System-Wide Settings - Part 1 (Green Screen menu option SET 4)

Description/Instructions

This setting allows users to maintain pricing and dimension information on specific serial numbers for rolled good items with an item policy code of A#. This functionality is designed to support items such as rugs that require information be maintained at the serial number level. This functionality also supports rolled goods that can be cut both in width and length.

Display and Support Serial Number Pricing and Dimensions - If this setting is activated, serial level pricing and dimensions are used by key parts of the system such as receiving, order entry (non ISO), inventory inquiry, etc. This functionality only applies to manual inventory selection in order entry/change. If this flag is on, ISO will not find these serial numbers.

Allow Backorder Fill to Reprice - This is used when backorder fill is processed to prevent an item's price from overriding the order price. Keep this at a value of N to keep the order price during backorder fill.

Protect Status and Location after first status update - Entering a "Y" will leave only the serial number field open after the first status or location update is performed. After the first change, the New Sts and Location fields on the RF device are automatically populated with the information from the first entry. This facilitates an increase in order entry speed. To "unprotect" the New Sts and Location fields exit the option and then reenter it.

Status code to cancel order line after status update -  Enter the status used to cancel the order line after the status update which moves the rug to a new location. Any status other than the one on this field will leave the order line active.

Notes

• Automated processes, such as ISO and Automatic Back Order Fill, will ignore serial numbers set up with nonstandard widths. This ensures that unexpected widths are never ordered without user approval.
• Serial number level pricing is not supported Decor 24 or Selection Sheet Manager.
• Serial number level pricing does not include information from funds or promotions.

Best Practice

For one of a kind items, set ISO to automatically display inventory, so users can see their selections. One of a kind items (such as individually priced rugs) should not be preferred by ISO, but if a user requests such an item, ISO should display the available serial numbers.

When the Auto-Fax program is called, it prefixes the fax number with the entry on this screen. This enables you to use Auto-Fax applications with phone systems that require preliminary digits and pauses to reach an outside line. For example 9+ will dial 9 and wait one second before the AS/400 will dial the fax number.

The second and third lines...

• Include all numbers that should be dialed prior to the phone number.
• (Including pauses) Ex) 9+

...simply provide an example entry for the first line, Auto-Fax Phone Number Prefix.

This option disables the automatic printing of back order pick lists in the invoicing process. Back order pick lists, in invoicing, are created for lines appearing on invoices as unshipped or partially shipped. In a warehouse environment where paper pick lists are kept on file, the back order pick list replaces the original invoiced pick list. It contains the lines remaining to be shipped. These documents are not needed in a paperless warehouse.

This setting controls which of the two available cash register screen options should be activated.

The Cash Register screen only appears at work stations where the Control Panel is set to Cash Register Screen = Y.

The Cash Register Payment Screen Method selection you make, 1 or 2, affects all the workstations on your system.

• Method 1 - activates the simple version of the Cash Register screen for companies that do not have a large focus on cash sales. Option 1 retains the previously available cash register screen formats and functions.
• Method 2 - activates a much more comprehensive cash register screen, with ability to process multiple payment methods against the same order at the same time, card swiping, gift cards, and more.
  • If you selected select Payment Method 2 - Multiple Payment Method, you can keep or change the defaults contained in the next two fields.

Method 2 Report Defaults / Include cash receipts already posted today? - The default is N; to not include cash post posted during the current day. This default allows you to take a consistent snapshot of your receipts for an established time frame. You should also leave these at N if there is a cashier change during the day or other event that could affect the accountability of cash receipts.

Method 2 Report Defaults/ Report Format - There are two options: 1- 198 column format and 2- 132 column format. To print in a 198 column format you have to have the correct printer. The default is 2. If you are unsure if your system is configured to run a 198 column format report, try a test page. If you experience problems (i.e., unreadable data, report doesn't print at all) go back to option 2 - 132 column format.

Display taxes as separate fields on the cash register screen- This option controls the display of taxes on the cash register screen.

Display the amount that is ready to ship? (total less back orders) - This feature shows the user how much of an order is "ready to ship", in case your policy for COD orders is to collect only what can be taken. The "ready to ship" amount is "total order charges less back ordered items".

Enforce the Min Deposit % from Control Panel on Cash Register Screen? - Enter a Y to adhere to the setting made in the Min Deposit % on Cash Reg Scrn on the Control Panel (menu SET option 1). Enter an N to suggest but not enforce the entry in the Min Deposit on Cash Reg Scrn. The default for this setting is Y. This forces a payment to be made on a cash or COD order.

• When set to N, the minimum payment message still displays at the bottom of the Cash Register screen, but instead of being mandatory it is a simply a payment suggestion.
• The % deposit set in the control panel, via the Min Deposit On Cash Reg Scrn field, is based on the total order amount (including any BOs) and not a percentage of the "Ready to Ship" amount. The concept of deposit is always related to a future pickup.

• When accepting payment for an order, if the Enforce the Min Deposit % from Control Panel on Cash Register Screen? field is activated the system will not continue processing an order if less than 50% of the amount owed is paid. The statement Payment cannot be less than 50% of amount due appears at the bottom of the cash register screen.

For COD & CASH Orders:

These options ensure that warehouse personnel remember to collect COD orders not paid in advance. The idea of these options is to show the user how much of an order must be paid at any point that the cash register screen is looked at. These options do not apply to Order Entry (since the status codes are not yet established), although the Min Dep% can apply as usual.

• (a) Suggest collection _ (Y/N) of all lines at status - Enter the status codes that direct the system to request immediate collection.
• (b) If user changes order status to, ___ display cash reg scrn - Enter the status codes that when changed to, cause the cash register screen to automatically display. This ensures that the cash register screen appears to enforce collection of all lines based on status codes. Therefore, even if the Min Deposit% is only set to 50%, if 80% of the order is set to a status entered here (i.e. status "S"), the system automatically asks for payment of the 80%. This option relates to status change, using the "Update Order Status Program".
• (c) If option a=Y, show & enforce Min Pymt (if > Min Dep) - If option (a) has been activated, this option enforces a minimum payment policy. The minimum payment policy is enforced when an order is changed or when status codes are changed indicating that more items have been shipped. The cash register screen asks for either the minimum percentage, or the amount shipped, whichever is higher.
• (d) If option a=Y, show Rdy to Pay, instead of Rdy to Shp - Changes the text on the cash register screen from the standard Rdy to Shp to Rdy to Pay.

Scenarios

The following scenarios provide examples of how the COD and Cash order settings work.

• If Option (a) is filled in, and option (d) = Y, then the Cash Register screen shows a new "Rdy to Pay" field which includes the total of all lines at those status codes, plus any open F6 lines, plus any previously invoiced but UNPAID open A/R.
• If Option (a) is filled in, and option (c) = Y, then the Cash Register screen will show a new "Min to Pay" field which includes the greater of the following 2 figures: (1) The Ready To Pay amount, or (2) the Min Deposit based on the Min Dep%, if one exists and it is set to be enforced.
• If Option (b) is filled in, then if a user changes the status of any line item using CUS 13 (or F12 from Ord Inq) to one of the specified status codes, the cash register screen will automatically appear.

Specifies the detail level of reconciliation of manifests between the AP and receiving systems. This option enables reconciliation to be broken down by cost center within each manifest.

When this option is selected, you are presented with two options.

Select one, both, or neither, of the following:

• Unvouchered Posted Receipts Report - Selecting this option causes that report to summarize unvouchered receipts by each cost center within each manifest, as well as by the total manifest. This option enables the reconciliation to separately balance inventory versus samples, or other cost center breakdowns. Consider this option if you do cost center accounting and voucher supplier invoices to multiple purchasing cost centers.

• A/P Entry using Manifest Vs. Receipt Reconciliation Variance Calculation - Selecting this option affects the AP Entry Program. This AP Entry Program displays and matches inventory receipts to voucher entries by manifest number. This option further reconciles to cost center within each manifest. Therefore, you can view and automatically record multiple variances - one for each cost center within each manifest.

This process essentially performs the following functionality done during end-of-month processes and from the following other parts of the system:

• JEs created during AP EOM.
• Sales Summaries by G/L Account - GL 111 for journal source entry = IV (invoicing).
• A/R to G/L Interface (GL 113) for journal source entry for journal source entry = AR (accounts receivable).
• Inventory Summaries By G/L Account - GL 112 for journal source entry for journal source entry = IN (inventory).

• Activate Daily GL Update - Allows GL data to be sent to the Navigator GL Inquiry table. If this functionality is not activated, you are still able to use the GL inquiry, but the current period is not included. Turning this on causes a batch program to create temporary JEs for the current period. So it's like a heads up as to what to expect when they close the month. These current period JEs are only temporary. The actual JEs are still created at EOM.
  • Turning this setting off clears the workfiles that holds the temporary JE data.
• Run Update routine in intervals of ____ minutes starting at ___ and ending at ___ - Sets up the frequency and start and stop times that GL data is imported into the Navigator GL Inquiry table. Fifteen minutes is the smallest interval that can be set.

• The settings Sales to GL options and AR to GL options allow you to create a sort sequence for the GL table.

