System File Maintenance Reference Manual Prophet 21 FASPAC 5.0

Transcription

1 System File Maintenance Reference Manual Prophet 21 FASPAC 5.0

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 by entering a support case. Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Prophet 21 may make improvements and/or changes to the Licensed Software described in this publication at any time without notice. 6/17/05 Prophet 21 Faspac The Prophet 21 system and Prophet 21 Faspac are trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies.

3 Table of Contents INTRODUCTION 6 COMPANY INFORMATION (SYS/CIS) 7 US, UK, and Canadian Customers 7 Entry/Inquiry Screen - US 8 Entry/Inquiry Screen UK 11 Entry/Inquiry Screen CN 13 ACCOUNTS PAYABLE SPECIFICATIONS (SYS/APS) 15 Entry/Inquiry Screen 16 ACCOUNTS RECEIVABLE SPECIFICATIONS (SYS/ARS) 19 Entry/Inquiry Screen 21 Stop Negatives in Invoicing Flags 26 CUSTOMER PROCESSING SPECIFICATIONS (SYS/CPS) 30 Entry/Inquiry Screen 31 COUNTER SALES SPECIFICATIONS (SYS/CSS) 33 Entry/Inquiry Screen 34 FORM PRINT SPECIFICATIONS (SYS/FPS) 36 Forms Control Specifications (SYS/FPS/FCS) 36 Entry/Inquiry Screen 37 Document Output Defaults (SYS/FPS/DOD) 39 Entry/Inquiry Screen 39 GENERAL LEDGER SPECIFICATIONS (SYS/GLS) 41 Entry/Inquiry Screen 42 INVENTORY MANAGEMENT SPECIFICATIONS (SYS/IMS) 44 Entry/Inquiry Screen 45 LABEL APPLICATION INTERFACE (SYS/LAI) 49 Examples of How Entries in LAI Impact FASPAC 50 Entry/Inquiry Screen One 51 Entry/Inquiry Screen Two 53 3

4 MANAGEMENT INQUIRY SYSTEM (SYS/MGS) 54 Entry/Inquiry Screen 54 ORDER PROCESSING SPECIFICATIONS (SYS/OPS) 55 Entry/Inquiry Screen One 56 Entry/Inquiry Screen Two 61 PURCHASE ORDER SPECIFICATIONS (SYS/POS) 65 Entry/Inquiry Screen 65 WAREHOUSE CONTROL SPECIFICATIONS (SYS/WCS) 68 Inventory Control 68 Physical Inventory 68 Order Processing 69 Lot Control 69 TPIM 69 Entry/Inquiry Screen One 70 Entry/Inquiry Screen Two 75 Entry/Inquiry Screen Three 78 Entry/Inquiry Screen Four 81 Stop Negatives in Invoicing Flags 82 CURRENT APPLICATION SPECIFICATIONS (SYS/CAS) 86 Entry/Inquiry Screen 86 FIELD SECURITY MAINTENANCE (SYS/FSS) 88 Creating the Company Default Record 88 Deleting the Company Default Record 89 Assigning Security for a User 90 Entry/Inquiry Screen One 90 Entry/Inquiry Screen Two 90 Entry/Inquiry Screen Three 91 WCS Considerations 92 SCHEDULE PROCESSING MENU (SYS/SPM) 93 OPTIONAL MODULES (SYS/OPT) 94 4

5 CAS Specifications (SYS/OPT/CASS) 94 Entry/Inquiry Screen 94 Fax Modem Specifications (SYS/OPT/FMS) 95 Entry/Inquiry Screen 95 UPS System Specifications (SYS/OPT/UPS) 98 Entry/Inquiry Screen 98 EDI Specifications (SYS/OPT/EDI) 100 Buyer Contract System (SYS/OPT/BCS) 100 RF System Specifications (SYS/OPT/RFS) 101 Unattended Transaction Processing (SYS/OPT/UTP) 102 Entry/Inquiry Screen 102 Start UTP Screen 103 Stop UTP Screen 103 Check UTP Status Screen 104 5

6 INTRODUCTION The System File Maintenance programs are used to set up and edit the specifications on which the FASPAC modules operate. The specifications set up in the System File Maintenance can greatly impact the way programs run and the results you obtain from FASPAC reports. The information is generally entered as part of the Getting Started procedure, but should certainly be entered before using the applicable module. Because information in the System Master file is used throughout FASPAC, changes should be made only after careful consideration. We recommend you consult the Faspac Customer Support if you are unsure of the ramifications a change may have on your system. All System File Maintenance custom screens and/or fields can be reached by pressing the F8 function key from within any program. The F8 option displays on the lower left side of each screen. If you press F8 and you do not have any custom options, No Custom Options For This Programs is displayed. 6

7 COMPANY INFORMATION (SYS/CIS) Use this program to add, edit, and delete company data. A company must be set up in SYS/CIS before it can be accessed through other FASPAC modules. The company name or number is displayed throughout FASPAC. It prints at the top of all reports and is displayed on most of the screens. If you have multiple warehouses or need more information, such as phone or fax numbers, we recommend you add the address to Warehouse Maintenance and use the warehouse address when printing on your forms. The address is always used on fax programs if it is found, then this address is not found. When you receive your FASPAC system, the primary company is set up as Company 10. Review all of the information entered for Company 10 and edit it as needed. Additional companies can then be added. A default fax cover sheet can be specified as your default for all faxes sent from FASPAC. If the cover sheet is not specified here, the one specified in Warehouse Control Specifications (SYS/WCS) will be used. Consult your system administrator about setting this up. US, UK, AND CANADIAN CUSTOMERS When creating a new company, three options are available for the Country code (US, UK, or CN). The address fields are different for each country, as shown in the following screen samples. 7

8 ENTRY/INQUIRY SCREEN - US Field: Co Description: If the company number entered is already in the system, the information is displayed and the cursor moves to the SELECT field. If the company number entered is not in the System File Maintenance Master file, the following message is displayed: Company Not on File, Do You Want to Add? (Y/N) Enter Y to continue adding a new company. The cursor moves through the following fields only if you are adding anew company. New Company - Enter Country Code (US, UK or CN), SKIP To Exit This field is displayed only if the company number entered is not in the System File Maintenance Master file. Type US and press Return. Press Skip to exit. Company Name Enter the name of the company. 8

9 Address City State Zip Enter the company s address. Only the first two Address fields are printed on forms when the Print Company Address option is selected. The second two Address lines are not currently used by FASPAC and can contain any additional information. Blank lines are not printed. The state code entered should be a valid code defined in (SYCD)- Record Type ST. The state code is used to calculate the tax in Counter Sales (CS/CSE) and PO/PL if the items are flagged as taxable, unless SYS/CSS or SYS/POS is set to use the warehouse address (PO/WAM) or if no warehouse address record exists. Error Message: Code Not Set up in SYCD You entered a code that has not been set up in the System Code Master file was entered. Press Return to acknowledge the message. Enter the field number and a valid code that is set up in SYCD or if you must use the code that caused the error, use System Code Maintenance (SYCD) to enter the code and then return to this screen. City Code Optional. The City code must have been defined in the System Code Master file (using SYCD), record type CI. This field is used to calculate sales tax in Counter Sales (CS/CSE) unless the System Maintenance Master file is flagged (in SYS/CSS) to use the warehouse address for Counter Sales orders. County Code Optional. The County code must have been defined in the System Code Master file (SYCD), record type CO. This field is used to calculate sales tax in Counter Sales (CS/CSE) unless the System Maintenance Master file is flagged (in SYS/CSS) to use the warehouse address for Counter Sales orders. Error Message: Code Not Set up in SYCD You entered a code that has not been set up in the System Code Master file was entered. Press Return to acknowledge the message. Enter the field number and a valid code that is set up in SYCD or if you must use the code that caused the error, use System Code Maintenance (SYCD) to enter the code and then return to this screen. Consolidation Co. N This is not a consolidation company. Y This is a consolidation company. The cursor moves to the following 9

10 field. CONSOLIDATION CO S This field is displayed only if you entered Y in field 12. Enter two or more valid company numbers. When finished, leave the next Company Number field blank. The cursor moves to field 13. Error Message: Co xx Not Found You entered a code that has The company number entered is not on file and cannot be entered as part of a consolidation company. Press Return. Either enter a valid company number, or exit the program and set up the company you want to include. Fed Unemployment % State ID Number Optional. Enter a percentage (xx.xxx) for federal unemployment. Optional. Enter the state ID number if it differs from the Federal ID number. You can store the information here, but it is not used anywhere in FASPAC. State Sales Tax% Fed ID Number For reference only. Optional. If this is not a consolidation company, enter your federal ID number. This is for reference only. It will prompt with this number if you run AP 1099s and you have the option of changing this number in the 1099 program. You can store the information here, but it is not used anywhere in FASPAC. Error Message: Co xx Not Found The company number entered is not on file and cannot be entered as part of a consolidation company. Press Return and the cursor moves to the Consolidation Co s field. Either enter a valid company number or exit, set up the company you want to include, and then return to this field/screen. SELECT To accept the displayed information and update it to the System Master file, press CMD or Return. The cursor returns to the Co field, where you can enter another company number or press Skip to exit the program. To change a field, enter the number of the field. To delete the displayed company, enter DE. 10

11 ENTRY/INQUIRY SCREEN UK Field: Co Description: If the company number entered is already in the system, the information is displayed and the cursor moves to the SELECT field. If the company number entered is not in the System File Maintenance Master file, the following message is displayed: Company Not on File, Do You Want to Add? (Y/N) Enter Y to continue adding a new company. The cursor moves through the following fields only if you are adding anew company. New Company - Enter Country Code (US, UK or CN), SKIP To Exit This field is displayed only if the company number entered is not in the System File Maintenance Master file. Type UK and press Return. Press Skip to exit. Company Name Enter the name of the company. 11

12 Address City County Post Enter the company s address. Blank lines are not printed. Error Message: Code Not Set up in SYCD You entered a code that has not been set up in the System Code Master file was entered. Press Return to acknowledge the message. Enter the field number and a valid code that is set up in SYCD or if you must use the code that caused the error, use System Code Maintenance (SYCD) to enter the code and then return to this screen. Consolidation Co. N This is not a consolidation company. Y This is a consolidation company. The cursor moves to the following field. CONSOLIDATION CO S This field is displayed only if you entered Y in field 12. Enter two or more valid company numbers. When finished, leave the next Company Number field blank. The cursor moves to field 14. Error Message: Co xx Not Found You entered a code that has The company number entered is not on file and cannot be entered as part of a consolidation company. Press Return. Either enter a valid company number, or exit the program and set up the company you want to include. VAT Number Print On AR/IP? SELECT Enter the company s Value Added Tax number. Y Print the VAT number on an AR invoice. N Do not print the VAT number. To accept the displayed information and update it to the System Master file, press CMD or Return. The cursor returns to the Co field, where you can enter another company number or press Skip to exit the program. To change a field, enter the number of the field. To delete the displayed company, enter DE. 12

13 ENTRY/INQUIRY SCREEN CN Field: Co Description: If the company number entered is already in the system, the information is displayed and the cursor moves to the SELECT field. If the company number entered is not in the System File Maintenance Master file, the following message is displayed: Company Not on File, Do You Want to Add? (Y/N) Enter Y to continue adding a new company. The cursor moves through the following fields only if you are adding anew company. New Company - Enter Country Code (US, UK or CN), SKIP To Exit This field is displayed only if the company number entered is not in the System File Maintenance Master file. Type CN and press Return. Press Skip to exit. Company Name Enter the name of the company. 13

14 Address City County Post Enter the company s address. Blank lines are not printed. Error Message: Code Not Set up in SYCD You entered a code that has not been set up in the System Code Master file was entered. Press Return to acknowledge the message. Enter the field number and a valid code that is set up in SYCD or if you must use the code that caused the error, use System Code Maintenance (SYCD) to enter the code and then return to this screen. Consolidation Co. N This is not a consolidation company. Y This is a consolidation company. The cursor moves to the following field. CONSOLIDATION CO S This field is displayed only if you entered Y in field 12. Enter two or more valid company numbers. When finished, leave the next Company Number field blank. The cursor moves to field 13. Error Message: Co xx Not Found You entered a code that has The company number entered is not on file and cannot be entered as part of a consolidation company. 14 GST Number Enter the company s General Sales Tax number. Press Return. Either enter a valid company number, or exit the program and set up the company you want to include. SELECT To accept the displayed information and update it to the System Master file, press CMD or Return. The cursor returns to the Co field, where you can enter another company number or press Skip to exit the program. To change a field, enter the number of the field. To delete the displayed company, enter DE. 14

15 ACCOUNTS PAYABLE SPECIFICATIONS (SYS/APS) This program controls the Accounts Payable module. Specifications and options should be selected before using the Accounts Payable module. Once you begin processing Accounts Payable activity, do not make changes in the Accounts Payable Specifications program without first consulting a Faspac Customer Support representative. The option to save check and invoice registers to a file for printing at the end of the month is available. If this option is selected, the transactions from the updated Invoice Register (AP/IR), the updated Check Register (AP/CHK/CKR), the Delete Invoice Register (AP/DIR), and the Manual Check No. Invoice Audit Register (AP/MCN/MCA) are all saved in the Monthly Register file. These transactions are printed and must be cleared at the end of each month through the Monthly Register (AP/MR). There is an option to save paid invoice information. If this option is selected, information regarding paid invoices is saved and is available for display (AP/PIN) and printing (AP/PIL). We recommend that paid invoice information be saved for two to three months for reference purposes. If saved, the paid invoice information should be deleted on a regular basis as part of the Monthly Close procedures. An entry MUST be made regarding the number of invoices that can print in the detail section of a check. If the standard FASPAC check print program (AP/CHK/CKP) is used, this entry MUST be 15. If a custom check print program is being used, enter the correct number of invoices to print in the detail section of each check. The entries in the Current Month and Current Year fields are automatically updated by the system each time the Accounts Payable Monthly Update program (AP/APM) is run. Entries in these fields should always be made BEFORE beginning to use the Accounts Payable module and should not be manually changed. Accounts Payable activity can be updated to the General Ledger in a consolidated manner, if desired. The General Ledger is a double entry system; each transaction (invoice, credit memo, deleted invoice, check, voided check) results in debit and credit entries. If the activity is not consolidated, each debit and credit is updated to the General Ledger. The date of each General Ledger transaction is the date of the original transaction. If the activity is consolidated, one entry is made per account number found on each updated register (AP/IR, AP/DIR, AP/MCN/MCA); the General Ledger transaction date is the sign-on date when the register is updated. See the Accounts Payable and General Ledger sections of 15

