Special System Maintenance Menu - SYS

This program physically drops items marked for deletion by the system authorized users. No other jobs can be running when this program is activated. When you use this option to delete an item, the item is completely removed from the system. This includes customer preferences and BOM/Kit items at the product line, price class, and item level.

This program physically drops customers' records marked for deletion by the system or authorized users. No other jobs can be running when this program is activated.

This utility enables you to change an item number in the Item File record and every occurrence of the item number in the database. For example, you can change item number ABC1001 to ABC9234. All orders, invoices, inventory, and so forth will be changed from ABC1001 to ABC9234. It will be as if the old item number never existed.

It also accesses and makes changes to Our Item Number field within the Customer Preferences File. No changes are made to the customer's item number.

Since this program causes many large files to be accessed and reformatted, this function should only be accessed during off hours.

The following pertains to this program.

• The limit of item number changes is 256 per night.
• The program includes logic to automatically skip the job if the file is created but has no item change records. Empty screens are ignored.
• The job can be scheduled to run on a specific night.
• The screen warns users if it is scheduled for a weekend night on which they might not run night jobs.
• Every part of an item number can be changed including the manufacturer's code.
  • Accumulated statistical files that include the manufacturer's code as part of the key (such as the Product Line and Manufacturer Files) are not affected by the item number change.
  • Since the changed item numbers no longer cross reference to a manufacturer's total, some statistical figures can appear incorrect. For this reason, changing the manufacturer code of an item is not recommended. The "new" item number must in fact be a new item number. You cannot change an item number over to an existing item number already being used within the system.
  • The ability to change the manufacturer code within an item number has to be activated via the Options for Item Number Changes.
  • When a request to change a manufacturer code is issued, the system checks the following files: Manufacturer File (FIL 4) - To see if the new manufacturer is valid The following files are checked to see if the necessary files exist for the new manufacturer: Product Line File (FIL 12)
  • Price Class File (FIL 7)
  • Cost Class File (FIL 10)
  • Packaging Class (FIL 11) F9 - Manufacturer Parameters

The F9 function allows you to make changes just for the items entered; and not system wide. A "Y" setting suppresses the manufacturer code from being changed on the Price Class, Cost Class, or Packaging Class for just the item(s) entered on this screen.

This program removes stray special instruction records from customer and item/product files.

When special instructions are created for an item or customer through the F12 Special Instructions screen, they are stored in a Special Instructions File. When an item or customer is deleted, the special instructions assigned to the customer or item do not get automatically get deleted out of the Special Instructions File. These "unassigned" special instructions can create unnecessary clutter and should be deleted through this option.

To see if you have a problem with orphaned Special Instructions, run the List Special Instructions File (RMF 101). Orphaned records appear with RECORD NOT FOUND in the description column.

This program lists and/or deletes inactive customer accounts from the Billto File. Accounts with open orders, A/R, or recent activity are not purged. The report lists all parameters for determining inactivity. This is the only recommended method for deleting customer Billto File records.

Associated Files:

• Organize Customer Files - SYS 102

This program lists any items containing a D in the delete field. These items that will be physically dropped from the master file when an organize or purge is run. You should not delete items as they may have sales or inventory history that is needed. Your data processing department should develop a plan for deleting unnecessary items.

For more information on deleting items from the system, click here.

This program rebalances the inventory system so that serial number onhand and available quantities are exactly equal to the related stock card screens (history of individual transactions). The program includes provisions for dealing with blank serial numbers, and can recreate serial numbers that have been erroneously, or prematurely, deleted.

The leading causes of inventory system problems are:

• Changing of the native unit of measure in the Price File after items have been active with the previous unit of measure. System administrators should make sure that the Price and Item Files are secure and that only trained personnel make these changes.
• Changing the price class of an active item to a price class with a different unit of measure.

Using the Special Order system to order serialized items.

• The proper use of IVAUD4 and the IVEDIT Programs (which keep the SKU File in balance with the Stock Card and Serial Number Screen) can fix all of the problems caused by the situations listed above. However, it is important to note the following guidelines when using these programs:
• These programs should be accessible only to system administrators or trained MIS personnel.
• These programs are best run overnight or when little or no other activity is occurring on the system.
• IVAUD4 and IVEDIT force the serial number and SKU level quantities to be in balance with the actual stock card transactions. However, although the files will be in balance, the result may not be the correct physical inventory quantities. After IVAUD4 and IVEDIT are run, you may need to use the cycle count programs to change the quantities.
• If you have serial number items that have a blank serial number with a quantity in the onhand column (quantities in available are acceptable), you will need to fix this problem using the Inventory Adjustments For Blank Serial Numbers program on the special System Maintenance menus.
• Before concluding that you have an inventory imbalance, make sure you fully understand the differences between on-hand, allocated, available, scheduled, temporary holds, and net available.
• Do not confuse negative inventory with inventory imbalances. An inventory imbalance represents a system level problem rather than an user error or an incorrect inventory balance. If you invoice inventory you do not have, your inventory is negative but not out of balance. Out of balance indicates the stock card and serial number or SKU screens do not agree.
• When checking the balance on a Stock Card Screen for a serial number, enter the item number, warehouse, and serial number on the Inventory Inquiry Screen. If the same serial number exists in multiple locations/bins, you may have to add multiple Serial Number Screen entries in order to properly calculate the totals that should match.

This option allows you to use the data in your files to create a Sales Data spreadsheet, to inform manufacturer's about the sales you have made of their products.

This Excel Sales Data File is a standard file, which can be offered to any supplier asking for such data. However, it is not meant to follow any particular manufacturer's preferred layout. This file can also include manufacturer-specific information, as stored in your Billto File.

If applicable, enter the manufacturer codes (3 alpha characters), cost centers (3 alpha characters), and date range that you want to limit the report to.

Entries are required in the Manufacturer and Date Range fields.

The spreadsheet contains a row for each requested invoice/line number.

This option removes stray "Being Filled" records that can occur when a user fills a back order, but deletes the receipt prior to posting the receipt. This program removes the stray records, and the "Being Filled" message from the Order Inquiry screen.

When this option is selected, you are presented with the following options:

• "1" = List Stray RBO Records (which cause "Being Filled" message)
• "2" = Delete Stray RBO Records (clear "Being Filled" messages)
• "3" = return to menu.

This program enables you to change the customer account number of an order without having to cancel it. We advise caution before using this program, as many pricing issues may need to be considered. It was created primarily for job quotes that are entered to a generic account number until the job is awarded. This would happen if your company had the specification, but didn't know who would get the job. This works effectively if the prices assigned to the quote are to be used regardless of which customer gets the job. Otherwise, prices should be updated after this program is used.

Change the order information as needed. Only orders that have not had any lines invoiced can be changed. If you enter an order number that has invoiced lines, you will receive an error message.

Be aware that when you change the order date on an order there is the possibility that the data accumulated during night jobs and stored on statistics screens will no longer be accurate with regards to the changed date. It should be expected that date changes could introduce inconsistencies in this type of analysis. The date change appears on the Order Header screen. Do not confuse the Order Date with the Date Required/Ship Date. The order date normally defaults to "today's date" but can be changed when an order is originally entered. The order date is important for certain features related to Holds.

• Account - If the account is switched, you need to manually check and update (e.g. update the status) any labels for the order in the Warehouse Label Pool.
• The Recheck Credit (if new account#) setting directs the system to recheck credit on the new account if the account number changes. A message is displayed on the screen indicating if the order fails the credit check. Orders are routed to the appropriate credit manager's screen.

  • Activating the Recheck Credit (if new account#) field directs the system to perform a credit check using the new account. The default is to recheck credit.

  • Only orders with a Balance Due greater than 0.00 are rechecked for credit. This is because the balance due represents the net affect that the order will have on the customer's credit position.

  • Account changes are retested for credit hold if an account has a hold qualifier code of A (second character of the Hold Acct field in the Billto File and the order has a balance due.

  • If the new account fails the credit check, the message **ENTRY ACCEPTED ** BUT ACCOUNT FAILED CREDIT CHECK! displays.

  • The order is updated, and the account number is changed, but the order is sent to credit hold. If the credit check fails for the new account, the order appears on the Orders On Credit Hold screen (AR 15).

  • The Orders On Credit Hold screen displays all of the orders that are currently on credit hold and lets you selectively release them.

• The Reset tax if new account# setting enables taxes to be reassessed based on the new account number.
  • These settings enable you to effectively change any order from one account to another, (i.e. a consumer places an order, but wants contractor pricing) and optionally rework/recheck key aspects of the order, including pricing, credit, and taxes. An audit trail of all changes is automatically placed in the order notepad.
• The Reset Slmn# if = default slmn# setting can automatically change the primary salesperson to the default set up in the Billto file for the new account. If the salesperson was manually overridden (i.e. during order entry), this option will not change the salesperson code regardless of how this setting is configured.
  • If a new salesperson is entered in the Primary Salesperson field, that entry overrides the Reset Slmn# if = default slmn# option.
• The Reset Shpvia/TrkRte if = defaults setting can automatically change the shipvia and truck route codes to those in the Billto File of the new account number. If the ship via code or the truck route code were manually changed on the order header, this option will not change the overridden code regardless of how this setting is configured.
  • Ship dates are not automatically recalculated based on the new truck routes.

Associated Files

• Billto File (FIL 1) - Defaults for the Primary Salesman, Ship Via, and Truck Routes codes are established in the Billto File. If an account is changed on an order, and the new settings are activated, these default values are used...unless the values have been manually overridden.
• Order Header - If the Ship Via code and the Salesperson code are manually changed here, they will not be automatically updated via the new settings on SYS 401.
• Shipto Screen - If the Truck Route is manually changed here, it will not be automatically updated via the new settings on SYS 401.

