ORDER/INVOICE PROCESSING

Transcription

1 ORDER/INVOICE PROCESSING FD608OPAW6P AddonSoftware

2 AddonSoftware provides this manual as is, without warranty of any kind, either expressed or implied, including, but not limited to, the particular purpose. AddonSoftware reserves the right to make improvements and/or changes in the product(s) described in this manual at any time. Periodically, new versions of this manual are made available. Any changes to the product will be incorporated in these new versions. This manual may not be reproduced in any form without the express written permission of AddonSoftware. SpeedShip, SpeedSearch, AddonSoftware, ADD+ON Software, and ADD+ON are all trademarks of AddonSoftware. AddonSoftware All Rights Reserved Revised February April 1996 ii Order/Invoice Processing

3 Table of Contents Introduction Overview Required and Optional Modules Features and Benefits Reports & Registers Order/Invoice Processing System Flow A Word to the User Software Registration Form Product Suggestion Form Installation Overview Preparing for Installation Installing Other Modules Gathering the Information Information Checklist Define System Parameters Define General Ledger Accounts Assets Expenses Revenue Define Order/Invoice Line Codes Define Salesperson Codes Define Territory Codes Define Tax Codes Define Sale/Discount Codes Determine Accounts Receivable Cash Receipts Codes Determine Accounts Receivable Distribution Codes Determine Accounts Receivable Standard Message Codes Define Terminal and Printer Configurations Define Price Codes Define Pricing Tables Define Customer Contract Pricing Entering the Information Converting Open Sales Orders Building the Open Order File Bringing Your Inventory On Line Installation/Training Schedule Parameter Maintenance Data Collection Form Line Code Maintenance Data Collection Form Salesperson Code Maintenance Data Collection Form Territory Code Maintenance Data Collection Form Tax Code Maintenance Data Collection Form Sale/Discount Code Maintenance Data Collection Form Terminal Maintenance Data Collection Form Table of Contents iii

4 Price Code Maintenance Data Collection Form Pricing Table Maintenance Data Collection Form Contract Pricing Maintenance Data Collection Form Open Order Conversion Form Data Collection Form Flow of Processing Overview Flow of Daily Processing Entering Orders/Invoices Entering Unique Orders Reviewing Your Orders/Invoices Printing Orders/Invoices Running the Sales Register Committing and Releasing Future Orders Running the Daily Detail Register Periodic Processing Tracking Customer Sales by Job Numbers Quoting Customer Prices Maintaining Pricing Tables Maintaining Contract Pricing Processing Period End Purging Order/Invoice Processing Information Processing Checklist Daily Processing Period-End Processing Operations Overview About the Order/Invoice Processing Tasks Order/Invoice Processing Menu Function Order Entry Function About the Fields Creating a New Customer Entering an Order Using the Credit Management Windows Utilizing Additional Options Entering Serial/Lot Numbers Order/Picking List Function About the Fields Printing Updating Open Order Detail Report Function About the Fields Printing iv Order/Invoice Processing

5 Order Status Report By Customer Function About the Fields Printing Order Status Report By Item Function About the Fields Printing Shipping Schedule Report Function About the Fields Printing Commit and Release Future Orders Function About the Fields Invoice Entry Function About the Fields Totaling Invoice Entries Printing Invoices/Receipts Entering Cash Transactions Processing Backorders Invoice Edit Report Function About the Fields Invoice Printing Function About the Fields Printing Updating Sales Register Function About the Fields Printing Updating Error Messages Restarting the Sales Register Update Customer/Job Report Function About the Fields Price Quotation Inquiry Function About the Fields Pricing Table Period End Processing Menu Function About the Period End Processing Tasks Sales Tax Report Function About the Fields Sales Tax History Purge Table of Contents v

6 Function About the Fields Salesperson Commission Report Function About the Fields Commission File Purge Function About the Fields Monthly Sales Report Function About the Fields Monthly Sales Register Function About the Fields Invoice History Report Function About the Fields Invoice History Purge Function About the Fields Order/Invoice Maintenance Menu Function About the Order/Invoice Maintenance Tasks Order/Invoice Line Code Maintenance Function About the Fields Salesperson Maintenance Function About the Fields Territory Code Maintenance Function About the Fields Tax Code Maintenance Function About the Fields Sale/Discount Code Maintenance Function About the Fields Order/Invoice Terminal Maintenance Function About the Fields Price Code Maintenance Function About the Fields Pricing Table Maintenance Function About the Fields Contract Pricing Maintenance Function About the Fields Parameter Maintenance vi Order/Invoice Processing

7 Function About the Fields New Customer Defaults Order/Invoice Processing Utilities Function About the Order/Invoice Processing Utilities Tasks Remove Unlinked Order Detail Lines Rebuild Invoice Print File Rebuild Open Order Xrefs Rebuild Invoice History Xrefs Reset MTD And Next Month Totals Appendix A Registers, Reports & Listings Appendix B General Ledger Postings Addendum Overview Credit Manager s Review & Release Detail Information Placing a Customer on Hold Credit Manager Parameters Sales Discount Code Maintenance Standard Message Code Maintenance Tax Code Maintenance Customer Rolodex Card Printing Index A to Z Table of Contents vii

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9 Introduction Overview Congratulations on your purchase of the AddonSoftware Order/Invoice Processing module. This manual introduces you to the capabilities of the software, helps you install and operate the software with the guidance of your dealer, provides processing instructions, and serves as a reference guide for menu tasks and data entry fields. The manual is divided into five main sections. Introduction This section consists of an overview of the Order/Invoice Processing features, a list of standard reports and registers, and a flow chart of system processing. A software registration form is also included that should be filled out and returned directly to AddonSoftware. Installation This section provides information that helps you and your dealer install the software. Instructions for gathering the required information, making decisions about system parameters, and entering the information is included. Data collection forms end the Installation section. Flow of Processing This section contains step-by-step procedures for daily, monthly, and annual processing with the module. Refer regularly to the processing checklist in this section regularly when operating the Order/Invoice Processing module. Operations This section contains descriptions and instructions for operating the Order/Invoice Processing tasks. Each task is explained in the order it appears in the standard software, with descriptions of each field and prompt. Appendixes The appendixes contain samples of reports generated by the Order/Invoice Processing tasks, a detailed explanation of the general ledger postings that take place as a result of the sales register update process, and information about controlling the posting to the general ledger using the distribution codes defined in the Accounts Receivable Distribution Code Maintenance task. Introduction 1-1

10 Required and Optional Modules Required systems, included in the AddonSoftware Administrator module, are necessary for the operation of every AddonSoftware module. The Administrator module is provided with your first-time purchase of any AddonSoftware product. The Accounts Receivable and Inventory Control modules are required for the operation of the Order/Invoice Processing module. It is not necessary, however, that the Accounts Receivable module be fully operational with up-to-date, live figures before installing and operating the Order/Invoice Processing module. General Ledger, Material Requirements Planning, Sales Analysis, and SpeedShip are optional modules that may be interfaced with Order/Invoice Processing. The Sales Analysis module provides extensive information about sales of each product, and is usually installed when the Inventory Control module is present. SpeedShip, the AddonSoftware parcel shipping module, automatically shipping charges and posts the information directly to the customer s invoice. Material Requirements Planning (MRP) is generally included as part of an integrated manufacturing management system. When several related modules are installed, such as Order/Invoice Processing, Accounts Receivable, General Ledger, Inventory Control, Sales Analysis, and SpeedShip, your dealer determines the best installation sequence. 1-2 Order/Invoice Processing

11 Features and Benefits The following descriptions of the special features included with the software briefly explain how each is used throughout the system. In addition to these features, many of which are parameterized options within the module, you can make custom modifications to the software to tailor it to your needs. Powerful and Flexible Credit Management The extended credit management option enables your credit manager to place restrictions and limits on the granting of credit to customers. Credit holds may be automatically or manually set when a customer exceeds the minimum past due aging balance, maximum order amount, or limit for unshipped orders and open invoices. Credit is verified during order entry, and held orders can be placed in the credit manager s tickler file or released by designated personnel. Blanket Orders Blanket orders may be created with individual scheduled shipping dates for each line item. If an item s scheduled shipping date falls within a parameterized window, stock is committed and a picking list printed. Otherwise, stock remains uncommitted until the order is selected by the Commit and Release Future Orders task. Access Vital Information during Order/Invoice Entry You have instant access to critical knowledge when entering customer orders and invoices. Information windows open to show customer credit status details, inventory item availability, item price tables, and item comments. A customer s previous invoices may be viewed, aiding you in verifying what special prices were previously given, the date of the last order, etc. Numerous Practical and Easy Lookups Customers can be swiftly found with such information as contact name, telephone number, zip code, salesperson, etc. Orders can be located by order/invoice number, status, keyword, or history. Products can be found by name, number, vendor, product, lot/serial number, or keyword. Ship-To Addresses Customer ship-to addresses can be created on the fly during order and invoice entry, and existing ship-to addresses may be viewed with the F3 lookup. Ship-to information includes salesperson, territory, and tax code, making possible assignment of codes according to ship-to addresses. New and One-time Customer Creation Information for new customers can be created at order entry or invoice entry time you need not interrupt your work to enter a new customer. You can use default values to speed the creation of new customers. The information entered for a one-time customer is retained until all sales are invoiced and paid. Introduction 1-3

12 Customer Comments You can enter special comments for each customer which display during order entry, alerting others to any special requirements or information on the customer before the order is processed. Override of Default Customer Information You may override the default information assigned to the customer such as salesperson, territory, terms code, tax code, etc., enabling you to handle special cases during order/invoice processing. The override is effective only for the immediate order/invoice and does not change the standard information. Special Item Entry Non-stock items, freight charges, miscellaneous charges, labor charges and memo lines may be defined and entered on orders or invoices. Alternate/Superseded Items You are alerted if an inventory item is superseded, or if an alternate item is suitable in an out-of-stock situation. This enables you the on-line ability to go ahead and process an order when the first choice for an item is not available. Non-Stock and Drop Ship Item Processing Order/Invoice Processing provides for both of these situations under full user control. Non-stock items may be updated to the Sales Analysis module if desired. Standard Message A company standard message concerning product handling, return policies, or other information pertaining to the customer can be selectively assigned to each order. Automatic Pricing Pricing for inventory items is automatic and may include a discount based on customer type, product type, or quantity sold. Discounts from list, percentage over cost, and percentage margin pricing methods are supported. You can manually override a customer price or discount percentage as needed for individual line items. The pricing features of AddonSoftware Order/Invoice Processing meets most business needs. Contract Pricing Customers may have their own pricing schedule for individual products. If desired, you can set up contract pricing for a designated time period. Automatic Costing Inventory cost of goods are calculated automatically during the Sales Register update process. During order/invoice entry you can manually enter costs for non-stock and drop ship items. Invoice Copy Feature If a customer wants to place an order that is the same as or similar to a previous order, historical invoices may be viewed and selected for duplication. The copied invoice may be modified. 1-4 Order/Invoice Processing

13 Direct Order to Invoice Conversion You can automatically convert an order to an invoice at the end of order entry. This provides a short cut in the processing of a will-call or walk-in customer. Order and Invoice Printing Orders are printed in an easy-to-read format for use as convenient picking and shipping documents. You can reprint orders at any time prior to invoicing. Invoices are printed on personalized, pre-printed forms; custom order and invoice forms may be accommodated by your dealer. Multiple Invoicing Options You can save data entry time by invoicing completely filled invoices in one step. If any partial shipments or backorders exist they can be entered on an exception basis. If a printed order is not required, data entry time may be saved by using direct or onestep invoices. This feature is useful for issuing credit or debit memos, and other adjustments. Furthermore, you can print orders and invoices on demand directly from the Order Entry and Invoice Entry tasks. Invoices and orders may be modified and/or reprinted at any time. This feature is essential in a point-of-sale environment, or whenever it is necessary to print an immediate copy of an order or invoice. Automatic Credit Memo Processing You can instantly create a credit memo from a historical customer invoice with minimum keystrokes. Credit can be issued for all or selected items on the invoice, and returned goods are automatically restored to inventory. Order Status Reports You can print the status of all open orders by customer or inventory item. Shipping Schedule Report All items due to ship are aged by a scheduled ship date. The Shipping Schedule Report shows items according to ship date, whether items are past due, and when items are scheduled to ship in the future. You can print the report in summary or detail format for a selected warehouse and product code, and you can choose to print open orders, quotes, backorders, orders on credit hold, a combination of the order types, or all orders. Ensure Invoice Accuracy Use the Invoice Edit Report to show requested invoices by customer, with a recap by product code and line item code. You can list all invoices on file for a range of customer numbers and order numbers with an invoiced by identification code. You can also select unprinted invoices, printed invoices, or both. Quickly Review Order Detail The Open Order Detail Report shows requested open items by customer, with a recap by product code, and permits a variety of printing selections. You can specify a range of customer numbers and order dates, an invoiced by identification code, and a salesperson code. Printed open orders, unprinted open orders, or both may be shown. You can also choose to print open orders, open backorders, open orders on credit hold, or any combination of these. Introduction 1-5

14 Monthly Sales Register Available in detailed or summary format, this report shows each of the month s general ledger postings generated by the Order/Invoice Processing module. A range of customers and invoice dates can be selected. Salesperson Commission Report A detailed commission statement is printed for each salesperson within the current period or any prior period that remains open. Each invoice sold by the salesperson during the period is shown on the statement. The commission statement may be based on booked invoices or paid invoices. Daily Sales Register Sales for the day and totals for the month-to-date are reported on a daily sales register. Sales totals are recapped by territory and by type of transaction. Optional general ledger detail may be shown. Monthly Sales Report In addition to the daily sales register, a perpetual sales journal is kept online for as long as desired, giving you a full audit report of company sales. You may purge this register by date as required. Sales Tax Report A complete sales tax report by tax jurisdiction for any range of months can be printed at any time. Cash Sales Processing You can enter cash sales for standard customers or for special cash customer accounts. Parameterized options provide for the processing of cash, checks, and credit cards. For cash processing, an amount tendered is shown and the correct change amount is calculated. For checks and credit cards, information such as driver s license number and expiration date can be entered to verify the transaction. Cash Sales Register A cash sales register provides a daily breakdown of all cash sales by type and has separate totals for cash, check, and credit card receipts. Cash sales bypass posting to accounts receivable and post directly to the general ledger cash account. Point-of-Sale Printer Support You can linked the system to any standard parallel or serial interface printers for pointof-sale invoice, order, and cash tag printing. 1-6 Order/Invoice Processing

15 Cash Drawer Interface Linkage to automatically open a cash drawer for a cash sale is provided. Each terminal may access its own cash drawer or utilize a common device. Detailed Customer Quotes Quotation orders can be entered and printed, but are restricted from being converted to invoices. Quotes may be converted to orders at any time and then invoiced as required. Online Price Quotes An online price quotation feature includes item or customer search. Price, markup, quantity available, and cost are displayed. Customer Job Number If you are using customer job numbers, a job number can be specified during order entry. Job numbers and descriptions may be added directly into the Customer/Job masterfile during order and invoice entry. A search is available to locate any customer job on file. Order Locking Comprehensive order locking mechanisms have been built into the system to eliminate conflict between various tasks in the Order/Invoice Processing module. These mechanisms permit simultaneous processing of all functions. Order and invoice entry, on demand order and invoice printing, batch printing of orders and invoices, and sales register updates can all be run concurrently without conflict. This feature provides for simultaneous operation of a large number of order/invoice entry terminals and permits the software to operate within the rigorous time constraints imposed by the point-of-sale environment. Multi-Company Capability All AddonSoftware modules can be used by more than one company, each with its own separate set of customers, orders, invoices, and accounting data. Introduction 1-7

16 Reports & Registers The AddonSoftware Order/Invoice Processing module provides a full range of reports and registers offering up-to-date information about the status of your orders and invoices. Order Printing Individual Order Status Report by Customer Order Picking List Batch Shipping Schedule Report Open Order Detail Report Line Code Maintenance Listing Invoice History Report Salesperson Maintenance Listing Order Status Report by Item Territory Code Maintenance Listing Invoice Edit Report Tax Code Maintenance Listing Invoice Printing Sale/Discount Code Maintenance Listing Sales Register Terminal Maintenance Listing Monthly Sales Report Price Code Maintenance Monthly Sales Register Pricing Table Maintenance Listing Customer/Job Report Contract Pricing Maintenance Listing Sales Tax Report Parameter Maintenance Listing Salesperson Commission Report Each report and register is described in the Operation section of this manual and samples are shown in Appendix A. In addition to the standard report/register features, your dealer can customize the software to tailor reports/registers to your exact needs. 1-8 Order/Invoice Processing

17 Order/Invoice Processing System Flow This flow chart shows how the Order/Invoice Processing module processes data. A detailed description of how the system operates is provided in the Flow of Processing and Operations sections of this manual. Order/Invoice Line Code Maintenance Salesperson Maintenance Invoice Entry Order Entry Territory Code Maintenance Invoice Edit Report Customer Job Report Commit and Release Future Orders Tax Code Maintenance Invoice Printing Order/Picking List Sales/Discount Code Maintenance Terminal Maintenance Invoice Printing Update Open Order Detail Report Open Order by Customer Report Order/Picking List Update Price Code Maintenance Sales Register Sales Register Update Open Order by Item Report Shipping Schedule Report Pricing Table Maintenance Contract Pricing Maintenance Parameter Maintenance Introduction 1-9

18 Order/Invoice Processing System Flow (continued) Sales Register Update Invoice History Report Sales Tax Report Salesperson Commission Report Monthly Sales Register Invoice History Purge Sales Tax History Purge Commission File Purge Accounts Receivable Customer Maintenance Contract Pricing Maintenance Pricing Table Maintenance Inventory Item Maintenance Price Quotation Inquiry 1-10 Order/Invoice Processing

19 A Word to the User AddonSoftware, Inc. wants to keep you updated! Periodic enhancements are made to the software and we want you to know about them. To register your software, fill out the Software Registration Form on the next page and send it to AddonSoftware, Inc. at the registration address shown below. We also want to keep our documentation as up to date and relevant as possible. If procedures are missing or not detailed enough for you, they may also be lacking for someone else. Please send us a note describing the problem or question to the documentation address shown below. A Product Suggestion Form is also provided for you to document suggestions for enhancing our software to make it as relevant to you as possible. We value and welcome your suggestions. For registration: AddonSoftware, Inc. Sales Services SW Koll Parkway, Suite C Beaverton, OR For documentation changes or product suggestions: AddonSoftware, Inc SW Koll Parkway, Suite C Beaverton, OR FAX: Attn: Product Development Introduction 1-11

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21 Software Registration Form Order/Invoice Processing Module To ensure that you receive available updates to your AddonSoftware and other important information, register your software by filling out this form and returning it to the address found on the reverse side. Your dealer can help you complete the form. Your AddonSoftware Dealer s Name Your Company Name Address City State Zip Telephone ( ) Your name Title Date Please describe your primary business Number of Employees Computer Type and Model Other software used Comments Introduction 1-13

22 AddonSoftware, Inc. Sales Services SW Koll Parkway, Suite C Beaverton, OR Remove from binder, fill out other side, fold and mail to address above Order/Invoice Processing

23 Advantage/V Product Suggestion Form Submitted by: Company: City, State: Phone: FAX: Date: Version: Application: Menu/Program: OS and Language: Suggestion/ Problem Introduction 1-15

24 ADD+ON Software, Inc. Product Development SW Koll Parkway, Suite C Beaverton, OR Remove from binder, fill out other side, fold and mail to address above Order/Invoice Processing

25 Installation Overview The Installation section of this manual provides you with the information needed to convert from your existing system to the AddonSoftware Order/Invoice Processing module. The care you take in planning the installation influences the overall results you obtain from it. Generally, your AddonSoftware dealer should manage the installation and set-up of the software. In addition to managing your sales processing functions, the Order/Invoice Processing module works in cooperation with the Accounts Receivable, Inventory Control, Sales Analysis, and SpeedShip modules. The choices you make in setting up line code information for order and invoice line items, pricing tables for calculating customer prices, and supporting codes necessary for processing sales information (set up in Accounts Receivable), play an important role in determining the effectiveness of the system. The installation process involves six major steps. Step One Prepare your facility before the physical installation of your computer equipment, and order any necessary forms and supplies. These items are explained in this section and the Getting Started With AddonSoftware section of the Administrator manual. Step Two Install the AddonSoftware Accounts Receivable, Inventory Control, and optionally, the Sales Analysis modules. This step may be performed by your dealer before you take delivery of the equipment. Step Three Load the Order/Invoice Processing tasks onto your computer as per the Media Installation Instructions shipped with the module diskettes. This step may be performed by your dealer before you take delivery of the equipment. Step Four Gather the information required for operation of the Order/Invoice Processing module. This includes pricing information, line codes used to identify order and invoice line items, and certain hardware information that defines your terminal/printer configuration. Step Five Enter the information gathered in Step 4 into the Order/Invoice Processing module. Step Six Convert your open sales orders by entering them into the module in preparation for live operation. NOTE: If you are planning to use the Order/Invoice Processing module for more than one company, you need to perform steps 4, 5, and 6 separately for each company. Installation 2-1