16 the manual for detailed information regarding posting Accounts Payable activity to the General Ledger. Vendor terms can be based on a number of days or on Terms codes set up in the System Code Master file (SYCD). If Terms codes are used, an invoice received from a vendor can be split into as many as nine separate transactions with different due dates. For detailed information about Terms codes and how they are created, see the System Code Maintenance Reference Manual in Volume 5. Options Enter or edit the specifications and options that control the Accounts Payable module. Changes to the Accounts Payable specifications and options should be made only after consulting a Faspac Customer Support Representative. Changes made here can have far-reaching and sometimes undesirable effects. ENTRY/INQUIRY SCREEN Field: SELECT Description: Enter the number of the line you want to edit. To exit the program, leave blank and press Return. Update Monthly Register? The default is Y. Y Update all invoice, deleted invoice, and check registers to a file that can be printed at EOM. The report does not update any FASPAC files and should be cleared at Month End. N Do not create Monthly Registers 16

17 Save Paid Invoices? The default is N. Y Keep a record of paid AP invoices on file. The check number and date will be available. These records can be accessed in Vendor Inquiry and the Paid Invoice module. N Do not save paid invoice information. Max No. of Inv Per Check Voucher The number of invoices that will be listed on the check voucher. The FASPAC standard check print program prints 15 invoices. This cannot be changed. This option is for custom check print programs that print a different number of invoices than printed on the standard check print program. The cash requirements calculation uses this number to calculate the voucher total which will print on each page of the check if more than one page is printed for one vendor. Changing this number will cause the check to print incorrectly. Current Month The current AP month. It should only be edited when first setting up FASPAC. The current month is updated by the system when the A/P Monthly Update is run. This is used for displaying and printing the A/P History Maintenance. Current Year The current AP year. It should only be edited when first setting up FASPAC. The current year is updated by the system when the A/P Monthly Update is run. This is used for displaying and printing the A/P History Maintenance. Consolidate to The Interface Use Terms or Days? The default is Y. Y Make consolidated entries to the general ledger. All entries applied to the same GL account number will be accumulated and one entry will update that account number. You can also flag specific accounts in the GL Maintenance Master file (GL/GLM/MFM) to not consolidate. That way most are consolidated but specific ones are not. N Each transaction found will update when updating to the GL interface. The date used will be the date of the update to the GL interface when consolidating. Otherwise the transaction date is used. T Term code. Vendor Terms (VT) must have been set up in System Code Maintenance. This is what you will be prompted with in A/P Invoice Entry. D Days. The default number of days can be entered in Vendor Maintenance. This number of days will be added to the invoice date entered in A/P Invoice Entry to calculate the due date. The due date can be modified in A/P Invoice Entry. If spaces are found in Vendor Maintenance, 30 will be used for the number of days. 17

18 Display G/L Dist In Vend Inquiry The entry in this field indicates how you want the screen to display when you first enter AP Vendor Inquiry. Y Display the General Ledger distribution of each invoice. Once Vendor Inquiry is accessed, you still have the option of toggling between displaying and hiding the General Ledger distribution. N Do not display the General Ledger distribution. Check If Prior Period Date? Y When an invoice is entered in AP Invoice Entry, the invoice date just be within the current month and year or you will not be able to enter the invoice. N An invoice with a prior date can be entered in Invoice Entry. Invoices with a future date are not allowed, regardless of how this field is set. Print Checks in Vendor Number or Short Name Sequence Print For One User? N Print by vendor account number when printing AP checks. S Print by vendor short name. The system option replaces the print sequence question asked in the Check Print program. This option should not be changed while a check run is in progress. The AP Invoice Register and Invoice Register By GL Number programs can be printed for one or all users. The sign on initials are updated to the Register file when invoices are entered in AP Invoice Entry. Y Print reports for all or a specific user. N Print reports for all users. Keep Monthly Extended History? Y Month end processing creates new records for each vendor with purchases for the oldest month, allowing you to make comparisons to the same period in the prior year with vendor reporting. N the system drops these monthly purchases, keeping only the last 12 months in purchases. 18

19 ACCOUNTS RECEIVABLE SPECIFICATIONS (SYS/ARS) This program controls the Accounts Receivable module. Specifications and options should be selected before using the Accounts Receivable module. Once you begin processing AR activity, do not make changes in the Accounts Receivable Specifications program without first consulting a Faspac Customer Support representative. Exceptions to this rule are the Current Month and Print Address fields, which can be changed as needed. The entry in the Current Month field is entered manually before using the Accounts Receivable module and is subsequently updated by the system automatically each time Cycle Purge (AR/CPG) is run. If Cycle Purge is run more than once a month, this field must be manually corrected through Accounts Receivable Specifications. During Invoice Calculation (AR/INP/INC), each line item is checked for errors. There are some errors for which each line item is always checked. These errors are included no matter which Stop Negatives Invoicing option is selected. Orders are checked for other errors based on the option selected. The option selected also determines what action is taken if an error is found (no action, report only, report and stop invoice from being created). For detailed information about the available options, see the Accounts Receivable Reference Manual in Volume 1. Note: The Negatives in Invoicing flag entered in this field is used for company-wide control. If the Negatives in Invoicing option is going to be controlled by warehouse instead of company-wide, see Warehouse Control Specifications (SYS/WCS). There is an option to control when zero balance invoices are purged from the Accounts Receivable Master file. A zero balance invoice can be purged the first time it is encountered by Cycle Purge (AR/CPG). If desired, a zero balance invoice can be flagged the first time it is encountered during Cycle Purge and then purged the next time Cycle Purge is run. If generic invoice forms are used in Invoice Print (AR/INP/IP), either the company address or the warehouse address can be printed. If the company address option is selected, the company name, first two address lines, city, state and zip (set up in SYS/CIS) print on the forms. If the warehouse address is selected, the address in Warehouse Address Maintenance (PO/WAM) prints on the forms. If custom printed invoice forms are used, select the option to not print an address on the forms. 19

20 What is true for generic invoice forms is also true for generic statement forms. If they are used in statement Print (AR/ARM/SP), either the company address or the warehouse address can be printed. If the company address option is selected, the company name, first two address lines, city, state and zip (in SYS/CIS) print on the forms. If the warehouse address is used, the address in Warehouse Address Maintenance (PO/WAM) prints on the forms. If custom printed statement forms are used, select the option to not print an address on the forms. Invoice Calculation (AR/INP/INC) uses the Non-Inventory Multiplier to calculate the cost of each non-inventory item entered without a cost. The selling price is multiplied by this percentage. If this field is left blank, the system the default is a multiplier of 50%. A Monthly Register (AR/INP/MR) of all invoices printed and updated during the month is available if the Update Monthly Register field is flagged with Y. If the Monthly Register option is selected, all invoices on each Daily Invoice Register (AR/INP/IR) are updated to the Monthly Register file when the final copy option is selected. The Monthly Register (AR/INP/MR) should be printed and cleared at the end of each month as part of the Monthly Close Procedures. The options to print duplicate invoices through Invoice Print (AR/INP/IP) and to are displayed invoice detail information through Order Expediting (OE) are available if invoice detail is saved. If the Save Invoice detail option is selected, use Delete Invoice Detail (AR/INP/DIN) as part of your Monthly Close procedures. If the Save Invoice Detail option is not selected, invoice detail is deleted when the Final Copy option is selected while printing the Daily Invoice Register (AR/INP/IR). Note: Deleting invoice detail does not delete the invoice from the Accounts Receivable Master file; only zero balance invoices can be deleted. Accounts Receivable activity can be updated to the General Ledger in a consolidated manner. The General Ledger is a double entry system; each transaction (invoice, credit memo, cash receipt, adjustment, service charge) results in both debit and credit entries. If activity is not consolidated, each debit and credit entry is updated to the General Ledger. The date of each General Ledger transaction is the date of the original transaction. If the activity is consolidated, one entry is made per account number found on each updated register (AR/INP/IR, AR/CSH/CRR, AR/MIR, AR/ARM/SCC) and the General Ledger transaction date is the sign- on date when the register is updated. See Accounts Receivable and General Ledger sections of the manual for detailed information regarding posting Accounts Receivable activity to the General Ledger. Accounts Receivable transactions can be aged by invoice due date or by order ship date. The flag entered in this field affects several Accounts Receivable programs. Transactions on the Aged Trial Balance (AR/ATB) are aged based on this flag. Transactions are excluded by date, based on the ship date. Transactions are aged in Service Charge Calculation (AR/ARM/SCC) based on this flag. Transactions are aged in Delinquent Letter Print (AR/ARM/DLP), Service Charge Notification (AR/ARM/SCN), and Statement Print (AR/ARM/SP). The headings on the resulting forms include either Due Date or Ship Date based on this flag s setting. The aged balances in the Customer Master file are updated by the Age Customer Balances, Cycle Purge, Cash Receipts Entry, Full Screen Cash Receipts, and Adjustment Entry programs, also based on this flag. If the flag in the Age By field is changed, run Age Customer Balances (AR/AGE) to recalculate the aged totals in the Customer Master file. 20

21 A purchase order number of 15 characters or less always prints in the PO box of an invoice. If a purchase order number has more than 15 characters, there is an option to print it in either the invoice heading or in the body of the invoice. If printed in the heading, the message See Above prints in the invoice PO field. If printed in the body, the message printed on the first page of the invoice is See Below and See Page 1 prints on all other pages of the invoice. Options Enter or edit specifications and options that control the Accounts Receivable module, usually when setting up the system before it is first used. Note: Changes to the Accounts Receivable specifications and options should be made only after consulting a Faspac Customer Support representative. ENTRY/INQUIRY SCREEN Field: SELECT Description: Enter the number of the line you want to edit. To exit the program, leave blank and press Return. Current Month The current month in AR. No cash payment date after this month will be accepted. This is updated when Cycle Purge is run. Cash payments can be entered for any date up to and including this month. This year is not checked. Changing this date has no effect on the AR except for allowing cash payments to be entered through the month specified here. 21

22 Purge Detail Monthly? The default is Y. Y Delete zero balance invoices as the Cycle Purge program runs. N Flag zero balance invoices as zero balance. The next time Cycle Purge is run, the flagged zero balance invoices will be purged. These records will not be printed on the AR statements. If invoices have been set to be purged through Cycle Purge, they will not be printed on the Sales Commission Report (SA/SAR/SCR). Print Address on Invoice? Print Address On Statement? Update Monthly Register? Y Print the company name, the first two address lines, city, state, and zip. N Do not print the address. This is appropriate if you use forms preprinted with your address. W Uses the warehouse address found in PO/WAM. S Print the same as the W option, but uses the secondary warehouse on invoice. The secondary warehouse is updated from the Whse Two field in the Customer Master file (CP/MAI). The S option is available for AR invoice print only. Y Print the company name, two address lines, city, state, and zip. N Do not print the address. This is appropriate if you use forms preprinted with your address. W Use the warehouse address found in PO/WAM The default is Y. The A/R Monthly Invoice Register is the same report as the A/R Invoice Register, but an accumulation of the entire month if you choose to do this. The A/R Invoice Register and A/R Monthly Register print from the same file and run the same program. Save Invoice Detail? The default is Y. Y Do not delete the records from the Invoice Register file when the A/R Invoice Register is updated. The records will be flagged as updated and will only print when the A/R Monthly Register is run. A new file is not created for the A/R Monthly Register. The records are only flagged that have been printed on an A/R Invoice Register and the Register was updated. When the A/R Monthly Register is run, only the flagged records print. The actual invoice is not affected by this option. It may or may not be kept on file, depending upon the AR System option to save invoice detail. N Delete the records from the Invoice Register file when the A/R Invoice Register is updated. This option will not create the A/R Monthly Register. Y Keep invoice detail for as long as you choose. Invoices are deleted by running the A/R Delete Invoice program if you choose this option. Until you delete them by running the A/R Delete Invoice program, you can display the detail in Order Expediting and can reprint them by running A/R Invoice Print. N Delete the AR invoices when AR invoice register is updated. 22

23 Consolidate to the Interface The default is Y. Y Make consolidated totals when updating to the GL interface file. All records being updated for the same GL account number are accumulated into one total and one entry is updated to the GL interface file. You can also flag specific accounts in GL Master File Maintenance to not consolidate. This allows you to consolidate most of your accounts, but allows specific accounts to not be consolidated. In AP when consolidating, the sign on date will be the date updated to the GL Interface file. The A/P Check Register is not consolidated. The check register uses the check date for updating the GL Interface file. The A/R Adjustment Register does not consolidate to the GL. This register uses the transaction date entered for each invoice. N Update each transaction when updating to the GL interface using the transaction dates. Age By Due Date or Ship Date Print Detail on Statements Discount Grace Period The default is S. D Use the due date of the AR invoice to age. S Use the ship date (shipping confirmation date) to age. Y Print all transactions in the AR files on statements, not just the balance of the invoice. The default is 0. This is used with the AR system option default discount PAE code and when entering cash receipts. Enter the number of days to be added to the invoice ship date to determine (based on the check date entered) if the discount should or should not be allowed. The message Past Discount Due Date OK? is displayed in the Cash Receipts programs. This is only to notify that the check date is past the allowed discount due date. Default Discount PAE Code Enter the PAE code for discounts that are set up in ACC/PAE and used when entering cash receipts. This code is also used with the System Order Specifications to use term codes or text. You must be using term codes for this field to be used by any programs. The discount amount and due date for an order will be displayed in AR Inquiry when using term codes. Whenever an amount is applied to this code in either cash receipts program, the discount amount in the AR file will be adjusted and the balance can be seen in AR Inquiry. In A/R Full Screen Cash Receipts, no codes are entered. If any amount is entered in the discount field and a code is entered here, this will be the Posting Account code used 23

24 Print PO in Heading/Detail? The standard AR invoice print form has a field for a PO number that is no more than 15 characters. The system allows a PO number to be up to 30 characters. If the PO number exceeds 15 digits, you can print the number in the heading or detail portion of the invoice. H Print the PO in the heading. D Print the PO as the first note line on page 1 Sequence of Invoice Print? Invoice Print Item/Shortname? Invoice Print Number Sequence Print Invoice Date As Shipped or Invoiced Date L is the default. I Print the detail portion in FASPAC item number sequence. L Print the detail in line number sequence. I Print the FASPAC item number on the invoice. S Print the FASPAC item short name instead of the item number on the invoice. When printing all eligible invoices: Y Print in invoice number sequence N Print in customer account number sequence. I is the default. When the Invoice Calculation program invoices an order, the invoice date is the date you are signed onto when you run this program. The ship date is the date you are signed onto when the order is processed through Shipping Confirmation. S Print the ship date as the invoice date on the invoice form. I Print the invoice date. Age by Months or Days Months/Days When Suspended M Age by months; the aging bucket and columns will display as months 1,2,3 and so on. When Aging invoices all invoices are aged by month regardless of the number of days in a month. D Age by number of days, which are 30, 60, 90, 120, 150, unless you allow the option to change the number of days This option is used with cash receipts entry, full screen cash receipts and AR apply credits to debits. If the number of months/days is zero, the option is ignored. The number entered is interpreted as the number of months or days depending on whether you have chosen to age by months or days. When a payment is entered in one of the above programs, making the past due invoices no longer equal to or past the months/days entered here and the customer was flagged as suspended, the customer on hold flag will be changed to N. Keep A/R Paid History When A/R Cycle Purge is run, zero balance invoice transactions are deleted from the AR file. This option allows these deleted transactions to be saved in a History file. The A/R Paid History Inquiry and Report programs give access to these transactions. Y Save the transactions deleted by the AR cycle purge in the history file. N Do not save the transactions. This is the default. 24

