Uniconta Update 83

Physical Vouchers has been improved on several levels

Inbox folders

We have added folders to the inbox. Users can drag the physical vouchers from the main list into these inboxes before they are posted to the journals (and thereby removed from the inbox). It is possible to show or hide these folders using a button in the local menu. Since the new folders are called ’Folders’ we have changed the old ‘Folders’ function to ‘Envelopes’. Envelopes are used to combine several physical vouchers so that they are shown in the main view as file type ‘DIR’. Our previous field ’Instruction note’ has also been shortened to ’Note’ and is also available on the order lines.

Approval of physical vouchers

We have introduced a new control designed to allow users to approve physical vouchers. Users can find it under ’My profile’ in the top bar. The User ID must be entered for the relevant employee in the employee table so that Uniconta can find the employee according to their Login ID. It is then possible to give the employee read access only to the physical voucher (inbox) since no other user rights are necessary to approve a voucher.

An employee can ’approve’, ’reject’ or set a voucher to ’on hold’. Depending on what the user chooses, the voucher is moved to the folder with the same name in the physical voucher inbox. This way the bookkeeper can see which steps have been taken. The Physical Vouchers now also has two new date and time fields which are: ‘Approved on’. It is also possible to add a note in the ’Notes’ field.

Approve vouchers in the employee table

Physical Vouchers can now be approved directly in the employee table’s.local menu. If a user approves another user’s voucher then their employee id will now be indicated as the approver.

Receive a request to approve via e-mail

Employees can now be set up to receive an email request to approve a voucher. If this is switched on then the bookkeeper just needs to enter the relevant employee as the ’Approver’ on the voucher then the employee will automatically receive an e-mail. This e-mail will include buttons to ’approve’, ’reject’ or put a voucher ‘on hold’ as well as a button to ‘show’ the voucher. So the employee does not even need to open Uniconta.

Once ‘Approve’ or ‘Reject’ is selected then the link will no longer be active. If ‘wait’ is selected then the link will continue to be active but the accountant can see that the voucher is in the ‘on-hold’ folder and can see any note that the approver has written.

Therefore, if the approver is not ready to approve or reject the voucher it is a good idea to put the voucher ‘on-hold’ since the accountant will then be able to see that the approver has looked at the voucher but has decided that they are not in a position to approve or reject it at the moment.

Approving vouchers from the ‘My profile’ menú is also now ready and the ‘on-hold’ option works in the same way as described above from an email.

We use a link that we have developed especially in our Uniconta web version. Users don’t need to log in at all. The e-mail includes a long code that gives the user access to approve the exact voucher. Once the voucher has been approved then the link will no longer work.

Resend e-mail to approver

In the physical voucher (inbox) the server will send a request for approval to the approvers email as soon as an approver is added or changed and ‘ok’ is selected.

We have also added a ‘Resend e-mail to approver’ button where the accountant can send a reminder to the employee for approval and add an cusomtized message. If a message is added then the e-mail will be marked as high priority.

Send e-mails from an employee

Uniconta enables e-mails to be sent from the employees e-mail if their name is on an order/quotation. In practice this does not work in Office 365, since no-one can figure out how to set up Office 365 to use another sender other than the ”SMTP user”. So we have not decided to implement it another way. Now the employees actual mail is used rather than the SMTP user under the the SMTP setup. The only thing that Uniconta requires is the employee’s password to their e-mail account. In order to ensure than no-one else has access to this password, we have chosen to require the employee to enter their e-mail password in their own profile.

Once Uniconta has this password then we are able to send from the employee’s mail. Since the ’employee’ is listed on the order, Uniconta now also needs the User ID to be completed on the employee card. If the employee has access to several companies then the user will need to enter their password in ALL of these companies since the password is saved in the employee table for the active company. This field only exists on the server and cannot be accessed via API:  This way the employee s able to limit the use of his email account to the company where he has entered the password. This is why we have chosen to save the password per company and not per profile.

Root project

When working with projects with several sub-levels, then users previously had no overview of the projects under a ‘Root project’ We have now added a field to projects which is maintained on the server and is called ‘Root project’.  Here users can see what is at the top of a project when the project is an underlying project. This means that when a user filters or ‘groups by’ a Root project, then all sub-projects under a Root project can quickly be viewed.

Project invoicing can include under projects

When creating a project users can create a ’master project’.  If this is set up then new projects are an ‘under project’ to the master project. Users can now set up whether under projects should be invoiced on the main project or invoiced individually. Several of our screens now also include a ’include under project’ menu item when they are opened from the local menu.

A project transaction origin can now be updated with new transactions

Once an order has been created from a project then users can see the ‘transaction origin’ on the order. Here some of the transactions can be deselected if they are the basis of the order and the order can be regenerated. Users can now also search the transactions that have not yet been invoiced and choose which transactions to include. So users are now able to select and deselect transactions in the screen.

Create a 0 invoice in project

In order to close a month, projects need to be invoiced. Now we have a function called ’Create 0-invoice’.  This is a way to close the month without sending an invoice to the customer. Uniconta will still create invoice transactions in the invoice table with an invoice number of 0. This way users can see that Uniconta has created and posted a 0-invoice. In the project number series users can now create an inventory item number that can be used to show the difference between ‘on account’ amount invoiced and the amount that should in fact be invoiced.

The project journal now has a batch and number series

Just as we have batch and number series in the inventory journal, we have now added them to the project journal. The project journal now also contains the EAN field as in the inventory journal.

