GETTING STARTED © 2001 Enterprise Computer Systems, Inc. Dim11 (Rev. 11.
NOTICE This manual is designed to enhance your Dimensions system capabilities. It is your responsibility to determine that this information is in accordance with your own business procedures. Enterprise Computer Systems, Inc. has prepared this document for use by Enterprise associates, customers, and prospective customers. The information herein shall not be reproduced in whole or part without the prior approval of Enterprise Computer Systems, Inc. Enterprise Computer Systems, Inc.
GETTING STARTED USER MANUAL DIM11 (Rev. 11.0) TABLE OF CONTENTS Introduction to Getting Started................................................ 1 About This Manual...........................................................................................................1 Pick a System Manager....................................................................................................1 Ordering Forms, Paper & Supplies .................................................................................
Table of Contents System Prompt (>) - SuperDOS ..........................................................................................35 BYE..................................................................................................................................35 M ......................................................................................................................................35 System Prompts - Unix ...........................................................................
Table of Contents Changing Customer Information ..................................................................................79 Printing Customers ........................................................................................................81 Deleting Customers ........................................................................................................84 Values Worksheet...........................................................................................................
Table of Contents Chapter 7. General Ledger..................................................... 273 General Ledger Overview ............................................................................................273 G/L Files ........................................................................................................................275 Flow of G/L Data...........................................................................................................276 Getting G/L Started .........
Table of Contents Function Key Setup ......................................................................................................371 Terminal Trouble Shooting .................................................................................................372 Printers ..................................................................................................................................373 OKIDATA 292 .......................................................................................
Table of Contents C. Change ......................................................................................................................449 D. Delete........................................................................................................................451 H. Heading ....................................................................................................................453 I. Insert.........................................................................................
Introduction Introduction to Getting Started About This Manual Welcome! Thank you for selecting Dimensions as your computer system. We think you will be pleased with your decision. Getting Started is a comprehensive guide that contains the procedures you need to get the Dimensions system started. To help you learn and use the software efficiently, this manual is organized by module. Each chapter contains information on starting a different module.
Introduction Ø Ø Ø Ø Ø Ø Invoices Quotes/Orders Statements Checks (Accounts Payable and Payroll) Price stickers and bin labels Mailing labels At the time contracts are signed and processed, a document specialist and inside sales rep from Document Solutions are assigned to you. The document specialists for Dimensions are: Linda Byrne Bernice Murdock (800) 569-6309 #5533 (800) 569-6309 #5535 Enterprise Document Solutions One Independence Point P.O.
Introduction Ø Are you using existing computer equipment (computers, terminals, printers, and so forth)? Ø Is your business one physical store or perhaps several different locations? How long does it take to get from one location to another? Ø Is data from an existing computer system being converted to the Dimensions system? Ø Do you have custom programming needs? Ø Are you using custom or standard forms for documents such as invoices, pick tickets, statements, and checks? Ø What are the overall schedu
Introduction Our Commitment Our system has been designed with a great deal of emphasis on making it both powerful and flexible. We feel that the time taken to learn the proper use of the system provides you with its own rewards. As always, we welcome any suggestions or comments you have and we appreciate your feedback. We are looking forward to working with you to make the future a success. Thank you again for selecting Dimensions.
Chapter 1. Hardware Training Chapter 1.
Chapter 1. Hardware Training Site Planning Guide Temperature & Humidity Requirements With few exceptions, you will find your Dimensions system undemanding in its physical needs. The computer will operate properly at approximately the same temperature that people enjoy. While the hardware is operating, it must be in an area with a temperature range of 41 to 95 degrees Fahrenheit. While it is stored, this range is extended to -14 to 122 degrees.
Chapter 1. Hardware Training Electrical Considerations Because computer hardware is extremely sensitive to electrical and magnetic fields, a few special precautions should be taken. The hardware should be plugged into clean lines only. Do not plug the CPU into a outlet, which is already being used for other hardware (i.e., air conditioners, thermostatic devices, saws). Also avoid having objects with magnetic fields near the CPU and terminals (decorative magnets, cellular phones, etc.).
Chapter 1. Hardware Training Analog voice grade line using modems w 14.4kb, 19.2kb, or 28.8kb speed w Compatible modems are MultiTech MT1932ZDX, MT1432BA, MT2834BA F NOTE: Using voice grade lines only one device (terminal or printer) can be placed at a remote site for each pair of modems.
Chapter 1. Hardware Training Cabling Each device connected to the main computer system (CPU) such as terminals and port printers, require cables. See Dimensions Wiring Configuration available from Dimensions support for details. You will need to determine the correct cable length for each device to the nearest 20 feet. When measuring cable requirements, be sure to allow 4 feet at both ends for the cable to reach under counters (floor to counter top). 1.
Chapter 1. Hardware Training 8. You may staple cables to walls but do not staple through the cable shielding. The slightest damage will render the cable useless. 9. Try not to run too many cables through one small opening. If one needs replacement, it will be difficult to maneuver a new cable through a small opening. 10. If the cable run is over 200 feet, you may need a signal booster. If the cable needs to be run outdoors or underground, special cable may be needed.
Chapter 1. Hardware Training Computer Hardware Components Descriptions & Illustrations The following descriptions and illustrations will help you get a picture of what the computer system will look like and how much room is needed for each piece of equipment. It is a general guide for the dimensions of common computer hardware used in the Dimensions system. CPU (Central Processing Unit) This is an electronic device where all processing and calculating of the computer system takes place.
Chapter 1. Hardware Training Floppy Diskette Drive There is usually a floppy diskette drive built into the CPU that allows information to be copied to or from a floppy (or portable) diskette. Floppy disks actually used to be floppy but are now more protected with a hard plastic cover. Diskettes are used to send programs as needed. System Monitor This is the screen display/keyboard combination attached to the CPU normally used as port #1. It is located close to the CPU. Dimensions of monitor only 16.
Chapter 1. Hardware Training UPS (Uninterrupted Power Supply) This is the battery backup for the CPU. In case of power failure, the UPS will provide uninterrupted power to the computer for a specified length of time so valuable data will not be lost. It provides enough time to appropriately shut down the computer if needed. Dimensions of a typical UP 5.50" high 10.00" wide 16.
Chapter 1. Hardware Training Concentrator A concentrator is a complete subsystem with 16 RS-232 asynchronous serial ports for communication with the host CPU that allows terminals and printers to function. CPU Dimensions of 16-port concentrator 2.25"high 12.00"wide 7.00"deep Terminal (CRT) This peripheral device allows information to be sent to the user from the computer and to the computer from the user. It looks much like a typewriter with a screen. It is connected to the CPU through a port.
Chapter 1. Hardware Training Printer This peripheral device allows information such as reports, Point of Sale transactions, and checks to be printed on paper or special forms. There are 3 ways a printer could be hooked up to the computer: Parallel This is hooked up directly to the main computer and is known as the system printer. It is usually port #90 and any port on the system can print to it. It is connected with a heavy round cord.
Chapter 1. Hardware Training Cash Drawer In a retail setting, a cash drawer is included with each terminal that will accept cash customer payments. In some situations, multiple terminals can open (or “fire”) the same cash drawer. Both multi-fire and single-fire cash drawers must have their own electrical power outlet. Dimensions of Single or Multi-fire Cash Drawer 4.00" high 18.00" wide 16.
Chapter 1. Hardware Training Floppy Disk Drive Cleaning the diskette drive periodically is highly recommended. The “read heads” can become dirty either from use or from collecting dust floating in the air. This may cause the drive to be unable to read the information or data that is stored on a diskette. It is recommended that you clean the drive before loading a Dimensions release or copying any data to a diskette to make sure the drive is functioning properly.
Chapter 1. Hardware Training Manual Cleaning Use the following instructions to manually clean the tape drive. These are manufacturers’ recommended procedures. CAUTION: If you have an Exabyte, Gigatrend, or Dat drive, use only the recommended cleaning kits. No manual cleaning should be done. Supplies Needed: 1. Lint-free swabs (foam-tipped, not cotton). 2. 80% or higher isopropyl alcohol.
Chapter 1. Hardware Training Tape Cartridges Also, it is important to use the proper tape cartridges for your drive. If you are unsure as to which type of cartridge to use, call Dimensions. Using a different type of cartridge can damage the heads on the drive. Every new tape cartridge should be retensioned once prior to using it as a backup tape. After retensioning a new tape cartridge, the tape drive should be cleaned using the procedure outlined above.
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Chapter 2. System Training Chapter 2. System Training See the following parts for an introduction to the some of the utilities used in your system: Ø Booting Up the System - SuperDOS “Cold” boot “Warm” boot Ø Booting Up the System - Unix “Cold” boot “Warm” boot Ø Passwords- SuperDOS Password screen “Live” data vs. “Play” data Menus Ø Passwords- Unix Login screen “Live” data vs.
Chapter 2. System Training Booting Up the System – SuperDOS The term “booting up the system” simply means turning on the CPU. It is taken from the phrase “pulling yourself up by your own bootstraps”. It starts a process which automatically checks the computer’s memory, sets all standard defaults and comes to the password screen on the system monitor and peripheral terminals. There are 2 methods of booting up the system, a “cold” boot and a “warm” boot.
Chapter 2. System Training 4 If you entered reboot, the computer displays: REBOOT Rev 6.1.0 Cold System Reboot Warning!! This program cold-boots the machine. Please make sure all tasks are logged off and that this is what you want to do. Are you sure you want to reboot [Y/N]? [N] Enter Y and press Enter to begin the process or N and Enter to end the program. Allow the system to perform the diagnostics automatically.
Chapter 2. System Training Booting Up the System – Unix The term “booting up the system” simply means turning on the CPU. It is taken from the phrase “pulling yourself up by your own bootstraps”. It starts a process which automatically checks the computer’s memory, sets all standard defaults and comes to the login screen on the system monitor and peripheral terminals. There are 2 methods of booting up the system, a “cold” boot and a “warm” boot.
Chapter 2. System Training Passwords - SuperDOS Password Screen The purpose of passwords is two-fold: first they control security of data and second they control access to certain tasks. You are provided a set of standard passwords to be used when setting up the system. You must keep track of your passwords especially if you change the standard passwords. Dimensions cannot assume responsibility for changed passwords. This is the password screen. Welcome to Dimensions SuperDOS Password ......
Chapter 2. System Training “Live” Data vs. “Play” Data Certain passwords give you access to your live data and others give you access to the play data. The play account has data files to be used for practice before entering actual records in your live data or for seeing how certain programs work. The files for live and play data are stored in different areas on your computer disk. Be sure to know which password you are using. . REMEMBER: Live and play passwords are different.
Chapter 2. System Training Menus Generally, passwords are assigned to menus, which allow you to perform certain tasks. So when you enter a password from the password screen, the corresponding menu is displayed on your screen every time. For example, the system manager password displays this menu: +-----------------------------------------------------------------------------+ | DIM 10 DATA | === DIMENSIONS MAIN MENU === | 10.
Chapter 2. System Training A Final Note on Menus Dimensions reserves the right to change menus at any time. Therefore when you receive updates to programs or a completely new release of the software, you are most likely to see new menus. The menus must change to include new programs but often they change for other reasons. Do not get in the habit of memorizing what menu number a particular option is because it may change and selecting the wrong option on the menu could cause you problems. .
