Activant Prophet 21 Overview of version 11.0 New Features: Sales and Operations 11.0 New Features suite Course 1 of 3
This class is designed for Sales Managers Production Managers Customer Service Personnel
Objectives Line Item Destination Tag and Hold Functionality Advanced Deposits Contract Pricing OTF items in RMA Entry Contracts Entered OTF Production Order Modification Builder s Allowance Process Merchandise Credits Invoice # on Email Customer Master Inquiry Custom Column Maintenance Territory Maintenance Task Maintenance Service and Maintenance Manufacturer Rep Sales Foreign Currency Modifications
This course will NOT cover V11 Inventory New Features V11 Accounting New Features Basic Order Processing Functionality
Line Item Destination Ability to assign room locations to items Indicates on forms which rooms each item should be placed As Items are allocated they are allocated not just to the order but to rooms Rooms Tab on the order will show how the individual items quantities are divided amongst the rooms
System Settings Enable Room Location Functionality
User Maintenance Auto Display Rooms
Room Maintenance Window
Rooms Tab Rooms Tab in Order Entry
System Settings
Customer Maintenance
Tag and Hold Class Maintenance
Ship To Tab
Tag and Hold Tab
Tag and Hold Printing Options Include Tag and Hold Suppress Printing Tag and Hold Release Partial
Tag and Hold Processing Window
Advanced Deposits Benefits Save time Time spent reconciling deposits outside of the business system Reduce errors Unapplied and overlooked deposits Deposits associated with incorrect orders Unrealized payments due to lost documents Decrease costs Cutback on paper intensive efforts
System Settings Round Calculated Downpayment Amt Allow Unapplied Downpayments to be left on Order Suppress Required Payment Warnings
Customer Defaults Tab Customer Defaults Tab in Customer Maintenance Downpayment % Require Payment upon Release of Items Include Downpayment Summary on Invoices
Remittances Tab Order Entry Remittances Tab
Remittances Tab
Remittances Tab
Remittance Tab
Additional Features of Advanced Deposits RMB for Order Drill Down by Payment From Remittances Tab Downpayment Invoices created when payment is taken Not applied to a shipping invoice Remittances Tab of the shipping window Offers many of the features as Order Entry
Additional Features of Advanced Deposits AR Drill Down window shows the list of invoices that displays on the Invoice Information Tab split into two sections Top relevant shipping invoices Bottom relevant downpayment invoices Downpayment Summary on Invoices Payment Summary Report Parameter to show downpayments on the Trail Balance
Advanced Deposits General Ledger Effects Creating Downpayment Invoices Debit Accounts Receivable Credit Deferred Revenue Collecting Downpayments Debit Accounts Receivable Credit Deferred Revenue Debit Cash on Hand Credit Accounts Receivable
Advanced Deposits General Ledger Effects Overpayments/Unapplied Downpayments Debit Deferred Revenue Credit Cash on Hand OR Accounts Receivable Applying Downpayments to Order as Payment Debit Deffered Revenue Credit Revenue
Items Tab Same Item may be on the contract multiple times Customer PO Number may be defined for each item on the contract
Bin Tab Line, Line Feed and Line Station Status Row: Active, Inactive, Delete Customer PO Number Contract Part Number
Prices Tab Modified to show the Calculation Value display as 1.00 instead of 0.00
New Bin/Item Tab Displays ALL Items on the contract for the ship to selected in Bin number order sequence initially Bins for all items Used to find the bin for bin maintenance for any item on the contract
New Bin/Item Tab cont d
New Ship To/Item Tab Available when a specific Customer/Ship To is designated on Job/Contract Maintenance tab Displays Bin ID and the Bin Contract Part Number Items with multiple bins will display multiple times Contract Line Part number column Customer Part Number column
New Ship To/Item Tab cont d
Additional Contract Pricing Changes Bin Note Tab added at the Item/Bin Level Contract Pop up Search contracts by Contract Part #, Item ID, Bin # Bin, Line, Line Feed, Line Station added Customer PO Number System will track Customer PO Number to the Item level on an Order/RMA when a Contract is being used on the transaction Line Item level Customer PO Number Hierarchy Item/Bin Level Item Level Ship To Customer Poi from Contract Header
Additional Contract Pricing Changes Contract Part Number Hierarchy Bin Level Item Level No Contract Part Number RMB option at Order Line Level for Display Contract Information
System Settings System Settings Order Processing RMA Require RMA line link to original order line must be set to Prompt or Never Always will not work because there is no original order to link to.