Once activated, the system takes a daily snapshot of the following statistics:

• Invoiced amount

• Invoiced GP amount

• Invoiced quantity - optionally converted to a common unit of measure

• Customer order Amount

• Customer order GP amount

• Customer order quantity - optionally converted to a common unit of measure

• Customer back order amount

• Customer back order GP amount

• Customer back order quantity - optionally converted to a common unit of measure

• Total open customer orders amount

• Total open customer orders GP amount

• Total open customer order quantity - optionally converted to a common unit of measure

• Total open customer back order amount

• Total open customer back order GP amount

• Total open customer back order quantity - optionally converted to a common unit of measure

• Inventory receipts amount

• Inventory receipts quantity - optionally converted to a common unit of measure

These statistical snapshots are taken during the night jobs, except for inventory receipts which are taken when receipts are posted.

There are four categories of statistical snapshots: Cost Center, Manufacturer, Item Class 1, and Product Line. Select the categories relevant to your operation. The disk space requirement is minimal for all categories except perhaps Product Line, which can consist of many records depending on your data setup. The Daily System Snapshots File consists of one record per day, per category selected. For manufacturers, we recommend that all categories are selected. The Daily System Snapshots Analysis Report includes your vital sales, ordering, production, and inventory information on a single page. Distributors, importers and retailers should select only the categories to be monitored on a daily basis.

To select any of the four categories, enter an X in the selection field. You can optionally enter a UOM code for all selected categories. The UM code you enter causes all quantity statistics to be converted to that particular UM. When there is no conversion factor found, the program assumes a conversion factor of zero and the quantity is not included. The UM option is an important feature because it allows you to track total market penetration in a single common UM. For example, if you sell vinyl tiles, ceramic tiles, and carpet, you can track those in cartons, square feet, and square yards respectively. The ceramic tile may have some items sold in square feet, but others in pieces and sheets. By specifying square feet (SF), you can monitor all these different products in a single unit of measure. The Daily System Snapshots File contains sales dollars and gross profit figures, as well as quantities.

Inventory Data Warehouse Options

The options on the bottom part of the screen activate the Data Warehouses. For more information on Data Warehouses, click here.

This system wide setting activates the functionality for basing Minimum delivery charges on the type of product shipped. This setting only applies to Delivery Charges by Unit.

• Method 1 - A "global" minimum delivery charge is applied to an invoice regardless of the type of items being invoiced.

• Method 2 - This method allows you to configure the Delivery Charges by Unit (accessed via F10 on the Delivery Charges File Maintenance program (DEL 8)) to calculate and assess delivery charges by item class.

For more information, refer to Basing Delivery Charges on the Type of Product Shipped.

This option gives you the capacity to schedule deliveries while not including the delivery charges, during invoicing. This feature provides more flexibility in scheduling and charging delivery fees to customers. This option is enacted during the invoicing and COD reports process, through the use of delivery ship via codes or FOB codes noted in the System Wide Settings.

This screen allows you to enter up to three delivery Ship Via codes and three FOB codes. When invoices are processed, any that are flagged with the codes entered here will not be assessed for delivery charges. This will also apply to COD pick lists, if you apply delivery charges at that time, and it will also apply to the COD Reports option.

The Ship Via codes and the FOB codes work in an "and/or" relationship. For example, if you entered a Ship Via code but no FOB code, the delivery charge for the shipment will still be suppressed.

Example

If you had a route established under an OT Ship Via, but used a common carrier instead of your own truck when it was more cost effective, you could charge for your OT deliveries, but ship collect when using common carriers. In order to accomplish this, you could suppress delivery charges based upon your Ship Via code (for common carrier) or your FOB code for "collect".

Associated Files

• Delivery Charges (DEL 8)
• Where and How Delivery Charges are Assessed

Enables or disables the undelete function in the Invoicing program. The F5 function allows you to issue a second invoice against orders already invoiced in Today's batch.

The F5 feature is a powerful, but potentially dangerous feature. Unless your staff is carefully trained in its use, and it is absolutely necessary to require the F5 function, we recommend disabling the option.

This is a series of settings that control the activation and use of the Installation Scheduler module, for companies that either schedule or perform on site measurement and/or installation services. The Installation Scheduler provides access to installation information. Daily work schedules can be reviewed and updated.

If an option is set to N, it will not display within the Scheduler/Status feature during order entry.

Allow Changes to Installation Scheduler after Line is Closed if set to N prevents any installation or measurement updates or changes to a closed (invoiced) line via the Installation Scheduler.

Update order line to this status after printed from Installation Scheduler - Enter the status code, in this example it is "S" for shipped, that the order line will be updated to when installation scheduler documents are printed.

• Follow this path to get to the Installation Scheduler Documents window:
• Pull up the orders for a day, week or month.
• Select the order(s) you want to work with and click Schedule.
• The Print button becomes active.
• Click it to access the Installation Documents window; as shown below.

• When Print is clicked, the order lines will automatically be updated to the Status Code entered in the System Wide Setting.
• You can check the order status by clicking the order link to access Navigator's Order Management.

The order can also be checked via menu option CUS 10 on the green screen.

Enable Enhanced Measure and Install Scheduling by SF Process - When set to "Y":

• Measures and Installs are scheduled by SF. The Installer Workload Capacity Maintenance (INS 41) field Max Installed SF is used in place of the Start Time, End Time, and Max Hours fields that drive installer availability and scheduling.
• The Work With Teams (INS 2) setting Does this team perform Measures or Installs? determines the values that populate in the measure team drop downs throughout the process.
• The Measure Report parameters Install Team to Measure Team list of teams available in the dropdown are based on the Does this team perform Measures or Installs INS 2 setting.
• A column for SF is added to the Measure Report.

Hide Installation tab for unprocessed orders - When set to "Y" hide Installation tab for Unprocessed Orders. Default is "N".

The Installation Calendar Descriptions at the bottom of the screen allow you to assign titles and UMs for up to 4 product types.

The Valid Cost Centers are where Installation Scheduler pulls the information shown on the Day, Week, and Month tabs.

This setting lets you choose an Installation Scheduler/Manager version.

• Installation Scheduler Order Manager - The installation scheduler through order entry allows you to do the same functions as the web based calendar via the regular data entry fields. It also allows you to request different types of installation work order documents to print such as Customer Agreement, Installation Agreement, Labor Approval, and Installation Worksheet. The reporting feature gives you many different options, includ­ing lists of your measure and installation orders, and a labor payable report to be used to match to installer payables.
• Installation Scheduler Multi-Unit - This Installation Scheduler, integrated into Navigator, directly supports multi-unit customer needs.
• Installation Manager - Introduced in 2017, this version provides Installation Managers a better way to schedule and maintain installations by warehouse and cost center.

These settings activate the systems needed to manage the transfer of material between International warehouses. Cross border transfers of material must go through the "purchase/receive" process, including currency conversions. This process adds the necessary additional charges such as duty, exchange and additional freight to the receiving warehouse. It brings the same features used in the transfer system within a single country to international (cross-border) transfer.

The International Transfer process eliminates any double keying of customer transfer orders, and facilitate global views and global selection of inventory regardless of the country. The underlying processes (to convert between currencies and apply duty and/or other charges) is transparent to the user while satisfying accounting requirements.

The settings are:

• Activate International Transfer Processing - This option activates the  International Transfers Table (SET 34) which directs the system on how to use the currently existing exchange rate, duty, freight, and supplier rebate tables for international transfers. This table identifies the supplier codes that represents each of the companies that transfer goods across international borders.

• Activate International Transfer Journal Entries - Activate this option to ensure additional freight and handling charges associated with international transfers are applied to the proper GL accounts. This GL mapping is built into the Inventory To GL Interface file.

This feature gives you the following options to control both the content and automatic running of the Invoicing Pricing Analysis Report and Promotion Pricing:

Y or N next to each of the above options. Entering Y next to the first option causes the Pricing Analysis Report to run automatically whenever you run the Invoicing By Status Code program. The other parameters control the content of the report.

These options control how the NB (No Broken Units) Policy in the Item File is applied during the Order Entry process. Normally the NB policy applies to the "smallest sales UM" field in the Item File. Enter X next to any of the special NB policy features you wish to activate.

• Credits Should Ignore the NB Policy - Enter X if credits should completely ignore the NB policy. Credits may be keyed with any quantity.

• Credits Should Adhere to the NB Policy, based upon the smallest sales U/M - Enter X if the NB policy should be applied to the smallest sales U/M, just like regular orders. If your sales UM is CT, then credits must be in full CT units. This is the default option.

• Credits Should Adhere to the NB Policy, based upon the Smallest Pick U/M - Enter X if the NB policy should be applied to the smallest pick U/M instead of the smallest sales UM. If your pick UM is PC, then even if you sell in CT, credits only need to be in full PC.

• The following exception should be applied to policy N - Enter X to activate the exception as described. This allows you to take small orders in PC or EA (in less than carton quantities), while orders entered in SF or M2 will still respect the no break policy on cartons. Note: this option does open up the Order Entry system with the ability to get past the CT restriction by entering an order in PC or EA. However, if used responsibly it will simplify the entry of adjustments and sample orders.

These parameters apply to regular Order Entry only. They do not apply to orders entered with ISO.