Chapter 2. System Training Passwords – Unix Login Screen The purpose of logins and passwords is two-fold: first they control security of data and second they control access to certain tasks. You are provided a set of standard logins/passwords to be used when setting up the system. You must keep track of them especially if you change the standard logins/ passwords. Dimensions cannot assume responsibility for changed logins/ passwords. This is the login screen.
Chapter 2. System Training “Live” Data vs. “Play” Data Certain logins give you access to your live data and others give you access to the play data. The play account has data files to be used for practice before entering actual records in your live data or for seeing how certain programs work. The files for live and play data are stored in different areas on your computer disk. Be sure to know which login you are using. . REMEMBER: Live and play passwords are different.
Chapter 2. System Training Menus Generally, logins are assigned to menus, which allow you to perform certain tasks. So when you enter a login from the login screen, the corresponding menu is displayed on your screen every time. For example, the system manager login displays this menu: +-----------------------------------------------------------------------------+ | DIM 10 DATA | === DIMENSIONS MAIN MENU === | 10.1| +-----------------------------------------------------------------------------+ | 1.
Chapter 2. System Training A Final Note on Menus Dimensions reserves the right to change menus at any time. Therefore when you receive updates to programs or a completely new release of the software, you are most likely to see new menus. The menus must change to include new programs but often they change for other reasons. Do not get in the habit of memorizing what menu number a particular option is because it may change and selecting the wrong option on the menu could cause you problems. .
Chapter 2. System Training Keyboard Since the keyboard is used to enter data into the computer, you should become familiar with its function and the special keys that allow you to move around in the system. The most important habit you can form is to read the instructions on the screen. Most programs will help you by giving you cues for what you should enter. These cues are usually shown at the bottom of the screen. This section presents the following keys: Enter, Esc, up arrow (π), E, and Tab.
Chapter 2. System Training 34 E This is the letter “E” found between the “W” and “R” on the keyboard. It stands for “end this function”. It must be entered as a capital letter. The program will always display when this option is valid (i.e., E=END). You must always press the Enter key after entering E to end. Tab Terminates input for a field but leaves all the remaining characters past the cursor intact.
Chapter 2. System Training System Prompt (>) - SuperDOS The system prompt for the SuperDOS operating system is >. Sometimes it is referred to as simply “the prompt”. This symbol appears on the far left side of the screen after you enter a valid password indicating you have logged on successfully or after ending from the Main Menu indicating you are ready to log off the password. It indicates that SuperDOS is ready for you to enter the next command.
Chapter 2. System Training System Prompts - Unix There are several system prompts used in a Unix system. Sometimes they are referred to as simply “the prompt”. $ Operating system level when not root user # Operating system level when root user * UBB environment One of these symbols appears on the far left side of the screen after you enter a valid password indicating you have logged in successfully or after ending from the Dimensions Main Menu indicating you are ready to log off the password.
Chapter 2. System Training User Groups - SuperDOS The computer stores information of all kinds on the hard disk--data files, practice files, month end files, programs, projects, operating system, and so forth. In order to retrieve information, it must be stored in an orderly manner. Under the SuperDOS operating system, the hard drive is assigned a number, usually “5”. You can think of the hard drive as a large filing cabinet full of information.
Chapter 2. System Training File Structure Data files contain a variety of information depending on the file: customers, vendors, invoices, payments, inventory items, journal entries, and so forth. A basic understanding of simple file structure is useful as you learn the Dimensions system. The following terms are used when dealing with files. File A file is a subdivision of the user group used to organize a specific kind of data. It is like a file folder in the file drawer.
Chapter 2. System Training Field A field is one item of information for a record. For example, the records in the Customer Master File include customer name, address, phone number, tax type, price level, and so forth. Each one is considered a field. Y 999 OMPAN . C in Rd XYZ unta t Mo 99999 s e W A 1400 wn, US 0 to Any 456-789 ) 3 ---(12 ------ --1 -----PE: Y T -TAX E LVL: 2 ---------PRIC ------------- ----------------- ------------- Certain fields are also identified as keys.
Chapter 2. System Training File Maintenance Guidelines Certain file maintenance programs in the Dimensions system use the following edit options to add, change, delete and view information in the particular file you have selected. When you enter a maintenance function with these options, the computer displays at the bottom of the screen: ENTER OPTION (A,V,E,?): These edit options are explained below. Edit Options (A,V,E,?) A This option allows you to ADD a new record containing data to the file.
Chapter 2. System Training N (NEXT) View the NEXT record. You must VIEW a record first before you can go to the next record P (PREVIOUS) View the PREVIOUS record. You must VIEW a record first before you can go to the previous record. Dim11 E This option allows you to END the program or procedure. You are returned to the previous menu to make another selection. ? Show HELP message (not available).
Chapter 2. System Training Printing Reports Throughout the system you can print numerous reports to help you compile the information you need. All of the report programs are designed to look and act the same, therefore making it easier for you to run them. 1 Whenever you select a report from a menu, the computer displays the input parameters for that report. For example, here is the Credit Limit Report from Accounts Receivable: DS02322 Rev10.0.
Chapter 2. System Training Store Number (for multi-stores) Enter the specific store number to include on the report and press Enter. Or enter 0 (zero) to print for all stores. Number of Copies Enter the number of copies (1-9) of this report you wish to print and press Enter. The default is one copy. Report Date The current system date is displayed. If you wish to accept it, press Tab. Or enter the date you wish to appear on the heading of the report in the standard date format (mmddyy) and press Enter.
Chapter 2. System Training The computer displays up to 5 printers at a time. The cursor is positioned at Jump To. You have the following options: Press Enter # or $ Enter another printer number and press Enter Press Esc Selects the highlighted printer and prints the report to that port. Press the up or down arrow to scroll through the displayed list. This jumps to another area of the list. End this search routine.
Chapter 2. System Training Batches The batch process is used in most data entry tasks (A/R cash receipts, A/P invoice entry, payroll processing, inventory physical count, inventory adjustments, etc.). Batch processing allows you to enter a group of entries into a batch, check the entries for accuracy, edit the batch if necessary, and then update the batch to the appropriate file(s). Depending on the type of data you are entering, this would be done on a regular basis.
Chapter 2. System Training 5 Make the entries in the batch according to normal procedures for the specified task (refer to the corresponding user manual). Each entry is assigned a sequence number automatically as it is entered. The sequence numbers, then, are in chronological order. 6 Print an edit list and check it carefully. The report includes the sequence number for each entry. 7 If needed, edit the batch to correct any errors. Use normal procedures. 8 Print the edit list again. Check carefully.
Chapter 2. System Training On-Line Help System An on-line help system has been added to some of the maintenance programs for inventory items, customers, vendors, and General Ledger as well as the Variable File. On-line help allows you to gain information about any data field on the maintenance screen by pressing F1 (function key 1) when the cursor is positioned on the field.
Chapter 2. System Training Using On-Line Help Programs 1 In any of the programs listed above, position the cursor on any data field and press F1 (function key 1). 2 The screen is re-displayed showing a box with additional information about the selected field. For example: DS03011A 10.0.1 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. Special Inventory Add DIM 10 DATA Date mm/dd/yy Port 36 +---------------------CATALOG NUMBER--------------------------+ **** IM1.D *| | Item No | 1.
Chapter 2. System Training To end this Help Options Menu, press Esc to return to the selected field. Or enter the number of the desired option or use the arrow keys to display it. Then press Enter to select it. You have the following options: 1. Edit Custom Help An empty box will be displayed with the cursor positioned in the upper left corner. Type the information you would like to have displayed when someone chooses help for this field.
Chapter 2. System Training Guidelines for Backup What Is a Backup? A backup is a copy of your data, programs, menus, and operating system stored on a magnetic tape. It could be used to restore this information on the computer if it had been damaged or lost. Why Do I Back Up? There are many reasons to have a backup of your data. All of your computer hardware (CPU, disk, monitor, printers, terminals, and so forth) can be replaced if damaged. The only thing Dimensions cannot replace is your data.
Chapter 2. System Training How Do I Care for the Tapes? Keep tapes clean and dry and in a comfortable temperature range (40-80 degrees Fahrenheit). Do not store near electrical wiring or magnetic fields. Do not leave in a car or in direct sunlight. Even a fire-proof safe is not reliable--the tape may not catch fire but the heat of the a fire could melt it or distort the data. Store the latest tape out of the building, preferably in a safety deposit box or other safe place.
Chapter 2. System Training Conventions Used in the User Manuals Manual Organization Ø The standard set of Dim3D (Rev. 10.0) user manuals includes the following titles. They are organized by module.
Chapter 2. System Training Ø Bold characters within text indicate what you enter. For example: Select 3 and press Enter. This means press the number 3 and then press the Enter key. Ø Words displayed on the screen look like this in the manual text: At Enter Option, enter 3 for Change Store No and press Enter. Ø Italics indicate titles of books and names of procedures. For example, Inventory User Manual and Cash Receipts by Batch. Ø Notes of special interest are presented in a box.
Chapter 3. “Go Live” Tracks Chapter 3. “Go Live” Tracks To “go live” means to use the computer for regular data processing using your real data. You should try to “go live” as fast as possible, taking into consideration your needs and resources. If you are having an inventory conversion done or if you are getting the commodity list for your inventory file, much of the set up for inventory is already done for you. You can “go live” on inventory much faster than starting from scratch.
Chapter 3. “Go Live” Tracks 1. A/R Invoice Posting A/R invoice posting allows you to enter invoices and returns for customer accounts after-the-fact. No printed ticket is produced by the computer. You can choose either normal invoice posting or invoice posting with inventory group distribution. The transactions will be updated to the customers’ accounts, the Totals File, and the Sales Master File as each one is entered.
Chapter 3. “Go Live” Tracks The day before going live, do the following: G 5. Do the A/R cutover process from a current aging. This process allows you to enter the aging balances and outstanding invoices for each customer. You will also enter the beginning total A/R in the Totals File for today, MTD, and YTD. G 6. Check the due dates and discount dates for terms in the Variable File for Accounts Receivable. Check the calendar month in the Variable File for General Ledger, Basic Store Information. G 7.
Chapter 3. “Go Live” Tracks 2. Point of Sale (computer-generated invoices) Point of Sale allows you to enter invoices, returns, quotes, and orders through the Transaction Entry system using individual inventory items. A printed ticket will be generated for each transaction with either a computer-generated number or a transaction number you provide. This is different from invoice posting because it keeps quotes and orders by customer, which can be recalled and changed into sales.
Chapter 3. “Go Live” Tracks l l l 8. Save Delivered By 9. Save Checked By 10. Save Loaded By Should be Y if you wish to track them from POS. You can save any combination of this information or none at all. F. Inventory, Basic Inventory Information, Store Information l 3. Post Inventory Adjustment to G/L Should be N. G. Accounts Receivable, Terms Information l 21.
Chapter 3. “Go Live” Tracks 3. Inventory Control with Physical Count & Purchasing/Receiving Point of Sale with a counted inventory is the final step of going live with complete inventory control. It will provide you with all of the features discussed previously as well as control inventory quantities by watching minimum/maximum stock levels, turnovers, and the like. You will also be able to use the suggested order system to aid in purchasing inventory. What needs to be done before going live? G 1.
Chapter 3. “Go Live” Tracks 4. Accounts Payable The Accounts Payable system allows you to enter vendor invoices by batch, pay invoices by printing computer checks or entering handchecks, and post this activity to the General Ledger. Invoices can be entered manually (such as utility bills, loan payments, and rent) as well as be generated from inventory receipts originating from the Purchasing/Receiving system. What needs to be done before going live? G 1.
