ACTIVANT Array. New Features Guide. Version 12.1

Transcription

1 ACTIVANT Array New Features Guide Version 12.1

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2007, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. Activant Solutions Inc Southfront Road Livermore, CA Version 12.1 Publication Date:

3 ARRAY NEW FEATURES GUIDE Table of Contents SUMMARY OF NEW FEATURES 5 CONTRACT MANAGEMENT 6 Contract Hierarchy Added 6 Adding a new contract 7 Adding a new contract detail record 7 Displaying a contract 9 Determining which rule was applied 10 INVENTORY CONTROL 11 New Inventory Control Help Screen Added 11 Control Parameters 11 Functions 12 Fields 12 SALES ORDER PROCESSING 13 Add User ID and Time of Day to Sales Order Status Record and Inquiry 13 Lost Sales Tracking Flexibility 14 Store Picker, Packer, Deliverer in Save Invoice 14 Order/Invoice User Options 15 PURCHASE ORDER 16 Vendor Comments Break Through in Purchasing 16 New Vendor Comment Maintenance Program MBS ACCOUNTING 18 General Ledger Average Cost Options 18 NEW UTILITIES 19

4 Contract Development and Update Utility 19 Layout 19 Price Sheet Development and Update Utility 20 Purchase Order Comments Utility Update 21 Layout 21 Vendor Cross-Reference and Development Utility 21 Layout 22 SYSTEM-WIDE CHANGES 23 Pricing Content Space Reclaimed 23 ERROR RESOLUTIONS 24 SOFTWARE UPDATE EVALUATION FORM 27 4

5 SUMMARY OF NEW FEATURES This list is organized by system area and module. Each feature that is included in the standard version 12 release is marked with the checkmark symbol ( ). Inventory Control New Inventory Control Screen INVCTL brings several management functions together on one screen for increase ease of use. Sales Order Processing User ID and Time of Day added to the Sales Order Status Record and Inquiry Lost Sales Tracking Flexibility added so you can determine if a user needs to enter a lost sales code if comments are deleted from an order. Store Picker, Packer, Deliverer user ID in Save Invoice so you know who performed these functions. Purchase Order Vendor Comments Break Through in Purchasing so you can store valuable vendor information and display it in purchasing functions. Accounting General Ledger Average Cost Options added. New Utilities Four new utilities added to aid in the rapid development of contracts, price sheets, purchase order comments and vendor cross-reference information. System Wide Changes Pricing content space reclaimed helping to keep disc space issues at a minimum. Error Resolutions Program corrections released in 12.1 are listed for your convenience. 5

6 CONTRACT MANAGEMENT CONTRACT HIERARCHY ADDED Important! A new contract hierarchy structure has been added to Array v12.0, saving contract and SPA administrators time and effort. Previous releases required that a valid item number be used on the contract, but 12.1 allows you to use rules that represent groups of items instead of the items themselves. For example, you could put a rule for velocity code "XYZ" on a contract, and all items with that velocity code will be priced according to your contract -- including items not yet created on your system or items passed back from the industry database. Your existing contracts will continue to work as before and do not need to be re-added or modified. There are five types of contract detail records: I = Item (Item records are the same as Array has worked previous to 12.1) D = Discount group (corresponds to D-GRP in MBS101) P = product code (corresponds to PROD in MBS101) L = Line buy (corresponds to LIST 1-LIST5 in MBS101) V = velocity code (corresponds to VELOC in MBS101) 6

7 CONTRACT MANAGEMENT ARRAY NEW FEATURES ADDING A NEW CONTRACT When you add a new contract you will see a new field called HIERARCHY CONTRACT MAINTENANCE MBS113:MODE = INQUIRY CONTRACT-- DEFAULT--- TEST_12.1 DESCRIPTION CUSTNO CUSTOMER-NAME TEST 12.1 USE START-DATE END-DATE HISTORY EXC-DAYS RECAP RECAP-DATE WAREHOUSE 1/ 1/2001 1/ 1/2010 / / PRICE-SHEET: HIERARCHY: IVL TY ITEM/VENDOR HIER 07-DESCRIPTION U/M T ALTERNATE-ITEM FK3 FK5 TOTAL DETSRCH SELECT FUNCTION The purpose of the HIERARCHY contract header field is to define what order to evaluate contract detail records. When an item is entered in SOE (Sales Order Entry) for example, the program will find the first contract associated with the customer and attempt to use the contract to price the item according to the rules you set. For example, the HIERARCHY field might read "IVL". This means evaluate type "I" (item) records first, evaluate type "V" (velocity code) records second, and evaluate "L" (line buy) records third. You may enter your hierarchy in any order you wish. Multiple contract records may apply to a given item. Perhaps an item will have both a velocity code and a line buy that match records on your contract. The program will evaluate your rules in the order you specify, but will use the first match it finds. ADDING A NEW CONTRACT DETAIL RECORD When you enter a detail record there are some new fields. TY: This is the type of record that you are entering. Valid types are I, D, P, L, V. ITEM/VENDOR: This was formerly the "ITEM" field. If you are entering an item record (type "I") then you need to provide an item in this field. However, if you are entering a new type of record (types D,P,L,V) you will need to provide the vendor number in this field. The 7