This special feature enables you to have the system assign rating codes for your customers based upon a customer ranking and the 20/80 rule. We recommend ranking by gross profit dollars. The program will insert ranking codes as follows: Customers that make up 50% of your gross profit (usually 10% of total customers) are assigned A. Customers that make up the next 30% of your gross profit (usually 10% of total customers) are assigned B. (Your A plus B is equal 20% of your customers, and 80% of your gross profit.) Customers that make up the next 10% of your gross profit (usually 30% of your total customers) are assigned C. The remaining customers (usually5O% of customers) make up the remaining 10% of gross profit. These are assigned D.

We further recommended that after this program assigns the rating code, you would modify as follows:

Any customers that are not A, but are known to be a competitor's A should be changed to T (target customer). These customers should be treated like customers with A codes. New customers or customers not well known to your sales force should be changed to U for Unassigned or Unknown.

This option runs the Inventory Edit (IVEDIT) program.

The IVEDIT Programs, along with the IVAUD4 program, keep the SKU File in balance with the Stock Card and Serial Number Screen can fix the problems caused by the situations listed below.

• Changing of the native unit of measure in the Price File after items have been active with the previous unit of measure. System administrators should make sure that the Price and Item Files are secure and that only trained personnel make these changes. All inventory and orders for the affected items should be temporarily eliminated before changes like these are made.
• Changing the price class of an active item to a price class with a different unit of measure. All inventory and open orders for the item should be temporarily eliminated before making such a change.
• The system checks for inventory before making the change and bypasses the update if inventory exists. The Item File Mass Updates Report lists all items that were selected, and whether or not they were updated.
• Using the Special Order system to order serialized items. The Special Order feature ignored serial numbers and created inventory imbalances at the serial number level.

Guidelines for using this program:

• This program should be accessible only to system administrators or trained MIS personnel.
• These programs are best run overnight or when little or no other activity is occurring on the system.
• IVEDIT forces the serial number and SKU level quantities to be in balance with the actual stock card transactions. However, although the files will be in balance, the result may not be the correct physical inventory quantities. After IVEDIT is run, you may need to use the cycle count programs or the various inventory adjustment programs to change the quantities.
• If you have serial number items that have a blank serial number with a quantity in the onhand column (quantities in available are acceptable), you will need to fix this problem using the Inventory Adjustments For Blank Serial Numbers program on the special System Maintenance menus.
• Before concluding that you have an inventory imbalance, make sure you fully understand the differences between on-hand, allocated, available, scheduled, temporary holds, and net available.
• Do not confuse negative inventory with inventory imbalances. An inventory imbalance represents a system level problem rather than an user error or an incorrect inventory balance. If you invoice inventory you do not have, your inventory is negative but not out of balance. Out of balance indicates the stock card and serial number or SKU screens do not agree.
• When checking the balance on a Stock Card Screen for a serial number, enter the item number, warehouse, and serial number on the Inventory Inquiry Screen. If the same serial number exists in multiple locations/bins, you may have to add multiple Serial Number Screen entries in order to properly calculate the totals that should match.

Accesses the Inventory Adjustments By Item program. This program is used to record adjustments in inventory balances by item number due to damage, write-offs, or cycle count variations.

Several customer begin the item descriptions of discontinued items with ZZ (i.e. ZZ DO NOT USE). This makes it easier to group them together and ensures these items are at the bottom of any alphabetical listing.

This option deletes these discontinued items.

For more information on deleting items from the system, click here.

This option runs a utility program that repairs the Stock Card view for all inventory records, based on the assumption that the Serial# screen is correct, but not the Stock Card.

This program will remove any serial#s that no longer have any stock card entries or balances. They are not needed.

Use this option to list or purge ITEM@1B-4B files. These files contain 25 months of statistical data for each item/warehouse combination. When these records are inactive (all zero), they can be purged.

Purging these files can increase item search speeds and eliminate unneeded data.

If the listing option is used, four reports are generated; one for each type of file (1B, 2B, 3B, and 4B).

For more information on deleting items from the system, click here.

This program:

• Enables an entire order to be picked up or shipped from a different warehouse than was originally entered.
• Changes the "Header Warehouse".
• Allows changes to Ship Via, FOB, and Truck Routes.
• Reworks all detail lines so that the appropriate transfers are created, and previously scheduled transfers are eliminated if no longer needed, or changed to the new warehouse.
• Checks that all lines on the order are at a status that indicates "not already being worked on in the warehouse" before the change is made.
• Adds order notepad entries for each change that is made.
• Updates all of the appropriate files for both IWMS and traditional warehouse systems.

Restrictions:

• Status L,X,A,S, 0-9, etc indicate lines that are already being worked on in the warehouse, and therefore can not be changed, since changing the header warehouse redirects the transfer of items.
• Can't change to or from warehouse DIR, or on POs or Acct# 00002 transfers.
• Can't change if an IWMS operator is assigned to any line on the order, in a task queue.

Making Changes

Enter the order number and password.

Press Enter to access information about the order. The input capable fields are at the bottom of the screen.

Make the necessary changes. If the Reset Tax if warehouse or ship-via changed field is activated, the taxes assessed on the order are recalculated based on the new warehouse or ship-via code.

This option cleans up the Mailing List File. It needs to run only if you have deleted a large number of mailing list records and would like to clear the deleted records thus freeing those numbers. This program will also re-number the records starting with number one. Re-numbering has no affect on any of the mailing list programs. Follow instructions carefully when running this option.

Enter and View Salesperson Assignment Changes/Future or Past and List/Process Future Salesperson

This function enables you to enter instructions for changing customer salesperson assignments on a given day. The Night Jobs will process these instructions and print a list of all changes that were made, plus others that will be made within the next two days. A new password (keyword "SLMN03") is required. This function also includes a search and inquiry ability, to see past and future changes. You can also force a listing andlor processing to occur during the day using option 506.

The Future Salesperson Assignments program has three screens.

The first screen requires you to enter the account number (or leave account number blank, in order to search and select customer accounts), and an "action code". The action codes are: "F" to add future salesperson assignment changes, or "H" to view previously processed (historical) changes.

When the "F" action code is used, the second screen appears. It enables you to key multiple salesperson changes for the selected account. The fields on the second screen are:

• "From" Salesperson: The salesperson number being changed. This is optional. Leaving it blank means "change it from whatever it is now". Even when this field is left blank, the program that processes and lists salesperson change will find and insert the "From" salesperson. After the change is processed, the history screen will show the "From" salesperson.
• ''To'' Salesperson: Enter the new salesperson number.
• Date: Enter the date on which the change should become effective. The Night Jobs on the night prior to this date will enact the change. You can only enter a date equal to today's date, or a future date.
• For Item Class: If this salesperson assignment is for a specific item class, enter it here. This entry implies that you do not have a "main" salesperson assigned in the main Billto File screen, and that you do use the Billto [F14] screen to assign salespeople by the item class andlor manufacturer. If you need to assign/change salesperson for more than one item class, simply key multiple entries, one for each item class. The program allows use of the [Roll Up/Roll Down] keys to enter as many salesperson changes per account as you need.
• For Manufacturer: If this salesperson assignment is for a specific manufacturer, enter it here. This entry implies that you do not have a "main" salesperson assigned on the main Billto File screen, and that you don not use the Billto [F 14] screen to asSlgt. salespeople by the item class andlor manufacturer.
• Authorization: Enter name of person authorizing this change, and/or short comments.

When the "H" action code is used, the third screen appears. This screen is an inquiry into past changes for the selected account. You may also press [F6] to search through past changes for all accounts.

The past changes only display a log of changes entered through this program. Changes entered directly to the Billto File are not recorded here. You may want to consider making all salesperson changes via this program.

This option is active only if you have contracted Kerridge's EDI department to provide a file to Dun and Bradstreet in their required formats. Although options may vary, this program is used to provide Dun and Bradstreet with credit and accounts receivable information about your customers. They, in turn, will provide you with services which you have contracted them to provide.

A file is produced and saved to tape with the following info. Any change from this format requires additional cost.

This option is no longer active. To get statistics reports (i.e., customer usage, activity) on your Decor 24 application, use the link: http://yourdomain/netdata/D24STATS.mbr/D24ACCTSTATS.CSV

After the http:// part of the link, enter the customer's box name that you want to run an activity report for.

This file maintains exemptions by customer, by state or province, with start and expiration dates. If this file is activated, tax exemptions for each order will be checked, based upon the customer account# and the state into which the material is being shipped, or the state assigned to the warehouse from which a will-call is made. If an exemption record is found for that account and state, and the current date is within the start/expiration date span of the exemption, then the order will be considered non-taxable (tax exempt).

It is HIGHLY recommended that you enter an End Date for each Tax Exemption; even for states that do not need an expiration date. for their tax exempt certificates. If no End Date is entered the Tax Exemption could be overlooked because of how the system processes and stores a blank End Date setting.

This option is used by Kerridge personnel to test for non-numeric data in numeric fields.

Data decimal errors are caused when the AS/400 senses non-numeric data in a numeric field, usually caused by non-initialized fields. Although programs can be instructed to automatically initialize these fields, it is often important to track the cause or origin of the non-numeric condition. With the increased use of EDI and system-to-system communities comes increased exposure to all types and conditions of data.

The Master File Update Log allows you to review who has updated various fields in the Billto, Item, Price, Product Line, Packaging, and Cost files.

The Log Of Master File Updates Inquiry allows you to list the log entries in many different sequences. You can enter into one or more of the "position to" fields in order to view specific entries. The program then automatically selects the best available access path and positions the log at that point. Columns are highlighted indicating the access path selected. Whenever a question mark (?) is displayed, you can enter a question mark (?) to see a list of valid values.

• File - The file the update affected. When F2 is pressed, the screen or field updated is displayed under the file name if this information is available.
• Record - The record which was updated within the file. This is always the key to the record, such as account number, item number and so on.
• Act(ion Code) - Add = Record was added, Upd = Record was updated, Del = Record was deleted
• Date - The date the update was made.
• Time - The time of day the update was made, in HH:MM military time format.
• User - The user who made the update.
• WS - The workstation the update was made from.
• Program - The program code of the program used to make the update.

