Rebates Version 6.0 B
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 http://customer.p21.com. 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. 8/4/04 Prophet 21 Array Version 6.0 B Prophet 21 is a registered trademark of Prophet 21, Inc. All other trademarks and registered trademarks are the property of their respective companies.
Contents Introduction 1-1 Welcome... 1-1 The Prophet 21 Array Help Manual System 2-1 General Information... 2-1 How to Use The Array Manuals:... 2-2 Manual Format... 2-3 Chapter Format... 2-4 Manual Overview 3-1 About Rebates... 3-1 Rebates Objectives:... 3-1 Rebates 4-1 Overview... 4-1 Prerequisites... 4-1 Chapter Topics... 4-1 Methods of Preparing Rebates... 4-2 Create Control Number Names...4-2 Create Rebate Control Records... 4-2 Select Billed Items for Rebates... 4-2 Print Rebate Report... 4-2 Rebate Control Number Names... 4-3 Adding a Control Number... 4-3 Adding Rebate Control Records By Contract... 4-4 Adding Rebate Control Records By Line Buy... 4-5 Adding Rebate Control Records By Item... 4-6 Rebate Detail Reports 5-1 Overview... 5-1 Prerequisites... 5-1 Chapter Topics... 5-1 Select Billed Items For Rebate... 5-2 Vendor Rebate Report... 5-2 Glossary of Terms G-1 Index I-1 Prophet 21 Array User's Guide Contents i
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 User's Guide Introduction 1-1
The Prophet 21 Array Help Manual System General Information We at Prophet 21 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 User's Guide The Prophet 21 Array Help Manual System 2-1
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 User's Guide The Prophet 21 Array Help Manual System 2-2
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 User's Guide The Prophet 21 Array Help Manual System 2-3
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 Chapter Overview a brief description of the content and procedures contained within the chapter. 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. Topics - are chapter specific and will give you, the user a list of the specific topics covered within 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. Prophet 21 Array User's Guide The Prophet 21 Array Help Manual System 2-4
Manual Overview About Rebates Rebate Control Records are used to select rebate items from billed items in the Save Invoice file and generate a rebate detail file. Reports can then be printed from the Rebate file. NOTE: although rebate detail records are generated from the Save Invoice File, the rebate control record must be set up before the sale takes place in order to eventually generate the rebate detail records. Rebates Objectives: After using this manual, you will be able to: Set up the Rebate control record. Prepare Rebates. Generate a Rebate detail report. Print a Rebate detail report. Prophet 21 Array User's Guide Manual Overview 3-1
Rebates Overview Prerequisites None Chapter Topics This chapter contains the following topics: Methods of preparing rebates Rebate Control Number Names Adding Rebate Control Records By Contract Adding Rebate Control Records By Line Buy Adding Rebate Control Records By Item Prophet 21 Array User's Guide Rebates 4-1
Methods of Preparing Rebates There are three different methods of preparing rebates. Create Control Number Names Create Rebate Control Records This feature is used for validating Vendor Control Numbers, SPA#, etc. These records are entered via the Rebate Control Number Maintenance This is the next step in the process. Here is where you create the actual parameters that will determine the rebate records that will be generated. Rebate control records can be identified by 3 different (three) methods. 1:Contracts May be for specific customers or all customers. Rebate % (Off Purchase Cost) may be specified. If Rebate % = 0, Rebate Cost is picked up from the Contract Record fixed cost. 2:Line Buys Any of the five Line Buys in the Inventory Master record may be used. May be for specific customers or all customers. 3:Specific Item Number May be for specific customers to all customers. Purchase Cost and Rebate Costs may be specified for this particular item and customer. Update Code = 9 suppresses items selected by Contract or Line Buy for specific customers or all customers. Select Billed Items for Rebates Print Rebate Report This program selects items for rebates from the save invoice file, creating a rebate detail file. Items are selected according to the Rebate Control records. Items are reviewed by Item Number, then by Contracts, then by Line Buys, each for specific Customers, then all customers. A specific billing will not to selected more than once. The rebate detail file can be deleted and recreated if the Rebate Control Records were incorrect or inadequate. Records can be selected by: Vendor Starting /Ending Dates Processors Month Warehouse Totals Wide/Narrow Format List the Rebate Control record, for review, corrections, additions, and deletions. Prophet 21 Array User's Guide Rebates 4-2
