QUALITY MANAGEMENT 48$/,7<0*07 48$/,7<&21752/ /2676$/(6

Transcription

1 QUALITY MANAGEMENT 48$/,7<0*07 48$/,7<&21752/ /2676$/(6 i

2 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at ITS-PR21. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice. DOCUMENTATION CONVENTIONS The eyeglass symbol ($) indicates a field on which you can browse. The star ( ) indicates the default for a field. To allow for the widest possible parameters when printing a report or performing a function, accept the defaults for all of the parameter fields. To accept the defaults, either escape through all the fields, or press [Enter] without specifying any values. Generally, samples in the documentation are shown using the default values. Start and End parameters define the limits to a range of information you will print on a report. If information does not appear on a report, it may be because the information was excluded from the Start, End range. For a detailed explanation on how maintenance screens function, refer to the Tour Guide manual. Use the Documentation Index to find which manual describes a specific module, job, or function. 3/7/99 Prophet 21 Acclaim Version 10 The Prophet 21system and Prophet 21 Acclaim are registered trademarks, and Prophet 21 and ScratchPad are trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies. ii

3 Table of Contents 1 INSTALLING THE SOFTWARE 5 2 INTRODUCTION 10 Options/Modules 11 3 QUALITY-CONTROL 17 Main Menu 20 Quality Control Report Options 20 Print a Customer Order Monitor Report 21 Print Revised Customer Delivery Notices 23 Print a Transfer Backorder Monitor Report 26 Print a Customer On-Time Delivery Performance Report 27 Print a Vendor On-Time Delivery Report 30 Customer Service Level Report 32 Customer Order Fill Rate Report 35 Purge Customer On-Time Delivery Performance Data 38 Purge Vendor On-Time Delivery Performance Data 39 Reason Code Options 40 Define or Edit Reason Codes 41 Print a Reason Code List 41 Select Reason Code Posting Areas 42 Print a Reason Code Transaction Report 43 Print a Reason Code Comparison Report 45 Purge Reason Code Transactions 46 Lost Sales Options 46 Automatic Tracking Lost Sale Option 47 Nonstock Tracking Lost Sale Option 49 Post Reason Codes Lost Sale Option 49 Cancelled Only Tracking Lost Sale Option 50 Assembly Tracking Lost Sale Option 52 iii

4 Appendices 52 Appendix 1: Posting Reason Codes 52 4 LOST-SALES 55 Main Menu 56 Lost Sales Report Options 56 Lost Sales Summary Report by Vendor or Item 57 Lost Sales Summary Report by Customer 59 Lost Sales Detail Report by Vendor or Item 61 Lost Sales Detail Report by Customer 64 Lost Sale Reason Code Report 66 Delete Lost Sales Detail Information 67 Define or Edit Lost Sale Reason Codes 67 Set Report Date 68 iv

5 1 INSTALLING THE SOFTWARE To install the Quality Management package you need the shipping paper that was sent by Prophet 21. This shipping paper contains a serial number that is used in a later step. Installing Quality Management requires that files be created and / or expanded. Prophet 21 recommends that you perform this installation at night or on the weekend. Due to file size and system configuration, we cannot offer an estimation of how long the installation will take. Caution! Before installing Quality Management, make sure you have a total copy of your system. 1. Stop the system. 2. At the Utility Command, run the VERIFY command and the MISMATCH job to check the integrity of the files. For more information on these commands, refer to your Prophet 21 System Administration manual. 3. Turn all units offline. For more information on turning your units offline, refer to the System Administration manual. 4. Make a total copy of your system. For more information on creating a total copy, refer to the System Administration manual. 5. After the total copy is made, keep the system stopped and turn all units online. For more information on turning your units online, refer to the System Administration manual. 6. At the Utility Command, press [Esc] to access the Job prompt. 7. At the Job prompt, press [Enter] to log into the system. 8. At the jump to box, type PKG-INSTALL [Enter]. 5

6 ,167$//,1*7+(62)7:$5( The following screen appears: 9. Enter the serial number that appears on the shipping paper you received from Prophet 21, and press [Enter]. A. If you enter the correct serial number, the following message appears: Proceed to Step 10. B. If you enter an incorrect serial number, the following message appears: If you receive the previous message, retype the serial number on your shipping paper. If you still receive the previous message after you retype the serial number, contact the Prophet 21 Inside Sales Department for assistance. If you receive the message in Step A after you retype the serial number, proceed to Step 10. Note: To suspend the installation of Quality Management, type [N] [Enter] when the system prompts you to run the INSTALL. When you are ready to resume the installation, type INSTALL [Enter] at the jump to box. 10. To install Quality Management, type [Y] [Enter]. The Quality Management installation screen appears. Your answers to the following profile questions help determine the size of the files that are being created. 6

7 ,167$//,1*7+(62)7:$5( Number of Shipments per month (average)... average number of shipments that you send a month. Line items per shipment (average)... average number of line items per shipment. Months of cust delivery performance... number of months of tracking history you keep per customer. For example, if you want to track performance per quarter, you would enter 3. This would track three months of history per customer. % of customers to track performance... percentage of customers for which you want to track performance. Receivings per month (average)... average number of times that you receive material a month. Line items per receipt (average)... average number of line items that you receive per receiving. Months of vend delivery performance... number of months of tracking history you keep per vendor. For example, if you want to track performance per quarter, you would enter 3. This would track three months of history per vendor. 7

8 ,167$//,1*7+(62)7:$5( % of vendors to track performance... percentage of vendors for which you track performance. # of reason code postings/da y (avg) Months of reason code transactions... number of lost sales to which you post a reason, per day.... number of months of reason code transactions that you keep. For example, if you want to track reason code transactions per quarter, you would enter 3. This would track three months of reason code transactions. % More... percentage over the number value entered for each question. The value entered here increases the file size by the percentage specified. This is an informational field. Tracks... number of tracks used to enable each feature. Fixed File Space... amount of space needed on the disk to install any fixed files created by the Quality Management package. Minimum # of Tracks needed... number of free tracks used to install the Quality Management package. To edit any of the profile questions or values in the % More field, enter [1] at the Field prompt. The cursor jumps to 1a, % of Stock Items Tracked by Serial#. Press [Enter] until you ve accessed the field you want to edit, and then edit that field accordingly. 11. At the Field prompt, press [Enter]. 8

9 ,167$//,1*7+(62)7:$5( A screen showing the units and the free tracks on each unit appears: 12. At the Enter Destination Unit # prompt, enter the destination unit that is to hold the Quality Management package. The destination unit must have a free track number that is larger than the value in the Minimum # of Tracks Needed on Destination Unit field. This value is the minimum number of tracks needed for installing Quality Management. 13. Press [Enter]. The system starts creating the files and job streams required to install Quality Management. 14. At the Utility Command, type GO to activate all terminals. You are now ready to use Quality Management. 9

10 2 INTRODUCTION IMPORTANT NOTICE!! Not all browses may be operational at this time. Should this occur, scans are available to provide instant access to information throughout the system. All scans are used in a similar manner. Type a scan character (., ; / [ ]) and press [Enter]. You will instantly see a list of customers, vendors, items, orders, etc. Choose from the list by entering the sequence number of your selection. The Quality Management optional package is integrated with the COMPANY, CUSTOMER, VENDOR, ORDER, SHIP, PURCHASE, MATERIAL, and TRANSFER modules, and allows you to track delivery performance to customers and from vendors. Various reports can be printed which assist in forecasting shipping adjustments needed in situations where late vendor deliveries will force late customer deliveries. You have the ability to define Reason Codes for ineffective shipping performance on customer orders and/or material received from your vendors. These Reason Codes can be associated with customer returns, as well as customer or purchase order edits and cancellations. Reason Codes improve your ability to evaluate delivery performance by pinpointing shipping errors. Reason Code reports can be printed to assist in monitoring these errors. You can analyze lost sales information resulting from customer order cancellation and/or order item cancellation. This information can be automatically posted by the system, or can be manually posted each time a sale is lost. Predefined Reason Codes can be assigned during manual posting. Lost sales information can be printed in reports formatted by vendor, item, or customer. A report listing Reason Code assignments can also be printed. Note: The Quality Management optional package can be accessed via the Quality Management option on the main menu of the system. 10

