CITADEL BUSINESS SYSTEM DOCUMENTATION · citadel business system documentation release notes 8.1...

CITADEL BUSINESS SYSTEM DOCUMENTATION

RELEASE NOTES 8.1

April 1998

BASE FILES 5

OPERATOR ENTRY 5 PRODUCT ANALYSIS MAINTENANCE 5 TARIFF ENTRY 5

OPERATIONAL MASTER FILES 6

EMAIL ADDRESSES 6 CUSTOMER MAINTENANCE/ENQUIRY 6

GENERAL LEDGER 7

INTER-COMPANY JOURNALS 7 GENERAL LEDGER BALANCING 8

SALES ORDER PROCESSING 9

WARRANTY FEES 9 SET-UP REQUIREMENTS 9 PROCESSING 10 WARRANTY FEE REPORTING 10 WARRANTY FEE FILE PURGE 10 REBATES 10 SET UP REQUIREMENTS 11 PROCESSING (INVOICING) 11 PAYMENT OF REBATES 12 REBATE PAYMENTS TO CUSTOMERS 13 REBATE PAYMENTS TO VENDORS 13 REPORTS 14 DD.ARENQUIRY 14 DD.UNPAIDREBATES 14 Other 14 BIN LOCATION REFERENCE ON PICK SLIPS (DYNAMIC WAREHOUSES) 14 RETURNED GOODS/REPAIR JOBS 15 CONSIGNMENT NOTES 16 SETUP REQUIREMENTS 16 Carrier maintenance 17 Delivery Method 17 Delivery method/carrier maintenance 17 Territory Maintenance 17 Supply branch/Territory/Delivery Method 17 PROCESSING 18 Determining the delivery method (carrier) 18 Entry of consignment note details 18 Printing consignment notes 19

Release Notes – Version 8.1 ii

Label printing 20 REGIONAL PRICING 20

ORDER ENTRY 21

DATA ENTRY SEQUENCE 21 ORDER SOURCE 21 ORDER ENQUIRY – ORDER SOURCE 21 MAXIMUM DISCOUNT CHECK 21 DISPLAY OF TEXT ENTERED IN THE PICK CONFIRMATION PROCESS 21 CREDIT ANALYSIS BY BRANCH BY CURRENT A/R PERIOD DD.210 21 CREDIT ANALYSIS REPORT DD.211 22 CUSTOMER SALES ANALYSIS DD.SAH100 22 REPRESENTATIVE SALES ANALYSIS DD.SAH101 22 DAILY SALES YEAR TO DATE DD.DSPRODENQY 22 DAILY SALES MONTH TO DATE REPORT DD.DSPRODENQ3M 23 SALES ANALYSIS – REP SALES DD.273 23

SHIPMENT COSTING 24

SPREADING OF DUTY ON A SHIPMENT 24

ACCOUNTS RECEIVABLE 25

DEBT COLLECTION CUSTOMER LIST DD.CUSTLIST201 25

ACCOUNTS PAYABLE 25

CHEQUE PRINTING 25

INVENTORY 26

STOCK ENQUIRY – VENDOR ENQUIRY OPTION 26 STOCK TRANSACTION SUMMARY LIST 26 KIT LIST DD.KITLIST 26 BIN LOCATION TRANSACTION (DYNAMIC WAREHOUSING) 26 STOCK LIST REPORT DD.STK108 26 NATIONAL STOCK LIST/SERIAL NUMBERED PRODUCTS DD.STK147 27 STOCK LIST DD.STK203 27 STOCK ADJUSTMENT LIST DD.STKADJLIST 27

SERVICE MANAGEMENT 28

FINISHED CONTRACTS LIST DD.SMCFINISHLIST 28 CONTRACT START LIST DD.SMCSTARTLIST 28 CONTRACT ENQUIRY 28

Release Notes – Version 8.1 iii

CONTRACT ENTRY 28 CONTRACT BILLING FREQUENCY 28 CUSTOMER SITE PROFILE 29 CUSTOMER SITE MAINTENANCE DD.CUSTSITEMAINT 29 CUSTOMER SITE PROFILE ENQUIRY DD.CSPROFILENQ 29 ACTIVE CONTRACTS PAST EXPECTED FINISH DATE DD.SM134 29 OWNERSHIP LIST – BY ALL CUSTOMERS OR SELECTED CUSTOMER DD.OWN100 29 SERVICE MANAGEMENT CONTRACT LINES LIST DD.SMC107 30 SM CONTRACT LINES AREA/SITE SUMMARY DD.SMC102 30 CONTRACT LINES BY AREA DD.SM140 30

GENERAL 31

REBUILD CHART OF ACCOUNT BALANCES DD.CABALFIX 31 CLEAR THE CHART OF ACCOUNTS FILE DD.CACLEARTY 31

Release Notes – Version 8.1 iv

BASE FILES

OPERATOR ENTRY A security level can be specified for each operator to allow authorisation checks to be made in processes like discount overrides etc. i.e. Minimum operator security level for discount authorisation 0-9 (DD.MAXIDISCCHECK). PRODUCT ANALYSIS MAINTENANCE A flag has been incorporated on the product analysis level file to indicate if the analysis group is a spare parts group. Products in spare parts groups can be excluded from specific reports and routines based on this flag (e.g. warranty fees). TARIFF ENTRY The tariff rate (%) is shown when the tariff code list is displayed.