26 Read this section before starting work. Consult with the person managing your software installation if there is any uncertainty about the proper choice for the parameter or code settings. Each software installation step must be performed carefully and thoroughly so that the Order/Invoice Processing module produces the desired results and interfaces to other AddonSoftware modules correctly. If the installation process seems like a lot of work, remember that you need go through it only once. After your company s sales orders are converted to the module system, management requires much less work than a manual tracking system. 2-2 Order/Invoice Processing

27 Preparing for Installation In order to meet installation deadlines, you need to prepare your facility with the proper equipment and supplies. Pre-printed invoice forms are needed, and you may wish to obtain continuous-form letterhead paper. You can order forms directly from AddonSoftware, or your dealer can assist you in obtaining invoice forms, standard or custom (special paper size, print additional information, etc.) from another source. Invoice Forms Determine which invoice forms you will use for producing printed invoices mailed to customers. The forms should be at least two-part: one that may be mailed and one that may be retained in the customer s file. Continuous Form Letterhead Paper (Optional) The Order/Invoice Processing module prints orders, backorders, and price quotes on plain 8-1/2 x 11 continuous form paper. If your company routinely produces a large number of itemized price quotations for mailing to customers, you may want to purchase continuous-form letterhead paper with your company logo on the top. The highestquality appearance is made by bond weight paper with micro-perf or clean-perf tear edges. Installing Other Modules Many of the codes used in the Order/Invoice Processing module are established during setup of the Accounts Receivable module. Individual customer information essential to processing orders, such as the customer type, ship-to addresses, applicable terms codes, sales tax codes, and so forth, is also originally established during the Accounts Receivable setup process. The Order/Invoice Processing module makes use of the inventory item description and pricing information in the Inventory Control module. This information is used by the Order/Invoice Processing module to create pricing tables and to record open orders. All this information must be available at the time you begin installation of the Order/Invoice Processing module, so the Accounts Receivable and Inventory Control modules must be installed first. Furthermore, the Sales Analysis module should be concurrently installed if you wish to immediately begin collecting sales analysis data from the Order/Invoice Processing module. Installation 2-3

28 Gathering the Information You can gather most of the information required to install the Order/Invoice Processing module before the installation. This includes the parameters that form the foundation of how the module functions. Gather all the information and define required codes before entering anything into the system. Follow the order below for best results. Order/Invoice Processing Information Checklist Define System Parameters Define General Ledger Accounts Define Order/Invoice Line Codes Define Salesperson Codes Define Territory Codes Define Tax Codes Define Sale/Discount Codes Determine AR Cash Receipts Codes Determine AR Distribution Codes Determine AR Standard Message Codes Define Terminal/Printer Configurations Define Price Codes Define Pricing Tables Define Customer Contract Pricing 2-4 Order/Invoice Processing

29 Define System Parameters The Order/Invoice Processing system parameters enable tailoring of the module to fit the specific needs of a business. You must set each parameter so that it best matches the way your company operates. This requires a careful study of each option. Separate parameters are defined for each company. Some options presented here can be changed after the system is operating, but be sure to check with your AddonSoftware dealer if any changes need to be made after the module is in use. Use the Order/Invoice Processing Parameters form at the end of this section to collect the parameter information. This form provides a record of how the system is established and should be kept for future reference. See the Parameter Maintenance task in the Operations section of this manual for instructions on how to enter any of the parameter option information. Customer Job Numbers Use this parameter to assign separate job numbers to specific customer projects and track customer sales by job. For trade point of sale businesses such as building material suppliers, this parameter may be used to maintain separate sales records for contractors who routinely purchase materials for multiple building sites. All information necessary for filing a lien (e.g., job name and address, total sales to date, date of first shipment, etc.) can be retained for as long as desired. If the parameter is set to Y, job numbers should be established and maintained with the Accounts Receivable Customer Maintenance task. Set the parameter to N if your company does not use customer job numbers. Months to Retain Jobs Used only if the Customer Job Numbers parameter is set to Y. Set this parameter to the number of months after the date of the last invoice that detail job information is retained. This parameter is meaningful only with customer jobs for which the Retain parameter is set to N in the Accounts Receivable Customer Maintenance Customer Job Number option. Job detail data is deleted by the Accounts Receivable Period End update when the last invoice is older than the specified Months To Retain Jobs. If the Retain parameter is set to Y, the job detail data can only be deleted in the Customer Job Number option. Cash Sales Enter Y to establish a standard Cash Customer number for recording cash sales. For cash sales transactions, the Sales Register update debits the appropriate general ledger cash account rather than an accounts receivable account. Furthermore, the Sales Register update does not write invoice records to the Accounts Receivable Open Invoice file for cash sales. Installation 2-5

30 Invoice Detail History Setting this parameter to Y causes the Invoice History feature to be activated, allowing historical invoices to be viewed with the Customer Maintenance task in Accounts Receivable and during order entry and invoice entry. In addition, setting this parameter to Y makes it possible to copy a historical invoice as a new order or invoice with the same contents. NOTE: Invoice History is only retained for customers with the Retain Invoice Detail History parameter set to Y in the Accounts Receivable Customer Maintenance task. Standard Cash Customer Number If the Cash Sales parameter is set to Y, you must establish the customer number to use when recording a cash sale. If you also create a Cash Customer in the Accounts Receivable Customer masterfile, default header information established for the cash customer may be accepted or overridden as desired. Starting/Ending Customer Comment Number Accounts Receivable provides up to 99 comment lines for each customer, each with an identifying sequence number. Sales and order entry personnel may access these comments to review information pertinent to specific customers. Use these parameters to specify the range of comment line numbers to display on the screen when an order or invoice is entered. Invoice History Printer Program to Run You must specify the actual program name of the program used for printing copies of historical invoices. Your dealer will provide the name of the invoice history printer program if different from the AddonSoftware standard. Number of Days to Commit in Future Stock is committed automatically when an item is ordered if the Scheduled Ship Date falls within the specified commitment window. Use the # Of Days To Commit In Future parameter to specify the number of days in the commitment window. Commit Example If the Number Of Days To Commit In Future is seven and the item s Scheduled Ship Date is seven days after the order date, stock automatically is committed. If the Scheduled Ship Date is eight days after the order date, you must commit the stock with the Commit and Release Future Orders task. Minimum Order Amount If orders below a given dollar amount are not accepted, use this parameter to specify the minimum order amount. If an order or invoice is below the amount, a warning message displays. Average Lead Time When the Order Entry task is accessed, a default shipping date is requested. The shipping date suggested by the system is calculated by adding this parameter value to the terminal date. The entered shipping date becomes the default for the entire batch of orders. 2-6 Order/Invoice Processing

31 Minimum Line Amount If the total for an order detail line is not accepted when below a minimum dollar amount, use this parameter to specify the minimum line extension amount. If an order/invoice detail line total is below the amount, a warning message displays. Minimum Cash Sale Amount Used only if the Cash Sales parameter is set to Y. If cash sales (including credit card and check orders) below a given dollar amount are not accepted, use this parameter to specify the minimum cash sale amount. If a cash sale order/invoice total is below the amount, a warning message displays. Skip Line Code Entry Each order/invoice detail line is assigned a line code, which is used to determine how the General Ledger and Inventory Control modules are updated during the Sales Register update. If this parameter is set to Y, data entry is accelerated by skipping the Line Code field in Order/Invoice Entry and automatically assigning the default line code to order/invoice detail lines. The default line code can be overridden by using the F2 key to move back to the Line Code field. Default Line Code This parameter provides the definition of a standard default line code (such as S for a regular sale of a standard inventory item) for use during order/invoice entry. The default line code identifies the type of sale most commonly entered. If a default line code is not established, you must manually enter a valid line code for each new order/invoice line. The default code may be overridden. Backorders Backorders are automatically created during the invoice entry and sales register update processes if the Backorders parameter is set to Y. If the parameter is set to N, any order detail line items not completely shipped are deleted (along with the original order) by the Sales Register update. Enter Cost for Drop Ship If this parameter is set to Y, you may enter both the cost and the price of drop shipped items during order/invoice entry. You may wish to record the cost of a drop ship item when it differs from the cost normally charged for the item. If the parameter is set to N, only the price of the drop-shipped item is entered. Warehouse Entry Required for Drop Ship If multiple warehouses are used and revenue posting is controlled by inventory item (that is, if the Accounts Receivable Dist Sales By Item parameter is set to Y), set this parameter to Y to provide control over the revenue account used for each line item of an order or invoice. Receipt Printer on System Set this parameter to Y if a tape receipt printer is used to print receipts for over-the-counter cash sales. This activates an option to select and print to a receipt printer during the Invoice Entry task. Counter Printer Program to Run Installation 2-7

32 You must specify the actual program name of the program used for printing point-of-sale invoices. Your dealer will provide the name of the counter printer program if different from the AddonSoftware standard. Receipt Printer Program to Run You must specify the actual program name of the program used for printing over-the-counter cash sales receipts. Your dealer will provide the name of the receipt printer program if different from the AddonSoftware standard. Print GL Sales Detail Report If the General Ledger module is installed and the Post to GL parameter in the System Description Maintenance task is set to Y for Order/Invoice Processing, setting this parameter to Y prints a Sales Register which includes an audit report listing all general ledger postings by invoice line item. New Customer Defaults When a new customer is entered during order/invoice entry or in the Accounts Receivable Customer Maintenance task, the New Customer Defaults information is displayed. Standard sales information common to the majority of your sales orders and invoices can be accepted or overridden as desired, before being written to the Customer masterfile as a part of the new customer information. The Order/Invoice Processing Parameter Maintenance task does not verify the new customer defaults, so you must be careful that the defaults entered are valid Accounts Receivable maintenance codes. Defaults can be set for the following codes: Sale/Discount, Territory, Salesperson, Tax, Terms, Distribution, and Customer Invoice Detail History. 2-8 Order/Invoice Processing

33 Define General Ledger Accounts If the Post to GL parameter in the System Description Maintenance task is set to Y for Order/Invoice Processing, certain general ledger account numbers are required for the proper operation of the module. Some or all of the necessary account numbers were established when the Accounts Receivable module was installed. Your company s accounting department can tell you what general ledger accounts exist on your system, and they should be informed that the installation of the Order/Invoice Processing module affects certain accounts. If you plan to use the AddonSoftware General Ledger module, refer to that module s manual for more information about entering general ledger accounts and parameters. Assets Inventory Accounts An inventory account is credited when an inventory item is sold. If inventory is returned to stock, such as when customer credit is issued for a return, an inventory account is debited. When the Accounts Receivable and Inventory Control modules were installed, accounts were established for each type of inventory tracked by the general ledger. Expenses Cost of Goods Sold Accounts One or more cost of goods sold accounts must exist, which is debited with the item unit cost when a product is sold. These accounts were probably created when the Accounts Receivable or Inventory Control modules were installed. Revenue Sales Accounts A sales account is credited when a product is sold. Miscellaneous Sales Accounts A miscellaneous sales account is credited when a sale is made of an item that is not strictly a product, such as promotional material. Define Order/Invoice Line Codes Line codes tell the system what type of entry you are making to order and invoice detail lines. The line codes control how the General Ledger and Inventory Control modules are affected by the Sales Register update process. Any number of line codes may be established but each line code must be one of five line types: S Regular Sale The regular sale type is most commonly used for order/invoice detail lines containing standard inventory or drop ship items. This line code type assumes that the general ledger revenue account for a line is determined from the inventory item being sold or from the customer profile information, depending on the setting of Dist Sales By Item parameter in Accounts Receivable. Installation 2-9

34 N Non-stock Use the non-stock type to order and invoice any item not in the Inventory masterfile. The sale of non-stock items requires that general ledger accounts for revenue, cost of goods sold, and inventory be defined for the line code (see Determine Accounts Receivable Distribution Codes further in this section). Product type processing must also be defined for non-stock lines (see the Line Code Maintenance task in the Operations section). Non-stock line types do not affect inventory quantities during order/invoice entry or the Sales Register update. Sales analysis data may be updated if the Product Type Processing field is set to E or D. M Message An M type provides the capability to put messages on an order or invoice. To enable this feature, one M type line code should always be established. Because type M lines do not reference a product or allow for a price entry, they have no effect on the Accounts Receivable, Inventory Control, General Ledger, or Sales Analysis modules during the Sales Register update process. O Other Other is used primarily to define a special charge or priced message line. You may want to have several type O lines defined, each as a separate line code and description (e.g., Service Charge, Custom Color, Extended Warranty). During order/invoice entry, the descriptions for type O lines are displayed and may be overridden on an individual line basis if desired. A general ledger revenue account must be assigned for type O lines. When invoices with type O lines are updated, this account is used in lieu of any other revenue account to make general ledger postings. Because these lines denote a service or other noninventory billing items, no general ledger accounts need be provided for cost of goods sold or inventory asset accounts. P Special Distribution Line Type P lines provide the capability of distribution changing the general ledger posting accounts for an individual line in an order or invoice. This is useful when a particular line should be posted to a special revenue account, as in the case of a salesperson s samples or promotional items. Type P lines require an inventory item number during order/invoice entry, and affect the Accounts Receivable, Inventory Control, General Ledger, and Sales Analysis modules during the Sales Register update process. You may set up as many type P lines as required to meet your particular needs Order/Invoice Processing

35 At a minimum, AddonSoftware recommends that the following line codes and descriptions be established: Code Type Description S S Standard inventory item stocked at one or more warehouses. At least one type S line code must be established for the module to work properly. D S Drop ship item shipped directly from another supplier to the customer. Generally, a drop ship item is a standard inventory item shipped from another supplier because your warehouse is temporarily out of stock. N N Non-stock item that may be a drop ship item or any product not currently stocked (has no assigned part number). M M Message line that enables a customer message to be printed on an order or invoice. No price is associated with a message line. 0-9 O Priced message line such as Restocking Charge, Extended Warranty, Service Charge, or other non-inventory item for which a price is entered. If the priced messages are given numerical line item codes, they appear at the beginning of the windowed line code lookup. P P Promotional item or special distribution. The sale of a type P item results in a credit to a special general ledger revenue account for the sale of items (such as promotional materials) that are not true products. Define the different line codes that best suit your company s operation and enter them on the Line Code Maintenance form at the end of this section. See the Line Code Maintenance task in the Operations section for instructions on how to enter the information. Define Salesperson Codes The salesperson codes required for the Order/Invoice Processing module should be established in the Accounts Receivable module. Salesperson codes are used primarily for commission reporting and for sales analysis (if the Sales Analysis module is installed). The Salesperson Code Maintenance task is accessible either from the Order/Invoice Maintenance Menu or from the Accounts Receivable Maintenance Menu. A default salesperson code is assigned to each customer via the Accounts Receivable Customer Maintenance task Profile Maintenance option. A default salesperson code is also assigned to each customer ship-to address via the Accounts Receivable Customer Maintenance task Ship-To Address Maintenance option. In order/invoice entry, the default salesperson code comes from the Profile Maintenance option unless an alternate ship-to address is used. In this case, the default salesperson code comes from the Ship-To Address Maintenance option. Installation 2-11

36 Define the different codes you want to use for your salespeople and enter them on the Salesperson Maintenance form at the end of this section. See the Salesperson Maintenance task in the Operations section for instructions on how to enter the information. Define Territory Codes The territory codes needed for the Order/Invoice Processing module should be established in the Accounts Receivable module. Territory codes are used primarily for sales analysis if the Sales Analysis module is installed. The Territory Code Maintenance task is accessible either from the Order/Invoice Maintenance Menu or from the Accounts Receivable Maintenance Menu. A default territory code is assigned to each customer via the Accounts Receivable Customer Maintenance task Profile Maintenance option. A default territory code is also assigned to each customer ship-to address via the Accounts Receivable Customer Maintenance task Ship-To Address Maintenance option. In order/invoice entry, the default territory code comes from the Profile Maintenance option unless an alternate ship-to address is used. In this case, the default territory code comes from the Ship-To Address Maintenance option. Define the different codes you want to use for your territories and enter them on the Territory Code Maintenance form at the end of this section. See the Territory Code Maintenance task in the Operations section for instructions on how to enter the information. Define Tax Codes The tax codes needed for the Order/Invoice Processing module should be established in the Accounts Receivable module. Tax codes are used to compute sales tax for orders and invoices, and in creating the Sales Tax Report. The Tax Code Maintenance task is accessible either from the Order/Invoice Maintenance Menu or from the Accounts Receivable Maintenance Menu. A default tax code is assigned to each customer via the Accounts Receivable Customer Maintenance task Profile Maintenance option. A default tax code is also assigned to each customer ship-to address via the Accounts Receivable Customer Maintenance task Ship-To Address Maintenance option. In order/invoice entry, the default tax code comes from the Profile Maintenance option unless an alternate ship-to address is used. In this case, the default tax code comes from the Ship-To Address Maintenance option. One standard default tax code should be established. We also recommend creating tax codes for non-taxable sales, and any state, county, and local taxes your company must collect Order/Invoice Processing

37 Define the different codes you want to use for your taxes and enter them on the Tax Code Maintenance form at the end of this section. See the Tax Code Maintenance task in the Operations section for instructions on how to enter the information. Define Sale/Discount Codes The sale/discount codes needed for the Order/Invoice Processing module should be established in the Accounts Receivable module. Sale/discount codes are used to calculate an overall discount for a particular customer order or invoice. The Sale/Discount Code Maintenance task is accessible either from the Order/Invoice Maintenance Menu or from the Accounts Receivable Maintenance Menu. At least one standard default sale/discount code should be established. NOTE: Sale/discount codes are distinct from item pricing tables. It is possible to use sale/discount codes exclusively, item pricing exclusively, or a combination of both. Define the different codes you want to use for your sales/discounts and enter them on the Sale/Discount Code Maintenance form at the end of this section. See the Sale/Discount Code Maintenance task in the Operations section for instructions on how to enter the information. Determine Accounts Receivable Cash Receipts Codes The cash receipts codes needed for the Order/Invoice Processing module should be established in the Accounts Receivable module. Cash receipts codes are used to determine the general ledger cash account posted for cash sales. Separate codes may be established for dollar cash sales, cash sales paid by check, and credit card sales. The Invoice Totals screen in the Invoice Entry task requires a cash receipts code for any cash sales transaction. The Cash Receipts Code Maintenance task is accessible from the Accounts Receivable Maintenance Menu. Determine the different codes you want to use for your cash receipts and enter them on the Accounts Receivable s Cash Receipts Code Maintenance form. Determine Accounts Receivable Distribution Codes The distribution codes needed for the Order/Invoice Processing module should be established in the Accounts Receivable module. Distribution codes are used to determine which general ledger accounts are posted during the Sales Register update. At least one standard default distribution code should be established. The Distribution Code Maintenance task is accessible from the Accounts Receivable Maintenance Menu. Determine the different codes you want to use for your cash distributions and enter them on the Accounts Receivable s Distribution Code Maintenance form. Installation 2-13

38 Determine Accounts Receivable Standard Message Codes The optional standard message codes for the Order/Invoice Processing module may have been established in the Accounts Receivable module. Standard messages are optional text messages printed on orders and invoices. The Standard Message Code Maintenance task is accessible from the Accounts Receivable Maintenance Menu. Determine the different codes you want to use for your messages and enter them on the Accounts Receivable s Standard Message Code Maintenance form. Define Terminal and Printer Configurations Each terminal, printer, and other input/output device used with the Order/Invoice Processing module must be defined in the Order/Invoice Terminal Maintenance task. These devices may include point-of-sale equipment such as counter printers, tape receipt printers, and cash boxes. The Order/Invoice Terminal Maintenance task is accessible from the Order/Invoice Maintenance Menu. Define the different terminals you want to use and enter them on the Terminal Maintenance form at the end of this section. See the Order/Invoice Terminal Maintenance task in the Operations section for instructions on how to enter the information. Define Price Codes Price codes are used to identify a group of customers for which a pricing table is established. The Price Code Maintenance task is accessible from the Order/Invoice Maintenance Menu. Define the different codes you want to use for prices and enter them on the Price Code Maintenance form at the end of this section. See the Price Code Maintenance task in the Operations section for instructions on how to enter the information. Define Pricing Tables Pricing table information is used by the automatic price calculation feature of the Order/Invoice Processing module. The pricing tables are accessed when an order/invoice line item is ordered, and used to automatically calculate the customer price based upon the applicable item class and price code. If automatic price calculation is not desired, pricing tables need not be created. If automatic price calculations are used, one pricing table should be established for each item class/price code combination, each with an assigned pricing method (mark-up from cost, mark-down from list, or margin over cost). Separate markup/discount percentages may be defined for each pricing table for up to ten quantity breaks. The Pricing Table Maintenance task is accessible from the Order/Invoice Maintenance Menu. Define the different codes you want to use for pricing tables and enter them on the Pricing Table Maintenance form at the end of this section. See the Pricing Table 2-14 Order/Invoice Processing

