Program Description
This program can be found on the Billing Data Entry menu (BI-1-1). It works in conjunction with the Credit Memo Entry program.
Rev 13 Changes
Program changes were made to write the Serial Cost into the Sales Analysis Master (SALID) data file, not the Item Cost.
Also, program changes were made to correct the Item Description, so that it displays before entering in the quantity. Changes were also made to write the serial cost into the Sales Analysis Master (SALID) data file, not the item cost.
Also, changes were made to correct the Item description, so that it displays before entering in the quantity.
Prior to Revision 13, a profit margin message would display on the screen during Invoice Entry, Credit Memo Entry, Order Entry, Order Release and Order File Maintenance with the profit margin was below 20%. This number can now be any number that is needed because it was added to field 40. % For Profit Margin In Invoicing in Billing Control File Maintenance (0=No Profit Msg Will Display). If this number is 0, the programs will not do the profit margin check. Note: the profit margin will not be checked on items on kit if the global percentage is set to 0, if the extended net price is less than 0 or if the cost lockout is turned to Y. Profit margin is calculated by taking: (cost X 100 / (100 - global percentage).
Example:
If Cost is 12.25 and Percentage is 15%
(12.25 X 100) / (100-15) = 14.4117
Since the original cost does not have a 3rd or 4th decimal position, the cost with profit margin is rounded to 14.41.
If Cost is 11.1234 and Percentage is 15%
(11.1234 X 100) / (100-15) = 13.08635
Since there is a 3rd and 4th decimal position, the cost with profit margin is rounded to 13.0864.
Field 38. Skip Disc % Field In Inv Entry And Order Entry (Y/N) has been added to Billing Control File Maintenance. If this field is set to Y, the Invoice Entry, Credit Memo Entry, Order Entry, and Order File Maintenance programs will skip over the discount percentage field during entry of the line items. If the discount was entered in the overrides of the invoice or order, or if the line has contract pricing or quantity breaks with a percentage discount, the discount will be taken. This can not be overridden.
A new global field was added to Billing Control File Maintenance. This field is 39. Skip Comm Penalty In Invoice Entry And Order Entry (Y/N). If this field is set to Y in Invoice Entry, Credit Memo Entry, Order Entry, and Order File Maintenance, the commission penalty amount will not be prompted when the price entered is 0. The program will assume a $0 Commission Penalty amount.
The ability to have Cost Lockout Per Security User ID and the ability to have Partial Cost Lockout has been added. If Cost Lockout is set to Y, that means that the operators can not see the cost or change the cost in Invoice Entry, Credit Memo Entry, Order Entry, Order File Maintenance, Order Release, Service Invoicing, Machine Inquiry By Item Number, Detailed Machine Inquiry, Item Inquiry By Warehouse, Stock Status Inquiry, and the Summary Sales History Inquiry within the Stock Status Inquiry. If the Cost Lockout is set to N, the cost can be seen or changed in the above locations. This global field has been changed to Cost Lockout Y'es, N'o, P'artial. Partial implies that the cost can be seen in the above locations, but can not be changed. If the Security Module is activated, this can set per Security ID. This is done in Security Master File Maintenance. If this field is left blank in the Security ID or the Security module is not activated, the programs will look to the Cost Lockout global field set up as a default.
In Invoice Entry, Order Entry, Order Release, and Order File Maintenance, there was a problem if a negative "each" quantity was entered. The quantity changed to 65000. This has been corrected.