Release Notes – Version 8.1 Page 5

OPERATIONAL MASTER FILES

EMAIL ADDRESSES Email addresses have been added to the customer file and vendor file. Entry of these addresses is available in customer maintenance (DD.CUSMAINT) and vendor maintenance (DD.VENDMAINT). The telex field on the vendor file has been renamed mobile #. Pattern matching on phone numbers, fax numbers, mobile numbers and email numbers can be done via settings in the program parameters for DD.PHONENTRY. CUSTOMER MAINTENANCE/ENQUIRY A field has been added to allow a cost plus percentage to be entered and held on the customer file. This percentage can be used in customer developed pricing routines to allow pricing for the customer to be based on the average cost of the product plus an add on.


GENERAL LEDGER

INTER-COMPANY JOURNALS The inter-company journal facility allows amounts to be posted in multiple data accounts when a “defined” inter company account is entered when using the following processes:

General journal entry DD.GLJNENTRY

AP voucher entry DD.APENTRY

AP Journal entry DD.APJNLENTRY

AR Journal entry DD.ARJNLENTRY

Misc. cash entry DD.MISCASHREC

Distribution jnl entry DD.GLDISTJNLENTRY

When transactions are updated in these processes and an inter company general ledger code has been used, a GL entry screen is displayed so that the contra amount can be distributed within the data account specified for the GL code. The processes of:

(a) standard journal maintenance DD.STDJNLMAINT

(b) distribution journal maintenance DD.GLDISTDEFNMAINT

Also allow entry of an inter-company GL code but, as they do not create transactions, do not reference the distribution journal process. To use the facility a matrix must be set-up to define:

(a) source inter-company GL code

(b) target data account

(c) target inter-company code.

This allows the system to know for a specified inter-company account which data account the contra posting is to and which GL account represents the inter-company account in the nominated data account. The maintenance process is: General ledger inter-company cross ref. maint DD.GLINTERCOASS


Program parameters must be set in the processes that allow inter-company journals to specify the facility being used, i.e.:

General ledger journal entry DD.GLJNLENTRY

AP journal entry DD.APJNLENTRY

AR journal entry DD.ARJNLENTRY

Distribution journal entry DD.GLDISTJNLENTRY

Miscellaneous journal entry DD.MISCASHREC

AP entry DD.APENTRY

The inter-company journal screen that is displayed when an inter-company GL code is entered allows the contra amount to be distributed within the data account that is accessed. This is determined from the GL code entered in the source location. If there have been multiple inter-company codes entered than the screen is displayed multiple times (once for each inter-company account referenced). The posting period, date and currency default from the originating entry and are display fields only. The first line of the coding section is the inter-company account held on the cross-reference file. The amount is the amount coded to the inter-company account in the source location. The double entry must then be coded. Coding to an inter-company account is prohibited within the screen. On update, a journal record is created (with an inter-company journal type) and the number displayed for reference purposes. The operator is then returned to the original process unless further journals are required (i.e. more than one inter-company account was specified in the source location). Note: foreign currency transactions take the exchange rate held within the appropriate data account. This can cause imbalances between the base ledgers unless the exchange rates held are identical. The foreign currency ledgers will balance. GENERAL LEDGER BALANCING The report process DD.GLOUTOFBAL allows the general ledger transactions that do not balance to be isolated and reported for a specified day.


SALES ORDER PROCESSING

WARRANTY FEES Specified products can have warranty fees accrues (and ultimately paid to a 3rd party) when the product is sold. Warranty detail is set up by product and covers the unit fee and the vendor (service agent). Specified customers can be nominated to be excluded from attracting warranty fees when invoices. When warranty fees are applicable to a sale they become part of the cost of sales and lower the GP% on the sales. The fees are calculated at invoice time and written to an accrued warranty fees file. The file is used to generate an accrued warranties report which is used as the basis for entering AP vouchers initiate the payment to the service agent (vendor). SET-UP REQUIREMENTS

The company program parameter (DD.COMAINT) must be set to calculate warranty fees on sales invoices. A general ledger account for “accrued warranty fees” must be defined in the company general ledger control file DD.GLCOCTLMAINT. A general ledger account for “warranty fees – cost of sales” must be defined in the branch general ledger control file DD.GLBRCTMAINT. Warranty detail must be defined by product using the process DD.WARRFEEMAINT. Detail covers:

a) the service agent (vendor)

b) warranty fee per unit

c) customers to be excluded from warranty fee calculations.

