File maintenance allows you to maintain the various files required by RASER's
Order Processing system. After you select this option, the following menu
appears:
INVENTORY FILES
This option displays the following menu which contains several inventory related
files.
Inventory Master File
The Inventory Master file contains one record for each inventory item. The
record contains basic information about each item such as item code, item
description, unit of measure, price, etc.
ITEM CODE (12 characters) This is the unique code that identifies this item. It
is used throughout the system to reference this item, so you may want to assign
a code that is easy to remember and helps identify this particular item.
ALT PART CODE (12 characters) This is an alternate code that identifies this
item in the system.
PART DESCRIPTION (45 characters) This is the description of this item.
UNIT OF MEASURE (2 characters) This is the quantity in which the item is sold..
CLASS CODE (3 characters)
PRICE CODE (6 characters)
PRIMARY VENDOR (6 characters) This is the main vendor you purchase this item
from.
VENDOR PART NO. (25 characters) This is the vendors number for this item.
PART TYPE (1 character)
PRICING METHOD (1 character) This is the method used to determine the price
of this item.
INACTIVE? (Y or N) This field indicates whether this is an active inventory
item.
G/L SALES DEPT (2 characters) This is the General Ledger Sales Department
that will receive credit for the sale of this item.
SHIP WEIGHT (7 characters) This is the weight of the item. This will be used
in calculating the shipping charges when necessary.
NO COMMISSION (4 characters)
LIST PRICE (99999999.99) This is the manufacturers suggested retail price for
this item.
BASE PRICE (99999999.99) This is the cost of item plus all costs incurred in
obtaining item (ex. shipping).
LAST COST PAID (99999999.99) This is the amount you paid for the item the
last time is was ordered from the vendor.
CARRYING COST (99999999.99) This is cost to the company to keep this item in
stock.
COSTING UNIT OF MEASURE (2 characters) This is the unit of measure that you
are required to purchase the item in.
COSTING FACTOR (5 characters)
Pricing - Minimums
The Pricing - Minimums file contains one record for each inventory item. This
record helps to determine what the minimum price for this item can be based upon
the information entered in this record.
ITEM CODE (12 characters) This is the number of the item for which you are
determining the minimum price.
SETUP CHARGE (9999.99) ???This is the amount charged when setting up this item.
MINIMUM CHARGE (9999.99) ???This is the minimum amount that will be charged for
this item.
Pricing - Quantity Breaks File
The Pricing - Quantity Breaks file contains one record for each inventory item.
This file is used to set-up quantities at which price breaks will be given.
RECORD TYPE (1 characters)
ITEM CODE (1 characters) This is the number of the item for which quantity
pricing is being determined.
QUANTITY BREAK 1 - 10 (999999) This is the order quantity at which the price
break will be given.
PRICE BREAK 1 - 10 (9999999.99) This is the price of the item based upon the
order quantity.
Inventory Quantities File
The Inventory Quantities file contains one record for each item. This file
includes information such as: quantity on hand, quantity on order, sales month
and year to date, reorder point, etc.
ITEM CODE (12 characters) This is the unique code that identifies an inventory
item.
WAREHOUSE CODE (1 character) This is the unique code that identifies a warehouse
location. Each location must have been entered through the Warehouse Code
Maintenance File.
QUANTITY ON HAND This is the quantity you have in your
warehouse.
QUANTITY COMMITTED This is the quantity from all confirmed
orders.
QUANTITY ON ORDER This is the quantity you have on order
with the vendor.
SALES MONTH TO DATE This is the quantity that has been sold for
the specified month.
SALES YEAR TO DATE This is the quantity of the item that has
been sold for the year.
LAST SALES DATE (YY/MM/DD) This is the last date of a sale of this item.
RECEIVED MONTH TO DATE This is the quantity of the item
received into inventory during the month.
RECEIVED YEAR TO DATE This is the quantity of the item received
into inventory for the year.
LAST RECEIVED DATE (YY/MM/DD) This is the date that the last order was received.
REORDER POINT This is the quantity at which purchasing needs to
place an order for the item.
QUANTITY ON LINE
QUANTITY REQUIRED The quantity that is required to fill all outstanding orders
less what is currently on hand.
QUANTITY IN RECEIVING This is the quantity that was received and is in the
receiving department waiting to be put into inventory.