Chapter 3. “Go Live” Tracks 5. General Ledger General Ledger is the final step to completing your accounting cycle and producing financial statements. It is recommended that you wait until you are comfortable to bring up you General Ledger so you can concentrate on refining the other parts of the system. The very best time to go live with General Ledger, of course, is at the beginning of a new accounting year.
Chapter 3. “Go Live” Tracks G 4. Check any GPOST edit lists for incorrect account numbers (account number 0 is the most common). Determine which account(s) should be added or modified or if the Variable File needs to be modified. G 5. Decide the go live date for General Ledger operation (year end, quarter end, or month end). The day before going live, do the following: G 6. Enter the beginning balances in GM1.D. You can also enter the net change for each accounting period if you want.
Chapter 3. “Go Live” Tracks F. Purchasing & Receiving, G/L Integration, Group Information. Identify and enter the G/L account numbers for every group for: l Inventory purchases G. Sales, Addon Information, Sales Addons. Identify and enter the G/L account numbers for every addon. H. Sales, Sales Tax, Sales Tax Options. Identify and enter the G/L numbers for every sales tax record (no G/L record needed for non-tax). G 5. In Accounts Payable, check each vendor’s G/L debit account in AM1.
Chapter 4. Accounts Receivable Chapter 4. Accounts Receivable A/R Overview This overview is divided into 2 sections to give you some background information before you organize your customer information: Objectives for A/R Helps you understand the objective of the Accounts Receivable module and the tasks necessary for accomplishing those objectives.
Chapter 4. Accounts Receivable Ø DATA LOAD 1 Enter all customers - number, name, address, phone number, contact person using Add New Customer. 2 Enter 8 set up values for all customers using either Change Customers with Range or Change Selected Fields. 3 Print customer list and check work. 4 If needed, delete customers with inaccurate information and re-enter them.
Chapter 4. Accounts Receivable The big payoff for following this procedure will be: 100% accurate customer balances on a daily basis and timely credit controls. Customer Files Accounts Receivable information is stored and processed using several customer files. These files will be built already for you when your system arrives, ready for you to begin entering customer data (unless you are doing a file conversion).
Chapter 4. Accounts Receivable REGULAR PROCESSING CM2.D Customer Misc. File - ship to address - email address - cell phone # - SS# - messages (3 lines) - etc. CM3.D Customer Transaction File - open invoices & returns - unapplied payments - paid invoices CM4.D Cash Receipts Transactions File - customer payments - adjustments CM4H.D Cash Receipts Transaction History Similar to CM4.D but keeps a history of customer payments. Updated at month CM15.D Cash Receipts by Batch File CM5.
Chapter 4. Accounts Receivable Getting A/R Started The following pages will help you begin gathering customer information for Accounts Receivable. You will be collecting general information such as customer names, addresses, phone numbers, credit limits, etc. This is an excellent time to clear out old accounts and update your A/R files. You will not be handling customer balances and current activity at this time. You will decide later when you wish to enter the aging and "go live.
Chapter 4. Accounts Receivable Customer Inquiry Sample Customers Shows you how to perform an inquiry on an A/R customer, displaying it on the screen. Also explains how to search for and select a customer. Presents 4 different customers and how they are set up using the Add New Customers screen. Basic Customer Data This section will help you actually begin gathering information for Accounts Receivable. You won't be entering anything in the computer, just gathering data to get ready.
Chapter 4.
Chapter 4. Accounts Receivable FIELD WHAT CUST NO Customer Number HOW LONG 6 digits plus 3 following a decimal FOR EXAMPLE 123456.001 MORE... 1. Customer numbers 1-99 are for cash accounts only. Accounts 100 and higher are charge accounts. 2. The format of the customer number allows any customer to have multiple jobs. The three digits after the decimal identify the job number. The main account would end in all zeroes (.000) and the job accounts would follow (.001, .002, etc.).
Chapter 4. Accounts Receivable STEP 1 WHAT IS MY SOURCE OF CUSTOMER INFORMATION? Get an alphabetized list of your charge customer accounts. This can come from: Ø Filling out and alphabetizing A/R Load Forms. Make copies of the Load Form found on page 94. Each field is described on the chart found following the Load Form. Ø Manual ledger cards. Ø Computer printout from your previous computer system.
Chapter 4. Accounts Receivable STEP 3 HOW MANY CUSTOMERS DO I HAVE? Ø Determine the total number of charge customers you have. Write the total here: __________________ STEP 4 HOW DO I WANT TO NUMBER MY CUSTOMER ACCOUNTS? Ø From the following chart, determine how to start numbering your charge customers. Normally you will want to number the accounts so that numeric order is the same as alphabetic order.
Chapter 4. Accounts Receivable Getting into A/R Now you are ready to start entering this information on the computer. Before beginning, you should be familiar with the following concepts: ♦ Passwords ♦ Menus ♦ Keyboard & Keys If you are not familiar with these or wish to review them, see Chapter 2, System Training. 1 For SuperDOS systems, start at the PASSWORD screen: WELCOME TO DIMENSIONS SuperDOS Password ...... Or for Unix systems, start at the login screen: Enterprise Computer Systems Inc.
Chapter 4. Accounts Receivable 2 The computer displays the DIMENSIONS MAIN MENU: +-----------------------------------------------------------------------------+ | DIM11 DATA | === DIMENSIONS MAIN MENU === | 11.0 | +-----------------------------------------------------------------------------+ | 1. Sales | | | | 2. Inventory | | | | 3. Accounts Receivable | | | | 4. Purchasing & Receiving | | | | 5. Accounts Payable | | | | 6. General Ledger | | | | 7. Day End/Month End/Year End | | | | 8.
Chapter 4. Accounts Receivable Adding Customers 1 From the Accounts Receivable Menu shown above, enter 2 for File Maintenance. Remember to press Enter after entering your menu selection. 2 The computer displays the A/R FILE MAINTENANCE MENU: +-----------------------------------------------------------------------------+ | DIM11 DATA | === A/R FILE MAINTENANCE === | 11.0 | +-----------------------------------------------------------------------------+ | 1. Add New Customers | | | | 2.
Chapter 4. Accounts Receivable F NOTE: If you make a mistake during your entry on this screen, you can press Esc to back up one field. Re-type the information correctly. To skip entering a field, press Tab. This will leave the information contained in the field unchanged. 6 Then enter . (period) and press Enter. This skips the remaining fields on the screen and asks at the bottom of the screen: DS02011C Rev10.0.18 Add New Customer 1.Cust No 65400.000 3.Addr 1 456 Main Street 5.Addr 3 Anytown, USA 7.
Chapter 4. Accounts Receivable 8 The computer displays the next screen: DS02011C Rev10.0.18 Add New Customer DIM11 DATA Date mm/dd/yy Port 41 Store 01 ------------------------- Credit Information ----------------------------1. Credit Contact ___________________ 2. Fax Number =Quit =Next Field (.)=End =Help The cursor is positioned at 1. Credit Contact. Enter the credit contact name or press Enter to leave blank. 9 Then enter the fax number or press Enter to leave blank.
Chapter 4. Accounts Receivable Changing Customer Information If you need to change customer information entered up to this point, use the following procedure: 1 Return to the A/R File Maintenance Menu. 2 Select 2 for Change Customers. 3 Select 1 for Customer Master File CM1.D. 4 Select the customer you wish to change using the standard customer selection routine (see Customer Inquiry on page 129 for instructions on selecting customers). Or press Esc to end this process. 5 The computer displays the CM1.
Chapter 4. Accounts Receivable CAUTION: Do not press Enter to move to the next field. This will erase the existing value in the current field. 13 Continue changing fields as needed for this customer. When done, you can press Tab through the remaining fields or enter . (period) and Enter to bypass the remaining fields and go to Step 14. 14 The computer asks: OK to Save Changes (Y/N) Enter Y to save the changes you made or N to not save them. 15 Return to Step 5 to select another option.
Chapter 4. Accounts Receivable Printing Customers After entering the basic customer data, you should print a report showing your entries to check for accuracy. This is done through the A/R Reports Menu. 1 Return to the ACCOUNTS RECEIVABLE MENU: +-----------------------------------------------------------------------------+ | DIM11 DATA | === ACCOUNTS RECEIVABLE === | 11.0 | +-----------------------------------------------------------------------------+ | 1. File Inquiry | | | | 2.
Chapter 4. Accounts Receivable 3 If you selected 1, the computer displays the Customer List--Name & Address report screen: DS02301 Rev10.0.1 Customer List - Name & Addr DIM11 DATA STORE #1 Date mm/dd/yy Port 38 Store 01 1. Input Parameters Order: 1)Number, 2)Name or 3)Zip Beginning Customer Number Ending Customer Number Store Number (0 = All) Print Job Accounts (Y/N) Print Job Address (Y/N) Number of Copies Report Date Second Line of Data (Ph, Sman, etc.) 1 .000 999999.
Chapter 4. Accounts Receivable 6 Then you can determine if you want to print the report in single, double, or triple spacing: Report Spacing (1, 2, 3): If you think you might need to make notes on the report as you check the information, print it double- or triple-spaced. Enter 2 and press Enter. Otherwise, you can print it single-spaced. 7 Wait while the report is printed. When it is finished, you are returned to Step 3 so you can end the report printing process. Enter E (for END) and press Enter.
Chapter 4. Accounts Receivable Deleting Customers If you wish to delete the customer and start over, use the following procedure. F IMPORTANT: This method is not to be used once you start invoicing the customer accounts. It is to be used only in the start up phase of implementation. 1 Return to the ACCOUNTS RECEIVABLE MENU. Enter 2 for File Maintenance. 2 Select 3 for Delete Customer from CM1 & CM2. 3 The computer displays: DS02402 Delete customer numbers Rev10.0.
Chapter 4. Accounts Receivable Values Worksheet The Customer Master File (CM1.D) holds many fields associated with customer activity, which will eventually need to be set up to run certain parts of the Dimensions system. Even though there is a lot of information contained in this file, only certain fields need to be set up initially until you are ready to bring the inventory on line or wish to use more sophisticated features of the Accounts Receivable system.
Chapter 4. Accounts Receivable List my assigned sales reps here. Sales Rep # 01 Name (up to 28 characters) F.
Chapter 4. Accounts Receivable Common classes are: Other kinds of classes are: Retail Level I Contractors (small) Level II Contractors (medium) Level III Contractors (large) Government Wholesale only Painters Drywallers Framers Home builders Each class will be assigned a class number (1-99). List my customer classes here.
Chapter 4. Accounts Receivable List my price levels here.
Chapter 4. Accounts Receivable DSVM0201 Rev10.0.1 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.
Chapter 4. Accounts Receivable Finance Charge Code How many days past due will finance charges be calculated? This is the number of days past the due date. Each range of days is assigned a code: 0 = no F/C 1 = 1-30 2 = 31-60 3 = 61-90 4 = 91 & over Finance charge calculations are done during month end processing.
Chapter 4. Accounts Receivable What is the percentage of discount allowed for prompt payment? The computer uses this percentage to calculate the discount amount on invoices generated at POS. It can be printed on the invoice along with the discount date, if desired. If the terms are net, enter zero. Discount % Use the following worksheet to define my terms. If you need more room, use another sheet of paper. A few examples of common terms are listed for you.
