System Maintenance Reference Manual FASPAC 4.1 FPD/205
Faspac Systems, Inc. 7590 Fay Avenue, Suite 301 La Jolla, CA 92037 Confidential and Proprietary Copyright 2000, 2001 Faspac Systems, Inc. All Rights Reserved This document is the trade secret property of Faspac Systems, Inc. and is protected by copyright law and international treaties. Its use by you is strictly governed by a license agreement. Unauthorized reproduction or distribution may result in severe civil or criminal penalties. Trademarks: FASPAC is a trademark of Faspac Systems, Inc. All other trademarks, registered trademarks, names, or product names contained in this publication are the property of their respective owners, and Faspac Systems, Inc. neither endorses nor otherwise sponsors any such product or services referred to herein.
Table of Contents Introduction...5 Before You Begin...5 Customer and Vendor Master Records... 6 Sales Tax Calculation...6 Canadian Customers...7 System Maintenance (SYCD)....8 Record Types...10 AC = Account Class... 10 BC = Bin Class............................... 10 BT = Customer Business Type....................... 11 CA = Carriers................................ 11 CC = Customer Credit............................ 12 CI = City................................... 12 CO = County................................ 13 CT = Country................................ 13 CU = Currency............................... 14 FO = FOB...14 FR = Freight... 15 IT = Operator Initials............................ 16 LC = Lot/Tag Condition........................... 16 LO = Import Billing... 17 MC = Miscellaneous Charge/Cost... 17 NA = Canada National Tax... 18 PV = Canada Province Tax... 18 RG = Rating Group... 19 RM = Customer Remarks...19 SC = Customer Service Charge....................... 20 ST = State...20 SV = Ship Via................................ 21 TC = AR Invoice Terms........................... 21 TM = Telemarketing Status... 22 TQ = Tag Container... 23 TT = Telemarketing Call Type....................... 23 VA = UK VAT Tax... 24 VP = Vendor Price Table...24 VT = AP Vendor Terms........................... 25 WH = Warehouse Number... 27 WR = Warehouse Region...28 FPD/205 SYCD - 3
Introduction The System Maintenance program (SYCD) is used to create, edit, delete and print System codes. System codes are company-specific, which means if you have more than one company, these codes must be entered for each company. You may, however, copy the SYS-CODE data from one company to another. After creating a new company in SYS/CIS, run SYCD and press SKIP in the Company field. You will then be asked whether or not you wish to copy the SYS-CODE information. The program validates both the old and new company numbers, then copies each SYS-CODE record from the old company to the new company. System codes serve many purposes and are central to the operation of FASPAC. System codes should always be edited and deleted with informed care. Some of the benefits provided by the use of System codes in FASPAC are: Decrease repetitive data entry (also help minimize data entry errors) Require a freight charge, if desired Automatically update freight calculated through the optional UPS Manifest Maintenance program (UP/MAM) Calculate sales tax on customer orders Calculate service charges Calculate customer invoice and vendor invoice due dates and allow multiple due date terms Determine posting (to the General Ledger) of Accounts Receivable and Accounts Payable activity Before You Begin FASPAC originally comes to you with Company 10 System codes already set up. The initial setup includes fifty state codes and a variety of other record types. You should print a list of System codes before you make changes. To print a list, enter SYCD, enter the Company Number and enter RETURN at the RT field while the RT field is empty and you will be asked if you wish to print a list. FPD/205 SYCD - 5
