Part History Reference Manual

Transcription

1 Part History Reference Manual FASPAC 3.5 FPD/202

2 Faspac Systems, Inc Fay Avenue, Suite 301 La Jolla, CA Confidential and Proprietary Copyright 2000 Faspac Systems, Inc. All Rights Reserved This document is the trade secret property of Faspac Systems, Inc. and is protected by copyright law and international treaties. Its use by you is strictly governed by a license agreement. Unauthorized reproduction or distribution may result in severe civil or criminal penalties. Trademarks: FASPAC is a trademark of Faspac Systems, Inc. All other trademarks, registered trademarks, names, or product names contained in this publication are the property of their respective owners, and Faspac Systems, Inc. neither endorses nor otherwise sponsors any such product or services referred to herein.

3 Table of Contents Introduction...5 Part History Maintenance (PH/MAI)...6 Part History Inquiry (PH/INQ)....9 Part History Listing (PH/LIS)...12 Listing By Category (PH/LS2) Customer Stock History Report (PH/SHR) Show Customer Parts Purchased (PH/SCPP)...21 Part History Delete (PH/DEL) Part History Monthly Update (PH/MU)...27 FPD/202 PH - 3

4 TABLE OF CONTENTS PH - 4 FPD/202

5 Introduction The Part History module provides programs to display, print, and delete Part History records. Part History records are records of customer purchases, and are accumulated as a result of the flags set in the Customer Master record (in CP/MAI) and the Item Master record (in IM/MAI). Each month when PH/MU is run, the system checks the flags in both CP/MAI and IM/MAI, and the flags that save the most part history are used. The fields in the Customer and Item Master records that determine the amount of part history to save are: Customer Records Save Part History Part Hist Duration Limit Item Records Save History Duration Kept Record Limit Part History records are created during Invoice Calculation (AR/INP/INC) if: Either the Customer record or the Item record is flagged with A in the Save (Part) History field. Both the customer record and the item record are flagged with Y in the Save (Part) History field. Part History records are not created during Invoice Calculation (AR/INP/INC) if: Either the customer record or the item record is flagged with N in the Save (Part) History field and the other record is flagged with Y or N. History records can be deleted individually or in ranges through Part History Maintenance (PH/MAI) and Part History Delete (PH/DEL). FPD/202 PH - 5

6 PART HISTORY MAINTENANCE (PH/MAI) Part History Maintenance (PH/MAI) Use this program to edit, add, or delete individual Part History records. Typically, this program is used only to correct errors. Use Part History Inquiry (PH/INQ) to retrieve any specific information required in this program, such as the customer number and the date shipped. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number in which the part history is stored. To exit, leave this field blank and press CMD. Customer You can select a customer by customer number or short name. If you do not know the number or short name, enter only the first few characters and use the function keys to scroll through the list of existing customers. Refer to the bottom of the screen for assistance in using the function keys to search for a customer. To accept the displayed customer, press RETURN. PH - 6 FPD/202

7 PART HISTORY MAINTENANCE (PH/MAI) Error Message: Invalid Entry, Function, Or End of File...SKIP. Either an invalid customer number was entered, the wrong function key was pressed, or the end of the file was reached while scrolling through the list of customers. Press SKIP to acknowledge this message and begin again. Shipped Date Enter a shipped date in MMDDYY or MMDDYYYY format. Item You can select an item by item or short name. If you do not know the number or short name, enter only the first few characters and use the function keys to scroll through the list of existing part numbers. Refer to the bottom of the screen for assistance in using the function keys to search for an item. To accept the displayed item, press RETURN. Error Messages: Item EOF on Part File... SKIP to Continue While scrolling through the Item file, the first/last record was reached. Press SKIP to acknowledge this message and begin again. Invalid Part Number or Function - SKIP to Continue Either an invalid part number was entered or the wrong function key was pressed. Press SKIP to acknowledge this message and begin again. SELECT Enter the line number of the record you wish to edit. To delete a record, enter D. To move the cursor back to the Item field, leave this field blank and press RETURN. Refer to the bottom of the screen for assistance in using the function keys to scroll through the displayed records. Enter Line To Delete This field is displayed only if the Delete option is entered in the Select field. Enter the line number you want to delete. To move the cursor back to the Select field without deleting any Part History records, leave the field blank and press RETURN FPD/202 PH - 7

