QUOTATIONS DOCUMENTATION UPDATES

Transcription

1 DOCUMENTATION UPDATES Date Description Where Changed 10/4/02 Added B8 Purchase Order as an Order Line-Item Note Display Area. A1 Printed Quotation was added as the corresponding Quotation Line-Item Display Area. Quote Order chapter, in the Set Quote Order Defaults section, in the Appendix 2: Display Areas for Quotation Line-Item Note to Order Line-Item Note Conversion subsection (page 88)

2 UOTATIONS QUOTE ENTRY QUOTE ORDER QUOTE PRINT EXPEDITE QUOTE

3 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at Nothing in this statement amends or extends the terms of your agreement with Prophet 21, including any warranties that might be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice. DOCUMENTATION CONVENTIONS The eyeglass symbol () indicates a field on which you can browse. The star ( ) indicates the default for a field. To allow for the widest possible parameters when printing a report or performing a function, accept the defaults for all of the parameter fields. To accept the defaults, either escape through all the fields, or press [Enter] without specifying any values. Generally, samples in the documentation are shown using the default values. Start and End parameters define the limits to a range of information you will print on a report. If information does not appear on a report, it may be because the information was excluded from the Start, End range. For a detailed explanation on how maintenance screens function, refer to the Tour Guide manual. Use the search tool in Adobe Acrobat Reader 4.05c or higher to find which manual describes a specific module, job, or function. 10/7/02 Prophet 21 Acclaim Version 13 The Prophet 21 System and Prophet 21 Acclaim are registered trademarks, and Prophet 21 and ScratchPad are trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies. iii

4 Table of Contents 1 QUOTE ENTRY 7 Features 7 Overview 8 Main Menu 8 Enter a Customer Quotation 9 Specify the Account (Easy Mode) 10 Specify the Account (Detailed Mode) 11 Edit Standard Shipping Information 12 Enter an Item 13 Enter a Stock Item (Easy Mode) 17 Enter a Stock Item (Detailed Mode) 18 Enter a Nonstock Item (Easy Mode) 24 Enter a Nonstock Item (Detailed Mode) 25 Enter a Stock Catalog Item (Easy Mode) 30 Enter a Stock Catalog Item (Detailed Mode) 31 Enter a Nonstock Catalog Item (Easy Mode) 35 Enter a Nonstock Catalog Item (Detailed Mode) 36 Enter a Pre-Defined Description Catalog Item (Easy Mode) 42 Enter a Pre-Defined Description Catalog Item (Detailed Mode) 42 Enter Go Together Items 44 Quote Summary 47 Edit Profit % 49 Edit Order Sales Amount 50 Review Quote 51 Add to or Edit an Existing Customer Quotation 59 Copy a Customer Quotation 60 Specify the Account (Easy Mode) 60 Specify the Account (Detailed Mode) 61 Specify Source Quotation 61 Print a Quote Register 63 Quote Register: Sample 64 Quote Register Summary: Sample 65 iv

5 Profit Screen: Sample 66 Set Quote Entry Defaults 66 Appendices 68 Appendix 1: File Maintenance 68 2 QUOTE ORDER 69 Main Menu 69 Generate Orders from a Single Quote 70 Generate Orders from a Range of Quotes 70 Generating Options 71 Specify the Account (Easy Mode) 73 Specify the Account (Detailed Mode) 74 Convert Quotation Lines to Order Items 75 Convert Stock Items 75 Convert Extended Descriptions 76 Convert Non-Stock Items 77 Add Items 78 Order Summary 79 Accept Order 81 Edit Profit % 84 Set Quote-Order Defaults 85 Appendices 86 Appendix Display Areas for Quotation Note to Order Note Conversion 86 Appendix 2: Display Areas for Quotation Line Item Note to Order Line Item Note Conversion 87 3 QUOTE PRINT 89 Main Menu 89 Print Quotations 89 Sample Quotation 90 Set Quote Print Defaults 91 4 EXPEDITE QUOTE 92 Main Menu 92 v

6 Edit a Quotation 93 Editing Options 94 Cancel a Quotation or Item on a Quotation 99 Cancel an Item on a Quotation 100 Cancel a Range of Quotations 101 Print a Quotation Report 101 Quotation Report- Full Version: Sample 103 Quotation Report - Brief Version 103 Quotation Report- Brief Version: Sample 104 View a Quotation 105 View Items on a Quotation 107 Scan All Quotations for a Selected Item 110 Set Order Probability Percentages 111 Order Probability Report: Sample 112 vi

7 UOTE NTRY The QUOTE ENTRY module is designed to simplify the handling of customer quotations. Using this module, you can enter new customer quotations, make changes to existing quotations, and print a register regarding these entries. Quotations can be entered for stock and nonstock items. The system also allows the addition or deletion of line items to a quotation. The editing of line item information is permitted. An entire quotation can be cancelled. FEATURES Browsing allows you to scan a given database using one of the many data fields as an index. The browse helps you with your search and allows you to access records quickly and easily. For further information about browsing and scanning, please refer to the Browse manual. Items can be quickly identified through descriptive references. You label and identify your part numbers by using references of your choosing. These references can then be used to help retrieve the actual Item Codes when you are entering an order. For items not in sufficient quantity, substitute items can be easily located using substitute reference codes. Substitutes can be used to partially or completely fill orders. Pricing and Availability lets you view the pricing and availability of items. Stock status is shown for all locations. You can check the pricing, order, sales and purchase history for a customer so that items are priced consistently. This is an excellent inside sales aid. Pricing and Availability incorporates a 'Scratch Pad'. The Scratch Pad provides a work area to calculate prices. No figuring is required - the system does the work. All prices quoted to a customer on the phone or at the front counter can be documented by printing a ScratchPad Register. Scratch Pads are easily turned into orders or quotations. The pad can be bypassed, or reviewed before acceptance. You can use the Copy option to generate new quotations from existing quotations. The Quote Register logs every quote number used and records the summary information for each quotation. Entries are made in the Quote Register when a new quotation is entered, when items are added to an existing quotation, and when a quotation or item on a quotation is cancelled. On demand, you can have a High Profit/Low Profit Report print at the end of the Quote Register. All quotations above or below the specified percentages are included. The Quote Register can be printed at any time and then retained for future reference. 7