INTRODUCTION Customer and Vendor Master Records System codes can be used to enter information in many fields used in the Customer and Vendor Master records. By using these codes, the amount of data entry in Order Entry, Purchasing and Accounts Payable programs can be substantially reduced. Many of the System codes are used in the Customer Master records (CP/MAI). Some of these codes and/or their descriptions subsequently appear in the Order Entry programs and can be accepted as displayed or replaced with text. The System codes that were in place when an order was confirmed display during Shipping Confirmation (OP/SC) and can either be accepted or edited. Some System codes in the Customer Master record cannot be changed in any other programs. These codes include Business Type (record type BT), Remark (record type RM), and Credit (record type CC). There are also quite a few System codes used in the Vendor Master records (AP/MAR/VM and PO/VM). The System codes used in the Vendor Master records display in the Purchasing Entry and Maintenance programs (PO/PE and PO/PM). Some fields allow you to replace the System code with any text you choose, other fields require a valid System code. Sales Tax Calculation Sales tax is calculated on a customer order during Shipping Confirmation (OP/SC). When a taxable customer order is processed through Shipping Confirmation, (assuming an item is taxable) sales tax is calculated based on the percentages recorded for the State, County and City System codes. Sales tax may or may not be calculated on freight and miscellaneous charges depending on the flags set in State, County and City System codes. Note: A customer order is taxable if the Customer Master record is flagged to be taxed or if an exempt customer purchases items with a tax status of Y. If you are using Account Class to define a customer as tax exempt, all items are not taxed regardless of any other tax flag settings. Sales tax on a purchase order is calculated if an item on a PO is flagged as taxable. Sales tax calculations are based on the percentage assigned to the State code in one of several places. First, the system looks to see if a warehouse is found in PO/WAM. If that is available, the tax will be based on the state found there. If taxation is not set in PO/WAM, the system looks at the Company Address Master File (SYS/CIS) and uses that state for tax purposes. Note: Canadian companies use System record types NA and PV to calculate sales tax. The UK uses the System record type of VAT to calculate sales tax. SYCD - 6 FPD/205
CANADIAN CUSTOMERS Canadian Customers Two codes must be set up to accommodate Canadian taxes: NA and PV Record Type: NA PV : leave blank leave blank : up to 15 characters up to 15 characters : % (5.25 = 5 ¼%) % (5.25 = 5 ¼%) Tax on Frt: Y or N Y or N Tax On Misc Y or N Y or N Incl. NA Tax: not applicable Y or N The entry in the field displays in Shipping Confirmation (OP/SC) and prints on the Invoice Register (AR/INP/IR). The flag in the Incl. NA Tax determines whether the NA tax amount is included when calculating the PV tax. FPD/205 SYCD - 7
SYSTEM CODE MAINTENANCE (SYCD) System Maintenance (SYCD) Field Explanation Co Enter the company number you wish to work with. The company number must be a valid number that has been set up in SYS/CIS. To copy all SYS-CODE data from one company to a newly created company: Leave this field blank and press Skip. The following message will be displayed: Do You Want To Copy A Company? (Y/N) Enter Y to continue. Enter the company from which you are copying the SYS-CODE information in the From Company field, and the newly created company for which you want to copy this information in the To Company field. Both companies must already be created in SYS/CIS. Once the transfer of SYS-CODE data has been complete, you will be asked to print a listing of System codes. Error Message: Company Not On File The company number entered has not been set up in SYS/CIS. Press SKIP and enter a valid company number or Skip again to exit. SYCD - 8 FPD/205
SYSTEM CODE MAINTENANCE (SYCD) RT Enter the record type. The record types are listed on the screen and explained in detail in Record Types on page 10. To print a listing of all of the existing System codes for the Company: Leave this field blank and press Return. The following message is displayed at the bottom of the screen. Do you want to print a listing? Y/N/R=Restart Y = Print the listing. N = Exit the program without printing the list. R = Return to a blank Record Type field. To enter a record type title, leave this field blank and enter Return. If this field is left blank, the text entered in the next field prints on the System Maintenance Listing as the Heading. Headings are just a way of categorizing your codes so that the organization of sets are clearer when you print them. This applies to all except record types NA and PV which do not use codes. The number and type of characters depends upon the record type. Error Message: must be from R to RZ SKIP to continue You are working in record type LC and have entered R as the first character in the code. The second character of the code must either be a space or A to Z (capital letter). Press SKIP to acknowledge the message and begin again. Record type descriptions can be up to 15 characters. To delete the displayed system code, enter DELETE and then press Skip. To exit without entering a description, leave the field blank and press Return. Uniquity Currency Enter the corresponding currency code for use with the Uniquity appplication, or leave this field blank and press ENTER. FPD/205 SYCD - 9