8 PART HISTORY MAINTENANCE (PH/MAI) The following fields are updated by the system and should only be added or deleted to correct an error. Invoice The invoice number for this order. Slsm The Salesman code that is on the order at the time of Shipping Confirmation. This entry must be a valid Salesman code (defined in SA/MAI). PO No. The customer s purchase order number. Contract No. If the item was ordered using contract pricing, the contract number is displayed. Ship To The code of the ship-to address for this order. If this field is left blank it uses the default SAME. Error Message: Invalid Ship-To. SKIP An invalid Ship-To code was entered. Press SKIP to acknowledge this message and begin again. Ordered The quantity ordered. Shipped The quantity shipped. Cost Price UM The cost per UM (.00-99,999.99). The selling price per UM (.00-99,999.99). The unit of measure in which the order was placed. Discount The discount given on this item ( ). A discount of zero displays as NET. PH - 8 FPD/202

9 PART HISTORY INQUIRY (PH/INQ) Part History Inquiry (PH/INQ) This program displays all the Part History records of a specific item. Before entering the item number, you can specify a customer number and date shipped. If entries are made in these fields, only the records associated with the customer and date specified display. To display the complete Item History record, SKIP through these fields and enter only the item number. Once the entire record is displayed you can scroll through the list to locate the desired invoice. The Inquiry program allows access to history records for viewing purposes only. To edit or delete a record you must use Part History Maintenance (PH/MAI). Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number in which the Part History record is located. To include records in all warehouses, leave this field blank and press SKIP. To exit, leave this field blank and press CMD. FPD/202 PH - 9

10 PART HISTORY INQUIRY (PH/INQ) Customer To view the entire Item History record, regardless of the customer number to which the item was sold, leave this field blank and press SKIP. To display the item history associated with one specific customer, enter the customer number or short name. If you do not know the number or short name, use the function keys at the bottom of the screen and select one from the list. To accept the displayed customer, press RETURN. Error Message: Invalid Entry, Function, Or End of File...SKIP. Either an invalid customer number was entered, the wrong function key was pressed, or the end of the file was reached while scrolling through the list of customers. Press SKIP to acknowledge this message and begin again. Shipped Date To include all specified records, regardless of the date shipped, leave this field blank and press SKIP. To display only those records that have a specific shipped date, enter a date in MMDDYY or MMDDYYYY format. Item Enter the item for which you want to view the history records. You can select an item by number or short name. If you do not know the number or short name, use the function keys at the bottom of the screen and select one from the list. To accept the displayed item, press RETURN. After the history is displayed the function keys change. F1 = Display the Part History record from the beginning. F3 = Display the next page of the record. Error Messages: EOF on Part File...SKIP to Continue While scrolling through the Item file, the first/last record was reached. Press SKIP to acknowledge this message and begin again. Invalid Part Number or Function - SKIP to Continue Either an invalid part number was entered or the wrong function key was pressed. Press SKIP to acknowledge this message and begin again. PH - 10 FPD/202

11 PART HISTORY INQUIRY (PH/INQ) The following fields are updated by the system and cannot be changed. Customer The customer number and name. P.O. Number The customer s purchase order number. Cont If the item was ordered using contract pricing, the contract number is displayed. Slsman The Salesman code that is on the order at the time of invoice calculation. Ship To The code of the ship-to address for this order. Error Message: Invalid Ship-To. SKIP An invalid Ship-To code was entered. Press SKIP to acknowledge this message and begin again. Invoice Date The invoice number and invoice date. Ordered Shipped The quantities ordered and shipped. Cost Price UM The cost per UM (.00-99,999.99). The selling price per UM(.00-99,999.99). The unit of measure used when the order was placed. Discount The discount given on this item ( ). A discount of zero displays as NET. FPD/202 PH - 11

