Filling in Department Card

• In the Name field, enter the name of the department to be created
• Select department types by setting the flags
• In the Legal entity line, select one of your legal entities from the drop-down list
• In the Enterprise line, select one of your enterprises from the drop-down list

• Fill in the KPP list table for organizations operating on the territory of the Russian Federation
• Fill in the Licenses table for organizations that operate on the territory of the Russian Federation and have a license for the retail sale of alcoholic beverages
• Save the department using the Document > Save document main menu item or click the  button on the toolbar

If the enterprise selected for the department is not linked with a license, the system will not allow you to save the new department and will show an error message.

Department Type

Department type is a department property that allows limiting the use of the department in the corresponding documents types.

• Warehouse — setting this flag means that receipt notes and returns to supplier can be created for this department.

Example: The enterprise has the Main Warehouse, Kitchen and Bar departments.
All receipt notes are created only for the Main Warehouse department. Then the goods are transported by transfer documents to the Kitchen and Bar departments.
To prohibit all users, regardless of the set rights, to create receipt notes and returns to supplier, uncheck the Warehouse flag in the Kitchen and Bar departments. However, for the Main warehouse department, the Warehouse flag must be set.

• Production — setting this flag means that production documents can be created for this department: complectation and decomplectation.

Example: The enterprise has the Main Warehouse, Kitchen and Bar departments.
All receipt notes are created only for the Main Warehouse department. Then the goods are transported by transfer documents to the Kitchen and Bar departments. The Kitchen and Bar departments produce dishes for sale.
To prohibit all users, regardless of the set rights, to create production documents, in the Main warehouse department, uncheck the Production flag. For the Kitchen and Bar departments, the Production flag must be set.

Trade — setting this flag means that delivery notes and returns from customers can be created for this department.

Example: The enterprise has the Main Warehouse, Kitchen and Bar departments.
All receipt notes are created only for the Main Warehouse department. Then the goods are transported by transfer documents to the Kitchen and Bar departments. The Kitchen and Bar departments produce dishes for sale. The sale of dishes is also processed from the Kitchen and Bar departments.
To prohibit all users, regardless of the set rights, to create delivery notes and returns from customers, uncheck the Trade flag in the Main warehouse department. For the Kitchen and Bar departments, the Trade flag must be displayed.

Therefore, in our example, the "Trade" flag is better to put down for all departments.
Flags can be "summed", i.e. show different combinations. Including set all the flags.

Setting all flags means that all types of invoices can be issued for the subdivision. Further, the ability to issue invoices will be regulated only by user rights.
If a subdivision is already used in invoices related to the subdivision type set, then this subdivision type flag cannot be cleared.

Legal entity and enterprise

In the Store House V5 database, it is possible to manage several legal entities and enterprises. Each directory is created separately and is not directly related to each other. Because One legal entity may own several enterprises. And one enterprise can have several legal entities.

The connection between the enterprise and the legal entity takes place on the subdivision card, because a division can only have a single entity-enterprise relationship.

To designate a legal entity and enterprise:

Position the cursor in the line "Legal entity";
Click on the button and from the drop-down list select the legal entity that owns the division;
Follow the same steps to select an enterprise.
The figure shows a list window of departments grouped using the table appearance setting for visual perception of assignments of legal entities and enterprises to departments.

Example1:
Two enterprises were assigned to the legal entity "LLC Spektr" through divisions

"Restaurant 1" and "Factory Kitchen".

Example2:
The Restaurant 3 enterprise has two divisions, Kitchen Restaurant 3, which belongs to the individual entrepreneur IP Ivanov, and Restaurant Bar 3, which belongs to the legal entity LLC Vector.

This method of defining enterprises and legal entities allows you to set convenient filters for Store House V5 reports if you need to build a report only for a legal entity or only for an enterprise. Because in all documents through the division are defined: both a legal entity and an enterprise.

When using a checkpoint for a division, in case of a change of legal entity, it is necessary to create a new division.
Changing a legal entity or enterprise in the subdivision card, which is already used in documents, is possible only if the checkpoint is NOT USED. BUT! All documents that have already been created for this unit will refer to the selected legal entity or enterprise. Which in turn will lead to a change in the reporting of a legal entity or enterprise.
Changing a legal entity or company in a department card that is already used in documents WILL NOT change the quantitative or total data on the department itself.

List of checkpoints

This property of the unit must be filled in if the organization operates on the territory of the Russian Federation.
This division property is only populated if the division is owned by a Legal Entity.
In subdivisions of an individual entrepreneur (individual entrepreneur), this property is not filled in.
If an individual entrepreneur (individual entrepreneur) works with alcoholic products, i.e. accepts documents through EGAIS, then it is necessary to create a “virtual”, i.e. non-existent checkpoint, to organize communication with UTM.
Also, the creation of a "virtual" checkpoint will be required to generate the "Alcohol declaration" report.
KPP - setting reason code - This value is 9 digits that allow you to identify the company. Almost always, this abbreviation is used in combination with the TIN, which is determined from the properties of the selected "Legal Entity".