8 OVERVIEW Upon entry into the QUOTE ENTRY module, quotation entry defaults are established, whereby you identify your Sales Location, Source Location, and Quotation Date. Quotation entry is fast and efficient. Interaction with the system is carried out in an easy conversational way. When entering a customer quotation, you identify the customer and the system responds with the customer's standard shipping and billing information and credit status. The sales location and sales category are automatically displayed, and a customer purchase order number is requested. The salesman number, taker number, and other pertinent information about the customer are then displayed. This information may be changed at this time for this quotation only. You then enter the item code and the amount required. The system responds by showing the item description, price, and availability. The source location from which the item is to be obtained is requested. The shipping location is automatically set to the source location. The system calculates and displays the extended price of the item, as well as the profit percentage. The cost and price of the item can be overridden at this time for this quotation only, with all changes being reflected in the Quote Register. If a nonstock item is entered, you enter the item description. This description will print on the shipping paper and invoice, and is then used to identify the item on various reports in the system. After all items are entered, the system displays a recap of the quotation. Included are the system assigned quote number, the total number of items quoted, the total sales and cost amount of the quotation, and the profit percentage. MAIN MENU Quotation options are provided to simplify the handling of customer quotations so that you can enter new customer quotations, make changes to these quotations, and print a register regarding these entries. These Quote options are identical to those in the ORDER module. The New quote option is used to enter customer quotations. The Copy quote option is used to copy quotations. The Edit quote option is used to add to or edit existing quotations. 8

9 The Pricing and availability option is used to check the pricing and availability of items. Pricing and availability in quote entry is identical to regular order entry. Refer to the Pricing and Availability chapter in the Order manual for a detailed explanation of the Pricing and Availability feature. The Scratch Pad option provides several Scratch Pad options. The Scratch Pad functions in quote entry are identical to regular order entry. Refer to the Pricing & Availability chapter in the Order manual for a detailed explanation of the ScratchPad functions. The Search option provides you with a convenient and effective means of recalling your inventory items by allowing you to call up your part numbers in a way that is simple and easy to remember. The Search feature in quote entry is identical to regular order entry. Refer to the Use Search to Quickly Locate Stock Items section in the Order manual for a detailed explanation of the Search feature. The Register option is used to print the Quote Register. You must be in Q-MODE in order to clear the register. The Defaults option is used to set Quote Entry Defaults. The Quotation and Required Dates automatically default to the current date unless modified. ENTER A CUSTOMER QUOTATION There is a facility in the system that allows particular users to create a new customer or alternate ship-to during quote entry. This is determined by the setting of the Customer Creation at Order Entry User ID Based option. User-by-User ID Based options are selected in the USER BASE module. Company-wide User ID Based Options are selected in the COMPANY module. When prompted for a customer or alternate ship-to, a "N"ew option is presented. This eliminates the need to exit the current module and enter the CUSTOMER module. Entering an N creates a new Customer Record or Customer Alternate Ship-To Record. The Customer or Alternate Ship-To Entry screens (depending upon which record you are creating) are displayed. These screens are identical to those found in the CUSTOMER module. Once you complete the detail information, that customer or alternate ship-to is used for the quotation. 9

10 SPECIFY THE ACCOUNT (EASY MODE) TRACK QT CONV QTY determines whether quantities converted to orders are tracked for the quotation. If Y, the converted quantity is tracked for each line item on the quotation. If N, converted quantities are not tracked for the quotation. EXPIRATION DATE allows you to enter an expiration date on a quote. This date displays in Quote Entry and Expedite Quote, as well as on the quote and the Quotation Report. The system also allows you to cancel a range of quotations based on the expiration date. You can set a default for quotation expiration dates in the Quotation Expiration Period company option. For more information on this procedure, refer to the Company Setup manual. Note: In order for this feature to work, you must enable your Year 2000 Compliance software. For more information about enabling this software, refer to the System Administration manual. The "D" for Detail option is used to display additional customer information. The Detailed Specify the Account screen displays. 10

11 SPECIFY THE ACCOUNT (DETAILED MODE) Quote Entry is identical to regular Order Entry, except that the packing basis of a quote is automatically set to Hold. If necessary, refer to the Order Entry section of the Order manual for an explanation of the fields. Important! If enabled for the Master Accounts feature, quotes/orders are entered for the sub-accounts. Credit limits are maintained by sub-account. Shipping papers and invoices are printed under the subaccount. Invoices are recorded in Receivables under both the sub and master accounts. The Master Accounts feature is enabled in the Company Record. Master and sub-accounts are set up in the CUSTOMER module. If a customer who is set up as a master account is entered, a **MASTER ACCT** message displays and you will be unable to continue. By editing the Ship information, you can specify whether the total price is to print or be suppressed on the quote. The Shipping Information screen displays similarly to the screen in the following section. The "E" for Easy option redisplays the Easy Specify the Account screen. If no modifications are needed, you can proceed pressing [Enter]. The Item Entry screen displays. You are prompted to enter the item(s) on the quotation. 11