STOCK LOCATION 1 - 3 This is the exact location or area of the inventory in the
warehouse
Reorder Information
The Reorder Information file contains a record for each inventory item. It
contains information for reordering the item such as the vendor code, lead time
needed, minimum order, etc.
ITEM CODE (12 characters) This is the unique code that identifies an inventory
item.
SEQUENCE NUMBER (1 character)
VENDOR CODE (6 characters) This is the unique code that identifies a vendor.
LEAD TIME (3 characters) This is the amount of time needed by the vendor to get
the product to you (ex days, weeks)
MINIMUM ORDER (8 characters) This is minimum quantity you may order.
ECONOMY ORDER (8 characters)
Prior Years History
The Prior Years History option allows you to see the quantities for sales and
receiving for a specific item for the last five years.
ITEM CODE (12 characters) This is the unique code that identifies an inventory
item.
WAREHOUSE (6 characters) This is the unique code that identifies a warehouse.
SALES YEAR 1 - 5 (8 characters) This is the quantity that was sold in each year.
RECEIVED YEAR 1 - 5 (8 characters) This is the quantity that was received into
inventory in each year.
Movement History
The Movement History file contains a record for each inventory item. It tracks
inventory movement between warehouse locations.
PART NUMBER (12 characters) This is the unique code that identifies each
inventory item.
ENTRY DATE (6 characters) This is the date that the move request was entered
into the system.
ENTRY TIME (4 characters)
CONTROL FLAGS (3 characters)
TRACK ON HAND (Y/N) This indicates whether you wish to track the on hand
quantity of this item during the transfer between warehouses.
ADJUSTMENT QTY (8 characters)
UNIT OF MEASURE (2 characters) This the unit of measure by which this item is
sold to the consumer.
REASON/COMMENT (25 characters) This is reason for the movement of the inventory
between warehouse locations.
FOR JOB NUMBER (6 characters) This is the job number for which inventory needed
to be moved.
DEPT NUMBER (2 characters)
MOVEMENT CODE (1 character) This is the code for how the inventory will be
moved.
FROM LOCATION (6 characters) This is the warehouse code for the warehouse
location the inventory is being moved from.
TO LOCATION (6 characters) This is the warehouse code for the warehouse location
the inventory is being moved to.
MATERIAL COST (9 characters) This is the cost of all materials needed to move
the inventory.
FISCAL YEAR (2 characters) This is the fiscal year in which this movement took
place.
G/L PERIOD (2 characters) This is the general ledger period in which this
movement took place.
Part Type Master File
PART TYPE (1 character)
DESCRIPTION (30 characters) This is the description of the item.
SALES TAX CODE (1 character)
TRACK COMMITTED (Y or N) This field indicates whether you would like to track
the quantity of this item for all confirmed orders.
TRACK ON HAND (Y or N) This field indicates whether you would like to track the
quantity you have on hand.
TRACK ON ORDER (Y or N) This field indicates whether you would like to track the
quantity you have on order with the vendor.
LABOR ITEM (Y or N) This is an item that requires additional setup before
delivery.
SELLABLE ITEM (Y or N) This is an item that can be sold as is.
PURCHABLE ITEM (Y or N)
SERIAL NUMBER (Y or N) This field indicates whether this item carries a
serial number.
Class Code File
CLASS CODE (3 characters)
CLASS DESCRIPTION (30 characters)
TARGET MARKUP % (5 characters) The amount of markup you would like to make
on this item.
Pricing UOM Factors
PRICE/COST UOM (2 characters) This is the quantity in which you must
purchase the item from the vendor (ex. case, box, pack, etc.)
DIVIDE BY (4 characters) This is the quantity by which you sell the item.
DESCRIPTION (15 characters) This is the description of the inventory item.
Warehouse Codes
This file contains one record for each warehouse location. It includes such
information as address, phone numbers, cost methods, dropship information, etc.
WAREHOUSE CODE (6 characters) This is the unique code that identifies the
warehouse. It is used throughout the system to reference the warehouse, so you
will want to assign a code that is easy to remember and helps identify this
particular location.
WAREHOUSE NAME (35 characters) This is the full name of the warehouse.
ADDRESS 1 (35 characters) This is the street address for this warehouse.
ADDRESS 2 (35 characters) This is the second address line for this warehouse. It
may be used for P.O. Boxes, Suite Numbers, etc.
