Program Description
This program can be found on the Inventory File Maintenance menu (INV-3-10). It allows you to add, change or delete an ECF (Equipment Control Form). Once an ECF is added or changed, the prompt Do You Wish To Print The ECF Form (Y/N) will display. If N is entered, the cursor will return to the add, change, or delete prompt. If Y is entered, the printer selection will be displayed and the operator will be prompted to select a printer. The ECF will then print. No alignment pattern will be printed when the forms are printed in this manner, because an assumption is made that the ECF forms are in the printer at all times. If the forms are out of alignment, or the forms are put into the printer the first time, the operator can go through the ECF Printing program and choose to print a specific ECF Number, then print the alignment pattern to line up the forms.
There are two additional fields in Billing Control File Maintenance (BI-3-1-18-2). These are Next ECF Number (field 35) and Last ECF Number That Was Printed (field 36). The Next ECF Number field should be set to the number you would like to start using for ECF Number. This should not be changed once ECF forms are entered. The Last ECF Number That Was Printed field should be set to the same number that is placed in the Next ECF Number field. This field is used when the All Unprinted ECF’s program is run in ECF Printing. This field will act as a starting point for the program. It also should not be changed once ECF forms are entered.
If you have the Customer Care module, you need to go into Accounts Receivable Control File Maintenance (BI-3-1-18-0) and change field 28 ECF File Maintenance Available In Customer Care Y/N to Y. Make sure everyone is off the system when you go into Global File Maintenance.
Changing an ECF
When entering C to change an ECF, the ECF Number prompt will display in order to be changed. Once the ECF number is validated, screen 1 is displayed. This contains general ECF information, and also information about Delivery.
The operator can enter the field numbers to be changed and new data in these fields.
Press enter at the fld prompt to go to screen 2, which contains Pickup information.
Pressing enter at the fld prompt on screen 2 will update any changes made by the user and the cursor will return to the add, change, or delete prompt.
Entering P at the fld prompt on screen 2 will allow the user to return to screen 1.
Enter a forward slash (/) at either the fld prompt or new data prompt to end out of the program without any changes saved.
Enter Shift-6 (^) at the new data field to return to the fld field without changing any information.
Deleting an ECF
An ECF should not be deleted unless it was entered incorrectly and the operator does not want it to print.
Enter D for delete. The program will prompt for the ECF Number to delete. When the ECF number is validated, screen 1 is displayed.
The prompt Verify D’elete Or C’ancel will display.
Enter D to delete the record.
Enter C to cancel the delete and return to the previous menu.
Screen 1 is as follows:
The following fields are described below:
ECF Number
This number is assigned from Billing Control File Maintenance field 35 Next ECF Number.
Sales Rep
This must be a valid sales rep. If a question mark is entered, a table will display all sales reps/technicians in the Sales Rep/Technician data file (SLMD). The user may choose from one of these valid sales reps or technicians.
Branch
This must be a number from 1 to 255. If a question mark is entered, a table will display the branches that have descriptions associated with them in Global Record 5.
Date Requested
This date defaults to the transaction date from the menu. This is the date that the request is submitted.
Move Chg (Y/N)
This field determines whether or not a move charge should be added. Enter Y to add a move charge. Enter N to not include a move charge and the cursor will go to Field 6 Limit Copies.
Move Charge Amt
If Y was entered at field, enter the dollar amount for the move charge. There are two decimal positions. Decimal points do not need to be entered. For example, $12.50 should be entered as 1250. This cannot be changed unless Field 4 (Move Chg Y/N) is set to Y.
Limit Copies
Enter the number of copies they are limited to. This number must be greater than zero.
Delivery (Y/N)
Enter Y if this is an ECF for Delivery. Enter N if it is not for Delivery. If N is entered, screen number 2 will be displayed and the prompt will be at field 36. Fields 8 through 35 will be blanked out.
