Baan Common

System Tables

Module Procedure UP024A US

Documentinformation

Document
Document code : UP024A US
Document group : User Documentation
Document title : System Tables
Application/Package : Baan Common
Edition :A
Date : July 1998

© Copyright 1998 Baan Development B.V. All rights reserved

The information in this document is subject to change without notice. No part of this document
may 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, from
any errors, omissions or discrepancies between the software and the information contained in this
document.

System Tables
 Table of contents

1. The System Tables (MCS) module in BaanERP 1-1

1.1 The MCS concept as applied in BaanERP 1-1
1.2 MCS’s functional procedures 1-3
1.3 The modules related to MCS 1-4
1.4 Prerequisites 1-6
1.5 The functionality of MCS’s business objects 1-6
2. Defining independent master data 2-1
2.1 To define independent master-data 2-1
2.2 The Logistic Tables data 2-1
2.2.1 The independent Logistic Tables data 2-2
2.2.2 The dependent Logistic Tables data 2-3
2.3 The Financial tables data 2-3
2.3.1 The independent Financial tables data 2-3
2.3.2 The dependent Financial Tables data 2-4
2.4 The Taxes data 2-4
3. Defining the units 3-1
3.1 Unit types and attributes 3-1
3.2 To define general units 3-3
3.3 To define item-dependent units and conversion factors 3-4
3.4 To define unit descriptions in other languages 3-5
4. Defining number groups and series codes 4-1
4.1 The number group attributes 4-1
4.2 To define number groups and series codes 4-2
5. Defining tool types 5-1
5.1 The tool types’ attributes 5-1
5.2 To define a tool 5-2
6. Defining states/provinces 6-1
6.1 To define the state/province of an address 6-1
7. Defining currencies 7-1
7.1 The currency attributes 7-1
7.2 To define currencies 7-3
8. Setting up tax registration 8-1
8.1 The tax attributes 8-1
8.2 Prerequisites 8-3
8.3 To define the tax-registration 8-4
8.4 Assigning the tax codes to items 8-7
8.5 To define the destination sales-tax registration 8-8
8.6 Optional destination sales-tax sessions 8-11
9. Appendix A: Glossary of terms 9-1

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System Tables
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About this document
Read this document to get an overview of the System Tables (MCS) module’s
functionality and to learn more about the functional procedures that are related
to MCS.
You need no detailed knowledge of the BaanERP software to read this
document. However, you are more likely to understand the contents if you are
familiar with:
n The overall structure of packages, modules, and sessions within the
BaanERP software
n The general business procedures used in everyday business practice
n The basic concepts of enterprise resource planning
For detailed descriptions of the module’s sessions, refer to BaanERP’s
comprehensive online Help.

To use this document

Read Chapter 1, The System Tables (MCS) module in BaanERP, if you want to
know more about:
n The module’s functionality
n The relationship of MCS with other modules
n The functionality of MCS’s business objects
Read Chapter 2, Defining independent master data, if you want to know more
about the master data that you can define in a single session independently of
other procedures.
Read Chapter 3, Defining the units, if you want to know more about how to
define 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 more
about how to define series codes and order numbers.
Read Chapter 5, Defining tool types, if you want to know more about how to
define tool types, tool numbers, and tools.
Read Chapter 6, Defining states and provinces, if you want to know more about
how to define the states or provinces that you can link to addresses. States and
provinces are used in destination sales-tax computation.
Read Chapter 7, Defining currencies, if you want to know more about how to
define currencies and the data that is related to currencies.
Read Chapter 8, Setting up tax registration, if you want to know more about
how 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 that
you 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
Mandatory Indicates a mandatory session
session

Optional Indicates an optional session

session

Mandatory Indicates a mandatory business object

business object

Optional Indicates an optional business object

business object

Indicates a package
CF

Indicates a module
PCS

Indicates a module that is described in the module procedure

PCS

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1. The System Tables (MCS) module in BaanERP

This chapter provides information on:

n The System Tables (MCS) concept as applied in BaanERP
n MCS’s functional procedures
n The modules that are related to MCS
n The prerequisites for using MCS
n 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 current
company. If you define more than one company in your BaanERP system, you
must define the general master data separately for each company.
Master data You must define the company’s master data before you can work in the
company to manage your business transactions such as buying, producing,
selling, or planning. For example, before you can prepare an invoice, you must
define the following data:
n The items
n The items’ sales prices
n The currency that is used for the invoice
n The business partner that receives the invoice
There are two types of master data:
General master data n General master data
General master data is master data that is used in more than one BaanERP
package. An example of general master data is units of measure which are
used:
− 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
Package master data n Package master data
Package master data is master data that is used in one BaanERP package
only. 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
Defining master data To work with a BaanERP package you must:
n Define the general master data in the MCS module
n Define the package master data in the Master Data modules or business
objects of each package

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The System Tables (MCS) module in BaanERP

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

Common Data

COM IBD

EMM 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 following
types of general master data:
n Logistic
n Financial
n Tax-related

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 The System Tables (MCS) module in BaanERP

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 data
Independent 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 data
Dependent master data uses data that is defined in another session. You
must define the data in a specific order. For example, to define units by unit
set, 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 to
define:
n Units
n Number groups, series codes and series start numbers
n Tool types
n States or provinces
n Currencies
n Tax-related master data

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The System Tables (MCS) module in BaanERP

1.3 The modules related to MCS

Modules in all of the other BaanERP packages use the data that you define in
MCS.
Figure 2 shows the modules that are related to MCS.

