AUTOPOWER. Order Entry How-To Workbook. We Are Giving You All the Answers!

Transcription

1 AUTOPOWER Order Entry How-To Workbook We Are Giving You All the Answers! 400 Technology Park Lake Mary, FL Ph Fax:

2 Copyright Notice AutoPower Corporation makes no warranty of any kind with regard to this material, including, but not limited to, the implied warranties of merchantability and the fitness for a particular purpose. AutoPower Corporation shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing, performance, or use of this material. The information described in this document is furnished under a license agreement or nondisclosure agreement. This document contains proprietary information that is protected by copyright. All rights are reserved. No part of this document may be copied, reproduced, transmitted, or translated into another language in any form or by any means, electronic or mechanical, for any purpose, without the expressed written permission of AutoPower Corporation. The information contained in this document is subject to change without prior notice. Companies, names, and data used in examples herein are fictitious unless otherwise noted. Copyright 2017 AutoPower Corporation. All rights reserved. Version 3.2. AutoPower University Documentation Series. Printed in the United States of America Page 2 AutoPower Corporation 2017

3 TRAINING OBJECTIVE The purpose of this workbook is to help you, the AutoPower end-user, master the basic elements (critical tasks) of Order Entry. It is designed as a self-help tool, consisting of step-by-step explanations and examples. Fill-in-the-blank and multiple-choice exercises will follow each topic. This will emphasize the knowledge that is needed to get your job done accurately and quickly. You are encouraged to use this training book in combination with your AutoPower applications database, or by using the examples in this workbook. However, all the examples may not be hands-on. I will let you know what these examples are when we get to them. In combination with this workbook, you will need a PC or thin client to follow along with the exercises in this workbook. When you have completed the exercises in this Order Entry Workbook you will be able to complete the critical tasks given below with 100% accuracy. You will be measured by short fill-in the blank and multiple choice questions at the end of each lesson. The results will be provided to management upon completion of training. TASKS: View Inventory/Parts Inquiry Create an Order Complete Customer Returns, Warranty Returns Complete Core Exchanges, Core Returns, Corebank Inquiry Edit an order (before and after invoicing, using options letters) Print Pick Tickets Print Packing Slips Print Invoices Enter Customer Notes Display Orders on Hold Reprint Invoices from history View Customer Part Purchase History Process Backorders AutoPower Corporation 2017 Page 3

4 GETTING STARTED Before we get started, In the AutoPower system, there are only a few areas of the system that you can use the Escape key, Backspace key, Space Bar and the Delete key. When we get to these areas of the system they will be pointed out to you. These keys cause control characters in some of the data records and should not be used except where we tell you they can be used. LOGGING ON Use your username and password to logon to the AutoPower System. This user name and password will be assigned to you by your manager. If you should forget your user name and password, please see your manager so that it can be reset for you. Enter User name: Enter Password: Page 4 AutoPower Corporation 2017

5 MAIN MENU After logging in, you will be presented with the Main Menu. Your Main Menu may slightly vary from what you see here. You may have customizations that only apply to your business. The cursor will be at Enter Selection as shown in the display below. AutoPower Corporation 2017 Page 5

6 INVENTORY / PARTS INQUIRY We will start by learning how to search for specific parts, pricing and availability using Parts Inquiry. From the Main Menu, Type in #2 and press R. Then from the Order Entry Menu, type in #1 and press R, as shown below. Type #1 and press R. Page 6 AutoPower Corporation 2017

7 The Parts/Inventory Inquiry Screen will display as shown in the example below. Parts/Inventory Inquiry Screen A part number is defined in two sections, Vendor Code and part number. ABC is the Vendor Code and 1234 is the part number. Type in the Vendor Code ABC, Part number 1234 then Press R. The information for the part number that you typed in will display as shown above. AutoPower Corporation 2017 Page 7

8 Let s discuss the top half of the Inventory Inquiry Screen. Where does all of this information come from? Application Info In the upper left hand corner of the screen you will notice the words Application Info, the Parts Application Info is added to a part number in the Inventory File Maintenance option located from the Inventory Menu. This is only available to those employees who have the File Maintenance capabilities. When you see the words Application Info in reverse video this is indicating that there is more information available for this part number. The Application Info shows in reverse video when there is additional information stored about this part number that you have displayed on the screen. Function Keys When you press the 2- function key on the Inventory Inquiry screen, the Parts Application Information will show. Press R to return to the previous screen. Page 8 AutoPower Corporation 2017

9 In our example, the parts application information is, This Spark Plug is available in platinum. The Gap has been preset on these. Press R to exit the Parts Application Info Screen. Price Fields The Price fields are updated in the Inventory File Maintenance program. Your Price fields on your Inventory Inquiry screen may be different from what you see here. This screen is setup during the initial system install with your specific pricing levels for your company. The Price fields are populated by what has been entered using inventory file maintenance. All employees do not have access to change the information in the Inventory master record. The fields that are listed on the top portion of the Inventory Inquiry screen come from the Inventory File Maintenance option EXCEPT for the Exp. Del Date, Superceded By. The Expected Delivery Date comes off the Issued Purchase Order. The Superceded by comes from the Superceded File Maintenance or the Change Old Part to New Part program. AutoPower Corporation 2017 Page 9

10 Inventory Inquiry Field Descriptions: List Dealer Stk Dlr Fleet Jobber Core Core Cost Repl/Avg Cost Exp. Del. Date Superceded By Bin Location Codes Supplr LN SPK SelPak Wght UM List Price Dealer Price Stocking Dealer Fleet Price Jobber Price Core Price Core Cost Replacement/Average Cost Expected Delivery Date of PO. Superceded By Part number Bin location where part is stored Codes Supplier Line Code/Group Code Standard Pack Sell Pack Weight Sell Unit of Measure Let s discuss the 2 nd half of the Inventory Inquiry screen. Branch List all branch locations. Starting with the location of the person who is signed onto the PC or Thin Client. Q-O-H Quantity on Hand This figure reflects what is in the warehouse. AVAIL Availability This figure reflects what is available to sale. Q-O-O Quantity of Order This figure reflects the quantity of this part number that is on PO s. Curr Sales Current Sales This figure reflects the sales figure for this month. Month to Date. Y-T-D Sales Year To Date Sales This figure reflects the sales figure for the Year-To-Date. Jan-Dec. 12-Mo Sales 12 Month Sales This figure reflects the rolling 12-month sales Example Sept Sept. Min Max Minimum Stock Level This figure reflects the Minimum Stocking Level that you will keep on the shelf. Maximum Stock Level This figure reflects the Maximum Stocking Level that you will keep on the shelf. Page 10 AutoPower Corporation 2017

11 POP Alternates This is the Local Popcode. The local pop code is based on your company s sales of this product. This code can be set on a company-wide basis or per location. This is the Alternate/Interchange part numbers for this part. The most Profitable will be listed first. If the part number has a + beside it, the part has quantity available for sale. NOTES: Your Parts Inquiry Screen may be a little different from the examples shown above. AutoPower Corporation 2017 Page 11

12 The Final Part of the Inventory Inquiry screen is the Functions Keys. Let s discuss the Function Keys. Function Keys F1 Sales F2 Info F3 Alt F4 Sup F5 Lost F6 Act F7 VND F9 CustPrc F10 Unit Search F11 Prev F12 Nxt Action Displays Sales Information Displays Part Application Information If a part has an Interchange listed under the Alternates screen, you can display it. If a part has a supercede part number, this function key will pull that part number into the Inventory Inquiry screen to display the information for the supercede part number. This key is used to record a lost sale in inventory inquiry. You can record a lost sale due to Availability or Price. Displays all activity, transfers, sales, and purchases for this part. The system will request the entry of the location, and then a menu will indicate how many transactions there are to display. If you wish to see the Oldest or Newest transactions first, if you wish to see a specific transaction code, or all of them. If you wish to see a specific starting date. Displays information about alternate vendors and suppliers that you may purchase this part from. This Function Key will show a particular customer pricing for this part number. This Function Key is activated only if you have Unit Rebuilding software installed on your system. When the End Of Day process has been ran the system creates a list of parts in numeric and alphabetical sequence. When the F11 key is pressed, the part number prior to the one currently on the screen in that list will display. When the End Of Day process has been ran the system creates a list of parts in numeric and alphabetical sequence. When the F12 key is pressed, the part number in the list after the one currently on the screen will display. Page 12 AutoPower Corporation 2017