12 PART HISTORY LISTING (PH/LIS) Part History Listing (PH/LIS) This program lists records from the Part History file, in FASPAC item number sequence. Printed without cost, this report may be one that your customers will find useful. All records in the Part History file can be selected. If the Print Whole File option is not selected, Part History records can be printed for: One or all customers All or a range of items All or a range of dates If printing for one customer, you can print for a specific purchase order number and Ship-To code. You can include or exclude the cost and selling price. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number in which the Part History records are located. To include records in all warehouses, leave this field blank and press SKIP. PH - 12 FPD/202

13 PART HISTORY LISTING (PH/LIS) Print Whole File? (Y/N) Y = Print all records in the Part History file. N = Specify a customer number and a range of items and dates. The cursor moves directly to the Print Cost field. Customer Number This field is displayed only if not printing the whole file. To print the history records of a specific customer, enter the customer number. To include records for all customers, leave this field blank and press SKIP. P.O. Number This field is displayed only if you are printing records for one customer number. To print only those records from one purchase order number, enter the PO number. To include records associated with all of the customer s P.O. numbers, leave this field blank and press SKIP. Ship To Number This field is displayed only if you are printing records for one customer number. To print part history from a specific ship-to address only, enter the valid Ship-To code. To print the records for all ship-to addresses, leave this field blank and press SKIP. The following four fields display only if not printing the whole file. From Item Thru Item Enter the starting and ending FASPAC item numbers for the range. To begin with the first item in the Item file, leave the From Item field blank and press SKIP. To print the records for one item only, enter the FASPAC item number in both fields. To end with the last item in the Item file, leave the Thru Item field blank and press SKIP. FPD/202 PH - 13

14 PART HISTORY LISTING (PH/LIS) From Date Thru Date The system date is displayed. Enter the range of dates. Accept the system date by pressing RETURN or enter another date in MMDDYY or MMDDYYYY format. To begin printing with the oldest record in the Part History file, leave the From Date field blank and press SKIP. To print for one date only, enter it in both fields. To end with the most current record in the Part History file, leave the Thru Date field blank and press SKIP. Print Cost? (Y/N) Y = Include the cost on the report. N = Do not print the cost on the report. Print Price? (Y/N) Y = Include the price on the report. N = Do not print the price on the report. Continue? (Y/N) Y = Print the listing as specified. N = Exit the program without printing the listing. Sample Report COMPANY: 10 NEWDEMO FILES PAGE 1 RUN ID: LIS PART HISTORY REPORT 12/07/99 RUN BY: WPD FROM 01/01/99 TO 99/99/99 09:23:55 12/07/99 ITEM / DESCRIPTION INV NO. INV DATE SLSMAN WHSE CONT P.O. NUMBER SHIP TO CUSTOMER ORDERED SHIPPED UM PRICE COST DISCOUNT EXT PRICE EXT COST ================================================================================================================================ /BCG KIT1 1/4 ZINC CARRIAGE BOLTS W/NUTS 1 GENERAL ELECTRIC /30/ EA NET ITEM TOTALS: /BOX 510 EMPTY BOX # ACE HARDWARE STORE /30/99 HOUSE 01 TST , ,678 EA 1.00 NET 2345, ITEM TOTALS: 2345, , C50HCS2Z 1/4-20 X ½ HEX CAP SCREW GRADE 2 ZINC 1 GENERAL ELECTRIC /06/ BOGUS C NET /06/ BOGUS C NET ITEM TOTALS: C100HCS5Z 1/4-20 X 1 HEX CAP SCREW GR 5 ZINC FIELD 01 FOR CONTRACT LINE 1 GENERAL ELECTRIC /24/ FIELD 03 FOR CONTRACT LINE C ITEM TOTALS: GRAND TOTAL: 2345, PH - 14 FPD/202

