Features Flash. September 26, 2012 entrée version entrée.net version Electronic Order Pad Electronic Warehouse Manager entrée.

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1 Features Flash September 26, 2012 entrée version entrée.net version Electronic Order Pad Electronic Warehouse Manager entrée.dot entrée NECS, Inc. (C) Copyright 2012 All Rights Reserved 1

2 Table of Contents entrée Version Features Create / Change Invoice Invoice Date Change on Non-Blank Invoices 3 View / Edit Customer Notes from Ordertaker Call List 3 Release AP / AR Market & Landed Cost Calculation Options Added to Release from Accounts Receivable 4 Document Printing By Order Source 4 System Option #179 - Allow Promotions to be Applied to Credit Items 5 Create / Change Purchase Order P.O. Feature Enhancement 6 Report Updates Updated Gross Profit Calculations for Bill Backs 7 Aging Report - New Overdue By and Days Old Column Options 7 Commodity Report Calculations 7 Below Cost Report Tran Code 8 New Inventory Usage Action Report 9-14 entrée.net / Electronic Order Pad (EOP) Export from entrée to Include Unprinted Invoices 15 NET Scheduler Detects Large File Support and FoxPro Salesperson / Broker File Option - Receives Data From All Salespersons 15 Electronic Warehouse Manager (entrée.ewm) Product Recall Report Updated for entrée.ewm 16 entrée.net Version & Electronic Order Pad Features entrée.net System Options Allow Registration Request on Login Page 17 Allow Salesperson to View Contact Manager 18 Display Price Change Indicator 18 Electronic Order Pad (EOP) entrée.dot New Order Status Screen Replaces Online Orders Screen Viewing entrée.doc Scanned Invoices Viewing entrée.doc Scanned Invoices in Order Status 21 Viewing entrée.doc Scanned Invoices in Dashboards 22 Viewing entrée.doc Scanned Invoices in Customer Account Inquiry 23 Viewing entrée.doc the Scanned Invoice from View Invoice 24 Viewing the entrée.doc Scanned Invoice 25 New Scan for Invalid Inventory Items Utility 26 About NECS 27 2

3 Create / Change Invoice entrée Version Features Invoice Date Change on Non-Blank Invoices The requirement that the invoice document be "blank" (no line items) to change the Invoice Date value has been removed from entrée. The design of Invoice dialog has always "locks" prices once a line item has been added to the invoice. Promotions will be re-calculated as needed for those line items in the invoice. View / Edit Customer Notes from Ordertaker Call List When you access the Ordertaker Call List (phone icon on the right) in Create Invoice the Ordertaker Call List dialog will have a Notes button. Now you can view and edit customer notes to keep on top of any new information about the customer and add any new information to the notes record. Just select a customer in the Ordertaker Call List. Then click the Notes button to open the Edit Customer Notes dialog and get up to speed on the customer and add any new notes. 3

4 Release AP / AR Market & Landed Cost Calculation Options Added to Release from Accounts Receivable In the Release from Accounts Receivable process the options for the Calculate costs using drop down menu was enhanced with the addition of Market Cost and Landed Cost in addition to the current Base Cost or Real Cost options. This change will provide you with more flexibility and the ability to match the cost type used in the entrée Inventory file. entrée Version Features Document Printing By Order Source When printing Invoices, Sales Orders, Loading Sheets and Bills of Lading in entrée you now have the ability to filter what documents are printed using the new "Order Source" drop down menu. For example, you can now print invoices for only your Electronic Order Pad orders, or Loading Sheets for just your entrée.dsr laptop orders. Located at the bottom of the print dialog window, select a specific "Order Source" option for your print processes. Print Invoice Order Source options: Print for all order sources. entrée entrée.dsr - Laptop software for Salespeople entrée.net / Electronic Order Pad entrée.net Only - Online Catalog & Ordering System Electronic Order Pad Only - ipad software for Salespeople 4

