Master Control User File - SET 32

This option allows you to copy all the settings from one user's control panel into an existing one or a new one.

Make entries into the following fields:

• User - The new or existing user that the record is being copied to.
• Full Name - Enter the full name of the operator. This can help locate an operator either by scrolling through the names or by using the search field at the top of the entries.

Update a user's settings.

For more information, refer to Updating a Record.

Enable or disable a user's access to web applications, and enter settings applicable to each web application.

For more information, refer to W = Web Access

Accesses the Web Control Panel which links all work-station based control panel entries to a user of web applications. These settings are the same settings that establish operator defaults and restrictions based on the users work station ID. The difference is that these settings relate to a user ID instead of a workstation, and only affect the users use of web based applications. Essentially these settings enable user-based web applications to use restrictions and settings normally associated with a work station.

For more information, refer to Y - Web Control Panel

This field determines the security level of the user for the use of Event Management, which includes the Quote Management system.

• A= Administrator Level. The user accesses all Event Management records, and maintains the various codes and definitions. The user employs any department codes.
• U= User Level. The user can access all records, but cannot maintain codes and definitions. The user employs any department codes.
• D= Departmental User. The user can only access Event Management records for the department represented by the default department code on this screen. The user cannot maintain codes and definitions. This option is the most restrictive.

Use this parameter to establish, by user, who can view product costs in certain programs. Enter Y to allow costs to show on Order Entry. Optionally, enter N to indicate that costs or gross profit statistics should not be displayed to this user on Order Entry. This option affects the Order Entry, Order Change, Order Inquiry, and Invoice Inquiry Screens. Furthermore, prices on POs and transfers will not display while performing searches.

This setting also affects Navigator customer orders and POs.

If you enter an N in this field and the Cost field, the user is restricted to only running X by Y reports in customer version.

Business Entities are groupings of companies, branches, and/or cost centers. For example, you can group all your branches in one region into a business entity. Or you can create a business entity by product such as grouping ceramic tile and wood products.

Entering a Business Entity code in the Limit to Business Entity field causes that business entity code to appear in any application that has the business entity parameter. This currently includes X by Y reports.

If you leave the Limit to Business Entity field blank, the user has access to all the business entity records.

This field can be used to in addition to or instead of the Billto File passwords to control access to the Billto File Notepad. The options are as follows:

• I - Inquire only. User cannot update Billto File notepad regardless of password.
• U - Update - Billto File notepad can be updated when the user accesses the Billto File in update mode. The Billto File passwords are checked.
• S - Special Update Authority. The user can update the notepad even when in inquiry mode. This is recommended for users who require update access to the notepad but not to the other Billto File screens. Billto File password is not required for updating the notepad
• N - Notes only. The user can inquire or update the Billto Notepad depending on the password entered, but cannot update the other Billto File screens regardless of password. This option is recommended for salespeople who require update access to the notepad, but who need to be restricted from the other updates regardless of whether they know the passwords or not.

The following codes are available for this field:

• Y - allows the Salesperson Number field to be updated or removed on the Order Entry Screens. Does not verify entries against the Salesperson File.
• N - blocks the Salesperson Number field from being updated or removed on the Order Entry screens.
• V - allows the Salesperson Number Field to be updated or removed on the Order Entry Screens, but verifies that any salesperson numbers entered are in the Salesperson File.
• B - means that the salesperson field on the header screen of Order Entry can only be updated if blank. This setting is recommended for retail sales environments in which you only want salespeople to override a salesperson number when the account does not have an assigned salesperson.

If a number is entered into this field, then the user is restricted to records related only to the corresponding salesperson. A record is considered to be related to a salesperson if the record itself or its related Billto file record contains that salesperson's number or related salesperson listed in the Salesperson Relationship File. This only applies to the following programs:

• Salesperson File
• Billto File
• Open AR Inquiry
• AR History Inquiry
• Invoice Inquiry
• X by Y Reports
• Reports based on customer, that include a salesperson number option

Each user can be assigned to a default customer account number to use when placing orders for retail customers.

This setting works in conjunction with a Google Style customer search feature within order entry. When a search is performed and a retail customer is selected, the program checks for a Default Retail Account#, as entered in the Default Retail Acct# field. If it finds a Default Retail Account#, the program uses the selected retail customer and the Default Retail Account#. The Default Retail Account# is normally an account such as CASH RETAIL SALES.

If you are granted Command Line Access, you can update other users' parameters by entering CTRLUSER XXX, where XXX is a valid user ID.

Enter a "Y" to designate this person as being an Approval Manager for pricing changes in the Sales Portal.

The following options can be set for this field:

• Y - the user can enter orders without any restrictions. This is the default.
• N - the user cannot even get in to the header of an order.
• H - the user can enter the order, but cannot uprocess the order.

