Contract Application Services Reference Manual Prophet 21 FASPAC 5.0

Transcription

1 Contract Application Services Reference Manual Prophet 21 FASPAC 5.0

2 Table of Contents OVERVIEW OF CAS 4 Default Values 5 Looking up Existing Values 5 Search List 5 Lookup Window 7 USING CAS 8 Create a New Contract 8 Convert CT Contracts to CAS Contracts 13 SCREEN REFERENCE 16 Contract Application System (CAS) Main Menu 16 Maintenance (CAS/MAI) 18 Header record (Screen 1) 18 Line record (Screen 2) 22 Delivery Point record (Screen 3) 24 Inquiry (CAS/INQ) 28 Header record (Screen 1) 28 Line record (Screen 2) 28 Delivery Point record (Screen 3) 29 Create Contract from CT Contract (CAS/CCT) 30 Contract Application Reports (CAS/CAR) 33 Item by Contract (CAS/CAR/IBC) 33 Sample Report 35 Contracts by Item (CAS/CAR/CBI) 36 Sample Report 37 Profitability and Usage (CAS/CAR/PRU) 38 Screen 1 38 Screen 2 40 Sample Profitability Report 41 Sample Usage Report 42 Contract Labels by Unique ID (CAS/CAR/CLU) 43 Sample Label 43 Contract Labels (CAS/CAR/LBL) 44 Sample Label 45

3 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at by entering a support case. Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Prophet 21 may make improvements and/or changes to the Licensed Software described in this publication at any time without notice. 6/17/05 Prophet 21 Faspac The Prophet 21 system and Prophet 21 Faspacare trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies.

4 OVERVIEW OF CAS The Contract Application System (CAS) provides contract management features that allow you to enter and manage complex sales agreements. CAS allows you to perform the following tasks: Assign contract numbers and enter the same FASPAC item on one contract multiple times. Track line-side distribution and manage an item occurring multiple times on a contract. Report customer usage by cost center. Use CAS contracts for traditional order entry in Order Desk and Counter Sales. Use CAS contracts when entering orders in the optional FasTrak XE, FASPAC Web Interface (FWI), and VMI Replenishment (VMI) modules. FasTrak XE is an enhanced version of FasTrak, which is an optional module that only works with CT contracts. FasTrak XE supports both CAS and CT contract processing. FASPAC Web Interface and VMI Replenishment only work with CAS contracts. Note: CAS does not support scheduled releases or orders placed using Terminal Remote Order Entry (RSO). In addition to creating and maintaining contracts, CAS provides programs that allow you to convert existing contracts from CT format to CAS format, and print the following reports and labels: A list of items by customer contract A list of customer contracts by item A report of profitability and usage by customer contract Contract labels by customer, customer contract, or ship-to Contract labels by Unique ID

5 DEFAULT VALUES Many fields have default information that is obtained from a hierarchical search through Customer, Vendor, and Item records defined in certain screens. Throughout the manual, this hierarchy is shown in the following format: XX/XXX < YY/YYY < ZZ/ZZZ XX/XXX is the lowest level screen in the hierarchy, and ZZ/ZZZ is the highest level screen. For example, Header record < CP/STM < CP/MAI indicates that a field gets its default value from the Header record, which gets its default value from CP/STM, which gets its default value from CP/MAI. If you enter a value in the field, it overrides the default. Note: Important! The default values are not displayed in the entry screens; spaces in the fields indicate that they will be used. As of Faspac version 4.2, the system now displays the Faspac item code if a customer item is entered, and customer item code if the Faspac item is entered. The Status field now displays only the letter H for Hold and D for discontinued. LOOKING UP EXISTING VALUES CAS has two methods for looking up existing values: a Search List and a Lookup Window. For both methods, pressing F5 in the field displays the list. SEARCH LIST A Search List shows all values in a file, such as customers and items, and allows you to search by name or number. Before opening the list window, the following search functions allow you to start the list at a specified entry: F1 Display the first customer number in the file. F2 Display the first customer shortname or item in the file. F3 Display the next entry in the file, either by number or shortname. F4 Display the prevous entry in the file, either by number or shortname.

6 When you press F5, the entire file is listed and various functions are available for selecting an entry. F1 Go to the first customer or item in the file. F3 Scroll forward, one page at a time. F4 Scroll backward, one page at a time. F6 Specify a method for sorting the list. Down arrow Scroll down, one item at a time. Up arrow Scroll up, one item at a time. Return Select the highlighted entry and close the list. CMD Exit the list without selecting an entry.

7 LOOKUP WINDOW A Lookup Window is used for short lists and provides no search capabilities. When you press F5 in a field, the available values are listed in the window: The Lookup Window provides the following functions for selecting a value: F3 Scroll forward, one page at a time. F4 Scroll backward, one page at a time. Down arrow Scroll down, one item at a time. Up arrow Scroll up, one item at a time. Return Select the highlighted entry and close the list window. CMD Exit the list window without selecting an entry. T Go to the top of the list. B Go to the bottom of the list. Line Type the line number at the ACTION prompt. That line is selected and the list window closes.