11 ,1752'8&7,21 The Quality Control module allows you to track shipping performance to customers and delivery performance by vendors. Reports are provided which can be used in forecasting and regulating delivery needs. The Lost Sales module provides a means of printing reports to be used in analyzing lost sale information resulting from customer order cancellation and/or order item cancellation. OPTIONS/MODULES The Quality Management package is composed of the following options/modules: FRPSDQ\ The Location Information includes a Transfer Days field. This field is used to store an acceptable late period for transfer backorders based on the average number of days it takes for a transfer to reach the destination location after the transfer paper has been produced. Transfer days is the average number of days it takes a transfer to reach the destination location after the transfer paper has been produced (picking time, delivery time, etc.). 11

12 ,1752'8&7,21 &XVWRPHU The Customer Shipping Information includes Track Shipping, Days Early/Late, and Ship Transit Days fields. These fields are used to set delivery limitations for customer orders. Track shipping specifies whether the customer s on-time delivery information is recorded when an item is shipped. If set to Y, on-time delivery information is recorded. This information is used to run on-time delivery performance reports in the QUALITY-CONTROL module. If set to N, on-time delivery information is not recorded. This field defaults to Y. Days Early indicates the maximum number of days (prior to the required date) that the customer will receive your shipment. The default is NA which indicates that this field is not being used to calculate ontime delivery. Days Late indicates the maximum number of days (past the required date) that the customer will receive your shipment. This field defaults to 0. Ship Transit Days is the average number of days it takes a shipment to reach the customer after the shipping paper has been produced (picking time, delivery time, etc.). This value is added to the ship date to determine whether an item will reach the customer by the required date. This field defaults to 0. 12

13 ,1752'8&7,21 9HQGRU The Vendor Purchasing Information includes Quality Management fields. These fields are used to set delivery limitations for material received against purchase orders. Track Receipts specifies whether vendor s on-time delivery information is recorded when material is received. If set to Y, on-time delivery information is recorded. This information is used to run vendor ontime delivery performance reports in the QUALITY-CONTROL module. If set to N, on-time delivery information is not recorded. This field defaults to Y. Days Early indicates the maximum number of days (prior to the required date) that you will receive material from this vendor. The default is NA which indicates that this field is not being used to calculate on-time delivery. Days Late indicates the maximum number of days (past the required date) that you will receive material from this vendor. This field defaults to 0. 2UGHU6KLS3XUFKDVH0DWHULDODQG7UDQVIHU The system captures delivery information from corresponding shipments and customer orders, as well corresponding material received and purchase orders/transfers. This information is used to generate reports in the QUALITY-CONTROL module. 13

14 ,1752'8&7,21 3XUFKDVH The Purchase Order Line Item Entry Screen includes a REQ-DATE field: PURCHASING XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX VENDOR: XXXXXX PO# =============================================================================== Seq# Item Vendor Qty-Pur(Pkg) Net Cost Ext-Cost =============================================================================== 1 ITEM XXXXXXXXXXXXXXXXXXXXXXXXXX Vend-Item#: XXXXXX-XXXXX DESC 1 XXXXXXXXXXXXXXXXXXXXXXXXXXX DESC 2 XXXXXXXXXXXXXXXXXXXX PUR-UNIT XX PUR-SIZE PKG-SIZE SUGG-QTY(PKG) PKG-QTY "C" for Stock Card 3 LIST/COST MULT COMM 1 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 6 COMM 2 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 7 REQ-DATE MM/DD/YY FIELD: "T" for Vendor Subtotal "C" for Commitment Schedule "N" for Notepad "P" for Purchase Discounts The required date is entered in the REQ-DATE field, and is used to track on-time delivery performance from your vendor(s). The required date for NS, LPU, and DS purchase order line items defaults to the number of shipping transit days (as defined in the customer record) subtracted from the order line s required date. 4W2UGHU2UGHU(',2UGHU6KLS(GLW([S2UGHU Lost sales information is posted during any of the following situations: An item is deleted or an assembly is canceled during order entry An order is canceled from the Order Summary screen during order entry An order is canceled in Exp-Order An order item is canceled or reduced in Exp-Order A shipment is canceled in Ship-Edit The disposition for an item or an assembly component is set to "C"ancel during order entry Order quantities are increased for items or assembly components whose disposition has been set to "C"ancel An item s disposition is set to "C"ancel while editing or adding to an order/quote An item is re-allocated in Exp-Order from one order to another or to free stock and the disposition for the source item is set to "C"ancel 14

15 ,1752'8&7,21 The shipped quantity for an item is reduced and this reduced quantity s disposition is set to "C"ancel in Ship-Edit Lost sales information is posted by item. Therefore, item information is posted for all items affected. The following item information is posted: Item Code Sales Unit Name Order Number Quantity Ordered Sales Unit Size Customer Code Quantity Lost Vendor Number Sales Location Item Description 1 Net Price Order Date Item Description 2 Salesman Lost Sale Date Purchase Class Taker 4XDOLW\&RQWURO The QUALITY-CONTROL module provides a means of printing reports to be used in forecasting and regulating delivery needs. Customer Monitor, Transfer Monitor, Customer Performance, and Vendor Performance reports can be printed: The Customer Order Monitor Report lists those items which will not reach the customer by the required date based on the amount of free stock available, purchase order and transfer expected dates, and transfer backorder dates. It can be printed in customer, salesman, or vendor sequence. The Customer Order Fill Rate Report shows how well you are stocking and filling customer orders for material. The Fill Rate is calculated by comparing the number of line items that shipped to the number of items your customers ordered. Customer Revised Delivery Notices are used to notify customers of revised item delivery dates reflected in the Customer Order Monitor Report. Only order line items which have a required date before the material is expected to be allocated from free stock, material received, or transferred from another location are included. The notices can be printed in customer or salesman sequence. The Customer Service Level Report, which can be sequenced by customer or product group, is an effective tool for monitoring the level of service you provide to your customers. The report shows the amount ordered, shipped, and the percentage difference between the two (fill percentage) of line items, quantities, and sales dollars. The Customer On-Time Delivery Report is used to monitor your on-time delivery performance to your customers. It can be run by customer, salesman, or vendor and for a range of dates. The Vendor On-Time Delivery Report is used to monitor the on-time delivery performance of your vendors. It is run by vendor and for a range of classes, branches, and dates. The Transfer Backorder Monitor Report lists those items which will not be transferred to a destination location by the required date based on the amount of free stock available, purchase order and transfer expected dates, and transfer backorder dates. Reason Codes can also be established for both your and your vendors delivery errors. This helps monitor on time delivery of material received and improves your customer service by heightening your ability to regulate shipping. Reports can be printed for the following: The Reason Code Report lists all defined Reason Codes. The Reason Code Transaction Report lists all transactions that have been assigned a specific Reason Code. The report can be limited by location and transaction type and date. 15

16 ,1752'8&7,21 /RVW6DOHV The Reason Code Comparison Report lists all transactions that have been assigned a specific Reason Code within specified periods of time. The report can be limited by location and transaction type and date. The LOST-SALES module provides a means of printing reports to be used in analyzing lost sale information resulting from customer order cancellation and/or order item cancellation. Options to delete lost sales information and define Lost Sales Reason Codes are provided. 16

