Creating a basic purchase history report for a dealer

You want to create a report of all purchases for a single dealer that has all parts purchased the previous year. Below is the steps you would take within Sales Analysis to create such a report.

From the main menu select 60 then 15.

Enter “/SPEC” inorder to report at the part number level.

Enter the ending month and year. EX:12,13 (December 2013)

Press Enter to create a new SPEC file.

You will see a large list of options you can select by. If none of them are needed just press enter and proceed.

At the report on (B)ill or (S)hip Whse prompt you will need to enter “B/PART”
This will report on the filling warehouse and allow the part number to be added to the report output.

Press Enter to use the newly created SPEC file.

If the ending month displayed is correct press enter.

If you want to report on 12 months press enter or define the number of months. Confirm your selection.

Select by customer by entering Y and then choose to select by account number (option 1).

Enter the account number you wish to report on. Confirm your selection.

Press enter if you do not wish to select by customer in any other way.

Press enter if you do not wish to select by manufacturer code.

Press enter if you do not wish to select by product code.

Press enter if you do not wish to report by customer sales history account.

Press enter if you do not wish to report any zeros on the report.

Select the items you wish to report. The example above that I mentioned you would want to select the following.
4,5,6,12/CSH
This will provide a CSV file that contains headers and has a live item for each part purchased by this customer.

You can choose one of the listed options to subtotal, create a new page for or a new report file for. I did not select any of these options.

Select report style 2 and either choose QTD figure or Same month last year figure.

That completes the reporting selection criteria. Next you will be given the option to name the report, print the report, create a unique file extension, and have the option to create another report file based of the selection criteria you have defined.

Submit the job to run and wait for a mail notification the job has completed. Sales Analysis can take a while to run because the report is scanning 24 months of order details one part number at a time.

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Automatically Adding Messages to Purchase Orders

First, add the messages containing the specific text you’ll be automatically adding to the vendor purchase order. The next two screen shots define separate messages that will be automatically add to the vendor purchase order.

 

The PO_ADD-ON codes record allows you to define the add-on messages by warehouse, vendor, manufacturer order code and the PO type. The following codes record says “if the PO is for warehouse ’06, vendor 10350A, manufacturer order code ‘ZELT’, and it’s a stock order then add messages 204 and 205 to the purchase order. Fields 5 and 6 define whether or not you ALSO add any messages that may be defined for all vendors and/or manufacturer order codes.

Here’s an example of the messages being added automatically to the defined purchase order.

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Price Protection at the Part Number Level

Price Protection at the Part Number Level

Product File Maintenance contains a flag (line 95) that allows you to password protect the selling price at the part number level.

Changing line 95 to ‘Yes’ will force prompting of a password when a user attempts to override the sell price in Order Entry.

The override password is defined in a ‘PW’ codes record.

Here’s the codes record whereas the password is highlighted.

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Setting a Vendor to Auto-vouch

Setting a Vendor to Auto-vouch

Vendor File Maintenance, screen 3, line 17 – change the flag to the desired action. Auto-vouching credits may not be desirable so you can choose ‘Invoice only’ thereby auto-vouching incoming electronic invoices but NOT credits.

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CODES File Editor Changes

We’ve added an annotation feature to the CODIS file editor. At the initial prompt we explain how/when field notes will be displayed in the editor.

The prompt ‘A, C, D, L, E’ prompt has been changed. We’ve included a manager log to display changes to the code type and added additional text to better describe each of the other options.

Field notes are automatically displayed when adding a new codes record. Field notes are automatically displayed when changing a specific field of a codes record.

As indicated, field notes are NOT displayed by default for ‘C, D, L’ options. Add ‘/N’ to the option to display the field notes.

Here’s an example of field notes when adding an ‘OT’ (order type) codes record.

Here’s an example of field notes when changing an ‘OT’ (order type) codes record, field 5.

Here’s an example of field notes when changing an ‘OT’ (order type) codes record, field 38.

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Validating an External List of Parts in the Product File

If you have a list of part numbers and you want to make sure they are all setup in your product file then you can use the ‘/VP’ option within Product Stock Inquiry to validate each number. The external file should contain the manufacturer and part number and be csv (comma separated value). If you’re part numbers are all the same manufacturer then you can leave the manufacturer out of the external csv file.

While in Product Stock Inquiry and at the part number prompt type ‘/VP’ <enter>.

Enter the filename containing the part numbers to be validated. By default, the feature will display any part numbers NOT found/validated. Add a ‘/F’ to the filename to display ONLY those part numbers FOUND. Add a ‘/B’ to display all parts numbers .

Enter the column number where the program can find the manufacturer code of each part number. If you’re file only has part numbers AND they are all the same manufacturer then you can enter a ‘fixed’ value (example – BS/F = BS fixed).

Enter the column number where the program can find each part number.

The following display is the default, showing ONLY those part numbers NOT found/validated.

