Following is a brief list of system operation enhancements in Revision 14. The list is divided to outline major enhancements for each section. Also provided is a list of menu changes.
Sections: Accounts Payable/General Ledger | Accounts Receivable/Billing | Order Entry | Contracts | Inventory | Service | Purchase Order | Customer Care | Collections | System Manager
Accounts Payable/General Ledger
General Ledger Automatic Repeating Entries and Reversing Entries programs have been created. The files contain the Debit Account, Credit Account, Description, Last Fiscal Month Updated, and a Dollar Amount.
Vendor Item File Maintenance will now add the Vendor Item Number to the Item Association Index. This means that an operator can enter the Vendor Item Number at any prompt on the system with Item Search capabilities and access the Item Number.
Vendor Item File Maintenance will now default several fields when adding a record, if the operator has accessed the program from Item File Maintenance.
AP Vendor Inquiry now has an option to display vouchers lowest voucher number first, or highest voucher number first.
A new report called GL Detail By Date/Vendor/Voucher has been created. This report can be ran for a range of dates within the fiscal year, range of vendor numbers and range of voucher control numbers. This report can be sorted by the voucher number or by the account number. This is a great tool to aide dealerships with audits.
End Of Day Processing will now check to see if Accounts Payable is in balance or out of balance. The program will calculate an Ending Balance using the AP Standard Accounting Journal File, General Ledger File and Chart Of Account File. If the three totals do not match, a message will print at the bottom of the A/R Reconciliation Log telling the operator whether or not AP is in balance.
End Of Day Processing will now check Subsidiary MTD AR, Invoice, Sales and Tax files to make sure they match. The program will print out any invoice where the sales amounts, sales tax amounts or freight amounts are not the same in all of the Accounts Receivable files. If a report does print, this indicates that AR is out of balance and the report can be used to help the operator get back into balance.
There is a new version of the Order Invoice Inquiry that displays price, cost and gross profit. It will be a separate option on the menu so it can be locked down by the Security module.
Commission Cost field has been added to the Contract (Special) Pricing File. This cost will flow through into the Order, Invoice, Sales Analysis and Sales History Files. If the Commission Cost in the Special Price File is zero, or the item being billed is not in the Special Price File, the Commission Cost from the Item File will be written into the Billing Files. This field is not currently used on the commission reports, but is available to be used in Application Manager reports.
Replenish Quantity (RPQ) was added to the Item File. This field will display during Inventory Transfer and Stock Status Inquiry. It is used to show the typical number of an item that would be replaced at one time. For example, two feed rollers will typically be replaced at one time; so it’s RPQ will be 2.
Two new files were created. These are the Detailed Customer Profile and the P.O. Tracking File. The Detailed Customer Profile File stores information like what type of purchase orders are required by the customer, and Contact Names and Phone Numbers for the Account Payable person and Accounts Payable Manager. The P.O. Tracking stores information about individual purchase orders for a customer. This includes how the purchase order expires (by date, dollar amount or single use), and a contact at the customer site to renew the purchase order. These can be seen through Customer Profile Inquiry. Currently these are only informational files and not used by the Billing programs.
There is now a Global option to specify how many months of Accounts Receivable History to use when calculating Average Days To Pay in the Customer Profile Inquiry.
The Invoice/Credit Memo Void program used to allow the operator to void an invoice or credit memo that was entered just prior to End Of Month Processing, as long as it was the same day. This has been corrected.
A new Global option was added to display the Ship-To and Bill-To Customer Numbers during Customer Alpha Name Search in AR Inquiry.
Customer Sale Price Inquiry used to only look at Buying Groups in the Customer File to see if the customer would receive a special price on an item. The program will now also check the Customer Number / Item Number and Customer Number / Product Class combinations to calculate special prices.
Customer File Maintenance used to have option to update Tele-Sales and/or Sales Management Prospect information when changing a customer record. The program used to update all shared fields even if the operator only changed one of the shared fields. A Global option has been added to 1) change only the shared fields that were changed by the operator, 2) change all shared fields, 3) ask the operator what to change, or 4) do not update the prospect records automatically.