17 3 QUALITY-CONTROL The QUALITY-CONTROL module allows you to track shipping performance to customers and delivery performance by vendors. Reports are provided which monitor customer and vendor delivery dates, as well as customer and vendor performance. During shipping, specific information about shipped order items is automatically compiled and stored in a shipping performance file, including: Customer Alternate ship-to Order number Shipment number Order item sequence Shipment item sequence Order date Order time Ship date Ship time Nonstock flag Item code Description 1 Vendor Customized item flag Date required Time required Order quantity Shipped quantity Disposition Salesman Days early Days late Ship grace period Item complete flag Shipping performance information is compiled and stored on a customer-by-customer basis. The shipping performance file is updated with any ship quantity changes during shipment confirmation. The shipping performance information is used to produce Customer On-Time Delivery Performance Reports. During material receipt, specific information about received purchase order is automatically compiled and stored in a vendor delivery performance file, including: Vendor Item code Purchase order number Description 1 Receiving number Required date Purchase order item sequence Required time Purchase order date Purchase order quantity Purchase order time Received quantity Received date Days early 17

18 Received time Nonstock flag Days late Item complete flag Vendor delivery performance information is compiled and stored on a vendor-by-vendor basis. Once stored, this information is used to produce Vendor On-Time Delivery Performance Reports. These reports can be used to monitor the on-time delivery performance of your vendors. Reports that monitor customer delivery dates can be produced. Only those items which will not reach the customer by the required date based on the amount of free stock available, purchase order and transfer expected dates, and transfer backorder dates are shown. Notices can be printed to notify customers of revised item delivery dates. Only order line items which have a required date before the material is expected to be allocated from free stock, delivered from the vendor, or transferred from another location are included. Eliminating delivery errors is made easier by defining Reason Codes. Reason Codes can be established for situations which inhibit delivery performance, such as delivery to the wrong customer, transportation failures, or editing item information. Customer and vendor returns, as well as canceled customer and purchase orders, can be categorized by establishing Reason Codes for such instances. Delivery errors can be effectively tracked, and their frequency reduced. 18

19 Reason Code Posting is integrated into various areas of the system. During Reason Code Posting, you indicate the Reason Code associated with the transaction. Reason Codes can be posted in the following areas: Module ORDER: Transactions During order entry when item quantities are canceled, canceled quantities are changed, or orders are canceled. When customer returns are entered. FRONT-COUNTER: During add/edit when purchasing information is changed, the disposition of backordered items is changed, the order quantity of items with an open quantity is changed, or items are edited. During order entry when item quantities are canceled, canceled quantities are changed, or orders are canceled. During rental order entry when item quantities are canceled, canceled quantities are changed, or orders are canceled. SHIP-EDIT: EXP-ORDER, EXP-RENTAL: EXP-PURCHASE When customer returns are entered. As part of the shipment confirmation process when shipment quantities are changed, or shipments are canceled. When item quantities are canceled, canceled quantities are changed, or orders are canceled. When shipping information, invoice information, or item information is edited. When item quantities are canceled, canceled quantities are changed, or purchase orders are canceled. When shipping information or item information is edited. MATERIAL PAYABLES When vendor returns are entered. When item quantities are changed on purchase orders and transfers. When shipped quantities are changed on direct ship invoices. Note: Many of the date fields in the QUALITY-CONTROL module can be entered in terms of a specified number of days instead of an actual date. For more information, see the Operator s Manual. 19

20 MAIN MENU The Reports option provides a means of printing reports to be used in forecasting and regulating delivery needs. The Purge customer option is used to purge customer on-time delivery information. The Purge vendor option is used to purge vendor on-time delivery information. The Reason codes option allows you to establish reason codes for both your and your vendors delivery errors. This helps monitor on time delivery of material received and improves your customer service by heightening your ability to regulate shipping. The Lost sales options allow you to enable the lost sales feature and define the extent of lost sales tracking. Note: The Purge customer and Purge vendor options only appear if Q-Mode is enabled. QUALITY CONTROL REPORT OPTIONS The Monitor option is used to print a Customer Order Monitor Report. The Fill rate option is used to print a Customer Order Fill Rate Report. This report demonstrates how well you are stocking and filling orders for material. The Revised delivery option is used to print Customer Revised Delivery Notices. The Service level option is used to print a Customer Service Level Report. 20

21 The Customer on-time option is used to print a Customer On-Time Delivery Report. The Vendor on-time option is used to print a Vendor On-Time Delivery Performance Report. The Transfer backorder option is used to print a Transfer Backorder Monitor Report. PRINT A CUSTOMER ORDER MONITOR REPORT CUSTOMER ORDER MONITOR REPORT 1 SEQ (CUST SLM VEN) 15 INCLUDE BLANKETS (Y N) 2 START 16 BLANKET ITEMS (REL PICK) 3 END 17 START DATE BRANCHES 18 END DATE 4 START 5 END REQ DATE 6 START 7 END OPTIONS 8 INCLUDE NON-STOCK (Y N) 9 INCLUDE DIRECT SHIP (Y N) 10 INCLUDE LOCAL PICK-UP (Y N) 11 INCLUDE COMPONENTS (Y N) 12 INCLUDE DAYS LATE (Y N) 13 INCL EXP-DATE PASSED (Y N) 14 ORDER CUT-OFF DATE FIELD: The Customer Order Monitor Report lists those items which will not reach the customer by the required date and can be run in customer, salesman, or vendor sequence. Only order line items which have a required date before the material is expected to be allocated from free stock, delivered from the vendor, or transferred from another location are reported. The Ship Transfer Days, as entered in the Customer Record, is used in determining whether or not the required date will be met. When the report is printed in vendor sequence, it is run from a temporary sorting file, allowing all items (including nonstock items on an open purchase order) to be included on the report. The system displays the following message while creating the sorting file: Creating temporary sort file, please wait... The required date is obtained from the line item required date or defaults to the order required date if a required date has not been specified for the line item. The line item required date defaults to the release date or pick date for blanket items. Several fields are used from the Customer record to determine whether the item will be late in getting to the customer. The fields that are used in the determination are: Track Shipping, Days Early, Days Late, and Ship Transit Days, which are found on the Shipping information screen of the Customer record. 21

22 The system uses this calculation to determine whether or not an item is reported: Expected Ship Date from the order line-item record + Transit Days from the Customer record > Required Date + Days Late from the Customer Record. If the sum of the Expected Date and Transit Days is greater than the sum of the Required Date and Days Late value, the item is displayed on the report. If it is less than that value, the item will not be displayed. For stock (blanket and non-blanket) items, the vendor expected date is the current date if the item can be filled from free stock. Otherwise, the vendor expected date is the expected date of the purchase order or transfer line item if the item is on a purchase order or transfer. When multiple purchase orders or transfers exist, the required date sequence is used to determine the proper expected date. If an item cannot be filled from free stock or from a purchase order or transfer, the expected date is set to 12/31/99 and the order item is always reported. For nonstock (blanket and non-blanket), direct-ship, and local pick-up items, the vendor expected date is the expected date of the purchase order if the item is on a purchase order. If there is no purchase order, the expected date is set to 12/31/99 and the order item is always reported. For assembly items, the vendor expected date of the descriptive item is the latest expected date of the components. The vendor expected date of each component is the expected date of the purchase order or transfer line item if the component is on a purchase order or transfer. If there is no purchase order or transfer, the expected date is set to 12/31/99 and the component is always reported. Nonstocks, direct ships, LPUs, and assembly components can be included on the report. INCLUDE DAYS LATE can be used to report items that will be delivered within the limit set by the value entered in the DAYS LATE field in the Customer Record. The INCL EXP-DATE PASSED field is used to limit the inclusion of nonstocks, direct ships, and LPUs to those whose expected dates have passed without receipt or allocation. Orders included on the report can be limited to those entered on or before the ORDER CUT-OFF DATE. If enabled for the Blanket Orders optional package, you can choose to INCLUDE BLANKETS. BLANKET ITEMS indicates whether the release date or pick date is used in determining the required date of blanket items. Only blanket order releases that fall within the START DATE and END DATE are reported. 22

