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ORDER MANAGEMENT

Table of Contents

ORDER MANAGEMENT ................................................................................................ 1

ORDER MANAGEMENT - INTRODUCTION AND OVERVIEW .......................................................... 4

COMMON FUNCTIONS ............................................................................................................................ 6

USING COMMENTS .............................................................................................................................. 6 USING NOTES - (INOTE, CNOTE, PNOTE, VNOTE) .......................................................................... 7 USING SPEICAL MENUS - SPECIAL QUERY MENUS (QMENU)....................................................... 9

VALIDATION TABLES AND MODULE SETUP ..................................................................................... 10

OBPM- ................... ORDER BOOKINGS PERIOD DATES ................................................................ 10 LSC- ....................... LOST SALES CODE MAINTENANCE ................................................................. 12 SOTYP- .................. SALES ORDER TYPE CODES ........................................................................... 16 CRCM- ................... CREDIT REASON CODE MAINTENANCE ......................................................... 17

ORDER PROCESSING PROGRAMS..................................................................................................... 18

USING CUSTOMER PROFILES ......................................................................................................... 18 CPP- ................... CUSTOMER PURCHASE PROFILES AND SPECIALS ...................................... 18 CPPSEQ- ........... CUSTOMER PROFILE SEQUENCE UPDATE PROGRAM ................................ 31

ORDER- ................. TRANSACTION TYPES ....................................................................................... 32 REGULAR ORDERS (OR) ............................................................................................................... 32 DROP SHIP ORDERS (DS) ............................................................................................................. 32 FUTURE ORDERS (FO) .................................................................................................................. 33 STANDING ORDERS (SO) .............................................................................................................. 34 STANDING INVOICES (SI) .............................................................................................................. 34 TRANSFER ORDERS (TO) ............................................................................................................. 34 BLANKET ORDERS (BL) ................................................................................................................. 36 RETURN MERCHANDISE (RM) ...................................................................................................... 37

ORDER- ................. SALES ORDER ENTRY ...................................................................................... 38 ADD TRANSACTIONS OPTION ...................................................................................................... 40

HEADER SECTION ...................................................................................................................... 41 DETAIL SECTION ........................................................................................................................ 61 SUMMARY SECTION................................................................................................................... 80

UPDATE TRANSACTIONS OPTION ............................................................................................... 83 REMOVE TRANSACTIONS OPTION .............................................................................................. 85 QUERY TRANSACTIONS OPTION................................................................................................. 87 DUPLICATE TRANSACTIONS OPTION ......................................................................................... 88 VIEW TRANSACTIONS OPTION .................................................................................................... 90 ORDER RELEASE TRANSACTIONS OPTION ............................................................................... 92

ODLM-.................... ORDER DETAIL LINE MAINTENANCE .............................................................. 94 LSM- ....................... LOST SALES MAINTENANCE ............................................................................ 97 MOLM- ................... MULTIPLE ORDER LINE MAINTENANCE ....................................................... 100 OATS- .................... ORDERS AVAILABLE TO SHIP ........................................................................ 102

FORMS ...................... ........................................................................................................................... 111

SOP- ...................... SALES ORDER PRINTING ............................................................................... 111 PTP- ....................... PICK TICKET PRINTING ................................................................................... 113 RAP- ....................... RETURN AUTHORIZATION PRINTING ........................................................... 117 OLAB- .................... ORDER LABEL PRINTING ................................................................................ 119

QUERIES ................... ........................................................................................................................... 120

Next Generation® Order Management

Release NGS-6.40 OM-2

BLQ- ....................... BLANKET ORDER QUERY ............................................................................... 120 CS- ......................... CUSTOMER SERVICE SCREEN ...................................................................... 123 ORDQ- ................... OPEN ORDER INQUIRIES ................................................................................ 134

REPORTS ................. ........................................................................................................................... 140

BLAR- ..................... BLANKET ORDER AUDIT REPORT ................................................................. 140 BORDR- ................. BACK ORDER REPORTS - DETAIL ................................................................. 143 CRCA- .................... CREDIT REASON CODE ANALYSIS ................................................................ 147 DTR- ...................... DAILY TRANSACTION REGISTER................................................................... 154 EXR-....................... EXCEPTION REGISTER REPORT ................................................................... 156 LSTSL- ................... LOST SALES REPORT ..................................................................................... 158 OBR- ...................... ORDERS BOOKED REPORT ........................................................................... 160 ORDR- ................... OPEN ORDER REPORTS - DETAIL ................................................................. 167 BOEX- .................... BACK ORDER EXCEPTION REPORT ............................................................. 177 ORDRHD- .............. OPEN SALES ORDER REPORTING USING HEADER BRANCH ................... 178 OSTATUS- ............. OPEN ORDER STATUS REPORT .................................................................... 188 SOEX- .................... SALES ORDER EXCEPTION REPORT ............................................................ 190 SOMA- ................... SALES ORDER MARGIN ANALYSIS ................................................................ 191 SOMR- ................... SALES ORDER MAINTENANCE REGISTER ................................................... 196 SOSR- .................... SALES ORDER SUMMARY REGISTER ........................................................... 197



Proprietary Notice This manual contains information which is proprietary to Munics Information Systems, Inc. and all rights are reserved. No part of this manual or its contents may be used or reproduced by any means without the express written permission of Munics Information Systems, Inc. Disclaimer of Warranty The material contained herein is subject to change without notice. Munics Information Systems, Inc. makes no warranty, express, implied or by description, regarding the information set forth herein. Munics Information Systems, Inc. does not guarantee, warrant or make any representation regarding the use of, or the results of the use of, the programs in terms of correctness, accuracy, reliability, currency or otherwise, and the purchaser relies on the programs and the results solely at his/her own risk. NEXT GENERATION® is a registered trademark of Munics Information Systems, Inc. Copyright 1987-2001 Munics Information Systems, Inc.



ORDER MANAGEMENT - INTRODUCTION AND OVERVIEW Incoming orders will be entered into the system from a source document, a faxed document or directly from the phone. Once an order is entered, a sequential order reference number is assigned to the order. The system will then perform the appropriate credit limit, days limit, and booking limit checks. As line items are entered, the system will display product availability as calculated by the way in which you have instructed the system to do so through various acf options. The system will warn the operator when availability has gone negative. Negative available conditions will be considered backordered and trigger the automated replenishment process. Optionally, the system may be setup to generate purchase orders or purchase order requisitions when negative availability conditions occur. This may occur automatically or may be manually controlled by the operator. This option can be defined separately for non-stock items, drop shipments and regular items. The system is set up with various header and detail prompts already established in order entry, but this can be modified by via the "PROMPT" program. Non-stock items are entered with a period "." preceding the part number. The functionality of ORDER provides a different prompt sequence for non-stock items versus stocked items. This insures that the proper discounts, commissions, tax status, product group, and costs, etc., are established. By utilizing all the automatic pricing features available you will eliminate the need to manually determine the pricing for a customer and item or research pricing history. If there is a need to negotiate a price, a user can easily review all the customer purchase history for that item in the Customer Item Sales Inquiry (CISI) to determine the latest prices and latest costs the item was sold. Two documents may be created as a result of order entry. The Sales Order Print program (SOP) typically shows all the line items of an order, regardless of availability. The Pick Ticket Print Program (PTP) will print line items based on availability and may print in Primary Location Order. Items not available will be reflected in the backorder column. Items received in Purchase Order Receipts will reset the status of the customer order line items to generate another pick ticket reflecting that item as available. Entered orders will commit inventory and generate all open order reports which can be sorted by customer, order number, item number, product group, salesperson, among other options. An audit trail can be provided highlighting any sales agents or prices that are overridden through the Audit Trail Maintenance Program (ATM) to existing sales orders. This will also include overridden terms codes, discounts, etc. As orders and/or invoices are being entered, personalized information regarding specific customers or items will appear on the screen automatically to assist and control the order entry process. This information is entered through the CNOTE and INOTE programs and it will appear in a "post it" note format during order entry. These notes typically contain pertinent information such as special shipping instructions for a customer, etc. Another powerful feature of order entry is Related Item Maintenance (RIM). RIM acts as a sales stimulator for your order entry operator to push sales of items that typically work in conjunction with another product. As purchase order receipts occur, the received quantity may be allocated to open backorders and sales orders. This will reset the pick ticket print flag so the pick ticket prints when the user chooses "All unprinted Pick Tickets". Once orders have been picked, the user may proceed directly to billing. Orders may be shipped complete or partially, with the user controlling whether items are backordered or not. Any item requiring lot or serial control will require an entry at this time.



You may utilize the Shipping Module, which is an optional step in between order entry and billing. The Ship program is typically used when a packing list or bill of lading is required. This being the case, the user would indicate quantities shipped, lot numbers and serial numbers (if required), in the SHIP program rather than the BILL program. The same entries would not have to be repeated in the BILL program. The billing function would execute the "autobill" command to "Bill Shipped Orders". An interface to Freight Carrier Systems, such as UPS, FedEx, DHL, etc., is available. As orders are shipped by using the Shipping Module or billed using the BILL program, invoices will be created with a reference number (invoice number) sequentially assigned by the system and different than the order number. Items not shipped due to out of stock conditions may be back ordered, if desired. Back order numbers will reflect the number of shipments against that order. For example, 11111-02 means two (2) shipments have occurred on order number 11111. In the "billing process", on-hand figures are reduced and all sales analysis, commission and sales tax reporting is immediately updated. The general ledger is updated by running the invoice register which is run after the invoices are printed. This may be run daily or on an as needed basis.



COMMON FUNCTIONS USING COMMENTS HEADER/DETAIL COMMENTS Comments a user wishes to print on forms can be entered in a variety of ways. Users can enter comments from several programs such as ORDER, BILL, SHIP, POE, etc. on either the Header level, or Detail level. If entering comments on the detail level, then each line would have its own individual comments. To enter comments, select the Comment button on either the Header or Detail windows of the program you are using. When the Comment Maintenance screen appears, you may enter your additional free form information that is associated with the record. You determine in this program whether or not to print the comments on the various forms and whether or not to transfer them to the history files. The user has the ability to use a total of up to 9,999 lines per record. Each comment line may contain a total of 50 characters. Once comments have been established, the user may (U)pdate, (R)emove, and (V)iew the comments pertaining to that record. This Comment capability exists in many programs. STANDARD COMMENTS You can maintain standard comments in the system by using the program SCOM. These standard comments can then be transferred to various other programs that allow the user to enter Header and Detail comments. When the user is in a program, such as ORDER, BILL, POE, etc., and is entering or maintaining comments in the Comment Maintenance screen, they may select the Standard Transfer button at which point, a drop down list will appear. By selecting one of the standard comments from the list and selecting the OK button, the standard comment will be automatically brought back to what ever program the user is currently using. MEMOA COMMENTS By using the MEMOA program, the user has the capability of adding comments that will print on ALL the forms selected for a particular function. For example, if you wish to display a message on all orders such as HAPPY HOLIDAYS, you could go to the MEMOA program, add a record for the particular form you desire. Make sure you use the proper ID, in this case you would use SOP. Type in the message or comments for this Memo A record. The information you entered will appear on ALL the Orders, in this case, HAPPY HOLIDAYS. When the SOP print program is executed, it searches for this record and will print your comments on ALL of the orders selected for printing. THIS REMAINS IN – EFFECT UNTIL YOU DELETE OR CHANGE THE COMMENT IN MEMOA. You can also use this feature to display your Terms and Conditions. There are certain special MEMOA ID's that are significant to the system. They are: MEMOA -ID FUNCTION INVP For adding a free form message on the Invoice. SOP For adding a free form message on the Standing Orders. QOP For adding a free form message on the Quotes. POP For adding a free form message on the Purchase Orders. PLP For adding a free form message on the Packing Lists. PTP For adding a free form message on the Picking Tickets. ARS For adding a free form message on the Statements. RAP For adding a free form message on the Return Authorization forms. INVPTC For adding Terms and Conditions on the Invoice. SOPTC For adding a Terms and Conditions on the Standing Orders. QOPTC For adding a Terms and Conditions on the Quotes. POPTC For adding a Terms and Conditions on the Purchase Orders. PLPTC For adding a Terms and Conditions on the Packing Lists. PTPTC For adding a Terms and Conditions on the Picking Tickets. ARSTC For adding a Terms and Conditions on the Statements. RAPTC For adding a Terms and Conditions on the Return Authorization forms.



USING NOTES - (INOTE, CNOTE, PNOTE, VNOTE) INOTE: The Item Notes Maintenance program (INOTE) allows the user to enter and maintain special notes about items and have those notes displayed to other users when the users are accessing those items in certain programs. The programs that will display these item notes are: ORDER Order Entry Program IM Item Maintenance Program ILP Item List Price Maintenance Program ICM Item Cost Maintenance Program QUOTE Quote Entry Program BILL Bill Program IQQ Inventory Quantity Inquiry Program IPAI Item Price/Availability Inquiry Program POE Purchase Order Entry Program IPMB Item Branch Planning Detail Maintenance Program ITPA Item Time-Phased Availability Query Program ICUT Branch Inventory Controls Query Program REQM Requisition Maintenance Program ALL All Programs listed above There is a special ALL option that will allow the notes to be displayed on all the programs listed above. If there are multiple notes for an item, the user setting up the notes can determine what sequence the notes will be displayed. The user also can determine for what function these notes will be displayed (i.e. – display only when the user is in the ADD mode, or UPDATE mode or ALL modes). A valid date for beginning and ending the displaying of the note can also be entered. NOTE: The default value for the ending date field is maintained in ACF option "sys004". CNOTE: The Customer Notes Maintenance program (CNOTE), allows the user to enter and maintain special notes about customers and have those notes displayed to other users when the users are accessing those customers in certain programs. The programs that will display these customer notes are: ORDER Order Entry Program CM Customer Maintenance Program CCM Customer Credit Maintenance Program BILL Bill Program QUOTE Quote Entry Program SHIP Shipping Confirmation Program CCMS Customer Credit Management Program CCQ Customer Credit Inquiry Program IPAI Item Price/Availability Inquiry Program CHM Customer History Maintenance Program ARQ Accounts Receivable Inquiry Program CASH Cash Receipts Entry Program ALL All Programs listed above There is a special ALL option that will allow the notes to be displayed on all the programs listed above. If there are multiple notes for a customer, the user setting up the notes, can determine what sequence the notes will be displayed. The user also can determine for what function these notes will be displayed (i.e. – display only when the user is in the ADD mode, or UPDATE mode or ALL modes). A valid date for beginning and ending the displaying of the note can also be entered. NOTE: The default value for the ending date field is maintained in ACF option "sys004".



PNOTE: The Prospect Notes Maintenance program (PNOTE), allows the user to enter and maintain special notes about prospects and have those notes displayed to other users when the users are accessing those prospects in certain programs. The programs that will display these prospect notes are: QUOTE Quote Entry Program PM Prospect Maintenance Program ALL All Programs listed above There is a special ALL option that will allow the notes to be displayed on all the programs listed above. If there are multiple notes for a prospect, the user setting up the notes, can determine what sequence the notes will be displayed. The user also can determine for what function these notes will be displayed (i.e. – display only when the user is in the ADD mode, or UPDATE mode or ALL modes). A valid date for beginning and ending the displaying of the note can also be entered. NOTE: The default value for the ending date field is maintained in ACF option "sys004". VNOTE: The Vendor Notes Maintenance program (VNOTE), allows the user to enter and maintain special notes about prospects and have those notes displayed to other users when the users are accessing those prospects in certain programs. The programs that will display these item notes are: VM Vendor Maintenance Program POE Purchase Order Entry Program APVE Accounts Payable Voucher Entry Program APQ Accounts Payable Inquiry Program ALL All Programs listed above There is a special ALL option that will allow the notes to be displayed on all the programs listed above. If there are multiple notes for a vendor, the user setting up the notes, can determine what sequence the notes will be displayed. The user also can determine for what function these notes will be displayed (i.e. – display only when the user is in the ADD mode, or UPDATE mode or ALL modes). A valid date for beginning and ending the displaying of the note can also be entered. NOTE: The default value for the ending date field is maintained in ACF option "sys004".



USING SPEICAL MENUS - SPECIAL QUERY MENUS (QMENU) The purpose of the Menu Maintenance program is to maintain and design the layout of various menus. Menus may be added or tailored to meet end users needs (for more information on this program, see documentation on the MENUS program). There are however, Special Query Menus that are accessible internally in the ORDER, BILL, SHIP and QUOTE programs, which were created and can be maintained through the MENUS program by using the QMENU menu option. This QMENU option controls ALL the Special Query Menus, utilized in the ORDER, SHIP, BILL and QUOTE programs. There are specific Menu names for specific functions which are: For the SETUP Query menu, the calling menu name is "ordersu" For the order header Query menu, the calling menu name is "orderh" For the order detail Query menu, the calling menu name is "orderd" For the order summary Query menu the calling menu name is "orders" QMENU To maintain the Query Menus which are utilized in the ORDER and BILL programs call up the program MENUS and select the QMENU button: then select the menu name for the Special Query you wish to maintain.



VALIDATION TABLES AND MODULE SETUP SEE THE VALIDATION TABLES MANUAL FOR DOCUMENTATION OF THE MAINTENANCE PROGRAMS FOR ADDITIONAL COMMON TABLES THAT SPAN MULTIPLE MODULES. THESE TABLES, WHICH ARE USED THROUGHOUT THE SYSTEM, NEED TO BE SET UP AND MAINTAINED. OBPM- ORDER BOOKINGS PERIOD DATES Introduction The Order Bookings Period Dates program is used to establish or maintain booking date periods for any designated fiscal year. This file is optionally utilized if user has activated the sales order bookings files. Optional Cron Jobs may utilize this file to determine the period ending dates when running bookings reports with the Cron utility. Procedure

From the menu, enter "OBPM":

After selecting the option, enter the fiscal year in the appropriate field. Enter the Order Bookings Ending Date and/or Order Bookings Amended Date for the corresponding period. The TEMP_CLOSE option allows the user to temporarily close accounting activity. The user may maintain the TEMP_CLOSE date which stores this date in the ACF file under "tmpclose" option. Programs that enter a transaction date will check this date to insure no transaction dates are entered prior to this date. User may maintain this date to move it forward in time. This option effectively allows the user to temporarily close and re-open accounting periods without having to do a formal close. Once the formal period close is done, an accounting period may not be reopened.



If the TEMP_CLOSE option is selected



LSC- LOST SALES CODE MAINTENANCE Introduction The LSC program is used to create/maintain the reason code(s) and descriptions for the lost sale reasons. User may opt to maintain their own codes or use the system default codes. The lost sale codes will be utilized by the Order, Quote and Bill programs. Procedure If user opts to set ACF oe043 to a value of "1", codes will need to be added or maintained in program "LSC". From the main menu, you have several options to choose from. These include Adding, Updating, Removing, doing a Query, using the View option, using the on-line help screen, Running another program and Exiting the program. The user may optionally track lost sales. Lost sales are defined in this case to mean any orders or lines on an order that are REMOVED or CANCELED by the ORDER, BILL, SHIP and QUOTE programs. In order to use this feature, the ACF option oe43 must be set properly. There are 3 possible values for this option. They are: 0...If a 0 or Null is present in the value field, then the Feature in NOT active. 1. If there is a 1 in the value field, it means that the feature is active and the user must set up their own defined reason codes for the lost sale. Then in the ORDER, BILL, SHIP and QUOTE programs, the user will be prompted to enter the code. 2. If there is a 2 in the value field, it means that the feature is active but NO PROMPTING will take place. The system will instead use the defaulted codes that are stored in other ACF options when an order is removed or canceled in the ORDER, BILL, SHIP and QUOTE programs. These codes are defined in ACF options as follows: oe043bo BO - Customer does not accept back orders. oe043ci CI - Invoice was canceled. oe043cl CL - Line item was canceled. oe043co CO - Order was canceled. oe043dl DL - Line item was deleted. oe043do DO - Order was deleted (removed). If the user chooses to enter and maintain their own lost sales codes, the program LSC is used. If the user wants to enter history or lost sales manually, then program LSM can be used to enter the transaction. The Lost Sales Report (LSTSL) gives the user the ability to produce a variety of reports detailing information pertaining to lost sales on orders, quotes and/or billing transactions ACF option oe043a is used to control the purging of these lost sales records. A background MISCRON (lsm purge) will read this ACF option and purge any Lost Sales records that are older then the number of days that is entered in the ACF Option Value Field.