The Non-Chargeable Consumable File (NONCHG.DT) has been created. This file stores Product Classes and/or Item Numbers that should be non-chargeable by Service Plan. For example, a Service Plan of TI may imply that toner is included. TI should be added to the Non-Chargeable file with either the Toner Product Class(es) or the Toner Item Numbers. Invoice Entry, Credit Memo Entry, Order Entry, Order File Maintenance, and Service Invoicing have been changed to look at this file. In order for this enhancement to work, access the customer by serial number/machine ID and make sure that service plan linkage is activated. The service plan of the machine entered will be used in the line item portion to determine if the consumable is non-chargeable or chargeable. After an item is entered, the normal price will display on the screen. Once the quantity is entered, the program will check to see if the Service Plan/Item Number or Service Plan/Product Class of the item number are in the Non-Chargeable Consumable file. If so, a message stating Non-Chargeable Consumable- Service Plan = XX will be displayed and the price will default to 0. There is the option to override the price. If Shift 6 (^) is entered to go back to the quantity field, the price will go back to the normal price. If it is a non-chargeable consumable, the discount % will change to 0 and the quantity break and contract pricing checks will not be done. Also, the message stating Item Has No Unit Price-Please Enter will not be displayed. Items on predefined kits do not use this logic, but items on free-flowing kits use this logic.
During Coupon Entry, internal program changes were made to correct the calculation of the expiration date of the coupon if the calculation is for the year 2000. The display appeared as / /68. This has been corrected.
There is now the option to display the subtotal of the invoice or credit memo during Invoice Entry and Credit Memo Entry. This is activated by changing field 44. Display Subtotals During Invoice / CM Entry (Y/N) to Y in Billing Control File Maintenance. The subtotal is displayed when END is entered at the item number prompt to go to the N'ext, P'revious, A'dd, C'hange, D'elete, E'nd prompt. The subtotal will consist of a Temp total (total of extended amounts), Shipping (which is 0 since freight was not entered yet), Tax (this includes tax and city tax if activated), and Subtotal (temp total plus tax). This may slow down the invoice entry and credit memo entry processes. This feature can be deactivated by changing field 44. Display Subtotals During Invoice / CM Entry (Y/N) to N. If the customer has invalid tax codes or city tax codes, the line items with those tax codes will not be included in the tax. When ending out of the Invoice Entry or Credit Memo Entry, the program prompts for a valid tax code or city tax code and a valid tax amount is calculated at that time.
In Invoice Entry, Credit Memo Entry, Order Entry, Order File Maintenance, and Service Invoicing, there is now the ability to do sales rep splits that are not a 50% /50% split. If sales rep per line item is activated, the program will default to the sales rep(s) and sales rep 1 percentage entered in the header of the invoice or order. See screen sample below. There is the option to override them or return to accept default. If the sales rep is split and a line item is not to have a split, enter 100 at the sales rep 1 percentage. The program will then assume no split should be done on the line and the sales rep 2 will default to 0.
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CM Cust.No. Cust.PO./Refer Class Date Disc Terms Tax1 Tax2 Slm Inv.No Hdr 7888888 1 3/04/00 1.0 1 10 10 1 1057 ----- S o l d T o --------------- S h i p T o ------------------------------- LAX CROSSE MANAGEMENT SYS LAX CROSSE MANAGEMENT SYS S/Via U.P.S. SUITE 202 SUITE 202 From 2350 SOUTH AVENUE 2350 SOUTH AVENUE Spec 123211111111112 LA CROSSE WI 54601 LA CROSSE WI 54601 A/R# 7888888 Co 1 ------------------------------------------------------------------------Br 1 Item UM Description Ord Ship B/O Disc Price Extend 1 PAPER CS 696 BOND PAPER 1.0 81.1200 Warehouse 1
2 FRANK KELLER 4 JON OLSON 3 J. MATHERS 100 JOHN NORRIS 100 JOHN NORRIS Sales Rep # 1: 1 Sale Rep # 1 Percentage: 80 % Sales Rep # 2: 2 |
If branch per line item was activated in the header, the branch numbers will be prompted after the sales rep numbers. The option to do branch splits was also added. See sample below. If there is a branch split and there is not to be on a split on a line item, enter 100 at branch 1 percentage and the program will assume branch 2 should be 0 and no split is being done.