23 CUSTOMER ORDER MONITOR REPORT: SAMPLE The purchase orders, transfers, and transfer backorders that contributed to the allocation of a backordered item are shown according to the required date sequence. PRINT REVISED CUSTOMER DELIVERY NOTICES CUSTOMER REVISED DELIVERY DATE NOTICES 1 SEQ (CUST SLM) 17 INCLUDE BLANKETS (Y N) 2 START 18 BLANKET ITEMS (REL PICK) 3 END 19 START DATE BRANCHES 20 END DATE 4 START 5 END REQ DATE 6 START 7 END OPTIONS 8 SHOW VENDOR (Y N) 9 INCLUDE NON-STOCK (Y N) 10 INCLUDE DIRECT SHIP (Y N) 11 INCLUDE LOCAL PICK-UP (Y N) 12 INCLUDE COMPONENTS (Y N) 13 INCLUDE DAYS LATE (Y N) 14 INCL EXP-DATE PASSED (Y N) 15 SUPP ITEMS W/O EXP-DATE (Y N) 16 ORDER CUT-OFF DATE FIELD: Customer Revised Delivery Notices are used to notify customers of revised item delivery dates. A separate notice is printed for each customer, advising them of the new delivery dates for any affected items. The notices can be run in customer or salesman sequence. 23

24 Only order line-items which have a required date before the material is expected to be allocated from free stock, delivered from the vendor, or transferred from another location are included. Several fields are used from the Customer record to determine whether the item will be late in getting to the customer. The fields that are used in the determination are: Track Shipping, Days Early, Days Late, and Ship Transit Days, which are found on the Shipping information screen of the Customer record. The calculation is the same as for the Customer Order Monitor Report in determining whether or not the item will be displayed on the notice: Expected Ship Date from the order line-item record + Transit Days from the Customer record > Required Date + Days Late from the Customer Record. If the sum of the Expected Date and Transit Days is greater than the sum of the Required Date and Days Late value, the item is displayed on the report. If it is less than that value, the item will not be displayed. SHOW VENDOR determines whether the vendor and purchase order expected dates are shown on the notice. Nonstocks, direct ships, LPUs, and assembly components can be included on the revised delivery date notices. The INCL EXP-DATE PASSED field is used to limit the inclusion of nonstocks, direct ships, and LPUs to those whose expected dates have passed without receipt or allocation. Items without an expected date can be suppressed; however, when the SUPP ITEMS W/O EXP-DATE field is set to N, the order line item required date plus the number of in transit days acts as the expected date. If the order line item required date has passed, the current date plus the number of in transit days acts as the expected date. Orders included in the revised delivery date notices can be limited to those entered on or before the ORDER CUT-OFF DATE. The INCLUDE BLANKETS, BLANKET ITEMS, and START/END DATE parameters function in the same manner as for the Customer Order Monitor Report. 24

25 REVISED CUSTOMER DELIVERY DATE NOTICE: SAMPLE Notices print in 80 column format. The proposed delivery dates to the customer are shown; each customer starts a new page. 25

26 PRINT A TRANSFER BACKORDER MONITOR REPORT TRANSFER BACKORDER MONITOR REPORT DEST LOCATION 1 START 2 END SOURCE LOCATION 3 START 4 END REQUIRED DATE 5 START 6 END FIELD: The Transfer Backorder Monitor Report lists those items which will not be transferred to a destination location by the item s required date. Only transfer backorders which have a required date before the material is expected to be allocated from free stock, delivered from the vendor, or transferred from another location are reported. The Transfer Transit Days, as entered in the Company Location Record, is used in determining whether or not the required date will be met. The required date of the transfer from which the backorder was created is used as the required date. If the transfer backorder was created at order entry time, the required date of the order line item being backordered is used. The system uses this calculation to determine whether or not an item is reported: Expected Date + Transfer Transit Days from the Company Location record > Required Date of this item. If the sum of the Expected Date and Transfer Transit Days is greater than the Required Date, the item is displayed on the report. If it is less than the Required Date, the item will not be displayed. TRANSFER BACKORDER MONITOR REPORT: SAMPLE 26

27 PRINT A CUSTOMER ON-TIME DELIVERY PERFORMANCE REPORT CUSTOMER ON-TIME DELIVERY REPORT 1 SEQ (CUST SLM VEN) 2 START 3 END CUSTOMER CLASS 4 START 5 END CUSTOMER GROUP 6 START 7 END ORDER DATE LATE PERIOD IN DAYS 8 START 14 PRD1 9 END 15 PRD2 SHIP DATE 16 PRD3 10 START 11 END REQ DATE 17 PAGE FORMAT (A B C D) 12 START * 18 TOTALS FORMAT (A B C D E F) 13 END * 19 ONLY LATE SHIPMENTS (Y N) FIELD: The Customer On-Time Delivery Report is used to monitor your on-time delivery performance to your customers. The report can be run by customer, salesman, or vendor and for a range of dates. Lengths for three Late Periods can be specified. This allows you to summarize the number of late entries according to these late day ranges. The Ship Transfer Days specified in the Customer Record is added to the ship date and then compared to the customer s required date to determine whether the item will reach the customer by the required date. Note: For Blanket Orders, the required date is equal to the release date plus the customer s in-transit days. 27

28 The report can be printed in one of three formats. A Page Format Key is presented. Page Format Key A = new page for each customer B = multiple customers per page C = brief, mult. cust. per page D = brief, single cust per page These Page Format options are, for the most part, self-explanatory. It should be pointed out, however, that option A (detailed information format, new page for each customer) and option D (brief format, one customer per page) were created so that you could send a portion of either the detailed or the brief report to each of your customers. Location, branch, or company-wide totals may be selected. A Totals Format Key is presented. Totals Format Key A = location totals B = loc. totals with page breaks C = branch totals D = branch totals w/ page breaks E = company-wide totals only F = customer totals only If A, location and company-wide totals print at the end of the report. Company-wide totals only print if Q-MODE is enabled and more than 1 location has been printed. If B, location and company-wide totals print on a separate page. Company-wide totals only print if Q-MODE is enabled and more than 1 location has been printed. If C, branch and company-wide totals print at the end of the report. Company-wide totals only print if Q-MODE is enabled and more than 1 location has been printed. If D, branch and company-wide totals print on a separate page. Company-wide totals only print if Q-MODE is enabled and more than 1 location has been printed. If E, only company-wide totals print at the end of the report. If F, customer totals print at the end of the report. The report can be limited to only those shipments that are late. 28

29 CUSTOMER ON-TIME DELIVERY REPORT: SAMPLE The brief version shows only the total information for each customer ship-to address. Note: Post orders display on this report with a Ship Location of 0 (zero). Since the customer has already received the order items, post orders have no shipping location. The zero Shipping Location is used as a default value. The SHP LCN column defaults to zero for post orders. 29

