OPplus Payment Import Online Help
This manual contains a description of the functionalities of the certified industry solution OPplus, related to the following module: OPplus Payment Import
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. Export
- G/L Open Entries
- Extended Lists and Reports
- Ext. Analysis (Trial Balance and Affiliation)
- Multiple Pmt. Discount
- Ext. Fixed Asset
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.
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.
|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:
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 Payment Import Module
This chapter describes how to set up and to use the OPplus Pmt. Import module which is available via the Pmt. Import menu group within the Navigation pane.
Important information on initial setup
Before we start with the setup, we would like to point out that you should choose a very simple setup in the first step, because many facilities are only necessary to map special cases and therefore may not be completed until later.
For this reason we recommend the following procedure for the first setup:
- start in the setup of the module Payment Import (see Create OPplus Pmt. Setup Data)
- import the first bank statement, e.g. MT940 (see Pmt. Import via MT 940)
- set up the resulting interfaces (see Pmt. Import Interfaces)
- import the data again (see 2.)
- import the first import journal, which is now generated, into the Ext. Cash Receipt Journal
- edit the lines not assigned to an account or the lines where no automatic application has taken place and now adjust the facilities if necessary.
OPplus Pmt. Import Setup
The OPplus Pmt. Import Setup window is used to set up the initial settings (to be set up once), the bank import and the association default values.
You must fill in the fields of the OPplus Pmt. Import Setup window for each company you manage with Microsoft Dynamics™ Business Central. This section describes the tabs and fields of the OPplus Pmt. Import Setup window.
To open the OPplus Pmt. Import Setup window from the actions, click Setup Import / Export → Pmt. Import → OPplus Pmt. Import Setup.
Create OPplus Pmt. Setup Data
Before you can use the Pmt. Import module, it is necessary to specify the initial settings. For this, select Create Setup Data.
Through these initial settings, specific setup fields are filled, among others, with default values as well as the general journals which are used by this module.
The setup data is created only the first time you select this function thus ensuring that any existing configuration data is not overwritten.
Pmt. Import Tab
Please note that the paths are not available in the SaaS (cloud) solution.
Auto Accounting I Tab
Auto Accounting II Tab
Auto Application Tab
The following fields are relevant if the system has made an account assignment. This is only about finding an application.
Auto Application – Example Scenarios for Document No. Offset/Length
You can use these fields to specify a certain starting point as well as length for customer document numbers, customer external document numbers, vendor document numbers and vendor external document numbers. These values have an impact on how the system will search for open entries and application in the purpose text.
In the “Offset” field, you can use positive as well as negative integers.
In the “Length” field, you can use only positive integers.
Examples The following examples will show you how the various setups interact.
Positive Value in “Offset“ and “Length” = 0: This example is Pmt. Import on the document number “GB-12345678“. The first 3 digits should be skipped as they do not represent the significant part of the document number but the identification code of the subsidiary. Accordingly, in the setup you will enter “Offset” = 4.
|Doc. No. in purpose text||12345678|
|Doc. No. for application||GB-12345678|
For the application only the search string “12345678“ will be used.
Negative Value in “Offset“ and “Length” = 0: This example is Pmt. Import on the document number “12345678-GB“.The last 3 digits should be skipped as they do not represent the significant part of the document number but the identification code of the subsidiary.
It is possible to enter a negative value in the field “Offset”. For this example “-4”. Using the negative value, the document number is read backwards (from right to left) = “BG-87654321”. Starting point is the 4 but read backwards from the 4th position on.
|Doc. No. in purpose text||12345678|
|Doc. No. for application||12345678-GB|
For the application only the search string “12345678“will be used.
Usage of “Length“: It is not possible to specify ONLY a length. If you want to use a fixed length starting with the first position, then you have to enter a 1 in the field “Offset”.
For example you have a document number with 8 digits and at the end a location code for subsidiaries with various lengths e. g. “12345678-ABC-01“.
In the setup you set “Offset” = 1 and “Length” = 8.
|Doc. No. in purpose text||12345678|
|Doc. No. for application||12345678-ABC-01|
For the application the search string “12345678“ (the first 8 digits) will be used.
Positive Value in “Offset“ and “Length”: Furthermore, there is the possibility to have a prefix at the beginning followed by a document number of fixed length as well as a suffix. For example you have the document number “ABCD-12345678-001“. The first five digits belong to the prefix followed by an eight-digit document number and a four-digit suffix. In the setup you would have to set “Offset” = 6 and “Length” = 8.
|Doc. No. in purpose text||12345678|
|Doc. No. for application||ABCD-12345678-001|
For the application the search string “12345678“will be used.
Negative Value in “Offset“ with “Length”: In this example we have a prefix with an unknown length and a three-digit suffix at the end. The length of the document number is 8. In this case, you have to set “Offset” = -4 and “Length” = 8.
Example 1 document number: “111-12345678-GB“
|Doc. No. in purpose text||12345678|
|Doc. No. for application||111-12345678-GB|
Example 2 document number: “99999-12345678-GB“
|Doc. No. in purpose text||12345678|
|Doc. No. for application||99999-12345678-GB|
In both cases, the document number “12345678“will be used for application.
The string will be rotated by OPplus “BG-87654321-111“ and read from the fourth digit onwards -> 87654321 and subsequently used in the original order -> 12345678. The string will be rotated by OPplus “BG-87654321-99999“ and read from the 4th digit onwards -> 87654321 and subsequently used in the original order -> 12345678.
Backup for values that are too short: The minimum length which will be used as search string by OPplus is four. If a search string will end up too short due to the settings in “Offset” and/or “Length” then the document number will be used as it is stated in the purpose text.
Example 1 - Document number is stated with 9 digits in the purpose text
|Doc. No. in purpose text||123456789|
|Doc. No. for application||123456789 - As only 3 digits would remain, the document number will be used as stated.|
Example 2 - Document number is stated with 8 digits in the purpose text
|Doc. No. in purpose text||12345678|
|Doc. No. for application||12345678 - As only 4 digits would remain and the length is set to 6 digits, the document number will be used as stated.|
Example 3 - Document number is stated with 9 digits in the purpose text
|Doc. No. in purpose text||123456789|
|Doc. No. for application||123456789 - As only 5 digits would remain and the length is set to 3 digits, the document number will be used as stated.|
To set up texts, you can use the following wildcard characters:
|%1||document number of the applied entry|
|%3||payment discount amount|
|%4||payment discount %|
|%7||external document number|
|%8||external document number if filled, otherwise BC-internal document number|
|%9||regarding vendors the external document number if filled, otherwise BC-internal document number; regarding customers always the BC-internal document number|
|%10||document type (1 character)|
Extended Features Setup
If you want to work with the extended application function, there is an extended setup. In case of work with pmt. discount while applying, the application method must be set to Extended (the default setting is Standard) in the extended general journal templates so that you can work with the extended application function.
You can open the Extended Features Setup via Actions:
After opening the window, create the setup data first:
Extended Features- Ext. Application Tab
Extended Features - Auto Application Tab
Extended Features - Bank Import Tab
Extended Features - Texts Tab
Extended Features - Dimensions Tab
Extended Features - Currency Tab
This tab has a reference to the currency tool. For further information, please refer to chapter OPplus Currency Tool.
In addition, in consultation with your partner, it is possible to display 3 further fields on the currency tab. These fields are described in more detail with examples in the OPplus Foreign Currency area.
Extended Features - General Tab
The General tab provides general information about the version and allows you to define general settings.
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!
Accounting Hint Texts
The Accounting Hint Texts table is used for the evaluation of the purpose during bank imports. This only concerns the facts of automatic account assignment. These fields are not used for finding of application. The most important purpose is the prefix and suffix, which must be maintained in the same way as the respective number in the system (see below).
|Type||In this field, you can select the type (Customer No., Vendor No. or Document No.).|
|Hint Text||This field is used to specify the abbreviations used by the customers or vendors (e. g. CU. or CU.NO.). Normally, all letters are removed when processing the purpose, so this field does not need to be filled.|
|Prefix||A prefix can be specified here (example 1). With the AssistEdit you have the possibility to define 2 placeholders: Year (related to the work date) and Year (related to the current date). These placeholders are then converted accordingly at runtime. This is particularly interesting at the turn of the year, when the prefix changes from 2015 to 2016, for example.|
|Suffix||Here you can enter a suffix (see example 2).|
|Offset||If this field contains a value, evaluation will be started from a specific position.|
|Length||In this field, you can enter the length of the document number.|
|Pmt. Import Interface Code||If this account hint text should only apply to a specific interface e.g. PayPal, please enter it here.|
Example 1: account no. with a prefix: Your customer numbers always start with the prefix "D" followed by a 5-digit number ("D12345"). Customers sometimes use for their payments the number indicating the prefix and in some cases without the prefix. Create a line with the Account No. type. Leave the Hint Text column empty and enter the value "D" into the Prefix column: The application now tries to search for the variant including the prefix (D12345) as well as for the variant without the prefix (12345).
Example 2: document no. with a suffix: Your sales invoice numbers always start with 6-digit number followed by the abbreviation "VR" ("123456VR"). Some customer use the "VR" suffix and others do not. Create a line with the Document No. type. Leave the Hint Text Column empty and enter the value "VR" into the Suffix column: The application now tries to search for the variant including the suffix as well as for the variant without the suffix.
BC Code Accounting Rules
The BC Code Accounting Rules table is used for the evaluation of the purpose during bank imports.
In this view, only the accounting rules for the business case code (BC code) of the bank documents are shown (which means that a predefined filter with the value 42 is set in the Field No. field).
In OPplus Base, this table will be filled with values for the BC codes 104 (direct debiting), 105 (collection), 109 (charge back), 051 (transfer) and 152 (standing order) when running the Generate OPplus Setup Data function.
If the BC Code field in the import file lines has other values, the application will automatically copy them into this table as new catchwords 1. Here the Document Type field is always set to the Payment option and the Account Type field respectively to the Customer option.
Here you can account for fees (e. g. PayPal – import via csv port). Setup of fees is done via the options (“Fees from CSV-Port”, “Amount without Fees” and “Draw Sign of Fees”). Further accounting rules can be displayed by selecting Base → Setup > Accounting Rules. For a description of individual fields, please refer to chapter Accounting Rules.
Due to the fact that some bank institutions use the ”Posting Key” field instead of the “Business Case Code” field in order to explain the business case, the ”Posting Key” field will be copied into the “Business Case Code” field if the business case code is empty.
You can also specify accounting rules for other fields of the bank document. If you enter another value (other than 42) in the Field No. field, the record will be filtered out by the predefined filter. However, you can display/change it by selecting Accounting Rules.
The Accounting Rules window shows all account rules of the bank document – except for those of the BC Code field which can be displayed by selecting BC Code Accounting Rules. The Accounting Rules table is used for the evaluation of the purpose during bank imports.
Note.: The picture does not contain all columns/fields-> Show the rest via Actions -> Edit
|Last Date Used||This column shows the date the accounting rule was used the last time.|
|Quantity Used||This column shows the number of times the accounting rule has been used.|
|These fields enable to easily identify any unused or incorrect accounting rules.|
Keep in mind not to use the current year as a catchword. The accounting would take place which is prevented by a system check during entry.
Due to the fact that not all configurable fields are shown in this list, you have to click Actions -> Edit to open the corresponding Accounting Rules card.
Once you have switched via Actions onto the card you can specify up to 4 lines for initial account assignment. Furthermore you might assign postings groups as well as the different shortcut dimensions.
Accountin Rules - General Tab
Accountin Rules - Line 1 Tab
Accountin Rules - Line 2 Tab
Accountin Rules - Line 3 Tab
Accountin Rules - Line 4 Tab
Accountin Rules - Options Tab
Example for Text Selection:
The following example shows, that the corresponding text of purpose 1 (12345-Export-4321) has been used as posting description “-Export-“.
Adv. Accounting Rules
You can alsodefine an unlimited number of additional lines per accounting rule.
To do so, select the “Adv. Accounting Rules” icon on the Actions tab:
You can specify the following settings:
- Setup of line 1-4 on the Card and line 5 onwards in the Ext. Accounting Rules
- Setup of line 1-2 on the Card and line 3 onwards in the Ext. Accounting Rules
The user can freely define the lines as desired and does not need to change any existing accounting rules (if applicable). In the Adv. Accounting Rules window, you will find the same fields as offered in the Accounting Rules window.
During the import of an import line by using this accounting rule, the lines which are correspondingly set up will be created automatically.
Accounting Rule per Interface
The accounting rules can be defined differently for each interface. It is possible, for example, that an accounting rule should only apply to one bank account.
If you search for a value here, the window of registered interfaces opens and you can select the desired interface.
If the catchword is already being used for other imports, this accounting rule is therefore not used.
Alternatively, you can select the relevant account in the Import to Account Type and Import to Account No. fields.
This is useful if you post all payment advice interfaces to a particular G/L account, e.g. money transit. An accounting rule should then apply to all payment advice notes posted to this account.
Accounting Rule per Field
The “Field No.” field in the Accounting Rules is used to transform field contents, which refer to a particular field into rules.
For example, you can also select field 20 and the accounting rule only applies if a specific text appears in field 20 (purpose 2).
Alt. Bal. Account in Accounting Rule
In the Accounting Rule, it should be possible to select an alternative balancing account. This way, the Bal. Account field of the import interface is overwritten.
Example: If you want to charge an additional fee for payback, this may not debit the bank account. However, you can generate them automatically and post them as entries using the bank statement data:
In the Accounting Rule, the G/L Account 1360 is selected as Alt. Bal. Account.
