Uniconta Update 88

Release date: Sunday September 19, 2021

Click on each module to link to the update description
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Ledger

Some external services insert current items in a journal. When the accountant works with the journal, the external service can continue to insert lines. When the accountant wants to post the journal, Uniconta reports errors that the journal has more lines on the server than the user has on the screen. The accountant has to log out, log in again, and then address the inserted lines.

With the new function, the accountant can now transfer the content from the Invoice file journal to the personal journal. Then the accountant can keep working in the personal journal, at the same time as the external service can continue to insert new lines in the “old journal” and fill it up.

You can now create your own fields on the financial items. When these fields are created, they will also appear in the financial journal, and will be transferred to the financial items by posting. After posting, you can update the custom fields via the API.

You can now create VAT codes that are associated with a country and delimited by country. We can also simulate journals as part of the VAT report, and then we have full support for VAT mini One Stop Shop (MOSS).

When you receive physical attachment in the inbox, it may happen that an attachment should have been sent to another company. You can now select “Move to another company” in the menu, and simply and quickly move the attachment to another company.

We compress physical attachments, as many people upload images over 1MB. If you press “Add” in the menu “Physical attachment (Inbox)”, you can turn off “Compress” here. Then we will not compress files under 1MB. Remember to turn it off before selecting the file.

  • Three decimals of the VAT percentage
  • Upon deletion of the oldest financial year, debtor and creditor items will also be deleted
  • Inbox, you can now convert a JPEG to PDF. Then you can merge it with another PDF
  • 4 new account types: Ordinary share capital, Long-term debt, Short-term debt and Provisions
  • Dimensions from Employee are now transferred to the sales order if the order does not have these dimensions filled in
  • The SWIFT and Payment Format fields are now in the GL journal and are transferred to the open record when posting
  • We have made a Bank Reconciliation Report, which shows the items in the bank and the financial bank account that have not been reconciled
  • Just as you can see in bank reconciliation which journal items it has been reconciled against you can now also see in the journal whether the line has been reconciled with a bank entry. This is done by dragging a new field into the layout
  • Automatic reconciliation of lines in bank reconciliation has now been given criteria for text match: “Equal”, “Starts with” and “Contains”
  • Splitting PDF into multiple pages has become easier. Now it is a button “One PDF per page” Uniconta
  • Rotate PDF can now update the physical attachment so you do not have to rotate next time.
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Customer & Sales Order

We have now developed something similar for “Attachments”, so that you can insert icons on the invoice lines that refer to attachments that the recipient of an invoice can press and display on the web.

There are 3 links on the invoice lines, all of which refer to attachments on the product card:

  • Photo. In version 85, we agreed that you could view a picture inside the invoice. Now you can also insert a link to the image, which the customer can then click on and view it on the web
  • WWW link. This is the link you can set up on the item, and which can display a page about the item on your own website. That link can now also be inserted in the invoice so that the customer can click on it
  • Another field has appeared on the product card, which is called “Invoice attachment“. Here you specify an attachment, in the same way as you specify an image. Now that link can be inserted on the invoice and the customer can click on the link. This could, for example, be a guide to using the product.

On orders and purchases, you can now enter a posting text on the order header, which will then be transferred to the financial entries and the creditor entry. We do not transfer to the debtor record, as texts on the customer appear on the account statement.

Until version 87 it was only possible to add items to a project via the project journal or purchase. If you wanted to place goods on a project from a Sales Order, you had to invoice them. Now there is a menu item in Sales Orders / Update Document, which is called “Post on Project”. Here you can post all the sales order lines into the project, corresponding to what happens when posting a project journal. The order is then posted with item consumption and work in progress, but it is not invoiced.

The advantage of this new function is as long as you have a Sales Order, the goods can be reserved and withdrawn. Projects can thus also be included in needs calculations and re-orders.

  • “Note” on item name groups is set up to 4,000 characters
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Vendor & Purchase

On orders and purchases, you can now enter a posting text on the order header, which will then be transferred to the financial entries and the creditor entry. We do not transfer to the debtor record, as texts on the customer appear on the account statement.

We now have support for purchases at a fixed cost price. The difference between the fixed cost price and the real purchase price is posted on a new account, “Loss / gain on fixed price purchases”, which is set up on the product group.