CITY (21 characters) This is the city where this warehouse is located.
STATE (2 characters) This is the state where this warehouse is located.
ZIP (10 characters) This is the zip code for this warehouse. It may be the short
5-character zip code or the full 5+4 zip code. It may even be a 6-character
postal code for Canadian addresses.
CONTACT NAME (20 characters) This is the name of the person that you deal with
for warehouse matters.
PHONE NUMBER (10 characters) This is the phone number for the warehouse. Do not
enter any punctuation. Just enter the number with or without the area code. The
system will automatically format the phone number in inquiry screens and on
reports. For example: 9999999 becomes 999-9999; 9999999999 becomes 999-999-9999;
and 99999999999 becomes 9-999-999-9999.
FAX NUMBER (10 characters) This is the fax number for the warehouse. Do not
enter any punctuation. Just enter the number with or without the area code. The
system will automatically format the phone number in inquiry screens and on
reports. For example: 9999999 becomes 999-9999; 9999999999 becomes 999-999-9999;
and 99999999999 becomes 9-999-999-9999.
ALWAYS DROPSHIP? (Y/N) This indicates whether this item is always send to a
specified location other than the main location.
AUTOMATIC ADD? (Y/N) This indicates whether this item is automatically added
to the inventory system when received.
COST METHOD IND (1 character) This is the cost accounting when relieving
inventory (FIFO - First In First Out, LIFO - Last In First Out)
F.O.B. (15 characters) This is the shipping point from which freight will be
charged.
CUSTOMERS & SALES REPS
This option displays the following menu which contains several customer and
sales rep related files. The menu also contains some reports, labels, and
lookups.
Customer Master File
The Customer Master file contains one record for each customer that you have.
The record contains basic information about each customer such as name, address,
phone numbers, payment terms, etc.
CUSTOMER CODE (6 characters) This is the unique code that identifies this
customer. It is used throughout the system to reference this customer, so you
may want to assign a code that is easy to remember and helps identify this
particular customer.
CUSTOMER NAME (35 characters) This is the full name of this customer.
ADDRESS 1 (35 characters) This is the street address for this customer.
ADDRESS 2 (35 characters) This is the second address line for this customer. It
may be used for P.O. Boxes, Suite Numbers, etc.
CITY (21 characters) This is the city where this customer is located.
STATE (2 characters) This is the state code where this customer is located.
ZIP (10 characters) This is the zip code for this customer. It may be the short
5-character zip code or the full 5+4 zip code. It may even be a 6-character
postal code for Canadian addresses.
COUNTRY (2 characters) This is the country where this warehouse is located.
ALPHA SORT (8 characters) The system uses this code when sorting customers
alphabetically, such as in the Customer LookUp Screen, the Customer Rolodex, and
the Customer Master Report. For example, if you have three customers - Johnson
Supply, Johnson Inc., and Johnson Manufacturing - the alpha sort field might be
JOHNSSUP, JOHNSINC, and JOHNSMAN respectively.
A/R CONTACT (20 characters) This is the name of the person that you deal with
for Accounts Receivable matters.
A/R PHONE NO. (10 characters) This is the phone number for the A/R Contact. Do
not enter any punctuation. Just enter the number with or without the area code.
The system will automatically format the phone number in inquiry screens and
reports. For example: 9999999 becomes 999-9999; 9999999999 becomes 999-999-9999;
and 99999999 becomes 9-999-9999.
A/R FAX NUMBER (10 characters) This is the fax number for the A/R Contact. Do
not enter any punctuation. Just enter the number with or without the area code.
The system will automatically format the phone number in inquiry screens and
reports. For example: 9999999 becomes 999-9999; 9999999999 becomes 999-999-9999;
and 99999999 becomes 9-999-9999.
SALES CONTACT (20 characters) This is the name of the person that you deal with
for Sales matters.
SALES PHONE NO. (10 characters) This is the phone number for the Sales Contact.
Do not enter any punctuation. Just enter the number with or without the area
code. The system will automatically format the phone number in inquiry screens
and reports. For example: 9999999 becomes 999-9999; 9999999999 becomes
999-999-9999; and 99999999 becomes 9-999-9999.
