Sales Order Entry. Version 6.0 A

Transcription

1 Sales Order Entry Version 6.0 A

2 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice. 8/10/04 Prophet 21 Array Version 6.0 A Prophet 21 is a registered trademark of Prophet 21, Inc. All other trademarks and registered trademarks are the property of their respective companies.

3 Contents Introduction 1-1 Welcome The Prophet 21 Array Help Manual System 2-1 General Information How to Use The Array Manuals: Manual Format Chapter Format Manual Overview 3-1 About Sales Order Entry Sales Order Entry Objectives: Inside Sales and Counter Menu 4-1 Overview Prerequisites Chapter Topics Inside Sales and Counter Menu Getting to Inside Sales Menu Items on the Menu File Maintenance Inquiry Cash Quotes 5-1 Overview Prerequisites Chapter Topics Entering Cash Quotes Maintenance of Quote Cash Sales 6-1 Overview Prerequisites Chapter Topics Cash Sale Entry Field Definitions for Cash Sales Detail Cash Sales C.O.D. or Will Call Field Definitions for Cash Sales Detail Charge Quotes 7-1 Prophet 21 Array Users Guide Contents i

4 Overview Prerequisites Chapter Topics Charge Quote Entry (Accounts Receivable Customer) Maintenance of a Charge Quote Regular Charge Sale 8-1 Overview Prerequisites Chapter Topics Regular Charge Sale Entry (Accounts Receivable Customer) Cash Sale Credits 9-1 Overview Prerequisites Chapter Topics Cash Sale Credit (Refund) Entry Entering a Cash Refund Charge Credits (RGA) 10-1 Overview Prerequisites Chapter Topics Charge Credit Entry (Returned Goods Authorization) RGA Account Pick-up Credits Directs 11-1 Overview Prerequisites Chapter Topics Direct Order Entry Direct Order Entry - Method # Direct Order Entry - Method # PON 12-1 Overview Prerequisites Chapter Topics Purchase Order Now Entering a PON LPU 13-1 Overview Prerequisites Chapter Topics Local Pickup Purchase Order Entering a LPU Ship & Bill 14-1 Overview Prophet 21 Array Users Guide Contents ii

5 Prerequisites Chapter Topics Ship & Bill Orders / Items Entering a Ship & Bill Pack & Hold 15-1 Overview Prerequisites Chapter Topics Pack & Hold Order Entering a Pack & Hold IBT 16-1 Overview Prerequisites Chapter Topics IBT - Interbranch Order Entry Entering an IBT Exchanges 17-1 Overview Prerequisites Chapter Topics Even / Uneven /Defective Exchanges Entering an Exchange Modify Orders 18-1 Overview Prerequisites Chapter Topics Modify Existing Orders Modifying Orders Delete Items 19-1 Overview Prerequisites Chapter Topics Deleting Items Deleting an Item Order Comments 20-1 Overview Prerequisites Chapter Topics Item / Order Comments Entering Item Comments - Type I Entering Order Comments - Type C Miscellaneous Charges 21-1 Overview Prophet 21 Array Users Guide Contents iii

6 Prerequisites Chapter Topics Miscellaneous Charges Free Item Entry 22-1 Overview Prerequisites Chapter Topics Free Items on Sales Orders Lot Pricing 23-1 Overview Prerequisites Chapter Topics Lot Pricing Techniques Lot Pricing - Method # Lot Pricing - Method # Hold Orders 24-1 Overview Prerequisites Chapter Topics Putting Orders on Manual Hold To Put an Order On Hold To Release Holds Copy Quote 25-1 Overview Prerequisites Chapter Topics Copy Quote Feature Trade Service Database Items 26-1 Overview Prerequisites Chapter Topics Use of the Trade Service Database Entering Items Through TSDB New Item Entry (Non-Stock) 27-1 Overview Prerequisites Chapter Topics New Item Entry New Item Coding Major Concepts General Guidelines Do s & Don ts When Colors Are Involved To Handle Fractions The Exception To The Fraction Rule Prophet 21 Array Users Guide Contents iv

7 Coding Exceptions Wire Coding Guidelines Guidelines For Coding Lamps Coding Screws Guidelines For Coding Conduit Header Screen 28-1 Overview Prerequisites Chapter Topics Sales Order Entry Header Screen Field Definitions for Order Header Screen, FK6 - HEADER Prefix Listing 29-1 Overview Prerequisites Chapter Topics Standard Trade Service Prefix Listing Quick Quote Entry 30-1 Overview Prerequisites Chapter Topics Quick Quote Entry Entering a Quick Quote Order Comment Entry MBS Overview Prerequisites Chapter Topics Order Comment Entry & Maintenance Entering an Order Comment Customer Comments 32-1 Overview Prerequisites Chapter Topics Customer Comments Entering Customer Comments Quality System Maintenance 33-1 Overview Prerequisites Chapter Topics Quality System Maintenance Maintaining the Quality System Order/Quote Inquiry 34-1 Overview Prerequisites Prophet 21 Array Users Guide Contents v

8 Chapter Topics Order / Quote Inquiry Accessing Order/Quote Inquiry Hold Order Inquiry 35-1 Overview Prerequisites Chapter Topics Hold Order Inquiry Stock Status Inquiry 36-1 Overview Prerequisites Chapter Topics Stock Status Inquiry Accessing Stock Status Inquiry Purchase Order Inquiry 37-1 Overview Prerequisites Chapter Topics PO Inquiry Save Invoice Inquiry 38-1 Overview Prerequisites Chapter Topics Save Invoice Inquiry Transaction Audit 39-1 Overview Prerequisites Chapter Topics Transaction Audit Inquiry Sales Order Status 40-1 Overview Prerequisites Chapter Topics Sales Order Status Inquiry Trade Service Price Inquiry 41-1 Overview Prerequisites Chapter Topics Trade Service Price Inquiry Plumbing TS Price Inquiry 42-1 Overview Prerequisites Prophet 21 Array Users Guide Contents vi

9 Chapter Topics Plumbing Trade Service Data Base Quality System Inquiry 43-1 Overview Prerequisites Chapter Topics Quality System Inquiry Accessing the Quality System Inquiry VSIFAX Status 44-1 Overview Prerequisites Chapter Topics VSIFAX Status Task Management 45-1 Overview Prerequisites Chapter Topics Task Management Inquiry Task Management Event Codes Cut Wire Transaction 46-1 Overview Prerequisites Chapter Topics Cut Wire Transaction Log Sales Notepad 47-1 Overview Prerequisites Chapter Topics Sales Notepad Using the Sales Notepad Prophet 21 Array Users Guide Contents vii

10 Introduction Welcome Welcome to the Prophet 21 Array Help Manual System. We have created these manuals with you the user in mind. We hope that they are useful easy to understand and efficient. We also have the entire Help Manual System on CD- ROM. In a format much like the Help Systems used throughout the software world. Our Help system for Windows and our On-line Help system are both designed to be user friendly and efficient. We encourage its use as your first resource should you find yourself in a situation that warrants an answer to a question. All of us at Prophet 21 Array would like to thank you for purchasing the Prophet 21 Array System. We hope that these manuals help you understand, utilize, and problem solve your system for years to come. Prophet 21 Array Users Guide Introduction 1-1

11 The Prophet 21 Array Help Manual System General Information We at Prophet 21 Array hope that you use these manuals and they meet all your expectations and all your needs. Each manual was created in a standard format and organized so that once you use one manual you will be able to easily utilize every other manual in our system. Menus A menu is simply a list of options you can choose from. Rather than entering a long command, you need only to enter the corresponding number that lies to the left of your choice. After choosing a selection from the MASTER MENU you are presented with yet another menu, a sub-menu. Common Function Keys FK2 - Exit / Backup / Cancel / Quit / End-of-Job FK2 or F2 will back-up a step in most cases. In some cases, it is used to cancel a process, such as in Sales Order Entry. FK3 - Mode switch key. FK3 or F3 will usually allow you to switch between different modes in the system. In Sales Order Entry, the F3 key is used to switch from NEW ORDER mode to MAINTENANCE mode. FK5 - Search key. Anytime the system allows a user to search for items, vendors, customers, etc.; the F5 key will initiate that search. Prophet 21 Array Users Guide The Prophet 21 Array Help Manual System 2-1

12 How to Use The Array Manuals: 1. Once you have read the Introduction and the How to use The Array Help System sections in your first manual it may not be necessary to read these two sections again. They are the same throughout the entire Array Help System. 2. Begin by reviewing the Content page. This will give you a general idea of what is included in the manual you are reading. 3. Begin each manual by thoroughly reviewing the manual Objectives. The Objectives give you a basic understanding of what major topics you will need to understand after reading and using each manual. 4. At the beginning of each chapter there is a prerequisites heading. This lists any courses, information and/or procedures that need to be accomplished before the information contained within the chapter can be best utilized by you the user. 5. Once you have reviewed the general manual objectives, begin each chapter by reviewing its specific objectives. (See Chapter Layout for more information) During your initial introduction to each manual review the manual, sequentially chapter by chapter. 6. After your initial review of any manual you can find out information and find solutions to questions in the manual through any of the following avenues; Content page Glossary Appendix Index Browsing 7. Once you have reviewed the Chapter Objectives, Go over the field descriptions and function keys of any program screens that are being discussed. 8. In each chapter subsection, read any descriptions thoroughly and familiarize yourself with the Program screens that are being discussed. 9. In chapters that have procedures, read any procedure first before attempting the instructions. After reading the procedures carefully, implement each step until the its conclusion. NOTE: In the Installation phase, it is imperative that the chapters are followed sequentially. 10. During the course of using the Array Help System Manuals if there is any term, field code and/or function key that you don't understand please refer to the Appendix, Glossary and/or Index. Prophet 21 Array Users Guide The Prophet 21 Array Help Manual System 2-2

13 Manual Format Each manual contains a Contents page, an Introduction, an Overview, specific Manual Objectives, Content Chapters, an Appendix, a Glossary, and an Index. Each area is described below in more detail. Contents is a chapter by chapter and heading by heading outline of each manual. Introduction is general information about the entire manual system and describes how the manuals are organized and formatted Overview gives you, the user information about the Array Help Manual System and some general information on the best way to utilize the information contained in our system. Objectives are manual specific and will give you, the user the general knowledge base that you will obtain by reading and following all the procedures that are contained in each manual. Content Chapters contain the information, descriptions, procedures etc. that you will need to implement, operate and problem solve your Array Software System.(See Chapter Layout for more information) Appendix contains any tables and/or lists that are common throughout any particular manual. Glossary contains words, technical terminology, symbols, and field abbreviations that may need to be defined so that you can get the most accurate information from specific areas throughout a specific manual. Index contains many of the terms that are in the glossary but instead of those terms being defined, there are referenced page numbers, in order for you to quickly access topics, procedures and/or information about a topic during and after your first use of a particular manual. Prophet 21 Array Users Guide The Prophet 21 Array Help Manual System 2-3

14 Chapter Format We attempted to organize the chapters so that the content could be easily understood and the procedures could be simple to follow. The chapters are formatted as follows: Chapter Title the general name of the subject matter Prerequisites includes any readings, training and/or training classes, file set-ups, hardware installations, etc that you need to accomplish before the chapter should be started. The prerequisites are designed so that the content can be best understood and the procedures can be accomplished efficiently. Objectives - are chapter specific and will give you, the user the understanding of what will be covered in the chapter. It will also give you an idea of what sequence the chapter is formatted. Chapter Content within the chapter there will be information pertaining to the subject matter, step by step procedures, diagrams, tables and/or screen shots which will help you better understand and successfully conclude your tasks Review contains some of the important outcomes, which should be received when the chapter is completed. Prophet 21 Array Users Guide The Prophet 21 Array Help Manual System 2-4

15 Manual Overview About Sales Order Entry Array s Sales Order Entry software integrates Distribution Sales and Point of Sale specific purchasing functions into an easy to use and intuitive full feature software package. Sales Order Entry Objectives: After using this manual, you will be able to: Enter and maintain quotes Enter and maintain sales orders Prophet 21 Array Users Guide Manual Overview 3-1

16 Inside Sales and Counter Menu Overview This chapter will define the choices available on the Inside Sales and Counter Menu. Prerequisites None Chapter Topics Inside Sales and Counter Menu Items on the Menu Prophet 21 Array Users Guide Inside Sales and Counter Menu 4-1

17 Inside Sales and Counter Menu Getting to Inside Sales Menu Each user on the Array Software, may have a unique sign on to the system. To get to the Inside Sales and Counter Menu: 1. If you are on the Master Menu, type 1 and press ENTER. 2. If you are on any other menu, press FK2 RETURN. This may require you to press this function key several times to return to the Master Menu. Then follow step number one above. 3. If you are in an application elsewhere with the Array system, you will be required to follow the function keys displayed on the bottom of your screen. In most cases, the FK2 key will return you back to the Master Menu. 4. You will now see displayed File Maintenance on the left side of you screen and Inquiry on the right side of the screen. Inside Sales and Counter Menu Figure 1 Inside Sales and Counter Menu File Maintenance Items on the Menu Sales / Quote Entry This area is defined in the following Chapters. This is all Sales Order entry functions, Billable, cash and RGA type sales. Quick Quote Entry Quick Quote Entry is designed to display a single customer s unique price for a single item. Entry of an item will display source of pricing, availability, on order status and price breaks. Order Comments Prophet 21 Array Users Guide Inside Sales and Counter Menu 4-2

18 Order Comments are used to type comments related to a specific ticket. These comments are used to make notes that are kept internal to the company. Customer cannot see these comments and these comments do not print on any documents. Order Comments could be used to note reasons or explanations related to pricing, expediting or notes to management regarding special quotes / pricing. Customer Comments Upon occasion it may be necessary to communicate information about the customer to sales associates. These comments will break through in sales order entry. Comments can break through each time the customer account is used, break through just once, be available for viewing within the comment program only, or with modification to you PT program. Certain types can be made to print on each ticket generated for the customer. Example of comments could be 1) Do not sell to John Doe, 2) No orders over $50, 3) Only sell to Larry, Moe and Sam. A one time break through might be 1) Get resale certificate and return to credit manager. There is no limit to the number of break through comments. Quality System Maintenance Some companies will choose to track more detail about the pick ticket. In this area, you will be able to make manual entries (either by typing or bar code entry). See Quality Manuals for further details. Contact Maintenance Contact maintenance allows you to enter pertinent information about your customers and vendors. This file stores the name, phone number, fax number, address and web address for your contacts. Inquiry Order / Quote Inquiry Order Quote Inquiry will allow you to search for Orders or Quotes that are in the system. You will have the capability to search by Order Number, Customer, warehouse by item, customer by item. Keep in mind this is just an inquiry only. You will be unable to modify any order or quote within this screen. Hold Order Inquiry This can be accessed on any screen inquiry or report. FK3 allows you to choose the type. This Hold area will display all orders that are on Hold. The holds are 1) Credit hold, customer has exceeded his line of credit or credit days; 2) Invoice hold, order was put on hold at time of invoicing due to profit exception; 3) Manual hold, an order was put on hold and has not yet been released to pick items. Stock Status Inquiry Stock Status Inquiry will allow you to determine if items are in stock and available to sell. It will also display any substitutes that might be available within a selected warehouse. It lets you know if items are available in other warehouses or if they are on order or in transit. It can also display outstanding orders for item selected. Purchase Order Inquiry You will first be presented with a list of options, choose 1 Enter Run Parameters, next choose 0 (or blank) to view to screen. This is Purchase Order Prophet 21 Array Users Guide Inside Sales and Counter Menu 4-3

19 Inquiry. This screen will display all open, outstanding purchase orders. (note once an item has been received, it will no longer be visible within this screen but can be accessed through Initial saved PO program if available to you). You will options to search the purchase order file by Order number, by Vendor, and by Item within a warehouse. Save Invoice Inquiry The Save Invoice file is where all billed pick tickets are stored. You can display an Invoice and reprint or fax from this screen. Searches include by Invoice, by Customer, by Customer Purchase Order, by Customer by Item. Transaction Audit Transaction Audit is a complete detail of what transactions have occurred by item within a warehouse. The display will note when was an item sold, to whom was it sold, when was it received, and what was the purchase order number and date. This inquiry is helpful when a manufacturer has a recall and you wish to contact your customers. Also helpful to purchasing when a manufacturer asks for date and purchase order number. Sales Order Status Inquiry Sales Order Status Inquiry is used for summary information about a selected order. It will display when an order was entered, when it was maintained, when the backorders were received, what release number the backorders on, and when the pick / line was invoiced. Trade Service Price Inquiry Trade Service Price Inquiry is the Trade Service Book (goldenrod pages). It can be a full load of approximately ½ million items or a smaller load of select lines. It will display the same information as the goldenrod pages except it is updated weekly by Trade Service Corporation, San Diego. Plumbing TS Price Inquiry Same as above except Plumbing Data Base, updated weekly by Trade Service Corporation, San Diego. Quality System Inquiry Quality System Inquiry will allow a user to track a pick ticket down to the split second of its last activity. The system will track select operations such as Order Started, Order Totaled, Order on Credit Hold, Order Printed, Order Printed at which printer, Order Maintained, and Order Billed. Other Activities can be manually tracked. Reporting is available via CQCS on performance and statistics. VSIFAX Status Once a document has been faxed via the system, this area will display its status: if it fax successfully, if the fax failed, and will display reasons as to its failure. Task Management Inquiry Task Management is a set of triggers that notifies the person responsible for tracking certain critical events. Triggers include, if a ticket goes on soft credit hold, notify credit manager. If a non stock item is sold, inform the buyer responsible for that line. Additional triggers are also available for expediting and pack & hold sales. Prophet 21 Array Users Guide Inside Sales and Counter Menu 4-4

20 Cut Wire Transaction Log This Log is similar to the Transaction Audit except it will track Cut Wire activity by item, by warehouse, by reel number. Sales Notepad A Sales Notepad to enter information about the customer. Information such as customers phone extension, beeper number, or address. Could also be used as a trigger to remind sales associates regarding quotes and call back follow up requests. Free form area with multiple subject capability. Initial Saved PO Inquiry When available and used, this program will store an exact copy of the purchase order as it looked when it was initially entered. You are able to fax and reprint the copy. Prophet 21 Array Users Guide Inside Sales and Counter Menu 4-5

21 Cash Quotes Overview This chapter covers the entry and maintenance of cash quotes. Prerequisites General look and feel of Array software should have been reviewed with the user. Chapter Topics Entering Cash Quotes Maintenance of Quote Prophet 21 Array Users Guide Cash Quotes 5-1

22 Entering Cash Quotes 1. Enter Sales Order Entry. From the Master Menu type 1 and press ENTER 2. Choose the Sales Order Entry Option, type 1 and press ENTER 3. This will enter you into the Sales Order Entry screen. NOTE: Select individuals may have a "Password" screen, if so, type your system sign-on and press ENTER, now type your system password and press ENTER. 4. If no function keys are displayed on your screen, press the ESC key to display available function keys, otherwise Press FK8 for QUOTES. 5. Type 5 for CASH SALE. Your screen will now display QUOTE ENTRY CASH SALE - NEW ORDER. 6. Enter the Customer Number or Alpha Numeric values to Search. 7. If the customer does not have an established account, use your Cash Sale Walk-In Customer Number. If the customer has a cash account number enter it now. If the customer is a charge customer and wish to pay cash for this transaction, type part of the customer s name and press ENTER, the screen will now scroll down displaying customer names, select the appropriate line number and press ENTER. It is suggested that you set up generic walk-in cash accounts for both taxable and non-taxable sales. An example of this is listed below. 1XX - Non-Taxable Cash Sale Customer 2XX - Taxable Cash Sale Customer XX = Your Branch Number 8. Purchase Order Number. Since you are entering a quote, a Purchase Order number may not be available at this time. It is suggested that you type the customer's name and/or job reference. If the Customer has a PO#, enter it now. Entering the customer's last name or job reference makes it easier to find this cash sale in quote inquiry when the customer returns in the future. Press ENTER to continue. The system should now assign the quote a number. 9. Enter the Cash Drawer number for your branch. If you logged-in correctly, the system should assign a default cash drawer. Simply press ENTER. A. If you are unsure about your Cash Drawer s name or the drawer name is blank, you can press FK5 to display all cash drawer names. B. Select the appropriate line number and press ENTER. This will pass back your selection. Press ENTER to continue. 10. Enter the Inside Salesman Code. If you logged on correctly, the system should assign your default salesman code. Press ENTER. You should see your name. 11. Bill to Name / Address. Prophet 21 Array Users Guide Cash Quotes 5-2

23 Enter the customer s name and address. Even though this is a cash sale and we will not be sending an invoice to the customer you may wish to capture the customer name and address for future use, i.e. mailing, promotion sales, etc. You can press ESC to bypass this screen, or enter the appropriate information, continuing to press enter until all information has been entered. 12. Given By, Telephone Number, and Release Number. A. Enter the name of the person placing the order in the GIVEN BY field. This name will not display or print on any quotes or orders but is especially helpful later on when we are trying to locate the person who placed the order. B. Enter any special telephone number can be entered in the next field. C. Enter any special job name can be entered in the RELEASE NUMBER field. This prints both on the pick-ticket and customer's invoice. This field can also be used as an extension of the purchase order number. 13. Ship-to name and address. It is suggest that this field be filled-in when using a cash sale walk-in customer, since there is no name/address information stored. This will be very important if backorders exist and we must ship product upon its arrival. Complete the Name and Address information. Tax Code (Optional Switch) Select setups may require that you verify and complete the tax jurisdiction for this sale. A tax code box will appear, verify the tax number. If you are unsure as to the correct tax jurisdiction, press FK5 to display all tax jurisdictions available. TAX CODE ***PLEASE REVIEW TAX CODE*** TAX CODE: 10 DESCRIPTION: YOUR COUNTY TAX CITY: YOUR CITY ST: ST Returning here will bring you into the body of the order for entry of items. 14. Enter the items, quantities, and charges. There are two order entry options: Summary entry. This requires just part number and quantity. This is more commonly used at counter sales where it is a quick entry. Below is a display of the screen prior to an item being entered. Prophet 21 Array Users Guide Cash Quotes 5-3

24 Quote Entry Cash Sale Summary Screen Figure 2 Quote Entry Cash Sale Summary Screen With items entered, the Summary screen will look like this: Quote Entry Cash Sale Summary Screen with Items Entered Figure 3 - Quote Entry Cash Sale Summary Screen with Items Entered Where PRICE display is the standard package quantity and VALUE represents the available quantity for sale. (This is the available quantity not the quantity on hand) Once you accept the quantity, the customer s unique price matrix price will display. You can continue to add items. The second type of entry screen is much more detailed. To access this screen, press the FK1 DETAIL key. This will display the following screen. Prophet 21 Array Users Guide Cash Quotes 5-4

25 Quote Entry Cash Sale Detail Screen Figure 4 Quote Entry Cash Sale Detail Screen Quote Entry Cash Sale Detail Screen with Items Entered This screen will allow you (depending upon authorization level) to access more fields to adjust pricing/costing and other item specific values. Figure 5 - Quote Entry Cash Sale Detail Screen with Items Entered Field Definitions for Quote Entry Cash Sale Detail Field Number Field Name (some may not display in production mode). 1 Quantity Ordered 2 Unit of Measure 3* Cost 4 Sell Price 5* GM (Gross Margin) Prophet 21 Array Users Guide Cash Quotes 5-5