SYSTEM CODE MAINTENANCE (SYCD) Record Types AC = Account Class This code is one of the ways of defining a customer as tax exempt. An AC record type provides the option to calculate tax based on the Account Class assigned the customer. Both Order Desk and Shipping Confirmation first check the Customer Master record (CP/MAI) for an Account Class code. If the Customer Master record does not have an Account Class code, taxes are calculated based on the flags set in the Tax Exempt No. field in the Customer Master and Item Master records. If an Account Class code has been assigned and the tax exempt field has been set to Y for taxes, all items on all orders for this customer will be flagged as exempt from tax. You can manually override this by changing each line in Order Desk, OP/SC, or OP/SUB. Up to two alphanumeric characters Tax Exempt? Y = Customers will not be taxed, regardless of how other tax flags are set. BC = Bin Class This code allows you to define several types of bin classifications containing the specific characteristics of each bin. Up to four alphanumeric characters SYCD - 10 FPD/205
RECORD TYPES Use Tags Mixed Parts Y = Users must specifically identify each tag in this bin location for inventory actions. This is the default. N = Users cannot specify a specific tag in this bin location. If a traceable part is placed in this location, additional information will be required to identify the tags being used. All inventory actions are FIFO within a manufacturer s lot for traceable parts, and FIFO for all other items. This flag is only used by random bin locations, not by fixed bin locations. Y = Users can mix part numbers in this bin location. This is the default. N = Users cannot mix part numbers in this bin. BT = Customer Business Type This is one of the ways to classify customers in FASPAC. The needs of your business will dictate what Business Types you establish in System code maintenance Many reports can be sorted and printed by business type. One to four alphanumeric characters This is used in CP/MAI. N/A CA = Carriers In the UPS Manifest system you can define carriers other than UPS by setting them up using System code record type of CA. CA system codes are not currently displayed or printed from any program except the system code listing. To use other carriers in the UPS system you must set them up in system codes and indicate that other carriers are allowed in warehouse maintenance. One to three alphanumeric characters The code is used with the UPS Manifest system to define carriers other than UPS. UPS does not need to be defined as a valid code for CA record type but all other carriers that will be used with the manifest system do. FPD/205 SYCD - 11
SYSTEM CODE MAINTENANCE (SYCD) This field is not currently displayed anywhere but in SYCD. CC = Customer Credit You may set up credit codes for particular types of customer credit history. The credit code established for a customer may be printed on the pick list if flagged to do so in System Order Specifications. One alphanumeric character This description will be displayed in Order Desk. N/A CI = City City codes can be used to shorten the data entry of frequently used Cities. It can also be used to establish city tax parameters where applicable. Field Up to 15 alpha characters This field is for tax in percentage form (for example, 8.25 = 8 1/4% tax). Leave this field blank if there is no applicable sales tax for a particular code. Tax Freight Y = Sales tax will be applied to freight. N = Freight is not taxed. Tax Misc Charge Y = Sales tax will be applied to Miscellaneous charges. N = Miscellaneous charges are not taxed. SYCD - 12 FPD/205