39 Maintenance task in the Operations section for instructions on how to enter the information. Define Customer Contract Pricing In addition to the item pricing tables that provide automatic price calculations during order/invoice entry, optional contract pricing may be instituted for individual customers. Customer contract prices may be established by item for up to ten quantity breaks, with a date range limiting the contract prices to specific time periods (such as the active length of a contract or a high-volume season). When contract pricing is in use for a customer, contract prices supersede the prices in the pricing tables. The Contract Pricing Maintenance task is accessible from the Order/Invoice Maintenance Menu. Define the different codes you want to use for contract prices and enter them on the Contract Pricing Maintenance form at the end of this section. See the Contract Pricing Maintenance task in the Operations section for instructions on how to enter the information. Installation 2-15

40 Entering the Information Now that you have gathered the information, you are ready to enter it into the module. Refer to the Operations section of this manual for detailed information on each task referenced. It is important to enter the information in the sequence specified below since some programs rely on previously entered information. 1. Parameters Enter the parameter information you gathered on your Parameter Maintenance forms. You can enter the default values after the processing codes are entered. 2. General Ledger Accounts If the General Ledger module is installed and the Post to GL parameter in the System Description Maintenance task is set to Y for Order/Invoice Processing, enter all necessary general ledger accounts using the Account Maintenance task in the General Ledger module. General ledger accounts required by your cash receipt and distribution codes should also be entered. The accounts you must have are those you entered on the Accounts Receivable s Cash Receipts Code Maintenance and Distribution Code Maintenance forms. NOTE: Refer to Account Maintenance within the General Ledger manual for instructions on defining general ledger accounts. 3. Order/Invoice Line Codes Enter the line codes from the Line Code Maintenance form. 4. Salesperson Codes Enter the salesperson codes from the Salesperson Code Maintenance form. 5. Territory Codes Enter the territory codes from the Territory Code Maintenance form. 6. Tax Codes Enter the tax codes from the Tax Code Maintenance form. 7. Sale/Discount Codes Enter the sale/discount codes from the Sale/Discount Code Maintenance form. 8. Message Codes Enter the message codes from the Accounts Receivable s Message Code Maintenance form. 9. Terminal and Printer Configurations Enter the terminal and printer configurations from the Terminal Maintenance form. Your dealer should have provided you with the configurations. 10. Price Codes Enter the price codes from the Price Code Maintenance form Order/Invoice Processing

41 11. Pricing Tables Enter the pricing tables codes from the Pricing Table Maintenance form. 12. Contract Pricing Data Enter the contract pricing data from the Contract Pricing Maintenance form. Converting Open Sales Orders Because the AddonSoftware Accounts Receivable and Inventory Control modules provide much of the information needed during the installation of the Order/Invoice Processing module, the Accounts Receivable and Inventory Control modules must be installed and operational before the installation and conversion of Order/Invoice Processing can begin. It is important to follow the steps below in the specified sequence because many programs make use of previously entered data. 1. If posting to GL, verify that the necessary general ledger accounts have been created. 2. Check that the following Accounts Receivable codes have been properly established: Salesperson, Cash Receipts, Territory, Distribution, Tax, Standard Message (optional), Sale/Discount. 3. Assign any pricing codes to your customers. 4. Enter the following Order/Invoice Processing codes and parameters: System Parameters, Line Codes, Terminal/Printer Configurations, Price Codes, Pricing Tables (optional), Contract Pricing (optional). Building the Open Order File If you have open orders and backorders that must be converted to the Order/Invoice Processing module, it is important that you perform the conversion procedures in the following sequence. 1. Collect all open order (and backorder) information. Enter the information on copies of the Open Order/Backorder Conversion form at the end of this section; if it is more convenient to do so, enter the data directly into the system without using the conversion forms. 2. Unless there are very few open orders, divide the orders into multiple batches to help make the workload more manageable. Backorders should be batched separately from orders. 3. Use the Order Entry task to enter the open order information from the forms; marking each form Posted To Computer as it is entered. 4. Print an Order/Picking List for all orders to verify that information was entered correctly. Installation 2-17

42 5. If open backorders exist, be sure that the Backorders parameter is set to Y in the Order/Invoice Processing Parameter Maintenance task. Otherwise, no backorders will be created by the following steps. 6. To enable backorders to be selected for printing on the Order Status By Customer/Item reports, they must be entered with the Invoice Entry task. Use the original order quantities and set the ship quantities to zero or the actual partial shipment quantities. 7. Print and update the invoices for the backorders. 8. Print the Sales Register. All dollar amounts should be zero. This causes the backorders to be added to the Open Order file and identified for reporting on the order status reports. 9. Print the Open Order Detail Report for both printed and unprinted orders, and selecting All in the Option field. Carefully check the reports for accuracy, verifying them against the order conversion forms. Use the Order Entry task to make any necessary corrections and reprint the Order/Picking List, Sales Register, and Open Order Detail Report. Once the open order information is correct, update the register. 10. If backorders have been entered, print the Open Order Detail Report for both printed and unprinted orders, and select Backorders in the Option field. Carefully check the report for accuracy, verifying it against the backorder conversion forms. Use the Invoice Entry task to make any necessary corrections and reprint the Sales Register and Open Order Detail Report. Once the open backorder information is correct, update the register. Bringing Your Inventory On Line Now that your Order/Invoice Processing module is operational, you may begin live processing of your Inventory Control module. Once your inventory is on line, it is recommended that you use the Rebuild Item Committed Quantities task available on the Inventory Control Utilities Menu to set inventory committed quantities exactly to the ordered quantities in the Open Order file. After you complete the order/invoice installation process, proceed with the Flow of Processing section. As necessary, refer to the Operations section for an explanation of how each of the Order/Invoice Processing tasks work Order/Invoice Processing

43 Installation/Training Schedule Target Completed Pre-Installation Review: Signature Information Review: Signature Conversion Training: Signature Conversion Review: Signature Daily Processing Training: Signature Period End Training: Signature Installation Complete: Signature Installation 2-19

44 Order/Invoice Maintenance Parameter Maintenance Customer Job Numbers (Y/N) Months to Retain Jobs (2) Cash Sales (Y/N) Invoice Detail History (Y/N) Standard Cash Customer Number (6*) Starting Customer Comment Number (01-99) Ending Number (01-99) Invoice History Printer Program to Run # Days to Commit in Future (3) Minimum Order Amount (5) Average Lead Time (2) (Whole dollars only) Minimum Line Amount (5) (Whole dollars only) Minimum Cash Sale Amount (Dollars and Cents) Skip Line Code Entry (Y/N) Default Line Code (1) Backorders (Y/N) Enter Cost for Drop Ship (Y/N) Warehouse Entry Required for Drop Ship (Y/N) Receipt Printer on System (Y/N) Counter Printer Program to Run (Dealer provided) Receipt Printer Program to Run (Dealer provided) Print GL Sales Detail Report (Y/N) 2-20 Order/Invoice Processing

45 Order/Invoice Maintenance Parameter Maintenance New Customer Defaults Sales Discount (2) Territory (3) Salesperson (3) Tax Code (2) Terms Code (2) Distribution Code (2) Customer Inv Dtl History (Y/N) Installation 2-21

46 Order/Invoice Maintenance Line Code Maintenance Code (1) Description (20) Type S=Regular Sale N=Non-Stock O=Other M=Memo P=Special Distribution Message Type I=Invoice Only B=Both O=Order only N=Neither GL Sales Acct Taxable (Y/N) Drop-Ship (Y/N) ProdType Proc E=Enter Type D=Use Default Type (E/N/D) N=No Processing Product Type (3) Dist Code (2) 2-22 Order/Invoice Processing

47 Order/Invoice Maintenance Salesperson Code Maintenance Salesperson (3) Name (20) Commission Rate (7) Salesperson (3) Name (20) Commission Rate (7) Salesperson (3) Name (20) Commission Rate (7) Salesperson (3) Name (20) Commission Rate (7) Installation 2-23

48 Order/Invoice Maintenance Territory Code Maintenance Territory (3) Description (20) Territory (3) Description (20) Territory (3) Description (20) Territory (3) Description (20) Territory (3) Description (20) 2-24 Order/Invoice Processing

49 Order/Invoice Maintenance Tax Code Maintenance Tax Code (2) Description (20) Tax Percent (9) GL Account (10) Freight Taxable (Y/N) Minimum Tax (15) Tax Code 1 (2) Tax Code 2 (2) Tax Code 3 (2) Tax Code 4 (2) Tax Code 5 (2) Tax Code 6 (2) Tax Code 7 (2) Tax Code 8 (2) Tax Code 9 (2) Tax Code 10 (2) Installation 2-25

50 Order/Invoice Maintenance Sale/Discount Code Maintenance Discount Code (2) Description (20) Percent (7) Discount Code (2) Description (20) Percent (7) Discount Code (2) Description (20) Percent (7) Discount Code (2) Description (20) Percent (7) 2-26 Order/Invoice Processing

51 Order/Invoice Maintenance Terminal Maintenance Terminal ID (4) Terminal Transparency On Terminal Transparency Off Cash Box Port Hex Code to Open Number of Repetitions Skip Warehouse Entry Default Warehouse Valid Counter Printers Counter Printer Selected Multidrop Valid Receipt Printers Receipt Printer Selected Receipt Printer Port (2) (Valid output port name) (Y/N) (0-4) (Signifies duration of signal) (8) (Max. 4 Hexadecimal pairs) (8) (Max. 4 Hexadecimal pairs) (8) (Max. 4 Hexadecimal pairs) (2) (May be different for each terminal connected to the system) (8) (Up to 4; 2 chars. each) (2 chars; default counter printer) (Y/N) (Indicates tape receipt printers connected to the system in a multidrop configuration) (8) (Up to 4; 2 chars. each) (2 chars; default receipt printer) (2 chars; output port) Installation 2-27

52 Order/Invoice Maintenance Price Code Maintenance Price Code (4) Description (20) 2-28 Order/Invoice Processing

53 Order/Invoice Maintenance Pricing Table Maintenance Item Class (2) Pricing Code (4) Description (20) Method (1) C=Markup from cost L=Markdown from list M=Margin over cost Quantity Percentage Installation 2-29

54 Order/Invoice Maintenance Contract Pricing Maintenance Customer (6) Item Number (10) (established in Inventory Control) Comments (20) Start Date Stop Date (MMDDYY) (If applicable) (MMDDYY) (If applicable) Quantity Percentage 2-30 Order/Invoice Processing

55 Order/Invoice Maintenance Open Order Conversion Form Customer (6) Order No (7) Ship-To-No (2) (Enter 99 for manual Entry) Ship-To (30) (24) (24) (24) Zip Code (5 or 9) By (3) (Initials of person who took sale) Order Type (S/Q) (S=Sale; Q=Quote) Order Date (MMDDYY) Ship Date (MMDDYY) Job # (10) P.O. Number (10) Ship Via (10) Sale/Discount Code (2) Standard Message Code (2) Terms Code (2) Territory Code (3) Distribution Code (2) Tax Code (2) Salesperson Code (3) Price Code (4) Installation 2-31

56 Order/Invoice Maintenance Open Order Conversion Form Customer (6) Order No (7) Sequence C (Code) Warehouse Code (2) Item Code Cost Order Price B/O List Price Discount % Ship Date Committed Manual Price (Displays automatically) (Valid Order/Invoice Line Code) (Optional for Drop Ship Items) (Quantity) (Quantity ordered but not shipped) (MMDDYY) (Y/N) (Y/N) 2-32 Order/Invoice Processing

57 Flow of Processing Overview The Flow of Processing section helps you learn how to operate the software for the first time and provides guidelines for operating the module after it is installed. Study this section in conjunction with the Operations section of this manual. The Order/Invoice Processing module is closely related to the Accounts Receivable, Inventory Control, and Sales Analysis modules. You should understand how the other modules work to obtain a complete picture of how orders/invoices are processed. If you are using these other modules, refer to their documentation as necessary. Flow of Daily Processing Daily processing refers to the procedures performed each day while using the Order/Invoice Processing module, such as entering orders/invoices, issuing credits, creating quotes, releasing orders, running registers, and so forth. Because the system is designed to accommodate a wide variety of sales situations, its use depends on the type of business your company operates. Order entry may be used in several ways: interactively, as when a salesperson enters a telephone order; in batches, as for orders and purchase orders received in the mail; or onestep entry, such as a sale that is filled on the spot rather than picked in the warehouse. Each of these types of orders may be handled either as a cash sale, in which payment is received when the order is filled, or as an open account sale, for which an invoice is created. Invoice entry is used to create a one-step invoice for which an order does not exist, to bill an existing open account order that just shipped, or to record the cash receipt of a shipped cash sale. To audit the flow of daily processing, several reports are available that can give you the status of customer accounts or inventory items, shipping schedules, price inquiries, order details, etc. These reports may be printed at any time. Entering Orders/Invoices When you use the Order Entry task to create a customer order, the ordered items are flagged as committed if their scheduled shipping dates fall within a parameterized commitment window. A pick list is generated that can be printed when you finish entering the order, or added to a batch of orders for printing at a later time. In addition, when you enter an order for an open account customer, the customer s available credit amount is reduced by the dollar value of the committed items. Orders can be automatically converted to invoices. One-step or direct processing is most often used for over-the-counter transactions filled at the point of sale, sales recorded after the fact, or similar transactions. Picking lists are not Flow of Processing 3-1

58 needed. When such a transaction is desired for a cash or credit sale, the Order Entry task is bypassed and the Invoice Entry task is used in its place. Use the Order Entry task to process cash sales in a mail order or other similar sales environment in which cash, check, or credit card payment accompanies the order. Use the Invoice Entry task to invoice existing open account orders already picked and shipped, or to record cash receipts after cash orders are shipped. See the Operations section for instructions on using these tasks. NOTE: If you have a standard cash customer account number, you may use this number to record all cash sales. This may not be desirable, however, if you want to track customer information for sales reporting and promotional purposes. Entering Unique Orders The Order/Invoice Processing module is capable of creating orders and invoices using historical information from previous invoices. You can also create credit memos for customers or quotes that can later be converted to orders. Creating an Order From a Historical Invoice If a customer wishes to place an order/invoice that is the same as or very similar to a previous order, you can create a new order by copying a historical invoice. When you duplicate a historical invoice, a new order/invoice is created with the same contents as the historical invoice but with a new order/invoice number. You can modify the order/invoice as needed. To create an order/invoice from a historical invoice, select the Order Entry or Invoice Entry task and press F3 in the Order field; select Invoice History as your search method. Use Invoice Number, Order Number, or Keyword to find the invoice. Invoices matching your search method and their invoice number, type, order date, order number, total value, and so forth, are displayed. Scroll through the list and select the desired invoice. Once selected, the invoice s detail lines are displayed. Press Return to select a detail line or F1 to restart the search. The system issues the prompt: Duplicate Or Credit This Invoice? Enter D to duplicate the invoice. Enter C to create a credit memo. See Creating a Credit Memo From a Historical Invoice. Press F4 to return to the Order field. 3-2 Order/Invoice Processing

59 Creating a Credit Memo From a Historical Invoice A credit memo may be issued to a customer for a returned product, damaged goods, items lost by the shipper, etc. To create a credit memo from a historical invoice, use the Invoice Entry task and follow the steps outlined previously for Creating an Order From a Historical Invoice. The selected invoice creates a credit memo with the same contents as the historical invoice. If no modifications are made to the credit memo, credit is issued for all items on the invoice, and all inventory items are automatically returned to stock. Returned items are automatically returned to stock during the Sales Register update. Credit memos may be printed individually or in batch with the Invoice Printing task. When they are printed in batch, there is no way to distinguish them from the other invoices unless you identify them when they are created. Identify the memo using one of the following procedures: a) Enter 99 (for a manual entry) in the Ship-To field and enter Credit Memo in the first Ship-To Address field. b) Enter CreditMemo in the PO Number field. c) Create an M detail line and enter Credit Memo as the text for the message line. NOTE: The numbers assigned to credit memos are from the same sequence as invoice numbers. There are no separate numbering systems. If you do not want credit issued for all items on the invoice, delete or modify the detail lines as needed. When the customer has returned only part of the order, or if some items are not returned to stock, enter the quantity of the item returned to stock as a negative number in the Order field. Repeat for each item being returned to stock. A credit memo is sometimes issued for material that cannot be returned to stock. This happens if the customer s order was damaged or lost by the shipper, if the material being returned is not a standard product, and so forth. This type of credit memo must be created with an order/invoice line code for drop ship items. If such a line code does not exist, one must be created before you can enter the memo. To issue a credit for items not returned to stock, enter a drop ship code in the C field of the item s detail line. In the Order field, enter the quantity of the item that is credited as a negative number. Repeat for each item credited but not returned to stock. Creating a Quote You can use the Order Entry task to prepare an itemized quote or bid for customers who request pricing information. Quotes can be printed individually at the completion of order entry, or with the Order/Picking List task. A quote is entered in the same manner as a standard sales order except that it is assigned a Q order type. The detail line items entered on a quote never affect Flow of Processing 3-3

60 committed quantities in the inventory masterfile. No customer credit information is affected by the entering of the quote. Once a quote is created, it remains on file in Order Entry until it is either deleted or converted to a standard type S sales order. Individual line items may be added to or deleted from a quote before or after it is converted to a standard order. To convert a quote to a standard sales order, simply recall the quote by customer and order number. After you accept the header information for the quote, the system issues the prompt: Do You Wish To Convert This Quote To An Order? Enter Yes to convert the quote. Enter No to ignore. After a quote is converted, it can be invoiced in the same manner that any standard sales order is invoiced. The order is committed based on the ship date. Reviewing Your Orders/Invoices Several reports are available for reviewing the status of open orders/invoices. These reports may be printed at any time. Open Order Detail Report Use this report to view all or selected open order items by customer, with a recap by product code. You may specify a range of customer numbers and order dates, an order taker identification code, and a salesperson code. Open orders that have been printed, open orders that have not been printed, or both may be shown. You may also choose to print open orders, open backorders, open orders on credit hold, or any combination of these. Order Status Report by Item This report shows the status of inventory items on order. Open orders are sorted in inventory item number sequence, with optional reporting by a specific product type. Dollar amount and quantity totals are provided by customer and order number, along with on-hand, committed and available quantity totals. You may print the report for all orders or for backorders only. Order Status Report by Customer Use this report to view the status of open orders by customer. Open orders are sorted in customer number sequence, with an option to print sales orders, price quotations, backorders, all orders, or any combination of orders. The order number, order date, ship date, shipping method, discount terms, and order type are included. Shipping Schedule Report This report shows all items due to be shipped, aged by an operator-defined date and number of aging days. It is used to manage future orders, generate final assembly lists, and keep shipments on schedule. You can print it in summary or detail format for a 3-4 Order/Invoice Processing

61 selected warehouse and product code. You may also choose to print open orders, quotations, backorders, orders on credit hold, all orders, or any combination of orders. Invoice Edit Report Print this report to view all invoices on file by customer number and order number range. You can list invoices created by a single person or all entry personnel; list printed invoices, unprinted invoices, or both; show orders within a particular range; and select beginning and ending customer numbers. Printing Orders/Invoices You can print orders/invoices in one of two ways: individually or in a batch. Individual orders/invoices are printed at the end of order/invoice entry as a response to the Is The Above Information Correct? prompt. Orders/invoices not printed individually are stored in a batch file and printed with the Order/Picking List and Invoice Printing tasks. Once an individual order/invoice is printed it will not print again unless the order/invoice is recalled and you select it for reprinting. Orders/invoices printed in a batch remain there until you update the file. When the batch file is updated, those orders/invoices are removed and you can only print them again by selecting them for reprinting. All printed orders should be forwarded to the warehouse to be filled. NOTE: It is important to perform batch order printing at least once each business day, regardless of whether batch orders exist, in order to print any backorders that have been generated. The Unprinted Orders option of the Open Order Detail Report may be used to audit orders before printing. If any order is not correct, return to the Order Entry task and make the necessary changes. The Unprinted Invoices option of the Invoice Edit Report may be used to audit invoices before printing. If any invoice is not correct, return to the Invoice Entry task and make the necessary changes. Batch orders are printed on plain, 8-1/2 by 11 inch, continuous form paper. The printed orders give item warehouse locations for picking the ordered items and blanks for recording the number of cartons and the shipping weights. Prices may be shown or excluded. NOTE: The Order/Picking List task only prints orders with committed items. In addition, an order that is converted to an invoice is no longer considered to exist as an order and is not printed by the Order/Picking List task. Invoices are printed on pre-printed, continuous, multi-part forms. A general message can be printed on all invoices in the batch. Invoices should be mailed to customers after printing and updating. Running the Sales Register Flow of Processing 3-5

