Solar Eclipse Standard Operating Procedures

Transcription

1 Solar Eclipse Standard Operating Procedures

2 2009 Activant Solutions, Inc. All rights reserved. Unauthorized reproduction is a violation of applicable law. Activant and the Activant Eclipse logo, among others, are registered trademarks and/or registered service marks of Activant Solutions, Inc. in the United States and other countries. Activant Eclipse is a trademark and/or a service mark of Activant Solutions, Inc. in the United States and other countries. Other parties' trademarks or service marks are the property of their respective owners and should be treated as such.

3 Suggested Maintenance Settings The procedures in this document were designed based on the settings described in the Suggested Maintenance Settings section.

4 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: General TOPIC: Suggested Maintenance Settings SUGGESTED MAINTENANCE SETTINGS: Logging on and off: Set Relog to Y in terminal maintenance for terminals being used by more than one person. This causes a terminal that is inactive for a certain amount of time to log off the system and redisplay the Password screen, helping to prevent an employee from creating orders at a terminal under someone else s name. Define Seconds of Inactivity Before Requiring Relog control maintenance record. Reports: Minimum Days Before Report Purge set to 60 days. Job Queues: Enable Auto Hours tracking in Call Tracking System = N Bypass Header Information for Call Tracking Entry = Y 4

5 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: Sales Order Entry TOPIC: Control Files affecting commitment of inventory SUGGESTED MAINTENANCE SETTING: WARNING: When using these control file settings, you need to work the PO Expedite Queue needs and the receive date on POs needs to be accurate, or you risk having inadequate inventory. Exclude All Sales Orders Outside the Plenty Date set to Y. This control file allows you to free up inventory on sales orders where the ship date is outside or on the plenty date. The inventory is available for sale rather than being committed to this sales order with a ship date beyond the plenty date. For example: o An order has a shipping status of Ship when Complete o It consists of two items, Item A which is available now and Item B that is not available now. o The ship date on the order is 12/10/02. o The item that is currently available can be replenished prior to 12/10/02. o Therefore, if a new order were entered for Item A, inventory would be committed to the new order. Suggested P/O Trigger for n-immediate Orders set to Plenty. n-immediate orders are Call or Ship when Specified orders. A suggested PO is triggered when the Ship On/Call On date falls within the product s plenty date window. Days Before Ship Date to Reserve Product set to Zero. Commits an item this many days prior to the plenty date for the purpose of automated purchasing. POLICY/PROCEDURE: The table below gives a detailed look at each of the shipping statuses in terms of pick ticket printing and inventory commitment: Code Order Status Indicates A Ship When Available A shipping ticket prints automatically when any quantity of any item on the generation is available, regardless of the ship date, and backorders the remaining items and quantities that are unavailable. Use this shipping status with caution because it can potentially create numerous pick tickets and invoices if the material dribbles in one at a time. H Ship When Complete A shipping ticket prints automatically when all quantities of all items on the generation are available, regardless of the ship date. Inventory is committed immediately only if the ship date is within the plenty date. 5

6 Eclipse Standard Operating Procedures Suggested Maintenance Settings Code Order Status Indicates S Ship When Specified A shipping ticket prints one business day prior to the specified date if all inventory is available. Inventory is committed immediately only if the ship date is within the plenty date. M Ship Item Complete A shipping ticket prints automatically, regardless of the ship date, when the total quantity for any line item on the generation is available and backorders the remaining items that do not have the total quantity available. Inventory is committed immediately only if the ship date is within the plenty date. L Call When Available The order appears in the Customer Calling Queue when any quantity of any item on the generation is available. Inventory is committed immediately only if the ship date is within the plenty date. C Call When Complete The order appears in the Customer Calling Queue when all quantities of all items on the generation are available. Inventory is committed immediately only if the ship date is within the plenty date. W Call When Specified The order appears in the Customer Calling Queue on the specified date, regardless of inventory availability. Inventory commitment is the same as Ship When Specified. D Direct Shipment A direct shipment from vendor to customer. inventory is committed. P Pick Up w A customer is taking delivery now. A shipping ticket prints immediately. B Bid A sales order bid (quote). inventory is committed for a bid. X Cancel Cancel an order generation. 6

7 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: Creating nstock Items TOPIC: Suggested Maintenance Settings SUGGESTED MAINTENANCE SETTING: Set the Cost & List basis names in the Global Buy/Sell Basis Names control maintenance record in the Incl NS column to Y. New nonstock price line default = blank New buyline default = blank New nonstock primary / catalog Index = blank Set up an item in product maintenance that has the default characteristics. For example: Price Line = NONSTOCK Buy Line = NONSTOCK Sell Group = NONSTOCK Status = nstock Order Entry Reminder = "Pricing t Maintained" Indx Type: If using branch active flag = Primary Assign product to the Default nstock Product Template control maintenance record. NONSTOCK Price Line - Set to Include nstocks. All other price lines set to exclude nonstocks. This way new products can only be created in the nonstock priceline. 7

8 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: Kits & Dynamic Kits TOPIC: Suggested Maintenance Settings SUGGESTED MAINTENANCE SETTING: KITS: Set up kits in Product Maintenance with a Sell and Cost Method of "Sum Discounted Comp Prices" DYNAMIC KITS: Set up dynamic kits in Product Maintenance with a Sell and Cost Method of "Use Kit Product Price" and flagged Y for Dynamic Kit. Check Other Dynamic Kits for Needed Parts = Y 8