The items effected by this functionality are coded with policy G# in the Item File Policy of the Item File.

The first set of options control when the system makes the adjustments to onhand inventory after a laminate cut is requested. These options apply only to laminate orders in which a requested size is cut from another size.

The options are:

• Order Processing - causes the system to adjust inventory on laminate cuts before the cut is physically made. The adjustments occur as soon as the order is processed. This option makes return pieces accessible quickly for other new orders, but has the disadvantage of putting the computer inventory out of balance with the physical inventory.

• Invoicing- causes the system to adjust inventory for laminate cuts when invoices are processed. We recommend you select the Invoicing Option in addition to any other options as a fail-safe mechanism. This ensures the cut is updated when invoiced even if a previous step was missed.

• Order Status Update - causes the system to adjust inventory for laminate cuts as the warehouse actually cuts the pieces. This is the most logical choice as it keeps physical inventory exactly in balance with the computer inventory. If you select this option, it is also recommended to select the Invoicing option. This ensures if the warehouse forgets to perform the status update, the cut adjustment is still made.

• On Demand Only - This option does not automatically perform the cut adjustment. It merely indicates all cut adjustments are performed on demand only using the Perform Cut On Demand Option on the Laminate Menu Bar. We do not recommend this option.

The Laminate Cut Date Options provide for the ability to choose one of three dates to use as the "last receipt" on a laminate item serial number that is cut and returned to inventory.

This date option affect inventory aging reports.

• Option 1 (the default) - Uses the date of the first cut as the receipt date on a laminate serial number. This date will not change or update with subsequent cuts.

• Option 2 - Uses the date that the last cut was made. The receipt date will change with every cut. Both pieces, the cut piece and the piece going back to stock, are get the new date.

• Option 3 - Uses the date the laminate sheet was originally received. With this option, the date will not change on subsequent cut pieces.

Enter a Y to activate the Light Manufacturing and Assembly System. This application combines Order Entry and Bill Of Material concepts, to process orders for light manufacturing and assembly of finished goods. The primary concept in manufacturing is finished goods being manufactured from components. This application relieves component inventories and adds to finished goods inventory.

Finished goods items: New finished goods items are entered as regular items except that they MUST include policy code S2, to indicate the item is primarily manufactured to order. The standard costs entered for these items should be the standard cost of manufacturing. This standard cost should include all components and processes used to create the item, including labor. Finished goods items do not have to be completely precise. For example, for laminated panels, you can enter a unique item number for each type of board, board thickness, and class of laminate, but not for each specific combinations of items (which could be countless). As orders are taken, specific colors and sizes may be specified. No changes to the item file would be required.

Component items: Component items are entered as regular items in the item file. No special codes are needed, as they can be sold as is, or as a component of a finished goods item.

Bill-Of-Materials File: A BOM file entry is required for all finished goods (policy S2) items. The BOM should include an entry of each component that needs to be adjusted from inventory to create the item. Items in the BOM may be overridden. Include the most applicable (popular) component items, and then the user can override to specific choices when the item is ordered. All items should be entered with a quantity ratio of component quantity to finished goods quantity, when applicable.

• Generate Unique Serial Numbers - This setting allows you to automatically assign a prefix and/or suffix to the light manufacturing item. Assigning unique serial numbers to inventory can aid in quickly identifying it.

  Allow Cost Adjustment for Authorized Users - Grants access to the F2 cost update function on the Light Manufacturing Adjustments screen (menu option LMF 5).

• Allow Manufacture Only Option in Navigator OM - Causes the "MFG ONLY" button to appear on the Bill of Material window in order entry/change to manufacture only.
• Component Item Adjustment Code - Enables the user to enter an adjustment code that will be used by LMF 5 - Light Manufacturing Adjustments for component goods. The default is the current hard coded code of R - Manufactured and in-house. This code can be overridden when making light manufacturing adjustments (via LMF 5) by using the Adj Cd setting.
• Manufacture Only Branches - Identifies branches to be used for manufacturing only.

A process was developed to facilitate the integration of a routing logistic solution into the a distributor's delivery routing workflow. This process allows a distributor to export order information to a third party routing vendor/interface, in this case TMW, for routing optimization. The optimized routing is then imported back in the distributor's system. This functionality was designed for data exchange between WM BIRD and the third party Routing Optimization Vendor TMW. TMW provided an interface template for transferring information in the form of a flat file into their system.

The System Wide Setting Options for Activating LTL Routing activates this functionality and allows you to enter the IFS address for both the inbound and outbound data.

The Outbound IFS Location is where the distributor, in this example, WM Bird, places the order information that needs to be routing optimized.

The Inbound IFS Location is where the optimized routing data is picked up via an FTP file transfer.

For more information, click here.

The Master File Update Log is an audit file which tracks whoever made updates to certain master files. This system-wide setting activates the Master File Update Log feature.

The above screen lists the files integrated with the Master File Update Log. Enter a Y next to the files you want activated. It causes all updates to those files to write an entry in the log. The entry shows who made the update, to what record, and when. In certain cases, the log captures the screen or the field updated. The log can be viewed using the View Log of the Master File Updates Program, found in the Utilities section of many menu bar programs.

Be aware that an environment of frequent file updates can cause this file to become quite large. Do not activate this feature if disk space is very limited on your system.

The options in this setting allow you to choose the method for Posting Cash in Navigator.

• The default is option 1 "single user".
• Option 2 provides the ability for multiple users to post cash at the same time. With option 1, only one user could post at a time. This option allows you to view both reports generated side by side.

These settings only effect Navigator Cash Posting. They do not effect the Order Desk Cash Posting process in the green screen.

Enter a "Y" in the Protect posting date during posting to AR to take away the ability to change the posting date when posting order desk cash. The field will be grayed out and today's date is defaulted in.

The setting Save spooled files places the reports produced during the cash posting process, Order Desk Daily Cash Report and Cash Edit Report, in a HOLD status. If this setting is not activated, set to "N" the reports are automatically deleted after they are printed.

Enable automated cash application for payments - Automates AR processes for 3 different types of D24 payment transactions; online payments made through 3rd party providers, payment requests, and remittance advice. This can help improve cash application process in Navigator for payments and remittance advice transactions created on D24 by eliminating manual entry of payment details into NAV AR Deposit. If activated, two buttons appear on the Accounts Receivable Deposit tab.

For more information, click here.

Default FM filter comparison operator - Allows for the establishment of a default comparison in the Navigator File Management Filters.

If anything is entered into the filter box, and the comparison box is blank, enter the Default FM Comparison.

Populate Branch with Header Warehouse for Non-Direct Orders - If activated, makes the warehouse chosen for the order is automatically assigned as the branch. This ensures the warehouse performing the bulk of the customer service gets credit for it. When set to Y, update the branch on the order header to the header warehouse during order entry.

• If set to N, the branch is defaulted in from Billto File (for centralized customer service operations) or from the user control panel for decentralized and/or retail customer service operations.

Make Salesperson 1 field required in Order Entry and Order Change - Makes an entry in the Salesperson 1 field mandatory for Order Entry and Order Change. The salesperson can be changed as needed.

Default Salesperson 1 to Salesperson ID from the users User Control File - Controls where the default salesperson comes from. The Navigator control panel (NAV 5 opt "U") is checked for a default Salesperson. If one exists it is used.

If the setting is not activated (set to N), but the first setting, Make Salesperson 1 field required in Order Entry and Order Change, is activated the salesperson comes in from the Billto File for the account.

Process Orders prior to End of Order Options - If set to "Y", orders are processed and an order number is generated before the End-of-Order screen appears.

This setting directs the system to automatically display a PDF file of the order when Complete Order (for new orders) or Process Order Change (for existing orders) is clicked in Navigator Order Management.

Review the PDF to ensure the order is correct.

• If the order needs to be edited, click Return to Order.
• If the order looks ok, click Continue to proceed to the Order Payment (cash register) window.

This print preview functionality applies to processed and unprocessed Customer Orders, Quotes, Direct Ship Orders and Credit Orders.

It does not apply to Purchase Orders or Stock to Stock Transfer Orders.

This option controls system-wide settings for negative inventory. You can control enable or disable entries that create a negative onhand balance inventory in the three Inventory related programs.

A Y entry in these fields causes the respective program to issue an error message instead of allowing the inventory onhand balance to become negative.

This setting includes two options that direct the system to stamp an order's notepad whenever the Date Required is changed and/or when the order or purchase order is printed as a picklist.

• Use From - To Value Format for Status and Date Req Changes - This setting directs the system to stamp the Order Notepad whenever the Date Required is changed.
• Update Notepad when Order is printed as a Picklist - Stamps the notepad when a pick list is generated for the order.

• Enter the number of days to offset the Order Date when determining which allocations will be removed for unprocessed orders - You can specify the number of days until held inventory (for unprocessed orders) is automatically released by the system. If no entry is made in this field the setting is global and applied to all of the companies on your system. The global setting is for Night Jobs to automatically release holds, putting them back into available inventory, during the second night after the hold was placed, based on the order date on the order header. This field gives you more control and flexibility in handling inventory holds.
  • Enter the number of days to hold the inventory. You can make up to three entries. If you leave a space blank, the system defaults to one business day.
  • Enter up to ten company numbers for companies that use the inventory hold setting.
  • Three settings are available, so that each company on your system can be assigned to one of three settings.

