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SECTION 3 Setting Up The Master Files
This section introduces the user to the master file data structure, definitions, associated lists and on-line inquiries. The master files are extremely important because they contain the most basic component of the system, information. In order for that information to be available on demand throughout the system, it has to be entered and stored somewhere.
The master files contain relatively permanent information. For example, customer records, inventory item-part numbers, equipment installed records, and other important data.
For the most part these files are created for you, as they are part of the installation conversion process undertaken by SAC. However, the user will be responsible for entering new records, deleting old ones, and keeping existing ones up to date.
The Master File Module Contains The Following Information:
� Customer File � Sales Rep. Name
� Item-Master � Service Rep. Name
� Item-Warehouse � Postal/Zip File
� Warehouse Text � Equipment Master
+-------------------------------- WELCOME TO ------------- ----------------+
� SOFTWARE ANALYSIS CONSULTANTS INC. �
� *** F I L E P R O C E S S I N G M E N U *** �
�------------------------------------------------------------------------------�
� 1.CUSTOMER FILE :Add/Edit Records 31. WAREHOUSE TEXT :Add/Edit Records �
� 2. Delete Records 32. Delete Records �
� 4. Territory Update �
� 41. SALES REP. NAME :Add/Edit Records �
� 42. Delete Records �
� 12. ITEM-MASTER :Add/Edit Records �
� 13. Delete Records 51. SERVICE REP.NAME:Add/Edit Records �
� 14. Price Maintenance 52. Delete Records �
� �
� 61. POSTAL/ZIP FILE :Add/Edit Records �
� 23. ITEM-WAREHOUSE:Add/Edit Records 62. Delete Records �
� 24. Delete Records �
� 25. Recreate ITEM/WH 71. EQUIPMENT MASTER:Add/Edit Records �
� 27. Description Upd. 72. Delete Records �
� 75. Territory Update �
� �
� 98. RETURN TO MAIN MENU �
� 99. QUIT �
� �
� PLEASE ENTER YOUR CHOICE : �
+------------------------------------------------------------------------------+
Sample Screen: The File Processing Menu
The Importance Of Planning A Meaningful Numbering System
Before adding any new records to the customer or equipment master files, some pre planning will be necessary, in order to establish a user defined numbering system.
When creating a numbering system, the desired output should not only be meaningful to the business, it also should convey as much information as possible. Information such as:
� the Sold to customer number
� the customer site number
� the installed equipment type
For example, the diagram below, shows how a numbering system can reflect, a Sold to customer�s different locations and different installed equipment types.
ABC Inc., Installed Site #12345023
Voice Mail System
ABC Inc., Installed Site #12345034
Fax System
ABC Inc., Installed Site #12345045
Video System
ABC Inc., Installed Site #12345012
Telephone System
Note how the 8 digit numeric field has been best utilized:
� The first 5 digits are used as the Sold to customer: #12345
� The next 2 digits are used to represent the customer�s different installed sites: 01, 02, 03, and 04
� The last digit is used to distinguish the different types of installed equipment at each customer site: 2 = Telephone System, 3 = Voice Mail System, 4 = Fax System, 5 = Video System
The numbering system described in this manual, may require some modifications in order to suit your particular business needs. However, by planning ahead and using numbers that are meaningful, all A/R transactions involving multiple sites, need only be posted to one Sold to customer. Requiring only one monthly customer statement be produced. Using the suggested numbering system also allows for up to 99 different sites, to be related to one customer number.
Be Careful When Entering Dates:
Certain dates will have more significance, to the system, than others. For instance, dates related to GMA�s and warranties depend on the Day End system maintenance program to automatically make logical changes to time and material charges when they expire. Dates entered incorrectly, could lead to incorrect charges being made to customer statements. The bottom line, be careful when entering any date.
1... CUSTOMER MASTER FILE
The customer master file contains important billing information and includes the following options:
1.CUSTOMER FILE :Add/Edit Records
2. Delete Records
4. Territory Update
Adding A Customer Record (Option 1):
Before adding any new records to the customer master file, see The Importance Of Planning A Meaningful Numbering System, in Section I of, Setting Up The Master Files.
To add a new customer, select option 1 (Customer File: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
After the required password has been entered, a screen entitled ADD/EDIT CUSTOMER INFORMATION is displayed.
At this screen, there are three data entry fields. The first one, prompts the user to enter a new customer number (numeric entry, up to 8 digits in length). The system automatically assigns a new number if the user chooses to leave the field empty by pressing the RETURN KEY.
The second field prompts the user to enter a customer�s partial name (alpha numeric entry, 3 characters long). This field does not require data input when adding a new customer. It only requires input when retrieving an existing customer record. In order to advance the cursor to the next field, leaving the second field empty, press the RETURN KEY.
At the third field the user must enter a �Y� for YES, to verify that a new customer is being created, or �N� for NO to exit the screen.
Enter Existing CUSTOMER-# or PARTIAL-NAME to EDIT
or Leave BOTH BLANK to Enter NEW CUSTOMER ------> ________(Customer#)or___(name)
Do you wish to Enter a NEW CUSTOMER ? (Y=Yes / N=No) : __
The system does not allow duplicate customer numbers. However, if a number being entered already exists in the system, S.A.M. brings up the customer record assigned that number, because it assumes the user wants to edit or update that record.
When allowing the system to automatically assign new customer numbers, each number assignment increments by a value of 5. Incrementing values allows for gaps between each number assignment value. These gaps become useful when it is preferable to keep records sequentially numbered, from an administrative point of view, for customers with multiple installed sights or multiple installed equipment types. In order to accomplish this, all the user has to do is manually enter the customer�s numbers in the sequence desired.
ABC Inc., Installed Site #
10001
ABC Inc., Installed Site #
10003
ABC Inc., Installed Site #
10004
ABC Inc., Installed Site #
10002
Editing An Existing Customer Record (Option 1):
To edit or update information about an existing customer, select option 1 (Customer File: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
After the required password has been entered, a screen entitled ADD/EDIT CUSTOMER INFORMATION is displayed.
At this screen, there are three data entry fields. The first one, prompts the user to enter a customer number (numeric entry, up to 8 digits in length). If however, the user cannot remember the customer�s number, leave this field blank and press the RETURN KEY to advance to the next field.
The second field allows the user to enter the customer�s partial name (alpha numeric entry, 3 characters long). Enter the first 3 letters of the customer�s name and press the RETURN KEY to advance to the next field.
The third field prompts for a �Y� to be entered to verify that YES this is a new customer or �N� for NO to exit this screen. Leave this field blank and press the RETURN KEY.
If the user entered the actual customer number, the record requested appears on a screen entitled CHANGE EXISTING CUSTOMER. Use the ARROW KEYS to move the cursor to the fields that need editing. With the changes made, press the PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the File Processing Menu.
However, if the user enters the customer�s partial name, the system displays a list of all the customer names that begin with the 3 letters entered.
+----------------------------------------------------------- ----------------+
� *** PARTIAL CUSTOMER'S NAME & NUMBER SEARCH *** �
�------------------------------------------------------------------------------�
�CUST.-NO C U S T O M E R - N A M E C I T Y TELEPHONE �
�------------------------------------------------------------------------------�
� 3785 BIG HOME INN ELIZABETH TOWN (905)479-6717 �
� 2711 SUNSET BLVD. 90049-1234 �
� BEVERLY HILLS �
� 43785 BIG HOME INN ELIZABETHTOWN (905)479-6717 �
� 2711 SUNSET BLVD. 90049 �
� BEVERLY HILLS �
� 53785 BIG HOME INN ELIZABETHTOWN (905)479-6717 �
� 2711 SUNSET BLVD. 90049 �
� BEVERLY HILLS �
� 63785 BIG HOME INN ELIZABETHTOWN (905)479-6717 �
� 2711 SUNSET BLVD. 90049 �
� BEVERLY HILLS �
� 73785 BIG HOME INN ELIZABETHTOWN (905)479-6717 �
� 2711 SUNSET BLVD. 90049 �
� BEVERLY HILLS �
� *** MORE CUSTOMERS ARE AVAILABLE, STARTING WITH (BIG) *** �
� RETURN-KEY : to view next page �
� 99999999 : to return to previous menu �
� CUSTOMER # : to display detailed information 0 �
+------------------------------------------------------------------------------+
Sample Screen: Partial Customer Name & Number Search List
Once at the screen entitled PARTIAL CUSTOMER�S NAME & NUMBER SEARCH, if the desired customer record is not listed, press the RETURN key as many times as required, until the record appears on screen. Then at the prompt enter the customer number for the record that needs editing and press the RETURN key.
With the record displayed, use the ARROW KEYS to move the cursor to the fields that need editing. Once the changes are made, press the PAGE UP/PAGE DOWN KEY to exit back to the File Processing Menu.
Deleting A Customer Record (Option 2):
Before deleting a customer record from the customer master file, make sure there is no activity, for that customer, in the current A/R period. As well, there must be no outstanding invoices or debit memos associated with that customer. Just to be on the safe side, print off a copy of the Aged Trial Balance Report.
To delete a customer record select option 2 (Customer File: Delete Records) from the File Processing Menu and press the RETURN KEY.
At the screen entitled, DELETE EXISTING CUSTOMER, the system reminds the user to check the A/R status of the customer before proceeding. Next, enter the required password, then enter the number of the customer record to be deleted, and press the RETURN KEY.
The requested customer record should now appear on the screen entitled CUSTOMER INQUIRY/CUSTOMER DELETE. With the correct customer record displayed, proceed by typing �YES� at the prompt and press the RETURN KEY. However, if for some reason the wrong record appears, type �NO� at the prompt, to cancel the deleting process and press the RETURN KEY.
+------------------- *** CUSTOMER INQUIRY *** Ins ---------------+
� *** CUSTOMER DELETE *** �
� Customer # : 3200040 Language (E/F/S/G): E Credit Limit 0 �
� Customer Name : CR Hold : �
� Address Line 1 : Auto. Late-Chrg.: Y �
� Address Line 2 : Print Stat.Text : Y �
� City : Discount-Code : 0�
� State/Province : Price Code : 0�
� Zip/Postal Code : +---------------------------+
� Tel. & Fax # : ( ) - 0 ( ) - 0 � <----- A/R Info. -----> �
� Contact Person GEN: � Future 120+ : 0.00 �
� Title : � Future 90 : 0.00 �
� Contact Person SRV: � Future 60 : 0.00 �
� Title : � Future 30 : 0.00 �
� Contact Person A/P: � Current : 0.00 �
� Title : � Past 30 : 0.00 �
� Business : � Past 60 : 0.00 �
� Sls.Tax Exempt.-# : � Past 90 : 0.00 �
� GST Tax Exempt.-# : � Past 120+ : 0.00 �
� Sales Territory : 0 � ---------- �
� Sales-Rep's. # : 0 � Total Due : 0.00 �
� Srv.Zone / Tax-Cd.: A / A +---------------------------+
� COMMENT : �
� Are you SURE ? ... (enter 'YES' to delete): �
+------------------------------------------------------------------------------+
Sample Screen: Deleting A Customer Record
Numbers from deleted customer records can be re used if re entered manually but, the system�s ability to handle a large number of customer records, makes re using numbers unnecessary. The system will supports up to 99,999,999 customer records.
Territory Update (Option 4):
+----------------------------------------------------------- ----------------+
� �
� �
� �
� �
� �
� �
� �
� �
� �
� �
� �
� WARNING: �
� During this process, NO Access to Customer-File should be active. �
� Updating the CUSTOMER-MASTER-FILE, with SLS-REP.#, SRV-REP.#, �
� SERVICE-ZONE, and service county TAX-CODE is in progress. �
� �
� PROCESS SHOULD: S = Start / C = Cancel �
� �
� �
� �
+------------------------------------------------------------------------------+
Sample Screen: Territory Update
This option automatically updates the customer master file, by assigning territory numbers, sales and service representative numbers, service zones, and county tax codes, to all the customer site records, according to the postal/zip code table already set up.
To run the territory update, select option 4 (Customer File: Territory Update) from the File Processing Menu and press the RETURN KEY. Continue by entering �S� at the prompt to start the process and press the RETURN KEY, or enter �C� to cancel and press the RETURN KEY to exit back to the File Processing Menu.
The user must again verify whether or not to proceed. Enter �Y� for YES or �N� for NO and press the RETURN KEY.
The five fields effected by running the territory update include:
1. Sales Rep. #
2. Sales Territory #
3. Service Zone
4. Service Technician # (Allows for up to 3 technicians to be assigned to service this territory.)
5. County tax code
Something to keep in mind before choosing to run the territory update, is that this procedure will update all the records in the customer master file, overwriting any sales representative numbers, sales territory numbers, service zones, and service representative numbers previously entered. It is recommended the territory update be included as part of the Day End system maintenance program, therefore keeping all the records accessible during regular business hours.
Customer Record: Data Entry Screen & Definitions
+----------------------------------------------------------- ----------------+
� ** A D D A N E W C U S T O M E R ** �
� Customer # : Language (E/F/S/G): E Branch Loc. : �
� Customer Name : Set-Up Date :04/25/1997 �
� Address Line 1 : Max. Amt.Due: 0 �
� Address Line 2 : Credit Limit: 0 �
� City : CR Hold (SRV/MAC/ALL): �
� State/Province : Auto. Late-Chrg (Y/N):Y �
� Zip/Postal-Code : - Print Stat.Text (Y/N):Y �
� Tel. & Fax # : ( ) - 0 ( ) - 0 Print Aging Rpt.(Y/N):Y �
� Contact Person GEN: Discount Code (1,999): 0�
� Title : Price-Code (1,999): 0�
� Contact Person SRV: Cust. or Prosp. (C/P):C �
� Title : Cust. Invoice AR Term:A �
� Contact Person A/P: �
� Title : �
� Business : �
� Sls.Tax Exempt.-# : �
� GST Tax Exempt.-# : �
� Sales Territory : 0 �
� Sales-Rep's. # : 0 �
� Srv.Zone / Tax-Cd.: A / A / �
� C O M M E N T: �
� ENTER/EDIT the above information .. Press the
+------------------------------------------------------------------------------+
Sample Screen: Customer Record Data Entry Screen
Customer # : A unique value used to identify a customer. This number was assigned at the previous data entry screen, either manually by the user or automatically by the system. Maximum 8 digits, numeric field.
Language (E/F/S/G) : Language code. E - English, F - French, S - Spanish, G - German. Optional, defaults to E, maximum 1 character, alpha numeric field.
Customer Name : Enter the customer�s business name. Maximum 30 characters, alpha numeric field.
Address Line 1 : Enter the customer�s street address. Maximum 30 characters, alpha numeric field.
Address Line 2 : Enter the customer�s street address for unit or suite numbers. Maximum 25 characters, alpha numeric field.
City : Enter the city name. Maximum 20 characters, alpha numeric field.
State/Province : Enter the State or Province name (use the accepted acronym). Maximum 3 characters, alpha numeric field.
Zip/Postal Code : Enter the zip code for US customers. Maximum 9 digits, numeric field. The postal code for Canadian customers. Maximum 6 characters, alpha numeric field.
Tel. & Fax # : Enter the company�s phone number and fax number. The area code must be enter first. Defaults to zero, maximum 10 digits for each, numeric field.
Contact Person GEN : Enter the name of the contact person who deals with general issues. Maximum 25 characters, alpha numeric field.
Title : Enter the title or position held by the contact person within the company. Maximum 25 characters, alpha numeric field.
Contact Person SRV : Enter the name of the contact person who deals with service request issues. Maximum 25 characters, alpha numeric field.
Title : Enter the title or position held by the contact person within the company. Maximum 25 characters, alpha numeric field.
Contact Person A/P : Enter the name of the contact person who deals with account payable issues. Maximum 25 characters, alpha numeric field.
Title : Enter the title or position held by the contact person within the company. Maximum 25 characters, alpha numeric field.
Business : Enter a description of the company�s main business. Maximum 20 characters, alpha numeric field.
Sls. Tax Exempt.-# : Enter the sales tax exemption registration number. Maximum 17 characters, alpha numeric field.
GST Tax Exempt.-# : Enter the goods and services (excise) tax exemption registration number. Maximum 10 characters, alpha numeric field.
Sales Territory : Automatically assigned by the system according to the postal/zip code table already set up, or the user can manually entered the first 3 digits of the customer�s zip/postal code. Defaults to zero, maximum 3 digits, numeric field.
Sales Rep�s #: Enter a unique value to identify the sales representative handling the customer, should be assigned the same number that was assigned as the territory number. Defaults to zero, maximum 3 digits, numeric field.
Srv. Zone / Tax-Cd. : A / A / Enter a service zone code (used for statistical purposes only). Maximum 1 character, alpha numeric field. Next, enter a tax code (used for calculating the sales tax on material and labor). Maximum 1 character, alpha numeric field.
Comments : Can be used to enter any general comments regarding the customer�s installed equipment, which will appear on the Service Dispatching data entry screen and also be printed on the work order. Maximum 67 characters, alpha numeric field.
Branch Loc. : Enter a branch location code (used for statistical purposes only). Optional, maximum 3 characters, alpha numeric field.
Set-Up Date : Automatically assigned by the system. Defaults to the date the customer record is created. Maximum 8 digits, numeric field (MM/DD/YYYY).
Max. Amt. Due : Informs the user about the maximum amount due for that customer. Defaults to zero, maximum 8 digits, numeric field.
Credit Limit : Informs the user about the customer�s credit limit. Defaults to zero, maximum 8 digits, numeric field.
CR Hold (SRV/MAC/ALL) : Informs the user about the customer�s credit status (i.e. SRV - customer is placed on credit hold due to service requests, MAC - customer is placed on credit hold due to move/adds/changes, ALL - customer is placed on credit hold due to service requests and MAC�s). Maximum 3 characters, alpha numeric field.
Auto. Late-Charg (Y/N) : Should the customer be charged for a late payment automatically, enter �Y� for YES or �N� for NO. Defaults to �Y�, maximum 1 character, alpha numeric field.
Print Stat. Text : Print a statement text (30, 60, 90, 120 days) on the bottom of the customer�s statement? Enter �Y� for YES or �N� for NO (used for statistical purposes only). Defaults to �Y�, maximum 1 character, alpha numeric field.
Print Aging Rpt. : Include this customer on the aging report? Enter �Y� for YES or �N� for NO (used for statistical purposes only). Defaults to �Y�, maximum 1 character, alpha numeric field.
Discount Code (1,999) : Enter a discount code (refers to a pre-defined discount structure or table). Defaults to zero, maximum 3 digits, numeric field.
Price Code (1,999) : Enter a price code (refers to a pre-defined price structure or table). Defaults to zero, maximum 3 digits, numeric field.