8 USING CAS This section explains how to use CAS/MAI to create a new contract, and how to use CAS/CCT to convert existing Contract (CT) records to CAS records. Note: These procedures assume you know how to use FASPAC, and that you will be accepting the default values in most of the fields. For detailed information about each screen field, see Screen Reference. CREATE A NEW CONTRACT Use the Maintenance (CAS/MAI) program to create a contract. A CAS contract is organized into three types of records, each with a separate entry screen: Header record One record per contract that contains the general requirements of the contract. Line record One record for each distributor and customer item combination on the contract. Since multiple customer items can reference the same distributor part number, a contract can have more than one Line record with the same distributor part number. Customer item number cross-references are automatically created as contract line items are created. Delivery Point record One for each delivery destination. A Delivery Point record can reference a ship-to (dock) location, or it can reference destinations with up to three additional levels of detail within the customer facility (location, line feed, and station). The Delivery Point record provides the flexibility to support basic shipments or complex line-side distribution requirements. Briefly, the process for entering a new contract is as follows: 1. Enter a Header record for the contract. 2. Enter the first Line record. 3. Enter the first Delivery Point record for the first Line record. 4. Enter more Delivery Point records for the first Line record. 5. Enter the second Line record. 6. Enter the first Delivery Point record for the second Line record. 7. Enter more Delivery Point records for the second Line record.

9 8. Repeat steps 5 through 7 for subsequent Line records. These steps are explained in the following sections. To enter information in the Header record (screen 1): 1. Run CAS/MAI. The following screen is displayed, and the cursor starts in the Customer field. 2. In the Customer field, enter your customer s number or name. 3. In the Contract field, enter a new contract number comprised of 4 to 20 alphanumeric characters. 4. Enter Y when the system asks if you want to create a new contract. 5. In field 01, enter the Ship-To code for this customer. 6. In field 02, press Return to accept the customer s default Bill To information (from CP/STM < CP/MAI). Note: The default information is obtained from a hierarchical search through Customer, Vendor, and Item records, as indicated in this manual by the format convention XX/XXX < YY/YYY < ZZ/ZZZ. See Default Values on page 5 for more information. 7. In field 03, press Return to accept the default warehouse number (from CP/STM < CP/MAI). 8. In field 04, press Return to accept the default purchase order number (from CP/STM < CP/MAI), or enter a different PO number for the contract. 9. In field 05, enter the contract s beginning/effective date in MMDDYY or MMDDYYYY format. 10. In field 06, enter the contract s end date in MMDDYY or MMDDYYYY format.

10 11. In field 07, press Return to accept the default sales representative s code (from CP/STM < CP/MAI). 12. In field 08, press Return to accept the default Ship Via code (from CP/STM < CP/MAI). 13. In field 09, press Return to accept the default Freight Terms code (from CP/STM < CP/MAI). 14. In field 10, press Return to accept the default FOB code (from CP/STM < CP/MAI). 15. In field 11, press Return to accept the default Invoice Terms code (from CP/MAI). 16. In field 12, press Return to set the contract status to Active. 17. In field 13, type Y to enter a unique ID for each item s delivery-point, or N to have the system assign a unique ID. Note: If you will be scanning contracts using customer-identified bin locations and you do not want to re-label the bins for use with CAS, you must enter Y. 18. At the ACTION prompt, press F8 to save your entries and display screen 2, the Line record. To enter the first Line record (screen 2): The Customer, Contract, and Status fields display information from the Header screen. The cursor starts in the Line Number field. 1. In the Line number field, press F10 to generate the first line number. 2. In field 01, enter the Item code. Note: Since your contract item number can cross-reference more than one customer item number, you can use the same item multiple times on one contract. 3. In field 02, enter the customer s code for the item.

11 Note: Since a customer item number can cross-reference only one of your contract item numbers, you can only use a customer item code one time on a contract. 4. In field 03, press Return to skip or enter a price for the item. 5. Enter the selling unit of measure for the item. The Stock Uom field displays the default unit of measure from IM/MAI. 6. In field 04, press Return to accept the contract status (Active) from the Header screen. 7. At the ACTION prompt, press F8 to save your entries and display screen 3, the Delivery Point record. To enter the first Delivery Point record (screen 3): The Customer, Contract, Line Number, and Item fields display information from the Line screen. The cursor starts in the Ship To field. 1. In the Ship To field, press Return to accept the default code from the Header record. 2. In the Location field, press Return to skip, or enter a new location for this Delivery Point record. 3. In the Line Feed field, press Return to skip, or enter a new line feed for this Delivery Point record. 4. In the Station field, press Return to skip, or enter a new station for this Delivery Point record. 5. Enter Y when the system asks if you want to create a new location. 6. In field 01, press Return to accept the default warehouse code from the Header record < CP/STM < CP/MAI. 7. In field 02, press Return to skip, or enter a minimum quantity of the item that should be on hand before manual or automated replenishment is required.