30 PRINT A VENDOR ON-TIME DELIVERY REPORT VENDOR ON-TIME DELIVERY REPORT VENDOR 1 START 2 END VENDOR CLASS 3 START 4 END BRANCH 5 START 6 END PO DATE LATE PERIOD IN DAYS 7 START 13 PRD1 8 END 14 PRD2 RECEIVED DATE 15 PRD3 9 START 10 END REQ DATE 16 PAGE FORMAT (A B C) 11 START 17 TOTALS FORMAT (A B C D E F) 12 END 18 ONLY LATE SHIPMENTS (Y N) 19 INCLUDE DS (Y N) FIELD: The Vendor On-Time Delivery Report can be used to monitor the on-time delivery performance of your vendors. Several fields are used from the Vendor record to determine whether your receiving of the item had been either too early, too late, or on time. The fields that are used in the determination are: Track Receipts, Days Early, and Days Late, which are found on the Purchasing information screen of the Vendor record. The following calculations are used in determining whether or not the item will be displayed on the report: To determine if an item did arrive after its Required Date: Received Date - Required Date - Days Late from the Vendor Record To determine if an item did arrive before its Required Date: Received Date - Required Date - Days Early from the Vendor Record The report is run by vendor and for a range of classes, branches and dates. Lengths for three Late Periods can be specified. This allows you to summarize the number of late entries according to these late day ranges. 30

31 The report can be printed in one of three formats. A Page Format Key is presented. Page Format Key A = new page for each vendor B = multiple vendors per page C = brief version Location, branch, or company-wide totals may be selected. A Totals Format Key is presented. Totals Format Key A = location totals B = loc. totals with page breaks C = branch totals D = branch totals w/ page breaks E = company-wide totals only F = vendor totals only If A, location and company-wide totals print at the end of the report. Company-wide totals only print if Q-MODE is enabled and more than 1 location has been printed. If B, location and company-wide totals print on a separate page. Company-wide totals only print if Q-MODE is enabled and more than 1 location has been printed. If C, branch and company-wide totals print at the end of the report. Company-wide totals only print if Q-MODE is enabled and more than 1 location has been printed. If D, branch and company-wide totals print on a separate page. Company-wide totals only print if Q-MODE is enabled and more than 1 location has been printed. If E, only company-wide totals print at the end of the report. If F, vendor totals print at the end of the report. The report can be limited to only those shipments that are late. The INCLUDE DS parameter determines whether or not direct ship items are included on the Vendor On- Time Delivery Report. When set to Y, direct ship items appear on the report and are marked DIRECT SHIP below the purchase order number and the line item number. This field defaults to Y. 31

32 VENDOR ON-TIME DELIVERY REPORT: SAMPLE The brief version shows only the total information for each vendor. CUSTOMER SERVICE LEVEL REPORT CUSTOMER SERVICE LEVEL REPORT 1 SEQUENCE XXXX (CUST PROD) 2 BRIEF FORMAT X (Y N) CUSTOMER 3 START XXXXX 4 END XXXXX PRODUCT GROUP 5 START END 9999 CUSTOMER BRANCH 7 START 99 8 END 99 SHIPPING LOCATION 9 START END 9999 SHIP DATE 11 START MM/DD/YY 12 END MM/DD/YY FIELD: The SEQUENCE parameter determines how the report is sequenced, by CUSTomer code or by PRODuct group. Samples of each are shown on the following pages. The BRIEF FORMAT field offers the option to print a summary version of the report. If you set this field to N, the report shows information for each line item. If you set this field to Y, the report shows total information for each product group. 32

33 The CUSTOMER START and END parameters allow you to limit the customers included on the report (i.e., report on customers ABCCO to KELELE). The PRODUCT GROUP START and END parameters allow you to limit the product groups included on the report (i.e., report on items in product groups 300 to 400). Similarly, the CUSTOMER BRANCHES START and END parameters allow you to limit report to certain branches of your company (i.e., branches 2 though 6). The Customer Branch is obtained from the first two digits of the Salesman Number in the Customer Bill-To record. The SHIPPING LOCATION START and END allow you to limit the locations that are included on the report. The SHIP DATE START and END allow you to set a time period for the report (i.e., report on shipments with shipment dates between 11/01/96 and 11/02/96). CUSTOMER SERVICE LEVEL REPORT BY CUSTOMER This sample shows how the Customer Service Level Report appears when printed in CUST sequence. CUSTOMER SERVICE LEVEL REPORT 11/02/96 PAGE: 1 01/01/00-12/31/99 CUSTOMER: KELELE KELLEY ELECTRIC INC ---- LINE ITEMS QUANTITY SALES$ ITEM CODE PROD ITEM DESCRIPTION ORDER SHIP FILL% ORDER SHIP FILL% ORDER SHIP FILL% ======================================================================================================================== JPD ITEM BERKO BKO /500W CONVEC HTR PROD GRP 0 TOTALS: BOS BOS PART # PROD GRP 666 TOTALS: ADV ADVANCE WHIRLAMATIC BOS BOS PART # BOS BOS PART # BOS BOS PART # BOS BOS PART # BOS BOS PART # BOS BOS PART # L AMERICAN LINCOLN PA ROBBY I PRESSURE WASHER PROD GRP 4041 TOTALS: BOS BOS PART # BOS BOS PART # PROD GRP 4042 TOTALS: BOS BOS PART # PROD GRP 5055 TOTALS: BERKO BKO /500W CONVEC HTR PROD GRP 8510 TOTALS: B ML45 THERMOSTAT B PSG-2 SIGHT GLASS B SLD8-5SV DRYER L AMERICAN LINCOLN PROD GRP 9999 TOTALS: CUSTOMER KELELE TOTALS: ====== ====== ======= ======= ======= ======= GRAND TOTALS: The Customer Service Level Report, which can be sequenced by customer or product group, is an effective tool for monitoring the level of service you provide to your customers. The report shows the amount ordered, shipped, and the percentage difference between the two (fill percentage) of line items, quantities, and sales dollars. 33

34 The report shows items for each customer included in the ranges specified in the parameter screen. For each customer, the line items are listed down the left side of the page. The right side of the page shows three sets of columns: Line Items, Quantity, and Sales$. For each of these columns, the amount ordered, shipped, and the difference between the two (FILL%) is shown. Totals print for each product group, and each customer, and Grand Totals print at the end of the report. CUSTOMER SERVICE LEVEL REPORT BY PRODUCT GROUP This sample shows how the Customer Service Level Report appears when printed in PROD sequence. CUSTOMER SERVICE LEVEL REPORT 11/02/96 PAGE: 1 01/01/00-12/31/ LINE ITEMS QUANTITY SALES$ PRODUCT GROUP ORDER SHIP FILL% ORDER SHIP FILL% ORDER SHIP FILL% ======================================================================================================================== ====== ====== ======= ======= ======= ======= GRAND TOTALS: The report shows items for each product group included in the range specified in the parameter screen. For each product group, the line items are listed down the left side of the page. The right side of the page shows three sets of columns: Line Items, Quantity, and Sales$. For each of these columns, the amount ordered, shipped, and the difference between the two (FILL%) is shown. Totals print for each product group, and Grand Totals print at the end of the report. BRIEF CUSTOMER SERVICE LEVEL REPORT This sample was sequenced by customer, but there are very few differences when the report is sequenced by product group. 34