Cust. or Prosp. (C/P) : Does the information being entered refer to a customer or a prospect? Enter �C� for customer or �P� for prospect. Defaults to �C� for customer, maximum 1 character, alpha numeric field.
Cust. Invoice AR Term : Refers to the customer�s invoiced payment terms (i.e., A-30 days, B-60 days, C-90 days, D-120 days). The A/R terms represented by the number days and text code displayed, are defined in the Accounts Receivable application. The A/R term entered will be printed on the invoices. Defaults to �A� for 30 days, maximum 1 character, alpha numeric field.
2... ITEM MASTER FILE
The item master file contains important pricing information for each individual item-part number and includes the following options:
12. ITEM-MASTER :Add/Edit Records
13. Delete Records
14. Price Maintenance
Adding An Item-Part Number (Option 12):
When adding item-part numbers to the item master file, we recommend using the original manufacturer�s item-part numbers, to achieve an easy to use and meaningful cross reference. This way, the correct manufacturing item-part number will appear on the purchase orders and receiving reports, thus eliminating additional conversion and manual entries to match vendor receiving reports.
To add a new item-part number, select option 12 (Item-Master: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
After entering the required password, a screen entitled ADD/EDIT ITEM-MASTER INFORMATION is displayed.
At this screen, enter a new item-part number (alpha numeric entry, up to 15 characters long) at the prompt. When a new item-part number is created the system displays a flashing warning, in red, asking whether a new or wrong item-part number has been entered. At the prompt enter �Y� for YES this is a new item-part number, then press the RETURN KEY.
In the event the user wishes to cancel entering a new item-part number, enter �N� for NO at the prompt and press the RETURN KEY or PAGE UP/PAGE DOWN KEY to exit back to the File Processing Menu screen.
The system does not allow duplicate item-part numbers. If, however, a number being entered already exists in the system, S.A.M. brings up the item-part record already assigned to that number, because it assumes the user wants to edit or update the record.
If the user entered �Y� at the prompt, the ADD NEW ITEM-MASTER INFO data entry screen appears. This is where important pricing information, about the item-part number just created, will be entered into the system.
+--------- ** A D D N E W I T E M - M A S T E R I N F O ** ---------+
� ITEM-PART-# :120001 Vendor-# : 0 �
� Invoice Description: Item Class : �
� Item-ID. : �
� Internal Descript. : �
� Vnd.Part# , Vnd-# : , 0 , 0 �
� New Product MAC's Repaired Used �
� Unit Cost : 0.000 0.000 0.000 0.000 �
� - Discount % : 0.000 0.000 0.000 0.000 �
� x Markup % : 0.00 0.00 0.00 0.00 �
� + Install. $ : 0.00 0.00 0.00 0.00 �
� = Cust.Price : 0.00 0.00 0.00 0.00 �
� �
� % of Actual-Cost : 0.00 0.00 0.00 0.00 �
� = Standard-Cost : 0.000 0.000 0.000 0.000 �
� Prev. Purch.Price: 0.000 0.000 0.000 0.000 �
� Current Purch.Price: 0.000 0.000 0.000 0.000 �
� Average Purch.Price: 0.000 0.000 0.000 0.000 �
� GL Acc.,Dpt.# (Cost) :50001- 1 50002- 1 50003- 1 50004- 1 �
� GL Acc.,Dpt.# (Sales):40001- 1 40002- 1 40003- 1 40004- 1 �
� �
� Charge GMA (Y/N) : N Sales-Tax (Y/N): Y Invent.Item (Y/N): Y �
� Yearly GMA Charge: 0.00 Updt. Cust.Eqpm. (Y/N): Y Prnt GMA Inv(Y/N): Y �
� Unit Of Measure : EA. Estimated Lab.Hrs. : 0.00Commiss. (Y/N): Y �
+-- ENTER/EDIT the above information .. Press the
Sample Screen: Item-Part Record Data Entry Screen
With all the appropriate information entered, press the RETURN KEY. If more entries are required, specific to pricing requirements for Government and Bell-South projects, two more data entry screens have been provided for that purpose.
If neither of these data entry screens are relevant to the item-part just created, press the PAGE UP/PAGE DOWN KEY or RETURN KEY a couple of times or until the screen shown below is displayed.
+-----------------------------------------------------------Ins----------------+
� �
� �
� NOTE: This Item has Already been added to -----> MASTER FILE �
� NOW : Add This Item to ------------------------> WAREHOUSE FILE �
� �
� �
� �
� �
� ITEM NUMBER : 120001 �
� �
� PLEASE Enter Warehouse-# : 1 �
� �
� �
� �
� �
� �
� �
� JUST Press the
+------------------------------------------------------------------------------+
Sample Screen: Creating an Item Balance Inventory Record
For better control over inventory management, after adding a new item-part number to the item master file, each new item should also be added to the main warehouse. The system automatically adds item-parts to all other warehouses when required. (For more information about setting up warehouses, read section 4, which deals with Warehouse Text Files.)
After entering a valid warehouse number at the prompt, press the RETURN KEY. This brings up the ADD NEW ITEM-NUMBER/WAREHOUSE data entry screen. Here, the user has the opportunity to create an item balance record or inventory record for the new item-part. If the user is not ready to enter inventory information yet, press the PAGE UP/PAGE DOWN KEY to exit this screen.
Otherwise, enter the inventory stock information for the item-part and for the appropriate warehouse, then press the RETURN KEY to repeat the process for another warehouse, if need be.
+--------------** ADD NEW ITEM-NUMBER / WAREHOUSE **------Ins----------------+
� �
� ITEM PART-# : 120001 �
� Warehouse # : 1 �
� Item Class Code : �
� Warehouse Desc. : MAIN WAREHOUSE �
� Physical Location : �
� Allocated Quantity : 0 �
� On Order Quantity : 0 �
� On Reserve Qty : 0 �
� Backordered Qty : 0 �
� Begin Month Qty : 0 �
� M.T.D Received Qty : 0 �
� M.T.D Installed Qty: 0 �
� Minm. Safety-Stock : 0 �
� Vendor's Lead-time : 0 Days �
� Maximum Order Qty. : 0 �
� On-Hand Quantity : 0 �
� Last Physical Qty : 0 �
� Y.T.D.Installed Qty: 0 �
� Date Last Shipped : / / �
� �
� �
� Please Press the
+------------------------------------------------------------------------------+
Sample Screen: Item Balance Record Data Entry Screen
With all the necessary data for the item-part entered, press the PAGE UP/PAGE DOWN KEY twice, to create another new item-part number, or as many times as necessary to exit back to the File Processing Menu.
Editing An Existing Item-Part Number (Option 12):
To edit or update an existing item-part number, select option 12 (Item-Master: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
After entering the required password, a screen entitled ADD/EDIT ITEM-MASTER INFORMATION is displayed.
At this screen, enter the item-part number for the record that needs changing, and press the RETURN KEY. With the record displayed, use the ARROW KEYS to move the cursor to the fields that need editing. Once the changes are made, press the PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the File Processing Menu screen.
In the event the user wishes to cancel making changes to the item-part record, simply press the PAGE UP/PAGE DOWN KEY to exit back to the File Processing Menu screen.
Deleting An Item-Part Number (Option 13):
Deleting an item-part number is a little more involved then just pressing the delete key. Certain steps must be taken before the item is completely deleted from the system. For instance, all warehouse inventory stock records associated with the item-part must be deleted from the item balance file before the item-part number can be deleted from the item master file.
The first step involves zeroing out all on-hand quantities of the item-part within all the warehouses associated with the item-part. This is a very simple process, select option 23 (Item Warehouse: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
After entering the required password, a screen entitled ADD/EDIT AN ITEM/
WAREHOUSE INVENTORY is displayed.
At this screen, enter the item-part number at the prompt, and press the RETURN KEY. Next, enter the warehouse number at the prompt, and press the RETURN KEY. With the record displayed, use the ARROW KEYS to move the cursor to the on-hand fields that need zeroing out. Once the changes are made, press the PAGE UP/PAGE DOWN KEY to exit back to the File Processing Menu screen.
The next step involves deleting a specific item-part number from a specific warehouse number. To do this, select option 24 (Item Warehouse: Delete Records) from the File Processing Menu Screen and press the RETURN KEY.
After entering the required password, a screen entitled DELETE ITEM
WAREHOUSE RECORD is displayed.
+------------------------------------------------------------------------------+
� ** DELETE ITEM WAREHOUSE RECORD ** �
�------------------------------------------------------------------------------�
� �
� �
� �
� �
� �
� �
� Please Enter the ITEM-#, You wish to DELETE : 120003 �
� From SPECIFIC WAREHOUSE-NUMBER : 1 �
� �
� �
� �
� �
� �
� Just Press the
+------------------------------------------------------------------------------+
Sample Screen: Deleting An Item Balance Record
At this screen, enter the item-part number at the prompt, and press the RETURN KEY. Next, enter the warehouse number at the prompt, and press the RETURN KEY. This causes a warning to appear on the screen, alerting the user to verify that the item balance record shown is correct before continuing. If the record displayed is correct, enter �YES� at the prompt, otherwise press the PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the File Processing Menu.
The final step involves deleting the item-part number from the item master file. To do this, select option 13 (Item Master: Delete Records) from the File Processing Menu and press the RETURN KEY.
After entering the required password, a screen entitled DELETE EXISTING ITEM NUMBER is displayed.
+------------------------------------------------------------------------------+
� ** DELETE EXISTING ITEM NUMBER ** �
�------------------------------------------------------------------------------�
� �
� �
� �
� NOTE: Have you Already DELETED all W/H Inventory RECORDS (Use Option 24) �
� related to the ITEM MASTER RECORD you wish to DELETE ? �
� �
� Type-in your PASSWORD Now ----------> : �
� �
� �
� �
� �
� �
� �
� �
� �
� �
+------------------------------------------------------------------------------+
Sample Screen: Deleting an Existing Item-Part Record
At this screen, enter the item-part number at the prompt, and press the RETURN KEY. This causes a warning to appear on the screen, alerting the user to verify that the item balance record shown is the correct one before continuing. If the record displayed, is correct, enter �YES� at the prompt, otherwise press the PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the File Processing Menu.
If, however, for some reason the wrong record appears, press the RETURN KEY or PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the File Processing Menu screen to re entered the number again.
Price Maintenance - General (Option 14):
The price maintenance procedure will completely recalculate customer prices for all item-parts or for item-parts of a specific item class (New, MAC�s, Used, and Repaired).
This option should be used when:
� a vendor�s discount structure or price structure has changed.
� the company�s mark-up structure has changed or a new standard cost structure is needed.
To recalculate customer prices, select option 14 (Item-Master: Price Maintenance) from the File Processing Menu and Press the RETURN KEY.
After entering the required password, proceed by entering �YES� at the prompt. At the ITEM-MASTER MAINTENANCE MENU, select the option specific to the task required and follow all on-line instructions to complete the task.
+-----------------------------------------------------------Ins----------------+
� ** I T E M - M A S T E R M A I N T E N A N C E M E N U ** �
�------------------------------------------------------------------------------�
� �
� 1. ALL ITEMS (All Item-Classes) �
� �
� 2. SPECIFIC ITEM-CLASS .............. (Re-Calculate Customer-Prices) �
� �
� 3. SPECIFIC ITEM-CLASS ....... (DO NOT Re-Calculate Customer-Prices) �
� �
� 4. ALL ITEMS (OVER 1$), ROUND (UP/DOWN) CUSTOMER-PRICES TO NEAREST $ �
� �
� 5. ALL ITEMS, RE-CALCULATE CUSTOMER-PRICES ........... (NO ROUNDING) �
� �
� 6. ALL ITEMS (OVER ??$) ROUND (UP) CUSTOMER-PRICES TO NEAREST 5/10 $ �
� �
� 98. RETURN TO MAIN MENU �
� 99. QUIT �
� �
� PLEASE ENTER YOUR CHOICE : �
+------------------------------------------------------------------------------+
Sample Screen: Item Maintenance Selection Menu
Option 1 input price changes, effects all items, for all item-classes.
Option 2 input price changes, effects all items, for a specific item-class.
Option 3 input price changes, effects all items, for a specific item class, without recalculating the customer prices.
Option 4 rounds the prices of all items (over a dollar) to the nearest dollar value.
Option 5 recalculates customer prices for all items.
Option 6 rounds the prices of all items (over an amount entered by the user) to the nearest 5 or 10 dollar value.
Price Maintenance - More Options (gitmupdt):
To recalculate customer prices, at the DOS prompt c:\in>, enter �gitmupdt � and press the RETURN KEY. After entering the required password, proceed by entering �YES� at the prompt. At the ITEM-MASTER MAINTENANCE MENU, select the option specific to the task required and follow all on-line instructions to complete the task.
+----------------------------------------------------------- ----------------+
� ** I T E M - M A S T E R M A I N T E N A N C E M E N U ** �
�------------------------------------------------------------------------------�
� �
� FOR ALL ITEMS (ALL ITEM-CLASSES): �
� 1. CHANGE Markup, Discount, and so on ........ (Re-Calculate Cust.Prices) �
� 4. (OVER 1$) ROUND UP/DOWN Customer-Prices .. (TO NEAREST $) �
� 5. RE-CALCULATE ALL Prices & Costs ........... (NO ROUNDING) �
� 6. (OVER ??$) ROUND (UP) Customer-Prices ..... (TO NEAREST 5/10 $) �
� 7. (OVER 10$) ROUND UP/DOWN Customer-Prices .. (TO NEAREST $) �
� 8. Copy NEW Cost to MAC's .................... (Both are Same Cost) �
� �
� FOR SPECIFIC ITEM-CLASS ONLY: �
� 2. CHANGE Markup, Discount, and so on ........ (Re-Calculate Cust.Prices) �
� 3. CHANGE Markup, Discount, and so on ........ (DO NOT Re-Cl.Cust.Prices) �
� 14. (OVER 1$) ROUND UP/DOWN Customer-Prices .. (TO NEAREST $) �
� 15. RE-CALCULATE ALL Prices & Costs ........... (NO ROUNDING) �
� 16. (OVER ??$) ROUND (UP) Customer-Prices ..... (TO NEAREST 5/10 $) �
� 17. (OVER 10$) ROUND UP/DOWN Customer-Prices .. (TO NEAREST $) �
� 18. Copy NEW Cost to MAC's .................... (Both are Same Cost) �
� 98. RETURN TO MAIN MENU �
� 99. QUIT �
� PLEASE ENTER YOUR CHOICE : �
+------------------------------------------------------------------------------+
Sample Screen: Item-Master Maintenance Menu
For all items and for all item-classes:
Option 1 input price changes, recalculates all customer prices.
Option 4 rounds the prices of all items (over a dollar) to the nearest dollar value.
Option 5 recalculates all prices, for all items.
Option 6 rounds the prices of all items (over an amount entered by the user) to the nearest 5 or 10 dollar value.
Option 7 rounds the prices of all items (over 10 dollars) to the nearest dollar value entered by the user.
Option 8 copies new prices over to MAC items.
For all items of a specific item-class only:
Option 2 input price changes, recalculates all customer prices.
Option 3 input price changes, without recalculating customer prices.
Option 14 rounds the prices of all items (over a dollar) to the nearest dollar value.
Option 15 recalculates all prices, for all items.
Option 16 rounds the prices of all items (over an amount entered by the user) to the nearest 5 or 10 dollar value.
Option 17 rounds the prices of all items (over 10 dollars) to the nearest dollar value entered by the user.
Option 18 copies new prices over to MAC items.
Item-Part Record: Data Entry Screen & Definitions
+--------- ** A D D N E W I T E M - M A S T E R I N F O ** ---------+
� ITEM-PART-# : Vendor-# : 0 �
� Invoice Description: Item Class : �
� Item-ID. : �
� Internal Descript. : �
� Vnd.Part# , Vnd-# : , 0 , 0 �
� New Product MAC's Repaired Used �
� Unit Cost : 0.000 0.000 0.000 0.000 �
� - Discount % : 0.000 0.000 0.000 0.000 �
� x Markup % : 0.00 0.00 0.00 0.00 �
� + Install. $ : 0.00 0.00 0.00 0.00 �
� = Cust.Price : 0.00 0.00 0.00 0.00 �
� �
� % of Actual-Cost : 0.00 0.00 0.00 0.00 �
� = Standard-Cost : 0.000 0.000 0.000 0.000 �
� Prev. Purch.Price: 0.000 0.000 0.000 0.000 �
� Current Purch.Price: 0.000 0.000 0.000 0.000 �
� Average Purch.Price: 0.000 0.000 0.000 0.000 �
� GL Acc.,Dpt.# (Cost) :50001- 1 50002- 1 50003- 1 50004- 1 �
� GL Acc.,Dpt.# (Sales):40001- 1 40002- 1 40003- 1 40004- 1 �
� �
� Charge GMA (Y/N) : N Sales-Tax (Y/N): Y Invent.Item (Y/N): Y �
� Yearly GMA Charge: 0.00 Updt. Cust.Eqpm. (Y/N): Y Prnt GMA Inv(Y/N): Y �
� Unit Of Measure : EA. Estimated Lab.Hrs. : 0.00Commiss. (Y/N): Y �
+-- ENTER/EDIT the above information .. Press the
Sample Screen: Item-Part Record Data Entry Screen
Item-Part-# : A unique value used to identify an inventory item. This number was assigned manually by the user at the previous data entry screen. Maximum 15 characters, alpha numeric field.
Invoice Description : Enter a brief description of the item-part. This description appears on the customer�s invoice. Maximum 22 characters, alpha numeric field.
Internal Descript : This field is longer than the Invoice Description and only shown internally. The description entered here, does not appear on invoices or printouts. It does however, appear on internal sales reports and on the on-line inquiries. Maximum 63 characters, alpha numeric field.
Vendor-# : Enter the main vendor number associated to this record. Defaults to zero, maximum 8 digits, numeric field.
Item Class : Each item-part may be assigned a classification code, so it can be grouped into specific categories, meaningful to the business. Maximum 4 characters, alpha numeric field.
Item-ID. : If the user enters a special code in this field (i.e., KSU, SET, CARD, etc.), press the PAGE UP/PAGE DOWN KEY so information about port types or stations� used, can be entered at a sub screen. In turn this updates the customer master file, detailing how many ports or stations the item-part will consume. Maximum 4 characters, alpha numeric field.