26 6 Description 7 Customer Item Number 8 Due Date 19* Discount Percent -this number represents a discount off of the price displayed. This price could be column 3 or List price.) 20* MUP%, this is the multiplier percentage on cost NOTE: (*) these lines may not be available to modify or in some cases not even display to the user. Depending upon your level of security they may a) not display; b) display, but not allow modification; c) display and allow modification. See your system administrator for authorization approval. 15. Once you have entered your item into the sales order, you have additional capabilities as follows: See the Exchange Chapter for Even / Uneven Exchanges See the Modify Orders Chapter for Modify a Line / Order See the Delete Items Chapter for Deleting Items See the Order Comments Chapter for Item Comments See the Order Comments Chapter for Order Comments See the Miscellaneous Charges Chapter for Miscellaneous Charges See the Free Item entry Chapter for Free Items (included with) See the lot Pricing Chapter for Lot Pricing See the Trade Service Database Items Chapter for Trade Service Data Base Item File See the New Item Entry (Non-Stocks) for New Item Entry 16. Press FK3 to TOTAL, when done entering all items and charges. This should display the Shipping/Grand Totals screen. Quote Entry Cash Sale Grand Total Screen Figure 6 - Quote Entry Cash Sale Grand Total Screen Prophet 21 Array Users Guide Cash Quotes 5-6

27 17. Review the items on the Screen. 18. Since this is a quote, no payment entry is required at this time. 19. Select one of the following options: FK1 to PRINT this quote FK5 to FAX this quote FK7 to add Comments FK8 LATER will not print this quote at this time FK9 will transfer this quote to an order FK10 CANCEL this quote in its entirety If this quote is now to be an "Order", go to Step 12 in Maintenance of Quote. REMINDER - Quotes may be printed as many times as necessary, to re-print a quote, enter a quote through the Maintenance Mode and press FK1 PRINT and a duplicate or corrected copy will print again. Maintenance of Quote 1. Enter Sales Order Entry. From the Master Menu type 1 and press ENTER. 2. Choose the Sales Order Entry Option, type 1 and press ENTER. This will enter you into the Sales Order Entry screen. NOTE: Select Individuals may have a Password screen, if so, type your system sign-on and press ENTER, now type your system password and press ENTER. 3. If your cursor is sitting at a search, press the ESC key to display available function keys 4. Press FK8 for QUOTES, type 5 for CASH SALE. Your screen will now display ORDER ENTRY CASH SALE - NEW ORDER. 5. Press FK3 (MODE) to change from NEW ORDER to MAINTENANCE. Your cursor will now be sitting on the Order Number line. 6. Type the quote number and press ENTER. If you do not know the quote number, see Order/Quote Inquiry instructions within this manual. 7. Enter the Cash Drawer number for your branch. If you logged-in correctly, the system should assign a default cash drawer. Simply press ENTER. If you are unsure about your Cash Drawer s name or the drawer name is blank, you can press FK5 to display all cash drawer names. Select the appropriate line number and press ENTER. This will pass back your selection. Press ENTER to continue. 8. Enter the inside salesman code. If you logged on correctly, the system should assign your default salesman code. Press ENTER. You should see your name. 9. Press ENTER until you get to the summary item level screen. Prophet 21 Array Users Guide Cash Quotes 5-7

28 10. Review the items on the Screen. 11. At this point you can add items, delete items, or add comments as necessary. 12. Once you have completed this quote you can now total again. At this point you have several options: Press FK1 - Print Now if you wish to print another modified copy of the quote. Press FK5 - FAX the quote to the customer once again. Press FK7 - COMMENT, add an internal comment to the order. Press FK8 - LATER to end the quote modification and NOT print. NOTE: If this quote is to remain a quote, you are finished. If you wish to transfer this quote to an order, proceed to the next step. Press FK9 to Transfer this quote to an order. 13. At this point you may make any additional changes to the order as necessary. A. To correct or add a purchase order number, to correct or add a shipping name and address, press FK6 HEADER and modify fields as needed. (For help with the Header Screen, see Order Header definitions within this manual). B. Enter any additional items, quantities, and charges. C. Delete any items that no longer apply to this quote. D. It may also be necessary to add C.O.D. requirements to this order. 14. Press FK3 to TOTAL, when complete with all items and charges. You may at this point either re-print a modified copy of the quote and/or transfer the quote. It may again become necessary to make the SHIPPED, ALLOCATED, and BACKORDERED fields look like the order. To change a line, select that line number and press ENTER. You can now type the quantity SHIPPED, ALLOCATED, and BACKORDERED. 15. Press FK9 (Payment) to take a payment. The payment screen will display. Prophet 21 Array Users Guide Cash Quotes 5-8

29 Order Entry Payment Screen Figure 7 - Order Entry Payment Screen 16. Enter the payment code. 17. If you entered CASH, go to the next step. (See sample screen below for CASH). Otherwise, enter the Check Number or Credit Card Number. Also, enter the expiration date. Use your company s credit card or check verification processes if needed. Enter the authorization code from the verifier. (The Card # field cannot be left blank if credit card is used). Cash as Form of Payment Figure 8 Cash Payment Screen Prophet 21 Array Users Guide Cash Quotes 5-9

30 Credit Card Form of Payment Figure 9 Credit Card Payment Screen Special Note Here: If you are taking a credit card, and you are connected to the Credit Card Verification System, you will be required at this point to swipe the card in the reader. You can bypass by pressing the FK7 key to manually enter the credit card number. 18. Enter the Amount Tendered. NOTE: The system will not bill an order, unless the PICK-UP BALANCE is zero. Your payment must be equal to (or greater than) the pick-up balance. 19. The amount of change will now display. Press ENTER. 20. If you are connected to an automated cash drawer system, Press FK10 at this time to open the cash drawer. 21. Press FK3 to ACCEPT the payment. FK4 and FK5 lets you modify the payment information in case you made a mistake or any other changes are required. 22. Enter multiple payments by following steps Before completing the order, you have several options: FK2 will allow you to decide how many items will be shipped from the allocated amount FK3 will list items starting from the first item FK4 will list consecutive pages of the order FK6 will allow you to modify any payments already on the order FK7 will allow you to maintain the order (add, delete, modify, etc.) FK9 will allow you to accept another form of payment FK10 shows the merchandise profit and tax amounts for the order 23. To complete to order, there are several options: FK1 to PRINT a receipt. Have customer sign receipt. FK5 completes the order without printing a ticket. Prophet 21 Array Users Guide Cash Quotes 5-10

31 FK8 sends the order through the billing process. Prophet 21 Array Users Guide Cash Quotes 5-11

32 Cash Sales Prerequisites Overview This chapter covers the entry of cash sales along with suggestions on how to handle C.O.D. and will call transactions. None Chapter Topics Cash Sale Entry Cash Sales C.O.D. or Will Call Prophet 21 Array Users Guide Cash Sales 6-1

33 Cash Sale Entry 1. Enter Sales Order Entry 2. From the Master Menu type 1 and press ENTER 3. Choose the Sales Order Entry Option, type 1 and press ENTER This will enter you into the Sales Order Entry screen. NOTE: Select Individuals may have a Password screen, if so, type your system sign-on and press ENTER, now type your system password and press ENTER. 4. Enter the order as ORDER ENTRY CASH SALE - NEW ORDER. If the top of the screen does not say ORDER ENTRY CASH SALE, A. Press FK7 ORDERS B. Type 5 for CASH SALE 5. Enter the customer number. If the customer does not have an established account, use your Cash Sale Walk-In Customer Number. If the customer has a cash account number enter it now. If the customer is a charge customer and wish to pay cash for this transaction, type part of the customer s name and press ENTER, the screen will now scroll down displaying customer names, select the appropriate line number and press ENTER. It is suggested that you set up generic walk-in cash accounts for both taxable and non-taxable sales. An example of this is listed below. 1XX - Non-Taxable Cash Sale Customer 2XX - Taxable Cash Sale Customer XX = Your Branch Number 6. Purchase Order Number. If the Customer has a PO#, enter it now. Otherwise, it is suggested that you type the customer's name and/or job reference. Entering the customer's last name and/or job reference makes it easier to find this cash sale in order inquiry or save invoice inquiry. 7. Enter the Cash Drawer number for your branch. If you logged-in correctly, the system should assign a default cash drawer. Simply press ENTER. If you are unsure about your Cash Drawer s name or the drawer name is blank, you can press FK5 to display all cash drawer names. Select the appropriate line number and press ENTER. This will pass back your selection. Press ENTER to continue. 8. Enter the inside salesman code. If you logged on correctly, the system should assign your default salesman code. Press ENTER. You should see your name. 9. Bill to Name / Address Enter the customer s name and address here. With cash sales, you will not be sending an invoice to the customer. Enter the customer name and address if you wish to capture this information for future use, i.e. Prophet 21 Array Users Guide Cash Sales 6-2

34 mailing, promotion sales, etc. You can press ESC to bypass this screen. 10. Given By, Telephone Number, and Release Number. A. Enter the name of the person placing the order in the GIVEN BY field. This name will not display or print on any quotes or orders but is especially helpful later when we are trying to locate the person who placed the order with you. B. Any special telephone number can be entered in the next field. C. Any special job name can be in the RELEASE NUMBER field. This may print both on the pick-ticket and customer's invoice if your forms are set up to print this information. This field can also be used as an extension of the purchase order number. 11. Ship-to name and address. This is a required field and should be filled-in when using a cash sale walk-in customer, since there is no name/address information stored. 12. Tax Code (Optional Switch) Select setups may require that you verify and complete the tax jurisdiction for this sale. A tax code box will appear, verify the tax number. If you are unsure as to the correct tax jurisdiction, press FK5 to display all tax jurisdictions available. TAX CODE ***PLEASE REVIEW TAX CODE*** TAX CODE: 10 DESCRIPTION: YOUR COUNTY TAX CITY: YOUR CITY ST: ST Returning here will bring you into the body of the order for entry of items. 13. Enter the items, quantities, and charges. 14. There are two order entry options. Summary entry. This requires just part number and quantity. This is more used at counter sales where it is a quick entry. Below is a display of the screen prior to an item being entered. Prophet 21 Array Users Guide Cash Sales 6-3

35 Order Entry Cash Sale Summary Screen Figure 10 Order Entry Cash Sale Summary Screen Once an item has been entered, the screen will display the following: Order Entry Cash Sale Summary Screen with Item Figure 11 Order Entry Cash Sale Summary Screen with Item Where PRICE displays is the standard package quantity and VALUE represents the available quantity for sale. (This is the available quantity not the quantity on hand) Once you accept the quantity, the customer s unique price matrix price will display. You can continue to add items. Detail Entry. To access this screen, press the FK1 DETAIL key. This will display the following screen. Prophet 21 Array Users Guide Cash Sales 6-4

36 Order Entry Cash Sale Detail Screen Figure 12 - Order Entry Cash Sale Detail Screen This screen will allow you (depending upon authorization level) to access more fields to adjust pricing/costing and other item specific values. Order Entry Cash Sale Detail Screen with Item Figure 13 - Order Entry Cash Sale Detail Screen with Item Field Definitions for Cash Sales Detail Field Number Field Name (some may not display in production mode). 1 Quantity Ordered 2 Unit of Measure 3* Cost 4 Sell Price Prophet 21 Array Users Guide Cash Sales 6-5

37 5* GM (Gross Margin) 6 Description 7 Customer Item Number 8 Due Date 19* Discount Percent - this number represents a discount off of the price displayed. This price could be column 3 or List price. 20* MUP%, this is the multiplier percentage on cost NOTE: (*) these lines may not be available to modify. Depending upon your level of security they may a) not display; b) display, but not allow modification; c) display and allow modification. See your system administrator for authorization approval. 15. Once you have entered your item into the sales order, you have additional capability as follows: See the PON Chapter for PON See the IBT Chapter for IBT See the Exchanges for Even / Uneven Exchanges See the Modify Orders Chapter for Modify a Line / Order See the Delete Items Chapter for Deleting Items See the Order Comments Chapter for Item Comments See the Order Comments Chapter for Order Comments See the Miscellaneous Charges Chapter for Miscellaneous Charges See the Free Item Entry Chapter for Free Items (included with) See the Lot Pricing Chapter for Lot Pricing See the Trade Service Database Items Chapter for Trade Service Data Base Item File See the New Item Entry (Non-Stocks) Chapter for New Item Entry 16. Press FK3 to TOTAL, when done entering all items and charges. This should display the Shipping/Grand Totals screen. Prophet 21 Array Users Guide Cash Sales 6-6

38 Order Entry Cash Sale Shipping/Grand Total Screen Figure 14 Order Entry Cash Sale Shipping/Grand Total Screen 17. Review the items on the Screen. Anything that the customer is taking with him/her today should be under the SHIPPED column. Backordered items should appear under the B/O column. Items allocated to the will-call area (but not leaving today), should be neither SHIPPED nor BACKORDERED. 18. Make the SHIPPED, ALLOCATED, and BACKORDERED fields look like the order. To change a line, select that line number and press ENTER. You can now type the quantity SHIPPED, ALLOCATED, and BACKORDERED. 19. Press FK9 (Payment) to take a payment. The payment screen will display. Order Entry Cash Sale Payment Screen Prophet 21 Array Users Guide Cash Sales 6-7

39 Figure 15 Order Entry Cash Sale Payment Screen Order Entry Cash Sale Payment Screen with Cash Tendered 20. Enter the payment code. Figure 16 - Order Entry Cash Sale Payment Screen with Cash Tendered 21. If you entered CASH, go to the next step. Otherwise, enter the Check Number or Credit Card Number. Also, enter the expiration date. Use your company s credit card or check verification processes if needed. Enter the authorization code from the verifier. (The Card # field cannot be left blank if credit card is used). 22. Enter the Amount Tendered. NOTE: The system will not bill an order, unless the PICK-UP BALANCE is zero. Your payment must be equal to (or greater than) the pick-up balance. 23. The amount of change will now display. Press ENTER. 24. Press FK3 to ACCEPT the payment. FK4 and FK5 lets you modify the payment information in case you made a mistake or any other changes are required. 25. Enter multiple payments by following steps Before completing the order, you have several options: FK2 will allow you to decide how many items will be shipped from the allocated amount FK3 will list items starting from the first item FK4 will list consecutive pages of the order FK5 will No Print, you can print this document later as needed. FK6 will allow you to modify any payments already on the order FK7 will allow you to maintain the order (add, delete, modify, etc.) FK9 will allow you to accept another form of payment FK10 shows the merchandise profit and tax amounts for the order 27. To complete the order, you have the following options: Prophet 21 Array Users Guide Cash Sales 6-8

40 FK1 to PRINT a receipt. FK8 Billing, if you are authorized, you can bill this order complete and print a pick ticket or Invoice. 28. Have customer sign receipt. 29. The Billing clerk will use a copy to Bill the Cash Sale order later in the day. Cash Sales C.O.D. or Will Call 1. Enter Sales Order Entry From the Master Menu type 1 and press ENTER 2. Choose the Sales Order Entry Option, type 1 and press ENTER This will enter you into the Sales Order Entry screen. NOTE: Select Individuals may have a Password screen, if so, type your system sign-on and press ENTER, now type your system password and press ENTER. 3. Enter the order as ORDER ENTRY CASH SALE - NEW ORDER. If the top of the screen does not say ORDER ENTRY CASH SALE, A. Press FK7 ORDERS B. Type 5 for CASH SALE 4. Enter the customer number. If the customer does not have an established account, use your Cash Sale Walk-In Customer Number. If the customer has a cash account number enter it now. If the customer is a charge customer and wishes to pay cash for this transaction, type part of the customer s name and press ENTER, the screen will now scroll down displaying customer names, select the appropriate line number and press ENTER. It is suggested that you set up generic walk-in cash accounts for both taxable and non-taxable sales. An example of this is listed below. 1XX - Non-Taxable Cash Sale Customer 2XX - Taxable Cash Sale Customer XX = Your Branch Number 5. Purchase Order Number. If the Customer has a PO#, enter it now. Otherwise, it is suggested that you type the customer's name and/or job reference. Entering the customer's last name and/or job reference makes it easier to find this cash sale in order inquiry or save invoice inquiry. 6. Enter the Cash Drawer number for your branch. If you logged-in correctly, the system should assign a default cash drawer. Simply press ENTER. If you are unsure about your Cash Drawer s name or the drawer name is blank, you can press FK5 to display all cash drawer names. Select the appropriate line number and press ENTER. This will pass back your selection. Press ENTER to continue. 7. Enter the inside salesman code. Prophet 21 Array Users Guide Cash Sales 6-9

41 If you logged on correctly, the system should assign your default salesman code. Press ENTER. You should see your name. 8. Bill to Name / Address Enter the customer s name and address here. With cash sales, you will not be sending an invoice to the customer. Enter the customer name and address if you wish to capture this information for future use, i.e. mailing, promotion sales, etc. You can press ESC to bypass this screen. 9. Given By, Telephone Number, and Release Number. A. Enter the name of the person placing the order in the GIVEN BY field. This name will not display or print on any quotes or orders but is especially helpful later when we are trying to locate the person who placed the order with you. B. Any special telephone number can be entered in the next field. C. Any special job name can be in the RELEASE NUMBER field. This may print both on the pick-ticket and customer's invoice if your forms are set up to print this information. This field can also be used as an extension of the purchase order number. 10. Ship-to name and address. It is recommended that this field be filled in when using a cash sale walk-in customer, since there is no name/address information stored. 11. Tax Code (Optional Switch) Select setups may require that you verify and complete the tax jurisdiction for this sale. A tax code box will appear, verify the tax number. If you are unsure as to the correct tax jurisdiction, press FK5 to display all tax jurisdictions available. TAX CODE ***PLEASE REVIEW TAX CODE*** TAX CODE: 10 DESCRIPTION: YOUR COUNTY TAX CITY: YOUR CITY ST: ST Returning here will bring you into the body of the order for entry of items. 12. Enter the items, quantities, and charges. 13. There are two order entry options. Summary entry. This requires just part number and quantity. This is more used at counter sales where it is a quick entry. Below is a display of the screen prior to an item being entered. Prophet 21 Array Users Guide Cash Sales 6-10

42 Order Entry Cash Sale C.O.D. Summary Screen Figure 17 Order Entry Cash Sale C.O.D. Summary Screen Once an item has been entered, the screen will display the following: Order Entry Cash Sale C.O.D. Summary Screen with Item Figure 18 Order Entry Cash Sale C.O.D. Summary Screen with Item Where PRICE displays is the standard package quantity and VALUE represents the available quantity for sale. (This is the available quantity not the quantity on hand) Once you accept the quantity, the customer s unique price matrix price will display. You can continue to add items. Detail Entry. To access this screen, press the FK1 DETAIL key. This will display the following screen. Prophet 21 Array Users Guide Cash Sales 6-11

43 Order Entry Cash Sale C.O.D. Detail Screen Figure 18 Order Entry Cash Sale C.O.D. Detail Screen This screen will allow you (depending upon authorization level) to access more fields to adjust pricing/costing and other item specific values. Order Entry Cash Sale C.O.D. Detail Screen with Item Figure 19 Order Entry Cash Sale C.O.D. Detail Screen with Item Field Definitions for Cash Sales Detail Field Number Field Name (some may not display in production mode). 1 Quantity Ordered 2 Unit of Measure 3* Cost 4 Sell Price Prophet 21 Array Users Guide Cash Sales 6-12

44 5* GM (Gross Margin) 6 Description 7 Customer Item Number 8 Due Date 19* Discount Percent - this number represents a discount off of the price displayed. This price could be column 3 or List price. 20* MUP%, this is the multiplier percentage on cost NOTE: (*) these lines may not be available to modify. Depending upon your level of security they may a) not display; b) display, but not allow modification; c) display and allow modification. See your system administrator for authorization approval. 14. Once you have entered your item into the sales order, you have additional capability as follows: See the PON Chapter for PON See the IBT Chapter for IBT See the Exchanges Chapter for Even / Uneven Exchanges See the Modify Orders Chapter for Modify a Line / Order See the Delete Items Chapter for Deleting Items See the Order Comments Chapter for Item Comments See the Order Comments Chapter for Order Comments See the Miscellaneous Charges Chapter for Miscellaneous Charges See the Free Item Entry Chapter for Free Items (included with) See the Lot Pricing Chapter for Lot Pricing See the Trade Service Database Items Chapter for Trade Service Data Base Item File See the New Item Entry (Non-Stocks) Chapter for New Item 15. Enter a comment on the order noting that it is a Will-Call or C.O.D. order. A. Go to the DETAIL screen. If you are not there, press FK1 to get there. B. Press ESC to move under the "C" in the upper-left corner. C. Press FK8 ORDCOM, this will move you under the Item Number Field. D. Enter a comment or use an existing canned comment to identify this order as a Will-Call or C.O.D. order. E. Press ENTER to accept this comment onto the order. F. Press FK1 RETURN to return to the normal detail screen. 16. Press FK3 to TOTAL when done entering all items and charges. This should display the Shipped/Grand Totals screen. Prophet 21 Array Users Guide Cash Sales 6-13

45 Order Entry Cash Sale C.O.D. Shipped/Grand Totals Screen Figure 20 - Order Entry Cash Sale C.O.D. Shipped/Grand Totals Screen 17. Review the items on the Screen. Anything that the customer will either Will-Call or to be Ship C.O.D. today should be under the SHIPPED column. Backordered items should appear under the B/O column. 18. Make the SHIPPED, ALLOCATED, and BACKORDERED fields look like the order. 19. To change a line, select that line number and press ENTER. You can now type the quantity SHIPPED, ALLOCATED, and BACKORDERED. 20. If this order is a Will-Call, press FK1 to PRINT a pick ticket now. It is suggested that the item be picked and put on a will-call shelf with the copies of the ticket. When the customer comes in to pick-up and pay for the order, go to Step # If this order is a C.O.D., we suggest you do the following: A. Press FK1 to PRINT a pick ticket now. B. The ticket should be sent to the shipping department and they will ship the order. C. The customer signs the form upon receipt of goods and keeps the Master Copy. D. The Driver should be sure to collect cash or check and verify the dollar amount of the order. E. When the driver returns, the signed pick ticket copy and cash or check should be sent to originator of order to apply payment as follows. 22. Enter SALES ORDER ENTRY and go into the Maintenance Mode. (1,1 from Main Menu) then FK3 (MODE) 23. Enter the Order number (from the pick ticket) The system will bring up the order on the screen. 24. Press FK9 (Payment) to take a payment. Prophet 21 Array Users Guide Cash Sales 6-14

46 The payment screen will display. Order Entry Cash Sale C.O.D. Payment Screen Figure 21 - Order Entry Cash Sale C.O.D. Payment Screen 25. Enter the payment code. If you entered CASH go to the next step. Otherwise, enter the Check Number or Credit Card Number. Also, enter the expiration date. Use your company s credit card or check verification processes if needed. Enter the authorization code from the verifier. (The Card # field cannot be left blank if credit card is used). Order Entry Cash Sale C.O.D. Payment Screen with Cash Tendered Figure 22 - Order Entry Cash Sale C.O.D. Payment Screen with Cash Tendered 26. Enter the Amount Tendered. Prophet 21 Array Users Guide Cash Sales 6-15

