Epicor Retail Merchandising System Administration. Reference Manual

Transcription

1 Epicor Retail Merchandising System Administration Reference Manual

2 Copyright Epicor Software Corporation and its subsidiaries and affiliates. Epicor is a registered trademark of Epicor Software Corporation. All other trademarks are the property of their respective owners and are acknowledged. DISCLAIMER This manual is provided for informational purposes only. Epicor Software Corporation and its affiliates and subsidiaries (hereinafter collectively referred to as Epicor ) make no representations or warranties with respect to the contents of this manual and Epicor specifically disclaims any and all implied warranties including, but not limited to, merchantability and fitness for any particular purpose. Use of the software is governed by and subject to the terms of your agreement with Epicor. This manual is subject to change without notice. The contents of this manual are believed to be current and accurate as of its date of publication. Changes to this manual between reprintings and other important information about the software product are made or published in release notes and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. Epicor Retail 2800 Trans-Canada Highway Pointe-Claire, Quebec, Canada H9R 1B1 Tel.: (514) Fax: (514) techwrite@epicor.com Software release date: May 2, 2011 Document release date: June 14, 2011

3 Table of Contents Preface...1 System Administration...2 About this Manual Infobase Monitoring... 5 Transaction Table...6 Transaction Scenarios Average Cost Calculation Price Changes Receipts Adjustments...32 Purchase Orders Allocations Sales, Returns and Discounts Returns to Vendor Physical Inventory Physical Inventory Coordination Preparing for Physical Inventory Creating Inventory Control Documents (ICDs) Importing Counts Calculating Preliminary Shrink and Adjusting Counts Posting Counts to Update Infobase Issuing Final Shrink Reports Physical Inventory Interface from Warehouse Management Employee Maintenance Roles Positions Security Access Employee Creation and Maintenance User Preferences Location Maintenance Integrating Location Changes Location Creation and Maintenance Location Groups Pricing Groups Vendor Maintenance Vendor Creation and Maintenance...106

4 Table of Contents ii 6. Merchandise Maintenance Styles Style Creation and Maintenance Packs Style Lists Style Housekeeping PLU Updates Changes in Location and Merchandise Hierarchies Updating PLU files Managing Jobs with Server Manager Configuring Jobs Scheduling Jobs Job Settings...169

5 Preface Epicor Retail Merchandising Solution for retail enterprises streamlines the key processes of business. With the integration of key components including purchasing, pricing, inventory and margin management, the retailer is equipped with accurate, up-to-theminute information that facilitates powerful management and analysis of merchandise. Note: Epicor Retail was previously known as Connected Retailer. Any instances of the former name (either in documentation or user interfaces) or any instances of NSB should be understood to refer to Epicor Retail. The Merchandising Solution includes the following: Enterprise Data Management (EDM), which offers a single point of entry for all information that defines a retail enterprise, such as locations, vendors, hierarchies, currencies, etc. It feeds common information to all Merchandising applications thereby ensuring that all applications get the same information at the same time. Product Management, which allows you to maintain a comprehensive list of the merchandise your company sells that can be used across all selling channels, including the Web, in kiosks, and in catalogs. Purchase Order Management (POM), which provides options for managing your entire purchase ordering process, including seamless communication with the Allocation & Replenishment module. It lets you monitor the progress of buys and their delivery dates, while maintaining strict financial and open-to-buy control, as well as providing a userdefined approval process and in-depth reporting capabilities. Price Management, which provides complete support for simulating and executing temporary and permanent price changes (including deal documents, which are a special type of temporary price change) and sending this information to your stores. Price Management allows you to manage prices by any combination of style, style/color, and style/color/location, increasing your return on inventory. Inventory Management (IM), which supports all inventory movement transactions including receipts, RTVs, transfers, ASNs, adjustments and physical inventory. Common receiving procedures provide consistency at the warehouse and the stores. Real-time updates and user-defined inventory statuses offer retailers in-depth and timely information for analysis. Stock Ledger, a component of Inventory Management, which allows you to define the components and calculations that interface to your general ledger system in the way that best meets your business needs. Invoice Matching (IMAT), a component of Inventory Management, which provides your accounts payable system with complete details for matching and reconciling invoices from your vendors. Allocation & Replenishment (A&R), which satisfies the changing merchandise needs of your stores, including seamless communication with Purchase Order Management. By enabling you to balance inventories and distributions of merchandise allocated in a preand post-allocation environment, its powerful application components serve to increase

6 2 Preface turns, reduce markdowns, improve gross margins, and optimize merchandise performance, to maximize your sales, profits and ROI. Warehouse Management (WM), which streamlines receiving, processing, and distribution, and enables you to accurately monitor items as they move from supplier to store or individual customer. It supports multiple channels and gives you the ability to efficiently manage all warehousing functions. Foundation, which enables the integration of all functions across your organization, streamlining information flow and simplifying internal processes. It facilitates data transfer across all areas while maintaining security setup. Merchandising Analytics, which provides decision support for analyzing all retail activities, including sales, orders, receipts, distributions, price changes, inventory adjustments, and returns to vendors. Merchandise Planning, which enables you to create and manage your merchandise plans at chain level, store level or both. Flexible and unlimited merchandise and location hierarchies streamline the planning of multiple channels, allowing you to develop plans that truly meet the demands at a micro-level. System Administration System administration is the responsibility for maintaining the Merchandising system and ensuring it functions smoothly. This responsibility includes: Verifying that Merchandising data are being correctly processed. This requires you to monitor the movement of data through the system to make sure that correct values are being stored in Infobase tables. Coordinating system processes with physical inventory. This requires you to run a series of tasks before, during, and after counting physical inventory, to ensure correct calculation of shrink and posting of inventory counts. Maintaining entities and data tables on an on-going basis. Employees, Locations and Vendors are the data records most likely to require regular maintenance. Tables that are referenced by data records also require maintenance. You may be asked to run periodic housekeeping processes for Styles. Maintaining store databases by updating PLU files. Updates are necessary when modifications affect the location hierarchy, the merchandise hierarchy, or prices. You can run updates for one, some, or all store databases, depending on the scope of changes. Defining, running and monitoring specified processes. Most Merchandising processes, including data import and export, exchange of data among applications, statistical tracking, and volume reporting, are scheduled and executed with the Pipeline application tool. Certain scheduled jobs in POM and A&R require you to use the Foundation Server Monitor to create jobs, set up schedules for them, and ensure that they run correctly. Modifying parameters. Occasionally you may need to change system parameter settings to handle changing business circumstances. This is generally done in consultation with Epicor.

7 About this Manual 3 About this Manual The objective of this manual is to provide you basic information necessary to administer the Merchandising system. It describes the most common tasks that you will encounter, and provides cross-references to other Merchandising manuals which contain relevant detailed information. Chapter 1 provides information necessary for monitoring the transactional database to ensure that the Merchandising system is correctly processing data. Chapter 2 describes the physical inventory process from the perspective of the system administration tasks required to complete it successfully. Chapter 3 explains employee roles, positions and security and provides information necessary for maintaining employee records. Chapter 4 provides information necessary for maintaining vendor records. Chapter 5 describes the system administration tasks required to add and close store locations, and provides information necessary for maintaining location records. Chapter 6 provides an overview of style maintenance and explains how to run periodic housekeeping processes. Chapter 7 explains how to update PLU files when adding a store to the location hierarchy or following a system failure. Chapter 8 explains how to schedule certain jobs using the Foundation Server Monitor. Other documentation You will also need to consult the following Merchandising manuals: Merchandising Parameters Reference Manual describes parameter settings and how they affect system behavior. Pipeline Reference Manual describes how to use this application tool to schedule jobs, execute scheduled processes, import/export data, manage integration errors and transactions, track statistics and provide volume-reporting services for tracking performance. Enterprise Data Management User Guide contains detailed explanations of tables referenced by data records and provides procedures for table maintenance. Product Management User Guide explains how to maintain the main and alternate merchandise hierarchies and describes the style life cycle. Inventory Management User Guide describes the system documents that control the movement of physical inventory. If your Merchandising system is integrated with Epicor Retail Warehouse Management, you should also refer to the Warehouse Management Supervisor Guide. Allocation & Replenishment User Guide explains how to add locations to distributions. This must be performed within A&R. Other valuable sources of information are Foundation System Administrator's Guide, Enterprise Application Integration Server User Guide, and Report Designer for Merchandising Analytics User Guide.

8 4 Preface Accessing documentation You can download the latest version of our documentation in electronic format (PDF) from the Premiere section of our web site. Premiere is a restricted to our valued clients and strategic partners. To obtain a password to access documentation, visit and click eservice: Client Care Portal for Retail Customers. Your existing login and password are effective from this screen; you can also request a password if you don t have one. From the Premiere site, select User Documentation and then select the product documentation that you want to download. To view PDF documents, you need Acrobat Reader, which can also be downloaded free from the Premiere site. Electronic documents can be read on your screen or printed. When viewing a document on-screen, you can search for a topic in the table of contents and select it to jump to it.

9 1 Infobase Monitoring Infobase is a transactional database used by Merchandising to process data. It is composed of tables that store the results of all activity from Merchandising transactions and feed this data to other Epicor Retail applications and external systems. Infobase tables are: On Order All purchase orders, receipts and price changes affecting units, cost and retail on order. Inventory All transactions affecting units, cost and retail inventory. Inventory is tracked by transaction code (receipts, RTVs). Prices All past, current and future prices and price statuses including any mix and match codes. Allocated Quantities All transactions affecting allocated quantities of on order and/or on hand merchandise. A critical system administration responsibility is to monitor the movement of data through Merchandising to ensure that transactions are being correctly processed, and that the correct values are stored in Infobase tables. Since Infobase doesn't have a user interface, you verify whether values are correct by comparing the expected result of a given transaction with its actual outcome. This chapter contains information needed to calculate the expected result of a transaction. A transaction table identifies when each transaction type updates the Infobase tables, and transaction scenarios show the effects of transactions.

10 6 Infobase Monitoring Transaction Table Trans Code Transaction Type Updated in Infobase 100 Order create When a PO is created and approved. Note: Each SKU/store on the PO is updated with the order units and cost for the expected receipt date. 101 Order modify When a modification is done to units or cost of an order. Note: Cost and/or units are adjusted (+ or ) in accordance with the modifications made to the PO. When a PO is backed out (changes made that require reapproval). Note: Balance of order is negated but will be reinstated once PO is reapproved (due to modifications). 110 Order reduction (receipt) When a receipt is made against a PO. Note: On-order units are reduced but never to result in a negative quantity (reduction is never greater than balance on order). A transaction code 115 is used for the remaining units. 115 Order unit over-receipt adjustment When the units on an order are modified and there is adjustment to units (received > ordered). When a receipt is made against a PO and the units received are greater than units ordered. Note: Units over-received are tracked so the on-order quantity does not result in a negative value. 116 Order retail over-receipt adjustment Used for pseudo styles only. When a receipt is made and the retail indicated differs from the retail provided when the PO was created. Note: Adjusts the retail monetary value for the balance on-order.

11 Transaction Table 7 Trans Code Transaction Type Updated in Infobase 117 Order cost over-receipt adjustment Used for pseudo styles only. When a receipt is made and the cost indicated differs from the cost provided when the PO was created. Note: Adjusts the cost monetary value for the balance on-order. 120 Order cancel When a PO is canceled. Note: Balance on-order is negated. 130 Order reinstate When a canceled PO is reinstated. Note: All on-order balances that were previously canceled are reinstated. 150 Order retail adjustment When a price change is issued and the effective date is prior to the expected receipt date. Note: On-order for the period affected is adjusted with the correct retail monetary value. When a new price change becomes effective beyond the expected receipt date and there is a balance on order. Note: On-order for the period affected is adjusted with the correct retail monetary value. 160 Order expected receipt date change When the expected receipt date is changed. Note: On-order will then reflect the appropriate retail monetary value for the appropriate period. 200 Receipt When a SKU or pack is received. Note: Inventory status of units becomes Available and on hand is updated. 201 Receipt change of reason code When the reason code on a receipt was changed. Note: Only reason code is changed inventory status of Available is not affected.

12 8 Infobase Monitoring Trans Code Transaction Type Updated in Infobase 220 RTV request When an RTV request is created. Note: Inventory status of units moved from Available to Unavailable pending RTV. 221 RTV request change of reason code When the reason code on an existing RTV is modified. Note: Only reason code is changed inventory status of Unavailable pending RTV is not affected. 222 RTV request cancel When an RTV is canceled. Note: Inventory status of units moved from Unavailable pending RTV to Available. 225 RTV confirmation When an RTV is confirmed. Note: The units that are confirmed are removed from inventory (previous status: Unavailable pending RTV). Units not confirmed are moved from Unavailable pending RTV back to Available. 226 RTV confirmation correction When the confirmed quantity is modified on the RTV. 229 RTV discrepancy When the confirmed quantity differs from the returned quantity. 230 RTV (no request) When an RTV is created (no prior RTV request). Note: Units entered are removed from inventory (previous status: Available). 231 RTV (no request) change of reason code When the reason code on an existing RTV (with no prior RTV request) is modified. Note: Only reason code is changed inventory status is not affected. 290 Cost factor When a receipt is received and a cost factor is included. Note: New entry with cost factor code (user-defined) and cost monetary value (Cost factor amount X units received).

13 Transaction Table 9 Trans Code Transaction Type Updated in Infobase 292 Discount When a receipt is received and a discount is included. Note: New entry with discount type code (user-defined) and cost monetary value (Discount amount X units received). 300 Distribution shipped When a distribution is shipped. Note: Inventory status for units shipped changed from Available to Unavailable in transit. 302 Distribution shipped PC taken When a distribution is shipped and there is a difference in the retail price between the store and warehouse. Note: The retail difference monetary value (difference in price X units) is posted for the location taking the difference (based on parameter setting). 305 Distribution confirmed When a distribution is confirmed by the store. Note: Status of units confirmed changed from Unavailable in transit to Available. 309 Distribution discrepancy When a distribution is confirmed by the store and there is a discrepancy in units shipped vs. confirmed. Note: Discrepancy units are posted for the location taking the difference (based on parameter setting). 400 Transfer send When a transfer is created. 401 Transfer receive When a transfer is created. 402 Transfer send PC taken When a transfer is created and there is a retail price difference between the sending and receiving store. When there is a discrepancy of units sent vs. units received and there is a retail price difference between the sending and receiving store. 403 Transfer change reason code When the reason code on a transfer is modified. Note: The change is posted for the sending store only (available units or unavailable reason code for customer order).

14 10 Infobase Monitoring Trans Code Transaction Type Updated in Infobase 405 Transfer confirmation (receipt) When a transfer is confirmed by the receiving store. 409 Transfer discrepancy When a transfer is confirmed and there is a discrepancy between units sent and units received. 500 Inventory update (actual shrink) When a physical inventory is done and actual shrink is updated. 501 Update pending shrink When a physical inventory is done to update pending shrink only. 510 Shrink adjustment actual When cycle counts are done, as opposed to a physical inventory, and they post an adjustment to actual shrink. 511 Shrink adjustment pending When cycle counts are done, as opposed to a physical inventory, and they post an adjustment to pending shrink. 550 Stock status transfer When a stock status adjustment is made. 590 Beginning inventory When a startup physical inventory is done. 600 Sale When a sale is posted in Inventory Management. 601 Sale POS $ When any POS markdown is applied to a sale or return. 603 Customer order sale POS $ When any POS Markdown is applied to a customer order sale or return. 605 Sale customer order When a customer order sale is posted in Inventory Management, relieving Unavailable reserved sale pending instead of Available. 610 Customer return When a sale is returned. 615 Customer order return When a customer order sale is returned. 620 Layaway deposit When a layaway is initiated and a deposit is made. 621 Layaway cancel When a layaway is canceled. 622 Layaway pick-up When a layaway is picked up. 630 VAT Reserved for future use with multiple currencies. 640 Exchange rate difference Reserved for future use with multiple currencies. 650 Sales RIM Reserved for future use by Stock Ledger

15 Transaction Table 11 Trans Code Transaction Type Updated in Infobase 660 Customer order create When a customer order is created where an item is not in the fulfillment location. Note: Update ib_unfulfilled_order and ib_unfulfilled_order_total. 661 Customer order modify When a customer order is modified where an item that is not in the fulfillment location has been modified. Note: Update ib_unfulfilled_order and ib_unfulfilled_order_total. 662 Customer order receive Units are received that fulfill a customer order Note: Update ib_unfulfilled_order and ib_unfulfilled_order_total. 663 Customer order cancel When a customer order is canceled where the item that is not in the fulfillment location has been canceled. Note: Update ib_unfulfilled_order and ib_unfulfilled_order_total. 700 Effective price change When a price change goes into effect. 701 Promotions When a sale is posted with a promotional price. 703 Promotions customer orders When a customer order sale is posted with a promotional price. 710 Price Change status When a price change goes into effect and the price status changes. 800 Allocation create/modify When a bulk or drop-ship order is placed, or when a postallocation is created. When any modifications are done to the original allocated amounts. 805 Allocation expected receipt date change When the expected receipt date is changed on an allocation. 810 Allocation receive When a trans code 110 is done and a bulk or drop-ship order is received. 820 Allocation ship When a trans code 300 is done and merchandise is shipped from warehouse to the stores.

16 12 Infobase Monitoring Trans Code Transaction Type Updated in Infobase 825 Allocation over-shipped adjustment When a store shipment from Warehouse Management is overshipped against an allocation. Note: Adjusts the allocation balance to zero. 830 Allocation cancel When a PO or allocation is canceled in POM, MMS or Replenish. 840 Allocation reinstate When a PO or allocation is reinstated. 850 Allocation pending adjustment When a store shipment from Warehouse Management is shipped against an allocation that does not yet exist. Adjusts the allocation balance to zero. 900 Adjustment type 1 (cost) When a user-defined adjustment affecting only cost monetary values is done. 901 Adjustment type 1 change of reason code When the reason code is changed on an existing user-defined adjustment type Adjustment type 2 (units) When a user-defined adjustment affecting only units is done. 911 Adjustment type 2 change of reason code 920 Adjustment type 3 (units-cost) 921 Adjustment type 3 change of reason code When the reason code is changed on an existing user-defined adjustment type 2. When a user-defined adjustment affecting cost monetary values and units is done. When the reason code is changed on an existing user-defined adjustment type Average cost adjustment When the average cost of a style/location is adjusted in Inventory Management Pack order create When a pack is placed on an initial open PO Pack order modify When any modifications are made to a pack quantity on an open order. When a PO containing a pack is backed out (changes made that require reapproval) Pack order reduction (receipt) 1115 Pack order over-receipt adjustment When a receipt is made against a PO containing a pack. When a receipt is made against a PO containing a pack and the units received are greater than units ordered.

17 Transaction Table 13 Trans Code Transaction Type Updated in Infobase 1120 Pack order cancel When the balance of a PO containing a pack is canceled. Note: All pack quantities are canceled Pack order reinstate When a canceled PO with a pack is reinstated Pack order expected receipt date change When the expected receipt date of a PO with a pack is modified Pack receipt When a receipt is made for a pack against an open PO Pack distribution shipped When a pack is to be broken (at time of receipt) Pack actual shrink When a physical inventory is taken (actual shrink only) for pack units Pack beginning inventory When a startup physical inventory is done for pack units Customer order create When a customer order is created and the item is in the fulfillment location. Note: Update ib_inventory and ib_inventory_total Customer order modify When a customer order is modified and the item is in the fulfillment location. Note: Update ib_inventory and ib_inventory_total Customer order complete When one or more items on a customer order is picked up or shipped. Note: Update ib_inventory and ib_inventory_total Customer order cancel When a customer order is canceled and the inventory is in the fulfillment location. Note: Update ib_inventory and ib_inventory_total Pack allocation create/ modify When a cross-dock order is allocated in MMS Pack allocation receive When a trans code 110 is done and a bulk or drop-ship order is received for a pack item Pack allocation ship When a trans code 300 is done and pack merchandise is shipped from the warehouse to the stores.