An additional line is now created during import:
Setup Own Fields Values
It is possible to fill further and therefore also customer-specific fields in the journal line. This enhancement applies to BC Code Accounting Rules, Accounting Rules and Adv. Accounting Rules. Select the "Setup own field values" function button.
A window opens in which the field number must be defined accordingly.
By using the lookup function of this field, you get to a field overview in the journal line. A selection is correspondingly easy.
Select the field if, as an example, the salesperson code in the journal line is to be defined as fixed for a particular accounting rule.
In the "Field value" field you can enter a corresponding code. This code is only checked against the configured salesperson codes at runtime.
If an account assignment takes place using the set up accounting rule, the corresponding values are then filled in the journal line.
This enables individual fields to be filled without programming.
Customer / Vendor / G/L Account Exceptions
This table contains specific settings for customers, vendors and G/L accounts which can be defined as exceptions.
OPplus Account Setting Pmt. Import:
To enable simplified access to the setup from the respective accounts, the user is offered a button in the OPplus Customer / Vendor and G/L Account Cards:
Here, you can set up the corresponding exceptions (as the settings normally only apply for a few number of accounts).
The “OPplus Account Settings Pmt. Import“ window only contains the fields which are relevant for the Pmt. Import module:
|Account Type||Here enter the account type you want to specify an alternative setting for.|
|Account No.||Here enter the account number you want to specify an alternative setting for.|
|Skip Bank Account during Bank Import||In this field, you can indicate to automatically create imported bank accounts for this customer or not (= skip). In addition, the associated bank accounts of person accounts which have this field activated will no longer to consider during accounting. The field is set to No (=blank) by default.|
|Disable Auto Application||In this field, you can indicate whether to disable automatic application or not. The field is set to No (=blank) by default.|
|Alt. Application Method||For the “Alt. Application Method“ field, you can select from the options Blank (The value of the journal template will be used), Standard (The Standard application will be explicitly used for this account), Extended (The Extended application will be explicitly used for this account) or Extended on Entries (Application is done directly via the entry tables. However, the features of the Extended Application can be used. Due to the fact that the entries no longer need to be copied into an intermediate table, this setting is recommended to significantly improve the performance if a customer has a huge number of entries.). Select the “Standard“ option if an account has a huge number of entries and the features of the Ext. Application are not needed.|
By selecting this menu item, you can open the bank account list which is the same object form available in the Financial Management area of the standard application.
Ext. Customer Bank Accounts
With the OPplus Pmt. Import module, the following options are available for the customer bank account:
Blocking Customer Bank Account for the Import
Sometimes it is useful to block a customer bank account for import: for example, if certain documents are always paid by insurance companies instead of the actual customer. You should block the bank account of the insurance company for import in this case. These bank details are no longer analyzed by the import module.
To block a customer's bank account for the import, click Customer Bank Accounts. The Customer Bank Account List appears. You can now block the selected bank account for the import:
If you block a customer's bank account for the import, the Name field will be overwritten by the text "Blocked for BI" followed by the current date, e. g. "Blocked for BI 11 30 08". The code represents the number series specified in the OPplus Setup.
You can also open the list of blocked customer bank accounts:
If you have blocked a customer bank account for import, it can be unblocked again under the following conditions: the newly created customer bank account must be deleted again with the code from the number series!
When running the Generate OPplus Setup Entries function the first time, your own bank accounts will be automatically blocked for the import. To see your own blocked bank accounts, they will be listed in the beginning of the Ext. Customer Bank Account List window.
Ext. Vendor Bank Accounts
With the OPplus Pmt. Import module, the following options are available for the vendor bank account:
- Blocking bank account for the import
Blocking Vendor Bank Account for the Import
To block a vendor's bank account for the import, click Vendor Bank Accounts. The Vendor Bank Account List appears. You can now block the selected bank account by selecting the Blocked for Import menu item:
If you block a vendor's bank account for the import, the Name field will be overwritten by the text "Blocked for BI" followed by the current date, e. g. "Blocked for BI 11 30 08". The code represents the number series specified in the OPplus Setup.
You can also access the list of blocked vendor bank accounts by selecting the Ext. Vendor Bank Accounts button:
If you have blocked a vendor bank account for the import, it can no longer be unblocked. In such cases, you must create a new bank account.
When running the Generate OPplus Setup Entries function the first time, your own bank accounts will be automatically blocked for the import. To see your own blocked bank accounts, they will be listed in the beginning of the table.
Imported Bank Accounts
In many companies, customer and vendor bank accounts can only be created by selected employees.
Bank accounts automatically created by OPplus are saved in a separate table which can be found in the OPplus Pmt. Import menu:
In this table, you can see the imported data of the bank accounts. From here you have the possibility to create a 'real' bank account or to block one of these bank accounts for import:
With the Create Cust. / Vend. Bank Account function, the data record is transferred to the standard bank accounts for further processing where you can specify the mandates etc., if applicable.
In addition, a link to the customers and vendors is integrated in the OPplus page:
The data record is transferred to the standard bank accounts for further processing where you can specify the mandates etc., if applicable.
When importing the bank statements into the journal, this table will be analyzed in addition to the standard bank accounts, in order to create an account assignment by the program.
Ext. General Journal Templates
The following OPplus General Journal Templates are created by the initial setup [see chapter Generate OPplus Setup Entries]:
CASH – Cash Book Journal: The CASH Gen. Journal Template is assigned to the Pmt. Import → Cash Book Journal menu item. For more information on the cash book journal functionality, please refer to chapter Cash Book Journal functionality.
CHECK – Check Receipt Journal: The CHECK Gen. Journal Template is assigned to the Pmt. Import → Check Receipt Journal menu item. For more information on the check receipt journal functionality, please refer to chapter Check Receipt Journal functionality.
CR-EXT – Ext. Cash Receipt Journal: The CR-EXT Gen. Journal Template is assigned to the Pmt. Import → Ext. Cash Receipt Journal menu item. The Bank Import, the Extended Application and the Easy Match are available via this general journal template. However, the setup data only sets it to default. But you can change this:
For more information on the extended cash receipt functionality, please refer to chapter Ext. Cash Receipt Journal (journal functionalities).
ZA-ERW – Ext. Payment Journal: The ZA-ERW Gen. Journal Template is part of the OPplus Payments module.
You should set the standard payment journals to the extended application method since the options available in the extended application for the payment discount area are not used in the standard application. By selecting the Template button, you can open the list of associated general journal batches for the respective template.
You can set up the following parameters for each extended general journal batch:
Suppress Balance Posting: If you leave the Extended Application window by clicking OK even though a balance exists between the assigned invoices and the payment, the difference will be copied into a new general journal line. If you want to suppress this behavior, activate this field.
Number of Filled Lines: This field shows the number of the journal lines which have a filled Description field.
Test Balance in Application: If you leave the Extended Application window by clicking OK even though a balance exists between the assigned invoices and the payment, you must first confirm the difference (provided that this field contains a check mark) before you can leave the application.
Test Pmt. Discount Date: Here you can define the presetting for the “Pmt. Discount Date” field in the Extended Application window. Irrespective of the setting used during the application, the "Pmt. Discount Date" field will be filled with this preset field each time you perform application. If this field is activated, the system checks during the automatic application whether the payment is received within the payment discount date. If the payment is executed outside the payment discount date, the application does not take any payment discount amount.
Action if Application Balance <> 0: Here, unlike the OPplus Pmt. Import Setup, you can determine the actions to be performed by the system if you have an application balance in the Ext. Application. With the “Blank“ option, the pmt. import setting will be based on. With the “Standard“ option, a new line will be created according to OPplus standard. For the “Advanced“ option, a corresponding options window will appear which can be used to determine how to proceed with the balance.
Keep Pmt. Discount Difference: Here you can define the presetting for the “Pmt. Disc. Difference” field in the Extended Application window. Irrespective of the setting used during the application, the "Pmt. Disc. Difference" field will be filled with this preset field each time you perform application. This field is related to the field "Test Pmt. Discount Date". If both fields are activated, a supposed payment discount difference is deducted from the payment amount and the cash discount amount remains as open. This means that these two fields should always be activated if the payment always has to be within the payment discount period and payment discount is not accepted as goodwill.
Test Pmt. Discount Date vs. Doc. Date: The payment discount date is normally checked against the payment's posting date which in general equals the payment's posting date. If the dates are not equal and you want the system to check the payment discount date against the document date, activate this field.
Do not force Doc. Balance: In standard BC, the system checks the balance per posting date, document type, and document number. When importing a payment advice via OPplus, you can use the “One Bal. Account per Register“ option to get a separate document number for each line in the Pmt. Import Interface. With the “Do not force Doc. Balance“ option, the system will check per posting date and document type in the journal. That means you could post the following general journal:
Subsequent processing in the General Journal
You can use the Subsequent processing function in the general journal if you want to use a single document number for the entire general journal instead and, if necessary, also change the posting date:
In the window that opens you can enter the new data. By clicking on Change data button the general journal can be edited:
Pmt. Import Interfaces
The Pmt. Import Interface window is used to record the relation between accounts in your system and accounts in external files (bank statements and remittance advices) and the accounts in your system. For this, is not necessarily required that these are bank accounts. The import of statements with more than 512 characters in the Purpose field is supported in OPplus.
Here you can determine the accounts to be imported for a specific company. Furthermore, it can be determined which (bank) account to use to assign postings as well as the general journal to use (if applicable) for further processing.
If the import of the bank data includes bank accounts which do not yet exist in the Pmt. Import Interface, then the system will automatically mark those with a status of NEW and create a line for each new combination of bank ID, account ID, and currency ID found during the import.
For this, it is required that a number series is specified in the Pmt. Import Interface Nos. field on the Pmt. Import tab of the OPplus Setup window.
All other mandatory fields must be entered manually. The following fields must be at least specified correctly for each bank account:
- Import to Company (The user who performs the import must have write permissions for the company data of the respective company used when importing bank statements)
- Import to Account Type
- Import to Account No. (If these field contents are missing in the interface, the corresponding fields in the associated pmt. import lines will also be empty and the pmt. import into the gen. journal would fail!)
- Import as (balancing account or account), i.e. where the account (e.g. bank account) should be.
- Document No. Prefix (recommendation: unique for each bank account)
- Import to Journal Template Name (select OPplus EXT-CR)
- Import to Journal Name (see Ext. Cash Receipt)
The system will only import the amounts of those accounts into the Pmt. Import Lines window which have a value in the “Import to Company” field in the Pmt. Import Interface table. Furthermore, the "Interfaces Account No." field must be entered. If possible, the import interfaces will be automatically supplied with the corresponding bank accounts of each company during the first batch import of payment files.
Note: The picture does not contain all columns/fields
A customer has an open invoice (doc. no. 12345) to the amount of 100 € and an open credit memo (doc. no. 12345) to the amount of 20 €. If the amount of 80 € is transferred in the payment file with the doc. no. 12345, the system will automatically balance both entries.
If two records are transferred in the payment file for each entry, automatic balancing will not work in OPplus since the accumulated amount of doc. no. 12345 is 80 €, and not 100 € (invoice) or 20 € (credit memo). In this case, the “Check Sign“ field in the payment import interface makes sure the accumulation of invoices and credit notes is switched off to consider the documents individually. In the example above, the system will first balance the invoice to the amount of 100 € and then the credit memo to the amount of 20 €.
Please note that the import of bank statements should only be started from the company in which the interfaces are set up. The statement/import data are distributed from here to the respective companies.
Bank Import per Interface Settings
You have the option to set up the bank import for each interface separately. Please click the Alt. OPplus Setup button in the payment import interface if you have to configure something else, e.g. for a payment provider like Paypal:
If you select the “Alt. OPplus Setup” icon, the following message appears. Click Yes to confirm the creation of an alternative OPplus Setup.
The ”OPplus Setup per Interface” window fields are preset with values of the default setup and can be defined differently for each interface. With this feature, you can thus define specific accounting settings separately in order to get a maximum of automatic accounting/application. This option is also available in the Registered Import Interfaces. Furthermore, you will find a field which indicates if an alternative setup exists for the interface.
Pmt. Import Directories
The payment import directories are used to specify the import directories for the different payment import file types and then using an import directory batch job. Please make sure that you define individual UNC paths for the respective file types:
- CSV Port
- Credit Card
To import a directory using a batch job, place the cursor on the desired record and click “Import Directory”.
Furthermore, it is possible to restore a directory which has been previously imported. Here, the imported files are manually copied from the backup directory and pasted back into the original directory so they can be re-imported using the functionality described. To do this, select the "Restore Directory" feature.
If you select the “Restore Directory” feature, all objects included in the backup directory will be restored.
The import directory function is only available in the OnPrem installation of OPplus. This function is not available in the OPplus365-App for BC from the AppSource. See "Import Directory via Blob Storage" for this scenario!
Example for the use of the “Restore Directory“ feature:
This feature is useful, for example, if you use a CSV port to import payments. It may happen that no account numbers are transferred via the interface. The CSV port is therefore used to define a default value. After having imported multiple files, the system will identify that numbers have been transposed during setup. The system will correct the transposed numbers as well as restore and re-import the directory.
To import all set up directories, select the “Import All“ button. The directories will be imported one after another and saved in the backup directory.
Standard Posting Method in Ext. Application
With the OPplus Ext. Application, you can create one posting for each applied document. You can select the “Standard” posting method (= one payment entry). This configuration does not prevent access to the extended application and its corresponding functions. The setup is integrated on the Ext. Application tab of the Ext. Features Setup window.
The following example illustrates how to applicate 4 invoices with one payment.
OPplus Standard Application: Using this application method and the simultaneous setting up of the "Post Pmt. Sum" function, the following customer entries are created, as can be seen from the preview posting:
The marked two entries are generated by posting the payment total:
- Total payment amount
- Balancing posting and ‚ closing ‘of the total payment amount
The application entries are generated using the (see above) Application Splitting function. Each invoice is applicate separately.
