U2004.3 UPGRADE DOCUMENTATION
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Menu 1                                                                                            Order Entry and Invoicing

Menu 1.2 Order Entry

Enhancements to and complete documentation on taking deposits on customer invoice

• In Order Entry, enter customers account number,  cash or charge it does not matter.
• Enter the products that are to be prepaid as well as any items that are being picked up at this time.
• Make sure all freight charges are included at this time;  whether it's freight in or out or both.
• Backorder all products that are being prepaid
• Charge the customer the full dollars ordered amount not the dollars shipped.
• Enter cash received in line 20 as the full ordered dollar amount.
• Change the "change given" on line 22 to $0.00.
• Finalize the invoice. It will prompt that  "Cash received does not match invoice" Enter Y.

Important: This invoice may not be altered in any way once it is finalized.  Items may not be added or removed from the invoice.  If a customer wants to cancel the order, you must finalize the invoice as it is and then do a credit.

It is recommended to "ship complete" all prepaid (deposit) orders on the second release. Try not to let the customer pick up 1 item on the second release, then another on a third, etc.  When releasing the backordered, prepaid items, you must not enter any cash received or change given for each release that is finalized.

Enhancements to the deposit process include: The 2nd release will not be allowed to be created before the 1st release has gone through day end. And when doing a credit, it will not pay out deposits.

Menu 1.20.31 Linux Fax Log Update & Report

This report will give you a few different options, but the main idea is to find out which faxes did not go through to the customer on a given night.  This report will replace any previous Excel report.

When you run the menu path, it will first update the record - that may take a few seconds - then you will receive the following prompts

Enter Beginning Date to Report (MM/DD/YY) or 'END' to quit:

Enter Ending Date to Report (MM/DD/YY) or 'END' to quit:

Enter Customer Number to Report, <ENTER> for ALL or 'END' to quit:

1) Log Report of All Faxes for Customer
2) Report of Problem Faxes for Customer
3) Resend Problem Faxes for Customer

You can enter a beginning date as far back as the beginning of the current month and an ending date as early as the current date.

The customer number prompt is optional. If you are analyzing a customer who is claiming they are having a problem receiving their faxes and you only want to look for that customer's faxes, you can put in just their customer number.

The last three options are broken down below:

1) This will list all faxes - sent and unsent - for one particular customer or all depending on how you answered the enter customer number prompt.

2) This will list just the unsent or problem faxes for one particular customer or all depending on how you answered the enter customer number prompt.

3) This will automatically try to resend all of the unsent or problem faxes for the specified period of time for one particular customer or all depending on how you answered the enter customer number prompt.

Menu 4                                                                                                    Accounts Receivable

Menu 4.1.9 AR Inquiry

The option to Fax signature capture invoices from this menu has been added. After you input the customer number, you will get the following prompt:

Enter Previous, Invoice, or Press <Enter> for aging buckets:

Press 'I' for Invoice and you will get this prompt:

Enter View, Print, or Fax invoices:

Press 'F' for fax and you will be prompted for the 8-digit invoice number (ie, 01123456). You may enter multiple invoice numbers separated by a semi-colon (;). The program will look at the first invoice number entered to determine whether a signature capture invoice can be faxed thru the Linux server or not. If so, it will attempt to fax all of the invoices thru the Linux server, and it will alert you of any invoices that were not able to be faxed that way. If the first invoice is too old to be faxed with a signature, it will use Desqserver to fax all of the invoices.

You may also select 'P' to print the invoices; it will prompt for the 8-digit invoice number and will automatically print on your default laser invoice printer.

Menu 5                                                                                  Price Maintenance/Price Books

Menu 5.33 – New Customer Pricing Matrix

This menu will eventually replace menu 5.3 and will allow many, many, more options.  Because of the wide variety of options it is difficult to explain without running some tests in your stores.  We will first explain how the system currently works for customer discounts and pricing, and then explain how the new system works.  After that we will list all of the options available when entering your information and follow that up with some examples.

Current system Hierarchy:
1. Individual contracts entered in 5.2 – if finds something uses this price, if not moves on to …
2. Program contracts entered in 5.2 – if finds something uses this price, if not moves on to …
3. Searches 5.3 in order by row and finds the first occurrence of the item and then uses that scenario.  This price is then compared to the buckets shown in stock status and the lower of the two is displayed.  **Note – it is possible to rearrange rows in 5.3 to alter which price is selected.

