Release Notes – March 2010 – November 2010

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Order & Quote Entry System

1. New System Flag – Show existing Sales Orders – When an item is on an Order and a User adds a new line item with the same Product the system will show the existing order(s) in the system. This could help prevent duplicate orders being entered. This flag is defaulted to Yes in the Upgrade and can be changed in Entity and System Flags – Accounts Receivable – Existing Orders Alert during Order Entry?
2. New Feature – Move Lines Not Allocated – If you have an order that is partially allocated and you would like to call the order complete and start a brand new order with the remaining un-allocated items you can now do this with this new feature. After selecting the Order you have an option to move partially allocated lines or only lines that are not allocated at all. The system will create a brand new order with those items. This is located in Order & Quote Entry, Duplicate & Merge Orders – Move Lines not Allocated.
3. New Feature – Merge Orders – This new feature will enable Users to combine any number of Open Orders for a Customer. After selecting a Primary Order to merge into, there are options to help the selection process. You can choose from a list of Sales Orders that is created based on your selection of criteria. Users can isolate the orders they would like to merge based on Type of Order, Purchase Order Number, Allocated or not, Backorders and Shipping Address.

   The system will present all Sales Orders for that Customer that fit the criteria you select. Orders will be presented on the screen and can be added or removed before verifying that you would like to absorb the order lines into the primary Order. When viewing Orders that were merged, the system will indicate in the Inquiries that those orders were merged.

4. Fields added to report – When running the Expedite Salesperson Orders located in Order Reports, Scheduling and Expediting Reports. There is a new option to include the detail of PO’s and PPO’s if there are open documents for the products on Sales Orders.
5. New Feature – Un-Allocate Orders. When in Allocate Orders there is a new option to Un-Allocate all lines on an Order. The system will ask the user to confirm and then all allocations will be removed.
6. Expanded Options on Flag – Show Customer Instructions – previously this flag was a Yes/No Question to pop up Customer Instructions when Allocating. This flag has been expanded to give options. Customer Instructions can now pop up when entering an Order, when allocating an order, both in entry and allocation or Never. This flag is located in Entity and System Flags – Order Entry.
7. New Feature – When in a Sales Order Detail Line, when the F3 Key is set to show Sales History, if the Customer has not purchased an item in the Past, Users will now get a scroll box with No Match Found instead of the message “This customer has never purchased this item”. This way the User can still press The F3-Product Inquiry from the sales history screen.
8. New Inquiry – Order Exception Inquiry – This new inquiry is designed to isolate line items on Sales Orders that either have a zero cost or a zero selling price before invoicing. Options include choosing to include Allocated or Un-Allocated Lines as well as Cost and or Sell being zero. This way Orders/Inventory can be corrected before the invoice is created. This new inquiry is located in Order Reports, Allocated Reports – Sales Order Exception Inquiry.
9. New Feature – Allocating Scheduled Orders – When allocating a Sales Order that has quantities scheduled with the order scheduling feature the system will now only allocate the first schedule quantity when using the Allocate Line or Allocate All functions. Users can drill into the line item and change the quantity shipped. A line has also been added to show the User the total quantity ordered as well as the scheduled quantity when drilling into a line item in Allocate Inventory.
10. New Flag options – Orders-Minimum Quantity Order Warning – The options for this existing flag have been expanded. When entering a Sales Order this system flag can be set to the following warning options: No Warning, Warn when Below Minimum Quantity, Warn when Not a Multiple of Order Minimum Quantity, Warn when Below Packaging Quantity, Warn when Not a Multiple of Packaging Quantity.

    This flag can be changed in Entity & System Flags – Order Entry Screen 4 of 5.

Purchase Order System

1. Report Change – Merchandise Receiving Document – When printing this report and answering No to include Allocated Orders the system was skipping lines that had any quantity allocated. It will now send out any quantity that is unallocated instead of skipping the line entirely.
2. New Feature – You can now convert more than one RFQ into a Purchase Order. As long as the vendor on an RFQ is the Same as the Vendor on a PO you can convert an unlimited number of RFQ’s into one Purchase Order in the Request for Quote System.
3. New Auto Replenishment Flag – Use Usage for Qty Needed & Date Est – If this flag is set to No the system will not forecast usage but will only consider current documents in the system along with the re-order point and max qty to stock.
4. New Feature – Reverse partial P.O. Line items. When reversing a PO Receipt Users will now be prompted to make a choice – Reverse to Open PO or Reverse to Received Status.

   When reversing a PO Receipt to Open Po Status Users can select which lines they would like to reverse. There are function keys/buttons that can be used to toggle the reversal status. All lines Marked as Yes will be reversed. If all lines are not reversed the reversed lines will be placed on the next revision for the selected P.O. All transactions will be reflected in the Cardex.

   When reversing a PO Receipt to In Process Status the PO will be put back in process so that the line items can be changed and then updated again. When reversing a PO to In Process Status all line items must be selected for reversal. All transactions will be reflected in the Cardex.