12 8. In field 03, press Return to skip, or enter a maximum quantity of the item that should be on hand. 9. In field 04, enter the minimum quantity to ship. 10. In field 05, press Return to skip, or enter the negotiated shipment quantity for the Delivery Point. This is for information only; the system does not use this value. 11. In field 06, press Return to skip, or enter the packaging requirements for the item. 12. In field 07, press Return to skip, or enter the customer s bin location code. Note: This code is required if you entered Y in the Unique ID field on the Header screen. If you entered N in the Unique ID field, this code is optional and is used for information only. 13. In field 08, press Return to skip, or enter a bin label format. 14. In field 09, press Return to skip, or enter a customer purchase order number that will be unique for this line number. 15. In field 10, press Return to accept the default contract status (Active) from the Line record. 16. In field 11, press Return to accept the default Effective Date from the Header record, or enter another date. 17. In field 12, press Return to skip, or enter an end user price of the item. 18. In field 13, enter the type of comment to appear on the note line: A Display the Customer Item Number and Contract Line Number E Display the Item Number and End User Price Y Display the Item Number N Do not display any comment information 19. At the ACTION prompt, press F8 to save your entries. The system-generated ID number for this record is displayed in the Unique ID field, as shown in the following screen example. To enter more Delivery Point records for the first Line record: 1. At the ACTION prompt, press F9 to cancel use of the previous delivery point record. The cursor starts in the Ship To field. 2. Repeat the procedure for entering a Delivery Point record.

13 To enter a second Line record for this contract: 1. At the ACTION prompt in the Delivery Point record screen, press F4 to return (page up) to the Line record screen. 2. Press F9 to cancel use of the previous line. The cursor starts in the Line Number field. 3. Repeat the procedures for entering a Line record and one or more Delivery Point records. CONVERT CT CONTRACTS TO CAS CONTRACTS Use this program to convert contracts you created in the Contract Maintenance (CT/MAI) program to CAS contracts. You can merge multiple CT contracts into one CAS contract, converting from one to five contracts at a time. If the item, customer item, price, and UOM are the same across more than one CT contract, one CAS Line record is created; there are no duplicate records. Each CT Line item then generates an individual CAS Delivery Point record. Ship-to codes are copied to the CAS Delivery-Point ship-to field, and customer bin locations codes are placed in the CAS Delivery-Point location field. Before converting any contracts, consider the following issues: At this time, the program does not support scheduled releases. You cannot convert CT contracts in the 9xx series. You must enter a Ship To location; you cannot select ALL. After updating contracts, you must create new label formats based on the new file descriptions in the data dictionary.

14 To convert up to five CT contracts into a CAS contract: 1. Run CAS/CCT. The following screen is displayed and the cursor starts in the Customer field. 2. In the Customer field, enter the customer number or name to be converted. 3. In field 01, enter an existing CT Contract number to be converted, or press F5 and select one from the list. The following information from the CT Contract record is displayed: Wh = Warehouse Spaces indicates that the Warehouse value in CT was set to ALL, which is not a valid option in CAS. See step 4. Ship = Ship To Location Slsrp = Sales Representative Inv = Invoice Terms Frt = Freight Terms Fob = FOB Via = Ship Via Contract Nbr = Ref. Cust. Contract No. Fstrk = blank The Wh, Ship, and Slsrp fields display coding on the contract being converted. Entering a new value in either of these fields changes the value entered in the converted Delivery Point record. 4. If the Wh field displays spaces, enter a valid code. 5. Press Return until the cursor is in the Fstrk field. 6. Enter Y in the Fstrk field if the CT contract is being used with FasTrak, or N if it is not. Note: The Fstrk feature allows conversion of CT contracts to CAS contracts without requiring bin labels to be replaced. The Unique ID uses the CT line item number as part of its structure (a cross-reference to the customer bin location). 7. In fields 02 through 05, enter more CT contract numbers, or press Return to skip to field 06.

15 8. The contract information from the first CT contract entered in field 01 is displayed in fields 07 through 17. The cursor moves to field In field 06, enter a new or existing CAS contract number. If you enter a new CAS number, fields 07 through 17 display the header values from the CT contract number entered in field 01, and the cursor moves to field 07. If you enter an existing CAS contract, fields 07 through 17 display the CAS header values and the cursor moves to the ACTION prompt. You cannot edit these fields. 10. Enter information as needed in fields 07 through ) Warehouse The default warehouse code from CP/STM < CP/MAI. 08) Cust Ship To The default Ship To Location from CP/STM < CP/MAI. If ALL is displayed in this field, change it to a valid ship-to location code. 09) Sales Rep The default Sales Representative code from CP/STM < CP/MAI. 10) Eff Date The default effective date, from the start date in CT/MAI. 11) End Date The default end date, from the end date in CT/MAI. Note: The Effective and End dates determine the availability of the contract. In addition to these fields, a line may also have an effective date, allowing you to enter new lines on a contract, keeping the same contract ID but not making the line item available until a specific date. You enter this date when the line and its location are added. 12) PO Number The default Purchase Order number for the contract from CP/STM < CP/MAI. 13) Invoice Terms The default Terms code from CP/MAI. 14) Freight Terms The default Freight terms from CP/STM < CP/MAI. 15) FOB The default FOB code from CP/STM < CP/MAI. 16) Ship Via The default Ship Via code from CP/STM < CP/MAI. 11. Press F8 to accept your entries and run the conversion. The cursor returns to the Customer field. 12. To cancel your entries and start again, press F9. The cursor returns to field 01. To convert more than five CT contracts: Repeat the previous procedure, using the same Customer and New Contract numbers. 1. Run CAS/CCT. 2. In the Customer field, enter the same customer number or name. 3. In fields 01 through 05, enter additional existing CT Contract numbers to convert. 4. In field 06, enter the same CAS contract number. You cannot edit fields 07 through Press F8 to accept your entries and run the conversion.