From the main menu enter the 'LSC' program.

An example of how user defined lost sale codes would be used in ORDER: From the Order program, select the Remove button and enter order number you wish to remove:



From the Order program in the Add mode, select option to Remove Line OR in the Update mode, select option to Remove Line:

An example of how user defined lost sale codes would be used in QUOTE: From the Quote program select the Remove button and enter the quote number you wish to remove:

Then enter the Cancel code and press OK, then select the Yes button to remove.



An example of how user defined lost sale codes would be used in the BILL program: From BILL in the Add mode, select option to Cancel the Line:

When adding an Invoice, select the option to ship all. This is the summary screen. If you use the exit/abort button, you will be asked to enter a reason code if acf oe043 is set to a "1".

Select the drop down button for external table lookup of Lost Sale Codes Select the Cancel button to abort the reason code window and return to prior screen Select the OK button or press <RETURN> to accept the reason code. NOTE: If a customer or an item has the back order indicator set to "N", a lost sale record will be written with a default reason code of "BO".



SOTYP- SALES ORDER TYPE CODES Introduction The purpose of the Sales Order Type Codes program is to establish and maintain Sales Order Type Codes used in the sales order management system. Procedure From the menu, enter "SOTYP":

The following fields build or maintain the Sales Order Type Codes: SALES ORDER TYPE CODE

Enter the Sales Order Type Code.

SALES ORDER TYPE DESCRIPTION

Enter the Sales Order Type Description.



CRCM- CREDIT REASON CODE MAINTENANCE Introduction The purpose of the Credit Reason Code Program is to establish and maintain codes to indicate why a credit is being issued to a customer. The user may optionally place this code in the Order and Bill programs in field 175. A credit reason code analysis report is available to analyze credits issued. Procedure From the menu, enter "CRCM":

The following fields may be entered CODE

The code assigned to the credit reason may contain up to 2 characters. We do not recommend using the '*', as this is a system-wide search key.

DESCRIPTION

The description of the reason code may contain up to 25 characters. We do not recommend using the '*', as this is a system-wide search key.



ORDER PROCESSING PROGRAMS USING CUSTOMER PROFILES

CPP- CUSTOMER PURCHASE PROFILES AND SPECIALS Introduction CUSTOMER PURCHASE PROFILE / SPECIALS OPTION The customer purchase profile program is used to collect sales history of a customer's prior purchases, as well as any items a user wishes to display for promotions, specials, etc. The information collected is displayed when a user clicks on the PROFILE button in the ORDER program. A window with a list of items that have been previously purchased by the customer will be displayed. This feature will also display any promotions, specials or push items that have been set up in a menu in the Customer Purchase Profile (CPP) program. There are three types of profiles that are maintained. The first profile type is maintained by the system when the 'cpp gather' program is run by the system upon completion of a Bill transaction. The system will assign a Menu ID of 'HISTORY' to records that are collected in this fashion. These items will be displayed in the Customer Purchase Profile window when a user clicks on the Profile button in the Order program. Items that are displayed from past sales history are designated with a 'P' at the beginning of each line displayed in the window. To set up your system to automatically gather purchase history for a customer, see the section below entitled 'How Customer Purchase History Profiles Are Built'. The second and third profile types are created by a user. The main difference between "Standard Templates" and "Push or Specials or Promotion Templates" is that when entering 'Standard Templates", no pricing is entered, the pricing comes from the current system pricing structure set up for the customer whereas the "Push or Specials or Promotion Template" items have a price associated with the item. Second Type: Standard Template This template is designated by a "T" in the Menu Type field. In this method a user may create a MENU ID for Standard Template items which could contain a list of items that a customer would normally buy. These items will be displayed in the Customer Purchase Profile window when a user clicks on the Profile button in the Order program. Items that are entered into the "Standard Template" are designated with a 'P' at the begining of each line and are intermixed with the customers past purchases. Third Type: Push / Specials / Promotion Template This template is designated by a "blank" in the Menu Type field. In this method the user would create a Menu ID for promotional, push, special or whatever Menu ID designation they wish to assign, to detail items entered under this menu. These items will be displayed in the Customer Purchase Profile window when a user clicks on the Profile button in the Order program. Items that are displayed from a Menu ID matching the Customer/Ship-to ID are designated with an '*' at the beginning of each line displayed in the window. When clicking on a line that is designated by an '*', the system will display the Menu ID that line was retrieved from, as well as the detail note associated with the item, if applicable. To add special menus that will be displayed in the profile window, see the Order_Mgt operator guide under the Customer Purchase Profile (CPP) section entitled 'How Deals Are Built'.



When the Profile button is selected form the Order program,(acf option oe113 controls whether the Profile button is available) any item that is displayed that does not have an indicator on the line of 'P' or '*', signifies this item has been ordered on the current sales order. A user may change the Quantity Ordered, the Alternate Quantity Ordered or the Sell Price in this window. A user may click on an item in the Profile window to display the quantity on hand, committed, available to sell, on order, and on sales orders for the branch the order is being entered for. Acf option oe115 will determine the items that will display when a user accesses the profile window. User may elect to display only items that were entered on a Template Menu and/or a Push Menu in the Customer Purchase Profile (CPP) or Template Menu Items, Push Menu Items as well as items gathered from Past Purchase History. Acf option oe117 controls whether the history quantities displayed by period in the profile window are for ONLY the order header branch or a combined quantity of ALL branches for that customer/shipto. An administrator may opt to have a user brought directly into the profile screen when entering an order for a customer. To accomplish this, the word 'PROFILE' must be added as an order header prompt. This would be added in the 'Prompt' program as follows:

1. Click on the 2nd option (Establish prompts for programs with flexible prompt field sequence) and click OK.

2. To establish this prompt for all users, click on the 1st option (Maintain prompts for programs with flexible prompt sequence) and click OK.

3. If your system is currently set up with fields being prompted for in the order header, select the Update option, enter the program name (order) and screen type (1) and click OK. If your system is not already set up for prompting of header fields, select the Add option, enter the program name (order) and screen type (1).

4. At the Prompt 1 Fields enter the word PROFILE. If in the update mode, this may be entered as the last prompted field.

Displaying the Branch id within the profile window is controlled by acf option oe109. Acf option oe116 controls whether to allow the new line and insert line feature to be used in the detail section of order entry. How Customer Purchase History Profiles Are Built. The system may be set up to automatically collect purchase history for a customer that will then be displayed in the Profile window. A series of ACF and ZACF options are used to accomplish this. ACF OPTION bill30 User must enter the acf option 'bill30'. The option value must be set to 'cpp'.

This will enable a special subroutine to run from the Billing Update program to gather the purchase of this item to the customer's profile history record. Records gathered in this fashion are stored in the CPP program under a Menu ID of HISTORY for the Customer/Ship-to ID.

ZACF OPTIONS xcpp001 CPP - Actual Start Date to Begin Gathering Records

This option is used by the subroutine 'cpp' which is a gather program set up to run from ACF option 'bill30'. The option value is the date the user wishes to begin gathering records on. The 'cpp gather' will gather items purchased by a customer to a History Profile record for the customer maintained by the system in the xcpphdr and



xcppdet tables. These items that are gathered will later be displayed in a purchase profile for the customer. A user may access the Customer Purchase Profile by clicking the 'Profile' button from the menu options of the order program.

xcpp002 CPP - # of Days/Months in Each Sales Period Displayed This option is used to determine the number of days or months to be included in each of the four columns that are used to display a customer's past purchase history. This option is used in conjunction with ZACF option xcpp002a, which determines whether the past purchase history is displayed by day or by month.

xcpp002a CPP - Sales Period Display Method This option will be used to determine whether the periods to be gathered will be on a daily or monthly basis. This defines what the value in ZACF option xcpp002 represents (number of days or number of months). 0 - The system will gather data based on a number of days (i.e. 7 days, 14 days, 28 days). This option value will determine that the value in xcpp002 will be the number of DAYS in a sales period. 1 - The system will gather data based on a number of months (i.e. 1 month, 3 months, 6 months). This option value will determine that the value in xcpp002 will be the number of MONTHS in a sales period

xcpp003 CPP - Invoice Transaction Types to Gather This option is used by the 'cpp gather' to determine the Invoice Transaction Types to be gathered to a customer's History Profile record. Multiple Transaction Types may be entered. Value is entered with any combination of transaction types separated by a comma with no space. Valid transaction types are: IN, DS, DA, TI

xcpp004 CPP - Credit Transaction Types to Gather This option is used by the 'cpp gather' to determine the Credit Transaction Types to be gathered to a customer's History Profile record. Multiple Transaction Types may be entered. Value is entered with any combination of transaction types separated by a comma with no space. Valid transaction types are: CM, CS, CA, TC

xcpp005 This option is used by a MISCRON (cpp purge) program to automatically delete Customer Purchase Profile records that are older than 'x' number of days. A 'Purge Date' will be calculated by subtracting the number of days in this option from the current system date. All Customer Purchase Profile records having an 'end date' <= [calculated purge date] will be removed from the system. Format = [0 through 9999]. Files included in the purge are xcpphdr and xcppdet.

xcpp006 CPP - Default Branch in Customer Purchase Profile This option will enable a user to set the Default Branch that will be utilized when adding records in the Customer Purchase Profile (CPP) program.



0 - Branch will default to the value in the Customer Master (CM) or Ship To (STM) 1 - Default Branch will be set to "ALL" indicating this purchase profile record will be Utilized for customers in ALL branches.

xcppx___

CPP - Item/Customer Sales Analysis Categories Excluded This option will be used to define Customer Types, Customer Sales Analysis Categories, and Item Sales Analysis Categories that the system will exclude from the 'cpp gather' when creating records for a customer's History Profile record. The option key is broken up into 3 segments. Example: xcppxyzz 1st

Y = 2 required segment: xcppx

nd

t = Customer type indicator segment. This must be set as follows:

a = Customer sales analysis category level A b = Customer sales analysis category level B c = Customer sales analysis category level C d = Customer sales analysis category level D 1 = Item sales analysis category level 1 2 = Item sales analysis category level 2 3 = Item sales analysis category level 3 4 = Item sales analysis category level 4 Z = 3rd

segment. This must be set to any 2 alpha-numeric characters. This allows the user to define multiple record types to be excluded from the gather. The recommendation would be to enter 01, 02, 03 etc. for each category defined in segment 2.

Examples: Option Key = xcppxd01 Option Value = X This option will exclude Customer Sales Analysis Category D records from gathering to the customer's History Profile, where the Sales Analysis Category D is 'X'. Option Key = xcppxt01 Option Value = C2 This option will exclude records from gathering to the customer's History Profile, where the Customer Type is 'C2'. Option Key = xcppx401 Option Value = Y This option will exclude Item Sales Analysis Category 4 records from gathering to the customer's History Profile, where the Item S/A Category 4 is 'Y'.

roe001 CPP - Display Cost and Gross Profit % This option will be used to determine if the current cost and gross profit % of an item will be displayed on the Customer Purchase Profile window. 0 - Display the cost and gross profit % 1 - Do not display the cost and gross profit % 2 - Display 26 characters of description 1, show only two sales buckets, and display the cost and gross profit %

roe005 CPP - Sort Sequence for Customer Purchase Profile Rows This field will determine the method to sort the items displayed in the Customer Purchase Profile window.



0 - Item ID 1 - Description 1 2 - By Sequence No. field as maintained in the cppseq program. 3 - Same as option 2, except all items will display even if there is no usage in history. Note: Options 2 and 3 use the xcppseq table which is updated in the cppseq program.

BILLING Sub-routine When the BILL program is executed for an order, the system will check to see if the exit routine 'cpp' is setup for ACF option bill30. If the exit routine exists, a gather routine is automatically executed to build or update customer profile records in the XCPPHDR and XCPPDET tables using the sales analysis header and detail files. To begin using the Profile option available in the order program, Customer Purchase Profile records will need to be gathered for prior sales made to customers. A user may 'gather' sales history for all customers or a specified customer for a selected date range. GATHER Option The GATHER function is used initially when first setting up a system to use the Profile feature. This function is executed from the CPP (Customer Purchase Profile) program and will gather customer purchase profile records to the 'xcpphdr' and 'xcppdet' tables using the information stored in the sales analysis header and detail files. This option may also be used to perform a re-gather of records. User should note that any changes made to the ZACF options would require a user to re-gather purchase profile records for ALL customers. From the menu enter 'CPP' and click on the History tab.:



Click on the Gather button:

START DATE ENDING DATE

Enter the beginning date and ending date you wish to use to gather records. Click the drop down for a calendar. Note: User should consider the length of time history is being kept on file as defined by ZACF option xcpp005 when setting the dates in the gather function.

DIVISION Enter the Division ID you wish to gather records for or leave blank for ALL divisions.

DEPARTMENT Enter the Department ID you wish to gather records for or leave blank for ALL epts..

BRANCH Enter the Branch ID you wish to gather records for or leave blank for ALL branches.

SOLD TO ID Enter the Customer Sold To ID you wish to gather records for or leave blank for ALL customers

SHIP TO ID Enter the Ship To ID associated with the specific Sold To ID entered above or leave blank for ALL Ship To ID's for the specified customer.

Once all required fields have been entered, click the OK button to begin executing the gather. NOTE: If executing the gather for ALL Divisions/Departments/Branches/Customers, enter a Start Date and an Ending Date and then press the RETURN key or click on the OK button. This will execute the gather of ALL records for the specified period of time, with the exception of any CSAC Codes, ISAC Codes and/or Customer Types that are specified in ZACF option 'xcppx*' as codes that should be omitted from the 'cpp gather'. These customer purchase history records will gather for a customer in the CPP program under a Menu ID of 'HISTORY'. A separate HISTORY record is created under every Sold To ID for each Division, Department, Branch and Ship To ID there are sales history records for. Once the initial Gather is completed, these HISTORY records will be automatically maintained by the system when the 'cpp' subroutine runs from the Bill Update program (as set up in ACF option bill30).



How Deals Are Built. You can ADD deals, specials, push lists, promotions, etc. for customers by using the CPP program. These special deals can apply to all customers or specific customers depending on how you enter the sold to, ship to, branch, cust type and SA categories. When adding records for a special promotion you must define what customers and what items are going to be sold. The word "ALL" can be substituted for various fields if this record applies to all customers or all branches, etc. You must also set the start and stop dates for the specials list. Note, that you may have several different Menu ID's set up at any given time. I.e. you may have a specials menu, a promo menu and a push type menu set up for all customers or selected customers. From the menu enter 'CPP' and click on the Push/Template tab and then click on the Add button:

Enter the following Header Information related to the Profile Menu you are inputting: MENU ID Enter the Menu ID associated with this profile menu record.

Field length is 8 characters and is user defined. The Menu ID may not contain any spaces or special control characters. Special control characters are any character other than a letter, a number, a hyphen ( - ), an underscore ( _ ) or a forward slash ( / ).

MENU TYPE Enter T for a Standard Template or leave blank for a Push/Specials/Promotion Template The main difference between "Standard Templates" and "Push or Specials or Promotion Templates" is that when entering 'Standard Templates", no pricing is entered, the pricing comes from the current system pricing structure set up for the customer whereas the "Push or Specials or Promotion Template" items have a price associated with the item.

START DATE Enter the Start Date this profile menu record will become available to a user from or Click the drop down calendar to select from. By entering a future date, a user may set up daily, weekly or monthly specials in advance.

END DATE Enter the End Date this profile menu record will expire on or Click the drop down calendar to select from. By entering a future date, a user may set up daily, weekly or monthly specials in advance. Upon reaching a menu's end date, the items contained in that menu will no longer be displayed in the Customer Purchase Profile window.



SOLD TO Enter the Sold To ID of the customer relating to this profile menu or Click the

drop down indicator for a customer lookup window. User may enter ALL if this profile menu should be available for all customers.

SHIP TO Enter the Ship To ID of the customer relating to this profile menu record or Click the drop down indicator for a customer ship-to lookup window. User may enter ALL if this profile menu should be available for all ship-to ID's.

DIVISION Enter the Division ID Click the drop down indicator for a list of Divisions available on the system. User may enter ALL if this profile menu should be available for all Division ID's.

DEPARTMENT Enter the Department ID Click the drop down indicator for a list of Departments available on the system. User may enter ALL if this profile menu should be available for all Department ID's.

BRANCH Enter the Branch ID associated with this profile menu record or Click the drop down indicator for a list of branches available on the system. User may enter ALL if this profile menu should be available for all branches. ZACF option XCPP006 controls the default branch that is displayed here.

SA CATEGORY A Enter the Customer Sales Analysis Category A associated with this profile menu record or Click the drop down indicator for a list of CSAC A codes available on the system. User may enter ALL if this profile menu should be available for all CSAC A codes.

SA CATEGORY B Enter the Customer Sales Analysis Category B associated with this profile menu record or Click the drop down indicator for a list of CSAC B codes available on the system. User may enter ALL if this profile menu should be available for all CSAC B codes.

SA CATEGORY C Enter the Customer Sales Analysis Category C associated with this profile menu record or Click the drop down indicator for a list of CSAC C codes available on the system. User may enter ALL if this profile menu should be available for all CSAC C codes.

SA CATEGORY D Enter the Customer Sales Analysis Category D associated with this profile menu record or Click the drop down indicator for a list of CSAC D codes available on the system. User may enter ALL if this profile menu should be available for all CSAC D codes.

CUST. TYPE Enter the Customer Type associated with this profile menu record or Click the drop down indicator for a list of customer types available on the system. User may enter ALL if this profile menu should be available for all customer types.

MEMO 1 Enter Memo 1 information associated with this profile menu record. Field length is 10 characters and is user defined.


MEMO 3 Enter Memo 3 information associated with this profile menu record. Format is MM/DD/YYYY or Click on Calendar button and select date

MEMO 4 Enter Memo 4 information associated with this profile menu record. Format is MM/DD/YYYY or Click on Calendar button and select date




NOTE 1 Enter Header Note 1 information associated with this profile menu record.

Field length is 30 characters and is user defined.

NOTE 2 Enter Header Note 2 information associated with this profile menu record. Field length is 30 characters and is user defined.

Once all header fields have been completed, a user may not enter the Detail Items that will be displayed in the Customer Purchase Profile window for this Menu ID. The following Detail Entry screen will be displayed once all header fields have been entered for a "Push or Specials or Promotion Template (menu type is blank)

ITEM ID Enter the Item ID relating to this profile menu record or Click the drop down indicator for

an item lookup window.

PRICE Enter the Sell Price associated with this item. This price will be displayed in the Customer Purchase Profile window as the price the customer may purchase this item for.

DESC 1 This field will display the Description 1 information for the entered item as maintained in the Item Master (IM) program. This is an informational field only and is not maintainable by a user.

PROD GRP This field will display the Product Group Code for the entered item as maintained in the Item Master (IM) program. This is an informational field only and is not maintainable by a user.

NOTE Enter a detail item note associated with this item. This note will display when a user clicks on the item in the customer purchase profile window in the order program. Field length is 25 characters and is user defined.

The following is an example of an item setup on the SPECIALS menu that will be sold at $3.00 off during the month of March for the "March Madness Special".



At any time a user may update an existing 'user-entered' menu to add and/or remove detail items or to change start/end dates. A user may Query or View records within the Customer Purchase Profile program.



Note: If the item is set up as an IQIC item, the system will display the quantity in the primary unit of measure in the profile window, not the actual quantity ordered. Example: Using the following IQIC setup for Chicken. The user orders 35lbs of Chicken The profile window will display 2.1 cases ordered. IQIC set up for Chicken



The user orders 35 lbs of Chicken

The profile window will display the quantity ordered in the primary unit of measure ( 2:1 cases ordered)

Note: If any IQIC type 4 or 5 records exist for an item the user may not remove the UM2 or ALT UM2 field from being displayed. Cost Displayed: Displayed cost will be converted from cost/each to cost/lbs for IQIC type 5 items and other items that have a price factor in IM (Item Master) or in the PMT (Price Matrix



Maintenance) table. The IQIC record type 5 stores data for the piece in the ALT UM2 to stock field in the item plan table. This will be utilized to calculate the piece weight. If an item has an IQIC type 5, to convert from Piece Cost to Pound Cost the following calculation will be performed: LB Cost=(1/Alt um2 to Stk) x (Alt 2 Conv) If an item has an IQIC type not equal to 5, but has a price conversion factor > 1.00, to convert from Case cost to Pound cost the following calculation will be performed: LB Cost = Case Cost / Price UOM Conv Factor



CPPSEQ- CUSTOMER PROFILE SEQUENCE UPDATE PROGRAM Introduction Items in the Customer's profile will appear in the ORDER/BILL program in the sequence defined in zacf option roe005. Normally, they will sort by item id or by item description. However, sometimes the items need to be shown in a sequence according to the way a specific customer may order. A customer may fax in his order sheets. Then items should appear on the profile in the same sequence for ease of entry. If opt. 2 or 3 in roe005 is chosen, then a sequence profile must be built using this program The Seq. field determines the sequence of the items on the screen. Enter the Seq. field according to the way the customer sends in his order. e.g. some customers fax in their order sheets. Defining the items according to the customer's sheets will make entry easier.