This detail is held on attributes on the product file. Products belonging to a spares analysis group (defined in the product analysis level maintenance process DD.PRODANALMAINT) cannot have warranty detail defined.


PROCESSING

As each order line is entered the product file is checked to see if warranty fees apply. If a warranty unit fee is held and the customer is not excluded from generating accrued warranty fees then the order line is flagged with the warranty detail (service agent and fee). Invoices raised generate the accrued warranty fee transactions and update the warranty payable file DD.WARRANTYDUE. General ledger transactions generated to record the financial affect of the sale are:

debit warranty fees – cost of sales

credit accrued warranty fees

Credit notes raised when product is returned to stock also generate an accrued warranty fee transaction. The detail is obtained from: • The order for credit notes referencing an invoice line • The product master file for credit notes not referencing an invoice line. General ledger transactions generated to record the financial effect of the credit note are:

debit accrued warranty fees

credit warranty fees – cost of sales

WARRANTY FEE REPORTING

The warranty due report DD.WARRDUELIST lists accrued warranty detail in either detail or summary form. The report is run for a selected period, vendors and products. The detail report shows the accrued amount by invoice line breaking by vendor and product. The summary report shows the accrued amount by product breaking by vendor. The report should be used to enter the accounts payable vouchers to generate a payment to the service agent (vendor). WARRANTY FEE FILE PURGE

The purge process DD.WARRPURGE deletes detail from the warranty file DD.WARRANTYDUE for a nominated period range. REBATES Customers can be given various rebates on their purchases of specified product groups.


A rebate master file holds the detail of the rebates that a customer is entitled to on his purchases. This covers the rebate type, product group, rebate %, rebate payment method and whom the rebate is to be paid to (customer or vendor). Note: the rebate payment method (credit note or cheque) determines whether the payment is to be made to a customer or a vendor. Rebates are calculated and accrued for when the invoice to the customer is raised. Detail is posted to a rebates payable file and held until either a credit note is raised or an AP voucher generated to cover the payment. Detail on the customer file for the rebate payment frequency and alignment date is used to determine when rebates accrued will be paid. Payment is made by running the generate rebate credit note process or the generate rebate AP voucher process. Audit reports from the processes show the detail of payments made. The rebates payable report details the liability held for accrued rebates. This report should be used to balance to the provision account in the general ledger. SET UP REQUIREMENTS

An account for “provision of rebates” must be defined on the company GL control record DD.GLCOCTLMAINT. A reference file of rebate types must be set up DD.REBATETYPEMAINT. This file holds the description of each rebate type code. Detail on the customers rebate payment terms (alignment period and payment frequency) and rebates payable (rebate type, product group, rebate %, payment method and who to pay) must de defined. This is done using the customer rebate maintenance process DD.CUSTREBATEMAINT. Only native currency customers can have rebates defined. Rebates can only be paid (credit note or cheque) to native currency payees. Program parameters define the default settings for the rebate payment frequency and the payment method. PROCESSING (INVOICING)

As sales orders are entered the gross profit % is adjusted to take the rebate to be given to the customer into account (i.e. it is added to the cost of the product being sold).


Rebates are posted to the rebates payable file DD.REBATESDUE as sales are invoiced. Detail is held by rebate type and covers invoice line id and rebate value. General ledger entries generated to record the liability and extra cost are:

debit cost of sales

debit sales tax

credit provision for rebates

Note: the cost of the sales account is determined in the same way as the cost of the sales account

for the product sold (i.e. via customer/product analysis keys, product analysis key etc and supply branch).

Sales analysis files are updated for the rebate value (cost of sales). Rebates are calculated for credit notes raised regardless of whether the stock is returned. If an invoice number is referenced rebate types and percentages held against the invoice line are used. Note: there may be no rebates held on the invoice line. If an invoice is not referenced the rebate detail is obtained from the customer rebate file in the same way as it is for invoices raised. Detail is posted to the rebates payable file as a reduction in the liability. General ledger entries are generated to record the reduction of the liability in the financial accounts.

Debit provision for rebates

Credit sales tax

Credit cost of sales

PAYMENT OF REBATES

Rebates can be paid by: 1. issuing a credit note to a customer 2. generating an AP voucher and then paying the vendor via the cheque payment processes.


REBATE PAYMENTS TO CUSTOMERS

The process DD.CUSTGENREBATE is used to generate credit notes for rebates to be paid to customers. The process reads the rebate file and determines the rebates that are due based on the customer alignment period and payment frequency. A separate credit note is produced for each rebate type due to the customer (invoices are produced where more credits than invoices were done for the period). The rebates payable file is updated for the credit notes raised. General ledger entries are created for the financial postings.