18 14 Infobase Monitoring Trans Code Transaction Type Updated in Infobase 1825 Pack allocation over-shipped When a store shipment from Warehouse Management is overshipped for a pack item against an allocation. Note: Adjusts the allocation balance to zero Pack allocation cancel When an allocation for a cross-dock order is canceled Pack allocation reinstate When an allocation for a cross-dock order is reinstated Pack allocation pending adjustment When a store shipment from Warehouse Management is shipped for a pack item against an allocation which does not yet exist. Note: Adjusts the allocation balance to zero. Transaction Scenarios Transaction scenarios identify where and how the movement of data affects values in Infobase. Some scenarios show the effects of different parameter settings on data flow. Scenarios are provided for: Average cost calculation Transfers Store shipments Price changes Receipts Adjustments Purchase orders Allocations Sales, returns, discounts RTVs Physical inventory

19 Average Cost Calculation 15 Average Cost Calculation Average cost is calculated at the style/location level at the time the transaction is posted to Infobase. It is determined for each style/location by dividing the amount of on hand at cost by the number of on hand units. If the average cost parameter is set to Jurisdiction, the system uses the location s on hand cost and units in its calculations. Jurisdiction is available only when the multi-jurisdiction parameter is selected. Chain average costs are calculated in the home currency using home costs and are converted to local currency for posting to local costs using the domestic equivalent rate of the location currency. Rounding takes place on the result of the average cost calculation. It is rounded to two decimal places; values greater than or equal to are rounded up to 1.00, and values less than are rounded down to The formula for calculating average cost is: On Hand Cost ( ) On Hand Units Transactions are costed at average cost, with the following exceptions. Receipts take their cost from the purchase order. User-defined Adjustments of reason type Enter cost only or Enter cost and units use the cost entered for the adjustment. RTVs use the cost entered on the RTV document. A parameter determines whether this defaults to average cost, last net PO cost, or a value calculated using goal IMU%. The default can be overridden by the user. If a transaction using average cost is posted to the transactional database, and inventory is 0 or negative, the last net final PO cost will be used instead; if no last net final PO cost is available, cost is calculated using the goal IMU% for the merchandising group of the style. The formula to calculate cost using goal IMU% is: ( 1 Goal IMU% ) Retail 100

20 16 Infobase Monitoring

21 Transfers Average Cost Calculation 17

22 18 Infobase Monitoring

23 Average Cost Calculation 19

24 20 Infobase Monitoring Store Shipments

25 Average Cost Calculation 21

26 22 Infobase Monitoring

27 Average Cost Calculation 23

28 24 Infobase Monitoring Price Changes

29 Price Changes 25

30 26 Infobase Monitoring

31 Price Changes 27

32 28 Infobase Monitoring

33 Receipts Receipts 29

34 30 Infobase Monitoring

35 Receipts 31

36 32 Infobase Monitoring Adjustments

37 Adjustments 33

38 34 Infobase Monitoring

39 Purchase Orders Purchase Orders 35

40 36 Infobase Monitoring

41 Allocations Allocations 37

42 38 Infobase Monitoring

43 Sales, Returns and Discounts Sales, Returns and Discounts 39

44 40 Infobase Monitoring

45 Returns to Vendor Returns to Vendor 41

46 42 Infobase Monitoring

47 Physical Inventory Physical Inventory 43

48 44 Infobase Monitoring

49 Physical Inventory 45

50 2 Physical Inventory Coordination A physical inventory is taken to reconcile the system on-hand inventory with actual inventory (units and monetary values) owned by a company. Any variances discovered are the result of either procedural/paperwork errors or theft throughout the year. When a physical inventory takes place, you may be asked to undertake a number of tasks before, during and after the count. Tasks fall into the following categories. Preparing for physical inventory Creating inventory control documents (ICDs) Importing counts Calculating preliminary shrink and adjusting counts Posting counts to update Infobase Issuing final shrink reports Most, but not all of these tasks, are carried out in Inventory Management (IM). If a particular task is performed using a different Merchandising module, this is indicated. Preparing for Physical Inventory Information-gathering Before you can begin, Management must make the following decisions and provide you with the details: Merchandise to be counted Locations where the count will occur Valuation date Count date Count update type You require this information to create inventory control documents (ICDs) in Inventory Management. See Creating Inventory Control Documents (ICDs) on page 52 for more about ICDs. You also need to know what formats will be used for importing count files and ensure that the system can handle them. See below for a description of count import definitions. Updates to styles and current retail Any styles that are to be counted must be included in the merchandise hierarchy on or before the count date. Any permanent retail price changes that should be in effect on or before the count date should be made effective on the system on or before the actual effective date. You add and update styles in Product Management. See Style Creation and Maintenance on page 120 for more about these functions.

51 Physical movement of inventory 47 Physical movement of inventory The following must be verified in Inventory Management so that book inventory is as accurate as possible prior to calculating and evaluating shrinkage: PO and Unsolicited Receipts If the status of these is Received, no action is required. The items have updated on hand quantities and should be included in the count. If goods have arrived in the warehouse or receiving store and will be counted, the status must be changed to Received; otherwise, the units will be double-counted. Store Shipments If the status is Sent because the goods have not yet arrived in the receiving store, no action is necessary. If goods have arrived in the receiving store and will be counted, the status must be changed to Received; otherwise, the units will be double-counted. RTVs If the status is Returned, no action is necessary. If the status is Requested because authorization has not yet come from the vendor, these units must be included in the count file or adjusted into the count before a preliminary shrink report is run. Shrinkage and User-Defined Adjustments If the status is Submitted, no action is required. If the status is Preliminary, they should not be included. Transfers If the status is Received, no action is necessary. If the status is Sent because the goods have not yet arrived in the receiving store, no action is necessary. However, if the goods arrive in the receiving store prior to the inventory date, they must not be counted unless they are first received in IM. See the relevant chapters in Inventory Management User Guide for detailed information about these documents. On-hand inventory report Create a report in Report Designer that shows all on-hand inventory by status. This captures pre-count values that would otherwise be lost, and permits you to spot areas where inventory might be overlooked or adjustments need to be made. Posting the count will clear Unavailable Discrepancy and Unavailable Pending Shrink. The report retains a record of these values. Note: Posting the count does not clear user-defined Unavailable statuses. Prior to the count and/or after posting, some user-defined Unavailable inventory statuses may require adjustment to prevent them resulting in a negative number of units with Available status. The report allows you to locate these potential adjustments. (See Calculating Preliminary Shrink and Adjusting Counts on page 63 for an example of such an adjustment.) When unavailable goods are physically absent from a count location, they may still form part of its inventory. (For example, items with the status Unavailable Out for Repair must be included in the count although they are actually on the premises of the repair shop.) The report enables you to identify such items.

52 48 Physical Inventory Coordination See Chapter 2 in Report Designer for Merchandising Analytics User Guide for information about creating reports. Count import definitions If your company contracts one or more third parties to count merchandise, they may use different formats for count files. In that case, you will need to create or modify count import definitions before you can import count information into the system. File formats for importing inventory counts are defined in Enterprise Data Management. The system uses a file format to identify the fields in the file and the order in which they appear. There are two file formats, fixed and delimited. Fixed format: A fixed format indicates that fields in the file are in a specific order and that each field occupies a fixed number of positions within the record. For example, in any file with the format illustrated here, the location code will always be in positions 1 to 4 of a record, UPC will always be in positions 5 to 18, the units counted of that UPC will always be in positions 19 to 23, and so on. Count Import Definition window, Fixed format Code Description Active Import type Mandatory. An identifier assigned to the definition. Alphanumeric, can be up to 8 characters. Text describing the format so that a user knows which one to select. Indicates that this entry is active. Selected by default. Fixed or Delimited, as selected when creating the count import definition.

53 Defining a fixed file format 49 Count Import Definition window, Fixed format Type The field whose location within the record is being specified. Fields are entered in the order they appear in the file. Options are: Cost For regular styles this is the cost per unit counted. For pseudo styles, this is the total cost counted; Location The location code of the store or warehouse for which the count is being done; Retail For regular styles this is the retail per unit counted. For pseudo styles, this is the total retail counted; UPC A numeric code (Universal Product Code) uniquely identifying the merchandise counted down to the style/color/ size level; Units The number of units counted of the UPC specified at the specified location; Zone Area within the location being counted, such as front of store, window display, stockroom, etc.; zones must be defined outside the system. Note: There are no predefined reports for zones; you must create a custom report in Report Designer for Merchandising Analytics if you use this feature. Start Position Length The position number of the first character of the associated field. The number of characters the field will take in the record. Defining a fixed file format 1. In Enterprise Data Management, select General, Inventory, Count Import. 2. Click Document > New. 3. In Import type, select Fixed > OK. 4. Enter a reference Code and Description for this file format. 5. In Type, select the first field that will appear in the record, and enter its Start Position and Length. 6. Repeat for each field in the record. 7. Save your work. Delimited format: A delimited format indicates that fields in the file are in a specific order but that each field could be a different length in each record. In order to separate fields without knowing how long each field will be in any given record, you must specify a delimiter. A delimiter is a symbol designated as the marker of the end of the field. Every time the system encounters the symbol, it knows that the field is changing. For example, in any file with the format illustrated here, the system will consider that all numbers up to the first semi-colon in each record represent the location code. This will hold whether the location code is 2 digits or 20 digits.

54 50 Physical Inventory Coordination Note: If a location code contains leading zeroes (such as the 5-digit code 00237), the leading zeroes must be included in both the field and the import definition. Count Import Definition window Code Description Active Import type Delimiter Mandatory. An identifier assigned to the definition. Alphanumeric, can be up to 8 characters. Text describing the format so that a user knows which one to select. Indicates that this entry is active. Selected by default. Fixed or Delimited, as selected when creating the count import definition. Symbol indicating the end of a field. Options are: tab, semi-colon, comma, space. Once a symbol is selected, it will display in the field to the right.

55 Defining a delimited file format 51 Count Import Definition window Type The field whose location within the record is being specified. Options are: Cost For regular styles this is the cost per unit counted. For pseudo styles, this is the total cost counted; Location - The location code of the store or warehouse for which the count is being done; Retail For regular styles this is the retail per unit counted. For pseudo styles, this is the total retail counted; UPC A numeric code (Universal Product Code) uniquely identifying the merchandise counted down to the style/color/size level; Units - The number of units counted of the UPC specified at the specified location; Zone Area within the location being counted, such as front of store, window display, stockroom, etc.; zones must be defined outside the system. Note: There are no predefined reports for zones; you must create a custom report in Report Designer for Merchandising Analytics if you use this feature. Defining a delimited file format 1. In Enterprise Data Management, select General, Inventory, Count Import. 2. Click Document > New. 3. In Import type, select Delimited > OK. 4. Enter a reference Code and Description for this file format. 5. Select a Delimiter to use as a separator between fields in each record. 6. For Type, select the fields in the order in which they will appear in the record. 7. When finished, Save your work

56 52 Physical Inventory Coordination Creating Inventory Control Documents (ICDs) To prepare for a physical count, an Inventory Control Document (ICD) must be created to let the system know which locations will be counted and what merchandise within these locations will be counted. ICDs are created on the count date. Note: Locations using Epicor Retail Warehouse Management automatically send required information to IM, enabling it to create ICDs. See Physical Inventory Interface from Warehouse Management on page 73 for information about running a physical inventory with WM. An ICD can be set up for one or many locations. In order for locations to share an ICD, they must have the same count date, valuation date, update type, and merchandise being counted. Locations with pack inventory should be placed on a separate ICD. Each ICD contains a header and a details section. The header includes three tabs, Locations, Merchandise, and Messages. Details display in the Inventory Count window. See Inventory Count Details on page 66 for more about Inventory Count. Inventory Control Document (ICD) Header The ICD header contains general information pertinent to a specific physical inventory. Inventory Control Document Header Inventory count Reference number for the ICD. System-assigned, based on a range of available numbers defined within the IM parameters. When the ICD is created by an external system (i.e. WM), this number can be fed from the external system into IM.

57 Inventory Control Document (ICD) Header 53 Inventory Control Document Header Merchandise level Grouping label Update type Description Date created Last activity date The merchandise hierarchy level at which the inventory will be taken. Options are: Class Department Division Enterprise Sub-class Sub-division Style If you will count a given class of merchandise, then the merchandise level selected must be Class. When you select Style, all colors and sizes for the styles to be counted will be included on the ICD. Maximum 20 characters. A memo field used to link documents that have something in common for query purposes. The standards for what should be put in this field are decided by your company. For example, you could decide as a company that you will enter the department number here so that you can query on documents by department. What will be updated once the ICD/location is posted. Options include: Beginning inventory: Loading the beginning inventory onto the system for a given location or the entire chain (i.e. System startup or a location start-up). Actual shrink: Any variances (monetary values) between the system on-hand and the actual counts will be booked as actual shrink. Unit, cost and retail discrepancies will be removed from the system on-hand. Pending shrink: Any variances (currency/units) between the system on-hand and the actual counts will be booked as pending shrink. The inventory status of these units is changed to Unavailable Pending Shrink and will be booked to actual shrink at the next physical inventory where the update type is Actual shrink. A description for the ICD of up to 60 alphanumeric characters. You can use this field to group similar ICDs. For example, you could identify all ICDs for audited counts by entering Audited Count in this field. Then, to see all ICDs where the count was audited, run a query on the description Audited Count and only those ICDs will be displayed in the Worklist for review. The date the ICD was created. The date the ICD was last accessed (either the date it was created or the date it was last modified).

58 54 Physical Inventory Coordination Inventory Control Document Header Count date Valuation date Status Source External Ext. doc. no. The date the system uses to determine the book quantity. Defaults to the ICD create date, but can be modified. The system displays a warning if you set Count date prior to Create date. The date the adjustment due to shrinkage is booked to. Defaults to the ICD create date, but can be modified. The system displays a warning if the period between Count date and Valuation date exceeds a value set in IM parameters. The status of the ICD based on certain activity such as whether the document is newly created, counted, etc. Preliminary: the ICD document has been created but no counts have been entered. Counted: the ICD document has had counts imported or manually entered, but none of the counts have been posted. Partially posted: at least one, but not all, locations have been posted. Posted: the discrepancy between system on-hand values and counted values update for all ICD/location combinations the specified update type (beginning inventory, actual shrink, or pending shrink). Canceled: the ICD document has been canceled. Shows where the document was originally created; will be Merchandising unless the document is interfaced from another system: in that case, the name of the source will be Other. If the source of the document is Other, the ICD was created in another system (for example, WM) and then interfaced to IM. This field shows what system the document is being interfaced from. Reference number for the count document in the external system.

59 ICD Locations tab 55 ICD Locations tab The Locations tab is where you add locations to be included as part of the physical inventory. Inventory Control Document Header, Locations tab Preliminary Counted Posted Location No. Location Name Shows the total number of locations on the document with preliminary status. Shows the total number of locations on the document with counted status. Shows the total number of locations on the document with posted status. The code referencing the location being counted. The name of the location being counted. Displays once the location number is entered. Status Displays the inventory count status that each location is currently at in the Physical Inventory count process. Options are: Preliminary: no counts have been entered for the location; Counted: counts have been imported for the location but the count has not been posted; Status Posted: the discrepancy between system on-hand values and counted values for the location has updated shrink using the specified update type (beginning inventory, actual shrink, or pending shrink). To Be Posted Posted Date When selected, indicates that the count for the location should be posted the next time the posting function is run. Default: Not selected. The date the posting was done will display for those locations whose counts have been posted.

60 56 Physical Inventory Coordination ICD Merchandise tab The Merchandise tab is where you add styles to be counted as part of the physical inventory. You can select styles based on the merchandise hierarchy level you selected in the Merchandise level field of the header. For example, if you selected Class, then in this tab you identify one or more merchandise classes to be counted. All styles (including pseudo styles) that belong to those groups will be part of the physical inventory. If you are counting a selection of styles (i.e. cycle counts), you must select Style as the merchandise type, so that only those styles that you wish to include in the count can be added within the Merchandise tab. When Style is the merchandise level, all colors and sizes for the styles to be counted will be included on the ICD. Inventory Control Document Header, Merchandise tab Merchandise Group Code Description Displays merchandising groups at the level selected in the Merchandise level field that have been chosen for the count. Alphanumeric representation of the selected merchandising group code. Displays automatically once a code has been selected. ICD Messages tab You can assign messages to an Inventory Control Document header to communicate information about the physical inventory to other users. For example, a message can be used to indicate that this particular count is a full financial count for audit purposes. Messages can be predefined in EDM in advance of physical inventory creation. You can also add your own free-form messages to the ICD. Messages are assigned to the ICD header in the Messages tab. An icon will appear on the Messages tab after a message has been entered for the ICD.

61 Canceling and reinstating an ICD 57 Inventory Control Document Header, Messages tab Message Type Code Message Mandatory. Select message type Physical Inventory. To enter a predefined message, select it by choosing its associated code. If you will enter a free-form message, leave this field blank. If you enter a predefined message, it displays here after you select a code. If you leave Code blank, you can type a free-form message in this field. Canceling and reinstating an ICD If you have created an ICD by mistake, or if you have had to stop the inventory process for some reason, you can cancel the ICD by selecting Cancel from the Actions menu. If you canceled an ICD by mistake, to reinstate it select Reinstate from the Actions menu. This will reinstate the ICD to Preliminary status. Modifying the ICD Header If more stores need to be added to the ICD, or there are styles that need to be added to the count, you can do this by modifying the ICD Header. The chart on the next page shows what fields can be modified based on the status of the Inventory Control Document. Modifying the ICD header 1. Retrieve the inventory count document (ICD) for the inventory count you want to modify. 2. Make the necessary changes. 3. Save and acknowledge your input. Status Description What has been updated What can be modified Preliminary The Inventory Control Document has been created but the status has not been updated to Counted. The document is still a workin-progress; nothing has been updated yet. Grouping label Count date Valuation date Update type Description Location no. Merchandising Group Code Messages Current Entry

62 58 Physical Inventory Coordination Status Description What has been updated What can be modified Counted The Inventory Control Document has had counts imported or manually entered, but none of the counts have been posted. The document is still a workin-progress; nothing has been updated yet. Grouping label Count date Valuation date Update type Description Location no. To be posted Merchandising Group Code Messages Current entry Partially posted One or more, but not all, locations have been posted. Inventory and Shrinkage have been updated for at least one location, but not all locations. Grouping label Description To be posted (for unposted stores only) Messages Current entry (for unposted stores only) Posted The ICD document has had the discrepancy between the system on-hand values and the counted values update the Update type specified for all ICD/ location combinations. Inventory and Shrinkage have been updated for all locations. Grouping label Description Messages Canceled The Inventory Control Document has been canceled. Nothing has been updated, but the counts are removed. Grouping label Count date Valuation date Update type Description Location no. Merchandising Group Code Messages Inventory Count

63 Importing Counts 59 Importing Counts Location Warehousing System Flag The warehousing system check box is part of the definition for warehouse or distribution center locations. It is set in EDM. You select it for a location if information related to the location must be tracked for export to an outside system (either Epicor Retail Warehouse Management or a third-party warehousing system). Note: The following does not apply if your Merchandising system is integrated with Warehouse Management. Instead, see Physical Inventory Interface from Warehouse Management on page 73 for information about running a physical inventory with WM. If you use a third-party warehousing system, the location warehousing system check box must be cleared for affected locations while counts are being imported in IM. After the count import process is complete, this check box must be re-selected for the affected locations. When the location warehousing system check box is cleared, if you create master files (styles, UPCs, locations, etc.) and/or documents (POs, transfers, allocations, etc.) or process transactions affecting pack inventory, none of the information will be fed from Merchandising into the warehousing system. Ensure that these operations are undertaken only after this check box has been reselected.

64 60 Physical Inventory Coordination Importing Physical Inventory Counts Typically, most retailers capture their Physical Inventory counts by having a third-party Inventory service (i.e. RGIS, Washington Services) scan their merchandise counts into a handheld scanning device. The data that is captured can be transmitted to a file. This file can then be imported into IM where it will populate the details of the Inventory Control Document already specified for the given location and group of merchandise. Before any counts can be imported, the file formats must be defined within the system. See Count import definitions on page 48 for more information. Once you receive count files from the inventory service, you import them into IM and monitor the import process. Only one user can import a count at a time. In order to import the counts, you must access the Import Counts function. You specify the path and file name of the count file. If information is rejected during the import of a particular file, you may need to investigate and correct the problem. Corrections can be re-imported or entered manually. Import Counts This is where you identify count files that are to be imported, along with the way the system should handle rejected data, and the import file format to be used. Import Counts window Inventory count no. System-maintained. System-assigned reference number identifying the ICD.

