Following is a brief list of system operation enhancements in Revision 15. 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 | Collections | Contracts | Inventory/PO | Order Entry | Payroll | Service | System Manager | System_Wide | Telesales
Accounts Payable/General Ledger
Invoice Inquiry: When accessing the check detail, the cleared amount will display below the check amount if the check is in the AP Check File (not purged).
GL Account Number search has been added to General Ledger Entries, AP Invoice Entry, General Ledger Inquiry, and Manual Check Entry.
General Ledger Account Inquiry has an option to run for a range of months versus running for one month or all months.
An option has been added to the GL Detail Report to print accounts that have had no activity in the month range entered by operators.
An option has been added to the Aged Trial Balance Report to print for a range of vendor numbers or all vendors.
The Vendor Name/Address Labels program now has an option to run for individual vendors or all vendors. Prior to this revision, the labels printed for all vendors.
The Update Chart Budget $ By % program now has an option to round the Budget Dollars off to nearest dollar, nearest ten dollars, nearest one hundred dollars, or to not round at all.
The GL Detail By Date/Vendor/Voucher Report now has options to print for a range of System Dates and range of Fiscal Months.
When a serialized machine is placed at a customer site in Invoice Entry and Order Release, certain fields in the Serial file will be set automatically. Phone Number, Phone Area Code, Fax Number, and Fax Area Code will be set to the Customers phone numbers and fax numbers. The Field Service field will be set to Y for yes. The Service Plan will be set to CH for chargeable. The Line Protection field will be set to Y for yes.
A new inquiry called AR Aging by Contract Inquiry has been added. It allows operators to enter a specific Contract Number and display all Open Invoices linked to that contract. This includes invoices from Contracts, Service, Order Entry and Billing. This inquiry/report prints out the Invoice Number, Invoice Date, and Total Amount of Invoice, and the Total Payment Amount on the invoice and the Balance of the invoice. It also shows the Aging Breakout (current, over 30, over 60, etc).
The Order/Invoice Inquiry and Order/Invoice With Price/Cost/GP Inquiry were modified to allow operators access to the Invoice or Order even if the Bill-To Customer was invalid (no longer in the Customer File). Prior to this revision, these programs would display a message and return to the invoice # / order # prompt.
In the Order/Invoice Inquiry and Cash Posting, the Invoice Number field was enlarged from eight digits to nine digits.
The Customer Purchase Inquiry would stop searching for records if it encountered a record with the quantity shipped equal to zero. This has been corrected.
When adding a customer in Customer File Maintenance, the Credit Limit field will default to 999999 so as to not trigger the credit alert for the customer who has no AR.
The Commission Report has been changed to use the Commission Cost from the Serial file on a sale of a machine as long as it is not 0.
There was a problem on the Subsidiary MTD AR/Sales/Tax/Inv Check program with invoices reflecting kits and with orders reflecting back-ordered kits. The appearance of these invoices on this report would show an out of balance falsely. This has been corrected.
An option was added to the US Bank (BOLT) download to ask for a range of Branch Numbers.
On multiple payments to an invoice and other transactions linked to an invoice, the Item Type field in the Accounts Receivable File (ARECD) was not set to equal the Item Type of the invoice. This invariably, would make the transactions print in different locations on the Aging by Item Type report. This has been corrected. A new System Manager Utility has also been made available to correct existing records. This change was made in Cash Posting, US Bank Auto Cash Posting, Wells Fargo Auto Cash Posting, and the Lanier Auto Cash Posting programs.
The Number Of Coupons field in the Coupon Header has been enlarged from four digits to six digits for Fixed Quantity coupon books. There is a validation however that the extended price will not be over $200,000. This change has been made in Invoice Entry, Credit Memo Entry, Order Entry, Order File Maintenance, Order Release, Service Invoicing, etc.
A new field has been added to Item File Maintenance called Print On Invoice (Y/N). This is ideal for billing out items at a zero dollar amount that do not need to be printed on an invoice. These items can be viewed thru Invoice Inquiry however. This field will default to a Y for yes. Caution: If this field is set to N for no on an item, whether item has a dollar amount of not, the line will not print on the invoice. It should only be used on items that are always going to be billed out at a zero dollar amount. This field will be activated upon a custom billable change in the Invoice Printing program.