Credit debtors

Note: the credit notes raised hold a general ledger account code on the credit note line. An audit report is printed detailing the credit notes raised and the rebates paid (DD.CUSTGENREBATE). REBATE PAYMENTS TO VENDORS

The process DD.VENGENREBATE is used to generate AP voucher records for rebates to be paid to vendors. The process reads the rebate file and determines the rebates that are due base don the customer alignment period and payment frequency. A separate AP voucher record is produced for each rebate type due to the vendor. Vouchers maybe positive or negative. The rebates file is updated as each AP voucher is generated. General ledger entries are created for the financial postings.


Credit accounts payable

An audit report is printed detailing the AP vouchers raised and the rebates paid (DD.VENGENREBATE).


REPORTS

DD.ARENQUIRY

The accounts receivable enquiry facility has a command line option to see rebate detail for the customer. Detail displayed is rebate type, analysis keys, percentage. DD.UNPAIDREBATES

The unpaid rebates report details the accrued rebates (rebates not yet paid). The report should balance with the provision for rebates account in the general ledger. DD.REBATESPAID The rebates paid report details payments made via either a credit note being raised or an AP voucher generated between a specified date range. Other

A purge process DD.REBATESPURGE is available to purge paid detail from the rebates payable file. The process purges records that have been paid up to and including a specified date. BIN LOCATION REFERENCE ON PICK SLIPS (DYNAMIC WAREHOUSES) The bin location reference that stock must be picked from prints on pick slips generated if the branch is flagged as a dynamic warehouse branch. Each bin location that stock is to be picked from becomes a pick slip line (i.e. if the stock require for the order line needs to be picked from two different bin locations then the pick slip will have two lines). The bins that stock is to be picked from a determined base don a bin allocation routine. The name of the routine is defined in the program parameters of DD.BNOALLOC. The default sequence if not allocation program is defined is by bin quantity by alpha/numeric i.e. try to empty as many bins as possible (select the bin with the smallest quantity). If bins have equal quantities select the bins alphabetically e.g. Stock is held as follows:

Bin A1 5 units

Bin B1 2 units

Bin C1 5 units

Bin D1 7 units

If the sales order requires 6 units, the system will recommend to pick 2 from Bin B1 (thereby emptying that bin) and 4 from bin A1.


As pick slips are raised and bin locations specified the locator file is updated with the “committed” stock for the location (stock inpick for the allocation). Future pick slips raised take into account the committed stock for the location and only recommend picking of free stock. The pick confirmation processes clear the “committed) stock for the location based on the pick slip line quantity (not the quantity confirmed as picked). Bin location quantities are updated for the “picked” quantity. RETURNED GOODS/REPAIR JOBS Repair jobs can be automatically raised form the credit note process (DD.OECREDIT) where a) the stock branch is flagged as a workshop (dependant on the program parameter setting in

DD.OECREDIT). b) the service agent (repair branch) is held for the product/workshop

(DD.REPAIRSERVEMAINT). c) Stock is being returned. d) The credit reason code used specified in the program parameters as one for which RMA’s

will be raised. (Note: the cross-reference detail set up in DD.REPAIRSERVEMAINT is only used when RMA jobs are being created from the credit note process DD.OECREDIT). Repair job detail is determined from credit note data for:

Workshop stock branch

Supplied by credit note customer

Product credit note product

Repair job detail is also determined from the workshop/product cross-reference data (stock file)

Return branch as defined on file Other data is entered as required (the RMA entry screen displays during the credit note process). A separate repair job is opened for each item returned i.e. if 3 x A100 are returned 3 jobs are opened. Each job is updated as it is entered.


The credit note number is held on the repair job for reference purposes. This is displayed in the repair job enquiry facility DD.RPRENQUIRY. The repair job number is held on the order and invoice files for reference purposes. From order enquiry DD.ORDERENQUIRY a message line option is available to see the repair job detail – “(RMA) detail”. RMA jobs that are held where there are is a cross reference between the workshop and the repair branch (service agent) which have not been transferred to the service agent can be listed using the report RMABRANCHRPT. CONSIGNMENT NOTES Consignment note detail can be recorded as stock is dispatched for reference purposes and if appropriate the consignment notes printed. This applies to both sales orders and stock transfers. Consignment note numbers can be manually assigned or system generated. This is dependent on the setting in the carrier file for each carrier. If the consignment note numbers are manually assigned it is inferred that the consignment note has been manually written out and detail is being entered for reference purposes only. The consignment note history file is updated. If the consignment note numbers are system generated it is inferred that the consignment note is to be printed by the system. The consignment note file is updated (when the consignment notes are printed detail is transferred to the consignment note history file). The consignment note file accumulates data onto a single consignment note record for deliveries from each supply branch to the same delivery address by the same carrier. When the consignment note file is cleared (the consignment notes printed) new records are started for the next lot of consignment notes required. SETUP REQUIREMENTS