Chapter 4. Accounts Receivable List my tax codes here. Tax Code # Class Tax Description Tax % 1 Retail 6.25% State Sales Tax 2 Level I contractors Resale (requires exemption certificate) 6.
Chapter 4. Accounts Receivable T = Total jobs + on order + account balance. Can be used on the main account of a customer with jobs. J = Total jobs (no on order) + account balance. O = On order (no total jobs) + account balance. Others = Account balance only (no jobs and no on order). A/R Values Load Form Now that you have determined the key values used for customer information, you can begin filling out the A/R Values Load Form. Use the form found on the next page and make several copies.
Chapter 4.
Chapter 4. Accounts Receivable Entering Values for Customers Now you are ready to enter the values from the worksheet for customers on the computer. There are 2 tools to help you do this-- Change Selected Fields CM1.D and Change Fields W/Range CM1. Change Selected Fields CM1.D This method allows you to select the fields you want to change in the Customer Master File (CM1.
Chapter 4. Accounts Receivable 5 Then the computer displays: DS02502 Rev10.0.1 [ [ [ [ [ [ [ [ [ [ [ ] ] ] ] ] ] ] ] ] ] ] 3. 6. 9. 12. 15. 18. 21. 24. 27. 30. 66. Change Select CM1.D Flds Address 1 [ Zip Code [ Tax Exempt Number [ Tax Type [ Signature Required[ Save Lien Info [ Price Level [ Terms [ Extra Code [ Open Date [ Installment Pymnt [ ] ] ] ] ] ] ] ] ] ] ] 4. 7. 10. 13. 16. 19. 22. 25. 28. 59. 67.
Chapter 4. Accounts Receivable CHANGE FIELDS W/RANGE CM1.D BEFORE YOU BEGIN: You must use a password with a user level high enough to access this program. See the system manager. 1 From the Accounts Receivable Menu, select 7 for A/R Special Maintenance. 2 Select 2 for Change Fields W/Range CM1. 3 The computer displays: DS02501 Rev9.0.2 1. Change by Field (CM1.D) DIM11 DATA Date mm/dd/yy Port 39 Store 01 Input Parameters: Beginning Cust No .000 Ending Cust No 999999.
Chapter 4. Accounts Receivable 10 20 21 22 24 26 28 59 A/R Group (1-4) Assigned Sales Rep Number Price Level (1-99) Class (1-99) Terms (1-99) Tax Code (1-999) Credit Limit Credit Limit Type The corresponding field description is displayed. Make sure you entered the correct field number. If not, press Esc and enter it correctly. 7 At New Value, enter the new information you wish to place in that field for all customers within the range.
Chapter 4. Accounts Receivable Entering Variable File Information Before “going live” and doing the A/R cutover process, check the following Variable File information to make sure it is correct. There is A/R information from the following Variable File options: Ø Ø Ø Ø Ø Terms Information Statement Information Descriptions G/L Integration Miscellaneous Codes Getting into the Variable File 1 From the ACCOUNTS RECEIVABLE MENU, select 6 for A/R Variable File.
Chapter 4. Accounts Receivable 4 The computer displays the terms information screen: DSVM0201 Rev10.0.1 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.
Chapter 4. Accounts Receivable 7 After changing the entries, the computer asks: Save Changes ? Enter Y if all entries are correct. Or enter N to not make the changes. You can also change this entry for all stores. 8 If needed, check the entries for other stores. Repeat Steps 5-6, entering the appropriate store number. After verifying these fields, press Esc twice to return to the A/R Variable File Maintenance Menu.
Chapter 4. Accounts Receivable 15 Select 2 for A/R Statement Options. 16 The computer displays the A/R Statement Options screen with entries for the current store: DSVM0202 Rev11.0.3 A/R Statement Options DIM11 DATA Date mm/dd/yy Port 38 Store 01 1. Print Discount Amount and Message on Statements Discount Message: DISCOUNT MAY BE DEDUCTED IF PAID WITHIN_ Y 2. Print Due Dates on Statements (Y/N) Y 3.
Chapter 4. Accounts Receivable 17 After making the entries, the computer asks: Save Changes ? Enter Y if all entries are correct. Or enter N to not make the changes. You can also save the changes to all stores. 18 If needed, check the entries for other stores. Return to the A/R Statement Information Menu. Repeat Steps 15-17, entering the appropriate store number. 19 After verifying these fields, return to the A/R Variable File Maintenance Menu.
Chapter 4. Accounts Receivable 24 If you entered an existing class number, the computer displays the description and asks: (C)hange (D)elete (N)ext (P)revious (E)nd You have the following options: (C)hange Allows you to change the displayed customer class. (D)elete Allows you to delete the displayed customer class. (N)ext Displays the next customer class number. (P)revious Displays the previous customer class number. (E)nd Ends this option and returns to the previous menu.
Chapter 4. Accounts Receivable When a customer is placed on credit hold, credit is denied at POS until either released by a credit manager or system manager or paid by cash. Credit hold management is done through A/R File Inquiry. You can have up to 99 different reasons for credit hold. Each is assigned a number from 1-99 and given a description. F NOTE: Credit hold 99 is used for closed jobs. A customer with credit hold 99 will not be displayed in the customer job search.
Chapter 4. Accounts Receivable 39 The computer displays the Rep Number Descriptions screen. DS04500 Rev11.0.5 1. 2. 3. 4. 5.
Chapter 4. Accounts Receivable 42 The program continues by asking for the Rep Name: DS04500 Rev11.0.5 1. 2. 3. 4. 5. Maintain Rep Numbers DIM11 DATA Store Number Rep Type Rep Number (1-9999) Rep Name Alternate Rep Number for Directs =Go Back One Field Date mm/dd/yy Port 38 Store 01 1 1 Assigned Salesperson 43 =Go Forward One Field =Help Enter the rep name exactly how you wish it to appear on the screen at POS and on Sales Analysis reports. For example: Smith/Tom or Tom Smith or T.
Chapter 4. Accounts Receivable =Change Store Allows you to change the displayed store number. Allows you to change the entries on the screen. Go to Step 50. (C)hange Allows you to delete the displayed entries. (D)elete Ends this screen and returns to the A/R Variable File Maintenance Menu. (E)nd 50 After selecting C for Change, the cursor moves to the top of the screen: DSVM0206 Rev9.0.2 A/R G/L Integration DIM11 DATA Date mm/dd/yy Port 39 Store 01 1. Store Number 1 2.
Chapter 4. Accounts Receivable 52 4. A/R Discounts: A/R Discount controls how the G/L income statement is posted when a customer discount is taken. For this example, the standard chart of accounts is used. This account is found in Other Expenses. Change if needed. 53 5. A/R Finance Charges: This entry controls how the G/L income statement is posted when a customer is charged a finance charge (credit). For this example, the standard chart of accounts is used. This account is found in Other Income.
Chapter 4. Accounts Receivable 61 After making an entry, press Tab through the remaining fields. 62 If a change was made, the computer asks: Save Changes ? Enter Y if the entry is correct. Or enter N to not make the changes. You can also change this entry for all stores. 63 Press Esc to return to the previous menu. 64 You are done entering the Variable File information for Accounts Receivable. Press Esc until you return to the DIMENSIONS MAIN MENU.
Chapter 4. Accounts Receivable Doing A/R Cutover Now you are ready to perform the A/R cutover procedure. Before continuing, make sure you have done the following: 1. Enter all customers including a cash customer (account 1.000). See Basic Customer Data, Numbering Accounts, Getting into A/R, and Adding Customers. 2. Enter the 8 set up values you need to have to run the basic features of the A/R system (A/R groups, assigned sales rep numbers, classes, price levels, terms, tax codes, and credit limits/types).
Chapter 4. Accounts Receivable 7. Decide "go live" date. You will probably want to do this at the end of a month, quarter, or year. "Go live" means to use the Dimensions computer system for all regular data processing using your real data. The day before "going live", do the following: A/R Cutover Process Allows you to enter the aging balances for each customer. Steps 1-39 describe the cutover for balance forward accounts. Steps 40-70 describe the cutover for open item accounts.
Chapter 4. Accounts Receivable 5 The computer displays the BALANCE FORWARD CUSTOMERS MENU: +-----------------------------------------------------------------------------+ | DIM11 DATA | === BALANCE FORWARD CUSTOMERS === | 11.0 | +-----------------------------------------------------------------------------+ | 1. Enter Aging Balances | | | | 2. Copy CUSTOMER Files to ug 31 | | | | 3. Print Aging-No Recalculation | | | | 4. Create BF Records in CM3 File | | | | 5.
Chapter 4. Accounts Receivable Á QUICK TIP: Or you can skip this field and enter the balances in Step 9 to determine what this total balance should be. The computer will indicate in Step 10 that this account is out of balance and show the amount. You are returned to BALANCE DUE where you can enter the correct balance due amount.
Chapter 4. Accounts Receivable 15 If you answered Y above, the computer displays: This program will copy your customer files to the user group you select. Please prepare your system printer for the copy report. You are required to review this report for any errors in the copy process. If any errors are encountered DO NOT PROCEED until corrected. NOTE: Any files with the suffix '.sv' will be globally excluded, this is normal and is done to save disk space.
Chapter 4. Accounts Receivable Steps 23-31: CREATE BF RECORDS IN CM3 FILE 23 Select 4 for Create BF Records in CM3 File. 24 The computer displays: DS09001 Rev8.1.3 A/R Conversion DIM11 DATA Date mm/dd/yy Port 42 Store 01 1. Change Store No 2. Create Open Item Transactions From Aging (CM3) Enter Option - (E) to End: If you need to change the displayed store number, select 1 for Change Store No. (Transactions are created by store number.
Chapter 4. Accounts Receivable DS09001 Rev8.1.3 A/R Conversion DIM11 DATA Date mm/dd/yy Port 42 Store 01 Enter Current Calendar Year (Ex.
Chapter 4. Accounts Receivable 33 The computer displays: DS02390 Rev11.0.1 Aging Analysis DIM11 DATA Date mm/dd/yy Port 38 Store 01 1. Input Parameters Report Date mmddyy Customer Print Order 1 Beginning Customer (Aging & Stmts) .000 Ending Customer (Aging & Stmts) 999999.
Chapter 4. Accounts Receivable 36 The computer displays: Now Clearing Aging for Customer: 10000.000 Now Generating Aging for Customer 10000.000 And Calculating Volume Discount From Transaction ####### Each customer number is displayed as it is aged. This process may take a few seconds depending on how many customers you have. The aging process takes the transactions found in the Customer Transaction File (CM3.D) and recalculates the buckets according to the aging date entered in Step 34.
Chapter 4. Accounts Receivable 41 The computer displays the Open Item Customers Menu: +-----------------------------------------------------------------------------+ | DIM11 DATA | === OPEN ITEM CUSTOMERS === | 11.0 | +-----------------------------------------------------------------------------+ | 1. Enter Open Item Customer Bal. | | | | 2. Enter Open Item Transactions | | | | 3. Copy CUSTOMER Files to ug 31 | | | | 4.
Chapter 4. Accounts Receivable Steps 47-57 : ENTER OPEN ITEM TRANSACTIONS 47 Select 2 for Enter Open Item Transactions. 48 The computer displays: DS02906 Rev8.1.1 Enter Transactions DIM11 DATA Date mm/dd/yy Port 42 Store 01 1. Change Store No 2. Input Open Item Transactions (CM3.D) Enter Option - (E) to End If you need to change the displayed store number, select 1 for Change Store No. (Transactions are stored by store number.) Then select 2 for Input Open Item Transactions (CM3.D).