25 Print For One User? The AR cash register can be printed for one or all users. The sign on initials are updated to the register file when Cash Receipts Entry is run. Y Print the report for all or a specific user. N Print the report for all users. IR Update GL Interface Y Updates the GL Interface when the A/R Daily Invoice Register is finalized. The Posting Accounts for the Invoice Register must be on file in Posting Account Entry. N Do not update to the GL Interface. The Invoice Register may still be finalized, but no updating to the GL will be done. If this field is not set, it will default to N. Aging Days There are five aging periods, which default to 30, 60, 90, 120 and 150. You can accept these aging periods or change them to any number of days you wish. The entries in this field will are displayed in all programs that allow aging to be entered, such as AR/ATB. If aging by months, Aging Mths is displayed and cannot be changed. Print Aging On Stmt? Y Print the aging heading at the bottom of the AR Statement Form. Be sure the form you are using is blank in this area before changing this to Y. N No heading; it is preprinted on the form. 25

26 STOP NEGATIVES IN INVOICING FLAGS Flag N A Errors Checked Does not stop or report errors except if a physical inventory or cycle count is in progress for an item on an order. Then it acts as if the flag is E. If a traceable or restricted item is found, it acts as if the flag is C. Checks and reports all errors. An invoice is not created if error 1 18 occurs. An invoice is not created if the item is traceable or restricted and error occurs. R Checks and reports all errors. An invoice is not created if error 1-5, 10-12, or 16 occurs. An invoice is not created if the item is traceable or restricted and error occurs. S E Checks and reports all errors. An invoice is not created if error 1-6, 8, occurs. An invoice is not created if the item is traceable or restricted and error occurs. Checks and reports only errors 1-5, 10-12, and An invoice is not created if error 1-5 or occur. An invoice is not created if the item is traceable or restricted and error occurs. W For the specific warehouse, checks and reports ONLY errors 1-6, 10-17, and An invoice is not created if error 1-6 or occurs. An invoice is not created if the item is traceable or restricted and error occurs. C Checks and reports only errors 1-6 and An invoice is not created if error 1-6 or occurs. An invoice is not created if the item is traceable or restricted and error occurs. 26

27 Error Messages No record found for this company and order number No record found for this company, order number and item. Unable to format internal part number. Item not set up or has been deleted from inventory master file. Item not set up or has been deleted from inventory warehouse file Total onhand balance for this item is less than quantity being shipped. Negative quantity onhand in buying history (any warehouse). Buying history quantity onhand (all warehouses) is less than quantity being shipped. Buying history quantity onhand (all warehouses) is not equal to warehouse quantity (all warehouses). Invoice already updated to account receivable. There is a problem with one or more FASPAC files. Contact P21 Support immediately. There is a problem with one or more FASPAC files. Contact P21 Support immediately. There is a problem with one or more FASPAC files. Contact P21 Support immediately. The item was not in the Inventory Master file (IM/MAI). The item was invoiced as a non-inventory (*) item. The item was not in the Inventory Master file (IM/MAI). The item was invoiced as a non-inventory (*) item. Receive a quantity of this item so that the on-hand balance is at least equal to the quantity being shipped. Receive a quantity of this item so that the on-hand balance is at least equal to the quantity being shipped. Receive a quantity of this item so that the on-hand balance is at least equal to the quantity being shipped. Someone changed one or more Buy History/Tag records in error. Correct the Buy History to equal the warehouse quantity in the Inventory Master file (IM/MAI). Use the Receiving Without a Purchase Order program (REC/RNO) to correct the on-hand quantity. The invoice number was found in the Accounts Receivable Master file (AR/ATB). Adjust the balance to zero using the Adjustment Entry program (AR/AE). Run the Cycle Purge program for the customer. Run the Invoice Calculation program again. Bill to customer not file The customer s bill to address is not in the Customer Master file. Add the customer s bill to address though the Customer Ship To Maintenance program (CT/STM). Run the Invoice Calculation program again. 27

28 Physical inventory or cycle count in progress The item cannot be invoiced until the physical inventory/cycle count is completed. Once it is completed, run the Invoice Calculation program again. Negative quantity onhand in buying history (shipping warehouse) The quantity on hand in the warehouse from which the order is shipped is a negative number. Receive a quantity to bring the on-hand quantity to zero or more. Buying history quantity onhand (shipping warehouse) is less than quantity being shipped. Buying history quantity onhand (shipping warehouse) is not equal to warehouse quantity (shipping warehouse). Tagging is not activated and committed tags exist. Shipped quantity is greater than available quantity (onhandcommitted tags). Total committed quantity for this item is less than quantity being shipped. At least one item on the order is flagged as traceable but the order header does not indicate that there is one or more traceable items on the order. Item is flagged as traceable in either the Item Master File or in the Item Warehouse Master File but the order line item indicates that the item is not traceable. The quantity on hand in the warehouse from which the order is shipped is less than the quantity being shipped. Receive a quantity to bring the on-hand quantity to a quantity greater than or equal to the quantity being shipped. Someone changed one or more Buy History/Tag records in error. Correct the Buy History to equal the warehouse quantity in the Inventory Master file (IM/MAI). Use the Receiving Without a Purchase Order program (REC/RNO) to correct the on-hand quantity. The Tag System was turned off in error. Turn the Tag System back on through the System Maintenance program There are no available tags to use for this item. Either uncommit one or more tags for use on this order or receive a quantity that can be shipped. This item cannot be invoiced until the total quantity being shipped is committed. Commit one or more tags and run the Invoice Calculation program again. Use the Commit tag Items and Commit Tags to Orders programs (TAG/CTI and OPCTO) to uncommit the line item in question and then recommit the line item. Use the Commit Tag Items and Commit Tags to Orders programs (TAG/CTI and OPCTO) to uncommit the line item in question and then recommit the line item. 28

29 The number of different lots allowed for the line item has been exceeded. The warning message displayed when tags were committed was ignored and the number of lots assigned to this line item has been exceeded as per the flag in the System Maintenance file (SYS/WCS). Use the Commit Tag Items program to uncommit the line item and recommit the tags without exceeding the number of allowed lots. The total available quantity (warehouses status stock) less committed stock less restricted stock is less than quantity being shipped. The inventory is being relieved using the FIFO method and there isn t enough stock available. Either receive a quantity so that the available quantity is equal to or greater than the quantity being shipped or use the Commit Tag Items and Commit Tags to Orders programs (TAG/CTI and OPCTO) to commit a quantity of stock (unrestricted and restricted) equal to the amount being shipped. 29

30 CUSTOMER PROCESSING SPECIFICATIONS (SYS/CPS) Use this program to enter and/or edit specifications that control access and data entry in the Customer Master file. It controls customer access in Order Desk (OD) and Counter Sales Entry (CS/CSE) and the assignment of customer numbers when creating new records in the Customer Master file. Each customer is flagged in the Customer Master file (CP/MAI) with a primary warehouse. If desired, only customers flagged with the specified warehouse will display when the scroll function is used in Order Desk or Counter Sales Entry (OD or CS/CSE). Note: No matter what the primary warehouse entry is for a customer, you can always access it by entering the customer number (regardless of which warehouse is specified in Order Desk or Counter Sales Entry). Limiting the customers displayed based on the warehouse applies only to the scroll function. Customer numbers can be assigned manually or automatically. An entry of MAN in the Next Customer Number field alerts the system that the numbers are being assigned manually. If the customer numbers are being assigned automatically, the next customer to be assigned is displayed in the Next Customer Number field.this field is updated each time a customer number is assigned through Customer Processing Maintenance (CP/MAI). Note: If assigning numbers automatically, this field can be temporarily changed to allow miscellaneous customer accounts (numbered ) to be created or to reassign a number no longer used. Be sure to write down the number currently in the field before changing it to MAN. After you complete the manual number assignments, reenter the number that was there before and return the system to automatic numbering through CPS. 30

31 ENTRY/INQUIRY SCREEN Field: SELECT Description: Enter the number of the line you want to edit. To exit the program, leave blank and press Return. Scroll Cust By Primary Warehouse Next Customer Number Y Display the customer account by scrolling if the primary warehouse in the Customer Master file is for the warehouse related to the quote. N Scroll through all customer accounts. This applies to both Order Desk and Counter Sales Entry. This will be the next customer number assigned when adding a new customer in Customer Maintenance. If the number entered here already exists in Customer Maintenance, it will be bypassed and the next available number will be used. If you choose to assign customer numbers manually, enter MAN in this field. This option should be selected when creating miscellaneous customer account numbers through After these numbers are assigned, this can be changed back to the next customer number available. 31

32 Update Xref From Contract Maintenance Y Create a cross-reference record whenever a contract customer part number is entered or modified in the Contract file (CT/MAI or CAS/MAI). The following is how the cross-reference record is created or modified: Cross-reference number Contract customer part # Cross-reference description Spaces Cross-reference cust Customer assigned to contract Cross-reference note N When modifying an existing contract customer part number, the original cross-reference number will not be deleted if it is found on any existing contract for this customer. N The default. It does not affect the cross-reference file in any way. B The cross reference number will be added to the cross reference file with note type of B. D The cross reference number will be added to the cross reference file with note type of D. For a detailed description of the cross reference note types, please refer to the CR/MAI manual. Keep Extended Monthly Ship to History Y Month end processing creates new records for each customer ship-to (with sales) for the oldest month, allowing you to make comparisons to the same period in the prior year using customer reporting. N the system drops these monthly sales, keeping only the last 12 months in sales. 32

33 COUNTER SALES SPECIFICATIONS (SYS/CSS) Use this program to enter and/or edit options that control the Counter Sales module. This should be done before using the Counter Sales module and any changes contemplated later should be reviewed with a Faspac Customer Support representative before implementing. Specifications and options should be selected before using Counter Sales. Once you begin processing Counter Sales orders, do not make changes in Counter Sales Specifications without first consulting a Faspac Customer Support Representative. If generic Counter Sales Invoice forms are used in Counter Sales Entry (CS/CSE), either the company address or the warehouse address can be printed. If the company address is selected, the company name, first two lines of the address, city, state and zip (in SYS/CIS) print on the forms. If warehouse is selected, the warehouse address (in PO/WAM) prints on the forms. If desired, a restocking charge can be automatically calculated on return items by entering a percentage in the Restocking Charge field. The option to change or override the restocking charge is offered in Counter Sales Entry. If a restocking charge is never going to be applied, the default zero percentage (.00) should be entered. When a restocking charge is calculated, it prints as the next line item after the item being returned on the Counter Sales Invoice. An invoice for an order entered through Counter Sales Entry (CS/CSE) is always printed once the order has been created. The option to print a copy of the invoice the next time all eligible accounts receivable invoices are printed through Invoice Print (AR/INP/IP) is available. Duplicate Counter Sales invoices print on Accounts Receivable invoice forms, not on Counter Sales Invoice forms. 33

34 ENTRY/INQUIRY SCREEN Field: SELECT Description: Enter the number of the line you want to edit. To exit the program, leave blank and press Return. Print Address On Invoice? The default is N. Y Print the company address at the top of the counter sales invoice. W Print the warehouse address. Choose Y or W if your invoices are not preprinted N Do not print the address. Invoices are preprinted. Note: No phone number prints when W is selected. Restocking Charge% The default is.00 for no restocking charge. If you want a standard restocking charge percentage to be calculated when an item is returned on a customer sales order, enter a percentage. For example, 10 if you want 10%, for 10.25%. Whenever a negative quantity is entered on a counter sales order, the program will calculate the restocking charge for this item and enter it on the order as a line item. The cost on a restocking charge in counter sales will be zero when invoiced. 34

35 Include in Invoice Print? In Counter Sales, the order that is printed for your customer is considered their invoice copy. When AR Invoice Print is run for all eligible invoices, counter sales invoices are not printed. If you wish for all counter sales invoices to be printed with all eligible invoices, enter Y for this option. Note: If not printing all eligible invoices in AR Invoice Print, and a counter sales invoice is selected within the range of invoices printing, the counter sales invoices will always be printed regardless of this flag. Update AR for Cash Order? Y Creates an AR invoice transaction as payment for the total of each counter sales cash order when the counter sales register is updated. These transactions are not automatically updated to the Cash Receipts Register. You must use the Counter Sales Register for these transactions. N Do not create the AR payment which will have to be done in the cash receipts entry. 35

36 FORM PRINT SPECIFICATIONS (SYS/FPS) FORMS CONTROL SPECIFICATIONS (SYS/FPS/FCS) Use this program to enter and/or edit Forms Control Specifications for a specific warehouse. You can specify whether tag, lot and heat numbers are to print on pick lists, invoices (accounts receivable and counter sales), rework, kitting, and warehouse transfer orders. Note: Specifications are set up by warehouse. The warehouse must be set up in Warehouse Control (SYS/WCS) before entering Forms Control Specifications. Each type of form can be flagged regarding what information to print. Available options are Tag No., FASPAC Lot No., Mfg. Lot No., and Mfg. Heat No. If you select the Tag No. option, Tag Numbers print regardless of whether the item is flagged as a traceable item in the Item Master file (IM/MAI). If you select the Internal Lot No., Mfg. Lot No., or Mfg Heat No. option, the numbers print only if the item is flagged as a traceable item in the Item Master file (IM/MAI). Tag No., Lot No., and Heat No. information printed on the pick list can be limited to the committed quantity and enough non-committed quantity to fill the order by entering N in the All Avail field. Entering Y provides the option to print information regarding committed quantity and all available Status 2 Tags, within the number of lots allowed (as entered in SYS/WCS) and s available for pick lists ONLY. All forms other than pick lists are limited to printing information regarding committed quantity and enough non-committed to fill the order. If an item is traceable, Tag information begins printing in the body of the pick list. If an item is not traceable, Tag information begins printing on the warehouse note section of the pick list. If more Tags are to print, they print to the left of the warehouse note section on the pick list. 36

37 ENTRY/INQUIRY SCREEN Field: Whse Description: Enter the number of a valid warehouse or leave the field blank to exit Once a valid warehouse number is entered, the cursor moves to the Select field. Enter the line number of the form for which to edit one or all of the following fields. Tag No Y Print the FASPAC tag number N Do not print the FASPAC tag numbers on traceable tags. If the item is not traceable, no tag information will be printed. If the tag number is not printed, then non-traceable tags with the same location will be printed as on record with the total available for all tags in that location. Traceable tags will be combined for the same lot and location number. Internal Lot No Y Print the lot number assigned to the tag. N Do not print the lot number. This option applies to traceable tags only. Mfg Lot No Y Print the manufacturers lot number assigned to the tag. N Do not print the manufacturers lot number This option applies to traceable tags only. Mfg Heat No Y Print the manufacturers heat number assigned to the tag. N Do not print the manufacturers heat number. This option applies to traceable tags only. 37