Detailed Customer Profile has had two email address fields added. These are Service Email and Meter Reading Email. In customer care, a message states: SVC Email On File, MTR Email On File, or SVC & MTR Email On File to notify operators the emails are available. For a custom billable change, a modification will be made to Customer Care to substitute an existing option to access the Detailed Customer Profile inquiry. This will allow the email addresses to be viewed by the operator.
Item Sales History MTD/YTD is a new report. It asks for a range of Product Classes, MTD Date Range, and YTD Date Range. The Detail version of the report will print by Product Class / Item Number and show the MTD and YTD Units, Cost and Sales. The Summary version of the report will print by Product Class and show the MTD and YTD Units, Cost and Sales.
The custom Commission By Sliding Scale which prints paid invoices will now include installment invoices.
Company Item Sales History Report will now have an option to print in Detail or Summary. Prior to this revision, the report would print in Detail only. The Summary version will print totals by Product Class.
MTD/YTD Item Sales Analysis report now has option to include MTD and YTD Units, Sales, and Cost figures for a range of Warehouses versus only including Warehouse 1.
An option was added to the Daily Contacts report in Collections to skip records if a contact was made after the next contact date. The report heading was improved to reflect how operators answered prompts. A further option was added to exclude contacts that have no past due AR over a certain number of days old. The total number of contacts printed will print in the total of the report.
An enhancement has been added to the Contracts Module, which will allow Freight Charges to be added to Contract Invoices. This enhancement can be used to charge freight for the delivery of toner and supplies that are included in some contracts. This eliminates the need to bill customers with a manual invoice for the freight. The freight can be calculated based on a certain dollar amount or percentage for the base amount billed and/or a certain dollar amount or percentage for the meter click amount. The freight will appear in the freight total at the bottom of the invoice. This is a chargeable add-on feature to the Contracts Module. This feature should not be used on contracts to US Bank (BOLT), Lanier or Wells Fargo if the invoice download and auto cash posting programs are being used.
An option has been added to the Contract Profit and Loss report to calculate either Actual or Current base revenue.
A Meter Reading upload program was created that will update the current meter reading on machines that are on contract. It will read an ASCII tab or comma delimited file. This is a chargeable add-on to the Contracts Module.
Item Association search has been added to Machine Placement and the Contract History Inquiry.
Detailed Machine Inquiry screen now shows the date a machine was received into inventory.
A new report has been created, entitled Contract Meter Billings by Item. This report will print the Item Number, Serial Number, Customer Number, Customer Name, and Total Copies Billed for a range of dates. The report is sorted by Item Number / Customer Number / Serial Number. The Contract History module needs to be activated in order to have access to this report. There are three options to printing:
Detail: Showing totals for each Serial Number.
Summary by Item / Customer: Showing totals for each Item Number and Customer Number.
Summary by Item: Showing totals for each Item Number.
In Contract Inquiry, if operators access a Group Bill Master Contract with no machines, the program will display the groups sub-contracts; prompting operators to enter a Contract Number to display.
The Meter Card Report will now have an option to print the Meter Location if Contract History is activated. Logic has also been added for Method 2 and Method 3 Contracts to not request meter readings on machines with a meter entered within the X so many days.
Contract Cancellation will display a warning message if the machine is attached to a coupon book. The message will state *** Machine Has Coupon Book No ##### ***.
Contract Billing report will now print the Company Number on the Contract Billing report. This is the Company Number from the Contract Header.
Contract Expiration Report, Contract Due Date Report, and Contract Agreement Report will have option to print the Contract Increase Table information if this feature is activated in the Contract Global file. The Contract Due Date Report will also print the Company Number on the report as well as having an option to print the meter location information.
Serial Number Listing now has an option to print for a range of Product Classes. When operators choose to print Only Items In Stock, the report will prompt if they would like to print in Format 1 or Format 2.
Format 1 is the format of the report prior to Revision 15, which includes: Machine Cost, Date Received In To Inventory, and Manufacturers Warranty Expiration Date.
Format 2 is a new format, which prints: Customer Name, Order Number, and Custody Start Date. Both formats will print the Item Number, Machine Description, Serial Number, Custody Number and Warehouse Number.
Contract Cancellation Report can now be printed for a range of Contract Cancellation Codes. Operators can exclude up to ten Cancellation Codes from printing on the report. Prior to Revision 15, this report did not print a machine if it was currently on a new contract. An option was added to include this. Base Billing Period and Meter Billing Period were added to the report. The report will print a message stating Machine Has Coupon Book No. #### or Machine Has Coupon Book No #### * Coupons Are All Redeemed* if the machine is linked to a coupon. This report will also have an option to print a one-line report or a multiple-line report. If operators enter O for one-line, the program will print one line for each machine. If operators choose M for multiple-line, the report will print as it did prior to Revision 15. The one-line report is useful when trying to transfer the information into some other program like Excel.