Chapter 4. Accounts Receivable 52 Transaction Date Enter the corresponding transaction date in the standard date format (mmddyy). You must enter a transaction before proceeding. 53 Due Date Enter the appropriate due date for this transaction according to your terms. You must enter a due date before proceeding. 54 Transaction Amount Enter the total amount of this transaction, including sales tax if applicable. If this transaction is a return, you must enter a negative amount (i.e., -25.00).
Chapter 4. Accounts Receivable Steps 62-69: PRINT AGING - WITH RECALCULATION 62 Select 4 for Print Aging - With Recalculation. 63 The computer displays: DS02390 Rev11.0.1 Aging Analysis DIM11 DATA Date mm/dd/yy Port 38 Store 01 1. Input Parameters Report Date mmddyy Customer Print Order 1 Beginning Customer (Aging & Stmts) .000 Ending Customer (Aging & Stmts) 999999.
Chapter 4. Accounts Receivable 66 The computer displays: Now Clearing Aging for Customer: 10000.000 And Calculating Volume Discount Now Generating Aging for Customer 10000.000 From Transaction ####### Each customer number is displayed as it is aged. This process may take a few seconds depending on how many customers you have. The aging process takes the transactions found in the Customer Transaction File (CM3.D) and recalculates the buckets according to the aging date entered in Step 64.
Chapter 4. Accounts Receivable H. The computer displays: DS003120 Rev10.0.1 Maintain T2.D Information Enter Store Enter Year (Ex:1994) DIM11 DATA Date mm/dd/yy Port 42 1 2001 Maintenance Will be on File T20101.D View Mode : No changes will be allowed. T2 or REP.D records will not be locked so that all normal updating will continue. Change Mode: The T2 or REP.D record selected to be changed will be locked as soon as it is entered.
Chapter 4. Accounts Receivable K. The cursor moves to Daily. Enter the total beginning A/R balance (balance forward and open item customers). L. The cursor moves to Month to Date. Enter the same total as in Daily. M. The cursor moves to Year To Date. Enter the same total as in Daily and Month to Date. N You are returned to Enter Line To Change. Press Esc to end this screen. O. If you are using the General Ledger, you must also enter the beginning A/R balance in the General Ledger Master File (GM1.
Chapter 4. Accounts Receivable J. Check field 2, Current Calendar Month. Make sure it is the current calendar month or the month in which A/R transactions will begin being entered (1=Jan, 2=Feb, 3=Mar, etc.). Change if necessary. This determines the accounting month for G/L postings from A/R. K. Check for each store. L. Return to the DIMENSIONS MAIN MENU. 73 Print a Daily Report: A. From the DIMENSIONS MAIN MENU, select 7 for Day End/Month End/ Year End. B. Select 1 for Day End. C.
Chapter 4. Accounts Receivable F. Print the Daily Report again but this time change the Period to Print to include year-to-date figures. Check that all YTD sales figures are also zero and the YTD A/R Summary shows the beginning A/R balance only. F NOTE: F NOTE: If there are sales figures, they will need to be cleared out. Contact your installer or a support analyst to clear T2ssyy.D totals and enter the beginning A/R balances again. This report must be correct before beginning A/R processing.
Chapter 4. Accounts Receivable Customer Inquiry Use this procedure to examine the status of any A/R customer account. You can view information such as how the customer is set up, the last payment and last charge dates, available credit, year-to-date balances, a monthly account activity summary, as well as payment and invoice detail. You can also change credit information if your password level is high enough. 1 Starting at the ACCOUNTS RECEIVABLE MENU, select 1 for File Inquiry and press Enter.
Chapter 4. Accounts Receivable 3 Once you have displayed some customers in the search mode, the screen displays: DS02201 Customer Inquiry Rev10.0.7 Enter Customer (Number or Name): DIM11 DATA =Select =Scroll L# =Select L# 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 1010.000 1031.000 1040.000 1050.000 1060.000 1070.000 1080.000 1090.000 1400.000 2000.000 2010.000 2020.000 2030.000 2040.000 2050.000 (.)=Page Down * F P S, INC.
Chapter 4. Accounts Receivable =Exit L# =Select Enter another name or number to go to another area of the customer list Press Esc to end this routine and return to the previous menu. Enter the line number from the left column to select a specific customer. To quickly go to another area of the customer list, enter the letter(s) or number(s) and press Enter as in Step 2. REMEMBER: Once you find the needed customer in the search mode, you still need to select it.
Chapter 4. Accounts Receivable Steps 5-6 : CUSTOMER INQUIRY 5 After you select a customer above, the computer displays the inquiry screen for that customer. For example: Number 8000.000 HOUSES R' US 501 S.W. MCLEOD ST. 801-444-9876 BRYCE MILLER P.O.
Chapter 4. Accounts Receivable (D)=Detail Shows payment and invoice detail for this customer. (M)=Misc Option displays only if there is a CM2 record for this customer. Shows CM2.D information: Number 1010.000 F P S, INC. DBA BURGER KING Ship To 1 Ship To 2 Ship To 3 Builder's Club Acct Email Address Cell Phone Number Message 1 Message 2 Message 3 Delivery Zone Route Difficulty Map Code CALL HOME NOW!!! 288 to Continue =Back to Select Ends this screen and goes back to Enter Customer.
Chapter 4. Accounts Receivable Sample Customers Class Codes 1 Retail 2 Large Contractor Price Levels 1 Retail 3 Retail less 20% Terms Codes 1 Net 10th, 1.5% F/C 2 2%, 10th Net 30th, 1.5% F/C 90 C.O.D. Example 1. Large contractor with jobs (main account) Terms: 2% 10th Net 30th, 1.5% F/C Price Level: 3 Customer Class: 2 Tax Code: 1 Salesman: 5 Example 2. Large contractor job #100 Example 3. Retail charge customer Terms: Net 10th, 1.
Chapter 4. Accounts Receivable CUSTOMER LOAD FORM Example 1. Large contractor with jobs (main account) 1.CUST NO _4140.000_____________ 2.NAME __MOUNTAIN TOP CONTRACTORS____ 3.ADDR 1 __P.O. BOX 9876________ 4.ADDR 2 ____100 S. MOUNTAIN DRIVE____ 5.ADDR 3 ___NEWTOWN, CO_________ 6.ZIP 7.PHONE __(222)333-4567_________ 8.CONTACT ___GEORGE HILL______________ 9.TAX NO ____X54321___ 12.TAX TYPE ___R____ ____80101______________________ 10.A/R GROUP(1-4) _1___ 11. A/R TYPE 13.EACH PRICE 14.
Chapter 4. Accounts Receivable CUSTOMER LOAD FORM Example 2. Large contractor job #100 1.CUST NO _____4140.100_________ 2.NAME _______________________________ 3.ADDR 1 _______________________ 4.ADDR 2 _____________________________ 5.ADDR 3 _______________________ 6.ZIP 7.PHONE ________________________ 8.CONTACT ____________________________ 9.TAX NO _____________ 12.TAX TYPE ________ _______________________________ 10.A/R GROUP(1-4) _____ 11. A/R TYPE 13.EACH PRICE 14.
Chapter 4. Accounts Receivable CUSTOMER LOAD FORM Example 3. Retail charge customer 1.CUST NO _____1090.000__________ 2.NAME __ADAMS/FRANK_________________ 3.ADDR 1 _______________________ 4.ADDR 2 ___2222 RIVERSIDE____________ 5.ADDR 3 ___NEWTOWN, CO________ 6.ZIP 7.PHONE ___(222)444-6789_______ 8.CONTACT __FRANK ADAMS________________ 9.TAX NO _____________ 12.TAX TYPE ___R____ __80101_________________________ 10.A/R GROUP(1-4) __1__ 11. A/R TYPE 13.EACH PRICE 14.
Chapter 4. Accounts Receivable CUSTOMER LOAD FORM Example 4. Retail cash customer 1.CUST NO ____1.000______________ 2.NAME ____CASH SALES________________ 3.ADDR 1 _______________________ 4.ADDR 2 _____________________________ 5.ADDR 3 _______________________ 6.ZIP 7.PHONE ________________________ 8.CONTACT ____________________________ 9.TAX NO _____________ 12.TAX TYPE ___R____ _______________________________ 10.A/R GROUP(1-4) _1___ 11. A/R TYPE 13.EACH PRICE 14.
Chapter 4. Accounts Receivable CUSTOMER LOAD FORM 1.CUST NO _____________________ 2.NAME _______________________________ 3.ADDR 1 _______________________ 4.ADDR 2 _____________________________ 5.ADDR 3 _______________________ 6.ZIP 7.PHONE ________________________ 8.CONTACT ____________________________ 9.TAX NO _____________ 12.TAX TYPE ________ _______________________________ 10.A/R GROUP(1-4)______ 11. A/R TYPE 13.EACH PRICE 14.PO REQ _______ _______ __________ 15.
Chapter 4. Accounts Receivable Accounts Receivable Exercises The following exercises are intended to test your knowledge of the A/R customer files and how certain features are set up. Each of the 8 problems has a specific solution which can be found in Appendix B. Self-check at the end of the exercises. 1. Add an account to track COD deliveries. 2. Add a new charge account for Angie Smith Construction. The address is 3215 South Division Street.
Chapter 5. Inventory Chapter 5. Inventory Inventory Overview This overview is divided into 2 sections to give you some background information before you organize your inventory information: Objectives for Inventory Helps you understand the objectives of the inventory module and the tasks necessary for accomplishing those objectives.
Chapter 5. Inventory 2 ADDING INVENTORY ITEM INFORMATION Ø PREPARATION 1 Understand the key fields of the basic inventory data: item number, catalog number, manufacturer’s (mfg) number, short description, item description, unit description, C or M pricing, item type, price basis, market cost basis, conversion factor, and expected gross margin. Ø DATA LOAD 1 Enter all items either from a load tape made during a file conversion, the commodities list, or manually.
Chapter 5. Inventory The big payoff for following this procedure will be: 1. 2. 3. 4. 5. 6. 7. Dim11 Inventory sales reports are much more accurate. Inventory departments, groups, and sections are organized. Inventory items are well prepared. Costs and prices are set up. Future items fit easily into the correct group and section. Bid and matrix pricing are much more effective and organized. Suggested ordering is much easier and effective.
Chapter 5. Inventory Inventory Files Inventory information is stored and processed using several different files. These files will be built already for you when your system arrives, ready for you to begin entering inventory data (unless you are doing a file conversion in which case you will work directly with the implementation specialist to refine the inventory data). Each file contains very specific information that is used by the system when performing certain functions.
Chapter 5. Inventory REGULAR PROCESSING OM3.D Inventory Adjustments File - store #, batch #, card #, item # - adjustment type - price/cost changes - quantity change - etc. IMD.D Delete Items by Batch File Holds item numbers to be deleted through Delete Items by Batch routine. PRICING OM7.D Price Maintenance by Batch Holds future price changes by item before making them effective in IM2.D. BH0.D Bid/Spiff/Matrix Header File Holds heading information for all bids, spiffs, and matrix pricing.