+-----------------------------------------------------------Ins----------------+
� ** U P D A T E I T E M - M A S T E R I N F O. ** �
� �
� ITEM-PART-# : 120001 �
� Invoice Description: Item Class : �
� Item-ID. : DATA �
� Internal Descript. : �
� �
� Set Type: <---- CO, S/L, EKT, DIG or MIS �
� # CO Ports Required (Trunk-Line) : 0 <---- 1 or 2 ............. 999 �
� # S/L Ports Required (Single-Line) : 0 <---- 1 or 2 ............. 999 �
� # EKT Ports Required (Electronic) : 0 <---- 1 or 2 ............. 999 �
� # DIG Ports Required (Digital) : 0 <---- 1 or 2 ............. 999 �
� # MIS Ports Required (Mus. Pag. Prt.): 0 <---- 1 or 2 ............. 999 �
� �
� �
� �
� �
� �
� �
� �
� ENTER/EDIT the above information .. Press the
+------------------------------------------------------------------------------+
Sample Screen: Item-Part Record (Item-ID Sub Screen)
Vnd. Part#, Vnd-# : This field should only be used if the item-part number is different from the vendor�s item-part number. If that is the case, enter the vendor�s item-part number at this field and press the RETURN KEY, then enter the vendor number. Repeat this process if you want to enter another vendor (i.e., Mitel item-part and a Toshiba item-part) item-part number: Maximum 15 characters, alpha numeric field.
Unit Cost (New Product) : Enter the base vendor suggested list price for a new item. Used in calculating the selling price of the item-part as a new item. Defaults to zero, maximum 9 digits, 3 decimal places, numeric field (999,999.999).
Unit Cost (MAC's) : Enter the base vendor suggested list price for a move, add, or change item. Used in calculating the selling price of the item-part as an MAC item. Defaults to zero, maximum 9 digits, 3 decimal places, numeric field (999,999.999).
Unit Cost (Repaired) : Enter the base vendor suggested list price for a repaired (refurbished) item. Used in calculating the selling price of the item-part as a repaired item. Defaults to zero, maximum 9 digits, 3 decimal places, numeric field (999,999.999).
Unit Cost (Used) : Enter the base vendor suggested list price for a used item. Used in calculating the selling price of the item-part as a used item. Defaults to zero, maximum 9 digits, 3 decimal places, numeric field (999,999.999).
- Discount % (New Product) : Enter a numeric value that indicates the discount to be applied to the vendor item price of individual items. Used in calculating the actual cost of the item-part as a new item. Defaults to zero, maximum 4 digits, 3 decimal places, numeric field (%0.999, for example, %64.5 discount will be entered as 0.645).
- Discount % ( MAC�s) : Enter a numeric value that indicates a discount to be applied to the vendor item price of individual items. Used in calculating the actual cost of the item-part as a MAC item. Defaults to zero, maximum 4 digits, 3 decimal places, numeric field (%0.999, for example, %64.5 discount will be entered as 0.645).
- Discount % (Repaired) : Enter a numeric value that indicates a discount to be applied to the vendor item price of individual items. Used in calculating the actual cost of the item-part as a repaired (refurbished) item. Defaults to zero, maximum 4 digits, 3 decimal places, numeric field (%0.999, for example, %64.5 discount will be entered as 0.645).
- Discount % (Used) : Enter a numeric value that indicates a discount to be applied to the vendor item price of individual items. Used in calculating the actual cost of the item-part as a used item. Defaults to zero, maximum 4 digits, 3 decimal places, numeric field (%0.999, for example, %64.5 discount will be entered as 0.645).
x Markup % (New Product) : Enter a numeric value that indicates a markup percentage to be applied to the item cost (vendor price minus discount) of individual items. Used in calculating the actual cost of the item-part as a new item. Defaults to zero, maximum 4 digits, 2 decimal places, numeric field (99.99%, for example, 1.8 markup will be entered as 01.80).
x Markup % ( MAC's) : Enter a numeric value that indicates a markup percentage to be applied to the item cost (vendor price minus discount) of individual items. Used in calculating the actual cost of the item-part as a MAC item. Defaults to zero, maximum 4 digits, 2 decimal places, numeric field (99.99%, for example, 1.8 markup will be entered as 01.80).
x Markup % (Repaired) : Enter a numeric value that indicates a markup percentage to be applied to the item cost (vendor price minus discount) of individual items. Used in calculating the actual cost of the item-part as a repaired (refurbished) item. Defaults to zero, maximum 4 digits, 2 decimal places, numeric field (99.99%, for example, 1.8 markup will be entered as 01.80).
x Markup % (Used) : Enter a numeric value that indicates a markup percentage to be applied to the item cost (vendor price minus discount) of individual items. Used in calculating the actual cost of the item-part as a used item. Defaults to zero, maximum 4 digits, 2 decimal places, numeric field (99.99%, for example, 1.8 markup will be entered as 01.80).
+ Customs $ (New Product) : Enter a numeric value that indicates any additional costs (i.e. customs, duty, freight, shipping and handling etc.) to be added to the item cost plus the markup of individual items. Used to calculate the selling price of the item-part as a new item. Defaults to zero, maximum 7 digits, 2 decimal places, numeric field (99,999.99).
+ Customs $ ( MAC's) : Enter a numeric value that indicates any additional costs (i.e. customs, duty, freight, shipping and handling etc.) to be added to the item cost plus the markup of individual items. Used to calculate the selling price of the item-part as a MAC item. Defaults to zero, maximum 7 digits, 2 decimal places, numeric field (99,999.99).
+ Customs $ (Repaired) : Enter a numeric value that indicates any additional costs (i.e., customs, duty, freight, shipping and handling etc.) to be added to the item cost plus the markup of individual items. Used to calculate the selling price of the item-part as a repaired (refurbished) item. Defaults to zero, maximum 7 digits, 2 decimal places, numeric field (99,999.99).
+ Customs $ (Used) : Enter a numeric value that indicates any additional costs (i.e. customs, duty, freight, shipping and handling etc.) to be added to the item cost plus the markup of individual items. Used to calculate the selling price of the item-part as a used item. Defaults to zero, maximum 7 digits, 2 decimal places, numeric field (99,999.99).
= Cust. Price (New Product) : The selling price of the item-part, as a new item. The system automatically calculates the price by pressing the RETURN KEY. This figure can be manually overwritten if necessary. Defaults to zero, maximum 8 digits, 2 decimal places, numeric field (999,999.99).
= Cust. Price ( MAC's) : The selling price of the item-part, as a MAC item. The system automatically calculates the price by pressing the RETURN KEY. This figure can be manually overwritten if necessary. Defaults to zero, maximum 8 digits, 2 decimal places, numeric field (999,999.99).
= Cust. Price (Repaired) : The selling price of the item-part, as a repaired (refurbished) item. The system automatically calculates the price by pressing the RETURN KEY. This figure can be manually overwritten if necessary. Defaults to zero, maximum 8 digits, 2 decimal places, numeric field (999,999.99).
= Cust. Price (Used) : The selling price of the item-part, as a used item. The system automatically calculates the price by pressing the RETURN KEY. This figure can be manually overwritten if necessary. Defaults to zero, maximum 8 digits, 2 decimal places, numeric field (999,999.99).
% of Actual-Cost (New Product) : Enter a numeric value that indicates a standard cost percentage to be applied to the item�s actual-cost (vendor price minus the discount) of individual items. Used in calculating the standard-cost of the item-part as a new item. Defaults to zero, maximum 4 digits, 2 decimal places, numeric field (for example, if the standard cost is 1.5% of the actual cost, it should be entered as 01.50).
% of Actual-Cost ( MAC's) : Enter a numeric value that indicates a standard cost percentage to he applied to the item�s actual-cost (vendor price minus the discount) of individual items. Used in calculating the standard-cost of the item-part as a MAC item. Defaults to zero, maximum 4 digits, 2 decimal places, numeric field (for example, if the standard cost is 1.5% of the actual cost, it should be entered as 01.50).
% of Actual-Cost (Repaired) : Enter a numeric value that indicates a standard cost percentage to be applied to the item�s actual-cost (vendor price minus the discount) of individual items. Used in calculating the standard-cost of the item-part as a refurbished item. Defaults to zero, maximum 4 digits, 2 decimal places, numeric field (for example, if the standard cost is 1.5% of the actual cost, it should be entered as 01.50).
% of Actual-Cost (Used) : Enter a numeric value that indicates a standard cost percentage to be applied to the item actual-cost (vendor price minus the discount) of individual items. Used in calculating the standard-cost of the item-part as a used item. Defaults to zero, maximum 4 digits, 2 decimal places, numeric field (for example, if the standard cost is 1.5% of the actual cost, it should be entered as 01.50).
= Standard-Cost (New Product) : The standard cost of a new item. The system automatically calculates the price by pressing the RETURN KEY. This figure can be manually overwritten if necessary. Defaults to zero, maximum 9 digits, numeric field (999,999.999).
= Standard-Cost ( MAC's) : The standard cost of a MAC item. The system automatically calculates the price by pressing the RETURN KEY. This figure can be manually overwritten if necessary. Defaults to zero, maximum 9 digits, numeric field (999,999.999).
= Standard-Cost (Repaired) : The standard cost of a repaired (refurbished) item. The system automatically calculates the price by pressing the RETURN KEY. This figure can be manually overwritten if necessary. Defaults to zero, maximum 9 digits, numeric field (999,999.999).
= Standard-Cost (Used) : The standard cost of a used item. The system automatically calculates the price by pressing the RETURN KEY. This figure can be manually overwritten if necessary. Defaults to zero, maximum 9 digits, numeric field (999,999.999).
Previous Purch. Price (New Product) : These figures are calculated and updated automatically through the Inventory Control System application. Defaults to zero, maximum 9 digits, numeric field (999,999.999).
Previous Purch. Price ( MAC�s) : These figures are calculated and updated automatically through the Inventory Control System application. Defaults to zero, maximum 9 digits, numeric field (999,999.999).
Previous Purch. Price (Repaired) : These figures are calculated and updated automatically through the Inventory Control System application. Defaults to zero, maximum 9 digits, numeric field (999,999.999).
Previous Purch. Price (Used) : These figures are calculated and updated automatically through the Inventory Control System application. Defaults to zero, maximum 9 digits, numeric field (999,999.999).
Current Purch. Price (New Product) : These figures are calculated and updated automatically through the Inventory Control System application. Defaults to zero, maximum 9 digits, numeric field (999,999.999).
Current Purch. Price ( MAC�s) : These figures are calculated and updated automatically through the Inventory Control System application. Defaults to zero, maximum 9 digits, numeric field (999,999.999).
Current Purch. Price (Repaired) : These figures are calculated and updated automatically through the Inventory Control System application. Defaults to zero, maximum 9 digits, numeric field (999,999.999).
Current Purch. Price (Used) : These figures are calculated and updated automatically through the Inventory Control System application. Defaults to zero, maximum 9 digits, numeric field (999,999.999).
Average Purch. Price (New Product) : These figures are calculated and updated automatically through the Inventory Control System application. Defaults to zero, maximum 9 digits, numeric field (999,999.999).
Average Purch. Price ( MAC�s) : These figures are calculated and updated automatically through the Inventory Control System application. Defaults to zero, maximum 9 digits, numeric field (999,999.999).
Average Purch. Price (Repaired) : These figures are calculated and updated automatically through the Inventory Control System application. Defaults to zero, maximum 9 digits, numeric field (999,999.999).
Average Purch. Price (Used) : These figures are calculated and updated automatically through the Inventory Control System application. Defaults to zero, maximum 9 digits, numeric field (999,999.999).
Charge GMA (Y/N) : Enter �Y� to indicate, YES, the item-part is subject to GMA charges. Enter �N� to indicate, NO, the item-part is not subject to GMA charges. The GMA module requires this information in order for it�s automatic Billing application to function efficiently. (Defaults to �Y� for YES, maximum 1 character, alpha numeric field.
Yearly GMA Charge (Y/N) : The yearly GMA charges are calculated by the unit of measurement chosen to express the quantity of this item-part, and will be reflected on the customer�s installed equipment record. Enter �Y� for YES, if �Y� was entered in the previous field. Enter �N� for NO, if �N� was entered in the previous field. Defaults to �Y� for �YES�, maximum 1 character, alpha numeric field.
Unit of Measure : Enter the unit of measurement used to express the quantity or dimensions of the item-part (i.e., EA., DOZ, MT., KG., MIL, etc.). Defaults to �EA.� for each, maximum 3 characters, alpha numeric field.
Sales-Tax (Y/N) : Enter �Y� to indicate, YES, the item-part is subject to sales tax. Enter �N� to indicate, No, the item-part is not subject to sales tax. Defaults to �Y� for YES, maximum 1 character, alpha numeric field.
Updt. Cust. Eqpm. (Y/N) : Enter �Y� to indicate, YES, this item-part should be automatically added to customer's installed equipment record. Enter �N� to indicate, No, this item-part is not to be added to the customer's installed equipment record. Defaults to �Y� for �YES�, maximum 1 character, alpha numeric field.
Estimated Lab. Hrs. : Enter a numeric value that indicates the amount used to calculate the total estimated labor for a New installation by the Quotes application. Defaults to zero, maximum 5 digits, numeric field.
Invent. Item (Y/N) : Enter �Y� to indicate, YES, this item-part should be automatically added to the Inventory Control application. Enter �N� to indicate, No, this item-part is not to be added to the Inventory Control application. Defaults to �Y� for �YES�, maximum 1 character, alpha numeric field.
Prnt GMA Inv. (Y/N) : Enter �Y� to indicate, YES, this item-part should be automatically added to the GMA printed invoice. Enter �N� to indicate, No, this item-part is not to be added to the GMA printed invoice. Defaults to �Y� for �YES�, maximum 1 character, alpha numeric field.
Commiss. (Y/N) : Enter �Y� to indicate, YES, this item-part should be automatically added to the sales representative�s commissioned sales totals. Enter �N� to indicate, No, this item-part is not to be added to the sales representative�s commissioned sales totals. Defaults to �Y� for �YES�, maximum 1 character, alpha numeric field.
Item Balance Record: Data Entry Screen & Definitions
+--------------** ADD NEW ITEM-NUMBER / WAREHOUSE **------Ins----------------+
� �
� ITEM PART-# : 120001 �
� Warehouse # : 1 �
� Item Class Code : �
� Warehouse Desc. : MAIN WAREHOUSE �
� Physical Location : �
� Allocated Quantity : 0 �
� On Order Quantity : 0 �
� On Reserve Qty : 0 �
� Backordered Qty : 0 �
� Begin Month Qty : 0 �
� M.T.D Received Qty : 0 �
� M.T.D Installed Qty: 0 �
� Minm. Safety-Stock : 0 �
� Vendor's Lead-time : 0 Days �
� Maximum Order Qty. : 0 �
� On-Hand Quantity : 0 �
� Last Physical Qty : 0 �
� Y.T.D.Installed Qty: 0 �
� Date Last Shipped : / / �
� �
� �
� Please Press the
+------------------------------------------------------------------------------+
Sample Screen: Item Balance Record Data Entry Screen
Item Part-# : A unique value used to identify an inventory item. This number was assigned manually by the user at the previous data entry screen. Maximum 15 characters, alpha numeric field.
Warehouse # : A unique value used to identify a warehouse or a technician�s truck. This number was assigned manually by the user at the previous data entry screen. Maximum 3 digits, numeric field.
Item Class Code : Each item-part may be assigned a classification code, so it can be grouped into specific categories, meaningful to the business. The item class code that automatically appears on this screen was copied over from the existing item-part record in the Item Master file. Maximum 4 characters, alpha numeric field.
Warehouse Desc. : A text description of the inventory warehouse, used on invoices, inventory and sales reports. The warehouse description that automatically appears on this screen was copied over from the existing warehouse record in the warehouse text file. Maximum 25 characters, alpha numeric field.
Physical Location : Enter text to describe the physical location of where the item is stocked in a specific warehouse. (For example, the shelf number, or row number.) Maximum 5 characters, alpha numeric field.
Allocated Quantity : A numeric value that represents a quantity allocated to each individual warehouse for installation sales orders yet to be filled, automatically updated through the Order Entry application. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
On Order Quantity : A numeric value that represents the quantity on order for the main warehouse only, automatically updated through the Vendor application. The other warehouses will be left at the default (zero). Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
On Reserve Qty : Enter a numeric value that represents a quantity reserved for pending work orders, but not yet received. This field must be manually updated and should be used for information purposes only. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Backordered Qty : A numeric value that represents the quantity on back order for each individual warehouse, automatically updated by the Order Entry application. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Begin Month Qty : A numeric value that represents the quantity on-hand at the beginning of the month for each individual warehouse, automatically updated by the Inventory Control application. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
M.T.D. Received Qty : A numeric value that represents the total month-to-date quantity received for each individual warehouse, automatically updated by the Inventory Control application. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
M.T.D. Installed Qty : A numeric value that represents the total month-to-date quantity shipped or installed for each individual warehouse, automatically updated by the Inventory Control application. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Minm. Safety-Stock : A numeric value that represents the minimum on-hand quantity required to deal with fluctuations in demand and deliveries for the main warehouse only. All other warehouses should be left at the default (zero). Defaults to zero, maximum 5 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Vendor�s Lead-Time : A numeric value that represents the vendor's quoted lead time in working days. Defaults to zero, maximum 5 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Maximum Order Qty : A numeric value that represents the maximum quantity allowed to be issued, at any time, on a purchase order for the main warehouse only. All other warehouses should be left at the default (zero). Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
On-Hand Quantity : A numeric value that represents the quantity on-hand for each individual warehouse, automatically updated by the Service Invoicing, Order Entry, and Billing applications. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Last Physical Qty : A numeric value that represents the quantity on-hand according to the last physical inventory count for each individual warehouse, automatically updated by the Inventory Control application. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Y.T.D. Installed Qty : A numeric value that represents the total year to date quantity shipped or installed for each individual warehouse. Statistical sales figures, are automatically calculated and updated by the Billing application. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Date Last Shipped : Automatically updated by every inventory transaction. Maximum 8 digits, numeric entry, (MM/DD/YYYY), and should be left blank by pressing the RETURN KEY.
3... ITEM BALANCE FILE
The item balance file contains important inventory management information for each item-part number, such as warehouse number, physical location, on-hand quantity, on-order quantity, minimum safety stock quantity, etc., and includes the following options:
23. ITEM-WAREHOUSE: Add/Edit Records
24. Delete Records
25. Recreate Item/WH
27. Description Upd.
Adding An Item Balance Record (Option 23):
It should be noted; an item balance record can not be created unless the item-part number already exists in the item master file and the warehouse number already exists in the warehouse text file. Accordingly, the item master file and warehouse text file must be set up before the item balance file.
That way, information such as item description, item class, and warehouse description, already existing in the item master file and the warehouse text file, can be shared with the item balance file. Consequently, when a new item balance record is being created, this data is automatically copied over, eliminating redundant data entries.