12 EDIT STANDARD SHIPPING INFORMATION When you press [Enter] at the Field prompt, the second screen appears, similar to the following: The customer's standard shipping information appears as it is in the Customer record. At this point, it may be modified for this quote only. 12

13 PRICE SHIPMENTS specifies whether prices are shown on shipping papers. Y indicates that shipping papers will contain prices. N indicates that shipping papers will not contain prices. COD indicates that shipping paper will be priced and over-printed with ***COD***COD***COD***. The use of the D Disposition on the order to be entered is prohibited. TOT indicates that shipping papers will contain prices along with the tax and totals. CTOT indicates that the shipping paper will be treated as a COD, with tax and totals included. Note: PRICE SHIPMENTS cannot be changed from Y, N, or TOT to COD or CTOT when editing the shipping information after an item has been entered. This prevents direct-ship items from inadvertently being included on COD orders. FREIGHT AMT, PHONE CHARGE, and MISC CHARGE can be added to the quote. When the PRICE SHIPMENTS and PRICE ACK S (acknowledgements) fields are set to TOT, the freight, phone, and miscellaneous charges print on shipping papers and order acknowledgements. PRINT TOTALS indicates whether extended prices and totals print or are suppressed on the quote. ALL indicates that extended prices and totals will print on the quote. EXT indicates that only extended prices will print on the quote. NONE indicates that extended prices and totals will not print on the quote. When the PRICE ACK S field is set to TOT and the PRINT TOTALS field is set to ALL for quotations, tax charges print on order acknowledgements and quotations. ENTER AN ITEM CUST: XXXXXX PO#: XXXXXXXXXXXXXXXXXX =============================================================================== Line# Item Qty Net-Price Ext-Price =============================================================================== Line# 1 1 ITEM "H" for Scan Help =============================================================================== P = Price S = Search XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX A quotation heading window and brief item summary window are displayed at the top of the screen. The quotation heading window contains the Customer Code, Customer Name, and Customer PO#. 13

14 The brief item summary window displays the quotation-items in pages of eight (8). Each line contains the Seq# of the item on the quotation, the Item Code, the Quantity, the Unit Name, the Net-Price, and the Extended Price. The "H" for Scan Help option displays some helpful text regarding item entry. The Help screen displays. A list of options is presented. Please note that your system may not have all of the listed options, as some are for specialized applications. A = Assembly only appears if enabled for assemblies. B = Blanket only appears if enabled for blanket orders. C = Commitment Sch only appears if enabled for blanket orders. LN = Lot # View only appears if enabled for lot numbers. PB = Bin# only appears if enabled for multiple bin numbers. CY = Cylinder Entry only appears if enabled for welding. Q = Qty View only appears if enabled for rentals. LB = Lot Bill Grp only appears if enabled for lot billing/assemblies. The P = Price option allows you to check the pricing and availability of stock items when entering the order. Pricing and availability in quote entry is identical to regular order entry. Refer to the Pricing and Availability chapter in the Order manual for a detailed explanation of the Pricing and Availability feature. The S = Search option allows you to search for items via item references when entering the quote. Search in quote entry is identical to regular order entry. The CS = Catalog allows you to search for catalog items via catalog references when entering the quote. Search in quote entry is identical to regular order entry. Refer to the Use Search to Quickly Locate Stock Items section in the Order manual for a detailed explanation of the Search feature. The ST = Stock Availability option is used to view stock availability of the item at all locations. The Stock Availability option in quote entry is identical to regular order entry. Refer to the Stock Availability Scan section in the Order manual for a detailed explanation of the Stock Availability feature. The L = Line# Edit option only appears after an item has been entered on the order. It allows you to edit previously entered line-items. Editing quoted line-items is identical to regular order entry. Refer to the Edit Line-Item Information section in the Order manual for a detailed explanation of the Line Item Edit feature. 14

15 The T = Toggle option allows you to toggle between the display of the Item Code and Item Description 1 for each order-item. Entering a T displays an appropriate message, depending on which display is currently set. The top-most window currently displays the Item Code. Toggle to show Item Description 1? (Y N): The top-most window currently displays Item Description 1. Toggle to show Item Code? (Y N): The CI = Customer Info option allows you to check pertinent customer order information. The Customer Help screen in quote entry is identical to regular order entry. Refer to the Customer Order Information section in the Order manual for a detailed explanation of the Customer Information feature. The IL = Item Look-up and CL = Catalog Look-up options allow you to easily select items by sequencing through various item category lists until the desired stock or catalog item is found. See the appendix labeled Item/Catalog Look-Up Feature in the Order manual for an explanation of the item and catalog look-up process. The "D" = Detail option displays additional item information. The Detailed Stock Item Entry screen displays. SCAN HELP SCREEN Available Scans. = Item code scan / = Short code item scan ; = Catalog item code scan ' = Short code catalog scan ] = Item desc. scan % = Item key word scan [ = Catalog item desc. scan ^ = Catalog key word scan : = Go together item code scan, = Customized part# scan (if enabled) $ = Catalog page# scan Scans are accessed by entering a scan character at the ITEM prompt. Any input that is not prefixed by a scan character or the non-stock prefix '*' is only accepted if it is found in the item/catalog database. The hierarchy of the search is as follows: 1) Customized Part# (if enabled) 5) Item Vendor#-Item# 2) Catalog Short Code 6) Catalog Non-stock Item Code 3) Item Short Code 7) Catalog Vendor#-Item# 4) Item/Catalog Stock Item 8) Alt. Item Code (if enabled) WILD CARD CHARACTERS:? - Single occurrence of any character * - Zero or more occurrences of any character Enter an Item code/ven-item#/scan character for an example or <CR> to exit Item: "W" for Wild Card Scan Help Stock items can be quoted by Item or by Vendor#-Item#. When ordering by item, you can browse the available items and choose one from the list. If necessary, refer to the Browse manual for an explanation of browses. When ordering by Vendor#-Item#, the Vendor#-Item# is entered in the format XXXXXX- XXXXX, where the first 6 characters are the Vendor# and the last 5 characters are the Item#. The 15

