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Baan Common

System Tables

Module Procedure UP024A US

System Tables

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Document

Document code : UP024A USDocument group : User DocumentationDocument title : System TablesApplication/Package : Baan CommonEdition : ADate : July 1998

© Copyright 1998 Baan Development B.V. All rights reservedThe information in this document is subject to change without notice. No part of this documentmay be reproduced, stored or transmitted in any form or by any means, electronic or mechanical,for any purpose, without the express written permission of Baan Development B.V.Baan Development B.V. assumes no liability for any damages incurred, directly or indirectly, fromany errors, omissions or discrepancies between the software and the information contained in thisdocument.

System Tablesi

Table of contents

1. The System Tables (MCS) module in BaanERP 1-11.1 The MCS concept as applied in BaanERP 1-11.2 MCS’s functional procedures 1-31.3 The modules related to MCS 1-41.4 Prerequisites 1-61.5 The functionality of MCS’s business objects 1-6

2. Defining independent master data 2-12.1 To define independent master-data 2-12.2 The Logistic Tables data 2-12.2.1 The independent Logistic Tables data 2-22.2.2 The dependent Logistic Tables data 2-32.3 The Financial tables data 2-32.3.1 The independent Financial tables data 2-32.3.2 The dependent Financial Tables data 2-42.4 The Taxes data 2-4

3. Defining the units 3-13.1 Unit types and attributes 3-13.2 To define general units 3-33.3 To define item-dependent units and conversion factors 3-43.4 To define unit descriptions in other languages 3-5

4. Defining number groups and series codes 4-14.1 The number group attributes 4-14.2 To define number groups and series codes 4-2

5. Defining tool types 5-15.1 The tool types’ attributes 5-15.2 To define a tool 5-2

6. Defining states/provinces 6-16.1 To define the state/province of an address 6-1

7. Defining currencies 7-17.1 The currency attributes 7-17.2 To define currencies 7-3

8. Setting up tax registration 8-18.1 The tax attributes 8-18.2 Prerequisites 8-38.3 To define the tax-registration 8-48.4 Assigning the tax codes to items 8-78.5 To define the destination sales-tax registration 8-88.6 Optional destination sales-tax sessions 8-11

9. Appendix A: Glossary of terms 9-1

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System Tables1

About this document

Read this document to get an overview of the System Tables (MCS) module’sfunctionality and to learn more about the functional procedures that are relatedto MCS.

You need no detailed knowledge of the BaanERP software to read thisdocument. However, you are more likely to understand the contents if you arefamiliar with:

n The overall structure of packages, modules, and sessions within theBaanERP software

n The general business procedures used in everyday business practicen The basic concepts of enterprise resource planning

For detailed descriptions of the module’s sessions, refer to BaanERP’scomprehensive online Help.

To use this document

Read Chapter 1, The System Tables (MCS) module in BaanERP, if you want toknow more about:

n The module’s functionalityn The relationship of MCS with other modulesn The functionality of MCS’s business objects

Read Chapter 2, Defining independent master data, if you want to know moreabout the master data that you can define in a single session independently ofother procedures.

Read Chapter 3, Defining the units, if you want to know more about how todefine units and the data that is related to units, such as conversion factors.

Read Chapter 4, Defining number groups and series, if you want to know moreabout how to define series codes and order numbers.

Read Chapter 5, Defining tool types, if you want to know more about how todefine tool types, tool numbers, and tools.

Read Chapter 6, Defining states and provinces, if you want to know more abouthow to define the states or provinces that you can link to addresses. States andprovinces are used in destination sales-tax computation.

Read Chapter 7, Defining currencies, if you want to know more about how todefine currencies and the data that is related to currencies.

Read Chapter 8, Setting up tax registration, if you want to know more abouthow to set up tax registration for regular tax and for destination sales-tax.

See appendix A, Glossary of terms, to read the definitions of the entities thatyou define in MCS.

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Acronyms used in this document

AAD Application Configuration, a Baan Tools module

COM General Data, a Baan Common Data module

CPR Cost Price Calculation, a Baan Manufacturing module

IBD Item Base Data, a Baan Common Data module

INA Inventory Analysis, a Baan Warehousing module

MCS System Tables, a Baan Common Data module

PCG Pricing Control, a Baan Order Management module

PCS Project Control, a Baan Manufacturing module

RRP Resource Requirements Planning, a Baan Enterprise Planning module

SFC Shop Floor Control, a Baan Manufacturing module

SLS Sales Invoicing, a Baan Central Invoicing module

SOC Service Order Control, a Baan Service module

TRP Tools Requirement Planning, a Baan Manufacturing module

Legend

Mandatorysession

Indicates a mandatory session

Optionalsession

Indicates an optional session

Mandatorybusiness object

Indicates a mandatory business object

Optionalbusiness object

Indicates an optional business object

CFIndicates a package

PCSIndicates a module

PCSIndicates a module that is described in the module procedure

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This chapter provides information on:

n The System Tables (MCS) concept as applied in BaanERPn MCS’s functional proceduresn The modules that are related to MCSn The prerequisites for using MCSn The functionality of the MCS’s business objects

1.1 The MCS concept as applied in BaanERP

You can use MCS to define the general master data that is used by the currentcompany. If you define more than one company in your BaanERP system, youmust define the general master data separately for each company.

You must define the company’s master data before you can work in thecompany to manage your business transactions such as buying, producing,selling, or planning. For example, before you can prepare an invoice, you mustdefine the following data:

n The itemsn The items’ sales pricesn The currency that is used for the invoicen The business partner that receives the invoice

There are two types of master data:

n General master dataGeneral master data is master data that is used in more than one BaanERPpackage. An example of general master data is units of measure which areused:− In Baan Manufacturing on a bill of material to indicate how many items

are needed− In Baan Order Management on a purchase order to buy the required

quantity− In Baan Order Management to calculate the invoice amount− In Baan Warehousing to replenish the stock

n Package master dataPackage master data is master data that is used in one BaanERP packageonly. Examples of package master data are:− Ledger accounts, in Baan Finance− Zones and locations, in Baan Warehousing− Sales order types, in Baan Order Management− Item production data, in Baan Manufacturing

To work with a BaanERP package you must:

n Define the general master data in the MCS modulen Define the package master data in the Master Data modules or business

objects of each package

1. The System Tables (MCS) module in BaanERP

Master data

General master data

Package master data

Defining master data

The System Tables (MCS) module in BaanERP

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Figure 1 shows how the MCS module is positioned in BaanERP.

Common Data

EMM

COM IBD

CCP

MCS

All BaanERP packages

Figure 1, The MCS module in BaanERP

MCS is a master-data definition module. You use MCS to define the followingtypes of general master data:

n Logisticn Financialn Tax-related


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1.2 MCS’s functional procedures

Defining master data

You can define the master data in MCS in one of two ways:

n Defining independent master dataIndependent master data does not use data that is defined in another session.You can define the independent master data in any order.

n Defining dependent master dataDependent master data uses data that is defined in another session. Youmust define the data in a specific order. For example, to define units by unitset, you must define the data in this order:− 1 Units, in the Units (tcmcs0101m000) session− 2 Unit sets, in the Unit Sets (tcmcs0106m000) session− 3 Units by Unit Set (tcmcs0112m000) session

Chapter 2 lists the independent master data.

