Post on 14-Mar-2020
Activant Prophet 21
Version 12.3 Overview of Prophet 21 New Features
This class is designed for…
ManagersSystem Administrators
Objectives
Miscellaneous New FeaturesAdd an Item to a Closed POImproved Performance for Bin Tab in IMISave and Continue TasksCheck for Existing Quotes in OEBatch Confirm in Automatic ShippingLost Sales Reason Codes for QuotesSystem Setting SearchFull Text Search in Customer Name and Ship To Name FieldsCopy Item Window in Item MaintenanceTasks Tab in Order Entry
Objectives
Transfer History Tab in Item Master InquiryManual Group Picking Report
Contract ImprovementsLine Item Contracts on QuotesStart Date for Contract LinesCreate Contracts from QuotesContract Export and ImportAdditional New Fields on Contract ImportsChanges to IMI Contract Tab
Service and Maintenance Enhancements
Add Item to Closed PO
Add Item to Closed PO
Select last line on Items tab and hit enter to get a new line
Improved Performance for Bin Tab in IMI
Improved Performance for Bin Tab in IMI
Click Retrieve button to view bin allocationsIf you prefer viewing bin allocations automatically, check system setting
Improved Performance for Bin Tab in IMI
Save and Continue in Tasks
Save and Continue in Tasks
Check for Existing Quotes in Order Entry
Check for Existing Quotes in Order Entry
When entering a qty for a line item, system checks to see if there are any open, unexpired quotes for customer and itemDepending on User setting Default Open Quotes in OE, quotes will be available
In Popup window in OE or Front Counter OrderRMB option on Items tab
Option Result
Never System does not check for open quotes. No popup or RMB option.
RMB Only After entering item and qty, you can RMB to display open quotes.
RMB / As You Enter ItemsAfter entering item and qty, you get popup displaying open quotes. Also can RMB to see open quotes.
RMB/As You Enter Items
Check for Existing Quotes in Order Entry
RMB Only
Check for Existing Quotes in Order Entry
If pricing UOM on quote doesn’t match the order, the system converts the quote price into the UOM on orderLimitations – system doesn’t display quotes for:
Lines already associated with a quoteLines where price was editedLot billing header or component linesAssembly component lines or assembly header where assembly is priced by componentsService quotes do not display
Check for Existing Quotes in Order Entry
Check for Existing Quotes in Order Entry
Batch Confirm in Automatic Shipping
Batch Confirm in Automatic Shipping
Create a batch of pick tickets based on criteriaSet up Scheduled Import Service Manager
Type of Import set to User ImportTransaction Set ID is Shipping Confirmation
Fill in criteriaClick Retrieve icon
Batch Confirm in Automatic Shipping
Drill into pick ticket number to make any changes on pick ticket – shows as shipment confirmed
Batch Confirm in Automatic Shipping
Lost Sales Reason Codes for Quotes
Lost Sales Reason Codes for Quotes
Lost quotes can be stored and reported on in Lost Sales ReportSet up Reason Code Posting Areas for Quote
When cancelling the item qty or the entire quote, answer the prompt with the default reason code
Lost Sales Reason Codes for Quotes
Lost Sales Reason Codes for Quotes
System Setting Search
System Setting Search
Search box available at the bottom of the system settings Start typing in the name of system setting and it will bring you a small list, but as more letters are entered, the list gets smaller
After choosing option, system takes you to the setting indicated with an arrow next to it
System Setting Search
Full Text Search in Customer and Ship To Name
Full Text Search in Customer and Ship To Name Fields
Name Full Text search available in Customer and Ship to name fields in Order Entry, Front Counter OE, RMA Entry, and Service Order EntryCustomer name, address 1, address 2, city, state and phone number
Full Text Search in Customer and Ship To Name Fields
Start typing and list of customers that match on name, address 1, address 2, city, state, and phone will displayUse arrow key to navigate and press Enter to selectSpaces in search indicate different pieces of info
Full Text Search Setup
Enabling Name Full Text Search in system settingsAdministrators log in with Bypass Application Role Security checked
Full Text Search Setup
Navigation Path: Setup > System Setup > System > System Settings > System Setup > Searching
Full Text Search Setup
Copy Item
Copy Item
Call up item to be copied in Item Maintenance, then RMB click and choose Copy To New Item
Enter New Item ID and New Item DescriptionClick Create ItemReview Item Maintenance and set up rest of dataSave
Copy Item
Tasks Tab in Order Entry
Tasks tab in Order Entry, Front Counter Order Entry and RMA EntryUse RMB command on Tasks, Order or Items tabs to enter new tasks specific to transactionBenefits
Easier to keep track of outstanding tasks associated with orderHave record of tasks for history
Reminder of task viewed when recalling order
Tasks Tab in Order Entry
Tasks tab, RMB click and choose Add New Task
Tasks Tab in Order Entry
Schedule Task window appearsEnter details of task and click OK
Tasks Tab in Order Entry
When viewing order, you’ll be prompted to follow-up on associated tasks
Tasks Tab in Order Entry
Tasks Tab in Order Entry
Transfer History Tab in Item Master Inquiry
Transfer History Tab in IMI
Continued line information
Manual Group Picking Report