16 system displays the Vendor#-Item# next to the Item field. If necessary, refer to the Item manual for a detailed explanation of Vendor#-Item#. You can use the Short Code feature to find the desired item. The Short Code feature allows you to reference stock and catalog items by manufacturer s stock number. When you enter a Short Code, the system automatically substitutes the appropriate Item Code in its place. When several manufacturers or suppliers use the same stock number, a scan of those stock numbers is displayed. This allows you to select the desired stock number. Upon entry of a valid stock Item Code or Vendor#-Item#, the Item Description, Quantity Available, Bin Location, Unit Size, and Protected Quantity are displayed for verification. The Quantity Available is the quantity of free stock available at the Source Location. The Protected Quantity is the amount of protected stock at the Source Location. The Stock Item Entry screen displays. Upon entry of a valid Go Together item, the Item Description, Quantity Available, Bin Location, Unit Size, and Protected Quantity are displayed for verification. The Quantity Available is the quantity of free stock available at the Source Location. The Protected Quantity is the amount of protected stock at the Source Location. The Go Together Item Entry displays. Upon entry of a valid stock item from the catalog, the Item Description, Quantity Available, Bin Location, and Unit Size are displayed for verification. Information for stock catalog items is obtained from the stock Item Record (not the Catalog Record). The Catalog Stock Item Entry screen displays. Note: If the OFFICE PRODUCTS SYSTEM option is set to Y in the Company Record, U/M (Unit of Measure) replaces the Unit Size and LIST is additionally displayed for verification. U/M is the Sales Unit Name from the Item Record. LIST is the List Price from the Item Record. Upon entry of a valid nonstock item from the catalog, the system automatically fills in the asterisk (*) to denote the entry of a nonstock catalog item. The Item Description and Vendor are displayed for verification. The Catalog Nonstock Item Entry screen displays. Pre-defined descriptions are maintained in the catalog though the use of Extended Description items. (SP- TYPE 40 indicates Extended Description items). When entering an extended description item from the catalog, the system automatically fills in the dash (-) to denote the entry of extended description catalog item. Upon entry of a valid extended description catalog Item Code, the Item Description and Print options are displayed for verification. Items that are not kept in inventory are called Nonstock items. An asterisk (*) in the first position of the Item Code indicates a Nonstock item. The Nonstock Item Entry screen displays. The "W" for Wild Card Scan Help option displays some helpful text regarding the use of wild card characters. The Wild Card Scan Help screen displays. 16

17 Wild Card Scan Help Screen WILD CARD SCAN HELP Wild Card characters provide a means to scan for keywords or phrases within the scan key. The Wild Card characters are as follows:? - Matches a single occurrence of any character * - Matches zero or more occurrences of any character For instance, if you are scanning for an item code and you know that it contains the phrase 'HEX', then you could enter the following: 1 ITEM.HEX* {Scan for all item codes beginning with 'HEX'}.*HEX* {Scan for all item codes that contain 'HEX'}.*HEX {Scan for all item codes that end with 'HEX'}.?HEX* {Scan for all item codes that contain 'HEX' as the second through fourth characters}.*hex???? {Scan for all item codes that end with 'HEX' followed by any four other characters} ]*HEX* {Scan for all items whose first line of description contains 'HEX'} /*HEX* {Scan for all items whose short code contains 'HEX'} Wild Card scans can be used with item code, catalog item code, item description, catalog item description, item short code, and catalog item short code scans. They can also be used with customer and vendor scans. HIT ANY KEY TO RETURN TO THE SCAN HELP SCREEN... ENTER A STOCK ITEM (EASY MODE) CUST: XXXXXX PO#: XXXXXXXXXXXXXXXXXX =============================================================================== Line# Item Qty Ut Net-Price Ext-Price =============================================================================== Line# ITEM XXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXX Q-AVL: BIN: XXXXXX UT-SIZE: XXXXXX Q-PRO: ** PENETRATED ** 2 SOURCE 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 3 Q-ORD PK-SIZE: MULT UT-PRICE S-TAX X (Y N) 7 O-TAX X (Y N) "C" to Cost "F" for Formula "P" to Price Prof % Unit-Cost Net-Price Ext-Price FIELD: "D" for Detail The "D" for Detail option displays the Detailed Stock Item Entry displays. 17