8 CONTRACT MANAGEMENT ARRAY NEW FEATURES purpose of this requirement is to prevent overlaps within your data that may lead to unintended consequences. For example, more than one vendor may have a velocity code XYZ, so this requirement helps you specify which vendor's items you want your rule to apply. (If your MBS101 vendor field is blank you will need to populate it to make new contract rules work.) HIER: This is the hierarchy for the detail level of your contracts. (When entering records, this number will increment on its own.) The purpose of this field is to specify in what order you want to evaluate specific detail rules within your contract. This is not required for rules where only one condition could be true. For example, each item only has one VELOC code, so more than one V-type records could not apply to a single item. However, an item could belong to multiple line buys that appear on your contract, and this field will specify in what order the rules are reviewed. The first matching rule will be applied, so assign lower hierarchy numbers to your rule if you want it evaluated before other rules with higher hiearchy numbers. CONTRACT MAINTENANCE MBS113:MODE = MODIFY CONTRACT-- DEFAULT--- TEST_12.1 DESCRIPTION CUSTNO CUSTOMER-NAME TEST 12.1 USE START-DATE END-DATE HISTORY EXC-DAYS RECAP RECAP-DATE WAREHOUSE 1/ 1/2001 1/ 1/2010 / / PRICE-SHEET: HIERARCHY: IVL TY ITEM/VENDOR HIER 07-DESCRIPTION U/M T ALTERNATE-ITEM- -- V ALLEN BRADLEY CO. LN USE SEQ-NO COMMENT CONTRACT-ITEM----- CONTRACT-DESCRIPTION LINE DGRP PROD CUSTOMER-CODES QTY-LIM PRIC-SHEET 24 VELO 02 N PRICE COST U/M S FIXED MULT SI C FIXED MULT FRM-DATE TO- DATE 03 CURR / / / / 04 FUT / / / / UNITS SALES PROFIT ORDERS BUDGET MONTH-TO-DATE CONTRACT-LIFE FK3 FK6 FK8 ACCEPT LINE CANCEL 8

9 CONTRACT MANAGEMENT ARRAY NEW FEATURES DISPLAYING A CONTRACT In the screenshot below, the top 8 records are not items, they are rules. The first 5 are type L (line buys) that will be evaluated in order of their hierarchy, the next 3 records are type V (velocity codes), and the final three are item numbers. The top rule is a type "L" line buy. The vendor is displayed in the item/vendor column, and the line buy itself "187" is displayed at the end of that same column. This same format applies to the first 8 rows. Row 8 is a type "V" (velocity code) so it displays the velocity code "XYZ" instead of the line buy. The description column will display the item description if the record is an "I" type. The description will display the vendor name if the record is one of the new types, but also note that row 7 has description defined by the user. CONTRACT MAINTENANCE MBS113:MODE = MODIFY CONTRACT-- DEFAULT--- TEST_12.1 DESCRIPTION CUSTNO CUSTOMER-NAME TEST 12.1 USE START-DATE END-DATE HISTORY EXC-DAYS RECAP RECAP-DATE WAREHOUSE 1/ 1/2001 1/ 1/2010 / / PRICE-SHEET: HIERARCHY: IVL LN ITEM/VENDOR TY HIER DESCRIPTION S PRICE C COST L 1.0 ALLEN BRADLEY CO L 2.0 ALLEN BRADLEY CO ABB3 L 3.0 ALLEN BRADLEY CO L 4.0 ALLEN BRADLEY CO ABB5 L 7.0 ALLEN BRADLEY CO V 1.0 ALLEN BRADLEY CO V 2.0 >>> WHATEVER YOU WANT <<< XYZ V 4.0 ALLEN BRADLEY CO A1492FB1C30L I 1.0 TERM FUSE BLOCK SP 30A A1492PLATE2 I 1.0 A-B 1492PLATE2 BASE PLATE AW55 I 1.0 A-B W55 HEATER ELEMENT FK2 FK3 FK4 FK5 RETURN PREV NEXT DETSRCH SEL FUNCTION, ENTER FOR NEXTPAGE OR LINE NUMBER TO SELECT NO MORE RECORDS 9