Documents in the production module

In the production module, users can now choose whether attached documents should be saved in an archive. Then the document will be saved on ’finished items’ just as we do in the inventory archive, whereby documents from the order are saved together with the invoice.

Batch- and number series matching now runs in sync

The batch and number series that we have on our order lines can now run ’in sync’. So a user can have one screen open and match new lines without closing the screen. This saves a lot of mouse clicks if matching a lot of order lines.

Warehouse and location in BOMs

BOMS now have additional fields: warehouse and location. If completed then ‘create production lines’ and ‘unfold BOM’ will always use these fields. If not completed then the system works just the same as in the prior version.

Photos on items

If users choose to attach a picture to an item in the inventory item list, then these can now be seen in the overview since the last column will receive a unique number.  This number can now be entered on the item number in our ‘Photo’ field.  This attachment is now the ’standard’ photo for the item.  There  will now be a ‘photo’ menu everywhere in Uniconta where item numbers are shown. This menu will show the item photo for the highlighted line. This photo will also be accessible in the report generator so that it is included in the invoice or quotation.

Duty groups on item groups

Instead of putting a duty group on each ítem, users can now select it on the ítem group. This will then be used if the duty group is not selected on the individual item card.

Notification of changes to stock on hand

Users can now select ”InvItemStorage” under Company/Maintenance/ Modification URL. This means that when stock on hand is changed, an ‘event’ will show up on this table type.

Uniconta remembers ”Syncronise/lock”

When the user opens order lines on an order then the order lines are ‘locked’. If the user then switches to ‘syncronize’ then Uniconta will remember this. So when order lines are closed and opened again, they will open in ‘syncronize mode’. This applies as long as Uniconta is open since nothing is saved in the memory.

Currency adjustments

Uniconta now allows users to perform a currency adjustment on balance sheet accounts in the general ledger where a currency is selected in the chart of accounts. There is a new account number field called ‘offset account for general ledger accounts’ in the dialogue box for currency adjustments. A general ledger currency adjustment will post on the account that is being adjusted as well as the given offset account.

Currency adjustments have also been updated so that if the necessary accounts are not completed in the relevant dialogue box then Uniconta will not post the adjustment. In short, two accounts are necessary in order to post a currency adjustment on a customer and if these account are not completed Uniconta will not post the adjustment to the customer.

If users only wish to adjust general ledger accounts then they will need to complete the ‘general ledger offset account’ and if users only wish to adjust vendors then they will need to complete the two accounts for vendor adjustments.

New voucher numbers on the journal lines

In the journal set up we have added a new field to determine how a posting gets a voucher number. The options are: ‘only one voucher number’, ‘new number upon 0 balance’ or ‘new number per line’. The last option is new.

Show date interval in journals

Upon posting a journal, Uniconta will review all lines and find the ‘largest’ and the ‘smallest’ date and show the date range in the posting dialogue box. This is designed to help catch user errors when, for example, the user enters a date in a prior year or a future year that is not closed.

Bank reconciliation text can be edited

When users import bank statements they do not always want the bank text to transfer to the journal. It is now posible to edit the text directly in the bank reconciliation. We have also added a new field called ‘original text’ that is hidden and which always contains the original text from the bank. If the user would like to switch back to this original text, they just have to delete the text in the bank reconciliation field and the original text will automatically appear.

Print financial statements

When printing financial statements using the print icon at the top of Uniconta, the headers are printed in bold and underlined. Our previous method of drawing a line in the whole columns width tended to shift when changing the column bredth.

EAN on pricelists

Price lists now include an EAN. When an EAN number is added to order lines, quotations and purchase orders, Uniconta first looks to see whether an inventory ítem has an EAN number and then it looks at the price list. If there is an EAN number here, then Uniconta will enter the ítem number, Price, amount and discount from the price list. So the same inventory ítem can have several EAN numbers. For example a box can contain 10 pieces or 100 pieces of the same ítem number but each has its own EAN number and price.

Attachments open a website

Attachments can include a ’url’ which can retrieve attachments from somewhere else in order to save them on Unicontas server. If the url begins with ”http” or ”www”, then Uniconta will not point to ‘url’ as a trace to a file but open the browser instead with the address in the url.

REST-Api for Uniconta

Even though we have our .NET Api, we need to be able to access our functions via ”standard web protocols”. Until now we have had OData read data from Uniconta but now we have built our OData server to also be able to insert, update and delete. We will continue to add methods so that we can also update invoiices, post journals and many more of the functions that can be achieved via our .NET api.

Other news

• Currency is now saved with 5 decimals in the currency table
• Price lists now use up to 5 variants whereas before they could only use 2.
• Price lists now also have user defined fields
• Subscriptions in the order module can now support 3 recurring years
• We have added ’Undo delete’ in the general journals. This works as long as the user has not clicked on ‘Save’.
• Interest and collection letters have been updated so that a prepayment ‘due’ is not included in the collection letter list and will not be assigned interest. Customers with a negative balance will not receive reminders/collection letters either.
• The import tool now saves ’blocked’ from C5 customers and vendors after the journal is posted
• Upon importing an invoice, users can now determine the number of years to go back and import invoices from.
• Sell by date in the inventory journal now can be used with batch and serial numbers.
• The Dashboard control viewer can now take a ’dashboard’ as a argument as well as open a dashboard directly if users create their own menus.
• ”Edit all” in production orders
• Pivot tabels now have the correct amount format
• You can attach documents to OIOUBL
• Post codes have been extended to 12 characters from 10. Some coutries have 12 characters for post codes since the code also indludes a code for the street.