47 NOTE: The system will not bill an order unless the PICK-UP BALANCE is zero. Your payment must be equal to (or greater than) the pick-up balance. 27. The amount of change will now display. Press ENTER. 28. Press FK3 to ACCEPT the payment. FK4 and FK5 lets you modify the payment information in case you made a mistake or any other changes are required. 29. Enter multiple payments by following steps Before completing the order, you have several options: FK2 will allow you to decide how many items will be shipped from the allocated amount FK3 will list items starting from the first item FK4 will list consecutive pages of the order FK6 will allow you to modify any payments already on the order FK7 will allow you to maintain the order (add, delete, modify, etc.) FK9 will allow you to accept another form of payment FK10 shows the merchandise profit and tax amounts for the order 31. To complete the order, you have the following options: FK1 to PRINT an additional copy. FK5 to NO PRINT, you can print this document later as needed. FK8 Billing, if you are authorized, you can bill this order complete and print a pick ticket or Invoice. (in most cases, at this point, the customer has signed a copy and to print another copy will create a duplicate receipt with no signature) 32. For Will Call orders, have the customer sign the receipt. 33. The Billing clerk will use a copy to Bill the Cash Sale order later in the day. Prophet 21 Array Users Guide Cash Sales 6-16

48 Charge Quotes Overview This chapter teaches you how to enter and maintain charge quotes. Prerequisites None Chapter Topics Charge Quote Entry (Accounts Receivable Customer) Maintenance of a Charge Quote Prophet 21 Array Users Guide Charge Quotes 7-1

49 Charge Quote Entry (Accounts Receivable Customer) 1. Enter Sales Order Entry From the Master Menu type 1 and press ENTER 2. Choose the Sales Order Entry Option, type 1 and press ENTER This will enter you into the Sales Order Entry screen. NOTE: Select Individuals may have a Password screen, if so, type your system sign-on and press ENTER, now type your system password and press ENTER. 3. If no function keys are displayed on your screen, press the ESC key to display available function keys Press FK8 for QUOTES, type 1 for WAREHOUSE SALE. Your screen will now display QUOTE ENTRY WAREHOUSE - NEW ORDER. 4. Enter the Alpha search for the customer. It is suggested that you use 3 or 4 letters of the customer's name to search. Using too many letters may take you past the requested customer s name and you will have to re-start your search. Note this field is an Alpha/Numeric field, you can type the customer s name and the screen will scroll. If the need to search for the customer by number or telephone number rather than alpha, press FK5. You will now have three options to search for your customer. A. Type "A" to search alphabetically. B. Type "C" if you wish to search by account number (not recommended) C. Type "T" to search by telephone number. This method is very useful when you are having trouble locating the customer by name (i.e.. "doing business as"). Ask for this local phone number (do not use area code and do not use 800 numbers). NOTE: If after entering the customer number, the system says "Customer not authorized Credit"... this means that the customer is currently on credit hold and can only purchase items with cash check, or VISA. Refer to Cash Sale procedure in this manual. 5. In some cases a break through comment may appear. The following screen is a sample of a break through. Note you must press the FK3 to Accept before you can continue. This screen could warn you about employees no longer with the client, maximum dollar amount or perhaps require you to gather information that is required before a client will pay the invoice. Prophet 21 Array Users Guide Charge Quotes 7-2

50 Break Through Note Example Figure 23 Break Through Note Example 6. Purchase Order Number Since you are doing a quote, a Purchase Order number may not be available at this time. It is suggested that you type the customer's name and/or job reference. If the Customer has a PO#, enter it now. Entering the customer's last name or job reference makes it easier to find this quote in quote inquiry when the customer returns in the future. If a purchase order number is required, you will not be able to bypass this screen until you enter a valid purchase order number. Please note that if you need additional space to type a purchase order number you may consider using the RELEASE NUMBER field in the next screen. The system should now assign the quote a number. 7. Given By, Telephone Number, and Release Number. A. Enter the name of the person placing the order in the GIVEN BY field. This name will not display or print on any quotes or orders but is especially helpful later on when we are trying to locate the person who placed the order. B. Any special telephone number can be entered in the next field. C. Any special job name can be entered in the RELEASE NUMBER field. This may print both on the pick-ticket and customer's invoice if the forms are set up to print this information. This field can also be used as an extension of the purchase order number. 8. Ship-to name and address. If this is to be shipped, and the address on the header of your screen is correct, press ENTER to continue, otherwise type a full ship to name and address. 9. Tax Code (Optional Switch) Select setups may require that you verify and complete the tax jurisdiction for this sale. A tax code box will appear, verify the tax number. If you are unsure as to the correct tax jurisdiction, press FK5 to display all tax jurisdictions available. Prophet 21 Array Users Guide Charge Quotes 7-3

51 Tax Code Screen Figure 24 Tax Code Screen Charge Quote Summary Screen Returning here will bring you into the body of the order for entry of items. 10. Enter the items, quantities and charges. 11. There are two order entry options Summary entry. This requires just part number and quantity. This is more commonly used at counter sales where it is a quick entry. Below is a display of the screen prior to an item being entered. Figure 25 Charge Quote Summary Screen Once an item has been entered, the screen will display the following: Prophet 21 Array Users Guide Charge Quotes 7-4

52 Charge Quote Summary Screen with Item Figure 26 - Charge Quote Summary Screen with Item Charge Quote Detail Screen Where PRICE display is the standard package quantity and VALUE represents the available quantity for sale. (This is the available quantity not the quantity on hand) Once you accept the quantity, the customer s unique price matrix price will display. You can continue to add items. Detailed Entry. To access this screen, press the FK1 DETAIL key. This will display the following screen. Figure 27 - Charge Quote Detail Screen This screen will allow you (depending upon authorization level) to access more fields to adjust pricing/costing and other item specific values. Prophet 21 Array Users Guide Charge Quotes 7-5

53 Charge Quote Detail Screen with Item Figure 27 - Charge Quote Detail Screen Field Definitions for Quote Entry Field Number Field Name (some may not display in production mode. 1 Quantity Ordered 2 Unit of Measure 3* Cost 4 Sell Price 5* GM (Gross Margin) 6 Description 7 Customer Item Number 8 Due Date 19* Discount Percent - this number represents a discount off of the price displayed. This price could be column 3 or List price. 20* MUP%, this is the multiplier percentage on cost NOTE: (*) these lines may not be available to modify. Depending upon your level of security they may a) not display; b) display, but not allow modification; c) display and allow modification. See your system administrator for authorization approval. 12. Once you have entered your item into the sales order quote, you have additional capabilities as follows: See the Directs Chapter for Direct Lines See the PON Chapter for PON See the LPU Chapter for LPU See the Ship & Bill Chapter for Ship & Bill Lines See the Pack & Hold Chapter for Pack & Hold Orders Prophet 21 Array Users Guide Charge Quotes 7-6

54 Charge Quote Total Screen See the IBT Chapter for IBT Lines See the Exchanges Chapter for Even / Uneven Exchanges See the Modify Orders Chapter for Modify a Line / Order See the Delete Items Chapter for Deleting Items See the Order Comments Chapter for Item Comments See the Order Comments Chapter for Order Comments See the Miscellaneous Charges Chapter for Miscellaneous Charges See the Free Item Entry Chapter for Free Items (included with) See the Lot Pricing Chapter for Lot Pricing See the Hold Orders Chapter for Hold Orders See the Copy Quote Chapter for Copy Quote See the Trade Service Database Items Chapter for Trade Service Data Base Item File See the New Item Entry (Non-Stocks) Chapter for New Item Entry 13. Press FK3 to TOTAL, when done entering all items and charges. The following screen will appear: Figure 27 - Charge Quote Total Screen 14. You now have several options that can done with this quote. Press FK1 to PRINT QUOTE IMMEDIATELY Press FK5 to FAX a copy of this quote immediately. Press FK8 to save this quote and not print a copy at this time. Press FK9 to TRANSFER this quote to an order, go to Step 7 in the next section. Press FK10 to CANCEL this quote completely. REMINDER - Quotes may be printed as many times as necessary, to re-print a quote, enter a quote through the Maintenance Mode and press FK1 PRINT and a duplicate or corrected copy will print again. Prophet 21 Array Users Guide Charge Quotes 7-7

55 Maintenance of a Charge Quote 1. Enter Sales Order Entry From the Master Menu type 1 and press ENTER 2. Choose the Sales Order Entry Option, type 1 and press ENTER This will enter you into the Sales Order Entry screen. NOTE: Select Individuals may have a Password screen, if so, type your system sign-on and press ENTER, now type your system password and press ENTER. 3. If your cursor is sitting at a search, press the ESC key to display available function keys. Press FK8 for QUOTES, type 1 for WAREHOUSE SALE. Your screen will now display QUOTE ENTRY WAREHOUSE - NEW ORDER. 4. Press FK3 (MODE) to change from NEW ORDER to MAINTENANCE. Your cursor will now be sitting on the Order Number line, type the quote number and press ENTER. If you do not know the quote number of the quote, see Order/Quote Inquiry instructions within this manual. 5. Press ENTER until you are completely into the quote. 6. At this point you may make any additional changes to the quote as necessary. A. To correct or add a purchase order number, to correct or add a shipping name and address, press FK6 HEADER and modify fields as needed. (For help with the Header Screen, see Order Header definitions within this manual). B. Enter any additional items, quantities, and charges. C. Delete any items that no longer apply to this quote. D. If no changes are to be made, proceed to the step below. 7. Press FK3 to TOTAL, when done entering all items and charges. You may at this point either re-print a modified copy of the quote, fax the modified copy of the quote to a customer or transfer the quote. To print a copy, press FK1 PRINT To Fax a copy, press FK5 FAX To save this quote and not print a copy at this time, press FK8 LATER If this quote is to remain a quote, you are finished. If you wish to transfer this quote to an order, proceed to the next step. 8. To transfer this quote to an order, press FK9 TRANSFER 9. At this point, your screen will bring you into ORDER ENTRY WAREHOUSE, your cursor will be sitting on the Purchase Order Number (only if you have not yet entered a PO Number and this customer requires a PO Number), otherwise your cursor will be on the next line item number, you have the following options: Add additional items, comments Press FK3 TOTAL 10. Once you have pressed the Total key, you can: Prophet 21 Array Users Guide Charge Quotes 7-8

56 Press FK1 to PRINT TICKET IMMEDIATELY (you may be prompted to select up to ten different printers to print at, depending on your company set up). Press FK2 to CANCEL this order Press FK3 to PRINT TICKET IMMEDIATELY IN AT THE WILL CALL PRINTER. Press FK8 to have the system print ticket later in the day. Press FK9 to TRANSFER back to a quote to save. This option will only work in a New Order Mode. NOTE: Once you have transferred your quote into an order and printed it with any of the print options above, you cannot print this ticket yourself anymore in this application. 11. Order is now picked and the quantities picked should be indicated in the SHIPPED column of the form. Any items not found should be noted in the B/O column. 12. If this is a counter sale, have customer sign receipt. Otherwise route to warehouse shipping department as needed. Prophet 21 Array Users Guide Charge Quotes 7-9

57 Regular Charge Sale Overview This chapter teaches you to enter regular charge sales. Prerequisites None Chapter Topics Regular Charge Sale Entry (Accounts Receivable Customer) Prophet 21 Array Users Guide Regular Charge Sale 8-1

58 Regular Charge Sale Entry (Accounts Receivable Customer) 1. Enter Sales Order Entry From the Master Menu type 1 and press ENTER 2. Choose the Sales Order Entry Option, type 1 and press ENTER This will enter you into the Sales Order Entry screen. NOTE: Select Individuals may have a Password screen, if so, type your system sign-on and press ENTER, now type your system password and press ENTER. 3. Enter the order as ORDER ENTRY WAREHOUSE - NEW ORDER. 4. If the top of the screen does not say ORDER ENTRY WAREHOUSE, press FK7, type 1 for WAREHOUSE. 5. Enter the Alpha search for the customer. It is suggested that you use 3 or 4 letters of the customer's name to search. Using too many letters may take you past the requested customer s name and you will have to re-start your search. Note this field is an Alpha/Numeric field, you can type the customer s name and the screen will scroll. If the need to search for the customer by number or telephone number rather than alpha, press FK5. You will now have three options to search for your customer. A. Type "A" to search alphabetically. B. Type "C" if you wish to search by account number (not recommended) C. Type "T" to search by telephone number. This method is very useful when you are having trouble locating the customer by name (i.e.. "doing business as"). Ask for this local phone number (do not use area code and do not use 800 numbers). NOTE: If after entering the customer number, the system says "Customer not authorized Credit"... this means that the customer is currently on credit hold and can only purchase items with cash check, or VISA. Refer to Cash Sale procedure in this manual. 6. In some cases a break through comment may appear. The following screen is a sample of a break through. Note you must press the FK3 to Accept before you can continue. This screen could warn you about employees no longer with the client, maximum dollar amount or perhaps require you to gather information that is required before a client will pay the invoice. Prophet 21 Array Users Guide Regular Charge Sale 8-2

59 Break Through Note Example Figure 28 Break Through Note Example 7. Purchase Order Number If the Customer has a PO#, enter it now. Otherwise, if the customer has no PO#, enter the customer's First and Last name and/or job reference. Entering the customer's name makes it easier to find this sale in order inquiry in the future, or when a return is requested without a receipt. If a purchase order number is required, you will not be able to bypass this screen until you enter a valid purchase order number. Please note that if you need additional space to type a purchase order number you may consider using the RELEASE NUMBER field in the next screen. 8. Given By, Telephone Number, and Release Number. A. Enter the name of the person placing the order in the GIVEN BY field. This name will not display or print on any quotes or orders but is especially helpful later on when we are trying to locate the person who placed the order. B. Any special telephone number can be entered in the next field. C. Any special job name can be in the RELEASE NUMBER field. This may print both on the pick-ticket and customer's invoice if your forms are set up to print this information.. This field can also be used as an extension of the purchase order number. 9. Ship-to name and address. A. If this is a counter pick-up order, type "COUNTER SALE" on the first line. B. If this is to be shipped, and the address on the header of your screen is correct, press ENTER to continue, otherwise type the full ship to name and address. 10. Tax Code (Optional Switch) Select setups may require that you verify and complete the tax jurisdiction for this sale. A tax code box will appear, verify the tax number. If you are unsure as to the correct tax jurisdiction, press FK5 to display all tax jurisdictions available. Prophet 21 Array Users Guide Regular Charge Sale 8-3

60 Tax Code Screen Figure 29 Tax Code Screen Order Entry Warehouse Summary Screen Returning here will bring you into the body of the order for entry of items. 11. Enter the items, quantities, and charges. There are two order entry options: Summary entry. This requires just part number and quantity. This is more commonly used at counter sales where it is a quick entry. Below is a display of the screen prior to an item being entered. Figure 30 Order Entry Warehouse Summary Screen Once an item has been entered, the screen will display the following: Prophet 21 Array Users Guide Regular Charge Sale 8-4

61 Order Entry Warehouse Summary Screen with Item Figure 31 - Order Entry Warehouse Summary Screen with Item Order Entry Warehouse Detail Screen Where PRICE display is the standard package quantity and VALUE represents the available quantity for sale. (This is the available quantity not the quantity on hand) Once you accept the quantity, the customer s unique price matrix price will display. You can continue to add items. Detail Entry. To access this screen, press the FK1 DETAIL key. This will display the following screen. Figure 32 - Order Entry Warehouse Detail Screen This screen will allow you (depending upon authorization level) to access more fields to adjust pricing/cost and other item specific values. Prophet 21 Array Users Guide Regular Charge Sale 8-5

62 Order Entry Warehouse Detail Screen with Item Figure 33 - Order Entry Warehouse Detail Screen with Item Field Definitions for Order Entry Field Number Field Name (some may not display in production mode). 1 Quantity Ordered 2 Unit of Measure 3* Cost 4 Sell Price 5* GM (Gross Margin) 6 Description 7 Customer Item Number 8 Due Date 19* Discount Percent - this number represents a discount off of the price displayed. This price could be column 3 or List price. 20* MUP%, this is the multiplier percentage on cost NOTE: (*) these lines may not be available to modify. Depending upon your level of security they may a) not display; b) display, but not allow modification; c) display and allow modification. See your system administrator for authorization approval. 12. Once you have entered your item into the sales order, you have additional capabilities as follows: See the Directs Chapter for Direct Lines See the PON Chapter for PON See the LPU Chapter for LPU See the Ship & Bill Chapter for Ship & Bill Lines See the Pack & Hold Chapter for Pack & Hold Orders See the IBT Chapter for IBT Lines Prophet 21 Array Users Guide Regular Charge Sale 8-6

63 See the Exchanges Chapter for Even / Uneven Exchanges See the Modify Orders Chapter for Modify a Line / Order See the Delete Items Chapter for Deleting Items See the Order Comments Chapter for Item Comments See the Order Comments Chapter for Order Comments See the Miscellaneous Charges Chapter for Miscellaneous Charges See the Free Item Entry Chapter for Free Items (included with) See the Lot Pricing Chapter for Lot Pricing See the Hold Orders Chapter for Hold Orders See the Copy Quote Chapter for Copy Quote See the Trade Service Database Items Chapter for Trade Service Data Base Item File See the New Item Entry (Non-Stocks) Chapter for New Item Entry 13. Press FK3 to TOTAL, when done entering all items and charges. 14. Shipping Instructions may be required (optional switch). In this case the following screen will appear Shipping Instructions Screen Figure 34 Shipping Instructions Screen 15. Select the appropriate code and press ENTER. This will add the selected instructions to the order header screen. At this time, your order total screen will appear. Prophet 21 Array Users Guide Regular Charge Sale 8-7

64 Order Entry Warehouse Total Screen Figure 35 - Order Entry Warehouse Total Screen 16. You now have the following options: Press FK1 to PRINT TICKET IMMEDIATELY. Press FK2 to send ticket to THE PAPERLESS WAREHOUSE. (Optional Feature) Press FK3 to PRINT TO WILL CALL PRINTER in warehouse. Press FK4 to make this order a PACK & HOLD. Press FK5 to send the order to the BILLING cycle. Press FK6 to RELEASE THE ORDER FROM CREDIT HOLD, as long as the user is authorized to do so. Press FK7 to add a COMMENT to the order. Press FK8 to have the system print ticket later in the day. Press FK9 to TRANSFER this order to a quote to store for later (this feature is available during the initial entry only) Press FK10 to CANCEL. This function key has two purposes. Allow you to go back into the order Cancel order completely 17. Order is now picked and the quantities picked should be indicated in the SHIPPED column of the form. Any items not found should be noted in the B/O column. The individual picking the order should put his initials in the box marked "picked by". 18. If this is a counter sale, have customer sign receipt. 19. If this is a shipment, the pick ticket goes to shipping. Prophet 21 Array Users Guide Regular Charge Sale 8-8

65 Cash Sale Credits Overview This chapter will teach you to enter cash sale credits (refunds). Prerequisites None Chapter Topics Cash Sale Credit (Refund) Entry Prophet 21 Array Users Guide Cash Sale Credits 9-1

66 Cash Sale Credit (Refund) Entry Entering a Cash Refund Cash Credits can be of Cash, VISA, MasterCard, American Express or Discover Card When entering a cash, check, or VISA refund, the counter person should do the following: 1. Insure the product was purchased at this company by asking the customer for his receipt. If the customer does not have a printed receipt with them, the counter person may still find the receipt on the system in the Save Invoice Inquiry. NOTE: Your branch policy may require the customer to present a copy of the original receipt. 2. Note the price originally paid for the item. If the customer's receipt is not priced, the counter person can examine a priced copy of the receipt on the system in the Save Invoice Inquiry. 3. Have the credit authorized if necessary. The Branch Manager should set the dollar amount counter returns need to be authorized and who will authorize the credit. When finished with the above steps, enter the credit into the system. 1. Enter Sales Order Entry From the Master Menu type 1 and press ENTER 2. Choose the Sales Order Entry Option, type 1 and press ENTER This will enter you into the Sales Order Entry screen. NOTE: Select Individuals may have a Password screen, if so, type your system sign-on and press ENTER, now type your system password and press ENTER. 3. Enter the order as ORDER ENTRY CASH SALE CREDIT - NEW ORDER. 4. If the top of the screen does not say ORDER ENTRY CASH SALE CREDIT, press FK7, type 7 for CASH SALE CREDIT. IMPORTANT: FOR CASH TYPE CREDITS DO NOT USE "RGA"! 5. Enter the customer number. Use the account number on the customer's receipt. 6. Purchase Order Number. If the Customer has a PO#, enter it now. Otherwise, if the customer has no PO#, enter the customer's First and Last name. Entering the customer's last name makes it easier to find this cash sale in order inquiry and in the save invoice inquiry. 7. Enter the Cash Drawer number for your branch. Prophet 21 Array Users Guide Cash Sale Credits 9-2

67 If you logged-in correctly, the system should assign a default cash drawer. Simply press ENTER. If you are unsure about your Cash Drawer s name or the drawer name is blank: A. Press FK5 to display all cash drawer names. B. Select the appropriate line number and press ENTER. This will pass back your selection. C. Press ENTER to continue. 8. Enter the inside salesman code. Again, if you logged on correctly, the system should assign your default salesman code. Press ENTER. You should see your name. 9. Given By, Telephone Number, and Release Number. A. Enter the name of the person returning the goods in the GIVEN BY field. This name will not display or print on any quotes or orders but is especially helpful later when we are trying to locate the person who returned the goods. B. Enter any special telephone number can be entered in the next field. C. Enter any special job name can be entered in the RELEASE NUMBER field. This may print both on the pick-ticket and customer's invoice if your forms are set up to print this information. This field can also be used as an extension of the purchase order number. 10. Ship-to name and address. It is recommended that this field is filled-in when using a cash sale walk-in customer, since there is no name/address information stored. 11. Tax Code (Optional Switch) Select setups may require that you verify and complete the tax jurisdiction for this sale. A tax code box will appear, verify the tax number. If you are unsure as to the correct tax jurisdiction, press FK5 to display all tax jurisdictions available. Tax Code Screen Figure 36 Tax Code Screen Returning here will bring you into the body of the order for entry of items. Prophet 21 Array Users Guide Cash Sale Credits 9-3

68 12. Enter the items, quantities, and charges. There are two order entry options: Summary entry. This requires just part number and quantity. This is more commonly used at counter sales where it is a quick entry. When entering item(s) to be returned, it is recommend that your work in the DETAIL screen. Press FK1 to get there. Make sure that the system credits the customer the correct amount. (That is, make sure that unit price on this Cash Credit is the same as the unit price on the original sale.) If prices do not match, you must modify. Before pressing enter to accept, 1) Type "4", this will put you at the unit price 2) Modify to match 3) Press ENTER to accept. Cash Sale Credit Screen Figure 37 Cash Sale Credit Screen Field Definitions for Cash Sale Credits To research the last price paid by this customer, press FK5 INVOICE. This will window you into the Save Invoice File. It will display for this customer number, this item, every occurrence that the item has been purchased. An * will signify the highest price paid. If the item being returned is defective, press FK7 DEFECT. It will flag the item as defective and will then update the defective on hand bucket verses the available buckets. Once you accept the quantity, the customer s unique price matrix price will display. You can continue to add items. This screen will allow you (depending upon authorization level) to access more fields to adjust pricing. Field Number Field Name (some may not display in production mode). 1 Quantity Ordered 2 Unit of Measure Prophet 21 Array Users Guide Cash Sale Credits 9-4