38 All Avail This field applies to the pick lists and warehouse transfers. Y Print all available Tag Numbers on the pick list (up to a limit of 100). N Print only enough tag numbers to complete the quantity ordered. Tag Cond This field applies to pick lists only. Y Print tag condition codes for each tag record on the pick list. You must be printing the tag numbers for this option to be available. This will print next to the quantity. N Do not print the tag condition code. Print Available Uncommitted Tag On Above Form Types In What Order. Fifo Only Or Within An Optimized Location (F/L) If you do not enter F or L, the system will assume the location F Print the tag information in first in first out (FIFO) sequence. L Print the tag information in tag location sequence. If committed tags are found, any uncommitted tags will be printed first within the same locations as the committed tags. Locations are always printed together. For both selections, all committed tags are printed, followed by the uncommitted tags in the selected sequence. Error Messages Warehouse Control not SET UP The warehouse control specifications have not been set up through SYS/WCS. Forms control specifications cannot be entered until the warehouse is defined in SYS/WCS. Press return to exit. Set up the warehouse control specifications (SYS/WCS) and return to Forms Control Specifications after that is done. 38

39 DOCUMENT OUTPUT DEFAULTS (SYS/FPS/DOD) Use this program to set up your company s Document Output Defaults. These defaults activate enhanced print controls and duplicate/copy identification features for printed, faxed, and ed documents. These features are only available with FASPAC Release 4.1 and higher. You can set up company-wide defaults for customer and vendor forms. FASPAC uses these settings for print and fax defaults unless you set up specific defaults for customers in CP/MAI and CP/STM, or for vendors in PO/VM and PO/POM/SFM. ENTRY/INQUIRY SCREEN Field: ACTION Original Description: Enter the number of the field to change. Enter one of the following, as available for each document: F Form M Mailer P Plain Paper L Laser X Fax E D EDI Space Do not use DOD enhancements for this document. 39

40 Copy Enter one of the following, as available for each document: F Form P Plain Paper Space no copy Note: Document print controls used in FASPAC Release 3.5 are used if the Original Output Type field is blank; enhanced print-controls are used if the Original Output Type field is not blank. You can turn Output Type settings on or off, by form type, without causing a problem. The only effect is a change in program operating procedures; each print program has separate documentation for use with and without DOD settings. This feature allows you to convert to new print control features as time allows. When using Document Output Defaults, each output document is identified as Original, Copy, or Duplicate. Reprinted Originals are identified as Duplicate; reprinted Copies continue to be identified as Copy. Custom versions of the print programs may not include Document Output Default enhancements. Function Keys F8-Accept F9-Cancel Exits the program after updating your changes. Exits the program without updating your changes. 40

41 GENERAL LEDGER SPECIFICATIONS (SYS/GLS) Use this program to enter specifications that control the General Ledger (GL) module, and indicate when to roll salesman, customer and inventory year-to-date totals into the previous year. This program does not control the GL3000 General Ledger module. An entry in the Fiscal Month field MUST be made before using the GL General Ledger. If the GL3000 General Ledger is going to be used, leave this field blank. The current fiscal month is entered manually to set the beginning month and from then on it is automatically updated by the system each time Monthly Close (GL/MC) is run. Do not manually change the entry in this field after the first time. Valid entries for the Fiscal Month are the numbers 1 through 12. Running General Ledger Monthly Close (GL/MC) at the end of the year resets this field to 1. For example, if your fiscal year runs 10/1 through 9/30 and you begin to use the GL General Ledger in January, you would enter 4 in the fiscal month field. If your fiscal year is the same as the calendar year and you begin using the GL General Ledger in January, you would enter 1 in the fiscal month field. Caution! Changing this field after using the GL General Ledger could cause an out-of-balance condition. The entry in the Fiscal Year Offset field is the calendar number of the last month of your fiscal year. An entry in the Fiscal Year Offset field must be made regardless of whether you are using the GL General Ledger or the GL3000 General Ledger. The entry in this field is an indicator for the Sales Analysis Sales Summary to zero the year-to-date totals and to move inventory, customer and sales history totals to the previous year when the Monthly Update (MU) is run for the last month of your fiscal year. The entry in this field is also accessed by the GL General Ledger module to determine the end of the year. If your fiscal year runs 10/01 through 9/30, enter 9 in the Fiscal Year Offset field. If your fiscal year is also the calendar year, leave the fiscal year offset field blank. Transactions in the GL General Ledger can be cleared monthly or yearly. If cleared monthly, transactions are cleared when the Monthly Close (GL/MC) is run. If a Yearly Transaction Register is desired, the flag must be set to clear the transactions yearly. Transactions are stored in the Yearly Transactions Register file (GL/YTR). The Yearly Transaction Register is cleared when the year is closed by running Monthly Close for the final month of the fiscal year. 41

42 Note: The GL3000 General Ledger does not access this field. ENTRY/INQUIRY SCREEN Field: SELECT Description: Enter the number of the field you wish to edit. To exit, leave the field blank and press RETURN. Fiscal Month Fiscal Year Offset This is the current month in the General Ledger system (GL). This does not apply to the GL3000. This is your fiscal year offset. If your fiscal year begins in August, you would enter 7. If the date you are signed onto is the last month of your fiscal year, the Monthly Update will move the current year totals in the History files to the prior year. The General Ledger Monthly Close will also close the year based on this offset. This does not apply to the GL3000. Clear Transactions Monthly or Yearly? M Save only the current month s transactions in the General Ledger Transaction file. The Yearly Transaction Register is not available with this option. When the General Ledger Monthly Close is run, all transactions are deleted from the Transaction file. Y Save all general ledger transactions until the general ledger monthly close is run on the last day of your fiscal year. We recommend Y. This does not apply to the GL

43 Use Non-Calendar Month Accounting Periods N For aging by days. Y Update invoices and entering purchase orders in a future month before running the Monthly Update program. This option should not be used unless you are aging by months. The history for invoices and purchase orders will still be updated to the current month. The Sales Summary is updated for the current inventory month. This option also allows the month to be closed before the last day of the month and to continue invoicing and entering purchase orders for the correct date, but updating the history for the current month. The current inventory month is displayed on the Current Application Specifications screen. If the AR Current Month is not equal to the inventory month, a message will be displayed indicating the current AR month with an option to continue. Purchasing/Receiving programs will not be stopped when the sign on date is greater than the inventory month. The following programs are affected when this option is Y: A/R Manual Invoice Entry and A/R Manual Invoice Register Invoice Calculation Receiving Without A Purchase Order Purchase Order Line Maintenance Blanket Purchase Order Release Line Maintenance Using Ledger Stock Integration GL3000: Update Auto Distribute Y Use the stock integration system. When entering transactions in GL3000 General Journal TRX Processing there is an option to Auto Distribut if an Auto Distribute code is defined for the GL Account Number in GL3000 Chart of Accounts Maintenance. This allows one GL account to be distributed to multiple GL accounts based on the percentages entered in GL3000 Distribution Code file Maintenance when Y is replied to the Auto Distribute option. Y Set the Auto Distribute option to Y for any GL Account on the Interface Listing which is defined in the GL Chart of Accounts with an Auto Distribution code. This is done when the Interface is updated to the GL3000. N Leave this flag N regardless of the Auto Distribution code found for the GL Account Number. This is the default. 43

44 INVENTORY MANAGEMENT SPECIFICATIONS (SYS/IMS) Use this program to enable the Tagging System, select the costing method, specify the number of Status 3 tags to keep on file, specify if more than one company will use a single set of inventory files and whether you wish to use master tags. We recommend that you have a thorough understanding of the Tagging System before entering specifications in these areas. Please refer to the Tagging System section in Volume 2 of this documentation for more information and consult FASPAC Customer Support if you are uncertain about any of the issues. The Tagging System allows you to track each inventory receipt and offers precise control over what inventory is used for customer orders, plating, kitting, and warehouse transfer orders. Tags can be split to track stock locations and master tags can be used to process several tags as a batch. You must obtain a password from Faspac Customer Support to access the Tag Control System field. Customer Support will release the password ONLY to the person listed in our records as the primary contact at your office. If the Tagging System is not used, inventory is always relieved on a FIFO basis (first in, first out). If the Tagging System is being used, inventory can be committed before or after a customer order is printed. Enter TA (tag after) in the Reduce Inventory By field if you want to commit tags after the order is printed through either the Shipping Confirmation program (OP/SC) or through Commit Tags To Customer Orders (OP/CTO). To commit inventory before printing a customer order, enter TB (tag before) in the Reduce Inventory By field. Tags are then committed in the Order Confirmation process in Order Desk (OD). Use the Tag Before (TB) option if sales personnel commit tags. Use Tag After (TA) if the warehouse people will be selecting which tags to ship. If using the Tag Control System, inventory can be relieved FIFO by not committing tags. Traceable items must always be committed whether or not the tag system is being used. Gross profit for each item is calculated during Invoice Calculation and Update (AR/INP/INC). Available costing method options are Average Cost Corporate (ACC), Average Cost Warehouse (ACW), Replacement Cost (REP), and Received/True Cost (REC). Status 3 tags (zero quantity on hand) contain information regarding past buys and can be useful for the purchasing department. The three most current tags are displayed in the Order Desk program (OD). All Status 3 tags on file can be displayed (IM/BHM or PI) and listed (TAG/TIL). The number of Status 3 tags saved can be tailored to your specific needs. We suggest a number between 3 and 6. If you are unsure what number of Status 3 tags to keep, begin by saving more than you think necessary. The quantity can later be decreased and excess tag information can be deleted when the next Monthly Update (MU) is run. 44

45 There is an option for two or more companies to share the same inventory files. If two or more companies share inventory files, the flag in Multi. Companies Sharing Inv field controls when to roll inventory and delete tags as part of the Monthly Update (MU). The Monthly Update is run for each of the sharing companies. The last company to run the Monthly Update must always be the company with N in this field. All of the other sharing companies must have Y in this field. Note: Consult a Faspac Customer Support representative before selecting this option. ENTRY/INQUIRY SCREEN Field: SELECT Description: Enter the number of the field to edit, or leave blank and press Return to exit. Inventory Control Use Tag Control System? Y Use the tag system; tags to be committed. N Do not allow tags to be committed. (1) Traceable items are treated as if you are using the tag system. These items must be committed. (2) A password is required to access this field call FASPAC Application Support. Reduce Inventory By FI Deduct quantities from tags on a FIFO basis. TB Commit tags before printing order. This will access the Cmmit Tags To Customer Orders screen in Order Entry. This program can also be accessed from the Order Processing menu and it will be accessed in Shipping Confirmation. TA Commit tags when order is shipped. This will not display the commit tags screen in Order Entry. 45

46 Costing Method Used Maximum Zero Receipts Kept ACC Average corporate cost ACW average warehouse cost REC Receiving cost REP Replacement cost The number of Status 3 tag records you wish to keep on file. This number is checked when the monthly update is run and the most recent status 3 tags are kept - how many is determined by the number entered here. A report prints during the monthly update listing all tags deleted. This excludes traceable tags. Traceable tags may only be deleted by running the Lot file Listing Multi Companies Sharing Inv Enter Y only if your system has multiple companies sharing inventory. If this is true, one company should be flagged as N and the balance of sharing companies should be flagged as Y. Companies flagged as Y run the monthly update (MU) but bypass updating the inventory files. The company flagged as N runs the monthly update and updates the inventory files. This type of multiple company arrangement would have allof the companies sharing the same company number, but they would log in differently to access the company of choice or at the FASPAC menu would run RAC to change to another company. When running the Monthly Update, all companies with this flag set to Y should be run first and those set to N run last. No activity should be done that will affect the inventory until all companies have run Monthly Update. Note: A password is required to access this field call Faspac Customer Support. Use Tag Added Cost? Years of Item History to Keep Y Add additional costs to a purchase order receipt. A percentage of the cost can be added to each line on a PO. The cost is listed separately on the receipts register and is updated to the tag added cost field. It is also added to the tag net cost. This only applies to POs. Enter the number of years of history to be saved. The default is 2. Valid entries are 2, 3, and 4. This will save the prior year s totals found in the item history file when the monthly update is run at the end of the fiscal year. Years of Sales History to Keep Print Cost of Parts Purchased When Calculating Available Include On Hand At Plater? The default is 2 years and represents the number of years maintained in the sales summary file. All of these records can be accessed in the Sales Summary Inquiry (SA/SSI). Y Display the cost of the item in Part History/Show Customer Parts Purchased (PH/SCPP). N Do not display the cost of the item. Y include an item s on-hand plating/rework balance as part of the available quantity. N Do not include items in plating/rework as part of the available quantity. 46

47 No. of Characters for Category The default is A. The following codes (A, B, C, D, E, F, G) represent a specific number of combination of characters that will be accepted as the category code for an item in IM/MAI. The category codes must first be set up in IM/CFM. A Any number (up to 3) or combination of characters will be accepted, as long as it is a valid category code. B A 1 or 2 character code will be accepted in any position, as long as it is a valid code. C A 1 character code will be accepted in any position. D Any valid category code will be accepted, as long as it does not have a space in the middle (not for example: A C). E Only a 3 character code will be accepted. F Only a 1 or 2 character code with either one or two spaces preceding the character will be accepted. G Only a 1 character code will be accepted that is preceded by two spaces. Non-Inventory Multiplier Stop Negatives in Invoicing The default is.50 and represents a percentage. (.50 50%). When a noninventory multiplier is sold and the system does not have a cost, the noninventory multiplier is multiplied by the sell price to determine a cost. This is used for Counter Sales when non-inventory items are sold because you do not have access to inventory cost in Counter Sales. The default is N. Options are N, A, R, S, E, W, and C. Each option checks for a different combination of errors when running the Invoice Calculation program. At the end of this section there is a table describing the possible errors and what the options check for. If N is entered in this field and the item is traceable, the N is overridden and the system checks for errors as if the option was C. The N is also overridden if the Stop Inventory Transactions After Freeze field in the Warehouse Control Specifications program (WCS) is flagged with a Y. Display Available For Sale Qty This field affects Part Inquiry (PI), displaying the Available For Sale Balance calculated in the Inventory AFS Recalculation (TPI/TPIC) program. Y The Available field in PI changes to Available FS (Available for Sale), and the Balance calculated in TPIC is displayed. Use this option (Y) if you run TPIC on a regular basis (such as daily). R The same as Y. However, R assumes that TPIC is not run on a regular basis. As soon as you enter the Warehouse and Item numbers in PI, TPIC runs and the calculated Balance is displayed. N The Part Inquiry program displays the standard available quantity. Include Non-Recurring History? Y Allow non-recurring sales information to be saved. Non-recurring sales (unusual or one-time sales), when invoiced, are stored in the im03nr file, and the invoice is flagged as a non-recurring sale. You can view this information in Inventory History Inquiry (IM/HI). 47