65 Import Counts 61 Import Counts window Merchandise level Grouping label Update type System-maintained. The merchandise hierarchy level at which the inventory will be taken. Possible values are: Class Department Division Enterprise Sub-class Sub-division Style. System-maintained. Maximum 20 characters. A memo field used to link documents that have something in common for query purposes. System-maintained. What will be updated once the ICD/location is posted. Possible values are: Beginning inventory Actual shrink Pending shrink. Description Status Date created Last activity date Count date When a line is rejected System-maintained. A description of up to 60 alphanumeric characters. System-maintained. The status of the ICD for which the count is being imported. Possible values are: Preliminary Counted Partially posted Posted Canceled. System-maintained. The date the ICD was created. System-maintained. The date the ICD was last accessed. System-maintained. The date the system uses to determine book quantity. Select a method for dealing with the rejection of information during a count import. Possible values ar: Log to file Ignore and continue Abort and cancel import. See When a line is rejected on page 62 for more about these options.

66 62 Physical Inventory Coordination Import Counts window File Name Import Action Count Import Def. Code Count Import Def. Desc. Last Importing Error Here you specify the path and name of your inventory count file. Click Browse to use exploring functionality to find the file. Indicates to the system what to do with the information being brought from the count file. Options are: Increment: add the imported values to current inventory values. Replace: replace current inventory values with the imported values. Select the code that identifies the file format definition for the counts that you are importing. Automatically displays a description that corresponds to the chosen count import code. Displays a description of any error that occurred during the most recent import. Note: If your Merchandising system is integrated with Warehouse Management, do not import counts for WM locations; this eliminates the risk of double-booking counts. Instead, see Physical Inventory Interface from Warehouse Management on page 73 guide for information about running a physical inventory with WM. When a line is rejected During the import process, information may reject (for example, if the UPC does not exist in the system). There are three options for dealing with these rejections: Log to file: You will need to specify which file you want the rejected information added to. Click Browse to use exploring functionality to find the file you want to log the information to or if you want to create a new file, simply specify the path and the name you want the new file to have. Ignore and continue: The system will ignore the rejected information and continue importing the rest of the file. Abort and cancel import: The system will remove any information that was already imported and will stop the rest of the import process. Note: For most circumstances, Log to file is the preferred option. Importing a count 1. Open Inventory Management. 2. From the Navigation bar, select Physical Inventory. 3. Select Table > Data > Retrieve All to view the worklist of all inventory counts defined on your system. 4. Highlight a Preliminary inventory count. 5. From the Navigation bar, select Import Counts > OK. 6. Select a method for handling rejections.

67 Rejections from Import Counts Enter the path or location of the import file on your system or click Browse to locate it. 8. Select an Import Action. 9. Type a Count Import definition code or select one from the Lookup list. 10. Click Yes to view the log file. Log File display for a specific count format Rejections from Import Counts If information is rejected during the count import function (for example, a UPC does not exist), that information will be dealt with as specified in When a line is rejected in this user guide. If the information has been logged to a file, the rejections should be investigated and corrected. When Import Action is set to Increment, corrections can be re-imported into the count. Otherwise, they can be manually entered in Inventory Count details. Calculating Preliminary Shrink and Adjusting Counts Before running any shrink reports, you must ensure that stores have successfully polled their sales, up to and including the count date, to the Merchandising system. Count Import updates physical inventory tables with book quantities and count quantities. This is known as freeze. When modifications are made to book values (for example, transactions are backdated to the count date or earlier), the freeze function must be done manually. Once this is done, run the Preliminary Shrink Report to identify locations where shrinkage has occurred. You can run this report as many times as required until Management is satisfied that counts are accurate. As necessary, complete transactions that were missed, contact stores to perform recounts, make stock status adjustments, or adjust the count. For example, suppose that the On-Hand Inventory by Status Report for a particular location (see On-hand inventory report on page 47) indicated 0 Available units of a style and 5 Unavailable Window Display units. However, the physical count shows only 4 units of the style at the location.

68 64 Physical Inventory Coordination After posting the count, there would be a value of 1 Available units at this location (because Unavailable Window Units is user-defined and posting won't clear user-defined Unavailable statuses). To avoid a negative value for Available units at this location, prior to posting you make a backdated stock status adjustment for 1 unit and then refreeze. Preliminary Shrink Report This report provides information about the counted quantities versus the system book value at the time of the count (value of the inventory based on the count date). Any discrepancies between the two figures are displayed as shrink. This shrinkage figure should be evaluated to determine if in fact this value could be the result of true loss (theft) or due to scanning error. If it is theft, there is really nothing that can be done other than having the system post this figure as either shrink or pending shrink. If the shrinkage value seems to be due to scanning errors (i.e. having scanned an item twice) or due to errors in completing transactions on the system (i.e. not entering the receipt of a vendor shipment on the system, but placing the goods on the selling floor for physical inventory) then corrections to the count can be made. This report can be run as many times as you like until the count has been posted. For example, you may run it once, make corrections to the counted values, and re-run the report. As you make more corrections, you can run the report again to have the corrections reflected. To run this report, access Report Designer, ensure Physical Inventory is selected as the Active Topic and from the System Report folder, select the Preliminary Shrinkage Report. See the Report Designer for Merchandising Analytics User Guide for more information. Note: There are no predefined reports for zones; you must create a custom report in Report Designer for Merchandising Analytics if you use this feature. Style Preliminary Shrink Report printed via Report Designer

69 Preliminary Shrink Report 65 SKU Preliminary Shrink Report printed via Report Designer Group Preliminary Shrink Report printed via Report Designer SKU Beginning Inventory Report printed via Report Designer

70 66 Physical Inventory Coordination Beginning Inventory Group Report printed via Report Designer Inventory Count Details The Inventory Count details contain count specifics for the styles selected for the physical inventory within each location. Manual corrections to counts are made here. Although an ICD can contain thousands of SKUs, only a small percentage of them may need to be reviewed. Before you view inventory count details for a location, you must set filter criteria for a query to retrieve only those SKUs that you want to investigate. You can retrieve individual SKUs by the amount of shrink (units or percentage) that the count has identified. You can group SKUs by color, size, style code, and/or pack code and retrieve groups based on shrink. Accessing Inventory Count 1. In Physical Inventory Worklist, select an inventory control document. 2. Click Inventory Count and then OK. 3. Select Table > Data > Query. 4. In the Query dialog box, enter filter criteria for SKUs and click OK.

71 Accessing Inventory Count In Location, select a location to view its count for the selected SKUs. Note: After you select filter criteria for your query, the unlabeled field in the Inventory Count screen, header portion, displays the message Query criteria in effect (as shown in the above screen shot). System-maintained. Inventory Count Details Description Location Batch Totals: Current entry Inventory count no. System-maintained. A description of the ICD. Up to 60 alphanumeric characters. The location code and name for which you want to view inventory count details. You can view the details for any location on the ICD by selecting it from the drop-down list. Maintains a running total of the individual values entered in the Current Entry column. When the ICD is saved, this value is reset to zero. System-maintained. Reference number identifying the ICD. Systemassigned based on a range defined in EDM system parameters.

72 68 Physical Inventory Coordination Inventory Count Details Status Count action System-maintained. Shows where in the Physical Inventory process the location is currently. Possible values are: Preliminary: no counts have been entered for the location Counted: counts have been imported for the location but have not been posted Posted: the discrepancy between system on-hand values and counted values for the location has updated shrink using the specified update type (beginning inventory, actual shrink, or pending shrink). System-maintained. This parameter is set for each employee in EDM, Employee, User Preferences. It can't be changed in Inventory Management. It determines how the system handles a second or subsequent count against the ICD. Options are: Increment: the system sums count entries together in order to get a total count value for each affected SKU Replace: the system replaces the original count value for each affected SKU with the new entry. Identifies pack items. Style / Pack Code Description Color Color Description Size Code Count Internal reference number for the item being counted. Text describing the style being counted. The code of the color of the style being counted. Text describing the color of the style being counted. Size descriptions for both the primary size and if applicable, the secondary size of the style (for example, a range of widths associated with a specific shoe size). Total count entered up to this point for the item being counted. Its value depends on what is being counted. Possible values are: Regular styles: total units for the particular SKU Packs: total number of packs Pseudo styles: total number of units. The total value is updated with the Current Entry value for the item, as determined by Count action.

73 Accessing Inventory Count 69 Inventory Count Details In Transit Current Entry Cost Current Count Retail Book Quantity Shrink New Style Vendor Code Vendor Vendor Style Merchandise Group Code The quantity of any given SKU with inventory status Unavailable In Transit that is owned by a particular location. During a physical inventory, a quantity in transit is not considered available on hand in either the sending or receiving location. Since the goods are not physically in either location, the system will not receive counts of such items. At time of posting shrinkage/overage, quantities in transit will remain unaffected. Your current modification to the count. Updates Batch totals Current entry and Current Count based on the Count action setting. Possible values are: Increment: adjusts values Replacement: replaces values. This field is accessible for regular styles and packs only if Update type is Beginning Inventory. It is accessible for pseudo styles in any type of count. When entering values for pseudo styles, it is total cost. When entering values for regular styles or packs, it is cost per SKU. If a value is entered here, then beginning inventory will be costed out using this number. If it is left blank, current cost will be used. The revised count. If Count Action is set to Increment, this value is equal to Count + Current Entry. If Count Action is set to Replace, this is the value of Current Entry. This field is accessible for pseudo styles in any type of count. Its value is total retail. The value the system calculates for on hand at the location, not including items with a status of Unavailable In Transit. The difference between Book Quantity and Current Count. A style's status is New when it is created in Style Maintenance but has not yet been placed on a PO. The number of the vendor supplying this item. The name of the vendor supplying this item. A reference number used by the vendor to identify the style being counted. Identifies the merchandising group the style belongs to.

74 70 Physical Inventory Coordination Inventory Count Details Merchandise Group Label UPC Description of the merchandising group the style belongs to. Universal Product Code, a numeric code that uniquely identifies items down to the color and size level. Modifying Inventory Counts If you have discovered scanning errors as a result of reviewing the Preliminary Shrink Report, you can modify the quantities that were imported by accessing the Inventory Count details. The only field that can be modified is Current Entry. This field can be modified for a particular ICD/Location until the ICD/Location is posted. Once you save your modifications, the Count, Current Count and Shrink columns will be updated to reflect your modifications. Modifying inventory counts 1. Retrieve the inventory count document (ICD) for the inventory count you want to modify. 2. Select Inventory Count if you want to view count details. 3. Make the changes required. 4. Save and acknowledge your input. Modifying an incorrect system on hand If you discover that there is a discrepancy between the system on hand and the counted values as a result of errors in completing transactions on the system, corrections can be made depending on the type of error. For example, if a store recount affects only two or three styles, you can make a manual adjustment to those few lines of the count rather than recreate the whole import file. If a vendor receipt was not entered on the system, but the goods were placed on the floor and were counted, you have two options: Remove the counted values manually. Complete the PO Receipt flow. The second option requires you to process the PO receipt, backdating the document to a date prior to the count date. (Keep in mind that there is a limit, based on a system parameter, on how far back you can backdate documents.) You then refreeze to update the ICD. The changes will be reflected in any subsequent Preliminary Shrinkage Reports you run.

75 Posting Counts to Update Infobase 71 Posting Counts to Update Infobase Posting Inventory Counts Once you are sure that the counts entered reflect the units owned by a given location, and that the shrink value calculated on the most recent Preliminary Shrink Report is indeed company loss, you can post the count for the store. Posting can be done for one, many or all locations on the ICD. Select the check box corresponding to each location in the To Be Posted column on the Locations tab, save the change, and run the posting function by selecting Post Inventory Counts from the Actions menu from within the ICD. Once all of the locations on an ICD have been posted, its document status changes from Partially Posted to Posted. Inventory and Shrinkage Updates Post Inventory Count posts an adjustment transaction for each location dated with the valuation date. This function updates inventory units and monetary values, and books actual or pending shrink. If the Update type on the ICD header is Pending Shrink, it moves the following for each style: Units shrink Cost monetary values (units shrink average cost of style) Retail monetary values (units shrink retail of style) from Available inventory to Unavailable Pending Shrink. If the Update type on the ICD header is Actual Shrink, it removes the following for each style: Units shrink Cost monetary values (units shrink average cost of style) Retail monetary values (units shrink current retail of style) from any inventory in Unavailable Pending Shrink or Unavailable Discrepancy. If there is more shrink than inventory in Unavailable Pending Shrink and Unavailable Discrepancy, then the additional shrink is removed from Available. If there is less shrink than inventory in Unavailable Pending Shrink and Unavailable Discrepancy, then any left over units/cost/retail is moved into Available. If the Update type on the ICD header is Beginning Inventory, it adds the following to Available inventory for each style: Units Cost monetary values (units current cost of style, unless another cost is specified in the count file) Retail monetary values (units current retail of style)

76 72 Physical Inventory Coordination Issuing Final Shrink Reports When posting is complete, you may be asked to produce a comprehensive set of reports to document the inventory count for auditing purposes. You can design final shrink reports that display inventory counts in the format most useful to your organization. The displayed sample reports illustrate two possible formats. Access Report Designer, ensure Physical Inventory is selected as the Active Topic and from the System Report folder, select to print the Final Shrinkage Report. See the Report Designer for Merchandising Analytics User Guide for more information.

77 Physical Inventory Interface from Warehouse Management 73 Physical Inventory Interface from Warehouse Management Warehouse Management (WM) has the ability to create a physical inventory count. Once the freeze is done within WM, the information is fed to Inventory Management (IM) via a Pipeline segment. When the information gets to IM, an Inventory Control Document (ICD) is created with the following information: Count Import window Inventory Count no. Status Create date Count date Valuation date Update type Merchandise level Source Last activity date Location status To be posted Inventory count control number assigned to the count in WM and fed to IM from WM. If the number is not fed from WM, then IM will assign the number using the next number available from the range of numbers defined within the IM system parameters. ICD status. Will be set to Preliminary. The date on which the information was fed from WM to IM. The date the system will use to calculate the book on hand for physical inventory purposes. The date the shrink will be booked to. Defines what will be updated once the ICD/location is posted. Options include: Beginning Inventory Actual Shrink Pending Shrink The merchandise level that determines which merchandise will be counted. Style will always be selected for counts initiated in WM. Defines where the document was originally created. Will be set to W/H Mgmt. The date the physical inventory information was fed from WM. Identifies the status at which the inventory count process is for a given location. The status of each location is set to Preliminary when the ICD is created. When this check box is selected, it indicates that a count is ready to be posted. Default: Not selected. Once the count has been completed in WM, the process to finalize the counts will be done. The count information is then fed to IM via a Pipeline segment. (If counts are aborted within WM, this information will feed to IM via a Pipeline segment, and IM will cancel associated ICDs.) Counts from WM cannot be modified in IM. Posting of the counts will then be done in IM. See the WM SQL System Operations User Guide for more about using Warehouse Management.

78 74 Physical Inventory Coordination

79 3 Employee Maintenance Roles The employee structure is composed of roles (generic job titles) and positions (specific areas of responsibility within each role). This structure must be set up before security access can be defined. Employee structure and security access are set up during Merchandising installation. Employee records are created and assigned to positions. Each employee must be assigned to at least one position but can be assigned to more. See Employee Roles on page 75 Employee Positions on page 76 and Security Access on page page 78 in this user guide for more information. The most frequent system administration tasks for employee data will be to add, modify and delete employee records. See Employee Creation and Maintenance on page 80 guide for more about employee records. Also see User Preferences on page 82 for information about user preferences, which are used to set the working environment for employees who use Ticket Printing and/or Inventory Management. Less frequently, employee-related information in the Attributes and Address Types tables will require maintenance. See the Enterprise Data Management User Guide for more about attributes and address types. Modifications to the employee structure, including changes to roles, positions, and security access, should be rare. Employee roles are defined during Merchandising installation. They identify generic job responsibilities such as DMM, GMM, Buyer or Director of Stores. Security access can be granted to roles. Detailed information about adding, modifying, or removing roles is provided in Chapter 14, Employees, in the Enterprise Data Management User Guide.

80 76 Employee Maintenance Employee Roles Role Label Position Code Mask Exclusive Role Active Mandatory unique alphanumeric label that describes the role, maximum 30 characters. This label will be used as the leading descriptor when defining employee positions belonging to that role. Mandatory alphanumeric field that defines the mask for the position code associated with this role. Maximum 20 characters. The available options are: C - an alpha field where values A Z can be entered 9 - a numeric field where values 0 9 can be entered A - an alphanumeric field where A Z or 0 9 can be entered. This case-sensitive field requires upper case characters. If this check box is selected, it indicates that only one employee position within a role can be assigned to the same merchandise group or location. For example, if you select this check box when you define the role of Manager, you can assign only one Manager position to each store. By default, this check box is not selected. When selected, indicates that this employee role is active. Default: Selected. Positions Employee positions are defined during Merchandising installation. They identify specific job functions within each role such as Buyer-Ladies' Shoes or Buyer-Boys' Outerwear. When an employee record is created, it must be assigned to at least one position although it can be assigned to multiple positions. One or more employees may be assigned to the same position depending on the employee structure, job responsibilities and security needs of your corporation. Security access can be granted to positions. If a position isn't given security access, it inherits the access granted to the role to which it belongs.

81 Positions 77 Detailed information about adding, modifying or removing positions is available in Chapter 14, Employees, in the Enterprise Data Management User Guide. Employee Positions Role Position Code Mask Exclusive Position Code Position Label Mandatory field. Select a valid employee role defined in the Employee Roles table. System-maintained. Displayed as information. Alphanumeric field that defines the mask for the position code associated with this role. The mask is defined in the Employee Roles table. System-maintained. Information only. If this check box is selected, only one position belonging to the role can be assigned to a merchandise group or location. For example, if you select this check box when you define the role of Manager, you can assign only one Manager position to each store. It is selected in the Employee Roles table. Mandatory unique field, maximum 20 characters. The code must adhere to the employee position code mask defined for the employee role that this position is linked to. Mandatory alphanumeric label unique within the employee role, maximum 30 characters. The default value is a concatenation of the employee role label and the position.

82 78 Employee Maintenance Employee Positions Approved by Code Approved by Label Active Mandatory field. Select a valid employee position code. The Approved by position is the employee position that approves price change and purchase order documents created by an employee (if applicable). It can be the same as the position being created if the position does not require an authorizer for its work. The default value for this field is Same position. For example, the DMM - Ladies can be defined as the position that will authorize the work of position Buyer - Dresses. If the Buyer - Dresses creates a standalone PO and this PO type requires approval, the DMM - Ladies will need to authorize the PO before it is released. Approval parameters for Price Management and POM are set in EDM. Displays automatically when you select an Approved by Code. When selected, indicates that this employee position is active. Default: Selected. Security Access The Employee Access table is designed to control access to the various programs and functions within Merchandising. The Access table is based on the Merchandising menu structure. Individual employee roles and positions are granted access to specific menu items. Because of this, roles and positions must be created before security can be set up.

83 Assigning security access 79 Security access can be granted to both roles and positions. A position belonging to a role automatically receives all access granted to the role, but this can be overridden for a specific position. A role's security settings can be changed as needed. All positions assigned to the role will take on the changed security settings, except for those positions whose security settings have been overridden. After a position has been granted its own security settings, any change to the role's security will no longer affect the position's security. If the position's setting is deleted, the position security will revert to the role's settings. Note: If you have Web IM, you will need to set up security for store personnel. Assigning security access 1. In EDM, from the Navigation bar, select Employee > Access. 2. Double-click Security Contexts from the Security Nodes box to expand the menu tree. 3. In Security Groups, select one of the following: Role groups Position groups 4. Select a group from the list. 5. In Security Contexts, select the Merchandising function that the selected group is to have access to. 6. Select Table > Add access to node or Access to node and children. Add access to node assigns access to a single function. Access to node and children assigns access to the function and all functions under it. Current security access of the selected group is indicated by color and font weight in the Security Nodes box: Black Green Fine Font The Role group or Position group has not been granted access to these nodes. The Position group has inherited access to these nodes from its Role. Bold Font The Role group or Position group has been granted access to these nodes. The Position group has been granted access to these nodes and has also inherited access to them from its Role. If you select a position that already has security defined and remove its security settings, the position will revert to the role's settings. Note: Users must sign off and sign back on to implement their new security settings.

