If you are in Enter & Edit Orders – Detail Lines and drill into an allocated line, it will go directly into the allocation screen.
If you are in Enter & Edit Orders and drill into an unallocated line, it will go into the Enter and Edit screen.
In the graphical interface there are allocate buttons available on the screen. In the text interface users must drill into the line to change allocations. The flag to turn on this feature is located in Entity & System Flags – Order Entry.
Defaults can be entered in the Customer and Vendor Master Files. This field can be added to existing forms. Our normal hourly charges apply to form changes.
This is a standard feature in the graphical interface and it is optional in the text interface. There is a flag for the text interface located in Entity & System Flags – General, Use “Days Can Ship Early” in TUI. The default answer to this flag will be No for existing clients.
In the text interface, if this flag is set to Yes adjustments will be made to accommodate the extra field due to lack of space. Those adjustments would be possibly losing a User Defined Field or the Entered by line. In the Purchase Order it would be losing the PO Entered by or line comment on the first screen. This information would still be stored, just not displayed on the first screen.
This flag is located in Entity & System Flags – Order Entry, Use Order Shipping Option in TUI?
Allow B/O Flag Ship Complete Y Y Ship Complete lines, backorder partials Y N Partial shipments as Available N Y One Shipment when all lines complete N N Consider Complete – Ship Available
The flag to turn this on in the tui interface is in Entity & System Flags – Order Entry.
When using the Automatic Replenishment System (ARS) it will look at the incoming inventory as coming in based on the earliest date so that you do not accidentally place another PO for the same product. All other inquiries will show the inventory as expected to be received in as of the latest date (Product Inquiry and Open Documents)
When a release date is received the Original Promise Date or Current Promise Date need to be filled in either on the Heading of the Purchase Order or on the Detail Line(s) to indicate that a firm date has been received and the PO will be treated as normal.
This new selection is in PO Receipt Routines, Mark Purchase Order Delivered. Users simply type in a PO Number and enter a location. If for some reason it needs to be unmarked as delivered the Delivered status can be changed back to NO.
In the PO Inquiry the Document Status Line will show Delivered, the Location and the Date it was marked as delivered.
Late Documents Report – This report will go through the Open Purchase Orders to find the dates that incoming Purchase Orders are due. It will show which documents already have expedite requests. You can drill into each line item to create a new expedite request. This report can be generated for any range of Products and there is also an option to Traverse Bill of Materials. There is an indicator before the PO Number so Users can tell if it has been selected to expedite, sent to the Vendor or if the Vendor has already responded. Those indicators are + = Open Expedite; * = Sent to Vendor; > = Responded.
A comment can be added to the line item and printed on the expedite request to the vendor. Users can also view Open documents for a particular line item by selecting the Open Documents option.
Open Expedite Request Report – This selection will show any Expedite Requests that have been setup but not yet submitted to the Vendor.
Send Expedite Requests – This selection is where you will send the Expedite Requests to your Vendor. Expedite Requests are only available in PDF format. If you have a default E-mail address setup for your vendor the system will default to E-Mail Yes. Through the buttons on this screen, Users can select to Print, Fax and or E-mail the Expedite Requests. After the selections have been made the next screen will prompt the User for the Output options such as time to fax, printer to print to and return E-mail Address.
Enter & Edit Expedite Request – This selection enables a User to enter an Expedite Request by selecting the Purchase Order and expediting the individual Lines. After selecting the Lines the User can choose how they would like to Output the individual Request.
Expedited Documents not confirmed – This inquiry lists all of the line items that Vendors have not confirmed. Users can drill into each line item and enter the new Date that the Vendor has confirmed. This will be updated on the PO Detail Line as the Current Promise Date. There will also be an indication that the particular line item has been confirmed. The indicators a User will see on a PO line are + = Open Expedite; * = Sent to Vendor; > = Responded.
Expedited Documents Report – This report can present a list of PO Line Items that are Open, Sent or Confirmed. If you are viewing the Closed Documents you can clear the confirmed status – this can be used if a line item was confirmed in error.
Customer Credit Test – System Flags
There are 5 system/entity flags that can be used to prevent users from printing pick tickets/pack lists, allocating sales orders and/or creating invoices for customers who are on credit hold, over their credit limit or past due. These flags are located in Accounts Receivable Flags. They include:
These flags will be tested at the appropriate times and if they are set to “No”, the corresponding action will not be allowed unless the sales order has an override stamp on it.
Credit Test Override
When a sales order has a credit test override stamp on it, the system will bypass the customer credit test for that order and allow all actions.
There is a flag in Enter & Edit User Security to give users access to override the customer credit test: Allowed to Override Customer Credit Test?
Users who are set to Yes have 2 ways of overriding the customer credit test/stamping the sales order:
If while trying one of the above actions, a customer fails the credit test, the user will get a message that the action is not allowed and a question asking whether they would like to override the credit test. If the user answers yes to override, that will put an override stamp on the sales order and allow the user to continue with the action. Once the order has been stamped, all users will be allowed to perform all actions on that order no matter how the five system/entity credit flags are set.
There is also a menu item in the Order Entry File Maintenance menu to Override Sales Order Credit Test. In this program the user can select a sales order # and switch the credit override stamp on or off for that particular order.