48 Work In Process Warehouses Transfer Using Transfer In Transit? Allow to Receive Quantity Less Than it Shipped Y Use in transit transfers. N Do not use in-transit transfers. Y Allow a shipment to be received even if the quantity is less than what is stated to have been shipped. N Only receive what was shipped. Plating Rework Validate Vendors? Y Validate vendors when entering plating/rework orders in WIP/PLRW/POP. Vendors that are not set up in Vendor Maintenance (AP/MAR/VM, PO/VM) will not be accepted. N Do not validate vendors. Note: This field should be flagged with Y if you are using Stock Integration. Kitting/Packaging Validate Vendors? Using Master Tag System Reserved for future use. Y Use Master Tags and perform Master Tag Maintenance. (Note: You must respond Y on line 01, Use Tag Control System? in order to answer Y on line 35.) N Do not use Master Tags. This is the default. 48

49 LABEL APPLICATION INTERFACE (SYS/LAI) Use this program to specify label print controls and to set default label names for box, case, bulk, and shipping labels. Specifications regarding the type of label, when it is printed, and default information are entered in this interface. The specifications are used in the following programs: PO Entry Purchase Orders Entry (PO/PE Purchase Orders Line Maintenance (PO/PL) PO Receiving Receive with a PO (REC/RPO) Receive without a PO (REC/RNO) Rework Receiving Kitting Receiving Transfer Receiving Receive Plating/Rework Orders (WIP/RPR) Receive Packaging/Kitting Orders (WIP/RPK) Warehouse Transfers Receive By Item (WIP/WHT/RWI) Warehouse Transfers Receive By Order (WIP/WHT/RWO) Import Receiving Default Box, Case and Bulk Label Names Default Shipping Label Name Import Billing Update Shipments (IB/UPD) The default labels specified here are used if an option to print a label is chosen and there is no label defined in the Item Master file. Default Shipping Label to be used in Item Shipping Label Print (LA/ISLP) if a label is not specified in the Customer Master file. Default Shipping Label to be used in Item Shipping Label Print (LA/ISLP) if a label is not specified in the Customer Master file. The three options for each of the Print Labels are: Y Print a label based on the option selected in the Label Type field N Do not print a label 49

50 A Display the option to print a label (Ask). The label that prints will be the one selected in the Label Type field in LAI. If either option Y or option A is entered in a Print Label field, a secondary question must be answered which is the label type. Options available for the Label Type field are: I Immediately print a Tag Label D Set a flag to print the tag label the next time Tag Print (TAG/TPR) is run B Immediately print an Item Box Label C Immediately print an Item Case Label K Immediately print an Item Bulk/Keg Label The label format entry in the corresponding Label Type field in the Item Master file (IM/MAI) is used. If the Label Type field in the Item Master file (IM/MAI) is invalid or the field is blank, the Default Label Name entered in the program is used. The Default Shipping Label is used in the Item Shipping Label Print program (LA/ISLP) if the customer does not have a specific Shipping Label in the Customer Master file (CP/MAI). All Labels must be defined through Label/Printer Format Maintenance (LA/LFM). See the Label section of the manuals for more detailed information on labels. EXAMPLES OF HOW ENTRIES IN LAI IMPACT FASPAC PO Entry field is flagged Y and the Label Type is D PO Entry field is flagged A and the Label Type is C A flag is set to print a tag label for each item ordered through the Purchasing programs (PO/PE and PO/PL). The tag labels are printed when the Tag Print program is run(tag/tpr). Every time an item is ordered through PO/PE and PO/PL the system asks if a Case label should be printed. The Case Label defined in the Item Master file is used. If there is no Case Label defined in IM/MAI for the item, the Default Case Label is used.) Rework Receiving field is flagged Y and the Label Type is B A Box Label is automatically printed for each Rework/Plating Item received (WIP/RPR). The label format is based on the Box Label Type in the Item Master file. If there is no Box Label defined in IM/MAI, the Default Box Label is used. 50

51 ENTRY/INQUIRY SCREEN ONE Field: Whse Print Labels at PO Entry? Label Type and Label Name Description: Enter the warehouse number or leave the field blank and press Return to exit. Once a valid warehouse number is entered in this field, the cursor moves to the Select field. For the Purchase Order Entry programs (PO/PE and PO/PL): Y Automatically print a label. N Do not print a label. A Ask if a label is to be printed. Displays if Y or A entered for Print Labels at PO Entry. Enter a Label Type and Label Name. Label Type options are: I Print label immediately. D Print a tag label record to the Tag Print file (label will be printed later through TAG/TPR). B Print an item box label. C Print an item case label. K Print an item bulk/keg label. Print Labels at PO Receiving For purchase orders and items received (REC/RPO): Y Automatically print a label. N Do not print a label. A Ask if a label is to be printed. 51

52 Label Type and Label Name Print Labels at Rework Receiving Label Type and Label Name Print Labels at Kitting Receiving Label Type and Label Name Print Labels at Transfer Receiving Displays if Y or A entered for Print Labels at PO Receiving. Enter a Label Type (see Field 02) and Name. For labels for rework items received: Y Automatically print a label. N Do not print a label. A Ask if a label is to be printed. Displays if Y or A entered for Print Labels at Rework Receiving. Enter a Label Type (see Field 02) and Name. For labels for kits received (WIP/RPK): Y Automatically print a label. N Do not print a label. A Ask if a label is to be printed. Displays if Y or A entered for Print Labels at Kitting Receiving. Enter a Label Type (see Field 02) and Name. For labels in Warehouse Transfer Receiving programs (WIP/WHT/RWI and WIP/WHT/RWO): Y Automatically print a label. N Do not print a label. A Ask if a label is to be printed. Label Type and Label Name Print Labels at Import Receiving Label Type and Label Name Displays if Y or A entered for Print Labels at Transfer Receiving. Enter a Label Type (see Field 02) and Name. For labels in Import Billing Update Shipments (IB/UPD): Y Automatically print a label. N Do not print a label. A Ask if a label is to be printed. Displays if Y or A entered for Print Labels at Import Receiving. Enter a Label Type (see Field 02) and Name. If B, C, or K is entered in one of the following fields and the information is not found in the Item Master file (IM/MAI), the default box, case, or bulk label will be used. Default Box Label Name A label name entered here must be defined in the Label Master file (LA/LFM). Whatever label you specify here will be used when there are no box label specifications defined elsewhere. 52

53 Default Case Label Name Default Bulk Label Name Default Shipping Label Name Tag Print To Use LAI? A label name entered here must be defined in the Label Master file (LA/LFM). Whatever label you specify here will be used when there are no case label specifications defined elsewhere. A label name entered here must be defined in the Label Master file (LA/LFM). Whatever label you specify here will be used when there are no bulk label specifications defined elsewhere. This label definition is accessed by the Shipping Label program (LA/ISLP) if the information is not in CP/MAI. Again, the label name used here must be in the LA/LFM. When the cursor is at the Select field and you enter 50, this field is displayed at the bottom of the screen. Y Print tag labels from bar coding. SELECT F1 Display screen two. ENTRY/INQUIRY SCREEN TWO The second screen allows you to select the label print program in which to be asked whether or not to print to a different printer. You must have other printers defined in LA/PCM of the same printer type and using the same printer driver. 53

54 MANAGEMENT INQUIRY SYSTEM (SYS/MGS) The Management Inquiry System defines how the category types are displayed, updated, and printed in Management Inquiry (MG/INQ). The category type the default is F (full category type). ENTRY/INQUIRY SCREEN Field: SELECT Type Of Category Display Description: Select 01 to change the category types to display. Which part of the code is to be used. G Group category type (left character of the code) F Full category type (full code) B Both category types (detail and summary). 54

55 ORDER PROCESSING SPECIFICATIONS (SYS/OPS) Use this program to define and edit the options that will be available in the order entry programs: Order Desk (OD) Direct Invoicing (OP/DI) Credit/Debit Memo Entry (OP/ME) A date entered during order entry can be entered in different formats: MMDDYY or MMDDYYYY (a real date), or in a free form format (ASAP, Today, 7/15). The date entry can be restricted to the real date format. This increases the accuracy of the information reported. For instance, printing the Sales Order Listing report in date order for past due orders would be more accurate if every order reflected real dates. Discounts can be entered with or without a minus sign. If discounts are entered on a regular basis, select the option to enter discounts without a minus sign because it requires fewer keystrokes. Caution! Do not change this option after orders with discounts have been entered. If orders are printed on generic pick list forms, either the company or warehouse address can be printed. If the company address is selected, the company name, first two address lines, city, state, and zip in the Company Information Specifications (SYS/CIS) print on the forms. If the warehouse address is selected, the warehouse address in Warehouse Address Maintenance (PO/WAM) is used. Pick List items print in either line item order or bulk bin location sequence. If the Line Item option is selected, the items print in the order they were entered. If the Bulk Bin Location option is chosen, the items print in primary bin order. The last three purchases of an item are displayed in order entry. There is an option to include the cost of each purchase. If the cost is included, the vendor date, quantity, and cost are displayed. If the cost is not included, the vendor, purchase order number, date, and quantity are displayed. A warning message is displayed in order entry programs (OD, OP/ME, OP/DI) if the gross profit falls below a minimum amount. The default Low Gross Profit percentage is 20%. This default percentage can be accepted or another percentage can be entered. 55

56 An option to add items to a printed order is available. If selected, an order can be resumed in Order Desk, items can be added, and the pick list can be printed again. If the Add Items option is not selected, an order can be resumed in Order Desk and items can only be added before the pick list is printed. There is an option to enter a date wanted for each item entered. If this option is selected, an additional field (Item Date Wanted field) is displayed in order entry programs before the quantity field. If date wanted option is not selected, the date wanted for each item is automatically entered. If only real dates are used, the automatic date is the order date. If not using real dates exclusively, the sign on date is used as the item date wanted. In any case, the date wanted for each item can be changed in the Order Confirmation Screen of Order Desk (OD), through Shipping Confirmation, or through the Substitute Items program (OP/SUB). The entry in the Last Order Number field is automatically updated by the system each time an order is created. The number in this field can be advanced, if required, when first starting to use FASPAC, but should not be changed once order processing has begun. Orders can be entered during order entry using Term codes or Text. If the Term Codes option is selected, only Term codes that have been set up in the System Code Master file (SYCD) can be used. The Term Codes option allows due dates to be defined and each invoice to be split into two or three transactions with different due dates. The Text option allows entry of descriptive terms such as N/30 for Net 30 days. There are options to print a variety of information on the pick list including Account Class, Business Type code, Override Status, Credit codes, kit components, and weight. Another available option is to display open purchase order information in Order Expediting (OE). If this option is selected, open purchase order information displays for each line item on a customer order. This information does not display for invoices. The information displays only for uncommitted open purchase orders and for open purchase orders that have been committed to the specified customer order. The open purchase order information displayed includes the purchase order number, line number, vendor, quantity ordered, and due date. ENTRY/INQUIRY SCREEN ONE 56

57 Field: SELECT Description: Enter the line number of the field to be edited. F1 Display the Pick List, Quote, and Order Expediting Options screen. To exit the program, leave the field blank and press Skip. After the program is exited, all changes are automatically updated to the System Master file. Last Order Number Add Items To Printed Order? This is the last customer order number created. This field can be advanced before processing orders, but should not be edited thereafter. Y Resume a quote or order in Order Desk even after the order has been printed. B Resume a quote or order in Order Desk even after the order is a backorder. N Do not allow orders to be resumed after the pick list has printed. If the quote is no longer on file, any existing quote numbers for the customer can be used to add items to an existing order. The quote lines display the actual order number on which they were added. Show Discounts with Minus Sign? N or + Any positive number you enter in the discount field in Order Entry, Shipping Confirmation, or Substitute Item will lower the price of the item. If you enter a negative amount it will increase the price of the item. We recommend this option because discounts are almost always used to lower the price. Y or - A minus sign must be entered to indicate a reduction in price and that the absence of a minus sign indicates an increase in price. Note: You must sign on to FASPAC again for a change to take effect. Show Cost of PO? Prompt Costing Method Y Display cost in the purchase order history. N Display the purchase order numbers instead of cost. REP Placement Cost ACC Corporate Average Cost ACW Warehouse Average Cost Spaces This option not used. The order will still be updated with the warehouse average cost but it will be corrected to use the costing method in the Inventory Specifications when the order is invoiced. This will be the cost updated to the order when it is created. There will be an option during order entry to change the cost if this field is not spaces. This will be the cost used when the order is invoiced. Contracts may also have a cost assigned to the item. This cost will not be changed by Invoice Calculation when any costing method other than Spaces is used. 57

58 Low Gross Profit Percent In Order Desk and Counter Sales you are warned when Gross Profit is Too Low. This option defines when a Gross Profit is Too Low warning is to be displayed. If the gross profit is less than the amount entered here, you will be prompted with the message. The default is 20%, but you can adjust it to any minimum. Enter whole numbers without the decimal point. Enter Date Wanted By Item? Y Ask for the date wanted for each line item during order entry when an item is added to a quote. N Do not ask for the date wanted by item. This may still be changed on the third screen of Order Entry. The date wanted for the order header will be updated to all detail lines, if using real dates on the order header. If real dates are not used, then the order date will be updated to the detail lines. Create Cust Cross Ref Notes? Y Create a cross-reference note line when a customer Cross-Reference Number is found for the FASPAC item number. You do not have to use the cross-reference number to create the note line. N Only create the cross-reference note line if the FASPAC item was accessed by entering the cross-reference number. Note: Y and N are dependant on the note flag in the Cross-Reference file. Cost Displayed For Substitutes Enter the method for showing cost when viewing substitute or alternate items in Order Entry and Part Inquiry. REP Replacement cost ACC Average corporate cost ACW Average warehouse cost PT Cost from price table. Date Wanted to be Real Date? Y A valid date must be entered for the date wanted on an order header. This date can be entered in Order Entry, Order Expediting, and Shipping Confirmation. N Allows any text up to 12 characters to be entered. If the Customer Order System Specification to enter the date wanted for each line item is N, then the date entered as date wanted for the order will be updated to each detail line. This can be changed on the third screen of Order Desk or in substitute items. If the date wanted is not a valid date being entered, then the order date will be updated to the detail lines. 58

