Importing public holidays/special events

Previously, public holidays for Germany could be created annually using the Holidays/Special Events module^M. As of version 12.1R12, public holidays can be imported across countries and in multiple languages. The public holidays are imported from an external source, OpenHolidays API https://www.openholidaysapi.org/de/, using a data maintenance list. The user can therefore still make individual decisions during import.

• Load the scenario

  Once your database has been updated to a current version (at least 12.1p25), you can load the integrated e-invoice scenario yourself.

  1. Log in to the database as Administrator.
  2. Go to the   Administration tab in the function bar and select  Settings >   General settings >  Licences.
  3. Tick Import public holidays from www.openholidays.org.
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
  5. Click on Actions > Load Bp scenarios now > Load without enforcing.
  6. Save your input by clicking on the icon in the top left-hand corner of the input window.
• Authorise users to import events
  1. Go to the  Administration tab in the function bar and select  Users >  User Groups
  2. Open the user group ER_Import.
  3. Go to the  Users/Groups tab and  Add the users or groups that you want to authorise for importing holidays/events in future.
  4.  Save and close the authorisation.
• Import public holidays/special events
  1. Go to the   Configurations tab in the function bar and select  Holidays/Special Events >   Import >  ER_Import-Feiertage.
  2. Determine which public holidays to import.
     a) Company (Multi-Companies module)^M
     Example: Your corporation has sites in Germany, Belgium and Switzerland. Determine which holidays should be imported per country.
     - Which company?
     - Which language?
     Note: only if the country code is not "DE". The language is taken from the country setting mapping ISO country code (Alpha-2).
     - Which date range to import
     Note: If there are several companies with the same country setting, apply your selction to all of them by confirming the message "There are several companies in the same country. Do you want to copy the events to other companies?" by clicking Yes and  Confirm for the selected companies.
     
     b) Other country
     Note: Without the Multi-companies module, no queries will appear. The default setting is "Other country".
     Example: Your company is located close to the French border and is directly affected by French public holidays. You might want to import French public holidays (in the respective national language if necessary).
     - which language to import
     - which country to import
     - which federal state to import
     - which date range to import
     - which language to use for the name of the special event
  3. A data maintenance list will open.
     Note: Tables with a grey background are excluded from changes. If necessary, make changes in the column per federal state (white background).
  4. To exclude individual rows from the import, remove the tick in the first column.
  5. To import data, click on Save in the top left-hand corner.

E-invoicing is included in Bp Event as of version 12.2f04. Customised settings are possible within the scope of legal requirements.

E-invoicing in 5 steps:
Step 1 Update* to the latest version (no earlier than 12.1p25)
Step 2 Load scenario
Step 3 Activate e-invoice and enter payment account
step 4 Show the VAT category in a custom segment view
Step 5 Check and make the necessary adjustments to the invoice text template

As soon as the e-invoice has been enabled in the administration and an e-invoice payment account has been entered, further fields are available on the customer account Added Fields tab.

Important:

E-invoicing has been seamlessly integrated into Bp Event in accordance with all applicable legal requirements. In the “Invoice (E-Invoice)” template, all content from the XML file is also displayed in the PDF file. Decide for yourself whether to use the new template (recommended) or have your existing e-invoice template customized. Please contact your account manager for assistance.

Read more on Generating an e-invoice.

* Read more on Automatic Updates.

• Load the scenario

  Once your database has been updated to a current version (at least 12.1p25), you can load the integrated e-invoice scenario automatically.

  1. Log in to the database as Administrator.
  2. Go to the   Administration tab in the function bar and select  Settings >   General settings >  Licences.
  3. Tick the box for E-invoice.
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
  5. Click on Actions > Load Bp scenarios now > Load without enforcing.
  6.  Save and close to close the input window.
• Enable e-invoicing and set up an e-invoice payment account

  A user with administrative authorisations can enable the e-invoice.

  1. Go to the  Administration tab in the function bar and select  Settings >  Invoicing.
     Note: In the case of a multi-company database, you will find invoice management in the respective company profile.
  2. Tick the box for E-invoice.
  3. Select the E-invoice payment account intended for the incoming payments from the list.
     Note: Select a bank account with IBAN from the list of available payment accounts.
• Insert the VAT category in a custom segment view

  Add the VAT category to a custom view of booked items for easy changes per booked item. Administrative permissions are needed to edit custom views for booked items.