This will enable companies to be pro-active with customers when utilizing the new credit hold features. This report is located in Accounts Receivable Reports, Customer Status Reports, Customer Credit Report.
Security Levels are setup in the Security System and assigned to each User.
The first step to periodic invoicing is to set up the customer to use periodic invoices. The customer flag can be changed in Enter & Edit Customer, Output.
Currently the options include By Customer, By Ship to Address or No. If the customer would like one summary invoice each month that includes all ship to addresses, select By Customer. If the customer would like one summary invoice for each ship to address, select By Ship To Address. If the customer would like to receive regular invoices, select No. The system will default new customers to what you have selected as the default in Enter & Edit Customer Defaults.
Each order and invoice that is created will be flagged to either Yes or No to Use Periodic Invoices based on the customer’s flag. Users can change an individual order/invoice’s flag during Order or Invoice Entry. For instance, if there is an order/invoice that you don’t want to be included in the periodic invoice that month you can change the flag to No and the system will treat it as a regular invoice and send it individually. Then when they go to create the periodic invoice for that customer, that single invoice will not be included.
Users will find the Use Periodic Invoice flag inside the Tax fkey in order entry and invoice entry. If the flag is changed on an order it will carry over into the invoice when it is created (and override the customer flag).
The periodic Invoices Menu is located in Accounts Receivable, A/R Invoice Routines.
Create & Send Periodic Invoices
When Users are ready to create the periodic invoices for the month they need to make sure all of the invoices from the month have been updated. The program will not include in process invoices when creating the periodic invoice.
They will be prompted for a “Report Date”. This date is used as a cut-off date for invoices to be included in the periodic invoice. It is also used as part of the periodic invoice #. If you enter 06-30-11, the system will create a periodic invoice numbered 110630-#### (#### represents the customer code) and it will include all invoices flagged “Yes” for the customer that have not yet been included on a periodic invoice and are dated on or before 06-30-11.
Creating Periodic Invoices simultaneously creates periodic invoices for all customers set up to use periodic invoices. When the invoices have been created it will pop-up a message letting you know how many were created. Then it will bring the User to the “Send Periodic Invoices” screen. If you are not ready to print/send the periodic invoices at this time, simply tab and Cancel Request. The periodic invoices have been created, just not sent. Send Periodic Invoices functions similarly to Send Invoices in Process in that it uses the customer’s default output settings to decide whether to print, email or fax each periodic invoice.
Print Periodic Invoice
Use this option to send individual periodic invoices. You have the option of selecting a customer first or skipping the customer and hitting space/enter on the Periodic Invoice # to get a list of all customers’ periodic invoices. If you select a customer, space/enter on Periodic Invoice # will give you a list of only that customer’s invoices.
Cancel Periodic Invoices
Cancelling a Periodic Invoice does not affect the individual invoices created throughout the month. It only un-links the individual invoices from the periodic invoice and clears out the periodic invoice # for that customer.
For example, if you create a periodic invoice and forget about one sales order that needed to be invoiced that month, you can cancel the periodic invoice. Then, after the order has been invoiced and updated, you can go back and run Create & Send Periodic Invoices and it will create a brand new 110630-### invoice for that customer which will include all of the previous invoices along with the missed invoice. The cancel option acts very much like the Print Periodic Invoices screen in the way you can select the Periodic Invoice.
On the first screen the User is prompted for the Statement Date, General Ledger Account Number and Statement Balance which is taken from the monthly Bank Statement. There are options to include Checks, Deposits and or Journal Entries. There is also an option to include transactions that have already been cleared. Depending on the format of the bank statement users may choose to clear all of the checks first and then come back and clear other types of transactions.
All of the selected transactions are presented in a scroll box and the Fkeys/Buttons are used to Clear/Unclear entries. Mark/UnMark entries. The feature to Mark Entries is a way of grouping several transactions into one total. If for instance 3 deposits were made in the system and only 1 deposit went to the bank the system can accumulate the 3 deposits in the system to be sure they equal the bank deposit. The User clicks on Clear All Marked when the total is verified.
This new feature is located in Accounts Payable, Check Routines & Reconciliation, Check Reconciliation, Reconcile Cash. The first time this is used a Prompt will ask for the Earliest Un-cleared Date and it will then clear everything before that date in the system.
If Sales Orders are not included only Purchase Order documents will be listed.
Once the flag is setup existing lots can be edited in Inventory File Maintenance, Location System,. Enter & Edit Product Mfg Info. The Package quantity is displayed by lot in the lot tracking detail screen. In the tui it is available by pressing or clicking F5-Mfg.
If you have documentConnection Scanning, Users can be prompted upon receipt of product to scan in the required documents.
If a customer requires specific Certificates for Products the system can also be setup so that only lots with the proper Certificates can be allocated to their Orders. The certificates can also be setup to automatically print with the Customers paperwork.
There are indications in the system showing users what certificates are available as well as which lots are missing required certificates. Use of the new Certificate Management system will also require form modifications to include the Certs information with the individual line items on Orders and or Purchase Orders.
Documents can be scanned into a document group in the Scan Manager Menu in Scan Document Group Document. The scanned documents can be viewed in a Product Inquiry the same way a product specific document is viewed. In the gui interface it is under Drawings and Images tab. In the tui it is located in F12-More Choices, F12 – Product Images, F4-Product Drawings.