35 CUSTOMER SERVICE LEVEL REPORT 11/02/96 PAGE: 1 01/01/00-12/31/99 CUSTOMER: KELELE KELLEY ELECTRIC INC ---- LINE ITEMS QUANTITY SALES$ PRODUCT GROUP ORDER SHIP FILL% ORDER SHIP FILL% ORDER SHIP FILL% ======================================================================================================================== CUSTOMER KELELE TOTALS: ====== ====== ======= ======= ======= ======= GRAND TOTALS: CUSTOMER ORDER FILL RATE REPORT The Customer Order Fill Rate Report shows how well you are stocking and filling customer orders for material. The Fill Rate is calculated by comparing the number of line items that shipped to the number of items your customers ordered. CUSTOMER ORDER FILL RATE REPORT 1 SEQ (ORD LINE) CUSTOMER 2 START 3 END BRANCHES 4 START 5 END REQ DATE 6 START 7 END OPTIONS 8 # OF SHIPMENTS INCLUDED 9 INCLUDE NON-STOCK (Y N) 10 INCLUDE DIRECT SHIP (Y N) 11 INCLUDE LOCAL PICK-UP (Y N) 12 ORDER CUT-OFF DATE 13 PAGE FORMAT (A B C) FIELD: The SEQ parameter determines how the report is sequenced, by customer code and ORDER number or by customer code and LINE number. Samples of each are shown on the following pages. The CUSTOMER START and END parameters allow you to limit the customers included on the report (i.e., report on customers ABCCO to KELELE). Similarly, the BRANCHES START and END parameters allow you to limit report to certain branches of your company (i.e., branches 2 though 6). The REQ DATE START and END allow you to set a time period for the report (i.e., report on shipments with required dates between 11/01/96 and 11/02/96). 35

36 The # of SHIPMENTS INCLUDED parameter determines how many shipments per order are shown on the report. Set this field to 1, for example, to generate a report showing the fill rate of first shipments for orders. Set this field to 2 to see how well you filled orders in the first and second shipments. Set this field to 9999 to include all shipments. You can INCLUDE NONSTOCK, INCLUDE DIRECT SHIP, and/or INCLUDE LOCAL PICK-UP items on the report by setting these parameters to Y. Otherwise, the system includes only stock items on the report. These fields default to Y. Use the ORDER CUT-OFF DATE field to specify the last possible Order Date that should be included on this report. Orders entered on or up to this date will be included on the report. The PAGE FORMAT of the report can be A, B, or C. If this field is set to A, the system prints detailed information and each customer prints on a separate page. If this field is set to B, the system prints detailed information and inserts page breaks only when necessary. If this field is set to C, only summary information is included on the report, and the system inserts page breaks only when necessary. This field defaults to A. Note: Purge the On-Time Delivery information to clear these reports. 36

37 CUSTOMER ORDER FILL RATE REPORT BY ORDER This sample shows how the Customer Order Fill Rate Report appears when printed in ORD sequence. The report shows orders for each customer included in the range specified in the parameter screen. For each order, the line items are listed and the number of ordered lines is shown next to the number of completed lines. The FILL % is calculated by comparing the number of line items that shipped to the number of line items were ordered and required to ship (based on the Req Date). The Fill Percentage is calculated for each individual customer, and total Fill Percentages (which are shown at the end of the report) are calculated for each location and branch. CUSTOMER ORDER FILL RATE REPORT BY ITEM This sample shows how the Customer Order Fill Rate Report appears when printed in LINE sequence. Note that Location and Branch Totals do not print at the end of the report, as they do when the report prints in ORD sequence. 37

38 The report prints in order line number sequence within customer code. For each shipment, the report compares the ORD QTY to the OPEN QTY to compute a FILL%. PURGE CUSTOMER ON-TIME DELIVERY PERFORMANCE DATA CUSTOMER ON-TIME DELIVERY PURGE 1 SEQ (CUST SLM VEN) 2 START 3 END CUSTOMER CLASS 4 START 5 END CUSTOMER GROUP 6 START 7 END ORDER DATE 8 START 9 END SHIP DATE 10 START 11 END REQ DATE 12 START 13 END CONTINUE WITH CUSTOMER ON-TIME DATA PURGE (Y N)? You must be in Q-MODE in order to purge customer on-time delivery information. The purge can be run by customer, salesman, or vendor and for a range of customer classes, customer groups, and dates. 38

39 The purge will only occur if a Y is entered. A message displays while the purge takes place. PURGING DATA, PLEASE WAIT... PURGE VENDOR ON-TIME DELIVERY PERFORMANCE DATA VENDOR ON-TIME DELIVERY PURGE VENDOR 1 START 2 END VENDOR CLASS 3 START 4 END BRANCH 5 START 6 END PO DATE 7 START 8 END RECEIVED DATE 9 START 10 END REQ DATE 11 START 12 END CONTINUE WITH VENDOR ON-TIME DATA PURGE (Y N)? You must be in Q-MODE in order to purge vendor on-time delivery information. 39

40 The purge can be run by vendor and for a range of classes, branches and dates. CONTINUE WITH VENDOR ON-TIME DATA PURGE (Y N)? The purge will only occur is a Y is entered. A message displays while the purge takes place. PURGING DATA, PLEASE WAIT... REASON CODE OPTIONS The Define option is used to define or edit reason codes. The List option is used to print a reason code list. The Posting option is used to select the reason code posting areas. The Transaction report option is used to print a reason code transaction report. The Comparison report option is used to print a reason code comparison report. The Purge option is used to purge reason code transaction data. 40

41 DEFINE OR EDIT REASON CODES REASON CODE 1 CODE 99 2 DESCRIPTION XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX FIELD: "DE" to Delete When a Reason Code number is entered, the system displays its description, if the Reason Code exists. If the Reason Code does not exist, a new Reason Code is created and its description entered. The DE to Delete option only appears when editing. It is used to delete Reason Codes. PRINT A REASON CODE LIST REASON CODE LIST FIELD: 1 START CODE 2 END CODE The Reason Code List is limited by code number. REASON CODE LIST: SAMPLE 41

42 SELECT REASON CODE POSTING AREAS REASON CODE POSTING AREA POST DEFAULT 1 ORDER/RENTAL ENTRY - CANCEL QTY X 99 2 ORDER/RENTAL ENTRY - CANCEL ORD X 99 3 ORDER ADD/EDIT - EDIT ITEM X 99 4 EXP-ORDER/EXP-RENTAL - CANCEL QTY X 99 5 EXP-ORDER/EXP-RENTAL - CANCEL ORD X 99 6 SHIP-EDIT - CHANGE QTY X 99 7 SHIP-EDIT - CANCEL SHIP X 99 8 EXP-ORDER/EXP-RENTAL - EDIT HEADER X 99 9 EXP-ORDER/EXP-RENTAL - EDIT ITEM X ORDER/RENTAL ENTRY - CUST RETURN X EXP-PURCHASE - CANCEL PO X EXP-PURCHASE - CANCEL ITEM X EXP-PURCHASE - EDIT HEADER X EXP-PURCHASE - EDIT ITEM X MATERIAL - PO CHANGE QTY X MATERIAL - TRANSFER CHANGE QTY X PURCHASE - VEND RETURN X DS PAYABLES - CHANGE QTY X RENTAL ORDER- RENTAL CLOSE OUT X 99 FIELD: You can post Reason Codes when editing or canceling orders, purchase orders, or transfers, or when entering customer or vendor returns. Posting Reason Codes makes it possible to categorize those transactions whose delivery will be affected by these changes. Note that the Rental Order - Rental Close Out option is only available if you have the RENTALS optional package. If POST is set to Y, a Reason Code Posting screen immediately follows the specified transaction. This allows you to indicate the Reason Code associated with the transaction. The Reason Code Posting screen is shown in Appendix 1: Posting Reason Codes. If POST is set to N, the system does not display a Reason Code Posting screen after the transaction. The posting areas for Customer and Vendor Returns (ORDER/RENTAL ENTRY - CUST RETURN, and PURCHASE -VEND RETURN) are set up slightly differently. The POST field can be set to Y or N as described above, but can also be set to another option: L to post by line item. If POST is set to L, the system prompts for reason codes for each item on the return, instead of one reason code for the entire Customer or Vendor Return. A DEFAULT Reason Code can be specified for each posting area. When the Reason Code Posting screen is presented, the Reason Code is automatically set to that default. A zero (0) indicates that there is no default value. When the Reason Code Posting screen is presented, a Reason Code must be entered or you will be unable to continue. 42