84 80 Employee Maintenance Employee Creation and Maintenance All employees who will use Merchandising must be created and maintained through Employee Maintenance. You access this through the Employee Worklist. New employees are created using the New User window. Note: The New User window should only be used to create Merchandising users. Users for other applications should use the Security module in Services Admin. Field Definition User name Full name The name that the user uses to log into the application. Permissible user names depend on the limitations of the database. A maximum of 50 alphanumeric characters. The actual name of the person who uses the account. A maximum of 50 alphanumeric characters.

85 Employee Creation and Maintenance 81 Field Definition Description An expanded description of the user. A maximum of 255 alphanumeric characters. address Login type Domain Password Confirm Password Prompt for new password at first logon Password never expires Account is disabled Do not close after creating user The address of the user. Optional. The method the system uses to validate the user's login. Windows or UserName/Password UserName/Password Windows only Accessible if login type is Windows only or Windows or UserName/Password. The system domain where the user exists. Accessible if login type is Windows or UserName/Password or UserName/Password. Enter the password in these fields. A valid password can contain from 6 to 50 alphanumeric characters. The recommended minimum is eight characters. If this check box is selected, newly created security users must change their password when they log in for the first time. If this check box is cleared, newly created users can continue to use their initial password if they want to do so. If this check box is selected, the system won't expire the user's password. If it is cleared, the user's password will expire following a specified period, and the user must enter a new password. If this check box is selected, the user account is not active. If it is cleared, the user account is active. You can create users without activating them; you also can deactivate users. If this check box is selected, the New User window will automatically clear its fields and remain open after you click the Create button. This lets you continue creating users. If this check box is cleared, the window will close after you click the Create button.

86 82 Employee Maintenance Once an employee record has been created, you retrieve it from the worklist for inquiry or modification purposes. Employee Maintenance Header and Details User Name Full Name Position Code Position Label Approved By Label Default Position The user name for this employee. The first and last name of the employee. Specifies the Employees position code. Can be modified. A description of the position displays automatically when you select a Position Code. A description of the approver position displays automatically when you select a Position Code. Whether this is the employee s default position. May be modified. User Preferences User preferences must be defined for each employee who will use Inventory Management and/or Ticket Printing. Employees will not be able to enter transactions in these applications until this is done. Only one set of user preferences can be defined for each employee. User preferences structure the working environment of each user. For example you can define whether each user: Is restricted to initiating IM documents from a specific location. Is required to reference an IMRD when initiating a transfer or RTV. Is required to use batch totals when entering information. Has inventory counts replace or add to current system counts. You must create the employee record in Employee Maintenance before you can assign user preferences to it. Only one set of user preferences can be defined for each employee. A set of user preferences must be defined for each Inventory Management and Ticket Printing employee. Employees without user preferences will not be able to enter transactions in these Merchandising modules.

87 User Preferences 83 User Preferences Employee Code Last Name First Name Location Code Location Name Must Use a Location Use Batch Totals IMRD for Transfer IMRD for RTV Count Action The reference number assigned to each employee. The employee's last name. The employee's first name. The code of the location where the employee works. The name of the location corresponding to the location code entered. If selected, this employee will only be able to print tickets for and/or create/view IM documents from the location associated with the employee name. If not selected, the employee will be able to print tickets for and/or create/view IM documents from any location. If selected, this employee must enter batch totals when working on IM documents. If not selected, batch totals cannot be used when working on IM documents. Indicates whether this employee must have an IMRD attached to transfers. Options are: Must use This employee requires an IMRD reference to initiate any transfer Mustn't Use This employee must not use an IMRD reference in conjunction with a transfer This input is optional IMRD reference on transfers is optional for this employee. Indicates whether this employee must have an IMRD attached to RTVs. Options are: Must use This employee requires an IMRD reference to initiate any RTV Mustn't Use This employee must not use an IMRD reference in conjunction with an RTV This input is optional IMRD reference on RTVs is optional for this employee. The default action to be taken in physical inventory counts. Options are: Increment When revising current count units on an Inventory Control Document (ICD), the Current Count field will be set to the original count plus the current entry Replace When revising current count units on an ICD, the current count field will be replaced by the new entry.

88 84 Employee Maintenance

89 4 Location Maintenance The main location hierarchy comprises companies, geographical or regional divisions, groups and locations, and includes as many levels and groups as required to reflect the way your company is structured and managed. You can also define pricing groups. Locations from different regions that share a similar retail pricing structure can be assigned to a single pricing group. The main location hierarchy and pricing groups are set up during Merchandising installation. Modifications to the main location hierarchy, including changes to levels, location groups, and pricing groups, should be rare. The most frequent system administration task for location data will be to add, modify and remove store records from the location hierarchy and pricing groups. For more information, see Location Maintenance on page 89, Pricing Groups on page 103 and Location Groups on page 102. Typically, you need to perform additional tasks to integrate changes to locations into your Merchandising system. Depending on how the system is configured, this may include configuring registers and PLU settings, updating PLU files, and setting internal parameters in A&R. For more information, see Integrating Location Changes on page 86. Less frequently, information in the Address Types, Attributes and Custom Properties tables relating to locations will require maintenance. See the Enterprise Data Management User Guide for more about address types, attributes, custom properties, and the location hierarchy.

90 86 Location Maintenance Integrating Location Changes When you modify the Locations table, especially if you are adding, modifying or closing a store, you must integrate the change with the rest of your Merchandising system. Generally, this requires you to perform additional tasks. Depending on how your system is configured, this may include configuring registers and PLU settings, updating PLU tables, and setting internal parameters in A&R. Adding a store Create a location record for the new store. Ensure that all required information has been added to the location record. See Location Creation and Maintenance on page 88 for more information. Modify employee records and the employee structure as appropriate. Create any necessary positions and employee records. Change the home location and user preferences of employees who will be working at the store location. For more information, see Positions on page 76 and Employee Creation and Maintenance on page 80. Add the new store to other required system references. In Merchandising, these could include pricing groups, A&R distributions and schedules, or GL accounts. See Pricing Groups on page 103. See the Allocation & Replenishment User Guide for more about A&R distributions and schedules, and Chapter 16, Vendors, in the Enterprise Data Management User Guide for more about GL accounts. If you use Epicor Retail Communications, ensure that the new store has been correctly added to your communications network. If you must integrate the new store with other Epicor Retail applications, such as Customer Relationship Management, Planning, or Sales Audit, contact your Epicor account representative for application-specific information. Send required PLU files to populate the store's database. One day before the store will begin operations, confirm its PLU set up, including OWNRSP and PLU group attributes, register type, and polling reference. Select the Generate PLU files check box and, if the store will use an offline inventory management system, select the Offline inventory management check box. On the first day of operations, ensure that the Merchandising system has generated and sent the correct PLU files. See Updating PLU files on page 156 for more about PLU files. Closing a store Verify status of transactions and adjustments for the store. A location can't be made inactive if it is referenced by outstanding Merchandising documents. Evaluate any outstanding documents and, as appropriate, submit, receive, or cancel them. Enter transactions for the removal of inventory from the store. This is done through transfer, sale, returns to vendor, and physical inventory. These can be carried out at the same time as the preceding activity.

91 Closing a store 87 See the Purchase Order Management User Guide for more about purchase orders and the Inventory Management User Guide for more about inventory management documents. Modify the location record. Enter the store's closing date in the Dates tab of the location record and clear the following check boxes on the General tab, if they are not already cleared: Generate PLU file Replenishable Allow customer shipment Allow customer pickup Allow customer transfer Active A location record can't be deleted, but once the Active check box has been cleared, it is no longer referenced by system processes. See Location Maintenance on page 85 for more about modifying location records. Modify employee records and the employee structure as appropriate. If affected employees are transferring to a different location, change their home location and user preferences. If they are leaving the company, clear the Active check box on their record. See Employee Creation and Maintenance on page 80 guide for more about modifying employee records. Remove system references to the store. In Merchandising, these could include pricing groups, A&R distributions and schedules, or GL accounts. See the Allocation & Replenishment User Guide for more about A&R distributions and schedules, and Chapter 16, Vendors, in the Enterprise Data Management User Guide for more about GL accounts. Ensure that the location has been correctly removed from your communications network and that other Epicor Retail applications no longer reference it.

92 88 Location Maintenance Location Creation and Maintenance Locations are created and maintained in Enterprise Data Management through Location Maintenance. You access this through the Location Worklist. New Location window New Location window Code Mandatory unique alphanumeric reference to the location, max. 20 characters. Must conform to the mask defined in EDM system parameters. Type Mandatory. Select a location type from the drop-down list. Location types are system-defined. Head office: Defined for sample stores, advertising location, main RTV location, etc. These are stores set up for tracking purposes at company level. Warehouses: Used for any type of warehouse location. D/C: Used for distribution centers. Stores: Defines all selling locations. Offline inventory management (if you use it) applies only to this location type.

93 Location Maintenance 89 New Location window Main group Mandatory field. Enter the main group on the hierarchy that this location belongs to. Location Maintenance Once a location has been created, you retrieve it from the worklist for inquiry or modification purposes. Location Maintenance Code Name Short name Status Type Active The code entered in the New Location window displays automatically. Mandatory alphanumeric field, maximum 60 characters. Mandatory alphanumeric field, maximum 8 characters. It defaults to the first 8 characters of the location name. The location's status will be updated automatically based on location type and the dates entered. The type entered in the New Location window displays automatically. A new location automatically defaults to Active. Inactive locations may not be used on any transactions going forward. Can be modified at any time.

94 90 Location Maintenance General tab General tab Jurisdiction Tax registration numbers 1 and 2 Shrinkage factor Target sales (unit of measure) The jurisdiction that the location is assigned to. Jurisdiction determines the location's address format, currency, and retail prices. Can be modified if the location meets the following conditions: has not had any on-order or inventory; belongs to no pricing groups within jurisdiction; has no price exceptions; has no preliminary unsolicited receipts containing pseudo styles; has no preliminary user-defined adjustments containing pseudo styles; has no on order POs containing pseudo styles. Default: Home jurisdiction. Identification number assigned to the jurisdiction or location by the government tax authority. Default: Home jurisdiction tax registration number. Reserved for future use. Used to determine shrinkage provision by location. Defaults to This factor is multiplied by the merchandise group provision % to calculate the proper shrinkage amount for the location. Does not apply to location type Head Office. A measure of expected sales volume for a pre-defined unit of space for the year. The unit of measure used is defined in EDM system parameters. The currency is that of the country associated with the location's jurisdiction. Does not apply to store type Head Office.

95 General tab 91 General tab Occupancy cost Selling space (unit of measure) Non-selling space (unit of measure) Country Currency Pricing group Language Register type The cost of occupying the space. The currency is that of the country associated with the location's jurisdiction. Does not apply to store type Head Office. The selling space of the location. The unit of measure used is defined in EDM system parameters. Does not apply to location type Head Office. The non-selling space of the location. The unit of measure used is defined in EDM system parameters. Does not apply to location type Head Office. The country associated with the location's jurisdiction. Systemmaintained. Currency of the country associated with the location's jurisdiction. System-maintained. Indicates the pricing group that this location belongs to. Limited to pricing groups associated with the location's jurisdiction. Systemmaintained. The language of business of the location. Product descriptions will be sent to the location in the language of business selected here (if available). The default value for this field is your company's default language of operation. Mandatory field if Generate PLU file has been selected. It identifies the register types used by the store. System-defined types are: NSB Coalition (NSB) PC Register (PCR) StoreWorks Trimax (SW). These descriptions may be changed if your company uses thirdparty registers. Note: Select a register type at the same time as you select the Generate PLU files check box. Does not apply to location type Head Office. May not be required for Warehouse or Distribution Center types. Polling reference Unique, numeric field from This value is required by PLU in order to make a cross-reference between a location defined in Enterprise Data Management and a location defined in the polling system. Note: Enter this value at the same time as you select the Generate PLU files check box.

96 92 Location Maintenance General tab GL company GL location no. Reserve warehouse Generate PLU file Mandatory. Select a valid GL company from the list. It determines how Stock Ledger will update the general ledger. Does not apply to location type Head Office. Mandatory alphanumeric field indicating which GL to post to, maximum 20 characters. It must be unique within a GL company. Defaults to the location code. Does not apply to location type Head Office. Applies only to Warehouse and Distribution Center location types. Identifies the reserve warehouse for this warehouse or distribution center. When selected, indicates that the PLU management system creates PLU files needed by POS. Does not apply to location type Head Office. May not be required for Warehouse or Distribution Center types. Note: Select this check box the day before the store is ready to "go live" with PLU. Default: Not selected. Replenishable Warehousing system Offline inventory management Applies only to Store, Warehouse and Distribution Center location types. When selected, indicates that this location is reviewed automatically on a cyclical basis for distribution picks or vendor orders. Default: Not selected. Applies only to Warehouse and Distribution Center location types. When selected, indicates that the warehouse or distribution center uses a warehouse management system. Default: Not selected. Applies only to Store location type. When selected, indicates that this location uses an offline inventory management system. Inventory update files are transferred to offline locations through scheduled or on-demand polling sessions. Note: Select this at the same time as you select the Generate PLU files check box. Default: Not selected. Allow customer shipment When selected, indicates that the location is allowed to ship customer orders directly to the customer. Accessible only if Order Management is installed. Used only by OM. Default: Not selected.

97 Dates tab 93 General tab Allow customer pickup Allow customer transfer When selected, indicates that customers can pick up orders at this location. Accessible only if Order Management is installed. Used only by OM. Default: Not selected. When selected, indicates that customer orders can be transferred from this location to another in the chain. Accessible only if Order Management is installed. Used only by OM. Default: Not selected. Dates tab The dates entered determine the location's status. A location can have one of the following statuses: Future, New, Comp, Non-comp, Temporarily Closed, Closed, Open or Warehouse. These different statuses can be used for reporting and query purposes. New and Future statuses differentiate between stores that have a status of New and are currently open and those that are scheduled to open at a future date. Comp stores represent stores that have a comparative last year history. Closed stores are stores that are not active. Warehouse is used for distribution centers or warehouse type stores. Locations types other than Store are assigned a status of Open rather than Comp or Non- Comp. Dates can be modified at any time. If the date changes result in a status change, the status, date and reason are automatically logged for historical purposes. A Pipeline segment must be run on a regular basis (typically, nightly) to change the status based on the current date, if applicable. Dates tab Open to receive Mandatory for all location types except Head Office. This date indicates when shipments can be sent to the location. This date does not affect the location's status.

98 94 Location Maintenance Dates tab Open Comparative Close Reason Reopen Remodel Start/ End Mandatory for all location types except Head Office. Specifies the date that the location will open for business. If the location status is Comp, this field cannot be modified. Mandatory only for location type Store. Defaults to a defined number of weeks after the open date (set in EDM system parameters). Indicates when the location should have a status of Comp for analytical purposes. Comparative must be set to a date that follows the Open date. The date that the location will close temporarily or permanently. Close must be set to a date that follows the Open date. Alphanumeric field describing the reason for the store closure, maximum 30 characters. The date that the location will reopen, if applicable. It indicates that the location is only temporarily closed. Reopen must be set to a date that follows the Close date. If the location is being remodeled you can enter the start and end date of the remodeling. The end date must have an associated start date. Remodel dates do not affect the location's status. Remodel End must be set to a date that follows the Remodel Start date. Addresses tab Different addresses can be defined for a store, based on address type. The address types are defined in the Address Type Table and can then be assigned to any location. The address type Main must be defined for every location. Multiple address types can be defined for a location and can be added or removed at any time. The address format that displays in this tab is determined as follows: If the location is assigned to a jurisdiction, it is the format defined for the country of the location's jurisdiction.

99 Location Groups tab 95 If the location has not been assigned to a jurisdiction, it is the format defined for the location's country. If the location has not been assigned to a jurisdiction or a country, it is the format defined for the home jurisdiction's country. Field labels will vary, depending whether the location is in the United States, Canada or the United Kingdom. If the location is not in any of these countries, the UK address format displays. Addresses tab Type Name Address 1 Address 2 City/State/ Province Mandatory. Select a valid address type from the drop-down list. Only one address can be assigned to an address type. One location address must be of type Main. Mandatory. Alphanumeric field, maximum 60 characters. Mandatory. Alphanumeric field, maximum 50 characters. Generally used for the street name and civic code. Alphanumeric field used if an additional address line is required for a floor number, suite number, etc., maximum 50 characters. Alphanumeric field that identifies the city or town, maximum 20 characters. County Alphanumeric field that identifies the state, province or county, 2 characters. Zip code/postal Code/Post code Country Alphanumeric field for the mailing code, maximum 15 characters. Use the correct format. Mandatory. If you haven't assigned the location to a jurisdiction, select a valid country from the drop-down list. Alphanumeric field, maximum 60 characters. Location Groups tab The first row in this tab automatically displays the group entered in the New Location window when the location was created. This can be modified, although the location must always belong to a group in the main hierarchy.

100 96 Location Maintenance Optionally, the location can also be assigned to a group in one or more alternate hierarchies. It can be removed from an alternate hierarchy group at any time. Location Groups tab Hierarchy Group Code Group Full Name Level Label Select a valid hierarchy (main, alternate) from the drop-down list. Select a location group from the hierarchy that you entered. The full name of the location group displays when you enter a valid group code. The level label displays automatically when you enter a valid group code. Attributes tab Attributes are characteristics, such as climate or mall type, that can be used to group locations. Each of these attributes can be further broken down into attribute sets for each of the attributes. For example, the attribute Climate could be broken down into attribute sets Cold and Warm. You assign the appropriate attributes and sets to individual locations. If a location's characteristics change, you can change or remove the attributes. This enables you to query or report on locations with common characteristics. Note: Any characteristic that is dynamic should always be set up as an attribute rather than a level in the hierarchy. Attributes can be added or removed at any time unless they have been flagged as mandatory. If Planning is part of your Epicor Retail installation, a location must be assigned at least one attribute defined as Send to Planning. Otherwise the location will not be visible to Planning. Note: The mandatory OWNRSP attribute affects PLU file maintenance.

101 Custom Properties tab 97 Attributes tab Attribute Code Attribute Label Attribute Set Code Attribute Set Label Select an attribute code from the drop-down list. If an attribute is mandatory, it is automatically assigned to all locations. A mandatory attribute cannot be removed. The description displays automatically when you select a valid attribute code. Select an attribute set code from the drop-down list. A location can be assigned one or more attribute sets. However, if an attribute is exclusive only one attribute set belonging to that attribute can be assigned to the location. If an attribute is mandatory, the default attribute set is automatically assigned to all locations. It can be changed on a location by location basis, if necessary. The description displays automatically when you select a valid attribute set code. Custom Properties tab Custom properties are user-defined values that can be assigned to a given location as needed. Some examples of custom properties include mall promotions, store anniversary dates or sales volume measures. Custom properties can be used to create user-defined fields that are not available in the Location Maintenance table but that are required for another application or interface. One or more custom properties can be assigned to a location. Custom properties can be removed at any time.

102 98 Location Maintenance Custom Properties tab Code Label Value Date Type Select a valid custom property from the drop-down list. System-maintained. A description of the selected custom property displays automatically. Mandatory if you selected a custom property with a numeric or alphanumeric data type. You must define the value for the custom property. For example, if you selected the custom property Store Manager you would then type the store manager's name in the Value field. If you selected a custom property with a date data type you must enter a date for the custom property. System-maintained. The data type (numeric, alphanumeric, or date) of the selected custom property displays automatically. Contacts tab The information in this tab describes how to contact the location. Possible contact types include fax, mobile, pager, and phone. Multiple contacts can be defined for a location and can be added or removed at any time. Contacts tab Type Mandatory. Select from the list of contact types.

103 Positions tab 99 Contacts tab Description 1 Description 2 Number Main Mandatory. Unique, alphanumeric field, maximum 30 characters. Used to describe the contact type. Alphanumeric field, maximum 30 characters. Mandatory. Alphanumeric field, maximum 50 characters. When this check box is selected, it indicates that this is the primary method used to contact the location. Positions tab Positions can be assigned to any of the locations, allowing you to report on location information by area of responsibility. Positions can be assigned and reassigned without restructuring the hierarchy. Since the people in an organization change much more quickly than levels, this provides a better way of managing the location hierarchy. Positions tab Position Code Position Label Approved By Label Select a valid position code from the drop-down list. The description of the position displays automatically when you select a valid position code. The position that approves the selected position's work displays automatically.