5 entrée Version Features System Option #179 - Allow Promotions to be Applied to Credit Items This new system option will allow Promotions to be applied to Credit Memos and to credit items on Invoices. This option will allow a credit memo to calculate promotion credits based on a current running promotion, the date of the credit memo and other factors which determine if a promotion is qualified. This system option will be useful if the original invoice included promotions and you need to provide the corresponding promotional credits on the customers credit memo. 5

6 entrée Version Features Create / Change Purchase Order P.O. Feature Enhancement For your convenience an P.O. button has been added to the Create Purchase Order screen. The P.O. process has been updated so it will force a "save" operation on the current purchase order document to make sure that all pending changes have been saved to the files. Clicking the P.O. button in Create Purchase Order is equivalent to clicking the "OK" button at the bottom of the screen. The updated process will flow like this: 1. You will be prompted to save the document any time you click the P.O. button. 2. The Purchase Order will be saved. 3. A PDF will be generated. 4. Your will be sent. 5. The remainder of the "save new Purchase Order" process will run. It will include prompting you to add any Supplemental P.O.'s. 6. Finally the P.O. Updated dialog (right) will ask if you would like to print a hard copy of the Master P.O. 6

7 Report Updates Updated Gross Profit Calculations for Bill Backs In the entrée Ré3 reporting system the calculation of Gross Profit value has been adjusted to account for the amount which is deducted from Base Cost whenever a Bill Back is applied. In the Ré3 reporting system access the Gross Profit Configuration dialog using this icon. entrée Version Features In the Gross Profit Configuration dialog (right) the Bill Backs option is checked by default. AP Aging Report Updates New Overdue By and Days Old Column Options 1. Added the "Overdue By" column option which is calculated using the date of the payable and the Ending Date of the report. If the Ending Date of the report is blank then the current entrée Working Date is used for the calculation instead. 2. Added the "Days Old" column option which is calculated using the date of the payable and the Ending Date of the report. If the Ending Date of the report is blank then the current entrée Working Date is used instead. If the calculated value is negative (the payable is dated in the future) then "Days Old" will be displayed as zero. Note: "Overdue By" and "Days Old" can only be calculated when running the Detail style of the report. Report styles are located in the Miscellaneous Options section of the General tab in the Ré3 reporting system. Commodity Report Calculations When you insert the "Unit Profit" field in this report the field will now include calculations for items which have had a Bill Back deducted when they were sold. 7

8 Report Updates Below Cost Report Tran Code A new "Display all items sold below current Minimum Sell Price" option has been added which will list any item which was sold below Minimum Selling Price regardless of whether it was below cost or below the minimum profit margin. entrée Version Features To provide you with the reason why a given item is listed on the report a new "Tran Code" field has been added to the Layout screen. You must insert the new "Tran Code" field into a data row if you would like it to appear in your report. Tran Code values are: BC - When the item was sold below cost. GP - When the item was not sold below cost, but was sold below the defined Profit Margin. MS - When the item was not sold below cost and was not below the minimum profit, but was sold below Minimum Selling Price. 8

9 Report Updates New Inventory Usage Action Report entrée Version Features NECS has developed a new Inventory Usage Action report which will become a powerful tool for food distributors who want to track their sales and use this information to manage purchases from their vendors. This new report combines the features of the Commodity and Buyer s Stock Status reports. The Inventory Usage Action report will provide you with a snap shot of sales and usage data for each of your line items over a defined period of time. Period averages and vendor running totals will assist in the management of your inventory and buying. Usage calculations and order amount numbers generated in the report will become a valuable tool to assist your Buyer. The Inventory Usage Action report will generate sales figures for the six previous periods and you have the option to include the current period for a total of seven periods. There are many new report options and exclusions that have been built into the entrée Ré3 report generating system, so you can customize this report to meet your specific business requirements. An overview of the report and the major features available to customize the report will be covered in the next few pages. 9