ORDER- TRANSACTION TYPES

REGULAR ORDERS (OR) Regular orders are orders that will affect inventory, print on picking documents, be shipped from the warehouse and ultimately billed (invoiced) to the customer. When a user wants to enter a regular order for customers, the user may utilize the following procedure to process these types of transactions. Regular Orders may be entered through the order entry program with a transaction type of "OR". The user may enter the detail lines directly on the order. If desired, you can use the ODLM program in order detail to locate an invoice history record and select the items to be returned with prices, quantities, costs, etc. from an original invoice. To access ODLM, select the RUN button, then enter ODLM or select the QMENU button and then select ODLM. When you are finished with ODLM, select the ACCEPT button and the system will return the detail lines back to the Order you are working on. A unique number will be assigned to the transaction. REGULAR ORDER SYSTEM SETUP OPTIONS: acf options: There are many acf options that are used in the setup of order entry. You should review these by using the View Option or Find Option in the program ACF and selecting all records beginning with the letters "oe". Also, search on "ar" for others. For example some key acf options are: ar030 - order number to invoice number assignment method. oe002 - Sales order assignment method (system generated order number's, user manually creates order number's, or system assigned number's with user override capability). oe003 - write to order bookings files oe018 - how to commit inventory during order entry. CREDIT CHECKING - all orders are subject to credit checking depending on the acf setups and the parameters established for each customer in program CCM. Please refer to the section of the manual that discusses credit checking in the system.

DROP SHIP ORDERS (DS) Drop Ship Orders may be entered through the order entry program with a transaction type of "DS". The user may enter the detail lines directly on the drop ship order. If desired, you can use the ODLM program in order detail to locate an invoice history record and select the items to be returned with prices, quantities, costs, etc. from an original invoice. To access ODLM, select the RUN button, then enter ODLM or select the QMENU button and then select ODLM. When you are finished with ODLM, select the ACCEPT button and the system will return the detail lines back to the Order you are working on. A unique number will be assigned to the transaction. Drop ship orders contain items that will be shipped to the customer directly from the vendor. They have no effect on inventory. Drop ship purchase orders (DP) can be created separately or optionally as the items are entered. The vendors will subsequently ship the products from these purchase orders directly to the customer. The vendor will notify you when the merchandise was shipped (via some verbal or email notification or when you receive the vendor's invoice). You can then process the purchase order receipt transaction and the drop ship order can be billed. A pick ticket will not be printed for these orders since there is no inventory to pick. DROP SHIP SYSTEM SETUP OPTIONS:



acf options: There are many acf options that are used in the setup of order entry. You should review these by using the View Option or Find Option in the program ACF and selecting all records beginning with the letters "oe". At a minimum, the user should review acf options: ACF Option

Description

oe023 ORDER-Display of PO Window for Drop Ship Transaction oe023a ORDER-Create Drop Ship PO for Lines Created by Outside Program oe023b ORDER-Create Drop Ship PO for Kit Component Lines po039 POR-Update Sales Order NonStock/Drop Ship Material Cost at Receiving

FUTURE ORDERS (FO) When a user wants to enter a future order for customers, the user may utilize the following procedure to process these types of transactions. An example of a Future Order may be where a customer places the order today but does not want to process the transaction until 30 days later. The Future Order has no effect on any of the files (e.g. no inventory or credit checking is performed) until the user manually releases the future order and it becomes a regular order. Note: When entering a regular order (OR) transaction type the end user has the ability to set up the system to automatically set the transaction type of the detail line to a Future Order (FO) based on certain system settings. The order program will reference the corresponding item branch record for this item and sum the following fields: Average lead time days, FO Lead time safety day, and Pick lead time days. If the request date on the detail line is greater than X days into the future (where X is the sum of the 3 fields in the item branch table) it will automatically set the line transaction type to an (FO) and the release date on the detail line. A program may be set up in MISCRON to automatically release these detail lines to a regular order when the release date is reached. No updating to any system files will be done until it is released. Orders that are entered with an (FO) transaction can not be set up to be automatically released. They must be manually released as described in the following section. Future Orders may be entered through the order entry program with a transaction type of "FO". The user may enter the detail lines directly on the blanket order. If desired, you can use the ODLM program in order detail to locate an invoice history record and select the items to be returned with prices, quantities, costs, etc. from an original invoice. To access ODLM, select the RUN button, then enter ODLM or select the QMENU button and then select ODLM. When you are finished with ODLM, select the ACCEPT button and the system will return the detail lines back to the Order you are working on. A unique number will be assigned to the transaction. When the Future Order is ready to be released, the user will initiate the ORDER program and select the ORDER RELEASE Function. On the drop down window, select "Future Order" and using various selection criteria, select the Future Order you wish to release. Once you have found the correct future order, you can change the transaction date, the order type (either a Regular order or Drop Ship order, the Customer's PO number and the request date. You also have a choice to either automatically release the order, or manually release the order. Manually releasing an order will allow the user to make changes to the order before accepting it. When released, a new order will be created with all the necessary files updated and follow the same rules as if it were entered as a Regular Order. FUTURE ORDER SYSTEM SETUP OPTIONS: acf options: There are many acf options that are used in the setup of order entry. You should review these by using the View Option or Find Option in the program ACF and selecting all records beginning with the letters "oe". At a minimum, the user should review acf options: ACF Option

Description



oe021 ORDER - Automatic Future Order Create Flag oe033 ORDER/FO - Future Order # Prefix Character

miscron: program = order, parameter1 = FORELEASE

STANDING ORDERS (SO) A user may have a customer(s) that places the same exact order every so many days, weeks, or months. Instead of the end user repeatedly entering the same exact order over and over again, it may be more efficient to set up a Standing Order for that customer. Standing Orders have no impact on the system until the user releases them to a regular order. Standing Orders may be entered through the order entry program with a transaction type of "SO". The user may enter the detail lines directly on the standing order. If desired, you can use the ODLM program in order detail to locate an invoice history record and select the items to be returned with prices, quantities, costs, etc. from an original invoice. To access ODLM, select the RUN button, then enter ODLM or select the QMENU button and then select ODLM. When you are finished with ODLM, select the ACCEPT button and the system will return the detail lines back to the Order you are working on. A unique number will be assigned to the transaction. The user will be prompted for a frequency code and a stop date for the "Standing Order". The frequency code is user defined (i.e. it can contain any value the user desires). Some common values entered for this field are "weekly", "monthly", "quarterly". When you have more than one customer set up for standing orders on the same release cycle, make sure that all standing orders entered for the same release cycle contain the same values in the frequency code on the standing order.. i.e. If the release cycle is on a monthly basis for two customers, ensure that "Monthly" is entered on both standing orders that are due to release on the same cycle. Consistent coding in the frequency code field allows the user to release all standing orders for a particular frequency in one process. The stop date you entered on the standing order will tell the system when to stop releasing the standing order.

STANDING INVOICES (SI) The concept of Standing Invoices is the same as the Standing Orders. Standing Invoices may be entered through the order entry program with a transaction type of "SI". The user may enter the detail lines directly on the standing invoice. If desired, you can use the ODLM program in order detail to locate an invoice history record and select the items to be returned with prices, quantities, costs, etc. from an original invoice. To access ODLM, select the RUN button, then enter ODLM or select the QMENU button and then select ODLM. When you are finished with ODLM, select the ACCEPT button and the system will return the detail lines back to the Order you are working on. A unique number will be assigned to the transaction. This option allows the user to define repetitive or standing invoices in the "ORDER" program. For instance, the user may utilize the Standing Invoice process for transactions where no order is normally entered (i.e. a direct bill). Then the user may release these using the "BILL" program. This option will prompt for a frequency code to release transactions.

TRANSFER ORDERS (TO)



Transfer Orders are utilized to record transfers of inventory from one branch to another and update Transfer Sales Order balance. If a TO has a detail with a FO tran type, no inventory will be committed on that line until FO line is released. Transfer Orders may be entered through the order entry program with a transaction type of "TO". The user may enter the detail lines directly on the order. If desired, you can use the ODLM program in order detail to locate an invoice history record and select the items to be returned with prices, quantities, costs, etc. from an original invoice. To access ODLM, select the RUN button, then enter ODLM or select the QMENU button and then select ODLM. When you are finished with ODLM, select the ACCEPT button and the system will return the detail lines back to the Order you are working on. A unique number will be assigned to the transaction The customer entered for a transfer must have been assigned to a branch in BRM program. Normally the branch sending the inventory will create a TO order using the receiving branch as the customer. When the sending branch ships the material to receiving branch they would then bill this transfer order The billing of a TO order creates a TI ( transfer invoice transaction type in bill) and reduces the transfer sales order balance of the sending branch. There are also options in the PRGEN and BTRM programs to automatically create the transfer sales order and corresponding transfer purchase order/req. Additionally, an administrator may set up an exit routine that will run after the bill program completes for a branch transfer sales order as follows: POR TO PURCHASE ORDER RECEIPT BASED ON TRANSFER SALES ORDER BILLING

This program will allow a user to automatically create, print and update a branch transfer purchase receipt based on the corresponding transfer sales order being billed. The program will run as an exit routine from the bill program. In order for the program to run, an acf record must be added for option key bill3x (where ‘x’ is a number between 0 and 9). The option value will be ‘porto’. Prior to adding the record the user should check to see if there are any other programs running from bill3*. If there is, for example, a record for bill30, then this program would be added under bill31. User should note that if the branch transfer customer has the backorder indicator set to a value of ‘N’, and a partial shipment is billed for a transfer sales order, the purchase receipt record will be added for only those lines that are billed. The balance of the purchase order that was not shipped will be closed. When the system creates the purchase order receipt for the branch transfer PO, the system will print the report to the user's Print Hold Scheduler and will automatically update the purchase receipt record. NOTE: If using this option, the receipt of inventory is recorded immediately. If your company has a 'lag time' in moving inventory between branches (i.e. it takes several days to move inventory by truck from one location to another), it would not be recommended to set this option up to run.

TRANSFER ORDER SYSTEM SETUP OPTIONS: acf options: There are many acf options that are used in the setup of order entry. You should review these by using the View Option or Find Option in the program ACF and selecting all records beginning with the letters "oe". At a minimum, the user should review acf options: ACF Option

Description

ar091 BILL/Update Transfer PO's Item Unit Cost oe061 Default Transaction Type for Branch Transfer Requisitions oe111 Order / Bill TO/TI apply alternate unit surcharge



nexttp Next Transfer Purchase Order Number for Branch Transfers po022 Uninvoiced PO Receipt File In Use po030 Transfer PO Number Assignment Method po031 Transfer PO Number Prefix Character po032 REQM-Default Value for Auto Create Sales Order on Transfers po033 POGEN-Transfer Order Unit Cost/Sell Price Default Option po036 POE/TP-Unit Cost Default Option for Branch Transfers po037 POR-Transfer PO Receipt Cost Update Flag po043 POR-Update Item Last Receipt Date/Quantity for Branch Transfers po047 POR-Option to Update Item Costs for Branch Transfers po057 POR-Transfer PO to Check Billed Quantity po061 Transfer Sales Order-Control Setting of Division and Department po062 POGEN-Transfer Sales Order Selling Branch Default Method po064 POE/Transfer PO - Restrict Update, Remove and Close if a sales order or transfer

sales order exists along with a corresponding purchase order. bill3x BILL-Exit Routine for Branch Transfer-Auto Receiver Transfer PO

'x' value in acf option must be set to a value between 0 and 9. Option value must be set to 'porto'

BLANKET ORDERS (BL) When a user wants to set up blanket orders for customers, the user may utilize the following procedure to process these types of transactions. An example of a Blanket Order may be where a customer orders 100 pieces of part xyz but does not wish to receive all 100 pieces at the same time. The end user may release portions of the order until the remaining quantity reaches zero. Blanket Orders may be entered through the order entry program with a transaction type of "BL". The user may enter the detail lines directly on the blanket order. If desired, you can use the ODLM program in order detail to locate an invoice history record and select the items to be returned with prices, quantities, costs, etc. from an original invoice. To access ODLM, select the RUN button, then enter ODLM or select the QMENU button and then select ODLM. When you are finished with ODLM, select the ACCEPT button and the system will return the detail lines back to the Order you are working on. A unique number will be assigned to the transaction. When the blanket order is ready to be released, the user will initiate the ORDER program and select the ORDER RELEASE Function. On the drop down window, select "Blanket Order" and using various selection criteria, select the Blanket Order you wish to release. Once you have found the correct blanket order, you can change the transaction date, the order type (either a Regular order or Drop Ship order, the Customer's PO number and the request date. You also have a choice to either automatically release the order, or manually release the order. In the manual mode, you can change the quantity to release and the release date. The Blanket Order has no effect on any of the files (e.g. no inventory or credit checking is performed) until the user manually releases the blanket order and it becomes a regular order. When released, a new order will be created with all the necessary files updated and follow the same rules as if it were entered as a Regular Order or Drop Ship order. Once all the shipments have been completed, the blanket order is no longer valid. BLANKET ORDER SYSTEM SETUP OPTIONS: acf options: There are many acf options that are used in the setup of order entry. You should review these by using the View Option or Find Option in the program ACF and selecting all records beginning with the letters "oe". At a minimum, the user should review ACF Option Description



oe053 Blanket Order Purge Days

Program BLQ (Blanket Order Query) can be run to provide visibility of blanket orders.

RETURN MERCHANDISE (RM) When a customer wants to return previously purchased merchandise, the user may utilize the following procedure to process these types of transactions. Return Authorizations may be entered through the order entry program with a transaction type of "RM". If desired, you can use the ODLM program in order detail to locate an invoice history record and select the items to be returned with prices, quantities, costs, etc. from an original invoice. To access ODLM, select the RUN button, then enter ODLM or select the QMENU button and then select ODLM. When you are finished with ODLM, select the ACCEPT button and the system will return the detail lines back to the Order you are working on. A unique number will be assigned to the transaction which you can give to the customer as a Return Authorization Number. The program RAP (Return Authorization Print Program) may be used to print these orders. This form can be sent to a printer in the receiving department to inform them of the pending return of merchandise. When you actually receive the material from the customer, the receiving department may use the RAP form to confirm the accuracy of the returned merchandise. When this is complete the user may forward the RAP form to the billing department where the Return Merchandise Order may be accessed through the Billing Entry Program (BILL) and a credit memo will be generated which will update the inventory, accounts receivable, sales, and related tables. RETURN AUTHORIZATION SYSTEM SETUP OPTIONS: acf options: There are many acf options that are used in the setup of order entry. You should review these by using the View Option or Find Option in the program ACF and selecting all records beginning with the letters "oe". At a minimum, the user should review acf options: ACF Option

Description

nextdm Next Debit Memo Number

oe010 Division Name Print for 'RA' transactions

po003a POR Debit Memo Number Assignment Method

rap006/ rap006a

Sort by Options for the RAP form



ORDER- SALES ORDER ENTRY Introduction The Sales Order Entry program is used to enter and maintain information for the different sales order transactions, which are: REGULAR ORDERS (OR), DROP SHIP ORDERS (DS), FUTURE ORDERS (FO), STANDING ORDERS (SO), STANDING INVOICES (SI), TRANSFER ORDERS (TO), BLANK ORDERS (BL), and RETURN MERCHANDISE (RM). There are various options available for the user in the Order Entry program. Most importantly a user can Add, Update, Remove, Duplicate and Release transactions. They may also use the Query functions to display information to the screen or the View function to view orders in a report format. There are three main sections in the order entry program, entering the Header information, entering the Detail information and entering the Summary information. Use the MENU OPTIONS buttons to perform one of the following functions: ADD

To ADD new transactions. The system will notify the user if any open orders already exist for a customer when adding a new order. This notification will appear in the header as a button and will display the number of opened orders in that button, after the customer is entered. Click on this button to display a list of all the open orders. The user may highlight any order and view the order with ORDQ. Once done, the program will return to the list so you can click another order, if desired. To UPDATE a particular order, the user may highlight any order and click the accept button, in the window containing the list. The program at that point will take the user out of the ADD mode and into the UPDATE mode automatically. Once the update is completed, the user can return to either the list of open orders for more updating or back to the ring menu option. This is based on the user's preference which is defined under the "PREFERENCE" button for the "UPDATE IN LIST" setting.

UPDATE

To UPDATE existing transactions.

REMOVE

To REMOVE an entire existing transaction.

QUERY

To QUERY existing transactions.

DUPLICATE

To DUPLICATE existing transactions to new transactions. User has an option to duplicate from another Order OR from Invoice History.

VIEW

To VIEW existing transactions.

ORDER RELEASE

To RELEASE existing FO (Future orders), SO (Standing orders), QO (Quotes), BL (Blanket orders) for processing. NOTE: User may opt to put security on the (A)uto release function listed above. Use program SSM to input security on this option. Select a security option from the menu options. Program Name will be "order". Sub window will be "autorel". Menu Option will be "A". All other fields are user defined.

HELP Displays the Help window.

SET UP

To open SET UP options window. The SET UP button is a convenient way for the user, without leaving the order entry program, to have access to a Special Menu which contains the prompt program (PROMPT) and to the Program/Printer Maintenance program (PPM). The set up menu is a Special Query Menu which was created and can be



maintained through the MENUS program by using the QMENU menu option. This QMENU option controls ALL the Special Query Menus, utilized in the ORDER, SHIP, BILL and QUOTE programs. The Menu name for this specific setup menu is "ordersu". If desired, the system administrator has the capability of adding additional programs to be displayed when the SET UP options is selected. See documentation on MENUS program, QMENU option. The PROMPT program is used to control what fields the user will be prompted for when adding new records and in what sequence these fields will appear. The PPM - Program/Printer Maintenance program is utilized in selected programs for the purpose of defining what programs or printers to execute upon exiting the program the user is in. For example, if the user is in the ORDER program and wants to trigger the printing of a Sales Order immediately after the order is entered, they could set up a PPM record that tells the ORDER program to initiate the SOP program after the transaction is complete. Or if the user is in the BILL program and wants to trigger the printing of an Invoice, they could set up a PPM record that tells the BILL program to initiate the program INVP immediately after the transaction is completed. In the PPM record, the user would define which printer the Invoices or Sales Orders would print on. The user will have the option to manually prompt for program to run or have program automatically triggered. NOTE: If the company policy is to have the System Administrator maintain and control all prompting or PPM records or any combination of these tasks, then security can be established. Security can be created on this SET UP menu option or security can be put on the PROMPT program or the PPM program or both or any combination of these tasks.

PREFERENCE The PREFERENCE button is used to allow each individual an opportunity to set their own preferences for certain functions. Available functions are: Item Search default - this determines, when entering a new item, where the cursor will go; directly to the item id; directly to the description; directly to the cross ref; or directly to the key word. Update in List - this determines where to return the control after updating an order. When the user is in the UPDATE mode, if more than one order exists for the criteria used, a list of all orders will appear. This preference determines; Should control go back to the selection screen and require the user to enter new selection criteria, or should it keep the current selection opened and allow the user to update another order from the current selection in the list.

RUN Allows you to run another program without exiting the current program.

EXIT Exit the program.