69 3* Cost 4 Sell Price 5* GM (Gross Margin) 6 Description 7 Customer Item Number 8 Due Date 19* Discount Percent - this number represents a discount off of the price displayed. This price could be column 3 or List price. 20* MUP%, this is the multiplier percentage on cost NOTE: (*) these lines may not be available to modify. Depending upon your level of security they may a) not display; b) display, but not allow modification; c) display and allow modification. See your system administrator for authorization approval. 13. Once you have entered your item into the sales order, you have additional capabilities as follows: See the Modify Orders Chapter for Modify a Line / Order See the Deleting Items Chapter for Deleting Items See the Order Comments Chapter for Item Comments See the Order Comments Chapter for Order Comments See the Miscellaneous Charges Chapter for Miscellaneous Charges See the Free Item Entry Chapter for Free Items (included with) See the Lot Pricing Chapter for Lot Pricing See the Trade Service Database Items Chapter for Trade Service Data Base Item File See the New Item Entry (Non-Stock) Chapter for New Item Entry 14. To add a RESTOCKING CHARGE (if necessary), do the following: A. Go to the DETAIL screen. If you are not there, press FK1 to get there. B. Press ESC to move under the "C" in the upper-left corner C. Press FK6 MISCCHG D. Type the code you want. Your System Administrator sets up these codes in MBS118. Examples: RS = You enter the dollar amount RS20 = is a 20% restocking charge RS30 = is a 30% restocking charge E. Press ENTER to leave the percentage as 20% or 30% F. Press ENTER to accept the dollar amount calculated G. Press ENTER to put the charge onto the order. 15. To add a credit for freight or another misc. charge (if necessary), do the following: A. Go to the DETAIL screen. If you are not there, press FK1 to get there B. Press ESC to move under the "C" in the upper-left corner C. Press FK6 MISCCHG Prophet 21 Array Users Guide Cash Sale Credits 9-5

70 D. Type the code you want Examples are: FRT, CUT, LABOR E. Press ENTER, type the dollar amount to credit. Note: the dollar amount must be negative if issuing a credit. F. Press ENTER to accept the dollar amount. G. Press ENTER to put the charge onto the order. 16. Press FK3 to TOTAL, when done entering all items and charges. This should display the Shipping/Grand Totals screen. 17. Review the items on the Screen. Anything that the customer has returned should be under the SHIPPED column. 18. If this is going to be a Cash Refund that you will take out of the cash drawer OR it will be VISA/MC Credit, go to the next step. 19. Press FK9 (Payment) to issue a refund. The payment screen will display. Order Entry Cash Sale Credit Payment Screen Figure 38 - Order Entry Cash Sale Credit Payment Screen 20. Enter the payment code. 21. If you entered CASH. Go to the next step. Otherwise, enter the Check Number or Credit Card Number. Also, enter the expiration date. (The Card # field cannot be left blank if credit card is used). 22. Enter the Amount Tendered. NOTE: You are doing a credit, therefore the Amount Tendered is The amount of refund will now display. Press ENTER. Prophet 21 Array Users Guide Cash Sale Credits 9-6

71 Order Entry Cash Sale Credit Payment Screen Showing Refund Figure 39 Order Entry Cash Sale Credit Payment Screen Showing Refund 24. Press FK3 to ACCEPT the payment or FK4 and FK5 allow you to modify the payment information in case you made a mistake or any other changes are required. 25. After accepting the order, you have several options: FK3 will list items starting from the first item. FK4 will list consecutive pages of the order. FK6 will allow you to modify any payments already on the order. FK7 will allow you to maintain the order (add, delete, modify, etc.). Cash Sale Total Screen Figure 40 - Cash Sale Total Screen Prophet 21 Array Users Guide Cash Sale Credits 9-7

72 26. Press FK1 to PRINT a receipt. It is recommended that you sign the receipt that you have received these parts back into the warehouse. Prophet 21 Array Users Guide Cash Sale Credits 9-8

73 Charge Credits (RGA) Overview This chapter will teach you to enter charge credits (RGA s) as well as RGA pick up credits. Prerequisites None Chapter Topics Charge Credit Entry (Returned Goods Authorization) RGA Account Pick-up Credits Prophet 21 Array Users Guide Charge Credits (RGA) 10-1

74 Charge Credit Entry (Returned Goods Authorization) NOTE: A RGA (Returned Goods Authorization) order should only be placed when the goods are being returned for house credit. Any cash refunds must be done as a CASH CREDIT. When entering a RGA at the counter, please do the following: 1. Insure the product was purchased at this company by asking the customer for the original receipt. If the customer does not have a printed receipt with them, the salesperson may still find the receipt on the system in the Save Invoice Inquiry. NOTE: Your branch policy may require the customer to present a copy of the original receipt. 2. Note the price originally paid for the item. If the customer's receipt is not priced, the salesperson can examine a priced copy of the receipt on the system in the Save Invoice Inquiry. 4. Have the credit authorized if necessary. The Branch Manager should set the dollar amount counter returns need to be authorized and who will authorize the credit. When finished with the above steps, enter the credit into the system. 1. Enter Sales Order Entry From the Master Menu type 1 and press ENTER 2. Choose the Sales Order Entry Option, type 1 and press ENTER This will enter you into the Sales Order Entry screen. NOTE: Select Individuals may have a Password screen, if so, type your system sign-on and press ENTER, now type your system password and press ENTER. 3. Enter the order as ORDER ENTRY RETURN GOODS - NEW ORDER. If the top of the screen does not say ORDER ENTRY RETURN GOODS, press FK7, type 6 for RGA. 4. Enter the customer number. Use the customer number on the original receipt, using ship to/job number if applicable. If the customer does not have his/her original receipt, it is suggested that you use 3 or 4 letters of the customer's name to search. Using too many letters may take you past the requested customer s name and you will have to re-start your search. This field is an Alpha/Numeric field, you can type the customer s name and the screen will scroll. If the need to search for the customer by number or telephone number rather than alpha, press FK5. You will now have three options to search for your customer. Type "A" to search alphabetically Prophet 21 Array Users Guide Charge Credits (RGA) 10-2

75 Type "C" if you wish to search by account number (not recommended) Type "T" to search by telephone number. This method is very useful when you are having trouble locating the customer by name (i.e.. "doing business as"). Ask for this local phone number (do not use area code and do not use 800 numbers). NOTE: If after entering the customer number, the system says "Customer not authorized Credit"... check with the credit manager prior to placing this order. 5. Purchase Order Number. If the Customer has a reference to an old PO#, enter it now. Otherwise, if the customer has no PO#, enter the customer's Last name. Entering the customer's last name makes it easier to find this in order/quote inquiry. 6. Given By, Telephone Number, and Release Number. A. Enter the name of the person returning the goods in the GIVEN BY field. This name will not display or print on any quotes or orders but is especially helpful later on when we are trying to locate the person who returned the goods. B. Any special telephone number can be entered in the next field. C. Any special job name can be entered in the RELEASE NUMBER field. This may print both on the pick-ticket and customer's invoice if your forms are set up to print this information. This field can also be used as an extension of the purchase order number. 7. Ship-to name and address. There will be no special ship-to address since the goods are being returned to the counter. We suggest that you type "RETURNED GOODS". 8. Tax Code (Optional Switch) Select setups may require that you verify and complete the tax jurisdiction for this sale. A tax code box will appear, verify the tax number. If you are unsure as to the correct tax jurisdiction, press FK5 to display all tax jurisdictions available. You may need to go to Save Invoice File to locate the exact tax jurisdiction for the original sale. Prophet 21 Array Users Guide Charge Credits (RGA) 10-3

76 Tax Code Screen Figure 41 Tax Code Screen Returning here will bring you into the body of the order for entry of items. 9. Enter a comment noting the original order number (should be first line). A. Go to the DETAIL screen. If you are not there, press FK1 to get there B. Press ESC to move under the "C" in the upper-left corner C. Press FK8 ORDCOM D. Press ENTER twice, leaving the ITEM # field blank E. Type the comment (EX: Orig. Ord. # dated 01/01/01) F. Press ENTER to put this comment onto the order. 10. Enter the items, quantities, and charges. There are two order entry options. Summary entry. This requires just part number and quantity. This is more commonly used at counter sales where it is a quick entry. When entering item(s) to be returned, it is recommend that your work in the DETAIL screen. Detail Screen entry. Press FK1 to get there. Make sure that the system credits the customer the correct amount. (That is, make sure that unit price on this Cash Credit is the same as the unit price on the original sale.) If prices do not match, you must modify. Before pressing enter to accept, 1) Type "4", this will put you at the unit price 2) Modify to match 3) Press ENTER to accept. NOTE: If the customer does not have a receipt and you are not sure of the original price paid, in the DETAIL screen type the item being returned and enter the quantity being returned. Now, on the bottom of your screen is a function key called "INVOICE" (FK5), press it now. The system will display all invoices for this customer with this item. In the list you should see the order being returned and the original price paid. If for some reason this invoice is not displayed, we suggest that you select the lowest price paid for the amount of the refund. Prophet 21 Array Users Guide Charge Credits (RGA) 10-4

77 Once an item has been entered, the screen will display the following: Order Entry RGA Detail Screen with Item Figure 42 - Order Entry RGA Detail Screen with Item Field Definitions for RGA s 11. If you are authorized to and this item is to be returned to the manufacturer, FK6 PON will allow you to create a Returned Goods Purchase Order. 12. If the item being returned is defective, press FK7 DEFECT. It will flag the item as defective and will then update the defective on hand bucket verses the available buckets. Field Number Field Name (some may not display in production mode) 1 Quantity Ordered 2 Unit of Measure 3* Cost 4 Sell Price 5* GM (Gross Margin) 6 Description 7 Customer Item Number 8 Due Date 19* Discount Percent - this number represents a discount off of the price displayed. This price could be column 3 or List price. 20* MUP%, this is the multiplier percentage on cost NOTE: (*) these lines may not be available to modify. Depending upon your level of security they may a) not display; b) display, but not allow modification; c) display and allow modification. See your system administrator for authorization approval. Prophet 21 Array Users Guide Charge Credits (RGA) 10-5

78 13. Once you accept the quantity, the customer s unique price matrix price will display. You can continue to add items. 14. Once you have entered your item into the sales order, you have additional capabilities as follows: See the Modify Orders Chapter for Modify a Line / Order See the Delete Items Chapter for Deleting Items See the Order Comments Chapter for Item Comments See the Order Comments Chapter for Order Comments See the Miscellaneous Charges Chapter for Miscellaneous Charges See the Free Item Entry Chapter for Free Items (included with) See the Lot Pricing Chapter for Lot Pricing See the Trade Service Database Items Chapter for Trade Service Data Base Item File See the New Item Entry (Non-Stock) Chapter for New Item Entry 15. To add a RESTOCKING CHARGE (if necessary), do the following: A. Go to the DETAIL screen. If you are not there, press FK1 to get there B. Press ESC to move under the "C" in the upper-left corner C. Press FK6 MISCCHG. If you are unsure of the charge codes, press FK5 ALPHA, a pop-up window will display all valid codes. D. Type the code you want. Your System Administrator sets up these codes in MBS118. Examples: RS = You enter the dollar amount RS20 = is a 20% restocking charge RS30 = is a 30% restocking charge E. Press ENTER to leave the percentage as 20% or 30% F. Press ENTER to accept the dollar amount calculated G. Press ENTER to put the charge onto the order. 16. To add a credit for freight or another misc. charge (if necessary), do the following: A. Go to the DETAIL screen. If you are not there, press FK1 to get there B. Press ESC to move under the "C" in the upper-left corner C. Press FK6 MISCCHG. If you are unsure of the charge codes, press FK5 ALPHA, a pop-up window will display all valid codes. D. Select or type the applicable code. Example are: FRT, CUT, LABOR E. Press ENTER, type the dollar amount to credit. NOTE: The dollar amount must be negative if issuing a credit. F. Press ENTER to accept the dollar amount G. Press ENTER to put the charge onto the order. 17. Press FK3 to TOTAL the order (RGA). 18. Press FK1 to PRINT a receipt. Please be advised that this is only a receipt of goods and credit will not be on this account until the billing clerk has "billed" this document. Prophet 21 Array Users Guide Charge Credits (RGA) 10-6

79 RGA Account Pick-up Credits NOTE: An RGA (Returned Goods Authorization) order should only be placed when the goods are being returned for house credit. Any cash refunds must be done as a CASH CREDIT. Special Consideration: Since the material is to be picked up at the customer s site, it is suggested that you use the QUOTE function rather than a new order. This will give you complete flexibility when the material is returned. Flexibility to change items, change quantity or make necessary adjustments before transferring the quote to an order. When entering a RGA, please do the following: 1. Insure the product was purchased at this company by asking the customer for his receipt. If the customer does not have a printed receipt with them, the counter person may still find the receipt on the system in the Save Invoice Inquiry. NOTE: Your branch policy may require the customer to present a copy of the original receipt. 2. Note the price originally paid for the item. If the customer's receipt is not priced, the counter person can examine a priced copy of the receipt on the system in the Save Invoice Inquiry. 5. Have the credit authorized if necessary. The Branch Manager should set the dollar amount counter returns need to be authorized and who will authorize the credit. When finished with the above steps, enter the credit into the system. 1. Enter Sales Order Entry From the Master Menu type 1 and press ENTER 2. Choose the Sales Order Entry Option, type 1 and press ENTER 3. This will enter you into the Sales Order Entry screen. NOTE: Select Individuals may have a Password screen, if so, type your system sign-on and press ENTER, now type your system password and press ENTER. 4. Enter the order as QUOTE ENTRY RETURN GOODS - NEW ORDER. If the top of the screen does not say QUOTE ENTRY RETURN GOODS, press FK8, type 6 for RGA QUOTE. 5. Enter the customer number. Use the customer number on the original receipt, using ship to/job number if applicable. If the customer does not have his/her original receipt, it is suggested that you use 3 or 4 letters of the customer's name to search. Using too many letters may take you past the requested customer s name and you will have to re-start your search. This field is an Alpha/Numeric field, you can type the customer s name and the screen will scroll. Prophet 21 Array Users Guide Charge Credits (RGA) 10-7

80 If the need to search for the customer by number or telephone number rather than alpha, press FK5. You will now have three options to search for your customer. Type "A" to search alphabetically Type "C" if you wish to search by account number (not recommended) Type "T" to search by telephone number. This method is very useful when you are having trouble locating the customer by name (i.e.. "doing business as"). Ask for this local phone number (do not use area code and do not use 800 numbers). NOTE: If after entering the customer number, the system says "Customer not authorized Credit"... check with the credit manager prior to placing this order. 6. Purchase Order Number. If the Customer has a reference to an old PO#, enter it now. Otherwise, if the customer has no PO#, enter the customer's Last name. Entering the customer's last name makes it easier to find this in order/quote inquiry. 7. Given By, Telephone Number, and Release Number. A. Enter the name of the person returning the goods in the GIVEN BY field. This name will not display or print on any quotes or orders but is especially helpful later on when we are trying to locate the person who returned the goods. B. Any special telephone number can be entered in the next field. C. Any special job name can be entered in the RELEASE NUMBER field. This may print both on the pick-ticket and customer's invoice if your forms are set up to print this information. This field can also be used as an extension of the purchase order number. 8. Ship-to name and address. This space will be used as the PICK-UP address. A. On the first line type "RETURNED GOODS" B. All other lines, type the FULL Pick-up Address for your driver. 9. Tax Code (Optional Switch) Select setups may require that you verify and complete the tax jurisdiction for this sale. A tax code box will appear, verify the tax number. If you are unsure as to the correct tax jurisdiction, press FK5 to display all tax jurisdictions available. You may need to go to Save Invoice File to locate the exact tax jurisdiction for the original sale. Prophet 21 Array Users Guide Charge Credits (RGA) 10-8

81 Tax Code Screen Figure 43 Tax Code Screen Returning here will bring you into the body of the order for entry of items. 10. Enter a comment noting the original order number (should be first line). A. Go to the DETAIL screen. If you are not there, press FK1 to get there B. Press ESC to move under the "C" in the upper-left corner C. Press FK8 ORDCOM D. Press ENTER twice, leaving the ITEM # field blank E. Type the comment (EX: Orig. Ord. # dated 01/01/01) F. Press ENTER to put this comment onto the order. 11. Enter the items, quantities, and charges. There are two order entry options. Summary entry. This requires just part number and quantity. This is more commonly used at counter sales where it is a quick entry. When entering item(s) to be returned, it is recommend that your work in the DETAIL screen. Detail Screen entry. Press FK1 to get there. Make sure that the system credits the customer the correct amount. (That is, make sure that unit price on this Cash Credit is the same as the unit price on the original sale.) If prices do not match, you must modify. Before pressing enter to accept, 1) Type "4", this will put you at the unit price 2) Modify to match 3) Press ENTER to accept. NOTE: If the customer does not have a receipt and you are not sure of the original price paid, in the DETAIL screen type the item being returned and enter the quantity being returned. Now, on the bottom of your screen is a function key called "INVOICE" (FK5), press it now. The system will display all invoices for this customer with this item. In the list you should see the order being returned and the original price paid. If for some reason this invoice is not displayed, we recommend that you select the lowest price paid for the amount of the refund. Prophet 21 Array Users Guide Charge Credits (RGA) 10-9

82 Order Entry RGA Detail Screen with Item Once an item has been entered, the screen will display the following: Figure 44 - Order Entry RGA Detail Screen with Item Field Definitions for RGA s 12. If you are authorized to and this item is to be returned to the manufacturer, FK6 PON will allow you to create a Returned Goods Purchase Order. 13. If the item being returned is defective, press FK7 DEFECT. It will flag the item as defective and will then update the defective on hand bucket verses the available buckets. Field Number Field Name (some may not display in production mode) 1 Quantity Ordered 2 Unit of Measure 3* Cost 4 Sell Price 5* GM (Gross Margin) 6 Description 7 Customer Item Number 8 Due Date 19* Discount Percent - this number represents a discount off of the price displayed. This price could be column 3 or List price. 20* MUP%, this is the multiplier percentage on cost NOTE: (*) these lines may not be available to modify. Depending upon your level of security they may a) not display; b) display, but not allow modification; c) display and allow modification. See your system administrator for authorization approval. Prophet 21 Array Users Guide Charge Credits (RGA) 10-10

83 14. Once you accept the quantity, the customer s unique price matrix price will display. You can continue to add items. 15. Once you have entered your item into the sales order, you have additional capabilities as follows: See the Modify Orders Chapter for Modify a Line / Order See the Delete Items Chapter for Deleting Items See the Order Comments Chapter for Item Comments See the Order Comments Chapter for Order Comments See the Miscellaneous Charges Chapter for Miscellaneous Charges See the Free Item Entry Chapter for Free Items (included with) See the Lot Pricing Chapter for Lot Pricing See the Trade Service Database Items Chapter for Trade Service Data Base Item File See the New Item Entry (Non-Stock) Chapter for New Item Entry 16. To add a RESTOCKING CHARGE (if necessary), do the following: A. Go to the DETAIL screen. If you are not there, press FK1 to get there B. Press ESC to move under the "C" in the upper-left corner C. Press FK6 MISCCHG. If you are unsure of the charge codes, press FK5 ALPHA, a pop-up window will display all valid codes. D. Select or type the applicable code. Your System Administrator sets up these codes in MBS118. Examples: RS = You enter the dollar amount RS20 = is a 20% restocking charge RS30 = is a 30% restocking charge E. Press ENTER to leave the percentage as 20% or 30% F. Press ENTER to accept the dollar amount calculated G. Press ENTER to put the charge onto the order. 17. To add a credit for freight or another misc. charge (if necessary), do the following: A. Go to the DETAIL screen. If you are not there, press FK1 to get there B. Press ESC to move under the "C" in the upper-left corner C. Press FK6 MISCCHG. If you are unsure of the charge codes, press FK5 ALPHA, a pop-up window will display all valid codes. D. Select or type the applicable code. Example are: FRT, CUT, LABOR E. Press ENTER, type the dollar amount to credit. NOTE: The dollar amount must be negative if issuing a credit. F. Press ENTER to accept the dollar amount G. Press ENTER to put the charge onto the order. 18. Press FK3 to TOTAL the order (RGA). 19. Press FK1 to PRINT a pickup quote. Please be advised that this is only a receipt of goods and credit will not be on this account until branch approval and the billing clerk has "billed" this document. At this point, the pick ticket (quote type) will be given to the driver with pick-up instructions. The DRIVER will verify all items he is picking up and note the quantities in the "SHIPPED" column of the Prophet 21 Array Users Guide Charge Credits (RGA) 10-11

84 pick ticket. He should also note any other items he is picking up not listed on pick ticket. He will then sign both copies and give the a copy to the customer as a receipt of items he is taking. Upon return to the branch, a copy should be returned to the Inside Sales Person for any and all corrections as needed. After all corrections have been made, a copy should be forwarded to Branch Manager for final approval before billing. Prophet 21 Array Users Guide Charge Credits (RGA) 10-12

85 Directs Overview This chapter teaches you to enter direct orders. Direct orders are orders shipped directly to the customer. Prerequisites None Chapter Topics Direct Order Entry Prophet 21 Array Users Guide Directs 11-1

86 Direct Order Entry This feature allows the user to create a Direct Purchase Order within the Sales Order. Items can be mixed and matched on one order. Items coming from stock can also be sold on this sales order with no impact on the Direct function. The vendor number from the item master or warehouse record is used to create the Direct Purchase Order, however, overrides are allowed. The item number, description, and the new order number prints as a comment line in the sales order and on the pick ticket. The direct on order and backorder fields of warehouse item records are updated so we know the customer's requirement are covered by purchase orders, and we can follow up on due dates and orders status if desired. When the vendor's invoice is received and approved, the order can be billed by pressing a function key during the receiving process. Generally there are two methods of doing a direct. Method #1 The first method is to make the whole order direct by choosing the Direct Order option from the very start. Method #2 Your second choice is to make one or more lines on an otherwise stock order Direct Lines. Direct Order Entry - Method # 1 1. Enter Sales Order Entry From the Master Menu type 1 and press ENTER 2. Choose the Sales Order Entry Option, type 1 and press ENTER This will enter you into the Sales Order Entry screen. NOTE: Select Individuals may have a Password screen, if so, type your system sign-on and press ENTER, now type your system password and press ENTER. 3. If your cursor is sitting at a search, press the ESC key to display available function keys. Press FK7 for Orders, type 2 for DIRECTS. Your screen will now display ORDER ENTRY DIRECT - NEW ORDER. 4. Enter the Alpha search for the customer. It is suggested that you use 3 or 4 letters of the customer's name to search. Using too many letters may take you past the requested customer s name and you will have to re-start your search. This field is an Alpha/Numeric field, you can type the customer s name and the screen will scroll. If the need to search for the customer by number or telephone number rather than alpha, press FK5. You will now have three options to search for your customer. Type "A" to search alphabetically Type "C" if you wish to search by account number (not recommended) Type "T" to search by telephone number. This method is very useful when you are having trouble locating the customer by name (i.e.. "doing business as"). Ask for this local phone number (do not use area code and do not use 800 numbers). Prophet 21 Array Users Guide Directs 11-2