Pick items for several customers’ orders at one time by printing report after printing pick tickets
Manual Group Picking Report
Manual Group Picking Report
Contract Improvements
Line Item Contracts on Quotes
Use contract prices for quote line itemsOnly available for standard customer contracts, not vendor contracts or consignment contractsIn order to utilize functionality
Turn on system setting Allow Customer Contract Lines on ContractsSet customers to Use All Contracts on Sales Pricing tab
Setup / System Setup / System / System Settings / Order Processing / Pricing
Line Item Contracts on Quotes
Must have both Job/Contract Pricing and Use All Contracts enabledSystem verifies valid contract when quote is entered and when converted to an order
Line Item Contracts on Quotes
Line Item Contracts on Quotes
Popup when item is on more than one contract
Line Item Contracts on Quotes
Converting Contract Quote Lines to OrderCannot use RMB Convert to Order, use Tools option Convert Quote to Order wizardLink is retained to contractWizard checks to see if contract line is expiredConverted qty may not exceed the contract line’s maximum qty
Line Item Contracts on Quotes
Start Date for Contract Lines
Enter line item start dates on contract itemsAvailable in Contract Fast Edit, Copy Contract and create contract from Order Entry featureApplies to customer and consignment contracts
Start Date for Contract Lines
Setup / System Setup / System / System Settings / Order Processing / Pricing
Entering new contract linesIf enabled, then new lines entered on contracts will default to header start dateIf not enabled, dates default to 00/00/00
Updating existing contract linesPrompted to update the line item start dates
Start Date for Contract Lines
Create Contracts from Quotes
Create contract pricing by starting off with a quoteUser must be enabled to Create Contract from OE in User MaintenanceCustomer must have setting enabled for Use All Contracts on the Sales Pricing tabEnter quote and RMB click on Items tab to open Create Contract wizard
Create Contracts from Quotes
Create Contracts from Quotes
Create Contracts from Quotes
Contract Export and Import
Export standard, consignment and vendor contractsUpdate contracts within spreadsheet program and import them back into systemSetup / Imports/Exports / Exports / Order Processing / Job/Contract Pricing
Contract Export and Import
Contract Export and Import
Filetype-dayMonthyear_time
Edit data on spreadsheet and import data back into Prophet 21Existing contracts are updated and contracts with new contract numbers are addedCannot edit these fields: Contract Type, Corporate Address ID, Item ID and Prior Qty
Contract Export and Import
Job/Contract Pricing Import
Following fields can now be imported in Job/Contract Pricing Import
Start Date in Contract LinesRecord ID in Job/Contract Price Header ImportSource Location ID in Job/Contract Price Line ImportActivation Date, Expiration Date, and Row Status in Job/Contract Ship To ImportTag Detail Type in Consignment Info ImportRow Status in Job/Contract Pricing Bin ImportNote ID and Delete Flag in Job/Contract Notepad Import
Changes to IMI Contract tab
Vendor ID and Contract Source fields added to the Contract tab in IMI
Service and Maintenance Enhancements
Service and Maintenance Enhancements
Service Call CenterOperate and manage service calls in one area
Customer Master Inquiry EnhancementsRetrieve and filter service customers by serial numberView service item information on Service Order tabCreate service order from CMI
Task EnhancementsAssign tasks to service orders to handle customer needs beyond the service transaction
Alarm and Problem CodesQuick tags to assign to tasks and service orders
Service CentersUser-created categories to organize technicians
Service Dispatch Priority CodesWeights you attach to service orders to give idea of importance of a service order
Service Order Entry EnhancementsExpanded process and more shortcuts to speed procedure and make it easier. Serial Number entry in OE populates much information automatically
Parts History TabDisplays all parts sold on service orders for service item
Service and Maintenance Enhancements
Service Order Part RMAsReturn part used on a service orderLink to service order to pull specific invoice information
Service and Maintenance Enhancements
Summary
Miscellaneous New FeaturesAdd an Item to a Closed POImproved Performance for Bin Tab in IMISave and Continue TasksCheck for Existing Quotes in OEBatch Confirm in Automatic ShippingLost Sales Reason Codes for QuotesSystem Setting SearchFull Text Search in Customer Name and Ship To Name FieldsCopy Item Window in Item MaintenanceTasks Tab in Order Entry
Summary
Transfer History Tab in Item Master InquiryManual Group Picking Report
Contract ImprovementsLine Item Contracts on QuotesStart Date for Contract LinesCreate Contracts from QuotesContract Export and ImportAdditional New Fields on Contract ImportsChanges to IMI Contract Tab
Service and Maintenance Enhancements
For More Information…
Prophet 21 Help FilesVisit Activant on the web: http://distribution.activant.com/
View Educational Services course offeringsService and Maintenance WBTs
Browse Documentation12.3 New Feature GuideService and Maintenance New Features Guide
Search the Solutions databaseSubmit a Support case
E-mail Professional Services Salespss@activant.com