Sales Order Processing v6 - COINS Global · Signing On to SOP ... Job Orders ... The Sales Order Processing Manual is divided into 11 chap-

COINS®

COnstruction INdustry Software

bySHAKER

Sales Order Processing ManualVersion 7.6c

November 1996

COINS® – COnstruction INdustry Software

SALES ORDER PROCESSING MANUAL

Version 7.6c

COPYRIGHT NOTICE: copyright© 1996 Shaker Computer and Management Services,Inc., a New York Corporation (hereinafter known as SHAKER). ALL RIGHTSRESERVED THROUGHOUT THE WORLD.

PROPRIETARY RIGHTS NOTICE: This software and the documentation attendantthereto contain trade secrets and confidential information proprietary to SHAKER. TheLicensee is bound to the proprietary nature of this material.

The software and the associated documentation may be used and/or reproduced only bya SHAKER Licensee and then only in accordance with the terms and conditions of theSHAKER End User License Agreement. Any unauthorized use, dissemination orreproduction of the software, documentation, and/or information contained therein isstrictly prohibited.

While efforts have been taken during the preparation of this manual to assure itsaccuracy, SHAKER assumes no liability for errors or omissions in this manual, or from theuse of information contained therein.

A form for users' comments is provided at the back of this manual. You may address yourcomments to Shaker Computer & Management Services, Inc., 50 Century Hill Drive,Latham, NY 12110.

COINS® is a registered trademark of Shaker Computer & Management Services, Inc.

Dig Deeper™ is a trademark of Shaker Computer & Management Services, Inc.

PROGRESS® is a registered trademark of Progress Software Corporation.

Results™ is a trademark of Progress Software Corporation.

UNIX® is a registered trademark of AT&T Bell Labs.AIX® is a registered trademark of International Business Machines Corporation.MS-DOS® is a registered trademark of Microsoft Corporation.

COINS, 11-96Sales Order Processing 7.6

i

Table of ContentsContents

Chapter 1: Introduction ..................................................................................... 1-1

Using this Manual ......................................................................................1-1

Features of COINS Sales Order Processing Module.................................1-4

Integration with Other COINS Software .....................................................1-8

Signing On to SOP..................................................................................... 1-9

Basic Commands ..................................................................................... 1-11

Using the Keyboard .................................................................................1-13

Chapter 2: Tailoring and Start-up .....................................................................2-1

Before Tailoring SOP .................................................................................2-1

Purchase Order/Inventory Tailoring ...........................................................2-2

SOP Tailoring .............................................................................................2-4General Information for SOP...........................................................2-5DOLLAR Lookup Options.............................................................. 2-10Order Taking Information .............................................................. 2-12Picking/Shipping/Invoicing Information ......................................... 2-16Print Control for SOP Documents ................................................. 2-18Selling Location File Maintenance Contacts .................................2-20Job Orders ....................................................................................2-21

Special Utilities......................................................................................... 2-22

User ID Definition ..................................................................................... 2-23

Initial File Maintenance ............................................................................ 2-24

Chapter 3: File Maintenance .............................................................................3-1

Setup Order ...............................................................................................3-2

Add-on File................................................................................................. 3-3

Bill To File ...................................................................................................3-6

Comments File ........................................................................................... 3-7

Credit Rating File .......................................................................................3-9

ii

Table of Contents


Customer File ........................................................................................... 3-11Screen 1: General Information ..................................................... 3-11Screen 2: G/L Accounts, Shipping, SOP Information................... 3-15

Freight Terms File ....................................................................................3-18

Item File ...................................................................................................3-19Screen 1: Item Information ........................................................... 3-19Screen 2: Miscellaneous Information ........................................... 3-24Screen 3: Cross References ........................................................ 3-25Screen 4: Price Levels ................................................................. 3-27

Order Class File .......................................................................................3-28

Price Matrix File .......................................................................................3-30

Sales Budget File ..................................................................................... 3-33

Sales Rep File ..........................................................................................3-34

Selling Location File .................................................................................3-36Screen 1: General Information ......................................................3-36Screen 2: Contacts ........................................................................3-39Screen 3: Form Options ................................................................ 3-40Screen 4: Quotation ...................................................................... 3-41Screen 5: Disclaimers ................................................................... 3-42

Ship To File .............................................................................................. 3-43

Ship Via File .............................................................................................3-45

Chapter 4: Beginning and End of Day Procedures ........................................ 4-1

Beginning of Day Procedures ....................................................................4-3

End of Day Procedure ................................................................................4-5

Chapter 5: Sales Orders ....................................................................................5-1

Overview .................................................................................................... 5-1Processing Steps for Sales Orders ................................................. 5-2Credit Approval ............................................................................... 5-3Order Entry Commands ..................................................................5-7Order Level Strip Menu ................................................................... 5-9User Log-on .................................................................................. 5-12


iii

Table of Contents

Entering a Sales Order - Order Level Screens ........................................ 5-13Order Header Screen for Sales Order ..........................................5-13Order Level Add-ons .....................................................................5-20Order Summary Screen for Sales Orders ..................................... 5-22Payment for Sales Orders ............................................................. 5-24Order Level Comments ................................................................. 5-27Commission .................................................................................. 5-28Order Status Screen .....................................................................5-30

Entering a Sales Order - Detail Lines ......................................................5-32Line Item Summary Screen........................................................... 5-33DOLLAR Listing of Items...............................................................5-34Item Info Screen ............................................................................ 5-35Detail Lines - Add-ons ................................................................... 5-40Detail Lines - Comments ...............................................................5-43Detail Lines - G/L Account ............................................................5-44Detail Lines - Status ...................................................................... 5-45

Other Order Entry Processes................................................................... 5-46Printing Sales Orders .................................................................... 5-46Releasing Sales Orders ................................................................ 5-47Canceling Sales Orders ................................................................ 5-48Reinstating Sales Orders .............................................................. 5-49Changing a Sales Order................................................................ 5-50Copying Sales Orders ................................................................... 5-53

Entering Sales Quotes ............................................................................. 5-58Important Facts about Entering Sales Quotes ..............................5-58Changing Sales Quotes to Sales Orders ......................................5-62

Crediting Sales Order Returns ................................................................. 5-64Order Header Screen .................................................................... 5-65Line Detail Screen ......................................................................... 5-67Add-On Screen ............................................................................. 5-68Comments Screen ........................................................................5-69Payment Screen............................................................................ 5-69Completing the Credit Order .........................................................5-70

iv

Table of Contents


Chapter 6: Point of Sale Orders .......................................................................6-1

Overview .................................................................................................... 6-1Processing Steps for P/O/S Orders ................................................6-2Structure of a P/O/S Order ..............................................................6-3Security Features for P/O/S Orders ................................................6-5Credit Approval for P/O/S Orders.................................................... 6-7Order Entry Commands ..................................................................6-8

Order Header Screen for P/O/S Orders .....................................................6-9

Line Items for P/O/S Orders .....................................................................6-14Reading Bar Codes for P/O/S Orders ........................................... 6-18Add-ons for P/O/S Order Lines ..................................................... 6-19Comments for P/O/S Order Lines ................................................. 6-22G/L Accounts for P/O/S Order Lines .............................................6-23Status of P/O/S Order Lines.......................................................... 6-24

Order Level Add-ons ................................................................................ 6-25

Payment ...................................................................................................6-28

Print Pick List for P/O/S Orders ...............................................................6-30

Invoices and Receipts for P/O/S Orders .................................................. 6-30

Crediting P/O/S Order Returns ................................................................ 6-32

Chapter 7: Job Orders .......................................................................................7-1

Overview of Job Orders .............................................................................7-1Processing Steps ............................................................................ 7-2Structure of a Job Order ..................................................................7-3User Log-on ....................................................................................7-6Credit Approval ............................................................................... 7-7Crediting Job Order Returns ...........................................................7-7Order Entry Commands ..................................................................7-8

Entering a Job Order - Order Level Screens .............................................7-9Order Header Screen for Job Orders .............................................. 7-9Order Level Add-ons .....................................................................7-15Order Level Comments ................................................................. 7-18Job Order Status Screen...............................................................7-19


v

Table of Contents

Line Items for Job Orders ........................................................................7-21Item Information ............................................................................ 7-22Add-ons for Job Order Lines .........................................................7-26Comments for Job Order Lines ..................................................... 7-29G/L Accounts for Job Order Lines ................................................. 7-30Status for Job Order Lines ............................................................7-32

Job Status Information for Job Orders ..................................................... 7-33Job Details - Summary Screen ..................................................... 7-34Job Detail - Item Screen................................................................ 7-35Summary Screens for Job Orders................................................. 7-37Creating a Job from a Job Order ...................................................7-39Updating a Job from a Job Order .................................................. 7-41

Other Order Entry Processes................................................................... 7-43Printing Job Orders ....................................................................... 7-43Releasing Job Orders ................................................................... 7-44Copying Job Orders ...................................................................... 7-45Canceling Job Order Information .................................................. 7-47Reinstating Job Orders ................................................................. 7-49

Entering Job Quotes ................................................................................ 7-50

Chapter 8: Picking, Shipping and Invoicing.................................................... 8-1

Overview .................................................................................................... 8-1Sales Orders - Picking/Shipping/Invoicing Steps ............................8-4Job Orders - Picking/Shipping/Invoicing Steps ...............................8-6Point of Sale Orders - Picking/Shipping/Invoicing ...........................8-7Credit Orders - Picking/Shipping/Invoicing ......................................8-7

Releasing an Order ....................................................................................8-8Automatically Release Sales Orders ...............................................8-9Using Release during Order Entry ................................................8-10Releasing Orders through Picking/Shipping/Invoicing Menu ........8-11Updating an Order after Release .................................................. 8-14

Picking an Order ...................................................................................... 8-15Print Picking Lists .......................................................................... 8-16Enter/Maintain Picking Data .......................................................... 8-20Enter Picking Data using Select Item ............................................ 8-22

Shipping an Order ....................................................................................8-24Special Information for Job Orders ............................................... 8-24

vi

Table of Contents


Strip Menu Options for Enter/Maintain Shipping Data ..................8-25Enter Shipping Data Using Select Item ......................................... 8-28Process Shipment ......................................................................... 8-30Partial Shipment ............................................................................ 8-32Packing Lists .................................................................................8-33Bills of Lading ................................................................................ 8-34Void Ship Data ..............................................................................8-37

Invoicing ...................................................................................................8-38

Chapter 9: Inventory Commitments and Backorders..................................... 9-1

SOP’s Effect on Inventory Commitments ...................................................9-1

Processing Backorders ..............................................................................9-2Entering a Purchase Order for an SOP Order ................................9-3Entering a Purchase Order for Inventory ........................................ 9-7Manipulating Inventory to Fill an Order ......................................... 9-10

Uncommit an Order Line .......................................................................... 9-11

Fill Inventory Backorders ......................................................................... 9-12

Releasing Backorders ..............................................................................9-13

Processing Drop Shipments .................................................................... 9-14Entering Drop Shipments on an Order ..........................................9-15Identify Drop Shipments on the Backorders Report ...................... 9-16Enter Purchase Order for Drop Shipment ..................................... 9-17Enter P/O Receipts ....................................................................... 9-19Post P/O Receipts for Drop Shipment........................................... 9-20Print Invoice for Drop Shipment .................................................... 9-20

Chapter 10: Other Processes ......................................................................... 10-1

Enter/Maintain Cash Drawer .................................................................... 10-3Open Cash Drawer ....................................................................... 10-5Close Cash Drawer ....................................................................... 10-7Show Cash Drawers .....................................................................10-9

Credit Approval Password ...................................................................... 10-10Obtaining a Credit Approval Password ....................................... 10-11Entering Credit Approval on the Order ........................................ 10-12If Credit Approval is not Available ............................................... 10-13


vii

Table of Contents

Purge Menu ........................................................................................... 10-14Purge Invoices ............................................................................ 10-15Purge Orders ............................................................................... 10-18

Chapter 11: Reports and Inquiries ................................................................. 11-1

Overview .................................................................................................. 11-1

Inquiries ................................................................................................... 11-2Inventory Status ............................................................................ 11-3Open Orders By Customer Inquiry ................................................11-7Open Orders By Item Inquiry ........................................................ 11-8Order History Inquiry .....................................................................11-9Order Inquiry ............................................................................... 11-11Shipment Inquiry ......................................................................... 11-12

Reports .................................................................................................. 11-13Output Options for Reports ......................................................... 11-14Backorders Report ...................................................................... 11-16Date Promised Report ................................................................. 11-18Inventory Price Listing ................................................................. 11-20Order Overrides Report ............................................................... 11-22Order Status Report .................................................................... 11-24Outstanding Quote Report .......................................................... 11-28Pricing Exceptions Report ........................................................... 11-30Sales Analysis - Items ................................................................. 11-32Sales Analysis - Invoices ............................................................ 11-34Sales Analysis - Monthly ............................................................. 11-36Sales Rep Commissions Report ................................................. 11-38Shipment Report ......................................................................... 11-40Shippable Backorders Report ..................................................... 11-42User-defined Reports .................................................................. 11-44Report Package .......................................................................... 11-45Show Requested Reports Status ................................................ 11-46Generate Foreground Reports .................................................... 11-48

viii

Table of Contents


Appendices

Appendix A: Field Size Chart

Appendix B: Screen Pointers

Appendix C: SOP Schematic Flow Diagram

Appendix D: Divisional Accounts in SOP

Appendix E: SOP Organization Chart

Index

Comment Form


Introduction ................................................................. 1-1Using this Manual ............................................... 1-1Features of COINS Sales Order Processing

Module .......................................................... 1-4Integration with Other COINS Software ............. 1-8Signing On to SOP ............................................. 1-9Basic Commands ............................................... 1-11Using the Keyboard ............................................ 1-13

Chapter 1: Introduction

Contents


1 - 1

Introduction

Chapter 1

Introduction

Many COINS users have supply operations in addition totheir other business operations. The COINS Sales OrderProcessing Module has been designed to enable users toefficiently handle all phases of sales order and order process-ing, including:

• Entering, pricing, and maintaining quotes and salesorders

• Picking functions

• Shipping functions

• Invoice production

• Sales analysis

• Commission reporting

The SOP Module is designed for use by mechanical contrac-tors and other contractors with counter sales or phone ordersales. It handles material and contract (job related) salesorders, as well as Point of Sale functions.

Using this Manual The first chapter, the Introduction, provides an overview ofthe SOP Module. The individual chapters provide detailedinformation about how the module works.

How the Book is Organized

The Sales Order Processing Manual is divided into 11 chap-ters that discuss the system’s features and functions in detail.Use the detailed Index and the Table of Contents to “zero in”on a specific topic. Appendices, an index for the entiremanual, and a comment form complete the manual. Theindividual chapters review the following items:

Chapter 1 Introduction

Features of the Sales Order Processing Module, inte-gration with the rest of COINS, signing on, layout ofSOP screens and menus, and using the keyboard.

Chapter 1

1 - 2

Introduction


Chapter 2 Tailoring and Start-up

Completing the SOP tailoring screens. Initial file mainte-nance and processing is also included.

Chapter 3 File Maintenance

Setting up the files and codes that you will refer to through-out the Sales Order Processing Module.

Chapter 4 Beginning and End of Day

Using the Beginning of Day and End of Day menu selec-tions to control transaction and fiscal dates, update COINSfiles, and change the manager’s approval password.

Chapter 5 Sales Orders

Entering standard sales orders. Includes detailed informa-tion about each order record component, and an overview ofthe processing steps required for standard orders.

Chapter 6 Point of Sale Orders

Entering Point of Sale (Over the Counter) sales, includingdetailed information on the order record components and anoverview of the processing steps required for these P/O/Sorders.

Chapter 7 Job Orders

Entering job quotes and job orders, including detailedinformation on the order record components and an over-view of the processing steps required for entering job ordersand converting them to Job Status jobs.

Chapter 8 Picking, Shipping, Invoicing

Using the options on the Picking/Shipping/Invoicing Menuto release an order, print pick lists, packing slips, and billsof lading, ship orders and print invoices.

Chapter 9 Inventory Commitments & Backorders

Discusses the Uncommit an Order Line and Fill InventoryBackorders options on the SOP menu.


1 - 3

Introduction

Chapter 1

Chapter 10 Other Process

Creating and maintaining cash drawers. Obtainingcredit approval passwords. Purging history for SOPinvoices and orders.

Chapter 11 Reports and Inquiries

Using the standard SOP reports and inquiries to getinformation out of SOP for analysis. Includes inquiryand report descriptions, with samples of the informa-tion provided by each.

Conventions Used in This Manual

This manual uses several typographical conventions to helpyou easily distinguish field names and system messages fromthe entries you must make.

• A screen name or an option on the SOP menu willappear in this font type .

• Any specific characters that must be entered intoCOINS to complete a screen or transaction willappear in bold type.

• The field names explained following sample screenswill also appear in bold type.

• An order’s status will be capitalized, such as Openor Closed.

Using This Manual

Like most computer software, COINS uses many acronymsand abbreviations for screens and modules. These terms aredefined in the text after their first use, and also in AppendixF, “Terms Used In This Manual.”

Shaker suggests you write your own notes and remindersregarding your COINS software directly in this document.We have provided wide left margins for just this purpose.

Chapter 1

1 - 4

Introduction


Features ofCOINS Sales

Order ProcessingModule

The COINS Sales Order Processing Module (SOP) handlesmaterial and contract (job related) sales orders, as well asPoint of Sale functions. See Appendix C, “Sales Order Sche-matic Flow Diagram” for an illustration of the module’s de-sign.

The illustration shows the normal steps for processing a salesorder. Prior to running the End of Day process, you canreverse the processing one step at a time.

Steps in Processing a Sales Order

Enter Order

Release Order

Enter Picking Data

Enter Shipping Data

Print Invoice

Print Pick List(s)

End of Day Processing

Void Shipping Data(returns order to its previous, preshipped status)

Under certain conditions, you may Void Shipping Data for an order that has been invoiced. COINS will warn that the invoicehas already been printed.

Unpick All Items (returns Picked Qtyfor all items in the release to 0)

Cancel Release(cancels the specified releases (pick numbers)for the order. All releases for an order must be canceled if you want to update line items.)


1 - 5

Introduction

Chapter 1

The Sales Order Processing Module provides the followingfeatures:

Order Processing

SOP handles all material sales orders, including specialtyorder types such as credit memos, quotations, point of saleorders, and job orders.

Sales Order entry includes add, change, cancel, copy, printand inquiry functions. When entering or editing an order,you can enter additional charges, comments, etc., to an orderline through order level and order detail windows. Thesewindows also provide inventory and status informationpertinent to the order taking process.

Point of Sale (over the counter) sales are retail sales madedirectly to a customer for items that are in stock at the show-room. Payment typically occurs at the time of the sale. On asecondary screen, you enter payment type and amount ofreceipt for cash receipts, for posting to Accounts Receivable atthe end of the day.

Job orders are orders that will become jobs. Upon comple-tion of the order, SOP will automatically create the JobStatus job and cost code information. For job orders, COINSallows the entry of all the types of costs used in your JobStatus module, according to the cost categories established inJ/S tailoring (e.g., labor, materials, subcontracts).

Credit orders are a convenient way to process items re-turned from a sales order.

Recurring or common orders are easily copied and main-tained with the use of the strip menus.

Backorders are established during order entry for sales andjob orders when an insufficient quantity is available in inven-tory for a given order.

Quotations are entered in the same manner as sales ordersor job orders, using special order types (QS or QJ). When

Chapter 1

1 - 6

Introduction


customers call for price quotes, you can use the Order Headerand Order Detail screens to retrieve prices for verbal quotes.If the quote becomes an order, use the conversion process tocreate the order from the quote. Existing orders can also becopied to a quote.

Picking/Shipping

SOP provides complete picking and shipping processes, includ-ing multiple ship-to addresses, drop shipments, and real timeinventory adjustments, along with the printing of necessaryshipping documents.

In the case of Job orders, COINS will automatically transferinventory to jobs for costing and billing purposes.

The Picking step is optional. It is used to “pick” inventoryfrom one location to another, for example to a “staging area.”SOP will print the Pick Lists for released orders based on theorder’s scheduled release date. Using these lists, you canenter quantities picked into the system, immediately transfer-ring the inventory to the staging location. When the order isshipped, the quantity information will already be available.

On the shipping entry screen, you will enter the number ofcartons being shipped and their weight and print the packingslips. If Picking for this order has not already been done, youwill enter the quantities prepared for shipment. If SOP istailored to allow it, invoices can also be printed at this time.

Picking and shipping screens and programs are not necessaryfor Point of Sale orders, which are assumed to be shippedwhen closed.

Invoicing

SOP allows payment for non-job orders by cash, credit card,check, A/R credit or COD. For A/R credit payments, thesystem can also handle cash, check or credit card depositsagainst the order total.


1 - 7

Introduction

Chapter 1

The system produces complete customer invoices for salesorders, credit orders and P/O/S orders, either immediately orin batches. Job orders update the Job Status module; thebillings will be handled through your normal job billingpractices.

All invoice-related postings will occur simultaneously in theSales Order Processing and Accounts Receivable Modules.

SOP’s flexible pricing structure includes special prices andpromotional discounts that can be easily tracked and applied.

Sales Analysis

Monthly sales information is easily obtained and analyzedthrough the use of several SOP reports.

Sales information is kept for each sales representative. Com-missions can be tabulated several different ways. Salesbudgets are kept by month and year and are easily set-up andmaintained for ease of analysis against actual sales.

Chapter 1

1 - 8

Introduction


Integration withOther COINS

Software

SOP is integrated with the Accounts Receivable, PO/Inven-tory, and Job Status modules.

Diagram Showing Relationships between the COINS SalesOrder Processing Module and Other COINS Modules

1. If tailored to allow job orders, SOP will update theJob Status module with job, phase and cost codedetails from SOP job orders, including the creationof cost budgets and revenue contracts and the up-dating of committed costs for the items ordered forthe job.

Production Tracking

Consolidated Financials

Scheduling(by Others)

BillingJob

StatusEquipment

HumanResources

Payroll

General

Ledger

PurchaseOrder/

Inventory

AccountsReceivable

ServiceManagement

Fixed Assets(by Others)

AccountsPayable

CAD(by others)

SalesOrder

Processing

rev. 8/12/96

Contract Administration & Document Tracking

Requisition-ing

Estimating

Future


1 - 9

Introduction

Chapter 1

2. SHAKER is currently designing a RequisitioningModule to be tied into the SOP module.

3. SOP transactions are closely tied into PO/Inventoryfiles. The Item File is shared by both modules.Inventory adjustments and transfers occur in realtime.

4. The End of Day procedure in SOP updates AccountsReceivable with posted invoice and receipt informa-tion. It also updates the A/R balances for customers,so that up-to-date information is available for creditlimit checking.

5. A system enhancement is currently being consideredto enable a link between the Estimating and SOPmodules.

Signing On to SOP Signing into the Sales Order Processing Module involves foursimple steps.

1. Choose the Accounting Activity

The COINS Activity Selection Menu is displayedimmediately after the Copyright/ Proprietary RightsNotice screen. You can use this menu to access Ac-counting, Estimating, and other COINS programs andfunctions. Choose option # 1, Accounting, to use any ofthe COINS Accounting modules (including SOP).

2. Enter your Company Number

Enter the number of the accounting company you wishto use. After a brief pause, the COINS version numberwill display. This version number is important whencontacting Shaker Client Support, since informationand procedures may vary between versions.

3. Enter User ID

After a moment, another screen will display. Enteryour User ID and optional password here. Once yourUser ID has been accepted, the COINS Master Menuwill display.

Chapter 1

1 - 10

Introduction


If this is a Point-of-Sale terminal, you would use the P/O/S User ID rather than a personal User ID to sign intoCOINS. The P/O/S User ID normally has securityaccess only to the Enter Sales Order menu selection.Users will enter their own User IDs as they go into thisfunction.

4. Select Sales Order Processing Module

You will now see the COINS Main Menu. Choose theAccounting module that you wish to use. In this case,choose the Sales Order Processing option. You willsee a main menu similar to the one illustrated on thenext page.

Main Menu

08/06/96 C O I N S SCI 76c1 CO 7 12 —————— Sales Order Processing Menu —————— | | | 1. Enter/Maintain Orders | | 2. Picking/Shipping/Invoicing Menu | | ——————————————————————————————————— | | 3. Beginning of Day Procedure | | 4. Credit Approval Password | | 5. End of Day Procedure | | 6. Enter/Maintain Cash Drawer | | 7. File Maintenance Menu | | 8. Fill Inventory Backorders | | 9. Inquiry Menu | | 10. Purge Menu | | 11. Reports Menu | | 12. Uncommit An Order Line | | X. Exit | | | —————————————————————————————————————————


1 - 11

Introduction

Chapter 1

Basic Commands On the first screen in a file, the strip menu includes basicoptions such as Add, Change, Delete, Print, Show, and Exit.Additional selections are available on some menus. Select thefunction that you want by entering the first letter of thecommand (for example, A for Add), or use your arrow keys toselect the desired option.

Some of the most common commands are:

Add

Use this command to add new records to a file. Thesystem will prompt you for data to identify this record.This is the “key” by which you will reference the item.Complete each screen according to the instructionsprovided in this manual.

Browse

Use this command to show complete records one at atime, in detail. Use your Arrow, Home, End, Page-upand Page-down keys to move through all the records inthe file and zero in on the desired record(s).

Change

This command changes an existing record. You canzero in on the desired record in several ways. Ingeneral, you can change all but the “key” fields on ascreen.

Delete

Use this command to delete an existing record from afile. Note: Be careful when deleting records, so thatyou do not delete a code referenced in another file.

Exit

Use this command to leave this screen and return tothe previous one. You can also use the Exit Key onyour terminal (normally F4) to leave a screen. If youare not at the strip menu, the data you entered may belost.

Chapter 1

1 - 12

Introduction


Maint

When using the DOLLAR key to view records for a fileor function, the MAINT command will allow you to addmissing information to the file. You will see this com-mand if you type a slash ( / )while on the DOLLAR keylisting.

Print

Use this command to list the records in a file. You cansend the report to a printer or display it on your screen.

Search

This command locates a specific record in the listdisplayed. If the records in the file are currently sortedby code, you would enter the desired code. In manyfiles, you can resort the list by description, and thensearch by description instead. (Other sort options maybe available in some files.)

Show

Use this command to list the records in a file on yourscreen.

Sort

Use this command to change the order in which theitems in this File are displayed. When you enter SORT,the valid sort options for that file will display.


1 - 13

Introduction

Chapter 1

Using theKeyboard

Since COINS runs on such a wide variety of equipment, thismanual discusses the use of the keyboard in general terms.Shown below is a typical 101-key keyboard; your equipmentmay differ from this. On this particular board, the functionkeys (F1 through F16) are lined up across the top. Theremay be fewer function keys on some keyboards, or theirplacement may vary. The most important keys used in theCOINS system are described on the pages that follow.

Keyboard

Legend:

1 F1, Go

2 F2, Help

3 F3, Insert

4 F4, End/Error

5 F5, Normal DOLLAR Key

6 F8, to clear field

7 RETURN

8 Arrow keys

9 Screen pointer key (period)

Chapter 1

1 - 14

Introduction


1. Go, F1

This key signals the system that one function has beencompleted and you are ready to start another one. Thekey will bring you to the next screen or group of fieldswhile saving whatever information you have entered onthe present screen to that point.

If used while entering data on a screen, F1 will takeyou to the next section of fields or to the next screen. Ifpressed while at a strip menu, the highlighted optionwill be selected. In many situations, the F1 key has thesame effect as the [RETURN] key.

2. Help key, F2

This is the COINS default Help key. During CompanyTailoring, the System Administrator chose what type ofHelp the F2 key will invoke. Two types of Help areavailable from the system:

On-line Context-Sensitive Help: To view COINS Helptext based on the position of the cursor when the HELPfunction is invoked. This function will not be imme-diately available for SOP screens.

File Maintenance / Inquiry Help: To access File Main-tenance or Inquiry screens without losing data fromyour current transaction. (Make sure you use F4 toexit the File Maintenance Help menu, or any changesyou made to the files will be lost.)

The F2 key will bring up only one type of Help; set upa Hot Key for the other type.

3. Insert key, F3

Use this key to toggle the “Insert” function on and offfor the position before the cursor.

4. End/Error key, F4

This key lets you leave the current screen withoutsaving any data you may have just entered. It is usefulif you made an error while entering data in a previousscreen or section of fields. You can also use it to backout through a series of menus.


1 - 15

Introduction

Chapter 1

5. Default DOLLAR key, F5

Note: F5 is the system default for the DOLLAR key. If it isnot supported by your equipment, you can redefine thiskey. See the System Overview Manual for furtherinformation.

The DOLLAR feature in COINS lets you scroll througha list of records and select one to use in the currenttransaction. It is available for any field flagged by anasterisk. For example, if you use the DOLLAR keyfrom a field requesting a G/L Account number, you willsee a numerical listing of the G/L accounts.

The DOLLAR utility uses strip menus to allow search-ing and sorting through the information. Press theslash key to bring this menu up at the bottom of thefile listing.

MAINT

You will have access to the File Maintenance file usedfor this listing. For example, you will be able to add aG/L account if the appropriate one does not alreadyexist.

SEARCH

COINS will prompt you for the value you want, e.g.,Enter Account Number to Search for: _______ ..... Youcan enter any number, and the display will begin withthat number.

SORT

COINS will ask how you want this information to besorted on your screen, for example by Account Numberor Account Description . The entries will appear inalpha-numeric order.

EXIT

Use the EXIT command or the F4 key to leave thislisting.

Chapter 1

1 - 16

Introduction


6. Clear Field key, F8

Use the F8 key to clear data in the field where thecursor is currently located, for example to clear the fieldso you can correct a typing error.

Note: To clear a date field, enter a question mark (?) inthe field instead of using F8. However, do not use thistechnique in any other numeric field.

7. RETURN key

When entering data on a screen, use the [RETURN] keyto move in sequence through the fields. (On someequipment, this key may correspond to the <ENTER>key.)

The question Data Correct (Y/N) appears throughoutthe system. It lets you verify information on one screenbefore proceeding to the next one. When you see thisquestion, you can use [RETURN] to accept the defaultresponse, or type a different answer and then press[RETURN].

8. Arrow keys

Use the arrow keys on your keyboard to select optionsfrom a menu screen or strip menu. You can also usethis key to move the cursor back to a previously com-pleted field.

9. Screen pointer key

Use the Period (.) key at any menu to use a screenpointer – either a screen pointer number as provided bythe system (e.g., 3.1) or your own screen pointer ID(e.g., BIWKS). You set up these ID’s through ScreenPointer File Maintenance, as described in Appendix B(Screen Pointers).


Tailoring and Start-up ................................................. 2-1Before Tailoring SOP ......................................... 2-1Purchase Order/Inventory Tailoring ................... 2-2SOP Tailoring ..................................................... 2-4

General Information for SOP ................................ 2-5DOLLAR Lookup Options ..................................... 2-10Order Taking Information ..................................... 2-12Picking/Shipping/Invoicing Information ................ 2-16Print Control for SOP Documents ........................ 2-18Selling Location File Maintenance Contacts ........ 2-20Job Orders ............................................................ 2-21

Special Utilities ................................................... 2-22User ID Definition ............................................... 2-23Initial File Maintenance....................................... 2-24

Chapter 2: Tailoring & Startup

Contents


2 - 1

Tailoring and Start-up

Chapter 2


Before TailoringSOP

Before you start up the COINS Sales Order Processing (SOP)Module, review the decisions you have made about how theCOINS system will operate for you, particularly options thatdirectly affect the SOP Module. This includes tailoring deci-sions made for other modules, as well as basic file mainte-nance, as described below.

Company Tailoring

Cash Accounting is not compatible with SOP. The com-pany database must be tailored to use Accrual Accounting.

General Ledger

• Tailor the General Ledger module.

• You must also set up your Chart of Accounts in theG/L Account File before tailoring any other module.SOP tailoring will require valid numbers for SalesAccount and Cost of Goods Sold Account.

Purchase Order/Inventory

• Tailor Purchase Order/Inventory. SOP requires thatyour PO/Inventory module be tailored to use severalspecific features, as specified in the next section.

• Set up at least one code in the Ship Via File, to use inSOP tailoring as the Default Ship Via code.

Accounts Receivable

• Tailor Accounts Receivable.

• Set up at least one code in the A/R Credit Rating File,to use in SOP tailoring as the Default Credit Rat-ing.

• If you have existing information in the A/R SalesRep File or Freight Codes File, you must run aprogram from the Special Utilities menu to verifydata before you can start SOP processing. See theSpecial Utilities discussion near the end of thischapter for more information.

Chapter 2

2 - 2



Job Status

SOP has start-up requirements for Job Status only when SOPwill be used for job orders.

• Tailor the Job Status module.

• Set up cost and revenue event types in the Cost/Revenue Event Type File for use by SOP when itcreates jobs from orders.

Purchase Order/InventoryTailoring

In order to use SOP, two features must be turned on in PO/Inventory tailoring:

1. You must use Inventory Quantities.

2. You must enter inventory adjustments and transfersin real time.

PO/Inventory tailoring was reorganized in order to accommo-date these functions. The new tailoring screen is shown hereand the changed fields are highlighted:

Purchase Order/Inventory Tailoring

08/27/96 PO/IN Tailoring SCI 76c1 CO 7 ————————————————————————————————————————————————————————————————— |Use Inventory Quantities (Y/N): Y | |Automatically Generate Bar Code Numbers In Item F/M (Y/N): N | |Use Item Price Levels (Y/N): Y | |Enter Inventory Adjustments & Transfers in Real Time (Y/N): Y | |Calculate Quantity on Hand when entering transfers (Y/N): Y | |Default in standard cost on adjustment/transfer entry (Y/N): Y | |Validate Received By during Receipts Entry (Y/N): N | |Use Batches (Y/N): N | | Use Batch Security (Y/N): N | | Set Batch to User ID (Y/N): N | | Reuse Batch Numbers (Y/N): N | —————————————————————————————————————————————————————————————————


2 - 3


Chapter 2

Field Definitions

Use Inventory Quantities

To use SOP, you must set PO/Inventory to use Inven-tory Quantities, so respond Y to this prompt.

Automatically Generate Bar Code Numbers In ItemF/M

You can use this option to automatically assign barcode numbers as you add items to the Item File. Onthe Cross-Ref screen in Item F/M, COINS will supply asequential bar code number if you respond Y in the BarCode field.

Enter Inventory Adjustments & Transfers in RealTime

Respond Y to this prompt, since SOP requires thatinventory adjustments and transfers occur in real time.

If data entry has begun in the PO/Inventory module,post any unposted adjustments and transfers beforeswitching this setting.

Calculate Quantity on Hand when entering trans-fers

COINS forces this response to Y. Since Enter Inven-tory Adjustments & Transfers in Real Time is Y, thecalculation of Quantity on Hand during the entry oftransfers is not optional.

Chapter 2

2 - 4



SOP Tailoring Use SOP tailoring to configure the module to meet yourcompany’s needs. You will enter general information, alongwith order entry defaults, contact labels for selling locations,and Job Status cross reference information.

To get to the SOP tailoring screens:

1. Select System Utilities from the COINS MasterMenu.

2. Select Module Tailoring from the System Utilitiesmenu.

3. Select Sales Order Processing from the ModuleTailoring menu.

There are six SOP tailoring screens:

Screen 1 General Information for SOP

Screen 2 Order Taking Information

Screen 3 Picking, Shipping and Invoicing Information

Screen 4 Print Control for SOP Documents

Screen 5 Contact Titles for Selling Location F/M

Screen 6 Job Order Information


2 - 5


Chapter 2

General Informationfor SOP

The first tailoring screen establishes general information forthe Sales Order Processing Module.

SOP Tailoring - Screen 1

Field Definitions

Sales AccountCost of Goods Sold Account

Enter the default Sales Account and Cost of Goods SoldAccount for SOP orders. There are two sets of G/Lentries for SOP orders.

1. When an order is shipped, COINS creates inventoryadjustment records. Instead of using the normal P/OInventory Adjustments account, COINS debits Cost ofGoods Sold and credits Inventory.

2. When End of Day is run, COINS debits AccountsReceivable and credits Sales.

The account numbers set in SOP tailoring default tonew entries in the Order Class File and the G/L Divi-sion File.

11/01/96 S/O/P Tailoring SCI 76c1 CO 7

———————————————————————————————— Screen 1 of 6 —————————————————————————————————| || Sales Account* 370010000 Allow Payment Type|| Cost of Goods Sold Account* 765000000 Cash: Y || Post Transactions to G/L (Y/N): Y Check: Y || Post Transactions to A/R (Y/N): Y Credit Card: Y || Standard Output Form: file A/R Credit: Y || Divisional Accounts (Y/N): N COD (Y/N): Y || Use Profit Centers in Order Class F/M (Y/N): N || Use Average or Standard Inventory Cost (A/S): A || Check Credit Ratings (Y/N): N || Age A/R Invoices by Invoice or Due Date (I/D): I || Allow ‘Job’ Orders (Y/N): Y || Bypass Initial Strip Menu in Order DOLLAR Lookup (Y/N): N || Prefill Sales Rep Subset in Order DOLLAR Lookup (Y/N): N || Prefill Selling Loc Subset in Order DOLLAR Lookup (Y/N): N || Prefill Selling Loc Subset in Pick# DOLLAR Lookup (Y/N): N || Custom Item DOLLAR Lookup for S/O Lines: |————————————————————————————————————————————————————————————————————————————————

Chapter 2

2 - 6



Post Transactions to G/LPost Transactions to A/R

Specify whether SOP transactions should automaticallypost to the COINS General Ledger and Accounts Receivablemodules. Posting in SOP is an automatic process thatoccurs when you run the End of Day procedure.

If you want to add historical sales order information to thesystem, you may wish to leave the Post to flags set to Nuntil all old information has been entered. This preventsalteration to information in other modules and files untilthe flags are changed.

Standard Output Form

Enter the default form type for SOP reports. If yourcompany employs user-specific output forms, the outputform set for the User ID takes priority over the module’sform.

You will use the Selling Location File for the output formsand print control information for SOP documents (Orders,Quotes, Pick Lists, Pack Lists, Bills of Lading and Invoices).

Divisional Accounts

Respond Y here if you want SOP to take the Sales Accountand Cost of Goods Sold Account for an order from theDivision File when you enter a division on an order’s headerscreen. See Appendix D - Divisional Accounts in SOP - fordetailed information regarding how this works.

If you respond N, the accounts for an order will come fromthe order class. You can enter a division on the orderheader screen, but it will be informational only.

Use Profit Centers in Order Class

This question applies only to clients who use the G/L Divi-sion File and who have three–character division codes,where the first character represents the division and thelast two characters represent the profit center. This tailor-ing option can facilitate placing the proper division code ona given SOP order.


2 - 7


Chapter 2

If you respond Y to this option, Order Class F/M willprompt for a number (0 to 99) for the profit center. Duringsales order entry, COINS will replace the last two charac-ters in the Selling Location’s division with the order class’sprofit center to arrive at the appropriate division for theorder.

• If using divisional accounts — the revised division num-ber will be the source for the Sales account and the Cost ofGoods Sold account.

• If not using divisional accounts — the order’s divisionwill be updated for informational purposes. The Sales andCost of Goods accounts will continue to come from the orderclass.

If you respond N to this option, you will not have access tothe Profit Center field in the Order Class File and none ofthe profit center logic will apply.

Use Average or Standard Inventory Cost

Indicate whether COINS should use the average or stan-dard inventory cost as the item cost.

A Average cost = Value of Inventory on Hand / Quantity onHand

S Standard cost is the unit cost specified in the Item File.

Check Credit Ratings

When an SOP order has A/R credit as its payment type,COINS checks the customer’s credit limit against its agedreceivables balance. Using Check Credit Rating, thesystem can also compare the customer’s credit rating’sAllowable Percentage of Credit Limit against thecustomer’s aged receivable balances. See the discussion ofthe Credit Rating File for details.

If A/R Credit is not an allowed payment type, COINS willnever check the credit rating.

Age A/R Invoices by Invoice or Due Date

If you are using the Check Credit Rating feature, it isimportant to indicate how the invoices are to be aged. Ifyou don’t use Check Credit Rating, COINS only uses thecustomer’s total A/R balance.

Chapter 2

2 - 8



Your choice of invoice or due date will affect the aging daysused in the Credit Rating File, and how the aging balancesare kept by the system. Illustrations 1 and 2 show thedifferent treatment of the aging days specified in A/Rtailoring as (defined as 30, 60 and 90.)

Illustration 1: Credit Rating F/M if Aging Invoices by DueDate

Illustration 2: Credit Rating F/M if Aging Invoices byInvoice Date

08/27/96 Credit Rating F/M SCI 76c1 CO 7 Add .1

———————————————————————————————————— | Customer Credit Rating* TIER-1 | ———————————————————————————————————— ——————————————————————————————————————————————— | Description: TIER 1 | | | | [— SALES ORDER PROCESSING —] | | | | A/R Aging Allowable Percentage | | Days of Credit Limit | | | | Current 100.000 | | 1 - 30 100.000 | | 31 - 60 75.000 | | > 60 50.000 | ———————————————————————————————————————————————

08/27/96 Credit Rating F/M SCI 76c1 CO 7 Add .1

———————————————————————————————————— | Customer Credit Rating* TIER-1 | ———————————————————————————————————— ——————————————————————————————————————————————— | Description: TIER 1 | | | | [— SALES ORDER PROCESSING —] | | | | A/R Aging Allowable Percentage | | Days of Credit Limit | | | | Current 100.000 | | 31 - 60 100.000 | | 61 - 90 75.000 | | > 90 50.000 | ———————————————————————————————————————————————


2 - 9


Chapter 2

Allow ‘Job’ Orders

A job order is a special type of order that automaticallycreates a Job Status job from the order entry process. IfAllow Job Orders is N, an SOP user will not be able toenter a J or QJ order.

Allow Payment Type

The Allow Payment Types fields allow you to set defaultpayment types for the company. This screen lists the typesof payments that SOP can allow.

Name Type Code

Cash CA

Check CK

Credit Card CC

A/R Credit CR

COD COD

If a code is not enabled here, you will not be able to use itfor any transaction within SOP.

Individual customers can be restricted to one of the allowedtypes of payments. However, CA, CK, CC and COD areinterchangeable. For example, if you assigned CA as thepayment type for a specific customer, you will be able tochange the payment method to CC or CK during orderentry. You would not be able to use CR for that customer.

Chapter 2

2 - 10



DOLLAR LookupOptions

The enhancements to the DOLLAR utility in SOP will helpyou wade through the large quantities of data entered in thismodule. The improvements include a Subset capability forlookups of SOP order numbers and pick numbers, plus severalSOP tailoring options, discussed on the next page.

Subset for Order and Pick Numbers

The Subset capability is available wherever order numbersare used. The Order listing Subset dialog box is shown below;the box for Pick numbers is similar, with no Sales Rep option.

Subset Screen

DOLLAR Options in SOP Tailoring

The first SOP tailoring screen includes four questions tocontrol the information shown on DOLLAR (F5) displays inSOP.

Note: The Bypass and Prefill options in SOP tailoring applyonly to DOLLAR lookups within the SOP module.

Bypass Initial Strip Menu in Order DOLLAR Lookup

When you are in a function that allows access to quota-tions (e.g., Enter/Maintain Orders), COINS includes anoptional initial strip menu to restrict the DOLLARlookups to Orders (S, J, P and C orders), Quotes (QSand QJ orders) or else to use All.

————————————————————————————— Sales Order Listing ——————————————————————————————| Bill To Order Ord || Order # Custome ——————————————— Subset ———————————————— Date Type Stat|| ———————— ——————— | Starting Selling Location: LATHAM | ———————— ———— ————|| 6 GE | Ending Selling Location: LATHAM | 08/06/96 S MA || 5 ABC | Starting Sales Rep: HOUSE | 08/06/96 S MA || 4 ABC | Ending Sales Rep: HOUSE | 08/06/96 S MA || 3 NYSDOT | Orders/Quotes/All (O/Q/A): O | 08/06/96 S MA |+ 2 GE | Open/Closed/All (O/C/A): O | 08/06/96 S MA |——————————————————— ——————————————————————————————————————— ————————————————————


2 - 11


Chapter 2

If you don’t need to distinguish between the two formsof entries, respond Y to this prompt. You will neversee the Orders Quotes All strip menu.

Prefill Sales Rep Subset in Order DOLLAR LookupPrefill Selling Loc Subset in Order DOLLAR LookupPrefill Selling Loc Subset in Pick# DOLLAR Lookup

The Prefill options allow COINS to automaticallyrestrict the orders/Pick Lists retrieved on a DOLLARlookup screen by certain criteria, without your havingto enter subset information every time you use theDOLLAR key.

The Sales Rep field is used only for order numberlookups. If you are in the Enter/Maintain Ordersfunction, COINS will look at the Order Entry User ID.If there is a corresponding sales rep, it will be used forthe subset. At other places in the system, COINS willlook for the sales rep corresponding to the login UserID. If you logged in with the P/O/S user ID or no validsales rep can be determined, the Starting/Ending SalesRep fields will not be prefilled.

When prefilling the selling location, COINS will look atthe default selling location established for the loginUser ID.

Custom Item DOLLAR Lookup when entering S/OLines

If applicable, enter the Progress program name for thecustom DOLLAR lookup program for order items thatyou want COINS to use when you are entering salesorder lines.

Chapter 2

2 - 12



Order TakingInformation

On the next tailoring screen, you enter the defaults for orderentry. Their purpose is to help users get the order in asquickly and efficiently as possible.


Field Definitions

Default Point of Sale Payment Type

Point of sale orders (type P) are over-the-counter sales.Payment and delivery normally occur as the order istaken. For default payment type, you may wish to useCA (Cash), CK (Check) or CC (Credit Card).

Default Sales Order Payment Type

Sales Orders (type S) are typically do not involve imme-diate cash transactions. For example, they may be overthe phone or by fax. As the default payment type, youmay wish to use CC (Credit Card), CR (A/R Credit) orCOD.

Default Credit Rating

The default credit rating will be used on orders if thecustomer’s credit rating field is blank or the creditrating code is not on file. This code must be established


———————————————————————————————— Screen 2 of 6 ————————————————————————————————| ORDER TAKING INFORMATION || Default Point of Sale Payment Type: CA || Default Sales Order Payment Type: CR || Default Credit Rating* A1 || Default Ship Via* UP || Default Sales Rep based on User Id or Customer F/M (U/C): U || Show Accounts Receivable Information (Y/N): N || Credit Approval Req. if over Credit Rating Allowable % (Y/N): N || Password Required for Credit Memos (Y/N): Y || Allow Add-ons for Point of Sale Orders (Y/N): N || Automatically Access the Order Level Add-ons || when adding a non-P/O/S Order (Y/N): Y || Maximum Order Level Merchandise Gross Profit % Change: 10.00 || Use Quote Sections (Y/N): Y || Allow Access to an Item’s Unit Cost when entering a Quote (Y/N): N || Require a Cash Drawer Location for all payments (Y/N): N || Default Tax Exempt # on Sales Orders to Tax ID # from Customer F/M: N |———————————————————————————————————————————————————————————————————————————————


2 - 13


Chapter 2

in the A/R Credit Rating File before tailoring SOP.

Default Ship Via

The default Ship Via specified in tailoring will be used onorders only if there is no other Ship Via information avail-able. The Customer and Ship To entered on the order willsupersede the tailoring information. This code must beestablished in the PO/Inventory Ship Via File beforetailoring SOP.

Default Sales Rep based on User Id or Customer F/M

Specify whether the Sales Reps for SOP orders will bebased on the User ID or on the preferred Sales Rep speci-fied for the customer in the Customer File.

U If based on User ID, a Sales Rep code must be identical to theUser ID. Set up a code in the Sales Rep File for each User IDthat takes orders.

C If based on Customer F/M, the sales rep will default to eachorder after you enter the customer. If no sales rep is speci-fied in the Customer File, no sales rep will default to theorder and you must specify the sales rep yourself.

Show Accounts Receivable Information

Specify whether or not the A/R information for the cus-tomer should automatically display during order entry.

Credit Approval Req. if over Credit Rating Allowable %

This field is accessible if SOP is tailored to check creditratings.

N SOP will display a warning message for each line entered forthe order, but will allow processing to continue without entryof a credit approval password.

Y If the customer has exceeded one of its credit rating’s Allow-able %, the order will be given the status MA. Processing ofthe order (e.g., release or shipment) cannot occur until aCredit Approval Password has been created and entered forthe order.

If SOP tailoring requires credit approval, print the OrderOverrides Report daily to identify outstanding ordersthat require approval.

Chapter 2

2 - 14



Password Required for Credit Memos

Indicate whether credit memos (type C orders) require acredit approval password.

Y While entering a credit memo, you must enter the appropriatecredit approval password for that order before you may accessthe detail lines. A manager will use the Credit ApprovalPassword screen to obtain the password as soon as the ordernumber has been assigned to the credit memo.

N Passwords will not be used for credit memos.

Allow Add-ons for Point of Sale Orders

This field refers to the order-level add-on screen. In eithercase, you may add line level Add-ons to a P/O/S order byusing the Options flag on the detail lines.

Y The order level add-on screen will always appear when youadd a P/O/S order.

N The order level add-on screen will never appear for P/O/Sorders.

Automatically Access the Order Level Add-ons whenadding a non-P/O/S Order

For non-P/O/S orders, order-level add-ons are accessiblethrough the strip menu. In addition, if you respond Y tothis tailoring prompt, COINS will automatically open theAdd-ons screen for each order.

Maximum Order Level Gross Profit % Change

This field lets you give your sales representatives certainlatitude to change an order’s gross profit (on its Summaryscreen). If the gross profit change for a given order exceedsthe percentage specified in tailoring, the order’s statusautomatically becomes MA. The Manager’s ApprovalPassword set in Beginning of Day must be enteredbefore the order can be processed.

The Gross Profit % of an order is computed as follows:

Gross Profit = Selling Price - Cost

Gross Profit % = Gross Profit ÷ Selling price


2 - 15


Chapter 2

Use Quote Sections

Your response to this question is used for QS and QJorders, the two quotation order types.

If you respond Y, COINS will prompt for a section numberand description as you enter the detail lines for an order.This will allow your printed quotes and proposals to beorganized and subtotaled by section. There are also op-tions on some reports to sort by quote section.

Allow Access to an Item’s Unit Cost when entering aQuote

Normally, a user cannot change the Unit Cost for items onorder detail lines. SOP uses the Average or Standard unitcost as specified earlier on the first SOP tailoring screen.

A Y response in this field gives users the ability to overridethe unit costs of items entered on Sales Quotes (type QSorders) or Job Quotes (type QJ orders).

Require a Cash Drawer Location for all payments

Respond Y if a cash drawer location must be entered for allpayments received for an order, including deposits. Allpayments will then appear on a Cash Drawer Report.

Default Tax Exempt # on Sales Orders to Tax ID # fromCustomer F/M

In certain states, tax-exempt customers use their TaxIdentification Number as their Tax Exempt Number. Thistailoring flag may be useful if this applies to the areaswhere you do business.

Y The Tax Exempt # on tax exempt orders will default from theTax ID number in the Customer File.

N This is the default response. No value will default to the TaxExempt field on the order.

Chapter 2

2 - 16



Picking/Shipping/Invoicing Information

The information you enter on this tailoring screen will controlcertain aspects of picking, shipping and invoicing.


Field Definitions

Automatically Release Sales Orders

An order must be released before any picking or ship-ping can occur for it.

Y SOP will automatically release sales orders (type S)when you finish entering the order.

N You will control the release of orders individually, usingthe order-level Release option or the Release anOrder option on the Picking/Shipping/Invoicing menu.

Sort and Page Break Pick List By Inventory Loca-tion

By default, pick lists are sorted by Line number. Wheninventory locations are physically separate, it may bemore efficient to print separate pages for each locationso that different people may be picking for the sameorder.

Print Pick List for P/O/S Orders

P/O/S orders normally do not require a separate pickingstep. Change this flag to Y if you want to occasionallydo picking for a P/O/S order, for example when itemsmust be obtained from a warehouse.


———————————————————————————— Screen 3 of 6 ————————————————————————————— | | | PICKING/SHIPPING/INVOICING INFORMATION | | | | Automatically Release (S)ales Orders (Y/N): N | | Sort and Page Break Pick List By Inventory Location (Y/N): N | | Print Pick List for P/O/S Orders (Y/N): Y | | Add Freight when Entering Shipping Data (Y/N): N | | Always Print an Invoice for P/O/S and Credit Orders (Y/N): Y | | Print A/R Credit Invoices when Entering Shipping Data (Y/N): N | | Invoice No. Leading Char - By Sell Loc/Order Class/None (S/O/N): S | | | ————————————————————————————————————————————————————————————————————————


2 - 17


Chapter 2

Add Freight when Entering Shipping Data

A Y response to this option causes freight-related questionsto appear in the miscellaneous data box that appears onProcess Shipping Data screen.

Always Print an Invoice for P/O/S and Credit Orders

Y You will no longer see the Print Invoice (Y/N) questionwhen you complete a P/O/S or credit order. You may wish touse this feature in conjunction with the "Bypass Questions"field for invoices in the Selling Location File so that the formswill automatically print.

N The question "Print Invoice" will appear.

Print A/R Credit Invoices when Entering Shipping Data

Respond Y if you want the ability to print individual in-voices for A/R credit sales orders as you finish entering theshipping data.

If you respond N, the Print Invoice option within Enter/Maintain Shipping Data will be inaccessible. Use the PrintInvoices option on the Picking/Shipping/Invoicing menu toprint all invoices for S orders.

Invoice No. Leading Character - By Sell Loc/Order Class/None

Use this option to print an identifying character at thebeginning of each invoice number. Choose one of the follow-ing as the source for all invoice numbers generated by SOP:

S Selling Location

O Order Class

N No leading character

If you specify S or O, set up your Selling Locations or OrderClasses accordingly.

Note: The leading character is part of the invoice numberfor posting to Accounts Receivable, since remittance fromthe customer is likely to refer to the entire invoice number.

Chapter 2

2 - 18



On this tailoring screen, you enter information that controlsprinted output from SOP, namely orders, quotes, pick lists,pack lists, bills of lading and invoices.


Field Definitions

For each type of SOP document, supply the requested infor-mation.

Print NamePrint Address and Phone

Specify the source of the name and address to beprinted on the document.

N None

C Company Tailoring

S Selling Location F/M

When using preprinted stationery or forms, you wouldnormally respond N to these flags.

Print Control for SOPDocuments


—————————————————————————— Screen 4 of 6 —————————————————————————— | ORDER QUOTE PICK LIST | | | | Print Name: N N N | | Print Address and Phone: N N N | | Double Space Items: N N N | | Print Program: | | # Days Lead Time: 0 | | | | PACK LIST B.O.L. INVOICE | | | | Print Name: N N | | Print Address and Phone: N N | | Double Space Items: N N | | Include All Items: N N | | Print Program: | ———————————————————————————————————————————————————————————————————


2 - 19


Chapter 2

Double Space Items

Indicate whether the items listed on these documentsshould be double spaced. Double spacing improves thelegibility of most documents but also uses more paper.

Include All Items

This question applies to Pack Lists and Invoices. Ifyou respond Y, the document will include the detail ofall the items on the order. If you respond N, only itemsfor the release will appear on the document.

Print Program

If you have a custom print program for one of theseSOP documents, specify it here. When you enter aprogram name here, COINS will use it instead of itsstandard print program for that type of document.

# Days Lead Time

Specify the lead time for the printing of pick lists, i.e.,the number of days in advance of the scheduled shipdate (not including Saturdays and Sundays) that youwill normally print the pick list. This will determinethe Starting/Ending Schedule Ship Dates that willdefault to the Print Pick Lists screen.

Chapter 2

2 - 20



Selling Location FileMaintenance

Contacts

This screen allows you to specify up to ten “contact labels” or“titles” that you can use in the Selling Location File tocollect contact names and phone numbers.


Field Definitions

Title 1 through 10

The labels will appear on the Selling Location F/MContacts screen as shown:


——————————————— Screen 5 of 6 ——————————————— | | | SELLING LOCATION FILE MAINTENANCE CONTACTS| | | | Title 1: Branch Manager | | Title 2: Accounts Payable Clerk | | Title 3: Accounts Receivable Clerk | | Title 4: Sales Manager | | Title 5: | | Title 6: Billing Clerk | | Title 7: Service Manager | | Title 8: | | Title 9: | | Title 10: | | | —————————————————————————————————————————————

08/27/96 S/O/P - Selling Location F/M SCI 76c1 CO 7 Change 12.7.12.2 —————————————————————————————— | Selling Location* LATHAM | —————————————————————————————————————————————————————————————————————————————————————————————————————————————| Contact Name Phone Ext. || || Branch Manager: RICHARD RANDALL 518-555-9999 || Accounts Payable Clerk: TONI BIRCH 518-555-9900 123 || Accounts Receivable Clerk: TONI BIRCH 518-555-9900 123 || Sales Manager: MAYA GILLETTE 518-555-9900 111 || || Billing Clerk: || Service Manager: || || || || |———————————————————————————————————————————————————————————————————————————————


2 - 21


Chapter 2

Job Orders If the first SOP tailoring screen is set to allow job orders, thisscreen will appear at the end of SOP tailoring. If you are notusing job orders, the screen will display but no entries will beallowed.


Field Definitions

J/S Material Cost Category

Identify the cost category you defined in the Job Statusmodule to represent costs for materials. When a joborder is entered, COINS will use this cost category tomap SOP costs to the J/S cost category for materials.

Default Cost Event Type to use when Updating J/SDefault Revenue Event Type to use when Updating

J/S

Specify the default event types for COINS to use whencreating cost budgets and revenue contracts from joborders. These event types must have been previouslydefined in the J/S Cost/Revenue Event Type File.

Allow changes to Items and Add-ons after J/S isupdated

Use this field to prevent changes to items and add-onsfor a job order once the job has been created or updatedin Job Status.


———————————————————————————— Screen 6 of 6 ———————————————————————————— | | | [—————————————————————————— JOB ORDERS ———————————————————————————]| | | | J/S Material Cost Category: MA | | Default Cost Event Type to use when Updating J/S* BID | | Default Revenue Event Type to use when Updating J/S* BID | | Allow changes to Items and Add—ons after J/S is updated (Y/N): Y | | | ———————————————————————————————————————————————————————————————————————

Chapter 2

2 - 22



Special Utilities SOP will sometimes be tailored after a client already has dataentered in master files that are shared with SOP. In the caseof the Sales Rep File and Freight Codes File, fields that werenot visible before SOP tailoring become required fields.

At the end of tailoring, COINS will warn that you must run aprocess on the Special Utilities menu in order to process inSOP. This should be done while in close contact withSHAKER Support.

If you use divisional accounts for SOP, you should also checkthe entries in the Division File. Add the SOP accounts to thedivisions you will use for sales orders. (The Division File isnot specifically checked when you run this special utility.)


2 - 23


Chapter 2

User ID Definition Two types of User IDs can be set up for the Sales OrderProcessing Module - P/O/S users and individual users.

Note: The definition and maintenance of COINS User IDs isa System Administrator function. Full details are availablein the System Overview Manual.

P/O/S User ID

The System Administrator should set up Point of Sale usersto access only the Enter/Maintain Orders screen. Enter/Maintain Orders will normally be the only function this IDcan access.

The P/O/S User ID will be used to sign into COINS andactivate the point-of-sale terminal, then an individual UserID will be used to get into order entry.

Individual User ID

The System Administrator will set up the security and accessprivileges for this type of ID as determined by the individualuser’s needs. For example:

• A user who only enters orders may have securityaccess only to Enter/Maintain Orders.

• A user might need access only to picking and ship-ping functions.

• A manager needs broader system access, includingthe Beginning of Day and End of Day procedures.

Chapter 2

2 - 24



Initial FileMaintenance

Before beginning to enter and process orders, you need to set upthe file maintenance information required by the Sale OrderProcessing Module. SHAKER recommends that you establish thestart-up information in your SOP files in the order describedbelow.

File Special Notes (if any)

Item File Shared with the PO/Inventory and ServiceManagement modules. No previous require-ments in SOP.

Order Class File --

Ship Via File Shared with the PO/Inventory module. Noprevious requirements in SOP.

Credit Rating File Shared with A/R. Complete the SOP-onlyfields.

Sales Rep File Shared with the A/R and Service Manage-ment modules. Complete the SOP-only fields.

Customer File Shared with the A/R and Billing modules.Complete the SOP-only fields.

Bill To File --

Ship To File --

Sales Budget File --

Selling Location File You must first set up Bank and Tax Jurisdic-tion (A/R) and Inventory Location (PO/Inventory). Also has an option to use Divi-sion (set up in G/L)

Price Matrix File If using inventory location as part of the pricematrix, you must first set up InventoryLocation (in PO/Inventory).

The following SOP files can be set up in any order.


Add-ons File --

Comments File --

Freight Terms File Shared with the PO/Inventory module.


File Maintenance ......................................................... 3-1Setup Order ........................................................ 3-2Add-on File ......................................................... 3-3Bill To File ........................................................... 3-6Comments File ................................................... 3-7Credit Rating File ................................................ 3-9Customer File ..................................................... 3-11

Screen 1: General Information ............................ 3-11Screen 2: G/L Accounts, Shipping, SOP

Information ..................................................... 3-15Freight Terms File .............................................. 3-18Item File .............................................................. 3-19

Screen 1: Item Information .................................. 3-19Screen 2: Miscellaneous Information .................. 3-24Screen 3: Cross References ............................... 3-25Screen 4: Price Levels ........................................ 3-27

Order Class File ................................................. 3-28Price Matrix File .................................................. 3-30Sales Budget File ............................................... 3-33Sales Rep File .................................................... 3-34Selling Location File ........................................... 3-36

Screen 1: General Information ............................. 3-36Screen 2: Contacts ............................................... 3-39Screen 3: Form Options ....................................... 3-40Screen 4: Quotation ............................................. 3-41Screen 5: Disclaimers .......................................... 3-42

Ship To File ........................................................ 3-43Ship Via File ....................................................... 3-45

Chapter 3: File Maintenance

Contents


3 - 1

File Maintenance

Chapter 3

File Maintenance

Before beginning to enter and process orders, you need to setup the file maintenance information required by the SaleOrder Processing Module. You should finish tailoring yourother COINS modules first.

To maintain the master files in the SOP Module:

1. Select Sales Order Processing Module from theCOINS Master Menu.

2. Select File Maintenance from the SOP menu.

3. Select the desired file from the SOP File Mainte-nance Menu.

File Maintenance Menu

In this chapter, the various files on the SOP File Mainte-nance menu are discussed in alphabetical order, as theyappear on the menu.

Note: Some of these files are shared with other modules. If aCOINS user does not use Sales Order Processing, most SOP-only fields will not be visible.

08/28/96 C O I N S SCI 76c1 CO 7 12.7 Sales Order Processing

————————————————————— File Maintenance Menu —————————————————————— | | | 1. Add-ons File 9. Price Matrix File | | 2. Bill To File 10. Sales Budget File | | 3. Comments File 11. Sales Rep File | | 4. Credit Rating File 12. Selling Location File | | 5. Customer File 13. Ship To File | | 6. Freight Terms File 14. Ship Via File | | 7. Item File X. Exit | | 8. Order Class File | | | ——————————————————————————————————————————————————————————————————

Chapter 3

3 - 2

File Maintenance


Setup Order SHAKER recommends that you establish the start-up informa-tion in your SOP files in the order described below. The Notescolumn lists other prerequisites, such as file maintenancerequirements in other modules.


Item File Shared with the PO/Inventory and ServiceManagement modules. No previousrequirements in SOP.

Order Class File --

Ship Via File Shared with the PO/Inventory module.No previous requirements in SOP.

Credit Rating File Shared with A/R. Complete the SOP-onlyfields.

Sales Rep File Shared with the A/R and Service Manage-ment modules. Complete the SOP-onlyfields.

Customer File Shared with the A/R and Billing modules.Complete the SOP-only fields.

Bill To File --

Ship To File --

Sales Budget File --

Selling Location File You must first set up Bank and TaxJurisdiction (A/R) and Inventory Location(PO/Inventory). Also has option to useDivision (set up in G/L)

Price Matrix File If using inventory location as part of theprice matrix, you must first set up Inven-tory Location (in PO/Inventory).

The following SOP files can be set up in any order.


Add-ons File --

Comments File --

Freight Terms File Shared with the PO/Inventory module


3 - 3

File Maintenance

Chapter 3

Add-on File The Add-on File is used to set up additional charges that can beplaced on orders, such as freight surcharges, restocking fees, orset up fees. Add-ons can also be a negative amount or percent,to offer a selective or discretionary discount.

Add-on F/M

Field Definitions

Add-On Code

Enter a code to uniquely identify this add-on charge.

Description

Enter a brief description to further identify this add-on forreports and screens.

Order or Line Level

An add-on must be specified as either an order level or aline level add-on. COINS will only allow an order leveladd-on to be used at the order level, and a line level add-on to be used at the line item level. The same codecan’t be used as both an order level add-on and aline level add-on.

Print as Separate Line

Add-ons usually print as individual lines on an order, so

08/28/96 S/O/P - Add-On File F/M SCI 76c1 CO 7 Add 12.7.1.1 ————————————————————————— | Add-On Code* EXPRESS | —————————————————————————————————————————————————————————————————————————————————————————————————————————| Description: EXPRESS HANDLING FEE || Order or Line Level (O/L): O Normal Phase: || Print as Separate Line (Y/N): Y Normal Cost Code: || Sales Account* 370010000 J/S Cost Category: OC || Taxable (Y/N): N Commissionable (Y/N): N || Add-On Type (F/M/O): O || Calculation Type (R/F/P): F || || SELLING PRICE COST || Basis (Q/N): Rate/Qty: 0.000 0.000 || Flat Amount: 25.00 3.55 || Percentage: 0.000 0.000 |————————————————————————————————————————————————————————————————————————————————

Chapter 3

3 - 4

File Maintenance


the default is Y. If you respond N, this add-on will belumped with any other non-separate add-ons on the invoice.Add-ons with the type of F (freight) will be totaled sepa-rately from other add-ons.

Sales Account

Specify the appropriate sales account for this add-on, forexample a freight account for a special freight add-on.Divisional and profit center accounts apply to add-on salesaccounts. See Appendix D for more information.

Taxable

Indicate whether this add-on is normally taxable. This willdefault to order entry.

Add-On Type

Indicate the general nature of this add-on by specifying anAdd-on Type, using one of the following codes.

F Freight. The add-on will be broken out separately from otheradd-ons. If it is not printed as a separate line (see above), itwill be included in the Freight amount on the invoice.

M Merchandise

O Other

At this time, the separate M and O types are informationalonly. Both are printed on the invoice as Other.

Calculation Type

Indicate the type of calculation that COINS will use todetermine the price of this add-on for a specific order.

R Rate per quantity. Valid only for line level add-ons.

F Flat amount

P Percentage

Normal PhaseNormal Cost Code

The Normal phase and cost code will be used when the add-on is added to a job order (J) or job quote (QJ). COINS willuse the phase and cost code to create or update the appro-priate Job Detail lines.


3 - 5

File Maintenance

Chapter 3

J/S Cost Category

The purpose of this field is to apply the add-on’s cost tothe appropriate J/S cost category when the add-on isused on a job order or job quote. The cost category youenter in Add-on F/M will default to the job order or jobquote.

Commissionable

Indicate whether this add-on will normally be includedin the portion of the order on which a commission willbe paid (the Commissionable Amount). The value set inthis field will default to SOP orders every time thisadd-on is used. See Chapter 5 for more information onOrder commissions.

Basis

This field applies only to Rate type add-ons. The basiscan be either Quantity Ordered (Q) or Net Weight (N).

Rate/Qty: Selling Price and Cost

If the Calculation Type is R, enter the selling price andcorresponding cost for this add-on. COINS will useeither the net weight or the order quantity to do thecalculation, according to the add-on’s definition.

Flat Amount: Selling Price and Cost

If the Calculation Type is F, enter the selling price andcorresponding cost for this add-on.

Percentage: Selling Price and Cost

If the Calculation Type is P, enter the percentage ofthe line price or order’s total price that COINS will useto arrive at the add-on’s value. Also enter a percentagevalue as the “cost” of the add-on.

Note: The cost information for each type of add-on (R, F or P)is used by the system to determine gross profit for add-ons inthe same manner as for merchandise. They need not beactual costs. Educated guesses or historical averages willnormally suffice.

Chapter 3

3 - 6

File Maintenance


Bill To File You will use the Bill To File to set up name and addressinformation for billing purposes. You can set up multiplerecords for a single customer, for example, if more than onelocation is responsible for bills.

Note: The order entry screen will not ask for a Bill To code ifthe Ship To code used on the order specifies the use of cus-tomer or shipping address as the bill address.

Bill To F/M

Field Definitions

Customer NumberBill To

If you use Bill To entries, you can set up multiplebilling addresses for a single customer by using aunique customer/bill to code for each one.

NameAddress, City, State, Zip CodeContactPhoneFax

Enter the billing name and address for this Bill Tocode. Also enter the name of the contact person at thisbilling address, along with that person’s telephone andfax numbers.

08/28/96 S/O/P - Bill To F/M SCI 76c1 CO 7 Add .1 ————————————————————————————— | Customer Number* HUDS | | Bill To* TROY | —————————————————————————————

———————————————————————————————————————————— | Name: HUDSON VALLEY AUTO CLUB | | Address: 514 CONGRESS STREET | | Address: | | City: TROY | | State: NY | | Zip Code: 12180 | | Contact: GLORIA RACHELINI | | Phone: 518-272-1111 | | Fax: 518-272-1119 | ————————————————————————————————————————————


3 - 7

File Maintenance

Chapter 3

Comments File You can use the Comment File to set up generic commentsto print on orders, packing slips, invoices, and/or on theBackorders Report. You can set up three kinds of comments -standard, order level and line level.

• Standard comments will print on any document ofthe specified type.

• During order entry, the user will select the appro-priate order and line level comments for the order.

Comments F/M

Field Definitions

Comment Code

Enter a code to uniquely identify this comment.

Comment Type

Indicate the type of comment represented by this code.The options are:

S Standard comment. This prints on documents as speci-fied in the next three fields. The S message type can beused for seasonal messages: set up one comment code,and change the text of the message as appropriate forthe season. Different standard messages may be set upfor each location.

08/28/96 S/O/P - Comment File F/M SCI 76c1 CO 7 Add 12.7.3.1 —————————————————————— | Comment Code* BK-1 | ——————————————————————

————————————————————————————————————————————————————————————————————————————— | Comment Type (S/O/L): L Print on Invoice (Y/N): N | | Print on Order/Quote (Y/N): Y Print on S/O/P Backorders Report (Y/N): Y | | Print on Pack List (Y/N): N Selling Location* ALL | ————————————————————————————————————————————————————————————————————————————— —————————————————————————————————————————————————————— | CANCEL THIS LINE IF BACKORDERED QUANTITY IS NOT | | AVAILABLE BY: | | MM/DD/YYYY | | | | | | | | More Text (Y/N): N | ——————————————————————————————————————————————————————

Chapter 3

3 - 8

File Maintenance


O Order level comment. Can be selected during order entryfor a specific order. Comments may be edited duringorder entry.

L Line level comment. Can be selected during order entryfor a specific order line. Comments may be edited duringorder entry.