16 SCREEN REFERENCE This section describes all menus, screens, fields, and functions in CAS. CONTRACT APPLICATION SYSTEM (CAS) MAIN MENU The CAS main menu contains the following programs: Maintenance (CAS/MAI) allows you to create and maintain contract header, line, and delivery point records. Inquiry (CAS/INQ) displays information about a specific contract. Create Contract from CT Cont (CAS/CCT) converts CT contracts to CAS contracts. Vendor Managed Inventory (CAS/VMI) is only available if you have purchased this option. Contract Application Reports (CAS/CAR) contains the following reports: Items by Contract (CAS/CAR/IBC) prints a list of items by customer contract. Contracts by Item (CAS/CAR/CBI) prints a list of customer contracts by item.

17 Profitability and Usage (CAS/CAR/PRU) prints a report of profitability and usage by customer contract. Contract Labels by Unique ID (CAS/CAR/CLU) prints contract labels by customer, customer contract, or ship-to. Contract Labels (CAS/LBL) prints contract labels by Unique ID. Cont. Load/Update From Excel (CAS/SSU) is only available if you have purchased this option.

18 MAINTENANCE (CAS/MAI) Use the Maintenance program (CAS/MAI) to create, edit, and delete Contract Header and Contract Detail records. HEADER RECORD (SCREEN 1) A Contract Header Maintenance record contains information about the contract, including customer name, user-defined contract number, ship-to/bill-to information, warehouse, purchase order number, effective and end dates, sales representative, shipping method and terms, FOB, invoice terms, and status. Fields that require an entry are denoted by R. Field Customer R Description Enter the name or number of the customer, or use the function keys and select one from the list.

19 Contract R The contract number to view, create, or edit. To create a new contract number, enter the number (minimum of 4 characters) and then enter Y when the system asks if you want to create the new contract number. To use an existing contract, enter the number or press F5 and select one from the list. Error Message Contract cannot be less than 4 characters Enter to continue The contract number you entered is not recognized by the program. Enter the contract number again, making sure it is from 4 to 20 alphanumeric characters. Contract Value The total value of the contract. The system first determines the value of each individual line using the formula: Line s total delivery point estimated quantities * Line item price Then it adds together the value of all the lines on the contract to arrive at the total contract value. Ship To R Enter the Ship-To Code used most often for this customer, or press F5 and select one from a list of valid codes set up for this customer. To use a ship-to that is the same as the customer address, enter zero. You can add lines for other Ship-To locations if necessary. Bill To Enter the customer s Bill-To information, or use the function keys and select one from the list. If you leave this field blank, the system uses the default Bill-To information from CP/STM < CP/MAI. Warehouse Purchase Order Effective Date R End Date R Sales Rep Enter the number of the warehouse from which orders for this contract will be shipped, or press F5 and select one from the list. If you leave this field blank, the system uses the default warehouse from CP/STM < CP/MAI. Enter the purchase order number for the contract. If you leave this field blank, the system uses the purchase order number from CP/STM < CP/MAI. Enter the contract s start/effective date in MMDDYY or MMDDYYYY format. Enter the contract s end date in MMDDYY or MMDDYYYY format. Enter the sales representative s code, or press F5 and select one from the list. If you leave this field blank, the system uses the default from

20 list. If you leave this field blank, the system uses the default from CP/STM < CP/MAI. Ship Via Enter the Ship Via code for the method by which orders will be shipped for this contract, or press F5 and select one from the list. If you leave this field blank, the system uses the default from CP/STM < CP/MAI. If the customer does not always use this ship via, leave this field blank. Valid Ship Via codes (Record Type=SV) are set up in the System Code Master File (SYCD). Freight Terms Enter the Freight Terms code, or press F5 and select one from the list. If you leave this field blank, the system uses the default from CP/STM < CP/MAI. Valid Freight Terms codes (Record Type=FR) are set up in the System Code Master File (SYCD). FOB Enter the Freight on Board code, or press F5 and select one from the list. If you leave this field blank, the program uses the default from CP/STM < CP/MAI. Valid Fob codes (Record Type = FO) are set up in the System Code Master File (SYCD). The code in SYCD is three-characters, including a warehouse number. Only the first character is entered in this FOB field; the warehouse number is not entered. Note: If the entry in the WHSE field is spaces, there must be an FOB System Code record for each warehouse, but one that is not warehousespecific. Invoice Terms Enter the invoice terms code for the contract, or press F5 and select one from the list. If you leave this field blank, the system uses the default code from CP/MAI. Valid Terms codes (Record Type=TC) are set up in the System Code Master File (SYCD). Status R Enter the contract status code: Spaces Active D Discontinued (you cannot change the contract header or detail) H On hold (you cannot change the contract header) This status affects the entire contract. If the status is Discontinued or On Hold, or if the effective date in field 05 is set in the future, the contract is not available for normal order entry or processing.

