Customer Warranty Database - Sage ERP X3, Sage 100 500 NetSuite

Sage Software, Inc. • 800-854-3415 • www.sagesoftware.com/mas90/extendedsolutions/ �

2008 Sage Software, Inc. All rights reserved. AR-1244 (Revised 09/08)

OverviewThis Extended Solution adds Warranty Maintenance to MAS90 or MAS200. It is a data base for storing product warranty registration information. Records can be entered directly into this database or from Sales Order Line Entry or Customer Maintenance. Sales Journal Update will be modified to write additional data.

Additionally, User Defined Fields have been added to Custom Office for Warranty Maintenance.

InstallationBefore installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below.Check your Shipping Manifest for a complete list of Extended Solutions shipped.

For detailed installation instructions, please refer to the Sage website at: http://support.sagesoftwareonline.com/mas/extended_solutions/main.cfm

Installing Your Extended Solutions under WindowsFrom a CDIf you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions.

From the Sage FTP siteWhen your Extended Solution is ready to be downloaded, you will receive an email from ‘[email protected]’ telling you that it is ready. The email will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions, and a Shipping Manifest. If you have any problems with this order, please email [email protected] and we will assist you during normal business hours.

Extended Solutions Control CenterInstalling any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available:

Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions

Customer Warranty DatabaseAR-1244

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Merge Installation Files Extended Solutions Setup options

Custom OfficeIf you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution.

SetupUpon completion of software installation, you will need to access Extended Solutions Setup from the Accounts Receivable Setup menu. Select this part number and the Setup screen for this Extended Solution will appear (Figure 1). Check the ‘Enable Extended Solution’ box to activate this Extended Solution. The manual for this Extended Solution can be viewed by clicking the ‘Manual’ button next to the ‘Enable Extended Solution’ check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above).

CI ITEM MASTER UDF FOR NUMBER OF DAYS IN WARRANTY PERIOD: Specify the numeric type UDF which will hold the number of days a warranty item is in effect.

You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution.

Role Maintenance The following Task has been added to Accounts Receivable, Setup Options:

Extended Solutions Setup

Figure 1



The following Task has been added to Sales Order, Maintenance Data Entry: Warranty Registration Maintenance

The following Task has been added to Sales Order, Reports/Forms Warranty Registration Listing

The following Security Event has been added to Sales Order: Allow Full Edit of Warranty Registration (AR-1244)

Users who are authorized to run any of the above should be granted permissions for the prospective tasks and security events. Please review your security setup in Role Maintenance and make appropriate changes.

OperationWarranty Registration MaintenanceThis option can be found on the Sales Order Main menu (Figure 2). If the Module Option Allow Full Edit of Warranty Registration is checked from your ROLE, you are allowed to modify the Invoice Number, Invoice Date, and Unit Price fields in addition to the other fields in a record in Warranty Registration Maintenance.

CUSTOMER NUMBER: Specify the Customer Number for the record you wish to lookup or create. A lookup into the A/R Customer Masterfile is available.

Figure 2



ITEM CODE: Specify the Warranty Inventory Item. A lookup into the Inventory Masterfile is available. An additional lookup is located next to the Inventory Item Lookup. This additional lookup is into all existing Warranty records for this Customer.

SEQUENCE NUMBER: If previously assigned, this field will be locked. If you are creating a record then click the # button to assign a Sequence Number to the record.

WARRANTY SERIAL NUMBER: Enter the Serial Number for the Warranty. This field is 15 characters. It does not interface with the Inventory valuation method Serial Number.

INVOICE NUMBER: Specify the Invoice Number on which this Warranty Item was sold. This field does not tie to A/R Invoice History.

INVOICE DATE: Specify the Invoice Date associated with this Invoice Number.

SALES ORDER NUMBER: Read only; you cannot manually enter data here

SALES ORDER DATE: Also read only; you cannot manually enter data here.

END USER INVOICE NUMBER: If applicable, enter the end user’s Invoice Number. This field does not tie to A/R Invoice History.

END USER INVOICE DATE: If applicable, specify the End User’s Invoice Date

PURCHASE DATE: Enter the

EXPIRATION DATE: Will default as the Purchase Date + the Item’s specified UDF value, but can be overridden.

RETURN DATE: Enter a return date whenever a return is made.

UNIT PRICE: Enter the Unit Price associated with the purchase.

End User Constant Data

FIRST NAME: LAST NAME : ADDRESS: ZIP CODE: (will fill in the City and State)CITY: STATE: TELEPHONE NUMBER:

Click the printer icon to access the Warranty Registration Listing. Selections for Customer Number, Customer Name, Invoice Date and Item Code are included (Figure 3).



Figure 4 is a sample of the report.

Figure 3



Figure 4



Customer MaintenanceCustomer Maintenance has been modified with a ‘Warr.’ button (Figure 5).

Click this to access Warranty Maintenance, which will be preloaded with this Customer Number. Only existing records for this Customer can be accessed or created.