10 CONTRACT MANAGEMENT ARRAY NEW FEATURES DETERMINING WHICH RULE WAS APPLIED Because multiple rules from a contract might apply to an item, the FK12 "price" function key has been modified in SOE to display which rule was used. QUOTE ENTRY WAREHOUSE NEW ORDER Customer: TEST CUSTOMER Order: Rel: Ship-to: MAIN STREET ---- PO.# Warehouse: 1 ANYWHERE PA Date: 09/24/08 PRICE / COST DESCRIPTION PRICE SOURCE C TEST_12.1 COST SOURCE F CALC COST COST CONTRACT LINE-BUY ABB5 Total: 2.00 FK1/SF1 FK2 FK3 FK4 FK5 FK6 FK7 F8/9 F10/11 FK12 RET/CSI CANCEL STOCK BACKORD INVOICE PURCHAS DIRECT S&B/IBT HLD/PAG PRICE Array will attempt to match all rules for all contracts assigned to a customer unless the item is a T item. Here is how each item type is treated: S items will be priced according to the rules you create in your contracts. P items are priced by your contract after they are passed back from the industry database. They are created according to your pricing model, and then they are priced against contracts. T items are never priced against a contract. Note: There is a field in MBS101 called CT that is set to a "Y" if an item is on a contract. Formerly, Array checked this field to determine if it should use contract pricing. That field still exists, but Array no longer checks that field before pricing. Purge programs MBS301 and MBS302 are not affected by this new feature, and still that use the CT field to avoid purging items on contracts. 10

11 INVENTORY CONTROL NEW INVENTORY CONTROL HELP SCREEN ADDED MBS123 MBS126 MBS370 LABLOC LABITM A new help screen, INVCTL, has been added to bring together various parts of the Array System in one place to make management of related tasks easier than ever! This screen was developed in conjunction with the Array User s Group. You can produce labels for various locations, perform warehouse adjustments and maintain bin locations and multiple bins from one screen. CONTROL PARAMETERS WHSE: Warehouse validates user's settings in MBS123 PRN: Print queue used to print labels by LABLOC and LABITM functions - must exist in Array - MBS126 Use Datamax barcode printer EVENT CODE: inventory adjustment event code MBS370 11

12 DEFAULT: search field - bin location, UPC, item number FUNCTIONS The following functions are available Function: Description: Up Arrow FKI FK5 LABLOC FK6 LABITM FK10 LOC Displays open orders (up to 4 at a time) from stock status screen for item/whse Setting: Result: Y If the Item Type is S or P, the stock code defaults to P. N Stock code defaults to S. T If the Item Type is T or P, the stock code defaults to T. Event code maintenance User can change event code Prints a location label (calls /tss/macros/invctl_labloc.sh) Prints an item label (calls /tss/macros/invctl_labitm.sh) Moves to the LOCATION line. Bin locations can be changed or added. If you remove all but the primary bin location the item's multibin flag in MBS102 will change to 'N'. If you add additional bins the flag will be set to 'Y'. Multibin must have a name in order to have a qty assigned FK11 WADJ FK12 RES Shift + FK1 Shift + FK12 Moves to the WAREHOUSE ADJUSTMENT line. You can enter quantity changes for each location on this line. As entries are made, RESULTS line changes, but changes are not applied until the item is SUBMITTED Moves to the RESULTS line. You can enter desired results for this location. As entries are made, the WADJ line is recalculated, changes are not applied until the item is SUBMITTED Displays PO receipts history for item Calls the HELP program (/tss/macros/invctl_help.sh) - program documentation FIELDS The following fields are available Field: Description: LAST REC Last receipt date and receiver number QTY ADD-DT MOS Quantity that was received Date item was added (from MBS101) Number of months within the last 12 that showed activity or had an on-handbalance 12

13 SALES ORDER PROCESSING ADD USER ID AND TIME OF DAY TO SALES ORDER STATUS RECORD AND INQUIRY MBS323 The User ID of the person who created, maintained, or cancelled the order and the time this event occurred has been added to the information you see when viewing the order information in Sales Order Status Inquiry (MBS323). 13

14 LOST SALES TRACKING FLEXIBILITY MBS161 You can now determine whether you want to require a user to enter an event code when a comment is deleted from an order. This expands on the requirement, released in 12.0, to enter an event code when deleting a line item. In some cases, you might find this requirement too strict when it is just a comment that is being deleted. If you want the user to be required to enter an event code when deleting comments on an order, enter Y in the REASON-OPT field on line 9 on the Order/Invoice User Options (MBS161). If you want the user to be able to delete comments without being required to enter an event code, enter N in this field. STORE PICKER, PACKER, DELIVERER IN SAVE INVOICE MBS001 MBS161 MBS551 New prompts in order billing allow you to display the picker, packer and/or deliverer in Save Invoice Inquiry, Backout Entry, and Held Invoice Inquiry. 14

15 You can perform an alpha search to easily enter the employee ID. ORDER/INVOICE USER OPTIONS The prompts are controlled at the order entry user parameter. 15

16 PURCHASE ORDER VENDOR COMMENTS BREAK THROUGH IN PURCHASING MBS385 Comments from vendors can now display in Purchase Order Entry, Purchase Order Inquiry, TPO Entry and Inquiry, PO Receiving and Receipts History Inquiry, PO Receipts Reconciliation, Cost Check and Save PO Inquiry. You have the option by order entry user to allow the comments to viewed, or not. NEW VENDOR COMMENT MAINTENANCE PROGRAM MBS385 A new program, Vendor Comment Maintenance (MBS385), allows you to add, maintain and delete comments about a vendor. 16

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18 ACCOUNTING GENERAL LEDGER AVERAGE COST OPTIONS MBS132 GL AVG Two new average cost options have been added to the existing parameter set in MBS132: (3) Use average cost for all regular, direct and internal sales. (4) Use average cost for all regular and internal sales, but use invoice cost for direct sales. These option can be entered in the GL-AVG field as seen below: 18

19 NEW UTILITIES Several new utility programs have been created to assist you with rapid development of: Contract files Price sheets Purchase Order comments Vendor Cross-Reference files CONTRACT DEVELOPMENT AND UPDATE UTILITY LAYOUT MBS113 A new utility (FPCD56) has been added to import and update contract detail records from electronic,.csv, or Microsoft Excel files. This utility allows you to accurately create or modify your contract prices and costs with vendor-supplied data. The following fields are imported: Item number, cost, product code, commodity code, u/m Customer item number, sell price, cost multiplier, sell code Price multiplier, cost code, price sheet, from date, to date Future sell code, future u/m, future sell price Future price multiplier, future cost, future cost multiplier Future from date, future to date In order to use this utility, create a comma delimited file (.csv) with the following layout from your vendorsupplied data. The name of the file must be the contract name that you want to update. Field 1 - item number Field 2 - cost Field 3 - product code Field 4 - commodity code Field 5 - u/m Field 6 - cust/item number 19

20 Field 7 - sell price Field 8 - cost multiplier Field 9 - sell code Field 10 - price multiplier Field 11 - cost code Field 12 - P-Sheet Field 13 - From date Field 14 - To date Field 15 - future sell code Field 16 - future u/m Field 17 - future sell price Field 18 - future price multiplier Field 19 - future cost Field 20 - future cost multiplier Field 21 - future from date Field 22 - future to date PRICE SHEET DEVELOPMENT AND UPDATE UTILITY FPSR02 A new utility (FPSR02) has been added that imports and updates price sheet detail records from electronic,.csv and Microsoft Excel files. This allows you to easily update your pricing from vendor-supplied data. This utility imports the following fields: dci number item description price sheet sell cost sell price unit of measure (um) The file, which must be in comma-delimited format, must have the same names as the price sheet that will be update be in the following format: Field 1 - dci number Field 2 - item 20