Every night, Night Jobs retrieves the setting for each inventory temporary hold on the system. This setting is added to the Order Date of the header of the temporary hold, resulting in a "last date to hold." If the current date is past this "last date to hold," the hold is released, and inventory is made available.

Orders that do not allocate inventory are not removed.

This feature can be used in conjunction with the Max Days Variance in Control Panel.

• Send allocation notifications to- Directs the system to check the Hold and Back Order Fill Contact Table for an email address related to the order by salesperson, operator, branch, or account contact. An email is then sent letting those concerned know that a held order is getting ready to be released and any held inventory is going to be allocated to other orders.
• Send notifications a day prior to a hold expiring - Activating this option directs the system to check the Hold and Back Order Fill Contact Table for an email address related to the order by salesperson, operator, branch, or account contact. An email is then sent letting those concerned know that a held order is getting ready to be released and any held inventory is going to be allocated to other orders.
• Allocate unallocated order lines from available stock after holds are expired - Activating this option directs the system to use inventory released from expired held orders to fill back orders.

  • This reallocation only works if the inventory being allocated exists in the warehouse of the customer order. This process ignores transfers, and will not create transfers.

• Allocation sequence - Choose to fill orders and holds or back orders and held orders first.
• Date allocate by: Order Entry Date or Date Required (Ship Date) - Both of these dates are entered on the Order Header. The Order Date is the effective date for allocating inventory. Truck routing programs use the Date Required (Ship Date) when planning delivery schedules.
• Date to determine holds release - The Order Entry date is entered on the Order Header and is the effective date for allocating inventory. The Order Date is the effective date for allocating inventory so the Order Date is the date used for for the Order Detail Alloc Dt.

F9 - Hold Expiration Table

This table, accessed by pressing F9, enables fine tuning of the expiration rules at a cost center and/or manufacturer level. If a match is found that pertains to a particular hold, the settings in this table override the existing expiration parameters set in the Enter the number of days to offset the Order Date when determining which allocations will be removed for unprocessed orders fields.

Co# and Cost Center are mandatory. Manufacturer is optional. A blank manufacturer is interpreted as "all other manufacturers within the cost center".

The table is read as follows:

• first see if a table entry exists for Co# + Cost Center + Mfgr
• if not, check Co# + Cost Center + blank Mfgr
• if not, use defaults set in the Enter the number of days to offset the Order Date when determining which allocations will be removed for unprocessed orders fields which are by company number.

Orders are considered incomplete if they are "Must Ship Complete" orders, but still contain at least one back ordered line. These options activate system wide controls for "Must Ship Complete" orders.

• Restrict the release of pick lists and labels for Must Ship Complete orders that include back ordered items - Entering Y for this option activates a system wide enforcement of the must ship complete logic. You will not be able to request the release of a pick list (usually done by pressing F1 from the Print Selection Screen) until there are no back ordered items left on an order. When you attempt to print/release a pick list for a "must ship complete" order, and that order still contains at least one back ordered line, then an error message is displayed, and you are prevented from printing/releasing that order.

The "must ship complete" logic can be violated if you choose to reprint orders from the Customer Service Menu. Option 2 from within the reprint function is the only option that will violate the "must ship complete" logic.

You can also choose how your cutting station displays. This feature does not alter the usual processes for Must Ship Complete orders. It does allow you to fine tune how the cutting station is integrated into your usual processes for these orders. The following options are available:

• 1 = Do not Show if not Complete – Incomplete orders will not display on the Point of Pick/Cut Inquiry screen.
• 2 = Show, but Do Not Allow Release – Incomplete orders will display on the Point of Pick/Cut Inquiry screen but a pick label cannot be printed. The print label "P" column is protected.
• 3 = Show and Allow Release – Incomplete orders will display on the Point of Pick/Cut Inquiry screen and a print label may be printed.

If you are in update mode, the most current selection will be shown. If the selection is ever left blank, it will default back to 2.

• Calculate Due Date on 1-Discount Days or 2-Net Days - This setting applies to both the Green Screen and Navigator AP Entry.
  • 1 - Discount Days - The default The Due Date and Pay Date are based on the Discount Days.
  • 2 - Net Days - uses the Net Days to calculate the Due Date and the Discount Days for calculating the Pay Date.

• Activate 2 tier due dates in AP (days for discount + net due) - This setting activates two tier terms. Two tier terms allow the due date on an accounts payable invoice to be automatically changed when the due date for discounts has past. For example, if a supplier's terms are "2% 15 Days, Net 30", then the AP system initially sets the due date at 15 days from the invoice date. With this setting activated, if the invoice is not paid by the due date, then the due date is changed to be 30 days from the invoice date. These types of terms are referred to as two tier terms, as they have 2 due dates - one to get the discount, and a final "net due" date.

If this setting is activated, the field Paymt Terms 00000 % 000 Days Net 000 appears in the Supplier File, the Vendor File, and in the AP Entry program. It also directs Night Jobs to automatically process due date changes when the "due for discount date" passes.

You can run a report, via option SYS 414, at any time that can list and update AP Invoices that are past their discount due dates.

• Activate batch-level GL Account Defaults on AP Entry? - This setting allows a user to change the default Cash, Discount, and AP account numbers for the batch when entering AP invoices. Prior to this enhancement, invoices could be changed individually; the batch could not be assigned a default. Normally default cash, default, and AP account numbers come from the Company File (FIL 5), and/or the Supplier and Vendor files.

The next two settings affect Multi-unit functionality.

• Activate retainage calculations in AP? - This is for paying vendors that perform installations for you and you want to keep a portion of the invoice.
• Activate A/R offset calculation in AP? - If the same install vendor (like above) has an AR account and they want to take the AP account and offset the AR account.

Other files that are associated with the two settings above are: Supplier File and Vendor File.

• Activate PO level reconciliation? - This is manifest reconciliation at the PO line level instead at the manifest number level.

WARNING: Activating the PO level reconciliation will change the way that the AP 217 Unvouchered Receipts Listing looks at the cleared manifest records. Manifests cleared by the traditional method don't reference the PO or PO line#. Therefore, everything from before activating this setting will show back up on the Unvouchered Receipts Listing. Two ways to accommodate this transition are:

• Activate the setting immediately after doing an AP EOM. Then, going forward, run the AP 217 Unvouchered Receipts Listing with a posting month or date span that is prospective from that point in time.
• Manually clear all the prior period manifests using AP 13 or AP 10 (NAV>AP>Available Options>Clear Manifest) if you don't want to run the report prospectively or if you still want to look back a couple months.
• Navigator cursor sequence option for AP entry - allows you to control where the cursor lands when you tab to a new field in Navigator AP. The settings affect the Navigator AP Entry window.



• Sequence 1 (the default) moves the cursor through the following sequence:

Company # , Batch #, Vendor/Supplier Qualifier, Vendor/Supplier Code, Invoice #, Invoice Date, Invoice amount (Tab out of this field defaults terms code from supplier file and updates due date and pay date as well when supplier has no terms information), Line Detail Amounts

• Sequence 2 - moves the cursor through the following sequence (differences are highlighted):

Company #, Batch #, Vendor/Supplier Qualifier, Vendor/Supplier Code, Invoice #:, Invoice Date, Invoice amount, Terms %, Discount (Days), Net (Days), Due Date, Pay Date

This setting contains two options.

• Set "Selected By ISO" flag on, even when user manually selects inventory while allocating back orders? - If set to Y, then Allocation Swapping flags the allocated line as Selected By ISO so that other processes such as Flexible Allocations can re-allocate the line if needed. Essentially we are fooling the system into thinking the order was still selected by ISO even when it is manually allocated.

If set to N, then Allocation Swapping flags the allocated line as "Not Selected By ISO", and other processes such as Flexible Allocations can NOTre-allocate the line. This is the default setting, and is how the system works if this setting is not updated.

• Display new field "Eligible for Reallocation?" on the Allocation Swapping screen, to determine on an order by order basis - This option lets you determine reallocation status on an order by order basis. Reallocation combines a deallocate and an allocate in one step. A reallocation is done when you simply want to change the assigned serial number or bin location of an order/line.

By entering a Y in this option, the Eligible for Reallocation field appears during the Allocation Process.

These settings support the automatic updating of back order ETA dates based on open purchase orders and manufacturer production schedules. These automatic back order date changes can be set to run nightly and/or on demand via the Back Order ETA Date Report and Update - PUR 19.

• Activate automatic back order date changes - Enter a Y to direct the system use these settings during night jobs to update back order dates based on open purchase order and/or manufacturer production schedules.

  • In order to activate any of the other settings, this setting has to be activated.

• Sort Customer Back Orders by __ Order Date or by __ Ship Date - Determines the order that the back orders appear on the Back Order ETA Report, and the sequence that back orders are assigned to the first available purchase order dates or production dates. However, the first sorting priority is the Customer Priority.

• Enter Global Warehouses: - Purchase orders for these warehouses can be used to fill back orders for any other warehouse. For example, you can enter the code for a warehouse that acts as a distribution center. Purchase orders and production schedules for all other warehouses only apply to back orders for the same warehouse.