The remaining chapters describe the procedures that you must carry out todefine:

n Unitsn Number groups, series codes and series start numbersn Tool typesn States or provincesn Currenciesn Tax-related master data


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1.3 The modules related to MCS

Modules in all of the other BaanERP packages use the data that you define inMCS.

Figure 2 shows the modules that are related to MCS.

SOCCRPPCS

EMM IBD

COM

MCS

Baan Tools

Generic unitsLanguages

AAD

BaanCommon Data

Tool items

IBD

BaanCommon Data

GEO codesof addresses

COM

TRP

PDM

Figure 2, The modules related to the MCS module

The following data that you define in MCS is used throughout the BaanERPapplications:

n Languagesn Currencies and currency exchange ratesn Number groups series codesn Rounding codes

Other related modules are mentioned here.

If you create a new department or warehouse you must select the enterprise unitto which the department or warehouse belongs. You define the enterprise unitsin the Baan Dynamic Enterprise Modeler.

Enterprise units


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You link a large amount of data that is defined in MCS to business partners inthe General Data (COM) in Baan Common. For example:

n The language that you use in communication with the business partnern The business partner typen The currency and the currency exchange rate type that you use for

transactions with the business partnern The departments that carry out your transactions with the business partnern The business partner’s credit ratingn The business partner’s factoring companyn The terms of payment and terms of delivery that you agree with the

business partner

BaanERP uses the tax master-data to compute the tax amounts on orders andinvoices. BaanERP calculates the tax amounts on invoices in the SalesInvoicing (SLS) module in Baan Central Invoicing.

Before you can define the tax-related master data you must define:

n Countries, in MCS Logistic Tablesn Ledger accounts, in Baan Financen Business partners, in COM

In Logistic Tables you define the tool class of tool items that you have definedin IBD. You define further details of the tool in the Tools RequirementsPlanning (TRP) module in Baan Manufacturing.

In Logistic Tables you define the general project codes that are used:

n In the project segment of item codes, in IBDn In the Project Control (PCS) module in Baan Manufacturingn In Baan Project

The cost components that you define in Financial Tables are used in the CostPrice Calculation (CPR) module in Baan Manufacturing.

You define the conversion factors between the units that you define in MCS inthe Item Base Data (IBD) module.

Business partners

Tax computation

Tools

Projects

Cost components

Conversion factors


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1.4 Prerequisites

Before you start to define entities in MCS, you must:

n Design a coding systemFor example, you must decide which codes you use for countries,languages, currencies, and so on.

n Create at least one companyA BaanERP company is a BaanERP working environment. Users can onlyaccess the data of the company in which they work. You define the masterdata for the company in which you work. For more information aboutcompanies, see the chapter Defining companies, in the General Datamodule procedure UP020A US.

n Define the following entities in Baan Tools:− Languages, in the Languages (ttaad1510m000) session− Generic units and their formats in the Generic Units (ttaad1106m000)

session and its related sessions.

1.5 The functionality of MCS’s business objects

MCS contains the following business objects:

n Logistic Tablesn Financial Tablesn Taxes

There is no relationship between the business objects, with the followingexception:

n You must define the countries in the Logistic Tables business object beforeyou can define tax codes by countries in the Taxes business object.

Logistic Tables

Use the sessions of the Logistic Tables business object to define the logisticmaster data such as:

n Countriesn Languagesn Number groupsn Units


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Financial Tables

Use the sessions of the Financial Tables business object to define the financialmaster data such as:

n Currenciesn Cost componentsn Factoring companiesn Terms of payment

Taxes

BaanERP calculates the tax amounts of every transaction, poss the tax amountsto specific ledger accounts and dimensions, and prints the tax amounts on theorders and invoices.

You can compute and register tax amounts in different ways.

n General tax registrationBaanERP computes tax amounts of goods and services that are deliveredand prints the amounts on the orders and invoices. BaanERP uses the taxcodes that you link to the items and other cost objects to determine the taxrates for each taxable invoice item and the ledger accounts to which the taxamounts must be posted. Chapter 8 describes how to set up general taxregistration in BaanERP.

n Destination sales-tax registrationIf the destination sales-tax registration is not too complex, you can useBaanERP to compute the destination sales-tax amounts payable to differenttax authorities. BaanERP uses the Geo codes of the delivery addresses todetermine the tax rates and the tax authorities. Chapter 8 describes how toset up destination sales-tax registration in BaanERP.

n Destination sales-tax registration using a tax providerYou can use a tax provider program to compute and register the destinationsales-tax amounts payable in the United States and Canada. You must alsoactivate the BaanERP destination sales-tax functionality.

The tax provider provides the information about tax rates and tax authoritiesand computes the tax amounts. The tax provider passes the tax rates andcomputed tax amounts to BaanERP. BaanERP uses the Geo codes of thedelivery addresses to determine the ledger accounts and the dimensions towhich the tax amounts of each transaction are posted.

How to set up the interface between the tax provider and BaanERP isdescribed in the chapter Setting up the tax provider interface, in the GeneralData module procedure UP020A US.


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System Tables2-1

This chapter describes how you can define the independent master data. Thischapter contains the following sections:

n To define independent master datan The Logistic Tables datan The Financial Tables datan The Taxes Tables data

2.1 To define independent master-data

You can define the independent master data in any order. For each piece of datayou must enter:

n A coden A description

The independent master-data definition procedure consists of one step.

Step 1 Define the code and the description in the appropriate session.

Define codes according to the coding system that you have set up.

Make sure that the description clearly indicates:

n The type of the datan The purpose of the data

For example, the description of a number group must indicate the intended useof the number group, such as:

n Addressesn Projectsn Purchase schedulesn Purchase ordersn Requests for quotations

2.2 The Logistic Tables data

This section lists:

n The independent Logistic Tables datan The chapters that describe how you can define the dependent Logistic

Tables data

2. Defining independent master data

Defining independent master data

System Tables2-2

2.2.1 The independent Logistic Tables data

To define the independent Logistic Tables data, use the sessions listed below.See Appendix A, Glossary, for definitions of the entities.

n Areas (tcmcs0145m000)n Business Partner Types (tcmcs0129m000)n Carriers (tcmcs0580m000)n Channels (tcmcs0166m000)n Commodities (tcmcs0128m000)n Countries (tcmcs0510m000)n Departments (tcmcs0565m000)n Discount Codes (tcmcs0121m000)n General Projects (tcmcs0552m000)n Item Groups (tcmcs0123m000)n Item Signals (tcmcs0118m000)n Languages (tcmcs0146m000)n Lines of Business (tcmcs0131m000)n Manufacturers (tcmcs0160m000)n Price Groups (tcmcs0124m000)n Price Lists (tcmcs0134m000)n Priorities (tcmcs0170m000)n Product Classes (tcmcs0162m000)n Product Lines (tcmcs0161m000)n Product Types (tcmcs0115m000)n Reasons (tcmcs0105m000)n Routes (tcmcs0104m000)n Selection Codes (tcmcs0122m000)n Business Partner Signals (tcmcs0139m000)n Seasonal Patterns with the related Seasonal Factors (tcmcs0116m000)n Skills (tcmcs0130m000)n Statistics Groups (tcmcs0144m000)n Terms of Delivery (tcmcs0141m000)n Titles (tcmcs0119m000)n Warehouses (tcmcs0503m000)

About general projects

General Projects is not completely independent data. You must define theproject codes of all types of projects in the General Projects (tcmcs0552m000)session in MCS. For each project you must indicate if it is used in the PCSmodule of Baan Manufacturing or in Baan Project.