  1. Go to the  Administration tab in the function bar and select   Settings >   Events >  Booked items.
     Note: In the case of a multi-company database, the setting for the individual booked item views are included in the respective company profile.
  2. Decide which of the Custom views (1-5) is suitable for showing the VAT category and enter a unique and self-explanatory name for the view.
  3.  Add the VAT category and drag-and-drop it to the position you want.
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
     Note: The VAT category column is displayed in the event segment if:
     - the booked items view contains the VAT code
     - the event segment is an invoice
     - the invoice recipient is qualified for e-invoicing
• Add nationality codes in accordance with the standard

  The country codes entered in the address picklist do not always correspond to the mandatory "ISO 3166-1 Alpha-2" standard for the e-invoice (XML file).
  Example: For Germany, the ISO code is DE (not D, D- or DE-).
  The "ISO country code (Alpha-2)" mapping ensures that the different notations of the country codes in the address are translated into the correct standard.

  Check the country codes in advance using an Info Centre list in your database. Click on  Info Centre <  E-invoice Einrichtung >  Verwendete Länderkürzel  to see the codes already in use.

  1. Go to the   Configurations tab in the function bar and click on   Mappings > ISO country code (Alpha-2).
  2.   Add more country codes as needed.
  3. Enter the various notations of your country codes in the column From .
  4. Enter the appropriate "ISO 3166-1 Alpha-2 Code" in the column To .
     Examples:
     From        To
     FR-        FR
     F-           FR
     IT-          IT
     I-            IT
     Note: You can find the codes at https://www.laenderdaten.info/laendercodes.php
  5.  Save and close the mapping

  Important: The line with the asterisk (*) as a placeholder for missing values must always remain the last line. Insert new entries above this line.

• Add codes for units of measure

  The unit of measure must be specified in the e-invoice. This is output as a code in the electronic invoice (XML file). The "Sales unit to code" mapping ensures that the sales unit of the item is translated into the correct codes without having to process all items individually.
  If there is no sales unit, the mapping can use the sales content unit instead, provided the sales content is 0 or 1.

  Check the units of measure in advance using an Info Centre list in your database. Click on  Info Centre <  E-invoice Einrichtung >  Verwendete VK- Gebinde und-Einheiten  to see the units already in use.

  1. Go to the   Configurations tab in the function bar and double-click on >  Mappings > Sales unit to Code.
  2.   Add more units as neded.
  3. In the column From, enter the various notations of the sales units.
  4. Enter the appropriate "Code" in the column To .
     Examples:
     From        To
     Bottle   XBO
     Glass      XCU
     Litre      LTR
     Metre    MTR
     Note: The codes are defined in UN/ECE Recommendation No. 20 "Codes for Units of Measure Used in International Trade". LINK https://unece.org/trade/documents/session-documents/codes-units-measure-used-international-trade-recommendation
  5.  Save and close the mapping

  Important: The line with the asterisk (*) as a placeholder for missing values must always remain the last line. Insert new entries above this line.

• Change terms in the e-invoice

  A mapping allows you to customise the labelling and formatting of the fields listed below in the e-invoice. The ‘From’ column shows the standard label. The ‘To’ column is where you enter your own label and formatting. This must be written in the following format:

  <Label>;<Separator between label and value>;<Paragraph mark after value>;<Label style>;<Value style>;<Original language>;<Target language>

  Example: Department;tab;cr;body text in bold;body text
  Tab = Tabulator
  cr = line break

  Use the copy guide in the table below and customise the terms and style as required.