21 Assign Unique ID R Specify how the Unique ID for an item delivery point is to be assigned: Y The Cust Bin Loc field on the Delivery Point record is used as the Unique ID code. N The system assigns the Unique ID code. The Unique ID is used on customer bin labels and is required input for FasTrak XE. Function Keys The following function keys are available as you work with the screen. F1-Cust F2-ShortName F3-Next F3-PgDn F4-Prev F5-List F7-Slsm F8-Update Provides a customer search by customer account number. Enter the customer number and press F1 to display the first occurrence of a customer closest to the number you entered. Provides a customer search by customer shortname. Enter the customer shortname and press F2 to display the first occurrence of a customer closest to the shortname you entered. Displays the next existing customer using the initial search method you selected: F1 (by customer number), F2 (by customer shortname), or F7 (by sales representative). From the ACTION prompt, displays screen 2, the Line record. Displays the previous existing customer using the initial search method you selected: F1 (by customer number), F2 (by customer shortname), or F7 (by sales representative). Lists all existing customers. Provides a customer search by sales representative code. Enter the code and press F7 to display the first occurrence of a customer for the sales representative you entered. From the ACTION prompt, saves changes and displays screen 2, Line Maintenance. This option is only available if you changed any screen field values. F9-Cancel From the ACTION prompt, cancels all changes you made in the screen since the last time you pressed F8-Update. You are asked to confirm this function. If you enter Y, the cursor returns to the Customer field. If you enter N, the Cancel request is ignored.

22 F12-Delete From the ACTION prompt, deletes the entire contract with all of its detail entries. You are asked to confirm this function. If you enter Y, the cursor returns to the Customer field. If you enter N, the Delete request is ignored. This option is only available if no orders have been created for this contract. CMD-Exit From the F5-List function, exits the list without selecting an entry. From the ACTION prompt, exits the program. LINE RECORD (SCREEN 2) The Line record screen displays more detailed information unique to the customer, contract, and line number. 10 PROPHET 21, INC. Maintenance Screen 2 of Customer...: 1 GENERIC ELECTRIC Contract...: Status..: ACTIVE Line Number...: Contract Value.: ) Item...: 25CBHA0P BHA-0P 1/4-20 HANGER BOLT PLAIN 02) Customer Item..: 03) Price...: C Stock Uom.: C 04) Status...: ACTIVE 05) Stocking Whse..: 06) Std Item? (Y/N): ACTION F3-PgDn F4-PgUp F6-VMI F9-Cancel Fields that require an entry are denoted by R. Field Customer Contract Status Line Number R Contract Value Description Displays customer information and contract status entered in the Contract Header Maintenance screen. You cannot change this information. Enter the line number to view or update, press F5 to select one from a look-up list, or press F10 for the next available line number. Individual line value is calculated using the following formula: (Line s total delivery point estimated quantities) * Line item price.

23 Item R Enter the item number, or use the function keys and select one from the list. Note: The FASPAC item numbers come from the Item Master file. You can use the same item multiple times on one contract. Customer Item Enter the customer s code for the item, if applicable. Unlike a FASPAC item code, a customer item code can only occur one time on a contract. Note: The customer item appears as a note line on the order. Price Stock Uom Status Enter the selling price and selling unit of measure for the item. The default unit of measure comes from IM/MAI and cannot be changed. Enter the line record status code: Spaces Active D Discontinued (you cannot change this contract line or delivery point detail) H On hold (you cannot change this contract line) This status affects only the line record. If the status is Discontinued or On Hold, or if the contract s effective date is set in the future, this contract line is not available for normal order entry or processing. Stocking Whse Std Item The warehouse from which this contract s orders are sourced. This field indicates whether the item is a standard inventory item or an item that is unique to this contract Function Keys The following function keys are available as you work with the screen. F2-Search Name F3-PgDn Provides a customer search by FASPAC item shortname. Enter the item shortname and press F2 to display the first occurrence of a FASPAC item closest to the shortname you entered. From a field, displays the next existing item. From the ACTION prompt, displays screen 3, Delivery Point Maintenance F4-PgUp F5-List F6-Search Item F7-Search Cust From a field, displays the previous existing item. From the Line field or ACTION prompt, displays screen 1, Header Maintenance. Displays a list of existing items. Searches by item number. Searches by customer part number.