Print on Order/QuotePrint on Pack ListPrint on Invoice

Indicate the type of SOP document on which the com-ment will appear. You must turn on at least one ofthese fields.

Print on S/O/P Backorders Report

The option of printing the comment on the SOPBackorders Report only applies to line-level commentcodes. This feature allows you to enter information forthe benefit of your purchasing agent without it printingon forms received by the customer.

Selling Location

This field is used only for standard comments (S type).If the comment applies to all locations, enter ALL inthis field.

In the lower box, type the text as you would like it to beprinted when this comment code is used for an order.


3 - 9

File Maintenance

Chapter 3

Credit Rating File The Credit Rating File is used to set up credit ratings thatwill be used for individual customers. The Credit Rating Fileis shared with the Accounts Receivable module. However,COINS clients who don’t have SOP will see only the code anddescription fields.

An SOP tailoring option (Credit Approval Req. if over CreditRating Allowable %) can require SOP to check the customer’scredit rating and aging information (i.e., overdue status) aseach A/R credit order is entered. (This is in addition to theautomatic check of the customer’s credit limit.) A warningmessage appears when a customer exceeds its credit limit orallowable percentage; credit approval is then required beforethe order can be filled.

See Chapter 5 for more information on SOP credit approvalfeatures.

Credit Rating F/M

Field Definitions

Customer Credit Rating

Enter a unique code for each credit rating.

08/28/96 Credit Rating F/M SCI 76c1 CO 7 Change .2

———————————————————————————————————— | Customer Credit Rating* TIER-1 | ———————————————————————————————————— ——————————————————————————————————————————————— | Description: TIER 1 | | | | [——— SALES ORDER PROCESSING ———] | | | | A/R Aging Allowable Percentage | | Days of Credit Limit | | | | Current 100.000 | | 31 — 60 100.000 | | 61 — 90 75.000 | | > 90 50.000 | ———————————————————————————————————————————————

Chapter 3

3 - 10

File Maintenance


Description

Enter a brief description to describe the credit rating,for example on DOLLAR key lists.

The remaining fields are used in SOP when it checks acustomer’s credit status during order entry.

A/R Aging DaysAllowable Percentage of Credit Limit

For each aging period that you set up in A/R tailoring,you can specify a different allowable percentage of thecustomer’s credit limit.


3 - 11

File Maintenance

Chapter 3

Customer File The Customer File contains information on your customers.This file is shared with other COINS modules, namely Ac-counts Receivable and Billing. Customer numbers are alsoreferenced in other files and modules, for example in the JobFile in J/S and the Service Site File in Service Management.

You should assign a customer number to any company, gov-ernment agency, or individual from whom you may expect toreceive orders. You can also set up a Miscellaneous customer.

Note: User ID definition for the Accounts Receivablemodule allows you to limit a user’s update capabilities inCustomer File Maintenance. See your System Administratorfor assistance.

Screen 1: GeneralInformation

Customer F/M - Screen 1

Field Definitions

Customer Number

Enter a code to identify this customer. When you aredeleting or changing a customer, you need only enterthe customer number and the customer’s information

08/28/96 Customer F/M SCI 76c1 CO 7 Add .1 —————————————————————————————— | Customer Number* HUDS | —————————————————————————————— —————————————————————————————————————————————————————————————————————————————— | Name: HUDSON VALLEY AUTO CLUB Annual Finance Chg Pct: 12.00 | | Address: 828 WASHINGTON AVENUE Taxable Status (S/C/N): S | | Address: Customer TIN: | | City: COLONIE Default Tax Juris* NYS—ALB | | State: NY Zip Code: 12203 Default Job Number* | | Phone: 518—555—1111 Credit Limit: 1900.00 | | Fax: Credit Rating* TIER—1 | | Contact: JAY SPOONER Print Statement (Y/N): Y | | Discount Type( /D/N): D Statement Cycle: 1 | | Discount Days: 10 Receive Dunning Messages: N | | Discount Percent: 2.00 Sales Rep* HOUSE | | Due Type( /D/N): N Customer Price Group: | | Due Days: 30 Misc Cust (Y/N): N | ——————————————————————————————————————————————————————————————————————————————

Chapter 3

3 - 12

File Maintenance


will be displayed on a screen similar to this one.

Name

Enter the full name for this customer, as you wouldwant to see it printed on labels and invoices.

AddressCityState, Zip CodePhoneFax

Enter the address and contact telephone numbers forthis customer. In some situations, the name and/oraddress from this screen will be used as the SOP ShipTo address. See the discussion of the Ship To fields onthe second Customer File screen.

Contact

Enter the name of your primary contact for this cus-tomer.

Discount TypeDiscount DaysDiscount Percent

Specify the sales discount information for this cus-tomer.

D The paid invoice must be received next month by the dayspecified in “discount days” in order to receive the dis-count.

N The paid invoice must be received within the specifiednumber of days from the invoice date.

Due TypeDue Days

Specify the “payment due” information for this cus-tomer.

D Payment is due next month by the date specified in DueDays. If not received by then, finance charges will startaccruing.

N Payment must be received within the number of days


3 - 13

File Maintenance

Chapter 3

from the invoice date specified in the Due Days field. Ifnot received by then, finance charges will start accruing.

Annual Finance Charge Percent

The annual finance charge percentage determines thefinance charge that you will charge this customer foroverdue amounts. It will default from A/R tailoring,but you can change it for an individual customer.

Taxable Status (S/C/N)

Indicates the tax status of the customer.

S Tax due based on the amount of sale (i.e., sales tax);this is the default.

C Tax due based on the cost of the goods (i.e., use tax).

N Not taxable.

Customer TIN

Enter the customer’s Tax Identification Number. Thisis primarily for your information. However, SOPtailoring includes an option to use the Customer TINas the Tax Exempt number for non-taxable sales.

Default Tax Jurisdiction

Enter the default tax jurisdiction for this customer, foruse on non-P/O/S orders. However, the tax jurisdictionfrom a Ship To code will take precedence over theCustomer File information.

If the customer is exempt from sales tax, use the tax-exempt code established in the Tax Jurisdiction File.

Default Job Number

This field is not used by SOP. In Accounts Receivable,the job number entered here will default to the A/Rinvoice entry screen when this customer number isentered.

Credit LimitCredit Rating

Enter the customer’s credit limit and the appropriateCredit Rating code. The system will warn you if the

Chapter 3

3 - 14

File Maintenance


credit rating code is not on file, but COINS will acceptthe code you enter here. The credit rating defaults toeach order; if no credit rating is entered for a customer,COINS will use the default credit rating specified inSOP tailoring.

Print StatementStatement CycleReceive Dunning Messages

These three questions relate to the printing of state-ments from Accounts Receivable.

If statements should be printed for the customer, entera statement cycle code. This will be used in the Ac-counts Receivable module to produce the statements.

Indicate, when appropriate, whether dunning messagesare to be printed on this customer’s statements.

Sales Rep

Specify the default sales representative for this cus-tomer. The customer’s sales rep may default to ordersentered in SOP, depending on whether SOP is tailoredto default the Sales Rep from the customer or the UserID.

Customer Price Group

If you use price groups to determine a price matrix foryour sales, enter the appropriate price group for thiscustomer.

Misc Cust

If you are setting up a record for a “Miscellaneous”customer, respond Y to Misc. and leave the addressfield blank. When you use this customer number for anorder in SOP, you must enter the appropriate Ship Toand Bill To names and addresses on the order headerscreen.

When a Misc customer is used for an SOP order,COINS will show the Bill To name from the orderanywhere the customer name would normally appear.


3 - 15

File Maintenance

Chapter 3

Screen 2: G/LAccounts, Shipping,

SOP Information

The second screen is used for G/L accounts, shipping informa-tion, and SOP-specific information.

Customer F/M - Screen 2

Field Definitions

A/R AccountRetainage AccountSales AccountFreight AccountAllowances AccountDiscount Account

Enter the G/L account numbers for the A/R, Retainage,Sales, Freight, Allowances and Discounts. This infor-mation will default from the account numbers enteredin A/R Tailoring, but you can change them.

Ship To Name, Address, City, State, and Zip Code

You can use these fields to enter specific Ship-to infor-mation for this customer.

• The name and address on this screen will be used as theshipping name and address for a sales order when noShip To code is entered for the order. (You will use theShip To file to set up specific locations that will take

08/28/96 Customer F/M SCI 76c1 CO 7 Add .1 —————————————————————————————— | Customer Number* HUDS | —————————————————————————————— —————————————————————————————————————————————————————————————————————————————— | A/R Account* 14000000 Ship To— | | Retainage Account* 14020000 Name: | | Sales Account* 371101000 Address 1: | | Freight Account* 371101000 Address 2: | | Allowances Acct* 371201000 City: | | Discount Account* 371401000 State: Zip Code: | —————————————————————————————————————————————————————————————————————————————— ———————————————————————————————————————————————————————————————————————— | [————————————————————— SALES ORDER PROCESSING —————————————————————] | | Cash Customer (Y/N): N Order Cutoff Date: | | Payment Type: | | P.O. Required for Sales Order (Y/N): N | | Item Price Level: 0 | | Ship Via* UP | ————————————————————————————————————————————————————————————————————————

Chapter 3

3 - 16

File Maintenance


precedence over the Customer File address when the cus-tomer has multiple locations.)

• If the name is blank on this screen, COINS will use thecustomer name from the first screen.

• If the Address 1 line is blank on this screen, COINS will usethe full address from the first screen.

The remaining fields are specific to the SOP Module. If SOP wasnot on your system, you wouldn’t see the bottom part of thisscreen.

Cash Customer

Any customer can be designated as a cash customer, includ-ing an A/R Misc customer. Designating a customer as acash customer has several ramifications on SOP processing:

• COINS will attempt to condense P and C orders by thiscustomer into a single A/R invoice record and correspondingreceipt. It will collapse the records together when they agreein selling location, customer number, sales representative,division and tax jurisdiction.

• Payment types on P and C orders for this customer will berestricted to CA (cash), CK (check) and CC (credit card), evenif you don’t enter CA as the customer payment type.

• If you want to restrict S orders to cash-only transactions,specify CA as the payment type in the next field. However, Sorders will not be collapsed.

Payment Type

Normally left blank. This can be used to force a particularpayment type for this customer. If there is a code in thisfield, COINS will restrict changes of payment type on thatcustomer’s order. You can only use codes “turned on” inSOP tailoring.

Name Type Code

Cash CA

Check CK

Credit Card CC

A/R Credit CR

COD COD


3 - 17

File Maintenance

Chapter 3

Note: CA, CK, CC, and COD are interchangeable. Forexample, if you assigned CA as the payment type for aspecific customer, you will be able to change the pay-ment method to CC during order entry. You would notbe able to use CR for that customer.

P.O. Required for Sales Order

Specify whether a purchase order is required for thiscustomer’s A/R credit orders. (P/Os are not requiredfor credit memos or quotes.)

Item Price Level

If you price materials with item price levels (in theItem File), specify the price level that applies to thiscustomer. Use zero (0) as the Item Price Level to usethe standard price for the item.

Ship Via

If a Ship Via code is entered for the customer, it willdefault to orders added for that customer in lieu of thedefault code set in SOP tailoring.

A Ship Via code from a Ship to entry will take prece-dence over the one in the Customer File.

Order Cutoff Date

This field will normally be blank. If you enter a datehere, SOP will not permit you to add, copy or reinstateorders (S, P, J or C) for this customer on or after thisdate.

COINS will allow you to add quotes (QS or QJ), but itwill warn you that the cutoff date has been reached. Itwill not allow quotes to be converted to orders.

Chapter 3

3 - 18

File Maintenance


Freight Terms File The information you establish in the Freight Terms Filerepresents “How Paid” information for freight charges. Ex-amples might include:

PP Freight prepaid

FI Freight included in line-level charges

PPAB Pre-pay and bill

The Freight Terms File is shared with the PO/Inventorymodule, but the Collect/Prepaid field is used by SOP only.

Freight Terms F/M

Field Definitions

Code

Enter a code to represent this freight type.

Description

Enter a brief description to identify this code on DOL-LAR screens and reports.

Collect or Prepaid

Does this freight code represent a prepaid amount, or isthis freight due upon delivery? This information willfill the proper box on the Bill of Lading.

08/28/96 Freight Terms F/M SCI 76c1 CO 7 Change 12.7.6.2

—————————————— | Code* COD | —————————————— ——————————————————————————————————————————————————————— | Description: CASH ON DELIVERY | | Collect or Prepaid (C/P): C | ———————————————————————————————————————————————————————


3 - 19

File Maintenance

Chapter 3

Item File The entries in the Item File represent the parts and materi-als that you sell or keep in inventory.

The Item File is shared with the PO/Inventory and ServiceManagement modules. Other modules also make use of codesestablished in the Item File; for example, the EquipmentModule uses the Item File for parts information.

When you enter the Item File, you will notice two commands(below) unique to this file. They are used for updating pricesin batches and for computerized pricing services. See thePO/Inventory Manual for details.

Batch C/P Update

Allows you to do a mass update of material costs orprices.

Pricing Services

Allows you to import price files from certain pricingservices.

Screen 1: ItemInformation

When you add or change an entry in the Item File, you willsee a screen similar to this:

Item F/M - Screen 1

08/28/96 Item F/M SCI 76c1 CO 7 Add 12.7.7.1 —————————————————————————— | Item* 01—391A | ——————————————————————————————————————————————————————————————————————————————————————————————————————————|Description: COAXIAL CABLE Unit Weight: 5.000 ||Alt Item* Normal Job* ||Product Line: CABLE Normal Phase* ||MFG Part #: Normal Cost Code* ||Class/Type Cd* Category: MA ||U.O.M: BOX Serialized (Y/N): N ||Standard Cost: 34.32000 Prc Grp: ST ||Other Cost: 0.00000 Phys Inv Freq: A ||Price: 50.800 Inventory Account* 28010000 ||Last Price Date: 05/09/96 Adjustment Acct* 762506000 ||Selling U.O.M: FT Negative Adj Acct* 762456000 ||Selling U.O.M. Conv: 0.050000 Fuel Type* |————————————————————————————————————————————————————————————————————————————————

Chapter 3

3 - 20

File Maintenance


Field Definitions

Item

Enter a unique code for each inventory item.

Description

Enter a brief description for the item. This description willidentify the item on orders, reports, DOLLAR screen dis-plays, etc.

If the item will be an SOP Misc Item, leave the descriptionblank. (See the discussion of the Misc Info screen for anexplanation of SOP Misc Item.)

Alt Item

You can use the Alt Item field to record an alternativeinventory item to use if you run out of this one. This isprimarily for your own information, although you canreference alternate items when setting up maintenancefunction assignments in the Equipment module.

Product Line

This is another piece of identifying information for the item.It is useful for doing a batch update of costs/prices.

MFG Part #

If this item has a manufacturer-specific part number, enterit in this field. This is one of the identifying pieces of infor-mation that will display when you do a DOLLAR lookup onthe item field.

Class/Type Cd

Specify the inventory type and class, using codes previouslyestablished in the Inventory Class and Inventory TypeFiles. Inventory class and inventory type allow you toorganize materials.

U.O.M.

Specify the unit of measure that applies to this item, forexample EA, FT, etc. These are user-maintained codes forthe quantity by which your firm purchases and stocks thisitem.


3 - 21

File Maintenance

Chapter 3

Standard CostOther Cost

Enter the appropriate cost information - standard cost andother cost. If appropriate, COINS will use the SellingU.O.M. and conversion factor for SOP orders to arrive atthe correct unit cost for an order.

Price

If your PO/Inventory Module is tailored to Use Item PriceLevels, the price information entered on the first Item F/Mscreen is supplemented by price levels entered on a laterItem F/M screen.

Last Price Date

This is the date that the item’s price was last updated.When price changes are entered manually, the user up-dates this field. For batch updates using Batch C/PUpdate or Pricing Services, COINS will insert theupdate date.

Selling U.O.M.

Leave this field blank if the selling unit of measure is thesame as the stocking unit of measure (U.O.M.). If the itemis sold by a unit of measure other than the one specifiedabove, enter it here.

Selling U.O.M. Conv

If a Selling U.O.M. has been entered, you must also enterthe conversion factor, so that COINS can pull the correctunit cost over to SOP orders. (No conversion of the unitprice takes place.)

For example, if the item is EGGS:

U.O.M. EA

Selling U.O.M. DZ

Conversion Factor 12

If you leave the Selling U.O.M. field blank, COINS will usethe value in the U.O.M. field on SOP orders.

Chapter 3

3 - 22

File Maintenance


Unit Weight

If applicable, specify the weight of each item, based onthe stocking unit of measure. Conversion of the weightwill occur automatically for orders.

Normal JobNormal PhaseNormal Cost Code

Optionally, enter the normal job, phase, and cost codefor this item.

If you enter data in all three of these fields, COINS willvalidate that the information is on file in the Job Statusmodule.

Note: Be careful about using the phase and cost codefields. When the item is used in SOP for a job order orjob quote (order types J and QJ), the item’s phase andcost code will be used to set up the Job Detail lines, withno opportunity to override them.

Category

Specify the appropriate J/S cost category for this item.Most items will use the J/S cost category you set up torepresent materials.

• For most types of orders, SOP will allow the entry only ofmaterial items.

• If this field is blank, SOP assumes that the item ismaterial.

• SOP will allow nonmaterial items to be entered on salesquotes and job quotes (order types QS and QJ). Forexample, you can use this feature to set up items forlabor. See Chapter 7 for more information.

Serialized

If this flag is Y, COINS will prompt for the item serialnumbers when you enter the shipping data for an SOPorder. The Pick List document will include lines forrecording serial numbers as items are picked.


3 - 23

File Maintenance

Chapter 3

Prc Grp

Assign this item to a user-defined price group. In SOP,this field will be useful for establishing price matrixinformation.

Price Groups are important for billing in the ServiceManagement module. They are also useful whenupdating prices through a batch process, since pricegroups can be used to group together items that havesimilar pricing schedules.

Phys Inv Freq

Indicates how frequently this item requires a physicalinventory. This is a user-determined code that thePhysical Inventory function of the PO/Inventory mod-ule will use.

Inventory AccountAdjustment AccountNegative Adj Account

Enter the inventory and adjustment accounts withwhich this item is associated. These account numberswill default from tailoring but can be changed here.

Fuel Type

If this item is a kind of fuel, indicate the fuel typeusing a code from the Equipment module.

Chapter 3

3 - 24

File Maintenance


Screen 2:Miscellaneous

Information

The second Item File screen is used to record other informa-tion about the item, such as reorder information. For thepurposes of SOP, notice the S/O/P Misc Item.

Item F/M - Screen 2

Field Definitions

Size

Indicate the size of the item for reorder purposes.

Reorder Point

Indicate the inventory level that should trigger thereordering of this item. For example, enter 25 in thisfield if you want the item to appear on the ReorderReport when the inventory quantity falls to 25.

Reorder Quant

This is the normal quantity used when reordering thisitem for inventory. When you print the Reorder Report,you can exclude items with a reorder quantity of 0.

Lead Time in Days

From past experience or vendor information, indicatehow long it normally takes to receive this item once ithas been ordered.

08/28/96 Item F/M SCI 76c1 CO 7 Add 12.7.7.1 —————————————————————————— | Item* 01—391A | —————————————————————————— ————————————— MISC INFO ————————————— |Size: | |Reorder Point: 25.000 | |Reorder Quant: 100.000 | |Lead Time in Days: 2.00 | |Minimum Order: 0.000 | |Prime Vendor* MAC | |S/O/P Misc Item (Y/N): N | —————————————————————————————————————


3 - 25

File Maintenance

Chapter 3

Minimum Order

If there is a minimum quantity for ordering this item,enter it here.

Prime Vendor

You may use this field to identify the vendor younormally use for this item.

S/O/P Misc Item

If the item is marked as an SOP Misc Item, you will beable to enter a description, UOM and Unit Cost for theitem during SOP order entry.

Screen 3: CrossReferences

The next screen allows you to set up Bar-code numbers andother cross references for this item.

Item F/M - Screen 3

Field Definitions

Cross-Ref

This field contains the bar code or other cross referencenumber for this item. A single Item File record may

08/28/96 Item F/M SCI 76c1 CO 7 Add 12.7.7.1 —————————————————————————— | Item* 01—391A | —————————————————————————— ———————————————————————————— | Cross—Ref Bar—code* | ——————————————— ————————— | PR9903455 Y | | | | | | | | | | | | | | | | | | | | | ————————————————————————————

Chapter 3

3 - 26

File Maintenance


have multiple bar codes and cross references.

There are three ways to get cross reference and barcode numbers into the Item File:

• Type in the cross reference numbers and bar codenumbers.

• Scan the item to enter a bar code in this field. Thebar code wand’s software will read the number andtransfer it to the Item Cross Reference screen.Press the <Return> key to save that line.

• Have COINS automatically generate the bar codenumber. Do this by setting PO/Inventory tailoringto automatically assign bar code numbers.

See Chapter 6 for a discussion of entering bar codenumbers for an order.

Bar-code

This screen can be used both for bar codes and for othertypes of cross reference codes for an item. Enter Y hereif the number is a bar code.


3 - 27

File Maintenance

Chapter 3

Screen 4: PriceLevels

If you tailored PO/Inventory to use price levels, anotherscreen will appear. Use it to enter up to 10 different pricelevels for this item. SOP takes prices from this screen accord-ing to the price level of the customer.

Item F/M - Screen 4

Field Definitions

Price Level Price

Enter a price for this item for each of the price levelsthat you use.

08/28/96 Item F/M SCI 76c1 CO 7 Add 12.7.7.1 —————————————————————————— | Item* 01—391A | —————————————————————————— ——— PRICE LEVELS ———— |[1] 57.0000 | |[2] 61.0000 | |[3] 65.0000 | |[4] 0.0000 | |[5] 0.0000 | |[6] 0.0000 | |[7] 0.0000 | |[8] 0.0000 | |[9] 0.0000 | |[10] 0.0000 | —————————————————————

Chapter 3

3 - 28

File Maintenance


Order Class File The Order Class File contains the order class codes thatcategorize your sales orders and determine the Sales Accountand the Cost of Goods Sold Account for the order lines. There-fore, the order classes must reflect the organization you havegiven your Sales and Cost of Goods accounts.

Order Class F/M

Field Definitions

Order Class

Enter a unique code to identify the order class.

Description

Enter a brief description to identify this order class onDOLLAR listings, reports, and other screens.

Leading Invoice Character

You can use the Order Class File to set up leadingcharacters for SOP invoices. It will be used for invoicesonly if SOP is tailored to derive the leading characterfrom the order class rather than the selling location.

Profit Center

COINS will prompt for the profit center only when SOPis tailored to use profit centers for order classes. Entera number from 0 to 99 to represent the profit center.

The profit center field will be used to arrive at theappropriate division for a given sales order. The use of

08/28/96 S/O/P — Order Class F/M SCI 76c1 CO 7 Change .2 ——————————————————— | Order Class* A | ———————————————————

—————————————————————————————————————————————————————————————————————— | Description: CLASS A | | Leading Invoice Character: A | | Profit Center: | | Default Sales Account* 370010000 | | Default Cost of Goods Sold Account* 765000000 | | Default Template Job* | ——————————————————————————————————————————————————————————————————————


3 - 29

File Maintenance

Chapter 3

this feature has several requirements, as listed below.See Appendix D, Divisional Accounts in SOP, fordetailed information on how this works in combinationwith divisional accounts.

• You must use three character division codes, where thelast two characters represent the profit center. If adivision code has fewer than three characters, no substi-tution will occur.

• You must set up order classes that reflect the variousprofit centers.

• You must enter a division code for each selling locationthat requires division/profit center accounting. If theselling location has no division, or if it uses a divisioncode with fewer than three characters, no substitutioncan occur.

During order entry:

• COINS will check the selling location for a three-charac-ter division code, and the order class for a profit center.

• If it finds both, COINS will change the division code byreplacing its second and third characters with the ProfitCenter from the order class.

• If you use divisional accounts for SOP, the new divisionnumber will determine the accounts for the order.

Default Sales Account

The Sales Account will default from SOP tailoring, butmay be changed as needed.

Default Cost of Goods Sold Account

The Cost of Goods Sold Account will default from SOPtailoring, but may be changed as needed.

Default Template Job

You can set a default template job, if this order classwill be used to enter job orders. You can set up mul-tiple order classes, with a different template job foreach.

Chapter 3

3 - 30

File Maintenance


Price Matrix File You can use the Price Matrix File to establish prices for partsand materials that are modifications of Item File prices. Youcan use this to set up pricing exceptions or promotional dis-counts.

COINS will check this file for special pricing whenever thePrice Break of the individual order equals Y (yes) on the orderheader screen. If no price break is to be given, the order takermust change Price Break to N (no). COINS uses weightedlogic to determine which of all applicable prices will apply fora given order line, with the most specific price used.

Price Matrix F/M

Field Definitions

Selling LocationItem Price GroupItem NumberInventory LocationItem Break QuantityCustomer Price GroupCustomerEffective Date

The Price Matrix File identifies unique records with acombination of these eight key fields. COINS tests theprice matrices applicable to a given order line, weightedin the order listed here, to determine the most specific

08/28/96 S/O/P — Price Matrix F/M SCI 76c1 CO 7 Add 12.7.9.1 ————————————————————————————————————————————————————————————————————————— | Selling Location* LATHAM LATHAM | | Item Price Group: AL (All Item Price Groups) | | Item Number* 01—391A COAXIAL CABLE | | Inventory Location* ALL (All Inventory Locations) | | Item Break Quantity: 100.000 | | Customer Price Group: AL (All Customer Price Groups) | | Customer* ALL (All Customers) | | Effective Date: 01/01/96 | ————————————————————————————————————————————————————————————————————————— —————————————————————————————————————————————————————————— | End Date: 12/31/96 | | Price or Price Adjustment (P/A): A | | Selling Price/Adjustment To Selling Price: 2.000 | | Adjustment Type (P/F): P | | Item Price Levels to Adjust: 0 to 10 | ——————————————————————————————————————————————————————————


3 - 31

File Maintenance

Chapter 3

applicable rate. The price record must also pass theend date test within the record itself.

The effective date represents the first day that thisprice record is in effect. It will remain in effect untilthe end date (specified in the body of the record) oruntil someone enters a price record with a later effec-tive date (with all other fields identical).

End Date

Indicate the ending date for this price offer. If the enddate is blank, the price is assumed to still be in effect.

Since the end date is not one of the key fields for aprice matrix record, you can change the date or fill it inat a later date without entering a new record.

Price or Price Adjustment

Indicate whether this record represents an actual price(P) or a price adjustment (A).

P A price will override the Item File price. COINS willtreat the amount you enter in the Selling Price/Ad-justment To Selling Price field as the actual price tobe charged.

A A price adjustment increases or decreases (if you enter anegative number) the Item File price by the amount orpercentage you enter in the Selling Price/AdjustmentTo Selling Price field.

Selling Price/Adjustment To Selling Price

Negative numbers reduce the price, positive numbersincrease the price.

If this record is defined as a Price, enter the price tobe charged in this field.

If this is a Price Adjustment, enter the adjustmentamount here. An adjustment amount may be either apositive or negative number and must be furtheridentified as a flat amount or percentage adjustment.

Chapter 3

3 - 32

File Maintenance


Adjustment Type

For price adjustments, specify whether the adjustmentis a flat amount or a percentage. This lets COINSknow how it should treat the amount in the previousfield.

F Flat amount. COINS will treat it as a dollar amount tobe added or subtracted from the item price.

P Percentage. COINS will treat this amount as a percent-age by which to increase or decrease the Item File price.

Item Price Levels to Adjust

If the record is for a price adjustment, you can selectthe price levels to be adjusted by entering the inclusiverange. COINS requires that the TO price level numberbe equal to or higher than the FROM price level.

You can reference price levels 0 (i.e., the standard priceon the first Item File screen) through 10. If your com-pany doesn’t use price levels, you would set up the itemprice levels to adjust as Level 0 to Level 0.


3 - 33

File Maintenance

Chapter 3

Sales Budget File The Sales Budget File holds the sales budgets establishedfor a sales representative, by order class for a specific fiscalyear. This allows you to analyze the performance of salesreps by comparing their invoices with their monthly salesbudgets. To do this, use the Sales Analysis Report - Monthlyand include budgets.

Sales Budget F/M

Field Definitions

Sales Rep

Enter the code for the sales representative to whomthis budget applies.

Order Class

Budgets must be entered for a specific order class.

Year End Fiscal Period

Sales budgets are entered on a fiscal year basis. Enterthe fiscal period end date for the last fiscal period ofthe year to which the budget applies.

Period 1, 2, …12

Separate budget amounts should be entered for everymonth. If your company has a thirteen period fiscalyear, the screen will allow the entry of budgets for allthirteen periods.

08/28/96 S/O/P — Sales Budget F/M SCI 76c1 CO 7 Add .1 ———————————————————————————————————— | Sales Rep* HOUSE | | Order Class* A | | Year End Fiscal Period: 12/31/96 | ————————————————————————————————————

————————————————————————————————————————————————— | Period 1: 1500 Period 7: 2000 | | Period 2: 1500 Period 8: 2000 | | Period 3: 1500 Period 9: 1000 | | Period 4: 3000 Period 10: 1000 | | Period 5: 3000 Period 11: 1000 | | Period 6: 3000 Period 12: 1000 | | | —————————————————————————————————————————————————

Chapter 3

3 - 34

File Maintenance


Sales Rep File Use the Sales Rep File to keep track of your sales people andtheir commission information. Sales Rep codes are usedthroughout COINS: in the J/S Job File, in Service Manage-ment, and when entering invoices in Billing.

This file is shared with the A/R and Service Managementmodules, but the information in the bottom part of the screenis used only by SOP.

Sales Rep F/M

Field Definitions

Sales Rep

Enter a number or code for each sales person you willreference in your Customer File or on orders.

Name

Enter the sales rep’s name, so the code will be identifi-able on screens and reports.

The remaining fields are specific to the SOP Module. Thecommission information defaults to SOP orders, where it canbe changed only by users who have access to commissioninformation.

Employee Number

Enter the sales rep’s employee number, from the Pay-roll module, to facilitate payment of commissions. Thisfield is informational only.

08/28/96 Sales Rep F/M SCI 76c1 CO 7 Change 12.7.11.2 ——————————————————————— | Sales Rep* WHITE | ——————————————————————— —————————————————————————————————————————————————————— | Name: KAREN WHITE | | | | [———————————— SALES ORDER PROCESSING ———————————] | | | | Employee Number* WHITE | | Commission Type (F/P): P | | Commission Percent/Amount: 5.000 | | Commission Basis (MA/GP): GP | ——————————————————————————————————————————————————————


3 - 35

File Maintenance

Chapter 3

Commission Type

Indicate whether the commission is a flat amount, i.e.,a fixed fee per sale, or whether it is calculated as apercentage.

Commission Percent/Amount

Enter the commission percentage (if the commissiontype is P) or the flat amount (if the commission type isF) appropriate for this sales rep for SOP orders.

On non-P/O/S orders, you can override the sales rep’scommission if your User ID has access to commissioninformation. To do this, use the Commission optionwhile entering the order, or when updating the orderusing the Change option on the Enter/Maintain Ordersstrip menu.

The S/M module will use the commission percentagesapplicable to the service site.

Commission Basis

For percentage type commissions, specify the basis forthe commission:

MA Order total for commissionable items and add-ons,less tax.

GP Gross profit amount for commissionable merchan-dise and add-ons

Chapter 3

3 - 36

File Maintenance


Selling LocationFile

The Selling Location File contains information for eachselling location used in SOP, including associated bank,division, and tax jurisdiction. This information is required fororder entry, since each order is tagged with the User ID of theperson who entered it and the code for the selling location.

Screen 1: GeneralInformation

Selling Location F/M - Screen 1

Field Definitions

Selling Location

Enter a code to uniquely identify this selling location.

Location Name

Enter a name to describe the location code; for example,on reports and DOLLAR key displays.

Screen Display Name

During order entry, SOP uses the selling location’sscreen display name rather than the screen displayname established in Company tailoring. If Companyidentification is important, you should build it into theSelling Location screen name.

08/28/96 S/O/P — Selling Location F/M SCI 76c1 CO 7 Add 12.7.12.1 —————————————————————————————— | Selling Location* E—GREEN | —————————————————————————————— ————————————————————————————————————————————————————————————————————————— | Location Name: EAST GREENBUSH | | Screen Display Name: E GREENBUSH | | Address: 950 COLUMBIA TURNPIKE | | Address: | | City / State / Zip Code: EAST GREENBUSH NY 12203 | | Phone: 518—555—1111 | | Status (A/I) / Division* A | | Cash Bank* / Credit Card Bank* FN FC | | Default Order Type: S | | Default Tax Jurisdiction* NYS—ALB | | Default P/O/S Inv Location* SHOW—EG | | Default Non—P/O/S Inv Location* WHSE | | Default Inv Location to Pick To* STAGE | —————————————————————————————————————————————————————————————————————————


3 - 37

File Maintenance

Chapter 3

Address, City, State, Zip Code, Phone

Enter the address and telephone number for thisselling location.

SOP may be tailored to print the selling location nameand/or address/phone number on various types ofdocuments: Order, Quote, Pick List, Pack List andInvoice. See Chapter 2 for more details.

Status (A/I) / Division

Two fields appear on this line.

The selling location Status (active vs. inactive) will bechecked when you sign into order entry. COINS willnot let you enter orders from an inactive location, oropen a cash drawer for an inactive location.

If you enter a Division for the selling location, thedivision code will normally default to orders entered atthat location. If you tailored SOP to use divisionalaccounts, the order’s division will determine the appro-priate Sales and Cost of Goods Sold accounts. Theexception is if you tailored SOP to use profit centers inthe order class. See the discussion of SOP tailoring inChapter 2 and Appendix D, Divisional Accounts inSOP for detailed information regarding how thisworks.

Cash Bank/ Credit Card Bank

Both banks are required. The bank codes entered fora selling location determine the Cash accounts thatwill be used when the orders and receipts are posted toAccounts Receivable during the End of Day process.

You need separate bank codes because the amountsfrom credit card orders are technically Receivables andshould not be posted to a G/L Cash Account. When youdefine the Credit Card Bank in the A/R Bank File,the number you enter as the Cash Account is really theaccount you established for Receivable from the CreditCard company.

During End of Day processing, COINS uses the sellinglocation information as it processes the SOP invoices

Chapter 3

3 - 38

File Maintenance


and receipts. The G/L effect is:

Debit Credit

Invoice: Accounts Receivable Sales Accountfrom customer

Receipt (CA, CK, Cash Account * Accounts Receivableor CC payments) from customer*

* When the payment type is CC, COINS simply uses theCredit Card Bank rather than the Cash Bank as the source

of the cash account.

Default Order Type

Specify the order type that should default to each orderadded for this selling location. It will be used wheneveryou add an order for this location, unless you are loggedon as a P/O/S user. The default for a P/O/S user sessionwill always be P.

P Point of Sale

S Sales Order

J Job

QS Quote for Sales Order

QJ Quote for Job Order

C Credit order

Default Tax Jurisdiction

This is the default tax jurisdiction for the order headerscreen for P/O/S orders (type P). This field is required.

For other types of orders, the tax jurisdiction willdefault from the customer, unless that jurisdiction isoverridden by a Ship to jurisdiction.

Default P/O/S Inventory LocationDefault Non-P/O/S Inventory Location

Both of these fields are required. Specify the defaultinventory locations for both P/O/S orders (e.g., show-room) and non-P/O/S orders (e.g., warehouse). When an


3 - 39

File Maintenance

Chapter 3

order is placed, SOP will take the ordered items fromthis inventory location, unless you change the locationfor an individual line.

Default Inventory Location to Pick To

The Pick process transfers the picked items to anotherinventory location, from which they will be shipped.The location you enter in this field will default to thePick screen.

Screen 2: Contacts Instead of being hard-coded, labels for contacts and theirphone numbers are set by the user in SOP tailoring.

Note: Once the labels have been set up in SOP tailoring anddata entry has begun in the Selling Location File, the tailor-ing should not be changed. Labels and contacts could easilyget out of sync. If you think additional contacts may beneeded in the future, leave room at the end of the tailoringscreen for more fields.


08/28/96 S/O/P — Selling Location F/M SCI 76c1 CO 7 Add 12.7.12.1 —————————————————————————————— | Selling Location* E—GREEN | —————————————————————————————————————————————————————————————————————————————————————————————————————————————| Contact Name Phone Ext. || || Branch Manager: DEBRA GOLD 518—555—1111 123 || Accounts Payable Clerk: || Accounts Receivable Clerk: || Sales Manager: KEVIN ROWAN 518—555—1919 || || Billing Clerk: || Service Manager: || || || || |———————————————————————————————————————————————————————————————————————————————

Chapter 3

3 - 40

File Maintenance


Screen 3: FormOptions

This screen is laid out as a matrix with the print characteris-tics listed down the side of the screen and the type of docu-ment along the top.


Field Definitions

Output Form

The output form you enter here will default wheneveryou print that type of document, overriding otheroutput form defaults.

Number of Copies

Specify the default number of copies of this type ofdocument.

Printer Option

If the output form has printer option codes, specify theone that applies to each type of document, e.g., forcondensed printing or landscape orientation.

By-pass Questions

This option can be used to bypass the normal printingquestions for this type of document for this sellinglocation. The information entered for the selling loca-tion will be used without user input. This questiondoes not apply to Pick Lists or Invoices when you printthem using the menu selections on the Picking/Ship-ping/Invoicing Menu.

08/28/96 S/O/P — Selling Location F/M SCI 76c1 CO 7 Add 12.7.12.1 —————————————————————————————— | Selling Location* E—GREEN | ——————————————————————————————

ORDER QUOTE PICK LIST PACK LIST B.O.L. INVOICE

Output Form* LASE LASE PR1 PR2 PR3 LAS2 Number of Copies: 1 1 1 1 1 1 Printer Option* COMP COMP COMP By—pass Questions: N N Y N N Y Leading Character: E


3 - 41

File Maintenance

Chapter 3

Note: This feature completely bypasses the printselection fields, including the printing of alignmentforms. You should only bypass the questions when asingle printer is dedicated to this type of document andthe appropriate forms are always kept loaded. Do notuse it if multiple printers can be used for a single typeof document, unless all forms are printed on plainpaper.

Leading Invoice Character

If you tailored SOP to get the leading character forSOP invoices from the selling location, the letter ornumber you enter here will be used for invoices gener-ated for this location.

Screen 4: Quotation Use this screen to enter the disclaimer text and acceptancetext that you want printed at the bottom of quotations printedfor this selling location.


Field Definitions

Disclaimer - Line 1 through Line 5

You can enter text for up to five 120-character lines.Each line (Line 1, Line 2, etc.) prints as a single line, so

08/28/96 S/O/P — Selling Location F/M SCI 76c1 CO 7 Add 12.7.12.1 —————————————————————————————— | Selling Location* E—GREEN | —————————————————————————————— QUOTATIONDisclaimer Line 1: PRICES DO NOT INCLUDE OUT—OF—POCKET INSTALLATION AND TRAININ G EXPENSES. Line 2: CLIENT IS RESPONSIBLE FOR ALL APPLICABLE SALES AND/OR USE TA X AND LICENSE FEES. Line 3: QUOTED PRICES ARE GOOD FOR 15 DAYS FROM ISSUANCE OF QUOTATIO N. Line 4:

Line 5:

Acceptance Line 1: SIGNIFY ACCEPTANCE OF THIS PROPOSAL BY SIGNING AND DATING TH IS FORM. Line 2:

Chapter 3

3 - 42

File Maintenance


the text should be formatted as you want it to appearon the quotation, as shown here. The text will not wrapas you enter it on this screen, so be sure to include anyrequired spaces at the end of a line.

Acceptance - Line 1 and 2

You can enter text for up to two 120-character lines.Text does not wrap as you enter it on this screen, so besure to include any required spaces at the end of a line.

Screen 5:Disclaimers

Use this screen to enter disclaimer text for the bottom of thesales orders, packing lists and invoices printed at this sellinglocation.


Field Definitions

Disclaimer - Line 1 and 2

For each of the types of documents specified on thisscreen, you can enter text for two 120-character lines.Text does not wrap as you enter it on this screen, so besure to include any required spaces at the end of a line.

08/28/96 S/O/P — Selling Location F/M SCI 76c1 CO 7 Add 12.7.12.1 —————————————————————————————— | Selling Location* E—GREEN | —————————————————————————————— DISCLAIMERS Sales Ord Line 1:

Line 2:

Pack List Line 1: ITEMS MAY BE RETURNED FOR CREDIT WITHING 10 DAYS OF RECEIPT, SUBJECT TO A 10% RESTOCKING FEE. Line 2:

Invoice Line 1: NET 30. FINANCE CHARGE OF 1 1/2% PER MONTH (18% ANNUALLY) APPLIES TO OVERDUE BALANCE. Line 2: CONTACT US AT 518—555—1919 WITH ANY QUESTIONS ABOUT THIS ORD ER.


3 - 43

File Maintenance

Chapter 3

Ship To File You will use the Ship To File to set up alternate informationfor shipping purposes. This file is useful if you need to set upmultiple ship-to locations for a single customer.

Note: Do not set up ship to codes for a customer that has onlyone ship to site.

COINS will get the shipping name and address for an orderfrom the Customer File when the order has no Ship To code.

Ship To File

Field Definitions

Customer NumberShip To

A Ship To code has a two-part key, allowing you to set upmultiple ship-to codes for a single customer. Enter thecustomer number along with a Ship To code. The samecharacters can be used for multiple customers, since theybecome unique by association with a specific customer.For example:

Customer Number Ship To Code

BIRD Site1, Site2, Site3

HUDS Site1, Site2,...Site10

PRIC Site1, Site2

08/28/96 S/O/P — Ship To F/M SCI 76c1 CO 7 Add .1 ————————————————————————————— | Customer Number* HUDS | | Ship To* MAIN | ————————————————————————————— —————————————————————————————————————————————————————————— | Name: HUDSON VALLEY AUTO CLUB | | Address: 828 WASHINGTON AVENUE | | Address: | | City: COLONIE | | State: NY Zip Code: 12203 | | Contact: JAY SPOONER | | Phone: | | Fax: | | Ship Via* UP | | Tax Jurisdiction* NYS—ALB | | Bill Addr Type (C/S/B): S | | Default Bill To Code* | ——————————————————————————————————————————————————————————

Chapter 3

3 - 44

File Maintenance


Name

Enter a name to serve as the Ship To name.

AddressCityState, Zip CodeContact

Enter address and contact information. It will default toorders when you reference the Ship To code.

PhoneFax

Enter the telephone number and fax number for the loca-tion represented by this Ship To code.

Ship Via

Specify the Ship Via method that is preferred for this site.It will default to orders entered with this Ship To code,where it can be changed. This field takes precedence overship via information in tailoring or the Customer File.

Tax Jurisdiction

The tax jurisdiction entered here will be used for non-P/O/Ssales, taking precedence over the tax jurisdiction in theCustomer File. (P/O/S sales use the selling location’s taxjurisdiction.)

Bill Addr Type

Specify how COINS will derive the order’s billing addresswhen this Ship To code is used.

C Customer Address; COINS will use the address from the firstscreen in the Customer File as the Bill To address

S Ship To Address; COINS will use the address from the ShipTo address on the order as the Bill To address

B Bill To Code; COINS will prompt for a Bill To code duringorder entry, and will get the address from it.

Default Bill To Code

If the Bill Addr Type is B, use this field for the defaultBill To code for this Ship To code. The Default Bill To Codecannot be left blank if the Bill Address Type is B.


3 - 45

File Maintenance

Chapter 3

The Ship Via File contains codes that represent the trans-portation modes for shipping goods. These codes are used byboth the PO/Inventory and Sales Order Processing Modules.

A valid Ship Via code is required when entering an order.The Ship Via on the order header screen will default fromShip To F/M, the Customer File, or SOP tailoring, but it canbe changed. The Ship Via specified for the order defaults toindividual lines.

Ship Via File

Field Definitions

Ship Via Code

Enter the code for this shipping method.

Description

Enter a description for what the code stands for.

08/28/96 Ship Via Code F/M SCI 76c1 CO 7 Change 12.7.14.2

——————————————————————— | Ship Via Code* UP | ——————————————————————— ————————————————————————————————————— | Description: UPS | —————————————————————————————————————

Ship Via File

Chapter 3

3 - 46

File Maintenance


Notes:


Beginning and End of Day Procedures..................... 4-1Beginning of Day Procedures ............................. 4-3End of Day Procedure ........................................ 4-5

Chapter 4: Beginning and End of Day Procedures

Contents


4 - 1

Beginning and End of Day

Chapter 4

Beginning and End of Day Procedures

The Beginning of Day and End of Day functions on the SOPmenu (highlighted on the screen shown here) work hand-in-hand to control transaction and fiscal dates for transactionswithin Sales Order Processing.

SOP Main Menu

Beginning of Day

Provides SOP with the transaction date and fiscal datethat will apply to that day’s transactions. It also setsthe daily manager’s password, which is entered whenthe system requests manager’s approval for a grossprofit change or the mid-entry cancellation of a P/O/Sorder.

Note: A separate function controls the passwordsrequired for credit approval. See Chapter 10 for infor-mation on the Credit Approval Password function.

End of Day

Updates the credit information for customers, based onSOP orders and invoices posted directly in AccountsReceivable. It also posts the daily invoices and cashreceipts to COINS Accounts Receivable and resets


Chapter 4

4 - 2



Beginning of Day. It is typically run at the end ofeach business day, although you may run it at anytime.

The End of Day process can be run more than once during agiven day. However, you must run Beginning of Day againbefore you can enter any more orders.


4 - 3


Chapter 4

Beginning of DayProcedures

The Beginning of Day function sets the transaction dateand fiscal period for orders and other transactions. All trans-actions will be posted using the information established here,unless you override the date for a specific transaction.

The function is called Beginning of Day because you willprobably set the dates at the start of each business day.However, if you run “End of Day” during the course of abusiness day, you will then run “Beginning of Day” to beginprocessing again . This function is normally performed bymanagers or supervisors, so most User IDs will not be givenaccess to the Beginning of Day menu item.

To change the fiscal date or transaction date after it hasinitially been set for the day, you must first run the End ofDay process. If End of Day hasn’t been run, you will see themessage: The End of Day Procedure has not been run.

Beginning of Day

Field Definitions

Current Information

The screen will display the latest Fiscal Period EndDate, Transaction Date and Manager’s ApprovalPassword.

08/08/96 S/O/P — Beginning of Day Procedure SCI 76c1 CO 7 12.3

——————————————————————————————————————————————————— | CURRENT NEW | | | | Fiscal Period End Date: 08/31/96 08/31/96 | | Transaction Date: 08/06/96 08/08/96 | | Manager’s Approval Password: xr2 abc | | | ———————————————————————————————————————————————————

Chapter 4

4 - 4



New Fiscal Period End Date

Enter the fiscal period end date to be used for transac-tions entered today.

The new date and fiscal period may be the same, earlierthan or later than the current date and fiscal period.

New Transaction Date

Enter the new transaction date. This date will alsoappear as the screen date on SOP transaction entryscreens.

New Manager’s Approval Password

Enter the password to be used today for orders andfunctions that require manager’s approval.


4 - 5


Chapter 4

End of DayProcedure

Note: Before you can runthe End of Day procedure,all invoices must beprinted. Also, all cashdrawers must be closedusing Enter/MaintainCash Drawers.

The End of Day Procedure is a complex posting function thatsimultaneously updates the SOP, Accounts Receivable andGeneral Ledger modules.

• End of Day posts daily invoices and cash receipts fromSOP to A/R, creating posted A/R invoices and receipts.

• End of Day generates unposted G/L journal entriesreflecting the sales and receipts.

• End of Day updates the aged receivables informationfor customers, based on both SOP transactions andposted invoices entered directly into Accounts Receiv-able.

• End of Day resets the Beginning of Day marker. Thisallows you to run the Beginning of Day process morethan once a day, e.g., to reset the manager’s password.

• End of Day does not affect Job orders (J), Job Quotes(QJ) or Sales Quotes (QS).

COINS automatically produces the End of Day Posting Report,using the printing instructions entered on the End of Dayscreen.

End of Day

08/08/96 S/O/P — End of Day Procedure SCI 76c1 CO 7 12.5

———————————————————————————————————————————— | Run End of Day Procedure (Y/N): Y | | Current Fiscal Period End Date: 08/31/96 | | Current Transaction Date: 08/08/96 | ————————————————————————————————————————————

——————————— Output Options ——————————— |Output Form* pr2 | |Number of Copies: 1 | |Printer Option Code* | ——————————————————————————————————————

Chapter 4

4 - 6



Field Definitions

Run End of Day Procedure

Enter Y to run the End of Day process. If you enter Nhere, COINS will return you to the SOP menu.

Current Fiscal Period End DateCurrent Transaction Date

The fiscal date and transaction date display for yourinformation: they can’t be changed. Use the Beginningof Day process to change the fiscal date or transactiondate.

Sample pages from the End of Day Posting Report appear onthe pages that follow.


4 - 7


Chapter 4

RUN DATE 09/23/96 12:38:13 COINS SALES ORDER PROCESSING MODULE PAGE 1DEV 76c1 COMPANY 7 END OF DAY POSTING REPORT FOR SELLING LOCATION E—GREEN POSTED TO G/L Y FOR TRANSACTION DATE 08/13/96 POSTED TO A/R Y FOR FISCAL DATE 08/31/96END OF DAY POST: 000008

SALES ORDERS WITH UNAPPLIED PAYMENTS (DEPOSITS):

ORDER ORDER PAY PAYMENT CASH NO. CUSTOMER CUSTOMER NAME DATE TYPE AMOUNT ACCOUNT

22 GE GENERAL ELECTRIC 08/08/96 ca 50.18 10050000 23 HUDS HUDSON VALLEY AUTO CLUB 08/08/96 CK 888.00 10050000 ———————————— UNAPPLIED PAYMENT TOTAL: 938.18

RUN DATE 09/23/96 12:38:13 COINS SALES ORDER PROCESSING MODULE PAGE 2DEV 76c1 COMPANY 7 END OF DAY POSTING REPORT FOR SELLING LOCATION E—GREEN POSTED TO G/L Y FOR TRANSACTION DATE 08/13/96 POSTED TO A/R Y FOR FISCAL DATE 08/31/96END OF DAY POST: 000008

INVOICE ORDER ORD INVOICE PAYMENT SALES TAX CASH A/R CASH A/R NO. NO. TYPE CUSTOMER DATE TYPE REP DIV JURIS CUST ACCOUNT ACCOUNT INVOICE

26 38 S HUDS 08/13/96 CR kimber NYS—ALB N 14000000 E26 HUDSON VALLEY AUTO CLUB

LINE ITEM DESCRIPTION U.O.M. SHIPPED UNIT PRICE TAX EXT PRICE SALES ACCT ———— ——————————————— —————————————————————————————— —————— ——————————— ——————————— ——— ——————————— —————————— 1 S—COM2591 6 1/2 HP COMPRESSOR EA 1.000 1473.000 Y 1473.00 370010000

TOTAL SALES: 1473.00 FREIGHT: 0.00 NON—FRT ADD—ONS: 0.00 SALES TAX: 90.22 ——————————— INVOICE TOTAL: 1563.22

27 39 P huds 08/13/96 CA kimber NYS—ALB N 14000000 10050000 E27 HUDSON VALLEY AUTO CLUB

LINE ITEM DESCRIPTION U.O.M. SHIPPED UNIT PRICE TAX EXT PRICE SALES ACCT ———— ——————————————— —————————————————————————————— —————— ——————————— ——————————— ——— ——————————— —————————— 1 10W30 10W30 OIL QT 2.000 2.500 Y 5.00 370010000

TOTAL SALES: 5.00 FREIGHT: 0.00 NON—FRT ADD—ONS: 0.00 SALES TAX: 0.31 ——————————— INVOICE TOTAL: 5.31

SELLING LOCATION TOTALS TOTAL SALES: 1478.00 FREIGHT: 0.00 NON—FRT ADD—ONS: 0.00 SALES TAX: 90.53 ——————————— INVOICE TOTAL: 1568.53

NON— ACCOUNTS ACCOUNTS UNAPPLIED REAPPLIED RECEIVABLE RECEIVABLE PAYMENT CASH INVOICES INVOICES TOTAL RECEIPTS

SALES ORDER (S): 1563.22 0.00 938.18 0.00 P/O/S (P) 0.00 5.31 CREDIT MEMOS (C): 0.00 0.00

Chapter 4

4 - 8



RUN DATE 09/23/96 12:38:13 COINS SALES ORDER PROCESSING MODULE PAGE 3DEV 76c1 COMPANY 7 END OF DAY POSTING REPORT FOR TRANSACTION DATE 08/13/96 POSTED TO G/L Y FOR FISCAL DATE 08/31/96 POSTED TO A/R Y

END OF DAY POST: 000008

REPORT TOTALS TOTAL SALES: 1478.00 FREIGHT: 0.00 NON—FRT ADD—ONS: 0.00 SALES TAX: 90.53 ——————————— INVOICE TOTAL: 1568.53

NON— ACCOUNTS ACCOUNTS UNAPPLIED REAPPLIED RECEIVABLE RECEIVABLE PAYMENT CASH INVOICES INVOICES TOTAL RECEIPTS

SALES ORDER (S): 1563.22 0.00 938.18 0.00 P/O/S (P) 0.00 5.31 CREDIT MEMOS (C): 0.00 0.00

RUN DATE 09/23/96 12:38:13 COINS SALES ORDER PROCESSING MODULE PAGE 4DEV 76c1 COMPANY 7 END OF DAY POSTING REPORT FOR TRANSACTION DATE 08/13/96 POSTED TO G/L Y FOR FISCAL DATE 08/31/96 POSTED TO A/R Y

END OF DAY POST: 000008

ACCOUNT DESCRIPTION DEBITS CREDITS

10050000 CASH IN BANK — GENERAL 943.49 0.00 14000000 ACCTS REC — CONST CONTRACTS 1,568.53 5.31 300100000 ACCT PAY — UNAPPLIED PAYMENTS 0.00 938.18 316110000 SALES TAX PAY — STATE NY 0.00 90.53 370010000 SALES — SOP ORDERS 0.00 1,478.00 ================== ================= 2,512.02 2,512.02


4 - 9


Chapter 4

End of Day Effects in Sales Order Processing

The End of Day process closes any order releases (i.e., the Picknumbers) for S orders that have been completely shipped andinvoiced. It also closes P and C orders.

Commissions are based on invoices processed through End ofDay. The Sales Commission Report will reflect only postedinvoice totals. (For this reason, you can’t use SOP to calculatethe commissions on job orders.)

End of Day Effects in Accounts Receivable

COINS creates posted invoices in Accounts Receivable for typeS Pick Lists that have been shipped and invoiced. It also createsposted invoices for any P and C orders.

COINS will attempt to write one invoice entry and one receipt toAccounts Receivable for P and C orders. As much as possible,COINS will collapse together individual P and C orders forcustomers identified as “Cash Customers” in Customer F/M.

• The system will combine individual SOP invoices whenthe Selling Location, Customer, Sales Rep, Divisionand Tax Jurisdiction are all the same. COINS willcreate a unique invoice number, based on the date plusa sequential number in the format YYMMDDxxxx,where xxxx represents the sequential number.

• For collapsed invoices, COINS will create a cash re-ceipts number (check number), based on the date plus asequential number. Check numbers will have theformat 9YYMMDDxx, where xx represents the sequen-tial number.

• For uncollapsed invoices, COINS uses the SOP invoicenumber (i.e., the invoice number including the leadingcharacter according to SOP tailoring) as the A/R in-voice number. Since A/R invoice numbers must beunique, the system will add a letter of the alphabet tothe end of the invoice number if necessary to preventconflict between invoice numbers posted from SOP,Billing and S/M.

Chapter 4

4 - 10



For S orders, COINS creates posted unapplied cash receiptsfor SOP cash, check and credit card payments or depositsentered since End of Day was last run. Check numbers areassigned to the unapplied cash receipts as described above.Where possible, COINS then applies the unapplied cash to theorder.

• If the associated orders have been shipped andinvoiced, the system then applies each payment tothe appropriate sales order. The payments remainunapplied in A/R until the SOP invoices are pro-cessed through End of Day.

• If the unapplied receipt is used in A/R and applied toa non-SOP invoice, a warning message will appearon the screen. The receipt will no longer be availableto reapply to the SOP invoice, so the SOP order willappear on the Aged Receivables Report.

End of Day Effects on General Ledger

In the process of creating the posted invoice/receipts records inA/R, COINS creates the corresponding unposted G/L journalentries. The type of order and the payment method determinewhich G/L accounts will be affected. Job Orders, Sales Quotesand Job Quotes have no effect on the General Ledger.

• Safeguards in the End of Day process preventCOINS from creating negative debits to the G/Laccounts. The system will automatically credit theproper accounts. It also protects against “negativecredit” situations in the G/L.

• The End of Day Posting Report lists the G/L accountnumbers and the amounts debited and credited.

• COINS will make the types of journal entries listedin the following list, using internal logic to determinethe specific account numbers (see Appendix D). Thesystem looks at A/R tailoring to determine if thetransactions are posted in detail; if not, a singlejournal entry will be made for each account.


4 - 11


Chapter 4

Sales Orders (S) with payment type of CA, CK or CC

tibeD tiderC

hsaCgnitsoP.1:tpieceR

hsaC hsaCdeilppanU

eciovnIPOSgnitsoP.2 elbavieceRstnuoccA

*hsaCdeilppanU

selaSelbayaPxaTselaS

*elbavieceRstnuoccA

.dnuofebnactpiecerdeilppanuehtfI*

tibeD tiderC

:eciovnIPOSgnitsoP elbavieceRstnuoccAselaS

elbayaPxaTselaS

tibeD tiderC

:eciovnIPOSgnitsoP.1 elbavieceRstnuoccAselaS

elbayaPxaTselaS

hsaCgnitsoP.2tnemyaPfi(tpieceR

:)CCroKC,ACsiepyT**hsaC elbavieceRstnuoccA

lliwtnuoccaeht,CCsiepyTtnemyaPehtfI**s'noitacolgnillesehtmorfemoc knaBdraCtiderC .

",elbaviecer"llitseraselasdractiderc,yllacinhceTfodaetsniynapmocdractidercehtmorfelbaviecer

.remotsuceht

Sales Orders (S) with payment type of CR or COD

P/O/S Orders (P) and Credit Memos (C)

Chapter 4

4 - 12



Notes:


Sales Orders ................................................................ 5-1Overview ............................................................ 5-1

Processing Steps for Sales Orders ...................... 5-2Credit Approval ..................................................... 5-3Order Entry Commands ....................................... 5-7Order Level Strip Menu ........................................ 5-9User Log-on .......................................................... 5-12

Entering a Sales Order - Order Level Screens... 5-13Order Header Screen for Sales Order ................. 5-13Order Level Add-ons ............................................ 5-20Order Summary Screen for Sales Orders ............ 5-22Payment for Sales Orders .................................... 5-24Order Level Comments ........................................ 5-27Commission .......................................................... 5-28Order Status Screen ............................................. 5-30

Entering a Sales Order - Detail Lines ................. 5-32Line Item Summary Screen .................................. 5-33DOLLAR Listing of Items ...................................... 5-34Item Info Screen ................................................... 5-35Detail Lines - Add-ons .......................................... 5-40Detail Lines - Comments ...................................... 5-43Detail Lines - G/L Account .................................... 5-44Detail Lines - Status ............................................. 5-45

Other Order Entry Processes ............................. 5-46Printing Sales Orders ........................................... 5-46Releasing Sales Orders ....................................... 5-47Canceling Sales Orders ....................................... 5-48Reinstating Sales Orders ..................................... 5-49Changing a Sales Order ....................................... 5-50Copying Sales Orders .......................................... 5-53

Entering Sales Quotes ....................................... 5-58Important Facts about Entering Sales Quotes ..... 5-58Changing Sales Quotes to Sales Orders ............. 5-62

Crediting Sales Order Returns ........................... 5-64Order Header Screen ........................................... 5-65Line Detail Screen ................................................ 5-67Add-On Screen ..................................................... 5-68Comments Screen ................................................ 5-69Payment Screen ................................................... 5-69Completing the Credit Order ................................ 5-70

Chapter 5: Sales Orders

Contents


5 - 1

Sales Orders

Chapter 5

Sales Orders

Overview SOP handles all material sales orders, including specialtyorder types such as quotations, Point of Sale (P/O/S) orders,Job orders and credit memos. You will use the Enter/Main-tain Orders option on the SOP Menu to enter all of thesetypes of orders; COINS will base differences in screens andprocessing steps on the order type code.

This chapter focuses on standard sales orders (order type S)and sales quotes (order type QS). It also contains a discus-sion of credit memos (order type C)

• See Chapter 6 for information on Point of Sale (orOver the Counter) transactions (order type P) andover-the-counter returns using negative P orders.

• See Chapter 7 for information on Job Orders (ordertype J) and Job Quotes (order type QJ).

Main Menu


Chapter 5

5 - 2

Sales Orders


Processing Steps forSales Orders

Illustration:Processing S Orders

The steps normally involved in processing a Sales Order(order type S) are listed below.

1. Enter order using Enter/Maintain Orders on theSOP Main Menu.

2. Release the order as discussed at the end of thischapter. This is required before any picking orshipping may occur.

3. Optional: print a Pick List for the order.

4. Optional: enter picking data. See Chapter 8, “Pick-ing, Shipping, Invoicing.”

5. Enter shipping data. See Chapter 8, “Picking, Ship-ping, Invoicing.”

6. Print the invoice; required for sales orders with A/RCredit payment methods. See Chapter 8, “Picking,Shipping, Invoicing.”

7. Run End of Day at least once a day to update Ac-counts Receivable and other modules.

8. Fill backorders when items are received into inven-tory. See Chapter 9, “Inventory Commitments &Backorders.”

9. Repeat Steps 2 through 8 until the order is complete.

The process is different for a Sales Quote (order type QS),since processing doesn’t proceed until the quote has beenaccepted and converted to an order.

1. Enter an sales quote using Enter/Maintain Or-ders.

2. Produce quote document.

3. Redo quote.

4. When the customer accepts the quote, convert it to asales order.

5. Continue processing as a sales order, starting withStep 2 for Sales Orders (above).

1. Enter Order

2. Release Order

4. Enter Picking Data

5. Enter Shipping Data

6. Print Invoice

3. Print Pick Lists

7. End of Day

8. Fill Backorders


5 - 3

Sales Orders

Chapter 5

Credit Approval

Note: Credit checkingdoes not apply to salesquotes (QS orders). Thecredit checking will occurwhen the quote is con-verted to an order.

If your company provides house credit (A/R credit) to yourcustomers, SOP provides several ways to keep the privilege ofcredit from being abused.

There are several levels of credit checking within SOP, aslisted below. The first level is automatic. The other two areoptional, activated through SOP tailoring.

1. Verify customer’s credit limit vs. its current receiv-able balance.

2. Check customer’s credit rating versus its agedbalances and display warning if exceeded.

3. Check customer’s credit rating versus its agedbalances and require credit approval if exceeded.

When an order fails to pass the credit check, COINS auto-matically changes its status to MA. A credit approval pass-word must be generated for the order and entered on it beforethe order can be released and processed. See Chapter 10,“Other Processes,” for detailed information on generatingcredit approval passwords.

1. Credit Limit Check

COINS automatically checks every A/R credit order againstthe customer’s credit limit. If the customer’s total A/R bal-ance exceeds the credit limit, SOP will require credit approvalfor the order. Until the approval is entered, the entire orderwill have the status MA.

When you begin entering an order, COINS compares thecustomer’s total A/R balance receivable plus the amounts ofany in-process credit orders against the credit limit specifiedin the Customer File. If exceeded, the message Customer hasexceeded their Credit Limit will appear and the order’sstatus changes to MA. You may continue entering the orderbut you will not be able to release it.

COINS also monitors the customer’s balance against thecredit limit during the course of order entry. When a line isentered that causes the credit limit to be exceeded, the warn-ing message will appear and you will be asked to enter the

Chapter 5

5 - 4

Sales Orders


credit approval password. If a password is not immediatelyavailable, you may continue entering the order but you willnot be able to release it.

2. Credit Rating Check

This optional feature is turned on in SOP tailoring, Screen 1:Check Credit Ratings (Y/N). If you responded Y to CheckCredit Ratings, SOP will check a customer’s A/R balances foreach aging period against the Allowable Percentage ofCredit Limit criteria established in the Credit Rating File.On the second SOP tailoring screen, respond N to CreditApproval Req. if over Credit Rating Allowable % if youonly want the system to display a warning message when therating check reveals a problem. The system will allow you tocontinue entering the order.

This feature allows you to screen customers for significantsums that are overdue, even when their total credit limit hasnot been exceeded. For example, you might set up a creditrating to limit a customer’s credit if their “61-90 day” balanceexceeds 50% of the customer’s total credit limit. Using thisrating, the credit warning will appear for a customer in thefollowing situation:

Credit Limit $1,500

Total A/R Balance $1,400

More than 60 days overdue $751

3. Credit Rating Check with Approval Required.

This is the same as the previous method of credit checking,except that credit approval is required when the credit ratingcheck reveals a problem. To use this option, respond Y to thetailoring question Credit Approval Req. if over CreditRating Allowable %.

If you use this feature, you must enter a credit approvalpassword on the order before you can release it and continueprocessing. With no approval, the order will have a status ofMA.


5 - 5

Sales Orders

Chapter 5

What Next?

So you have an order that requires credit approval. Whatnext? Normally, it is the responsibility of a manager orsupervisor to approve credit exceptions. If the managerapproves the order, you will be provided with a credit ap-proval password specific to the order. (See Chapter 10 if youneed information on generating credit approval passwords.)

If no one is available to approve the order, you can continuetaking the order, entering the desired line items, etc. How-ever, the order’s status will remain MA until approval isentered, and no additional processing is possible.

If the manager refuses to approve credit, several courses ofaction are available.

1. Cancel the order.

If you are still on the order header screen where yousaw the warning message, press [F4] to cancel theorder.

If you received the warning while entering lines for theorder, Exit or [F4] to leave the order, then use theCancel option on the Enter Orders strip menu.

2. Change the payment type.

If credit is not available, the customer may pay for theorder by credit card, cash or check, or COD shipment.Use the Payments screen to change the order’s pay-ment type.

3. Cancel lines.

If the order went over the credit limit because of aparticular line, canceling that line may make it pos-sible to finish the order.

If approved, you must enter the approval password providedby the manager. Each approval has a unique password,keyed to the specific order and limited to a specific amount.You may be able to enter the approval password on the linescreen. It is more likely that you will use the Order Statusscreen, as shown here.

Chapter 5

5 - 6

Sales Orders


Credit Approval - Status Screen

Field Definitions

Credit Approval Password

Enter the credit approval password supplied by yourmanager.

Approval By

Varies according to company practice. For example,enter the name or initials of the manager who suppliedthe approval.

Approval DateApproval Time

Enter the date approved. The current date and timewill default.

08/08/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Change 12.1.2 Order #* 17 Order Type: S Status: MA Mdse: 155.40 Order Date: 08/08/96 Payment Type: CR Add—ons: 0.00 Customer* karner THE KARNER GROUP, INC. Total: 166.28————————————————————————————————————————————————————————————————————————————————| Date Needed: 08/08/96 Credit Rating: TIER—1 || Date Promised: Credit Limit/Rating Approval Required: Y || Scheduled To Ship: Approval By: || Last Picked Date: Approval Date: || Last Shipped Date: Approval Time: || Last Invoiced Date: || Canceled Date: Gross Profit % Override Approval Required: N || Closed Date: Approval By: || Order Weight: 7.500 Approval Date: || Apply To Invoice #: Approval Time: |———————————————————————————————————————————————————————————————————————————————— —————————————————————————————————————————————— | Credit Approval Password: 5263208 | ——————————————————————————————————————————————


5 - 7

Sales Orders

Chapter 5

Order EntryCommands

There are two levels of strip menus within Enter/MaintainOrders. The first strip menu includes the commands forentering and maintaining transactions. When you are in Addor Change mode, you will see a navigational strip menu soyou can directly access the type of information you need toenter or update.

The main strip menu includes the options described below.Except as noted, these commands apply to all types of orders.

Enter Orders Strip Menu

Command Definitions

Add

To add new orders or quotes to the system. You canonly enter a P/O/S order if the terminal was logged onwith a P/O/S user ID. You can only enter job orders orjob quotes if your SOP Module is tailored to use joborders.

Change

To change a previously entered order or quotation.Use this option to update the header information, andto add or change detail lines.

Note: You cannot change P/O/S or Credit orders.

08/08/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH 12.1————————————————————————————————————————————————————————————————————————————————| Order #* Status: Order Date: || Order Type: Sales Rep* Date Needed: || Order Class* Payment Type: Date Promised: || Customer #* Division* Sched Ship: || Ship To* Bill To* || || || || || || Ship Via* Price Brk: || Freight Terms* Customer P/O#: || Ship Complete: || Tax Juris* Job Template* Job Number: || Tax Exempt/#: Job Name: |———————————————————————————————————————————————————————————————————————————————— Add Change Cancel Copy Print Reinstate Show Exit

Chapter 5

5 - 8

Sales Orders


Cancel

To cancel an order or quotation. This is used instead ofa Delete function. The cancellation of an order alsoresults in the cancellation of all open lines.

Note: You cannot cancel P/O/S or Credit orders.

Copy

To add a new order or quotation, based on one enteredearlier. Most commonly used with job orders.

Note: You cannot copy P/O/S or Credit orders, or ordersthat have been canceled.

Print

To print a listing of a range of orders. Selections op-tions allow you to include information such as com-ments, payments and deposits, and commission infor-mation.

Reinstate

To reactivate a previously canceled order. When anorder is reinstated, only line items not closed will bereinstated. COINS will take into consideration anyquantities shipped before the cancellation.

Show

To show a list of orders on the screen. Includes lessdetail than the Print listing.

Exit

To leave the Enter/Maintain Orders screen andreturn to the SOP main menu.


5 - 9

Sales Orders

Chapter 5

Order Level StripMenu

A typical order has a number of components, as shown on thefollowing diagram. Each type of information is controlled bya separate screen, so that the user only needs to enter theinformation that applies to a given order.

Structure of a Standard Sales Order

When using Enter/Maintain Orders in Add or Changemode for a specific sales order or sales quote, the strip menuoffers the selections described on the next page.

Order HeaderRecord

Order LevelAdd-ons

Line Items Summary Payments/Deposits

Comments Commission Status

Line LevelAdd-ons

Comments StatusG/LAccounts

Line item options

*

* POS orders, credit memos and negative orders may have only one payment.

Chapter 5

5 - 10

Sales Orders


Order-Level Strip Menu (Changing S Order)

Screen Definitions

Header

This is the main screen for an order. Most of the otherinformation is entered in separate order entry windows.

Line Items

Enter line items for the order during Add or Change.When changing line items, an additional strip menugives you access to line-level add-ons, comments, etc.

Add-ons

The order-level strip menu gives you access to theorder-level add-on window. Only order-level add-onsmay be used at the order level. For more information,see the discussion of the Add-ons File in Chapter 3.

Job Detail

This applies only to job orders and job quotes.

