Following is a brief list of system operation enhancements in The La Crosse System™ Revision 13. The list is divided into sections to outline major enhancements for each module. Also provided is a list of menu changes.
Modules: Overall System Changes | Service | Contracts | Billing/Accounts Receivable | Inventory/Purchase Order | Order Entry | Payroll | Accounts Payable/General Ledger/Fixed Assets | Tele Sales | System Manager
Internal program changes were made to set the proper crammed characters if global field 11. Dash Allowed In Item Numbers is equal to N for no in Billing Control File Maintenance.
Program logic to display Fiscal Month and Fiscal Year was removed since it is not used by any programs or modules in the system.
There is the ability to convert a serial number from one to another throughout the entire system if the item number is the same.
The Serial Number Merge program has the ability to merge two serial numbers in the Service History file, Sales History file, or both.
There is the ability to perform batch serial conversions and/or merges.
The Response Time Report now has the option to list parts.
Service Manager’s Status Screen has the ability to view all technicians, regardless of whether they have any calls or not. The program has also been changed to automatically scroll through the technicians to allow the user to continuously monitor the service department.
Profitability Analysis is a new report in service to reflect the profitability of a customer.
Technical Resource Coordinator Screen has the ability to sort by response time.
There is the ability to do Technician Qualification by Zip Code.
CPC by Technician Report is a new program designed to provide cost per copy information for a technician and/or a team of technicians.
The Call Back Copies field is now used in the Call Back Report to allow users to print information on machines that have had callbacks for service done within a specified number of copies.
Past due customers can now be automatically transferred to an H-credit technician number. There is also the ability to reassign calls from the H-credit technician number.
There is now the ability to skip fields in Service Call Entry and Service Ticket Entry.
In Service Dispatch, active calls can now be searched by call number instead of technician number.
When dispatching a call, there is the global option to mark all other calls Next-In Progress (NEXT-IP).
Several service reports now have the ability to sort by branch number.
The option to display accessories from the Accessory file (SERACC.DT) or the Serial file (SERIALD) has been added. Also, accessory inquiries can be searched by item numbers and alpha characters.
There is the ability to display next and previous screens of customer and technician messages.
When entering service calls, machines can be automatically tracked for preventive maintenance after a specific number of copies or length of time without entering meter readings.
The initials of the person taking the call, the person marking the call complete, and the person entering the service ticket will now be stored with the dispatcher’s initials in the Technician Dispatch data file (DISP.DT).
Service histories can now be searched by item number/item description and serial number/ID number.
Call numbers are now indexed separately by Active calls and Completed calls.
There is now the option to display the total invoice amount in Service Ticket Entry prior to ending out of an invoice.
In service invoicing, the ability was added to do a sales rep split that is not 50/50.
Also in service invoicing, there is the ability to override the branch number per line item, and to do a branch split that is not 50/50.
Automatic inactivation and reactivation of contracts is a new program that can be added to the End of Day program to automatically inactivate or reactivate contracts based on the past due status of the contract invoice.
There is now the ability to increase contract base rates and meter clicks by a certain dollar amount or percentage based on a time schedule when a contract is set up.
Serial numbers/Machine ID numbers can now be searched to access a machine in Machine Placement. Also, the Custody Sales Rep and Warehouse Number can be displayed if the machine is on custody to a sales rep.
Several contract reports now have the ability to sort by branch number.
The Detailed Machine Inquiry program has been redesigned to operate similar to the Machine Placement program.
There is the option to use either the P.O. number or contract number in the Reference field of contract invoices.
Contracts can now be billed for a range of company numbers and branch numbers.
Cancelled contracts can now be printed by contract type (rental, maintenance, or lease). Contract types are now stored in the Contract History file.
The Custody Report can now be printed for a range of branch numbers and is now displayed with next and previous screens.
The U/E (unearned) Income Recognition report has been redesigned to monitor deferred income of maintenance contracts by sales analysis item number.
Original start dates and last revised dates are now stored in the Contract Header file for contracts.
There is now the option to not bill base if meters are due to be billed, but not entered.
Contract Billing will now split the base revenue out among each serial number in the Sales Analysis (SALID) and Sales History (SHHIST.DT) files.
The Increase Rates program will allow the user to increase rates based on a range of contract inception dates.
When billing meters only in the Contract Billing program, there is a global item meter type that can be used to update the Accounts Receivable file (ARECD).
Actual base revenue will be stored by serial number during contract billing. This will allow the user to change the Profit and Loss Report and profitability reports to use actual base revenue.
There is now a global option to use the contract item number on a contract invoice instead of the sales analysis item number.
There is a global option to print estimated copies on a contract invoice if the meter reading is estimated.
There is an option to print copies included on contract invoices for method 1 contracts.
The system automatically generates an Accounts Receivable Reconciliation Log that will tell the operator that the Accounts Receivable total is in balance and the Month-to-Date net sale amount is in balance.