The F2 Fold/Unfold function displays additional information, such as marketing programs, about the entries.

Associated Files

• System Wide Setting - Master File Update Log Options
• Purge Master File Updates Log File - ARC 20

This option allows you to set up an automatic or on-demand process for extracting item packaging information into a spreadsheet or database.

The extract converts the native unit of measure to every unit of measure that is in the packaging file for the item. This data can be used internally to data mine packaging conversions and other information.

Running the Extract

Automatically - The file can be rebuilt at any desired time frame such as nightly or weekly. Customers can accomplish this by adding to the WKRJOBSCDE that IBM supplies. Setup the job schedule entry to CALL PGM(DW5005C).

On Demand - The option, SYS 614 on the Special System Maintenance Functions.

The first screen in the on-demand process, via menu option SYS 614, is shown below.

Enter a "Y" to submit the job.

On the next screen press Enter to continue with the job submission.

When the extract is run either manually (via SYS 614) or automatically (via call WRKJOBSCDE) a database file named DW0005F is built.

The DW0005F database is accessed just as any other database file. The layout of the DW0005F file is:

This information can then be downloaded into a spreadsheet and manipulated as needed.

Inclusion of Data:

• File is populated with all the items packaging unit of measures as they relate to a single quantity of 1 of the native unit of measure.
• Include a record in the file for each item that is the weight conversion from native unit of mea­sure. The weight unit of measure is assumed to be 'LB'.

Exclusion of Data:

• If a packaging class does not have a defined weight or the weight does not relate back to native unit of measure return a weight of 99999.
• If the packaging class does not contain an entry relating to the native unit of measure then disre­gard that unit of measure from the results.
• If packaging class is not populated the record is excluded.

This option automatically indents the second line of the Item File's description, by three spaces, for ease of reading reports and search screens. The indentation is done only if:

• the item is not already indented
• the field has empty space at the end so that no characters are lost.

This option allows you to clear manifests or receipt numbers that should not be on the unvouchered receipts report. This feature is meant for those companies who reconcile the Receiving and Payables System. This program is extremely helpful when first starting to reconcile because you can clear old manifests or receipts that were not originally entered in the AP system.

This option enables you to reprint specific order numbers as transfer pick lists. This option should only be used if an original transfer pick list has been lost. You can specify a range of order numbers to be reprinted. It does not matter when the original transfer pick list first printed. This program also prints new transfers that have not yet been printed. Therefore, you should either use this program immediately after new transfers have been printed, or be aware that new transfers may print along with the specified order numbers.

There is also an option to Reprint Transfers from before Yesterday. This feature is designed for companies that print paper transfer pick list and sometimes need to reprint them.

The Conversion Check Utility Menu creates reports when converting to the Kerridge System. The programs on this menu analyze data and list questionable entries. Some items listed on the reports are not errors, but may be warnings that need to be analyzed on a case-by-case basis.

Each option on the Conversion Check Utility Menu is described below:

Run Check Against Item File

• Checks that items conform to coding conventions that are specific to the industry or manufacturer requirements.
• Lists any width over 200 (usually represents an input error).
• Lists any serialized items with widths. These may be rolled goods incorrectly coded.
• Runs all Item File units of measure through the factor conversion program to ensure they are all convertible to the native unit of measure. This check includes the pick, sales, supplier, and order entry units of measure.

Run Check for Special Units of Measure

• Checks units of measure for consistency. For example, the program looks for the use of both GA and GL, both of which relate to gallons. In this case, it suggests the use of GL for all references to gallons.
• First column is the "from" unit of measure in the Packaging File.
• Second column is the "to" unit of measure in the Packaging File.
• The item section shows all units of measure in the Item File.

Run Check Against Packaging File

• Checks for quantities over 10,000 in Packaging File (usually represents a data entry error).
• Checks for weight conversion.
• Checks for multiple weight conversions in a single packaging record, which can cause a problem with the factoring program.

Run Check Against Pre-Receipts File

• Checks for zero cost.
• Checks to determine if unit of measure in Pre-Receipts File is in Packaging File.
• The Pre-Receipts File is used for system conversions and EDI advanced ship notices. This option is therefore validating data with origins both within and without the system.

Checks for Invalid Quantities

• Checks for unusually large quantities on a single serial number or location record.

Checks for System Required Files

• Verifies that necessary files, tables, and system records have been established.

This file contains defaults for the Barcode Pool, thereby reducing keystrokes and saving time for warehouse personnel. This new enhancement allows you to control the shipping dates that appears on the screen, and to pick a default sort category. This feature allows options such as setting the cutting machine to default to the cut/ roll picking option and the tile/carton workstation to default to the areas sort option. These options are accessed without tabbing to the desired sort. If a warehouse is entered, it becomes the default. If left blank, the control panel warehouse is used.

The options available on this menu are:

List/Update Differences between Pool Ship Date and Order Ship Date

Prints a list and updates the pool with the shipping date from the related order header. This option re-synchronizes the pool and should only be used under special circumstances.

List Pool records which have previously printed

Lists pool records which are also in the Bar Code Label Audit File, meaning they have already printed at least once. These records should not be in the pool if they have already printed.

Pool print history inquiry

This option shows the Audit File which is updated each time a label prints.

Remove Pool records prior to a requested date

This program prompts for a ship date and removes any pool records prior to this date that have a closed or deleted order line. This program can clear old unused pool records for orders that are no longer open or that did not need or utilize the bar code labels.

List/Update pool record area and printer ID fields

Reads throughout the pool and updates the area and printer ID based on the most current data. This program should be run when changes are made to the area or locations files that you want reflected immediately in all pool file entries. For example, if you have moved certain locations to a new warehouse area, this program updates any existing pool records with those locations to the new area. The next time the pool is viewed by area, the new areas are reflected. Locations and areas are maintained using the Warehouse Menu.

This utility displays freight costs as they would be calculated on transfers that are considered international. It provides a way to quickly and easily check freight costs on international transfers before the receipt is actually entered.

The company# is for the "to" warehouse (customer that is placing the order).

If you do not enter a base Cost, the standard base cost from the cost file is used.

In the example shown below, Company 0 (VAN) is inquiring on the international transfer cost of item TAR USA5 002 from warehouse SEA. The landed cost before the transfer is $.10.

The landed cost of the item after the transfer will be $.130.

Accounting Considerations

The Inventory Summaries By G/L Acct (GL 112) is run as usual at the end of a month. The extended format of this report has been enhanced to include a new section entitled "Transfer IN/OUT".

For transfers, the additional freight at the destination warehouse is journaled to the GL account for "additional freight" in the Inventory To GL Interface file.

This program lists the breakdown of freight costs for international transfers to include duty, exchange rate and freight. It also creates actual entries to record the break down to offset the lump sum freight posting.

Enter a "Y" in the Create GL Journal Entries field to breakdown the additional freight cost into separate GL accounts.

A separate journal is created which reduces the GL account assigned to "additional freight" by the amount of duty, exchange, and supplier rebates incurred by the international transfers. The net effect is that the freight account, duty accounts, supplier rebate accounts, and exchange accounts are now adjusted for the international transfers.

The Freight GL account is pulled from the Intercompany Transfer GL Interface (ACT 121) if it is setup. If it is not setup, the freight information is pulled from the Inventory to G/L Interface File - ACT 103.

The GL accounts used for the duty, exchange, and supplier rebates come from the duty, exchange, and supplier rebate tables on the System-Wide Settings - Part 1 (Green Screen menu option SET 4) menu.

This setting lets you test the Aggregate Salesperson logic. After you have set up at least one aggregate salesperson (in the Salesperson File) and optionally set up the Salesperson Participation Table, you can use this option to test the logic.

Aggregate Salesperson logic is only applicable if you assign multiple salespeople to each customer account. If you assign only a single salesperson to each customer account, then you may only use aggregate salespeople as a category for the commission reports.

This option allows you to reverse the effect of an incorrectly posted cycle count. It reverses all of the cycle count adjustments made for a warehouse on a specified date.

Maintain the Phone Numbers File and its special options regarding auto fax and auto E-mail.

Supplier/Account Number - Enter a valid supplier number (three character alpha) or a valid account number (six character numeric).

Number Type - There are four number types: T - telephone number, F - fax number, I - Internet/email address, C -Customer Contacts (allows you to designate entries as "order contacts" for the account).

Area Code - Specify area codes except for number type I.

Phone#/Email - This is an alphanumeric field which accommodates different types of numbers. Do not insert spaces or punctuation in telephone or fax numbers. There are two ways to enter email addresses.

• When entering email names, 17 characters including the @ symbol can be entered on this line. If there are more than 17 characters, the additional char­acters can be entered on the Description/URL line.
• Or, as shown in the example above, you can enter email names up through the @ symbol and then enter the URL on the Description/URL field.

Description/URL - Optionally, you can enter a description of what the number represents. This field can also be used as an overflow if an email address does not fit on the Phone#/Email line.

Options - AF=Auto Fax, EM=E-Mail, PL=Price list (for Billto File) or Purchase Order (for Supplier File). AK=Order acknowledgement. IN=Invoice. Enter Y to indicate that this phone number or e-mail address is the preferred recipient.

Extra Digit - Enter L if this is a local number and you want the area code to be ignored. Enter 1 (or other applicable digit) if a prefix number should be dialed prior to the fax number.

Is used to check and list the spans of invoice numbers, order numbers, purchase order numbers and reference numbers that are in use and available for use. This allows you to schedule and plan for the purging and archiving of the order and invoice files.