The advantage is that you can immediately see which document has been applicate based on the payment posting.
The disadvantage is that a large number of entries may be created. Therefore, you have the alternative of using the BC standard posting method:
BC Standard Application: Only one customer entry is posted.
With the Standard application method, you no longer have the following options, because no single payments are posted:
- option to apply payment discounts on partial payments
- the foreign currency options
- “Unapply Single Application“ feature
- “Dim. for Apply Line Details“: Applied Entry
The interfaces to external text files in the .csv format are maintained in the CSV Port Card. When selecting the menu item, the CSV Port List window opens.
With OPplus, you already have access to the following predefined standard bank interfaces: MULTICASH, SFIRM-I and SFIRM-II, AVIS_OPP.
CSV Port functions in the Ribbon
New: Create a new CSV-Port.
Edit: Opens the CSV Port card in edit mode.
View: Opens the CSV Port card in view mode.
Delete: Deletes the selected CSV port.
Import / Export: Via this function, the import/export is processed according to the set direction.
Restore Standard Bank Interfaces: You use this function to create the predefined standard bank interfaces.
Export CSV-Ports: This function exports the master data of all CSV ports to a file.
Import CSV-Ports: This function imports the master data of CSV ports from a file.
Copy: When you select this function, the system creates an identical copy of the active CSV Ports with the addition (COPY). For example, if you copy the "MULTICASH" Port, the program creates a new CSV Port with the "MULTICASH (COPY)" code.
CSV Register: This allows you to view the logged actions of the selected CSV port if the imported data was not a bank import.
Actions concerning CSV ports not equal to bank import/ advice will only be logged if the Update Logfile field on the Options tab of the CSV port card header is activated.
Pmt. Import Register: Here you can open the "Open Pmt. Import registers" page filtered to the selected CSV port.
To create a new CSV port, click on the plus sign. Optionally this can also be done from the list.
This tab is only visible if the “Import“ direction is selected.
This tab is only visible if the “Export“ direction is selected.
Note: The figure does not contain all columns/fields
If required, the user can make further specifications for each line by selecting the Manage button → Edit Field menu item.
For more information, please refer to chapter CSV Port Card – Functions ribbon.
Format String / Fixtext Feature Enhancement
There are CSV files still to be calculated for use in BC, in which values are transferred. There are also cases in which several values from the file are to be put together in one column. Therefore you have the possibility to enter formulas in the CSV port line. In order to use formulas, the “Format String / Fixed Text” field has been enhanced and is to be used to enter the formula.
To use fields in a new column for calculation, the columns can be specified with the ‘#‘ character. For this, the “Used for Fieldlink” field must contain check mark. This causes the system to remember the value. These fields can pre-formatted (e.g. sign, factor) in the formula via the field settings.
The formulas are processed in order. Mathematical rules, such as ‘dash calculation before point calculation´ must be realized by using parentheses. Also, calculating with percentages is not implemented since the percent sign for “percent codes” are already used for variables (Today, Month Last ...).
Available calculations types
Example: Calculation of Field Content
The file contains a gross amount and a net amount. From this you want to calculate "payment discount indicated":
Activate the "Used for Fieldlink" field for columns 3 and 4. The values are needed later in the calculation. In the newly added column 12 activate the "Formula included" field. Thus, "payment discount indicated" is calculated with the formula #4-#3.
Example: Column Combination
Assign debit/credit indicator and gross amount for Amount field The file contains the debit/credit indicator in one column and the gross amount in another column. The combined amount should then be inserted in the newly added column 12.
First you define a mapping for the d/c indicator in column 5. Thus a sign is passed instead of S and H. For more information, please refer to section Button Mapping.
Note the values in columns 4 and 5 by the check mark in the "Used for FieldLink". Because there is no calculation, do not activate the "Formula included" field in contrast to the calculation. With the entry #5#4 in "Format String / Fixed Text" field the sign (mapped value from column 5) is written with the amount (value from column 4) in the Amount field.
In the CSV port, it is possible to perform mapping in order to map the existing values of the source file (old values) to the new values during the import. This can be used, for example, to change a debit/credit indicator to + / - so that an amount can be imported correctly:
CSV Port Card - Functions Ribbon
By clicking the CSV port code you open the CSV port card. This ribbon contains the functionalities related to the opened CSV port.
The menu options of the “Fields/Columns“ submenu can be used to rebuild the definition of the fields/columns for the CSV port.
Rebuild From File: Testing the file and creating a line for each column found.
Rebuild From Table: Inserting a line for each field of the selected table.
Rebuild User Defined: Creating 5, 10, or 20 columns using the default settings.
The Operation submenu contains functions for importing / exporting the specified file.
Import / Export: This function is used to perform the import/export according to the set direction.
Preview: For import only. The preview is very helpful when defining a port with fixed field positions. For now, we will use the default 8626 "Migration Records" window to display the preview.
Please note that this window always displays the fields in the order of the table definition is displayed. They are not displayed in the order you defined for the CSV port.
Please also note that the "Invalid" column is irrelevant in this context. The "Migration" button has no function - at worst it can cause a runtime error without consequences.
In the register submenu you will find logs / registers about the performed imports / exports.
CSV Log File: By using this function, you can show the actions logged for the CSV port if the imported data does not represent a bank import.
Actions of the CSV port (unequal bank import/remittance advice) are only logged if the Update LogFile field on the Options tab of the CSV Port Card window is activated.
Pmt. Import Register: This opens the „Open Pmt. Import Registers“ page filtered to the selected CSV port.
Functions: In the Functions menu you find functionalities for editing the fields / columns of the CSV port.
- All active -> Placing the “Process only” field for all lines to NO
- Mark all columns processing only -> Placing the “Process only“ field or all lines to YES.
- Validate All Columns -> Placing the “Don’t validate“ field for all lines to NO.
- Validate No Column -> Placing the “Don’t validate“ field for all lines to YES.
- Col. Nos. 1,2,3… -> Numbering the “Column“ field starting with 1. The shown sorting will remain.
- Col. Nos. 10,20,30… -> Numbering the “Column“ field starting with 10. The shown sorting will remain.
The menu options of the “Fields/Columns New“ submenu can be used to rebuild the definition of the fields/columns for the CSV port.
- Rebuild From File -> Testing the file and creating a line for each column found.
- Rebuild From Table -> Inserting a line for each field of the selected table.
- Rebuild User Defined -> Creating 5, 10, or 20 columns using the default settings.
The menu options of the “Fields/Columns Add“ submenu can be used to add additional fields/columns to existing definitions. The single menu options correspond to the menu options of the “Fields/Columns New” submenu.
- From Table
- Append From Table
- Append User Defined Columns
CSV Port: The CSV Port submenu contains functions for copying and exporting the CSV Port.
COPY: If you select this function, the system will be copied an identical copy of the active CSV Port with the addition (COPY). For example, if you copy the „Multicash“ Port, the system will create a new port with the code „Multicash (COPY)“.
Export CSV Port...: This function exports the CSV Port master data to a file.
CSV Port Line
By clicking the Manage/Edit Field menu you can open the card of a CSV Port line.
Due to the fact that mapping of CSV Port columns was only applied to the current field, it has been requested to introduce a supplement which enables to control other fields by using “If .. Then ..“ configurations.
For this, the new “Ext. Mapping“ field has been introduced in the CSV Port line.
By activating the “Ext. Mapping“ field, the user is able to specify the mapping conditions. If the “Ext. Mapping“ field is deactivated, the former mapping logic “old value-new value“ applies.
If mapping of the line is opened (with the “Ext. Mapping“ field activated), the system will show additional fields which allow to specify “if-then“ configuration. The functionality of “simple“ mapping remains unchanged. It still serves as a basis for the enhanced feature.
Individual Fields and Options
The “Old Value“ and “New Value“ fields represent the simple mapping feature and are used to convert value A to value B. The “New or Old Value“ option determines if you want the system to check against the value of the file or with a mapped value. With the (=, <,>, <>) condition, the system will check the value saved in “Value 1“ field. If the condition is met, a value will be assigned in the port line specified in the “Then-Column“. You can use a fixed value to be entered in “Value 2“ or assign a previously imported value from a previous column (“Value from Column“). For this, you can select the “Original Value“ or the “Mapped Value“ option. If no option is selected or if there is no mapping for the specified column, the imported value will be used.
With the enhanced feature, you can now add an additional condition: If the old value/new value matches the condition in value 1, write value 2 in column X or write value from column Y. Here, you can choose whether to use the originally imported or the mapped value. This means that an already imported value (which is possibly also mapped) can be assigned to a field which is still to be processed. All previously processed columns, incl. the current field of the currently processed line, can be used as “Value from Column“. Only columns of the current line which are still to be processed can be used as value for the “Then-Column“. In addition, you can specify a mapping from “Blank“ to a specific value in the target column in order to define a default value for this field if no mapping takes effect.
If a fixed text is defined for the column, it is used in the Ext. Mapping for testing. The output value is possibly overridden by the Ext. Mapping feature. Formulas which are calculated only serve as a basis for Ext. Mapping.
Keep in mind that the specified Ext. Mapping will be processed line by line. The system will use the last found valid mapping. For text fields, a comparison is only possible with “=“ or “<> “.
In the screenshot below, you can see a number lines in order to e. g. fill the value date by using the value of the posting date. The following examples are used to exemplify the possible options.
Mapping of 01-13-2015 to 010111 and check if old value (01-13-2015) equals value 1 (01-13-2015). If the condition is met, copy the value 010101 in column 26. Result (left source data, right pmt. import lines):
Mapping of value 01-11-2015 to 01-11-2016 and check if new value = 01-11-2016. Then copy originally imported value (old value) from column 1 (posting date) in column 26.
Result (left source data, right pmt. import lines):
Mapping of value 01-14-2015 to 01-01-2015 and check if old value = 01-14-2015. Then copy value 030303 in column 26.
Result (left source data, right pmt. import lines):
Mapping of value 01-12-2015 to 12-12-2012 and check if new value = 12-12-2012. Then copy mapped value from column 1 in column 26.
Result (left source data, right pmt. import lines):
Step-by-Step: Setting up a CSV Port for the Bank Import
Analyzing Statement File
Open a sample of the external statement file by using an editor or a spreadsheet. Get an overview to see which field delimiters and character sets is used and if any superfluous headers and footers are included. For this example, we assume that you have a CSV file in the ANSI character set with semicolons used as field delimiters. The first line shows the column headings whereas the last line includes the balance. Between these two lines, the amounts of an accounts are listed which is unknown to your bank import up to now.
It is recommended to use a copy of the statement file during setup since the system normally does not allow access to a CSV file which is already opened by showing an error message. This may also happen during regular operation if the file has been opened elsewhere for any reason.
It is recommended to use a copy of the statement file during setup since the system normally does not allow access to a CSV file which is already opened by showing an error message. This may also happen during regular operation if the file has been opened elsewhere for any reason.
Creating CSV Port
- OPplus 365 → Pmt. Import → CSV Ports →New
- Enter a code and a description.
- Specify the path and the name of the statement file.
- Activate the “Pmt. Import” field. The Direction, Table, and Sort By Key fields will be automatically filled with the required values.
- Specify the Text Format external File field (by selecting the “Windows” option), the Separator field (by entering a semicolon) and the Delimiter field (by entering a “ (double)).
Creating CSV Port Lines
Now you must create a CSV Port line for each column of the statement file. Using the function Fields/Columns -> Rebuild from file, you can conveniently create the lines here while retaining the sort order specified in the file. For more information, please refer to chapter CSV Port Card – Functions ribbon.
If the process is performed successfully, the system will create a CSV Port line for each column of the statement file by filling in the Position and Description fields. The position number sequence is generously spaced which allows the user to enter additional fields subsequently. The values in the Description field originate from the first line of statement file. In this example, you will find the statement file's column headings listed one after another.
After creating the CSV port lines, on the Import tab, specify that the first line is to be skipped during import. This line contains the column headings and could cause errors during import. In our example, we do not have to cut off lines, because all lines should be imported.
Assign Lines and Columns
In the following, you will have to assign the corresponding fields of the Pmt. Import Line table to the columns you want to inherit. For this, click the lookup button in the Field No. The CSV Port field selection of the Pmt. Import Line (5157809) is opened. Click the field you want to consider and then confirm and close the window by clicking the OK button. The CSV Port Field Selection window is closed. Alternatively, you can enter the field number manually if you know it. Now you can see the number and the name of the field (in the Description field) in the CSV Port line.
Proceed the same way as described for the remaining lines.
It is not necessary to expressively mark any columns you want to skip with Suppress = Yes. As long as no field has been assigned to a line/column, it will be ignored during import. In this example these are columns 3 and 7.
However, it is required to keep the exact column sorting of the statement file in the CSV Port lines.
It makes sense to import information used for account assignment and allocation into the Purpose fields of the Pmt. Import Line. In our example, this is column 1 (invoice number) and column 6 (customer number).
Please check if the Bank-ID (bank identification number), Bank Account-ID (bank account) and Currency-ID (currency code) fields which are mandatory for the bank import have been assigned. If not, you must manually adjust the content of these fields and then add the missing fields.
If the file does not include any bank account data, e. g. for payment advices, define a description for the bank account and bank ID. The Pmt. Import Interface is created with these values. In our example the currency is contained in the file. For Bank ID and Bank Account ID, however, new lines (columns 8 and 9) must be added.