Example Fixture is sold, but the ballast is the wrong size. This is returned, but is not set up as an item in the system. Created OTF in RMA Entry.
User Maintenance
Create OTF Items Prompted for Description Normal OE Item Creation procedures are followed Values from Item Defaults applied automatically
Creating a Contract /Rebate on the Fly If the User is authorized, RMB click and select Create Contract If a contract already exists select the contract name in the Contract Wizard and add selected items to an existing contract Within the wizard add a rebate cost, purchase order cost, and a vendor authorization number for the rebate Add a contract part number on the wizard screens
User Maintenance Enable user to create Contracts/Rebates OTF
Customer Maintenance
Order Entry Entering Contract On the Fly
Order Entry cont d Create Contract Wizard
Additional Information Added to the Contract Ability to add an expiration date and PO cost field to the contract line item Must be less than the expiration date of the contract header Vendor Authorization number for a rebated cost associated with the contract Customer PO Number added to the contract line
Sales Order Scheduled Releases Order and Front Counter allows an assembly item Header can be put on a schedule Requirements for components will only show if they meet the look ahead date rules for the quantity to be released of the assembly header, also scheduling the components based on the assembly header s schedule.
Process Hose Assemblies System now takes into accounts the hose assemblies D-Length when determining the required length of hose to cut Two new system settings Enable hose/cable assembly functionality Default new assemblies to hose/cable
Builders Allowance Benefits Track Builder s Allowances for specific Builder, Buyer, and Job in Business System Payments Required for Overages will be automatically required at Order Entry Applied to the Order leaving only the Builder s Allowance to be billed to the Builder Expedite buyer s shopping experience Prevent Billing Errors Track Allowances efficiently Decrease time spent researching and maintaining allowances
System Settings
Job Control Maintenance Window
Builder s Allowance Tab
Remittances Tab
System Settings
Payment Type Maintenance
RMA Entry
System Settings
Invoice Number in Email Subject Line Displays up to three Invoice Numbers More than three, shows ( ) The Invoice Number is automatically inserted into the Subject Line before anything else is entered
Sample Email
Item Search A new checkbox determines whether nonsellable items are shown in Item Popup A new column (Sell) has been added to the Item data in the popup.
Key Points If you select an item from a popup or browse that is not sellable at your location, the system displays a message prompting you to make the item sellable for your location. Yes makes the item Sellable for the current location and adds it to the order. No leaves the item as is. Returns to the Item ID prompt. Item is not added to order.
