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SCREEN ONE:
The first screen includes the fields that provide all of the general information and setup of the item:
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SCREEN TWO:
All pricing and costing options are located on screen two. In addition, a display of the applicable unit measure has been added for easier reference. Viewing cost, pricing and margins all on one screen will ease maintenance and analysis. |
If you are buying from any of these vendors, your job could be made easier. From creating the order to downloading the completed order from your vendor, it can all be done electronically from your Advantage System. Included in your Advantage System are the tools to simplify and increase accuracy in your receiving procedures. Here's how it works:
STEP ONE: Pre-setup the inventory items that you purchase from the vendor.
STEP TWO: Create the purchase order.
STEP THREE:Transmit the purchase order to the vendor.
STEP FOUR: Once the vendor has processed the invoice, download it back to the PO.
STEP FIVE: Process the invoice, as a "report only" to confirm the status of the items
being received. Correct any item errors.
STEP SIX: Receive the purchase order.
These six steps can save you thousands of keystrokes when having to enter items manually from your primary vendor for receiving. Three essential ingredients to successful electronic purchasing are as follows:
KEY INGREDIENT
#1: The inventory item setup. This is the most essential
ingredient to successful electronic purchasing. The system only does what it is being
told to do, and, in the case of electronic purchasing, the vendor is telling it what to do.
For successful downloading from the vendor, the two must be in sync. The vendor will
be downloading to you what they consider box quantities, costs, etc. You will have to
have the item setup to interpret the unit measure these costs and quantities represent.
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For example: Ace sells you a 50' roll of wire by the foot, but prices it to you by the roll. The Advantage System will have to be setup as follows: Screen one of the item record: Stocking unit = Lft Ace vendor record: Box quantity = 50 (stocking units) Pricing unit = Roll Purchasing unit = Lft |
No matter how you have setup the item and vendor record, the vendor will send you the
information in the format they use.
If you have setup the roll of wire, as shown above,
with a stocking unit of "roll",
when you receive the download from Ace, you
will be receiving 50 rolls instead of 50 feet. Why? Because Ace will populate the box
quantity field with a 50. In their case they are referring to one roll or 50 feet. The
Advantage System was setup to say that the box quantity is referring to rolls, therefore
50 rolls. The Advantage System will always interpret the "box quantity" in the
"stock- ing unit". It is up to the user to verify that the item setup is in sync with the vendor's
values. As an added issue, some vendors will randomly change the unit structure of
the information they send you without notice. So, is there anyway to keep it all
straight?
Item record
[F9] Vendor
record
The vendor's stock number is another critical field. The exact number used by the vendor must be in the
vendor record's "Vendor's stock#" field.
To ease any confusion, it is wise to use the same unit of measure titles as is used by the vendor. If the vendor calls it a "roll", you call it a "roll". If they call it an "each" you call it an "each".
The item record, on screen three, also includes the question "Update `as entered' retail price the downloaded vendor price?". This must be answered "Y"es, if you allow the vendor to dictate your retail prices. View the [F1] help screen on that field for more details.
There are checks and balances available to assist in confirming the status of the item setup.
KEY INGREDIENT #2: Use the tools that are available to provide the checks and balances for a successful download of quantities and prices.
Tool #1: Vendor catalogs: Most supported vendors, if requested, will provide a catalog of all of the items they sell. This catalog may be loaded on your system to provide instant access to their item setup. Items may be pulled from the catalog into your inventory when adding new items. Doing so will allow the Advantage System to setup the item and vendor record exactly as it is needed for download accuracy. In addition, existing items may be pulled into "play" areas, if needed, to confirm their setup. This quick reference is a sure-fire way to improve purchasing and receiving success. *
Tool #2: Vendor purchase history downloads: Most vendors when requested will provide diskettes of the items you have purchased from them. These diskettes may then be converted into your data area to populate all items in the format needed for electronic purchasing. *
Tool #3: Most supported vendors have an option to print a "No update" before processing the vendor invoice. This report will list all items the system detects may be unsuccessfully downloaded. Correcting these items before the final processing of the invoice will ensure a satisfactory receiver. This report will help to detect those items the vendor may have randomly changed.
Tool #4: Purchasing menu > Maintenance procedures > Header configuration for Purchasing Screen four of the header configuration has a flag option, as follows: "E.D.I. Alert Percentage:" _____ The percentage rate entered in this field will cause the "No update" reports to alert the user of any costs or prices that have changed by that percentage. This safety margin will allow you to quickly identify items needing more immediate attention to their selling prices due to the changes.
KEY INGREDIENT #3: Modem connections are the third key ingredient in successful electronic purchasing. The ability to connect to your vendor and receive an error-free transmission of detail is often based on your modem, their system, quality of the phone lines, etc. The first preventative measure in trouble-shooting problems is to reprogram the modem. If the problem is with your modem, this will typically solve it. If the prob- lem is with the vendor, the phone lines, etc., those issues will have to be resolved with those vendors.
Modem errors from your system, such as "Error code #__" can be generally solved by following one, two, or three of the following steps: 1) Turn the modem off and back on. 2) Reprogram the modem 3) Reboot the machine.