Summary

This screen shows summary information for the orderand allows you to change the gross profit percentage at

08/08/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Change 12.1.2————————————————————————————————————————————————————————————————————————————————| Order #* 17 Status: OP Order Date: 08/08/96 || Order Type: S Sales Rep* kimber Date Needed: 08/08/96 || Order Class* a Payment Type: CR Date Promised: || Customer #* karner Division* Sched Ship: || Ship To* Bill To* || THE KARNER GROUP, INC. THE KARNER GROUP, INC. || 14 CORPORATE CIRCLE 14 CORPORATE CIRCLE || || SARATOGA SPRINGS NY 12866 SARATOGA SPRINGS NY 12866 || BILL DODGE 518—584—8200 BILL DODGE 518—584—8200 || Ship Via* UP Price Brk: Y || Freight Terms* Customer P/O#: || Ship Complete: N || Tax Juris* NYS—SAR Job Template* Job Number: || Tax Exempt/#: N Job Name: |———————————————————————————————————————————————————————————————————————————————— Header Line Items Add—ons Job Detail Summary Payment Comments Commission Status Print S/O Release Exit


5 - 11

Sales Orders

Chapter 5

the order level. The Summary screen normally ap-pears when you finish entering the line items but SOPmay be tailored to automatically access the order-leveladd-ons first.

Payment

Use the Payment screen after you finish entering thelines to record payments or deposits, or to change thepayment type for the order. You will also see thisscreen when entering shipping data for cash, check orcredit card orders that haven’t received full payment.

For COD orders, the Payment screen cannot be ac-cessed when you are in Change mode. Also, the Pay-ment screen is not applicable to sales order quotes, joborders or job quotes.

Comments

Use this option to add order-level comments to anorder by referencing codes set up in the SOP CommentCode File. For more information, see the discussion ofthe Comments File in Chapter 3.

Commission

If your User ID has the proper security, you can usethis option to view and change commission informationfor an order.

Status

This option displays information about the order'sstatus. It is also used to enter credit limit/credit ratingapproval and manager approval of gross profit percent-age overrides.

Print S/OQuotation

This function is used to print a copy of the S order. Ifyou are entering a QS order, the strip menu selectionis labeled Quotation.

Chapter 5

5 - 12

Sales Orders


User Log-on

Note: T h eUser Login forP/O/S ordersis slightly dif-ferent. SeeChapter 6 fordetails.

The Enter/Maintain Orders menu selection has a secondarylogin screen, so that order transactions can be accuratelystamped with a User ID and selling location.

Order Entry User ID

Field Definitions

User ID

Enter the COINS User ID for the person enteringorders at this terminal. This cannot be a P/O/S UserID.

Selling Location

The location will default from the User ID.

08/08/96 S/O/P — Enter/Maintain Sales Orders

————————————————————————————————————————— | Enter Order Entry User ID: kimber | —————————————————————————————————————————

———————————————————————————————— | Selling Location* E—GREEN | ————————————————————————————————

Release

This option releases the order for picking and shipping.An order must be released before any shipping proce-dures can occur.


5 - 13

Sales Orders

Chapter 5

Entering a SalesOrder - Order

Level Screens

As mentioned earlier in this chapter, the entry of a salesorder involves the completion of several screens. The se-quence of screens is variable, according to logic built into theSOP module as well as tailoring choices. In this chapter, thescreens are discussed in order roughly according to their stripmenu order, with line details discussed separately. To makeit easier to follow, the screens are taken from the samesample sales order.

Order Header Screenfor Sales Order

For every order you enter, the Order Header Screen col-lects the essential order information, for example the type oforder, the customer, the sales representative, and the Ship Toand Bill To addresses.

Order Header Screen

Field Definitions

Order Number

The order number will not be assigned until the rest ofthe order header screen has been completed. COINSsupplies the order number, using a unique, sequentialidentifying number for each order.

In Cancel, Change, Copy and Reinstate mode, you canuse the DOLLAR key to look up orders or quotes. See

08/08/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1————————————————————————————————————————————————————————————————————————————————| Order #* Status: OP Order Date: 08/08/96 || Order Type: S Sales Rep* kimber Date Needed: 08/08/96 || Order Class* A Payment Type: CR Date Promised: || Customer #* HUDS Division* Sched Ship: 08/12/96 || Ship To* MAIN Bill To* || HUDSON VALLEY AUTO CLUB HUDSON VALLEY AUTO CLUB || 828 WASHINGTON AVENUE 828 WASHINGTON AVENUE || || COLONIE NY 12203 COLONIE NY 12203 || JAY SPOONER JAY SPOONER || Ship Via* UP Price Brk: Y || Freight Terms* Customer P/O#: 1349 || Ship Complete: N || Tax Juris* NYS—ALB Job Template* Job Number: || Tax Exempt/#: N Job Name: |————————————————————————————————————————————————————————————————————————————————

Chapter 5

5 - 14

Sales Orders


Chapter 2 for special enhancements made to the DOL-LAR utility for the SOP module.

Note: Order numbers for sales quotes are entered bythe user, as discussed later in this chapter in the sec-tion in Entering Sales Quotes.

Order Type

Use S as the order type for sales Orders. You mustspecify a valid order type, using one of the order typesbelow. The order type normally defaults from SOPtailoring. However, if you logged in with a P/O/S UserID, the order type will default to P.

S Sales Order (S/O)

QS Sales Order Quote (S/O Quote)

C Credit order

P Point of Sale (P/O/S) order; may be used only ifyou logged into COINS with a P/O/S User ID. SeeChapter 6 for more information on this type oforder.

J Job Order; may be used only if SOP is tailored forthe entry of job orders. See Chapter 7 for moreinformation on this type of order.

QJ Job Quote; may be used only if SOP is tailored forthe entry of job orders. See Chapter 7 for moreinformation on this type of order.

Order Class

Enter the order class for this order. The order class ismandatory for all types of orders. It determines thedefault G/L accounts for each order line.

Customer #

Specify the customer for this order, using a code fromthe Customer File. Much of the order informationdefaults from the customer.

You can use the DOLLAR lookup to retrieve the appro-priate code. The DOLLAR lookup for customers can be


5 - 15

Sales Orders

Chapter 5

sorted in three ways- customer number, customername, and telephone number.

SOP will allow you to enter orders using a “miscella-neous” or “cash” A/R customer code; you will enter theShip To and Bill To information specific to this order.

If SOP tailoring is set to check credit ratings, thesystem will supply a default rating if the customer hasno credit rating or the credit rating code is not on file.The credit rating will default from SOP tailoring, witha warning message: WARNING: This Order’sCredit Rating is being defaulted to ____.

Status

COINS will supply the order status; you cannotchange it directly. The status codes used at the orderlevel and their meanings are:

OP Open. Normally the initial status of an order. Anorder will remain open until all lines are completelyshipped or canceled.

MA Manager's Approval. COINS automatically changesOP to MA when it detects a credit limit/rating issuewith this order. Manager's Approval is also requiredfor changes to the Gross Profit Percentage of theorder in excess of the limit set in SOP tailoring. Youcan complete entering the order if no manager isavailable to give immediate approval, but it cannotbe released for picking/shipping.

CL Closed. COINS changes the order’s status duringEnd of Day processing to CL (closed) when all of theorder lines have a status of closed or canceled. Aclosed order cannot be reopened.

CA Canceled. This is used when the user cancels theorder but the conditions are not met for closing theorder. The cancellation of an order results in thecancellation of all open lines but has no effect onitems already shipped.

Sales Rep

A code from the Sales Rep File is required for allorders. The sales rep may be based on the customer oron the User ID, as specified in SOP tailoring. See

Note: The customer's Ac-counts Receivable informa-tion may appear at thispoint. This optional fea-ture is controlled by an SOPtailoring question.

Chapter 5

5 - 16

Sales Orders


Chapter 2 for details.

Payment Type

The valid Payment Types are:

CA Cash

CK Check

CC Credit Card

CR A/R Credit

COD Cash on delivery

When the Payment Type is CR (A/R credit), SOP will checkthe credit information for the customer. See the discussionof Credit Approval earlier in this chapter.

For sales orders and P/O/S orders, the payment type willdefault from the appropriate SOP tailoring field unless thecustomer has been restricted to a given payment type in theCustomer File.

The Payment Screen for the order will collect payment anddeposit information appropriate to the Payment Typespecified for the order, as discussed later in this chapter.

Division

The division for an order normally defaults from the sellinglocation. If there is no division for the selling location,nothing will default as the order division.

If SOP doesn’t use divisional accounts, this field maybe left blank. If entered, the order’s division is merelyinformational and the accounts will continue to come fromthe order class.

If SOP is tailored to use divisional accounts, then theorder’s division number will be the source for the Sales andCost of Goods Sold accounts. SOP also includes optionalprofit center logic that can provide a more specific divisioncode. If SOP is tailored to use profit centers in orderclasses, then COINS will replace the last two characters inthe Selling Location’s division with the order class’s profitcenter to arrive at the appropriate division for the order.


5 - 17

Sales Orders

Chapter 5

See Appendix D, “Divisional Accounts in SOP,” fordetailed information on divisional and profit centeraccounts..

Order Date

The order date defaults as the Transaction Date speci-fied in the Beginning of Day process, but it can beoverridden. This field is required.

Date Needed

This is the date that the customer must be in receipt ofthe completed order. It will default from the transactiondate specified during Beginning of Day.

Date Promised

This is the date you promised delivery to the customer.This field is optional.

Sched Ship

This is the day you feel that the order must be shippedby, in order for the Date Needed to be met. This field isoptional, but it is useful for Pick Lists since they can beprinted by starting/ending Schedule Ship Date.

Ship To information

The Ship To code is optional. It can be used to add aspecific ship-to address, contact information and ship-ping method to the order. If there are Ship To records onfile for the customer, COINS will not allow you to leavethis field blank.

If there is no Ship To code on the order and no Ship Torecord on file for the customer, the Ship To addressdefaults from the Ship To name, and the address fromCustomer F/M. See Chapter 3 for information on thesefiles.

• If the Ship To name is blank on the second Customer F/Mscreen, COINS will use the customer name from the firstscreen.

• If the Address 1 line is blank on the second Customer F/M

Chapter 5

5 - 18

Sales Orders


screen, COINS will use the full address from the firstscreen.

P/O/S orders do not use a Ship To code. The Ship Toinformation will read “Customer Pickup” for all P/O/Sorders.

Bill To information

If no Bill To code is entered and no Bill To records areon file for the customer, the Bill To address and contactdefault from the customer. COINS will not ask for aBill To code if the order has a Ship To code that speci-fies the use of customer or shipping address as the billaddress.

Ship Via

The Ship Via code defaults to new sales orders from thefirst valid information COINS finds in:

Ship To F/M

Customer F/M

SOP tailoring

The code entered on the Order Header screen willdefault to the order lines, where it can be changed.

Freight Terms

The freight terms specified for the order determinewhether the freight will be marked as Prepaid orCollect on the bill of lading.

Ship Complete

If the answer to Ship Complete is Y, you cannotrelease a Pick List for the order if any lines arebackordered. Also, you cannot mark any lines for dropshipment. All lines of this order must be completelypicked before the order is shipped.

Tax Jurisdiction

The tax jurisdiction for non-P/O/S orders defaults fromthe Ship To code or the customer; with preference givento the jurisdiction for the Ship To code if one was en-


5 - 19

Sales Orders

Chapter 5

tered on the order. The tax jurisdiction for P/O/Sorders comes from the selling location.

Tax Exempt/#

This is a two-part field. The first part is a Yes/No flagindicating if this order is tax exempt, e.g., if a normallytaxable customer has a tax exempt job.

• If the customer is defined as non-taxable in the Cus-tomer File (i.e., taxable status = N), the tax exempt flagfor the order will default to Y. You can change this flag.

• If this order is tax exempt, you must enter thecustomer’s tax exempt number. SOP may be tailored sothat the customer’s TIN will default as the tax exemptnumber.

Note: Be sure to set the Tax Exempt field correctly,since this flag cannot be changed after you leave theheader screen. If you make a mistake, you will need tocopy the order to a new order number to correctly setthe flag.

Price Brk

COINS will examine the Price Matrix File for indi-vidual order items only when Price Brk is Y on theorder header screen.

Customer P/O#

The customer’s purchase order number may be re-quired, depending on how the customer was definedand whether the order has a Payment Type of CR.

Job TemplateJob NumberJob Name

The job information is required only for job orders.

Chapter 5

5 - 20

Sales Orders


Order Level Add-ons You can apply add-ons to an order at the order level or to aspecific line. The information for the add-on will default fromthe Add-on File (see Chapter 3), but it can be updated.

This screen will appear automatically when you finish enter-ing line items if the response to the SOP tailoring questionAutomatically Access the Order Level Add-ons whenadding a non-P/O/S Order is Y. Regardless of the tailoringsetting, you can enter an order-level add-on by selecting Add-ons from the order level strip menu.

Order Level Add-on

Field Definitions

Add-on Code

Codes entered at the order level must be defined asorder-level add-ons in File Maintenance.

Description

The description will default from the Add-on File, butyou can change it to suit your needs


Indicates whether or not this add-on is to be printed asa separate line on Sales Orders, Invoices, etc. If yourespond N, COINS will combine it with other add-onsfor this order and give a total.

08/08/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 20 Order Type: S Status: OP Mdse: 2384.18 Order Date: 08/08/96 Payment Type: CR Add—ons: 0.00 Customer* HUDS HUDSON VALLEY AUTO CLUB Total: 2530.21————————————————————————————————————————————————————————————————————————————————| Add—on Code* EXPRESS || Description: EXPRESS HANDLING FEE || Print as Separate Line (Y/N): Y Phase: || Sales Account* 370010000 Cost Code: || Taxable (Y/N): N J/S Cost Category: OC || Add—On Type (F/M/O): O Commissionable (Y/N): N || Calculation Type (F/P): F || Flat Amount — Selling Price: 25.00 || Flat Amount — Cost: 3.55 || Percentage — Selling Price: 0.000 Add—on Selling Price: 25.00 || Percentage — Cost: 0.000 Add—on Cost: 3.55 |————————————————————————————————————————————————————————————————————————————————


5 - 21

Sales Orders

Chapter 5

Sales Account

The Sales Account will default from the Add-ons File. Ifyour User ID has access to G/L accounts in SOP, you maychange the Sales Account number if necessary.

If you are using divisional sales accounts, COINS willdetermine the sales account for the add-on the same way itdetermines the line item sales accounts. See Appendix Dfor details.

Taxable

Specify whether this add-on is taxable or not. If the orderis non-taxable, this field will default to N. Otherwise, theTaxable flag will default from the Add-ons File, but you canchange it to suit your needs. COINS calculates the salestax for the order based on the total taxable merchandiseplus total taxable add-ons, using the tax jurisdiction on theorder header screen.


Required only for job orders and job quotes.

Cost Category

The cost category defaults from file maintenance for theadd-on. It is used primarily for Job Orders and JobQuotes; for other types of orders, the add-on cost categorymay be useful for general reporting.

Commissionable

Indicate if this add-on should be included in the portion ofthe order on which a commission will be paid (theCommissionable Amount). See the discussion of theSales Order Commission screen later in this chapter.

Add-on TypeCalculation Type

The next two fields are display-only, showing the informa-tion established for this add-on in the Add-ons File.

Add-on types are F (freight), M (material) and O (other).

Calculation types are F (flat amount) and P (percentage).

Chapter 5

5 - 22

Sales Orders


Flat Amount - Selling PriceFlat Amount - Cost

For Flat Amount type add-ons, these fields representthe unit cost and unit price for the add-on. Thesevalues default from Add-on F/M.

Percentage - Selling PricePercentage - Cost

For Percentage type add-ons, these fields represent thecost and price percentages for the add-on. COINS usesthese fields to calculate the extended price and cost forthe add-on. The percentage is applies to the order'stotal merchandise amount (taxable and nontaxable).These values default from Add-on F/M.

Add-on Selling PriceAdd-on Cost

The selling price and cost for this add-on will display,based on the system calculations. If you override them,COINS will update the applicable calculation typeselling price and cost entered on this screen.

Order SummaryScreen for Sales

Orders

The order-level strip menu includes a Summary option, whichyou may use to view this screen. You will also reach thisscreen when adding an order, upon completion of the order-level add-ons.

The Order Summary screen shows selling price, cost, profitand gross profit percentage for the whole order, broken downaccording to taxable and non-taxable merchandise, freight,and non-freight add-ons. You can use this screen to changethe Gross Profit percentages for the order.


5 - 23

Sales Orders

Chapter 5

Order Summary Screen

For Merchandise

• You can update the Gross Profit Percentage forboth taxable and nontaxable merchandise.

• If you change the value in either of these fieldsbeyond the amount allowed in SOP tailoring (i.e.,the Maximum Order Level Merchandise GrossProfit % Change), then the order will requiremanager’s approval.

• Any changes that you make to these percentageswill be applied to the applicable line items.

For Freight and Non-freight Add-ons

• You can also update the gross profit percentages forfreight and non-freight add-ons. These percentagesare based on the unit cost information entered onthe order for each add-on.

• Updating add-on profit percentages does not requiremanager’s approval.

• Any changes that you make to these percentageswill be brought back to the applicable add-ons.

08/08/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 20 Order Type: S Status: OP Mdse: 2384.18 Order Date: 08/08/96 Payment Type: CR Add—ons: 25.00 Customer* HUDS HUDSON VALLEY AUTO CLUB Total: 2555.21

———————————————————————————— Order Level Summary ———————————————————————————— | GROSS | | SELLING PRICE COST PROFIT PROFIT % | | ============== ============== ============== ======== | | Taxable Mdse: 2,384.18 1,011.50 1,372.68 57.57% | | Non—Tax Mdse: 0.00 0.00 0.00 0.00% | | Freight: 0.00 0.00 0.00 0.00% | | Non—Frt Add—ons: 25.00 3.55 21.45 85.80% | | ============== ============== ============== ======== | | Subtotal: 2,409.18 1,015.05 1,394.13 57.87% | | Sales Tax: 146.03 | | ============== | | Order Total: 2,555.21 | —————————————————————————————————————————————————————————————————————————————

Chapter 5

5 - 24

Sales Orders


The order-level strip menu includes a Payment option, usedboth for deposits and payments in full. Payment informationcan also be entered when the order is shipped, if the paymentmethod is Cash, Check or Credit Card.

The Payment screen has two dialog boxes, allowing you toupdate two types of information:

Payment TypeTo change the payment type entered for the order, upuntil the first shipment for the order. This might benecessary if the wrong payment method was entered onthe order header screen.

DepositTo record all payments, including deposits made for thisorder prior to invoicing. Multiple entries are allowed.

Payment Screen

Field Definitions

Most of the information in the Payment Type box is displayonly, except for the Payment Type:

Payment Type

Use this field to change the payment type previouslyentered for the order.

Payment for SalesOrders

08/08/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 20 Order Type: S Status: OP Mdse: 2384.18 Order Date: 08/08/96 Payment Type: CR Add—ons: 25.00 Customer* HUDS HUDSON VALLEY AUTO CLUB Total: 2555.21————————————————————————————————————————————————————— Deposits —————————————————| Payment Type: CR CREDIT ACCOUNT || Date Type Tendered Change Due || || ———————— ———— ——————————— ——————————— || Merchandise Amt: 2,384.18 || 08/08/96 CK 255.00 0.00 || Sales Tax: 146.03 || || Add—ons: 25.00 || || ============== || || Order Total: 2,555.21 || || || || Amount Tendered: 255.00 || || Amount Due: 2,300.21 || |———————————————————————————————————————————————————————————————————————————————— Credit Card #: Check Number: 1991 Credit Type: Authorization: 08080231 Expiration:


5 - 25

Sales Orders

Chapter 5

In the Deposit box, enter deposits and payments for this order.

Date

Enter the date that payment was received.

Payment Type (in Deposit box)

Indicate the type of payment or deposit, using CA (Cash),CC (Credit Card), or CK (Check).

Amount

Enter the amount of the payment or deposit. If the depositamount is greater than the amount due, the screen will tellyou the amount of change due to the customer.

Cash Drawer Location

If SOP is tailored to require cash drawers for all payments,the system will prompt for a cash drawer location.

The Payment screen may prompt for other information, depend-ing on the payment type.

For Cash Payments or Deposits

For cash deposits or payments, enter:

• Date of payment

• Payment Type CA

• Amount tendered. If this is greater than the amount due, thechange due to the customer will display on the screen.

For Check Payments or Deposits

For deposits or payments by check, enter:

• Date of payment

• Payment Type CK

• Amount tendered. If this is greater than the amount due, thechange due to the customer will display on the screen.

• Check number

• Authorization code for the transaction

Chapter 5

5 - 26

Sales Orders


For Credit Card Payments or Deposits

For deposits or payments by credit card, enter:

• Date of payment

• Payment Type CC

• Amount tendered. This may not be greater than theamount due on the order.

• Credit card number

• Credit card type, e.g., Visa

• Expiration date for the credit card

• Authorization code for the transaction

For A/R Credit Orders

The Payment screen for A/R Credit orders can be accessedfrom the order’s strip menu during both the Add and Changeprocesses. This allows you to change the payment methodbefore you release the order. You can also enter cash, check orcredit card deposits against the order.

For COD Orders

The Payment screen for COD orders can only be accessed fromthe order’s strip menu while you are still adding the order.This gives you a chance to change the payment method beforeyou finish entering the order. Once you leave Add mode, thisscreen will no longer be available.

Note: The deposits and payments are recorded as cash re-ceipts in A/R when the End of Day process is run. If the orderitself has not been shipped and invoiced, the deposits willshow on the Aged Receivables Report as unappplied cashreceipts, identified with the appropriate sales order number.


5 - 27

Sales Orders

Chapter 5

Order LevelComments

You can add comments at the order level, using commentsdefined as order-level comments. The comments will print onthe SOP documents that you specify.

Order Level Comments

Field Definitions

Comment Code

Enter the code for the comment to be added to thisorder. Only order-level comments are allowed.

When you add a comment to an order, the commentinformation and text defaults from the Comment File.You can edit this information.

Print on Order/QuotePrint on Pack ListPrint on Invoice

Specify the type of document on which the commentshould be printed. For example, some comments wouldbe appropriate for the printed order or quotation butnot needed on a packing list.


——————————————————————————————————————————————————————————————— | Comment Code* K—1 | | Print on Order/Quote (Y/N): Y Print on Invoice (Y/N): N | | Print on Pack List (Y/N): N | ——————————————————————————————————————————————————————————————— —————————————————————————————————————————————————————— | THANK YOU FOR YOUR ORDER. IF YOU HAVE ANY FURTHER | | NEEDS OR QUESTIONS, I CAN BE REACHED AT | | 518—555—1919. | | ——KIM SMITH | | | | | | More Text (Y/N): N | ——————————————————————————————————————————————————————

Chapter 5

5 - 28

Sales Orders


Commission Commission information can be restricted on a user-by-userbasis, through User ID definition. If you have access to com-mission information, you can use this screen to view commis-sion information or to override the sales rep’s normal commis-sion for a specific order.

Order Commission

Field Definitions

Override Commission

Enter Y if you want to override the commission for thisorder. This response gives you access to the remainingfields on this screen.

Commission Type

The commission type defaults from Sales Rep F/M.

F Flat amount

P Percentage

Commission Percent/Amount

Enter the commission percentage (if the commissiontype is P), or the flat amount (if the commission type isF) that is applicable to this order.


——————————————————————————————————————————— | Override Commission (Y/N): N | | Commission Type (F/P): P | | Commission Percent/Amount: 3.000 | | Commission Basis (MA/GP): GP | | Commissionable Amount: 1372.68 | | | | Commission Amount: 41.18 | ———————————————————————————————————————————


5 - 29

Sales Orders

Chapter 5

Commission Basis

For percentage type commissions, the basis for thecommission:

MA merchandise and add-ons amount

GP merchandise and add-ons gross profit

Commissionable Amount

This field will show the amount on which the commis-sion is calculated. Only order items and add-onsmarked as “Commissionable” are included in thisamount.

Commission Amount

The calculated commission amount will display. If youmake any changes in the upper portion of the screen,the result will display here.

Chapter 5

5 - 30

Sales Orders


Order Status Screen The order-level Status screen displays the order’s statusinformation. One of the primary uses of this screen is enter-ing credit approval for credit limit or credit rating overrides,or entering managers approval for major changes in grossprofit percentages.

Status Screen

Field Definitions (Selected Fields)

Status

The order’s current status will appear at the top of thescreen. COINS will supply the order status; youcannot change this directly. The status codes and theirmeaning are:

OP Open.

MA Manager's Approval required.

CL Closed. COINS changes the order’s status toclosed when all of the order lines have a statusof closed or canceled. A closed order cannot bereopened.

CA Canceled. This appears when the order iscanceled by the user and the conditions are notmet for closing the order. The cancellation of anorder also results in the cancellation of all openlines.

08/08/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 20 Order Type: S Status: OP Mdse: 2384.18 Order Date: 08/08/96 Payment Type: CR Add—ons: 25.00 Customer* HUDS HUDSON VALLEY AUTO CLUB Total: 2555.21————————————————————————————————————————————————————————————————————————————————| Date Needed: 08/08/96 Credit Rating: TIER—1 || Date Promised: Credit Limit/Rating Approval Required: Y || Scheduled To Ship: 08/12/96 Approval By: KRE || Last Picked Date: Approval Date: 08/08/96 || Last Shipped Date: Approval Time: 14:38 || Last Invoiced Date: || Canceled Date: Gross Profit % Override Approval Required: N || Closed Date: Approval By: || Order Weight: 21.100 Approval Date: || Apply To Invoice #: Approval Time: |————————————————————————————————————————————————————————————————————————————————


5 - 31

Sales Orders

Chapter 5


If this order requires credit approval because the orderexceeded the customer’s credit limit or credit rating,you will enter the approval password on this screen.

A box will appear near the bottom of the Status screen,in which to enter the approval password generated bythe Credit Approval Password process (see Chapter10).

Manager’s Approval Password

If this order requires managers approval because thegross profit percentage was changed more than allowedby tailoring, you will enter the approval password onthis screen.

A box will appear near the bottom of the Status screen,in which to enter the approval password set by theBeginning of Day process (see Chapter 4).

Approval ByApproval DateApproval Time

Separate fields are maintained for credit and grossprofit percent overrides, since separate approval pro-cesses are required. After the approval has beenentered, the screen will continue to show the approvalinformation but not the passwords.

After entry of the approval password, COINS willprompt for the Approval By, Date and Time. Thecurrent date and time will default as soon as you enterthe “Approval by” name or initials.

Chapter 5

5 - 32

Sales Orders


Entering a SalesOrder - Detail

Lines

Each order has one or more line items, representing themerchandise ordered. SOP provides maximum control overthe order process by entering each order item on a separateline, with options for add-ons, comments and changes of G/Laccounts separately for each line.

Up to 9,999 lines can be entered for a single order.

Structure of an Order Line

Line LevelAdd-ons


Line Item

Order HeaderRecord

Line Item Line Item Line Item Line Item

Line item options


5 - 33

Sales Orders

Chapter 5

Line Item SummaryScreen

The Line Items summary screen appears while ADDing anorder when you enter additional line details, or in Changemode when you select the Line Items option from the stripmenu. The top part of the screen shows some of the orderinformation to assist you in line entry. The line summary inthe bottom half of the screen shows condensed information forthe items included in the order.

Line Item Summary

The strip menu at the bottom of the screen allows you to addnew lines, change or cancel existing lines, or reinstate previ-ously canceled lines. If there are more than 10 lines on theorder, you can scroll through the entire list using the arrowkeys on the keyboard.

• The description is shortened to its first 15 charac-ters.

• Numeric fields will be filled with asterisks if thevalue is too large to display completely. For ex-ample:

Quantity Ordered, if greater than 99,999.99 or less than–9,999.999

Unit Price, if greater than 99,999.999 or less than–9,999.999

Extension, if greater than 999,999.99 or less than –99,999.999

08/08/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 20 Order Type: S Status: OP Mdse: 2384.18 Order Date: 08/08/96 Payment Type: CR Add—ons: 0.00 Customer* HUDS HUDSON VALLEY AUTO CLUB Total: 2530.21 ————————————————————————————————— Line Items ————————————————————————————————— | Line Item Description Qty Ord UOM Unit Prc Extension | | ———— ——————————————— ——————————————— ————————— ———— ————————— ————————— | | 1 01—391A COAXIAL CABLE 100.000 FT 5.840 584.00 OP| | 2 04—0590221 4" COPPER PIPE 21.000 YD 15.580 327.18 OP| | 3 S—COM2591 6 1/2 HP COMPRE 1.000 EA 1473.000 1473.00 OP| | | | | | | | | | | | | | | ——————————————————————————————————————————————————————————————————————————————

Add Change Cancel Reinstate Exit

Chapter 5

5 - 34

Sales Orders


DOLLAR Listing ofItems

The Item DOLLAR display in Enter/Maintain Orders showsItem, MFG Part number, abbreviated description, and Unit ofMeasure (UOM) information, and the Unit Price applicable tothis order. If you press [F5] a second time to see detailsfor aspecific item, the screen will show the price and cost informa-tion from the main Item File screen.

Sample DOLLAR Screens for Item Lookup

————————————————————————————————— Item Listing —————————————————————————————————| Item MFG Part # Description UOM Unit Price || ——————————————— ——————————————— ——————————————————————— ———— ——————————— || 01-391A COAXIAL CABLE FT 5.720 || 04-0590221 4" COPPER PIPE YD 15.580 || 10W30 10W30 OIL QT 2.500 || 10W40 10W40 OIL QT 2.300 |+ 212004 MASONRY SAND CY 0.000 |————————————————————————————————————————————————————————————————————————————————

———————————————————————————— Item Listing - Detail —————————————————————————————|Inventory Item: 01-391A ||Description: COAXIAL CABLE Unit Weight: 0.100 ||Alt Item* Normal Job* ||Product Line: CABLE Normal Phase* ||MFG Part #: Normal Cost Code* ||Class/Type Cd* Category: MA ||U.O.M: BOX Serialized (Y/N): N ||Standard Cost: 35.00000 Prc Grp: ST ||Other Cost: 1.00000 Phys Inv Freq: A ||Price: 5.840 Inventory Account* 28010000 ||Last Price Date: 08/28/96 Adjustment Acct* 762506000 ||Selling U.O.M: FT Negative Adj Acct* 762456000 ||Selling U.O.M. Conv: 0.010000 Fuel Type* |————————————————————————————————————————————————————————————————————————————————

The unit price shown on the Item Listing is the system’sdetermination of the most specific applicable price, in theorder listed below.

1. If price breaks apply to this order, COINS will checkfor a Price Matrix F/M record applicable to thisorder. If one is found, the first DOLLAR screen willshow the most specific price from the Price MatrixFile. The DOLLAR listing uses “no break quantity”prices; the line's actual unit price may vary whenyou enter the Qty Ordered, since price breaks basedon volume purchases will take precedence over “nobreak quantity” prices.


5 - 35

Sales Orders

Chapter 5

2. If no price break applies to this order and pricelevels are used in your PO/Inventory module, theItem listing will show the appropriate price from thePrice Level screen in the Item File.

3. Otherwise, the listing will show the Standard Pricefrom the Item File.

You add or change sales order line items using a screensimilar to the one shown here. The top part of the screen isinformation, and the bottom portion holds the item andquantity information for this line.

Line Item Screen

Field Definitions

Line

SOP provides sequential line numbers within eachorder. In Cancel, Change and Reinstate modes, youwill scroll through a list of lines to select the line to beupdated.

08/08/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 20 Order Type: S Status: OP Mdse: 2384.18 Order Date: 08/08/96 Payment Type: CR Add—ons: 25.00 Customer* HUDS HUDSON VALLEY AUTO CLUB Total: 2555.21 —— THIS INV LOCATION ALL INV LOCATIONS —— | Qty On Hand: 4950.000 4950.000 | | Qty Avail to Sell: 4398.000 4398.000 | ———————————————————————————————————————————————————————————— ———————————————————————————— Line: 1 ———————————————————————————— | Item* 01—391A Taxable (Y/N): Y | | Inv Location* WHSE Drop Ship (Y/N): N | | Qty Ordered: 100.000 Ship Via* UP | | Qty B/O: 0.000 Commissionable (Y/N): Y | | Unit Price: 5.840 Unit Cost: 0.35000 | | Ext. Price: 584.00 Gross Profit %: 94.01% | | Options (Y/N): Add—ons: 0.00 | ———————————————————————————————————————————————————————————————————— Item Desc: COAXIAL CABLE U.O.M.: FT

Item Info Screen

Chapter 5

5 - 36

Sales Orders


Item

This is the code from the Item File for the ordered item.SOP validates it against the Item File and checks theinventory quantities for it at the specified location. Thesystem also checks the cost category set up for the itemin the Item File. The item description and unit ofmeasure will display at the bottom of the screen as soonas a valid item number is entered.

Note: Only material items are allowed for S orders;any cost category is allowed on QS orders.

Inv Location

Specify the location from which the item is to be taken.The inventory location defaults from the selling loca-tion, but it can be changed at the line level. The screenwill show the inventory status of the item at the speci-fied location and the total for all locations.

The Quantity Available to Sell is the total of alluncommitted inventory quantity at these locations, i.e.,the quantity on hand less commitments. When thequantity required for this order is greater than thequantity available to sell, the remaining quantity willbe backordered.

Qty Ordered

Enter the quantity of the item being ordered. If theitem is serialized, only whole numbers are allowed.

COINS allow the entry of negative line quantities, forexample to record returned items. However, SHAKERrecommends the use of C orders (credit memos) ratherthan negative S orders.

Qty B/O

This is the quantity back-ordered for this line, i.e., theQuantity Ordered less the Quantity Available to Sell.It is calculated by COINS.


5 - 37

Sales Orders

Chapter 5

Unit Price

If the order qualifies for a price break, COINS willcheck the Price Matrix File for a valid selling price forthe item. If none is found, or if the order does notallow price breaks, the system will default the unitprice from the Item File. COINS supports the stan-dard price, with the option of as many as 10 pricelevels in the Item File.

If the Gross Profit Percentage is adjusted, the unitprice will change.

Ext. Price

COINS calculates the extended price, multiplying theselling price by the quantity ordered.

Options

Enter Y at this prompt if you want to add line-levelcomments or add-ons to this line, to change the G/Laccounts for it, or to view its status. This option is onlyavailable during Add; if you are in Change mode, youwill use the line’s strip menu instead.

Taxable

Indicate whether this line is taxable. The taxable flagat the line level defaults to Y if the order itself is nottax exempt (Tax Exempt = Y on the order headerscreen). Otherwise N will default as the taxable statusfor the line.

COINS will keep track of the total taxable merchan-dise and total non-taxable merchandise. Sales tax iscalculated on the total taxable merchandise plus totaltaxable add-ons, based on the tax jurisdiction on theorder header screen.

Drop Ship

Respond Y if this item is to be shipped to the clientdirectly from the vendor. When a drop shipment isinvolved, you must use either A/R credit or COD as thepayment type, with CR being the payment type recom-mended by SHAKER.

Chapter 5

5 - 38

Sales Orders


This feature is normally used for items not kept ininventory. If the item is in stock, responding Y in thisfield will place the item on backorder. This will causethe item to show up on the Backorders Report forPurchasing, so that the item is entered as a drop shipitem when placing a purchase order.

Note: Individual lines cannot be drop shipped whenthe order must be shipped complete.

Ship Via

Enter the Ship Via code for this line. When the order isreleased, lines with the same Ship Via code are put intothe same Pick List for picking and shipping.

Commissionable

Indicate whether this item should be included in theportion of the order on which a commission will be paid(the Commissionable Amount). See the discussion ofthe Sales Order Commission screen earlier in thischapter.

Unit Cost

The source of the unit cost is set in SOP tailoring.COINS will use either the standard cost for this item asentered in the Item File or its average cost as reflectedin inventory.

Normally, the user doesn’t have access to this field.However, SOP tailoring gives optional access to thisfield for quotes (order types QS or QJ).

Gross Profit %

The system fills in the Gross Profit Percentage, usingthe unit cost and the unit selling price in its calcula-tions. The formula appears below.

Gross Profit Percentage = ((Unit Price - Unit Cost) / UnitPrice) x 100

If you override the gross profit percentage on thisscreen, COINS will adjust the unit price accordingly.


5 - 39

Sales Orders

Chapter 5

The following limits apply to the values in the GrossProfit % field.

• The maximum positive value in this field is 99.99%.

• The maximum negative value is -999.99. A nega-tive gross profit percentage occurs when an item issold for less than its cost.

• If the unit cost is 0 (zero), you will have no access tothe Gross Profit % field. The displayed value willbe 100%.

Add-ons

The Add-ons total for this line will display at thebottom of the screen. Use the Add-ons option on theline’s strip menu to update add-on amounts for theline.

Chapter 5

5 - 40

Sales Orders


You can enter add-on charges specific to individual orderlines, using established line level codes in the Add-ons File.You can enter an Add-on while you are adding the line itemby entering Y in the Options field on the line screen. Afterthat, you will use the Change option to access the line levelstrip menu and enter the Add-on there.

Line Level Add-on

Field Definitions

Add-on Code

Add-on codes entered for an order line must be definedin the Add-ons File as line-level add-ons.

Description

The description will default from the Add-ons File, butyou can change it to suit your needs.


Indicate whether this add-on is to be printed as aseparate line on SOP documents such as Sales Ordersand Invoices. If you respond with an N, COINS willcombine it with other add-ons for this order and give atotal.

Detail Lines -Add-ons

08/08/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 20 Order Type: S Status: OP Mdse: 2384.18 Order Date: 08/08/96 Payment Type: CR Add—ons: 25.00 Customer* HUDS HUDSON VALLEY AUTO CLUB Total: 2555.21 Item* S—COM2591 6 1/2 HP COMPRESSOR Line: 3 ————————————————————————————————————————————————————————————————————————————— | Add—on Code* OVERSIZE | | Description: HANDLING FOR OVERSIZE ITEM | | Print as Separate Line (Y/N): Y Phase: | | Sales Account* 370020000 Cost Code: | | Taxable (Y/N): Y J/S Cost Category: OC | | Add—On Type (F/M/O): M Commissionable (Y/N): Y | | Calculation Type (R/F/P): P | | Basis (Q/N): | | Rate/Qty — Selling Price: 0.000 Percent — Sell Price: 1.500 | | Rate/Qty — Cost: 0.000 Percent — Cost: 3.000 | | Flat Amount — Selling Price: 0.00 Add—on Selling Price: 22.10 | | Flat Amount — Cost: 0.00 Add—on Cost: 44.19 | —————————————————————————————————————————————————————————————————————————————


5 - 41

Sales Orders

Chapter 5

Sales Account

The sales account will default from the Add-ons File.You can change the Sales Account on this screen only ifyour User ID definition allows you access to G/L accountswhile in SOP.

If you are using divisional sales accounts, COINS willdetermine the sales account for the add-on in the samemanner it determines the line item sales accounts. SeeAppendix D (Divisional Accounts in SOP) for detailedinformation about this procedure.

Taxable

Specify whether this add-on is taxable. If the order hasbeen marked as non-taxable, the Taxable field on thisscreen will default to N. Otherwise, the Taxable flag willdefault from the Add-ons File.

COINS calculates the sales tax for the order based on thetotal taxable merchandise plus total taxable add-ons,using the tax jurisdiction on the order header screen.

PhaseCost Code

Required only for job orders and quotes (J and QJ or-ders).

J/S Cost Category

The add-on’s J/S cost category will default from filemaintenance. This field is useful primarily for JobOrders and Job Quotes, although it can also be useful forSOP reporting. When the add-on is used on a job order orjob quote, the cost category causes the add-on’s amount tobe applied to the appropriate J/S cost category.

Commissionable

Indicate whether this add-on should be included in theportion of the order on which a commission will be paid(the Commissionable Amount). See the discussion ofthe Sales Order Commission screen later in this chapter.

Chapter 5

5 - 42

Sales Orders


Add-On TypeCalculation TypeBasis

The Add-on Type, Calculation Type and Basis fieldsare display-only, showing information from the Add-ons File.


Calculation types are R (rate/quantity), F (flat amount) andP (percentage).

For Rate/Quantity add-ons, the screen will also show thebasis of the calculation - Q (quantity ordered) or N (NetWeight).

Rate/Qty - Selling PriceRate/Qty - Cost

These fields determine the unit cost and unit priceinformation of Rate/Quantity type add-ons. Thesevalues default from the Add-on File. The quantityused for the calculation will come from either the linequantity or the line net weight, as determined by theadd-on’s basis.


For Flat Amount type add-ons, these fields determinethe cost and price information for the add-on. Thesevalues default from the Add-on File.

Percent - Selling PricePercent - Cost

For Percentage type add-ons, these fields determinethe cost and price information for the add-on, when thepercent is applied to the line item's cost and extendedprice. These values default from the Add-on File.


COINS will calculate the add-on selling price and costfor this line, based on the applicable calculation typeselling price and cost. You can override them.


5 - 43

Sales Orders

Chapter 5

Detail Lines -Comments

Individual lines within an order can have their own comments,using comment codes defined as line-level comments. The linecomments will print on the SOP documents that you specify.

Line-level Comment

Field Definitions

Comment Code

Enter the code for the comment to be added to this orderline. Only line-level comments are allowed.

Print on Order/QuotePrint on Pack ListPrint on InvoicePrint on S/O/P Backorders Report

Specify the type of document on which the commentshould be printed. For example, some comments would beappropriate for the printed order or quotation but notneeded on a packing list. Or you might enter descriptiveinformation for a backordered item, to print on the SOPBackorders Report.

Comment Text

When you add a comment to an order line, the commentinformation and text defaults from the Comment File.You can edit this information.

08/08/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 20 Order Type: S Status: OP Mdse: 2423.15 Order Date: 08/08/96 Payment Type: CR Add—ons: 47.10 Customer* HUDS HUDSON VALLEY AUTO CLUB Total: 2620.02 Item* 2620200 12" CORRUGATED METAL PIPE Line: 4———————————————————————————————————————————————————————————————————————————————| Comment Code* BK—1 || Print on Order/Quote (Y/N): Y Print on Invoice (Y/N): N || Print on Pack List (Y/N): N Print on S/O/P Backorders Report (Y/N): Y |——————————————————————————————————————————————————————————————————————————————— —————————————————————————————————————————————————————— | CANCEL THIS LINE IF BACKORDERED QUANTITY IS NOT | | AVAILABLE BY: | | 08/25/1996 | | | | | | | | More Text (Y/N): N | ——————————————————————————————————————————————————————

Chapter 5

5 - 44

Sales Orders


Detail Lines - G/LAccount

You will only be allowed access to this screen if your User IDwas defined for access to G/L accounts in SOP. Sales andCost of Goods Sold accounts are assigned to SOP orders atthe line level. Several factors can determine how the G/Laccounts will default to this screen.

• If SOP is tailored to use divisional accounts, then theorder’s division number (from the order header screen)will be the source for the Sales and Cost of Goods Soldaccount.

• The division for an order normally defaults from theselling location. If there is no division for the sellinglocation, nothing will default as the order division.However, SOP includes optional profit center logic thatcan provide a more specific division code. See AppendixD (Divisional Accounts in SOP) for detailed informationregarding how this works.

• If SOP doesn’t use divisional accounts, the accounts willcome from the order class. The order’s division is onlyinformational.

• If SOP is tailored to use profit centers in order classes,then COINS will replace the last two characters in theSelling Location’s division with the order class’s profitcenter to arrive at the appropriate division for the order.The division number for the order will be updated,whether or not you use divisional accounts. The use ofthis feature has several requirements, as described inAppendix D.

By using the G/L Account option on the line’s strip menu, youcan change the G/L account on a line-by-line basis.

G/L Accounts

08/08/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 20 Order Type: S Status: OP Mdse: 2423.15 Order Date: 08/08/96 Payment Type: CR Add—ons: 47.10 Customer* HUDS HUDSON VALLEY AUTO CLUB Total: 2620.02 Item* 01—391A COAXIAL CABLE Line: 1

————————————————————————————————————————— | Sales Account* 370010000 | | Cost of Goods Sold Account* 765000000 | —————————————————————————————————————————


5 - 45

Sales Orders

Chapter 5

Detail Lines - Status When you are in Add or Change mode, you can view the statusinformation for individual lines. The information on the line-level Status screen is display only.

The top part of the screen identifies the line with order num-ber, order date, customer and item information. The ordertype, payment type and status are also shown. Also shownare the merchandise and add-on totals for the order, alongwith the quantities ordered, back-ordered, picked, shipped,invoiced and canceled and the respective dates.

The Line Detail screen will also show the status of each line:

OP Open

CA Canceled

PK Picked - the complete quantity on this line has beenpicked

SH Shipped - the complete quantity on this line has beenshipped

Line Level Status Screen

08/08/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 20 Order Type: S Status: OP Mdse: 2423.15 Order Date: 08/08/96 Payment Type: CR Add—ons: 47.10 Customer* HUDS HUDSON VALLEY AUTO CLUB Total: 2620.02 Item* 01—391A COAXIAL CABLE Line: 1

———————————————————————————————————————————————————————————————— | U.O.M: FT Line Weight: 0.100 | | Quantity Ordered: 100.000 | | Quantity Back—ordered: 0.000 | | Quantity Committed: 100.000 Closed: | | Quantity Picked: 0.000 Last Picked: | | Quantity Shipped: 0.000 Last Shipped: | | Quantity Invoiced: 0.000 Last Invoiced: | | Quantity Canceled: 0.000 Canceled: | ————————————————————————————————————————————————————————————————

Chapter 5

5 - 46

Sales Orders


Other Order EntryProcesses

Printing Sales Orders When you are adding or changing a sales order, the order-level strip menu includes a Print S/O option. Use this optionto print in-progress or final copies of the order.

Depending on how the printing options were established forthe selling location, you may need to fill in the output options.On a form by form basis, you can cause the printing questionsto be bypassed for a selling location; see the discussion of theSelling Location File for details.

Sample Sales Order

S A L E S O R D E R

BILL TO: HUDSON VALLEY AUTO CLUB SHIP TO: HUDSON VALLEY AUTO CLUB 828 WASHINGTON AVENUE 828 WASHINGTON AVENUE ORDER DATE: 08/08/96 ORDER NO.: 20 COLONIE NY 12203 COLONIE NY 12203 PAGE 1 of 1 ATTN: JAY SPOONER ============================================================================================================================ CUSTOMER SALES REP CUSTOMER P.O. NUMBER DATE NEEDED TAX JURIS SHIP COMPLETE FREIGHT TERMS HUDS kimber 1349 08/08/96 NYS—ALB N NET 30 ============================================================================================================================ QUANTITY UNIT EXTENDED ORDERED ITEM NUMBER DESCRIPTION U.O.M. PRICE PRICE

100.000 01—391A COAXIAL CABLE FT 5.840 584.00 21.000 04—0590221 4" COPPER PIPE YD 15.580 327.18 1.000 S—COM2591 6 1/2 HP COMPRESSOR EA 1473.000 1473.00 HANDLING FOR OVERSIZE ITEM 22.10 3.000 2620200 12" CORRUGATED METAL PIPE LF 12.990 38.97 CANCEL THIS LINE IF BACKORDERED QUANTITY IS NOT AVAILABLE BY: 08/25/1996 EXPRESS HANDLING FEE 25.00 ——————————— TOTAL SALES: 2470.25 FREIGHT: 0.00 SALES TAX: 149.77 =========== ORDER AMOUNT: 2620.02

THANK YOU FOR YOUR ORDER. IF YOU HAVE ANY FURTHER NEEDS OR QUESTIONS, I CAN BE REACHED AT 518—555—1919. ——KIM SMITH

RECEIVED BY: ________________________________________ DATE: _______________


5 - 47

Sales Orders

Chapter 5

Releasing SalesOrders

While adding or changing an order, you can use the Releaseoption on the order level strip menu to release the order. SeeChapter 8, “Picking, Shipping and Invoicing,” for details ofwhat happens during the release of an order.

Automatically Release Sales Orders

If you tailored SOP to automatically release sales orders (typeS orders) upon completion, you do not need to select the Re-lease step. COINS will automatically release the order whenyou select Exit from the order’s strip menu. The system willstill ask if you want to print the Pick List.

Using Release during Order Entry

While adding or changing an order, you can use the Releaseoption on the order level strip menu to release the order.

After you confirm that you want to release this order, COINSwill ask if you want to print the Pick List. If you respond Y,the Pick List(s) for this order will print, using the SellingLocation’s output form for Pick Lists. You can change theoutput form or other printing options only if the Selling Loca-tion is set to NOT bypass questions.

Using the Picking/Shipping/Invoicing Menu

The Picking/Shipping/Invoice Menu also contains a Releaseoption, which can be used after at a later time. See Chapter 8for more information.

Chapter 5

5 - 48

Sales Orders


Canceling SalesOrders

Rather than include a Delete function, SOP provides for thecancellation of orders and of individual order lines. The orderinformation will remain in the system, available for inquiriesand reports.

• Canceled orders cannot be copied. If necessary, youmay reinstate the order and cancel it again later.

• Canceled order lines will not be copied over to a neworder. If necessary, you may reinstate the line andcancel it again later.

• Information on canceled orders and order linescannot be changed.

• Detailed information about the order status, lines,comments, etc., of a canceled order will only beaccessible through the Inquiry and Report menus.

COINS will perform some internal verifications before allow-ing data to be canceled or reinstated, in order to preserve theintegrity of your data. For example, the system will not allowyou to cancel an order if pick quantities have been entered forit. Pay close attention to any system messages that may bedisplayed.

Canceling an Order

Use the Cancel option on the Enter/Maintain Sales Or-ders strip menu to cancel an entire order. This will auto-matically cancel any open lines for that order.

COINS will warn you if an order has had a partial shipment.If you proceed with the cancellation, only the unshipped andbackordered quantities will be canceled.

COINS will allow you to cancel an order that has negativelines. However, you will not be allowed to reinstate thatorder. Any open negative lines will be canceled. If a negativeline has been “shipped” (i.e., processed through invoicing), thecancellation has no effect on the line.


5 - 49

Sales Orders

Chapter 5

Canceling an Order Line

While adding or changing an order, you can cancel individualorder lines using the Line Detail strip menu.

You can cancel an order line which has a negative quantity,but such a line cannot be reinstated.

You cannot cancel a line for which Pick quantities have beenentered but not yet shipped. You must first “unpick” thequantity for that line. Alternatively, you could process apartial shipment, then cancel the remaining quantity for thatline.

You cannot reinstate canceled lines once an order has beenreleased.

Reinstating SalesOrders

Reinstate functions at the order and line level allow you toreverse previous cancellations.

Reinstating an Order

Use the Reinstate option on the Enter/Maintain SalesOrders strip menu to reinstate a canceled order. This willautomatically reinstate the canceled lines for the order. If anorder has been partially shipped, only the remaining quantitywill be committed and backordered.

You cannot reinstate the order if it contains any negativelines.

Reinstating an Order Line

If the order has been released, you cannot reinstate any orderlines. If necessary, you can cancel the release through thePicking/Shipping/Invoicing Menu.

You cannot reinstate any order lines with negative quantities.

Chapter 5

5 - 50

Sales Orders


Changing a SalesOrder

You can use the Change option on the Enter/MaintainSales Orders strip menu to change virtually all informationfor a new, unreleased sales order. As processing of the orderproceeds through release, picking and shipping, the ability tochange order information becomes more restricted.

While in Change mode, you cannot change the followinginformation on the order header screen:

Order Number Order Type Order Date

Customer Payment Type1 Sales Rep2

Tax Jurisdiction3 Tax Exempt4

1 The Payment Type can be changed by using the Payment screen, but notdirectly on the order header screen. The Payment screen can’t be accessedfor COD orders (payment type COD).

2 The Sales Rep can be changed if the commission has not been overriddenand no invoice has yet been produced for the order.

3 On partially shipped orders, you cannot change the tax jurisdiction. Priorto shipment, you can change the jurisdiction and COINS will use the newjurisdiction’s tax rates throughout the order.

4 You cannot change the Tax Exempt flag on an order. However, you canalter the Tax Exempt Number if the order was originally set up as TaxExempt = Y. If the order was erroneously entered, you can use Copy tocreate a new order with the correct information.

Sales Orders That Have Not Yet Been Released

• If your SOP module uses profit centers and divi-sional accounting, a change to the order class maychange the G/L accounts for the order lines. COINSwill display the warning: G/L Accounts may needto be updated since the Order Class andDivision were changed. Update the LineItems’ G/L Accounts?

• If you change the Ship Via code on the Headerscreen, COINS will ask if you want to update theline items. If you respond Y, the ship via codes oneach line will change.

• Changing the Price Break flag does not affect exist-ing line items, but will affect lines added to theorder after the change is made.


5 - 51

Sales Orders

Chapter 5

• You can add, change, cancel, and reinstate the orderlines. You cannot change the item number or inven-tory location while changing order lines.

• You can add, change and delete both line level andorder level add-ons.

Sales Orders That Have Been Released But Not Yet Invoiced

• Any changed information on the order header screenwill be reflected on Pick Lists, shipping documentsand invoices.

• At the order level, you can add, change and deleteorder level add-ons* and comments.

• If a line has been partially shipped and invoiced, youcannot change the tax jurisdiction.

• If the sales order has been released, order linescannot be added or reinstated.

• You can change add-ons*, comments and salesaccounts* at the line level. However, you can’tchange any information on the Item Info screenitself.

* As soon as you invoice the order, you can no longer access thesescreens.

Procedures for Changing Released Orders

The normal processing procedure for a sales order involvesseveral steps. Up until the End of Day process has been run,you can back up a step at a time, as shown on the next page.

Chapter 5

5 - 52

Sales Orders


Reversing Processing Steps

Enter Order

Release Order

Enter Picking Data

Enter Shipping Data

Print Invoice

Print Pick List(s)

End of Day Processing

Void Shipping Data(returns order to its previous, preshipped status)

Under certain conditions, you may Void Shipping Data for an order that has been invoiced. COINS will warn that the invoicehas already been printed.

Unpick All Items (returns Picked Qtyfor all items in the release to 0)

Cancel Release(cancels the specified releases [pick numbers]for the order. All releases for an order must be canceled if you want to update line items.)


5 - 53

Sales Orders

Chapter 5

Copying SalesOrders

The Copy function on the Enter/Maintain Orders strip menuis used to copy a new order or quote from an older order. Thisuseful feature allows you to create a quote from an earlierorder, or to create a corrected order when the original orderhad the wrong order class, customer or tax exempt flag.

COINS restricts the copying of orders to certain order types:

S Can be copied to S or QS order; cannot be copiedto J, QJ, P or C orders

J Can be copied to J or QJ order; cannot be copiedto S, QS, P or C orders

QS Can only be copied to QS order

QJ Can only be copied to QJ order

P Cannot be copied.

C Cannot be copied.

Note: An existing order can be copied to a quote, but a quotecannot be copied to an actual order. Use the Change—>Con-vert Order option to make an order out of a quotation.

When you select Copy from the strip menu, COINS willprompt you for the number of the order you want to copy.COINS will then ask for the new order information.

The screen has several groups of fields, so that COINS cananalyze the information as it is entered and insert the appro-priate defaults. As much as possible, the Copy function usesthe same logic as Add to determine defaults for the order. Allcredit limits, credit checking and gross profit override verifica-tion will also be checked during the Copy process.

Chapter 5

5 - 54

Sales Orders


Copy Order - New Order Information

Field Definitions

Order Type

The order type for the new order will default from theold order. You can change it, within the limits speci-fied above.

Order Class

The order class will default from the old order. If youchange it, the system will use the sales accounts fromthe new order class unless your SOP system usesdivisional sales accounts. See the discussion of theDivision field, below.

Customer

The customer will default from the original order, butcan be changed if necessary. If you do not change thecustomer when you copy the order, most of the infor-mation that defaults from the Customer File willinstead come from the original order.

Note: COINS will update the taxable status of linesand add-ons on the new order if you change the cus-tomer; otherwise, the tax flags for lines and add-onswill come from the previous order.

08/08/96 S/O/P - Enter/Maintain Sales Orders E GREENBUSH Copy 12.1.4————————————————————————————————————————————————————————————————————————————————| Order #* 15 Status: OP Order Date: 08/06/96 || Order Type: S Sales Rep* kimber Date Needed: 08/06/96 || Order Class* a Payment Type: CR Date Promised: || Customer #* huds Division* Sched Ship: |———————————————————————————— New Order Information —————————————————————————————| || Order Type: S Order Date: 08/08/96 || Order Class* a Ship To* || Customer* GE Bill To* || Sales Rep* kimber Tax Juris* NYS-ALB || Payment Type: CR Tax Exempt/#: N || Division* Cust P/O#: 1518 || || Copy Order Level Add-ons (Y/N): Y Copy Line Level Add-ons (Y/N): Y || Copy Order Level Comments (Y/N): N Copy Line Level Comments (Y/N): Y || Copy Job Detail (Y/N): Update Line Item Price (Y/N): Y |+ Copy Line Items (Y/N): Y |————————————————————————————————————————————————————————————————————————————————


5 - 55

Sales Orders

Chapter 5

Sales Rep

As when adding an order, the Sales Rep defaults fromthe customer or User ID. If nothing defaults, you mustenter the appropriate sales rep, because a Sales Rep isrequired for all orders.

Payment Type

The payment type will default from the original order,unless the new customer has a specific payment methodspecified in Customer F/M.

If the payment type is CR, the system will check thecustomer’s credit when you complete this group offields. It will notify you if the customer has exceededtheir credit limit or rating and the new order requiresapproval.

Division

As when adding an order, the division defaults based onthe new selling location. If your SOP Module usesdivisional sales accounts, COINS will rebuild the salesaccounts based on the new division.

Note: If there is no change from the division on theoriginal order, COINS will not change any of the salesaccounts.

Order Date

The current transaction date will be used, based on theBeginning of Day.

Ship To

Enter or change the Ship To code to a code appropriatefor this customer and this order. The new Ship To codebecomes the basis for the new order’s Ship To address,default Ship Via code and Tax Jurisdiction. It alsoaffects the billing address and Bill To code for the neworder.

The information in the next group of fields varies accordingthe customer and ship to information that you just entered.

Chapter 5

5 - 56

Sales Orders


Bill To

COINS will not ask for a Bill To code if the order has aShip To code specifying the customer or shippingaddress should be used as the billing address. A BillTo code may default from the Ship To code.

Tax Jurisdiction

The Tax Jurisdiction will default from the Ship Tocode, if one was entered above. Otherwise, it defaultsfrom the customer.

Tax Exempt/#

The Tax Exempt flag will come from the customer. Ifthe customer is tax exempt, the system will requireyou to enter the Tax Exempt number.

Note: You will not be able to change the Tax Exemptflag once the new order has been created.

Cust P/O#

Enter the customer’s P/O number in this field. The P/O number is mandatory when the payment method isCR and the customer is defined as requiring a P/O.

Use the remaining fields on the Copy screen to specify theelements of the original order to be copied to the new order.The default response to each of these questions is Y.

Copy Order Level Add-onsCopy Order Level Comments

These fields apply to all order types.

Copy Job Detail

This field applies only to Job Orders or Job Quotes.

Copy Line Items

The unit cost of the line items will be reestablishedfrom their current inventory cost as the items arecopied to the new order, unless you are copying a quoteto a quote. However, the line item unit price will beupdated only if you direct the system to do so.


5 - 57

Sales Orders

Chapter 5

If a line on the original order was canceled, it willretain its canceled status when it comes over to thenew order.

COINS updates the sales accounts if you changed theorder class, or if your SOP Module is tailored to usedivisional accounts and the division was changed forthe new order.

The Taxable flags on the line items will default fromthe previous order, unless you are copying the order toa different customer. In that case, the Taxable flag foreach line and add-on will default from the new cus-tomer.

Copy Line Level Add-onsCopy Line Level Comments

Line level add-ons and comments are copied in amanner similar to line items.

Update Line Item Price

If you respond N to this question, SOP will retain theprices from the old order, including any prices changedas a result of margin manipulation.

If you respond Y, the system will check the Item Fileand the Price Matrix File to get the current price foreach line item. Changed margin information from theoriginal order will not come over to the new order.

After you complete this screen, you will be in Change mode onthe new order.

Note: If you copied an order to a sales quote, or copied a newsales quote from an older quote, you should review the linedetail information and update the quote sections as appropri-ate.

Chapter 5

5 - 58

Sales Orders


In most respects, entering a sales quote is the same asentering a sales order, using the order type QS instead of S.The pages that follow discuss the important differences.

Entering SalesQuotes

Important Facts aboutEntering Sales

Quotes

Credit Checking

COINS does not perform credit checking on sales quotes.When the quote is converted to an order, the system willcheck credit limits and ratings for CR orders.

Order Numbers for Sales Quotes

Sales quotes (QS) and job quotes (QJ) are numbered by theuser, to provide a meaningful way of controlling your salesrep’s quotes. The first character in the order number for asales quote must be a letter, for example JOE0001. This isan advantage because a user can group all his sales quotestogether and pull out the one he needs.

DOLLAR Lookup Subset for Quotes

Three fields in SOP tailoring provide the default settings forthe DOLLAR lookup screen in order entry:


If you use the DOLLAR key [F5] during order entry, theinitial strip menu will separate orders from quotations. Ifyou bypass this menu, orders and quotes will be mingled onthe DOLLAR screen.

Prefill Sales Rep Subset in Order DOLLAR Lookup

If the response to this tailoring question is Y, the DOLLARlookup on the Order # field in Enter/Maintain Orders willautomatically be restricted to orders and quotes entered bythe user currently logged in to Enter/Maintain Orders, aslong as their User ID is a valid code in Sales Rep F/M.

Prefill Selling Loc Subset in Order DOLLAR Lookup

If the response to this tailoring question is Y, the DOLLARlookup on the Order # field in Enter/Maintain Orders willautomatically be restricted to orders and quotes entered atthe selling location used when the user currently logged in to


5 - 59

Sales Orders

Chapter 5

Enter/Maintain Orders.

You can also use the Subset option on the DOLLAR screen’sstrip menu to narrow the list of orders or quotes that display.

Subset Dialog for DOLLAR Listing

Non-Material Line Items for Quotes

You may enter non-material items and add-ons for a salesquote, whereas only materials and add-ons with a materialscost code may be entered on a sales order. COINS uses thecost category of items and add-ons to determine the amount toapply to Labor on the quotation document.

Non-material entries will be totaled separately on the quota-tion. See the Sample Quotation for an illustration.

• If the only non-materials items are labor items, thequotation totals will include an entry for LABOR.

• If non-material items (other than Labor) are present,they will be shown with the heading OTHER.

————————————————————————————— Sales Order Listing ——————————————————————————————| Bill To Order Ord || Order # Custome ——————————————— Subset ———————————————— Date Type Stat|| ———————— ——————— | Starting Selling Location: | ———————— ———— —————| KIM-0007 HUDS | Ending Selling Location: | 08/08/96 QS OP || kim-0003 abc | Starting Sales Rep: KIMBER | 08/08/96 QS OP || KGR-0019 UPSTATE | Ending Sales Rep: KIMBER | 08/08/96 QS OP || KE-00001 ABC | Orders/Quotes/All (O/Q/A): Q | 08/06/96 QS OP || JOE-0015 UPSTATE | Open/Closed/All (O/C/A): A | 08/08/96 QS OP |——————————————————— ——————————————————————————————————————— ————————————————————

————————————————————————————— Sales Order Listing ——————————————————————————————| Bill To Order Ord || Order # Customer Ship To Phone Date Type Stat|| ———————— ———————— ———————————————————— —————————————— ———————— ———— —————| KIM-0007 HUDS HUDSON VALLEY AUTO C 08/08/96 QS OP || kim-0003 abc ABC BOTTLE AND PACKA 518-273-1845 08/08/96 QS OP || KE-00001 ABC ABC BOTTLE AND PACKA 518-273-1845 08/06/96 QS OP || || |————————————————————————————————————————————————————————————————————————————————

Chapter 5

5 - 60

Sales Orders


Section Numbers for Sales Quotes

You enter line items and add-ons for a sales quote in thesame manner as for a sales order. The only visible differencewill appear if you tailored SOP to use quote sections.

Sections are useful for organizing and subtotaling informa-tion for proposals. COINS prompts for a section number anddescription as you finish each order line; add-on charges forthe line will also be included in the subtotal for that section.COINS also prompts for a section for each order-level add-on.

Sales Quote Line with Section Number

Section #

Enter a code of up to four characters for this section,along with a short description. COINS will keep trackof the sections on an order-by-order basis; use theDOLLAR key to select a quote section from one alreadyentered for the order. There is no master file for quotesections, since it is likely that the numbers and theirdescriptions will vary from quote to quote.

Section Description

If you change the description while using a sectionnumber for a given line, the section description of otherlines in that section will also change.

08/08/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* KIM—0007 Order Type: QS Status: OP Mdse: 0.00 Order Date: 08/08/96 Payment Type: CR Add—ons: 0.00 Customer* HUDS HUDSON VALLEY AUTO CLUB Total: 0.00 —— THIS INV LOCATION ALL INV LOCATIONS —— | Qty On Hand: 5.000 5.000 | | Qty Avail to Sell: 4.000 4.000 | ———————————————————————————————————————————————————————————— ———————————————————————————— Line: 1 ———————————————————————————— | Item* S—COM2591 Taxable (Y/N): Y | | Inv Location* WHSE Drop Ship (Y/N): N | | Qty Ordered: 1.000 Ship Via* UP | | Qty B/O: 0.000 Commissionable (Y/N): Y | | Unit Price: 1473.000 Unit Cost: 766.50000 | | Ext. Price: 1473.00 Gross Profit %: 47.96% | | Options (Y/N): N Add—ons: 0.00 | ———————————————————————————————————————————————————————————————————— Item Desc: 6 1/2 HP COMPRESSOR U.O.M.: EA Section #* 1 COMPUTER ROOM


5 - 61

Sales Orders

Chapter 5

Printing a Sales Quote

When you are entering a sales quote, the strip menu willinclude a Quotation option. Use this option to print thequotation.

• The lines on a printed quotation will be sorted ac-cording to sections, if the quote uses sections.

• Disclaimer text and acceptance text print at thebottom of the quotation, using the standard textestablished for the selling location.

Sample Sales Quotation

Q U O T A T I O N

BILL TO: HUDSON VALLEY AUTO CLUB SHIP TO: HUDSON VALLEY AUTO CLUB QUOTE DATE: 08/08/96 828 WASHINGTON AVENUE 828 WASHINGTON AVENUE PRINTED: 09/09/96 QUOTE NO.: KIM—0007 COLONIE NY 12203 COLONIE NY 12203 PAGE 1 of 1 ATTN: JAY SPOONER ============================================================================================================================ CUSTOMER SALES REP DATE NEEDED TAX JURIS FREIGHT TERMS HUDS kimber 08/08/96 NYS—ALB NET 30 ============================================================================================================================

COMPUTER ROOM

QUANTITY ITEM NUMBER DESCRIPTION U.O.M. UNIT PRICE EXT PRICE

1.000 S—COM2591 6 1/2 HP COMPRESSOR EA 1473.000 1473.00 1000.000 01—391A COAXIAL CABLE FT 5.720 5720.00 25.000 600 INSULATION RL 45.000 1125.00 EXPRESS HANDLING FEE 25.00 ——————————— SECTION TOTAL: 8343.00

LABOR

QUANTITY ITEM NUMBER DESCRIPTION U.O.M. UNIT PRICE EXT PRICE

5.000 LABOR LABOR HR 15.000 75.00 ——————————— SECTION TOTAL: 75.00 ——————————— MERCHANDISE: 8318.00 LABOR: 75.00 OTHER: 25.00 FREIGHT: 0.00 SALES TAX: 514.07 =========== QUOTE AMOUNT: 8932.07

PRICES DO NOT INCLUDE OUT—OF—POCKET INSTALLATION AND TRAINING EXPENSES. CLIENT IS RESPONSIBLE FOR ALL APPLICABLE SALES AND/OR USE TAX AND LICENSE FEES. QUOTED PRICES ARE GOOD FOR 15 DAYS FROM ISSUANCE OF QUOTATION.

A C C E P T A N C E O F P R O P O S A L SIGNIFY ACCEPTANCE OF THIS PROPOSAL BY SIGNING AND DATING THIS FORM.

______________________________________________ ______________________________________________ CUSTOMER SCI 76c1 COMPANY 7

Chapter 5

5 - 62

Sales Orders


Changing SalesQuotes to Sales

Orders

To convert a sales quote to an actual order, use the Changeoption on the Enter/Maintain Orders strip menu and enterthe sales quote’s order number. When the order type is QS,COINS will ask if you want to Update Quote or ConvertQuote.

• Use Update Quote to continue working on theselected quotation.

• Use Convert Quote to create a sales order fromthis quotation. COINS will close the original quoteand create a completely new record for the order,with a new order number. The system will placeyou at the order-level strip menu in Change modefor the new order.

When you convert a quote to an order, only material linescome over to the order. Non-material line items will notbe converted; this means that labor lines and other non-material items will not carry over to the order. Also, sectionnumbers will not be retained.

COINS will ask for a minimal amount of information toupdate the quote information for conversion to a sales order.

Converting a Sales Quote to a Sales Order

08/08/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Change 12.1.2————————————————————————————————————————————————————————————————————————————————| Order #* kim—0007 Status: OP Order Date: 08/08/96 || Order Type: QS Sales Rep* kimber Date Needed: 08/08/96 || Order Class* A Payment Type: CR Date Promised: || Customer #* HUDS Division* Sched Ship: || Ship To* MAIN Bill To* || HUDSON VALLEY AUTO CLUB HUDSON VALLEY AUTO CLUB || 828 WASHINGTON AVENUE 828 WASHINGTON AVENUE || || COLONIE NY 12203 COLONIE NY 12203 || JAY SPOONER JAY SPOONER || Ship Via* UP Price Brk: Y || S ———————————————————————— New Order Information ————————————————————————— || T | Payment Type: CR | || T | Order Date: 08/08/96 | |——— | Customer P/O#: 1377 | ——— | Alphabetize & Compress ‘Like’ Items (Y/N): Y | ————————————————————————————————————————————————————————————————————————


5 - 63

Sales Orders

Chapter 5

Field Definitions

Payment Type

The type of payment will default from the quote, butyou may change it to suit your needs. If the paymenttype is CR, COINS will do normal credit verification.

Order Date

The order date defaults from the current transactiondate, as set in Beginning of Day.

Customer P/O #

Optionally, enter the customer’s purchase order num-ber. The system may require a purchase order for salesorders, depending on how the customer is defined.

Alphabetize & Compress ‘Like’ Items

This option allows you to rearrange the ordered items.For example, if the same item appeared in severalquote sections, you can use this option so that the itemappears only once on the order.

• All items will be alphabetized by item number.

• Items that have add-ons or comments will not be com-pressed.

• Items will be compressed only when the following infor-mation is identical:

Inventory location

Taxable status

Sales Account

Cost of Goods Sold Account

Unit Cost

Unit Price

Ship Via

Commissionable

Phase and cost code (for job orders only).

Chapter 5

5 - 64

Sales Orders


Crediting SalesOrder Returns

Shaker recommends using C type orders for returns ratherthan using negative sales orders. Order type C is designedspecifically for credit memos and returns related to salesorders (S orders). See Chapters 6 and 7 for recommendedreturn procedures for P/O/S and job orders.

Credit orders have a number of advantages over S orderswith negative line quantities:

• Credit orders are easier to enter and process than Sorders, since they are processed as soon as the entryis completed (similar to P/O/S orders). Separaterelease, picking and shipping steps are not required.

