Instructions DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 1
Generelt (General information) LS-PBS is a program, which is used for sending and receiving nets / PBS LeverandørService charges and payments. In the program you can create a client database where you manage your clients and the related charges that will be sent to the individual client. You have also the opportunity to view the client history regarding previous charges. The program gives you the opportunity to import and export data from extern financial systems e.g. by gathering data from Microsoft C5. To get specified the payments on the individual clients, you need to register elektronisk tilbagemelding (electronic feedback) at PBS. For price information please contact PBS. Opdeling af program (The structure of the program) The program is divided into 5 main groups, which are the individual tabs at the top of the screen. (Program, Kunder (clients), Aftaler til PBS (agreements with PBS), Opkrævninger til PBS (PBS charges), Filer fra PBS (files for PBS) and Tilpasning (adjusting)). You also have a top menu where other menu options are located. There will be references to these later. Navigation The main navigation buttons are displayed in the figure below. These buttons will always be available. Their functions are described below. The buttons are described from left to right. 1. Go to the first record 2. Go to the previous record 3. Go to the next record 4. Go to the last record 5. + Create a new record 6. ^ Edit the record 7. V Confirm record 8. X Undo edit/creation 9. Reload database from the hard drive 10. Delete the record To create a new client press + (create new record) type the information and press V (confirm). To edit, press ^ (edit record) edit the information and press V (confirm) to confirm the edit. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 2
Kundekartoteket (client database) In kunder you manage your clients, here you are able to see the balances, history and e-mail log. The database is divided into multiple sections. Navn & adresse (name & address) Konto (account) This box will automatically be typed with sequential numbers. You can change it to e.g. a telephone number or any other number system. Please make sure that there are not any prefix zeros in the account number. Navn The name box must be typed; this will make your search easier and provide you with the best overview on your clients. Adresse1 + 2 og Postnr/By (postal code/city) These boxes are for your own use. Telefon, e-mail m.v. This section is for your own use and is not necessary for PBS. If you wish to have an e-mail notification to the clients, the boxes e-mail and e-mail notification needs to be typed. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 3
Notat This section contains a note, which will appear on the clients file and on the journal when you enter the charges. PBS Oplysninger (PBS information) This section needs to be typed when you want to do these activities: Oprettelse af nye kunde (creating new clients): When creating a new client at PBS, you MUST fill out Registrerings & Kontonr (registration & account number) and CVR Nummer. These boxes only need to be typed if you are creating an agreement by LS-PBS, and it is not information that will be used In the future. Clients who are created using the internet or if it is an already existing client, you do not need to fill out the boxes. In the PBS Status box you can choose these following statuses: Passiv, fakturaer sendes IKKE. (passiv - invoices will not be send) Used for clients who are not active and invoices are therefore not going to be sent to PBS. Sendes til oprettelse (is sent for creation) When you want to create new agreements with clients using PBS, put PBS Status to this status. Clients who are given this status, will automatically be shown in the tab Aftaler til PBS, when you press the Dan data button. After the clients are updated/sent in the Aftaler til PBS, their status will change to Afvent status fra PBS (awaiting status from PBS). Afvent status fra PBS This status shows that the client s application has been sent to PBS and has not yet been approved. The approval must be done by either the client or the bank. Aktiv fakturaer sendes (active invoices are sent) When an agreement has been approved and the agreemtent file from PBS has been loaded, the status will change to Aktiv fakturaer sendes. Then it is possible to send charges to the client. This is the only status, which allows withdraws of charges on the clients account. If you have an existing client or a client have changed to this program, you can create clients directly with this status. If the client already is active at PBS, the client does not need to be created again by LS-PBS. Sendes til sletning (deletion) You can delete the client by changing the status to Sendes til sletning This will stop any future withdrawing from the clients account. When agreements are being sent, clients who are about to be deleted will be sent along. The status then changes to Afvent status fra PBS. (awaiting PBS) When the client returns the agreement files, their status will be changed to Passiv, fakturaer sendes IKKE. (Passive, invoices will not be sent) DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 4
Søgning af kunder (search of clients) Search on the specific client by typing in the yellow box. Type e.g. Kundenr (client ID)., del af navn (part of a name), adresse (address), postnr. (postal code) or by (city) and press Enter. The information must be typed at the beginning of the box. e.g. by typing Torve it will find the first client where Torve appears. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 5
Kundeliste med søgning (searching in the client database) This window will appear if you press the button Kundeliste on the right side of the yellow search box. Here you can search in all boxes and part of a text, even in the middle of a text. In the example above Grønt is the word that were typed in the search box. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 6