RECORD TYPES CO = County County codes can also be used to set up applicable tax parameters. For counties that have a separate tax program, you would need to set this up in System Maintenance and be sure to use the county codes in CP/MAI records for customers in that county. You may create up to three different tax percentages per county. Field Tax Freight Up to three different tax percentages can be set up for each county, allowing you to split taxes. Once the description is entered for the county, the cursor moves below the county description. You may enter up to a 7 character description and percentage for the first additional charge, and then again as it moves below this description for the second and third description and percentage. Each tax percentage will be listed on the A/R Invoice Register and may be posted to the G/L Interface separately. This field is for tax in percentage form (for example, 8.25 = 8 1/4% tax). Leave this field blank if there is no applicable sales tax for a particular code. Y = Sales tax will be applied to freight. N = Freight is not taxed. Tax Misc Charge Y = Sales tax will be applied to Miscellaneous charges. N = Miscellaneous charges are not taxed. CT = Country Used for country of origin. Up to three alpha characters The United Kingdom MUST be UK and Canada MUST be CN or CAN. N/A Up to 15 alpha characters FPD/205 SYCD - 13
SYSTEM CODE MAINTENANCE (SYCD) CU = Currency Currency codes are used to define foreign currency exchange rates. Options allow the exchange rate to be entered in foreign units to one domestic unit or domestic units to one foreign unit. Up to four alphanumeric characters. Used for foreign currency. Exchange Rate Direction Enter Using Up to 999999.99999 levels of accuracy F = Calculates foreign units to one domestic unit. D = Converts domestic units to one foreign unit. F (foreign) or D (domestic) indicates which currency will be used for entering transactions. FO = FOB FOB codes are assigned in customer and contract maintenance. Warehouse numbers can be used in conjunction with FOB codes so that the same codes can be used with more than one warehouse. One alpha plus two alphanumeric Enter a one character code and a two digit valid warehouse name/number. Only the first, single digit is used as the System code when entered in FOB fields. Note: Each FOB code must be set up for each warehouse. The FOB codes are used in customer and contract maintenance. The warehouse number is used to allow a different description to be used for the same code. Example: If we have two warehouses 01 in San Diego and 02 in Los Angeles. An FOB code (F) defined as from our warehouse coupled with the warehouse number make the FOB code take on more specific meaning. A person entering an order could enter F in the FOB field and the ultimate FOB code would be F01 if shipping from San Diego or F02 if shipping from Los Angeles. SYCD - 14 FPD/205
RECORD TYPES For contracts assigned to all warehouses, the FOB code must be set up with no warehouse number attached as well as being set up with each specific warehouse. In this way, the FOB code, alone, is entered on the contract and when the order is created, the appropriate FOB warehouse prints on the pick list. N/A FR = Freight Freight codes can be used to require a freight amount in Shipping Confirmation (OP/SC), or to automatically update the freight charges from the UPS Manifest Maintenance program (UP/MAM) directly to the order record. They can also be used to define freight terms in some other fashion for customer or vendor orders. One alphanumeric character Dollar amount that will display in Order Confirmation (OP/SC) when the code is used. At the time of order confirmation the amount can be edited. Require Freight Y = A freight amount must be entered in Shipping Confirmation (OP/SC). Update UPS Freight Y = If the Update Cust Order field in the Warehouse Address Master File (PO/WAM) is flagged with a T, the freight amount calculated in UPS Manifest Maintenance (UP/MAM) is updated to the customer order using this Freight code. It does not need to be entered again in Shipping Confirmation (OP/SC). FPD/205 SYCD - 15
SYSTEM CODE MAINTENANCE (SYCD) IT = Operator Initials Operator initials are used mainly for reporting and counter sales. These are the initials FASPAC assigns when an order is created, unless the Order Processing Specifications is flagged to enter order taker initials. Certain Sales and Order reports (such as Sales Summary, Open Order Listing, and Sales by Order Taker) can be printed by operator initials. All sign on codes have initials. These are the initials FASPAC assigns when an order is created unless the System Order Specification is flagged to enter order taker initials. If your system is set up this way, when an order is created you are prompted with your sign on initials and this can be changed to a valid order taker initials previously entered in System Maintenance. This is useful if several people are sharing the same terminal for purposes of entering orders which is often the case for