It has been a desire to use the payment journal to create merged payments, transfer them to the GL journal without creating a payment file, and without having various bank validations. Payment format CSV has become active again and can be used for this.

Logistics icon

Logistics

A warehouse has been added to the employee. When this employee enters an order, this warehouse will be suggested on the order line.

The requirement summary in the warehouse can now be seen “Per warehouse”, as we also know it from the reorder list. “Per warehouse” is a check mark that you turn on / off.

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Project

When in version 87 you selected “Create sales order” in the project pop-up menu, it was in fact an “invoice proposal” that was created. We have now created a menu in the Project main menu called “invoice proposals”, where Uniconta now saves the created invoice proposals, and does not mix them with “Sales order”. We have therefore introduced two new directories for invoice proposals main + lines. They are both inherited from DCOrder and DCOrderLine just like sales order.

Until version 87 it was only possible to add items to a project via the project journal or purchase. If you wanted to place goods on a project from a Sales Order, you had to invoice them. Now there is a menu item in Sales Orders / Update Document, which is called “Post on Project”. Here you can post all the sales order lines into the project, corresponding to what happens when posting a project journal. The order is then posted with item consumption and work in progress, but it is not invoiced.

The advantage of this new function is as long as you have a Sales Order, the goods can be reserved and withdrawn. Projects can thus also be included in needs calculations and re-orders.

Note!

Under Project/Maintenance/Number series, a number series has now been added to these postings, so that they are not mixed with the invoice posting document series. Also note that you can choose which item lines are to be posted to the project. It is controlled via the species, where you must check which species you want to include in the bookkeeping in the species file.

From being an hourly budget tool that helps with the overview of what each employee should work on, the planning is expanded with work area, expanded task management, and assign possibility to activity management with the detailed degree that is worked on in the individual company and/or on the individual project.

To facilitate and streamline the creation of tasks, activities, and estimated time consumption, we have made it possible to create based on several scenarios.

Among other things, created from:

  • Time budget/Resource planning, where everything concerning a project is created from scratch
  • Time budget/Resource planning, where everything concerning a project, or a group of the project is created based on standard templates that ensure that everything is created as it is standard in the company
  • The budget is rolled out from last year’s realized figures per. month / week / day

The automation has been improved so that a part-time employee can have a factor up to a defined standard time, and then there is an option of a factor above standard time. A standard time calendar must be defined. This is done by ticking of the default column on the calendar.

The setup takes place on the pay type, which still works as in version 87. Sort by Pay Type ID (internal type only = Overtime).

  • The 1st is expected to be factor n
  • The 2nd is expected to be invoice 1

When there are two overtime factors (Wage types) in play – the overtime hours will always be placed on the last day of the Ready Message in the Hourly Journal.

The hourly journal will now use an item + price if it is stated on the salary type. The item is picked up in connection with simulation and posting of the Time Journal, and prices / discounts from the item will be used. This is the same price spread as we have in the Project Journal.

Journal lines can be selected under Project Entries, and this applies to all entries for Project Entries: Main Menu, Employee and Project.

A new column ”Journal hour” has been added. Cost and sales prices are also updated for the journal lines. If “Include subprojects” is pressed, e.g. journal lines will also be retrieved for these projects.

Ensuring everything is included in the budgeting / planning

The control report can be run in the following places: Project/Reports/Budget and Project/Reports/Planning.

It checks for the following three things:

  • The customer has at least one active project
  • Project has created budget lines
  • Project has created tasks

The lines are grouped into the above 3 groups. A Budget Group must be specified to run the report. Projects can be created directly via the “Create project” button.

The function will take a copy of all budget transactions that have the selected budget group. First, all budget transactions that have a tick in the new field “Anchor budget” are deleted, then the lines are copied and ticked in “Anchor budget”.

In the budget postings screen, a new check box has appeared, so you can choose to see the anchor budget (all postings with a notch in the column “Anchor budget”).

Anchor budget has been added to Schedule for comparisons between realized numbers and the budget part.

Budgets can now be created in two places: Project and Project/Reports/Budget.

If the budget is created from the Budget screen, an attempt will be made to create budgets for all active projects.

If you want to create budgets on selected projects, this must be done from the Project screen. If the budget is created, it will be the requested / visible projects that will have a budget created.

Update prices in budget will update cost and sales prices according to the standard principle, which is also used in the Hourly Journal and the Project Journal. Only prices for active projects are updated.