There is also the ability to automatically assign a customer number in Customer File Maintenance from the Next Customer Number field in or by adding the branch number to the beginning of the Next Customer Number field in Global File Maintenance.
In Invoice Entry, Order Entry, and Service Invoicing, there is the option to have the branch number come from the Sales Rep data file (SLMD) instead of the Customer file (CUSTD).
There is a new inquiry to show sales prices in the Contract Pricing data file based on the input of a customer number and item number.
The invoice amount can now be displayed prior to ending out of an invoice.
Expired contract pricing records can now be purged.
The County Customer Sales History Report is a new program.
Machines can now be classified as remanufactured as well as used, not used, and rented.
Accounts Receivable balances and/or cash accounts can be overridden by the Cash Posting procedure. Cash posting can be accessed by invoice number or credit memo number.
There is now a global option to round sales tax to the nearest cent, always round up, or always round down in Billing, Order Release, Service Invoicing, and Contract Billing.
Invoice Entry, Order Entry, and Credit Memo Entry programs can now display inquiry tables for tax code 1, tax 2, and city tax code.
Profit percentage can be set for invoicing in Global File Maintenance.
There is now the ability to suppress printing of invoices or orders in Invoice Entry, Credit Memo Entry, Order Entry, and Service Invoicing.
There is the ability to skip the Discount Percent field and Commission Penalty field in Invoice Entry and Order Entry.
Partial Lockout is a new option in Invoice Entry, Credit Memo Entry, Order Entry, and Service Invoicing. Cost Lockout can also be performed per security user ID.
Stock Status Inquiry can swap to Model Association Inquiry and Open Orders by Item Inquiry. It has also been changed to process faster when serial numbers are displayed.
A range of warehouses and range of item numbers can now be added or deleted in Item Warehouse-2 File Maintenance.
There is the ability in Customer File Maintenance to copy changes from the Customer file (CUSTD) to Tele-Sales and/or Sales Management Prospect files (TSPROS.DT) (SMPROS.DT).
In Invoice Entry, Order Entry, and Service Invoicing, there is now the ability to do a Sales Rep split that is not 50/50.
In Invoice Entry, Order Entry, and Service Invoicing, there is now the ability to enter branch per line item and perform a branch split of revenue. This does not need to be a 50/50 split.
The item description on purchase orders can now be overridden.
There is the ability to enter a discount percentage per line item on a purchase order. The default percentage is stored in the Vendor file (VENDOR).
There is a new global option to prevent ordering of dead stock items that are no longer in demand.
There is now the ability to enter purchase orders with Trinidad currency rather than American currency.
The number of line items can now be limited on a purchase order.
There is a new option in Inventory Receipts and Purchase Order Receipts to display a message if a duplicate serial number is entered. There is also the option to Cancel or Continue.
Five new inventory control reports have been created:
Other new reports include:
There is the option to have variable quantity coupons.
Purchase orders can now be created automatically in Order Entry using two different methods:
A purchase order will be created automatically if the warehouse is greater than 1. The warehouse number signifies.
A purchase order will automatically be created if the quantity on hand of an item goes negative. This will be added to a batch purchase order throughout the day. At the end of the day, the purchase order will need to be generated manually from the Batch Purchase Order.
The ability was added to override the branch number per line item and to do a branch split that is not 50/50.
The Order File Maintenance program allows the user to change the ship-to customer number if no releases were done to the order.
The Order Entry program allows the user to create machine tracking records.
The ability to perform an alpha name search has been added to Employee File Maintenance.
Accounts Payable/General Ledger/Fixed Assets
There is the ability to enter $0 on invoices and checks.
Accounts Payable reports can now be sent to a printer other than the one used for checks.
Opening balances can now be posted automatically.
Fixed Asset Purge is a new program that purges disposed assets with a disposal date.
The Vendor Amount Report is a new program in Accounts Payable that prints a list of vendors and invoices associated with each of these vendors.
The Opening Balances Report is a new program that shows total debit opening balances and total credit opening balances.
There are new global options to allow users to set the Print Letter default and display the Change Prospect prompt in Activity Entry.
There is also a global option to display the number of contacts during Activity Entry.
A Tele-Sales feature was added to view the summary of the index in Activity Entry.
The Bill-to Customer Number will now be displayed in Activity Entry.
There is the ability to recalculate average days to pay in the Customer file.
Address information can be copied from the Customer file into all contracts.
Address information can be copied from the Customer file into the Tele-Sales Prospect file (TSPROS.DT) and/or the Sales Management Prospect file (SMPROS.DT).
There is a new program to update the Date Placed and Install Meter Reading fields if these fields are blank and the machine is placed.
On order amounts in the Item and Item Warehouse files (ITEM) (ITEMWHD) can be updated using open purchase orders.
There is a new program to update allocated and back order amounts in the Item and Item Warehouse files using open orders.
The PO/Reference field can be changed in the Accounts Receivable file (ARECD) and the Invoice Header file (INVHDRD) for a specific invoice number.
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