10 Inventory Usage Action Report Overview In the report item section sample below you see the information generated for a single line item for the primary vendor. The vendor number and vendor name start their section of the report. The item number and item description headers are next. There will be a section for each line item you purchase from the vendor. For each line item the inventory detail information selected to display using the Vendor & Item Detail section is displayed. The Vendor & Item Detail information can be customized to show only the information important to your business needs. Next the sales information for the item during the reporting period is listed with the customers, sales activity and totals for each period. Below the sales is an analysis of the line item usage which includes the following information: Period Average Usage (where period is Quarterly, Monthly or Weekly), Status which is either a value of OVERSTOCK or Required, Future Needs with case and weight information and ACTION which will be blank for overstocks or ORDER for required items. See the item image above and the image here for both examples. If the Vendor Running Totals option is checked, it will be added below each item s period averages. At the end of each vendor s section are the Vendor Sub-Totals for each period and the Vendor Order Totals. At the end of the report are the Report Totals for each period. 10

11 Inventory Usage Action Report General Tab Overview The report generator is accessed in entrée using menu path: Reports > Purchase Orders > Inventory Usage Action. The General tab screen will be displayed when it opens. The General tab features are used to customize your report. Then use the Preview Layout tab to view the report with your customizations. Dates Section Report Ending Date: Use the keyboard or drop down calendar tool to select the ending date for your report data. Note: This date may be modified by the report generator to correspond to the proper end date for the Period Length selected in the Report Options section. The Periods Length options are Weekly, Monthly or Quarterly. More detailed information about how ending dates are used is explained in the Period Length topic on page

12 Miscellaneous Options Section Show For: Exclude Options Section Inventory Usage Action Report General Tab Overview Select the items you want to generate the report for. All Items Reorder Only Overstock Only Use Company: Ship to - Uses the Ship To company name for the customer. Bill to - Uses the Bill To company name for the customer. The information for Use Company comes from the entrée Customer File Maintenance Bill To / Ship To tab. Check the option to omit the specified entrée data and items from the report. Exclude inactive items - Items marked inactive will not be included. Exclude inactive customers - Customers marked inactive will not be included. Exclude non-printed invoices - Invoices that have not been printed will not be included. Exclude credit queue invoices - Invoices in the credit queue waiting for approval will not be included. Exclude special order items - Any items defined as special order items will not be included. Report Options Section Run For: All Vendors - All vendors in the entrée system. Primary Vendor - Only the Primary Vendor on the Vendor tab of the Inventory File will be used. 12

13 Report Options Section Inventory Usage Action Report General Tab Overview Period Length: Weekly - Uses a period of Monday to Sunday and the report system will advance the ending date to the upcoming Sunday and work back a week at a time. Monthly - Generates from the first to the last day of the calendar month. The ending date is advanced to the last day of the current month and then goes back for 7 months. Quarterly - Uses 3 calendar months for each period. The report will be advanced to the last day of the current period and work back to show up to 21 months of sales data. Calculate Usage For: Enter the number of weeks of data to be used for the usage calculations for each line item. Usage data will tell the buyer whether to hold or buy more of the item. Check the option to include it in the usage calculations: Include on order quantity in future usage calculations. Include current period in future usage calculations. Print running totals for vendor - Calculates and adds the results of the vendor running totals to the report. Vendor & Item Detail Section Use the scroll bar to view the list of available columns for the report. Check the columns you would like included in the report. Use the tools to customize the report fields. Up / Down Arrows - Used to change the order of checked items in the list. Select a field then click an arrow icon to move it up or down in the list to order your report columns. Refresh - Moves all checked fields to the top of the list. Field Options - Opens the Field Options dialog so you can edit field size, titles, etc. Add Field - Adds a new field to the report like a blank column for writing in. For example: You can add a blank field with space to write your Buy / Hold numbers for each line item. Delete Column - Select a field you added and use this tool to remove it from the list. Group Report By Warehouse Reference Check the box to group the report by warehouse reference. Whse Ref is defined in entrée on the Warehouse tab in Inventory File Maintenance. Note: Only for use by companies who have purchased entrée.mw, the Multi Warehouse add-on module. 13