Budgets can only be created on active projects:

  • First, all budget entries that meet the selection criteria are deleted (Anchor budget is not deleted)
  • Budget items are deleted only if the “Delete existing budget items” dialog parameter is specified
  • Budget heads are created for the projects
  • The project entries that are in the specified (period – 1 year) are copied to the budget. The entries are grouped according to the following keys (Project, Employee, Project type, Salary type, Task, Work area, Date). Cost/Sales Price will be an average price if the Budget Method <> Day. These are the original prices that are carried over to the budget. The prices can then be updated to the new prices with the function “Price update”
  • Budget method
    • Month – the entries are collected per. the 1st first of the current month – one year ahead
    • Week – the entries are collected on Monday for the current week – one year ahead
    • Day – the poses are placed on the same day – one year ahead

Prices and standard time are now stored in a local cache for optimization purposes. Therefore, we have updated the following screens: Hourly journal, Approval overview, IGV, Budget and Project journal.

Cache for prices is always updated in connection with bookkeeping. Cache for prices and standard time is updated locally if you adjust the prices or standard time. This means that if others need to use corrected prices, then data must be saved and updated with other users.

The following two principles are used:

  • Item number filled in: Here the price spread is unchanged.
  • Employee filled in and item number blank: The same principle is used here as in the Time Journal. Prices are retrieved from Employee rates or Employee master card.
  • The employee has a new field “Vehicle Registration No”, which is used in Time for mileage
  • Project budget lines have been given DB and DG which can count backwards. There are comment fields and separate fields
  • Project totals are now set up in a different way, so that it gives a better overview
  • Under Company / maintenance / preferences there is now a Project box where you can switch menus on and off. One can e.g. turn off zero invoice if you do not use this function
  • We have created a new dimension: “Workspace”, which is put on postings just like “Task”. Simply, “Workspace” is a common one for all projects, while “Task” is created per project
  • Project type has now arrived on the invoice lines
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General

Uniconta has started creating PDF files with “links to more information”. We are very successful with our account statement, where customers can now click on the “invoice icon” inside the PDF account statement, and then view their invoice. We have approx. 300 clicks every day where our customers’ customers would like to see the invoice.

The invoice is displayed in the Uniconta Portal and is thus a good advertisement for Uniconta. The invoice is shown by the fact that behind the icon we have a link to the portal, and inside the link there is a 128-bit code. It’s called a Guide (Global Unique Identifier). It is thus a code we generate, which then refers to the invoice. The same thing happens when you want to approve your Physical attachments on the web.

Since we have now given access to these attachments via a link, you can also use these links from other places, if you know the link.

Behind all these links in the invoice, there is a secret code. You can view this code by turning on “Allow external link to attachments” in company information. If you turn that option on, you can see this code during the attachments, and there will be a button in the ribbon to open this link.

Now you can take a copy of this link and paste it where you want. It could be in an email, Word, Excel etc. It can e.g. used if you make an offer to a customer on some items. Then you can insert these links inside your Word document, which the customer can click on, and view images, descriptions, documentation, etc.

It is not only on goods that it works. It works everywhere from. You can also use these links in the project module if you want to send documentation regarding. a project like drawings, pictures, etc. to its customers.

In company / maintenance, a GDPR setup has been set up. In the event of a GDPR clean-up, “old” customers/vendors are merged under a “joint customer/vendor”. The screen sets up which customer and vendor it should be, number of years that must pass, where the customer or vendor must be inactive before it is to be merged. In the menu you can drive. You can select “simulate”, and thereby see which customers/vendors that Uniconta will combine.

A Uniconta Partner can now save the layout “for all users”. If you do this, the layout will be saved on the account owner’s user ID and marked as “shared”.

Normally, a custom field of type “bool” is displayed as a check mark. Now you can view two texts instead. This is done by entering in the field “Format” the two texts you want to display for False and True, respectively: “No; Yes”, “Black; White”, “Stop; Start”, “Rejected; Approved”.

There has been “order” in own fields. On the overview, they are arranged in order, and on the form, they are arranged in “group” in order. “Show in the overview” has been added. If you turn it off, the field does not appear in the overview, but only on the map.

  • The function “right click on local menu”, can now collapse the menu, then there is more space for data
  • “Print” has now been given a “paper size”
  • The Uniconta Webportal has a new look and feel