Processing Purchase Order System

1. New System Flag -Skip Tag Detail in Quick PPO – If you use the Quick PPO options and do not need to enter additional tracking information this new flag will speed up the Quick PPO Send and Receive process, skipping multiple screens that are not necessary unless you need to add Manufacturer information or multiple locations

   This new flag is located in Entity and System Flags – Purchase Orders, Screen 3 of 3.

2. New Feature – PPO Expense items can now be written off directly to the Asset Account of the Expense Product instead of posting to the Accrued Payable Account. If you are using the PPO system for internal kits and would like to reduce an expense such as Shipping Supplies because you used a box in your PPO this new feature will enable you to do so.

   This is setup on a vendor by vendor basis. The new field in the Vendor Master File is called PPO Expense Logic, the default in the Vendor Master File is set to Accrued Payables. If you would like to change this flag it is located in Enter & Edit Vendors, More, More.

Accounts Receivable

1. New Menu Option – Print Range of Statements – This new option has been added to the Send Statements Menu. Previously you could print a Range in the first selection Print Customer Statements, this selection has now been changed so that you can repeatedly select random customers without reselecting the program.
2. More information available – When in a Customer Inquiry and viewing additional Customer Addresses you can now drill in to see more detailed information.
3. New Cost Option on reports. Some companies maintain a Standard Cost for the purpose of paying salesperson commissions and or pricing products. There are select reports that have offered Standard Cost as an option to Actual Cost. In the past when reports were generated using Standard Cost the Standard Cost that was used was the Standard Cost at the time of the transaction. We have now added another choice for Standard Cost. Current Standard Cost is a new option in addition to the old Standard Cost which is now referred to as the As Of Standard Cost. Now you can update the Standard Cost and run a report using the cost you most recently created. An example of one of these reports is the Sales Journal by Salesperson – All Totals which is located in the Accounts Receivable Reports, Sales Journals.
4. New Feature – Remove Bins by Customer – You can now remove all of a Customers Bins with a function key in Enter & Edit Customer Bins. The system will ask the User to confirm the removal of the Bins. Once they are removed they cannot be restored. You could then import new bins for the Vendor Managed Inventory System.
5. New Report Options – Invoices in Process Register – When this report is produced and the Detail Lines are included you now have the option of including the Product Code, Product Description or Both. This will enable you to include the most important information on this report when there is not enough room for all of the data.

   The Invoices in Process Report can now also be generated to only include invoices up to a specific date. The default is the current date.

6. Report change – When exporting the Customer Extra Address List the system will now include the Customer Code field.
7. New Feature – Cut-off Date has been added to Send Invoices in Process. If you would like to use the Send Invoices in Process feature that will automatically either Print, Fax or E-mail your Customers invoices this new field will enable you to only send out invoices up to a particular date. This is helpful for companies that need to print an internal copy to check over before sending out the invoices. This allows time to check them over and only send those invoices from the previous day for example. Meanwhile Users can be creating new invoices to be processed the next day.

   When updating Invoices there is also a Cut-off Date question that you would make the same date as you used in the Sending of Invoices.

8. New Question for Statements – When sending Customer Statements there is a new option – Include Un-Applied Balance Invoices – The default answer will be Yes. If you would like to skip including Un-applied Balance Invoices simply answer No to this question when sending statements.
9. New Flag – Cost to be used on reports – When running select reports Users can choose to use Actual Cost (most common), As of Standard Cost, or Actual Standard Cost. This Flag can be set to the most common way you run these reports and can also be changed on the fly. This flag is located in Entity & System Flags – Accounts Receivable. The default is Actual Cost.

Accounts Payable

1. New Feature – Multiple Month Invoice Posting. When entering an invoice in Accounts Payable you can now spread the expense over multiple months for more accurate financial reporting. After you enter the invoice amount you would code the invoice to a balance sheet account. You can then enter an unlimited number of dates and amounts into the future using the future dates you would like to reflect the expense. An example might be real estate taxes. You could code the entire amount to a pre-paid expense account and then break out a percentage for each month covered in the bill.

   The system will move the amounts each month from the balance sheet account to the expense account enabling more accurate reporting.

2. New Feature – When Using Prepare Checks by Date the system will automatically bring up the invoices selected for Payment after the system chooses the invoices that fall within the payment criteria. In the past Users had to go into a separate menu selection to edit the selected invoices. After exiting additional changes can be made to the batch of invoices selected for payment through Edit Prepared Invoices.
3. New fields for export – When exporting Vendor Alternate Products through a vendor inquiry in Basic Information, Parts, The Product Classification and Primary Vendor have been added to the information that can be exported to Excel.
4. New Report Option – The Checks in Process Report used with Enter & Edit AP Checks now has an option to include the distributions from the invoices paid. If you choose not to include the distribution information this report serves as a nice check register representing the check prepared in the batch.