Baan Tools Baan Baan

Common Data Common Data
Generic units
Languages Tool items GEO codes
of addresses

AAD IBD COM

MCS

EMM IBD

COM

PCS SOC
CRP TRP

PDM

Figure 2, The modules related to the MCS module

The following data that you define in MCS is used throughout the BaanERP
applications:
n Languages
n Currencies and currency exchange rates
n Number groups series codes
n Rounding codes
Other related modules are mentioned here.
Enterprise units If you create a new department or warehouse you must select the enterprise unit
to which the department or warehouse belongs. You define the enterprise units
in the Baan Dynamic Enterprise Modeler.

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 The System Tables (MCS) module in BaanERP

Business partners You link a large amount of data that is defined in MCS to business partners in
the General Data (COM) in Baan Common. For example:
n The language that you use in communication with the business partner
n The business partner type
n The currency and the currency exchange rate type that you use for
transactions with the business partner
n The departments that carry out your transactions with the business partner
n The business partner’s credit rating
n The business partner’s factoring company
n The terms of payment and terms of delivery that you agree with the
business partner
Tax computation BaanERP uses the tax master-data to compute the tax amounts on orders and
invoices. BaanERP calculates the tax amounts on invoices in the Sales
Invoicing (SLS) module in Baan Central Invoicing.
Before you can define the tax-related master data you must define:
n Countries, in MCS Logistic Tables
n Ledger accounts, in Baan Finance
n Business partners, in COM
Tools In Logistic Tables you define the tool class of tool items that you have defined
in IBD. You define further details of the tool in the Tools Requirements
Planning (TRP) module in Baan Manufacturing.
Projects In Logistic Tables you define the general project codes that are used:
n In the project segment of item codes, in IBD
n In the Project Control (PCS) module in Baan Manufacturing
n In Baan Project
Cost components The cost components that you define in Financial Tables are used in the Cost
Price Calculation (CPR) module in Baan Manufacturing.
Conversion factors You define the conversion factors between the units that you define in MCS in
the Item Base Data (IBD) module.

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The System Tables (MCS) module in BaanERP

1.4 Prerequisites
Before you start to define entities in MCS, you must:
n Design a coding system
For example, you must decide which codes you use for countries,
languages, currencies, and so on.
n Create at least one company
A BaanERP company is a BaanERP working environment. Users can only
access the data of the company in which they work. You define the master
data for the company in which you work. For more information about
companies, see the chapter Defining companies, in the General Data
module 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 Tables
n Financial Tables
n Taxes
There is no relationship between the business objects, with the following
exception:
n You must define the countries in the Logistic Tables business object before
you 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 logistic
master data such as:
n Countries
n Languages
n Number groups
n Units

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 The System Tables (MCS) module in BaanERP

Financial Tables
Use the sessions of the Financial Tables business object to define the financial
master data such as:
n Currencies
n Cost components
n Factoring companies
n Terms of payment

Taxes
BaanERP calculates the tax amounts of every transaction, poss the tax amounts
to specific ledger accounts and dimensions, and prints the tax amounts on the
orders and invoices.
You can compute and register tax amounts in different ways.
n General tax registration
BaanERP computes tax amounts of goods and services that are delivered
and prints the amounts on the orders and invoices. BaanERP uses the tax
codes that you link to the items and other cost objects to determine the tax
rates for each taxable invoice item and the ledger accounts to which the tax
amounts must be posted. Chapter 8 describes how to set up general tax
registration in BaanERP.
n Destination sales-tax registration
If the destination sales-tax registration is not too complex, you can use
BaanERP to compute the destination sales-tax amounts payable to different
tax authorities. BaanERP uses the Geo codes of the delivery addresses to
determine the tax rates and the tax authorities. Chapter 8 describes how to
set up destination sales-tax registration in BaanERP.
n Destination sales-tax registration using a tax provider
You can use a tax provider program to compute and register the destination
sales-tax amounts payable in the United States and Canada. You must also
activate the BaanERP destination sales-tax functionality.
The tax provider provides the information about tax rates and tax authorities
and computes the tax amounts. The tax provider passes the tax rates and
computed tax amounts to BaanERP. BaanERP uses the Geo codes of the
delivery addresses to determine the ledger accounts and the dimensions to
which the tax amounts of each transaction are posted.
How to set up the interface between the tax provider and BaanERP is
described in the chapter Setting up the tax provider interface, in the General
Data module procedure UP020A US.