14 Font Settings: Inventory Usage Action Report General Tab Overview Font, Font style, Size, Effects, Color and Script are options available to customize the format of the Vendor Detail, Item Header and Item Detail areas of your report. Select an area in the Font Settings area and the Font dialog box will open. Here you will customize the way the information will look in the selected area of the report. In the example here Vendor Detail and Item Header area were for customized. In the Font dialog the size, style and color were changed and an underline effect was added. The Sample area will show a preview of what the font will look like with your changes. When you click OK and return to the General tab you will see that in the Font Settings area (top image) the Item Header text has the font customizations. If you click Preview Layout icon at the top of the General tab you can see what the report will look like with your font customization and columns. Notice the Item Header text is colored maroon in the preview example below. Use Vertical Lines / Use Horizontal Lines: Check the option to enable the lines in the Vendor Detail, Item Header and Item Detail areas. The layout preview image above has both the vertical and horizontal lines enabled. The preview below has both lines disabled. Notice the difference in visual organization and readability between the two examples presented here. 14

15 entrée Features for entrée.net / Electronic Order Pad (EOP) Export from entrée to Include Unprinted Invoices The entrée.net export process, located in the entrée Invoicing menu, will now include information for unprinted invoices in the data file being sent to the new Order Status* feature in the Electronic Order Pad application. *See page 19 for Order Status details. This enhancement will provide your sales force with the additional information they need about the processing of their customer s invoices. NET Scheduler Detects Large File Support and FoxPro 3.0 The Net Scheduler application has been enhanced to detect when the entrée "Large File Support" feature or "FoxPro 3.0" compatibility is being used by the entrée system. Salesperson / Broker File Maintenance Option - Receives Data From All Salespersons The Laptop tab in Salesperson/Broker File Maintenance has been renamed the Remote Order Entry tab to align with the new functions that have been added to this tab. A new General Options section has been added to the tab with two new options, "Receives data for ALL salespersons" and "Include data from Salesperson". Use these options to assign overlapping coverage and support for your customers in sales. Both entrée.net and the Electronic Order Pad will now include customers for the salespeople selected in the two "Include data from Salesperson" options and the customers assigned to them in the Customer File. Note: The "Receives data for ALL salespersons" option will override the "Allow salesperson to view and place orders for all customers" option in the Settings tab Options screen of entrée.net when set to No". Selecting the "Receives data for ALL salespersons" option will deactivate the two "Include data from Salesperson" assignments in that feature. 15

16 entrée Features for entrée.ewm (Electronic Warehouse Manager) Product Recall Report Updated for entrée.ewm The report is accessed in entrée using menu path: Reports > Miscellaneous > entrée.upc > Product Recall Report. This report is designed for use by distributors who have purchased either the entrée.upc barcode scanning and warehouse management add-on module or entrée.ewm, the Electric Warehouse Manager, add-on module. This report can be used by distributors to protect consumers by quickly tracking which customers purchased recalled items based on the item s Lot Numbers. General Tab Options Dates: Production Date, Pack Date, Sell By Date and Expiration date. Report Options: Recall Item which is used to find the entrée item number. Filters Tab Options Include Filters: Lot Number and Serial Number. An important note about Lot Numbers: The lot numbers used for this report are not necessarily the lot numbers you have assigned to items in your entrée system. When entrée.ewm or entrée.upc scans an item s barcode the true lot number from the manufacturer is captured from the barcode data. This is the correct lot number information required for the Lot Number value on the Filters tab. 16

17 entrée.net System Options entrée.net Version & Electronic Order Pad Allow Registration Request on Login Page. Use menu path: Settings tab > Options > General section. Set this option to "Yes" to display the "Register" button in the website Home page Customer Login area. The default setting for this option is No. Note: This feature does not automatically create a user account for the customer to login. You must manually approve and setup the new customer accounts. The Register button will allow customers to access this online registration form to request an entrée.net account (below). Once the customer fills in the form, enters the security code displayed and clicks the Send Request button the information collected from the registration form is sent to you via an . The customer will see this confirmation message displayed in your website. Once the (below) is received from the website Register button you can review and process the requests for customer accounts. 17