Every night during Night Jobs, a verification program is run to see if reference numbers, orders, purchase orders or invoices need to be purged due to the system limit of one million each of reference numbers, order numbers and invoice numbers. The verification program lists any files which may require purging within the next month. This report should be checked daily depending on your transaction volume.

The List/Update Inventory Balances allows you to do real time inventory balancing by item number. This option allows you to run the equivalent of an IVAUD4 and an IVEDIT update for a single item. This process forces all related inventory files. (Serial number balances, SKU balances, item balances) to be synchronized with the detailed history of all transactions, as represented on the Stock Card Screen.

Select option 1 to run a report only, listing any imbalances, or option 2 to update any records that are found to be out of balance.

On the next screen, enter an item number. All serial numbers and all SKU records for that item are checked and optionally updated.

You have three options to run the report: 1) interactively and immediately, 2) load it on the main job queue, 3) or run the job as part of Night Jobs. Regardless of how or when the update is generated, a report is created that lists all inventory found to have imbalances. Often the imbalance is a small quantity, such as .01, due to rounding.

The leading causes of inventory system problems have been tracked over the past few years and the following conditions have emerged:

• Changing of the native unit of measure in the Price File after items have been active with the previous unit of measure. System administrators should make sure that the Price and Item Files are secure and that only trained personnel make these changes. All inventory and orders for the affected items should be temporarily eliminated before changes like these are made.
• Changing the price class of an active item to a price class with a different unit of measure. All inventory and open orders for the item should be temporarily eliminated before making such a change.

Allows you to change the effective and ending dates in the Customer Pricing Exception Screen (F9) for all customers. This function will not update any promos in the customer pricing exception screen. To update promos use option 413 - Mass Update Promo File Expiration Dates.

This program changes all Customer Pricing Exception dates that match your parameters. This program is designed primarily for pricing exceptions which have been coded to expire 12/31/99, but are really meant to continue perpetually. These should be changed to expire on 2/22/22.

You can use this program to:

• Hold vendor invoices from being paid
• Release held vendor invoices
• Update/correct certain information for open payables items such as invoice number, expense accounts, branches, and cost centers
• Record post manual checks issued against open payable items
• Void/Reverse checks
• Reverse open payable items

This program looks at all slab items in inventory, and recalculates all square footage based upon current piece sizes, and optionally updates the square footage when an imbalance is determined. This program can reverse the results of any slab adjustments that were made incorrectly by SF, instead of by re-sizing pieces.

This feature enables you to extract sales data from the Invoice History, Item, and Customer files. You can select the fields you want and output to CSV or XML files, thereby enabling you to import sales data into spreadsheets and other third party tools.

The results for the two formats will vary (i.e. some invoices might be on the .CSV report and not on the XML report). The .CSV version is tied into the ROLLS file whereas the XML version is not.

You can select to extract from the following files/fields:

• Invoice Header
• Invoice Detail
• Item File
• Customer File
• Pricing Method
• Price List#
• Pricing Promo#
• Rebate Promo#
• Fund Promo#
• and fields from the Inventory File

1. The Invoice Detail with Item File screen appears includes the basic extraction criteria. Once you have loaded the data into a spreadsheet or other program, you may further refine the data. You can press F11 to view and select from your previous data extractions, or you may enter a new set of parameters.



2. Choose either an Invoice# Range or an Invoice Date Range to run the data extraction for.
3. Enter a Company number. Select the Branch(es) and Salesperson(s) to include in the report. By leaving them all blank, all branches and salespeople on your system will be included on your report.
4. Choose whether you want the file to be extracted as comma separated values (CSV) or XML.
5. Assign the extracted information a file name in the Destination Filename field. Do not include a suffix on the file name.
6. Specify the folder and the path to it in Destination Folder.
7. The actual fields displayed on the report are listed under Fields Used During Extraction. To update or add fields, press F10. A field selection screen appears. Your data file can include fields from one or more of the files shown.
8. Select an area from which to add fields from (area is synonymous with a file or section of a file). The figure below displays the screen that appears if Inventory Fields is selected.



9. Select the fields you want to include in the Sales Extraction. The system extracts the information selected into either a .CSV spreadsheet, that can be opened with a spreadsheet program, or in an XML format that can be opened in various programs.

Also note, some fields may be included on your systems' selection screens that are not included on the sample screens in this chapter.

10. Follow this process to select fields for all the available areas. To select all the fields in an area press F9. If there are no fields selected for an area, the message NO fields selected appears next to the field.



11. Make your selections and press Enter to generate the report. The report is sent to the destination folder.
12. Since the following fields are essential keys that link the underlying files, they are always part of the extraction, regardless of the fields you selected.
• Company number
• Invoice number
• Branch
• Account number
• Salesperson number
• Item number

This trigger system was introduced in 2013 to facilitate real-time data gathering and reporting. The DESTRIGGER job was built to react to certain database changes, inserts, and/or updates and execute specific APIs based on the file that was altered.

Click here to open up a pdf file that helps explain how triggers work.

To manually stop and start the DESTRIGGER job, use these commands:

• ENDTRGJOB
• STRTRGJOB

How it works - An Example

Menu Option SYS 820 lets you apply your own custom triggers to the DESTRIGGER engine. You can apply trigger programs to gather data when an Insert. Update, or Delete action is performed.

Select a trigger to work with.

In the example shown below, whenever a record in the Item File is updated the system automatically starts program ITMUPDTRG.

This option looks for stray open inventory (OPENIV) records that do not have a serial number. It then creates an OPENIV record and sets the total to zero. This ensures no serial numbers are created for the stray OPENIV record. This can be the case when the serial numbers are OK, but the customer cannot use program IVAUD4 (option 312 - List/Update S/N Allocation Errors & Holds Not Removed on the special functions menu) because stray OPENIV records bring the serial numbers "back to life".

This option allows you to automatically import and/or update item information from a .csv spreadsheet or other file and perform a mass update on the item attributes file.

• Generate Report from Item IFS file with no updates/writes - This option acts as an inquiry. A report is generated that shows the differences between the item attributes already in the Kerridge software, and those from the IFS file.
• Write new records from an IFS file without updating old data - Acts as an add function. This option adds the affected item attributes (style number, style name, color name, and color number) if they are not currently defined for an established item. Any existing attributes will not be changed.
• Write new records from an IFS file and update old data - This option updates existing item attributes and adds any new attributes it encounters.

Enter an option and press Enter. The next screen to appear lets you enter the address where the update spreadsheet is located.

Enter the directory and press Enter.

The system accepts the directory and responds back with the following question.

If the spreadsheet has a heading (i.e., Distributor Item, Style Name, Style Name, Color Name, Color Number), enter a Y. If not, enter an N.

Press Enter. The system performs the function directed in step 4 (inquire about changes, update existing attributes, update existing attributes and add new ones).

A report is generated that shows which item attributes were changed and what the changes were.

The Warehouse Price List Cross Reference Table allows a price list to be dynamically changed based on the header warehouse. For example, if a customer normally assigned to a warehouse in New York (NYC) will pick up at Raleigh (RAL), this table can automatically change the price list to one that is associated with the RAL warehouse.

This table, and the concept of pricing by warehouse, is meant for businesses that do not assign a single price per product to each customer. Using this feature causes prices for customers to change based upon the header warehouse code of each order. This concept may be applied to some or all of your customers. For example, a national account could be assigned multiple prices for each of your products, depending upon the warehouse they pick up or get shipped from.

Before this file can be used, it must be activated via the System Wide Setting - Options for Pricing by Warehouse.

A sample Warehouse Price List Cross Reference Table is shown below.

Cust-Ware - This is the normal "default" warehouse for the customer.

Order-Entry-Ware - The warehouse assigned during order entry. This is the entry that is manually entered on the order header during order entry.

Cust-Prc-List# - The default price list for the customer warehouse (Cust-Ware).

New-Prc-List# - The new price list if the warehouse is changed on the Order Header. This setting relates to the Order Entry Ware setting.

Example

To see how the table automatically changes a price list, consider this example.

As shown in the order header below, a customer's normal warehouse operations are in Raleigh and use price list A1.

If this customer wants to schedule a pick-up at a warehouse in New York, when the warehouse on the order header is changed the Price list also changes to reflect the settings in the Warehouse Price List Cross Reference Table. In this case, the price list automatically is changed to LP.

The price list number is only changed when:

• the header warehouse on the order is different from the default warehouse in the customer's Billto File record,
• and a matching entry is found in the Warehouse Price List Cross Reference table.

The price list is not changed if there is pricing on the F9 - Pricing Exceptions or F14 - Additional Codes screens in the Billto file.

In some states, the "will call" tax rates are dependant on the business address of the customer as well as on the business address of the warehouse servicing the customer. This means that different customers who "will call" (pick up goods) at the same warehouse may be charged different tax rates. It also means that the same customer can be charged different tax rates if that customer "will calls" from different warehouses of the same business and those warehouses are in different areas in terms of taxation.

This option creates a table that automates the taxation of "will calls" in such states. The Warehouse Will Call Tax Table automatically adjusts the tax codes on an order, based upon the business address of the customer as well as the business address of the will call warehouse.

Before the Will Call Tax Table can be used, it has to be activated via the system wide setting Options for Taxes On Will Call Orders.

Note: Blank fields are ignored during Order Entry.

Listed below are some examples of how this table works:

• The first entry in the table above reads as follows: If the Will Call Warehouse is CHA (Charlotte), and the customer's state tax code is NC, then keep the state tax code as NC and make the Other tax (in this case it is a Charlotte city tax) N3.
• The fourth entry reads as follows: If the Will Call Warehouse is RAL (Raleigh), and the customer's state tax code is VA, change the state tax code to NC and the Other tax code to N1 for Wake county.

The fields on this screen are described below.