62 Print the Sales Register at the end of each business day. The Sales Register lists all invoices updated by the Invoice Printing task since the last Sales Register update and can be printed in either customer or invoice number order. Credit memos appear on the register in a column labeled Returns. If the Cash Sales field in the Parameter Maintenance task is set to Y, a Cash Sales Register prints after the Sales Register showing all cash sales since the last update. The Cash Sales Register lists separate totals for cash, check, and charge receipts. If the Print GL Sales Detail Report field in the Parameter Maintenance task is set to Y, the Sales Register includes an audit report listing all general ledger postings by invoice line item. If desired, you may print invoices and run the Sales Register without updating any time you want to see the day s sales. This is to verify that a current, complete audit trail of your Sales Register exists before the update is performed. Check the Sales Register carefully to make sure all invoices are correct. Use the Invoice Entry task to make any necessary changes. Reprint the invoices and perform the Invoice Printing update. Reprint the Sales Register, discarding any previous copies. When there are no more errors on the Sales Register, the update may be performed. NOTE: Only invoices printed on-demand (with Invoice Entry) or printed in batch and updated (with Invoice Printing) are shown on the Sales Register. Regular updating of the Sales Register is very important because of its effects on order processing, accounts receivable, and inventory control data. The results of the Sales Register update include: The Customer Open Invoice file is updated with the customer invoice information Amounts are posted to accounts in the General Ledger Daily Detail file For shipped items, on-hand quantities in the Inventory Masterfile are relieved and committed quantities adjusted For backordered items, committed quantities in the Inventory Masterfile are updated The Sales Analysis files are updated Salesperson commission information is updated If the Backorders parameter is set to Y in the Parameter Maintenance task, backorders are generated for any partially-shipped items NOTE: Backorders retain their original order numbers. Historical invoices are saved for customers who have the Customer Inv Dtl His field in the Parameter Maintenance task set to Y If serialized/lotted inventory is in use, the Sales Register transactions are matched to the purchase transactions in the Vendor Serial/Lot History file NOTE: Only invoices printed on the Sales Register are affected by the Sales Register update. 3-6 Order/Invoice Processing

63 Committing and Releasing Future Orders When the Order Entry task is accessed, a default shipping date is requested. A shipping date based on the Average Lead Time and maintained in the Order/Invoice Processing Parameters Maintenance task is suggested by the system. The entered shipping date becomes the default for the entire batch of orders. A default commitment date is suggested by the system based on the # Days To Commit In Future parameter. This date should be the same as or later than the default Shipping Date. Stock that is not committed in order entry due to a future shipping date can be committed with the Commit and Release Future Orders task. This task commits all inventory scheduled for shipment before a selected date. The Commit and Release Future Orders task should be run daily in most businesses. If order volume is low, or if the ship date for most items falls within the commitment window, the task may be run less often. Running the Daily Detail Register If the AddonSoftware General Ledger module is installed and the Post to GL field in the System Description Maintenance task is set to Y for Order/Invoice Processing, run the Daily Detail Register and update the general ledger with all order/invoice processing and other transactions. Give all registers to your accounting department. The Daily Detail Register should be printed daily and the Daily Detail file cleared. Flow of Processing 3-7

64 Periodic Processing In addition to your normal daily order/invoice processing activities, certain functions need to be performed on a periodic basis. These periodic functions ensure that the proper reports and audit records are kept, that customer and pricing files are accurate and up to date, that files are cleared to provide additional disk space, that customer requests for pricing information are met on a timely basis, and that customer accounts are properly credited for returned or damaged goods. Tracking Customer Sales by Job Numbers If the Customer Job Numbers parameter is set to Y in the Parameter Maintenance task, you can track customer sales by job numbers. If you are a building materials supplier or other business that sells to contractors who purchase materials for multiple building sites, using this feature makes it possible to maintain separate sales records by job for each order/invoice processed. If you should need to file a lien against the property at a job site, all necessary historical information (job name and address, date of first shipment, total sales to date, date last invoiced, etc.) is immediately available. Recording a Sale by Job Number A Job # field is available during order/invoice entry when this feature is operational. If this is a new job, the remaining information, such as job address and telephone number, can be added later with the Job Number Maintenance option of the Accounts Receivable Customer Maintenance task. Customer job number information is stored in the Customer masterfile and may be recalled and/or maintained as needed. The job information, along with other Customer masterfile information, can be printed with the Hard Copy Printing option of the Accounts Receivable Customer Maintenance task. Quoting Customer Prices Use the Price Quotation Inquiry task to quickly supply your customers price information, an ideal feature for responding to telephone inquiries regarding pricing of specific items. This quick method uses information in the pricing tables and contract pricing files. Lookups are available for both customers and inventory items. Available quantities of items are displayed, as is any contract pricing if established for the customer. Use the Order Entry task to prepare printed price quotations for mailing to customers. If you receive a large volume of requests for pricing information, you may want to set aside a day a week or every two weeks to fill all requests at one time. Maintaining Pricing Tables The pricing tables should be reviewed periodically to check for items that may need updating. It may be necessary to add new items to the file, redefine the pricing method used for an item (mark-up from cost, mark-down from cost, margin over cost), or revise quantity break information. 3-8 Order/Invoice Processing

65 Maintaining Contract Pricing If you provide contract pricing to selected customers, it should reviewed periodically to verify that the information on file is accurate and up to date. It may be necessary to define contract pricing for additional items, revise the quantity break information, or extend a contract period so that a special price remains in effect for a longer time. You may also want to create contract pricing records for new customers, or review the expiration date of contract prices already established. Since any contract pricing on file for a customer automatically supersedes the pricing tables during order/invoice entry, you will want to ensure that the Contract Pricing file is reviewed on a routine, periodic basis. Flow of Processing 3-9

66 Processing Period End Several reports are available to help you determine sales by your company. Taxes required due to the sales, as well as commissions owed, are also tracked. Use the following reports to view this information. Sales Tax Report Print the Sales Tax Report. This report lists taxable sales by month for each tax code used in Order/Invoice Processing. The report shows the tax percentage, taxable sales dollars, tax amount, and gross sales amount for the period specified. The report may be printed monthly, quarterly, or whenever sales tax reporting requirements dictate. Salesperson Commission Report All the information needed to prepare sales commission checks is provided on the Salesperson Commission Report. An individual commission statement is printed for each salesperson, showing each invoice sold by the salesperson during the period. The commission statement may be based on either booked or paid invoices, and on either gross sales or gross profits. Monthly Sales Report The Monthly Sales Report is a numerical listing of all updated sales invoices retained in the system. This report may be selected by date range to print a record of invoices for a specific period of time, such as a single month. Monthly Sales Register Available in detailed or summary format, this report shows each of the month s general ledger postings generated by Order/Invoice Processing. A range of customers and invoice dates can be selected. Invoice History Report The Invoice History Report lists all or selected historical invoices. A customer number range, invoice date range, salesperson code, item number, and minimum gross profit percentage may be specified. Older invoices may be selectively purged with the Invoice History Purge task. Customer/Job Report If the Customer Job Number field in the Parameter Maintenance task is set to Y, print this report for a recap of customer sales itemized by job number. You may want to review this information periodically to check the status of outstanding payments and jobs in progress. For each customer, the report includes the customer number and name, job name, contact name, and the job description. Total dollar sales to date are shown by job, along with the preliminary lien number and date (if applicable), the first shipment date for the job site, and the date the customer was last invoiced for the job Order/Invoice Processing

67 Purging Order/Invoice Processing Information Purging Customer Job Information You can purge customer job information manually at any time, or automatically with the Accounts Receivable Period End Update. For a job to be purged during period end, the Retain field in the Job Number Maintenance option of the Accounts Receivable Customer Maintenance task must be set to N. And within the Order/Invoice Processing, the last invoiced date must be older than the date calculated using the Months To Retain Jobs field in the Parameter Maintenance task and the period ending date. It is recommended that you print the Order/Invoice Processing Customer/Job Report before running the Accounts Receivable Period End Update. Purging Sales Tax Records If desired, purge obsolete records accumulated in the sales tax file, using the Sales Tax History Purge task. You may specify a date through which sales tax information is purged. It is recommended that you print a Sales Tax Report for the periods being purged, as a permanent record of the information. Purging Commission Information Commission information no longer needed should be purged from the system periodically with the Commission File Purge task. You may specify a cut-off date for the purge. Commission information is deleted for invoices dated on or before the cut-off date. NOTE: Prior to version 6.0, commission data was maintained with the monthly sales records; only zero balance invoices were purged. Since 6.0, commission data is retained separately and the purge no longer checks for zero balance invoices. Purging Invoice History The Invoice History Purge task enables you to retain a given number of historical invoices for each customer, or to specify a cut-off date for the purge. The task purges historical invoice data used by the Monthly Sales Report, Monthly Sales Register, Invoice History Report, Customer Maintenance Invoice History Inquiry, and the SpeedSearch Customer Invoice History. Invoice history may be purged for all or selected customers. Flow of Processing 3-11

68 Processing Checklist Daily Processing Enter Orders/Invoices Print Orders/Invoices Enter Credit Memos Print Credit Memos Print Sales Register/Update Commit and Release Future Orders Print Daily Detail Register/Update Period-End Processing Track Customer/Job Sales Print Customer Price Quotations Maintain Pricing Tables Maintain Contract Pricing Print Sales Tax Report Print Salesperson Commission Report Print Monthly Sales Report Print Monthly Sales Register Print Invoice History Report Print Customer/Job Report Purge Customer/Job Information Purge Sales Tax Records Purge Commission File Purge Invoice History 3-12 Order/Invoice Processing

69 Operations Overview The Operations section contains descriptions of the Order/Invoice Processing tasks. A sample of each screen is shown, each field is described, and the operation of each task is explained. Use this section as a reference when using the module. Examples of the reports and registers generated by these tasks appear in Appendix A. For a complete understanding of the Order/Invoice Processing module, study the Introduction, Installation, and Flow of Processing sections in conjunction with the Operations section. Also, because the Order/Invoice Processing module is integrated closely with the Inventory Control and Sales Analysis modules, many of the features described here are more meaningful when used in conjunction with those modules. The tasks in this section are organized according to their order of appearance on the menu in a standard installation of the software. Because you can customize AddonSoftware menus, the appearance and function of your Order/Invoice Processing module may vary slightly from the descriptions in the manual. For instructions on how to use menus in the AddonSoftware system, refer to the AddonSoftware Administrator manual. Operations 4-1

70 About the Order/Invoice Processing Tasks Tasks in Order/Invoice Processing are grouped into areas of operation. Common tasks, such as order and invoice entries, are stand-alone tasks accessed directly from the main menu; tasks that work in concert with one another, such as period-end processing tasks or maintenance tasks, are accessed through a sub- menu off the main menu. 4-2 Order/Invoice Processing

71 Order/Invoice Processing Menu Order/Invoice Processing Menu Function The main menu provides access to all the tasks of the Order/Invoice Processing module, including subsidiary menus. With those tasks you can enter orders/invoices, run reports on the status of your orders, determine price breaks, and so forth. To access this menu... Select Order/Invoice Processing from the AddonSoftware Main Menu. Operations 4-3

72 4-4 Order/Invoice Processing Menu

73 Order Entry Order Entry Function Use this task to enter the information necessary to generate a customer sales order, locate an existing order, or create an itemized quotation or bid. Orders are retained in the order entry file until they are shipped and invoiced and the sales register update is performed. Historical invoices are maintained until purged. When you finish entering the order, a pick list can be printed from this task. See Appendix A, pages 5-3 & 5-4, for samples of the list. To access this task... Select Order Entry from the Order/Invoice Processing Menu. Operations 4-5

74 About the Fields With this task you have instant access to critical data while entering customer orders. Information windows open to show customer credit status details, inventory item availability, customer-specific price tables, and item comments. Whenever a customer with a potential credit problem places an order, the system issues a warning. The Order Entry screen is divided into three sections. In the upper section (header) fields you enter customer information, including name, billing address, shipping address, and order number. In most cases, this information is automatically retrieved from the Accounts Receivable customer files. The middle section (ribbon) fields contain default codes set up in the Order/Invoice Maintenance tasks. These codes can be overridden if desired. In the lower section (detail) fields you enter item details and additional customer/credit information. Depending on the type of order you select, the fields appearing in this section can change. You must return to the upper section and the Customer field in order to exit the task. When you first access this task the fields for entering default dates appear. In the Default Scheduled Ship Date This Entry field... Enter the default date for shipping. Press Return to accept the default. The default is the current date plus any amount entered in the Average Lead Time field of the Parameter Maintenance task. Press F4 to return to the Order/Invoice Processing Menu. The entered date applies to all orders you process in this batch. In the Inventory Will Be Committed If Scheduled To Ship Before field... Enter the default commitment date. Press Return to select the default. The default is the current date plus any amount entered in the # Of Days To Commit In Future field of the Parameter Maintenance task. The decision to commit inventory is based upon the item s scheduled shipping date and the commitment date. If the scheduled shipping date falls on or before the commitment date, the inventory items are committed and displayed on the picking list for the order. Otherwise, stock remains uncommitted until the order is selected in the Commit and Release Future Orders task, or items are individually committed in the Order Entry and Invoice Entry tasks. A committed item remains committed until it is invoiced and the invoice is updated, or until the applicable line item (or entire order) is deleted or uncommitted in the Order Entry and Invoice Entry tasks. In the Customer field... Enter a customer number. Press F1 to toggle to the invoice entry screen. See the Invoice Entry task. 4-6 Order Entry

75 Press F2 to create a new customer with the next available customer number. See Creating a New Customer. Press F3 to select from a list of customer numbers. See Entering an Order following Creating a New Customer. Enter C to select the number entered in the Standard Cash Customer Number field of the Parameter Maintenance task (when the Cash Sales parameter is set to Y). Order entry continues from the Order field. See Entering an Order following Creating a New Customer. Press F4 to return to the Order/Invoice Processing Menu. When you enter an existing customer, their name, address, and aging information is displayed. If the Display Credit Info In Order Entry field in the Accounts Receivable Credit Management Parameters task is set to A, the Customer Credit Status window automatically appears showing the customer s credit limit, the amounts used for open orders/invoices, backorders, and remaining credit. The window also shows if the customer is on credit hold. After you close the Customer Credit Status window, any comments associated with the customer are displayed and order entry continues from the Order field. Press Return to continue order entry. See Entering an Order following Creating a New Customer. If the Display Credit Info In Order Entry field in the Accounts Receivable Credit Management Parameters task is set to R, the Customer Credit Status window does not display automatically but you can still access it by pressing F2 from the Order field. Creating a New Customer A unique feature of the Order/Invoice Processing module enables you to directly access the Accounts Receivable customer masterfile during order entry to create a new customer. Both temporary and permanent customers can be created. A temporary customer is deleted during the Accounts Receivable Period End Update after all invoices for the customer have been paid. When a customer is created through the Order Entry task, only basic information is requested in order to accelerate the order entry process. The remaining information such as contact person, business resale number, credit limit, alternate shipping addresses, etc., can be added later with the Accounts Receivable Customer Maintenance task. Operations 4-7

76 NOTE: If the Accounts Receivable Credit Management system is in use and the Auto Hold All New Customers parameter is set to Y in the Credit Management task, the addition of a new customer automatically generates an entry in the Credit Manager s Review and Release task. When you press F2 in the Customer field, the system issues the prompt: Do You Wish To Create A New Customer? Enter Y to process an order for a new customer. The next available customer number is assigned to the customer. Enter N to return to the Customer field. In the Bill field... Enter 1 to 30 characters for the name of the customer billed for the order. In the Bill-To field... Enter up to three lines of 24 characters each for the billing address. In the Zip/Postal field... Enter 5 to 9 characters for the customer s zip/postal code. In the Alpha Search Key field... Enter 1 to 10 characters as a key in searching for this customer during a lookup. Press F1 to select the customer s last name. Press Return to accept the default of the first 10 characters entered in the Bill field. In the Retain field... Enter Y to create a permanent customer in the Accounts Receivable customer masterfile. Enter N to create a temporary customer who is deleted when the invoice is removed. In the Pricing Code field... Enter a valid pricing code. Press F1 for none. Press F3 to select from a list of pricing codes. 4-8 Order Entry

77 In the Customer Type field... Enter a customer type. Press F3 to select from a list of customer types. In the Phone # field... Enter the customer s phone number with area code. NOTE: The system automatically formats the phone number. Do not enter spaces or punctuation. After you enter the phone number the system displays defaults for the remaining codes required by the customer masterfile. You can accept the defaults or access the code fields one at a time to manually and selectively override data. Press F4 to view the remaining code fields and their defaults. Press Return to access the fields one at a time. When you press F4 to view the defaults the system issues the prompt: Is The Above Information Correct? Enter Y to accept the information and access the Order field. Enter N to make changes to the fields. Enter Delete to remove the information and return to the Customer field. In the Sale Discount field... Enter a valid discount code. Press F3 to select from a list of discount codes. Press Return to accept the default from the Accounts Receivable Customer Maintenance task Profile Maintenance option. The sales discount code applies to an overall discount for the order when it is invoiced. In the Territory field... Enter a valid territory code. Press F3 to select from a list of territory codes. Operations 4-9

78 Press Return to accept the default from the Accounts Receivable Customer Maintenance task Profile Maintenance option. The territory code generates information for the Sales Analysis reports. In the Salesperson field... Enter a valid salesperson code. Press F3 to select from a list of salesperson codes. Press Return to accept the default from the Accounts Receivable Customer Maintenance task Profile Maintenance option. The salesperson code generates information for the Sales Analysis reports and the Salesperson Commission Report. In the Tax Code field... Enter a valid tax code. Press F3 to select from a list of tax codes. Press Return to accept the default from the Accounts Receivable Customer Maintenance task Profile Maintenance option. The tax code performs automatic sales tax calculation during the invoice update process. In the Terms Code field... Enter a valid terms code. Press F3 to select from a list of terms codes. Press Return to accept the default from the Accounts Receivable Customer Maintenance task Profile Maintenance option. The terms code automatically calculates the invoice due date, the discount due date, and the discount amount (if applicable) for the invoice during the invoice update process Order Entry

79 In the Distribution field... Enter a valid distribution code. Press F3 to select from a list of distribution codes. Press Return to accept the default from the Accounts Receivable Customer Maintenance task Profile Maintenance option. The distribution code specifies the general ledger account(s) posted when the invoice for the order is updated. In the Cust Inv Dtl His field... Enter Y to keep invoice detail history for this customer. Enter N to ignore. When you finish making entries to the fields the system issues the Is The Above Information Correct? prompt again. Once the new customer information is accepted, all code fields are removed from the screen and the Order field is accessed. Entering an Order In the Order field... Press F1 to create a new order with the next available order number. Press F2 to view credit information about the customer. This response is available when the Display Credit Info In Order Entry field of the Accounts Receivable Credit Management Parameters task is set to R. Press F3 to select from a list of order numbers. Press Return to select the next order on record. Press F4 to return to the Customer field. When you enter the number of an existing order, all associated information is displayed and the system issues the prompt: Is This The Correct Order? Enter Y to accept the order and access the Ship-To field. Enter N to return to the Order field. Enter Reprint to add a previously printed order to the next print batch. When an order is printed it is removed from the print batch. This response enables you to reselect the order for printing. Operations 4-11

80 If you select Reprint as your response to the previous prompt, the system issues another: This Order Will Be Printed In The Next Batch Press Return to add the order to the print batch and continue order entry. If you select an order being worked on by someone else the system issues the prompt: Warning: Order Is Locked Press Return to retry. Press F4 to access the Order field again. If you select an order which is a quote, the system issues the prompt: Do You Wish To Convert This Quote To An Order? Enter Yes to convert the quote to a sales order. Once converted, a sales order may not be converted back to a quote. Enter No to ignore. In the Ship-To field... Press F1 to create a new ship-to master address. Press F2 to return to the Order field. Press F3 to select from a list of ship-to addresses. Enter 99 to create a temporary ship-to address. Press Return if the bill-to and ship-to addresses are the same. Press F4 to exit the header section. In the Ship field... This field is accessible when you enter F1 or 99 in the Ship-To field. Enter 1 to 30 characters for the ship-to name. In the Ship-To Address field... This field is accessible when you enter F1 or 99 in the Ship-To field. Enter up to three lines of 24 characters each for the ship-to address. In the Zip/Postal field Order Entry