SALES FAX NUMBR (10 characters) This is the fax number for the Sales Contact. Do
not enter any punctuation. Just enter the number with or without the area code.
The system will automatically format the phone number in inquiry screens and
reports. For example: 9999999 becomes 999-9999; 9999999999 becomes 999-999-9999;
and 99999999 becomes 9-999-9999.
BANK CODE (6 characters) This is the code that represents this customer's bank.
It must be a valid code from the Bank Master file.
BANK ACCOUNT (16 characters) This is the customer's bank account number.
DUNS NUMBER (11 characters) This is the account number assigned to this customer
by Dun & Bradstreet.
TAXPAYER ID (11 characters) This is the customer's federal taxpayer
identification number.
STATE TAX ID (12 characters) This is the customer's state taxpayer
identification number.
CREDIT LIMIT (99999999) This is the maximum allowable credit limit for this
customer. Enter zero if this customer is not allowed any credit.
PYMT TERMS CODE (3 characters) This is the code which indicates the payment
terms extended to this customer. It must be a valid code from the Customer
Payment Terms file.
SALES REP CODE (3 characters) This is the code which indicates the sales rep
assigned to this customer. It must be a valid code from the Sales Rep Master
file.
SALES TAX CODE (2 characters) This is the code which indicates how this customer
is taxed. It must be a valid code from the Sales Tax Record file.
INITIAL DATE (mm/dd/yy) This is the date that this customer was initially
entered into the system. You may press [F1] for today's date.
CUSTOMER TYPE (6 character) This is a code that is used to categorize different
types of customers. You may choose letters or numbers to represent the different
types of customers. This code is NOT validated against any file and is open for
your own interpretation.
MAILING ADDRESS (1 character) This field indicates whether the mailing address
is the same or different from the street address of the warehouse.
PRINT STATEMNT? (Y or N) This indicates whether you want to print statements for
this customer. If you leave this blank, the system assumes no statements.
SERVICE CHARGE? (Y or N) This indicates whether you want to charge this customer
service charges on overdue invoices. If you leave this blank, the system assumes
no service charges.
REQUIRES P.O.? (Y or N) This indicates whether this customer requires P.O.
Numbers when placing orders. If you leave this blank, the system assumes no P.O.
required.
FAX INVOICES? (Y or N) This indicates whether this customer wants invoices faxed
to them. If you leave this blank, the system assumes no faxing.
SHIP VIA (4 characters) This indicates how products are shipped from the
warehouse to this customer. (ex. UPS, FDEX)
DISCOUNT % (9999.99) This indicates the discount that the customer receives.
SPEC DISCNT IND (1 character) ???
Ship-To Addresses File
The Customer Ship-To Addresses file contains one record for each of the
different ship-to addresses for customers. Each customer may have more that one
ship-to address. However, not every customer necessarily requires a separate
ship-to address.
CUSTOMER CODE (6 characters) This is the customer code to which this ship-to
address refers. It must be a valid code from the Customer Master file.
SHIP-TO CODE (6 characters) This is the code that represents this ship-to
address for this customer. It must be a unique code within this customer.
However, other customers may have the same ship-to code.
SHIP-TO NAME (35 characters) This is the name for this ship-to address.
ADDRESS 1 (35 characters) This is the street address for this ship-to address.
ADDRESS 2 (35 characters) This is the second address line for this ship-to
address. It may be used for P.O. Boxes, Suite Numbers, etc.
CITY (21 characters) This is the city where this ship-to address is located.
STATE (2 characters) This is the state code where this ship-to address is
located.
ZIP (10 characters) This is the zip code for this ship-to address. It may be the
short 5-character zip code or the full 5+4 zip code. It may even be a
6-character postal code for Canadian addresses.
COUNTRY (2 characters) This is the country where the ship-to address is located.
TAX AUTH CD (2 characters) This is the code which indicates how this customer is
taxed when shipped to this address. It must be a valid code from the Sales Tax
Records file.
CONTACT NAME (20 characters) This is the name of the person that you deal with
for Accounts Receivable matters at this shipping address.
PHONE NUMBER (10 characters) This is the phone number for the contact at this
shipping address. Do not enter any punctuation. Just enter the number with or
without the area code. The system will automatically format the phone number in
inquiry screens and reports. For example: 9999999 becomes 999-9999; 9999999999
becomes 999-999-9999; and 99999999 becomes 9-999-9999.