59 Enter Term Codes or Text? C Enter term codes, which must first be set up in System Code Maintenance. The record type for term codes is TC. By updating the information for this code, the Invoice Calculation program can calculate the invoice due date and discount due date. This information is updated to the Invoice and AR file. It can then be displayed in A/R Inquiry. T Enter up to 15 characters of text for the term. The due and discount dates will not be calculated when using this option. Note: In both cases, the default term code found in Customer Maintenance will be displayed during order entry along with the description for this code found in the System Code Maintenance. Only the code or text can be modified depending upon the option selected here. Advantages to using the term codes are that the due date and discount date will be calculated and messages can be printed on the invoice indicating when the customer needs to pay to take the discount. Accept Order Taker Initials? Check Background Order Limit? Display/Accept Commissions? Mandatory Ship To Y Allows you to enter initials in the second screen of order entry. The initials must be set up in System Code Maintenance in order to be used and the record type is IT. N Uses the sign on code only. Y Check the background order limit while checking the customer s available credit balance. This feature was used on TI 990 systems, but is not used by newer systems. N Do not check the background order limit. A Display/accept all commission information in order entry, order expediting, and shipping confirmation. S Display/accept only commission information in shipping confirmation. N Do not display commissions and do not use defaults in Customer Master, Contract, and Salesman Master files. These cannot be modified during order entry. Y Do not allow SAME to be a valid ship-to on customer orders. You must enter 0 (zero) to use the sold to address. N Allow SAME as a valid ship-to address. 59

60 Update Customer Open Orders if Ship Within Add the number of days entered here to the sign on date when an order is being created. If the item s date wanted is not greater than the date calculated, the extended total for this item will be added to the Customer s Open Order Amount in the Customer Master file. This field will also be checked when an existing order is entered in Substitute Items. The program to Read Open Order Amounts must be run to keep the customer s open order amount current. Only activity on an existing order will recalculate the open order amount in Customer Maintenance. Programs such as Shipping Confirmation, Invoice Calculation for backorders, and Substitute Items will adjust the amount but only for the order being processed. Show Short Name? Check customer Hold flag in OP/ME? Enter Ship Date in OP/SC? Display Cross-Ref? Y Show the FASPAC short name in place of the FASPAC item in the third screen of Order Entry. N Display the FASPAC item. This is the default. Y The Customer Hold flag will be checked in Credit/Debit Memo Entry (OP/ME), as it is when you enter an order. If a customer is on hold, you will not be able to create a credit/debit memo. N The Customer Hold flag will be ignored in OP/ME. Y Users will be able to enter a ship date in Shipping Confirmation (OP/SC). N The sign on date will be used as the ship date in OP/SC. Y If a FASPAC item is entered, display the first customer cross-reference number found for the customer entered on the order. N Do not display the first customer cross-reference number. This is the default. 60

61 Non-Stock Processing? Y Allow users to enter non-stock items in Order Desk (OD). Caution! Any users entering orders will be able to add non-stock items, even if they do not have access to Item Maintenance. N Do not allow users to enter non-stock items. In non-stock processing, an * is automatically assigned as the ABC code when non-stock parts are entered. Therefore, standard parts cannot have * as an ABC code. When you enter Y in this field, the Inventory records are checked for * in the ABC code fields. If they exist, you are prompted to globally change the * to another code. However, if you enter N in this field to turn off non-stock processing after it has been on, the following message is displayed: Non-Stock items exist You will have to manually change the * in the ABC Code field for each nonstock item. Follow these steps: 1. Exit OPS. 2. Run any FASPAC report to list all items with an ABC code of *. 3. Manually change the ABC code of each item to a valid code. 4. Rerun OPS and change this field to N. ENTRY/INQUIRY SCREEN TWO 61

62 Field: SELECT Description: Enter the line number of the field to edit. To update the changes and exit the program, press CMD. Pick List Print Address? This defines what address, if any, you want printed in the left corner of the pick list. Y Print the address information in SYS/CIS. W Print the warehouse address in PO/WAM. N Do not print an address. Detail Sequence? The sequence in which the line items are printed on the pick list. The pick list print sequence in the Customer Master file (if used) overrides the option selected here. L Line number sequence B Primary bin location sequence C Committed tag location sequence U Committed tag location sequence (the same as C, except that uncommitted and non-inventoried items are printed first) Note: If you have a custom pick list program, entering U will print the items in line number sequence. Item or Short Name? Prices? Business Type? Account Class? I Print the FASPAC item number on the pick list. S Print the FASPAC short name. Y Print the selling price on the pick list. This is the default. P Print the price per unit of measure and no extended totals. N Eliminate only the selling price from the pick list. The unit of measure will still be printed. A Ask when the pick list is printed. When printing pick lists through Pick List Print, you will be asked for each pick list printed. C Check the print price flag in Customer Maintenance. Y Print the business type code for this customer. This prints in the top right warehouse portion of the pick list. The format is BUS: xxxx. If the business type code found in Customer Maintenance is spaces, nothing will be printed. N No business type code. Y Print the account class for this customer. This prints in the top right warehouse portion of the pick list. The format is AC: x. If the account class found in Customer Maintenance is spaces, nothing will print. N No account class code. 62

63 Override Status? Y Print the credit override message. This occurs when you bypass the message about the credit limit being exceeded during order entry. The format for this message is OVER LIMIT, where OVER prints on one line and LIMIT prints underneath on the second line. This prints in the top right warehouse portion of the pick list. The ability to do this is a security option. If you wish to use this option, have the appropriate person in your company call Faspac to find out how this is done. N Do not print the override message. Credit code? Kit Components? If Customer On Hold? BO One Item Per Page? BO Update Date Wanted? Forward Order Days Print Weight Print Quantity UM Print Pack List from SC Y Print the credit code for this customer. If the code is not found in Customer Maintenance or is spaces, nothing will print. This field is validated in System Code Maintenance. The record type is CC. The description of the code found in System Code Maintenance is printed on the top right warehouse portion of the pick list. N Do not print the credit code description. Y Print the items that make up a master kit item, when a master kit item is found on an order. These items will print below the master kit item beginning with: CONSISTING OF: and ending with END OF KIT DETAILING. The total number needed for each kit detail item is also printed. This number is calculated by multiplying the total number of kits ordered by the number defined in Kit Definitions for this kit detail item. N Do not print the kit components. Y Allows a pick list to be printed even if the customer is on hold in Customer Maintenance. N Do not allow the pick list to be printed in such a situation. Y Print each backordered item on a separate page. N Print backorders normally on a pick list. Y When an order is invoiced, update the most recent date wanted on the backordered lines to the order Header record. N Will leave the date wanted on the Header record unchanged. Custom Option - not used by standard FASPAC Y Print a total extended weight at the bottom of the pick list (weight is found in the Item Master file). If no weight is available, an asterisk is printed next to the primary bin location of that item on the pick list. N Do not print a weight. Y Print the quantity unit of measure next to the ordered quantity on the pick list. N Print the quantity without the unit of measure. P Print the quantity unit of measure if it is not PC (pieces). Y Print the pack list automatically after Shipping Confirmation. N Do not print the pack list. A Asks whether you want to print the pack list after Shipping Confirmation. 63

64 Order Expediting Show Open PO s Y Display the status 1 tags with each detail line in Order Expediting. This displays the purchase order number, line number, vendor code, due date, and quantity ordered. If an asterisk is printed next to the quantity, the quantity is in transit (only applies if you have the In-Transit System). N Do not display purchase orders. Quotes Enter Eff & Del Dates? Prt Ext Price or Dates? Prompt Print Quotes? Y Ask for effective days and a delivery date by item on a quote during order entry. This is used for printing quotes. N Do not ask for effective days and a delivery date by item. Quotes may still be printed but will not contain this information. P Print the extended price of a line item when printing quotes. D Include the item s delivery date when printing quotes. This flag is only available if you entered Y in field 22. Y Displays the question Do You Want To Print This Quote? (Y/N) in Order Desk (OD) after you enter O for Order Confirmation or E for Exit. N Do not display the question. Order Acknowledgement Print Prices? Y Print the selling price on the Order Acknowledgment. This is the default. P Print the price per unit of measure and no extended totals. N Eliminate only the selling price from the Acknowledgment. The unit of measure will still be printed. A Ask when the acknowledgment is printed. When printing Order Acknowledgments, you will be asked for each acknowledgment printed. C Check the print price flag in Customer Maintenance. 64

65 PURCHASE ORDER SPECIFICATIONS (SYS/POS) Use this program to define and edit the default specifications that control the Purchasing module. You can update the Purchasing Action Report (IMR/IMRP/PAR). If this option is selected, information regarding ordered items is written to the Purchasing Action Report file so that it can be included on the report. This report can be very useful to the purchasing department. For a detailed description of the report, refer to the Inventory Management Reports section of the documentation. Purchase orders can be printed on plain paper or on purchase order forms. If generic purchase order forms (not imprinted with an address) or plain paper is used, you can choose options to have FASPAC print the company or warehouse address. If pre-printed custom purchase order forms are used, you would choose the option to not to print an address. If the company address is selected, the information in Company Information Specifications (SYS/CIS) prints. If you choose to print the warehouse address, the address in the Warehouse Address Maintenance (PO/WAM) is used. ENTRY/INQUIRY SCREEN 65

66 Field: SELECT Description: Enter the number of the field to edit. Leave the field blank and press Return to exit. Update Purchasing Action Report? Y Use the Purchasing Action Report. Each time an item is added to an order, the purchasing action report is updated with this information. This file can become quite large if the report is not run and updated frequently; the file can be cleared when this report is run. This is a valuable report for Purchasing to check for low stock on items that have existing orders. N Do not use the purchasing action report. Remember that the file is not cleared. See the Inventory Management Reports Reference Manual in Volume 2 for detailed information on the Daily Purchasing Action Report. Print Address On Purchase Order? Default Location? Y Address information in Company Information Specifications (SYS/CIS) will print on purchase orders. W Address information in the Warehouse Address Maintenance (PO/WAM) will print on purchase orders. N No address will be printed. P Uses the primary bin location (in the Inventory Master file) as the tag location for the item being received. W Uses the default location in Warehouse Control (SYS/WCS). Note: When receiving the balance of a PO, the location must be blank to be updated. Use Duty%on Purchase Order? Use Frt %on Purchase Order? Default % Y Enter the duty percent on each line of a purchase order. The duty percent is included in the net cost of tags, and is displayed in the third Added Cost field in the Tag records. It will add to the net cost of receipts. Y Enter the freight percent on each line of a purchase order. The freight percent is included in the net cost of tags, and is displayed in the second Added Cost fields in the Tag records. It will add to the net cost of receipts. This field is only displayed if you entered Y in the previous field. Enter the freight cost percent that will be included in the added costs for all tags when you enter a new line on a PO. It can be overridden. It is also used as the default on the PO Receipt and can be overridden. 66

67 Check Other Whse Stock? This question affects the purchasing programs only if you are using multiple warehouses. Y When entering a purchase order for an inventory item, FASPAC automatically checks the stock in all other warehouses to verify whether or not you have enough stock to simply do a warehouse transfer. If you do, the message Total Available in Other Branches is xxx is displayed. This message simply indicates that a PO may not be necessary. You can continue. N The stock in the other warehouses is not checked when a PO is created. Update Replacement Cost? A Ask if you want to update replacement cost. This question is displayed only if the cost on the PO is not the same as the current replacement cost. Y Always automatically update the replacement cost if the cost on the purchase order is different than the current replacement cost. N Do not update the replacement cost from purchase orders. This option is checked in Receiving With A P.O. (REC/RPO) and Receiving Without A P.O. (REC/RNO). Default Purchase Cost How to default the cost by use or by vendor. LIS List Price (your list price, warehouse level) REP Replacement Cost Print Shortage or Item Number? Apply Freight To Receipts? Prompt Print Purchase Order? Purchase Order Entry Vendor cross-references. S Print the inventory short name on the purchase order. I Print the item number on the purchase order. Y Turn on Freight Allocation in FASPAC. N Do not turn on Freight Allocation. Y Display the question Print Purchase Order Now (Y/N)? in the following programs after you enter or modify a purchase order: N Do not display the question. Purchase Order Header Maintenance Purchase Order Line Maintenance Default Tag Condition Code Default condition code assigned to tag on receipt. 67

68 WAREHOUSE CONTROL SPECIFICATIONS (SYS/WCS) Use this program to define the options for inventory control, physical inventory, order processing, work-in-process, warehouse transfers, plating/rework orders, lot control, and automatic replenishment that will be in effect for each warehouse. If you are setting up a new warehouse, the warehouse number must first be specified in SYCD. The Warehouse Address Maintenance program (PO/POM/WAM) should then be used to record the information specific to this warehouse. Finally, the Warehouse Control Specifications program is used to specify the options that you want to apply to this warehouse. INVENTORY CONTROL There is an option to validate stock locations. If this option is selected, a Stock Location Master file must be created and a valid location must be entered for every receipt. For more information on valid stock locations, refer to the Tagging System Reference Manual in Volume 2. A default location for use in the Receiving module (REC) can be created. Average and replacement costs can be displayed in Part Inquiry (PI), or not depending on how you set the flag here. There are a variety of options regarding the display of substitute items. PHYSICAL INVENTORY The physical inventory process results in adjustments being made to inventory. The cost method used for these adjustments is set in Warehouse Control Specifications. Options for costing are the same as those used to cost inventory when calculating gross profit on items sold. Those options are ACW, ACC, REC and REP. We recommend that you use the same method of costing for both: gross profit calculation and inventory adjustments. An audit register of each completed physical inventory process is printed (PHY/LUI). An audit register of all physical inventory processes completed during the year is available (PHY/LAR). Before 68

69 selecting the option for having the PHY/LAR audit register, consult with Faspac Support to determine if there is enough room on your system to store this information. ORDER PROCESSING You have the option of displaying average and replacement costs in the order entry programs (OD, OP/ME, and OP/DI). This is also where you decide whether negatives will be stopped in invoicing. If you set the option to yes, the option selected in Accounts Receivable Specifications (SYS/ARS) is ignored. If this option is left blank in Warehouse Specifications, the option in SYS/ARS is used. Options for creating requisitions and drop shipments within Order Desk are available. Error checking can be conducted when warehouse transfer, rework/plating and kitting orders are received. Receipts can be processed regardless of errors, or receipts can be stopped until the errors are corrected depending on how you set the flags in SYS/WCS. At the end of this chapter an error table defines all of the error checking alternatives. LOT CONTROL If the Tag Control System is used, the number of lots allowed per line item must be defined for each type of order (customer order, rework/plating, warehouse transfer and kitting). Rework/plating orders and kitting orders are limited to two lots per line item. Customer orders and warehouse transfers can be flagged to allow one to fifteen lots per line item or they can be flagged to allow an unlimited number of lots per item. Note: For traceable items, the law limits you to mixing no more than two lots per container. Regardless of how error handling flags are set, if errors occur on a traceable item during receipt of warehouse transfers, rework or kitting orders, or during Invoice Calculation (AR/INP/INC), the error will be reported and the order cannot be processed until that error is corrected. TPIM The fourth screen in the Warehouse Control Specifications program should only be used if you are actively using TPIM. When creating the inventory classification process, users need to establish the criteria for ranking all items that are above the dead stock threshold. The fourth screen of this program is used to define the 13 percentage values associated with each of up to 13 class codes. The class codes should have the values of 0 through 12 as shown. 69