Will-Call-Ware - This is the warehouse where the material is going to be picked up. This warehouse relates to the header warehouse of an order. This table is used only if the Will Call tax Table is activated in the System Wide Settings. If the Will Call Tax Table is not activated, then the system checks for will-call tax rates in the Warehouse File

If Customer Tax Code is Type (S/O) Code - This information reflects the current tax type (S= State Tax and O=Other Tax) and tax code of the customer. The O tax code can apply to any type of tax that isn't a state tax (i.e., county or city tax). This information is found in the Billto file.

When a will call (customer pickup) order is entered, the Order Entry program checks for this tax type and Tax code and if it is entered into the Will Call Tax Table it is automatically converted to the values shown in the "Then Use" columns.

Then Use Tax Code(s): State Other - These are the codes that are used to assess taxes on will call customers. When an order is processed for a will call customer, the order entry program accesses the Will Call Tax Table and changes any applicable tax codes to the ones in this column.

This option allows you to delete old or unwanted quotes from your system. You can delete quotes based on several parameters such as quote numbers, dates, departments, or cost center.

Delete Quotes from Quote/Job# - Enter a range of quote numbers to delete. If you only want to delete one enter its number in both fields.

Delete Quotes created from - Enter a date range in MMDDYY format. Any quotes that fall within the entered date range are deleted. This is the only mandatory field on the screen.

Limit deletion to the following Cost Centers- Enter the cost center codes you want to delete quotes for. If you enter cost center codes, only quotes related to those cost center codes are purged. If you leave the field blank, all cost centers are considered. Enter a ? in this field to display a listing of all available cost centers.

Limit deletion to the following Departments - Enter the department codes you want to delete quotes for. If you enter department codes, only quotes related to those departments are purged. If you leave the field blank, all departments are considered. Enter a ? in this field to display a listing of all available departments.

Delete Open Quotes Too - Flagging this field to Y directs the system to delete any open quotes that fall within the parameters set. The default is N.

Update File or Test Only - Running this utility in test mode produces the same report as if you actually updated the file. This enables you to review the information that will be purged. Running a test (T) is the default. Running an update purges the quotes contained within the parameters. A report is generated detailing the quotes that were deleted.

After entering the purging parameters, press Enter then F7 to produce a Purge Report. If you entered a U in the Update File or Test Only? field, the quotes are purged from the system.

It is recommended that this report be run in "T" test mode before attempting to update the file. This enables you to review the report and make any needed adjustments to your selection parameters. Once all selection parameters are correct and you are satisfied with the results, continue the purge process in "U" update mode.

This table lets you establish tax rates for zip codes. When an order is overridden in order entry, the system can use this table to automatically calculate the taxes based on the order's final destination.

The Tax by Zip Codes Table is activated via the System Wide Setting - Options for Taxing Based Upon Shipto Address.

• From Zip Code / To Zip Code - Enter the zip code(s) that is going to be affected by these tax settings. To have the settings apply to only one zip code enter it into both the From and To fields. If an area has more than one zip code, enter the zip code range.
• State Tax-Cd - The state the tax is based on.
• Other Tax-Cd - Use this field to assign taxes other than state or county such as a city tax.
• State / County - The state and county that applies to these tax settings. Entering the state is important because it defines where the county is located. For example, there is a Mecklenberg county in NC and VA.
• City - The city the zip code(s) relates to.

The I-Inquire and U-Update options bring up the same screen. The update screen is shown below.

In this example, the following entries were made:

• The Town of Cary has two zip codes so both are entered.
• The state of North Carolina's tax rates will be used
• The code N1 in the Other Tax-Cd field signifies that the Town of Cary imposes a tax. Other miscellaneous taxes could be entered here.
• The Town of Cary is located in Wake county. The County# 101 ensures Wake county is ref­erenced on the order.
• The entry you make in the City field is the one that displays on the Tax by Zip Code Table. This entry does not apply any taxes; it is for information and organization purposes.

The screen also displays all the taxes charged to this zip code. In this case, a city tax, county tax, and state tax are applied.

Function Keys

• To access the Tax File press F9. The Tax File determines how you are charging taxes. Within the Tax File you can create, update or inquire on two types of tax records: the first one is either "S" or "O." The S stands for State Tax, the O stands for Other Tax, which can be county, city, parish, province, etc. The other record, made up of two characters, represents a specific tax code. For example, entering NC as a state code represents the North Carolina State Sales Tax. You can assign the two-character state code or other code. If you are only assigning the other code, then make sure it is a cumulative percent of the state, county and city taxes.
• Press F10 to access the County File. The County File enables you to define the taxes for each county used in the system.

Effects on other parts of the system

• Order Change - Anytime a tax code is changed an automatic notepad entry is made.

This utility allows you to rank your item numbers. It provides a better management tool and saves manual entry time in updating Item File to user's discretion.

For example, you can rank your items from the best sellers to the worst sellers and then make decisions based on that information.

The first screen in this process lets you select items to rank. For example, if you only wanted to rank items from one manufacturer, enter that manufacturer's code in the MFGR field.

To include all items, leave all the fields blank.

Press Enter and then F7 to proceed to the next screen. This screen lets you narrow the ranking to certain warehouses.

Enter an X in the appropriate Opt column to include the warehouse in the report.

Press Enter then F7 to proceed to the next screen. The top part of the screen allows you to choose the statistic you want to base your rankings on. The bottom part of the screen lets you choose a time period to base the ranking on.

Make the necessary selections and press Enter.

If you choose a ranking option that ranks by a dollar amount (Gross Sales $, Gross Profit $, Average Order $, Turns $), the Ranking by Dollar screen appears. This screen allows you to enter a from and to dollar amount range and the corresponding ABC rating code they would like to enter in the item rating.

Notes about this screen:

• Enter the dollar amounts from lowest to highest
• The dollar amount is rounded to nearest whole dollar with 10 digits limit.
• You can enter negative dollar to positive dollars.
• Enter only whole dollars. The lowest number allowed is $9,999,999,999- and highest number allowed is $9,999,999,999.

As an example, consider the following entries:

• Items to be ranked as D items will fall in between the 1 to 4999 dollar range
• Items to be ranked as C items fall in between the 5000 and 9999 dollar range.
• Items to be ranked as B items fall in between the 10,000 and 19999 dollar amounts.
• Items ranked as A items are over the 20,000 dollar amount.

If one of the options that ranks items by percentages is selected, the screen shown below appears.

Notes about the Ranking By Percentages Screen

• This screen uses the same functionality as the Ranking by Dollar Screen described above.
• allows you to enter percentages to include two digits after decimal (000.00%).
• uses a percentage range from -999.99% to 999.99%.

If you choose one of the options that ranks items by quantity, the same screen that is used for ranking by dollars appears. If you have already entered information into the screen previously, that data is displayed. Review it for accuracy.

After selecting your ranking criteria, press Enter and then F7. A series of screens allow you to make the following selections/decisions:

• Include or omit consignment items. Consignment items are identified in the Product Line File. These are items that you don't own, but are selling for a manufacturer or supplier.
• Decide if you want to run the report for all the items in your inventory, or only stocked items, or non-stock items only.
• Include or exclude discontinued items.
• Designate up to five ABC rating codes that will not be affected by the utility. These codes will not be updated. For example, if you have ABC rating codes such as N=New and S=Support and Trim then you may not want these codes updated based on ranking by sales, etc.

The last screen in the process asks if you want to update the item master with the results. If you enter a Y the system automatically updates the item master of any items within the ranges and parameters you set. Entering an N, directs the system to produce a report but no changes are made. The report generated can be used to see what items are affected by your entries.

Regardless if you enter a Y or an N a reports is created. The top part shows your parameter settings and the bottom area shows the parts that were affected.

This program displays the breakdown of taxable versus non-taxable amounts on an invoice. The taxable and non-taxable amounts are shown as originally calculated. This keeps the historical information accurate and not based on tax rates, which may have changed since the invoice was generated.

Enter the invoice that you want to display the historical tax information for and press Enter.

• This first part of the screen shows the tax codes applicable to the invoice and system related settings for charging tax. These fields are the tax codes assigned to the invoice, but do not necessarily represent the description or settings that were in the Tax file at the time the invoice was generated. They are simply the values currently in the Tax file.
• Press F9 to access the Tax File. Use this file to update or edit the tax codes. These changes do not effect invoices that are already created.
• The second part of the screen breaks down the taxable and non-taxable charges pertaining to this invoice, regardless of current tax rates.

The screen below describes the tax breakdown for this invoice.

This table, accessed via menu option FIL 44, controls a pop-up window that appears within the Order Entry and Order Change programs. It allows you to view and assign freight charges based on the following parameters:

• the type of shipping service, such as air, sea, or ground
• the carrier, such as UPS and FEDEX
• the zip code of the warehouse that is shipping the material
• The zip code where the material is being shipped to

The Special System Maintenance Program Shipping Charges by Zip - Import - SYS 919 allows you to import an Excel spreadsheet containing shipping charges information directly into the Shipping Charges By Zip Cd Table. Most freight companies will supply you with rates as a spreadsheet. Although each freight company will have its own format, you can cut and paste the columns and rows that you need from each freight company into the Kerridge-supplied spreadsheet format.

When the rates appear in order entry or order change, you can use the information to inform a customer of shipping costs or changes in shipping costs. When a rate is selected, the charge appears as a line on the order. You can control the markup of these charges, so that a margin is made on the freight.