87 NOTE: If after entering the customer number, the system says "Customer not authorized Credit"... check with the credit manager prior to placing this order. Break Through Note Example 5. In some cases a break through comment may appear. The following screen is a sample of a break through. You must press the FK3 to Accept before you can continue. This screen could warn you about employees no longer with the client, maximum dollar amount or perhaps require you to gather information that is required before a client will pay the invoice. Figure 45 - Break Through Note Example 6. Purchase Order Number If the Customer has a PO#, enter it now. Otherwise, if the customer has no PO#, enter the customer's First and Last name and/or job reference. Entering the customer's name makes it easier to find this sale in order inquiry in the future, or when a return is requested without a receipt. If a purchase order number is required, you will not be able to bypass this screen until you enter a valid purchase order number. Please note that if you need additional space to type a purchase order number you may consider using the RELEASE NUMBER field in the next screen. 7. Given By, Telephone Number, and Release Number. A. Enter the name of the person placing the order in the GIVEN BY field. This name will not display or print on any quotes or orders but is especially helpful later on when we are trying to locate the person who placed the order. B. Any special telephone number can be entered in the next field. C. Any special job name can be in the RELEASE NUMBER field. This may print both on the pick-ticket and customer's invoice if forms are set up to print this information. This field can also be used as an extension of the purchase order number. 8. Ship-to name and address. Since this is a direct order, please be sure that the address on the header of your screen is correct, press ENTER to continue, otherwise type a full ship to name and address. 9. Tax Code (Optional Switch) Prophet 21 Array Users Guide Directs 11-3

88 Select setups may require that you verify and complete the tax jurisdiction for this sale. A tax code box will appear, verify the tax number. If you are unsure as to the correct tax jurisdiction, press FK5 to display all tax jurisdictions available. Tax Code Screen Figure 46 - Tax Code Screen Returning here will bring you into the body of the order for entry of items. 10. Enter the items, quantities, and charges. There are two order entry options: Summary entry. This requires just part number and quantity. This is more commonly used at counter sales where it is a quick entry. Since you will be doing a Direct Line, you must switch to DETAIL. Detail Entry to do so Press FK1 - DETAIL. This type of entry screen is much more detailed. This will display the following screen. The detail screen will allow you (depending upon authorization level) to access more fields to adjust pricing. Prophet 21 Array Users Guide Directs 11-4

89 Order Entry Direct Detail Screen with Item Figure 47 - Order Entry Direct Detail Screen with Item Field Definitions for Direct Orders 11. The screen type will now display DIRECT in the bottom center. 12. In the top right of the screen it will display B/O along with backordering the item. 13. It will also display a suggested vendor in field number 9. If this is the vendor you wish to purchase the item from, press ENTER to accept. Otherwise, if you wish to purchase this item from another vendor, press 9 and ENTER. A. This will bring your cursor to the vendor number field. If you know the vendor number, type it now. B. If not, you can press FK5 to start a search. 1) The screen will prompt you for an alpha name. Here again, type three or four letters of the vendor you wish to search. The screen will start scrolling with the alpha you requested. 2) Once you have spotted the proper vendor number, select that line number and press ENTER. This will return you back to the detail screen. C. Press ENTER once more and the vendor name will display. D. If this is correct, press ENTER to accept that line. E. You may repeat this step for as many items as necessary. Keep in mind the system will not assign a purchase order until you have totaled this order. Items with the same vendor number will be batched onto one purchase order number. Field Number Field Name (some may not display in production mode). 1 Quantity Ordered 2 Unit of Measure 3* Cost 4 Sell Price Prophet 21 Array Users Guide Directs 11-5

90 5* GM (Gross Margin) 6 Description 7 Customer Item Number 8 Due Date 19* Discount Percent - this number represents a discount off of the price displayed. This price could be column 3 or List price. 20* MUP%, this is the multiplier percentage on cost NOTE: (*) these lines may not be available to modify. Depending upon your level of security they may a) not display; b) display, but not allow modification; c) display and allow modification. See your system administrator for authorization approval. Order Entry Direct Total Screen 14. Once you have entered your item into the sales order, you have additional capabilities as follows: See the Modify Orders Chapter for Modify a Line / Order See the Delete Items Chapter for Deleting Items See the Order Comments Chapter for Item Comments See the Order Comments Chapter for Order Comments See the Miscellaneous Charges Chapter for Miscellaneous Charges See the Free Item Entry Chapter for Free Items (included with) See the Lot Pricing Chapter for Lot Pricing See the Trade Service Database Items Chapter for Trade Service Data Base Item File See the New Item Entry (Non-Stock) Chapter for New Item Entry 15. Press FK3 to TOTAL, when done entering all items and charges. Figure 48 - Order Entry Direct Total Screen 16. You now have several options for this order. Press FK1 to PRINT TICKET IMMEDIATELY. Prophet 21 Array Users Guide Directs 11-6

91 Press FK3 to print at the WILL CALL PRINTER in warehouse. Press FK4 to turn order into a PACK & HOLD. Press FK5 to NO PRINT the pick ticket. Press FK6 to RELEASE ORDER FROM CREDIT HOLD (If user is authorized). Press FK7 to add COMMENTS to the order. Press FK10 to CANCEL this order - will only cancel if New Order. Press FK9 to TRANSFER this order to a quote to store for later. 17. Once you total this order, the system will print a purchase order. Before the purchase order prints, the screen will prompt you if you wish to do Maintenance to the purchase order. Press FK1 for YES Press FK2 for NO. 18. If you press FK1 for YES, the system will now bring you into Purchase Order Maintenance. Here you can modify any field(s) within the header of the purchase order. You may wish to update the due date, terms, or FOB point. If no further corrections or additions are required within the header, press FK4 to go to the detail of the purchase order. 19. The items will be listed on the purchase order. To add or modify the PO, A. Press FK8 MODIFY. FK7 to modify a line FK8 to add a line B. You may now wish to add comments to the vendor. Refer to the Purchase Order Entry manual for assistance. C. Once all corrections and additions have been made press FK3 TOTAL. D. If you have multiple Directs on this sales order, the screen will prompt you for maintenance of all purchase orders. Do the same as above until all purchase orders have been displayed. E. The system will now print a purchase order on the purchasing department's printer and will also print a pick ticket as designated by a previous function key. 20. The P.O. number will look something like this: DIR Where the actual purchase order number is Where DIR represents the type of purchase order Where is the "hard tie" back to the sales order number. NOTE: This complete Purchase Order Number is very important when it comes time to invoice the customer. The only tie back to the Sales Order Number on the Vendor invoice is the suffix. This will allow the Accounts Payable and billing departments to both pay the invoice and bill the customer. 21. If you have several Directs to different vendors on one sales order, you will receive several Purchase Orders. 22. It is suggested that a copy of the sales order and a copy of the Direct Purchase Order should be given to the Accounts Payable department for reference when the direct invoice arrives. Keep a copy in your files for reference. Prophet 21 Array Users Guide Directs 11-7

92 Direct Order Entry - Method #2 Method #2 is to be used in conjunction with standard Sales Order Entry, where one or more items are to be shipped direct. 1. To do so, go to the DETAIL screen. If you are not there, press FK1. 2. Enter an item number and press ENTER 3. Enter a quantity 4. Press FK7 - DIRECT 5. The screen type will now display DIRECT in the bottom center. 6. In the top right of the screen it will display B/O along with backordering the item. 7. It will also display a suggested vendor in field number 9. If this is the vendor you wish to purchase the item from, press ENTER to accept. Otherwise, if you wish to purchase this item from another vendor, press 9 and ENTER. A. This will bring your cursor to the vendor number field. If you know the vendor number, type it now. B. If not, you can press FK5 to start a search. 1) The screen will prompt you for an alpha name. Here again, type three or four letters of the vendor you wish to search. The screen will start scrolling with the alpha you requested. 2) Once you have spotted the proper vendor number, select that line number and press ENTER. This will return you back to the detail screen. C. Press ENTER once more and the vendor name will display. 8. If this is correct, press ENTER to accept that line. 9. You may repeat this step for as many items as necessary. Keep in mind the system will not assign a purchase order until you have totaled this order. Items with the same vendor number will be batched on to one purchase order number. 10. Enter additional information. See the Modify Orders Chapter for Modify a Line / Order See the Delete Items Chapter for Deleting Items See the Order Comments Chapter for Item Comments See the Order Comments Chapter for Order Comments See the Miscellaneous Charges Chapter for Miscellaneous Charges See the Free Item Entry Chapter for Free Items (included with) See the Lot Pricing Chapter for Lot Pricing See the Trade Service Database Items Chapter for Trade Service Data Base Item File See the New Item Entry (Non-Stock) Chapter for New Item Entry 11. Press FK3 to TOTAL, when done entering all items and charges. 12. You now have the following print options: Press FK1 to PRINT TICKET IMMEDIATELY. Press FK3 to print at the WILL CALL PRINTER in warehouse. Press FK4 to turn order into a PACK & HOLD. Press FK5 to NO PRINT the pick ticket. Prophet 21 Array Users Guide Directs 11-8

93 Press FK6 to RELEASE ORDER FROM CREDIT HOLD (If user is authorized). Press FK7 to add COMMENTS to the order. Press FK10 to CANCEL this order - will only cancel if New Order. Press FK9 to TRANSFER this order to a quote to store for later. 13. Once you total this order, the system will print a purchase order. Before the purchase order prints, the screen will prompt you if you wish to do Maintenance to the purchase order. Press FK1 for YES Press FK2 for NO. 14. If you press FK1 for YES, the system will now bring you into Purchase Order Maintenance. Here you can modify any field(s) within the header of the purchase order. You may wish to update the due date, terms, or FOB point. If no further corrections or additions are required within the header, press FK4 to go to the detail of the purchase order. 15. The items will be listed on the purchase order. To add or modify the PO, A. Press FK8 MODIFY. FK7 to modify a line FK8 to add a line B. You may now wish to add comments to the vendor. Refer to the Purchase Order Entry manual for assistance. C. Once all corrections and additions have been made press FK3 TOTAL. D. If you have multiple Directs on this sales order, the screen will prompt you for maintenance of all purchase orders. Do the same as above until all purchase orders have been displayed. E. The system will now print a purchase order on the purchasing department's printer and will also print a pick ticket as designated by a previous function key. 16. The P.O. number will look something like this: DIR Where the actual purchase order number is Where DIR represents the type of purchase order Where is the "hard tie" back to the sales order number. NOTE: This complete Purchase Order Number is very important when it comes time to invoice the customer. The only tie back to the Sales Order Number on the Vendor invoice is the suffix. This will allow the Accounts Payable and billing departments to both pay the invoice and bill the customer. 17. If you have several Directs to different vendors on one sales order, you will receive several Purchase Orders. It is suggested that a copy of the sales order and a copy of the Direct Purchase Order should be given to the Accounts Payable department for reference when the direct invoice arrives. Keep a copy in your files for reference. Prophet 21 Array Users Guide Directs 11-9

94 PON Overview This chapter will teach you to enter items on sales orders and automatically generate purchase orders for the items directly from the sales order. Prerequisites None Chapter Topics Purchase Order Now Prophet 21 Array Users Guide PON 12-1

95 Purchase Order Now Entering a PON This feature allows the user to create a Purchase Order within the Sales Order. Can be used to purchase non-stock material up to the quantity of the Sales Order. Items can be mixed and matched on one order. Items coming from stock can also be sold on this sales order with no impact on the PON function. 1. To do so, go to the DETAIL screen. If you are not there, press FK1. 2. Enter an item number and press ENTER. 3. Enter a quantity. 4. Parts that are to be purchased on a PON must be backordered, therefore, you must "toggle" the allocated quantity into a backorder if they are not already backordered. Press FK4 - BACKORDER, the quantity will now be backordered. 5. Press FK6 - LPU/PON 6. The screen will prompt once more for type of Purchase Order, press FK7 - PON 7. It will also display a suggested vendor in field number 9. If this is the vendor you wish to purchase the item from, press ENTER to accept. Otherwise, if you wish to purchase this item from another vendor, press 9 and ENTER. A. This will bring your cursor to the vendor number field. If you know the vendor number, type it now. B. If not, you can press FK5 to start a search. 1) The screen will prompt you for an alpha name. Here again, type three or four letters of the vendor you wish to search. The screen will start scrolling with the alpha you requested. 2) Once you have spotted the proper vendor number, select that line number and press ENTER. This will return you back to the detail screen. C. Press ENTER once more and the vendor name will display. 8. If this is correct, press ENTER to accept that line. 9. You may repeat this step for as many items as necessary. Keep in mind the system will not assign a purchase order until you have totaled this order. Items with the same vendor number will be batched on to one purchase order number. 10. Once you total this order, the system will print a purchase order. Before the purchase order prints, the screen will prompt you if you wish to do Maintenance to the purchase order. Press FK1 for YES Press FK2 for NO. 11. If you press FK1 for YES, the system will now bring you into Purchase Order Maintenance. Here you can modify any field(s) within the header of the purchase order. You may wish to update the due date, terms, or FOB point. If no further corrections or additions are required within the header, press FK4 to go to the detail of the purchase order. Prophet 21 Array Users Guide PON 12-2

96 12. The items will be listed on the purchase order. To add or modify the PO, A. Press FK8 MODIFY. FK7 to modify a line FK8 to add a line B. You may now wish to add comments to the vendor. Refer to the Purchase Order Entry manual for assistance. C. Once all corrections and additions have been made press FK3 TOTAL. D. If you have multiple PON s on this sales order, the screen will prompt you for maintenance of all purchase orders. Do the same as above until all purchase orders have been displayed. E. The system will now print a purchase order on the purchasing department's printer and will also print a pick ticket as designated by a previous function key. 13. The P.O. number will look something like this: PON Where the actual purchase order number is Where PON represents the type of purchase order Where is the "hard tie" back to the sales order number. 14. If you have several PON's to different vendors on one sales order, you will receive several Purchase Orders. Prophet 21 Array Users Guide PON 12-3

97 LPU Overview This chapter teaches you to enter items into the sales order and automatically create purchase orders for pick up locally (possibly from a local competitor, etc.) Prerequisites None Chapter Topics Local Pickup Purchase Order Prophet 21 Array Users Guide LPU 13-1

98 Local Pickup Purchase Order Entering a LPU This feature allows the user to create a Local Pick-up Purchase Order for an individual item(s) within the Sales Order. Can be used to purchase non-stock material up to the quantity of the Sales Order. Items can be mixed and matched on one order. Items coming from stock can also be sold on this sales order with no impact on the LPU function. The vendor number, from the item master or warehouse record, is used to create the purchase order, however, overrides are allowed. The item number, description, and the new order number prints as a comment line on the sales order and on the pick ticket. Generally, this type of Purchase Order is used when you wish your driver to pickup material at a local vendor and continue to deliver it to your customer. 1. To do so, go to the DETAIL screen. If you are not there, press FK1 to get there. 2. Enter an item number and press ENTER 3. Enter a quantity 4. Parts that are to be purchased on a LPU must not be backordered, therefore, you must "toggle" the backordered quantity into allocated if they are not already allocated. Press FK4 - BACKORDER, if the items are backordered on the screen, the quantity will now be allocated. 5. Press FK6 - LPU/PON 6. The Screen will prompt once more for type of Purchase Order, Press FK6 - LPU. 7. It will also display a suggested vendor in field number 9. If this is the vendor you wish to purchase the item from, press ENTER to accept. Otherwise, if you wish to purchase this item from another vendor, press 9 and ENTER. A. This will bring your cursor to the vendor number field. If you know the vendor number, type it now. B. If not, you can press FK5 to start a search. 1) The screen will prompt you for an alpha name. Here again, type three or four letters of the vendor you wish to search. The screen will start scrolling with the alpha you requested. 2) Once you have spotted the proper vendor number, select that line number and press ENTER. This will return you back to the detail screen. C. Press ENTER once more and the vendor name will display. 8. If this is correct, press ENTER to accept that line. 9. You may repeat this step for as many items as necessary. Keep in mind the system will not assign a purchase order until you have totaled this order. Items with the same vendor number will be batched on to one purchase order number. 10. Once you total this order, the system will print a purchase order. Before the purchase order prints, the screen will prompt you if you wish to do Maintenance to the purchase order. Prophet 21 Array Users Guide LPU 13-2

99 Press FK1 for YES Press FK2 for NO. 11. If you press FK1 for YES, the system will now bring you into Purchase Order Maintenance. Here you can modify any field(s) within the header of the purchase order. You may wish to update the due date, terms, or FOB point. If no further corrections or additions are required within the header, press FK4 to go to the detail of the purchase order. 12. The items will be listed on the purchase order. To add or modify the PO, A. Press FK8 MODIFY. FK7 to modify a line FK8 to add a line B. You may now wish to add comments to the vendor. Refer to the Purchase Order Entry manual for assistance. C. Once all corrections and additions have been made press FK3 TOTAL. D. If you have multiple LPU s on this sales order, the screen will prompt you for maintenance of all purchase orders. Do the same as above until all purchase orders have been displayed. E. The system will now print a purchase order on pick ticket paper immediately following the pick ticket. 13. The P.O. number will look something like this: LPU Where the actual purchase order number is Where LPU represents the type of purchase order Where is the "hard tie" back to the sales order number. 14. If you have several LPU's to different vendors on one sales order, you will receive several Purchase Orders. 15. The final step is to have items picked up and delivered by your driver. Once the driver has returned back, he must have the receiving department "receive" the items on the LPU into the system as if the items were brought back to the store and delivered later. Prophet 21 Array Users Guide LPU 13-3

100 Ship & Bill Overview This chapter teaches you to enter Ship & Bill s or item lines or items to be shipped from another location of your company. Prerequisites None Chapter Topics Ship & Bill Orders / Items Prophet 21 Array Users Guide Ship & Bill 14-1

101 Ship & Bill Orders / Items Entering a Ship & Bill The Ship and Bill function can be used when it is beneficial to ship the material directly to the customer from a another branch, rather than using the Internal Transfer procedure. Individual items and/or entire orders can be done via Ship & Bill. The shipping warehouse receives a pick ticket, which is used to Ship and Bill the material to the customer. The Ship and Bill lines create a new order using the sales order number series of the shipping branch. The item number, description, and the new order number prints as a comment line on the original sales order and on the pick ticket. The first detail prints "SHIP AND BILL" indicating the type of order. If the shipping branch cancels any of the line items, they appear on the Sales Order Cancellation Report for the originating branch so that they can take further action to fill their customer's order. 1. Go to the DETAIL screen in order entry. If you are not there, press FK1. 2. At ITEM/MODEL, type the item number and press ENTER. 3. Enter the quantity. 4. Press FK8 - Ship and Bill. 5. Your cursor is now positioned at the Shipping Warehouse field (SW), type the warehouse number that this item will ship from. 6. Press ENTER to accept. Note field number 9, Vendor Number, will have a vendor number of 9990xx, where xx is the selected warehouse number. 7. If any special notes must be included with this item, use an "I" type comment directly under this line item number. 8. Press ENTER to accept this line to the order. 9. After totaling this order, a pick ticket will print in the Shipping Warehouse. Prophet 21 Array Users Guide Ship & Bill 14-2

102 Pack & Hold Overview This chapter teaches you to enter pack and holds, which will be picked as the items arrive and the shipped once the order is complete. Prerequisites None Chapter Topics Pack & Hold Order Prophet 21 Array Users Guide Pack & Hold 15-1

103 Pack & Hold Order Entering a Pack & Hold The Pack and Hold function can be used when it is necessary to ship the material to the customer in ONE SHIPMENT. 1. Enter your order as you would for a standard charge customer. 2. Press FK3 to TOTAL, when done entering all items and charges. 3. Press FK4 to PACK & HOLD this order. 4. The screen will now prompt you with CHANGE THIS ORDER TO PACK & HOLD Y = Yes N = No 5. Please notice that now the top the screen say "PACK & HOLD" 6. There are several print options: Press FK1 to PRINT NOW Press FK3 to PRINT TO WILL CALL PRINTER IN THE WAREHOUSE Press FK5 for NO PRINT Press FK8 to PRINT LATER. This option will only appear when stock is allocated. (Check with your System Administrator to find out when this pick ticket will print.) 7. Your Sales Order will now print in the Warehouse, with the Shipping Address being "PACK AND HOLD ORDER" as the ship to address. 8. Upon receipt of any and all items, either in stock or backordered, a report will advise the warehouse to collect all items and ship the order, as it is now complete. Prophet 21 Array Users Guide Pack & Hold 15-2

104 IBT Overview This chapter teaches you how to acquire inventory from another location within your company. Prerequisites None Chapter Topics IBT - Interbranch Order Entry Prophet 21 Array Users Guide IBT 16-1

105 IBT - Interbranch Order Entry Entering an IBT The IBT function can be used when it is beneficial to ship the material directly to your branch from a another branch. The shipping warehouse receives a pick ticket that is used to Ship and Bill the material to your branch. The IBT lines create a new order using the sales order number series of the shipping branch. A IBT purchase order is created in your branch. This purchase order is used to receive the material. If the shipping branch cancels any of the line items, they appear on the Sales Order Cancellation Report, MBS210, for the originating branch so that they take further action to fill their customer's order. Also note that you must also cancel your IBT Purchase Order. 1. Go to the DETAIL screen in order entry. If you are not there, press FK1. 2. At ITEM/MODEL, type the item number and press ENTER. 3. Enter the quantity. 4. If the item is not backordered, press FK4 - Backorder 5. Press FK9 - INT-BR 6. Your cursor is now positioned at the Shipping Warehouse field (SW), type the warehouse number that this item will ship from. 7. Press ENTER to accept. Note field number 9, Vendor Number, will have a vendor number of 9990xx, where xx is the selected warehouse number. 8. Press ENTER to accept this line to the order. 9. When this ticket prints in your warehouse, the item will be backordered. The IBT order will print in the selected warehouse with a shipping address of your branch. Your receiving department must receive this order the same as receiving an order from any vendor. Once receiving has posted the receipt, a backorder pick ticket will print for this item(s). Prophet 21 Array Users Guide IBT 16-2

106 Exchanges Overview This chapter will teach you to enter even, uneven and defective exchanges. Prerequisites None Chapter Topics Even / Uneven /Defective Exchanges Prophet 21 Array Users Guide Exchanges 17-1

107 Even / Uneven /Defective Exchanges Entering an Exchange Upon occasion it may become necessary to exchange an item. This feature will work in all modes, cash, charge, directs and quotes. This item may or may not be defective. It may be that the customer ordered the incorrect part and wishes to return it for credit and purchase another item. Your company policy may vary on this procedure. 1. Go to the DETAIL screen. If you are not there, press FK1 to get there. 2. Type the item that is to be returned. Press ENTER. 3. Your cursor will now be sitting on the Quantity field. Enter the quantity to be returned and press the minus (-) key after the quantity entered, press ENTER. You will now note that the dollar amount is negative. 4. If you wish to verify the customers last purchase price, press FK5 INVOICE, this will window you into the Save Invoice File. 5. If the item that is being returned is defective, press FK7 - DEFECTIVE, this will update the defective on hand balance rather than the On Hand Balance. 6. Press FK3 to TOTAL the order when complete. Prophet 21 Array Users Guide Exchanges 17-2

108 Modify Orders Overview This chapter will teach you how to maintain existing orders. Prerequisites None Chapter Topics Modify Existing Orders Prophet 21 Array Users Guide Modify Orders 18-1