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The System Tables (MCS) module in BaanERP

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2. Defining independent master data

This chapter describes how you can define the independent master data. This
chapter contains the following sections:
n To define independent master data
n The Logistic Tables data
n The Financial Tables data
n 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 data
you must enter:
n A code
n 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 data
n The purpose of the data
For example, the description of a number group must indicate the intended use
of the number group, such as:
n Addresses
n Projects
n Purchase schedules
n Purchase orders
n Requests for quotations

2.2 The Logistic Tables data

This section lists:
n The independent Logistic Tables data
n The chapters that describe how you can define the dependent Logistic
Tables data

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Defining independent master data

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 the
project 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 PCS
module of Baan Manufacturing or in Baan Project.
You then define further project details in the package in which the project is
used.

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 Defining independent master data

2.2.2 The dependent Logistic Tables data

You use the remaining Logistic Tables data sessions to define the dependent
Logistic Tables data. The following chapters of this manual describe how to
define the dependent Logistic Tables data:
n Chapter 3, Defining the units
n Chapter 4, defining number groups and series codes
n Chapter 5, Defining tool types
n Chapter 6, Defining states/provinces

2.3 The Financial tables data

This section lists:
n The independent Logistic Tables data
n 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 the
business-partner definition procedure, which is described in the General Data
module 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 partner
before you can use these sessions to define or display a business partner’s
banks.

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Defining independent master data

When you define a pay-by business partner or a pay-to business partner, you
can click the Banks command button in the business-partner session to start the
corresponding Banks by Business Partner session and define the business
partner’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 up
your tax registration.

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3. Defining the units

This chapter describes how you can apply MCS to define units. This chapter
contains the following sections:
n Unit types and attributes
n To define general units
n To define item dependent units and conversion factors
n To define unit descriptions in other languages
Units You use units of measure to express and to manage physical quantities. You
must define all the units that the company uses. You can define any unit that
you 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 as
a basis for calculations.
n Item-dependent units, such as bottle, crate, pallet, reel, and so on. The
actual 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 unit
before carrying out any computations on the quantities.
For each company you must specify the base units of:
n Weight
n Length
n Surface area
n Volume
n Time

Alternative units
You can define any other units that you need. For example, you can use one
meter as the base length unit and define the alternative length units of a
millimeter, centimeter, decimeter, decameter, hectometer, and kilometer. You
can add alternative units whenever you need them.

Rounding factors
You can define a rounding factor for each unit. The rounding factor of a unit
indicates which multiple or fraction of the unit is allowed. BaanERP rounds off
entered and calculated quantities of this unit to the nearest multiple of the
rounding factor. The default rounding factor is 0.01.

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Defining the units

Conversion factors
You define the ratio between an alternative unit and the base unit by the
alternative unit’s conversion factor.
Before calculating quantities of items, BaanERP first:
n Converts quantities of the item that are expressed in alternative units to the
item’s base/inventory unit.
n Converts the resulting quantity of the item’s base/inventory unit to the
company’s base unit of the same physical quantity type.
You must define two types of conversion factors:
n General conversion factors
The 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 factors
The 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 is
24 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 item
groups. You can use the unit sets to define physical quantities that can be used
for 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 is
recorded. For example, piece, kilogram, box of 12, or feet. Inventory units are
the base units for:
n Inventory management
n Standard costing
n Production planning
The unit set that you use for an item must include the item’s base/inventory
unit. You must also define the conversion factors of all the units of the unit set
to the inventory unit.

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 Defining the units

3.2 To define general units

To define the company’s base units and other general units you must run a
sequence of sessions in the MCS and the Item Base Data (IBD) modules.
Figure 3 shows the general unit-definition procedure.

Units
1
(tcmcs0101m000)

2 Base units
(tcmcs0100s000)

3 Conversion Factors
(tcibd0103m000)

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. For
example, 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 the
base units, for each physical quantity type. If you select one of the company’s
base units in the Base Unit field, you cannot enter an item or an item group.

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Defining the units

3.3 To define item-dependent units and conversion

factors
To define an item-dependent and an item-group dependent unit, you must run a
sequence of sessions in the MCS and the Item Base Data (IBD) modules.
Figure 4 shows the item-dependent unit-definition procedure.

1 Units 2 Unit Sets

(tcmcs0101m000) (tcmcs0106m000)

3 Units by Units Sets

(tcmcs0112m000)

General Item Data

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

5 Conversion Factors
(tcibd0103m000)

Figure 4, The item-dependent unit-definition procedure

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

Note 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 group
of items.
Step 3 Units by Unit Set (tcmcs0112m000)
Use this session to add the units to the unit set.