Afterwards you can press Find næste / forrige (Next/Previous) to scroll between clients. The client that is placed in the search is also automatically placed in the client database, when you close the search box. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 7
Kontoudtog (statement) This tab is providing you with an overview of the balance on each client. Here it shows the sum charges per time and payments. You can also control the balance from here. You can create records manually in this tab, so the balance can get adapted if e.g. there is a mistake in the files from PBS or for any other reason e.g. manual payments. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 8
Historik (History) Here is shown the individual journal lines so you can see each invoice that is being charged. Column BatchNr, has the same number as bilagsnr in the tab kontoudtog. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 9
E-mail log If the program has been configured to send e-mail notifications to the clients, you will be able to see the status of these using this tab. Double clicking the box Tekst, enables you to see the text from the e-mail. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 10
Aftaler til PBS (agreements with PBS) By using this tab you can create new agreements with clients. The clients must be created in the client database with PBS Status Sendes til oprettelse or Sendes til sletning. Buttons Dan data This button retrieves those clients there shall be created or deleted at PBS. The clients are shown in the list above. It is important, that when you type in the clients you remember to fill out CVR number, BankRegNr. (bank reg. number) and Bankkonto (bankaccount) Udskriv (print) Print a list with clients from the journal. Dan fil til PBS By pressing this button you create a file, which later will be sent to PBS by mailbox or the SFTP program. Look for the placement of the file in Tilpasning/PBS oplysninger (adjusting/pbs information). Send til PBS This button starts the PBS mailbox program, which is used for sending the file. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 11
Opkrævninger til PBS (charges to PBS) This tab consists of 2 underlying tabs, a Kladde (journal) and a tab for send til PBS (send to PBS) of charges. Kladde In the box you type charges and payment. Here you can either type individual invoices or as a sum amounts. It is for you to decide how specific you want it. Invoices with the same account, on the same date will be summoned to one amount. The client will not receive any information from PBS. It is the person/company that withdraws the invoice, who is obligated to send a notification. This can either be the invoice/invoices there has been sent where there is a text, that tells you that the invoice will be withdrawn by LeverandørService, or you can use an e-mail notification, when you send the charges. The boxes Konto (account), Bilagsdato (annex date), Forfaldsdato (due date), PBS trækdato (withdraw date) and beløb (amount) needs to be filled out. FakturaNr (invoice number) and Tekst (text) are for your own use. The box Status is for information of recent activities in the tab Send til PBS. When you type forfaldsdato (due date) in the box forfalds dato, the PBS date is checked. Is it due on a Saturday or a Sunday, the payment is postponed to the following Monday. If a charge already has been sent to the client the same day, then the transfer date will be postponed to the next business day. Tip: If you want to insert the current date in a box- press D and ENTER. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 12
Knapperne i kladden (buttons in the journal) Kontroller dato (check date) This button is used for checking the journal, e.g. if it is typed the day before, you might experience the due date is overridden. The button performs an automatic control by typing in the journal. PBS dato checkes / Ikke (checking or no checking of the PBS date) This button will normally show this status PBS dato checkes, and it will not send charges, that will overwrite earlier charges. But if a charge has been sent and you wish to delete or edit it, press the button so the status is PBS dato checkes IKKE. You can now make a charge which will withdraw on an earlier PBS due date. If you send a charge to the client on the same date, the earlier charges will be overwritten. You can send a new amount or zero (0.00) to delete. If you type (minus) infront of the amount, then will the amount be paid. PBS s regler for opkrævninger er: (Charging rules) There must NEVER be charges on the same client with due on the same date. PBS only sends charges on the last charge. You can have multiple invoices to the same client with due on the same day in same file. But if you subsequently send charges with the same client ID and due date, then will PBS regard it as a correction. The charges also needs to be sent before the invoices is due, PBS cannot withdraw invoices that are due. LS-PBS always moves charges to the date after or the number of notifications days it is been setup to do. Please notice that there will be reminders for your clients on Saturday, Sunday and the holidays you have typed into the program. example: Invoice Amount Date Due PBS withdraw date 1001 1000 15.08.2010 04.09.2010 06.09.2010 1002 2000 16.08.2010 05.09.2010 06.09.2010 1003 3000 17.08.2010 06.09.2010 06.09.2010 1004 4000 18.08.2010 07.09.2010 07.09.2010 Invoices with PBS withdraw date 06.09.2010 is summed to draw 6000 and there will also be a drawn on the date 07.09.2010 on the amount of 4000. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 13