Sales Analysis

1. New Option – When viewing the Customer Recent Sales Inquiry – through a Customer Inquiry or while you are in a Sales Order there is a new option – Sort by Date.
2. New Field for Export – Customer State has been added to the Sales Report – Major Accounts. This report is located in Customer Sales Analysis, Major Account Reports. This is not an option when the report is summarized by Major Account Group.

Inventory

1. New System Flag – Automatically Update Standard Cost from Avg Cost? If this flag is set to Yes each time an inventory record is saved the Standard Cost Field will be updated from the Average Cost unless the Average Cost is Zero. Average Cost is a calculated field which divides the Total Value by the Quantity On hand. If there is no on-hand inventory the Average Cost is zero. Standard Cost is not a real cost and can be used in a limited number of reports and in one of the pricing structures. Some companies choose to pay commissions using a Standard Cost instead of Actual Cost. This new flag is located in Entity & System Flags – Inventory.
2. New Inquiry – Product Entry Inquiry. This new Inquiry will present a list of Products that were entered into the system within a chosen date range. The system will show the Product Code, Description, User that added the Product along with the date and time. This information is presented in a scroll box and can be exported into Excel.
3. New Field added to report – Inventory Cost Status Report – When exporting this report to Excel a column has been added for the Last Sale Date of each Product.
4. New User Flag – Add PPO Usage to Sales Qty in Expert with Stocking Inquiry. Users that have their Product Inquiry Style Flag set to Expert with Stocking have a new option. When using this inquiry style the system can now display Qty Used instead of Qty Sold on the first screen. When displaying Qty Sold – which is the default this quantity will contain the number of pieces sold. The new Option Qty Used will add the components used in PPO’s to the quantity Sold so this number would represent the total usage of the product instead of just sales. This flag Add PPO Usg to Sales Qty in Expert w/Stkng Inq is located in User Flags – Inventory. It is the 4th question on the first screen of flags.

   If you choose not to add the quantity used on a PPO you can see total usage in the Usage Screen.

5. New System Flag – Allocate All Order/PPO Lines Based on – The choices are Default Location and FIFO or Only 1 Lot/Loc to choose from. The way the system has worked in the past is that if there is only 1 Lot/Location combination to choose from the system would automatically allocate from this location when Allocate or Send All was chosen. Now there is a new option – if you are using Default Locations the system will allocate automatically from the Default Location in FIFO order when there are multiple lots. This flag can be changed to use the new method in Entity & System Flags – Order Entry – Screen 5 of 5.
6. New Menu consolidating Lot Maintenance routines. A new Menu has been added to the Inventory System – Lot Tracking Maintenance. This is the 5th choice in the Inventory System, replacing Change Product Cost. Change Product Cost is now located in this menu and is called Edit Product Lot Cost. This menu now also has the Change Product Locations menu, Editing of Lot Label Comments, Editing of Manufacturing Information within Lots, Entry of Weights as well as some License Plate maintenance items used in the Wireless Warehouse.
7. New Flag – Cost to be used on report – When running select reports Users can choose to use Actual Cost (most common), As of Standard Cost, or Actual Standard Cost. This Flag can be set to the most common and can also be changed on the fly. This flag is located in Entity & System Flags – Accounts Receivable. The default is Actual Cost.
8. New Flag – Show UOM in Detail Scroll Box – If it is important for Users to see the Unit of Measure in the scroll box when entering or inquiring on documents this flag can be set to Yes. The Unit of measure will then be displayed. When this flag is set to Yes the description field will be reduced to accommodate the added unit of measure information.

   The length of each field in the scroll box can be changed in Detail & Scroll Line Flags which is located in Entity & System Flags.

9. New User Flag – Show License Plate Number in Grid – If this User Flag is set to Yes the License Plate Number which is used with the Wireless Warehouse system will be displayed in the Lot Tracking Detail Screen next to the Lot Number. This flag can be changed in User Flags – Inventory, Inquiries.

General Ledger

1. Report Change – The Journal Entry Report will now be presented in a scroll box/grid when presented to the Screen.

Sales Analysis

1. New Field for Export – Customer State has been added to the Sales Report – Major Accounts. This report is located in Customer Sales Analysis, Major Account Reports. This is not an option when the report is summarized by Major Account Group.

Utilities

1. New Display option – Companies can now choose to display the Unit of Measure fields on the detail line screens of Sales Orders, Purchase Orders and Invoices. If the system flags are changed to display the unit of measure less space will be left for the description field. This can be setup in the system setup, Detail Scroll Line Max setup.
2. New Security Flag – Allowed to Change Customer Credit Hold Status. This new flag is located in Enter & Edit User Permissions on the 4th screen. If this is set to No the User will not be able to apply or remove the Credit Hold Status on a Customer.
3. Document Scanning – Certification can now be scanned in during the Receiving Process in the Receive Tracking Detail Screen. There is a new Function Key/Button that will prompt the User to scan the document.

Branch Features

1. New Feature – When entering a Branch Transfer – Branch Available Quantities have been added to the Detail lines in Enter & Edit Transfers.