Compliance module
Compliance module
Using the compliance module on Admin SuiteThe Complaince module on Admin Suite includes three chapters, Event ledger, Control documents, and Manual invoice, each tackling certian compliance related aspects which we cover below.
Activating the Compliance module needs to be done via user Roles and rights.
Here is a short tutorial on a few module aspects:
Event ledger
The chapter is hidden if the inquiring user does not have a permission called "EventLedgerAuditing" and a scope Manage. Permissions are managed from the Roles and rights chapter namely, from the functionalities card of a users role.
EVA is event driven, and that's why the Event ledger chapter exists. The chapter was built to provide traceability of events happening on EVA platform, and to ease monitoring/auditing activities.
The displayed output you see here is the result of ListEventLedger and you'll most probably have hundreds or even thousands of events listed here.
Make use of the sidebar filters, and narrow down on what you really want to see. The dropdwon list of the field Type is based on the GetEventLedgerTypes service.
Once an Event ledger is clicked, you'll be prompted with with two cards namely, Information and Raw data.
Information card
The information card is self-explanatory, where you see data pertaining to the event. Example: If it's a "Login" event type then what you'll see here will be data pertainig to the user name, organization unit logged in from, date and time of login, and so forth.
Raw data card
The data displayed here is basically the information card data, but then presented in a code block in JSON file format. The data is read only and displayed with syntax highlighting.
Control documents
The chapter is hidden if the inquiring user does not have a permission called "Invoices" and a scope View. Permissions are managed from the Roles and rights chapter namely, from the functionalities card of a users role. Further, this chapter mainly caters for an Austrian compliance requirment where such control documents can be requested during a tax audit or other legal store checks.
Control documents is your place to find invoices with a ZippedSignature property. The displayed output you see here is the result of ListControlDocuments.
Once a control document 'i' button is clicked, you'll be prompted with an overlay displaying respective details.
Manual invoice
The chapter is hidden if the inquiring user does not have a permission called "Invoices" and a scope View. Permissions are managed from the Roles and rights chapter namely, from the functionalities card of a users role.
The manual invoices chapter is mainly used in scenarios where sales were conducted manually in-store at time of connection outages. So basically, your in-store internet was down, and your store associates manually sold a few items. This needs to be recorded and rectified for compliance and bookkeeping purposes, right?
The initial display provides you with an overview of existing/created manual invoices. This is the result of ListManualInvoices service. However, you'll first need to apply filter(s) in order to have some results displayed. That's why the card is called Filtered manual invoices. Apart from viewing, you can also create new manual invoices by tapping the icon "+" sign.
In the screenshot sample provided below, you'll notice that we've used the organization unit filter, and for that, we got two results. Series, invoice number, invoice date, organization unit, name of invoice receiver, and fiscal ID is what you get as details for each.
New manual invoice
To create a new manual invoice, click the "+" icon. You'll notice that most fields are mandatory to fill in.
Once the mandatory fields are filled in, a "+" icon under the Order lines card becomes available. Now you can add the related order lines. All fields are mandatory, and your Tax rate dropdown list is based on your tax rates setup.
Each created manual invoice, results in a corresponding order being created. However, order(s) placed in such manner bear an incomplete order status. The order(s) can then be viewed from any orders overview on front-end Apps or Admin Suite.
Once a stable connection is re-established, it is important that your in-store associates regularize such order(s) by selecting the respective created order(s) from the orders overview in POS, tap the Create active shopping basket button, and proceed with the regular checkout flow. This ensures that financial events, stock level, and customer order history are updated and have a proper Completed status.
Audit files
The Audit files chapter is used to generate audit files per organization unit.
Example: SAF-T audit files for SAF-T audited countries.
Here is where such files can be generated, traced, and downloaded.
Overview
The main chapter overview provides a list of all generated audit files. This includes details such as, the created by user, date created, the covered period, and more. From here you can also track the status of a generated audit file, and download any of the processed files.
Status values
The possible Status values of an audit file are as follows:
- New
- Processing
- ProcessingError
- Processed
- Exporting
- ExportingError
- Exported
- NothingToBeExported
Generate audit file
Clicking the '+' icon will prompt the Generate audit file modal where you'll need to specify the Organization unit(s), Fiscal year, and Fiscal month.
Conclude by clicking the Create button. Afterwards, you can track the status and download the file from the main overview once processed.
If specified dates overlap with a previously processed one, the audit file will only capture new events (if any) and the non-overlapping period events. This implies that if your specified period coincides with that of an already processed file, the new file won't duplicate events.
Furthermore, once a file is generated or processed, it cannot be deleted. So, if you require a comprehensive file for a fiscal period that spans across multiple generated files, you'll need to embrace your inner file merger and manually consolidate those files.