Conversion and authorisation (Profit 15)

This topic is related to the conversion and authorisation for Profit 15.

Do you want to know more about all the new functionality? Visit our New in Profit 15 page on the AFAS Customer portal.

Alerts

As from Profit 15, you can link several languages for each message template. In other words: the message template contains a translated subject and email content for each language.

This means that you only link but one message template per alert instead of one message template per language. The message templates of alerts are merged in the conversion to create one message template that contains all languages.

Example

The Debtor/Outstanding balance > 10,000 alert has email as the destination. You have linked four message templates, that is:

• Alert - Debtor/Outstanding balance (NL)
• Alert - Debtor/Outstanding balance (EN)
• Alert - Debtor/Outstanding balance (FR)
• Alert - Debtor/Outstanding balance (DU).

These message templates are merged to create one message template with the above languages during the conversion to Profit 15. This message template will be linked to the alert.

The other message templates continue to be present, but are no longer linked to the alert.

Email settings

You define the email settings per environment via General / Environment / Management / Properties, email tab. The new Email server type field has been added on this tab. As from Profit 15, you first select the email server type and the correct fields will be displayed based on this.

The new Email server type field will automatically be given a value based on the Server for outgoing email field.

In addition, there is a new choice: Exchange Azure AD. You can use it to set up Exchange Online via Azure AD Connect as from Profit 15.

Input forms

Authorise the new General /In & OutSite / Input form / Ingevulde formulieren function. You can select and delete completed forms of different completion forms with this.

AFAS Pocket

Projects and construction:

• First authorise the Projects / Team / Team role, Aut. non-team members action and the Pocket tab. These components are needed for the authorisation per team role of projects and work slips.
• Authorise the new tabs for the Projects and work slips components.
• Authorise the Construction component.

Family

• Authorise the Family component.

Locations

Authorise the new Change location code action in General / Location / Location.

Dossier

Authorise the new Document tab for the automatic generation of documents with new file items.

Authorise the new Response labels tab for allocating labels to the responses to file items.

Recruitment and selection

There are two changes during the migration to Profit 15:

• The Change status field has been added in the HRM settings in Profit 15. This will give the 'Status of the applicant can be changed from the master card of the applicant' value by default. Do you want to use a different value? Select it in the HRM settings via HR / Management / Settings.
• For the new Responsible person tab in the properties of the vacancy, the authorisation is used from the General tab. If therefore an employee has rights on the General tab in the properties of the vacancy, he/she will be given access automatically to the Responsible person tab.

Contract management financial

The Contract management functionality has been expanded and changed.

You can now add contract lines (not in Small Business). Contract lines have their own duration, contract value and distribution into obligations.

Authorise the new Financial / Contract management / Contract lines function.

The contracts are converted into contracts and contract lines in the conversion. The changes in contracts and contract lines are also converted into the contract history.

The existing Status field will be determined in a different way in the new situation. Below an overview is given of the changes:

E-invoice

The new Email server type field has been added on the Settings tab. As from Profit 15, you first select the email server type (POP3 or Azure AD) and the correct fields will be displayed based on this.

If in Profit 14 the Import email attachments as e-invoice field has been selected, the Email server typefield in Profit 15 will have the POP3 value.

Finance Auditor

The Finance Auditor functionality has been expanded and changed.

You can now ignore result lines so that the lines will not again be displayed during a next audit. Authorise the new components below:

• The function Financial / Finance Auditor / Ignored result
• The Ignore action (in Financial / Management / Finance Auditor / Result)
• The Ignored result tab (in Financial / Management / Finance Auditor / Configuration)
• The Delete collectively action (in Financial / Management / Finance Auditor / Configuration)

Authorise the Audit line properties action (in Financial / Management / Finance Auditor / Result)

The Open source action no longer applies. You now double click a line in the audit result to open the source. You cannot authorise this action anymore. Profit will check whether you are authorised to open the source.

Example:

If, for example, you double click an audit result with regard to a ledger account while you are not authorised to open the ledger, you cannot open the ledger through the Finance Auditor.

The Delete collectively action (in Profit 14) is now called Solved. The authorisation of this has not changed.

Authorise

Authorise the following for the new Group invoices function:

• Menu item: Financieel / Facturering / Collective invoice.
• Action: Financial/Group invoice/Generate colletive invoice.

In addition, these two actions have been authorised as follows in relation to group invoices:

• Preparation of subscriptions - If the user is entitled to the Automatic invoicing action at subscriptions, then it is also the case in relation to this action in Profit Financial.
• Preparation of courses - If the user is entitled to the Automatic invoicing action at courses, then it is also the case in relation to this action in Profit Financial.

Intercompany with stock

If you want to use the functionality for intercompany with stock where Profit automatically processes the purchasing and selling process between the administrations, you must first activate this.

Activate the functionality:

• Intercompany order management

  The activation can only be activated after the 'stock in several administrations' activations have been activated.

Change per P15 of other intercompany functionality

• The ‘Intercompany’ activation for intercompany invoicing is called ‘Intercompany projects’ as from Profit 15.