Creation of the Pmt. Import Interface
Now start the import via Process -> Import/Export. A new interface is created and the following message appears:
Click on Yes and the pmt. import interfaces list is opened:
Setting Up the Pmt. Import Interface
If the payment import interface list did not open, open it manually. A new interface was created with the values specified in the CSV port.
Note that an interface is created for each combination of bank ID, bank account ID and currency ID. If the file contains several currencies, an interface is created for each currency.
The new interface must now be set up for further processing. For more information, please read the Pmt. Import Interfaces chapter.
Checking the Import
You can see the import results in the payment import register. For more information, please read the Open Pmt. Import Registers chapter of this manual.
Note on “Direct CSV Port Import into a Gen. Journal“
If you want to import a file directly into a general journal by using a CSV port, you need to consider the following:
- Make sure that the “Bank Import” field is not activated so that the target table can be selected. If the field contains a check mark, the import table will be directly set to 5157809 “Pmt. Import Line”.
- To import the data into a journal, you need to select table 81 “Gen. Journal Line”.
- If the key fields (Jnl. Template Name, Journal Batch Name, Line Number) are not imported via the file, you need to append them below the field assignments.
To make sure that the line number is incremented and entered automatically, you can use the “Auto Increment” and “Increment Value” fields to specify the intervals
Import Pmt. Files (Account Transactions)
This chapter describes the import process of account transactions from external files. Depending on the respective format as well as on the OPplus Setup values, the import process is performed via a number of different menu items.
Pmt. Import via CSV Port (with Standard Interface)
If you have specified a standard interface with a valid file name, the following dialog box appears when you open the Pmt. Import via CSV Port:
Yes = The file specified in the standard interface will be imported. The corresponding entries will be logged in the Pmt. Import Register. No = The list of available CSV Ports opens. For the next steps to be performed, please refer to section Pmt. Import via CSV Port (without Standard Interface).
You can specify a standard interface in the OPplus Setup on the Bank Import tab (see chapter OPplus Setup → Bank Import tab). In order to use this for the payment import via CSV, it is required that
- the “Filename Pmt. Interface File” field in the OPplus Setup
- the “Filename” field in the corresponding CSV Port Card is preset.
Pmt. Import via CSV Port (without Standard Interface)
If no standard interface has been specified or no filename is entered on the CSV Port Card of the standard interface, the CSV Port list opens with the available CSV Ports you can use for the bank import when you open the Pmt. Import via CSV Port. Select the port you want to use for the import process and run the process the process by selecting Functions → Import / Export:
Please note that only CSV Ports which have a valid entry in the Filename field can be used.
The file specified in the selected CSV Port will be imported. The corresponding entries will be logged in the Pmt. Import Register.
Pmt. Import via MT 940
If you open the Pmt. Import via MT940 report, the STA file import window opens:
When you confirm the entries by clicking the OK button, the selected file will be imported and logged correspondingly in the Pmt. Import Register.
If the interface is created for the first time, it will be marked as “New“. If this field contains a value, the import cannot be performed.
If an interface has already been marked as “New“ before using the “Pmt. Import via MT 940“ feature, the following message will appear:
If you select “Yes“, the import will be performed. All interfaces already marked as “New“ will be skipped by the system. If you select “No“, the import will be stopped. Background: If you want to import a company‘s bank data first and postpone the import of other banks, then the bank data of the correctly defined interface will be processed only. This field is only relevant for the MT940 import.
Pmt. Import via BESR (Payment Import CH)
If you open the Pmt. Import via BESR report, the V11 file import window opens:
If you confirm with “Open“, the selected file will be imported and logged in the Pmt. Import Register.
Pmt. Import via CAMT
If you open the Pmt. Import via CAMT report, the XML file import window opens:
If you confirm with “Open“, the selected file will be imported and logged in the Pmt. Import Register. If the interface is created for the first time, it will be marked as “New“. If this field contains a value, the import cannot be performed.
With the CAMT Directory function, you can import the CAMT files of a complete directory in one step. You can open the function via the Pmt. Import Register. For more information, refer to the CAMT Directory chapter.
Pmt. Import via CAMT 54
It is also possible to import CAMT 54 files in addition to CAMT 53 files. The SEPA CAMT 54 format is used to replace the DTI procedure (= resolution of collective postings) and is an alternative to the debit and credit payment advice. The process of a CAMT 54 import is the same as the existing imports. In the application, you will find the “Pmt. Import via CAMT 54“ menu.
Open the menu and select a CAMT 54 file to start the import.
After having created the interface, the import can be started. The values will be provided in the Pmt. Import Register.
Pmt. Import via REMADV and PI
If you receive payment advices as REMADV file, you can import them here:
Subsequently, the following window appears:
|Filename||This field is used to enter the complete path and file name of the file you want to process. You can select an existing file by clicking the AssistButton.|
|Posting Date||This field is used to enter the date on which you want to post the general ledger entries.|
|Partner||This field can be used in the Accounting Rules in catchword 2. In case you have entered a partner upon importing REMADV, this partner will be entered in the “Catchword 2” field giving you the possibility to have per partner equal deduction types with different accounting rules.|
Upon importing REMADV the accounting rules are used for accounting the deduction types. The located deduction types will be entered in the “Catchword” field. In case you have entered a partner upon importing REMADV, this partner will be entered in the “Catchword 2” field giving you the possibility to have per partner equal deduction types with different accounting rules. The located document number in REMADV for document search might be affected via the accounting hint texts.
According to the OPplus logic, they are imported via pmt. import interfaces and pmt. import registers. Here, the system tries to perform accounting and automatic application. Any lines which are not automatically applicate by the system need to be processed by the user. Import during imports via REMADV:
The value specified in the “Partner” field will be entered in the Pmt. Import Interface in the “Interface Account No.” field. If no partner is found, a new pmt. interface will be created.
Furthermore, records are created in the BC Accounting Rules during the import, which include a search term as catchword for account assignment (for documents/adjustments/ etc.) and ‘partner’ as catchword 2.
In this example, the 2 BC codes are created referring to documents (DOC) and 5 BC codes referring to adjustments (AJT). Now the user can determine which accounts to use for posting the documents/adjustments.
In the BC Code Accounting Rules, you have the option to use the “Insert per Document” field.
If you activate this field, the system will insert an additional line for each line in the journal. If you leave this field deactivated, the system will insert a line including the total sum.
If the created BC code refers to a pmt. discount amount, you can use the “Mark as Discount in REMADV” field. If this field is activated, the pmt. discount (if an associated document is found) will be taken, posted and copied into the journal. If no documents are found, the system will show the total sum for the open, unassigned pmt. discount amount in the end of the journal.
The same functionality applies for “Del credere“.
Pmt. Import via EPA (Credit Card)
If you open the Pmt. Import via EPA (Credit Card) report, the credit card TXT file import window opens:
If you confirm with “Choose“, you are able to selected a file which will be imported and logged in the Pmt. Import Register.
The user is offered 3 separate codeunits for automated import via the task queue. These codeunits must be set up accordingly. The following codeunits of OPplus are to be used:
- 5157816 - Directory Import via Job Queue
- This codeunit is used to automatically perform the directory import.
- 5157817 - Pmt. Import via Job Queue
- This codeunit is used to automatically import the already imported registers into the journal. This is done within one company (not for all companies). It is required that the corresponding target journal is set up in the pmt. import interface. All other registers will be skipped.
- 5157818 - Pmt. Import and Post via JQ
- This codeunit is used to automatically import the registers (according to the logic of the previously used codeunit) and to automatically post the journal. For this, it is required that all imported lines have the “Automatic“ or “Finished“ status. If this is not the case, posting will be skipped. With this batch, the system will create a Gen. Register for each document since the system only posts complete document numbers.
These codeunits are provided within the context of a framework. If a customer wants to use another logic, you can adjust the codeunits accordingly.
Open Pmt. Import Register
By using the Open Pmt. Import Registers table, you can show all imported open files of the CSV ports for bank import /advice as well as all imported files of other payment formats (MT940, CAMT, etc.). Pmt. import registers are considered as “open” where the “No. of not posted Lines” field is not “0”. For each account number, you will find a separate entry in the external file. It is also possible to import several files in one step by clicking the Function button. For more details, see below.
Note: The picture does not contain all columns/fields
For each Pmt. Journal Register, you can display the associated import lines by selecting Register and then Import Lines:
It is important that balancing in OPplus is performed in two steps. In the first step, the system will simply try to perform accounting by using accounting rules, accounting notes and settings. If an account is found, the system will start a completely different program part. This part is responsible to search documents and to analyze the different texts again based on the document settings in the OPplus Setup.
With this accounting reference, the system already knows how to find the account. If payment assignment is done by matching the payment document number with the document number available the system, it is possible that the document is already found by simply using a filter. In this case, the system no longer needs to look up all entries to find the document.
It may happen that you want to start a refund with certain payment providers, such as Paypal. We have generated an exit point for this. In this code unit you can define individual refunds. OPplus partners can use the predefined example in the respective codeunit which needs to be modified accordingly. You will find this feature in the Pmt. Import Lines window. If the functionality is not integrated, the following message appears.
Mark as posted:
As an alternative to individual lines, you can also mark an entire import register as posted. In this way it is no longer visible as an open register:
Move to archive:
By selecting this menu item, you can move the import register into the archive so that only journals which need to be processed remain, with the history being outsourced.
This is useful if you have a huge number of registers and you need to improve the performance of the system.
You can also move registers into the archive which have not yet been processed completely. Any unposted data is still available for processing. Registers are completely moved to the archive only after having finished processing all records.
Transfer imported data to a general journal for editing
Import to Ext. Cash Receipt Journal:
By selecting this menu item, you can import the current payment import register into the journal specified in the associated payment import interface.
Open to Ext. Cash Receipt Journal:
By selecting this menu item, you can open the journal specified in the associated payment import interface.
Now you can work on the corresponding journal (see Ext. Cash Receipt Journal (Journal Functionalities))
If you want to import payment import files, you may not know what type of file it is. For this purpose, you can choose to import using File Gateway. The program recognizes the type of file and selects the correct report for import internally:
In the window that opens, simply select the file to be imported and the import begins.
Get Statements via Webservice:
If you work with a banking program or a bank that also provides the bank statement data via webservice (see e.g. https://www.konfipay.de/), you can get the data via webservice here after appropriate settings of the payment provider:
The following procedure runs in the usual sequence.
Import MT940 Directory or CAMT Directory:
The following fields of the OPplus Setup must be specified for the Import MT940 Directory function:
- MT940 Import Path
- MT940 Backup Path
- MT940 File Extension
If you select the Import MT940/CAMT Directory menu item, the system will import all files with the MT940/CAMT file extension specified in the corresponding field from the MT940/CAMT import path. The system will create a set in the Pmt. Import Register table for each bank account found during this process. At the same time, the imported files are copied from the MT940/CAMT import path to the MT940/CAMT backup path.
Imports from the Import Register:
By selecting this function, the user can import single MT940 files by using the Pmt. Import via MT940 report. For more details on the report, please refer to chapter Pmt. Import via MT 940 (single file). CAMT …:
By selecting this function, the user can import single CAMT files by using the Pmt. Import via CAMT report. For more details on the report, please refer to chapter Pmt. Import via CAMT (single file).
If you select this function (if available), the user will be asked whether to use the default CSV port. If not, the CSV port list will be shown. For more information, please refer to chapter Pmt. Import via CSV Port.
This feature allows the user to import a single V1 file by using the Pmt. Import via BESR report. For more information, please refer to chapter Pmt. Import via BESR.
This feature allows the user to import a single CREMUL TXT file by using the Pmt. Import via CREMUL report. For more information, please refer to chapter Pmt. Import via CREMUL.
This feature allows the user to import a single CAMT XML file by using the Pmt. Import via CAMT report. For more information, please refer to chapter Pmt. Import via CAMT.
This feature allows the user to import a single payment advice by using the Pmt. Import via REMADV report. For more information, please refer to chapter Pmt. Import via REMADV.
This feature allows the user to import a single EPA file by using the Pmt. Import via CC (EPA) report. For more information, please refer to chapter Pmt. Import via CC (EPA).
Pmt. Import Interfaces:
With this feature, you can open the payment import interfaces. For more information about interfaces, please refer to chapter Pmt. Import Interface.
Pmt. Import Directories:
With this feature, you can open the payment directory list. You can specify the directories to be used for file imports. For more information about payment import directories, please refer to chapter Pmt. Import Directories.
Through this field, you get to the payment provider list, where you are able to set up and view payment providers for webservices.
Deleting Pmt. Import Register
The user has the option to delete any existing payment import registers. This functionality does not only supports the user during the initial phase in the event that data is imported twice, it can also be useful for the following scenario:
The user imports a file for which the application makes a new entry in the Pmt. Import Interface table for a new bank which exists in the file. The associated lines in the file are skipped during this import process.
The user now has the possibility to enter the missing data manually into the Pmt. Import Interface table. The user then deletes the original Pmt. Import Register and runs the import again. Based on the data which the user has manually entered the associated lines will be imported as well.
If you have performed the original import by selecting the “MT940 Directory “or “CAMT Directory” function, you must first restore the file (see section Pmt. Import Register).
You can also delete import registers even if the associated import lines are marked as posted. Please note that in this case the value of the “Pmt. Import Entry No.” field (“Entry No.” of the import line) will get lost for the associated entry posted.
All Pmt. Import Registers
In addition to the ”Open Pmt. Import Registers”, you can also use the list of all import registers which you will find under the “All Pmt. Import Registers” menu. It is an unfiltered list of all registers providing the same functions described above.
Pmt. Import Register Archive
You have the option of archiving import registers. You can display the corresponding result in the Pmt. Import Register Archive.