13 Now we will start learning how to use the Inventory Inquiry screen. Part Number Field ABC1234 To enter a new part number, first type the threecharacter code for the vendor; in this case ABC and then you will type the part number Then press the R key on your keyboard. Or you can type in just the part number and press R. This will display a listing of all part numbers in the system with their predefined vendor codes. Then you can select the correct part number. Type in the Vendor Code ABC and then type in the part number 1234 and press R. The part number will display as shown. To see information about another part number with the same vendor type in the new part number and then press R. AutoPower Corporation 2017 Page 13

14 To see information about another part number and a different vendor press R once and type the new vendor code and the part number. To return back to a previous menu press R. Let s take a look at searching for part numbers in the Inventory Inquiry Screen. Bringing up part numbers in Parts Inquiry is simple, when you know the part number. But when you only know a portion of the part number, we will have to look them up a little differently than just typing in the part number. Type the vendor code first 3 letters followed by a / and the part number. A list will show on the screen with all the part numbers that have the vendor code that you entered. ABC/ This will list all parts with this vendor code. Page 14 AutoPower Corporation 2017

15 A second way to search is with the part description. Type the vendor code and a period followed by a word that is a part of the description. A list will show with all parts that have that word in the description. ABC.BRAKE To search by part description you must enter the vendor code followed by a period and then the word that you wish to search for. The display will be for all vendors that have a part number with the description that matches the words that you typed in. In this example it was a very large search. There were 7479 found with the word Brake in the part description. If there is a Quantity on Hand or Availability for the part number it will also be shown. AutoPower Corporation 2017 Page 15

16 Here is a complete listing of ways to search for part numbers and descriptions. NOTES: Page 16 AutoPower Corporation 2017

17 Display Purchase Orders for A particular Part Number The Quantity on Order column shows that I have 120 on order. I would like to know what Purchase Orders this part is on. Part number ABC1234 shows in the inquiry screen that there are 120 of this part on order. To find out what Purchase Order this part is listed on, type in the letter P and press, R. To see what purchase orders this part is listed on, type in the letter P and press R. The Purchase Orders that this part is on, Purchase Order #17 has 50 units on Order, Purchase Order #100 has 20 units on Order and Purchase #101 has 50 units on order. AutoPower Corporation 2017 Page 17

18 Since the Purchase Orders did not have the cost or the expected delivery date on them, these columns will not have information displayed in this window. These are the Purchase Orders that the 120 parts are on. The Purchase Orders are in an issued status. Press R to go back to the Inventory Inquiry screen. Page 18 AutoPower Corporation 2017

19 Display Backorders For A Part Number in Inventory Inquiry In our example below the Avail column shows that there is 171 parts available to sell but our QOH shows that there are 172, so what s the difference? The AVAIL is a calculation of QOH (Inventory on shelf) minus the Customer backorders (open orders). QOH = What s on the shelf. AVAIL = What s available to be sold. QOO = Quantity on open Purchase Orders. AutoPower Corporation 2017 Page 19

20 To find out what the difference is between the QOH and the AVAIL type in BO over the part number and press R. Type in the letters BO and press R to see the backorders. The Quantity of 1 is on order #265. This order is on hold. That is our difference between the Quantity on hand and Quantity Available. We know how to lookup the Quantity that is on a Purchase Order and what is committed by order. Page 20 AutoPower Corporation 2017

21 There are 3 more letters that you can type in the part number field to get part number information. K = If this part were a Kit we would type in the letter K to display the components that are used to make the kit up. O = If you type in the letter O in the part number field this will take you to the Order Entry screen to start a new order. G = If you type in the letter G in the part number field this will give you a sales graph of the part number that is being displayed. If you type in the letter G in Inventory Inquiry after you have keyed in a part number this screen will display. It shows the sales by month. In this example the part had a total sale of 2 and it was in the month of Nov That is the end of the Inventory Inquiry Screen! AutoPower Corporation 2017 Page 21

22 It s time for a review! Match the word with it s meaning. A. Y-T-D SALES B. QOO C. QOH D. POP E. MIN F. MAX G. CURR SALES H. BRANCH I. AVAIL J. ALTERNATES K. 12 MO SALES This is the sales figure for a rolling 12 month sales Ex. Sept Sept. This is the Alternate/Interchange part numbers for this part. The most Profitable will be listed first. If the part number has a + beside it, the parts has quantity available for sale. This figure reflects what is available to sell. List all branch locations. Starting with the location of the person who is signed onto the PC or Thin Client. This is the sales figure for this month. Month to Date This is the Maximum Stocking Level that you will keep on the shelf. This is the Minimum Stocking Level that you will keep on the shelf. This is the Local Popcode. The local pop code is based on your company s sales of this product. This figure reflects what is in the warehouse. This figure reflects the quantity of this part number that is on PO s. This is the sales figure for the Year-To-Date. Jan-Dec. Page 22 AutoPower Corporation 2017

23 ORDER ENTRY The Order Entry program will allow you to enter an order in the system for parts purchased by a customer. You will have the option to leave the sales order in a pick ticket, backorder, hold or quote status. Of course, you have the option to invoice the customer on the spot and get them out of the door in a timely manner. When processing a sales order the system will relieve inventory and record the sale for posting to the General Ledger. Entering an Order Now we are ready to begin an order. From the Main Menu type in #2 for the Order Entry Menu and press R. At the Order Entry Menu type in #2 again, and press R to access the Order Entry Screen. The first screen that displays in order entry is shown below. This is known as the Customer Entry Screen. AutoPower Corporation 2017 Page 23

24 Let s discuss the Entry Screens in the Order Entry Program. Customer Entry Screen Parts Entry Screen Totals Screen Options Screen Action Action Action Action Enter Customer # and Customer Account Search. Enter Parts Add Sales Tax, Freight Ship Via, Terms, Print Pick Ticket, Packing Slip or Invoice Screens There are 4 Screens that you need for completing a customer s invoice in order entry. 1. Customer Entry 2. Parts Entry 3. Totals 4. Options Customer Entry Screen #1 You have a walk-in customer at your counter. From the Main Menu type #2 and press R for the Order Entry Menu. Then type in the #2 and press R again to access the Order Entry Screen. Your customer would like to purchase 3 different parts. The parts are spark plugs, spark plug wires and a coil wire. He would like one of each. We are fortunate because this customer is a repeat customer and he knows his part numbers. Your Customer tells you his account # is and the name of his company is. The part numbers are,, that he would like to purchase. If the Customer did not know his account number, you have options for searching for his account number. There are 4 ways that we may enter or search for a customers account. Page 24 AutoPower Corporation 2017

25 Enter the Name Search here. Type in the first 3 characters or the complete customer s name and press R. OR Type the customer Zip Code and press R. OR Type in the City and press R. OR Type in the last 4 digits or the complete customer s telephone number and press R. There are no spaces or separators in the telephone number. On the Order Entry screen you will see Enter Account. Notice the difference between the F2 Search (Enter Name) and the Enter Account prompts. Enter the Account # not the customer s name. AutoPower Corporation 2017 Page 25

26 Type in your Operator Number and press R. This could be your salesman number. Your No: Page 26 AutoPower Corporation 2017

27 Parts Entry Screen #2 The Parts Entry Screen will display: Customer Status: Terms Net 10 th Taxable Backorders OK No PO Required. When you access the Parts Entry screen, an order number is assigned. It is the branch location number followed by the order #. This is not the invoice number. It will be assigned. Function Keys The columns you see here are the Department (DPT), Availability (AVL), Quantity ordered (ORD), Ship Amt (SHP), Backorder Amt, (B/O), Core Price, Price field, Extension Column Verify that you have the correct customer information on top of the Parts Entry Screen. We know from the Parts Entry Screen that this customer has pay terms of A-Net 10 th, his company is taxable, he accepts backorders, a PO number is not required and that his Ship To: and Bill To: addresses are the same. These entries come from the Customer Master Record, which is located in the Customer File Maintenance as shown below. AutoPower Corporation 2017 Page 27