9 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: Freight for Emergency Buys Rel 8 TOPIC: Suggested Maintenance Settings SUGGESTED MAINTENANCE SETTING: In the Vendor Freight Terms control maintenance file, set up Term id to Require Freight when Received. Default setting for bill incoming freight to tagged sales order = Y Expense Incoming Freight if Customer is Freight In Exempt = Y Back Out Pass Along Freight From Cost = COGS or COMM/COGS depending on how the Change Both COGS and COMM-Cost on Override control maintenance record is set. 9

10 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: Repairs TOPIC: Suggested Maintenance Settings Rel 8 SUGGESTED MAINTENANCE SETTING: Manufacturer Repairs: Set up a generic "Repair Item" as a nonstock requiring inbound and outbound serial numbers. Pricing on this item is $0.00 Create new GL account called Repair Exchange pointing to a balance sheet as a liability and flagged as Misc. Charge Allowed. Set up a Misc Charge item as "Return Repair Item" with Repair Exchange as the GL account. Skip Ret Goods Verif for Product Types = MiscChrg Update cost on sales order from tagged PO = at least 1 In-house Repairs: Set up a generic "Inhouse Repair Item" as a nonstock requiring inbound and outbound serial numbers. Pricing on this item is $0.00 Set up generic "Hold for Repair Item" as nonstock with $0.00 pricing. Set up generic "Inhouse Repair Kit" as sum of kit components with the following base components: Labor Inhouse Repair Item Hold for Repair Item 10

11 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: Sales Order Entry Lot Billing TOPIC: Suggested Maintenance Settings SUGGESTED MAINTENANCE SETTING: Set up a lot bill item per each major price line. Set up a generic lot bill item to be used for misc. vendors. Pass Along Freight to Direct Sales Order = Y Default New Lot Item Generations to Hold for Vendor Release = M 11

12 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: Sales Order Entry Flows TOPIC: Suggested Maintenance Settings SUGGESTED MAINTENANCE SETTING: SALES ORDER FLOW (Using Pick and Ship Process): Enable Picking Confirmation = Y Set Control file Auto UET Enabled = Y Set up UET Code Maintenance with two new Auto Group SCKQU codes for tracking short ship quantities due to inventory discrepancy and customer canceling item. Print status override on manifest close = P Number of Signatures / Barcodes Required on a Manifest = One Per Stop Manifest COD message = COD amount to be collected Manifest default schedule = N Customers set with freight allowed = N Sales Order Entry Auto Apply Mode = D Check Availability when Adding Items to Processed Invoices = Y Check Credit when Adding Items to Processed Invoices = Y If using EPad: Print Status Override on EPad Signature Upload = P If using Star Ship: Print status override from Star Ship = P Ship Via Maintenance: Default Ship Via of PU (Pick Up) assigned to counter terminals. PU: Ignore cash required = P; Prt = Q, Statuses = PICKING, SIGNATURE WC: Ignore cash required = P; Prt = Q; Statuses = PRINTED, PICKING, WILL CALL, SIGNATURE OT: Ignore cash required = N; Prt = M; Statuses = PRINTED, PICKING, STAGING, MANIFEST 3rd Party Carriers: Ignore cash required = N; Prt = Q; Statuses = PRINTED, PICKING, CLOSE Pricing controls: Set up Min GP % controls at the user level, as well as at the price line and product level if necessary. Disallow Inv/Cus Inquiry from changing price in QuickPrice Screen = Y 12

13 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: PO Expediting TOPIC: Suggested Maintenance Settings SUGGESTED MAINTENANCE SETTING: Set BO Days on Vendor file to 7 (Backorders appear on the Expediting queue instead of having to look at the Backorder Queue.) Control file "Job Queue Default Comment for P/O Expedite Queue" = Please advise on when this purchase order will be shipped. 13

14 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: Pricing TOPIC: Suggested Maintenance Settings SUGGESTED MAINTENANCE SETTINGS: REBATES: Search for Cost Overrides During Pricing = Y. Make sure the price line has the appropriate basis name assigned to the global rebate cost. Typically this is set at Rep-Cost. The difference between the replacement cost and the override cost (rebate cost) on the sales order displays on the rebate report. This is the amount the vendor owes you. Set the control file "Use Costing Matrix Override for Both COGS & COMM-Cost" based on the following criteria: o If salespeople should always be paid off of rebate cost = Y. o If salespeople should never be paid off of rebate cost = N. o Is salespeople should sometimes be paid off of rebate cost and sometime not = N. Then set up both COGS and COMM override in Quick Sell Matrix Set the control file Direct COGS Always Vendor Price based on the following criteria: o If always going to file direct rebate with vendor = B The commission and COGS on sales order will be equal to the rebate cost. PO cost will come from the Buy matrix o If always doing front end pricing (no rebate filing) or if doing front end pricing on some vendors so the rebate cost is used on the PO = N The commission & COGS on SO and PO cost will be equal to the rebate cost. Change Both COGS & COMM-COST on override = 4 Direct/Tagged Prevent Cost Update on Order from Tagged Order if Matrix Override = Y Recalculate COGS and COMM-Cost when Changing Bid to Open Order = Y Create GL account for Rebate Adjustments. Create a Pending Rebate Misc Charge item pointing to rebate adjustments. Rebate Setup Detail Information control file should have the prompts filled in as follows: Rebate Detail Administrator: Rebates Rebate Detail Product: *** Rebate Misc Charge Item *** Rebate Inventory Offset Account: Rebate Adjustment Rebate GL Inventory Account: Inventory ON-GOING SPECIAL PRICING: Create a new comment type in System, System Files, Order Entry Comments Maintenance called QUOTE: o Areas Displayed: Y - SOE Y - POE N - SOE Printing Y - POE Printing o Entry Allowed Y - Sales Order Entry Y - Purchase Order Entry o Select the Comment Header hotkey and enter "Quote #" 14