109 Modify Existing Orders Within a Sales Order or Quote, you may have a need to modify a line, a range of lines or a complete order. SPECIAL NOTE: The following features may not be available for all users on the system. Modifying Orders To Modify a Line 1. To do so, press FK7 - MODIFY 2. You will see the following prompt: ADJUST(RANGE = L, COMPLETE ORDER = A), MODIFY LINE = M 3. You are faced with three options: L = Adjust the cost and sell price for a range of line number A = Adjust the cost and sell price for the whole order M = Modify just one specific line The system prompts with M, all you need to do is press ENTER. You will see the following prompt: ENTER ORDER LINE NUMBER TO MODIFY # The system prompts you with the last line number that you entered. If that is not the one you want, enter the proper line number to modify and press ENTER. The system will automatically change to the Detail Screen where you can modify the line as needed. To Adjust Prices The "A" feature allows you to enter one set dollar figure for the cost and sell for the whole order. It then sets the cost and sell for each line based upon the previously determined ratios. This is NOT a lot pricing feature in that you add new lines to the order, the cumulative sales figure continues to increase. You would use this if you wanted to fix the cost and sell on a complete order. This same feature will allow you to enter one Gross Margin for the entire order. To do so, when prompted for Sell Amount, press enter, you will then be prompted to enter the GM percentage, enter a percent and press ENTER, your next prompt will be type P = Proportional or type L = Line. The system will reprice accordingly. To Adjust a Range of Items The "L" feature allows you to enter one set dollar figure for the cost and sell for a range of items on an order. The system prompts automatically for the last item. If your last line was 5, it would prompt for a range of START LINE = 5 TO LINE = 5. You would simply type the first line you wish to include to the last line you wish to include. Example, if an order has five lines and lines 3, 4 and 5 are wire, and you wish to modify just those lines, your screen should look like "START LINE = 3 TO LINE 5." It will then prompt you for the set dollar figure for the cost and sell for the range of items. It then sets the cost and sell for each line based upon the previously determined ratios. This is NOT a lot pricing feature in that you add new lines to the order, the cumulative sales Prophet 21 Array Users Guide Modify Orders 18-2

110 figure continues to increase. You would use this if you wanted to fix the cost and sell on a range of items on order. This same feature will allow you to enter one Gross Margin for the range of items. To do so, when prompted for Sell Amount, press enter, you will then be prompted to enter the GM percentage, enter a percent and press ENTER, your next prompt will be type P = Proportional or type L = Line. The system will reprice accordingly. Prophet 21 Array Users Guide Modify Orders 18-3

111 Delete Items Overview This chapter will discuss how to delete items off a sales order or quote. Prerequisites None Chapter Topics Deleting Items Prophet 21 Array Users Guide Delete Items 19-1

112 Deleting Items Deleting an Item These instructions are for deleting an item from an ORDER or QUOTE. Deletions can be done on either the Detail or Summary (Notepad) screen. They can also be done during original entry of the order or during order maintenance. 1. When in the item entry mode, press FK8 (DELETE). 2. At "ENTER ORDER LINE NUMBER TO DELETE:" Enter the line number you want to delete. 3. At "NL TO DELETE RECORD FROM ORDER": Press ENTER to delete item. 4. Press ESC if you do not want to delete it. NOTE: The line numbers of the remaining item(s) will NOT be re-numbered. Prophet 21 Array Users Guide Delete Items 19-2

113 Order Comments Overview This chapter will discuss how to enter I and C type comments. Prerequisites None Chapter Topics Item / Order Comments Prophet 21 Array Users Guide Order Comments 20-1

114 Entering Item Comments - Type I Item / Order Comments There are two types of comments, comments that attach themselves to the item directly above them and comments that attach to the whole order. Comments that attach to items are I and comments that travel with the order are type C 1. Item comments should be entered on the line immediately following the item to which the comment pertains. NOTE: Item comments will only print when the referenced item is printed. 2. Go to the DETAIL screen in order entry. If you are not there, press FK1. 3. At ITEM/MODEL, press ESC. 4. This will move the cursor to the left and place it under the "C". 5. Press FK7 ITEMCOM. 6. At ITEM/MODEL, type a canned comment code. If this is to be a unique comment, press ENTER and leave ITEM/MODEL blank. The user can enter a preset (canned) comment code here in the item field for comments that are previously set-up on the system. 7. If you entered a canned comment code, it will appear in the DESC area. Otherwise, you must type the comment. You can enter up to four lines of 30 characters each. Remember to use the "TAB" key for lines Press ENTER to accept the comment. 9. Press FK1 RETURN to exit out of the comment mode 10. Press FK1 RETURN to return to the order to continue to add items or accept the order. Entering Order Comments - Type C 1. Order comments stay on the order for its entire life. Order Comments may be added to any line on an order. NOTE: Order comments will print on the original, backorder releases, as well as the customer's invoice. 2. Go to the DETAIL screen in order entry. If you are not there, press FK1. 3. At ITEM/MODEL, press ESC. 4. This will move the cursor to the left and place it under the "C". 5. Press FK8 ORDCOM. 6. At ITEM/MODEL, type a canned comment code. If this is to be a unique comment, press ENTER and leave ITEM/MODEL blank. The user can enter a preset (canned) comment code here in the item field for comments that are previously set-up on the system. 7. If you entered a canned comment code, it will appear in the DESC area. Otherwise, you must type the comment. You can enter up to four lines of 30 characters each. Remember to use the "TAB" key for lines 2-4. Prophet 21 Array Users Guide Order Comments 20-2

115 8. Press ENTER to accept the comment. 9. Press FK1 RETURN to exit out of the comment mode 10. Press FK1 RETURN to return to the order to continue to add items or accept the order. Prophet 21 Array Users Guide Order Comments 20-3

116 Miscellaneous Charges Overview This chapter will discus how to enter miscellaneous charges such as re-stocking, cutting charges, or other non-inventory related charges. Prerequisites None Chapter Topics Miscellaneous Charges Prophet 21 Array Users Guide Miscellaneous Charges 21-1

117 Miscellaneous Charges 1. Go to the DETAIL screen. To get there, press FK1. 2. At ITEM/MODEL, press ESC. 3. Press FK6 MISCCHG. 4. At CHARGE, enter the miscellaneous charge code name. A. If you are not sure of the miscellaneous charge codes, press FK5 Alpha, this will pop up a screen with valid charges. B. You can arrow up or down until you find the charge that is applicable. C. Then press ENTER and the charge will passback to the Miscellaneous Charge screen. NOTE: Depending upon the charge, you may be asked to enter a percent charge or fixed-dollar charge. A percent charge will calculate off the dollar value of all ITEMS on the order above the charge being added! 5. Enter the percentage or the amount. 6. Before pressing ENTER to accept the entry, you can modify any numbered field. Modifying field #1 will allow you to change the description. 7. Press ENTER to accept the miscellaneous charge onto the order. Special Note: You may also enter negative (-) charges as needed. Prophet 21 Array Users Guide Miscellaneous Charges 21-2

118 Free Item Entry Overview This chapter teaches you how to enter free items. Prerequisites None Chapter Topics Free Items on Sales Orders Prophet 21 Array Users Guide Free Item Entry 22-1

119 Free Items on Sales Orders NOTE: The use of this feature should be restricted to getting management approval prior to its use. Not all users will have the ability to process Free Items. 1. Go to the DETAIL screen. To get there, press FK1. 2. At ITEM/MODEL, press ESC. 3. Press FK5 FREE. 4. Enter the item number of the free (or no charge) item and press ENTER 5. Enter the quantity to sell and press ENTER. 6. The system will automatically price the item at $0.00 and also include the cost of the free item in the overall order balance. 7. Press ENTER to accept the item onto the order. Special Note: Negative quantity free items can also be entered into the detail screen Prophet 21 Array Users Guide Free Item Entry 22-2

120 Lot Pricing Overview This chapter discusses how to enter lot items to be priced and/or costed together. Prerequisites None Chapter Topics Lot Pricing Techniques Prophet 21 Array Users Guide Lot Pricing 23-1

121 Lot Pricing Techniques In general, there are at least three methods to Lot Pricing. Method # 1 You define the Total Cost and Total Sell. Method # 2 The System will calculate Total Cost and you will define Total Sell. Method # 3 A combination of the above two (not defined within this manual). Lot Pricing - Method # 1 1. Enter the Lot Price and Lot Cost. A. Go to the DETAIL screen. If not there, press FK1 to get there. B. At the ITEM/MODEL, press ESC. C. This will move the cursor to the left and place it under the "C". D. Press FK4 LOT. E. In most systems, LOT is a Stock Item Number. F. Type the word "LOT" and press ENTER. G. Enter a quantity of 1 and press ENTER. H. The cursor will now move to the TOTAL FIELDS. I. Enter the TOTAL Lot Price (not unit price) and press ENTER. J. Enter the TOTAL Lot Cost (not the unit cost) and press ENTER. Special Note: In the "production version" of the Array software, the words "Cost" and "GM" will not appear on your screen. K. Finally, press ENTER to ACCEPT the line. 2. Enter all items in the lot as follows: A. Go to the DETAIL screen, If not there, press FK1 to get there. B. At the ITEM/MODEL, press ESC. C. This will move the cursor to the left and place it under the "C". D. Press FK4 LOT. E. Since we are entering a Stock item. Press FK4 STOCK. F. Type the system Item Number (ex. EMT050). G. Enter the quantity and press ENTER. H. The cursor will now move to the TOTAL FIELDS. I. Leave TOTAL PRICE blank and press ENTER. J. Leave TOTAL COST blank and press ENTER. NOTE: Total Cost and Price are left blank because they are included in the Total Cost and Price of the Lot on Item #1. K. Finally, press ENTER to ACCEPT the line. L. Repeat the above for all stock Lot Items. 3. If you have an item that is not in the system, do the following: A. Go to the DETAIL screen, If not there, press FK1 to get there B. At the ITEM/MODEL, press ESC. C. This will move the cursor to the left and place it under the "C" D. Press FK4 LOT. E. Since we are entering a Non-Stock item, press FK5 NSTOCK. F. This will return you to ITEM/MODEL G. At ITEM/MODEL, enter the item number you want to create. H. Always begin with the vendor prefix. Do not use any dashes, slashes, or spaces. (Refer to your Prefix List). Prophet 21 Array Users Guide Lot Pricing 23-2

122 NOTE: If the vendor does not exist on the Prefix List, use the First three letters of the manufacturer's (not supplier's) name. I. At ITEM/MODEL (line 2), enter the non-stock model for this new item. Simply use the vendor prefix from the Prefix List. NOTE: If the vendor does not exist on the Prefix List, use the Model "MISC". J. Enter Description K. On Line 1, enter the part number followed by the full manufacturer's name. L. Enter Lot Quantity M. Enter the Unit of Measure M is per-1000 "C" is per-100 "E" for each. N. Leave TOTAL PRICE blank and press ENTER. O. Leave TOTAL COST blank and press ENTER. P. NOTE: Total Cost and Price are left blank because they are included in the Total Cost and Price of the Lot on Item #1. SPECIAL NOTE: The system will automatically "backorder" any new item. If this is a special-order line, leave it backordered. However, if the item is currently in the warehouse, you must allocate the item. To do this, press FK4 (Backorder) to shift the entire quantity from Backordered to Allocated. Q. Press ENTER to accept new item. R. Repeat the above steps for all non-stock Lot items. 4. If order is complete, press FK3 TOTAL. Lot Pricing - Method # 2 1. Enter the Lot Price and Lot Cost. A. Go to the DETAIL screen, If not there, press FK1 to get there B. At the ITEM/MODEL, press ESC. C. This will move the cursor to the left and place it under the "C" D. Press FK4 LOT. E. In most systems LOT is a Stock Item Number F. Since we are entering a Stock item, press FK4 STOCK. G. This will return you to ITEM/MODEL H. Type the word "LOT" and press ENTER. I. Enter a quantity of 1 and press ENTER. J. The cursor will now move to the TOTAL FIELDS. K. Enter the TOTAL Lot Price (not unit price) and press ENTER. L. The cursor will now move to TOTAL COST, leave this BLANK. M. Finally, press ENTER to ACCEPT the line. 2. Enter all items in the lot as follows: A. Go to the DETAIL screen, If not there, press FK1 to get there. B. At the ITEM/MODEL, press ESC. C. This will move the cursor to the left and place it under the "C". D. Press FK5 FREE. E. Type the system Item Number (ex. EMT050). F. Enter the quantity and press ENTER. G. The cursor will now move to the TOTAL FIELDS. Prophet 21 Array Users Guide Lot Pricing 23-3

123 NOTE: The TOTAL PRICE will be blank as it was included in the LOT as line item #1. Notice the TOTAL COST has been calculated and is showing. H. Finally, press ENTER to ACCEPT the line. I. Repeat the above for all stock Lot Items. 3. If you have an item that is not in the system, do the following: A. Go to the DETAIL screen, If not there, press FK1 to get there. B. At the ITEM/MODEL, press ESC. C. This will move the cursor to the left and place it under the "C" D. Press FK4 LOT. E. Since we are entering a Non-Stock item, press FK5 NSTOCK. F. This will return you to ITEM/MODEL G. At ITEM/MODEL, enter the item number you want to create. H. Always begin with the vendor prefix. 1) Do not use any dashes, slashes, or spaces. (Refer to your Prefix List for the correct prefix to use). 2) If the vendor does not exist on the Prefix List, use the First three letters of the manufacturer's (not supplier's) name. 3) At ITEM/MODEL (line 2), enter the non-stock model for this new item. Simply use the vendor prefix from the Prefix List. NOTE: If the vendor does not exist on the Prefix List, use the Model "MISC". I. Enter Description J. On Line 1, enter the part number followed by the full manufacturer's name. K. Enter Lot Quantity. L. Enter the Unit of Measure. M is per-1000 "C" is per-100 "E" for each. M. Leave UNIT SELL PRICE blank and press ENTER. N. Enter the UNIT COST and press ENTER. SPECIAL NOTE: The system will automatically "backorder" any new item. If this is a special-order line, leave it backordered. However, if the item is currently in the warehouse, you must allocate the item. To do this, press FK4 (Backorder) to shift the entire quantity from Backordered to Allocated. O. Press ENTER to accept new item. P. Repeat the above steps for all non-stock Lot items. 4. If your order is complete, press FK3 TOTAL. Prophet 21 Array Users Guide Lot Pricing 23-4

124 Hold Orders Overview This chapter discusses how to put orders on manual hold. Prerequisites None Chapter Topics Putting Orders on Manual Hold Prophet 21 Array Users Guide Hold Orders 24-1

125 Putting Orders on Manual Hold This function is used when it is desired to hold an order for an additional item or items before printing. Also, you may wish to put an order on hold because of an interruption, i.e. asked to log off system, customer will call back with P.O., order on credit hold, or another customer call comes in and you wish to service new customer and return to this order later. When the order is on HOLD, the letter "H" will appear on the summary screen next to the item on hold. Once the order is totaled, FK3, it is stored, however, a pick ticket will NOT print for shipment until the order is retrieved, and modified to release the hold. Once you total an order, or enter the order through maintenance, a banner stating "ORDER IS ON MANUAL HOLD" will appear. The Hold Inquiry may be used to display orders on manual hold. Orders on manual hold appear with an asterisk "*" under the column labeled MAN. To Put an Order On Hold 1. To do so, go to the DETAIL screen. If you are not there, press FK1 to get there. 2. Press FK7 - MODIFY. 3. Select to modify line number 1 and press ENTER. 4. By selecting line number one, you will always know which item to modify to release holds. 5. Press FK10 - HOLD. 6. You will now notice that the "N" under HLD has become a "Y" and the word HOLD will flash in the center of your screen. 7. Press ENTER to accept. 8. Your order is now on hold. When you total your order the hold banner will appear. NOTE: Once you place one line number on hold, the entire order is on hold. To Release Holds 1. To do so, go to the DETAIL screen. If you are not there, press FK1 to get there. 2. Press FK7 - MODIFY. 3. Select to modify line number 1 and press ENTER 4. If you followed the suggested procedure for putting orders on hold (see previous topic), line one should be on hold. 5. Press FK10 - HOLD. 6. You will now notice that the "Y" under HLD has become a "N" and the word HOLD will flash in the center of your screen will disappear. 7. Press ENTER to accept. Prophet 21 Array Users Guide Hold Orders 24-2

126 Copy Quote Overview This chapter discusses how to copy the contents of one quote to another. This can be done for the same customer or a different customer. Prerequisites None Chapter Topics Copy Quote Feature Prophet 21 Array Users Guide Copy Quote 25-1

127 Copy Quote Feature 1. Enter Sales Order Entry 2. From the Master Menu type 1 and press ENTER 3. Choose the Sales Order Entry Option, type 1 and press ENTER This will enter you into the Sales Order Entry screen. NOTE: Select Individuals may have a Password screen, if so, type your system sign-on and press ENTER, now type your system password and press ENTER. A. If your cursor is sitting at a search, press the ESC key to display available function keys. B. Press FK8 for Quotes, type 1 for WAREHOUSE SALE. C. Your screen will now display ORDER ENTRY WAREHOUSE - NEW ORDER D. Press FK3 (MODE) to change from NEW ORDER to MAINTENANCE. Your cursor will now be sitting on the Order Number line. E. Type the quote number and press ENTER. If you do not know the quote number of the quote, see Order/Quote Inquiry instructions within this manual. 4. Press FK4 (COPYQU). 5. At "ENTER COPY QUOTE CUSTOMER", enter the customer number and ship-to. 6. If you do not know the customer number, press FK5. You will now have three options to search for your customer. Type "A" to search alphabetically. Type "C" if you wish to search by account number (not recommended). Type "T" to search by telephone number. 7. Enter the PO number if know at this time, you can bypass by pressing enter. 8. At the next prompt, Press FK2 to hold the pricing Press FK5 to Reprice All Items Press FK8 to reprice items that were not overridden. 9. Enter the Given by, Telephone Number, and Release Number. 10. Enter the SHIP-TO name and address if different from the BILL-TO address. 11. Modify items and pricing as needed. 12. Press FK3 (TOTAL). Prophet 21 Array Users Guide Copy Quote 25-2

128 Trade Service Database Items Overview This chapter discusses how to use the Trade Service Database to pull items into the sales order. Prerequisites None Chapter Topics Use of the Trade Service Database Prophet 21 Array Users Guide Trade Service Database Items 26-1

129 Use of the Trade Service Database Entering Items Through TSDB Item File Screen In the course of Sales Order Entry, it may become necessary to add items to the day-to-day item file. Stored within the system is the complete Trade Service Item file. This file is an up-to-date listing of all items within the Trade Service Files. Your item master file consists of active, stocking items. Before adding a new item to the system, it is best to scan the Trade Service file and locate the item. At that point you will be able to "pass back" the item so it will appear within your master listing. 1. After typing an item, (example ITEBQ1B015) into your screen, if your screen "scrolls" into an item search mode your screen will look something like the following: Figure 49 - Item File Screen 2. The screen will advise you that the item, ITEBQ1B015 is not on file. At this point press FK3 TSDADD. 3. If you inputted an item number that directly matches the TSDB, you will warned that if you enter a quantity amount, this item will be added to your stock file. Prophet 21 Array Users Guide Trade Service Database Items 26-2

130 Direct Match of Item from TSDB Search Figure 50 - Direct Match of Item from TSDB Search TSDB File 4. If the item number is not an exact match, the Trade Service Database File will be displayed. Figure 51 TSDB File 5. The system will now display all items in the Trade Service Database that start with the select item number, ITEBQ1B At this point you can: Press ESC if the item you are looking for does not exist. Press ENTER to continue to scroll down the database to locate the item. Select the line number (LN) and press ENTER. 7. Select the line number (LN) of the item that is correct, in this case line number 1 for the ITEBQ1B015. Prophet 21 Array Users Guide Trade Service Database Items 26-3

131 TSDB Item Description Screen 8. This screen will display basic information about the item, the column-3 pricing, cost, description, etc. Figure 52 - TSDB Item Description Screen 9. If this item is the correct item, press FK3 - PASSBACK, if not press FK2 - RETURN and you will return back to the sales order. 10. If you have pressed the Passback key, your screen will prompt you with a "banner" at the bottom of the screen stating: ENTRY OF QTY WILL ADD ITEM TO STOCK, FK2 TO CANCEL If all is correct, you may enter a quantity to sell. If you selected this item in error, press FK2 to cancel. 11. If a "banner" message ERR. CAT# ALREADY EXISTS IN STOCK FILE appears, this will indicate that the item selected is in the item master file. Press FK2 - Cancel and reenter the item number. Prophet 21 Array Users Guide Trade Service Database Items 26-4

132 New Item Entry (Non-Stock) Prerequisites Overview This chapter discusses how to enter new non-stock items in MBS101. Non-stock models. Chapter Topics New Item Entry New Item Coding Prophet 21 Array Users Guide New Item Entry (Non-Stock) 27-1

133 New Item Entry 1. Before entering new items into the system, you should check the following first: A. Search the TS Data Base File, see Trade Service Database Chapter. B. Search the system using FK5 (SEARCH) under various methods Item Number DCI Number Keyword etc. C. Check the Trade Service Price Book. If you find the item, use the VNDR ITEM number as the DCI number (11 digits). D. Finally, check the part on the shelf for any special part numbers / DCI Number / Bar Code. 2. Go to the DETAIL screen. To get there, press FK1. 3. At ITEM/MODEL, press ESC. 4. Press FK3 NSTOCK. 5. At ITEM/MODEL, enter the item number you want to create. Always begin with the vendor prefix (See Model Prefix listing at the Prefix Listing Chapter of this manual). Do not use any dashes, slashes, commas, periods, or spaces. (See the Coding Rules of Item Coding located at the end of this chapter). NOTE: If the vendor does not exist on the Prefix List, use the First 3 letters of the manufacture's (not supplier's) name. 6. At ITEM/MODEL (line 2), enter the non-stock model for this new item. 7. Simply use the vendor prefix from the Prefix List in the step above. NOTE: If the vendor does not exist on the Prefix List, use the model "MISC" 8. Enter Description. 9. On Line 1, enter the part number followed by the full manufacturer s name. 10. Enter the sell quantity. 11. Enter the Unit of Measure. M is per-1000 "C" is per-100 "E" for each. 12. Enter the Price per unit of measure (sell price). 13. Enter the Cost per unit of measure. Please be sure that you have the correct cost, this is a required field that must be filled in. Prophet 21 Array Users Guide New Item Entry (Non-Stock) 27-2

134 SPECIAL NOTE: The system will automatically "backorder" any new item. If this is a special-order line, leave it backordered. However, if the item is currently in the warehouse, you must allocate the item. To do this, press FK4 (Backorder) to shift the entire quantity from Backordered to Allocated. 14. Press ENTER to accept new item. New Item Coding In Sales Order Entry, it may become necessary to add new items to the system. Please follow the following guidelines when creating new items, regardless if they will be a new stock item or a one-time non-stock purchase. Major Concepts The codes must be meaningful so that salespeople, etc. can either remember the exact code or develop the code by applying simple rules-of-thumb. When special rules are required, they will be based on the underlying principle of consistency. If an exception is made for one item, it should apply to every item with similar characteristics. General Guidelines The item code (product code) can be a combination of alphabetic and numeric characters ranging anywhere from 1 to 18 characters. For most items, the code will consist of a 3-letter prefix, see the prefix list in the Prefix Listing Chapter, to identify the manufacturer (or commodity) followed by the manufacturer's catalog number. Each manufacturer will have a unique prefix that is easy to remember. Common techniques are as follows: The first three letters of the manufacture s name if the manufacturer s name consists of one name only Example => RAC = Raco For companies with 2 names, the first 2 letters of the first name followed by the first letter of the last name. Example => GAB = Gardener Bender For companies with 3 names, use the first letter of each name. Example => ACB = American Circuit Breaker Popular Identifiers that are exceptions to the above rules Example => 3M for Minnesota Mining Company Example => GE = General Electric Controls Example => GE = General Electric Distribution Example => EMT = EMT pipe Example => AB = Allen Bradley Company Do s & Don ts Do not use "&", "-", "/", or any other special characters in a prefix. ** The one exception to this rule would be where a manufacture such as Eagle has two part Prophet 21 Array Users Guide New Item Entry (Non-Stock) 27-3