You then define further project details in the package in which the project isused.


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2.2.2 The dependent Logistic Tables data

You use the remaining Logistic Tables data sessions to define the dependentLogistic Tables data. The following chapters of this manual describe how todefine the dependent Logistic Tables data:

n Chapter 3, Defining the unitsn Chapter 4, defining number groups and series codesn Chapter 5, Defining tool typesn Chapter 6, Defining states/provinces

2.3 The Financial tables data

This section lists:

n The independent Logistic Tables datan The chapters that describe how you can define the dependent Logistic

Tables data

2.3.1 The independent Financial tables data

To define the independent Logistic Tables data, use the sessions listed below.See Appendix A, Glossary, for definitions of the entities.

n Cost Component (tcmcs0148m000)n Credit Insurance Company (tcmcs0109m000)n Credit Rating (tcmcs0564m000)n Currency Exchange Rate Type (tcmcs0108m000)n Factoring Companies with the related banks (tcmcs0125m000)n Invoicing Method (tcmcs0555m000)n Late Payment Surcharges (tcmcs0111m000)n Rounding Codes (tcmcs0553m000)n Terms of Payment with the optional related Payment Schedules

(tcmcs0513m000)

About banks by business partner

The following sessions in the Financial Tables business object are part of thebusiness-partner definition procedure, which is described in the General Datamodule procedure UP020A US:

n Banks by pay-by Business Partner (tccom4515m000)n Banks by pay-to Business Partner (tccom4525m000)

You must define the pay-by business partner and the pay-to business partnerbefore you can use these sessions to define or display a business partner’sbanks.


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When you define a pay-by business partner or a pay-to business partner, youcan click the Banks command button in the business-partner session to start thecorresponding Banks by Business Partner session and define the businesspartner’s banks.

2.3.2 The dependent Financial Tables data

The only dependent Financial Tables data consists of the currencies. Chapter 7,Defining currencies, describes how to define the currencies.

2.4 The Taxes data

The taxes data is dependent data that must form a logical structure. Chapter 8,Setting up tax registration, describes how to define the taxes data and to set upyour tax registration.

System Tables3-1

This chapter describes how you can apply MCS to define units. This chaptercontains the following sections:

n Unit types and attributesn To define general unitsn To define item dependent units and conversion factorsn To define unit descriptions in other languages

You use units of measure to express and to manage physical quantities. Youmust define all the units that the company uses. You can define any unit thatyou need. For example, you can define units of weight of 1 kg, 3 kg, and 6 kg.

You can define two types of units:

n General units such as hour, kilo, meter, and so on.The general units include the company’s base units which BaanERP uses asa basis for calculations.

n Item-dependent units, such as bottle, crate, pallet, reel, and so on. Theactual quantity that the unit represents depends on the item.

3.1 Unit types and attributes

This section describes the unit types and attributes that you can define.

Base units

You must define the base units for each of the physical quantity types.BaanERP converts quantities that are expressed in other units to the base unitbefore carrying out any computations on the quantities.

For each company you must specify the base units of:

n Weightn Lengthn Surface arean Volumen Time

Alternative units

You can define any other units that you need. For example, you can use onemeter as the base length unit and define the alternative length units of amillimeter, centimeter, decimeter, decameter, hectometer, and kilometer. Youcan add alternative units whenever you need them.

Rounding factors

You can define a rounding factor for each unit. The rounding factor of a unitindicates which multiple or fraction of the unit is allowed. BaanERP rounds offentered and calculated quantities of this unit to the nearest multiple of therounding factor. The default rounding factor is 0.01.

3. Defining the units

Units

Defining the units

System Tables3-2

Conversion factors

You define the ratio between an alternative unit and the base unit by thealternative unit’s conversion factor.

Before calculating quantities of items, BaanERP first:

n Converts quantities of the item that are expressed in alternative units to theitem’s base/inventory unit.

n Converts the resulting quantity of the item’s base/inventory unit to thecompany’s base unit of the same physical quantity type.

You must define two types of conversion factors:

n General conversion factorsThe conversion factors between units of the same physical quantity type.For example, a kilogram is 1000 grams, independent of the item.

n Item-dependent conversion factorsThe conversion factors between units of different physical quantity types.For example, a crate of one item is 18 liters and a crate of another item is24 liters.

Unit sets

You must define unit sets to link the units to items.

A unit set is a group of units that you can link to (customized) items or itemgroups. You can use the unit sets to define physical quantities that can be usedfor the item, in what modules they can be used, and for which purposes.

Base/inventory unit

An item’s base/inventory unit is the unit in which the inventory of an item isrecorded. For example, piece, kilogram, box of 12, or feet. Inventory units arethe base units for:

n Inventory managementn Standard costingn Production planning

The unit set that you use for an item must include the item’s base/inventoryunit. You must also define the conversion factors of all the units of the unit setto the inventory unit.

Defining the units

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3.2 To define general units

To define the company’s base units and other general units you must run asequence of sessions in the MCS and the Item Base Data (IBD) modules.

Figure 3 shows the general unit-definition procedure.

Units(tcmcs0101m000)

Base units(tcmcs0100s000)

Conversion Factors(tcibd0103m000)

1

2

3

Figure 3, The general unit-definition procedure

The general unit-definition procedure consists of the following steps:

Step 1 Units (tcmcs0101m000)

Use this session to define the general units that are used in the company. Forexample, you can define the following units of time: second, minute, hour, day,week, and year.

Step 2 Base Units (tcmcs0100s000)

Use this session to select one unit of each type to be the company’s base unit.For example, you can use hour as the base time unit.

Step 3 Conversion Factors (tcibd0103m000)

Use this session to define the conversion factors of the alternative units to thebase units, for each physical quantity type. If you select one of the company’sbase units in the Base Unit field, you cannot enter an item or an item group.

Defining the units

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3.3 To define item-dependent units and conversionfactors

To define an item-dependent and an item-group dependent unit, you must run asequence of sessions in the MCS and the Item Base Data (IBD) modules.

Figure 4 shows the item-dependent unit-definition procedure.

Units(tcmcs0101m000)

Units by Units Sets(tcmcs0112m000)

General Item Data (tcibd0501m000)

orGeneral Item Data Defaults

(tcibd0502m000)

Conversion Factors(tcibd0103m000)

1

3

4

5

Unit Sets(tcmcs0106m000)

2

Figure 4, The item-dependent unit-definition procedure

The item dependent unit-definition procedure consists of the following steps:

You must run a sequence of sessions in different modules.

Step 1 Units (tcmcs0101m000)

Use this session to define the units that you need in addition to the general units.

Step 2 Unit Sets (tcmcs0106m000)

Use this session to define a unit set that you can use for the item or for a groupof items.

Step 3 Units by Unit Set (tcmcs0112m000)

Use this session to add the units to the unit set.

Note

Defining the units

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Step 4 General Item Data (tcibd0501m000)or General Item Data (Defaults) (tcibd0502m000)

Use this session to define the item or item group and to select thye following foreach item or item group:

n A unit setn The item’s inventory unitn The item’s base unit of weight

The inventory unit and base unit of weight must be included in the unit set thatyou assign to the item(group). The base unit of weight of an item(group) doesnot need to be the company’s base unit of weight.