81 This field is accessible when you enter F1 or 99 in the Ship-To field. Enter 5 to 9 characters for the ship-to zip/postal code. In the Contact field... This field is accessible when you enter F1 in the Ship-To field. Enter 1 to 20 characters for a contact name. In the Telephone field... This field is accessible when you enter F1 in the Ship-To field. Enter the customer phone number with area code. NOTE: The system automatically formats the phone number. Do not enter spaces or punctuation. In the Ext field... This field is accessible when you enter F1 in the Ship-To field. Enter 1 to 4 characters for a telephone extension. In the Salesperson field... This field is accessible when you enter F1 in the Ship-To field. Enter the salesperson code. Press F3 to select from a list of salesperson codes. In the Territory field... This field is accessible when you enter F1 in the Ship-To field. Enter a territory code. Press F3 to select from a list of territory codes. In the Tax Code field... This field is accessible when you enter F1 in the Ship-To field. Enter a tax code for the territory. Press F3 to select from a list of tax codes. Operations 4-13

82 When you finish entering new ship-to information the system issues the prompt: Is The Above Ship-To Data Correct? Enter Y to continue with order entry. Enter N to make changes to the fields. Enter Delete to remove the information and return to the Ship-To field. In the By field... Enter 1 to 3 characters to identify the person creating the order. Press Return to accept the default of the user ID. The system issues the prompt: Is The Heading Info Correct? Enter Y to accept the heading information. Enter N to make changes to the fields. Enter Delete to remove the information and return to the Customer field. When you accept the header information the system displays the order entry code defaults for this customer in the lower section of the screen. These defaults were established in the Accounts Receivable, Inventory Control, and Order/Invoice Processing maintenance tasks and can be overridden if desired. In the Ord Typ field... Enter S if the order is a standard sales type. Enter Q if the order is a quote. See Creating a Quote in the Flow of Processing section. Press Return to accept the default. Press F4 to accept the Ord Typ default and all remaining defaults in the ribbon code fields. Use a standard sales order to record information necessary for processing, shipping, and invoicing an order. Use a quote to produce an itemized quotation or bid containing the same information as that of a sales order. The quote may be printed and given to the customer and later converted to a sales order if desired. Until you reach the detail line entry process of order entry, you can change an order type from S to Q (or vice versa) without any restrictions. When recalling an existing order or 4-14 Order Entry

83 backing up to the Ord Typ field from detail line entry, you can convert from Q to S, but it is not possible to change from S to Q. If this is necessary, the order must be deleted and reentered. When you press F4 to accept the code field defaults the system issues the prompt: Is The Ribbon Information Correct? Enter Y to accept the information and advance to detail line entry. Enter N to make changes to the fields. Enter a field number to access that field directly. Press F2 to return to the header section. In the Ord Date field... Enter the date of the order. Press Return to accept the default. In the Ship Date field... Enter the shipping date. Press Return to accept the default. In the Job # field... This field is available when the Customer Job Numbers field in Parameter Maintenance is set to Y. Enter a valid job number. Press F1 to select a new job number. Press F3 to select from a list of job numbers. Press Return to ignore. Job numbers are used for tracking customer sales by job. See the Flow of Processing section for more information. In the Job Description field... This field is available when you press F1 in the Job # field. Enter 1 to 27 characters for a description of the job. Press F2 to return to the Job # field. Operations 4-15

84 Press Return to leave blank. When you enter a new job number and description the system issues the prompt: Is This Job Information Correct? Enter Y to accept the job number and description. Enter N to make changes to the job fields. In the PO Number field... Enter 1 to 10 characters for a purchase order number. Press Return to leave blank. In the Ship Via field... Enter the shipping means. Press Return to accept the default. In the Sd Cd field... Enter a sales discount code. Press F3 to select from a list of discount codes. Press Return to accept the default. In the Tr Cd field... Enter a terms code. Press F3 to select from a list of terms codes. Press Return to accept the default. In the Ds Cd field... Enter a distribution code. Press F3 to select from a list of distribution codes. Press Return to accept the default. In the Sls Psn field... Enter a salesperson code Order Entry

85 Press F3 to select from a list of salesperson codes. Press Return to accept the default. In the Ms Cd field... Enter a standard message code. Press F3 to select from a list of message codes. Press Return to accept the default from the Accounts Receivable Customer Maintenance task Profile Maintenance option. This code identifies a standard message to print on the order. In the Ter Cd field... Enter a territory code. Press F3 to select from a list of territory codes. Press Return to accept the default. In the Tx Cd field... Enter a tax code. Press F3 to select from a list of tax codes. Press Return to accept the default. In the Lp Cd field... Enter a list price code. Press Return to accept the default of the current price. This code determines whether the current list prices from the inventory masterfile or the prior list prices are charged on this order. If the prior list prices are used, enter the prior list price code from the Inventory Item Maintenance task Warehouse Information option. If any code other than the correct prior list price code is entered, current list prices are used. When you finish making entries to the fields the system issues the Is The Ribbon Information Correct? prompt again. After you enter Y as your response the item detail entry section appears. If you entered C for a cash sale in the Customer field, the system issues the prompt: Enter Customer Pricing Code Enter the pricing code. Operations 4-17

86 Press F3 to select from a list of pricing codes. Press Return to accept the default. If you are accessing an existing order the item detail lines display. A Total field at the top of the detail section displays the total amount of the order and a running total when new line items are added. Press Return to scroll through several screens of detail lines. At the end of the order detail lines the system issues the prompt: Is The Above Information Correct? Enter Y to accept the detail line items. Enter N to continue with detail line item entry. Enter R to review the detail lines one at a time. Enter L to review the detail lines screen by screen. Enter the sequence number of a detail line to access that line directly. Enter Invoice if you want to convert the order to an invoice without printing a pick list. The system issues a confirmation prompt. Press F2 to make changes to the ribbon section. Enter Delete to remove the order. If the Minimum Order Amount parameter is set for a particular amount and this order falls under it, the system issues the prompt: Total Order Amount Is Less Than $XX Where XX is the amount of the minimum order. Enter Y to continue. Enter N to return to the Is The Above Information Correct? prompt again. If the Accounts Receivable Credit Management system is installed, the Customer Credit Status and Credit Action windows are displayed. See Using the Credit Management Windows following the field descriptions. In the Seq field... If the Skip Line Code Entry parameter is set to Y in the Parameter Maintenance task, this field is skipped during the input process. Use the F2 key to back up to the field if you want to make changes. Enter a sequence number Order Entry

87 Press Return to accept the default. In the C field... If the Skip Line Code Entry parameter is set to Y in the Parameter Maintenance task, this field is skipped during the input process. Use the F2 key to back up to the field if you want to make changes. Enter a line code. Press F3 to select from a list of line codes. Press Return to accept the default. Different line types are assigned to line codes. Depending on the type assigned to the selected line code, accessibility to the remaining fields in the detail line differs. See the Installation section for more information on line code types. Standard, non-stock, and special distribution items may be drop shipped. Drop shipped items receive treatment identical to other ordered items, with the exception that they do not cause inventory to be committed or relieved from the inventory masterfile. Before an item can be drop shipped, one or more drop ship line codes must be established in the Line Code Maintenance task. NOTE: If you create an order of all N types, the order can only be printed from this task; it will not be part of the batch printing of pick lists. However, this item prints in batch printing if other items appear on the order. If the Warehouse Entry Required For Drop Ship parameter is set to Y in the Parameter Maintenance task, the cursor stops at the Wh field for entry of a warehouse code. If the Enter Cost For Drop Ship parameter is set to Y in the Parameter Maintenance task, the cursor stops at the Cost field for entry of the item cost. In the Type field... This field is available for N line code types. Enter a product type. Press F3 to select from a list of product types. In the Wh field... Enter a valid warehouse code. Press F3 to select from a list of warehouse codes. In the Description field... Operations 4-19

88 This field is available for N and M line code types. Enter 1 to 40 characters for a message to print on the order. In the Cost field... This field is available for N or drop ship line code types. Enter the cost per unit. Press Return to accept the default. (Drop ship only; from the Inventory masterfile.) In the Item Number field... Enter a valid item number. Press F3 to select from a list of item numbers. A description of the item displays. In the Order field... Enter the quantity of the order. Press F1 to view item comments. Press F3 to view item availability at all warehouses. When you access the Order field, the item availability at your selected warehouse displays at the bottom of the screen. If the amount of the order causes the customer to go over their credit limit, the system issues the prompt: Warning: Credit Limit Exceeded Press Return to continue. The words Credit Limit display next to the running Total field as a reminder. In the Price field... This field automatically displays the price of the item for S line code types. You can access the field by using the F2 key from the Line End field. Enter the list price of the item. Press F1 to return a list price to its original amount. A list price can be changed by backing up to the field with the F2 key or from within the Additional Options window. A changed list price is evident by the dimmed display of the amount. There are several pricing methods from which a price is automatically entered in this field Order Entry

89 a. If a valid prior list price code was entered in the Lp Cd field of the ribbon section, the prior list prices are used. b. If contract prices are currently in force for the customer, the contract prices are used. c. If a pricing table was established for the customer s assigned price code in combination with the class of the inventory item, the pricing table prices are used. (The customer s assigned price code is displayed to the left of the bill-to address.) d. If none of the previous applies, the current prices from the Inventory Item Maintenance task are used. e. If none of the previous applies and the current price of an entered item is zero, the price must be manually entered. In the B/O field... This field automatically displays the quantity of any backorders but can be accessed when using the F2 key from the Line End field. Enter the amount of any back order. In the Ship field... This field can be accessed when using the F2 key in the Line End field. Enter the amount to ship. In the Extension field... This field is accessible for O line code types. Otherwise, it displays the extended price of the Order times the Price times the Ship. Enter the amount for this line. In the Line End field... Press F1 to access additional options. See Utilizing Additional Options following the order entry field descriptions. Press F2 to back through the fields. Press F3 to enter serial/lot number sequences. See Entering Serial/Lot Numbers following the order entry field descriptions. Enter D to remove the line detail. Press Return to accept the line detail. When you finish making detail line entries to the order, press F4 from the Wh field. The system issues the Is The Above Information Correct? prompt again. Once you accept the order as correct you have several options: Operations 4-21

90 Press Return to move to the Customer field and continue order entry. Press F1 to print a pick list for the order. Press F2 to access the detail lines again. Press F3 to select a printer. If you press F1 to print the pick list the system issues the prompt: Do You Wish To Print Prices On The Picking List? Enter Yes to print the order with prices. Enter No to print the order without prices. Items shipped from the default warehouse are the only items printed on the pick list. If the order is shipped complete from the default warehouse, the order is flagged as printed. If the order contains items shipped from another warehouse, that portion of the order is included in the next batch printing of orders for that warehouse. The order is flagged as printed only after all items on the order have been printed. Once an order is flagged as printed, it is not included in any subsequent batch printing of orders unless you select it for reprinting. Using the Credit Management Windows If the Credit Management system is installed, the Customer Credit Status window is displayed before you exit an order. If a problem exists with the customer s credit status, the Credit Action window is also displayed. This same window is also used to resolve minimum order issues. Enter 1 to hold the order. Enter 2 to hold all future orders. Enter 3 to release the order. Enter 4 to delete the order. Whenever option 2 or 3 is selected and a password is required to make changes to a customer s credit status, the Enter Password field is displayed Order Entry

91 In the Enter Password field... Enter the password from the Accounts Receivable Credit Management Parameters task. You are afforded three attempts to enter the correct password. If the correct password is not entered, you are returned to the Credit Action window. When you select option 3 (and enter any required password), the system displays the current terms for this customer and issues the prompt: Enter New Terms Press Return to keep the same terms. Press F3 to select from a list of terms. When you select option 4 as your response the system issues the prompt: Confirmation Required Delete This Order? Enter Yes to delete this order. Enter No to return to the Credit Action window. You are returned to the Customer field after credit action is taken. Operations 4-23

92 Utilizing Additional Options When you press F1 from the Line End field, the Additional Options window appears. Within this window you can make changes to the detail line which adjust the list price by dollar amount or discount amount, change ship date, items, and so forth. In the List Price field... Enter an amount to override the list price in the detail line. Press Return to accept the current amount. In the Discount % field... Enter a percentage to decrease or increase the list price. Press Return to leave blank. Use this field to enter a discount percentage or to change the discount percentage set up in pricing tables or contract pricing tables. Discount Percentage Example If you enter 10, the amount is the list price minus ten percent. In the Net Price field... Display only. Shows the net price for the item. List price minus the discount percentage equals the net price. This amount displays in the Price field on the order. In the Ship Date field... Enter a new ship date. Press Return to accept the default. Individually scheduled ship dates for each line item may be used when entering blanket orders. Blanket orders are those in which a customer places an order for products that are to be shipped on more than one date. In the Committed field... Enter Y to commit the items to the order. Enter N if the items should not be committed, regardless of the scheduled shipping date. If a line item is committed with this field, the Ship quantity is set equal to the Order quantity. If the line item is uncommitted, the B/O quantity, Ship quantity, and Extension amount are set to zero. If you are removing a commitment for a priced message line, the Extension amount is saved as the Item Price before it is zeroed. When the priced message line is re Order Entry

93 committed, the Extension amount is restored from the item price and the Item Price is zeroed. In the Man l Price field... Display only. Shows if the price was manually set or set by default. In the Prnt d field... Display only. Shows if this detail line has been printed. When you finish working in the Additional Options window, press Return to accept the changes for the detail line and return to the Line End field, or press F2 to make changes to the Additional Options fields. Entering Serial/Lot Numbers If you enter a serial/lot number item, you can press F3 from the Line End field to access additional fields for entering serial/lot number information. In the Serialized/Lotted Sequence Number field... Enter a sequence number. Press Return to select the next available sequence number. In the Serial/Lot # field... Enter a serial/lot number. In the Qty Ordered field... This field is available when you are entering a lotted item. Enter the quantity of items assigned the lot number. As each serial/lot number line is completed, press Return to accept, or enter D to delete. If you attempt to leave the serial/lot number entry before assigning numbers for the quantity ordered, the system issues the prompt: Warning: XX Serial/Lot #s Assigned. Total Ordered Is XXX. Where XX is the amount assigned and XXX is the total amount requiring assignment. Press Return to access the Serial/Lot Sequence field again. The amount you enter creates a new amount for the Ship field. Any amount not assigned a serial/lot number during this process is automatically placed on back order and displayed as such in the B/O field. Operations 4-25

94 When all items in the detail line are assigned numbers the system issues the prompt: Is The Serial/Lot # Information Correct? Enter Y to accept the information. Enter N to access the Serialized/Lotted Sequence Number field. Enter R to review the serial/lot lines one at a time. Enter L to review the serial/lot lines screen by screen. Enter Delete to remove the serial/lot number information. All items are placed on backorder Order Entry

95 Order/Picking List Order/Picking List Function Use this task to print orders, backorders, and quotes created with the Order Entry task in a batch. Picking lists can be printed for a single warehouse or for all warehouses. Printing of price information is optional. See Appendix A, pages 5-3 & 5-4, for samples of the list. To access this task... Select Order/Picking List from the Order/Invoice Processing Menu. Operations 4-27

96 About the Fields You can choose to print prices on the pick lists or keep them confidential. The Restart field enables you to restart printing from a selected customer number in case of a paper jam or interruption of another kind. In the Print Prices field... Enter Y to print the prices of the items on the pick list. Enter N to print the pick list without prices. Press F4 to return to the Order/Invoice Processing Menu. In the Restart field... Enter Y to restart printing. Enter N to ignore. In the Customer Number field... This field is available when you enter Y in the Restart field. Enter a customer number from which to restart printing. Press F3 to select from a list of customer numbers. In the Selected Warehouse field... Enter a warehouse number. Press F1 to print a pick list for all warehouses. Press F3 to select from a list of warehouse numbers. Press Return to accept the default. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the pick list. Enter N to make changes to the fields. Press F4 to return to the Order/Invoice Processing Menu without printing Order/Packing List

97 Printing When you select Y at the Is The Above Information Correct? prompt, all unprocessed orders for the selected warehouse(s) print. As the pick list prints, order numbers display to show its progress. Pick lists are sorted and printed by customer number. Order/picking lists show item warehouse locations for picking the ordered items and write-in blanks for recording total cartons and shipping weight. The picking list can print on plain 8-1/2 by 11 paper pre-printed order forms are not required. The printing format is the same for batch printing as that used for single orders in the Order Entry task. Normally, only committed items in a warehouse print on a pick list. However, if you have both committed and non-committed items on the order, all items print regardless of the commitment date. If a non-committed item is printed on the list, the date for shipping the item is also printed. NOTE: If you create an order of all N types, the order can only be printed from the Order Entry task; it will not be part of the batch printing of pick lists. However, N type items print in batch printing if other items appear on the order. If a single warehouse is selected, only those line items shipped from the selected warehouse print on the pick list. An order is not considered printed complete until all applicable warehouses have been selected. In a multiple warehouse environment, orders may contain items from a single warehouse only or from multiple warehouses. Once an order has been printed and updated it cannot be printed again unless you select it for reprinting in the Order Entry task. When printing is complete, the system issues the prompt: Are You Ready To Update The Order/Picking List? Enter Yes to update the print files. Enter No to ignore. Updating As information is updated, order numbers display on the screen to show the progress of the update. When you update the pick list, all committed line items on orders printed in the current batch are flagged as printed. An item flagged as printed does not print again unless a reprint is requested in the Order Entry task. Operations 4-29

98 Open Order Detail Report Open Order Detail Report Function Use this report for auditing, reviewing, or analyzing your open orders. You can specify a range of customer numbers and order dates, an order taker identification code, and a salesperson code. The report shows the selected orders by customer, with a recap by product code. See Appendix A, pages 5-5 & 5-6, for samples of the report. To access this task... Select Open Order Detail Report from the Order/Invoice Processing Menu Open Order Detail Report

99 About the Fields The fields provide a variety of printing selections. You can choose to print open orders, open backorders, open orders on credit hold, or any combination of these. You can also select previously printed orders, only those that haven t been printed, or both. In the Beginning Customer field... Enter the number of the first customer to print on the report. Press F1 to select the first customer number on record. Press F3 to select from a list of customer numbers. Press F4 to return to the Order/Invoice Processing Menu. In the Ending Customer field... Enter the number of the last customer to print on the report. Press F1 to select the last customer number on record. Press F3 to select from a list of customer numbers. In the Beginning Order Date field... Enter the first date to show on the report. Press F1 to select the first date on record. In the Ending Order Date field... Enter the last date to show on the report. Press F1 to select the last date on record. In the Order Entered By field... Enter 3 characters to print reports of orders taken by a particular person. Press F1 to select all. In the Salesperson field... Enter a valid salesperson code. Press F1 to select all. Press F3 to select from a list of salesperson codes. Operations 4-31

100 In the Order Print Status field... Enter P to comprise a report of previously printed open orders only. Enter U to comprise a report of unprinted open orders only. Enter A to print both. In the Option field... Enter O to print a report detailing open orders. Enter Q to print a report detailing open quotes. Enter B to print a report detailing open backorders. Enter C to print a report detailing orders on credit hold. Orders released from credit hold are labeled with an R and printed with open orders. Enter any combination of the above. Press F1 to select all. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Press F4 to return to the Order/Invoice Processing Menu without printing. Printing As the report prints, customer and order numbers display to show its progress Open Order Detail Report

101 Order Status Report By Customer Order Status Report By Customer Function Use this report to list all open orders in customer number sequence, with the option to print only open orders, quotations, backorders, open orders on credit hold, or any combination of these. Information provided for each order includes the order number, order date, ship date, shipping method, discount terms, and order type. See Appendix A, page 5-7, for a sample of the report. To access this task... Select Order Status Report By Customer from the Order/Invoice Processing Menu. Operations 4-33

102 About the Fields In the Option field... Enter O to print a report on the status of open orders. Enter Q to print a report on the status of quotes. Enter B to print a report on the status of backorders. Enter C to print a report on the status of orders on credit hold. Orders released from credit hold are labeled with an R and printed with open orders. Enter any combination of the above. Press F1 to select all. When you finish making entry to the field the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make a change to the field. Press F4 to return to the Order/Invoice Processing Menu without printing. Printing As the report prints, customer and order numbers display to show its progress Order Status Report by Customer

103 Order Status Report By Item Order Status Report By Item Function Use this report to print all open orders sorted in inventory item number sequence, with optional reporting by a specific product type. For each item reported, dollar amount and quantity totals are provided by customer and order number, along with on-hand, committed, and available quantity totals. See Appendix A, page 5-8, for a sample of the report. To access this task... Select Order Status Report By Item from the Order/Invoice Processing Menu. Operations 4-35