FAX NUMBER (10 characters) This is the fax number for the contact at this
shipping address. Do not enter any punctuation. Just enter the number with or
without the area code. The system will automatically format the phone number in
inquiry screens and reports. For example: 9999999 becomes 999-9999; 9999999999
becomes 999-999-9999; and 99999999 becomes 9-999-9999.
SHIP VIA (4 characters) This indicates the method to be used to ship products to
the ship-to address. (ex UPS, FDEX)
SALES REP (3 characters) This indicates what Sales Representative has been
assigned to this account.
Remit-From Addresses File
The Remit-From Address file contains one record for each customer that has a
special address for receiving invoices. The system will use this address for the
"Bill To" instead of the address in the Customer Master file. If no record
exists in this file, the regular address in the Customer Master file will be
used. You may want to keep customer P.O. Box addresses in the Remit-From file
and customer physical addresses in the Customer Master.
CUSTOMER CODE (6 characters) This is the customer code to which this remit-from
address refers. It must be a valid code from the Customer Master file.
CUSTOMER NAME (35 characters) This is the name for this remit-from address.
ADDRESS 1 (35 characters) This is the street address for this remit-from
address.
ADDRESS 2 (35 characters) This is the second address line for this remit-from
address. It may be used for P.O. Boxes, Suite Numbers, etc.
CITY (21 characters) This is the city where this remit-from address is located.
STATE (2 characters) This is the state code where this remit-from address is
located.
ZIP (10 characters) This is the zip code for this remit-from. It may be the
short 5-character zip code or the full 5+4 zip code. It may even be a
6-character postal code for Canadian addresses.
COUNTRY (2 characters) This is the country where this remit-from address is
located.
CONTACT NAME (20 characters) This is the name of the person that you deal with
for Accounts Receivable matters at this remit-from address.
PHONE NUMBER (10 characters) This is the phone number for the contact at this
remit-from address. Do not enter any punctuation. Just enter the number with or
without the area code. The system will automatically format the phone number in
inquiry screens and reports. For example: 9999999 becomes 999-9999; 9999999999
becomes 999-999-9999; and 99999999 becomes 9-999-9999.
FAX NUMBER (10 characters) This is the fax number for the contact at this
remit-from address. Do not enter any punctuation. Just enter the number with or
without the area code. The system will automatically format the phone number in
inquiry screens and reports. For example: 9999999 becomes 999-9999; 9999999999
becomes 999-999-9999; and 99999999 becomes 9-999-9999.
Customer Contacts File
The Customer Contact file contains one record for each of the different contacts
for customers.
CUSTOMER CODE (6 characters) This is the customer code which this contact is
for. It must be a valid code from the Customer Master file.
RECORD ID (99) This is a unique number used to refer to this contact
information.
CONTACT NAME (20 characters) This is the name for the contact person.
DEPT/TITLE (15 characters) This is the person's official title within the
company and/or the department in which this person works.
PHONE NUMBER (10 characters) This is the phone number for this contact person.
Do not enter any punctuation. Just enter the number with or without the area
code. The system will automatically format the phone number in inquiry screens
and reports. For example: 9999999 becomes 999-9999; 9999999999 becomes
999-999-9999; and 99999999 becomes 9-999-9999.
PHONE EXTENSION (4 characters) This is the extension number for this contact.
FAX NUMBER (10 characters) This is the fax number for this contact. Do not enter
any punctuation. Just enter the number with or without the area code.
Customer Notes File
The Customer Notes file contains one record for each customer that has a note.
The record consists of fifteen lines of comments, remarks, notes, etc. about the
customer.
CUSTOMER CODE (6 characters) This is the code for the customer to which this
record refers. It must be a valid code from the Customer Master file.
NOTE 1-15 (60 characters) These fifteen lines may be used for any miscellaneous
notes that you want to make concerning this customer.
Sales Tax Code File
The Sales Tax Code file contains one record for each different taxing authority.
It also contains one record for each different non-taxable category.
TAX AUTH CD (2 characters) This is the unique code that identifies this Sales
Tax record. If this is a non-taxable record, the first character must be an
asterisk (*), and the second character must be 1-9. A common naming scheme for
taxable records uses the state abbreviation as the tax code. For example, "MI"
might represent the 4% Michigan Sales Tax, and "*1" might represent the
Non-Taxable Resale record.