Chapter 5. Inventory OTHER INVENTORY OPTIONS BC1.D Bar Code File - item number - UPC code IM4.D Fabrication Production Master Holds components of fab type C items as a batch. The components are reduced from stock when the item is produced, not sold like fab types A & B. TR0.D Tag Header SN0.D Serial Number File IM9.D Multiple Locations Holds detail for serial number items with tracking information for when they are sold and received. Holds multiple locations codes by item number. IM5.
Chapter 5. Inventory Getting Inventory Started The following pages will help you begin gathering inventory item information. You will be collecting and determining general information such as item numbers, catalog numbers, and so forth. This is an excellent time to effectively organize your inventory. Getting Inventory Started is your guide to beginning work with the inventory system. In this section, you will find instructions for: Numbering Inventory Getting Into Inventory Entering Dept.
Chapter 5. Inventory Numbering Inventory Your new computer can do many important things for you including presenting a clear and accurate picture of your inventory. Setting up and organizing your inventory files is a major part of obtaining accurate reports. You should take great care in organizing and structuring your inventory.
Chapter 5.
Chapter 5. Inventory 3 HAND TOOLS 6 NON-COMMODITY INVENTORY You will see the use of groups quite frequently throughout the system. Whenever you see it, it refers to the first 2 digits of the item number specifying a major category of items. The most significant uses of groups are: 1. Sales Analysis by Group Report - shows the sales, cost, and margin by group. 2. Sales Analysis Reports by various entities: w Customer Class by Group - shows what different types of customers are buying by group.
Chapter 5. Inventory And group 74, WINDOWS, might have the following sections: SECTION 01 03 05 99 DESCRIPTION WOOD WINDOWS VINYL WINDOWS METAL WINDOWS MISC. WINDOWS As with group numbers, section numbers need not be sequential. This allows for future sections to be added. Since the sections can be designed any way you like, the section descriptions should be defined so reports are more meaningful. Section descriptions are set up in the Variable File, Group Information.
Chapter 5. Inventory Non-Lumber Items You can set up the unique number system in any manner to accommodate non-lumber items. Take into consideration the following: Ø Ø Number according to size, such as drill bits or screwdrivers, starting with low item numbers for small items and increasing the item number as the item gets bigger. Increment the item number by 5 or 10 so you can insert new items later in the appropriate area.
Chapter 5. Inventory Sample Group/Section Map The following table shows how groups and sections are set up with the standard commodity list. Dept #/Desc Group # Group Description 1-Lumber 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 31 32 33 34 35 36 37 38 39 40 41 42 51 HARDWARE HEAVY HARDWARE HAND TOOLS POWER TOOLS & ACC.
Chapter 5. Inventory Dept #/Desc Group # Group Description 1-Lumber 53 BOARDS 1-Lumber 54 CEDAR 1-Lumber 55 REDWOOD 1-Lumber 1-Lumber 1-Lumber 56 57 58 TREATED & STAINED LBR HARDWOOD LUMBER PLYWOOD/WAFERBOARD 1-Lumber 59 MFD. PANELS 1-Lumber 60 MFD. STRUCTURAL Section # Section Description 07 09 11 13 15 17 19 99 01 03 05 07 09 11 13 15 17 19 21 23 25 99 01 03 05 07 09 11 13 99 01 03 99 Spruce/Pine/Fir - Timbers So.
Chapter 5. Inventory Dept #/Desc Group # 1-Lumber 1-Lumber Group Description 61 62 MISC.
Chapter 5. Inventory Dept #/Desc 156 Group # Group Description 73 DOORS 74 WINDOWS 90 91 92 93 94 95 96 97 98 99 RESERVED RESERVED RESERVED RESERVED RESERVED RESERVED RESERVED RESERVED RESERVED-DIRECTS RESERVED Section # 01 03 05 07 09 11 99 01 03 05 99 Section Description Interior Wood Doors Exterior Wood Doors Door Frames & Jambs Storm & Screen Doors Metal Doors Garage Doors Misc. Doors Wood Windows Vinyl Windows Metal Windows Misc.
Chapter 5. Inventory Group/Section Worksheet List your groups and sections here. If you need more room, copy this page or use another sheet of paper.
Chapter 5. Inventory Getting into Inventory Now you are ready to start entering this information on the computer. Before beginning, you should be familiar with the following concepts: ♦ Passwords ♦ Menus ♦ Keyboard & Keys If you are not familiar with these or wish to review them, see Chapter 2, System Training. 1 For SuperDOS systems, start at the PASSWORD screen: WELCOME TO DIMENSIONS SuperDOS Password ...... Or for Unix systems, start at the login screen: Enterprise Computer Systems Inc.
Chapter 5. Inventory 2 The computer displays the DIMENSIONS MAIN MENU: +-----------------------------------------------------------------------------+ | DIM11 DATA | === DIMENSIONS MAIN MENU === | 11.0 | +-----------------------------------------------------------------------------+ | 1. Sales | | | | 2. Inventory | | | | 3. Accounts Receivable | | | | 4. Purchasing & Receiving | | | | 5. Accounts Payable | | | | 6. General Ledger | | | | 7. Day End/Month End/Year End | | | | 8. System Manager | | | | 9.
Chapter 5. Inventory 6. Physical Count 7. Inventory Management 8. Other Inventory Options 9. Inventory Variable File 10. Inventory Special Maintenance 160 Enter physical count information. Physical count can be done annually, quarterly, monthly, or any other cycle.
Chapter 5. Inventory Entering Department, Group, & Section Descriptions 1 From the INVENTORY MENU shown above, enter 9 for Inventory Variable File. Remember to press Enter after making your selection. 2 Select 2 for Descriptions. 3 The computer displays the Inventory Descriptions Menu: DSVM0302 Rev11.0.1 Inventory Descriptions Store Number DIM11 DATA Date mm/dd/yy Port 43 Store 01 1 Choose Selection: +-------------------------------------+ | 1. Group Information | | 2. Section Descriptions | | 3.
Chapter 5. Inventory (C)hange Allows you to change the displayed department. (D)elete Allows you to delete the displayed department. (N)ext Displays the next department number. (P)revious Displays the previous department number. (E)nd Ends this option and returns to the previous menu. 7 Fill in the following field: 2. Description: Enter up to 28 characters for the department description. This description appears on sales reports. 8 Then the computer asks if you wish to add or change the entry.
Chapter 5. Inventory (C)hange Allows you to change the displayed group. (D)elete Allows you to delete the displayed group. (N)ext Displays the next group number. (P)revious Displays the previous group number. (E)nd Ends this option and returns to the previous menu. 14 Fill in the following fields: 2. Description Enter up to 20 characters for the group description. This description appears on sales reports. 3.
Chapter 5. Inventory 21 If you entered an existing section number, the computer asks: (C)hange (D)elete (N)ext (P)revious (E)nd You have the following options: (C)hange Allows you to change the displayed section. (D)elete Allows you to delete the displayed section. (N)ext Displays the next section number. (P)revious Displays the previous section number. (E)nd Ends this option and returns to the previous menu. 22 Fill in the following fields: 3.
Chapter 5. Inventory Basic Inventory Data This section presents the basic information required for each inventory item. It explains the key fields in the Inventory Static File (IM1.D). You won’t be entering anything in the computer yet, just learning about basic inventory data. If you are coming from a previous computer system or are using a buying group load tape, you should read through this section as well to gain a knowledge of what these basic inventory fields contain. Inventory Static Data (IM1.
Chapter 5. Inventory ITEM NUMBER Field #1 Each item must have an item number. It is one of 4 ways the computer stores and retrieves information for that particular item (the others are catalog number, manufacturer's (mfg) number, and short description). Most inventory reports can be printed in order of these 4 ways to retrieve item information. If you have not done so already, read "Numbering Inventory" for a thorough explanation of item number.
Chapter 5. Inventory MANUFACTURER'S (MFG) NUMBER Field #3 The manufacturer's number is another way of selecting items during POS and Purchasing/Receiving in addition to item number and catalog number. Very often the manufacturer will print its own item number directly on the item or the packaging in addition to a barcode. (Bar codes are maintained in a separate file, BC1.D. If you wish to use the bar code system, contact Enterprise.
Chapter 5. Inventory ITEM DESCRIPTION Field #6 The item's description can be up to 31 characters long including letters, numbers, punctuation marks, and spaces. This description will appear on all POS transactions (invoices, returns, quotes, orders), purchase orders, receipts, inventory reports, item searches, and inventory file inquiries. UNIT DESCRIPTION Field #7 The unit description is a 2-character code, which identifies the unit of measure for the item.
Chapter 5. Inventory ITEM TYPE Field #13 The item type describes the nature of how the item is controlled in inventory. Items can be controlled either by the piece or by the unit of measure (footage, weight, etc.). There are 8 item types (0-7). 0 All items sold by the piece (or by each). For example: hammers. These items do not have a conversion factor. They are bought by the piece and sold by the piece. 1 Items that have a conversion factor. For example: specific length lumber and plywood.
Chapter 5. Inventory The item numbers must be identical for this range of items except for the last 2 digits, which represent the length. The random length item number (type 2) must end in 00 and each individual length item under it (which are type 1 items) must end in the two digits representing the length. As the tally is entered at POS and Receiving, the length portion is substituted for the last two digits of the item number to find the proper item in inventory to be relieved or received.
Chapter 5. Inventory Item # Cat # Descriptio n C or M Unit Desc Conv Fact Tally sold at POS 5920010 Doug Fir M BF .000 Thick:1 0 TimbersWidth: 6* DF RW&RL Pieces: 20 Timbers Length: 8 *Calculates as whatever portion of 1 foot. 6=1/2 foot (.5) 6 Total units relieved 80 (1x.5x20x8) Square footage items The width (in feet) and the length (in feet) will be called for at POS to calculate the total units to be relieved from stock.
Chapter 5. Inventory F NOTE: It is not necessary that the price basis be the same for all items in your inventory. In fact, you need to have the flexibility of pricing certain items using one method and other items using another method. You will probably have entire sections using the same price basis. Each customer is assigned a price level in the Customer Master File (CM1.D). The price level corresponds to the inventory price adjustment and determines the price the customer receives at POS.
Chapter 5. Inventory 1 = Dollar Markup/Markdown Use this method if you wish to markup or markdown from List/Base using a dollar amount. It is similar to price basis 0 except you use dollar amounts. A change to List/Base will change the calculated price levels accordingly. For example, if an item's cost is $5.00 and you want to markup from cost, enter 5.00 in List/Base. Then enter the dollar amounts to markup in Price Adj 1-9: Calculation List/Base + Dollar Amount Price Adj 1 Price Adj 2 Price Adj 3 etc.
Chapter 5. Inventory For example, if an item's cost is $10.00 and you want to markup from cost, enter 10.00 in List/Base. Then enter the percentage to markup in Price Adj 1-9: G.M.% Selling Price Calculation Price Adj 1 33.34 PL 1 15.00 Price Adj 2 25.93 PL 2 13.50 Price Adj 3 16.67 PL 3 12.00 15.00 - 10.00 15.00 13.50 - 10.00 13.50 12.00 - 10.00 12.00 etc. If you want to markdown from a list price (retail), use negative price adjustments.
Chapter 5. Inventory MARKET COST BASIS Field #15 The system can maintain the following costs for each inventory item: average, last, and market. For a more thorough look at inventory costs, see the next section, Costs & Prices. The market cost basis is a code assigned to each item that defines how the market cost is determined. The daily Sales Analysis report as well as some other Sales Analysis reports allow you to print showing gross margin based on either average or market cost or both.