Communications from the vendor's system can be recognized by error messages similar to the following: 1) Can't get "C" prompt. 2) Can't get a login prompt. 3) No dial tone 4) Busy signal
More specific details for electronic purchasing by your primary vendor may be printed from within the Advantage System. Viewing the [F1] help screens in Electronic purchasing will give you immediate access to frequently requested information. In addition, the "Reference files" contain the documents specific to each vendors processing and their varied options.
Other options > Reference files > Software > Purchasing * Advantage charges a setup charge for vendor catalogs or purchase history downloads added to your system. The vendor may or may not charge you for the files.
We are continuing to receive returned items with no identification as to why, what, who, etc. As a result, we are forced to spend time calling, researching, testing, etc. to discover why we have these items. This time is a waste of your support dollars and creates an unnecessary burden on our staff.
Take note, we will no longer be accepting packages that do not contain our RMA number on the OUTSIDE of the packaging. They will be refused or returned.
PLEASE assist us in our continued efforts to provide you the service you expect by following the guidelines that best serve us all.
Serving you has always been our top priority in Support. The challenge has always been to balance real, perceived, and clearly not crises. That has not changed. What has changed is the method in which our users have learned to work the system. As a result, those who work it are getting served more quickly than those who don't. Is that right? Absolutely not! Therefore, we have implemented new procedures in an effort to more fairly serve ALL of our customers.
NEW PROCEDURES
All calls will be dispatched when you called in. If the technician is current on the dispatched cases, the call will be transferred to them. If not, they will call you back in the order in which the calls were dis- patched.
CALLS TO THE PROGRAMMING STAFF
As a rule, our programming staff is not available for customer support issues or to discuss programming requests or concerns. Support technicians, our receptionists, or any other staff members are not authorized to forward calls to the programming staff. As the need arises, managment may be called upon by programmers to assist in support issues but the need for that is rare. We want them to beable to focuse on their job of developing our package. If you have programming requests, concerns, or questions, contact Tina Chowning at extension 296.
Please have the courtesy to allow our staff to do their jobs, as outlined to
them. As always, if you have a concern or problem with our procedures, you may
contact any member of the Advantage management staff.
This month we will discuss the Accounts Receivable module and how it interfaces with the Imaging software.
In the Company Header configuration on page eight, there is the option, `Enable the imaging software?'. Always remember to press [F1] and read the help screen before changing any configuration options. When the answer is set to `N' (No), the Accounts Receivable posting procedures will function normally, having no interface with the Imaging software. When the answer is set to `Y' (Yes), Payment Posting and Invoice Posting will send scanner commands to the Imaging software package causing a scanned image to be attached to your data. The Invoice posting procedure is normally reserved for initial data entry for new users which do not use the Point-of-Sale package. Nonetheless this procedure will capture images.
Invoice posting saves the invoice data when the user presses [Insert]. The Imaging interface will then display a message to the screen that says "Insert document into scanner then press `Enter'". The user should place the invoice onto the scanner and press the [Enter] key. Invoice Posting will then send a command to the Imaging software to scan the invoice, assign an Image number, and file the image in the Receivables filing cabinet. The Image number is assigned to the invoice data, so the image may be viewed at a later time. The Imaging software will then display the scanned image to the screen for the user to view. This process takes place each time an invoice is saved. If the customer's invoice is multiple pages, or there are other document that need to be attached to the invoice, the user may place all of the pages on the sheet feeder of the scanner and all will be scanned together. If the scanner does not have a sheet feeder option, the process will involve multiple steps. After the posting run is complete, go to the customer's account inquiry screen, highlight the invoice or payment transaction, then press [F9] to view the detail. This will display the invoice data to the screen. Press the right mouse button and the Imaging software will display a small menu on the screen near the mouse pointer with a scan/add option. Place the next page to be imaged onto the scanner, select the scan/add option from the menu, and the page will be added. Repeat this step until all pages have been scanned. Images may be viewed using this same procedure by selecting the `view' option from the Imaging menu.
The Image number is the connection between the Advantage data and the Imaging data. This number is passed from the Accounts Receivable invoice to the General Ledger Account detail records. This means that the accountant/comptroller may view the G/L detail, and via the right mouse button, also view the scanned images from the invoice record that created this G/L entry.
Q: Does closing the General Ledger advance the posting month in all of the modules?
A: Yes, however, manual journal entries and Accounts Payable vouchers may be changed to post to any fiscal period. You and your CPA should determine when, or if, entries should ever be made to prior months from manual journal entries and Accounts Payables.
Q: What are the pros and cons to accumulating General Ledger manual entries to a batch?
A: If you choose to accumulate manual journal entries, you will have the ability to review and change the entries before they are posted. If you choose not to do this, manual journal entries are printed and posted as you exit the entry screen. Any corrections would have to be made with additional journal entries.
Q: How do I void a payroll check?
A: Use the "Void payroll checks" option. The system will allow you to enter multiple check numbers to void. When voided all of the G/L entries, employee records, and check information are updated, reversing the original entries.
Q: Does the question "Delete at the end of the year?" only apply to employees who are no longer active at year end?
A: Yes, all active employees are carried over
to the new year.