  1. Go to the   Configurations tab in the function bar and select Mappings > E-invoice terminology ("E-Rechnung Begrifflichkeiten").
  2. Click on New to insert the field you wish to rename or format.
  3. In the column ‘To’, enter the new term/style following the example provided.
  4. Save and close the mapping

  Term "From"	Term ‘To" (copying aid)
  Department	Department;tab;cr;body text in bold;body text
  Attachment	Attachment;tab;cr;body text in bold;body text
  Occasion	Purpose;tab;cr;body text in bold;body text small *
  Contact	CON;tab;cr;body text in bold;body text small *
  Amount	Amount;tab;cr;body text in bold;body text
  On-account invoice no.	On-account invoice No.;tab;cr;body text in bold;body text
  Item	Item;tab;cr;body text in bold;body text
  Bank	Bank;tab;cr;body text in bold;body text
  Order number	Order number;tab;cr;body text in bold;body text
  BIC	BIC;tab;cr;body text in bold;body text
  Booking reference	Booking reference.;tab;cr;body text in bold;body text
  Unit price	Unit price;tab;cr;body text in bold;body text
  Email	Email;tab;cr;body text in bold;body text
  contains	contains;tab;cr;body text in bold;body text
  Container	Container;tab;cr;body text in bold;body text
  Total	Total;tab;cr;body text in bold;body text
  Business process	Business process;tab;cr;body text in bold;body text
  Creditor ID	Creditor ID;tab;cr;body text in bold;body text
  Global ID (schema)	Global ID (schema);tab;cr;body text in bold;body text
  IBAN	IBAN;tab;cr;body text in bold;body text
  ID	ID;tab;cr;body text in bold;body text
  Account	Account;tab;cr;body text in bold;body text
  Corrected invoice No.	Corrected invoice No.;tab;cr;body text in bold;body text
  Customer number	Customer number;tab;cr;body text in bold;body text
  Route ID	Route ID;tab;cr;body text in bold;body text
  Delivery address	Delivery address.tab;cr;body text in bold;body text
  Supplier ID	Supplier ID;tab;cr;body text in bold;body text
  Client reference	Client reference.;tab;cr;body text in bold;body text
  VAT-exempt on net amount	VAT exempt on net amount;tab;cr;body text in bold;body text
  VAT on-account	VAT;tab;cr;body text in bold;body text
  VAT	VAT;tab;cr;body text in bold;body text
  VAT on net amount	VAT on net amount;tab;cr;body text in bold;body text
  Number	Number;tab;cr;body text in bold;body text
  Outstanding gross invoice amount	Outstanding invoice amount;tab;cr;body text in bold;body text
  Pos.	Pos.;tab;cr;body text in bold;body text
  Invoice No.	Invoice No.;tab;cr;body text in bold;body text
  Gross invoice amount	Gross invoice amount;tab;cr;body text in bold;body text
  Invoice number	Invoice No.;tab;cr;body text in bold;body text
  Reference doc. info	Reference documents info.;tab;cr;body text in bold;body text
  Reference doc. no.	Reference documents no.;tab;cr;body text in bold;body text
  Reference doc. URL	Reference documents URL;tab;cr;body text in bold;body text
  Reference documents	Reference documents;tab;cr;body text in bold;body text
  SEPA Direct Debit	SEPA Direct Debit;tab;cr;body text in bold;body text
  Gross total	Gross total;tab;cr;body text in bold;body text
  Net total	Net total;tab;cr;body text in bold;body text
  Phone	Phone;tab;cr;body text in bold;body text
  VAT exemption reason	Reason for VAT exemption;tab;cr;body text in bold;body text
  VAT IN	VAT IN;tab;cr;body text in bold;body text
  VAT category	VAT category;tab;cr;body text in bold;body text
  VAT IN/Tax invoice issuer	VAT IN/Tax number of the invoice issuer;tab;cr;body text in bold;body text
  Organiser	Organiser;Tab;cr;body text in bold;body text
  Event date	Event date;tab;cr;body text in bold;body text
  Purpose	Purpose;tab;cr;body text in bold;body text
  Linked on-account invoice	Linked on-account invoice;tab;cr;body text in bold;body text
  Linked on-account invoices	Linked on-account invoices;tab;cr;body text in bold;Body text
  for Invoice No.	Invoice No.;Tab;cr;Body text in bold;Body text

  * Two examples of rewording and formatting

• Important information for setting up change synchronisation (for system administrators)
  1. Calendar synchronisation must be configured in advance.
  2. If change synchronisation is set up in an existing database, a change stamp can be imported into all existing records using a data maintenance list in the change log. This means that the notifications are sent as change notifications and not as new records.
  3. If data needs to be updated without triggering a notification, the number -1 can be temporarily entered in the Sync tables in the Notification from "X days before" field.
  4. The heading of the export list (Type: Info Centre list) is copied as the subject of the notification.
  5. The Info Centre export list requires a real start date as a filter (e.g. the create date). "Current Date" cannot be used here, as this reference changes daily.
• Create a notification concept

