Financial Management#

The following features expand standard Microsoft Dynamics 365 Business Central1 functionality to provide additional options to those working in your organization’s financial department.

Accounts receivable dunning#

Based on the dunning system of Microsoft Dynamics 365 Business Central[^1], the following fields and functions have been added to KUMAVISION medtec365.

Consider payments until#

When creating the reminder proposal, it is possible to enter a date in the "Take payments into account until" field up to which date the posted incoming payments (account statements) have been taken into account. This date is taken into account when the reminder is printed.

In addition to the existing variables in the dunning texts, the date value for the text "Payments taken into account until" can be used with the variable %13.

Print dunning document#

Report selections#

To use the function described below, the report "Reminder 5048915" should be selected in the "Report selections - Reminder/interest invoice" for reminders.

Dunning level in dunning lines#

If different dunning levels have been used in a dunning notice, the highest dunning level is displayed in the header area and the respective dunning levels of the documents are displayed for the individual items.

Booking logic and value flow#

Booking Codes#

In KUMAVISION medtec365, the valuation type can be defined by booking codes depending on the booking process in order to map the different ownership structures of the item stocks. During the posting process, the valuation type is determined internally by the posting code and displayed in the posted item in the "Valuation type" field.

The following ownership structures can be shown:

• Fixed assets which are moved via merchandise management
• Leased property which is permanently rented out by the customer
• Third-party property from cash registers which is shipped, stored / retrieved and maintained
• Current assets
• Current assets which are permanently rented out or used equipment

In KUMAVISION medtec365, a booking code is required for every item movement in the processes.

Booking Groups change to orders#

On the "Purchase order types" page, you can use the "Booking groups" in the menu ribbon to open the "Order type dep. booking groups" page. and set a specific redirection of the booking groups from the master data for a specific order type.

Booking groups in order / service order#

No booking group change can be pre-assigned in the sales order types. Booking groups can be changed manually in the order line if required.

There is also no pre-assignment for a booking group change in service order types. Booking groups can be changed manually in the service order line if required.

Posting groups change to item book sheet#

For special postings via item ledger sheets, such as scrapping or own requirements write-off, separate item ledger sheets can be created. Different parameters can be defined for these bookings via the book sheet names:

• Cause code ➔ Evaluation criterion

• Product posting group ➔ Possibility to control a separate warehouse correction account for scrapping; a dedicated product posting group, e.g. "Scrapping", must be created for this purpose. The posting matrix must be supplemented accordingly for this combination.

System capitalization#

Booking code for asset capitalization#

The following setup parameters have an influence on the system activation:

Transfer of devices from current assets to fixed assets#

Device access#

When equipment is purchased, it is generally not known in which further processes, e.g. sales, rental, etc., it will be used.

The purchase is therefore usually made using a valued posting code such as UV (current assets). Further information can be found under "Booking codes".

Activation criterion#

If a device has to be transferred in asset accounting because it is intended for long-term rental, it is usually transferred to the customer via an order.

With this transfer posting, the posting code is changed from UV to UV-AKT (current assets to capitalization) via a delivery hierarchy. Further information can be found under "Posting logic and value flow | Posting codes".

Item Attachments Booklet#

The serial number information card and the assignment of the respective device class (KUMAVISION Miscellaneous information register) on the article card are required for the activation of serial number devices.

For the capitalization of devices (asset swap current assets -> fixed assets), the capitalization proposal "Fixed assets article book. sheets" is available. It is possible to create several capitalization proposals via the book sheet names. Please note, however, that a corresponding filter (e.g. for a specific booking code) must be entered when creating the proposal.

The report "Calculate article assets for capitalization" only takes into account article items with posting codes that have the option Asset posting type = "Capitalization" in the posting code setup.

When calling up the report from the asset/article book sheet, filtering is carried out on the respective booking code "UV-AKT". There may be other booking codes, e.g. "Buyback".

During activation, the start date for depreciation is always proposed as the first of the month of activation, but can be changed in the proposal.

The notes in the "Warning" field are displayed in the info box for each line. Activation can take place despite a warning.

Errors in the "Warning" field are displayed in the info box for each line. Activation is not possible.

To ensure that the error messages in info boxes are displayed correctly, the object type Codeunit 71076692 KVSMTCFAItemJnlCheckLine must be stored on the "Application log batch run types" page for the code "ANLAGENARTIKELBUCHBL".

After checking the lines, they are to be posted.

Posting the lines from the asset item book. -sheet create the asset master with the asset depreciation ledger and post the acquisition costs. The serial number information list can be accessed via the info box for the asset master. Parallel to the capitalization in asset accounting, a stock transfer takes place in the article items. When the capitalization is posted, the value is derecognized in current assets and added to fixed assets.

When the item is transferred, the posting code is changed from UV-AKT to AV (fixed assets).

Investment card#

If the base article number or serial number in the system card is changed manually by a user, an activation message appears.

Device class#

The specifications for activating the serial number item are defined in the device classes.

The device classes must be assigned to the articles that can be activated.

Most important parameters for activation:

Device class assignment#

Since not all devices within a device class necessarily have the same value, but the value of the SNR device is decisive as to whether a device should be capitalized as a low-value asset or not, there is the "device class assignment", which can be called up via the device class.

The page is also helpful if the GWG limit should change.

If there are entries on the page, the activation proposal takes the entry into account and, if necessary, changes the device class in the proposal so that the SNR device is activated with the correct settings. The "Device class" and "Subsequent device class" fields are shown in the activation proposal so that they can be checked before activation.

Cancel asset capitalization#

In medtec365, you can also reverse the capitalization of a fixed asset.