18 ENTER A STOCK ITEM (DETAILED MODE) CUST: XXXXXX PO#: XXXXXXXXXXXXXXXXXX ITEM: ITEM XXXXXXXXXXXXXXXXXXXXXXXXXX 2 DESC 1 XXXXXXXXXXXXXXXXXXXXXXXXXXX 3 DESC 2 XXXXXXXXXXXXXXXXXXXX 4 DESC 3 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 5 DESC 4 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 6 SUB-REF XXXXXXXXXXXXXXXX 7 UT-NAME XX 8 UT-SIZE PK-SIZE: Q-AVL PROTECTED: SOURCE 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 11 SHIP-LOC 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 12 Q-ORD (ea) 13 VENDOR XXXXXX ID: XXXXXX 14 UT-COST UT-PRICE PRICE-MULT STATE TAX X (Y N) 18 OTHER TAX X (Y N) "P" to Price "F" for Formula Prof % Net-Price Ext-Price FIELD: "E" for Easy "N" for Notepad The ITEM field holds the item code of the item you are placing on the order. If you enter a temporary stock item on an order, a *TEMP* label displays to the right of the Item Code. DESC 3 and DESC 4 are used to further define the item on shipping papers and invoices. Description 3 and Description 4 are not displayed in purchasing. SUB-REF provides a link between substitute items, and is used for the Substitute Item Search. The Substitute Reference is taken from the Item information section of the Item Record. Q-AVL is the quantity of free stock available at the Source Location. PROTECTED is the amount of protected stock at the Source Location. The Quantity Protected is set in the Purchasing section of the Location Item Record. When an item has a Quantity Protected that is greater than zero (0), the Quantity Protected is automatically displayed next to the Q-AVAILABLE. If the Q-AVL is less than the Protected Quantity, an informational message will be displayed next to the Quantity Protected to let you know that the Protected Quantity has been penetrated. SOURCE is the location from which the item will be obtained. The Source Location is automatically set to the Source Location specified in the Quote Entry Defaults. SHIP-LOC is the location from which the item will be shipped. The Ship Location is automatically set to the Source Location. To change the Source or Ship Location, you can browse your list of stocking locations and choose one from the list. If necessary, refer to the Browse manual for an explanation of browses. Q-ORD is always expressed in terms of Each. 18

19 UT-COST is either the Standard or Moving Average Cost, depending upon what your company uses and what is set in the COST BASIS field in the Inventory Control Company Options. The costing hierarchy can be determined by the setting of the Price/Cost Comparison option in the Order Processing Company Options. The UT-COST is only displayed if the SHOW COST & PROFIT option is set to Y in the Company Record. If enabled for Cost Editing in the Company Record, and the Unit-Cost is not displayed, the Unit- Cost can still be edited. Once the Unit-Cost field is accessed, or the Unit-Cost is edited, the UT- COST is displayed. UT-PRICE is the Sales Unit price, according to the chosen method of pricing. The displayed price may not always reflect the discount. For example, a discount given on a vendor totaling basis is not reflected in the price. The method of pricing is set in up the Customer Record. PRICE-MULT is the Discount Multiplier to be applied to the UNIT-PRICE. N/C can be used to indicate No Charge. Entering N/C in the UT-PRICE field automatically fills in an N/C as the MULT, and displays a ** NO CHARGE ** message in DESC 4. Price and cost override tables may be used to calculate prices and costs if an entry exists for the given customer and item/vendor/discount group and the quote date falls within the effective and expiration dates. Override tables are set up and maintained in the SALES-PRICING module. The CD% field displays only if the Line Item Cash Discount Company Option is set to MAX or MIN. When an item is entered on a quotation, the discount percentage entered in the Item record displays in the CD% field. The CD% field can be edited. The system will apply the higher or lower value between the Cash Discount Percent (from the Item record) and the Order Discount Percent (from the Customer record), depending on the setting of the company option. STATE TAX and OTHER TAX appear only if the State Tax and Other Tax fields have been coded as SOME in the Customer Record. The Canadian Sales Tax option in the Company Record is used to determine whether sales tax is calculated according to Canadian sales tax rules (i.e., tax included or tax extra). The Tax Class field in the Item Record is used to determine the sales tax type of the stock item. The Tax % fields in the Sales Tax Schedules specify the tax percentage for Type 0 and Type 1 items. OTHER TAX only appears for Type 0 and Type 1 items. When invoices are printed in the INVOICE module, the Tax Included field in the Customer Record is used to determine whether sales tax is included in the selling price or a tax amount is shown for each item. Other Tax is excluded from the tax amount for Type 2 items. Profit %, Unit-Cost, Net-Price, and Extended-Price are displayed at FIELD. Profit % is only displayed if the SHOW COST & PROFIT option is set to Y and the PROFIT % option is set to QT or BOTH in the Company Record. Profit % = (Extended Price - Extended Cost) Extended Price The Unit-Cost is only displayed if the SHOW COST & PROFIT option is set to Y in the Company Record. The message UNCOSTED beneath the Unit-Cost indicates that the item has not been assigned a cost in the ITEM module. 19

20 The message UNPRICED beneath the Net-Price indicates that the item has not been priced or the quote is being entered for a customer with NET pricing. The Extended Price is calculated according to the customer's pricing scheme. The pricing scheme is calculated on an item-by-item basis. Pricing discounted by GRP is disregarded. You must override pricing to accomplish group discounts. The "C" to Cost option enables you to edit the costing. The Cost Edit displays. The "P" to Price option enables you to edit the pricing. The Price Edit displays. The "F" for Formula option enables you to specify a new Source Price and/or Multiplier for the stock item. The Stock/Stock Catalog Price & Multiplier Edit screen displays. The "N" for Notepad option allows you to enter, edit, or delete Notepad notes for the current item. Refer to the Notepad Manual for more information on Notepad procedures. The "E" for Easy option redisplays the Easy Stock Item Entry screen. The TERMINATE response at FIELD enters the item on the customer quotation and records the item on the brief item summary window. After the first item has been entered, the system automatically assigns a Quote # to the quotation. Each Quote # has the format , where is a system assigned number, beginning with and incrementing itself by one each time a new quotation is entered into the system. The first 2 digits indicate the Branch. An Extended Description can be entered for the item as shown in the ORDER module. Refer to the Enter an Extended Description for an Item section in the Order manual for more information. 20