The following display is the ‘/F’ option, showing ONLY those part numbers found/validated.

The following display is the ‘/B’ option, showing ALL part numbers.

Several options are available when the popup displays. For example, ‘//P’ prints the data (filename POPUP.LST) in the popup AND creates a csv file (filename POPUP_LST.CSV) of the data in the popup.

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Backorder Processing Codes

Backorder processing codes as defined within Customer File Maintenance determine how a customer’s backorders will be processing/released when they become available. Set the customer’s backorder processing code on screen 5, line 4 within Customer File Maintenance.

Backorder processing/release happens during order entry (W/new order) or during the running of the backorder release program (BO-rel). It’s typical for a scheduled running of the backorder release program to occur for backorders that exceed a specific value or have been shippable for an extended period of time.

The backorder processing code options are -

Processing code ’1′ will release backorders during the running of the backorder release program (BO-rel) or during order entry (W/new order) if the user specifically opts to do so (NOT blind mode).

Processing code ’2′ will release backorders during order entry (W/new order) if the user specifically opts to do so (NOT blind mode) and NOT during the running of the backorder release program (BO-rel).

Processing code ’3′ will release backorders during the running of the backorder release program (BO-rel) and NOT during order entry (W/new order).

Processing code ’4′ will NOT release backorders during the running of the backorder release program (BO-rel) and NOT during order entry (W/new order). All backorders are held until specifically released by the running of the backorder release program for the specific customer or from backorder edit (#8 in the Order Entry Functions menu).

Processing code ’5′ will release backorders during the running of the backorder release program (BO-rel) or during order entry (W/new order) if the user specifically opts to do so (NOT blind mode). Each backorder will be placed on a separate pick ticket (relative to the original order).

Processing code ’6′ will release backorders during order entry (W/new order) if the user specifically opts to do so (NOT blind mode) and NOT during the running of the backorder release program (BO-rel). Each backorder will be placed on a separate pick ticket (relative to the original order).

Processing code ’7′ FORCES all orders to default to backorder entry. No pick ticket is created even when stock is available. This option is useful when you want to hold all orders from the customer and release on a specific day or time (cycle shipping).

Processing code ’8′ will release backorders during the running of the backorder release program (BO-rel) or during order entry (W/new order) without the user specifically opting to do so (blind mode in affect).

Processing code ’9′ will release backorders during order entry (W/new order) without the user specifically opting to do so (blind mode in affect) and NOT during the running of the backorder release program (BO-rel).

Processing code ’0′ will release backorders during the running of the backorder release program (BO-rel) or during order entry (W/new order) without the user specifically opting to do so (blind mode in affect). Each backorder will be placed on a separate pick ticket (relative to the original order).

Processing code ‘A’ will release backorders during order entry (W/new order) without the user specifically opting to do so (blind mode in affect) and NOT during the running of the backorder release program (BO-rel). Each backorder will be placed on a separate pick ticket (relative to the original order).

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Non-returnable RMA Items

When creating a RMA (return merchandise authorization) you can validate the items were actually purchased from you within a defined period. If you find that the item was not purchased from you in the defined period then you have the ability to have the system add a message line to the RMA stating that the item is ‘Unable to return due to insufficient purchases’.

When the following message is displayed then type a ‘\’ to NOT accept the return and add the message. Pressing the <enter-key> will accept the item for return.

Here’s an example of the ‘Unable to return’ message.

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Primary Stock Location Change

We’ve changed where the primary stock location of an item is stored. We previously stored the primary stock location of an item in field 45 of the ‘STOCK’ file record. We are now storing the primary stock location of an item in the ‘STKLOC’ file with a ZAB sequence of ’0′ (zero).

The following screen shot displays the primary stock location of the item. Field 4 of the record being a ‘zero’ defines this as the primary location whereas field 4 being anything other than a zero would define an alternate/auxiliary location for the same item/part.

If you have any automated processes or reports that lookup/update the primary stock location of an item then please make the necessary changes to lookup the primary stock location in the ‘STKLOC’ file making sure you select the item with a ZAB sequence of ’0′ (zero in field 4 of the STKLOC record).

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Retaining Price on a Backordered Item Even if Superseded

We’ve added a new order option that will allow retention of a customer price on an item even if the item is superseded. For example, a customer orders part number 1234 at $2.00. Part number 1234 is backordered then subsequently superseded to part number 5678 which should sell to the customer at $2.50. Even though we recommend re-pricing’ backorders since the price difference can be substantial, the new option of ‘b (that’s a lower case “b” preceded by a single quote as in ‘b) will price the superseding part of 5678 at $2.00 (the original price of part number 1234).

The option can be set at order entry time for the current order only or as a default in the customer record for those customers you wish to always lock-in the backorder price, even when the item is superseded. It may be something to consider for mass merchants or very large customers that won’t pay a price other than the price they were originally quoted (expected to pay).

 

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