Chapter 5. Inventory Lineal Feet = Number of lineal feet in one unit Length 10' piece = 10.0000 16' piece = 16.0000 Others = Any other item requiring a conversion factor Roll of insulation of 83-1/3 sq ft = 83.3334 Ceiling tile of 40 square feet per box = 40.0000 If the item is to be priced and controlled by each, no conversion factor is needed. Leave blank. EXPECTED GROSS MARGIN Field #17 It is important to establish an acceptable range of gross margin for all items in inventory.
Chapter 5. Inventory GROSS MARGIN % CONVERSION TABLE PRICE BASIS 0 & 10 Locate the gross margin percent in the right hand column you wish to make for a specific price level. Use the markup percent directly to the left as the price adjustment to use for calculating the selling price. For example, if you want to achieve a 30% gross margin, you will use a 43% markup. Gross Markup 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 Dim11 Margin % 2.00% 3.00% 4.00% 4.
Chapter 5. Inventory Adding Items 1 From the DIMENSIONS MAIN MENU shown in Getting Into Inventory, select 2 for Inventory. Remember to press Enter after entering your menu selection. 2 Select 2 for File Maintenance. 3 Select 1 for Add Inventory Items. 4 Select 1 for Add New Inventory Items. F NOTE: If you have multiple stores, you will first be asked: Do You Wish to Add to All Stores (Y/N): Y Enter Y to add to all stores.
Chapter 5. Inventory 6 The computer displays the Special Inventory Add screen: DS03011A 11.0.1 Special Inventory Add DIM11 DATA Date mm/dd/yy Port 36 **** IM1.D **** **** IM2.D **** 1. Item No 0 32. Non Perpet 2. Catalog 33. No History 3. Mfg No 34. Minimum 4. Short Desc 35. Maximum 5. Mfg Name 36. Ave/Lst Cost 6. Item Desc 37. Market Cost 7. Unit Desc 20. Second Desc Use 38. LIFO Cost 8. Item Code 21. Unts p/Pkg 39. List/Base 9. Non Disc 22. EOQ 40. Price Adj 1 10. Non Tax 23. Season Code 41.
Chapter 5. Inventory Changing Item Information If you need to change item information entered up to this point, use the following procedure. F NOTE: You cannot change the item number, catalog number, mfg number, or short description using this method. If you need to change any of these fields for an item at this point, you must delete the item and enter it again correctly. Changing this information after POS is running requires a different procedure. 1 Return to the INVENTORY FILE MAINTENANCE MENU.
Chapter 5. Inventory The cursor is positioned at the bottom of the screen. You can do one of the following: N=Next Display the next item in numerical order. P=Previous Display the previous item in numerical order. F=Change By Field Select and change specific fields for the displayed item. See Steps 6-11. Change all fields for the displayed item. See Steps 12-15. C=Change Return to the previous screen to select another item or end this process. Esc=First Screen 6 F=Change By Field.
Chapter 5. Inventory Printing Items After entering the basic inventory data, you should print a report showing your entries to check for accuracy. 1 Return to the INVENTORY MENU. 2 Select 3 for Inventory Reports. 3 Select 1 for Static Data IM1. 4 The computer displays the Inventory Static Data report screen: DS03031 Rev10.0.3 Inventory Static Data DIM11 DATA STORE #1 Date mm/dd/yy Port 39 Store 01 1.
Chapter 5. Inventory 10 See below for a sample report. Sample Inventory List—Static Data IM1.D mm/dd/yy 11:07:04 ITEM 01011120 01011125 01011130 01011135 01011160 01011165 01011170 01011180 01011185 01011190 01011210 01011215 01011220 01011225 01011230 01011240 01011241 01011250 INVENTORY STATIC DATA (IM1.
Chapter 5. Inventory Deleting Items If you wish to delete an item and start over, use the following procedure. F IMPORTANT: This method is not to be used once you start receiving and selling inventory. It is to be used only in the start up phase of implementation. This process deletes the item(s) from the Inventory Static File (IM1.D) and Inventory Store File (IM2.D) and the following files if found: IM3.D IMH.D IM9.D OM4.D BC1.
Chapter 5. Inventory 5 The computer displays the selected item. The computer asks: DS03402 Rev10.0.
Chapter 5. Inventory Costs & Prices Inventory Costs The Dimensions system allows for the following costs for each item: Ø Ø Ø Ø Average Cost Last Cost Market Cost LIFO (last in first out) These costs are held in the Inventory Store File (IM2.D) which allows for different costs from one store to another. All costs can be up to 7.2 digits long (9999999.99).
Chapter 5. Inventory Ø Market Cost The value for market cost is determined by the market cost basis code set up in field #15 in IM1.D. See Basic Inventory Data for an explanation of market cost basis. Ø LIFO Cost This is a manually maintained cost. It is entered and changed only through inventory maintenance. LIFO cost is used for your information only. Cost Percent Every item sold at POS/Order Entry should have a cost. If there is no cost set up in IM2 for this item, the computer will calculate a cost.
Chapter 5. Inventory Price/Adjustment Changes Allows List/Base, Price Adjustments 1-9, and Market Cost to be entered one item at a time. Shows resulting price levels. See Step 1-12. Copy From Field to Field Allows you to move the value in any field in IM2 to another field in IM2 for a range of item numbers. For example, if List/Base for an item was entered in Price/Adjustment Changes, it can be copied to Last Cost, Average Cost, and Market Cost for the same item.
Chapter 5. Inventory 4 Then select the fields you wish to change by entering an X next to the desired fields. To skip a field, press Tab. Enter X next to List/Base Price, Price Adjustment 1 through however many price levels you are setting up, and Market Cost (if needed). 5 Select Cost Base for Margin% : Press Tab to bypass.
Chapter 5. Inventory DS03914 Price/Adjustment Changes Store:01 +------------------------------------------------------------------------------+ ¦Description List/Base Price Adj Price ¦ +------------------------------------------------------------------------------+ 1-GALLON ALL PURPOSE 1.35 EA 1 35.50 1.83 26.23 2 30.00 1.76 23.30 PB: 0 MARKUP % 3 25.00 1.69 20.12 CB: 0 LAST COST 4 20.00 1.62 16.67 5 20.00 1.62 16.67 Ave Cost: 1.35 6 .00 1.35 .00 Last Cost: 1.35 7 .00 1.35 .00 Mkt Cost: 1.35 8 .00 1.35 .
Chapter 5. Inventory Fact: (Lower half). Conversion factor. Rnd: (Lower half). Rounding flag from IM1.D. 9 Repeat Step 8 for each selected field. The cursor stops automatically for you to make an entry. 10 When all selected fields have been entered, the computer asks at the bottom of the screen: =Accept Change =Reject Change Press Enter to accept the changes or press Esc to reject them.
Chapter 5. Inventory 17 The computer displays: DS03911 Rev8.0.1 Move Values DIM11 DATA Date mm/dd/yy Port 39 Store 01 1. Input Parameters Beginning Item No 0 Ending Item No 99999999 Source Store Number 1 Destination Store Number 1 Select Optional Field (Y/N) N The cursor is at Beginning Item No. Enter the first item number of the range of items you wish to change. This must be the item number and not the catalog number.
Chapter 5. Inventory Steps 22-32: Change with Range Use this option to enter or change values in any field or fields in IM2 for a range of items. All items within the range will receive the same value. 22 From the SPECIAL IM2 MAINTENANCE MENU, select 1 for Change Fields with Range IM2. 23 The computer displays: DS03502 Rev8.0.0 Change By Field (IM2.D) DIM11 DATA 1.
Chapter 5. Inventory 28 Enter the new value (new information) you wish to place in that field for all selected items. Or press Tab to leave unchanged (if you selected the wrong field). 29 Then you can select another field number and its new value. Repeat for as many fields as you need to change for the selected range of items. 30 When you are done selecting fields and entering new values, press Esc. 31 The computer displays: DS03502 Rev8.0.0 Change By Field (IM2.D) DIM11 DATA 1.
Chapter 5. Inventory Print Price Book 1 Starting at the INVENTORY MENU, select 4 for Pricing and press Enter. 2 Select 2 for Pricing Reports. 3 Select 1 for Price Books. Then select 1 for Price Book - Format A. 4 The computer displays: DS03310 Price Book DIM11 DATA Date mm/dd/yy/ Rev10.0.3 STORE #1 Port 39 1.
Chapter 5.
Chapter 5. Inventory Select Optional Field Press Tab to bypass. If you need to use this option, refer to the introduction to Section 2, Inventory Reports, in the Inventory User Manual.
Chapter 5. Inventory Inventory Inquiry Use this procedure to examine the status of any inventory item. You can view information such as how the item is set up, its costs and prices, stock status, and sales analysis history (once POS is active). 1 Starting at the INVENTORY MENU, select 1 for File Inquiry and press Enter. F NOTE: If you have multiple stores, you will first be asked: Enter Store Number Enter the appropriate store number and press Enter.
Chapter 5. Inventory Data F15/N Data Press Enter to display the search options. Enter some data, such as the item number or catalog number, and press Enter to select an exact matching item. Press either F15 (function key 15) or N and press Enter to view the next search item in the search mode. If you were searching by item number, the computer displays the next item number. If you were searching by catalog number, the computer displays the next catalog number.
Chapter 5. Inventory F NOTE: If you selected to search by group/section, the search procedure is a little different. The computer asks Start At Group:. Enter the first group number (1-99) to start the search and press Enter. The available group numbers and descriptions are displayed. Select the desired group by using the up or down arrows or enter another group number to jump to. When the desired group is highlighted, press Enter.
Chapter 5. Inventory Steps 6-7: INVENTORY INQUIRY 6 After selecting an item above, the computer displays the inquiry screen for that item. For example: 3015100 1X10-RL #2 & BTR PINE C#:110RL2P M#: Use: 0 UPC#: Short: SHORT MFG Name: MFG1 Dscabl Taxabl Season Cd: 0 Stock Code: Price Round Cd: Purchasing Code: Type: 2 Unit: MBF Expected Margin: 25.00 Price Basis: 0 Item Code: Enter Desc: Cost Percentage: 75.00 Mkt Cost Basis: 1 Conv Factor: .8334 Spiff: 0 Primary Assoc.
Chapter 5. Inventory Sample Items Example 1. Each item Type 0 Percentage markdown from list (retail) Example 2. Specific lengths of lumber and plywood Type 1 Percentage markup from cost (base) Example 3. Random length for Example 2 Type 2 Percentage markup from cost (base) Example 4. Molding Type 3 / Conversion factor 1 Percentage markup from cost (base) Example 5. Molding Will enter lineal feet List/Base is in single footage Example 6. Misc. Molding Type 0 / Conversion factor 0 Example 7.
Chapter 5. Inventory INVENTORY LOAD FORM Example 1. Each item (hammer) **** IM1.D **** **** IM2.D **** 1.Item No __05311101_______________ 32.Non Perpet __N___ 2.Catalog _____16 OZ HAMMER______________ 33.No History __N___ 3.Mfg No _______________________________ 34.Minimum ____________ 4.Short Desc _____HAMMER_________________ 35.Maximum ____________ 5.Mfg Name 36.Ave/Lst Cost _15.00___ ____________________________ 6.Item Desc ____CR11XL HAMMER 11442____________ 37.