Rebate Detail records can be purged by Invoice Date, or Process Month, to delete old records or to prepare for Creating a New File. Rebate Control Number Names This program provides standard Add, Modify, Delete, Inquiry functions for Rebate Control Numbers Records with certain descriptions. Rebate Control Numbers are specified by vendors to identify rebate agreements. These records are used to print the descriptions on the rebate reports that are sent to the vendor. This maintenance must be set up first. Adding a Control Number 1. Access the Control Number Name ( MBS250) 2. Press the F3 key. ( see figure 1 ) 3. Press the letter A to change your mode from Inquiry to Add. Control-No Enter up to a 10 alpha/numeric Rebate Default Control-No Enter an existing Control-No and new 4. Line through the field if you wish to clone information from another Control-No. If you do not wish to use a Default, simply new line through the field. 5. Control Number Description Enter up to a 30 character description 6. Enter FK8 to Cancel, A to ADD, or L to change a line. Figure 1 Rebate Contract Maintenance MBS250 Prophet 21 Array User's Guide Rebates 4-3
Adding Rebate Control Records By Contract This program provides standard Add, Modify, Delete and Inquiry functions. These records are used to match against billed items to develop detail rebate records. Which are in turn used to prepare rebate reports that are sent to the vendor. 1. Press the F3 key, press the letter A to change your mode from Inquiry to Add. 2. Customer If you enter a customer number in this field, the rebate applies only to this customer on this contract. 3. Job New line through this field if you are selecting all customers. Enter the job number if you wish only to apply a rebate for a specific customer and job number. 4. Contract Enter the Contract number that this rebate record is applied to. If this contract number is in the billed item record, items are processed for rebates. This field is verified for a valid Contract number. 5. Default Customer, Job, Contract Enter an existing default customer, job, and contract to clone information. Otherwise new line through these fields. 6. Control-No Enter the appropriate rebate control number. This is used for printing on the rebate report of required by the vendor. 7. Start Date Enter the start date for the rebate. Rebate applies for items billed on or after this date. If this is not applicable, simply enter through the field ( leave blank ). 8. End Date Enter the end date for the rebate. Rebate does not apply to items billed after this date. If this is not applicable, simply enter through the fields and leave the default 99/99/99. 9. Cost Discounts Purchase % This field is a discount if the value is less than 1.00000 or a multiplier if the value is 1.0000 or greater. The value is applied to the system purchase cost. It is used to develop the rebate purchase cost. NOTE: As a general rule this value is 0 ( zero ). Values would only be entered here if there is an extra discount beyond the standard purchase discount. Do not confuse this field with the next field ( Rebate % ). If blank ( zero ) the purchase cost from the item file will be used. 10. Cost Discounts Rebates % This field is used to develop the rebate cost. The amount that will be rebated per unit is purchase cost (either calculated from the above field or taken form the item file) less the rebate cost. This is a discount off the purchase cost, and is printed on the rebate report. If this is blank, the cost from the contract record will be used as the rebate cost. 11. Update Code 0= do not pick up extended description 1= pick up extended description Prophet 21 Array User's Guide Rebates 4-4