Meter Emailing is now available as a chargeable add-on to the Contracts Module.
On the Copy Comparison Report, an option has been added to only print machines that are sold or placed prior to a date entered by the operator.
A Global option was added to print copies included on Method 1 Contract Invoices if it is greater than the total copies billed.
The program Item Number Labels has an added question for determining if Bin Location is Alphanumeric or Numeric. This will allow Numeric Bin Locations to sort numerically (1,2,10,12,100 versus 1,10,100,2,12). An option to sort the labels by Warehouse Number / Bin Location / Item Number has been added. Selection criteria for a Range of Bin Locations has also been added to this report.
Min And Max Report and Parts Min And Max Report have an added option for rounding the Average Usage Per Month, the new Max quantity and the new Min quantity up, down or to the nearest whole number.
The Report on Inventory Turns was modified so it will run for warehouses 1 through 9999 when ran for all warehouses, instead of running for 2 through 9999. An option was also added so operators can run the report for corporate which is warehouse 1. Calculations for corporate and the other warehouses are slightly different.
The Obsolete Items Report and the System Manager program called Mark Obsolete Items As Dead Stock have had options added to only include items with a date last transferred in/out prior to date entered by operators.
New options have been added to Open Orders By Item, Open Orders By Customer, and Open Orders By Order Number reports, which allow operators to exclude custody orders from the report. If the Create Custody Order in the Order Header was set to Y for yes when the order was created, the order will be classified as a custody order for this report.
A new report has been added to Payroll entitled Quarterly Wage Withholding By State. Those companies whose states require the reporting of Quarterly (QTD) UI Wages, Year-To-Date (YTD) Gross Wages, and Year-To-Date (YTD) State Tax Withheld can run this report. Some states require only QTD UI Wage totals quarterly as well as Year-To-Date totals on the fourth quarterly report. This report uses actual Payroll Labor (PAYD) records in order to do the calculations instead of using the Employee QTD / YTD information from the Employee File (EMPLD). This means, that if you are currently in the third quarter of the year, you can run the report to get the first quarter information. This report sorts by Company Number and Employee Number.
Accessory File Maintenance has an option to add records by Host Serial Number. Operators can enter the Host Serial Number and all Accessory Serial Numbers that should be linked to the Host. Prior to this revision, operators had to enter the Accessory Item Number, Accessory Serial Number, Host Item Number, and Host Serial Number for each Accessory.
Completed Call Listing will now ask for a range of Problem Codes. It has an option to print for certain Call Types as well as option to print Service Calls, Custody Calls or All Calls.
Service History Inquiry By Customer now has an option to display history for specific Bill-To Customer Numbers.
When entering parts on Non-chargeable Parts Service Calls entered on machines not placed at a customer site, the program will now allow operators to override the branch number.
A feature was added to Service to Broadcast Page to all technicians. This is available only if the dealership uses normal Service Dispatch Paging Module.
Options were added to the Threshold Limit Report to run the report for a range of Bill-To Customer Numbers and Bill-To Customer Names. Bill-To Customer Number Order added a further option to sort the report.
PMs Due By Copy Interval program has two new prompts:
If No Contract Meter Readings, Do You Want It To Use Service To Get The Copies Produced And Current Meter Reading (Y/N)
Include Machines With No Current Meter Reading (Y/N)
The Re-Assign Machines By Zip/Terr/Cnty program now has an option to look at the zip code as a five-digit zip code or a nine-digit zip code. This allows operators to reassign all machines in one five-digit zip code in lieu of entering all possible nine-digit zip codes. An option has also been added to exclude up to three technicians.
Options have been added to Technician Activity Report and Response Time Report to include service calls where the Measure For Response Time question was answered with an N for no.
An option was added to Machine Activity By Copies Report to only include service calls that are linked to a contract. If this option is chosen, the report will only look at service calls that occurred while the machine was on a contract.
The Serial Conversion/Merge and Serial Batch Conversion/Merge program now has an option to convert the Item Number / Serial Number versus just Serial Number. It will also create a Machine Tracking record if the Machine Tracking module is activated.