TAX AUTH NAME (30 characters) For taxable records, this is the name of the
taxing authority (such as Michigan). For non-taxable records, this is a
description of the non-taxable reason (such as Resale).
TAX TYPE (1 character) This code indicates whether this sales tax record is
taxable.
" " = Taxable
"1" = Non-Taxable
SALES TAX PCNT (99.999) This is the sales tax percentage that this taxing
authority charges. For 4%, enter 4.000. Leave this blank for non-taxable
records.
Payment Terms File
This file contains one record for each different payment terms option you allow
your customers.
TERMS CODE (3 characters) This is the unique code that identifies this Payment
Terms record.
TERMS DESCRIPTN (20 characters) This is a description of this payment term.
DISCOUNT % (99.99) This is the discount percentage given when the customer pays
within the DISCOUNT DAYS period - also known as an "early payment" discount. For
2%, enter 2.00.
DISCOUNT DAYS (999) This is the number of days in which the customer must pay
you in order to take advantage of the discount.
NET DUE DAYS (9999) This is the number of days that the customer may take to pay
you.
GRACE DAYS (99) This is the number of days that will be extended to the NET DUE
DAYS before assessing a service charge.
Bank Master File
The Bank Master file contains one record for each bank that your customers do
business with. It is used to validate the BANK CODE field in the Customer Master
file.
BANK CODE (6 characters) This is the unique code that identifies this Bank
record.
BANK NAME (35 characters) This is the name of this bank.
ADDRESS 1 (35 characters) This is the first address line for this bank.
ADDRESS 2 (35 characters) This is the second address line for this bank.
CITY (21 characters) This is the city where this bank is located.
STATE (2 characters) This is the state code where this bank is located.
ZIP (10 characters) This is the zip code for this bank. It may be the short
5-character zip code or the full 5+4 zip code. It may even be a 6-character
postal code for Canadian addresses.
COUNTRY (2 characters) This is the country where the bank is located.
ABA NUMBER (9 characters) This is the unique routing number assigned to this
bank by the Federal Reserve.
CONTACT NAME (20 characters) This is the name of the person that your customer
deals with at this bank.
PHONE NUMBER (10 characters) This is the phone number for the contact at this
bank. Do not enter any punctuation. Just enter the number with or without the
area code. The system will automatically format the phone number in inquiry
screens and reports. For example: 9999999 becomes 999-9999; 9999999999 becomes
999-999-9999; and 99999999 becomes 9-999-9999.
FAX NUMBER (10 characters) This is the fax number for the contact at this bank.
Do not enter any punctuation. Just enter the number with or without the area
code. The system will automatically format the phone number in inquiry screens
and reports. For example: 9999999 becomes 999-9999; 9999999999 becomes
999-999-9999; and 99999999 becomes 9-999-9999.
Sales Rep Master File
The Sales Rep Master file contains one record for each sales representative that
you have. There are two different versions of the Sales Rep Master file -
original and new. If you are converting from older software, you probably have
the original version. Check with RASER if you are uncertain as to which version
you have.
SLS REP CODE (3 characters) This is the unique code that identifies this Sales
Rep. Using the person's initials as the code makes for easy identification.
SLS REP NAME (35 characters) This is the name of this sales rep. It may also be
the name of a firm.
ADDRESS 1 (35 characters) This is the first address line for this Sales Rep.
ADDRESS 2 (35 characters) This is the second address line for this Sales Rep.
CITY (21 characters) This is the city where this Sales Rep is located.
STATE (2 characters) This is the state code where this Sales Rep is located.
ZIP (10 characters) This is the zip code for this Sales Rep. It may be the short
5-character zip code or the full 5+4 zip code. It may even be a 6-character
postal code for Canadian addresses.
COUNTRY (2 characters) This is the country where this Sales Rep is located.
ALPHA SORT (8 characters) The system uses this code when sorting sales reps
alphabetically, such as in the Sales Rep Rolodex and the Sales Rep Master
Report. For example, if you have three sales reps - Fred Johnson, Ellen Johnson,
Sam Johnson - the Alpha Sort field might be JOHNSFRE, JOHNSELL, and JOHNSSAM
respectively.
CONTACT NAME (20 characters) If this record is for a firm, this is the name of
the person that you deal with at the firm. Otherwise, this field may be left
blank.