12. Vendor Enter the vendor number for this rebate agreement. The vendor must exist in the A/P Vendor Master. If this field is left blank, the vendor will be taken from the billed item. In some circumstances this could result in contracts with different vendors. For that reason, this field should be entered. 13. FK8 to Cancel, A to Add, L to Change Line. Figure 2 Rebate Line Buy Maintenance MBS251 Adding Rebate Control Records By Line Buy This program provides standard Add, Modify, Delete and Inquiry functions. These records are used for determining rebate agreements with vendors. These records will processed against billed items to develop a detail rebate. The line buy in the rebate record does not need to be in the primary line buy in the item file. All five line buy records in the item file will be checked. 1. Press the F3 key, press the letter A to change your mode from Inquiry to Add. 2. Customer If you enter a customer number in this field, the rebate applies only to this customer and this line buy. 3. Job New line through this field if you are selecting all customers. Enter the job number if you wish only to apply a rebate for a specific customer and job number. 4. Line Buy Enter the Line Buy number this rebate should be applied to. Any item where this line buy number is in the billed item record, is processed for rebates. This field is verified for a valid Line Buy number. 5. Default Customer, Job, Line Buy Enter an existing rebate record by line buy (customer, job, and line buy) to clone information. Otherwise new line through these fields. Prophet 21 Array User's Guide Rebates 4-5
6. Control-No Enter the appropriate rebate control number. This is used for printing on the rebate report of required by the vendor. 7. Start Date Enter the start date for the rebate. Rebate applies for items billed on or after this date. If this is not applicable, simply enter through the fields ( leave blank ). 8. End Date Enter the end date for the rebate. Rebate does not apply to items billed after this date. If this is not applicable, simply enter through the fields and leave the default 99/99/99. 9. Cost Discounts Purchase % This field is a discount if the value is less than 1.00000 or a multiplier if the value is 1.0000 or greater. The value is applied to the system purchase cost. It is used to develop the rebate purchase cost. NOTE: As a general rule this value is 0 ( zero ). Values would only be entered here if there is an extra discount beyond the standard purchase discount. Do not confuse this field with the next field ( Rebate % ). If blank ( zero ) the purchase cost from the item file will be used. 10. Cost Discounts Rebates % This field is used to develop the rebate cost. The amount that will be rebated per unit is purchase cost (either calculated from the above field or taken form the item file) less the rebate cost. This is a discount off the purchase cost, and is printed on the rebate report. 11. Update Code 0= do not pick up extended description 1= pick up extended description 12. Vendor Enter the vendor number for this rebate agreement. This field is mandatory and is validated against the A/P Vendor file. 13. FK8 to Cancel, A to Add, L to Change Line. Adding Rebate Control Records By Item This program provides standard Add, Modify, Delete and Inquiry functions for records used for determining rebate agreements with vendors. These records will be used to match against billed items to develop detail rebate records. Rebate $ will be calculated as a percent off system cost. Rebate may be fixed percent for all items or variable be item. Update Code = 9 suppress items selected by Contract or Line Buy for specific customers. 1. Press the F3 key, press the letter A to change your mode from Inquiry to Add. 2. Customer If you enter a customer number in this field, the rebate applies only to this customer on this contract. 3. Job New line through this field if you are selecting all customers. Enter the job number if you wish only to apply a rebate for a specific customer and job number. Prophet 21 Array User's Guide Rebates 4-6
4. Item Enter the item number that this rebate record is applied to. If this item is in the billed item record, items are processed for rebates. This field is verified for a valid item number. 5. Default Customer, Job, Contract Enter an existing default customer, job, and item to clone information. Otherwise new line through these fields. 6. Control-No Enter the appropriate rebate control number. This is used for printing on the rebate report for the vendor. 7. Start Date Enter the start date for the rebate. Rebate applies for items billed on or after this date. If this is not applicable, simply enter through the fields ( leave blank ). 8. End Date Enter the end date for the rebate. Rebate does not apply to items billed after this date. If this is not applicable, simply enter through the fields and leave the default 99/99/99. 