ADD TRANSACTIONS OPTION To add a transaction (i.e. Regular Orders (OR), Drop Ship Orders (DS), Future Orders (FO), Standing Orders (SO), Standing Invoices (SI), Transfer Orders (TO), Blank Orders (BL), And Return Merchandise (RM)), simply click the ADD Button on the Options Menu. Enter the date, the transaction type, the customer and other Header fields. When you are finished entering the Header information, click on the OK button. The Detail window will appear in which you may enter stock or non-stock items. When finished entering the items, click on the ACCEPT ORDER button. (The fields that the users are allowed to change are determined by the PROMPT program.) The system will notify the user if any open orders already exist for a customer when adding a new order. This notification will appear in the header as a button and will display the number of opened orders in that button, after the customer is entered. Click on this button to display a list of all the open orders. The user may highlight any order and view the order with ORDQ. Once done, the program will return to the list so you can click another order, if desired. To UPDATE a particular order, the user may highlight any order and click the accept button, in the window containing the list. The program at that point will take the user out of the ADD mode and into the UPDATE mode automatically. Once the update is completed, the user can return to either the list of open orders for more updating or back to the ring menu option. This is based on the user's preference which is defined under the "PREFERENCE" button for the "UPDATE IN LIST" setting.



HEADER SECTION This screen is the starting point of the Sales Order Entry Program. Procedure From the main menu enter the "ORDER":

Enter the following Header fields: TRANSACTION DATE

This is the transaction date and is automatically filled in from the session date that was set when the user logged onto the system (normally today's date). To override the date, type in the appropriate date or use the calendar button. TIP: if you are typing in a batch of orders and want to back date all of them, change the session date on the main page by clicking on the session date button. Be careful to set the date back when you are finished or all transactions will be defaulted to the date you typed in for the session date.

TRANSACTION TYPE

Enter the transaction type: Allowable codes are: OR - Regular Order Updates Customer Sales Order Balance. Updates Committed and/or Backorder Balance. If an OR has a detail with a FO transaction type then no inventory will be committed on that line until FO is released. DS - Direct Ship Order No Update to Inventory Balances. FO - Future Order No Update to any files until released. When released, future order is removed and a live order is established with all necessary files updated as if it were a new order. SO - Standing Order No Update to any files until released. When released, standing order creates a live order with all necessary files updated as if it were a new order. The standing order remains on file also. SI - Standing Invoice No update to any files. This option works in conjunction with the "BILL" program



STANDING_INVOICE_REL option. This option allows the user to define repetitive or standing invoices in program "ORDER". Then the user may release these using the "BILL" program. This option will prompt for a frequency code to release transactions. TO - Transfer Order Transfer orders are utilized to record transfers from one branch to another. Updates Transfer Sales Order Balance. If an TO has a detail with a FO transaction type then no inventory will be committed on that line until FO line is released. The customer entered for a transfer must have been assigned to a branch in BRM program. BL - Blanket Order Blanket orders are utilized to store blanket orders from which releases may be performed at user intervals. RM - Returned Merch. Returns from customers are entered as "RM" orders and order number is given out as a Return Authorization Number. RAP (Return Authorization Print Program) may be used to print these orders. Use BILL program to create Credit Memo's for these orders.

CUSTOMER ID Enter a valid Customer ID, or Phone Number, or 5 digit zip code (must enter all 5 digits, no asterisks). You may also click on the drop down window to have the search window appear. You may also leave it blank and hit the enter key for the search window to appear. Program will check for a valid customer ID, if not found then program will check for a valid customer phone number, if not found then program will check for a valid Ship-To phone number. Program will check for a valid customer zip code. Inactive Customer Check acf option oe110 controls whether or not to allow an entry to be made for a Customer that has been flagged as inactive. CUSTOMER ID ASSIGNED ON THE FLY This option works in conjunction with acf options ar093/ar093a/ar093b and oe039/oe039a. If you are using this option input a NON-EXISTENT Customer ID at the Cust ID field and you will be asked if you want to create a new customer.

SHIP-TO Enter a valid Ship to ID. Use Look-up box to open a window to search and display available ship to id's and addresses.



ORDER NUMBER The system will assign the order number based upon how acf options are set. ACF Option oe002 indicates to the ORDER program how to assign order numbers. There are three possibilities, which are: If the Value is Y, then ORDER will assign sequential Order Numbers If the Value is N, then the USER will manually assign Order Numbers If the Value is O, then ORDER will assign sequential Order Numbers, but user can override the Order Number field. Note 1: If the Value is Y or O, then the system will use the acf nextord which contains the next order number. Note 2: If you wish to assign order numbers by division acf option oe002 needs to be coded with a value of either Y or O. See acf option ar099. ACF option ar099 controls the setting of the order number. This option is used by QUOTE, ORDER, and BILL to determine how transaction/reference numbers are to be assigned by the system. There are three possibilities, which are: If the Value is NULL or 0, then use the series of acf options that begin with 'next??' to assign the various transaction/reference numbers. (i.e. the acf nextord contains the next order number, nextinv contains the value of the next invoice number, nextcm contains the value of the next credit memo number and so on. If the Value is 1 then use the next invoice, next credit, next order, next quote numbers found in the Division record (DVM). If this option is used, user may also choose to assign a Prefix to these numbers. This prefix value can be set in DVM. If the Value is 2 then the system will do the same as option 1 but doesn't prompt for the division in QUOTE, ORDER, and BILL.

User will be prompted as follows: If the Customer ID is not Valid you must enter the Customer Master (CM) program to add that customer.

CUSTOMER ID ASSIGNED ON THE FLY

This option works in conjunction with acf options ar093/ar093a/ar093b and oe039/oe039a. If you are using this option input a NON-EXISTENT Customer ID at the Cust ID field.



If the user opts to add a new Customer, the following screen will appear and the cursor will be on placed in the First field- Fld 1- 'NAME'

User must enter all prompted fields in 'CM'. When the record is added, the user will see the following:



CUSTOMER ID Enter Customer ID

Customer ID will be assigned by the set-up defined in acf options ar093a/ar093b. User may depress <ENTER> to accept this Customer press exit button to exit/abort CM.

Enter the customer information. If the ACF options for credit checking are active and the customer fails any of the credit checking the following window will open:

Note: If a customer is on a Hard Hold (CCM Field 1 is set to a value of "Y") and the Hold Reason (CCM Field 2) is set to a value found in ACF option ar025a, the system will display the following window and prevent user: - from entering a new sales order for this customer. - from shipping an existing sales order for this customer,even though that sales order is NOT on hold. - from entering a direct bill transaction for this customer. - from billing an existing sales order for this customer, even though that sales order is NOT on hold.



Special notes may optionally appear. Customer notes are maintained in CNOTE program:

When you've entered your customer details and ship-to data you can proceed using one of the options on the main menu.

Use Accept button to proceed with the order .Follow the prompts Use the Customer button to allow you to change All details for the Customer. Use the Shipto button to allow you to change All details for the Ship-to. Use the Override button to allow you to change Customer Or Ship-to Details (except Cust ID and Ship-to ID). Use the Manual button to change the ship-to details (except Ship-to ID). Use the help button for on-line help. Use Exit to to return to Order screen. Enter thru the prompts to access the Order Entry screen use the New Line tab to enter new Lines.



After you select the new Line tab, the following screen appears. Enter the Item ID, Qty and other details. When finished press OK.

If there are any Related Items they will be displayed automatically.

Header Options:

1. To see the Header details use the Order Header button on the main menu. Use the header tabs 1 thru 6 and select exit to return to the order screen.

2. To override any header field, Use the Update button on the main menu then place your cursor into the field you want to change.

3. To override Ship-to information, use the Order Header button, then select the Update button from the header screen and place cursor in the Ship-to field you want to change.

4. To enter comments pertaining to the entire transaction, Use the Comments button on the main menu to begin entering/maintaining the comments. Up to 9,999 lines of comments pertaining to this transaction may be entered. Comment capability is also available for each detail line using the comments button on the task bar.

5. To proceed to posting "New Lines" for this transaction, use the New Line tab on the task bar. 6. User may enter "I" to insert a detail line where desired.

a. This option is commonly used to insert new detail lines between existing lines. b. In order for a new detail to be inserted, that line number may not have been used

previously. c. User will be prompted to enter "NEW LINE NUMBER" to be inserted. d. Upon entering a valid new line number, user will be permitted to insert a new line.

7. Use Summary button to proceed to Summary screen. From summary screen user may then accept the transactions.

8. Use Accept Order button from the main menu to

1. accept the order. 9. Use view button from the main menu to view. User may scroll up or down through view as well as

maintain detail records directly from the view. 10. Use Margin button from main menu to proceed to Margin View. Security may be placed on margin

view using program SSM. When prompted for program name enter "costview". Any price



changes made in the Margin View will write a record to the audit table and can be viewed in the ATM program. Note acf option OE089 controls whether or not to display margin window and what type of margin window to display.

11. Use Query Menu button for a list of various programs that you can do a query on. When you are finished with the chosen program, hit cancel button to return to the order screen.

The Header Screens contain all the fields necessary to process an order. Header screen 1:

Header screen 2:



Header screen 3:

Header screen 4:

Header screen 5:



Header screen 6:

The following Header fields may be entered: CUSTOMER NAME

Enter the customer name.

CUSTOMER ADDRESS 1, 2, 3

Enter customer address 1, 2 or 3.

CUSTOMER CITY

Enter the customer city.

CUSTOMER STATE

Enter the customer state.

CUSTOMER POSTAL

Enter the customer postal zip code. If acf option sys003a is set to 1 the system will automatically populate the city / state / country fields.

CUSTOMER COUNTRY

Enter the customer country.

CUSTOMER ATTN

Enter the name of the person to whom the delivery should be made.

XREF

Enter customer cross reference.

FUTURE USE.

PHONE NO.

Enter customer phone number.

FAX NO.

Enter customer fax number.

PO NO.

Enter customer P.O. number. This may be a required field for certain customers. The "PO REQUIRED" field in customer maintenance determines this.

RESALE number

Enter customer resale certificate number.

SHIP TO ID

Enter a valid Ship to ID. Use Look-up box to open a window to search/display several ship to's.



SHIP TO NAME

Enter ship-to name.

SHIP TO ADDRESS 1, 2, 3

Enter ship-to address 1, 2 or 3.

SHIP TO CITY

Enter ship-to city.

SHIP TO STATE

Enter ship-to state.

SHIP TO POSTAL

Enter ship-to postal code. If acf option sys003a is set to 1 the system will automatically populate the city / state / country fields.

SHIP TO COUNTRY

Enter ship-to country.

SHIP TO ATTN

Enter ship-to attention.

FUTURE USE

FUTURE USE

REMARKS

Enter remarks.

MARK FOR

Enter the 'mark for' information.

PO DATE

Enter customer purchase order date.

REQUIRED DATE

Enter the requested delivery date for this transaction. Open Order Reports sort by this date field.

CANCEL DATE

Enter the customer cancel date.

PROMISED

Enter promised deliver date.

ENTERED

This is a system maintained field.

SHIP DATE

Enter the shipping date.

PICKER

Enter the person picking this order.

ORDERED


ORDER number


number OF SHIPMENTS

This is a system maintained field. The system will automatically increment this field by one for each shipment or backorder generated.

DIVISION

Enter a valid Division ID. These codes are maintained through the DVM program.

SALES AGENT 1

Enter sales agent 1. The system allows the user to maintain who the agent is for this transaction. Sales agents are maintained through the SM program.

TERRITORY

Enter a valid territory code. These codes are maintained through the TRM program.



VIA

Enter a valid ship via code. A ship via table is provided so that the user may define the various methods of shipment. These codes are maintained through the SVC program.

FOB

Enter the FOB code. A freight on board table is provided so that the user may define the various freight on board codes. These codes are maintained through the FOB program.

FREIGHT PAYMENT

Enter the freight payment method code. A freight payment table is provided so that the user may define various freight payment method codes. These codes are maintained through the FPM program.

LOCK BOX

Enter the lock box code. These codes are maintained through the LBR program.

TERMS CODE

Various terms codes may be assigned to a customer in order to properly calculate terms and due dates. These codes are maintained through the TCM program.

BRANCH

Enter a valid shipping branch. These codes are maintained through the BRM program. Inventory balances are maintained at the branch level. User can also use program UCM to select the correct branch id for each order entered. User can choose between having branch validation done on a header basis or header and detail basis on the UCM program. Acf option oe 078 controls this function.

SELL BRANCH

Enter the sell branch. These codes are maintained through the BRM program.

CUSTOMER TYPE

Enter a valid customer type code. These codes are maintained through the CTC program.

DEPARTMENT

Enter a valid department code. These codes are maintained through the DM program.

ROUTE CODE

Enter the route code.

STOP CODE

Enter the stop code.

SALES ANALYSIS CATEGORY A, B, C, D

Categories may be established to identify or classify particular customers. Four levels are allowed: A, B, C, D. These codes are maintained through the CSAC program.

SIC CODE

Enter the SIC code.

TO BRANCH


ACCOUNT GROUP

Enter a valid Customer G/L Account Group Code. Customer G/L Account Group Codes can be maintained in program CAGM. Use Lookup box to find group codes. This field can be optionally used in conjunction with GLPAR settings to control how program will update G/L distributions on those programs that feed data up to the General Ledger files. Data for CAGM records are stored in a table called "cuactgrp".



CUSTOMER BACKORDER FLAG

Enter Y if the customer accepts backorders, or N if the customer does not accept backorders.

COMMENTS

Enter Y if there are comments on this transaction, or N if no comments have been added to this transaction.

CONFIRM

This field indicates whether or not this is a confirming order.

ON HOLD FLAG

This field allows an order to be placed on hold. Y indicates the order is on hold, N indicates the order is not on hold. Orders placed on hold may be released through the ORDER_RELEASE ring menu option in program CCM.

HOLD REASON CODE

This field allows the user to define a reason code as to why an order has been placed on hold. User may establish reason codes as they require. The following reason codes will be generated automatically by the program for the described credit check exceptions: DL - Days Limit Exception CL - Credit Limit Exception BL - Bookings Limit Exception IC - Inactive Customer Exception

IS A B/O


PRIORITY CODE

Enter the Priority Rule code. This header field may be set based on customer information or can be used in conjunction with the item priority rules code present on each detail line of an order or invoice. This field assists in controlling whether or not orders or line items can be shipped when running the ORDERS AVAILABLE TO SHIP output (OATS). The OATS program utilizes the following order header and order detail codes to determine if a line can be reported for shipping. The following is a table of how these codes work within the OATS program:



CUSTOMER RULES CODE

ITEM DETAIL RULES CODE

SHIPMENT RULES

NULL,0 NULL,0,1 Ship whatever can be shipped on any line.

1 NULL,0,1 Ship ONLY if ALL lines can completely ship.

2 NULL,),1 Ship any lines that can completely ship. 3 NULL,0 Ship whatever can be shipped (Partial

ship). 3 1 Ship any lines that can completely ship. Null,0,1,2,3 2 Ship ONLY line items that can

completely ship. ORDER RULE

Enter the order rule code.

FREE FREIGHT Enter the free freight code. Valid entries are: 0 - Normal freight calculations will be performed. 1 - Free freight customer. No freight calculations will be performed

ORDER TYPE Enter the order type. These codes may be maintained through the SOTYPE program.

POS CUSTOMER

Enter POS (Point of Sale) customer code. Valid entries are: 0 - This is NOT a POS customer. 1 - POS customer. This type of POS customer may have an Accounts

Receivable open balance on a transaction. System will calculate Total Due based on total order amount.

2 - POS customer. This type of POS customer must pay full amount in BILL, or must pay full amount in ORDER if the Terms Code in customer record is defined in ACF (pos003). System will calculate Total Due based on total order amount.

3 - POS Customer. This type of POS customer may have an Accounts Receivable open balance on a transaction. System will calculate Total Due based on committed amount. The committed value calculation will include the following:

Line Discounts, Sales Tax, Handling (If set up for per item handling charge), Freight (If set up for per item freight charge), Insurance (If set up for per item insurance charge).

4 - POS Customer. This type of POS customer must pay full committed amount in BILL, or must pay full committed amount in ORDER if the Terms Code in customer record is defined in ACF (pos003). System will calculate Total Due based on committed amount. The committed value calculation will include the following:

Line Discounts, Sales Tax, Handling (If set up for per item handling charge), Freight (If set up for per item freight charge), Insurance (If set up for per item insurance charge).

REPRICE CODE

Enter customer reprice code. Valid entries are: NULL - No repricing of transaction 1 - Reprice the transaction - in ORDER and BILL 2 - Reprice the transaction - except in BILL. Programs ORDER and BILL utilize this code to determine if the transaction



should be repriced. Certain transactions will allow for repricing based on this code in conjunction with the item reprice code on each line item. Both the customer reprice code and the line item reprice code must be set in order for the transaction to be repriced. FO - Future Order Releasing may reprice the order SO - Standing Order Releasing may reprice the order OR - Normal Order may be repriced when billed SI - Standing Invoice Release Option in BILL program may reprice

SUBSTITUTION CODE

Enter the substitution codes. Refer to the Substitution Codes table in the Appendix in the Validation manual.

BILL METHOD

Enter the bill method. 0 - Accounts Receivable will be updated 1 - Cash Sale, No Accounts Receivable Note: If this is a POS transaction The bill method will be set to a value of zero and the user will not be able to override this value.

PO REQUIRED

Enter the P. O. Required flag. Y indicates that this transaction requires a customer P. O. number, and N indicates that the transaction does not.

DISCOUNT CODE

The order entry/invoice system calculates discounts based on a combination of 'discount codes' stored in the customer master as well as codes stored in the item master. Refer to the Discount Codes table in the Appendix at the end of this section.

DISCOUNT RATE

Enter the customer discount rate.

DISCOUNT TABLE

Enter the discount table. (Program DTM) Use Look-up button for Discount table lookup.

COMMISSION CODE

Enter the commission code. Refer to the Commission Codes table in the Appendix in the Validation manual.

COMMISSION RATE

Enter the customer commission rate.

INSURANCE CODE

Enter the customer insurance code. Refer to the Insurance Codes table in the Appendix in the Validation manual.

INSURANCE RATE

Enter the customer insurance rate.

ADVERTISING ALLOWANCE CODE

The ORDER and BILL programs allow the user to calculate an 'advertising allowance' amount. Refer to the Advertising Allowance Codes table in the Appendix in the Validation manual.

ADVERTISING ALLOWANCE RATE

Enter the customer advertising allowance rate.

HANDLING CHARGE CODE

The ORDER and Bill programs have several methods of automatically calculating a 'handling charge.' Customer and Item fields control the usage of this feature. Refer to the Handling Charge Codes table in the Appendix in the Validation manual.

HANDLING CHARGE RATE

Enter the handling charge rate.



HANDLING CHARGE TABLE

Enter the handling charge table.

REBATE CODE

Rebate codes are required in order to properly calculate rebate amounts on the transaction. Refer to the Rebate Codes table in the Appendix in the Validation manual.

REBATE RATE

Enter the customer rebate rate.

MISC 1, 2, 3

Enter miscellaneous information here.

TERMS DATE


TERMS %

Enter the terms percent associated with this terms code.

DUE DATE


TAXABLE

This field determines if the transaction is taxable. Enter Y if taxable, or N if no tax is to be applied. Enter a valid tax table which defines how much tax is to be calculated.

TAX TABLE

Enter a valid tax table ID. The tax tables are maintained through the TAX program.

TAX CLASS

Enter customer tax class. (Program TAX). Use Look-up box to find tax class. This field can be used in conjunction with the Tax Table field to utilize specialized tax tables, which can vary by customer and by item. For header calculations, the program will search for tax table records first by Tax Table and Customer Tax Class, and if no match is found, then by Tax Table only. For detail line calculations, the program will search for tax table records as follows: first, by Tax Table, Customer Tax Class, and Item Tax Class; then, by Tax Table and Item Tax Class; then, by Tax Table and Customer Tax Class; and finally, by Tax Table only. The first matching tax table record will be used. See program TAX for more details.

MATRIX

Enter the customer price matrix code. There are numerous pricing techniques allowed by use of the price matrix. The matrix is maintained by a program called PMT. The matrix is activated by placing data in the Customer Price Matrix Code field as well as in the Item Price Matrix Code field. The user would then build a matrix for each combination of these fields and define in the matrix how pricing will be used. Refer to the matrix program (PMT) and review the online help for the price usage code field used to ascertain the various methods of pricing allowed by the matrix routines.

A/R TO

Enter A/R To ID. Each transaction requires a valid customer ID in this field for where to direct the A/R for this transaction. Use Look-up box to find customer.



CONFIRM BY

Enter the 'confirmed by' person.

FUTURE USE

FUTURE USE

SHIPPING DOCUMENT number

Enter the shipping document number.

BILL LADING

Enter the bill of lading number.

FUTURE USE

TAKEN BY

Enter the name of the person who took the order.