135 numbers. One is a #465 and the other is a #46-5. If we took the dash out of the #46-5 then we would have two conflicting codes. The catalog number portion (last fifteen characters) of the item code should not contain any special characters; i.e.: Blanks Inch Symbols " Dashes - Slashes / (even for fractions) Commas, Degree Symbols º After following all application rules, if more than 18 characters are required, then leave off the additional characters. This will usually produce a unique code and the entire catalog number can be shown in the description for further clarification. When Colors Are Involved To Handle Fractions If the manufacturer's catalog number includes a color designation that is different than the one we use, then use the same coding system scheme as the manufacturer. If a color code must be added to a code, then use the first and last character of the color as follows: BE = Blue GY = Gray RD = Red BK = Black OE = Orange TN = Tan BN = Brown PE = Purple WE = White GN = Green PK = Pink YW = Yellow Fractions may be coded in one of two ways: the actual fraction without slashes, or the decimal equivalent. Example: Actual Fraction Decimal Equivalent 1/ / / (close enough) Use the actual fraction when it is part of the manufacturer's catalog number (i.e., Buss Fuses) or when there are fractions smaller than eighths. Use the decimal equivalent when making up your own number (i.e., GAL050 = 1/2 inch galvanized conduit). Decimal equivalents have the advantage of falling in proper sequence on item lists and price books. The Exception To The Fraction Rule We try not to mix decimals and fractions within one manufacturer. **The exception to this rule is where there are two items that would conflict if we followed this rule. For example: Bussman NON12 would be BUSNON12...but NON 1/2 would also end up being a NON12 A #38 Bit would be BIT38...but a 3/8" bit would also end up being a BIT38 To resolve this, we place a letter F after the Fraction in the item code. Prophet 21 Array Users Guide New Item Entry (Non-Stock) 27-4

136 Bussman NON12 would be BUSNON12...but NON 1/2 now becomes BUSNON12F A #38 Bit would be BIT38...but a 3/8" Bit now becomes BIT38F Coding Exceptions Approximately 80% of all items can be coded with a 3-letter prefix and a manufacturer's catalog #. This represents over 90% of the lines typically carried by an electrical distributor. However, several lines must be coded with additional rules-of-thumb. The lines requiring rules-of-thumb can be classified into three categories: Those lines which are normally thought of as commodity lines where a manufacturer's identification is unnecessary Example => EMT, THHN Those lines which are usually identified by manufacturer, but which in practice should be treated as commodity lines since substitution between manufacturers is common and they can be purchased at approximately the same cost level. Lines that require special treatment due to a limitation of 18 characters (i.e., lamps & ceiling fans.) Wire Coding Guidelines The wire and cord item codes are developed by stringing together a series of codes or abbreviations that together describe the individual item. The code contains the following identifiers. First group of characters = Type (i.e., AL, COP) Second group of characters = Type (i.e., THHN, TFFN, TS USE) Third group of characters = Size (i.e., 16, 14, 12, 500 MCM) Fourth group of characters = Number of conductors (if applicable) Add the following designations when necessary: 1. SOL for solid, or STR for stranded, or for wire size 10 & smaller 2. Color Code 3. R for reels, C for coils (if applicable) WIRING CODING EXAMPLES: COPTHHN12STRBK = 12 THHN Stranded Black COPTHHN12SOLRD = 12 THHN Solid Red Guidelines For Coding Lamps PREFIX: GE = General Electric Lamps PHL = Philips Lamps SYL = Sylvania Lamps Coding Screws PREFIX: Derived from stringing together several type codes Prophet 21 Array Users Guide New Item Entry (Non-Stock) 27-5

137 Prefix Type Code Suffix Type Code RH = Round Head TB = Toggle Bolt FH = Flat Head MS = Machine Screw HH = Hex Head SMS = Sheet Metal Screw TH = Truss Head N = Nut CB = Carriage Bolt B = Bolt HB = Hanger Bolt Followed by: Size (remove slashes) 8/32x1/2 = 832x12 6/32X1 1/2 = 632X112 Except When: On fractional sizes drop the # of threads (i.e.: 1/4-20x1 = 14x1) EXAMPLES: FHMS632X114 => 6/32 X 1-1/4 Flat Head Machine Screw RHSMS832X112 => 8/32 X 1-1/2 Round Head Sheet Metal Screw HHB516X4 => 5/15 X 4 Hex Head Bolt RHTB14X3 => 1/4 X 3 Round Head Toggle Bolt Guidelines For Coding Conduit (INCLUDING CONDUIT COUPLINGS & ELBOWS) CONDUIT: PREFIX: 3-Letter Type (EMT, PVC, GRC, etc.) Followed by: Size (decimal equivalent): (e.g. 3/4" EMT Conduit = EMT075) COUPLINGS: PREFIX: First digit of conduit prefix (PVC, EMT) Followed by: CPL Followed by: Size (e.g., 1" galvanized coupling = GRCCPL100) ELBOWS: PREFIX: Same as Conduit Followed by: EL Followed by: Size (e.g., 1/2" EMT elbow = EMTEL050) Prophet 21 Array Users Guide New Item Entry (Non-Stock) 27-6

138 Header Screen Overview This chapter discusses how to modify order related fields in the SOE header. Prerequisites None Chapter Topics Sales Order Entry Header Screen Prophet 21 Array Users Guide Header Screen 28-1

139 Sales Order Entry Header Screen Sales Order Entry Header Screen Figure 53 Sales Order Entry Header Screen Field Definitions for Order Header Screen, FK6 - HEADER Fields in italics are the most common fields requiring modification or changes. Fields that are underlined have popup window help by pressing the FK PURCH ORDER - The customer's PO number from the header 02. SHIP INST - Shipping Instructions to print on pick tickets 03. DUE DATE - Date material is due. Defaults to system date 04. COMNT DTE - Normally, it is the date material is due to the customer. When it is billed, it becomes the invoice date. 05. ORDER DATE - Date of Order. Defaults to system date but may be overridden 06. TYPE SALE - Type of Sale. 07. TERMS CODE - Accounts Receivable terms 08. TERMS DES - Terms description from terms table 09. TERM PERCENT - Term percentage means vendor terms 10. TERMS DATE - Terms date discount. Automatically generated at invoicing 11. CONTRACT - Contract number for pricing specials 12. AGE DATE - Date for aging invoices. Automatically generated at invoicing 13. INSIDE SLM - Inside Salesman number. Automatically generated 14. OUTSIDE SLM - Outside salesman. Automatically generated 15. SPLIT SLM - Split Salesman number. 16. TAX JURIS - Tax jurisdiction code to determine tax rate. 17. MIN BILL - Minimum billing amount from the customer's record Prophet 21 Array Users Guide Header Screen 28-2

140 18. BACKORDER - If a customer does not accept backorders, set this field to DIVISION - The division code 20. PRICE COL - Price column 21. UPS-CODE - UPS Code (not used) 22. BILLTO NAME - Use this to override the customer's bill to address 23. SHIP TO NAME - Use this to override the customer's shipping address 24. PRINT PRICES - Overrides the print price option 25. GIVEN - Special Order Data Screen 26. EDI-INV - Order was an EDI order 27. SEC TAX - Secondary Tax Code (Canadian) 28. TAX IDS - Tax ID Number 29. WINDOW - Use to calculate Service Levels 30. PTK SEQ - Picking order of this ticket, a.) by entry, b.) by bin location 31. LABELS - Print Box Labels (Showroom Package) 32. NXT MTH - Ability to flag this invoice for next month billing. 33. FUTURE Determines whether this is a future order or if the future order has been completed. NOTE: Many of the fields will not allow overrides or changes, contact your system administrator for authorization. Prophet 21 Array Users Guide Header Screen 28-3

141 Prefix Listing Overview Prerequisites Chapter Topics Standard Trade Service Prefix Listing Prophet 21 Array Users Guide Prefix Listing 29-1

142 Standard Trade Service Prefix Listing NOTE: This list may change based on your installation. You may want to update this list with your prefixes from installation. This list is not available at this time. Prophet 21 Array Users Guide Prefix Listing 29-2

143 Quick Quote Entry Overview This chapter discusses how to inquire for a price by item for the customer. Prerequisites None Chapter Topics Quick Quote Entry Prophet 21 Array Users Guide Quick Quote Entry 30-1

144 Quick Quote Entry Entering a Quick Quote Quick Quote Entry Screen For those instances when you need a quick price for an item without entering an order or quote, you now have the ability to enter a customer number and item, the system will display price, stock status along with customer information including credit status for verification. A function key is also provided to view the last price this customer paid for this item. Retention of the quick quote is not available. 1. Enter Sales Order Entry From the Master Menu type 1 and press ENTER 2. Choose the Quick Quote Entry Option, type 2 and press ENTER. 3. Enter the Alpha search for the customer. It is suggested that you use 3 or 4 letters of the customer's name to search. Using too many letters may take you past the requested customer s name and you will have to re-start your search. Note this field is an Alpha/Numeric field, you can type the customer s name and the screen will scroll. 4. After you have entered the customer number, the detail for the Quick Quote Entry screen will appear. Figure 54 - Quick Quote Entry Screen This screen will summarize: Customer information Show the ship to name Available credit Salesperson assigned to this account Phone and fax numbers. 5. Your cursor will now be sitting on the item number field. You can type the exact item number or part of the item number and the screen will begin to scroll. Please note there is no Trade Service Database Search capability within this screen. Prophet 21 Array Users Guide Quick Quote Entry 30-2

145 Quick Quote Entry Screen with Item Figure 55 - Quick Quote Entry Screen with Item Here you will see the pricing. If any price breaks are offered, it will display. The price break of will represent full list/column 3 pricing. 6. You can window to the Sales Notepad by pressing FK6 NOTEPAD. You are able to enter comments to the customer s notepad. See the Sales Notepad chapter for further details. 7. You can window into the Save Invoice through FK5 PASTINV. This will display all orders for this customer, this item. An * will indicate the highest price paid. 8. Press FK2 RETURN to enter the next item, or FK2 RETURN to exit this customer inquiry. Reminder: Retention of the quick quote is not available. You will need to use the Quote Entry Screen to print, fax or store special pricing. Prophet 21 Array Users Guide Quick Quote Entry 30-3

146 Order Comment Entry MBS245 Overview This chapter teaches you to add order specific comments. Prerequisites Access to program is in Control File MBS123 Chapter Topics Order Comment Entry & Maintenance Prophet 21 Array Users Guide Order Comment Entry MBS

147 Order Comment Entry & Maintenance Entering an Order Comment Order Comments Maintenance Screen Order Comments are designed for users to make internal notes on orders. If you could imagine flipping the sales order document over and making notes on the back of the document, Order Comments allows you to do this. These comments will remain with the system and order until purged. These comments do not print on any document or invoice that the customer might see or have access to. 1. Enter Sales Order Entry 2. From the Master Menu type 1 and press ENTER 3. Choose the Customer Comment Option, type 3 and press ENTER. 4. From here you will have several options. FK2 RETURN or exit from comments FK4 GETNEXT will scroll to the next comment record. FK5 ALPHA will allow you to search to orders that have comments. FK6 ADD will allow you to add new comments to orders. FK7 MODIFY will allow modification of existing comments. FK8 DELETE will allow for deletion of comments. FK9 INQUIRY will allow a user to inquiry into the comments but make no changes. 5. To add a comment, press FK6 ADD. To verify, the top right of your screen should display OPTION A. Enter the order number of the sales order you wish to add notes on, leaving the page number blank. Be advised that there is no search mode of order numbers in the add mode. You may default your comments to a similar order by entering the order number in the default field. Otherwise press ENTER to continue. Your screen should look something like the following: Figure 56 - Order Comments Maintenance Screen 6. You will now have six lines of text you can type. This is not a word processor, so carriage returns will be required at the end of each line. Prophet 21 Array Users Guide Order Comment Entry MBS

148 7. Once you have completed your notes, you will have the following three options: Press FK3 ADD to add the comments and store them. Press FK6 LINE to correct or edit a line. Press FK8 CANCEL to cancel this note and delete all typing. 8. You may continue to add additional comments on additional pages as necessary. 9. Additional functions are as follows: You can modify existing notes by press FK7 MODIFY. This will allow you to edit or append notes. You can either type the order number and its page number or press FK5 ALPHA to search for the correct order number or page number. The same function keys of FK6 LINE will allow you to append a line you have selected. In the modify mode, FK8 CANCEL, will not delete the comments, just not modify the notes. Once you have modified lines, press FK3 MODIFY to update and exit the comments. Similarly you can delete notes on a sales order completely by pressing FK8 DELETE. Your are given two options. If you choose not to delete, press FK8 CANCEL, this will cancel the deletion and leave the notes as is. Or you can press FK3 DELETE and this will completely remove the notes on this order. Prophet 21 Array Users Guide Order Comment Entry MBS

149 Customer Comments Overview This chapter discusses how to use the comment program to notify personnel of issues pertaining to the customer entered. Prerequisites None Chapter Topics Customer Comments Prophet 21 Array Users Guide Customer Comments 32-1

150 Customer Comments Entering Customer Comments Customer Comments Maintenance Screen Customer Comments are breakthrough comments that will interrupt you during the entry of a Sales Order. The following is how to load and maintain these breakthrough comments. 1. From the Master Menu, press 1 and ENTER. 2. Choose Menu Option Number 4 Customer Comments and press ENTER. 3. From here you will have several options. FK2 RETURN or exit from comments FK3 GETPREV will bring you the previous comment FK4 GETNEXT will bring you to the next comment FK4 INQUIRY will a user to inquiry into the comments but make no changes. FK5 ALPHA will allow you to search to customer comments that have been entered. FK6 ADD will allow you to add new customer comments. FK7 MODIFY will allow modification of existing comments. FK8 DELETE will allow for deletion of comments. FK9 INQUIRY will let you find a specific comment 4. To add a comment, press FK6 ADD. To verify, the top right of your screen should display OPTION ADD. Enter the customer number you wish to add notes on. You may default your comments to a similar customer or stored comment by entering the customer number in the default field. Otherwise press ENTER to continue. Your screen should look something like the following: Figure 57 Customer Comments Maintenance Screen 5. You must first select a switch. This switch controls how and if a comment is to breakthrough on Sales Order Entry Screen. Your options are: Prophet 21 Array Users Guide Customer Comments 32-2

151 P = Permanent, no breakthrough. This is used mainly as a default message. T = Temporary Breakthrough. This is a one time breakthrough message. It will interrupt one person asking for a specific task. It will not breakthrough anymore. B = Permanent Breakthrough. This will breakthrough every time this customer places an order. Special Note: A user switch must be set to active to allow break through message to interrupt users. Customer Comments Maintenance Screen with Comment Lines Figure 58 - Customer Comments Maintenance Screen with Comment Lines 6. You will now have ten lines of text you can type. This is not a word processor, so carriage returns will be required at the end of each line. 7. Once you have completed your noted, your will have the following three options: Press FK6 MODLINE to correct or edit line. Press FK8 CANCEL to cancel this note and delete all typing. Press FK9 ADD to add the comment and store them. 8. You may continue to add additional comments as necessary. 9. Additional functions are as follows: You can modify existing comments by press FK7 MODIFY. This will allow you to edit or append comments. You can either type the customer number and its sequence number or press FK5 ALPHA to search for the correct comment or sequence number. The same function keys of FK6 LINE will allow you to append a line you have selected. In the modify mode, FK8 CANCEL, will not delete the comments, just not modify the notes. Once you have modified lines, press FK3 MODIFY to update and exit the comments. Similarly you can delete notes on a sales order completely by pressing FK8 DELETE. Your are given two options. If you choose not to delete, press FK8 CANCEL, this will cancel the deletion and leave the Prophet 21 Array Users Guide Customer Comments 32-3

152 notes as is. Or you can press FK3 DELETE and this will completely remove the notes on this order. Prophet 21 Array Users Guide Customer Comments 32-4

153 Quality System Maintenance Overview This chapter discusses how to track the activity of an order using the quality system. Prerequisites None Chapter Topics Quality System Maintenance Prophet 21 Array Users Guide Quality System Maintenance 33-1

154 Quality System Maintenance Maintaining the Quality System Quality System Maintenance is designed for users to make additional event entries about the activities of orders. Several events are logged by the system, i.e. Order Started, Order Totaled, Order Printed, etc.. There are numerous additional events that happen outside the system. Example would be picking the material, putting the material in Will Call, putting the material in the shipping department, and so on and so for. This screen will allow a user to quickly enter pertinent information on the whereabouts of the pick ticket and material. 1. To access Quality System Maintenance. 2. Enter Sales Order Entry 3. From the Master Menu type 1 and press ENTER 4. Choose the Quality System Maintenance Option, type 5 and press ENTER. The following screen will appear: Quality Event Entry Screen Figure 59 - Quality Event Entry Screen 5. You are already in an ADD mode. Additional function keys are available to modify or delete events that require additional information or deletion. 6. At this point enter SO for Sales Order and the Sales Order Number (pick ticket number). 7. From this point, a data entry screen will appear. Press ENTER through the fields to add information. If you are not sure of the event or reason codes, press FK5 and a help screen will display all available event codes. Prophet 21 Array Users Guide Quality System Maintenance 33-2

155 Quality Event Entry Screen with Event Figure 60 - Quality Event Entry Screen with Event 8. Once you have made the necessary additions, press FK3 ADD. This will update and add the record to the system. If you have made an error and wish to correct it, press FK6 LINE and return to the line that requires correction. If you wish to abort this record completely, press FK8 CANCEL. Prophet 21 Array Users Guide Quality System Maintenance 33-3

156 Order/Quote Inquiry Overview This chapter discusses how to inquire on the status of open orders and quotes. Prerequisites None Chapter Topics Order / Quote Inquiry Prophet 21 Array Users Guide Order/Quote Inquiry 34-1

157 Order / Quote Inquiry Accessing Order/Quote Inquiry Order and Quote Inquiry will allow a user to review any order or quote in the system without going into order or quote maintenance. This area is safe to move around as no modification to the orders is allowed. 1. Go to Order/Quote Inquiry. From the Main Menu, type 1, then At "ORDER" prompt, enter the order number if you know it, otherwise, press FK3 NEWOPT and follow the screen prompts. 3. If the order is on file, it will display. If not on file, a message will appear saying: ORDER NOT ON FILE 4. If you don t know the order or quote number, Press FK3 (NEWOPT). The following screen with options will appear: Order Inquiry Screen Figure 61 - Order Inquiry Screen 5. At "Select Inquiry File", select: 1 for Orders 2 for Quotes 6. At "Select Inquiry Sequence", select: 1 to search by Order Number... Enter order number or press FK5 to search through order numbers. 2 to search by Customer Number... Enter Customer number or press FK5 to search by customer name. 3 to search by Warehouse/Item number... Enter Warehouse # followed by a complete Item #. 4 to search by Customer Number/Item... Enter Customer number (or press FK5, to search for customer) followed by ship-to number. At "PO#", enter the PO number or leave blank. At Prophet 21 Array Users Guide Order/Quote Inquiry 34-2

158 "Warehouse", enter the warehouse number followed by the complete item number. 7. At this point the system will display all open orders or quotes, select a line number and press enter. If you are not sure which order to choose, select line 1 and review the order. If this is not the correct order, press FK4 - NXTORDER, the system will display the next order, repeat until the correct order has been found. Prophet 21 Array Users Guide Order/Quote Inquiry 34-3

159 Hold Order Inquiry Overview This chapter discusses how to inquire on the status of profit exception, manual or credit hold orders. Prerequisites None Chapter Topics Hold Order Inquiry Prophet 21 Array Users Guide Hold Order Inquiry 35-1

160 Hold Order Inquiry 1. Go to Hold Order Inquiry. From the Main Menu, type 1 2. From the Inside Sales and Counter Menu, choose Hold Order Inquiry Menu Option 8. You will be in the hold inquiry screen in the inquiry mode. 3. Press FK5 and then ENTER The Following Screen will Display: Order Hold Inquiry Screen Figure 62 - Order Hold Inquiry Screen 4. What you will see is a listing of all Pick Tickets on Hold. A ticket on Credit Hold will have an asterisk (*) under CRD. A ticket on Profit exception will have an asterisk (*) under INV. A ticket on Manual Hold will have the asterisk (*) under MAN. If there is a Comment under Comment Maintenance, an (*) will display under the MSG. 5. Once you have identified the ticket, you can select the line number and press ENTER. This will allow you to view all items, header or detail information. Depending upon your level of authorization, credit hold releases can also take place. Prophet 21 Array Users Guide Hold Order Inquiry 35-2

161 Stock Status Inquiry Overview This chapter teaches you how to see if an item is in stock, and in which warehouse and how much is available. Prerequisites None Chapter Topics Stock Status Inquiry Prophet 21 Array Users Guide Stock Status Inquiry 36-1

162 Stock Status Inquiry Accessing Stock Status Inquiry Stock Status Inquiry Screen The Stock Status Inquiry will allow you to examine the status of each item in each warehouse. Stock Status Inquiry will show you the quantity available, backordered, on-order, in-transit from other branches, and allocated. 1. Go to Stock Status Inquiry. From the Main Menu, type Choose Stock Status Inquiry, Menu Option # From Inside Sale Order Entry, press any function key labeled "STOCK" 4. At "Item Number" prompt, enter the item number and warehouse number. Figure 63 - Stock Status Inquiry Screen The following screen will display: Prophet 21 Array Users Guide Stock Status Inquiry 36-2

163 Stock Status Screen with Item Figure 63 - Stock Status Screen with Item Stock Status Screen Showing All Warehouses 5. To view all warehouses, press FK4. Figure 64 - Stock Status Screen Showing All Warehouses 6. To view backorders and allocations, press FK8. 7. All orders that this item appears on will display. To look at a specific order in detail, enter the line number of the desired order. 8. Press FK2 three times to return to Stock Status Inquiry. 9. To look at all purchase orders that this item appears on, press FK All open POs that this item appears on will display. To look at a specific PO in detail, enter the line number of the desired purchase order. 11. Press FK2 two times to return to Stock Status Inquiry. Prophet 21 Array Users Guide Stock Status Inquiry 36-3