70 ENTRY/INQUIRY SCREEN ONE Field Whse? SELECT Description Enter the warehouse number for which to edit, view or delete the specifications. The warehouse number must already be set up in SYCD - Record Type WH. Enter the line number of the field you wish to edit or press F1 to access the next screen. To exit, leave this field blank and press Return. Once this program is exited, all changes are automatically updated to the System Master file. Inventory Control Validate Locations? Y Only allow valid locations to be assigned to tag receipts. Valid locations must first be created in Stock Location Maintenance. Consequently, your stock locations must be set up using the Stock Location Maintenance program (TAG/SLM) before using this option. Note: Tagging must be turned on to use this option. N Allow anything to be entered for a tag location. Note: The bin locations entered in the Warehouse Inventory Maintenance are not affected by this option. 70

71 Location Used in REC This will be the location prompted when receiving an item. You can modify this location. When receiving the balance of a purchase order, only items with a location equal to spaces will be updated. The location may also be entered when a purchase order is created. This location will be used if the system purchase order specifications is not flagged to use the primary bin location for the item. If validating locations, this should be a valid location found in Tag Stock Location Maintenance. It will not be validated here. Display Cost in PI? Show All Possible Subs? Y Display costs in Part Inquiry. N Display 0.00 for the average and replacement cost in Part Inquiry. Y Show all substitute items for the item number entered. N Show only alternate substitute items and substitutes for the same item in other warehouses. Note: This option is dependent on the system warehouse options (Show subs for all warehouses and Show only subs on hand) Show Subs For All Whses? Y Display substitutes in all warehouses on the substitute item screen. N Display substitutes only in the warehouse entered. Note: This option is dependent on the system warehouse options (Show Only Subs With On Hand & Show All Possible Subs) Show Only Subs With Onhand? Y Show only substitutes with an on hand balance. N Show all substitutes. Note: This option is dependent on the system warehouse options (Show Only Subs With On Hand & Show All Possible Subs) Split Tags At Receiving Consignment Warehouse Display Order Notes In PI? Y Allows items being received to be split into multiple tag locations. N Allows only one tag record with one location when receiving items. Y Indicates that this warehouse is considered a consignment warehouse. This should always be N unless material is transferred from a warehouse and lot traceability is to be stopped when it reaches the receiving warehouse. Y Display the note lines when showing orders committed to an item in Part Inquiry (PI). N Do not display note lines. Physical Inventory 71

72 Stop Inventory Transactions After Freeze? Y Recommended. This will stop any adjustments to the on hand balance when the item has been frozen by the Physical Inventory Freeze program. N Allow adjustments to the on hand balance. If you choose to allow adjustments, when the Physical Counts are entered you cannot include any quantities received after the item was frozen and you MUST include any quantities shipped or transferred from stock on hand at the time the item was frozen. The Physical Inventory Update uses the frozen quantity compared to the count entered to adjust the on hand balance. Cost Used Before Adjustment Enter the costing method you want used when printing the physical inventory count information: REC, REP, ACC, and ACW. If field 17, If Tagging On Freeze Tag Qty, is N, the Cost Used Before Adjustment cannot be REC. If it currently is REC, the cursor will move to accept this field. Cost Used For Adjustment Update Fiscal Audit File? Enter the costing method you want used when printing the physical inventory list with updated information. This will also be the cost used to update to the inventory adjustment register. Y Creates an audit register for all physical inventory counts that are updated throughout the year. The file is cleared only when it is run on the last day of your fiscal year. We recommend that you use this option. If Tagging On Freeze Tag Qty When running Physical Inventory Freeze, should tag information be frozen and counts entered for tags frozen? (Y/N) Y Indicates that tag information must be entered for each count. N Treats this warehouse as if the tag system is not being used and one count can be entered for each item. If this option is N, field 14, Cost Used Before Adjustment, cannot be REC. If it currently is REC, the cursor will move to accept this field. This field cannot be accepted if the tag system is not being used. If the tag system is being used, the default to this quest will be Y. Order Processing Display Cost In Order Desk, Memo Entry, Direct Invoicing? Y Display all cost information in Order Entry. N Do not display the average cost of an item. 72

73 Stop Negatives In Invoicing? This flag overrides the flag set in field 13, Stop Negatives in Invoicing, of the Inventory Management Specifications (SYS/IMS) program. If this field is left blank, the flag set in Inventory Management Specifications will be used. Valid entries are N, A, R, S, E, W, and C. Each option checks for a different combination of errors. See the end of this section for a table describing the possible errors and what the various options check for. Note: If N is entered in this field and the item is traceable, the N is overridden and the system checks for errors as if the option was C. The N is also overridden if field 12, Stop Inventory Transactions After Freeze, is set to Y. Create Requisitions In OD? Create Drop Shipments In OD? Y Asks the question Do You Want To Create A Requisition For This Order? in Order Entry. N Does not give the option to create a requisition from a quote. Use Requisition Maintenance to create a requisition if you wish. Y Create drop shipments when an order is entered through any of the order entry programs (Order Desk, Direct Invoicing, Credit/Debit Memo Entry). A field is displayed asking whether or not the order is a drop shipment. If Y is entered in that field, ***Drop Ship Order*** prints in the header area of each pick list. N Drop shipments are not allowed for this warehouse. Order Line Minimum Amount Minimum Order Amount Enter the minimum dollar amount for a line on customer orders. If the extended line total for an item added to a quote in Order Desk is less than this amount, a message will be displayed. Entering an amount will display a message during order entry if the total lines held on the order is below the minimum. This message displays when the option to create the order is selected in Order Entry. Zero in this field means no message. The minimum order amount can be set in System Warehouse Specifications or in Customer Maintenance. Any entry in Customer Maintenance overrides the entry in Warehouse Specifications. Work In Process Stop Negatives In Transfers? Each option checks for a different combination of errors with transfer items. C Makes sure that each item has a tag. W Does not check for tags. N Does not stop or report errors. See the end of this section for a table describing the possible errors and what the various options check for. 73

74 Stop Negatives In Reworking? Each option checks for a different combination of errors with rework items. C Makes sure that each item has a tag. W Does not check for tags. N Does not stop or report errors. See the end of this section for a table describing the possible errors and what the various options check for. Stop Negatives In Kitting? Each option checks for a different combination of errors with kitting items. C Makes sure that each item has a tag. W Does not check for tags. N Does not stop or report errors. See the end of this section for a table describing the possible errors and what the various options check for. Lot Control System Lots Per S/Order Line Item? Lots Per Rework Line Item? Lots Per Transfer Line Item? Lots Per Kitting Line Item? The number of lots allowed per container per line item on an order. Enter 0 (zero) if you do not want this checked. The number of lots allowed per container per rework line item. Enter 01 or 02. Rework must be either 1 or 2 lots; zero is not a valid entry. The number of lots allowed per container per transfer line item. Enter 0 (zero) if you do not want this checked. The number of lots allowed per container per kitting line item. Enter 01 or 02. Kit must be either 1 or 2 lots; zero is not a valid entry. 74

75 ENTRY/INQUIRY SCREEN TWO Field SELECT Description Enter the line number of field to edit. To Press F1 to access the previous screen. Press F2 to access the next screen. To update the changes to the System Master file and exit the program leave blank and press Return. Purchase Orders Prefix Letter to Use on P.O. Enter a single letter if you wish your POs from this warehouse to begin with a letter. If you use this option, there are only five remaining numerical characters. Leave the field blank if you do not want POs to automatically begin with a letter (the PO can be six numerical digits). Allow Entry of P.O. Number Y Enter manual purchase order numbers. This is the default. N Do not allow a purchase order number to be entered, the next available purchase order number is displayed and cannot be changed. Truck Route Use Truck Route System Reserved for future use. Entering Whse Transfers 75

76 Commit Tags When This Whse Is Used As Shipping Whse Y The Commit Tags screen appears when entering warehouse transfers, so that tags can be committed at that time. The entries in the following five fields apply only if you selected to commit tags when entering a warehouse transfer (Y entered in the field above). Commit Tags By Cont. Info. Allow Partial Tag Committing Allow Using Tag Locations If Location Not Specified Use Primary Loc. First This field allows you to specify whether or not you will commit tags by container type. Y The entire order must be committed to a tag. N Some can be committed and the remainder can be uncommitted. A Ask at the time. Y Display the locations in the Tag Committing screen so that you can specify the location from which to commit the tags. N Do not display the locations in the Tag Committing screen. As long as the entire quantity is committed, the system does not care which location the tags are from. If N was entered in the field above (you are not specifying locations in the ag Committing screen), do you want the system to automatically commit the tags from the primary location first? Y Commit tags from the primary location specified in the Item Master record (IM/MAI), followed by the locations in which this item is FIFO (first in, first out). N The system automatically commits tags from each location in which this item is FIFO, until the entire quantity is committed. Tag Control Ask For Container Type and Container Quantity Default Container T/Q Y When receiving an item, the option to enter the container type and quantity per this container type is given. N Containers are not to be entered. Enter the default container type you want displayed when receiving an item: B (box quantity), C (case quantity), or K (bulk/keg quantity). If validating container types, the default you have entered here must exist in the system code maintenance file for record type TQ. The code for B will be BOX, C is CASE, and K is KEG. Leave this field blank if you do not want to be prompted with a container type. Validate Container Type Y A valid container type (set up in system code maintenance) with a record type of TQ must be entered when creating a tag receipt. If you are using a default container type, that code must also be set up as a system code. N Anything can be entered as a container type. 76

77 Split Tags Must Be an Even No. of Containers Y You are using container types and quantities and want only to allow tag receipts to have an on-hand-balance equal to the container quantity or a multiple of the container quantity. For example, you cannot receive 150 pieces if the container quantity is100. You would be allowed to receive 150 pieces if the container quantity was 75 because 150 is a multiple of 75. This affects the tag record being created, no the entire receipt of an item. You can create multiple tags in multiple containers on one tag receipt. N Do not check on hand balances against the container quantity. RF Allow One Tag Per Container Y When doing RF receiving, specifies that you put one tag on each container, receiving one at a time. N Do not allow one tag per container. Quotes Committed To Tags Allow Committing To Tags If you are using tagging, this field allows you to specify whether or not tags will be committed at the time a quote is created. Y The Commit Tags screen is displayed when entering a quote. N The Commit Tags screen is not displayed when entering a quote. Note: The advantage of committing tags at the time of quote creation is that the Order Takers will have a more accurate view of what is and will be available. The following field entries apply only if you selected to commit tags when entering quotes (Y entered in the field above). Uncommit Tags If Committed To Quotes But Not Ordered Allow Partial Committing Allow Using Locations Y If the quote is not turned into an order at the time it is created, the tags will be uncommitted. N The tags stay committed until the quote is turned into an order or until the quote is purged. A Ask me at the time. Y The entire quote must be committed to a tag. N Some can be committed and the remainder can be uncommitted. A Ask me at the time. Y Display the locations in the Tag Committing screen so that you can specify the location from which to commit the tags. N Do not display the locations in the Tag Committing screen. As long as the entire quantity is committed, the system does not care which location the tags are from. 77

78 If Location Not Specified Use Primary Loc. First If N was entered in the field above (you are not specifying locations in the Tag Committing screen), do you want the system to automatically commit the tags from the primary location first? Y Commit tags from the primary location specified in the Item Master record (IM/MAI), followed by the locations in which this item is FIFO (first in, first out). N The system automatically commits tags from each location in which this item is FIFO, until the entire quantity is committed. Use Tag Available This option determines if tag allocations (customer commitments having no sales order) are to be considered in available quantity calculations. Y Calculate available based on tag quantities Note: This option recalculates available quantity by reading all on-hand tags for an item. The process slows performance of any program using the available quantity (for example, PI, OLD). N Calculate available based on IM/MAI totals. ENTRY/INQUIRY SCREEN THREE Field SELECT Description Enter the line number of the field to edit. Press F2 to access the previous screen. To return to the first field in this program and update the changes to the System Master file, press Return. 78

79 Tag Commitments Auto Commit From OD Auto Commit Location Y Automatically commit all available tags for an order created through Order Entry in the location specified in the Auto Commit Location. Any modifications can be done in Commit Tags Customer Orders (OP/CTO) or Shipping Confirmation (OD/SC). N You want to commit tags manually using the options available in Commit Tags to Customer Orders. Enter the location to which tags will automatically be committed in OD. This field is available only if Auto Commit Tags is Y. Plating/Rework Order Prefix Letters To Use On Order A two-character prefix can be added to each plating/rework order that originates from this warehouse. If this method is used with each warehouse, it can be useful in distinguishing which order belong to each warehouse and what type of order it is. To use this feature, enter either two alpha characters or two numeric characters (not a combination of alpha and numeric characters) to be prefixed to the plating/rework order originating in this warehouse. If you do not want to use this feature, leave the field blank. Allow Entry Of Order Number Default Receiving Location Y Allow plating/rework purchase order numbers to be manually changed. N Do not allow plating/rework purchase order numbers to be manually changed. B1-B6 The default receiving location for each plating/rework item received into this warehouse can be one of the six locations set up in the Item Master record (IM/MAI) W The default receiving location specified for this warehouse. Fields 17 and 18 are for printing this warehouse s country on addresses. Print Country? Y Print the country description defined in SYCD. O Only print the country description if the country on the mailing address is different than this warehouse s country code. If this option is selected, your company s address, if printed by the system, will always include the country description. The mailing addresses will only print the country description if the country code for that address is different than the one defined in SYS/WCS. N Never print a country description on any address. Note: The country is the last line to be printed on a mailing address. It will only print if there is a line available on the form on which it is being printed. 79

80 Country code Enter a valid country code that has been created in SYCD. The description found in SYCD is what will be printed with your address. Even if the country is not being printed on addresses, this code should be entered. Fax Modem Coversheet Name Enter the name of the fax coversheet to be used as this warehouse s default for all faxes sent from FASPAC. If you do not enter a name here, the system looks in Fax Modem Specifications (SYS/OPT/FMS) for a default coversheet name. Automated Replenishment Using Automated Replenishment Using Automated Replenishment Y Allow automatic replenishment processes in this warehouse. N Automated processes are not to be used in this warehouse. EOQ Economic Order Quantity. MAX Up to the maximum order quantity, which is equal to the maximum current position. MAN A manual order quantity is calculated as though you selected MAX The item will be reviewed and not allowed for automatic release. You can override the automatic flag for a specific item. Replenishment Reorder Method If a replenishment reorder method is not defined for an item, the system will use the value entered in this field as the default. Valid entries are: MAX Reorder to item maximum. EQQ Reorder to economic order quantity. MAN Reorder quantity entered manually. Replenishment Source If a replenishment source is not defined for an item, the system will use the value entered in this field as the default. Valid entries are: V From Vendor K From Kitting Order W From Warehouse Transfer P From Rework Order. 80