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 Defining the units

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 for
each item or item group:
n A unit set
n The item’s inventory unit
n The item’s base unit of weight
The inventory unit and base unit of weight must be included in the unit set that
you assign to the item(group). The base unit of weight of an item(group) does
not 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 the
item’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 optional
session in the units definition procedure.

Unit Description by Language (tcmcs0107m000)

You can use this session to enter a description in different languages for each
unit. BaanERP uses these descriptions on external documents that are printed in
different languages.
You must first define the languages in the Languages (tcmcs0146m000)
session.

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Defining the units

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4. Defining number groups and series codes

This chapter describes how you can apply MCS to define number groups and
series codes. In addition, the chapter outlines how you can assign the series to
different types of documents by using the sessions of other BaanERP packages.
This chapter contains the following sections:
n The number group attributes
n To define number groups and series
Document numbers You identify orders, contracts, invoices, and other documents by their order
number or document number. The document numbers consists of:
n The series code
n A serial number
Number groups You use number groups to assign sets of series codes to different types of
orders, 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 codes
You can define alphanumeric series codes of up to eight characters. The
maximum length of the series code plus the number in the series is nine
characters
n The starting number (first free number) of each series

Order numbers
You must create number groups and define series codes to generate the
document 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 Projects
n Business partners
n Addresses
n Contacts

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Defining number groups and series codes

First free number cache

You can use the first free number cache to reduce the BaanERP response time
when users require an order number for a new order. For example, if you set the
cache of a series to three, then BaanERP generates the next three numbers and
reserves them for orders generated by this particular user. If the user then
creates only two orders before quitting BaanERP, one order number remains
unused.

Assigning the number groups

You assign the number groups to the document types and other types of data in
the corresponding parameters sessions in the BaanERP packages. For example,
you select the number groups for purchase orders and purchase invoices in the
Purchase 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 groups
to their different purposes in the corresponding sessions in the various BaanERP
packages.
Figure 5 shows the number group and series codes definition procedure.

Number Groups
1
(tcmcs0151m000)

First Free Numbers

2 (tcmcs0150m000)

Parameters
3
(in all packages)

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 length
that you define for the number group applies to the series codes of all the series
of the number group.

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 Defining number groups and series codes

Step 2 First Free Numbers (tcmcs0150m000)

Use this session to define the series in the number group and for each series, the
starting number (the first free number) of each series. BaanERP increases the
first 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 a
later date:
n Add series to a number group
n Block a series for use
For example, if you number your orders by year then you can add the series for
each next year, and block the series of the past year.
Series codes must be unique in a number group, but you can define the same
series 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 the
following.
n Assign the number groups to sales orders, purchase orders, other sales
documents, and other purchase documents in Baan Order Management in
the related session in the Order Management Parameters (PCG) module.
n Assign the number groups to service orders and other service documents in
Baan Service in the Master Data sessions of the related service modules.
n Assign the number groups to production orders in Baan Manufacturing in
the SFC Parameters (tisfc0100s000) session.
n Assign the number groups to projects and budgets in Baan Manufacturing in
the PCS Parameters (tipcs0100s000) session.
n Assign the number groups to business partners, addresses, and contacts in
Baan Common in the COM Parameters (tccom0000m000) session.
n Assign the number groups to receipts, shipments, and loads, in Baan
Warehousing in the Inventory Handling Parameters (whinh0100s000)
session.
n Assign the number groups to valuations, purchase advices, and production
advices 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-document
types
n Assign the series to the sales orders and the other sales-document types

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Defining number groups and series codes

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5. Defining tool types

This chapter describes how you can apply MCS to define general tool types.
This chapter contains the following sections:
n The tool types’ attributes
n To define a tool
Tool types You can define the tools and equipment that you use during production and
service. For example, BaanERP uses the defined tools:
n To include the availability of tools in planned production orders
n To include the availability of tools in planned service orders
n To estimate tools requirements
n To recommend purchases of tools and equipment
n 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 used
both in Baan Manufacturing and in Baan Service. You define further details of
the tools in the Tool Requirements Planning (TRP) module of Baan
Manufacturing.
Relations with other The Tools Requirement Planning (TRP) module in Baan Manufacturing uses
packages the general tool types as a basis. The TRP module registers and checks the
availability of tools for:
n Planned RRP orders of the Resource Requirements Planning (RRP) module
in Baan Enterprise Planning
n Production order advice of the Inventory Analysis (INA) module in Baan
Warehousing
n Production orders of the Shop Floor Control (SFC) module in Baan
Manufacturing
n Service orders from the Service Order Control (SOC) module in Baan
Service

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, spray
gun, 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 tool
type. The tool class can be:
n Single piece tool
The tool can be used on its own

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Defining tool types

n Multipiece tool
The tool must be assembled from several tool parts before you can use it
n Tool part
The tool is part of a multipiece tool

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

5.2 To define a tool

Figure 6 shows the tool types and tools definition procedure.