• Limit Fields - Use these parameters to bypass any records that do not match the limit values. For example, you could limit the table to display records pertaining to a particular ship via or warehouse. If you leave these fields blank, all the shipping rates display.
• Opt - Use this field to Copy (C) Delete (D), Inquire on (I) or Update (U) records.
• Ship Via - Enter a two character ship via code if you want to position to shipping charge records for that ship via code. To access a listing of the available codes, enter a "?" in the field and press Enter.
• Service - This field lets you expound upon the ship via code. For example, if the ship via code is UP for UPS, you can use this field to differentiate between UPS ground and UPS air or UPS 2-Day and UPS 3-Day.
• From Whse - The warehouse where the product is being shipped from.
• Zip Code Span - Enter the applicable zip codes that products are being shipped to. Any zip codes within the range entered will display the established shipping rates. Zip codes can be entered to include the sort route code (e.g. 27513-0001). For our Canadian and Australian customers, the zip span can be alphanumeric, and can accommodate postal codes.
• LB - Use this field when shipping charges are based on a rate per pound. Enter the shipping rate per pound in the Price field. The system automatically calculates the shipping price and cost based on the weight of the order. The Cost line, under the Price line, is your cost for these freight charges. Your price field can be set higher than your cost, indicating that you are marking up the real cost.
• Unit - Use this field to base the shipping charges on units of measure. The applicable units of measure are SY, SF or M2. The system multiplies units by the rate you enter here to calculate the rate charge. The Cost line, under the Price line, is your cost for these freight charges. Because these rates are general in nature (not linked to specific items), when used automatically they are only applied to items in SF, SY, or M2. When creating rates by units, use the service and/or comments fields to describe what they apply to. For example, if you have a special carrier rate for carpet of $.50 per SY, then you could title the service "GROUND/SY" and include a comment such as "For Carpet Only".
• Dollar - This field calculates the shipping charge as a percentage of the order amount. For example, if you entered .0200, the freight charge would be 2% of the order amount. The Cost line, under the Price line, is your cost for these freight charges.
• Fixed Dollar - This field allows you to establish a fixed freight rate. Use Fixed Dollar rates for special services that have a flat rate, not related to weight, units, or price of order. For example, you might have a fixed rate to "ship a display rack". You may also use the Fixed Dollar field in addition to the other rate fields in order to establish a minimum rate.
• GL Acct# and Cost Center - The GL Acct# and Cost Center are inserted into any miscellaneous line items that are created by selecting a rate.
• Comment - You can use this field to clarify an entry. For example, the comment could be "For Rugs Only", "Main rate from NYC", "Carpet by SY", etc.

The parameters that establish the freight costs, LB, Unit, Dollar, or Fixed Dollar, do not have to be mutually exclusive. For example, the shipping rate could be based on two parameters such as $.25 per pound and $10.00 fixed cost. Whenever more than one type of rate is entered into a single record, they are added together. For example, if a single record contained $.25 per pound plus a fixed dollar rate of $10.00, then the shipping charge is calculated as $10.00 plus $.25 per pound.

Example Table 1

Consider the following table.

In this example, the AA ground rate is $.50 per LB. The AA air rate is $.25 per SF, and the ABC 3-day shipping rate is $.10 per dollar of the order.

If the order has the following conditions:

• total weight = 900 LBs
• total SF = 200 LBs
• total price = $8,000

If you extend the rates, the user has the following choices:

• AA Ground = $450.00 (900 LB x .50 per LB)
• AA Air = $50.00 (200 SF x .25 per SF)
• AA 3-Day = $800.00 ($8000.00 x .10)
• AA 8-Day is a fixed charge of $150.00 regardless of weight, value, etc.
• AA 27-Day is a combination of weight + fixed (900 LB x .50 per LB plus $15.00)

Example Table 2 - Minimum Charge plus Charge per Pound

This table entry is typical of many standard carriers such as UPS. The cost of the shipping charge is a fixed minimum amount of $2.40, plus an additional $.28 per pound. This table is marking up the UPS cost, so that the customer is charged $9.00 plus $.47 per pound.

Example Table 3 Filtered By Weight

If the Shipping Charges by Zip Code Table has from and to weight limits assigned, as shown below, the Shipping Charges by Zip/Postal Code Inquiry is filtered by weight.

These fields interact with the Shipping Charges by Zip/Postal Code Inquiry (CUS 20), by limiting the shipping services shown to only those that fall within the weight limits.

For example, a Total Weight of 4,000 lbs. falls between the weight limits of 3,000 and 6,000 lbs. set on the Shipping Charges By Zip Code Maintenance screen for service AA Ground RAL.

Shipping service AA Ground RAL appears as an option on the inquiry.

Changing the weight to under 3,000 lbs or over 6,000 lbs removes AA Ground RAL from the shipping charge inquiry.

This option allows you to quickly and easily check and compare freight costs. There are several parameters that you can use to check shipping charges. You can also limit the inquiry to specific parameters such as a particular freight company.

The first three fields, Total Weight, Total Units, and Total Dollars are the fields that the shipping rates are based upon. Use them separately or in combination to get a shipping quote.

The last four fields, Ship Via, Service, From Warehouse, and Zip/Postal Code are "limit to" fields. Use these fields to narrow your inquiry down as needed. For example, if you enter warehouse RAL in the From Warehouse field only shipping charges that originate from the RAL warehouse will display.

• Total Weight / Total Units / Total Dollars - Make entries as needed to base your shipping charges inquiry on. Enter the total weight of the order, or the total number of units, or the total price of the order. You can make an entry into one of these fields or all three if needed. If used in combination, the system displays shipping costs for any or all three, depending on your selection. You can then select the most cost effective shipping method.
• Ship Via - Ship via codes represent the method of shipping for the order. Some examples are: UP - UPS, CC - Common Carrier, FE - FedEx.
• Use this field to limit the inquiry to one Ship Via code. If left blank, all Ship Via codes are considered.
• Service - This further defines the method of shipping. For example, for UPS there could be several different services, air, ground, 2-day, etc. Use this field to further narrow your inquiry. For example, if you are providing a shipping quote for a customer who requests AIR, you can insert AIR into this field and only those shipping charges that apply to that service will display.
• From Warehouse - The warehouse that will be shipping the items.
• Zip/Postal Code - The zip code where the items are being shipped.

1. Make entries as needed. In the following figure, we are requesting to see the shipping charges available for items being sent from the RAL warehouse to zip code 27513. We want to see rates that are calculated based on weight, units, and/or dollar value. We do not want to limit the inquiry by ship via or service so those fields are left blank.



2. Press Enter to display the results.



3. To see how the system calculated the shipping charges, enter an I into an Opt field and press Enter. The following screen shows an inquiry into the AAA Carrier Everyday Ground service.



4. The top portion of the screen reflects the parameters for this shipping service. Notice that zip codes are calculated from a range. In this case, the range is 20100 to 29999; and our zip code of 27513 falls into this range. This range can accommodate postal codes as well as zip codes.

The middle portion of the screen contains the actual calculations based on lbs., units, and dollars. In this example, shipping costs are based on the weight of the shipment (1000 lbs.). Shipping costs are calculated at $.25 (your price per pound for shipping items). This comes out to $250.00 for shipping costs based on 1,000 pounds being shipped.

5. Note: The Cost field contains your costs for shipping. Cost figures are not included in the shipping inquiry.
6. In this example, an additional $5 is being charged as a minimum charge regardless of weight or units. Therefore, the total price to your customer is 250.00 + 5.00 = 255.00. Your cost is 250 + 4.00 = 254.00, because your cost per pound is .25 with a minimum fixed cost of 4.00.
7. Some of the services can be set-up to calculate shipping charges for multiple parameters (weight, units, and/or cost of order). The following screen presents such an example.



8. Normally only one or two of the four columns is used.

If there is more than one parameter calculated, all the calculations are totaled. In this example, a $1 fixed charge plus the three other totals reflect the sum (438.50) of all the charges.

9. The bottom portion of the screen contains accounting information and a comment line. The GL Account and Cost Center entries direct the system where to post these shipping charges. These features allow the system to consolidate similar shipping charges into one GL entry for end of month posting.
10. Use the Comments field to include helpful information about the shipping option.

Note: The GL Account, Cost Center, and Comments information is established when the Shipping Charges By Zip Cd Table - SYS 910 is built.

This option enables you to maintain your customer-specific item numbers and descriptions in an Excel file (.CSV spreadsheet format), and then to use that file to upload to and update the Customer Item file.

When building the spreadsheet that is going to be imported, it has to be built to an exact format. It must include the following columns in the following order.

• Column 1 - Customer Record Type - A=Account#, or C=Chain - 1 character allowed
• Column 2 - If column 1 is customer account number - 6 digit account number
  • If column 1 is customer chain code - 3 character chain code
• Column 3 - Item Number - 16 characters (3-char Mfgr Code + up to 13 additional characters)
• Column 4 - Customer's Item Number - Max of 20 characters
• Column 5 - Customer's Item Description 1 - max of 30 characters (this information is optional)
• Column 6 - Customer's Item Description 2 - max of 30 characters (this information is optional)

When the report is run, any of the columns that exceed the maximum amount of characters are noted. The fields in the .CSV spreadsheet cannot contain any commas. Commas are picked up by the file parser as a field separator.

An example spreadsheet is shown below.

The first row, in this example contains the headings, which are not imported.

Using an Excel spreadsheet to upload item information

1. This option is accessed on the Special System Maintenance Functions Menu (SYS) option 912 - Import Customer Itm X-Ref Table. The first screen in the process asks for the location of the spreadsheet file.
2. Enter the file location. If you are not sure of the location, use F9=Prompt IFS to drill down to where the file is located and to automatically insert the path into the File Location field.
3. The Mode field lets you determine whether you want to only run an edit report (T) or to actually update the Customer Preferences File (U). In either case, an edit list is created that lists the records, and any error conditions encountered.
4. After entering the File Location and Mode, press Enter. If the update option is selected, the following happens:
• If a match is found (same record type, same account or chain, and same item number), then the other fields in the Customer Item File are replaced by corresponding fields from the spreadsheet file.
• If a match is not found, then it is considered a new record, and it is added to the Customer Item File.
• Records with ANY errors are NOT updated or added.

Note: Records are never deleted using this process. To delete records, the user must still use the Customer Preferences File F13 screen.