Q: What does "Moving Daily Working Batches to G/L" do?
A: During the day, all General Ledger activity from individual modules is held in a "daily working batch". This keeps todays activity separate from prior days. At the end of the day, during the end-of-day procedures, the system will move the daily working batches into the bucket with the prior day's batches that are not posted. Daily working batch detail is not visible. Only after the system has moved them will they be visible in the "Post, print or clear batches" or "Edit batches". Moving batches manually should only be done when all other users are out of the system. See the help screen on the menu option for further information.
Q: Can I post a batch out of balance?
A: No. The system will not post a batch
out of balance. The batch will have to be corrected before it will post. If
you are using the automatic batch posting with end-of-day, be sure to check
the posting registers every day to confirm the postings were completed successfully.
If not, batches may be corrected using "Edit batches".
The next release of the Database software package will be cut in May. We will begin sending out update tapes in June, 1998. As always, the only charge for the update tapes will be the tape and shipping. The Advantage System software is included in the price of your monthly maintenance fees. If you do not want an update tape, please notify Dian at extension 242. Otherwise, all database customers will receive an update tape in June of 1998.
Accounts Payable has been undergoing modifications to allow all applicable reports to read the archived history. Those of you archiving your paid or voided vouchers will enjoy the additional options to review history through various reports.
Partial payments may now be made against Accounts Payable vouchers in the new release. If a voucher cannot be paid in full, you can enter a dollar value to pay on the voucher. The system will update the voucher for the remaining balanceto be paid.
Additionally, vouchers may be paid in advance on purchase orders. The PO is tied to the A/P voucher., the system will not auto-create another voucher when the PO is received.
A new report has been added to compare "company configuration" screens between datasets. This will be helpful for all multi-store companies who may find the system behaving differently between stores. The report will reflect both stores settings to allow analysis between them.
Laser printers have continued to impact the printer market as a "must have" printer. Their clarity of print provides users with clean, easily read documents. The use of plain bulk paper has provided tremendous cost savings over tractor-fed paper. But, if none of that impresses you, how about speed? The new Advantage compatible laser printer from HP will print 17 pages per minute. Compared to the counter part dot-matrix printer which only prints 1-1/2 pages per minute, the laser printer is lightning fast. Reports, statements, and now even checks are supported on laser printers within the Advantage System. The "landscape" capablity of the laser printers have also given us new report format options, only available for laser printers.
Call your Sales Representative today for price quotes on a
compatible laser printers to add to your Advantage System.
As the year marches on, we continue to see great changes occurring. We have just completed our first session of the Advantage Academy specifically designed for customers who are on the move from the Basic to the Database version. It was a resounding success. We are still converting an average of four companies per week. Change is in the air.
I believe that this year will be a year of change in respect to customer migration. We have begun to see in a higher influx of our competitor's customers seeking a company with a dedication to them, the customer, not only to their bottom line. Don't misinterpret my meaning, the bottom line is what continues to keep us solidly healthy, but, we have maintained that, but not at the expense of our customers.
Our goal has been, and always will be, to offer the most product (whether software, hardware, or service) for the lowest prices possible. We are not always going to be the cheapest. Hardware support has never been included in the monthly Software Support fees. Yet, we have freely given it if you purchased the equipment from us. Using tested, proven, compatible, and configured products from Advantage will always prove to be your overall best source.
As the sales force marches on into new and uncharted areas, we, as a company, grow with the new customers. This constant addition of new customers and the expansion and growth of our existing customers forces us to keep adding to our staff. As we continue to add new employees into our support and service departments, please bear with the new recruits. They are here to help, and we are standing behind them to assist in everyway possible to educate them in the process.
I look forward to seeing each of you at the upcoming trade shows this spring. Watch for our Advantage Academy dates for our next session. Keep investing in your future by continuing to grow in your system.
Multi-store locations that are unable to archive all of their data the night of the "End-of-month procedure" are advised to manually backup their history data EVERYDAY UNTIL THE ARCHIVING IS COMPLETED! The "End-of-month procedure" backups up the history automatically, the last day of the month. However, since the history files are being generated each night, as archiving is done, they too must be backed up for your protection. History backups can be performed during business hours. You may notice a reduction in processing time, if done during the day. It is recommended that the backup be done first thing in the morning, before many users are on the system. Backup the history data everyday, ending the day after the last archive was completed. Save the last backup tape as your permanent EOM history backup tape for month.
SCO 5.0 Open Server O/S All other SCO Operating System's
Manual history backup command: Manual history backup command:
At the # sign: hback At the # sign: hbu
See the March 1998 newsletter for more information regarding storing and saving history backup tapes.
How about new color terminals, when replacing your Wyse terminals? The new Spotline terminal provides an easy-to-setup color monitor workstation.
For those with extra color monitors, the Spotline can convert those monitors to color workstations. Color monitors can now be given a second chance at their usefulness. Color monitors typically used with PC's can now be used as a terminal.
In addition, the color enhancement and the clarity of a monitor combined with the Advantage System are a winning team.
GOT ANY USED PC MONITORS AROUND?
Give your Sales Rep a call to reclaim their usefulness.