1. Open a fixed asset card.
2. Go to the FactBox on the right-hand side, and then choose FA Item Tracking > Cancel Line on the ribbon.

If you turn on the Delete Fixed Asset toggle when you run the action, the card of the fixed asset will be deleted, as will the (item, value, and G/L) entries related to it.

If the toggle is left turned off, the card will be kept whereas the (item, value, and G/L) entries related to the asset will be canceled.

Analyze items in transit#

The Items in Transit analysis shows you all shipped but unbilled items—information that might be particularly helpful at the close of a month or year. In-transit analyses are mainly based on the value entries assigned to a certain item, enriched with data from multiple fields found on the item card and on item and general ledger entries.

To run the analysis:

1. Choose the Search icon, enter Items in Transit, and then choose the related link.
2. On the Options FastTab, set filters as needed.

To update the analysis, run the Fill Value Entries action. The entry data is then copied to Excel, where you can use one or more filters to customize each workbook (that is, the appearance of the pivot tables it contains).

Sell activated devices#

Sales of capitalized SNR devices (cash register sales, sales to private individuals, etc.) can also occur as part of transaction processing from the prescription processing area. The equipment sale is carried out via the sales order; the equipment is booked out directly in the warehouse and in the fixed assets with the invoice.

It is also possible that such devices are debited via an item ledger sheet as part of an inventory or stock correction (loss, scrapping, etc.) during the year.

If a device capitalized in asset accounting is sold, an associated asset is also sold, either directly or indirectly.

Direct asset retirement takes place if the "Automatic warehouse posting" switch has been activated in the warehouse setup.

Indirect asset retirement takes place if the "Automatic warehouse posting" switch has been deactivated in the warehouse setup and the "Post warehouse adjustment to asset" batch run has subsequently been executed.

An entry is made for the process in the "Article tracking attachments" info box.

Return of sold av activated devices#

The "Retrieve posted voucher lines to be canceled" function cannot be used for the return of sold AV equipment. These devices may not be returned to fixed assets.

In the case of redemption on UV-AKT, the system already sold may not be used for activation.

Scrap activated devices#

A device with the booking code "AV" can always be retired directly via an article booking sheet. The associated asset is also debited on this retirement.

The asset is debited automatically if "Automatic warehouse posting" is activated in the "Warehouse setup".

If "Automatic warehouse posting" is not active, the following reports must be run so that the asset is also debited:

• Storage regulation fact. Inst. Prices
• Book stock adjustment
• Book stock adjustment in system

A corresponding entry is made for the process in the "Article tracking attachments" info box.

Report derecognition of scrap stock#

Appliances that are to be scrapped can also be collected in a separate storage location and booked out using the "Scrap warehouse write-off" report.

The setup for this process can be carried out via the "Warehouse setup".

By filtering on the booking code "AV", all activated serial number devices in the scrap warehouse are transferred to the article book sheet.

If the "Post" checkbox is not set for the "Write-off scrap warehouse" report, the disposals are transferred to an item ledger sheet that was defined in the "Warehouse setup".

It is advisable not to activate the "Post" button directly when running the "Scrap warehouse clearing" report, so that the postings can be checked in the book sheet beforehand.

When goods are removed from the "Scrap warehouse", the corresponding asset is also automatically posted, provided that "Automatic warehouse posting" is activated in the "Warehouse setup".

If "Automatic warehouse posting" is not active, the following reports must be run so that the asset is also debited:

• Storage regulation fact. Inst. Prices
• Book stock adjustment
• Book stock adjustment in system

A corresponding entry is made for the process in the "Article tracking attachments" info box.

As part of the processes, it must be ensured that capitalized devices are also booked out to fixed assets on an accrual basis using the "Post stock adjustment to fixed assets" report. This must be run regularly (at least as part of the month-end closing). The report takes into account article items with the type "Retirement".

Report post warehouse settlement in system#

If a device activated in asset accounting is booked out (sale or disposal), an associated asset is also booked out directly or indirectly.

• Direct asset retirement takes place if the "Automatic warehouse posting" switch has been activated in the warehouse setup.

• Indirect asset retirement takes place if the "Automatic inventory posting" switch was deactivated in the warehouse setup and the "Post inventory adjustment to asset" batch run was subsequently executed.

Activation of existing assets in data transfer#

Devices that have already been capitalized in Asset Accounting must be given special consideration in the data transfer. The following steps should be taken into account:

• Devices should be transferred individually per serial number via the inventory to a booking code DÜ-AV (non-valuated).

• Assets should be set up with reference to the "Base article no." and "Serial no." of the device
• After assets have been set up and the acquisition costs and depreciation have been transferred, an activation should be carried out for the booking code DÜ-AV.

Posting in general ledger#

Chart of accounts - In use#

The "In use" field can be displayed in the chart of accounts. A filter on this field allows you to quickly determine which accounts are used in other tables, such as the posting matrix.

Note VAT exemptions on sales documents#

Pursuant to Section 14, Paragraph 4.8 of the German Value Added Tax Act (UStG), invoices for tax-exempt deliveries across the European Union must contain a note informing about the exemption while citing Section 4 Subsection 1 Paragraph ‘b’ in conjunction with Section 6 UStG.

For this purpose, you need to set up a footer text and specify the language code and the general and VAT business and product posting groups required for showing this statement.

1. Choose the Search icon, enter Footer Setup (Sales), and then choose the related link.
2. Fill in the fields as described in the following table.

You can then enter the statement that should be shown in the footer on the Footer Text FastTab.

Combine shipments on customer ledger entries#

You can now store numbers for combining shipments in the Combine Shpts. Billing No. and Detailed Combine Shpts. Billing No. fields on customer ledger entries, to be used for ledger entry application in the OPplus app.