21 EDIT THE PRICE OF A STOCK ITEM (EASY MODE) CUST: XXXXXX PO#: XXXXXXXXXXXXXXXXXX =============================================================================== Line# Item Qty Ut Net-Price Ext-Price =============================================================================== Line# ITEM XXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXX Q-AVL: BIN: XXXXXX UT-SIZE: XXXXXX Q-PRO: ** PENETRATED ** 2 SOURCE 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 3 Q-ORD PK-SIZE: MULT UT-PRICE S-TAX X (Y N) 7 O-TAX X (Y N) "C" to Cost "F" for Formula "P" to Price Prof % Each-Price Net-Price Ext-Price FIELD: "D" for Detail EDIT THE PRICE OF A STOCK ITEM (DETAILED MODE) CUST: XXXXXX PO#: XXXXXXXXXXXXXXXXXX ITEM: ITEM XXXXXXXXXXXXXXXXXXXXXXXXXX 2 DESC 1 XXXXXXXXXXXXXXXXXXXXXXXXXXX 3 DESC 2 XXXXXXXXXXXXXXXXXXXX 4 DESC 3 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 5 DESC 4 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 6 SUB-REF XXXXXXXXXXXXXXXX 7 UT-NAME XX 8 UT-SIZE PK-SIZE: Q-AVL PROTECTED: SOURCE 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 11 SHIP-LOC 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 12 Q-ORD (ea) 13 VENDOR XXXXXX ID: XXXXXX 14 UT-COST UT-PRICE PRICE-MULT STATE TAX X (Y N) 18 OTHER TAX X (Y N) "P" to Price "F" for Formula Prof % Net-Price Ext-Price FIELD: "E" for Easy "N" for Notepad Profit % may be viewed and edited provided the SHOW COST & PROFIT option is set to Y and the PROFIT % option is set to QT or BOTH in the Company Record. 21

22 The Profit %, Net-Price, and/or Extended-Price can be edited. If the Profit % or a price field is edited, the system recalculates UT-PRICE, the Net-Price, and the Extended-Price. When priced by schedule, Profit % works with discount multipliers, not discount differences. N/C can be used to indicate No Charge. Entering an N/C in any price field automatically fills in an N/C as the Profit %, the Net-Price, and the Extended Price. EDIT THE COST OF A STOCK ITEM CUST: XXXXXX PO#: XXXXXXXXXXXXXXXXXX =============================================================================== Line# Item Qty Ut Net-Price Ext-Price =============================================================================== Line# ITEM XXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXX Q-AVL: BIN: XXXXXX UT-SIZE: XXXXXX Q-PRO: ** PENETRATED ** 2 SOURCE 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 3 Q-ORD PK-SIZE: MULT UT-PRICE S-TAX X (Y N) 7 O-TAX X (Y N) "C" to Cost "F" for Formula "P" to Price Each-Cost Unit-Cost Ext-Cost FIELD: "D" for Detail The Each-Cost, Unit-Cost, and Extended-Cost can be edited, unless the COST EDITING option is set to N in the Company Record. Unit-Cost is displayed unless SHOW COST & PROFIT option is set to N in the Company Record. If a cost field is edited, the system redisplays the Each-Cost, Unit-Cost, and Extended Cost. The system uses the edited cost to calculate the cost of goods sold. Otherwise, the system uses the cost specified in the Item Record. 22

23 EDIT THE PRICE AND MULTIPLIER OF A STOCK/STOCK CATALOG ITEM CUST: XXXXXX PO#: XXXXXXXXXXXXXXXXXX ITEM: ITEM XXXXXXXXXXXXXXXXXXXXXXXXXX 2 DESC 1 XXXXXXXXXXXXXXXXXXXXXXXXXXX 3 DESC 2 XXXXXXXXXXXXXXXXXXXX 4 DESC 3 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 5 DESC 4 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 6 SUB-REF XXXXXXXXXXXXXXXX 7 UT-NAME XX 8 UT-SIZE PK-SIZE: Q-AVL PROTECTED: SOURCE 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 11 SHIP-LOC 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 12 Q-ORD (ea) 13 VENDOR XXXXXX ID: XXXXXX 14 UT-COST UT-PRICE PRICE-MULT STATE TAX X (Y N) 18 OTHER TAX X (Y N) "P" to Price Source x Multiplier Key: COL1 COL2 COL3 FIELD: "E" for Easy LIST COST COSTPR A new Source Price and/or Multiplier may be specified. Possible source price choices include COL1, COL2, COL3, LIST, COST, and COSTPR. If a Multiplier is not specified, the Multiplier is automatically set to 1. COL1 multiplies the Column 1 Price in the Item/Catalog Record by the specified Multiplier. COL2 multiplies the Column 2 Price in the Item/Catalog Record by the specified Multiplier. COL3 multiplies the Column 3 Price in the Item/Catalog Record by the specified Multiplier. LIST multiplies the List Price in the Item/Catalog Record by the specified Multiplier. COST multiplies the Standard or Moving Average Cost (depending upon what your company uses) in the Item/Catalog Record by the specified Multiplier. COSTPR multiplies the Cost-Price in the Item/Catalog Record by the specified Multiplier. If a new Source Price and Multiplier are specified, the system recalculates the Net-Price and the Extended- Price. 23