28 Now we can start entering the part numbers. Type in your part number. In our example we will type in ABC1234. Begin with the vendor code first. The vendor code here is ABC. If you type in the part number incorrectly and you have not pressed the R key, you can backspace over the part number and re-key it. If you typed in the part number incorrectly and you have pressed the enter key, you will see the message Is this item a Buyout? Type in the letter N for NO. You will be back at the Part Number prompt for entry of the correct part number again. You may have to press your 2 Function key to refresh your screen. This would apply if you have multiple part numbers on your screen. Type in your Part number. Remember to type in the vendor code first. In our example the vendor code is ABC. Customers Price is derived from their pricing matrix. At the bottom of the screen, the parts description and other pricing levels will display. These price fields come from the Parts Product Master Record located in the Inventory File Maintenance. Page 28 AutoPower Corporation 2017

29 The cursor is now in the ORD column. The cursor is prompting you to enter the number of parts the customer wants to purchase. Your customer would like to purchase 1 of the ABC1234 s. Type in the number 1 in the ORD column and press R. The cursor will advance and display the ship quantity, backorder quantity and the extension price of the sale. Part Number ABC1234, has 25 available to sell and we ordered 1, shipped 1, and had no backorders. If your customer wanted to buy more parts from the ABC Product line you would just type in the part number on the next line. You would not need to type in the Vendor Code (ABC) again. AutoPower Corporation 2017 Page 29

30 Backorder Quantity This function may be deactivated per your company s request. Management controls this option. In our example below, Customer # 1002 would like to purchase a quantity of 180 of part number ABC1234. We only have available to sell 174 and the customer accepts backorders. Type in part number ABC1234 and press R. The cursor will be in the ORD column. Type in 180 and press R. The B/O column will populate with the quantity of 6. The price quantity and the extension will complete. This entry would ship a quantity of 174 and backorder the quantity of 6. Page 30 AutoPower Corporation 2017

31 If you would like to backorder the quantity of 180, type in the quantity of 180 followed by the option B and press R. These will backorder the 180 parts and not ship anything as shown in the example below. Type in the letter B and press R. The complete order will be in a backorder status. NOTES: AutoPower Corporation 2017 Page 31

32 Selling a Part Number in a Different Product Line Your customer would like to buy 1 of part number DEF Change the Vendor Code from ABC to DEF just type in the new part number. Then type in the new vendor DEF followed by the part number After typing in your part number, type in the quantity that your customer would like to purchase. Type the number 1 in the ORD column. The remaining columns SHP, B/O, CORE, PRICE and the EXTENSION PRICE will be completed. Page 32 AutoPower Corporation 2017

33 Let s stop here and do a review. Questions? 1. When you are first logging onto the system you will be prompted for your user id and password. If you should forget your User id and password whom should you ask for help? A. Your Customer B. Your Vendor C. Your Manager D. Your Accounting Dept. 2. What will happen if you use the Escape Key, Backspace key, Delete key or Space bar in an area that does not allow the use of these keys in the Order Entry System by mistake? They can only be used in certain areas of the system. A. Control Characters in data records. B. A Pick Ticket will print. C. Nothing D. An Invoice will print. 3. In the AutoPower Order Entry Program there are 4 screens that must be completed to enter a customer purchase. They are: A. Backorder, Terms Code, ShipTo, Purchase Order Screen B. Customer Entry Screen, Parts Entry Screen, Totals Screen, Options Screen C. Screen Play 1, Screen Play 2, Screen Play 3, Screen Play 4 D. Customer Screen, Pick Ticket Screen, Freight Screen, Final Invoice Screen 4. A customer s account number can be found by: A. Pressing the function key F2 and typing the customer name. B. Entering the customer s name at the Account number field. C. Start at the Parts Entry Screen and key in the customer s name and the account number will automatically appear. D. Typing in the customer s account number and pressing enter. 5. There are 4 ways that we may enter or search for a customers account in order entry. Which one of the following answers is not correct? A. In the Enter Account field, type the complete account number and press enter. B. Press F2 function key, in the Enter Name field, type the first 3 characters or the complete customer s name. AutoPower Corporation 2017 Page 33

34 C. Press F2 and in the Enter Name field, type customer s City or ZIP code and press R. D. Press F2 and in the Enter Account field, type last 4 digits or complete customer phone number with (no spaces or separators.) 6. If you should type in the part number incorrectly and you get the message Is this Item a Buyout and it is not truly a Buyout? What should you do? A. Ignore it. B. Enter N for No. Then you can go back and enter the correct part number. C. Press F2 and re-key the part number. D. Start the Order completely over. 7. After you have keyed in your 1 st Part Number ABC1234 and you need to enter another part number (example DEF56789) on the second line but with a different vendor, what action would you take? A. Exit out and start another order. B. Press your Space Bar one time so that you could type in the new vendor code and the part number. C. Backspace over the current Vendor Code and key the new part number. D. Type in the vendor code followed by the part number. 8. The 1 st 3 Alpha characters of a part number represents what? A. The Brand name or Vendor Code. B. The Customers name. C. The Bar Code. D. The Pricing Level of the part. 9. The ORD or Order column in order entry is where you enter what? A. The quantity to be shipped. B. The quantity to be backordered. C. The price. D. The quantity to be purchased. 10. The Customer Pricing for a particular part, which is displayed on the order entry screen when you enter the part number, comes from? A. Customer Pricing Matrix and Inventory File Maintenance. B. Accounts Receivable File Maintenance. C. Accounts Payables D. Pricing File Maintenance. Page 34 AutoPower Corporation 2017

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36 SEARCH FEATURES IN ORDER ENTRY Let s take a look at a few search features. These features can help in searching for parts in Order Entry. In the Part Number field on the order is where you would type in one of the following options that will allow you to look up part numbers. To view all parts with the same vendor code, key in ABC/ in the part number field and press R. After entering the ABC/ in the part number field, the system will display Searching in line ABC containing 1 item. Then the description would follow, with the Quantity on hand displaying. I only have one part in the test system with ABC as the vendor code. If I had more parts then they would also display on the screen. Page 36 AutoPower Corporation 2017

37 After entering the ABC/ in the part number field, the system will display Searching in line ABC containing 1 item. Then the description would follow, with the Quantity on hand displaying. If you know a portion of the part number and the vendor code, you could: Type in the Part number field ABC/ followed by the part number sequence and press R. This will show all vendors with that part number. In our example we will use vendor ABC followed by a slash and the part number 123. If only a portion of the part number and the vendor is known, you could type in vendor code followed by a slash followed by the sequence of the part number. AutoPower Corporation 2017 Page 37

38 The system will respond with all parts that have that sequence of numbers in the particular vendor line that you requested. In this example we will search for a particular part by name. Type in a vendor code followed by a. period, then the name of the part and press R. In our example we used ABC.SPARK. Page 38 AutoPower Corporation 2017

39 The system responded by the part number ABC1234 and also it responded with any other part number that has SPARK in it s description. The + sign also means that this part has a quantity on hand. To display all part numbers in the inventory, type in INV followed by the slash / and press R. The system will respond with all part numbers in the inventory master. That completes our Parts Search Options in Order Entry. AutoPower Corporation 2017 Page 39

40 CHANGES TO A SALES ORDER Now you can search for customers, part numbers and enter the parts on an order. You also need to know how to make changes, process customer returns and create warranty returns. When you use one of the options below, it will be entered after you typed in the part number and the quantity. Then you will type in the option. Example: 3P reflects that the customer wants 3 of this part but I need to change the price of the part. Order Entry Options- Quantity Ordered Followed by Option Letter: B Force Backorder. If you only have 3 available and your customer needs 5, you are 2 short. You need to type in 5B and the system will ship the 3 that you have and backorder a quantity of 2. There is another option for backorders and it is Z options that will backorder the entire quantity. If the customer wants to wait and get the 5 parts all at one time then you would type in 5Z and the entire quantity of 5 will go on backorder. (If force ship is turned on, this option is not available.) C D E F G L Core Return - If a customer brings in a core return for a refund enter a negative (-) in front of quantity. Example (-1C) Change description Change the description of the part number on this order/invoice only. It does not change the description in the master record. Core Exchange - Customer brings in the core when he is purchasing a part with a core. (No negative). Even swap for a core. Force Ship - If you force ship a backorder then you would use the F option. This will leave a negative quantity, which will be corrected when more of the specified part number is received via purchasing. (Use Only if Force Ship is not turned on in software.) Core Buy If you buy cores from customers or vendors. Records a Lost Sale (Due to Cost or Availability) This lost sale will print on the invoice. Type in (1L) and the lost sale is recorded in the system for purchasing. If you would not like the Lost Sale to appear on the invoice type in (1X) and this will record the Lost Sale for purchasing but will not print on the customer s invoice. Page 40 AutoPower Corporation 2017