9. Cost Discounts Purchase % This field is a discount if the value is less than 1.00000 or a multiplier if the value is 1.0000 or greater. The value is applied to the system purchase cost. It is used to develop the rebate purchase cost. NOTE: As a general rule this value is 0 ( zero ). Values would only be entered here if there is an extra discount beyond the standard purchase discount. Do not confuse this field with the next field ( Rebate % ). If blank ( zero ) the purchase cost from the item file will be used. 10. Cost Discounts Rebates % This field is used to develop the rebate cost. The amount that will be rebated per unit is purchase cost ( either calculated from the above field or taken form the item file) less the rebate cost. This is a discount off the purchase cost, and is printed on the rebate report. If this is blank, the cost from the contract record will be used as the rebate cost. 11. Update Code 0 = do not pick up extended description 1 = pick up extended description 9 = Suppress item selected by contract or line buy rebate record. For example, a code of 9 would allow you to create a rebate for an entire line buy with the exception of a few items. 12. Purchase Cost $ Entered if rebate purchase cost cannot be developed from rebate purchase cost. A zero value = use purchase cost %. 13. Purchase U/M Unit of Measure used with purchase cost dollars above. 14. Rebate Cost $ Entered if rebate cost cannot be developed from rebate purchase cost. A zero value = use rebate cost percent. 15. Rebate Cost U/M Unit of Measure used with rebate cost dollars. 16. Contract Number Rebate applies to specified item if billed in this contract. If blank ( spaces ) the rebate is not limited to a specific contract. 17. Vendor Enter the vendor number for this rebate agreement. The vendor must exist in the A/P Vendor Master. Prophet 21 Array User's Guide Rebates 4-7
18. Manufacturers Product ID Entered if the required product identification is not included in the item description or UPC# (normal spaces). 19. FK8 to Cancel, A to Add, L to Change Line. Figure 3 Rebate Item Maintenance Screen MBS253 Prophet 21 Array User's Guide Rebates 4-8
Rebate Detail Reports Overview Prerequisites None Chapter Topics This chapter contains the following topics: Select a topic to view information and/or procedures. Select Billed Items For Rebate Vendor Rebate Report Prophet 21 Array User's Guide Rebate Detail Reports 5-1
Select Billed Items For Rebate The program reads the save invoice records for billed items, the rebate control records which specify criteria for rebates, and the inventory master records for additional item information. It selects billed items, which qualify for rebates, performs various calculations, and creates rebate detail records for the monthly rebate report. The program tags the save invoice records after they have been reviewed, so the program can be run as frequently as desired during the month without duplicating activity. Items are selected according to the rebate control records. Items are reviewed by item number, then by contract, then by line buy, each for specific customers, then all customers. A specific billed item line will not be selected more than once. The rebate detail file can be deleted and recreated if the rebate control records are incorrect or inadequate. There are only two parameters to enter for running this program. Users will need to enter a FROM and TO process date for selecting the rebate records. The normal procedure is to run this program for a given month. In this fashion, the program would be run with a FROM and TO process month that is the same. This will limit the selection to that month. The second parameter is whether to display the progress on the screen or not. Normally, viewing the progress of a report or update on the screen will slow the progress down. Vendor Rebate Report The next step in the rebate process is to generate the rebate reports. There are many different options on how this report can be printed. The following section will attempt to explain all the options available. The report options allow you to pull records by warehouse range, by vendor range, and by control number range. Next it allows you to override the control number for up to 10 vendors and summarize. You can then select the rebate records by process month, or by invoice date. Then there are various sorting options that are available. These options are shown below. ENTER REPORT OPTION: 1. CUSTOMER REPORT - BY COMPANY 2. ITEM REPORT- BY COMPANY 3. CUSTOMER REPORT - BY WHSE 4. ITEM REPORT- BY WAREHOUSE ENTER DATE SELECTION: 1. DO NOT PRINT DATE 2. PRINT INVOICE DATE 3. PRINT COMMENT DATE ENTER DIRECT SHIP OPTION: 1. INCLUDE DIRECT ORD LINES 2. DO NOT INCLUDE DIR ORD LINES Prophet 21 Array User's Guide Rebate Detail Reports 5-2