General Item Data

1
(tcibd0501m000)

General Tool Types

2 (tcmcs0190m000)

Tool Numbers by
3 General Tool Type
(tcmcs0191m000)

Tool Types
4
(titrp0501m000)

Tool Numbers
5 by Tool Type
(titrp0502m000)

Figure 6, The tool types and tools definition procedure

The tool types and tools definition procedure consists of the following steps.
Note You must run a sequence of sessions in different modules.
Step 1 General Item Data (tcibd0501m000)
Use this session to define the tool as a standard item. The item type must be
Purchased and the item type specification must be Tool.
Note 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 tool
class.

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 Defining tool types

Step 3 Tool Numbers by General Tool Type (tcmcs0191m000)

Use this session to define the tool numbers that you want to use for the
individual tools of each tool type. You can define numbers for tools and tool
parts. You can define more tool numbers than the number of tools that is
actually present, so that there are some numbers for future use.
You do not have to number the tools sequentially. For example, you can use the
following 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’s
general 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 usage
n The tool’s length of life
n The tools’ refurbishing scheme

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6. Defining states/provinces

This chapter outlines how you can apply MCS to define states and provinces.
States and provinces State codes are part of the addresses that you define for the pay-to and pay-by
business partners. States/provinces are a way to subdivide countries. The
state/province codes are used in electronic filing of 1099-MISC Income.
If you use a tax provider program to compute destination sales tax, the tax
provider uses the states or provinces of the destination addresses together with
other address data to determine the addresses’ Geo codes. See the Setting up a
Tax Provider chapter in the General Data (COM) module procedure
UP020A US for details.

6.1 To define the state/province of an address

Figure 7 shows the state/province-definition procedure.

Countries
1
(tcmcs0501m000)

2 States/Provinces
(tcmcs1143m000)

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 define
states/provinces.
Step 2 States/Provinces (tcmcs1143m000)
Use this session to define the states/provinces into which the each country is
divided.

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Defining states/provinces

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7. Defining currencies

This chapter describes how you can apply MCS to define currencies. This
chapter contains the following sections:
n The currency attributes
n To define currencies
Currencies You can use many different currencies in the transactions with your business
partners. To register, calculate, and report amounts, BaanERP converts the
amounts to the company’s reference currency. You can use a multicurrency
system to register amounts in more than one currency.
You must define the following currencies:
n The company’s currencies
n 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 and
rounds currencies. You must define a currency format for each currency that
you define.
You use format codes to define more than one format for a currency. You can
use formats with different degrees of precision for different purposes. For
example, you can calculate invoice amounts with a higher degree of precision
than you use to calculate internal costs.

Currency exchange rates

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

Single currency system You must define the currency exchange rates between all the foreign currencies
and the company’s reference currency.

Dependent currency In the dependent multicurrency systems, BaanERP calculates the amounts in the
system company’s reference currency. You must define the following currency
exchange rates:

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

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

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Defining currencies

Independent currency In independent multicurrency systems BaanERP calculates the amounts in the
system company’s local currency and in each of the reporting currencies. You must
define the following currency exchange rates:

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

currency
n Between each of the company’s reporting currencies and the company’s
reference currency
n Between each of the foreign currencies and the company’s reference
currency
n Between each of the foreign currencies and the company’s local currency
n 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 business
partners 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 use
for purchase transactions. You must define at least one exchange rate type for
your company.

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

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 Defining currencies

7.2 To define currencies

Figure 8 shows the currency-definition procedure.

Generic Units
1
(ttaad1106m000)

2 Formats by Generic Units

(ttaad1107m000)

Currencies
3 (tcmcs0102m000)

4 Companies
(tcemm1570m000)

5 Exchange Rate Types

(tcmcs0140m000)

6 Currency Rates
(tcmcs0108m000)

Figure 8, The currency- definition procedure

The currency-definition procedure consists of the following steps:

Note You must run a sequence of sessions in different modules.
Step 1 Generic Units (ttaad1106m000) session in Baan Tools
Use this session to define the currencies as generic units. BaanERP already
includes a number of predefined generic units that represent currencies.
Choose Convert to Runtime on the Specific menu to save the new data in the
data dictionary.
Step 2 Formats by Generic Unit (ttaad1107m000) in Baan Tools
Use this session to select a generic unit that represents a currency and specify
the currency format. Repeat this for each generic unit that represents a currency
and for each format code.
Choose Convert to Runtime on the Specific menu to save the new data in the
data dictionary.

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Defining currencies

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 codes
defined in the Generic Units (ttaad1106m000) session. This is easiest if you
start both sessions, because you cannot zoom from one session to the other
session.
Step 4 Companies (tcemm1570m000)
Use this session to select the company’s reference currency, local currency, and
reporting 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 the
company’s currency system for each exchange-rate type.