Step 5 Conversion Factors (tcibd0103m000)

Use this session to define the conversion factors of the alternative units in theitem’s unit set to the item's base/inventory unit, for each item or item group.

3.4 To define unit descriptions in other languages

If the company uses more than one language, you can use the following optionalsession in the units definition procedure.

Unit Description by Language (tcmcs0107m000)

You can use this session to enter a description in different languages for eachunit. BaanERP uses these descriptions on external documents that are printed indifferent languages.

You must first define the languages in the Languages (tcmcs0146m000)session.

Defining the units

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System Tables4-1

This chapter describes how you can apply MCS to define number groups andseries codes. In addition, the chapter outlines how you can assign the series todifferent types of documents by using the sessions of other BaanERP packages.This chapter contains the following sections:

n The number group attributesn To define number groups and series

You identify orders, contracts, invoices, and other documents by their ordernumber or document number. The document numbers consists of:

n The series coden A serial number

You use number groups to assign sets of series codes to different types oforders, documents, and other records.

4.1 The number group attributes

This section describes the number group attributes.

Number groups

For each number group you define:

n The length (number of characters) of the series code

n One or more series codesYou can define alphanumeric series codes of up to eight characters. Themaximum length of the series code plus the number in the series is ninecharacters

n The starting number (first free number) of each series

Order numbers

You must create number groups and define series codes to generate thedocument numbers for:

n The various types of sales documents (orders, quotations, and so on)n The various types of purchase documents (orders, schedules, contracts, and

so on)n The various types of service documents (service orders, service contracts,

service calls, and so on)

Other serial numbers

You can optionally use series codes and serial numbers to identify:

n Projectsn Business partnersn Addressesn Contacts

4. Defining number groups and series codes

Document numbers

Number groups

Defining number groups and series codes

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First free number cache

You can use the first free number cache to reduce the BaanERP response timewhen users require an order number for a new order. For example, if you set thecache of a series to three, then BaanERP generates the next three numbers andreserves them for orders generated by this particular user. If the user thencreates only two orders before quitting BaanERP, one order number remainsunused.

Assigning the number groups

You assign the number groups to the document types and other types of data inthe corresponding parameters sessions in the BaanERP packages. For example,you select the number groups for purchase orders and purchase invoices in thePurchase Order Parameters (tdpur0100s400) session.

4.2 To define number groups and series codes

You define numbers groups and series in MCS. You assign the numbers groupsto their different purposes in the corresponding sessions in the various BaanERPpackages.

Figure 5 shows the number group and series codes definition procedure.

Number Groups(tcmcs0151m000)

First Free Numbers(tcmcs0150m000)

Parameters(in all packages)

1

2

3

Figure 5, The number group and series definition procedure

To define number groups, series codes, and series numbers, follow these steps:

Step 1 Number Groups (tcmcs0151m000)

Use this session to create the number groups that are required in the company.You must create a separate number group for each purpose. The series lengththat you define for the number group applies to the series codes of all the seriesof the number group.


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Step 2 First Free Numbers (tcmcs0150m000)

Use this session to define the series in the number group and for each series, thestarting number (the first free number) of each series. BaanERP increases thefirst free number by one each time a serial number is issued.

You can define as many series in a number group as you need. You can at alater date:

n Add series to a number groupn Block a series for use

For example, if you number your orders by year then you can add the series foreach next year, and block the series of the past year.

Series codes must be unique in a number group, but you can define the sameseries codes in different number groups.

Step 3 Assign the number groups to different document types

To assign the number groups to document types do one or more of thefollowing.

n Assign the number groups to sales orders, purchase orders, other salesdocuments, and other purchase documents in Baan Order Management inthe related session in the Order Management Parameters (PCG) module.

n Assign the number groups to service orders and other service documents inBaan Service in the Master Data sessions of the related service modules.

n Assign the number groups to production orders in Baan Manufacturing inthe SFC Parameters (tisfc0100s000) session.

n Assign the number groups to projects and budgets in Baan Manufacturing inthe PCS Parameters (tipcs0100s000) session.

n Assign the number groups to business partners, addresses, and contacts inBaan Common in the COM Parameters (tccom0000m000) session.

n Assign the number groups to receipts, shipments, and loads, in BaanWarehousing in the Inventory Handling Parameters (whinh0100s000)session.

n Assign the number groups to valuations, purchase advices, and productionadvices in Baan Warehousing in the Inventory Analysis Parameters(whina0100s000) session.

Step 4 Purchase Office (tdpur0112s000)or Sales Offices (tdsls0212s000) in Baan Order Management

Depending on the document type or record type:

n Assign the series to the purchase orders and the other purchase-documenttypes

n Assign the series to the sales orders and the other sales-document types


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System Tables5-1

This chapter describes how you can apply MCS to define general tool types.This chapter contains the following sections:

n The tool types’ attributesn To define a tool

You can define the tools and equipment that you use during production andservice. For example, BaanERP uses the defined tools:

n To include the availability of tools in planned production ordersn To include the availability of tools in planned service ordersn To estimate tools requirementsn To recommend purchases of tools and equipmentn To include the tool’s costs in production costing and service costing

You must define the general tool types in MCS because the tool types are usedboth in Baan Manufacturing and in Baan Service. You define further details ofthe tools in the Tool Requirements Planning (TRP) module of BaanManufacturing.

The Tools Requirement Planning (TRP) module in Baan Manufacturing usesthe general tool types as a basis. The TRP module registers and checks theavailability of tools for:

n Planned RRP orders of the Resource Requirements Planning (RRP) modulein Baan Enterprise Planning

n Production order advice of the Inventory Analysis (INA) module in BaanWarehousing

n Production orders of the Shop Floor Control (SFC) module in BaanManufacturing

n Service orders from the Service Order Control (SOC) module in BaanService

5.1 The tool types’ attributes

This section describes the general tool types’ attributes.

General tool type

General tool types indicate the type of tool, for example, electric drill, spraygun, scaffolding, a crane, a pile-driving engine, and so on.

Tool class

When you define general tool types, you indicate the tool class for each tooltype. The tool class can be:

n Single piece toolThe tool can be used on its own

5. Defining tool types

Tool types

Relations with otherpackages

Defining tool types

System Tables5-2

n Multipiece toolThe tool must be assembled from several tool parts before you can use it

n Tool partThe tool is part of a multipiece tool

Tool number

You assign a number to each individual tool or tool part. Each individual tool ortool part is identified by a unique combination of the tool type and a toolnumber.

5.2 To define a tool

Figure 6 shows the tool types and tools definition procedure.

General Item Data(tcibd0501m000)

General Tool Types(tcmcs0190m000)

Tool Numbers by General Tool Type(tcmcs0191m000)

1

2

3

Tool Types(titrp0501m000)

Tool Numbers by Tool Type

(titrp0502m000)

4

5

Figure 6, The tool types and tools definition procedure

The tool types and tools definition procedure consists of the following steps.


Step 1 General Item Data (tcibd0501m000)

Use this session to define the tool as a standard item. The item type must bePurchased and the item type specification must be Tool.

You cannot define customized items as tools.

Step 2 General Tool Types (tcmcs0190m000)

Use this session to define the item as a general tool type and define its toolclass.

Note

Note

Defining tool types

System Tables5-3

Step 3 Tool Numbers by General Tool Type (tcmcs0191m000)

Use this session to define the tool numbers that you want to use for theindividual tools of each tool type. You can define numbers for tools and toolparts. You can define more tool numbers than the number of tools that isactually present, so that there are some numbers for future use.