15 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: Warehousing TOPIC: Suggested Maintenance Settings SUGGESTED MAINTENANCE SETTINGS RECEIVING Delete Stock Location with Blank Status and Zero Quantity = Y. Set control file "Print P/O Receiver Instead of Receiving Register = Y" If a PO Receiver is being used as a put away document and you are receiving material before putting it away, set control file Order Print Status Defaults for Received P/O Prt Rcv = Y Vendor Shortage Resolution: Set up standard internal note "Shortage - See Order Log" Set up standard job queue comment to show columns for required information (such as packing slip quantity and actual quantity received) for vendor short shipments. Vendor Overage / Wrong Item Resolution: Append Return Comments to Return Goods Queue and RG PO = Y Set up a nonstock item called Overshipment Item with $0.00 pricing. Vendor Damage at Time of Receipt Resolution: Set up misc charge item for "Freight Claim". Set up freight carriers as customers TRANSFERS: Set control file "Order Status Print Status Defaults" for Open Transfers = H Set control file User to get Tracker when a Tag is Broken = Writer Set control file "Print Transfer Receiver Instead of Transfer Register = Y" Set control file Order Print Status Defaults for Received Transfer Prt Xfer Register = Y INVENTORY ADJUSTMENTS: Validate Inventory Adjustment Header Comments = Y Valid Inventory Adjustment Comments: TITLE OFFSET ACCOUNT Defective / Allowance Defective Allowance Damaged Warehouse Breakage & Loss Store Use Store Use Inventory Adjustment (Lost/Found) Inventory Adjustment Average Cost Correction Moving Average Cost Adjustment CYCLE COUNTING: Enable Cycle Count Queue = Y Prompt for Picked Post Dated Orders During Physical = Y (Post Dated Orders consist of orders where the process date (date the ticket printed) is less than the ship date and less than the cycle count date. Basically, the date it printed is different than the date it is suppose to ship. Eclipse will ask whether or not post dated orders have been picked. ) 15

16 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: Returns TOPIC: Suggested Maintenance Settings SUGGESTED MAINTENANCE SETTINGS Exclude Original Sale Line Item Comment From Returned P/O = N Append Return Comments To Return Goods Queue And Return Goods PO = Y Exclude SOE Returns From PIL Check = N Skip Ret Good Verif For Prod Types: o Misc Charge o Comment Valid Reason For Return Codes o New&Used o Vendor Return Credit o Vendor Return Hold o Defective o Warranty Return Goods Standard Comments (the following are examples only) o Warranty material Ser # o Damaged Return to Vendor o Damaged n-returnable o Allowance Defective Material Scrap Update Cost On Sales Order From Tagged Return Purchase Order = Y Append Return Comments To Product Description = Y Check History On Sales order Returns With = Customer Inventory History Default Handling Charges For Returns o Minimum Amount = o Percentage = 20% Default Location For F,O,R Type Returns = Review (only set if your returns go to a separate ares of the warehouse) Default Location For S Type Returns = Blank (to use the Primary bin location for an item) Default Location On All Credits To the Primary Location = Y Default Return Goods Quantity type = Blank (Prompts to enter a valid type upon return) Display Inventory History I Order # Entered For Returned Item = Y Include Original Customer P/O# In SOE Return Comment = Y Maximum Days Allowed For Returns On nstock Items = 60 Maximum Days Allowed For Returns On Stock Items = 90 Require Reason For Return Code = Y Restrict Quantities On Return Orders To Package Quantity = N (depending on your product lines, you might require this) Return Goods Queue Default Selection Option = Buy Line Return Items Affect The Required Deposit = N Types That Can Be Returned Any Time = S When Creating a Return Order, Use Writer From Original Order = Y Prompt For Serial Numbers On Return Sales Order For O Type = Y Post Shipping Freight On Return P/Os = N 16

17 Eclipse Standard Operating Procedures Suggested Maintenance Settings Display P/O Internal tes In A/P Entry = N Valid Inventory Adjustment Comments Validate Inventory Header Comments In addition, set up any vendor return policy information in buy line maintenance, including any necessary warranty information. 17

18 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: Invoicing TOPIC: Suggested Maintenance Settings SUGGESTED MAINTENANCE SETTINGS GP Preview Report Parameters Control Maintenance Record should be assigned with the min and max GP % to automatically appear when running the report. Also indicate whether or not you want to restrict a user from changing these parameters. Print Status Override on Manifest Close = P If utilizing Epad: Print Status Override on EPAD Signature Upload = P If utilizing Star Ship: 1. Print status Override from Star Ship = P Printing Invoices: Valid Invoice Select Codes specified in control file maintenance if necessary to designate periodic print cycles (ie Daily, Weekly, Monthly). Default Invoice/Statement Batch Sort designated as either Zip or Name. Print Paid-In Full Invoices = N Invoice Print Copies = 0, Q Status Invoices to Invoice Preview Queue Control Maintenance Record = Y. (Invoices will not be printed but they will be sent to the Invoice Preview Queue if the print status is Q.) Customer File maintenance o Under the Pricing hotkey specify the following: Number of invoice print copies:1-9, 0 for none, blank is equivalent of specifying 1. Number invoice fax copies: 1, 2, E for EDI, Blank for no fax copies. Invoice select code - Specify if necessary (ie Daily, Weekly, Monthly) In contacts, make sure FAX and a number is listed. If a specific number is to be used for invoice faxing, create a contact named INV.FAX with the designated number. o Customer file maintenance has Invoice Print Copies field on the Customer Pricing / Printing screen set to zero if the customer is not to receive invoices. (I.e. COD customers.) Fax Setup o Select Print Invoices on the Orders, Printing menu. Enter the Branch # and select the Fax Setup hotkey. The fax number should read and the To, From and message should be generic. Such as To Accounts Payable, From Accounts Receivable, Msg Invoices. 18