41 M N O Line Item Message If you need to print a message on the invoice below a part number then type in the Qty, example (1M) and type the message that will be added to this part line when the invoice is printed. The message can be a default (pre-defined) message that has been previously setup in the system. This is the Line Item Message File Maintenance under the Inventory File Maintenance Menu. No Month-To-Date Update. If you need to sell parts without updating the Month-To-Date Sales figures you can enter the Qty followed by the letter N. Example (1N) This can be important for the one time large sales that you do not want to effect your future part ordering. Management controls this option. Buyout - If you should enter a part number that has no Quantity Available, no Cost on the Inventory Master Record or no Min/Max status record it will go into the BuyOut Logic. The system will request that you enter the price you purchased the part for (cost), the supplier that you purchased the part from, and the invoice number for your purchase. After responding to these system prompts, the system returns you to the order. Example of a BuyOut Your best customer comes in the door or calls and he needs a part that you don t stock. You know where you can get this part for him so you tell him that you will have it in a few minutes. You run down the street to the supplier where you know you can get the part and you purchase the part. You come back to the store and enter in the part number on the order using the Qty plus the letter O. Example (1O) not the number zero. P Q R Price Change To change the price of a part in the system. Type in the Quantity followed by the letter P. You will be prompted to type in your User number and a price authorization password. (Your Manager can give this to you) Then you will be prompted to enter the correct price of the part or enter in the Gross Margin Percentage and have the system calculate the new price for you. You will also be asked to enter a reason for the Price change. Special Order - To order a part number that you don t stock but you know where you can order it. You can enter the Qty ordered followed by the letter Q. Example (1Q). This option is used in conjunction with the I on the options page to Issue the PO. The option of issuing PO s from the counter will be a managerial decision. Direct/Drop Ship To directly ship/drop ship a part type in the QTY ordered followed by the letter R. Example, (1R) This will show that the part needs to be ordered and shipped directly to the customer from the supplier. This implies that I have none available in my warehouse. When you order, this will send the parts directly to the customer. AutoPower Corporation 2017 Page 41

42 U W List Price - To change the list price of a part, enter the quantity followed by the letter U. Example (5U) You will be prompted to enter a new list price. Warranty Return - If your customer comes in and has a defective part that is under warranty and he needs to return it, use the W option. This will allow him to get credit for the part and also put the warranty part into defective inventory to be returned to vendor. The defective part does not go back into inventory because you cannot sell it. Remember if the part is defective and the customer is exchanging it for another part (warranty exchange); be sure to enter the new part being exchanged on the same order. This invoice will reflect as a zero dollar invoice. Part Return In the example below, Mr. Jones is returning part number ABC11111 for a refund. The part is not defective. We would first key in his customer number and then our salesman number. Then at the Parts Entry page type in the part number followed by the option of a minus and the quantity that was being returned. In our example, it would be a 1 and press R. The quantity ordered, shipped, core price and the price of the part will be displayed. Also, the extension price will be calculated correctly on the order. You would complete the totals and the options pages and then print the credit memo as you would with any other sale. Type in the part number with the option of a minus and the quantity that is being returned and press R. In our example type in a ( 1) in the quantity field and press R to return this part for a refund. Our part number had a core that was also attached to the part that was being returned. Page 42 AutoPower Corporation 2017

43 Price Change Option Part number ABC1234 has the wrong price displaying. On the order we will change the price of the part to be $1.50 instead of $1.99. Type in the QTY (quantity) followed by the letter P and press R. To correct the price, type in the quantity followed by the letter P in the ORD column and press R. The screen below will display. Type in your Operator number and your Price Change Authorization (Password) and press R. You will not see the password as you are typing it in. After typing in your authorization code (password), the screen on the next page will display. AutoPower Corporation 2017 Page 43

44 The cursor is at the New Price field. There are 3 choices on this screen. Change the price, Margin Percentage or type in the multiplier so that the system will figure your new price by percentage. Type in Y and press R and you will be prompted for the next part number to be entered on the order. Type in the Reason for the Price Change and press R then type in Y and press R to accept the changes. Type in N and press R to not accept changes. Now, you know how to change a price. Type in the part number and the quantity followed by the option P and press R. Page 44 AutoPower Corporation 2017

45 Part with a Core Sale Option We will now perform a part with a core sale. Type in the Part Number DEF56789 and press R. This part has a core with a value of $5.00. In the example below, the part number, followed by the qty ordered was typed in. I did not type in the letter C. The core charge populated the Core Column and the core price with the part price populated the Extension column. The Price of the Core appears in the Core Column. The price of the Part appears in the Price Column. The extension column includes the price of the core plus the price of the part added together. AutoPower Corporation 2017 Page 45

46 How to do a Core Exchange Type in the Part Number DEF56789 and press R. Type in (1E) and press R to create a core exchange. A core charge will not appear on the invoice. This will create a zero dollar invoice. How to do a Core Return In the next example a customer comes in with the dirty core to get a refund for the core charge that he paid when he purchased the part. Let s try returning a core for a refund. Type in the Part Number DEF56789 and press R. Customer is eligible to return 1 core for this part number. Page 46 AutoPower Corporation 2017

47 Type in (-1C) and press R. This option will only refund the price of the core and not the part. Type in the part number and press R. Then type a ( 1C) and press R in the ORD column. The original invoice will display showing that there have been no cores return against this invoice. Also, the customer is eligible to return one. The original invoice will display showing that there have been no core returns. Also, there is 1 core in the core balance to be returned. AutoPower Corporation 2017 Page 47

48 Before moving on, let s take a look at the options on the bottom of the page. Type in the? and press R. Type in a? to display the definitions for the options listed here. The screen below will display. Our choices here are: Y = Accept data as is. N = Do not accept data. Re-display to original values. E = Exit. Do not save any changes. D = Display the detail of the transaction. A = Auto apply credit against the oldest purchases. K = Apply to Bank and give no credit. C = Give Credit and do no affect Corebank # = Choose line number to apply credit against. This screen will display. Page 48 AutoPower Corporation 2017

49 Now we will type in # 1 and press R. It will reduce the core balance to zero. Question: Of the 1 on line 1, how many should be applied with this credit memo? We will press R to accept the 1 core. In this situation we would only accept the 1. If the customer was returning 10 and only 5 was on this invoice, we would type in 5. AutoPower Corporation 2017 Page 49

50 What if the core came back damaged? To change the price of the dirty core, type in the quantity being returned followed by the letter P and press R as shown in the example below. Type in the number of cores being returned followed by the letter P and press R. If you need to change the price of the core being returned OR if the core has been return damaged. Page 50 AutoPower Corporation 2017

51 If in the Inventory File Maintenance for the Part number there is setup a 1- Part damaged or 2 Part damaged dollar figure for the core it will show here. In this case if the core had a 1-part damage we would refund only $2.00. If there were 2 parts damaged to the core we would only refund $1.00 for the dirty core. Based upon your system this maybe a dollar amount or a percentage amount for the 1- part damage or 2-part damage. Where did these dollar figures come from? They came from the Pricing Screen which is in the Inventory File Maintenance for part # DEF In the Inventory File Maintenance for part number DEF56789 there will be $2.00 in the 1 Pt Damage field and $1.00 in the 2 Pt Damage field. AutoPower Corporation 2017 Page 51

52 Type in 0 and press R. The core that is being returned has no damage. We will type in 0 for our example. The screen below will display reflecting that we credited the full dollar amount for the core that is being returned. In our example we credited 1 core with a dollar value of $5.00. Our core price was $5.00 so when this core was returned the customer received a full refund of $5.00 because there was no damage to the core. Page 52 AutoPower Corporation 2017

53 The next prompt is Accept? Type in a Y and press R. Type in Y and press R to accept. The screen below will display. We have created a core return, which credited the customers Corebank and created a credit memo for the $5.00. AutoPower Corporation 2017 Page 53

54 What if there is no eligibility for the core that is being returned? Type in the part number and press R. Type in (-1C) in the ORD field. Notice at the bottom of the screen that the customer has no eligibility to return a core. It is zero. Press R. The system will then prompt you with these three options: A = no credit add to Corebank C = issue credit do not affect Corebank R = issue credit reduce Corebank Page 54 AutoPower Corporation 2017