104 About the Fields Enter information in the fields to print the report for all different order types, for specific product types, and/or for particular warehouses. You can print a report of only open orders, quotations, backorders, open orders on credit hold, or any combination of these. You can also select an option to print the report summarizing dollars and quantity sold by item with no breakdown by customer and order. In the Product Type field... Enter a valid product type. Press F1 to select all. Press F3 to select from a list of product types. Press F4 to return to the Order/Invoice Processing Menu. In the Option field... Enter O to print a report on the status of open orders. Enter Q to print a report on the status of quotes. Enter B to print a report on the status of backorders. Enter C to print a report on the status of orders on credit hold. Orders released from credit hold are labeled with an R and printed with open orders. Enter any combination of the above. Press F1 to select all. In the Summary Or Detail field... Enter S to print a report summarized by item. Enter D to print a report detailed by order item. In the Warehouse field... Enter a valid warehouse code. Press F1 to select all. Press F3 to select from a list of warehouse codes. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report Order Status Report by Item

105 Enter N to make changes to the fields. Press F4 to return to the Order/Invoice Processing Menu without printing. Printing As the report prints, warehouse and item numbers display to show its progress. Operations 4-37

106 Shipping Schedule Report Shipping Schedule Report Function Use this report to manage future orders, generate final assembly lists, and keep shipments on schedule. It shows all items due to be shipped, aged by a defined date and number of aging days. You can print the report in summary or detail format for a selected warehouse and product code, and can print only open orders, quotations, backorders, orders on credit hold, or any combination of these. See Appendix A, page 5-9, for a sample of the report. To access this task... Select Shipping Schedule Report from the Order/Invoice Processing Menu Shipping Schedule Report

107 About the Fields In the Warehouse field... Enter a valid warehouse code. Press F1 to select all. Press F3 to select from a list of warehouse codes. In the Product Type field... Enter a valid product type. Press F1 to select all. Press F3 to select from a list of product types. Press F4 to return to the Order/Invoice Processing Menu. In the Option field... Enter O to print a report on the status of open orders. Enter Q to print a report on the status of quotes. Enter B to print a report on the status of backorders. Enter C to print a report on the status of orders on credit hold. Orders released from credit hold are labeled with an R and printed with open orders. Enter any combination of the above. Press F1 to select all. In the Summary Or Detail field... Enter S to print a report summarized by item. Enter D to print a report detailed by order item. In the Aging Date field... Enter a shipping date for the report. Press Return to accept the default of the terminal date. This date is used as a base or reference point for determining the aging periods. In the Days field... Operations 4-39

108 Enter the number of days to be grouped into each aging period. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Press F4 to return to the Order/Invoice Processing Menu without printing. If you select to print the report the system issues another prompt: Resort Work File? Enter Y to resort the report information. Enter N to use the file from the last report. If no orders have been entered or changed since the last time this report was run, this selection reduces the report processing time. Printing As the report prints, customer and order numbers display to show its progress Shipping Schedule Report

109 Commit and Release Future Orders Commit and Release Future Orders Function Use this task to commit inventory scheduled for shipment beyond the order entry commitment date. An item remains committed until it is invoiced and the invoice is updated, or until the applicable line item (or entire order) is deleted or uncommitted in the Order Entry and/or Invoice Entry tasks. To access this task... Select Commit and Release Future Orders from the Order/Invoice Processing Menu. Operations 4-41

110 About the Fields As order detail lines for special distribution or standard inventory items are entered, the Order Entry task selectively adjusts the committed quantities in the inventory masterfile. The decision to commit inventory is based on the item s scheduled shipping date and the commitment date entered in the global defaults at the beginning of order entry. If the scheduled shipping date falls on or before the commitment date, the inventory items are committed and shown on the picking list for the order. Otherwise, the items remain uncommitted until selected by this task or individually committed in the Order Entry and/or Invoice Entry tasks. The fields in this task display the last commitment date and provide entry for a scheduled commitment date. In the Last Committed Date field... Display only. Shows the last date that inventory was committed with this task. In the Commit Inventory Scheduled Through field... Enter a date for committed inventory. Press Return to accept the default of the current date plus the amount entered in the # Of Days To Commit In Future field of the Parameter Maintenance task. Press F4 to return to the Order/Invoice Processing Menu. When you finish making entry to the field the system issues the prompt: Is The Above Information Correct? Enter Y to commit the inventory. Enter N to make a change to the field. Press F4 to return to the Order/Invoice Processing Menu without committing inventory Commit and Release Future Orders

111 Invoice Entry Invoice Entry Function Use this task to invoice standard sales orders once orders are filled and the shipped quantity of the order items is known. You can also use Invoice Entry to enter a direct or onetime invoice without first creating a sales order. If the Backorders field in the Parameter Maintenance task is set to Y, a backorder is automatically generated for any out-of-stock items, as described later in this section. To access this task... Select Invoice Entry from the Order/Invoice Processing Menu. Operations 4-43

112 About the Fields The fields of the Invoice Entry task are nearly identical to those in the Order Entry task s heading, ribbon, and detail sections. For that reason, the fields in the Invoice Entry task are explained here only where they differ from the Order Entry task. It is important that you study the Order Entry task to understand the many ways the fields are used. In the Customer field... Press F1 to toggle to the order entry screen. In the Order field... For a new entry, the order number is automatically assigned at the same time as the invoice number. For existing orders, the invoice number is retrieved and displayed following entry of the order number. When an existing order is recalled, its original line items may be added, deleted, or modified during invoice entry. If the order entered is a quote, it must be converted to a sales order in the Order Entry task before it can be invoiced. The system issues the prompt: Quotes May Not Be Invoiced Press Return to access the Order field again. If you select a number for an uncompleted order, the system issues the prompt: Order Pick List Not Printed Completely Continue? Enter Y to continue. Enter N to return to the Order field. In the Invoice field... Display only. Shows the number automatically assigned to the invoice. When you finish making entries in the header section the system issues the prompt: Is The Heading Info Correct? Enter Y to continue. Enter N to make changes to the fields. Enter Delete to remove this invoice. Press F1 to complete this invoice. If you enter Delete at the prompt the system issues another: 4-44 Invoice Entry

113 Do You Wish To Retain This Order? Enter Y to keep the corresponding order on file after the invoice is deleted. Enter N to delete both the invoice and the corresponding order. When you enter Y at the above prompt the system issues another: Do You Wish To Reprint The Order? Enter Y to place this order in the next batch of pick list printing. Enter N to retain the order without reprinting. When you press F1 to complete the invoice, the ribbon line and detail line sections are skipped and the Invoice Entry Totals screen is accessed. See Totaling Invoice Entries. If you attempt to complete an invoice and serialized/lotted items are missing numbers, the system issues the prompt: Missing Serial Numbers in Line XX Continue? Where XX is the sequence number of the line containing the serialized/lotted item. Enter Y to go directly to the totals screen and continue without assigning serial/lot numbers. Enter N to continue to the detail section fields where you can enter the numbers. Totaling Invoice Entries When you press F1 to complete an invoice, Ship quantities are set equal to the Order quantities for all committed detail lines. The ribbon and detail sections are skipped and the Invoice Entry Totals screen is displayed. This screen shows a breakdown of the gross sales, the discount and sales tax applied to the invoice, and the net sales amount. In the Gross Sales field... Display only. Shows the amount of gross sales. In the Discount field... If you are entering a new cash customer, you must press F2 to access this field. Enter a dollar amount to decrease or increase the list price. Press Return to leave blank. In the Subtotal field... Display only. Shows the gross sales amount minus the discount amount. Operations 4-45

114 In the Tax field... Display only. Shows the total sales tax calculated for all applicable state, county, and local tax jurisdictions applied to this invoice. In the Freight field... Enter the freight amount. Press Return to leave blank. In the Net Sales field... Display only. Shows the amount of the subtotal minus the tax minus the freight. When you finish making entries to the fields the system issues the prompt: Is The Information Correct? Enter Y to accept the information. Enter N to make changes to the fields. Enter SC to select a counter printer. See Printing Invoices/Receipts. Enter SR to select a receipt printer. See Printing Invoices/Receipts. Enter PC to print an invoice on the printer selected with the SC response. See Printing Invoices/Receipts. Enter PR to print a receipt on the printer selected with the SR response. See Printing Invoices/Receipts. Enter Cash to access the cash transaction information fields. See Entering Cash Transactions. Enter A to change a previously-entered cash sale to an on-account sale. For example, if you have completed the information for a cash sale but the customer then asks that the purchase be put on the company s account, make this entry to delete the cash information and have the invoice treated as a normal on-account sale. Press F2 to return to the detail section. Enter Delete to remove the complete heading, ribbon line, and line item detail information for this invoice. The same prompt used when you delete from the header section is issued. Printing Invoices/Receipts 4-46 Invoice Entry

115 The Order/Invoice Processing module is fully capable of handling point-of-sale or over-thecounter transactions. If both the Cash Sales and Receipt Printer On System fields are set to Y in the Parameter Maintenance task, cash and on-account sales may be processed and a tape receipt or invoice printed without leaving the sales counter. For suppliers to the industrial and construction trades, or for any business that handles a large volume of walk-in sales, this feature offers optimum speed, convenience, and accuracy. The following responses to the Is The Information Correct? prompt at the end of invoice entry cause certain actions. SC SR PC PR Selects a counter printer on which the invoice is printed. A list of possible printers is displayed, as defined in the Order/Invoice Terminal Maintenance task. When a counter printer is selected for a terminal, that printer is used for all on-demand invoice printing until another selection is made. Once a printer has been selected, enter PC to initiate printing to the desired printer. Selects a tape receipt printer for printing a receipt. A list of possible receipt printers is displayed, as defined in the Order/Invoice Terminal Maintenance task. When a receipt printer is selected for a terminal, that printer is used for all receipt printing until another selection is made. Once a printer has been selected, enter PR to initiate printing to the desired printer. Prints the invoice on the selected printer. After the invoice is printed, a new invoice may be entered. Prints the tape receipt (40 column cash receipt) on the selected printer. After the receipt is printed, the invoice is considered complete and you are returned to the Customer field for entry of a new invoice. Operations 4-47

116 Entering Cash Transactions Cash sales can be processed when the Cash Sales field is set to Y in the Parameter Maintenance task. During invoice entry, at the completion of a cash sale you are requested to enter additional information specific to that sale. A cash sale may be a sale for which actual dollars are received, a sale for which a check is received, or a sale that is charged to a credit card. There are two ways to record them: entering the sale as cash in the Customer field, or selecting the Cash response to the Is The Information Correct? prompt at the end of invoice entry. When a cash sale is made, a general ledger cash account (rather than an Accounts Receivable account) is debited during the Sales Register update. No invoices are created in Accounts Receivable, although the month-to-date and year-to-date sales information is updated in the customer masterfile. If the Sales Analysis module is installed, sales analysis information is updated as usual. In addition, information recorded for cash sales appears on the Cash Sales Register which is printed at the end of the Sales Register. The Cash Sales Register provides separate totals for cash, checks, and charge amounts received. For most cash sales, use a C entry in the Customer field at the beginning of invoice entry to access the default Cash Customer number set up in the customer masterfile. You can then quickly default through all or most of the heading and ribbon line information for the invoice. At the beginning of the detail line entry, the system issues the prompt: Enter Customer Pricing Code Enter a pricing code to determine the item prices for the invoice. Press F3 to select from a list of pricing codes. Press Return to accept the default. If you are recording a cash sale for a regular on-account customer, use a regular customer number when creating the invoice. The sales history information is updated to the customer s record in the customer masterfile. After completing the invoice information, select the Cash response to the Is The Information Correct? prompt. As is the case with on-account sales, cash sales also update the customer sales history and all sales analysis files during the Sales Register update. However, cash sales do not affect customer aging and accounts receivable balance information, since these are not onaccount sales. When you enter C in the Customer field to process a cash sale, or if you enter Cash at the Is The Information Correct? prompt, the cash transaction fields are displayed at the end of invoice entry. In the Cash Receipt Code field... Enter a valid cash receipts code Invoice Entry

117 Press F1 for none. Press F3 to select from a list of cash receipt codes. In the Check Number field... This field is accessible when you enter a check code in the Cash Receipt Code field. Enter the check number. Press Return to leave blank. In the Memo field... This field is accessible when you enter a check code in the Cash Receipt Code field. Enter 1 to 16 characters of check writer information, such as driver s license number, check guarantee card, etc. In the CC Number field... This field is accessible when you enter a credit card code in the Cash Receipt Code field. Enter 1 to 16 digits for the credit card number. In the Exp. Date field... This field is accessible when you enter a credit code in the Cash Receipt Code field. Enter the expiration date of the credit card. A valid date must be entered in order to complete the transaction. If an invalid card number is entered the system issues the prompt: Warning: Credit Card Expired Press Return to access the Exp. Date field again. In the Cust Name field... Enter 1 to 30 characters for a customer name. Press Return to accept the default. This information is printed on the Cash Sales Register. Operations 4-49

118 In the Amount Tendered field... Enter the amount of payment. Press Return to accept the default. If the amount entered is less than the amount that appears in the Net Sales field the system issues the prompt: Amount Tendered Is Less Than The Sale Amount Press Return to access the Amount Tendered field again. In the Change field... Display only. Shows the amount of any overage due the customer. Processing Backorders If the Backorders field is set to Y in the Parameter Maintenance task, backorders are automatically generated by Invoice Entry and the Sales Register update whenever inventory items are not available to fill an order. If the field is set to N, orders for items not available to ship are deleted by the Sales Register update. When a backorder is created, it is placed in the Order Entry file under its original order number. When such an order is recalled by Invoice Entry, it is identified with a B/O just to the left of the Bill field. The backorder remains in the Order Entry file until the backordered items are received and ready for shipment. At that time, the backorder may be recalled with the Invoice Entry task by its original order number and re-invoiced. A backorder may be re-invoiced as many times as necessary to completely fill the order. Backorders are maintained in the same manner as a standard order. Backorders can be reviewed whenever needed by printing the Order Status Report by Item, Order Status Report by Customer, or the Open Order Detail Report and selecting backorders only. Establishing Backorder Quantities To establish backorder quantities during Invoice Entry, follow the procedures for entering header and ribbon line information for the invoice, then proceed to detail line entry. For each line item requiring a backorder quantity, recall the line and position the cursor in the Ship field. This can be easily done by entering the line number(s), or by using the Review response at the Is The Above Information Correct? prompt to step sequentially through each line of the order. Enter the quantity actually shipped, and the backordered quantity is automatically calculated as the difference between the order and ship quantity. Or you can access the B/O field directly and manually enter the backordered quantity. You may enter backorder quantities for as many inventory line items on an invoice as necessary. After printing the invoice and running the Sales Register update, backorders are automatically generated for any invoice that contains backordered quantities Invoice Entry

119 Backorders can be accessed through the Order Entry task, printed and maintained in the same manner as standard sales orders. Backordered quantities may be entered on a standard sales order during order entry if the backordered quantity is known at the time the order is recorded. However, this does not automatically create a backorder. The order must first be invoiced and printed and the Sales Register update run before a backorder is generated and placed in the Order Entry file. If an order is invoiced that contains uncommitted items, both the ship quantities and the backorder quantities of the uncommitted items are zero. If all the committed items on an order are shipped and only items which are not committed remain to be shipped, the order will not be considered a backorder (even if it was previously a backorder). Operations 4-51

120 Invoice Edit Report Invoice Edit Report Function You can use this report to audit your customer invoices before printing. The report lists all invoices on file for a range of customer or order numbers, with an invoiced by identification code. You may select only unprinted invoices, printed invoices, or both. The printed report shows the requested invoices by customer, with a recap by product code and line item code. See Appendix A, pages 5-10 & 5-11, for samples of the report. To access this task... Select Invoice Edit Report from the Order/Invoice Processing Menu Invoice Edit Report

121 About the Fields In the Beginning Customer field... Enter the number of the first customer to appear on the report. Press F1 to select the first customer of record. Press F3 to select from a list of customer numbers. Press F4 to return to the Order/Invoice Processing Menu. In the Ending Customer field... Enter the number of the last customer to appear on the report. Press F1 to select the last customer of record. Press F3 to select from a list of customer numbers. In the Beginning Order Number field... This field is accessible when you are printing the report for one customer. Enter the number of the first order to appear on the report. Press F1 to select the first order on record. In the Ending Order Number field... This field is accessible when you are printing the report for one customer. Enter the number of the last order to appear on the report. Press F1 to select the last order on record. In the Invoiced By field... Enter the initials of an individual whose invoices you want to print. Press F1 to select all invoices. In the Print Status field... Enter P for a report showing only printed invoices. Enter U for a report showing only unprinted invoices. Enter A for a report showing all invoices. Operations 4-53

122 In the Page Break field... Enter Y to insert a page break between invoices. Enter N to print the report without page breaks between invoices. When you finish making entries to the fields, the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Press F4 to return to the Order/Invoice Processing Menu without printing Invoice Edit Report

123 Invoice Printing Invoice Printing Function Use this task to print a batch of standard invoices entered through the Invoice Entry task. Invoices not automatically printed when created are stored in the batch file. This task prints all invoices stored since the last batch printing. Invoices are printed on pre-printed, continuous, multi-part forms. See Appendix A, page 5-12, for a sample of the invoice. To access this task... Select Invoice Printing from the Order/Invoice Processing Menu. Operations 4-55

124 About the Fields In the Message field... Enter 1 to 40 characters for an optional message to appear across the bottom of the invoices in the current batch. Press Return to leave blank. Press F4 to return to the Order/Invoice Processing Menu. Message Example Suggested uses of the Message field include announcements of special events, seasonal greetings, etc. In the Restart field... Enter Y to restart printing. Enter N to ignore. In the Customer field... This field is accessible when you enter Y in the Restart field. Enter a customer number Press F3 to select from a list of customer numbers. When you finish making entries to the fields, the system issues the prompt: Is The Above Information Correct? Enter Y to print the invoices. Enter N to make changes to the fields. Press F4 to return to the Order/Invoice Processing Menu without printing. Printing When you select Y at the previous prompt, the system issues another: Please Make Sure That The Correct Invoice Forms Are Mounted On Printer XX For YY. Where XX is the selected printer and YY is the current company. Press Return to print the invoices when the correct forms are mounted on the printer. After you press Return to begin printing, the system issues another prompt: 4-56 Invoice Printing

125 Do You Wish To Print A Test Pattern? Enter Y as many times as necessary to print a test pattern and check that the forms are aligned properly. Enter N if you are ready to print the actual invoices. Updating After printing is complete the system issues another prompt: Are You Ready To Update The Invoice File? Enter Y to update the invoice file. Updated invoices do not print again unless a reprint is requested. Enter N to ignore. Use the Invoice Entry task if you need to make a change to an invoice and reprint it after the invoice file is updated. The invoice may then be reprinted, either on-demand from that task, or as part of the next Invoice Printing batch. NOTE: Check with your ADD+ON dealer before ordering pre-printed invoice forms. Your dealer can verify that the customized forms include all necessary information. Discuss any required changes to the module which may be necessary to accommodate customized invoice formats. Operations 4-57

126 Sales Register Sales Register Function Use this task to print a register listing all invoices printed since the last Sales Register update. Depending on your parameters, the register may include an audit report listing all general ledger postings by invoice line item. Cash transactions are printed at the end of the register with the type of payment indicated. See Appendix A, pages 5-13 through 5-15, for samples of the register. To access this task... Select Sales Register from the Order/Invoice Processing Menu Sales Register

127 About the Fields In the Sequence field... Enter C to print the register in customer number sequence. Enter I to print the register in invoice number sequence. Press F4 to return to the Order/Invoice Processing Menu. The system issues the prompt: Is The Above Information Correct? Enter Y to print the register. Enter N to return to the Sequence field. Press F4 to return to the Order/Invoice Processing Menu without printing. Printing If the Print GL Sales Detail Report parameter in the Parameter Maintenance task is set to Y, each printed register includes an audit report listing all general ledger postings by invoice line item. Cash sales indicate the type of payment received and recaps sales by cash, check, and credit card. If your inventory is serialized or lotted, one of two prompts may appear after the Sales Register is printed: Missing Inventoried Serial/Lot #s This prompt means that one or more invoices are missing serial or lot numbers for serialized/lotted items carried in inventory. Identification of the serial/lot numbers of such items is required on all invoices. Find which items are missing serial/lot numbers and use the Invoice Entry task to add the required information. Reprint the invoices and the Sales Register. Press Return to exit to the Order/Invoice Processing Menu. Missing Non-Inventoried Serial/Lot #'s. Do You Wish To Proceed With The Update? This prompt means that one or more invoices are missing serial or lot numbers for serialized/lotted items that are not carried in inventory. Identification on invoices of the serial/lot numbers of such items is optional. Enter Y to continue the update without the serial/lot numbers. Operations 4-59