counter sales. Note: The initials ZZX are used by counter sales for all cash sales. Since multiple users can enter sales for one cash order during the day or week, these initials are used, not giving credit to any individual user. Up to three alpha characters N/A LC = Lot/Tag Condition LC codes are for defining the condition of a tag receipt. Any alpha codes can be used except R(space) through RZ. The R codes are considered restricted tags and cannot be automatically committed to orders. Two alphanumeric characters Note: If you want the code to designate restricted stock use R for the first character and enter a space or capital alpha character as the second character do this ONLY if you want to designate restricted stock. When committing stock to orders using any method other than entering the specific tag #, tags with a restricted code are bypassed. SYCD - 16 FPD/205
RECORD TYPES N/A LO = Import Billing Also /Port of Entry, Port of Origin This system code is used only with the import billing system Up to three alphanumeric characters N/A MC = Miscellaneous Charge/Cost This code is used to define miscellaneous charges and costs to be added to customers orders. The charges can be defined as a fixed amount or as a percentage of the total order. This code type can be entered on an order as miscellaneous charges in shipping confirmation or set in customer maintenance as the default miscellaneous charge code for a customer. Shipping confirmation displays the amount entered in system code maintenance or calculates the amount if a percent is used. The percent is calculated on the total sales of the order being confirmed. One alphanumeric character This record type is used to define miscellaneous charges and costs that can be added to a customer order. An MC charge can be calculated either as a flat dollar amount or as a percentage of the total sales of the confirmed order. Miscellaneous costs entered on an order are only updated to the sales detail file (SBS, SBC, etc.) The text in this field does not print on the invoices; it displays in Shipping Confirmation when it is used. The Misc Charge code, description and total amount print on the AR/IR. FPD/205 SYCD - 17
SYSTEM CODE MAINTENANCE (SYCD) Dollar amount for miscellaneous charges (can be up to 9999.99). This number can be edited in Shipping Confirmation. Percentage This can be either a discount (use - before the percentage) or additional charge (use + or no sign before the percentage). NA = Canada National Tax This record type applies only to FASPAC users in Canada. It is for the national sales tax. Leave blank do not use unless your operation is located in Canada. Up to 15 alphanumeric Tax percentage (for example, 8.25 = 8 1/4% tax) Tax Freight Y = Sales tax will be applied to freight. N = Freight is not taxed. Tax Misc Charge Y = Sales tax will be applied to Miscellaneous charges. N = Miscellaneous charges are not taxed. PV = Canada Province Tax This record type applies only to FASPAC users in Canada. It is for provincial sales taxes. Leave the field blank do not use unless your operation is located in Canada. Up to 15 alphanumeric Tax percentage (for example, 8.25 = 81 4 % tax) SYCD - 18 FPD/205
RECORD TYPES Tax Freight Y = Sales tax will be applied to freight. N = Freight is not taxed. Tax Misc Charge Y = Sales tax will be applied to Miscellaneous charges. N = Miscellaneous charges are not taxed. RG = Rating Group The RG code allows you to classify and identify vendors with the same performance reporting requirements. You can enter this code into vendor master records, so that you can select groups of vendors for Vendor Rating Reports (VRR). Up to two alphanumeric characters Used in AP/MAR/VM, PO/VM, PO/VL, PO/POM/VRR RM = Customer Remarks RM codes are used to create one-line remarks for customers. Up to 43 characters can be in each remark. The codes are entered in customer maintenance and can be flagged to print on the pick list. If printed, they print as the first note lines on the pick list. The remarks can be viewed in order entry. One to four alphanumeric characters Used in CP/MAI. Up to 43 alphanumeric characters. FPD/205 SYCD - 19