• Quantities on a credit order must be negative, thuseliminating a possible source of error.

• If the item being returned is serialized, a creditorder will prompt for the serial number(s) on theline detail screen so that the serial number is usableat a later date.

• When you print the invoice or receipt for an A/Rcredit order, the Terms will specify Credit Memo. Ifyou use an S order, the invoice will say Net 30 witha negative amount.

• Credit orders cannot be changed, canceled or copiedonce they have been entered.

• Credit limit and rating checks are unnecessary forcredit orders.

• A receipt can be printed at the time of the return.

• Credit approval may be mandatory for all creditmemos (an SOP tailoring option).

An appropriate scenario for using a negative S order for areturn is when you want to enter the return and a sale on thesame order, thereby reducing the net amount for the neworder. However, you will not be able to copy such an order.


5 - 65

Sales Orders

Chapter 5

A credit order is entered in a manner similar to a sales order,with full access to the order level strip menus. Some of thescreens are shown on the pages that follow.

Order Header Screen

Line Detail Screen

Add-On Screen

Comments Screen

Completing the Credit Order

Order Header Screen Credit Order - Header Screen

08/09/96 S/O/P - Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1————————————————————————————————————————————————————————————————————————————————| Order #* Status: OP Order Date: 08/09/96 || Order Type: C Sales Rep* KIMBER Date Needed: || Order Class* A Payment Type: CR Date Promised: || Customer #* KARNER Division* Sched Ship: || Ship To* Bill To* || THE KARNER GROUP, INC. THE KARNER GROUP, INC. || 14 CORPORATE CIRCLE ——————————————————————————————————— CLE || | Apply To Invoice #: E4 | || SARATOGA SPRINGS ——————————————————————————————————— NY 12866 || BILL DODGE 518-584-8200 BILL DODGE 518-584-8200 || Ship Via* Price Brk: Y || Freight Terms* Customer P/O#: || Ship Complete: N || Tax Juris* NYS-SAR Job Template* Job Number: || Tax Exempt/#: N Job Name: |———————————————————————————————————————————————————————————————————————————————— —————————————————————————————————————————————— | Credit Approval Password: 627816 | ——————————————————————————————————————————————

Chapter 5

5 - 66

Sales Orders


Field Definitions

Apply To Invoice

A credit memo may be applied to a specific invoice byentering the appropriate invoice number in this field.This enables the system to reduce the amount receiv-able for the Apply To invoice instead of just reducingthe customer A/R balance.

Order Type

Enter C as the order type for a credit order.

Credit Approval

If required by SOP tailoring, the system may requirethe entry of the credit approval password before youcan finish the rest of the screen. The password mustbe obtained through the separate Credit ApprovalPassword function, discussed in Chapter 10.

Payment Type

The only payment methods allowed for credit memosare CA (Cash), CC (Credit Card) or CR (A/R Credit).

If the customer was defined as a Cash Customer infile maintenance, COINS will not let you use CR as thepayment method.

Tax JurisdictionTax Exempt InformationPrice Break

Make sure that these fields match the original order,so that the item prices and sales tax information areappropriate.


5 - 67

Sales Orders

Chapter 5

Credit Order - Line Detail Screen

Field Definitions

Quantity

Enter the quantity returned as a negative number.When you finish the credit, this will increase the quan-tity of this item at the specified inventory location.

Unit PriceExtended Price

COINS will default the unit price based on the currentprices and price matrix information. You should checkto make sure that the amount credited does not exceedthe original purchase price.

Options

You can use the Options switch to enter add-ons, com-ments, etc., for this line. The line-level strip menu inChange mode will also give you access to this informa-tion. For example, you might want to charge a restock-ing fee for the item, as shown on the next page.

Line Detail Screen

08/09/96 S/O/P - Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 24 Order Type: C Status: OP Mdse: 0.00 Order Date: 08/09/96 Payment Type: CR Add-ons: 0.00 Customer* KARNER Total: 0.00 —— THIS INV LOCATION ALL INV LOCATIONS —— | Qty On Hand: 4947.000 4947.000 | | Qty Avail to Sell: 3294.000 3294.000 | ———————————————————————————————————————————————————————————— ———————————————————————————— Line: 1 ———————————————————————————— | Item* 01-391A Taxable (Y/N): | | Inv Location* WHSE Drop Ship (Y/N): | | Qty Ordered: -1.000 Ship Via* | | Qty B/O: 0.000 Commissionable (Y/N): | | Unit Price: 51.800 Unit Cost: 0.35000 | | Ext. Price: -51.80 Gross Profit %: 99.32% | | Options (Y/N): N Add-ons: 0.00 | ———————————————————————————————————————————————————————————————————— Item Desc: COAXIAL CABLE U.O.M.: FT

Chapter 5

5 - 68

Sales Orders


You can apply add-ons to credit orders at either the line levelor the order level. An order-level Add-on screen is shownhere, illustrating how to enter a restocking fee for a returneditem.

Note: A Percentage Add-on used for credit order should be anegative percentage. Otherwise the add-on selling pricewould be a negative number and result in too great a credit tothe customer.

Credit Order - Add-on Screen

Add-On Screen

08/09/96 S/O/P - Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 24 Order Type: C Status: OP Mdse: -51.80 Order Date: 08/09/96 Payment Type: CR Add-ons: 0.00 Customer* KARNER Total: -55.43 Item* 01-391A COAXIAL CABLE Line: 1————————————————————————————————————————————————————————————————————————————————| Add-on Code* RESTOCK || Description: RESTOCKING FEE || Print as Separate Line (Y/N): N Phase: || Sales Account* 370010000 Cost Code: || Taxable (Y/N): N J/S Cost Category: OC || Add-On Type (F/M/O): O Commissionable (Y/N): N || Calculation Type (R/F/P): P || Basis (Q/N): || Rate/Qty - Selling Price: 0.000 Percent - Sell Price: -5.000 || Rate/Qty - Cost: 0.000 Percent - Cost: -1.000 || Flat Amount - Selling Price: 0.00 Add-on Selling Price: 2.59 || Flat Amount - Cost: 0.00 Add-on Cost: 0.52 |————————————————————————————————————————————————————————————————————————————————


5 - 69

Sales Orders

Chapter 5

Comments Screen The Comment screen is useful for recording the reason forthe return. You can enter comments to the order either at theline level or the order level.

Note: If you want the comment to print on the invoice, makesure that Print on Invoice is marked Y when you enter thecomment code.

Payment Screen If the order will credit the customer’s credit card, the paymenttype will be CC. On the Payment screen, enter the creditcard information as shown here. The Change Due Customeramount is the amount that will be applied to the credit card.

Credit Order - Payment Screen

If you will be giving the customer cash back, the paymentmethod is CA. The Payment screen will appear automati-cally, so that you can check it for the amount you need to giveto the customer.

If the credit memo’s Payment Type is CR (A/R Credit), nospecial information is required on the Payment screen.

08/09/96 S/O/P - Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 24 Order Type: C Status: OP Mdse: -51.80 Order Date: 08/09/96 Payment Type: CR Add-ons: 2.59 Customer* KARNER Total: -52.84 —————————————————————————————————————————————————————————————————————————————— | Payment Type: CC CREDIT CARD | | Payment Date: 08/09/96 | | | | Merchandise Amount: -51.80 | | Sales Tax: -3.63 | | Add-ons: 2.59 Credit Card #: 1111-999-11111-99 | | ============== Credit Type: MC | | Order Total: -52.84 Expiration Date: 07/31/97 | | Authorization: 981881 | | Amount Tendered: 0.00 Check Number: | | | | Amount Due: 0.00 | | Change Due Customer: 52.84 | ——————————————————————————————————————————————————————————————————————————————

Cash Drawer Location: FRONT

Chapter 5

5 - 70

Sales Orders


Completing the CreditOrder

Review the information on the Summary screen for accuracy,then select Exit from the order level strip menu to completethe transaction. COINS will print the invoice to serve as thereceipt for the credit memo.

Sample Credit Invoice

I N V O I C E

BILL TO: THE KARNER GROUP, INC. SHIP TO: THE KARNER GROUP, INC. 14 CORPORATE CIRCLE 14 CORPORATE CIRCLE DATE: 08/09/96 INVOICE NO.: E11 SARATOGA SPRINGS NY 12866 SARATOGA SPRINGS NY 12866 PAGE 1 of 1 ATTN: BILL DODGE ============================================================================================================================ ORDER NO. CUSTOMER SALES REP CUSTOMER P.O. NUMBER ORDER DATE SHIP VIA FREIGHT TAX JURIS TERMS 24 KARNER kimber 08/09/96 NYS-SAR CREDIT CARD ============================================================================================================================ QUANTITY PREVIOUS QUANTITY QUANTITY UNIT EXTENDED ORDERED SHIPPED BACKORDERED SHIPPED ITEM NUMBER DESCRIPTION U.O.M. PRICE PRICE

-1.000 0.000 0.000 -1.000 01-391A COAXIAL CABLE FT 51.800 -51.80 ————— TOTAL SALES: -51.80 OTHER: 2.59 CREDIT CARD NO.: 1111-999-11111-99 FREIGHT: 0.00 CREDIT TYPE: MC SALES TAX: -3.63 EXPIRATION DATE: 07/31/97 =========== AUTHORIZATION: 981881 INVOICE AMOUNT: -52.84

RETURNS ARE SUBJECT TO 5% RESTOCKING FEE UNLESS OTHERWISE INDICATED.

RECEIVED BY: ________________________________________ DATE: _______________

NET 30. FINANCE CHARGE OF 1 1/2% PER MONTH (18% ANNUALLY) APPLIES TO OVERDUE BALANCE. CONTACT US AT 518-555-1919 WITH ANY QUESTIONS ABOUT THIS ORDER.


Point of Sale Orders.................................................... 6-1Overview ............................................................ 6-1

Processing Steps for P/O/S Orders ..................... 6-2Structure of a P/O/S Order ................................... 6-3Security Features for P/O/S Orders ..................... 6-5Credit Approval for P/O/S Orders ......................... 6-7Order Entry Commands ....................................... 6-8

Order Header Screen for P/O/S Orders ............. 6-9Line Items for P/O/S Orders ............................... 6-14

Reading Bar Codes for P/O/S Orders .................. 6-18Add-ons for P/O/S Order Lines ............................ 6-19Comments for P/O/S Order Lines ........................ 6-22G/L Accounts for P/O/S Order Lines .................... 6-23Status of P/O/S Order Lines ................................. 6-24

Order Level Add-ons .......................................... 6-25Payment ............................................................. 6-28Print Pick List for P/O/S Orders .......................... 6-30Invoices and Receipts for P/O/S Orders ............ 6-30Crediting P/O/S Order Returns........................... 6-32

Chapter 6: Point of Sale Orders

Contents


6 - 1

Point of Sale Orders

Chapter 6


Overview Point of Sale (or Over the Counter) sales are retail salesmade directly to a customer. This type of sale is typically acash transaction, with payment made at the time of the saleand the order status immediately updated to CL (closed) forall items available and paid for.

• P/O/S orders are paid at the time of order, by A/Rcredit, cash, check or credit card (COD is not a validpayment type). The Payment screen will automati-cally appear.

• Receipts are optionally printed at the time of pay-ment.

• All items must be in stock for P/O/S orders. If itemsmust be backordered, you must enter a standardsales order for those items.

• P/O/S orders normally do not go through a pickingand shipping process, because they are generallyhanded directly to the customer. However, there isan SOP tailoring flag to print Pick Lists for P/O/Sorders.

Chapter 6

6 - 2



Processing Steps forP/O/S Orders

P/O/S orders have the following general processing steps:

1. Manager or System Administrator begins the day(see Chapter 4) and sets up cash drawers (see Enter/Maintain Cash Drawers in Chapter 10).

2. Manager logs terminal on to COINS using the P/O/SUser ID.

3. User logs on to Enter/Maintain Orders with anindividual User ID, plus selling location and drawerlocation.

4. User enters the P/O/S order.

5. User enters payment information on the orderscreen.

6. User optionally prints a pick list for the order, if theSOP Module is tailored to print pick lists for P/O/Sorders.

7. User prints the receipt for the order and gives it tothe customer along with the items purchased.

P/O/S Steps

Logon to COINS with P/O/S User

Enter P/O/S order

Enter payment information

User logon to Enter/Maintain

Orders

Print pick list (optional)

Print invoice (receipt)


6 - 3


Chapter 6

Structure of a P/O/SOrder

In designing the SOP module, great attention was paid tostreamlining the entry of Point of Sale orders. A P/O/S orderis entered and processed at one time, with fewer componentsthan a Sales order or Job order but entered in a more rigidorder. Picking, shipping and invoicing are not necessary,since the customer takes the items away with them

The structure of a typical P/O/S order is shown on the follow-ing diagram. Each component is discussed separately in thischapter, in the order they normally occur.

Order LevelAdd-ons(optional)

Line Items Payment

Order HeaderRecord

Line LevelAdd-ons


Optional, accessed through the "Options"field on the line item screen.

Components of a P/O/SOrder

Definitions

Header

This is the main screen for an order.

Line Items

When you add a P/O/S order, the systemautomatically prompts for line items assoon as you complete the header screen.While entering each line item, you canchoose to access the Options screens forthat item.

Add-ons

An SOP tailoring flag allows the entry oforder level add-ons for P/O/S orders. Ifturned on, the order-level add-on windowwill appear automatically. If SOP is nottailored to allow add-ons, the order-leveladd-on screen will not appear. Line leveladd-ons can be entered through the Op-tions selection on the line screen, or byusing the Change option on the line levelstrip menu.

Payment

The Payment screen will appear automati-cally. Use it to record cash, check or credit

Chapter 6

6 - 4



card payments for the order. If the payment type forthe order is CR (A/R credit), the payment screen willstill appear.

Comments

Comments can be added to an order line if you use theOptions flag on the line screen, or through the Changeoption on the line level strip menu. This screen is notavailable at the order level.

G/L Accounts

Sales and Cost of Goods Sold accounts are assigned toorders at the line level. By using the Options flag onthe line screen, you can change the G/L accounts on aline-by-line basis.

Status

You can view the line-level Status screen by respondingY to the options flag as you enter a line, or through theChange option on the line level strip menu. This screenis not available at the order level.


6 - 5


Chapter 6

Security Features forP/O/S Orders

System security is of great concern for P/O/S orders becausethey often occur at some sort of public sales counter or regis-ter, so some additional security features have been built intothe Sales Order Processing Module. This is primarily donethrough User ID definition and through controls in SOPEnter/Maintain Orders.

User ID Definition

On the first SOP User ID definition screen, you will respondY to Point of Sale User for the user ID that will be used to loginto COINS. This user should have very limited security,e.g., to SOP only and probably to limited functions withinSOP. SHAKER recommends that this User ID also have apassword.

P/O/S orders cannot be entered unless a Point of Sale User IDis used to get into COINS.

Your System Administrator will also set up User IDs for theindividual users, to identify the person entering the order.

Log-on to Enter/Maintain Sales Orders

There are two stages for logging into the Order Entry screenfor point-of-sale orders.

Stage 1:Sign into COINS using a User ID defined as a point of saleuser. Once in COINS:

1. Select Sales Order Processing from the COINSMain Menu.

2. Select Enter/Maintain Orders.

Stage 2:A second User Log-on screen will appear when you selectEnter/Maintain Orders from the SOP menu.

Chapter 6

6 - 6



P/O/S Login Screen

1. Enter your individual User ID and optional pass-word. This User ID may not be a P/O/S User ID.

2. Enter the appropriate selling location code.

3. Enter the cash drawer location. The location mustalready have an open cash drawer, set up in Enter/Maintain Cash Drawer as discussed earlier inChapter 10.

Logging out of Enter/Maintain Sales Orders

SHAKER strongly recommends that all users should logout of Enter/Maintain Orders whenever they leavetheir terminal, even if just for a few minutes. If theyremain in the function when they leave the terminal, theirindividual User ID will still be logged in as the person respon-sible for the orders entered, the receipts tendered, and changegiven to customers while they are gone.


————————————————————————————————————————— | Enter Order Entry User ID: KIMBER | —————————————————————————————————————————


———————————————————————————————————— | Cash Drawer Location: FRONT | ————————————————————————————————————


6 - 7


Chapter 6

Credit Approval forP/O/S Orders

There are several levels of credit checking within SOP, forA/R credit type orders, as discussed in detail in Chapter 5.

Credit limit check

Credit approval is always required when the order willcause the customer’s A/R balance to exceed their creditlimit.

Credit rating check (optional)

This option checks the customer’s aging period bal-ances against the percentage criteria established in theCredit Rating File.

Credit rating check with credit approval (optional)

You have the option in SOP tailoring to have the creditrating check done with credit approval required if anyproblems are found.

The following information applies specifically to P/O/S orders:

• If credit approval is required during the entry of a P/O/S order, COINS will prompt for it on the orderheader screen.

• If approval is not entered on the order headerscreen, the system will prompt for it again as youcomplete each order line.

• If it is still not entered, the Payment screen willappear and COINS will once again prompt for theapproval password.

• If approval is not entered on the Payment screen,COINS will force you to change the method of pay-ment. The system displays the message Themethod of payment cannot be A/R Credit. Youmust enter the credit approval password, or elsepress [F4] to cancel the order.

Note: The cancellation of a P/O/S order requires that youenter the daily Managers Approval Password. This pass-word is set by the Beginning of Day process.

Chapter 6

6 - 8



Order EntryCommands

The initial strip menu in Enter/Maintain Orders includesseveral options, which are discussed in detail in Chapter 5.

Enter/Maintain Orders Strip Menu

Add

You can only enter a P/O/S order if the terminal waslogged in as a P/O/S user.

Print

To print a listing of orders.

Show

To show a list of orders on the screen.

Exit

To leave Enter/Maintain Orders and return to the SOPmain menu.

The rest of the commands do not apply to P/O/S orders. How-ever, if you are logged in as a P/O/S user, they are available toyou for other types of orders. The commands that cannot beused with P/O/S orders are:

Change

Cancel

Copy

Reinstate

Note: A P/O/S order may be canceled during the order entryprocess by pressing [F4] on the order header screen. If you getpast the first screen before pressing [F4], COINS requiresentry of the Manager’s Approval password. You can also usethe [F4] key to back out of the P/O/S lines and add-ons onescreen at a time.

Add Change Cancel Copy Print Reinstate Show Exit


6 - 9


Chapter 6

Order HeaderScreen for P/O/S

Orders

Every order has an order header screen that collects theessential order information. For example, on this screen youidentify the type of order, the customer, the sales rep, and thebill-to address.

Note: P/O/S orders may only be entered when a P/O/S UserID was used to login to COINS.

Order Header Screen

Field Definitions

Order #

COINS will supply a unique, sequential order numberwhen the header screen is finished.

Order Type

Use the order type P for Point of Sale orders. When aP/O/S User ID logs into COINS, the order type auto-matically defaults as P.

See Chapter 5 “Sales Orders” and Chapter 7 “JobOrders” for information on other order types.

Order Class

Enter the order class for this order. It determines the

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1————————————————————————————————————————————————————————————————————————————————| Order #* Status: OP Order Date: 08/09/96 || Order Type: P Sales Rep* KIMBER Date Needed: 08/09/96 || Order Class* A Payment Type: CA Date Promised: || Customer #* HUDS Division* Sched Ship: || Ship To* Bill To* TROY || CUSTOMER PICKUP HUDSON VALLEY AUTO CLUB || 514 CONGRESS STREET || || TROY NY 12180 || GLORIA RACHELINI 518—272—1111 || Ship Via* Price Brk: Y || Freight Terms* Customer P/O#: || Ship Complete: N || Tax Juris* NYS—ALB Job Template* Job Number: || Tax Exempt/#: N Job Name: |————————————————————————————————————————————————————————————————————————————————

Chapter 6

6 - 10



default G/L accounts for each order line, unless SOP istailored to use divisional accounts. See Appendix D fordetails on divisional accounts.

Customer #

Specify the customer for this order, using a code fromthe Customer File.

You may enter orders using a customer code set up as amiscellaneous customer. SOP will require you toenter the Bill To information specific to this order.

When the payment type is A/R credit, SOP will checkthe credit information for the customer. When SOPtailoring is set to check credit ratings, the system willdefault a credit rating from tailoring if the customer'scredit rating is blank or not on file in the Credit RatingFile. A warning message will appear on your screenwhen this happens: WARNING: This Order’sCredit Rating is being defaulted to ____.

Status

COINS supplies an order status code. It uses thefollowing codes for P/O/S orders:

OP Open. This is the initial status of all orders.

MA Manager’s Approval. COINS uses this flag to preventcompleting an order without a manager’s approval.Manager’s approval may be required for a P/O/S orderif there is a credit problem with the customer. Creditissues do not affect Cash, Check and Credit Cardtransactions.

CL Closed. A P/O/S order is closed when the order isprocessed through End of Day.

Sales Rep

A code from the Sales Rep File is required for all orders.The sales rep will default from the User ID or theCustomer File, according to the choice made in SOPtailoring.

Payment Type

For sales orders and P/O/S orders, the payment type


6 - 11


Chapter 6

will default from the appropriate SOP tailoring field.CA, CK and CC are interchangeable payment types.The valid Payment Types for P/O/S orders are:

CA Cash

CK Check

CC Credit Card

CR A/R Credit

Note: If the customer has been restricted to a givenpayment type in the Customer File, that payment typewill be used instead.

If the customer was defined as a Cash Customer infile maintenance, COINS will not let you use CR as thepayment method.

Division

The division for an order normally defaults from theselling location. If there is no division for the sellinglocation, no order division will default. However, SOPincludes optional profit center logic that can provide amore specific division code. See Appendix D for de-tailed information on using divisional accounts, as wellas profit centers.

If SOP doesn’t use divisional accounts, then theorder’s division is merely informational. The accountswill continue to come from the order class.

If SOP is tailored to use divisional accounts, thenthe order’s division number will be the source for theSales and Cost of Goods Sold accounts. If there is nodivision on the order, the G/L accounts will come fromthe order class.

If SOP is tailored to use profit centers in orderclasses, then COINS will replace the last two charac-ters in the Selling Location’s division with the orderclass’s profit center to arrive at the appropriate divi-sion for the order. The division number for the orderwill be updated, whether or not you use divisionalaccounts in SOP.

Chapter 6

6 - 12



Order Date

The order date defaults to the date specified as theTransaction Date in the Beginning of Day process,but it can be overridden. This field is required.

Date Needed

This is the date that the customer must be in receipt ofthe completed order. It will default from the Transac-tion Date in the Beginning of Day process, but it canbe overridden.

Date PromisedSched Ship

These fields are normally not used for a P/O/S order.

Ship To information

Not applicable to P/O/S orders. All P/O/S orders willhave Customer Pickup in the Ship To field.

Bill To information

If no Bill To code is entered and no Bill To records areon file for the customer, the Bill To address and contactdefault from the customer.

Ship ViaFreight TermsShip Complete

Not applicable to P/O/S orders.

Tax Jurisdiction

The tax jurisdiction for P/O/S orders defaults from theselling location.

Tax Exempt / #

This is a two part field.

The first field indicates whether this order is tax ex-empt. If the customer is defined as non-taxable in theCustomer File (i.e., taxable status equals N), the taxexempt flag for the order will default to Y. You canchange this flag.


6 - 13


Chapter 6

If this order is tax exempt, the customer’s tax exemptnumber is mandatory. It is possible to set up SOP sothat the tax exempt number defaults from the cus-tomer TIN; see the discussion of the Customer File inChapter 3 for details.

Price Brk

If you want COINS to check the Price Matrix File forspecial pricing applicable to this order or to individualorder items, respond Y to this question. See thediscussion of the Price Matrix File in Chapter 3 formore information.

Customer P/O#

A customer Purchase Order number may be requiredfor A/R credit orders, depending on how the customerwas set up in file maintenance.

Job TemplateJob NumberJob Name


Chapter 6

6 - 14



Line Items forP/O/S Orders

Each order has one or more line items, representing themerchandise ordered. Up to 9,999 lines can be entered for asingle order. When you enter order lines, the top part of thescreen shows some of the order information to assist you inline entry. This information is not changeable.

The initial status of all lines is OP (Open). Lines can becanceled during the entry of the order, so you may also see CAas a line status. Order lines are closed (status CL) during theEnd of Day process, so you won’t see that status code on aP/O/S line screen.

Line Item Screen

Field Definitions

Line

SOP assigns a sequential line number to each itemdetail line in the order.

Item

Enter the code for the item being sold. SOP validates itagainst the Item File, and checks the inventory quan-tities for it at the specified inventory location.

If this item is defined as a Misc Item, you will need toupdate the Item Description , U.O.M . and UnitCost at the bottom of the screen.

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 27 Order Type: P Status: OP Mdse: 0.00 Order Date: 08/09/96 Payment Type: CA Add—ons: 0.00 Customer* HUDS Total: 0.00 —— THIS INV LOCATION ALL INV LOCATIONS —— | Qty On Hand: 500.000 5446.000 | | Qty Avail to Sell: 500.000 3793.000 | ———————————————————————————————————————————————————————————— ———————————————————————————— Line: 1 ———————————————————————————— | Item* 01—391A Taxable (Y/N): Y | | Inv Location* SHOW—EG Drop Ship (Y/N): | | Qty Ordered: 10.000 Ship Via* | | Qty B/O: 0.000 Commissionable (Y/N): Y | | Unit Price: 5.720 Unit Cost: | | Ext. Price: 57.20 Gross Profit %: | | Options (Y/N): N Add—ons: 0.00 | ———————————————————————————————————————————————————————————————————— Item Desc: COAXIAL CABLE U.O.M.: FT


6 - 15


Chapter 6

Inv Location

The inventory location defaults from the selling loca-tion, but it can be changed at the line level.

The screen will show the inventory status of the itemat the specified location and the total for all inventorylocations. The Quantity Available to Sell is the total ofall uncommitted inventory quantity at these locations,i.e., the quantity on hand less commitments.

Qty Ordered

Enter the quantity of the item that is being ordered.Only whole quantities are allowed for serialized items.

For P/O/S orders:

• You can’t order a quantity greater than the quantityavailable to sell at the specified inventory location.

• The Quantity Ordered cannot be 0.

• Negative quantities are allowed, for example to credit aP/O/S return (as discussed later in this chapter).

Qty B/O

Back orders are not allowed on P/O/S orders.

Unit Price

If the item qualifies for a price break, COINS willcheck the Price Matrix File for a valid selling pricefor the item. If none is found, or if the order does notallow price breaks, the system will default the unitprice from the Item File. COINS supports up to 10price levels in the Item File, matching the customer’sprice level with the price levels in the Item File.

Ext. Price


Options

Enter Y at this prompt if you want to add line-levelcomments or add-ons to this line, to change the G/L

Chapter 6

6 - 16



accounts for it, or to view its status. If you are inChange mode, you can use the line’s strip menu in-stead.

Taxable

Indicate whether this line is taxable. The taxable flagat the line level defaults to Y if the order itself is not taxexempt (Tax Exempt equals Y on the order headerscreen). Otherwise N will default as the taxable statusfor the line.

COINS will keep track of the total taxable merchandiseand total non-taxable merchandise. Sales tax is calcu-lated on the total taxable merchandise plus total tax-able add-ons, based on the tax jurisdiction on the orderheader screen.

Drop ShipShip Via


Commissionable

Indicate whether this item should be included in theportion of the order total on which a commission will bepaid (the Commissionable Amount shown on theCommission screen).

Unit Cost

This field is normally not visible for P/O/S orders,because of security issues at P/O/S terminals. No valuewill display here, and no value can be entered; how-ever, the field is set internally by the system. It willshow for P/O/S orders on reports.

The exception occurs when the item entered for the lineis a Misc Item, as defined in the Item File. In such acase, COINS will prompt for the unit cost to use for thisorder.


6 - 17


Chapter 6

Gross Profit %

Not visible during to P/O/S order entry. It will showfor P/O/S orders on reports.

Serial Numbers

If the item is “serialized” (i.e., you keep track of serialnumbers as this item is sold), the screen will promptfor the serial number(s) of this item. If you orderedtwo of the item, you must enter two unique serialnumbers; three items, three serial numbers, etc.

If a serial number has already been used, you will seea message such as Serial Number xxxxx is notin inventory .

Serial numbers will print on the invoice.

Item DescriptionU.O.M.

Normally, these fields are display only, showing infor-mation from the Item File. The exception occurs whenthe item entered for the line is a Misc Item, as definedin the Item File. COINS then prompts for an itemdescription and unit of measure to use for this order.

Chapter 6

6 - 18



Reading Bar Codesfor P/O/S Orders

SOP supports the use of bar codes at the sales terminal.When you are on a line entry screen, use the bar code readerto scan in the bar code numbers from each item. The systemwill check the cross-references established in the Item File todetermine the correct item. COINS immediately converts thebar code and displays the appropriate item code.

The line entry screens do not change when a bar code readeris installed. However, the screen flow varies according towhat you do after scanning the bar code.

1. If you use the keyboard:

Complete the remainder of the screen as describedearlier in this chapter.

You may update the Inv Location, Qty Ordered,Unit Price, etc., as if the item number had been en-tered manually.

2. If you immediately scan another item (i.e., whilethe cursor is still in the Inv Loc field):

The first line will be completed by the system using thestandard defaults and the new item will be entered onthe next line number. For example:

• The Inv Location will default from the preferred Inven-tory Location for the Selling Location.

• The Quantity Ordered will default as 1.000.

• The Unit Price will default in the normal manner(described earlier in this chapter).

• The next line screen appears, with the code for thesecond item already entered in the Item field.

You can use both modes of entry on the same order. Thismeans you can scan items rapidly, one after another, butmanually override the scanned quantities or key in items thatdon’t have a bar code.


6 - 19


Chapter 6

Add-ons for P/O/SOrder Lines

You can apply add-ons to order lines while entering the lineitem by typing Y in the Options field on the line screen. Theline level Add-ons screen looks like this.

Line Level Add-on Screen

Field Definitions

Add-on Code

Add-on codes entered for an order line must have beendefined in the Add-ons File as line-level add-ons.

Description

The description will default from the Add-ons File, butyou can change it.


Indicate whether this add-on is to print as a separateline on various SOP documents, such as invoices. Ifyou respond N, COINS will lump it with other add-onsfor this order and give a total.

Sales Account

The sales account will default from the Add-ons File,but you can change it if your User ID has access to G/L

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 27 Order Type: P Status: OP Mdse: 573.20 Order Date: 08/09/96 Payment Type: CA Add—ons: 0.00 Customer* HUDS Total: 608.31 Item* 32100 FORM TIES Line: 2————————————————————————————————————————————————————————————————————————————————| Add—on Code* OVERSIZE || Description: HANDLING FOR OVERSIZE ITEM || Print as Separate Line (Y/N): Y Phase: || Sales Account* 370020000 Cost Code: || Taxable (Y/N): Y J/S Cost Category: OC || Add—On Type (F/M/O): M Commissionable (Y/N): Y || Calculation Type (R/F/P): P || Basis (Q/N): || Rate/Qty — Selling Price: 0.000 Percent — Sell Price: 1.500 || Rate/Qty — Cost: Percent — Cost: || Flat Amount — Selling Price: 0.00 Add—on Selling Price: 7.74 || Flat Amount — Cost: Add—on Cost: |————————————————————————————————————————————————————————————————————————————————

Chapter 6

6 - 20



accounts in SOP. If you are using divisional accountsin SOP, COINS will determine the sales account for theadd-on the same way it determines the line item salesaccounts. See Appendix D for details.

Taxable

Specify whether this add-on is taxable. If the order istax exempt, this field defaults to N. Otherwise, theresponse defaults from the Add-ons File.

PhaseCost Code

These fields are not used for P/O/S orders.

Cost Category

The J/S cost category applicable to this add-on defaultsfrom file maintenance. For non-job orders, the add-oncost category can be useful for general reporting.

Commissionable



The next two fields are display-only, showing theinformation established for this add-on in the Add-onsFile.

• Add-on types are F (freight), M (material) and O (other).

• Calculation types are R (rate/quantity), F (flat amount)and P (percentage).

Basis

This display-only field shows the basis of the calcula-tion for Rate/Quantity add-ons: Q (quantity ordered) orN (Net Weight).


6 - 21


Chapter 6

Rate/Qty - Selling Price

For Rate/Quantity type add-ons, this field determinesthe price information for the add-on. The quantityused for the calculation will come from either the linequantity or the line net weight, as determined by theadd-on’s basis.

Flat Amount - Selling PricePercentage - Selling Price

The unit price for the add-on will appear in the appro-priate fields, according to whether the Add-on is FlatAmount or Percentage. These values default from Add-ons F/M.

COINS uses the Selling Price as it appears on theorder to calculate the extended price and cost for theadd-on.

Rate/Qty - CostFlat Amount - CostPercentage - CostAdd-on Cost

Unit cost values for add-ons are established in Add-onsF/M. They will not display on the order entry screenfor P/O/S orders.

Add-on Selling Price

The selling price for this add-on will display, based onthe system calculations. If you override it, COINS willupdate the applicable calculation type's selling priceentered on this screen.

Chapter 6

6 - 22



Comments for P/O/SOrder Lines

You can add comments using the Options field on the lineitem screen, with comments defined as line-level comments.You also have access to the Comments screen through theChange option on the line-level strip menu.

The line comments will print on SOP documents according totheir definition, for example, on the invoice. Since there arefew printed documents for P/O/S orders, the Comments capa-bility might be rarely used.

When you add a comment to an order line, the comment textand other information default from the Comment File. Youcan edit this information.

Line Level Comments

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 27 Order Type: P Status: OP Mdse: 573.20 Order Date: 08/09/96 Payment Type: CA Add—ons: 7.74 Customer* HUDS Total: 616.52 Item* 32100 FORM TIES Line: 2———————————————————————————————————————————————————————————————————————————————| Comment Code* REST || Print on Order/Quote (Y/N): Y Print on Invoice (Y/N): Y || Print on Pack List (Y/N): N Print on S/O/P Backorders Report (Y/N): N |——————————————————————————————————————————————————————————————————————————————— —————————————————————————————————————————————————————— | ITEM SUBJECT TO 10% RESTOCKING FEE. | | | | | | | | | | | | More Text (Y/N): N | ——————————————————————————————————————————————————————


6 - 23


Chapter 6

G/L Accounts forP/O/S Order Lines

To access this screen, your User ID must be defined as foraccess to G/L accounts within SOP.

Sales and Cost of Goods Sold accounts are assigned to SOPorders at the line level, based on the order class and divisionentered on the first screen. If you need to change the ac-counts for a P/O/S order, you may do so through the Optionsfield, while adding each line. You also have access to the G/Laccounts through the Change option on the line-level stripmenu.

G/L Accounts for P/O/S Line

The division for an order normally defaults from the sellinglocation. If there is no division for the selling location, noth-ing will default for the order division. However, SOP includesoptional profit center logic that can provide a more specificdivision code; see Appendix D.

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 27 Order Type: P Status: OP Mdse: 573.20 Order Date: 08/09/96 Payment Type: CA Add—ons: 7.74 Customer* HUDS Total: 616.52 Item* 32100 FORM TIES Line: 2

————————————————————————————————————————— | Sales Account* 370010000 | | Cost of Goods Sold Account* 765000000 | —————————————————————————————————————————

Chapter 6

6 - 24



Status of P/O/S OrderLines

The information on the line-level Status screen can’t bechanged, but it can be viewed while you are adding the line,using the Options field. You also have access to the Statusscreen through the Change option on the line-level stripmenu.

Status of P/O/S Line

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 27 Order Type: P Status: OP Mdse: 573.20 Order Date: 08/09/96 Payment Type: CA Add—ons: 7.74 Customer* HUDS Total: 616.52 Item* 32100 FORM TIES Line: 2

———————————————————————————————————————————————————————————————— | U.O.M: EA Line Weight: 0.000 | | Quantity Ordered: 200.000 | | Quantity Back—ordered: 0.000 | | Quantity Committed: 200.000 Closed: | | Quantity Picked: 0.000 Last Picked: | | Quantity Shipped: 0.000 Last Shipped: | | Quantity Invoiced: 0.000 Last Invoiced: | | Quantity Canceled: 0.000 Canceled: | ————————————————————————————————————————————————————————————————

Item Info Add—ons Comments G/L Accts Status Exit


6 - 25


Chapter 6

Order Level Add-ons

P/O/S orders can include order-level add-ons only if youtailored SOP to allow them. The Add-ons screen will auto-matically appear as soon as you finish entering the line items.

Order Level Add-on Screen

Field Definitions

Add-on Code

An add-on code entered at the order level must bedefined as an order-level add-on in File Maintenance.

Description

The description will default from the Add-ons File, butyou can change it.


Indicate if this add-on is to be printed as a separateline on SOP documents such as invoices. If you re-spond N, COINS will lump it with other add-ons forthis order and give a total.

Sales Account

The sales account will default from the Add-ons File.You can change it if your User ID has access to G/Laccounts in SOP.

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 27 Order Type: P Status: OP Mdse: 573.20 Order Date: 08/09/96 Payment Type: CA Add—ons: 7.74 Customer* HUDS Total: 616.52————————————————————————————————————————————————————————————————————————————————| Add—on Code* EXPRESS || Description: EXPRESS HANDLING FEE || Print as Separate Line (Y/N): Y Phase: || Sales Account* 370010000 Cost Code: || Taxable (Y/N): N J/S Cost Category: OC || Add—On Type (F/M/O): O Commissionable (Y/N): N || Calculation Type (F/P): F || Flat Amount — Selling Price: 5.00 || Flat Amount — Cost: || Percentage — Selling Price: 0.000 Add—on Selling Price: 5.00 || Percentage — Cost: Add—on Cost: |————————————————————————————————————————————————————————————————————————————————

Chapter 6

6 - 26



If you are using divisional sales accounts, COINS willdetermine the sales account for the add-on the sameway it determines the line item sales accounts. SeeAppendix D for details.

Taxable

Specify whether or not this add-on is taxable. If theorder is tax exempt, this field defaults to N. Otherwise,it defaults from the Add-ons File.


You only need to enter the phase and cost code informa-tion for add-ons to a job order.

Cost Category

The cost category is used primarily for Job Orders andJob Quotes. For other types of orders, the add-on costcategory may be useful for general reporting.

Commissionable



The next two fields are display-only, showing theinformation established for this add-on in the Add-onsFile.


Calculation types are F (flat amount) and P (percentage).

Flat Amount - Selling PricePercentage - Selling Price

The unit price for the add-on will appear in the appro-priate fields, according to whether the Add-on is FlatAmount or Percentage. These values default from Add-on F/M.


6 - 27


Chapter 6

COINS uses the Selling Price as it appears on theorder to calculate the extended price and cost for theadd-on.

Percent Add-ons use the order's total merchandise costand price (taxable and non-taxable).

Flat Amount - CostPercentage - CostAdd-on Cost

Unit cost values for add-ons are established in Add-onF/M. They will not display on the order entry screenfor P/O/S orders.

Add-on Selling Price

The selling price for this add-on will display, based onthe system calculations. If you override it, COINS willupdate the applicable calculation type's selling price asentered on this screen.

Chapter 6

6 - 28



Payment The Payment screen automatically appears as you finishentering the order. It primarily applies to CA, CK and CCpayment methods, but it can be used to change the paymentmethod from or to A/R credit.

Note: The Payment screen for P/O/S orders is not the same asthat for S type orders. It does not allow deposits or multiplepayments.

Payment Screen

The amount tendered must be greater than or equal to theorder total.

The Payment collects a variety of information, depending onthe payment type.

For Cash Payments

Enter the date of payment and the amount tendered. If theamount tendered is greater than the amount due, the screenwill tell you the amount of change due to the customer.

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 27 Order Type: P Status: OP Mdse: 573.20 Order Date: 08/09/96 Payment Type: CA Add—ons: 12.74 Customer* HUDS Total: 621.52 —————————————————————————————————————————————————————————————————————————————— | Payment Type: CA CASH | | Payment Date: 08/09/96 | | | | Merchandise Amount: 573.20 | | Sales Tax: 35.58 | | Add—ons: 12.74 Credit Card #: | | ============== Credit Type: | | Order Total: 621.52 Expiration Date: | | Authorization: | | Amount Tendered: 650.00 Check Number: | | | | Amount Due: 0.00 | | Change Due Customer: 28.48 | ——————————————————————————————————————————————————————————————————————————————


6 - 29


Chapter 6

For Check Payments

Enter the date of payment and the amount tendered. You canalso enter the customer’s check number and an authorizationcode.

For Credit Card Payment

Enter the date of payment. The amount tendered is equal tothe order total. Enter the customer’s credit card number, thetype of card, its expiration date, and the authorization codefor the transaction.

For A/R Credit Orders

The Payment screen appears even for A/R credit orders, soyou have a last-minute chance to change the paymentmethod, for example if credit approval is refused for a P/O/Sorder. If approval is required, you must enter the creditapproval password before you can finish this P/O/S order orelse change the order to a different payment method.

If you used another payment type for the order, you can alsouse this screen to change it to A/R Credit.

Chapter 6

6 - 30



Print Pick List forP/O/S Orders

In SOP tailoring, you can allow the printing of Pick Lists forP/O/S orders. If this flag is turned on, you will see the PrintPick List prompt after you finish the Payment screen. Ifyou want to print a Pick List for a given order, simply respondY to this option.

For P/O/S orders, the Pick List is merely an aid in assemblingthe desired items for immediate pickup by the customer.COINS will not allow you to enter picking data for the PickList and will display this message: This Point of SalePick List cannot be accessed .

Invoices andReceipts for P/O/S

Orders

You normally produce the invoice for a P/O/S order when youfinish entering the order. The payment information will printon the invoice as it was entered on the Payment screen. Allinvoice-related postings occur when the End of Day process isrun in SOP. See Chapter 8 for more information on SOPinvoices.

During order entry, COINS asks if you want to print theinvoice after you complete the Payment screen. This promptappears after the Print Pick List prompt, if used by yourcompany. What happens when you respond Y depends on theselling location’s output options. The Selling Location Fileincludes a Form Opts screen for each location, where theprinting defaults are set for each type of SOP document:orders, quotes, pick lists, packing lists, bills of lading andinvoices.

• If the order’s selling location is set to bypass ques-tions for invoices (By-pass Questions is Y), COINSwill use the output form, number of copies andprinter option code to produce the invoice. Thisstreamlines printing invoices when there is a printerdedicated to printing invoices.

• If the selling location’s By-pass Questions promptfor invoices is N, COINS will prompt for the outputoptions:


6 - 31


Chapter 6

– Output Form

– Number of Copies

– Printer Option Code - invoices must be printed with theprinter in condensed mode.

Note: You can also use the Print Invoices function on thePicking/Shipping/Invoicing Menu to print invoices for P/O/Sorders. However, this function only prints invoices for P/O/Sorders that have CR (AR credit) as the payment type.

Sample P/O/S Invoice

I N V O I C E

BILL TO: HUDSON VALLEY AUTO CLUB SHIP TO: CUSTOMER PICKUP 514 CONGRESS STREET DATE: 08/09/96 01:43 PM INVOICE NO.: E14 TROY NY 12180 PAGE 1 of 1 ATTN: GLORIA RACHELINI ============================================================================================================================ ORDER NO. CUSTOMER SALES REP CUSTOMER P.O. NUMBER ORDER DATE SHIP VIA FREIGHT TAX JURIS TERMS 27 HUDS KIMBER 08/09/96 NYS—ALB CASH ============================================================================================================================ QUANTITY PREVIOUS QUANTITY QUANTITY UNIT EXTENDED ORDERED SHIPPED BACKORDERED SHIPPED ITEM NUMBER DESCRIPTION U.O.M. PRICE PRICE

10.000 0.000 0.000 10.000 01—391A COAXIAL CABLE FT 5.720 57.20 200.000 0.000 0.000 200.000 32100 FORM TIES EA 2.580 516.00 ITEM SUBJECT TO 10% RESTOCKING FEE. HANDLING FOR OVERSIZE ITEM 7.74 EXPRESS HANDLING FEE 5.00 ——————————— TOTAL SALES: 585.94 FREIGHT: 0.00 SALES TAX: 35.58 AMOUNT TENDERED: 650.00 =========== CHANGE DUE CUSTOMER: 28.48 INVOICE AMOUNT: 621.52

RECEIVED BY: ________________________________________ DATE: _______________

NET 30. FINANCE CHARGE OF 1 1/2% PER MONTH (18% ANNUALLY) APPLIES TO OVERDUE BALANCE. CONTACT US AT 518—555—1919 WITH ANY QUESTIONS ABOUT THIS ORDER.

Chapter 6

6 - 32



Crediting P/O/SOrder Returns

Shaker recommends that you enter product returns made atthe sales counter as P/O/S orders with a negative line quan-tity, because of certain advantages P orders have over Corders (discussed in Chapter 5) for sales counter returns.

Advantages of Negative P Orders

• P orders are quick to complete, since they don’t useall the order entry options.

• P orders don’t show costs or gross profit percentageson the detail lines, information you might prefer notto show the customer.

• P order payment screens show the value of the creditas the Order Total. If the payment type is CA(cash) or CC (credit card), they also show the ChangeDue Customer and print the amount on the invoice/receipt.

• P orders create inventory adjustments, which takeplace in real time as the order is finished. (The PO/Inventory update occurs between the Print PickList and Print Invoices prompts.)

Sample Screens

Examples of a Line Detail screen and a Payment screen for anegative P/O/S order appear on the next page.


6 - 33


Chapter 6

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 30 Order Type: P Status: OP Mdse: 0.00 Order Date: 08/09/96 Payment Type: CA Add—ons: 0.00 Customer* KARNER Total: 0.00 —— THIS INV LOCATION ALL INV LOCATIONS —— | Qty On Hand: 490.000 5436.000 | | Qty Avail to Sell: 490.000 3783.000 | ———————————————————————————————————————————————————————————— ———————————————————————————— Line: 1 ———————————————————————————— | Item* 01—391A Taxable (Y/N): Y | | Inv Location* SHOW—EG Drop Ship (Y/N): | | Qty Ordered: —3.000 Ship Via* | | Qty B/O: 0.000 Commissionable (Y/N): Y | | Unit Price: 5.840 Unit Cost: | | Ext. Price: —17.52 Gross Profit %: | | Options (Y/N): N Add—ons: 0.00 | ———————————————————————————————————————————————————————————————————— Item Desc: COAXIAL CABLE U.O.M.: FT

P/O/S Return - Sample Line Detail

P/O/S Return - Sample Payment Screen

Note: The Payment screen will also prompt for a creditapproval password. Credit approval is required for all nega-tive P/O/S orders. See Chapter 10 for instructions on obtain-ing a credit approval password.

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 30 Order Type: P Status: OP Mdse: —17.52 Order Date: 08/09/96 Payment Type: CA Add—ons: 0.00 Customer* KARNER Total: —18.59 —————————————————————————————————————————————————————————————————————————————— | Payment Type: CA CASH | | Payment Date: | | | | Merchandise Amount: —17.52 | | Sales Tax: —1.07 | | Add—ons: 0.00 Credit Card #: | | ============== Credit Type: | | Order Total: —18.59 Expiration Date: | | Authorization: | | Amount Tendered: 0.00 Check Number: | | | | Amount Due: 0.00 | | Change Due Customer: 18.59 | ——————————————————————————————————————————————————————————————————————————————

Chapter 6

6 - 34



Notes:


Job Orders ................................................................... 7-1Overview of Job Orders ...................................... 7-1

Processing Steps.................................................. 7-2Structure of a Job Order ....................................... 7-3User Log-on .......................................................... 7-6Credit Approval ..................................................... 7-7Crediting Job Order Returns ................................ 7-7Order Entry Commands ....................................... 7-8

Entering a Job Order - Order Level Screens ...... 7-9Order Header Screen for Job Orders ................... 7-9Order Level Add-ons ............................................ 7-15Order Level Comments ........................................ 7-18Job Order Status Screen ...................................... 7-19

Line Items for Job Orders ................................... 7-21Item Information.................................................... 7-22Add-ons for Job Order Lines ................................ 7-26Comments for Job Order Lines ............................ 7-29G/L Accounts for Job Order Lines ........................ 7-30Status for Job Order Lines ................................... 7-32

Job Status Information for Job Orders ............... 7-33Job Details - Summary Screen............................. 7-34Job Detail - Item Screen ....................................... 7-35Summary Screens for Job Orders ........................ 7-37Creating a Job from a Job Order .......................... 7-39Updating a Job from a Job Order ......................... 7-41

Other Order Entry Processes ............................. 7-43Printing Job Orders .............................................. 7-43Releasing Job Orders ........................................... 7-44Copying Job Orders .............................................. 7-45Canceling Job Order Information ......................... 7-47Reinstating Job Orders ......................................... 7-49

Entering Job Quotes........................................... 7-50

Chapter 7: Job Orders

Contents


7 - 1

Job Orders

Chapter 7

Job Orders

Overview of JobOrders

Note: In order to use the order types and features describedin this chapter, the SOP Module must be tailored to allow joborders.

Job orders are orders that will become jobs. When entry ofthe order is completely finished, the user can instruct COINSto create the job. Based on the template job specified for theorder, the system will create the job, phases, and cost codesfrom the order information, as well as the budgets and rev-enue contracts.

You will use the Enter/Maintain Orders option on the SOPmain menu for job orders as well as other types of orders andquotes.

Main Menu


Chapter 7

7 - 2

Job Orders


Processing Steps The general processing steps for job orders are:

1. Log on to Enter/Maintain Orders.

2. Enter the order.

3. Create the job.

4. Release the order.

5. Print a Pick List for the order (optional).

6. Enter picking data (optional). Picking can occur as aseparate step, or it can be done when you entershipping data. See Chapter 8, “Picking, Shippingand Invoicing.”

7. Enter shipping data; see Chapter 8, “Picking, Ship-ping and Invoicing.” As a result of shipping, COINScreates the P/O transactions that transfer the inven-tory to the job.

8. Fill backorders when items are received into inven-tory. See Chapter 9, “Inventory Commitments andBackorders.”

9. Repeat Steps 3 through 8 until the order is complete.

Processing Steps fora Job Order

Job quotes have the following general processing steps:

1. Log on to Enter/Maintain Orders.

2. Enter a quote.

3. Print quote document.

4. Redo quote.

5. Convert job quote to job order and create job.

6. Continue processing from Step 2 for job orders(above).

Release the order

Enter Job order

Create the Job

Login to Enter/Maintain

Orders

Print pick list (optional)

Enter pick data

Enter shipping data


7 - 3

Job Orders

Chapter 7

Structure of a JobOrder

A typical job order has a number of components, as shown onthe following diagram.

Components of a Job Order

Once you are in Add or Change mode for a specific job orderor job quote, the strip menu offers the following selections:

Header

This is the main screen for an order. The other infor-mation is entered in separate order entry windows.

Line Items

The system automatically prompts for line items whenyou are adding an order as soon as you complete theheader screen. While entering each line item, you canchoose to access the Options screens for that item.

Order HeaderRecord

Order LevelAdd-ons

Line Items Summary Comments Status

Line LevelAdd-ons


Line item options

Job Details

Chapter 7

7 - 4

Job Orders


Add-ons

The add-on windows are optional on both the order andline level. Any codes entered here are validated; onlyorder-level add-ons are used at the order level and onlyline-level add-ons are used at the line level.

Job Detail

The Job Detail screen applies only to job orders andjob quotes. It shows the phases and cost codes to becreated for the job, including the total cost budget andassociated contract amounts for each.

Note: If any cost code is accessed on the Job Detailscreen, COINS will not update any job detail recordthereafter.

Summary

There are two summary screens for job orders, whichwill automatically appear after the Job Detail screens.

The Budget Summary screen shows the totals forrevenue contract, cost budgets, profit and gross profitpercentage. This screen is informational.

The Order Summary screen shows selling price, cost,profit and gross profit percentage for the whole order,broken down according to taxable and non-taxablemerchandise, freight, and non-freight add-ons. You canchange the gross profit percentages here.

Payment

Not applicable to Job Orders and Job Quotes.

Comments

Comments can be applied to an order at the order leveland for individual order lines. The comment codes willbe validated against the SOP Comments File. See thediscussion of the Comments File in Chapter 3.

Commission

Not applicable to Job Orders and Job Quotes.


7 - 5

Job Orders

Chapter 7

Status

The order-level Status screen displays order informa-tion. You will use this screen to enter for Credit Ap-proval for credit limit/rating problems and Manager’sApproval for gross profit percentage changes.

Print S/O Quotation

This function is used to print a copy of the J order orQJ quotation.

Release

The Release option releases the order for picking andshipping. An order must be released before any ship-ping procedures can occur.

Chapter 7

7 - 6

Job Orders


User Log-on Logging into Enter/Maintain Orders for job orders and jobquotes is the same as logging in to enter sales orders and salesquotes. The Enter/Maintain Orders login screen causes theorders to be stamped with a User ID and selling location.

User Login Screen

Field Definitions

User ID

Enter the COINS User ID for the person enteringorders at this terminal.

Selling Location

The location normally defaults from the User ID. If theUser ID has no default selling location, enter one onthis screen.


————————————————————————————————————————— | Enter Order Entry User ID: KIMBER | —————————————————————————————————————————



7 - 7

Job Orders

Chapter 7

Credit Approval SOP offers three options for credit checking for A/R creditorders. Since all job orders have the A/R Credit paymenttype, credit checking is always performed for a job order. Thethree levels of credit checking are:

Credit limit check

Credit approval is always required when thecustomer’s A/R balance exceeds its credit limit.


This option checks the customer’s aging period bal-ances against the percentage criteria established in theCredit Rating File.



Credit checking for job orders is the same as for sales orders.See Chapter 5 for details.

Note: COINS does not do credit checking for job quotes (QJorders) until they are changed to job orders (J).

Crediting Job OrderReturns

Job orders cause inventory to be transferred to the job ratherthan creating A/R transactions. Returns should therefore behandled through PO/Inventory as inventory transfers backfrom the job.

Chapter 7

7 - 8

Job Orders


Order EntryCommands

The Enter/Maintain Orders menu includes selections for entry,edit, inquiry, copy, print and void functions. The main stripmenu includes the following options:

Add

You can only enter job orders or job quotes if your SOPModule is tailored to use job orders.

Change

To change a previously entered order or quotation, e.g., toupdate the header information.

Cancel

To cancel an order or quotation. This results in the cancel-lation of all open lines.

Copy

To add a new order or quotation, based on one enteredearlier. Most commonly used with job orders.

Print

To print a listing of orders.

Reinstate

To reactivate a previously canceled order. When an orderis reinstated, only line items not closed will be reinstated.

Show

To show a list of orders on the screen. Includes less detailthan the Print listing.

Exit

To leave the Enter/Maintain Orders screen and return tothe SOP main menu.

Add Change Cancel Copy Print Reinstate Show Exit


7 - 9

Job Orders

Chapter 7

Entering a JobOrder - Order

Level Screens

The pages that follow describe the screens used when enter-ing a job order. Job orders use the standard order header anddetail screens. Additional screens capture job cost informa-tion for the cost categories defined in Job Status tailoring.

Order Header Screenfor Job Orders

Each order or quote that you enter must have an orderheader screen, for the essential order information. Forexample, on this screen you identify the type of order, thecustomer, the sales rep, and the ship-to and bill-to addresses.

Job Order Header Screen

Field Definitions

Order #

When you are adding an order, COINS supplies asequential order number when you finish this screen.Order numbers for job quotes are entered by the useras discussed in the section on job quotes later in thischapter.

In Cancel, Change and Reinstate mode, the DOL-LAR key looks up orders by order number, customer,Ship To name and Bill To phone number.

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1————————————————————————————————————————————————————————————————————————————————| Order #* Status: MA Order Date: 08/09/96 || Order Type: J Sales Rep* KIMBER Date Needed: 08/09/96 || Order Class* A Payment Type: CR Date Promised: || Customer #* HUDS Division* Sched Ship: || Ship To* MAIN Bill To* || HUDSON VALLEY AUTO CLUB HUDSON VALLEY AUTO CLUB || 828 WASHINGTON AVENUE 828 WASHINGTON AVENUE || || COLONIE NY 12203 COLONIE NY 12203 || JAY SPOONER JAY SPOONER || Ship Via* UP Price Brk: Y || Freight Terms* Customer P/O#: || Ship Complete: N || Tax Juris* NYS—ALB Job Template* 93—002 Job Number: || Tax Exempt/#: N Job Name: FURNACE RELOC, 828 WASHINGTON |————————————————————————————————————————————————————————————————————————————————

Chapter 7

7 - 10

Job Orders


Order Type

You must specify a valid order type. You can only use QJ(job quote) and J (job order) if SOP is tailored for the entryof job orders.

Order Class

Enter the order class for this order. The order class ismandatory for all types of orders.

Customer #

Specify the customer for this order, using a code from theCustomer File. Much of the order information defaultsfrom the customer. You can use the DOLLAR lookup toretrieve the appropriate code. The DOLLAR lookup forcustomers can be sorted in three ways - customer number,customer name, and telephone number.

SOP will allow you to enter orders using a miscellaneousor cash A/R customer code; you will enter the Ship To andBill To information specific to this order.

If SOP is tailored to check credit ratings and an invalidcredit rating is on file for the customer, the credit ratingwill default from SOP tailoring, with a warning message:WARNING: This Order’s Credit Rating is beingdefaulted to ____.

Status

COINS will supply the order status; you cannot change itdirectly. The status codes and their meanings are:

OP Open. This is the initial status of all orders.

MA Manager’s Approval. COINS uses this flag to preventrelease of an order without approval for issues related tocredit or gross profit percent changes. If approval is notimmediately available, you may complete entering theorder, even to the point of updating Job Status. However,the order cannot be released for picking and shipping untilthe appropriate password is entered.

CL Closed. COINS changes the order’s status to closed whenall of the order lines have a status of closed or canceled. Joborders are closed when they are completely shipped. Aclosed order cannot be reopened.

Note: The customer'sAccounts Receivableinformation may appearat this point. This op-tional feature is con-trolled by an SOP tailor-ing question.


7 - 11

Job Orders

Chapter 7

CA Canceled; used when the order is canceled by the user andthe conditions are not met for closing the order. Thecancellation of an order also results in the cancellation ofall open lines.

Sales Rep

A code from the Sales Rep File is required for all orders.The sales rep may default from the customer or the userID, according to SOP tailoring.

Payment Type

The payment type for job orders and job quotes is alwaysCR (A/R Credit). SOP automatically checks the creditinformation for the customer.

Division

For J orders, the sales accounts are informational.

The division for an order normally defaults from the sellinglocation. If there is no division for the selling location,nothing will default as the order division. However, SOPincludes optional profit center logic that can provide a morespecific division code. See Appendix D for details.

Order Date

The order date defaults to the date specified as the Trans-action Date in the Beginning of Day process, but it canbe overridden. This field is required.

Date Needed

This is the date that the customer must be in receipt of thecompleted order. This field is required for job orders (J),but is optional for other types of orders.

Date Promised

This is the date by which you promised delivery to thecustomer. This field is optional.

Sched Ship

This is the day you feel that the order must be shipped by,in order for the Date Needed to be met. This field is op-

Chapter 7

7 - 12

Job Orders


tional, but it is useful for Pick Lists. (You can printPick Lists by scheduled date.)

Ship To information

A Ship To code can be used to add a specific ship-toaddress, contact information and shipping method tothe order. If Ship To records are on file for the cus-tomer, COINS will not allow you to leave this fieldblank.

If there is no Ship To code on the order and no Ship Torecord on file for the customer, the Ship To addressdefaults from the Ship To name, and the address fromCustomer F/M. See Chapter 3 for information on thesefiles.

• If the Ship To name is blank on the second Customer F/Mscreen, COINS will use the customer name from the firstscreen.

• If the Address 1 line is blank on the second CustomerF/M screen, COINS will use the full address from thefirst screen.

Bill To information

If no Bill To code is entered and no Bill To records areon file for the customer, the Bill To address and contactdefault from the customer address. COINS will not askfor a Bill To code if the order has a Ship To that speci-fies the use of customer or shipping address as thebilling address.

Ship Via

The Ship Via code entered on the Order Header screenwill default to the order lines, where it can be changed.It defaults to new sales orders from the first validinformation COINS finds in:

1. Ship To F/M

2. Customer F/M

3. SOP tailoring


7 - 13

Job Orders

Chapter 7

Freight Terms

The freight terms specified for the order is used todetermine whether the freight will be marked asprepaid or collect on the bill of lading.

Ship Complete

If the answer to Ship Complete is Y, you won’t beable to release a Pick List for the order if any lines arebackordered. Also, you cannot mark any lines for dropshipment when the order is marked Ship Complete.All lines of this order must be completely picked beforethe order is shipped; the system won't process ship-ping data if the quantity shipped is not equal to thequantity ordered.

Tax Jurisdiction

The tax jurisdiction will default from the Ship To codeor the customer; with preference given to the jurisdic-tion for the Ship To code if one was entered on theorder.

Tax Exempt/#

This is a two part field. The first part is a Yes/No flagindicating if this order is tax exempt, e.g., if a normallytaxable customer has a tax exempt job. Make sure toanswer this correctly, since this flag cannot bechanged after you leave the header screen.

If the customer is defined as non-taxable in the Cus-tomer File (i.e., their taxable status equals N), the taxexempt flag for the order will default as Y. You canchange this flag.

If this order is tax exempt , SOP requires that youenter the customer’s tax exempt number.

Price Brk

COINS will examine the Price Matrix File for indi-vidual order items only when Price Brk is Y on theorder header screen.

Chapter 7

7 - 14

Job Orders


Customer P/O#

A customer Purchase Order number may be required,depending on how the customer was defined.

Job Template

Job orders require that you enter the code of an existingJ/S job, to be used as a template for creating a new jobfrom this order.

The Job Template will be the source for all the informa-tion required by Job Status that is not included as partof the job order: Revenue Recognition Method, taxablestatus, job type, whether or not the job will use phases,etc.

Job Number

This number for the new job will display in this fieldafter the Create Job process has been run for this joborder.

Job Name

You must enter an identifying name for the job to becreated from this order.

After you finish the order header screen, COINS will promptfor the line details, i.e., the items being ordered. The line levelscreens are discussed later in this chapter.


7 - 15

Job Orders

Chapter 7

Order Level Add-ons You can apply add-ons to a job order at the order level or forindividual lines. To add order level add-ons, select Add-onsfrom the order-level strip menu rather than from a line’s stripmenu.

Order Level Add-ons

Field Definitions

Add-on Code

Codes entered at the order level must be defined asorder-level add-ons in File Maintenance.

Description

The description will default from the Add-on File, butyou may change it to suit your needs.


Indicate whether this add-on is to be printed as aseparate line on various documents, such as orders. Ifyou respond N, COINS will lump it with other add-onsfor this order and give a total.

Sales Account

The sales account is informational only for J orders. Itwill default from the Add-ons File, but you may changeit, as long as your User ID has access to G/L accounts

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add Order #* 33 Order Type: J Status: MA Mdse: 2292.00 Order Date: 08/09/96 Payment Type: CR Add—ons: 0.00 Customer* HUDS Total: 2432.39————————————————————————————————————————————————————————————————————————————————| Add—on Code* FREIGHT || Description: FREIGHT || Print as Separate Line (Y/N): Y Phase: || Sales Account* 370020000 Cost Code: 15300 || Taxable (Y/N): Y J/S Cost Category: OC || Add—On Type (F/M/O): F Commissionable (Y/N): N || Calculation Type (F/P): P || Flat Amount — Selling Price: 0.00 || Flat Amount — Cost: 0.00 || Percentage — Selling Price: 0.500 Add—on Selling Price: 11.46 || Percentage — Cost: 0.000 Add—on Cost: 0.00 |————————————————————————————————————————————————————————————————————————————————

Chapter 7

7 - 16

Job Orders


in SOP. If you are using divisional accounts in SOP,COINS will determine the sales account for the add-onthe same way it determines the line item sales ac-counts.

Taxable

Specify whether this add-on is taxable. If the order istax exempt, this field defaults to N. Otherwise, itsdefault value comes from the Add-ons File.

PhaseCost Code

On job orders, COINS needs phase (if the template jobuses phases) and cost code information for each line.These values will default from the Add-on, if the Add-on File includes a normal phase and cost code for theitem. Otherwise, you must fill in these fields before youcomplete the screen.

The phase and cost code from the order line will auto-matically create a cost code record in the Job Detailwindow, with the cost and price information from thisadd-on. If the cost code has already been created,COINS will update it with the cost and price informa-tion from the add-on.


Cost Category

The J/S cost category applicable to this add-on defaultsfrom File Maintenance. The amounts of this add-onwill update the specified cost category on the Job Detailscreen.

Add-on Type

This display-only field identifies the Add-on type as F(freight), M (material) or O (other).


7 - 17

Job Orders

Chapter 7

Calculation Type

This display-only field identifies the calculation type asF (flat amount) or P (percentage).


For Flat Amount type add-ons, these fields determinethe cost and price information for the add-on. Thesevalues default from the Add-on File.


For Percentage type add-ons, these fields determinethe cost and price information for the add-on. Thesevalues default from the Add-on File.

The percentages are applied to the order's total mer-chandise cost and price (taxable and non-taxable).


COINS will calculate the add-on selling price and cost,based on the applicable selling price and cost. You canoverride them.

Chapter 7

7 - 18

Job Orders


Order LevelComments

You can add comments at the order level, using commentsdefined as order-level comments. The comments will print onSOP documents according to their definition, for example onthe order, on the packing list or on the Bill of Lading.

Order Level Comments

When you add a comment to an order, the comment informa-tion and text default from the Comment File. You can editthis information.

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add Order #* 33 Order Type: J Status: MA Mdse: 2292.00 Order Date: 08/09/96 Payment Type: CR Add—ons: 11.46 Customer* HUDS Total: 2444.55

——————————————————————————————————————————————————————————————— | Comment Code* K—1 | | Print on Order/Quote (Y/N): Y Print on Invoice (Y/N): N | | Print on Pack List (Y/N): N | ——————————————————————————————————————————————————————————————— —————————————————————————————————————————————————————— | THANK YOU FOR YOUR ORDER. IF YOU HAVE ANY FURTHER | | NEEDS OR QUESTIONS, I CAN BE REACHED AT | | 518—555—1919. | | | | | | | | More Text (Y/N): | ——————————————————————————————————————————————————————


7 - 19

Job Orders

Chapter 7

Job Order StatusScreen

The order level Status screen displays information about theorder’s status. One of its primary uses is entering creditapproval for credit limit or credit rating overrides and Man-agers Approval for major changes in gross profit percentages.

Order Status Screen

Field Definitions (Selected Fields)

Status

The order’s current status will display at the top of thescreen.

OP Open

MA Manager's Approval required

CL Closed

CA Canceled

Approval Password

If the order status is MA because the requiredManager’s Approval or Credit Approval has not yetbeen entered, a box will appear near the bottom of theStatus screen. Use it to enter the appropriate approvalpassword. Manager's Approval Passwords are set bythe Beginning of Day process (see Chapter 4). See

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add Order #* 33 Order Type: J Status: MA Mdse: 4580.00 Order Date: 08/09/96 Payment Type: CR Add—ons: 45.00 Customer* HUDS Total: 4908.28————————————————————————————————————————————————————————————————————————————————| Date Needed: 08/09/96 Credit Rating: TIER—1 || Date Promised: Credit Limit/Rating Approval Required: Y || Scheduled To Ship: Approval By: KRE || Last Picked Date: Approval Date: 08/09/96 || Last Shipped Date: Approval Time: 14:32 || Last Invoiced Date: || Canceled Date: Gross Profit % Override Approval Required: N || Closed Date: Approval By: || Order Weight: 0.500 Approval Date: || Apply To Invoice #: Approval Time: |————————————————————————————————————————————————————————————————————————————————

Chapter 7

7 - 20

Job Orders


Chapter 10 for a discussion of the Credit ApprovalPassword function.

Approval

After you enter the approval password, the system willprompt for the approval information: Approval By,Date and Time. The current date and time will defaultas soon as you enter the “Approval by” name or initials.

Credit Limit/Rating Approval Required

If credit approval has already been entered for thisorder for a credit limit or rating problem, the approvalinformation will appear on this screen.

Gross Profit % Override Approval Required

If Manager’s Approval has already been entered for thisorder because the gross profit percentage was overrid-den, the approval information will appear on thisscreen.


7 - 21

Job Orders

Chapter 7

Line Items for JobOrders

Each order has one or more line items, representing themerchandise ordered. Up to 9,999 lines can be entered for asingle order. In the case of job orders, the line items aremapped to the desired phases and cost codes for the job andare the basis for the job’s cost budgets and revenue contracts.

Structure of a Job Order Line

Line LevelAdd-ons


Line Item

Order HeaderRecord

Line Item Line Item Line Item Line Item

Line item options

Chapter 7

7 - 22

Job Orders


Item Information When you enter order lines, the top part of the screen showssome of the order information to assist you in line entry. Thisinformation is not changeable.

The initial status of all lines is OP, open. Other possiblestatus values are:

CA Canceled; you can cancel individual lines or cancel anorder.

CL Closed.

PK Picked. A line is marked PK only when the entirequantity for that line has been picked.

SH Shipped. A line is marked SH only when the entirequantity for that line has been shipped.

Job Order Line Detail Screen

Field Definitions

Line

SOP provides sequential line numbers within eachorder. In Cancel, Change and Reinstate modes, scrollthrough a list of lines to select the desired line.

Item

This is the code from the Item File for the item orderedby the customer, as entered by the order taker. SOP

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add Order #* 33 Order Type: J Status: MA Mdse: 2292.00 Order Date: 08/09/96 Payment Type: CR Add—ons: 0.00 Customer* HUDS Total: 2432.39 —— THIS INV LOCATION ALL INV LOCATIONS —— | Qty On Hand: 0.000 0.000 | | Qty Avail to Sell: 0.000 0.000 | ———————————————————————————————————————————————————————————— ———————————————————————————— Line: 1 ———————————————————————————— | Item* CON—EMT—3/4 Taxable (Y/N): Y | | Inv Location* WHSE Drop Ship (Y/N): N | | Qty Ordered: 200.000 Ship Via* UP | | Qty B/O: 200.000 Commissionable (Y/N): Y | | Unit Price: ——————————————————————— 0.00000 | | Ext. Price: | Phase* |t %: 100.00% | | Options (Y/N): N | Cost Code* 15300 | 0.00 | ———————————————————————————————————————————————————————————————————— Item Desc: EMT CONDUIT 3/4 — 1 1/2 U.O.M.: LF


7 - 23

Job Orders

Chapter 7

validates it against the Item File, and checks the inventoryquantities for it at the specified inventory location. Theitem description and unit of measure will display at thebottom of the screen as soon as a valid item number isentered.

• On a job order (J ), you can only use items defined in the ItemFile with the Materials cost category.

• On a job quote (QJ), you may use both material and non-material items. The non-material lines will not be copied tothe job order when the quote is converted, but the Job Detailinformation will be preserved as entered on the quote.

Note: You can use a bar code reader to enter the itemcodes. See Chapter 6 for details.

Inventory Location

This is the location from which the item is to be taken. Theinventory location defaults from the selling location, but itcan be changed at the line level. The screen will show theinventory status of the item at this inventory location andthe total for all locations.

The Quantity Available to Sell is the total of all uncom-mitted inventory quantity at these locations, i.e., thequantity on hand less commitments. When the quantityrequired for this order is greater than the quantity avail-able to sell, the remaining quantity will be backordered.