To add a new item balance record, select option 23 (Item Warehouse: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
After entering the required password, a screen entitled ADD/EDIT ITEM/WAREHOUSE INVENTORY is displayed.
At this screen, enter the item-part number at the prompt, and press the RETURN KEY. If the item-part number is not accepted by the system, it means the item-part number entered does not exist in the item master file. If this happens, the user should exit the screen, by pressing the PAGE UP/PAGE DOWN KEY or RETURN KEY and verify that the item-part number was entered accurately.
Once the system accepts the item-part number, another prompt appears on the screen, requesting a valid warehouse number be entered. Meaning a number that already exists in the warehouse text file.
With both numbers accepted, the system displays a message stating the item balance record already exists, just press the RETURN KEY to continue.
+-----------------------------------------------------------Ins----------------+
� ** ADD / EDIT AN ITEM/WAREHOUSE INVENTORY ** �
�------------------------------------------------------------------------------�
� �
� �
� �
� �
� �
� �
� �
� �
� �
� PLEASE, Enter the ITEM-NUMBER : 120001 �
� �
� �
� �
� NOW --> ENTER the WAREHOUSE-# : 1 �
� �
� �
� �
� �
� This ITEM / WAREHOUSE ALREADY EXIST ..... Hit any key to EDIT the record �
+------------------------------------------------------------------------------+
Sample Screen: Adding or Editing an Item Balance Record
The warehouse number indicates, to the system, where the item-part will be stored, for inventory stock management purposes. The same item-part can be store in many different warehouses. Although the on-hand quantity, most likely will vary from warehouse to warehouse. Therefore, a single item-part number can have several different item balance records.
Editing An Existing Item Balance Record (Option 23):
To edit an existing item balance record, select option 23 (Item-Warehouse: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
After entering the required password, a screen entitled ADD/EDIT ITEM/ WAREHOUSE INVENTORY is displayed.
At this screen, enter the item-part number, and press the RETURN KEY. Then enter the warehouse number associated with the item-part number, and press the RETURN KEY. With the correct record displayed, use the ARROW KEYS to move the cursor to the fields that need editing. Once the changes are made, press the RETURN KEY to continue making changes to the item-part but in different warehouses, or press the PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the File Processing Menu screen.
In the event the user wishes to abort making changes to the item balance record, simply press the PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the File Processing Menu screen.
Deleting An Item Balance Number (Option 24):
Follow some or all of the procedures outlined in section 2: Deleting An Item-Part Number.
Recreate An Item / Warehouse (Option 25):
DO NOT USE THIS OPTION, unless a complete backup of the item/warehouse file exists.
Select option 25, (Item-Warehouse: Recreate Item/WH) from the File Processing Menu and press the RETURN KEY, in order to perform any of the following tasks:
1. Delete the complete item balance file and have it re created according to the item master file, for all warehouses.
2. Add to the existing item balance file, all the items from the item master file, for a specific item class and all warehouses.
3. Add to the existing item balance file, all the items from the item master file, for a specific item class and specific warehouse.
4. Add to the existing item balance file, all the items from the item master file, for all item classes and a specific warehouse.
After entering the required password, a screen entitled ITEM MASTER MAINTENANCE MENU is displayed. At this screen, enter the desired option at the prompt (make a selection specific to the task required), and follow on-line instructions to complete the task.
Updating The Item Balance File (Option 27):
When changes have been made to some item descriptions in the item master file, use option 27 to automatically perform an update to make sure both files contain the same information, instead of manually making changes to the item balance file (for each individual item-part and for each warehouse).
To update the item balance file with, item description and item class data contained in the item master file, select option 27 (Item-Warehouse: Description Upd.) from the File Processing Menu and press the RETURN KEY.
At the screen entitled ITEM BALANCE MASTER-FILE UPDATE, enter �S� at the prompt to start the procedure or �C� to cancel the procedure and exit back to the File Processing Menu.
Item Balance Record: Data Entry Screen & Definitions
+-----------------------------------------------------------Ins----------------+
� ** CHANGE EXISTING ITEM / WAREHOUSE ** �
� ITEM PART-# : 120001 �
� Warehouse # : 1 �
� Item Class Code : 2D �
� Warehouse Desc. : MAIN WAREHOUSE �
� Physical Location : �
� Allocated Quantity : 0 �
� On Order Quantity : 0 �
� On Reserve Qty : 0 �
� Backordered Qty : 0 �
� Begin Month Qty : 0 �
� M.T.D Received Qty : 0 �
� M.T.D Installed Qty: 0 �
� Minm. Safety-Stock : 0 �
� Vendor's Lead-time : 0 Days �
� Maximum Order Qty. : 0 �
� On-Hand Quantity : 0 �
� Last Physical Qty : 0 �
� Y.T.D.Installed Qty: 0 �
� Date Last Shipped : / / �
� �
� �
� Please Press the
+------------------------------------------------------------------------------+
Sample Screen: Item Balance Record Data Entry Screen
ITEM PART-# : A unique value used to identify an inventory item. This number was assigned manually by the user at the previous data entry screen. Maximum 15 characters, alpha numeric field.
Warehouse # : A unique value used to identify a warehouse or a technician�s truck. This number was assigned manually by the user at the previous data entry screen. Maximum 3 digits, numeric field.
Item Class Code : Each item-part may be assigned a classification code, so it can be grouped into specific categories, meaningful to the business. The item class code that automatically appears on this screen was copied over from the existing item-part record in the Item Master file. Maximum 4 characters, alpha numeric field.
Warehouse Desc. : The text description of an inventory warehouse, used on invoices, inventory and sales reports. The warehouse description that automatically appears on this screen was copied over from the existing warehouse record in the warehouse text file. Maximum 25 characters, alpha numeric field.
Physical Location : Enter text to describe the physical location of where the item is stocked in a specific warehouse. (For example, the shelf number, or row number.) Maximum 5 characters, alpha numeric field.
Allocated Quantity : A numeric value that represents a quantity allocated to each individual warehouse for installation sales orders yet to be filled, automatically updated through the Order Entry application. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
On Order Quantity : A numeric value that represents the quantity on order for the main warehouse only, automatically updated through the Vendor application. The other warehouses will be left at the default (zero). Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
On Reserve Qty : Enter a numeric value that represents a quantity reserved for pending work orders, but not yet received. This field must be manually updated and should be used for information purposes only. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Backordered Qty : A numeric value that represents the quantity on back order for each individual warehouse, automatically updated by the Order Entry application. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Begin Month Qty : A numeric value that represents the quantity on-hand at the beginning of the month for each individual warehouse, automatically updated by the Inventory Control application. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
M.T.D. Received Qty : A numeric value that represents the total month-to-date quantity received for each individual warehouse, automatically updated by the Inventory Control application. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
M.T.D. Installed Qty : A numeric value that represents the total month-to-date quantity shipped or installed for each individual warehouse, automatically updated by the Inventory Control application. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Minm. Safety-Stock : A numeric value that represents the minimum on-hand quantity required to deal with fluctuations in demand and deliveries for the main warehouse only. All other warehouses should be left at the default (zero). Defaults to zero, maximum 5 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Vendor�s Lead-Time : A numeric value that represents the vendor's quoted lead time in working days. Defaults to zero, maximum 5 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Maximum Order Qty : A numeric value that represents the maximum quantity allowed to be issued, at any time, on a purchase order for the main warehouse only. All other warehouses should be left at the default (zero). Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
On-Hand Quantity : A numeric value that represents the quantity on-hand for each individual warehouse, automatically updated by the Service Invoicing, Order Entry, and Billing applications. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Last Physical Qty : A numeric value that represents the quantity on-hand according to the last physical inventory count for each individual warehouse, automatically updated by the Inventory Control application. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Y.T.D. Installed Qty : A numeric value that represents the total year to date quantity shipped or installed for each individual warehouse. Statistical sales figures, are automatically calculated and updated by the Billing application. Defaults to zero, maximum 7 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Date Last Shipped : Automatically updated by every inventory transaction. Maximum 8 digits, numeric entry, (MM/DD/YYYY), and should be left blank by pressing the RETURN KEY.
4... WAREHOUSE TEXT FILE
The warehouse text file contains information required for the inventory management of each item-part and warehouse number, and includes the following options:
31. WAREHOUSE TEXT: Add/Edit Records
32. Delete Records
Adding A Warehouse Text Record (Option 31):
Any transactions involving inventory stock movements, will be tracked and recorded, for each warehouse. The system can support inventory stock management records for up to 999 separate warehouses.
Inventory stock stored in a service technician�s truck should also be accounted for in some way as well. Therefore, it makes sense to assign each service representative with their own warehouse number in order to record the movements of the inventory stored in their trucks.
To add a new warehouse text record, select option 31 (Warehouse Text: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
After entering the required password, a screen entitled ADD/EDIT A WAREHOUSE TEXT is displayed.
At this screen, enter a new warehouse number (numeric entry, up to 3 digits in length) at the prompt, and press the RETURN KEY. This brings the user to the ADD NEW WAREHOUSE data entry screen.
+----------------------------------------------------------- ----------------+
� ** A D D N E W W A R E H O U S E ** �
�------------------------------------------------------------------------------�
� �
� �
� �
� �
� �
� Warehouse Number : �
� �
� Warehouse Text : �
� �
� Product Status : <------- (N=New, M=MAC's, R=Ref., U=Used) �
� �
� Calcul. Average Cst: <------- (Y=Yes,N=No) Invent. to calculate New Avg-Cst�
� �
� �
� ENTER/EDIT the above information .. Press the
+------------------------------------------------------------------------------+
The system does not allow duplicate warehouse numbers. If, however, a number being entered already exists in the system, S.A.M. brings up the warehouse record assigned that number, because it assumes the user wants to edit or update that record.
Editing An Existing Warehouse Text Record (Option 31):
To edit or update a warehouse text record, select option 31 (Warehouse Text: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
After entering the required password, a screen entitled ADD/EDIT WAREHOUSE TEXT is displayed.
At this screen, enter the warehouse number for the record that needs changing, and press the RETURN KEY. When the message appears, stating the warehouse number entered already exist, just press the RETURN KEY again.
+----------------------------------------------------------- ----------------+
� ** C H A N G E E X I S T I N G W A R E H O U S E ** �
�------------------------------------------------------------------------------�
� �
� �
� �
� �
� �
� �
� �
� �
� Warehouse Number : 1 �
� �
� Warehouse Text : Main Warehouse �
� �
� Product Status : N<------- (N=New, M=MAC's, R=Ref., U=Used) �
� �
� Calcul. Average Cst: Y<------- (Y=Yes,N=No) Invent. to calculate New Avg-Cst�
� �
� �
� �
� ENTER/EDIT the above information .. Press the
+------------------------------------------------------------------------------+
Sample Screen: Editing A Warehouse Record
With the correct record displayed, use the ARROW KEYS to move the cursor to the fields that need editing. Once the changes are made, press the PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the File Processing Menu screen.
In the event the user wishes to abort making changes to the warehouse record, simply press the PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the File Processing Menu screen.
Deleting A Warehouse Record (Option 32):
Before deleting a warehouse, make sure no inventory stock or item balance records are associated to the warehouse record. In fact, we suggest an inventory status report be printed off, or a stock inquiry be done first, before attempting to delete a warehouse. (Inquiries and reports will both be covered later on in the Setting Up Master Files section.)
To delete a warehouse record from the warehouse text file, select option 32 (Warehouse Text: Delete Records) from the File Processing Menu and press the RETURN KEY.
After entering the required password, a screen entitled DELETE EXISTING WAREHOUSE is displayed.
At this screen, enter the number of the warehouse record to be deleted and press the RETURN KEY. With the correct warehouse record displayed, proceed by typing �YES� at the prompt. If, however, for some reason the wrong record appears, type �NO� at the prompt, to cancel the deleting process.
Warehouse Text Record: Data Entry Screen & Definitions
+----------------------------------------------------------- ----------------+
� ** A D D N E W W A R E H O U S E ** �
�------------------------------------------------------------------------------�
� �
� �
� �
� �
� �
� �
� �
� �
� �
� �
� Warehouse Number : �
� �
� Warehouse Text : �
� �
� Product Status : <------- (N=New, M=MAC's, R=Ref., U=Used) �
� �
� Calcul. Average Cst: <------- (Y=Yes,N=No) Invent. to calculate New Avg-Cst�
� �
� �
� �
� ENTER/EDIT the above information .. Press the
+------------------------------------------------------------------------------+
Sample Screen: Warehouse Record Data Entry Screen
Warehouse Number : A unique value used to identify a warehouse or a service technician�s truck. When assigning numbers to the trucks, use the same number already assigned to the service representative. This number was assigned manually by the user at the previous data entry screen. Maximum 3 digits, numeric field.
Warehouse Text : A text description of an inventory warehouse, used on invoices, inventory and sales reports. The warehouse description is manually entered at this field. Maximum 25 characters, alpha numeric field.
Product Status : Enter the character that describes the type of product stocked in the warehouse. (N = new product, M = moves, adds, or change product (MAC�s), R = refurbished or repaired product, and U = used product.). Maximum 1 characters, alpha numeric field.
Calcul. Average Cst. : Enter �Y� to indicate YES, these figures should be calculated and updated automatically by the Inventory Control application or �N� to indicate, No. Defaults to �Y� for YES, maximum 1 character, alpha numeric field.
5� SALES REPRESENTATIVE FILE
The sales representative file contains important commission figures and performance statistics for each sales representative, and includes the following options:
41. SALES REP. NAME: Add/Edit Records
42. Delete Records
Adding A Sales Representative Record (Option 41):
The system will support up to 999 sales representatives, and tracks performance and commission by the number of New, Move, Add, and Change installation orders processed by the Order Entry application.
In an effort to achieve complete control over inventory management, when assigning a warehouse to a sales representative, the number assigned to the warehouse should be the same as the one assigned to the sales representative.
To add a new sales representative record, select option 41 (Sales Rep. Name: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
At a screen entitled ADD/EDIT A SALES-PERSON, enter a new sales representative number (numeric entry, up to 3 digits in length) at the prompt, and press the RETURN KEY. This brings the user to the ADD NEW SALES-REP data entry screen.
+----------------------------------------------------------- ----------------+
� ** A D D N E W S A L E S - R E P. ** �
�------------------------------------------------------------------------------�
� �
� Sales-Rep. #: Sales-Rep. Name: Initials: �
� Payable % of the Commission Upon Order: 0.000 �
� Payable % of the Commission Upon Compl: 0.000 �
� MONTHLY SALES PERFORMANCE �
� TOTAL # OF TOTAL <--------- G R O S S S A L E S ---------> �
� COMMISSION ORD. SALES NEW MOVE ADD CHANGE �
� Commission %: 0.000 0.000 0.000 0.000 �
� Jan.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Feb.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Mar.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Apr.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� May : 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Jun.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Jul.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Aug.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Sep.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Oct.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Nov.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Dec.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� ENTER/EDIT the above information .. Press the
+------------------------------------------------------------------------------+
The system does not allow duplicate sales representative numbers. If, however, a number being entered already exists in the system, S.A.M. brings up the sales representative�s record assigned that number, because it assumes the user wants to edit or update that record.
Editing An Existing Sales Representative Record (Option 41):
To edit or update a sales representative record, select option 41 (Sales Rep. Name: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
At a screen entitled ADD/EDIT A SALES-PERSON, enter the sales representative number at the prompt, and press the RETURN KEY. When the message appears, stating the sales representative number entered already exist, just press the RETURN KEY again. This brings the user to the CHANGE EXISTING SALES - REP data entry screen.
With the correct record displayed, use the ARROW KEYS to move the cursor to the fields that need editing. Once the changes are made, press the PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the File Processing Menu screen.
In the event the user wishes to abort making changes to the sales representative record, simply press the PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the File Processing Menu screen.
Deleting A Sales Representative Record (Option 42):
When deleting a sales representative (especially if assigned to a warehouse), make sure no outstanding orders, payments, commissions, inventory stock or item balance records are associated with their record. In fact, we suggest an inventory status report be printed off, or a stock inquiry be done first, before attempting to delete a warehouse. (Inquiries and reports will both be covered later on in the Setting Up Master Files section.)
To delete a sales representative record from the sales representative file, select option 42 (Sales Rep. Name: Delete Records) from the File Processing Menu and press the RETURN KEY.
After entering the required password, a screen entitled DELETE EXISTING SALES - REP is displayed. At this screen, enter the number of the sales representative record to be deleted and press the RETURN KEY. With the correct sales representative record displayed, proceed by typing �YES� at the prompt. If, however, for some reason the wrong record appears, type �NO� at the prompt, to cancel the deleting process.
Sales Representative Record: Data Entry Screen & Definitions
+----------------------------------------------------------- ----------------+
� ** A D D N E W S A L E S - R E P. ** �
�------------------------------------------------------------------------------�
� �
� Sales-Rep. #: Sales-Rep. Name: Initials: �
� Payable % of the Commission Upon Order: 0.000 �
� Payable % of the Commission Upon Compl: 0.000 �
� MONTHLY SALES PERFORMANCE �
� TOTAL # OF TOTAL <--------- G R O S S S A L E S ---------> �
� COMMISSION ORD. SALES NEW MOVE ADD CHANGE �
� Commission %: 0.000 0.000 0.000 0.000 �
� Jan.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Feb.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Mar.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Apr.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� May : 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Jun.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Jul.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Aug.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Sep.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Oct.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Nov.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� Dec.: 0.00 0 0.00 0.00 0.00 0.00 0.00�
� ENTER/EDIT the above information .. Press the
+------------------------------------------------------------------------------+
Sample Screen: Sales Representative Record Data Entry Screen
Sales-Rep. # : A unique value used to identify a sales representative. This number was assigned manually by the user at the previous data entry screen. Maximum 3 digits, numeric field.
Sales-Rep. Name : The sales representative�s name, manually entered at this field, is used on inventory, sales, and analysis reports. Maximum 25 characters, alpha numeric field.
Initials : The sales representative�s initials, manually entered at this field, are used for sorting purposes. Maximum 5 characters, alpha numeric field.
Commission % (New) : Enter the percentage used to calculate the sales commission for each sales representative for New installations. Defaults to zero, maximum 4 digits, 3 decimal places, numeric field.
Commission % (Move) : Enter the percentage used to calculate the sales commission for each sales representative for Move installations. Defaults to zero, maximum 4 digits, 3 decimal places, numeric field.
Commission % (Add) : Enter the percentage used to calculate the sales commission for each sales representative for Add installations. Defaults to zero, maximum 4 digits, 3 decimal places, numeric field.
Commission % (Change) : Enter the percentage used to calculate the sales commission for each sales representative for Change installations. Defaults to zero, maximum 4 digits, 3 decimal places, numeric field.