An organization receives a checkpoint if it registers, and for several reasons. Firstly, this is the location of a legal entity that has just been registered or is being reorganized. Secondly, assignment occurs if the company has changed its location, and therefore the tax authority has changed.

By default, the unit has one checkpoint. But in order to save the history of documents in case of a change in the checkpoint (for example, due to a change in location), the system provides the ability to specify several checkpoints for one unit.

Adding a new checkpoint

To fill in the Checkpoint List table:

Click in the value area of ​​the table;
Press the [Insert] or [↓] key. You can also use the Add line context menu item or the Add line item of the main menu item "Edit";
In the Name field, enter the checkpoint;
In the Region value field, select a value from the drop-down list of the "Regions" reference book;
If the required region is not in the list, then call the "Regions" dictionary using the Regions context menu function and add the missing region to the list. It can then be selected;
In the Country field, the value will be filled in automatically, depending on the selected region.
External code - FSRAR_ID assigned in the EGAIS database to this unit when the organization is registered in the EGAIS. The field can be filled in manually or automatically when comparing when working with EGAIS. This field must be filled in only for organizations from whose divisions the retail sale of alcoholic products takes place, and the receipt of alcoholic products is processed through EGAIS.
"Use by default" - set the flag for the working checkpoint, if the checkpoint has changed for the subdivision. Then, when creating documents for this unit, a working checkpoint will be set automatically. If necessary, the checkpoint can be changed in the documents.

Use an existing checkpoint

The KPP is almost always used in combination with the TIN, which is assigned to the organization (Legal Entity or Individual Entrepreneur). In Store House V5, the TIN of the organization is filled in the properties of the legal entity. Because the unit has a unique connection with the legal entity and a checkpoint is defined on the card of the unit itself, then the TIN and the checkpoint are linked.

If an organization (TIN) has several divisions located at the same address (according to the documents, they are not allocated to separate divisions), then the checkpoint for all divisions must be specified the same. When creating the first subdivision for a legal entity, the necessary checkpoint is created, all subsequent subdivisions of this legal entity can be assigned an already created checkpoint. To do this, in the "List of checkpoints" area, call the context menu and use the Use existing checkpoint item. A window will open for selecting checkpoints of a legal entity that have not yet been added to the list of checkpoints of this unit.

Select a checkpoint from the list and click the [OK] button

to add a checkpoint to the department properties. If the list is empty or the required checkpoint is not in the list, click the [Cancel] button.

If the database maintains one organization with one enterprise, then all departments must be assigned the same checkpoint. Necessary for paperwork and the formation of the report "Alcohol Declaration".

Checkpoint Properties

The fields required for the unit to work with EGAIS are available through the KPP Properties context menu item or the KPP Properties item of the main Edit menu item, this window can also be opened by double-clicking in the External Code field.

Window "Checkpoint Properties":

The Name, Region, Country and External Code fields are preset fields in the Store House V5 database. And they are filled when adding a checkpoint. You can edit the specified values ​​in the Checkpoint Properties window.

All other fields are additional attributes of the "KPP" directory. They can be added when creating a clean Store House V5 base.

The list of preset attributes for the "KPP" directory to be added when creating a clean Store House V5 database is stored in the INI file of the [ContractorSpecs.AttrsEx] and [ContractorSpecs.ExtAttrs1] sections.
Full name; Postal address of the checkpoint; Phone and E-mail are fields for processing EGAIS documents.

Host and Port - settings for access to UTM (universal transport module)

Window buttons

Button – to add a new checkpoint.

Button – to delete the viewed checkpoint.

Button – to view the properties of the previous checkpoint (if there are several checkpoints).

Button – to view the properties of the next checkpoint (if there are several checkpoints).

To close the Checkpoint Properties window, click the or button.

Licenses

A license for the sale of alcoholic products is issued for each separate division of the organization. To generate the "Alcohol declaration" report, this subdivision parameter is mandatory.

This property of the unit must be filled in at the units of organizations that operate in the Russian Federation and have a license for the retail sale of alcoholic beverages
It is relevant to indicate the license on the unit that accounts for alcoholic beverages.
The license is filled out for each checkpoint separately.
To fill in the Licenses table:

Highlight the checkpoint in the "Checkpoint" area for which the license will be added;
Click in the value area of ​​the table;
Press the [Insert] or [↓] key. You can also use the Add line context menu item or the Add line item of the main menu item "Edit";
In the Number field, enter the license number;
In the Start date and End date fields, enter the start and end dates for the license. The value can be entered using the opening calendar or manually using the keyboard;
In the License issued by field, enter the name of the regulatory authority that issued the license for the retail sale of alcoholic beverages. This field is a license attribute. Text field.
If the "Licenses" table does not contain the "Who issued the license" column, then you need to add it yourself.

Open the SdbMan application and select StoreHouse - Attributes. Enter an attribute:

If the license has expired (by date) and a new license has been issued to the enterprise, then to save history, a list of all licenses of the division is maintained.