Deleting of Pmt. Import Registers
In addition you have the option to delete (archived) payment import registers including respective lines. When deleting the Pmt. Import Registers, any pending/open registers which exist in the G/L journal will not be deleted. These records still remain! The archived registers will be deleted without any further checks. This feature can be found on the “All Pmt. Import Registers” and “Pmt. Import Register Archive” windows.
The report shows the data of the currently selected record and can be specified by setting respective filters. It is important that the tables are not cached and no longer be reconstructed after deletion.
Print Pmt. Import Register
If the bank statement data is retrieved via webservice, you will no longer receive a bank statement in paper form from the bank. However, in order to give a user this possibility, the Zlg. Import Journal can be printed. The printout resembles the bank statement and reflects the imported values.
You can print the report via the Open Pmt. Import Registers window.
Processing of payment imports, e.g. bank statement data or payment advices
Transferring Imported Pmt. Files to Gen. Journals
The process of transferring imported payment entries (account transactions and remittance advices) into general journals can be, depending on the applied procedure, performed by a number of different menu items:
Open Pmt. Import Registers:
You have an overview of all registers still to be processed from here. You can import the data from here and open the general journal directly afterwards:
The payment import lines are copied into the general journal specified in the associated payment import interfaces.
The following field entries of the payment import interfaces will be considered when creating the general journal lines:
- Import to Account Type
- Import to Account No.
- Prefix Document No.
- Import to Journal Template Name Import to Journal Batch Name
For more information on these fields, please refer to chapter Pmt. Import Interface.
Ext. Cash Receipt Journal → Pmt. Import:
If you run this batch job by selecting it from a general journal, the payment import lines will always be transferred to this general journal, which means that it takes precedence over the entry of the payment import interface.
Select the requested import register and start the report by clicking OK.
Based on the specifications made in the OPplus Setup, in the Accounting Hint Texts as well as in the Accounting Rules, the system will try during the import process to apply open entries and to perform further pre-accounting.
After having successfully transferred the data into the general journals, the user must process and post each general journal. For more information, please refer to chapter Ext. Cash Receipt Journal (Processed Imported Files).
Import Lines with Zero Amounts
In the bank import file, it can happen that in the bank import file a number of lines are transferred with zero amounts. This can be the case e.g. if the bank institutions charge a bank fee in the end or in the beginning of a month and specific fee types were not payable. These lines are imported and shown in the Import Register. However, during the import into the journal these lines are skipped. To avoid that the user has to manually set these zero lines to “Posted”, this is done automatically by the system.
Creation of a Logfile for ‚Problem Cases'
If you cannot explain an account assignment or the application does not assign an account, a Logfile can be created to see why the application behaves the way it does. To create a Logfile for the desired data record, you must know the entry number of the data record. For this purpose you can select the Pmt. Import line from the Ext. Cash Receipt Journal.
Here you can see two information, among others:
- The entry no.
- An initial indication of the account assignment
Then delete this line, because it must be imported again to create a Logfile. To create a Logfile, the "Create Pmt. Import Logfile" field in the Pmt. Import Setup must be activated:
To generate the Logfile report, reimport the payment import line. To do this, enter the Entry No. and the Import Register No. in the request dialog:
The system then asks if you want to download the Logfile. Depending on the settings, you will be asked where the file should be saved or the file will open in the background.
The file has the following structure:
Search per line:
a. Purposes b. Display of keywords from purposes c. Special keywords (enhancements by settings
Search (Here you can see if the search process has been successful or not:
Propose Application, if Payment Amount does not match the Total Amount of Invoices
If several entries are found in the bank import, but remain unapplied since the payment amount does not match the total amount of invoices, the entries are optionally proposed for application.
In this case, the journal line status will be set to “Complete”.
To activate this feature, go to Pmt. Import Setup “Autom. Application II” tab: “Always Fill Application Info“ field.
In the following example, the Ext. Cash Receipt Journal shows several documents, with a deviating amount of 1 cent. The status is automatically set to “Complete”. If you now open the Ext. Application, you can see that two entries have been automatically marked indicating a balance 1 cent:
The user can now decide how to proceed with this deviation. However, it is advantageous to have the invoices automatically suggested by the system to avoid manual search of the respective entries. This is useful if an account has a large number of open entries and a large number of entries may need to be applied.
“Manage as Statement“: Total via Movement on Bank Acc. for Improved Reconciliation
For the “Manage as Statement“ option, the system will show the opening balance and the final balance of the associated bank statement in the “Statement Info“ fact box of the Pmt. Receipt Journal.
For better reconciliation, also the bank balance of the journal as well as any difference will be shown (by deleting a line).
For example, if a line is accidentally deleted, the difference is listed accordingly:
This results in the calculation that the total of starting balance, bank balance and difference results in the final balance.
To calculate the bank balance, the bank account specified in the pmt. import interface will be checked. Then all lines of the current journal are checked and the collected values for the bank account are totaled.
It should be noted that the bank account can be in both the account and the balancing account. Also, the two-line import will be considered.
Furthermore, the pmt. import interface also offers the “Check Bank Balance“ field which enables to check for any difference:
Here you can determine if you want the system to create an error or a hint during posting if a difference is found.
The bank balance check is only executed for the first created journal line of a bank statement. Background: After posting a line, it is deleted and is no longer available for the balance check.
For the import of MT940 and CAMT files, a two-step import routine has been introduced. This type of import enables to perform bank posting in a quick manner. The actual bank values are immediately available to the users (e. g. from a treasury department). The applications are posted in a second step.
In order to use the two-step import, it is required to work with 2 pmt. import interfaces. The first interface is automatically created during the first import of a file (if not already available).
If you want to use the two-step import, you have to re-create this interface manually and to name it in meaningful manner (e. g. by using an X after the interface account no.). Enter the name of the second interface “Copy in Interface“ field of the first interface.
The first interface uses a G/L account via BC code accounting rules. In the interface itself, the bank is specified as account.
The corresponding G/L account is specified for the second interface which has been specified in the BC codes of the first interface.
In order to maintain the GV Codes, you must run the import once until it is imported into the ext. cash receipt journal, so that the respective GV Codes are created. In the BC codes, you will find the following new fields which need to be specified for the two-step import:
- Copy to Additional Interface
- Compressed Import
If you do not specify these fields, the two-step import will not be performed.
The “Copy to Additional Interface“ field is used in order to consider the new BC code in the lines during entry of the second import register.
The “Compressed Import“ field compresses the values for this BC code. Due to the fact that the individual posting values of the first register usually are not relevant (as they are posted via the second journal), the process of compressions is useful.
Furthermore, you are offered another option which enables to have certain BC codes copied into specific journals. For example, the vendor-related BC codes of the second register could be copied into a journal which is then processed by the “Accounts Payable“ department.
For this, you need to specify the respective fields in the BC code:
By performing the first import, the BC codes will be duplicated after the setup of import interfaces and BC codes.
This way, you automatically get e. g. in addition to BC code “ 206“ the BC code “206-1“ for the second register.
These new BC codes can be used for accounting of individual positions of the register two.
Once the interfaces have been entirely set up, both import registers must be deleted and the file must be imported again. Subsequently, it is possible to first import and to post the first journal and then to import the second register and to process the applications in a second step.
By using this function only one interface is calculated in the license!
Ext. Cash Receipt Journal (Journal Functionalities)
This chapter describes the functionality differences between the OPplus Ext. Cash Receipt Journal and the journal of the BC standard application.
This field is filled by the system for each line
- System: the system has applied one or more entries
- Accounted: the system has performed accounting without any applications
- To Complete: Entries were found during application, but the application amount does not match the payment amount. The user should decide how to handle the difference in the Extended Application window
- Open: the system has found no hits during the import
Posting Payment Discount
If the current journal line applies exactly one document (which means that the Applies-to Doc. Type and Applies-to Doc. No. fields are filled), the payment discount amount actually posted will be shown here.
The contents of this field can be modified manually. If you change this field, the change difference amount will be automatically subtracted from the amount.
|Situation||Amount||Posting Pmt. Disc. Amount|
Allocated Application Amount, Allocated Pmt. Disc. Amount
If the current journal line applies more than one document (which means that the Applies-to Doc. Type and Applies-to Doc. No. fields are not filled), you can display (by using the drilldown function in these fields) the exact payment amount on each open entry as well as the total payment discount amount:
The “Payback” and “Reopen-to ID” columns are available enabling the Payback feature. For more information, please refer to chapter ‘Payback‘ feature during Pmt. Imports into Gen. Journals.
Here you have the possibility to import an import register into the ext. cash receipt journal.
Apply Entries [SHIFT+F11]: The Extended Application window opens which is required when applying several invoices with one payment.
Due to the complexity of the Easy Match window, please refers to chapter Easy Match window for a detailed description.
In this window you see the dimension set entries of the respective line.
This menu item is part of the Payback / Return Debit Notes feature. For more information, please refer to chapter ‘Payback‘ feature during Pmt. Imports into Gen. Journals.
Post and Post and print:
These are the standard posting functions.
Action Submenu, Pmt. Import
Show Pmt. Import Line [Ctrl+F3]:
By selecting this menu item, the user can open the associated payment import line.
Block Bank Account for Import:
If you do not want the bank account in this line to be used for future account assignments, you can block the bank account for import here.
Action Submenu, Entries
Search Ledger Entries:
If the Customer account type (or Customer balance account type) is selected in the journal line, you can open the list of all customer entries. If you leave this view by clicking the OK button, the respective customer number will be copied into the Account No. field (or into the Bal. Account No. field). The same applies for the Vendor account type (or Vendor balance account type). The cursor will be automatically positioned into the Amount field.
Ledger Entry Comments:
This menu item is only available if you have licensed the OPplus Ext. Lists and Reports module. By selecting this menu item, you can open the ledger entry comments of the currently selected entry. This is included in the posting and can also be viewed in the posted entries.
Action Submenu, Posting
Here you can use the standard functions, as they are also used in BC standard journals.
Action Submenu, Functions
Using this function, you can assign a new document number or a new posting date to the lines in the journal.
Only the values that are actually filled are changed. For example, if only the document number is reassigned and the posting date remains empty, the posting date is not changed. Accordingly, the system behaves the same the other way round. When opening the window, the corresponding fields are not preassigned, but empty.
This could be useful for importing payment advices. Here it is better to use only one document number for the split posting.
After the import of a payment advice, the ext. cash receipt journal looks like this, for example:
If the user now prefers to post the entire posting with a uniform document number, enter the new document number in the "Subsequent Processing" window and select the "Change Data" menu item:
Here, it is required to select the “Change Data“ button. If you click OK without selecting the change button, the window will be closed and the changes will not be applied.
Confirm the following dialog box by clicking “Yes“ in order to change and to update the data in the journal.
Renumber Document Numbers:
This is the standard function that allows you to renumber the lines on the journal based on a no. series.
You use this function to enter a payback to a customer/vendor. If the customer pays a payment twice by mistake, you can enter a payback here, which can be processed in subsequent steps using payment export in payment transactions. The system proposes the bank account with which the incoming payment was made.
Single Pmt. Bank Account:
Here you can enter a bank account. These are only valid for this entry and are independent of the bank accounts entered in the data record.
Multiple Pmt. Discount:
If the journal is also used for entering documents, you could view the entries for multiple payment discounts here (if the corresponding module is licensed and the customer has a payment term code with multiple payment discounts).
By using this function, you can split a line into several lines that is assigned to a G/L account. In the opening Allocation - Bankimp window, you can execute the required allocations.
By confirming with "OK" the corresponding allocation is transferred to the journal.
If you do not confirm the window via "OK" but leave it via "Cancel", the entered values are not deleted. You can display them again by selecting "Split Line" again.
Insert Conv. LCY Rdng. Lines:
This is the standard function for application when converting foreign currency into local currency.
Action Submenu, Additional Features
Standard Journal, Incoming Document and Request Approval:
These menu items are standard functions.
Navigate Submenu, Account:
Card: With this function you open the card of the account of the respective line
Ledger Entries: You use this function to open the ledger entries of the account in the respective line.
Easy Match Window
The Easy Match window enables the user to easily check and prepare applications which is described in detail in the following. To be able to use the Easy Match function, the respective template must be set to Extended in the "Application Method" column of the Ext. General Journal Templates window:
You can open the Easy Match from the Ext. Cash Receipt Journal window by either selecting the Easy Match menu item via the Functions button or by pressing Shift+F3. The window is divided into the following 3 areas:
- Journal lines
- Open entries of the respective data record
- Bank statement data
in the lower Open Entries area the corresponding entries:
- If a G/L account is specified, the entries of the G/L account will be shown in the lower section, sorted in descending order by the posting date. If you also use the OPplus G/L Open Entries module, and you have specified a G/L open entry account in the Account No. field, the Easy Match window will display all open G/L entries.
- If you have selected a customer in the Account No. field, you will only see the customer's open ledger entries in the Open Entries area. If you leave the Account No. field empty, the Easy Match window will show the open ledger entries of all customers.
- If you have selected a vendor in the Account No. field, you will only see the vendor’s open ledger entries in the Open Entries area. If you leave the Account No. field empty, the Easy Match window will show the open ledger entries of all vendors.
The applied entries are shown in bold letters and in green color.
Specifying Missing Account Numbers:
The Easy Match window offers a number of different options to specify missing account numbers:
By Manual Entry: You can directly enter the account number into the Account No. field in the journal line.
By Using the Doc. Search field: If the Account No. field is empty, the Easy Match Window will list all open entries of the specified account type in the Open Entries area (e. g. Account Type = Customer, display of all open customer ledger entries). If you can enter the document number into the Doc. Search field, the system will browse the Document No. field of all open entries. If the document number is found, the Open Entries area in the Easy Match window will be automatically filtered on the associated customer/vendor.