New system - Hierarchy for customer pricing  Menu 5.33
1. Individual contracts entered in 5.2 – if finds something uses this price, if not moves on to …
2. Program contracts entered in 5.2 – if finds something uses this price, if not moves on to …
3. Searches all of 5.33 to find the absolute lowest price and uses that scenario.  If nothing is entered in 5.33 then it goes back to old menu 5.3 hierarchy (as explained above).  **Note – Future plans include discontinuing menu 5.3. (It will be replaced by 5.33)

When in OE the buckets that are displayed are based on the above sequence of events.  On the OE screen on the lower left hand side you may see a small bucket with a code in it such as C1, C2, P1, or P2.  This code is for development use and tells the programmers where the bucket pricing came from. The following is for reference for the codes:
 C1 – Customer, Product     P1 – Program, Product
 C2 – Customer, Category  P2 – Program, Category
 C3 – Customer, Class        P3 – Program, Class
 C4 – Customer, Type         P4 – Program, Type
 C5 – Customer, Vendor     P5 – Program, Vendor

To use Menu 5.33.

C/P – Enter a ‘C’ for customer or a ‘P’ for program.
Option ‘C’ – After entering a ‘C’ you will be prompted for the customer code.  Enter the customer code
Option ‘P’ – After entering a ‘P’ you will be prompted to enter the program name.  Enter a name you have selected for this program.  Each program can have multiple products in it and will only be effective if the name of the program is listed in Customer Contract Number Maintenance found in menu 12.2.2.2 screen 1 menu 7.  (Similar to contracts in Menu 5.2)

PVCTG – Enter one of the following depending on what you are trying to do
P – Enter ‘P’ if you are setting pricing or discounts for a specific product.  Then enter the specific product number you are setting up. (Can use ‘L’ for lookup)
V – Enter ‘V’ if you are setting pricing or discounts for a specific vendor.  Then enter the specific vendor you are trying to set up.  (Can use ‘V’ for lookup)
C – Enter ‘C’ if you are setting pricing or discounts for a product class.  Product classes can be found in Menu 12.3.24.  Then enter the product class you are setting up.
T – Enter ‘T’ if you are setting pricing or discounts for a product type.  A list of product types can be found in Menu 12.3.25.  Then enter the product type you are setting up.
G – Enter ‘G’ if you are setting pricing or discounts for a product category.  A list of product categories can be found in Menu 12.3.34.  Then enter the product category you are setting up

DPOINT - Points to a bucket:                         CPOINT - Points to a cost:
  0 = Each Price                                               0 = Each Price
01 = First bucket                                             -1 = Branch Cost
02 = Second bucket etc...                              -2 = Average Cost
06 = Last bucket                                             -3 = Direct Cost

ABC – This is for future development hit <enter> and it will default to all

Scenario: You want a customer to get a bucket price for his each price and the product is already setup in 5.33 using the "all" customers feature.  You cannot use the DPOINT to achieve this. Here is what you do:

1) Look at your "all" customers for that product.
2) Take the bucket 1 info from "ALL" and input into the each column for your specific customer
3) Take the bucket 2 info from "ALL" and input into the bucket 1 column for your specific customer
4) Take the bucket A info from "ALL" and input into the bucket 2 column for your specific customer
5) Take the bucket B info from "ALL"and input into the bucket A column for your specific customer

Menu 6                                                                                                      Inventory Evaluation

Menu 6.20 Possible Corp Returns

Corp now allows return goods for up to 60 days. The purpose of this report is to assist in identifying items that may be returnable.

The program prompts for the following:

Enter warehouse (3n)
Enter Last Receipt Date (mm/dd/yy) - this date should be no more than 60 days from the date you are running the report, 45 days is recommended to allow yourself time to process the return request.
Enter ABCDE Ranking (separated by ;) - you may select any or all product rankings to include in the report.
On Hand Selection:
     1. On Hand greater than ROP
     2. On Hand greater than 2 times ROP
     3. On Hand greater than 3 times ROP
Enter 1, 2 or 3

The report lists the following information (See example of report below):

• Warehouse
• Product#
• Item Description
• On Hand Qty
• Vendor On Order Qty
• Backordered Qty
• In Pick Qty
• ROP
• Last Receipt Date
• ABC Rank.ABC