Authorise the menu choices:

• Order management / Intercompany / Intercompany invoice
• Order management / Intercompany / Inrichting / Intercompany scenario

Authorise the tabs and actions:

• Order management / Intercompany / Intercompany / tabs and actions.
• Order management / Item / Groups / Item group / Integration intercompany tab
• Order management / Item / Groups / Integratiegroep / Integration intercompany tab

  For the journalization of the intercompany sales and purchase invoices and stock, article settings and integration group settings determine how to book the cost price, purchase and yield of intercompany, differently from regular purchase and sales.

• Order management / Sales process / Packing slip / Create receipt action.

Fixed settlement price per warehouse

You can deviate from the default Fixed settlement price of the article for each warehouse.

You use this, for example, if you have a Return warehouse in addition to standard warehouses. You can then give articles that are located there a FSP of 0 euros with this new function. When article is moved to another warehouse and not via a warehouse movement, the normal FSP of that article will again be automatically calculated.

If you work with warehouses in several administrations, you can also use different FSPs over the administrations with this.

You must first activate the Settlement price per administration activation for this. You cannot deactivate this activation anymore.

Next, you will see the Warehouse field in the New Settlement price wizard. If you do not enter a value for this required field, you will be creating a deviating FSP for that warehouse. All other warehouses will keep the general FSP for that article.

Authorisation

For the function so f the invoicing cockpit and group invoice in Profit Financial, what is specified below has changed with regard to the authorisation:

• The 'Invoice' menu item has been renamed to Invoicing cockpit. The path is: Financial / Invoicing / Invoicing cockpit.
• If you were authorised je in the separate module (Order management, Subscriptions, Projects/ hours/claims, CRM) for the Invoice menu item, this will also be the case for the new menu item of the Invoicing cockpit in Financial and the actions that are linked to this module.

  It concerns the actions:

  • Invoice subscriptions, Invoice courses, Invoice order management, Invoice actual costing and Invoice instalments.

  

  • The other actions also come from the modules; therefore, already authorised before. The following action is an exception to this: Invoice lines to be invoiced - This is a new action. If the invoice jams due to a technical reason, you can ensure through this action that Profit converts the already created lines to be invoiced in an invoice.
  • The Delete collectively action is only related to sales from Order management.
• The option to optimise in the Invoice wizards of the Invoicing cockpit and from the modules via the wizard from courses, subscriptions, actual costing and instalments is new. (Not at Order management).

You can see how you can authorise below:

Customer relation profile and project settings changed

• The configuration of the Invoicing method in the Invoicing/stock project settings for project invoices no longer applies. You could find it on the Projects tab, but is now only applicable for drafts and has therefore been moved to the Drafts tab. The options related to this configuration were: invoice per customer relation (1), per project (2) and per line (3).
• In addition, you had and will keep the settings for the collection of invoices in the customer relation profile. You only use these settings now.

  The 'Default' (0) option has been changed to 'Per customer relation' (0) at the Collection method field within this context. The new 'Per line' (99) option has also been added.

  

The setting for projects without drafts that have been cancelled are being converted:

• If you had Invoicing method 'per project', the Collection method setting in your customer relation profile(s) changes from 'Default' (0) to 'Per project' (2) in relation to project invoices.
• If you had 'per line' in relation to Invoicing method, the setting linked to Collection method for project invoices becomes the new 'Per line' (99) option.

In addition, the fields in the tabs of the customer relation profile have been reorganised.

Note:

Check the authorisation to ensure this is still correct with the new content on the existing tabs.

• The fields Invoice bank acc. where you make deports pay their e-invoices Portal preference, i.e. for the OutSite issue and to determine the VAT and payment setting for Order management, the Debiteur factuurinstelling field, have been moved - they were located on the General tab, but can now be found on the Invoice tab:

  

  Remain and therefore the Aantal exemplaren afdrukken, Bijlage samenvoegen met .pdf verkoopfactuur, G-rekening e-factuur (new) fields and the fields for the Facturatie frequentie and Extra dagen facturatie frequentie for Flex.

• All fields related to group period, collection method and issue of the attachment for the different invoice types (project, instalment, subscription, course and order management) have been moved to the new tab from the Invoice tabVerzamelfactuur per onderdeel:

  

  The new functionality related to Group invoices over the components through the Group invoice tab will be described soon.

Timetable checking Close week via entry layout

You can now configure in the entry layout how the system must deal with the timetable checking in relation to the Close week action.

You have the options:

0 No audit

1 Close books

2 Exceedance allowed

3 In accordance with project settings.

Existing entry layouts will be given setting 3 in the conversion to Profit 15. These are the settings as you were familiar with in relation to the settings for Projects. If you want to continue using those settings, keep the configuration in the entry layout on 'In accordance with project settings'.

Timetable checking takes place during Close week in accordance with the layout used by the user to perform this action. The benefit of the checking via the entry layout is that you can manage through authorisation definition which users or user groups enter through which entry layouts and close their weeks.

It normally checks at Close week at the setting in Projects / Management / Settings / Project on the Checking setting in relation to the Timetable checking field: