Sales Order Entry. Version 9.0

Transcription

1 Sales Order Entry Version 9.0

2 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at 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. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice. 8/10/04 Prophet 21 Array Version 9.0 Prophet 21 is a registered trademark of Prophet 21, Inc. All other trademarks and registered trademarks are the property of their respective companies.

3 Contents Introduction 1 Welcome...1 The Prophet 21 Array Help Manual System 3 General Information...3 Common Terms...3 How to Use The Array Manuals:...4 Manual Format...5 Chapter Format...6 Manual Overview 7 About Sales Order Entry...7 Sales Order Entry Objectives:...7 Control Files 9 Overview...9 Prerequisites...9 Chapter Topics...9 System Processing Parameters (MBS132)...10 System Processing Parameter II (MBS432)...18 User ID/Password Maintenance (MBS123)...25 Accessing the User ID/Password Maintenance...25 Type of Sales Maintenance (MBS116)...27 Adding a Type of Sale...27 Employee File Maintenance (MBS105)...29 Adding a New Employee File...29 Cash Drawer Name Maintenance (MBS344)...30 Order Entry User Parameter Maintenance (MBS161)...32 Modifying the Order Entry User Parameter...32 Next Number Maintenance (MBS109)...51 Print Queue Maintenance (MBS126)...52 Setting Up Print Queue Maintenance (MBS126)...52 Warehouse Parameter Maintenance (MBS160)...55 Modifying the Warehouse Parameter...55 Quality Sub-System Code Maintenance (MBS372)...64 Quality Event Code File Maintenance (MBS370)...65 Adding Quality Event Code Numbers...65 Quality Reason Code Maintenance (MBS371)...69 Adding a Reason Code...69 Miscellaneous Charge Maintenance (MBS118)...70 Adding Miscellaneous Charge Accounts...70 Faxing Standards Setup Program (FAX100)...73 User's Guide Sales Order Entry 9.0 Contents i

4 Modifying the Faxing Standards Setup...73 Comment Item Maintenance (MBS129)...77 Adding a Stored Comment...77 Customer Master File Maintenance (MBS100)...80 Adding a Customer Master File...80 Order/Quote Types 89 Overview...89 Prerequisites...89 Chapter Topics...89 Warehouse...90 Direct...90 Pack & Hold...90 Internal...90 Cash Sale...90 RGA...90 Cash Credit...91 Cash Direct...91 Cash Pack & Hold...91 Universal (Quotes Only)...91 Order/Quote Entry 93 Overview...93 Prerequisites...93 Chapter Topics...93 Entering a New Sales Order (MBS002)...94 Summary Screen Entry Detail Screen Entry Lot Pricing Entering a Local Pickup Entering a PO Now Entering a Special Order Line Entering a Direct Ship Line Entering a Ship & Bill Entering an IBT Line Adding Items Not in Personal Item File Pricing Service (formerly Trade Service or TSDB Database Item Non-Stock Item Pack & Holds Regular Pack & Holds Cash Sale Pack & Holds Quality Records Future Orders RGA Entry/Cash Credit Entry Entering an RGA/Cash Credit Order Comment Maintenance (MBS245) Adding an Order Comment Transferring a Quote to a Sales Order Transferring an Universal Quote Maintaining Orders/Quotes 153 Overview Prerequisites Chapter Topics ii Contents User's Guide Sales Order Entry 9.0

5 Order/Quote Maintenance Release Maintenance Where is release maintenance performed? Where on the order are release numbers found? What controls the release numbers on an order? Why perform release maintenance? Release Maintenance for Cash Sales Who can perform release maintenance? Copy Quote Supporting Programs 165 Overview Prerequisites Chapter Topics Quick Quote Entry (MBS802) Entering a Quick Quote Customer Comments Maintenance (MBS354) Quality System Maintenance (MBS373) Contact Maintenance (MBS438) Adding Contact Information Printing Orders/Quotes 179 Overview Prerequisites Chapter Topics Order/Picking Ticket Print (MBS008) Inquiries 183 Overview Prerequisites Chapter Topics Order/Quote Inquiry (MBS013) Hold Order Inquiry (MBS029) Stock Status Inquiry (MBS147) Save Invoice Inquiry (MBS023) Transaction Audit (MBS066) Sales Order Status Inquiry (MBS323) Quality System Inquiry (MBS374) Accessing the Quality System Inquiry Sales Notepad (MBS421) Accessing the Sales Notepad Mycalls & Allcalls Adding Notes Cash Drawer Transaction Inquiry (MBS347) Daily Reports 221 Overview Prerequisites Chapter Topics Cash Drawer Transaction List (MBS346) Daily Backorder Report (MBS017) Daily Booking Journal (MBS235) Daily Internal Shipment Report (MBS270) User's Guide Sales Order Entry 9.0 Contents iii

6 Daily Lost Sales Report (MBS016) Daily Miscellaneous Charge Journal (MBS025) Daily Miscellaneous Charge Journal by Division/Warehouse (MBS334) Daily Miscellaneous Charge Journal by Warehouse (MBS331) Daily Price/Cost Override Exception Report (MBS019) Daily Recap Report (MBS022) Daily Sales Journal (MBS006) Running the Daily Sales Journal (MBS006) Daily Ship & Bill Journal (MBS232) Daily Summary Statistics Report (MBS276) Daily Summary Statistics Report by Division/Warehouse (MBS285) Daily Tax Journal (MBS020) Daily Tax Journal by Division/Warehouse (MBS431) Daily Tax Journal by Warehouse (MBS231) Daily Unfilled Item Report (MBS417) Held Invoice Status Report (MBS005) Internal Shipment History Report (MBS272) Intransit Report (MBS069) MTD Ship & Bill Report (MBS233) Next Month Invoice Journal (MBS435) Open Deposit Report (MBS446) Order Entry Line Cancellation Report (MBS210) Order Hold Inquiry Report (MBS029) Pack & Hold Report (MBS238) Quotation Inquiry List (MBS046) Sales Order Status Report (MBS044) Periodic Reports 253 Overview Prerequisites Chapter Topics Contract Invoice Recap Report (MBS099) Contract Sales Report (MBS048) Customer Product Line Summary (MBS264) Customer Sales Summary (MBS072) Inactive Report (MBS454) Running the Inactive Report (MBS454) Lien Report (MBS453) Running the Lien Report (MBS453) Missing Invoice Report (MBS457) Monthly Internal Shipment Report (MBS271) Monthly Invoice Register (MBS076) On Demand Customer Sales Summary (MBS213) Running On Demand Customer Sales Summary (MBS213) Sales Recap History Report (MBS079) System Sales History Correction (MBS224) System Sales History Inquiry (MBS223) System Sales Report-Item Level (MBS216) Whse/Customer Type Sales Summary (MBS218) Whse/Salesman Sales Summary (MBS217) Purges/System File Maintenance 275 Overview Prerequisites iv Contents User's Guide Sales Order Entry 9.0

7 Chapter Topics Purges Quotation Purge (MBS143) Order Line File Audit (MBS309) Order Header File Purge (MBS310) Quote Line File Audit (MBS313) Quote Header File Purge (MBS314) System File Maintenance Order File Audit (MBS308) Order Quote Audit (MBS312) Recalculate Allocations/OHB/BO's (MBS642) Auto Release of Backorder Pick Tickets from the OHB (MBS689) Glossary of Terms 283 Index 285 User's Guide Sales Order Entry 9.0 Contents v

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9 Introduction Welcome Welcome to the Prophet 21 Array Help Manual System. We have created these manuals with you the user in mind. We hope that they are useful easy to understand and efficient. We also have the entire Help Manual System on CD- ROM. In a format much like the Help Systems used throughout the software world. Our Help system for Windows and our On-line Help system are both designed to be user friendly and efficient. We encourage its use as your first resource should you find yourself in a situation that warrants an answer to a question. All of us at Prophet 21 would like to thank you for purchasing the Prophet 21 Array System. We hope that these manuals help you understand, utilize, and problem solve your system for years to come. User's Guide Sales Order Entry 9.0 Introduction 1

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11 The Prophet 21 Array Help Manual System General Information We at Prophet 21 Array hope that you use these manuals and they meet all your expectations and all your needs. Each manual was created in a standard format and organized so that once you use one manual you will be able to easily utilize every other manual in our system. Common Terms The following is a brief description of common terms and function keys that are used throughout the Help Manual System. Menus A menu is simply a list of options you can choose from. Rather than entering a long command, you need only to enter the corresponding number that lies to the left of your choice. After choosing a selection from the MASTER MENU you are presented with yet another menu, a sub-menu. Common Function Keys FK2 - Exit / Backup / Cancel / Quit / End-of-Job FK2 or F2 will back-up a step in most cases. In some cases, it is used to cancel a process, such as in Sales Order Entry. FK3 - Mode switch key. FK3 or F3 will usually allow you to switch between different modes in the system. In Sales Order Entry, the F3 key is used to switch from NEW ORDER mode to MAINTENANCE mode. FK5 - Search key. Anytime the system allows a user to search for items, vendors, customers, etc.; the F5 key will initiate that search. User's Guide Sales Order Entry 9.0 The Prophet 21 Array Help Manual System 3

12 How to Use The Array Manuals: 1. Once you have read the Introduction and the How to use The Array Help System sections in your first manual it may not be necessary to read these two sections again. They are the same throughout the entire Array Help System. 2. Review the Content page. This will give you a general idea of what is included in the manual you are reading. 3. Thoroughly review the manual Objectives. The Objectives give you a basic understanding of what major topics you will need to understand after reading and using each manual. 4. At the beginning of each chapter there is a Prerequisites heading. This lists any courses, information and/or procedures that need to be accomplished before the information contained within the chapter can be best utilized by you the user. 5. Once you have reviewed the general manual objectives, begin each chapter by reviewing its specific objectives. (See Chapter Layout for more information) During your initial introduction to each manual review the manual, sequentially chapter by chapter. 6. After your initial review of any manual you can find out information and find solutions to questions in the manual through any of the following avenues; Content page Glossary Appendix Index Browsing 7. Once you have reviewed the Chapter Objectives, Go over the field descriptions and function keys of any program screens that are being discussed. 8. In each chapter subsection, read any descriptions thoroughly and familiarize yourself with the Program screens that are being discussed. 9. In chapters that have procedures, read any procedure first before attempting them. After reading the procedures carefully, implement each step until its conclusion. NOTE: In the Installation phase, it is imperative that the chapters are followed sequentially. 10. During the course of using the Array Help System Manuals if there is any term, field code and/or function key that you don't understand please refer to the Appendix, Glossary and/or Index. 4 The Prophet 21 Array Help Manual System User's Guide Sales Order Entry 9.0

13 Manual Format Each manual contains a Contents page, an Introduction, an Overview, specific Manual Objectives, Content Chapters, an Appendix, a Glossary, and an Index. Each area is described below in more detail. Contents is a chapter by chapter and heading by heading outline of each manual. Introduction is general information about the entire manual system and describes how the manuals are organized and formatted Overview gives you, the user information about the Array Help Manual System and some general information on the best way to utilize the information contained in our system. Objectives are manual specific and will give you, the user the general knowledge base that you will obtain by reading and following all the procedures that are contained in each manual. Content Chapters contain the information, descriptions, procedures etc. that you will need to implement, operate and problem solve your Array Software System. (See Chapter Layout for more information) Appendix contains any tables and/or lists that are common throughout any particular manual. Glossary contains words, technical terminology, symbols, and field abbreviations that may need to be defined so that you can get the most accurate information from specific areas throughout a specific manual. Index contains many of the terms that are in the glossary but instead of those terms being defined, there are referenced page numbers, in order for you to quickly access topics, procedures and/or information about a topic during and after your first use of a particular manual. User's Guide Sales Order Entry 9.0 The Prophet 21 Array Help Manual System 5

14 Chapter Format We attempted to organize the chapters so that the content could be easily understood and the procedures could be simple to follow. The chapters are formatted as follows: Chapter Title the general name of the subject matter Chapter Overview a brief description of the content and procedures contained within the chapter. Prerequisites includes any readings, training and/or training classes, file set-ups, hardware installations, etc that you need to accomplish before the chapter should be started. The prerequisites are designed so that the content can be best understood and the procedures can be accomplished efficiently. Topics - are chapter specific and will give you, the user a list of the specific topics covered within the chapter. It will also give you an idea of what sequence the chapter is formatted. Chapter Content within the chapter there will be information pertaining to the subject matter, step by step procedures, diagrams, tables and/or screen shots which will help you better understand and successfully conclude your tasks. 6 The Prophet 21 Array Help Manual System User's Guide Sales Order Entry 9.0

15 Manual Overview About Sales Order Entry Sales Order Entry Objectives: After using this manual, you will be able to: User's Guide Sales Order Entry 9.0 Manual Overview 7

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17 Control Files Overview Prerequisites Chapter Topics System Processing Parameters (MBS132) System Processing Parameters II (MBS432) User ID/Password Maintenance (MBS123) Type of Sales Maintenance (MBS116) Employee File Maintenance (MBS105) Cash Drawer Name Maintenance (MBS344) Order Entry User Parameter (MBS161) Next Number Maintenance (MBS109) Print Queue Maintenance (MBS126) Warehouse Parameter Maintenance (MBS160) Quality Sub-System Code Maintenance (MBS372) Quality Event Code File Maintenance (MBS370) Quality Reason Code Maintenance (MBS371) Miscellaneous Charge Maintenance (MBS118) Faxing Standards Setup Program (FAX100) Comment Item Maintenance (MBS129) Customer Master File Maintenance (MBS100) User's Guide Sales Order Entry 9.0 Control Files 9

18 System Processing Parameters (MBS132) NOTE: If you do not have access to the System Processing Parameters, please contact your System Administrator to make any of the option changes discussed. Only the fields that are relevant to Sales Order Entry will be discussed. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. Array Master Menu 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. Support Facility Systems Manager Menu 10 Control Files User's Guide Sales Order Entry 9.0

19 3. From the System Parameter Maintenance Menu, press 06 SYSTEM PROCESSING PARAMETERS. System Parameter Maintenance Menu 4. This will bring you to the next screen, press ENTER. 5. The System Processing Parameter screen will appear. System Processing Parameter Screen Line 01 (MBS132) 6. Fill in the appropriate fields of this record. The data elements contained in the System Processing Parameters and an explanation of each is as follows: AGE-CD This field needs to be setup prior to entering sales orders. If this field in not setup, please refer to the Accounts Receivable manual for information. User's Guide Sales Order Entry 9.0 Control Files 11

20 AGE-DATE This field needs to be setup prior to entering sales orders. If this field in not setup, please refer to the Accounts Receivable manual for information. PROC-MO The current processing year and month. This will change automatically at month-start. YR-START The first month of your new fiscal year. Line 02 (MBS132) BOOKINGS Booking reports option. 0 = No Bookings Report 1 = Yes, prepare Bookings Report. PRICE-BRKS Price break option. The number of price levels. 1-9 = The maximum number of quantity breaks levels you would ever want to use. SOE:DEF-WHS The default warehouse. 0 = Default to warehouse number in SOE user parameter record (MBS161). Get outside salesman number from customer record (MBS100). All 3 salesman numbers are available. 1 = Default to warehouse number in the customer record. Outside salesman is selected from the first one entered in the customer record. 2 = Same as 1, except all 3 salesman numbers are available. 3 = Same as 0 except uses only first outside salesman number from customer record. UM-CALC Unit of measure calculation. 0 = Forces entry of unit cost and price when unit of measure is changed in order entry. 1 = Recalculate unit cost and price when unit of measure is changed in order entry. SB-SLM Determines ship & bill salesman. 0 = Inside and outside salesman number remain the same as the original order in a ship and bill transaction. 1 = Outside salesman set to warehouse parameter default and spaces moved to inside and split. 12 Control Files User's Guide Sales Order Entry 9.0

21 Line 03 (MBS132) TR-AUDIT Transaction audit code. 0 = No, changes in OHB will not be saved. I = Yes, save changes. IBT-COST IBT Cost Indicator. Identifies which cost to use when entering an Interbranch order. 0 = Use Receiving Warehouse Cost (Default). 1 = Use Shipping Warehouse Cost. 2 = Use Shipping Warehouse Average Cost. 3 = Use Shipping Warehouse Last-P/O Cost. IBT Combine internal orders code. 0 = Do not combine internal orders. 1 = Not used. 2 = Combine internals, print by Zone Tickets. NOTE: If option #2 is used, the user must set-up print queue maintenance in MBS289. INV-X Inventory exception code. Determines whether or not inventory exceptions should be recorded or not. 0 = No, do not record inventory exceptions. 1 = Yes, do record inventory exceptions. PR/COST% Daily Price/Cost Override exception percentage. If the percentage of change is plus or minus this value, do not report. You can have values up to two whole numbers and one decimal place. SB-OPT Determines which branch gets sales credit for the ship & bill order. 0 = Report ship branch 1 = Report order branch 2 = Report order branch and rewrite backorder to ordering branch 3 = Report order branch and usage to shipping warehouse User's Guide Sales Order Entry 9.0 Control Files 13

22 Line 04 (MBS132) PURCH ORD # This field determines if you can override the purchase order number field in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header SHIP INST This field determines if you can override the shipping instructions in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header BACKORDER This field determines if you can override the backorder field in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header TERMS DESC This field determines if you can override the terms description field in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header UPS-CODE This field determines if you can override the UPS code field in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header Line 05 (MBS132) TYPE SALE This field determines if you can override the type of sale in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header B = Ability to override in both the sales order header and by the FK9 CONSTANT function key CONTRACT# This field determines if you can override the contract number in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header 14 Control Files User's Guide Sales Order Entry 9.0

23 TAX JURIS This field determines if you can override the tax jurisdiction code in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header AGE DATE This field determines if you can override the aging date in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header BILL TO This field determines if you can override the bill to information in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header O = Ability to override lines 3 7 only (All lines if it's a cash sale) Line 06 (MBS132) DUE DATE This field determines if you can override the due date in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header B = Ability to override in both the sales order header and by the FK9 CONSTANT function key INSIDE SLM This field determines if you can override the inside salesman in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header B = Ability to override in both the sales order header and by the FK9 CONSTANT function key TERMS CODE This field determines if you can override the terms code in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header MIN BILL This field determines if you can override the minimum billing code in the order entry header. This field is tied to MIN BILL in MBS100 Y = Ability to override in sales order header User's Guide Sales Order Entry 9.0 Control Files 15

24 N = Unable to override in sales order header SHIP TO This field determines if you can override the ship to in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header Line 07 (MBS132) COMMT DATE This field determines if you can override the comment date in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header OUTSIDE SLM This field determines if you can override the outside salesman in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header B = Ability to override in both the sales order header and by the FK9 CONSTANT function key TERMS PCT This field determines if you can override the terms percentage in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header PRICE COL This field determines if you can override the price column in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header WHSE CONSTANT This field determines if you can override the warehouse in the order entry constants (FK9). Y = Ability to override in sales order header N = Unable to override in sales order header Line 08 (MBS132) ORDER DATE This field determines if you can override the order date in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header 16 Control Files User's Guide Sales Order Entry 9.0

25 B = Ability to override in both the sales order header and by the FK9 CONSTANT function key SPLIT SLM This field determines if you can override the split salesman field in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header B = Ability to override in both the sales order header and by the FK9 CONSTANT function key TERMS DATE This field determines if you can override the terms date in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header DIVISION This field determines if you can override the division number in the order entry header. Y = Ability to override in sales order header N = Unable to override in sales order header Line 09 (MBS132) AR-AVAIL-$ Accounts Receivable available to buy. This switch determines if you are able to see the total dollar amount that the customer has available for purchases. Y = Display AR dollar amount N = Do not display Line 10 (MBS132) MTX-PRICE Matrix price flag. Y = Use only two price break levels in the matrix. N = Use Standard Matrix Pricing. SOE:DEF-REC The SOE default warehouse used in a multi-company environment. Indicates the warehouse to get missing information such as Vendor Number. 00 = Item Master Record = Default Warehouse Number. OBR-OPT Sales Order Status Inquiry Detail option. Y = Display detail on the SOE Status inquiry. N = Do not display detail. User's Guide Sales Order Entry 9.0 Control Files 17

26 Line 11 (MBS132) KEY Keyword flag. Allow ability to search the item using keywords. Y = Using keyword. N = Not using keyword (default). QUAL Quality Tracking indicator determines which types of events are being tracked by the Quality system. 000 = Quality system records are not being accumulated. 001 = Order tracking. 002 = Purchase Order tracking. 003 = Purchase Order and Sales Order tracking. 900 = Manual events only are being tracked. 901 = For future use. 902 = For future use. 903 = For future use. PTF Pick Ticket program ID determines which Pick Ticket program is used to format and print the users pick tickets. Should be maintained by Prophet 21 Array only. System Processing Parameter II (MBS432) NOTE: If you do not have access to the System Processing Parameters II, please contact your System Administrator to make any of the option changes discussed. Only the fields that are relevant to Sales Order Entry will be discussed. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. 3. From the System Parameter Maintenance Menu, press 07 SYSTEM PROCESSING PARAMETERS II. 4. This will bring you to the next screen, press ENTER. 5. The System Processing Parameter II screen will appear. 18 Control Files User's Guide Sales Order Entry 9.0

27 System Processing Parameter II Screen Line 01 (MBS432) 6. Fill in the appropriate fields of this record. The data elements contained in the System Processing Parameters II and an explanation of each is as follows: S&B PRT Determines which warehouse receives ship and bill tickets. 0 = Print Ship & Bill Invoices at Shipping Warehouse 1 = Print Ship & Bill Invoices at Ordering Warehouse PRICE-SHEET Determines whether or not you want to price using Price Sheets (Gold Service Feature) N = Don't price using Price Sheets (Default) Y = Price using Price Sheets TSD-TY Determines what type of TS Database you are using. E = Electrical Database P = Plumbing Database B = Both Electrical and Plumbing Database COST-OVERRIDE Determines which cost to use on invoice. Y = Retrieve the cost from the item record as it normally does when order is billed. (Default) N = Use the cost as entered on the order when billing. CUT-WIRE Determines whether or not you are using the Cut Wire and Reel Subsystem. User's Guide Sales Order Entry 9.0 Control Files 19

28 Y = Yes, using the Cut Wire & Reel Subsystem. N = No, not using the Cut Wire & Reel Subsystem. UM-OPT Determines if a U/M conversion table is necessary. Used mostly for international clients. Y = Don't allow non-u/m conversion values. N = Allow non-u/m conversion values. CRED-BO-RPT This switch determines if a backorder credit hold report is generated. N = Do not print B/O report Y = Print at batch printer P = Print at credit printer Line 02 (MBS432) TAX-ID-REQ Determines whether or not you want the system to check and make sure you have a tax exempt ID for your exempt customers. Y = Yes, you require a TAX-ID for your exempt customers. N = No, you don't require a TAX-ID for exempt customers. SEC-TAX-CALC Allows for storage and reporting of both Provincial and Government Taxes. Used primarily for Canadian Clients. Y = Calculate both Provincial and Government taxes where appropriate. N = Don't use secondary tax fields. WORKFLOW Determines whether or not you are storing data for the Task Management Subsystem (MBS405). Y = Store Task Management information. N = Don't store data for the Task Management system. CASH-PT-LINES Determines how lines will print on Cash Sale Pick Tickets. Y = On Cash Sale Pick Tickets, print all lines of the order regardless of release number. N = On Cash Sale Pick Tickets, print only the items on the latest release. SRV-LEV Determines if you are going to track data to determine service levels. Y = Store service level data N = Do not store service level data 20 Control Files User's Guide Sales Order Entry 9.0

29 P = Store service level data and prompt for due date T = Store service level data, prompt for due date, and prompt for time FILL-BY-DT This switch determines when to fill backorders. D = Fill backorders based on due date. O = Fill backorders based on order date. Line 03 (MBS432) IBT TABLE Option used to determine how to cost IBT lines and orders. Used in conjunction with MBS413 - IBT Cost Table. MBS413 is a table that allows you to establish which cost to use based on combinations of Shipping and Receiving warehouses. Y = Use IBT Cost Table (MBS413) when costing IBT's. N = Use System Parameter IBT Cost Option found in MBS132 (Line: 03 Field: IBT-COST) CREDIT-CARD USERS The number of users allowed to perform credit card authorization. Enter a value of CREDIT-CARD TIMEOUT The amount of time to wait for a response from the credit card system. Enter a value of seconds. PT UPRC Option used to determine which price to print on pick tickets. U = Print the standard unit price on pick tickets. (Default) B = Print the Base Cost in the unit price field on pick tickets. T-IT SLSM Option used to determine whether or not to copy inside salesman to item/whse records when "T" items are created in SOE, updated in PO receiving, or created from the TSDB. Y = Store Inside Salesman in "T" item's record. N = Don't store Inside Salesman in "T" item's record. (Default) RGA PRT Option used to decide whether the Pick Ticket program (MBS008) will print prices on RGA order types. Y = Print prices on RGA order types pick tickets. (Default) N = Don't print prices on RGA order types pick tickets. VEND RCPS This switch determines if recap information will be stored by vendor. Y = Store recap information by vendor N = Don't store recap information by vendor User's Guide Sales Order Entry 9.0 Control Files 21

30 BUILD TYPE OF SALE Determines what type of sale is based upon. N = Use user parameter type of sale Y = Build type of sale from user parameter and ship code MKT SLS Market Sales Representative. Allows the sales rep to be assigned by item in an order based on the market of the item. MBS424 Market Type Maintenance must be set up in conjunction with this switch. Y = Use market sales reps for recaps and commissions N = Use customer sales rep CUST FTF Customer Freight to Follow. This switch determines whether or not the system looks at the FTF-BILL switch in the Customer Master record (MBS100) to see if orders with zero dollar freight to follow lines can be billed. Y = Check customer record FTF billing option N = Don't check customer record FTF billing option PT SEQ This option can restrict pick ticket reprinting. If this option is used, you must have the original pick ticket in front of you so that the pick ticket number and printing sequence number can be entered from the pick ticket header. NOTE: If you do not know the pick ticket sequence number, you can find it in MBS013. Y = Requires Seq number for pick ticket reprint. N = Do not require Seq number entry for pick ticket reprint (Default) Line 04 (MBS432) AUTO KEYWORD Option used to determine whether or not keywords would be created when a new item is created. Y = Automatically create Keywords N = Don't automatically create Keywords SOE-NEXT MTH-INV In SOE, Regular Billing, and Post Billing you may flag an invoice as a Next Month Invoice (NMI). Y = Allow invoices to be flagged for next month's update. N = Don't allow invoices to be flagged for next month's update. D = Allow Next Month Invoices & keep age date. NOTE: If an invoice is flagged, it will go into the Save Invoice File immediately, but will not appear on any sales reports until the following process month. 22 Control Files User's Guide Sales Order Entry 9.0

31 DSS SVCCHG Allows you to include service charges in the Daily Summary Statistics. Y = Include Service Charge Invoices In Daily Summary Statistics N= Don't Include Service Charges In Daily Summary Statistics Line 05 (MBS432) PICK-TKT CUST COMMENTS Switch to determine whether or not to automatically print specified comments on your Customer's pick ticket. Y = Print customer comments on pick ticket. N = Don't print customer comments on pick ticket. NOTE: Used in conjunction with MBS354 - Customer Comment Maintenance. You need to set up MBS354 with the "W" option to print the comments on the pick ticket. EXTENDED EXCEPTIONS Allows the system to hold invoices at billing due to an extended set of exceptions (other than profit exception). The extended exceptions are for stock items only. The extended exceptions are: If the cost is more than 4 times the price, if the cost is overridden, if the GM% based on the average cost is less than 10%, if the price is over $2000, or if the cost is greater than the price. N = Use only profit exception for invoice hold Y = Use extended exceptions for invoice hold SOE CONFIRM This option can prompt the user in MBS002 to confirm if the order is being shipped today and update the Quality records. Y = Allow entry of sales order confirmation N = No confirmation QUOTE Determines if Universal Quotes or all types of quotes are to be used. Y = Allow only universal quotes N = Allow all types of quotes CSTCK If you are using the Job Costing System, this switch determines if the sales order needs to be validated. Y = Validate release with job costing N = Do not validate Line 06 (MBS432) CARRY T-ITM MODEL When in SOE, switch determines whether on not to have the "T" item model carried from one entry line to the next. User's Guide Sales Order Entry 9.0 Control Files 23

32 Y = Carry T item model from one line to next. N = Don't Carry T item model from one line to next. WAC-T CALC Recalculation of WAC for "T" items during PO Receipts Posting, or PO Cost Check Flag. Y = Update WAC field for "T" items in Receiving, or Cost Check N = Do not update WAC field for "T" items in Receiving, or Cost Check. (Default) DIR WAC Direct Costing Option. This option determines on direct or direct credit orders whether to store calculated cost or WAC in the WAC field of the Save Invoice record. It used for the sales journal and, if the option is set, interfaces to GL. Y = Store Calculated Cost in Direct WAC field. N = Store WAC in Direct WAC field. (Default) GL UPDATE Determines how the GL is to be updated for sales. WARNING: The GL Update feature should only be turned on at the beginning of a process period. Failure to do this will result in bad figures being sent to the GL. M = Update Monthly When you run MBS155 the sales information will be transferred to the GL D = Daily Update When you run MBS007, the daily sales information will be transferred to the GL showing each invoice s updates. If you decide to use the daily update, you still must run MBS155 at month end to transfer the cash receipts information to the GL. GL INT Determines how interbranch transfer information is handled in regards to the GL. These options are only accessible if GL UPDATE = D. N = Do not send interbranch transfer information to the GL Y = Send interbranch transfer information to the GL I = Update inventory only for interbranch transfers SOE WHSE-GRP Determines if you want to restrict users to specific warehouses. You need to set up the groups in MBS368. Y = Restrict users to a warehouse group in SOE N = No restriction on warehouse TRACK RETURNS Determines whether or not to track returns. N = Don't record return information 24 Control Files User's Guide Sales Order Entry 9.0

33 Y = Record return information R = Require return information User ID/Password Maintenance (MBS123) This program is used to create and maintain user ID's and passwords. The user ID and password is what each user will use to log onto the system. This user ID is how you control what each individual user can do on the system. You can control access to a given program simply by putting it in this user list or by leaving it off. You can also further control whether a user is allowed to add, modify, delete, or simply inquire. NOTE: If you do not have access to the User ID/Password Maintenance, please contact your System Administrator to make any of the option changes discussed. Accessing the User ID/Password Maintenance 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. 3. From the System Parameter Maintenance Menu, press 05 USER ID/PASSWORD. 4. This will bring you to the next screen. 5. Type in the User ID. 6. The User ID/Password Maintenance screen will appear. User ID/Password Maintenance Screen 7. Fill in the appropriate fields of this record. User's Guide Sales Order Entry 9.0 Control Files 25

34 Header (MBS123) The data elements contained in the User ID/Password Maintenance and an explanation of each is as follows: USER User ID. NAME User name spelled out. PASS User password. ACC Access Code. 0 = User has unlimited access to all application programs. This sign-on must contain the following programs: MBS149, MBSI50, MBSl5l, MBS128, MBS000, MBS008, MBS800, MBS152, MBS00l, MBS266, MBS084, MBS325 1 = User has limited access to application programs. The programs this user may access must be added to the detail portion of this record. Further restrictions within each program will be designated in the detail lines. CO Company number. WHS Warehouse number this user is assigned to = Warehouse/Branch number for this user. Programs MBS003, MBS008, and MBS060 will use this number as a default for transactions requiring a warehouse number. 999 = User may change salesman number in the customer master record for all branches/warehouses. Programs MBS003, MBS008, and MBS060 will allow user to enter warehouse numbers for transactions requiring them. TERM Terminal number for this user. XXXX = Valid terminal number, if used, this user can only sign-on at this terminal = This user can sign-on at any terminal. LOGON Last logon date. The last time this user signed-on. RUNS Indicates # of runs currently being processed by user. Used in conjunction with Job Manager feature (background batch processing). Maintained by system. MAX Designates the maximum number of jobs this user can be running concurrently in background batch processing mode. (Job Manager feature) 26 Control Files User's Guide Sales Order Entry 9.0

35 PGP Designates print group for user. The system will only display print queues for the assigned group when running reports. Print groups are assigned in MBS126 (Print Queue Maintenance). GL-DIV G/L Inquiry (MGL015) Division. Used in conjunction with GL-INQ-DIV field in the G/L Company Record (MGL053). If GL-INQ-DIV field is set to "Y" in MGL053, this field should contain the Division Number the GL Detailed Inquiry (MGL015) will display information for. In other words, restricting access to all other divisions' GL information. Detail Lines (MBS123) PROGRAM Program or Menu ID for this line. DESCRIPTION Generated by system based on the program ID entered. ACCESS Access code. 0 = User has limited access to this Program ID. 1 = User has no access to the Program ID on this detail line. ADD MOD DEL INT Blanking out any of these fields will restrict the user from performing that option within the Program ID. (i.e. removing the A and D will allow the user to only Modify an existing record or perform an Inquiry (look only)). Be sure to check the following programs that are Sales Order Entry specific: MBS002 MBS0l3 MBS147 MBS901 MBS008 Adding a Type of Sale Type of Sales Maintenance (MBS116) This program is used to enter and maintain a table of valid types of sale to be used during order entry and billing. An entry must be made in this table for all the different types of sale you are going to want to use. The types of sale will be used to break up various reports by the different types of sale and totals will be kept by the different types of sale for general ledger reporting. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 0l NAME FILE MAINTENANCE. 3. From the Name File Menu, press 20 TYPE OF SALE. User's Guide Sales Order Entry 9.0 Control Files 27

36 Name File Maintenance Menu 4. This will bring you to the next screen. Press FK3 to view your options. A = ADD. This will allow you to add a new type of sale. M = MODIFY. This will allow you to modify an existing type of sale. D = DELETE. This will allow you to delete an existing type of sale. I = INQUIRY. This will allow you to view a type of sale record without modifying or deleting it. 5. Press A to add a new type of sale. 6. Enter the new type of sale code (TYPE). 7. Enter the default type of sale code that you wish to model this new one after. If there is not a default that you want to use, press ENTER. 8. Enter the description of the type of sale (TYPE-NAME). 9. Enter if this new type is a cash sale or not. 0 = Not a cash sale 1 = This is a cash type of sale 10. There are several functions available at this time. FK8 TO CANCEL - Exits out without saving. A = ADD - Adds the new type of sale. L TO CHANGE LINE - Allows you to enter a line number to correct any information. 11. Once the information is correct, press A to add the new type of sale, and then press FK2 to exit out of the program. 28 Control Files User's Guide Sales Order Entry 9.0

37 Employee File Maintenance (MBS105) This program is used to maintain a table of employee names. Each employee is assigned a code to be used during order entry. This code will also be used for reporting and in various other ways throughout the system. This program formerly was called the Salesman File Maintenance. NOTE: An employee must exist in the Employee File Maintenance record in order to access an order or its header. Adding a New Employee File 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 0l NAME FILE MAINTENANCE. 3. From the Name File Menu, press 15 EMPLOYEE. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN - Return to the previous screen FK3 GETPREV - Go to previous record FK4 GETNEXT - Go to next record FK5 ALPHA - Allows you to do a search for an Employee FK6 ADD - This allows you to add an Employee FK7 MODIFY - This allows you to modify an existing Employee record FK8 DELETE - Allows an existing Employee to be deleted FK9 INQUIRY - Allows you to look at the Employee record without changing it. FK12 HELP - Switches you to on-line help in Array 5. Press FK6 to add a new employee. 6. Enter the new employee number (EMPLOYEE#). 7. Enter the default employee code that you wish to model this new one after. If there is not a default that you want to use, press ENTER. 8. Enter the employee name (EMPLOYEE-NAME). 9. Enter the user logon for this employee (USER LOGON). 10. There are several functions available at this time. FK3 ADD - This will allow you to save the information. FK6 LINE - This will allow you to enter a line number to modify any information that you just added. FK8 CANCEL - This will cancel the transaction without saving it. FK12 HELP - Switches you to on-line help in Array. 11. Once the information is correct, press FK3 ADD to save the information. User's Guide Sales Order Entry 9.0 Control Files 29

38 Cash Drawer Name Maintenance (MBS344) This program allows the user to set-up a list of Cash Drawer names and associated codes for use with the Showroom system. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 0l NAME FILE MAINTENANCE. 3. From the Name File Menu, press 25 CASH DRAWER NAME MAINT. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN - Return to the previous screen FK4 GETNEXT - Go to next record FK5 ALPHA - Allows you to do a search for a Cash Drawer FK6 ADD - This allows you to add a Cash Drawer FK7 MODIFY - This allows you to modify an existing Cash Drawer record FK8 DELETE - Allows an existing Cash Drawer to be deleted FK9 INQUIRY - Allows you to look at the Cash Drawer record without changing it. FK12 HELP - Switches you to on-line help in Array 5. Press FK6 to add a new salesman. 6. Enter the Cash Drawer Code (CODE). 7. Enter the Cash Drawer Code that you wish to model this new one after. If there is not a default that you want to use, press ENTER. 8. You will now be at the Cash Drawer Name Maintenance screen. 30 Control Files User's Guide Sales Order Entry 9.0

39 Cash Drawer Name Maintenance Screen 9. Enter the Cash Drawer Name (CASH-DRAWER-NAME). 10. Enter the TTY that the cash drawer is connected to (OPEN-DRAWER). If this option is used, at the end of a cash sale transaction, the drawer will open. This is used in conjunction with the Drawer-CD field in MBSl6l. 11. Enter the Credit Card Merchant Set (CREDIT CARD MERCHANT SET). The company will have a Merchant Number with a bank. If you have more than one bank affiliation, you may have more than one Merchant Number. In this field you enter if the person on that Cash Drawer is associated with Merchant Number 1, 2, 3, etc. Normally, if you only have one bank affiliation, this number would be blank or one. 12. There are several functions available at this time. FK3 ADD - This will allow you to save the information. FK6 LINE - This will allow you to enter a line number to modify any information that you just added. FK8 CANCEL - This will cancel the transaction without saving it. FK12 HELP - Switches you to on-line help in Array. 13. Once the information is correct, press FK3 ADD to save the information. User's Guide Sales Order Entry 9.0 Control Files 31

40 Modifying the Order Entry User Parameter Order Entry User Parameter Maintenance (MBS161) This program is used to enter and maintain a file of order entry, billing, user, and receiving parameters. These parameters will determine what individual users will be permitted to do while in the order entry and billing applications. There is also some default information stored in this parameter about each user so it does not have to be entered each time an order is entered. Only the fields that are relevant to Sales Order Entry will be discussed. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. 3. From the System Parameter Maintenance Menu, press 04 OE USER PARAMETER. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN - Return to the previous screen FK3 GETPREV - Go to previous record FK4 GETNEXT - Go to next record FK5 ALPHA - Allows you to do a search for User FK6 ADD - This allows you to add a User FK7 MODIFY - This allows you to modify an existing User Parameter FK8 DELETE - Allows an existing User to be deleted FK9 INQUIRY - Allows you to look at the User Parameter record without changing it. FK12 HELP - Switches you to on-line help in Array 5. Press FK7 MODIFY. 6. Type in the User Number and press ENTER. 7. The Order Entry User Parameter Maintenance screen will appear. 32 Control Files User's Guide Sales Order Entry 9.0

41 Order Entry User Parameter Maintenance Screen Line 01 (MBS161) 8. Fill in the appropriate fields of this record. 9. Once you have entered all the information, you have several function keys to choose from. FK1 PAGE - This will bring you to the next page. Press FK2 Return to return to the main screen. FK3 MODIFY - Accept the modification. FK6 LINE - If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL - You may cancel this entry without saving it FK12 HELP - Switches you to on-line help in Array 10. Press FK3 MODIFY once you are finished. The data elements contained in the Order Entry User Parameter Maintenance and an explanation of each is as follows: NAME Name of user. DEF-WHS The default warehouse for the user. SPECIAL Y = For future use. N = For future use. CUSTOMER CRT OPT If customer is linked to user's system, this determines if the customer can place orders directly to you from his or her CRT. Y = Customer can place orders from his or her CRT. User's Guide Sales Order Entry 9.0 Control Files 33

42 N = Customer cannot place orders directly. CUSTOMER CRT CUST-# The customer number who is linked to your system. NOTE: If CUSTOMER CRT OPT = Y, then CUSTOMER CRT CUST-# is required. ACC Access given to key personnel to maintain orders that have problems due to input/output errors. Y = User has access to maintain orders that have problems. N = User does not have access to maintain orders with problems. PQ This switch determines if package quantities are to be displayed. Y = Display Package Quantity in Order Entry. N = No Display of Package Quantity in Sales Order Entry. SOE Determines where user begins Sales Order Entry. O = User begins in the Order Mode after choosing Sales Order Entry. Q = User begins in the Quote Mode. ALPHA Determines if the user begins at Alpha sort after entering Sales Order Entry. A = Alpha, Customer Name C = Customer Number N = Begin at CUSTNO in customer number search T = Telephone Number. Line 02 (MBS161) ORD Default order type for this user. S = Standard (Warehouse) orders I = Internal Transfer orders P = Pack & Hold orders D = Direct Shipment orders C = Cash Sale orders H = Cash Sale Pack & Hold orders U = Universal Quote. This switch will only be valid if the SOE switch on line 1 is set to Q (quote). 34 Control Files User's Guide Sales Order Entry 9.0

43 DIRC Default Type of Sale for Cash Direct sales. This value is established in MBS116. STD Default Type of Sale for Warehouse sales. This value is established in MBSl16. DIR Default Type of Sale for Direct Shipment sales. This value is established in MBS116. INT Default Type of Sale for Internal sales. This value is established in MBS116. CASH Default Type of Sale for Cash sales. This value is established in MBSl16. P+H Default Type of Sale for Pack & Hold sales. This value is established in MBSl16. OUT-SMN Used as a default if a user's Salesman Number has not been added to the chosen customer's Master Record. This may be left blank to detect errors in the Customer Master Records. The salesman must exist in MBSl05 prior to adding in MBSl6l. IN-SMN Inside Salesman Number (or initials) added to all orders the user enters. The salesman must exist in MBS105 prior to adding in MBS161. CUSTOMER-CRT-NAME This is a display only field. If CUST-CRT-OPT = Yes and CUST-CRT-# = Valid Customer # with Customer Name present in the Master Record, then the Customer's Name will display. PO-COST This switch will allow the user to suppress Cost & Totals on PO Inquiry, Transaction Audit, and PO Receipts History Inquiry. Y = Show costs N = Do not show costs W = Suppress cost in all warehouses except users default warehouse. Line 03 (MBS161) ORD User can create orders. Y = User can create orders N = User cannot create orders HLD User can release Credit Hold orders. User's Guide Sales Order Entry 9.0 Control Files 35

44 Y = User can release credit holds N = User cannot release credit holds C = For future use. P = For future use. QUO User can create quotes. Y = User can create quotes N = User cannot create quotes Q-TO-O User able to transfer quotes to orders. Y = User can transfer quotes to orders N = User cannot transfer quotes to orders O-TO-Q User able transfer orders to quotes. Y = User can transfer orders to quotes N = User cannot transfer orders to quotes INFO Display informational fields during entry of an order (Fields come from Customer Master Record). Y = Display informational fields N = Do not display informational fields STKMSG Display only. Reads Research Stock after Item is placed in order or on quote. Y = Reads research stock N = Do not read research stock ADJ Allow user to adjust profit percent, total sales dollars, cost, price, etc. Y = Allows user to make adjustments N = Do not allow user to make adjustments M = Allows user to make adjustments to a specific line, not a range of lines SS-FM Allows access to FK6 (Whse mod) while in the Stock Status mode. Y = Allow access N = Do not allow access C = For future use NOTE: Can only inquiry the Warehouse record. 36 Control Files User's Guide Sales Order Entry 9.0

45 NET Option that determines whether or not this user can perform Order Entry via the Internet. Y = Allow Orders N = Don't Allow Internet Orders S = Salesman. This user parameter is a web order entry salesman sign on NOTE: Internet orders can only be processed if Customer CRT options are set for the customer. DET Sales Order Entry Detail Screen Version. P = Production Version. Displays field # but no field description. Used mostly if customers can view users terminal. This version will not label such fields as cost, gross margin, etc. T = Training Version. Displays field # and name. TSD Pricing Service Database Option. 0 = Manual Pricing Service Database lookup. 1 = Automatic Pricing Service Database lookup. 2 = Manual Pricing Service Database lookup, with no passback. 3 = Automatic Pricing Service Database lookup, with no passback. AVL Sales Order Entry Item Search Option. N = When performing an item search in SOE, display the Alpha Code for the item. Y = When performing an item search in SOE, display the available quantity for the item. (System will use the warehouse of the order.) EDI Electronic Data Interchange. Y= Allows user to process EDI orders. N= User not allowed to process EDI. G/L Allows user to override maximum amount in MBS117. Y = User allowed to override maximums N = User not allowed to override maximums User's Guide Sales Order Entry 9.0 Control Files 37

46 Line 04 (MBS161) ALLOW:DIR Allow Direct Lines. Y = Allow the user to enter direct lines. N = Do not allow the user to enter direct lines. LOC Allow Local Pick-up Lines. Y = Allow the user to enter local pick-up lines. N = Do not allow the user to enter local pick-up lines. INT Allow Internal Lines. Y = Allow the user to enter internal (IBT) lines. N = Do not allow the user to enter internal (IBT) lines. PRT Allow user to print consolidated IBT's immediately. Y = Allow the user to print internal (IBT) lines. N = Do not allow the user to print internal (IBT) lines. S&B Allow Ship and Bill Lines. Y = Allow the user to enter ship and bill lines. N = Do not allow the user to enter ship and bill lines. B/O Allow Backorder Lines. This activates the FK4 sales order allocate toggle switch. Y = Allow the user to enter backorder lines. N = Do not allow the user to enter backorder lines. S = Only to backorder. NSTK Allow user to create non-stock items in SOE. Y = Allow the user to enter non-stock items. N = Do not allow the user to enter non-stock items. FREE All No-Charge (Free) Item Lines. Y = Allow the user to enter free item lines. N = Do not allow the user to enter free item lines. REL-MNT Allow key personnel to modify the release number of an item. This will give the user access to the buckets in the sales order detail lines. 38 Control Files User's Guide Sales Order Entry 9.0

47 Y = Allow the user to modify the release number. N = Do not allow the user to modify the release number. PTAX Option that determines whether the user will be prompted to enter (verify) the correct tax code used for this order. N = No prompt for tax code entry. Y = New screen will prompt user for a tax code. Screen will display current tax code and allow user to modify code and search for valid tax codes. GIV Given by or Special Order Data screen in Sales Order Entry. Y = User will have the ability to enter information such as who gave the order, their telephone number, and release number. N = User will not have access to the Given By screen. A = Given By is prompted and system automatically will call up the FNDINF program S = Given By not prompted, but the system automatically will call up the FNDINF program. SHP Determines whether or not the Ship-to screen will be displayed automatically in Order Entry. Y = Bring up the screen automatically and fill in default information (Default) N = Do not bring up the screen automatically (access still allowed via the Order Header). F = Bring up the screen, but do not fill in the default information DISC-% Discount Percent display field in SOE. Allows Base Price and Percent fields to display in detailed SOE screen. Y = Display Base Price and additional % if calculated price is less than or equal to Base Price. This option also allows this field to be overridden. N = Do not display Base Price or %. D = Display Base Price and % if calculated price is less than or equal to Base Price. No override allowed. DEP Minimum Deposit Override in Cash Sale entry. Allows user to override minimum deposit amount in warehouse record. Y = Allow minimum deposit override N = Do not allow override User's Guide Sales Order Entry 9.0 Control Files 39

48 CHO Cash Sale Profit Exception override option. Determines whether or not user can accept a held cash sale profit exception order. Y = User can accept a held cash sale profit exception order N = user can not accept a held cash sale profit exception order Line 05 (MBS161) DRAWR Cash Drawer name used in conjunction with the Showroom Subsystem. Must be set up in MBS344. Indicates Cash Drawer assigned to this user. (4 characters) CD Determines whether user's cash drawer will open at the end of a cash sale transaction. This is used in conjunction with the OPEN-DRAWER field in MBS344 (Cash Drawer Maintenance). Y = Cash drawer will open N = Cash drawer will not open YES-TAX-NO Taxable and non-taxable tax jurisdictions for order entry and order billing. Used in conjunction with taxable switch in customer master record. If customer master switch is Y, Order Entry will use the taxable tax jurisdiction (YES), if customer master switch is set to N, Order Entry will use the non-taxable tax jurisdiction (NO). This field is up to 4 digits. OE-ALP Determines if a two-line display of the alpha search in SOE will be given for user. First line displays ADDRESS LINE 1 from the customer master record. The second display line prints the City, State, & Zip Code. Y = Display two lines N = Do not display two lines LL Prompt for House Location Labels in SOE. Used in conjunction with Laser Printing. When printing item labels, you can enter multiple locations for each item. Maximum number of labels for each item line is 99. Y = Yes, prompt user to enter house location for labels (for order and/or items) during SOE. N = Don't prompt user to enter house location for labels during SOE. Line 06 (MBS161) PWD This determines whether a password is required to process new orders. This feature is generally used for common area terminals. Y = Requires User ID and Password for every new order N = Does not require User ID and Password MU% Allows access to Markup % field in OE. 40 Control Files User's Guide Sales Order Entry 9.0

49 N = User not allowed to change/use markup % in SOE. Y = User is allowed to change/use markup %. D = Display only, no changes allowed. COMM Customer comments order entry breakthrough option. Determines whether customer comments set up in MBS354 will breakthrough in order entry. Y = Customer comments will breakthrough in order entry. N = Customer comments won't breakthrough in order entry. Line 07 (MBS161) ADD-CUST Determines whether user will have the option to add and/or modify a customer/ship-to via SOE. Y = Allow user to Add or Modify customers while in Sales Order Entry N = User is not allowed to Add customers during Sales Order Entry. (Default) A = Allow user to only Add customers while in Sales Order Entry. CUST-PRC Determines whether the user will have the ability to override prices. Y = Allow price override N = Do not allow price overrides SOE-SCROLL This switch determines how the display will look once you have a full screen. Y = Scroll up when screen is full N = Blank the screen when full WHSE-GROUP You can restrict a user access to only Customers, Sales Order Entry, Billing, and all related inquiries for a specific group of warehouse(s). User will be able to use programs, however information displayed will only pertain to the warehouse(s) designated. Enter Warehouse group user is allowed to use during SOE. NOTE: Group must be set up in MBS368 - Group List Maintenance. DD-PROMPT Due date prompt. Y = Prompt for due date in detail of each item N = Do not prompt for due date CONT-PRC Determines whether the price can be overridden if the pricing came from a contract. User's Guide Sales Order Entry 9.0 Control Files 41

50 Y = Allow modification of price if the pricing came from a contract N = Do not allow price override PT-SEQ This option allows the pick ticket sequence number to be displayed. Y = Display sequence number N = Do not display sequence number O = Display sequence number, and entry is not required MAINT-SEQ This switch determines whether or not the pick ticket sequence number is required for maintenance of the pick ticket. Y = Require sequence number N = Do not require sequence number for maintenance O = Do not require sequence number, but the sequence number will show in inquiry Line 08 (MBS161) QTY-MAINT Determines if the user can modify the order quantity. Y = User can change order quantity in maintenance N = User cannot change order quantity RET-OVER Determines whether the user must enter the required information for returns. Y = Allow bypass of required return information N = Don't allow bypass M-REEL Allows the user to manually select a reel in order entry. Y = Allow user to manually select reel N = Do not allow manual selection of reels SHIP-PROMPT Allows the user to search by ship-to information in the Save Invoice Inquiry. Y = Prompt for ship-to N = Assume Customer Master information F-TAX Determines if the tax code in sales order entry is to be defaulted by the system or entered manually. Y = System enters tax code into sales order entry. N = Do not fill tax code into sales order entry. User must enter the code manually. 42 Control Files User's Guide Sales Order Entry 9.0

51 ARCHIVE Determines if a user has access to the Archived Invoices from the Saved Invoice File when the Saved Invoice file is called from Sales Order Entry. Y = Allow access to the archived invoices from sales order entry N = Do not allow access SI-COST Determines when to show cost (user's warehouse only or always show cost), if ever, in the Saved Invoice Inquiry (MBS023). Y = Show costs in the Save Invoice Inquiry W = Show costs for user's warehouse only in the Save Invoice Inquiry N = Do not show costs in the Save Invoice Inquiry FK1 PAGE (MBS161) Press FK1 to get to the next screen. Line 01 (MBS161 FK1) STANDARD Standard Orders. IMED Determines if user is authorized to process immediate prints on orders. Y = Allow user to perform immediate prints. N = Do not allow entry of immediate prints. ALLOW User allowed to enter orders. Y = Allow entry N = Do not allow entry B = Allow debit and credit entry on Standard and Cash Sale order types. Must use a "B" in order to do RGA and Cash Sale Credits. MAINT User access to modify and/or delete orders. Y = Modify. N = Do not Modify or Delete. D = Modify and Delete. W = Allow maintenance, but only allow deletion for the user's default warehouse A/R Display customer's available Credit Limit in dollars at order entry time. Y = display customer's credit limit. N = Do not display customer's credit limit User's Guide Sales Order Entry 9.0 Control Files 43

52 I-COM Display stored Item Comments from the order entry message table. Y = display stored Item Comments N = Do not display stored Item Comments C-COM Display order entry messages stored in the Customer Master record. Y = Display order entry messages N = Do not display order entry messages SHP-IN User option that determines whether shipping instructions are required for all orders or just orders which contain backorders. A = Require shipping instructions on all orders of this type. B = Require shipping instructions only on orders of this type that contain backorders. N = Do not require shipping instructions on this type of order. PROMO Display Promotional Items once order is done. Y = Display promotional items N = Do not display promotional items PRC Allow user to override price. Y = Allow users to override prices N = Do not allow price overrides GM% Allow user to adjust the GM% of a specific item. Y = Allow GM% override N = Do not show GM%, and don't allow override S = Show GM%, but do not allow override CST Display the cost of item and allow user to override this cost during order entry. Y = Display cost, and allow override N = Do not display cost, and don't allow override S = Display cost, but only allow cost changes on T, or P items, and Lot Cost or Lot Price on items. QUEUE-NAME Immediate Print Queue name for orders. Overrides Warehouse Parameter. 44 Control Files User's Guide Sales Order Entry 9.0

53 Line 02 (MBS161 FK1) DIRECT Direct orders. IMED Determines if user is authorized to process immediate prints on orders. Y = Allow user to perform immediate prints. N = Do not allow entry of immediate prints. ALLOW User allowed to enter orders. Y = Allow entry N = Do not allow entry B = Allow debit and credit entry on Standard and Cash Sale order types. Must use a "B" in order to do RGA and Cash Sale Credits. MAINT User access to modify and/or delete orders. Y = Modify. N = Do not Modify or Delete. D = Modify and Delete. W = Allow maintenance, but only allow deletion for the user's default warehouse A/R Display customer's available Credit Limit in dollars at order entry time. Y = Display customer's credit limit. N = Do not display customer's credit limit I-COM Display stored Item Comments from the order entry message table. Y = Display stored Item Comments N = Do not display stored Item Comments C-COM Display order entry messages stored in the Customer Master record. Y = Display order entry messages N = Do not display order entry messages SHP-IN User option that determines whether shipping instructions are required for all orders or just orders which contain backorders. A = Require shipping instructions on all orders of this type. B = Require shipping instructions only on orders of this type that contain backorders. N = Do not require shipping instructions on this type of order. User's Guide Sales Order Entry 9.0 Control Files 45

54 PROMO Display Promotional Items once order is done. Y = Display promotional items N = Do not display promotional items PRC Allow user to override price. Y = Allow users to override prices N = Do not allow price overrides GM% Allow user to adjust the GM% of a specific item. Y = Allow GM% override N = Do not show GM%, and don't allow override S = Show GM%, but do not allow override CST Display the cost of item and allow user to override this cost during order entry. Y = Display cost, and allow override N = Do not display cost, and don't allow override S = Display cost, but only allow cost changes on T, or P items, and Lot Cost or Lot Price on items. QUEUE-NAME Immediate Print Queue name for orders. Overrides Warehouse Parameter. Line 03 (MBS161 FK1) PACK&HOLD Pack and hold orders. NOTE: Since Cash Sale Pack & Holds are a hybrid of two different types; both the PACK AND HOLD and CASH rows have some control over access to cash sale pack and holds. IMED Determines if user is authorized to process immediate prints on orders. Y = Allow user to perform immediate prints. N = Do not allow entry of immediate prints. ALLOW User allowed to enter orders. Y = Allow entry of regular pack & holds N = Do not allow entry of regular pack & holds B = Allow both regular pack & holds and cash sale pack & holds 46 Control Files User's Guide Sales Order Entry 9.0

55 MAINT User access to modify and/or delete orders. Y = Modify. Allows you to modify regular and cash sale pack & holds N = Do not Modify or Delete regular and cash sale pack & holds D = Modify and Delete regular pack & hold orders only W = Allow maintenance, but only allow deletion for the user's default warehouse for regular pack & hold orders only A/R Display customer's available Credit Limit in dollars at order entry time. Y = Display customer's credit limit. N = Do not display customer's credit limit I-COM Display stored Item Comments from the order entry message table. Y = Display stored Item Comments N = Do not display stored Item Comments C-COM Display order entry messages stored in the Customer Master record. Y = Display order entry messages N = Do not display order entry messages SHP-IN User option that determines whether shipping instructions are required for all orders or just orders which contain backorders. A = Require shipping instructions on all orders of this type. B = Require shipping instructions only on orders of this type that contain backorders. N = Do not require shipping instructions on this type of order. PROMO Display Promotional Items once order is done. Y = Display promotional items N = Do not display promotional items PRC Allow user to override price. Y = Allow users to override prices N = Do not allow price overrides GM% Allow user to adjust the GM% of a specific item. Y = Allow GM% override User's Guide Sales Order Entry 9.0 Control Files 47

56 N = Do not show GM%, and don't allow override S = Show GM%, but do not allow override CST Display the cost of item and allow user to override this cost during order entry. Y = Display cost, and allow override N = Do not display cost, and don't allow override S = Display cost, but only allow cost changes on T, or P items, and Lot Cost or Lot Price on items. QUEUE-NAME Immediate Print Queue name for orders. Overrides Warehouse Parameter. Line 04 (MBS161 FK1) CASH SALES Cash sales orders. NOTE: Since Cash Sale Pack & Holds are a hybrid of two different types; both the PACK AND HOLD and CASH rows have some control over access to cash sale pack and holds. IMED Determines if user is authorized to process immediate prints on orders. Y = Allow user to perform immediate prints. N = Do not allow entry of immediate prints. I = User is only allowed to do immediate prints of CASH SALES on initial entry. Reprints of CASH SALES through SOE Maintenance are not allowed. ALLOW User allowed to enter orders. Y = Allow entry N = Do not allow entry B = Allow debit and credit entry on Standard and Cash Sale order types. Must use a "B" in order to do RGA and Cash Sale Credits. MAINT User access to modify and/or delete orders. Y = Modify. N = Do not Modify or Delete. D = Modify and Delete including cash sale pack & holds W = Allow maintenance but only allow deletion for the user's default warehouse including cash sale pack & holds A/R Display customer's available Credit Limit in dollars at order entry time. 48 Control Files User's Guide Sales Order Entry 9.0

57 Y = display customer's credit limit. N = Do not display customer's credit limit I-COM Display stored Item Comments from the order entry message table. Y = Display stored Item Comments N = Do not display stored Item Comments C-COM Display order entry messages stored in the Customer Master record. Y = Display order entry messages N = Do not display order entry messages SHP-IN User option that determines whether shipping instructions are required for all orders or just orders which contain backorders. A = Require shipping instructions on all orders of this type. B = Require shipping instructions only on orders of this type that contain backorders. N = Do not require shipping instructions on this type of order. PROMO Display Promotional Items once order is done. Y = Display promotional items N = Do not display promotional items PRC Allow user to override price. Y = Allow users to override prices N = Do not allow price overrides GM% Allow user to adjust the GM% of a specific item. Y = Allow GM% override N = Do not show GM%, and don't allow override S = Show GM%, but do not allow override CST Display the cost of item and allow user to override this cost during order entry. Y = Display cost, and allow override N = Do not display cost, and don't allow override S = Display cost, but only allow cost changes on T, or P items, and Lot Cost or Lot Price on items. User's Guide Sales Order Entry 9.0 Control Files 49

58 QUEUE-NAME Immediate Print Queue name for orders. Overrides Warehouse Parameter. Line 05 (MBS161 FK1) INTERNAL Interbranch transfers (IBT's). IMED Determines if user is authorized to process immediate prints on orders. Y = Allow user to perform immediate prints. N = Do not allow entry of immediate prints. ALLOW User allowed to enter orders. Y = Allow entry N = Do not allow entry MAINT User's access to modify and/or delete orders. Y = Modify. N = Do not Modify or Delete. D = Modify and Delete. W = Allow maintenance, but only allow deletion for the user's default warehouse A/R Display customer's available Credit Limit in dollars at order entry time. Y = display customer's credit limit. N = Do not display customer's credit limit I-COM Display stored Item Comments from the order entry message table. Y = Display stored Item Comments N = Do not display stored Item Comments C-COM Display order entry messages stored in the Customer Master record. Y = Display order entry messages N = Do not display order entry messages SHP-IN User option that determines whether shipping instructions are required for all orders or just orders which contain backorders. A = Require shipping instructions on all orders of this type. B = Require shipping instructions only on orders of this type that contain backorders. 50 Control Files User's Guide Sales Order Entry 9.0

59 N = Do not require shipping instructions on this type of order. PROMO Display Promotional Items once order is done. Y = Display promotional items N = Do not display promotional items PRC Allow user to override price. Y = Allow users to override prices N = Do not allow price overrides GM% Allow user to adjust the GM% of a specific item. Y = Allow GM% override N = Do not show GM%, and don't allow override S = Show GM%, but do not allow override CST Display the cost of item and allow user to override this cost during order entry. Y = Display cost, and allow override N = Do not display cost, and don't allow override S = Display cost, but only allow cost changes on T, or P items, and Lot Cost or Lot Price on items. QUEUE-NAME Immediate Print Queue name for orders. Overrides Warehouse Parameter. Next Number Maintenance (MBS109) 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. 3. From the System Parameter Maintenance Menu, press 12 NEXT INVOICE NUMBER. 4. This will bring you to the next screen. Press FK3 to view your options. A = ADD. This will allow you to add a new sequence of numbers. M = MODIFY. This will allow you to modify an existing sequence of numbers. D = DELETE. This will allow you to delete an existing sequence of numbers. User's Guide Sales Order Entry 9.0 Control Files 51

60 I = INQUIRY. This will allow you to view a sequence of numbers record without modifying or deleting it. 5. Press A to add a new sequence of numbers. 6. Enter the new Sequence Number (SEQ). 7. Enter the default sequence code that you wish to model this new one after. If there is not a default that you want to use, press ENTER. 8. Enter the Starting Number (START). 9. Enter the Ending Number (END). 10. Enter the Next Number (NEXT). 11. Enter the sequence that you want the numbers to increment by (STEP). 12. Repeat steps 8 through 11 for line There are several functions available at this time. FK8 TO CANCEL - Exits out without saving. A = ADD - Adds the new sequence numbers. L TO CHANGE LINE - Allows you to enter a line number to correct any information. 14. Once the information is correct, press A to add the new sequence numbers. Print Queue Maintenance (MBS126) This program is used to enter and maintain the printer print queues and print queues used by the system. Each printer on the system will normally be associated with a particular print queue whenever the printer is in operation. You may have more print queues than the total number of your physical printers and more than one print queue may be started at the same time. NOTE: Printer must be set up in MBS850 prior to entering in this program. Setting Up Print Queue Maintenance (MBS126) You may also set up queues for individual people or aliases for a group of people to the reports that you run. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. 3. From the System Parameter Maintenance Menu, press 11 PRINT QUEUE. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK3 GETPREV Go to previous record 52 Control Files User's Guide Sales Order Entry 9.0

61 FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for print queues FK6 ADD This allows you to add a print queue FK7 MODIFY This allows you to modify existing print queue FK8 DELETE Allows an existing print queue to be deleted FK9 INQUIRY Allows you to look at the print queue record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in the Print Queue and press ENTER. (4 characters) NOTE: If you are entering a print queue for ing, the print queue name must begin with "Z". 7. If there is a default print queue that you want to model this new print queue after, enter the default print queue, otherwise press ENTER. 8. The Print Queue Maintenance screen will appear. Print Queue Maintenance Screen 9. Fill in the appropriate fields of this record. NOTE: If you are setting up an print queue, you only need to fill in Line: 01, Field: DESCRIPTION. Enter the address in the Description field. 10. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add this Print Queue FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. User's Guide Sales Order Entry 9.0 Control Files 53

62 Line 01 (MBS126) FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches you to on-line help in Array 11. Press FK3 ADD once you are finished. The data elements contained in the Print Queue Maintenance and an explanation of each is as follows: DESCRIPTION Description of the printer, or if this is an print queue, the address of the person or the alias name of the group. NOTE: If you are going to use an alias (such as sales), then the alias file must exist in your UNIX box. SYSTEM-NAME Unix name of the printer. PRT-GRP (3 A/N) User Print Group this queue is assigned to. Allows limiting of print queues displayed when running reports for users. System only displays print queues in users group. Print group must be setup in users signon (MBS123), field PGP in header. PT-COUNT Pick Ticket Counter. Every time a pick ticket is printed to this queue, this field will increment by one. This is a good tool for controlling lost tickets. The field should be zeroed each night by running MBS418-Reset Pick Ticket Counter in your End of Day Jobstream. LASER Laser Printing Option. Determines whether or not the printer assigned to this queue is a laser printer. If this is a laser printer, you MUST set this switch to a Y or else it will not print laser. Y = Yes, the printer assigned to this queue is a laser printer. N = No, the printer assigned to this queue is not a laser printer. COPIES The number of copies the printer will print. Line 02 (MBS126) NT PRINTER PROPERTIES PRINTER SERVER For future use. LOGICAL PRINTER For future use. PTK-SEQ Print ticket sequence. Determines which sequence print tickets will print. 0 = Use standard format 1 = Use bin location 54 Control Files User's Guide Sales Order Entry 9.0

63 2 = Use as entered sequence BARCODE Determines if this printer is capable of barcode printing. This field is only used by certain custom changes to client print-forms programs (like Pick Tickets and Invoices). This field is not a switch that "turn-on" any capability. It is simply reference switch for use in other programs. Use of this field requires a custom change. Y = Barcode printer N = Not a barcode printer TYPE Printer type. Used in conjunction with the BARCODE field. This field is only used by certain custom changes to client print-forms programs (like Pick Tickets and Invoices). This field is not a switch that "turn-on" any capability. It is simply reference switch for use in other programs. Use of this field requires a custom change. Space or 0 = Normal printer A - Z = Type of barcode printer. Modifying the Warehouse Parameter Warehouse Parameter Maintenance (MBS160) This program is used to enter and maintain system parameters for each warehouse that exists. Information contained in this parameter will determine how the system will react, particularly in order entry and printing in general. Other parameters in the system will default to the warehouse parameter for information if the data required is not present. Therefore it is very important that the proper default information is set up in this parameter. Only the fields that are relevant to Sales Order Entry will be discussed. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. 3. From the System Parameter Maintenance Menu, press 10 WAREHOUSE PARAMETER. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN - Return to the previous screen FK3 GETPREV - Go to previous record FK4 GETNEXT - Go to next record FK5 ALPHA - Allows you to do a search for Warehouse FK6 ADD - This allows you to add a Warehouse User's Guide Sales Order Entry 9.0 Control Files 55

64 FK7 MODIFY - This allows you to modify existing Warehouse Parameters FK8 DELETE - Allows an existing Warehouse to be deleted FK9 INQUIRY - Allows you to look at the Warehouse Parameter record without changing it. FK12 HELP - Switches you to on-line help in Array 5. Press FK7 MODIFY. 6. Type in the Warehouse Number and press ENTER. 7. The Warehouse Parameter Maintenance screen will appear. Warehouse Parameter Maintenance Screen 8. Fill in the appropriate fields of this record. 9. Once you have entered all the information, you have several function keys to choose from. FK1 PRT/NOW - This will bring you to the Print Now Parameter Screen. Press FK2 Return to return to the main screen. FK3 MODIFY - Modify this Warehouse FK5 PRT/QUE - This will bring you to the print queue parameter screen. Press FK2 Return to return to the main screen. FK6 LINE - If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL - You may cancel this entry without saving it FK12 HELP - Switches you to on-line help in Array Press FK3 MODIFY once you are finished. The data elements contained in the Warehouse Parameter Maintenance and an explanation of each is as follows: 56 Control Files User's Guide Sales Order Entry 9.0

65 Line 01 - Line 05 (MBS160) NOTE: Fields ASSIGN, SEQUENCE, & SERIES apply to Lines ASSIGN Determines if Order/Invoice Number will be system or user-assigned. 0 = System assigns both numbers. 1 = User assigns Order number, system assigns Invoice number. 2 = User assigns Invoice number, system assigns Order number. 3 = User assigns both numbers. SEQUENCE Determines if the company or the warehouse determines the number sequence. 00 = Number sequence is Company Level = Number sequence by Warehouse. SERIES Determines which series in the Next Invoice Number record (MBS109) to use to extract the Order or Invoice number. The value must be 1, 2, 3, or 4. Each series corresponds to the line numbers in MBS109. Line 07 (MBS160) PROFIT (XXX.XX) If Profit for Direct orders is less than this % then hold the order (3% =3.0) NOTE: Pick Ticket is printed. EXCESS (XXX.XX) If Profit for Direct orders is greater than this % then hold the order. (85% = 85.0) NOTE: Pick Ticket is printed. Line 08 (MBS160) HOUSE SLMN Salesman Number to use as a default for Ship & Bill Lines when SB-SLM option in MBS132 = 1. CREDIT HOLD Determines when a customer goes on credit hold. 0 = Do Not check Credit Report. 1 = If Customer's Credit Limit <the Total Balance, then hold the order. Print ticket for approval. 2 = If Customer's Credit Limit < the Total Balance, then hold the order. Don't print pick ticket. TOTAL BALANCE = A/R + OPEN ORDERS. 3 = If Customer's Credit Limit <the Total Balance, then hold the order. Print a 2nd copy of Pick Ticket to the normal warehouse. User's Guide Sales Order Entry 9.0 Control Files 57

66 INV SEQ Sequence of invoices. 0 = Sequenced as entered. 1 = Sequenced by Bin Location. Line 09 (MBS160) OPT-B/O-SEQ B/O OPT Generation of backorder pick tickets. 0 = Pick Ticket generated at Order Entry. 1 = Pick Ticket generated when material is received and MBS206 is run. (Auto B/O Tickets from Receipts). 2 = Pick Ticket generated when material is received and MBS089 is run. (On-demand Release of B/O Tickets). B/O SEQ Backorder sequence. 0 = Sequence as entered. 1 = Sequence by Bin Location. OPT-ALLOC-SEQ ALLOC-OPT Allocate on Order or Available Quantity. 0 = Allocate on Order Quantity. 1 = Allocate Available Stock. (Should have good inventory control when choosing this option). 2 = Allocate on Order Quantity, including "T" items. ALLOC-SEQ Sequence of Items on Pick Ticket. 0 = Sequence as entered. 1 = Sequence by Bin Location/Item Number. QUOTE Sequence of Items on Quotes. 0 = Sequence as entered. 1 = Sequence by Bin Location/Item Number. AIM Array Information Management System Option. Determines whether this warehouses data will be included in the AIM system. Y = Include this warehouses data in the Array Information Management processing. N = Exclude this warehouses data in the Array Information Management processing. 58 Control Files User's Guide Sales Order Entry 9.0

67 LOCK Makes sure only one user has access to the Back Order file while the automatic or manual release of Back Orders is processing. Y = Only one user has access to the backorder file while releasing backorders. N = More than one person has access. (Default) IBT-LN Maximum number of lines allowed on a combined Internal Order. Maximum allowable lines = 200. Used in conjunction with IBT-OPTION in MBS132. SUP-WH Default Supplying Warehouse. Indicates the Supplying Warehouse Number the system will use when new warehouse records are created. TSD Pricing Service Database Item Type. If using Pricing Service Database to create new items in your file, this option will identify what item type to use. T = Create items as "T"emporary items. P = Create items as "P"ricing or Permanent items. S = Create items as "S"tock items. CSH-P Cash Sales Print option determines whether or not the Cash Sale Invoice is printed. Y = Print Cash Sale Invoice. N = Don't Print Cash Sale Invoice. (Default) I = Print immediately TPW The Paperless Warehouse (TPW) Switch. TPW is a separate subsystem, which is a warehouse management system that uses bar code technology in a real time, radio frequency environment. Must be purchased separately. Y = Using all of The Paperless Whse functions. N = Not using The Paperless Warehouse. P = Partially using The Paperless Whse. (No automatic functions, but optionally in SOE). SHP-TBL Ship via Table Option. Determines whether or not specified warehouse is using Ship via Table in SOE. MBS507 (Shipping Table Maintenance) must be set up. Y = Using Ship via Table in this warehouse. N = Not using Ship via Table in this warehouse. User's Guide Sales Order Entry 9.0 Control Files 59

68 Line 10 (MBS160) Future Order Parameters. AVAIL Available calculation. Determines how available is calculated. 0 = OHB - all allocations - all backorders. 1 = OHB - all allocations. TYPE Determines which types of orders can be future orders. 0 = Warehouse and pack & hold orders are valid future order types. 1 = Warehouse orders only. DAYS Future Due Days. If the order due date is greater than the order date plus the number of days entered in this field, the system will treat the order as a future order. Does not include direct shipments. MULT (9.99) Lead-time multiplier for future orders. Determines when a future item becomes part of the purchasing cycle. The material will be 100% backordered when the Due-Date is within Lead-Time multiplier times either STK-DD or T&P-DD. STK-DD Stock Item Minimum Lead-time. Number of days the user considers to be minimum lead-time for Stock items to determine when a future order will be backordered. Used in conjunction with the MULT field. T&P-DD Temporary (T) or Pricing (P) Item Minimum Lead-time. Number of days the user considers to be minimum lead-time for "T"&"P" items to determine when a future order will be backordered. Used in conjunction with the MULT field. ALLPT Allocation Point. Number of days from which the future order is allocated and becomes a regular order. NOTE: BOTH the ALLPT value and the STK-DD or T&P-DD values (depending on item type) MUST be true in order for an item to activate. If ALLPT is set ABOVE the STK-DD or T&P-DD values, then when an item falls at or below the STK-DD or T&P-DD value it will activate. If the ALLPT is set BELOW the STK-DD or T&P-DD value, then when an item falls at or below the ALLPT value it will activate. You can use these values to set the system up so that only items x number of days or below will activate. This will be the highest of the numbers. Then any items within the range of the first value will be checked against the 2 nd value to determine if they should allocate/backorder. Think of it as a maximum point and within that maximum point, a floating point based upon lead times. PRTPT This is the number of days before due date that the order will print out. Once at the print point, the order is no longer considered a future order. When this occurs, the header future flag in SOE is changed to a C for complete, and the 60 Control Files User's Guide Sales Order Entry 9.0

69 detail lines are changed from their respective values to N. This works with both regular and pack and hold orders as of later versions of 6.OB. Previously did not work with future pack and holds, requiring users to manually print Pack and Holds based on status of order from MBS238 report. MBS356 makes this determination. Line 11 (MBS160) SIGN Determines if a signature is required. Y = Signature is prompted for in Sales Order Entry. N = Signature is not prompted for in Sales Order Entry. A = Signature is prompted and system automatically will call up the FNDINF program. S = Signature not prompted, but the system automatically will call up the FNDINF program. MIN-AMU-PCT The minimum average monthly usage percentage. This permits the user to limit the available inventory that can be requisitioned via IBT's. This will not allow IBT's over the percentage of the average monthly usage entered to the supplying warehouse. NOTE: When entering IBT orders through SOE manually, the minimum AMU% and rounding option is ignored when the system calculates available stock, and all available stock is allocated to satisfy the IBT order. ORD-ACK Determines if the order acknowledgement function keys are displayed. Y = Display order acknowledgement function keys. N = Do not display. Line 12 (MBS160) P&H-NOT Printing of pack & hold change notices. Y = Allow printing of pack and hold change notices N = Do not allow printing of pack and hold change notices Q-DD Allows the quote to retain the original due date or revert to the current date as the due date when the quote is transferred to an order. 0 = Use Current Date as Due Date and Transfer 1 = Use Original Date as Due Date and Transfer P&H Printing of pack and holds. If you change the switch here in MBS160, the P&H CNSL in the Sales Order Header must be manually switched for any existing pack & hold orders if you wish them to reflect the change. User's Guide Sales Order Entry 9.0 Control Files 61

70 N = Print staging pack and hold tickets (initially and as a result of backorder releasing. User must manually print the consolidated ticket for shipping/billing. Y = Same as N above however the system will automatically print a consolidated release pick ticket in addition to a staging ticket when the last backorder has been allocated with MBS206/089 and printed with MBS008. S = Will only print the consolidated (final) ticket with all items on it when the last backorder has been allocated with MBS206/089 and printed with MBS008. M = Same as S above however it will ALSO print SPECIFIC RELEASE TICKETS for picking/shipping when the total of allocation dollars meet or exceed the 3 digit dollar value contained in the MIN field. MIN MIN is only used with option M type pack and holds. It is the minimum dollar value at which you would like a pick ticket to print out for picking/shipping as per the description above. CP&H Determines the default type of cash sale pack and hold that will be created when a user enters an order. This value is placed in the P&H CNSL field in the order s header, and can be changed in the header of the sales order at any time during processing. N Print staging pack and hold tickets (initially and as a result of backorder releasing. User must manually print the consolidated ticket for shipping/billing. Y Same as N above however the system will automatically print a consolidated release pick ticket in addition to a staging ticket when the last backorder has been allocated with MBS206/089 and printed with MBS008. S Will only print the consolidated (final) ticket with all items on it when the last backorder has been allocated with MBS206/089 and printed with MBS008. TIME-DEF This is the value to add to current time in hours for due time tracking. 00 to 24 hours are valid. FK1 PRT/NOW (MBS160) These fields allow you the ability to set up self-defined function keys to be used in conjunction with Print Now queues for orders, invoices, and quotes. Line 01 (MBS160 FK1) USE ORDER PRINT FUNCTION KEYS Print Now Function Key option. Used to define your own Function Keys to designate queues for Print Now ORDERS. Y = Use user defined function keys for Print Now queues. N = Do not use user defined function keys for Print Now queues. 62 Control Files User's Guide Sales Order Entry 9.0

71 Line (MBS160 FK1) All use the FK-Name and Queue Name fields. This determines which printer and function key designation is to be used for Print Now ORDERS. FK-NAME Description that appears for Function Key. QUEUE NAME Printer queue orders will be directed to. Line 12 (MBS160 FK1) USE INVOICE FUNCTION KEYS Print Now Function Key option. Used to define your own Function Keys to designate queues for Print Now INVOICES. This can also be used when printing invoices from the save invoice file. Y = Use user defined function keys for Print Now queues. N = Do not use user defined function keys for Print Now queues. Line (MBS160 FK1) All use the FK-Name and Queue Name fields. This determines which printer and function key designation is to be used for Print Now invoices. This can also be used when printing invoices from the save invoice file. FK-NAME Description that appears for Function Key. QUEUE NAME Printer queue invoices will be directed to. Line 16 (MBS160 FK1) USE QUOTE PRINT FUNCTION KEYS Print Now Function Key option. Used to define your own Function Keys to designate queues for Print Now QUOTES. Y = Use user defined function keys for Print Now queues. N = Do not use user defined function keys for Print Now queues. Line (MBS160 FK1) All use the FK-Name and Queue Name fields. This determines which printer and function key designation is to be used for Print Now quotes. FK-NAME Description that appears for Function Key. QUEUE NAME Printer queue quotes will be directed to. FK5 PRT/QUE (MBS160) Lines determine the Print Queue Location for Pick Tickets, Invoices, Purchase Orders, Quotations, Reports, Fax-Link information, and Cut Wire Notice. If the Field is left blank, the system defaults to the LPT. FIELD (10 Char. Max.) Print Queue previously set up in (MBS126). (EX: 01p1, 01P2, 02P1, etc). User's Guide Sales Order Entry 9.0 Control Files 63

72 Quality Sub-System Code Maintenance (MBS372) This program allows you to set-up sub-system used in the Quality System. If you are not using the Quality System, you do not need to set up this program. This is a Gold Service feature. 1. From the Array Master menu, select 10 SUPPORT FACILITY SYSTEM MANAGER. 2. From the Support Facility System Manager Menu, select 0l NAME FILE MAINTENANCE. 3. From the Name File Maintenance Menu, select 29 QUALITY SUB- SYSTEM CODE MAINTENANCE. 4. The next screen will appear and there are several function keys available at this time. FK2 EOJ - Cancel out of the program and returns you to the menu FK4 GETNEXT - Allows you to see the next sub-system code FK5 ALPHA - Allows you to do an alpha search FK6 ADD - Allows you to add a sub-system code FK7 MODIFY - Allows you to make changes to an existing subsystem code FK8 DELETE - Allows you to delete an existing sub-system code FK9 INQUIRY - Allows you to view a sub-system code without changing it FK12 HELP - Transfer you to the Array online help. 5. If the Sales Order Sub-System Code is not already set up, press FK6 ADD. 6. Enter the Sub-System Code. For Sales Order, it is SO. 7. Enter the Description of the sub-system code. 8. There are several function keys available. FK3 ADD - Allows you to add the sub-system code that was just entered FK6 LINE - Allows you to enter an line number so that you can change any of the information added FK8 CANCEL - Allows you to cancel out of this screen without saving any information. FK12 HELP - Transfers you to the Array on-line help. 9. Press FK3 ADD to save the record. 64 Control Files User's Guide Sales Order Entry 9.0

73 Adding Quality Event Code Numbers Quality Event Code File Maintenance (MBS370) This program allows the user to set-up and assign code numbers for a series of events for each order from initial customer contact to final payment and invoice completion. This will allow for accurate tracking of the progress of each customer's order. The overall goal is to help improve customer service. Make sure the Quality Event Codes for Sales Order Entry are set up. If you are not using the Quality System, you do not need to set up this program. This is a Gold Service feature. 1. From the Array Master menu, select 10 SUPPORT FACILITY SYSTEM MANAGER. 2. From the Support Facility System Manager Menu, select 0l NAME FILE MAINTENANCE. 3. From the Name File Maintenance Menu, select 27 QUALITY EVENT CODE MAINTENANCE. 4. The next screen will appear and there are several function keys available at this time. FK2 EOJ - Cancel out of the program and returns you to the menu FK4 GETNEXT - Allows you to see the next event code FK5 ALPHA - Allows you to do an alpha search FK6 ADD - Allows you to add a new event code FK7 MODIFY - Allows you to make changes to an event code record FK8 DELETE - Allows you to delete an existing event code FK9 INQUIRY - Allows you to view a event code without changing it FK12 HELP - Transfer you to the Array online help. 5. Press FK6 ADD. 6. Enter the Sub-System Code. For Sales Order, this is SO. 7. Enter the Event Code you want to add. In order to use the Quality System tracking, make sure the Sales Order Entry Quality Event Codes are in the system, so that the events can be captured. See the Sales Order Entry Quality Events that need to be entered. 8. Enter the default sub-system and event code that you wish to model this event code after. If there is not a default, press ENTER. 9. The Quality Event Code File Maintenance screen will appear. User's Guide Sales Order Entry 9.0 Control Files 65

74 Quality Event Code File Maintenance Screen 10. Fill in the appropriate fields of this record. NOTE: You must create the events as they appear in Sales Order Entry Quality Events. Line 01 (MBS370) 11. There are several function keys available. FK3 ADD - Allows you to add the event code that was just entered FK6 LINE - Allows you to enter an line number so that you can change any of the information added FK8 CANCEL - Allows you to cancel out of this screen without saving any information. FK12 HELP - Transfer you to the Array online help. 12. Press FK3 ADD to save the record. The data elements contained in the Quality Event Code File Maintenance and an explanation of each is as follows: EVENT-DESCRIPTION The description of the event. SUB-SYS The Quality Sub-System that this event is attached to. DESCRIPTION The description of the Quality Sub-System. 66 Control Files User's Guide Sales Order Entry 9.0

75 Line 02 (MBS370) NOTE: This line will only show up for quality events equal to or greater than TASK-PRIORITY The priority of the event when it occurs. This field is user defined. 1 is the highest and 99 the lowest. Sales Order Entry Quality Events (MBS370) EVENT CODE DESCRIPTION PROGRAM NUMBER 9000 Quote Totaled TOT Order Transferred to Quote T0T Quote Transferred to Order TOT Quote Canceled TOT Order Started HDR Sales Order Entry Confirmation MBS Order Totaled TOT P&H Staging Ticket Printed MBS P&H Specific Ticket Printed MBS P&H Consolidated Printed MBS Order Picking Ticket Printed MBS Order Selected for NOPRINT option 9024 Maintenance Confirmation and Contact TOT002 MBS Order Maintained TOT Order Sent to The Paperless Warehouse 9028 Order TPW Packing Slip Printed 9029 Order Received Back from TPW MBS5l6 PAK??? MBS Shipping Label Printed MBS Order Invoiced MBS Post Bill with Backorders MBS Final Invoice MBS Post Bill Final Invoice MBS Post Bill Final Credit MBS Invoice Printed MBS0l Order Canceled MBS002 User's Guide Sales Order Entry 9.0 Control Files 67

76 9055 Order Reprinted MBS Payment Received MBS Invoice Backout MBS Invoice Backout to Held Invoice MBS Onto Credit Hold TOT002 MBS008 MBS089 MBS Released From Credit Hold TOT BO Picking Ticket Printed MBS BO P&H Staging Ticket Printed 9082 BO P&H Specific Ticket Printed MBS008 MBS BO P&H Consol Ticket Printed MBS EDI Shipping Notice Created EDI EDI Invoice Created EDI0l Invoice Held MBS P0 Received from TPW MBS Price Override Sales Order Entry 9120 Cost Override Sales Order Entry MBS002 MBS Price Override Invoicing MBS Cost Override Invoicing MBS Order Acknowledgement Faxed MBS013 TOT Order Acknowledgement Printed 9210 Pack & Hold Change Notification has been Printed Bar Code Events 8010 Order Picking Started 8020 Order Picking Completed 8030 Order Loaded on Truck 8040 Order Delivered 8041 Order Shipped Federal Express 8042 Order Shipped UPS 8043 Order Shipped RPS 8044 Order Shipped Motor Freight 8045 Order Shipped Other Carrier MBS013 TOT002 MBS Control Files User's Guide Sales Order Entry 9.0

77 Adding a Reason Code Quality Reason Code Maintenance (MBS371) This program allows the user to set-up descriptions and codes that determine the reason a Quality Event is entered into the system. If you are not using the Quality System, you do not need to set up this program. This is a Gold Service feature. 1. From the Array Master menu, select 10 SUPPORT FACILITY SYSTEM MANAGER. 2. From the Support Facility System Manager Menu, select 0l NAME FILE MAINTENANCE. 3. From the Name File Maintenance Menu, select 28 QUALITY REASON CODE MAINTENANCE. 4. The next screen will appear and there are several function keys available at this time. FK2 EOJ - Cancel out of the program and returns you to the menu FK4 GETNEXT - Allows you to see the next event code FK5 ALPHA - Allows you to do an alpha search FK6 ADD - Allows you to add a new reason code FK7 MODIFY - Allows you to make changes to an existing reason code FK8 DELETE - Allows you to delete an existing event reason FK9 INQUIRY - Allows you to view a reason code without changing it FK12 HELP - Transfer you to the Array online help. 5. Press FK6 ADD. 6. Enter the Reason Code Number. This number is user defined. You may use whatever number you want except for 000, which means System Generated. 7. Enter the Description of the reason code. 8. There are several function keys available. FK3 ADD - Allows you to add the reason code that was just entered FK6 LINE - Allows you to enter an line number so that you can change any of the information added FK8 CANCEL - Allows you to cancel out of this screen without saving any information. FK12 HELP - Transfer you to the Array online help. 9. Press FK3 ADD to save the record. User's Guide Sales Order Entry 9.0 Control Files 69

78 Adding Miscellaneous Charge Accounts Miscellaneous Charge Maintenance (MBS118) This program is used to enter and maintain a table of miscellaneous charge records that will be used during order entry and billing. Each time a miscellaneous charge is entered during order entry or billing it is validated against this table and if the charge does not exist in this table the user will get an error. Records created with a warehouse number of zero will be used as a default and the system will automatically generate a miscellaneous charge record for the warehouse that the order is being entered from. It is only necessary to set up one miscellaneous charge record for warehouse zero for each type of miscellaneous charge. The G/L account number can be entered for each code. The month-todate totals will be extracted when the Create Journal Entries Program (MBS155) is run and these totals will be automatically fed to the general ledger. The Today, Previous Day, and Month-to-date amounts are updated when the Daily Update Program (MBS007) is run. These records are inputted to the Daily Miscellaneous Charge Journal (MBS025). The totals are zeroed when the Month Start Program (MBS282) is run. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 01 NAME FILE MAINTENANCE. 3. From the Name File Maintenance Menu, press 03 INVOICING MISC. CHARGE. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a Charge Code FK6 ADD This allows you to add a Charge Code FK7 MODIFY This allows you to modify an existing Charge Code FK8 DELETE Allows an existing Charge Code to be deleted FK9 INQUIRY Allows you to look at the Charge Code record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Type in the Miscellaneous Charge Code (CHARGE-CD) number, press ENTER. 7. Type in the Warehouse Number (WARE), press ENTER. 8. If there is a default miscellaneous charge that you want to copy from, enter the Default Miscellaneous Charge Code (DEFAULT CHARGE- CD) and Warehouse Number (WARE). Otherwise ENTER through the DEFAULT fields. 70 Control Files User's Guide Sales Order Entry 9.0

79 9. The Miscellaneous Charge Maintenance screen will appear. Miscellaneous Charge Maintenance Screen Line 01 (MBS118) 10. Fill in the appropriate fields of this record. 11. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Accept the new Miscellaneous Code FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches to the Array online help. 12. Press FK3 ADD once you are finished. The data elements contained in the Miscellaneous Code Maintenance and an explanation of each is as follows: DESCRIPTION The description of the miscellaneous charge. SALE-G/L This is the GL account that will be updated with the amount of the miscellaneous charge. If the miscellaneous code is a payment type, this account will only be updated for the amount of the deposits taken for merchandise not shipped, and for the use of those deposits when the merchandise is finally shipped. PURCH-G/L This is the GL account that will be pulled into AP Posting from PO Reconciliation if this miscellaneous charge is on a PO Receipt. User's Guide Sales Order Entry 9.0 Control Files 71

80 Line 2 (MBS118) TYPE Type of miscellaneous charge. 0 = Dollar 1 = Percentage of the total order/invoice 2 = Freight 3 = Taxes 4 = Freight to follow. DOLLARS The default dollar amount that will be displayed each time this miscellaneous charge is entered in order entry or billing. PERCENT The percentage of the total order/invoice that is to be calculated for this miscellaneous charge if it is a type 1. TAXABLE Code to identify if this miscellaneous charge is taxable or not. T = Taxable E = Non-taxable SEC-TAXABLE Secondary Tax Code to identify if this miscellaneous charge is taxable or not. If MBS432 is not set up for Secondary Taxes, you will not be able to access this field. T = Taxable E = Non-taxable USE This field determines whether the miscellaneous code is a true miscellaneous charge, or payment type. Space = Miscellaneous charge, no cost S = Miscellaneous charge with cost, no commission M = Miscellaneous charge with cost, affecting commission C = Non-charge card payment type V = Charge card payment type EDI-CODE Miscellaneous charge code used on a customer's EDI invoice. AIM-CASH AIM Cash Calculation Indicator. Y = Add to Cash for AIM Calculation N = Don't add to Cash for AIM Calculation 72 Control Files User's Guide Sales Order Entry 9.0

81 Display Only Fields (MBS118) TDY-CHARGES The total charges posted today for this miscellaneous charge. MTD-CHARGES The total charges posted month-to-date for this miscellaneous charge. TDY-COST The total cost posted today for this miscellaneous charge. MTD-COST The total cost posted month-to-date for this miscellaneous charge. Modifying the Faxing Standards Setup Faxing Standards Setup Program (FAX100) FAX100 is a Prophet 21 Array program that allows clients to set some switches and default values. These switches and default values are used during the processing of certain Fax forms in the Array System. Prior to the 9.0 version of Array System, the FAX100 program existed but the switches and default values were not activated yet within the various Faxing programs. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 02 SYSTEM PARAMETER MAINTENANCE. 3. From the System Parameter Maintenance Menu, press 36 FAXING STANDARDS SETUP PROGRAM. 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a company number search FK6 ADD This allows you to add Faxing Standards FK7 MODIFY This allows you to modify existing Faxing Standards FK9 INQUIRY Allows you to look at the Faxing Standards record without changing it. 5. Press FK7 MODIFY. 6. Enter the Company Number (COMPANY). 7. Enter the default Company Number that you want to model this record after. If there is not a default, ENTER through the fields. 8. The Faxing Standards Setup Program screen will appear. User's Guide Sales Order Entry 9.0 Control Files 73

82 Faxing Standards Setup Program Screen 9. Once you have entered all the information, you have several function keys to choose from. FK1 DEF-MSG Allows you to enter default cover page messages for Invoices (FAX003/FAX012) and Quotes (FAX008). However, when a user faxes an invoice or quote, they are able to override the message before sending. FK3 MODIFY Accepts the modifications made to the Faxing Standards Record. FK4 HEADERS Allows you to enter messages that will appear on the top of the first page of each PO, Invoice or Quote FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches you to on-line help in Array 10. Press FK6 LINE. 11. The cursor is positioned under QUOTES. This switch will activate and de-activate the use of the Default Quote Message. Y = Use the Default Quote Message on the fax cover page for every quote faxed. This message can be overridden by the user at the time of faxing N = Do not use the Default Message 12. Choose the INVOICES setting. This switch will activate and deactivate the use of the Default Invoice Message. Y = Use the Default Invoice Message on the fax cover page for every invoice faxed. This message can be overridden by the user at the time of faxing N = Do not use the Default Message 74 Control Files User's Guide Sales Order Entry 9.0

83 13. Choose the PURCHASE ORDERS setting. These switches will determine if the DCI number and/or Vendor Part Number will be included in all of the purchase orders that are faxed. A. Print DCI Number option. This switch tells the Fax PO program to print or not print the DCI# for each item. When FAX060 is run manually, the user has a similar option. If run manually, that option is used. However, the FAX060 program can also be called directly from the PO Entry/Inquiry screen. In that case, the FAX060 program will look to FAX100 to determine whether the DCI# should print or not. NOTE: Prior to release 9.0, the FAX060 program always printed the DCI# when faxed directly from PO Entry. (This only prints if a DCI# exists). Y = Print DCI number on faxes N = Do not print DCI numbers on faxes B. Print Vendor Part Number option. This switch that tells the Fax PO program to print or not print the Vendor Part Number for each item. NOTE: Prior to release 9.0, the FAX060 program always printed the Vendor Part Number. (Of course, this only prints if a vendor part number exists). Y = Print Vendor Part Numbers on faxes N = Do not print Vendor Part Numbers on faxes 14. Press FK1 DEF-MSG to enter default cover page messages. 15. The Default Fax Messages screen will appear. Default Fax Messages Screen 16. There are two function keys available. User's Guide Sales Order Entry 9.0 Control Files 75

84 FK2 RETURN Brings you back to the previous page FK6 LINE Positions your cursor at the top of the screen to start entering your message 17. The cursor is positioned to enter the first line of text for quotes. 18. Type your message that is to appear on the Quotes cover page. You may enter up to 10 lines of 60 characters. Press ENTER at the end of each line. 19. ENTER through to Line 1 of the Invoice Message. 20. Type your message that is to appear on the Invoice cover page. You may enter up to 8 lines of 60 characters. Press ENTER at the end of each line. 21. Press FK2 to return to the main screen. 22. Press FK4 HEADERS to enter header messages for PO, Invoices and/or Quotes. 23. The Header Fax Messages screen will appear. Header Fax Messages Screen 24. There are two function keys available. FK2 RETURN Brings you back to the previous page FK6 LINE Positions your cursor at the top of the screen to start entering your message 25. The cursor is positioned to enter the first line of the message for quotes. 26. Type your message that is to appear on top of the first page of each Quote. You may enter up to 4 lines of 60 characters. This message will print at the top of the first page of each Quote that is faxed. This can be used to add a "global" message to all outgoing Faxed Quotes. This message appears on the first page of the actual Quote. It does NOT appear on the cover page of the fax. Press ENTER at the end of each line. 76 Control Files User's Guide Sales Order Entry 9.0

85 27. ENTER through to Line 1 of the Invoice Message. 28. Type your message that is to appear on top of the first page of each Invoice. You may enter up to 4 lines of 60 characters. This message will print at the top of the first page of each Invoice that is faxed. This can be used to add a "global" message to all outgoing Faxed Invoices. This message appears on the first page of the actual Invoice. It does NOT appear on the cover page of the fax. Press ENTER at the end of each line. 29. ENTER through to Line 1 of the Purchase Orders. 30. Type your message that is to appear on top of the first page of each PO. You may enter up to 4 lines of 60 characters. This message will print at the top of the first page of each PO that is faxed. This can be used to add a "global" message to all outgoing Faxed PO s. This message appears on the first page of the actual PO. It does NOT appear on the cover page of the fax. Press ENTER at the end of each line. 31. Press FK2 RETURN to return to the main screen 32. Press FK3 MODIFY once you are finished. Adding a Stored Comment Comment Item Maintenance (MBS129) This program is used to enter and maintain stored comments to be used at order entry and billing. When one of the stored comment codes is entered during order entry or billing the description associated with the code is copied into the order or invoice. This can save a lot of typing for comments that may be used repetitiously. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 04 BRANCH FILE MAINTENANCE. 3. From the Branch File Maintenance Menu, press 11 COMMENT ITEM MAINTENANCE. User's Guide Sales Order Entry 9.0 Control Files 77

86 Branch File Maintenance Menu 4. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for an Item Comment FK6 ADD This allows you to add an Item Comment FK7 MODIFY This allows you to modify an existing Item Comment FK8 DELETE Allows an existing Item Comment to be deleted FK9 INQUIRY Allows you to look at the Item Comment record without changing it. FK12 HELP Switches you to on-line help in Array 5. Press FK6 ADD. 6. Enter the Item Comment Code (DESC-CODE), press ENTER. 7. If there is a default record you wish to model this after, enter the Item Comment Code for the default record. If not, press ENTER. 8. The Stored Comment Maintenance screen will appear. 78 Control Files User's Guide Sales Order Entry 9.0

87 Stored Comment Maintenance Screen Header (MBS129) 9. Fill in the appropriate fields of this record. 10. Once you have entered all the information, you have several function keys to choose from. FK3 ADD Add the new Stored Comment FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL You may cancel this entry without saving it FK12 HELP Switches to the Array online help. 11. Press FK3 ADD once you are finished. The data elements contained in the Stored Comment Maintenance and an explanation of each is as follows: DESC-CODE Description code used to access stored comments. (12 characters) DEFAULT Enter another code if you are in the add mode and you wish to copy the data associated with another code. Line (MBS129) DESCRIPTION Four available comment lines (30 characters each), which will be copied into an order or invoice during order entry or billing if the code associated with the description is entered as a comment. User's Guide Sales Order Entry 9.0 Control Files 79

88 Adding a Customer Master File Customer Master File Maintenance (MBS100) The Customer File Maintenance screen is used to add, modify, delete, or inquire into the customer file. This screen is used to gain access to all information about a particular customer including special pricing, budgets, contracts, last month sales history, and customer sales history. In addition, all pertinent information needed for credit management review is displayed. Only the fields that are relevant to Sales Order Entry will be discussed. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 03 FILE MAINTENANCE. 3. From the File Maintenance Menu, press 03 CUSTOMER. File Maintenance Menu 4. From the Customer Menu, press 01 CUSTOMER MASTER FILE. 80 Control Files User's Guide Sales Order Entry 9.0

89 Customer Menu 5. This will bring you to the next screen, in which you have several options. FK2 RETURN Return to the previous screen FK3 GETPREV Go to previous record FK4 GETNEXT Go to next record FK5 ALPHA Allows you to do a search for a Customer FK2 RETURN Return to previous screen FK3 ALPHA Perform a search using the alpha code FK4 CUST# - Perform a search using the customer number FK5 TELE# - Perform a search using the telephone number FK6 ADD This allows you to add a Customer FK7 MODIFY This allows you to modify an existing Customer FK8 DELETE Allows an existing Customer to be deleted FK9 INQUIRY Allows you to look at the Customer record without changing it. FK12 HELP Switches you to on-line help in Array 6. Press FK6 ADD. 7. Type in the Customer Number (CUSTNO) and press ENTER. 8. Enter the ship record number (SHIP). If you are dealing with the customer master, press ENTER. This field is also used to establish job account numbers for a customer if jobs are used. 9. The Customer Master Record screen will appear. User's Guide Sales Order Entry 9.0 Control Files 81

90 Customer Master Record Screen 10. Fill in the appropriate fields of this record. 11. Once you have entered all the information, you have several function keys to choose from. FK1 PAGE Used to access Customer Month-to-Date Accounts Receivable information FK2 DISCGRP Will allow you to view discount group information FK3 ADD This allows you to accept the record FK4 BUDGET Will bring up customer budget information FK5 CONTACT Will bring you to the Contact Maintenance program FK6 LINE If you need to go back and alter information that you entered, this allows you to choose a line. FK7 CONTRAC Will bring up the special pricing contracts that this customer is pointed to FK8 CANCEL Allows you to cancel out of this customer without making any changes FK9 LASTMTH Will bring up the last month sales activity for this customer FK10 HST Will display the 12-month sales history for this customer. FK12 HLP Switches you to on-line help in Array 12. Press FK3 ADD once you are finished to accept the record. The data elements contained in the Customer Master File and an explanation of each is as follows: 82 Control Files User's Guide Sales Order Entry 9.0

91 Line 01 (MBS100) NAME/ADDRESS Customer Name PHONE Customer phone number. ALPHA The search you wish this customer top be found under. The alpha search automatically defaults to the first six characters of the customer name. SHIP-INSTR Shipping instructions for this customer. Line 02 (MBS100) NAME/ADDRESS First line of address FAX# Customer fax number. D&B-CODE Dun & Bradstreet credit rating (4 A/N). SIC Standard Industry Code for this customer. A reference field used to identify your Customer's primary business area, i.e. agriculture, retail, etc. The Customer Sales Summary (MBS072) can be sorted using this field. Line 03 (MBS100) NAME/ADDRESS Second address line. OE-COMMENT Comment that displays on the screen for quotes and orders. This comment will pop up whenever this customer is accessed in sales order entry. Line 04 (MBS100) NAME/ADDRESS City and state CNTRY Country code and zip code. COUNTY Name of county customer resides. Line 05 (MBS100) NAME/ADDRESS Attention line for address Line 06 (MBS100) DIV Division Number for AR and sales reporting. User's Guide Sales Order Entry 9.0 Control Files 83

92 TRM Terms code used in billing from table in MBS103. C-TAX C Exempt Code, determines whether customer is taxable or non-taxable. Used in conjunction with order entry user parameters (MBS161) field name YES-TAX-NO. Y = Customer is taxable N = Customer is non-taxable TAX Tax Authority to be used in billing from table MBS104, if no order entry user defaults used. TAX-EXEMPT-ID Indicates the tax-exempt certificate ID number. WHS Warehouse number default to be used for this customer. Usually same as division number. OW1 Outside Warehouse related to the Outside Salesman #1. OSM1 Outside Salesman assigned to this customer rep that will receive credit for the sales purchased from the Outside Warehouse 1 or any other underlying warehouse based on the Salesman Name Table. OW2 Second outside warehouse related to outside salesman 2. Used if a customer buys from more than one warehouse. OSM2 Outside salesman assigned to the customer. Used with OW2 field. OW3 Third outside warehouse related to outside salesman 3. Used if a customer buys from more than two warehouses. OSM3 Outside salesman assigned to this customer. Used with OW3 field. NOTE: If you have a Market Type, which uses a particular out-side sales rep, make sure it is filled in the Customer Record (fields OSM1, OSM2, OSM3). If there is no sales rep in the field in question, the item will default to the header sales rep. These fields can be updated by using the customer mass maintenance program (MBS190). 84 Control Files User's Guide Sales Order Entry 9.0

93 PT Determines what prints on the pick ticket. Y = Print prices on the pick ticket for this customer. N = Do not print prices on the pick ticket for this customer. T = Print just tax and total on the pick ticket for this customer. Line 07 (MBS100) SHP Determines whether orders are to be shipped complete. Y = Customer wants all orders shipped complete N = Customer will accept partial orders IW1 Warehouse number associated with assigned Inside Salesman #. ISM1 Normal Inside Salesman number assigned to this account. IW2 Second inside warehouse related to inside salesman 2. ISM2 Inside salesman assigned to this customer. Used with inside warehouse 2 field. Line 08 (MBS100) B/O*REQ*P/O B/O*REQ Back Order Request field. Determines if the customer will accept backorders. 0 = Customer will accept back orders. 1 = Customer will not accept back orders. 2 = No partial back orders allowed REQ*P/O Purchase Order Required field. Determines if customer must have a purchase order number. 0 = Customer does not require a purchase order. 1 = Customer does require a purchase order. SP Special customer data option. Y = Using special customer form, i.e. Boeing invoice N = Not using a special customer form or data. W = Workorder Data is required for this customer when entering orders.(work Ord #, Control#, Man #, and Bldg #.) User's Guide Sales Order Entry 9.0 Control Files 85

94 E = Employee Data is required for this customer when entering orders.(employee Name & No., Supervisor Name, M.D. No, and Unit Name) M = Mandatory entry of Work Order number and MAN number for this customer during Sales Order Entry and Post Billing. Line 10 (MBS100) SEC-CD-TAX Determines whether or not customer pays a secondary tax. Used mainly for international accounts. (i.e. Canadian GST and PST tax reporting) Y = Customer must pay secondary taxes N = Customer is exempt from secondary taxes SEC-TAX-ID Indicates Secondary Tax identification number for customer. DUP-PO Indicates whether the customer will accept duplicate purchase order numbers. Y = Customer will accept duplicate purchase order numbers. N = Customer will not accept duplicate purchase order numbers. BLANKET-PO This field can be used to enter a blanket PO number for customer. Entry will be brought in at SOE, and may be overridden at that time. PTK-SEQ This option determines in what sequence pick tickets will print. If this option is used, it will override the warehouse sequence option. 0 = Default to Warehouse Sequence Option for printing of pick tickets 1 = Print pick tickets in Bin Location sequence. 2 = Print pick tickets in Entered sequence. Line 11 (MBS100) SHIP-CODE Shipping method preferred by customer. Code must be set up in MBS507 (Shipping Table Maintenance). Also used in conjunction with The Paperless Warehouse(TPW). PRC-OVR Determines if the customer s price can be overridden. Y = customer can have prices overridden. N = customer cannot have prices overridden. EML Determines if this customer s invoices are to be ed automatically from the nightly jobstream. This is used in conjunction with EML003. Y = Automatically nightly invoices N = Don t automatically invoices 86 Control Files User's Guide Sales Order Entry 9.0

95 CONTACT The contact name that contains the address that will receive the ed invoices for this customer. If you enter a contact that does not exist, you will receive an error message. You can press FK5 to perform a contact search for this field. FAX Determines if this customer s invoices are to be faxed automatically from the nightly jobstream. This is used in conjunction with FAX003. Y = Automatically fax nightly invoices N = Don t automatically fax invoices CONTACT The contact name that contains the fax number that will receive the faxed invoices for this customer. If you enter a contact that does not exist, you will receive an error message. This field may be left blank to use the customer s main fax number. You can press FK5 to perform a contact search for this field. User's Guide Sales Order Entry 9.0 Control Files 87

96

97 Order/Quote Types Overview Prerequisites Chapter Topics Warehouse Direct Pack & Hold Internal Cash Sale RGA Cash Credit Cash Direct Cash Pack & Hold Universal (Quotes Only) User's Guide Sales Order Entry 9.0 Order/Quote Types 89

98 Warehouse A Warehouse order/quote is a charge sale to the customer's company account. Direct A direct shipment order allows the operator to process an order whereby the request for an item is to be obtained directly from the vendor, with the vendor shipping the item directly to the customer. Direct shipment processing may be done where all items on the order are being requested to ship from the supplier(s) to the customer, or by individual line item on the order. Pack & Hold Pack & Hold order processing allows the operator to enter an order that is to staged and shipped complete, or in specific shipments to the customer. Inventory is affected through allocation/backorder quantities. The primary consideration is if the customer wants to receive items when the order is complete, including backordered items. Internal An Inter-branch Transfer (IBT) order/quotation allows the operator to process an order/quotation whereby the request for an item is to be obtained from another branch location, and shipped back to the requesting branch. IBT processing may be done where all items on the order are being requested from another branch or by individual line items. Cash Sale Cash Sale transactions are sales or quotes in which the customer will pay for the items by cash, check, or credit card. RGA RGA or Returned Goods Authorization is used when a customer returns merchandise for credit to their account. 90 Order/Quote Types User's Guide Sales Order Entry 9.0

99 Cash Credit Cash Credit is used when the customer purchased merchandise as a cash sale, and is returning it. Cash Direct A Cash Direct order/quote is a direct shipment that is paid for by cash, check, or credit card. Cash Pack & Hold Cash Sale Pack & Hold order processing allows the operator to enter an order that is to be staged and shipped complete, or in specific shipments to the customer. Inventory is affected through allocation/backorder quantities. The primary consideration is if the customer wants to receive items when the order is complete, including backordered items. Universal (Quotes Only) A universal quotation type allows you to enter a quotation without pre-selecting the type code. You will be able to modify the quote type after entry to a specified order type upon transfer to an order. User's Guide Sales Order Entry 9.0 Order/Quote Types 91

100

101 Order/Quote Entry Overview The Sales Order Entry program allows users to enter sales orders or quotes and allocate stock at the counter or on the phone. This is an open order system allowing access to the order for its entire life cycle. The SOE system allows a user to enter items as an Order (allocates stock) or as a Quote (does not allocate stock). If a quote is entered, it can be quickly transferred into an order to allocate the stock. Because Order and Quote entry are accomplished in the same manner, this manual will deal mainly with the entering of orders. NOTE: The maximum number of lines on a sales order or quote is 999. Prerequisites Control files must be set up as discussed in chapter 4 Control Files. Customers and associated control files must be set up as discussed in the Customer Control File manual. This is available on the Prophet 21 Array customer website at Chapter Topics Entering a New Sales Order (MBS002) Adding Items Not in Personal Item File Pack & Holds Future Orders RGA Entry/Cash Credit Entry Order Comment Maintenance (MBS245) Transferring a Quote to a Sales Order User's Guide Sales Order Entry 9.0 Order/Quote Entry 93

102 Entering a New Sales Order (MBS002) 1. From the Array Master Menu, select 0l INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 0l SALES ORDER ENTRY. Inside Sales and Counter Menu 3. This will enter you into a blank Sales Order Entry screen. Blank Sales Order Entry Screen 4. There are several function keys available on this screen. 94 Order/Quote Entry User's Guide Sales Order Entry 9.0

103 FK1 Q-ORDER - This will allow you to create a sales order from an existing quote. This is a Job Control feature. FK2 EXIT - Allows you to exit out of Sales Order Entry FK3 MODE - Allows you to change from entering a new order to maintenance of an existing order FK4 INFO - Once a customer number is entered, allows you to see the information from the Customer Master Record. These fields are informational only. You are unable to modify this information. TELEPHONE - Customer's telephone number FAX - Customer's fax number CONTRACT - The assigned contract for special pricing (if any). This is the first contract found in the Customer File. NOTE: Customer may have unlimited contracts on file, and pricing for all contracts will be valid, although only the first contract will be displayed. PRINT PRICES - Shows if prices will print on the pick ticket Y = Print prices on pick ticket N = Do not print prices T = Only print tax and total BACKORDERS OK - Shows if customer will accept backorders Y = Customer will accept backorders N = No backorders for this customer P = No partial backorders OPEN QUOTES EXIST - Shows if there are any quotes on the system for this customer Y = Open quotes in the system N = No open quotes SHIP COMPLETE - Shows if customer will accept partial shipments Y = Ship entire completed order N = Ship as material arrives UPS CHARGE CODE - Shows if the UPS charges will be calculated Y = Calculate UPS charges N = Do not calculate UPS charges PO# REQUIRED - Shows if a purchase order number is required Y = Purchase order number required for all quotes and orders User's Guide Sales Order Entry 9.0 Order/Quote Entry 95

104 N = Purchase order number not required FK5 SEARCH - Allows you to search for a customer number FK2 RETURN - Exits out of the search mode FK3 ALPHA - Allows you to perform an alpha search FK4 TELE - Allows you to search by customer telephone number FK5 CUST# - Allows you to search by the customer number FK6 FINDIT - Performs a keyword search on the entire customer file. You then have the ability to narrow the search criteria. FK2 RETURN - Exits out of the Findit search FK5 SEARCH - Brings you back to the original search mode Once you have entered a customer search, the following keys are available: FK2 RETURN - Exits out of the findit search FK3 PREV - Lists the previous page of search results FK4 NEXT - List the next page of search results FK5 SEARCH - Brings you back to the original search mode FK6 LINE - Allows you to select a line number to select a customer and escape the search FK7 ADDCUST - Allows you to add a customer on the fly FK8 ADDSHIP - Allows you to add ship-to information on the fly FK6 INQUIRY - Allows the user to examine, and if OE User Parameters allow, retrieve a previously entered order/quote for maintenance. FK7 ORDERS - Allows you to select the type of order you want to enter 1. WAREHOUSE 2. DIRECT 3. PACK&HOLD 4. INTERNAL 5. CASH SALE 6. RGA 7. CASH CREDIT 8. CASH DIRECT 9. CASH PACK & HOLD 96 Order/Quote Entry User's Guide Sales Order Entry 9.0

105 FK8 QUOTES - Allows you to select the type of quote you want to enter 1. WAREHOUSE 2. DIRECT 3. PACK&HOLD 4. INTERNAL 5. CASH SALE 6. RGA 7. CASH CREDIT 8. CASH DIRECT 9. CASH PACK & HOLD 10. UNIVERSAL FK9 CONST - Allows you to make changes to certain constants linked to the order or quote 1. TYPE OF SALE - Numeric code used to group orders (by Type of Sales) for reporting purposes. 2. WAREHOUSE # - The warehouse stock is drawn from. 3. INSIDE SALESMAN - Inside salesman code. Used for reporting purposes. 4. OUTSIDE SALESMAN - Outside salesman code. Used for reporting purposes. 5. SPLIT SALESMAN - Split salesman code. Used for reporting purposes. 6. DUE DATE - Allows user to modify the due date, if different from what is currently displayed. 7. ORDER DATE - Allows user to modify the order date, if different from what is currently displayed. FK10 EDI - This allows user to automatically process incoming EDI orders from customers. After keying-in EDI filename, the system will retrieve a previously prepared EDI file and "automatically" key-in the EDI sales order with little or no intervention. FK11 S&B - Allows the user to implement a Ship & Bill order. It first allows the user to change the WAREHOUSE # to ship from. In essence, it creates a regular Sales Order, but posts it to another branch for shipping. MBS132 contains options to determine who will receive credit (which branch and salesman) for the sale as well as how backorders should be handled. See SB-SLM and SB-OPT in MBS132 System Processing Parameters for setup. NOTE: If the switch in MBS161, line 04, field S&B is set to an "N", then the FK11 S&B function key will not be available. User's Guide Sales Order Entry 9.0 Order/Quote Entry 97

106 5. Press FK7 or FK8 to choose the type of order or quote you want to make. If you do not choose a type of order or quote, the system will default to whichever type of sale that was set up in MBS Enter the Customer Number (CUSTOMER). If you do not know the customer number, press FK5 to perform a search. 7. Enter the Ship-to Number (SHIP-TO) if necessary. 8. In some cases a "break through" comment may appear. You must press FK3 ACCEPT so that you may continue. 9. Enter the Customer's Purchase Order Number (PO#) and release number, if needed. Entry in this field may be mandatory, depending upon the option selected in MBS Depending upon the option selected in MBS160, field ASSIGN, the Order Number will be filled in by the system. If it is not, enter the Order Number. 11. If this is a cash sale, you will be prompted to enter the Cash Drawer and the Inside Salesman name. 12. If this is a cash sale, you will be prompted to enter the Bill To information. 13. Depending upon the parameters set in MBS100, field SP, you may have to enter special data, such as employee data or work order number and MAN number. 14. Depending upon the parameters set in MBS161, field GIV, you may have to enter the Order Given By information. 15. Depending upon the parameters set in MBS161, field SHP, you may have to verify the Ship-to Information. 16. Depending upon the parameters set in MBS161, field PTAX, you may have to Verify the Tax Code information. 17. Depending upon the parameters set in MBS161, field LL, you may have to enter if you want order and line labels printed. 18. Depending upon the parameters set in MBS132, field AR-AVAIL, the screen now shows the customer information and credit limit (AVAILABLE). 98 Order/Quote Entry User's Guide Sales Order Entry 9.0

107 Sales Order Entry Screen with Customer Information 19. There are several function keys available on this screen. NL or ENTER - Accepts information and brings you to the Summary screen FK4 ORD TYP - Allows you to change the order type. By pressing this key, you will notice the Order type title changing at the top of your screen. Keep pressing this key until the desired order type appears. FK5 MODCUST - Allows you to modify the Customer information. FK4 DELIVERY - Allows you to modify delivery instructions FK2 RETURN - Exits out of delivery instructions FK3 GETPREV - Shows previous delivery instructions FK4 GETNEXT - Shows next set of delivery instructions FK5 SUP/PRT - Allows you to toggle the Suppress Print switch FK6 ADD - Allows you to add new delivery instructions FK7 MODIFY - Allows you to modify existing delivery instructions FK6 ADD - Allows you to add customer information FK7 MODIFY - Allows you to modify customer information FK8 CANCEL - Exits out of the MODCUST screen FK6 HEADING - Transfers you to the sales order header FK2 RETURN - Exits out of the header screen FK3 ERRORS - Displays any errors on the header screen User's Guide Sales Order Entry 9.0 Order/Quote Entry 99

108 FK4 CUSTINFO - Displays customer information as discussed in step 4, FK4 INFO FK6 LINE - Allows you to select a line number to modify any numbered field, depending upon the parameters set up in MBS132 FK7 NOTEPAD - Transfers you to the Sales Notepad FK8 CANCEL - Exits out of the header screen without changing any information FK9 ORDCOMM - Transfers you to Order Comment Maintenance (MBS245), so that you enter an order comment FK10 CSTCOMM - Transfers you to Customer Comments Maintenance (MBS354), so that you can enter customer comments FK7 COMMENT - Transfer you to Order Comment Maintenance (MBS245), so that you enter an internal comment FK8 BKORDER - This makes every item on the order a backorder, regardless of availability FK9 SPECIAL - Used for special customers who require their forms to be used for orders FK10 GIVEN - Brings in the Special Order Data screen so that it may be modified 20. Press FK6 to check the header to make sure there are not any errors. Correct any errors. This step may be skipped if you know all the information is correct. See Sales Order Entry Header Field Descriptions for definitions of the fields. Sales Order Entry Header Screen 21. Press FK2 RETURN to get back to the Sales Order screen. 22. Press ENTER or NL to continue. 100 Order/Quote Entry User's Guide Sales Order Entry 9.0

109 23. You are now at the Sales Order Entry Summary screen. Sales Order Entry Summary Screen 24. There are several function keys available on this screen. FK1 DETAIL - Transfers you to the sales order detail screen FK2 CANCEL - Cancels the sales order without saving it FK3 TOTAL - Totals the sales order FK4 LIST - Relists the items on the order from the beginning FK5 ALPHA - Allows you to perform a search for items FK2 RETURN - Exits out of the search mode FK5 ITEM - Allows you to search by item number FK6 FINDIT - Performs a keyword search on the entire item file. You then have the ability to narrow the search criteria. FK2 RETURN Cancels out the search mode FK3 ALPHA Searches by the item s alpha code FK4 DCI# - Searches by the DCI number FK5 ITEM# - Searches by the item number FK6 FINDIVR Keyword search of the item file FK7 FINDIER Searches by the extended description lines Once you have entered an item search, the following keys are available: FK2 RETURN - Exits out of the findit search FK3 PREV - Lists the previous page of search results FK4 NEXT - List the next page of search results User's Guide Sales Order Entry 9.0 Order/Quote Entry 101

110 FK5 SEARCH - Brings you back to the original search mode FK6 LINE - Allows you to select a line number to select a customer and escape the search FK7 KEYWORD - Searches by the keyword FK8 TSPRICE - Allows you to search the Pricing Service Database FK9 TSMENU - A drill down search menu FK8 HEADER - Transfers you to the sales order header FK7 MOD - Allows you to modify the order if user parameters set up in MBS161 allow this FK8 DEL - Allows you to delete a line if user parameters set up in MBS161 allow this FK9 STOCK - Transfers you to Stock Status Inquiry FK10 REFRESH - Redraws the screen. You will be returned to the first page. If you have access to see costs and profit exceptions, the screen will also display the total cost, sale and profit percent for the order. FK11 ADJ/PRC - Validates the price on an entered item. It verifies that what is on the sales order is what appears on contracts, deals, or regular pricing columns, and recalculates for quantity breaks on assortment pricing items. This is also done when you press FK3 to total. 25. Start to enter your sales order. See Summary Screen Entry or Detail Screen Entry for directions for each type. You may use both Summary and Detail entry for a sales order. Sales Order Entry Header Field Descriptions 0l PURCH ORDER Customer's purchase order number. This was the number entered in the beginning screen. It may be modified on this screen. 02 SHIP CD The shipping instruction code and associated description that prints on the pick ticket. You may press FK5 to perform a search. 03 DUE DATE The date that material is due. Defaults to the system date. 04 COMNT DTE The commitment date that the material is due to the customer. When billed, it becomes the invoice date. If no date is entered, it defaults to the system date that order/quote was entered. 05 ORDER DATE Date of the order. Defaults to the system date, but it may be overridden. 06 TYPE SALE 102 Order/Quote Entry User's Guide Sales Order Entry 9.0

111 A numerical value noting the type of sale. You may press FK5 to perform a search. 07 TERMS CODE The order terms code for calculating a customer's cash discount, if applicable. This is automatically entered from the Customer Master Record, but may be overridden here. You may press FK5 to perform a search. 08 TERMS DES The order terms code description. This field is automatically updated when a value is added to 07 TERMS CODE. 09 TERMS PERCENT The order terms percentage based on the terms code. The percentage is automatically displayed. A value of means the Vendor's terms. 10 TERMS DATE Terms date discount. Automatically generated at billing, and should not be overridden. 11 CONTRACT The customer's contract name/number for special contract pricing. This is supplied from the Customer Master Record. It may be overridden to point to another valid contract. 12 AGE DATE The date for aging the invoice. This is system generated, but may be overridden if necessary. 13 INSIDE SLM The inside salesman number. This is usually the signon of the person entering the sales order. You may press FK5 to perform a search. 14 OUTSIDE SLM The outside salesman code of the person assigned to the account. You may press FK5 to perform a search. 15 SPLIT SLM The split salesman code. This is the code of the person to whom the credit of the sale is to be split with. You may press FK5 to perform a search. 16 TAX JURS Tax code used to calculate sales tax. You may press FK5 to perform a search. 17 MIN BILL The minimum billing amount for this customer. This is supplied from the Customer Master Record. This field cannot be overridden. 18 BACKORDER An indicator noting if the customer accepts backorder processing. This is based upon the backorder processing switch in the Customer Master Record. 0 = Backorders allowed 1 = Backorders not allowed 2 = No partial backorders User's Guide Sales Order Entry 9.0 Order/Quote Entry 103

112 19 DIVISION The accounting division number that the customer is assigned to. 20 PRICE COL The customer's assigned pricing column or box number. 21 UPS-CODE The UPS zone code that corresponds to this customer's shipping requirements as set up in MBS100. G = Ground K = Next day air M = Next day air A = 2 nd day delivery D = 2 nd day delivery E = 2 nd day delivery 22 BILL TO NAME Used to override the customer's bill to address. 23 SHIP TO NAME Used to override the customer's shipping address. 24 PRINT PR Override the print price option set up in MBS100. Y = Print prices N = Do not print prices T = Only print tax and total Q = Only print lines 3 & 4 of the extended description, and "YOUR SELECTION" in the item number field. This is for quotes only. 25 GIVEN Allows you to modify the Special Order data screen. 26 EDI-INV Shows if the order was an EDI order. Y = Send EDI invoice N = Don't send EDI invoice 27 SEC TAX Secondary tax code. Used mainly in Canada. 28 TAX IDS Tax ID number 29 WINDOW Used to calculate Service Levels. 30 PTK SEQ 104 Order/Quote Entry User's Guide Sales Order Entry 9.0

113 Picking order of this ticket. 0 = Entered sequence 1 = Bin location sequence 31 LABELS Print box labels. 32 NXT MTH Ability to flag this invoice for next month billing. Y = Order is flagged as next month invoice N = Order is this month 33 FUTURE Determines if this is a future order, or if the future order has been completed. Y = Future order N = Not future order 34 SIGNATURE Allows entry of the person who signed for this order. 35 P&H CNSL Pack and hold consolidating switch to determine printing. N = Print staging pack and hold tickets (initially and as a result of backorder releasing). User must manually print the consolidated ticket for shipping/billing. Y = Same as N above however the system will automatically print a consolidated release pick ticket in addition to a staging ticket when the last backorder has been allocated with MBS206/089 and printed with MBS008. S = Will only print the consolidated (final) ticket with all items on it when the last backorder has been allocated with MBS206/089 and printed with MBS008. M = Same as S above however it will ALSO print SPECIFIC RELEASE TICKETS for picking/shipping when the total of allocation dollars meet or exceed the 3 digit dollar value contained in the MIN field. 36 TIME Allows you to add a delivery due time for the order. Summary Screen Entry Using the Sales Order Entry Summary screen allows you to enter orders quickly. This is best used, if the order is a simple order that does not require special ordering, such as PON, LPU, ship and bill, etc. However, at any time you can switch between the Summary screen and the Detail screen as needed by pressing FK1. 1. You are positioned on the Summary Screen. The function keys are described in Entering a New Sales Order, step 17. User's Guide Sales Order Entry 9.0 Order/Quote Entry 105

114 2. Enter the item number if known. If you do not know the item number, press FK5 ALPHA to perform an item search. If you need to add an item not in your Item File, see Adding Items Not in Personal Item File for directions. NOTE: The maximum number of lines on a sales order or quote is 999. Sales Order Entry Summary Screen with Item Showing Availability 3. On this screen, the value under PKG QTY is the standard package quantity for this item, and the value under AVAIL is the available quantity for sale. 4. If the item you entered is supported by i2 and the DCI number is listed in the item record, then an URL will appear to the left of the total line. You may click on the URL with your mouse to open your Internet browser and see the i2 published industry information and/or the image of the item. NOTE: You must be using a PC as a terminal and your company must be connected to the Internet for the image link to work. 5. Enter the Quantity that you want (QUANTITY). 6. The Customer's unique pricing will display. 106 Order/Quote Entry User's Guide Sales Order Entry 9.0

115 Sales Order Entry Summary Screen with Pricing 7. Your cursor is positioned to add additional items. Follow steps 2-5 for all items that are to be added. 8. Once you have added all items, press FK3 TOTAL to total the sales order. 9. Depending upon the parameters set in MBS100, field SP, you may have to verify the work order number and MAN number. 10. If prompted, enter the shipping instructions. 11. If prompted, enter the Signed For information. 12. If this is an order is not a cash order go to step 13 and choose the appropriate print function key. For all quotes go to step 15 and choose the appropriate print function key. If this is a cash order go to steps 17 to 27 to continue. 13. The printing options screen will now appear. User's Guide Sales Order Entry 9.0 Order/Quote Entry 107

116 Sales Order Entry Printing Options Screen 14. Select a print option, or cancel the order. There are several function keys available to accomplish this. FK1 NOW - Total and print the pick ticket now at the default printer FK2 TPW This is the Paperless Warehouse key. Depending upon options set, this function key may not appear. FK3 ORD-ACK Allows you to fax or print an acknowledgement of the order FK2 CANCEL - Exits out of the acknowledgement screen FK3 FAX-ACK - Faxes an acknowledgement FK4 PRT-ACK - Prints an acknowledgement FK3 CALL - Route the pick ticket to a different printer NOTE: The FK3 key that appears will depend upon the options selected in MBS160. FK4 PACK - Changes the order type to a pack & hold for "ship complete" orders. The pick ticket may be routed to a different printer other than the default, depending upon the options set in MBSl60. See the Pack & Hold section for more information. FK5 BILLING - This will allow you to determine when the pick ticket will print, now or later, and then transfer you directly into Billing (MBS00l). FK1 PICK/TK - Prints the pick ticket immediately FK3 INVOICE - Transfers you to Billing (MBS00l) FK5 NOPRINT - Sends the pick ticket to a print queue to be printed later. The printing of pick tickets in the future is not automatic; it must be user initiated by program MBS Order/Quote Entry User's Guide Sales Order Entry 9.0

117 FK8 RETURN - Exits out of the Billing options, back to the original print options. FK6 RELHOLD - This is used to release credit holds. If you are permitted to release credit holds, once you press FK6 to release, you must then press either FK1 or FK8 to print now or later. FK7 COMMENT - Transfers you to Order Comment Maintenance (MBS245) so that internal comments may be reviewed or added. FK8 LATER - Sends the pick ticket to a print queue to be printed later. The printing of pick tickets in the future is not automatic; it must be user initiated by program MBS008. FK9 TRANSFER - Allows you to transfer a sales order into a quote, or a quote into a sales order. See Transferring a Quote to an Order at the end of this chapter for more details. FK10 CANCEL - Allows you to cancel the order. Once you press FK10, you will be prompted to press ESC to delete the entire order or press ENTER or NL to re-enter the item entry screen. If you reenter items, you must re-total the order to print. 15. If this is a quote, the following print option screen will appear. Sales Order Entry Quote Printing Screen 16. Select a print option, or cancel the quote. There are several function keys available. FK1 NOW - Total and print the quote now at the default printer FK5 FAX - This will allow you to fax your quote FK6 SBTRANS Transfers the quote into a ship & bill order FK7 COMMENT - Transfers you to Order Comment Maintenance (MBS245) so that internal comments may be reviewed or added. User's Guide Sales Order Entry 9.0 Order/Quote Entry 109

118 FK8 LATER - Sends the quote to a print queue to be printed later. The printing of pick tickets in the future is not automatic; it must be user initiated by program MBS008. FK9 TRANSFER - Allows you to transfer a sales quote into an order. See Transferring a Quote to an Order at the end of this chapter for more details. FK10 CANCEL - Allows you to cancel the quote. Once you press FK10, you will be prompted to press ESC to delete the entire order or press ENTER or NL to re-enter the item entry screen. If you reenter items, you must re-total the quote to print. 17. If this is a cash sale, the Shipping/Grand Total Screen will appear. Shipping/Grand Total Screen 18. There are several function keys available on this screen. FK1 NOW - Totals the order and sends the pick ticket to the printer immediately FK2 PAGE - Allows you to determine how many items will be shipped from the allocated amount or to change the order into a cash sale pack & hold FK2 RETURN - Exits from the shipping screen FK3 SHPZERO - Tells the system not to ship any items FK4 SHPALOC - Tells the system to ship the entire allocated amount FK7 PACK Allows you to change the order to a cash sale pack & hold. See Cash Sale Pack & Hold for more information. FK3 RELIST - Relists the order from the first item FK4 NXTLIST - Shows the next consecutive page of the order FK5 NOPRINT - Totals the order and sends the pick ticket to the print queue to print later 110 Order/Quote Entry User's Guide Sales Order Entry 9.0

119 FK6 TRANSFER - Transfers an order to a quote or a quote to an order FK7 MAINT - Brings you back to the order to perform maintenance on it FK8 BILLING - If you are authorized, allows you to bill the order FK9 PAYMENT - Transfers you to the payment screen to accept payment FK10 MER - Shows the merchandise profit and tax amounts for the order FK11 ACK - Allows you to fax or print an acknowledgement of the order FK2 CANCEL - Exits out of the acknowledgement screen FK3 FAX-ACK - Faxes an acknowledgement FK4 PRT-ACK - Prints an acknowledgement 19. Press FK9 to accept payment. The Payment screen will appear. Payment Screen 20. There are several function keys available on this screen. FK2 CANCEL - Exits out of the payment screen FK5 ALPHA - Allows you to perform a search for miscellaneous charges FK7 CRD NO - Allows you to enter a credit card payment FK10 DRAWER - Opens the cash drawer when the sale is complete 21. Enter the payment code for cash, or press FK7 to enter the credit card code. 22. Depending upon the method of payment you may be asked to enter the credit card number and expiration number. User's Guide Sales Order Entry 9.0 Order/Quote Entry 111

120 23. Enter the amount tendered. 24. Accept the change amount. 25. There are several function keys now available. FK2 CANCEL - Cancels the payment just entered FK3 ACCEPT - Accepts the payment just entered FK4 REENTER - Allows you to re-enter the payment FK5 TENDER - Allows you to change the amount tendered FK10 DRAWER - Opens the cash drawer 26. When the payment is correct, press FK3 to accept. 27. You are now brought back to the Shipping/Grand total screen. The function keys are the same as discussed in step 18, however FK6 is now MOD-DEP. This will allow you to modify the deposit amount entered on the payment screen. Detail Screen Entry The Detailed Entry screen will allow you to access more fields to adjust pricing/costing and other item specific values, depending upon your authorization level. This screen will allow you to specify specific lines as PON's, LPU's, ship & bills, etc. You may go back to the Summary screen by pressing FKl. 1. You are positioned on the Summary Screen. The function keys are described in Entering a New Sales Order, step Press FK1 DETAIL to transfer to the detail screen. See Sales Order Detail Screen Field Descriptions for definitions. Sales Order Entry Detail Screen 3. There are several function keys available. FK1 RETURN - Transfers you back to the Summary screen 112 Order/Quote Entry User's Guide Sales Order Entry 9.0

121 FK3 TOTAL - Totals the order FK5 ALPHA - Allows you to perform a search for items FK2 RETURN - Exits out of the search mode FK5 ITEM - Allows you to search by item number FK6 FINDIT - Performs a keyword search on the entire item file. You then have the ability to narrow the search criteria. FK2 RETURN Cancels out the search mode FK3 ALPHA Searches by the item s alpha code FK4 DCI# - Searches by the DCI number FK5 ITEM# - Searches by the item number FK6 FINDIVR Keyword search of the item file FK7 FINDIER Searches by the extended description lines Once you have entered an item search, the following keys are available: FK2 RETURN - Exits out of the findit search FK3 PREV - Lists the previous page of search results FK4 NEXT - List the next page of search results FK5 SEARCH - Brings you back to the original search mode FK8 LINE - Allows you to select a line number to select a customer and escape the search FK7 KEYWORD - Searches by the keyword FK8 TSPRICE - Allows you to search the Pricing Service Database FK9 TSMENU - A drill down search menu FK6 COMMENT - Transfers you to Order Comment Maintenance (MBS245). These comments are internal only. FK7 MODIFY - Allows you to modify a line if user parameters set up in MBS161 allow this FK8 DELETE - Allows you to delete a line if user parameters set up in MBS161 allow this FK9 STOCK - Transfers you to Stock Status Inquiry 4. There are several functions available at the C prompt. You must press ESC to access the C prompt, and this must be done prior to entering an item number for that line. This step is not required if you are not entering any of these special types of items or comments. FK1 RETURN - Exits out of the C prompt FK2 STOCK - Tells the system that you are entering a Stock item FK3 NSTOCK - Allows you enter a Non-stock item. See Non- Stock Items for details User's Guide Sales Order Entry 9.0 Order/Quote Entry 113

122 FK4 LOT - Allows you enter a Lot Price item. See Lot Pricing for details. FK5 FREE - Tells the system you are entering a free item. Enter the Item Number and Quantity. The system will price the item at $0.00 and include the cost of the free item in the overall order balance. FK6 MISCCHG - Allows you to enter a miscellaneous charge to the order. Enter the Miscellaneous Charge code if known, or press FK5 to search for it. FK7 ITEMCOM - Allows you to enter a comment to a specific item line. These comments can be canned or original. Press FK5 to enter a canned comment, otherwise press ENTER to move your cursor under DESCRIPTION, and start typing. You may enter up to 4 lines of 30 characters. FK8 ORDCOM - Allows you to enter a comment to the entire order. These comments can be canned or original. Press FK5 to enter a canned comment, otherwise press ENTER to move your cursor under DESCRIPTION, and start typing. You may enter up to 4 lines of 30 characters. 5. Enter the item number if known. If you do not know the item number, press FK5 ALPHA to perform an item search. If you need to add an item not in your Item File, see Adding Items Not in Personal Item File for directions. NOTE: The maximum number of lines on a sales order or quote is 999. Sales Order Entry Detail Screen with Item Showing Availability 6. The screen will display the availability of the item (AVAIL). 7. If the item you entered is supported by i2 and the DCI number is listed in the item record, then an URL will appear to the left of the total line. You may click on the URL with your mouse to open your Internet 114 Order/Quote Entry User's Guide Sales Order Entry 9.0

123 browser and see the i2 published industry information and/or the image of the item. NOTE: You must be using a PC as a terminal and your company must be connected to the Internet for the image link to work. 8. Enter the Quantity (QTY). 9. The Customer's unique pricing will display along with additional information. Sales Order Entry Detail Screen with Pricing 10. There are several function keys and functions available on this screen. FK1 RETURN - Brings you back to the Summary screen FK2 CANCEL - Cancels the entry of this item FK3 STOCK - Transfers you to Stock Status Inquiry to check availability FK4 BACKORD - Toggles the item allocation between Allocate (ALLOC) and Backorder (BO) FK5 INVOICE - Transfers you to the Save Invoice Inquiry in search mode. FK2 RETURN Exits back to the sales order program FK3 GETPREV Shows the previous set of search results FK4 GETNEXT Shows the next set of search results FK7 CUS/ITM Allows you to search by Item then Customer Number. FK10 ARCHC/I Allows you to search archived invoices if MBS161 options allow it. Invoice Archiving is a separate subsystem that must be purchased separately. User's Guide Sales Order Entry 9.0 Order/Quote Entry 115

124 FK6 PURCHAS - Allows you to mark this line as a Local Pickup, PO Now or Special line. FK1 RETURN - Brings you back to the Summary screen FK2 CANCEL - Cancels the entry of this line FK5 ALPHA - Allows you to search for a vendor FK6 LOC-PU - Changes the line to a Local Pickup. See Entering a Local Pickup for directions. FK7 PO-NOW - Changes the line to a Purchase Order Now. See Entering a PO Now for directions. FK8 SPECIAL - Changes the Line to a Special Order Line. See Entering a Special Order Line or directions. FK7 DIRECT - Marks the line as a Direct Ship item. See Entering a Direct Ship Line for directions. FK8 S&B - Marks the line as a Ship and Bill. See Entering a Ship & Bill for directions. FK9 IBT - Marks the line as an Interbranch Transfer (IBT) or Internal. See Entering an IBT Line for directions. FK10 HLD - Toggles the line on and off hold FK11 PAG Displays additional function keys FK1 RETURN Exits back to the previous screen FK2 CANCEL Cancels the entry of the item FK4 REASON Allows you to add a reason code for the item FK11 PAG Shows the first set of function keys FK12 PRICE - Shows the price and cost source for this customer and item 11. You must press ENTER or NL to accept this item if all the information is correct, or enter a field number to change any information as needed. See Sales Order Detail Screen Field Descriptions for definitions. 12. Once you have added all items, press FK3 TOTAL to total the sales order. 13. Depending upon the parameters set in MBS100, field SP, you may have to verify the work order number and MAN number. 14. If prompted, enter the Shipping Instructions. 15. If prompted, enter the Signed For information. 16. If this is an order other than cash go to step 17 and choose the appropriate print function key. If this is a quote, go the step 19 to continue. If this is a cash order go to steps 21 to 31 to continue. 17. The printing options screen will now appear. 18. Select a print option, or cancel the order. There are several function keys available to accomplish this. 116 Order/Quote Entry User's Guide Sales Order Entry 9.0

125 FK1 NOW - Total and print the pick ticket now at the default printer FK2 TPW This is the Paperless Warehouse key. Depending upon options set, this function key may not appear. FK3 ORD-ACK Allows you to fax or print an acknowledgement of the order FK2 CANCEL - Exits out of the acknowledgement screen FK3 FAX-ACK - Faxes an acknowledgement FK4 PRT-ACK - Prints an acknowledgement FK3 CALL - Route the pick ticket to a different printer NOTE: The FK3 key that appears will depend upon the options selected in MBS160. FK4 PACK - Changes the order type to a pack & hold for "ship complete" orders. The pick ticket may be routed to a different printer other than the default, depending upon the options set in MBSl60. See the Pack & Hold section for more information. FK5 BILLING - This will allow you to determine when the pick ticket will print, now or later, and then transfer you directly into Billing (MBS00l). FK1 PICK/TK - Prints the pick ticket immediately, then transfers you to billing FK3 INVOICE Prints the invoice, then transfers you to Billing (MBS001) FK5 NOPRINT - Sends the pick ticket to a print queue to be printed later. The printing of pick tickets in the future is not automatic; it must be user initiated by program MBS008, then transfers you to Billing. FK8 RETURN - Exits out of the Billing options, back to the original print options. FK6 RELHOLD - This is used to release credit holds. If you are permitted to release credit holds, once you press FK6 to release, you must then press either FK1 or FK8 to print now or later. FK7 COMMENT - Transfers you to Comment Maintenance so that internal comments may be reviewed or added. FK8 LATER - Sends the pick ticket to a print queue to be printed later. The printing of pick tickets in the future is not automatic; it must be user initiated by program MBS008. FK9 TRANSFER - Allows you to transfer a sales order into a quote, or a quote into a sales order. See Transferring a Quote to an Order at the end of this chapter for more details. FK10 CANCEL - Allows you to cancel the order. Once you press FKl0, you will be prompted to press ESC to delete the entire order or press ENTER or NL to re-enter the item entry screen. If you reenter items, you must re-total the order to print. User's Guide Sales Order Entry 9.0 Order/Quote Entry 117

126 19. If this is a quote, the following print option screen will appear. Sales Order Entry Quote Printing Screen 20. Select a print option, or cancel the quote. There are several function keys available. FK1 NOW - Total and print the quote now at the default printer FK5 FAX - This will allow you to fax your quote FK6 SBTRANS Transfers the quote into a ship & bill order FK7 COMMENT - Transfers you to Order Comment Maintenance (MBS245) so that internal comments may be reviewed or added. FK8 LATER - Sends the quote to a print queue to be printed later. The printing of pick tickets in the future is not automatic; it must be user initiated by program MBS008. FK9 TRANSFER - Allows you to transfer a sales quote into an order. See Transferring a Quote to an Order at the end of this chapter for more details. FK10 CANCEL - Allows you to cancel the quote. Once you press FK10, you will be prompted to press ESC to delete the entire order or press ENTER or NL to re-enter the item entry screen. If you reenter items, you must re-total the quote to print. 21. If this is a cash sale, the Shipping/Grand Total Screen will appear. 22. There are several function keys available on this screen. FK1 NOW - Totals the order and sends the pick ticket to the printer immediately FK2 PAGE - Allows you to determine how many items will be shipped from the allocated amount or to change the order into a cash sale pack & hold FK2 RETURN - Exits from the shipping screen 118 Order/Quote Entry User's Guide Sales Order Entry 9.0

127 FK3 SHPZERO - Tells the system not to ship any items FK4 SHPALOC - Tells the system to ship the entire allocated amount FK7 PACK Allows you to change the order to a cash sale pack & hold. See Cash Sale Pack & Hold for more information. FK3 RELIST - Relists the order from the first item FK4 NXTLIST - Shows the next consecutive page of the order FK5 NOPRINT - Totals the order and sends the pick ticket to the print queue to print later FK6 TRANSFER - Transfers an order to a quote or a quote to an order FK7 MAINT - Brings you back to the order to perform maintenance on it FK8 BILLING - If you are authorized, allows you to bill the order FK9 PAYMENT - Transfers you to the payment screen to accept payment FK10 MER - Shows the merchandise profit and tax amounts for the order FK11 ACK - Allows you to fax or print an acknowledgement of the order FK2 CANCEL - Exits out of the acknowledgement screen FK3 FAX-AC K - Faxes an acknowledgement FK4 PRT-ACK - Prints an acknowledgement 23. Press FK9 to accept payment. The Payment screen will appear. 24. There are several function keys available on this screen. FK2 CANCEL - Exits out of the payment screen FK5 ALPHA - Allows you to perform a search for miscellaneous charges FK7 CRD NO - Allows you to enter a credit card payment FK10 DRAWER - Opens the cash drawer when the sale is complete 25. Enter the payment code. If you do not know the payment code, press FK5 ALPHA to perform a search. 26. Depending upon the method of payment you may be asked to enter the credit card number and expiration number. 27. Enter the amount tendered. 28. Accept the change amount. 29. There are several function keys now available. FK2 CANCEL - Cancels the payment just entered FK3 ACCEPT - Accepts the payment just entered User's Guide Sales Order Entry 9.0 Order/Quote Entry 119

128 FK4 REENTER - Allows you to re-enter the payment FK5 TENDER - Allows you to change the amount tendered FK10 DRAWER - Opens the cash drawer 30. When the payment is correct, press FK3 to accept. 31. You are now brought back to the Shipping/Grand total screen. The function keys are the same as discussed in step 22, however FK6 is now MOD-DEP. This will allow you to modify the deposit amount entered on the payment screen. Sales Order Detail Screen Field Descriptions NOTE: You may only modify those fields which have a number associated with it. Example: QTY-01, you can modify the quantity. Depending upon your user permissions, some fields may not be displayed, or may be displayed but unable to modify, or displayed and able to modify. LN# Line number for the item on the sales order. ITEM/MODEL The item number or miscellaneous charge code. DESCRIPTION-06 The description of the item. AVAIL The quantity of the item available for sale. QTY-01 The order quantity. ALLOC The quantity of the item that has been allocated for this order. CIN-7 The customer's item number. DUE-DATE The date the order is wanted by the customer. PKQ The standard package quantity for this item. BO-14 The amount of the item that is on backorder. PR Price source. This is where the price came from. (i.e. contract, discount group, etc.) Possible values: O = Override C = Contract DG = Discount Group Number 120 Order/Quote Entry User's Guide Sales Order Entry 9.0

129 PS = Price Sheet PC = Column Matrix F = Customer Discount 7+ Or 8+ PP = Promo Price CST Cost source. This is where the cost came from. Possible values: O = Override F = File Calculated Cost PS = Price Sheet C = Contract PP = Promo Cost UM-2 Unit of measure. PRICE-4 Sell price. MUP% -20 Mark up percent on this item. COST-3 Cost. This field may not be displayed, depending upon user permissions. GM% -5 Gross margin. This field may not be displayed, depending upon user permissions. TOT-PRICE Total price. TOT-COST Total cost. DIS%-19 Discount percent. FUT Determines if this is a future order. VENDOR-9 Vendor number that will be supplying this item. PURCHASING-COMMENT-10 The vendor comments field. This will pass a comment to the PO created via MBS045. (LPU, PON) Since there is a direct relationship, sales order line to PO line, it is order specific and, doesn t interfere with general comments on a PO originating in PO entry. If the original item is marked as a Special Purchase, the system treats the item as a deferred PON, so the comment will print on the eventual TPO that is generated by the SPECIAL exception record. User's Guide Sales Order Entry 9.0 Order/Quote Entry 121

130 SW-11 Supply warehouse number. RW-12 Receiving warehouse number. TAX-13 Tax override. If the customer is tax exempt, but the item is taxable on this order for this customer, the field will have a "Y" in it. PO-NUMBER If this item was tied to a purchase order, the PO number will appear here. Lot Pricing In general, there are at least three methods to Lot Pricing. Method # 1 You define the Total Cost and Total Sell. Method #2 The System will calculate Total Cost and you will define Total Sell. Method #3 A combination of the above two (not defined within this manual). Lot Pricing - Method # 1 1. Enter the Lot Price and Lot Cost. A. Go to the DETAIL screen. If not there, press FK1 to get there. B. At the ITEM/MODEL, press ESC. C. This will move the cursor to the left and place it under the "C". D. Press FK4 LOT. E. In most systems, LOT is a Stock Item Number. F. Type the word "LOT" and press ENTER. G. Enter a quantity of 1 and press ENTER. H. The cursor will now move to the TOTAL FIELDS. I. Enter the TOTAL Lot Price (not unit price) and press ENTER. J. Enter the TOTAL Lot Cost (not the unit cost) and press ENTER. Special Note: In the "production version" of the Array software, the words "Cost" and "GM" will not appear on your screen. K. Finally, press ENTER to ACCEPT the line. 2. Enter all items in the lot as follows: A. Go to the DETAIL screen. If not there, press FK1 to get there. B. At the ITEM/MODEL, press ESC. C. This will move the cursor to the left and place it under the "C". D. Press FK4 LOT. 122 Order/Quote Entry User's Guide Sales Order Entry 9.0

131 E. Since we are entering a Stock item. Press FK4 STOCK. F. Type the system Item Number (ex. EMT050). G. Enter the quantity and press ENTER. H. The cursor will now move to the TOTAL FIELDS. I. Leave TOTAL PRICE blank and press ENTER. J. Leave TOTAL COST blank and press ENTER. NOTE: Total Cost and Price are left blank because they are included in the Total Cost and Price of the Lot on Item #1. K. Finally, press ENTER to ACCEPT the line. L. Repeat steps 2A 2K for all stock Lot Items. 3. If you have an item that is not in the system, do the following: A. Go to the DETAIL screen, If not there, press FK1 to get there B. At the ITEM/MODEL, press ESC. C. This will move the cursor to the left and place it under the "C" D. Press FK4 LOT. E. Since we are entering a Non-Stock item, press FK5 NSTOCK. F. This will return you to ITEM/MODEL G. At ITEM/MODEL, enter the item number you want to create. H. Always begin with the vendor prefix. Do not use any dashes, slashes, or spaces. (Refer to your Prefix List). NOTE: If the vendor does not exist on the Prefix List, use the first three letters of the manufacturer's (not supplier's) name. I. At ITEM/MODEL (line 2), enter the non-stock model for this new item. Simply use the vendor prefix from the Prefix List. NOTE: If the vendor does not exist on the Prefix List, use the Model "MISC". J. Enter Description K. On Line 1, enter the part number followed by the full manufacturer's name. L. Enter Lot Quantity M. Enter the Unit of Measure "C" is per-100 "M" is per-1000 "E" for each. N. Leave TOTAL PRICE blank and press ENTER. O. Leave TOTAL COST blank and press ENTER. User's Guide Sales Order Entry 9.0 Order/Quote Entry 123

132 NOTE: Total Cost and Price are left blank because they are included in the Total Cost and Price of the Lot on Item #1. SPECIAL NOTE: The system will automatically "backorder" any new item. If this is a special-order line, leave it backordered. However, if the item is currently in the warehouse, you must allocate the item. To do this, press FK4 (Backorder) to shift the entire quantity from Backordered to Allocated. P. Press ENTER to accept new item. Q. Repeat steps 3A 3P for all non-stock Lot items. 4. If order is complete, press FK3 - TOTAL. Lot Pricing - Method #2 1. Enter the Lot Price and Lot Cost. A. Go to the DETAIL screen, If not there, press FK1 to get there B. At the ITEM/MODEL, press ESC. C. This will move the cursor to the left and place it under the "C" D. Press FK4 LOT. E. In most systems LOT is a Stock Item Number F. Since we are entering a Stock item, press FK4 STOCK. G. This will return you to ITEM/MODEL H. Type the word "LOT" and press ENTER. I. Enter a quantity of 1 and press ENTER. J. The cursor will now move to the TOTAL FIELDS. K. Enter the TOTAL Lot Price (not unit price) and press ENTER. L. The cursor will now move to TOTAL COST, leave this BLANK. M. Finally, press ENTER to ACCEPT the line. 2. Enter all items in the lot as follows: A. Go to the DETAIL screen, If not there, press FK1 to get there. B. At the ITEM/MODEL, press ESC. C. This will move the cursor to the left and place it under the "C". D. Press FK5 FREE. E. Type the system Item Number (ex. EMT050). F. Enter the quantity and press ENTER. G. The cursor will now move to the TOTAL FIELDS. NOTE: The TOTAL PRICE will be blank, as it was included in the LOT as line item #1. Notice the TOTAL COST has been calculated and is showing. 124 Order/Quote Entry User's Guide Sales Order Entry 9.0

133 H. Finally, press ENTER to ACCEPT the line. I. Repeat steps 2A 2H for all stock Lot Items. 3. If you have an item that is not in the system, do the following: A. Go to the DETAIL screen, If not there, press FK1 to get there. B. At the ITEM/MODEL, press ESC. C. This will move the cursor to the left and place it under the "C" D. Press FK4 LOT. E. Since we are entering a Non-Stock item, press FK5 NSTOCK. F. This will return you to ITEM/MODEL G. At ITEM/MODEL, enter the item number you want to create. H. Always begin with the vendor prefix. 1) Do not use any dashes, slashes, or spaces. (Refer to your Prefix List for the correct prefix to use). 2) If the vendor does not exist on the Prefix List, use the first three letters of the manufacturer's (not supplier's) name. 3) At ITEM/MODEL (line 2), enter the non-stock model for this new item. Simply use the vendor prefix from the Prefix List. NOTE: If the vendor does not exist on the Prefix List, use the Model "MISC". I. Enter Description J. On Line 1, enter the part number followed by the full manufacturer's name. K. Enter Lot Quantity. L. Enter the Unit of Measure. "M" is per-1000 "C" is per-100 "E" for each. M. Leave UNIT SELL PRICE blank and press ENTER. N. Enter the UNIT COST and press ENTER. SPECIAL NOTE: The system will automatically "backorder" any new item. If this is a special-order line, leave it backordered. However, if the item is currently in the warehouse, you must allocate the item. To do this, press FK4 (Backorder) to shift the entire quantity from Backordered to Allocated. O. Press ENTER to accept new item. P. Repeat steps 3A 3O for all non-stock Lot items. 4. If your order is complete, press FK3 - TOTAL. User's Guide Sales Order Entry 9.0 Order/Quote Entry 125

134 Entering a Local Pickup NOTE: This option is not available if the order is a Future Order. Additionally if you have a local pickup line (LPU) on an order, you cannot change the order to a Future. A local pickup purchase is where the customer requests an item that either the distributor has, but is in short supply, or an item that is not stocked and can be purchased locally from another source. A local pickup order line is typically processed as a warehouse order and does not have a unique type code associated with it. The pick ticket will show the item and list a PO number that is associated with it. The PO number is written in the following format: PO#-LPU-SO#, where PO# is the system assigned purchase order number, LPU lets you know this is a local pickup line, and SO# is the sales order number this line was written on. 1. From the Sales Order Detail Screen, enter the Item Number. If you need to add an item not in your Item File, see Adding Items Not in Personal Item File for directions. 2. Enter the Quantity. 3. Press FK6 PURCHAS 4. Press FK6 LOC-PU. 5. Enter the Vendor Number (VENDOR) of the vendor the merchandise will be picked up from. If you do not know the Vendor Number, press FK5 ALPHA to perform a search. 6. Press ENTER or NL to accept the line. Once you total the order, the system will ask you if you want to perform maintenance to the purchase order. 7. The system will then prompt you to fax the order. Entering a PO Now NOTE: This option is not available if the order is a Future Order. Additionally if you have a purchase order now (PON) line on an order, you cannot change the order to a Future. A PO Now or Purchase Order Now allows the user to create a purchase order immediately for the order line, and it is faxed directly to the vendor. The pick ticket will show the item and list a PO number that is associated with it. The PO number is written in the following format: PO#-PON-SO#, where PO# is the system assigned purchase order number, PON lets you know this is a purchase order now line, and SO# is the sales order number this line was written on. 1. From the Sales Order Detail Screen, enter the Item Number. If you need to add an item not in your Item File, see Adding Items Not in Personal Item File for directions. 2. Enter the Quantity. 3. Press FK6 PURCHAS 4. Press FK7 PO-NOW. 126 Order/Quote Entry User's Guide Sales Order Entry 9.0

135 5. Enter the Vendor Number (VENDOR) of the vendor the merchandise will be supplied from. If you do not know the Vendor Number, press FK5 ALPHA to perform a search. 6. Press ENTER or NL to accept the line. 7. Once you total the order, the system will ask you if you want to perform maintenance to the purchase order. 8. The system will then prompt you to fax the order. Entering a Special Order Line NOTE: This option is not available if the order is a Future order, Ship & Bill, PO Now, Local Pickup, Interbranch Transfer or a Direct. Additionally if you have a special order line on an order, you cannot change the order to a Future, Ship & Bill, PO Now, Local Pickup, Interbranch Transfer or a Direct. A Special Order Line allows you to order a special quantity of a stocking item for a customer. Once you tag the item line as being special, the system will automatically backorder the quantity (even if you have enough in your current stock to fill the order), an exception record is written for the purchasing department and the line is labeled SPECIAL. The sales order information is hard-tied to the item in purchasing. This function treats stock items like a non-stock item in regards to purchasing. The purchasing department will procure the stock as if it was not in your inventory. NOTE: In order to use this feature, you must enter a 1 in the AVAIL field in the Warehouse Record (MBS160). 1. From the Sales Order Detail Screen, enter the Item Number. If you need to add an item not in your Item File, see Adding Items Not in Personal Item File for directions. 2. Enter the Quantity. 3. Press FK6 PURCHAS. 4. Press FK8 SPECIAL. 5. The system automatically backorders the quantity and marks the line as being special with SPECIAL written on the bottom border of the detail page. 6. Press ENTER or NL to accept the line. Entering a Direct Ship Line NOTE: This option is not available if the order is a Future Order. Additionally if you have a direct line on an order, you cannot change the order to a Future. A direct shipment order allows you to process an order whereby the request for an item is to be obtained directly from the vendor, with the vendor shipping the item directly to the customer. User's Guide Sales Order Entry 9.0 Order/Quote Entry 127

136 Direct shipment processing may be done where all items on the order are being requested to be shipped from the supplier(s) to the customer or by individual line item on the order. This section will discuss specific lines being direct shipments. NOTE: When you have a sales order with direct lines items, a new sales order will be created by vendor for the direct items. The original sales order will have a comment printed on it, referencing the new sales order number of the direct lines. The pick ticket will show the item and list a PO number that is associated with it. The PO number is written in the following format: PO#-DIR-SO#, where PO# is the system assigned purchase order number, DIR lets you know this is a direct order line, and SO# is the new sales order number this line was written on. 1. From the Sales Order Detail Screen, enter the Item Number. If you need to add an item not in your Item File, see Adding Items Not in Personal Item File for directions. 2. Enter the Quantity. 3. Press FK7 DIRECT. 4. Enter the Vendor Number (VENDOR) of the vendor the merchandise will be shipped from. If you do not know the Vendor Number, press FK5 ALPHA to perform a search. 5. Press ENTER or NL to accept the line. 6. Once you total the order, the system will ask you if you want to perform maintenance to the purchase order. 7. The system will then prompt you to fax the order. Entering a Ship & Bill NOTE: This option is not available if the order is a Future Order. Additionally if you have a ship & bill line (S&B) on an order, you cannot change the order to a Future. A Ship & Bill order line is where the customer requests an item that the branch entering the order is in short supply or stock out, and requests that another branch location fill and ship the order directly to the customer. A Ship & Bill order line is typically processed as a warehouse order, and does not have a unique order type associated with it. NOTE: When you have a sales order with ship & bill line items, a new sales order will be created for the supplying warehouse of the ship & bill items. The original sales order will have a comment printed on it, referencing the new sales order number of the ship & bill lines. 1. From the Sales Order Detail Screen, enter the Item Number. If you need to add an item not in your Item File, see Adding Items Not in Personal Item File for directions. 2. Enter the Quantity. 3. Press FK8 S&B. 128 Order/Quote Entry User's Guide Sales Order Entry 9.0

137 4. Enter the Supply Warehouse Number (SW-l1). 5. Enter the Receiving Warehouse Number (RW-12). 6. Press ENTER or NL to accept the line. Entering an IBT Line NOTE: This option is not available if the order is a Future Order. Additionally if you have an interbranch transfer line (IBT) on an order, you cannot change the order to a Future. An Inter-branch Transfer (IBT) order/quote allows you to process an order/quotation whereby the request for an item is to be obtained from another branch location, and shipped back to the requesting branch. IBT processing may be done where all items on the order are being requested from another branch, or by individual line items. This section will discuss specific lines being IBT's. The pick ticket will show the item and list a PO number that is associated with it. The PO number is written in the following format: PO#-IBT-SO#, where PO# is the system assigned purchase order number, IBT lets you know this is a interbranch transfer line, and SO# is the sales order number this line was written on. 1. From the Sales Order Detail Screen, enter the Item Number. If you need to add an item not in your Item File, see Adding Items Not in Personal Item File for directions. 2. Enter the Quantity. 3. Press FK9 IBT. 4. Enter the Receiving Warehouse Number (RW- 12). 5. Press ENTER or NL to accept the line. 6. To go Generate Internal Purchase Order from Order Entry (MBS045) to see additional information Generate Internal Purchase Order from Order Entry (MBS045) This program is generally run automatically once you create an IBT order or IBT line in sales order entry. Depending upon some switch combinations, you may have to run this program manually. This program will create a PO that the receiving warehouse (customer) can use to receive the goods in when sent from the ordering branch. After MBS045 is run, MBS008 and MBS060 must be run in the ordering and shipping warehouse to print the ordering warehouse's PO, and also the shipping warehouses pick ticket. 1. From the Array Master Menu, select 03 WAREHOUSE SHIPPING AND RECEIVING. 2. From the Warehouse Shipping and Receiving Menu, select 12 CREATE INTERBRANCH PICK TICKETS. User's Guide Sales Order Entry 9.0 Order/Quote Entry 129

138 Warehouse Shipping and Receiving Menu 3. Press 1 Enter Run Parameters. 4. Enter Warehouse Range. 5. Press 6 Select Print Queue. 6. Press 7 Run Program 7. You must now go run MBS008 and MBS060 to print the receiving warehouse's pick ticket and to print the ordering warehouse's purchase order. Pricing Service (formerly Trade Service or TSDB Database Item Adding Items Not in Personal Item File When adding an item from the Pricing Service Database, follow the directions for New Sales Order Entry. The directions are the same for both the Summary and Detail Entry. 1. Enter the item number that you want to add. 2. If you use both the Plumbing and Electrical database, you will be prompted to choose which database you want to use. If you are set to only use one database, you will not receive the prompt. 3. You will be transferred to the Item Master File Database screen. 130 Order/Quote Entry User's Guide Sales Order Entry 9.0

139 Item Master File Database Screen 4. If the item you are looking for is listed, type in the line number and press ENTER. 5. If the item is listed, there are two options available. FK2 RETURN - This brings you to the Item Search Screen, which allows you to check the Pricing Service Database FK5 SEARCH - Allows you to perform a more detailed search of your Item Database 6. Press FK2 to go to the Item Search Screen Item Search Screen 7. There are several function keys available on this screen. FK2 RETURN - Cancels out of the search screen User's Guide Sales Order Entry 9.0 Order/Quote Entry 131

140 FK3 TSDADD - Transfers you to the Pricing Service Database so that an item can be added from there. Depending upon the option set in MBS161, line 03 field TSD, this function key may not appear. FK5 ITEM - Allows you to search your item file by item number FK8 ADDITEM - Allows you to add a non-stock item See Adding Items Not in Personal Item File - Non-Stock Items for more details. 8. Press FK3 TSDADD. 9. If you use both the Plumbing and Electrical database, you will be prompted to choose which database you want to use. If you are setup to only use one database, you will not receive the prompt. 10. The Pricing Service Database will appear listing the closest match to the item number that was entered. Pricing Service Database Screen 11. There are several function keys available on this screen. FK2 RETURN - Exits the Pricing Service Database FK5 SEARCH - Allows you to search the Pricing Service Database FK2 RETURN - Exits the search mode FK5 ALPHA - Searches by alpha code FK6 DCI# - Searches by DCI number FK7 CATALOG - Searches by catalog number FK8 FINDIT - Keyword search that searches the entire Pricing Service Database 12. Enter the line number of the item you want, or perform a search to find the item. 132 Order/Quote Entry User's Guide Sales Order Entry 9.0

141 13. Once you have chosen an item, the item description screen will appear. Pricing Service Database Item Description Screen 14. There are several function keys available on this screen. FK1 OPTION - Allows you search the detail screens FK1 NEW-DCI - Allows you to enter a new DCI number FK2 RETURN - Exits the Pricing Service Database FK3 GETPREV - Allows you to see the previous pages FK4 GETNEXT - Allows you to see the next page FK5 SEARCH - Allows you to search the Pricing Service Database FK2 RETURN - Exits you out of the Pricing Service Database FK3 PASSBAK - Allows you to transfer the item from the Pricing Service Database onto your sales order FK5 SEARCH - Allows you to search the Pricing Service Database 15. If this is the item you were searching for, press FK3 PASSBAK. NOTE: A model must be present in your item file in order to bring this new item into your file. If a model does not exist, you will get the following message: ERR. MODEL NOT IN STOCK FILE 16. The item number and description will be transferred to your sales order. 17. Enter the Order Quantity. 18. Accept the unit cost, or enter a unit cost. 19. The extended cost will be calculated automatically. User's Guide Sales Order Entry 9.0 Order/Quote Entry 133

142 Non-Stock Item When adding a non-stock item, follow the directions for New Sales Order Entry. Summary Screen Entry 1. Enter the item number that you want to add. 2. If you use both the Plumbing and Electrical database, you will be prompted to choose which database you want to use. If you are setup to only use one database, you will not receive this prompt. 3. You will be transferred to the Item Master File Database screen. 4. If the item you are looking for is on that page, type in the line number and press ENTER. 5. If the item is not on this page, there are two options available. FK2 RETURN - This brings you to the Item Search Screen, which allows you to check the Pricing Service Database FK5 SEARCH - Allows you to perform a more detailed search of your Item Database 6. Press FK2 to go to the Item Search Screen 7. You will be transferred to the item search screen. 8. Press FK8 ADDITEM 9. The cursor is now positioned in the Description field with the default Non-Stock Model displayed. If this is correct, press ENTER. Otherwise enter the correct Non-Stock Model. 10. The cursor is still in the Description field. Type in the description of the new item. 11. Enter the Order Quantity. 12. Enter the Unit of Measure. 13. Enter the Unit Cost. 14. The system will calculate the extended cost. Detail Entry Screen 1. Press ESC to position your cursor under the C prompt. 2. Press FK3 NON-STK. 3. Enter the item number. 4. Enter the Non-Stock Model. 5. Enter the Description. 6. Enter the Order Quantity. 7. Enter the Unit of Measure. 8. Enter the Unit Cost. 9. The system will calculate the extended cost. 10. Press ENTER to accept this new item. 134 Order/Quote Entry User's Guide Sales Order Entry 9.0

143 Regular Pack & Holds Pack & Holds Pack & Hold order processing allows you to enter an order/quote that is to be staged and shipped complete, or in specific shipments to the customer. Inventory is affected through allocation/backorder quantities. The primary consideration is if the customer wants to receive items when the order is complete, including backordered items. You may start the order/quote as a regular order/quote and then change it to a pack & hold, or start the order/quote as a pack & hold. Changing a Regular Order Into a Pack & Hold Order 1. Enter your order as described in Entering a New Order, once you press FK3 TOTAL. 2. Select a print option, press FK4 PACK. 3. The screen now prompts CHANGE ORDER TO PACK & HOLD Y/N type Y. Entering a Pack & Hold Order Follow the directions for Entering a New Order, however be sure to choose the correct order type. 1. On the initial sales order screen press FK7 ORDERS. 2. Choose 3 PACK & HOLD 3. Complete order Regular Pack & Hold Workflow Below is the workflow for the pack & hold order types as listed in the P&H field of MBS160. N Entry of pack & hold orders with a P & H CNSL value of N will process the same way pack and holds do releases prior to 6.0C of the Array software. The initial release 0 ticket printed after the order is first totaled, and all backorder release tickets will print STAGING tickets for picking and holding of the items in your pack and hold area. Monitoring of these orders with the MBS238 pack and hold report will inform you when an order is complete and ready for shipment. When complete, the user will manually print out a CONSOLIDATED RELEASE TICKET on a release equal or greater than the order header s release #. This will have the effect of printing all items on the order. When you bill this ticket with MBS001, you will be prompted by the system to specify the type of billing you are going to do, either CONSOLIDATED or SPECIFIC. Specify CONSOLIDATED because you will be billing the whole order. NOTE: By design it is intended that the billing person use the pick ticket to determine the type of billing CONSOLIDATED OR SPECIFIC, and that is the main reason this information is so predominant on the printed pack & hold pick tickets. If a customer wants a partial shipment before the order is complete, please see below area listed PARTIAL SHIPMENTS for suggested procedures. Y The procedure for this type of pack and hold is the same as it would be for type N pack and holds, but for one difference. When the order is completed as a result of receiving, not only does a final staging ticket prints out but a User's Guide Sales Order Entry 9.0 Order/Quote Entry 135

144 CONSOLIDATED pick ticket automatically prints out right behind it. You can then use the staging ticket to pull the final item from the warehouse for the order, bring it to the pack and hold area, bundle the final item with the rest of the order, pack it and ship it. The CONSOLIDATED pick ticket that automatically printed can then be used to bill the order WITHOUT THE NEED FOR YOU TO MANUALLY PRINT IT OUT! This eliminates the need to use MBS238 as the basis for determining if these orders are completed and ready to go. When you bill this ticket with MBS001, you will be prompted by the system to specify the type of billing you are going to do, either CONSOLIDATED or SPECIFIC. Specify CONSOLIDATED because you will be billing the whole order. NOTE: By design it is intended that the billing person use the pick ticket to determine the type of billing CONSOLIDATED OR SPECIFIC, and that is the main reason this information is so predominant on the printed pack & hold pick tickets. If a customer wants a partial shipment before the order is complete, please see below area listed PARTIAL SHIPMENTS for suggested procedures. S Type S would be for Distribution Centers with no separate pack & hold bin locations. This type of pack and hold order will not print a pick ticket unless all items on the order are allocated and the order is complete. This is a ship complete pack and hold. If during initial entry of the order, all items are allocated, a CONSOLIDATED pick ticket will print, as the order is ready for shipping and billing. If there are backorders on the order, there will be no print until the order is completed. The system will verify during receipt and backorder processing with MBS206/089 and MBS008 if the order is complete. When finally complete, the order will print out a CONSOLIDATED pick ticket for picking and billing. If the order is on credit hold, you will receive your credit hold ticket at that time. When you bill this ticket with MBS001, you will be prompted by the system to specify the type of billing you are going to do, either CONSOLIDATED or SPECIFIC. Specify CONSOLIDATED because you will be billing the whole order. NOTE: By design it is intended that the billing person use the pick ticket to determine the type of billing CONSOLIDATED OR SPECIFIC, and that is the main reason this information is so predominant on the printed pack & hold pick tickets. If a customer wants a partial shipment before the order is complete, please see below area listed PARTIAL SHIPMENTS for suggested procedures. M Type M pack & hold orders would be for showroom intensive warehouses. This type of pack and hold will work similar to the way S types work. An M type order will not print out an initial pick ticket UNLESS all items are allocated OR the total dollar value of all allocations on release 0 are equal or greater to the dollar value specified in the MIN field in MBS160 described previously. In the event that a release 0 ticket fails to meet initial pick ticket print requirements, all items on release 0 will be moved to release 1, the next release the system will allocate goods to with MBS206/089. This is so they can be evaluated on that release along with any new items received and allocated to release 1 to determine if a ticket should print out at that time. If all items are allocated at the 136 Order/Quote Entry User's Guide Sales Order Entry 9.0

145 initial print point, a SPECIFIC ticket will print out on release 0. This will be used to pick/bill the order. If the ticket prints not because all the items are allocated and the order is complete, but because the total dollar value of all allocations is equal or greater than the MIN value, then a SPECIFIC release 0 ticket will print out. This will be used to pick and bill all the items that meet the dollar requirements set up in MBS160. If not complete after the first ticket print, the system will verify during receipt and backorder processing with MBS206/089 and MBS008 if the order is complete OR has hit the minimum dollar value again. If complete, a SPECIFIC ticket will print out, if due to hitting the minimum dollar value again, a SPECIFIC ticket will print out. This will continue until the order is complete. If the order is on credit hold, you will receive your credit hold tickets at the time of printing. When you bill this ticket with MBS001, you will be prompted by the system to specify the type of billing you are going to do, either CONSOLIDATED or SPECIFIC. Specify CONSOLIDATED or SPECIFIC based upon the info provided on the pick ticket you have. NOTE: By design it is intended that the billing person use the pick ticket to determine the type of billing CONSOLIDATED OR SPECIFIC, and that is the main reason this information is so predominant on the printed PACK & HOLD pick tickets. Types of Pick Tickets There are three types of pick tickets that can be created because of a pack & hold. STAGING This type of ticket will print with PACK AND HOLD verbiage in the SHIP TO ADDRESS area. This ticket is basically an internal document used to pull items from your regular inventory and place them in a pack and hold area for future shipping when the order is complete. CONSOLIDATED TICKET This type of ticket will print with the proper ship to information, and will also print the comment CONSOLIDATED PACK AND HOLD ORDER READY FOR SHIPMENT in the detail line area of the ticket. Previous to 6.0c, this would have been a release 0 ticket, now it can be any release. The detail lines on this ticket will be for all items with allocations associated with the release specified and any previous open release numbers. As an example printing a consolidated release 3 ticket will print a ticket with all allocations for releases 3, 2, 1 and zero for billing. SPECIFIC RELEASE TICKET This type of ticket will print with the proper ship to information, and will also print the comment SPECIFIC RELEASE PACK AND HOLD ORDER READY FOR SHIPMENT in the detail line area of the ticket. The detail lines on this ticket will be for all items with allocations associated with this release ONLY. Printing a specific release 3 ticket will print a ticket with allocations for release 3 only, the same way regular warehouse orders work. Please see the Printing Order/Quotes section for detailed information on how to print the pick tickets. User's Guide Sales Order Entry 9.0 Order/Quote Entry 137

146 Billing and Receiving for Regular Pack & Holds With Array s handling of Pack and Holds, the processing of Pack and Hold orders would occur normally as outlined previously depending on the order s P&H CNSL switch. If however the customer calls with the inevitable GIVE ME WHAT YOU GOT request, you can simply re-print a pick ticket, pick and fill the order, and then bill that order REGARDLESS OF THE P&H-CNSL VALUE ON THE ORDER. USING CONSOLIDATED REPRINTS TO PARTIAL BILL - If you have items scattered on releases 0,1,2,3,4, simply print out a CONSOLIDATED RELEASE 4 ticket. It will show you all items on releases 0 thru 4 ready to pick and bill. When you bill that order, you will need to make sure you answer the question CONSOLIDATED or SPECIFIC to match the pick ticket, in this case CONSOLIDATED. That s all the intervention you need. USING SPECIFIC REPRINTS TO PARTIAL BILL - If you only wanted release 3, re-print a SPECIFIC release 3 ticket and bill that accordingly. When you bill that order, you will need to make sure you answer the question CONSOLIDATED or SPECIFIC to match the pick ticket, in this case SPECIFIC. Regardless of the print/billing option you choose, the other items on the order will be ready to CONSOLIDATE bill again when you are! If you accidentally re-print a consolidated ticket and meant to print out a specific ticket, simply discard the ticket! Since Billing and printing work independently, the system does no manipulation to item releases when you print a ticket that would have to be UNDONE manually by you in the event you accidentally choose the wrong option. In billing, if you select the wrong option, simply cancel the invoicing, before totaling the order and re-process the billing selecting the proper CONSOLIDATED/SPECIFIC option from the pick ticket. BILLING CREDIT CHECKS - When billing a specific release, credit checking will occur on the specific release # you are requesting to bill, however if you are billing a consolidated ticket, the system will check ALL releases associated with that consolidated ticket. If any release is on credit hold, you will not be able to bill that consolidated group until the release(s) on hold are removed from credit hold. In our above example, when billing release 0,1,2,3 &4 as a consolidated release 4 ticket, if any combination or specific release of 4,3,2,1 or 0 were on credit hold, you would not be able to bill the consolidated order. Cash Sale Pack & Holds You may start the order/quote as a cash sale order/quote and then change it to a cash pack & hold, or start the order/quote as a cash sale pack & hold. Changing a Cash Sale Order Into a Pack & Hold Order 1. Enter your order as described in Entering a New Order, once you press FK3 TOTAL, the printing options screen will appear. 2. Press FK2 PAGE. 3. Press FK7 PACK. 4. The screen now prompts CHANGE ORDER TO PACK & HOLD Y/N type Y. 138 Order/Quote Entry User's Guide Sales Order Entry 9.0

147 Entering a Cash Pack & Hold Order Follow the directions for Entering a New Order, however be sure to choose the correct order type. 1. On the initial sales order screen press FK7 ORDERS. 2. Choose 9 CASH PACK & HOLD 3. Complete order Cash Pack & Hold Workflow Below is the workflow for the cash sale pack & hold order types as listed in the CP&H field of MBS160. N Print staging pack and hold tickets (initially and as a result of backorder releasing.) User must manually print the consolidated ticket for shipping/billing. Y Same as N above however the system will automatically print a consolidated release pick ticket in addition to a staging ticket when the last backorder has been allocated with MBS206/089 and printed with MBS008. S Will only print the consolidated (final) ticket with all items on it when the last backorder has been allocated with MBS206/089 and printed with MBS008. Printing Considerations Initial Entry During initial entry of a cash sale pack and hold, if the customer does not take all allocated material, and the P&H CNSL switch in the order s header is a Y or N, it is assumed that you are using a staging area for pack and hold orders, and as a result, 2 tickets will print out. One will be for your warehouse crew to use to stage the allocated but unshipped material. This will print at your default pack and hold print queue for the warehouse in question. Quality record will show Staging ticket print. Will not print if all allocations are shipped, or entire order is backordered, ONLY if any allocations are NOT shipped. The 2 nd ticket will print at your default cash or overridden print queue and will be a ship ticket for your customer. Quality record will show Specific release ticket print. If order is complete, will show CONSOLIDATED ticket print. NOTE: Because of the staging process, during initial entry of a cash sale pack and hold, you will not be able to do a NOPRINT, and MUST SELECT PRINT NOW. Reprinting When reprinting in order maintenance you will be prompted for release and type of ticket to reprint. When reprinting in MBS008, you must use the pack and hold print option and then select the type of ticket and release to reprint. Type of ticket you reprint will be reflected in the Quality record created. User's Guide Sales Order Entry 9.0 Order/Quote Entry 139

148 Billing and Receiving for Cash Pack & Holds As backorders are received, the cash backorder tickets will print out the same way they do now. In instances where staging or consolidated tickets would also need to print out as per the descriptions above on the CP&H switch on the order s header, they will print out as well, much like they do now for standard pack and hold orders. Types of tickets printed automatically by the system will be reflected in the quality records created during the print. Billing for cash pack and hold orders will follow the standard cash sale billing process. You will need to set ship values based upon the quantities you wish to bill. This will not be done automatically, nor will billing ask you for the type of cash pack & hold you are billing (consolidated or specific). Billing will not ask you for consolidated or specific release you wish to bill, but instead will bill what has been SHIPPED based upon that value at the time of billing. Quality Records New quality records need to be added in MBS370 to accommodate the definition of type of print for standard and cash sale pack and holds that appear in the quality system when a pack and hold or cash sale pack and hold ticket prints. Please add the following records to MBS370: SO 9016 P&H STAGING TICKET PRINTED SO 9017 P&H SPECIFIC TICKET PRINTED SO 9018 P&H CONSOLIDATED PRINTED SO 9081 B/O P&H STAGING TICKET PRINTED SO 9082 B/O P&H SPECIFIC TICKET PRINTD SO 9083 B/O P&H CONSOL TICKET PRINTED Future Orders The concept of future orders is to allow the entry of orders whose items shouldn't effect the current inventory/purchasing cycle until they need to be ordered. Future orders must be regular warehouse orders, not directs, etc., and an entire order must be future not just certain items on the order. The future option will only work well when used with allocate up to available. In order to use future orders, there are several fields in MBS160 that must be set up. They are: DAYS, MULT, STK-DD, T&P-DD, ALLPT, and AVAIL. All the fields are located on line 10 of the Warehouse Parameter Record (MBS160). These fields are discussed in detail in the control files section of this manual. To mark an order as a future order, you must put the due date in the header of the order beyond the number of days in the FUT-DD switch of MBS160, and the FUTURE switch in the header of the sales order should be marked with a "Y". Procedures For Handling Of Future Orders Either Before Or After Activation To move the date of print or activation for an order simply move the order's due date forward. Items already activated will remain activated, but the print point will move further into the future. Non-activated items will process as normal. 140 Order/Quote Entry User's Guide Sales Order Entry 9.0

149 To de-activate items that have already activated but keep the order a future, after activate and before print use order header field 33 labeled FUTURE to set the switch from a "Y" to an "N". You will be asked if you wish to turn off the future option for the order. Respond YES. All activated items will now reset as regular order lines on a regular nonfuture order. Then go into the due date in the header and change the due date to make the order a future again using your new activation date. The lines will then reset to future lines pending the new activation and print points. RGA Entry/Cash Credit Entry Returned Goods Authorizations (RGA) are handled one of two ways. They can be entered on a regular sale with the quantity showing as a negative number, or the entire order can be a return by using either RGA or Cash Credit as the order or quote type. NOTE: If the original sale was a cash sale, you must select Cash Credit for the return. If the type of sale was anything other than a cash sale, you must select RGA for the return. Entering an RGA/Cash Credit 1. From the Array Master Menu, select 01 INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 01 SALES ORDER ENTRY. 3. This will enter you into a blank Sales Order Entry screen. 4. There are several function keys available on this screen. FK1 Q-ORDER - This will allow you to create a sales order from an existing quote. This is a Job Control feature. FK2 EXIT - Allows you to exit out of Sales Order Entry FK3 MODE - Allows you to change from entering a new order to maintenance of an existing order FK4 INFO - Once a customer number is entered, allows you to see the information from the Customer Master Record. These fields are informational only. You are unable to modify this information. FK5 SEARCH - Allows you to search for a customer number FK6 INQUIRY - Allows the user to examine, and if OE User Parameters allow, retrieve a previously entered order/quote for maintenance. FK7 ORDERS - Allows you to select the type of order you want to enter 1. WAREHOUSE 2. DIRECT 3. PACK&HOLD User's Guide Sales Order Entry 9.0 Order/Quote Entry 141

150 4. INTERNAL 5. CASH SALE 6. RGA 7. CASH CREDIT 8. CASH DIRECT FK8 QUOTES - Allows you to select the type of quote you want to enter FK9 CONST - Allows you to make changes to certain constants linked to the order or quote FK10 EDI - This allows user to automatically process incoming EDI orders from customers. After keying-in EDI filename, the system will retrieve a previously prepared EDI file and "automatically" key-in the EDI sales order with little or no intervention. FK11 S&B - Allows the user to implement a Ship & Bill order. It first allows the user to change the WAREHOUSE # to ship from. In essence, it creates a regular Sales Order, but posts it to another branch for shipping. MBS132 contains options to determine who will receive credit (which branch and salesman) for the sale as well as how backorders should be handled. 5. Press FK7 to choose the type of order or quote you want to make. Choose 6 RGA or 7 CASH CREDIT. 6. Enter the Customer Number (CUSTOMER). If you do not know the customer number, press FK5 to perform a search. 7. Enter the Ship-to Number (SHIP-TO) if necessary. 8. In some cases a "break through" comment may appear. You must press FK3 ACCEPT so that you may continue. 9. Enter the Customer's Purchase Order Number (PO#) and release number, if needed. Entry in this field may be mandatory, depending upon the option selected in MBS Depending upon the option selected in MBS160, field ASSIGN, the Order Number will be filled in by the system. If it is not, enter the Order Number. 11. If this is a cash credit, you will be prompted to enter the Cash Drawer and the Inside Salesman name. 12. Depending upon the parameters set in MBS100, field SP, you may have to enter special data such as employee data or work order number and MAN number. 13. Depending upon the parameters set in MBS161, field GIV, you may have to enter the Order Given By information. 14. Depending upon the parameters set in MBS161, field SHP, you may have to verify the Ship-to Information. 15. Depending upon the parameters set in MBS161, field PTAX, you may have to Verify the Tax Code information. 16. Depending upon the parameters set in MBS161, field LL, you may have to enter if you want order and line labels printed. 142 Order/Quote Entry User's Guide Sales Order Entry 9.0

151 17. Depending upon the parameters set in MBS132, field AR-AVAIL, the screen now shows the customer information and credit limit (AVAILABLE). 18. There are several function keys available on this screen. NL or ENTER - Accepts information and brings you to the Summary screen FK4 ORD TYP - Allows you to change the order type. By pressing this key, you will notice the Order type title changing at the top of your screen. Keep pressing this key until the desired order type appears. FK5 MODCUST - Allows you to modify the Customer information. FK6 HEADING - Transfers you to the sales order header FK7 COMMENT - Transfer you to Order Comment Maintenance (MBS245), so that you enter an internal comment FK8 BKORDER - This makes every item on the order a backorder, regardless of availability FK9 SPECIAL - Used for special customers who require their forms to be used for orders FK10 GIVEN - Brings in the Special Order Data screen so that it may be modified 19. Press FK6 to check the header to make sure there are not any errors. Correct any errors. This step may be skipped if you know all of the information is correct. See Sales Order Entry Header Field Descriptions for definitions of the fields. 20. Press FK2 RETURN to get back to the Sales Order screen. 21. Press ENTER or NL to continue. 22. You are now at the Sales Order Entry Summary screen. 23. There are several function keys available on this screen. FK1 DETAIL - Transfers you to the sales order detail screen FK2 CANCEL - Cancels the sales order without saving it FK3 TOTAL - Totals the sales order FK4 LIST - Relists the items on the order from the beginning FK5 ALPHA - Allows you to perform a search for items FK8 HEADER - Transfers you to the sales order header FK7 MOD - Allows you to modify the order if user parameters set up in MBS161 allow this FK8 DEL - Allows you to delete a line if user parameters set up in MBS161 allow this FK9 STOCK - Transfers you to Stock Status Inquiry FK10 REFRESH - Redraws the screen. You will be returned to the first page. If you have access to see costs and profit User's Guide Sales Order Entry 9.0 Order/Quote Entry 143

152 exceptions, the screen will also display the total cost, sale and profit percent for the order. FK11 ADJ/PRC - Validates the price on an entered item. It verifies that what is on the sales order is what appears on contracts, deals, or regular pricing columns, and recalculates for quantity breaks on assortment pricing items. This is also done when you press FK3 to total. 24. Enter the item number if known. If you do not know the item number, press FK5 ALPHA to perform an item search. NOTE: The maximum number of lines on a sales order or quote is You will be transferred to the detail screen automatically if your parameters are set to track returns in MBS432, field TRACK RETURNS. 26. If the item you entered is supported by i2 and the DCI number is listed in the item record, then an URL will appear to the left of the total line. You may click on the URL with your mouse to open your Internet browser and see the i2 published industry information and/or the image of the item. NOTE: You must be using a PC as a terminal and your company must be connected to the Internet for the image link to work. 27. The cursor is positioned at the Quantity field (QTY-01). Enter the Quantity. NOTE: Do not enter as a negative number. Quantity should be positive. 28. If the Return Tracking option is set, the cursor is positioned at the Original Invoice field, press FK5 to perform a search. A. The Save Invoice Inquiry search screen will display. B. Select the invoice number that the item was originally on. C. A copy of the invoice for that item will be displayed. D. Press FK2 EXIT. E. The system will now ask, "DO YOU WANT TO TAKE THIS INVOICE ITEM? (Y/N)". Enter selection. F. The Invoice Number is now displayed on the detail screen. G. Press ENTER to accept. 29. Depending upon the parameters set, you may be prompted to add a reason code for the return. 30. Add the Reason Code if known. If you do not know the Reason Code, press FK5 to perform a search. NOTE: The return item's reason code can be printed on the pick ticket. This requires customization of the pick ticket program, which is billable. Contact Prophet 21 Array Technical Services for more information. 144 Order/Quote Entry User's Guide Sales Order Entry 9.0

153 32. There are several function keys and functions available on this screen. FK1 RETURN - Brings you back to the Summary screen FK2 CANCEL - Cancels the entry of this item FK3 STOCK - Transfers you to Stock Status Inquiry to check availability FK4 BACKORD - Toggles the item allocation between Allocate (ALLOC) and Backorder (BO) FK5 INVOICE - Transfers you to the Save Invoice Inquiry FK6 PON Allows you to perform a purchase order now FK7 DEFECT - Marks the item as defective. FK10 HLD - Toggles the line on and off hold FK11 PAG Displays additional function keys FK1 RETURN Exits back to the previous screen FK2 CANCEL Cancels the entry of the item FK4 REASON Allows you to add a reason code for the item FK11 PAG Shows the first set of function keys FK12 PRICE - Shows the price and cost source for this customer and item 33. There are several functions available at the C prompt. You must press ESC to access the C prompt, and this must be done prior to entering an item number for that line. This step is not required if you are not entering any of these special types of items or comments. FK1 RETURN - Exits out of the C prompt FK2 STOCK - Tells the system that you are entering a Stock item FK3 NSTOCK - Allows you enter a Non-stock item. See Non- Stock Items for details FK4 LOT - Allows you enter a Lot Price item. See Lot Pricing for details. FK5 FREE - Tells the system you are entering a free item. Enter the Item Number and Quantity. The system will price the item at $0.00 and include the cost of the free item in the overall order balance. FK6 MISCCHG - Allows you to enter a miscellaneous charge to the order. Enter the Miscellaneous Charge code if known, or press FK5 to search for it. FK7 ITEMCOM - Allows you to enter a comment to a specific item line. These comments can be canned or original. Press FK5 to enter a canned comment, otherwise press ENTER to move your cursor under DESCRIPTION, and start typing. You may enter up to 4 lines of 30 characters. FK8 ORDCOM - Allows you to enter a comment to the entire order. These comments can be canned or original. Press FK5 to User's Guide Sales Order Entry 9.0 Order/Quote Entry 145

154 enter a canned comment, otherwise press ENTER to move your cursor under DESCRIPTION, and start typing. You may enter up to 4 lines of 30 characters. 34. Enter the next item to be returned. 35. Once you have finished adding all items to be returned, press FK3 TOTAL to total the sales order. 36. Depending upon the parameters set in MBS100, field SP, you may have to verify the work order number and MAN number. 37. If prompted, enter the shipping instructions. 38. If prompted, enter the Signed For information. 39. If this is an RGA, go to step 40. If this is a Cash Credit order go to step 42 to continue. Cash Credit quotes go to step 40 to continue. 40. The printing options screen will now appear. 41. Select a print option, or cancel the order. There are several function keys available to accomplish this. FK1 NOW - Total and print the pick ticket now at the default printer FK2 TPW This is the Paperless Warehouse key. Depending upon options set, this function key may not appear. FK3 ORD-ACK Allows you to fax or print an acknowledgement of the order FK2 CANCEL - Exits out of the acknowledgement screen FK3 FAX-ACK - Faxes an acknowledgement FK4 PRT-ACK - Prints an acknowledgement FK3 CALL - Route the pick ticket to a different printer NOTE: The FK3 key that appears will depend upon the options selected in MBS160. FK4 PACK - Changes the order type to a pack & hold for "ship complete" orders. The pick ticket may be routed to a different printer other than the default, depending upon the options set in MBSl60. FK5 BILLING - This will allow you to determine when the pick ticket will print, now or later, and then transfer you directly into Billing (MBS00l). FK1 PICK/TK - Prints the pick ticket immediately, then transfers you to billing FK3 INVOICE Prints the invoice, then transfers you to Billing (MBS001) FK5 NOPRINT - Sends the pick ticket to a print queue to be printed later. The printing of pick tickets in the future is not automatic; it must be user initiated by program MBS008, then transfers you to Billing. 146 Order/Quote Entry User's Guide Sales Order Entry 9.0

155 FK8 RETURN - Exits out of the Billing options, back to the original print options. FK6 RELHOLD - This is used to release credit holds. If you are permitted to release credit holds, once you press FK6 to release, you must then press either FK1 or FK8 to print now or later. FK7 COMMENT - Transfers you to Comment Maintenance so that internal comments may be reviewed or added. FK8 LATER - Sends the pick ticket to a print queue to be printed later. The printing of pick tickets in the future is not automatic; it must be user initiated by program MBS008. FK9 TRANSFER - Allows you to transfer a sales order into a quote, or a quote into a sales order. See Transferring a Quote to an Order at the end of this chapter for more details. FK10 CANCEL - Allows you to cancel the order. Once you press FKl0, you will be prompted to press ESC to delete the entire order or press ENTER or NL to re-enter the item entry screen. If you reenter items, you must re-total the order to print. 42. If this is a cash sale, the Shipping/Grand Total Screen will appear. 43. There are several function keys available on this screen. FK1 NOW - Totals the order and sends the pick ticket to the printer immediately FK2 SETSHIP - Allows you to determine how many items will be shipped from the allocated amount FK2 RETURN - Exits from the shipping screen FK3 SHPZERO - Tells the system not to ship any items FK4 SHPALOC - Tells the system to ship the entire allocated amount FK3 RELIST - Relists the order from the first item FK4 NXTLIST - Shows the next consecutive page of the order FK5 NOPRINT - Totals the order and sends the pick ticket to the print queue to print later FK6 TRANSFER - Transfers an order to a quote or a quote to an order FK7 MAINT - Brings you back to the order to perform maintenance on it FK8 BILLING - If you are authorized, allows you to bill the order FK9 PAYMENT - Transfers you to the payment screen to accept payment FK10 MER - Shows the merchandise profit and tax amounts for the order FK11 ACK - Allows you to fax or print an acknowledgement of the order FK2 CANCEL - Exits out of the acknowledgement screen User's Guide Sales Order Entry 9.0 Order/Quote Entry 147

156 FK3 FAX-AC K - Faxes an acknowledgement FK4 PRT-ACK - Prints an acknowledgement 44. Press FK9 to accept payment. The Payment screen will appear. 45. There are several function keys available on this screen. FK2 CANCEL - Exits out of the payment screen FK5 ALPHA - Allows you to perform a search for miscellaneous charges FK7 CRD NO - Allows you to enter a credit card payment FK10 DRAWER - Opens the cash drawer when the sale is complete 46. Enter the payment code. If you do not know the payment code, press FK5 ALPHA to perform a search. 47. Depending upon the method of payment you may be asked to enter the credit card number and expiration number. 48. Enter the amount tendered. 49. Accept the change amount. 50. There are several function keys now available. FK2 CANCEL - Cancels the payment just entered FK3 ACCEPT - Accepts the payment just entered FK4 REENTER - Allows you to re-enter the payment FK5 TENDER - Allows you to change the amount tendered FK10 DRAWER - Opens the cash drawer 51. When the payment is correct, press FK3 to accept. 52. You are now brought back to the Shipping/Grand total screen. The function keys are the same as discussed in step 38, however FK6 is now MOD-DEP. This will allow you to modify the deposit amount entered on the payment screen. Adding an Order Comment Order Comment Maintenance (MBS245) Order Comment Maintenance allows you to add internal comments to an order. That is, the comments do not print on anything that may go to the customer. You may access this program either directly from the sales order, or from the Sales Order Entry Menu. 1. From the Array Master Menu, select 0l INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 03 ORDER COMMENTS. 3. There are several function keys available on this screen. 148 Order/Quote Entry User's Guide Sales Order Entry 9.0

157 FK2 RETURN - Exits out of Order Comments FK4 GETNEXT - Shows the next comment record FK5 ALPHA - Allows you to search for orders that have comments FK6 ADD - Allows you to add comments to orders FK7 MODIFY - Allows you to modify existing comments FK8 DELETE - Allows you to delete comments FK9 INQUIRY - Allows you to look at order comments without changing them 4. Press FK6 ADD. 5. Enter the Sales Order that you want to add comments to (ORDERNO). You must know the sales order number, as there is not a search capability in the Add mode unless that order already had comments attached to it. 6. Enter through the Page Number (PAGE). 7. You may default your comments to a similar order by entering the order number in the default field (DEFAULT ORDERNO). If there is not a default, press ENTER. 8. The Order Comments Maintenance screen will appear. Order Comments Maintenance Screen 9. Type in your comments. You have up to 6 lines of text. You MUST press ENTER at the end of each line. 10. Once you have finished with you comments, you now have several function keys available. FK3 ADD - Accepts the notes that were just entered FK6 LINE - Allows you to enter a line number to edit a line FK8 CANCEL - Cancels the comment without saving it User's Guide Sales Order Entry 9.0 Order/Quote Entry 149

158 11. If the comment is correct, press FK3 ADD. Transferring an Universal Quote Transferring a Quote to a Sales Order Array offers two "types" of quotes. There are the standard order type quotes (i.e. cash, warehouse, etc.) and the Universal Quote. To transfer a standard quote, press FK9 TRANSFER at the print screen and Array will automatically transfer the quote into the same type of sale that the quote was. Complete the transaction as you normally would for a sales order. The procedure for transferring a Universal quote is slightly different. 1. Once you entered your quote as discussed in Entering a New Sales Order, and you press FK3 TOTAL to total the quote, you will be at the Printing screen. Sales Order Entry Quote Printing Options Screen 2. There are several function keys available. FK1 NOW - Total and print the quote now FK5 FAX - Fax the quote now FK7 COMMENT - Transfers you to Order Comment Maintenance (MBS245), so that you can add internal comments FK8 LATER - Total and send the quote to be printed later FK9 TRANSFER - Transfers the quote to an order. FK10 CANCEL - Cancels out of the quote 3. Press FK9 TRANSFER to transfer the quote into an order. 4. The Universal Quote Transfer screen will appear. 150 Order/Quote Entry User's Guide Sales Order Entry 9.0

159 Universal Quote Transfer Screen 5. Enter the Customer Number for this quote, press ENTER 6. Enter the Ship-to or Job Number (SHIPTO/JOB) for this order, press ENTER. 7. Select the Order Type, press ENTER. 1-WAREHOUSE 2-DIRECT 3-PACK/HOLD 4-INTERNAL 5-CASH 6-RGA 7-CASH CREDIT 8-CASH DIRECT 9-SHIP & BILL 8. Press FK3 to total the order. 9. Select your print option to complete. User's Guide Sales Order Entry 9.0 Order/Quote Entry 151

160

161 Maintaining Orders/Quotes Overview The functionality of Sales Order Maintenance is the same as adding a new sales order, with some minor differences. Prerequisites Chapter Topics Order/Quote Maintenance Release Maintenance Copy Quote User's Guide Sales Order Entry 9.0 Maintaining Orders/Quotes 153

162 Order/Quote Maintenance All types of Sales Orders are maintenanced in this program. The functionality of performing maintenance to a sales order is the same as adding a new sales order, with only some minor differences. 1. From the Array Master Menu, select 0l INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 0l SALES ORDER ENTRY. 3. This will enter you into a blank Sales Order Entry screen. 4. There are several function keys available on this screen. FK1 Q-ORDER - This will allow you to create a sales order from an existing quote. This is a Job Control feature. FK2 EXIT - Allows you to exit out of Sales Order Entry FK3 MODE - Allows you to change from entering a new order to performing maintenance to an existing order FK4 INFO - Once a customer number is entered, allows you to see the information from the Customer Master Record. These fields are informational only. You are unable to modify this information. FK5 SEARCH - Allows you to search for a customer number FK6 INQUIRY - Allows the user to examine, and if OE User Parameters allow, retrieve a previously entered order/quote for maintenance. FK7 ORDERS - Allows you to select the type of order you want to maintain FK8 QUOTES - Allows you to select the type of quote you want to maintain FK9 CONST - Allows you to make changes to certain constants linked to the order or quote FK10 EDI - This allows user to automatically process incoming EDI orders from customers. After keying-in EDI filename, the system will retrieve a previously prepared EDI file and "automatically" key-in the EDI sales order with little or no intervention. FK11 S&B - Allows the user to implement a Ship & Bill order. It first allows the user to change the WAREHOUSE # to ship from. In essence, it creates a regular Sales Order, but posts it to another branch for shipping. MBS132 contains options to determine who will receive credit (which branch and salesman) for the sale as well as how backorders should be handled. See SB-SLM and SB-OPT in MBS132 System Processing Parameters for setup. NOTE: If the switch in MBS161, line 04, field S&B is set to an "N", then the FK11 S&B function key will not be available. 154 Maintaining Orders/Quotes User's Guide Sales Order Entry 9.0

163 5. Press FK7 or FK8 to choose the type of order or quote you want to maintenance. If you do not choose a type of order or quote, the system will default to whichever type of sale that was set up in MBS Press FK3 to change the mode from New Order to Maintenance. 7. Enter the Order Number (ORDER). If you do not know the order number, see Order/Quote Inquiry for instructions. 8. Answer any prompts the system may give you. 9. The screen now shows the customer information and available credit limit. Sales Order Entry Maintenance Screen with Customer Information 10. There are several function keys available on this screen. NL or ENTER - Accepts information and brings you to the Summary screen FK5 COMMENT - Allows you to enter an order comment (MBS245) FK6 HEADING - Transfers you to the sales order header FK7 SPECIAL - Used for special customers who require their forms to be used for orders FK8 RELHOLD - Allows you to release the order from Credit Hold if user parameters allow FK9 TRANSFER Allows you to transfer a quote to an order. See Transferring a Quote to a Sales Order in the Order/Quote Entry chapter for details. 11. Press ENTER or NL to continue. 12. You are now at the Sales Order Entry Maintenance Summary screen. User's Guide Sales Order Entry 9.0 Maintaining Orders/Quotes 155

164 Sales Order Entry Maintenance Summary Screen 13. There are several function keys available on this screen. FK1 DETAIL - Transfers you to the sales order detail screen FK2 CANCEL - Cancels the sales order without saving it. This will delete the order. FK3 TOTAL - Totals the sales order FK4 LIST - Relists the items on the order from the beginning FK5 SEARCH - Allows you to perform a search for items FK6 HEADER - Transfers you to the sales order header FK7 MOD - Allows you to modify the order FK2 RETURN - Exits out of the modify mode FK4 RE-SEQ Allows you to move lines around on the order FK5 ADJ/ORD - Allows you to adjust the amount of the sales dollars or the profit percent FK6 RANGE - Allows you to enter a range of lines that need to be modified FK7 LINE - Allows you to enter a line number to be modified FK8 DEL - Allows you to delete a line if you were given permission in MBS161 FK9 STOCK - Transfers you to Stock Status Inquiry FK10 REFRESH - Redraws the screen. You will be returned to the first page. If you have access to see costs and profit exceptions, the screen will also display the total cost, sale and profit percent for the order. FK11 ADJ/PRC - Validates the price on an entered item. It verifies that what is on the sales order is what appears on contracts, 156 Maintaining Orders/Quotes User's Guide Sales Order Entry 9.0

165 deals, or regular pricing columns, and recalculates for quantity breaks on assortment pricing items. This is also done when you press FK3 to total. 14. You may now add items, make corrections to any existing lines, or delete existing lines. If you are adding items, see Entering a New Sales Order for details, specifically the Summary Entry Screen and Detail Entry Screen directions. NOTE: If any of the lines that were present on the sales order were PON's, LPU's, Ship & Bills, or Direct Lines and you want to change the type, you cannot change it. You MUST delete the line and re-enter it. NOTE: If you add an item to an existing sales order and make that item a PO NOW, the current date will be used for the due date and order date for the item. This prevents distortions in an item's lead time. 15. Once your order is complete, press FK3 TOTAL to complete the order. 16. Depending upon options selected while maintaining the order, you may be asked to select a printer. 17. If you have cut wire items on the order and you choose to reprint the ticket, you will receive the following message at the bottom of the screen: CUT WIRE ITEMS EXIST. PRINT TIX & CUT NOTICE=B, JUST TIX=T, JUST NOTICE=C 18. Choose the cut wire print option. Where is release maintenance performed? Release Maintenance Release maintenance is used to control how orders are shipped. It is also used to be sure that you do not double bill an order. Release maintenance is performed in the sales order detail screen using lines 15, 16, 17, 18, fields RL and ALLOC. Field RL is the release number, and field ALLOC is the allocation amount associated with the release. Where on the order are release numbers found? There are two areas of an order where release numbers are found. Header to the right of the order number. This is the next release to be used to allocate material on this order. User's Guide Sales Order Entry 9.0 Maintaining Orders/Quotes 157

166 Item Detail lines 15, 16, 17, 18. These are the fields in which the release allocations reside on. When you enter a new order, you only see the header release, and it should always be Maintaining Orders/Quotes User's Guide Sales Order Entry 9.0

167 What controls the release numbers on an order? Initial Entry When you enter a new order there is no place to modify the release number in the detail lines of the order. The release number in the header will always be 00 on a new order, until you total an order (non-cash). Then it moves to Release 1. Once the initial order is totalled and printed and you decide to add items, the release number on the header will increase by 1 once you total the order. Maintenance of an Order In the item detail screen, you are able to modify lines 15, 16, 17, 18 (release and allocated). If you add items to an order via maintenance prior to billing the order, the new items will have release 00 in the detail screen even though the header is release 01. This allows the addition of items for inclusion in the Release 00 billing after initial totalling. If you add items to the order after billing, the new items will be release 01. Billing The system will only allow you to bill a release number once. If the billing is for the header s release number, the system will automatically increase the header release by 1 on the order (in order not to re-use a completed release number on the open orders) the next time you perform maintenance to the order. Backorder Receipts When items are backordered on an order and the material arrives from the vendor, you receive the material and you process either MBS089 (On Demand Release of B/O Pick Ticket) or MBS206 (Auto B/O Release from Receipts). This will create a backorder pick ticket using the header release number. When that release is printed, the header release will increase by 1 to prevent reuse of a completed release number. If an item is allocated by MBS206/MBS089 and print does not occur, additional backorders received and allocated will go to the same release and be printed together once print occurs. Why perform release maintenance? Release maintenance is performed so that you can control how the order is shipped. Order Lines are Grouped and Shipped Together You can modify the release number in the detail screen to control what items are to be shipped and billed together. Order Line by Order Line Maintenance This can work for your or give you more work than you want. If you think about how you want the order shipped and billed up front, it can help you out. You can set up multiple releases a head of time User's Guide Sales Order Entry 9.0 Maintaining Orders/Quotes 159

168 Examples: You have a 10 line order and you decide you only want to ship and bill 1 line. Line 1 is on release 00 of the order. Now you decide to bill the other 9 items, you need to go into each item and modify the release number. OR Simply modify line 1 to be on a different release from the other 9 lines and just bill line 1. Job or Project Type Orders You are able to control each line to be released either by job or project by assigning a specific release number. Release Maintenance for Cash Sales Most of what applies to regular orders, also applies to cash sales, but in cash sales you have more options to work with. Initial Order When you are entering the initial cash sale order, lines 15, 16, 17, 18 (Release and Allocated) are visible in the detail screen. However, you are not able to access these fields. You must perform the release maintenance when you total the order. Totalling the Order After totalling the cash sales order, you are able to modify the Shipped Quantity, Allocated Quantity, and the Backorder Quantity. These fields affect the release numbers for the order. Maintenance Mode In the maintenance mode of a cash sale, if you modify lines 15, 16, 17 or 18 and then you total and print the ticket, the system will ask you to enter the release number that you want to print or press ESC to No Print. 160 Maintaining Orders/Quotes User's Guide Sales Order Entry 9.0

169 Who can perform release maintenance? Users that have the REL-MNT fiield in MBS161 set to Y have the ability to perform release maintenance. Typically inside salespeople. Copy Quote You have the ability to copy an existing quote to the same customer or to another customer. 1. From the Array Master Menu, select 0l INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 0l SALES ORDER ENTRY. 3. This will enter you into a blank Sales Order Entry screen 4. There are several function keys available on this screen. FK1 Q-ORDER - This will allow you to create a sales order from an existing quote. This is a Job Control feature. FK2 EXIT - Allows you to exit out of Sales Order Entry FK3 MODE - Allows you to change from entering a new order to performing maintenance to an existing order FK4 INFO - Once a customer number is entered, allows you to see the information from the Customer Master Record. These fields are informational only. You are unable to modify this information. FK5 SEARCH - Allows you to search for a customer number FK6 INQUIRY - Allows the user to examine, and if OE User Parameters allow, retrieve a previously entered order/quote for maintenance. User's Guide Sales Order Entry 9.0 Maintaining Orders/Quotes 161

170 FK7 ORDERS - Allows you to select the type of order you want to enter FK8 QUOTES - Allows you to select the type of quote you want to enter FK9 CONST - Allows you to make changes to certain constants linked to the order or quote FK10 EDI - This allows user to automatically process incoming EDI orders from customers. After keying-in EDI filename, the system will retrieve a previously prepared EDI file and automatically" key-in the EDI sales order with little or no intervention. FK11 S&B - Allows the user to implement a Ship & Bill order. It first allows the user to change the WAREHOUSE # to ship from. In essence, it creates a regular Sales Order, but posts it to another branch for shipping. MBS132 contains options to determine who will receive credit (which branch and salesman) for the sale as well as how backorders should be handled. See SB-SLM and SB-OPT in MBS132 System Processing Parameters for setup. NOTE: If the switch in MBS161, line 04, field S&B is set to an "N", then the FK11 S&B function key will not be available. 5. Press FK8 to choose the type quote you want to maintenance. If you do not choose a type of order or quote, the system will default to whichever type of sale that was set up in MBS Press FK3 to change the mode from New Order to Maintenance. 7. Enter the Order Number (ORDER). If you do not know the order number, see Order/Quote Inquiry for instructions. 8. Answer any prompts the system may give you. 9. The screen now shows the customer information and available credit limit. Sales Order Entry Quote Maintenance Screen with Customer Information 162 Maintaining Orders/Quotes User's Guide Sales Order Entry 9.0

171 10. There are several function keys available on this screen. NL or ENTER - Accepts information and brings you to the Summary screen FK4 COPY QU - Allows you to copy an existing quote to the same customer or another customer FK5 COMMENT - Allows you to enter an order comment (MBS245) FK6 HEADING - Transfers you to the sales order header FK7 SPECIAL - Used for special customers who require their forms to be used for orders FK8 RELHOLD - Allows you to release the order from Credit Hold if user parameters allow FK9 TRANSFER - Allows you to transfer the quote to an order. See Transferring a Quote to a Sales Order in the Order/Quote Entry chapter for details. 11. Press FK4 COPY QU. 12. You are now at the Sales Order Entry Summary screen. 13. Enter the Customer Number that you want to copy to. 14. Enter the Ship-to information that you want to copy to. 15. Enter the PO Number that you want to copy to. 16. The system will now ask you to enter a function key to hold prices, reprice all or system generated prices. Choose a function key. FK2 HOLD - Prices will be the same as the original quote you are copying from FK5 REP-ALL - Allows you to manually re-price all items FK8 REP-SYS - Tells the system to re-price the items to the system price 17. Once you choose a function key from step 16, additional function keys will appear. FK1 DETAIL - Transfers you to the sales order detail screen FK2 CANCEL - Cancels the sales order without saving it. This will delete the entire order FK3 TOTAL - Totals the sales order FK4 LIST - Relists the items on the order from the beginning FK5 SEARCH - Allows you to perform a search for items FK6 HEADER - Transfers you to the sales order header FK7 MOD - Allows you to modify the order FK2 RETURN - Exits out of the modify mode FK4 RE-SEQ - Allows you to move lines around on the order FK5 ADJ/ORD - Allows you to adjust the amount of the sales dollars or the profit percent User's Guide Sales Order Entry 9.0 Maintaining Orders/Quotes 163

172 FK6 RANGE - Allows you to enter a range of lines that need to be modified FK7 LINE - Allows you to enter a line number to be modified FK8 DEL - Allows you to delete a line FK9 STOCK - Transfers you to Stock Status Inquiry FK10 REFRESH - Redraws the screen. You will be returned to the first page. If you have access to see costs and profit exceptions, the screen will also display the total cost, sale and profit percent for the order. FK11 ADJ/PRC - Validates the price on an entered item. It verifies that what is on the sales order is what appears on contracts, deals, or regular pricing columns, and recalculates for quantity breaks on assortment pricing items. This is also done when you press FK3 to total. 18. You may now add items, make corrections to any existing lines, or delete existing lines. If you are adding items, see Entering a New Sales Order for details, specifically the Summary Entry Screen and Detail Entry Screen directions. NOTE: If any of the lines that were present on the sales order were PON's, LPU's, Ship & Bills, or Direct Lines and you want to change the type, you cannot change it. You MUST delete the line and re-enter it. 19. Once your order is complete, press FK3 TOTAL to complete the order. 20. Select your quote/print option. 164 Maintaining Orders/Quotes User's Guide Sales Order Entry 9.0

173 Supporting Programs Overview Prerequisites Chapter Topics Quick Quote Entry (MBS802) Customer Comments Maintenance (MBS354) Quality System Maintenance (MBS373) Contact Maintenance (MBS438) User's Guide Sales Order Entry 9.0 Supporting Programs 165

174 Entering a Quick Quote Quick Quote Entry (MBS802) Quick Quotes are intended to allow the operator to quickly find a customer, the item asked for by the customer, and simply display the customer's price and availability of the item. This is used when the customer is shopping prices and the quote does not need to be stored for processing at a later time. 1. From the Array Master Menu, select 0l INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 02 QUICK QUOTE ENTRY. 3. Enter the Warehouse Number (WHSE). 4. Enter the Customer Number (CUSTNO) if known. If you do not know the customer number, start typing in what you think it is and a search screen will pop up. 5. Enter the Ship-To information if applicable. 6. The Quick Quote Entry screen will appear. Quick Quote Entry Screen 7. The cursor is positioned to enter the item number. Enter the Item Number (ITEM) if known. If the item number is not known, press FK5 to perform a search, or start typing the item number and the search will appear. 8. The item information will appear on the bottom of the screen. See Quick Quote Entry Field Descriptions for definitions. 166 Supporting Programs User's Guide Sales Order Entry 9.0

175 Quick Quote Entry Screen with Item Information 9. There are several function keys available. FK2 RETURN - Exits out of the item. Allows you to enter another item number for this customer. FK5 PASTINV - Transfers you to the Save Invoice Inquiry FK6 NOTE PAD - Transfers you to the Sales Notepad (MBS421) FK11 Displays the markup percent of the item. This key is not displayed. FK12 Displays the gross margin of the item. This key is not displayed. 10. Press FK2 to exit out of the program. NOTE: After exiting out of the program, there is not a record of the transaction. Quick Quote Entry Field Descriptions BILLING The customer's billing address. SHIP-TO The customer's shipping address. PHONE Customer's phone number. PRICE COL. The pricing column for this customer. CREDIT LIMIT The customer's credit limit. User's Guide Sales Order Entry 9.0 Supporting Programs 167

176 FAX The customer's fax number. CONTRACT 1 The contract for this customer, if any. A/R BALANCE The current AR balance for this customer. SLSM The salesman for this customer. OE COMMENT Any order comments for this customer. ITEM The item number. DESC The item's description. TYPE The type of item. S = Stock item T = Temporary item P = Permanent item U/M Unit of measure. E = Each C = Hundreds M = Thousand QTY Used for the price break down on how much an item costs if sold up to "X" amount. SELL The selling price for the item if "X" amount is sold. STOCK Stock information about this item. AVAIL The amount of the item that is available for sale ON-HAND The on-hand balance of this item ON-ORDER Quantity of this item already on order with the vendor 168 Supporting Programs User's Guide Sales Order Entry 9.0

177 ON B/O Quantity of this item on backorder SOURCE This is how the price was calculated. DISC GRP This is the discount group used for calculating price. Customer Comments Maintenance (MBS354) Customer comments are breakthrough comments that will interrupt you during the entry of an order or quote. 1. From the Array Master Menu, select 0l INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 04 CUSTOMER COMMENTS. 3. This will bring you to the next screen, in which you have several options. FK2 RETURN - Exits from the program FK3 GETPREV - Brings up the previous comment FK4 GETNEXT - Shows the next comment FK5 ALPHA - Allows you to perform a search by existing comments, or by customer alpha code FK6 ADD - Allows you to add a comment FK7 MODIFY - Allows you to modify an existing comment FK8 DELETE - Allows you to delete an existing comment FK9 INQUIRY - Allows you to view the comments without altering them 4. Press FK6 ADD to add a comment. 5. Enter the Customer Number (CUSTOMER) if known. If you do not know the customer number, press FK5 to perform a search. 6. Enter the Job (JOB) if applicable. 7. If you are modeling this comment after an existing comment, enter the default customer number and job number. If you are not copying a comment, press ENTER through the fields. 8. The Customer Comments Maintenance screen will appear. User's Guide Sales Order Entry 9.0 Supporting Programs 169

178 Customer Comments Maintenance Screen 9. The cursor is positioned to enter the Switch Code (SWTICH). This determines how and if a comment is to breakthrough in order/quote entry. P = Permanent, never breakthrough. This is used mainly as a default message. Go to step 13 to continue. T = Temporary breakthrough. This is a one-time breakthrough. It will interrupt the first person to access this customer asking for a specific task. It will not breakthrough anymore after the first time. In order to see the comment in SOE, MBS161 line 06 field COMM must be set to Y. Go to step 13 to continue. B = Permanent breakthrough. This message will breakthrough every time an order is placed for this customer. In order to see the comment in SOE, MBS161 line 06 field COMM must be set to Y. Go to step 13 to continue. W = Allows comments to print on various forms. This will only be available as long as the switch in MBS432, line 05 field PICK- TKT CUST COMMENTS equals Y. Go to step 10 to continue. 10. If you entered a switch code of W, the following screen will appear. 170 Supporting Programs User's Guide Sales Order Entry 9.0

179 Customer Comment Maintenance Screen with "W" Switch Code 11. Position your cursor under the form that you would like to print comments on. PTK - Printed Pick Ticket QUOTE - Printed and Faxed Quote forms INVOICE - Printed and Faxed Invoices STATEMENT - Printed Statements TPW-PACK-LIST - TPW Packing List document ORD-ACK - Printed and Faxed Order Acknowledgment form 12. Select where you would like the comments to appear on the form. N - Do not print this comment on this type of form. T - Print the comment on this type of form... at the top. B - Print the comment on this type of form... at the bottom. 13. You now have ten lines that you can type your comments on. This is not a word processor; you must press ENTER at the end of every line. 14. Once you have completed your comment, there are several function keys available. FK3 ADD - Accepts the comment that you just created FK6 LINE - Allows you to enter a line number to edit the information that you just added FK8 CANCEL - Cancels the comment just entered without saving it 15. Press FK3 to save the comment. User's Guide Sales Order Entry 9.0 Supporting Programs 171

180 Quality System Maintenance (MBS373) This program allows the user to enter an unusual Quality Event into the system. (System Generated events such as Totaling an Order and Releasing a Credit Hold are automatically added to the system). 1. From the Array Master Menu, select 0l INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 05 QUALITY SYSTEM MAINTENANCE. 3. This will bring you to the next screen, in which you have several options. FK2 RETURN - Exits from the program FK5 ALPHA - Allows you to perform an alpha search at any point of the entry. If you know the Sub-system, but not the order number, it will show all orders for that sub-system. If you know the Sub-system and the Order Number, but nothing else, it will show all the events for that order, etc. FK6 ADD - Allows you to add an event FK7 MODIFY - Allows you to modify an existing event FK8 DELETE - Allows you to delete an existing event FK9 INQUIRY - Allows you to view an event without altering it FK12 HELP - Transfers you to the Array online help 4. The program automatically defaults to the add mode. If you are not adding an event, press a function key to perform another function. This series of directions will be for adding an event. 5. Enter the Sub-System (SUB-SYSTEM). If you do not know the subsystem number, press FK5 to perform a search. For sales order entry, it is SO. 6. Enter the Order (ORDER). If you do not know the order number, press FK5 to perform a search. 7. Enter the Release Number (REL). 8. The Quality Event Entry screen will appear. 172 Supporting Programs User's Guide Sales Order Entry 9.0

181 Quality Event Entry Screen 9. Fill in the appropriate fields. 10. Once you have entered all the information, you have several function keys to choose from. FK3 ADD - Accept the added event. FK5 ALPHA - Allows you to perform an event search for line number 2 and 7. FK6 LINE - If you need to go back and alter information that you entered, this allows you to choose a line. FK8 CANCEL - You may cancel this entry without saving it FK12 HELP - Switches you to on-line help in Array 11. Press FK3 ADD once you are finished to accept the event. The data elements contained in the Quality Event Entry and an explanation of each is as follows: Line 01 (MBS373) SUB-SYSTEM Sub-system code. Example: SO = Sales Order Subsystem Line 02 (MBS373) EVENT CODE Code for this event. Press FK5 to perform a search. Line 03 (MBS373) EMPLOYEE ID Employee ID. This is usually the salesman number. USER User ID. User's Guide Sales Order Entry 9.0 Supporting Programs 173

182 Line 04 (MBS373) ORDER/REL NO Order and Release Number. CUST# Customer Number and Name (linked to Order #). Line 05 (MBS373) DATE Date of event. Defaults from the system, but it can be changed. Line 06 (MBS373) TIME Time of event. Defaults from the system, but it can be changed. Line 07 (MBS373) REASON/ERROR Reason Code. Press FK5 to perform a search. Line 08 (MBS373) COMMENT/ACTION User-entered comment line. Adding Contact Information Contact Maintenance (MBS438) Contact maintenance allows you to enter contact information for both customers and vendors. The information contained within this record includes phone numbers, fax numbers, beeper number, address, and web site information. 1. From the Array Master Menu, select 01 INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 06 CONTACT MAINTENANCE. 3. You will now be in the Contact Maintenance screen. There are several function keys available on this screen. FK2 RETURN - Return to the previous screen. FK3 GETPREV - Go to the previous record. FK4 GETNEXT - Go to the next record. FK5 ALPHA - Allows you to do an alpha search for contact names. FK2 RETURN Exits out of the search mode FK3 CONTACT Allows you to search by contact name FK4 COMPANY Allows you to search by company FK6 ADD - This allows a new contact to be added. FK7 MODIFY - This allows an existing contact to be modified. 174 Supporting Programs User's Guide Sales Order Entry 9.0

183 FK8 DELETE - This allows an existing contact to be deleted. FK9 INQUIRY - Allows you to look at the contact record without changing it. FK12 HELP - Transfers you to the Array on-line help. 4. Press FK6 ADD to add the contact information. 5. Enter the Contact name, press ENTER. 6. Enter the Type, press ENTER C = Customer V = Vendor 7. Enter the Company. This is the customer number. 8. Enter through the default field, unless there is a record you want to base this on. If so enter the contact, type, and customer number for that record. 9. Press ENTER until the contact fields appear. Contact Maintenance Screen 10. Fill in appropriate information. 11. Once you have entered the information, you have several function keys to choose from. FK3 ADD - This will add the information to the Contact file. FK6 LINE - This will allow you to change or modify information on a specific line. FK8 CANCEL - This will allow you to cancel the information you just entered. FK12 HELP - This will transfer you to the Array on-line help. 12. Press FK3 to add and save this information. User's Guide Sales Order Entry 9.0 Supporting Programs 175

184 Header (MBS438) 13. Repeat these steps as many times as necessary for as many contacts that you need to add. The data elements contained in the Contact Maintenance Record and an explanation of each is as follows: The following information is displayed only, and it is derived from either the Customer Record or the Vendor Record depending on the type entered. COMPANY NAME/ADDRESS The customer's name and address information. PHONE The customer's main phone number. FAX The customer's main fax number. Line 01 (MBS438) CONTACT NAME The name of the contact person. Line 02 (MBS438) PHONE1: The first phone number for that person. EXT: The extension for the phone number just entered. DESC1: A description of the phone number. Line 03 (MBS438) PHONE2: The second phone number for that person. EXT: The extension for the phone number just entered. DESC2: A description of the phone number. Line 04 (MBS438) PHONE3: The third phone number for that person. EXT: The extension for the phone number just entered. DESC3: A description of the phone number. 176 Supporting Programs User's Guide Sales Order Entry 9.0

185 Line 05 (MBS438) NIGHT PHONE: The phone number where this person can be reached after business hours. EXT: The extension for that phone number. Line 06 (MBS438) FAX #: The fax number for this contact. Line 07 (MBS438) BEEPER: The beeper number for this contact. Line 08 (MBS438) The address for this contact. Line 09 (MBS438) WEB SITE: The web address for this person or company. User's Guide Sales Order Entry 9.0 Supporting Programs 177

186

187 Printing Orders/Quotes Overview There are two programs that are needed in order to print orders or quotes. The PTK program is set up for each client, and the Order/Picking Ticket Print program (MBS008). We set up PTK, and there is nothing that must be done by you for this program. Prerequisites Chapter Topics Order/Picking Ticket Print (MBS008) User's Guide Sales Order Entry 9.0 Printing Orders/Quotes 179

188 Order/Picking Ticket Print (MBS008) This program is used to print those sales orders and quotes that you chose to print later. This program can be run at anytime during the day, and is usually part of your dayend jobstream. Pick tickets can now print the reason codes that were entered in the Sales Order Detail screen. i.e. the reason codes entered for returned items (RGA) can be printed on the pick ticket. NOTE: Custom programming must be performed to your pick ticket program to have the reason codes print. This is billable. Contact your Prophet 21 Array account representative for more information. 1. From the Array Master Menu, select 03 WAREHOUSE SHIPPING AND RECEIVING. 2. From the Warehouse Shipping and Receiving menu, select 13 ORDER/BACKORDER/QUOTE PRINT. 3. Press 1 Enter Run Parameters. 4. Enter Parameters. A. Select Order Print 1. Today's Orders - Prints those orders that were entered today. Go to step B to continue. 2. Order File - May select any order from the order or quote file to print. Go to step I to continue. B. Select Type Option 1. Orders 2. Backorders 3. TPW Packing Lists C. Select Print Option 1. Print All - This will print for all warehouses. Go to step E to continue. 2. Print Whse Range - This will print for the selected warehouse range. Go to step D to continue. D. Enter the Warehouse Range. E. Paperless Warehouse Option 1. Print To Printer 2. Send To Paperless Warehouse F. Select Printed Option 1. Print Never Printed Before 2. Print Printed Before G. Select Direct Option 1. Include Direct Orders 2. Exclude Direct Orders 180 Printing Orders/Quotes User's Guide Sales Order Entry 9.0

189 H. Go to Step 5 to continue. I. Select Type Option 1. Orders Go to step K to continue 2. Quotations Go to step K to continue 3. Pack&Hold Go to step J to continue 4. TPW Packing Lists Go to step K to continue J. Select Pack & Hold Print Option 1. Print Specific Release 2. Print Complete Ticket 3. Last Change Notification 4. Staging Ticket K. Enter the Warehouse Number. L. Enter the Order Number. M. Enter the Release Number. This option is not available for the Pack & Hold Last Change Notification. N. Select Cut Wire Reprint Option This only appears if this is a cut wire order 1. Reprint Just The Pick Ticket 2. Reprint Just The Cut Notice 3. Reprint Both O. Go to step Q to continue. P. Paperless Warehouse Option. This option is not available for Quotations and the Pack & Hold Last Change Notification. 1. Print To Printer 2. Send To Paperless Warehouse NOTE: If you are printing a pack & hold change notification, you will not have to perform steps M & P. Q. The system will prompt ESC LAST ORDER / NL TO ENTER MORE ORDERS. Press ESC if this is the last order, or ENTER to print additional orders. 5. Press 6 to Select Print Queue. 6. Press 7 Run Program. 7. If you pressed NL or ENTER in step N, you will be prompted to enter additional order numbers. 8. Once you have finished adding all order numbers, press ESC. User's Guide Sales Order Entry 9.0 Printing Orders/Quotes 181

190

191 Inquiries Overview Prerequisites Chapter Topics Order/Quote Inquiry (MBS013) Hold Order Inquiry (MBS029) Stock Status Inquiry (MBS147) Save Invoice Inquiry (MBS023) Transaction Audit (MBS066) Sales Order Status Inquiry (MBS323) Quality System Inquiry (MBS374) Sales Notepad (MBS421) Cash Drawer Transaction Inquiry (MBS347) User's Guide Sales Order Entry 9.0 Inquiries 183

192 Order/Quote Inquiry (MBS013) The Order/Quote Inquiry is used to inquire into those sales orders that have not been billed yet. The Order/Quote Inquiry has most of the same functionality as Sales Order Entry, but you are only able to view the orders/quotes. 1. From the Array Master Menu, select 01 INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 07 ORDER/QUOTE INQUIRY. 3. You are now at the Order Inquiry screen. Order Inquiry Screen 4. There are several function keys available on this screen. FK2 RETURN - Exits out of Order/Quote Entry FK3 NEWOPT - Allows you to choose the either the order or quote files, and allows you to choose different ways to search FK5 ALPHA - Allows you to perform a search for orders 5. Enter the Order Number (ORDER) if known, or search by pressing FK3 or FK5. NOTE: If you need to enter a Release Number (REL), press the tab key after you key in the sales order number. 6. The Order Inquiry Summary screen will appear with the order information. 184 Inquiries User's Guide Sales Order Entry 9.0

193 Order Inquiry Summary Screen 7. There are several function keys available on this screen. FK1 MERCH - Shows the merchandise profit and tax amounts for the order FK2 RETURN - Exits out of the program FK3 RESTART - Relists the order from the beginning FK4 NXTORDR - Shows the next sales order FK5 QUAL - Transfers you to Quality/Order Tracking Inquiry (MBS374) FK6 HEADER - Transfers you to the header screen All function keys are the same as on the detail screen except: FK5 GIVEN This key only appears once you press FK6 Header and will show the Given By information FK7 SPECIAL This key only appears once you press FK6 Header and the special switch in the order header is set to M. This shows the Work Order Data information FK7 NXTDET - If there is more than one page of detail, it displays the next page FK8 COMMENT - Transfers you to Order Comment Maintenance (MBS245) FK9 ADR - Allows you to see the Shipping address, billing address, contact information, or signed for information FK2 RETURN - Returns you to the original summary screen FK7 SIGNED - Shows Signed By name FK8 CONTACT - Transfers you to Contact Maintenance (MBS438) FK9 SHIP TO - Shows shipping address User's Guide Sales Order Entry 9.0 Inquiries 185

194 FK10 BILL TO - Shows billing address FK10 PAD - Transfers you to the Sales Notepad (MBS421) FK11 INV - Transfers you to the Save Invoice Inquiry (MBS023) FK12 ACK - Allows you to fax or print the sales order acknowledgement FK2 CANCEL - Exits out of the acknowledgement screen FK3 FAX-ACK - Faxes an acknowledgement FK4 PRT-ACK - Prints an acknowledgement FK1 Print queue set up in MBS160 FK2 Print queue set up in MBS160 FK3 Print queue set up in MBS160 If this is a ship & bill order the following function keys are available. FK3 SHIPWHS Prints the acknowledgement to the shipping warehouse default print queue FK4 ORDRWHS Prints the acknowledgement to the ordering warehouse default print queue 8. Enter a line number to see the detail information for an item. 9. The Order Inquiry Detail screen will appear. The fields are the same as discussed in New Order Entry. See Sales Order Detail Screen Field Descriptions for definitions. Order Inquiry Detail Screen 10. There are several function keys available on this screen. FK2 RETURN - Exits out of this inquiry FK3 RESTART - Brings you back to the summary screen for this order 186 Inquiries User's Guide Sales Order Entry 9.0

195 FK4 GETNEXT - Shows the detail of the next item FK5 ORDSTAT Transfers you to Sales Order Status (MBS323) FK7 PRICE - Shows how the price and cost was figured FK8 COMMENT - Transfers you to Order Comment Maintenance (MBS245) Hold Order Inquiry (MBS029) The Hold Order Inquiry allows you to look at specific orders that are being held by the system due to credit exceptions, profit exceptions, or management holds. 1. From the Array Master Menu, select 01 INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 08 HOLD ORDER INQUIRY. 3. You are now at the Order Hold Inquiry screen. Order Hold Inquiry Screen 4. There are several function keys available on this screen. FK2 RETURN - Exits out of Inquiry FK3 OPTION - Allows you print a hard copy of the report. See the Reports chapter for further details. FK5 ALPHA - Allows you to perform a search for orders 5. Enter the Order Number (ORDER) if known, or search by pressing FK5. NOTE: If you need to enter a Release Number (REL), press the tab key after you key in the sales order number. User's Guide Sales Order Entry 9.0 Inquiries 187

196 6. When you press FK5 to search by order number, the search screen will appear. Order Hold Inquiry Search Screen 7. A listing of all orders on hold will be displayed. A ticket on Credit Hold will have an asterisk (*) under CRD A ticket on Profit Exception will have an asterisk (*) under INV A ticket on Manual Hold will have an asterisk (*) under MAN If there is a comment in Comment Maintenance, an asterisk (*) will display under MSG 8. The Order Hold Inquiry Summary screen will appear with the order information. Along the border underneath the customer information, the words CREDIT, and/or EXCEPTION will appear depending on the type of hold. The example below is on both Credit Hold and Profit Exception. 188 Inquiries User's Guide Sales Order Entry 9.0

197 Order Hold Inquiry Summary Screen 9. There are several function keys available on this screen. FK2 RETURN - Exits out of the program FK3 RESTART - Relists the order from the beginning FK4 RELEASE - Releases the order from hold FK5 GIVEN - Shows the given information from the order FK6 HEADER - Transfers you to the header screen FK7 NXTDET - If there is more than one page of detail, it displays the next page FK8 COMMENT - Transfers you to Order Comment Maintenance (MBS245) FK9 ADDRESS - Allows you to see the shipping address, billing address, contact information, or signed for information FK2 RETURN - Returns you to the original summary screen FK7 SIGNED - Shows Signed By name FK8 CONTACT - Transfers you to Contact Maintenance (MBS438) FK9 SHIP TO - Shows shipping address FK10 BILL TO - Shows billing address FK10 NOTEPAD - Transfers you to the Sales Notepad (MBS421) 10. Enter a line number to see the detail information for an item. 11. The Order Hold Inquiry Detail screen will appear. The fields are the same as discussed in New Order Entry. See Sales Order Detail Screen Field Descriptions for definitions. User's Guide Sales Order Entry 9.0 Inquiries 189

198 Order Hold Inquiry Detail Screen 12. There are several function keys available on this screen. FK2 RETURN - Exits out of this inquiry FK3 RESTART - Brings you back to the summary screen for this order FK4 GETNEXT - Shows the detail of the next item FK5 ORDSTAT - Transfers you to Order Status Inquiry (MBS323) FK7 PRICE - Shows how the price and cost was figured FK8 COMMENT - Transfers you to Order Comment Maintenance (MBS245) Stock Status Inquiry (MBS147) The Stock Status Inquiry will allow you to examine the status of each item in each warehouse. This inquiry will show you the quantity available, backordered, on order, intransit from other branches, and allocated. 1. From the Array Master Menu, select 0l INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 09 STOCK STATUS INQUIRY. 3. You will now be in the Stock Status Inquiry screen. 190 Inquiries User's Guide Sales Order Entry 9.0

199 Stock Status Inquiry Screen 4. There are several function keys available on this screen. FK2 RETURN - Return to the previous screen. FK3 GETPREV - Allows you to see the previous item FK4 GETNEXT - Allows you to see the next item. FK5 ALPHA - Allows you to do an alpha search for items. FK2 RETURN - Exits out of the search mode. FK3 ALPHA - Allows you to search by the item's alpha code FK4 DCI# - Allows you to search by DCI number FK5 ITEM - Allows you to search by the item number FK6 FINDIVR - Performs a keyword search on the entire item file. You then have the ability to narrow the search criteria. FK7 FINDIER Searches by extended description lines 5. Enter the item number if known. If you do not know the item number, perform a search using FK5 ALPHA. 6. Enter the Warehouse Number, press ENTER. 7. The Stock Status Inquiry screen will appear. See Stock Status Inquiry (Single Warehouse) Field Descriptions for definitions. User's Guide Sales Order Entry 9.0 Inquiries 191

200 Stock Status Inquiry (Single Warehouse) Screen 8. There are several function keys available for both the Single Warehouse and All Warehouses. FK1 ONE WHS - Shows only the shipping warehouse FK2 RETURN - Exits out of the inquiry FK3 SUB - Displays all substitutes for this item FK4 ALL WHS - Displays all warehouses FK5 SELECT - Allows you to select options at various points in the process. Initially, it allows you to select a new item for review. After displaying all warehouses, you can use FK5 to select a warehouse from which to get this item. FK6 WHS MOD - Takes you to Warehouse File Inquiry if the User Parameter (MBS161) line 03 field SS-FM equals Y. FK7 ONORDR - This will take you to the Purchase Order Inquiry to determine all open PO's that have included this item and the PO's with substitutes. To look at a specific PO in detail, select the line number of the desired PO. FK8 BACKORD - Transfers you to Sales Order Inquiry, which lists all open orders with this item. The Sales Order Inquiry screen shows backorder quantities/allocated quantities. To look at a specific order in detail, select the line number of the desired order. FK9 ALL CO - This function key is used if your company is set up as a true multi-company. It will display all warehouses across company boundaries. FK10 KIT or REELS or SERIAL - Depending upon the type of item being displayed, this function key may or may not be available. 192 Inquiries User's Guide Sales Order Entry 9.0

201 KIT - All items that make up the kit will be displayed. It will list the quantity contained in component items to complete a kit. REELS - Transfers you to Reel Control Maintenance (MBS694) SERIAL - Displays all available serial numbers for the item FK11 TRNSAUD or TA Transfers you to Transaction Audit (MBS066) 9. If you want to see the stock status for all warehouses, enter 99 at the warehouse number or press FK4 ALLWHS. 10. The Stock Status Inquiry (All Warehouses) screen will appear. See Stock Status Inquiry (All Warehouses) Field Descriptions for definitions. Stock Status Inquiry (All Warehouses) Screen Stock Status Inquiry (Single Warehouse) Field Descriptions LI The screen's line number. WH Warehouse number. SW If the item is supplied by another warehouse, the supplying warehouse number will be listed here. AVAIL The available amount of the material that is available to sell. This is not the On Hand Balance. User's Guide Sales Order Entry 9.0 Inquiries 193

202 ON-HAND The total amount of material on hand. Some of this material may be allocated and shipped, but not yet billed. ALLOCAT The amount that has been allocated to customer's orders, but not yet billed. BACKORD The amount of material backordered for customers. INTRANS The amount of material that is intransit from another branch ON-ORDR The amount of material on order from the manufacturer or from another branch. BIN-LOCATION The item's primary bin location. MULTI-BIN This field, if displayed, is the secondary locations of the item QUANTITY The amount of material in the secondary bin locations. Stock Status Inquiry (All Warehouses) Field Descriptions CO Company number. WH Warehouse number. SW Supplying warehouse number. AVAIL The available amount of the material that is available to sell. This is not the On Hand Balance. ON-HAND The total amount of material on hand. Some of this material may be allocated and shipped, but not yet billed. ALLOCAT The amount that has been allocated to customer's orders, but not yet billed. DIRECT The quantity required for direct shipment orders. INTRANS The amount of material that is intransit from another branch 194 Inquiries User's Guide Sales Order Entry 9.0

203 ON-ORDR The amount of material on order from the manufacturer or from another branch. AVG-USAGE The average monthly usage. This is a six month average. Save Invoice Inquiry (MBS023) The Save Invoice Inquiry allows you to review a specific customer invoice from the Save Invoice File. 1. From the Array Master Menu, select 0l INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 11 SAVE INVOICE INQUIRY. 3. You are now at the Save Invoice Inquiry screen. Save Invoice Inquiry Screen 4. There are several function keys available on this screen. FK2 RETURN - Exits out of the screen FK5 SEARCH - Allows you to perform a search for invoices FK2 RETURN - Exits out of the search FK3 INVOICE - Allows you to search by invoice number FK5 CUSTINV - Allows you to search by Customer Number and then by Invoice Number FK6 CUSTPO - Allows you to search by Customer Number and then by PO Number User's Guide Sales Order Entry 9.0 Inquiries 195

204 FK7 CUS/ITM - Allows you to search by Item Number and then Customer Number FK8 INVDATE - Allows you to search by Invoice Date FK9 NXT MTH - Allows you to search Next Month Invoices FK10 ARCHC/I - Allows you to search Archived Invoices only 5. Enter the Order Number (ORDER) if known, or search by pressing FK5 and selecting a search engine. NOTE: If you need to enter a Release Number (REL), press the tab key after you key in the sales order number. 6. The Save Invoice Summary screen will appear with the order information. Save Invoice Summary Screen 7. There are several function keys available on this screen. FK1 COMMENT - Transfers you to Order Comment Maintenance (MBS245) FK2 RETURN - Exits out of the program FK3 PRE - Shows previous invoice FK4 NXT - Shows the next invoice FK5 QUAL - Transfers you to Quality/Order Tracking Inquiry (MBS374) FK6 HEADER - Transfers you to the header screen FK7 SEND - Allows you to print, fax, or this invoice FK8 SALES - Shows the profit and tax information for this invoice 196 Inquiries User's Guide Sales Order Entry 9.0

205 NOTE: The profit percent will not be displayed if the switch in MBS161, line 2, field PO-COST is set to W. FK9 ADDRESS - Allows you to see the shipping address, billing address, contact information, or signed for information FK2 RETURN - Returns you to the original summary screen FK5 GIVEN shows the Given By information FK6 SIGNED - Shows Signed By name FK8 CONTACT - Transfers you to Contact Maintenance (MBS438) FK9 SHIP TO - Shows shipping address FK10 BILL TO - Shows billing address FK10 RESTART - Relists the invoice from the beginning FK11 ORDER - Transfers you to Order Inquiry (MBS013) 8. Enter a line number to see the detail information for an item. 9. The Save Invoice Inquiry Detail screen will appear. The fields are the same as discussed in New Order Entry. See Sales Order Detail Screen Field Descriptions for definitions. NOTE: If the field PO-COST in MBS161 is set to a "W", markup and GM% will not be displayed. SI-COST in MBS161 line 08 must be set to Y or W to show cost. Save Invoice Detail Screen 10. There are several function keys available on this screen. FK2 RETURN - Exits out of this inquiry FK3 RESTART - Brings you back to the summary screen for this order User's Guide Sales Order Entry 9.0 Inquiries 197

206 FK4 GETNEXT - Shows the detail of the next item FK5 ORDSTAT - Transfers you to Order Status Inquiry (MBS323) FK6 INVOICE - Brings you back to the Save Invoice Summary screen FK8 PRICE - Shows how the price and cost was calculated Transaction Audit (MBS066) This program will give you a listing of activity for a specified item. You may choose either hard copy or CRT display. 1. From the Array Master Menu select 0l INSIDE SALES AND COUNTER. 2. From the Inside sales and Counter Menu select 12 TRANSACTION AUDIT. 3. Press 1 Enter Run Parameters 4. Press ENTER for screen display. 5. Enter the Warehouse Number. 6. Enter the Starting Date. This is the date the system will start to look for the requested information. 7. The Record Type Selection screen will be displayed. This allows you to choose the type of transactions that you want to see. Transaction Audit Record Selection Screen 8. There are several function keys available on this screen. FK2 RETURN - Allows you to enter the item number FK3 ALL 'Y' - Makes all the transaction types Y 198 Inquiries User's Guide Sales Order Entry 9.0

207 FK4 ALL 'N' - Makes all the transaction types N 9. Choose the transaction type(s) you want to see. Either press FK3 or FK4 or enter the line number the transaction type is on. See Transaction Type Codes for descriptions. NOTE: You will see those transactions that are marked by 'Y'. 10. Once you have selected all transaction types, press FK1 RETURN. 11. Enter the Item Number, press ENTER. 12. The Transaction Audit screen will appear. See Transaction Audit Field Descriptions for definitions. Transaction Audit Screen 13. There are several options available on this screen. FK2 RETURN - Allows you to enter another item number FK3 GETPREV - Shows the previous item number FK4 GETNEXT - Shows the next item number FK5 SEARCH - Allows you to perform an alpha search for the item number for the same warehouse and date FK6 WHSE - Allows you to see the transaction audit for another warehouse for the item and the same date FK7 DATE - Allows you to look at the transaction audit for another date for the item in the same warehouse FK8 ITEM - Allows you to look for another item for the same date and warehouse FK9 SELECTS - Allows you to start over. This will bring you back to the transaction selection screen. 14. You may press ENTER to see the additional pages, or enter a line number to see the detail of the transaction. If you enter a line number, User's Guide Sales Order Entry 9.0 Inquiries 199

208 you may be brought to the Save Invoice File or the PO Receipts History Inquiry. Transaction Type Codes INVOR Order Invoice INVC Invoice CREDT Credit WHTRN Internal Shipments ACASH Intransit Posting POREC PO Receipt ADJ Adjustment PHYSL Physical Inventory KIT Kit Explosion WHREC Internal Record WHINT Internal Intransit SET Set Adjustment DEFTR Defective Transfer from OHB POREV Receipt Reversal CYCLE Cycle Count INVSB Order Invoice Ship & Bill Created Invoice CSCRD Cash Credit Billed RGA RGA Order Bill ARGA Auto Bill RGA AINVO Auto Bill "S" Invoice DELET Warehouse Purge Delete PORTN PO Return (RGA) * BLDIR Bill Direct * SPOHB Invoice (Suppress OHB) * RCDIR Receive Direct * RCDEF Receive RGA defective * BODIR Backout Direct * CRDEF Credit Defective * BODEF Backout Defective * BOINV Backout Invoice (Suppress OHB) +KITS Increase "S" Kits -PART Decrease Type "S" Kits Parts -KIT Decrease Type "S" Kits +PART Increase Type "S" Kits Parts * These codes will not affect the OHB, other codes also may not affect OHB 200 Inquiries User's Guide Sales Order Entry 9.0

209 Transaction Audit Field Descriptions ITEM Item number. DESCRIPTION Item description. ON-HAND The amount of material on hand. IN-TRAN The amount of material intransit from another warehouse. TYPE Item type. S = Stock N = Non-stock T = Temporary P = Permanent WHS Warehouse number. LN Line number. DATE Date of the order. ORDER-NO Order number. TYPE The type of transaction. See Transaction Type Codes CUSTNO Customer number. NAME Customer name. CHANGE Any changes that are being made. ON-HAND Any changes being made to the on hand balance. IN-TRAN Any changes that are being made because of intransits. RESULT The result of any changes. User's Guide Sales Order Entry 9.0 Inquiries 201

210 ON-HAND The final result of the OHB because of changes. IN-TRAN The final result because of intransits. REFERENCE Depending upon the transaction, this may be the sales order number, the PO number or the reference number of the transaction. PRICE The item's cost from the file. Sales Order Status Inquiry (MBS323) The Sales Order Status Inquiry allows you to view the status of any open order. The inquiry display can contain order header details, line item details, status of the order quantity, allocations, backorders, and billed quantities. 1. From the Array Master Menu, select 01 INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 13 SALES ORDER STATUS INQUIRY. 3. You are now at the Sales Order Status Inquiry screen. Sales Order Status Inquiry Screen 4. There are several function keys available on this screen. FK2 EXIT - Exits out of the screen FK3 NEWORDR - Allows you to enter another order number 5. Enter the Order Number (ORDER). If you do not know the order number, refer to Order/Quote Inquiry to perform a search. 202 Inquiries User's Guide Sales Order Entry 9.0

211 NOTE: If you need to enter a Release Number (REL), press the tab key after you key in the sales order number. 6. Enter the Line Number that you want to see. 7. The Sales Order Status Summary screen will appear with the order information. Sales Order Status Summary Screen 8. There are several function keys available on this screen. FK2 RETURN - Exits out of the program FK3 GETPREV - Shows previous order FK4 GETNXT - Shows the next order FK5 QUAL - Transfers you to Quality/Order Tracking Inquiry (MBS374) FK6 ORDER - Transfers you to Order Inquiry (MBS0l3) FK7 INVOICE - Transfers you to the Save Invoice Inquiry (MBS023) FK8 NOTEPAD - Transfers you to the Sales Notepad (MBS421) FK10 RESTART - Relists the order from the beginning FK12 HELP - Transfers you to the Array on-line help 9. The order will display a summary of activities that have been processed against this order. See Sales Order Status Inquiry References for the codes and program/action used. User's Guide Sales Order Entry 9.0 Inquiries 203

212 Sales Order Inquiry References CODE PROGRAM & ACTION USED ORDER - MBS002 - New Order / Back Order MAINT - MBS002 - Order Maintenance CANCL - MBS002 - Order Cancellation MANPT - MBS089 - Manual Release of Pick Tickets AUTPT - MBS206 - Automatic Pick Ticket Release INVOR - MBS00l - Order Billing INVC - MBS00l - Order Billing RECDR - MBS065 - Direct B/O - MBS065 - Fill B/O SHPBL - MBS002 - New Order - Line Ship and Bill DIR - MBS002 - New Order - Direct Line on Standard Order INCAN - MBS00l - Cancel Remaining Open Order Qty at billing SBXFR - MBS002 - Line Transferred to a Ship and Bill Order HDCAN - MBS001 - Cancellation of Previously Held Invoices in Held Invoice Maintenance Program names MBS00l - Billing mode MBS002 - Sales Order Entry MBS089 Manual Release of Pick Tickets (Receiving Screen) MBS206 - Auto Release of B/O (Receiving Screen) Accessing the Quality System Inquiry Quality System Inquiry (MBS374) This program allows the user to do an inquiry on selected historical quality events. The user can choose an event from a list that includes information on Order Number, Date, Time, Event Code, User, etc. This is a Gold Service feature. 1. From the Array Master Menu, select 0l INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 16 QUALITY SYSTEM INQUIRY. 3. You are now at the Quality/Order Tracking Inquiry screen. 204 Inquiries User's Guide Sales Order Entry 9.0

213 Quality/Order Tracking Inquiry Screen 4. There are several function keys available on this screen. FK2 RETURN - Exits out of the screen FK5 ALPHA - Allows you to perform an alpha search at any point of the entry. If you know the Sub-system, but not the order number, it will show all orders for that sub-system. If you know the Sub-system and the Order Number, but nothing else, it will show all the events for that order, etc. FK12 HELP - Transfers you to the Array on-line help 5. Enter the Sub-System (SUB-SYSTEM). For sales order entry, it is SO. 6. Enter the Order Number (ORDER). If you do not know the order number press FK5 to perform a search. 7. Enter a Starting Date (DATE). This is optional. 8. A list screen will appear which shows all events for the Sales Order number entered. User's Guide Sales Order Entry 9.0 Inquiries 205

214 Quality/Order Tracking List Screen 9. There are several function keys available. FK2 RETURN Exits out of the list screen FK3 GETPREV Shows the previous order number FK4 GETNEXT Shows the next order number 10. Select the line number of the event you want to see. 11. The Quality/Order Tracking Information screen will appear with the order information. Quality/Order Tracking Information Screen 12. There are several function keys available on this screen. 206 Inquiries User's Guide Sales Order Entry 9.0

215 FK2 RETURN - Exits out of the program FK3 GETPREV Shows the previous detail record for the order FK4 GETNEXT - Shows the next detail record for the order FK8 CANCEL - Cancels the inquiry, and allows you to enter another order number FK10 RESTART Displays the list of all records for the order that the detail record belongs to FK12 HELP - Transfers you to the Array on-line help 13. The order will display the tracking events for this order. See the Quality/Order Tracking Inquiry Field Descriptions for definitions. Quality/Order Tracking Inquiry Field Descriptions ORDER-REL The sales order and release number. CUSTOMER-NO The customer number. CUSTOMER-NAME The customer's name WHSE The warehouse number used for this order. EVENT The event code for this event. See Sales Order Entry Quality Events. DESCRIPTION Description of the event. ORD-TYPE Order type. TYPE-OF-SALE Type of sale. USER The user sign ID of the person who prompted this event. DATE The date this event occurred. TIME The time this event occurred. EMP-NO The employee number code. NAME The employee name (linked to employee number). User's Guide Sales Order Entry 9.0 Inquiries 207

216 PURCHASE-ORDER-NO The purchase order number of the sales order. SOURCE Tells how the quality event was entered. 0 or blank = System generated 9 = Manually entered ERROR/REASON The error or reason code description. COMMENT Any user comment entered. Sales Order Entry Quality Events EVENT CODE DESCRIPTION PROGRAM NUMBER 9000 Quote Totaled TOT Order Transferred to Quote T0T Quote Transferred to Order TOT Quote Canceled TOT Order Started HDR Sales Order Entry Confirmation MBS Order Totaled TOT P&H Staging Ticket Printed MBS P&H Specific Ticket Printed MBS P&H Consolidated Printed MBS Order Picking Ticket Printed MBS Order Selected for NOPRINT option TOT Maintenance Confirmation and Contact MBS Order Maintained TOT Order Sent to The Paperless Warehouse MBS5l Order TPW Packing Slip Printed PAK??? 9029 Order Received Back from TPW MBS Shipping Label Printed MBS Order Invoiced MBS Post Bill with Backorders MBS Final Invoice MBS Post Bill Final Invoice MBS Inquiries User's Guide Sales Order Entry 9.0

217 9042 Post Bill Final Credit MBS Invoice Printed MBS0l Order Canceled MBS Order Reprinted MBS Payment Received MBS Invoice Backout MBS Invoice Backout to Held Invoice MBS Onto Credit Hold TOT002 MBS008 MBS089 MBS Released From Credit Hold TOT BO Picking Ticket Printed MBS BO P&H Staging Ticket Printed MBS BO P&H Specific Ticket Printed MBS BO P&H Consol Ticket Printed MBS EDI Shipping Notice Created EDI EDI Invoice Created EDI0l Invoice Held MBS P0 Received from TPW MBS Price Override Sales Order Entry MBS Cost Override Sales Order Entry MBS Price Override Invoicing MBS Cost Override Invoicing MBS Order Acknowledgement Faxed MBS013 TOT Order Acknowledgement Printed MBS013 TOT Pack & Hold Change Notification has been Printed Bar Code Events 8010 Order Picking Started 8020 Order Picking Completed 8030 Order Loaded on Truck 8040 Order Delivered 8041 Order Shipped Federal Express 8042 Order Shipped UPS 8043 Order Shipped RPS 8044 Order Shipped Motor Freight 8045 Order Shipped Other Carrier MBS008 User's Guide Sales Order Entry 9.0 Inquiries 209

218 Accessing the Sales Notepad Sales Notepad (MBS421) The Sales Notepad can be used to store collection notes about a customer. These notes are not job specific. There is no limit to the number of subjects a customer can have. 1. From the Array Master Menu, select 0l INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 20 SALES NOTEPAD. 3. You are now at the Sales Notepad screen. Sales Notepad Screen 4. There are several function keys available on this screen. FK2 RETURN - Exits out of the program FK5 ALPHA - Allows you to perform a customer search FK2 RETURN - Returns to customer number entry FK3 ALPHA - Search by alpha code FK4 CUST# - Search by customer number FK5 TELE# - Search by telephone number FK6 FINDIT - Performs a keyword search on the entire customer file. You then have the ability to narrow the search criteria. FK2 RETURN - Exits out of the Findit search FK5 SEARCH - Brings you back to the original search mode Once you have entered a customer search, the following keys are available: FK2 RETURN - Exits out of the findit search FK3 PREV - Lists the previous page of search results 210 Inquiries User's Guide Sales Order Entry 9.0

219 FK4 NEXT - List the next page of search results FK5 SEARCH - Brings you back to the original search mode FK6 LINE - Allows you to select a line number to select a customer and escape the search FK7 ADDCUST - Allows you to add a customer on the fly FK8 ADDSHIP - Allows you to add ship-to information on the fly FK9 NARROW - Allows you to add more variables to narrow your search FK6 CUSTNO - Allows you to enter a customer number FK7 MYCALLS - Shows a tickler file of calls that has been flagged as needing a reminder as to when to next call the customer. This is based on the user's signon. FK8 ALLCALL - A tickler file of calls for all users FK10 PRINT - Generate a hard copy of notes by customer and subject Mycalls & Allcalls Mycalls and Allcall will list calls by date within each caller. The directions are the same for both. 1. Enter the Sales Notepad as discussed in Accessing the Sales Notepad. 2. Press FK7 MYCALLS or FK8 ALLCALL. 3. The Sales Notepad Mycalls or Allcall List screen will appear. Sales Notepad Mycalls List Screen 4. See Mycalls or Allcall Field Descriptions for definitions. User's Guide Sales Order Entry 9.0 Inquiries 211

220 5. Enter a line number of a call to get additional function keys, or press FK1 RETURN to go back to the main screen. 6. There are several function keys available once you have selected a call. FK3 REVIEW - Review selected call subject. See Adding Notes for more information. FK4 DELCALL - Deletes the note from the tickler file, but not the original notes NOTE: The only way to remove calls from Mycalls or Allcall is to press FK4 DELCALL. FK5 ALLCALL - Switches you to the Allcall list FK6 MYCALLS - Switches you to the Mycalls list FK8 CANCEL - Returns you to the main screen 7. See Adding Notes for more information. Mycalls or Allcall Field Descriptions LN Line number. CALLER User ID. DATE Date that you want to call the customer. CUSTNO Customer number. NAME Customer name. SUBJECT The subject of the call. Adding Notes New Customer or No Existing Notes Notes can be added for a customer who has not had any previous notes, or they can be added for clients with existing notes. 1. Enter the Sales Notepad as discussed in Accessing the Sales Notepad. 2. Enter customer number. 3. The Sales Notepad screen will appear. The header will be filled in and function keys will be available. See Sales Notepad Header Field Descriptions for definitions. 212 Inquiries User's Guide Sales Order Entry 9.0

221 Sales Notepad Screen for New Customer 4. There are several function keys available for this screen. FK2 RETURN - Brings you back to the main page FK3 SUBJECT - Lists subjects for this customer FK4 ADDSUB - Allows you to add a new subject NOTE: A subject cannot be added without any notes attached. FK7 MYCALLS - Transfers you to the Mycalls tickler file 5. Press FK4 to add a subject. 6. Enter the subject line, press ENTER. NOTE: We recommend that you keep subjects consistent throughout the company for all customers. By doing this, if you want to print the notes for a particular subject for all customers, it can be easily accomplished. 7. Enter the notes for the subject. Any type of notes can be added here. You have 6 lines with 60 characters per page. NOTE: We recommend that you date each entry. The system will not date it for you. 8. You now have three function keys available. FK6 ADD - Add this note FK7 MODIFY - Modify this note FK8 CANCEL - Cancel this note without saving it 9. Press FK6 ADD. NOTE: A subject cannot be added without any notes attached. User's Guide Sales Order Entry 9.0 Inquiries 213

222 10. See Customer with Existing Notes for additional functions. Customer with Existing Notes 1. Enter the Sales Notepad as discussed in Accessing the Sales Notepad. 2. Select a call off of Mycalls or Allcall or enter a customer number. 3. Once you have a customer the Sales Notepad will show the first screen of notes. See Sales Notepad Header Field Descriptions for definitions. NOTE: The first page of notes displayed was the last ones to be entered. Sales Notepad with Existing Notes 4. There are several function keys that are available. FK1 NXTCALL - Allows you to enter the next call date for this customer, and the customer and subject will be added to your tickler file in Mycalls or Allcall. FK2 RETURN - Brings you back to the main screen FK3 GETPREV - Shows the previous page of notes within this subject for this customer FK4 GETNEXT - Shows the next page of notes for this customer for this subject FK5 ALPHA - This brings up additional function keys FK2 RETURN - Brings you back to the main page FK3 SUBJECT - Lists subjects for this customer FK4 ADDSUB - Allows you to add a new subject FK7 MYCALLS - Transfers you to the Mycalls tickler file FK6 DELETE - Delete a page or subject 214 Inquiries User's Guide Sales Order Entry 9.0

223 FK6 DELPAG - Delete current page FK7 DELSUB - Delete subject. When you delete a subject, all pages for that subject will be deleted for that customer. FK8 CANCEL - Cancels out of delete without changing notepad. NOTE: If you want to delete all notes for a customer, you must delete each subject for that customer. FK7 LASTCAL - Allows you to enter the last time the customer was called about this subject FK8 ADD - Add a new page or subject FK6 NEWSUB - Add new subject FK7 NEWPAGE - Add a new page under the current subject FK8 CANCEL - Cancels out of add without changing notepad NOTE: A subject cannot be added without any notes attached. FK9 MODPAGE - Modify the page being displayed FK10 PRINT - Print a hard copy of the notes by customer and subject 5. Press FK8 ADD. 6. Press FK6 to add a new subject or FK7 to add a new page to the current subject. 7. Enter the notes for the subject. Any type of notes can be added here. You have 6 lines with 60 characters per page. NOTE: We recommend that you date each entry. The system will not date it for you. 8. You now have three function keys available. FK6 ADD - Add this note FK7 MODIFY - Modify this note FK8 CANCEL - Cancel this note without saving it 9. Press FK6 ADD. 10. If you want to add pages to existing subjects, press FK5 ALPHA. 11. Press FK3 SUBJECT. 12. Select the line number of the subject you want. 13. Press FK8 ADD. 14. Press FK7 to add a new page of notes. 15. Enter the notes for the subject. Any type of notes can be added here. You have 6 lines with 60 characters per page. User's Guide Sales Order Entry 9.0 Inquiries 215

224 NOTE: We recommend that you date each entry. The system will not date it for you. 16. You now have three function keys available. FK6 ADD - Add this note FK7 MODIFY - Modify this note FK8 CANCEL - Cancel this note without saving it 17. Press FK6 ADD. 18. Use FK1 or FK7 to mark the call information in the record. Sales Notepad Header Field Descriptions CUSTOMER Customer name and number. SHIP TO Ship to or job number. CONTACT This is the 4th line of the address information in the Customer Master. CALL The date of the last time the customer was called and flagged in the notepad and the subject it referenced. DIVISION Division number. SALESMAN The salesman code. MTD SALES The amount of sales for month to date. YTD SALES The amount of sales for year to date. LAST INV DATE The date of the customer's last invoice. Cash Drawer Transaction Inquiry (MBS347) 1. From the Array Master Menu, select 09 BRANCH SYSTEM MANAGER. 2. From the Branch System Manager Menu, select 25 CASH DRAWER TRANSACTION INQ. 216 Inquiries User's Guide Sales Order Entry 9.0

225 Branch System Manager Menu 3. You are now at the Cash Drawer Transaction Inquiry screen. Cash Drawer Transaction Inquiry Screen 4. There are several function keys available on this screen. FK2 EOJ - Exits out of the screen FK3 DRAWER - Allows you to enter drawer information. Must know the drawer information for this function key. FK4 ORDER - Allows you to enter order information. Must know the order number for this function key. FK5 ALPHA - Allows you to perform an alpha search for a drawer or order FK2 RETURN - Exit out of search User's Guide Sales Order Entry 9.0 Inquiries 217

226 FK5 DRAWER - Allows you to search by drawer FK6 ORDER - Allows you to search by an order FK10 OPEN - Opens the cash drawer 5. To perform an inquiry by drawer, press FK3 DRAWER, or press FK5 to perform a search. 6. Enter the Date. 7. Enter the Original Cash Amount. 8. The Cash Drawer Transaction Inquiry Transaction screen will appear. Cash Drawer Transaction Inquiry Transaction Screen 9. There are several function keys available on this screen. FK2 RETURN - Exits out of the program FK4 NEXT - Shows the page 10. The Cash Drawer Transactions will appear. See the Cash Drawer Transaction Inquiry Field Descriptions for definitions. Cash Drawer Transaction Inquiry Field Descriptions CODE The cash payment code that was entered for the sale. SALESMAN AUTHORITY The salesman code. AMOUNT The amount given to pay for the sale. CHANGE The amount of change the customer received. NET-AMT The net amount of the sale. 218 Inquiries User's Guide Sales Order Entry 9.0

227 NET-CASH The net amount of cash from the sale. CUSTNO The customer number. ORDER NUMBER The order number. INV DATE The invoice Date. User's Guide Sales Order Entry 9.0 Inquiries 219

228

229 Daily Reports Overview Any of the reports listed in this section may be printed. You may any of the reports as a Notepad or Wordpad attachment. All print queues begin with the letter "Z". Prerequisites Chapter Topics Cash Drawer Transaction List (MBS346) Daily Backorder Report (MBS017) Daily Booking Journal (MBS235) Daily Internal Shipment Report (MBS270) Daily Lost Sales Report (MBS016) Daily Miscellaneous Charge Journal (MBS025) Daily Miscellaneous Charge Journal by Division/Warehouse (MBS334) Daily Miscellaneous Charge Journal by Warehouse (MBS331) Daily Price/Cost Override Exception Report (MBS019) Daily Recap Report (MBS022) Daily Sales Journal (MBS006) Daily Ship & Bill Journal (MBS232) Daily Summary Statistics Report (MBS276) Daily Summary Statistics Report by Division/Warehouse (MBS285) Daily Tax Journal (MBS020) Daily Tax Journal by Division/Warehouse (MBS431) Daily Tax Journal by Warehouse (MBS231) Daily Unfilled Item Report (MBS417) Held Invoice Status Report (MBS005) Internal Shipment History Report (MBS272) User's Guide Sales Order Entry 9.0 Daily Reports 221

230 Intransit Report (MBS069) MTD Ship & Bill Report (MBS233) Next Month Invoice Journal (MBS435) Open Deposit Report (MBS446) Order Entry Line Cancellation Report (MBS210) Order Hold Inquiry Report (MBS029) Pack & Hold Report (MBS238) Quotation Inquiry List (MBS046) Sales Order Status Report (MBS044) 222 Daily Reports User's Guide Sales Order Entry 9.0

231 Cash Drawer Transaction List (MBS346) This report shows a list of cash sales in which the cash drawer was used. 1. From the Array Master Menu, select 09 BRANCH SYSTEM MANAGER. 2. From the Branch System Manager Menu, select 26 CASH DRAWER TRANSACTION LIST. 3. Press 1 Enter Run Parameters. 4. Enter parameters. A. Select Date. 1. Order Date 2. Invoice Date B. Select Option. 1. Today's Date Go to step D to continue. 2. Entered Date Range - Go to step C to continue. C. Enter Date Range. D. Enter Drawer Range. 5. Press 6 Select Print Queue. 6. Press 7 Run Program. 7. The report is self-explanatory. However there are several fields that need to be discussed. CODE - The payment code used for the sale. Payment codes can be found in MBS118. REL - Release number of the sale SLS - Salesman ID number AUTHORITY - The authorization code from the credit card company. TENDERED - Amount tendered CHANGE - The amount of change given for this sale NET-AMOUNT - The difference between the tendered amount and the change given. User's Guide Sales Order Entry 9.0 Daily Reports 223

232 Daily Backorder Report (MBS017) MBS017 will only show backordered items that have gone through the billing cycle as backordered. If an item is entered as a backorder, but is not billed as a backorder, it will not show on MBS017 until it is billed as a backorder. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 08 DAILY REPORTS II. 3. From the Daily Reports II Menu, select 05 BACK ORDER REPORT. Daily Reports II Menu 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Warehouse Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. Daily Booking Journal (MBS235) This report lists the daily sales by warehouse and salesman, showing gross margin, cost amount, sales amount, and gross margin percentage. The report also recaps for each salesman the sales today, month to date, and year to date. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 224 Daily Reports User's Guide Sales Order Entry 9.0

233 3. From the Daily Reports I Menu, select 24 DAILY BOOKINGS SALES JOURNAL. Daily Reports I Menu 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Select Report Type. 1. Warehouse, Salesman B. Enter Warehouse Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However, there are some fields that need to be discussed. WAREHOUSE - The warehouse number and name SALESMAN - The salesman number and name INVOICE T Type of sale S = Standard P = Pack & Hold C = Case D = Direct INVOICE S Status of the invoice O = Open B = Billed User's Guide Sales Order Entry 9.0 Daily Reports 225

234 Daily Internal Shipment Report (MBS270) This report shows all Interbranch transfer shipments for the day. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 08 DAILY REPORTS II. 3. From the Daily Reports II Menu, select 18 DAILY INTERNAL SHIPMENT REPORT. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Sequence Option. 1. Shipping Warehouse/Receiving 2. Receiving Warehouse/Shipping 3. Both Reports B. Enter Spacing Option. 1. Page Break By Warehouse 2. Double Space Between Warehouses C. Enter Warehouse Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. Daily Lost Sales Report (MBS016) A lost sale is defined as a backorder that is cancelled in the billing program (MBS001). No other function allows the system to define a lost sale. These lost sales are tracked in history, and in addition, can be seen on a daily basis by running program MBS0l6. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 03 LOST SALES REPORT. 4. Press 1 Enter Run Parameters. 5. Enter Warehouse Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. 226 Daily Reports User's Guide Sales Order Entry 9.0

235 Daily Miscellaneous Charge Journal (MBS025) This report shows the miscellaneous charges from sales orders for the entire company for both daily and month to date. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 04 MISC CHARGE JOURNAL. 4. Press 1 Enter Run Parameters. 5. There are not any parameters to enter. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However, there is one field that needs to be discussed. USE CD The miscellaneous charges set up in MBS118 0 or blank = Regular miscellaneous charge C or V = Cash payment miscellaneous charge code S = Miscellaneous charge with a stored cost M = Miscellaneous charge with a stored cost. This type is also listed on the commission report. Daily Miscellaneous Charge Journal by Division/Warehouse (MBS334) This report shows the miscellaneous charges from sales orders by division and then by warehouse for both daily and month to date. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 06 MISC CHARGE BY DIV/WHSE. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Division Range. B. Enter Warehouse Range 6. Press 6 Select Print Queue. User's Guide Sales Order Entry 9.0 Daily Reports 227

236 7. Press 7 Run Program. 8. The report is self-explanatory. Daily Miscellaneous Charge Journal by Warehouse (MBS331) This report shows the miscellaneous charges from sales orders by warehouse for both daily and month to date. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 05 MISC CHARGE BY WAREHOUSE. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Sequence Option. 1. Warehouse Go to step C to continue 2. Group, Warehouse Go to step B to continue B. Enter Group ID C. Enter Warehouse Range 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However, there is one field that needs to be discussed. USE CD The miscellaneous charges set up in MBS118 0 or blank = Regular miscellaneous charge C or V = Cash payment miscellaneous charge code S = Miscellaneous charge with a stored cost M = Miscellaneous charge with a stored cost. This type is also listed on the commissions report 228 Daily Reports User's Guide Sales Order Entry 9.0

237 Daily Price/Cost Override Exception Report (MBS019) This report lists any item in which the price or cost was overridden in a sales order. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 14 PRICE/COST OVERRIDE. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Warehouse Range. B. Select Report Sequence. 1 = Inside Salesman 2 = Outside Salesman C. Enter Salesman Range. D. Select Profit Percent Option. 1 = Percent 2 = Dollars E. Select Backorder Option. 1 = Include Backorders 2 = Do Not Include Backorders F. Select Direct Order Option. 1 = Include Directs 2 = Do Not Include Directs G. Select NIF "T' Items Option. 1 = Do Not Include 'T Items 2 = Include 'T' Items 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However, there is one thing that needs to be discussed. The percentage that is listed in the title is the percentage that was set in MBS132. User's Guide Sales Order Entry 9.0 Daily Reports 229

238 Daily Recap Report (MBS022) This report will give you a recap of sales for both the day and month to date. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 02 SALES MANAGEMENT REPORTS. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Sequence Option. 1. Warehouse 2. Group, Warehouse B. Enter Warehouse Range. C. Decide whether to Breakout Stock From Non Stock. Y = Yes. This will list the stock and non-stock amounts by salesman and show a combined total N = No D. Choose how you want to print the recap. Enter a 1 next the category you want to recap (i.e. Warehouse). You may also choose to recap each category by outside salesman, inside salesman, or split. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However, there is one thing that needs to be discussed. PCT Gross Margin Percentage Running the Daily Sales Journal (MBS006) Daily Sales Journal (MBS006) The Daily Sales Journal is a detail of all sales that were performed for the day. The detail page gives you the detail by invoice total, but does not give the item's detail for each invoice. You also receive a recap by warehouse with daily totals and month to date totals. It is recommended that you run this report each day and use it as a guide for billing. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility System manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 01 SALES JOURNAL. 4. Press 1 Enter Run Parameters. 230 Daily Reports User's Guide Sales Order Entry 9.0

239 5. Enter parameters. A. Select Report Type. 1. Warehouse, Invoice 2. Warehouse, Customer 3. Type Of Sales, Outside Salesman, Customer 4. Bank Copy 5. Division, Warehouse, Invoice 6. Warehouse, Outside Salesman, Customer 7. Warehouse, Outside Salesman, Invoice 8. Group, Whse, Invoice 9. Group, Whse, Customer 10. Group, Whse, Outside Sls, Cust 11. Group, Whse, Outside Sls, Inv B. Depending upon the option selected in step A, you may be asked to enter Warehouse Range, Division Range, Print Queue, and/or Group Number. C. Decide on the type of Journal that you want. 0 = Normal Journal 1 = Second Line Average Cost. D. Decide whether to Include the Number of Stock Invoices. This will give you the total number of invoices for the day. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However, there are several things that need to be discussed. INVOICE NUMBER Invoice Number *B/O* - Indicates a backed out invoice TS Type of Sale. This is numerical value from the sales order header DV Division Number SLSM Salesman. This is listed in two rows. The top is the Outside salesman and the bottom is the Inside salesman. Asterisks (*) after the salesman indicates that the order went over the credit limit CUSTOMER T Order Type S = Regular Warehouse Sale P = Pack & Hold User's Guide Sales Order Entry 9.0 Daily Reports 231

240 C = Cash Sale D = Direct I = Internal (IBT) B = Cash Direct X = Regular Warehouse Credit R = Returned Goods Authorization Z = Cash Sale Credit Y = Direct Credit W = Internal Credit V = Cash Direct Credit NUMBER Customer Number NAME/PO The top line is the Customer Name and the bottom line is the purchase order number INV AMT Invoice amount Asterisk (*) after INVOICE AMOUNT indicates a cash sale with no new cash accepted, used a previous deposit SEC TAX The secondary tax jurisdiction code TERMS/TAX CODE Top line is the terms code, bottom line is the tax code AMOUNT Top line is the terms amount, bottom line is the tax amount FRT/MISC Top line is the freight amount, bottom line is the miscellaneous amount SALES Sales Total (merchandise) MISC COST The miscellaneous costs COST/AVG AMOUNT Top line is the sales cost, bottom line is the average cost. If you did not choose to see average cost, the bottom line will not show. GROSS PROFIT The gross profit for the sale. If you chose to see average cost, the top line is the invoice cost, and the bottom line is the average cost. If you did not choose to see average cost, the bottom line will not show. MARGIN PCT Gross Margin Percentage (GM%). If you chose to see average cost, the top line is the invoice cost, and the bottom line is the average cost. If you did not choose to see average cost, the bottom line will not show. Asterisk (*) at right of last column indicates that the MBS007 (Daily Update) was run before this particular MBS006 report. The asterisks are telling you that these particular invoices have already been updated. 232 Daily Reports User's Guide Sales Order Entry 9.0

241 NOTE: Anything updated prior to this report will not be included in today's totals. Warehouse Summary Page AR Columns Comprised of pack & holds, stock sales, stock credits, RGA's CASH columns Comprised of cash sales, cash directs, and cash credits D/S columns Comprised of direct sales and direct credits Daily Ship & Bill Journal (MBS232) This report shows all ship and bills for the day. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 08 DAILY REPORTS II. 3. From the Daily Reports II Menu, select 17 DAILY SHIP & BILL JOURNAL. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Shipping Warehouse Range. B. Select Print Option. 1. Print All 2. Print Unprinted Only 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. Daily Summary Statistics Report (MBS276) This report will give you a summary of the daily and month to date for Accounts Receivable and Cash. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 11 DAILY SUMMARY STATISTICS. User's Guide Sales Order Entry 9.0 Daily Reports 233

242 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Select Sequence Option. 1. Warehouse Go to step C to continue. 2. Group, Warehouse Go to step B to continue. B. Enter Group Number. C. Enter Warehouse Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. The last page of the report is a Grand Totals page. Daily Summary Statistics Report by Division/Warehouse (MBS285) This report will give you a summary by division and then warehouse of the daily and month to date for Accounts Receivable and Cash. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 12 DAILY SUMMARY STATS BY DIV/WHSE. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Division Range. B. Enter Warehouse Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. The last page of the report is a Grand Totals page. 234 Daily Reports User's Guide Sales Order Entry 9.0

243 Daily Tax Journal (MBS020) This report breaks down the taxes by tax code for the entire company. You can get a report for taxes for today or taxes for the previous day. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 07 TAX JOURNAL. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Select Total Options. 1. Todays Totals 2. Previous Totals This is the previous day's totals 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However, there are several fields that need to be discussed. TAX-CODE The tax code set up in MBS104 DESCRIPTION Description of the tax code WH Warehouse Number DESCRIPTION Description of the warehouse number PCT Tax percentage NEXT If taxes are linked or chained, the next tax code that is to be used in addition to the original PDY Previous day. This will only be seen if you selected Previous Totals in step 5A. TDY Today. This will only be seen if you selected Todays Totals in step 5A. ADJUSTMENT The dollar amount of any tax adjustment that occurred because something was written to the GL through Cash Receipts Posting, such as tax write-offs, miscellaneous charges of tax, etc. Adjustments do not affect sales figures. User's Guide Sales Order Entry 9.0 Daily Reports 235

244 Daily Tax Journal by Division/Warehouse (MBS431) This report breaks down the taxes by tax code by division and then by warehouse. You can get a report for taxes for today or taxes for the previous day. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 09 TAX JOURNAL BY DIV/WHSE. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Division Range. B. Enter Warehouse Range. C. Select Total Options. 1. Todays Totals 2. Previous Totals This is the previous day's totals 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However, there are several fields that need to be discussed. TAX-CODE The tax code set up in MBS104 DESCRIPTION Description of the tax code WH Warehouse Number DESCRIPTION Description of the warehouse number PCT Tax percentage NEXT If taxes are linked or chained, the next tax code that is to be used in addition to the original PDY Previous day. This will only be seen if you selected Previous Totals in step 5C. TDY Today. This will only be seen if you selected Todays Totals in step 5C. ADJUSTMENT The dollar amount of any tax adjustment that occurred because something was written to the GL through Cash Receipts Posting, such as tax write-offs, miscellaneous charges of tax, etc. Adjustments do not affect sales figures. 236 Daily Reports User's Guide Sales Order Entry 9.0

245 Daily Tax Journal by Warehouse (MBS231) This report breaks down the taxes by tax code by warehouse. You can get a report for taxes for today or taxes for the previous day. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 08 TAX JOURNAL BY WAREHOUSE. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Sequence. 1. Group, Warehouse Go to step B to continue. 2. Warehouse Go to step C to continue. B. Enter Group Number. C. Enter Warehouse Range. D. Select Print Options. 1. Todays Totals 2. Previous Totals This is the previous day's totals 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However, there are several fields that need to be discussed. TAX-CODE The tax code set up in MBS104 DESCRIPTION Description of the tax code WH Warehouse Number DESCRIPTION Description of the warehouse number PCT Tax percentage NEXT If taxes are linked or chained, the next tax code that is to be used in addition to the original PDY Previous day. This will only be seen if you selected Previous Totals in step 5D. TDY Today. This will only be seen if you selected Todays Totals in step 5D. ADJUSTMENT The dollar amount of any tax adjustment that occurred because something was written to the GL through Cash Receipts Posting, such as tax write-offs, miscellaneous charges of tax, etc. Adjustments do not affect sales figures. User's Guide Sales Order Entry 9.0 Daily Reports 237

246 Daily Unfilled Item Report (MBS417) This report shows all items that could not be filled for the day. This report should be run at end of day, because it takes a while to run. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 08 DAILY REPORTS II. 3. From the Daily Reports II Menu, select 19 DAILY UNFILLED ITEM REPORT. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Warehouse Range. B. Enter Select IBT Option (Y or N). 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. Held Invoice Status Report (MBS005) This report will show any invoice with a profit exception. It also shows any invoice put on hold at billing or any invoice held during a backout. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 13 HELD INVOICE STATUS REPORT. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Select Report Sequence. 1. Customer Go to step B to continue. 2. Warehouse, Customer Go to step D to continue. B. Enter Customer Number Range. C. Go to step E to continue. D. Enter Warehouse Range. E. Enter Report Type. 1. Invoice Headers Only 2. Invoice Headers And Items 6. Press 6 Select Print Queue. 238 Daily Reports User's Guide Sales Order Entry 9.0

247 7. Press 7 Run Program. 8. The report is self-explanatory. However, there are several fields that need to be discussed. UPRC Item's unit price EXTENDED Extended price for the item PCT Gross Margin Percentage STYP This is the type of sale. The value will be a numeric value as set up in MBSl6l line 2 C Credit Exception P Profit Exception H Management hold. Invoice put on hold manually. Internal Shipment History Report (MBS272) This report will give you a history of Interbranch transfer shipments. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select PERIODIC REPORTS I. 3. From the Periodic Reports I Menu, select 0l INVENTORY AND PURCHASING. Periodic Reports I Menu 4. From the Inventory Periodic Reports Menu, select 17 INTERNAL SHIPMENT HISTORY REPORT. User's Guide Sales Order Entry 9.0 Daily Reports 239

248 Inventory Periodic Reports Menu 5. Press 1 Enter Run Parameters. 6. Enter parameters. A. Enter Sequence Option. 1. Shipping Warehouse/Receiving 2. Receiving Warehouse/Shipping 3. Both Reports B. Enter Spacing Option. 1. Page Break By Warehouse 2. Double Space Between Warehouses C. Enter Warehouse Range. 7. Press 6 Select Print Queue. 8. Press 7 Run Program. 9. The report is self-explanatory. Intransit Report (MBS069) This report will list any discrepancies from interbranch transfers between items billed and items received. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 08 DAILY REPORTS II. 3. From the Daily Reports II Menu, select 12 IN TRANSIT REPORT. 4. Press 1 Enter Run Parameters. 240 Daily Reports User's Guide Sales Order Entry 9.0

249 5. Enter parameters. A. Enter Warehouse Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However, there is one field that needs to be discussed. UPRC - The customer's pricing for this item MTD Ship & Bill Report (MBS233) This report shows daily and month to date totals for ship & bills, and can be run for the shipping warehouse, ordering warehouse or both. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 10 MTD SHIP & BILL JOURNAL. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Sequence Option. 1. Shipping Warehouse/Ordering 2. Ordering Warehouse/Shipping 3. Both Reports B. Enter Spacing Option. 1. Page Break By Warehouse 2. Double Space Between Warehouses C. Enter Warehouse Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However, there are several fields that need to be discussed. SH WH Shipping Warehouse Number OR WH Ordering Warehouse Number User's Guide Sales Order Entry 9.0 Daily Reports 241

250 Next Month Invoice Journal (MBS435) The Next Month Invoice Journal is a detail of all next month invoices that were performed for the day. The detail page gives you the detail by invoice total, but does not give the items details for each invoice. You also receive a recap by warehouse with daily totals and month to date totals. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 15 NEXT MONTH INVOICE JOURNAL. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Select Report Type. 1. Warehouse, Invoice - Go to step D to continue 2. Warehouse, Customer - Go to step D to continue 3. Type Of Sales, Outside Salesman, Customer - Go to step D to continue 4. Bank Copy Go to step 6 to continue 5. Warehouse, Outside Salesman, Customer - Go to step D to continue 6. Warehouse, Outside Salesman, Invoice - Go to step D to continue 7. Group, Whse, Invoice - Go to step B to continue 8. Group, Whse, Customer - Go to step B to continue 9. Group, Whse, Outside Sls, Cust - Go to step B to continue 10. Group, Whse, Outside Sls, Inv - Go to step B to continue B. Enter the Group Number. C. Go to Step E to continue. D. Enter Warehouse Range. E. Decide on the type of Journal that you want. 0 = Normal Journal 1 = Second Line Average Cost. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However, there are several things that need to be discussed. INVOICE NUMBER Invoice Number *B/O* - Indicates a backed out invoice 242 Daily Reports User's Guide Sales Order Entry 9.0

251 TS Type of Sale. This is numerical value from the sales order header DV Division Number SLSM Salesman. This is listed in two rows. The top is the Outside salesman and the bottom is the Inside salesman. Asterisks (*) after the salesman indicates that the order went over the credit limit CUSTOMER T Order Type S = Regular Warehouse Sale P = Pack & Hold C = Cash Sale D = Direct I = Internal (IBT) B = Cash Direct X = Regular Warehouse Credit R = Returned Goods Authorization Z = Cash Sale Credit Y = Direct Credit W = Internal Credit V = Cash Direct Credit NUMBER Customer Number NAME/PO The top line is the Customer Name and the bottom line is the purchase order number INV AMT Invoice amount Asterisk (*) after INVOICE AMOUNT indicates a cash sale with no new cash accepted, used a previous deposit SEC TAX The secondary tax jurisdiction code TERMS/TAX CODE Top line is the terms code, bottom line is the tax code AMOUNT Top line is the terms amount, bottom line is the tax amount FRT/MISC Top line is the freight amount, bottom line is the miscellaneous amount SALES Sales Total (merchandise) MISC COST The miscellaneous costs COST/AVG AMOUNT Top line is the sales cost, bottom line is the average cost. If you did not choose to see average cost, the bottom line will not show. User's Guide Sales Order Entry 9.0 Daily Reports 243

252 GROSS PROFIT The gross profit for the sale. If you chose to see average cost, the top line is the invoice cost, and the bottom line is the average cost. If you did not choose to see average cost, the bottom line will not show. MARGIN PCT Gross Margin Percentage (GM%). If you chose to see average cost, the top line is the invoice cost, and the bottom line is the average cost. If you did not choose to see average cost, the bottom line will not show. Asterisk (*) at right of last column indicates that the MBS007 (Daily Update) was run before this particular MBS006 report. The asterisks are telling you that these particular invoices have already been updated. NOTE: Anything updated prior to this report will not be included in today's totals. Warehouse Summary Page AR Columns Comprised of pack & holds, stock sales, stock credits, RGA's CASH columns Comprised of cash sales, cash directs, and cash credits D/S columns Comprised of direct sales and direct credits Open Deposit Report (MBS446) This report shows any open deposits. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 25 OPEN DEPOSIT REPORT. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Select Report Sequence. 1. Customer 2. Warehouse, Customer B. Enter Sort Selection. 1. Unbilled Deposits 2. Billed Deposits 3. All Deposits C. Depending upon the Report Sequence selected in step A, you may have to enter Warehouse Range. 244 Daily Reports User's Guide Sales Order Entry 9.0

253 D. Enter Customer Range. E. Enter Date Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However, there are some fields that need to be discussed. OPEN BALANCE - The balance due on an order where the allocation quantity> 0 and the amount of the deposit does not cover the amount allocated. ALLOC - Asterisks (*) will appear if any item on the order has been allocated. These orders should be billed if the material has been shipped. PAYMENT CODE - The payment code used for this order. Payment codes are set up on MBS118. BILLED MISC - The amount of the deposit that has been billed. This is the amount that has been posted to the GL and is sitting in the customer deposits GL account. UNBILLED MISC - The amount of deposits that have been put on an order but have not been billed. These should be billed to record the cash received on the sales journal and in the GL. Order Entry Line Cancellation Report (MBS210) This report lists all line that has been cancelled from sales orders other than during initial entry. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 22 LINE CANCELLATION REPORT. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Select Report Option. 1. Print All 2. Print Unprinted B. Enter Warehouse Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. User's Guide Sales Order Entry 9.0 Daily Reports 245

254 8. The report is self-explanatory. However, there are some fields that need to be discussed. T - The item type T = Temporary P = Permanent S = Stock DUE-DATE - due date of any purchase order hard tied to the line being cancelled Order Hold Inquiry Report (MBS029) The Hold Order Inquiry Report allows you to look at orders that are being held by the system due to credit exceptions, profit exceptions, or management holds. 1. From the Array Master Menu, select 0l INSIDE SALES AND COUNTER. 2. From the Inside Sales and Counter Menu, select 08 HOLD ORDER INQUIRY. 3. You are now at the Order Hold Inquiry screen. 4. There are several function keys available on this screen. FK2 RETURN - Exits out of Inquiry FK3 OPTION - Allows you print a hard copy of the report. FK5 ALPHA - Allows you to perform a search for orders 5. Press FK3 OPTION to print a report. 6. Press 1 Enter Run Parameters. 7. Enter parameters. A. Press 1 for hardcopy. B. Select Report Type. 1. Detail 2. Summary C. Select Print Type. 1. Customer Credit Exception 2. Inventory Exception 3. Manual Exceptions 4. All Exceptions D. Enter Order Number Range. 8. Press 6 Select Print Queue. 9. Press 7 Run Program. 10. The report is self-explanatory. However, there are several fields that need to be discussed. 246 Daily Reports User's Guide Sales Order Entry 9.0

255 CREDIT - An asterisk (*) in this field, then this order has a credit exception. INVT - An asterisk (*) in this field, then this order has an inventory exception. MAN - An asterisk (*) in this field, then this order has a manual exception. If there is an asterisk (*) at the end of the line, that means the order is above or below the profit/excess set up for the warehouse in MBS160. PCT - Gross margin percentage. UPRC - The customer's price per unit. Pack & Hold Report (MBS238) 1. From the Array Master Menu, select 03 WAREHOUSE SHIPPING AND RECEIVING. 2. From the Warehouse Shipping and Receiving Menu, select 08 PACK & HOLD SHIP REPORT. 3. Press 1 Enter Run Parameters. 4. Enter parameters. A. Enter Task Management Option 1. Report Only. Go to step F to continue. 2. Create Task Management Notice Only. Go to step B to continue. 3. Print Report & Create Task Mgmt Notice. Go to step B to continue. B. Decide if you want to have Pack & Hold Complete Task Notices (Y/N) C. Decide if you want to have Pack & Hold Expedite Notices (Y/N) D. If you chose Y for step C, enter Expedite Lead-Time. This is the number of days from today's date that you want to review. E. If you chose option 2 in step A, go to step 5 to continue. F. Enter the Report Sequence 1. Order Number 2. Customer, Order 3. Warehouse, Real Item, Order 4. Warehouse, Customer, PO# 5. Warehouse, Item, Due Date, Order NOTE: Options 3 & 5 are not available when creating the Task Management Notice. User's Guide Sales Order Entry 9.0 Daily Reports 247

256 G. Enter the Report Type 1. Print All 2. Print Incomplete 3. Print Completed H. Depending upon the report sequence selected in step E, you will be asked to enter the Order Number Range, Customer Number Range, Item Number Range, Warehouse Range, Back Due Date, Future Due Date and/or Purchase Order Range. I. Enter the Date Option 1. Today's Date 2. Date Range 3. Back/Forward Range J. Enter the Order Option. 1. Pack/Hold And Future Orders 2. Pack/Hold Only 3. Future Orders Only K. Decide if you want to Print GM% on Report (Y/N) L. Pick the P&H-Cnsl Types (Y/N) ALL N = Print staging pack and hold tickets (initially and as a result of backorder releasing. User must manually print the consolidated ticket for shipping/billing. Y = Same as N above however the system will automatically print a consolidated release pick ticket in addition to a staging ticket when the last backorder has been allocated with MBS206/089 and printed with MBS008. S = Will only print the consolidated (final) ticket with all items on it when the last backorder has been allocated with MBS206/089 and printed with MBS008. M = Same as S above however it will ALSO print SPECIFIC RELEASE TICKETS for picking/shipping when the total of allocations as a result of backorder receipts with MBS206/089 meet or exceed the 3 digit dollar value contained in the MIN field. 5. Press 6 Select Print Queue. 6. Press 7 Run Parameters. 7. The report is self-explanatory. Depending upon the parameters entered, the report will show different things. However, there are a few fields that need to be discussed. AVL - The number of available items. ORD - The on-order quantity. U/M - Unit of measure. 248 Daily Reports User's Guide Sales Order Entry 9.0

257 E = Each C = Hundred M = Thousand B/O - This notes if the item is a backorder. If an asterisk (*) appears, the item is on backorder. H - Notes if the order is on hold. STYP - This is the type of sale. The value will be a numeric value as set up in MBSl6l line 2. UPRC - This is the customer's pricing per unit. PCT - The gross margin percentage (GM%). Quotation Inquiry List (MBS046) This report lists all open quotes. 1. From the Array Master Menu, select 09 BRANCH SYSTEM MANAGER. 2. From the Branch System Manager Menu, select 02 QUOTATION INQUIRY LIST. 3. Press 1 Enter Run Parameters. 4. Enter parameters. A. Enter Report Sequence. 1. Quote Number - Go to step B to continue. 2. Customer, Quote - Go to step D to continue. 3. Warehouse, Item, Quote - Go to step F to continue. B. Enter the Quote Number Range. C. Go to step 5 to continue. D. Enter the Customer Number Range. E. Go to step 5 to continue. F. Enter the Warehouse Number Range. G. Enter the Item Number Range. 5. Press 6 Select Print Queue. 6. Press 7 Run Program. 7. The report is self-explanatory. User's Guide Sales Order Entry 9.0 Daily Reports 249

258 Sales Order Status Report (MBS044) 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 07 DAILY REPORTS I. 3. From the Daily Reports I Menu, select 23 SALES ORDER STATUS REPORT. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Task Management Option 1. Report Only. Go to step E to continue. 2. Create Task Management Notice Only. Go to step B to continue. 3. Print Report & Create Task Mgmt Notice. Go to step B to continue. B. Enter Expedite Lead-Time. This is the number of days from today's date that you want to review. C. Choose the Task Management Summary Option 1. Use Header Dates 2. Use Detail Dates D. If you chose option 2 in step A, go to step 7 to continue. E. Enter the Report Sequence 1. Order Number 2. Customer, Order 3. Warehouse, Real Item, Order 4. Warehouse, Customer, PO# 5. Warehouse, Item, Due Date, Order 6. Ware, Slsm, Item, Due Date, Order 7. Ware, Slsm, Customer, Order F. Enter the Report Type 1. Print All 2. Print Allocated 3. Print Back Orders 4. Print Drop Ship 5. Print Alloc + B.O. 6. Print Freight To Follow G. Enter the Date Option 1. Today's Date 2. Date Range 250 Daily Reports User's Guide Sales Order Entry 9.0

259 3. Back/Forward Range H. Depending upon the report sequence selected in step E you will be asked to enter the Order Number Range, Customer Number Range, Item Number Range, Warehouse Range, Purchase Order Range, the Salesman Option, and/or the Salesman Range. I. Decide if you want to Include Internal Order (Y/N) J. Decide if you want to Print GM% on Report (Y/N) 6. Press 6 Select Print Queue. 7. Press 7 Run Parameters. 8. The report is self-explanatory. Depending upon the parameters entered, the report will show different things. However, there are a few fields that need to be discussed. AVL - The number of available items. ORD - The on-order quantity. U/M - Unit of measure. E = Each C = Hundred M = Thousand B/O - This notes if the item is a backorder. If an asterisk (*) appears, the item is on backorder. H - Notes if the order is on hold. STYP - This is the type of sale. The value will be a numeric value as set up in MBSl6l line 2. UPRC - This is the customer's pricing per unit. PCT - The gross margin percentage (GM%). User's Guide Sales Order Entry 9.0 Daily Reports 251

260

261 Periodic Reports Overview Any of the reports listed in this section may be printed. You may any of the reports as a Notepad or Wordpad attachment. All print queues begin with the letter "Z". Prerequisites Chapter Topics Contract Invoice Recap Report (MBS099) Contract Sales Report (MBS048) Customer Product Line Summary (MBS264) Customer Sales Summary (MBS072) Inactive Report (MBS454) Lien Report (MBS453) Missing Invoice Report (MBS457) Monthly Internal Shipment Report (MBS271) Monthly Invoice Register (MBS076) On Demand Customer Sales Summary (MBS213) Sales Recap History Report (MBS079) System Sales History Correction (MBS224) System Sales History Inquiry (MBS223) System Sales Report-Item Level (MBS216) Whse/Customer Type Sales Summary (MBS218) Whse/Salesman Sales Summary (MBS217) User's Guide Sales Order Entry 9.0 Periodic Reports 253

262 Contract Invoice Recap Report (MBS099) This report will allow you to print a recap of contract invoices, or the actual contract invoices for a specific customer, or for all customers. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 09 PERIODIC REPORTS I. 3. From the Periodic Reports I Menu, select 03 SALES AND INVOICING. 4. From the Sales Periodic Reports Menu, select 05 CONTRACT INVOICE RECAP REPORT. Sales Periodic Reports Menu 5. Press 1 Enter Run Parameters. 6. Enter parameters. A. Enter Report Selection. 1. Recap 2. Invoice Prints actual invoices. B. Select Customer Option. 1. All Go to step D to continue 2. Specific Customer Go to step C to continue C. Enter Customer Number. D. Enter Period Selection. This is the same is set up in the invoice print field in the Customer Master Record. What this means is, if the customer is only set up to have their invoices printed monthly, and you choose number 1 Weekly, that customer will not print, even if they had an invoice this week. 254 Periodic Reports User's Guide Sales Order Entry 9.0

263 1. Weekly 2. Bi-Weekly 3. Monthly 4. On Request If you selected option 1 in step B, this option will not appear. E. Enter Cut-Off Date. F. Enter Recap Report Sequence. 1. Customer, Invoice 2. Customer, Contract G. Enter Invoice Print Queue. This will only appear if you selected option 2 in step A. H. Enter Warehouse Range. 7. Press 6 Select Print Queue. 8. Press 7 Run Program. 9. The report is self-explanatory. Contract Sales Report (MBS048) This report summarizes by contract and then by item the month to date and contract life of items purchased to fulfill the contract. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 09 PERIODIC REPORTS I. 3. From the Periodic Reports I Menu, select 03 SALES AND INVOICING. 4. From the Sales Periodic Reports Menu, select 06 CONTRACT SALES REPORT. Sales Periodic Reports Menu 5. Press 1 Enter Run Parameters. 6. Enter parameters. A. Enter Contract Range. B. Select Print Option. 1. Print All Lines 2. Print Only Lines With Values C. Decide if you want to show profit. 0 = Show Profit 1 = Do Not Show Profit D. Select Item Option. User's Guide Sales Order Entry 9.0 Periodic Reports 255

264 1. Print System Item Number & Description 2. Print Contract Item Number & Description 3. Print Both E. Enter 1 if you want a new page for each contract, otherwise press ENTER. 7. Press 6 Select Print Queue. 8. Press 7 Run Program. 9. The report is self-explanatory. However there are several fields that need to be discussed. UNITS Number of units sold for the item on the contract ORDERS Number of orders on the contract SALES Total sales dollars BUDGET Anticipated customer purchase amount % - Percent of the budget purchased SERVICE FACTOR MTD The percentage of the number of times orders were filled on time for the month SERVICE FACTOR C-L The percentage of the number of times orders were filled on time for the life of the contract Customer Product Line Summary (MBS264) Prints the current month and year to date totals by customer, sorted various ways, and summarized by product line, for the current year and last year, with percent comparisons between years. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 10 PERIODIC REPORTS II. 3. From the Periodic Reports II Menu, select 07 CUSTOMER PRODUCT LINE SUMMARY. 256 Periodic Reports User's Guide Sales Order Entry 9.0

265 Periodic Reports II Menu 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter 0 for CRT display or 1 for Hard Copy. B. Select Warehouse Option. 1. Warehouse Range 2. Group Go to step C to continue. C. Enter Group Number. D. Go to step F to continue. E. Enter Warehouse Range. F. Enter Division Range. G. Enter Customer Number Range. H. Enter Salesman Range. I. Enter the Minimum Year-To-Date Amount J. Enter Major Sorts. 0. Warehouse 1. Salesman 2. Division 3. No Sort K. Enter Intermediate Sorts. 0. No Sort 1. Salesman 2. Type Of Cust L. Minor Sort Will Be Cust/Prod. This is system default. User's Guide Sales Order Entry 9.0 Periodic Reports 257

266 M. Deleted Customers Will Appear As Div 99, Slm ZZZZ. This is system default. N. Select Product Break 0. All 4 Characters 1. All 4 / 1st 2 Characters O. Select History-SW. 0. All 1. History-Sw = 3 Only P. Select Total Option. 0. Combine Total 1. Stock/Direct Q. Select Spacing. Depending upon options previously selected, you may or may not receive this prompt. 0. Single space 1. Double Space 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However there are several fields that need to be discussed. %CHG The percentage of change in sales or gross margin between this year and last year %OF-TOTAL -? FLAG -? Customer Sales Summary (MBS072) This report will show the current month and year to date sales information for customers. The sales are reported based on the information (sales rep, warehouse, etc.) in the customer record at the time the report is run. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 09 PERIODIC REPORTS I. 3. From the Periodic Reports I Menu, select 03 SALES AND INVOICING. 4. From the Sales Periodic Reports Menu, select 01 CUSTOMER SALES SUMMARY. 5. Press 1 Enter Run Parameters. 6. Enter parameters. A. Select Report Sequence. 258 Periodic Reports User's Guide Sales Order Entry 9.0

267 1. Customer 2. Salesman, Customer 3. Division, Customer 4. Whse, Customer 5. Whse, Salesman, Customer 6. Div, Desc Sales, Customer 7. Div, Ytd Gr Margin, Cust 8. Whse, Desc Sales, Cust 9. Whse, Ytd Gr Margin, Cust 10. Customer Type, Cust 11. Whse, Customer Type, Cust 12. SIC, Warehouse, Cust 13. Warehouse, SIC, Cust 14. County, Cust 15. County, Warehouse, Cust 16. County, SIC, Cust 17. Warehouse, County, Cust B. Depending upon the option selected in step A, you may be asked to enter the Warehouse Range, Customer Number Range, Salesman Range, Division Range, Customer Type Range, SIC Range, and/or County Range. Answer any prompts. C. Select Customer Sequence. 1. Customer No. 2. Alpha Code D. Select Totals Option. 1. Combined Sales 2. Stock/Direct Sales E. Select Budget. 1. No Budget 2. Include Budgets F. Select Report Option. 1. Do Not Include Customers Without A Balance 2. Include Customers Without A Balance 7. Press 6 Select Print Queue. 8. Press 7 Run Program. 9. The report is self-explanatory. However there are several fields that need to be discussed. Sales Dollar amount of sales GROSS MARGIN Dollar amount of the gross margin User's Guide Sales Order Entry 9.0 Periodic Reports 259

268 AVERAGE ORDER Dollar amount of the average order LAST 12 MOS SALES Dollar amount of sales for the last 12 months HS The history switch from MBS100 line 09 HIST #M The number of months the customer has been on the system. The maximum number that will show is 99. Running the Inactive Report (MBS454) Inactive Report (MBS454) The inactive report reads through the customer records and finds all customers whose last billed invoice date is within the number of days that was set in the parameters, and whose AR balance is not 0. When using the customer option, you may look at both customer masters and jobs. Using the other options, you may only look at jobs. There is a system option related to this, called the LAST- INV option in MBS132. The LAST-INV option determines whether credits and service charges will update the last billed date. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 09 PERIODIC REPORTS I. 3. From the Periodic Reports I Menu, select 03 SALES AND INVOICING. 4. From the Sales Periodic Reports Menu, select 13 INACTIVE REPORT. 5. Press 1 Enter Run Parameters. 6. Enter parameters. A. Select Sequence Option. 1. Group Go to step B to continue 2. Warehouse Go to step D to continue 3. Customer Go to step F to continue B. Enter Group Number. C. Go to step G to continue. D. Enter Warehouse Range. E. Go to step G to continue. F. Select Job Option. 1. Job Only 2. Master & Jobs G. Enter the Number of Days Range. 7. Press 6 Select Print Queue. 8. Press 7 Run Program. 9. The report is self-explanatory. 260 Periodic Reports User's Guide Sales Order Entry 9.0

269 Running the Lien Report (MBS453) Lien Report (MBS453) The Lien Report (MBS453) is a report that lists job accounts that have been billed for the first time. This report basically is to let you know when you have a new job. You can run MBS453 if you have the flag "LIEN" on line 9 in MBS132 set to a 1. A 1 allows you to generate lien information. A 0 means that no lien information will be able to be collected. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 09 PERIODIC REPORTS I. 3. From the Periodic Reports I Menu, select 03 SALES AND INVOICING. 4. From the Sales Periodic Reports Menu, select 12 LIEN REPORT. 5. Press 1 Enter Run Parameters. 6. Enter parameters. A. Select Sequence. 1. Group Go to step B to continue 2. Warehouse Go to step D to continue B. Enter Group Number. C. Go to step E to continue. D. Enter Warehouse Range. E. Select Option. 1. Create Report Prints report only. 2. Create Report & Delete Prints the report, then deletes the information from the system. 3. Delete Printed Records Deletes the information, but does NOT give you a report. 7. Press 6 Select Print Queue. 8. Press 7 Run Program. 9. The report is self-explanatory. However there is one field that needs to be discussed. ELAPSED DAYS The number of days between the ship date and the date the report was ran User's Guide Sales Order Entry 9.0 Periodic Reports 261

270 Missing Invoice Report (MBS457) This report generates a listing of missing invoices for you to validate. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 09 PERIODIC REPORTS I. 3. From the Periodic Reports I Menu, select 03 SALES AND INVOICING. 4. From the Sales Periodic Reports Menu, select 14 MISSING INVOICE REPORT. 5. Press 1 Enter Run Parameters. 6. Enter parameters. A. Enter Invoice Range. B. Select Check Type. Enter a 1 next to the check types you want on the report. Manually Removed Backouts Missing Invoices 7. Press 6 Select Print Queue. 8. Press 7 Run Program. 9. The report is self-explanatory. However there is one field that needs to be discussed. FLAG This tells you the type of invoice you are looking at Space Missing Invoice B Backout V Manually Removed or deleted Monthly Internal Shipment Report (MBS271) This reports shows month to date and year to date intransit information. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 05 SYSTEM PROCESSING UPDATES. 3. From the System Processing Updates Menu, select 30 MONTHLY INTERNAL SHIPMENT UPDATE. 262 Periodic Reports User's Guide Sales Order Entry 9.0

271 System Processing Updates Menu 4. Press 1 Enter Run Parameters. 5. There are no parameters to add. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. Monthly Invoice Register (MBS076) This report gives you a recap of invoices that have been entered for the month. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 09 PERIODIC REPORTS I. 3. From the Periodic Reports I Menu, select 03 SALES AND INVOICING. 4. From the Sales Periodic Reports Menu, select 08 MONTHLY INVOICE REGISTER. 5. Press 1 Enter Run Parameters. 6. Enter parameters. A. Select Report Sequence. 1. Warehouse 2. Salesman 3. Division 4. Invoice User's Guide Sales Order Entry 9.0 Periodic Reports 263

272 5. Tax Jurisdiction 6. Invoice Date 7. O/S Salesman 8. Customer 9. Group B. Depending upon the option selected in step B, you will be asked to enter the Warehouse Range, Salesman Range, Division Range, Invoice Range, Tax Jurisdiction Range, Outside Salesman Range, Customer Number Range, and/or Group Number. Answer any prompts. C. Select Data Source. 1. Select From Current Months Data Go to step E to continue 2. Select From Previous Months Input Go to step D to continue D. Enter Pervious Month (MM/YYYY). E. Select Date Range from Invoice Date 1. Select Invoice Date Go to step F to continue 2. Select All Go to step G to continue F. Enter Invoice Date Range. G. Select Cost Option. 1. Do Not Show Cost (1 Line Display) 2. Show Cost (3 Line Display) H. Decide if you want to substitute gross margin and pct for freight & miscellaneous charge. Y = Yes N = No NOTE: The above step H will only be available if you are running the report by Outside Salesman (option 7 step A) and choose not to show cost (option 1 step G). I. Select Invoice Type Option 1. Select All Invoices 2. Select All Invoices Except Internals 3. Select Only Credit Invoices 7. Press 6 Select Print Queue. 8. Press 7 Run Program. 9. The report is self-explanatory. However, there are several fields that need to be discussed. TY Type of Sale S = Regular Warehouse Sale P = Pack & Hold 264 Periodic Reports User's Guide Sales Order Entry 9.0

273 C = Cash Sale D = Direct I = Internal (IBT) B = Cash Direct X = Regular Warehouse Credit R = Returned Goods Authorization Z = Cash Sale Credit Y = Direct Credit W = Internal Credit V = Cash Direct Credit GR-MARGIN Gross margin dollar amount GM% - Gross margin percentage AVG-GR-MAR Average gross margin dollar amount AGM% - Average gross margin percentage Totals Section The totals print by regular totals, then cash totals, then a sub-total of the sum of these two, then the IBT totals, and then the warehouse (or other break) total. Running On Demand Customer Sales Summary (MBS213) On Demand Customer Sales Summary (MBS213) This report will show sales for each customer. This program can be run by customer number range, type of customer, item number or line buy, and minimum sales dollars for a specific period of time. It can be separated out by jobs and warehouses and also broken down by product line, linebuy, contract or item. This info can be collected as far back as needed, as long as a purge has not been done on the save invoice file. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 09 PERIODIC REPORTS I. 3. From the Periodic Reports I Menu, select 03 SALES AND INVOICING. 4. From the Sales Periodic Reports Menu, select 02 SINGLE CUSTOMER SALES SUMMARY. 5. Press 1 Enter Run Parameters. 6. Enter parameters. A. Enter Month/Year Range. B. Enter Customer Number Range. C. Enter Job Option. User's Guide Sales Order Entry 9.0 Periodic Reports 265

274 1. Combine Jobs Go to step E to continue 2. Job Range Go to step D to continue D. Enter Job Number Range. E. Enter Warehouse Option. 1. Combine Warehouses Go to step G to continue 2. Warehouse Range Go to step F to continue F. Enter Warehouse Range. G. Enter Break Sequence. 1. Product Line Go to step H to continue 2. Line Buy Go to step J to continue 3. Contract Go to step L to continue 4. Item Go to step N to continue H. Enter Product Line Range. I. Go to step N to continue. J. Enter Line Buy Range. K. Go to step N to continue. L. Enter Contract Range. M. Go to step N to continue. N. Enter Item Number range. O. Enter Customer Type Option 1. Cust Type Range 2. Enter Specific Cust Types P. Depending upon the option selected in step O, you will be prompted to enter the Customer Type Range, or you will be prompted to enter up to six customer types. Q. Enter the Report Option. This option will not be available if you chose option 4 Item in step G. 1. Detailed 2. Summary R. Select Gross Margin Option. 1. Show Gross Margin 2. Don't Show Gross Margin S. Enter Minimum Sales Dollars:.00. (Enter 0 to show all records regardless of balance) The minimum sales dollars will be compared against the line buy, product line, or contract based on the break selected. This option will not be available if you chose option 4 Item in step G. 7. Press 6 Select Print Queue. 8. Press 7 Run Program. 9. The report is self-explanatory. 266 Periodic Reports User's Guide Sales Order Entry 9.0

275 Sales Recap History Report (MBS079) This report will give you a recap of sales for both month to date and year to date. The sales are reported based on the information (sales rep, warehouse, etc.) in the invoice at the time it is billed. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 09 PERIODIC REPORTS I. 3. From the Periodic Reports I Menu, select 03 SALES AND INVOICING. 4. From the Sales Periodic Reports Menu, select 04 SALES RECAP HISTORY REPORT. 5. Press 1 Enter Run Parameters. 6. Enter parameters. A. Select Sequence Option. 1. Warehouse Go to step D to continue 2. Group, Warehouse Go to step B to continue B. Enter Group Number. C. Go to step E to continue. D. Enter Warehouse Range. E. Decide whether to Breakout Stock From Non Stock. Y = Yes. This will list the stock and non-stock amounts by salesman and show a combined total N = No F. Choose how you want to print the recap. Enter a 1 next the category you want to recap (i.e. Warehouse). You may also choose to recap each category by outside salesman, inside salesman, or split. 7. Press 6 Select Print Queue. 8. Press 7 Run Program. 9. The report is self-explanatory. However, there are several fields that need to be discussed. PCT Gross margin percentage User's Guide Sales Order Entry 9.0 Periodic Reports 267

276 System Sales History Correction (MBS224) 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 10 PERIODIC REPORTS II. 3. From the Periodic Reports II Menu, select 06 SYSTEM SALES HISTORY CORRECTION. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Select Adv. Sales Correction Phase. 1. Update History Switch Updates detail history with the current switch setting from the customer master. 2. Print Dropped History Records Prints history records that will be dropped. If any switches are wrong change the customer master and rerun Step Delete Dropped History Records Drop history records in accordance with the current switch settings. B. Enter Warehouse Range. C. Enter Salesman Range. D. Enter Customer Number Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However there are several fields that need to be discussed. PROD Product Line CT Customer Type. This is from the customer master record. ST Sales Type. This is the numerical value from the sales header. H History Switch RT Record Type 00 = Customer Summary Record 01 = Item Level Record 02 = Product Level Record LAST Last Update DATE Date of the last update SOLD Number of units sold for the month #ORD The number of orders for the month LTM Current month last year 268 Periodic Reports User's Guide Sales Order Entry 9.0

277 LTD Last year to date System Sales History Inquiry (MBS223) This inquiry will show the customer history for stock sales and direct sales. It will give you the sales and profit information for each customer monthly and show the current month from last year, as well as last year to date. This inquiry will not give you current year to date information. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 10 PERIODIC REPORTS II. 3. From the Periodic Reports II Menu, select 05 SYSTEM SALES HISTORY INQUIRY. 4. You are now at the Customer/Item History Inquiry screen. Customer/Item History Inquiry Screen 5. There are several function keys available on this screen. FK2 Returns to the previous screen. FK5 Allows you to perform a search. Enter any information you know and then press enter through the fields you do not know. FK6 Allows you to search by product history FK6 Allows you to see product history NOTE: You may press FK5 to search at anytime during the entry of steps User's Guide Sales Order Entry 9.0 Periodic Reports 269

278 6. Enter Warehouse Number (WH). 7. Enter the Salesman Number (SLSM). 8. Enter the Customer Number (CUSTNO). 9. Enter the Ship-to Number (SHIP), if applicable. 10. Enter the Product Line Number (PROD). 11. Enter the Item Number (ITEM). 12. The Customer/Item History Detail Inquiry screen will appear. Customer/Item History Detail Inquiry Screen 13. See the Customer/Item History Detail Inquiry Field Descriptions for definitions. 14. You may press NL or ENTER to see the next, or ESC to enter a new customer. Customer/Item History Detail Inquiry Field Descriptions WHS Warehouse number. SLSM Salesman number. CUSTNO Customer number. SHIP Ship-to information. PROD Product line number. ITEM Item number. 270 Periodic Reports User's Guide Sales Order Entry 9.0

279 RECTYPE Record type. SALE Type of sales. This is the numeric value found in the sales order header. CONTRACT Contract number L-UPD Month and year this customer's history was last updated. VENDOR Vendor number. CUSTOMER NAME Customer name. TYPE Customer type. ITEM-DESCRIPTION The description of the item. HST The value of the history switch from the customer master record. ORD-DATE The last order date for this customer. STOCK SALES All sales except directs. SOLD Number of items sold for the particular month #ORD The number of orders for the particular month. SALES The total dollar amount of sales for the particular month. PROFIT The total dollar amount of profit for the particular month. DIRECT SALES All types of direct sales. SOLD Number of items sold for the particular month #ORD The number of orders for the particular month. User's Guide Sales Order Entry 9.0 Periodic Reports 271

280 SALES The total dollar amount of sales for the particular month. PROFIT The total dollar amount of profit for the particular month. JAN DEC The months of the current year. LTM Current month last year. LTD Last year to date. System Sales Report-Item Level (MBS216) Prints the current month and year to date totals by item within product, customer and warehouse. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 10 PERIODIC REPORTS II. 3. From the Periodic Reports II Menu, select 02 SYSTEM SALES REPORT-ITEM LEVEL. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Select Warehouse Option. 1. Warehouse Range Go to step D to continue 2. Group Go to step B to continue B. Enter Group Number. C. Go to step E to continue. D. Enter Warehouse Range. E. Enter Customer Number Range. F. Enter Product Number Range. G. Enter Item Number Range. H. Enter Minimum Year To Date Amount. The dollar amount entered here is the minimum dollar amount that you want to see for each customer. If a customer does not have at least that dollar amount in sales, they will not appear on this report. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 272 Periodic Reports User's Guide Sales Order Entry 9.0

281 8. The report is self-explanatory. However there are several fields that need to be discussed. CM TOTAL SALES Current Month Total Sales UNITS The total number of that item ordered TIMES ORDRD The number of times this item was ordered LAST ORDER the month and year this item was last ordered. Whse/Customer Type Sales Summary (MBS218) Prints the current month and year to date totals by type customer within warehouse. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 10 PERIODIC REPORTS II. 3. From the Periodic Reports II Menu, select 04 WHSE/CUSTOMER TYPE SALES SUMMARY. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Select Warehouse Option. 1. Warehouse Range Go to step D to continue 2. Group Go to step B to continue B. Enter Group Number. C. Go to step 6 to continue. D. Enter Warehouse Range. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However there are several fields that need to be discussed. Type Type of customer from the customer master record % - Gross margin percent TY Today LY Last year User's Guide Sales Order Entry 9.0 Periodic Reports 273

282 Whse/Salesman Sales Summary (MBS217) Prints current month and year to date totals for type of sale by customer, salesman and warehouse. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 10 PERIODIC REPORTS II. 3. From the Periodic Reports II Menu, select 03 WHSE/SALESMAN SALES SUMMARY. 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Select Warehouse Option. 1. Warehouse Range Go to step D to continue 2. Group Go to step B to continue B. Enter Group Number. C. Go to step E to continue. D. Enter Warehouse Range. E. Enter Salesman Range. F. Enter Customer Number Range. G. Enter Minimum Year To Date Amount. The dollar amount entered here is the minimum dollar amount that you want to see for each customer. If a customer does not have at least that dollar amount in sales, they will not appear on this report. H. Select Totals Option. 1. Combined Sales 2. Stock/Direct Sales 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 8. The report is self-explanatory. However there are several fields that need to be discussed. SALESMAN The salesman name at the header of the report page TYPE Customer type from the customer master record % - Gross margin percent TY Today LY Last year 274 Periodic Reports User's Guide Sales Order Entry 9.0

283 Purges/System File Maintenance Overview Prerequisites A reorg and good backup of the WOHR and WODR files prior to running order file purges, or WQHR and WQDR files prior to running quote file purges are suggested. Chapter Topics Purges System File Maintenance User's Guide Sales Order Entry 9.0 Purges/System File Maintenance 275

284 Quotation Purge (MBS143) Purges This program will purge quotes from your system. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 06 SYSTEM FILE PURGES. 3. From the System File Purges Menu, select 12 QUOTATION. System File Purges Menu 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Select Purge Option. 1. Purge Everything Prior to a specific Date - Go to step B to continue. 2. Keep a Specific Number of Months - Go to step D to continue. B. Enter the date to Purge Everything Prior To. C. Go to step 6 to continue. D. Enter the Number of Months to Keep in Addition to the Current Month. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. 276 Purges/System File Maintenance User's Guide Sales Order Entry 9.0

285 Order Line File Audit (MBS309) This program will delete the detail line of a sales order that does not have a header associated with it. 1. From the Array Master Menu, select 10 SUPPORT FACILITY SYSTEMS MANAGER. 2. From the Support Facility Systems Manager Menu, select 12 SYSTEM FILE AUDITS. 3. From the System File Audits Menu, select 06 ORDER LINE AUDIT (NO HDR). System File Audits Menu 4. Press 1 Enter Run Parameters. 5. Enter parameters. A. Enter Warehouse Number Range. B. Enter Order Number Range. C. Enter Customer Number Range. D. Enter Order Date Range. E. Select whether to Delete the Order. Y = Delete order N = Do not delete order, just generate report. This reports those orders the system would have deleted. 6. Press 6 Select Print Queue. 7. Press 7 Run Program. User's Guide Sales Order Entry 9.0 Purges/System File Maintenance 277