104 100 Location Maintenance Ticket Printing tab The fields in this tab default to the values defined in EDM system parameters. Each field is mandatory but the defaults can be overridden on a location by location basis. Ticket Printing tab Override ticket price Days to keep printed tickets Days to keep non-printed tickets Amount Percentage Maximum safety units When selected, indicates that an employee can modify the price that will print on the ticket. (The employee's User Preferences must permit the employee to print tickets for the location.) Mandatory. Indicates the number of days that printed tickets will remain on file before they are cleared automatically by the system. Mandatory. The number of days that non-printed tickets will remain on file before they are cleared automatically by the system. Mandatory. Indicates how many extra tickets to print for every ticketprinting request. Mandatory. Indicates a percentage of extra tickets to print above the total number of tickets required. The actual number of tickets printed will be the lesser of this calculation or the value in Maximum safety units. Mandatory. Defines a maximum number of extra tickets to print. The actual number of tickets printed will be the lesser of this value or the Percentage calculation.

105 Adding a location 101 Ticket Printing tab Ticket UPC type order Mandatory. Indicates the preferred UPC to print on the ticket. In-house only Prints in-house UPCs Vendor only Prints vendor UPCs In-house then Vendor Prints in-house UPCs first but if none are available, it will print vendor UPCs Vendor then In-house Prints vendor UPCs first but if none are available, it will print in-house UPCs Adding a location 1. From the Navigation bar, select Location > Location Worklist. 2. Select Document > New. 3. In New Location, enter the required information: Enter a unique Code that matches the mask. Select a Type from the drop-down list. Place the cursor in Main group, click Lookup and select a location group from the list that displays. Click OK. 4. In the Location Maintenance header, enter required information. 5. Enter required information in the tabs: General Dates Addresses Location Groups Attributes Custom Properties Contacts Positions Ticket Printing 6. Save your work and click OK. 7. At the prompt Do you want to add this location to a pricing group? select the answer that applies. 8. At the Save was successful prompt, click OK.

106 102 Location Maintenance Location Groups Location groups are created for a location level in the main and/or alternate hierarchies. Location groups represent the different categories that are found within a level. For example, on the Main location hierarchy a level called Division might contain the location groups East and West. Locations are linked to location groups for reporting purposes. Groups tab Code (mask) Alternate code Name Full name Active Mandatory unique alphanumeric field, maximum 20 characters. It must conform to the location group code mask defined for the location level that this group is linked to. Alphanumeric field that can be used as a quick identifier for the location group, maximum 20 characters. Mandatory, alphanumeric field, maximum 30 characters. By default, this field is a combination of the level label and the location group label, but it can be modified. The full name of this location group. When selected, indicates that the location group is active.

107 Pricing Groups 103 Pricing Groups A pricing group is a list of locations within a single jurisdiction that share a similar retail pricing structure. A jurisdiction can have more than one pricing group, but a pricing group can belong to only one jurisdiction. A location does not have to belong to a pricing group, but if it does it cannot belong to more than one. When you create a location, you have the option to add it to a pricing group immediately or wait till a later time. You can remove a location from a pricing group at any time. Note: When a location is added to a pricing group, its registers will not automatically take their prices from the pricing group until a price change is issued or a new style is created that belongs to this location. For information on populating a location s registers with pricing group price data, see Updating PLU files on page 156. Price Exceptions When multiple price exceptions exist for a style, they take precedence in the following order: Style/Jurisdiction/Location/Color Style/Jurisdiction/Location Style/Jurisdiction/Pricing Group/Color Style/Jurisdiction/Pricing Group Style/Jurisdiction/Color Style/Jurisdiction Style

108 104 Location Maintenance Pricing Group Definition A pricing group is made up of two parts: a pricing group header and the pricing group content. The pricing group header contains the name of the pricing group while the content includes all the locations that belong to the pricing group. Pricing Group Jurisdiction Pricing Group Code Pricing Group Description Active The jurisdiction that the pricing groups belong to. Select from the drop-down list. Mandatory unique alphanumeric field that identifies the pricing group, maximum 10 characters. Mandatory alphanumeric field that describes the pricing group, maximum 30 characters. Indicates whether the pricing group is active. Default: Active. Locations Location Code Location Name Location Type Location Status Active Mandatory. Unique number identifying the location. System-maintained. Name of the selected location. System-maintained. Type of the selected location. System-maintained. Status associated with the selected location. System-maintained. When selected, indicates that the selected location is active.

109 Pricing Group Definition 105

110 5 Vendor Maintenance Vendor records contain information needed to conduct business with the companies that supply your merchandise. They reference data tables containing commercial terms and discounts, carriers and shipping methods, and General Ledger interface settings. Other modules in Merchandising, notably POM, Inventory Management, and IMAT, use vendor table information. Before a vendor record can be created, required data must have been entered in any referenced tables. Data tables and vendor records are set up during Merchandising installation. The most frequent system administration task for vendor data will be to add, modify, and remove vendor records. See Vendor Creation and Maintenance on page 106 guide for more about vendor records. Less frequently, information in the Terms, Discounts, Carriers, Ship Via, Attributes, and Address Types tables will require maintenance. Modifications to GL Distributions, Invoice References and Invoice Matching Parameter Sets should be rare. See the Enterprise Data Management User Guide for more about these tables. Vendor Creation and Maintenance Vendor records are created and maintained in Enterprise Data Management through Vendor Maintenance. You access this through the Vendor Worklist. Adding a new vendor is a two-step process: 1. Entering a code in the New Vendor window for the vendor that you are adding. 2. Entering detailed information about the vendor in the Vendor Maintenance window.

111 New Vendor window 107 New Vendor window New Location window Code (mask format) Mandatory. Unique reference to the vendor. It must conform to a user-defined mask, set in EDM system parameters. The mask can contain up to 20 alphanumeric characters. Vendor Maintenance Once a vendor has been created, you retrieve it from the worklist for inquiry or modification purposes. Vendor Maintenance Header Code Name Alternate code Active System-maintained. Displays the vendor code entered in the New Vendor window. Mandatory alphanumeric field, maximum 50 characters. Alphanumeric memo field, maximum 20 characters. This field can be used to feed an external system, if required. When this check box is selected, it indicates that the vendor record is active. When it is not selected, the vendor record is not active. Inactive vendor records may not be used on any transactions going forward and will not appear on any lists. Inactive vendor records can be deleted. Default: Selected.

112 108 Vendor Maintenance General tab General tab Jurisdiction Country Currency Terms FOB Ship via Preferred carrier Mandatory if you use Invoice Matching to match tax assessments on vendor invoices. The name of the jurisdiction that the vendor belongs to. Jurisdiction determines the vendor's country, currency and address format. It must be a Sourcing or a Sales and Sourcing jurisdiction. Default: Null. Mandatory. The country the vendor is based in. It must be a valid country defined in the Countries table. Default: Country of your home jurisdiction, unless you select a different jurisdiction, when the country associated with the jurisdiction becomes the default Mandatory. Indicates the currency used by the vendor. Default: Currency of your home jurisdiction, unless you select a different jurisdiction or country, when the currency associated with the country or jurisdiction becomes the default. Mandatory. The terms used by the vendor. These terms will be the default used on POs for this vendor. Freight on Board. Identifies the point where your company takes ownership of goods for freight purposes. Alphanumeric memo field, maximum 20 characters. Used as the default for POs for this vendor. Must be a valid active code defined in the Ship Via table. Used as the default for POs for this vendor. Must be a valid active code defined in the Carriers table. Used as the default for POs for this vendor.

113 General tab 109 General tab RTV Import RTV acknowledgmen t Vendor UPC ASN auto receive This field defaults to the value defined in EDM general system parameters but can be overridden. Options include: Not permitted From any store From W/H only. Indicates whether the vendor is a foreign vendor. Set only if RTVs are permitted. When selected, indicates that an RTV acknowledgment (R/A no.) is required from this vendor. Defaults to the value set in EDM general system parameters but can be overridden on a vendor by vendor basis. When selected, indicates that vendor UPCs will be used for this vendor. If this check box is selected, the in-house UPCs flag is not selected when a style is created. If this check box is not selected, the in-house UPCs flag is selected by default when a style is created. Applies only to vendors who transmit ASNs via EDI. Select this check box if Inventory Management should automatically generate a PO receipt for the quantities specified in the vendor's ASN when it is communicated to your company. Note: If Inventory Management parameter Autogenerate PO receipt is not enabled, this check box can't be selected. Default: Not selected. Allow direct shipments to customer Minimum On Order Cost - Bulk and crossdock orders Minimum On Order Cost - Dropship orders Available only if Order Management is installed. When selected, indicates that vendor can ship items purchased on a customer order directly to the customer. When a bulk or crossdock PO is submitted, its on-order net cost amount in the vendor's currency must be at least this amount. If this field is left blank, POM will not verify the value. Optional. Can be modified at any time. Accepts any 2-decimal currency value greater than When a dropship PO is submitted, its on-order net cost amount in the vendor's currency must be at least this amount. If this field is left blank, POM will not verify the value. Optional. Can be modified at any time. Accepts any 2-decimal currency value greater than 0.00.

114 110 Vendor Maintenance Discounts tab Any of the discounts set up in the Discount Type table can be assigned to a vendor. This will be the default when a PO is created for the vendor. Discounts can be added or removed at any time. Discounts tab Code Description Value (currency code) GL Account Number GL account description Use Percent on Discount Base Calculation on Select a discount type from the drop-down list. The description displays automatically when you select a valid discount type code. Enter the value of the discount. If it is a percentage, the value must be between If it is a monetary amount, the value must be between The vendor's currency code is displayed in the column heading. The GL account number associated with the discount type you selected displays automatically. Automatically defaults from the Discount Type table but can be changed on a vendor by vendor basis if required. The GL account description associated with the discount type you selected displays automatically. When selected, indicates that the discount is a percentage amount. Otherwise, it is an absolute amount. Automatically defaults from the Discount Type table but can be changed on a vendor by vendor basis if required. Defines how the discount is applied to each PO line. Options: Gross Cost Net Cost (Gross cost less all prior discounts) Balance (difference between gross and net cost) Automatically defaults from the Discount Type table but can be changed on a vendor by vendor basis if required.

115 Attributes tab 111 Discounts tab Reflect Discount in Cost Subject To Terms Reflect in Net Cost Indicates if the discount will be used in the calculation of the second or subsequent discounts defined with Base Calculation On Net cost. If selected, the calculated discount reduces both Net Cost and Balance. If not selected, the calculated discount reduces only Balance. Automatically defaults from the Discount Type table but can be changed on a vendor by vendor basis if required. When selected, indicates that the vendor will not apply the discount if the invoice is not paid by the due date. Automatically defaults from the Discount Type table but can be changed on a vendor by vendor basis if required. System-maintained. When selected, indicates that the discount taken on a PO reduces the gross margin value of the item being ordered. Always selected for trade discounts. Automatically defaults from the Discount Type table. Attributes tab Vendor attributes can be used to group similar vendors for inquiry and reporting purposes. Attributes can also be used to add a field required by another system. For example, vendor type could be defined as an attribute and each of the different vendor types could be defined as the attribute sets (e.g. distributor, wholesaler, manufacturer, etc.). Attributes can be added or removed at any time. Attributes tab Attribute Code Attribute Label Mandatory attributes display automatically. They can't be removed. Select other attribute codes from the drop-down list. The description displays automatically when you select an attribute code.

116 112 Vendor Maintenance Attributes tab Attribute Set Code Attribute Set Label If an attribute is mandatory then its default attribute set displays automatically, but can be modified. Select attribute set codes from the drop-down list. The description displays automatically when you select an attribute set code. Addresses tab Different addresses can be defined for a vendor, based on address type. The address types are defined in the Address Type Table and can then be assigned to any vendor. A vendor can have multiple addresses. Each address must be defined as a particular address type. Only one address can exist for each address type. The address type Main must be defined for every vendor. Vendor addresses can be added or removed at any time. The address format that displays in this tab is determined as follows: If the vendor is assigned to a jurisdiction, it is the format defined for the country of the vendor's jurisdiction. If the vendor has not been assigned to a jurisdiction, it is the format defined for the vendor's country. If the vendor has not been assigned to a jurisdiction or a country, it is the format defined for the home jurisdiction's country. Field labels will vary, depending whether the vendor is in the United States, Canada or the United Kingdom. If the vendor is not in any of these countries, the UK address format displays. Addresses tab Type Name Address 1 Mandatory. Select a valid address type from the drop-down list. Only one address can be assigned to an address type. One vendor address must be of type Main. Mandatory. Alphanumeric field, maximum 60 characters. Mandatory. Alphanumeric field, generally used to identify the street name and civic code, maximum 50 characters.

117 Contacts tab 113 Addresses tab Address 2 Alphanumeric field used if an additional address line is required for a floor number, suite number, etc., maximum 50 characters. City Alphanumeric field that identifies the city or town, maximum 20 characters. State/Province/ County Zip Code/Postal Code/Post Code Country Alphanumeric field that identifies the state, province or county, 2 characters. Alphanumeric field for the mailing code, maximum 15 characters. Use the correct format. Mandatory. If you haven't assigned the vendor to a jurisdiction, select a valid country from the drop-down list. Alphanumeric field, maximum 60 characters. Contacts tab A vendor may have a variety of methods (phone, mobile, fax, pager, etc.) by which to be contacted. Multiple contacts may be assigned for the same contact type. Contacts can be added or removed at any time. Contacts tab Type Description 1 Description 2 Number Mandatory. Select from the list of contact types. Mandatory. Alphanumeric field, maximum 30 characters. Must be unique within the vendor. Used to further describe the contact type. Alphanumeric field, maximum 30 characters. Generally used for the contact's name. Mandatory. Alphanumeric field used for the phone number, fax number etc., maximum 50 characters.

118 114 Vendor Maintenance EDI Parameters tab Electronic Data Interchange (EDI) enables documents to be transferred electronically between systems, with no common software requirements. The EDI parameters, all supported EDI transactions and the live and test EDI versions must be defined for an EDI vendor. EDI Parameters tab Vendor interchange ID qualifier Code Retailer interchange ID qualifier Code Unique code that identifies the vendor and is used when sending or receiving EDI transactions. A qualifier must be selected before the code can be entered. Qualifier options: 01- DUNS # 02 - SCAC (Standard Carrier Alpha Code) 08 - UCC EDI (Uniform Code Council) 12 - Telephone number. Options depend on the qualifier selected. If you selected: DUNS #, enter the 9-digit DUNS number for the code. SCAC, enter a maximum 15-digit code. UCC EDI, enter a 10-digit code. Telephone number, enter a 10-digit code (area code and telephone number). Identifier unique to each vendor. The qualifier defaults to the value in EDM system parameters. Qualifier options: 01 - DUNS # 08 - UCC EDI (Uniform Code Council) 12 - Telephone number. Options depend on the qualifier selected. If you selected: DUNS #, enter a 9-digit DUNS number for the code. UCC EDI, enter a 10-digit code. Telephone number, enter a 10-digit code (area code and telephone number).

119 EDI Parameters tab 115 EDI Parameters tab Send location ID qualifier Code Receive location ID qualifier / Code Combination of qualifier and code used to identify locations when sending EDI transactions. Defaults to what is set up in EDM system parameters. Qualifier options: 1 - DUNS # 9 - DUNS # + 4 digit store # 92 - Store #. Options depend on the qualifier selected. If you selected DUNS #, enter a 9 digit DUNS number for the code. DUNS # + 4-digit store, enter a 9-digit DUNS number for the code. Store #, no entry is required. Combination of qualifier and code used to identify locations when receiving or sending EDI transactions. Only Store # is supported. 850 DTM Segment - If 850 Purchase Order has been defined as a transaction supported by your company, the following check boxes indicate whether each of the following can be sent in the DTM01 segment via EDI. Cancel after If selected, PO header cancel date will be sent via EDI with the PO. If not selected, it won't. The default value for this check box depends on the settings in EDM system parameters. Delivery request If selected, PO header expected receipt date will be sent via EDI with the PO. If not selected, it won't. The default value for this check box depends on the settings in EDM system parameters. Effective If selected, terms as of date will be sent via EDI with the PO. If not selected, it won't. The default value for this check box depends on the settings in EDM system parameters. 850 CTP Segment - If 850 Purchase Order has been defined as a transaction supported by your company, the following check boxes indicate whether each of the following can be sent in the CTP02 segment via EDI.

120 116 Vendor Maintenance MSR RES Manufacturer's Suggested Retail. If selected, compare at retail for a style will be sent via EDI with the PO. If not selected, it won't. The default value for this check box depends on the settings in EDM system parameters. Resale. If selected, current retail for a style/color/location will be sent via EDI with the PO. If not selected, it won't. The default value for this check box depends on the settings in EDM system parameters. Control Numbers Interchange A system-defined and maintained number ranging from This field indicates the last interchange control number generated when an EDI transaction was sent to the vendor. This is sent in the ISA13 segment. When the vendor is first created, this field has a value of 1. Group A system-defined and maintained number ranging from This field indicates the last group control number generated when an EDI transaction was sent to the vendor. This is sent in the IGS06 segment. When the vendor is first created, this field has a value of 1.

121 EDI Transaction Sets tab 117 EDI Transaction Sets tab You can select which transactions you will be transmitting and/or receiving by vendor. EDI Transaction Set tab Code Label Live EDI Version Test EDI Version The transaction set defines business information and consists of a header segment, one or more data segments in a specific order and a trailer segment. All EDI transaction sets that the vendor supports must be defined. Choose from the list of available transactions supported by Epicor. These are set up in a system-defined table (i.e. 850: Purchase Order, 856: ASN, etc.). The description displays automatically when you enter a valid EDI transaction set code. Identifies the version that the transaction will be sent or received in. The test version allows for the verification of a new version before going live. The test version must be greater than the live version. Manufacturer IDs tab Manufacturer IDs tab Manufacturer IDs Numeric field of 6 9 characters (leading zeroes are significant). Identifies one or more UPCs for the manufacturer in a multi-vendor environment.

122 118 Vendor Maintenance Invoice Matching tab If Invoice Matching is installed, the information in the Invoice Matching tab must be defined for each vendor. Invoice Matching tab GL distribution set Parameter set Invoice reference set Remit to vendor Select a GL distribution set from the drop-down list. GL distribution sets are defined in the GL Distribution Set worklist in EDM. Select an invoice matching parameter set from the drop-down list. Parameter sets are defined in the Invoice Matching Parameter Set table in EDM. Select an invoice reference set from the drop-down list. Invoice reference sets are defined in the Invoice Reference table in EDM. Indicates the vendor to whom invoices will be paid. The vendor's own vendor code displays by default. Adding a vendor The following fields are mandatory for every vendor that you create: Code, Name, Country, Currency, and Terms. In addition, the Main address type must be defined for each vendor. 1. From the Navigation bar, select Vendor > Vendor Worklist. 2. Select Document > New. 3. In New Vendor, enter required information and click OK. 4. In the Vendor Maintenance header, enter the required information. 5. Enter required information in the tabs: General Discounts Attributes Addresses Contacts EDI Parameters EDI Transaction Set Manufacturer IDs Invoice Matching 6. Save your work and click OK.

123 6 Merchandise Maintenance A merchandise hierarchy defines how your merchandise structure should be set up for organizational, analysis and transactional purposes. This structure is made up of levels that reflect the way your company classifies its merchandise. Each level is subdivided into merchandise groups. For example, a merchandise structure could have the following levels and groups: Levels Groups Level 1 Enterprise No groups required Level 2 Department Ladies Wear Mens Wear Level 3 Class Blouses Skirts Shirts Pants A level can contain as many groups as necessary. Once these are defined, styles, including pseudo styles, are attached to the appropriate group at the lowest level of the hierarchy. The main merchandise hierarchy and merchandise groups are set up during Merchandising installation. See the Product Management User Guide for more about merchandise hierarchies. Adding, modifying and deleting styles is usually the responsibility of a company's buyers, each of whom is generally assigned to manage specific merchandise groups. However, you may be asked to perform periodic housekeeping tasks, such as style reclassification. See in this user guide, Style Creation and Maintenance on page 120 for general information about styles and Style Housekeeping on page 149. Styles Styles provide a method of identifying and managing merchandise. The style record contains all information relevant to a particular style, including sizes, colors, cost and retail prices, properties and pricing rules. Different style types indicate different merchandise characteristics. In the Style Worklist you can create or modify one style at a time. You can retrieve and view individual styles or predefined style lists from the Style Worklist or the Style Housekeeping window. In Style Housekeeping, you can modify or delete styles. See Style Lists on page 148 for more about working with style lists. Style Type There are two different style types, regular and pseudo. A Regular style may require color and size, color and no size, size and no color, or no color and no size.