MEMO 1, 2, 3

The user may enter 10 characters per memo here.

MEMO 4, 5, 6

The user may enter numeric data per memo here.

FAMILY CODE

Enter the family pricing code. Leave this field blank if there is no family matrix pricing for this customer. Enter 1 if family pricing is applicable for this customer. See help for "CUSTOMER FAMILY" for assistance in utilizing family pricing algorithms.

FAMILY CLASS

Enter the customer family class. The user may maintain Family Matrix Pricing Tables via program FMT. This field is used in conjunction with "Family Code" from the header and "Item Family Code" from the detail lines. The feature allows the user to arrive at prices for an item based on a family of items, rather than a single item. Family pricing is active in either ADD mode of the ORDER program or in the BILL program when a user is doing a direct one step invoice where no sales order was involved. As the user builds line items, normal line item pricing will be active. Family pricing will take place at the time the user goes to the SUMMARY screen. All lines where family pricing is applicable will be repriced. If a line detail price is derived from "CONTRACT" pricing, then that line will be totally ignored for family pricing routines. If a line detail price was "MANUALLY" entered, then that lines price will not be changed by family pricing. However, that lines quantity will be included with other lines of the same family when determining if family pricing is applicable.

FUTURE USE

FUTURE USE

FUTURE USE

TOTAL WEIGHT

Enter the total weight of the order.

TOTAL VOLUME

Enter the total volume of the order.

TOTAL CARTON Enter the total number of cartons in the order.



NO. LABELS

Enter the number of labels.

CANCEL CODE

The user may assign a reason for the cancellation of this order.

CREDIT REASON

The user may assign a reason for issuance of credit.

FUTURE USE

PTP PRINT

This field is automatically updated by the system. Y indicates the transaction is to be printed, N indicates the transaction is not to be printed.

SOP PRINT


PLP PRINT


FUTURE USE

FUTURE USE

JOB NO.

Enter the job number.

CONTRACT

Enter the contract number.

TELEX

Enter the customer telex number.

FUTURE USE

FACTOR A

Enter Factor A. User may use this field as required. The factor is entered a follows: 10 % = 10.00000

U/M A

The user may enter a unit of measure description for factor A.

FACTOR B

Enter Factor B. User may use this field as required. The Factor is entered a follows: 10 % = 10.00000

U/M B

The user may enter a unit of measure description for factor B.

FUTURE USE

FUTURE USE

SPECIAL INSTRUCTIONS 1 or 2

Enter special instructions 1 or 2.

CREDIT CARD TYPE

Enter credit card type. Security can be set up to prevent users from changing this field. To set up security go to the sub-window option in program SSM.

CREDIT CARD NO.

Enter credit card number. Security can be set up to prevent users from changing this field. To set up security go to the sub-window option in program SSM.

CREDIT CARD Enter name on credit card.



NAME

Security can be set up to prevent users from changing this field. To set up security go to the sub-window option in program SSM.

CREDIT CARD EXPIRATION DATE

Enter credit card expiration date. Security can be set up to prevent users from changing this field. To set up security go to the sub-window option in program SSM.

CREDIT CARD AUTHORIZATION

Enter credit card authorization number. Security can be set up to prevent users from changing this field. To set up security go to the sub-window option in program SSM.

STANDING ORDER FREQUENCY

Enter standing order release frequency. The user may assign a frequency code to the standing order. The "Order Release/Standing Order" option allows the user to release standing orders based on a user defined frequency code.

STANDING ORDER STOP

Enter standing order stop date. The user may enter a stop date to indicate when to stop releasing a particular standing order.

STANDING ORDER REFERENCE number

Enter the standing order number. The standing order number from which this order was generated.

STANDING ORDER REFERENCE DATE

Enter the Standing Order Date. The standing order date from which this order was generated.

SPLIT SALES ID 1

Enter Sales Agent 1. (Program SM). Use Look-up box for Sales Agents.

SPLIT SALES ID 1 RATE

Enter the sales agent 1 split percentage, if split sale. Split 1 % and split 2 % must = 100 %.

SPLIT SALES ID 2

Enter sales agent 2, if split sale.

SPLIT SALES ID 2 RATE

Enter the sales agent 2 split percentage, if split sale. Split 1 % and split 2 % must = 100 %.

FUTURE USE

FUTURE USE

QUOTE NUMBER

The quote number for this transaction.

QUOTE DATE

The date quoted.

QUOTE EXP DATE

Date quote expires.

QUOTE EXP DAYS

Number of days to add to quote date to calculate expiration date.

QUOTE PRINT FLAG

The Quote Print Flag indicates if quote is to be printed or not. Y indicates the quote is to be printed, N indicates the quote is not to be printed.

INVOICE FORMS

Enter the number of invoice forms to be printed.

FUTURE USE

ORDER FORMS

Enter the number of order forms to be printed.

CUST. MISC. 1 Enter the Customer Miscellaneous 1.



DETAIL SECTION At this point you have created the header information for a transaction. The system is waiting for you to select one of the following options. Procedure Detail section of the ORDER program.

THE USER MAY SELECT FROM THE MISCELLANEOUS SCREEN OPTION LOCATED ON THE TOP OF THE SCREEN ONE OF THE FOLLOWIN FUNCTIONS. NEW LINE This is used to enter items that exist in the Item Master File. The user may select items

by entering an ITEM ID, or ITEM XREF, DESCRIPTION, or a KEYWORD. (NOTE: Keywords can be generated automatically or maintained manually by using the program IKWM.) You may also use the drop down box to search the Item Master table using other selection criteria. Once the data is entered, press the OK key, or press the RETURN key and the system will begin searching for the appropriate records. The program will search for items in the following sequence: - Customer Item Cross-Reference Table (CICR). - Item Interchange Table (IIM). - Item Master Table (IM). - Character - Exact Match. - Wings - Exact Match or Items beginning with entry based on ACF option sys028. - Vendor Item Cross-Reference Table (VNSIM). Based on ACF oe107. See “Processing Vendor non-stock items in order, quote and bill” in the Inventory Control Manual. Press the CANCEL key if user desires to exit this prompt and the system will place the user back to the order entry screen.

NON STOCK The user may enter non-stock items (items not in the Item Master File) by selecting the

Non-Stock tab. A pre defined non-stock template list will appear from which the user can choose. (These templates are set-up using the NSIM program.) To enter a non-stock simply enter a "." as the first character of the ITEM ID and append



an item ID for identification of the non stock item. Press TAB, the system will then prompt for a description of this non-stock item. Proceed as usual from this point. The user is reminded to enter any line item fields that would normally come in from the item file for normal stock items such as Product Groups, Category Codes, TAX code, etc., in order for this non stock item to be properly handled for sales reporting, tax reporting, commission reporting, etc.

REMOVE LINE To remove the highlighted line. This opens a window requesting a reason code for

removing the line. DETAIL To view information about the details of the highlighted line. The user has access to all

six detailed screens. PURCHASE REQ

PURCHASE REQ - allows the user to create a purchase order requisition for the highlighted line.

QUERY MENU This is a Special Query Menu which was created and can be maintained through the

MENUS program by using the QMENU menu option. This QMENU option controls ALL the Special Query Menus, utilized in the ORDER, SHIP, BILL and QUOTE programs. The Menu name for this specific setup menu is "orderd". If desired, the system administrator has the capability of adding additional programs to be displayed when the SET UP options is selected. See documentation on MENUS program, QMENU option.

SPLIT To split shipments and have multiple ship dates. If your customer has requested

shipments spread out over time, use the SPLIT OPTION. A window will appear allowing you to manually type in multiple request dates, quantities promise dates, contract and job numbers. (OR) Within this window, you can also use the SPLIT BUTTON to automatically calculate the multiple request dates and shipments. When you use this option, the system will ask you to enter the number of lines you wish to create, the frequency in which you want them created (i.e. days, weeks, months) and a quantity for each shipment. Any remainder quantity after the calculation will be adjusted on the last shipment. Once split, the user can adjust any of the lines accordingly. The sum of all lines must equal the total quantity ordered before the program will let the user exit. For example: If you order 300 widgets and wanted 98 of them shipped every other month for the next 6 months, in order entry you could enter a single line for 300 widgets, then click on the SPILT button (this gets you to the window for manually entering the splits). Once you are in this SPLIT window, to automatically create the splits, you would again click on the SPLIT button and then instruct the program to split this line into 3 lines for every 2 months with a quantity of 98. The program would create three lines, 2 lines with the quantity of 98 and the third line would have 104. If you want to adjust anything, you would do so before accepting the record. Once you accept this split, the original line goes away and is replaced by these three lines.

COMMENTS To enter and maintain line detail comment records. Up to 9,999 lines of comments

pertaining to this item can be entered. Comment capability is also available at the header level pertaining to the entire transaction.

THE USER MAY ALSO SELECT FROM THE MENU OPTIONS LOCATED ON THE RIGHT SIDE OF THE SCREEN ONE OF THE FOLLOWIN FUNCTIONS.



ORDER HEADER To display or update any header information. SUMMARY To display or update any summary information. ACCEPT ORDER To accept the order or abort the transaction. COMMENTS To enter or maintain detail comments. VIEW To view the order. QUERY MENU This is a Special Query Menu which was created and can be maintained through

the MENUS program by using the QMENU menu option. This QMENU option controls ALL the Special Query Menus, utilized in the ORDER, SHIP, BILL and QUOTE programs. The Menu name for this specific setup menu is "orderh". If desired, the system administrator has the capability of adding additional programs to be displayed when the SET UP options is selected. See documentation on MENUS program, QMENU option.

PROFILE This feature will display a list of items that have been previously purchased by the

customer you are currently working on. This feature will also display any promotions, specials or push items that have been set up in the program Customer Purchase Profile (CPP).

MARGIN To enter transaction margin view and optional margin manipulation. Use program

SSM to input security on this option. To set up security in the SSM program, select menu security option. Program Name will be "order". Sub window will be "costview". Menu Option will be "M". All other fields are user defined.

EMAIL/FAX INFO Sending Orders, Invoices, Quotes, Shipping notifications, and Purchase Orders to

various destinations. There are two methods of collecting and maintaining the e-mail addresses. They can be entered "on the fly", during the entry of a quote, sales order, invoice, shipping confirmation or purchase order or they may be built ahead of time by entering them into your system via a maintenance program (CEFM). This window appears to allow the user the capability to collect and maintain email addresses and fax numbers on the fly during the entry of a transaction. When entering addresses in this method, (i.e. on the fly), you must have certain acf options turned on. These options determine if and when a window should automatically open when entering an order, quote, or purchase order. Default value acf options may also be set. Once you type in the addresses, you have the option of storing the data permanently or you may just desire to enter the addresses each time on an order-by-order basis. If you chose to permanently store the data, the program will create records in the same table (custsend) as the CEFM program. acf option oe071 control the opening of the window for orders and quotes. acf option oe072 control the opening of the window for shipping notifications. acf option oe073 control the opening of the window for invoices. acf option po078 control the opening of the window for purchase orders.



See the E-MAIL, FAX AND PRINT FORMATS MANUAL for other various setup ACF options concerning this function. You may send this to two separate destinations and optionally store the address permanently or just use it once and have it deleted. The fields that may be entered are: Type - This field contains the print type. Values are P to print, F for fax and E for email. Then enter the printer id, fax number or e-mail address. Enter N for none of the above values. Subject - This field gives a description of the subject. Contact - This field allows you to enter the contact name. Company - This field stores the company name. Update Address book - This field allows the user to update the address book. If "Y", the address is stored in "CEFM" program.

RUN To call up other programs outside of order entry without affecting the current order. HELP To display this help screen. EXIT To abort this transaction. When you select the Non-Stock tab the Non-Stock Template List screen will appear.



Then you enter the Item ID (use "." as the first character).

Enter the quantity ordered. For items ordered in split units of measure such as LB and OZ, or FT and IN, etc. the different quantities may be entered by separating them with a colon, as follows: Example: 10:6 If the unit of measure was set up to represent (LB) for pounds and (OZ) for ounces, then this entry indicates 10 LB and 6 OZ. If it were set up in Feet (FT) and Inches (IN), then the entry would indicate 10 FT and 6 IN. Detail Options: 1. To view screens containing the details fields, press the Detail tab.

You will then be brought into the 1st of 6 detail screens. To return to the order press Exit.

2. Use the Update button to update a detail field. 3. Use New Lines tab to add new detail lines. 4. User can Update detail lines by highlighting the line and selecting

the Detail tab. 4a. Next Line / Previous Line options (within the Detail option) This feature allows the user to go to the next / previous line on the order without exiting out of the detail mode and returning to the order header. If the sort option was changed on the header screen by clicking on one of the description fields the Next / Previous Buttons will be grayed out. To enable this feature to work after re-sorting the details right click on one of the blank areas on the detail field description area and select "Reset Sort Order. 5. Use Margin button to enter transaction margin view and optional

margin manipulation. ADMINISTRATORS -Use program SSM to input security on this option. Select the menu security option. The program name will be "order". The sub window will be "costview". The menu option will be "M". Any price



changes made in this option will write a record to the audit table and can viewed in the ATM program.

See System Utilities – SSM Note acf option OE089 controls whether or not to display margin window and what type of margin window to display.

6. Detail tab to view Quantity. This option will display Quantity Ordered, Committed, Backordered plus other details. 7. Use Comments button to enter detail line comments. 8. Use Summary button to proceed to summary screen. 9. Use Accept Order button to begin to accept entire transaction

from this screen. 10. Use Remove Line tab to cancel the current line. 11. Use Query Menu tab to open an optional Query menu (orderd).

ADMINISTRATORS - This query menu is user maintainable. Use program MENUS to maintain query menus. The title key is "orderd". See System Utilities - Menus

12. Use Purchase to open an option Purchase Order Requisition

Window. A window will open offering several options to integrate into the purchase order files.



The Detail Screens contain all the fields necessary to process an order. After pressing the Detail tab you will see the 1st Detail screen.

Detail screen 2:



Detail screen 3:

Detail Screen 4:



Detail screen 5:

Detail screen 6:



The following Detail fields may be entered: ORDERED

Enter the quantity ordered. For items ordered in split units of measure such as LB and OZ, or FT and IN etc. enter the quantity as follows: Example: 10:6 This entry indicates either 10 LB and 6 OZ or 10 FT and 6 IN, etc. depending on the item being ordered.

COMMITTED

Enter the quantity committed. This field stores the inventory on hand committed to this detail.

BACKORDER

Enter the quantity backordered. This field stores the quantity backordered for this detail.

SELL PRICE

Enter the selling price for the primary unit of measure for the item.

ALTERNATE SELL PRICE

Enter the alternate selling price for the alternate unit of measure for the item, or program may calculate it.

ALTERNATE SELL SURCHARGE

Enter the surcharge to be added to the alternate selling price, if applicable.

U/M

Enter the primary stocking unit of measure.

ALTERNATE U/M

Enter the alternate unit of measure.

ALTERNATE CONVERSION FACTOR

This field stores the factor that allows an item to be split into two units of measure. Example: If the Primary Unit of Measure = Feet, and the Alternate Unit of Measure = Inches, the Alternate Conversion Factor = 12.00000.

LINE


SUB LINE


ORIGINAL QUANTITY

The program will assign the original quantity ordered.

COMMITTED 1

Enter the quantity committed level 1. Level 1 commits are considered off the shelf.

COMMITTED 2

Enter the quantity committed level 2. Level 2 commits are still considered on the shelf.

DESCRIPTION

Enter the primary item description.

DESCRIPTION 2

Enter the secondary item description.

XREF

Enter item cross reference assigned to the item.

ITEM MEMO 1, 2, 3, 4

Enter item memo information related to the item.



MATERIAL COST

Enter the material unit cost.

LABOR COST

Enter the labor unit cost.

OVERHEAD COST

Enter the overhead unit cost.

OUT COST

Enter the outside processing unit cost.

TOTAL COST

This system will calculate the total unit cost.

BRANCH

Enter the shipping branch. (Program BRM) Use Look-up button to find branch.

SELL BRANCH

Enter the sell branch. (Program BRM) Use Look-up button to find branch.

TO BRANCH


PRODUCT GROUP

Enter the product group associated with the item. (Program PGM). Use Look-up button to find product group.

S/A CATEGORY 1, 2, 3, 4

Enter item S/A category 1-4. (Program ISAC). Use Look-up button to find item S/A category 1 thru 4.

LIST PRICE

Enter the list price for the item.

ALTERNATE LIST PRICE

Enter the alternate list price for the item.

ALTERNATE LIST SURCHARGE

Enter the alternate list surcharge for the item.

FUTURE USE

SUGGESTED RETAIL

Enter the suggested retail price for the item.

PRICE MEMO 1

This field stores the price memo 1 information.

FUTURE USE

UNIT WEIGHT

Enter the unit weight for this item.

UNIT VOLUME

Enter the volume per unit.

PRICE U/M

Enter a 2 character pricing unit of measure description. If the user has a 'LOT' price for the item, enter a price unit of measure of L to indicate LOT pricing. In this example, the selling price is the total lot price for this sale regardless of the quantity entered or price conversion factors.

PRICE CONVERSION

The price conversion factor is used when the user wishes to price an item in a different unit of measure than which it is stocked. Example: An item may be stocked by the 'EA', but priced per hundred. The Stock U/M would be 'EA' and the Price U/M could be 'C' with the pricing conversion factor set to .01000.



AUTO SUBSTITUTION

Enter the item substitution code. Refer to the Substitution Codes table in the Appendix in the Validation manual.

B/O CODE

Enter the item backorder code. Y indicates that this item may be backordered, N indicates that no backorders are allowed for this item.

ITEM TYPE

Enter the item type associated with the item master.

ITEM REPRICE

Enter the item reprice code which controls whether or not a line item is required. Valid entries are: NULL - No repricing for this line. 1 - Reprice this line when invoicing.

KIT PRICE CODE

Field stores the kit price code.

KIT TYPE

Field stores the kit type.

RULE CODE

This header field may be set based on customer information or can be used in conjunction with the item priority rules code present on each detail line of an order or invoice. This field assists in controlling whether or not orders or line items can be shipped when running the ORDERS AVAILABLE TO SHIP output (OATS). The OATS program utilizes the following order header and order detail codes to determine if a line can be reported for shipping. The following is a table of how these codes work within the OATS program:

CUSTOMER RULES CODE

ITEM DETAIL RULES CODE

SHIPMENT RULES

NULL,0 NULL,0,1 Ship whatever can be shipped on any line.

1 NULL,0,1 Ship ONLY if ALL lines can completely ship.

2 NULL,0,1 Ship any lines that can completely ship. 3 NULL,0 Ship whatever can be shipped (Partial

ship). 3 1 Ship any lines that can completely ship.



IS A B/O

This is a system maintained field. Y indicates this is a backorder.

DISCOUNT CODE Enter the discount code. Refer to the Discount Codes table in the Appendix in the Validation manual.

DISCOUNT RATE Enter the customer discount rate.

DISCOUNT TABLE

Enter the discount table. (Program DTM) Use Look-up button to find discount table.

COMMISSION CODE

Enter the commission code. Refer to the Commission Codes table in the Appendix in the Validation manual.

COMMISSION RATE

Enter the customer commission rate.

INSURANCE CODE

Enter the customer insurance code. Refer to the Insurance Codes table in the Appendix in the Validation manual.

INSURANCE RATE Enter the customer insurance rate.

ADVERTISING ALLOWANCE CODE

Enter the advertising allowance code. Refer to the Advertising Allowance Codes table in the Appendix in the Validation manual.

ADVERTISING ALLOWANCE RATE

Enter the customer advertising allowance rate.

HANDLING CHARGE CODE

Enter the handling charge code. Refer to the Handling Charge Codes table in the Appendix in the Validation manual.

HANDLING CHARGE RATE

Enter the handling charge rate.

HANDLING CHARGE TABLE

Enter the handling charge table.

REBATE CODE

Rebate codes are required in order to properly calculate rebate amounts on the transaction. Refer to the Rebate Codes table in the Appendix in the Validation manual.

REBATE RATE Enter the customer rebate rate.

FUTURE USE

FUTURE USE

KIT ITEM ID


ITEMMATRIX CLASS

Enter the item price matrix class code. (Program PMT)

ORIGINAL ITEM This is a system maintained field. This stores the original item entered.

ITEM WANTED

This is a system maintained field. This stores the item wanted.

CUSTOMER ITEM ID

Enter the customer ID for the item.