SYSTEM CODE MAINTENANCE (SYCD) SC = Customer Service Charge Service charge codes are used to define service charge parameters. Service charge codes are entered in customer maintenance. When the Service Charge Calculation program is run, the charges are calculated using the percentage defined in the service charge code assigned to the customer. A default percentage can also be entered when service charge calculation is run for customers without a specific service charge assigned to them. One alpha character Percentage (1.5 = 1.5%) ST = State State codes are used to standardize input in FASPAC and to define applicable state taxes. If FASPAC finds no tax exempt flags and the ship to state on a confirmed order has a tax defined in System Maintenance, FASPAC uses the tax parameters defined for the state code in System Maintenance. Field Tax Freight Can be up to 15 alpha characters that will be displayed whenever, wherever the code is used. The state code is mandatory in CP/MAI. For foreign addresses where the state does not apply, you can either use the state code field for a country (maybe MX for Mexico), or if you do not need the field to make the address clear, you can set up a period (.) as a state code and use it just to satisfy FASPAC s mandatory requirement for a state code in CP/MAI. This field is for tax in percentage form (for example, 8.25 = 8 1/4% tax). Leave this field blank if there is no applicable sales tax for a particular code. Y = Sales tax will be applied to freight. N = Freight is not taxed. Tax Misc Charge Y = Sales tax will be applied to Miscellaneous charges. N = Miscellaneous charges are not taxed. SYCD - 20 FPD/205
RECORD TYPES SV = Ship Via Ship Via codes define the method of shipping. Ship Via codes are used with customers and on purchase orders. It is possible to enter the code every time an order is entered, but we recommend that a default be established for each customer and vendor in their respective maintenance areas. One alphanumeric character N/A TC = AR Invoice Terms Terms codes (record type TC) can be used to calculate the due date of an accounts receivable invoice in one of three ways: A specific day of the month As the last day of the month after a specific number of days after the ship date A specific number of days after the invoice date A Terms code can also be used to split an invoice into (up to 3) transaction records. If a Terms code is set to calculate multiple due dates, one invoice is printed and one invoice record is updated to the Invoice Register (AR/INP/IR) but multiple transaction record are updated to the Accounts Receivable Master File (AR/ATB) and each record is aged separately. The System Maintenance File (SYS/OPS) must be flagged with a C in the Enter Term code or Text field in order to use Term codes. One alphanumeric character Terms codes can indicate due dates that have been discussed with the customer that do not meet existing terms codes. If D is entered, the due date will be the Day entered in SYCD, one month from the invoice date of the customer order or vendor invoice. Do not use an asterisk (*) as a terms code; the system will not accept it. It has a special meaning in Order Desk (OD). Refer to the Order Desk manual in Volume 4 for more information. FPD/205 SYCD - 21
SYSTEM CODE MAINTENANCE (SYCD) Up to 15 alpha characters Type D or E refer to the invoice due dates only (based on terms); they do not apply to discount due dates. D = Calculate the invoice due date as the day of the following month defined by an entry in the Days field. Example: The invoice date is 6/20, the entry in days field is 15 consequently the invoice due date is 7/15. E = Calculate the invoice due date as the last day of the month AFTER the number in the days field is added to the order ship date. Example: The ship date is 6/20, the entry in the days field is 15 consequently the invoice due date is 7/31. Blank field = The invoice due dates to be based on the invoice date added to the number in the days field. Days and Percentage Fields Terms codes can be set up to define due dates in up to three increments of time with a percentage of the balance due assigned to each of those time increments. The total of the three percentages must equal 100%. Example: the entries in the days fields are 30, 60, and 90. Entries in the percentage fields are 33, 33, and 34 (the total being 100%). If an invoice total is $100.00. The first amount due is $33.00, the second is $33.00, and the balance is $34.00. Discount Days Up to three numeric digits to describe the number of days that define a discount period. % Up to three numeric digits can be used to define the discount % to be applied to invoices that are paid within the number of discount days. TM = Telemarketing Status Telemarketing system codes are used to define the status of a telemarketing call summary or report. Any characters except A, C, P or R can be used. Those four characters are already set up and are: A = accounting calls C = completed calls P = created by the Planned Call Request program R = created by the Percentage Change Report SYCD - 22 FPD/205