15 LISTING BY CATEGORY (PH/LS2) Listing By Category (PH/LS2) This program lists Part History records for items with a specific Category code. Codes are set up in Category File Maintenance (IM/CFM), and used to group similar items under a single heading. In the Item Master record, each item is assigned a valid Category code. The listing includes Part History records for a specific warehouse and a range of invoice dates. The selling price can be included or excluded. Items with the specified Category code print in FASPAC item number sequence. Within each item number, the records are listed in customer number sequence, and within each customer number, they are listed in invoice date sequence. The Ship-To Address code (if other than same) prints for each customer. Item descriptions print immediately below the item number. Entry/Inquiry Screen FPD/202 PH - 15

16 LISTING BY CATEGORY (PH/LS2) Field Explanation Whse Enter the warehouse number in which the Part History records are located. To exit the program, leave this field blank and press SKIP or CMD. Invoices Dated From: Enter the latest invoice date in MMDDYY or MMDDYYYY format. Through The date entered in the Invoices Dated From field is displayed. To include invoices with this date only, press RETURN or enter the most recent date in MMDDYY or MMDDYYYY format. To move the cursor back to the Invoices Dated From field, leave this field blank and press SKIP. Product Category Enter the Category code for which to print the report. This entry must be a valid Category code from Category File Maintenance (IM/CFM). Error Message: Invalid Category, SKIP to Re-enter The Category code entered is not a valid Category code (defined in IM/CFM). Press SKIP to acknowledge the message and begin again. Include Selling Price (Y/N)? Y = Include the selling price from each invoice on the report. N = Exclude the selling price from printing on the report. Continue? (Y/N) This field allows you to check your entries before printing the listing. Y = Print the listing as specified. N = Exit the program without printing the listing. PH - 16 FPD/202

17 LISTING BY CATEGORY (PH/LS2) Sample Report COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: PHLS2 SHIPMENTS BY PRODUCT CATEGORY 03/04/97 RUN BY: FAS 16:17:11 03/04/97 INVOICES DATED 01/01/97 THRU 02/01/97 WAREHOUSE 01, PRODUCT CATEGORY 105 ITEM CUSTOMER INV NO INV DATE QUANTITY PRICE UM SHIP ================================================================================================================================ /21NE040 A & M INDUSTRIAL SUPPLY CO /16/ M 2 1/4-20 STD ZINC P.O. BOX 1044 RAHWAY NJ END OF REPORT. AUTOMATED WASTE EQUIPMENT, INC /16/97 1, M 2 P.O. BOX 5757 TRENTON NJ COKER EQUIPMENT /06/97 5, M INDUSTRIAL BLVD. GAINSVILLE GA DISPERSION TECHNOLOGY SYSTEMS /27/97 2, M MARKET STREET SUITE 185 LEMOYNE PA FASTCOM SUPPLY CORP /17/97 6, M 3 P.O. BOX 575 FRANKLIN LAKES NJ GOSS SUPPLY /28/97 3, M 2 P.O. BOX 192 ZANESVILLE OH K & E AUTO ELECTRIC /02/ M 1 36 VOSENKILL ROAD EXTENSION CATSKILL NY NEW YORK FASTENERS CORP /23/97 5, M 1 P O BOX 97 PARAMUS NJ NUEVA GENERACION AERONAUTICA /03/97 60, M 3 AV.4 NO.253 COL.IGNACIO ZARAGOZA MEXICO ZZ WALSH SUPPLY, INC /27/97 6, M 2 BOX 364 MARS HILL ME ALPINE INDUSTRIES, INC /27/ M 2 P.O. BOX 19 HOWELL NJ FPD/202 PH - 17