The AR Aging Reports will allow the operator to specify ranges of customer numbers, customer names, company numbers, branch numbers and an option to enter specific item types to print on the reports.
There are Invoice Downloads and Auto Cash Posting programs for Lanier and Wells Fargo (similar to the BCL Invoice Download and Auto Cash Posting programs).
A Global option has been added in Order Entry Control File Maintenance to place orders on hold if the AR Balance plus Open Order Amount plus the amount of order is greater than the customer’s AR Limit. While the order is on hold, the order cannot be printed or released. There is a separate file maintenance program to take orders off hold status.
Orders by Customer Inquiry now has an option to display orders lowest order number first, or highest order number first.
Open Orders by Item Inquiry now has an option to display orders lowest order number first, or highest order number first.
Contract Billing will now create a record in the new Contract Billing Missing Meters File when a base is billed but a machine is missing a meter reading. There is a report that can be printed at a later time and reviewed that uses this new file.
A Global option was added in Contract Control File Maintenance to print the Start and Expiration Dates on the contract invoice. This feature should not be invoked if BCL, Lanier or Wells Fargo Invoice Downloads and Auto-Cash Posting programs are being used.
There is now a Global option in Contract Control File Maintenance to prevent MTD and YTD figures from being updated on tangible (stocked) items if they are used as Sales Analysis Item Numbers on contracts. A tangible item is one that has Non-Stock field in the Item File set to N.
The Increase Contract Rates program now has a report only option so operators can check on how the contracts are going to be increased before they are actually increased.
The Contract Agreement Listing now has an option to sort the report by 1) Contract Type, Base Billing Period, Contract Number, 2) Contract Number, or 3) Group Bill Contract Number, Contract Number. The report has also had a range of Company Numbers, Branch Numbers, Group Bill Contract Numbers and date the contract was last changed added to the input criteria.
The Copy Comparison Report has had numerous enhancements added to the program. This includes an option to use the actual base revenue from the Sales History File. An option was also added to prorate the Copies Produced when using the estimated method and the machine is placed within the date range of the report.
The Contract Master List has had numerous enhancements added to the program. The operator can now run the report for a range of Company Numbers, Branch Numbers, and Item Numbers. The report can be sorted by Contract Type, Product Class, Item Number instead of by Product Class, Item Number. The report summary will now show the breakdown of the totals by Contract Type for each Item Number and each Product Class.
A new report called “Contracts Billed Before Or After Their Start Date” was created. This report will print the total contract base amount billed within a date range for contracts that either started before a date entered, or after a date entered.
If the Machine Tracking feature is activated, Inventory Transfer will now create Machine Tracking Record when a serialized machine is transferred.
A new option was added to Inventory Transfer to transfer serialized equipment. With this option, the operator accesses a machine by Serial Number or Item Number / Serial Number. The quantity will default to one automatically. Also available with this option is a new Global feature to automatically transfer all linked accessories if host machine is entered.
There is a new program that will allow the operator to perform Inventory Transfer By Order Number. It has an option to transfer individual line items, or all line items on an order to a new warehouse. The Allocated amount in the old and new warehouse will be adjusted. This program will also transfer any serialized items that are on custody to the order to the new warehouse. Transfers will only be allowed on line items that have not had any releases made on them.
The Physical Posting program has had enhancements made in this revision. These include when the same Warehouse and Item Number are entered a second time, the operator will be given an opportunity to overwrite the previous quantity entered, or to add the quantity to the previous quantity entered. The Physical Posting report has been modified so that when the same Warehouse and Item Number are entered more than once, the report will only show one line for that item instead of multiple lines. An option to print a report showing items in the warehouses accessed by Physical Posting that have a quantity on hand, but were not entered by the operator has been added. An option to reprint one or both of the Physical Posting reports has been added. This can be used if the printer jams while printing the original report.
The Physical Inventory reports have had an option added to look at the Bin Location as an alphanumeric field or a numeric field. Prior to this revision, a numeric Bin Location would display 1, 10, 100, 2, 20, 200, etc. With this option, the reports can be sorted numerically (1, 2, 10, 20, 100, 200, etc).