124 120 Merchandise Maintenance Pseudo styles are typically bought under one style number at varying retails, e.g., greeting cards, and are always no color/no size. The retail value of a pseudo style is maintained as a total value that includes all the units that make up the pseudo style. Pseudo styles should not be confused with consolidated merchandise that was once tracked as a regular style. Style Status A style is assigned a status indicating where it is in its life cycle. New A style is assigned this status when it has been created in style maintenance but not yet placed on a PO. Preliminary A New style is assigned a status of Preliminary when it is put on a preliminary PO. Ordered A valid style with a status of New or Preliminary that is put on an open PO and submitted, is assigned a status of Ordered. All required information must be defined for the style. Validations are performed to ensure that it has been completely created. Received When a style is included on any inventory document, it is assigned a status of Received. It must fulfill all the requirements of an Ordered style. Style Creation and Maintenance Style records are created and maintained in Product Management through Style Maintenance. You access this through the Style Worklist. Once a style record has been created, you retrieve it from the worklist for inquiry or modification purposes.

125 New Style window 121 New Style window New Style Employee position Primary vendor Merch. type Merch. group Style code Mandatory. Defaults to the employee position of the user creating the style. You can select a different employee position to assign to the style. Mandatory for regular styles. Select a vendor from the drop-down list. This field is optional for pseudo styles. Mandatory. Select a merchandise type from the drop-down list. Options are: Regular - Color/Size Regular - No color/size Regular - Color/No size Regular - No color/no size Pseudo Mandatory. Select a merchandise group from the drop-down list. If this field displays, it is mandatory. The value entered must conform to the style mask set in EDM system parameters and must be unique within your organization. Note: This field doesn't display if your style codes are generated automatically. (This option is set in EDM system parameters.)

126 122 Merchandise Maintenance Style Maintenance header For any style, whether regular or pseudo, the following information is mandatory: Merch. type, Merch. group, and Season. Style code is mandatory if your organization generates style numbers manually. For a regular style, the following are also mandatory: Primary vendor, Size category, Price Status, and Vendor style. Note: If a computer image file has been attached to the style record, the box located on the right side of the Style Maintenance window will display a thumbnail of the image. Style Maintenance Header Style code Create date Long description Primary vendor Merch. group Merch. type Vendor style If style codes are entered manually, displays the style code you entered in the New Style window. You can modify this value until the style is saved for the first time. System-maintained. Set automatically to the current date on the system server at the time the style is created. If you are in a different time zone from the Merchandising server, this date may differ from the date on your computer. Alphanumeric description of the style, maximum 120 characters. Can be modified. Mandatory for regular styles. Optional for pseudo styles. Defaults to the vendor selected in the New Style window. Can be modified for styles with New or Preliminary status. Defaults to the merchandise group selected in the New Style window. Can be modified for styles with New or Preliminary status. System-maintained. Defaults to the vendor selected in the New Style window. Mandatory for regular styles only. 40-character alphanumeric reference to the style. The vendor style is usually supplied by the vendor. It must be unique within the vendor.

127 General tab 123 General tab General tab Short description PLU description Season Year Order multiple Distrib. multiple 20-character alphanumeric description of the style. This field defaults to the first 20 characters of the Long description. Optional. Up to 40 alphanumeric characters. Defaults to the value selected in EDM system parameters for Style PLU description. Options are: No default Style short description Group PLU description Mandatory. Indicates a selling season for the style. Select a season from the drop-down list. Mandatory only if the Year required check box was selected when the selected season was defined in the EDM Season Codes Table. Enter a year from the drop-down list. The minimum number of units of the style that can be placed on a purchase order. Used by POM. Value between 1 and The minimum number of units of the style that can be placed on a distribution document. Used by A&R. Value between 1 and To make it easier to break out units on order into distributions, one of the following should apply: Distribution multiple is evenly divisible into order multiple. Order multiple is evenly divisible into distribution multiple. Ticket format Employee position Current cost Mandatory. The ticket format used by the style. Defaults to the employee position selected in the New Style window. Can be modified. Cost of the style from the primary vendor. (regular styles only)

128 124 Merchandise Maintenance unlabeled currency field The currency in which the price is calculated. Select the currency code from the drop-down list. The currency description displays automatically. (regular styles only) Pricing (currency code) The currency code displayed beside the heading identifies the currency used for style retail values. Original retail Price Status Current retail Price Status Compare at retail The first price created for the style. Must be greater than or equal to zero. This is the retail value of the style in your home jurisdiction. The value entered here is used by Merchandising to calculate an original retail for each jurisdiction where the style is sold. You do not have to enter the original retail when the style is first created. An original retail must be assigned before a style can be placed on a purchase order. (regular styles only) Mandatory field. This field defaults to the price status set up in EDM system style parameters but it can be modified. (regular styles only) The original retail price automatically becomes the style's current retail price when the style is ordered for the first time. This is the current retail value of the style in your home jurisdiction. This value is used by Merchandising to calculate a current retail for each jurisdiction where the style is sold. Modifications to current retail are performed in Price Management. (regular styles only) The price status for the original retail automatically becomes the price status for the current retail price when the style is ordered for the first time. (regular styles only) Optional. A suggested retail price to be printed on price tickets. This is the compare at retail value of the style in your home jurisdiction. The value entered here is used by Merchandising to calculate a compare at retail for each jurisdiction where the style is sold. Must be equal to or greater than the current retail price. (regular styles only)

129 General tab 125 Options Resulting PO predistribution type Replenishable In-house UPCs Reorderable Consignment Allow customer back order Promo item Vendor UPCs Fashion Item Active Indicates what type of predistribution applies to a purchase order created as a result of an allocation or replenishment event. Used only when A&R is installed. If A&R is installed and the Replenishable check box is selected, this field is mandatory. Choose one of the following options from the drop-down list: <None> Bulk Pack by store dropship Pack by store crossdock. This setting can be changed at any time. Default: <None> When selected, indicates that an allocation and replenishment system will review this style for distribution picks or vendor orders on a cyclical basis. When A&R is installed and this check box is selected, a Resulting PO predistribution type must be selected. When selected, indicates that in-house UPCs will be generated automatically. This defaults from the primary vendor setting. When this check box is selected, it indicates that the style can be reordered. Can be modified. If a reorderable style is part of a pack, this check box can't be cleared. Default: Selected. When selected, indicates that the item is on consignment. When selected, indicates that customer orders can be placed on back order. Accessible only if Order Management is installed. Used only by OM. Default: Not selected. When selected, indicates that the item is promotional. When selected, indicates that vendor UPCs will be required. Defaults from the primary vendor setting. When selected, indicates that the style is a fashion item. Default: Not selected. When selected, indicates that the style can be included in a transaction. Default: Selected.

130 126 Merchandise Maintenance Target selling period (Defines when the style is expected to sell.) Sell from week Enter a week number between 1 and 53. To week Sell from year To year Must be equal to or greater than the value in the Sell from week field. Enter a week number between 1 and 53. Select a current or future year from the drop-down list. Must be equal to or greater than the value in the Sell from year field. Select a current or future year from the drop-down list. Measurements Weight, Width, Height, Depth If any unit of measure needs to be entered for a style it will be entered under weight, width, height or depth. The default unit of measure for each is defined in EDM system parameters. Sizes tab (regular styles only) A system style parameter, set in EDM, determines whether styles must be linked to a size grid. Sizes tab Size category Size Code Ticket Label Override (language identifier) Identifies the size grouping that the size is associated with. Select a size code from the drop-down list. Optional. An alternate size code can be provided for each language that is used by your organization. This text replaces Size Code on labels in other languages. Defaults from the values entered in the Size Categories table, but can be overridden by style.

131 Colors tab (regular styles only) 127 Sizes tab Reorderable When this check box is selected, it indicates that the size can be reordered. Can be modified. If a reorderable style/size is part of a pack, this check box can't be cleared. Default: Selected. Colors tab (regular styles only) Colors tab Color Code Long Description (language identifier) Short Description (language identifier) Fashion Reorderable Select a color code from the drop-down list. Alphanumeric, max. 20 characters. A long description can be provided for each language that is used by your organization. This text replaces the color's Long Description on labels in other languages. Defaults from values entered in the Colors table, but can be overridden by style. Alphanumeric, max. 8 characters. A short description can be provided for each language that is used by your organization. This text replaces the color's Short Description on labels in other languages. Defaults from values entered in the Colors table, but can be overridden by style. Indicates whether the color is a fashion color. When this check box is selected, it indicates that the color can be reordered. Can be modified. If a reorderable style/color is part of a pack, this check box can't be cleared. Default: Selected.

132 128 Merchandise Maintenance Vendors tab A primary vendor must be assigned to a regular style and can optionally be assigned to a pseudo style. Styles can be ordered from different vendors. Additional vendors can be added or removed as long as they are not flagged as the primary vendor. Vendors tab Vendor Code Vendor Name Vendor Style Current Cost Currency Primary Mandatory. The primary vendor assigned in the style maintenance header automatically appears but additional vendors may also be added. The name of the vendor displays automatically when you enter a valid vendor code. Mandatory. 40-character alphanumeric reference to the style. It must be unique within the vendor. (regular styles only) Must be greater than or equal to zero. This is the default cost for the vendor style. (regular styles only) The currency of the current cost. The currency code associated with the vendor displays automatically. (regular styles only) Indicates whether this is the main vendor for the style. Only one primary vendor can exist for each style.

133 Groups tab 129 Groups tab Styles can optionally be assigned to any group at any level on an alternate hierarchy. Alternate hierarchies allow you to group style information by different level or merchandise groups. You can reclassify styles from their current lowest level merchandise group on a main or alternate hierarchy to a different lowest level merchandise group on the same hierarchy. Groups tab Hierarchy Level Group Group Short Name Reclassify to Group Move History Hierarchies, main and alternate, that are associated with the style. The Main hierarchy is mandatory. You can add alternate hierarchies. The hierarchy level that the style is attached to. The merchandise group that the style is attached to. A brief description of the merchandise group that the style is attached to. System-maintained. If the style is pending reclassification to a different merchandise group, the name of the group will display here. System-maintained. If the style's history is to move with it when it is reclassified, this check box is selected.

134 130 Merchandise Maintenance Descriptions tab The Description tab allows you to define style labels and PLU descriptions in additional languages supported by the Epicor Retail Merchandising solution. Descriptions tab Language Long Description Short Description PLU Description The language used for style descriptions. Select from the drop-down list. Mandatory 120-character alphanumeric field displaying the full description of the style in the selected language. Mandatory 20-character alphanumeric field displaying the abbreviated description of the style in the selected language. 40 character alphanumeric field displaying the default PLU description in the selected language. Mandatory if EDM system style parameter Style PLU description default is set to Style short description or Group PLU description. Optional if EDM system style parameter Style PLU description default is set to No default. Attributes tab Attributes and attribute sets are defined in the Attribute table and can be assigned to individual styles. This allows you to report on characteristics without entering them in the main merchandise structure. Style attributes can be used for characteristics such as fabric, sleeve length, price point or label. Note: The attribute type Commodity Code is used by Merchandising Analytics to generate Intrastat reports required by the European Union. All mandatory style attributes and their default attribute sets display automatically in the Attributes tab when a style is created. Mandatory attributes can't be removed. Mandatory attribute sets can be changed, if necessary. You can add or remove non-mandatory attributes and attribute sets any time.

135 Custom Properties tab 131 Attributes tab Attribute Code Attribute Label Attribute Set Code Attribute Set Label Select an attribute code from the drop-down list. If an attribute is mandatory, it is automatically assigned to all styles. A mandatory attribute cannot be removed. The description displays automatically when you select a valid attribute code. Select an attribute set code from the drop-down list. A style can be assigned one or more attribute sets. However, if an attribute is exclusive only one attribute set belonging to that attribute can be assigned to the style. If an attribute is mandatory, the default attribute set is automatically assigned to all styles. It can be changed on a style by style basis, if necessary. The description displays automatically when you select a valid attribute set code. Custom Properties tab Custom properties are defined in the EDM Custom Property table. The value for each custom property is defined when you assign it to a style. Examples of custom properties include heel height, price point or additional style dates. Custom properties can be added or removed at any time. One or more custom properties can be assigned to a style.

136 132 Merchandise Maintenance Custom Properties tab Code Label Value Date Type Select a valid custom property from the drop-down list. System-maintained. A description of the selected custom property displays automatically. Mandatory if you selected a custom property with a numeric or alphanumeric data type. You must define the value for the custom property. For example, if you selected a custom property Catalog Style you would enter the style code used in the catalog in the Value field. If you selected a custom property with a date data type you must enter a date for the custom property. System-maintained. The data type (numeric, alphanumeric, or date) of the selected custom property displays automatically. Attachments tab In this tab you can enter the path to a file on the Merchandising application server. This is often used to attach an image file to a style. Once the path is entered and saved, the image will display. You can attach more than one file to the style. One of the files must be identified as the primary attachment. The primary attachment is the one that will display. Paths can be modified at any time. Note: If you attach a computer image file to the style record, the image will display in a box at the right side of the Attachments tab. Otherwise, the unlabeled display pane remains blank. Attachments tab Attachment Code The only attachment code currently available is the system-defined code Gen (Generic).

137 Retail tab (regular styles only) 133 Attachments tab Attachment Description Attachment Date Primary flag URL Auto resize image Mandatory 50-character alphanumeric field describing the attachment. When the attachment is saved, this field defaults to the current system date. This date can be changed if required. When selected, indicates that this is the primary attachment for this style. A style can have only one primary attachment at a time. The primary attachment displays in the Attachments tab and in the thumbnail display area of the style header. Mandatory 255-character alphanumeric field indicating the path on the Merchandising application server to the attachment file. When this check box is selected, the image is automatically resized to fit the display pane on the tab. When this check box is not selected, the image displays at its actual size. (If the image is larger than the display area, only a portion of it will be visible. Scroll bars enable you to view other parts of the image.) Default: Selected. Retail tab (regular styles only) Note: To access the retail tab, select Retail from the navigation bar in Style Maintenance. The original retail price and price status of any new style must be defined before the style can be placed on a preliminary PO. The current retail price and price status defined in the Retail tab apply to all colors, locations, pricing groups, and jurisdictions unless one or more price exceptions are created. The original retail price becomes the style's current retail when the style is ordered for the first time. If a price exception is created in Product Management before a style has a status of Ordered, the price exception becomes the style's current retail when the style is ordered. Once a style has a status of Ordered, price exceptions cannot be created or modified in Product Management. They must be modified in Price Management. Price exceptions can be removed at any time regardless of a style's status.

138 134 Merchandise Maintenance When multiple price exceptions exist for a style, they take precedence in the following order: Style/Jurisdiction/Location/Color Style/Jurisdiction/Location Style/Jurisdiction/Pricing Group/Color Style/Jurisdiction/Pricing Group Style/Jurisdiction/Color Style/Jurisdiction Style Retail Price - Style tab Jurisdiction Original Retail Currency Code Original Valuation Retail (currency code) Original Price Status The jurisdiction for which the retail is defined. For the home jurisdiction, this is the first price created in the General tab for the style. This field may be empty if an original retail was not entered when the style was first created. For other jurisdictions, its default value is calculated by Merchandising, based on the home jurisdiction original retail, the jurisdiction's equivalency rate and the currency exchange rate in effect. The default value can be modified. Identifies the currency used in the jurisdiction. The value of the jurisdiction's original retail in the currency of the home jurisdiction. For the home jurisdiction, this will be equal to the original retail. Defaults to the price status set up in EDM system style parameters but it can be modified.

139 Retail tab (regular styles only) 135 Retail Price - Style tab Current Retail Currency Code Current Valuation Retail (currency code) Current Price Status Compare at Retail Currency Code Mix & Match Rules 1-4 The original retail for each jurisdiction automatically becomes the style's current retail in the jurisdiction when the style is ordered for the first time. Identifies the currency used in the jurisdiction. The value of the jurisdiction's current retail in the currency of the home jurisdiction. For the home jurisdiction, this will be equal to the current retail. Displays the style's current price status. Optional. A suggested comparison value to be printed on price tickets. For the home jurisdiction, this is the value entered in the style's General tab. This field may be empty if a compare at retail was not entered when the style was first created. This value is calculated by Merchandising for jurisdictions other than the home jurisdiction. The default value can be modified. It must be equal to or greater than the current retail in the jurisdiction. Identifies the currency used for the compare at retail in the jurisdiction. You can assign mix and match rules to a style no matter what its status is. Select up to four mix and match rules for each style. If a currency has been defined for the mix and match rule, it can be assigned only to jurisdictions using the same currency. A mix and match rule with no currency defined can be assigned to all jurisdictions. If no mix and match rules have been defined in your system, the Mix & Match Rule columns will not display in the Style tab. Retail Price Exceptions Style / Colors tab Color Code Select a color code from the list. These are the colors that were entered in the Colors tab in Style Maintenance.

140 136 Merchandise Maintenance Retail Price Exceptions Style / Colors tab Long Description Jurisdiction Original Retail Currency Code Original Valuation Retail (currency code) Original Price Status Current Retail Currency Code Current Valuation Retail (currency code) Current Price Status Mix & Match Rules 1-4 The color description displays automatically. The jurisdiction for which the retail exception or mix and match rule is defined. Select from the drop-down list. If the style is New or Preliminary, you can enter a retail exception for this style/color. If the style is Ordered, Received or Consolidated, this field is not accessible. Identifies the currency used in the jurisdiction. The value of the jurisdiction's original retail (or retail exception) in the currency of the home jurisdiction. For the home jurisdiction, this will be equal to the original retail (or retail exception). Defaults to the price status set up in EDM system style parameters. If the style is New or Preliminary, this field can be modified. If the style is Ordered, Received or Consolidated, it is not accessible. The original retail for each jurisdiction automatically becomes the style's current retail in the jurisdiction when the style is ordered for the first time. Modifications to current retail must be performed in Price Management. Identifies the currency used in the jurisdiction. The value of the jurisdiction's current retail in the currency of the home jurisdiction. For the home jurisdiction, this will be equal to the current retail. The price status for the original retail automatically becomes the price status for the current retail when the style is ordered for the first time. You can assign mix and match rules to a style no matter what its status is. Select up to four mix and match rules for each style/color combination. If a currency has been defined for the mix and match rule, it can be assigned only to jurisdictions using the same currency. A mix and match rule with no currency defined can be assigned to all jurisdictions. If no mix and match rules have been defined in your system, the Mix & Match Rule columns will not display in the Style/Colors tab.

141 Retail tab (regular styles only) 137 Retail Price Exceptions Style / Locations tab Location Code Location Name Jurisdiction Original Retail Currency Code Original Valuation Retail (currency code) Original Price Status Current Retail Currency Code Current Valuation Retail (currency code) Current Price Status Select a location from the list. The location name displays automatically. The jurisdiction of the location for which the retail exception or mix and match rule is defined. If the style is New or Preliminary, you can enter a retail exception for this style/location. If the style is Ordered, Received or Consolidated, this field is not accessible. Identifies the currency used in the jurisdiction. The value of the jurisdiction's original retail (or retail exception) in the currency of the home jurisdiction. For the home jurisdiction, this will be equal to the original retail (or retail exception). Defaults to the price status set up in EDM system style parameters. If the style is New or Preliminary, this field can be modified. If the style is Ordered, Received or Consolidated, it is not accessible. The original retail for each jurisdiction automatically becomes the style's current retail in the jurisdiction when the style is ordered for the first time. Modifications to current retail must be performed in Price Management. Identifies the currency used in the jurisdiction. The value of the jurisdiction's current retail in the currency of the home jurisdiction. For the home jurisdiction, this will be equal to the current retail. The price status for the original retail automatically becomes the price status for the current retail when the style is ordered for the first time.

142 138 Merchandise Maintenance Retail Price Exceptions Style / Locations tab Mix & Match Rules 1-4 You can assign mix and match rules to a style no matter what its status is. Select up to four mix and match rules for each style/location combination. If a currency has been defined for the mix and match rule, it can be assigned only to jurisdictions using the same currency. A mix and match rule with no currency defined can be assigned to all jurisdictions. If no mix and match rules have been defined in your system, the Mix & Match Rule columns will not display in the Style/Location tab. Retail Price Exceptions Style / Location / Colors tab Location Code Location Name Color Code Short Description Jurisdiction Original Retail Currency Code Original Valuation Retail (currency code) Select a location from the list. The location name displays automatically. Select a color code from the list. These are the colors that were entered in the Colors tab in Style Maintenance. The color description displays automatically. The jurisdiction of the location for which the retail exception or mix and match rule is defined. If the style is New or Preliminary, you can enter a retail exception for this style/location/color. If the style is Ordered, Received or Consolidated, this field is not accessible. Identifies the currency used in the jurisdiction. The value of the jurisdiction's original retail (or retail exception) in the currency of the home jurisdiction. For the home jurisdiction, this will be equal to the original retail (or retail exception).