Knappen Vis forfald (the button: show due) This button opens up a new window, in which it shows how the PBS withdraw day is calculated. It can be useful to notice if a PBS due day extends further then it should. When you press ENTER in the Forfaldsdato (due date) box, you calculate the due overview. Press the button again to remove the calculation. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 14
Send til PBS (sent to PBS) This tab (send til PBS) is used to calculate and sending the charges. Charges will automatic be calculated when you change tab. It creates a record per kundenummer (client ID) per dato and in the column Antal (number) is shown, how many invoices/creditnotes there is per client/date. See e.g. konto 1002 in the column there are 3 items and in this screen it is summarized to 2 with a charge d. 06.10.2010 with 2 invoices and the last d. 11.10.2010 with 1 invoice. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 15
Dan fil til PBS This button is used for creating the charge file to PBS. A Ja/Nej (yes/no) box will appear when you press this button. If you press the Ja button, a file will unload data to the file it has been set up to in the Tilpasning/PBS oplysninger (adjust). It will always unload to the same file, and the file will overwrite every time. So it is only the last items that are in the file. If an error occurs in the setup of filename or user limitations and the file cannot be created. This error message appears Skrivefejl ved dannelse af fil (typing errors when creating the file). Check files rights and setup of folders. Send til PBS This button calls PBS s Mailbox program, where delivery of the file is made. Please see the instruction for guidance in forsendelse af filer til/fra PBS. When you have sent a file to PBS, you will receive 2 files in return from PBS, this process takes about 1-2 minutes. One of them starts with Txxxx and contains a short message stating that the delivery is ok. You are free to this file. The next file is more important; it starts with Vxxxxx and contains a description on how the delivery performed, if there were any errors etc. This file can also be opened and be printed directly from the Mailbox program. Notice! The file that starts with Dxxxx must always be saved in the folder Modtag under LS-PBS. Opdater kladde (update journal) When the delivery of the file is ok, the journal needs to be updated, so the charges can get posted on the individual clients and the journal can be cleared and be ready for the next charge. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 16
If JA (yes) is chosen, the journal will be updated and the records can be found under the tab statement and history on the specific client. Statement containing posted items. History DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 17
Filer fra PBS (files from PBS) Knapperne (buttoms) Hent fra PBS (load from PBS) Load the files from PBS with the Mailbox program and save the files in the PBSFiler\Modtag folder. It is important that ALL files from PBS are saved in this folder, it will be nearly impossible to control what is being loaded if you do not have a firm set of rules for managing the files. It is your choice to select where to place the files but it is important that it stays in the same folder so you do not lose the overview. It is ALL the files who starts with Dxxxxx, that must be saved. You may NOT open them on PBS s webpage. All other files from PBS can also be saved in the folder and be opened via LS-PBS. Kontroller filer (check files) When all the files have been loaded, you need to check and update them. There are 3 types of files you can receive: 1. Informationfiles (Vxxxxx) 2. Contract informations (Dxxxxx) 3. Payments (Dxxxxx) Press the button Kontroller filer and change to the folder PBSFiler\Modtag, If it does not show. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 18
Eksempel på informationsfil. (example on a information file) You are able to save the information in print by pressing the button Udskriv. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 19
Eksempel på aftaler (example on agreement) You can print your agreements by pressing Udskriv. Opdater knappen (update button) By pressing this button, you update the individual client with status shown in the column status. By loading the agreements, all clients are created in LS-PBS and the agreement creation is sent from LS-PBS to PBS. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 20
An example on an agreement created via the bank or homepage. If the debtor is not found when pressing the update button, will this account automatically be created in the client database. The name is typed AUTOMATISK OPRETTET (auto created) and it needs to be edited manually. Press the Rette knappen (edit), edit the name and if necessary other information and confirm with (V) The confirm button. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 21
Indbetalinger (Payments) When the file contains payments, it is displayed as shown below. We recommend that you print this list for your own accounting. The Status column shows, the type of transaction that has been loaded. INDBETALT UDBETALT AFMELDT The amount is inserted on the account which is agreed with PBS. The amount is paid from the account which is agreed with PBS. The agreement is cancelled and the amount can be reversed. Check with the statement/pbs Opdater When you press the button Opdater (update), it will post on the individual clients. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 22
If an error has occoured in one or several records, you will recieve this message after updating. Then the journal will show the status on the individual records. There will be shown an OK or an error text. Records with errors must be handled manual. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 23
On the individual client the records is posted and the balance is now regulated. DDB DATA ApS Telefon: 58 30 32 00 - www.ddb-data.dk Side 24