18 entrée.net Version & Electronic Order Pad entrée.net System Options Use menu path: Settings tab > Options button > Electronic Order Pad section. Allow Salesperson to View Contact Manager Contact Information. Setting this option to "No" will remove the Contacts option from the main menu in the Electronic Order Pad. This means the Contact Manager s information can not be accessed from the EOP application. The default setting for this option is Yes so unless you change the setting it will allow access to the information about the contact person for each customer. The customer name will appear at the top of the Customers tab screen. Tap the Information icon to view the information from the Customer File in the main entrée system. Display Price Change Indicator. Setting this option to "Yes" will display a green down or red up arrow in front of the unit price if the current unit price is less than or greater than the last sale price to that customer in the Electronic Order Pad application. If no last sale price is available the price is treated as equal and no change indicator will be shown. 18

19 Order Status Menu Option Electronic Order Pad Features In earlier versions of Electronic Order Pad (EOP) this screen was called Online Orders, and would only display status information for orders that were created through entrée.net or EOP. With the upgrades in entrée version and the Electronic Order Pad, the new Order Status screen has brought many new features to make it easier for your to track your customer orders as they are being processed. The new screen includes information for all printed and unprinted invoices from the main entrée system, in addition to orders created through multiple online systems, entrée.dsr, entrée.net and EOP, making all your orders visible and manageable. The Filter feature built into the screen has several options to customize your view of orders. Filtering options include: Customer (default), Order #, Invoice #, Delivery Date and the new "Order Source" field. For each filtering option there will be secondary options available in a drop down menu to further refine your view of orders on the screen. Once you select Order Source as your filter it will automatically display Any Source, the default value. Tap the arrow to access the drop down menu to select a specific order source from the list. Here you see the Order Source drop down menu options: Any Source, entrée, entrée.net, Electronic Order Pad or entrée.dsr. This is similar to the new entrée Print Invoice option that uses Order Source as a filter for printing covered on page 4. The Source column will display the module where the order was originally created. Below the main Filter bar area is the Status filtering tool bar which allows you to quickly tap and select all orders with a specific status value. 19

20 Order Status Menu Option Electronic Order Pad Features Tap a Status value button to view only the orders with that status. Status values include: All - Displays all in-process or completed orders. Open - Displays online orders that have not been completed yet. Pending - Displays completed online orders that are waiting to be imported into entrée. Confirmed - Displays online orders that have been imported into entrée. Inv. Printed - Displays orders which have been printed as a completed invoice in entrée. Information Panel - The Order Status screen now has the Information Panel displayed at the bottom to provide you with additional details about your order. Use the Setup tool icon to open the Information Panel Setup dialog and customize the display at the bottom of the Order Status screen. The Information Panel Setup dialog has these new columns: Total Tax Fuel Charge Bottle Dep. Invoice Bal Salesperson.DOC Note: For companies with the entrée.doc add-on module the new.doc* column will indicate to the salesperson that a scanned image of the document is available for viewing from entrée.doc. * An overview of the new.doc feature is covered on pages

21 Electronic Order Pad Features Viewing entrée.doc Scanned Invoices The.DOC paper clip icon will then tell a salesperson that a scanned image of the paper invoice is available for viewing. The.DOC icon can be found in the Order Status screen.doc column, Dashboards, and the Customer Account Inquiry main menu options. It is also used when viewing an invoice in the Electronic Order Pad application. Tap the.doc icon when it is present for an invoice to open the scanned paper invoice created in entrée.doc. Viewing entrée.doc Scanned Invoices in Order Status For companies with entrée.doc, the document scanning add-on module for entrée, you can add the.doc column to the Order Status screen using the Information Panel Setup dialog seen on page 20. In the Order Status screen shown here you just tap the paper clip icon for the desired invoice and the scanned document will be displayed on the screen. 21

22 Electronic Order Pad Features Viewing entrée.doc Scanned Invoices in Dashboards The.DOC icon paper clip will be displayed in the Dashboards screen at the bottom in the list of invoices. The.DOC icon tells the salesperson that a scanned image of the invoice is available for viewing from entrée.doc. Here we have the Total Sales Tap the paper clip for the desired invoice and the scanned document will be displayed. 22

23 Electronic Order Pad Features Viewing entrée.doc Scanned Invoices in Customer Account Inquiry The.DOC column and the.doc paper clip icon are used in the Customer Account Inquiry screen. Tap the paper clip icon for the desired invoice and the scanned document will display on the screen. 23