19 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: Accounts Receivable TOPIC: New Customer Suggested Maintenance Settings SUGGESTED MAINTENANCE SETTINGS: New Customer Maintenance Template = Assign from customer file by branch. Customer File Setup: printing of shipping ticket when credit limit exceeded, unless auth Company checks accepted Personal checks accepted Apply credits to oldest buckets when aging account Credit Limit: assign appropriate $ on the low end Terms Code: Standard terms New SOE Customer Template = Assign from customer file by branch. Customer File Setup: Always COD Company checks accepted Personal checks accepted Apply credits to oldest buckets when aging account Deposit %, Stock and nstock set at appropriate % Terms Code: COD In both the New Customer Maintenance Template and New SOE Customer Template assign the following criteria: Pricing hotkey to assign information such as the price class, print style, number of invoice and statement copies via printing/faxing/edi. Branch hotkey to assign default home branch and accessibility. Under Files, Customer/Vendor Controls, Credit Control Parameters, set default to same settings as New SOE Customer Template above. 19

20 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: Accounts Receivable TOPIC: Suggested Maintenance Settings SUGGESTED MAINTENANCE SETTINGS Cash Receipts Payment Discrepancies: Set up the following valid invoice status codes and customer invoice status messages: o UNAP Unapplied o OVER Over payment o PRC Price adjustment, short pay price o DISC Discount not given o FRT Freight not paid o DISP Disputed, did not pay o NSF n Sufficient Funds (Make aging bucket Force to 120 Days and do not flag any of the exclude options.) On each of these invoice status codes, if the customer could be right, flag the first 3 options in the exclude: 1. Customer s credit limit calculations 2. Service charge calculations 3. Avg weighted days to pay calculations AR Collection Queue: Schedule AR Collection Driver to run daily. Valid Activity Source of Collect Default Customer Activity Source in AR Inquiry of Collect Default Customer Source in A/R Collection Queue of Collect Run Credit Statistics Calculations utility should be run twice a month. Handling NSF Checks: Set up "n-sufficient Funds" misc charge item for each bank with all tax exemption groups set to NEVER. Set up "Bank Charge" misc charge item with all tax exemption groups set to NEVER. Sales Tax Corrections: Set up Misc Charge items for Tax Always and Tax Never with the following criteria: o Price line of MiscCharge where check availability is turned off. o Validate sell group of MiscCharge. o Buyline of MiscCharge. o Create new GL account called Sales tax exchange pointing to a balance sheet as a liability and flagged as Misc. Charge Allowed. o Tax Always has all tax exemption groups set to Always and Tax Never has all tax exemption groups set to Never. Skip Ret Goods Verif for Product Types = MiscChrg 20

21 Eclipse Standard Operating Procedures Suggested Maintenance Settings Cash Payment to Apply on Account: Set up Misc Charge item "Payment on Account" Issuing Refund Check to Customer: Set up "AR Exchange" account in GL Maintenance. This account should be flagged for both C/R Adjustment Allowed and A/P Adjustment Allowed. It is a Balance Sheet account and Asset or Expense. OPTIONAL: Set up a "Customer Refund" Vendor with a Expense Distribution called "Refund" pointing to the AR Exchange GL account with 100% distribution. Vendor should be flagged as a "Pay To" only with Terms of Net. Service Charges: Create "Service Charge" product as a Misc Charge item with a GL account of Service Charge Income. Use the Remind hot key to enter a message that will be displayed if this product is selected during order entry, cautioning the order taker not to use this product in order entry. Identify service charge item in Service Charge Setup found under the System menu in System Files and then Customer/Vendor Control. Control Files: Credits To Include In Service Charge Calculation - Specify past due credits, all credits, or no credits at all. When left blank, all credits are included. Default Service Charge Sales Source - Assign appropriate sales source defined in G/L Sales Sources on the System Menu under System Programming and GL Setup. If this Control Maintenance record is blank, the Sales Source for service charges will be the default setting of SR that is hard-coded into Eclipse. Default Ship Via For Service Charge Tax Code - Assign appropriate ship via for taxing purposes. Include Service Charges in Service Charge Calculation - Indicate Y or N as to whether or not to include a customer's previously assessed unpaid service charges in the current service charge calculation. o If necessary, override on an individual customer basis in the "Include S/C Inv in S/C Calc" field found in Customer Maintenance using the Credit hot key and then the Add'l Credit Data hot key. Service Charge Default Terms - Assign appropriate terms code to be used as the default terms code on all service charge invoices. Show Detail on Service Charge Invoice - Indicate Y or N as to whether or not the the service charge invoice lists each transaction with an overdue balance and its corresponding service charge. Use Current Balance for Service Charge Calculation o N to calculate a customer's service charge using the overdue balance as of the posting date, regardless of when you run the program. o Y to calculate a customer s service charge using the overdue balance as of the actual day the Post Service Charges program is run. Terms Maintenance: Enter the service charge that will be added to past due amounts. If necessary, assign a Minimum Charge and flag the Post Minimum Chrg in the Service 21