Qty Ordered

Enter the quantity of this item being ordered. Only wholequantities are allowed for serialized items.

Qty B/O

This field displays the quantity back-ordered for this line,i.e., the Qty Ordered less the Qty Available to Sell.

Unit Price

If the item qualifies for a price break, COINS will checkthe Price Matrix File for a valid selling price for the item.If none is found, or if the order does not allow price breaks,the system will default the unit price from the Item File.COINS supports up to 10 price levels in the Item File,

Chapter 7

7 - 24

Job Orders


matching the customer’s price level with the price levels inthe Item File.

As the Gross Profit Percentage on this screen is ad-justed, the unit price will change.

Ext. Price


Options

Enter Y at this prompt if you want to add line-level com-ments or add-ons to this line, to change the G/L accounts forit, or to view its status. This option is only available duringAdd; if you are in Change mode, use the line’s strip menu.

Taxable

Indicate if this line is taxable. The taxable flag at the linelevel defaults to Y if the order itself is not tax exempt (TaxExempt = Y on the order header screen). Otherwise N willdefault as the taxable status for the line.

COINS will keep track of the total taxable merchandise andtotal non-taxable merchandise. Sales tax is calculated onthe total taxable merchandise plus total taxable add-ons,based on the tax jurisdiction on the order header screen.

Drop Ship

Respond Y if this item is to be shipped to the client directlyfrom the vendor. This feature is normally used for itemsnot kept in inventory. This will cause the item to show upon the Backorders Report for Purchasing, so that the itemis entered as a drop ship item when placing a purchaseorder. Further processing of drop shipments appears inChapter 10.

Ship Via

Enter the Ship Via code for this line. When the order isreleased, lines with the same Ship Via code are put into thesame Pick List for picking and shipping.

Commissionable

Commissions are not calculated for Job orders, since SOP


7 - 25

Job Orders

Chapter 7

sales commissions are based on posted invoices as pro-cessed through End of Day, which does not apply to joborders.

Unit Cost

The unit cost comes from the item. The item’s unit costreflects either the standard cost for this item (from theItem File) or its average cost (as reflected in inventory),according to how you have set SOP tailoring. If the ordertype is QS or QJ, you will have access to this field.

Gross Profit

The system fills in the Gross Profit Percentage, using theunit cost and the unit selling price in its calculations.

Gross Profit Percentage = ((Unit Price - Unit Cost) /Unit Price) x 100

If you change the gross profit percentage, COINS willadjust the unit price accordingly. Manager's approval willbe required if the change is in excess of the MaximumOrder Level Merchandise Gross Profit % Changevalue set in SOP tailoring.

Add-ons

The Add-ons total for this line will display at the bottom ofthe screen. If you responded Y to Options, you will be ableto enter Add-ons for this item. Otherwise, use Changemode and select the Add-ons option on the line’s stripmenu to update add-on amounts for the line.

PhaseCost Code

On job orders, COINS needs phase (if the template job usesphases) and cost code information for each line.

The phase and cost code from the order line will automati-cally create a cost code record in the Job Detail window.The material values in the cost code record will be updatedwith the cost and price information from the order line.

Note: If the Item File in-cludes a normal phase and/or cost code for the item, thephase and cost code will de-fault to the line and you willnot be able to change them.

Chapter 7

7 - 26

Job Orders


Add-ons for JobOrder Lines

Job orders can include add-on charges specific to individualorder lines, using codes established as line level in the Add-ons File. You can enter an Add-on while you are adding theline item by entering Y in the Options field on the line screen.After that, you will use the Change option to access the linelevel strip menu and enter the Add-on there.

Line Level Add-ons

Field Definitions

Add-on Code

Add-on codes entered for an order line must have beendefined in the Add-ons File as line-level add-ons.

Description

The description will default from the Add-ons File, butyou may change it to suit your needs.


Indicate whether this add-on is to be printed as aseparate line on SOP documents such as orders. If yourespond N, COINS will lump it with other add-ons forthis order and give a total.

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add Order #* 33 Order Type: J Status: MA Mdse: 2292.00 Order Date: 08/09/96 Payment Type: CR Add—ons: 11.46 Customer* HUDS Total: 2444.55 Item* S—COM2591 6 1/2 HP COMPRESSOR Line: 5————————————————————————————————————————————————————————————————————————————————| Add—on Code* OVERSIZE || Description: HANDLING FOR OVERSIZE ITEM || Print as Separate Line (Y/N): Y Phase: || Sales Account* 370020000 Cost Code: 15500 || Taxable (Y/N): Y J/S Cost Category: OC || Add—On Type (F/M/O): M Commissionable (Y/N): Y || Calculation Type (R/F/P): P || Basis (Q/N): || Rate/Qty — Selling Price: 0.000 Percent — Sell Price: 1.500 || Rate/Qty — Cost: 0.000 Percent — Cost: 2.000 || Flat Amount — Selling Price: 0.00 Add—on Selling Price: 22.10 || Flat Amount — Cost: 0.00 Add—on Cost: 29.46 |————————————————————————————————————————————————————————————————————————————————


7 - 27

Job Orders

Chapter 7

Sales Account

The sales account will default from the Add-ons File,but you may change it if your User ID has access to G/L accounts in SOP. If you are using divisional salesaccounts, COINS will determine the sales account forthe add-on the same way it determines the line itemsales accounts. See Appendix D for details.

Taxable

Specify if this add-on is taxable. If the order is markedas Tax Exempt, this value defaults as N. Otherwise, itwill default from the Add-ons File but can be changed.

PhaseCost Code

On job orders, COINS needs phase (if the template jobuses phases) and cost code information for each add-on.These values will default from the Add-ons File, ifthat file includes a normal phase and cost code. Other-wise, you must fill in these fields before you completethe screen.

The phase and cost code from the add-on will automati-cally create a cost code record in the Job Detail win-dow, with cost and price information. If the cost codehas already been created, COINS will update it withthe cost and price information from the add-on.


J/S Cost Category

The cost category applicable to this add-on defaultsfrom File Maintenance. The cost category will be usedto apply the add-on’s amounts to the appropriate J/Scost category.

Commissionable

Commissions are not calculated for Job orders.

Chapter 7

7 - 28

Job Orders


The next three fields are display-only, showing the informationestablished for this add-on in the Add-ons File.

Add-on Type

Add-on types are F (freight), M (material) and O (other). Thisfield is display only.

Calculation Type

Calculation types are R (rate/quantity), F (flat amount) and P(percentage). This field is display only.

Basis

For Rate/Quantity add-ons, the screen will also show thebasis of the calculation: Q (quantity ordered) or N (NetWeight). This field is display only.

Rate/Qty - Selling PriceRate/Qty - Cost

For Rate/Quantity type add-ons, these fields determine thecost and price information for the add-on. The quantity usedfor the calculation will come from either the line quantity orthe line net weight, as determined by the add-on’s basis.


For Flat Amount type add-ons, these fields determine the costand price information for the add-on. These values defaultfrom the Add-ons File.


For Percentage type add-ons, these fields determine the costand price information for the add-on. These values defaultfrom the Add-ons File. The percent is applied to the line'scost and extended price.


COINS will calculate the add-on selling price and cost for thisline, based on the applicable selling price and cost. You canoverride them.


7 - 29

Job Orders

Chapter 7

Comments for JobOrder Lines

You can add comments to individual lines, using commentsdefined as line-level comments. The line comments will printon SOP documents according to their definition, for exampleon the order, on the packing list or on the Bill of Lading.

One use of this feature could be adding descriptive informa-tion for an item that must be backordered, since one of theflags in the Comments File causes the comment to print onthe SOP Backorders Report.

Line Level Comment

When you add a comment to an order line, the commentinformation and text default from the Comment File. Youcan edit this information.

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add Order #* 33 Order Type: J Status: MA Mdse: 2292.00 Order Date: 08/09/96 Payment Type: CR Add—ons: 33.56 Customer* HUDS Total: 2468.00 Item* S—COM2591 6 1/2 HP COMPRESSOR Line: 5———————————————————————————————————————————————————————————————————————————————| Comment Code* REST || Print on Order/Quote (Y/N): Y Print on Invoice (Y/N): Y || Print on Pack List (Y/N): N Print on S/O/P Backorders Report (Y/N): N |——————————————————————————————————————————————————————————————————————————————— —————————————————————————————————————————————————————— | ITEM SUBJECT TO 10% RESTOCKING FEE. | | | | | | | | | | | | More Text (Y/N): | ——————————————————————————————————————————————————————

Chapter 7

7 - 30

Job Orders


G/L Accounts for JobOrder Lines

Sales accounts are assigned to job orders at the line level,based on the order class and division entered on the firstscreen. By using the G/L Account option on the line’s stripmenu, you can change the Sales accounts on a line-by-linebasis.

Job Order G/L Accounts

Note: The Cost of Goods Sold account is not used for J or QJorders, since these result in an Inventory Transfer to Jobtransaction rather than an inventory adjustment.

Several factors can determine how the G/L account will de-fault to this screen.

1. If SOP doesn’t use divisional accounts, the Salesaccount will come from the order class. The order’sdivision is merely informational.

2. If SOP is tailored to use divisional accounts,then the order’s division number (from the orderheader screen) will be the source for the Sales ac-count.

• The division for an order normally defaults from theselling location. If there is no division for the sellinglocation, nothing will default as the order division.However, SOP includes optional profit center logic thatcan provide a more specific division code.

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add Order #* 33 Order Type: J Status: MA Mdse: 2292.00 Order Date: 08/09/96 Payment Type: CR Add—ons: 33.56 Customer* HUDS Total: 2468.00 Item* CON—EMT—3/4 EMT CONDUIT 3/4 — 1 1/2 Line: 1

————————————————————————————————————————— | Sales Account* 370010000 | | Cost of Goods Sold Account* | —————————————————————————————————————————


7 - 31

Job Orders

Chapter 7

• See Appendix D (Divisional Accounts in SOP) for de-tailed information on how this works.

3. If SOP is tailored to use profit centers in orderclasses, then COINS will replace the last two char-acters in the Selling Location’s division with theorder class’s profit center to arrive at the appropri-ate division for the order. The division number forthe order will be updated, whether or not you usedivisional accounts. The use of this feature hasseveral requirements, as described in Appendix D.

Chapter 7

7 - 32

Job Orders


Status for Job OrderLines

When you are in Add or Change mode, you can view the statusinformation for individual lines. The information on the line-level Status screen is display only.

The top part of the screen identifies the line with order num-ber, order date, customer and item information. The ordertype, payment type and status are also shown. Also shownare the merchandise and add-on totals for the order, alongwith the quantities ordered, back-ordered, picked, etc., andthe respective dates.

Order Line Status

You will see the status of individual lines on the Line Detailscreen, for example:

OP Open

CA Canceled

PK Picked - the complete quantity on this line has beenpicked

SH Shipped - the complete quantity on this line has beenshipped

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add Order #* 33 Order Type: J Status: MA Mdse: 2292.00 Order Date: 08/09/96 Payment Type: CR Add—ons: 33.56 Customer* HUDS Total: 2468.00 Item* CON—EMT—3/4 EMT CONDUIT 3/4 — 1 1/2 Line: 1

———————————————————————————————————————————————————————————————— | U.O.M: LF Line Weight: 0.000 | | Quantity Ordered: 200.000 | | Quantity Back—ordered: 200.000 | | Quantity Committed: 0.000 Closed: | | Quantity Picked: 0.000 Last Picked: | | Quantity Shipped: 0.000 Last Shipped: | | Quantity Invoiced: 0.000 Last Invoiced: | | Quantity Canceled: 0.000 Canceled: | ————————————————————————————————————————————————————————————————

Item Info Add—ons Comments G/L Accts Status Exit


7 - 33

Job Orders

Chapter 7

Job StatusInformation for

Job Orders

COINS creates the Job Detail records for you as you enterline items, line level add-ons and order level add-ons.

• Line items are applied to the J/S cost categoryspecified in the Item File.

• Add-ons are applied to the cost category specifiedwhen they are entered on the order.

• There is one Job Detail entry for each phase/costcode.

• Multiple line items and add-ons can refer to a singlephase/cost code combination.

During the entry of a job order or job quote, the Job Detailscreen appears when you finish entering the line details forthe order. It lists the job details created so far for this order.This allows you to review the phase and cost code informationwhile the order is still in process. The Job Detail screen isalso accessible in Change mode, from the order’s strip menu.

Chapter 7

7 - 34

Job Orders


Job Details -Summary Screen

Use the summary Job Detail screen to see a list of the phasesand cost codes associated with this order, along with theirassociated labor hours, cost budgets and revenue contracts.Use the options on the strip menu to add new job details,change existing entries, or delete them.

Job Detail Summary Screen

Up to a certain point, COINS will maintain the Job Detailinformation for you. In order to protect data that you entermanually, the following restrictions apply:

• COINS will not update a job detail record createdthrough the ADD option on the Job Detail screen.

• COINS will no longer update any job details onceyou have gone into any detail entry in Change mode.Since COINS cannot determine whether changeswere made, this includes simply viewing the detailwhile in Change.

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add Order #* 33 Order Type: J Status: MA Mdse: 2292.00 Order Date: 08/09/96 Payment Type: CR Add—ons: 11.46 Customer* HUDS Total: 2444.55 Job Temp.: 93—002 FURNACE RELOC, 828 WASHINGTON ———————————————————————————————— Job Detail ————————————————————————————————— | PH Cost Code Description Labor Hours Cost Budget Revenue Contract | | —— ————————— ——————————————— ——————————— ——————————— ———————————————— | | 03205 SLABS FOR FURNA 0.00 0 0 | | 15300 FIRE PROTECTION 0.00 0 225 | | 15500 HVAC 0.00 817 2079 | | | | | | | | | | | | | ————————————————————————————————————————————————————————————————————————————— Add Change Delete Exit


7 - 35

Job Orders

Chapter 7

Job Detail - ItemScreen

The Job Detail item screen shows information on an individualcost code. Although J orders may only include material orderlines, the Job Detail screen includes cost budgets for each of thecost categories established in J/S tailoring (Labor, Material, etc.).(This restriction does not apply to QJ orders.)

Job Detail Screen

Field Definitions

PhaseCost Code

The phase and cost code for this job detail line display foryour reference. On this screen, you can enter and changethe descriptions for the codes. If possible, COINS willprovide default descriptions from the following sources, inthe order listed:

• From the template job, if the phase and cost code usedfor this order exist in the template job

• From the Standard Cost Code File, if the cost codeexists there.

U.O.M.

Enter the appropriate measurement standard for the costcode. The U.O.M. will default from the following sources,

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add Order #* 33 Order Type: J Status: MA Mdse: 4580.00 Order Date: 08/09/96 Payment Type: CR Add—ons: 45.00 Customer* HUDS Total: 4908.28 Job Temp.: 93—002 FURNACE RELOC, 828 WASHINGTON —————————————————————————————————————————————————————————————————————————— | Phase* | | Cost Code* 15300 FIRE PROTECTION U.O.M: SF | | Qty Budget: 1.00 | | Gross | | Hours Budget Cost Budget Revenue Cntr Profit % | | Labor: 500.00 7500 12000 37.50 | | Equipment: 0 0 0.00 | | Material: 145 214 32.24 | | Subcontr.: 0 0 0.00 | | Other cost: 0 23 100.00 | | Alloc.cost: 0 0 0.00 | | ========== ============ | | Total: 7645 12237 37.53 | ——————————————————————————————————————————————————————————————————————————

Chapter 7

7 - 36

Job Orders


in the order listed:

• From the template job, if the phase and cost codeused for this order exist in the template job

• From the Standard Cost Code File, if the cost codeexists there.

Quantity Budget

Enter the budget quantity for this phase/cost codecombination.

Note: If Job Status is tailored to Enter Quantities byCost Category, COINS will not prompt for a quantitybudget on this screen. Enter the cost category quanti-ties directly in Job Status after the job has been cre-ated.

Hours/Man-Days Budget

You can enter the labor hours or man-days budget(according to how you have tailored Job Status). An-other screen will appear, on which to enter the laborburden breakdown.

Cost BudgetRevenue Contract

COINS will supply cost budget and revenue contractamounts for each category based on order lines. In thecase of J orders, only material items are allowed. Non-material items may be entered on QJ orders.

For each cost category, you can update the cost budgetand revenue contract amounts. However, Job Statuswill not track the revenue information at the cost code/cost category level of detail.

Gross Profit

The value in this field is calculated. COINS will adjustit if you make any changes to the cost budget or rev-enue contract.


7 - 37

Job Orders

Chapter 7

Summary Screens forJob Orders

There are two types of summary screens for job orders: Bud-get Summary and Order Summary. The screens appearone after the other when you are adding a job order, or youcan view either one separately with the Summary option onthe order strip menu.

Budget Summary

The Budget Summary screens show the totals for revenuecontract, cost budgets, profit and gross profit percentage.This screen is informational, so no changes can be made usingthis screen.

Budget Summary Screen

Order Summary

The Order Summary screen is the same as the Summaryscreen for other order types. It shows selling price, cost,profit and gross profit percentage for the whole order, brokendown according to taxable and non-taxable merchandise,freight, and non-freight add-ons.


———————————————————————— Budget Summary ————————————————————————— | GROSS | | REVENUE CNTR COST BUDGET PROFIT PROFIT %| | ============ =========== ============ ======= | | Labor: 0 0 0 0.00 | | Equipment: 0 0 0 0.00 | | Material: 2293 817 1476 64.37 | | Subcontr.: 0 0 0 0.00 | | Other cost: 11 0 11 100.00 | | Alloc.cost: 0 0 0 0.00 | | ============ =========== ============ ======= | | Total: 2304 817 1487 64.54 | | | —————————————————————————————————————————————————————————————————

Chapter 7

7 - 38

Job Orders


Order Summary Screen

You can use this screen to change the Gross Profit percentages forthe order.

For Merchandise

• You can update the Gross Profit Percentage for bothtaxable and nontaxable merchandise.

• If you change the Gross Profit % beyond the amountallowed in SOP tailoring (the Maximum Order LevelMerchandise Gross Profit % Change), then the orderwill require manager’s approval.

• Any changes that you make to these percentages will bebrought back to the applicable line items.

For Freight and Non-freight Add-ons

• You can also update the gross profit percentages forfreight and non-freight add-ons. These percentages arebased on the unit cost information entered on the orderfor each add-on.

• Updating add-on profit percentages does not requiremanager’s approval.

• Any changes that you make to these percentages will bebrought back to the applicable add-ons.


———————————————————————————— Order Level Summary ———————————————————————————— | GROSS | | SELLING PRICE COST PROFIT PROFIT % | | ============== ============== ============== ======== | | Taxable Mdse: 2,292.00 816.58 1,475.42 64.37% | | Non—Tax Mdse: 0.00 0.00 0.00 0.00% | | Freight: 11.46 0.00 11.46 100.00% | | Non—Frt Add—ons: 0.00 0.00 0.00 0.00% | | ============== ============== ============== ======== | | Subtotal: 2,303.46 816.58 1,486.88 64.55% | | Sales Tax: 141.09 | | ============== | | Order Total: 2,444.55 | —————————————————————————————————————————————————————————————————————————————


7 - 39

Job Orders

Chapter 7

Creating a Job from aJob Order

W A R N I N GDo not create the job un-til you have finished en-tering all lines and add-ons that apply to the job’scost budget, and havemade all the required ad-justments to the Job De-tail screen.

The strip menu on the Job Detail screen includes an optioncalled Update J/S. This is the function that allows you tocreate a job from a job order or to update an existing job,using the job number and name specified on the order headerscreen.

When you need to update a job, enter a new job order for thatjob rather than changing the original job order. SOP may betailored to allow you to enter items and add-ons to a job orderafter the job has been created, but you will no longer be ableto access the Job Detail screen or update Job Status.

If the job does not already exist, the Update J/S process will:

1. Create the job, using the File Maintenance informa-tion of the job template.

2. Create the phases, if the job uses phases.

3. Create the cost codes for the job.

4. Create the budgets and revenue contracts for thejob.

5. Update committed costs for the job.

Update J/S Screen - New Job

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add Order #* 33 Order Type: J Status: MA Mdse: 4580.00 Order Date: 08/09/96 Payment Type: CR Add—ons: 45.00 Customer* HUDS Total: 4908.28 Job Temp.: 93—002 FURNACE RELOC, 828 WASHINGTON ———————————————————————————————— Job Detail ————————————————————————————————— | PH Cost Code Description Labor Hours Cost Budget Revenue Contract | | —— ————————— ——————————————— ——————————— ——————————— ———————————————— | | 03205 ——————————————————————————————————————————— 0 | | 15300 | Job Number* 96—010 | 12237 | | 15500 | Cost Event Type* BID | 43 | | | Revenue Event Type* BID | | | | Revenue Event Type* BID | | | | Contract Date: 09/01/96 | | | | Anticipated Completion Date: 01/31/97 | | | | State* NY | | | | Locality* | | | | Retainage %: 10.00 | | —————————————————————————————————————————————————————————————————————————————

Chapter 7

7 - 40

Job Orders


Field Definitions

Job Number

Enter the number of the job to be created or updated bythe Update J/S process.

Cost Event TypeRevenue Event Type

Specify the event types to be used for the J/S costbudgets and revenue contracts created by this process.

The event types will default from SOP tailoring, butcan be overridden. This allows job orders to be used forboth original job orders and for change orders.

Contract Date

Enter the contract date for the new job. This informa-tion is required for the record the system will create inthe Job File.

Anticipated Completion Date

Enter a date to update the Anticipated CompletionDate field for the job.

StateLocality or City Locality / County Locality / School

Locality

Enter the state and locality tax codes for the new job.This information will be added to the new job record. Itis important for Payroll purposes.

If Payroll is tailored to use multiple Localities, thescreen will show three fields (as on the sample screen).Otherwise, the screen will show a single Locality field.

Retainage %

Enter the default retainage percentage for the new job.


7 - 41

Job Orders

Chapter 7

Updating a Job froma Job Order

COINS will warn you if the job already exists and then theData Correct prompt will appear. Before responding Y,review the event types to make sure that the job is updatedproperly. Respond N if you want to change the event types.

The Update J/S process will:

1. Create any new phases, i.e., ones that are not al-ready on file.

2. Create any new cost codes, i.e., ones that are notalready on file.

3. Create budget and revenue events to update the job,using the specified cost and revenue event types.

4. Update committed costs for the job.

Update J/S Screen - Existing Job

Field Definitions

Job Number

Enter the number of the job to be created or updated.

08/12/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Change 12.1.2 Order #* 35 Order Type: J Status: MA Mdse: 168.75 Order Date: 08/09/96 Payment Type: CR Add—ons: 0.00 Customer* HUDS HUDSON VALLEY AUTO CLUB Total: 179.09 Job Temp.: 93—002 CHANGES TO 96—010 ———————————————————————————————— Job Detail ————————————————————————————————— | PH Cost Code Description Labor Hours Cost Budget Revenue Contract | | —— ————————— ——————————————— ——————————— ——————————— ———————————————— | | 01000 PROJE —————————————————————————————————— 169 | | | Job Number* 96—010 | | | | Cost Event Type* SCOP | | | | Revenue Event Type* SCOP | | | | Contract Date: | | | | State* | | | | City Locality* | | | | County Locality* | | | | School Locality* | | ————————————————————— | Retainage %: | ———————————————————— ——————————————————————————————————

WARNING: This Job is already on file.Data Correct (Y/N): Y

Chapter 7

7 - 42

Job Orders


Cost Event Type

Specify the event type to be used for the J/S cost bud-gets created by this process. The event type will de-fault from tailoring, but can be overridden.

Revenue Event Type

Specify the event type to be used for the J/S revenuecontracts created by this process. The event type willdefault from tailoring, but can be overridden.

COINS will not ask for the Contract Date, State, Localityor Retainage percentage when updating an existing job.


7 - 43

Job Orders

Chapter 7

Other Order EntryProcesses

Printing Job Orders When you are adding or changing a job order, the order-levelstrip menu includes a Print S/O option. Use this option toprint in-progress or final copies of the order.

Depending on how the printing options were established forthe selling location, you may need to fill in the output options.On a form by form basis, you can cause the printing questionsto be bypassed for a selling location. See the discussion of theSelling Location File for details.

Sample Job Order

S A L E S O R D E R

BILL TO: HUDSON VALLEY AUTO CLUB SHIP TO: HUDSON VALLEY AUTO CLUB 828 WASHINGTON AVENUE 828 WASHINGTON AVENUE ORDER DATE: 08/09/96 ORDER NO.: 33 COLONIE NY 12203 COLONIE NY 12203 PAGE 1 of 1 ATTN: JAY SPOONER ============================================================================================================================ CUSTOMER SALES REP CUSTOMER P.O. NUMBER DATE NEEDED TAX JURIS SHIP COMPLETE FREIGHT TERMS HUDS KIMBER 08/09/96 NYS—ALB N NET 30 ============================================================================================================================ QUANTITY UNIT EXTENDED ORDERED ITEM NUMBER DESCRIPTION U.O.M. PRICE PRICE

200.000 CON—EMT—3/4 EMT CONDUIT 3/4 — 1 1/2 LF 0.990 198.00 50.000 HANGERS UNISTRUT HANGER SUPPORTS LF 0.310 15.50 500.000 01—391A COAXIAL CABLE FT 5.720 2860.00 1.000 S/BNR—0828 BURNER ASSEMBLY, 2 BURNER EA 33.500 33.50 1.000 S—COM2591 6 1/2 HP COMPRESSOR EA 1473.000 1473.00 ITEM SUBJECT TO 10% RESTOCKING FEE. HANDLING FOR OVERSIZE ITEM 22.10 400.000 2620100 12" REINFORCED CONCRETE PIPE LF 0.000 0.00 ————————— TOTAL SALES: 4625.00 FREIGHT: 22.90 SALES TAX: 283.28 =========== ORDER AMOUNT: 4908.28

THANK YOU FOR YOUR ORDER. IF YOU HAVE ANY FURTHER NEEDS OR QUESTIONS, I CAN BE REACHED AT 518—555—1919.

RECEIVED BY: ________________________________________ DATE: _______________

Chapter 7

7 - 44

Job Orders


Releasing JobOrders

You can only release a job order after the job has been created.You will not be able to add or change line item details once thejob order has been released. See Chapter 8, “Picking, Ship-ping and Invoicing”, for details of what happens during therelease of an order.

Note: Job orders are never released automatically. You mustrelease each job order individually, using one of the followingtechniques.

Releasing Job Order during Order Entry

While adding or changing a job order, you can use the Re-lease option on the order level strip menu to release theorder.

After you confirm that you want to release this order, COINSwill ask if you want to print the Pick List. Respond Y if youwant to print a pick list at this time. The Output Optionsbox may appear on the screen, depending on the SellingLocation’s Bypass Questions setting.

Releasing Job Order from the Picking/Shipping Invoicing Menu

You can also release a job order using the Release an Orderoption on the Picking/Shipping/Invoicing menu. See Chapter8 for details.


7 - 45

Job Orders

Chapter 7

Copying Job Orders The Copy function on the Enter/Maintain Orders stripmenu is used to copy a new order or quote from an olderorder. This useful feature allows you to create a quote froman earlier order, or to create a corrected order when theoriginal order had the wrong order class, customer or taxexempt flag. After you complete this screen, you will be inChange mode on the new order. You should review the linedetail information and update the quote sections and jobdetails as appropriate.

COINS restricts the copying of orders to certain order types.For example, a Job order can only be copied to a J or QJorder. A job quote can only be copied to another job quote.

• An existing order can be copied to a quote, but thatquotes cannot be copied to actual orders; use theConvert option to do that.

• If the original order’s Job Details have been edited,any changes you make to the line details on the neworder will not update the Job Details.

The Copy function works in the same manner for Job ordersand quotes as for Sales orders, with the exception of oneprompt (Copy Job Detail). A sample screen appears on thenext page.

Chapter 7

7 - 46

Job Orders


See Chapter 5 for a complete discussion of the Copy function.

Copying a Job Order

Copy Job Detail

COINS limits your ability to manipulate the job infor-mation on the new order. If you enter Y here, COINSwill copy the phase and cost code details from theoriginal order to the new order. If you respond N tothis option, you will need to enter the job detail infor-mation manually as you review the new order.

08/12/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Copy 12.1.4————————————————————————————————————————————————————————————————————————————————| Order #* 33 Status: OP Order Date: 08/09/96 || Order Type: J Sales Rep* KIMBER Date Needed: 08/09/96 || Order Class* A Payment Type: CR Date Promised: || Customer #* HUDS Division* Sched Ship: |———————————————————————————— New Order Information —————————————————————————————| || Order Type: J Order Date: 08/12/96 || Order Class* A Ship To* || Customer* PICO Bill To* || Sales Rep* KIMBER Tax Juris* NYS—ALB || Payment Type: CR Tax Exempt/#: N || Division* Cust P/O#: || || Copy Order Level Add—ons (Y/N): Y Copy Line Level Add—ons (Y/N): Y || Copy Order Level Comments (Y/N): Y Copy Line Level Comments (Y/N): Y || Copy Job Detail (Y/N): Y Update Line Item Price (Y/N): Y || Copy Line Items (Y/N): Y | ————————————————————————————————————————————————————————————————————————————————Customer has exceeded their Credit Limit.The New Order will require Credit Approval.


7 - 47

Job Orders

Chapter 7

Canceling Job OrderInformation

Rather than having a Delete function, SOP provides for thecancellation of orders and of individual order lines. The orderinformation will still be in the system and available for in-quiries and reports.

• Canceled orders and order lines cannot be copied. Ifit is necessary to do so, you can reinstate the order.

• Information on canceled orders and order linescannot be changed.

Canceling a Job Order

Use the Cancel option on the Enter/Maintain Orders stripmenu to cancel an entire order. This will automaticallycancel any open lines for that order and cause the job detailinformation to be updated.

• If Job Status has already been updated, COINS willdisplay a warning message. If you proceed with thecancellation, only the SOP order will be canceled.The J/S budget and contract amounts will not beadjusted.

• If the order has been partially shipped, COINS willdisplay a warning message. If you proceed with thecancellation, only the unshipped and backorderedquantities will be canceled.

Remember that a canceled order cannot be changed, so de-tailed information about the order status, lines, comments,etc., will only be accessible through the Inquiry and Reportmenus.

Chapter 7

7 - 48

Job Orders


Canceling an Order Line

While adding or changing an order, you can cancel individualorder lines using the Line Detail strip menu.

• COINS will adjust the job detail related to that line,as long as you have not updated the Job Detailscreen.

• You cannot cancel a line for which pick quantitieshave been entered but not yet shipped. You mustfirst unpick the quantity for that line. You couldalso process a partial shipment; then cancel theremaining quantity for that line.

• Once an order has been released, you cannot rein-state canceled lines.


7 - 49

Job Orders

Chapter 7

Reinstating JobOrders

Canceled orders and order lines cannot be copied. If it isnecessary to do so, you can reinstate the order.

COINS will perform some internal verifications before allow-ing data to be canceled or reinstated, in order to preserve theintegrity of your data. For example, the system will not allowyou to cancel an order if pick quantities have been entered forit. Pay close attention to any system messages that may bedisplayed.

Reinstating an Order

Use the Reinstate option on the Enter/Maintain Orders stripmenu to reinstate a canceled order. This will automaticallyreinstate the canceled lines for the order. If an order has hada partial shipment, only the remaining quantity will becommitted and backordered.

Reinstating an Order Line

Use the Reinstate option on the line-level strip menu toreinstate canceled order lines.

If the order has been released, you cannot reinstate any orderlines. If necessary, you can cancel the release through thePicking/Shipping/Invoicing Menu.

Chapter 7

7 - 50

Job Orders


Entering JobQuotes

In most respects, entering job quotes is the same as enteringjob orders, using the order type QJ instead of J. The pagesthat follow discuss the important differences:

User-determined order numbers for quotes

DOLLAR Lookup subset for quotes

Section numbers to organize quote lines and add-ons

Order level add-ons for quotes

Printing a quotation document

Converting job quote to job order

Order Numbers for Job Quotes

Job quotes (QJ) and sales quotes (QS) are numbered by theuser, to provide a meaningful way of controlling your salesrep’s quotes. (Other order types are numbered sequentially byCOINS.) Since the first character in the quote's order numbermust be a letter (for example JOE0001), users may group alltheir sales quotes together and more easily retrieve or reporton specific quotes.

DOLLAR Lookup Subset for Quotes

Three fields in SOP tailoring provide the default settings forthe DOLLAR lookup screen in order entry:


This allows the DOLLAR utility to separate orders fromquotes when [F5] is used during order entry. If set toN, orders and quotes will be mingled on the DOLLARscreen.

Prefill Sales Rep Subset in Order DOLLAR Lookup

If the response to this question is Y, only orders andquotes entered by the currently logged-in user willdisplay when the DOLLAR utility is used in Enter/Maintain Orders. For this to work, the User ID musthave a matching Sales Rep code.


7 - 51

Job Orders

Chapter 7

Prefill Selling Loc Subset in Order DOLLAR Lookup

If the response to this tailoring question is Y, theDOLLAR lookup on the Order # field in Enter/Main-tain Orders will automatically be restricted to ordersand quotes entered at the selling location specifiedwhen the user logged in to Enter/Maintain Orders.

You can also use the Subset option on the DOLLAR screen’sstrip menu to narrow the list of orders or quotes that display.

Quote Sections for Job Quotes

The main entry screen for line items is the same for jobquotes as for job orders. The only visible difference will ap-pear if you tailored SOP to use quote sections.

Sections are useful for organizing and subtotaling informa-tion for proposals. COINS will prompt for a section numberand description as you finish entering each order line. Anyadd-on charges for the line will also be included in the subto-tal for that section.

Line Detail Screen with Quote Section

08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* KE—J—005 Order Type: QJ Status: OP Mdse: 0.00 Order Date: 08/09/96 Payment Type: CR Add—ons: 0.00 Customer* HUDS HUDSON VALLEY AUTO CLUB Total: 0.00 —— THIS INV LOCATION ALL INV LOCATIONS —— | Qty On Hand: 4896.000 5389.000 | | Qty Avail to Sell: 2793.000 3286.000 | ———————————————————————————————————————————————————————————— ———————————————————————————— Line: 1 ———————————————————————————— | Item* 01—391A Taxable (Y/N): Y | | Inv Location* WHSE Drop Ship (Y/N): N | | Qty Ordered: 25.000 Ship Via* UP | | Qty B/O: 0.000 Commissionable (Y/N): Y | | Unit Price: ——————————————————————— 0.35000 | | Ext. Price: | Phase* |t %: 94.81% | | Options (Y/N): N | Cost Code* 01000 | 0.00 | ———————————————————————————————————————————————————————————————————— Item Desc: COAXIAL CABLE U.O.M.: FT Section #* 1 PROJECT MANAGEMENT

Chapter 7

7 - 52

Job Orders


Field Definitions

Item

You may enter non-material items on a job quote, forexample to add labor items to the quote for purposes ofgenerating the appropriate cost budget. Non-materialitems are in the Item File with a cost category otherthan the Material cost category.

COINS will supply an extended price, profit percent,etc., based on the Qty Ordered, the quoted price and theunit cost from the Item File. When SOP creates the JobDetails, a non-material item is applied to the costcategory specified in the Item File.

When the quote is converted to an order, the non-material items will not carry over to the new order.However, all of the budgetary information from the JobDetail screens will be intact.

Section #

If used in your SOP module, enter a section code of upto four characters along with a short description.COINS will keep track of the sections on a order-by-order basis; use the DOLLAR key to select a quotesection from ones already entered for the order. Thereis no master file for quote sections, since it is likely thatthe numbers and their descriptions will vary from quoteto quote.

If you change the description while using a sectionnumber for a given line, the section description of otherlines in that section will also change.

Order Level Add-ons for Job Quotes

If you tailored SOP to use quote sections, COINS prompts youfor the section when you add an order-level add-on to a jobquote.

Line level add-ons are in the section for the line with whichthey are associated.


7 - 53

Job Orders

Chapter 7

Printing a Job Quote

When you are entering a job quote, the order’s strip menu willinclude a Quotation option. Use this option to print thequotation.

• The lines on a printed quotation will be sortedaccording to sections.

• Disclaimer text and acceptance text print at thebottom of the quotation, using the standard textestablished for the selling location.

Converting Job Quotes to Job Orders

To convert a job quote to an order, use the Change option onthe Enter/Maintain Orders strip menu. When the order typeis QJ, COINS will ask if you want to Update Quote orConvert Quote instead of immediately placing you on theorder level strip menu.

• Use Update Quote to continue working on theselected quotation.

• Use Convert Quote to create a job order from thisquotation.

When you select the Convert Quote option, COINS will askfor a minimal amount of information to update the quoteinformation for conversion to an actual job order.

WARNING: Non-material Line Items will not be converted.

Chapter 7

7 - 54

Job Orders


08/09/96 S/O/P — Enter/Maintain Sales Orders E GREENBUSH Change 12.1.2————————————————————————————————————————————————————————————————————————————————| Order #* KE—J—005 Status: OP Order Date: 08/09/96 || Order Type: QJ Sales Rep* kimber Date Needed: 08/09/96 || Order Class* A Payment Type: CR Date Promised: || Customer #* HUDS Division* Sched Ship: || Ship To* main Bill To* || HUDSON VALLEY AUTO CLUB HUDSON VALLEY AUTO CLUB || 828 WASHINGTON AVENUE 828 WASHINGTON AVENUE || || COLONIE NY 12203 COLONIE NY 12203 || JAY SPOONER JAY SPOONER || Ship Via* UP Price Brk: Y || Freight Terms* Customer P/O#: || S ———————————————————————— New Order Information ————————————————————————— || T | Payment Type: CR | || T | Order Date: 08/09/96 | |——— | Customer P/O#: | ——— | Alphabetize & Compress ‘Like’ Items (Y/N): Y | ————————————————————————————————————————————————————————————————————————

Convert Quote Screen

Field Definitions

Payment Type

The payment type for job quotes and job orders isalways CR. COINS will not allow you to override thisfield. Normal SOP credit verification will occur.

Order Date

The order date defaults from the current transactiondate, as set in Beginning of Day. You can change thedate.

Customer P/O#

Optionally, enter the customer’s purchase order num-ber. The system may require a purchase order if thecustomer is defined to require P/Os for sales orders.

Alphabetize & Compress ‘Like’ Items

This option allows you to rearrange the ordered items.For example, if the same item appeared in severalquote sections, you can use this option so that the itemappears only once on the order.


7 - 55

Job Orders

Chapter 7

• Items will be alphabetized by item number.

• Items that have add-ons or comments will not be com-pressed.

• Items will be compressed only when the followinginformation is identical:

Inventory location

Taxable status

Sales Account

Cost of Goods Sold Account

Unit Cost

Unit Price

Ship Via

Commissionable

Phase and cost code (for job orders only).

COINS will close the original quote and create a completelynew record for the order, with a new order number.

• When a quote is converted to an order, only materiallines will be copied to the new order. However, thebudgets from the Job Detail lines will still includeany labor or other non-material costs included in thequote.

• The system will place you in Change mode for thenew order, at the order level strip menu.

Chapter 7

7 - 56

Job Orders



Picking, Shipping and Invoicing ................................ 8-1Overview ............................................................ 8-1

Sales Orders - Picking/Shipping/Invoicing Steps . 8-4Job Orders - Picking/Shipping/Invoicing Steps .... 8-6Point of Sale Orders - Picking/Shipping/Invoicing 8-7Credit Orders - Picking/Shipping/Invoicing .......... 8-7

Releasing an Order ............................................ 8-8Automatically Release Sales Orders .................... 8-9Using Release during Order Entry ....................... 8-10Releasing Orders through Picking/Shipping/

Invoicing Menu ............................................... 8-11Updating an Order after Release ......................... 8-14

Picking an Order................................................. 8-15Print Picking Lists ................................................. 8-16Enter/Maintain Picking Data ................................. 8-20Enter Picking Data using Select Item ................... 8-22

Shipping an Order .............................................. 8-24Special Information for Job Orders ...................... 8-24Strip Menu Options for Enter/Maintain

Shipping Data................................................. 8-25Enter Shipping Data Using Select Item ................ 8-28Process Shipment ................................................ 8-30Partial Shipment ................................................... 8-32Packing Lists ........................................................ 8-33Bills of Lading ....................................................... 8-34Void Ship Data ...................................................... 8-37

Invoicing ............................................................. 8-38

Chapter 8: Picking, Shipping & Invoicing

Contents


8 - 1

Picking, Shipping, Invoicing

Chapter 8

Picking, Shipping and Invoicing

Overview The process of completing an order varies from company tocompany, from order type to order type, even from order toorder. The COINS Sales Order Processing module was de-signed to be as flexible as possible so that the user has maxi-mum control of each order throughout its picking, shippingand invoicing process. For example, releases can be canceled,picked items unpicked, and shipping data voided.

The chart shown below illustrates the typical steps requiredto complete an order. These steps can occur in various combi-nations, as discussed throughout this chapter.

Summary of Order Processing Steps

Job Orders

Enter Order

Release Order

Enter Picking Data

Enter Shipping Data

Print Pick List

Create Job

*

*

Optional steps*

Credit Orders

Enter Order

Print Invoice *

Print Pick List

Enter Order

Release Order

Enter Picking Data

Enter Shipping Data

Print Invoice

Sales Orders

*

*

P/O/S Orders

Print Pick List

Enter Order

Print Invoice

*

*

Note: The information inthis chapter does not ap-ply to Sales Quotes or JobQuotes, nor to Point of Saleorders except where noted.

Chapter 8

8 - 2



Since the picking, shipping and invoicing functions in SOP areso closely related, they are conveniently located on the samemenu. The menu order reflects the normal processing order.

Note: Print all picking and shipping documents on plainpaper; COINS S/O/P is not designed to use prenumberedforms. If using a laser printer with 8 1/2" by 11" paper, use acondensed print output option.

Picking/Shipping/Invoicing Menu

Menu Options

Release An Order

You must release a Sales Order or a Job Order beforeany picking or shipping can occur for it. You can printthe Pick List as you release each order, or wait andprint a batch of Pick Lists together.

The number assigned to each Pick List will followthrough as the Pick List number and Invoice Number.

Print Picking Lists

The Picking step is optional, used when you want tomove ordered items from inventory to a staging areaprior to shipping the order. Use Print Picking Liststo print batches of Pick Lists by location. The screenallows you to select pick lists by ranges of scheduledship dates, ship via codes, etc.

08/12/96 C O I N S DEV 76c1 CO 7 12.2 Sales Order Processing

—— Picking/Shipping/Invoicing Menu ——— | | | 1. Release An Order | | 2. Print Picking Lists | | 3. Enter/Maintain Picking Data | | 4. Enter/Maintain Shipping Data | | 5. Print Invoices | | X. Exit | | | ——————————————————————————————————————


8 - 3


Chapter 8

Enter/Maintain Picking Data

Optionally, use Enter/Maintain Picking Data toenter the picking data for each Pick List, locationpicked to and quantities picked.

Enter/Maintain Shipping Data

On this screen, you will enter the quantities preparedfor shipment and print the packing lists, bills of ladingand invoices. You can also see and update some orderinformation.

Print Invoices

Use this option to print invoices in batches, after youenter the shipping data. (Invoices may also be printedwhen entering the shipping data.)

Chapter 8

8 - 4



Sales Orders -Picking/Shipping/

Invoicing Steps

Steps in Processingan S Order

1. Release the order using either the Release option inEnter/Maintain Orders, or using the Release anOrder option on the Picking/Shipping/Invoicingmenu. Backorders will be released separately.

2. Pick Lists can be printed when the order is released,or using the Print Pick List menu option. Thepicking step is optional, ordinarily used to moveitems to a staging location prior to shipment. Theremay be multiple print lists for an order, for examplefor different carriers on the order lines.

3. Enter/Maintain Picking Data will move theinventory from one inventory location to another,immediately updating inventory quantities at bothlocations. COINS will prompt for serial numberswhen you pick serialized items.

4. For S orders, shipping data is required. Use theEnter/Maintain Shipping Data screen to enter orupdate shipping quantities and shipping informationsuch as the date, weight and number of cartons forthe shipment. Picking information will be used inthe Shipping function.

• For non-A/R credit sales, a payment screen will appear(e.g., for a “will call” order). The invoice must be paid infull.

• This function also includes the options to print (andreprint) packing lists, bills of lading and invoices for theorder.

5. The Print Invoices function prints the invoice(s) forshipment when the invoice was not generated duringthe shipping process. (You can tailor SOP not toprint invoices for sales orders during shipping.)

Optional steps*

Print Pick List

Enter Order

Release Order

Enter Picking Data

Enter Shipping Data

Print Invoice

*

*

1

2

3

4

5


8 - 5


Chapter 8

The design of SOP allows a great deal of flexibility during thepicking, shipping and invoicing process. Each of the followingsamples is a valid way to handle an A/R credit sales order.

A/R credit order released during order entry

1. Pick list printed from Picking/Shipping/Invoicing menu

2. Items picked directly to shipping area and are notentered in Enter/Maintain Picking Data

3. Entered quantities and shipping data using Enter/Maintain Shipping Data

4. Invoice printed using Print Invoices

A/R credit order released using Release an Order

1. Pick list printed as order is released

2. Picking data entered using the Enter/Maintain PickingData function

3. Shipping data only entered using Enter/MaintainShipping Data

4. Packing list and Bill of Lading printed while in Enter/Maintain Shipping Data

5. Invoice printed using Print Invoices

A/R credit order released during order entry

1. No pick list printed

2. Not using Enter/Maintain Picking Data

3. Quantities and shipping data entered using Enter/Maintain Shipping Data

4. Packing list, bill of lading and invoice printed while inEnter/Maintain Shipping Data

The main difference between credit and noncredit sales isthat a Payment screen appears during the shipping processfor noncredit sales that have not already been paid.

Chapter 8

8 - 6



Job Orders - Picking/Shipping/Invoicing

Steps

Steps in Processing aJ Order

1. Create the J/S job using Update J/S on the order’sJob Detail screen after entering and reviewing theorder’s line details and job details. The inventorywill show as committed to the job as soon as the jobis created or updated.

2. Release the order using either the Release option inEnter/Maintain Orders, or using the Release anOrder option on the Picking/Shipping/Invoicingmenu. Backorders will be released separately.

3. Pick lists can be printed when you release an order,or using the Print Pick List menu option. Theremay be multiple print lists for an order.

4. Enter/Maintain Picking Data will move theinventory from one inventory location to another,immediately updating inventory quantities at bothlocations. COINS will prompt for serial numberswhen you pick serialized items. The quantities youpick will become the quantity shipped.

5. As materials are shipped to the job, use Enter/Maintain Shipping Data. This function updatesthe committed material costs for the job and auto-matically transfers the inventory to the job. Theassociated costs become incurred costs rather thancommitments.

• The Shipping function includes options to print (andreprint) packing lists and bills of lading.

• COINS will ask for a job item location for eachshipment. This is an optional, user-defined locationthat indicates a specific location at a job site.

Note: SOP does not produce invoices for job orders. Jobs areinvoiced through the COINS Billing and A/R modules.

5

4

3

2

1

Enter Order

Release Order

Enter Picking Data

Enter Shipping Data

Print Pick List

Create Job

*

*

Optional steps*


8 - 7


Chapter 8

Point of Sale Orders -Picking/Shipping/

Invoicing

Steps in Processing aP Order

1. You may print a pick list for a P/O/S order duringthe order entry process, if SOP tailoring allows theprinting of pick lists for P/O/S orders.

Note: The only opportunity to print a pick list for aP/O/S order occurs during order entry. The Picking/Shipping/Invoicing screens are not used for Point ofSale orders, which are normally assumed to beshipped when complete.

2. Order entry also includes the opportunity to printan invoice to serve as the receipt for P/O/S orders.

2

1

Optional steps*

Print Pick List

Enter Order

Print Invoice

*

*

Credit Orders -Picking/Shipping/

Invoicing

Steps in Processing aC Order

The Picking/Shipping/Invoicing screens are not used forCredit orders, which represent items returned by a customeror other adjustments.

1. During order entry, SOP provides the opportunity toprint an invoice to serve as the receipt for C orders.

1

Enter Order

Print Invoice

*Optional steps*

Chapter 8

8 - 8



Releasing anOrder

You must release a Sales Order or a Job Order before any ofits picking or shipping can occur.

Restrictions on Releasing Orders

• You cannot release an order that is marked ShipComplete if there are any unfilled backorders for it.

• You cannot release an order that requires manager’sapproval (i.e., its status is still MA).

• The Release step is not applicable to P/O/S orders,Credit memos, Sales Quotes or Job Quotes.

• You cannot change the line level information of areleased order. However, you can cancel the releaseand then change the order information.

• You cannot release an order that has already beenreleased, unless the earlier release was canceled.

When You Release an Order

When you release an order, COINS creates an invoice recordset or Pick List (as it is called throughout the program), whichis a collection of records that represent a group of items to bepicked, shipped and invoiced together.

• Each Pick List is identified by a unique, sequentialnumber that will be used as both the Pick ListNumber and the Invoice Number for that record set.

• Each record in a Pick List corresponds to a specificorder line.

• To be included in a Pick List, the Committed Quan-tity for the line must be greater than zero, where:

Committed Quantity for Order = Quantity Ordered -

Quantity previously shipped - Quantity Backordered

• A line that is completely backordered will not bereleased.

• COINS creates a record for each line item that is


8 - 9


Chapter 8

committed to ship, but only if the Quantity Commit-ted less previous invoice records is greater thanzero.

• COINS will not create a Pick List if the order is tobe shipped complete and not all items are commit-ted.

There can be multiple Pick Lists for a single order:

• If the order uses more than one Ship Via method,there will be a separate Pick List for each carrier.

• If you cancel a release, a new number will be usedwhen you release the order (or back orders for theorder). The old Pick List number stays on record forthat order, with CA as its status.

There are three ways to release an order:

• Automatically upon completion of the order. Thisrequires that SOP be tailored to release Sales Or-ders upon exiting the order. Automatic releaseapplies only to Sales Orders (order type S).

• Using the Release option on the order level stripmenu, i.e., while entering or changing an orderusing Enter/Maintain Orders.

• Using the Release an Order option on the Picking/Shipping/Invoicing menu.

AutomaticallyRelease Sales Orders

You can tailor SOP to automatically release sales orders (typeS orders) upon completion. When this feature is turned on,you will not need to select the Release step; COINS willautomatically release the order when you select Exit from theorder’s strip menu. The system will then ask if you want toprint the pick list.

Chapter 8

8 - 10



Using Release duringOrder Entry

While adding or changing an order, you can use the Releaseoption on the order level strip menu to release the order.

Order Entry Screen with Release Option

After you confirm that you want to release this order, COINSwill ask if you want to print the pick list. If you respond Y, thesystem will go to the selling location's Output Form screen forinstructions on printing the pick list(s). The Output Optionsbox will display with values defaulting from the selling loca-tion, unless the selling location is set to bypass printing ques-tions for pick lists.

08/12/96 S/O/P - Enter/Maintain Sales Orders E GREENBUSH Change 12.1.2————————————————————————————————————————————————————————————————————————————————| Order #* 20 Status: OP Order Date: 08/08/96 || Order Type: S Sales Rep* kimber Date Needed: 08/08/96 || Order Class* A Payment Type: CR Date Promised: || Customer #* HUDS Division* Sched Ship: 08/12/96 || Ship To* MAIN Bill To* || HUDSON VALLEY AUTO CLUB HUDSON VALLEY AUTO CLUB || 828 WASHINGTON AVENUE 828 WASHINGTON AVENUE || || COLONIE NY 12203 COLONIE NY 12203 || JAY SPOONER JAY SPOONER || Ship Via* UP Price Brk: Y || Freight Terms* Customer P/O#: 1349 || Ship Complete: N || Tax Juris* NYS-ALB Job Template* Job Number: || Tax Exempt/#: N Job Name: |———————————————————————————————————————————————————————————————————————————————— Header Line Items Add-ons Job Detail Summary Payment Comments Commission Status Print S/O Release Exit


8 - 11


Chapter 8

Releasing Ordersthrough Picking/

Shipping/InvoicingMenu

Use the Release an Order screen to select the order torelease. You can key in the order number directly, or use theDOLLAR key to select an order. You can sort the DOLLARlisting of sales orders by Order Number, Customer Number,Ship to Name or Bill to Phone.

Release an Order Screen

Once you have selected an order, a strip menu will appear.The following pages contain information on each of the fouroptions on this strip menu.

If you try to release an S or J order that is already released,COINS will display a message such as: This Order wasreleased on 01/02/96. This message does not appear ifthe previous release was canceled.

Release Order

Use the Release Order option to release a specific order andcreate invoice record sets for the order. COINS will notify youif this order has already been released.

An invoice record set is the group of information used inter-nally by COINS to track “invoice-able” orders. Each repre-

08/12/96 S/O/P - Release An Order SCI 76c1 CO 7————————————————————————————————————————————————————————————————————————————————| Order No.* 23 Status: OP Order Date: 08/08/96 || Order Type: S Ship Complete: N Date Needed: 08/08/96 || Customer #: HUDS HUDSON VALLEY AUTO CLUB Date Promised: || Sched Ship: || Ship To: MAIN Bill To: || HUDSON VALLEY AUTO CLUB HUDSON VALLEY AUTO CLUB || COLONIE NY 12203 COLONIE NY 12203 |————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————| Qty Qty Dp Ship || Line Item Description Ordered Committed Sh Via || ———— ——————————————— —————————————————— ——————————— ——————————— —— ———— || 1 01-391A COAXIAL CABLE 1000.000 1000.000 N UP || 2 600 INSULATION 25.000 10.000 N UP || 3 S-COM2591 6 1/2 HP COMPRESSO 1.000 1.000 N UP || || |———————————————————————————————————————————————————————————————————————————————— Release Order Show Items Cancel Release Release B/Os Exit

Chapter 8

8 - 12



sents a single pick list and corresponding invoice. Each recordin the set corresponds to a line from that order.

• There will be a separate Pick List for each differentcarrier (i.e., Ship Via code) represented on the lineitems of the order.

• There will be a record for each line item that iscommitted when the Quantity Committed less previ-ous invoice records is greater than zero.

• COINS does not create a Pick List if the order is tobe shipped complete and not all items are committed(i.e., some items are backordered).

Optionally, you may print the picking list at the time of re-lease.

Show Items

Up to five lines will appear on the initial Release an Orderscreen. To scroll through additional lines, select Show Items.

The Show Items function is useful for identifying the order tobe released. It is also useful for estimating how many PickLists will be created, since this screen shows the Ship Viacode for each item. A separate Pick List is created for eachdifferent Ship Via code.

Cancel Release

Use this option to cancel the release of this order. This willallow you to go back into Enter/Maintain Orders, where youcan change the order, cancel individual lines, etc.

COINS will not let you cancel a release when pick data orshipping data has been entered for it. If it is necessary tocancel such a release, you must first “unpick” the order or voidthe ship data.


8 - 13


Chapter 8

Release B/Os

Use this option to release backorders for this order. This willcreate Pick Lists for:

Backorders to the customer

Occurs when you process shipping data without fullyselecting all items in that record set. The items andquantities not shipped are available in inventory butare placed on “backorder to the customer” for latershipment. This function does not affect the inventorycommitments to the sales or job order.

Normal Backorders

Occurs when there is not a sufficient quantity ininventory for an order item. The available quantity iscommitted to the order and the remaining quantitybackordered. After you fill the backorder, run thisprocess to release that part of the order for picking andshipping.

Chapter 8

8 - 14



Updating an Orderafter Release

You cannot change order information using the Picking/Shipping/Invoicing function; that must be done throughEnter/Maintain Orders. Changed information such as theorder header information and add-ons will be reflected onshipping documents and invoices.

Certain types of information cannot be changed after an orderhas been released, such as the line item details. This is wherethe Cancel Release option comes in handy. Once the releasehas been canceled, you can go back into Enter/Maintain ordersto change the order.

• If the release has already been picked, you must“unpick” all items before you can cancel the release.

• If shipping information has been entered but not yetprocessed, you can delete all the shipping informa-tion, then unpick the order (if it was picked). Thenyou can cancel the release.

• If the release has already been shipped, it cannot becanceled unless you first void all the shipping data.


8 - 15


Chapter 8

Picking an Order You will use the Picking process when you want to pull or-dered items from inventory prior to shipping the order. Forexample, you might gather the order items in a staging areafor shipment later in the day.

Pick lists are primarily used for Sales and Job orders, al-though you can tailor SOP to print Pick Lists for P/O/S ordersas well.

The optional Picking process has two steps, either one ofwhich can be used while skipping the other.


Print Picking Lists

A Picking List for an order gives the “pickers” the itemand quantity information they need to get the ordereditems from inventory. Pick lists are primarily used forSales and Job orders (types S and J), although you cantailor SOP to print pick lists for P/O/S orders as well.

Enter/Maintain Picking Data

The purpose of Enter/Maintain Picking Data is tomove items from their original inventory location to atemporary or “staging” location, where they will beheld until shipped. The process automatically createsinventory transfers, so that the inventory levels areadjusted in real time.



Chapter 8

8 - 16



Print Picking Lists There are several ways to print Pick Lists. You can employone or more of these methods, using the most efficient methodfor your situation. You may print:

1. In Enter/Maintain Orders, you may print picklists for an S or J order immediately upon release ofthe order. This option is available even for automati-cally released S sales orders.

2. In Enter/Maintain Orders, you may print the picklist for a P order if SOP is tailored to print Pick Listsfor point of sale orders. P/O/S Pick Lists can only beprinted during order entry, since there is no releasestep for P/O/S orders.

3. When you release a J or S order using the Releasean Order option from the Picking/Shipping/Invoicing menu.

4. Using the Print Picking Lists option on the Pick-ing/Shipping/Invoicing menu. This option is usefulfor printing batches of Pick Lists for S and J orders,using a variety of selection criteria.

Print Pick List

08/12/96 S/O/P - Print Pick List SCI 76c1 CO 7 12.2.2 ———————————————————————————————————————————————————— | Print Pick Lists (Y/N): Y | | Selling Location* E-GREEN | | Sort by Ship Via or Pick List # (V/P): V | | Starting Schedule Ship Date: 08/12/96 | | Ending Schedule Ship Date: 08/12/96 | | Starting Ship Via: | | Ending Ship Via: | | Starting Pick List #: 0 | | Ending Pick List #: 0 | | All, New or Changed Pick Lists (A/N/C): N | | Print Alignment form (Y/N): | ———————————————————————————————————————————————————— ——————————— Output Options ——————————— |Output Form* PR1 | |Number of Copies: 1 | |Printer Option Code* | ——————————————————————————————————————


8 - 17


Chapter 8

Note: When printing pick lists during order entry, COINSwill refer to the Selling Location’s output definitions. Thesystem will bypass the output option prompts if the sellinglocation is tailored to Bypass Questions for pick lists.

Field Definitions

Print Pick Lists

Respond Y to print the Pick Lists. If you enter N, youwill return to the Picking/Shipping Invoicing Menu.

Selling Location

Pick lists will print only for orders taken at this sellinglocation.

Sort by Ship Via or Pick List #

The Pick Lists in this batch can be sorted by eitherShip Via code or Pick List number. (Remember, thereis a separate Pick List for each shipment method.)

Starting/Ending Scheduled Ship Date

Specify the starting and ending Scheduled Ship Datesfor this batch of Pick Lists. These dates will defaultfrom the lead time specified in SOP tailoring, skippingweekend days.

Note: Orders with no Scheduled Ship Dates will alsobe included, as long as they meet the other selectioncriteria.

Starting/Ending Ship Via

You can restrict the batch of Pick Lists to a single ShipVia method (or range of methods) by using the Start-ing/Ending Ship Via fields.

Starting/Ending Pick List

You can also restrict the Pick Lists to be printed byPick List number. This is particularly useful forreprinting Pick Lists, where you already know thenumbers you need.

Chapter 8

8 - 18



All, New or Changed Pick Lists

Use this field to restrict the Pick Lists to be printed.

N New Pick Lists; this means lists never before printed.Pick lists that were printed individually upon the releaseof orders will not be included.

C Changed Pick Lists, i.e., ones that have been changedsince they were first printed, for example by the cancella-tion of a line on the pick list, or if the inventory wasuncommitted.

A All Pick Lists; you would normally use this option withat least one other criterion, to limit the number of listsprinted.

Output Options

These three fields control the physical printing of thePick List. All three of them default from the SellingLocation.

• The Output Form determines the printer.

• The Number of Copies determines the number of timeseach list will be printed.

• The Printer Option Code controls any special printersettings, e.g., those required for condensed printing. Likemost SOP documents other than reports, Pick Lists aredesigned for printing on 8 1/2" x 11" in portrait format.Condensed printing is required so that characters do notwrap to the next line during printing.

Print Alignment form

After you enter the output options for the printer andnumber of copies, COINS will ask if you want to printan alignment form (to align forms in the printer). Thedefault response is N since Shaker anticipates mostusers will have dedicated printers for Pick Lists andother forms.

A Pick List gives the “pickers” the item and quantity informa-tion they need to prepare an order for shipment. The pickerwrites the quantities selected and their new inventory locationin the space provided on the picking list. This informationwill be used to enter the picking data or to ship the order. Asample Pick List appears here:


8 - 19


Chapter 8

Sample Pick List

Note: By default, Pick Lists are sorted by line number.However, an SOP tailoring option allows sorting by inventorylocation, with a page break between inventory locations.

P I C K L I S T

BILL TO: HUDSON VALLEY AUTO CLUB SHIP TO: HUDSON VALLEY AUTO CLUB 828 WASHINGTON AVENUE 828 WASHINGTON AVENUE DATE: 08/12/96 PICK NO.: 00000017-01 COLONIE NY 12203 COLONIE NY 12203 PAGE 1 of 1

======================================================================================================================================ORDER NO. JOB NO. CUSTOMER SALES REP SHIP VIA ORDER DATE SCHED SHIP DATE SHIP COMPLETE 23 HUDS kimber UP 08/08/96 N====================================================================================================================================== QUANTITY OTHER QUANTITY QUANTITY QUANTITY INV LOCLINE ITEM NUMBER DESCRIPTION U.O.M. INV LOC ORDERED INVOICES BACKORDERED TO PICK PICKED PICKED TO

1 01-391A COAXIAL CABLE FT WHSE 1000.000 0.000 0.000 1000.000 ________ _________ 2 600 INSULATION RL WHSE 25.000 0.000 15.000 10.000 ________ _________ 3 S-COM2591 6 1/2 HP COMPRESSOR EA WHSE 1.000 0.000 0.000 1.000 ________ _________ SERIAL NUMBERS: __________________________________________________________________ __________________________________________________________________

PICKED BY: ________________________________________ DATE: _______________

RECEIVED BY: ________________________________________ DATE: _______________

ENTERED BY: ________________________________________ DATE: _______________

Chapter 8

8 - 20



Enter/MaintainPicking Data

The purpose of Enter/Maintain Picking Data is to moveitems from their original inventory location to a temporary or“staging” location, where they will be held until shipped. Theprocess automatically creates inventory transfers, so that theinventory levels are adjusted in real time. The picked quanti-ties and locations for a Pick List can be adjusted as neededuntil the Pick List is shipped.

When you select Enter/Maintain Picking Data, a blankpicking screen will appear. The first step is to enter thenumber of the desired Pick List. The screen will show selectedinformation, including the first 10 lines to be picked. Choosethe appropriate command from the strip menu at the bottomof this screen.

Enter Picking Data Strip Menu

Strip Menu Options

Enter Pick Data

Use this option to enter the quantities picked and theinventory location to which the items were moved priorto shipping.

Show Items

Up to ten lines will appear on the initial screen. Toview additional lines, select Show Items.

08/12/96 S/O/P - Enter/Maintain Picking Data SCI 76c1 CO 7————————————————————————————————————————————————————————————————————————————————| Pick #* 17 Status: OP Ship To/Via: MAIN UP || Order #: 23 Ship Complete: N HUDSON VALLEY AUTO CLUB || Customer #: HUDS HUDSON VALLEY AUTO C COLONIE NY |————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————| Line Item Description Qty To Pick Qty Picked Inv Loc* || ———— ——————————————— ————————————————— ——————————— ——————————— ———————— || 1 01-391A COAXIAL CABLE 1000.000 1000.000 STAGE || 2 600 INSULATION 10.000 10.000 STAGE || 3 S-COM2591 6 1/2 HP COMPRESS 1.000 0.000 || || || || || || || |———————————————————————————————————————————————————————————————————————————————— Enter Pick Data Show Items Unpick All Items Exit


8 - 21


Chapter 8

Unpick All Items

Use this option to “unpick” all items on this Pick List.This reverts all picked quantities back to 0 and re-verses the inventory transfers.

If you want to cancel a release for which picking datahas already been entered, you first need to performUnpick All Items.

When you select Enter Pick Data from the first strip menu,an additional strip menu will appear, with the followingoptions:

All Items Picked

This option is a quick way to indicate that all quanti-ties for this release have been picked.

• COINS sets the Quantity Picked equal to the Quantityto Pick.

• The Pick to Inventory Location will default fromSOP tailoring, but a pop-up box allows you to use adifferent location. All items must be picked to the samelocation.

• You must select any serialized items individually. TheAll Items Picked option cannot update the pickinginformation for serialized items.

Select Items

Use this option to enter pick data for individual items.When using this option, all line items display on thescreen. Use the arrow keys to move up and downthrough the list of items, or type in the desired linenumber.

Scroll Items

This option is also used to enter pick data for indi-vidual items; it is most useful when entering pick datadirectly from a printed pick list. When using thisoption, the line items appear one at a time. Thisoption reduces the number of times you have to press[RETURN] or [F1] to pick an order.

Chapter 8

8 - 22



To enter or update the picking information for a pick list,

1. Select the Picking/Shipping/Invoicing Menufrom the SOP main menu.

2. Select Enter/Maintain Picking Data from thePicking/Shipping/Invoicing Menu .

3. Enter the Pick number to be processed.

4. Choose the Enter Pick Data option on the firststrip menu.

5. Select the method of entry suitable for this order.The Select Items method is illustrated.

When entering picking data, SOP will ask for the QuantityPicked and the Inventory Location to which the items arepicked, i.e., the Transfer To location.

Select Items

Field Definitions

Qty Picked

Enter the quantity that was picked for this line item.

• The Quantity Picked may not exceed the Quantity toPick.

Enter Picking Datausing Select Item

Note: Entering pickingdata using Select Item andScroll Items is the same,except for how the usermoves through the list ofitems.

08/12/96 S/O/P - Enter/Maintain Picking Data SCI 76c1 CO 7————————————————————————————————————————————————————————————————————————————————| Pick #* 17 Status: OP Ship To/Via: MAIN UP || Order #: 23 Ship Complete: N HUDSON VALLEY AUTO CLUB || Customer #: HUDS HUDSON VALLEY AUTO C COLONIE NY |————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————| Line Item Description Qty To Pick Qty Picked Inv Loc* || ———— ——————————————— ————————————————— ——————————— ——————————— ———————— || 1 01-391A COAXIAL CABLE 1000.000 1000.000 STAGE || 2 600 INSULATION 10.000 10.000 STAGE || 3 S-COM2591 6 1/2 HP COMPRESS 1.000 0.000 || || || || || || || |———————————————————————————————————————————————————————————————————————————————— Enter Pick Data Show Items Unpick All Items Exit


8 - 23


Chapter 8

• If there is an inventory problem at the location beingpicked from, so that the entire Quantity to Pick is not infact available, someone must make the necessary inven-tory adjustments in the PO/Inventory module. Then theitem can be backordered.

Inv Loc

Specify the inventory location to which the picked itemhas been moved, i.e., the staging location. The inven-tory location where the item is to be moved will defaultfrom SOP tailoring, but you can change it.

Serial Numbers

If an item is tagged as serialized in the Item File, apop-up box will appear for the serial number(s). Entera serial number for each item picked.

• Serial numbers are tracked by COINS as items aredisbursed through PO/Inventory transfers or SOPshipments.

• Serial numbers must be unique for the item. COINSwill check for the entry of duplicate serial numbers. Ifduplicated, you will see a message like one of these:

– Serial Number 4T-1199 has been entered morethan onceif it has already been picked but not yet shipped.

– Serial Number 4T-1199 is not in inventoryif it has already been shipped.

Chapter 8

8 - 24



Shipping an Order The Enter/Maintain Shipping Data function on the Pick-ing/Shipping/Invoicing Menu includes items to enter shipmentinformation, process the shipment, print and reprint packinglists and bills of lading, and optionally print invoices.

Any picking data for this Pick List will follow through to theShipping screen. For example, if ten of an item were picked,the quantity in the To Be Shipped field will default from thequantity picked.



Special Informationfor Job Orders

• COINS automatically closes a job order when it iscompletely shipped.

• When shipping job orders, COINS will also ask forthe Job Item Location. This location is a user-defined code that indicates specific storage locationsat a job site; these locations are not defined in filemaintenance. The Job Item Location is not a re-quired field, but it can be useful for large jobs. In-quiries and reports in Job Status and in PO/Inven-tory can be used to track the inventory at job sites.


8 - 25


Chapter 8

Strip Menu Optionsfor Enter/Maintain

Shipping Data

To enter shipping information,


2. Select Enter/Maintain Shipping Data from thePicking/Shipping/Invoicing Menu .


After you enter the Pick List number in Enter/MaintainShipping Data, the screen will show information from theorder’s header screen, plus the first five lines of the Pick List.A strip menu appears at the bottom of the screen:

Enter Shipping Data Strip Menu

Enter Ship Data

Use this option to enter the shipping data for a specificPick List number - quantities to be shipped, dateshipped, shipment weight, and # or cartons. See thefollowing pages for more information on this function.

Show Items

Up to five lines will appear on the initial screen. Usethis option to view additional lines.

08/12/96 S/O/P - Enter/Maintain Shipping Data SCI 76c1 CO 7———————————————————————————————————————————————————————————————————————————————4| Pick #* 17 Status: OP Order Date: 08/08/96|| Order #: 23 Ship Complete: N Date Needed: 08/08/96|| Customer #: HUDS HUDSON VALLEY AUTO CLUB Date Promised: || Sched Ship: || Ship To/Via: MAIN UP Bill To: || HUDSON VALLEY AUTO CLUB HUDSON VALLEY AUTO CLUB || COLONIE NY 12203 COLONIE NY 12203 |——————————————————————————————————————————————————————————————————————————————— —————————————————————————————————————————————————————————————————————————— |Line Item Description Stat Qty To Pick To Be Shipped| ————— ——————————————— ———————————————————— ———— ——————————— —————————————— | 1 01-391A COAXIAL CABLE OP 1000.000 0.000| | 2 600 INSULATION OP 10.000 0.000| | 3 S-COM2591 6 1/2 HP COMPRESSOR OP 1.000 0.000| | | | | —————————————————————————————————————————————————————————————————————————— Enter Ship Data Show Items Void Ship Data Reprint Pack List Reprint B.O.L. Reprint Invoice Exit

Chapter 8

8 - 26



Void Ship Data

This option allows you to void the shipping data for aPick List number that has already been processed asshipped. Once voided, you can correct the shippingdata, change item serial numbers, even unpick theentire shipment.

Note: This should only be done if the shipment has notyet left your facility.

Reprint Pack List

You would normally print the packing list for an orderwhen you process the shipment. However, this optionallows you to reprint the packing list for an order thathas already been processed as shipped.

Reprint B.O.L.

This option allows you to reprint the Bill of Lading foran order that has already been shipped.

