Update from the BONSAI world (2/2024)
Events
ServiCon Future Campus “Communication”
On June 11, we will be taking part in the ServiCon Future Campus “Communication” in Cologne. Together with communication experts from the cooperating SMEs, current PR and marketing trends, the latest developments and challenges for SMEs will be assessed and discussed.
Here you will find all the important information and can register directly:
GWS Branchentage 2024
Together with proLogistik, we will be attending the GWS Branchentage in Münster from June 17 – 20. This event are aimed at customers from the Raiffeisen & agricultural sector, food wholesalers, the building materials and technical trade and the sanitary, heating and air-conditioning sector. We look forward to exchanging ideas with our partner companies and customers.
For more information:
gws.ms/gws-branchentage-2024/
Product news
Mandatory e-invoicing also affects rebate settlement
As of January 1, 2025, e-invoicing will be mandatory in the B2B sector in Germany. Bonus invoices to suppliers and bonus credit notes to affiliated companies are also affected by this new regulation.
Debit notes or invoices to suppliers for subsequent rebates, marketing allowances or sales promotions as well as credit notes to affiliated companies as part of the bonus distribution must also comply with the new legal framework.
From 2025, transitional periods will apply for the introduction of e-invoicing in the B2B sector, which will allow for a gradual changeover:
- from 01.01.2025:
Companies must accept e-invoices without requiring special consent to receive them in this format. However, paper and PDF invoices will remain permitted until 31.12.2026. However, the delivery of a simple PDF invoice by e-mail requires the consent of the recipient. - from 01.01.2027:
A “real” e-invoicing obligation comes into force, which states that only electronic invoices may be sent.
The solution includes the implementation of the ZUGFeRD 2.2 format in BONSAI. The invoice format is controlled for each recipient, which ensures the flexibility and adaptability of the solution. The following advantages result from this approach:
- Email dispatch:
The electronic invoice (ZUGFeRD 2.2 PDF file) can simply be sent by email, which simplifies and speeds up the billing process. - Legal compliance:
From 2025, the recipient’s consent will no longer be required to accept e-invoices, thus ensuring compliance for the transfer of documents. - Readability:
Even without processing the embedded Factur-X part of the e-invoice, the PDF can be read, which simplifies the handling of invoices for all parties involved.
BONSAI-OPI in Microsoft Power-BI
The BONSAI Open Interface (OPI) is a tried-and-tested interface for integrating all data from BONSAI into in-house business intelligence processes.
To simplify access to the availability and analysis of BONSAI data, we have worked with a partner company to integrate the BONSAI OPI into Microsoft Power BI. Not only the technical integration was realized, but also the first representative dashboards and evaluations were implemented. Please contact us for a demo of the BONSAI-Power-BI integration.
Integration of the proLogistik archive solution “active archive / DMS”
Electronic data must also be stored in a legally compliant and audit-proof manner so that it can be easily accessed in the event of a query. This is exactly what “active archive / DMS” makes it all happen.
The sophisticated archiving software reliably handles all the steps required for archiving – from the timely storage and retention of data to the extremely convenient search function.
If an archive solution for document and contract storage is required in addition to the BONSAI system, we can offer you this integrated solution. We would be happy to put you in touch with the archiving experts at proLogistik.
New functions and features in the latest BONSAI releases
Credit note registration – default settings for the settlement run
In the current BONSAI version, several new functions and improvements to credit note registration have been implemented to optimise the invoicing process and user-friendliness:
Default settings for the settlement run on credit notes
The document text type can now be pre-entered when the credit note is created in order to better distinguish intermediate settlements from final settlements. In addition, the option “Final settlement of agreements” is available directly on the credit note and can be used in the filters of the credit note list. Modifications to these options in the “Settlement” dialog are saved both in the settlement run and on the credit note.
Assign multiple settlement periods
It is now possible to assign multiple settlement periods to a credit note. Instead of using two separate fields for settlement period and period type, there is now a single field for multiple selection of settlement periods. This simplifies administration and ensures that the turnover for all selected periods is taken into account in the valuation.
Further improvements:
- The document date may now be no more than the current date in order to prevent incorrect entries.
- A new filter “Has agreements” has been added to the supplier selection, which restricts the list to suppliers with existing agreements.
- When selecting agreements, it is now possible to transfer all filtered results to the credit note with a single click.
These new features and enhancements contribute to more efficient and error-free credit note registration and provide BONSAI users with more flexibility and control over the recording process.
Extension of the bulk change of agreement data
The bulk changing of agreements in BONSAI has been significantly expanded. Users can now change the field “Agreement value” if the list of agreements is restricted to a specific class and type. Similar conditions apply to the fields “Per unit value” and “Quantity unit”.
The agreement name and agreement texts can be changed without restrictions, whereby a specific text type must be selected. In addition, activities can be added or removed if certain conditions are met.
Finally, agreements can be canceled via the bulk change function if no active settlement result exists for the selected agreements.
Separate quantity conversion
It is now possible to specify a quantity unit for scale attainment for per unit scales with scale value type “Quantity” that is independent of the quantity unit for the agreement value.
Example:
- from 5.0 pallets on you receive 0.01 EUR per packing unit
- from 10.0 pallets on you receive 0.02 EUR per packing unit
The additional quantity unit is entered in the field “Alternative quantity unit counting value” if this is activated. The field “Quantity units” is then referred to as the “Reference value quantity unit”. The field “Different quantity unit counting value” has to be administrated only optionally. This means that if no unit is entered, the unit from the field “Reference value quantity unit” applies.
Planning and simulation
In BONSAI, the modules for planning and simulation agreements have been expanded. In the planning module, bonus keys and settlement methods can now be selected in plan agreements, provided these options are activated. The change log for planning now also shows deleted agreements on both sides.
The runtime of simulation agreements can be edited in the simulation, and additional data can be administrated and edited for simulation agreements.
These modifications improve the user-friendliness and flexibility of the planning and simulation processes.
Contract filing in document management systems
With the latest updates in BONSAI, created contracts from the module “Contract management” can be transferred to a document management system (DMS). There are two new options in the contract type when archiving is activated: the creation of an IDX file and an RDY file. The IDX file contains metadata about the contract and can be generated in various formats such as .xml or .idx. The RDY file is an empty file that signals to the DMS system that the associated PDF and IDX files are ready for collection. The metadata must be coordinated in advance for the respective DMS system and implemented by IBB.
SEPA transfer for distributions
With the new transfer logic for distributions, a transfer amount is determined for export to a SEPA interface when distribution documents are generated.
This amount may differ from the document amount if there are already documents for the recipient from previous runs that have not yet been transferred or if there are also debits for the recipient from other documents. In such cases, the transfer amount will be adjusted.
If the total amount is positive, a transfer order is issued and the documents concerned are given the status “Issued”. In the event of a SEPA block or negative amount, no transfer is made and the documents receive the status “Not issued”.
Reporting – Date selection for invoicing reports
A selection field for date selection is now available for the invoicing reports. This allows you to specify whether the fields “Invoice from” and “Invoice to” are used to restrict the document date, the posting date or the generation date.
This affects the reports “ Invoicing”, “Invoicing per branch”, “Invoicing with incoming payments”, “Invoicing distribution” and “Invoicing distribution with incoming payments”.
If you would like to use these features to further optimize your processes, we invite you to get in touch with your IBB consultant or contact our support team.