There is a new program on the Service/Contract System Manager Menu that will correct service meter readings. It assumes that the first and last call in the date range have valid meter readings.
New Global options were added in Service Call Control File Maintenance to exclude Hold Calls from EMT/CB Calculations and to exclude SH calls from EMT/CB Calculations.
New Global options were added in Service Call Control File Maintenance to automatically reset the call time on hold calls when the operator does not create a new service call and to automatically reset call time when the operator changes the call status to non-hold call.
A new Global option was added in Service Call Control File Maintenance to not allow a call to be cancelled in the Service Dispatch screen.
A new Global option was added in Service Call Control File Maintenance to write the Call Date into the Shipping Date field on the invoice.
A new Global option was added in Service Call Control File Maintenance to use the Transaction Date or the Completion Date of the service call for the date of the invoice.
A Global option was added in Service Call Control File Maintenance to not write “PM DUE” as a message line on the service call if a PM is due.
A Global option was added in Service Call Control File Maintenance to display customers with no machines during Service Call Entry Alpha Customer Name search.
Several changes were made to the Profitability Analysis Report including options to use actual base revenue generated from Sales History File, and options to print machines sold prior to a date entered and to exclude machines placed within date range of the report. Also, if the machine was placed within the date range of the report, estimated copies will be prorated. Options were also added to the report to print contracts, customers, or items that are above or below a certain gross profit dollar amount, or gross profit percentage amount. The report can also print the top so many contracts, customers, or items based on revenue, gross profit dollars and gross profit percentage. These options are similar to the options in the Stack Ranking Report.
On option has been added to the Create Purchase Order Worksheet program to allow for ordering for an individual warehouse, but looking at the inventory levels in all (or a range) of warehouses.
Operators can now run the Purchase Orders By Vendor, Purchase Orders By Item and Purchase Orders By Order Reports and Inquiries for all open and partial orders together instead of having to run the reports twice.
A new Global option was added in Purchase Order Control File Maintenance to allow an operator to change the quantity ordered field in Purchase Order File Maintenance to zero if both the quantity received and invoiced are zero.
Electronic Purchase Order downloads for Konica, Lanier, United Stationers and SP Richards have been created.
A new Global option was added in Accounts Receivable Control File Maintenance to display machines placed at each customer site during Alpha Customer Name Search. There is also an option to display the Ship-To and Bill-To Customer Numbers during the search.
A Global option was added in Handling Status File Maintenance to display the Ship-To and Bill-To Customer Numbers during Alpha Customer Name Search in Contact Entry (Collection Activity Entry).
There is a new Rebuild menu. Every LMS index that can be rebuilt has a rebuild program on this menu.
A program was created to Change the Contract Type. For example, you can change a Lease contract to a Maintenance contract.
The Item Serial File Maintenance (INNM000A) program that has been a backdoor method of changing a Warehouse Number in the Serial File has been added to the System Manager menu.
A program was created to mark obsolete items as dead stock. This is a version of the Obsolete Parts report that will set the Non-Stock indicator in the Item or Item Warehouse file to be D for dead.
A program was created to Upload Contract (Special) Pricing from an ASCII tab delimited file. This could be a file from a vendor, or a file that an operator enters in Excel.
A program was created to Change the Start Date and/or Expiration Date on Contract (Special) Pricing records.
A program was created to Change Commission Percentage field in the Item File based on a range of Product Classes.
A program was created to Write 999999 in the Credit Limit field in the Customer File.
A Special Invoice/Order purge was created to deleted paid invoices, and released orders. It propmts the operator to enter four different dates for the purge. These include: 1) date to purge non-voided invoices and orders, 2) date to purge voided invoices and orders, 3) date to purge non-voided contract invoices, and 4) date to purge voided contract invoices. This does not delete the invoices from the customers account. It can be run anytime during the month.
A program was created to set the new Replenish Quantity (RPQ) in the Item File based on a range of Product Classes.
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