143 Retail tab (regular styles only) 139 Retail Price Exceptions Style / Location / Colors tab Original Price Status Current Retail Currency Code Current Valuation Retail (currency code) Current Price Status Mix & Match Rules 1-4 Defaults to the price status set up in EDM system style parameters. If the style is New or Preliminary, this field can be modified. If the style is Ordered, Received or Consolidated, it is not accessible. The original retail for each jurisdiction automatically becomes the style's current retail in the jurisdiction when the style is ordered for the first time. Modifications to current retail must be performed in Price Management. Identifies the currency used in the jurisdiction. The value of the jurisdiction's current retail in the currency of the home jurisdiction. For the home jurisdiction, this will be equal to the current retail. The price status for the original retail automatically becomes the price status for the current retail when the style is ordered for the first time. You can assign mix and match rules to a style no matter what its status is. Select up to four mix and match rules for each style/location/color combination. If a currency has been defined for the mix and match rule, it can be assigned only to jurisdictions using the same currency. A mix and match rule with no currency defined can be assigned to all jurisdictions. If no mix and match rules have been defined in your system, the Mix & Match Rule columns will not display in the Style/Location/Colors tab. Retail Price Exceptions Style / Pricing Groups tab Pricing Group Code Pricing Group Description Select a pricing group from the list. The pricing group description displays automatically.

144 140 Merchandise Maintenance Retail Price Exceptions Style / Pricing Groups tab Jurisdiction Original Retail Currency Code Original Valuation Retail (currency code) Original Price Status Current Retail Currency Code Current Valuation Retail (currency code) Current Price Status Mix & Match Rules 1-4 The jurisdiction of the pricing group for which the retail exception or mix and match rule is defined. If the style is New or Preliminary, you can enter a retail exception for this style/pricing group. If the style is Ordered, Received or Consolidated, this field is not accessible. Identifies the currency used in the jurisdiction. The value of the jurisdiction's original retail (or retail exception) in the currency of the home jurisdiction. For the home jurisdiction, this will be equal to the original retail (or retail exception). Defaults to the price status set up in EDM system style parameters. If the style is New or Preliminary, this field can be modified. If the style is Ordered, Received or Consolidated, it is not accessible. The original retail for each jurisdiction automatically becomes the style's current retail in the jurisdiction when the style is ordered for the first time. Modifications to current retail must be performed in Price Management. Identifies the currency used in the jurisdiction. The value of the jurisdiction's current retail in the currency of the home jurisdiction. For the home jurisdiction, this will be equal to the current retail. The price status for the original retail automatically becomes the price status for the current retail when the style is ordered for the first time. You can assign mix and match rules to a style no matter what its status is. Select up to four mix and match rules for each style/pricing group combination. If a currency has been defined for the mix and match rule, it can be assigned only to jurisdictions using the same currency. A mix and match rule with no currency defined can be assigned to all jurisdictions. If no mix and match rules have been defined in your system, the Mix & Match Rule columns will not display in the Style/Pricing Group tab.

145 Retail tab (regular styles only) 141 Retail Price Exceptions Style / Pricing Group / Colors tab Pricing Group Code Pricing Group Description Color Code Short Description Jurisdiction Original Retail Currency Code Original Valuation Retail (currency code) Original Price Status Current Retail Currency Code Current Valuation Retail (currency code) Select a pricing group from the list. The pricing group description displays automatically. Select a color code from the list. These are the colors that were entered in the Color tab in Style Maintenance. The color description displays automatically. The jurisdiction of the pricing group for which the retail exception or mix and match rule is defined. If the style is New or Preliminary, you can enter a retail exception for this style/pricing group/color. If the style is Ordered, Received or Consolidated, this field is not accessible. Identifies the currency used in the jurisdiction. The value of the jurisdiction's original retail (or retail exception) in the currency of the home jurisdiction. For the home jurisdiction, this will be equal to the original retail (or retail exception). Defaults to the price status set up in EDM system style parameters. If the style is New or Preliminary, this field can be modified. If the style is Ordered, Received or Consolidated, it is not accessible. The original retail for each jurisdiction automatically becomes the style's current retail in the jurisdiction when the style is ordered for the first time. Modifications to current retail must be performed in Price Management. Identifies the currency used in the jurisdiction. The value of the jurisdiction's current retail in the currency of the home jurisdiction. For the home jurisdiction, this will be equal to the current retail.

146 142 Merchandise Maintenance Retail Price Exceptions Style / Pricing Group / Colors tab Current Price Status Mix & Match Rules 1-4 The price status for the original retail automatically becomes the price status for the current retail when the style is ordered for the first time. You can assign mix and match rules to a style no matter what its status is. Select up to four mix and match rules for each style/pricing group/ color combination. If a currency has been defined for the mix and match rule, it can be assigned only to jurisdictions using the same currency. A mix and match rule with no currency defined can be assigned to all jurisdictions. If no mix and match rules have been defined in your system, the Mix & Match Rule columns will not display in the Style/Pricing Group/ Colors tab. PLU Profiles Note: To access PLU profiles, select PLU from the navigation bar in Style Maintenance. PLU profiles are linked to attribute/attribute sets and a level on the merchandise hierarchy in the PLU Profile Linking table in EDM. They are inherited by styles belonging to these levels along with the values for each setting. The Inherited PLU Profiles tab displays these settings for each style. Inherited PLU profiles can be overridden at the style, style/size, or style/location level in the Style Overridden PLU Profiles tab. Style Overridden PLU Profiles tab Attribute Set Code Select an attribute set code from the drop-down list.

147 Vendor UPCs tab 143 Style Overridden PLU Profiles tab Attribute Set PLU Collection Code PLU Collection Desc Size Code Location Code Location Name PLU Profile Code PLU Profile Desc System-maintained. Displays the label associated with the selected attribute set code. System-maintained. Displays the PLU collection code linked to the selected attribute set. System-maintained. The PLU collection description linked to the attribute that the attribute set belongs to displays automatically. Select a size from the drop-down list. If you want to override the PLU profile at the style/location level for only one location with the attribute set, enter the location that you want to affect. If you leave this field blank, all locations with the attribute set will be affected. System-maintained. Displays the name of the selected location. Select a PLU profile code to assign to the selected attribute set. System-maintained. Displays the description associated with the selected PLU profile code. Vendor UPCs tab Vendor UPCs are manually assigned to SKUs. SKUs can have multiple vendor UPCs assigned to them. Vendor UPCs tab Color Code Style/Color description System-maintained. Lists the codes entered for this style in the Colors tab. (regular styles only) System-maintained. Lists a description of each color code. (regular styles only)

148 144 Merchandise Maintenance Vendor UPCs tab Size Category Size Code UPC Number Activation Date Last Activity Date System-maintained. Lists the size category assigned to this style when it was created. (regular styles only) System-maintained. Lists the size codes entered for this style in the Sizes tab. (regular styles only) Enter the vendor UPC. Enter the date when the vendor UPC should become active. System-maintained. The date that this field was last modified. Style Tax Information tab Note: To access the style tax information screen, select Tax Information from the navigation bar in Style Maintenance. A sales tax structure is composed of all sales taxes that apply to goods sold within the jurisdiction. Tax structures are created and assigned to jurisdictions in EDM. This tab displays sales tax structures defined for each jurisdiction where the style is sold. It also shows tax exceptions that apply to the style. All entries in the table are system-maintained. Style Tax Information tab Jurisdiction Tax Type Tax Rate Code Current Rate Identifies the jurisdiction that the sales tax structure is defined for. The type of tax to which a tax rate code is assigned. A tax type can have more than one tax rate code assigned to it. A unique identifier for each tax rate that can be assigned to a tax type. The tax rate currently in effect for the specific tax rate code and tax type.

149 Adding a style 145 Style Tax Information tab Surtax Type Surtax Rate Code Tax Inclusive Exception Level Merchandise Group Code Merchandise Group Description Size Code If a particular sales tax is a surtax, this identifies the tax type upon which the surtax is charged. A unique identifier for the surtax. If this check box is selected, it indicates that this sales tax is included in the jurisdiction's retail prices. If a sales tax exception applies to this style, the level at which the style is affected is displayed here. If a sales tax exception applies to this style at the merchandise group level, the code of the affected group is displayed here. Displays the description of the merchandise group corresponding to the merchandise group code. If a sales tax exception applies to this style at the size level, the affected size is displayed here. Adding a style 1. From the Navigation bar, click Styles. 2. Select Document > New. 3. Enter required information in the New Style window and click OK. 4. Enter required information in the Style Maintenance header. 5. Enter required information in each tab: General Sizes (Regular styles only) Colors (Regular styles only) Vendors Groups Descriptions Attributes Custom Properties Attachments 6. Save your work and click OK. 7. To override PLU profiles at style level: From the Navigation bar, select PLU. Click the Style Overridden PLU Profiles tab. Enter required information. Save your work and click OK. 8. To assign price exceptions and/or mix and match rules to the style (Regular styles only): From the Navigation bar, select Retail. Click each exception level tab and enter required information. Save your work and click OK.

150 146 Merchandise Maintenance 9. To assign vendor UPC codes to the style: From the Navigation bar, select Vendor UPCs. Enter required information. Save your work and click OK. 10. To view information about sales taxes that affect the style: From the Navigation bar, select Tax Information. Packs A pack is a user-defined group of assorted SKUs that belong to the same regular style. Packs allow retailers to order and receive a group of SKUs as a single entity. The pack is then broken down upon receipt or distribution. A pack consists of a header and contents. The header identifies the vendor and style that the SKUs included in this pack belong to. Pack contents list the quantity of each color/size combination (SKU) included in the pack. You can't modify the pack once its status becomes Ordered. Packs can't be deleted manually or made inactive. They are automatically deleted when the associated style is deleted. Pack Maintenance Header Pack code Status Mandatory. System-generated code identifying the pack. The pack code is unique across the entire system, not only for a given style code. Mandatory. The status of the pack is set by the system depending on the status of the purchase order it is added to. New status assigned when the pack is added to the database. Preliminary status assigned when the pack is added to a preliminary purchase order.

151 Packs 147 Pack Maintenance Header Status (cont d) Description Short desc. Vendor pack code Vendor code Style code Pack type Vendor UPC Active Ordered - status assigned when the purchase order that the pack is attached to is flagged as ordered. Received status assigned when the purchase order that the pack is attached to has been received. Mandatory. Unique alphanumeric field that describes the pack, maximum 50 characters. Mandatory. Unique alphanumeric field, maximum 20 characters, that provides an abbreviated description of the pack. Default: first 20 characters of Description. Optional, unique code supplied by the vendor to identify the pack. Mandatory. Identifies the pack's vendor. Mandatory. Identifies the pack's style. Enter a style belonging to the vendor you entered. Style, style/size and/or style/color must be set to Reorderable in the Style Maintenance table in order to be part of a pack. Mandatory. Choose one of the following options: Case Master WMS can assign a case label to a pack that is identified as a case. When this check box is selected, it indicates that a vendor UPC will be required when ordering a pack. When this check box is selected, it indicates that the pack is active and can be assigned to a purchase order. Default: Selected. Sizes Color Code (size labels) Identifies one or more colors that are included in the pack. Identifies one or more sizes that are included in the pack. Enter the quantity of each color/size that the pack contains.

152 148 Merchandise Maintenance Style Lists A style list is a selection of styles grouped together under a single list name. Predefined style lists can be used and referenced in Product Management, Merchandising Analytics, or Price Management. You create a style list and modify its contents through Style Lists. You can choose styles for a list by filtering styles with search criteria, entering styles manually, or both. A style list must contain at least one style, but there is no upper limit to the number of styles that can be included on a list. A style can be added to more than one style list. You can retrieve a style list by querying on one or more of the styles included on it. You can retrieve styles by querying on style lists in Style Worklist or Style Housekeeping. If you use Product Management to delete a style list that was created in another module, that module can no longer retrieve styles by referring to the deleted list. Note: If you delete all the styles that are contained on a particular style list, the style list will also be deleted. Style Lists Name Style code Mandatory. User-defined unique alphanumeric identifier for the list. From 1 20 characters. Can be modified at any time. Mandatory. A unique code identifying a style on the list. Can be added to or removed from a style list at any time. Style List Items Style Description Vendor Code Short description of the style corresponding to this style code. System-maintained. Unique code identifying the primary vendor who supplies this style. System-maintained.

153 Creating a style list 149 Style List Items Vendor Name Vendor Style The vendor corresponding to the vendor code. System-maintained. Style number used by the vendor to identify the style. Systemmaintained. Creating a style list 1. From the Navigation bar, select Style Lists. 2. In Style List Maintenance, place the cursor in the first empty field of the Style Lists frame, type a Name for the list, and press Enter. Style Housekeeping 3. In the first empty Style List Items field, click and run a query. 4. Select one or more styles from the Style Lookup window. 5. Click OK. 6. Save your work and click OK. Style housekeeping allows mass deactivation, reactivation, reclassification and deletion of styles. You create a group of styles to act upon through one of two methods. Use selection criteria in the Query tool. Access a predefined list of styles. If your employee role and position restrict your access to some styles, you can see (and act upon) only those styles that you are authorized to handle. You can change from one employee position to another that you are linked to without logging out of the application. This removes all previously selected styles from the Style Housekeeping worklist so that you can view styles accessible by your new position. Your scoping criteria remain intact until you change their settings. If there are no restrictions on your access to styles, the Change Employee Position function will not affect the Style Housekeeping worklist. Style Housekeeping statuses These statuses are associated with style housekeeping functions. Function Reclassification Deletion Status Pending reclassification Not submitted; Submitted for delete; Delete refused Style reclassification You can reclassify a style within the main merchandise hierarchy or within an alternate hierarchy to which it belongs. To reclassify a style, you remove it from its current lowest level merchandise group and assign it to a different lowest level merchandise group within the same merchandise hierarchy.

154 150 Merchandise Maintenance If one or more styles were not already assigned to an alternate hierarchy, you will be prompted to assign them to the alternate hierarchy target group following reclassification of the other styles. When you reclassify more than one style at a time, all styles must move to the same target merchandise group. It is not necessary that they come from the same source group. After you assign a style to be reclassified and until the process has successfully completed, it is flagged as pending reclassification. A style that is already pending reclassification can't be assigned to be reclassified. Style reclassification can affect large segments of your merchandising database, so it is run only as a batch process during the system's off-peak hours. Reclassification is carried out by a Pipeline segment. If your installation includes Merchandising Analytics and/or Stock Ledger, you have the option to move its history with the style when it is reclassified. If these modules are not installed, style history will not be moved. In Merchandising Analytics: Reclassification updates the main and all alternate merchandise hierarchies where the style has been assigned. The style's on order and current on hand values move from the old merchandise group to the new one. If the style history is moved, the amount (All history or Open GL periods only) is determined by a system style parameter set in EDM. In Stock Ledger: Reclassification updates only the main merchandise hierarchy. The style's current on hand value moves from the old merchandise group to the new one. If the style history is moved, only open GL periods will be moved. Reclassify style(s) Merchandise hierarchy Merchandise group MA history to move Mandatory. The name of the hierarchy that the style is to be reclassified to. Mandatory. The name of the merchandise group that the style is to be reclassified to. System-maintained. Used only if Merchandise Analytics has been installed. Indicates how much history to move with the style in MA when it is reclassified. Options include All history Open GL periods only This option is set in EDM system style parameters.

155 Reclassifying styles 151 Reclassify style(s) Move history Select this check box to move the style history when the style is reclassified. If Merchandise Analytics has been installed, the amount of history that will move is indicated in MA history to move. If Stock Ledger has been installed, only open GL periods will be moved. Reclassifying styles 1. From the Navigation bar, select Style Housekeeping. 2. Select Table > Data > Query and retrieve a group of styles. 3. In the Style Housekeeping worklist, select the styles to reclassify. 4. Select Table > Actions Reclassify Style(s). 5. In Reclassify Style(s), do the following: Select a target Merchandise hierarchy. Select a target Merchandise group. If necessary, clear the Move history check box. Click OK. 6. At the prompt, click Yes. 7. If prompted to add one or more styles to an alternate hierarchy, click Yes. Style deletion Styles can be deleted in Style Housekeeping. If your employee role and position limit your access to some styles on the list, you can delete only those styles that you are authorized to handle. A style can't be deleted if it is pending reclassification. You have the choice of deleting styles immediately, or of scheduling them to be deleted at a later time. Style deletion is carried out by a Pipeline segment. Deactivation Before a style can be deleted, it must be made inactive by clearing its Active check box. An inactive style can't be assigned to Merchandising transactions (with the exception of price change documents, for the purpose of liquidating inventory). An inactive style can be deleted immediately or submitted to be deleted on a specified date. If the style is awaiting later deletion, its delete status is set to Submitted to delete. A style that has been submitted for deletion can be modified at any time to Not submitted. A style can be deactivated at any time to be reactivated later. You are not required to delete a deactivated style. If a style that is already on an existing purchase order is set to inactive, it will be treated as an active style on that PO. That is, you can still modify the quantity on order, save, approve and submit the existing PO. The inactive style can't, however, be added to a new PO or to a new PO line on an existing PO. If a style that is already on an existing inventory document is set to inactive, changes are permitted to the document but the inactive style can't be added to an existing or new inventory document. Verification

156 152 Merchandise Maintenance Just before an inactive style is to be deleted, the system puts it through a verification process to ensure the following: The style is not assigned to a merchandise group that is pending reclassification. The style is not referenced on any current Merchandising document (i.e., purchase order, PO receipt, transfer, etc.). The transactional database contains no on hand references for any of the style's SKUs in any location, regardless of their inventory status. The transactional database contains no on order references for any of the style's SKUs in any location. The transactional database contains no allocation references for any of the style's SKUs. Deletion fails If a delete request fails, the style's delete status is set to Delete refused. If the style had been submitted for deletion at a later date, the delete date is reset to Null so that the request won't be resubmitted. The Delete Refused log (Product Management Reports) records all reasons for the failure against the date stamp of the delete request. If a subsequent delete request for the style also fails, the previously-recorded entry in the log will be overwritten. The Delete Refused log retains information only about the most recent unsuccessful attempt to delete the style. A style with delete refused status can be modified at any time to Not submitted. When this is done, all references to the style are removed from the Delete Refused log. Deletion succeeds If the style meets the deletion criteria, then the delete request succeeds. Characteristics assigned to the style, such as colors, sizes, attributes, custom properties, and PLU profiles, are removed from it. The style and related information (SKUs, UPCs, prices, packs) are removed from the database and the style deletion is logged to the audit trail. Note: If you delete all the styles that are contained on a particular style list, the style list will also be deleted. Deactivating styles Reactivating styles You must deactivate a style before you can delete it. 1. From the Navigation bar, select Style Housekeeping. 2. Select Table > Data > Query and retrieve a group of active styles. 3. Select one or more active styles to deactivate. 4. Select Table > Actions > Make Inactive. An inactive style can't be reactivated if its delete status is Submitted for delete. If its delete status is any other value, it can be reactivated at any time. 1. From the Navigation bar, select Style Housekeeping. 2. Select Table > Data > Query and retrieve a group of inactive styles. 3. Select one or more inactive styles to reactivate. 4. Select Table > Actions > Make Active.

157 Deleting styles 153 Deleting styles Resetting delete status 1. From the Navigation bar, select Style Housekeeping. 2. Select Table > Data > Query and retrieve a group of inactive styles. 3. In the Style Housekeeping worklist, select one or more inactive styles to delete. 4. To delete styles immediately, do the following: Select Document > Delete. At the prompt, click Yes. 5. To schedule styles for deletion at a later time, do the following: From the Table > Actions menu, select Schedule Delete. Select a date from the calendar in Schedule deletion for. Click OK. When a style has a delete status of Delete refused, you can reset it to Not submitted. 1. From the Navigation bar menu, select Style Housekeeping. 2. Select Table > Data > Query and retrieve a group of delete refused styles. 3. Select one or more delete refused styles to reset. 4. Select Table > Actions > Reset Delete Status.

