Activant Prophet 21. Version 12.3 Overview of Prophet 21 New Features

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1 Activant Prophet 21 Version 12.3 Overview of Prophet 21 New Features

2 This class is designed for Managers System Administrators

3 Objectives Miscellaneous New Features Add an Item to a Closed PO Improved Performance for Bin Tab in IMI Save and Continue Tasks Check for Existing Quotes in OE Batch Confirm in Automatic Shipping Lost Sales Reason Codes for Quotes System Setting Search Full Text Search in Customer Name and Ship To Name Fields Copy Item Window in Item Maintenance Tasks Tab in Order Entry

4 Objectives Transfer History Tab in Item Master Inquiry Manual Group Picking Report Contract Improvements Line Item Contracts on Quotes Start Date for Contract Lines Create Contracts from Quotes Contract Export and Import Additional New Fields on Contract Imports Changes to IMI Contract Tab Service and Maintenance Enhancements

5 Add Item to Closed PO

6 Add Item to Closed PO Select last line on Items tab and hit enter to get a new line

7 Improved Performance for Bin Tab in IMI

8 Improved Performance for Bin Tab in IMI

9 Improved Performance for Bin Tab in IMI Click Retrieve button to view bin allocations If you prefer viewing bin allocations automatically, check system setting

10 Save and Continue in Tasks

11 Save and Continue in Tasks

12 Check for Existing Quotes in Order Entry

13 Check for Existing Quotes in Order Entry When entering a qty for a line item, system checks to see if there are any open, unexpired quotes for customer and item Depending on User setting Default Open Quotes in OE, quotes will be available In Popup window in OE or Front Counter Order RMB option on Items tab

14 Option Never RMB Only RMB / As You Enter Items Result System does not check for open quotes. No popup or RMB option. After entering item and qty, you can RMB to display open quotes. After entering item and qty, you get popup displaying open quotes. Also can RMB to see open quotes.

15 Check for Existing Quotes in Order Entry RMB/As You Enter Items

16 Check for Existing Quotes in Order Entry RMB Only

17 Check for Existing Quotes in Order Entry If pricing UOM on quote doesn t match the order, the system converts the quote price into the UOM on order Limitations system doesn t display quotes for: Lines already associated with a quote Lines where price was edited Lot billing header or component lines Assembly component lines or assembly header where assembly is priced by components Service quotes do not display

18 Check for Existing Quotes in Order Entry

19 Batch Confirm in Automatic Shipping

20 Batch Confirm in Automatic Shipping Create a batch of pick tickets based on criteria Set up Scheduled Import Service Manager Type of Import set to User Import Transaction Set ID is Shipping Confirmation

21 Batch Confirm in Automatic Shipping Fill in criteria Click Retrieve icon

22 Batch Confirm in Automatic Shipping Drill into pick ticket number to make any changes on pick ticket shows as shipment confirmed

23 Lost Sales Reason Codes for Quotes

24 Lost Sales Reason Codes for Quotes Lost quotes can be stored and reported on in Lost Sales Report Set up Reason Code Posting Areas for Quote

25 Lost Sales Reason Codes for Quotes When cancelling the item qty or the entire quote, answer the prompt with the default reason code

26 Lost Sales Reason Codes for Quotes

27 System Setting Search

28 System Setting Search Search box available at the bottom of the system settings Start typing in the name of system setting and it will bring you a small list, but as more letters are entered, the list gets smaller

29 System Setting Search After choosing option, system takes you to the setting indicated with an arrow next to it

30 Full Text Search in Customer and Ship To Name

31 Full Text Search in Customer and Ship To Name Fields Name Full Text search available in Customer and Ship to name fields in Order Entry, Front Counter OE, RMA Entry, and Service Order Entry Customer name, address 1, address 2, city, state and phone number

32 Full Text Search in Customer and Ship To Name Fields Start typing and list of customers that match on name, address 1, address 2, city, state, and phone will display Use arrow key to navigate and press Enter to select Spaces in search indicate different pieces of info

33 Full Text Search Setup Enabling Name Full Text Search in system settings Administrators log in with Bypass Application Role Security checked

34 Full Text Search Setup Navigation Path: Setup > System Setup > System > System Settings > System Setup > Searching

35 Full Text Search Setup

36 Copy Item

37 Copy Item Call up item to be copied in Item Maintenance, then RMB click and choose Copy To New Item

38 Copy Item Enter New Item ID and New Item Description Click Create Item Review Item Maintenance and set up rest of data Save

39 Tasks Tab in Order Entry

40 Tasks Tab in Order Entry Tasks tab in Order Entry, Front Counter Order Entry and RMA Entry Use RMB command on Tasks, Order or Items tabs to enter new tasks specific to transaction Benefits Easier to keep track of outstanding tasks associated with order Have record of tasks for history Reminder of task viewed when recalling order