Sales Order EntryThe Lines tab of Sales Order Entry has been modified with a ‘Warr’ button (Figure 6). This button will only be active for the Inventory line type on a Standard type Sales Order. Click the button to bring up Warranty Serial Number Entry (Figure 7). You will need to enter or scan one serial number for every quantity ordered, regardless of the Unit of Measure on the line. The quantity of serial numbers entered does not have to match the quantity ordered to exit the pop up. Any changes to quantity ordered will pop up Warranty Serial Number Entry to allow the user to adjust the serial numbers manually.

You will need to be associated with the Role of Create or Modify in order to enter Warranty Serial Numbers. Those with View rights will not have an OK button and will be prevented from Entry.

No changes have been made to Sales Order History.

Figure 5



Figure 6

Figure 7



When the Sales Order is accepted, one record will be created in Warranty Maintenance foreach Serial Number record on the line. The Customer Number, Item Number, Warranty Serial Number, Sales Order Number, Sales Order Date will default into the correspondingWarranty fields. The Sequence Number will increment by one for each Customer/Item/Serial Number record beginning with ‘00001’. The Purchase Date will be set to the workstation’s system date.

Sales Order Invoice EntryWhen YES is selected at the ‘Do you want to ship the complete sales order?’ prompt in SO Invoice Entry, the Shipped Quantity will default to the number of records in the line’s Warranty Serial Number Entry file rather than from the Ordered Quantity.

The Lines tab of Sales Order Invoice Entry has been modified with a ‘Warr’ button (Figure 8). Click the button to bring up Warranty Serial Number Entry (Figure 7) in inquiry mode. No changes can be made to Serial Numbers in Invoice Entry.

No changes have been made to Shipping Data Entry.

Figure 8



Sales Journal UpdateThe Invoice Number, Invoice Date, and Unit Price will be written to each line’s Warranty Registration record during Sales Journal update. The Warranty Expiration Date will be calculated as the existing Purchase Date + the value in the Setup specified CI_Item UDF associated with this item for Number of Days.

If the Quantity Shipped is less than the number of Warranty Serial Numbers for the line, the program will update the first X number of Serial records (where X is the Quantity Shipped). The remaining Serial Numbers will be associated with the Back Order.

If the Quantity Shipped is greater than the number of Warranty Serial Numbers for the line, the program will update only the existing Serial Number records.

Custom Office Two new User Defined tables have been added, SO Warranty (AR-1244) and SO Warranty Listing Work (AR-1244) (Figure 9).

Figure 9



SO Warranty UDFs can be added to the Warranty Registration Maintenance screen and canbe selected as a source for SO Warranty Listing Work. The SO Warranty UDFs can be used as a source for standard UDFs in SOSalesOrderWork and SOInvoiceWork.

Period EndWhen A/R Invoice History Header records are purged as part of A/R Period End Processing, the purge will check the Warranty file to see if there are any records for that Customer/Invoice Number. If so, then that Warranty Record will be deleted as well.

Delete and Change Customers UtilityWhen the Change function is implemented, the utility will also scan the Warranty Maintenance file and will replace the Customer Number as specified in the utility selection screen. No changes will be made to delete Warranty Maintenance records when the Delete function is used.

FormsEach warranty record associated with the current order/invoice line has a duplicate workfile record. SequenceNo$ from SO_Warranty_001 is appended to the SortField; any information from SO_Warranty_001’s fields is copied into the workfile UDFs that you have set up. This is the same design that Lot/Serial Distribution uses to populate the workfiles.

You must modify your Crystal forms to use this information. Failure to do so will create duplicate lines for every line that has warranty information associated with it.

Invoice PrintingSet up SO Invoice Work UDFs which correspond to the SO Warranty file fields you want to print. For example, make a UDF_WarrantySerial and source it from the WarrantySerialNo field.

Modify your invoice printing template. This example is for the ‘Plain’ format.1) Add a new Detail band “m” below Detail band “l”.2) In the Section Expert for your new band, set up the Suppression logic to use this

formula: formula = {SO_InvoiceWrk.UDF_WarrantySerial} = "" Your new band will print only if there’s a value in your UDF_WarrantySerial.

3) Add UDF_WarrantySerial to your new detail band.

For Order printing, make note of the other detail bands in Invoice printing; they have suppression logic that includes the phrase PreviousValue({@InvoiceNoLineNo}) = {@InvoiceNoLineNo} It means “suppress this line if the last line had the same InvoiceNoLineNo value as this one”.

Sales Order PrintingDefine a similar formula in your Crystal template, then use that formula in your suppression logic like invoice printing does.

Sage Software, Inc. • 800-854-3415 • www.sagesoftware.com/mas90/extendedsolutions/ �


ODBC DictionaryThe files listed below have been added, or changed, in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes.

File: Fields:SO_Warranty_001 AllSO_WarrantyListing_001Wrk All

Visual Integrator note:The Warranty Maintenance Sequence Number field has the Operation for ‘Next’

Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed.

Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found.If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade.

Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document.

Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200.

Acknowledgments © 2008 Sage Software, Inc. All rights reserved. Sage Software, MAS 90, and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners.

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Customer Warranty Database - Sage ERP X3, Sage 100 500 NetSuite

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