Payable % of the Commission Upon Order : Represents the percentage used to calculate the sales commission to be paid upon receiving an order, automatically calculated and updated by the Sales Commission application (if installed). Defaults to zero, maximum 4 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Payable % of the Commission Upon Compl : Represents the percentage used to calculate the sales commission to be paid upon receiving the final payment on an order, automatically calculated and updated by the Sales Commission application (if installed). Defaults to zero, maximum 4 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Total Commission (Commission %: Jan. - Dec.) : Represents the accumulated total commission percentage to be paid, based on all commissioned orders received for the month, automatically calculated and updated by the Sales Commission application (if installed). Defaults to zero, maximum 9 digits, 2 decimal places, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Total # of Ord. (Jan. - Dec.) : Represents the accumulated total number of orders received for the month, automatically calculated and updated by the Sales Commission application (if installed). Defaults to zero, maximum 3 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Total Sales (Jan. - Dec.) : Represents the accumulated total sales figures for the month, automatically calculated and updated by the Sales Commission application (if installed). Defaults to zero, maximum 10 digits, 2 decimal places, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Monthly Sales Performance (Gross Sales: Jan. - Dec.) : Represents the accumulated gross sales figures for New, Move, Add, and Change orders received for the month, automatically calculated and updated by the Sales Commission application (if installed). Defaults to zero, maximum 10 digits, 2 decimal places, numeric field. (Should be left at the default by pressing the RETURN KEY.)
6� SERVICE REPRESENTATIVE FILE
The service representative file contains important hourly chargeable figures, and performance statistics for each service representative, and includes the following options:
51. SERVICE REP. NAME: Add/Edit Records
52. Delete Records
Adding A Service Representative Record (Option 51):
The system will support up to 999 service representatives, and tracks performance and hourly chargeable rates by the number of service request orders processed by the Service Dispatching and Billing application.
In an effort to achieve complete control over inventory management, when assigning a warehouse to a service representative, the number being assigned to the warehouse should be the same as the one assigned to the service representative.
To add a new service representative record, select option 51 (Service Rep. Name: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
At a screen entitled ADD/EDIT A SERVICE-TECHNICIAN, enter a new service representative number (numeric entry, up to 3 digits in length) at the prompt, and press the RETURN KEY. This brings the user to the ADD NEW SERVICE-TECH data entry screen.
+----------------------------------------------------------- ----------------+
� ** A D D N E W S E R V I C E - T E C H. ** �
�------------------------------------------------------------------------------�
� �
� Service-Tech. # : Service-Tech. Name : �
� Hourly Loaded-Cost : 0.00 Hrly.Charge (Cust.): 0.00 �
� �
� <-------------------- MONTHLY PERFORMANCE SR-FIGURES --------------------> �
� SR's CHARGE NO-CHG TRAVEL SICK VACAT. ADMNST. TRANING OTHER �
� NUMBER HOURS HOURS HOURS HOURS HOURS HOURS HOURS HOURS �
� Jan.: �
� Feb.: �
� Mar.: �
� Apr.: �
� May : �
� Jun.: �
� Jul.: �
� Aug.: �
� Sep.: �
� Oct.: �
� Nov.: �
� Dec.: �
� �
� ENTER/EDIT the above information .. Press the
+------------------------------------------------------------------------------+
Sample Screen: Service Representative Record Data Entry Screen
The system does not allow duplicate service representative numbers. However, if a number being entered already exists in the system, S.A.M. brings up the service representative�s record assigned that number, because it assumes the user wants to edit or update that record.
Editing An Existing Service Representative Record (Option 51):
To edit or update a service representative record, select option 51 (Service Rep. Name: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
At a screen entitled ADD/EDIT A SERVICE-TECHNICIAN, enter the service representative number at the prompt, and press the RETURN KEY. When the message appears, stating the service representative number entered already exist, just press the RETURN KEY again. This brings the user to the CHANGE EXISTING SERVICE - TECH data entry screen.
With the correct record displayed, use the ARROW KEYS to move the cursor to the fields that need editing. Once the changes are made, press the PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the File Processing Menu screen.
In the event the user wishes to abort making changes to the service representative record, simply press the PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the File Processing Menu screen.
Deleting A Service Representative Record (Option 52):
When deleting a service representative (especially if assigned to a warehouse), make sure no outstanding jobs, service requests, invoices, inventory stock or item balance records are associated with their record. In fact, we suggest an inventory status report be printed off, or a stock inquiry be done first, before attempting to delete a warehouse. (Inquiries and reports will both be covered later on in the Setting Up Master Files section.)
To delete a service representative record from the service representative file, select option 52 (Service Rep. Name: Delete Records) from the File Processing Menu and press the RETURN KEY.
After entering the required password, a screen entitled DELETE A SERVICE - TECHNICIAN is displayed.
At this screen, enter the number of the service representative record to be deleted and press the RETURN KEY. With the correct sales representative record displayed, proceed by typing �YES� at the prompt. However, if for some reason the wrong record appears, type �NO� at the prompt, to cancel the deleting process.
Service Representative : Data Entry Screen & Definitions
+----------------------------------------------------------- ----------------+
� ** A D D N E W S E R V I C E - T E C H. ** �
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� Service-Tech. # : Service-Tech. Name : �
� Hourly Loaded-Cost : 0.00 Hrly.Charge (Cust.): 0.00 �
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� <-------------------- MONTHLY PERFORMANCE SR-FIGURES --------------------> �
� SR's CHARGE NO-CHG TRAVEL SICK VACAT. ADMNST. TRANING OTHER �
� NUMBER HOURS HOURS HOURS HOURS HOURS HOURS HOURS HOURS �
� Jan.: �
� Feb.: �
� Mar.: �
� Apr.: �
� May : �
� Jun.: �
� Jul.: �
� Aug.: �
� Sep.: �
� Oct.: �
� Nov.: �
� Dec.: �
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� ENTER/EDIT the above information .. Press the
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Sample Screen: Service Representative Record Data Entry Screen
Service-Tech. # : A unique value used to identify a service representative. This number was assigned manually by the user at the previous data entry screen. Maximum 3 digits, numeric field.
Service-Tech. Name : The service representative�s name, manually entered at this field, is used on inventory, sales, and analysis reports. Maximum 25 characters, alpha numeric field.
Hourly Loaded-Cost : Enter the cost per hour to complete a specific job, beyond what is billed to the customer, and is used for internal job costing reports on the service representative. The hourly cost could include: payroll, company overhead, administration, etc. Defaults to zero, maximum 5 digits, 2 decimal places, numeric field.
Hrly. Charge (Cust.) : Enter the hourly charged rate, billed to the customer, for the work performed by the service technician. Defaults to zero, maximum 5 digits, 2 decimal places, numeric field.
SR�s Number (Jan. - Dec.) : Represents the accumulated number of service requests performed by the service technician for the month, automatically calculated and updated by the Service Dispatching and Billing application (if installed). Defaults to zero, maximum 4 digits, numeric field. (Should leave default by pressing the RETURN KEY.)
Charge Hours (Jan. - Dec.) : Represents the accumulated number of chargeable hours spent on service requests by the service technician, for the month, automatically calculated and updated by the Service Dispatching and Billing application (if installed). Defaults to zero, maximum 6 digits, 2 decimal places, numeric field. (Should be left at the default by pressing the RETURN KEY.)
No-Chg Hours (Jan. - Dec.) : Represents the accumulated number of non-chargeable hours spent on service requests by the service technician, for the month, automatically calculated and updated by the Service Dispatching and Billing application (if installed). Defaults to zero, maximum 6 digits, 2 decimal places, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Travel Hours (Jan. - Dec.) : Represents the accumulated number of travel hours spent on service requests by the service technician, for the month, automatically calculated and updated by the Human Resources application (if installed). Defaults to zero, maximum 6 digits, 2 decimal places, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Sick Hours (Jan. - Dec.) : Represents the accumulated number of sick hours taken by the service technician, for the month, automatically calculated and updated by the Human Resources application (if installed). Defaults to zero, maximum 6 digits, 2 decimal places, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Vacat. Hours (Jan. - Dec.) : Represents the accumulated number of vacation hours taken by the service technician, for the month, automatically calculated and updated by the Human Resources application (if installed). Defaults to zero, maximum 6 digits, 2 decimal places, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Admnst. Hours (Jan. - Dec.) : Represents the accumulated number of hours spent on administration work done by the service technician, for the month, automatically calculated and updated by the Human Resources application (if installed). Defaults to zero, maximum 6 digits, 2 decimal places, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Training Hours (Jan. - Dec.) : Represents the accumulated number of hours spent on training by the service technician, for the month, automatically calculated and updated by the Human Resources application (if installed). Defaults to zero, maximum 6 digits, 2 decimal places, numeric field. (Should be left at the default by pressing the RETURN KEY.)
Other Hours (Jan. - Dec.) : Represents the accumulated number of hours spent performing other duties or responsibilites by the service technician, for the month, automatically calculated and updated by the Human Resources application (if installed). Defaults to zero, maximum 6 digits, 2 decimal places, numeric field. (Should be left at the default by pressing the RETURN KEY.)
7� POSTAL/ZIP FILE
The postal/zip file contains important information about service zones, county tax codes, sales and service representatives, and territories, associated to specific zip codes or postal codes and includes the following options:
61. POSTAL/ZIP FILE: Add/Edit Records
62. Delete Records
Adding A Postal/Zip Code Record (Option 61):
The system will support as many postal/zip code records as required to allow for the various associations with sales and service representatives, and sales territories.
To add a new postal/zip code record, select option 61 (Postal/Zip File: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
At a screen entitled ADD/EDIT A CODE RECORD, enter the first 3 characters of a postal code (alpha numeric entry, 3 characters long), or the first 5 digits of a zip code (numeric entry, up to 5 digits in length) at the prompt, and press the RETURN KEY. This brings the user to the ADD NEW RECORD data entry screen.
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� ** A D D N E W R E C O R D ** �
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� First 5 Charct. Postal/Zip Code : �
� Service/County Zone-Code (A to Z) : �
� Sales/County Tax-Code (1 or A to ZZ) : �
� Sales Person # : �
� Sales Territory # : �
� 1st. Service Technician # : �
� 2nd. Service Technician # : �
� 3rd. Service Technician # : �
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� ENTER the above information .. Press the
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Sample Screen: Postal/Zip Code Record Data Entry Screen
Once at the ADD NEW RECORD data entry screen, the user can enter numbers and codes needed to build various associations with the postal/zip record being created.
The system does not allow for duplicate postal/zip codes. However, if a code being entered already exists in the system, S.A.M. brings up the postal/zip record assigned that code, because it assumes the user wants to edit or update that record.
Editing An Existing Postal/Zip Code Record (Option 61):
To edit or update a postal/zip code record, select option 61 (Postal/Zip File: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
At a screen entitled ADD/EDIT A CODE RECORD, enter the postal/zip code, that requires updating, at the prompt, and press the RETURN KEY. When a message appears, stating the postal/zip code record already exists, press the RETURN KEY again. This brings up the CHANGE EXISTING RECORD data entry screen.
With the correct record displayed, use the ARROW KEYS to move the cursor to the fields that need editing. Once the changes are made, press the PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the File Processing Menu screen.
In the event the user wishes to abort making changes to the postal/zip code record, simply press the PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the File Processing Menu screen.
Deleting A Postal/Zip Code Record (Option 62):
When deleting a postal/zip code record, make sure no customer using the same postal/zip code are associated with the record.
To delete a postal/zip code record from the postal/zip file, select option 62 (Postal/Zip File: Delete Records) from the File Processing Menu and press the RETURN KEY.
After entering the required password, a screen entitled DELETE EXISTING RECORD is displayed.
At this screen, enter the code for the postal/zip code record to be deleted and press the RETURN KEY. With the correct record displayed, proceed by typing �YES� at the prompt. If, however, for some reason the wrong record appears, type �NO� at the prompt, to cancel the deleting process.
Postal/Zip Code Record: Data Entry Screen & Definitions
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� First 5 Charct. Postal/Zip Code : �
� Service/County Zone-Code (A to Z) : �
� Sales/County Tax-Code (1 or A to ZZ) : �
� Sales Person # : 0 �
� Sales Territory # : 0 �
� 1st. Service Technician # : 0 �
� 2nd. Service Technician # : 0 �
� 3rd. Service Technician # : 0 �
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� ENTER the above information .. Press the
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Sample Screen: Postal/Zip Code Record Data Entry Screen
First 5 Charct. Postal/Zip Code : A unique value used to identify a postal code or zip code. This code was assigned manually by the user at the previous data entry screen. Maximum 3 characters, alpha numeric field (if postal code), maximum 5 digits, numeric field (if zip code).
Service/County Zone-Code (A to Z) : A unique character used to represent a customer�s service zone or county zone. The character entered at this field will automatically update the customer and equipment master files. Maximum 1 character, alpha numeric field.
Sales/County Tax-Code (1 to 99 or A to ZZ) : A unique value or character used to represent a customer�s sales zone or county tax code zone. The character or number entered at this field will automatically update the customer and equipment master files. Maximum 2 characters, alpha numeric field.
Sales Person # : A unique value used to represent a sales representative�s warehouse. The number entered at this field will automatically update the sales territory in the customer and equipment master files. Defaults to zero, maximum 3 digits, numeric field.
Sales Territory # : A unique value used to represent a sales territory. The number entered at this field will automatically update the sales territory in the customer and equipment master files. Defaults to zero, maximum 3 digits, numeric field.
1st Service Technician # : A unique value used to represent a service technician�s warehouse. The number entered at this field is required by the person dispatching technicians to respond to service calls for customers within their specified postal/zip code zone. Defaults to zero, maximum 3 digits, numeric field.
2nd Service Technician # : A unique value used to represent a service technician�s warehouse. The number entered at this field is required by the person dispatching technicians to respond to service calls for customers within their specified postal/zip code zone. Defaults to zero, maximum 3 digits, numeric field.
3rd Service Technician # : A unique value used to represent a service technician�s warehouse. The number entered at this field is required by the person dispatching technicians to respond to service calls for customers within their specified postal/zip code zone. Defaults to zero, maximum 3 digits, numeric field.
8� EQUIPMENT MASTER FILE
The equipment master file contains important information about a Sold-To customer�s installed equipment item-part numbers and descriptions, installation dates, warranty and maintenance charges, etc., and includes the following options:
71.EQUIPMENT MASTER: Add/Edit Records
72. Delete Records
75. Territory Update
Adding A Customer Site Record (Option 71):
Before adding any new records to the equipment master file, see The Importance Of Planning A Meaningful Numbering System, in Section I of, Setting Up The Master Files.
To add a new customer site record, select option 71 (Equipment Master: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
After the required password has been entered, a screen entitled ADD, EDIT EQUIPMENT SITE-# EQUIPMENT LIST is displayed.
At this screen, there are two data entry fields. The first one prompts the user to enter a new customer site number (numeric entry, up to 8 digits in length). Enter a meaningful number, according to a numbering system already established, and press the RETURN KEY.
The second field prompts the user to enter an Installed-At customer�s partial name (alpha numeric entry, 3 characters long). This field does not require data input when adding a new customer site number. It only requires input when retrieving an existing record for editing. In order to advance to the next data entry screen, leaving the second field empty, press the RETURN KEY.
If a new customer site number is being created, a flashing message in red text appears on the screen, asking for verification on whether or not this is a new customer site number. Enter a �Y� for YES, if it is and press the RETURN KEY, or �N� for NO, to exit the screen and press the RETURN KEY.
If a �Y� was entered at the previous prompt, the user is taken to another screen where the installation date and the warranty expire date both can be entered.
However, if the user is not certain of the exact dates, press the RETURN KEY twice, to accept the system default dates. When the user is certain of the exact dates, they can overwrite the defaults either at the ADD NEW EQUIPMENT CONFIGURATION data entry screen or at the CHANGE EXISTING EQUIPMENT CONFIGURATION data entry screen.
Enter Customer SITE-# ..or.. INST.-AT Customer Name: ________ ___
Do You wish to use the #12345 to enter a NEW SITE-# ? (Y=Yes/N=No): __
For this NEW Site Please Enter Installation-Date: 06/27/1998
Warranty Exp.Date: 06/27/1999
The system does not allow duplicate customer site numbers. However, if a number being entered already exists in the system, S.A.M. brings up the customer site record assigned that number, because it assumes the user wants to edit or update that record.
Editing An Existing Customer Site Record (Option 71):
To edit or update information about an existing customer site record, select option 71 (Equipment Master: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
After the required password has been entered, a screen entitled ADD, EDIT EQUIPMENT SITE-# EQUIPMENT LIST is displayed.
At this screen, there are two data entry fields. The first one prompts the user to enter a customer site number (numeric entry, up to 8 digits in length). If however, the user cannot remember the customer�s site number, leave this field blank and press the RETURN KEY to advance to the next field.
The second field prompts the user to enter an Installed-At customer�s partial name (alpha numeric entry, 3 characters long). Enter the first 3 letters of the customer�s name and press the RETURN KEY to advance to the next data entry screen
If the user entered the actual customer site number, the record requested appears on a screen entitled CHANGE EXISTING EQUIPMENT-CONFIGURATION. Use the ARROW KEYS to move the cursor to the fields that need editing. With the changes made, press the PAGE UP/PAGE DOWN KEY to exit back to the File Processing Menu.
However, if the user enters the Installed-At customer�s partial name, the system displays a list of all the customer names that begin with the 3 letters entered.
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� *** PARTIAL INST. AT CUST. NAME & SITE-# SEARCH *** �
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�SER/SITE INSTALLED-AT CUSTOMER NAME CITY and POST/ZIP TELEPHONE �
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� 1500901 BIG HOME INN NORTH-YORK (416)475-1431 �
� 711 YONGE STREET 12345-6789 SX 20 �
� CORNER OF YONGE & FINCH �
� 1500911 BIG HOME INN NORTH-YORK (416)472-0450 �
� 625 BLOOR STREET 12345-6789 SX 20 �
� SUITE 5000 B �
� 1500921 BIG HOME INN ELIZABETHTOWN (905)479-6717 �
� 2711 SUNSET BLVD. 90049 SX 20 �
� BEVERLY HILLS �
� 500001 BIG PHONE DEPOT EL PASO (512)745-3500 �
� 754 STIRLING AVENUE SOUTH 45450- �
� SUITE 1001 �
� 500002 BIG PHONE DEPOT EL PASO (512)745-2500 �
� 890 MCINTYRE DRIVE 45440- �
� �
� MORE CUSTOMERS AVAILABLE, STARTING WITH: BIG �
� RETURN-KEY : to view next page �
� 99999999 : to return to previous menu �
� SER/SITE-# : to display detailed information 0 �
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Sample Screen: Installed-At Customer�s Partial Name Search List
Once at the screen entitled PARTIAL INST. AT CUST. NAME & SITE-# SEARCH, if the desired record is not listed, press the RETURN key as many times as required, until the record appears on screen. Then at the prompt enter the customer site number for the record that needs editing and press the RETURN key.