43 PRINT A REASON CODE TRANSACTION REPORT REASON CODE TRANSACTION REPORT REASON CODES 1 START 2 END LOCATIONS 3 START 4 END TRANSACTION TYPES 5 START 6 END TRANSACTION DATES 7 START 8 END FIELD: The Reason Code Transaction Report is limited by Reason Code, Location, Transaction Type, and Transaction Date. The Transaction Type refers to the posting area field numbers shown on the Reason Code Posting Area screen. 43

44 REASON CODE TRANSACTION REPORT: SAMPLE The Reason Code Transaction Report shows details of the transactions. The associated order or purchase order number is included. 44

45 PRINT A REASON CODE COMPARISON REPORT REASON CODE COMPARISON REPORT REASON CODES TRANSACTION PERIODS 1 START 9 PRD 1 2 END 10 PRD 2 LOCATIONS 11 PRD 3 3 START 12 PRD 4 4 END 13 PRD 5 TRANSACTION TYPES 14 PRD 6 5 START 15 PRD 7 6 END 16 PRD 8 TRANSACTION DATES 17 PRD 9 7 START 18 PRD 10 8 END 19 PRD PRD 12 FIELD: The Transaction Type refers to the posting area field numbers shown on the Reason Code Posting Area screen. Lengths for twelve Transaction Periods can be specified. This allows you to compare the frequency of the various Reason Codes according to these transaction periods. REASON CODE COMPARISON REPORT: SAMPLE The Reason Code Comparison Report compares the frequency of the various Reason Codes in up to twelve transaction periods. Final totals are shown when more than one location is included. 45

46 PURGE REASON CODE TRANSACTIONS REASON CODE TRANSACTION PURGE REASON CODES 1 START 2 END LOCATIONS 3 START 4 END TRANSACTION TYPES 5 START 6 END TRANSACTION DATES 7 START 8 END CONTINUE WITH REASON CODE TRANSACTION DATA PURGE (Y N)? The Reason Code Transaction Purge is limited by Reason Code, Location, Transaction Type, and Transaction Date. The Transaction Type refers to the posting area field numbers shown on the Reason Code Posting Area screen. The purge will only occur if a Y is entered. A message displays while the purge takes place. PURGING DATA, PLEASE WAIT... LOST SALES OPTIONS ENABLE LOST SALES The Lost Sales feature allows you to track information for sales which have been lost. The Lost Sales options determine what qualifies as a lost sale and how they are tracked. FIELD: 1 ENABLE LOST SALES FEATURE X (Y N) A Y response indicates that the Lost Sales feature is enabled. Once enabled, the Lost Sales Tracking options display, allowing you to determine the extent of lost sales tracking. 46

47 LOST SALES TRACKING OPTIONS AUTOMATIC TRACKING X (Y N) 2 NON-STOCK TRACKING X (Y N) 3 POST REASON CODES X (Y N) 4 CANCELLED ONLY TRACKING X (Y N) 5 ASSEMBLY TRACKING XXXX (DESC COMP) OPTION: A full screen display with a detailed explanation is presented when an option is selected for editing. ASSEMBLY TRACKING only appears if you are enabled for the Assemblies optional package. AUTOMATIC TRACKING LOST SALE OPTION AUTOMATIC TRACKING LOST SALE OPTION This option determines whether the system automatically records lost sales or gives the operator the option to record lost sales. Y - Lost sales are tracked automatically. The system will record a lost sale each time a line item is partially or completely cancelled. N - Lost sales are not tracked automatically. The system will give the operator the option to record a lost sale whenever a line item is cancelled or an item with an unallocated quantity is ordered. 1 AUTOMATIC TRACKING X (Y N) FIELD: When Lost Sales are not tracked automatically, the following prompt appears in any of the situations that constitute a possible lost sale. POST TO LOST SALES JOURNAL? (Y N): X Entering an N suppresses the posting of any lost sales information, and the system continues. Entering a Y posts the lost sales information; then the system continues. For example, if you were canceling an order from the Order Summary screen during order entry, entering an N at the prompt would prevent the posting of any lost sales information and the system would proceed with the cancellation. Entering a Y would post the lost sales information for each item on the order; then the system would proceed with the cancellation. 47

48 Lost sales information is posted during any of the following situations: An item is deleted or an assembly is canceled during order entry An order is canceled from the Order Summary screen during order entry An order is canceled in Exp-Order An order item is canceled or reduced in Exp-Order A shipment is canceled in Ship-Edit The disposition for an item or an assembly component is set to "C"ancel during order entry Order quantities are increased for items or assembly components whose disposition has been set to "C"ancel An item s disposition is set to "C"ancel while editing or adding to an order/quote An item is re-allocated in Exp-Order from one order to another or to free stock and the disposition for the source item is set to "C"ancel The shipped quantity for an item is reduced and this reduced quantity s disposition is set to "C"ancel in Ship-Edit 48

49 NONSTOCK TRACKING LOST SALE OPTION NON-STOCK TRACKING LOST SALE OPTION This option determines whether or not the system tracks lost sales for non-stock items. Y - Lost sales are tracked for non-stock items. N - Lost sales are not tracked for non-stock items. 1 NON-STOCK TRACKING X (Y N) FIELD: POST REASON CODES LOST SALE OPTION POST REASON CODES LOST SALE OPTION This option determines whether or not the system requires the operator to post a reason code to each lost sale that is manually recorded. This option has no effect if lost sales are tracked automatically. Y - Reason codes must be posted each time the operator specifies that a lost sale should be recorded. N - Reason codes will not be posted to lost sales. 1 POST REASON CODES X (Y N) FIELD: If the POST REASON CODES is set to Y, Reason Codes cannot be assigned if lost sales are being tracked automatically. If lost sales are being tracked manually, the following prompt appears if you have entered a Y at the Post to Lost Sales Journal prompt. 49

50 LOST SALE REASON CODE: 99 A browse of existing Reason Codes is available at the prompt. For more information, refer to the Browse manual. A valid Reason Code must be assigned to the lost sale in order for the system to continue. Defining Lost Sale Reason Codes is explained in the Lost Sales chapter of this manual. CANCELLED ONLY TRACKING LOST SALE OPTION CANCELLED ONLY TRACKING LOST SALE OPTION When tracking lost sales manually, the operator is given the prompt to post a lost sale whenever a line-item s allocated quantity is less than its order quantity. This option determines if the prompt should only be given when the unallocated quantity has been given a disposition of C ancel. Y - lost sale may only be posted if the disposition is C ancel. N - lost sale may be posted whenever there is an unallocated quantity, regardless of the disposition. 1 CANCELLED ONLY TRACKING X (Y N) FIELD: If lost sales are being tracked manually, an "L" for Lost option appears at the Field prompt in the Easy and Detail Item Entry screens for order items that are not fully allocated, allowing you to enter lost sales quantities: "L" for Lost If CANCELLED ONLY TRACKING is set to Y, the "L" for Lost option only appears for order items that are not fully allocated and whose disposition has been set to "C"ancel. If this field is set to N, this option appears for all order items that are not fully allocated, regardless of disposition. If the allocated quantity is zero and the disposition is not "C"ancel, selecting the "L" for Lost option automatically sets the lost sales quantity equal to the order quantity. If the allocated quantity is zero and the disposition is "C"ancel, selecting this option automatically sets the lost sales quantity equal to the order quantity and deletes the order item as well. 50