24 ENTER A NONSTOCK ITEM (EASY MODE) CUST: XXXXXX PO#: XXXXXXXXXXXXXXXXXX =============================================================================== Line# Item Qty Ut Net-Price Ext-Price =============================================================================== Line# ITEM *XXXXXXXXXXXXXXXXXXXXXXXXXX 2 DESC XXXXXXXXXXXXXXXXXXXXXXXXXXX 3 VENDOR XXXXXX ID: XXXXXX 4 SOURCE 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 5 Q-ORD UT-PRICE MULT S-TAX X (Y N) 9 O-TAX X (Y N) "T" for Tmp Item "C" to Cost "P" to Price Cost-Mult Unit-Cost Net-Price Ext-Price FIELD: "D" for Detail The system initially calculates the cost of a nonstock item by multiplying its unit price by a nonstock cost multiplier obtained from the Vendor Record. If a nonstock cost multiplier is set in the Vendor Record, then it is displayed at FIELD and used in calculating the cost. The system multiplies the UT-PRICE by the nonstock cost multiplier to obtain the cost. The C to Cost option enables you to override or alter the Cost-Multiplier. If no Nonstock Cost-Multiplier is set in the Vendor Record, the Cost-Mult label is not displayed at FIELD. The C to Cost option enables you to enter the Cost-Multiplier or the actual cost. The "D" for Detail option displays additional item information. The Detailed Nonstock Item Entry screen displays. 24

25 ENTER A NONSTOCK ITEM (DETAILED MODE) CUST: XXXXXX PO#: XXXXXXXXXXXXXXXXXX ITEM: ITEM *XXXXXXXXXXXXXXXXXXXXXXXXXX 2 DESC 1 XXXXXXXXXXXXXXXXXXXXXXXXXXX 19 OTHER TAX X (Y N) 3 DESC 2 XXXXXXXXXXXXXXXXXXXX 4 DESC 3 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 5 DESC 4 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 6 UT-NAME XX 7 UT-SIZE UT-WGHT SOURCE 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 10 SHIP-LOC 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 11 Q-ORD (ea) 12 VENDOR XXXXXX ID: XXXXXX 13 DISC-GR UNIT-COST UT-PRICE PRICE-MULT PRODUCT GRP STATE TAX X (Y N) "P" to Price "T" for Tmp Item Prof % Net-Price Ext-Price FIELD: "E" for Easy "N" for Notepad Items that are not kept in inventory are called nonstock items. An asterisk (*) in the first position of the ITEM field indicates a Nonstock item. The system does not store information about Nonstock items. It is, therefore, essential that you provide the system with the necessary sales and purchasing information for Nonstock items at quote entry time. In contrast to stock items, you must specify each field, although reasonable default options are provided. DESC and VENDOR are requested. The Vendor must exist in the Vendor file. When prompted for a Vendor Code, you can browse your list of vendors and choose one from the list. If necessary, refer to the Browse manual for an explanation of browses. DESC 3 and DESC 4 are used to further define the item on shipping papers and invoices. Description 3 and Description 4 are not displayed in purchasing. SOURCE is the location from which the item will be obtained. The Source Location is automatically set to the Source Location specified in the Quote Entry Defaults. To change the Source Location, you can browse your list of stocking locations and choose one from the list. If necessary, refer to the Browse manual for an explanation of browses. Q-ORD is always expressed in terms of Each. The value entered in the UT-COST field is considered to be the actual cost amount. UT-PRICE is the price of the Sales Unit. MULT is the Discount Multiplier to be applied to the UT-PRICE. Initially, the multiplier is automatically set to 1. 25

26 N/C can be used to indicate No Charge. Entering N/C in the UT-PRICE field automatically fills in an N/C as the MULT and displays a **NO CHARGE ** message. If UT-COST, UT-PRICE, or MULT fields are 0, the item will not invoice. Negative UT-PRICE/UT-COSTs are allowed on Nonstock items. Negative UT PRICE/UT COSTs, however, can only be entered if the respective field has been accessed from FIELD. PRODUCT GROUP is obtained from the Item Record. If there is no Product Group in the Item Record, the Nonstock Product Group from the Vendor Record is used. STATE TAX and OTHER TAX appear only if the State Tax and Other Tax fields have been coded as SOME in the Customer Record. The Canadian Sales Tax option in the Company Record is used to determine whether sales tax is calculated according to Canadian sales tax rules (i.e., tax included or tax extra). The Tax Class field in the Item Record is used to determine the sales tax type of the stock item. The Tax % fields in the Sales Tax Schedules specify the tax percentage for Type 0 and Type 1 items. OTHER TAX only appears for Type 0 and Type 1 items. When invoices are printed in the INVOICE module, the Tax Included field in the Customer Record is used to determine whether sales tax is included in the selling price or a tax amount is shown for each item. Other Tax is excluded from the tax amount for Type 2 items. The Cost-Multiplier or Profit %, Unit-Cost, Net-Price, and Extended-Price are displayed at FIELD. Cost-Multiplier is only displayed if a nonstock cost multiplier exists in the Vendor Record. Profit % is only displayed if the SHOW COST & PROFIT option is set to Y in the Company Record. (Extended Price - Extended Cost) Profit % = Extended Price The Unit-Cost is only displayed if the SHOW COST & PROFIT option is set to Y in the Company Record. The message UNCOSTED beneath the Unit-Cost indicates that the item has not been costed. The message UNPRICED beneath the Net-Price indicates that the item has not been priced. The "C" to Cost option enables you to edit the costing. The Cost Edit displays. The "P" to Price option enables you to edit the pricing. The Price Edit displays. The "T" for TMP Item option allows you to convert the nonstock item into either a stock or catalog item, or both. The following prompt displays when this option has been selected: Create Stock item, Catalog item, or Both? (S C B):X Entering an S converts the nonstock into a stock item, entering a C converts the nonstock into a catalog item, entering a B converts the nonstock into both a stock and a catalog item. The item code assigned to the new stock or catalog item is identical to the original nonstock item code, minus the leading asterisk. Information from the Nonstock Item Entry screen is added to the new Stock and/or Catalog Item Record. Stock items are 26