RECORD TYPES Up to four alphanumeric characters except A, C, P or R which are system-defined Status codes. These codes are very important/helpful when using telemarketing reports N/A TQ = Tag Container TQ codes are for defining tag containers. Tag container codes may be entered on tag receipts. The tag control area of SYS/WCS has an area where tag container codes can be used. The options of tare weight, carton or pallet are available only in FASPAC manufacturing. Up to four alphanumeric characters Used to define tag containers and works with the system warehouse specifications. Not Used Tare Weight Mfg Systems only Carton or Pallet Mfg Systems only TT = Telemarketing Call Type TT codes are used to define the telemarketing call type. Call types are used to define reasons for calls. One purpose might be sales prospecting, another might be collection calls. It is useful for historical and reporting purposes to be able to keep information on different types of call types. Up to two alphanumeric characters FPD/205 SYCD - 23
SYSTEM CODE MAINTENANCE (SYCD) Note: This record type is used to define reasons for calls. One purpose might be sales prospecting another might be collection calls. These codes are very important/helpful when using telemarketing reports N/A VA = UK VAT Tax This code is used to calculate the VAT (a type of tax) in the United Kingdom. The amount entered is the percent to be used for calculating the tax. Example: A 1.5% tax would be entered as 1.50. 1 character percentage VP = Vendor Price Table These codes are used to define vendor price tables, foreign currency, and vendor group notes. A VP code is used to prompt and update vendor prices during purchase order entry. VP codes can also be set up to allow foreign currency amounts to be entered and to print notes on purchase orders. When entering new VP codes in System Maintenance, SKIP at the amount field, because it is not currently being used. Enter a currency code if this is a foreign currency vendor, otherwise leave the currency field blank. Currency codes are not validated, Up to two alphanumeric The VP code has several purposes; it can be used to 1) define vendor price tables, 2) define foreign currency and/or 3) create vendor group messages. SYCD - 24 FPD/205
RECORD TYPES Currency Prints whenever this code is used. N/A SKIP at this field A valid CU (currency) code must be assigned if the Vendor Price code will be used for vendors whose purchase orders and/or accounts payable invoices will be entered using foreign currency See record type: CU (Currency code). If you are not using this VP code for foreign currency purposes, SKIP through this field. Update Vendor Prices Y, N or A Enter Y to update the vendor price table for vendors with this price table code in vendor maintenance when a purchase order is created. If Y is used, this should be a unique code used for one vendor only. Otherwise any vendor price entered for any vendor with this code will be updated to the vendor price table. This will also prompt this price when an item is entered on a purchase order. Enter N if the vendor price table is not to be updated. N should be used if multiple vendors use the same VP code. Enter A if the user is to be asked whether to update the vendor price table. VT = AP Vendor Terms Terms s For Vendors (VT) Vendor Terms codes (record type VT) are used to calculate the due date an Accounts Payable invoice in one of three ways: a specific day of the month or as the last day of the month after a specific number of days following the invoice date or as a specific number of days from the invoice date. A Vendor Terms code can also be used to split an invoice into (up to 9) multiple transaction records, each with a different due date. FPD/205 SYCD - 25
