Activant Prophet 21 Version 12.0: Order Area New Features New Features Suite Course 2 of 5
This class is designed for Sales managers System Administrators
Objectives Discuss v12.0 Order Area new features Order Entry Redesign / Field Chooser Freight modifications Manufacturer Rep modifications Service and Maintenance new features Order Entry modifications Contract Pricing and Vendor Contracts Rebate enhancements Strategic Pricing CRM functionality
This course will NOT cover New features in System Administration, Inventory, Accounting, and Third Party
Order Entry Redesign and Field Chooser
Order Entry Redesign Allow information from different tabs in Order Entry to be displayed on Order Entry window Side panel added to Items tab Choice of 5 standard panels and 2 custom panels New grid format for items Allows for easy editing and uniform display of items Full grid mode Grid with panel mode
Order Entry Redesign Panels determined by Panel tab in User Maintenance Available panels None (default) Open Values Costs Last Price Paid (if enabled) Ext d Info Custom 1 Custom 2
Order Entry Redesign Ext d Info Panel Grid with Panel
Field Chooser RMB menu, choose Field Chooser Drag and drop field onto current tab
Freight Modifications
Pre-Authorization of Estimated Freight Carrier Maintenance has Freight Estimate Percentage field Protobase Initial Authorization Process uses this percentage to add on the freight amount to the total amount submitted to the processor 0% or any positive number is accepted
Freight Adder / Handling Charges Define value and limit tables for additional freight and handling charges Can be applied automatically or manually Based on shipment value, order value or freight value The charges are calculated and displayed as the price of an other charge Item ID added to the shipment and to the invoice total
Freight Adder / Handling Charges Order Entry / Maintenance / Freight/Handling Charge Maintenance
Freight Adder / Handling Charges Example 2.5% for shipment limits up to $100 5% for shipment limits between $100 - $250 7.5% for shipments between $250 - $500 10% for shipments over $500
Freight Adder / Handling Charges Enter the Freight/Handling Charge ID on the OE Options tab in Customer Maintenance Must be specified even if adding charge manually Customer Import and Fast Edit modified to allow this field to be added to customers
Freight Thresholds Free freight when order exceed set dollar limits
Lot Billing
Packing Basis and Freight Codes by Item on Lot Bills Define packing basis and freight codes for lot bill items at header and component levels Benefits Assign and track freight only on items to which it applies Large orders may require packing basis to vary for the lot bill items on the order. Assign freight codes by going to Item tab in Order Entry, select item, then open Lot Billing tab. Choose Freight Code for item Setting overrides freight code assigned to order
Packing Basis and Freight Codes by Item on Lot Bills Line level packing basis applies over order header packing basis Exception Hold setting for order applies to all lines Assign packing basis to lot bill headers and components by selecting line item on Item tab, then choose Lot Billing tab Set Packing Basis field appropriately for selected item
Manufacturer Rep Orders
RMA for Manufacturer Rep RMAs credit the commissions paid, including dealer commissions May be tied to order line items Updates GL accounts without using journal entries to account for discrepancies
Applying Credit Invoices Invoices for manufacturer rep RMAs appear as negative lines To clear lines, apply them to regular manufacturer rep invoices
Posting to GL Approve or Invoice manufacture rep RMA posts Debits Commission Revenue Account Credits Commission Receivable Account Apply credit to invoice Debits Cash Account if payment = Check OR Debits AP if payment = Debit Memo Adjusts Commission Allowance Account Credits Commission Receivable Account
Report Windows Manufacturer Rep Order Report Open RMA Report Sales History Report WBW Report Open Manufacturer Rep Order Report Salesrep Commission Report Aged Dealer Commissions Report Order Drill Downs by Customer, Item, Order and Vendor
Additional Manufacturer Rep Settings Setting Default Return Quantities System Setup / System / System Settings / Order Processing / General Reducing Commissions for Returns Accounting / Commission / Maintenance / Commission Rule Maintenance Compute Negative Commissions on RMAs applies to manufacturer rep RMA too
Ship Confirm Manufacturer Rep Orders Track shipped and cancelled quantities for manufacturer rep line items Adjusting item quantities Qty Shipped and Qty Invoiced fields added to window Line item stays open until qty ordered = qty invoiced Adjusting qty shipped generates invoice for adjusted amount and updates qty invoiced Qty ordered is locked once a qty shipped is generated Only way to reduce order qty is to cancel some or all of remaining amount Qty Cancelled field on Extended info tab
Ship Confirm Manufacturer Rep Orders To undership a line, ship and invoice the desired qty and cancel the remaining amount To overship a line, add another line to the order for the additional amount required To create an invoice, edit the qty shipped and save the order If shipped qty is greater than invoiced qty, system creates invoice for difference Line closes when invoiced qty = order qty