22 Eclipse Standard Operating Procedures Suggested Maintenance Settings Charge column to Y. (If the calculated service charge is less than the specified minimum charge, the difference will be added to the handling costs of the order to make the total service charge equal to the minimum.) 22

23 Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: Accounts Payable Flows TOPIC: Suggested Maintenance Settings SUGGESTED MAINTENANCE SETTING: Display P/O Internal tes In A/P Entry = Y. Require Direct Invoices Upon Reconciliation = N. Assign A/P Over/Short Maximum Parameters globally in control maintenance at $10 and 1%. Designate vendor specific parameters in vendor file maintenance. Set All New A/P Entries to t Approved for Br = N Disable A/P Auto-Reenter Feature = Y A/P Entry Sort By = PO# Set up a misc charge item called "TAG EXCHANGE" to the "exchange" GL account. Enable Auto Display of AP Expense Distribution = Y Pass Along Freight to Direct Sales Order = Y 23

24 General Standard Operating Procedures 24

25 LOGGING ON & OFF Your password must remain private: It is essential your password not be shared with anyone. Each time your password is accessed, the system tracks the entry date, entry time, and the user who entered the information or authorized a transaction in Eclipse. You are held accountable for all changes and entries logged with your User ID. Only one login per person: Anytime you are logged into Eclipse you are using up one (1) user license. Your company has a specific number of users who may be logged on at the same time. Therefore, users should only be logged into the system once or risk using up licenses so others are unable to log on. When you leave your PC, you need to protect yourself from unapproved use of your authorizations. te: If someone wants to send you a message, they will know you are not currently logged into Eclipse. Are you leaving for a short or long period of time? Short Select File, New User to display the login screen te: This action lets another user to log on to your PC. This is important in shared work areas such as the sales counter. Long Select File, Exit to completely log out of Eclipse. Always perform this action when you are leaving for the day. 25

26 MESSAGE SYSTEM Sending Messages Need to send a message Sending to an individual or group? G r o u p Current list available for the group? Will you reuse this group? Ask your system administrator or designated associate to create a message group with the selected User IDs Individual In the meantime, follow the steps for a normal list. Enter the User ID. Select list name. In the To field and CC field(s) enter all the User IDs to receive the message. te: The system indicates if the person is logged on and if they have anything entered in their scheduler. When sending to multiple users, the message will not reference who is included on the list. If it is important for the recipients to know who else received the message, be sure to include this in the text of the message. Enter your message in the Message field. Send message immediately? Select File, Schedule Send and enter the date and time when the message should be sent. Click OK. Click Send. 26

27 MESSAGE SYSTEM Receiving & Responding to Messages Read received message Respond to message? Include original text in response? Select Message, Resend and in the To: field enter the User ID. Enter your message after the original text. Select Message, Reply and enter your message. Sender s name will default in To field. Forward to another user(s)? Select Message, Resend and in the To: field enter the User ID. Enter your message after the original text. Need to keep message for future reference? Place cursor on the message and select Message, Create Job Queue. Enter your ID as the Next Action and Final Action update the status. To remove the from the queue Select File, Delete. 27

28 JOB QUEUES / CALL TRACKERS Sending Press Shift-F4 If job queue refers to transaction as a whole, put cursor on body of order and press Shift-F4. Options are: User, Customer, and Vendor If job queue refers to an individual item, put cursor on line item in body of the order and press Shift-F4. When in a transaction, select transaction order #. When in a customer or vendor file, select the customer/vendor name. Select appropriate option to indicate where the tracker should be logged Select Edit, New Append In the Append screen, enter your message. Press F12 to save changes to append. Enter Header information for tracker Keep your User ID listed in the Final Action By field if you want to be the final person to follow up and close the job queue. Change the Action Required By to the person responsible for the next action on the job queue. Click the Forward List tab and enter the User ID in the Forward To field and the Status for the user. You can enter as many User IDs as needed in the Forward List. Press F12 to send the job queue to the selected users. 28

29 JOB QUEUES / CALL TRACKERS Receiving, Responding, Closing Receive message about your job queue Whenever you receive a call tracker, a Tracker notification icon displays at the bottom of the Main Menu bar. Delete message from your message queue (if applicable) Please te: Users can automatically delete tracker notification messages from Message Queue. Press Shift-F3 to access the User Job Queue Viewing screen and click Update to view all trackers assigned to you. Red dots indicate new or updated trackers in job queue.. Double click on the tracker ID to view Respond to tracker or remove / close? Remove / Close Is your ID in the final action field? Select File, Close Tracker, and enter your closing comment. Respond Select Edit, New Append, and enter your message. Select Options, Remove Yourself Edit the Next Action Required By if necessary Click the Forward List tab and enter the user ID(s) to receive the tracker Edit the Next Action Required By and Final Action if necessary 29