55 A = no credit - add to Corebank Choosing option A for no credit means that the system will automatically add the core return to the customer Corebank and not issue credit to the invoice. C = issue credit - do not affect corebank Choosing the C option will automatically credit the core to the customers invoice and will not affect the customers corebank. R = issue credit - reduce corebank Choosing the R option the system will issue a credit to the invoice and will reduce the customers corebank. Select one of the options above and press R. The dirty core would go into the dirty core inventory. The customer s Corebank will be affected if you select the option to give credit and reduce the Corebank return balance. AutoPower Corporation 2017 Page 55

56 CUSTOMER COREBANK INQUIRY Proper Core control will prevent the unnecessary loss of revenue. During the entry of a part involving a core return, the customer s core bank is checked to insure return eligibility. From the Order Entry Menu select the Customer Corebank Inquiry. This option will allow you to inquire on a customer s core bank records. When you enter the customer number you can view the Corebank by part number, core class, invoice date, purchase quantity and price, return quantity and price, core balance and core bank balance. Type in the Customer Number and press R. Type a part number or core class and press R, which you would like to view. When you enter a part number the system will respond with detail information on the one particular part or core class. You may also type in the word ALL in the part number field the system will respond by displaying all Core transactions for the specified customer number. Page 56 AutoPower Corporation 2017

57 F Order Entry Workbook You will see the Location, Invoice Number, Part Number, Invoice Date, Purchased Quantity and Price, Returns Quantity and Price (How many has been returned), Core Balance (what is eligible to be returned) and a BANKED balance. An example of a banked balance would be if the customer should bring in 2 cores for return and he only needs 1 of them presently. He can bank the other core to use against a future purchase. B E = Forward the current viewed page = Backup the current viewed page = will Exit and return you to the Customer number prompt In this example, this customer purchased 4 part # OCA38155 on the 5/19/04. He has not returned the 4. So he has a BAL of 4. When he returns the 4, the BAL will go to zero and the Returns Qty will show 4. AutoPower Corporation 2017 Page 57

58 Now let s review again. In the Review below match the correct Option for Order Entry with the correct description. 1. B A. Core Exchange 2. E B. Backorder 3. P C. Special Order 4. W D. Warranty Return 5. L E. Change Description 6. N F. Add Message to Line Item on Invoice 7. Q G. Core Return 8. D H. Part Return 9. M I. No Month To Date Update 10. -#C J. Lost Sale 11. -# K. Price Change NOTES: Page 58 AutoPower Corporation 2017

59 EDITING AN ORDER Your customer changed his mind and decided that he needed 2 of part # ABC1234. You need to go back up to line #1 and change the quantity ordered to 2. You would type in //1 in the part number field. This will take you back up to line #1 and allow you to make changes. If it was line #5 that you needed to change, you would type in //5 to take you to line #5. To go backup to a previous line, type in the part number field a //#. Type in the slash, slash, plus the line number to be edited. This will take you back to the line to edit. In our example it was line number 1. So we typed in slash, slash, 1. Notice how line #1 was recalled so that you can change the quantity ordered. The cursor will be at the ORD column. AutoPower Corporation 2017 Page 59

60 After you have recalled line #1 to make the quantity change. Press R. The screen will display with the line # s out of order. You must press the function key F2 to refresh the screen. Delete line on order. To delete a line on the order, you would recall the line by typing in the slash, slash, and the line # and then type in the letter X in the ORD column to delete. This will remove the line from the order. Page 60 AutoPower Corporation 2017

61 Now we know how to edit a line, delete a line and refresh the screen afterwards. We deleted line #1. Notice how the line numbers are now. Line #2 and #3 are on the order. AutoPower Corporation 2017 Page 61

62 PARTS ENTRY SCREEN FUNCTION KEYS Let s go over the Function Keys on the Parts Entry Screen. Your Function Keys on your screen maybe different from what is shown below. This is because some AutoPower systems have the Vehicle Shop and Unit Rebuilding Modules installed. F1 - Putting Orders on Hold To put an order on hold use the F1 Function key at the bottom of your screen. On hold orders do keep the inventory allocated. You will return to the Enter Acct. screen for your next customer. You put the order on hold by using the F1 Function key at the bottom of the screen. When your customer returns or calls about the order on hold you have several ways of recalling his order. 1. You can press the F1 function key at the bottom of your screen from order entry where Enter Acct is displayed. You will need to remember the order number. 2. You can press the F3 function key at the bottom of your screen from order entry where Enter Acct is displayed. You can enter his account number and get a listing of all open sales orders for him or you could enter your operator number and get a listing of all of your open sales orders. 3. You could run a listing of Display open orders on hold. The first 2 suggestions are much more easier. Page 62 AutoPower Corporation 2017

63 Recall the order when it has been put on hold. Enter the customer s account and then press R. The customer has orders on file, you will be prompted customer has # orders on file, See them (Y, N). If you answer Y to the Customer has # orders on file. See them & (Y,N): You will get a listing of all the open order issues for this customer You would then select the correct order for this customer. In this example you would select line #3 and press R. The order that you placed ON HOLD will display. AutoPower Corporation 2017 Page 63

64 N T R F Order Entry Workbook Once you select the correct order you will see the status of the order. In this example the order was in a on hold status. There are 5 statuses of an order. BACKORDER ON HOLD QUOTE PICK TICKET INVOICED When you recall the order these options at the bottom of the screen will display. You could select: A C Add more parts to the order. Add comments to order. They will print on the invoice. Add Notes. These are internal notes that will not print. Totals page so that you could add taxes and freight. Reprint the invoice. Fax an Invoice. Once the order has been invoiced then we can fax the order using this option. Page 64 AutoPower Corporation 2017

65 F2 LIST Refreshes the order screen when changes have been made and the line items are out of sequence. F3 LIST% Gross Profit Percentage Before you invoice your customer s order you can check to see what profit you are making on each individual line item or on the overall order. Check the Profit on individual line items and total order. This may not be available on all systems. To inquire on the Gross Profit Percentage, press the F3 function key. AutoPower Corporation 2017 Page 65

66 The system will respond with: In our example below the extension column where the price was for each part is now a Gross Profit Percentage. Then at the bottom of the screen is the overall order Gross Profit Percentage. This is only an example of the data. Complete Listing of Function Keys on the Parts Entry Screen Function Keys Page 66 AutoPower Corporation 2017

67 Let s go over the remaining Functions Keys that are located at the bottom of the Parts Entry Screen. Some of the function keys on this screen maybe different than what are on your screen. Listed Below is brief descriptions of all function keys listed on the Parts Entry Screen. Function Key F1 Hold Order F2 List F3 List% F4 Comments F5 Notes F6 VehSvc F7 Heading F8 AutoCat or CFAST F9 IntNote F10 WOReq F11 Prev# F12 Next# Action Places the current order on hold. This is a quick way to save the order and do another task before completing it. The order can be recalled and completed at a later time. This key will refresh the list of part numbers on the order. When lines change or when part numbers are being added, all items on the order may not be displayed. This feature shows all part number line items with the gross profit percent (%). Enter a comment or use a pre-defined message on the invoice. These comments print before any part number line items. Type in a note on the customer note card. These doe not print. This key is not available on all systems. It will allow you to enter a shop repair order. This key is used to refresh the top portion of the order. Most often needed when the Ship To or Bill To information is changed. This key is not available on all systems. It is used to do a Catalog lookup of part numbers. This key is used to enter notes for internal use only. These notes do not print on the invoice. Don t confuse Function Keys F4, F5 and F9. This key is used to enter a shop workorder request. It is not available on all systems. This key is used to show the previous part number for the vendor line and the part that was last entered. This key will show the next part number for vendor and part that was last entered. AutoPower Corporation 2017 Page 67