These fields, designed to work with the Sales Portal, can limit access to sales information.

The Salesperson ID field is validated against the Salesperson File and the Sales Manager ID is validated against the Sales Manager File.

The Limit to Salesperson#, Salesperson ID, and Sales Manager ID fields work together as follows:

• Sales Portal wants at least one of the 3 fields populated.
• If you are not trying to limit anything anywhere other than on the sales portal then you can populate Salesperson ID and leave the Limit to Salesperson# field blank.
• If you are restricting throughout the application currently and have the Limit to Salesperson# field already populated then you do not need to populate the Salesperson ID for the sales portal.

How the Salesperson ID and Sales Manager ID settings work:

Salesperson ID

• Check the Sales Relationship table in SET 28.
• If an entry is found, identify all Salespeople ID in Table including the original ID.
• Then search Salesperson File for all records for the salespeople IDs identified in above and return the results.
• If no record is found in the Sales Relationship table, return results for Control Panel Salesperson ID.

Sales Manager ID

• Search the Salesperson File for the Sales Manager field.
• Return all Salespeople associated with the Sales Manager ID.

Both a Salesperson ID and a Sales Manager ID is entered

• Both the Sales Person and Sales Manager files, and their associated files and tables, are checked and the results are listed as one on the Sales Portal.

Enter the number or code of the company, branch, or credit manager whose credit information this user may view. You can leave these fields blank to include all companies/branches/credit managers. These options pertain to the Credit Held Orders Screens.

You can enter a (?) and press Enter to display the options for these fields.

• I - Access by item number. The user can enter an item number and view all of the orders for that item number.
• O - Access by order and line number. The user can enter an order and line number and view only that line item. This is designed primarily for users who are only allowed to use the Reallocation option within Allocation Swapping.
• B - Access by either method. The user can enter an item number or press F10 to enter an order or line number instead.

This option allows you to disable all or certain Allocation Swapping options for a user. You can enter any of the above options to be disabled.

• A - Allocate inventory to a back order.
• D - Deallocate inventory from an order, making it a back order.
• E - Exchange allocation status between two orders.
• S - Split a line into two lines whose total quantity equals the original line.
• R - Reallocate inventory. Change the serial number or bin number allocated.

Examples of additional charges are: carpet freight, estimating charge, installation service fee, will call service fee, and minimum order charge.

Within Navigator the Additional Charges window, accessed via the Available Options drop-down menu, directs the system to search for additional charges that can be applied to the order. Additional charges can be defined in several parts of the system and can be assessed according to branch, state, marketing program, and other criteria. For example, additional charges for Fuel Surcharges can be different in each of your branches, different based upon marketing programs, customer account number, etc.

If this setting is not activated, the Add to Order button does not display on the Additional Charges Window.

The Inventory Analysis Screen Sort Code controls the way inventory records are sorted on the Inventory Analysis Screen, which is accessed in Order Entry and Order Change with an I in the selection field. Enter a ? in this field to see a list of the available sort options. This default may be changed when using the Inventory Analysis screen.

This sort can be of great importance for optimizing inventory selections, especially for orders requiring multiple shades, serial numbers, rolls, and/or cuts of the same item. For example, sorts SS and WS group shades together, and then show the smallest shade groups first. Carefully review how these codes affect the Inventory Analysis screen, and then select the appropriate defaults for each user.

The View# field controls the way the columns are displayed on the Order Inquiry review screen, the Order Inquiry by Account search, and the Invoice Inquiry screens, For example, View# 1 displays quantity and extended prices, while View# 3 displays quantity and weight.

Enter a ? to see and select from a list of the available View#s.

Enter order status codes here and users will not be allowed to cancel or change the quantity on order lines that have any of these status codes.

You may press F2 from the CTRLUSER screen to select from a list of status codes, and update this screen.

Enter order status codes here and users will not be allowed to change the status of an order line that has any of these status codes.

You may press F2 from the CTRLUSER screen to select from a list of status codes, and update this screen.

Entering an N for Credit Holds denies the user access to the Credit Holds screen from within Order Inquiry.

Entering N for Print? denies the user access to the F10 = Print function of the Order Inquiry program.

Entering an N for F24 denies the user access to the F24 Additional Functions menu from within Order Entry and Order Change.

This option controls distribution of order acknowledgements by fax or email via ODS.

Option 1 (Always Ask) - Causes the Order Entry program to always display the Fax/Email screen whenever an acknowledgment is requested.

Option 2 (As if Customer has Fax/Email) - Causes the Order Entry program to display the Fax/Email screen only if the customer has a valid email or fax entry in the Phone Number File, already designated for the receipt of acknowledgements.