A program was created to Change/Copy Warehouses. There is an option to do this for a range of Warehouses.
There is a program that will delete Model Association Records that have an invalid Item Number.
There is a program to change the Next Contact date in Collections from one date to another.
There is a program to convert Sales Rep/Tech Number from one number to another in several files.
There is a Serial Leasing Info Upload program that will import information from an ASCII file into the Leasing Fields in Machine Placement.
There is a Serial Leasing User Defined Alpha Fields Upload program that will import information from an ASCII file into the two Leasing User Defined Alpha fields in Machine Placement.
The program that Converts Tax Codes in the Customer File, now has an option to convert the City Tax Code.
The Delete Dead Customers program now has multiple options added:
An option to run for a Range of Customer Numbers.
An option to Exclude Customers with a date added later than a certain date entered by operators.
An option to print Report only, Update files and Print Report, or just Update Files with no report.
A program to change Accessory Y/N field in the Item File by Product Class was created.
A program to delete Technician Qualification records where the Item Number is Invalid was created.
A program to delete Range of Sequence Numbers from the Financial Parameters Files was created.
A program to Upload Twelve Months of Budget Dollars into the Chart File from an ASCII file was created.
A new program has been created entitled Recalculate Open Order Amt From Orders. This program will look for open orders for each customer and update the Open Order Figure in the Customer File.
A new program has been created entitled Populate Contract Freight Fields that will place dollar amounts or percentages in the contracts. This will work in conjunction with the chargeable add-on to the Contracts Module to charge freight on contract invoices.
A new program was created entitled Placed Machine ASCII Download that will download several fields from the Serial, Customer and Item file to an ASCII file. This file can then be used in other programs like Excel.
A new program entitled Copy Dt/MR Last Svc To Inst. Dt/MR has been created. This program will find all machines that have the install date and meter reading that are after the last service call date and meter reading field. The program will write the last service date and meter reading into the install date and meter reading into these records.
A new program entitled Update Min / Max Days Based On Rank has been created for updating the Min and Max Use Days fields in the Item and Item Warehouse Files. It will be based upon the Rank Number; stored in the LIFO Quantity field in the Item File and set by the Ranking Of Service Parts Report.
A new program entitled Update VITEM PM / UM From Item if 0 has been created for updating the Vendor PM and UM in the Vendor Item File (VITEM.DT) using the Items PM and UM if the Vendors information is 0.
A program has been created for producing records in the Detailed Customer Profile file if they do not exist.
A program has been created that will Zero out the Base Bill Days in the Contract Header for a range of contract numbers entered by operators. Operators can also enter a Base Bill Days that should be converted to 0, or enter an A (all) to convert all contracts regardless of what the Base Bill Days was equal to.
A program was created entitled Sales History SAGL Contract Fix that will update the Item Number and Item Type fields in the Sales History File. This is useful if contracts were set up with the same Sales Analysis Item Number for both the base rates and meter click rates. In order to have them split out on the profitability reports, they will need to be different Item Numbers with different Item Types.
A program was created to change Item Type in ARECD on multiple payments and other transactions linked to invoices so they equal the Item Type of the Invoice.
Options were added to CN Billing Missing Meters Listing. It can now be run for a range of Branch Numbers and Company Numbers.
Business Technology Association (BTA), Strategic Business Associates (SBA) and La Crosse Management Systems have teamed up to provide La Crosse customers with software that will measure their business performance against the associations BTA Model for Success. The BTA/LMS Model For Success Report serves as a tool for dealerships to improve operations and achieve growth while attaining a 14 percent pre-tax, pre-interest operating income. Please contact BTA for pricing information.
The OEM Interface was developed for Lanier dealers. This Interface will add new products to the Dealers Item file automatically, create AP Invoices, AR Invoices, Service Calls, and Purchase Orders, as well as receiving Purchase Orders for Lanier National Accounts on the Dealers system from Lanier. The Interface will also send to Lanier any Service Calls and Purchase Orders created on the Dealers system. This is all done in an XML format over the web. The advantage for non-Lanier dealers is that this enhancement was created with all manufacturers in mind. The OEM Interface or its subsidiary parts can be modified to work with other manufacturers that request this ability.
Telesales Activity/Order Entry will now display *** Credit Alert *** if the Ship-To or Bill-To customer is set to Credit Alert Y for yes.
A Global option has been added to create Telesales Activity record when an order is entered normally through Order Entry.
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