68 It s Review time again! Questions: 1. You have 5 part numbers (line items) on the parts entry screen and you need to go back up and change line #3. You would type in at the part number field. 2. A customer comes in the door and he does not know his customer number. You ask him for his company name and he tells you World Trucks & Parts. What Function Key would you press to go to the search option? 3. If the customer knows his account number you can enter it in the Enter field. 4. We have several ways to pull up a customer s account to start an order. We can type in the complete phone number or just the last 4 digits, we could type in the first 3 characters or the complete customer s name, or we could type in the customer s zip code. All of these entries would have to be entered in the Enter Name field. True or False? 5. To delete a part number off of an order. You would need to enter two slashes and the line number that needs to be deleted. This would take you back up to that line number. Then you would type in the letter to cancel that line number. 6. If you got busy entering a long order that had about 50 part numbers that you had already keyed in and you had to answer the phone. You would: A. Tell someone else to go get the phone. B. Stop and leave the screen up while you answered the phone tying up a terminal. C. Press the F1- hold function key and place the order on hold. Then you can recall the order by using the F1 Recall function key by keying in the order number. 7. Comment do not print on pick tickets or invoices. True or False? 8. If you recall an order and you would like to know the status of the order, where would you look? A. Bottom right hand corner on the parts entry screen. B. The status is not listed on the screen. C. Top right hand corner of the screen. Page 68 AutoPower Corporation 2017

69 Totals Entry Screen #3 Been Here Been Here Now we are here! Customer Entry Screen Parts Entry Screen Totals Screen Options Screen Action Action Action Action Enter Customer # Enter Parts Add Sales Tax, Freight Ship Via, Terms, Print Pick Ticket, Packing Slip or Invoice Totals Screen The first prompt seen on the totals screen is the Counter pickup or Delivery? prompt. Your AutoPower system may not have this prompt because you may not have customers purchasing parts from a front counter or you do not make deliveries. Counter Pickup or Delivery? Is this order a (C)ounter pickup or a (D)elivery? Type (C) (when the customer leaves with the parts.) Type (D) (when the parts are to be delivered) AutoPower Corporation 2017 Page 69

70 Once the C or D is typed in, the customer s tax will be calculated based upon the tax table for their area. The sales tax will then be totaled with the parts. Next, the system will prompt with: Enter Option Number, (A)dd more parts, or (T)ax Card look up: Typing in the letter A will take you back to the Parts Entry Screen to add more parts to the order. Typing in the letter C will take you to a Tax Card lookup. The Tax Card numbers would have to be entered by someone in your Business. Then the system would keep them on file so that the Tax number could be looked up. Customer decided that he needed to add another part to his current order, type in the (A) to return to the parts entry screen at this prompt and press R. Page 70 AutoPower Corporation 2017

71 Order Discount The Sales Tax, Freight, Incoming Freight, Federal Excise Tax, changes are made from this screen by typing in the line number. Your screen may also be different from this example. To discount the complete order enter the percentage that you would like discounted. Sales Tax If the customer is Sales Tax exempt the word EXEMPT will be displayed in a reverse video. The Sales Taxes are calculated based upon the customer s tax territory, which is located in the Customer Master Record located in the Customer File Maintenance. In our example the customer is taxable. AutoPower Corporation 2017 Page 71

72 Freight/Incoming Freight If the customer is to be charged freight, type in the freight amount and press R. This is outgoing freight. If the customer is to be charged incoming freight (the amount that you paid to have the parts shipped in-house) type in the incoming freight amount and press R. Incoming/Outgoing Freight Order Summary The Order Summary will show the total weight shipped and backordered. This will only appear if there has been weight added to the parts in Inventory File Maintenance. The total dollar amount will display for what has been shipped and what was backordered. Shop Supplies, Env Fee, HazMat Deposits, HazMat Returns are populated thru the Vehicle Shop Module. If in the Inventory Master there were a weight entered for the parts that were entered on this order, the total weight would display here. The total dollar amount that was shipped and backordered displays here also. Page 72 AutoPower Corporation 2017

73 Yes, it s time again for a little Review: 1. You can type in the letter A to go back to the Parts Entry Screen to add more parts. True or False 2. You can discount one part number by selecting the option Order Discount and keying in a percentage. NOTES: True or False AutoPower Corporation 2017 Page 73

74 OPTIONS SCREEN #4 Been Here Been Here Been Here Now we are here! Customer Entry Screen Parts Entry Screen Totals Screen Options Screen Action Action Action Action Enter Customer # Enter Parts Add Sales Tax, Freight Ship Via, Terms, Print Pick Ticket, Packing Slip or Invoice Ship Via Codes When access screen #4, the Options page, the cursor will be at the Ship Via field. The customer would like to take his parts with him. We will change the Ship Via Code from Our Truck to Customer Pickup. Page 74 AutoPower Corporation 2017

75 Type in #2 to select the Ship Via code option and press R. Type in the? and press R to get a list of Ship Via Codes to select from. AutoPower Corporation 2017 Page 75

76 The Ship Via codes will come up in a list. You may use your Arrow Keys to make your selection. Once you highlight the code that you need, press R. In our example select CPU and press R. When the Ship Via codes is displayed, select the code that you need by using your arrow keys and pressing R. Remember, there are only a few times in AutoPower that you can use your arrow keys. Customer Pickup is displayed on the screen. Page 76 AutoPower Corporation 2017

77 Special Instructions: Type in #3 and press R. Then type the in Special Instructions if needed. They do print on the Pick Ticket and Invoice. Check Number: Type in #4 and press R. Then key in the Check Number, Driver s License #, and Phone Number for this customer. It is not required on most systems. AutoPower Corporation 2017 Page 77

78 Release # You can type in #5 in the Options field and press R to access Release number field. The Release # field is optional. It is not used on all systems. Page 78 AutoPower Corporation 2017

79 Ship To: & Bill To: The Ship To address field will only allow you to change the address. You cannot change the Ship To account number. You can type in a new drop ship name and address. Note about customers with several Ship-To locations. Example: Customer #2010 is AutoPower Truck Parts. This customer has six other locations but the statement is paid from one location. Here is how you set up the customer in the Customer A/R system. You will set up four customer numbers. Here are the numbers you will set up will be the Bill-To Customer, and the Ship-To customers will be ,2010-2, , , and When creating customer #2010, the Bill-To Field will remain blank. When creating customer #2010-1, , etc, the Bill-To field must be populated with This associates the Bill-To with the Ship-to locations. Use of the multiple ship-to account numbers must be in order of the dash 1 and dash 2 etc. you can not go from to If this should occur, the system will stop looking for or recognizing Ship-To accounts when is not found. At time of Order Entry, if the counterperson enters the bill-to 2010 he will be given a list of existing ship-to locations on the order entry screen and he can select the appropriate ship-to location. As shown in the example on the next page. AutoPower Corporation 2017 Page 79

80 Let s take a look at an example of the Ship to, Bill to in Order Entry. If you type in a Bill to account # of 2010 for your customer s account number and he has 6 Ship to locations, a list of the Ship to s locations will display. Type in the customer Bill To account # and press R. In our example I keyed in 2010 and pressed R. This is the Bill To that the counterman types in and presses R. After the Bill To has been keyed in then the Ship To s will display. After R is pressed a list of the Ship To s accounts will display on the screen so that you may start an order for this specific ship to location. Page 80 AutoPower Corporation 2017

81 Type in the Options Field #6 and press R. The Ship To Address field will only allow you to change the address of the Ship To. You cannot change the Ship To account number. You can type in a new drop ship name and address. Type in the options field #7 and press R. You can type in a new Bill To Account Number here. NOTES: AutoPower Corporation 2017 Page 81

82 Terms Code Type in #8 in the Options field and press R to change the Terms Code. If the Terms Code is a Cash Pay Terms it cannot be changed to Charge On Account Pay Terms. You can change the terms code to be Visa, MasterCard, Discover or a type of charge card that is setup. If the customer is setup with a terms code as G Green Cash, you cannot take anything but Green Cash. You can also type in a? to select from the Terms Codes that are setup in the system. These are the A/R Terms Code in A/R File Maintenance. Credit Cards Systems with Card Swipes If the customer will be paying via credit card and the terms code has been changed to be a credit card terms code, the check number prompt will change to be the credit card prompt. If the bill-to customer s credit card is on file, it will display encrypted along with the expiration date. The credit card information can be retained in the customer master file. The customer s credit card number is not kept on file, you can type it in along with the expiration date. If your system has been configured to prompt Page 82 AutoPower Corporation 2017

83 you to enter the (CCVN) Credit Card Verification Number you will also be required to enter it. The (CCVN) is located on the credit card. Customer Credit Card information is NOT retained on the AutoPower system. Paymover has this information. Now you will press Y key to invoice this order. Your cursor will go to the #4 option for the credit card number, expiration date and the Credit Card Verification Number (CCVN) number. If the default credit card information is correct, the countermen will only need to press ENTER thru this prompt. If the CCVN option in the global file maintenance is set to Yes, the counterman will be prompted to enter the CCVN number. Verify that the Terms Code is a Credit Card and type in Y to invoice. You will be prompted to enter the credit card information in a popup screen or you will swipe the card at this time. You cannot swipe the credit card at any other time. AutoPower Corporation 2017 Page 83