158 154 Merchandise Maintenance

159 7 PLU Updates Merchandising uses PLU ( Price Lookup ) files to provide price and item information to a cash register or any point of purchase device. Enterprise Data Management, Product Management, Infobase and Price Management feed style, location and price information to the PLU management system. Any addition to, modification to, or deletion of this information triggers the system to generate or update PLU files. These files are then sent to the specified store locations during nightly polling. As system administrator, you ensure that new locations have been correctly defined so that they will receive PLU files. From time to time you may also need to regenerate PLU files for a location or resend backup files. When styles are added to the merchandise hierarchy, you may need to verify that they have been correctly assigned to PLU collections and profiles. Changes in Location and Merchandise Hierarchies When you make changes to the location or merchandise hierarchy, you need to be aware of the following issues concerning PLU files. Creating locations For each location that you create: If your stores operate in languages other than the default company language, ensure that the location's language of operation is correct. This is necessary if style and merchandise group descriptions defined in other languages are to be sent to the appropriate locations. If the store should belong to a pricing group, ensure that it is added to the group. Assign a PLU location OWNRSP attribute set. Note: Do the following only when the store is ready to "go live" with PLU. Select a register type. Enter a polling reference. For NT Polling, this number must match the store number. For Unix Polling, this number is the download call file number. If the store will use an offline inventory management system, select the Offline inventory management check box. Select the Generate PLU file check box. See the PLU Management System User Guide for detailed information about PLU settings for store locations.

160 156 PLU Updates Updating PLU files Creating new styles PLU profiles linked to attribute/attribute sets and a level on the merchandise hierarchy in the PLU Profile Linking table are inherited by styles belonging to these levels along with the values for each setting. If necessary, you can override any inherited profile code for a given style in the PLU Profiles screen in Style Maintenance. PLU profiles can be overridden at the style/location or style/color level in the Style Overridden PLU Profiles tab. Ensure that PLU profiles have been correctly assigned, since they often prove to be the cause if a problem occurs while updating PLU files. See the PLU Management System User Guide for detailed information about PLU settings for styles. Generate PLU files for a new store Ideally, the new store should be added to a pricing group before it receives stock from IM. This ensures that its database will contain the same pricing information as other stores in the group. When the location record has been completed with all required PLU information and the location is ready to "go live", generate its PLU files. Generating PLU files for a new store 1. In Location Worklist of Enterprise Data Management, open the location record. 2. On the General tab, select Generate PLU File. 3. Save and click OK. Merchandising will generate and send the PLU files. Change a store's pricing group When a store is added to a pricing group after receiving stock, or is moved from one pricing group to another, information about the group's price exceptions and changes is not retroactively updated for the store. To ensure that a store database contains current information for its new pricing group, update its PLU files. Updating PLU files after a store changes pricing groups 1. Create a new pricing group for the one store only. 2. Copy the PLU files from the correct pricing group. 3. In the copies, modify the pricing group code to the new pricing group, and issue them. 4. Confirm that the copied files have updated the store database. 5. Remove the store from the new pricing group and add it to the correct pricing group. Going forward, the store will receive the same updates as the rest of its pricing group.

161 Regenerate PLU files 157 Regenerate PLU files You can regenerate all the PLU files for a location in the event of a POS system failure. All files will be regenerated (Department, PLU, Promotions and Cross-Reference). Individual files cannot be regenerated separately. You select the location, as well as the merchandise group or hierarchy level, for which files are to be generated. If you select the Enterprise level, a complete set of PLU files is generated, overwriting any existing files for the specified location. If you select another level, the PLU files will be updated with information only for styles belonging to the selected merchandise groups. Regeneratin g PLU files 1. From the Navigation bar in Enterprise Data Management, select General > PLU > Regenerate PLU Files. 2. In Merchandise Group Code, select one or more groups. 3. In Location Code, select one or more locations. 4. Save and click OK. Note: After PLU files are generated during the scheduled Pipeline processes, the entries are deleted from this table. Review/Resend PLU Backup Files Before the four PLU files (Department, PLU, Promotions and Cross-Reference) are moved to the Unix/NT polling machine for download to locations, a backup is made of each file. Backup files are kept in designated folders for a period defined in EDM PLU parameters, after which they are automatically deleted. In the event of a communications failure, you can view current backup files through Review/ Resend PLU Backups, and resend the appropriate files to the affected locations. Resend Poll Backups Locations File types As of Backup file directory Backup File Names for Resend Enter the locations whose PLU files you want to view. Select the file types that you want to view: PLU (permanent prices).plu file Promotions.prom file Departments.dept file Cross-reference (UPCs).x-ref file All file types are selected by default. The date as of which backup files will be displayed. The location of the backup file as defined in the EDM parameters. The list of files that you selected to view in this table.

162 158 PLU Updates Reviewing and resending PLU backup files 1. From the Navigation bar in Enterprise Data Management, select General > PLU > Review/Resend PLU Backups. 2. Select locations whose PLU files you want to view: To Do this Choose one or more locations from a lookup list Search on the locations hierarchy h) Click Location Lookup. i) Select the location whose PLU backup files you want to view from the list and then click OK. a) Click Hierarchy Locations. b) In the Hierarchy Locations window, select the Hierarchy name from the list. c) Click the location group containing locations whose PLU backup files you want to view. All the locations belonging to the location group that you selected display in the Available Locations box. 3. Clear the appropriate check box for any File types that you don't want to display. 4. In As of, select a date from which to view PLU backup files. 5. Click Review to display files in the Backup File Names for Resend table. 6. From Backup File Names for Resend, select one or more files and then click Resend. Style Resend d) Select one or more locations and then click. e) Click Add Locations. The Style Resend function allows you to resend information about specific styles to the locations that carry them. This may be necessary if style information such as the description, colors or mix and match codes are modified. The PLU file (permanent prices) and cross-reference file (UPCs) are re-sent by this function. Note: Only permanent prices can be re-sent using Style Resend. To resend a promotion price, you must end the promotion and issue a new one. Resending style information 1. From the Navigation bar of Enterprise Data Management, select General > PLU > Style Resend. 2. Retrieve the styles that you want to resend. The styles you retrieve display in the Styles to resend list. 3. Select the styles that you want to resend and click Resend. The styles have been sent to the EDM replication queue. To see the styles in the queue, click Review.

163 8 Managing Jobs with Server Manager You can use Server Manager in Services Administration, installed with Foundation, to manage the following jobs in Merchandising: Allocation & Replenishment Auto-Delete/Release distributions Generate size scales Generate min/max profiles Pick review Vendor review Generate sales forecasts Calculate lost and extra sales Generate seasonal indices Adjust lost and extra sales Generate store shipments Ranking group import Purchase Order Management Cancel POs (by system) Delete Canceled and Preliminary POs Export EDI POs to XML format Import POs from XML format Import Style Costs from.go file PO Cost Modifications PO Mass Modify Unconfirmed on order calculation Inventory Management Physical Inventory Queued Count Processor E9 Financials Merchandising Financials - Send MSMQ XML Product Style Mass Modify Interface to Enterprise Selling Nsb.EnterpriseSelling.GenerateRefreshFiles.exe Nsb.EnterpriseSelling.SendInventoryMovements.exe Nsb.EnterpriseSelling.RemotingHost.exe.config EDM Nsb.EnterpriseDataManagement.EmployeeImportProcess.exe Jobs can be added, set to run periodically, and triggered to run immediately. Note: For additional information about using Server Manager, see Services Administration 8.2 Setup and User Guide.

164 160 Managing Jobs with Server Manager Configuring Jobs The Connected Retailer Server Job is a generic job type that runs using Foundation's.NET Services, including security authentication. It can perform a variety of functions, but in this version of Merchandising it executes twelve jobs within A&R and POM. Configuration files for all jobs must contain connection information for the Foundation database. Configuration files for A&R must contain an SqlBatchMode value indicating to Foundation database classes how to execute batches of SQL statements. Possible values are Binding, ParameterSql and NoParameterSql. A&R job configuration files must also contain a NumberOfThreads value indicating the number of pooled threads on which the job will execute. POM jobs require certain additional configuration information, as indicated for each job. Nsb.Purchasing.OrderExport.Exe This job exports purchase orders from the Merchandising system into an XML data file. The configuration file must contain an ExportFolder value that indicates the location of the export file. Nsb.Purchasing.OrderImport.Exe This job imports purchase orders into the Merchandising system from an XML data file. The configuration file must contain an ImportFolder value that indicates the location of the import file. It must also contain an ImportBluePrint value that indicates a filename and path containing the blueprint mappings of the import process. Nsb.Purchasing.POCancellationScheduler.Exe This job periodically scans all purchase orders in the Merchandising system and cancels those that satisfy PO cancellation parameters. PO cancellation parameters are set up in Enterprise Data Management. Nsb.PurchasingPOCostModsProcess.Exe This process allows the modification of costs for existing styles as well as all POs. Unlike the style import that only updates the style's cost, this import will update both the style's costs and PO costs (thus affecting on-order cost in Infobase for the balance on-order). The Nsb.Purchasing.POCostModsProcess.exe.config must contain the "ImportFolder" key. The value indicates import file location. Nsb.Purchasing.PODeletionScheduler.Exe This job periodically scans all purchase orders in the Merchandising system and deletes those that satisfy PO deletion parameters. PO deletion parameters are set up in Enterprise Data Management.

165 Nsb.Purchasing.UnconfirmedOnOrderCalculationsScheduledProcess.exe 161 Nsb.Purchasing.UnconfirmedOnOrderCalculationsScheduledPro cess.exe Nsb.Purchasing.UnconfirmedOnOrderCalculationScheduledProcess.exe reads from on order Sourcing PO's tables and populates unconfirmed on order tables in the MA database. The configuration file must contain an SqlBatchMode value indicating to Foundation database classes how to execute batches of SQL statements. Possible values are Binding, ParameterSql and NoParameterSql. It must also contain a NumberOfThreads value indicating the number of pooled threads on which the job will execute and a MerchGroupBatchSize indicating the number of records to be calculated in one batch when the calculation of unconfirmed on order is at the merch group level. Nsb.Purchasing.POMassModifyExe.exe Job to periodically scan through all the PO Mass Modification jobs in the system and to modify all the POs in the job that satisfy the mass modify parameters, and check if the job s status is pending. The mass modify parameters are set up in the PO Mass Modify Wizard. Nsb.Product.StyleMassModifyExE.exe Job to periodically scan through all the Style Mass Modification jobs in the system and to modify all the styles in the job that satisfy the mass modify parameters, and check if the job s status is pending. The mass modify parameters are set up in the Style Mass Modify Wizard. Nsb.AllocationReplenishment.VendorReview.Process.Exe This job creates purchase orders and distribution documents based on store demand. Nsb.AllocationReplenishment.ScheduledJob. GenerateMinMaxProfilesUsingWOSProcess.Exe This job creates min/max profiles for items by location, based on weeks of supply. Nsb.AllocationReplenishment.SystemGenerateSizeScale.Proces s.exe This job determines the distribution of styles by size and color to the locations that will receive them. Nsb.AllocationReplenishment.Review.SystemProcessDistributi onprocess.exe This job processes existing distribution documents, and deletes or releases them as appropriate. Nsb.AllocationReplenishment.Review.PickReviewProcess.Exe This job calculates store demand and creates distribution documents based on warehouse on hand.

166 162 Managing Jobs with Server Manager Nsb.AllocationReplenishment.RankingGroupImportProcess.exe This job imports externally-prepared location ranking groups into the Merchandising system from an xml or csv file. Nsb.AllocationReplenishment.GenerateStoreShipmentsSchedul edprocess.exe This job creates store shipments for selected distributions, relieving the warehouse of the allocated inventory, and moving it from the warehouse to a store. It is executed on the specific date that you specify in A&R as part of the normally scheduled jobs for the day. Nsb.AllocationReplenishment.GenerateStoreTransfers.exe This job creates store transfers for selected distributions. It is executed on the date you specify with the normally scheduled jobs for the day. Nsb.Forecasting.GenerateSalesForecastScheduledProcess.exe This job runs sales forecasts according to the parameters defined in the Sales Forecasts Schedules. Nsb.Forecasting.AdjustLostAndExtraSalesScheduledProcess.ex e This job posts lost and extra sales figures for the style and merch group based on the results of the Nsb.Forecasting.CalculateLostAndExtraSalesScheduleProcess.exe scheduled job. Nsb.Forecasting.CalculateLostAndExtraSalesScheduledProcess. exe This job determines if a SKU/location/week combination had out of stock days, lost sales due to an out of stock condition or extra sales due to a promotional event. Nsb.Forecasting.GenerateSeasonalIndicesScheduledProcess.ex e This job generates seasonal indices based on sales history for each seasonal profile group/location/year for which Generate Indices has been selected. It uses definitions created in Generate Seasonal Indices. Typically, it is run annually after year-end sales figures have been posted. SubmitIMRDProcess.exe This job submits IMRDs that the user has selected. Nsb.Inventory.DeleteIMDocuments.ScheduledProcess.exe This job periodically scans all IM documents in the Merchandising system and deletes those whose status is "Cancelled" and those whose status is "Received" with a received date that satisfies IM document deletion parameters. These parameters are set up in Enterprise Data Management.

167 PIQueuedCountScheduledJob.exe 163 PIQueuedCountScheduledJob.exe This job imports the counts that were submitted through the Send File for Offline Import action in Physical Inventory allowing counts to be batched, rather than imported on the fly. Nsb.Merchandising.Financials.exe This job processes the text files output from Segments 7000 and and creates xml files for input to E9 Financials, and moves vendor information from source to destination queues for interfacing from E9 to Merchandising. It can run no more than 4 times an hour, 24 hours a day, so can be regularly scheduled to run every 15 minutes or at greater intervals. It CANNOT run more frequently. Nsb.EnterpriseSelling.GenerateRefreshFiles.exe This job retrieves data from EDM & PROD, places them into Enterprise Selling data feed files, and sends them down to Enterprise Selling on a nightly basis. The files are Outlet Refresh, SKU Refresh, Outlet-SKU Cross Reference, Outlet Group Refresh, Outlet Group Cross Reference. Nsb.EnterpriseSelling.SendInventoryMovements.exe Enterprise Selling requires that On-Hands be updated throughout the day so that customer order reservations can be based on real-time information. This avoids reserving items that have already been sold during the day or are in process of being transferred and allows ES to take into account shipments that have been received during the day. This job calls an Enterprise Selling web service to send down the inventory movements to Enterprise Selling. Once initiated, this job will publish the net effect of the inventory movements for each sku/location since last generation. Nsb.EnterpriseSelling.RemotingHost.exe.config The Nsb Enterprise Selling Remoting Host web service notifies Merchandising that a merchandise item is reserved for a new customer order or un-reserved due to a cancelled customer order at a fulfillment location. The service can be called from Enterprise Selling or a third application on a remote machine to reserve/un-reserve a merchandise for a location in InfoBase. Nsb.EnterpriseDataManagement.EmployeeImportProcess.exe The Employee Import job interfaces employee data from a third party system to Merchandising, CRDM and POS. It requires that parameter DoNotSendEmployee be set to 1 in Pipeline segment 1003 if it is to be executed. Note: Additional information about Scheduled Jobs can be found in the Merchandising Job Management Reference Manual.

168 164 Managing Jobs with Server Manager Scheduling Jobs Server names will vary from one Merchandising installation to another. The following instructions assume that Foundation is installed on a machine named FOUND, and that the Merchandising server is named Merch. Accessing the Job Scheduler 1. Launch Epicor Retail and on the Applications screen, click Services Administration. 2. On the Server Management tab, click Job Scheduler. 3. Click the FOUND dropdown and click Details to view the machine setup and status. 4. Select Merch to display a list of all jobs on the server and ensure that its status is Active - the traffic light is green..

169 Add New Job window and Job Info tab 165 Add New Job window and Job Info tab To add a new jobs: 1. Click Add New Job and enter the name of the job you want to add. 2. Then select the type of job. The scheduled jobs for POM, A&R, Physical Inventory and Product Management are Connected Retailer. 3. Click OK. The Details window for the job appears: 4. Enter the appropriate information for your job. Information required in the Details fields varies, depending on the job type selected. This chapter describes only information required for jobs of type Connected Retailer job. Specific settings, such as the file name component of Command Line, for individual jobs are listed below. Job Info tab Active Job Name Command Line Username Password / Confirm Password Select this check box to activate the job; otherwise, it will not run. User-defined description that identifies the job. Full path and file name of the job to be run. To create a scheduled job for order import, for example, you enter a command line similar to this: C:\Program Files\NSB Group\Merchandising 3.0\Purchase Order Management\Client\ Nsb.Purchasing.OrderImport.exe The actual path will vary, depending on where the files were installed on your machine. Name of the user to be used to authenticate the job. For more information about users, see Services Administration User Guide. Password of the user to be used to authenticate the job. Enter the password a second time to confirm that it is correct.

170 166 Managing Jobs with Server Manager Job Info tab Company Id Max. number of threads Unique numeric identifier for the company to be used to authenticate the job. For more information about companies, see Services Administration User Guide. Enter the maximum number of asynchronous server threads that can run simultaneously for this one job. The value depends on processing demand on the server. Next Job to perform Enables the job to be linked to another job. Select a job from the drop-down list. When the current job is complete, the selected job will execute, even if it is on an inactive server or the Job Shelf, or has inactive status. 5. Use the Schedule tab to define a schedule for running the job. It is also possible to force a job to run immediately from this tab. Job Schedule tab Set number of execution times Number of times to execute Number of times actually executed Set the time of the Job Start date/time End date/time Next date/time Interval (count) Select this option if you want the job to run a specified number of times. This option is also used if you need to run a job immediately. Enter the number of times that the job should run. This value must be higher than Number of times actually executed; otherwise, the job will not run. System-maintained. Indicates how many times the job has already run. Select this option if you want the job to run on a specific schedule. The date and time that the job is to run. Click the parts of the time or the day and year to change them. Select to set a date/time that the job is to cease running. Click the parts of the time or the day and year to change them. System maintained. The date/time that the job will run next. It is set when you save a job schedule and reset each time that the job runs. The number of intervals to elapse between occurrences of the job. Works with Interval (type). If a job is to run every 3 hours, this value would be 3.

171 Add New Job window and Job Info tab 167 Job Schedule tab Interval (type) The type of interval to elapse between occurrences of the job. Works with Interval (count). Select one of the following from the list: Minutes Hours Days Weeks 6. On the Date tab, you can identify specific days and periods when you don't want the job to run as scheduled. Clear the box corresponding to each day, date, month or week when the job should not run. For example, to prevent the job from running on Saturdays and Sundays, clear the boxes for Saturday and Sunday in Days of Week. 7. On the Time tab, define one or more periods within a 24-hour day when the job should run. For instance, to run a job only between 10:00 pm and 3:00 am, define two periods, one from 10:00 pm to 12:00 am and the other from 12:00 am to 3:00 am. Periods when the job will run are indicated on the 24-hour clock graphic; yellow indicates morning periods and blue indicates evening periods. Click Add to enter a timeframe, then click Update to save the change and update the graphic. The times you define are shown in green around the inside of the clock.

172 168 Managing Jobs with Server Manager 8. On the Trace tab, define whether you want the error and execution trace files to be saved and what information they should contain. 9. Save your definition. Scheduling a job Running a job immediately 1. Click the Job Schedule tab. 2. Select Set the time of the Job. 3. Enter a Start date/time to set the first time to run the job. 4. Set an Interval count and Interval type. 5. If required, enter an End date/time to set the final time to run the job. 6. If required, click Date and/or Time and do the following: In Date, clear the box for each day, week and/or month when you don't want the job to run. In Time, click Add and enter a Start Time and End Time for each period when you want the job to run. Then click Update. 7. Save your changes. 1. Click the Job Schedule tab. 2. Click Set Number of Execution times. 3. Press F5 to refresh job status. 4. Set the value in Number of time to execute one higher than the value in Number of times actually executed. 5. Save your changes. 6. Monitor the status of the job by pressing F5 periodically. When the white job icon in the server list turns green, the job is currently running. This indicator can lag the actual start of the job by a few seconds, because the refresh rate may be slow. When the Number of time to execute is the same value as Number of times actually executed, the job has completed. If the job was successful, the job icon returns to its original color. If it turns red, an error occurred. To view the error, click Last Execution Trace and Last Execution Error from the Navigation bar.