Base master files, and in particular the cross-reference files that are defined, are used extensively in the consignment note process. A clear understanding of the relationships between the files must be held to understand how the consignment note detail is being accumulated and the consignment notes printed. POST CODE → TERRITORY TERRITORY + SUPPLY BRANCH → DELIVERY METHOD DELIVERY METHOD → CARRIER


Carrier maintenance

Carriers must be defined using the process DD.CARRIERMAINT. Each carrier is given a reference and a description. Consignment note printing detail is defined by carrier. It uses the following attributes: • Consignment note print program id • Consignment note number prefix • Consignment note number suffix • Auto assignment of consignment note number – Y/N Delivery Method

Delivery methods must be defined using the process DD.DELIVMAINT. Each method is given a reference and a description i.e. 1 = AIR FREIGHT. Delivery method/carrier maintenance

A cross-reference between the delivery method file and the carrier must be defined. DD.DMCARRIERMAINT Only one carrier can be defined for each delivery method (practically the codes may be the same). Territory Maintenance

Territories must be set up and postcodes defined for each territory (DD.TERRMAINT). Supply branch/Territory/Delivery Method

A cross-reference file must be setup to define the delivery method for each supply branch/territory. DD.BNOTERRMAINT i.e. what delivery method is used for deliveries from supply branch 100 (Sydney) to territory 1 (Greater Sydney metropolitan area). Each supply branch/territory combination could hold a different delivery method as the delivery method defines the carrier. However it is also likely that many combinations will have a common delivery method. SUPPLY BRANCH TERRITORY DELIVERY METHOD 100 Sydney 1 (Sydney metro) A Sydney Courier 100 Sydney 2 (Newcastle) B TNT Sydney 100 Sydney 3 (Wollongong) B TNT Sydney 200 Melbourne 1 (Sydney metro) C TNT Melbourne 200 Melbourne 2 (Newcastle) C TNT Melbourne 200 Melbourne 3 (Wollongong) C TNT Melbourne


PROCESSING

Determining the delivery method (carrier)

A routine in the CONTROL PROGRAM file is used to determine how the delivery method (carrier) is determined in the order entry and transfer entry processes. The default routine is DD.GETDELIVMETHOD. The AWA routine AW.GETDELIVMETHOD has rules that also involve the supply branch and delivery address of the order/transfer. e.g. Sales orders

• use delivery method from the customer file • if no delivery method is held on the customer file use the delivery method based on the

supply branch/postcode (territory) • allow override

If maintaining header detail and the delivery address is not changed retain the delivery method held on the order. If maintaining header detail and the delivery address is changed use the rules as per entry. Transfers

• default the delivery method from supply branch/postcode (territory) • allow override

If maintaining header detail and the delivery address is not changed retain delivery method. If maintaining header detail and the delivery address is changed default the delivery method from the supply branch/postcode territory file. Entry of consignment note details

Consignment note detail can be entered in the processes where stock is being delivered from a branch i.e.:

• Order entry to invoice • Confirmation of pick slips (customer) • Transfer entry to send • Confirmation of pick slips (branch transfers)

Entry of detail is dependent on the program parameter settings in DD.INVOICE and DD.TRANSFER. Data defaults from the order/transfer for the delivery address, delivery method and carrier detail. This can be changed as required.


Data can then be entered for the number of cartons in the consignment and the weight of the consignment. The consignment note number will be either automatically assigned or manually assigned depending on the carrier. If the number is manually entered the detail is put to the consignment note history file on update. No consignment note is computer printed as it is inferred that the consignment note has been written out manually. A check is made that the number has not previously been used. Note: if the carrier has a prefix or suffix defined this is automatically added to the number entered. If the number is automatically assigned the number is taken from the control number stack for the carrier. If the carrier has a prefix or suffix defined this is automatically added to the number assigned. If a record already exists for the supply branch/delivery address/carrier the consignment note number on the consignment note file is used. Detail is accumulated until the consignment note is printed. Detail is put to the consignment note file on update. The consignment note number is put on the invoice/transfer header file for reference purposes. Printing consignment notes

Consignment notes that are held in the consignment note file (verses the history file) can be printed on demand. The process DD.CNPRINT allows selected consignment notes to be printed (by supply branch, by type, by customer, by receipt branch, by carrier, by consignment note number). The print format is defined in the CONTROL PROGRAM DD.CONNOTEPRINT or/as defined on the carrier file. As consignment notes are printed detail is transferred from the consignment note file to the consignment note history file. A run umber (taken from a control number stack) is added to the consignment note attributes (to be used for reporting). Detail on the number of carton on the consignment note and the total weight along with the run number are written to the carrier file to produce as audit for the carrier with as he is picking up the goods for delivery.