Customer Master Inquiry Part of Contact Management All information associated with the customer record are contained in a single window that can be accessed via a function key from anywhere in the system Ship to, contacts, accounts receivable, sales history, and many more
Customer Master Inquiry Screen
Territory Maintenance Territory An area of business New windows allowing you to create, edit and delete territories Organize territories by grouping them
System Setting
Accounts Receivable Accounts Receivable > System > Territory Definitions >Territory Maintenance
Territory Maintenance Window Short code for the territory Description of the territory Determines if the status is active or deleted
Customer and Ship To Maintenance
Custom Column Maintenance Create and organize custom fields for customer records Can control what information is available and how it s presented
System Setup Module
Custom Column Definition Maintenance
Custom Column Association
Task Maintenance Modifications Assign more than one person to a task Assign the same task to multiple contacts Assign tasks to contacts and companies System Administrator can see all open tasks in the system
To Do Tab With System Administrator rights there is a radio button My Tasks Tasks Assigned by me All Tasks
Schedule Task
Assigned To Tab Assign task to multiple people
Contacts Tab Associate multiple contacts with a task
Service and Maintenance Service Order Module Ability to have time management of service technicians, use service contracts, schedule preventative maintenance and track warranty claims
What is a Manufacturer Rep Order? Commonly referred to as A Orders, Agent Orders, or Commission Orders Any order where you act as the sales rep for the manufacturer Manufacturer fills order You collect commission from manufacturer for sale of items
Sales Order VS. Manufacturer Rep Order Sales Order Distributor fills order Distributor bills customer Customer receivable created No commission due from vendor Manufacturer Rep Order Supplier fills order Vendor bills customer No customer receivable created Commission due from vendor
System Settings
System Settings cont d
Company Maintenance Default Commission Receivable, Commission Revenue, and Commission Allowance Accounts
Vendor Maintenance Commission Receivable, Commission Revenue, and Commission Allowance Accounts by Vendor
Order Entry Enter header info similar to typical sales Order
Manufacturer Tab
Entering Line Items
Pricing Line Items Apply to Manufacturer Rep Orders field on Sales Pricing Pages Yes page is used to price items on Sales and Manufacturer Rep Orders No page is used to price items only on Sales Orders Only page is used to price items only on Manufacturer Rep Orders
How is the Dealer Commission Calculated? Predefine Dealer Commission calculations on new Pricing Page Commission tab
How is the Dealer Commission Calculated? Dealer Commission in Manufacturer Rep Order Entry is determined by: Price page used to price item User input
Saving Approved Manufacturer Rep Order When Manufacturer Rep Order is saved as approved
Dealer Commission Payments Dealer Commission Payments in Accounts Payable module
Dealer Commission Payments cont d Accept payment from vendor against each Manufacturer Rep Order Write off any amounts not expected to be collected to an allowance account
Reports Include a parameter to Show Manufacturer Rep Orders Open Orders Report Sales History Report Who-Bought-What Report Salesrep Commission Report
Salesrep Commissions Apply to Manufacturer Rep Orders setting on Commission Rules Determines whether or not a rule applies to a Manufacturer Rep Order
General Ledger When a Manufacturer Rep Order is entered as Approved No effect on Cost of Goods Sold, Inventory, or Accounts Receivable Debit Commissions Receivable Account Credit Commissions Revenue Account
General Ledger When a Payment is taken against a Manufacturer Rep Order Debit Cash Account Debit Accounts Payable Account Debit Commissions Allowance Account Credit Commissions Receivable Account
Foreign Currency Modifications Order entry and Invoice entry modified to allow the user to display the transaction in any currency defined in the system Currency by Item, to establish selling prices in a specific currency Sales pricing pages assigned a currency Payment of invoices may be in any currency
Why these changes to Foreign currency? Adds stability to sales pricing and gross profits in environments where the home currency is volatile Adds increased flexibility for transaction in foreign currencies More and more distributors are using foreign currency
System Setting Use Item Specific Currency
Currency Maintenance Modifications User may designate which currencies may be used for sales orders
Customer Maintenance
Exchange Rate Maintenance New selection: Official Exchange Rate or Item Specific Exchange Rate
Exchange Rate Maintenance Exchange rates need to be defined only in one direction, system does the math to work it backwards. so that the rate can be from any currency to any other currency. Item specific allow the user to purchase in one currency and sell in another currency neither of which is a home currency for any of the companies defined.