PHONE NUMBER (10 characters) This is the phone number for this sales rep. Do not
enter any punctuation. Just enter the number with or without the area code. The
system will automatically format the phone number in inquiry screens and
reports. For example: 9999999 becomes 999-9999; 9999999999 becomes 999-999-9999;
and 99999999 becomes 9-999-9999.
FAX NUMBER (10 characters) This is the fax number for this sales rep. Do not
enter any punctuation. Just enter the number with or without the area code. The
system will automatically format the phone number in inquiry screens and
reports. For example: 9999999 becomes 999-9999; 9999999999 becomes 999-999-9999;
and 99999999 becomes 9-999-9999.
COMMISSION RATE (1 character) This is the code that indicates which commission
rate this sales rep receives. It must be a valid code from the Sales Rep
Commission Rates file.
A/P VENDOR CODE (6 characters) This is the Accounts Payable Vendor Code that you
assign to this sales rep. It must be a valid code from the Accounts Payable
Vendor Master file. The commission report uses this information to post
commissions to a sales rep's account in Accounts Payable, so that you can easily
issue a commission check. If you do not want to post commissions to Accounts
Payable, just leave this field blank.
G/L SALES DEPT (99) This is the General Ledger Sales Department to which all
commissions will post for this sales rep.
INITIAL DATE (mm/dd/yy) This is the date that this Sales Rep is initially
entered into the system.
SLS REP TYPE (1 character) This is a code that identifies which category of
sales reps to which sales rep belongs. The coding scheme is completely up to
you. There are no validations performed on this field.
ACCT INACTIVE? (Y or N) This indicates whether this sales rep is currently
active. If you leave this blank, the system assumes the account is active.
YTD SALES (99999999.99) This is the total year-to-date sales that this sales rep
has generated. It is maintained by the system.
YTD COSTS (99999999.99) ??? This is the total year-to-date costs that this sales
rep has incurred. It is maintained by the system.
YTD COMMISSIONS (9999999.99) This is the total year-to-date sales commissions
that this sales rep has earned. It is maintained by the system.
LYR SALES (99999999.99) This is the total sales that this sales rep generated
last year. It is maintained by the system.
LYR COMMISSIONS (9999999.99) This is the total commissions that this sales rep
earned last year. It is maintained by the system.
Sales Rep Notes File
The Sales Rep Notes file contains one record for each sales rep that has a note.
The record consists of fifteen lines of comments, remarks, notes, etc. about the
sales rep.
SALES REP ID (3 characters) This is the code for the sales rep to which this
record refers. It must be a valid code from the Sales Rep Master file.
NOTE 1-15 (60 characters) These fifteen lines may be used for any miscellaneous
notes that you want to make concerning this sales rep.
Commission Rates File
The Sales Rep Commission Rates file contains one record for each different
commission rate that you have. This file is required if you have the new version
Sales Rep Master file.
COMM RATE CODE (1 character) This is the unique code that identifies this
commission rate record. It must be a letter from A through Z.
COMM BASIS TYPE (1 character) This code indicates whether to use the Sales
amount or the Gross Profit amount for calculating commissions.
" " = Use total sales amount
"G" = Use gross profit amount
COMM LEVEL TYPE (1 character) This code indicates whether the amounts in the
LEVEL 1-4 MAX $ fields are monthly or annual figures.
" " = Use total monthly commissions earned
"A" = Use total annual commissions earned
COMM PYMNT TYPE (1 character) This code indicates the method in which you pay
your sales people. You may elect to pay commissions when the invoice is paid in
full by the customer. Or you may pay the commissions immediately. This indicator
affects when invoices are reported on the Earned Commissions Report.
" " = Pay only "paid" invoices
"I" = Pay commissions immediately
LEVEL 1-4 MAX $ (99999999) These four fields represent the maximum sales amount
(or gross profit amount) paid in order to receive the commission rate which
corresponds to this level.
LEVEL 1-4 COM % (99.9) These four fields represent the commission rate paid for
each different level. For 2%, enter 2.0.
Customer Master Report
This option allows you to print a report which lists each customer's code, name,
address, contact and bank information, sales rep, sales tax code, payment terms,
open balance, and year-to-date and last year's sales figures. It also indicates
whether a statement will print, whether service charges will be issued, and
whether PO numbers are required for each customer.