Label printing

A label print routine DD.LABELS allows labels to be printed for invoices/transfers that have had consignment notes printed. Note: as labels are printed the invoice/transfer is flagged that labels have been printed. Detail for the label print is taken from the consignment note file. The routine prompts for the branch(es) and carriers that are to have labels printed. Only invoices/transfers not flagged as having had a label printed will have them printed. If specific invoices are specified labels will only be printed for these invoices. REGIONAL PRICING Sell prices can be held by region and these prices used in the sales order entry process by associating the supply branch with a region and determining the price from the regional price file. The process regional price maintenance (DD.REGPRICEMAINT) is used to put the regional prices on the price file. For each product, prices can be entered by region by entering the amount or by computing the price based on a percentage add on to the base price (this is taken from the percentage add on defined for the products analysis group in the adjustment % maintenance process DD.REGAKEYMAINT). The regional price list report (DD.REGPRICELIST) lists the regional prices held by region along with their effective date.


ORDER ENTRY

DATA ENTRY SEQUENCE A program parameter setting allows the fields of customer purchase order #, tax exempt # and operator # to be entered before the prompt is given to “RETURN to enter order lines”. ORDER SOURCE

The source of the order (i.e. phone, fax, etc) can be recorded as the order is being entered. This can be made mandatory via program parameter settings in DD.ORDERENTRY, DD.OEPQ, etc. (Note: the order source reference file must be established and hold the appropriate codes DD.ORDSRCMAINT). ORDER ENQUIRY – ORDER SOURCE The order source is displayed to show what the source of the order was (phone, fax, etc) as entered in order entry. MAXIMUM DISCOUNT CHECK Authorisation of discounts given above defined percentages can be forced via a maximum discount check program being defined in the program parameters of order entry. The “standard” maximum discount check program DD.MAXIDISCCHECK determines the value of the discount given (either by changing the default price and/or by applying discounts to the default price). If the value of the discount is above the maximum set on the product file or via the products analysis keys (DD.MAXDISCMAINT) a message is displayed to the operator – Discount x% above maximum of x% (B)ypass or (O)perator. The (B)ypass option returns the operator to the price field. The (O)perator option allows the operators code and his/her pin number to be entered. A check is made to ensure that the operator has a security level of greater than 1. The sale can then proceed. DISPLAY OF TEXT ENTERED IN THE PICK CONFIRMATION PROCESS Text entered in the pick confirmation process can be seen in invoice enquiry by choosing the (T)ext option. CREDIT ANALYSIS BY BRANCH BY CURRENT A/R PERIOD DD.210 Input File DD.INVHISTH Prompts Printer/Screen Produces a report by stock branch by date entered by invoice number for the current A/R period on credit notes raised.


CREDIT ANALYSIS REPORT DD.211 Input File DD.INVHISTH Prompts Printer/Screen Produces a report by sales branch by date entered by invoice number for the current A/R period on credit notes raised. CUSTOMER SALES ANALYSIS DD.SAH100 Input File DD.SAHIST Prompts Branches Customers Product Analysis Keys Period range from _____ to _____ (GL Period) Printer/Screen Produces a detailed report on customer sales analysis with product type equal to zero for selected General Ledger periods by branch number by customer by invoice number. REPRESENTATIVE SALES ANALYSIS DD.SAH101

Input File DD.SAHIST Prompts Branches Reps Customers Product Analysis Keys Period Range From ____ to ____ (GL Period) Printer/Screen Produces a detailed report on Representative Sales Analysis with product type equal to Normal by selected General Ledger periods by Branch Number by Customer by Invoice Number. DAILY SALES YEAR TO DATE DD.DSPRODENQY Input Files DD.BRANCH DD.BRCALENDAR DD.D52 DD.S6 DD.PRODANAL Prompts Branches Level One Level Two Printer/Screen Produces a detailed year to date product sales report up to and including figures from the last end of day, by analysis key by branch.


Comparisons are made between this year and last year by dollar and percentage values for sales, budgets and gross profits. DAILY SALES MONTH TO DATE REPORT DD.DSPRODENQ3M

Input Files DD.BRANCH DD.BRCALENDAR DD.PRODANAL DD.D52 DD.D53 DD.S6 Prompts Branches Level One Level Two Level Three Printer/Screen Produces a detailed month to date Product Sales report up to and including figures from the last end day by analysis key by branch, comparisons are made between this month and last year by dollar and percentage values for sales, budgets and gross profit. SALES ANALYSIS – REP SALES DD.273

Input File DD.S3 Prompts Product Analysis Keys Produces a report by customer Analysis level 1 by rolling sales and gross profit for the current month and previous 12 months.