24 F8-Update F9-Cancel F10-Add From the ACTION prompt, saves changes and displays screen 3, Delivery Point Maintenance. Cancels changes and returns the cursor to the first field. Calculates and enters the next available line number for this contract. Use this option when adding items to a contract. CMD-Exit From the F5-List function, exits the list without selecting an entry. From the ACTION prompt, exits the screen. The cursor returns to the Customer field on screen 1, Header Maintenance. DELIVERY POINT RECORD (SCREEN 3) The Delivery Point record screen displays contract information unique to the Ship-To and Delivery Points entered for the line. 10 PROPHET 21, INC. Maintenance Screen 3 of Contract...: Status..: ACTIVE Line Number...: Status..: ACTIVE Item...: 25CBHA0P BHA-0P 1/4-20 HANGER BOLT PLAIN Ship To...: 0 GENERIC ELECTRIC Location...: Unique ID...: N Line Feed...: Total On Hand..: 0 Station....: Account Mgr...: FP ) Warehouse...: 01 WAREHOUSE ONE 10) Status...: ACTIVE 02) Min Qty...: ) Effective Date.: 04/13/01 03) Max Qty...: ) End User Price.: ) Min Ship Qty...: ) Detail Notes...: N 05) Est Ship Qty...: ) Max Commit Qty.: ) Pkg Requirement: 07) Cust Bin Loc...: B27A46 08) Label Format...: 09) Purchase Order.: S A ACTION F4-PgUp F5-Details F6-VMI F9-Cancel F10-Chg Loc F12-Delete Fields that require an entry are denoted by R. Field Customer Contract Line Number Item Item Description Status codes Ship To Description Display information entered in the Header and Line Maintenance screens. You cannot change this information. Press Return to accept the default code from the Header Maintenance screen (screen one) or enter a different code. You can add more lines with other ship-to addresses.

25 Location Line Feed Station Press Return to accept the default location, enter a different location, or press F5 and select an existing location/line feed/station from the list. Press Return to accept the default line feed or enter a different line feed. Press Return to accept the default station or enter a different station. Error Message The location was not found. Create new location? No Delivery Point record exists for the ship-to and location/line feed/station you entered. Enter Y to create a new Delivery Point record, or N to start over in the Ship To field. Warehouse Press Return to accept the default warehouse from the Header record < CP/STM < CP/MAI, or enter another warehouse number. If you enter a warehouse number in this field, it overrides the default from the Contract Header record and you will be able to enter contract orders only for this delivery point for this warehouse. If you leave this field blank (accept the default), you will be able to enter contract orders for all warehouses. Min Qty Max Qty Min Ship Qty Press Return to skip the field, or enter the minimum quantity that should be on-hand before manual or automatic replenishment is required. Press Return to skip the field, or enter the maximum quantity that should be on-hand. Press Return to skip the field, or use it to assure cost effective shipments by setting fixed bin stock reorder quantities. The quantity you enter here overrides manual and automated order entries. If you enter a value other than zero, multiples of this quantity are to be ordered. If you enter zero, any quantity can be ordered. Total Qty Pkg Requirement Cust Bin Loc Press Return to skip the field, or enter the negotiated quantity for this delivery point. This field is for information only. Press Return to skip the field, or enter the packaging requirements for the item, such as bubble wrap or #10 box. Press Return to skip the field, or enter the customer s bin location code. If you entered Y in field 13, Enter Unique ID, in the Header Maintenance screen, you must enter a Unique ID here.

26 Label Format Purchase Order Press Return to skip the field, or enter the default bin label format to be used when printing contract labels. You can also press F5 and select one from the list. Press Return to skip the field, or enter a customer purchase order to be referenced for this line item only. This PO number is printed as a line item note line on orders and invoices. Do not use this field if all items on the contract are to reference the same PO number. See field 04 in screen 1, Header Maintenance. Status Press Return to accept the default status code from the Line Maintenance screen (screen 2), or enter a different status code for this delivery point: Spaces Active D Discontinued (you cannot change the record) H On hold (this record is not available for processing) This status affects the Delivery Point record only. If the status is Discontinued, the status is On Hold, the contract s effective date is set in the future, or the effective date in field 11 is set in the future, this record is not available for normal order entry or processing. Effective Date End User Price Detail Notes R Press Return to accept the default start/effective date from the Header Maintenance screen (screen 1), or enter a different one in MMDDYY or MMDDYYYY format. This date identifies when an item is added to an active agreement. Press Return to skip the field, or enter the end user price of the item. Specify the type of comment you want to appear on the note line: A Displays Customer Item Number, Contract Line Number E Displays Item Number, and End User Price Y Displays Item Number N Do not display any comment information Max Commit Qty This is the quantity your customer agrees to purchase, even if he cancels the contract. Function Keys The following function keys are available as you work with the screen. F4-PgUp F5-List From the Ship To field or ACTION prompt, displays screen 2, Line Maintenance. From a field, displays a list of existing items. From the ACTION prompt, displays a list of all scanned usage from this delivery point. F8-Accept From the ACTION prompt, saves changes.

27 F9-Cancel F10-ChgLoc F12-Delete Cancels changes and returns the cursor to the Ship To field. Returns the cursor to the Ship To field and allows you to change the shipto and location/line feed/station values for the current record. From the ACTION prompt, deletes this Delivery Point record. You are asked to confirm this function. If you enter Y, the cursor returns to the Ship To field. If you enter N, the Delete request is ignored. This option is only available if no orders have been created for this delivery point. CMD-Exit From the F5-List function, exits the list without selecting an entry. From the ACTION prompt, exits the screen. The cursor returns to the Line Number field on screen 2, Line Maintenance.