84 If you swipe the card, you will not be prompted to enter a CCVN. A CCVN is only required for a manually entered credit card number. Now the Continue? (Y/N) prompt will display. If you do not want to authorize the card, this is your last escape. Type a Y to authorize the card or an N to restart the invoicing process. When the Y to continue option is selected, the system makes a determination as to what type of charge will be done. If this is a credit, the Charge Type is set to CREDIT. If this is a swiped sale, the Charge Type is set to SALE. If this is a Sale with a manually keyed credit card, the Charge Type is set to AUTH. That means that a CREDIT and a SALE will be forced through the system regardless of a CCVN or AVS. Remember, a CCVN is not required for a swiped card. The (AVS) Address Verification Service is also non applicable for a swiped transaction either. AVS and CVN are fraud protection features. When a credit card transaction "passes" both tests, the bank can be reasonably assured that the transaction is not fraudulent and charges a lower rate to the merchant. If either of these "fails", the likelihood of fraud increases and the merchant will pay a higher rate for the transaction. This increases their cost of doing business, so it's in their best interest to pass valid AVS and CVN information whenever possible. But both AVS and CVN verification have absolutely no effect whether a credit card is accepted or declined. If the Credit Card is declined, then the counterman will be presented with a Card Declined result and he is returned to the Credit Card prompt on the options page to change the terms code or make any other appropriate changes. If it is successful, the invoice will start to print immediately. If you have a signature capture (SigPad) installed and you wish to process a phone order with a credit card, simply cancel out of the signature capture box when presented. This will bring you to the credit card POPUP where you can key in the credit card number, which is being read over the phone. It is important to remember that neither the Autopower system nor PPI provides any reason why a credit card transaction was declined. This is a security measure implemented by the credit card industry so scammers and thieves cannot tell legitimate credit card accounts from bad. Merchants are charged a fee per credit card transaction. This is called the interchange rate. The interchange rate is typically a set fee per transaction, plus an additional percentage of the amount charged. Page 84 AutoPower Corporation 2017

85 PPI has basically three interchange rate levels: Lowest rate - This is a retail transaction where the card is present and Swiped successfully swiped at the counter. Middle rate - (1) "Retail keyed" must have the correct zipcode; if not, the transaction will downgrade. Keyed (2) "MOTO" (mail order / telephone order) the zipcode is required, but does not have to match. Highest rate - These are also known as "unqualified" transactions. Since Downgrade they represent the highest potential for fraud, the credit card industry charges the most for these transactions. AutoPower software prompts the user for "Card Present (Y/N)". Is is important for the counterman to answer this prompt correctly. It's not as simple as "card is present = lower rate". For example, if the order is being phoned in and the counterman keys in the wrong zipcode, answering "card present = yes" will actually downgrade the transaction and use the highest rate. Conversely, answering "card present = no" marks the transaction as MOTO, and even if the zipcode is wrong the transaction will get the midlevel "keyed" rate. The ability to accept Credit Cards via the ROA entry screen in Order Entry is also available. AutoPower Corporation 2017 Page 85

86 PO# Type in the Options Field #9 and press R. The cursor will show in the PO NO. field. You can type in the PO # here for the customer. If the Customer is setup in the A/R Customer File Maintenance as PO Required, the cursor will go to this box without you typing in the #9. Type in the PO # before you can invoice if this should be the case. Truck No. Type in #10 in the Options Field and press R. The cursor will be in the TRK# field. If you use Truck # s for delivery, you can type it here. If you would like to enter Route # s for Delivery, you can type it here. This is a free form field. We now need to go thru the options given to process and print the order. Page 86 AutoPower Corporation 2017

87 Options: There are numerous variations to this basic Process. Y = Prints this order as a completed Invoice. Additional parts cannot be added to this order after you have invoiced it. It can be recalled for other changes such as in the freight, sales tax, and special handling fields, as well as shipping specifications. An example of a completed invoice is attached to back of this workbook. P = Prints this order as a Pick Ticket. The order remains in the system and can be recalled. The order can have parts added as well as any other option available to a new order. An example of the Pick Ticket is attached to the back of this workbook. S = Prints a Packing List for this order. You cannot print a packing list prior to invoicing. A Packing List cannot be printed for a credit memo. You will also be asked How many Packing Slips to print? An example of a packing list is attached to the back of this workbook. A = Add more line items. The A option will let you go back to the Parts Entry screen and then you can enter more parts. The system will bring you back through the Totals screen and to the Options Screen. H = The order is placed on hold. Parts can be added as well as other options available to a new order can be performed. Inventory is affected. T = If you need to make some changes to the Totals screen (Screen #2), options such as freight, sales tax, shipping and handling changes-this option brings you there. Q = This order will print as a quote. Quotes do not affect inventory in any way, which is not the same for Invoices, Pick Tickets, Packing List, and orders placed on hold. X = This option will cancel the order that has been created. AutoPower Corporation 2017 Page 87

88 B = Places the entire order on Backorder. Once shipments arrive, the order can be recalled and invoiced. I = Initiates the PO for the part numbers that were entered in with the option of Q in line item entry if Order Entry. This option is based on management s decision if Purchase Orders should be issued from the counter. K = Sends an Acknowledgement to the customer based on how the flag is set in the customer file maintenance for Send Ack? V = View Notes. If the customer has type O notes entered in the Customer Notes Entry option, you can view them from this option. This will be the same screen that you will see when you first enter this customer s account number in Order Entry and a screen will display showing that the customer has Order Entry, Pick Ticket, Invoice or Accounts Receivable notes to be displayed. Page 88 AutoPower Corporation 2017

89 It s time for a review! Questions: 1. The 3 rd page of an invoice is called the screen. 2. The Terms Code on a ticket can be changed from Cash to Charge. True or False 3. Special Instructions do not print on the Invoice or the Pick Ticket. True or False 4. To see a list of all Ship Via codes that are available, you must type in a. 5. What makes a Ship-To Customer number different than a Bill-To? 6. If you haven t printed an invoice, you cannot print a Packing List. True or False 7. A Pick Ticket can be recalled and new parts added to it. True or False 8. Once a Sales Order has been invoiced no information can be changed if you recall it. True or False 9. If a Sales Order is placed on hold is the Inventory allocated at this time? Yes or No 10. If a Sales Order is printed as a Quote is the Inventory allocated at this time? Yes or No AutoPower Corporation 2017 Page 89

90 Display Orders Still on Hold We will now take a look at the Display Orders Still on Hold option. There are times when you need to look at the Open Sales Orders, Backorders, and Quotes. You can do this by selecting the Display Orders on Hold feature from the Order Entry Menu. Type in #4 and press R to display or print the Orders on Hold. To Display the Orders on hold type in a specific location and press R, for example W1. You can also type in the word ALL and print or display the report for all locations. Type in the branch location W1 or type in the word ALL. You can type in a P and press R to print the report or you can type in D and press R to display the report to the screen Type in #1 and press R for the Open Orders. Type in #2 and press R for the Backorders. Type in #3 and press R for the quotations. Type in #4 and press R for all of the options. Page 90 AutoPower Corporation 2017

91 Example of the Display Orders on Hold Report Let s take a look at the Display Orders on Hold Report. The Field Descriptions are: LOC Where the order was keyed into the system. ORDER Sales Order number assigned. DATE The date the Sales Order was typed into the system. ST Status The following status codes are used: O Open B Backorder TR Transfer Request (Branch Transfers) TA Transfer Acknowledgement TC Transfer Confirmed TX Transfer Received Q Quote H Hold K Credit Hold PT Pick Ticket sent to warehouse? Y N Yes No TOTAL ORDER AMOUNT Dollar amount of the Sales Order. CTRMAN NUMBER Counterman number taking the order. AutoPower Corporation 2017 Page 91

92 Reprint Invoice from History If your customer should come back in and request another copy of his invoice you can reprint from the Order Entry Menu. Type in #9 and press R to reprint an invoice from history. The Reprint Invoice From Customer History will display as shown below. The invoice that you try to reprint from history cannot be an invoice that was created today. To reprint an order that was entered today use the order entry option. Page 92 AutoPower Corporation 2017