Item Maintenance Sales Currency ID on the General Tab
Item Maintenance Always be in terms of home currency MAC Next Due in PO Last Rec d PO Supplier List and Cost Terms of the suppliers currency Designated in the supplier record
Item Maintenance If the currency of the item is changed the system will prompt to update the Price 1-10 and standard cost to the new currency The current exchange rate will be used to rescale the prices Sales Currency of the Item will display on the order line Sales Currency of the Item will also appear on the following: Default Prices Tab, Location Prices Tab, adjacent to Standard cost,
Other Inventory Areas Where Functionality was Added Sales Currency ID added to the Item Fast Edit window Sales Currency ID may be imported into the Item record Sales Currency ID for the item will be added to the Pricing Service feature
Sales Pricing Pages Currency ID added to the Sales Pricing Pages
Foreign Currency on Contracts Parameter for Eligible for Currency Conversion
Foreign Currency in Order Entry Orders can be entered in any currency and not just the currency of the customer Must have the parameter Convert prices to Foreign Currency Using Exchange Rate engaged in system settings System will convert the price from the sales pricing page to the currency of the order before displaying the price. Uses the exchange rate in effect for the date of the order.
Foreign Currency in Order Entry Currency ID on the OE header is available for editing
Foreign Currency in Order Entry Order Date determines the exchange rate used. RMB will display the prices in terms of the order s currency On the Customer Sales History tab RMB to display all lines in terms of home currency Item Sales History Tab will display the currency of the past transactions Buy/Sell Tab will display the currency of each transaction
Foreign Currency in Order Entry Previous Requests: Re-Calc Price Option selected, the Item will be priced as though the user had entered it on the Order without using Previous Requests, based on the Currency ID of the current Order and the Customer s pricing matrix. Re-Calc option not selected and the Currency ID of the Previous Request being added is the same as the current Order, the value will be used as is from the Precious Request. Re-Calc option not selected and the Currency ID of the Previous Request being added is different from the current Order, the value from the Previous Request will be converted to the current Order s Currency using the current Exchange Rate.
Foreign Currency in Order Entry Items Tab: If a currency is defined on the Item record the currency of the item will display Cannot be edited - informational only Extended price and price will always be in the currency of the order. Customer of the Fly: Currency of the customer will be set to the currency of the order Item on the Fly: Currency of the order will be the currency of the item Sales Pricing: Convert the currency of the item to home then to the currency of the order.
Quote to Order or Copy Quote If Customer ID is NOT changed: Recalculate Prices will default to set If disengaged: Currency ID of the new quote or order will be the same as the source All prices will be the same and no exchange rate will be recalculated If recalculate is engaged: Currency ID may be changed for the new quote or order Price will be recalculated in terms of the new exchange rate for the date of the transaction
Quote to Order or Copy Quote If the Customer ID is changed: Recalculate Prices is NOT selected: Currency ID of the new order or quote will be the same as the original regardless of the currency ID of the customer. All Prices will be the same as the source quote or order. No updating of the prices by the current exchange rate
Quote to Order or Copy Quote If Customer ID is changed and Recalculate Prices is Engaged : User may select the currency Prices recomputed based on the currency of the new order. If the currency ID is the same the prices will be recalculated based on the current exchange rate
Currency Shipping If items are added they will be added using the currency of the order.
Cash Receipts Can be accepted in any currency Payment may be made in any currency for invoices issued in another currency System allows specification of a deposit bank Used to deposit the funds into the correct bank Retrieve invoices in the currency in which they were issued
Cash Receipts Home currency = US Invoice currency = US Customer pays in CND Select US bank to retrieve the invoices Select CND bank as the deposit bank
Additional Sales New Features Order Entry window allows for flexibility in display and Dynachange Order Lookup now has the ability to Include Completed Orders Quote to Order conversion offers a Recalculation Option
Additional System New Features Production Order Data Deletion Secondary Processing Data Deletion Item Search Modification in Order Entry
Summary Line Item Destination Tag and Hold Functionality Advanced Deposits Contract Pricing OTF items in RMA Entry Contracts Entered OTF Production Order Modification Builder s Allowance Process Merchandise Credits Invoice # on Email Customer Master Inquiry Custom Column Maintenance Territory Maintenance Task Maintenance Service and Maintenance Manufacturer Rep Sales Foreign Currency Modifications Additional Sales and System Features
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