21 Field 3 - description Field 4 - price sheet Field 5 - sell cost Field 6 - sell price Field 7 unit of measure PURCHASE ORDER COMMENTS UTILITY UPDATE MBS051 A new utility (FPOCOM) has been added to import PO comment records from electronic,.csv, or Microsoft Excel file. This utility makes it easier to develop comment detail records & expedite dates. The following fields are imported: User ID Expedite date Purchase Order number (used to identify the target PO) PO line number (used to identify the target line #) PO comments LAYOUT Create a file using a pipe character as the separator ( ) between the fields with a file name of pocomments, and the following layout: Field 1 - user X(6) Field 2 - purchase order# 9(7) Field 3 - purchase order line# 9(3) Field 4 - comment X(150) VENDOR CROSS-REFERENCE AND DEVELOPMENT UTILITY MBS382 We have added a new utility (FVCR06) to import delimited flat files for the creation and maintenance of Vendor Cross-Reference (VCR) records. This utility has the capability to add and maintain vendor crossreference records. 21

22 LAYOUT Create a comma-delimited file, which may be named anything of your choice with the following layout. You will be prompted for the file name in the run parameter entry. Field 1 - vendor item number Field 2 - item master code Field 3 - warehouse Field 4 - whse zone Field 5 - a/p vendor Field 6 - po vendor Field 7 - titem Field 8 - ts option Field 9 - item description Field 10 - cat description Field 11 - commodity code Field 12 - velocity code Field 13 - base price Field 14 - off list Field 15 - off list 2 Field 16 - calc cost Field 17 - po off cost Field 18 - net po price Field 19 - vendor weight Field 20 - vendor package qty Field 21 - conversion factor Field 22 - purchase um Field 23 - price date Field 24 - action code ( A = new record, M = modify record) 22

23 SYSTEM-WIDE CHANGES PRICING CONTENT SPACE RECLAIMED MBS193 MBS396 New processes remove work files at completion so you have more content space available on your Array system. The work files affected are :TSDATA1, TSDATA2, and TXTTAPEOUT. 23

24 ERROR RESOLUTIONS This section of the Array 12.1 New Features Guide is devoted to describing the resolution of errors in the existing software. The projects listed here were scheduled and completed at the request of Array users. To make your own requests, please use the Software Update Evaluation Form shown on page 27 of this guide. The table shows each defect number and a summary of the problem. Defect #: Description of Problem: Resolved? MBS152 was erroring out when running a jobstream MBS003 was not reading customer ship to addresses from the customer master Corrections to Quick Quotes MAP005 not reading NMC field correctly Corrections to creating and modifying items, and to the FK11 key when saving the changes Problem with extended description EDI030 Total Cost discrepancies Allow the entry of zeros (0) in the end date Trade Service update not reading the default model 24

25 Defect #: Description of Problem: Resolved? Hold indicator does not clear in MAP046 on subsequent invoices MGL028 was not finishing correctly MBS063 report sent to wrong queue Modifying PTK sequence field sends you to the House label field. MAP000 FK5 lookup changed back to the vendor name, not the vendor number EDI032 not using the correct warehouse The fuel surcharge using the misc charge attached to the shipping method keeps the orders open even after everything is billed Problems encountered when deleting a freight line MBS472 displays duplicate lines MBS269 deletes records when it should not EID030 created a record in the wrong division When you an invoice, it was not pulling in the address from MBS161 and putting it in the cc field Printing unprinted invoices was not working properly Price update programs were not deleting work files when done MBS588 was not using promotional pricing correctly Item was not showing as received in EDI030 25

26 Defect #: Description of Problem: Resolved? The Running Total line was not working in Sales Order Entry When billing, if the comment line is deleted, the freight line also get s deleted and the header misc charge field is not being reduced. Unable to use the default feature in MBS245 Modifications to Sales Orders should not affect the save sales order file. 26

27 SOFTWARE UPDATE EVALUATION FORM In our continuing effort to better serve you, we at Activant Array would appreciate you taking a few moments to complete the following information. Please feel free to give additional comments at the bottom of the page. Please fax your completed form to Activant Array, Attention: Mike Lee or Rob Kishbaugh. Fax Number: (215) Thank you for your cooperation! Name of Company: Client Contact: Date 12.1 Software Installed: 1. Activant Array Software Release 12.1 introduced several new enhancements. Which one do you feel will most benefit your organization? 2. Please list the top enhancement that you would like Activant Array to address. 3. Please list the top bug that you would like Activant Array to address. 4. Were the implementation procedures easy to follow? If no, please explain. 6. Additional comments: 27