30 MANAGING REPORTS External Format If you are running a report that will be given to a customer, be sure to run the report using the external format. This way cost will not appear on the report. Scheduling Reports Whenever possible, reports should be scheduled during offhours to prevent possible slow down to the system during normal business hours. Repetitive reports can be scheduled using variable dating to run on a continuous basis. Send reports to your hold file first. To view the report go to Your Hold File (spooler) and select the report. To drill into the report, put the cursor on the report name select Detail, View Detail. (or Edit Detail) You can review the contents of the report before deciding to print it. Shift F1:To see last report run. Shift F2:To see all reports in Your Hold File. Do you need the report for future reference? To delete the report out of Your Hold File, Select Report, Delete. Does another user need the report? Select Report, Forward. Enter User ID(s) to receive the report. Check the View box if you want the user to only view the report and not drill into it. Click OK when completed. te: Your company can also automatically purge (delete) reports. Select Report, Purge Date and edit the date. 30

31 OUTGOING FAX STATUS QUEUE Or upon receipt of a message indicating an unsuccessful fax Check System, Printers, Outgoing Fax Status Queue at least once a day to ensure faxes are transmitted on a timely basis Modify the fax content? Select File, Cancel to remove it out of the Outgoing Fax Status Queue and then recreate it. A designated associate is responsible for checking all scheduled faxes by all users (by leaving the User ID field blank) on a weekly basis to ensure expired faxes are being resolved in a timely fashion. Does the Queue Sequence = EXP (expired)? Wait to see if fax completes successfully. Check the fax number to make sure it is correct. If the fax number needs updated on the customer or vendor file, send a job queue to the designated person responsible for making these corrections. Is the fax number correct? Select Edit, Phone and correct the number on your fax Select File, Retry to place the fax back in the active queue Did the fax fail again? further action is necessary. Contact the company to whom you want to send the fax. Verify the number and their fax machine status. 31

32 Sales Order Entry Standard Operating Procedures 32

33 ENTERING BIDS After entering the customer and require date, select Edit Order, Change Order Mode Select BID Enter items and quantities requested for the quote Does customer require printed copy of bid? Go to Status tab and change the Print column to to print or F to Fax Select the Edit, Bid Follow-up (CTRL F) from the Status tab Enter the follow up date and follow up by information The follow up by automatically populates with your User ID. If someone else should review this bid, you can type over the current ID with a new ID. Leave acknowledged to If you change this to, it will not show up on your Bid Follow Up Queue Enter in comments for follow up 33

34 MANAGING BID FOLLOW UP QUEUE Check the Bid Follow-up Queue daily Call customer to follow up on bid Change status on bid to Cancelled Cancel Cancel, change to order, or follow up again? Follow up again Select Edit, Bid Follow-up from the order Status tab. Select the current follow-up date Enter new date in Follow Up Date field, add additional comment information, if any, and close. Change to Order Change to next shipping status Has pricing expired on bid? Reprice bid? Select an option Have authorized associate approve use of expired pricing when changing order to the appropriate shipping status Send job queue to an authorized associate to change the expiration date on Edit Order > Pricing option from the body tab of the order Change shipping status and select Reprice Bid Update selling price on order Body 34

35 VIEWING AND CHANGING PRICING NOTE: Each numeric field works as a calculator Identify pricing needs modified Change price on individual or group of items? I n d i v i d u a l Need to reference the last price? Press Ctrl-K to identify how much the customer paid for an item the last time they purchased it 3 Options: Type the updated sell in the Price field. Press <F10> in the Price field to view the Profit Wheel screen and select the appropriate GP. Type in the new gross profit % in the GP % field. For example, DFLT-LIST -10 will give a 10% discount off of list. If the selling price should be based on pricing from an old price sheet, enter the date from which the price sheet was in effect. If you want the current price sheet information to be used, leave the default of today's date. Group Change price based on subtotal? Select Edit Order, Pricing 3 Options: Type over the current unit price with the updated pricing. Enter in the exact percentage in the GP % field. Enter a price basis and formula. The first group of products being subtotalled always begins at the top of the order. Subtotals include only products on the active order generation, so make sure all items you wish to subtotal are on the same generation. Subtotal based on sequence of items entered on order? Y e s Place cursor on a blank line in the order Body tab below the items you want to subtotal Distribution method: Flat GP % distributes the increase or decrease so all items have the same GP %. Weighted GP% allocates the increase or decrease to all items proportionally. Designate if this update should be made based on COGS or Cost by selecting the appropriate cost view Select Line Item, Subtotal 2 Options: Enter a new subtotal amount. Enter a new GP%. In the Basis field, enter in the price basis for the formula. Then enter a formula for the pricing. Change pricing based on formula? Select Edit Order, Pricing from order Body tab. Select Edit, Jobs Subtotals from the Pricing Override screen. This screen pulls information from the current generation. If you wish to see items from all generations, select Edit Order, Ship Dates and then select All. Select: if you want to reprice all the items on the current order generation based on the information entered. Leave blank: if you only want the information entered to be applied to the current and subsequent line items entered on the order. Change one of the following fields to something that is driven by a sell matrix: Customer Type Quote Class Select the Reprice All Items box If you checked the Reprice All Items box, use the Reprice Overrides box if you want to reprice items that were previously overridden on the current order generation. Select View, Grouping, Group and sort the products according to the different options, such as buy line and price line 3 Options: Enter a new Sales $ amount. Enter a new GP%. Enter a price basis and formula. Distribution method: Flat GP % distributes the increase or decrease so all items have the same GP %. Weighted GP% allocates the increase or decrease to all items proportionally. GP: When adjusting the GP%, you can designate if this update should be made based on COGS or Cost by changing the view in the Body to see Sales COGS / GP% or Sales Cost / GP %. Formula: In the basis field, enter in the price basis for the formula. Then enter a formula for the pricing. For example, DFLT-LIST -10 will give a 10% discount off of list. 35