Chapter 5. Inventory Example 1. Each item (hammer) 5311101 CR11XL HAMMER 11442 C#:16 OZ HAMMER M#: Use: 0 UPC#: Short: HAMMER MFG Name: Dscabl Taxabl Season Cd: 0 Stock Code: Price Round Cd: Purchasing Code: Type: 0 Unit: EA Expected Margin: 33.00 Price Basis: 0 Item Code: Enter Desc: Cost Percentage: 75.00 Mkt Cost Basis: 1 Conv Factor: .0000 Spiff: 0 Primary Assoc. Number : 0 Vendor: 0 Vol/Wght Factor: .0000 Location: Units Per Pack .
Chapter 5. Inventory INVENTORY LOAD FORM Example 2. Type 1-specific lengths of lumber and plywood **** IM1.D **** **** IM2.D **** 1.Item No ____51051108_____________ 32.Non Perpet __N___ 2.Catalog _____2408H_____________________ 33.No History __N___ 3.Mfg No _______________________________ 34.Minimum ____________ 4.Short Desc _____HF_____________________ 35.Maximum ____________ 5.Mfg Name 36.Ave/Lst Cost 250.00**_ ____________________________ 6.
Chapter 5. Inventory Example 2. Type 1-specific lengths of lumber and plywood 51051108 2x4-08 STD & BTR HEM FIR C#:2408H Use: 0 M#: UPC#: Short: HF MFG Name: Dscabl Taxabl Season Cd: 0 Stock Code: Price Round Cd: Purchasing Code: Type: 1 Unit: MBF Expected Margin: 15.00 Price Basis: 0 Item Code: Enter Desc: Cost Percentage: 75.00 Mkt Cost Basis: 0 Conv Factor: 5.3333 Spiff: 0 Primary Assoc. Number : 0 Vendor: 0 Vol/Wght Factor: .0000 Location: Units Per Pack .
Chapter 5. Inventory INVENTORY LOAD FORM Example 3. Type 2-random length item **** IM1.D **** 1.Item No 51051100____ **** IM2.D **** 32.Non Perpet _N____ must end in “00” 2.Catalog __24RLH__ must have “RL” in Catalog # 33.No History __N___ 3.Mfg No _______________________________ 34.Minimum ____________ 4.Short Desc __HF________________________ 35.Maximum ____________ 5.Mfg Name 36.Ave/Lst Cost _250.00__ ____________________________ 6.Item Desc __2X4-RL STD & BTR HEM FIR 37.
Chapter 5. Inventory Example 3. Type 2-random length item 51051100 2x4-RL STD & BTR HEM FIR C#:24RLH Use: 0 M#: UPC#: Short: HF MFG Name: Dscabl Taxabl Season Cd: 0 Stock Code: Price Round Cd: Purchasing Code: Type: 2 Unit: MBF Expected Margin: 25.00 Price Basis: 0 Item Code: Enter Desc: Cost Percentage: 75.00 Mkt Cost Basis: 0 Conv Factor: .6667 Spiff: 0 Primary Assoc. Number : 0 Vendor: 0 Vol/Wght Factor: .0000 Location: Units Per Pack .
Chapter 5. Inventory INVENTORY LOAD FORM Example 4. Type 3-molding **** IM1.D **** **** IM2.D **** 1.Item No __21020001_______________ 32.Non Perpet __N___ 2.Catalog ____BRICKMOLD____________ 33.No History __N___ 3.Mfg No _____21020001____________ 34.Minimum ____________ 4.Short Desc __BRICKMOLD___________ 35.Maximum ____________ 5.Mfg Name ____________________________ 36.Ave/Lst Cost _20.00___ 6.Item Desc ___5-1/4 BRICK MOLDING_____________ 37.Market Cost __________ 7.
Chapter 5. Inventory Example 4. Type 3-molding 21020001 5-1/4 BRICK MOLD C#:BRICKMOLD M#: Use: 0 UPC#:99921020001 Short: BRICKMOLD MFG Name: Dscabl Taxabl Season Cd: 0 Stock Code: Price Round Cd: Purchasing Code: Type: 3 Unit: CLF Expected Margin: 30.00 Price Basis: 1 Item Code: Enter Desc: Cost Percentage: 75.00 Mkt Cost Basis: 2 Conv Factor: 1.0000 Spiff: 1 Primary Assoc. Number : 0 Vendor: Vol/Wght Factor: .0000 Location: Units Per Pack .
Chapter 5. Inventory INVENTORY LOAD FORM Example 5. Type 0-molding **** IM1.D **** **** IM2.D **** 1.Item No __21010002_______________ 32.Non Perpet __N___ 2.Catalog __CASING_______________________ 33.No History __N___ 3.Mfg No __21010002_____________________ 34.Minimum ____________ 4.Short Desc __CASING____________________ 35.Maximum ____________ 5.Mfg Name 36.Ave/Lst Cost _20.00___ ____________________________ 6.Item Desc __2-1/4” DOOR CASING_______________ 37.Market Cost __________ 7.
Chapter 5. Inventory Example 5. Type 0-molding 21010002 2-1/4" DOOR CASING M#: UPC#:99921010002 Short: CASING MFG Name: Dscabl Taxabl Season Cd: 0 Stock Code: Price Round Cd: Purchasing Code: Type: 0 Unit: FT Expected Margin: 25.00 Price Basis: 1 Item Code: Enter Desc: Cost Percentage: 75.00 Mkt Cost Basis: 2 Conv Factor: .0000 Spiff: Primary Assoc. Number : 0 Vendor: Vol/Wght Factor: .0000 Location: Units Per Pack .00 Store: 1 Price Perpetual Save-Hist New Price Price Sticker Misc Code 1: List/Base 25.
Chapter 5. Inventory INVENTORY LOAD FORM Example 6. Misc. molding **** IM1.D **** **** IM2.D **** 1.Item No ___21999999______________ 32.Non Perpet __Y___ 2.Catalog ___MOLDING_____________________ 33.No History __Y___ 3.Mfg No ___21999999____________________ 34.Minimum ____________ 4.Short Desc ___MOLDING__________________ 35.Maximum ____________ 5.Mfg Name 36.Ave/Lst Cost _.00_____ ____________________________ 6.Item Desc ___MISCELLANEOUS MOLDING___________ 37.Market Cost __________ 7.
Chapter 5. Inventory Example 6. Misc.-molding 21999999 MISCELLANEOUS MOLDINGS C#:MOLDING M#:21999999 Use: 0 UPC#: Short: MOLDING MFG Name: Dscabl Taxabl Season Cd: 0 Stock Code: Price Round Cd: Purchasing Code: Type: 0 Unit: EA Expected Margin: 35.00 Price Basis: 1 Item Code: Enter Desc: Y Cost Percentage: 65.00 Mkt Cost Basis: 2 Conv Factor: .0000 Spiff: 0 Primary Assoc. Number : 0 Vendor: 0 Vol/Wght Factor: .0000 Location: Units Per Pack .
Chapter 5. Inventory INVENTORY LOAD FORM Example 7. Electrical wire, rope, dowels, fasteners (Purchasing Code=P) **** IM1.D **** **** IM2.D **** 1.Item No ___65011002______________ 32.Non Perpet ______ 2.Catalog ___3D__________________________ 33.No History ______ 3.Mfg No _______________________________ 34.Minimum ____________ 4.Short Desc __NAILS BOX_________________ 35.Maximum ____________ 5.Mfg Name 36.Ave/Lst Cost __.40**__ ____________________________ 6.
Chapter 5. Inventory Example 7. Electrical wire, rope, dowels, fasteners (Purchasing Code=P) 65011002 3d BOX NAILS C#:3D Use: 0 M#: UPC#: Short: NAILS BOX MFG Name: Dscabl Taxabl Season Cd: 0 Stock Code: Price Round Cd: Purchasing Code: P Type: 0 Unit: LB Expected Margin: 25.00 Price Basis: 0 Item Code: Enter Desc: Cost Percentage: 75.00 Mkt Cost Basis: 0 Conv Factor: 1.0000 Spiff: 0 Primary Assoc. Number : 0 Vendor: 0 Vol/Wght Factor: .0000 Location: Units Per Pack 50.
Chapter 5. Inventory INVENTORY LOAD FORM Example 8. Misc. item 98 (cost calculated) **** IM1.D **** **** IM2.D **** 1.Item No ___55999998______________ 32.Non Perpet ___Y__ 2.Catalog ___M55P________________________ 33.No History ___Y__ 3.Mfg No _______________________________ 34.Minimum ____________ 4.Short Desc _MISC_______________________ 35.Maximum ____________ 5.Mfg Name 36.Ave/Lst Cost _.00_____ ____________________________ 6.Item Desc _MISCELLANEOUS REDWOOD – PERCENT 37.
Chapter 5. Inventory Example 8. Misc.-item 98 (cost calculated) 55999998 MISCELLANEOUS REDWOOD-PERCENT C#:M55P Use: 0 M#: UPC#: Short: MISC MFG Name: Dscabl Taxabl Season Cd: 0 Stock Code: Price Round Cd: Purchasing Code: Type: 0 Unit: Expected Margin: 25.00 Price Basis: 0 Item Code: Enter Desc: Y Cost Percentage: 75.00 Mkt Cost Basis: 0 Conv Factor: .0000 Spiff: 0 Primary Assoc. Number : 0 Vendor: 0 Vol/Wght Factor: .0000 Location: Units Per Pack .
Chapter 5. Inventory INVENTORY LOAD FORM Example 9. Misc. item 99 (cost entered) **** IM1.D **** **** IM2.D **** 1.Item No ____55999999_____________ 32.Non Perpet __Y___ 2.Catalog ___M5S_________________________ 33.No History __Y___ 3.Mfg No _______________________________ 34.Minimum ____________ 4.Short Desc ___MISC_____________________ 35.Maximum ____________ 5.Mfg Name 36.Ave/Lst Cost __.00____ ____________________________ 6.Item Desc ___MISCELLANEOUS REDWOOD___________ 37.
Chapter 5. Inventory Example 9. Misc.-item 99 (cost entered) 55999998 MISCELLANEOUS REDWOOD-PERCENT C#:M55P Use: 0 M#: UPC#: Short: MISC MFG Name: Dscabl Taxabl Season Cd: 0 Stock Code: Price Round Cd: Purchasing Code: Type: 0 Unit: Expected Margin: 25.00 Price Basis: 0 Item Code: Enter Desc: Y Cost Percentage: 75.00 Mkt Cost Basis: 0 Conv Factor: .0000 Spiff: 0 Primary Assoc. Number : 0 Vendor: 0 Vol/Wght Factor: .0000 Location: Units Per Pack .
Chapter 5. Inventory INVENTORY LOAD FORM **** IM1.D **** **** IM2.D **** 1.Item No _________________________ 32.Non Perpet ______ 2.Catalog _______________________________ 33.No History ______ 3.Mfg No _______________________________ 34.Minimum ____________ 4.Short Desc ____________________________ 35.Maximum ____________ 5.Mfg Name 36.Ave/Lst Cost _________ ____________________________ 6.Item Desc ___________________________________ 37.Market Cost __________ 7.Unit Desc _________ 20.
Chapter 5. Inventory Inventory Exercises The following exercises are intended to test your knowledge of the inventory files and how certain features are set up. Each of the 8 problems has a specific solution which can be found in Appendix B. Self-check at the end of the exercises. 1. Add a group/section description for 51/13 Dimensional Lumber/White Wood. 2. Print a Price Book for item numbers 51000000 through 51999999. Print L/B and Price Adjustment 1. 3.