You do not have to number the tools sequentially. For example, you can use thefollowing number sequence: 10, 20, 30, 40, and so on.

Step 4 Tool Types (titrp0501m000)

You must now define the tool type in the Tools Requirement Planning (TRP)module in Baan Manufacturing. In this session you can specify the tool type’sgeneral details and refurbishing details.

Step 5 Tool Numbers by Tool Type (titrp0502m000) in Baan Manufacturing

Use this session to define the details of each individual tool. The details include:

n The tool’s usagen The tool’s length of lifen The tools’ refurbishing scheme

Defining tool types

System Tables5-4

System Tables6-1

This chapter outlines how you can apply MCS to define states and provinces.

State codes are part of the addresses that you define for the pay-to and pay-bybusiness partners. States/provinces are a way to subdivide countries. Thestate/province codes are used in electronic filing of 1099-MISC Income.

If you use a tax provider program to compute destination sales tax, the taxprovider uses the states or provinces of the destination addresses together withother address data to determine the addresses’ Geo codes. See the Setting up aTax Provider chapter in the General Data (COM) module procedureUP020A US for details.

6.1 To define the state/province of an address

Figure 7 shows the state/province-definition procedure.

Countries(tcmcs0501m000)

States/Provinces(tcmcs1143m000)

1

2

Figure 7, The state/province-definition procedure

To define the state/province of an address, follow these steps:

Step 1 Countries (tcmcs0510m000)

Use this session to define the countries for which you must definestates/provinces.

Step 2 States/Provinces (tcmcs1143m000)

Use this session to define the states/provinces into which the each country isdivided.

6. Defining states/provinces

States and provinces

Defining states/provinces

System Tables6-2

System Tables7-1

This chapter describes how you can apply MCS to define currencies. Thischapter contains the following sections:

n The currency attributesn To define currencies

You can use many different currencies in the transactions with your businesspartners. To register, calculate, and report amounts, BaanERP converts theamounts to the company’s reference currency. You can use a multicurrencysystem to register amounts in more than one currency.

You must define the following currencies:

n The company’s currenciesn The foreign currencies that the company uses

7.1 The currency attributes

This section describes the currency attributes.

Currency formats

Currency formats define the precision with which BaanERP displays androunds currencies. You must define a currency format for each currency thatyou define.

You use format codes to define more than one format for a currency. You canuse formats with different degrees of precision for different purposes. Forexample, you can calculate invoice amounts with a higher degree of precisionthan you use to calculate internal costs.

Currency exchange rates

BaanERP uses the currency exchange rates to convert one currency intoanother. The currency system that you select for the company determines whichexchange rates you must define.

You must define the currency exchange rates between all the foreign currenciesand the company’s reference currency.

In the dependent multicurrency systems, BaanERP calculates the amounts in thecompany’s reference currency. You must define the following currencyexchange rates:

n Between the company’s local currency and the company’s referencecurrency

n Between each of the company’s reporting currencies and the company’sreference currency

n Between each of the foreign currencies and the company’s referencecurrency

7. Defining currencies

Currencies

Single currency system

Dependent currencysystem

Defining currencies

System Tables7-2

In independent multicurrency systems BaanERP calculates the amounts in thecompany’s local currency and in each of the reporting currencies. You mustdefine the following currency exchange rates:

n Between the company’s local currency and the company’s referencecurrency

n Between each of the company’s reporting currencies and the company’sreference currency

n Between each of the foreign currencies and the company’s referencecurrency

n Between each of the foreign currencies and the company’s local currencyn Between each of the foreign currencies and each of the company’s reporting

currencies

Exchange-rate types

You can apply different currency exchange-rates to different invoice-to businesspartners and/or to different types of transactions (purchase, sales, and so on).Use the exchange-rate types to group the currency exchange rates. For example,define the Purchase exchange-rate type to group the exchange rates that you usefor purchase transactions. You must define at least one exchange rate type foryour company.

For each exchange-rate type you must define the currency exchange-rates thatthe company’s currency system requires.

Independent currencysystem

Defining currencies

System Tables7-3

7.2 To define currencies

Figure 8 shows the currency-definition procedure.

Generic Units(ttaad1106m000)

Formats by Generic Units(ttaad1107m000)

Currencies(tcmcs0102m000)

1

2

3

Companies(tcemm1570m000)

4

Exchange Rate Types(tcmcs0140m000)

5

Currency Rates(tcmcs0108m000)

6

Figure 8, The currency- definition procedure

The currency-definition procedure consists of the following steps:


Step 1 Generic Units (ttaad1106m000) session in Baan Tools

Use this session to define the currencies as generic units. BaanERP alreadyincludes a number of predefined generic units that represent currencies.

Choose Convert to Runtime on the Specific menu to save the new data in thedata dictionary.

Step 2 Formats by Generic Unit (ttaad1107m000) in Baan Tools

Use this session to select a generic unit that represents a currency and specifythe currency format. Repeat this for each generic unit that represents a currencyand for each format code.

Choose Convert to Runtime on the Specific menu to save the new data in thedata dictionary.

Note

Defining currencies

System Tables7-4

Step 3 Currencies (tcmcs0102m000)

Use this session to define the company’s currencies.

The currency codes that you enter must be identical to the generic unit codesdefined in the Generic Units (ttaad1106m000) session. This is easiest if youstart both sessions, because you cannot zoom from one session to the othersession.

Step 4 Companies (tcemm1570m000)

Use this session to select the company’s reference currency, local currency, andreporting currencies.

Step 5 Exchange Rate Types (tcmcs0140m000)

Use this session to define the exchange rate types that you want to use.

Step 6 Currency Rates (tcmcs0108m000)

Use this session to define the currency exchange-rates that are required for thecompany’s currency system for each exchange-rate type.

System Tables8-1

This chapter outlines how you can apply MCS to set up tax registration. Thischapter contains the following sections:

n The tax attributesn Prerequisitesn To define the tax registrationn Assigning the tax codes to itemsn To define the destination sales-tax registration

BaanERP computes tax amounts, posts them to ledger accounts and prints theamounts on orders and invoices. BaanERP uses the tax codes to determine thetype of tax, the tax rates, and the ledger accounts for each invoice item.

If you operate in an environment where the tax rates are determined by the localauthorities in the jurisdiction where the goods are received or consumed, youmust register destination sales-tax. This is usually the case in North Americaand Canada. In many cases there are multiple jurisdictions with authority overthe same location. As a result, the destination sales-tax consists of multiple partsand multiple rates.

You can use an external tax-provider program for destination sales-taxcomputation and registration. For details, see the chapter Setting up the tax-provider interface in the General Data module-procedure UP020A US.

8.1 The tax attributes

This section describes the tax attributes.

Tax codes

You identify each kind of tax by a tax code. You then define the details of eachkind of tax in each country. The tax code by country details include:

n The tax ratesn The tax authority to which the tax must be reported or paidn The ledger accounts and dimensions to which BaanERP posts the tax

amountsn Various options that indicate how the tax amount must be calculated

In order for BaanERP to provide default tax codes on orders, you must link thetax codes as follows:

n If you do not register destination sales-tax, you must link tax codes to itemsand other cost objects.

n If you register destination sales-tax, you must link tax codes to the Geocodes of the addresses.