27 assigned a Purchase Class of 89. The TEMPORARY ITEM LIST PRICE option in the Company Record determines how the list price of the stock items is set. The following message displays once the conversion is complete: Created Stock/Catalog/Stock + CTLG item: XXXXXXXXXXXXXXXXXXXXXXXXXX If a Stock or Catalog Item Record exists that corresponds to the original nonstock item code, an appropriate message is displayed and a new Stock or Catalog Item Record is not created. New stock and catalog items are entered in the Item and Catalog Entry Registers. When nonstocks whose disposition was set to I are converted into stock items, the Allocated Quantity for the new stock item is set to the order quantity, and an appropriate Stock Item Adjustment is made. In addition, if the Inventory Movement feature has been enabled, a Nonstock Item Adjustment is not made. Facilities are available in the ITEM module for the identification and tracking of the newly created stock items. The "N" for Notepad option allows you to enter, edit, or delete Notepad notes for the current item. Refer to the Notepad manual for more information on Notepad procedures. The "E" for Easy option returns you to the Easy Nonstock Item Entry screen. The TERMINATE response at FIELD enters the item on the customer quotation and records the item on the brief item summary window. After the first item has been entered, the system automatically assigns a Quote # to the quotation. Each Quote # has the format , where is a system assigned number, beginning with and incrementing itself by one each time a new quotation is entered into the system. The first 2 digits indicate the Branch. An Extended Description can be entered for the item as shown in the ORDER module. Refer to the Enter an Extended Description for an Item section in the Order manual for more information. 27

28 EDIT THE PRICE OF A NONSTOCK ITEM (EASY MODE) CUST: XXXXXX PO#: XXXXXXXXXXXXXXXXXX =============================================================================== Line# Item Qty Ut Net-Price Ext-Price =============================================================================== Line# ITEM *XXXXXXXXXXXXXXXXXXXXXXXXXX 2 DESC XXXXXXXXXXXXXXXXXXXXXXXXXXX 3 VENDOR XXXXXX ID: XXXXXX 4 SOURCE 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 5 Q-ORD UT-PRICE MULT S-TAX X (Y N) 9 O-TAX X (Y N) "T" for Tmp Item "C" to Cost "P" to Price Each-Price Net-Price Ext-Price FIELD: "D" for Detail EDIT THE PRICE OF A NONSTOCK ITEM (DETAILED MODE) CUST: XXXXXX PO#: XXXXXXXXXXXXXXXXXX ITEM: ITEM *XXXXXXXXXXXXXXXXXXXXXXXXXX 2 DESC 1 XXXXXXXXXXXXXXXXXXXXXXXXXXX 19 OTHER TAX X (Y N) 3 DESC 2 XXXXXXXXXXXXXXXXXXXX 4 DESC 3 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 5 DESC 4 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 6 UT-NAME XX 7 UT-SIZE UT-WGHT SOURCE 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 10 SHIP-LOC 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 11 Q-ORD (ea) 12 VENDOR XXXXXX ID: XXXXXX 13 DISC-GR UNIT-COST UT-PRICE PRICE-MULT PRODUCT GRP STATE TAX X (Y N) "P" to Price "T" for Tmp Item Prof % Net-Price Ext-Price FIELD: "E" for Easy "N" for Notepad The Profit %, Net-Price, or Extended-Price can be edited. If the Profit % or any price field is edited, the system automatically recalculates the UT-PRICE, Net-Price, and Extended-Price. 28

29 Profit % can only be edited if no Cost-Multiplier exists. If a Cost-Multiplier exists, only the Each-Price, Net- Price, or Extended-Price can be edited. When priced by a schedule, Profit % works with discount multipliers, not discount differences. N/C can be used to indicate No Charge. Entering an N/C in any price field automatically fills in an N/C as the Net-Price and the Extended Price. EDIT THE COST OF A NONSTOCK ITEM CUST: XXXXXX PO#: XXXXXXXXXXXXXXXXXX =============================================================================== Line# Item Qty Ut Net-Price Ext-Price =============================================================================== Line# ITEM *XXXXXXXXXXXXXXXXXXXXXXXXXX 2 DESC XXXXXXXXXXXXXXXXXXXXXXXXXXX 3 VENDOR XXXXXX ID: XXXXXX 4 SOURCE 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 5 Q-ORD UT-PRICE MULT S-TAX X (Y N) 9 O-TAX X (Y N) "T" for Tmp Item "C" to Cost "P" to Price Cost-Mult Each-Cost Unit-Cost Ext-Cost FIELD: "D" for Detail The Cost-Multiplier, Each-Cost, Unit-Cost, and Extended-Cost can be edited. If the cost multiplier is edited, the system multiplies the Unit-Price by the Cost-Mult to obtain the cost. The system redisplays the Cost-Mult and the Unit-Cost. If a cost is edited, the system redisplays the Unit-Cost. The system uses the edited cost to calculate the cost of goods sold. 29