Reprint Invoice

This option allows you to reprint an invoice for a salesorder that has already been shipped.

When you select Enter Ship Data from the first strip menu,an additional strip menu will appear, with the followingoptions:

All Items Shipped

This option is a quick way to indicate that all quantitiesfor this Pick List will be shipped.

COINS sets the Quantity to Be Shipped equal to the Quan-tity to Pick.

You must select any serialized items individually.

Select Items

Use this option to enter shipping data for individualitems. This function is useful when the entire invoiceset cannot be shipped at one time. You must also usethis option to select any serialized items (i.e., itemstagged as serialized in the Item File).


8 - 27


Chapter 8

Scroll Items

Use this option to move through the lines one at a timeto enter the ship quantities. If the item is serialized,the Serial Number pop-up box will appear.

Process

You must use the Process selection to actually updatethe Pick List as shipped. If you selected All ItemsShipped, COINS automatically prompts for the ship-ment information and processes the shipment.

After the shipping data is processed, COINS will give you theoption of printing packing lists, bills of lading and possiblyinvoices. The printing of invoices for sales orders duringshipping needs to be turned on in SOP tailoring.

Chapter 8

8 - 28



Enter Shipping DataUsing Select Item

To enter or update the shipping information for a pick list,


2. Select Enter/Maintain Shipping Data from thePicking/Shipping/Invoicing Menu .


4. Choose the Enter Ship Data option on the firststrip menu.

5. Select the method of entry suitable for this order.The Select Items method is illustrated.

Select Items

Field Definitions

To Be Shipped

Enter the quantity that was picked for this line item.

Any picking data for this Pick List will follow throughto the Shipping screen. For example, if ten of an itemwere picked, the quantity in the To Be Shipped fieldwill default from the quantity picked and will display

08/12/96 S/O/P - Enter/Maintain Shipping Data SCI 76c1 CO 7———————————————————————————————————————————————————————————————————————————————4| Pick #* 17 Status: OP Order Date: 08/08/96|| Order #: 23 Ship Complete: N Date Needed: 08/08/96|| Customer #: HUDS HUDSON VALLEY AUTO CLUB Date Promised: || Sched Ship: || Ship To/Via: MAIN UP Bill To: || HUDSON VALLEY AUTO CLUB HUDSON VALLEY AUTO CLUB || COLONIE NY 12203 COLONIE NY 12203 |——————————————————————————————————————————————————————————————————————————————— —————————————————————————————————————————————————————————————————————————— |Line Item Description Stat Qty To Pick To Be Shipped| ————— ——————————————— ———————————————————— ———— ——————————— —————————————— | 1 01-391A COAXIAL CABLE OP 1000.000 1000.000| | 2 600 INSULATION OP 10.000 10.000| | 3 S-COM2591 6 1/2 HP COMPRESSOR OP 1.000 0.000| | | | | —————————————————————————————————————————————————————————————————————————— Enter Ship Data Show Items Void Ship Data Reprint Pack List Reprint B.O.L. Reprint Invoice Exit


8 - 29


Chapter 8

as 10.000 on this screen.

• The To Be Shipped quantity may not exceed theQuantity to Pick.

• The To Be Shipped quantity cannot be less than thequantity that has already been picked for the line.

Serial Numbers

If an item is tagged as serialized in the Item File, apop-up box will appear for the serial number(s). Entera serial number for each item picked.

Serial numbers are tracked by COINS as items aredisbursed through PO/Inventory transfers or SOPshipments.

Serial numbers must be unique for the item. COINSwill check for the entry of duplicate serial numbers. Ifduplicated, you will see a message like one of these:

• Serial Number 4T-1199 has been entered morethan onceif it has already been picked but not yet shipped.

• Serial Number 4T-1199 is not in inventoryif it has already been shipped.

Chapter 8

8 - 30



Process Shipment

Note: If you enteredthe shipment using AllItems Shipped, COINSautomatically prompts forthe shipment informationand processes the ship-ment.

A shipment must go through a Process step before COINSupdates the Pick List as shipped. When a shipment is pro-cessed:

• The status of the shipped lines changes to SH.

• The inventory commitments for the shipped itemsare removed as the system creates the actual inven-tory adjustments.

• In the case of Job Orders, COINS creates the Inven-tory Transfer transaction to the job.

• Any variance between the quantity To Be Shippedand the Quantity to Pick will be backordered to thecustomer, to be processed along with any otherbackorders at a later time. The quantity will remaincommitted to the order.

After the shipping data is processed, COINS will give you theoption of printing a packing lists and/or bill of lading. Invoicesfor S orders may also be printed during the shipping process,if that is how SOP is tailored.

Process Shipment Screen

08/12/96 S/O/P - Enter/Maintain Shipping Data SCI 76c1 CO 7———————————————————————————————————————————————————————————————————————————————4| Pick #* 17 Status: OP Order Date: 08/09/96|| Order #: 23 Ship Complete: N Date Needed: 08/09/96|| Customer #: HUDS HUDSON VALLEY AUTO CLUB Date Promised: || Sched Ship: || Ship To/Via: MAIN UP Bill To: || HUDSON VALLEY AUTO CLUB HUDSON VALLEY AUTO CLUB || COLONIE NY 12203 COLONIE NY 12203 |——————————————————————————————————————————————————————————————————————————————— —————————————————————————————————————————————————————————————————————————— |Line Item Description Stat Qty To Pick To Be Shipped| ————— ——————————————— ———————————————————— ———— ——————————— —————————————— | 1 01-391A COAXIAL CABLE OP 500.000 500.000| | 2 600 ————————————————————————————————— 0.000 10.000| | 3 S-COM2591 | Date Shipped: 08/12/96 | 1.000 0.000| | | Shipment Weight: 102.000| | | | # of Cartons: 1 | | ——————————————————— | Job Item Location: | ———————————————————— —————————————————————————————————


8 - 31


Chapter 8

Field Definitions

Date Shipped

This represents the actual date of shipment. It willdefault from the transaction date set in Beginning ofDay.

Shipment Weight

Specify the total weight of the shipment.

# of Cartons

Enter the number of cartons includes in the shipment.

Job Item Location

If the order is a J order, you have the option of ship-ping the items to a specific location at the job site. Ifapplicable, enter the location here.

Other fields will appear if SOP tailoring is set to add freightwhen entering shipping data:

Outstanding Freight

This display-only amount reflects freight add-onsentered directly for this order. It will help you ensurethat the customer is billed the correct total amount forfreight charges

Freight Add-on

Enter an add-on code for the freight being added to theorder. This code must be an order-level add-on, and itsAdd-on Type must be F.

Freight Price

Enter the additional freight amount, or enter a nega-tive amount to reduce the total freight to be billed.

Freight Cost

If the order has a payment type other than CR (A/Rcredit), a payment screen will appear on which to enterthe payment information.

Chapter 8

8 - 32



Partial Shipment COINS allows the processing of partial shipments, as long asthe quantity shipped is not less than the quantity picked forthat line (from an earlier transaction in Enter/MaintainPicking Data).

1. Choose Enter/Maintain Shipping Data and enterthe appropriate Pick List number.

2. Choose Enter Ship Data from the first strip menu.

3. Choose the items to be shipped, using either SelectItems or Scroll Items.

4. Exit the selection function when you have finishedentering To Be Shipped quantities.

5. Choose Process from the strip menu. Respond Y atthe Continue (Y/N) prompt when you see the warn-ing message:

WARNING: The difference between the quantity to be shipped and the quantity to pick will be backordered to the customer.The quantity will remain committed to the order. Continue (Y/N):

6. Then fill in the weight and carton information.

The difference between to the Quantity to Pick and To BeShipped will remain an inventory commitment to this order,but it will be treated as a backorder to the customer (not anormal backorder, where the quantity is not in inventory andmust therefore be purchased for the order). To finish shippingthe backordered item at later time:

1. Release the backorders through the Release anOrder function;

2. Enter picking data (if desired);

3. Enter shipping data

4. Process.

Note: You will not be able to void shipping data for the origi-nal invoice set if the backorder has already been released.


8 - 33


Chapter 8

Packing Lists You can print a packing list for a shipment when you enterthe shipping information, or print the packing list later, usingthe Reprint Pack Lists option on the Enter/Maintain Ship-ping Data strip menu.

Depending on the way the Selling Location’s form optionswere set, COINS may prompt for the usual printing informa-tion as shown here. If Bypass Questions for pack lists is setto Y, you will not see the Output Options box; the documentwill print using the form options specified for the location.

A sample Packing List appears here:

Sample Packing List

P A C K I N G L I S T

BILL TO: HUDSON VALLEY AUTO CLUB SHIP TO: HUDSON VALLEY AUTO CLUB 828 WASHINGTON AVENUE 828 WASHINGTON AVENUE DATE: 08/12/96 PACK LIST NO.: 17 COLONIE NY 12203 COLONIE NY 12203 PAGE 1 of 1

============================================================================================================================ ORDER NO. CUSTOMER SALES REP CUSTOMER P.O. NUMBER ORDER DATE SHIP VIA FREIGHT # CARTONS SHIPMENT WEIGHT 23 HUDS kimber 1377 08/08/96 UP 1 0.000 ============================================================================================================================ QUANTITY PREVIOUS QUANTITY QUANTITY ITEM NUMBER DESCRIPTION U.O.M. ORDERED SHIPPED BACKORDERED SHIPPED

01-391A COAXIAL CABLE FT 1000.000 0.000 0.000 1000.000 600 INSULATION RL 25.000 0.000 15.000 10.000 S-COM2591 6 1/2 HP COMPRESSOR EA 1.000 0.000 1.000 0.000

RECEIVED BY: ________________________________________ DATE: _______________

ITEMS MAY BE RETURNED FOR CREDIT WITHING 10 DAYS OF RECEIPT, SUBJECT TO A 10% RESTOCKING FEE.

Chapter 8

8 - 34



Bills of Lading You will print bills of lading from the Enter/Maintain Ship-ping Data function, after the Pick List has been processed forshipping. The B.O.L. and Reprint B.O.L. menu selectionsbring up an entry screen rather than a simple Print screen,because much of the B.O.L. text is free form.

After you process the shipping data for a Pick List number, astrip menu allows you to print a packing list and one or morebills of lading for the shipment. If you select the B.O.L. op-tion, the system places you at a data entry screen that isbasically an “Add” screen for the first B.O.L. for this invoice.

Bill of Lading Screen

Field Definitions

Freight Terms

COINS will not prompt for freight terms if a code wasentered on the order header screen.

If freight terms were not specified on the original order,COINS will prompt you for the freight terms for thisshipment. You must enter a valid freight term code,since it determines whether the Collect box on the billof lading gets checked.

08/12/96 S/O/P - Enter/Maintain Shipping Data DEV 76c1 CO 7—————————————————————————————————————————————————————————————————————————————————| Pick #* 17 Status: SH Order Date: 08/08/96 || Order #: 23 Ship Complete: N Date Needed: 08/08/96 || ————————————————————————————— Bill of Lading: 1 ————————————————————————————— || | Consignee: HUDSON VALLEY AUTO CLUB Ship Via: UP (PP) | || | Street: 828 WASHINGTON AVENUE | || | Destination: COLONIE State: NY Zip Code: 12203 | || | | || | Qty Ship Description Weight(lb.) Class | || | 1.000 SKID, 6 CARTONS CONTAINING COAXIAL CABLE 70.000 066.0 | || | AND INSULATION | || | | || | | || | | || | | || | | || | | || | | | | | —————————————————————————————————————————————————————————————————————————————


8 - 35


Chapter 8

ConsigneeStreetDestinationStateZip Code

The consignee and the address information will defaultfrom the order header, but can be changed. Thisallows you to produce bills of lading to direct parts of ashipment to a different location. In effect, this allowsyou to have more than one shipping address for anorder.

Ship Via

The Ship Via and Freight Terms (in parentheses) codesappear on the screen but cannot be altered.

Quantity Shipped

This is a decimal field, in which you can enter thenumber of objects being shipped, e.g., number of skids,pallets, etc.

Description

This field is set up for free form text. To enter a multi-line description for an entry (up to 10 lines per bill oflading), simply press the [Tab] key to move to the nextdescription line.

Create multiple bills of lading for the shipment if morespace is necessary.

Weight

Enter the shipping weight in pounds for each entry.

Class

This is a decimal field in which to enter the appropri-ate shipping class for the entry.

To improve the legibility of the B.O.L. forms, COINS willsuppress the decimal portions of the Quantity Shipped,Weight, and Class fields during printing if you didn’t usethem.

Chapter 8

8 - 36



Bills of lading are the only SOP documents designed to beprinted on a preprinted form The programs are designed forthe continuous feed Bill of Lading form distributed by NEBS;if you use a different form, contact SHAKER with your customprogramming needs. Note that the Bill of Lading is a multi-part form, so a laser printer is not suitable.

Sample Bill of Lading(75% actual size)


8 - 37


Chapter 8

Void Ship Data The Void Ship Data process undoes the Process portion ofentering shipping data for sales orders. It returns the PickList to its previous status. If picking was done, the itemsremain picked; if released but not picked, the Pick Listremains released.

• COINS will warn you if an invoice has already beenprinted for the shipment.

• You cannot void the ship data if End of Day hasalready been run in SOP, since the End of Dayprocess creates posted invoice records in AccountsReceivable.

The Void Ship Data option allows you to correct the shippingdata, change item serial numbers, even cancel the release andreturn to the order entry screen. However, there is a smallwindow of time during which you can void shipping data,since you should normally not void shipping data if the ship-ment has already left your facility.

Chapter 8

8 - 38



Invoicing The SOP module will produce invoices for P/O/S orders, creditmemos and sales orders. Billing for job orders goes throughnormal Job Status processing, through the COINS Billing andAccounts Receivable modules. Quotes do not require invoices.


All invoice-related postings will occur in the SOP Module andthe Accounts Receivable Modules simultaneously when theEnd of Day process is run in SOP.

Invoices for P/O/S Orders

The Print Invoices function will print and reprint invoices forP/O/S orders only when they have AR credit as the paymenttype. Invoices or receipts for P/O/S orders will normally beprinted during order entry.

Invoices for Sales Orders During Shipment

Invoices for sales orders can be printed at the completion ofshipping, if you tailored SOP to allow invoicing at that time.When printed in this manner, the output options will defaultfrom the selling location. If the selling location is set to By-pass Questions for invoices, COINS will use the sellinglocation’s form options with no user input.




8 - 39


Chapter 8

Invoices for Sales Orders Using Print Invoices

If you prefer, you can print the invoices for shipped orders inbatches, using Print Invoices on the Picking/Shipping/Invoicing Menu. The invoice will be for the items shipped.

Print Invoices Selection Screen

Field Definitions

Print Invoices

Respond Y if you want to print invoices. An N re-sponse will return you to the Picking/Shipping/Invoic-ing menu.

Selling Location

Specify the selling location for which you want to printinvoices. Invoices are printed for one selling locationat a time.

New Invoices, All Invoices Shipped, or All Invoices

N New invoices, to print any invoice that has not beenprinted previously. Applies only to A/R credit orders.

S All invoices shipped, to print any invoice that has beenshipped since the last time End of Day was run. Appliesonly to A/R credit orders. Such orders are shippedbut not closed and not posted to A/R. Use this option toprint all invoices for the day.

A All invoices, to print all invoices for a given location.This includes any invoice that has been shipped, includ-ing the receipts for P/O/S orders. The order may have apayment type other than CR.

08/12/96 S/O/P - Print Invoices SCI 76c1 CO 7 12.2.5 ———————————————————————————————————————————————————————————————————————— | Print Invoices (Y/N): Y | | Selling Location* E-GREEN | | New Invoices, All Invoices Shipped, or All Invoices (N/S/A): N | | Sort by Pick List # or Zip Code (P/Z): P | | Starting Pick List #: 0| | Ending Pick List #: 0| | Print Alignment form (Y/N): | ————————————————————————————————————————————————————————————————————————

Chapter 8

8 - 40



Sort by Pick List # or Zip Code

You can have the invoices sorted by Pick List numberor by zip code. The zip code option will use the zip codefrom the order’s billing address.

Starting/Ending Pick List #

If desired, enter starting and ending Pick List numbersto print a selected group of invoices. A major use of thisfield is to restrict the number of invoices printed whenusing the All option.

Print Alignment form

After you enter the output options, you can print analignment form to ensure that the invoice paper isproperly aligned in the printer. The default response isN.

If you discover during invoice printing that address informa-tion or order header information for the order needs to bechanged, use the Change option in Enter/Maintain Orders.You can update the order information and see the changeddata on the invoice.


8 - 41


Chapter 8

SAMPLE CONTRACTOR, INC. (7.6c1) 50 CENTURY HILL DRIVE P.O. BOX 727 LATHAM, NY 12110 518/786—7200

I N V O I C E

BILL TO: HUDSON VALLEY AUTO SHIP TO: HUDSON VALLEY AUTO 5 MAIN ST 5 MAIN ST DATE: 10/10/96 INVOICE NO.: L6 ALBANY NY 12202 ALBANY NY 12202 PAGE 1 of 1 ATTN: GLORIA WHITSON ============================================================================================================================ ORDER NO. CUSTOMER SALES REP CUSTOMER P.O. NUMBER ORDER DATE SHIP VIA FREIGHT TAX JURIS TERMS 8 huds kimber 10/10/96 BES NYS—ALB NET 30 ============================================================================================================================ QUANTITY PREVIOUS QUANTITY QUANTITY UNIT EXTENDED ORDERED SHIPPED BACKORDERED SHIPPED ITEM NUMBER DESCRIPTION U.O.M. PRICE PRICE

1.000 0.000 0.000 1.000 10W30 10W30 OIL QT 2.500 2.50 1.000 0.000 0.000 1.000 S—COM2591 6 1/2 HP COMPRESSOR EA 1473.000 1473.00 ——————————— TOTAL SALES: 1475.50 FREIGHT: 0.00 SALES TAX: 118.04 =========== INVOICE AMOUNT: 1593.54 DEPOSITS: 10/10/96 $159.00 CHECK NO.: 1991 LESS DEPOSIT: 159.00 AMOUNT DUE: 1434.54

THANK YOU FOR YOUR BUSINESS!

PLEASE CALL OUR CUSTOMER SUPPORT DEPARTMENT AT 518—555—1111 IF YOU HAVE ANY QUESTIONS.

RECEIVED BY: ________________________________________ DATE: _______________

Sample Invoice

Chapter 8

8 - 42



Notes:


Inventory Commitments and Backorders ................. 9-1SOP’s Effect on Inventory Commitments ........... 9-1Processing Backorders ...................................... 9-2

Entering a Purchase Order for an SOP Order ..... 9-3Entering a Purchase Order for Inventory ............. 9-7Manipulating Inventory to Fill an Order ................ 9-10

Uncommit an Order Line .................................... 9-11Fill Inventory Backorders .................................... 9-12Releasing Backorders ........................................ 9-13Processing Drop Shipments ............................... 9-14

Entering Drop Shipments on an Order ................. 9-15Identify Drop Shipments on the Backorders

Report ............................................................ 9-16Enter Purchase Order for Drop Shipment ............ 9-17Enter P/O Receipts ............................................... 9-19Post P/O Receipts for Drop Shipment .................. 9-20Print Invoice for Drop Shipment ........................... 9-20

Chapter 9: Inventory Commitments & Backorders

Contents


9 - 1

Chapter 9

Inventory Commitments and Backorders

SOP’s Effect onInventory

Commitments

Note: If the order is markedShip Complete, the entireorder must wait for the re-ceipt of the backordereditems. You cannot releasethe order until thebackorder has been filled.

The COINS Purchase Order/Inventory module keeps track ofthe inventory levels of materials recorded in the Item File,broken down by inventory location. Among the quantitiestracked are:

Quantity on Hand - the number of units of an item instock at a given location.

Quantity Committed - the number of of units of theitem in stock at a given location that have alreadybeen committed to a job, an order, etc.

Quantity Available - the Quantitiy on Hand lessQuantitity Committed; this is the number of unitsavailable for sale, for transfer, or for committment.

As you place sales order and job orders in SOP, COINSimmediately commits the required inventory to each orderand line. If the Quantity Available to Sell at the locationis not sufficient for an order, the remaining quantity isautomatically marked for backorder. When the backordereditems items are received, relaease the backorders for thisorder and ship those items separately. COINS producesseparate invoices for each shipment.

SOP Effect on Inventory

This chapter illustrates various methods for processingbackorders and adjusting inventory commitments.

Enter order in SOP:

Available to sell:100

Committed25

On hand:125

In PO/Inventory

Available to sell:0

Committed25

On hand:25

In PO/Inventory

Available to sell:0

Committed125

On hand:125

In PO/Inventory

QuantityInvoiced:100

Invoice

When sales order is shipped:

The next question:How do we satisfy thebackorder?

QuantityOrdered:110

S Order

Backordered:10

Backordered:10

Chapter 9

9 - 2

Inventory Commitments & Backorders


There are several ways to satisfy backorders for a sales or joborder entered in SOP. COINS notifies you of the backorderedquantity. It also keeps track of backorder information fordisplay on the Backorders Report, one of the key reports thatwill be used by your company’s Purchaser.

How to obtain the items and fill the backorders is a businessdecision to be made by the user. Three options are:

1. Entering a purchase order for the SOP order and linenumber

2. Entering a purchase order to update inventory

3. Manipulating the inventory commitments of otherSOP orders

Once the item is available, use the Fill Backorders functionto commit inventory to an order. (This is not required whenthe purchase order referenced the SOP order and line num-ber.)

Use the Release an Order function to release the order’sbackorders. This will create the Pick List (invoice record set)required to complete the shipment.

ProcessingBackorders


9 - 3


Chapter 9

Entering a PurchaseOrder for an SOP

Order

COINS allows purchase order lines to be entered for specificSOP order lines. This makes it easier to match up P/Os andP/O receipts to the corresponding SOP order and eliminatesthe Fill Backorders step.

The general process is as follows. See the pages that followfor more detailed information.

1. Print Backorders Report.

2. Enter purchase order.

3. Post purchase order.

4. Receive items. Record the receipt in Enter P/OReceipts and post receipts.

5. Post P/O Receipts.

6. Release the backorder.

7. Ship the backordered items to the customer.

Note: The separate step of filling backorders is not necessary.

Chapter 9

9 - 4



Print Backorders Report

Print the Backorders Report from SOP’s Report Menu.Use this report to determine which items to order to fill out-standing backorders. The report shows the order and linenumber for each backordered item, making it easy to enterindividual P/O lines.

This is a wide report that must be printed in condensed form,so only a portion of it is shown here.

Sample Backorders Report (partial)

RUN DATE 09/23/96 11:11:50 COINS SALES ORDER PROCESSING MODULE DEV 76c1 COMPANY 7 BACKORDERS REPORT BY ITEM/INV LOCATION/SELL LOCATION/ORDER # FOR BACKORDER DATE 01/01/01 TO 12/31/99

OPEN P/O OPEN P/O [———————— STOCK —————————] DESCRIPTION/ QTY FOR QTY THIS QTY ON AVAIL TO INV ORD DR DATE INV SELLINITEM U.O.M PRIME VEN INVENTORY B/O DATE QTY B/O QTY ORD LINE HAND SELL LOCATION ORDER # LINE SH NEEDED LOCATION LOCATI——————————————— ————— ————————— ————————— ———————— —————————— —————————— —————————— ———————— ———————— ———————— ———————— ———— —— ———————— ———————— ——————01—391A COAXIAL CABLE 08/12/96 7.000 500.000 0.000 493.0 0.0 SHOW—EG 37 1 N 08/12/96 SHOW—EG E—GREE FT MAC 0.000 3397.0 2218.0 WHSE

04—0590221 4" COPPER PIPE 08/12/96 100.000 500.000 0.000 29.0 29.0 SHOW—EG 37 2 N 08/12/96 WHSE E—GREE YD 0.000 871.0 0.0 WHSE 08/12/96 5.000 5.000 0.000 38 2 N 08/12/96 WHSE E—GREE

S—COM2591 6 1/2 HP COMPRESSOR 08/12/96 1.000 2.000 0.000 1.0 0.0 STAGE 36 5 N 08/12/96 WHSE E—GREE EA 0.000 4.0 0.0 WHSE 08/12/96 1.000 1.000 0.000 38 3 Y 08/12/96 WHSE E—GREE


9 - 5


Chapter 9

PAGE 1

NG ORD SALES J/SION CUSTOMER TYP REP JOB # UNIT COST UNIT PRICE G.P.%——— ———————— ——— ———————— ———————— ——————————— ——————————— ———————EN HUDS J kimber 96—011 0.350 5.720 93.88

EN HUDS J kimber 96—011 10.000 15.580 35.82

EN HUDS S kimber 10.000 15.580 35.82

EN PICO J KIMBER 96—012 766.500 1473.000 47.96

EN HUDS S kimber 766.500 1473.000 47.96

09/23/96 PO/IN - Enter Purchase Orders SCI 76c1 CO 7 Add ————————————————————————————————————————————————————————————— | P/O - C/O: 00108 0000 | | Vendor: MAC MAC SUPPLY | | Type(N/S/B/R): N |———————————————————————————————————————————————————————————————————————————————|Line: 002 Taxable: Y ||Sales Ord*/Line: 37 2 Use Tax Direct Pay: N ||Update Inv: Y Tax Jurisdiction* NYS-ALB ||Item* 04-0590221 Require Date: 08/12/96 ||Inv Location* WHSE Promise Date: ||G/L Acct* 0 Promise Ship Date: ||Quantity: 100.000 Drop Ship(Y/N): N ||U.O.M: YD Additional Text: N ||Unit Cost: 10.00000 Unit Weight: 1.00 ||Line Cost: 1000.00 Total Weight: 100.000 ||Description: 4" COPPER PIPE Standard Cost: 10.00000 || Average Cost: 10.00000 ||Size: Last Cost: 10.00000 |———————————————————————————————————————————————————————————————————————————————

Enter Purchase Order

In the Purchase Order/Inventory module, use Enter Pur-chase Orders to enter purchase orders for the backordereditems. Complete the initial P/O screen in the usual manner,then enter the SOP orders and lines on the P/O Distributionas described below. (See the PO/Inventory Manual for thedetails of purchase order entry.)

1. On the P/O Distributions screen, select the Addoption.

2. Select G/L Distr (i.e., the General Ledger distribu-tion method).

3. Enter the SOP order number and line. COINSautomatically defaults the backordered item numberand quantity to the screen.

4. Update the P/O line information as required.

P/O Screen - Sales Order Distribution

Chapter 9

9 - 6



Post Purchase Order

Post purchase orders, using the option on the PO/Inventorymain menu. This will update the Quantity on Order for S/O/P amount shown on the Inventory Status Inquiry andreport. Also, receipts may only be entered for posted purchaseorders.

Enter P/O Receipts

Use Enter P/O Receipts to record the receipt of items from thepurchase order.

Post P/O Receipts

When the receipts are posted, the items will be committed tothe SOP order.

Release the Backorder

Release the backorders to create the pick list (i.e., invoicerecord set) necessary to finish processing and invoicing theorder.


9 - 7


Chapter 9

Entering a PurchaseOrder for Inventory

For some types of items, the purchaser may prefer to orderquantities of the item for inventory. When the inventory isrestocked, backorders for the item can be filled en masse.

1. Enter purchase order.

2. Post purchase order.

3. Receive items; record the receipt in Enter P/OReceipts.

4. Post P/O Receipts.

5. Fill backorders.



Enter Purchase Order

In the Purchase Order/Inventory module, use Enter Pur-chase Orders to enter purchase orders for the backordereditems. Complete the initial P/O screen in the normal manner,then enter the P/O Distributions as described below. (See thePO/Inventory Manual for the details of purchase order en-try.)

• On the P/O Distributions screen, select the Addoption.

• Select G/L Distr (i.e., the General Ledger distribu-tion method).

• Leave the Sales Order / Line blank.

• Mark the line to Update Inventory.

• Complete the rest of the screen as appropriate forthe order.

Chapter 9

9 - 8



P/O Screen - for Inventory

Post Purchase Order

Post purchase orders, using the option on the PO/Inventorymain menu. This will update the Quantity on Orderamount shown on the Inventory Status Inquiry and report.Also, receipts may only be entered for posted purchase orders.

Enter P/O Receipts

Use Enter P/O Receipts to record the receipt of items for thepurchase order.

09/23/96 PO/IN - Enter Purchase Orders SCI 76c1 CO 7 Add ————————————————————————————————————————————————————————————— | P/O - C/O: 00108 0000 | | Vendor: MAC MAC SUPPLY | | Type(N/S/B/R): N |———————————————————————————————————————————————————————————————————————————————|Line: 001 Taxable: Y ||Sales Ord*/Line: 0 0 Use Tax Direct Pay: N ||Update Inv: Y Tax Jurisdiction* NYS-ALB ||Item* 01-391A Require Date: 08/15/96 ||Inv Location* SHOW-EG Promise Date: / / ||G/L Acct* 0 Promise Ship Date: / / ||Quantity: 10.000 Drop Ship(Y/N): N ||U.O.M: BOX Additional Text: N ||Unit Cost: 35.00000 Unit Weight: 11.00 ||Line Cost: 350.00 Total Weight: 110.000 ||Description: COAXIAL CABLE Standard Cost: 35.00000 || Average Cost: 35.00000 ||Size: Last Cost: 35.00000 |———————————————————————————————————————————————————————————————————————————————


9 - 9


Chapter 9

Post P/O Receipts

When the receipts are posted, the items will be added toinventory as on hand and available to sell. They will not becommitted to an SOP order.

Fill Backorders

The Fill Inventory Backorders step commits the items tospecific orders so they do not get flagged for a new order ortransferred out of inventory before the shipment can beprocessed. The Fill Inventory Backorders function is illus-trated later in this chapter.


Release the backorders to create the pick list (i.e., invoicerecord set) necessary to finish processing and invoicing theorder. The Release B/O process is described later in thischapter.

Chapter 9

9 - 10



ManipulatingInventory to Fill an

Order

In emergency situations, there may not be time to backorderitems for a customer. SOP allows you to cancel commitmentsfor an item from other orders, for example orders of lowerpriority or with a later ship date. The quantity then becomesavailable for other orders and the item is backordered for the“uncommitted” order.

1. Identify appropriate orders, for example using theInventory Commitments Report (on the PO/Inventory Reports Menu).

2. Uncommit the desired order lines.

3. Fill backorders.



Uncommit an Order Line

In SOP, use Uncommit An Order Line to cancel the com-mitment of an item to a specific order. This function placesthe quantity on backorder for the order line while simulta-neously making the quantity available in inventory.

The Uncommit an Order Line function is illustrated later inthis chapter.

Fill Backorders

The Fill Inventory Backorders step commits the items tospecific orders so they do not get flagged for a new order ortransferred out of inventory before the shipment can beprocessed. The Fill Inventory Backorders function is illus-trated later in this chapter.


Release the backorders to create the pick list (i.e., invoicerecord set) necessary to finish processing and invoicing theorder.


9 - 11


Chapter 9

Uncommit anOrder Line

It may sometimes be necessary to use inventory items thathave already been committed to an SOP order for a differentorder, e.g., one of higher priority or a closer required date.This is where the Uncommit an Order Line option on theSOP menu becomes useful.


To reduce the commitments for an inventory item, identify anappropriate order and enter its number on the Uncommit anOrder Line screen.

• The screen will show the order lines, with the quan-tity ordered, quantity shipped and the remainingcommitment.

• Select the line that you want to uncommit andconfirm that you want to uncommit the item.

• COINS will remove the entire commitment for theline and make the quantity available in inventory. Itsimultaneously places the quantity on back order forthe order line from which the commitment wasremoved.

08/13/96 S/O/P - Uncommit An Order Line SCI 76c1 CO 7————————————————————————————————————————————————————————————————————————————————| Order No.* 38 Status: OP Order Date: 08/12/96 || Order Type: S Ship Complete: N Date Needed: 08/12/96 || Customer #: HUDS HUDSON VALLEY AUTO CLUB Date Promised: || Sched Ship: || Ship To: main Bill To: || HUDSON VALLEY AUTO CLUB HUDSON VALLEY AUTO CLUB || COLONIE NY 12203 COLONIE NY 12203 |————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————| Qty Qty Qty || Line Item Description Ordered Shipped Committed || ———— ——————————————— —————————————— ——————————— ——————————— ——————————— || 1 01-391A COAXIAL CABLE 50.000 0.000 50.000 || 2 04-0590221 4" COPPER PIPE 5.000 0.000 0.000 || 3 S-COM2591 6 1/2 HP COMPR 1.000 1.000 0.000 || || |————————————————————————————————————————————————————————————————————————————————

Uncommit this Order Line (Y/N): Y

Chapter 9

9 - 12



Fill InventoryBackorders

Note: This screen does not showbackorders to the customer that oc-cur when the quantity committedto the order is not fully shipped.The quantity left for the order isstill committed to it, but the ordermust be re-released for processing.

You can use the Fill Inventory Backorders option on theSOP menu to fill backorders for a specific item at a specificinventory location, order by order. This is used when purchaseorders update inventory rather than reference specific salesorders. The quantity on hand at the inventory location mustbe greater than 0.000. The screen will list the first eightbackorders for that location and item. Use the Show Ordersoption on the strip menu to see additional backorders.

Fill Inventory Backorder Screen

Quantity to Commit

Enter the quantity to commit to this order. COINSreduces the quantity backordered on the order line andreplaces it with a commitment.

Ship

This field releases the backorders so that shipping canoccur; it creates the required pick list number andinvoice record set. If the order is not released, the Shipoption is not available.

A to release all Shippable Items

T to release this Item

N no release will occur

08/13/96 S/O/P - Fill Inventory Backorder SCI 76c1 CO 7 ——————————————————————————————————————————————————————————————————————————————8 | Item* 01-391A COAXIAL CABLE U.O.M: FT | | Inv Location* SHOW-EG SHOWROOM-E.G. | ——————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————| Back- Qty Qty Qty To || Order # Cust Name Ordered Ordered B/O Commit Ship|| ———————— ————————————— ———————— ——————————— ——————————— —————————— ————|| 7 ABC BOTTLE AN 08/13/96 42.000 42.000 0.000 || 16 GENERAL ELECT 08/13/96 1000.000 50.000 0.000 || 37 HUDSON VALLEY 08/12/96 500.000 7.000 0.000 || || || || || |———————————————————————————————————————————————————————————————————————————————— Qty On Hand: 3493.000 Avail to Commit: 2000.000

Fill Backorders Show Orders Exit


9 - 13


Chapter 9

ReleasingBackorders

Before COINS can create the Pick Lists (also known as in-voice record sets) needed for picking, shipping and invoicingthe remainder of the order, the backorders must be released.

Backorders may be released while in the Fill Backordersroutine, or you may use the Release an Order function onthe Picking/Shipping/Invoicing menu.

While Filling Backorders

In the Fill Backorders function, you can use the Ship fieldto release the backorders and create the pick lists needed forshipping. The letter you enter in the Ship column determineswhether the system should create a release for the order.

A to release all Shippable Items

T to release this Item

N no release will occur

Using Release an Order

1. Select the Release an Order option from thePicking/Shipping/Invoicing Menu

2. Enter the desired order number on the Release anOrder screen.

3. From the strip menu at the bottom of the screen,select Release B/Os to release all filled backordersfor this order. This creates a new invoice record set(a.k.a. pick list) for the newly committed quantityfor the order.

4. Print pick lists, if desired.

Chapter 9

9 - 14



Processing DropShipments

Note: Drop shipmentsare not allowed for or-ders that are to beshipped complete.

Items on S and J orders may be drop shipped, or shipped tothe customer directly from the manufacturer or vendor. Thisfeature is normally used for items not kept in inventory,although SOP allows you to specify drop shipments of itemsthat are in stock.

When an order line is marked Drop Ship, SOP places the itemquantity on backorder. The item will show up on theBackorders Report, so that Purchasing knows to order it andto mark the item for drop shipment on the purchase order.

To enter and process a drop shipment order, follow thesesteps.

1. Enter the order.

2. Release the order. At this time, you may processorder lines that are ready for shipment (i.e., notbackordered or drop shipped).

3. Print the Backorders Report.

4. Enter purchase order(s) for the drop shipped andbackordered items.

5. Post purchase orders.

5. Enter P/O receipts for the drop shipped items, basedon the manufacturer invoice.

6. Post P/O receipts.

7. Print SOP invoice.


9 - 15


Chapter 9

Entering DropShipments on an

Order

A single flag on the Line Item screen in Enter/Maintain SalesOrders will mark an order line for drop shipment. Completethe order screens in the normal manner, noting the followinginformation on the Order Header screen:

• The order type must be S or J .

• The payment type must be CR (A/R credit) or COD.SHAKER recommends using CR.

• The Ship Complete field must be set to N.

As you fill in the Line Item screen for the item to be dropshipped, type Y the Drop Ship field. Notice that the QtyOrdered automatically becomes a back order.

Drop Shipment - Order Line Item Screen

08/12/96 S/O/P - Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 38 Order Type: S Status: MA Mdse: 363.90 Order Date: 08/12/96 Payment Type: CR Add-ons: 0.00 Customer* HUDS Total: 386.19 —— THIS INV LOCATION ALL INV LOCATIONS —— | Qty On Hand: 4.000 5.000 | | Qty Avail to Sell: 0.000 0.000 | ———————————————————————————————————————————————————————————— ———————————————————————————— Line: 3 ———————————————————————————— | Item* S-COM2591 Taxable (Y/N): Y | | Inv Location* WHSE Drop Ship (Y/N): Y | | Qty Ordered: 1.000 Ship Via* BW | | Qty B/O: 1.000 Commissionable (Y/N): Y | | Unit Price: 1473.000 Unit Cost: 766.50000 | | Ext. Price: 1473.00 Gross Profit %: 47.96% | | Options (Y/N): N Add-ons: 0.00 | ———————————————————————————————————————————————————————————————————— Item Desc: 6 1/2 HP COMPRESSOR U.O.M.: EA

Chapter 9

9 - 16



Identify DropShipments on the

Backorders Report

The Backorders Report shows the items that need to bepurchased in order to satisfy outstanding sales orders and joborders. It includes a column labeled DR SH, which is markedY for drop ship items.

This is a wide report that must be printed with the printer incondensed mode. Only a portion of the report is shown here.

Sample Backorders Report Showing Drop Ship Item

RUN DATE 09/23/96 11:11:50 COINS SALES ORDER PROCESSING MODULE DEV 76c1 COMPANY 7 BACKORDERS REPORT BY ITEM/INV LOCATION/SELL LOCATION/ORDER # FOR BACKORDER DATE 01/01/01 TO 12/31/99

OPEN P/O OPEN P/O [———————— STOCK —————————] DESCRIPTION/ QTY FOR QTY THIS QTY ON AVAIL TO INV ORD DR DATE INV SELLING ITEM U.O.M PRIME VEN INVENTORY B/O DATE QTY B/O QTY ORD LINE HAND SELL LOCATION ORDER # LINE SH NEEDED LOCATION LOCATION——————————————— ————— ————————— ————————— ———————— —————————— —————————— —————————— ———————— ———————— ———————— ———————— ———— —— ———————— ———————— ————————01—391A COAXIAL CABLE 08/12/96 7.000 500.000 0.000 493.0 0.0 SHOW—EG 37 1 N 08/12/96 SHOW—EG E—GREEN FT MAC 0.000 3397.0 2218.0 WHSE

04—0590221 4" COPPER PIPE 08/12/96 100.000 500.000 0.000 29.0 29.0 SHOW—EG 37 2 N 08/12/96 WHSE E—GREEN YD 0.000 871.0 0.0 WHSE 08/12/96 5.000 5.000 0.000 38 2 N 08/12/96 WHSE E—GREEN

S—COM2591 6 1/2 HP COMPRESSOR 08/12/96 1.000 2.000 0.000 1.0 0.0 STAGE 36 5 N 08/12/96 WHSE E—GREEN EA 0.000 4.0 0.0 WHSE 08/12/96 1.000 1.000 0.000 38 3 Y 08/12/96 WHSE E—GREEN


9 - 17


Chapter 9

Enter Purchase Orderfor Drop Shipment

PAGE 1

ORD SALES J/SN CUSTOMER TYP REP JOB # UNIT COST UNIT PRICE G.P.%— ———————— ——— ———————— ———————— ——————————— ——————————— ———————

HUDS J kimber 96—011 0.350 5.720 93.88

HUDS J kimber 96—011 10.000 15.580 35.82

HUDS S kimber 10.000 15.580 35.82

PICO J KIMBER 96—012 766.500 1473.000 47.96

HUDS S kimber 766.500 1473.000 47.96

Using information from the Backorders Report, enter a pur-chase order for the drop shipped items. Each drop ship lineneeds to include the SOP order number and line if you wantto automate processing the drop shipment.

Note: You may include multiple drop shipments on asingle purchase order, or combine the drop ship lines withother lines on the same purchase order. Each P/O line thatrelates to an SOP order should include the appropriate orderand line number.

Use Enter Purchase Orders to enter purchase orders forbackordered items, including drop shipments. Complete theinitial P/O screen in the normal manner, then enter the SOPorders and lines on the P/O Distribution as described below.(See the PO/Inventory Manual for the details of purchaseorder entry.)

• On the P/O Distributions screen, select the Addoption.

• Select G/L Distr (i.e., the General Ledger distribu-tion method).

• Enter the SOP order number and line. COINSautomatically defaults the backordered item num-ber, quantity and Drop Ship flag to the screen.

• Complete the P/O line information as required.

COINS will prompt for the Drop Ship information, defaultingthe name and address information from the order. Make anynecessary corrections and add any special instructions.

Chapter 9

9 - 18



P/O Screen - for Drop Shipment

09/23/96 PO/IN - Enter Purchase Orders SCI 76c1 CO 7 Add 11.1.1 ————————————————————————————————————————————————————————————— | P/O - C/O: 00107 0000 | | Vendor: MANIARCO MANIARCO | | Type(N/S/B/R): N |———————————————————————————————————————————————————————————————————————————————|Line: 001 Taxable: N ||Sales Ord*/Line: 38 3 Use Tax Direct Pay: N ||Update Inv: Y Tax Jurisdiction* exempt ||Item* S-COM2591 Require Date: 08/12/96 ||Inv Location* WHSE Promise Date: / / ||G/L Acct* 0 Promise Ship Date: 08/15/96 ||Quantity: 1.000 Drop Ship(Y/N): Y ||U.O.M: EA Additional Text: N ||Unit Cost: 766.50000 Unit Weight: 0.00 ||Line Cost: 766.50 Total Weight: 0.000 ||Description: 6 1/2 HP COMPRESSOR Standard Cost: 766.50000 || Average Cost: 766.50000 ||Size: Last Cost: 766.50000 |———————————————————————————————————————————————————————————————————————————————

—————————————Drop Ship Information————————————— |Name: HUDSON VALLEY AUTO CLUB | |Address: 828 WASHINGTON AVENUE | |Address: | |City: COLONIE | |State: NY Zip Code: 12203 | |Attn: JAY SPOONER | | | |Instructions: INSIDE DELIVERY | ———————————————————————————————————————————————


9 - 19


Chapter 9

Enter P/O Receipts In the case of drop shipments, the items do not physically passthrough your inventory and technically no P/O receipt isinvolved. However, you must still enter a P/O receipt tosatisfy the purchase order and complete processing the dropshipment. The invoice from the manufacturer or vendor isyour signal that the item was shipped to your customer.

P/O Receipt for Drop Shipment

• The sales order for drop shipments must be released.If not, COINS will stop the receipt entry because thesales order is not ready for shipment.

• If the drop shipped item is serialized, enter the serialnumber. (COINS does not ask for serial numbers forserialized items that are staying in inventory.)

If the P/O receipt includes multiple drop ship items for thesame order, COINS will try to consolidate the items in a singleinvoice record set.

09/23/96 PO/IN - Enter P/O Receipts SCI 76c1 CO 7 Add 11.5.1 P/O C/O: 00107 0000 Receiving Date: 08/16/96 Vendor: MANIARCO Received By: kre

LINE ITEM INV LOC* UNIT COST ORDERED PREV REC’D QTY REC’D 001 S-COM2591 WHSE 766.50000 1.000 0.000 0.000 6 1/2 HP COMPRESSOR EA S/O Num: 38 Upd Inv: Y 002 S-COM2591 WHSE 766.50000 1.000 0.000 0.000 6 1/2 HP COMPRESSOR EA S/O Num: 36 Upd Inv: Y

Enter C - Order Completed or P - Partial Receipts(C/P): c

Chapter 9

9 - 20



Post P/O Receipts forDrop Shipment

When you post the P/O receipts, the system internally createsan invoice record set for the drop shipments, then automati-cally runs the SOP shipping process.

The posting process requires a valid date as established inSOP Beginning of Day before it can create the invoice recordset for the shipment. If Beginning of Day has not been runsince the last time End of Day was performed, COINS willstop the post and display the message: The S/O/P Beginning

of Day Procedure has not been performed .

Print Invoice for DropShipment

The final step is to print the SOP invoice(s) for the dropshipment. Invoices for all shipments need to be printedbefore End of Day can be run.


Other Processes.......................................................... 10-1Enter/Maintain Cash Drawer .............................. 10-3

Open Cash Drawer ............................................... 10-5Close Cash Drawer .............................................. 10-7Show Cash Drawers ............................................. 10-9

Credit Approval Password .................................. 10-10Obtaining a Credit Approval Password ................ 10-11Entering Credit Approval on the Order ................. 10-12If Credit Approval is not Available ........................ 10-13

Purge Menu ........................................................ 10-14Purge Invoices ...................................................... 10-15Purge Orders ........................................................ 10-18

Chapter 10: Other Processes

Contents


10 - 1

Other Processes

Chapter 10

Other Processes

The Sales Order Processing main menu has two sections.Above the dividing line are the primary functions used fordaily activities. Below the line are functions that support theprimary functions.

The highlighted functions are described in this chapter. Forthe other functions, references to the appropriate chaptersappear in the descriptions that follow.

SOP Main Menu

Beginning of Day Procedure

This function controls the transaction and fiscal datesfor SOP and sets the Manager's Approval password.Discussed in Chapter 4.


This function generates order-specific credit approvalpasswords for A/R credit orders when the customer hasexceeded its credit limit and/or credit rating.

End of Day Procedure

Typically run at the end of the business day, thisfunction posts invoices and cash receipts to A/R andupdates customer credit information. It also resetsBeginning of Day. Discussed in Chapter 4.


Chapter 10

10 - 2

Other Processes


Enter/Maintain Cash Drawer

This functions controls the cash drawers used for P/O/Sand credit orders. Optionally, this may be required forall cash payments and deposits.

File Maintenance Menu

This menu sets up the files and codes that you will referto throughout the Sales Order Processing Module. Dis-cussed in Chapter 3.

Fill Inventory Backorders

This function commits inventory to backordered orders.It can also release the backorder for shipment. Dis-cussed in Chapter 9.

Inquiry Menu

This menu gives you access to the standard SOP inquir-ies. Discussed in Chapter 11.

Purge Menu

The functions on this menu purge history for SOP in-voices and orders.

Reports Menu

This menu gives you access to the standard SOP reports.Discussed in Chapter 11.


This function uncommits inventory committed to aspecific order and line, so that the item may be used foranother order or other purpose. Discussed in Chapter 9.


10 - 3

Other Processes

Chapter 10

Enter/MaintainCash Drawer

Note: Beginning of Daymust be performed beforeyou have access to any ofthe Cash Drawer func-tions.

Cash Drawers enable your company to keep detailed recordsof SOP monetary receipts, including the who, where andwhen of cash tendered, change due, credit card sales andchecks. Cash drawers are critical to P/O/S orders. However,SOP tailoring may also require a Cash Drawer Location forall payments.

Note: SHAKER recommends that cash drawers be main-tained only by designated employees. This can be accom-plished through User ID security.

Several features of cash drawers are important to note:

• The number of cash drawers is nearly unlimited,numbering up to 99,999,999.

• A selling location may have multiple open cashdrawers, based on the cash drawer location.

• There may be only one open cash drawer per cashdrawer location.

The following illustration depicts a typical office with mul-tiple cash drawer locations.

Cash Drawers in a Typical Office

Selling Location: E-GREEN

Drawer Location: REPAIR

Cash Drawer Control # 3

Drawer Location: CUSTSERV

Cash Drawer Control # 2Drawer Location:

FRONT

Cash Drawer Control # 1

Chapter 10

10 - 4

Other Processes


When a designated user selects Enter/Maintain Cash Drawer fromthe SOP menu, a screen giving the various maintenance optionsappears.

Cash Drawer Strip Menu

Open

Opens a new cash drawer for a specific selling location anddrawer location. Only one drawer may be open at a time forany cash drawer location at the selling location.

Close

Closes a specific cash drawer. The system will print areconciliation report, entitled Cash Drawer Report.

Reprint

Reprints the Cash Drawer Report for a closed drawer.

Show

Displays a list of drawer control numbers and relatedinformation. Options in the selection box allow you torestrict the display to a specified range of control numbers,to see only open drawers, or to see only closed drawers.

Exit

Leaves the Enter/Maintain Cash Drawer function.

08/14/96 S/O/P - Enter/Maintain Cash Drawer SCI 76c1 CO 7

————————————————————————————————————— | Drawer Control Number: | | | | Selling Location* | | Cash Drawer Location: | | Initial Cash in Drawer: | —————————————————————————————————————

Open Close Reprint Show Exit


10 - 5

Other Processes

Chapter 10

Open Cash Drawer Use the Open option on the Enter/Maintain Cash Drawerstrip menu to open a cash drawer for a specific selling loca-tion.

Note: Signing into Enter/Maintain Orders as a P/O/S userrequires that at least one cash drawer location at the sellinglocation have an open cash drawer.

Open Cash Drawer Screen

Field Definitions

Drawer Control Number

The Drawer Control Number is assigned by COINSupon completion of the Open Cash Drawer screen. Thedrawer control number is associated with all transac-tions processed at the register while that drawer isactive.

Upon completion of the screen, there will be a briefpause so you may jot down the number.

Once closed, the drawer control number will not bereused.

Selling Location

Specify the selling location for this cash drawer. Theselling location will determine the tax jurisdiction forthe P/O/S orders.

08/14/96 S/O/P - Enter/Maintain Cash Drawer SCI 76c1 CO 7 Open .1

————————————————————————————————————— | Drawer Control Number: 5 | | | | Selling Location* E-GREEN | | Cash Drawer Location: FRONT | | Initial Cash in Drawer: 100.00 | —————————————————————————————————————

Chapter 10

10 - 6

Other Processes


Cash Drawer Location

Enter the user-defined code that identifies the physicallocation of the cash drawer at the selling location.

Each selling location must have at least one cashdrawer location, such as FRONT, REG#1, CUSTSERV,etc. There is no master file for cash drawer locations,so they may be identified as cash drawers are opened.

The name of each cash drawer location should beunique within the selling location because only onedrawer may be open at a time for each cash drawerlocation.

Initial Cash in Drawer

Specify the amount of cash in the drawer when it isopened. This amount will appear on the Cash DrawerReport as the Beginning Balance.


10 - 7

Other Processes

Chapter 10

Close Cash Drawer

Note: All cash drawersmust be closed before run-ning the End of Day pro-cess in SOP.

Use the Close option on the Enter/Maintain Cash Drawersstrip menu to close cash drawers.

Close Cash Drawer Screen

Field Definitions

Drawer Control Number

Specify the drawer to be closed by entering the appro-priate drawer control number. After you enter thecontrol number, the screen will show the related loca-tion and initial cash information, to help you confirmthe drawer selection.

Possible error messages include:

• This Cash Drawer Control record is already closed.Check the number and type it again.

• This Cash Drawer Control record is not on file.Check the number and type it again.

• This Cash Drawer is in use.Make sure all users are logged out of Enter/MaintainOrders.

08/14/96 S/O/P - Enter/Maintain Cash Drawer SCI 76c1 CO 7 Close .2

————————————————————————————————————— | Drawer Control Number: 12 | | | | Selling Location* LATHAM | | Cash Drawer Location: REPAIR1 | | Initial Cash in Drawer: 0.00 | —————————————————————————————————————

——————————— Output Options ——————————— |Output Form* PR1 | |Number of Copies: 1 | |Printer Option Code* | ——————————————————————————————————————

Chapter 10

10 - 8

Other Processes


Close This Drawer (Y/N)

Respond Y if this is the drawer that should be closed.

Output Options

Using the output form, number of copies and printeroption code specified, COINS produces a reconciliationreport when the drawer is closed. This report is titledCash Drawer Report.

Sample Cash Drawer Report

RUN DATE 09/24/96 14:57:43 COINS SALES ORDER PROCESSING MODULE PAGE 1SCI 76c1 COMPANY 7 CASH DRAWER REPORT FOR SELLING LOCATION E—GREEN CASH DRAWER LOCATION FRONT DRAWER NO. 14

CA CASH ORD [———————— CREATED ———————] ORDER # TYP CUSTOMER CUSTOMER NAME INV # ORD TOTAL TENDERED CHG DUE NET AMOUNT BY DATE TIME

41 P KARNER THE KARNER GR 37 92.97 100.00 7.03 92.97 KIMBER 09/24/96 14:37:25 —————————— —————————— —————————— 100.00 7.03 92.97

CC CREDIT CARD ORD [———————— CREATED ———————] ORDER # TYP CUSTOMER CUSTOMER NAME INV # ORD TOTAL TYPE TENDERED CHG DUE NET AMOUNT BY DATE TIME

44 P MISC—SOP MISCELLANEOUS 40 30.99 MC 30.99 0.00 30.99 KIMBER 09/24/96 14:45:02 46 C HUDS HUDSON VALLEY 42 —91.06 MC 0.00 91.06 —91.06 KIMBER 09/24/96 14:52:20 —————————— —————————— —————————— 30.99 91.06 —60.07

CK CHECK ORD [———————— CREATED ———————] ORDER # TYP CUSTOMER CUSTOMER NAME INV # ORD TOTAL CHECK # TENDERED CHG DUE NET AMOUNT BY DATE TIME

42 P GE GENERAL ELECT 38 10.40 1891 10.40 0.00 10.40 KIMBER 09/24/96 14:40:54 43 P MISC—SOP MISCELLANEOUS 39 66.14 2503 66.14 0.00 66.14 KIMBER 09/24/96 14:43:43 45 S HUDS HUDSON VALLEY 3040.48 3812 304.00 0.00 304.00 KIMBER 09/24/96 14:50:19 —————————— —————————— —————————— 380.54 0.00 380.54

BEGINNING BALANCE: 100.00 CASH RECEIPTS: 92.97 ———————————— ENDING BALANCE: 192.97

2 CREDIT CARD RECEIPTS: —60.07 3 CHECK RECEIPTS: 380.54 TOTAL SALES ORDER DEPOSITS (S): 304.00 TOTAL P/O/S PAYMENTS (P): 200.50 TOTAL CREDIT MEMOS (C): —91.06 TOTAL DRAWER SALES: 413.44


10 - 9

Other Processes

Chapter 10

Show Cash Drawers The Show command in Enter/Maintain Cash Drawer isvery useful when you are trying to run End of Day and yousee the message End of Day cannot be run until all

Cash Drawers are closed .

This option shows a list of cash drawers on your screen. Thesubset selection screen allows you to specify a range of drawercontrol numbers. You can show Open, Closed or All cashdrawers.

Show Cash Drawer Screens

———————————————— Subset ————————————————— | Starting Drawer Control No.: 0 | | Ending Drawer Control No.: 0 | | Open/Close/All (O/C/A): O | —————————————————————————————————————————

08/14/96 S/O/P - Enter/Maintain Cash Drawer SCI 76c1 CO 7 Show .4 ——————————————————————————————————————————————————————— | Drawer Selling Cash Drawer Initial Cash Open/* |Control No Location Location In Drawer Close* ——————————— ———————— ——————————— ———————————— —————— | 5 E-GREEN FRONT 100.00 O | | 7 E-GREEN REPAIR 25.00 O | | 8 E-GREEN CUSTSERV 20.00 O | | 9 LATHAM FRONT 100.00 O | | 11 LATHAM REPAIR2 0.00 O | | 12 LATHAM REPAIR1 0.00 O | | | | | | | | | | | | | | | ———————————————————————————————————————————————————————

Chapter 10

10 - 10

Other Processes


Credit ApprovalPassword

There are several levels of credit checking within SOP for A/Rcredit type orders, as discussed in detail in Chapters 5 and 6.

Credit limit check

Credit approval is always required when the order willcause the customer’s A/R balance to go over its creditlimit.


This option checks the customer’s aging period balancesagainst the percentage criteria established in theCredit Rating File. A warning appears, but creditapproval is not required.



Credit memos (type C orders) also require the entry of a creditapproval password.

The Credit Approval Password option is a separate entryon the SOP Main Menu so that User ID security can be usedto prevent unauthorized access to the function. Normally, onlya manager or supervisor has authorization to approve creditexceptions.

Note: To enhance the security built into credit approval,SHAKER recommends that the manager use a physicallyseparate terminal or PC to obtain credit approval passwords.However, it is feasible to obtain the passwords in a secondaryCOINS window on a Windows workstation.


10 - 11

Other Processes

Chapter 10

Obtaining a CreditApproval Password

To get a credit approval password for an order, the authorizedperson selects Credit Approval Password from the SOP mainmenu and enters the order number. Information about theorder appears on the screen; use the strip menu options ShowItems and Show Summary to see additional information.

Use the strip menu option Obtain Password to generate acredit approval password unique to this order.

Credit Approval Password - Obtain Password

Field Definitions

Amount Approved

The manager will approve an extension of credit for aspecific dollar amount. The order amount may not ex-ceed the amount approved. If it does, the system willrequire a new approval for the higher amount.

In the case of credit memos (type C orders), there is noAmount Approved.

Password

COINS will generate a random number as the creditapproval password. The password is valid only for thisorder, up to the approved amount.

08/15/96 S/O/P - Credit Approval Password SCI 76c1 CO 7———————————————————————————————————————————————————————————————————————————————4| Order No.* 35 Order Type: J Status: MA Mdse: 286.00 || Order Date: 08/09/96 Payment Type: CR Add-ons: 0.00 || Customer* HUDS HUDSON VALLEY AUTO CLUB Total: 303.52 |——————————————————————————————————————————————————————————————————————————————— —————————————————————————————————————————————————————————————————————————————— | Line Item Description Qty Ord UOM Unit Prc Extension | | ———— ——————————————— ——————————————— ————————— ———— ————————— ————————— | | 1 01-391A COAXIAL CABLE 25.000 FT 6.750 0.00 CA| | 2 01-391A COAXIAL CABLE 50.000 FT 5.720 286.00 OP| | | | | | | | | | | | | —————————————————————————————————————————————————————————————————————————————— ———————————————————————————————————————————————————————— | Amount Approved: 304 Password: 6087315 | ————————————————————————————————————————————————————————

Chapter 10

10 - 12

Other Processes


Entering CreditApproval on the

Order

When an order (types S, P or J) requires credit approval, SOPassigns the status MA to it. You may continue entering dataon the order, but it cannot be released until the MA status ischanged back to OP by the entry of the necessary credit ap-proval information.

Depending at the point you are at in entering the order, youmay be able to enter the approval password on the line screen.It is more likely that you will use the order’s Status screen.

Credit Approval - Status Screen

Field Definitions


Each approval has a unique password, keyed to thespecific order and limited to a specific amount.

Approval By

Varies according to company practice. For example,enter the name or initials of the manager who suppliedthe approval.

Approval DateApproval Time

Enter the date approved. The current date and timewill default.

08/15/96 S/O/P - Enter/Maintain Sales Orders E GREENBUSH Add 12.1.1 Order #* 45 Order Type: S Status: MA Mdse: 2865.00 Order Date: 08/15/96 Payment Type: CR Add-ons: 0.00 Customer* HUDS Total: 3040.48————————————————————————————————————————————————————————————————————————————————| Date Needed: 08/15/96 Credit Rating: TIER-1 || Date Promised: Credit Limit/Rating Approval Required: Y || Scheduled To Ship: Approval By: || Last Picked Date: Approval Date: || Last Shipped Date: Approval Time: || Last Invoiced Date: || Canceled Date: Gross Profit % Override Approval Required: N || Closed Date: Approval By: || Order Weight: 0.500 Approval Date: || Apply To Invoice #: Approval Time: |———————————————————————————————————————————————————————————————————————————————— —————————————————————————————————————————————— | Credit Approval Password: 77783086 | ——————————————————————————————————————————————


10 - 13

Other Processes

Chapter 10

If Credit Approval isnot Available

If no one is available to approve the order, you can continuetaking the order, entering the desired line items, etc. How-ever, the order’s status will remain MA until approval isentered, and no additional processing is possible.

If the credit is not approved, several courses of action areavailable.

1. Cancel the order.

If you are still on the order header screen where yousaw the warning message, press [F4] to cancel theorder.

If you received the warning while entering lines for theorder, Exit or [F4] to leave the order, then use theCancel option on the Enter Orders strip menu.

In the case of P/O/S orders, you may [F4] to the headerscreen to cancel the order. The system will requireentry of the manager's approval password.

2. Change the payment type.

If credit is not available, the customer may pay for theorder by credit card, cash or check, or COD shipment.Use the Payments screen to change the order’s pay-ment type.

3. Cancel lines.

If the order went over the credit limit because of aparticular line, canceling that line may make it pos-sible to finish the order.

Chapter 10

10 - 14

Other Processes


Purge Menu The Sales Order Processing Module does not automaticallypurge any information. When the history files become exces-sively large, you can use the Purge Menu to remove unwanteddata from the system.

Purge Menu

The Purge menu is used to purge various types of old informa-tion from the SOP Module.

Purge Invoices (Pick Lists)

This menu selection purges SOP invoice records (i.e.,closed and canceled pick lists) from the system. Thisfunction will not affect the A/R invoice history.

Purge Orders

This menu selection clears the system of closed andcanceled orders and quotes. You can purge Orders bydate, customer, or order number.


———————————— Purge Menu ————————————— | | | 1. Purge Invoices (Pick Lists) | | 2. Purge Orders | | X. Exit | | | —————————————————————————————————————


10 - 15

Other Processes

Chapter 10

Purge Invoices Use the Purge Invoices selection on the Purge Menu toclear the system of SOP invoice records (i.e., closed andcanceled pick lists) that are no longer needed.

This function does not affect the Accounts Receivable invoicehistory.

Purge Invoices Screen

Field Definitions

Perform Purge or Only List Invoices to Purge

Indicate whether the system is to purge the invoices atthis time (P), or print a listing of the information youplan to purge.

It is always a good idea to review the listing beforerunning the Purge process. Once the data is purged,you can only recover it by restoring the whole databasefrom backup.

08/15/96 S/O/P - Purge Invoices SCI 76c1 CO 7 12.10.1 ———————————————————————————————————————————————————————————————— | Perform Purge or Only List Invoices to Purge (P/L): L | | Purge through Invoice Date: 07/31/96 | | Purge through Fiscal Date: 07/31/96 | | Selling Location* ALL | | Starting Customer: | | Ending Customer: | | Starting Pick List #: 0 | | Ending Pick List #: 0 | | Starting Order #: 0 | | Ending Order #: 0 | | Include Closed/Canceled/Both (C/A/B): B | ———————————————————————————————————————————————————————————————— ——————————— Output Options ——————————— |Output Form* file | |Number of Copies: 1 | |Printer Option Code* | ——————————————————————————————————————

Chapter 10

10 - 16

Other Processes


Purge through Invoice Date

You must specify an ending invoice date. Invoices datedup to and including this date will be selected for purg-ing, except as specified below.

• For job orders, the Invoice Date has no effect becauseSOP does not produce invoices for J orders.

• For canceled pick lists, COINS compares the pick list’srelease date with the invoice date entered here, sincethere is no invoice for a canceled order.

Purge through Fiscal Date

You must specify an ending fiscal date. Only invoiceswith fiscal dates up to and including this date will beselected for purging.

For canceled pick lists, this field has no effect becauseno fiscal date is associated with them.

Selling Location

You may purge invoices for one selling location, byentering its code in this field. To purge data for allselling locations, enter ALL in this field.

Starting CustomerEnding Customer

Optionally, specify the customers for whom you want topurge invoices by entering a range of customer codes.The list of invoices to be purged will be narrowed downto customers that fall within that range, using alpha-betic sorting.

Starting Pick List #Ending Pick List #

Optionally, specify the pick list numbers that you wantto purge by entering the starting and ending numbers.The list of invoices to be purged will be narrowed downto pick lists that fall within the range.


10 - 17

Other Processes

Chapter 10

Starting Order #Ending Order #

Optionally, specify the order numbers that you want topurge by entering the starting and ending numbers.The list of invoices to be purged will be narrowed downto all invoices for the orders that fall within that range.

Include Closed/Canceled/Both

Specify whether the invoices to be purged are:

C Closed

A Canceled

B Both

When the screen is filled in, press [RETURN] or [F1] to con-tinue. COINS will then prompt you for the output options forthe Purge Listing (if listing invoices to purge) or PurgeReport (if performing the purge). Specify the output formtype, number of copies, and an option code if appropriate.

Sample Invoice Purge Listing

RUN DATE 09/25/96 11:22:55 COINS SALES ORDER PROCESSING MODULE PAGE 1SCI 76c1 COMPANY 7 FOR SELLING LOCATION E-GREEN PURGE INVOICES LISTING THROUGH INVOICE DATE: 08/10/96 THROUGH FISCAL DATE: 08/31/96

PICK ORD ORD ORD SALES ORDER INVOICE FISCALCUSTOMER CUSTOMER NAME LIST # ORDER # TYPE CLASS STAT REP DIV DATE DATE DATE TOTAL PRICE

KARNER THE KARNER GROUP, INC. 4 18 P A CL KIMBER 08/08/96 08/08/96 08/31/96 54.97KARNER THE KARNER GROUP, INC. 11 24 C a CL kimber 08/09/96 08/09/96 08/31/96 -52.84KARNER THE KARNER GROUP, INC. 12 25 P a CL kimber 08/09/96 08/09/96 08/31/96 6.20karner THE KARNER GROUP, INC. 13 26 P a CL kimber 08/09/96 08/09/96 08/31/96 11.20KARNER THE KARNER GROUP, INC. 15 30 P A CL KIMBER 08/09/96 08/09/96 08/31/96 -18.59

CUSTOMER KARNER TOTAL: 0.94

Chapter 10

10 - 18

Other Processes


Purge Orders Use the Purge Orders selection on the Purge Menu to clearthe system of SOP order information that is no longer needed.

Purge Orders Screen

Field Descriptions

Perform Purge or Only List Orders to Purge

Indicate whether the system is to purge the orders atthis time (P), or print a listing of the information youplan to purge (L).

Review the listing before running the Purge process.Once the data is purged, you can only recover it byrestoring the whole database from backup.

Purge through Order Date

You must specify the ending order date. Only ordersdated up to and including this date will be selected forpurging.

Selling Location

You may purge orders for one selling location, by enter-ing its code in this field. To purge data for all sellinglocations, enter ALL in this field.

08/15/96 S/O/P - Purge Orders SCI 76c1 CO 7 12.10.2 ———————————————————————————————————————————————————————————————— | Perform Purge or Only List Orders to Purge (P/L): L | | Purge through Order Date: 08/15/96 | | Selling Location* E-GREEN | | Starting Customer: | | Ending Customer: | | Starting Order #: 0 | | Ending Order #: 0 | | Include Orders/Quotes/Both (O/Q/B): B | | Include Closed/Canceled/Both (C/A/B): B | ————————————————————————————————————————————————————————————————

——————————— Output Options ——————————— |Output Form* file | |Number of Copies: 1 | |Printer Option Code* | ——————————————————————————————————————


10 - 19

Other Processes

Chapter 10

Starting CustomerEnding Customer

Optionally, specify the customers for whom you wantto purge orders by entering a range of customer codes.The list of orders to be purged will be narrowed downto customers that fall within that range, using alpha-betic sorting.

Starting Order #Ending Order #

Optionally, specify the order numbers that you want topurge by entering the starting and ending numbers forthe desired range. The list of orders to be purged willbe narrowed down to the orders that fall within thatrange.

Include Orders/Quotes/Both

Specify whether you want to purge orders (O), quotes(Q), or both (B).

Include Closed/Canceled/Both

Specify whether the orders to be purged are closed (C),canceled (A) or both (B).

When the screen is filled in, press [RETURN] or [F1] to con-tinue. COINS will then prompt you for the output options forthe Purge Listing (if listing orders to purge) or PurgeReport (if performing the purge). Specify the output formtype, number of copies, and an option code if appropriate.

A copy of the Purge Orders Report appears on the next page.

Chapter 10

10 - 20

Other Processes


RUN DATE 09/25/96 11:23:18 COINS SALES ORDER PROCESSING MODULE PAGE 1 SCI 76c1 COMPANY 7 FOR SELLING LOCATION E-GREEN PURGE ORDERS LISTING THROUGH ORDER DATE: 08/10/96

ORD ORD ORD SALES ORDER CUSTOMER CUSTOMER NAME ORDER # TYPE CLASS STAT REP DIV DATE TOTAL PRICE

karner THE KARNER GROUP, INC. 17 S a CL kimber 08/08/96 166.28 KARNER THE KARNER GROUP, INC. 18 P A CL KIMBER 08/08/96 54.97 KARNER THE KARNER GROUP, INC. 24 C a CL kimber 08/09/96 -52.84 KARNER THE KARNER GROUP, INC. 25 P a CL kimber 08/09/96 6.20 karner THE KARNER GROUP, INC. 26 P a CL kimber 08/09/96 11.20 KARNER THE KARNER GROUP, INC. 28 P A CA KIMBER 08/09/96 0.00 KARNER THE KARNER GROUP, INC. 29 P A CA KIMBER 08/09/96 0.00 KARNER THE KARNER GROUP, INC. 30 P A CL KIMBER 08/09/96 -18.59 karner THE KARNER GROUP, INC. 34 S a CL kimber 08/09/96 0.00

CUSTOMER karner TOTAL: 167.22

Sample Order Purge Report


Reports and Inquiries ................................................. 11-1Overview ............................................................ 11-1Inquiries .............................................................. 11-2

Inventory Status.................................................... 11-3Open Orders By Customer Inquiry ....................... 11-7Open Orders By Item Inquiry................................ 11-8Order History Inquiry ............................................ 11-9Order Inquiry ......................................................... 11-11Shipment Inquiry ................................................... 11-12

Reports ............................................................... 11-13Output Options for Reports .................................. 11-14Backorders Report ................................................ 11-16Date Promised Report .......................................... 11-18Inventory Price Listing .......................................... 11-20Order Overrides Report ........................................ 11-22Order Status Report ............................................. 11-24Outstanding Quote Report ................................... 11-28Pricing Exceptions Report .................................... 11-30Sales Analysis - Items .......................................... 11-32Sales Analysis - Invoices ...................................... 11-34Sales Analysis - Monthly ...................................... 11-36Sales Rep Commissions Report .......................... 11-38Shipment Report ................................................... 11-40Shippable Backorders Report .............................. 11-42User-defined Reports ........................................... 11-44Report Package .................................................... 11-45Show Requested Reports Status ......................... 11-46Generate Foreground Reports ............................. 11-48

Chapter 11: Reports & Inquiries

Contents


11 - 1

Reports & Inquiries

Chapter 11

Reports and Inquiries

Overview SOP includes many standard reports and inquiries to helpyour company manage its material sales. For example, theSales Analysis reports will give you monthly sales informa-tion. Sales information is kept for each sales representative,division and company. Commissions can be tabulated severaldifferent ways.