8. Setting up tax registration

Tax registration

Destination sales tax

Tax provider

Note

Setting up tax registration

System Tables8-2

BaanERP uses the tax codes to determine:

n Whether the item or cost object is taxable, if you do not register destinationsales-tax

n Whether the transaction is taxable, if you register destination sales-taxn The tax ratesn The ledger accounts and dimensions to which BaanERP posts the tax

amounts

Tax types

Use the tax type to specify how BaanERP must register the computed taxamounts. The tax type can be one of the following:

n NormalBaanERP adds the tax amount to the net amount, which results in the grossamount on invoices. BaanERP also directly includes the chargeable orpayable tax amount in the tax analysis in Baan Finance.

n ShiftedBaanERP does not add the shifted tax amount to the net amount, but posts itto a tax account. At the same time, BaanERP generates a reverse entry on atax contra-account in Baan Finance.

In the tax analysis, the tax amount is included twice: once as an entry on thetax account, and once as a reverse entry on the tax contra-account.

In the Netherlands, shifted tax is used in relation to legislation concerningthe ultimate responsibility for payment of taxes and social securitycontributions (for example, on the invoices from subcontractors to a maincontractor).

In the European Union (EU), shifted tax can be used for purchase invoicesfrom other EU countries. Such purchase invoices do not state any tax, butwhen you post them you must calculate a fictitious tax amount against thenational tax rate. This tax amount is included on the tax report as bothchargeable and payable.

In North America shifted tax is used to accrue Consumer Use Tax in thosecases where the supplier does not invoice tax on a taxable purchase.

n On paymentsTax on payments is paid in the same way as normal tax, but only becomesreclaimable or payable after the invoice has been paid. BaanERP posts thetax to an interim account, and transfers the tax amounts to the real taxaccount when the invoice is paid. BaanERP posts tax amounts oftransactions that do not result in an invoice directly to the tax account.

Singular tax

The tax consists of a single tax amount payable to a single tax authority.


System Tables8-3

Multiple tax

The tax consists of multiple tax amounts payable to different tax authorities.

Tax authorities

BaanERP uses tax-authority codes and tax-authority groups to identify taxauthorities or tax jurisdictions. You can select and sort tax-analysis report databy tax-authority codes and by tax-authority groups.

Expense purchase tax

If you register expense purchase tax, BaanERP posts the tax amounts onpurchase invoices to the purchase ledger-accounts and the dimensions of thegoods, instead of posting the tax amounts to the purchase-tax ledger accounts.

BaanERP uses the purchase tax ledger account as an interim account betweenthe time of registration of the purchase invoice and the time of approval of thepurchase invoice.

8.2 Prerequisites

Before you can define the general tax master-data, you must define:

n Countries, in the Countries (tcmcs0510m000) session.You can indicate for each country whether BaanERP must print the total taxamounts by tax authority. This information is printed in addition to the totaltax amounts printed in the footer of the document.

If you register destination sales tax and you do not use a tax provider, youcan also select to print tax exemption information. If you use a tax provider,you can select to print the tax information by line.

You must indicate for each country whether it is part of the EU. Forcountries in the EU you must define the Geo country codes, which are usedto report the goods flows between the countries. For details, see the chapterDefining EU tax handling in the General Data module procedureUP020A US.

n Ledger accounts and dimensions, in the Chart of Accounts (tfgld0508m000)session in Baan Finance. You must define the ledger accounts and thedimensions to which BaanERP must post the tax amounts.

Note


System Tables8-4

8.3 To define the tax-registration

Figure 9 shows the tax-registration definition procedure. Setting up destinationsales-tax registration is described later in this chapter.

Single Tax Rates(tcmcs0132m000)

Multiple Tax Rates(tcmcs0133m000)

Tax Codes(tcmcs0137m000)

Tax Codes by Country(tcmcs0536m000)

Multiple Tax Code Lines(tcmcs0535m000)

Assign tax-codes to items

1

5

7

6 8

Tax Authority Groups (tcmcs1140m000)

Tax Authorities (tcmcs1137m000)

COM Parameters(tccom0000m000)

4

2

3

Figure 9, The tax-registration definition procedure


System Tables8-5

The tax-registration definition procedure consists of the following steps:

Step 1 COM Parameters (tccom0000m000)

In this session you must clear the Destination Sales-Tax Applicable checkbox. (Setting up destination sales-tax registration is described later in thischapter. )

Step 2 Tax Authority Groups (tcmcs1140m000)

You can optionally define groups for the tax authorities. You can use taxautority groups as a selection criterion when you prepare tax-analysis reports.

Step 3 Tax Authorities (tcmcs1137m000)

You can optionally define the tax authorities. You can specify for each countrythat Baan must print the tax amounts per tax authority on orders and invoices.

Step 4 Tax Codes (tcmcs0137m000)

Use this session to define a tax code for each kind of tax.

Step 5 Tax Codes by Country (tcmcs0536m000)

Use this session to assign the tax codes to the countries and specify the tax-codedetails. For each tax code/country combination you must specify:

n The tax typen Whether the tax is a singular tax or a multiple taxn Whether you want to register expense purchase taxn The ledger accounts to which the tax must be posted

You can optionally specify:

n The dimensions to which the tax must be postedn The tax authority

If the country uses a singular tax, carry out step 6.

If the country uses multiple tax, carry out steps 7 and 8.

Step 6 Single Tax Rates (tcmcs0132m000)

If the tax is a singular tax in the current country, use this session to define thetax rates. You can define different tax rates:

n For different periods of timen For different parts of the amount (graduated tax)

To start the Single Tax Rates session, you can choose Single Tax from theSpecific menu of the Tax Codes by Country (tcmcs0536m000) overviewsession.


System Tables8-6

Step 7 Multiple Tax Code Lines (tcmcs0535m000)

If the tax is a multiple tax in the current country, use this session to specify thetax levels. You can specify a different tax authority and different ledgeraccounts for each tax level. Each level results in a tax code line with a sequencenumber.

To start the Multiple Tax Code Lines session, you can choose Multiple Taxfrom the Specific menu of the Tax Codes by Country (tcmcs0536m000)overview session.

Step 8 Multiple Tax Rates (tcmcs0133m000)

Use this session to define the tax rates for each tax code line. For each tax codeline you can define different tax rates:


To start the Multiple Tax Rates session, you can choose Multiple Tax Ratesfrom the Specific menu of the Multiple Tax Code Lines (tcmcs0535m000)overview session.


System Tables8-7

8.4 Assigning the tax codes to items

After you define the general tax registration you must link the tax codes to itemsand other cost objects in the different packages.

Figure 10 shows the tax-codes assignment.

Default ItemData

(tsmdm2505m000)

Service ItemData

(tsmdm2500m000)

Service

Item Defaults(tdipu0102s000)

Item Purchase Data

(tdipu0101s000)

Item Sales Data Defaults

(tdisa0102s000)

Item Sales Data

(tdisa0101s000)

Order Management

Standard Equipment

(tppdm0512m000)

StandardSubcontracting

(tppdm0113s000)

ProjectEquipment

(tppdm6112s000)

Project

Tax registration definition

1 2 3

Service Centers(tsmdm1500s000)

Figure 10, The tax code assignment procedure

The tax codes that you assign to items and other cost objects are default taxcodes. If you specify a tax code on an order or on an invoice, this overrules thedefault tax code.

You can assign the tax codes to items and other cost objects as required in yourorganization in the following packages and sessions.