28 INQUIRY (CAS/INQ) This program displays existing Contract records. The screens, fields, and navigation keys are identical to those in the CAS/MAI program, except that you cannot edit the fields. HEADER RECORD (SCREEN 1) LINE RECORD (SCREEN 2)

29 DELIVERY POINT RECORD (SCREEN 3)

30 CREATE CONTRACT FROM CT CONTRACT (CAS/CCT) Use this program to convert contracts created in the Contract Maintenance (CT/MAI) program to CAS contracts. You can merge multiple CT contracts into one CAS contract, converting from one to five contracts at a time. If the item, customer item, price, and UOM are the same across more than one CT contract, one CAS Line record is created; there are no duplicate records. Each CT Line item then generates an individual CAS Delivery Point record. If there are different ship to locations, or if a customer bin location is found on one of the CT lines, they generate individual CAS Delivery Point records. Before you convert contracts, consider the following issues: Field At this time, the program does not support scheduled releases. You cannot convert CT contracts in the 9xx series. You must enter a Ship To location; you cannot select ALL. After updating contracts, you must create new label formats based on the new file descriptions in the data dictionary. Description Customer Enter the name or number of the customer, or use the function keys and select one from the list.

31 Contract Enter up to five contracts currently defined in CT/MAI. The following information is displayed: Warehouse, Ship To Location, Sales Rep, Invoice Terms, Freight Terms, FOB, Ship Via, and Customer Contract Number. When you enter a contract number, the cursor moves through the Wh, Ship, and Fstrk fields, allowing you to change those entries. If the contract is to be used with FasTrak applications, enter Y in the Fstrk field. Error Message No contracts have been selected to be merged - Enter to continue You did not enter the number of a contract. Press Return and enter a number. New Contract The CAS contract number. If you enter a new contract number (from 4 to 20 alphanumeric characters), information from the first CT contract is displayed in fields 07 through 16 and the cursor moves to field 07. You can change any of this information. If you enter an existing contract number, or press F5 and select one from the list, information from the CAS contract is displayed in fields 07 through 16 and the cursor moves to the SELECT prompt. You cannot change any of this information. Error Message Minimum of 4 characters required Enter to continue The contract number you entered is not recognized by the program. Enter the contract number again, making sure it is from 4 to 20 alphanumeric characters. Warehouse Cust Ship To The warehouse from which orders for this contract will be shipped. If you leave this field blank, the system uses the default warehouse from CP/STM < CP/MAI. The ship-to location defined for this contract. Each line that is different from the Header record will have another location defined. If ALL is displayed in this field, change it to a valid ship-to location. Press Skip or enter 0 for CP/MAI, or enter a location defined in CP/STM. Sales Rep Eff Date End Date PO Number The primary sales representative. The effective/start and end dates for the contract. They are the same as the start and end dates in CT/MAI. The customer s purchase order reference for the contract.

32 Invoice Terms Freight Terms FOB Ship Via The valid Invoice Terms, Freight, FOB, and Ship Via codes. Function Keys The following function keys are available as you work with the screen. F1-Cust F2-ShortName F3-Next F4-Prev F5-List F8-Accept Provides a customer search by customer account number. Enter the customer number and press F1 to display the first occurrence of a customer closest to the number you entered. Provides a customer search by customer shortname. Enter the customer shortname and press F2 to display the first occurrence of a customer closest to the shortname you entered. Displays the next existing customer using the initial search method you selected: F1 (by customer number) or F2 (by customer shortname)). Displays the previous existing customer using the initial search method you selected: F1 (by customer number) or F2 (by customer shortname). Displays a list of existing entries for a field. Saves changes and performs the conversion. This option is only available after you enter all required input values. F9-Cancel CMD-Exit Cancels entries and returns the cursor to the Customer field. From the F5-List function, exits the list without selecting an entry. From the ACTION prompt, exits the program without running the conversion.

33 CONTRACT APPLICATION REPORTS (CAS/CAR) The Contract Application Reports menu provides the following reports: These reports are described in the following sections. ITEM BY CONTRACT (CAS/CAR/IBC) This program prints a report of each item in a contract. There are many selection and sorting options that allow you to create reports useful for internal or customer use.

34 Field Include From Customer Include Thru Customer Include From Contract Include Thru Contract Include From Ship To Include Thru Ship To UID/Line/Item/Cust Item Seq Description Enter a range of customer numbers, or press F7 for All. Enter a range of contract numbers, or press F7 for All. Enter a range of Ship To codes, or press F7 for All. Specify how you want the report to be sorted: U By UID L By line I By item number C by customer item number Include From Item Include Thru Item Status Enter a range of item numbers, or press F7 for All. Enter the status code of the contracts to list on the report, or press F7 for All. A List all contracts with a status of Active. D List all contracts with a status of Discontinued. H List all contracts with a status of On hold. Include Min/Max? Include On Hand? Include Detail? Line number to change Y List the minimum and maximum quantities for each item. N Do not list the minimum and maximum quantities for each item. Y List the on-hand quantities of each item. N Do not list the on-hand quantities of each item. Y List the packaging detail information for each item. N Do not list the packaging detail information for each item. Enter the line number if you want to changean entry. When finished, press one of these function keys: F8 Accept the entries. You are asked if you want to run the report. F9 Cancel any changes to the report selection entries. You are asked to confirm this function. F12 Delete the current report selection entries. You are asked to confirm this function. CMD Exit the program without creating a report.