With the record displayed, use the ARROW KEYS to move the cursor to the fields that need editing. Once the changes are made, press the PAGE UP/PAGE DOWN KEY to exit back to the File Processing Menu.
Deleting A Customer Site Record (Option 72):
To delete a customer site record from equipment master file, select option 72 (Equipment Master: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
After the required password has been entered, a screen entitled DELETE EXISTING EQUIPMENT CUST. SITE-# is displayed.
At this screen, enter the number for the customer site record to be deleted and press the RETURN KEY. With the correct record displayed, proceed by typing �YES� at the prompt and press the RETURN KEY. However, if for some reason the wrong record appears, type �NO� at the prompt, to cancel the deleting process and press the RETURN KEY.
Territory Update (Option 75):
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� WARNING: �
� During this process, NO Access to Serial-File should be active. �
� Updating the SERIAL-MASTER-FILE, with SLS-REP.#, SRV-REP.#, �
� SERVICE-ZONE, and service county TAX-CODE is in progress. �
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� PROCESS SHOULD: S = Start / C = Cancel �
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+------------------------------------------------------------------------------+ Sample Screen: Territory Update
This option automatically updates the equipment master file, by assigning territory numbers, sales and service representative numbers, service zones, and county tax codes, to all the customer site records, according to the postal/zip code table already set up.
To run the territory update, select option 75 (Equipment Master: Territory Update) from the File Processing Menu and press the RETURN KEY. Continue by entering �S� at the prompt to start the process and press the RETURN KEY, or enter �C� to cancel and press the RETURN KEY to exit back to the File Processing Menu.
The user must again verify whether or not to proceed. Enter �Y� for YES or �N� for NO and press the RETURN KEY.
The five fields effected by running the territory update include:
1. Sales Rep. #
2. Sales Territory #
3. Service Zone
4. Service Technician # (up to 3 technicians can be assigned to this territory.)
5. County tax code
Something to keep in mind before choosing to run the territory update, is that this procedure will update all the records in the equipment master file, overwriting any sales representative numbers, sales territory numbers, service zones, and service representative numbers previously entered.
It is recommended the territory update be included as part of the Day End system maintenance program, therefore keeping all the records accessible during regular business hours.
Customer Site Record: Data Entry Screen & Definitions
+ *** ADD NEW EQUIPMENT-CONFIGURATION *** +
� Installed System: GMA Terms (00, 01, 02): 0 �
� Sys. Serial-No. : Contract Level (G,S,R): R �
� Model & Type : Auto.Yrl-Renewal (Y/N): Y �
� Cust. Site-# : 12345 GMA Start Date :06/13/1998�
� Sld./Rnt./Lease : ... Expiry Date :06/13/1999�
� Leas.No / Exp.Dt: 06/03/1998 ... Month. Charge : 0.00�
� GMA Contract No : ... Quart. Charge : 0.00�
� Sls-Rep.#, Intl.: 0 Sls-Terr.#: 0 ... Sem-Y. Charge : 0.00�
� Customer-# : 0 ... Yearl. Charge : 0.00�
� Sold-To Cust.Nm.: ... Bill.(M,Q,B,Y): Y �
� Sys.Install.At : ... Last Bill. Dt.:06/13/1998�
� Address 1 : ... ......... From:06/13/1998�
� Address 2 : ............. To :06/13/1999�
� City : ... Last Invoice-#: 0 �
� State, Zip : . - ... Last Invoice-$: 0.00�
� Srv & Tax Cd: A / A / KSU Org. CO,UNV Slt.: 0 0�
� Contact Prsn.: # Usd & Avl CO Port: 0 0�
� Tel. & Fax # : ( ) - 0 ( ) - 0 # Usd & Avl S/L Port: 0 0�
� Business : # Usd & Avl EKT Port: 0 0�
� Installation-Dt.: 06/13/1997rv. Pri.: 24 # Usd & Avl DIG Port: 0 0�
� Warranty Exp.Dt.: 06/13/1998arr.Term: 0 # Usd & Avl MIS Port: 0 0�
� Installat. Rep's: 0, 0, 0 Sys.Code (T,D,C,F,V): �
� Comment, GMA Inv: # Stations & Trunks : 0 0�
+ ENTER the above information .. Press the
Sample Screen: Customer Site Record Data Entry Screen
Installed System : Enter a text description to record the type of system installed at the site. (This description is for internal uses only.) Maximum 30 characters, alpha numeric field. (Please note: to avoid inconsistencies, make certain all users are aware of acceptable or standard short form terms allowable for data entry purposes. For instance, if �Tosh� is the acceptable short form for Toshiba, make sure all users are aware of this, eliminating the possibility of other variations being entered, and causing administrative inconsistencies.)
Sys. Serial-No. : Enter a unique value to identify an inventory item. This number is assigned manually by the user, to identify the equipment installed at the customer site. Maximum 15 characters, alpha numeric field.
Model & Type : Enter the standard short forms used to represent the model and type of equipment installed at the customer site. Two fields, maximum 5 characters each, alpha numeric field. (Please note: to avoid inconsistencies, make certain all users are aware of acceptable or standard short form terms allowable for data entry purposes. For instance, if �Tosh� is the acceptable short form for Toshiba, make sure all users are aware of this, eliminating the possibility of other variations being entered, and causing administrative inconsistencies.)
Cust. Site-# : A unique value to represent the customer�s installed-at site. This number was assigned manually by the user at the previous data entry screen. Maximum 8 digits, numeric field.
Sld./Rnt./Lease : Enter the character that represents the equipment sales status. (S = Sold to Customer, R = Rented, L = Leased). Maximum 1 character, alpha numeric field.
Leas. No. / Exp. Dt : Enter a unique value to identify the customer�s lease agreement. Maximum 10 characters, alpha numeric field. (If the customer�s equipment is not leased, press the RETURN KEY to move the cursor to the next field.) Next, enter the expire date of the customer�s lease agreement. All dates must be entered as Month/Day/Year (MM/DD/YYYY). Defaults to the current date, maximum 8 digits, numeric field. (If the customer�s equipment is not leased, press the RETURN KEY to move the cursor to the next field.)
GMA Contract No. : Enter a unique value to identify the customer�s general maintenance agreement. Maximum 16 character, alpha numeric field. (Used for information purposes only, this field can be left blank by pressing the RETURN KEY.)
Sls-Rep. #, Intl. : Enter the unique number assigned to the sales representative handling the customer site (enter the sales representative number that already exists in the sales rep. master file). Defaults to zero, maximum 3 digits, numeric field. Next, enter the sales representative�s initials (used for information purposes). Maximum 4 characters, alpha numeric field.
Sls-Terr. # : Enter the unique number that represent the sales territory for the customer site. Defaults to zero, maximum 3 digits, numeric field.
Customer-# : Enter the unique number already assigned to the Sold to customer (the customer number that exists in the customer master file). Defaults to zero, maximum 8 digits, numeric field.
Sold-To Cust. Nm. : Enter the name of the Sold to customer. Maximum 30 characters, alpha numeric field.
Sys. Install. At : Enter the company name of the customer site where the system is installed. Maximum 30 characters, alpha numeric field. (If the Installed-at location is the same as the Sold to customer�s location; at the prompt enter *SAME. This will retrieve the Sold to customer address data that already exists in the customer master file.)
Address 1 : Enter the installed-at, street address. Maximum 30 characters, alpha numeric field.
Address 2 : Enter the installed-at, street address for Unit or Suite numbers. Maximum 25 characters, alpha numeric field.
City : Enter the installed-at, city name. Maximum 20 characters, alpha numeric field.
State, Zip : Enter the installed-at, State or Province short form (acronym). Maximum 3 characters, alpha numeric field. Next, enter the zip code for US customers. Maximum 9 digits, numeric field. Enter the postal code for Canadian customers. Maximum 6 characters, alpha numeric field.
Srv & Tax Cd. A / A / : Enter the service zone code that represents the customer site (used for statistical purposes only). Maximum 1 character, alpha numeric field. Next, enter a tax code that represents the customer site (used for calculating the sales tax on material and labor). Maximum 1 character, alpha numeric field.
Contact Prsn. : Enter the name of the contact person at the customer site. Maximum 25 characters, alpha numeric field.
Tel. & Fax # : Enter the phone and fax numbers at the customer site. The area code must be enter first. Defaults to zero, maximum 10 digits for each, numeric field.
Business : Enter a text description of the main business at the customer site. Maximum 20 characters, alpha numeric field.
Installation-Dt. : Enter the exact date equipment was installed at the customer site (only required for customers with equipment under warranty). All dates must be entered as Month/Day/Year (MM/DD/YYYY). Defaults to the date entered at the previous data entry screen, maximum 8 digits, numeric field.
Srv. Pri. : Enter the expected response time for a service call to the customer site. For example, entering 4 hours would represent a top priority service call, requiring immediate attention. Defaults to 24 hours, maximum 2 digits, numeric field.
Warranty Exp. Dt. : Enter the exact date the warranty of the installed system expires (only required for customers with equipment under warranty). All dates must be entered as Month/Day/Year (MM/DD/YYYY). Defaults to the date entered at the previous data entry screen, maximum 8 digits, numeric field.
Warr. Term : Enter a meaningful value to represent the warranty term (only required for customers with equipment under warranty). The numbers used to express the different warranty terms are user defined. Defaults to zero, maximum 2 digits, numeric field.
Installat. Rep.�s : Enter the unique number assigned to the service representative handling the installation of equipment at the customer site (enter the service representative number that already exists in the service rep. master file). Up to 3 different service representative numbers can be entered per customer site. Each individual field defaults to zero, maximum 3 digits, numeric field.
Comment, GMA Inv. : Any general comments entered at this field will appear on the GMA invoice. Maximum 30 characters, alpha numeric field.
GMA Terms (00, 01, 02) : Enter the value that represents the customer�s GMA terms. The numbers used to express the different GMA terms are user defined. The number entered at this field will be used by the Service Dispatching & Billing application. Defaults to zero, maximum 2 digits, numeric field.
Contract Level (G, S, R) : Enter the character that represents the customer�s GMA contract level. The characters used to express the different contract levels are user defined. (i.e., G = Gold, S = Silver, R = Regular or for Datacom customers, S = Silver, B = Bronze, G = Regular, do not enter D = Regular.) Defaults to �R�, maximum 2 characters, alpha numeric field.
Auto. Yrl-Renewal (Y/N) : Enter whether or not the customer has an arrangement regarding automatic renewal of GMA coverage on a yearly basis. Enter �Y� for YES renew automatically or �N� for NO. Defaults to �Y�, maximum 1 character, alpha numeric field.
GMA Start Date : Enter the exact date the GMA contract commences (only required for customers with a GMA). The date entered at this field will be used by the GMA Billing application. All dates must be entered as Month/Day/Year (MM/DD/YYYY). Defaults to the current date, maximum 8 digits, numeric field.
. . . Expiry Date : Enter the exact date the GMA contract expires (only required for customers with a GMA). The date entered at this field will be used by the GMA Billing application. All dates must be entered as Month/Day/Year (MM/DD/YYYY). Defaults to the current date, maximum 8 digits, numeric field.
. . . Month. Charge : Represents the monthly amount billed to the customer for installed equipment. This field will be updated automatically by the Service Dispatching & GMA Billing applications. Defaults to zero, maximum 8 digits, 2 decimal places, numeric field. (Should be left at the default by pressing the RETURN KEY.)
. . . Quart. Charge : Represents the quarterly amount billed to the customer for installed equipment. This field will be updated automatically by the Service Dispatching & GMA Billing applications. Defaults to zero, maximum 8 digits, 2 decimal places, numeric field. (Should be left at the default by pressing the RETURN KEY.)
. . . Semi-Y Charge : Represents the semi-yearly amount billed to the customer for installed equipment. This field will be updated automatically by the Service Dispatching & GMA Billing applications. Defaults to zero, maximum 8 digits, 2 decimal places, numeric field. (Should be left at the default by pressing the RETURN KEY.)
. . . Yearl. Charge : Represents the yearly amount billed to the customer for installed equipment. This field will be updated automatically by the Service Dispatching & GMA Billing applications. Defaults to zero, maximum 8 digits, 2 decimal places, numeric field. (Should be left at the default by pressing the RETURN KEY.)
. . . Bill (M, Q, B, Y) : Enter the character that represents the customer�s agreed to GMA billing structure. (The system will only accept the following characters: M = Monthly, Q = Quarterly, B = Bi-yearly, Y = Yearly.) Defaults to �Y�, maximum 1 character, alpha numeric field.
. . . Last Bill Dt. : Represents the exact date when the customer was last billed for GMA coverage (only required for customers with a GMA). This field will be updated automatically by the Service Dispatching & GMA Billing applications. All dates must be entered as Month/Day/Year (MM/DD/YYYY). Defaults to the current date, maximum 8 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
. . . . . From : Represents the exact date when the period covered by the last GMA bill commenced (only required for customers with a GMA). This field will be updated automatically by the Service Dispatching & GMA Billing applications. All dates must be entered as Month/Day/Year (MM/DD/YYYY). Defaults to the current date, maximum 8 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
. . . . . To : Represents the exact date when the period covered by the last GMA bill ended (only required for customers with a GMA). This field will be updated automatically by the Service Dispatching & GMA Billing applications. All dates must be entered as Month/Day/Year (MM/DD/YYYY). Defaults to the current date, maximum 8 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
. . . Last Invoice-# : Represents the last number used to produced an invoice for the customer site (only required for customers with a GMA). This field will be updated automatically by the GMA Billing application. Defaults to zero, maximum 6 digits, numeric field. (Should be left at the default by pressing the RETURN KEY.)
. . . Last Invoice-$ : Represents the amount billed to the customer on the last invoice produced for the customer site (only required for customers with a GMA). This field will be updated automatically by the GMA Billing application. Defaults to zero, maximum 8 digits, 2 decimal places, numeric field. (Should be left at the default by pressing the RETURN KEY.)
KSU Org. CO, UNV Slt. : Enter the number of KSU card office slots and the number of universal slots, originally available at the customer site. (This field can be automatically updated if option 1 (Equipment Update: Re-Calculate Used, Aval. Config.) is selected from the Equipment File Processing Menu.) Each field defaults to zero, maximum 3 digits, numeric field.
# Usd & Avl CO Port : Enter the number of card office ports being used and the number still available. (This field can be automatically updated if option 1 (Equipment Update: Re-Calculate Used, Aval. Config.) is selected from the Equipment File Processing Menu.) Each field defaults to zero, maximum 3 digits, numeric field.
# Usd & Avl S/L Port : Enter the number of single line ports being used and the number still available. (This field can be automatically updated if option 1 (Equipment Update: Re-Calculate Used, Aval. Config.) is selected from the Equipment File Processing Menu.) Each field defaults to zero, maximum 3 digits, numeric field.
# Usd & Avl EkT Port : Enter the number of electronic ports being used and the number still available. (This field can be automatically updated if option 1 (Equipment Update: Re-Calculate Used, Aval. Config.) is selected from the Equipment File Processing Menu.) Each field defaults to zero, maximum 3 digits, numeric field.
# Usd & Avl DIG Port : Enter the number of digital ports being used and the number still available. (This field can be automatically updated if option 1 (Equipment Update: Re-Calculate Used, Aval. Config.) is selected from the Equipment File Processing Menu.) Each field defaults to zero, maximum 3 digits, numeric field.
# Usd & Avl MIS Port : Enter the number of miscellaneous ports being used and the number still available. (This field can be automatically updated if option 1 (Equipment Update: Re-Calculate Used, Aval. Config.) is selected from the Equipment File Processing Menu.) Each field defaults to zero, maximum 3 digits, numeric field.
Sys. Code (T, D, C, F, V) : Enter the character that represents the type of system installed at the customer site. The characters used to express the different system types are user defined. (i.e., T = Telephone, D = Data, C = Call Accounting, F = Fax, V = Voice.) Maximum 1 character, alpha numeric field.
# Stations & Trunks : Enter the total number of stations and trunks installed at the customer site. (This field can be automatically updated if option 1 (Equipment Update: Re-Calculate Used, Aval. Config.) is selected from the Equipment File Processing Menu.) Each field defaults to zero, maximum 3 digits, numeric field.
Adding A Detailed Installed Equipment Record (Option 71):
To add a new detailed installed equipment record, select option 71 (Equipment Master: Add/Edit Records) from the File Processing Menu and press the RETURN KEY.
After the required password has been entered, a screen entitled ADD, EDIT EQUIPMENT SITE-# EQUIPMENT LIST is displayed.
At this screen, there are two data entry fields. At the first prompt enter the customer site number (which must already exist in the equipment master file), and press the RETURN KEY.
If the user can not remember the customer site number, at the second field enter the Installed-At customer�s partial name (alpha numeric entry, 3 characters long), and press the RETURN KEY. Otherwise leave the second empty by pressing the Return Key again.
At the screen entitled CHANGE EXISTING EQUIPMENT CONFIGURATION (and with the correct record displayed), a message in red text appears at the bottom of the screen, asking for verification on whether or not the user wishes to update the equipment list. Proceed by typing �Y� for YES at the prompt and press the PAGE UP/PAGE DOWN KEY.
However, if for some reason the wrong record appears, type �N� at the prompt, to cancel the process and press the PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the File Processing Menu.
If a �Y� was entered at the previous prompt, the user is taken to another data entry screen entitled ADD NEW DETAILED CUSTOMER-EQUIPMENT LIST.
+----------------------------------------------------------- ----------------+
� *** ADD NEW DETAILED CUSTOMER-EQUIPMENT LIST *** �
�------------------------------------------------------------------------------�
� CUSTOMER-NAME : �
� INSTAL.SYSTEM : �
�------------------------------------------------------------------------------�
� QTY. EQUIPMENT EQUIPMENT INSTALL. YEARLY CHARGE PRT STAT.�
� ITEM-PART-NUMBR DESCRIPTION DATE Y/N AMOUNT Y/N A/I/D�
�_____ _______________ _______________ __________ _ ________ _ _ �
� �
� �
� �
� �
� �
� �
� �
� �
� *** NEW CUSTOMER EQUIPMENT-CONFIGURATION *** �
� �
� Do You wish to .. ADD NEW EQUIPMENT to the list ? (Y=Yes/N=No) Y �
� �
+------------------------------------------------------------------------------+
Sample Screen: Detailed Installed Equipment Record
Once at this screen, another message in red text appears at the bottom of the screen, asking for verification on whether or not the user wishes to add new equipment to the customer site. Proceed by typing �Y� for YES at the prompt and press the PAGE UP/PAGE DOWN KEY.