Ship Confirm Manufacturer Rep Orders System automatically calculates commissions Figures what percentage of the total line the shipment represents Multiplies percentage by the line s dealer commission to determine commission for the line Totals calculated amounts for each line to determine commission due for whole shipment Dealer Commission Payments now includes an invoice number field to help discern multiple shipment invoices
Miscellaneous New Order Area Features
Additional DEA Functionality Functionality for compliance with Drug Enforcement Agency (DEA) policies on controlled substances Optional feature Validates shipping location is valid to send material to customer location Checks item s supplier and confirms supplier can sell to customer s location PO Entry confirms supplier can sell material Pick tickets will separate DEA and non-dea items
Setting to Tax Based on Prior Invoice Checked = tax based on prior transaction Unchecked = tax based on normal system rules
Create Downpayment Invoices Greater than Backordered Total Indicate a Downpayment Override Amt in order to invoice customer for amount greater than just the backordered value on order
Profit Exception Report by System Setting Limits When Use System Limits is checked First checks Override Profit Limits setting in customer record Then checks Order Line Profit Warning system setting Last checks Low and High profit % settings on report criteria
Print Packing List without confirming Shipment Print packing list in Shipping without confirming shipment. Click print, fax or email checkboxes without checking the Confirm checkbox before saving Can still make changes to shipment after printing the packing list, but it just may not match invoice Pick ticket number will print in place of the invoice number this is because there is no invoice number as the shipment has not been confirmed If you had this feature as a DC feature and customized the packing list, you must reapply
Signature Capture in Shipping Direct Catalog feature available if you have Front Counter Signature Capture Must enable Signature Capture in system settings to see option in the Shipping window Can t cancel out of signature capture because shipment is confirmed and can t be recaptured
Serial, Lot and Bin updated immediately In order processing and transfer entry windows, serial, lot and bin information now allocating immediately Don t have to wait until transaction is saved
Picking Based on Lot Expiration Pick items set to expire the soonest and alert user when attempting to pick a lot set to expire within predefined number of days New system settings Lot assignment options Expiration Date and Expiration Date Complete Print Lot Expiration Date on Forms Lot Expiration Warning Days Lot Expiration Date Report
Default Order Header Source Location to Sales Location Default the sales location as the source location on transactions in Order Entry, Front Counter Order, Manufacturer Rep Order Entry, RMA Entry and Service Order Entry
Exclude from Lead Time PO Wizard in OE Exclude from Lead Time checkbox on the Create RFQ/Purchase Order from OE wizard
CRM Enhancements
CRM module Interface improvements CRM band My Tasks node on main menu Sales Force Automation Opportunity tracking Sales Management Inquiry Marketing Tools Link incoming/outgoing emails to customers and contacts Email blasts
My Tasks My Tasks on side bar Displays summary of tasks by timeframe Due today Due tomorrow Due in 7 days Due within the next 28 days
CRM Opportunity Management Opportunity Management feature allows you to define, record, retrieve and analyze sales leads Sales Management Inquiry allows for easy viewing of information relating to opportunities, quotes and invoices Stage of opportunity Breakdown by territory, location or salesrep Comparison and statistical analysis Lost Sales Report shows lost orders, shipments, RMAs and lost opportunities
CRM Opportunity Management Linking Orders and Quotes to Opportunities Order Entry, FC, Manufacturer Rep Order, RMA Entry and Service Order Entry
Create Tasks from Workflow Events Task notifications added to Alert Maintenance Task Notification tab allows additional details Multiple user IDs can be listed on Assigned To tab
Modifications to Tasks and CMI Hard Touch Indicator added to Activity Type Maintenance Added to Schedule and Edit Task windows Added to Task Maintenance and Task Fast Edit Hard Touch date field available in Customer, Ship To, Contact and Supplier Maintenance
Modifications to Tasks and CMI Last Hard Touch date parameter on CMI, Cash Collection Call Maintenance and several reports Customer Ranking, Customer List, Contacts, Cash Collection Call and Inactive Customer Report
Telemarketing Call Management Use task functionality to manage call center and telemarketing campaigns Each call is considered its own task Task Processing mode puts all information needed at your fingertips RMB command to email or fax documents to the contact
Expanded Outlook Integration Ability to link incoming/outgoing emails from Outlook to Customer Account and Contact record Anyone with access to CMI and Contact Management can see all emails linked to account Button on Outlook taskbar to Link to P21 Tries to match email address in Contact Maintenance Can highlight multiple emails to link Sent email saved as completed task with Email activity type Display on Task History tab of CMI and Contact Inquiry
Expanded Outlook Integration Create targeted lists based on criteria to send email blasts to customers and prospects Use Contact Fast Edit Query tab to identify customers for blast New Create Email tab lists contacts that fit search parameters RMB option to Create Email Blast allows user to pull up Mail Merge Word doc or user can type new email Create email templates to be saved and re-used Based on Word Mail Merge functionality