By Searching in the Open Entries area: If you have placed the cursor into the Open Entries area on the respective entry, the account number will be automatically copied into the journal line by pressing F9 (Set Applies-to ID).
Ribbon Direct Access in Easy Match
You can access the following items via the ribbon:
Apply Entries: By selecting this menu item, you can open the Extended Application window.
Card: By selecting this menu item, you can open the card of the account number specified in the journal line. If the account number is not specified, the system will show the first record in the table of the specified account type.
Ledger Entries: By selecting this menu item, you can open the G/L, customer or ledger vendor entries depending on the account type of the line.
Lookup for Entries: By selecting this menu item, you can open the Extended Customer Ledger Entries. In the Open Entries area, you can use the filter to look up specific entries.
Ledger Entry Comments: This menu item is only available if you have licensed the OPplus Ext. Lists and Reports module. By selecting this menu item, you can open the ledger entry comments of the currently selected entry.
Action Menu Bar
Via Actions tab you have access to the following points.
Block Bank Account for Import: By selecting this option, you can block the specified bank account for import, if you do not want the bank account in this line to be used for future account assignments.
Show Pmt. Import Line: By selecting this option, you can display all information about the respective journal line in the corresponding Pmt. Import Line table.
Only open Lines: By selecting this function only the open and assigned lines are displayed.
Only applied Lines: This displays only those lines that have system or completed status.
Show all: Deletes the filter and all lines are displayed again.
Extended Application window
In this chapter, you will find further information on how to use the above described functions in practice.
The Extended Application enables the user to distribute payments by considering payment discounts and/or allowances of any amount to any numbers of invoices.
The prerequisite for the extended application to open is the appropriate setup in the extended general journal templates:
In addition, you can specify for each data record in the Account Settings Pmt. Import window whether there is an alternative application method for this data record:
If you open the Applies Entries function [Shift+F11] from the Ext. Cash Receipt Journal or from the Easy Match window, you can open the Extended Application window which is required to apply several invoices with one payment.
In this window, all open entries of the data record are displayed, e.g. customer. If items have already been selected for clearing by import or manually, they are displayed in green.
The Extended Application enables the user to distribute payments by considering payment discounts and/or allowances of any amount to any numbers of invoices.
The “Pmt. Discount” column is a calculated column resulting from the “Remaining Pmt. Disc. Possible“ field of the entry. However, the payment discount date will be considered only if you have activated the “Pmt. Discount Date” field.
You can predefine the Test Pmt. Discount Date field in the ext. general journal batch.
By default, the field is not activated, i.e. the default in the ext. application is also set to No, so that the payment discount is not checked and therefore payment discount is also recognized outside the payment discount period:
If the field is activated, no payment discount is predefined:
You can also preset the payment discount terms specified for the entry by entering another payment discount value into the “Pmt. Discount” field which is located in the lower left-hand side. The resulting payment discount values will be considered during application, but they will not be written back to the entries.
If you change the payment discount amount or the Pmt. Discount % field manually, this is also understood as a 'set application' and the entry is marked for application.
If you cancel the value "Pmt. Discount %" in the "Options" section, enter the value “-1” into the “%” field, the value “0” will be used and preset for validation. In addition, the user has the option to specify the "Keep Pmt. Disc. Difference" field. With this option you can determine to consider or to ignore the payment discount difference in the Extended Application after the payment discount period has expired. In combination with the "Use Pmt. Discount Date" field you can achieve that the displayed payment discount amount is automatically kept as open amount when pressing Shift + F11 for application provided that the payment discount period has expired.
This way you have the possibility to keep these unpermitted payment discounts as a difference and send a reminder to the customer.
You can distribute the application amount for each invoice individually in the Pmt. Discount, Pmt. Discount % and Payment fields with these headings.
The Pmt. Discount plausibility check can be performed on entries which have been posted without indicating a document type. Also in case of any overpayments, you can edit the payment discount amount in a way that the overpayment is posted as a payment discount.
The same applies when you specify a percentage value. If you enter a value into the Payment field, the payment discount amount remains unchanged. The open amount results from the difference of remaining amount – payment – payment discount.
If any payment discounts are granted for partial payments, the already granted payment discount values can be shown in the application window. The total possible payment discount amount is calculated based on the allowed payment discount amount minus the parameter of already granted payment discount amounts (in local currency LCY respectively).
Options for Marking Entries for Application
You have the following options for selecting entries for clearing:
- You select the Set/Delete Application menu item or press Shift + F11
- Click on the Payment field in the respective line
- Enter a value in the Payment or Pmt. Discount % (this value is also adjusted accordingly if an amount is entered in the Payment Discount field).
- Benefit of the Search and Apply function (see Quick Search)
- Benefit of the Search and Apply function with Excel (see Search and Apply with Excel)
If you receive a payment advice on paper and therefore have to enter it manually, you should use the quick search via 'Search and Apply' function. You can enter and process the document no. and the external document no. in a separate window. To open this window, click the Search and Apply button in the Ext. Application.
In the window that opens, you can choose between the search by Document No. or by Ext. Document No.
In the Input field, enter the document numbers one after another. Click "Enter" to show the result:
If the number is not available, the following message appears:
You can also enter only part of the document number. However, if this part is not unique, the system displays it accordingly:
If the document number was found, this is displayed accordingly. In the lower area of the window, you can see how many entries have already been found:
The field is not left when you press Enter. You can therefore simply enter the documents one after the other.
When you exit the window by choosing 'Close', the system automatically sets the application for each document found.
Search and Apply with Excel
The basis for this application method is a payment advice in Excel format. You open the file and select or copy the fields in which the respective document numbers are listed:
Then open the Ext. Application window.
and paste the values from the buffer into the Input field:
If you leave the window via 'Close', the respective entries are selected for application and can be processed further if necessary.
You can select the following additional functions:
Write off remainder: By selecting this menu item, you can add the open amount to the payment discount amount and thus close the entry by using the payment discount.
This is also possible if the value of the payment amount is zero. So you can apply any differences in an easy way by using the payment discount.
Set/Delete Application: With this menu item, you can apply the current entry. If the entry has been applied by mistake, the application can be reversed by selecting this function again.
Apply marked only: This function enables you to set applicate on several selected data records at the same time. In addition, a corresponding total of the selected entries are displayed in advance. This simplifies reconciliation during application.
If an open balance remains for the entry after the application which you want to apply by using the payment discount, you can use this function. By selecting this function, the current value of the Open column will be applied by using the payment discount. You can only apply the maximum amount specified in the Ext. Features Setup in the ‘Limit Apply Pmt. Discount‘ field.
Apply Partial Payment:
With this menu item, you can enter the balance into the Payment field. By selecting this menu item, the system will apply part of the payment amount and fill in the remaining amount in the Open field.
Delete whole Application:
By selecting this menu item, you can delete the current application completely.
You can print the applicate entries with the report available here.
By selecting this menu item, you can open the Applied Customer Entries window or the Applied Vendor Entries window for the entry selected in the lower part of the Easy Match window. This function can be useful if partial applications exist for the selected entry. If you also use the OPplus Ext. Lists & Reports module, the system will also show the respective extended customer ledger entries.
Lookup for Entries:
By selecting this menu item, you can open the Customer Ledger Entries.
Treasury Open Entries:
This menu item is available if the OPplus Treasury module is licensed. Depending on the configuration, the open items are displayed here for all companies.
Ledger Entries Comments:
This menu item is only available if the OPplus Extended Lists and Reports is licensed. By selecting this menu item, you can open the ledger entry comments for the selected entry.
Show Pmt. Import:
By selecting this menu item, you can show the associated payment import line as a bank statement.
This is the standard function that displays all entries for the respective posting.
Extended Balance Query in the Ext. Application
If there is a difference between the payment amount and the application amount without further setup, a new line is automatically created on the clearing account in extended application.
However, it is also possible to display a dialog box asking how the difference should be handled.
To activate this feature, go to Ext. Features Setup to the“Action if Application Balance <> 0” field.
In this field, you can select “New Line” or “Options”. If you select “New Line”, the system behavior will be the same. If you select “Options”, you can additionally specify the “Default for Action if Application Balance <> 0” field. This option can be overridden in each journal with a journal template set to “Extended”.
This field is automatically set with a default value. However, it can be manually changed by the user.
If the Ext. Application contains a balance, the following window opens:
- Create New Line for Customer
- A new line will be created for the respective person account
- Post as Overpayment
- The payment amount (600.00 € with a remaining amount of 580.00 €) will be entered one-to-one into the journal line. An open amount of 20.00 € remains on the invoice.
- Post as Pmt. Discount Amount
- If you select this option, the respective value will be posted in the Pmt. Discount field.
- Create New Line for Following G/L Account
- If you select the option that a new line is to be created on a G/L account, the G/L account number must be specified accordingly or the G/L account is taken from the setup. If you have certain defined accounts for a debit and credit application balance, you can also predefine this in the Ext Features Setup. The fields "Default Application Bal. Debit Account" and " Default Application Bal. Credit Account " are available for this purpose, in which you can select from the G/L account list.
Pre-Accounting/Open Entry Application during Pmt. Import to Ext. Cash Receipt Journal
The process of filling in account number is performed in four steps which have to be performed as long as no account numbers have been assigned.
1. Step: Accounting Rules:
If an account number has been assigned in the accounting rules, this account number will be used. The assignment based on the accounting rules can be very useful. For example, it is possible to perform pre-accounting for the respective account if the text "Debit Interest" shall appear in the purpose.
If in addition to a catchword a "catchword 2" is used in the accounting rules table, both catch words must be found in the bank document in order to trigger accounting.
The settings for each bank account can be done separately. Also the pre-accounting can be filled with the global dimensions 1 and 2 (which are normally department and project) as well as with the shortcut dimensions and posting groups.
Example: The bank debits the amount of EUR 25.00 for debit interest 10/2014 and only indicates "debit interest" in the purpose. You want to post it on the G/L account no. 2110 by using the text "Interest Cost 10/2014".
For more information on the accounting rules, please refer to chapter Pmt. Import → Setup → Accounting Rules (Accounting Rules).
2. Step: Bank Account:
If it is no cash payment, the user can identify based on the bank account to which customer or vendor it refers if this bank account is available in your system.
Your system can learn!
If you assign a posting line to a customer or vendor, the corresponding bank account will be automatically copied into the ”Imported Bank Accounts” table. For further information, refer to chapter “Imported Bank Accounts“.
If you do not want to save imported bank accounts for specific customers/vendors, you can define this for each master data separately in the Account Setting Pmt. Import table.
This might be the case e. g. for customers which pay a number of different customers who do not belong to the same association.
Another example is a municipality which pays for a diverse number of public organizations.
3. Step: Document No.:
The document number is specified in the purpose. To ensure that the assignment of account numbers works correctly by using information specified in the purpose, the Valid Sign in Document, Length Customer No. and Length Vendor No. fields in the Pmt. Import Setup must be filled.
The Pmt. Import to Gen. Jnl. Line batch proceeds as follows: Here all characters of the bank document which are included in the "Valid Signs in Document" field will be substituted by spaces. You should enter here all letter and numbers which could either appear in your document numbers or in your account number. Normally, these are the numbers 0 to 9.
In this case, you would enter the following into the "Valid Signs in Document" field: “0123456789“
Letters should only be entered here if they are a fixed and significant part of the document number, e.g. the document number is 4711D4850. In this case the D should be entered in the valid characters. You should not enter the IN as a valid character if, for example, there is an IN before the numbers, such as IN47114850 because the customer specifies the IN or perhaps does not specify it. In this case, it makes more sense to enter the IN as a prefix in the Account Hint Texts table:
The IN is placed in front of the digits during analysis and leads to the correct result.
Now specific terms remain in the purpose which only consists of the specified characters. All these terms which include the maximum number of characters as specified in the Length Customer No. field (or in the Length Vendor No. field) will be checked if they represent valid account numbers in the respective open entries.
The identification of accounts via the document number you must maintain the following fields
- Analyze Customer Doc. No.
- Analyze Vendor Doc. No.
- Analyze Customer Ext. Doc. No.
- Analyze Vendor Ext. Doc. No.
as well as
- Min. Length Customer Doc. No.
- Max. Length Customer Doc No.
- Min. Length Customer Ext. Doc. No.
- Max. Length Customer Ext. Doc. No.
- Min. Length Vendor Doc. No.
- Max. Length Vendor Doc. No.
- Min. Length Vendor Ext. Doc. No.
- Max. Length Vendor Ext. Doc. No.
in the Pmt. Import Setup.
All analyze fields which have been activated will be analyzed. According to the application's presetting, the system will search the Document No. field for customer entries and the Ext. Document No. for vendor entries.
If you specify the field lengths, only the “terms“ of document texts will be analyzed which meet the specified length. These fields are not filled by default. Therefore you should only fill in these fields if your document numbers always have a specific length!
4. Step: Customer No.:
If this analysis does not lead to a valid document number, these “terms“ are checked in the fourth step to see if there is a customer or vendor whose document number corresponds to the “term“ searched for.
5. Step: Sales Orders, Purchase Orders, Sales Shipments and Reminders:
If there is still no account assignment, the purpose is compared with the order, purchase order, delivery and reminder numbers. If an account assignment based on the reminder number has taken place, the documents listed in the reminder are used for automatic application during application determination.
If you use the Gen. Ledger Open Entries module, these open entries will be considered for automatic application during the import into Gen. Journals.
Open Entry Application during Pmt. Import to Ext. Cash Receipt Journal
In order to apply open entries it is required that the “Account No. “ field is filled in the pre-accounting. The system will only try to apply open entries if the system finds an account number by using one of the four steps described in chapter Pre-accounting during Pmt. Import to Ext. Cash Receipt Journal. For this, the contents of the following fields in the Pmt. Import Setup play an important role: Cust./Vend. Document No. Offset and Cust./Vend. Ext. Document No. Offset.