  • If you set up the Stocking Matrix File to control the warehouses that all back orders are assigned to, then you do not need to specify any global warehouses here.
  • *** is a valid entry. This allows for a global warehouse option for back order reports. The *** setting is only valid in the 1st Global Warehouse field and if put in will clear out any global warehouses put in the other 2 fields.

• Customer Type/Rating to prioritize: - Use this section to determine which customers get their back orders filled first. The Customer Type and ABC code rating work together to ensure your best customers automatically receive preference when filling back orders. To ensure your best customers get their back orders filled first, give them a high priority by assigning a low priority sequence number. The lower the number, the higher the priority.

  A customer type code is assigned to each customer in the Customer Type field of the Billto File (FIL 1).

  ABC codes enable you to categorize and rate customers. For example, you might designate your most important customers with an ABC code of "A".

  You may create up to ten levels of priority. The system processes each level in sequence. All others (any customers not fitting into any of the priority codes) are processed at priority level 50. Therefore, assign "higher priority" using priority numbers 01-49, and "lower priority" using priority numbers 51-99. The priorities you set here should coincide with the priorities set in the Warehouse Settings for Automatic Back Order Fill (SET 35).

• Will you be using Production Schedule files from any manufacturers? - This setting is for companies that have a manufacturing plant, or can receive production schedules from a supplier. Activating this setting directs the system to check these production schedules (via a file entitled PSCHEDULE), to see if a production date can be found for a back ordered item, and if no PO is found first, that production schedule date is used as the back order ETA date.

• Status Code to use on back orders when dates are changed based on Production Schedule files - If you use manufacturer or supplier production schedules to update your back order ship dates, you can automatically assigned the status code entered here to the back order detail lines.

Since several of the available order status codes are user defined you can create a status code that means "back order date is based on production schedule". Some of the user defined order status codes are @, $, %, G, M, N, W, Y, Z.

Unlike system-defined order status codes, user-defined status codes have no implicit meanings within any system programs. For example, whereas the system recognizes that status codes X, A, and S are used within the picking and shipping activities, the system does not attempt to assign meaning to the user-defined codes.

• When no PO available for BO item, update the BO line ETA date to 2/22/22 - This option gives you the choice to for updating the ETA date back orders that cannot be filled by Purchase Orders. You can:

• make the Back Order ETA date 2/22/22 (the default)
• or not update the back order at all.

Enter an "N" if you do not want unfilled back orders to automatically be assigned a date of 2/22/22. If set to "N" the back order date is retained. The back order date is the detail line ship date on the customer back order.

Prior to the introduction of this setting in 2014, the date of 2/22/22 was automatically used for any back order that could not be filled by an incoming purchase order.

This program updates all back order dates and statuses as follows:

• All back orders are sorted by item, then customer priority, then date (either ship date or order date based on your selection).

• Each back order is matched to purchase orders for the same item and warehouse (or global warehouses), and if there is enough available inventory on that PO, the date and status of that PO is assigned to the back order.

• When the quantities on back orders exceed the quantity on a PO, the next PO for the item is read.

• When the quantities on back orders exceed the quantity on all POs, the Production Schedule file is accessed. Back orders assigned to the production schedule are updated with the date on the production schedule and the status code you have designated.

• When the quantities on back orders exceed the quantity on all POs and on all production schedules, a date of 2/22/22 is assigned to the back order, with a status of B.

This option customizes the sorting of the AR Cash Application Edits.

You can choose to sort AR Cash Application Edits by Bank/Check Number; the default response. You can also choose to allow users to select from a list of sort options. If you choose this option, users are prompted to select a sort option each time they request the AR Cash Edit.

The AR Cash Application system includes a feature that allows a single check number to be applied to multiple accounts. This feature only functions properly when the cash edit is sorted by Bank/Check#. Except for this feature and the sort sequence, the output with each edit sort option is identical.

• Run Automatic Back Order Fill Program whenever "Post Receipts" is run - Automatic Back Order Fill matches receipts to open back orders based on a series of algorithms designed to best utilize the incoming receipts. Activating this option directs the system to automatically run the Automatic Back Order Fill program whenever the Post Receipts program is run (INB 5).

If this option is not activated, the Automatic Back Order Fill program has to be activated via the F2 function on the Fill Back Order screen that appears when option 4 - Fill Back Orders is selected off the INB menu (INB 4).

Do not activate this feature unless you have completely established all other settings for automatic back order fill including the Algorithm Matrix and Warehouse Settings for Back Order Fill.

• Show Rolled Goods in LF instead of Native U/M on Back Order Fill screens - Activate this option to show rolled items in linear feet instead of in the native units of measure (as assigned in the Unit Of Measure field of each item).

This controls the default unit of measure. You may switch between LF and the native U/M on the Back Order Fill screen.

The only exception to this setting is if a complete roll or multiple full rolls were ordered. In that case, the UM of RL displays.

• Fill orders that can be filled with Preferred Serial#s before other orders - Set the field to "Y" to favor the use of preferred serial number logic, and "N" to favor filling back orders in date sequence.
  • Preferred serial number logic was introduced in 2006. It directs the system to include a point value for selecting a preferred serial number. This new system wide setting enables this to be inverted so that back orders are filled in date sequence (within priority group), but if a preferred serial number is available, it will be used.
  • The default is that all back orders that can be filled with preferred serial numbers (for accounts that have preferred serial numbers) are processed before other orders within any priority group.
  • Preferred serial numbers are assigned through the F17 - Pref S/N function key on the Customer Preferences File (FIL 38).
• Activate emails when Back Order is filled - when back orders are filled an email is sent out to the interested parties notifying them. When this setting is activated, the individuals listed in the Hold and Back Order Fill Contact Table (menu option SYS 921) will receive an email when a back order is filled. This setting must be activated for the Activate emails for contact of Order Acknowledgments and Activate emails for Order Contact, if email address to work.

  • The Hold and Back Order Fill Contact Table controls internal emails. Whereas the Activate emails for contact of Order Acknowledgments and Activate emails for Order Contact, if email address settings are used for external contacts.

  • Enter a "Y" in the Attach Order PDF setting to include a pdf copy of the order in the email.

  • If the setting Activate emails for contact of Order Acknowledgments is activated, the Billto Phone number file is searched for individuals who are designated to get order acknowledgments via email.

  • Activate the setting Activate emails for Order Contact, if email address to send an email to the order contact on the order header if the value is an email address.

  • The setting Additional Email Body Message allows you to enter text for the email.

In order to fully use the capabilities for Bill of Materials, you must first make entries under the System Wide Setting - Options for Bills of Material.

This system wide setting presents you with four options for displaying bills of materials (BOMs). Use these options to control when and how the a bill of material is displayed.

• Display BOM in the following sequence - This enhancement allows you to display bill of material items in the sequence of your choice. Regardless of the sequence you set these files up in, all the items will show on the Bill of Material window during order entry.

As an example of how these settings can be used, consider the following scenario:

If you enter as shown above (Product Line=1, Price Class=2, Item=3), then when a Bill of Material is displayed in order entry it will first display the BOM items set for the item's Product Line, then display the BOM items set for the item's Price Class, and then display the BOM items set for the item's item number. Within each category, the items display based on the sequence number entered with the BOM file for each item.

• Display Overall Inventory Qty Available in BOM window? - To show the total inventory available for each of the items contained in the bill of material flag this option to Y. An Inv Available column appears on the screen. Flagging this option to N hides the Inv Available column. W limits the inventory displayed to the user's default warehouse, as assigned in the Work Station Control Panel File (SET 1).

The inventory displayed in the BOM window is the total stock available (not considering purchase orders or back orders) in all warehouses and serial numbers. The main purpose of this field is to let a customer service representative know when there is no stock available before they try to upsell the related items.

• On Order Entry for Rolled Goods and On Order Entry for Other Goods - These options let you decide when the bill of material screen appears during order entry. You may decide independently for rolled goods versus other goods.
  • Option 1 - Automatically display BOM as soon as an item is ordered. The BOM screen appears as soon as the item is entered on the Order Detail screen. This is the default. Kits always use option 1.
  • Option 2 - Automatically display BOM after the ISO Confirmation Window is accepted. If you are using ISO, the BOM screen automatically appears only after you have accepted ISO's inventory recommendations.
  • Option 3 - Only allow BOM to display upon demand. The BOM window is only displayed when a user presses F9 on an Order Entry Detail Line screen.

This setting works in conjunction with the Bill-of-Material application for manufacturing. This application lets you create bill of materials for finished goods. These bills of materials can then be used to perform inventory adjustments which add to finished goods and relieve components or raw materials. This System Wide Setting contains three inventory adjustment codes that are used when a finished goods bill of material is received.

Enter an inventory adjustment code for each of the three items: finished goods, the components used in manufacturing. and for additional adjustments (which are used when yields are not what were expected).

The following screen shows an example of how these settings can be used to account for inventory.

In this example:

• Finished goods coming in from the manufacturer have an adjustment code of E (Received from Manufacturer).
• The components used to make those finished goods are coded with an F (Used by Manufacturing).
• Any additional adjustments are coded J (Manufacturing Exceptions). Additional adjustments account for situations when more (or less) components are used than what was expected.

