The Enova 365 system in Poland. Challenges and additional possibilities

Working on various systems can become problematic for accountants. In this article, I will present solutions for some of the problems, as well as describe additional options that might facilitate the everyday work with the Enova system. Find out more about Enova 365 system in Poland!

In the era of digital transformations, company management systems, such as Enova365, play a key role in the ways in which the company conducts its operations. Being a comprehensive ERP (Enterprise Resource Planning) solution, Enova365 offers a rich set of features and tools that process both internal business operations as well as relations with customers. It is particularly important due to the fact that Enova365 is more and more often selected by companies of various industries as their preferred ERP solution.

Discrepancies between the inventory and the accounts

Sometimes the book value of goods in the Trade module differs from the value in the accounts. This most often results from incorrect attribution of a document in the Register or leaving it unapproved in Trade.

How to check for discrepancies between those two modules?

Start by checking the book value of goods for a particular period in the Trade module. Find Stock levels in the Inventory sub-tab. Choose the required inventory and the date for which you want to verify the correctness of entries. This way, you can view the book value of the entire inventory. Compare it with the value of the account of the selected inventory for that date.

What if there are discrepancies?

There are several elements that you can check in such a situation.

1. Documents in the buffer in the Trade module. Despite the fact that documents in the Trade module may stay in the buffer, they will affect the book value of goods recognized in them. In order to verify it, find Documents total in the Inventory Choose the required period and inventory and then filter documents by status “In buffer”. Pay particular attention to the utilization protocols (PU), inventory reserves (REZ) and goods issue documents (RW).
2. Blocked goods. When checking stock levels, it is recommended to change the range from Active to Blocked or Total. Goods will have be classified as Blocked in the tab even if the change takes place in later periods than the verified one.
3. A day-after-day comparison of the stock level with the status in the books in order to narrow down the period for the verification of documents. Before you manually find the documents responsible for the inconsistency, you can use the accounting and inventory report. It can be found in Document records-> Documents -> Printer -> Additional -> Accounting and inventory report. The said list compares inventory documents with the document records. It will help in finding the incorrect booking on the accounts.

Organization of the view in the list / form

The extended system of extraction of data columns in lists of documents or entries is a very useful feature in Enova. We can insert the data we are interested in on a list and then, using that view, compare and browse through them. A list organized in this way can also be exported as an Excel file, if you find it more convenient.

In order to change columns, go to List -> Advanced -> Organize list. In the field Columns, you will find the data available for extraction. You can browse for the data you are interested in in the filter field, but it is more effective to expand the visible groups.  More useful options can be found in Other of the sub-tab. In the one called Filters you can check to show an additional filtering line at the top of the list. You can type key words/numbers and data in the said field, which will help you in finding specific information in expansive lists. Remember that in case of searching for a fragment of text you should use the “*” symbol before and/or after the input portion of text. Another tab that you should pay attention is the one called Settings. There, you can enable the line summing option. The system also allows it in several ways. Among others, by summing all entries or just the selected ones. The second method is particularly useful when we want to verify/check specific records without data dumps.

Apart from the above-mentioned option concerning the list, you can also organize the form of the document, e.g., a purchase invoice or a booking order. When in the document, you can use this option by going to Form -> Advanced -> Organize form. From that place in the system, you have the option to extract, among others, the so-called tab with the assistant into the document. There, you will find the attachments pinned to the document, as well as a window for notes.

Booking Order of rounding

There might be a situation when the list of settlements contains entries that will not correspond to any bookings either in case of an error in one of those documents or during data migration. Then, once you find the settlement that you are certain that should not stay on the list and wait for the settlement, you can create a Booking Order (PK) that will unlock the problematic entry. To do that, once you selected proper settlements on the settlement list, go to Actions -> Settlements -> Generate a Booking Order of rounding. The resulting booking order should be left as Entered.

Summing up, the implementation of Enova365 in the company can bring significant advantages within the scope of optimization of business processes and increased productivity. Thanks to its flexibility and calibration possibilities — ENOVA 365 can be adjusted to the needs and requirements of various companies, which makes it an attractive solution in many sectors. Despite of the challenges connected with the implementation and adaptation to the new system, the long-term benefits, such as the increased operational effectiveness, better resource management and enhanced decision-making processes, are indisputable. When companies strive for continuous development and try to adapt to the changing business environment, the role of systems such as ENOVA 365 will gradually become more important in the future of business management.

Author: Paula Sówka, Accountant at the MDDP Outsourcing accounting firm in Katowice