File Maintenance

Description

Displays a sales analysis for the record being accessed. This command is not shown on all screens.

Allows you to toggle back and forth between file maintenance and search programs for a file. You must press Enter for your changes to take effect before using this command. This command is not shown on all screens.

When F6 appears on a screen for any file in the File Maintenance Menu, you can press it to search for the record numbers associated with that particular file. F6 takes you to the search program for that file. Pressing F6 again returns you to the first screen of the initial file maintenance program. For example, if you do not know the number of the account when you access the Billto File, pressing F6 lets you search for the account number without leaving the Billto File. To return to the Billto File Maintenance Screen, press F6 again. Most search screens also let you select a record by entering X beside the record number or name.

Ends the job and returns you to the menu. You must press Enter for your changes to take effect before using this command.

Returns you to the first screen of the File Maintenance Program. You must press Enter in order for your changes to take effect before using this command.

Updates the record. Pressing Enter does not affect the data in the Inquiry mode. Pressing Enter displays the next screen. If all screens have been displayed, pressing Enter displays the first screen.

Description of Field

Information for the current accounting month. An accounting month coincides with the calendar month depending on when month-end close is performed in your company or branch.

The total of the 12 months immediately prior to the current month. This is also known as trailing 12 months, and is not based on fiscal calendar.

Displays information for the total of the 12 months immediately prior to the past 12 months.

Contains the rank or position this record would take if all records in this file were sorted by the categories shown. Because each ranking adds significant time to the end-of-month procedures, the system does not automatically update this field. These updates can be provided under separate contract with Kerridge or third-party programmers. You need significant hardware processing power to maintain numerous online computer rankings. However, rank is always available by using the Ranking Reports system, included in the Listings and Reports Menus. Ranking Reports include rank columns for the current month, the past 12 months, and the previous 12 months.

The total amount billed on computer invoices and credit memos, excluding tax, freight, and discounts or handling charges, which appear separately at the bottom of the invoice or credit memo. Miscellaneous sales (entered in miscellaneous F6 lines on Order Entry) are included or excluded based on a company setting that is set when the system is installed.

Gross Profit Amount; gross sales (as defined above) minus the cost of goods sold, as it appears on the invoice registers.

Gross Profit Percentage; the G.P.$ divided by the Gross Sales $.

Average Order Size; the total amount ordered, divided by the total number of orders. Order size does not relate to Gross Sale $, unless all of the orders were invoiced in the same period. This screen could show an average order figure and zero for gross sales, if the orders were not invoiced. This figure averages the size of orders, not the size of shipments, which is subject to conditions such as availability of stock and split deliveries.

Fill percentage; the amount shipped divided by the amount ordered. Fill percentage measures how well you fill the orders you take. It is calculated at the time of each invoice, by taking the amount shipped and dividing it by the amount on the order, not including back orders. A fill percentage of 100 means you shipped everything that was ordered. Over-shipments are calculated as complete shipments. Fill percentage can never exceed 100. To increase the fill percentage, you can enter orders for goods for which you are out of stock. Normally, you would tell the customer you are out of stock and not enter an order that you could not fill. However, if you enter the order and invoice it for zero shipped, the system reflects the missed sales in ordering statistics and the fill percentage represents the true demand for each item.

Kerridge does not generally recommend entering missed sales by customer service personnel. However, when orders are entered into the system via EDI, missed sales are entered and figured into the fill percentage.

Number of credit memos issued.

Number of orders issued. Orders are only considered issued if they are printed or processed. Temporary holds of inventory are not counted as orders until processed as orders. Don't confuse number of orders with number of invoices.

Number of line items on the orders issued. Line items consist only of lines with quantities and item numbers. Miscellaneous lines, comments, and header information are not considered lines for the purpose of this statistic.

Dollar amount of credit issued, including credit memos and credit lines within debit invoices. You can insert credit lines in debit invoices when customers exchange materials.

Average Gross Profit dollars per order; an important figure, defined as the total gross profit dollars of orders, divided by the number of orders. This figure relates to the Avg Order$ field, and does not necessarily relate to sales for the same period. This is a measure of the profitability of the orders you take.

Shown only for the Item File and product related files; the quantity of the item(s) actually received.

Shown only for the Item File and product related files; the quantity invoiced.

Shown only for the Item File and product related files; the cost of sales divided by the average value on-hand. Turns is only figured for the past 12 months and previous 12 months. The average value on-hand is figured by totalling the amount on-hand at the end of each of the 12 months, and dividing the total by 12 minus the number of months with no stock, no sales, and no activity. Some screens show turns by dollars and turns by quantity. Turns by dollars is defined above. Turns by quantity is the quantity sold, divided by the average quantity on-hand.

Gross Margin Return on Investment; an important figure; the ratio of the total realized gross profits to the average inventory investment. GMROI = (total annual gross profit dollars divided by average value of inventory on hand) multiplied by 100. You can use this statistic to rate stock and investment portfolios.

The quantity of turns times G.P.%.

The average cost per order as entered on the Company File Profile Screen. This figure should be lower than the average G.P. $ per order shown above.