This option presents you with three choices applying duty rates to containers. You can choose to use the existing duty rates table, use the percentage entered in the Build-A-Container program, or use the duty table unless overridden within Build-A-Container.

• Only use Duty% as keyed in Build-A-Container - Disregards the Duty Table and use the Duty percentage entered within the Build-A-Container program. The duty rate has to be manually entered. If a duty rate percentage is not entered, a duty cost is not charged. The program computes the duty amount, by multiplying total value ordered by the duty percent, and then allocating to each item based on the relative value of each item.
• Only use Duty% as keyed in Duty Table - The Duty Table is accessed via option 13 on the System Settings menu. This table links suppliers and products to their respective duty rates. An example Duty Table is shown in the figure below. If this option is used, the Build-A-Container program retrieves the duty rate for each item from this table. Using this table, a single container can have items with different duty percentages.
• Use Duty Table, unless Overridden in Build-A-Container screen - Selecting this option ensures the Duty Table is used unless a duty percentage is entered in the Build-A-Container Screen. If the Duty% field is left blank, the Duty Table is used. If the Duty% field is entered, the Duty Table is not used.

This setting allows you to assign and maintain user access and security by user name instead of by Work Station ID. Additionally, most applications will be able to assign control panels to work station IDs up to 10 characters long, instead of the previous 2-character restriction.

Historically access and preference settings to the green screen applications has been controlled by the two character Work Station ID. And this functionality will continue if this new System Wide Setting is not activated.

This setting is part of an ongoing effort to improve the access to and seamless operation of our system. However, if the two character Workstation ID meets your needs we recommend that you do not activate this functionality.

If the System Wide Setting - Options for Control Panel is activated, control of the applications is passed over to the control panel used by Navigator and accessed via menu option NAV 5 - Control User File Maintenance.

Since Navigator is already controlled by user name when this functionality is activated Navigator and the work station based applications (green screen) will use the same data for settings and security.

Associated Files

Master Control User File (Menu Option SET 32)

The setting Work Station overrides User Control Panel directs the system to use the work station control panel settings; even if the system wide setting is active. This override feature allows you to maintain the work station settings and controls for users of specific applications and terminal devices like cut stations and RF guns, which require the settings of the workstation to take priority over the user's settings.

To access this override setting:

• Go into menu option SET 32.
• Enter a "Y" to access the Web Control Panel
• The setting is at the top of the screen.

Control Panels for 10-character Work Station IDs

As part of the ongoing effort to improve the access to and seamless operation of our system, you will be able to set up control panels for work station IDs of any size, up to 10 characters.

In Navigator, this is unnecessary because all Navigator (and other web application) controls are by user.

• Activate the Nightly Processing of GP Related Cost Drivers - Enter Y if you want GP related Cost Drivers to be processed during Night Jobs, or N if you do not want them to be processed during Night Jobs.
• Activate the Nightly Processing of Non GP Related Cost Drivers - Enter Y if you want Non GP related Cost Drivers to be processed during Night Jobs, or N if you do not want them to be processed during Night Jobs.
• Lock-out updates to Gross Profit Cost Driver File records, once they have had activity? - Enter Y if you want to lock out updates to Gross Profit Cost Driver File records once they have had activity, or N if you do not want to lock out updates once they have had activity.
• Lock-out updates to Non-Gross Profit Cost Driver File records, once they have had activity? - Placing a Y in this field prevents changes from the Cost Drivers setup for Cost Drivers that affect Non-Gross Profit records, once those records have activity against them.
  • To Determine if there has been activity, use the Cost Drivers History Inquiry.
• Enter Maximum allowed cost driver amount per unit - Use this field to restrict the maximum total allowed Cost Driver that can be calculated and added/subtracted from the unit cost.  During the nightly processing of the Cost Driver records, if this amount is reached, the amount will be ignored and an exception will be generated on the nightly Cost Drivers exception report.  This maximum allowed per unit is applied to ALL Cost Driver records.

• Calculate use tax on non-use tax cost driver adjustments - If set to "Y", when a line is assigned cost drivers that process is done in stages. Cost Drivers not flagged as use tax cost drivers are calculated and added to the ext cost of the line. Then cost drivers flagged as use tax cost drivers are then calculated based on the ext cost plus any non-use tax cost driver adjustments. When the Calculate use tax on non-use tax cost driver adjustments option is turned on, the system calculates use tax cost drivers on non-use tax cost driver amounts, calculate and show the estimated cost driver total, for not only use tax cost drivers, but also non-tax use drivers.

  The Est. Cost Driver is calculated by determining non-use tax cost driver values that will be added during the NJ process for each line and displaying the sum.

  The Est. Cost Driver amount is added to Ext Cost component of the GP$/GP% calculation.

  Example

  Consider the following settings and data to show how the setting effects how tax is calculated:

  Cost Drivers used:

  • Cost driver 010 - Waste - Calculate Use Tax for this cost driver? "N"
  • Cost driver 013 - Cost of Delivery - Calculate Use Tax for this cost driver? "N"
  • Cost driver 016 - Use Tax - Calculate Use Tax for this cost driver "Y"

  Data:

  • Item 0010, ABC123, line ext price = $65.00, ext cost = $50.00
  • Percentage of Line Item Cost: 6.000000 %
  • Fixed Cost Per Line Item: $1.50
  • Based on tax jurisdiction, assume 8.75% tax

  Without Calculate use tax on non-use tax cost driver adjustments setting activated

  • Item Ext Price - 65.00
  • Item Ext Cost - 50.00

  Non-use tax & use tax cost driver calculation:

  • + Cost driver 010 = 50.00*.06 = 3.00
  • + Cost driver 013 = flat rate = 1.50
  • + Cost driver 016 = 50.00*.0875 = 4.38

  Total line ext cost after cost drivers: = 58.88

  • GP$: 10.62
  • GP%: 16.34
  • Est. Use Tax: 4.38

  With Calculate use tax on non-use tax cost driver adjustments setting activated

  Item Ext Price = 65.00

  Item Ext Cost = 50.00

  Non-use tax driver Calculation:

  • + Cost driver 010 = 50.00*.06 3.00
  • + Cost driver 013 = flat rate 1.50

  Item Ext Cost + non-use tax cost drivers: 54.50

  Use Tax cost driver calculation:

  • + Cost driver 016 = 54.50*.0875 4.77
  • Total line ext cost after cost drivers: 59.27

  GP$: 5.73

  GP%: 8.82

  Est. Cost Drivers / Est. Use Tax: 4.50 / 4.77

These credit hold codes perform the same functions as some of the established codes except they can omit open order information from the credit calculation.

They affect the following areas of the system:

• Order Entry - When the credit check screen is active
• Order Change - When the credit check screen is active
• Cash Register Screens
• Order Entry Print Selection Screens
• Back Order Fill Program - if orders are sent to credit
• Order Change Updates - if increased orders are sent to credit
• Billto File F3 Screen - shows credit available
• Credit Manager's Screen (Held Orders)- shows credit available

• Omit Open Orders from the Credit Hold calculation for the following Credit Hold Codes - You may enter any of the available credit hold codes on this screen. Any codes entered into this screen will no longer consider open orders as part of the credit formula.
• The setting Credit check on new orders - adheres to actual past due invoice aging for Hold Acct codes 1,3 and 6 adds logic to credit hold aging days. Prior to the introduction of this setting in 2014, if a customer based their credit hold on the days an invoice was past due, the credit hold would take effect on the first day of the aging range. For example, if a customer is set up to go on credit hold if a payment is 1-15 days past due, the system would place them on credit hold if the payment was 1 day past due. This setting directs the system to use the higher number in the aging range.
• The setting If order total change is less than $ ____ do not send order change notice to credit hold screen allows you to limit the activity on the credit hold screen. Changes made to an order total below the entry in this setting are not sent to the credit hold screen.

• Remove orders from credit hold when canceled - When an order is canceled, this setting is checked to see if the order should be removed from credit hold or not.

  • Prevent line level ship dates updates when orders are released- Prevents line level ship dates from being updated when orders are released from credit hold. The default for the setting is N.

    Navigator Credit Manager

    • Click on an order.
    • On the Update and Release Order window that appears, click the down arrow in the upper right of the window.



• Click Release.



• At this time the line level ship dates that are eligible for update are updated from the order header ship date (Date required).
• The system checks the setting Prevent line level ship dates updates when orders are released. If the setting is set to Y, the line level ship dates are not updated. If the setting is N the line level ship dates are updated.

Green Screen Credit Release (AR 15)

• Choose an order to release by entering X and pressing Enter.



Enter any initials into the Authorization code field.



• Press Enter.

• At this time the line level ship dates that are eligible for update are updated from the order header ship date (Date required).
• The system checks the setting Prevent line level ship dates updates when orders are released. If the setting is set to Y, the line level ship dates are not updated. If the setting is N the line level ship dates are updated.

Update all Lines

• An option on both the Navigator and Green Screen applications allows you update all lines when you chooses to update the ship date while the order is on credit hold.