SYSTEM CODE MAINTENANCE (SYCD) If a Vendor Terms code is used to calculate multiple due dates, one invoice record is updated to the General Ledger but multiple transaction records are updated to the Accounts Payable Master File (AP/ATB) and each record is aged independently. The System Maintenance Master File (SYS/APS) must be flagged with a T in the Use Terms or Days field in order to use the Vendor Terms codes. 1 alphanumeric character Type D or E or blank only D calculates the invoice due date as a specific day of the month defined by an entry in the Days field. If multiple due dates are entered, each due date is based on the previous due date. Example #1: The invoice date is 6/1, the entry in days field is 15, the entry in the % field is 100 consequently the invoice due date is 6/16 for the entire invoice. Example #2: If the invoice date is 6/1, the entries in the Days fields are 15, 30 and 45 with the corresponding entries in the % field of 25, 25 and 50 Invoice due dates are 6/16 for 25%, 7/16 for 25% and 8/16 for the remaining 50%. Note: the actual dates would vary depending on how many days the month had in it. E calculates the invoice due date as the last day of the month AFTER the number in the days field is added to the invoice date. Example #1: The invoice date is 6/1, the entry in the days field is 15 and the entry in the % field is 100- consequently the invoice is 100% due on 6/30. Example # 2: The invoice date is 6/1, entries in the days field are 15, 30 and 45 with corresponding entries in the % field of 25,25 and 50. The due dates are 6/16 for 25%, 7/16 for 25% and 8/31 for the balance of 50%. Leaving the field blank causes the invoice due dates to be based on the invoice date added to the number in the days field. Days and Percentage Fields Vendor Terms codes can be set up to define due dates in up to nine increments of time with a percentage of the balance due assigned to each of those time increments. The total of the 9 percentages must equal 100%. Example, the entries in the days fields are 30, 60 and 90. Entries in the % fields are 30, 30 and 40 (the total being 100%). If an invoice total is $100.00. The first amount due on the invoice is $30.00. The second is $30.00 and the balance is $40.00. SYCD - 26 FPD/205
RECORD TYPES WH = Warehouse Number WH is used to define company warehouses. If there is only one warehouse, that warehouse would be code 01. If you have multiple warehouses, there must be a warehouse code 02 whether you use it or not. Many FASPAC programs check to see if there is a warehouse 02 to determine if there are multiple warehouses. If they find a warehouse 02, they assume there are multiple warehouses. If no warehouse 02 is found, the programs assume there is only a single warehouse. The WH code is a two digit field and every warehouse code must be contain two digits. When defining a warehouse code in system code maintenance, enter the two digit code, the warehouse description (city, area or some other location-specific wording), and SKIP through the amount field which is not currently used. 2 alphanumeric characters are used to name warehouses We recommend using numbers for record type WH. Both digits must be used. Example: Warehouse 1 should be entered as 01; AL is not allowed; and warehouse 2 (02) is required if you will be using multiple warehouses. You must set up warehouse 02 for multiple warehouses, but you are not required to use warehouse 02. Up to 15 alpha characters N/A Warehouse Region If you are using warehouse regions, the region this warehouse belongs to should be entered here. WR codes used here are not validated, but they should always be valid WR codes. WR = Warehouse Region The warehouse region code is used to group warehouses. We recommend that you use alpha letters for regions (record type WR) and numbers for warehouses (record type WH). When you define warehouse regions, there is an area where you list the warehouses (up to 24 per region) that are assigned to each region. Warehouse Regions must also be defined in the WH record. When printing information for a warehouse region, all warehouses assigned to that region will be included. Not all programs have access to warehouse regions. Up to two alphanumeric characters FPD/205 SYCD - 27
SYSTEM CODE MAINTENANCE (SYCD) We recommend that you use alpha characters because numbers are usually used for warehouses. Note: Warehouse regions should also be set up as WH record types. When printing a report for a warehouse region, information for all warehouses assigned to that region will be included. Not all programs are fully interfaced with WR record types, so not all reports use WR codes in place of WH codes. When either warehouse # or warehouse region are applicable, the question will display as Enter Whse # or region. In any case, when both are applicable, the warehouse region is always searched for first and if not found, the warehouse number is checked. Warehouses in This Region Enter the warehouses you want assigned to this region. Up to 24 warehouses can be assigned to one region. The warehouses you assign to this region should be valid codes for record type WH, although they are not validated. SYCD - 28 FPD/205