5. When the program is finished processing the information, the message Edit Completed. Please see report for details appears.
6. An audit report is automatically generated and placed into your spool file. This report shows you the files that were updated, if you were in Update mode, and any problems that occurred.
7. Notice in the first example report, the blank account number in the last entry is not valid. This record cannot be added to the Customer Item File until the account number is corrected. Another entry has descriptions that are to long. All the other records have been updated.

At the bottom of the report is a summary that displays the number of records added, how many records had errors, and the total amount processed (which should be the total of the records added and records in error).

This utility removes the inventory transaction history, item SKU, and ROLLS (serial number) records for inactive items within a specific warehouse. This can help clear "clutter" out of your system.

The item is not removed from the Item File (FIL 2).

This removal option is designed primarily for items that have been long discontinued, or warehouses that have been closed. Also refer to option ARC 11, for archiving as well as purging inventory history.

Inactive items are defined as:

• Item has a past date entered in the Date Discontinued field in the Item file. For example, if today is May 22 and the date entered is May 21 the item is considered inactive.
• The Date Discontinued must be a PAST date. Items with FUTURE dates will not be removed.
• There can be no open balance in the Item SKU file (OnHand or Net Available).
• The following fields are zero on the Inventory Status screen of the SKU File:
  • Begin Of Year Onhand
  • Received Yr-To-Dt
  • Shipped Yr-To-Dt
  • Manufactured Yr-To-Dt

Notes about the Remove Inventory and SKU Records for Inactive SKU screen:

• The Mfgr, Color, and Pattern fields comprise a part number. You must enter an item number that the system recognizes. For example, if you enter only the Mfgr portion of the item number, the message Invalid Item# Entered appears at the bottom of the screen.
• Test mode only generates a report detailing exactly which items you have designated to have their inventory transaction history removed.
• The Update mode deletes the entered item's transaction history from your system. An edit report is also generated. A password is required for updating (option U).

Use Option RIV 1 - Print Audit Trail For An Item to ensure an item has been deleted.

This function allows you to test your back order fills. It fills the back orders based on your settings, but does not actually post the receipts. This allows you to review the back order reports and then use INB 4 - Fill Back Orders to proceed or make changes as needed.

• It uses a screen that is nearly identical to the INB 5 Post Receipts screen.

• Enter at a specific warehouse or the whole company to run the posting for.
• If the warehouse setting is set to require a manifest number when posting receipts, the user must enter a WARE + MANIFEST#, RECEIPT#, PO# or EDI#.
• You must enter one the following: manifest number, receipt number, EDI number, manufacturer, or purchase order number.
• If you choose to post by receipt, you can post a span of line numbers instead of the whole receipt. Enter the receipt number in the Enter A Rcpt# Span Or Leave Blank To Include All field then enter the line numbers in the Enter A Line# Span Or Leave Blank To Include All field.
• After entering the necessary information, press F7 and then Enter to continue. An Automatic Back Order Fill Report is generated and held on the spool file. You can use this report to review the filled back orders and if needed make corrections to your automatic back order fill process.

This program lists and/or purges any serial numbers that do not have corresponding item numbers. Stray serial numbers can occur if the item goes to zero inventory (in total) and then the item is purged by the item purge program. If the item had any serial or roll records out of balance, then some strays could be left.

To view a history of the users that used this option to remove stray serial numbers, use option 3 - Work w/ User Menu Option History on the Performance Options (MNU). The menu option history log contains the last 100 options accessed by each user, showing the date and time accessed.

On the screen that appears, enter a 1 to generate a report only. Enter a 2 to run the report and purge the rolls. If the report were run in production mode (2), the system would identify these rolls or serial numbers as having been purged out of the system.

This option performs the following:

• Gets rid of old transaction history that can cause phantom serial numbers to appear if a regular Inventory Balance Update (SYS 806) is run. This option "plugs" the transaction history so that it totals to zero - which keeps a phantom serial# from being created with date 080888.
• Removes any stray allocations or holds (still on stock card, but the corresponding order, PO, or hold was cancelled or purged).
• Rebalances transactions to serial numbers (the usual Inventory Balance Update (IVAUD4) process).
• Looks for and cleans up any "stray" serial numbers. Stray serial number records no longer have any related stock card history records. They are usually caused when a session is dropped as a hold is being created. This creates a hold for the serial number, but no inventory record.

When this option is selected you are presented with two options that look for inventory imbalances.

• Option 1 (Inventory Edit) just lists all the potential problems
• Option 2 (Inventory Update) actually fixes the inventory imbalances.

Next, you are prompted to run the inventory clean-up for one item or multiple items.

Single Item

If you are running it for a single item, simply enter the item number.

Next, select when you want to run the report/job.

• Running the Job Interactively processes the job immediately from the user's screen.
• You can run the Job on a JOBQ, immediately, or you can run the job as part of night jobs.

Multiple Items

If you are performing the inventory clean-up for several items, you can check all the items from a manufacturer or items in a specific product line. The application shows the number of unique jobs (items) that will be loaded and run.

The results of a multiple item inventory clean-up are sent to job queue IVAUD4J where they can be held or released. Each item corresponds to a job in the job queue. The jobs are identified in this job queue with an "M"anufacturer or "P"roduct line.

It is highly recommended that inventory clean-ups for large groups of items be done after working hours.

This option lets you list and/or delete stray inventory records by manufacturer. It allows you to run the equivalent of an inventory audit and inventory update for all items for a specific manufacturer. This option compares open inventory transactions (from the stock card screen) to figures in related files.

Stray inventory records are:

• open order or PO records on the stock card screen, without a corresponding open order or PO in the order file.
• open hold records on the stock card screen, without a corresponding hold in the unprocessed orders file.

Stray inventory records can occur when one of the following happens:

• Interrupted Job - For example, the operator cancels the job while it was in the middle of an inventory update.
• Unanticipated User Action - User performs a task using a combination of features or functions not supported, yet not prevented.
• Program Error - All programs that update the inventory system must follow the inventory balancing rules.
• Data Setup and File Maintenance Issues - Some system-allowed file setup options (i.e., changes to units of measure of active items and Use of the order entry U/M field) can lead to inventory imbalances. These options are discouraged but they are documented and allowed due to requirements of certain users. The pros and cons of these features should be considered before activating.
• Third-Party Software or Direct Database Updates - The use of any third-party software (anything other than the standard unmodified Kerridge programs) to update any inventory data files nullifies the ability to track inventory imbalances or other inventory issues. The introduction of any "non-standard update" should be completely avoided. This includes using any query tools, SQL, etc, to update any inventory-related data on your system.

When this option is selected, you are presented with the following options:

• Option 1 - to List Stray C, P, and H records in OPENIV - This option runs. a report only, listing any imbalances
• Option 2 - to List & Remove Stray C, P, and H records in OPENIV - updates. any records that are found to be out of balance.

An example report is shown below. If an update (option 2) was run, the No Updates comment in the top left-hand corner would be changed to Updated, and the message at the bottom would be 12 stray records deleted.

The report lists the stray records, and shows if the corresponding record in the order files was not found, or was found but was no longer open.

This option provides a snapshot of important statistics about a specific product line. You can limit the information displayed by warehouse, item class 1, or number of months.

You must enter a Company number, a product line code (which consists of a manufacturer and a product line), and the number of months to consider (the default is 4).

Use the warehouse and item class fields to narrow your report as needed.

This option allows you to import an Excel spreadsheet containing shipping charges information directly into the Shipping Charges By Zip Cd Table (FIL 44). Most freight companies will supply you with rates as a spreadsheet. Although each freight company will have its own format, you can cut and paste the columns and rows that you need from each freight company into the Kerridge-supplied spreadsheet format.

Set-up

Importing Information from an Excel Spreadsheet into the Shipping Charges By Zip Code Table

Set-up

Downloading the Excel template to your PC

Building the Spreadsheet

Creating a Shortcut to The IFS folder where the Excel Spreadsheets are stored

Moving a spreadsheet from the PC back to the IFS

Downloading the Excel template to your PC

When this option is distributed, an Excel template file is placed on your IFS. The IFS (integrated file system) is a part of the iSERIES storage system that supports PC files. It is essentially a file server that stores and shares files between a PC and an iSERIES computer.

Find the IFS Directory path to the Excel template. If you don't know it, contact your system administrator. An example directory is: home/Kerridge/import/ShippingRatesByZip/Template.

You should copy this template to your PC. You can do this through the following steps:

• Right click on the Start button in the lower left-hand corner of the screen.
• Select Explore.
• Find your IFS directory and drill down through the folders to get to the template. The Excel template file should appear in the right hand portion of the window.
• From here, you can simply drag and drop it onto your desktop and then move it as needed.

Building the Spreadsheet

Once you have the template downloaded to your PC, you can use it to build your shipping data spreadsheets.

When you enter data onto the spreadsheet, save it using the SAVE AS option and not the Save option. Saving the template with data entered can corrupt it, and a clean template is necessary to import information.

When you are in the Kerridge-supplied spreadsheet, you can click any of the cells to see the form in which the data should be entered.

Troubleshooting Tips:

• If you are having trouble with information not importing correctly, ensure the spreadsheet fields are using the correct alignment and formatting. The first five "key" fields (Ship Via, Service, Warehouse, FromZip, and ToZip are all left-justified and alpha-numeric.
• Cutting and pasting information into the spreadsheet, can change the formatting of the cells.

Creating a Shortcut to The IFS folder where the Excel Spreadsheets are stored

Create a short cut on your PC for easy access to the IFS directory/folder. This IFS directory/folder is where option SYS 919 is going to look for the spreadsheets to import.

1. Right click on your PC desktop.

2. Select New and then Shortcut.

3. Enter the location for the IFS directory where the Shipping Charge spreadsheets are stored.

4. Press Next to name the shortcut and place the shortcut's icon on your desktop.

Moving a spreadsheet from the PC back to the IFS

After shipping charges have been added to the spreadsheet, it needs to be moved back to the IFS. Simply click the shortcut icon created in the steps above and move or copy the spreadsheet into the folder that appears.