18 CUSTOMER STOCK HISTORY REPORT (PH/SHR) Customer Stock History Report (PH/SHR) This program prints the quantity sold totals from the Part History file. Each customer is listed individually on a separate page, and the items purchased by each print sequentially under each customer heading. The quantity totals print under the appropriate month. A twelve month period prints, ending with the month and year you determine. Entry/Inquiry Screen Entry/Inquiry Screen Whse Enter the warehouse number in which the part history is stored. To include records from all warehouses, leave this field blank and press SKIP. To exit, leave this field blank and press CMD. Print For All Customers? Y = Print the quantity totals for all customers in the specified warehouse. N = Print for a specified range of customers. PH - 18 FPD/202

19 CUSTOMER STOCK HISTORY REPORT (PH/SHR) From Customer Thru Customer This field is displayed only if you are not printing for all customers. Enter the range of customer numbers. To print the report for one customer only, enter the number in both fields. Print For All Items? Y = Print the quantity totals for all items. N = Print for a specified range of items. From Item Thru Item This field is displayed only if you are not printing for all items. Enter the range of item numbers or Description codes. To print the report for one item only, enter the number in both fields. Print Thru Month? Enter the last month of the report (01-12 only). The Part History file is checked for one year s history, ending with the last day of the month entered. Print Thru Year? Enter the year for which to print the quantity sold totals. You can enter the year as two or four digits. If you enter two digits and the number is less than 76, the system assumes the 21 st century (2000s). If you entered a number equal to or greater than 76, the system assumes the 20 th century (1900s). This number redisplays after it has been entered, to show the century if it was not entered. Print Customer Part No.? Y = Print the customer part number. This number is found in Contract Maintenance, if the contract number is in the Part History file. If a contract number is NOT found, or the item is no longer found on the contract number reference, then the Cross Reference file will be checked for the FASPAC item and this customer. N = Do not print the customer part number. FPD/202 PH - 19

20 CUSTOMER STOCK HISTORY REPORT (PH/SHR) Sort By Customer Part No.? This field is displayed only if you have opted to print the report using customer part numbers (Y entered in the field above). Y = Print the information in customer part number sequence. Customer part numbers are searched for in both the Contract and Cross Reference files. The contract file is only checked if a contract number is found for this part history record. Any item in the Part History file for which no customer part number was found will be listed at the end of each customer s history, in FASPAC item number sequence. N = Print in FASPAC item sequence. Print Only Contract Items? Y = Only print the item if there is a contract number found in the Part History file and that item is also found in the Contract Maintenance file for that contract. N = All items are to be printed. All Correct (Y/N) This field allows you check your entries and make any necessary changes. Y = Run the report as specified. N = change an entry. The cursor moves back to the first field. Continue? (Y/N) Y = Print the report as specified. N = Exit the program without printing the report. Sample Report COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: PHSHR CUSTOMER STOCK HISTORY 03/05/97 RUN BY: FAS 09:30:05 03/05/97 FOR: ALL-WAYS FASTENER,INC. NON-CONTRACT-ITEMS CUSTOMER ITEM DESCRIPTION 1997:MAR FEB JAN 1996:DEC NOV OCT SEP AUG JUL JUN MAY APR TOTAL MAX QTY ================================================================================================================================ /21KL0518 5/16-18 KL LOCKNUT ZINC End Of Customer /21KL KL LOCKNUT ZINC End Of Customer NCZ998 5/16-18 KL LOCKNUT ZINC End Of Customer 15A49 5/16-18 KL LOCKNUT ZINC End Of Customer End Of Report. From Item /21KL0518 To Item /21KL0613 From Date 04/96 To Date 03/97 PH - 20 FPD/202