SHIPMENT COSTING

SPREADING OF DUTY ON A SHIPMENT The shipment duty spread facility allows duty to be spread over the shipment lines based on the tariff code (duty %) held on each product. The duty cost type must be flagged on the shipment cost type file (DD.SCTYPEMAINT). When costs are entered (DD.SCCOSTMAINT) for the duty cost type the operator is prompted to enter the customs exchange rates that the customers department have used to calculate the duty payable. (These have no influence on the costing of the shipment.) This converts each shipment line to local currency for duty calculations and spread purposes. Duty is initially spread based on the supplier’s cost x the customs exchange rate x duty% from the tariff code. Amounts can be changed to balance to the actual duty cost being entered. (This may be by changing the tariff code, the duty% or the amount.) If the tariff code is changed the product master file can be optionally updated.


ACCOUNTS RECEIVABLE

DEBT COLLECTION CUSTOMER LIST DD.CUSTLIST201 Input File DD.CUSTOMER Prompts Months Payment dates Printer/Screen Produces a report from DD.CUSTOMER with a balance older than “x” months with last payment date between two date ranges. ACCOUNTS PAYABLE

CHEQUE PRINTING

A program parameter in DD.APCHQPRINT allows the line up pattern to be optional.


INVENTORY

STOCK ENQUIRY – VENDOR ENQUIRY OPTION An option of (V)endors allows the vendor detail to be displayed for the product. i.e. vendor#, name, currency, cost, air% and expected price STOCK TRANSACTION SUMMARY LIST The stock transaction summary report (DDSTTRANSUMM) lists stock transactions for a specified branch for a specified period. Detail covers the value of each transaction type by branch i.e.: Branch 20 Roseville 10 Adjustments 1000 11 Credit notes 180 21 Invoices -9850 Total -8670 KIT LIST DD.KITLIST The kit list (DD.KITLIST) displays the kits held on the system and their component detail. i.e.: part# Description Kit component part# Description Quantity ABKIT Pump assembly A 123 Motor 1 WIGIT Connector 2 HOSE 123 12.5m hose 10 BIN LOCATION TRANSACTION (DYNAMIC WAREHOUSING)

The bin location transaction purge process (DDLOCPURGE) allows the transactions held for bin locations to be purged prior to a defined date. STOCK LIST REPORT DD.STK108 Input File DD.STOCK Prompts Branches Akeys Printer/Screen Produces a report on all stock items by branch by analysis keys with description, bin location, network safety stock, network reorder print, network reorder quantity, network maximum stock and quantity on hand.


NATIONAL STOCK LIST/SERIAL NUMBERED PRODUCTS DD.STK147

Input Files DD.PRODUCT DD.STOCK Prompts Branches Product akeys Printer/Screen Produces a report on a national level of stock with serial numbered products by part number by branch number. STOCK LIST DD.STK203

Input File DD.STOCK Prompts Analysis keys Printer/Screen Produces a report on stock with quantity on hand greater than zero by branch by analysis keys. STOCK ADJUSTMENT LIST DD.STKADJLIST Input Files DD.STKADJHIST DD.PRODUCT Prompts Branches Products Adj Reasons Date Range to Detail Report Summary Report Produces a report on all stock that has been adjusted for a particular reason between a specified date range.


SERVICE MANAGEMENT

FINISHED CONTRACTS LIST DD.SMCFINISHLIST The finished contract report lists contract lines with finished dates between a selected date and range. The report can be selected by branch and contract type. Detail includes: • Branch • Customer • Contract Type • Contract # • Line # • Product • Start date • Finish date • Finish reason CONTRACT START LIST DD.SMCSTARTLIST The contract report lists contract lines with start dates between a selected date range the report can be selected by branch and contract type. Detail includes: • Branch • Customer • Contract type • Contract # • Line # • Product • Unit $ per month • Start date • Finish date • Expected contract length • Actual contract length • Length%

CONTRACT ENQUIRY A profitability report can be generated from the enquiry screen. CONTRACT ENTRY Area can be made mandatory by program parameter settings. CONTRACT BILLING FREQUENCY Contract entry and contract maintenance have been modified to allow the billing frequency to be entered for 24,36 and 48 months as well as the original frequencies of 1,2,3,4,6 and 12 months.