36 ADDING COMMENTS TO ORDERS Need to include a note or comment on an order Enter information in the Internal tes field on the order Header Print comment on the order? Do one of the following: Create job queue selecting the order # so information is kept in the order change log. Create a new comment type that does not print on any paperwork. If you use this option, select Line Item, Comment on the order Body and edit the type. NOTE: This may require a forms modification. Access the Change Log and select File, Add Comment. Is this comment about shipping information? Enter the information in the Shipping Instructions field on the order Header Remember: Shipping instructions can be generation specific or for the entire order. Make sure to correctly answer if the shipping instructions should be copied to all generations to ensure the information appears on the appropriate generations, if necessary. Is the comment product specific? Select Line Item, Comment when the cursor is on the line item and type in the needed information Select Line Item, Comment when the cursor is on a blank line and type in the information. Your form may not print comments if they are not followed by an item. Comments When accessing the Comment screen (Line Item, Comment) the default type is General Comment. General comments are printed on all documents relating to that order. The system administrator can add new comment types and designate when and where the comment should print. NOTE: This may require a forms modification. 36

37 COPYING ORDERS Need to copy information from one sales order or bid to another sales order. Copy all items on an order or generation? N o Copy one or multiple items? One M u l t i Press and hold the Ctrl key and click the items to select Press Ctrl Y to copy the item into the clipboard In new order where products should be copied, select Edit Line Item, Paste From OE Clipboard Keep Item(s) on the clipboard after copy? N o Select File > Paste and Remove When cursor is on line item, Press and hold the Ctrl key. Click on the item to select then press Ctrl Y to copy the item into the clipboard Select File > Paste Indicate whether the last COGS and sell price should be copied Will order be continuously copied to new orders? From the order Body, select Edit Order, Copy Order to, Sales Order Bid On the bid Header being copied, select Edit > Additional Header Information Enter "NEW" in the Job Bid Name field te: Opens an Eterm session. Enter the job bid name and any other information Whenever you want to copy the bid, enter the job bid name in job bid maintenance Access the Outstanding SOs hot key and when the cursor is on the order, select the Copy Bid hotkey Change the Price or Ship branch if necessary Indicate if copying is for the same or different customer Indicate if all generations or a particular generation is being copied Indicate whether the current pricing should be copied Click OK to create the new bid 37

38 CREATING NONSTOCK ITEMS From the Body tab, enter the quantity and a description search Always do thorough searches multiple ways before adding a new non-stock item to eliminate creation of duplicate items. Press F10 to search all indexes. Does the item already exist? Select the product Select Line Item, nstock (add/edit) Enter the product description Enter the UPC# if known Always use CAPS when entering information. Do not abbreviate. Everyone has a different way to abbreviate, so for consistency spell everything out. Enter the description in the sequence of vendor short name, part #, and then description. Also include size and standard package quantity, if applicable. When entering in sizes, do not put spaces in the measurements and make sure you show indicators for inches (") and feet ('). Use a hyphen to separate whole and less than whole measurements. Examples: Correct: 38"X16'2" Incorrect: 38X16-2 Correct: 3-1/2" Incorrect: 3 1/2" Select "NONSTOCK" for the price line and enter the associated buy line Leaving the priceline as "NONSTOCK" indicates pricing will not be maintained on this item. Edit the Per UOM and Per Qty, if necessary Enter correct GL Code, if required Unit of measure of EA and per quantity of 1 is used for the majority of the items. Other example: Enter FT and 1000 for wire that is priced per thousand and bought per Ft. NOTE: This is NOT where you put your order quantity!! Enter the appropriate list and cost Select File, Save to create the new item and add it to your order Press F12 if you do not wish to add this item to the product file. Enter the appropriate sell price on the Body tab Is someone in charge of reviewing every new nonstock? Should item be maintained? Enter appropriate price line on nonstock item being maintained Should item be maintained? further action is required Send job queue to designated person to correct price line and delete order entry reminder about product pricing not being maintained Purging nonstocks: Create mass load to select items with nonstock priceline with no open orders, to change to purge status. 38

39 SCHEDULING SHIPMENTS Need to schedule items for shipment. te: Each shipping status line on the Status tab means there will be at least one pick ticket and invoice per generation, depending on the shipping status selected. te: Can only take the "" path if the ship branch does not need to be edited. Group or separate items? G r o u p Merge everything on one generation? From the Status tab, select Ship, All Complete to assign the same ship date to each generation Enter the same shipping status and ship via so generations are grouped together Merge any existing generations together? Enter the same shipping status, ship date and ship via so the appropriate generations are grouped together Separate Click on the Detail Scheduling tab Make sure all the items you want to group together have the same ship date, ship branch, shipping status and ship via te: If the status, ship via, and ship branch fields of an item are blank, this indicates the item is included on the same generation as the item above it that does have this information filled in. One gen for all available items and a separate gen for all the backordered items? From the Status tab, select Ship, All Available Edit the shipping status for the items available now from "Pick up w" to the correct status Click the Detail Scheduling tab te: If the Status, Ship Via, and Ship Branch fields of an item are blank, then the item is included on the same generation as the item listed above it and uses the field information from that generation. Change the ship date on each of the items you want to separate out te: If you change the date on the first item in the grouping, you are prompted to apply the change to all items in the generation. Enter Y to change all items in the generation or N to change only this item. Edit the shipping status and ship via as appropriate 39