21 SHOW CUSTOMER PARTS PURCHASED (PH/SCPP) Show Customer Parts Purchased (PH/SCPP) Use this program to display the items purchased by a specified customer. Records are displayed by FASPAC item number, and each item is listed only once. If an item is purchased more than one time by a customer, the most recent purchase is displayed. You can also display the Part Inquiry screen for a specific item. Note: This program only displays the item records. You cannot add, edit, or delete them. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number in which the records are located. To include records from all warehouses, leave this field blank and press SKIP. To exit, leave this field blank and press CMD. FPD/202 PH - 21

22 SHOW CUSTOMER PARTS PURCHASED (PH/SCPP) Customer You can select a customer by customer number, alpha name, or phone number. Only the first five characters are used when searching for the customer by name or number. All the entered numbers are used when searching by phone number. Remember that FASPAC stores phone numbers in reverse order. Refer to the bottom of the screen for assistance in using the function keys to search for a customer. To accept the displayed customer, press RETURN. After you accept a customer, all the items they purchased are displayed in FASPAC item number sequence. Each item is listed only once If a customer purchases an item more than once, the most recent invoice date is displayed. At this point, the function keys change. F1 = Displays the item list from the beginning. F3 = Scrolls forward through the list. F8 = Displays the Part Inquiry screen for a specified line item. F9 = Jump to a specific item on the list. Error Message: Invalid Entry, Function, or End of File... SKIP Either the wrong function key was pressed, an invalid customer name or number was entered, or the end of the file was reached while scrolling through the list. Press SKIP to acknowledge this message and begin again. Enter Item Number This field is displayed only if you pressed F9 to jump to a specific item. F1 searches for an item based on the FASPAC item number, Description code, or Cross-Reference Number entered. F2 searches for an item based on the short name entered. F3 and F4 can be used to scroll through the list of item numbers. To accept the displayed item, press RETURN. Error Messages: End of Item File... SKIP While scrolling through the Item file, the first/last record was reached. Press SKIP to acknowledge this message and begin again. PH - 22 FPD/202

23 SHOW CUSTOMER PARTS PURCHASED (PH/SCPP) Invalid Part Number or Function - SKIP Either an invalid part number was entered or the wrong function key was pressed. Press SKIP to acknowledge this message and begin again. The following fields are updated by the system and cannot be changed. Item Number The FASPAC item number Date The invoice date of the most recent purchase of the item. Qty Shipped The quantity shipped on the purchase. Net Price The selling price, including the discount per UOM. Cost Whse The cost per UOM. If the Print Cost of Parts Purchased field in Inventory Management Specification (SYS/IMS) is flagged with N, the cost will not be displayed. The shipping warehouse. FPD/202 PH - 23

24 PART HISTORY DELETE (PH/DEL) Part History Delete (PH/DEL) Use this program to delete Part History records. The program is generally used when: Part history flags are changed and you want to delete Part History records that fall outside of the new parameters. Part History records are no longer needed for a specific customer or range of customers. Part History records are no longer needed for a specific item or rang of items. You can also print a report of the Part History records you delete. We recommend you select this option, and maintain a copy for your records. Entry/Inquiry Screen Field Explanation Whse Enter the warehouse number that contains the records you want to delete. To delete Part History records in all warehouses, leave this field blank and press SKIP. PH - 24 FPD/202

25 PART HISTORY DELETE (PH/DEL) Do You Want To Print A Report (Y/N)? Y = Print a listing of the deleted part history records. N = Delete the records without printing a listing. 1. If item is no longer on file (Y/N)? Part History records can exist for a deleted item. If an item only has a few history records the system will delete the records when the item is deleted, but if numerous history records exist the system will not tie up the terminal to delete each record. Y = Delete the existing history records of previously deleted items. If this option is selected the rest of the fields are filled in by the system, and the cursor moves directly to the DO YOU WANT TO CONTINUE field. N = Specify the Part History records to delete. Keep in mind that if a part history record from a previously deleted item falls into the range specified in this program, the record is automatically deleted with the range. 2. Only if customer or items flagged N (Y/N)? Y = Delete Part History records only if the Save Part History field in either the Customer or Item Master record is flagged with N (and the other record is not flagged with A). If either record is flagged with A or if both are flagged with Y, the part history is not deleted. N = Delete Part History records based on the parameters specified in this program, regardless of how the Save Part History flag are set in the Customer and Item Master record. 3. For ALL Customers (Y/N)? Y = The system considers the Part History records for all customers when applying the specified conditions. N = Identify one customer. Enter Cust Number or Alpha This field is displayed only if N is entered in the For ALL Customers field. Enter the number or alpha name of the customer for which to delete Part History records. 4. For all items or a range (A/R)? A = The system considers the Part History records for all items when applying the specified conditions. N = Identify one or a range of items. FPD/202 PH - 25

