balance into the Amount to Apply field of the current entry and post the application. If the current entry doesn’t have an Applies-to ID, it will be set automatically.

Open G/L Entries from Interim Postings

OPplus includes a report to automatically apply open G/L entries resulting from interim postings. If you activated the Expected Cost Posting to G/L field on the Inventory Setup page in Business Central, you can use this report to apply the postings on these interim accounts, provided they use G/L open entries.
You’ll find the menu item here:

A request page opens where you have to filter on the respective open G/L account you want to analyze. Moreover, you can specify the posting date for the automatic application.
In the report, you can select which cases you want to analyze.

Furthermore, individual customer specific fields can be used for the analysis. You can select up to three fields you want to analyze:

If the user activates the analysis of an individual field, the respective field must be selected. If no field is selected, an error message appears:

G/L Account – Open Entries

By selecting G/L Open Entries → G/L Account – Open Entries from the main menu, you can print the open G/L Entries or export them to Excel:

Options tab: Here you can activate the Output to Excel field if you want to export the report contents to Excel. Moreover, you can select whether you want to show the Posting Date or the Document Date.

G/L Account tab: Here you can indicate the G/L accounts you want to consider in the report. In addition, a date filter must be specified.

If this report is opened e. g. by using a To Date filter, the Open Entries List will be printed based on an effective date (e. g. date filter ..31.12.2019 => all open G/L entries due as of 31.12.2019).

G/L Entry tab: Here you can indicate the G/L entries to be included in the report.

If you want to export the report without printing it, you must at least open the report by clicking the Preview button.

Use of Hyperlinks in Reports

If this functionality is to be used, then the configuration file has to be modified respectively so that the internal function “GETURL” creates the correct link.

The following key has to be added (XYZ acts as a place holder):

<add key=„PublicWebBaseUrl“ value=„XYZ“/>

For further information refer to: https://blogs.msdn.microsoft.com/nav/2013/11/04/creating-urls-to-microsoft-dynamics-nav-clients/#comment-1282

This is a task for the system administrator!

Using the G/L Open Entries and Extended Lists & Reports modules

If you use both the G/L Open Entries and the Extended Lists and Reports modules, the Entry Comment field will also be available in the G/L Entries Rem. Amounts table.
For more details, please refer to chapter „Ledger Entry Comments“ of the „Ext. Lists and Reports” manual.

Using the G/L Open Entries and Payment Export modules

Create a G/L Account Proposal

In combination with the G/L Open Entries module, you can now use a function to create a G/L Account Proposal in the Payment Proposals.
For further information, please refer to the Payment Export manual.

Using the G/L Open Entries and Payment Import modules

In combination with the G/L Open Entries module, you can now also use the Ext. Cash Receipt Journal to apply open G/L entries. If auto accounting rules exist for the account and if the amounts are the same, OPplus automatically applies the amount.
For further information, please refer to the Payment Import manual.