93 Type in the branch location, example W1 and press R. Then type in the Invoice Number and press R. Type in the branch location number and then type the invoice number that you would like to reprint. You can fax the invoice to the customer or print a copy of the invoice. AutoPower Corporation 2017 Page 93

94 Customer Parts Purchase History The Customer Parts Purchase History screen displays a detailed order history by entering a customer number, a specific part number, a purchase order number, a location, invoice number, or a location and an order number. This screen displays the order number, invoice number, date, part number, price, and customer number. Type in the Customer number and press R. Below will display listing the Order #, Invoice #, Part Number, Quantity Purchased, the option that was used in Order Entry. The Option field is very helpful because this will tell what option letter was keyed in during Order Entry. As a refresher I have listed them again below. Order Entry Options- Quantity Ordered Followed by Option Letter: B Force Backorder (Management Controls this option) C Core Return D Change description E Core Exchange F Force Ship - G Core Buy L Records a Lost Sale (Due to Cost or Availability) M Line Item Message N No Month-To-Date Update O Buyout P Price Change Q Special Order R Direct/Drop Ship U List Price W Warranty Return Z Force Backorder (Forces the complete quantity ordered onto backorder) Management Controls this option. For Example, if someone keyed in a 1P to change the price, it would appear here in the OPT column. These are the Options that were keyed in at the time of Order Entry. The A represents that the part number was relieved from Inventory. The A is not keyed in. It is system generated. Type in the Customer # and press Enter thru all of the other fields. Any orders that this customer has will appear. Giving the detail about the order. Field descriptions are Order #, Inv #, Part number, Qty purchased, the Option that was used in Order Entry, the Price and the customer #. Page 94 AutoPower Corporation 2017

95 To search the sales history of a part number you could just type in the part number and press R thru the remaining fields. The Orders that this part number has been sold on will display on the screen. Press R pass the customer field and type in your part number in the Part No. Field then press R thru the rest of the fields on the screen. This will show all orders that part number was sold on. If you would like to print this information to a line printer type in Y and press R to this prompt and the information on the screen will print. You can type in the starting and ending date to narrow down your search by date. To see sales for a part number between certain dates type in the Part Number, Press R and then type in the starting and ending date. If you would like information on a specific invoice press R thru the customer, part number, starting date, ending date. Then type in the location number and press R and type in the invoice number and press R. AutoPower Corporation 2017 Page 95

96 You can enter thru the customer, part number, starting date, ending date and then type in the location # press R and then type in the invoice #. This will show all parts that were on this invoice. The prompt Do you want more information? (Y, N, P) will display. If you would like to see more information about this invoice enter Y. If not enter N. If you would like to print it, type in the letter P and press R. When you answer the question Do you want more information? Type in a Y and press R to see the screen below. If you type in an N and press R, your cursor will return to the customer entry field at the top of the screen. When typing in Y and pressing R the screen will display the Bill To, Ship-To, Date of invoice, PO that was keyed in at the time the sales order was entered, Invoice number, Terms for this invoice, Salesman, Ship Via at the time of invoicing, counterman who invoiced it, payment information and the dollar figures for the invoice as shown in the following example. Page 96 AutoPower Corporation 2017

97 Type in the Location and invoice number and press R. The information that was keyed in at the time of invoicing will display. Type in the Location and press R. Then press R thru the Invoice number. Type in the Order Number and press R. The information about the Order will display. When you answer the question Do you want more information? With a Y, you will receive detailed information about the order or invoice. AutoPower Corporation 2017 Page 97

98 It s that time again for a review. Questions: 1. The Display Orders on Hold Screen/Report will only print a display for Quotes, Backorders, and Open Orders. True or False 2. On the Display Orders on Hold Report the transaction code K represents the orders that are on Credit Hold. True or False 3. If your customer needs an invoice reprinted and faxed to him the next day you can not use the Reprint Invoice from Customer History screen. True or False 4. The Customer Parts Purchase History screen will display. A. Order Number B. Invoice Number C. Date of Invoice D. Part Number E. Price F. Customer Number G. All of the Above 5. The option A in the Customer/Parts Purchase History Screen means: 1. That the invoice was keyed in Order Entry. 2. That the part number was an alternate part. 3. That the part was relieved from Inventory at the time of invoice entry. The A is not keyed in. It is a system-generated option. 6. If you key in a specific part number, you can display all invoices that this part number was ever purchased from a starting and ending date of the transaction. True or False Page 98 AutoPower Corporation 2017

99 BACKORDER PROCESSING MENU Let s take a look at the Backorder Processing Menu. The customer backorder-processing menu is shown below. Type in #1 and press R for the Customer Back Order Report by Customer option. Customer Back Order Report by Customer The Customer Back Order Report By Customer will list all backorders for a particular branch location, particular customer or for ALL branches and customers. You can display this report to the screen or print it. AutoPower Corporation 2017 Page 99

100 Type in a specific Branch Location or the word ALL and press R. Type in a specific Customer number or the word ALL and press R Type in P to print the report or Type in D to display the report to the screen and press R An example of the report is shown below. Page 100 AutoPower Corporation 2017

101 The Customer Backorder Report by Customer will display the location, order number, customer number, ship to customer name, quantity on order, quantity on hand, quantity backordered, part number, order date and the operator number of the person who keyed in the order. This report is sorted by the Customer number. It is a great tool to see what orders are being held in a backorder status. AutoPower Corporation 2017 Page 101

102 Customer Back Order Report by Salesman The Customer Back Order Report by Salesman will print or display customer back orders for a particular salesman or by ALL salesman. Type in a specific Branch Location or the word ALL and press R. Type in a specific Salesman number or the word ALL and press R Type in P to print the report or Type in D to display the report to the screen and press R An example of the report is shown below. The report will list the Location, Order number, Date of the order, Salesman number, Ship-to number, Ship-to name, Qty on order, Expected delivery date, Qty on hand, Order Qty, Vendor, Part number and Purchase order number. Page 102 AutoPower Corporation 2017

103 Customer Backorder by Vendor The Customer Backorder Report by Vendor will print all the current customer backorders by vendor. Type in a specific Branch Location or the word ALL and press R. Type in a specific Vendor Code or the word ALL and press R. Type in P to print the report or Type in D to display the report to the screen and press R. The report will list the location, order number, order date, vendor, part number, description, quantity ordered, quantity on order, ship-to customer number, and the Ship-to Customer name. The vendor will sort the report. AutoPower Corporation 2017 Page 103

104 Customer Backorder by Part number The Customer Back Order Report by Part Number will print or display customer back orders sorted by vendor code and then sorted by part number. You can select by ALL locations and vendors or you can select a particular vendor and a particular location. Type in a specific Branch Location or the word ALL and press R. Type in a specific Vendor Code or Vendor codes separated by Semi-colons or the word ALL and press R. Type in P to print the report or Type in D to display the report to the screen and press R. An example of the report is shown below. The report will list the location, order number, vendor, part number, and quantity on order, order date, ship-to customer, and the sell price. The part number will sort the report. Page 104 AutoPower Corporation 2017

105 Fill Customer Backorder (Auto Fill) The Custom Backorder Auto Fill program will analyze all customer orders with a backorder status and allocate any available inventory to them. Pick tickets are then printed to process the orders. Field Descriptions: Enter Loc: Type in the branch location and press R. You cannot use the word ALL for all locations. Enter Customer No: Type in the customer number and press R that you wish to fill the backorders. You can enter the word ALL to print backorders for all customers. Do you wish to fill the Back Orders? (Y, N) If you type in Y the back order processing program will begin filling the customer orders that are in a backorder status and the pick tickets will print to the pick ticket printer. Available Inventory will be allocated to these orders at this time. AutoPower Corporation 2017 Page 105

106 The orders for the customer that you selected to print backorders for will print on the screen and will be queued to the pick ticket printer. Page 106 AutoPower Corporation 2017

107 This concludes the Order Entry Training. You should be ready to use the Parts Inquiry features to find specific information about parts such as what invoice a part has been purchased on, the options that were used in order entry to sell a part and customer s Corebank history. You have learned how to process different types of orders, perform part searches, use shortcuts, how to print a Quote, Pick Ticket, Packing Slip and Invoice. AutoPower Corporation 2017 Page 107