1. Quotation Conversion Report
A report that shows a salesperson’s effectiveness in converting quotations to sales. It is run for a specified time period and can be reported by salesperson or written-by. It also has the option of a page break between salespersons (or written-by codes) for individual distribution.
This report shows the quote number, customer, written-by, salesperson, quote date, quote amount, the order number it was converted to and the amount of the quote that was converted.
2. Quote Messages (QMs)
A system to alert specified persons when a quotation is entered. Based on a user flag, a special message is sent to a customer’s salesman when a quotation is entered for that customer. A message can also be sent to other specified personnel (such as a branch or sales manager). These messages are similar to ?M messages in that each recipient can control his own list of messages. When accessing these messages, the user can go directly to quotation entry in order to view or change the quotation.
3. Quotation Deletion Messages
When a quotation is deleted, the user must specify a reason the quotation is being deleted. This reason and details about the quote are then sent in a message to the salesperson and/or written-by on the quote.
4. Quotation Time Stamp
A timestamp similar to the order timestamp that logs when changes are made to the header of the quote. It also logs when a quote is converted to an order.
5. Auto Save for Orders, Quotes and Purchase Orders
Automatically saves the last order, quote or PO a user is accessing for recovery in case a problem occurs. This is useful when a communication problem occurs between the user’s terminal or PC and the main system (especially in remote locations). Once the user logs back on, he simply types a command to restore the document. This works on new orders, quotes and POs that have not yet been saved as well as changes to that were being made to existing documents.
6. Control Character Removal Module
Allows clearing an entire file of all control characters. The files can also be set up in Groups so the removal process can be run for many files at once. This module includes an on-screen report showing the number of bad characters found and removed. These characters are often responsible for errors in screen display and printing.
7. Control Character Removal For Records As They Are Created
Includes modifications to various programs that create and save records such as orders, POs, quotes, vendors, customers and parts. At the point where a record is saved in the system, all control characters are removed from the record. This prevents the majority of bad characters in the system and helps keep printouts and cross-reference files clean.
8. Customer Time Stamp
Keeps a log of changes that have been made to a customer’s file. Like the transaction time stamps, it shows the time, date, port and user that made the change (and which field was changed).
9. Vendor Time Stamp
Like the customer time stamp, only for the vendor file.
10. AR Aging Email or Report
A report that is automatically run on a weekly or monthly basis showing all customers that are past due. The number of days past due and the minimum amount past due are defined in a setup screen and can be changed. This report can be printed, sent as a ?M message, or emailed to specified users.
11. Auto Logoff of Unused Ports
Automatically logs off a port that has been inactive for a specified period of time. The time is setup by port so each can be different. A terminal is not logged off if the user is in the process of entering something such as an order, quote etc. This modification increases security by not allowing a user to use another’s terminal to get around passwords and such. It is also helpful for systems with a limited number of Pick licenses.
12. Quick Access to Inquiry Screens from Order Entry
Allows a user who is in the process of creating an order, PO, stock transfer or quotation to toggle between the document they are working on and the IQ.3, IQ.4 and IQ.5 screens without having to save the document, exit it and return.
13. Intercom Message Range Deletion
Allows deleting a range of ?M messages quickly without having to delete one at a time.
More EDI capabilities
14. Blanket PO Tracking
A customer blanket PO number is entered in the customer file along with a maximum amount and cutoff date for the PO number. Once the maximum or cutoff date is reached, any user attempting to enter an order for the customer is alerted. Depending on how this modification is set up, order entry can be restricted or the user can simply be warned and allowed to continue.
15. Faxing Multiple Invoices to a Customer
Allows a user to enter a list of invoices to be faxed to a customer all at once. A lookup feature is also provided so the invoice numbers do not have to be known.
16. Suspending POs
Allows suspending POs so they can be accessed later without being saved first (similar to order suspending).
17. Suspending Quotations
Like PO and order suspending but for quotes.
18. New Detailed Timestamp for Orders and POs
More detail is added to the timestamp. Instead of just showing which field or part was changed, it shows what it was before the change and after the change. For instance, it will show that on part XYZ the cost was changed from $2.00 to $1.50.
19. Auto Purging
Allows the user to set up the number of months each file in the system should be kept. A phantom process then automatically runs once a week to purge all files requested. Each file is set up individually so for example, you may choose to keep 5 years of invoices in the system but only 2 years of POs. A file can also be set up so that it is never purged if desired. This module also includes a status report that shows when the last time each file was purged, how many months of data were kept and how long the purge process took.
20. Updating All Documents When a Part Description is Changed
When a part description is changed, the user is given the option to update all open orders, POs and quotes with the new description.
21. Forwarding Messages
Allows forwarding ?M messages to another user. This is handy for users going out of town or on vacation. The setup screen includes fields for what day and time the forwarding should start and stop. It also allows entry of what user should receive the messages. When a message is sent, the sender receives notification that the recipient has requested forwarding. The sender is then given the option to send the message to the original user, the forwarding user or both. The sender also sees a note left by the recipient if desired.
22. EDI PROCESSING
Allows the user to use a series of programs for the processing of EDI documents. This involves a “Phantom Program” that runs in the background of your computer sending/receiving data at specified times. The data that are sent out could be purchase orders or acknowledgements of incoming vouchers from vendors. The data received in is vendor vouchers and invoices as well as vendor acknowledgements of the purchase orders that you have sent to them. In order to reduce transaction costs a user will typically send/receive data two or three times per day. Additionally, a purchase order may be marked as “urgent” which will cause an additional send/receive transaction to be processed immediately in addition to regularly scheduled times. Once the acknowledgement is received from the trading partner, the time-stamp file is updated. The in-house emails are sent informing people of these acknowledgements. If any acknowledgements is NOT received within 24 hours of sending it then an email is sent to alert the user of the problem. The time-stamp file is updated showing “no acknowledgement” as of this date. Vendor invoices/vouchers are received and processed immediately. They may then be put either into the VOUCHER file or the TEMP-VOUCHER file. At this time an email is sent to specified people telling them that a batch of VOUCHERS has now been received and should be reviewed. The required EDI acknowledgement is automatically sent out confirming to the vendor that your computer has received their invoices.