26 PART HISTORY DELETE (PH/DEL) Starting Item Number Ending Item Number Enter the range of item numbers for which to delete Part History records. Enter either the FASPAC item number or the Description code. To delete the records of one item only, enter the same characters in both fields. YOU ARE ABOUT TO DELETE ALL PART HISTORY, WHSE - DO YOU WANT TO CONTINUE? (Y/N) This message notifies you if all the Part History records in the warehouse have been selected to be deleted. Y = Delete all the records in the warehouse. N = Exit the program, without deleting any Part History records. DO YOU WANT TO CONTINUE? (Y/N) This field allows you to check your entries before deleting the Part History records. Y = Delete all specified records (if they meet the defined requirements). N = Exit the program, without deleting any records. PH - 26 FPD/202

27 PART HISTORY MONTHLY UPDATE (PH/MU) Part History Monthly Update (PH/MU) Part history accumulates as a result of the flags set in the Customer Master record (in CP/MAI) and the Item Master record (in IM/MAI), until Part History Monthly Update (PH/MU) is run. When this program is run the save history flags are checked in both CP/MAI and IM/MAI, and any history that falls outside the parameters is deleted. To prevent the unnecessary accumulation of data, PH/MU should be run monthly. If you wish to run PH/MU at a time other than end-of-month, you can do so, however the sign on date must be for the last day of the appropriate month (this also applies when you run the Monthly Update at the end of the fiscal year). For instance, if the real date is July 10 and you want to run the Monthly Update through end-of-month June, you should sign on using the EOM June date (June 30), and then run the Update program. The Monthly Update program can also be used to delete the history records from a previously deleted Item Warehouse record or Customer Master record. If an item only has a few history records the system deletes the records when the item is deleted, but if numerous history records exist the system will not tie up the terminal to delete each record. This can cause history records to exist for items that are no longer in the Item file. These history records can later be deleted through Part History Delete (PH/DEL) or Monthly Update (PH/MU). Monthly Update can delete records based on an invoice date (in addition to the part history flags). This feature can be used to delete history records that fall within the parameters set by the part history flags, and so, would not otherwise be deleted. For example, The part history flags in the Customer and Item Master record specify that history records be kept for 6 months, with a minimum of 3 records being retained. One of the 3 records is for a particular item that was sold over 4 years ago, and the information is no longer valid. Through Monthly Update, you can specify to delete all records with an invoice date older than 4 years ago, which would delete the particular item record. Caution: Do not run this program while running Invoice Calculation & Update (AR/INP/INC). FPD/202 PH - 27

28 PART HISTORY MONTHLY UPDATE (PH/MU) Entry/Inquiry Screen Field Explanation If Invoice Dates Are Older Than The default is a date three years previous to the sign on date. Accept this date by pressing RETURN or enter another date. Records are deleted based on the date entered and on the part history flags in the Customer and Item Master records (in CP/MAI and IM/MAI). To delete Part History records based on the flags set in CP/MAI and IM/MAI only, leave this field blank and press SKIP. DO YOU WANT TO CONTINUE? (Y/N) Y = Run Monthly Update according to the specifications defined. N = Exit the program without deleting any history records. PH - 28 FPD/202