128 Enter N to return to the Order/Invoice Processing Menu and use the Invoice Entry task to add the required information. Updating After printing is complete the system issues another prompt: Are You Ready To Update The Sales Register? Enter Y to update the register. Enter N to ignore. NOTE: If corrections to any of the invoices are required, they must be made before the Sales Register update is run. Use the Invoice Entry task to make the required changes, and reprint the invoices and the Sales Register. The Sales Register update is divided into two phases, or parts. In the first phase, sales analysis information is updated if the Sales Analysis module is installed. The second phase completes the updating of inventory quantities and the Accounts Receivable invoice information, customer sales history, general ledger, monthly sales journal, and salesperson commission information. Some functions of the Sales Register update differ according to various parameter settings and how the distribution and line codes are defined for each updated invoice. During phase two of the update, detail lines of completely shipped items are removed from their invoices. If the Backorders parameter is set to Y in the Parameter Maintenance task, a backorder is created for each partially-shipped detail line. Historical invoices are created for any customers with the Retain Invoice Detail History parameter set to Y in the Accounts Receivable Customer Maintenance task. If your inventory is serialized or lotted, the Serial/Lot Number masterfile, Serial/Lot Number Sort file, and Serial/Lot Number Transaction file are also affected by the Sales Register update. Serial/lot numbers are read from the Serial/Lot Number Detail file and written to the Customer Serial/Lot History file. If the Serialized and Inventoried parameters for an invoiced item are set to Y, the Sales Register transaction for the items is matched by serial number to a purchase transaction in the Vendor Serial/Lot History file. The customer number and purchase price is written to the Vendor Serial/Lot History file. The Sales Register update creates type OP general ledger journal entries. For additional information about general ledger postings generated by the Sales Register update, refer to Appendix X of this manual Sales Register

129 Error Messages Certain missing or ambiguous information causes error messages to display on the screen during the Sales Register update. Warning! Distribution Code For Processing This Detail Line Is Missing If this prompt is displayed, find another terminal to correct the problem before permitting the update to proceed. On the other terminal, determine which of the referenced distribution codes is missing. Use the Accounts Receivable Distribution Code Maintenance task to add the missing distribution code. Then return to the terminal where the error occurred and continue the update. If you continue the update without first correcting the problem, the system creates a general ledger account numbered and posts to that account. Restarting the Sales Register Update The Sales Register update affects many different files and parts of the system. It is designed so that if it is interrupted before completion due to a power failure or hardware malfunction, it can be started again and automatically resumed at the point it was interrupted. Reprint the Sales Register and select Y for the update prompt. The update finds the point at which it was interrupted and resumes the process. Whenever the Sales Register update process is restarted, it is recommended that you verify the results of the update immediately. Any discrepancies should be corrected by making manual adjustments to the system. Contact your AddonSoftware dealer if you have any questions. Operations 4-61

130 Customer/Job Report Customer/Job Report Function Use this task to print a report of customer sales itemized by job number. The Customer Job Numbers parameter in the Parameter Maintenance task must be set to Y for this report to generate. Customer and job descriptions are included. Total dollar sales to date are shown by job, along with a preliminary lien number and date (if any), the first shipment date for the job site, and so forth. See Appendix A, page 5-16, for a sample of the report. To access this task... Select Customer/Job Report from the Order/Invoice Processing Menu Customer/Job Report

131 About the Fields In the Beginning Customer field... Enter the number of the first customer to appear on the report. Press F1 to select the first customer on record with job number sales. Press F3 to select from a list of customer numbers. Press F4 to return to the Order/Invoice Processing Menu. In the Ending Customer field... Enter the number of the last customer to appear on the report. Press F1 to select the last customer on record. Press F3 to select from a list of customer numbers. When you finish making entries to the fields, the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to return to the Beginning Customer field. Press F4 to return to the Order/Invoice Processing Menu without printing. Operations 4-63

132 Price Quotation Inquiry Price Quotation Inquiry Function Use this task for a quick method of determining price quotations for customers. Pricing tables are based on information entered in the Pricing Table Maintenance task. If contract pricing for the item is available to the customer, you can display that also. To access this task... Select Price Quotation Inquiry from the Order/Invoice Processing Menu Price Quotation Inquiry

133 About the Fields The screen is divided into three sections. The upper section contains information about the customer. The middle section contains information regarding combinations of price code, warehouse, and item. The lower section displays the price table after you enter an existing customer/price code, warehouse, and item combination. There are two fields from which you can access pricing tables. Price tables accessed from the Customer field show quotes previously extended to an individual customer. From the Price Code field you can determine a quote from existing price tables. In the Customer field... Enter an existing customer number. Press F1 to move to the Price Code field. Press F3 to select from a list of customer numbers. Press F4 to return to the Order/Invoice Processing Menu. When you select an existing customer, address information about that customer is displayed. In the Contact field... Display only. Shows the name of the contact person for the company. In the Phone field... Display only. Shows the phone number of the contact person. In the Fax field... Display only. Shows the fax number of the contact person. In the Price Code field... This field is displayed when you select a customer in the Customer field. Enter a price code. Press F1 to move to the Customer field. Press F3 to select from a list of price codes. In the Warehouse field... Enter a warehouse ID. Press F3 to select from a list of warehouses. Operations 4-65

134 In the Item Number field... Enter an item number. Press F3 to select from a list of item numbers. If you enter an item not inventoried for the selected warehouse the system issues the prompt: This Item Is Not Defined In This Warehouse Press Return to access the Item Number field again. If no pricing table exists for the price code, warehouse and item, the system issues the prompt: No Pricing Table Entry Exists For This Item Class And Customer Price Code Press Return to access the Item Number field again. If a pricing table exists for the customer/price code, warehouse, and item, the pricing table is displayed. In the List Price field... Display only. Shows the list price of the item. In the Quantity fields... Display only. Shows the quantity on-hand, the committed amount, and how much of the item is available. Pricing Table When you select an existing price table combination of price code, warehouse, and item, the existing price table is displayed. There can be up to 10 price breaks available on a pricing table. In the Quantity field... Display only. Shows the amount of the item required for the price break. In the Percent field... Display only. Shows what percentage price break is given for the quantity. In the Price field... Display only. Shows the new price per item when using the price break. When contract pricing is defined for the selected customer, the system issues the prompt: 4-66 Price Quotation Inquiry

135 This Customer Has Contract Pricing For This Item. Display It? Enter Y to view contract pricing information for the customer. Enter N to ignore. At the end of the table the system issues the prompt: Press Enter To Continue Press F1 to view warehouse availability for the item. Press F2 to return to the Item Number field. Press Return to access the Customer field. Press F4 to return to the Order/Invoice Processing Menu. When you press F1 at this prompt the Warehouse Availability window is displayed. Use the PgUp/PgDn keys to scroll through a list of multiple warehouses. The warehouse number, name, and location of the item, plus the on-hand, committed, available, and on order amounts are displayed. Press F4 to return to the pricing table. Operations 4-67

136 Period End Processing Menu Period End Processing Menu Function Use this menu to access the tasks and reports generally run as part of period end processing. The reports shown here are standard with the module. Your installation may contain additional reports, or may have some reports removed from the menu if they are not used. To access this menu... Select Period End Processing Menu from the Order/Invoice Processing Main Menu Period End Processing Menu

137 About the Period End Processing Tasks To access any task on the menu, enter the number assigned to the task in the Enter An Option field. Use the tasks on this menu to print reports showing how much sales tax is due, commissions earned and by whom, monthly sales totals, and invoice history. You can also use tasks on this menu to purge information from your system. Operations 4-69

138 Sales Tax Report Sales Tax Report Function Use this task to print a report of taxable sales by month for each tax code used in the Order/Invoice Processing module. The tax percentage, taxable sales, tax amount, and gross sales amount are shown. The report can be purged as of a specified date, using the Sales Tax History Purge task. See Appendix A, page 5-17, for a sample of the report. To access this task... Select Sales Tax Report from the Period End Processing Menu Sales Tax Report

139 About the Fields In the Beginning Date field... Enter the first date to appear on the report. Press F1 to select the first date on record. Press F4 to return to the Period End Processing Menu. In the Ending Date field... Enter the last date to appear on the report. Press F1 to select the last date on record. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Press F4 to exit without printing. Understanding the Sales Tax Report The Sales Tax Report identifies some of the information necessary for completing the quarterly sales tax reports required by most states. The meaning of each of the columns is as follows: Tax Cd Description Rate Date Taxable The code under which a sales tax is accumulated. The description of the tax code. The percentage of tax charged under this tax code. Identifies the month and year for which taxes were accumulated. The amount of sales subject to sales tax for this tax code. Some items on an invoice may not be subject to sales tax, such as service charges, labor, refurbished items, and food products. If an invoice uses a tax code defined as a build up of other tax codes, the taxable amount for that invoice is included in the totals for all the tax codes that are part of the definition. For this reason, it is not meaningful to have a total taxable amount for the entire report, nor does the total of the Taxable column represent the total sales for a particular period. Operations 4-71

140 Tax Gross The sales tax calculated for this tax code, using the rate in the tax code file at the time of the Sales Register update. The totals for this column are the total amount of sales tax billed to customers in the period shown. The dollar amount of the invoices updated with a specific tax code, including all charges for products, labor, freight, etc., regardless of their taxability. The Gross dollar amount does not include sales tax. Non-Taxable The Gross dollar amount minus the Taxable amount Sales Tax Report

141 Sales Tax History Purge Sales Tax History Purge Function Use this task to delete records accumulated in the Sales Tax file, prior to a specified date. To maintain a permanent record of the sales tax information, print the Sales Tax Report before purging any periods. To access this task... Select Sales Tax History Purge from the Period End Processing Menu. Operations 4-73

142 About the Fields In the Thru Date field... Enter the date through which sales tax history is deleted. Press Return to accept the default. Press F4 to return to the Period End Processing Menu. When you enter a date the system issues the prompt: Are You Ready To Clear All Detail Through XX/XX/XX? Where XX/XX/XX is the date entered. Enter Yes to continue the purge. Enter No to return to the Thru Date field. Press F4 to exit without purging Sales Tax History Purge

143 Salesperson Commission Report Salesperson Commission Report Function All the information needed to prepare sales commission checks is provided on this report. An individual commission statement is printed for each salesperson, showing each invoice sold by the salesperson during the period. You can base the commission statement on either booked or paid invoices, and on either gross sales or gross profits. See Appendix A, page 5-18, for a sample of the report. To access this task... Select Salesperson Commission Report from the Period End Processing Menu. Operations 4-75

144 About the Fields In the Beginning Date field... Enter the first date to appear on the report. Press F1 to select the first date on record. Press F4 to return to the Period End Processing Menu. In the Ending Date field... Enter the last date to appear on the report. Press F1 to select the last date on record. In the Beginning Salesperson field... Enter a valid salesperson code. Press F1 to select the first salesperson code on file. Press F3 to select from a list of salesperson codes. In the Ending Salesperson field... Enter a valid salesperson code. Press F1 to select the last salesperson code on file. Press F3 to select from a list of salesperson codes. In the Commission Based On Sales/Profit field... Enter S to base the commission on gross sales. Enter P to base the commission on gross profit Salesperson Commission Report

145 In the Option field... Enter B to base the commission on booked invoices. Enter P to base the commission on paid invoices. After you make entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Press F4 to exit without printing. Operations 4-77

146 Commission File Purge Commission File Purge Function Use this task to delete records accumulated in the Salesperson Commission file, through a specified date. To maintain a permanent record of the commission information, print the Salesperson Commission Report before purging any periods. To access this task... Select Commission File Purge from the Period End Processing Menu Commission File Purge

147 About the Fields In the Purge Date field... Enter the date through which salesperson commission history is deleted. Press Return to accept the default. Press F4 to return to the Period End Processing Menu. When you enter a date the system issues the prompt: All Zero Balance Invoices Through XX/XX/XX Will Be Removed Is The Above Information Correct? Where XX/XX/XX is the date entered. Enter Yes to continue the purge. Enter No to return to the Purge Date field. Press F4 to exit without purging. Operations 4-79

148 Monthly Sales Report Monthly Sales Report Function The Monthly Sales Report is a numeric listing of all updated sales invoices. You can print a date range such as a week or a month. Invoices may be retained for printing as long as required. See Appendix A, page 5-19, for a sample of the report. To access this task... Select Monthly Sales Report from the Period End Processing Menu Monthly Sales Report

149 About the Fields In the Beginning Date field... Enter the first date to appear on the report. Press F1 to select the first date on record. Press F4 to return to the Period End Processing Menu. In the Ending Date field... Enter the last date to appear on the report. Press F1 to select the last date on record. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Press F4 to exit without printing. Operations 4-81

150 Monthly Sales Register Monthly Sales Register Function This task prints a register showing general ledger postings generated by the Order/Invoice Processing module. You can print the register in detail or summary format, sort by customer name or number, and select a range of customers and dates. To maintain a permanent record of the sales information, print the Monthly Sales Report before purging any periods. See Appendix A, page 5-20, for a sample of the register. To access this task... Select Monthly Sales Register from the Period End Processing Menu Monthly Sales Register

151 About the Fields In the Alpha Or Numeric Sort Sequence field... Enter A to run the register by alternate sequence. Enter N to run the register by customer number. Press F4 to return to the Period End Processing Menu. In the Beginning Customer field... Enter the number of the first customer to appear on the register. Press F1 to select the first customer on file. Press F3 to select from a list of customer numbers. In the Ending Customer field... Enter the number of the last customer to appear on the register. Press F1 to select the last customer on record. Press F3 to select from a list of customer numbers. In the Beginning Invoice Date field... Enter the first date to appear on the register. Press F1 to select the first date on record. Press F4 to return to the Period End Processing Menu. In the Ending Invoice Date field... Enter the last date to appear on the register. Press F1 to select the last date on record. Operations 4-83

152 In the Summary Or Detail field... Enter S to summarize the information on the register. Enter D to detail the information on the register. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the register. Enter N to make changes to the fields. Press F4 to exit without printing Monthly Sales Register

153 Invoice History Report Invoice History Report Function Use this report to review detailed historical invoice information. You can view all or designated historical invoices, and select by customer number range, invoice date range, salesperson code, item number, and minimum gross profit percentage. See Appendix A, pages 5-21 & 5-22, for samples of the report. To access this task... Select Invoice History Report from the Period End Processing Menu. Operations 4-85

154 About the Fields In the Beginning Customer field... Enter the number of the first customer to appear on the report. Press F1 to select the first customer on file. Press F3 to select from a list of customer numbers. Press F4 to return to the Period End Processing Menu. In the Ending Customer field... Enter the number of the last customer to appear on the report. Press F1 to select the last customer on record. Press F3 to select from a list of customer numbers. In the Beginning Invoice Date field... Enter the first date to appear on the report. Press F1 to select the first date on record. In the Ending Invoice Date field... Enter the last date to appear on the report. Press F1 to select the last date on record. In the Salesperson field... Enter a valid salesperson code. Press F1 to select all salesperson codes. Press F3 to select from a list of salesperson codes. In the Selected Item field... Enter a valid item code. Press F1 to select all items. Press F3 to select from a list of item codes Invoice History Report

155 In the Below Minimum Gross Profit % field... Enter a required percentage of profit. Press F1 for 100% profit. Press Return to accept the default. Percentage Example Only invoices with line items showing a gross profit greater than this amount are listed on the report. If you want to list only invoices for line items showing a gross profit greater than 50%, enter 50. When you finish making entries to the fields the system issues the prompt: Is The Above Information Correct? Enter Y to print the report. Enter N to make changes to the fields. Press F4 to exit without printing. Operations 4-87

156 Invoice History Purge Invoice History Purge Function If the Customer Inv Dtl His field is set to Y in the Parameter Maintenance task, detail invoice history records are created by the Sales Register update for customers with the Retain Invoice Detail History flag set to Y. These records are created for each detail line item invoiced. Summary invoice history is created for all customers except cash customers. Both summary and detail history is retained until purged with this task. To access this task... Select Invoice History Purge from the Period End Processing Menu Invoice History Purge

157 About the Fields Use these fields to determine which historical invoices are purged. NOTE: Invoice history is used by the SpeedSearch Customer Invoice History, Customer Maintenance Invoice History Inquiry, Invoice History lookup in order/invoice entry, Monthly Sales Report, Monthly Sales Register, and the Invoice History Report. Be sure that this history is not needed before purging. To maintain a permanent record of the history information, print the Invoice History Report before purging any periods. In the Base Purge On Number Invoices Or Dates field... Enter N to retain a maximum number of historical invoices for each customer. Enter D to purge all invoices up to and including a given invoice date. Press F4 to return to the Period End Processing Menu. In the Purge Through Date field... This field is accessible when you enter D in the Base Purge On Number Invoices Or Dates field. Enter the date through which invoice history is deleted. Press Return to accept the default. In the Retain How Many Invoices Per Customer field... This field is accessible when you enter N in the Base Purge On Number Invoices Or Dates field. Enter the maximum number of invoices to retain for each customer. In the Beginning Customer field... Enter the number of the first customer to purge invoice history. Press F1 to select the first customer on file. Press F3 to select from a list of customer numbers. In the Ending Customer field... Enter the number of the last customer to purge invoice history. Press F1 to select the last customer on record. Press F3 to select from a list of customer numbers. When you finish making entries to the fields the system issues a warning prompt: Operations 4-89

158 Warning!! This Will Retain Only XX Invoices Per Customer! Warning!! All Invoices With A Date Prior To XX/XX/XX Will Be Purged Is The Above Information Correct? Enter Yes to purge the invoice history. Enter No to make changes to the fields. Press F4 to exit without purging Invoice History Purge

159 Order/Invoice Maintenance Menu Order/Invoice Maintenance Menu Function Use this menu to access parameter information as well as the maintenance tasks of different codes required by the module. To access this menu... Select Order/Invoice Maintenance Menu from the Order/Invoice Processing Main Menu. Operations 4-91

160 About the Order/Invoice Maintenance Tasks To access any task on the maintenance menu, enter the number assigned to the task in the Enter An Option field. Use the tasks on this menu to set and maintain parameter information about your orders and invoices. You can create and establish codes for order/invoice entry defaults such as line codes, salesperson codes, territory codes, and so forth Order/Invoice Maintenance Menu

161 Order/Invoice Line Code Maintenance Order/Invoice Line Code Maintenance Function Use this task to define and maintain line codes. Line codes control how the General Ledger and Inventory Control modules are affected by the Sales Register update and must be defined before you enter orders/invoices. A listing of all line codes and their descriptions is also available. See Appendix A, page 5-23, for a sample of the listing. To access this task... Select Order/Invoice Line Code Maintenance from the Order/Invoice Maintenance Menu. Operations 4-93

162 About the Fields You may not be required to enter information to all of the following fields. The fields requiring your input are determined by whatever selection you make in the Line Type field, a code that tells the system what type of information is entered to the line. At least one code with a line type of S must be created before the module can operate properly. In the Line Code field... Enter a 1-character code. Press F3 to select from a list of line codes. Press Return to select the next code on record. Press F4 to return to the Order/Invoice Maintenance Menu. When you enter an existing code, the description and associated information for the code is displayed and the system issues the prompt: Is The Above Information Correct? Enter Y if the information is correct. Enter N to make changes to the fields. Enter Delete to remove this code from the file. Press F4 to return to the Order/Invoice Maintenance Menu. If you enter a type that does not exist, the system issues the prompt: Is This A New Record? Enter Y to continue entering the line code information. Enter N to return to the Line Code field. In the Description field... Enter 1 to 20 characters for a description of the code. Press Return to leave blank. In the Line Type field... Enter a line type. You can assign one of five different types to a line code. The selected type requires accessibility to different fields on a detail line. Some types require less input. See the Installation section for more information on line types Order/Invoice Line Code Maintenance

163 In the Message Type field... This field is accessible when you enter M in the Line Type field. Enter I if the message prints on an invoice. Enter O if the message prints on an order. Enter B if the message prints on both. Enter N if you do not intend to print the message. In the G/L Sales Account field... This field is accessible when you enter O in the Line Type field. Enter a valid general ledger account. Press F3 to select from a list of valid accounts. In the Taxable field... This field is accessible when you enter S, N, P, or O in the Line Type field. Enter Y if this line code describes a taxable item. Enter N if the line code describes a non-taxable item. When you select Y in this field, calculation of sales tax is dependent on the tax code associated with the invoice. In the Drop Ship field... Enter Y if this line code describes a drop ship item. Enter N if it does not describe a drop ship item. Drop ship items are those normally carried in inventory but shipped directly from another supplier in certain circumstances. Drop ship items are handled as regular sales items by the Sales Register update except that inventory quantities are not affected. Operations 4-95

164 In the Product Type Processing field... This field is accessible when you enter N, P, or O in the Line Type field. Enter E to assign a product type. Enter N if no type is assigned. Enter D to use the default product type. A product type specifies how the item is handled during order/invoice entry and when updating the Sales Analysis module. In the Default Product Type field... This field is accessible when you enter D in the Product Type Processing field. Enter a default product type. Press F3 to select from a list of product types. In the Distribution Code field... This field is accessible when you enter N or P in the Line Type field or for S types assigned a drop ship. Enter a distribution code. Press F3 to select from a list of distribution codes. When you finish making entries to the fields, the system issues the Is The Above Information Correct? prompt again. When you press F4 to exit, the system issues another prompt: Print A List Of All Records? Enter Y to print a list of all line codes. Enter N to return to the Order/Invoice Maintenance Menu without printing Order/Invoice Line Code Maintenance