164 Available Function Keys for Stock Status Inquiry FK1 Show only the Shipping Warehouses. FK2 Return (leave Stock Status Inquiry) FK3 Display all substitutes for this item in this warehouse. FK4 Display all warehouses. FK5 Select. Allows user to select options at various points in the process. Initially, allows user to select a new item for review. After displaying all warehouses, user can use FK5 to select a warehouse from which to get the item. FK6 Takes user to Warehouse File Inquiry (if allowed) FK7 Takes user to Purchase Order Inquiry to determine all PO's that have included this item. Also list PO's with substitutes. FK8 Takes the user to Sales Order Inquiry, which lists all open orders with this item. The Sales Order Inquiry screen shows Backorder quantity / Allocated quantity. FK9 Displays all warehouses in the Company listed. FK10 Kit/LB and/or REELS the quantity contained in component items to complete a kit. If reels, will take you to Reel Control Maintenance (MBS694). Field Definitions for Stock Status Inquiry CO WH SW AVAIL ON-HAND ALLOCAT DIRECT INTRANS ON-ORDER AVG-USAGE Company Number Warehouse Number Supplying Warehouse Available quantity to sell On hand Balance Allocated quantities on pick tickets Quantity required for direct shipment orders Quantity on Stock Transfers from another branch not yet received Quantity on order from Manufacturer / Warehouse Average monthly usage. (six month average) Prophet 21 Array Users Guide Stock Status Inquiry 36-4

165 Purchase Order Inquiry Overview This chapter discusses how to inquire about the status of open purchase orders. Prerequisites Access to program in Control File MBS123 Chapter Topics PO Inquiry Prophet 21 Array Users Guide Purchase Order Inquiry 37-1

166 PO Inquiry 1. Go to Purchase Order Inquiry. From the Main Menu, type Choose Purchase Order Inquiry, Menu # Choose 1 RUN PARAMETERS. 4. The screen will prompt you with "0 CRT Display, 1 for Hard Copy" 5. Press ENTER The following screen will display: Purchase Order Inquiry Screen Figure 65 - Purchase Order Inquiry Screen 6. Press FK3 OPTIONS, and the following three optional inquires appear: Prophet 21 Array Users Guide Purchase Order Inquiry 37-2

167 Purchase Order Inquiry Screen Options Figure 66 - Purchase Order Inquiry Screen Options Type 1 if you wish to search the PO file by Order Number sequence. Type 2 if you wish to search by Vendor, you will be given additional help if necessary to locate the vendor number. Type 3 if you do not know the vendor number or PO number. This will allow you to enter the warehouse number and the item number. All purchase orders for the selected item will display. 7. For this manual, will select by Order Sequence. 8. If you need to search, press FK5 (you may also then enter a starting number for the purchase order number) and Press ENTER The Following Screen will Display: Purchase Order Inquiry Screen Showing PO s in Order Sequence Figure 67 - Purchase Order Inquiry Screen Showing PO s in Order Sequence Prophet 21 Array Users Guide Purchase Order Inquiry 37-3

168 Field Definitions for the PO Inquiry Purchase Order Number - Purchase Order Numbers come in several types. This example shows that lines 4, 8, 9, & 10 are regular purchase orders. Each does not have a suffix of DIR, PON or LPU. They can be followed by buyer initials or branch letters (as line 10 displays). Purchase Orders that are linked to Direct Orders have a suffix of DIR followed by the sales order number. Purchase Orders that are for PO Now or Local Pickup s have PON or LPU, and they too are followed by the linked sales order number. VPO or Vendor Number - In this case the vendor number is numeric. Numbers can be both Alpha or Number or a combination or alpha/numeric. Vendor Name follows the VPO Number. VALUE Field - Displays if there is any outstanding dollar amount still open. If a line has no value, the Purchase Order has been received and is complete and only the header remains. Headers are purged monthly. Depending upon your level of authorization, the value field may not display. Warehouse Number - In a FK5 search without any options, warehouse one will display first followed by warehouse two, and so on. Due Date - This due date is from the Header of the Purchase Order. It is a basic date as to when the purchase order is due. Each line item on a purchase order has its own unique due date, first based on the average lead time for that item second, by a manual override on an item by item basis. You may select the LN number on the left margin to bring up further information about each displayed Purchase Order. Please consult the Purchasing Manual for further details on Purchase Order Information. Prophet 21 Array Users Guide Purchase Order Inquiry 37-4

169 Save Invoice Inquiry Overview This chapter discusses how to inquire about the status of already shipped and billed orders. Prerequisites Access to program in Control File MBS123 Chapter Topics Save Invoice Inquiry Prophet 21 Array Users Guide Save Invoice Inquiry 38-1

170 Available Function Keys for Invoice Search Save Invoice Inquiry Screen Save Invoice Inquiry 1. Go to Save Invoice Inquiry. From the Main Menu, type Choose Save Invoice Inquiry, Menu # At "INVOICE" prompt, enter the invoice number and release number if applicable. 4. If the invoice is on file it will display. If not on file, a message will appear saying: INVOICE DOES NOT EXIST, NL ENTER AGAIN, ESC RETURN 5. Press FK5 for additional searches. A screen will appear with the following function keys available: FK2 - Return FK3 - Invoice number search FK5 - Cust/Inv search by customer number and invoice number. FK6 - Cust/PO Search by Customer Number and Customer Purchase Order Number FK7 - Cust/Item search by customer by item number. FK8 - Arch/PO search archive files for Purchase Order Number. FK9 - Arch Inv search archive files for invoice number. FK10 - Arch Cust search archive files for customer and invoice number. 6. Once you have located the invoice, select the line number and press ENTER. You will see the following display: Figure 68 - Save Invoice Inquiry Screen Available Function Keys for Selected Invoice FK1 - Will Display the Comment Screen. FK2 - Will Return to enter a different Invoice Number or Exit. Prophet 21 Array Users Guide Save Invoice Inquiry 38-2

171 FK3 - Will Display a Previous Invoice ( Go Back ) FK4 - Nxtinvc, this will get the next invoice number FK5 - Given, this will display the special data screen FK6 - Header, this will display the order header screen FK7 - PRT/FAX, this will re-print or fax this invoice FK8 - Sales, this will display the sales totals FK9 - Ship To / Bill To, this will display Ship To or Bill To address FK10 Restart will allow you to return to the initial entry screen from wherever you may be. 7. If you wish to see detail of a specific line, type the LN number and press ENTER. This will now display the detail of that specific item. Special Note: Your sign-on authorization may not allow select fields to display, i.e. cost or GM%. 8. From the Header screen, select individuals have authorization to modify or change the purchase order number in the Save Invoice File. To do so: A. Go to the Header by press FK6. B. You will notice a function key FK6 MODPO. This will pop you up to the purchase order number, C. Change and press ENTER to exit. D. This will change the number. E. You can use FK7 PRT/FAX to send an updated copy to the customer. Prophet 21 Array Users Guide Save Invoice Inquiry 38-3

172 Transaction Audit Overview This chapter discusses how to inquire on a warehouse/date level on any item specific transactions. Prerequisites Access to program in Control File MBS123 Chapter Topics Transaction Audit Inquiry Prophet 21 Array Users Guide Transaction Audit 39-1

173 Transaction Audit Inquiry Transaction Audit Report Screen 1. Go to Transaction Audit Inquiry. From the Main Menu, type Choose Transaction Audit, Menu # Press 1 RUN PARAMETERS 4. The screen will prompt you with "0 CRT Display, 1 for Hard Copy" 5. Press ENTER 6. Type your warehouse number, press ENTER 7. Enter a date. Pick a date before the time period you wish to review. 8. "Enter starting date / / format is month / day / year (keep in mind you must enter 4 digits). 9. Press ENTER 10. Type the item number you wish to review 11. The screen will now scroll with all activity for this item, i.e. sales, returns, P.O. Receipts, stock adjustments, etc. Figure 69 -Transaction Audit Report Screen Definitions of the References 12. For Invoices and PO Receipts, note the LN, (Line Number) on the margin of the screen. Select a Line Number, this will window into the Save Invoice File for review of the invoice. If a PO Receipt was selected, this will window into the PO Receipts History file and display the PO Receipt along with all items received on that receipt. INVOR - A billed Sales Order Sale or Return INVC - A post-billed Sale CREDIT- A posted billed Credit WHTRN- A warehouse transfer of stock Prophet 21 Array Users Guide Transaction Audit 39-2

174 ACASH - Auto-Billed Cash Sale POREC - A PO Receipt or PO Return ADJ - An inventory adjustment PHYSL - Physical Inventory Count KIT - Kit Explosion WHREC- Internal Receiving WHINT - Internal Intransit SET - An inventory setting DEFTR - Defective Transfer from OHB POREV - A PO Reversal CYCLE - Cycle Count INVSB - A Ship and Bill Invoice CSCRD - A Cash Credit Invoice RGA - RGA Sales Order Billed ARGA - Auto-Billed RGA AINVO - Auto-Billed Sales Invoice DELET - Warehouse Purge Delete PORTN - PO Return (RGA PO) BLDIR - Billing of Direct Order SPOHB - Invoice (Suppress On-Hand Balance) RCDIR - Receive a Direct PO RCDEF - Receive a RGA Defective Item BODIR - Backout a Direct Invoice CRDEF - Credit Defective BODEF - Backout Defective BOINV - Backout Invoice (Suppress On-Hand Balance) +KITS - Increase Type S Kits -PART - Decrease Type S Kit Parts NOTE: Select fields may be blocked from viewing due to your security level. Prophet 21 Array Users Guide Transaction Audit 39-3

175 Sales Order Status Overview Similar to the Quality System, this shows the item level activity on an order. Prerequisites None Chapter Topics Sales Order Status Inquiry Prophet 21 Array Users Guide Sales Order Status 40-1

176 Sales Order Status Inquiry 1. Go to Sales Order Status Inquiry. From the Main Menu, type 1 2. Choose Sales Order Status Inquiry, Menu # At "ORDER" prompt, enter the order number. 4. If the order is on file it will display. If not on file, a message will appear saying: ORDER DOES NOT EXIST The following is a sample of a sales order s status. Sales Order Status Screen Figure 70 - Sales Order Status Screen Sales Order Inquiry References 5. You have several options at this point: FK2 RETURN will exit completely out of Sales Order Status FK3 GETNEXT will retrieve the next order FK4 GETPREV will retrieve the previous order FK6 ORDER will window you into the Order Inquiry (if still open) FK7 INVOICE will window you into the Save Invoice file for this order FK8 will transfer you to the sales notepad FK10 will allow you to return to the initial entry screen from wherever you may be. 6. If the order displays, it will display a summary of activities that have been processed against this order. The following are a list of references: CODE ACTION & PROGRAM USED ORDER - MBS002 - New Order / Back Order MAINT - MBS002 - Order Maintenance CANCL - MBS002 - Order Cancellation MANPT - MBS089 - Manual Release of Pick Tickets Prophet 21 Array Users Guide Sales Order Status 40-2

177 AUTPT - MBS206 - Automatic Pick Ticket Release INVOR - MBS001 - Order Billing INVC - MBS001 - Order Billing RECDR - MBS065 - Direct B/O - MBS065 - Fill B/O SHPBL - MBS002 - New Order - Line Ship and Bill DIR - MBS002 - New Order - Direct Line on Standard Order INCAN - MBS001 - Cancel Remaining Open Order Qty at billing SBXFR - MBS002 Line Transferred to a Ship and Bill Order HDCAN - MBS001 Cancellation of Previously Held Invoices in Held Invoice Maintenance Program names MBS001 - Billing mode MBS002 - Sales Order Entry MBS089 - Manual Release of Pick Tickets (Receiving Screen) MBS206 - Auto Release of B/O (Receiving Screen) Prophet 21 Array Users Guide Sales Order Status 40-3

178 Trade Service Price Inquiry Overview This chapter discusses how to inquire on a Trade service price by item. Prerequisites None Chapter Topics Trade Service Price Inquiry Prophet 21 Array Users Guide Trade Service Price Inquiry 41-1

179 Trade Service Price Inquiry 1. Go to Trade Service Price Inquiry. From the Main Menu, type Choose Trade Service Price Inquiry, Menu # Your screen will now prompt you for a DCI-Number, if you know the manufacturer's DCI sequence enter it now, if not press FK5 - ALPHA to prompt another search method. 4. At this point you will have three methods of searching for a item. Press FK5 - ALPHA to search for the alpha sequence of an item. This may be used if a manufacturer is unknown. Press FK6 - DCI if you know the manufacturer's DCI sequence. Press FK7 - CATALOG to search by Manufacturer's item sequence. Press FK8 FINDIT to search the every record for the search criteria that you entered. The criteria can be alpha or numeric. 5. At this point your screen will prompt you for a "catalog-number". Type the item number as you would on a sales order, and press ENTER. In this example I will be searching for an ITE Q120 breaker, I will type ITEQ0 and press enter. The screen will now display the following: Trade Service Electrical Database Inquiry Screen Figure 71 - Trade Service Electrical Database Inquiry Screen 6. If the item you wish to review is displayed, select the line number (LN) and press ENTER, the following will display: Prophet 21 Array Users Guide Trade Service Price Inquiry 41-2

180 Trade Service Electrical Database Inquiry Screen with Item Information Figure 72 - Trade Service Electrical Database Inquiry Screen with Item Information 7. The screen will display pricing information. Keep in mind that this is information only and can not be "passed back" to a sales order at this point. 8. You now have three options: Press FK1 NEW-DCI to enter a new DCI number Press the FK3 GETPREV to scroll up to previous part Press FK4 GETNEXT to retrieve the next part number Press FK5 SEARCH to select another part for review. 9. This screen will also display Trade Service Published cost if you are an authorized distributor of this product line. Otherwise, cost will be blank. Prophet 21 Array Users Guide Trade Service Price Inquiry 41-3

181 Plumbing TS Price Inquiry Overview This chapter discusses how to inquire on a Trade service price by item. Prerequisites None Chapter Topics Plumbing Trade Service Data Base Prophet 21 Array Users Guide Plumbing TS Price Inquiry 42-1

182 Plumbing Trade Service Data Base 1. Go to Trade Service Price Inquiry. From the Main Menu, type Choose Plumbing TS Price Inquiry, Menu # Your screen will now prompt you for a DCI-Number, if you know the manufacturer's DCI sequence enter it now, if not press FK5 - ALPHA to prompt another search method. 4. At this point you will have three methods of searching for an item. Press FK5 - ALPHA to search for the alpha sequence of an item. This may be used if a manufacturer is unknown. Press FK6 - DCI if you know the manufacturer's DCI sequence. Press FK7 - CATALOG to search by Manufacturer's item sequence. 5. Your screen will prompt you for a "catalog-number". Type the item number as you would on a sales order, and press ENTER. In this example I will be searching for a Oatey OAT30891PVCCEM, I will type OAT3089 and press enter. The screen will now display the following: Trade Service Plumbing Database Inquiry Screen Figure 73 - Trade Service Plumbing Database Inquiry Screen 6. If the item you wish to review is displayed, select the line number (LN) and press ENTER, the following will display: Prophet 21 Array Users Guide Plumbing TS Price Inquiry 42-2

183 Trade Service Plumbing Database Inquiry Screen with Item Information Figure 74 - Trade Service Plumbing Database Inquiry Screen with Item Information 7. This screen will display pricing information. Keep in mind that this is information only and can not be "passed back" to a sales order at this point. 8. You now have three options: Press the FK3 GETPREV to scroll up to previous part Press FK4 GETNEXT to retrieve the next part number Press FK5 SEARCH to select another part for review. 9. This screen will also display Trade Service Published cost if you are an authorized distributor of this product line. Otherwise, cost will be blank. Prophet 21 Array Users Guide Plumbing TS Price Inquiry 42-3

184 Quality System Inquiry Overview This chapter discusses how to track the activity of an order using the quality system. Prerequisites None Chapter Topics Quality System Inquiry Prophet 21 Array Users Guide Quality System Inquiry 43-1

185 Quality System Inquiry Accessing the Quality System Inquiry Quality/Order Tracking Inquiry Screen The Quality System Inquiry is similar to tracking a package with Federal Express. Transactions are logged and viewable on screen. Many transactions are automatic. They are a result of standard keyboard functions. Your company may also choose to log transactions outside of the system. Example, once a pick ticket is printed, it moves through your warehouse, but since your keyboard is not touched during this process, no transactions are logged. You may make manual entries through Quality System Maintenance, or by using bar code scanners. 1. Go to Quality System Inquiry. From the Main Menu, type 1 2. Choose Quality System Inquiry, Menu # You will now see a blank screen, to access information A. Press FK5. B. Type SO in the Sub-System, and ENTER through the line. The following screen will appear: Figure 75 - Quality/Order Tracking Inquiry Screen C. Enter the Sales Order Number you wish to track. Once you have selected a line the following will display: Prophet 21 Array Users Guide Quality System Inquiry 43-2

186 Quality/Order Tracking Inquiry Screen with Sales Order Selected Figure 76 - Quality/Order Tracking Inquiry Screen with Sales Order Selected System Event Codes Each record will be an event. Some events are a result of salespeople just entering an order. Other events are manually entered into the system through Quality System Maintenance. These are usually events that are outside of the system, such as, picking complete, putting parts in will call or shipping department. The following is a short list of system events. There may be additional events that you can create QUOTE TOTALED 9004 ORDER TRANSFERRED TO QUOTE 9005 QUOTE TRANSFERRED TO ORDER 9007 QUOTE CANCELED 9010 ORDER STARTED 9015 ORDER TOTALED 9020 ORDER PICKING TICKET PRINTED 9021 ORDER SELECTED FOR NOPRINT 9025 ORDER MAINTAINED 9030 SHIPPING LABEL PRINTED 9035 ORDER INVOICED 9040 FINAL INVOICE 9045 INVOICE PRINTED 9050 ORDER CANCELED 9055 ORDER REPRINTED 9060 PAYMENT RECEIVED 9070 ONTO CREDIT HOLD 9075 RELEASED FROM CREDIT HOLD Prophet 21 Array Users Guide Quality System Inquiry 43-3

187 9080 BO PICKING TICKET PRINTED 9085 EDI SHIPPING NOTICE CREATED 9090 EDI INVOICE CREATED 9500 ORDER ON CREDIT HOLD 9505 NON-STOCK ITEM ORDERED Prophet 21 Array Users Guide Quality System Inquiry 43-4

188 VSIFAX Status Overview This chapter discusses how to check the status of system faxed quotes or other system faxed transactions. Prerequisites Must purchase VSIFAX Third Party Software. Chapter Topics VSIFAX Status Prophet 21 Array Users Guide VSIFAX Status 44-1

189 VSIFAX Status 1. Go to VSIFAX Status Inquiry. From the Main Menu, type 1 2. Choose VSIFAX Status, Menu # This will display the status of your faxes. The first screen will display faxes that have not been transmitted yet, noting number of tries and its status, i.e., busy, no answer, retry. The second screen display will show the history of your faxes for that day. It will indicate which faxes have been transmitted (normal) or have failed for one reason or another. It will also display the document s number so you can resend the fax. QT = Quotes, PO = Purchase Order and IN = Invoices. Prophet 21 Array Users Guide VSIFAX Status 44-2

190 Task Management Overview Task Management is an integrated electronic message system that captures critical system events from Array such as Credit Hold Orders, Non-Stock Item Creation, and several expediting functions. The system provides immediate message notification as events occur, and produces a Task List for reviewing and performing any corrective action that might be necessary. Reporting of critical events as soon as they happen allows you to react faster, and handle the situation before any major impact on your business occurs. Prerequisites Must purchase the Task Management sub-system. Chapter Topics Task Management Inquiry Prophet 21 Array Users Guide Task Management 45-1

191 Task Management Inquiry Task Management Event Codes Task Management is a complete module designed to be a set of triggers. Further definition is available by requesting the Task Management Subsystem Manual available from Prophet 21 Array. Contact your account representative for information. NON-STOCK - Notification to appropriate buyer of non-stock items that need to be ordered. CREDIT HOLD - Notification to Credit Manager of a ticket on soft credit hold. PACK & HOLD - Notification to inside/order taker that a Pack & Hold order is now complete and ready for shipment. CUSTOMER BACKORDER - Expedite purchase orders for customer backorders. VENDOR PURCHASE ORDER - Expedite purchase orders that are due or becoming past due. PACK & HOLD - Expedite purchase orders for Pack & Hold orders. A sample of the screen is as follows: Task Management Inquiry Screen Figure 77 - Task Management Inquiry Screen Prophet 21 Array Users Guide Task Management 45-2

192 Cut Wire Transaction Overview The Array Cut Wire and Reel Control application is designed to help you control and track your wire inventory. Prerequisites This module must be purchased separately. Chapter Topics Cut Wire Transaction Log Prophet 21 Array Users Guide Cut Wire Transaction 46-1

193 Cut Wire Transaction Log Cut Wire Transaction Log is similar to Transaction Audit except it tracks the complete activity of cut reel wire. This module must be purchased separately. Please contact your Trade Service Account Representative for details. A specialized manual is available upon request. Prophet 21 Array Users Guide Cut Wire Transaction 46-2

194 Sales Notepad Overview This chapter discusses how to enter and view customer specific notes. Prerequisites None Chapter Topics Sales Notepad Prophet 21 Array Users Guide Sales Notepad UU-1

195 Sales Notepad Using the Sales Notepad The sales notepad is designed to be used by salespeople for information about customers. Information such as customer phone number, pager numbers, extensions or address. Additional usage may also be for a tickler file to remind sales associates regarding quote due dates, follow up on quotes or general call back. Free form with a multiple subject capability. 1. From the Master Menu, press 1 and ENTER. 2. Choose Sales Notepad, Menu # 20. The following screen will display: Sales Notepad Screen Figure 78 - Sales Notepad Screen 3. From this point you have the following options: Press FK5 ALPHA to search for the customer number. Press FK6 CUSTNO to enter by customer number. Press FK7 MYCALLS to review my tickler of calls I need to follow up on today. Press FK8 ALLCALLS to review all tickler file of calls to be made back to all customers. Press FK10 PRINT to print a subject or range of subjects. 4. By entering a customer number, the system will prompt you for your first subject. A Subject is the main title of the material that will be stored within that file. Example Pager Numbers might be a subject to call the customers pager numbers stored. A sample screen might be as follows: Prophet 21 Array Users Guide Sales Notepad UU-2

196 Sales Notepad Screen with Note Figure 79 - Sales Notepad Screen with Note 5. Your function keys available are: FK6 ADD - will add the subject and information. FK7 MODIFY - will allow modification of the lines entered. FK8 CANCEL - cancel and entries and begin over. 6. You will now have the following functions keys: FK1 NXTCALL - this will bring you up to the NEXT CALL: on the screen. Enter the next time you wish to contact this customer about this subject. (In this sample, next call is not appropriate). FK2 RETURN - Exit from Sales Notepad. FK3 GETPREC - Subjects can have multiple pages, to get to the previous page, press this function key. FK4 GETNEXT - Subjects can have multiple pages, to get to the next page, press this function key. FK5 ALPHA - To review other subjects on this customer, press this function key. It will display all subjects. Three functions keys will display, FK3 will display all subjects for this customer, FK4 will add a new subject, FK7 will display my calls. FK6 DELETE - Will allow me to delete a complete subject or delete pages within a subject. FK7 LASTCAL - This will bring you up to the LAST CALL: on the screen. Enter the last date you have a conversation with the customer regarding the subject. FK8 ADD - Will allow you to add another page to the existing subject or add a new subject. FK9 MODPAGE - Will allow you to modify the page you are currently displaying. Update information or add additional lines. FK10 PRINT - Will allow you to print this subject or a range of subjects. Prophet 21 Array Users Guide Sales Notepad UU-3