Importing Information from an Excel Spreadsheet into the Shipping Charges By Zip Code Table

1. On the Special System Maintenance Functions Menu (SYS), select option 919 - Shipping Charges by Zip - Import. An IFS Lookup Screen appears; defaulted to the directory where the spreadsheets are stored.



2. Select a spreadsheet to import and press Enter.
3. The system automatically imports the data into the Shipping Charges By Zip Cd Table. A Shipping Rate Upload Edit report is also created and placed in the Spool File. This report shows the shipping rates that were successfully imported into the Shipping Charges By Zip Cd Table. It also displays those shipping rates that were not imported and the reasons why. This allows you to go back into the spreadsheet and make the necessary corrections.



4. When spreadsheets are imported, any exact matches are overridden and the new rates supersede the previous rates. The system uses the following five fields as the keys to determining if an imported shipping rate is an exact match for an existing one:
   • • Ship Via
   • • Service
   • • From Whse
   • • From Zip Code
   • • To Zip Code
5. If all these fields match an entry already in the table, the existing entry is overridden to include the information included in the new/imported shipping rate record.
6. If any of these five key fields differ (i.e. the ship via might be different or the zip code range might be one digit off), a new shipping rate is inserted into the table. An example Shipping Charges by Zip Code table is shown below.



For information on how to build and maintain this table, refer to Shipping Charges By Zip Cd Table - SYS 910.

7. Old or unused shipping rates, may be manually deleted by entering a D in the Opt column.
8. Each of your freight suppliers has their own format for their rates, which can be changed at any time. Therefore, you may sometimes need to delete old rates, due to a change in the structure of their tables.

This option allows you to mass update the special instructions entered via the F12 key in the Item, Manufacturer, and Product Line Files.

The process for adding and deleting instructions is essentially the same. Keep in mind, that when you are deleting a message/instruction your entry has to match the existing message exactly. That includes capitalization and print settings.

Press Enter to proceed to the next screen which allows you to set inclusion parameters. You can make the update very broad (i.e. by entering just a Manufacturer and leaving all the other fields blank) or very narrow by entering information in several of the fields.

The entries on the following screen will affect all item class 1 items identified as WT (wall tile) for the manufacturer SAI.

Press Enter to access the messaging screen. In the example shown below, two instructions are being mass applied.

Enter a Main type and an optional Sub Type. The Sub Type codes are user defined. One possible use of a Sub type code could be to identify the language in which the instructions are written, or can have user defined meanings. These codes can also be used to store a URL for web-pages related to an item. When the product knowledge screen is displayed in Order Entry, Order Change, Inventory Inquiry, or via the Decor 24 application (on a web-connected PC), the URL may be clicked to open the web page.

Choose the documents you want to have the special instructions printed on. The following documents are available PL (picklist), ACK (acknowledgment), INV (invoice to customer), P/O (purchase order to supplier).

• Use the COL field to specify the color for of these messages. We recommend that you develop a company-wide system for color-coding information. For example, substitute items could appear in pink, important product disclaimers in red, or installation instructions in white.

This table works in conjunction with the Holds & Back Order Reshuffle process to deallocate inventory from held orders and allocate it to back orders. It contains the email addresses to notify those concerned of events such as back order being filled or held order being released. An email will be sent to any and all matching entries based on the values in the order or hold.

The orders have to go through night jobs before the email is sent out.

Only the categories activated in the System Wide Setting - Option for Removal of Unprocessed Orders/Holds from System will actually receive emails.

In the example shown below:

• if a held order was released or a back order filled for company 2, branch RAL, an email is sent to derek@danick.com.
• if a held order was released or a back order filled for company 2, and the operator who entered the order initials are GB an email is sent to gbrannen@danick.com.
• if a held order was released or a back order filled for company 2, and the salesperson is BWO, an email is sent to gbrannen@danick.com.

Types

• B - branch on the header of the hold or order.
• S - the primary and secondary salespersons on the header of the hold/order.
• I - the initials on the header of the hold/order.
• C - relates to the contact field in the BILLTO file. The CONTACT field should only be used if it relates to YOUR internal customer service rep, where the names/abbreviations can be unique.

The System Wide Setting - Options for Back Order Fill contains an option that allows you to send an email to an email contact when a back order is filled.

This option allows you to manually reshuffle holds.

Holds can be reshuffled automatically via night jobs.

The System Wide Setting - Options for Removal of Unprocessed Orders/Holds from System allows you to specify the number of days held inventory (unprocessed orders) is honored before being automatically released by the system.

Reshuffling of holds can allow for better utilization of inventory while avoiding having customer service staff review night job reports to determine the held inventory which was has now become available and may be used to service existing back orders.

Associated Files

• Hold & Back Order Fill Contact Table - SYS 921
• Holds (Unconfirmed Orders)
• Holds Review Table - CUS 30

This maintenance feature allows you to remove promotional pricing files or price list assignments (from F9 pricing exception screens on customers) by end date. Prior to the introduction of this utility in 2012, expired records had to manually removed.

On the screen that appears, enter the date that you want to purge pricing exceptions up to.

It is recommended that you enter a date 90 days prior to today's date. This helps to eliminate deleting records that might still be in use.

Associated Files

Billto Pricing Exceptions Screen (Function F9 on the Billto File)

You can use this screen to review and update promotional and exception pricing. This screen displays promotional pricing that the customer is eligible for and the effective dates of those prices. A pricing exception is a price list number or promotional program other than the customer's regular price list number assigned on the Billto Profile screen.

This utility purges pricing exceptions that meet the following criteria on the Billto Pricing Exceptions Screen:

• End Date is prior to the date entered on the purging utility.
• End Date is all zeros. End Dates get converted to all zeros for Promotional Pricing records that are Expired. The end date for Price List exceptions does not convert to zeros even when the status is Expired.
• The status is Expired.

This utility allows you to upload information from a .CSV spreadsheet into the Future & Sale Price File.

You can use the Future and Sale Price File to enter prices in advance of their effective dates or to institute temporary sale pricing. The program changes the prices on the effective date of the sale and changes prices back to normal when the sale is over. The system automati­cally changes prices during Night Jobs, and a prints list of those changes.

1. When the option is selected, you are presented with four options.



• Option 1 = Generate Report from Future Price IFS file with no updates/writes - this option produces an Audit Report that lets you see what the effects of the upload are before you actually perform the upload.
• Option 2 = Write new records from an IFS file without updating old data - Adds any new records. Note: If the record already exists in the Future and Sale Price File it will not be uploaded; even if there is a price change.
• Option 3 = Write new records from an IFS file and update old data - Replaces any existing data in the Future and Sale Price File with the information in the spreadsheet. Lines that have pricing formulas are never overwritten. For example if the spreadsheet to be uploaded has the record SAI001 LP which already exist in the Future and Sale Price File, lines 1 through 5 would not be overwritten because they contain pricing formulas.

• Option 4 - Write/Update all LP records from IFS file (Formulas Excluded) - adds/updates LP records. It also doesn't copy formulas from current LP record chart information. Finally it does not update any record in the Future & Sale Price File (FIL 28) where there is a formula in the chart information. When an option is selected you can build the directory to the upload spreadsheet. SYS924_5.png Spreadsheet Template file needs to be saved as CSV. no leading zeros in the month of the date fields.

Spreadsheet Template

• file needs to be saved as CSV.
• no leading zeros in the month of the date fields.

This utility purges unprocessed back orders based on the entered date.

Processed orders are not purged.

This option deletes promotions from the Price Exceptions screen that are expired and have no Effective Date and no End Date. This condition occurs when a Customer Exception Pricing record has a promo pgm # with no associated PROMO record.

Price exceptions are assigned in the Billto File.

Navigator

1. Access the File Management application.
2. Click the option arrow to the left of the account you want to work with.
3. Click Update.
4. The Price Exceptions are accessed via the Available Options drop down in the upper right hand corner. The Price Exceptions shown, which are the same as on the green screen, would be purged if SYS 926 was run.

Green Screen

1. Menu option FIL 1.
2. Press F9 to access the Price Exceptions screen

Since the two Price Exceptions shown below meet the conditions to be purged (expired, No Effective Date and No End Date), they will be purged when SYS 926 is run.

This batch updating process helps to eliminate the manual updating of pricing which can be very labor intensive.

As part of this functionality the following two spreadsheets, in .CSV format, can be built by a manufacturer and then disseminated out to the distributors of their products:

• A Cost Class spreadsheet that contains new cost classes associated with the price list download. The fields on this spreadsheet are:
  • Cost Class
  • Price (Cost on Kerridge)
  • Description

  

• A price list spreadsheet for all the affected items that contains the following information:

  • Item Number (Suppliers Item# on Kerridge)

  • Cost Class

    

Note: The column headings must be included on both spreadsheets.

When option 927 - Cost Class Update is selected the following screen appears.

• The first upload option, Process new cost classes csv file, allows you to upload new cost class files. Existing cost class files are ignored and not updated.
• The second upload option, Update cost class in item master file, allows you to update any item's cost associated with the new cost class.
• Select to run the update in either Test or Live mode.

Both Test and Live mode produce a report that lists:

• The Manufacturer's Item Number; currently the only manufacturer included in this functionality is Artistic Finishes (AFI).
• Distributor Item Number
• Distributor Current Cost Class
• Distributor Current Cost $
• Manufacturer Supplied Cost Class
• Manufacturer Supplied Cost $
• Any errors of records not able to be added/updated

Spread sheet errors are printed on both Test and Live reports, but no updates are performed when errors are found.

• Use the File Location fields to enter the directory path to where the spreadsheets are located on the IFS. Use the F4=Prompt function to help build the directory.
  • Once the spreadsheet is updated to the files, it is archived in a backup directory, renamed with the date.