165 Salesperson Maintenance Salesperson Maintenance Function Use this task to create, modify, delete, and/or inquiry about salesperson codes. These codes are the same codes used by the Sales Analysis and Accounts Receivable modules. A listing of all salesperson codes and their descriptions is available. See Appendix A, page 5-24, for a sample of the listing. To access this task... Select Salesperson Maintenance from the Order/Invoice Maintenance Menu. Operations 4-97

166 About the Fields In the Salesperson field... Enter a 3-character salesperson code. Press F3 to select from a list of salesperson codes. Press Return to select the next code on record. Press F4 to return to the Order/Invoice Maintenance Menu. When you enter an existing code, the description and associated information for the code is displayed and the system issues the prompt: Is The Above Information Correct? Enter Y if the information is correct. Enter N to make changes to the fields. Enter Delete to remove the record from the file. If the code does not exist the system issues the prompt: Is This A New Record? Enter Y to continue code description. Enter N to return to the Salesperson field. In the Name field... Enter 1 to 20 characters for the name of this salesperson. In the Comm Rate field... Enter a number which represents the commission rate for this salesperson. Commission Rate Example Enter 5.5 to represent a commission of 5.5% (5.055). When you finish making entries to the fields, the system issues the Is The Above Information Correct? prompt again. When you press F4 to exit, the system issues another prompt: Print A List Of All Records? Enter Y to print a list of all salesperson codes. Enter N to return to the Order/Invoice Maintenance Menu without printing Salesperson Maintenance

167 Operations 4-99

168 Territory Code Maintenance Territory Code Maintenance Function Use this task to create, modify, delete, and/or inquiry about territory codes. These codes are the same codes used by the Sales Analysis and Accounts Receivable modules. A listing of all territory codes and their descriptions is available. See Appendix A, page 5-25, for a sample of the listing. To access this task... Select Territory Code Maintenance from the Order/Invoice Maintenance Menu Territory Code Maintenance

169 About the Fields Once established, territory codes are associated with each customer record and become part of the order and invoice heading information. If your business does not have distinct sales territories, you must set up at least one territory code that is used by all customers. In the Territory Code field... Enter a 3-character territory code. Press F3 to select from a list of territory codes. Press Return to select the next code on record. Press F4 to return to the Order/Invoice Maintenance Menu. When you enter an existing code, the description and associated information for the code is displayed and the system issues the prompt: Is The Above Information Correct? Enter Y if the information is correct. Enter N to make changes to the fields. Enter Delete to remove the record from the file. If the code does not exist the system issues the prompt: Is This A New Record? Enter Y to continue code description. Enter N to return to the Territory field. In the Description field... Enter 1 to 20 characters for a description of the territory. When you finish making entries to the fields, the system issues the Is The Above Information Correct? prompt again. When you press F4 to exit, the system issues another prompt: Print A List Of All Records? Enter Y to print a list of all territory codes. Enter N to return to the Order/Invoice Maintenance Menu without printing. Operations 4-101

170 Tax Code Maintenance Tax Code Maintenance Function Use this task to create, modify, delete, and/or inquiry about tax codes. These codes are the same codes used by the Accounts Receivable module. A listing of all tax codes and their descriptions is available. See Appendix A, page 5-26, for a sample of the listing. To access this task... Select Tax Code Maintenance from the Order/Invoice Maintenance Menu Tax Code Maintenance

171 About the Fields Tax codes are used to calculate the sales tax amount on sales invoices. Sales activity for each tax code is reported in the Sales Tax Report. If you have sales to customers where no tax is collected, you still need to set up a tax code named Resale or Non-taxable. The tax percentage for this code should be zero. In the Tax Code field... Enter 1 to 2 alphanumeric characters for a tax code. Press F3 to select from a list of tax codes. Press Return to select the next sequential code. Press F4 to return to the menu. When you enter an existing code, the description and associated information for the code is displayed and the system issues the prompt: Is The Above Information Correct? Enter Y if the information is correct. Enter N to make changes to the fields. Enter Delete to remove the record from the file. If the code does not exist the system issues the prompt: Is This A New Record? Enter Y to continue code description. Enter N to return to the Tax Code field. In the Description field... Enter 1 to 20 characters to describe the tax code or tax jurisdiction. In the Tax Percent field... Enter a number which represents the base tax percent for this code. Tax Percent Example Enter 2.5 to represent a tax of 2.5% (.025). In the GL Account field... Enter a general ledger account number for accruing tax liability. Press F3 to select from a list of accounts. Operations 4-103

172 In the Freight Taxable field... Enter Y if freight is taxable for the tax code area. Enter N if there is no tax on freight amounts. In the Maximum Tax field... Enter the maximum amount of the tax as a dollar amount. If the calculated tax exceeds this number for a single invoice, then this is the amount of tax to be applied. Maximum Tax Example Enter 100 for a $ maximum tax. If the calculated tax is greater than $ then the tax cannot exceed $100. In the Tax Code fields... Enter a valid tax code for other taxes accumulated in this jurisdiction. Press F3 to select from a list of codes. Tax Code Example In a city, there may be taxes collected for rapid transit districts, county taxes, and state taxes, all at different tax rates. The tax code associated with each of these jurisdictions would be entered as part of the definition for the city tax. Proper taxing of items sold in the city only requires the application of the single tax code, which also activates the taxing for multiple jurisdictions. The rate for each of these taxes is defined by the tax percent in each code. The cumulative tax rate is totaled at the bottom of the screen. When you finish making entries to the fields, the system issues the Is The Above Information Correct? prompt again. When you press F4 to exit, the system issues another prompt: Print A List Of All Records? Enter Y to print a list of all tax codes. Enter N to return to the Order/Invoice Maintenance Menu without printing Tax Code Maintenance

173 Sale/Discount Code Maintenance Sale/Discount Code Maintenance Function Use this task to create, modify, delete, and/or inquiry about sale/discount codes. Sale/discount codes are associated with each customer and included as part of the ribbon line information for orders and invoices. A listing of all sale/discount codes and their descriptions is available. See Appendix A, page 5-27, for a sample of the listing. To access this task... Select Sale/Discount Code Maintenance from the Order/Invoice Maintenance Menu. Operations 4-105

174 About the Fields The sale/discount code is used to specify an overall (bottom-line) discount for invoices generated by the module. The code is separate from any other item pricing (e.g., quantity discounts) or Additional Options detail line discounts. In the Discount Code field... Enter a discount code. Press F3 to select from a list of discount codes. Press Return to select the next code on record. Press F4 to return to the Order/Invoice Maintenance Menu. When you enter an existing code, the description and associated information for the code is displayed and the system issues the prompt: Is The Above Information Correct? Enter Y if the information is correct. Enter N to make changes to the fields. Enter Delete to remove the record from the file. If the code does not exist the system issues the prompt: Is This A New Record? Enter Y to continue code description. Enter N to return to the Discount Code field. In the Description field... Enter 1 to 20 characters for a description of the code. In the Percent field... Enter the discount percentage amount to subtract from the total invoice, before freight and taxes. Percent Example If you want to take a 2.5% discount from the gross sales amount, enter 2.5. If the gross sales amount of an invoice is $100, the discount would be $2.50. When you finish making entries to the fields, the system issues the Is The Above Information Correct? prompt again. When you press F4 to exit, the system issues another prompt: Sale/Discount Code Maintenance

175 Print A List Of All Records? Enter Y to print a list of all sale/discount codes. Enter N to return to the Order/Invoice Maintenance Menu without printing. Operations 4-107

176 Order/Invoice Terminal Maintenance Order/Invoice Terminal Maintenance Function A terminal record must be defined for each terminal utilized for entering orders/invoices. Use this task to define operating information for those terminals. You can set a default warehouse for order entry and define printer interfaces. A listing of all terminal codes and their descriptions is available. See Appendix A, page 5-28, for a sample of the listing. To access this task... Select Order/Invoice Terminal Maintenance from the Order/Invoice Maintenance Menu Order/Invoice Terminal Maintenance

177 About the Fields Especially important to the Order/Invoice Processing module is the definition of printer interface information for counter printers and tape receipt printers configured on the system. These devices are accessed during order and invoice entry in an over-the-counter sales environment. NOTE: This task is designed primarily for dealer use. Be sure that you understand your system s hardware configuration, operating system, and peripheral device characteristics before setting any of these parameters. In the Terminal ID field... Enter 2 to 4 alphanumeric characters for a terminal ID. Press Return to select the next ID on record. Press F4 to return to the Order/Invoice Maintenance Menu. A terminal identification code usually begins with the letter T and is followed by one or more numbers (0 through 9), or letters (A through Z; a through z). The names of the terminals depend on your specific hardware configuration and the number of terminals connected. Each terminal configured on the system should have an entry in the file, whether or not it is used for order and invoice entry. In a typical AddonSoftware installation, the identification of your terminal appears in the upper right corner of the screen. When you enter an existing code, the description and associated information for the code is displayed and the system issues the prompt: Is The Above Information Correct? Enter Y if the information is correct. Enter N to make changes to the fields. Enter Delete to remove the record from the file. If the code does not exist the system issues the prompt: Is This A New Record? Enter Y to continue code description. Enter N to return to the Terminal ID field. Operations 4-109

178 In the Terminal Transparency On field... Enter the hex code which turns the auxiliary port into transparency mode. Press Return to leave blank. NOTE: To remove an existing hex code, enter 2 spaces and then press Return. This field specifies the hexadecimal code used to activate the auxiliary port on your terminal (assuming it has an auxiliary port). When the proper sequence of hexadecimal numbers is sent to the terminal, it switches mode so that any successive data transmitted to it is routed out of the auxiliary port, rather than to the display screen. This provides the capability to attach a tape receipt printer, electronic cash box, or counter invoice printer directly to a terminal, and send information to that device without affecting the screen display. You can enter up to 8 hexadecimal numbers (0-F), which are sent to the terminal at the start of on-demand printing for an order, invoice, or tape receipt. At the end of printing, a corresponding set of hexadecimal numbers (see next field) is transmitted to the terminal, switching off the auxiliary port. Terminal transparency hex codes are usually defined in the terminal s reference manual. In the Terminal Transparency Off field... Enter the hex code which turns the transparency mode off. Press Return to leave blank. You can enter up to 8 hexadecimal numbers (0-F), which are sent to the terminal at the completion of on-demand printing for an order, invoice, or tape receipt. This results in the output to the terminal being routed back to the display screen, enabling data entry to continue. Terminal transparency hex codes are usually defined in the terminal s reference manual. In the Cash Box Port Number field... Enter the port number which identifies an electronic cash box connection associated with the terminal. Press Return to leave blank. If no cash box is configured on the system, or if it is not allowed to be accessed from this terminal, leave this field blank. If the cash box is connected to the auxiliary port of a terminal, be sure that the proper hex codes for Terminal Transparency On and Terminal Transparency Off are defined for the terminal Order/Invoice Terminal Maintenance

179 In the Hex Code To Open field... Enter the hex code required to open the cash box. Press Return to leave blank. The hex code may be a string of up to 8 hexadecimal numbers (0-F) that are transmitted to the cash box through the output port specified in Cash Box Port Number field. The hex code required to open an electronic cash box is usually defined in the technical reference manual for the device. In the Number Of Repetitions field... Enter the number of repetitions for the hex code signal. This field enables you to control the duration of the signal required to open the cash drawer on an electronic cash box, by repeatedly sending the hex code to open the device. To determine the number of repetitions required, try a small number such as 10. When the Order/Invoice Processing module is completely installed and the cash box connected to the system, test the operation of the cash box to see if the number of repetitions is sufficient to open the cash drawer. To perform the test, enter a cash sales transaction using the Invoice Entry task and print a sales receipt. If the cash drawer does not open, increase the number of repetitions and repeat the process. In order for a cash drawer to open with the specified hex code, the receipt printer must be set up to send this code to the proper output port at the completion of printing. This creates a link between every sales transaction and the opening of the cash drawer. It is also a good idea to install a special program on the system to do nothing more than open the cash drawer by sending the appropriate hex code for the proper duration. Your AddonSoftware dealer can supply this program and explain its use. In the Skip Warehouse Entry field... Enter Y to skip the Warehouse field in each item detail line during order/invoice entry. Enter N to enter a warehouse on each item detail line. Skipping warehouse entry is helpful for companies with only one warehouse, or in a multiple warehouse situation where a default warehouse is assigned. NOTE: The Warehouse Entry Required for Drop Ship field in the Parameter Maintenance task takes precedence over selections made in this field. Therefore, if a Y is selected for that field, this parameter has no affect when entering drop ship items. Operations 4-111

180 In the Default Warehouse field... Enter a warehouse code. Press F3 to select from a list of warehouse codes. If desired, a different default warehouse can be assigned to each defined terminal. NOTE: When printing orders on-demand from within Order Entry, only items from the default warehouse are printed. In the Valid Counter Printers field... Enter 1 to 4 printer ID codes of the printer(s) accessed by this terminal. Press Return to leave blank. NOTE: Enter codes in a continuous string (e.g., P1P2LP). Your AddonSoftware dealer can supply printer designations that the system recognizes. If a counter printer is connected to the auxiliary port of a terminal, enter the identification code of the terminal (T0, T001, etc.) as well. In the Counter Printer Selected field... Enter the 2-character printer ID of the default counter printer for on-demand printing of orders/invoices. This field is updated automatically if another printer is selected during order/invoice entry. In the Multidrop? field... Enter Y if a multidrop connection is used. Enter N if multidrop connections are not used. In a multidrop configuration, a series of devices (receipt printers, etc.) are connected to the system with a single serial output port. The selection of the device is performed after the signal is sent out of the port. Your printer output program must be set up to access multidrop devices. This is done by your AddonSoftware dealer. In the Valid Receipt Printers field... Enter 1 to 4 printer ID codes of the receipt printer(s) accessed by this terminal. Press Return to leave blank. NOTE: Enter codes in a continuous string (e.g., R1R2) Order/Invoice Terminal Maintenance

181 Your ADD+ON dealer can supply printer designations that the system recognizes. If a receipt printer is connected to the auxiliary port of a terminal, enter the identification code of the terminal (T0, T001, etc.) as well. In the Receipt Printer Selected field... Enter the 2-character printer ID of the default receipt printer for on-demand printing of cash sales receipts. Press Return to leave blank. This field is updated automatically if another printer is selected during order/invoice entry. In the Receipt Printer Port field... Enter the 2-character name of the output port where the receipt printer is connected. Press Return to leave blank. This port is accessed by the receipt printer program for the printing of tape receipts. When you finish making entries to the fields, the system issues the Is The Above Information Correct? prompt again. When you press F4 to exit, the system issues another prompt: Print A List Of All Records? Enter Y to print a list of all terminal codes. Enter N to return to the Order/Invoice Maintenance Menu without printing. Operations 4-113

182 Price Code Maintenance Price Code Maintenance Function Use this task to create, modify, delete, and/or inquiry about price codes. You can use the price codes to identify a group of customers for which a pricing table is to be established. A listing of all price codes and their descriptions is available. See Appendix A, page 5-29, for a sample of the listing. To access this task... Select Price Code Maintenance from the Order/Invoice Maintenance Menu Price Code Maintenance

183 About the Fields In the Price Code field... Enter 1 to 4 characters for a price code. Press F3 to select from a list of price codes. Press Return to select the next price code on record. Press F4 to return to the Order/Invoice Maintenance Menu. When you enter an existing code, the description for the code is displayed and the system issues the prompt: Is The Above Information Correct? Enter Y if the information is correct. Enter N to access the Description field. Enter Delete to remove the record from the file. If the code does not exist the system issues the prompt: Is This A New Record? Enter Y to continue code description. Enter N to return to the Price Code field. In the Description field... Enter 1 to 20 characters for a description of the code. When you finish making entries to the fields, the system issues the Is The Above Information Correct? prompt again. When you press F4 to exit, the system issues another prompt: Print A List Of All Records? Enter Y to print a list of all price codes. Enter N to return to the Order/Invoice Maintenance Menu without printing. Operations 4-115

184 Pricing Table Maintenance Pricing Table Maintenance Function Use this task to define pricing tables which automatically calculate item pricing during order/invoice entry. You can access the tables as inventory line items are entered. Calculation is based on the applicable product type and customer price code. A listing of all pricing tables and their descriptions is available. See Appendix A, page 5-30, for a sample of the listing. To access this task... Select Pricing Table Maintenance from the Order/Invoice Maintenance Menu Pricing Table Maintenance

185 About the Fields In the Item Class field... Enter a 3-character item class code. Press F3 to select from a list of item class codes. Press Return to select the next code on record. Press F4 to return to the Order/Invoice Maintenance Menu. Item class codes are assigned in the Inventory Control module and identify a group of inventory items. In the Pricing Code field... Enter a price code. Press F3 to select from a list of price codes. Press Return to select the next code on record. When you enter an existing combination of item class and price codes, the description for the pricing table is displayed and the system issues the prompt: Is The Above Information Correct? Enter Y if the information is correct. Enter N to make changes to the fields. Enter Delete to remove the record from the file. If the pricing table does not exist the system issues the prompt: Is This A New Record? Enter Y to continue table description. Enter N to return to the Item Class field. In the Description field... Enter 1 to 20 characters for a description of the pricing table. Operations 4-117

186 In the Method field... Enter a 1-character code from the list below to identify the pricing method for the table. C Mark-up from cost. The item price is determined by multiplying the item cost by the appropriate percentage in the pricing table, and adding this amount to the item cost. In formula form, this is: Item Price = Item Cost plus (Item Cost times Mark-up Percentage). L Mark-down from list. The item price is determined by multiplying the list price by the appropriate percentage in the pricing table, and subtracting this amount from the list price. In formula form, this is: Item Price = Item List Price minus (Item List Price times Discount Percentage). M Margin over cost. The item price is determined by dividing the item cost by the additive inverse of the percentage in the pricing table (i.e., 1 minus percentage). In formula form, this is: Item Price = Item Cost divided by (1 minus Margin Over Cost Percentage). In the Quantity/Percentage fields... Enter the quantity and price break percentage. You can enter up to 10 quantity price breaks. When you finish making entries to the fields, the system issues the Is The Above Information Correct? prompt again. When you press F4 to exit, the system issues another prompt: Print A List Of All Records? Enter Y to print a list of all price tables. Enter N to return to the Order/Invoice Maintenance Menu without printing Pricing Table Maintenance

187 Contract Pricing Maintenance Contract Pricing Maintenance Function Use this task to set up and maintain contract pricing information for specific customers. If contract pricing is used for a customer, it supersedes item pricing tables for price calculations during order/invoice entry. A listing of all contract prices and their descriptions is available. See Appendix A, page 5-31, for a sample of the listing. To access this task... Select Contract Pricing Maintenance from the Order/Invoice Maintenance Menu. Operations 4-119

188 About the Fields You can establish prices by item for up to 10 quantity breaks, and a date range may be indicated to confine special pricing to specific time periods (e.g., during a contract period, for a special promotion). In the Customer field... Enter a customer number. Press F3 to select from a list of customer numbers. Press Return to select the next customer number on record. Press F4 to return to the Order/Invoice Maintenance Menu. In the Item Number field... Enter an item number. Press F3 to select from a list of item numbers. When you enter an existing combination of customer and item number, the description for the contract pricing is displayed and the system issues the prompt: Is The Above Information Correct? Enter Y if the information is correct. Enter N to make changes to the fields. Enter Delete to remove the record from the file. If the contract pricing does not exist the system issues the prompt: Is This A New Record? Enter Y to continue contract price description. Enter N to return to the Customer field. In the Comments field... Enter 1 to 20 characters of optional comments. In the Start Date field... Enter the beginning date for the contract pricing. Press Return to select the current date Contract Pricing Maintenance

189 In the Stop Date field... Enter the ending date of the contract pricing. Press Return to leave blank. In the Quantity/Price fields... Enter the quantity and price break. You can enter up to 10 quantity price breaks. When you finish making entries to the fields, the system issues the Is The Above Information Correct? prompt again. When you press F4 to exit, the system issues another prompt: Print A List Of All Records? Enter Y to print a list of all contract prices. Enter N to return to the Order/Invoice Maintenance Menu without printing. Operations 4-121

190 Parameter Maintenance Parameter Maintenance Function Use this task to add, change, view, and/or delete parameter information for the Order/Invoice Processing module. Parameters must be set up as part of the system installation and are generally not changed afterward. If you want to modify parameters after the system is in use, carefully study the Installation section as well as the following information. To access this task... Select Parameter Maintenance from the Order/Invoice Maintenance Menu Parameter Maintenance