Detailed Installed Equipment - Adding On Records (Option 71):
To add or update equipment to an already existing customer site follow the same procedures as outlined for creating a detailed installed equipment record.
However, at the screen entitled UPDATE EXSITING DETAILED CUSTOMER-EQUIPMENT LIST, press the RETURN KEY as many times as necessary to place the cursor at the field(s) that need updating or until a new item line appears on screen. Then proceed with the new entries.
To close the file, press the RETURN KEY as many times as necessary to place the cursor at a new item line. Move the cursor over to the EQUIPMENT ITEM-PART-NUMBER field and type END, and press the PAGE UP/PAGE DOWN KEY.
An on-line message in red text appears at the bottom of the screen, prompting the user to verify their decision to close the file. Press the PAGE UP/PAGE DOWN KEY.
+----------------------------------------------------------- ----------------+
� *** UPDATE EXISTING DETAILED CUSTOMER-EQUIPMENT LIST *** �
�------------------------------------------------------------------------------�
� CUSTOMER-NAME : �
� INSTAL.SYSTEM : �
�------------------------------------------------------------------------------�
� QTY. EQUIPMENT EQUIPMENT INSTALL. YEARLY CHARGE PRT STAT.�
� ITEM-PART-NUMBR DESCRIPTION DATE Y/N AMOUNT Y/N A/I/D�
�_____ _______________ _______________ __________ _ ________ _ _ �
� �
� �
� 0 END 06/27/1998 Y 0.00 Y A �
� Comm. Ser#. �
� �
� �
� �
� �
� �
� �
� �
� �
� You have Selected to Close THIS FILE .... Press ANY KEY to Continue �
+------------------------------------------------------------------------------+
Sample Screen: Closing A Detailed Installed Equipment Record
Detailed Installed Equipment: Data Entry Screen & Definitions
+----------------------------------------------------------- ----------------+
� *** ADD NEW DETAILED CUSTOMER-EQUIPMENT LIST *** �
�------------------------------------------------------------------------------�
� CUSTOMER-NAME : �
� INSTAL.SYSTEM : �
�------------------------------------------------------------------------------�
� QTY. EQUIPMENT EQUIPMENT INSTALL. YEARLY CHARGE PRT STAT.�
� ITEM-PART-NUMBR DESCRIPTION DATE Y/N AMOUNT Y/N A/I/D�
�_____ _______________ _______________ __________ _ ________ _ _ �
� �
� �
� �
� �
� 06/27/1997 Y 0.00 Y A �
� Comm. Ser#. �
� �
� �
� �
� �
� �
� �
� �
� �
� �
+------------------------------------------------------------------------------+
Sample Screen: Detailed Installed Equipment Record Data Entry Screen
CUSTOMER-NAME : The name of the company at the customer site. (Automatically copied over from the customer site record.) Maximum 30 characters, alpha numeric field.
INSTAL. SYSTEM : A text description of the type of system installed at the customer site. (Automatically copied over from the customer site record.) Maximum 30 characters, alpha numeric field.
OTY : Enter the number of units being installed at the customer site. Defaults to zero, maximum 3 digits, numeric field.
Equipment Item-Part-Number : Enter the unique number assigned to the item-part being installed at the customer site (enter the item-part number that already exists in the item master file). Defaults to zero, maximum 15 characters, alpha numeric field.
Equipment Description : Enter a text description of the item-part number. (Automatically copied over from the item master file.) Maximum 15 characters, alpha numeric field.
Install. Date : Enter the date the item-part is being installed at the customer site. All dates must be entered as Month/Day/Year (MM/DD/YYYY). Defaults to the date entered at the previous data entry screen, maximum 8 digits, numeric field.
Charge Yrl. (Y/N) : Enter whether or not the item-part is subject to GMA charges. Enter �Y� for YES, or �N� for NO. (Automatically copied over from the item master file, but can be overwritten for specific customers if necessary.) Defaults to �Y�, maximum 1 character, alpha numeric field.
Charge Yrl. Amount : Enter the GMA amount charged yearly for the item-part. This amount is based on the unit of measurement used for the item-part. (Automatically copied over from the item master file, but can be overwritten for specific customers if necessary.) Defaults to zero, maximum 7 digits, numeric field.
Prt (Y/N) : Enter whether or not the item-part should be included on the printed invoice. Enter �Y� for YES, or �N� for NO. (Automatically copied over from the item master file, but can be overwritten for specific customers if necessary.) Defaults to �Y�, maximum 1 character, alpha numeric field.
Stat. A/ I /D : Enter the character that represents the status of the detailed installed equipment record. (A = Active, I = Inactive, D = Deleted). Defaults to �A�, maximum 1 character, alpha numeric field.
Comm. : Enter any general comments (i.e., purchase order numbers) that need to be recorded for internal purposes only. Maximum 30 characters, alpha numeric field.
Ser#. : Enter the manufacturer�s serial part number if it is different from the item-part number being used. Maximum 15 characters, alpha numeric field.
Adding A Detailed Installed Trunk-Lines Record (Option 71):
To add a detailed installed trunk-lines record to an already existing customer site, follow the same procedures as outlined for editing a customer site record.
However, when at the screen entitled CHANGE EXISTING EQUIPMENT-CONFIGURATION, do not make any entries and press the PAGE UP/PAGE DOWN KEY.
At the bottom of the screen an on-line prompt appears, asking whether or not the user wishes to update the equipment list, enter �N� and press the RETURN KEY.
Another on-line prompt appears at the bottom of the screen, asking whether or not the user wishes to update the trunk-lines list, enter �Y� and press the RETURN KEY.
If a �Y� was entered at the previous prompt, the user is taken to another data entry screen entitled ADD NEW INSTALLED CUSTOMER TRUNK-LINES RECORD.
+----------------------------------------------------------- ----------------+
� * ADD NEW INSTALLED CUSTOMER TRUNK-LINES RECORD * �
�------------------------------------------------------------------------------�
� CUSTOMER-NAME : �
� INSTAL.SYSTEM : �
�------------------------------------------------------------------------------�
� PORT# L-CRD TRNK# CIRCUIT-NUMBER TELE-NO. HUNT-TO# TYPE CARRIER J-POS S.�
� ----- ----- ----- ------------------ -------- -------- ----- ------- ----- - �
� �
� �
� �
� �
� �
� �
� �
� �
� �
� �
� �
� �
� *** NEW CUSTOMER TRUNK-LINES CONFIGURATION *** �
� �
� Would You like to ADD NEW TRUNK-LINES to the list ? (Y=Yes/N=No) Y �
� �
+------------------------------------------------------------------------------+
Sample Screen: A Detailed Installed Trunk-Lines Record
Once at this screen, another message in red text appears at the bottom of the screen, asking for verification on whether or not the user wishes to add new trunk-lines information to the customer site. Proceed by typing �Y� for YES at the prompt and press the PAGE UP/PAGE DOWN KEY.
Detailed Installed Trunk-Lines - Adding On Records (Option 71):
To add or update trunk-lines to an already existing record follow the same procedures as outlined for creating a detailed installed trunk-lines record.
However, at the screen entitled UPDATE EXSITING DETAILED CUSTOMER TRUNK-LINES LIST, press the RETURN KEY to place the cursor at the field(s) that need updating or until a new item line appears on screen. Then proceed with the new entries for the trunk-lines.
To close the file, press the RETURN KEY as many times as necessary to place the cursor at a new item line. Place the cursor at the PORT# field and type END, and press the PAGE UP/PAGE DOWN KEY.
An on-line message in red text appears at the bottom of the screen, prompting the user to verify their decision to close the file. Press the PAGE UP/PAGE DOWN KEY.
+----------------------------------------------------------- ----------------+
� *** UPDATE EXISTING DETAILED CUSTOMER TRUNK-LINES LIST *** �
�------------------------------------------------------------------------------�
� CUSTOMER-NAME : BIG HOME INN �
� INSTAL.SYSTEM : �
�------------------------------------------------------------------------------�
� PORT# L-CRD TRNK# CIRCUIT-NUMBER TELE-NO. HUNT-TO# TYPE CARRIER J-POS S.�
� ----- ----- ----- ------------------ -------- -------- ----- ------- ----- - �
� �
� END - - A �
� �
� INST-DATE:06/27/1997 COMMENT: �
� �
� �
� �
� �
� �
� �
� �
� �
� �
� �
� �
� You have Selected to Close THIS FILE .... Press ANY KEY to Continue �
+------------------------------------------------------------------------------+
Sample Screen: Closing A Detailed Installed Trunk-Lines File
Detailed Installed Trunk-Lines: Data Entry Screen & Definitions
+----------------------------------------------------------- ----------------+
� * ADD NEW INSTALLED CUSTOMER TRUNK-LINES RECORD * �
�------------------------------------------------------------------------------�
� CUSTOMER-NAME : �
� INSTAL.SYSTEM : �
�------------------------------------------------------------------------------�
� PORT# L-CRD TRNK# CIRCUIT-NUMBER TELE-NO. HUNT-TO# TYPE CARRIER J-POS S.�
� ----- ----- ----- ------------------ -------- -------- ----- ------- ----- - �
� �
� �
� �
� �
� �
� - - A �
� �
� INST-DATE:06/27/1998 COMMENT: �
� �
� �
� �
� �
� �
� �
� �
� �
+------------------------------------------------------------------------------+
Sample Screen: A Detailed Installed Trunk-Lines Record
CUSTOMER-NAME : The name of the company at the customer site. (Automatically copied over from the customer site record.) Maximum 30 characters, alpha numeric field.
INSTAL. SYSTEM : A text description of the type of system installed at the customer site. (Automatically copied over from the customer site record.) Maximum 30 characters, alpha numeric field.
PORT# : Enter the port number assigned to the CO port installed at the customer site. Maximum 5 characters, alpha numeric field.
l-CARD : Enter the line card number assigned to the CO line card installed at the customer site. Maximum 5 characters, alpha numeric field.
TRNK# : Enter the trunk number assigned to the carrier installed at the customer site. Maximum 5 characters, alpha numeric field.
CIRCUIT-NUMBER : Enter the circuit number assigned to trunk-lines installed at the customer site. Maximum 18 characters, alpha numeric field.
TELE-NO. : Enter the telephone number assigned to the business or centrex line at the customer site. Maximum 7 digits, numeric field.
HUNT-TO# : Enter the next assigned telephone number to hunt to at the customer site. Maximum 7 digits, numeric field.
TYPE : Enter the type of trunk-lines installed at the customer site (e.g., PBX, T1, Cen, etc.). Maximum 3 characters, alpha numeric field.
CARRIER : Enter the company name of the local exchange carrier at the customer site. Maximum 7 characters, alpha numeric field.
J-POS : Enter the rack or line termination position installed at the customer site. Maximum 5 characters, alpha numeric field.
S. : Enter the character that represents the status of the detailed installed trunk-lines record. (A = Active, I = Inactive, D = Deleted). Defaults to �A�, maximum 1 character, alpha numeric field.
INST-DATE : Enter the date the trunk-lines are being installed at the customer site. All dates must be entered as Month/Day/Year (MM/DD/YYYY). Defaults to the current date, maximum 8 digits, numeric field.
COMMENT : Enter any general comments (i.e., purchase order numbers) that need to be recorded for internal purposes only. Maximum 100 characters, alpha numeric field.
9� VENDOR MASTER FILE
Setting up the vendor master file is a very import aspect of the inventory control system. The Vendor Master Processing Menu, accessed by way of the Purchasing application, allows users to add or maintain vendor records. The vendor master file contains important billing information and includes the following options:
1.VENDER FILE : Add/Edit a Vendor
2. Delete a Vendor
17. Sort, Reorganize
Adding A Vendor Record (Option 1):
To add a new vendor, select option 1 (Vendor File: Add/Edit a Vendor) from the Vendor Master Processing Menu and press the RETURN KEY.
With the screen entitled ADD/EDIT A VENDOR displayed, there are three data entry fields. The first one, prompts the user to enter a new vendor number (numeric entry, up to 8 digits in length). The system automatically assigns a new number if the user chooses to leave the field empty by pressing the RETURN KEY.
The second field prompts the user to enter a vendor�s partial name (alpha numeric entry, 3 characters long). This field does not require data input when adding a new vendor. It only requires input when retrieving an existing vendor record. In order to advance the cursor to the next field, leaving the second field empty, press the RETURN KEY.
At the third field the user must enter a �Y� for YES, to verify that a new vendor is being created, or �N� for NO to exit the screen.
Enter Existing VENDOR-# or PARTIAL-NAME to EDIT
or Leave BOTH BLANK to Enter NEW VENDOR ------> ________ ___
Do you wish to Enter a NEW VENDOR ? (Y=Yes / N=No) : __
The system does not allow duplicate vendor numbers. However, if a number being entered already exists in the system, S.A.M. brings up the vendor record assigned that number, because it assumes the user wants to edit or update that record.
Editing An Existing Vendor Record (Option 1):
To edit or update information about an existing vendor, select option 1 (Vendor File: Add/Edit a Vendor) from the Vendor Master Processing Menu and press the RETURN KEY.
With the screen entitled ADD/EDIT A VENDOR displayed, there are three data entry fields. The first one, prompts the user to enter a new vendor number (numeric entry, up to 8 digits in length). If however, the user cannot remember the vendor�s number, leave this field blank and press the RETURN KEY to advance to the next field.
The second field allows the user to enter the vendor�s partial name (alpha numeric entry, 3 characters long). Enter the first 3 letters of the vendor�s name and press the RETURN KEY to advance to the next field.
The third field prompts for a �Y� to be entered to verify that YES this is a new customer or �N� for NO to exit this screen. Leave this field blank and press the RETURN KEY.
If the user entered the actual vendor number, the record requested appears on a screen entitled CHANGE EXISTING VENDOR. Use the ARROW KEYS to move the cursor to the fields that need editing. With the changes made, press the PAGE UP/PAGE DOWN KEY as many times as necessary to exit back to the Vendor Master Processing Menu.
However, if the user enters the vendor�s partial name, the system displays a list of all the vendor names that begin with the 3 letters entered.
+----------------------------------------------------------- ----------------+
� *** PARTIAL VENDOR's NAME SEARCH *** �
�------------------------------------------------------------------------------�
�VEND-NO. V E D O R E - N A M E A D D R E S S E TELEPHONE-NO.�
�------------------------------------------------------------------------------�
� �
� 2001 GENERAL TEL.INC MARKHAM (905)745-5487�
� YT8YT8Y8ITY98T5Y9YT5 �
� 1015 GENIX TELEPHONE PARTS TORONTO (416)272-5432�
� 2300 MIDLAND STREET L3T-3N5 �
� �
� �
� �
� �
� �
� �
� �
� �
� �
� �
� NO MORE VENDORS are available, starting with : GEN �
� RETURN-KEY : to view next page �
� 99999999 : to return to previous menu �
� VENDOR- # : to enter detailed receiving information 0 �
+------------------------------------------------------------------------------+
Sample Screen: Partial Vendor Name Search List
Once at the screen entitled PARTIAL VENDOR�S NAME SEARCH, if the desired vendor record is not listed, press the RETURN key as many times as required, until the record appears on screen. Then at the prompt enter the vendor number for the record that needs editing and press the RETURN key.
With the record displayed, use the ARROW KEYS to move the cursor to the fields that need editing. Once the changes are made, press the PAGE UP/PAGE DOWN KEY to exit back to the Vendor Master Processing Menu.
Deleting A Vendor Record (Option 2):
Before deleting a vendor record from the customer master file, make sure there is no activity associated with the vendor in accounts payable.
To delete a vendor record select option 2 (Vendor File: Delete a Vendor) from the Vendor Master Processing Menu and press the RETURN KEY.
At the screen entitled, DELETE A VENDOR, the system reminds the user to check the A/P status of the vendor before proceeding. Next, enter the required password, then enter the number of the vendor record to be deleted and press the RETURN KEY.
The desired vendor record should now appear on the screen entitled DELETE A VENDOR. With the correct vendor record displayed, proceed by typing �YES� at the prompt and press the RETURN KEY.
However, if for some reason the wrong record appears, type �NO� at the prompt, to cancel the deleting process and press the RETURN KEY.
+----------------------------------------------------------- ----------------+
� *** DELETE A VENDOR *** �
�------------------------------------------------------------------------------�
� �
� Vendor # : �
� Vendor Name : �
� Address Line 1 : �
� Address Line 2 : �
� City : �
� Province / State : �
� Zip/Postal-Code : �
� Tel.# : / / 0 �
� Fax-# : / / 0 �
� Corr.Language (E,F,S,G): E �
� Contact Person : �
� Discount% (99.99) : 0.00 �
� COMMENT : �
� �
� �
� �
� �
� ARE YOU SURE ? ... (enter 'YES' to delete): �
+------------------------------------------------------------------------------+
Sample Screen: Deleting A Vendor Record
Sorting & Reorganizing The Vendor Master File (Option 17):
To sort and reorganize the vendor master file select option 17 (Vendor File: Sort, Reorganize) from the Vendor Master Processing Menu and press the RETURN KEY.
+----------------------------------------------------------- ----------------+
� �
� XX XX �
� XX XX �
� DDDDDD OOOXX NNXX NN '' TTTTTTTTTTTTTT * GVNDMST �
� DD DD OO OOXX XXN NN NN ' TT �
� DD DD OO OO XX NN NN NN TT �
� DD DD OO OOXX XXN NN NN TT �
� DDDDDD OOOXX NNXX NNNN TT �
� XX XX �
� XX XX �
� �
� �
� �
� ** ATTENTION ** PLEASE DO NOT INTERRUPT ...... �
� NOW : -------> �
� �
� �
� �
� +--------------------------------------------------------------+ �
� � ** I N D E X R E B U I L D P R O C E D U R E ** � �
� � P L E A S E W A I T ! ! � �
� +--------------------------------------------------------------+ �
� �
+------------------------------------------------------------------------------+
Sample Screen: Sorting & Reorganizing The Vendor Master File
Vendor Record: Data Entry Screen & Definitions
+----------------------------------------------------------- ----------------+
� ** A D D N E W V E N D O R ** �
�------------------------------------------------------------------------------�
� �
� Vendor # : �
� Vendor Name : �
� Address Line 1 : �
� Address Line 2 : �
� City : �
� Province / State : �
� Zip/Postal-Code : - �
� Tel.# : ( ) - 0 �
� Fax-# : ( ) - 0 �
� Corr.Language (E,F,S,G): E �
� Contact Person : �
� Discount% (99.99) : 0.00 �
� COMMENT : �
� �
� �
� �
� �
� �
� �
� �
+------------------------------------------------------------------------------+
Sample Screen: Vendor Record Data Entry Screen
Vendor # : A unique value used to identify a vendor. This number was assigned at the previous data entry screen, either manually by the user or automatically by the system. Maximum 8 digits, numeric field.