Baan Order Management

Select tax codes for the items or item groups in the following sessions:

n Item Sales Data (tdisa0101s000)n Item Purchase Data (tdipu0101s000)n Item Sales Data Defaults (tdisa0102s000)n Item Purchase Data Defaults (tdipu0102s000)


System Tables8-8

Baan Service


n Service Item Data (tsmdm2500m000)n Default Item Data (tsmdm2505m000)n Service Centers (tsmdm1100s000)

The tax code assigned to the service center is the default tax code. BaanERPuses this tax code for service invoice lines for which it cannot find aspecific tax code.

Baan Project


n Standard Equipment (tppdm0512m000)n Standard Subcontracting (tppdm0113s000)n Project Equipment (tppdm6112s000)

8.5 To define the destination sales-tax registration

If the destination sales-tax registration is not too complex, you can useBaanERP to register the destination sales-tax. For example, if you do most ofyour business within a small geographic area and you deal with a small numberof jurisdictions.

If you do your business in a large area and if you deal with many different taxjurisdictions, it is recommended that you use a tax provider program for sales-tax registration. For details, see the chapter Setting up the tax-provider interface,in the General Data module procedure UP020A US.


System Tables8-9

Figure 11 shows the destination sales-tax registration definition-procedure.

Multiple Tax Rates(tcmcs0133m000)

Tax Codes(tcmcs0137m000)

Tax Codes by Country(tcmcs0536m000)

Multiple Tax Code Lines(tcmcs0535m000)

1

5

6

7

Tax Authority Groups (tcmcs1140m000)

Tax Authorities (tcmcs1137m000)

COM Parameters(tccom0000m000)

2

3

4

Tax codes by Geo Codes(tcmcs1136m000)

8

Exceptions for Taxes (tcmcs1138m000)

Exceptions by Tax Location

(tcmcs1139m000)

Tax Exemptions (tcmcs1142m000)

9 10

11

Addresses(tccom4530m000)

12

Reasons (tcmcs0105m000)

Figure 11, The destination sales-tax registration definition-procedure


System Tables8-10

To define destination sales-tax registration, follow these steps.

Step 1 COM Parameters (tccom0000m000)

In this session you must select the Destination Sales-Tax Applicable checkbox.

If you select the Destination Sales-Tax Applicable check box, BaanERP usesthe Geo codes of the delivery address instead of the tax codes that are linked tothe items to determine the tax codes that apply to a transaction.

Step 2 Tax Authority Groups (tcmcs1140m000)

You can optionally define groups for the tax authorities. You can use tax-authority groups as a selection criterion when you prepare tax-analysis reports.

Step 3 Tax Authorities (tcmcs1137m000)

Use this session to define the tax authorities. You can specify for each countrythat BaanERP must print the tax amounts per tax authority on orders andinvoices.

Step 4 Tax Codes (tcmcs0137m000)

Use this session to define a tax code for each kind of tax.

Step 5 Tax Codes by Country (tcmcs0536m000)

Use this session to assign the tax codes to the countries and specify the tax codedetails. For each tax code/country combination you must specify:

n The tax typen Whether you want to register expense purchase taxn The ledger accounts to which the tax must be posted

You can optionally specify:

n The dimensions to which the tax must be postedn The tax authority

Step 6 Multiple Tax-Code Lines (tcmcs0535m000)

Use this session to define a tax-code line for each tax authority within thecountry. BaanERP assigns a sequence number to each tax-code line.

To start the Multiple Tax-Code Lines session, you can choose Multiple Taxfrom the Specific menu of the Tax Codes by Country (tcmcs0536m000)overview session.

Step 7 Multiple Tax Rates (tcmcs0133m000)

Use this session to define the tax rates for each tax-code line. For each tax codeline you can define different tax rates:


Note


System Tables8-11

To start the Multiple Tax Rates session, you can choose Multiple Tax Ratesfrom the Specific menu of the Multiple-Tax Code Lines (tcmcs0535m000)overview session.

Step 8 Tax Codes by Geo codes (tcmcs1136m000)

Use this session to specify the tax codes to be applied for ranges of Geo codesin different countries. If you select the Destination-Sales Tax Applicablecheck box in the COM Parameters (tccom0000m000) session, BaanERP usesthis information to determine the default tax codes that apply to orders andinvoices.

Step 9 Exceptions for Taxes (tcmcs1138m000)

You can optionally define tax exceptions by Geo codes for any combination of:

n Countryn Business partnern Itemn Item group

Step 10 Exceptions by Tax Location (tcmcs1139m000)

You can optionally define tax exceptions for deliveries that have a specificorigin address and/or delivery address. You must specify the Geo codes of theaddresses.

Step 11 Tax Exemptions (tcmcs1142m000)

You can optionally define tax exemptions for specific business partners. Youmust define the reasons for tax exemptions in the Reasons (tcmcs0105m000)session.

Step 12 Addresses (tccom4530m000)

Use this session to specify the correct Geo code for each address.

8.6 Optional destination sales-tax sessions

If you register destination sales-tax, you can optionally use the followingsessions.

Test Tax Structure (tcmcs1199m000)

Use this session to display the default tax code that BaanERP uses for acombination of transaction type, country, business partner, item or item group,and addresses. This enables you to check whether the destination sales-taxregistration setup is correct.

Update Tax Rates by Tax Authority (tcmcs1201m000)

Use this session to update the tax rates of one tax authority. BaanERP changesthe tax rates of all the multiple tax-code lines that refer to one particular taxauthority.


System Tables8-12

System Tables9-1

Area

These regions are used to group business partners, customers, suppliers andemployees on a geographical basis.

Base unit

The basic unit for all quantities. Quantities of items expressed in alternativeunits are converted to the base unit before BaanERP carries out anycomputations on the quantities.

You must define base units for each company for the following types ofquantities:

n Weightn Lengthn Surface arean Volumen Time

Business partner signal

Warning message displayed when a business partner is selected to which asignal code is linked.

Business partner type

A way to group business partners with similar characteristics, for example,members of the EU, or subject to specific customs rules. You can deblock salesorders for the business partners per type.

A business-partner type is not the same as a business-partner role or financialbusiness-partner group.

Carrier

An organization that provides transport services. You can link adefault carrier to both ship-to and ship-from business partners. In addition, youcan print sales and purchase orders on a packing list, sorted bycarrier.

For ordering and invoicing, you must define a carrier as a business partner.Acarrier is also referred to as a forwarding agent.

Channel

A sales or distribution channel, used to assign goods to customer groups.

You can link channels to sold-to business partners and to items. Channels canbe used in connection with available-to-promise (ATP).

You can assign a certain ATP volume to a channel. This volume limits the ATPfor that channel to a maximum.

9. Appendix A: Glossary of terms

Note

Appendix A: Glossary of terms

System Tables9-2

Commodity

The codes that identify groups of items in order to collect and report statisticaldata on the export/import of goods in the European Union (EU). Thecommodity codes are determined by the reporting authority.

Company

A logistic or financial unit for which you can define and maintain a data set,which includes, for example:

n Ledger accountsn Business partnersn Production plansn Warehouses

Conversion factor

The multiplication factor used to convert an alternative unit to the base unit. Theconversion factor is calculated as follows:

alternative unit----------------base unit

Cost component

For analysis purposes, you can group cost objects of any cost type into acommon cost component code. You can also assign a cost component to arevenue code, and in this way analyze invoiced amounts by cost component.