Pricing Modifications
Pricing Hierarchy Changes A new level of grouping for pricing has been added called Price Family Can specify default in Item Maintenance on General tab and at location level too Item Defaults Maintenance has Price Family field Imports and fast edits include this new field Pricing family is very similar to discount groups Must be established in Price Family Maintenance first
Price Family Price Page Maintenance has two new Price Type options Price Family Supplier/Price Family
Vendor Contracts Create vendor based contracts for sales price and/or cost Typically used to provide cost and price for items based on vendor rebates for GPO (Group Purchase Organizations or gov t contracts Classes of customers (Hospitals, Schools, IU units) Manual contracts also available Create new contracts by copying existing contracts Freight factors can be used with your other cost Enables fast editing of contracts
Vendor Contract Benefits Vendor contracts improve pricing management Create contracts for multiple customers without having to share a corporate ID Ensures getting the best or most recent rebate with less rebate rejections Efficiently manages multiple contracts sent by vendor
Additional Pricing Modifications Supplier Contract Number field added to Item, Direct Ship and Special tabs in PORG and IMI PO Cost Multipliers tab has been added to Price Page Maintenance for calculating PO Cost for S and D disposition items Timestamp tab added to Sales Pricing Page Maintenance to track who changed information and when it was done
Customer Pricing Report Criteria Limit report to items customer has purchased in history or contract items or both Can specify a date range - to see all items purchased in past year
Rebate Enhancements Sales pricing pages can define a sales order price, cost or both Ability to use different source from Supplier List Price for calculating rebate amount due Other cost can be subtracted from any source to determine rebate amount Streamline rebate payment processing by applying payment across multiple invoices Ability to exclude rebate line from EDI 844 transmission
Strategic Pricing Functionality within Prophet 21 that works with analysis from Strategic Pricing Associates Prophet 21 sends data to SPA system, which performs a pricing analysis Results used to drive pricing set up in Prophet 21 to improve gross profit margins Capture and recover freight expenses better
Service and Maintenance Enhancements
Add Parts Packing Basis Ability to print pick and hold tickets until all parts are available Pick ticket prints once all parts are received
Service Item Parts List Create parts lists for service items Assigned when entering service orders and scheduling preventative maintenance Created on Parts List tab in Item Maintenance PM Status None All Select
Service Item Parts List PM Process ID Process for which the part is used in PM Additional process IDs listed via RMB option Add Process PM Quantity UOM is the qty and UOM of the part required for each PM process listed The Parts List tab is also available in Service Item Maintenance
Service Item Parts List During PM Service Order Entry, system checks item record for parts list and checks PM status None system adds no parts All system adds part in qty specified for all processes Select system adds part in qty specified only for processes specified on parts list In Service Order Entry, access parts list with RMB option Add Parts on Parts and Labor tab Parts come from Service Item s record, but if none listed, system goes to Item Maintenance Parts tab Edits may be made, but only affects that service order
Apply Service PO Cost to Service Orders Costs for any third party service work can be factored into the price or cost calculations Add parts to service PO, which are added to service order to cover parts and labor costs Create service item ID as an other charge item and check Third Party Service Part Flag In Service Order Entry, the Order Cost, PO Cost, Other Cost and Commission Cost fields become editable. Once PO generated, values are locked, but can be modified or updated by convert PO to voucher
Miscellaneous Service Enhancements RMB Quote to Order for Service Orders Turns service quote into a service order without changing transaction number View service order in Service Order Entry and RMB click and chose Convert Service Quote to Order Default Service Source Location to Ship To Added Ship to Fast Edit and Ship To Import
Summary Discuss v12.0 Order Area new features Order Entry Redesign / Field Chooser Freight modifications Manufacturer Rep modifications Service and Maintenance new features Order Entry modifications Contract Pricing and Vendor Contracts Rebate enhancements Strategic Pricing CRM functionality
For More Information Prophet 21 Help Files Visit Activant on the web: http://distribution.activant.com/ View Educational Services course offerings CRM WBT Strategic Pricing WBT 12.0 New Features Documentation Sales Processing Search the Solutions database Submit a Support case E-mail Professional Services Sales pss@activant.com
New Features Suite Version 12.0 System Administration New Features System Administration new features Version 12.0 Inventory New Features Inventory new features Version 12.0 Accounting New Features Accounting new features