Activant Prophet 21 - EpicorOrder and Front Counter allows an assembly item Header can be put on a...

Activant Prophet 21

Overview of version 11.0 New Features: Sales and Operations

11.0 New Features suite Course 1 of 3

This class is designed for…

Sales ManagersProduction ManagersCustomer Service Personnel

Objectives

Line Item Destination

Tag and Hold Functionality

Advanced Deposits

Contract Pricing

OTF items in RMA Entry

Contracts Entered OTF

Production Order Modification

Builder’s Allowance

Process Merchandise Credits

Invoice # on Email

Customer Master Inquiry

Custom Column Maintenance

Territory Maintenance

Task Maintenance

Service and Maintenance

Manufacturer Rep Sales

Foreign Currency Modifications

This course will NOT cover…

V11 Inventory New FeaturesV11 Accounting New FeaturesBasic Order Processing Functionality


Ability to assign room locations to itemsIndicates on forms which rooms each item should be placedAs Items are allocated they are allocated not just to the order but to roomsRooms Tab on the order will show how the individual items quantities are divided amongst the rooms

System Settings

Enable Room Location Functionality

User Maintenance

Auto Display Rooms

Room Maintenance Window

Rooms Tab

Rooms Tab in Order Entry

System Settings

Customer Maintenance

Tag and Hold Class Maintenance

Ship To Tab

Tag and Hold Tab

Tag and Hold Printing Options

Include Tag and HoldSuppress Printing Tag and HoldRelease Partial

Tag and Hold Processing Window

Advanced Deposits Benefits

Save timeTime spent reconciling deposits outside of the business system

Reduce errorsUnapplied and overlooked deposits Deposits associated with incorrect ordersUnrealized payments due to lost documents

Decrease costsCutback on paper intensive efforts

System Settings

Round Calculated Downpayment AmtAllow Unapplied Downpayments to be left on OrderSuppress Required Payment Warnings

Customer Defaults Tab

Customer Defaults Tab in Customer MaintenanceDownpayment %Require Payment upon Release of ItemsInclude Downpayment Summary on Invoices

Remittances Tab

Order Entry Remittances Tab

Remittances Tab

Remittance Tab

Additional Features of Advanced Deposits

RMB for Order Drill Down by PaymentFrom Remittances Tab

Downpayment Invoices created when payment is taken

Not applied to a shipping invoice

Remittances Tab of the shipping windowOffers many of the features as Order Entry

Additional Features of Advanced Deposits

AR Drill Down window shows the list of invoices that displays on the Invoice Information Tab split into two sections

Top – relevant shipping invoicesBottom – relevant downpayment invoices

Downpayment Summary on InvoicesPayment Summary ReportParameter to show downpayments on the Trail Balance

Advanced Deposits General Ledger Effects

Creating Downpayment InvoicesDebit – Accounts ReceivableCredit – Deferred Revenue

Collecting DownpaymentsDebit – Accounts ReceivableCredit – Deferred RevenueDebit – Cash on HandCredit – Accounts Receivable

Advanced Deposits General Ledger Effects

Overpayments/Unapplied DownpaymentsDebit – Deferred RevenueCredit – Cash on Hand OR Accounts Receivable

Applying Downpayments to Order as PaymentDebit – Deffered RevenueCredit – Revenue

Items Tab

Same Item may be on the contract multiple timesCustomer PO Number may be defined for each item on the contract

Bin Tab

Line, Line Feed and Line StationStatus Row: Active, Inactive, DeleteCustomer PO NumberContract Part Number

Prices Tab

Modified to show the Calculation Value display as 1.00 instead of 0.00

New Bin/Item Tab

Displays ALLItems on the contract for the ship to selected in Bin number order sequence initiallyBins for all items

Used to find the bin for bin maintenance for any item on the contract

New Bin/Item Tab cont’d

New Ship To/Item Tab

Available when a specific Customer/Ship To is designated on Job/Contract Maintenance tab Displays Bin ID and the Bin Contract Part NumberItems with multiple bins will display multiple timesContract Line Part number columnCustomer Part Number column

New Ship To/Item Tab cont’d

Additional Contract Pricing Changes

Bin Note Tab added at the Item/Bin LevelContract Pop up

Search contracts by Contract Part #, Item ID, Bin #Bin, Line, Line Feed, Line Station added

Customer PO NumberSystem will track Customer PO Number to the Item level on an Order/RMA when a Contract is being used on the transactionLine Item level Customer PO Number Hierarchy

Item/Bin LevelItem LevelShip To Customer Poi from Contract Header

Additional Contract Pricing Changes

Contract Part Number HierarchyBin LevelItem LevelNo Contract Part Number

RMB option at Order Line Level for Display Contract Information

System Settings

System Settings – Order Processing – RMA‘Require RMA line link to original order line’ must be set to ‘Prompt’ or ‘Never’‘Always’ will not work because there is no original order to link to.

Example

Fixture is sold, but the ballast is the wrong size. This is returned, but is not set up as an item in the system. Created OTF in RMA Entry.