The Sales Order Processing Menu includes options that takeyou to the Inquiry Menu and the Reports Menu.

Main Menu

You may also use screen pointers to access a given report orinquiry directly. COINS also allows hot keys or items on aUser-defined Menu to be set up for the reports and inquiriesused most often by specific users. See the System OverviewManual for details.


Chapter 11

11 - 2

Reports & Inquiries


Inquiries Inquiries allow you to view information on the screen, immedi-ately upon filling out the selection screen. Inquiries generallycontain less information than a similar report, but are quickerto use.

The Sales Order Processing Module includes the inquirieslisted on this menu:

Inquiry Menu


————————————— Inquiry Menu —————————————— | | | 1. Inventory Status | | 2. Open Orders By Customer Inquiry | | 3. Open Orders By Item Inquiry | | 4. Order History Inquiry | | 5. Order Inquiry | | 6. Shipment Inquiry | | X. Exit | | | —————————————————————————————————————————


11 - 3

Reports & Inquiries

Chapter 11

Inventory Status

Note: The SOP version ofthe Inquiry Status is notidentical to the one on thePO/Inventory InquiryMenu.

The Inventory Status inquiry gives you information aboutthe current status of inventory, by item number or by inven-tory location.

12/15/96 S/O/P — Inventory Status SCI 76c1 — CO7 12.9.1

—————————————————————————————————————————— | By Item or Inventory Location (I/L): I | ——————————————————————————————————————————

Inventory Status - by Item or Location

Inventory Status by Item:

The first screen gives you total quantities for each item,based on the availability of an item at all locations. On themore detailed screens, information is broken down by inven-tory location; however, the costs and value shown for theitem remain based on total inventory.

To see the inventory location breakdown for anitem:

Use your cursor keys to select an item and press [RE-TURN] to see the inventory location breakdown for thatitem.

To see detailed item information for an item at aspecific location:

Use your cursor keys to select the item and press[RETURN] to see the locations that have that item ininventory. Then select the location and press [RETURN]to see the detailed information for that item at thatlocation.

Chapter 11

11 - 4

Reports & Inquiries


Inventory Status - by Item

11/04/96 S/O/P — Inventory Status SCI 76c1 — CO7———————————————————————————————————————————————————————————————————————————————| Item: 10W30 Description: 10W30 OIL U.O.M: QT |——————————————————————————————————————————————————————————————————————————————— ————————————————————————————————————————————————————————————————————————— | [———————————— Quantity ———————————] | | On Avail Cust On | | Inv Loc Description Hand Commit Sell B/O Order | | ———————— —————————————————————— ——————————————————————————————————— | | L.SHOWRM SHOWROOM 48 0 48 0 0 | | L.WHSE NY WAREHOUSE 540 5 535 1 0 | | WHSE WAREHOUSE 684 0 684 0 0 | | | | | | | | | | | | | —————————————————————————————————————————————————————————————————————————

11/04/96 S/O/P — Inventory Status SCI 76c1 — CO7 —————————————————————————————————————————————————————————————————————————————— | Item: 10W30 Description: 10W30 OIL U.O.M: QT | —————————————————————————————————————————————————————————————————————————————— Size: MFG Part: Prod Line: FLUIDS

Last P/O — C/O: 1212 0000 Last Qty Received/Date: 0.000 Last S/O/P Order #/Date: 3 12/15/96 Standard Unit Cost: 1.00000 Average Unit Cost on Hand: 0.11285 Average Unit Cost on Order: 0.00000 Last Unit Cost/Date: 0.10417 10/04/96 Inventory Value on Hand: 143.55 All Inv Locs L.WHSE Quantity On Hand: 1272.005 540.002 Committed: 5.004 5.004 Available To Sell: 1267.001 534.998 Customer Backorders: 1.000 1.000 On Order: 0.000 0.000 On Order for S/O/P: 0.000 0.000


11 - 5

Reports & Inquiries

Chapter 11

By Inventory Location:

The first screen shows a list of all your company’s inventorylocations.

To see the items stored at a specific location:

Use your cursor keys to select a location and press [RETURN]to see the items at that inventory location.

Inventory Status - by Location

11/04/96 S/O/P — Inventory Status SCI 76c1 — CO7 ———————— Inventory Locations ————————— | Inventory Location Description | | —————————————————— ——————————————— | | A.SHOWRM SHOWROOM | | A.STAGE GA STAGING | | A.WHSE GA WAREHOUSE | | L.SHOWRM SHOWROOM | | L.STAGE NY STAGING | | L.WHSE NY WAREHOUSE | | WHSE WAREHOUSE | | YARD YARD | | | | | | | | | | | | | | | ——————————————————————————————————————

11/04/96 S/O/P — Inventory Status SCI 76c1 — CO7 ——————————————————————————————————————————————————————————————— | Inventory Location: L.WHSE Description: NY WAREHOUSE | ———————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————| [———————————— Quantity ———————————] || On Avail Cust On || Item Description Hand Commit Sell B/O Order || ——————————————— —————————————————————— ——————————————————————————————————— || 10W30 10W30 OIL 540 5 535 1 0 || 10W40 10W40 OIL 41 0 41 0 0 || 212004 MASONRY SAND 0 0 0 20 0 || CON—EMT—3/4 EMT CONDUIT 3/4 — 1 1/ 45 15 30 0 0 || CON—GRC—2—5 GRC CONDUIT — 2 TO 5 I 12 0 12 0 0 || COOLANT COOLANT 21 0 21 0 0 || INBA/CT2045 R11 16X96 UNFACED—SC 1 0 0 0 20 0 || S—COM2591 6 1/2 HP COMPRESSOR 1 0 1 0 0 || S/BAR—5202—20 20 GA TSTAT WIRE 121 0 121 0 0 |+ S/BNR—0251 BURNER 2 0 2 0 0 |————————————————————————————————————————————————————————————————————————————————

Chapter 11

11 - 6

Reports & Inquiries


To see detailed item information for an item at aspecific location:

Use your cursor keys to select a location and press[RETURN] or [F1] to see the items at that inventorylocation. Then select the item and press [RETURN] or[F1] to see the detailed information for that item atthat location.

Inventory Status - Detailed Item Information byLocation

11/04/96 S/O/P - Inventory Status SCI 76c1 - CO7——————————————————————————————————————————————————————————————————————————————| Item: 10W30 Description: 10W30 OIL U.O.M: QT |—————————————————————————————————————————————————————————————————————————————— Size: MFG Part: Prod Line: FLUIDS

Last P/O — C/O: 1212 0000 Last Qty Received/Date: 0.000 Last S/O/P Order #/Date: 3 12/15/96 Standard Unit Cost: 1.00000 Average Unit Cost on Hand: 0.11285 Average Unit Cost on Order: 0.00000 Last Unit Cost/Date: 0.10417 10/04/96 Inventory Value on Hand: 143.55 All Inv Locs L.WHSE Quantity On Hand: 1272.005 540.002 Committed: 5.004 5.004 Available To Sell: 1267.001 534.998 Customer Backorders: 1.000 1.000 On Order: 0.000 0.000 On Order for S/O/P: 0.000 0.000


11 - 7

Reports & Inquiries

Chapter 11

Open Orders ByCustomer Inquiry

The Open Orders by Customer Inquiry will list the openorders for a specific customer. It includes the order type foreach order, the sales rep, the order date and other orderinformation that is commonly needed.

This inquiry shows orders only. It does not include salesquotes or job quotes.

Open Orders by Customer

12/15/96 S/O/P — Open Orders By Customer Inquiry SCI 76c1 — CO7—————————————————————————————————————————————————————— 12.9.2| Customer* KARNER THE KARNER GROUP, INC. |—————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————| Ord Ord Sales Order Total Order || Order # Type Cls Rep Div Date Stat Mdse Price || ———————— ———— ——— ———————— ——— ———————— ———— ———————————— ———————————— || 3 S A1 kimber 10/09/96 OP 5.00 5.35 || 11 S A1 KIMBER 12/15/96 MA 0.00 0.00 || 12 S A1 KIMBER 12/15/96 MA 41.70 44.62 || || || || || || || || || |———————————————————————————————————————————————————————————————————————————————

Chapter 11

11 - 8

Reports & Inquiries


Open Orders By ItemInquiry

Use the Open Orders by Item Inquiry to view open ordersthat include a specific item. This inquiry is useful when youhave an urgent need for an item but the entire quantity onhand has already been committed to other orders.

You may be able to divert the item from another order, byconsidering the Date Needed and the Quantity Orderedinformation shown on this screen.

The Quantity Due shown on this inquiry is equal to theQuantity Ordered minus the Quantity already shipped.

Open Orders by Item

12/15/96 S/O/P — Open Orders By Item Inquiry SCI 76c1 — CO7—————————————————————————————————————————————————— —————————————————————————————| Item* 10W30 10W30 OIL | |Next Item* 212004 |—————————————————————————————————————————————————— —————————————————————————————————————————————————————————————————————————————————————————————————————————————| Ord Date Qty Qty Qty Qty || Order # Line Needed Ord B/O Comm Due || ———————— ———— ———————— ——————————— ——————————— ——————————— ——————————— || 3 1 10/09/96 2.000 0.000 0.000 0.000 || 10 1 12/15/96 1.000 1.000 0.000 1.000 || 12 1 12/15/96 5.000 0.000 5.000 5.000 || || || || || || || || || |————————————————————————————————————————————————————————————————————————————————


11 - 9

Reports & Inquiries

Chapter 11

Order History Inquiry The Order History Inquiry gives you access to detailed infor-mation about orders of types S, J, P or C. It does not includesales or job quotes (types QS or QJ).

The inquiry can be run for a specific customer or a specific job.The default is by customer. Once you select an order number, thescreens you see are identical to the order entry screens.

By Customer

• Use the arrow keys on your keyboard to scroll throughthe list of orders.

• To view the order information for a specific order, usethe arrow keys to place the cursor on the desired orderand press [RETURN].

• To search for a specific order number without scrollingthrough the entire list, press the slash key [/], thenchoose Search from the strip menu.

• Use the strip menu for the individual order to viewspecific information. For example, to see the status of aline, use the Line Items option on the strip menu. Onthe Line screen, select the Status option.

Order History - by Customer

12/15/96 S/O/P — Order History Inquiry SCI 76c1 — CO7—————————————————————————————————————————————————————— 12.9.4| Customer* KARNER THE KARNER GROUP, INC. |—————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————| Ord Sales Order Order Order Revenue || Order # Type Rep Date Stat Price Cost G.P.% || ———————— ———— ———————— ———————— ———— ———————————— ———————————— ——————— || 12 S KIMBER 12/15/96 MA 44.62 23.94 42.59 || 11 S KIMBER 12/15/96 MA 0.00 0.00 0.00 || 5 S KIMBER 10/09/96 CL 13.38 6.88 44.96 || 3 S kimber 10/09/96 OP 5.35 2.75 45.00 || || || || || || || || |———————————————————————————————————————————————————————————————————————————————

Chapter 11

11 - 10

Reports & Inquiries


By Job

The Order History Inquiry can also be run by job, to show joborders related to a specific job number from Job Status. It willonly show orders which have already updated Job Status.

Order History - by Job

12/15/96 S/O/P — Order History Inquiry SCI 76c1 — CO7———————————————————————————————————————————————————| Order #* 11 Stat: MA Ord Date: 12/15/96 |———————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————| Order Type: S Sales Rep* KIMBER Date Needed: 12/15/96 || Order Class* A1 Payment Type: CR Date Promised: || Customer #* KARNER Division* Sched Ship: || Ship To* Bill To* || THE KARNER GROUP, INC. THE KARNER GROUP, INC. || 14 CORPORATE CIRCLE 14 CORPORATE CIRCLE || || SARATOGA SPRINGS NY 12866 SARATOGA SPRINGS NY 12866 || BILL DODGE 518—584—8200 BILL DODGE 518—584—8200 || Ship Via* BES Price Brk: Y || Freight Terms* Customer P/O#: || Ship Complete: N || Tax Juris* NYS—SAR Job Template* Job Number: || Tax Exempt/#: N Job Name: |—————————— Header Line Items Add—ons Job Detail Summary —————————— Payment Comments Commission Status Exit

12/15/96 S/O/P — Order History Inquiry SCI 76c1 — CO7————————————————————————————————————————————————— —————————————————————2.9.4| Job* 96—003 FURNACE WORK | |Next Job* 96—003 |————————————————————————————————————————————————— ————————————————————————————————————————————————————————————————————————————————————————————————————| Ord Sales Order Order Order Revenue || Order # Type Rep Date Stat Price Cost G.P.% || ———————— ———— ———————— ———————— ———— ———————————— ———————————— ——————— || 13 J KIMBER 12/15/96 MA 1925.64 966.50 45.79 || 14 J kimber 12/15/96 MA 66.96 50.00 19.35 || || || || || || || || || || |———————————————————————————————————————————————————————————————————————————————

12/15/96 S/O/P — Order History Inquiry SCI 76c1 — CO7———————————————————————————————————————————————————| Order #* 14 Stat: MA Ord Date: 12/15/96 |———————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————| Order Type: J Sales Rep* kimber Date Needed: 12/15/96 || Order Class* l1 Payment Type: CR Date Promised: || Customer #* ge Division* Sched Ship: || Ship To* Bill To* || GENERAL ELECTRIC GENERAL ELECTRIC || RIVER ROAD RIVER ROAD || || SCHENECTADY NY 12345 SCHENECTADY NY 12345 || JOE WIRED 518 370 0001 JOE WIRED 518 370 0001 || Ship Via* CC Price Brk: Y || Freight Terms* Customer P/O#: || Ship Complete: N || Tax Juris* NYS—ALB Job Template* 93—002 Job Number: 96—003 || Tax Exempt/#: N Job Name: CHANGES |—————————— Header Line Items Add—ons Job Detail Summary —————————— Payment Comments Commission Status Exit


11 - 11

Reports & Inquiries

Chapter 11

Order Inquiry The Order Inquiry gives access to the order entry informa-tion for an order, but in read-only format. This inquiry willbe useful to your Customer Service personnel, since they willnot need to go into Enter/Maintain Orders to satisfy mostcustomer inquiries.

• You can use the DOLLAR key in the Order # fieldto pull up listings of orders, with the most recentorder first. Unless you tailored SOP to bypass theinitial strip menu in Order DOLLAR lookup, thesystem will ask if you want to lookup quotes, orders,or all.

• Use the Subset option on the DOLLAR strip menuto change the default order subset, for example topull up closed orders instead of open ones.

Order Inquiry

12/15/96 S/O/P — Order Inquiry SCI 76c1 — CO7——————————————————————————————————————————————————— 12.9.5| Order #* 12 Stat: MA Ord Date: 12/15/96 |———————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————| Order Type: S Sales Rep* KIMBER Date Needed: 12/15/96 || Order Class* A1 Payment Type: CR Date Promised: || Customer #* KARNER Division* Sched Ship: || Ship To* Bill To* || THE KARNER GROUP, INC. THE KARNER GROUP, INC. || 14 CORPORATE CIRCLE 14 CORPORATE CIRCLE || || SARATOGA SPRINGS NY 12866 SARATOGA SPRINGS NY 12866 || BILL DODGE 518—584—8200 BILL DODGE 518—584—8200 || Ship Via* BES Price Brk: Y || Freight Terms* Customer P/O#: || Ship Complete: N || Tax Juris* NYS—SAR Job Template* Job Number: || Tax Exempt/#: N Job Name: |—————————— Header Line Items Add—ons Job Detail Summary —————————— Payment Comments Commission Status Exit

Chapter 11

11 - 12

Reports & Inquiries


Shipment Inquiry Use the Shipment Inquiry to view the status of a specificpick list. The screens will show the status of each detail lineas well as the quantity to pick and the quantity shipped.

If the Pick # has more detail lines than will fit on this screen,use the View Lines option on the strip menu to see them.

Shipment Inquiry

12/15/96 S/O/P — Shipment Inquiry SCI 76c1 — CO7——————————————————————————————————————————————————— 12.9.6| Pick #* 10 Stat: SH Date Ship: 12/15/96 |———————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————| Order #: 12 Ship Complete: N Weight: 35.000 || Customer #: KARNER THE KARNER GROUP, INC. # of Cartons: 2 || Job Item Loc: || Ship To/Via: BES Bill To: || THE KARNER GROUP, INC. THE KARNER GROUP, INC. || SARATOGA SPRINGS NY 12866 SARATOGA SPRINGS NY 12866 |———————————————————————————————————————————————————————————————————————————————— —————————————————————————————————————————————————————————————————————————————— | Line Item Description Stat Qty To Pick Qty Shipped | | ———— ——————————————— ———————————————————— ———— ——————————— ——————————— | | 1 10W30 10W30 OIL SH 5.000 5.000 | | 2 CON—EMT—3/4 EMT CONDUIT 3/4 — 1 SH 15.000 15.000 | | 3 S/BUS105 BUSHING SH 2.000 2.000 | | | | | ——————————————————————————— View Lines Exit ———————————————————————————


11 - 13

Reports & Inquiries

Chapter 11

Reports The Sales Order Processing module will include the reportslisted on the menu shown below.

Report Menu

Some of these reports must be printed in condensed mode. Ifyou are using a laser printer, this requires the use of legalpaper (8 1/2" x 14"), in landscape mode, using condensed printand eight lines per inch.


—————————————————————————————— Report Menu ——————————————————————————————— | | | 1. Backorders Report 10. Sales Analysis - Monthly | | 2. Date Promised Report 11. Sales Rep Commissions Report | | 3. Inventory Price Listing 12. Shipment Report | | 4. Order Overrides Report 13. Shippable Backorders Report | | 5. Order Status Report 96. User-defined Reports | | 6. Outstanding Quote Report 97. Report Package | | 7. Pricing Exceptions Report 98. Show Requested Reports Status | | 8. Sales Analysis - Items 99. Generate Foreground Reports | | 9. Sales Analysis - Invoices X. Exit | | | ——————————————————————————————————————————————————————————————————————————

Chapter 11

11 - 14

Reports & Inquiries


Output Options forReports

Each of the reports on the SOP Report Menu uses the stan-dard report printing options, described below.

Output Option Definitions

Background/Foreground

B If you enter Background (B), this report will begenerated in the background and will have a lowercomputer time priority than other COINS users.The terminal will be free for other uses.

F Enter F to generate this report in the foreground; itwill be given computer time priority equal to otherCOINS users on the system. You must enter “99” togenerate this report after you have selected it.

Schedule Report

If you are printing the report "in the background" (i.e.,you entered B as the response to Background/Fore-ground), the system will allow you to schedule it toprint at a specific date and time, or after a given num-ber of hours.

Output Form

Enter the name of the output form type for this report,to determine which printer will be used for the report.The default form type for SOP reports is specifiedduring SOP tailoring.

If you wish to display the report on your terminal, usean Output Form type set up as a terminal, rather thana printer output form. (Most condensed reports will notdisplay properly on the screen.)

Number of Copies

Enter the number of times you wish to have the reportprinted. A separate, complete copy will be printed eachtime.


11 - 15

Reports & Inquiries

Chapter 11

Printer Option Code

You may also need to enter a printer option code, if anyspecial codes must be sent to the printer for the reportto print correctly.

For example, COINS will warn you if a report must beprinted in compressed format (i.e., reports that exceed132 characters in width), so that you can adjust yourprinter or use the appropriate output type for con-densed printing.

SOP reports include a banner page showing the exact reportselection criteria, as shown below. The banner page is notincluded in the sample reports shown in this chapter.

COINS User: kimber Report File: Start Date/Time: 11/04/96 14:13:44 Output Form: file Printer Option Code:

Backorders Report Selling Location* E-GREEN Starting B/O Date: Sort by Item/Inv Location/ Ending B/O Date: Selling Location/Order # (II), Starting Order #: 0 Prime Vendor/Item/Inv Location/ Ending Order #: 0 Selling Location/Order # (PI), Starting Customer: Order # (ON), Ending Customer: Backorder Date/Order # (BO), Print Customer Name (Y/N): N Customer/Order # (CU): II Print Subtotals (Y/N): N Starting Prime Vendor: Include Ordered Items (Y/N): N Ending Prime Vendor: Include Sales Orders (Y/N): Y Starting Item: Include Job Orders (Y/N): Y Ending Item: Background/Foreground(B/F): F Starting Inventory Location: Schedule Report(Y/N): N Ending Inventory Location:

Chapter 11

11 - 16

Reports & Inquiries


Backorders Report The Backorders Report shows you information relating toitems backordered for SOP orders. The primary purpose ofthis report is to show the company’s Purchaser the backordersthat exist.

Report Selection Screen

• If you respond N to Include Ordered Items, thereport will list only items for which your purchasershave not yet created a purchase order.

• If the quantity for a backordered line was changedafter the order was originally entered, the systemautomatically updates the backordered quantity forthat item. On the Backorders Report, a change ofthis type will appear as a separate line for the itemand order number. On the sample report, see theentry for Item S/CPT-0088, Order # 23 for an ex-ample.

—————————————————————————————— Backorders Report ———————————————————————————————| Selling Location| E-GREEN Starting B/O Date: || Sort by Item/Inv Location/ Ending B/O Date: || Selling Location/Order # (II), Starting Order #: 0 || Prime Vendor/Item/Inv Location/ Ending Order #: 0 || Selling Location/Order # (PI), Starting Customer: || Order # (ON), Ending Customer: || Backorder Date/Order # (BO), Print Customer Name (Y/N): N || Customer/Order # (CU): II Print Subtotals (Y/N): N || Starting Prime Vendor: Include Ordered Items (Y/N): N || Ending Prime Vendor: Include Sales Orders (Y/N): Y || Starting Item: Include Job Orders (Y/N): Y || Ending Item: Background/Foreground(B/F): F || Starting Inventory Location: Schedule Report(Y/N): || Ending Inventory Location: |————————————————————————————————————————————————————————————————————————————————WARNING: This Report Must be Printed with the Printer in Condensed Mode.


11 - 17

Reports & Inquiries

Chapter 11

Sample BackordersReport

RU

N D

AT

E 1

1/0

8/9

6 1

2:4

9:5

4

C

OIN

S S

AL

ES

OR

DE

R P

RO

CE

SS

ING

MO

DU

LE

P

AG

E

1

SA

MP

LE

CO

NT

RA

CT

OR

, IN

C.

(7.6

c1)

B

AC

KO

RD

ER

S R

EP

OR

T

BY

IT

EM

/IN

V L

OC

AT

ION

/SE

LL

LO

CA

TIO

N/O

RD

ER

#

F

OR

BA

CK

OR

DE

R D

AT

E 0

1/0

1/0

1 T

O 1

2/3

1/9

9

OP

EN

P/O

O

PE

N P

/O [

——

——

——

——

ST

OC

K —

——

——

——

——

]

D

ES

CR

IPT

ION

/

Q

TY

FO

R

QT

Y T

HIS

Q

TY

ON

AV

AIL

TO

IN

V

O

RD

DR

DA

TE

IN

V

SE

LL

ING

O

RD

SA

LE

S

J/

SIT

EM

U.O

.M P

RIM

E V

EN

IN

VE

NT

OR

Y B

/O D

AT

E

Q

TY

B/O

QT

Y O

RD

L

INE

HA

ND

SE

LL

LO

CA

TIO

N O

RD

ER

#

LIN

E S

H N

EE

DE

D

LO

CA

TIO

N L

OC

AT

ION

CU

ST

OM

ER

TY

P R

EP

JO

B #

U

NIT

CO

ST

U

NIT

PR

ICE

G

.P.%

——

——

——

——

——

——

——

— —

——

——

——

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

— —

——

——

——

— —

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

— —

——

——

——

INB

A/C

T2

04

5

R

11

16

X9

6 U

NF

AC

ED

—S

C 1

70

. 0

9/2

6/9

6

2

0.0

00

20

.00

0

0.0

00

1

1 N

0

9/2

6/9

6 L

.WH

SE

la

tha

m

EP

IS—

GA

S

H

OU

SE

2

0.2

50

0

.00

0

B

AG

0.0

00

S—

CO

M2

59

1

6 1

/2 H

P C

OM

PR

ES

SO

R

10

/05

/96

1

.00

0

1.0

00

0

.00

0

1.0

0

.0 L

.WH

SE

15

2 N

1

0/0

5/9

6 L

.WH

SE

E

—G

RE

EN

ka

rne

r

S

kim

be

r

76

6.5

00

14

73

.00

0

47

.96

EA

0

.00

0

2

.0

2.0

WH

SE

S/C

PT

—0

08

8

CA

PA

CIT

OR

11

/06

/96

2

.00

0

5.0

00

0

.00

0

23

1 N

1

1/1

2/9

6 L

.WH

SE

E

—G

RE

EN

H

UD

S

S

k

imb

er

4.6

50

1

0.3

40

5

5.0

3

E

A

0.0

00

11

/08

/96

3

.00

0

11

/02

/96

2

.00

0

5.0

00

0

.00

0

18

1 N

1

1/0

2/9

6 W

HS

E

E

—G

RE

EN

G

E

S

kim

be

r

4

.65

0

10

.34

0

55

.03

Chapter 11

11 - 18

Reports & Inquiries


Date PromisedReport

The Date Promised Report will show you all of the orderspromised for a specified date or range of dates.

The purpose of the report is to help you meet the dates prom-ised by the sales reps. By printing this report frequently, youcan make sure that backorders are received in time, i.e., priorto the Starting/Ending Date Promised.


—————————————————————————— Date Promised Report —————————————————————————— | Selling Location| E-GREEN Starting Customer: | | Sort by Date Promised/Order # (DP), Ending Customer: | | Order # (ON), Starting Sales Rep: | | Order Type/Order # (TO), Ending Sales Rep: | | Order Class/Order # (CO), Starting Division: | | Customer/Order # (CU), Ending Division: | | Sales Rep/Order # (SO): DP Include Open/All/ | | Starting Date Promised: / / No Line Items (O/A/N): O | | Ending Date Promised: / / Include Sales Orders (Y/N): Y | | Starting Order #: 0 Include Job Orders (Y/N): Y | | Ending Order #: 0 Include Zero Lines (Y/N): N | | Starting Order Class: Background/Foreground(B/F): | | Ending Order Class: Schedule Report(Y/N): | ——————————————————————————————————————————————————————————————————————————WARNING: This Report Must be Printed with the Printer in Condensed Mode.


11 - 19

Reports & Inquiries

Chapter 11

Sample DatePromised Report

RU

N D

AT

E 1

1/0

5/9

6 1

2:0

5:4

0

C

OIN

S S

AL

ES

OR

DE

R P

RO

CE

SS

ING

MO

DU

LE

P

AG

E

1

SA

MP

LE

CO

NT

RA

CT

OR

, IN

C.

(7.6

c1)

DA

TE

PR

OM

ISE

D R

EP

OR

T

F

OR

SE

LL

ING

LO

CA

TIO

N E

—G

RE

EN

BY

DA

TE

PR

OM

ISE

D/O

RD

ER

FO

R D

AT

E P

RO

MIS

ED

10

/31

/96

TO

11

/05

/96

DA

TE

PR

OM

ISE

D: 1

0/3

1/9

6

OR

D

OR

DE

R

S

AL

ES

J/S

O

RD

O

RD

ER

R

EL

EA

SE

DA

TE

S

CH

ED

SH

IP D

AT

E L

AS

T

T

OT

AL

LIN

E I

TE

M

O

RD

ER

OR

DE

R #

TY

PE

CL

AS

S C

US

TO

ME

R C

US

TO

ME

R N

AM

E

R

EP

D

IV J

OB

#

S

TA

T

DA

TE

DA

TE

P

RO

MIS

ED

D

AT

E

SH

IPP

ED

M

ER

CH

AN

DIS

E

F

RE

IGH

T

A

DD

—O

NS

S

AL

ES

TA

X

TO

TA

L O

RD

ER

BA

LA

NC

E

BA

LA

NC

E —

——

——

——

——

——

——

——

— —

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

— —

——

——

——

— —

——

— —

——

——

——

— —

——

——

——

— —

——

——

——

— —

——

——

——

——

— —

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

— —

——

——

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

——

1

5 S

a1

karn

er

T

HE

KA

RN

ER

GR

OU

P,

INC

.

kim

be

r

OP

1

0/0

5/9

6 1

0/0

5/9

6 1

0/3

1/9

6

1

0/0

5/9

6

15

33

.00

0.0

0

0

.00

1

07

.31

1

64

0.3

1

1

47

3.0

00

1

57

6.1

1

SE

LL

INV

Q

UA

NT

ITY

QU

AN

TIT

Y

Q

UA

NT

ITY

D

RO

P

UN

IT

L

INE

[—

——

——

——

IN

VE

NT

OR

Y A

T L

OC

AT

ION

——

——

——

——

]

L

INE

IT

EM

NU

MB

ER

D

ES

CR

IPT

ION

U.O

.M.

ST

AT

US

L

OC

AT

ION

O

RD

ER

ED

CO

MM

ITT

ED

S

HIP

PE

D

SH

IP

PR

ICE

B

AL

AN

CE

O

N H

AN

D

C

OM

MIT

TE

D

ON

OR

DE

R

—

——

—

——

——

——

——

——

—

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

— —

——

——

— —

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

——

—

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

2

S—

CO

M2

59

1

6

1/2

HP

CO

MP

RE

SS

OR

EA

O

P

L

.WH

SE

1

.00

0

0

.00

0

0

.00

0

N

1

47

3.0

00

14

73

.00

0

1

.00

0

1

.00

0

0

.00

0

——

——

——

——

——

— —

——

——

——

——

——

—T

OT

AL

S F

OR

DA

TE

PR

OM

ISE

D 1

0/3

1/9

6

TO

TA

L O

RD

ER

S:

1

1

47

3.0

00

1

57

6.1

1

DA

TE

PR

OM

ISE

D: 1

1/0

5/9

6

OR

D

OR

DE

R

S

AL

ES

J/S

O

RD

O

RD

ER

R

EL

EA

SE

DA

TE

S

CH

ED

SH

IP D

AT

E L

AS

T

T

OT

AL

LIN

E I

TE

M

O

RD

ER

OR

DE

R #

TY

PE

CL

AS

S C

US

TO

ME

R C

US

TO

ME

R N

AM

E

R

EP

D

IV J

OB

#

S

TA

T

DA

TE

DA

TE

P

RO

MIS

ED

D

AT

E

SH

IPP

ED

M

ER

CH

AN

DIS

E

F

RE

IGH

T

A

DD

—O

NS

S

AL

ES

TA

X

TO

TA

L O

RD

ER

BA

LA

NC

E

BA

LA

NC

E —

——

——

——

——

——

——

——

— —

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

— —

——

——

——

— —

——

— —

——

——

——

— —

——

——

——

— —

——

——

——

— —

——

——

——

——

— —

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

— —

——

——

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

——

1

7 S

a1

AB

C

AB

C B

OT

TL

E A

ND

PA

CK

AG

ING

ki

mb

er

O

P

11

/02

/96

11

/02

/96

11

/05

/96

11

/02

/96

49

0.9

5

0

.00

0.0

0

39

.28

5

30

.23

11

3.5

50

1

22

.64

SE

LL

INV

Q

UA

NT

ITY

QU

AN

TIT

Y

Q

UA

NT

ITY

D

RO

P

UN

IT

L

INE

[—

——

——

——

IN

VE

NT

OR

Y A

T L

OC

AT

ION

——

——

——

——

]

L

INE

IT

EM

NU

MB

ER

D

ES

CR

IPT

ION

U.O

.M.

ST

AT

US

L

OC

AT

ION

O

RD

ER

ED

CO

MM

ITT

ED

S

HIP

PE

D

SH

IP

PR

ICE

B

AL

AN

CE

O

N H

AN

D

C

OM

MIT

TE

D

ON

OR

DE

R

—

——

—

——

——

——

——

——

—

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

— —

——

——

— —

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

——

—

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

2

CO

N—

EM

T—

3/4

E

MT

CO

ND

UIT

3/4

— 1

1/2

LF

O

P

L

.WH

SE

5

.00

0

5

.00

0

0

.00

0

N

0

.62

0

3

.10

0

70

5.0

00

5

05

.00

0

0

.00

0

4

S

/BN

R—

02

51

B

UR

NE

R

EA

O

P

L

.WH

SE

3

.00

0

1

.00

0

2

.00

0

N

11

0.4

50

1

10

.45

0

5

.00

0

1

.00

0

0

.00

0

——

——

——

——

——

— —

——

——

——

——

——

—T

OT

AL

S F

OR

DA

TE

PR

OM

ISE

D 1

1/0

5/9

6

TO

TA

L O

RD

ER

S:

1

1

13

.55

0

12

2.6

4

——

——

——

——

——

— —

——

——

——

——

——

—T

OT

AL

S F

OR

SE

LL

ING

LO

CA

TIO

N E

—G

RE

EN

TO

TA

L O

RD

ER

S:

2

1

58

6.5

50

1

69

8.7

5

Chapter 11

11 - 20

Reports & Inquiries


Inventory PriceListing

The Inventory Price Listing shows the standard price foreach inventory item selected. If price levels are in use, theprice levels will also appear on this report.


—————————————————————————— Inventory Price Listing —————————————————————————— | Sort by Item Number (IN), Starting Description: | | MFG Part # (MP), Ending Description: | | Product Line (PL), Starting Inventory Class: | | Description (DE), Ending Inventory Class: | | Inventory Class (CL): IN Starting Inventory Type: | | Starting Item Number: Ending Inventory Type: | | Ending Item Number: Background/Foreground(B/F): | | Starting MFG Part #: Schedule Report(Y/N): | | Ending MFG Part #: | | Starting Product Line: | | Ending Product Line: | —————————————————————————————————————————————————————————————————————————————WARNING: This Report Must be Printed with the Printer in Condensed Mode.


11 - 21

Reports & Inquiries

Chapter 11

Sample InventoryPrice Listing

RU

N D

AT

E 1

1/0

4/9

6 1

4:1

3:5

9

CO

INS

SA

LE

S O

RD

ER

PR

OC

ES

SIN

G M

OD

UL

E

P

AG

E

1

SA

MP

LE

CO

NT

RA

CT

OR

, IN

C.

(7.6

c1)

I

NV

EN

TO

RY

PR

ICE

LIS

TIN

G

BY

IT

EM

NU

MB

ER

PR

OD

UC

T

S

EL

L

L

EV

EL

L

EV

EL

L

EV

EL

L

EV

EL

L

EV

EL

L

EV

EL

L

EV

EL

L

EV

EL

L

EV

EL

L

EV

EL

ITE

M N

UM

BE

R

D

ES

CR

IPT

ION

MF

G P

AR

T

L

INE

CL

AS

S

T

YP

E

U

.O.M

.

PR

ICE

1

2

3

4

5

6

7

8

9

10

10

W3

0

10

W3

0 O

IL

FL

UID

S

B

EN

FT

ES

T Q

T

1

.50

0

2.7

50

0

.00

0

0.0

00

3

.43

8

3.7

81

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

01

0W

40

1

0W

40

OIL

F

LU

IDS

BE

NF

TE

ST

QT

2.3

00

2

.53

0

0.0

00

0

.00

0

3.1

63

3

.47

9

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

BL

T-1

2

BE

LT

BE

LT

S

EA

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

BL

T-1

5

BE

LT

- S

IZE

15

B

EL

TS

E

A

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0C

ON

-EM

T-3

/4

E

MT

CO

ND

UIT

3/4

- 1

1/2

LF

0.6

20

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

CO

N-G

RC

-2-5

GR

C C

ON

DU

IT -

2 T

O 5

IN

CH

E

L

F

1

.24

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0C

ON

-GR

C-3

/4

G

RC

CO

ND

UIT

- 3

/4 T

O 1

1/2

LF

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

CO

OL

AN

T

C

OO

LA

NT

FL

UID

S

B

EN

FT

ES

T G

AL

1

.75

0

1.4

60

0

.00

0

0.0

00

1

.82

5

2.0

08

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0F

1

24

x24

x2 F

ILT

ER

F

ILT

ER

EA

1

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

F2

1

2x1

2x2

FIL

TE

R

FIL

TE

R

E

A

12

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0F

25

82

3

TR

AN

SM

ISS

ION

FL

UID

F

LU

IDS

BE

NF

TE

ST

QT

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

F3

-PU

O

IL F

ILT

ER

FO

R P

/U

FIL

TE

R

E

A

2

.50

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0L

AB

OR

L

AB

OR

H

R

30

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0P

S1

5

D

UN

LO

P T

IRE

- P

S1

5

TIR

ES

E

A

65

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0P

UL

LB

OX

PU

LL

BO

X

E

A

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0P

VC

-1

PV

C

F

ILT

ER

EA

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

S-C

OM

25

91

6

1/2

HP

CO

MP

RE

SS

OR

HV

AC

E

A

1

47

3.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

S/B

AR

-52

02

-20

2

0 G

A T

ST

AT

WIR

E

H

VA

C

FT

2.1

40

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

S/B

NR

-02

51

B

UR

NE

R

HV

AC

E

A

11

0.4

50

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

S/B

NR

-08

28

B

UR

NE

R A

SS

EM

BL

Y,

2 B

UR

NE

R

HV

AC

E

A

33

.50

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0S

/BU

S1

05

BU

SH

ING

HV

AC

E

A

12

.45

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0S

/BU

S3

53

BU

SH

ING

HV

AC

E

A

0

.75

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0S

/BU

S5

9

B

US

HIN

G

H

VA

C

EA

1.3

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

S/C

AB

-01

57

C

AB

LE

H

VA

C

YD

2

3.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

S/C

LP

-01

80

C

LIP

HV

AC

E

A

0

.60

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0S

/CL

P-0

19

8

CL

IP

H

VA

C

EA

4.2

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

S/C

LP

-02

97

C

LIP

, F

ILT

ER

HV

AC

E

A

2

.89

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0S

/CN

T-1

30

9

CO

NT

RO

L

H

VA

C

EA

1

09

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0S

/CO

L-3

60

3

CO

IL

H

VA

C

EA

1

8.7

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

S/C

OL

-48

61

C

OIL

HV

AC

E

A

1

66

1.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

S/C

OM

25

59

7

.5 T

ON

H C

OM

PR

ES

SO

R

H

VA

C

EA

16

00

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0S

/CO

M2

59

1

6 1

/4 H

P C

OM

PR

ES

SO

R

H

VA

C

EA

14

73

.33

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0S

/CP

T-0

08

8

CA

PA

CIT

OR

H

VA

C

EA

1

0.3

40

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

0

.00

0

0.0

00

Chapter 11

11 - 22

Reports & Inquiries


Order OverridesReport

The Order Overrides Report allows you to monitor theentry of order approval.

The report includes separate sections for each of the threetypes of overrides: Credit Limit/Rating, Sales Rep Commis-sion and Gross Profit Percent. Therefore, an order may belisted more than once on the report.

You may restrict the data displayed in many ways, using theoptions on the selection screen. For example, you may revieworders currently held for approval because of commissionoverrides by responding R to Include Manager’s ApprovalRequired/Given/Both and Y to Include CommissionOverrides but N to the Credit and Gross Profit options.


——————————————————————————— Order Overrides Report ————————————————————————————| Selling Location| E-GREEN Starting Division: || Sort by Order # (ON), Ending Division: || Order Type/Order # (TO), Include Manager’s Approval || Order Class/Order # (CO), Required/Given/Both (R/G/B): B || Customer/Order # (CU), Include Commission Overrides (Y/N): Y || Sales Rep/Order # (SO): ON Include Credit Limit/Rating || Starting Order #: 0 Overrides (Y/N): Y || Ending Order #: 0 Include Merchandise Gross Profit % || Starting Order Class: Overrides (Y/N): Y || Ending Order Class: Include P/O/S Orders (Y/N): Y || Starting Order Date: 01/01/96 Include Sales Orders (Y/N): Y || Ending Order Date: 12/31/96 Include Job Orders (Y/N): Y || Starting Customer: Include Credit Memos (Y/N): Y || Ending Customer: Background/Foreground(B/F): || Starting Sales Rep: Schedule Report(Y/N): || Ending Sales Rep: |———————————————————————————————————————————————————————————————————————————————WARNING: This Report Must be Printed with the Printer in Condensed Mode.


11 - 23

Reports & Inquiries

Chapter 11

Sample OrderOverrides Report

RU

N D

AT

E 1

1/0

5/9

6 1

3:2

7:4

0

C

OIN

S S

AL

ES

OR

DE

R P

RO

CE

SS

ING

MO

DU

LE

P

AG

E

1

SA

MP

LE

CO

NT

RA

CT

OR

, IN

C.

(7.6

c1)

OR

DE

R O

VE

RR

IDE

S R

EP

OR

T

F

OR

SE

LL

ING

LO

CA

TIO

N E

—G

RE

EN

B

Y O

RD

ER

#

FR

OM

OR

DE

R D

AT

E 0

1/0

1/9

6 T

O 1

2/3

1/9

6

CO

MM

ISS

ION

OV

ER

RID

ES

O

RD

ER

OR

DE

R O

RD

ER

SA

LE

S

OR

DE

R

[

——

——

ST

AN

DA

RD

——

——

—]

[——

——

OV

ER

RID

E —

——

——

] C

OM

MIS

SIO

NA

BL

E

ST

AN

DA

RD

O

RD

ER

O

RD

ER

# T

YP

E

CL

AS

S S

TA

TU

S O

RD

DA

TE

CU

ST

OM

ER

RE

P

T

OT

AL

DIV

TY

PE

%

/AM

OU

NT

BA

SIS

TY

PE

%

/AM

OU

NT

BA

SIS

A

MO

UN

T

CO

MM

AM

T

CO

MM

AM

T

—

——

——

——

— —

——

——

——

——

— —

——

——

— —

——

——

——

— —

——

——

——

— —

——

——

——

—

——

——

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

— —

——

— —

——

——

——

——

— —

——

——

—

——

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

—

21

S

a

1

C

L

1

1/0

7/9

6 M

ISC

kim

be

r

1

89

.00

P

3

.00

0 m

a

P

3.5

00

ma

17

5.0

0

5.2

5

6.1

3

TO

TA

L C

OM

MIS

SIO

N O

VE

RR

IDE

S F

OR

SE

LL

ING

LO

CA

TIO

N E

—G

RE

EN

:

1

CR

ED

IT L

IMIT

/RA

TIN

G O

VE

RR

IDE

S

O

RD

ER

OR

DE

R O

RD

ER

SA

LE

S

J/

S

AP

PR

OV

AL

AP

PR

OV

AL

AP

P

OR

DE

R

OR

DE

R #

TY

PE

C

LA

SS

ST

AT

US

OR

D D

AT

E C

US

TO

ME

R R

EP

D

IV J

OB

#

B

Y

DA

TE

TIM

E

T

OT

AL

——

——

——

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

— —

——

——

——

— —

——

——

——

— —

——

——

——

— —

——

——

—

——

——

——

——

——

1

1 S

A1

CL

12

/15

/96

KA

RN

ER

K

IMB

ER

kre

1

2/1

5/9

6 1

3:2

8

0

.00

1

2 S

A1

CL

12

/15

/96

KA

RN

ER

K

IMB

ER

kre

1

2/1

5/9

6 1

3:2

8

4

4.6

2

13

J

L

1

O

P

1

2/1

5/9

6 G

E

KIM

BE

R

96

—0

03

k

re

12

/15

/96

13

:29

1

92

5.6

4

14

J

l1

OP

12

/15

/96

ge

k

imb

er

9

6—

00

3

kre

1

2/1

5/9

6 1

3:3

0

6

6.9

6

17

S

a

1

O

P

1

1/0

2/9

6 A

BC

ki

mb

er

k

re

11

/02

/96

11

:10

5

30

.23

TO

TA

L C

RE

DIT

LIM

IT/R

AT

ING

OV

ER

RID

ES

FO

R S

EL

LIN

G L

OC

AT

ION

E—

GR

EE

N:

5

Chapter 11

11 - 24

Reports & Inquiries


Order Status Report The Order Status Report’s flexible formatting allows you toview order information at the desired level of detail. Thereare two versions of this report: Summary and Detail (shownon the next page). The flexible selection criteria allow thereport to have many different uses:

• To show balance of open orders by customer

• To show summary of open orders

• To show orders by selling location

• To show orders requiring release


————————————————————————————— Order Status Report —————————————————————————————| Selling Location| E-GREEN Starting Division: || Sort by Order # (ON), Ending Division: || Order Type/Order # (TO), Detail or Summary (D/S): D || Order Class/Order # (CO), Open/Unreleased/Closed/ || Customer/Order # (CU), All Orders (O/U/C/A): O || Sales Rep/Order # (SO): ON Order Total or Order Balance (T/B): T || Starting Order #: 0 Print Comments (Y/N): N || Ending Order #: 0 Include P/O/S Orders (Y/N): Y || Starting Order Class: Include Sales Orders (Y/N): Y || Ending Order Class: Include Job Orders (Y/N): Y || Starting Order Date: 01/01/96 Include Credit Memos (Y/N): Y || Ending Order Date: 12/31/96 Include Zero Lines (Y/N): N || Starting Customer: Background/Foreground(B/F): || Ending Customer: Schedule Report(Y/N): || Starting Sales Rep: || Ending Sales Rep: |———————————————————————————————————————————————————————————————————————————————WARNING: This Report Must be Printed with the Printer in Condensed Mode.


11 - 25

Reports & Inquiries

Chapter 11

Sample OrderStatus Report,Detail Version,

page 1R

UN

DA

TE

11

/04

/96

14

:14

:14

CO

INS

SA

LE

S O

RD

ER

PR

OC

ES

SIN

G M

OD

UL

E

PA

GE

1S

AM

PL

E C

ON

TR

AC

TO

R,

INC

. (7

.6c1

)

DE

TA

IL O

RD

ER

ST

AT

US

RE

PO

RT

FO

R S

EL

LIN

G L

OC

AT

ION

E—

GR

EE

N

BY

OR

DE

R #

I

NC

LU

DE

S O

PE

N O

RD

ER

S O

NL

Y

F

RO

M O

RD

ER

DA

TE

01

/01

/96

TO

12

/31

/96

OR

DE

R #

:

11

OR

DE

R T

YP

E:

S

CU

ST

OM

ER

:

K

AR

NE

R

T

HE

KA

RN

ER

GR

OU

P,

INC

.

T

AX

JU

RIS

:

NY

S—

SA

R

DA

TE

NE

ED

ED

:

12

/15

/96

LA

ST

PIC

KE

D:

O

RD

ER

CL

AS

S:

A1

S

AL

ES

RE

P:

K

IMB

ER

BIL

L T

O C

OD

E:

TA

X E

XE

MP

T:

N

DA

TE

PR

OM

ISE

D:

LA

ST

SH

IPP

ED

:

OR

DE

R S

TA

TU

S:

OP

P

AY

ME

NT

TY

PE

: C

R

S

HIP

TO

CO

DE

:

T

AX

EX

EM

PT

#:

S

CH

ED

SH

IP:

LA

ST

IN

VO

ICE

D:

O

RD

ER

DA

TE

:

12

/15

/96

DIV

ISIO

N:

S

HIP

VIA

:

B

ES

PR

ICE

BR

EA

K:

Y

S

HIP

CO

MP

LE

TE

: N

CA

NC

EL

ED

:

J

/S J

OB

#:

F

RE

IGH

T T

ER

MS

:

C

US

TO

ME

R P

/O:

R

EL

EA

SE

D:

C

LO

SE

D:

OR

DE

R #

:

12

OR

DE

R T

YP

E:

S

CU

ST

OM

ER

:

K

AR

NE

R

T

HE

KA

RN

ER

GR

OU

P,

INC

.

T

AX

JU

RIS

:

NY

S—

SA

R

DA

TE

NE

ED

ED

:

12

/15

/96

LA

ST

PIC

KE

D:

O

RD

ER

CL

AS

S:

A1

S

AL

ES

RE

P:

K

IMB

ER

BIL

L T

O C

OD

E:

TA

X E

XE

MP

T:

N

DA

TE

PR

OM

ISE

D:

LA

ST

SH

IPP

ED

: 1

2/1

5/9

6

OR

DE

R S

TA

TU

S:

OP

P

AY

ME

NT

TY

PE

: C

R

S

HIP

TO

CO

DE

:

T

AX

EX

EM

PT

#:

S

CH

ED

SH

IP:

LA

ST

IN

VO

ICE

D:

O

RD

ER

DA

TE

:

12

/15

/96

DIV

ISIO

N:

S

HIP

VIA

:

B

ES

PR

ICE

BR

EA

K:

Y

S

HIP

CO

MP

LE

TE

: N

CA

NC

EL

ED

:

J

/S J

OB

#:

F

RE

IGH

T T

ER

MS

:

C

US

TO

ME

R P

/O:

R

EL

EA

SE

D:

12

/15

/96

CL

OS

ED

:

SE

LL

INV

D

RO

P S

HIP

[

——

——

——

—

OR

DE

R T

OT

AL

—

——

——

——

]

L

INE

IT

EM

DE

SC

RIP

TIO

N

U

.O.M

. S

TA

T L

OC

AT

ION

SH

IP V

IA

QT

Y O

RD

QT

Y C

OM

M

B

AC

K O

RD

SH

IPP

ED

CA

NC

EL

ED

U

NIT

PR

ICE

UN

IT C

OS

T T

AX

E

XT

PR

ICE

EX

T C

OS

T

GR

PR

%

—

——

— —

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

——

— —

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

—

1

10

W3

0

10

W3

0 O

IL

QT

SH

L

.WH

SE

N

BE

S

5

.00

0

0.0

00

0

.00

0

5.0

00

0

.00

0

1.5

00

1

.00

00

0 Y

7

.50

5.0

0

33

.33

2 C

ON

—E

MT

—3

/4

E

MT

CO

ND

UIT

3/4

— 1

1/2

LF

SH

L

.WH

SE

N

BE

S

15

.00

0

0.0

00

0

.00

0

15

.00

0

0.0

00

0

.62

0

0.4

00

00

Y

9.3

0

6

.00

3

5.4

8

3

S/B

US

10

5

B

US

HIN

G

E

A

S

H

L.W

HS

E

N

B

ES

2.0

00

0

.00

0

0.0

00

2

.00

0

0.0

00

1

2.4

50

6

.47

00

0 Y

24

.90

1

2.9

4

48

.03

T

OT

AL

S F

OR

OR

DE

R #

1

2

TO

TA

L M

ER

CH

AN

DIS

E:

41

.70

2

3.9

4

42

.59

TO

TA

L F

RE

IGH

T:

0

.00

0.0

0

0

.00

NO

N—

FR

EIG

HT

AD

D—

ON

S:

0.0

0

0

.00

0.0

0

——

——

——

——

——

—

——

——

——

——

—

——

——

——

SU

BT

OT

AL

:

41

.70

2

3.9

4

42

.59

SA

LE

S T

AX

:

2.9

2

——

——

——

——

——

OR

DE

R T

OT

AL

:

44

.62

OR

DE

R #

:

13

OR

DE

R T

YP

E:

J

C

US

TO

ME

R:

GE

GE

NE

RA

L E

LE

CT

RIC

T

AX

JU

RIS

:

NY

S—

AL

B

DA

TE

NE

ED

ED

:

12

/15

/96

LA

ST

PIC

KE

D:

O

RD

ER

CL

AS

S:

L1

S

AL

ES

RE

P:

K

IMB

ER

BIL

L T

O C

OD

E:

TA

X E

XE

MP

T:

N

DA

TE

PR

OM

ISE

D:

LA

ST

SH

IPP

ED

:

OR

DE

R S

TA

TU

S:

OP

P

AY

ME

NT

TY

PE

: C

R

S

HIP

TO

CO

DE

:

T

AX

EX

EM

PT

#:

S

CH

ED

SH

IP:

LA

ST

IN

VO

ICE

D:

O

RD

ER

DA

TE

:

12

/15

/96

DIV

ISIO

N:

S

HIP

VIA

:

C

C

PR

ICE

BR

EA

K:

Y

S

HIP

CO

MP

LE

TE

: N

CA

NC

EL

ED

:

J

/S J

OB

#:

96

—0

03

FR

EIG

HT

TE

RM

S:

CU

ST

OM

ER

P/O

:

RE

LE

AS

ED

:

1

2/1

5/9

6

C

LO

SE

D:

SE

LL

INV

D

RO

P S

HIP

[

——

——

——

—

OR

DE

R T

OT

AL

—

——

——

——

]

L

INE

IT

EM

DE

SC

RIP

TIO

N

U

.O.M

. S

TA

T L

OC

AT

ION

SH

IP V

IA

QT

Y O

RD

QT

Y C

OM

M

B

AC

K O

RD

SH

IPP

ED

CA

NC

EL

ED

U

NIT

PR

ICE

UN

IT C

OS

T T

AX

E

XT

PR

ICE

EX

T C

OS

T

GR

PR

%

—

——

— —

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

——

— —

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

—

1

CO

N—

EM

T—

3/4

EM

T C

ON

DU

IT 3

/4 —

1 1

/2

L

F

O

P

L.W

HS

E

N

C

C

50

0.0

00

3

0.0

00

47

0.0

00

0

.00

0

0.0

00

0

.62

0

0.4

00

00

Y

3

10

.00

2

00

.00

3

5.4

8

2

S—

CO

M2

59

1

6 1

/2 H

P C

OM

PR

ES

SO

R

E

A

O

P

L.W

HS

E

N

C

C

1

.00

0

1.0

00

0

.00

0

0.0

00

0

.00

0

1

47

3.0

00

76

6.5

00

00

Y

14

73

.00

7

66

.50

4

7.9

6

T

OT

AL

S F

OR

OR

DE

R #

1

3

TO

TA

L M

ER

CH

AN

DIS

E:

1

78

3.0

0

96

6.5

0

45

.79

TO

TA

L F

RE

IGH

T:

0

.00

0.0

0

0

.00

NO

N—

FR

EIG

HT

AD

D—

ON

S:

0.0

0

0

.00

0.0

0

——

——

——

——

——

—

——

——

——

——

—

——

——

——

SU

BT

OT

AL

:

1

78

3.0

0

96

6.5

0

45

.79

SA

LE

S T

AX

:

1

42

.64

—

——

——

——

——

—

O

RD

ER

TO

TA

L:

19

25

.64

Chapter 11

11 - 26

Reports & Inquiries


RU

N D

AT

E 1

1/0

4/9

6 1

4:1

4:1

4

C

OIN

S S

AL

ES

OR

DE

R P

RO

CE

SS

ING

MO

DU

LE

P

AG

E

2

SA

MP

LE

CO

NT

RA

CT

OR

, IN

C.

(7.6

c1)

D

ET

AIL

OR

DE

R S

TA

TU

S R

EP

OR

T

F

OR

SE

LL

ING

LO

CA

TIO

N E

—G

RE

EN

B

Y O

RD

ER

#

IN

CL

UD

ES

OP

EN

OR

DE

RS

ON

LY

FR

OM

OR

DE

R D

AT

E 0

1/0

1/9

6 T

O 1

2/3

1/9

6

OR

DE

R #

:

14

OR

DE

R T

YP

E:

J

C

US

TO

ME

R:

ge

GE

NE

RA

L E

LE

CT

RIC

T

AX

JU

RIS

:

NY

S—

AL

B

DA

TE

NE

ED

ED

:

12

/15

/96

LA

ST

PIC

KE

D:

O

RD

ER

CL

AS

S:

l1

SA

LE

S R

EP

:

kim

be

r

BIL

L T

O C

OD

E:

TA

X E

XE

MP

T:

N

DA

TE

PR

OM

ISE

D:

LA

ST

SH

IPP

ED

:

OR

DE

R S

TA

TU

S:

OP

P

AY

ME

NT

TY

PE

: C

R

S

HIP

TO

CO

DE

:

T

AX

EX

EM

PT

#:

S

CH

ED

SH

IP:

LA

ST

IN

VO

ICE

D:

O

RD

ER

DA

TE

:

12

/15

/96

DIV

ISIO

N:

S

HIP

VIA

:

C

C

PR

ICE

BR

EA

K:

Y

S

HIP

CO

MP

LE

TE

: N

CA

NC

EL

ED

:

J

/S J

OB

#:

96

—0

03

FR

EIG

HT

TE

RM

S:

CU

ST

OM

ER

P/O

:

RE

LE

AS

ED

:

1

2/1

5/9

6

C

LO

SE

D:

SE

LL

INV

D

RO

P S

HIP

[

——

——

——

—

OR

DE

R T

OT

AL

—

——

——

——

]

L

INE

IT

EM

DE

SC

RIP

TIO

N

U

.O.M

. S

TA

T L

OC

AT

ION

SH

IP V

IA

QT

Y O

RD

QT

Y C

OM

M

B

AC

K O

RD

SH

IPP

ED

CA

NC

EL

ED

U

NIT

PR

ICE

UN

IT C

OS

T T

AX

E

XT

PR

ICE

EX

T C

OS

T

GR

PR

%

—

——

— —

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

——

— —

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

—

1

CO

N—

GR

C—

2—

5

G

RC

CO

ND

UIT

— 2

TO

5 I

NC

HE

S

L

F

O

P

L.W

HS

E

N

C

C

5

0.0

00

1

2.0

00

3

8.0

00

0

.00

0

0.0

00

1

.24

0

1.0

00

00

Y

6

2.0

0

50

.00

1

9.3

5

T

OT

AL

S F

OR

OR

DE

R #

1

4

TO

TA

L M

ER

CH

AN

DIS

E:

62

.00

5

0.0

0

19

.35

TO

TA

L F

RE

IGH

T:

0

.00

0.0

0

0

.00

NO

N—

FR

EIG

HT

AD

D—

ON

S:

0.0

0

0

.00

0.0

0

——

——

——

——

——

—

——

——

——

——

—

——

——

——

SU

BT

OT

AL

:

62

.00

5

0.0

0

19

.35

SA

LE

S T

AX

:

4.9

6

——

——

——

——

——

OR

DE

R T

OT

AL

:

66

.96

[

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

—

OR

DE

R T

OT

AL

—

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

—]

NO

N—

FR

T

T

OT

AL

MD

SE

FR

EIG

HT

AD

D—

ON

S

SA

LE

S T

AX

O

RD

ER

PR

ICE

O

RD

ER

CO

ST

G

R P

R%

==

==

==

==

==

=

==

==

==

==

==

=

==

==

==

==

=

==

==

==

==

==

=

==

==

==

==

==

=

==

==

==

==

==

=

==

==

=T

OT

AL

S F

OR

SE

LL

ING

LO

CA

TIO

N E

—G

RE

EN

TO

TA

L O

RD

ER

S:

4

1

88

6.7

0

0

.00

0.0

0

15

0.5

2

20

37

.22

1

04

0.4

4

44

.85

Sample Order StatusReport, DetailVersion, page 2


11 - 27

Reports & Inquiries

Chapter 11

RU

N D

AT

E 1

1/0

5/9

6 1

2:0

8:4

2

C

OIN

S S

AL

ES

OR

DE

R P

RO

CE

SS

ING

MO

DU

LE

P

AG

E

1

SA

MP

LE

CO

NT

RA

CT

OR

, IN

C.

(7.6

c1)

S

UM

MA

RY

OR

DE

R S

TA

TU

S R

EP

OR

T

F

OR

SE

LL

ING

LO

CA

TIO

N E

—G

RE

EN

B

Y O

RD

ER

#

INC

LU

DE

S A

LL

OR

DE

RS

FR

OM

OR

DE

R D

AT

E 0

1/0

1/9

6 T

O 1

2/3

1/9

6

[

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

—

OR

DE

R T

OT

AL

—

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

—]

OR

DE

R O

RD

ER

SA

LE

S

J/

S

NO

N—

FR

T O

RD

ER

# T

YP

E

CL

AS

S C

US

TO

ME

R C

US

TO

ME

R N

AM

E

RE

P

DIV

JO

B #

OR

D D

AT

E S

TA

TU

S

TO

TA

L M

DS

E

F

RE

IGH

T

A

DD

—O

NS

S

AL

ES

TA

X

OR

DE

R P

RIC

E

OR

DE

R C

OS

T

GR

PR

%—

——

——

——

— —

——

——

——

——

— —

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

——

——

——

——

— —

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

——

—

——

——

——

1

2 S

A1

KA

RN

ER

T

HE

KA

RN

ER

GR

OU

P,

INC

.

K

IMB

ER

12

/15

/96

CL

41

.70

0.0

0

0

.00

2.9

2

4

4.6

2

2

3.9

4

42

.59

1

3 J

L1

GE

G

EN

ER

AL

EL

EC

TR

IC

KIM

BE

R

96

—0

03

1

2/1

5/9

6 O

P

17

83

.00

0.0

0

0

.00

1

42

.64

1

92

5.6

4

96

6.5

0

45

.79

1

4 J

l1

g

e

GE

NE

RA

L E

LE

CT

RIC

k

imb

er

9

6—

00

3

12

/15

/96

OP

62

.00

0.0

0

0

.00

4.9

6

6

6.9

6

5

0.0

0

19

.35

1

5 S

a1

karn

er

T

HE

KA

RN

ER

GR

OU

P,

INC

.

ki

mb

er

1

0/0

5/9

6 O

P

15

33

.00

0.0

0

0

.00

1

07

.31

1

64

0.3

1

80

6.5

0

47

.39

1

6 S

a1

AB

C

AB

C B

OT

TL

E A

ND

PA

CK

AG

ING

CO

.

kim

be

r

11

/01

/96

CL

2

49

.00

0.0

0

0

.00

1

9.9

2

26

8.9

2

12

9.4

0

48

.03

1

7 S

a1

AB

C

AB

C B

OT

TL

E A

ND

PA

CK

AG

ING

CO

.

kim

be

r

11

/02

/96

OP

4

90

.95

0.0

0

0

.00

3

9.2

8

53

0.2

3

22

6.4

2

53

.88

1

8 S

a1

GE

G

EN

ER

AL

EL

EC

TR

IC

kim

be

r

11

/02

/96

OP

51

.70

0.0

0

0

.00

4.1

4

5

5.8

4

2

3.2

5

55

.03

1

9 S

a1

GE

G

EN

ER

AL

EL

EC

TR

IC

wh

ite

1

1/0

7/9

6 C

L

17

50

.00

0.0

0

0

.00

1

40

.00

1

89

0.0

0

10

12

.50

4

2.1

4

=

==

==

==

==

==

=

==

==

==

==

=

==

==

==

==

==

=

==

==

==

==

=

==

==

==

==

==

=

==

==

==

==

==

=

==

==

==

TO

TA

LS

FO

R S

EL

LIN

G L

OC

AT

ION

E—

GR

EE

N

T

OT

AL

OR

DE

RS

:

9

59

61

.35

0.0

0

0

.00

4

61

.17

6

42

2.5

2

32

38

.51

4

5.6

7

Sample Order StatusReport, Summary

Version

Chapter 11

11 - 28

Reports & Inquiries


Outstanding QuoteReport

You can use the Outstanding Quote Report to retrieve andreview information on sales quotes or job quotes that arecurrently in progress. The data is sorted by section number,as entered on the quote.


——————————————————————— Outstanding Quote Report ———————————————————————— | Selling Location| E-GREEN Starting Quote Date: 01/01/96 | | Sort by Quote # (QN), Ending Quote Date: 12/31/96 | | Customer/Quote # (CQ), Detail or Summary (D/S): D | | Sales Rep/Quote # (SQ): QN Print Ship-To Address (Y/N): N | | Starting Quote #: Print Comments (Y/N): N | | Ending Quote #: Include Sales Quotes (Y/N): Y | | Starting Customer: Include Job Quotes (Y/N): Y | | Ending Customer: Background/Foreground(B/F): | | Starting Sales Rep: Schedule Report(Y/N): | | Ending Sales Rep: | —————————————————————————————————————————————————————————————————————————WARNING: This Report Must be Printed with the Printer in Condensed Mode.


11 - 29

Reports & Inquiries

Chapter 11

Sample OutstandingQuote Report

RU

N D

AT

E 1

1/0

4/9

6 1

4:1

4:2

1

C

OIN

S S

AL

ES

OR

DE

R P

RO

CE

SS

ING

MO

DU

LE

P

AG

E

1

SA

MP

LE

CO

NT

RA

CT

OR

, IN

C.

(7.6

c1)

DE

TA

IL O

UT

ST

AN

DIN

G Q

UO

TE

RE

PO

RT

FO

R S

EL

LIN

G L

OC

AT

ION

E—

GR

EE

N

BY

QU

OT

E #

FR

OM

QU

OT

E D

AT

E 0

1/0

1/9

6 T

O 1

2/3

1/9

6

QU

OT

E Q

UO

TE

SA

LE

S

Q

UO

TE

N

ON

—F

RT

QU

OT

E #

T

YP

E

CL

AS

S C

US

TO

ME

R C

US

TO

ME

R N

AM

E/S

HIP

AD

DR

ES

S

R

EP

D

IV D

AT

E

TO

TA

L M

DS

E

L

AB

OR

OT

HE

R

F

RE

IGH

T

A

DD

—O

NS

S

AL

ES

TA

X

QU

OT

E P

RIC

E

QU

OT

E C

OS

T

GR

PR

%—

——

——

——

— —

——

——

——

——

— —

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

——

——

——

——

— —

——

——

——

— —

——

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

——

—

——

——

——

KIM

—0

00

7 Q

S

A

1

K

AR

NE

R

TH

E K

AR

NE

R G

RO

UP

, IN

C.

kim

be

r

10

/15

/96

1

47

3.0

0

15

0.0

0

0

.00

0.0

0

0

.00

1

13

.61

1

73

6.6

1

76

6.5

0

52

.77

PA

RT

S

LIN

E I

TE

M N

UM

BE

R

D

ES

CR

IPT

ION

U.O

.M.

Q

TY

OR

D

UN

IT P

RIC

E

U

NIT

CO

ST

TA

X

EX

T P

RIC

E

E

XT

CO

ST

G

R P

R%

CA

T

—

——

— —

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

——

— —

——

—

——

——

——

——

——

——

——

——

——

— —

——

——

——

——

—

2

S—

CO

M2

59

1

6 1

/2 H

P C

OM

PR

ES

SO

R

E

A

1

.00

0

1

47

3.0

00

76

6.5

00

00

Y

14

73

.00

7

66

.50

4

7.9

6 M

A

SE

CT

ION

TO

TA

L:

14

73

.00

7

66

.50

LA

BO

R

LIN

E I

TE

M N

UM

BE

R

D

ES

CR

IPT

ION

U.O

.M.

Q

TY

OR

D

UN

IT P

RIC

E

U

NIT

CO

ST

TA

X

EX

T P

RIC

E

E

XT

CO

ST

G

R P

R%

CA

T

—

——

— —

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

— —

——

——

——

——

——

——

——

——

——

——

——

— —

——

—

——

——

——

——

——

——

——

——

——

— —

——

——

——

——

—

1

LA

BO

R

LA

BO

R

HR

5.0

00

3

0.0

00

0

.00

00

0 Y

15

0.0

0

0

.00

1

00

.00

LA

SE

CT

ION

TO

TA

L:

15

0.0

0

0

.00

N

ON

—F

RT

TO

TA

L M

DS

E

L

AB

OR

OT

HE

R

F

RE

IGH

T

A

DD

—O

NS

SA

LE

S T

AX

Q

UO

TE

PR

ICE

Q

UO

TE

CO

ST

G

R P

R%

==

==

==

==

==

=

==

==

==

==

==

=

==

==

==

==

==

=

==

==

==

==

==

=

==

==

==

==

=

==

==

==

==

==

=

==

==

==

==

==

= =

==

==

==

==

==

=

==

==

=T

OT

AL

S F

OR

SE

LL

ING

LO

CA

TIO

N E

—G

RE

EN

:

1 O

UT

ST

AN

DIN

G Q

UO

TE

S

1

47

3.0

0

15

0.0

0

0

.00

0.0

0

0

.00

1

13

.61

1

73

6.6

1

76

6.5

0

55

.86

Chapter 11

11 - 30

Reports & Inquiries


Pricing ExceptionsReport

The Pricing Exceptions Report will reveal possible unitprice problems, by showing order items that were sold at aprice other than the base selling price.

Items appear on this report whenever their price was changedduring order entry. A price based on an Price Matrix Filerecord is not considered a pricing exception.


—————————————————————— Pricing Exceptions Report ——————————————————————— | Selling Location| E-GREEN Starting Customer: | | Sort by Order # (ON), Ending Customer: | | Order Type/Order # (TO), Starting Sales Rep: | | Order Class/Order # (CO), Ending Sales Rep: | | Customer/Order # (CU), Starting Division: | | Sales Rep/Order # (SO), Ending Division: | | Item/Order # (IO): ON Include P/O/S Orders (Y/N): Y | | Starting Order #: 0 Include Sales Orders (Y/N): Y | | Ending Order #: 0 Include Job Orders (Y/N): Y | | Starting Order Class: Include Credit Memos (Y/N): Y | | Ending Order Class: Background/Foreground(B/F): | | Starting Order Date: 01/01/96 Schedule Report(Y/N): | | Ending Order Date: 12/31/96 | | Starting Item: | | Ending Item: | ————————————————————————————————————————————————————————————————————————


11 - 31

Reports & Inquiries

Chapter 11

Sample PricingExceptions Report

RUN DATE 11/05/96 12:19:49 COINS SALES ORDER PROCESSING MODULE PAGE 1SAMPLE CONTRACTOR, INC. (7.6c1) PRICING EXCEPTIONS REPORT FOR SELLING LOCATION E—GREEN BY ORDER NUMBER FOR ORDER DATE 01/01/96 TO 12/31/96

ORD ORD ORD ORDER SALES ORD SELL QUANTITY BASE SELLING ORDER # TYP CLS STAT DATE CUSTOMER REP DIV LINE ITEM/DESCRIPTION ST U.O.M ORDERED UNIT PRICE UNIT PRICE UNIT COST

19 S a1 CL 11/07/96 GE white 1 212004 CL CY 50.000 0.000 35.000 20.25000 MASONRY SANDTOTALS FOR ORDER # 19 PRICING EXCEPTIONS FOUND : 1

20 S a1 CL 11/07/96 misc kimber 1 10W30 CL QT 50.000 1.500 1.750 1.00000 10W30 OILTOTALS FOR ORDER # 20 PRICING EXCEPTIONS FOUND : 1

TOTALS FOR SELLING LOCATION E—GREEN PRICING EXCEPTIONS FOUND : 2

Chapter 11

11 - 32

Reports & Inquiries


Sales Analysis -Items

The Sales Analysis - Items Report shows the quantity soldof each item. It compares the sales price with the unit cost toarrive at the overall gross profit for that item.

This report allows you to compare data from two ranges offiscal periods. The default is to compare the current yearwith the previous year, but the report can also comparemonths or quarters.