  Clarify the following questions before starting to set up change synchronisation:

  1. Which record changes should be communicated?

  • Events
  • Appointments
  • Inventory/Shift
  • Tasks
  • Contacts
  • Work times
  • Purchase Deliveries
  • Holidays/Special Events
  • Projects
  • Event schedules
  • Event rooms
  • Event segments

  2. Who should be notified of any changes?
     Individual users, user groups or persons without Bp Event access
  3. How should the change be communicated?
     Email, internal message, SMS, task, start job
  4. What should the notification say?
     Before and after info, formatting
  5. How often should the change validation be carried out?
     Every 5 minutes, hours etc.
• Create an export list (Type: Info Centre list)

  The Info Centre list provides the subject and content of the change notification. The text checks all data that can trigger an action in the event of a change. With each job run, this data is checked for changes and triggers an action if necessary. The Info Centre list is assigned as an export list in the sync table.

  1. Create a new list. (Configuring a list/report)
  2. Select the Use "Info Centre list".
  3. Enter the subject of the notification (email, internal message or task) in the formula To Do Heading field.
  4. Enter the body of the message in the formula To Do Detail field.
• Create a text template for the change notification

  The Info Centre text template determines the content of the change notification. The changes can be made more readable for the recipient by using formatting and style sheets. (Create a text template)

  1. Create a new text template or copy an existing template.
  2. Select the template Type "Info centre data".
  3. Click on the expand triangle next to  Insert references and select Insert expression [Text]
  4. Select the Sync Server notification details function from the right-hand column.
     
     Note: This expression outputs the information from the formula To Do Detail (from the Info Centre list). The parameter "new" returns the current text after the change, the parameter "old" returns the original content before the change.
  5. To clarify the changes in the text, the above formula can be supplemented with the function "Compare texts".
     Example:
     
  6. The different results from the formula in word processing can also be formatted.
     Formatting options:
     
  7. The formula including predefined styles (link) will look like this in word processing:
     
• Create a sync server

  Sync servers set the sender of the change notifications and schedule the jobs. Separate sync servers are required for different intervals and contexts.

  1. Go to the  Administration tab in the function bar and select  Settings >  Synchronisation.
  2.  Add a new Sync. Server and select  Notification. The sync server input field will open.
  3. Enter a unique, self-explanatory Name for the sync server.
  4. Enter unique title prefixes for notifications
     a) New -> Example "New shift"
     b) Changed -> Example "Changed shift"
     c) No longer current -> Example "Cancelled shift"
  5. Enter a Send address for emails.
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Create a sync table

  Sync tables set the framework conditions and the content of the change notification.

  1. Go to the  Administration tab in the function bar and select  Settings >  Synchronisation.
  2.  Add a new Sync. Table and select  Notification at xx.
     Note: The available Sync. Server will be offered for selection.
  3. Enter a unique, self-explanatory Name for the sync table or use the server name (recommended).
  4. Select the data source from the picklist.
     Note: Only data with a date or time reference are available.
  5. Assign the export list (Type: Info Centre list).
  6. Enter a time range in minutes as Export delay. This time determines how long after saving a record the change notification will be sent.
     Note: Make sure that the server, name, data source, export list and text template have the same objectives.
  7. Make the following settings:
     a) Notify responsible users / user group
     Only the Sync Server accounts of type user or user group are notified. Each user account only receives the data relevant to them.
     Example: User "Smith" only receives notifications about changes to appointments that affect them as participant or responsible.
     b) Notify staff members individually
     Only the Sync Server accounts of type "Staff member" are notified.
     Example: User "Smith" receives change notifications for their own shifts.
     c) No selection Only the sync server accounts of type "Sync server account" and "Distribution list" are notified. These can be used to notify stakeholders who are not Bp Event users.
     Example: Event changes are communicated to various departments and an external caterer.
  8. Set as the number of days before the reference date (e.g. event date) that the notification should be sent as Notification lead time.
     Example: With a lead time of 14 days, recipient will not be notified of any changes made three weeks before the event. This reduces the information load.
  9. The Max. failed attempts defines how often the notification function may fail before execution is cancelled.
  10. Select a Text template for the notification text.
  11. Select attachments in the Data sheet as email attachment field, such as updated worksheets (created as text data sheet) for an event.
  12. Tick Attach ICS files to include calendar entries in the attachment.
      Example: The event date has been postponed, an updated calendar entry is included in the email.
      Note: The form and content of the calendar entry cannot be customised.
  13. To log whether a notification has been sent in the change history of the record, tick Log to record.
      Note: Logging may generate a large amount of data and should be selected with care.
  14. Click on Discard data and reload in the event of changes, e.g. in the text template or the export list of the Info Centre type, to avoid triggering a change notification for all affected records.
      Note: All changes are reloaded (reset) without triggering change notifications. Please use with caution.
  15. Show synchronised data is used during setup or error analysis. Calls up a list of all records affected by changes and provides information on synchronisation.
  16. Show unsynchronised data lists all changes that can trigger a notification during the next synchronisation, provided they qualify for the notifications (job).
      Note: Neither the export list (Type: Info Centre list) nor the number of days for the notification are considered here.
  17. Test export list with unsynchronised data can be used for testing during setup.
• Create a sync server account