51 If the allocated quantity is non-zero, you are prompted for the lost sales quantity once you select this option. LOST SALE QTY: The lost sales quantity must be equal to or greater than the unallocated quantity. Additional lost sale entries can be made for order items that are not fully allocated if the order quantity for such items has been increased. After editing the order quantity, the "L" for Lost option is replaced by the following message, indicating that a lost sale entry has already been made for the item. LOST SALE Pressing [Enter] at the Field prompt in order to accept the new order quantity brings up the following prompt. Lost sale exists. Update? (Y N) Entering an N allows the system to continue to the next screen or prompt; entering a Y brings up the following prompt. LOST SALE QTY: ( ) You can enter a new lost sale quantity for the item while the existing lost sale quantity displays in parentheses (the old lost sale quantity is the default). This new lost sale quantity must be greater than the old lost sale quantity but less than the new order quantity. This is the only instance in which the new lost sale entry replaces the old lost sale entry. In general, once a lost sale entry has been made for an item, any further editing for that item does not change this lost sale entry. If additional lost sale entries are made for the item, they do not replace the preceding lost sale entry. For example, a lost sale entry of 5 units is made for an item because its order quantity was reduced from 15 units to 10 units in the EXP-ORDER module. If the entire order is subsequently canceled, a second lost sale entry is made for the item, reflecting the edited order quantity of 10 units. This applies to both automatic and manual tracking of lost sales. 51

52 ASSEMBLY TRACKING LOST SALE OPTION ASSEMBLY TRACKING LOST SALE OPTION This option determines how the system tracks lost sales for assemblies. DESC - Lost sales for assemblies will only be tracked for descriptive items. COMP - Lost sales for assemblies will only be tracked for components. 1 ASSEMBLY TRACKING XXXX (DESC COMP) FIELD: This option only appears if you are enabled for the Assemblies optional package. When lost sales information for assemblies is tracked by descriptive items, any time an assembly is canceled or reduced this information is posted with respect only to the descriptive item. When lost sales information is tracked by components, this information is posted for each assembly component. APPENDICES APPENDIX 1: POSTING REASON CODES Reason Code Posting is integrated into various areas of the system. During reason code posting, you indicate the Reason Code associated with the transaction. 52

53 If posting is enabled for a particular area, a Reason Code Posting screen is presented immediately following the transaction. This allows you to indicate the Reason Code associated with the transaction. REASON CODE POSTING: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX FIELD: 1 CODE 99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX The posting area associated with the transaction is identified in the header area of the screen. Possible areas include: ORDER/RENTAL ENTRY - CANCEL QTY ORDER/RENTAL ENTRY - CANCEL ORD ORDER ADD/EDIT - EDIT ITEM EXP-ORDER/EXP-RENTAL - CANCEL QTY EXP-ORDER/EXP-RENTAL - CANCEL ORD SHIP-EDIT - CHANGE QTY SHIP-EDIT - CANCEL SHIP EXP-ORDER/EXP-RENTAL - EDIT HEADER EXP-ORDER/EXP-RENTAL - EDIT ITEM ORDER/RENTAL ENTRY - CUST RETURN EXP-PURCHASE - CANCEL PO EXP-PURCHASE - CANCEL ITEM EXP-PURCHASE - EDIT HEADER EXP-PURCHASE - EDIT ITEM MATERIAL - CHANGE PO QTY MATERIAL - CHANGE TRANSFER QTY PURCHASE - VEND RETURN DS PAYABLES - CHANGE QTY When prompted for the Reason Code associated with the transaction, a browse of existing reason codes is available to help you find the desired Reason Code. For more information, refer to the Browse manual. If a default code has been specified for the posting area, the Reason Code is automatically set to that default. Upon entry of a valid Reason Code, its description is shown for verification. Reason codes are posted in the following areas: ORDER During order entry when item quantities are canceled, canceled quantities are changed, or orders are canceled. When Customer Returns are entered. If the system is set up to prompt for reason codes for the entire customer return (the POST field is set to Y in the Reason Code Posting Area screen), the system displays the prompt after the customer return is accepted. If the system is set up to prompt for reason codes for individual line items on a customer return (the POST field is set to L in the Reason Code Posting Area screen), the system displays prompts after each line item* is placed on the return. 53

54 * Or assembly item, if you have the ASSEMBLIES optional package. During add/edit when purchasing information is changed, the disposition of backordered items is changed, the order quantity of items with an open quantity is changed, or items are edited. FRONT-COUNTER SHIP-EDIT During order entry when item quantities are canceled, canceled quantities are changed, or orders are canceled. During rental order entry when item quantities are canceled, canceled quantities are changed, or orders are canceled. When customer returns are entered. As part of the shipment confirmation process when shipment quantities are changed, or shipments are canceled. EXP-ORDER, EXP-RENTAL When item quantities are canceled, canceled quantities are changed, or orders are canceled. When shipping information, invoice information, or item information is edited. EXP-PURCHASE MATERIAL PAYABLES PURCHASE When item quantities are canceled, canceled quantities are changed, or purchase orders are canceled. When shipping information or item information is edited. When item quantities are changed on purchase orders and transfers. When shipped quantities are changed on direct ship invoices. When vendor returns are entered. If the system is set up to prompt for reason codes for the entire vendor return (the POST field is set to Y in the Reason Code Posting Area screen), the system displays the prompt after the vendor return is accepted. If the system is set up to prompt for reason codes for individual line items on a vendor return (the POST field is set to L in the Reason Code Posting Area screen), the system displays prompts after each line item is placed on the return. 54

55 4 LOST-SALES The LOST-SALES module enables you to analyze lost sale information resulting from customer order cancellation and/or order item cancellation. This information can be automatically posted by the system, or can be manually posted each time a sale is lost; when manually posting, you also have the option to assign predefined Reason Codes. The lost sales information can be printed in reports formatted by vendor, item, or customer, and a report listing Reason Code assignments can also be printed. Lost sales information is posted in the ORDER, QT-ORDER, EDI-ORDER, EXP-ORDER, and SHIP-EDIT modules during any of the following situations: An item is deleted or an assembly is canceled during order entry An order is canceled from the Order Summary Screen during order entry An order is canceled in EXP-ORDER An order item is canceled or reduced in EXP-ORDER A shipment is canceled in SHIP-EDIT The disposition for an item or an assembly component is set to "C"ancel during order entry Order quantities are increased for items or assembly components whose disposition has been set to "C"ancel An item s disposition is set to "C"ancel while editing or adding to an order/quote An item is re-allocated in EXP-ORDER from one order to another or to free stock and the disposition for the source item is set to "C"ancel The shipped quantity for an item is reduced and this reduced quantity s disposition is set to "C"ancel in SHIP-EDIT 55

56 /2676$/(6 Lost sales information is posted by item; therefore, item information is posted for all items affected in any of the situations described. The following item information is posted: Item Code Sales Unit Name Order Number Quantity Ordered Sales Unit Size Customer Code Quantity Lost Vendor Number Sales Location Item Description 1 Net Price Order Date Item Description 2 Salesman Lost Sale Date Purchase Class Taker Once lost sales information has been posted, it can be printed or deleted in the LOST-SALES module. Lost Sales Reason Codes can be defined, along with a Lost Sales Report Date, which is used to determine Month and Year-to-Date lost sales totals. MAIN MENU The Reports option is used to access the Lost Sales Report Options. The Delete option is used to delete lost sales detail information. The Reasons codes option is used to define or edit lost sale reason codes. The Set date option is used to set the lost sales report date. LOST SALES REPORT OPTIONS 56