35 SAMPLE REPORT

36 CONTRACTS BY ITEM (CAS/CAR/CBI) This program prints a report of each contract that references your item. The item number and description print for each item, followed by CAS/MAI Line information for each contract that includes that item. Field Include From Item Include Thru Item Status Description Enter a range of item numbers, or press F7 for All. Enter the status code of the contracts to list on the report, press F5 to select one from the list, or press F7 for All. A List all contracts with a status of Active. D List all contracts with a status of Discontinued. H List all contracts with a status of On hold. Line number to change Enter the line number if you want to change an entry. When finished, press one of these function keys: F8 Accept the entries. You are asked if you want to run the report. F9 Cancel any changes to the report selection entries. You are asked to confirm this function. F12 Delete the current report selection entries. You are asked to confirm this function. CMD Exit the program without creating a report.

37 SAMPLE REPORT

38 PROFITABILITY AND USAGE (CAS/CAR/PRU) This program prints a report showing the performance of each item on a contract. Two screens provide selection and sorting options that allow you to create reports useful for internal or customer use. If you include cost, the program prints a Profitability report; if you exclude cost, the program prints a Usage report. SCREEN 1 Field Line number to change Description Enter the line number if you want to change an entry. When finished, press one of these function keys: F3 Display the next screen. F8 Accept the entries. You are asked if you want to run the report. F9 Cancel any changes to the report selection entries. You are asked to confirm this function. F12 Delete the current report selection entries. You are asked to confirm this function. CMD Exit the program without creating a report. Warehouse Include From Customer Include Thru Customer Include From Contract Include Thru Contract Include From Ship To Include Thru Ship To Enter the warehouse number, press Return for All warehouses, press Skip for the corporate warehouse, or press CMD to exit the program. Enter a range of customer numbers, or press F7 for All. Enter a range of contract numbers, or press F7 for All. Enter a range of Ship To codes, or press F7 for All.

39 UID/Line/Item/Cust Item Seq Include From Item Include Thru Item Include From Shipment Date Include Thru Shipment Date Status Specify how you want the report to be sorted: U By UID L By line I By item number C by customer item number Enter a range of item numbers, or press F7 for All. Enter a range of shipment dates to be used for assessing profitability, or press F7 for All. The program only looks at shipments and costs incurred in this time frame. Enter the status code of the contracts to list on the report, or press F7 for All. A List all contracts with a status of Active. D List all contracts with a status of Discontinued. H List all contracts with a status of On hold. Include From End Date Include Thru End Date Include Price? Enter a range of contract end dates, or press F7 for All. Y Show price and cost information on the report. N Do not show price and cost information.

40 SCREEN 2 Field Line number to change Description Enter the line number if you want to change an entry. When finished, press one of these function keys: F4 Display the previous screen. F8 Accept the entries. You are asked if you want to run the report. F9 Cancel any changes to the report selection entries. You are asked to confirm this function. F12 Delete the current report selection entries. You are asked to confirm this function. CMD Exit the program without creating a report. Include Costs? Include Items With No Usage? Include Min/Max? Y Print a Profitability report. N Print a Usage report. Y List all items. N List only items with usage. Y List the minimum and maximum quantities for each item. N Do not list the minimum and maximum quantities for each item.

41 SAMPLE PROFITABILITY REPORT

42 SAMPLE USAGE REPORT

43 CONTRACT LABELS BY UNIQUE ID (CAS/CAR/CLU) This program prints individual bin labels for a specific contract, using formats from the Label Format file (LA/LFM). The labels are printed on the Other Printer as designated in the Printer Assignments. Field Unique ID Description Enter the Unique ID of the contract, or press F5 and select one from the list. Information describing the contract and delivery point is displayed for reference only; you cannot change it. Label Format The default label format name from field 08 in CAS/MAI screen 3 (Delivery Point record) is displayed. Press Return to accept the default label format name, or enter a different name. Quantity Nbr of Labels ACTION Enter the quantity you want to print on each label. Enter the number of labels you want to print for this Unique ID. F8 Print the labels as specified. F9 Cancel the print job. You are asked to confirm this function. If you enter Y, the cursor returns to the Unique ID field. SAMPLE LABEL

44 CONTRACT LABELS (CAS/CAR/LBL) This program prints bin labels for entire contracts or portions of contracts, using formats from the Label Format file (LA/LFM). The labels are printed on the Other Printer as designated in the Printer Assignments. Field Continue? Customer Number Description Y Continue using the program. N Exit the program. Enter the customer number on the contract. Error Message No Contracts For This Customer...SKIP Either you have entered an invalid customer number or there are no contracts for this customer in the Contract file. Press Skip to acknowledge this message and begin again. Contract Number Enter the contract number or press Skip for All. This number must be a valid contract number for the specified customer. Error Message Contract Not On File For This Customer...SKIP The contract number entered does not exist in the Contract file for the specified customer. Press Skip to acknowledge the message and enter a contract number that has been created for this customer.