• If the setting Prevent line level ship dates updates when orders are releasedis set to Y the Update all lines option in Navigtor is not activated and N is defaulted into the Upd All Dates setting in the GS.

This system wide setting lets you establish credit hold parameters for almost all of your credit hold codes.

Codes C,H,N,P, and X are special credit hold codes and are not applicable here.

Use these settings to identify and stop potential problems.

If a customer is assigned a credit hold code, during order entry if any of that code's limits are breached an warning message displays and the order cannot be processed.

As an example of how this settings work, consider the following setting for credit code Q.

• Over 10 % of AR Bal,
• or over $200.00 is aged > 1 day,
• or Order Amount is >= $199.00 or over credit limit in Billto File.

If an order exceeds 10% of the accounts receivable balance, or if 200 dollars or more is one day past due, or the order amount is at or over 199 dollars over the credit limit the order will not be processed unless the code is changed.

If you use this feature, you have to define credit hold parameters for all the credit hold codes.

This setting contains two options that control costs on credit memos.

• If user is not allowed to see cost, can they still key a special cost on a credit memo? - If the answer is "Y," even though the user is not allowed to see costs, they will be able to key the special costs on the credit memo. If the answer is "N," then the user will not be able to key special costs on the credit memo.

• Disable access to costs on credits even if user can see costs? - All cost updates on the credit memos will be disabled if the option is "Y," even if the user is allowed to see costs.

These settings activate and work in conjunction with the Customer Contacts field on the Order Entry Header screen and the contact information contained in the Phone Number File. This functionality enables you to link orders to specific contacts, and to tie promotions and spiffs to those contacts.

• Activate Customer Order Contacts field in Order Entry & Order Change - Enter a Y in this field to activate the following functionality within Order Entry:
  • displays the order contact field on the Order Entry and Order Change header screen.
  • a pop-up window that displays the contact information, for the customer account, from the phone number file.
  • activates report options that can list sales based upon the order contact.

• Validate Customer Order Contacts against the Phone# File in Billto - Activating this field prompts the user to select order contact from the Phone Number File (by entering a "?" in the Order Contact field), instead of just keying in a contact name. The Phone Number File is accessed from within the Billto file.

• Cost Driver Number for Commissions to Customer Contacts - Enter the Cost Driver Number you want to be associated with the commissions paid to the customer contacts. This cost driver number becomes the default cost driver to show on the Four-Way Order Contact Analysis reports.

• Cost Driver Category for Commissions to Customer Contacts- Enter the Cost Driver Category you want to be associated with the commissions paid to the customer contacts. You may enter a question mark (?) to see a list of cost driver categories.

Cost Drivers are costs that are associated with line items. They are used to identify costs or expenses that are not part of the product cost, but still may affect the profit on the sale of the item. For example, a cost driver can be set to accumulate a marketing cost against all orders for certain customers or products. The marketing costs are accumulated and may be used for reporting purposes, and for matching against actual marketing expenses.

• Limit Order Contact search windows to only include Phone Number File records that are defined as Contacts Type=C or Type =I - If this option is activated, only those Phone Number File records designated as an Order Contacts or Internet users appear whenever a search is performed. If not activated, all phone number entries are displayed.

• Highlight Order Entry Order Contact field if at least one "C" record found for that account# in the Phone Number File - The Order Contact field enables you to assign customer contact information to orders and invoices. If you activate this field and you have at least one phone number record flagged as an order contact (type C), the Order Contact field near the bottom of the Order Header is highlighted.
• If only one "C" record exists for an account, display as the default value - The name of the contact in the Phone Number File is inserted into the Order Contact field on the Order Header. Activating this option can be useful when using the Change Account/Branch/Slmn# Of An Order (SYS 401). This way when an order is changed the Order Contact, if there is only one, is automatically used.

This setting directs the Customer Search program to skip customers based on their A/R Statement Code.

AR Statement codes control how the customer's monthly statements are formatted. You can choose between open item or balance forward styles. You can also choose not to print statements for customers.

AR statement codes are created through the ARSTATEMT table accessed via the System Cross Reference Table program (SET 5) and are assigned to accounts through the Billto File.

This system wide setting allows you to specify the type of external cutting machine counter model, Veeder Root, Fusion, or Red Lion. These counters may be interfaced to special cutting station programs. After selecting one of the counter types, the system only uses the signal from that counter to send measurements to the cutting station.

The option Prevent status updates to serial # status codes below during Measurement Adjustments allows you to enter up to five serial number status codes that will not be updated or changed to a measured status (status code "m") after measurement adjustments. This option keeps the existing status of a roll after an adjustment is made.

• The cut station program is accessed via the F1 function at the bottom of Menu Option WAR 5 - Update Order Status.

• When the Cut Station Functions appear, select option 3 to take a roll measurement.

• On the screen that appears, enter the new measured balance.

• The status code of the serial number will be automatically changed to "m" (measured) unless the serial number is assigned to one of the status codes identified in the option Prevent status updates to serial # status codes below during Measurement Adjustments.

These settings provide the ability to change both the location and serial number when entering cycle count tickets via option CYC 3.

If the settings, Allow change of location during a cycle count and Allow change of serial# during a cycle count are activated two new fields (Change Location to and Change Serial# to) appear on the Cycle Count Update Screen.

Activating this setting allows the CUS 15 - Manage Unconfirmed Dial-In Orders program to flag duplicate orders.

CUS 15 is widely used with Decor 24 and CMS. It enables customer service personnel to view, release or process orders that were entered by online/B2B customers and salespeople, but not yet processed.

The default is N which directs CUS 15 not to flag duplicate orders.

This setting works with the Days From Warehouse field in the Truck Route File Maintenance (DEL 1) program to control the impact of weekends on calculated arrival date displayed in order entry.

Enter a Y for the weekend day that you want delivery dates to fall on. This allows the Truck Route File Maintenance to include Saturday and/or Sunday in arrival date calculations.

Entering an N essentially blacks out the weekends and rolls the arrival date to the following Monday.

This option allows you to add an additional surcharge to your delivery charges to help recover additional costs such as rising fuel prices.

The charge is based on the current total delivery charge. If the Delivery Charge is manually entered the Delivery Surcharge is not applied.

In order for a delivery surcharge to be applied, a Delivery Charge amount has to be entered in the Delivery Charges File (FIL 27).

Here's how it works:

• Enter the percentage of the delivery charge (invoice line 9966) that you want to add as a surcharge

• The additional charge is added to the invoice as line 9971 to 9979 under the title "Delivery Surcharge. You can change the title as needed.

Use the Include company/branch combinations setting to:

• limit the surcharge to specific company/branch combination(s)

• apply the surcharge company-wide by entering just a company number

• apply the surcharge charge to specific branches

• apply the surcharge across the board by leaving all the fields blank.

This option lets you choose what appears in the Serial # column when you perform a Search by Serial Number for inventory that is on order, but has not yet been received and/or assigned a serial number.

Your selection appears in the Serial# column when you perform an inventory inquiry by serial number and there is inventory that is on order but has not yet been received or assigned a serial number. The "blank serial#" always represents your back orders.

This setting allows you to change the term "Handling Charge" to another term. This term is then used on Invoices and Order Acknowledgments.

The term and its relative information only shows on an invoice or order acknowledgment if it is a positive percentage. Negative percentages (discounts) are shown using the default term "Discounted".

The main purpose of this setting is to provide businesses with another way to recoup fuel charges by renaming Handling Charges to Fuel Surcharges.

If this field is left blank, the default, Handling Charges, if applicable, appears on your documents.

This option prevents cost changes on pre-receipts from Inter-Company suppliers. When working with receipts, as from EDI or CMS, if this option is activated, inter-company costs are protected. This feature ensures that costs on inter-company receipts and invoices remain balanced.

This option affects receipts from suppliers coded as Inter-Company (option C) on the Supplier Type Code in the Supplier file.

If ADDING a receipt manually, cost fields are left accessible for updating.

Use this setting to activate the Intercompany Transfer GL Interface (ACT 121).

The Intercompany Transfer GL Interface defines the accounts to debit and credit for transfers between companies. It creates entries in both the transferring and receiving companies to balance the journal entries for both companies.

Prior to the introduction of this menu option (in 2011), a manual entry was needed to balance the company's transfers.

The following functionality facilitates the transfer of material between intercompany warehouses:

• A "Intercompany Transfers GL Interface File".
• The extended format of the Inventory Summary by GL Account report (GL 112) shows intercompany transfers.

Inventory Mass Updates and Writedowns is a series of extremely powerful inventory functions. It enables you to revalue inventory, write off small quantities, prepare G/L journals for "books only" revaluations, and update serial number status codes using a variety of options and parameters. All options can be run in a test mode, so that a report listing the results of an entry can be printed prior to actual updates.

These settings can help avoid errors when performing mass updates. They affect the third screen of the Inventory Mass Update and Writedown procedure (INV 8).

If one of the settings is activated, that action must be performed. For example, if Must specify a Warehouse is flagged to Y, then the process will not continue until one is entered.

If the setting Display users default warehouse is activated, the warehouse used comes from the Control Panel (SET 1).