Vendor Name : Enter the vendor�s business name. Maximum 30 characters, alpha numeric field.
Address Line 1 : Enter the vendor�s street address. Maximum 30 characters, alpha numeric field.
Address Line 2 : Enter the vendor�s street address for unit or suite numbers. Maximum 25 characters, alpha numeric field.
City : Enter the city name. Maximum 20 characters, alpha numeric field.
Province / State : Enter the State or Province name (use the accepted acronym). Maximum 3 characters, alpha numeric field.
Zip/Postal Code : Enter the zip code for US customers. Maximum 9 digits, numeric field. The postal code for Canadian customers. Maximum 6 characters, alpha numeric field.
Tel. # : Enter the vendor�s phone number. The area code must be enter first. Defaults to zero, maximum 10 digits for each, numeric field.
Fax-# : Enter the vendor�s fax number. The area code must be enter first. Defaults to zero, maximum 10 digits for each, numeric field.
Corr. Language (E/F/S/G) : Language code. E - English, F - French, S - Spanish, G - German. Optional, defaults to E, maximum 1 character, alpha numeric field.
Contact Person : Enter the name of the contact person who deals with general issues. Maximum 25 characters, alpha numeric field.
Discount % : Enter the vendor�s discount percentage (refers to a pre-defined discount structure or table). Defaults to zero, maximum 3 digits, numeric field.
Comments : Can be used to enter any general comments regarding the vendor�s record. Maximum 67 characters, alpha numeric field.
10� ON-LINE INQUIRIES
Using the on-line inquiry feature is the fastest way to view information stored by the system. However, the on-line inquiry only displays information. Changes to information stored by the system can only be accomplished at a data entry screen.
Updates made to certain records may not be reflected with an on-line inquiry. For example, updates, involving customer payments, physical inventory counts and service requests, entered but not yet processed, will not be reflected with an on-line inquiry.
As a method of data checking, for a large number of records, it is suggested the system�s listing feature be used instead of an on-line inquiry.
general inquiry menu options
+----------------------------------------------------------- ----------------+
� WELCOME TO �
� SOFTWARE ANALYSIS CONSULTANTS INC. �
� *** G E N E R A L I N Q U I R Y M E N U *** �
� (MAIN MENU) �
�------------------------------------------------------------------------------�
� �
� 1. Customer General Info. .......................... (MENU) �
� �
� 2. Customer Installed Equipment .................... (MENU) �
� �
� 3. Inventory & Item Pricing ........................ (MENU) �
� �
� 10. Specific Customer Open Invoice .................. BY Invoice # �
� �
� 11. Display Customers On Crd.Hold ................... All On-Hold �
� �
� 12. Display Customers Owing Spec.$ Amt. .............. Enter Specific Amount �
� �
� �
� 98. RETURN TO MAIN MENU �
� 99. QUIT �
� �
� PLEASE ENTER YOUR CHOICE : �
+------------------------------------------------------------------------------+
Sample Screen: General Inquiry Menu (Main Menu)
Option 1 displays the Customer Inquiry Menu (used for general customer inquiries).
Option 2 displays the Equipment Inquiry Menu (used for installed equipment inquires).
Option 3 displays the Item-Master Inquiry Menu (used for item availability and pricing inquires).
Option 10 displays a customer�s open invoice, sorted by invoice number.
Option 11 displays a list of all customers on credit hold and the total amount due by each customer.
Option 12 displays a list of all customers owing a specified dollar amount (the dollar amount is defined by the user).
customer inquiry menu options
+----------------------------------------------------------- ----------------+
� WELCOME TO �
� SOFTWARE ANALYSIS CONSULTANTS INC. �
� *** C U S T O M E R I N Q U I R Y M E N U *** �
� (MAIN MENU) �
�------------------------------------------------------------------------------�
� �
� �
� �
� 1. CUSTOMER INQUIRY ................... By City �
� 2. ................... By Partial Name �
� 3. ................... By Customer Number �
� 4. ................... By Sales Territory �
� 5. ................... By Telephone Number �
� �
� �
� �
� �
� 98. RETURN TO MAIN MENU �
� 99. QUIT �
� �
� �
� �
� PLEASE ENTER YOUR CHOICE : �
+------------------------------------------------------------------------------+
Sample Screen: Customer Inquiry Menu
(To return to the General Inquiry Menu select Option 98 from the Customer Inquiry Menu)
Option 1 displays a customer record, sorted by city name search (alpha numeric field, up to 4 characters).
Option 2 displays a customer record, sorted by partial name search (alpha numeric field, 3 characters).
Option 3 displays a customer record directly, sorted by customer number (numeric field, up to 8 digits).
Option 4 displays a customer record, sorted by sales territory search (numeric field, up to 3 digits).
Option 5 displays a customer record directly, sorted by telephone number (numeric field, 10 digits).
equipment inquiry menu options
+----------------------------------------------------------- ----------------+
� WELCOME TO �
� SOFTWARE ANALYSIS CONSULTANTS INC. �
� *** E Q U I P M E N T I N Q U I R Y M E N U *** �
�------------------------------------------------------------------------------�
� �
� 1. INSTALLED EQUIPMENT ............ By Type �
� 2. ............ By Model �
� 3. ............ By Site-# �
� 5. ............ By Customer-# �
� 6. ............ BY Telephone-# �
� 7. ............ By Sales Territory # �
� 8. ............ By Sold-to Cust.Name (Partial) �
� 9. ............ By Inst.at Cust.Name (Partial) �
� 10. ............ By Customer Business Type (Partial) �
� 11. ............ By Postal-Code ... or ... ZIP-Number�
� �
� 98. RETURN TO MAIN MENU �
� 99. QUIT �
� �
� PLEASE ENTER YOUR CHOICE : �
+------------------------------------------------------------------------------+
Sample Screen: Equipment Inquiry Menu
(To return to the General Inquiry Menu select Option 98 from the Equipment Inquiry Menu)
Option 1 displays the installed equipment at a customer site, sorted by equipment type search (alpha numeric field, up to 5 characters).
Option 2 displays the installed equipment at a customer site, sorted by equipment model search (alpha numeric field, up to 5 characters).
Option 3 displays the installed equipment at a customer site directly, sorted by customer site number (numeric field, up to 8 digits).
Option 5 displays the installed equipment at a customer site, sorted by customer number search (numeric field, up to 8 digits).
Option 6 displays the installed equipment at a customer site directly, sorted by telephone number (numeric field, 10 digits).
Option 7 displays the installed equipment at a customer site, sorted by sales territory search (numeric field, up to 3 digits).
Option 8 displays the installed equipment at a customer site, sorted by Sold-To customer partial name search (alpha numeric field, 3 characters).
Option 9 displays the installed equipment at a customer site, sorted by Installed-At customer partial name search (alpha numeric field, 3 characters).
Option 10 displays the installed equipment at a customer site, sorted by customer business type partial name search (alpha numeric field, 3 characters).
Option 11 displays the installed equipment at a customer site, sorted by postal code or zip code.
item-master inquiry menu options
+----------------------------------------------------------- ----------------+
� WELCOME TO �
� SOFTWARE ANALYSIS CONSULTANTS INC. �
� *** I T E M - M A S T E R I N Q U I R Y M E N U *** �
� (MAIN MENU) �
�------------------------------------------------------------------------------�
� �
� �
� �
� 1. Item-Class ...................... General Information, Inventory �
� 2. Partial # or Descrip. or Class .. General Information, Inventory �
� �
� �
� 21. Specific ITEM # ................. Inventory in Specific Warehouse �
� 22. ......... Inventory and Allocations Infor. (All W/H.) �
� 98. RETURN TO MAIN MENU �
� 99. QUIT �
� �
� �
� �
� PLEASE ENTER YOUR CHOICE : �
+------------------------------------------------------------------------------+
Sample Screen: Item-Master Inquiry Menu
(To return to the General Inquiry Menu select Option 98 from the Item-Master Inquiry Menu)
Option 1 displays detailed item-part pricing information, sorted by item-class. To view further details about a specific item-part, where prompted enter the item-part number, and press the RETURN KEY.
Option 2 displays detailed item-part pricing information, sorted by partial item-part number, item-part description, or item-class. To view further details about a specific item-part, where prompted enter the item-part number, and press the RETURN KEY.
Option 21 displays detailed stock availability for a specified item-part, and a specified warehouse.
Option 22 displays stock availability for a specified item-part for all existing warehouses, and detailed stock availability, for the main warehouse.
11� REPORTS & LISTINGS
Using the reports and listings feature is another way to view information stored by the system. However, the reports and listings feature only prints the information, it is not captured to the screen. Making the reports and listings feature the best method of data checking, for a large number of records.
+----------------------------------------------------------- ----------------+
� WELCOME TO �
� SOFTWARE ANALYSIS CONSULTANTS INC. �
� *** G E N E R A L R E P O R T S M E N U *** �
� (MAIN MENU) �
�------------------------------------------------------------------------------�
� �
� �
� �
� �
� �
� �
� 1. Customer Master Information ........................ (MENU) �
� �
� 2. Installed Equipment Information .................... (MENU) �
� �
� 3. Item Master Information ............................ (MENU) �
� �
� �
� �
� 98. RETURN TO MAIN MENU �
� 99. QUIT �
� �
� PLEASE ENTER YOUR CHOICE : �
+------------------------------------------------------------------------------+
Sample Screen: General Reports Menu
Option 1 lists customer information according to a defined print range and sequence, as selected by the user.
Option 2 lists customer detailed installed equipment information according to a defined print range and sequence, as selected by the user.
Option 3 lists inventory item detailed information according to a defined print range and sequence, as selected by the user.
customer-master listing menu options
+----------------------------------------------------------- ----------------+
� C U S T O M E R - M A S T E R L I S T I N G M E N U �
�------------------------------------------------------------------------------�
� �
� �
� �
� LIST CUSTOMER-MASTER RECORDS, SELECTIVE PRINTING WITHIN RANGE, �
� IN ANY OF THE FOLLOWING SEQUENCE: �
� �
� 1. Customer Number, in Numerical order ... (Selective by #) �
� 2. Customer Name, in Alphabetical order ... (Selective by Name) �
� 3. Postal-Code/Zip/Postal-Code & Cust.Name ... (Selective by Zip#) �
� 4. Telephone Number & Customer Name order ... (Selective by Tel#) �
� 5. City, Postal-Code & Customer-Name order ... (Selective by City) �
� 6. Sales Territory No. & Customer Name order ... (Selective by rr#) �
� 7. Sales Representative No. & Customer Name ... (Selective by Rep.#) �
� �
� �
� �
� �
� 98. RETURN TO MAIN MENU �
� 99. QUIT �
� �
�PLEASE ENTER YOUR CHOICE : �
+------------------------------------------------------------------------------+
Sample Screen: Customer-Master Listings Menu
(To return to the General Reports Menu select Option 98 from the Customer-Master Listing Menu)
Option 1 prints a list of customers, sorted by a user defined range of customer numbers (numeric field, up to 8 digits, listed in numerical order).
Option 2 prints a list of customers, sorted by a user defined range of customer�s partial names (alpha numeric field, 3 characters, listed alphabetically by customer name).
Option 3 prints a list of customers, sorted by a user defined range of zip codes or postal codes (C = postal code, alpha numeric field, 3 characters, A = zip code, numeric field, 5 digits, listed alphabetically by customer name).
Option 4 prints a list of customers, sorted by a user defined range of telephone numbers (numeric field, 10 digits, listed alphabetically by customer name).
Option 5 prints a list of customers, sorted by a user defined range of city names (alpha numeric field, up to 4 characters, listed alphabetically by customer name).
Option 6 prints a list of customers, sorted by a user defined range of sales territory numbers (numeric field, up to 3 digits, listed alphabetically by customer name).
Option 7 prints a list of customers, sorted by a user defined range of sales representative numbers (numeric field, up to 3 digits, listed alphabetically by customer name).
equipment-master listing menu options
+----------------------------------------------------------- ----------------+
� E Q U I P M E N T - M A S T E R L I S T I N G M E N U �
�------------------------------------------------------------------------------�
� LIST EQUIPMENT-MASTER RECORDS, SELECTIVE PRINTING WITHIN RANGE �
� IN ANY OF THE FOLLOWING SEQUENCE: �
� �
� 1. Equipment Type, in Alphabetical order �
� 2. Equipment Model-No. in Numerical order �
� 3. Equipment Serial-No. in numerical order �
� 4. Customer Name, in Alphabetical order �
� 5. City, Post/Zip-Code & Customer Name order �
� 6. Sales Territory-No. & Customer Name order �
� 7. Sales Rep.-No., Post/Zip-Code & Customer Name order �
� 8. Postal/Zip Code, Type & Model-No. in numerical order �
� 9. Condensed Report, Customer Name & Detailed Equipment-List �
� 10. Condensed Report, Sls-Rep., Cust-Name & Detailed Equipment-List �
� 12. Customer General Info., Detailed Equipment-List for a Specific Cust. �
� 13. ............................................... By Installed-At Name �
� 14. ............................................... for a Specific Serl. �
� 15. ............................................... By Postal/Zip,Type,Mod.�
� 21. List all Installed Equipment Types & Models �
� 98. RETURN TO MAIN MENU 99. QUIT �
� �
� PLEASE ENTER YOUR CHOICE : �
+------------------------------------------------------------------------------+
Sample Screen: Equipment-Master Listings Menu
(To return to the General Reports Menu select Option 98 from the Equipment-Master Listing Menu)
Option 1 prints a list of installed equipment, sorted by a user defined range of equipment types (alpha numeric field, up to 5 characters, listed in alphabetical order).
Option 2 prints a list of installed equipment, sorted by a user defined range of equipment model numbers (alpha numeric field, up to 5 characters, listed in numerical order).
Option 3 prints a list of installed equipment, sorted by a user defined range of customer site numbers (numeric field, up to 8 digits, listed in numerical order).
Option 4 prints a list of installed equipment, sorted by a user defined range of partial customer names (alpha numeric field, 3 characters, listed alphabetically by customer name).
Option 5 prints a list of installed equipment, sorted by a user defined range of partial city names (alpha numeric field, 4 characters, listed alphabetically by customer name).
Option 6 prints a list of installed equipment, sorted by a user defined range of sales territory numbers (numeric field, 3 digits, listed alphabetically by customer name).
Option 7 prints a list of installed equipment, sorted by a user defined range of sales representative numbers (numeric field, 3 digits, listed alphabetically by customer name).
Option 8 prints a list of installed equipment, sorted by a user defined range of zip codes or postal codes (C = postal code, alpha numeric field, 3 characters, A = zip code, numeric field, 5 digits, listed in numerical order).
Option 9 prints a list of customer detailed installed equipment, sorted by a user defined range of customer numbers (numeric field, up to 8 digits, listed in numerical order).
Option 10 prints a list of customer detailed installed equipment, sorted by a user defined range of sales representative numbers (numeric field, up to 3 digits, listed alphabetically by customer name).
Option 12 prints a list of customer detailed installed equipment, sorted by a user defined range of customer numbers (numeric field, up to 8 digits, listed in numerical order).
Option 13 prints a list of customer detailed installed equipment, sorted by a user defined range of partial customer names (alpha numeric field, 3 characters, listed alphabetically by customer name).
Option 14 prints a list of customer detailed installed equipment, sorted by a user defined range of customer site numbers (numeric field, up to 8 digits, listed in numerical order).
Option 15 prints a list of customer detailed installed equipment, sorted by a user defined range of zip codes or postal codes (C = postal code, alpha numeric field, 3 characters, A = zip code, numeric field, 5 digits, listed in numerical order).
Option 21 prints a list of all installed equipment, sorted by system type, model number, and number of installations (listed alphabetically by system type).
item-master listing menu options
+----------------------------------------------------------- ----------------+
� ** I T E M - M A S T E R L I S T I N G M E N U ** �
�------------------------------------------------------------------------------�
� �
� LIST ITEM-MASTER RECORDS, SELECTIVE PRINTING WITHIN RANGE, �
� IN ANY OF THE FOLLOWING SEQUENCE: �
� �
� 1. All Item-Master/Warehouse Information, By Class in Alphabetical order �
� 2. Specific Item-Class, In Alphabetical order �
� 3. Item-Master Price List, By Item-Class, in Alphabt. order (COST INCL.) �
� 13. ....... .........., By Item-Part-# in Alphabt. order (COST INCL.) �
� 23. ....... .........., By Vendor, Class, Id, Part# (COST INCL.) �
� 4. Item-Master Price List, Specific Item-Class, Alphabt.ord.(COST EXCL.) �
� 5. System Pricing, For Specific Item-Class (Alphabetical order) �
� 6. List all Item-Class �
� 11. All Item-Master Customer Pricing, By Class in Alphabetical order �
� �
� �
� 98. RETURN TO MAIN MENU �
� 99. QUIT �
� �
�PLEASE ENTER YOUR CHOICE : �
+------------------------------------------------------------------------------+
Sample Screen: Item-Master Listings Menu
(To return to the General Reports Menu select Option 98 from the Item-Master Listing Menu)
Option 1 prints a list of all inventory item prices and availability per warehouse (listed alphabetically by item-class).
Option 2 prints a list of inventory item prices and availability per warehouse, sorted by a user defined range of item-classes (alpha numeric field, up to 4 characters, listed alphabetically by item-class).
Option 3 prints a price list of all inventory items, including all detailed costing information, sorted by item-class (listed alphabetically by item-class).
Option 13 prints a price list of all inventory items, including all detailed costing information, sorted by item number (listed in numerical order by item number).
Option 23 prints a price list of all inventory items, including all detailed costing information, sorted by vendor number, item-class, item-ID, item number (listed in numerical order by vendor number).
Option 4 prints a price list of inventory items, sorted by a user defined range of item-classes (alpha numeric field, up to 4 characters, listed alphabetically by item-class).
Option 5 prints a price list of inventory system items, sorted by a user defined range of item-classes (alpha numeric field, up to 4 characters, listed in order by item number).
Option 6 prints a list of all inventory item-classes, providing the total number of items per item-class, and the grand total of all items (listed alphabetically by item-class).
Option 11 prints a customer price list of items, sorted by a user defined range of item-classes (alpha numeric field, up to 4 characters, listed alphabetically by item-class).