Country

Countries are the national states where your suppliers and customers arelocated. For each country you can define the country code, international dialing,telex, and fax codes.

Countries are part of the data that you must set up for tax reporting. In addition,items can be grouped and selected according to their country of origin.

Credit insurance company

The company where (part of) the credit limit of the invoice-to business partneris insured.

Credit rating

A system of classifying customers and possible future customers according totheir financial strength and the degree of trust that a supplier can place in them.

The credit rating is linked to an invoice-to business partner and defines anumber of details such as, the action to be taken when a sales order isprocessed, and when the credit check must be repeated.


System Tables9-3

Currency

The legal tender (generally used monetary unit) of a company.

Indicates the accepted means of payment in which, for example, the financialaccounts as well as the purchase and sales statistics of the company aremaintained.

Currency exchange rate

The factor by which an amount in a different currency is multiplied to calculatethe amount in the currency base.

Foreign currency amount * currency exchange-rate = currency base-amount.

Currency exchange rate type

Exchange-rate types are used to group currency exchange rates.

You can assign different currency exchange-rates to different invoice-tobusiness partners and/or to different types of transactions (purchase, sales, andso on).

Department

A company’s organizational unit that carries out a specific set of tasks.Departments get number groups for the orders they issue. The followingdepartment types are defined:

n Sales officen Purchase officen Calculation officen Service centern Work center

Discount code

Discount codes are linked to surcharges and discounts. These codes determinethe payable amount and thereby, the turnover from purchase and sales orders.

Surcharges and discounts can be the result of:

n Standard discountsn Surchargesn Payable commissionsn Payable rebates

Discount codes are used, for example, in the Pricing Control (PCG) module.

Factoring company

A company that is responsible for collecting payments for this invoice-frombusiness partner. All payments must be directed to this factoring company andnot to the business partner.


System Tables9-4

First free numbers

The first available number in a series. When you create orders, and so on, thisnumber is offered by default. A series enables you to group orders of the sametype by assigning order numbers starting with the same figures.

General project

The project definition specifies the business partner, the type of actual budgetand control budget, and whether surcharges and extensions are permitted. It alsoindicates how invoice amounts are calculated, and when invoices are issued.

A project can be of three types:

n A single projectn A main projectn A subproject (of a main project)

General tool type

The highest level of the coding system used to identify tools.

Invoicing method

A definition of the way in which you invoice your customers.

Item group

Group of items with similar characteristics. Each item belongs to a particularitem group. The item group is used in combination with the item type to set upitem defaults.

Language

The language in which the company communicates and in which the workinstructions are printed.

Late payment surcharge

The percentage that is charged over the goods amount or over rendered servicesthat the customer must pay if the bill is not paid within the specified period.

Line of business

A group of customers, suppliers, or employees that work in the same businesssector.

You can use lines of business as selection criteria when you generate reports orcarry out inquiries of statistical and historical data.

Manufacturer

A supplier of finished goods. User-definable item grouping data used for sortingand selecting.


System Tables9-5

Multiple tax rates

Tax rates that consist of different percentages. In Canada and the U.S. thefederal tax, the state tax, and the municipal tax rates can be multiple tax rates.

Number group

Numbering system for order numbers.

Within a number group you can define several series that represent certain typesof orders. Each series is identified by the first few digits or letters in the ordernumber. The resulting series number consists of 9 characters.

Series 12 is used for orders for items made of copper. The orders will be numbered120000001, 120000002, 120000003, and so on.

Payment schedule

Agreements about the amounts to be paid by payment period. They arepart of the terms of payment. Each line of the payment schedule defines anumber of day or months and the percentage of the invoice amount to be paid inthat period.

Price group

Group of items with the same prices and discounts. You can link price groups toto customers and suppliers and to items. Price groups are used in Sales Controlin price and discount matrices.

Price list

List of default prices and discounts for customers and suppliers. You can linkprice lists to items and item groups, and to sold-to and buy-from businesspartners.

Priority

The customer-priority factor that is used in Baan Service. You can linkpriorities to business partners.

Product class

User-definable item grouping data used to distinguish different groups of itemsin a product line. The product class is mainly used as a selection criterion forreporting.

Product line

A group of products made by the same producer, that are similar but differ indetails such as, size, shape, color, and so on. User-definable item-grouping data,mainly used as an item selection criterion for reporting.

Example


System Tables9-6

Product type

User-definable item grouping data, used as a sorting and selecting criterion. Theproduct type is intended for classifying items with similar characteristics forproduction purposes.

Reason

A code and description that you use to indicate the reason for canceling an orderor rejecting received goods.

Rounding code

Set of up to six ranges of values and their rounding values. Roundingcodes can be linked to quantities and amounts. They are used when youcalculate, for example, purchase prices and discounts, sales prices anddiscounts, and warehousing rates.

Seasonal pattern

A way to define the fluctuation of certain values, such as the expected usage ordemand of an item in the course of a year. These values serve as parameters inforecast and advice.

Selection code

User-definable item grouping data. By using selection codes you can selectitems by color, diameter, product expiry date, and so on. Note that selectioncodes are used for information only.

Single tax rates

Indication for a single tax rate, as opposed to multiple rates. Singular tax ratesconsist of a single, flat percentage.

Skill

Specific know-how or ability required for using the instruments.

State/province

State codes are used in electronic filing of 1099-MISC Income. State codes arepart of the address that is linked to the pay-to and pay-by business partners.

Statistics group

A group of items for which statistical information is collected and represented.

Tax authority

A government body with jurisdiction over the sales taxes in a specific area. Forexample, the state of California, the province of Ontario, the county of Dade,and the city of Atlanta.


System Tables9-7

Tax authority group

A way to group tax authorities geographically, by type of jurisdiction, or inany other way. You can use tax authority groups to select or sort taxinformation for reporting purposes.

Tax code

A code used to identify common tax rates.

Tax exemption

Some customers are exempt from sales tax within the jurisdiction of certain taxauthorities. Sales to a sold-to business partner with a valid tax exemption willnot be taxed.

Terms of delivery

The terms or agreements concerning the delivery of goods.

Terms of payment

Agreements concerning the period within which invoices must be paid, and thediscount granted if an invoice is paid within a given period.

Title

An expression used to address persons and/or companies. The title is printed ondocuments over the address data.

Tool

A reusable resource that is used to perform manufacturing or service tasks.Examples of tools are electric drill, spraygun, scaffolding, and so on. When youhave finished with the tool, it is returned to inventory to be used for the nextrequirement. The life of the tool is reduced each time you use it.

Tool class

Indicates if the tool:

n Is ready for use (single-piece tool)n Must be assembled from components before use (multipiece tool)n Is part of a multipiece tool (tool component)

Tool number

Identification of the individual tools within a tool type. Each individual tool isidentified by a unique combination of the tool type and a tool number.

Tool type

The tool type is the highest level in the tools coding system. For example, tooltypes are: hammer, wheelbarrow, lathe.


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Unit set

A group of unit codes that can be linked to (customized) items or item defaults.In a unit set, you can indicate which physical quantities can be used for theitem, in what modules and for which purposes.

Units

The physical quantity in which an item or goods are managed. For example, aquantity of wood can be expressed as a length by using the unit of one meter, oras a volume by using the unit of one cubic meter.

Warehouse

A place for storing goods. For each warehouse, you can enter the warehouseaddress data and the warehouse type.

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