• If the settings (Display Promo Program # when Promo Price is shown separately and Display Promo Program Description when Promo Price is shown separately are activated, the promotion program number and/or the promotion description (from the promotion file) display on the invoice. This applies only to promos that cause the promotional portion of the price to show separately underneath the regular price.
• Consolidate invoice lines w/same item, warehouse, serial#, and price, allows you to group invoice lines together. This consolidates invoices where the orders were split across multiple locations/warehouses by IWMS or ISO. This helps to ensure that invoices match order acknowledgments and the originating order.

Sidemarks present some tricky situations for splitting and then consolidating lines. Sidemarks are the lines that immediately following a detail line (line 0011 for 0010, or 0021 for 0020).

A message line is NOT considered a sidemark if it has a dollar value.

Under the following conditions, split lines can be consolidated:

• Lines that are split by ISO will be consolidated if the last line created by ISO has the sidemark - and the other lines have no sidemark. This is because when ISO creates multiple lines, users will press F6 and enter sidemarks after the last line.

• Special Orders are ignored by this program, because special orders are already linked to their specific purchase orders.

• Lines that are separated due to back order fill (where it takes more than one receipt/line to fill a single order line), will be consolidated if the original (back ordered) line has a sidemark and the new lines do not. This is because back order fill leaves the sidemarks on the original line(s).

• Lines that are separated due to the use of the Split Line program (where the new lines are usually added to the bottom of the order), will be consolidated if the original line has a sidemark and the new lines do not. This is because the Split Line program leaves the sidemarks on the original line(s).

If the following conditions apply, lines cannot be consolidated:

• the lines have different item numbers, warehouse, serial numbers, or prices.

• the lines have different line-item ship dates.

• one line is open, and one is cancelled or invoiced.

• if the two detail lines have 2 different sidemarks, they should not be consolidated. You can purposely keep lines from consolidating by entering different sidemarks.

• If a single discount is available, show message on invoice: "Deduct xxxx.xx if paid by mm/dd/yy" - If the invoice is affected by payment terms that include a discount for early payment, activating the If a single discount is available, show message on invoice: "Deduct xxxx.xx if paid by mm/dd/yy" setting directs the system to print the message Deduct $xxxx.xx if paid by mm/dd/yy phrase on the invoice.

Notes:

• The discount terms are pulled from the Payment Terms and Terms Code fields in the Billto File (FIL 01), or Product Line File (FIL 12).
• Changes in discount terms do not affect existing invoices.
• Floor Plan terms override the Payment Terms and Terms Code settings.
• Discount messages will not appear if the customer does not have terms with an early payment deduction.
• The discount message appears on all standard invoice forms (L, M, email and fax), but not on invoice version K which has a unique format.

Invoice forms are designated on page 3 of the Control Panel File (SET 1).

• Output Stylesheet versions direct to printer? - This setting activates the ability to print/email invoices in batches and have them be in a Style Sheet format. For more information, click here.

• Display all Phone Number file email records in manual invoice distribution screens? - Deliver Provides options for delivering invoices in the format, print or email, that customers want.

  Distributing Invoices

  Navigator

  Green Screen

  Navigator

  There are two ways to distribute invoices in Navigator:

  Option Arrow in Inquire Mode

  • Access Invoice Inquiry.
  • Click on the option arrow to the left of an invoice
  • Select Distribute

  

  Distribute button on an Individual invoice

  • Open an Invoice and click Distribute.

  

  Both options access the Distribute Invoices window.

  If the invoice is going to be emailed, enter an email address or select one from the drop down menu.

  

  The email addresses are pulled in from the Phone Number File.

  Green Screen

  • Access Invoice Inquiry (menu option IVC 8)
  • Enter an Invoice Number.
  • Press F9 to access the Output Distribution screen.

  

  • Add, delete or change the email addresses as needed.

Include all order lines on Invoices?- Adds the following fields to an invoice to better explain where the invoice came from and what other invoices are associated with the order.

• 1 - Status:

  • Partially Invoiced – Invoice tied to line, and shipped quantity ne 0, and Order quantity ne shipped quantity

  • Previously Invoiced – Invoice tied to line, and shipped quantity = order quantity.

  • Invoice Due – Line is in INPRINT (todays invoice. Being invoiced)

  • Not yet Invoiced – no Invoice tied to the line and not in INPRINT (todays invoice. Being invoiced)

  • Line Killed – Invoice tied to the line and shipped quantity = 0.

• 2 - Lines:

  • Include all lines on the invoice that are associated with the order regardless if they are being invoiced or not.

  • If a line has been partially invoiced then this line will be shown multiple times. One time with a status of previously invoiced and the quantity that has been previously invoiced and another time with a status of Not yet invoiced or Invoice Due with the quantity being invoiced or still to be invoiced.

• 3 - Order Details:

  • ORDER TOTAL W/TAX - This is the total of the entire order with tax.

  • PREVIOUSLY INVOICED W/TAX – This is the total of the lines from the order with tax that have already been invoiced.

• 4 - Invoice Details:

  • CURRENT INVOICE AMOUNT – This is the total currently being invoiced minus tax

  • CURRENT NC SALES TAX – This is the total tax on current invoice

  • CURRENT INVOICE TOTAL – This is the invoice total on current invoice w/tax.

Allow change of manufacturer code within an item# - This setting grants or denies permission to change the manufacturer's code portion of an item number. The manufacturer's code is the first three characters of an item number (SAI 1090 0).

The options at the bottom of the screen allow you to suppress changes to the price, cost and/or the packaging class if the manufacturer of an item changes.

If these settings are not activated, the item's price, cost and/or the packaging class information corresponding to the new MFGR must be set up prior to processing the item change.

Note: The Price Class, Cost Class and Packaging Class are assigned and displayed via the Item File.

You can use the F9 function on the Change Item#s utility (menu option SYS 110) to make changes just for items, and not system wide.

This setting allows for the display of the Job Estimates screen within Order Entry and Order Change.

The Order/Job Estimates screen enables you to enter the total price, total cost, and total estimated profit for an order. This is designed primarily for commercial jobs, that involve multiple shipments and partial billings, and require "work in progress (WIP)" reporting.

A "job style" order allows users to display comment lines and omits the underlying line-item details. For example, a job can include several products, plus various services, freight, labor etc. On regular orders, all line items are listed, followed by a total. A "job style" order lists just a description of the job (to whatever level of detail you want to include) and an overall job total.

Job style orders are created via:

• Job Style Order Entry (F19 Feature on order entry F24 wildcard)
• Rug Order Entry script (invoked for items with S2 Policy Codes)
• By adding J* to comment lines in the desired section of normal order entry.

Job style orders allow you to customize the presentation of the job description on the order. The description can be entered on comment lines using a J* prefix. When used in this convention only J* lines will appear on customer facing documents.

This System Wide Setting allows you to suppress the printing of pricing data on J* comment lines on pick list and pack list.

To suppress the printing of prices on J* comments on pick and packing list with price data included in the last position of the comment field, activate the setting.

Note: Click here to see an example of a Pick List with J* comments.

This is a series of settings that control how Labor and Fund items are handled in various applications. Labor items are items with component code "L" that represent non-inventory sales such as labor, services, or freight. Fund items are items with component code "F" which are used only for customers to deposit into or withdraw from marketing funds.

Include Labor & Fund Items on Load Sheets, BOL, & Other Warehouse Shipping Reports - Enter Y to include items coded as labor and fund items (L and F) on several reports. These items really don't belong on warehouse shipping reports because they do not represent items that are physically handled or shipped. The recommended option is N.

Note:   You can only activate one of the next two options. They can both be set to N, but they cannot both be set to Y.

Include Labor & Fund Items on Invoices regardless of status code, but only if they follow a line on an order being invoiced - Entering a Y here allows the system to automatically invoice labor and/or fund items if they are immediately following an order line being invoiced. An example of the use of this setting can be to include the labor involved in installation of a particular item, or a fund item that follows a regular item being invoiced.

Include Labor & Fund Items on Invoices regardless of status code, as long as any line on an order is being invoiced? Entering a Y here allows the system to automatically invoice labor and/or fund items if they are included within an order for which any lines are invoiced. This allows you to charge for labor and funds items even if they are not at the status you normally use to invoice lines. You can update the status on the inventory items being shipped yet have the related labor and fund items be invoiced without updating the status of the labor and fund items.

Note:   These invoicing strategies for labor and fund items are very similar to how miscellaneous lines are invoiced along with regular line items. These strategies apply mainly to "Invoicing by Status Code".

Example of Invoicing Labor/Fund Items

An order has 6 lines; 10, 20, 30, 40, 50, and 60

• Lines 10, 20, 40, and 50 are for inventory items
• Lines 10 and 20 are at status S. Lines 40 and 50 are at status X
• Lines 30 and 60 are labor items at status O
• The order is invoiced by status code, and only status S lines are requested to be invoiced
• If the first of the two invoicing options is used, then lines 10 and 20 are invoiced because they are at the requested status (S), and line 30 is invoiced because it follows a line at the requested status. If the second of the two invoicing options is used then lines 10, 20, 30, and 60 are invoiced. Both labor lines are invoiced because with this setting any labor/fund lines are invoiced as long as any lines on the order are invoiced.

The following figure shows an order with the above parameters.