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8. Setting up tax registration

This chapter outlines how you can apply MCS to set up tax registration. This
chapter contains the following sections:
n The tax attributes
n Prerequisites
n To define the tax registration
n Assigning the tax codes to items
n To define the destination sales-tax registration
Tax registration BaanERP computes tax amounts, posts them to ledger accounts and prints the
amounts on orders and invoices. BaanERP uses the tax codes to determine the
type of tax, the tax rates, and the ledger accounts for each invoice item.
Destination sales tax If you operate in an environment where the tax rates are determined by the local
authorities in the jurisdiction where the goods are received or consumed, you
must register destination sales-tax. This is usually the case in North America
and Canada. In many cases there are multiple jurisdictions with authority over
the same location. As a result, the destination sales-tax consists of multiple parts
and multiple rates.
Tax provider You can use an external tax-provider program for destination sales-tax
computation 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 each
kind of tax in each country. The tax code by country details include:
n The tax rates
n The tax authority to which the tax must be reported or paid
n The ledger accounts and dimensions to which BaanERP posts the tax
amounts
n Various options that indicate how the tax amount must be calculated
Note In order for BaanERP to provide default tax codes on orders, you must link the
tax codes as follows:
n If you do not register destination sales-tax, you must link tax codes to items
and other cost objects.
n If you register destination sales-tax, you must link tax codes to the Geo
codes of the addresses.

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Setting up tax registration

BaanERP uses the tax codes to determine:

n Whether the item or cost object is taxable, if you do not register destination
sales-tax
n Whether the transaction is taxable, if you register destination sales-tax
n The tax rates
n 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 tax
amounts. The tax type can be one of the following:
n Normal
BaanERP adds the tax amount to the net amount, which results in the gross
amount on invoices. BaanERP also directly includes the chargeable or
payable tax amount in the tax analysis in Baan Finance.
n Shifted
BaanERP does not add the shifted tax amount to the net amount, but posts it
to a tax account. At the same time, BaanERP generates a reverse entry on a
tax contra-account in Baan Finance.
In the tax analysis, the tax amount is included twice: once as an entry on the
tax account, and once as a reverse entry on the tax contra-account.
In the Netherlands, shifted tax is used in relation to legislation concerning
the ultimate responsibility for payment of taxes and social security
contributions (for example, on the invoices from subcontractors to a main
contractor).
In the European Union (EU), shifted tax can be used for purchase invoices
from other EU countries. Such purchase invoices do not state any tax, but
when you post them you must calculate a fictitious tax amount against the
national tax rate. This tax amount is included on the tax report as both
chargeable and payable.
In North America shifted tax is used to accrue Consumer Use Tax in those
cases where the supplier does not invoice tax on a taxable purchase.
n On payments
Tax on payments is paid in the same way as normal tax, but only becomes
reclaimable or payable after the invoice has been paid. BaanERP posts the
tax to an interim account, and transfers the tax amounts to the real tax
account when the invoice is paid. BaanERP posts tax amounts of
transactions 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.

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 Setting up tax registration

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 tax
authorities or tax jurisdictions. You can select and sort tax-analysis report data
by tax-authority codes and by tax-authority groups.

Expense purchase tax

If you register expense purchase tax, BaanERP posts the tax amounts on
purchase invoices to the purchase ledger-accounts and the dimensions of the
goods, instead of posting the tax amounts to the purchase-tax ledger accounts.
Note BaanERP uses the purchase tax ledger account as an interim account between
the time of registration of the purchase invoice and the time of approval of the
purchase 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 tax
amounts by tax authority. This information is printed in addition to the total
tax amounts printed in the footer of the document.
If you register destination sales tax and you do not use a tax provider, you
can 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. For
countries in the EU you must define the Geo country codes, which are used
to report the goods flows between the countries. For details, see the chapter
Defining EU tax handling in the General Data module procedure
UP020A US.
n Ledger accounts and dimensions, in the Chart of Accounts (tfgld0508m000)
session in Baan Finance. You must define the ledger accounts and the
dimensions to which BaanERP must post the tax amounts.

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Setting up tax registration

8.3 To define the tax-registration

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

1 COM Parameters
(tccom0000m000)

Tax Authority Groups

2 (tcmcs1140m000)

Tax Authorities
3 (tcmcs1137m000)

4 Tax Codes
(tcmcs0137m000)

5 Tax Codes by Country

(tcmcs0536m000)

Multiple Tax Code Lines

7
(tcmcs0535m000)

6
Single Tax Rates 8 Multiple Tax Rates
(tcmcs0132m000) (tcmcs0133m000)

Assign tax-codes to items

Figure 9, The tax-registration definition procedure

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 Setting up tax registration

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 check
box. (Setting up destination sales-tax registration is described later in this
chapter. )
Step 2 Tax Authority Groups (tcmcs1140m000)
You can optionally define groups for the tax authorities. You can use tax
autority 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 country
that 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-code
details. For each tax code/country combination you must specify:
n The tax type
n Whether the tax is a singular tax or a multiple tax
n Whether you want to register expense purchase tax
n The ledger accounts to which the tax must be posted
You can optionally specify:
n The dimensions to which the tax must be posted
n 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 the
tax rates. You can define different tax rates:
n For different periods of time
n For different parts of the amount (graduated tax)
To start the Single Tax Rates session, you can choose Single Tax from the
Specific menu of the Tax Codes by Country (tcmcs0536m000) overview
session.