CUSTOMER SITE PROFILE

CUSTOMER SITE MAINTENANCE DD.CUSTSITEMAINT

A second screen has been developed to allow the entry of details pertaining to a particular site. Typing SP (Site Profile) can access the second screen at the prompt line. The new screen will be displayed with six new attributes that can be updated. This data can be accessed from call entry to assist in the logging of service calls. CUSTOMER SITE PROFILE ENQUIRY DD.CSPROFILENQ

Customer Site Profile Enquiry displays relevant details pertaining to a particular customer including those that have been entered through Customer Site Maintenance (DD.CUSTSITEMAINT) and Contract Entry (DD.SMCENTRY). Details of telephone, fax, contact and customer rep are picked up from DD.CUSTOMER (Customer Master File) and contract number, contract type, number of lines and header expiry date are picked up from DD.SMCHDR (Contract Header File). If multiple contracts are held by a customer site then Multi will be displayed as the contract number and number of lines, contract type and header expiry date will be left blank. A the select prompt there are three options: (CON) for Contract Enquiry, (SP) for Site Profile details and (L) to log a service call. The Contract Enquiry (CON) will display all contracts for the customer. The header and contract lines can be displayed for any of the contracts along with the normal contract enquiry options. The (SP) option will display the site profile details as entered through Customer Site Maintenance (DD.CUSTSITEMAINT). The (L) option will drop into DD.SMCALLENTRY, which will allow the entry of a new service call for the customer that is being enquired upon. ACTIVE CONTRACTS PAST EXPECTED FINISH DATE DD.SM134

Input File DD.SMCLINE Prompts List active contracts with expected finish date greater than or equal to DD/MM/YY Summary report Y/N Printer/Screen Produces a report on active contacts past their expected finish date. OWNERSHIP LIST – BY ALL CUSTOMERS OR SELECTED CUSTOMER DD.OWN100

Input File DD.OWNERSHIP Prompts Customers Printer/Screen Produces a report on serial numbered products by customer ownership.


SERVICE MANAGEMENT CONTRACT LINES LIST DD.SMC107

For all branches or selected branches Input File DD.SMCLINE Prompts Branches Printer/Screen Produces a report on service management contract lines by branch by customer with an active status. SM CONTRACT LINES AREA/SITE SUMMARY DD.SMC102

Input Files DD.SMCLINE DD.REF Prompts Contract Types Area Loop Printer/Screen Produces a summary report on the number of Active Service Management Contract Lines by area. CONTRACT LINES BY AREA DD.SM140

Input File DD.SMCLINE Prompts Areas Printer/Screen Produces a detailed report on all active contract lines by area by customer territory by customer.


GENERAL

REBUILD CHART OF ACCOUNT BALANCES DD.CABALFIX

CLEAR THE CHART OF ACCOUNTS FILE DD.CACLEARTY


BASE FILESOperator entryProduct Analysis MaintenanceTariff entry

OPERATIONAL MASTER FILESEmail addressesCustomer maintenance/enquiry

GENERAL LEDGERInter-company journalsGeneral Ledger balancing

SALES ORDER PROCESSINGWarranty FeesSet-up requirementsProcessingWarranty fee reportingWarranty fee file purge

RebatesSet up requirementsProcessing (invoicing)Payment of rebatesRebate payments to customersRebate payments to vendorsReportsDD.ARENQUIRYDD.UNPAIDREBATESOther

Bin location reference on pick slips (Dynamic Warehouses)Returned goods/Repair jobsConsignment NotesSetup requirementsCarrier maintenanceDelivery MethodDelivery method/carrier maintenanceTerritory MaintenanceSupply branch/Territory/Delivery Method

ProcessingDetermining the delivery method (carrier)Entry of consignment note detailsPrinting consignment notesLabel printing

Regional Pricing

ORDER ENTRYData entry sequenceOrder sourceOrder enquiry – Order sourceMaximum discount checkDisplay of text entered in the pick confirmation processCredit analysis by branch by current A/R period DD.210Credit analysis report DD.211Customer Sales Analysis DD.SAH100Representative Sales Analysis DD.SAH101Daily sales year to date DD.DSPRODENQYDaily Sales Month to Date Report DD.DSPRODENQ3MSales analysis – Rep salesDD.273

SHIPMENT COSTINGSpreading of duty on a shipment

ACCOUNTS RECEIVABLEDebt Collection Customer List DD.CUSTLIST201

ACCOUNTS PAYABLECheque printing

INVENTORYStock enquiry – Vendor enquiry optionStock transaction summary listKit ListDD.KITLISTQuantity

Bin location transaction (dynamic warehousing)Stock list report DD.STK108National stock list/serial numbered productsDD.STK147Stock listDD.STK203Stock Adjustment ListDD.STKADJLIST

SERVICE MANAGEMENTFinished contracts list DD.SMCFINISHLISTContract start list DD.SMCSTARTLISTContract enquiryContract entryContract billing frequencyCustomer Site ProfileCustomer Site Maintenance DD.CUSTSITEMAINTCustomer Site Profile EnquiryDD.CSPROFILENQActive Contracts past expected finish date DD.SM134Ownership list – by all customers or selected cusService management contract lines list DD.SMC107SM Contract Lines Area/Site Summary DD.SMC102Contract Lines by Area DD.SM140

GENERALRebuild chart of Account balancesDD.CABALFIXClear the chart of accounts file DD.CACLEARTY

CITADEL BUSINESS SYSTEM DOCUMENTATION · citadel business system documentation release notes 8.1...

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