The application of open entries is performed in several steps:
1. Step: Balance Method:
The balance of the account corresponds to the payment. In this case, all open entries on the account will be closed by using this payment.
2. Step: Document Method:
All open entries of the found account will be checked according to the following procedure: Does the purpose include the document with the document number starting with the “Poole Position Document No.” field?
Any found entries will be marked.
If the system finds one entry only, the payment amount will be compared with the invoice amount (considering the payment discount tolerances) and marked for application (if applicable).
If the system has found several entries, the total of all invoice amounts (minus the allowed payment discount amounts) must correspond to the payment amount. If so, the corresponding invoices will be marked for application.
Your document numbers are IN02 012 017, R02 012 018, G02-034 251. However, the customer often indicates the following the statement: “IN-No. 12017.12018. /. 34251“. The system would find these documents if you set the "Pool Position Document No." field contains the value 5 since your document numbers are only significant from the fifth position.
The higher the value, the less precise evaluations can be and the higher the probability of wrong assignments. The lower the value, the more it is required that the statement information precisely corresponds to the actual document number. This results in fewer entries being allocated. These explanations apply analogously to the field "Ext. document number". Note: The search only works with customer accounts if the field "Analyze Customer Ext. Doc. No." is activated in the Pmt. Import Setup.
3. Step: Amount Method:
If during the Pmt. Import to Ext. Cash Receipt Journal no open entry is found due to the document number, the system will search for the open amount. If the system finds exactly one open entry which corresponds to the payment amount, the application will be assigned. However, it is required that accounting of the import line has already been performed by using other procedures. Therefore the system will only search amounts within an account which has already been assigned.
‘Payback‘ feature (= Return Debit Notes)
The ’Payback' (Return Debit Notes) feature allows you to quickly process return debit notes of balanced customer entries.
The banks in Germany use a specific transaction code for return debit notes (currently 109) which can also be found in electronic statements.
The ’Payback' feature
- reverses application by marking the original payment (a process which reopens the invoice and the original payment).
- sets the application of the return debit note to the original payment and links the return debit note to the payment posting.
- creates a second line in the Gen. Journal for the fees indicated in the Purpose field, already accounted using the accounting rule for the BC Code 109 and the fee amount as amount.
In the accounting rule, you can select whether to post the second line (= fee amount) to an expense account or to the corresponding customer so that the return debit note can be found there as a receivable (= open entry).
The consequence is that the original invoice is open again to be considered during the next payment proposal. If you do not agree with this, you can set the open entries to "On Hold" in the Pmt. Import Setup. Alternatively, you can give the original entries a different payment method:
The following settings and menus are relevant for this feature:
- Setup of the respective BC Code Accounting Rule (in the card)
- Activation of the “Payback“ field in the Option tab
- Line tab: “Abbreviations Charges” field‚ Option tab: ”Field Separator” field, “Decimal Separator” field
- Account assignment of the 2nd line (either G/L account for charges of returned direct debits or customer account type)
- Ext. Cash Rcpt. Journal Line: “Payback” (is filled automatically by the account assignment rule) and “Reopen-to ID” fields (should normally also be assigned automatically)
- Ext. Cash Rcpt. Journal Line – Function button “Process Paybacks“ menu (this function must be executed before the journal is posted)
A second line will not be created for return debit notes if the account type of the second line is G/L Account and if no account number has been specified. So the line is only created if a G/L account number (if applicable for fees) is specified.
If the Customer or Vendor account type is selected and no account number is specified, the account number of the previous line will be used.
If you know the abbreviation used for the fees from the purpose, enter it into the accounting rule (per line). Furthermore, you have the option of specifying the orderer in the posting description via a text variable.
If a journal line receives an account assignment on the basis of this accounting rule, it is marked as "Payback" (return debit note) in the extended general journal line. The 2nd line is filled with the fee amount found in the purpose.
Return Debit Notes with additional Fees for Internal Processing
To post an internal processing fee to the customer, it is also possible to define an additional charge line for return debit postings using the account accounting rules and BC Code accounting rules.
On Line 3 tab, in the Add. Bal. Account Type 3rd Line and Add. Bal. Account No. 3rd Line, enter the desired account to which you want to post the fees.
The "Reduce Amount 3rd Line?" field must be deactivated because it is an additional fee. In the "Posting Description 3rd Line" field, you can enter the required posting description. You can change the document type to invoice.
The resulting posting looks as follows in the Ext. Cash Receipt Journal:
Please note that no invoice document is created, only a corresponding posting to the customer.
Further Processing in the Ext. Cash Receipt Journal Line:
In the “Payback” line, place the cursor into the “Reopen-to ID” field and click the AssistButton to open the “Reopen Payback Entries” window. This window contains the payback entries and the applied invoices for the related customer:
In the “Reopen Payback Entries“ window, place the “Reopen-to ID“ for the respective entry by using “Set Applies-to ID“:
When you close the window by clicking the OK button (= ENTER), the “Reopen-to ID “ field will be filled in the journal line:
If the ”Reopen-to ID” field is filled, select the “Process Paybacks” menu item from the Function button:
By using the “Process Paybacks” function, the posted applications of the payment entries are reversed via the “Reopen-to ID” and the “Applies-to ID” is set to the reopened original payment. You now need to perform posting. It is not possible to post the payment entries if the return debit entries have not been processed. Otherwise, following message appears:
SEPA Payback Enhancement
If you receive a return debit note, you may want to perform further activities as a result. To contact the respective customers, for example, there is the Direct Debit Error Codes table. To fill this table, you must activate the respective error codes with the "Create Follow Up" indicator. This is done automatically when you carry out the Pmt. Import Setup. They are predefined by the bank and can be adjusted if necessary. Via Import/Export Setup -> Pmt. Import -> Direct Debit Error Codes, you will find an overview of the common reasons for a SEPA payback.
|Code||This field shows the code for the error code provided by the bank.|
|Text Code Supplement||The value of the text code supplement corresponds to the value which is provided in the file. This field is used for assignment during bank import.|
|Import to Account No.||Here you can enter, if required, a specific bank for which you want to use the code. If you leave this field empty, this code will be applicable for all banks.|
|SEPA Return Reason||This field contains the return reason specified by the bank. This field is only an information field.|
|Description||This field contains the German translation and/or the description of the return reason. This field is also only an information field.|
|Create Follow Up||If this field contains a check mark, it indicates to follow up the return reason. This means that in case of a SEPA payback, the system creates a record indicating that the user’s intervention is required. For more information, please refer to chapter SEPA Paybacks.|
SEPA Follow Ups
To open the SEPA Follow Ups window, click Pmt. Import -> DD Follow Ups.
|Entry No.||This field shows the entry number.|
|Account Type||The account type is specified here.|
|Account No.||This field shows the master data number, for example, the customer number that was used for the posting.|
|Posting Date||This field shows the posting date of the respective posting.|
|Document No.||The content of this field corresponds to the document number of the posting.|
|Pmt. Import Entry No.||This field shows the entry number of the payment import. Here you can see which import line corresponds to the payback.|
|Mandate ID||This field displays the Mandate ID used.|
|SEPA Error Code||This field shows the error code which was assigned via the text code supplement during import.|
|SEPA Error Description||This field shows the “Description” field of the SEPA error code.|
|Done By||Here you can enter your user ID if you have processed the SEPA payback.|
|Note||Here you can specify, if applicable, a little note, for example, to indicate the activity performed (e.g. blocking mandate).|
|Done at||This field is populated automatically if you enter your user ID in the “Done By” field.|
This table will be populated if you post a bank import record which is marked as a returned direct debit in the journal. This does not happen if the payback information is processed. It takes place during posting. Furthermore, only one record is created in this table, if the corresponding SEPA error code has an activated “Create Follow Up” field.
This list is intended to simplify processing paybacks and allows you to accurately classify which customers/mandates are affected by a returned direct debit and for what reason they have not been accepted by the bank.
To inform a customer how to proceed after the returned direct debit, you can start a report using the windows mentioned above.
In the report, you can select a contact person and specify to set the printed record to “Mark as Done“.
The report text is copied from the reminder method (as it is the case for e. g. balance acknowledgements). However, this is specified directly on the report’s Options tab and not in the person account:
In the reminder texts, you can specify corresponding % codes which are solved during runtime. The following options are available:
|%5||Name Bank Account|
|%6||IBAN Bank Account|
|%7||BIC Bank Account|
|%8||SEPA Error Code|
|%9||Error Code Description|
|%12||Our Account No.|
Practical Tips for the Use of the OPplus Extended Application
Pmt. Disc. Given and/or. Keep Pmt. Discount
In contrast to the standard application, the total of granted payment discounts (and not the respective last amount) will be saved in the "Pmt. Disc. Given (LCY)" field in the customer entries for an invoice with several payments which include payment discounts. The same is valid for vendor items.
Pmt. Discount for Partial Payments
In order to use payment discounts in the standard application, the user must close any application relevant entries. By using OPplus, you can also use payment discounts if you only want to post a partial application for entries:
Display of Dimension for Pmt. Disc. Correction
With OPplus, the dimensions will be also saved in the VAT entries when creating an invoice. This way, it can be ensured that during the payment discount correction the corresponding dimension codes were reversed in reference to any granted payment discounts.
However, it might be the case that no VAT entries were created for the invoice or that the dimension entries should for any other reason is calculated e. g. from the payment discount account itself.
Posting an Invoice with Two Items on Two Different Departments.
|Doc. Type||G/L Account No.||Amount||Department|
Case 1: BC Standard for Payment without Department or Department of Customer (2% Pmt. Discount).
|Doc. Type||G/L Account No.||Amount||Department|
Case 2: With OPplus VAT Entries.
|Doc. Type||G/L Account No.||Amount||Department|
Case 3: With OPplus Gen. Jnl. Line Always.
|Doc. Type||G/L Account No.||Amount||Department|
Case 4: With OPplus G/L Account Always (Administration Department specified in the account).
|Doc. Type||G/L Account No.||Amount||Department|
Display of Split Posting when Leaving the Extended Application
You can specify in the Ext. Features Setup whether to split postings or not when leaving the Extended Application window. Furthermore, you can define whether an applied accounting rule should split the lines or not:
A bank posting is automatically split up by an accounting rule.
"Split Posting with Ext. Appl." is activated:
"Split Posting with Ext. Appl." is deactivated:
Here a document number is appended to the document number, e.g. BB19-181-001.1
Process Flow Examples for Pmt. Imports with the Pmt. Import module
This chapter describes a number of supported process flows when using the Pmt. Import module of the OPplus branch solution.
Please note that this chapter's purpose is to show how a company can use the functionalities of this module during the daily business in a profitable way. This does not necessarily mean that the described processes apply for your company.
In order to be able to determine usage advantages tailored to the processes in your company, we are pleased to advise you. You can find our contact details under www.opplus365.de.
Export of Statement Data from Bank Software
The transfer of statement data is done by using specific bank software. This is e. g. the S-Firm program (which is used for Sparkassen) or windata (bank independent) https://www.windata.de/.
In this program, you enter all bank accounts from which you want to export statement data. The required authorizations must be granted from the respective bank.
Please note that you can use respective bank software to transfer all statement data to your computer including those banks which have not provided the software.
You can transfer the statement data to your bank program automatically and on a daily basis. The statement data is saved on your hard disk in the standard MT 940 or CAMT format. This format can be optionally imported directly into Business Central or you can convert the data into a WVD file (processing file) which normally has the name TRANSACTIONS.TXT.
This file contains all statement data of all bank accounts from which you can import data into Multicash or S-Firm. You can also specify to create this file automatically. For the setup of the required settings of your bank program, please refer to the bank software user manual or contact your bank.
With OPplus, you already have access to the following predefined standard bank interfaces to be used for data import: MULTICASH, SFIRM-I and SFIRM-I, AVIS_OPP. For more details, please refer to chapter CSV Port Card.
Process Flow – Example: Import MT940 (Single File)
- Pmt. Import → Pmt. Import via MT940
- Alternatively, you can also select the Gateway File function from the pmt. import registers. Here the system automatically recognizes from the file which file import must be selected (for example, via MT940, via CAMT, via EPA).
- Select the file.
- The file is imported. If the pmt. import interface already exists, an entry is made in Pmt. Import Registers table. If a new bank account has been selected, you are asked whether you want to set up the new pmt. import interface. In this case, you must import the file again after setting up the pmt. import interface.
- A new open pmt. import register is created in the company of the respective import interface.
- If the bank account belongs to this company, go to the open pmt. import registers and transfer from the corresponding line of the imported data to the ext. cash receipt journal.
- If the bank account belongs to another company, go to that client and open the open pmt. import register there.
- Pmt. Import → Pmt. Import Register → Import → Import MT940 Directory
- When you confirm your selection, the MT940 directory is scanned and existing files are imported.
- The files are imported. If the payment import interfaces already exist, entries are made in the Pmt. Import Registers table.
- If a new bank account has been selected, you will be asked if you want to set up the new pmt. import interface. In this case, you must import the file again after setting up the pmt. import interface.
- New open import registers are created in the companies of the respective payment import interface.
- If the bank account belongs to this company, go to the open pmt. import registers and transfer from the corresponding line of the imported data to the ext. cash receipt journal.
- If the bank account belongs to another company, go to that client and open the open pmt. import register there.
The Base module offers the option to import the euro conversion rates semi-automatically for your foreign currencies published by the European Central Bank (ECB).
This requires existing currency codes in the Currencies table.