————————————————————————— Sales Analysis - Items —————————————————————————— | Selling Location| E-GREEN Starting Customer: | | Sort by Item (I), Ending Customer: | | Product Line/Item (PI), Starting Sales Rep: | | Prime Vendor/Item (VI), Ending Sales Rep: | | Customer/Item (CI), Starting Division: | | Sales Rep/Item (SI): I Ending Division: | | Period 1 Starting Fisc Date: 01/31/96 Starting Vendor: | | Period 1 Ending Fisc Date: 12/31/96 Ending Vendor: | | Period 2 Starting Fisc Date: 01/31/95 Detail or Summary (D/S): D | | Period 2 Ending Fisc Date: 12/31/95 Include P/O/S Orders (Y/N): Y | | Starting Item: Include Sales Orders (Y/N): Y | | Ending Item: Include Job Orders (Y/N): Y | | Starting Product Line: Include Credit Memos (Y/N): Y | | Ending Product Line: Include Zero Lines (Y/N): N | | Starting Order Class: Background/Foreground(B/F): | | Ending Order Class: Schedule Report(Y/N): | ———————————————————————————————————————————————————————————————————————————


11 - 33

Reports & Inquiries

Chapter 11

RUN DATE 11/05/96 12:13:30 COINS SALES ORDER PROCESSING MODULE PAGE 1SAMPLE CONTRACTOR, INC. (7.6c1) DETAIL SALES ANALYSIS — ITEMS BY ITEM #

PERIOD PERIOD ——————————— 01/31/96 TO 12/31/96 —————————— ——————————— 01/31/95 TO 12/31/95 —————————— SELL GROSS PROFIT GROSS PROFITITEM DESCRIPTION UOM QUANTITY SALES COST PROFIT % QUANTITY SALES COST PROFIT %

10W30 10W30 OIL QT 110 178 110 68 38.31 0 0 0 0 0.00212004 MASONRY SAND CY 50 1750 1013 738 42.17 0 0 0 0 0.00CON—EMT—3/4 EMT CONDUIT 3/4 — 1 1/2 LF 15 9 6 3 32.26 0 0 0 0 0.00S/BNR—0251 BURNER EA 2 221 99 122 55.23 0 0 0 0 0.00S/BNR—0828 BURNER ASSEMBLY, 2 BURN EA 4 134 60 74 55.22 0 0 0 0 0.00S/BUS105 BUSHING EA 22 274 142 132 48.19 0 0 0 0 0.00S/CPT—0088 CAPACITOR EA 3 31 14 17 54.80 0 0 0 0 0.00 ======== ======== ======== ======= ======== ======== ======== =======TOTALS THIS REPORT 2597 1445 1152 44.37 0 0 0 0.00

Sample SalesAnalysis - Items

Report

Chapter 11

11 - 34

Reports & Inquiries


Sales Analysis -Invoices

The Sales Analysis - Invoices Report shows total sales foreach customer. It compares the sales amount with the cost forthe sale to arrive at the overall gross profit and averageinvoice for that customer.

The report allows you to compare data from two ranges offiscal periods. The default is to compare the current year withthe previous year, but the report can also compare months orquarters.


———————————————————————— Sales Analysis - Invoices ———————————————————————— | Selling Location| E-GREEN Starting Division: | | Sort by Customer (C), Ending Division: | | Sales Rep/Cust (SC), Detail or Summary(D/S): D | | Order Class/Cust (OC): C Include P/O/S Orders (Y/N): Y | | Period 1 Starting Fisc Date: 01/31/96 Include Sales Orders (Y/N): Y | | Period 1 Ending Fisc Date: 12/31/96 Include Job Orders (Y/N): Y | | Period 2 Starting Fisc Date: 01/31/95 Include Credit Memos (Y/N): Y | | Period 2 Ending Fisc Date: 12/31/95 Include Zero Lines (Y/N): N | | Starting Order Class: Background/Foreground(B/F): | | Ending Order Class: Schedule Report(Y/N): | | Starting Customer: | | Ending Customer: | | Starting Sales Rep: | | Ending Sales Rep: | ———————————————————————————————————————————————————————————————————————————


11 - 35

Reports & Inquiries

Chapter 11

Sample SalesAnalysis - Invoices

Report

RUN DATE 11/05/96 12:14:00 COINS SALES ORDER PROCESSING MODULE PAGE 1SAMPLE CONTRACTOR, INC. (7.6c1) DETAIL SALES ANALYSIS — INVOICES FOR SELLING LOCATION E—GREEN BY CUSTOMER

PERIOD PERIOD —————————————— 01/31/96 TO 12/31/96 ————————————— —————————————— 01/31/95 TO 12/31/95 ————————————— INV GROSS PROFIT AVG INV GROSS PROFIT AVGCUSTOMER NAME COUNT SALES COST PROFIT % INVOICE COUNT SALES COST PROFIT % INVOICE

ABC ABC BOTTLE AND PACKAGIN 2 626 304 322 51.40 313 0 0 0 0 0.00 0GE GENERAL ELECTRIC 2 1781 1026 755 42.39 891 0 0 0 0 0.00 0KARNER THE KARNER GROUP, INC. 2 102 64 38 37.36 51 0 0 0 0 0.00 0misc 1 88 50 38 43.43 88 0 0 0 0 0.00 0 ————— ———————— ———————— ———————— ——————— ———————— ————— ———————— ———————— ———————— ——————— ————————TOTALS FOR SELL LOCATION E—GREEN 7 2597 1445 1152 44.37 371 0 0 0 0 0.00 0

===== ======== ======== ======== ======= ======== ===== ======== ======== ======== ======= ========TOTALS THIS REPORT 7 2597 1445 1152 44.37 371 0 0 0 0 0.00 0

Chapter 11

11 - 36

Reports & Inquiries


Sales Analysis -Monthly

The monthly version of the Sales Analysis Report showssales for each customer broken down by month. Using thisreport, two years worth of sales data can be compared. Thedates entered on the selection screen may be earlier than theactive years in the General Ledger Module, making this reportuseful as far back as you have data.

This is the report to use if you want to compare a sales rep’sactual amounts versus the information in the Sales BudgetFile. When you select the report, sort it by Sales Rep andrespond Y to Include Budgets.


————————————————————————— Sales Analysis - Monthly ————————————————————————— | Selling Location| E-GREEN Use Invoices or Orders (I/O): I | | Sort by Customer (CU), Show Invoices or Profits (I/P): I | | Sales Rep (SR), Include Budgets (Y/N): N | | Order Class (OC): CU Detail or Summary (D/S): D | | Year 1 Fisc Period End Date: 12/31/96 Include P/O/S Orders (Y/N): Y | | Year 2 Fisc Period End Date: 12/31/95 Include Sales Orders (Y/N): Y | | Starting Order Class: Include Job Orders (Y/N): Y | | Ending Order Class: Include Credit Memos (Y/N): Y | | Starting Customer: Include Zero Lines (Y/N): N | | Ending Customer: Background/Foreground (B/F): | | Starting Sales Rep: Schedule Report (Y/N): | | Ending Sales Rep: | | Starting Division: | | Ending Division: | ————————————————————————————————————————————————————————————————————————————


11 - 37

Reports & Inquiries

Chapter 11

Sample SalesAnalysis - Monthly

Report

RUN DATE 11/05/96 12:14:31 COINS SALES ORDER PROCESSING MODULE PAGE 1SAMPLE CONTRACTOR, INC. (7.6c1) DETAIL SALES ANALYSIS — MONTHLY FOR SELLING LOCATION E—GREEN BY CUSTOMER

———————————————————————————————————————————— INVOICE AMOUNTS ——————————————————————————————————————————— % INC/ 1/31 2/29 3/31 4/30 5/31 6/30 7/31 8/31 9/30 10/31 11/30 12/31 TOTAL DEC

ABC ABC BOTTLE AND PACKAGING CO.1996 0 0 0 0 0 0 0 0 0 0 626 0 626 1001995 0 0 0 0 0 0 0 0 0 0 0 0 0GE GENERAL ELECTRIC1996 0 0 0 0 0 0 0 0 0 0 1781 0 1781 1001995 0 0 0 0 0 0 0 0 0 0 0 0 0KARNER THE KARNER GROUP, INC.1996 0 0 0 0 0 0 0 0 0 60 0 42 102 1001995 0 0 0 0 0 0 0 0 0 0 0 0 0misc1996 0 0 0 0 0 0 0 0 0 0 88 0 88 1001995 0 0 0 0 0 0 0 0 0 0 0 0 0 ——————— ——————— ——————— ——————— ——————— ——————— ——————— ——————— ——————— ——————— ——————— ——————— ———————— —————TOTALS FOR SELLING LOCATION E—GREEN1996 0 0 0 0 0 2495 2597 100 0 0 0 0 60 421995 0 0 0 0 0 0 0 0 0 0 0 0 0 ======= ======= ======= ======= ======= ======= ======= ======= ======= ======= ======= ======= ======== =====TOTALS THIS REPORT1996 0 0 0 0 0 2495 2597 100 0 0 0 0 60 421995 0 0 0 0 0 0 0 0 0 0 0 0 0

Chapter 11

11 - 38

Reports & Inquiries


Sales RepCommissions Report

The Sales Rep Commissions Report shows sales figures,total merchandise cost, profit and commission information foreach salesperson for SOP sales. It does not include ServiceManagement sales.


——————————— Sales Rep Commission Report ——————————— | Selling Location| E-GREEN | | Sort by Sales Rep/Invoice # (SI), | | Sales Rep/Customer/Invoice # (SC): SI | | Starting Sales Rep: KIMBER | | Ending Sales Rep: KIMBER | | Starting Customer: | | Ending Customer: | | Starting Invoice Date: 10/01/96 | | Ending Invoice Date: 12/31/96 | | Starting Invoice Fiscal Date: 10/31/96 | | Ending Invoice Fiscal Date: 12/31/96 | | Detail or Summary (D/S): D | | Include Line Detail and Add-ons (Y/N): N | | Background/Foreground(B/F): F | | Schedule Report(Y/N): | ———————————————————————————————————————————————————WARNING: This Report Must be Printed with the Printer in Condensed Mode.


11 - 39

Reports & Inquiries

Chapter 11

Sample Sales RepCommission Report

RU

N D

AT

E 1

1/0

5/9

6 1

2:0

2:0

3 C

OIN

S S

AL

ES

OR

DE

R P

RO

CE

SS

ING

MO

DU

LE

P

AG

E 1

SA

MP

LE

CO

NT

RA

CT

OR

, IN

C. (7

.6c1

) D

ET

AIL

SA

LE

S R

EP

CO

MM

ISS

ION

S R

EP

OR

T F

OR

SE

LL

ING

LO

CA

TIO

N E

—G

RE

EN

B

Y S

AL

ES

RE

P/B

Y IN

VO

ICE

NU

MB

ER

F

RO

M IN

VO

ICE

DA

TE

11

/01

/96

TO

11

/30

/96

F

OR

FIS

CA

L P

ER

IOD

11

/30

/96

TO

11

/30

/96

SA

LE

S R

EP

ID

: k

imb

er

N

AM

E: K

IMB

ER

N

OR

M C

OM

M T

YP

E: P

N

OR

M R

AT

E: 3

.00

0 N

OR

M C

OM

M B

AS

IS: m

a E

MP

LO

YE

E N

UM

BE

R: W

HIT

E

G

RO

SS

C

OM

MIS

SIO

N—

C

OM

M C

OM

M IN

V N

UM

IN

V D

AT

E C

US

TO

ME

R T

OT

AL

PR

ICE

T

OT

AL

CO

ST

G

RO

SS

PR

OF

IT P

RO

FIT

% A

BL

E A

MO

UN

T T

YP

E C

OM

M R

AT

E B

AS

IS C

OM

M E

AR

NE

D —

——

——

——

—

——

——

——

— —

——

——

——

— —

——

——

——

——

——

— —

——

——

——

——

——

— —

——

——

——

——

——

— —

——

——

——

— —

——

——

——

——

——

— —

——

— —

——

——

——

——

— —

——

——

——

——

——

——

——

—

1

2 1

1/0

2/9

6 A

BC

2

49

.00

1

29

.40

1

19

.60

4

8.0

3 2

49

.00

P

3

.00

0 m

a 7

.47

1

3 1

1/0

2/9

6 G

E 3

1.0

2 1

3.9

5 1

7.0

7 5

5.0

3 3

1.0

2 P

3

.00

0 m

a 0

.93

1

4 1

1/0

2/9

6 A

BC

3

77

.40

1

74

.72

2

02

.68

5

3.7

0 3

77

.40

P

3

.00

0 m

a 1

1.3

2 —

——

——

——

——

——

— —

——

——

——

——

——

— —

——

——

——

——

——

— —

——

——

——

——

——

— —

——

——

——

——

——

TO

TA

LS

FO

R S

AL

ES

RE

P k

imb

er:

6

57

.42

3

18

.07

3

39

.35

6

57

.42

1

9.7

2

SA

LE

S R

EP

ID

: w

hite

N

AM

E: K

AR

EN

WH

ITE

N

OR

M C

OM

M T

YP

E: P

N

OR

M R

AT

E: 3

.00

0 N

OR

M C

OM

M B

AS

IS: m

a E

MP

LO

YE

E N

UM

BE

R: W

HIT

E

G

RO

SS

C

OM

MIS

SIO

N—

C

OM

M C

OM

M IN

V N

UM

IN

V D

AT

E C

US

TO

ME

R T

OT

AL

PR

ICE

T

OT

AL

CO

ST

G

RO

SS

PR

OF

IT P

RO

FIT

% A

BL

E A

MO

UN

T T

YP

E C

OM

M R

AT

E B

AS

IS C

OM

M E

AR

NE

D —

——

——

——

—

——

——

——

— —

——

——

——

— —

——

——

——

——

——

— —

——

——

——

——

——

— —

——

——

——

——

——

— —

——

——

——

— —

——

——

——

——

——

— —

——

— —

——

——

——

——

— —

——

——

——

——

——

——

——

—

1

5 1

1/0

7/9

6 G

E 1

75

0.0

0 1

01

2.5

0 7

37

.50

4

2.1

4 1

75

0.0

0 P

3

.00

0 m

a 5

2.5

0 —

——

——

——

——

——

— —

——

——

——

——

——

— —

——

——

——

——

——

— —

——

——

——

——

——

— —

——

——

——

——

——

TO

TA

LS

FO

R S

AL

ES

RE

P w

hite

: 1

75

0.0

0 1

01

2.5

0 7

37

.50

1

75

0.0

0 5

2.5

0 —

——

——

——

——

——

— —

——

——

——

——

——

— —

——

——

——

——

——

— —

——

——

——

——

——

— —

——

——

——

——

——

TO

TA

LS

FO

R S

EL

L L

OC

E—

GR

EE

N: 2

40

7.4

2 1

33

0.5

7 1

07

6.8

5 2

40

7.4

2 7

2.2

2

Chapter 11

11 - 40

Reports & Inquiries


Shipment Report The Shipment Report includes both sales orders and joborders. This report can be printed during the course of theday, before running End of Day, to obtain information on theday’s shipments. It also includes an option to show openshipments.


————————————————————————————— Shipment Report —————————————————————————————— | Selling Location| E-GREEN Starting Customer: | | Sort by Pick List # (PL), Ending Customer: | | Order #/Pick List # (OP), Starting Sales Rep: KIMBER | | Order Type/Pick List # (TP), Ending Sales Rep: KIMBER | | Order Class/Pick List # (CP), Starting Division: | | Customer/Pick List # (CU), Ending Division: | | Sales Rep/Pick List # (SP): PL Detail or Summary (D/S): D | | Starting Shipment Date: 12/15/96 Include Open/Shipped but | | Ending Shipment Date: 12/15/96 not Closed/Closed (O/S/C): C | | Starting Pick List #: 0 Include P/O/S Orders (Y/N): Y | | Ending Pick List #: 0 Include Sales Orders (Y/N): Y | | Starting Order #: 0 Include Job Orders (Y/N): Y | | Ending Order #: 0 Include Credit Memos (Y/N): Y | | Starting Order Class: Background/Foreground(B/F): | | Ending Order Class: Schedule Report(Y/N): | ————————————————————————————————————————————————————————————————————————————WARNING: This Report Must be Printed with the Printer in Condensed Mode.


11 - 41

Reports & Inquiries

Chapter 11

SampleShipment Report

RU

N D

AT

E 1

1/0

5/9

6 1

1:5

6:3

3

C

OIN

S S

AL

ES

OR

DE

R P

RO

CE

SS

ING

MO

DU

LE

P

AG

E

1

SA

MP

LE

CO

NT

RA

CT

OR

, IN

C.

(7.6

c1)

DE

TA

IL S

HIP

ME

NT

RE

PO

RT

FO

R S

EL

LIN

G L

OC

AT

ION

E—

GR

EE

N

B

Y P

ICK

LIS

T #

FR

OM

SH

IPM

EN

T D

AT

E 1

1/0

1/9

6 T

O 1

1/0

7/9

6

PIC

K L

IST

#:

1

2

SH

IPM

EN

T D

AT

E:

11

/02

/96

OR

DE

R #

:

16

D

IVIS

ION

:C

US

TO

ME

R:

A

BC

FIS

CA

L D

AT

E:

1

1/3

0/9

6

O

RD

ER

DA

TE

:

1

1/0

1/9

6

OR

DE

R T

YP

E:

S

BIL

L T

O:

AB

C B

OT

TL

E A

ND

PA

CK

AG

ING

CO

.

INV

OIC

E D

AT

E:

11

/02

/96

SH

IP V

IA:

F

ED

X

OR

DE

R C

LA

SS

: a

1

8

11

10

TH

ST

RE

ET

TE

RM

S:

CH

EC

K

F

RE

IGH

T T

ER

MS

:

O

RD

ER

ST

AT

US

: C

L

P

AY

ME

NT

TY

PE

: c

k

TA

X J

UR

IS:

N

YS

—A

LB

J/S

JO

B #

:

W

AT

ER

VL

IET

, N

Y 1

21

89

S

AL

ES

RE

P:

kim

be

r

CU

ST

P/O

NU

MB

ER

:

SE

LL

I

NV

PR

EV

Q

TY

TO

PIC

K T

O

L

INE

IT

EM

NU

MB

ER

DE

SC

RIP

TIO

N

U

.O.M

. L

OC

AT

ION

QT

Y O

RD

SH

IPP

ED

PIC

K

PIC

KE

D I

NV

LO

CA

TIO

N

S

HIP

PE

D

UN

IT P

RIC

E

U

NIT

CO

ST

T

AX

E

XT

PR

ICE

EX

T C

OS

T

GR

PR

%

—

——

— —

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

——

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

—

—

——

——

——

——

—

——

— —

——

——

——

——

——

—

——

——

——

——

——

—

——

——

—

1

S/B

US

10

5

B

US

HIN

G

E

A

L

.WH

SE

20

.00

0

0.0

00

2

0.0

00

0

.00

0

20

.00

0

12

.45

0

6.4

70

00

Y

2

49

.00

1

29

.40

4

8.0

3

T

OT

AL

S F

OR

PIC

K L

IST

#

12

T

OT

AL

ME

RC

HA

ND

ISE

:

2

49

.00

1

29

.40

4

8.0

3

T

OT

AL

FR

EIG

HT

:

0.0

0

0

.00

0.0

0

N

ON

—F

RE

IGH

T A

DD

—O

NS

:

0

.00

0.0

0

0

.00

——

——

——

——

——

—

——

——

——

——

——

—

——

——

——

SU

BT

OT

AL

:

24

9.0

0

12

9.4

0

48

.03

SA

LE

S T

AX

:

19

.92

——

——

——

——

——

—

I

NV

OIC

E T

OT

AL

:

2

68

.92

CO

MM

ISS

ION

:

7.4

7

PIC

K L

IST

#:

1

3

SH

IPM

EN

T D

AT

E:

11

/02

/96

OR

DE

R #

:

18

D

IVIS

ION

:C

US

TO

ME

R:

G

E

F

ISC

AL

DA

TE

:

11

/30

/96

OR

DE

R D

AT

E:

11

/02

/96

O

RD

ER

TY

PE

:

SB

ILL

TO

:

G

EN

ER

AL

EL

EC

TR

IC

IN

VO

ICE

DA

TE

: 1

1/0

2/9

6

S

HIP

VIA

:

CC

OR

DE

R C

LA

SS

: a

1

R

IVE

R R

OA

D

T

ER

MS

:

C

AS

H

F

RE

IGH

T T

ER

MS

:

O

RD

ER

ST

AT

US

: C

L

P

AY

ME

NT

TY

PE

: c

a

TA

X J

UR

IS:

N

YS

—A

LB

J/S

JO

B #

:

S

CH

EN

EC

TA

DY

, N

Y 1

23

45

S

AL

ES

RE

P:

kim

be

r

CU

ST

P/O

NU

MB

ER

:

SE

LL

I

NV

PR

EV

Q

TY

TO

PIC

K T

O

L

INE

IT

EM

NU

MB

ER

DE

SC

RIP

TIO

N

U

.O.M

. L

OC

AT

ION

QT

Y O

RD

SH

IPP

ED

PIC

K

PIC

KE

D I

NV

LO

CA

TIO

N

S

HIP

PE

D

UN

IT P

RIC

E

U

NIT

CO

ST

T

AX

E

XT

PR

ICE

EX

T C

OS

T

GR

PR

%

—

——

— —

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

——

——

——

——

——

——

——

—

——

——

——

——

—

——

——

——

——

—

—

——

——

——

——

—

——

— —

——

——

——

——

——

—

——

——

——

——

——

—

——

——

—

1

S/C

PT

—0

08

8

CA

PA

CIT

OR

E

A

w

hse

5

.00

0

0.0

00

3

.00

0

0.0

00

3

.00

0

10

.34

0

4.6

50

00

Y

31

.02

13

.95

5

5.0

3

T

OT

AL

S F

OR

PIC

K L

IST

#

13

T

OT

AL

ME

RC

HA

ND

ISE

:

31

.02

13

.95

5

5.0

3

T

OT

AL

FR

EIG

HT

:

0.0

0

0

.00

0.0

0

N

ON

—F

RE

IGH

T A

DD

—O

NS

:

0

.00

0.0

0

0

.00

——

——

——

——

——

—

——

——

——

——

——

—

——

——

——

SU

BT

OT

AL

:

53

.36

13

.95

5

5.0

3

S

AL

ES

TA

X:

2

.48

——

——

——

——

——

—

I

NV

OIC

E T

OT

AL

:

33

.50

CO

MM

ISS

ION

:

0.9

3

• • •

NO

N—

FR

T

TO

TA

L M

DS

E

F

RE

IGH

T

A

DD

—O

NS

S

AL

ES

TA

X

TO

TA

L P

RIC

E

TO

TA

L C

OS

T

GR

PR

%

=

==

==

==

==

==

=

==

==

==

==

=

==

==

==

==

==

=

==

==

==

==

=

==

==

==

==

==

=

==

==

==

==

==

=

==

==

==

TO

TA

LS

FO

R S

EL

LIN

G L

OC

AT

ION

E—

GR

EE

N

TO

TA

L P

ICK

LIS

TS

:

3

65

7.4

2

0

.00

0.0

0

52

.59

7

10

.01

3

18

.07

5

1.6

2

Chapter 11

11 - 42

Reports & Inquiries


ShippableBackorders Report

The Shippable Backorders Report is designed for use asan entry form for shipping backordered items.


———————————————————————— Shippable Backorders Report ————————————————————————— | Selling Location| ALL Starting B/O Date: | | Sort by Item/Inv Location/ Ending B/O Date: | | B/O Date/Order # (IB), Starting Order #: 0 | | Item/Inv Location/ Ending Order #: 0 | | Selling Location/Order # (IO), Starting Customer: | | Order # (ON), Ending Customer: | | Customer/Order # (CU): IB Background/Foreground(B/F): F | | Starting Item: Schedule Report(Y/N): | | Ending Item: | | Starting Inventory Location: | | Ending Inventory Location: | ——————————————————————————————————————————————————————————————————————————————WARNING: This Report Must be Printed with the Printer in Condensed Mode.


11 - 43

Reports & Inquiries

Chapter 11

RU

N D

AT

E 1

1/0

4/9

6

14

:15

:00

C

OIN

S S

AL

ES

OR

DE

R P

RO

CE

SS

ING

MO

DU

LE

P

AG

E

1

SA

MP

LE

CO

NT

RA

CT

OR

, IN

C.

(7.6

c1)

SH

IPP

AB

LE

BA

CK

OR

DE

RS

RE

PO

RT

BY

IT

EM

/IN

V L

OC

AT

ION

/B/O

DA

TE

/OR

DE

R #

FO

R B

AC

KO

RD

ER

DA

TE

01

/01

/01

TO

12

/31

/99

IN

V

[—

——

——

——

——

——

——

——

——

——

——

IN

VE

NT

OR

Y —

——

——

——

——

——

——

——

——

——

——

] I

TE

M

I

TE

M D

ES

CR

IPT

ION

LO

CA

TIO

N

ON

HA

ND

CO

MM

ITT

ED

A

VA

IL T

O S

EL

L

O

N O

RD

ER

——

——

——

——

——

——

——

—

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

—

——

——

——

—

——

——

——

——

——

——

—

——

——

——

——

——

—

——

——

——

——

——

——

—

——

——

——

——

——

— 1

0W

30

10

W3

0 O

IL

L.W

HS

E

5

34

.99

8

0

.00

0

5

34

.99

8

0

.00

0

S

EL

LIN

G

OR

DE

R

OR

DE

R

OR

DE

R

J/S

S

HIP

#

OT

HE

R

OR

DE

R

OR

DE

R

D

AT

E

DA

TE

SE

LL

Q

TY

TO

L

OC

AT

ION

C

US

TO

ME

R

CU

ST

OM

ER

NA

ME

OR

DE

R #

T

YP

E

CL

AS

S

ST

AT

US

JO

B #

CO

MP

B/O

’S

LIN

E#

D

AT

E

NE

ED

ED

PR

OM

ISE

D

B/O

DA

TE

U

.O.M

.

Q

TY

OR

D

QT

Y B

/O

CO

MM

IT

SH

IP

——

——

——

——

—

——

——

——

—

——

——

——

——

——

——

——

——

——

——

——

——

——

——

——

—

——

——

——

—

——

——

—

——

——

—

——

——

——

—

——

——

——

—

——

——

—

——

——

——

—

——

——

—

——

——

——

—

——

——

——

——

—

——

——

——

—

——

——

——

——

—

——

——

—

——

——

——

——

——

—

——

——

——

——

——

—

——

——

——

—

——

—

lath

am

hu

ds

HU

DS

ON

VA

LL

EY

AU

TO

10

J

A1

OP

N

0

1

12

/15

/96

1

2/1

5/9

6

1

2/1

5/9

6

QT

1.0

00

1.0

00

_

__

__

_

__

__

=

==

==

==

==

==

=

==

==

==

==

==

TO

TA

LS

FO

R I

TE

M

10

W3

0

I

NV

EN

TO

RY

LO

CA

TIO

N

L.W

HS

E

TO

TA

L B

AC

KO

RD

ER

ED

LIN

ES

:

1

1

.00

0

1

.00

0

Sample ShippableBackorders Report

Chapter 11

11 - 44

Reports & Inquiries


User-defined Reports The User-defined Report menu option allows you to runany COINS reports you have written through a PROGRESSprogram. The report must have been previously set up with areport name.

To run such a report, enter its name on the User-definedReports screen.

User-Defined Report Screen

————————— User-defined Reports —————————— | Enter Report Name: | —————————————————————————————————————————


11 - 45

Reports & Inquiries

Chapter 11

Report Package Use the Report Package menu selection to produce a set ofreports from a pre-defined report package. (See the SystemOverview Manual for information on setting up report pack-ages.)

Using this menu selection, you can generate any packagefrom within any module.

• Use a code from Report Package F/M to specify thereport package to be printed.

• Specify whether the reports will be generated in theforeground or background. If printed in the back-ground, the package can be scheduled.

• The output form included in the package definitionwill default to this screen. You can change it.

When the top part of the screen is completed, the system willlist the reports included in this package for your review. Ifyou respond Y to Data Correct, the system will prompt youfor the date ranges to be used in compiling the reports.

If you want to make any changes to this package beforerunning it, respond N to Data Correct. Go to the SystemUtilities function Define Report Packages to change thepackage.

If the package is to be printed in the foreground, select menuoption 99 to print the reports. The reports will be printed asa group.

12/15/96 C O I N S SCI 76c1 - CO7 12.11 Sales Order Processing

———————————————————————————————————————————————————————————————————————————— | Report Package to initiate| EOM-CLOS REPORTS FOR EOM - COMPRESSED | | Background/Foreground: F | | Output Form| PR2 | | Number of Copies: 1 | | Schedule Report Package (Y/N): | ————————————————————————————————————————————————————————————————————————————

Chapter 11

11 - 46

Reports & Inquiries


The Show Requested Reports Status option shows out-standing reports requested in the COINS Accounting Systemreports. You can view this information for a selected user orrange of users or exclude a particular type of record. Forexample, you can omit spooled reports from the list by re-sponding N to Display Status Spooled.

For each report, the screen will display:

• report name

• PKG flag, for package names

• date and time of the last status change of this report(when it was requested, when it was spooled, etc.)

Show RequestedReports Status

————————————————————————————————————————————————— | Starting User ID: kimber | | Ending User ID: kimber | | Display Status ‘Waiting’ (Y/N): Y | | Display Status ‘Generating’ (Y/N): Y | | Display Status ‘Aborted’ (Y/N): Y | | Display Status ‘Spooled’ (Y/N): N | —————————————————————————————————————————————————

11/04/96 Requested Reports Status SCI 76c1 - CO7 Show 12.11.98 —————————————————————————————————————————————————————————————————————————————— | Report | | Name PKG Date Time Status Id User | | ———————————————————— ——— ———————— ————— ——————————— ——————— ———————— | | Backorders Report 11/04/96 14:21 Waiting SO05717 kimber | | Sales Analysis - Mon 11/04/96 14:21 Waiting SO05718 kimber | | Shippable Backorders 11/04/96 14:21 Waiting SO05719 kimber | | REPORTS FOR EOM - CO PKG 11/04/96 14:21 Waiting RP05720 kimber | | | | | | | | | | | | | | | | | | | ——————————————————————————————————————————————————————————————————————————————


11 - 47

Reports & Inquiries

Chapter 11

• status - spooled, waiting, generating, or aborted

• internal ID for this report

• User ID that requested the report.The User ID information is useful since the Gener-ate Foreground Reports option will only generatereports requested by the User ID that executes the99. This screen will tell you what other reports areout there, so you can remind the other users togenerate them if necessary.

Use the slash key [/] to access a strip menu for additionalinformation.

• Use the Explode PKGs option to show the indi-vidual report titles included in any report packagesthat appear on the screen. The Compress PKGsoption removes the report detail and shows only thereport package name.

• Use Search and Subset to find reports requested bya specific User ID.

• The Browse option gives you detailed informationabout a specific report request.

Chapter 11

11 - 48

Reports & Inquiries


Generate ForegroundReports

You will use Generate Foreground Reports to begin pro-cessing any reports for which you specified Foreground print-ing.

From the Report Menu, enter 99 to begin processing thereports. Once the computer starts generating the reports,your COINS terminal will not be available for other uses untilall the foreground reports are completed.

• You may select several reports as foreground andthen enter 99 for the actual generation of the wholegroup at once.

• The system will only generate reports requested byyour User ID. Other users’ reports will not be af-fected, unless the command is issued by thecompany’s Master User ID.

• The status of each report will be displayed on yourscreen while the reports are being generated.


Appendices

Contents

Field Size Chart .................................................. A-1Screen Pointers .................................................. B-1SOP Schematic Flow Diagram ........................... C-1Divisional Accounts in SOP ................................ D-1SOP Organization Chart..................................... E-1

Appendix A - 1

Appendix A

Field Size Chart

COINS, 11-96Sales Order Processing, 7.6

DATES SINGLE LETTER NUMERIC

Enter Your Data In The MM/DD/YY Format

Enter Your Data In The FormOf A Single Letter. Valid

Responses Are Next To The Prompt

ALPHANUMERIC

Enter Your Data In TheBefore Decimal•After Decimal

FormatEnter Your Data Using Both Letters And Numbers

ACCOUNTS

These Accounts All HaveA 9 Digit Field Size

Approval DateCanceled DateClosed DateCorrespondence DateCredit Card ExpirationDate BackorderedDate NeededDate PromisedDate ReleasedEffective DateFiscal DateInvoice DateOrder DatePayment Received DateScheduled Ship DateShipped DateYear End Fiscal Period

Add-on Cost, PriceAmount InvoicedBudget AmountCheck NumberClassCommission AmountCommission RateCost Budget: Labor, etc.Discount DaysDiscount %Drawer Control NumberDue DaysExtended PriceFinance Charge %Freight CostFringesGross LaborGross Profit:, Labor, EQ, etc.Initial Cash in DrawInsuranceInvoice LineItem Break QuantityItem Price LevelLabor Gross Profit %Labor Hours BudgetLine WeightNumber of CartonsNumber of CopiesOrder WeightPrice/Adjustment AmountProfit CenterQty: Backordered, Budget, Ordered, ShippedQty: Cancelled, Committed, Invoiced, PickedReimbursableRevenue ContractSales Order Line NumberSales TaxUnit CostUnit PriceUnit Weight

6.29.29.29

3.26.27.392

2.283

7.22.27.28.28.23.25.28.24

6.31

3.27.26.33.22

7.36.33.27.2

6.3

8.2114

7.26.56.36.3

Add-on CodeAddressAdjust. Type (P- %,FBankBasisBill To CodeCheck NumberCityClose Update TimeClose User IdComment CodeComment TextCommission BasisCommission TypeContact TitleCost CodeCredit Card AuthorizationCredit Card BankCredit Card NumberCredit Card TypeCredit RatingCustom Print ProgramCustomer NumberCustomer PO#Customer Price GroupDescription: Add-on, Cost Code, Item, Order Class, SectionDescription: B.O.L. lineDescription: PhaseDisclaimerDivisionDrawer LocationEvent TypeFaxFreight TermsInventory LocationInventory LocationInvoice Number (A/R)Invoice Number (S/O)Invoice StatusItem Number

8301218

1520884

5021

208

152

204888

252

30

4225

120384

14488

1082

15

Item Price GroupJobLeading Invoice CharacterName: Bill To, Customer, Job, Location, Sales Rep, Ship toName: ContactName: Screen DisplayOrder ClassOrder NumberOrder StatusOrder TypeOutput Form TypePayment TypePhasePhonePrinter Option CodeQuote SectionS/O/P Cost CategorySales Order NumberSales RepSalutationSalutation CodeSelling LocationShip To CodeShip Via CodeStateStatement CycleTax Exempt NumberTax JurisdictionTermsTitle, Sales RepUnit of MeasureVendorZip Code

281

30

25152822432

1484188

30888421

1110213048

10

Accts. Payable-Sales TaxAccts. Payable-Unapplied Cash PaymentsAccts. Receivable-Credit Card receiptsAccts. Receivable-S/OCash AccountCost of Goods SoldFreightSales AccountRetainageAllowancesDiscounts Given

Active/InactiveAdd-on TypeAge by Invoice or Due DateApprovedBasisBill Address TypeBypass Questions (invoice, pack list, etc.)Calculation TypeCash CustomerComment TypeCommission TypeDiscount Type

Drop ShipDue Type

Misc CustomerOpen/Close/StandardOrder or Line LevelOrder Type

P.O. Required in S/O/PPrice BreakPrice or Price AdjustmentPrint as Separate LinePrint on Backorders, etc.Print StatementReleased Pending ShiS/O/P Cash CustomerS/O/P Cost Category

Ship Complete OnlyTax ExemptTaxableUse Standard or Average Cost

A,IF,M,O

I,DY,NQ,N

C,S,BY,N

R,F,PY,N

S,O,LF,PD,N,blankY,ND,N,blankY,NO,C

O,L,SP,S,

J,QS,QJ,CY,NY,NP,AY,NY,NY,NY,NY,N

L,M,E,S,OY,NY,NY,NS,A

Field Size Chart

Appendix B - 1

Appendix B

Screen Pointers


Screen Pointers

Note: Screen Pointers are subject to change as COINS software is developed. The numbers shown on screens in this manualmay not correspond to the numbers you see on your screens.

Most screens in the COINS Accounting system have an index number, or screen pointer, at the upper right hand corner of the screen. The numbersare made up of the option numbers from each level of menu, e.g.:

11 Sales Order Processing

11.2 Picking/Shipping/Invoicing Menu

11.2.1 Release an Order

At any menu, you can enter a period (.) to receive the “Enter Screen Pointer” prompt. You may either enter the actual screen number, as listedbelow, or use the System Utilities Screen Pointer File Maintenance menu to assign mnemonic names to the most frequently used screens.

Enter/Maintain Orders 11.1

Picking/Shipping/Invoicing Menu 11.2Release an Order 11.2.1Print Picking Lists 11.2.2Enter/Maintain Picking Data 11.2.3Enter/Maintain Shipping Data 11.2.4Print Invoices 11.2.5

Beginning of Day Procedure 11.3

Credit Approval Password 11.4

End of Day Procedure 11.5

Enter/Maintain Cash Drawer 11.6Open 11.6.1.1Close 11.6.1.2Show 11.6.1.3

File Maintenance Menu 11.7

Add-ons File 11.7.1Add 11.7.1.1Change 11.7.1.2Delete 11.7.1.3Print 11.7.1.4Show 11.7.1.5

Appendix B - 2

Appendix B

Screen Pointers


Bill To File 11.7.2Add 11.7.2.1Change 11.7.2.2Delete 11.7.2.3Print 11.7.2.4Show 11.7.2.5

Comments File 11.7.3Add 11.7.3.1Change 11.7.3.2Delete 11.7.3.3Print 11.7.3.4Show 11.7.3.5

Credit Rating File 11.7.4Add 11.7.4.1Change 11.7.4.2Delete 11.7.4.3Print 11.7.4.4Show 11.7.4.5

Customer File 11.7.5Add 11.7.5.1Change 11.7.5.2Delete 11.7.5.3Print 11.7.5.4Show 11.7.5.5

Freight Terms File 11.7.6Add 11.7.6.1Change 11.7.6.2Delete 11.7.6.3Print 11.7.6.4Show 11.7.6.5

Item File 11.7.7Add 11.7.7.1Batch C/P Update 11.7.7.2Change 11.7.7.3Delete 11.7.7.4Pricing Services 11.7.7.5Print 11.7.7.6Show 11.7.7.7

Order Class File 11.7.8Add 11.7.8.1Change 11.7.8.2Delete 11.7.8.3Multiple Delete 11.7.8.4Print 11.7.8.5Show 11.7.8.6

Price Matrix File 11.7.9Add 11.7.9.1Change 11.7.9.2Delete 11.7.9.3Print 11.7.9.4Show 11.7.9.5

Sales Budget File 11.7.10Add 11.7.10.1Change 11.7.10.2Delete 11.7.10.3Print 11.7.10.4Show 11.7.10.5

Sales Representative File 11.7.11Add 11.7.11.1Change 11.7.11.2Delete 11.7.11.3

Appendix B - 3

Appendix B

Screen Pointers


Print 11.7.11.4Show 11.7.11.5

Selling Location File 11.7.12Add 11.7.12.1Change 11.7.12.2Delete 11.7.12.3Print 11.7.12.4Show 11.7.12.5

Ship To File 11.7.13Add 11.7.13.1Change 11.7.13.2Delete 11.7.13.3Print 11.7.13.4Show 11.7.13.5

Ship Via File 11.7.14Add 11.7.14.1Change 11.7.14.2Delete 11.7.14.3Print 11.7.14.4Show 11.7.14.5

Fill Inventory Backorders 11.8

Inquiry Menu 11.9Inventory Status 11.9.1Open Orders by Customer Inquiry 11.9.2Open Orders by Item Inquiry 11.9.3Order History Inquiry 11.9.4Order Inquiry 11.9.5Shipment Inquiry 11.9.6

Purge Menu 11.10Purge Invoices 11.10.1Purge Orders 11.10.2

Reports Menu 11.11Backorders Report 11.11.1Date Promised Report 11.11.2Inventory Price Listing 11.11.3Order Overrides Report 11.11.4Order Status Report 11.11.5Outstanding Quote Report 11.11.6Pricing Exceptions Report 11.11.7Sales Analysis - Items 11.11.8Sales Analysis - Invoices 11.11.9Sales Analysis - Monthly 11.11.10Sales Rep Commissions Report 11.11.11Shipment Report 11.11.12Shippable Backorders Report 11.11.13User-defined Reports 11.11.96Report Package 11.11.97Show Requested Reports Status 11.11.98Generate Foreground Reports 11.11.99

Uncommit An Order Line 11.12

Appendix C - 1

Appendix C

SOP Schematic Flow Diagram


SOP Schematic Flow Diagram

Sales OrderEntry

Convert toSales Order

Print Proposal

Enter Quote

End

End

End

Create Backorder

EnterPicking Data

CloseOrder

Fill Backorder

Enter Order*

Items available?

Create job?

Release Order

Print Picking List

Manage through other

COINSmodules

Inventory Transfer

to Job

EnterPicking Data?

EnterShipping Data

End

EnterPicking Data

Update Quote?

EnterQuote

Fill Backorder

Enter Order

Is thisa “job”

quote?

Is thisa “job” order?

Is thisa “sales” quote?

Is thisa “P/O/S” order?

Quote accepted?

Convert toJob Order

UpdateQuote?

End

Order Complete?

EndEnter

Shipping DataItems

available?

EnterPickingData?

Enter Order*

Release Order

Print Picking List

Create Backorder

Is thisa “sales” order?

CloseOrder

Print PackingSlip,

Bill of Loading

PrintInvoice

Yes

Yes

Yes Yes

Yes Yes

Yes Yes

Yes

Yes Yes

Yes

Yes

Yes

No

No

No

No

No

No

No

No

No

No

No

No

No No

Order Complete?

No

Yes Yes

No

Quote accepted?

*Inventory committed to Order or Backorder Created

Appendix D - 1

Appendix D

Divisional Accounts in SOP



The Sales Order Processing Module allows several differentmechanisms to determine the sales account for a specific order line.This flexibility is necessary in a multi-location, multi-divisionalenvironment.

The basic account information comes from the Order Class File.The Sales and Cost of Goods Sold accounts specified for the orderclass will default to each order line. COINS will allow you to changeaccounts for individual lines.

Using the Order Class by itself may be good enough if you onlyhave a few different sales accounts. More complex scenarios mayrequire using divisional accounts, with or without also using profitcenters.

Using Divisional Accounts

If SOP is tailored to use divisional accounts, then the order’s divi-sion number will be the source for the Sales and Cost of GoodsSold accounts. The division for an order normally defaults from theselling location. (If the selling location has no division identified, thedivision on the order will be blank.)

If the order has a division, COINS will build the appropriate salesaccount for the order. For example, if the account structure in G/Ltailoring is NNNNNNDDPP, COINS will replace the last four digits inthe Order Class’s sales account with the division/profit centerportion of the Division’s SOP sales account.

Order Class + Division SOP = Sales AccountSales Account Sales Account for Order

371100000 + 370501000 = 371101000

371100000 + 370502001 = 371102001

Notes:

• Each of the required G/L divisional accounts must be set upin the Account File.

• If COINS can’t combine the division number and the orderclass’s account to produce a valid G/L account number, it willuse the order class account for each line.

• If there is no division on the order, the accounts will comefrom the order class.

Appendix D - 2

Appendix D



Using Divisional Accounts with Profit Centers

COINS also allows you to include profit centers as part of your G/Laccount numbers. Under certain circumstances, the profit centeridentification (from the order class) can be combined with thedivision (from the selling location) to a more specific division andassociated G/L accounts.

The use of this feature has several requirements:

• You must use three character division codes, where the lasttwo characters represent the profit center. If a division codeshas fewer than three characters, no substitution will occur.

• You must set up order classes that reflect the various profitcenters. See the discussion of the Order Class File inChapter 3 for more information.

• You must enter a division code for each selling location thatrequires division/profit center accounting. If the sellinglocation has no division, or if it uses a division code withfewer than three characters, no substitution can occur.

If SOP is tailored to use profit centers in order classes, COINS willreplace the last two characters in the Selling Location’s division withthe order class’s profit center to arrive at the appropriate division forthe order.

Division + Profit Center = Division(Selling Location) (Order Class) for Order

100 + 20 = 120

200 + 20 = 220

The order division will determine the order’s sales accounts asdescribed above.

Using Profit Centers without using Divisional Accounts

The division number for the order will be updated, whether or notyou use divisional accounts in SOP. The order’s division is merelyinformational. The accounts will continue to come from the orderclass.

Appendix E - 1

Appendix ESOP Organization Chart


Picking/ Shipping/ Invoicing

Menu

Release an OrderPrint Picking ListsEnter/Maintain Picking DataEnter/Maintain Shipping DataPrint Invoices

Add-ons FileBill to FileComments FileCredit Rating FileCustomer FileFreight Terms FileItem FileOrder Class FilePrice Matrix FileSales Budget FileSales Representative FileSelling Location FileShip to FileShip Via File

User Log OnAddChangeCancelCopyPrintReinstateShow

Enter/Maintain

Orders

Beginning of Day

Procedures

End of Day Procedures

File Maintenance

Fill Inventory Backorders

Purge InvoicesPurge Orders

Purge

Inventory StatusOpen Orders by Customer InquiryOpen Orders by Item InquiryOrder History InquiryOrder InquiryShipment Inquiry

Inquiries

Backorders ReportDate Promised ReportInventory Price ListingOrder Overrides ReportOrder Status ReportOutstanding Quote ReportPricing Exceptions ReportSales Analysis - ItemsSales Analysis - InvoicesSales Analysis - MonthlySales Rep Commissions ReportShipment ReportShippable Backorders ReportUser-defined ReportsReport PackageShow Requested Reports StatusGenerate Foreground Reports

Reports


Enter/Maintain

Cash Drawer

OpenCloseReprintShow


Sales Order Processing

SOP Organization Chart


Index


1

IndexIndex

AA/R. See Accounts ReceivableA/R Credit (payment type) 5-26, 6-29Accounts

A/R account 3-15Adjustment account 3-23Allowance account 3-15Based on order class 3-28Default Cost of Goods Sold ac-

count 2-5Default Sales account 2-5Discount account 3-15Divisional D-1Freight account 3-15Inventory account 3-23Job orders and quotes 7-30Negative Adjustment account 3-23P/O/S orders 6-23Retainage account 3-15Sales account 3-15, 5-41Sales order 5-44

Accounts ReceivableA/R account 3-15Show A/R info for customer 2-13

Add Command 1-11Add-on Type 3-4, 7-28Add-ons 3-5

Allow for P/O/S orders 2-14Cost category 5-41Cost on P/O/S orders 6-27Cost/price on job orders 7-17, 7-28Cost/price on sales orders 5-22Credit order 5-68File maintenance 3-3Line level 5-40, 6-19Order level 5-20Price on P/O/S orders 6-21Total for order line 5-39

AddressBill To address

Job orders (type J & QJ) 7-12P/O/S orders (type P) 6-12Sales orders (type S & QS) 5-18

Bill To F/M 3-6Customer F/M 3-12Selling location 3-37

Ship to 3-15Ship To address

Job orders 7-12P/O/S orders 6-12Sales orders 5-17

Ship To F/M 3-44Adjustment Account 3-23Adjustment Type 3-32Age A/R Invoices by Invoice or Due Date 2-7Aging Days 3-10All Items Shipped 8-26Allowable Percentage of Credit Limit 3-10Allowances Account 3-15Alphabetize Like Items 5-63, 7-54Annual Finance Charge Percent 3-13Approval

Canceling P/O/S orders 6-7Credit limit/rating exceeded 5-4Credit orders 5-66Obtain credit approval password 10-11

Arrow Keys 1-16Automatically Generate Bar Code Number 2-3Automatically Release Sales Order 8-9Automatically Release Sales Orders 5-47

BBackground Printing 11-14Backorders

Filling 9-12Overview of inventory commitments and

backorders 9-1P/O receipts 9-6, 9-8Purchase orders for order lines 9-3, 9-7Release 8-13, 9-13To the customer 9-12Uncommit order line 9-10

Backorders ReportBasis for purchase order 9-4Description and sample report 11-16Drop ship lines 9-16Order comments printed on 3-8

Banner Page for Reports 11-15Bar Codes

Automatically assign numbers 2-3Item F/M 3-25

2

Index


P/O/S orders 6-18Scanning bar codes 6-18

Basis of Add-on 3-5Beginning of Day Procedure 4-3Bill of Lading

Freight marked as collect or prepaid 3-18Print BOL 8-34

Bill ToAddress 3-6, 5-18Copying orders 5-56Default for Ship To code 3-44File maintenance 3-6

Billing Address Type 3-44Browse Command

Definition 1-11Show report request status 11-47

Budget Summary 7-37By-pass Options

Print option questions 3-40Strip menu on Order DOLLAR lookup 5-58

CCalculate Quantity on Hand 2-3Calculation Type of Add-on 3-4Cancel Command

Canceling J orders 7-47Canceling P orders 6-8Canceling S orders 5-48Release 8-12

Cash (payment type) 5-25, 6-28Cash Bank 3-37Cash Customer 3-16Cash Drawer

Close cash drawer 10-7Error messages 10-7Open cash drawer 10-5Reprint cash drawer report 10-4Required for all payments 2-15Sales order payments 5-25Selling and drawer location 10-6Show cash drawers 10-4

Change Command 1-11Change Sales Orders

Released orders 5-51Unreleased orders 5-50

Change Sales Quotes to Sales Orders 5-62Check (payment type) 5-25, 6-29Clear Field Key. See “F8 Key”Close Cash Drawer 10-7COD Payment Type 5-26Collect Freight 3-18Commands

Add 1-11Browse 1-11Cancel 5-49Change 1-11Delete 1-11Exit 1-11Maint 1-12Order entry commands

Job orders 7-8P/O/S orders 6-8Sales orders 5-7

Print 1-12Search 1-12Shipping 8-25Show 1-12Sort 1-12

Comment Type 3-7Comments

File maintenance 3-7For selling location 3-8Job orders and quotes 7-18, 7-29On Backorders Report 3-8Order line 5-43P/O/S orders 6-22Printing options 3-8Sales orders 5-27, 5-43

CommissionBasis 3-35, 5-29Commission Amount 5-29Commissionable Amount 5-29Percent or amount 3-35, 5-28Sales orders 5-28

CommissionableAdd-on F/M 3-5Add-ons 6-20, 6-26Job order line items 7-27Job orders 7-24Line level add-on 5-41Order level add-on 5-21POS order 6-16


3

Index

Sales order line items 5-38Committed Quantity

Defined 8-8Compress Like Items 5-63, 7-54Compress Report Packages 11-47Consignee 8-35Contacts

Contact labels set in tailoring 2-20Customer contacts 3-12Selling location contacts 3-39

Conversion Factor. See “Selling Unit of Mea-sure”

Copy OrdersCopying line items 5-56Job orders 7-45Sales orders 5-53Update line item prices 5-57

Cost Budget for Job Order 7-36Cost Category

Add-on 3-5Job order add-on 7-16Sales order add-on 5-21

Cost CodeJob detail 7-35Job order add-on 7-27Job order lines 7-25

Cost of Add-onFile maintenance 3-5On P/O/S orders 6-27

Cost of Goods Sold Account 2-1, 2-5, 3-29Create Job from Job Order 7-39Credit Approval

Amount approved 10-11Credit rating exceeded 2-13Enter password on order 5-31, 10-12For credit orders 5-66Job orders 7-7Obtain password 10-10P/O/S orders 6-7Sales orders 5-3

Credit CardBank F/M for credit card sales 3-37CC payment for P orders 6-29Credit applied to 5-69

Credit Card (payment type) 5-26

Credit LimitCheck during order entry 5-3Customer credit limit 3-13

Credit Memo. See “Credit Orders”Credit Orders. See also “Orders”

Add-ons for credit orders 5-68Always print invoice for C order 2-17Comments on credit orders 5-69Invoice to apply to 5-66Line details 5-67Payment screen 5-69Payment types 5-66Sample invoice 5-70Summary screen 5-70When to use C orders 5-64When to use negative P orders 6-32

Credit RatingApproval required if exceeded 2-13Check during order entry 5-4Credit Rating file maintenance 3-9Customer credit rating 3-13Default credit rating 2-12Using "Check credit rating" 2-7Warning when defaulted from tailoring 5-

15Cross Reference for Item 3-25Customer

A/R information during order entry 7-10Address 3-15Cash customer 3-16Customer number 3-11Default payment type for 3-16Default sales rep for customer 3-14File maintenance 3-11Item price level 3-17MISC customer 3-14On J order 7-10On P order 6-10On S order 5-14Price group 3-14Purchase order for A/R credit order 3-

17, 6-13Ship via code 3-17Tax exempt number 3-13

Customer Pickup 6-12Customer Purchase Order

For C order 5-63

4

Index


For S order 5-19Customers

Show A/R information 2-13

DDate Promised Report 11-18Dates

Date needed 5-17, 6-12, 7-11Date promised 5-17End date for price break 3-31Fiscal period end date 4-6Last price date 3-21Order cutoff date for customer 3-17Transaction date 4-6Use question mark to clear date 1-16

Default Event Type for J orders 2-21Default Form Type 2-6Delete Command 1-11Disclaimers

Text for orders, pack lists and invoices 3-42

Text for quotations 3-41Discount Account 3-15Discount Type 3-12Division

Accounts for SOP D-1Copying orders 5-55Divisional accounts 2-6Job orders 7-11P/O/S orders 6-11Sales orders 5-16Selling location 3-37

DOLLAR Key. See also “F5 Key”Custom programs for 2-11Customer lookup 5-14Item listing during order entry 5-34Order number lookup 5-13Prefill subset options 2-11Subset for Quotes 5-58Subset for quotes 7-50

Double Space Items 2-19Downscreens 1-11Drawer Control Number

Open cash drawer 10-5

Drop ShipmentsJob order item 7-24Line items 9-15Print receipts for completed shipment 9-

20Processing steps 9-14Sales orders 5-37

Due Type 3-12

EEmployee Number 3-34End Key. See “F4 Key”End of Day 4-5

Effects in A/R 4-9Effects in G/L 4-10Effects in SOP 4-9Posting report 4-6

Enter Picking Data 8-20All items picked 8-21Scroll items 8-21Select items 8-21

Enter Shipping Data 8-24For select items 8-28Partial shipment 8-32Process shipments 8-30

Enter/Maintain Cash Drawer 10-3Error Key. See “F4 Key”Event Types

Defaults for updating J/S 2-21For updating J/S from a job order 7-40

Exit Command 1-11Explode Report Packages 11-47

FF1 Key 1-14F2 Key 1-14F3 Key 1-14F4 Key

Canceling P orders 6-8Description 1-14

F5 Key. See “DOLLAR Key”Description 1-15

F8 Key 1-16File Maintenance. See also names of individual


5

Index

filesF/M menu 3-1Set up order 2-24, 3-2

Fill Backorders 9-12Fiscal Date

Fiscal period end date 4-4Purge through 10-16

Foreground Printing 11-14, 11-48Form Options 3-40Freight Account 3-15Freight Terms

Bill of lading 8-34Collect or prepaid 3-18File maintenance 3-18Job order 7-13Order header screen 5-18

GGenerate Foreground Reports 11-48Go Key. See “F1 Key”Gross Profit

Changing percentage 5-38, 7-25For add-ons 3-5Job detail 7-36Maximum level of change without ap-

proval 2-14Update for order 5-23

HHelp Key. See “F2 Key”Hours/Man-Days Budget 7-36How to Use this Manual 1-1

IIndividual User ID 2-23Initial Cash in Drawer 10-6Inquiries 11-2

Inventory Status 11-3Open Orders By Customer Inquiry 11-7Open Orders By Item 11-8Order History Inquiry 11-9Order Inquiry 11-11Shipment Inquiry 11-12

Insert Key. See “F3 Key”

Integration with other modules 1-8Inventory Account 3-23Inventory Adjustments in Real Time 2-3Inventory Commitments

Backordered quantities 9-1Uncommit an order line 9-11

Inventory LocationDefault locations 3-38Job orders 7-23P/O/S orders 6-15Pick lists by location 2-16Sales orders 5-36

Inventory Price Listing 11-20Inventory Status Inquiry 11-3Inventory Transfers in Real Time 2-3Invoice Record Set (defined) 8-11Invoices 8-1

Automatically print for P and C orders 2-17

Disclaimer text 3-42For credit orders 5-70, 8-7For job orders 8-6For P/O/S orders 6-30, 8-7, 8-38For Sales orders 8-4Include all items 2-19Print invoices 8-39Purge invoices 10-15Reprint invoice 8-26Sales orders 8-38

Item DescriptionMisc Items 6-17

Item Detail LinesEnter for job orders and quotes 7-22Enter for P/O/S orders 6-14Enter for sales orders 5-33Structure for J orders 7-21Structure for P orders 6-3Structure for S orders 5-32

Item Price Level 3-17Items

Item file maintenance 3-19Labor items on quotes 7-55Misc item 3-25Non-material items on quotes 5-59, 7-52Serial numbers 3-22When converting quote to order 7-55

6

Index


JJob Details

Copy 7-45Create the job 7-39Detail item screen 7-35Overview 7-33Summary screen 7-34Update 7-45

Job NumberDefault job for customer 3-13On job order 7-14

Job Orders 7-1. See also “Orders”Budget summary 7-37Commands 7-8Convert to order from quote 7-53Copying 7-45Creating the job 7-39Credit approval 7-7Credit for returned items 7-7Drop ship lines 9-15Job name 7-14Order header screen 7-9Picking, shipping and invoicing 8-6Printing 7-43Processing steps 7-2Release 7-44Structure 7-3Tailoring 2-12, 2-21Template job 7-14User log-on 7-6

Job Quotes 7-51, 7-52Allow changes to unit cost 2-15Convert to orders 7-53Copying 7-45Non-material items on job quotes 7-52Order numbers 7-50Print a job quotation 7-53Processing steps 7-2

Job Template 7-14

KKeyboard 1-13Keys

Function and control keys 1-13

LLabor Items on Quotes 7-55Last Price Date 3-21Lead Time 2-19Leading Invoice Character

Order class 3-28Selling location 3-41Tailoring 2-17

Line Items. See also “Item Detail Lines”DOLLAR listing 5-34Order lines 5-35Structure, for job orders 7-21Structure, for sales orders 5-32

Line Level Add-onsJob orders and quotes 7-26P/O/S orders 6-19Sales orders 5-40

Line StatusJob orders 7-32P/O/S orders 6-24Sales orders 5-45

MMaint Command 1-12Managers Approval

Enter on order status screen 5-31Set password in Beginning of Day 4-4When updating gross profit percent-

age 5-23Material Cost Category 2-21Menus

File maintenance 3-1Inquiries 11-2Picking/Shipping/Invoicing 8-2Purge menu 10-14Reports 11-13SOP main menu 1-10

Miscellaneous Customer 3-14Miscellaneous Item 3-25

Item description, cost and UOM 6-17Unit cost 6-16


7

Index

NNegative Adjustment Account 3-23Normal Cost Code

Add-ons 3-4Item F/M 3-22

Normal JobItem F/M 3-22

Normal PhaseAdd-ons 3-4Item F/M 3-22

Number of Copies 3-40, 11-14

OOpen Cash Drawer 10-5Open Orders Inquiry

By customer 11-7By item 11-8

Order Add-ons. See “Order Level Add-ons”Order Class

Copying orders 5-54File maintenance 3-28Job orders and quotes 7-10Leading invoice character 3-28P/O/S orders 6-9Sales orders and quotes 5-14

Order Cutoff Date 3-17Order Date 5-17, 5-63Order Header Screen

Job orders and quotes 7-9P/O/S orders 6-9Sales orders 5-13

Order History Inquiry 11-9Order Inquiry 11-11Order Level Add-ons 2-14

Job orders and quotes 7-15P/O/S orders 6-25Sales orders 5-20

Order NumberFor job quotes 7-50For sales orders 5-13For sales quotes 5-58

Order Overrides Report 11-22Order Status Report 11-24Order Summary Screen

Job orders 7-37Sales orders 5-22

Order TypeCopying orders 5-54Default order type 3-38Job orders and quotes 7-10P/O/S orders 6-9Sales orders and quotes 5-14

OrdersAlphabetize and compress like items 5-

63, 7-54Copying orders 5-54Purge closed and canceled orders 10-18Update picking information 8-20

Organization Chart E-1Other Cost for Item 3-21Output Options

Default output form for module 2-6Defaults for selling location 3-40Pick lists 8-18Report package 11-45Reports 11-14

Outstanding Quote Report 11-28Override Commission 5-28

PP/O/S Orders

Accounts 6-23. See also “Orders”Add-ons 6-25Canceling 6-8Cash drawer required 10-3Commands 6-8Comments 6-22Crediting returns 6-32Default payment type 2-12Invoices and receipts 2-17, 6-30Picking, shipping and invoicing 8-7Print pick list 6-30Processing steps 6-1Quantity ordered 6-15Security measures 6-5Status of P/O/S order line 6-24Structure of a P order 6-3Tailoring 2-12

P/O/S User ID 2-23Pack Lists. See “Packing Lists”

8

Index


Packing Lists 8-33Disclaimer text 3-42Include all items 2-19Reprint 8-26

Packing Slips. See “Packing List”Partial Shipment 8-32Payment Type

Allowed payment types in tailoring 2-9Changing 5-24Copying orders 5-55Credit orders 5-66Customer 3-16Default for P/O/S orders 2-12Default for Sales orders 2-12Job orders and quotes 7-11P/O/S orders 6-10Quote converted to sales order 5-63Sales orders 5-16

Payment Type CodesCA, cash 5-25, 6-28CC, credit card 5-26, 6-29CK, check 5-25, 6-29COD, cash on delivery 5-26CR, A/R credit 5-26, 6-29

PaymentsFor P/O/S orders 6-28For sales orders 5-24Require cash drawer location 10-3

PhaseJob detail 7-35Job order add-on 7-27Job orders 7-25

Pick List Numbers 8-8Pick Lists

Created upon release of order 8-8Enter picking data 8-20For multiple Ship Vias on an order 8-11For selling location 8-17Lead time 2-19Output options 8-18Print for P/O/S orders 6-30Purge 10-15Sort and page break by location 2-16Sort options 8-17

PickingCredit orders 8-7Defaults 2-12

Enter/Maintain Picking Data 8-20Job orders 8-6Overview 8-1P/O/S orders 8-7Sales orders 8-4Show items 8-20Unpick all items 8-21

Picking/Shipping/Invoicing Menu 8-2Point of Sale Orders. See “P/O/S Orders”Posting

Post to A/R 2-6Post to G/L 2-6Purchase orders 9-6

Posting Report 4-6Prefill Options in Order DOLLAR Lookup

Sales rep subset 5-58Selling location subset 5-58

Prepaid Freight 3-18Price

Add-on 3-5Item price level price 3-27Item’s standard price; 3-21Last price date 3-21Price break from Price Matrix File 3-30Price group 3-23Price or Price Adjustment 3-31Unit price on DOLLAR lookup 5-34

Price Break 6-13Credit orders 5-66End date 3-31Job order 7-13Sales order 5-19

Price MatrixCustomer price group 3-14File maintenance 3-30

Pricing Exceptions Report 11-30Print A/R Credit Invoices 2-17Print Alignment form

Invoices 8-40Pick lists 8-18

Print as Separate Line 6-19Line level add-on 5-40Order level add-on 5-20

Print Command 1-12Print Invoices 8-39Printer Option 3-40


9

Index

Printer Option Code 11-15Printing

Background or foreground 11-14Company name 2-18Generate foreground reports 11-48Invoices 8-38Job orders 7-43Pick list for P/O/S orders 2-16Pick lists 8-15Print program name 2-19Sales orders 5-46Selling location form options 3-40

Process Shipment 8-30Profit Center of Order Class 3-28Profit Centers

Accounts for SOP D-1Purchase Order

Customer purchase order number 5-19Drop shipments 9-17Enter P/O for an order line 9-5Enter P/O for inventory 9-7Required for customer 3-17

Purchase Order ReceiptsFor inventory 9-8For sales order 9-6Post drop shipments 9-20To record drop shipments 9-19

Purge Invoices 10-15Purge report 10-17Using invoice date 10-16

Purge Orders 10-18Purge report 10-19

PurgingCanceled orders 10-16

QQuantity Available to Sell

For job order 7-23For sales order 5-36

Quantity BudgetJob detail 7-36

Quantity OrderedFor P/O/S orders 6-15For sales order 5-36

Quantity Returned 5-67

Quantity Shipped 8-35Quantity to Commit 9-12Question Mark 1-16Quotations

Disclaimers 3-41Print a job quotation 7-53

Quote Sections 2-15Quotes

Add-ons for job quotes 7-52Line items for job quotes 7-51Line items for sales quotes 5-60

RReal Time Inventory Adjustments and Trans-

fers 2-3Receipt for P Order 6-30Reinstating

Job order 7-49Job order lines 7-49Sales order 5-49Sales order lines 5-49

Release an Order 8-8, 8-11Automatically release S orders 2-16, 8-9Backorders 8-13, 9-13Cancel release of an order 8-12During order entry 8-10How to change a released order 5-51Job orders 7-44Option on Picking/Shipping/Invoicing

Menu 5-47Release during order entry 5-47Show items 8-12

Report PackagesExplode and Compress 11-47Print reports in a report package 11-45

Reports 11-13Backorders Report 11-16Banner page 11-15Date Promised Report 11-18Generate Foreground Reports 11-48Inventory Price Listing 11-20Order Overrides 11-22Order Status 11-24Outstanding Quote Report 11-28Pricing Exceptions Report 11-30Sales Analysis - Monthly 11-36

10

Index


Sales Analysis by Invoice 11-34Sales Analysis by Item 11-32Sales Rep Commissions Report 11-38Shipment Report 11-40Shippable Backorders Report 11-42Show Report Request Status 11-46User defined 11-44

Reprint Cash Drawer Report 10-4Restock Fee 5-68Retainage Account 3-15Reurn Key 1-16Revenue Contract on Job Order 7-36

SSales Account 3-4, 3-15, 3-29

Default for SOP 2-5Define in General Ledger 2-1Order level add-on 5-21POS Order 6-19

Sales Analysis ReportBy invoice 11-34By item 11-32Monthly 11-36

Sales BudgetCompare to performance 11-36File maintenance 3-33

Sales Order ProcessingOrganization chart E-1Schematic flow diagram C-1

Sales Order Processing ModuleConventions used in this manual 1-3Features 1-4Integration with other modules 1-8Posting options 2-6Tailoring 2-4

Sales Orders. See also “Orders”Cancel 5-48Commands 5-7Copying 5-53Crediting returns 5-64Default payment type 2-12Disclaimer text 3-42Drop ship lines 9-15Order header 5-13Overview 5-1Picking, shipping and invoicing 8-4

Printing 5-46Processing steps 5-2Reinstate 5-49Releasing for picking/shipment 5-47Structure 5-9, 5-13Tailoring 2-12

Sales Quotes 5-60Allow changes to unit cost 2-15Credit checking 5-58Non-material items 5-59Order number 5-58Processing steps 5-2

Sales Rep 3-33Compare budgets to performance 11-36Copying orders 5-55Default from User ID or Customer 2-13File maintenance 3-34For order 5-15, 6-10, 7-11

Sales Rep Commissions Report 11-38Scanning Bar Codes 6-18Schedule Report 11-14Scheduled Ship Date

Job orders 7-11Printing pick lists by 8-17Sales order 5-17

Schematic Flow Diagram C-1Screen Display Name 3-36Screen Pointer Key 1-16Screen Pointers B-1Scroll Items

Enter pick data 8-21Enter ship data 8-27

Search Command 1-12Sections

Job quote sections 7-51Sales quote 5-60Use quote sections 2-15

Select Items for Shipping 8-26Selling Cost

Add-ons 5-42, 6-21, 7-17Order level add-on 5-22

Selling Location 3-36, 8-39Address 3-37Comments 3-8Contact labels 2-20Contacts 3-39


11

Index

Disclaimers 3-42File maintenance 3-36Form options 3-40Open cash drawer 10-5Printing pick lists 8-17Quotation disclaimers 3-41

Selling PriceLine level add-ons 5-42Order level add-on 5-22

Selling U.O.M.. See “Selling Unit of Measure”Selling Unit of Measure 3-20Serial Numbers

P/O/S orders 6-17Serialized flag for item 3-22Shipping 8-28

Ship CompleteBackorders 9-1Job orders 7-13Sales order 5-18

Ship ToAddress 3-15, 3-44Copying orders 5-55File maintenance 3-43

Ship To AddressAddress on job orders 7-12P/O/S order 6-12Sales order 5-17

Ship ViaBill of lading 8-35Default for customer 3-17Default for Ship To code 3-44Default set in tailoring 2-13File maintenance 3-45Job order 7-12Order header screen 5-18Order lines 5-38, 7-24Print pick lists by ship via 8-17Separate pick lists for each ship via 8-12

Shipment Report 11-40Shippable Backorders Report 11-42Shipping

Credit orders 8-7Enter/Maintain Shipping Data 8-24Job orders 8-6Overview 8-1P/O/S orders 8-7Process shipments 8-30

Reprint B.O.L., pack list, invoice 8-26Sales orders 8-4Show items 8-25Void ship data 8-37

Shipping Inquiry 11-12Show Cash Drawers 10-9Show Command 1-12Show Items 8-20

Releasing an order 8-12Show Report Request Status 11-46Signing On 1-9Sort Command 1-12Special Utilities for Startup 2-22Standard Cost 3-21Standard Output Form 2-6Startup

Special Utilities Menu 2-22Tailoring 2-1

Status CodesJob orders 7-10Job orders and quotes 7-19P/O/S orders 6-10Sales orders 5-15, 5-30

Status of LinesJob orders 7-32P/O/S orders 6-14Sales orders 5-45

Status of Selling Location (A/I) 3-37Strip Menu 1-11Subset Options

DOLLAR screens for orders/pick # 2-11Summary

Job orders and quotes 7-37

TTailoring

General info screen 2-5Job orders 2-21Order taking 2-12Picking, shipping and invoicing 2-16Preparation for tailoring 2-1Print control defaults 2-18Purchase Order/Inventory module 2-2Sales Order Processing module 2-4Selling location contacts 2-20

12

Index


Tax Exempt 5-56, 6-12Credit orders 5-66Default number from customer’s Tax

ID 2-15Job order 7-13Number 3-13Sales orders 5-19

Tax ID Number 3-13Tax Jurisdiction 5-56

Credit orders 5-66Customer 3-13Job order 7-13P/O/S orders 6-12Sales orders 5-18Selling location 3-38Ship to 3-44

Taxable 5-41, 6-16, 6-20Add-ons 3-4Customer taxable status 3-13Order level add-on 5-21Order line 5-37

Template Job 3-29Transaction Date 4-4

UUncommit an Order Line 9-11Unit Cost

Allow to be changed on quotes 2-15Order item 5-38, 7-25P/O/S orders 6-16

Unit of Measure 5-34Inventory unit of measure 3-20

Unit Price 5-34Order item 5-37, 6-15, 7-23Price break 5-37

Unit Weight 3-22Unpick All Items 8-21Update J/S

Event types to use 7-40Update Line Item Price 5-57Use Average or Standard Inventory Cost 2-7Use Inventory Quantities 2-3Use Profit Centers in Order Class 2-6User Defined Reports 11-44

User ID Definition 2-23, 6-5Access to G/L accounts 5-41

User Log-onJob orders and quotes 7-6P/O/S orders 6-5Sales orders and quotes 5-12

VVoid Ship Data 8-37

1. Information that you feel should be included:

2. Identify any information that you feel should be removed:

3. Errors and page numbers:

4. Formatting problems in documentation:

Your comments and suggestions are appreciated and will help us improve our documentation.

PLEASE PRINT

Your Name:

Company:

Address:

City State

Zip Phone

Documentation Comment FormSales Order Processing 7.6c

Return to: Shaker Computer & Management Services, Inc.Attn: K. EnglandPO Box 757Latham, NY 12110(518) 786-7200