Option 3 (Never Ask) - Directs the Order Entry program to not display the Fax/Email screen.

If option 1 is used, or option 2 is used, and the customer has fax/email capabilities, the Fax/Email Distribution Selections screen appears when F4 or F5 is pressed on the Order Entry Cash Register screen to print an Acknowledgment.

Sending acknowledgments through ODS requires some set-up with the ODS application. For more information, refer to the Phone Numbers, and to Output Distribution System (ODS).

These fields allow you to restrict specific users from performing certain types of updates in the Billto and Shipto files; even if they have a password. This feature enables you to allow users to update the Billto File without having to use a password, yet have each user limited to the types of information they are allowed to update.

These fields can be used to deny update capabilities to the following sections of the Billto and Shipto files; regardless of the password entered.

• Basic contact info (name, address, phone numbers, basic coding)
• Pricing info (list price, handling charges, F9 exceptions)
• Credit & AR info (credit limit, bank ids, statement codes, etc)
• Logistics info (warehouse, ship via, truck rte & FOB)
• Marketing (salespeople, marketing programs, displays, & some coding)

This setting gives you control over the warehouses that appear when an F2 item search is performed on the Order Entry detail screen, and Inventory Inquiry screen.

Normally, if a user's Control Panel is set to use the Warehouse Matrix, the F2 search shows all warehouses in the matrix. If this setting is activated, the F2 search only shows the current warehouse (the warehouse in the detail line warehouse field) This has the benefit of allowing more items to show for the current warehouse on a single page.

This code controls the default inventory screen format for serialized items and rolled goods. You can choose from five formats. These formats do not apply to items with their own special formats, such as marble and stone slabs.

You can enter a question mark (?) to display the options.

Enter the number of days old a serial number has to be in order to have an asterisk (*) placed next to the date received on the Order Entry serial number screen. Example:NV1006* (the asterisk denotes that the item is over the Days old specified in either the Control Panel (SET 1) or the Item File (FIL 2).

This setting does not apply to the serial number screen accessed via Inventory Inquiry (INV 1, F3).

The asterisk (*) is used to highlight serial numbers at least this many days old. This field is overridden by the "days old" parameter in the Item File for each specific item, if that field is used.

If the work station is restricted by the following fields the following programs are affected as follows:

• Order Entry, Order Change, and Order Inquiry do not allow access to any screens for items that are restricted to another company.
• Item Search and Inventory Inquiry skip over items that you are not authorized to access. Item File does not allow you access.
• Other Inquiries might limit some views.

This field is meant for order entry, order inquiry, and inventory inquiry purposes only. It is designed for users that work at outside companies (such as your suppliers) to be able to access your system but only see or create orders with their assigned manufacturer code. This manufacturer restriction does not apply to other areas of the system such as reporting, accounting, or warehouse management.

Refer to the Business Entities File if you are interested in global (system-wide) restrictions to data.

Enter Y to restrict the user from seeing, entering, or updating transactions or records involving any other than the branch you enter within this parameter. This parameter only affects certain menus and programs, such as the Order Entry System.

This restriction also applies to the Order Entry Reports, and when posting cash. This functionality is useful for companies that have multiple branches that independently list and post cash.

Enter Y to grant access to various retail features and screens. The retail environment protects and drops certain fields that are primarily applicable in a wholesale environment. It also assumes that each order has an entry in the Salesperson# field of the Order Header screen, and that the salesperson name prints on the point-of-sale invoices generated.

The Retail Environment parameter only needs to be activated at the workstations that require the retail-oriented features. You can operate with some control panels having the retail environment activated and other not activated (Retail Environment = N).

The retail environment option fine-tunes certain aspects of the system including the following:

• Activates the display of balance due for all orders on the Order Inquiry program
• Activates printing salesperson names on invoices and acknowledgements

Entering a job name can help in tracking orders and in reporting. This field is on the lower right-hand side of the Order Entry Header screen, and prints under the customer's purchase order number on all documents.

Options

• Y - Makes a job name mandatory for every order.
• N - Job names are not required on orders
• X - Directs the system to check the MANJOBDEFS table during order entry to see if a job name is mandatory for specific manufacturers, account numbers, branches, warehouses. This functionality also extends to quotes. This functionality is for the navigator and character based order entry modules. The applications EDI, CMS, D24, SSM and other products do not include support for mandatory job names.

Enter a Y in this field to allow the system to automatically select the best stock when placing an order from this workstation.

The other options are:

• N - To not automatically use ISO. This is the default value. With this option, the operator has to invoke ISO by entering an A on the L# field of Order Entry.
• M - Mandatory use of ISO. When this option is used, the operator is mandated to use ISO and it can only be overridden by use of a function key. Within Order Entry and Order Change, if a valid item number, but no quantity is entered, instead of displaying the inventory (F3 screen), the error message Please Enter Quantity is displayed.