24 Electronic Order Pad Features Viewing entrée.doc Scanned Invoices from View Invoice The.DOC paper clip icon will be located in the top tool bar in the View Invoice screen. Tap the paper clip icon to view the scanned document on the screen. 24

25 Viewing the entrée.doc Scanned Invoice Electronic Order Pad Features The.DOC column and the.doc paper clip icon are used to indicate that a scanned invoice from the entrée.doc add-on module is available. In the a scanned invoice screen display below the invoice is seen along with a few tool icons at the top of the screen. Tap the icon to open the Invoice dialog and send the scanned invoice. Tap the resize and center icon if your scanned document does not fit on the screen. The document should automatically resize and center to fit on the screen. 25

26 entrée.dot Features New Scan for Invalid Inventory Items Utility For companies with the entrée.dot add-on module a new utility has been added that will scan your list of Dot Foods items looking for Dot items which are linked to invalid inventory items. The utility will also look for cross-linked items (the same entrée Item Number being assigned to multiple Dot Foods items). This utility is accessed in the entrée System Preferences entrée.dot tab. Click the Warnings button and the Please Wait processing message will display on the screen indicating that the scan is running. If no problems are found the Information message box here is displayed indicating that there are no warnings. If issues are found in the file they are displayed in a pop-up dialog which gives you the ability to make the necessary corrections to the item. 26

27 NECS began in 1987 with its sole mission to produce top quality software for foodservice distributors. At that time, company president, Chris Anatra had determined that the software market was severely lacking in specialized software to address the needs of wholesale food distributors, especially those dealing with meat, seafood, produce, cheese as well as full line distributors. The only products available at that time were needlessly complex, difficult to use, required expensive computer hardware costing into the six figures, and still did not meet all the needs of the foodservice distributor. During this time period, the computer industry was beginning its move from large mainframe and minicomputer systems, to the more economical personal computer such, as the IBM PC. Chris Anatra, president of NECS, and the original developer of the NECS software, saw the opportunity to design a system based on the Microsoft and networking technologies available at that time. By adapting to this new technology early, it turned out to be a brilliant move that set NECS to become the leader in food distribution software. NECS was able to provide a comprehensive, easy-to-use software package, at an economical price. Adapting to new technology early, and constantly providing new features for our user base, continues to be our company mission. Over the years, the system has evolved into entrée, a comprehensive Windows* application with more than three million lines of programming source code. To date, almost 1,500 wholesale food distributors have decided that the NECS entrée system is the best product to meet their demanding needs. Our large network of satisfied customers makes this decision even easier. Foodservice distributors which run their operations on NECS computer software are more profitable and operate more efficiently on reduced staffs. This leaves NECS with an enthusiastic user base, who readily recommends NECS software to other wholesale food distributors. NECS customers range in size from smaller distributors with sales revenues of a few million per year, up to distributors with sales approaching $200 million per year. The average size NECS customer has sales of $25 million per year, and requires about 20 workstations. entrée and NECS Food Distributing System are trademarks of NECS, Inc. in the United States and/or other countries. NECS, Inc. may have patents, patent applications, trademarks, or copyrights covering subject matter in this document. Except as expressly provided in any written license agreement from NECS, the furnishing of this document does not give you any license to these patents, trademarks, or copyrights. *Microsoft, Windows, Windows NT, Windows 2000, Windows ME, Windows XP, Windows 7, Windows Vista, Internet Explorer and Visual FoxPro are either registered trademarks or trademarks of the Microsoft Corporation in the United States and/or other countries. *Intuit and QuickBooks are trademarks and service marks of Intuit Inc., registered in the United States and other countries. *ipad is a registered trademark of Apple Inc. *Dot Foods is a registered trademark of Dot Foods, Inc. *ANDROID and Google are registered trademarks of Google Inc. NECS, Inc. 168 Boston Post Road Suites 6 & 7 Madison, CT Phone: Fax: entrée NECS, Inc. Copyright 2012 All Rights Reserved 27