CUSTOMER P.O. NO.

Enter the customer P.O. number for the item.

PACK QUANTITY Enter the quantity per pack.

PACKAGE TYPE Enter the package type.

TAXABLE CODE Enter the taxable flag. Enter Y if the item is taxable or N if the item is not taxable.

IT TAX CODE

This field optionally stores the item tax class. This field can be used in conjunction with the Tax Table field to utilize specialized tax tables, which can vary by customer and by item. For header calculations, the program will search for tax table records first by Tax Table and Customer Tax Class, and if no match is found, then by Tax Table only. For detail line calculations, the program will search for tax table records as follows: first, by Tax Table, Customer Tax Class, and Item Tax Class; then, by Tax Table and Item Tax Class; then, by Tax Table and Customer Tax Class; and finally, by Tax Table only. The first matching tax table record will be used. See program TAX for more details.

WAS SUBST.

This is a system maintained field. It tells detail line that a substitution took place. This will trigger usage history to be updated with the item wanted, not the item shipped.

ORDER DELETE %

Enter the order deletion percentage. This field stores a percentage that will be utilized to determine if a backorder is to be written if the order is XX.XXXXX PCT. complete. Example: Assuming all codes were set to allow backorders for this transaction then if the ORDER DELETION PCT. were 90.00000 PCT. would signify to not write a backorder if the quantity shipped was 90.00000 PCT. of the ordered amount. The system defaults this field to 100.00 Percent.

ITEM FAMILY MATRIX

Enter the item family pricing matrix code to be used if Family Matrix Pricing is operational. Maintain Family Matrix Tables via program FMT. This field works in conjunction with the "Family Code" and the "Cust. Family" stored in the header of the transaction. The feature allows the user to calculate prices for items based on families of items, rather than individual item pricing. Family pricing is active in either ADD mode of the ORDER program or in the BILL program when a user is doing a direct one step invoice where no sales order was involved. As the user builds line items, normal line item pricing will be active. Family pricing will take place at the time the user goes to the SUMMARY screen. All lines where family pricing is applicable will be repriced.



If a line detail price is derived from "CONTRACT" pricing, then that line will be totally ignored for family pricing routines. If a line detail price was "MANUALLY" entered, then that lines price will not be changed by family pricing. However, that lines quantity will be included with other lines of the same family when determining if family pricing is applicable.

LOCATION.

Enter the location code for the line item.

JOB NO.

Enter the job number for the line item.

CONTRACT number Enter the contract number for the line item.

SORT LINE The user may assign a sort line group to this line. Enter a line item Sort Code used to bring similar line items together based on a Sort Code. Programs ORDER and BILL offer an ACF option whereby the user may opt to sort the details in the VIEW options by this field, if opted for.

LOCATION 2 Enter the location 2 code for the line item.

CUSTOMER MEMO 1,2, 3

Enter customer memo data up to 10 characters.

CUSTOMER MEMO 4,5,6

Enter customer memo data, numeric entry only.

ITEM PRODUCT LINE

Enter the item product line.

ITEM ACCOUNT GROUP

Enter the item account group used to control interfaces into the G/L module. Valid codes are maintained through program IAGM. Use the drop down window to find item account group.

CUSTOMER MATRIX

This field stores the customer price matrix value for the line item used to assist in calculating matrix pricing. (Program PMT)

CUSTOMER TYPE CODE

Enter the customer type code. (Program CTC). Use the drop down window to find Customer Type.

CUSTOMER SA CATEGORY A,B,C,D

Enter the S/A Category A-D. (Program CSAC). Use the drop down window to find S/A Category A-D.

LENGTH Enter the length dimension.

WIDTH

Enter the width dimension.

THICK Enter the thickness dimension.

CONVERSION FACTOR

Enter a line item conversion factor for a user defined use.

FUTURE USE

FUTURE USE



CUSTOMER P.O. DATE

Enter the customer P. O. date.

CANCEL DATE Enter the cancel date for the item.

PROMISED DATE Enter the promised date for the item.

NOT BEFORE Enter the 'Do not deliver before' date.

LENGTH UM Enter the 2 character length unit of measure.

WIDTH UM Enter the 2 character width unit of measure.

THICK UM Enter the 2 character thickness unit of measure.

CONV. UM

Enter a unit of measure related to the conversion factor.

FUTURE USE

FUTURE USE

PTP PRINT Enter the PTP (Picking Ticket) print flag. Valid entries are: Y or N.

SOP PRINT Enter the SOP (Sales Order) print flag. Valid entries are: Y or N.

PLP PRINT

Enter the PLP (Packing List) print flag. Valid entries are: Y or N.

REQUIRED DATE

Enter the required deliver date for the line item.

PICK DATE Enter the scheduled pick date.

FO REL DATE

This field stores the future order scheduled release date.

PICK LEAD Enter the picking lead days required.

AVERAGE LEAD DAY

Enter the future order average release lead time days.

FO SAFE DAY Enter the future order release safety days.

FO ACT REL This field is system maintained.

LINE TR TYPE Enter the line transaction type. This line controls the updating of this detail and is required. In general, this transaction type usually matches the header transaction type. An exception to this is user may have an OR header trans. type but the detail line is a FO (future order). This will allow user to take the order but commit inventory at some future point.

FO TR TYPE

This field is system maintained.

SALES FLAG

Enter the Sales Replenishment Override Flag. This is used in the replenishment system only. Valid entries are Y or N. The usual entry here would be N. This flag is used to override the normal method of how this detail feeds the sales summary history tracking used in the replenishment system only. This detail transaction will at some point be summarized by the GIU program into the ITU table summary history used in the inventory replenishment



module. This flag has no affect on normal sales analysis history files which track all sales quantities and values transacted. This flag only affects the Item Sales summary history which is used in tracking sales quantities (Z2 tran types in itu) in the replenishment system. Example: Assume a normal transaction increases the Item Usage/Sales History based on the rules defined in program IURM, Item Usage Rules Maintenance. Also, assume an unusual demand is entered for an item that the user does not want to impact on replenishment sales history. There is an option to override the normal rules by entering the desired result here. Enter N here to stop this detail from affecting any of the sales history in the ITU table used for tracking sales quantities for replenishment purposes only for this detail. GIU will first check the normal rules for affecting sales history as defined in IURM program for this transaction type. If transaction affects sales quantity, then it will check this detail flag to see if an override condition exists. If either the IURM rules code or this flag is set to not affect sales replenishment history, then it will not be updated.

USAGE FLAG

Enter Usage Replenishment Override Flag. This is used in the replenishment system only. Valid entries are Y or N. The usual entry here would be N. This flag is used to override the normal method of how this detail feeds the usage summary history tracking used in the replenishment system only. This detail transaction will at some point be summarized by the GIU program into the ITU table summary history used in the inventory replenishment module. This flag has no affect on normal sales/usage analysis history files which track all usage quantities and values transacted. This flag only affects the Item Usage summary history which is used in tracking usage quantities (Z1 tran types in itu) in the replenishment system. Example: Assume a normal transaction increases the Item Usage/Sales History based on the rules defined in program IURM, Item Usage Rules Maintenance. Also, assume an unusual demand is entered for an item that the user does not want to have an impact on replenishment usage history. There is an option to override the normal rules by entering the desired result here. Enter N here to stop this detail from affecting any of the usage history in the ITU table used for tracking usage quantities for replenishment purposes only for this detail. GIU will first check the normal rules for affecting usage history as defined in IURM program for this transaction type. If transaction affects usage quantity, then it will check this detail flag to see if an override condition exists. If either the IURM rules code or this flag is set to not affect usage replenishment history, then it will not be updated.

PO REQUISITION NO.

Enter the P. O. requisition number.

PO NUMBER Enter the P. O. number.

PO LINE NO

Enter the P. O. line number.

PO SUB NO

Enter the P. O. sub number.

VENDOR

Enter the vendor ID

STATE TAXABLE State taxable merchandise amount.



MERCHANDISE

LOC. 1 TAXABLE MERCHANDISE

Local 1 taxable merchandise amount.







FEDERAL TAXABLE MERCHANDISE

Federal taxable merchandise amount.

STATE TAX AMOUNT

State tax amount.

LOC. 1 TAX AMOUNT

Local 1 tax amount.

LOC. 2 TAX AMOUNT

Local 2 tax amount.

LOC. 3 TAX AMT

Local 3 tax amount.

LOC. 4 TAX AMOUNT

Local 4 tax amount.

FEDERALTAX AMOUNT

Federal tax amount.

FUTURE USE

FUTURE USE

QTY INPUT CONTROL

The quantity input control flag offers the user extended options for entering quantities in the ORDER, BILL and ITE programs. Certain items, when ordered, have multiple units of measure by which the item quantity may be entered. This feature extends the normal quantity entry to allow for a secondary method of quantity entry. Valid entries are 0, 1, 2, 3 or 4. Refer to the online help for a detailed explanation of the options.

UNIT OF MEASURE 2

Enter the secondary unit of measure.

ALT U/M 2 Enter the secondary alternate unit of measure.

ALT 2 CONV. FACTOR

Enter the Alt. 2 conversion factor.

ALT U/M 2 TO STOCK

Enter the conversion factor from Alt. U/M 2 to Stock Alt. U/M



ROUNDING FACTOR

The rounding factor may be set by the user to achieve desired results. Many times the quantities may leave part of a unit of measure. When this occurs, the rounding factor may be used to force the quantity up to the next whole quantity. If rounding factor is set to 0.00000, then quantities will round up or down to the nearest whole number. If rounding factor is .499999, then any partial quantities will always round up to the nearest whole number.



SUMMARY SECTION If there are any changes to be made to the Summary portion, the user may select the SUMMARY button from either the HEADER screen or the DETAIL screen. At this point you have usually created the header information for a transaction and have entered all the detailed lines. Once here, the system is waiting for you to selection one of the following options. Procedure After entering details, press the Summary button to go to the Summary screen.

ACCEPT ORDER - allows the user to ACCEPT the transaction. A recap set of totals will appear and

prompt user to proceed to accept this transaction. LOAD TO SHIP - allows the user to Accept and Load Ship Transaction Now. This option works in

conjunction with ACF options oe044/oe044b. Use program SSM to input security on this option. Select menu security option. Program Name will be "order". Sub window will be "qship". Menu Option will be "Q". All other fields are user defined.

BILL THIS ORDER

- allows the user to Accept and Bill Transaction Now. This option works in conjunction with ACF options oe044/oe044a. Use program SSM to input security on this option. Select menu security option. Program Name will be "order". Sub window will be "qbill". Menu Option will be "Q". All other fields are user defined.

UPDATE - allows the user to update fields, to override any of the summary fields, click on the

UPDATE button, then click on the Header window that the field is located on and go directly to the field you wish to update.

DETAILS - allows the user to get to the detail windows to enter new lines or update existing

lines. ORDER HEADER - allows the user to get to the header windows to update existing header information. COMMENTS - allows the user to enter comments pertaining to the entire transaction. Up to 9,999

lines of comments pertaining to this transaction can be entered. Comment capability



is also available for each detail line. QUERY MENU - this is a Special Query Menu which was created and can be maintained through

the MENUS program by using the QMENU menu option. This QMENU option controls ALL the Special Query Menus, utilized in the ORDER, SHIP, BILL and QUOTE programs. The Menu name for this specific setup menu is "orders". If desired, the system administrator has the capability of adding additional programs to be displayed when the SET UP options is selected. See documentation on MENUS program, QMENU option.

Note: ACF option oe114 controls whether to display the overall margin box on the summary screen. This works in conjunction with SSM security. (Security may be placed on margin view using program SSM. Program name will be order, Sub window will be costview, Menu option will be M.) If a user does not have security to view margins the system will not display the overall margin on the summary screen. From the Summary screen select the Details button to return to the Order Details.



From the above screen select the Detail tab to access the Detail screens 1 thru 6.



UPDATE TRANSACTIONS OPTION This option is used to Update existing sales orders. From the main menu enter the Order program and select the Update option from the options listed. A window will open which allows you to search for the order you want to Update. You may enter specific order numbers or you can do a broader search, using customer id for example. When you have selected the order you wish to Update, use the Order header, Detail or Summary option and Update option to change the order. Use the fields provided to enter details for an order search.

If the Update option is selected:

From the list of orders provided by doing a customer id search, select the order you wish to Update.

Use the Order Header, Detail or Summary button and the Update option in each to Update the Order.



A user may reprice the lines on the order by pressing <Ctrl-P>. The following window will display: Click Yes to recalculate the sell price of the order detail lines. Click No to return to the order.



REMOVE TRANSACTIONS OPTION This option is used to Remove existing orders. From the main menu enter Order and use the Remove option. A window will open that allows the user to do a specific order number search. There are also other search fields provided to narrow your search. Use the fields provided to enter details for an order search.

If the Remove option is selected:

From the list of orders provided by doing a customer id search, select the order you wish to Remove.

Use the Remove Order to remove the order you have selected.



Enter a Cancel Code if required.

To Remove this order use the "Yes" button, to return use the "No" button.

If prompted, enter a Reason Code for the Lost Sale. Use the Lookup icon for a list of valid codes.



QUERY TRANSACTIONS OPTION This option is used to query on orders that have been billed. The query option will allow the user to view all header and/or detail screens on a billed transaction. From the main menu enter Order and use the Query option. Use the fields provided to enter details for an order search.

If the Query option is selected:

From the list of orders provided by doing a customer id search, select the order you wish to Query.

Click on the valid option buttons to do a Query for this order.



DUPLICATE TRANSACTIONS OPTION This option is used to duplicate existing orders. From the main menu enter the order program and use the duplicate option. A search window will appear that allows you to enter a search for the order you wish to duplicate. You can enter a specific order number or get a list of orders using other search fields, i.e – customer id. Once you have selected the order to be duplicated, a second duplicate to options screen will appear. Once you have selected your options, the duplicate order will appear with a new order number and a list of menu options. Use the fields provided to enter details for an order search.

If the Duplicate option is selected:

Once you have selected the Order to Duplicate, choose the duplicate options and enter other relevant information in the fields provided.

Once the Duplicate is complete it will bring you into the order with the new order number displayed.



If you are Duplicating an Order and the quantities for the items that are being duplicated are less than zero, a Generate P.O window will appear. See the POE manual for further details.



VIEW TRANSACTIONS OPTION This option is used to do a View of orders. The View option will allow the user to create various reports based on header or quantity criteria. The reports can be sent to the screen, printer or hold file. From the main menu enter the order program and use the view option. Then select Report Type and other relevant information for your report. Select the Report Type, then enter your selection criteria, press OK button to view your report.

If the View option is selected:



A sample of a Report based on Order Entry Header Report Type.

A sample of a Report based on Order Entry Quantity Report Type.



ORDER RELEASE TRANSACTIONS OPTION This option is used to release orders that have been put on hold. From the main menu enter the order program and use the Order Release option. Then select the type of order to be released (Standing Order, Blanket Order, Future Order or Quote Order). There are three ways to release orders, auto – release, manual release and release all. Auto release allows the user to release the order and print it to a printer, manual release allows the user to select the order and release it manually by using the Accept Order button in the Order program. Release All will release all Orders and allow the user to print them to a printer. Once you have selected an order type to be released a window will open. Enter the Stop Date and other relevant details.

If the Order Release option is selected:

Once you select the order, you can release the order in different ways. You can Automatically release the order, manually release the order or just do a Release All which will Release All orders.



If you select Auto Release a window will appear. Enter the details and press OK. You can then send the Order to your selected output, i.e. printer, etc.

If you select Manual Release the same window will appear. Enter the details and press OK. You will be brought into that order.

If you select Manual Release the same window will appear. Enter the details and press OK. You will be brought into that order where you will release it manually by selecting Accept Order.



ODLM- ORDER DETAIL LINE MAINTENANCE Introduction The Order Detail Line Maintenance program can sometimes be used as an alternate way of building detail lines outside the normal Order Entry or Invoicing. The details will automatically be brought into ORDER or BILL when completed. This program can only be run from within ORDER or BILL. The ODLM routine covers some features one would find in the normal entry inside ORDER/BILL, but ODLM does not have all the capabilities of ORDER or BILL. ODLM is usually tailored for specific end users who want special techniques for detail input, but still want to key data in standard ORDER/BILL files. The program will also check to make sure that the item entered is also a valid item in the Item Master (IM). If not the program will give a warning message that the Item is not in the Item Master (IM). This program can also be used for Non-Stock items. Procedure When Adding an Order Entry select the Query menu from the main menu to access the ODLM program.



When adding an order use the query menu and select the ODLM option and the Order Detail Line Maintenance screen will appear:

Enter the following: ITEM ID

When you are at the item prompt in the program ODLM, you may enter a valid item ID or click on the drop down window to enter your selection criteria to find items.

You may use the MENU OPTIONS buttons as follows:

The ACCEPT button allows the user to accept all the entries made after you are finished and returns to the Order or Bill program. The CANCEL button allows the user to cancel all the entries made and returns to the Order of Bill program without brining any item back. The DELETE button allows the user do delete the line that the cursor is sitting on. The OPTIONS button allows the user to select items from the item master file or from the sales analysis file with choices. There are 4 options available. The first option will allow selection from the item master file and will return ALL items based on the search criteria you entered. It will allow you to enter the quantities after the list is returned. The second selection will allow you to bring in items from a past sales order, but with no quantities or pricing. You enter the quantities and the system will do the pricing and costing. The third selection will allow you to bring in items from a past sales order with quantities and pricing, but no costs. The last option will allow the user to bring in items from past sales orders with quantities, pricing and costing.



From the main menu, if you select the Options button you will access the Order Detail Line Maintenance screen.

Enter the detail line information:



LSM- LOST SALES MAINTENANCE Introduction The LSM program will give user the ability to Add new lost sale records or Update/Remove existing lost sale records. The program may be executed from menu or may be called from another program using the Run option. Procedure From the main menu enter the "LSM" program.

Use the main menu for options Use the Add button to add a lost sale Use the Update button to update a lost sale Use the Remove button to remove a lost sale Use Query button to query a lost sale Use View button to view a lost sale Use Help button for on-line help Use Run button to run another program Use Exit program button to exit program. Enter the Cust ID, Ship to and Reference number and select the OK button from the main menu.



Enter the Item ID, the Qty, use the Reason look-up button to pick a lost sale reason code. When you are finished you may Update details, Remove Details, Query Details using the main menu and Exit to exit program. A list of the relevant fields with description is listed below. CUST ID

Enter valid Customer ID or use the drop down window for a table lookup.

SHIP TO

Enter valid Ship To ID or use the drop down window for a table lookup.

REFERENCE NO.

Enter Reference Number associated with this lost sale.

TRANS TYPE

Enter valid Transaction Type. For listings of transaction types refer to the ORDER/BILL/QUOTE operator guide sections.

DATE

Enter Transaction Date.

ITEM ID

Enter valid Item ID or use the drop down window for a table lookup. Non Stock Items may be entered by prefacing Item ID with a "."

DESCRIPTION

For Stock items this field will be maintained by the system. For Non Stock items user may enter item description.

QUANTITY

Enter Transaction Quantity. For stock items, quantities may be entered in Primary and/or Alternate units of measure.



ALTERNATE QUANTITY

Enter Transaction Alternate Quantity, if required, directly below transaction quantity. For Non Stock items this field is not applicable.

UNITOF MEASURE

For Stock items this field will be maintained by the system. For Non Stock items user may enter a two character unit of measure.

ALTERNATE UNIT OF MEASURE

For Stock items this field will be maintained by the system. For Non Stock items this field is not applicable.

REASON

Enter valid Lost Sale Reason Code or use the drop down window for a table lookup.

SELL PRICE (PRIMARY UNIT OF MEASURE)

For Stock items system will calculate sell price. User may override this field. For Non Stock items user may enter the sell price.

ALTERNATE SELL PRICE (ALTERNATE UNITOF MEASURE)

For Stock items system will calculate alternate unit of measure sell price. User may override this field. For Non Stock items this field is not applicable.

COST

For Stock items system will calculate Unit Cost. User may override this field. For Non Stock items user may enter Unit Cost.

Memo1

Enter Memo 1 information. Field length is 19 characters.

Memo2

Enter Memo 2 information. This is a dollar amount field.