Enter the printer ID on which customer orders should print. This controls order acknowledgements, quotations, and point-of-sale invoices only. Pick lists and other warehouse documents are usually controlled in the Warehouse File program. Pick lists print only on the printer designated here if no pick list printer is designated in the Warehouse File.

This setting also controls the printing of Direct POs Direct POs can be printed from the following locations:

• Order Entry
• Order Change (F6)
• Order Batch Change (F11)
• Order Reprint from Inquiry (F10)
• Order Batch Reprints (CUS 12)
• Order Print from Credit Release

Prior to 2011 direct PO printer settings were made via menu option SET 36 - Maintain Pick List Printer Format.

Enter the printer ID if you want to print checks on a specified printer. If this field is blank, checks print to your default system printer.

Enter a "?" in the Form Codes setting to access a listing of all the available check formats. The listing of check codes that appears when "?" is entered comes from the FormsCode table in the System Tables Maintenance program (Set 29).

This code is used to indicate special print instructions. Some of the available codes are:

• C - (for checks) Canadian Cheque Form on line printer
• D - (for checks) Canadian Cheque Form on laser printer. All checks used by customers of financial institutions operating in Canada must follow the standard format for checks.
• M - (for checks) This laser style code increases the font size making the checks easier to read. Form Code M can be used in the United States, Canada, and Australia. Do not change check form codes until you have performed a test run on plain laser paper, and then worked with your forms printer to adjust your pre-printed forms to match the new layout.
• N - (for checks) This AP Laser Check Format makes the following minor adjustments to the date displayed on the check:
  • The actual date was moved a little to the left so it falls directly under the Date title on the check.
  • The time frames. DD, MM and YY are separated by a / (DD/MM/YY).
  • Click here for more information and an example of the check.
• L - enables laser style portrait invoices to print on various laser printers.
• 1 or blank - For 8.5 x 11 dot matrix forms in landscape mode.
• 2 - For 8.5 x 11 dot-matrix forms in landscape mode, for PC-style printers that cannot print on the top line of the form, this code causes the print alignment to alter slightly.
• K - This format uses the columns: (List) Price, U/M, Discount%, and Extended Amount. The use of forms code K requires a special pre-printed form with new column headings. Do not activate this feature before ordering a new form, with a new design.
• N - (for packing lists) prints with no bar codes.

The system, including Navigator, use the Output Distribution System (ODS) to distribute documents.

This setting includes the following settings for a default spool file setting.

• 1 - Leave as is- This leaves the spooled file in the output queue as though it had been manually printed.
• 2 = Print- This sends the spooled file to the output queue in a *RELEASE status.
• 3 = Hold - This sends the spooled file to the output queue in a *HOLD status.
• 4 = Delete - This deletes the spooled file after it has been distributed.
• blank - Leave - If you leave the setting blank, the Leave as is option is used.

Prior to this setting being added, in 2014, the ODS Spool file default was Leave as is. With the Leave as is option, the document goes into the ODS spool file where it can be accessed and printed, held or deleted.

Leave blank unless you want one of the special Inventory Screen type codes to be used as a default each time you access the Inventory Inquiry program.

Enter a ? in the TP (type) field in Inventory Inquiry for a list of type codes and their meaning.

Enter the work station type in order to define what the work station is used for. For example, if the type is C, it a cutting work station located near a cutting machine, on which orders are updated to the cut (X) status.

This feature also allows the cutting station operator to override the default printer selection and choose a different printer. This can reduce the time it takes to retrieve labels, and gives you flexibility in printing labels.

Another work station option is V - Vehicle Mounted RF (Wide screen). This workstation type is meant for vehicle mounted RF units in a warehouse environment. The wide screen mode displays system directed picking information (i.e. the next 10 picks) in addition to the normal RF menu. This workstation type is intended to work with the Build-A-Pallet application with the Integrated Warehouse Management System (IWMS).

To access a list of all the available work station types, enter a ? in the field and press Enter.

This setting applies to the Navigator Order Management application. It allows you to select the display format on the Navigator Order Management Inventory Inquiry window.

When option 5 (Show in other Reference # Format) is selected, the "Other Ref#" column displays after "UM" and "Date Received" is pushed to the last column.

This option allows the system to interact with a third party application to capture a customer signature's on the following documents related to order entry:

• Pick List
• Acknowledgment

If this setting is activated, an F17 key on the order entry cash register screen allows for the printing of digital signatures.

This functionality is controlled by a license key. Without this key, you will not see the option in the control panel or on the print option screens.