81 ENTRY/INQUIRY SCREEN FOUR The fourth screen in the Warehouse Control Specifications program is used with the TPIM system. Use it to define the 13 percentage values associated with each of up to 13 class codes, as show below. Class codes have a value of 0 through 12. Field Dead Stock Threshold (dollars) Default Lead-Time (days) Default Safety Stock% Default Usage Definition Description This value is used to identify an item as active stock or dead stock. If an item s total cost of usage over the past 12 months is greater or equal to the dead stock threshold, it is classified as an active item. If the cost of usage is below the dead stock threshold, it is assigned a class code of 13, which denotes dead stock. It an item s lead time value (in days) is zero in the warehouse record, the system uses the default lead-time value in MIN stocking level computation when the TPMM program is run. If an item s safety stock percent value is zero in the warehouse record, the system uses the default safety stock % value in MIN stocking level computation when the TPMM program is run. If an item s usage definition has not been assigned, the system assigns the default value in this entry to the item when the TPMM program is run. 81

82 STOP NEGATIVES IN INVOICING FLAGS Flag N A Errors Checked Does not stop or report errors except if a physical inventory or cycle count is in progress for an item on an order. Then it acts as if the flag is E. If a traceable or restricted item is found, it acts as if the flag is C. Checks and reports all errors. An invoice is not created if error 1 18 occurs. An invoice is not created if the item is traceable or restricted and error occurs. R Checks and reports all errors. An invoice is not created if error 1-5, 10-12, or 16 occurs. An invoice is not created if the item is traceable or restricted and error occurs. S E Checks and reports all errors. An invoice is not created if error 1-6, 8, occurs. An invoice is not created if the item is traceable or restricted and error occurs. Checks and reports only errors 1-5, 10-12, and An invoice is not created if error 1-5 or occur. An invoice is not created if the item is traceable or restricted and error occurs. W For the specific warehouse, checks and reports ONLY errors 1-6, 10-17, and An invoice is not created if error 1-6 or occurs. An invoice is not created if the item is traceable or restricted and error occurs. C Checks and reports only errors 1-6 and An invoice is not created if error 1-6 or occurs. An invoice is not created if the item is traceable or restricted and error occurs. 82

83 Error Messages No record found for this company and order number No record found for this company, order number and item. Unable to format internal part number. Item not set up or has been deleted from inventory master file. Item not set up or has been deleted from inventory warehouse file Total onhand balance for this item is less than quantity being shipped. Negative quantity onhand in buying history (any warehouse). Buying history quantity onhand (all warehouses) is less than quantity being shipped. Buying history quantity onhand (all warehouses) is not equal to warehouse quantity (all warehouses). Invoice already updated to account receivable. There is a problem with one or more FASPAC files. Contact P21 Support immediately. There is a problem with one or more FASPAC files. Contact P21 Support immediately. There is a problem with one or more FASPAC files. Contact P21 Support immediately. The item was not in the Inventory Master file (IM/MAI). The item was invoiced as a non-inventory (*) item. The item was not in the Inventory Master file (IM/MAI). The item was invoiced as a non-inventory (*) item. Receive a quantity of this item so that the on-hand balance is at least equal to the quantity being shipped. Receive a quantity of this item so that the on-hand balance is at least equal to the quantity being shipped. Receive a quantity of this item so that the on-hand balance is at least equal to the quantity being shipped. Someone changed one or more Buy History/Tag records in error. Correct the Buy History to equal the warehouse quantity in the Inventory Master file (IM/MAI). Use the Receiving Without a Purchase Order program (REC/RNO) to correct the on-hand quantity. The invoice number was found in the Accounts Receivable Master file (AR/ATB). Adjust the balance to zero using the Adjustment Entry program (AR/AE). Run the Cycle Purge program for the customer. Run the Invoice Calculation program again. Bill to customer not file The customer s bill to address is not in the Customer Master file. Add the customer s bill to address though the Customer Ship To Maintenance program (CT/STM). Run the Invoice Calculation program again. 83

84 Physical inventory or cycle count in progress The item cannot be invoiced until the physical inventory/cycle count is completed. Once it is completed, run the Invoice Calculation program again. Negative quantity onhand in buying history (shipping warehouse) The quantity on hand in the warehouse from which the order is shipped is a negative number. Receive a quantity to bring the on-hand quantity to zero or more. Buying history quantity onhand (shipping warehouse) is less than quantity being shipped. Buying history quantity onhand (shipping warehouse) is not equal to warehouse quantity (shipping warehouse). Tagging is not activated and committed tags exist. Shipped quantity is greater than available quantity (onhandcommitted tags). Total committed quantity for this item is less than quantity being shipped. At least one item on the order is flagged as traceable but the order header does not indicate that there is one or more traceable items on the order. Item is flagged as traceable in either the Item Master File or in the Item Warehouse Master File but the order line item indicates that the item is not traceable. The quantity on hand in the warehouse from which the order is shipped is less than the quantity being shipped. Receive a quantity to bring the on-hand quantity to a quantity greater than or equal to the quantity being shipped. Someone changed one or more Buy History/Tag records in error. Correct the Buy History to equal the warehouse quantity in the Inventory Master file (IM/MAI). Use the Receiving Without a Purchase Order program (REC/RNO) to correct the on- hand quantity. The Tag System was turned off in error. Turn the Tag System back on through the System Maintenance program There are no available tags to use for this item. Either uncommit one or more tags for use on this order or receive a quantity that can be shipped. This item cannot be invoiced until the total quantity being shipped is committed. Commit one or more tags and run the Invoice Calculation program again. Use the Commit tag Items and Commit Tags to Orders programs (TAG/CTI and OPCTO) to uncommit the line item in question and then recommit the line item. Use the Commit Tag Items and Commit Tags to Orders programs (TAG/CTI and OPCTO) to uncommit the line item in question and then recommit the line item. 84

85 The number of different lots allowed for the line item has been exceeded. The warning message displayed when tags were committed was ignored and the number of lots assigned to this line item has been exceeded as per the flag in the System Maintenance file (SYS/WCS). Use the Commit Tag Items program to uncommit the line item and recommit the tags without exceeding the number of allowed lots. The total available quantity (warehouses status stock) less committed stock less restricted stock is less than quantity being shipped. The inventory is being relieved using the FIFO method and there isn t enough stock available. Either receive a quantity so that the available quantity is equal to or greater than the quantity being shipped or use the Commit Tag Items and Commit Tags to Orders programs (TAG/CTI and OPCTO) to commit a quantity of stock (unrestricted and restricted) equal to the amount being shipped. 85

86 CURRENT APPLICATION SPECIFICATIONS (SYS/CAS) Use this program to display the next transaction numbers that will be assigned in various programs. It also displays the current inventory month and year. This is an inquiry only program; all fields are updated automatically by the system. ENTRY/INQUIRY SCREEN Field SELECT Customer Description Press Return, Skip, or CMD to exit. The number that will automatically be assigned to the next customer added to the Customer Master file. To assign customer numbers manually, refer to SYS/CPS. 86

87 Customer Order The number that will be automatically assigned to the next customer order entered in OD, OP/ME, OP/DI or CS/CSE. To alter this number, refer to SYS/OPS. Receipts Order Desk Quote Whse Transfer Kit Kit Order Inventory Adjustments Tag Purchase Order The number that will be automatically assigned to the next purchasing or plating/rework transaction recorded in a receiving program (REC/RPO, REC/RNO) or through a WIP program (WIP/RPR or WIP/RPK). The number to be automatically assigned to the next customer quote entered through an order entry program. The transaction number that will be automatically assigned to the next warehouse transfer entered through the Warehouse Transfer program (WHT/ETW). The number that will automatically be assigned to the next kit definition entered through the Define Kits program (WIP/DKS). The number that will automatically be assigned to the next transaction entered through the Place Packaging/Kitting Orders program (WIP/POK). The number that will automatically be assigned to the next transaction entered through the Inventory Adjustment Enter Transactions program (IM/ADJ/ET). The number that will automatically be assigned to the next tag/buy history record. The number that will automatically be assigned to the next purchase order entered in the Purchase Order Entry program (PO/PE). Note: You can override this number by entering a manual purchase order number in PO/PE. Requisition The number that will automatically be assigned to the next requisition created in either Order Desk (OD), Requisition Maintenance (PO/REQ/RQM), or through the Suggested Reorder Report program (IMR/IMRP/SRR). You can override this number by making a manual entry in PO/REQ/RQM. Current Inventory Month Current Inventory Year These fields are updated each time the Monthly Update program (MU) is run. Note: It is important for invoicing and purchasing that you do not perform any inventory transactions until the month is rolled over, or unless you sign on to FASPAC with a previous date. 87

88 FIELD SECURITY MAINTENANCE (SYS/FSS) Use this program to assign viewing and maintenance privileges for specific programs by user sign on initials and item category. There are three screens of security options: The first and third screens list the options that determine which fields the system will display or allow maintenance for each user and item category. The second screen contains options for the Messages module. This screen is only available if you do not enter an item category when creating a user s security record. If messages are printed or the application shows the message on the screen, all users will be able to view the message regardless of their security setting. However, if the message security system for a particular note is set to N, that user will not be able to alter the message. Before displaying specific information or allowing field maintenance, the system searches the Security program to find the appropriate settings for the user and item category. Note: First, it looks for the user sign on initials and item category. If the security record has not been created for the user and category, the system looks for the generic settings created for the user (no category was specified). If no generic settings were created for the user, the Company Default settings are used. If no Company Default settings can be found, the system prompts you to enter them. See Setting Up the Company Default record on the next page. The program will not allow you to enter user sign on initials and item categories if the Company Default record cannot be found. CREATING THE COMPANY DEFAULT RECORD You must first set up the company-wide security access that will apply to most users in the company. After that, you can create individual settings for each user whose privileges differ from the company defaults. 88

89 Creating the Company Default record: 1. From any FASPAC menu, type FSS and press Return. Field Security Maintenance is not displayed in the System File Maintenance menu. The following message is displayed at the bottom of the screen: Company Default record not found. Create? (Y/N) 2. Type Y and press Return. The company default sign on of ZZZZZZZZZZ (10 Zs) is automatically entered in the Sign On field and the Item Category field is skipped. The following message is displayed: Record not found. Set all options to Y or N 3. Type Y or N and press Return. The record is created and the cursor moves to the SELECT prompt. We recommend you enter the default (Y or N) that will apply to most of the options. Then after the record is created, you can change individual options as necessary. 4. Type the line number of the option you want to change and press Return. The cursor moves to that field. 5. Type Y or N and press Return. The cursor returns to the Select prompt. 6. Repeat these steps for other options you want to change. 7. Press F2 to display the second screen and change any options. 8. Press F3 to display the third screen and change any options. 9. If you want to delete the record and start over, type DE and press Return. The following message is displayed: Delete? (Y/N) 10. Type Y and press Return to delete the record. You are immediately prompted to enter the Company Default record. 11. Repeat steps 2 and 3 to recreate the record. DELETING THE COMPANY DEFAULT RECORD You cannot delete the Company Default record if user/item category records exist. The following message will be displayed: Other records found. Cannot delete Company Default record...skip 89

90 If you want to delete the Company Default record, you will have to delete all user/item category records first, and then delete the Company Default record. ASSIGNING SECURITY FOR A USER Follow the steps below to set up the security assignments for a user. ENTRY/INQUIRY SCREEN ONE ENTRY/INQUIRY SCREEN TWO 90

91 ENTRY/INQUIRY SCREEN THREE Creating a security record for a user: 1. In the Sign On field, type the user s sign on ID and press Return. The cursor moves to the Item Category field. If you enter a sign on ID that does not exist, the following message is displayed: Sign on not found...skip To set up security access for all categories for this sign on ID, leave the field blank and press Skip. 2. To set up set up security for a specific category that was defined in IM/CFM, type the item category and press Return. You can also press CMD+L and select from the list of categories. If you enter an item category that does not exist, the following messageis displayed: Category not found...skip 3. At the SELECT prompt, type the line number of the option you want to change and press Return. The cursor moves to that field. 4. Type Y or N and press Return. The cursor returns to the SELECT prompt. 5. Repeat these steps for other options you want to change. 6. Press F2 to display the second screen and change any options. This is only available if you did not enter an item category. 7. Press F3 to display the third screen and change any options. 91

92 8. If you want to delete the record and start over, type DE and press Return. The following message is displayed: Delete? (Y/N) 9. Type Y and press Return to delete the record. 10. Repeat steps 2 and 3 to recreate the record. WCS CONSIDERATIONS Two fields in the Warehouse Control Specifications (SYS/WCS) program interact with the Field Security Maintenance program in the following manner. WCS fields: FSS fields: First screen, 03 Display Cost In PI? 21 Display Cost In Order Desk, Memo Entry, Direct Invoicing? 03 Display Rep. Cost In Part Inq. 04 Display Sys. Cost In Part Inq. Third screen. 01 Display Cost in OD/ME/DI If fields 03 and 21 in WCS are set to N, user sign on security is not checked in FSS. That is, the settings in WCS override the settings in FSS and the costs will not be displayed. If fields 03 and 21 in WCS are set to Y, user sign on security is checked in FSS. If fields 03 and 04 (first screen) and 01 (third screen) in FSS are set to N, costs will not be displayed, despite fields 03 and 21 in WCS being set to Y. 92

93 SCHEDULE PROCESSING MENU (SYS/SPM) The Schedule Processing feature in FASPAC allows you to run certain programs and reports (those that require user responses) in Schedule Processing mode without having to run each one separately. Schedule Processing mode is simply processing a group of programs and reports at a single time (like batch mode). Note: The only schedule available at this time is Automated Month End. Refer to the Schedule Processing Reference Manual in Volume 5 for more information. 93

94 OPTIONAL MODULES (SYS/OPT) CAS SPECIFICATIONS (SYS/OPT/CASS) Use this program to determine if you are using the FASPAC Web Interface (FWI) and Vendor Managed Inventory (VMI) programs. Note: These fields require a password and are changed only by your Prophet 21 Customer Service Representative. Refer to the FASPAC Web Interface Set-Up Guide (FPD/330-02) or the FASPAC Vendor Managed Inventory User Guide for more information. ENTRY/INQUIRY SCREEN 94

95 FAX MODEM SPECIFICATIONS (SYS/OPT/FMS) Use this program to set up a fax modem for use in FASPAC. The program tells FASPAC that a fax modem is installed. It specifies whether faxes should always be sent immediately or to offer a delayed option. It specifies whether to use the extended faxing directory. It establishes a default delay time. It determines whether or not your address will be included on faxed forms. ENTRY/INQUIRY SCREEN Field Is Fax Modem Operational? Default Coversheet Name? Description Y Enable the fax modem. N The fax modem is not to be used. Enter the name of the cover sheet that will be used as the company default for all faxes sent from FASPAC. You can use CMD+L to select from a list of available cover sheets. Use Extended Faxing Directory? Allow Delayed Time Faxing? Y Use the extended faxing directory capabilities to maintain contact names and fax numbers for customers, vendors, and miscellaneous contacts. N Do not use the extended faxing directory capabilities. Y Allows the choice of either delaying or immediately faxing a form from FASPAC. N FASPAC will always send the fax immediately. 95