MOLM- MULTIPLE ORDER LINE MAINTENANCE Introduction The Multiple Order Line Maintenance program provides the ability to maintain an individual line item on an order by allowing the user to update and split the quantity ordered, date requested and date promised for that line. The user may now spread out a quantity ordered against multiple shipping dates. This feature provides the ability to easily accommodate a customer's changing requirements. Procedure:

From the menu enter "MOLM"

Select the Update button to enter the update mode.



Enter search criteria in one or more of the selection fields to find the order(s) that you need to update. The system will then display the order chosen.

The user may now update the quantity, date requested or date promised on this line item. The system will update the changed fields on the actual order itself. Additional options allow the user to branch to other programs to review relevant data. If the user selects (Q)uery from the initial screen then they must enter selection criteria to find the individual order(s) that they are researching. The system displays:

The user may also use this program to (R)emove orders from the system. This function should be used with caution. Invoking this function will remove any order from the database.



OATS- ORDERS AVAILABLE TO SHIP Introduction The OATS program calculates and prints orders available to ship by comparing open order quantities to inventory on-hand figures through various select criteria. Rule codes will dictate whether partial lines or orders will appear in the output. See help at Rule Code Prompt in CM or Priority Rule Code in IM. This program was typically designed to be run for an entire branch's activity although extensive selection is offered within a branch. OATS may not be required for certain users. If ORDER entry is committing available inventory to each sales order detail then OATS program would probably not be required on a regular basis. In general, users that use OATS typically take sales orders during the normal business day without committing inventory to any order. Then, usually in a batch nightly basis when there is no order or inventory activity, the OATS program compares available inventory to sales order details sorted in user defined sequence to advise user of orders where there is inventory available to ship. OATS may also be utilized to basically re-calculate committed inventory and re-assign the inventory to sales orders based on a user defined order sort sequence. This is beneficial if inventory may not have been active initially and has now been entered. An optional update routine can commit that available inventory to specific order details as well as set the Pick Ticket Print Flags so that user can run Pick Tickets for those sales orders that are now flagged to be shipped. General Program Flow The OATS program works by copying current inventory availability into a TEMPORARY table called "oats" as well as copying sales order data into another TEMPORARY file called "oats2". The data that is used is based on users entered selection criteria for both inventory and sales orders. All processing utilizes this TEMP data to produce an output describing orders available to be shipped. User can run this program with no UPDATE allowed, which simply provides a suggested orders available to ship report. User may also opt to perform an UPDATE at the end of output which will actually commit the calculated available to ship inventory to the orders in the standard live files (orddet) selected and reset Pick Ticket Print Flags. The following selections are valid: 1- Based on user defined item and item branch selection criteria to select the inventory items. This

option is the most commonly used. 2- Based on user defined Purchase Order Receipts selection criteria to select the inventory items.

This option is used to focus on receipts just received.



Procedure From the menu, enter "OATS":

After determining which inventory items are to be utilized for selection, the user must decide whether to include Non-Stock Receipts against Open Sales Orders. Valid entries are 1, 2, or 3. 1 If user does NOT want to compare Non-Stock Receipts to Non-Stock Open Sales Orders and

include them in the output. 2 If user does want to compare Non-Stock Receipts to Non-Stock Open Sales Orders

and include them in the output. Normal rules code logic will apply. See help at Priority Rule Code prompt in CM (screen 2) or Priority Rule Code in IPM (screen 2).

3 If user wants to include ALL Non-Stock Sales Orders regardless of whether a Non-Stock Receipt record exists for that item. If Non-Stock Receipts records exist, the Quantity Available to Ship will print. If no Non-Stock Receipt exists, *** will print in place of Quantity Available to Ship. This option will ignore rules codes for Non-Stock items only.



If Option 1 is selected:

If Non Stock Options 2 is selected from the primary screen the following screen will appear:



Enter the selection criteria.

Select the sort criteria.



Select the output options:

A window will open to indicate Order Records are in the process of being created.

Another window will open to indicate that Available Orders to Ship are being created.




Enter the selection criteria:



Enter the sort options:

Enter the output options:



A window will open to indicate Available Order Records to Ship are in the process of being created:

Another window will open to indicate that Available Orders to Ship are being created.



FORMS SOP- SALES ORDER PRINTING Introduction The Sales Order Printing program is used to set up and initiate the printing of sales orders. The following narrative describes the instructions for the standard SOP program. Pick a selection 1-4 from the select by options. You may use the Destination Settings from the CEFM program if you have them set up. You can use the Sort by option and the sort by line options for variations to your sales order form. Then you have the option to print ALL orders or specific orders numbers or All orders using a control number. Use the Look-up box for a list of control numbers. Refer to ACF option sop020 for information concerning printing orders that are on hold. Procedure From the main menu enter the "SOP" program.

Select By Options Choose from the drop down window, the appropriate option you desire.

ACF option sop021a will control the default setting for this field.

Selection Options Choose from the drop down window, the appropriate option you desire. ACF option sop010 will control the default setting for this field.

Use Destination Settings Allow the print program to use the logic to read the CEFM file for the appropriate settings, (i.e. - where and who to print, fax or email the form). See forms manual for detailed explanation.

Sort By Options Select in what order you want the forms to print out by clicking on the appropriate radial button. ACF option sop021 will control the default setting for this field.

Sort Line Items By Options

Select in what order you want the detail lines to print out by clickig on the appropriate radial button. ACF option sop021c will control the default setting for this field.

Print Detail Price Select the appropriate option you desire. ACF option sop008a controls



/Extension ? whether to prompt for this field as well as the default value. Print Totals ? Select the appropriate option you desire. ACF option sop008b controls

whether to prompt for this field as well as the default value. If the Use Destination Settings flag is off, this window will display.

If the Use Destination Settings flag is on, this window will display:

If the system cannot find any records for the selection, this message will display.

When selecting the EMAIl, FAX, or PRINTER option, a window will open up to show how many records are being sent by each format. This option in controlled by program CEFM. This option will only work for the standard SOP form. If customer has a customized SOP form, it will not work unless the customized form has these options. Window will display when using the email, fax, and printing options.



PTP- PICK TICKET PRINTING Introduction The Pick Ticket Printing program is used to set up and initiate the printing of sales order pick tickets. Procedure From the main menu, enter the "PTP" program.

The standard PTP program allows the user to PRINT or REPRINT Pick Tickets. If the PRINT option is select enter the following: DIVISION

Enter the search criteria for Division.

BRANCH

Enter the search critieria for Branch.

PICK DATE

Enter the search criteria for Pick Date.

CUST ID Enter the search criteria for Cust ID

TAKEN BY Enter the search criteria for Taken By.



PROMPT: Do not allow more than one open pick ticket per order? Y/N This controls whether a print ticket should be allowed to print if a prior pick ticket is still open and has not been fully processed through BILL update. ****NOTE**** If any one is in an Order that PTP is trying to print a Warning message (FIG 1A) will pop up informing you of the Order # XXX is locked by user XXX and the only Option is to Skip the Printing for that Order. In order to fully process the Order that is open by another user, you would have that person exit out of the Order and run PTP again. A different Warning message (FIG 2B) will appear if the PTP prints an Order and then another user goes to update that Order. At that point you would need the user to exit out and then click RE-Try.

Enter the Selection Option: 1 - All Unprinted Orders When the header PTP print flag is Y, line item parameters will control which lines, if any, to print. 2 - Selected Order No.'s Select Any Order No. - Header PTP print flag must be Y. Line item parameters will control which lines,

if any, to print. Note: If user selects this option something must be entered in this field. Enter the Sort By Option: 1 - Sort by ORDER NO. 2 - Sort by DIVISION, by ORDER NO. 3 - Sort by BRANCH, by ORDER NO. 4 - Sort by BRANCH, by CUST, By ORDER. Enter the Sort for the detail Line Items: 1 - Sort by LINE NO. 2 - Sort by LOCATION. 3 - Sort by ITEM ID. Special Note on Printing Kit Header's When printing Kit Header Items from the standard Picking Ticket Forms Print program (PTP), the system will print the location defined for the Kit Header item when sorted by location or item id. However, the location in the kit header item will NOT be utilized in the sort. What will happen when printing in location sequence is that the kit header item, if it is defined in KITM to print on picking tickets, will print just prior to the first kit component for the kit with a quantity committed level 2 greater than zero (regardless of whether the component prints or not). So the kit header location will be sorted based on the location of the first component with committed level 2 set. CHECKBOX: Enter a Y if the selections are correct; else enter N. Enter the Print Option. These radio buttons controls which detail lines to print. PTP header print flag should be a Y in order for any lines to print. 1 - Print only lines to be picked (Lines with L2 qty only)

FIG 1A FIG 2B



2 - Print all lines (including backorders, at least one line with L2 qty) 3 - Print all lines (Includes all lines, exclude lines with only L1 qtys) PROMPT: Enter FAX or Printer ID PROMPT: Have pick tickets printed correctly (Y/N)? PROMPT: If (N), Re-Print Orders (Y/N)? After you have selected the output method, the following screen will appear. When you send a fax an information screen will appear showing the amount of pick tickets scheduled to the Fax Queue.



If the Reprint option is selected the following screen will appear:

Enter the Order Number and determine the selections to reprint the sales order pick tickets.



RAP- RETURN AUTHORIZATION PRINTING Introduction The Return Authorization Printing program is used to set up and initiate the printing of sales orders with transaction type of "RM". This document can be used as a customer acknowledgment advising them of the Return Authorization Number. The following describes the instruction for the standard RAP program. Procedure

From the menu, enter "RAP":

Select By Options Choose from the drop down window, the appropriate option you desire.

ACF option rap021a will control the default setting for this field.

Selection Options Choose from the drop down window, the appropriate option you desire. ACF option rap010 controls the default setting for this field.

Use Destination Settings Allow the print program to use the logic to read the CEFM file for the appropriate settings, (i.e. - where and who to print, fax or email the form). See forms manual for detailed explanation.

Sort By Options Select in what order you want the forms to print out by clicking on the appropriate radial button. ACF option rap021 will control the default setting for this field.

Sort Line Items By Options

Select in what order you want the detail lines to print out by clicking on the appropriate radial button. ACF option rap021c will control the default setting for this field.

Print Detail Price /Extension ?

Select the appropriate option you desire. ACF option rap008a controls whether to prompt for this field as well as the default value.

Print Totals ? Select the appropriate option you desire. ACF option rap008b controls whether to prompt for this field as well as the default value.



If the Use Destination Settings flag is off, this window will display.

If the Use Destination Settings flag is on, this window will display:

If the system cannot find any records for the selection, this message will display.

When selecting the EMAIl, FAX, or PRINTER option, a window will open up to show how many records are being sent by each format. This option in controlled by program CEFM. This option will only work for the standard RAP form. If customer has a customized RAP form, it will not work unless the customized form has these options. Window will display when using the email, fax, and printing options.



OLAB- ORDER LABEL PRINTING Introduction SEE THE LABELS DOCUMENTATION MANUAL FOR INSTRUCTIONS ON HOW TO CREATE LABEL FORMATS AND PRINT LABELS USING THESE FORMATS. The Order Label Print program allows for the user to accomplish the following: 1.

To define the formatting of labels for output. This option allows the user to create as many different formats as needed. Formatting may be used to produce not only continuous form labels, but rolodex cards, continuous post cards, envelopes, etc. The purpose of the formatting routine is to allow users to format label output according to the size label or form the user has acquired.

2.

To print labels. This option allows the user to select and sort label data as required. User may then print using the selected label format.

Procedure From the menu, enter "OLAB":



QUERIES BLQ- BLANKET ORDER QUERY Introduction The Blanket Order Query program was designed to provide a user with the ability to query against the open blanket orders that exist. This query can also display line item details about any blanket order. In addition, the user can determine who entered the order and printed it. Procedure

From the menu enter "BLQ"

Enter the appropriate search criteria.



A typical display screen of all matching orders:

The user may then select a specific order that they wish to research by placing the cursor on that order or scrolling up or down. If they then select the ORDQ button the system will display the order.

The user may then select a specific detail line and drill down into the details of that line item. From the display screen of all matching orders, if the user places the cursor on the selected order and selects the Status button, the system will display the following information.



CS- CUSTOMER SERVICE SCREEN Introduction The Customer Service program permits a user to view the status of transactions (orders, quotes, invoices, credit memos, etc.) that were entered through the programs ORDER, QUOTE and BILL. From the main menu, enter CS. A selection window will appear with several different methods of selecting what it is you wish to view. Enter your selection criteria. For example you can view all invoices or orders entered on a particular date, or a range of dates, or a particular customer, or just credit memos for a particular customer, etc. If you want to see all transactions for a customer, do not specify any transaction type in the selection box, then all types will appear (i.e. orders, invoices, drop ship orders, credit memos, etc.) Once you have entered the selection criteria, press the return key or click on the OK button. A window will appear with the records that matched your selection criteria and will display the type of transaction, the order number, the date and time of each transaction, the customer ID, the ship via method, the customer purchase order and an indicator. (The user can right click on the heading bar to add or delete columns to this window and rearrange the way the data will display). The indicator field represents certain actions that may have transpired to the records. For example, records that display an asterisk (*) indicate that a Pick Ticket has been printed for that order. The pound sign (number) indicates that the order has been Ship Confirmed. The percent sign (%) indicates that the order/invoice has comments on it. You have drill down capabilities and several options available to you on any record displayed in this window. Highlight the record you wish to view and select a function from the options menu. The up and down arrow keys may also be used to move the cursor. Select one of the following functions on the options menu and click on the OK button: Use Detail button to display details. Use Status button to display the status of the order. Use Tracking button to display any tracking number for the order. Use Comments button to view any comments for the highlighted document. Use Send button to email, fax or print the highlighted document. Use View Form button to view a copy of the highlighted document. Make sure that acf options sys017 and sys018 are set properly. These options deal with the URL path of the Browser display programs. Use Documents button to view any documents that are stored on the webserver for this customer Use Excel button to view information displayed on the screen in an excel spreadsheet. Use ARQ button to view the accounts receivable inquiry program. Use Audits(ATM) button to view the Audit Trail Maintenance program. Use Run button to run another program. Use Help button for on-line help. Use Exit button to exit program.



Procedure From the main menu, enter the "CS" program. Enter your selection criteria and press OK.

Note: User may optionally click on the Open Orders button to review ALL of the open orders on the system. User may input data in any field and then click on the Open Orders button to display only open orders matching the entered search criteria. For instance, a user wishes to obtain a list of open orders for Customer ID 'ABC1000. By entering ABC1000 in the Customer ID field and then clicking on the Open Orders button, the system will display ONLY open orders for the selected customer. This button will not include open quotes or invoiced orders.



Once you have entered your selection criteria all records matching the criteria will be displayed. Select a function from the options menu. The Bill to and Ship to names of the highlighted row will be displayed at the top of the window.

The user can right click on the heading bar to add or delete columns to this window and rearrange the way the data will display. User may click on the Search button in at the top of the display, or enter a <Control F> at any time, to enter a non-case sensitive alpha or numeric value to have the system search the displayed items and highlight each occurrence. While in the search mode, the user can click on the Next an Previous buttons for the next or previous occurrence or Press the F3 key to go to the next occurrence and Press the Shift-F3 keys to go to the previous occurrence. To increase the number of days to go back for selection, the user can click on the "Change" shipped orders button at the top of the window and enter the number of days to go back and search on. The default number of days that appears initially is kept in acf option oe045.



From the CS screen select the Detail button from the options menu. If the transaction is an order, you will be automatically channeled to the Open Order Inquiry window (ordq). See ordq (option 4) section of this manual. Use the sWitch to order button for ship confirmed orders to view Ship details.

Select the Detail button for an invoice, you will be channeled to the Shipped Order Inquiry window (sq). See the (sq) section of the billing manual. .



From the CS screen select the Status button to see the information concerning when it was ordered, shipped, printed, invoiced, etc. .

From the CS screen select the Tracking button to see information concerning the tracking numbers, etc. Select the Tracking button to see the CARRIERS website.



Use the Tracking button in the Shipment information screen. You will be brought into the CARRIERS website for this order. You can track your shipped orders by entering the order number.

Using the CS screen select the Comments button to view any header comments associated with this transaction.



Using the CS screen select the Customer Notes button to view any header comments associated with this transaction.

From the CS screen, once you have highlighted an invoice, by selecting the Send button you can send this order via email/fax/print. You may also use the Send button from the Detail screen (sq) See the (sq) section of the billing manual. .



Select the View Form button to view a copy of the highlighted document. (i.e. Sales order or Invoice form). Make sure that ACF options sys017 and sys018 are set properly. These options deal with the URL path of the Browser display programs.

Select the Documents button to view any documents that are stored in the customers directory your webserver

NOTE: the storing of documents such as contracts that were scanned into the system and saved as PDF files, order sheets, WORD documents or EXCEL spreadsheets, for customers, prospects and vendors can be accomplished by placing these documents in a special directory on the webserver. These documents can then be accessed by such programs as the CS (Customer Status), the VS (Vendor Status), and the PRM (Partner Relationship Module) for both the browser and WINGS version. The documents must reside in a directory called "prmdocs" which is located on the webserver that has been set up for your Next Generation software. This way, you control what gets into the directory. Each customer, prospect or vendor must have their own directory set under this "prmdocs" directory. You create the sub directory on the webserver, then complete the link by entering the name of the directory you created in the field labeled "PRM docs" in the CM, PM or VM maintenance programs. Example: /usr/IBMIHS/htdocs/yourcompanyname/prmdocs/endusercustomerid/file1.pdf /usr/IBMIHS/htdocs/yourcompanyname/prmdocs/endusercustomerid/file2.xls /usr/IBMIHS/htdocs/yourcompanyname/prmdocs/endusercustomerid/file3.doc



Select the Excel button to output records selected on the CS screen to an Excel™ spreadsheet.



Select the ARQ button to view the accounts receivable inquiry program. (Based on the Security setup in SSM).

Select the Audits(ATM) button to view the Audit Trail Maintenance program within the system. (Based on the Security setup in SSM).

Select the Run button to execute another program within the system.

For detail instructions on the Order Inquiry window refer to the (ordq) section of this manual. The Shipped Order Inquiry window (sq) section can be found in the Billing manual.



User may click on the Search button, enter a non-case sensitive alpha or numeric value to have the system search the displayed items and highlight each occurrence. When executing a search user may enter <Ctrl-f> to go to the search field. Press the F3 key to go to the next occurrence. Press the Shift-F3 keys to go to the previous occurrence.



ORDQ- OPEN ORDER INQUIRIES Introduction The Open Sales Order Inquiries program allows the user to look at open sales order information on the screen. There are several options, including chaining into the shipped orders inquiry and inventory availability programs, to inquire on open sales orders. Using the Status tab for the Order No.-Order line Details option will display the Order information screen, It displays the type of transaction, the date and time, e-mail address, fax number of each transaction and the User Login Id. Procedure From the menu, enter "ORDQ":

Option 1: CUSTOMER INQUIRY - Order Line Details

Use Next Customer button to view next customer Use Prev Customer button to view prev customer Use Help button for on-line help Use Exit button to exit program



Option 2: ITEM INQUIRY - Order Line Details

Use Next Customer button to view next customer Use Prev Customer button to view prev customer Use IQQ button to access the IQQ screen Use Help button for on-line help Use Exit button to exit program

Option 3: CUSTOMER INQUIRY - Order Summary Information

Use Next Customer button to view next customer Use Prev Customer button to view prev customer Use Help button for on-line help Use Exit button to exit program



Using option 4: ORDER NO. - Order Line Details. After you have selected the order, by using the Send button you can email/fax/print this order. User may also view the SOP on the screen using the View Form button.

After you have selected the order, use the drop down menu to select your output method – email/fax or print. Enter the relevant email addresses or the lookup option for a list of your contacts. From: Use the drop down window to change email address settings.



Option 4: ORDER NO. - Order Line Details. Use the Status tab to display the order status screen. Use the sWitch to order button to view order and ship details for ship confirmed orders. Use Send button to email/fax or print this order.