  Sync accounts determine the recipient(s) of the change notifications.

  1. Go to the  Administration tab and select  Settings >  Synchronisation to create a new sync server account.
  2. Click on the expand triangle next to  Add and select Notification at xx ->
     a)  User group
     Select a user group to be notified of changes.
     Example: If a responsible user responsible needs to be notified of changes event changes, this user must be assigned to the group.
     b)  User
     c)  Staff member
     d)  Sync. Server account
     Example: The external caterer does not work with Bp Event and is notified by email about changes to the event.
     Not only the person responsible for an event or an event participant can be informed, but also other stakeholders who have no access to Bp Event.
     e)  Distribution list (email, internal messages)
  3. The Sync Server input window will open.
  4. Enter a unique, self-explanatory Name for the sync server.
  5. Select a Channel (email, SMS, job) from the picklist.
• Create a job for the sync server update

  The job determines the time interval in which the changes are checked.

  1. Go to the  Configurations tab on the function bar and select  Jobs >  New.
  2. Enter a unique and self-explanatory Name and Job title .
  3. Select the Type "Update Sync Server".
  4. Enter a Start time/condition .
  5. Select Execute as to execute the job with the authorisations of the selected user or group.
  6. Assign a sync server in the Sync. Server Name field.
  7.  Save your input by clicking on the icon in the top left-hand corner of the input window.

  (Jobs)

If changes have been made to a WebApp or Bp Event Mobile or if they cannot be called up, the web server needs to be be restarted.

1. Go to the  Help tab in the function bar and select  Maintenance >  Service Client.
2. Click on   Restart Web Server. The info lines (Started, Prot, Directory) are cleared on restart. The web server starts with the updated information.

Users with administrative permissions can set requirements for password security, default settings and lockout settings for other users.

1. Go to the  Administration tab in the function bar and select  Settings >  Login.
2. User authentication for Bp Event can happen either
   a) using a Bp event password (stored in the user)
       Pro: If the user forgets their password, this can be easily reset by an administrator.
   b) using the Windows Domain login, if one has been specified.
       Pro: Single sign-on login to the full client possible (see below)
3. To ensure a sufficient level of password security, specify
   a) Password memory: Prevent the user from re-using their old password within that number of resets.
   b) Min. length: Enforce a minimum length for passwords
   c) Tick Complex passwords mandatory to enforce passwords consisting of upper and lower case letters, numbers and special characters.
4. Define Default settings (e.g. login and server language) for the user.
5. Decide whether to Show options for language selection or for saving login data.
   Note: If several users share a computer or Windows user, remembering login data should not be allowed if you need an unambiguous data history/log.
6. Tick Single Sign On (SSO) login to allow users to log in via the Windows domain without entering another password.
   Note: User authentication based on domain server must be set on the database server under Database properties > Client server
7. Specify the Lock settings, i.e. after how many unsuccessful login attempts a lock-wait will be imposed and how long that lock wait will last.