40 HANDLING BACKORDERS ON SALES ORDERS Page 1 of 2 Item is unavailable Customer accept a substitute? Select available substitute Does customer accept backorders? Cancel backorder Is plenty date acceptable? Finish order - no emergency procurement is necessary Only proceed with the following steps in emergency situations. When cursor is on the line item, select Line Item, Schedule NOTE: You may already be in the scheduler screen. The system may display it when entering an item that is not available. Select Edit, Procurement Material available at another branch location? Ship or transfer material from branch available? Ship Exit Procurement and return to Scheduler Screen When the cursor is on the line where the ship quantity is populated, change the ship branch to the branch where the material is available Transfer Enter the quantity to be transferred in the Procure Qty column next to the associated branch and specify the urgency by entering the ship via Continued on page 2 40

41 HANDLING BACKORDERS ON SALES ORDERS Page 2 of 2 Continued from page 1 Access the detail scheduling screen to group or separate items NOTE: If an attempt is NOT made to fax, print or the direct, the order will NOT display in the queue for credit release. Receive job queue response from AR with okay to release credit hold on order Attempt to fax, print or direct, and the order will automatically display on Queue for Credit Associate to release Ship material direct from vendor to customer or bring into warehouse? Bring into Warehouse Direct Make sure all items to ship direct are grouped together on the same shipping status line Change the shipping status to D (for Direct) Enter vendor data on the PO header Exit and access click Status tab. Access the order header to edit the freight allowed, if necessary Is order on credit hold? Communicate purchase order with vendor (i.e. fax, EDI) Enter estimated freight in totals screen Estimate freight upfront? NOTE: If faxing or sending EDI, be sure the cursor is on the "PO to" line when changing the Print flag. Attach line item comment "Freight To Follow" to items being procured if customer to be billed for incoming freight NOTE: Also edit customer freight allowed field on header if freight settings need adjustment. NOTE: Do not procure material unless the item is going to the customer as soon as it is received in. Who buys material? Purchasing Y o u r s e l f Display Scheduler then select Edit, Procurement Add Procure Qty and select ship via Exit Procure Screen and access Status tab. Select Edit, Procure Confirmation Enter the vendor in the Procure From field for all items being purchased Select Line Items, Create PO Go to PO header and edit Freight Allowed field, if required Communicate purchase order with vendor (i.e. fax, EDI) Should purchasing see special notes about the purchase required? Enter procure quantity on the Buyer Locate See tes line and select the appropriate ship via to indicate urgency Enter notes in the order log by creating a job queue Display Scheduler then select Edit, Procurement Enter procure quantity on the Buyer Locate line and select the appropriate ship via to indicate urgency 41

42 KITS Enter kit on order Need to edit components of kit? Access the Scheduler screen and then Edit, Kit Move to a blank line and add the appropriate quantity and item Add Need to delete, add, or replace component? Delete Select the item, press Alt Delete to delete the item Replace Enter the new product quantity and description over the existing product quantity and description te: You cannot procure individual components of a kit. Are all kit components available? Backordered Items display in the purchasing queue to buy Pick ticket prints when all components are available 42

43 DYNAMIC KITS te: Forms changes may be necessary to use dynamic kits. Enter a dynamic kit on an order Is the dynamic kit in stock? Item displays in the purchasing queue to buy All dynamic kit components available in stock? Other dynamic kits in stock have the remaining parts needed? The Avail Qty in the Scheduler screen of the kit indicates the following: Quantity - Kit is available. Base Kit - All components of the dynamic kit are available. Dyn Kit - Components necessary to complete the kit are available in a different dynamic kit. Plenty - Component(s) need to be purchased. A form prints to strip this component(s) off the dynamic kit The remaining unused kit components are returned to inventory Pick ticket print when all components are available 43

44 CUSTOMER CALLING QUEUE NOTE: Your calling queue should be empty at the end of the day by either releasing the order or logging a call. Page 1 of 2 (1) NEW (Exclude Credits) At least twice a day, check New type (excluding credits) Select ALL for the branches, New for the type, your User ID for the writer, leave the End date blank, and select exclude for credits. This queue alerts you when items on a call status become available. Orders with a Call when Available status show up on the queue when any quantity of any item on the generation is available. Orders with a Call when Complete status show up on the queue when the total quantities of all the items on the generation are available. Orders with a Call when Specified status show up regardless of the availability on the date specified. Call customer to inform them the material is available Material to be picked up/ delivered? Select File, Log Call, and specify when to make a follow-up call By entering a next call date, the order will not display on the Calling Queue until the date specified. Edit order to change the ship status and ship via for delivery (2) TROUBLE (Exclude Credits) Daily, check Trouble type (excluding credits) To identify your immediate orders in trouble: Select ALL for the branches, Trouble for the type, your User ID for the writer, make the end date 7 days out and select exclude for credits. When the days in trouble field appears, enter in 0. To identify your long term orders in trouble: Select ALL for the branches, Trouble for the type, your User ID for the writer, leave the end date blank and select exclude for credits. When the days in trouble field appears, enter in 3. Review each order to see if the item has been placed on a PO, if there are any expediting notes or a status of vendor shipment notification on the PO Sufficient information to provide delivery times to customer? Contact appropriate person to confirm when delivery will take place Contact Customer with delivery information and log the call, specifying when to make a follow-up call By entering a next call date, the order will not show up on the Calling Queue until the date specified. Continued on page 2 44