The report may be sorted by the customer code or by the customer name (ALPHA
SORT field). You may include all or just a range of customers. You may even tell
the system to include remit-from addresses.
Customer Label Printing
The customer label option allows you to print 1-up labels from the Customer
Master file. You may choose to print labels for all customers, for a range of
customers, or for just a few select customers. You may print one or more labels
for each customer. You may also choose to use remit-from addresses, to sort the
customers alphabetically, and to suppress customers whom you have not done
business with this year. You may print customers for a specific sales rep or for
a specific date that they were entered into the system. The customer label
screen appears as follows:
Customer Rolodex LookUp
The Customer Rolodex LookUp option allows you to view the code, name, address,
and sales and A/R contact information of each customer in the Customer Master
file. For each contact, the name appears on the first line, then the phone
number, and on the third line the fax number. The Customer Rolodex screen
appears as follows:
Enter the characters with which you want to start the list. Customers are then
listed on the screen, and the following prompt will appear:
<< more >>, <F4> to cancel, <RETURN> to continue list
Press [RETURN] to continue listing more customers, or press [F4] to exit and
return to the menu.
Sales Rep Master Report
This option allows you to print a report which lists each sales rep's code,
name, address, contact information, commission rate, rep type, and year-to-date
and last year's sales and commission figures. This report is only available if
you use the new version Sales Rep Master file.
You may be sort the report by the sales rep code or by the sales rep name (ALPHA
SORT field). You may include all or just a range of sales reps.
1
Sales Rep Label Printing
The sales rep label option allows you to print 1-up labels from the Sales Rep
Master file. You may choose to print labels for all sales reps, for a range of
sales reps, or for just a few select sales reps. You may print one or more
labels for each sales rep. You may also choose to sort the sales reps
alphabetically, to suppress reps whom you have not done business with this year,
and to print sales reps based on the date that they were entered into the
system. The sales rep label screen appears as follows:
Sales Rep Rolodex LookUp
The Sales Rep Rolodex LookUp option allows you to view the code, name, address,
and phone number of the sales reps in the Sales Rep Master file. This rolodex
lookup is only available if you use the new version Sales Rep Master file. The
Sales Rep Rolodex screen appears as follows:
Enter the characters with which you want to start the list. Sales reps are then
listed on the screen, and the following prompt will appear:
<< more >>, <F4> to cancel, <RETURN> to continue list
Press [RETURN] to continue listing more sales reps, or press [F4] to exit and
return to the menu.
O/P CONTROL RECORD
The O/P Control Record contains information that determines how the Order
Processing system functions.
PICKLIST FORMAT (1 character) This indicates what format will be used when
printing picking lists.
PACKLIST FORMAT (1 character) This indicates what format will be used when
printing packing lists.
INVOICE FORMAT (1 character) This indicates what format will be used when
printing customer invoices.
QUOTE FORMAT (1 character) This indicates what format will be used when printing
quotes.
AUTOMATIC BO (Y or N) This indicates whether orders will be automatically back
ordered.
ALWAYS PRT PACK (Y or N) This indicates whether a packing list will always be
printed with orders.
UPS DURING CONF (Y or N)
REBUILD CROSS INDEXES
This option allows you to rebuild various cross-reference files required by the
Order Processing System. It will not be necessary for you to rebuild the files
except on rare occasions.
REGENERATE BALANCES
CHANGE AN ORDER NUMBER
This menu option allows you to change the order number of an order that has not
yet been invoiced. When you select this option you will receive a screen the
appears as follows:
To change an order number you will need to enter the number of the order you
wish to change. If you are unsure of the number you may press [F7] to invoke the
LookUp Feature or you may press [F4] to end this option.
After you have entered the correct order number, the customer and order date
fields will fill in with the information from the order. You may now enter the
new order number and new order date. After you have entered that information you
will receive the following prompt:
Is this correct? (Y/N/END)
If this is correct simply select Y and press [RETURN] and you will receive the
following prompt:
Order ' 99999' Has Been CHANGED TO ' 88888', press <RETURN> to continue.
If this was not correct select N and press [RETURN] and you will be returned to
the order number field to begin again.
If at this point you wish to end the option simply type END and press [RETURN]
you will be returned to the menu.