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Setting up tax registration

Step 7 Multiple Tax Code Lines (tcmcs0535m000)

If the tax is a multiple tax in the current country, use this session to specify the
tax levels. You can specify a different tax authority and different ledger
accounts for each tax level. Each level results in a tax code line with a sequence
number.
To start the Multiple Tax Code Lines session, you can choose Multiple Tax
from 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 code
line you can define different tax rates:
n For different periods of time
n For different parts of the amount (graduated tax)
To start the Multiple Tax Rates session, you can choose Multiple Tax Rates
from the Specific menu of the Multiple Tax Code Lines (tcmcs0535m000)
overview session.

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 Setting up tax registration

8.4 Assigning the tax codes to items

After you define the general tax registration you must link the tax codes to items
and other cost objects in the different packages.
Figure 10 shows the tax-codes assignment.

Tax registration definition

1 Service 2 Order Management 3 Project

Default Item Standard

Item Defaults
Data Equipment
(tdipu0102s000)
(tsmdm2505m000) (tppdm0512m000)

Service Item Item Purchase Standard

Data Data Subcontracting
(tsmdm2500m000) (tdipu0101s000) (tppdm0113s000)

Item Sales Project

Service Centers
Data Defaults Equipment
(tsmdm1500s000)
(tdisa0102s000) (tppdm6112s000)

Item Sales
Data
(tdisa0101s000)

Figure 10, The tax code assignment procedure

The tax codes that you assign to items and other cost objects are default tax
codes. If you specify a tax code on an order or on an invoice, this overrules the
default tax code.
You can assign the tax codes to items and other cost objects as required in your
organization 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)

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Setting up tax registration

Baan Service
Select tax codes for the items or item groups in the following sessions:
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. BaanERP
uses this tax code for service invoice lines for which it cannot find a
specific tax code.

Baan Project
Select tax codes for the items or item groups in the following sessions:
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 use
BaanERP to register the destination sales-tax. For example, if you do most of
your business within a small geographic area and you deal with a small number
of jurisdictions.

If you do your business in a large area and if you deal with many different tax
jurisdictions, 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.

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 Setting up tax registration

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

1 COM Parameters
(tccom0000m000)

2 Tax Codes
(tcmcs0137m000)

3 Tax Authority Groups

(tcmcs1140m000)

4 Tax Authorities
(tcmcs1137m000)

5 Tax Codes by Country

(tcmcs0536m000)

6 Multiple Tax Code Lines

(tcmcs0535m000)

7 Multiple Tax Rates

(tcmcs0133m000)

8 Tax codes by Geo Codes

(tcmcs1136m000)

11 Reasons
(tcmcs0105m000)
Exceptions by
9 Exceptions for Taxes 10 Tax Location
(tcmcs1138m000)
(tcmcs1139m000)
Tax Exemptions
(tcmcs1142m000)

12 Addresses
(tccom4530m000)

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

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Setting up tax registration

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 check
box.
Note If you select the Destination Sales-Tax Applicable check box, BaanERP uses
the Geo codes of the delivery address instead of the tax codes that are linked to
the 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 country
that BaanERP 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 code
details. For each tax code/country combination you must specify:
n The tax type
n Whether you want to register expense purchase tax
n The ledger accounts to which the tax must be posted
You can optionally specify:
n The dimensions to which the tax must be posted
n The tax authority
Step 6 Multiple Tax-Code Lines (tcmcs0535m000)
Use this session to define a tax-code line for each tax authority within the
country. BaanERP assigns a sequence number to each tax-code line.
To start the Multiple Tax-Code Lines session, you can choose Multiple Tax
from 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 code
line you can define different tax rates:
n For different periods of time
n For different parts of the amount (graduated tax)

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 Setting up tax registration

To start the Multiple Tax Rates session, you can choose Multiple Tax Rates
from 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 codes
in different countries. If you select the Destination-Sales Tax Applicable
check box in the COM Parameters (tccom0000m000) session, BaanERP uses
this information to determine the default tax codes that apply to orders and
invoices.
Step 9 Exceptions for Taxes (tcmcs1138m000)
You can optionally define tax exceptions by Geo codes for any combination of:
n Country
n Business partner
n Item
n Item group
Step 10 Exceptions by Tax Location (tcmcs1139m000)
You can optionally define tax exceptions for deliveries that have a specific
origin address and/or delivery address. You must specify the Geo codes of the
addresses.
Step 11 Tax Exemptions (tcmcs1142m000)
You can optionally define tax exemptions for specific business partners. You
must 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 following
sessions.