Sale/Lease (Y/N)
Trial/Demo (Y/N)
Service Loaner (Y/N)
Permanent Swap (Y/N)
Loan No Charge (Y/N)
Classroom/Shop (Y/N)
Rental (Y/N)
Return Cust Eq. (Y/N)
Showroom (Y/N)
Other (Y/N)
Fields 8 to 17 determine which boxes on the left side of the ECF Form are checked. The operator can answer Y to as many of these fields that are applicable, but at least one of fields 8 to 17 needs to be set to Y. The default for these fields is N. Press return to accept the default.
Delivery Date
This is the date the machine should be delivered. It will default to the Date Requested. This date cannot be prior to Date Requested.
Delivery Time (AM/PM)
This is the time of day the machine should be delivered. It must be either AM or PM.
Cust No. Or Name
At this prompt, the operator can enter the customer number or phone number. The first part of the customer name can also be entered to access customer name search. A valid customer must be entered at this prompt. Once a customer is entered, the customer name, address 1, address 2, city, state, zip code, contact name and phone number fields will be filled in with the customer’s information. These will become defaults, however the operator can override these.
Customer Name
Address 1
Address 2
City
St
Zip Code
Contact
Phone
These fields will be defaulted from the customer file, however these can be overridden.
Equip. Req
This is the item number of the machine that needs to be delivered. It must be a valid item number in the ITEM file. This field does have the normal Item Number search, Item Association feature and the Item Description search (with leading \).
N’ew/U’sed
This field is either N if the machine is new, or U if the machine is used.
Beg Copy Count
Enter the Beginning and Ending Copy Count for the End Copy Count machine. The Beginning Copy Count must be less than or equal to the Ending Copy Count. A return can be entered at both prompts if the Copy Count is not known.
Equip Desc 1
Equip Desc 2
Additional Info
These fields are just used for descriptions of the machine and for additional information.
Screen 2 is as follows:
Pickup (Y/N)
Enter Y if this is an ECF for Pickup. Enter N if it is not an ECF for Pickup. If N is entered, fields 37 to 60 will not be prompted. The cursor will then go to field 61 Special Instructions.
Trade In (Y/N)
Trial/Demo (Y/N)
Service Loaner (Y/N)
Permanent Swap (Y/N)
Loan No Charge (Y/N)
Pickup Cust Req (Y/N)
Pickup For Repair (Y/N)
Pickup For Svc (Y/N)
Rental Return (Y/N)
Repossession (Y/N)
Other (Y/N)
Fields 37 to 47 determine which boxes on the right side of the ECF Form are checked. The operator can answer Y to as many of these fields that are applicable, but at least one of fields 37 to 47 needs to be set to Y. The default for these fields is N. Press return to accept the default.
Pickup Date
This is the date the machine should be picked up. It will default to the Date Requested. This date cannot be prior to Date Requested.
Pickup Time (AM/PM)
This is the time of day the machine should be picked up. It must be either AM or PM.
Cust No. Or Name
At this prompt, the operator can enter the customer number or phone number. The first part of the customer name can also be entered to access customer name search. A valid customer must be entered at this prompt. If Delivery Y/N is set to Y, the customer number, name, address, contact name and phone number will default to what was entered for Delivery fields. Once a customer is entered, the customer name, address 1, address 2, city, state, zip code, contact name and phone number fields will be filled in with the customer’s information unless Pickup Y/N is set to Y and the Pickup customer number equals Delivery customer number. These will become defaults, however the operator can override these.
Customer Name
Address 1
Address 2
City
St
Zip Code
Contact
Phone
These fields will be defaulted from the Customer (CUSTD) data file, however the operator can override them. If Delivery Y/N is set to Y, these fields will default to what was entered for Delivery name, address, contact name and phone number.
Equipment
This is the item number of the machine that needs to be picked up. It must be a valid item number in the ITEM data file. This field does have the normal Item Number search, Item Association feature and the Item Description search (with leading \).
Additional Info.
This field is used for additional information.
Special Instructions
Instr. 2
Instr. 3
These fields are used for special instructions for both Delivery and Pickup.