ENTER REPORT FORMAT OPTION: 1. ITEM # & UNIT COSTS 2. ITEM # & UNIT COSTS VENDOR & WAREHOUSE ADDRESSES 3. DCI # & NO UNIT COSTS 4. DCI # & NO UNIT COSTS - VENDOR & WAREHOUSE ADDRESSES Once all the parameters are set, select the printer and run the report. Prophet 21 Array User's Guide Rebate Detail Reports 5-3
Glossary of Terms A Command to transfer to the add mode. A/P Vendor Master The main Accounts Payable vendor record. billed item record Saved Invoice File. Sales order entry items that have been processed by the accounting department. Clone Copy information from one record into another. Contract An agreement for a customer to purchase a specified items at a specified cost for a limited time. Contract Number The number assigned to a contract. Control Number Description A descriptive statement given to the control number, so the user knows what the control number is for. This description can be up to 30 characters. Control-No Control Number Cost Discounts Purchase % Cost Discounts Rebates % This field is a discount if the value is less than 1.00000 or a multiplier if the value is 1.0000 or greater. The value is applied to the system purchase cost. It is used to develop the rebate purchase cost. This field is used to develop the rebate cost. The amount that will be rebated per unit is purchase cost ( either calculated from the Cost Discounts Purchase % or taken form the item file) less the rebate cost. This is a discount off the Prophet 21 Array User's Guide Glossary of Terms G-1
purchase cost, and is printed on the rebate report. If this is blank, the cost from the contract record will be used as the rebate cost. Customer The person or company that purchases your products. DCI # The universal industry published item number. Default Contract The pre-designed contract which is used as a guide. Default Control-No The pre-designed control number that is used as a guide. Default Customer The pre-designed customer which is used as a guide. Default Job The pre-designed job which is used as a guide. End Date The last day transactions can occur. F3 key Function key 3, which allows the user to change modes. Fixed Percent Percent amount that does not change. FK8 Function key 8, which allows the user to Cancel, add or change a line. Inventory Master Records The main inventory record. Item Individual pieces of stock for sale. Item Number An alphanumeric number assigned to identify an item. Job A customer s specific task that needs to be identified. job number The number assigned to a specific job to identify it. L Command to go to a specific line. Line Buys Purchasing a specific manufacturer s line of products. Prophet 21 Array User's Guide Glossary of Terms G-2
MBS250 Parameters An Array program called the Rebate Control Contract Maintenance. Options on how the program is to run. Process Month The current month that you are working in. Purchase Cost The price of the item from the manufacturer. Purchase Cost $ Entered if rebate purchase cost cannot be developed from rebate purchase cost. A zero value = use purchase cost %. Purchase U/M Unit of Measure used with purchase cost dollars. Rebate Cost $ Entered if rebate cost cannot be developed from rebate purchase cost. A zero value = use rebate cost percent. Rebate Cost U/M Unit of Measure used with rebate cost dollars. Rebate Costs The difference between GM cost or sales order entry and the vendor s actual cost. Rebate Detail File An itemized list of information for all items in the rebate file. Start Date The first day transactions can occur. System Purchase Cost What the system thinks you are paying. UPC# Universal Product Code. A number that identifies a item. Update Code An option to include the extended description or not. Vendor The manufacturer that is supplying the item. Wide/Narrow Format The choice to print reports on wide computer paper or 8 ½ X 11 paper. Prophet 21 Array User's Guide Glossary of Terms G-3
Index C clone 4:3 4:4, 4:5 4:7 Contract 4:1 4:2, 4:3, 4:6 4:8, 2 Customer 4:2, 4:4, 4:5 4:6, 2 I Item 4:1 4:2, 4:4 4:8, 2 3 J Job 2:1, 4:4, 4:5 4:7 L L 4:3, 4:5, 4:6 4:8 M MBS250 4:3 P parameters 4:2, 2 3 V Vendor 4:2 4:8, 1, 2 3 Prophet 21 Array User's Guide Index I-1