Test Tax Structure (tcmcs1199m000)

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

Update Tax Rates by Tax Authority (tcmcs1201m000)

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

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9. Appendix A: Glossary of terms

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

Base unit
The basic unit for all quantities. Quantities of items expressed in alternative
units are converted to the base unit before BaanERP carries out any
computations on the quantities.
You must define base units for each company for the following types of
quantities:
n Weight
n Length
n Surface area
n Volume
n Time

Business partner signal

Warning message displayed when a business partner is selected to which a
signal 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 sales
orders for the business partners per type.
Note A business-partner type is not the same as a business-partner role or financial
business-partner group.

Carrier
An organization that provides transport services. You can link a
default carrier to both ship-to and ship-from business partners. In addition, you
can print sales and purchase orders on a packing list, sorted by
carrier.
For ordering and invoicing, you must define a carrier as a business partner.A
carrier 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 can
be used in connection with available-to-promise (ATP).
You can assign a certain ATP volume to a channel. This volume limits the ATP
for that channel to a maximum.

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Commodity
The codes that identify groups of items in order to collect and report statistical
data on the export/import of goods in the European Union (EU). The
commodity 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 accounts
n Business partners
n Production plans
n Warehouses

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

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

Country
Countries are the national states where your suppliers and customers are
located. 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 partner
is insured.

Credit rating
A system of classifying customers and possible future customers according to
their 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 a
number of details such as, the action to be taken when a sales order is
processed, and when the credit check must be repeated.

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Currency
The legal tender (generally used monetary unit) of a company.
Indicates the accepted means of payment in which, for example, the financial
accounts as well as the purchase and sales statistics of the company are
maintained.

Currency exchange rate

The factor by which an amount in a different currency is multiplied to calculate
the 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-to
business partners and/or to different types of transactions (purchase, sales, and
so 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 following
department types are defined:
n Sales office
n Purchase office
n Calculation office
n Service center
n Work center

Discount code

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

Surcharges and discounts can be the result of:

n Standard discounts
n Surcharges
n Payable commissions
n 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-from
business partner. All payments must be directed to this factoring company and
not to the business partner.

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First free numbers

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

General project
The project definition specifies the business partner, the type of actual budget
and control budget, and whether surcharges and extensions are permitted. It also
indicates how invoice amounts are calculated, and when invoices are issued.
A project can be of three types:
n A single project
n A main project
n 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 particular
item group. The item group is used in combination with the item type to set up
item defaults.

Language
The language in which the company communicates and in which the work
instructions are printed.

Late payment surcharge

The percentage that is charged over the goods amount or over rendered services
that 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 business
sector.
You can use lines of business as selection criteria when you generate reports or
carry out inquiries of statistical and historical data.

Manufacturer
A supplier of finished goods. User-definable item grouping data used for sorting
and selecting.

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Multiple tax rates

Tax rates that consist of different percentages. In Canada and the U.S. the
federal 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 types
of orders. Each series is identified by the first few digits or letters in the order
number. The resulting series number consists of 9 characters.
Example Series 12 is used for orders for items made of copper. The orders will be numbered
120000001, 120000002, 120000003, and so on.

Payment schedule
Agreements about the amounts to be paid by payment period. They are
part of the terms of payment. Each line of the payment schedule defines a
number of day or months and the percentage of the invoice amount to be paid in
that period.

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

Price list
List of default prices and discounts for customers and suppliers. You can link
price lists to items and item groups, and to sold-to and buy-from business
partners.

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

Product class
User-definable item grouping data used to distinguish different groups of items
in a product line. The product class is mainly used as a selection criterion for
reporting.

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

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

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

Rounding code
Set of up to six ranges of values and their rounding values. Rounding
codes can be linked to quantities and amounts. They are used when you
calculate, for example, purchase prices and discounts, sales prices and
discounts, and warehousing rates.

Seasonal pattern
A way to define the fluctuation of certain values, such as the expected usage or
demand of an item in the course of a year. These values serve as parameters in
forecast and advice.

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

Single tax rates

Indication for a single tax rate, as opposed to multiple rates. Singular tax rates
consist 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 are
part 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. For
example, the state of California, the province of Ontario, the county of Dade,
and the city of Atlanta.

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Tax authority group

A way to group tax authorities geographically, by type of jurisdiction, or in
any other way. You can use tax authority groups to select or sort tax
information 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 tax
authorities. Sales to a sold-to business partner with a valid tax exemption will
not 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 the
discount granted if an invoice is paid within a given period.

Title
An expression used to address persons and/or companies. The title is printed on
documents 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 you
have finished with the tool, it is returned to inventory to be used for the next
requirement. 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 is
identified 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, tool
types 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 the
item, in what modules and for which purposes.

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

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

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