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CM Cust.No. Cust.PO./Refer Class Date Disc Terms Tax1 Tax2 Slm Inv.No Hdr 7888888 1 3/04/00 1.0 1 10 10 1 1057 ----- S o l d T o --------------- S h i p T o ------------------------------- LAX CROSSE MANAGEMENT SYS LAX CROSSE MANAGEMENT SYS S/Via U.P.S. SUITE 202 SUITE 202 From 2350 SOUTH AVENUE 2350 SOUTH AVENUE Spec 123211111111112 LA CROSSE WI 54601 LA CROSSE WI 54601 A/R# 7888888 Co 1 ------------------------------------------------------------------------Br 1 Item UM Description Ord Ship B/O Disc Price Extend 1 PAPER CS 696 BOND PAPER 1.0 81.1200 Warehouse 1
2 FRANK KELLER 4 JON OLSON 3 J. MATHERS 100 JOHN NORRIS 100 JOHN NORRIS Branch # 1: 1 Branch 1 Percentage: 80 % Branch # 2: 2 |
If sales rep per line item is activated on a predefined and free-flowing kit, the program will prompt if the sales rep should be overridden per line item. If Y is entered, the program will allow a sales rep to be entered per line item on the kit. See sample below:
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CM Cust.No. Cust.PO./Refer Class Date Disc Terms Tax1 Tax2 Slm Inv.No Hdr 7888888 1 3/04/00 1.0 1 10 10 1 1057 ----- S o l d T o --------------- S h i p T o ------------------------------- LAX CROSSE MANAGEMENT SYS LAX CROSSE MANAGEMENT SYS S/Via U.P.S. SUITE 202 SUITE 202 From 2350 SOUTH AVENUE 2350 SOUTH AVENUE Spec 123211111111112 LA CROSSE WI 54601 LA CROSSE WI 54601 A/R# 7888888 Co 1 ------------------------------------------------------------------------Br 1 Item UM Description Ord Ship B/O Disc Price Extend 1 PAPER CS 696 BOND PAPER 1 1 1.0 80.3100 80.31 2 PKIT KT PREDEFINED KIT 1 1 1.0 99.0000 99.00 Override Sales Rep Per Line Item On The Kit (Y/N) |
If the branch per line item is activated on a predefined and free-flowing kit, the program will prompt if the branch should be overridden per line item. If Y is entered, the program will allow the branch to be entered per line item on the kit. See sample below:
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CM Cust.No. Cust.PO./Refer Class Date Disc Terms Tax1 Tax2 Slm Inv.No Hdr 7888888 1 3/04/00 1.0 1 10 10 1 1057 ----- S o l d T o --------------- S h i p T o ------------------------------- LAX CROSSE MANAGEMENT SYS LAX CROSSE MANAGEMENT SYS S/Via U.P.S. SUITE 202 SUITE 202 From 2350 SOUTH AVENUE 2350 SOUTH AVENUE Spec 123211111111112 LA CROSSE WI 54601 LA CROSSE WI 54601 A/R# 7888888 Co 1 ------------------------------------------------------------------------Br 1 Item UM Description Ord Ship B/O Disc Price Extend 1 PAPER CS 696 BOND PAPER 1 1 1.0 80.3100 80.31 2 PKIT KT PREDEFINED KIT 1 1 1.0 99.0000 99.00 Override Branch Per Line Item On The Kit (Y/N) |
13. Program logic was added for Variable Quantity coupon books. When entering the items being credited on a Variable Quantity coupon book, a number with three decimal positions can be entered for the quantity. All files will be updated correctly with the exception of the Invoice Line Item file (INVLID). Since that file does not have decimal positions in the quantity field, a quantity of 1.235 will be stored as 1235. The Order/Invoice Inquiry and Invoice Printing programs have been changed to print these quantities with three decimal positions. However, any Application Manager Reports or other reports that use it will print the quantity incorrectly and thus, the extended price will be incorrect.
Click on the book to learn more about the Coupon system.