Use Header tabs 1 thru 6 to access the header details Use Summary tab to access the order summary screen Use Payments tab to access any payments Use Status tab to access the status screen Use Tracking tab to access the tracking screen Use Details tab for line details Use VS button for the VS program Use sWitch to order to order and ship details for this order Use Send button to email/fax/print this order. Use shipments button to see any shipments for this order Use Next Order button for next order Use Prev Order button for previous order Use Comments button to maintain comments for this order Use View Form button to view the Sales Order on the screen Use Audits(ATM) button to view the Audit Trail Maintenance program. Use Exit button to return to the selection menu



If user selects the Show Margin button the following screen will execute:

ACF option oe106 controls whether or not to display this function. **IMPORTANT** PRIOR to activating this feature, you MUST insure that you have security defined to allow those users you want to have access to the margin data to have access and, MOST IMPORTANTLY, that you have defined security to prevent those users who should NOT have access to margin data from having access to the margin option. This is done through the System Security Maintenance (SSM) program. Security is defined by program by ring menu option as defined below: Program Name: sq or ordq Sub Window: costivew Type of Security: (U)ser or (P)assword User Include/Exclude: (I)nclude or (E)xclude Ring Menu Option: M Value: <User ID to include/exclude> or <Password> This is done through the System Security Maintenance (SSM) program. Security is defined by program by ring menu option as defined below:



If user selects Detail button from the main menu of an order from ORDQ option 4:

Use detail tabs 1 thru 6 for order details Use comments button to maintain order detail comments Use VS to go the VS program Use ITPA button to go to Item Time Phased Availability Query program Use IQQ button to go to Inventory Quantity Inquiry program Use CILST button to go to Customer/item Lot/serial No. Tracking program Use Exit Detail button to return to the order main screen Use Comments button to view order detail comments Use Next Page button to go to next page of detail lines Use Prev page to go to previous page of detail lines



REPORTS BLAR- BLANKET ORDER AUDIT REPORT Introduction The Blanket Order Audit report is designed to provide a query/view into all open blanket sales orders. This program provides both summary level and detail level information regarding any open blanket orders that a customer has. Procedure:

From the menu enter "BLAR"

Select "Q" to enter Query mode.



Enter the appropriate search criteria for the blanket orders that you wish to see. A typical summary screen will appear as below:

Enter (D) to view the details of this blanket order:



Enter one of the options noted above to display various elements of the blanket order line item. Enter (V) to enter view mode:

Enter the appropriate selection criteria for the blanket orders that you wish to view.



BORDR- BACK ORDER REPORTS - DETAIL Introduction The Back Order Reporting program gives the user the ability to produce a large variety of reports detailing backorders that are in the sales order files. Answer "Y" or "N" to the Report Options selection and press the OK button on the main menu. Use the Cancel button to exit program, Help button for on-line help and the Run button to run another program. Backorder reports may be generated based on items that were not shipped from previously billed orders (i.e. a 2nd or multiple shipment off the primary order) OR based on items from orders NOT previously billed (i.e. all current orders that have a backorder quantity and were not previously billed) OR the combination of both. By selecting "Y" for both options you get a true picture of all the backordered items in your system. The reports will only show the items that have a backordered quantity (either primary or alternate UOM's). Procedure From the menu, enter the "BORDR" program.

After selecting the Backorder Report options, select the Back Order Print Option.



After you have made your Report Option selection you select a Sort By Option and press the OK button from the main menu. By customer report sort options:

After you have selected all your Options, enter the valid dates and any other relevant information to help you to produce your report. By customer selection criteria:

Note: By entering "www" in the Taken By field, users can select only those orders entered via the WEB.



Select the print options:

To print the Order Header or Detail Comments, answer Y to the appropriate prompts, otherwise enter N. If Y is entered, the user will have an option to select only a certain 'Comment Type Code' to print. Enter a type code or leave the field blank, indicating that all type codes should be output. If the output is directed to Cron:

The Cron Job permits the production of a report on an output device at a previously selected date and time. This type of output operation is often used to produce reports automatically unattended. A detailed explanation of the cron fields may be reviewed in the System Utilities section under a program called CRONM.



To establish flexible and moving date parameters to be applied when the cron output is generated:

In the first prompt, if user specifies that output is not variable, the report will use the from and thru dates as fixed date parameters for the output. If user specifies that the date parameters are variable, the output will be based on the start date of the report. The start date will be a calculated date based on the system date. Output will take the system date at the time the output is generated and add days (plus or minus) to the system date to arrive at the start date. This start date is then passed to one of the five techniques offered to control data being output.



CRCA- CREDIT REASON CODE ANALYSIS Introduction This program will provide an analysis of all credit memos/credit adjustments issued to customers. User may select to run the report by date ranges, record types, specific customers, etc. The credit reason codes are built in the CRCM program. When the user is issuing a credit from the order or bill programs a credit reason code may be entered in field 175 of the header record. A drop down window is available to look up valid codes. Credit reason codes carry through to the Sales History Files. From the menu, enter "CRCA":

Procedure BY CREDIT REASON CODE Will bring up a summary report sorting the records by Credit Reason Code.



Select Option 1:



The following fields may be entered: Date Ranges: Enter From and Thru dates. Credit Reason: Enter a valid Credit Reason Code or leave blank for a report of ALL codes. Multiple

codes may be entered by using a pipe (|) between each code. NOTE: Credit Reason Codes are maintained in program CRCM. Tran Type: Enter a valid credit record type or leave blank for a report of ALL record types.

Multiple codes may be entered by using a pipe (|) between each code. Valid record types are CM, CA, CS and TC.

Division: Enter a valid Division ID. Leave blank for a report of ALL divisions. Department: Enter a valid Department ID. Leave blank for a report of ALL departments. Branch: Enter a valid Branch ID. Leave blank for a report of ALL branches. Sort By Options: Enter "1" to sort by Reason Code Enter "2" to sort by Division, Reason Code Enter "3" to sort by Division, Department, Reason Code Enter "4" to sort by Division, Department, Branch, Reason Code

Sample Report Output of Summary by Division, Reason Code:



BY CREDIT REASON CODE BY CUSTOMER Will bring up a summary report sorting the records by Credit Reason Code, by Customer. Select Option 2:

The following fields may be entered: Date Ranges: Enter From and Thru dates. Credit Reason: Enter a valid Credit Reason Code or leave blank for a report of ALL codes. Multiple

codes may be entered by using a pipe (|) between each code. NOTE: Credit Reason Codes are maintained in program CRCM. Tran Type: Enter a valid credit record type or leave blank for a report of ALL record types.


Division: Enter a valid Division ID. Leave blank for a report of ALL divisions. Department: Enter a valid Department ID. Leave blank for a report of ALL departments. Branch: Enter a valid Branch ID. Leave blank for a report of ALL branches. Customer Id: Enter a valid Customer Id. Leave blank for a report of ALL customers. Sort By Options: Enter "1" to sort by Reason Code, Customer Enter "2" to sort by Division, Reason Code, Customer Enter "3" to sort by Division, Department, Reason Code, Customer Enter "4" to sort by Division, Department, Branch, Reason Code, Customer



Sample Report Output of Summary by Division, Reason Code, Customer:



BY CUSTOMER BY CREDIT REASON CODE Will bring up a summary report sorting the records by Customer, by Credit Reason Code. Select Option 3:

The following fields may be entered: Date Ranges: Enter From and Thru dates. Credit Reason: Enter a valid Credit Reason Code or leave blank for a report of ALL

codes. Multiple codes may be entered by using a pipe (|) between each code. NOTE: Credit Reason Codes are maintained in program CRCM. Tran Type: Enter a valid credit record type or leave blank for a report of ALL record types.


Division: Enter a valid Division ID. Leave blank for a report of ALL divisions. Department: Enter a valid Department ID. Leave blank for a report of ALL departments. Branch: Enter a valid Branch ID. Leave blank for a report of ALL branches. Customer Id: Enter a valid Customer Id. Leave blank for a report of ALL customers. Sort By Options: Enter "1" to sort by Customer, Reason Code Enter "2" to sort by Division, Customer, Reason Code Enter "3" to sort by Division, Department, Customer, Reason Code Enter "4" to sort by Division, Department, Branch, Customer, Reason Code



Sample Report Output of Summary by Division, Customer, Reason Code:



DTR- DAILY TRANSACTION REGISTER Introduction The Daily Transaction Register program is designed to give an administrator an overview of the sales order, shipment confirmation and billing transactions, as well as point of sale payment amounts if applicable, entered for a specified date parameter. Procedure From the main menu enter the "DTR" program. Enter the relevant dates and then select the options you want. When you are done you may print to screen, printer or hold file to be printed or viewed at a later time/date.



A sample of the Detail Report:

A sample of the Summary Report:



EXR- EXCEPTION REGISTER REPORT Introduction The Exception Register Report program is used to produce reports of several exception record types generated by the application software. This management tool is especially useful in the credit management and inventory control functions. Exceptions are generated by either the order entry or billing programs and are designed to list exceptions when the following conditions occur: 1.

Credit Limit Exceptions occur when a transaction is entered and the customer either exceeds credit, booking or days outstanding limits as defined for that customer in program CCM.

2.

Inventory Exceptions occur when a line item transaction is entered and the result leaves an inventory item with a negative available for the branch the transaction was placed.

3.

Inactive exceptions occur when customers coded as inactive have transactions entered.

ACF Options offer several options on exception generation. Refer to ACF program in System Utilities section for further information. Procedure From the main menu enter the "EXR" program.



The following options are selected: OUTPUT SELECTION

Enter the output selection option. Valid options are: 1 - All Exceptions (Includes ALL Type Codes) 2 - Credit Exceptions (Includes O1, I1, Q1, O2, I2, Q2, O3, Q3) 3 -Inventory Exceptions(Includes O4, I4, Q4, O5, I5, Q5) 4- In-Active Customers (Includes O6, I6, Q6)

ALL TRANSACTIONS

Valid options are: Y - All transaction dates will be selected. N - Enter the beginning and ending transaction dates to search on.

ALL TRANSACTION TYPES

Valid entries are: Y - All transaction types will be selected. N - User enters the transaction type to search on. Credit exceptions include the following transaction types: O1 - ORDER CREDIT LIMIT EXCP I1 - INVOICE CREDIT LIMIT EXCP Q1 - QUOTE CREDIT LIMIT EXCP O2 - ORDER DAYS LIMIT EXCP I2 - INVOICE DAYS LIMIT EXCP Q2 - QUOTE DAYS LIMIT EXCP O3 - ORDER BOOKING LIMIT EXCP Q3 - QUOTE BOOKING LIMIT EXCP Inventory exceptions include the following transaction types: O4 - ORDER ITEM AVAILABLE < 0 I4 - INVOICE ITEM AVAILABLE < 0 Q4 - QUOTE ITEM AVAILABLE < 0 In-active customers include the following transaction types: O6 - ORDER INACTIVE CUSTOMER I6 - INVOICE INACTIVE CUSTOMER Q6 - QUOTE INACTIVE CUSTOMER

SELECTION OPTIONS

Enter the selection option: Division or Branch ID.

Output may be sent to a cron utility for automatic output generation unattended. Please refer to the System Utilities operator guide under program CRONM for detailed information on cron generated output.



LSTSL- LOST SALES REPORT Introduction The Lost Sales Report gives the user the ability to produce a variety of reports detailing information pertaining to lost sales on orders, quotes and/or billing transactions. Procedure From the main menu enter the "LSTSL" program. Enter the relevant dates and then select the options you want. When you are done you may print to screen, printer or hold file to be printed or viewed at a later time/date. A copy of a report sent to the screen is displayed below. There are various sort options for viewing and printing the report.



Below is a list of the relevant fields with a brief description of each. FROM DATE

Enter From Date or leave blank for all records.

THRU DATE

Enter Through Date or leave blank for all records.

SELECTION OPTIONS

Enter selection option(s) to narrow down report output or leave blank for all records.

REPORT OPTION

Enter report option. Report output can be in summary or detail.

REPORT SEQUENCE

Enter report output sequence selection.

PRINT COSTS

This option is available on detail report only. Enter "Y" or "N".

PRINTMEMO FIELDS

This option is available on detail report only. Enter "Y" or "N".

ENTRIES CORRECT

Use may answer 'N', to change any of the above fields that were entered.



OBR- ORDERS BOOKED REPORT Introduction The Order Bookings Reporting program permits the user to run sales order booking information based on user entered time frames. By following the prompts provided by the program, reports may be produced based on either customer, item, sales agent or territory. Each one of these selections has several sort and selection options. Bookings are created through the sales order entry program. The creation of this booking data is optional and is controlled by an ACF option oe003. Procedure From the menu, enter the "OBR" program. Select from the Report and sort by options.

Use the Main Menu for options. Use View button to view report Use Remove button to remove a report Use Help button for on-line help Use Run button to run another program Use Exit Program button to exit program.



If you select Report option by customer the following selection criteria screen will appear. Enter the dates and enter details in the relevant fields and hit OK button. Then select the output method you wish to use.

By item report options:



If you select Report option by Item the following selection criteria screen will appear. Enter the dates and enter details in the relevant fields and hit OK button. Then select the output method you wish to use.

By salesman report options:



By Territory report options:

By salesman 2 report options:



Select the output options. You may send to the screen, printer, hold file or Cron Job.



Select C to schedule the job through Cron:

The Cron Job permits the production of a report on an output device at a previously selected date and time. This type of output operation is often used to produce reports automatically unattended. A detailed explanation of the cron fields may be reviewed in the System Utilities section under a program called CRONM. To establish flexible and moving date parameters to be applied when the cron output is generated:



ORDR- OPEN ORDER REPORTS - DETAIL Introduction The Open Sales Order Reporting program gives the user the ability to produce a large variety of reports detailing information pertaining to the sales order files. Open sales orders or backorder reports may be generated. Select from the Report Options and press the OK button on the main menu. Use the Cancel button to exit program, Help button for on-line help and the Run button to run another program. Procedure From the menu, enter the "ORDR" program.



After you have made your Report Option selection you select a Sort By Option and press the OK button from the main menu. By customer report sort options:

After you have selected all your Options, enter the valid dates and any other relevant information to help you to produce your report. By customer selection criteria:

Note: Enter www in the taken by field, users can select only those orders entered via the WEB. Enter users login id in the Entered By field to select only those orders entered by a specific user.



By item report sort options:

By item selection criteria:



By request date sort options:

By order number sort options:



By item xref sort options:

By sales agent (1) sort options:



By sales agent selection criteria:

By job number sort options:



By route sort options:

By sales agent (2) sort options:

By summary by item sort options:



By entered by sort options:

The selection criteria, such as the sample below, will be displayed. If only backorders are required, enter ">0" in the "number of Shipments" selection field. If "number of Shipments" field is left blank, all open orders and backorders will be output. Select the print options:

To print the Order Header or Detail Comments, answer Y to the appropriate prompts, otherwise enter N. If Y is entered, the user will have an option to select only a certain 'Comment Type Code' to print. Enter a type code or leave the field blank, indicating that all type codes should be output.



If the output is directed to Cron:

The Cron Job permits the production of a report on an output device at a previously selected date and time. This type of output operation is often used to produce reports automatically unattended. A detailed explanation of the cron fields may be reviewed in the System Utilities section under a program called CRONM.



To establish flexible and moving date parameters to be applied when the cron output is generated:




BOEX- BACK ORDER EXCEPTION REPORT Introduction The Back Order Exception report is designed to provide a view into all open sales orders, based on user defined selection criteria. This program will list orders where there is a backorder quantity and there is inventory to either fully or partially fill the backorder. Procedure From the menu, enter "BOEX":

Enter the appropriate selection criteria to find the order(s) you wish to research.



ORDRHD- OPEN SALES ORDER REPORTING USING HEADER BRANCH Introduction The Open Sales Order reporting (using Header Branch) program gives the user the ability to produce a large variety of reports detailing information pertaining to the sales order file. Open sales orders or backorder reports may be generated. Select a Report Option and press OK to proceed. Press the cancel button to exit, Help button for on-line help and the Run button to run another program. Procedure From the main menu enter the "ORDRHD" program. Select from the various Report options and press OK on the main menu.



After you have selected Your Report option, You must select a Sort By option and press OK on the main menu.

By Customer Selection Report sort options.



By Item Report sort options:



By item selection criteria:

By Request date sort options:



By Order Number sort options:

By Item Xref sort options:



By Sales Agent (1) sort options:

By sales agent selection criteria:



By Job Number Sort options:

By Route sort options:



By Sales Agent (2) sort options:

The selection criteria, such as the sample below, will be displayed. If only backorders are required, enter ">0" in the "number of Shipments" selection field. If "number of Shipments" field is left blank, all open orders and backorders will be output.



To print the Order Header or Detail Comments, answer Y to the appropriate prompts, otherwise enter N. If Y is entered, the user will have an option to select only a certain 'Comment Type Code' to print. Enter a type code or leave blank, indicating that all type codes should be output.

The Cron Job permits the production of a report on an output device at a previously selected date and time. This type of output operation is often used to produce reports automatically Unattended. A detailed explanation of the cron fields may be reviewed in the System Utilities section under a program called CRONM. If the output is directed to Cron:



In the first prompt, if user specifies that output is not variable, the report will use the from and thru dates as fixed date parameters for the output. If the user specifies that the date parameters are variable, the output will be based on the start date of the report. The start date will be a calculated date based on the system date. Output will take the system date at the time the output is generated and add days (plus or minus) to the system date to arrive at the start date. This start date is then passed to one of the five techniques offered to control data being output. To establish flexible and moving date parameters to be applied when the cron output is generated:



OSTATUS- OPEN ORDER STATUS REPORT Introduction The Order Status report is designed to provide a view into all open sales orders, based on user defined selection criteria. This program provides multiple selection criteria, multiple sort options and the ability to choose varying types of order information regarding any open order(s) that a customer have. Procedure From the main menu enter the "OSTATUS" program.

Enter the appropriate selection criteria to find the order(s) you wish to research. Then select the Sort-by Options you want and press the OK button.



User will then pick which print option they want to use.

The user may now enter any combination of open order status requests. The system will then analyze the open orders and print a report of all orders that match the selection criteria. The report will include the order information and a note regarding the reason for the open order. A button is available on the side menu to allow the user to un-select all of the options. The user must then go back and check just which report is desire. On the reverse of that, a select all button is available. If all options are selected, a warning message will appear notifying the user of this condition. Choose either the Accept or Re-enter option. You may print your report to the Screen, Printer, the Hold file or set up as a Cron job.



SOEX- SALES ORDER EXCEPTION REPORT Introduction The Sales Order Exception Report program is used to produce reports of several exception record types generated by the application software. This management tool is especially useful in the order management functions. Enter a thru and from date, then enter the relevant fields and select a print option. Exceptions are generated by the order entry programs and are designed to list exceptions when the following conditions occur: 1.

Price Override Exceptions occur when a transaction is entered and the price was manually entered.

2.

Zero Price Exceptions occur when a transaction is entered and the price is zero.

3.

Zero Cost Exceptions occur when a transaction is entered and the cost is zero.

4.

Non-Stock Items Exceptions occur when a transaction is entered and the detail line is a non-stock item.

5.

Price Below Minimum Margin % Exceptions occur when a transaction is entered and the detail price is below the minimum margin % which is set in acf options oe081 and oe083.

6.

Price Above Maximum Margin % Exceptions occur when a transaction is entered and the detail price is above the maximum margin % which is set in acf options oe082 and oe084.

Procedure From the main menu enter the "SOEX" program.



SOMA- SALES ORDER MARGIN ANALYSIS Introduction The Sales Order Margin Analysis program provides the user with the ability to review the margins that exist on sales orders. Several selection options allow the user to output only those sales orders below a margin level defined by the user. Procedure From the main menu enter the "SOMA" program.

If Option 1 (by order number) is selected the following screen will appear. Enter a from and thru date and selection fields.



A screen will display to define the orders to be selected. Enter the from and thru dates and selection fields.

Enter the data to search on and press OK. If all orders are desired, use print option 1 upon entering the screen. Select the print and other options. When you have your selection us the OK button to proceed.



PROMPT: Output report to (S)creen, (P)rinter, (H)old File or (C)ron Job: Select C to schedule the job through Cron:



The (C)ron Job permits the production of a report on an output device at a previously selected date and time. This type of output operation is often used to produce reports automatically unattended. A detailed explanation of the cron fields may be reviewed in the System Utilities section under a program called CRONM. To establish flexible and moving date parameters to be applied when the cron output is generated:




SOMR- SALES ORDER MAINTENANCE REGISTER Introduction The Sales Order Maintenance Register program provides the user with a summary audit trail of changes made to existing sales orders. Procedure

From the menu, enter "SOMR":



SOSR- SALES ORDER SUMMARY REGISTER Introduction The Sales Order Summary Register program is used to produce a summary register of sales orders entered into the system. Upon successful completion of printing register user may purge data. Procedure

From the menu, enter "SOSR"