Exchange rates can only be imported for Currency Codes considered valid by the ECB and those codes must exist in your Currencies table.
Currencies Tab (Ext. Features Setup)
When you create the OPplus initial setup data, the correct URLs of the ECB, which are required for the import of the currency exchange rates, are already entered on the Currency tab.
|URL Latest Rates||This field is used during import if you select the Latest Rates option. The corresponding ECB file will only contain the current euro conversion rates.|
|URL Rates latest 90 Days||This field is used during import if you select the Last 90 Days option. The corresponding ECB file will contain the euro exchange rates of the last 90 days.|
|URL Previous Rates||This field is used during import if you select the Previous Rates option. The corresponding ECB file will contain all euro conversion rates valid as of January 4, 1999.|
|Default URL for ECB Import||Here you can specify which link to show in the report in order to open and save the file (if applicable).|
The Currencies table contains the “ECB Import” field
Here you have the possibility to select between 4 options:
- Deactivated: This is the default setting. The exchange rates will not be changed for this currency.
- Insert: Select the Insert option if you want to keep existing exchange rates and to insert/add new exchange rates during the import.
- Update: Select the Update option if you want to update the existing exchange rates. No additional exchange rates will be inserted during the import.
- Insert + Update: Select this option if you want the system to perform a complete update. Existing rates will be updated and new rates will be inserted/added.
Currency Exchange Rates Import
If you select this menu item, the following window appears:
|Latest||Select this option if you want to import the latest rates provided by the ECB via this URL.|
|Last 90 Days||This option will import the exchange rates for the last 90 days published by the ECB via this URL. Thus it is not necessary to import the full range of exchange rates beginning in 1999 till today.|
|Previous||Select this option if you want to import the previous rates provided by the ECB via this URL. Please keep in mind that the associated file of the ECB contains all exchange rates valid as of January 4, 1999 until the current day.|
If you confirm the selected option by clicking the OK button, your exchange rates will be updated.
In order to use this tool the following has to be provided:
- Access rights of BC-service for temp path of BC-server
- Delete, create, open files
You can only import exchange rates for which the currency code exists in the Currencies table which are considered as valid by the ECB.
Furthermore, the “Local Currency Code“ in the General Ledger Setup is checked. This code HAS to be set to “EUR“. In the Currency Exchange Rates table, there has to be no data record for “EUR“ as this might cause problems. If this is not the case, the user receives corresponding error messages.
Updating Currency Exchange Rates Automatically
If you perform the Currency Exchanges Rates Import function, the following fields of the Currencies table will be updated in the following way – depending on the ECB file's starting date:
|Starting Date||The value of the CUBETIME field of the ECB file is copied into this field. If a date already exists for this currency code, it will be overwritten by the import without any warning.|
|Exchange Rate Amount||The value of the RATE field of the ECB file is copied into this field.|
|Adjustment Exch. Rate Amount||The value of the RATE field of the ECB file is copied into this field.|
|Relational Exch. Rate Amount||This field is always populated with the value 1.0.|
|Relational Adjmt Exch. Rate Amt||This field is always populated with the value 1.0.|
|Fix Exchange Rate Amount||This field is always populated with the value of the Relational Currency Code.|
Exchange Rates in Job Queue
In the Ext. Features Setup, you will find the new “Job Queue for Exchange Rate Import“ button. This feature can be used to automatically create a record to perform the exchange rate import via a job queue.
You can directly show the created record, modify it according to your needs and start the job queue:
The feature is set to a daily repetition, starting at 8.00 a.m. by default.
Cash Book Journal
The Cash Book Journal functionality offers the new general journal template CASH BOOK as well as the cash book G/L register. This function enables the user to maintain the cash book directly in OPplus and to print any required reports by using the system.
In comparison to the journal of the standard application, the Cash Book Journal allows the user to get a quick overview of the current balance of the cash account as well as of the balance after posting. In addition, a plausibility check is offered by this module to ensure that no negative cash values exist.
The cash book standard journal can be found by searching for cash book journal. Before you can use the Cash Book Journal function, you must define a journal batch name for each cash account and enter at least one balanced account number there.
In the footer of the Cash Book Journal, the Currency, Start Balance and End Balance values of the specified balancing account are displayed – as shown in the following example:
If you specify a G/L account as a balancing account, the Currency field will be populated with the local currency code specified in the General Ledger Setup.
If you specify a bank account, the currency code will be copied from the respective Bank Account Card (please refer to Cash Book Journal for Foreign Currencies). Upon entering data into the OPplus cash book a balance verification as a function of the posting date will be carried out as the balance per day has to be positive.
Example with verification (please note the posting date!):
Before posting you may print the cash book:
The Cash Book Journal layout corresponds to the structure of usual cash books in the Zweckform format.
If the “Print Cash Report when Posting“ field is activated in the OPplus Setup, the Cash Book Journal report will be printed automatically when posting.
G/L Register Cash Book
This report is based on a general journal. For this reason, it can only be used as cash book if none! of the following scenarios exist in the cash book journal in the requested period:
- Collective payments (application for more than one document)
- Payments with payment discount / payment tolerances
- Exchange Rate Adjustment
- Foreign Currency Cash Book
Also note that the Report Balance column reflects the balance in reference to the document number and not the balance for each report line.
Foreign Currency Cash Books
Foreign currency cash books can be used in OPplus. For this, you can create a BC bank account for each foreign currency and specify it in the respective cash book journal.
The balance can only be checked and the cash book be printed correctly if you create a separate journal for each currency code.
Check Deposit Journal
The Cash Deposit Journal functionality is intended for use by companies which submit any check payments at the bank received for the settlement of sales invoices. The banks normally expect that the check deposit are filled in – a process which in practice is done manually.
The checks (or the check credits) are later on manually assigned to the sales invoices in MS Dynamics BC.
By using the Check Deposit Journal feature, you can avoid double entries without being limited to a specific number of checks for each check deposit Journal. You can enter checks directly in the system, already assign the application to open entries, print the check receipt report and post the created lines.
If you search the Check Deposit Journal via tasks, you can open the standard check deposit journal which is comprised of the following three additional columns:
Bank Account No. /IBAN: This field is used to enter the check issuer's bank account number.
Bank Branch Code/BIC-Code:This field is used to enter the check issuer's bank branch code.
Check No.: This field is used to enter the check number.
You can enter a transit account as a balanced account. You can specify the corresponding bank account in the Print check transfer protocol function:
In the report, you can activate the “Print Account No. and Bank Code” field. The report will be opened with the “BIC/IBAN” option set by default. You must also specify a transit account so that the system determines which checks are to be printed. This is necessary if you have entered different checks with different transit accounts.
This printout (created within OPplus) is accepted by most banks:
Upon entering a check posting, you are not allowed to enter the bank account as balance account. You have to enter a split posting. In case a check number has been entered and the balance account is filled, then the user will get an error message upon posting or check printing.
Unapply Single Application
With this OPplus release, it is possible to reverse single applications when multiple ledger entries have been previously applied. This feature is available in the Customer Ledger Entries and Ext. Customer Ledger Entries lists. For example, if you have applied 4 customer ledger entries, highlight the entry you want to open and select the “Unapply Dedicated Payment Entries...” icon.
The “Unapply Customer Ledger Entries” window opens listing all corresponding entries for the customer ledger entry you want to open. Now select “Unapply” to reverse the application.
The corresponding invoice and payment entries are open again, while other applications still remain.
Connection via Webservice
Setup of Webservice
After having received the access data, you need to specify the Pmt. Provider table. For this, open the Pmt. Provider page via the Setup Import/Export menu:
An option for a payment provider would be Confipay from Windata (https://wiki.windata.de/index.php?title=Anbindung_konfipay_an_OPplus) For this solution we show here an example of the configuration. Create a provider KONFIPAY and enter your e-mail address, your password and the credential information which you have received from windata.
This data is required in order to use the web service for the retrieval of bank statements and for the dispatch of payment files.
Setup of Web Service for Statement Retrieval
Go to Pmt. Import Setup and open the Pmt. Import tab.
Fill in the following field:
|Codeunit Webservice||5157811 (Standard OPplus Codeunit)|
Setup of Interfaces
During the first import, the payment import interfaces are created and automatically filled with the corresponding fields. The further setup is done as described in the chapter Pmt. Import Interface.
|Payment Provider Code Input||Enter the payment provider you want to use to perform the import incl. the respective data like logs, logins etc.|
|Payment Provider Bank ID||Enter the corresponding bank ID (Konfipay = IBAN) which is used for unique assignment during retrieval. If you validate the “Payment Provider Code Entry“ field and the “Import in Account No.“ is filled, the specified IBAN will be automatically used.|
In order to get the statements, go to “Open Pmt. Import Registers“ and select Import: Get Statements via Webservice.
All subsequent steps correspond to those you would have performed if retrieval of statements had been done via bank software like SFirm or Multicash.
For further information, please refer to the respective manual of the respective payment provider.
Base/Payment/G/L Account – Open Entries → Foreign Currency
In the Base module, you are offered a number of possibilities to use foreign currencies in an enhanced form.
The affected fields are not directly available and must be made visible in consultation with your partner. With this feature, you can completely override and change the default behavior of the Business Central system in the Foreign Currency area.
In the OPplus Setup, you will find the following 3 additional foreign currency fields, all of them preset to the “Standard” setting. This setting means that posting and application is not changed according to the Business Central standard.
Exch. Rate FCY applies FCY:
The following two options are available:
- Journal Line
If foreign currency amounts are paid in local currency, you can select the “Standard” option. The system will retrieve the currency exchange rate on the posting date and perform the application with the converted amounts.
With the option "Journal Line", the application amount is not recalculated, but passed on from the journal line to the application.
Exch. Rate FCY applies FCY:
The following two options are available:
- Original Factor
If foreign currency amounts are paid in foreign currency, you can select the “Standard” option. The system will retrieve the currency exchange rate on the posting date and perform the application with the converted amounts. This may lead to exchange rate differences.
If you select the “Original Factor“ option, the system will retrieve the factor of the original entry and post the payment by using the 1:1 factor. This does not lead to any exchange rate differences.
Calc Gain/Loss on G/L Account:
This field is relevant in the G/L entry application. The following 3 options are available:
Standard: application is carried out in FCY at the exchange rate of the payment date and any existing balance (if the exchange rate has changed in the meantime) is displayed in a new application line
Yes: the application is carried out in FC at the exchange rate of the payment date and any existing balance (if the exchange rate has changed in the meantime) is created in a new line as an exchange rate difference
No: application is carried out at the exchange rate of the original posting and no exchange rate difference is created
Example “Exch. Rate LCY applies FCY”
Select the “Standard“ option. Post an invoice with an amount of USD 1,000.00 with an exchange rate of 1.5 on the invoice posting date, which are 666.67 in LCY.
After having posted the payment, the exchange rate has changed to 2.0.
For example, because the rates were hedged, the payment is made at the original value, in this case 666.67 €. But because the standard option uses the new rate from 01.02., there is a difference of 166,67
Here the user must decide how to handle it:
„Journal Line“ Option:
The same application as above takes place. In this case, however, the system checks for the exchange rate on the invoice date and no difference occurs:
Example “Exch. Rate FCY applies FCY”
Post an invoice with an amount of USD 1,000.00 with an exchange rate of 1.5 on the invoice posting date.
Posting of payment to the amount of USD 1,000.00 with an exchange rate of 2.0 on the payment posting date.
When posting the application, the exchange rate of the payment applies and the calculated rate difference will be posted to the exchange rate profit and loss account specified for the currency.
„Original Factor“ Option:
The same application as above takes place. In this case, however, the system checks for the exchange rate on the invoice date and this does not result in a difference that is posted in the background (as above):
This setup is considered in the Ext. Cash Receipt Journal if the same currency code is defined on the balanced account (so in the above example the bank account must be a USD bank account). It is also generally considered in account in the payment proposal.
Example “Calc Gain/Loss on G/L Account“
A payment proposal for 1000.00 USD is posted in the Pmt. Import module. This results in a posting on the transit account on 20.01. - at an exchange rate of 1.5, an amount of 666.67 in LCY.
On 01.02. the exchange rate has changed to 2.0 for USD. On 02.02. The amount of 1000.00 USD is now to be applicated:
1000.00 USD is entered as the application amount. With an exchange rate of 1.5 666.67 LCY.
The user must decide how to handle the difference:
No difference is indicated:
Only when you leave the window does the system indicate that the exchange rate difference is automatically posted:
There is no exchange rate difference, because valuation is based on the original currency factor:
General Ledger Entries
If the payment import module has been activated, 2 OPplus fields are automatically filled in the G/L ledger entries:
- OPP Orig. Currency Code
- OPP Original Amount (FCY)
These fields are not integrated into the entry mask by OPplus. You can display these fields using the page inspection. These fields are for information purposes only; no rate adjustments or other things are made.
No setup is necessary to obtain this information.
G/L Account Card
The Payment Import module adds the OPplus menu button to the G/L account card:
Dim. for System entries:
Here you have the following options to select from:
- Gen. Jnl. Line (Always)
- G/L Account (Always)
- G/L Account (if empty Gen. Jnl. Line)
These values are used for system postings, such as the Adjust Exchange Rate, to determine the dimensions in the postings.
Check Tax Key:
If you placed a checkmark here, the system checks the tax key for all G/L account postings. If this key does not match that of the G/L account, an error message appears.
Consequently, the corresponding G/L account is also checked during the shipping and invoicing of purchasing and sales documents with items.
The OPplus Payment Import module enables you to have the due date in credit memos automatically set to the document date. Credit memos are then due immediately. The setup occurs via the payment terms: Here there is the field "Immediate Annuity Credit Disc./Refund".