If there is more than one lot for an item being returned, separate lines must be entered for each lot number.
New Customer Contracts – The new Customer Contract system has extra flags that enable Companies to force a minimum line quantity and track min and max obligations. A Customer might have multiple Contracts due to different contract dates or Order Types. They may have once Contract for VMI Orders and/or Regular Orders and then third for Work Orders. Some companies might only offer Contract Pricing on VMI Orders. Parts / Contract Prices cannot be duplicated for the same Customer / Order Type in different Contracts.
Customer Contracts are assigned an internal number and a Description – a good practice might be Customer Name-some type of description when a customer has multiple Contracts. This could be ABC-2013 or ABC-LINEA. Beginning and Ending Date are entered on the Heading of the Contract entry. There are then Yes/No questions as to whether the contract prices are used for Firm Orders, VMI, Orders and or Work Orders. This enables a Company to offer Contract Prices on VMI Orders and not on other types of Orders.
When entering Contract Prices manually – Select the Product, enter the Contract Price – optional fields are Minimum Quantity per Order, Estimated Usage, Estimated Usage Period, Customer Liable for Stock, and Maximum Liable Quantity.
If there is a Minimum Quantity per Order the system will not allow the User to enter a quantity less than the minimum in the contract on an Order.
Estimated Usage can be used for Contract Analysis Reports – and if the flag on the heading of the contract – Warn if Order Goes over Est. Usage is set to Yes Users will get a warning if the customer Orders over this quantity.
Min Obligation will be used for Contract Analysis Reports.
Products can be marked as In-active if they have not been ordered for a period of time or based on some criteria. If they are marked in-active the customer will not get the contract price. They can later be marked as active from within the contract detail line.
When you are at the New Line screen there are options to Import parts into a particular Contract or Delete all Records in a Contract. The File layout for importing is a Text Tab Delimited file with the following Fields:
Product Code Mandatory
Alternate Code Optional
Contract Price Mandatory
Commission % not currently used but must be a column
Min Quantity Per Order Optional – zero if none
Estimated Usage Optional – zero if none
Max Liable Quantity Optional – zero if none
Estimated Usage Period CAQMW
Liable for Stock Y/N to indicate if the Customer is liable for stock.
The new Contract System is located in Accounts Receivable, Accounts Receivable File Maintenance, Customer Contract System
Contract Inquiry – after selecting a Customer Contract the information will be displayed in a grid on the screen and can be exported to Excel.
Contract Over Estimated Usage Report – This report can include all products on a contract or only those that are over the Estimated Usage. The flag- Warn if Order Goes over Est. Usage must be set to yes on the first screen of a contract to produce this report. The information will be presented in a grid and can be exported to Excel.
Customer Contract Analysis – This report will show Products on a particular contract along with the contract fields and the sales within the contract period. Parts that are in-active or were not sold while on Contract can be omitted. The information will be presented in a grid and can be exported to Excel.
Customer Contract Consumption Date Report – This report will provide similar information as the report above but will allow the User to define the Date Range instead of automatically using the contract beginning and ending dates. The information will be presented in a grid and can be exported to Excel.
Customer Production Cell Bin Detail Report – When using Production Cells with the VMI System this report will include all Products that are on a Production Cell and also in a VMI Bin. This includes an extensive amount of data and is presented in a grid for exporting.
On the Detail Screen where all of the checks are entered, Non-Accounts Receivable Checks can be added to the deposit by Clicking on Add Dist Check or F3 in the text interface. There is also a new button for Pre-paid orders which will be explained below.
On the check screen there are fewer fields since the Non-A/R information is no longer needed there and two flags were moved. The ability to scan a customer document typically a check has changed positions. Two flags – Sequence Invoices by and Ignore Check Amount can now be changed on the fly under the Options button (F4). These two flags pick up the Users Default settings and can be changed on individual checks.
When running the Aging and answering Yes to Summarize, entering or clicking on a Customer on the screen will put the User into a listing of all of the Customers open Invoices. Options on this screen include Customer Notes, Marking an invoice as Contested and Send Statement.
These features, along with the ability to run the Aging for only past due accounts makes collection calls quick and easy. There is no need to print out reports; Users should be entering follow up notes into the system as they make the calls. They can enter a follow up date so the system will remind them to check and make sure the Customer followed through with any payment commitments.
These are entered and editing in the graphical interface under Document Parameters and then Vendor Product Instructions. In the text interface they are located under Additional Information, F4-Instructions, F2-Vendor Item Instructions.
If you would like to incorporate these instructions into your forms, the changes are billable at our normal hourly rate. Documents can be marked up and faxed or emailed to us to make changes.
This flag can be changed in Enter & Edit Products, in the graphical interface it is under Kits & Specifications and then Shipping & Quality. In the text interface it is located in Stocking Information, Shipping & Quality. The flag is also available for importing and exporting.
The flag Default Force Melting Country during Receiving is the default Yes/No flag on the Product Level and can be over-ridden in the Product Records. If you company only wants to force the Melting Country to be filled in on select Products, the System Default should be set to No. Then specific Products can be set to yes. The System Flag for the Products is located in Entity & System Flags – Purchase Orders screen 2 of 4.
To change the flag on a part by part basis, in Enter & Edit Products, in the graphical interface it is under Kits & Specifications and then Shipping & Quality. In the text interface it is located in F6 Stocking Information and then F2 Shipping & Quality. The flag is also available for importing and exporting.
Utilities System Administrator System System Set Up Miscellaneous Set UP Optional Information Inquiry
If you right click on My Menu, you will have an option to Create Folder. You can name the folder anything you would like. You might have a folder called Inventory Reports, Financial Reports or Accounting. Once you create sub-folders you can then drag items from either the Tool Bar or other Menu’s into your sub-folders. Once you have items in your folders you can right click on them to move them up or down or simply drag them with your mouse.
Example – When Users are at the final screen of a document there are always sections for things like Addresses, Output Options and documentConnection. When in a Product Inquiry there are sections for Availability & Activity, History and documents to name a few. When there are more than one set of choices the last section is called My Options.
Items can be added to My Options by right clicking on an item or by dragging it down to My Options with the mouse. Once there are multiple choices in My Options they can be re-arranged by dragging with the mouse or right clicking on an item and choosing Move up, Move down or Remove.
Many Users would benefit by having – Heading Screen, Detail Lines, Final Message, Shipping Address, Output Order/Quote, and Output Picking Ticket all grouped together on the final screen of an Order. Give it a try and add the other items you use on a regular basis to see how much more efficient you will be.
Allowed to Duplicate Products? In the past Duplicating Products used the same security as Enter & Edit Products, now they can be individually set.
Allowed to Assign Price Table to Inventory? If this flag is set to No Users in the selected Security Level will not be able to run the Program Assign Price Tables to Inventory. This is a powerful program that can change Price Tables to a range of Products
Allowed to Edit Costs in Receiving? Some users may have access to Costs in Enter and Edit PO’s and Inquiries but you may not want them to have the ability to change Costs when Receiving PO’s. If this flag is set to No they will not be able to accidentally change costs while receiving.
Allowed to Add Alternates on the Fly – Alternate Product Codes can be entered while in a Sales Order or Purchase Order. If this flag is set to No Users will not have access to this feature.