41 Tasks Tab in Order Entry Tasks tab, RMB click and choose Add New Task

42 Tasks Tab in Order Entry Schedule Task window appears Enter details of task and click OK

43 Tasks Tab in Order Entry When viewing order, you ll be prompted to followup on associated tasks

44 Tasks Tab in Order Entry

45 Transfer History Tab in Item Master Inquiry

46 Transfer History Tab in IMI Continued line information

47 Manual Group Picking Report

48 Manual Group Picking Report Pick items for several customers orders at one time by printing report after printing pick tickets

49 Manual Group Picking Report

50 Contract Improvements

51 Line Item Contracts on Quotes Use contract prices for quote line items Only available for standard customer contracts, not vendor contracts or consignment contracts In order to utilize functionality Turn on system setting Allow Customer Contract Lines on Contracts Set customers to Use All Contracts on Sales Pricing tab

52 Line Item Contracts on Quotes Setup / System Setup / System / System Settings / Order Processing / Pricing

53 Line Item Contracts on Quotes Must have both Job/Contract Pricing and Use All Contracts enabled System verifies valid contract when quote is entered and when converted to an order

54 Line Item Contracts on Quotes

55 Line Item Contracts on Quotes Popup when item is on more than one contract

56 Line Item Contracts on Quotes Converting Contract Quote Lines to Order Cannot use RMB Convert to Order, use Tools option Convert Quote to Order wizard Link is retained to contract Wizard checks to see if contract line is expired Converted qty may not exceed the contract line s maximum qty

57 Start Date for Contract Lines Enter line item start dates on contract items Available in Contract Fast Edit, Copy Contract and create contract from Order Entry feature Applies to customer and consignment contracts

58 Start Date for Contract Lines Setup / System Setup / System / System Settings / Order Processing / Pricing

59 Start Date for Contract Lines Entering new contract lines If enabled, then new lines entered on contracts will default to header start date If not enabled, dates default to 00/00/00 Updating existing contract lines Prompted to update the line item start dates

60 Create Contracts from Quotes Create contract pricing by starting off with a quote User must be enabled to Create Contract from OE in User Maintenance Customer must have setting enabled for Use All Contracts on the Sales Pricing tab Enter quote and RMB click on Items tab to open Create Contract wizard

61 Create Contracts from Quotes

62 Create Contracts from Quotes

63 Create Contracts from Quotes

64 Contract Export and Import Export standard, consignment and vendor contracts Update contracts within spreadsheet program and import them back into system Setup / Imports/Exports / Exports / Order Processing / Job/Contract Pricing

65 Contract Export and Import

66 Contract Export and Import Filetype-dayMonthyear_time

67 Contract Export and Import Edit data on spreadsheet and import data back into Prophet 21 Existing contracts are updated and contracts with new contract numbers are added Cannot edit these fields: Contract Type, Corporate Address ID, Item ID and Prior Qty

68 Job/Contract Pricing Import Following fields can now be imported in Job/Contract Pricing Import Start Date in Contract Lines Record ID in Job/Contract Price Header Import Source Location ID in Job/Contract Price Line Import Activation Date, Expiration Date, and Row Status in Job/Contract Ship To Import Tag Detail Type in Consignment Info Import Row Status in Job/Contract Pricing Bin Import Note ID and Delete Flag in Job/Contract Notepad Import

69 Changes to IMI Contract tab Vendor ID and Contract Source fields added to the Contract tab in IMI

70 Service and Maintenance Enhancements

71 Service and Maintenance Enhancements Service Call Center Operate and manage service calls in one area Customer Master Inquiry Enhancements Retrieve and filter service customers by serial number View service item information on Service Order tab Create service order from CMI Task Enhancements Assign tasks to service orders to handle customer needs beyond the service transaction Alarm and Problem Codes Quick tags to assign to tasks and service orders

72 Service and Maintenance Enhancements Service Centers User-created categories to organize technicians Service Dispatch Priority Codes Weights you attach to service orders to give idea of importance of a service order Service Order Entry Enhancements Expanded process and more shortcuts to speed procedure and make it easier. Serial Number entry in OE populates much information automatically Parts History Tab Displays all parts sold on service orders for service item

73 Service and Maintenance Enhancements Service Order Part RMAs Return part used on a service order Link to service order to pull specific invoice information

74 Summary Miscellaneous New Features Add an Item to a Closed PO Improved Performance for Bin Tab in IMI Save and Continue Tasks Check for Existing Quotes in OE Batch Confirm in Automatic Shipping Lost Sales Reason Codes for Quotes System Setting Search Full Text Search in Customer Name and Ship To Name Fields Copy Item Window in Item Maintenance Tasks Tab in Order Entry

75 Summary Transfer History Tab in Item Master Inquiry Manual Group Picking Report Contract Improvements Line Item Contracts on Quotes Start Date for Contract Lines Create Contracts from Quotes Contract Export and Import Additional New Fields on Contract Imports Changes to IMI Contract Tab Service and Maintenance Enhancements

76 For More Information Prophet 21 Help Files Visit Activant on the web: View Educational Services course offerings Service and Maintenance WBTs Browse Documentation 12.3 New Feature Guide Service and Maintenance New Features Guide Search the Solutions database Submit a Support case Professional Services Sales pss@activant.com