User Maintenance

Create OTF Items

Prompted for DescriptionNormal OE Item Creation procedures are followed

Values from Item Defaults applied automatically

Creating a Contract /Rebate on the Fly

If the User is authorized, RMB click and select Create ContractIf a contract already exists select the contract name in the Contract Wizard and add selected items to an existing contractWithin the wizard add a rebate cost, purchase order cost, and a vendor authorization number for the rebateAdd a contract part number on the wizard screens

User Maintenance

Enable user to create Contracts/Rebates OTF

Order Entry

Entering Contract On the Fly

Order Entry cont’d

Create Contract Wizard

Additional Information Added to the Contract

Ability to add an expiration date and PO cost field to the contract line item Must be less than the expiration date of the contract headerVendor Authorization number for a rebated cost associated with the contractCustomer PO Number added to the contract line

Sales Order Scheduled Releases

Order and Front Counter allows an assembly itemHeader can be put on a scheduleRequirements for components will only show if they meet the look ahead date rules for the quantity to be released of the assembly header, also scheduling the components based on the assembly header’s schedule.

Process Hose Assemblies

System now takes into accounts the hose assemblies D-Length when determining the required length of hose to cutTwo new system settings

Enable hose/cable assembly functionalityDefault new assemblies to hose/cable

Builders Allowance Benefits

Track Builder’s Allowances for specific Builder, Buyer, and Job in Business SystemPayments Required for Overages will be automatically required at Order Entry

Applied to the Order leaving only the Builder’s Allowance to be billed to the Builder

Expedite buyer’s shopping experiencePrevent Billing ErrorsTrack Allowances efficientlyDecrease time spent researching and maintaining allowances

System Settings

Job Control Maintenance Window

Builder’s Allowance Tab

Remittances Tab

System Settings

Payment Type Maintenance

RMA Entry

System Settings

Invoice Number in Email Subject Line

Displays up to three Invoice NumbersMore than three, shows (…)The Invoice Number is automatically inserted into the Subject Line before anything else is entered

Sample Email

Item Search

A new checkbox determines whether non-sellable items are shown in Item PopupA new column (Sell) has been added to the Item data in the popup.

Key Points

If you select an item from a popup or browse that is not sellable at your location, the system displays a message prompting you to make the item sellable for your location.Yes – makes the item ‘Sellable’ for the current location and adds it to the order.No – leaves the item as is. Returns to the Item ID prompt. Item is not added to order.


Part of Contact ManagementAll information associated with the customer record are contained in a single window that can be accessed via a function key from anywhere in the system

Ship to, contacts, accounts receivable, sales history, and many more…

Customer Master Inquiry Screen


TerritoryAn area of business

New windows allowing you to create, edit and delete territories

Organize territories by grouping them

System Setting

Accounts Receivable

Accounts Receivable > System > Territory Definitions >Territory Maintenance

Territory Maintenance Window

Short code for the territory

Description of the territory

Determines if the status is active or deleted

Customer and Ship To Maintenance


Create and organize custom fields for customer recordsCan control what information is available and how it’s presented

System Setup Module

Custom Column Definition Maintenance

Custom Column Association

Task Maintenance Modifications

Assign more than one person to a taskAssign the same task to multiple contactsAssign tasks to contacts and companiesSystem Administrator can see all open tasks in the system

To Do Tab

With System Administrator rights there is a radio button

My TasksTasks Assigned by meAll Tasks

Schedule Task

Assigned To Tab

Assign task to multiple people

Contacts Tab

Associate multiple contacts with a task


Service Order ModuleAbility to have time management of service technicians, use service contracts, schedule preventative maintenance and track warranty claims

What is a Manufacturer Rep Order?

Commonly referred to as “A” Orders, Agent Orders, or Commission OrdersAny order where you act as the “sales rep” for the manufacturer

Manufacturer fills orderYou collect commission from manufacturer for sale of items

Sales Order VS. Manufacturer Rep Order

Sales Order Manufacturer Rep OrderDistributor fills order Supplier fills order

Distributor bills customer Vendor bills customer

Customer receivable created No customer receivable createdNo commission due from vendor Commission due from vendor

System Settings

System Settings cont’d

Company Maintenance

Default Commission Receivable, Commission Revenue, and Commission Allowance Accounts

Vendor Maintenance

Commission Receivable, Commission Revenue, and Commission Allowance Accounts by Vendor

Order Entry

Enter header info similar to typical sales Order

Manufacturer Tab

Entering Line Items

Pricing Line Items

Apply to Manufacturer Rep Orders field on Sales Pricing Pages

Yes – page is used to price items on Sales and Manufacturer Rep OrdersNo – page is used to price items only on Sales OrdersOnly – page is used to price items only on Manufacturer Rep Orders

How is the Dealer Commission Calculated?

Predefine Dealer Commission calculations on new Pricing Page Commission tab

How is the Dealer Commission Calculated?

Dealer Commission in Manufacturer Rep Order Entry is determined by:

Price page used to price itemUser input

Saving Approved Manufacturer Rep Order

When Manufacturer Rep Order is saved as approved

Dealer Commission Payments

Dealer Commission Payments in Accounts Payable module

Dealer Commission Payments cont’d

Accept payment from vendor against each Manufacturer Rep OrderWrite off any amounts not expected to be collected to an allowance account

Reports

Include a parameter to “Show Manufacturer Rep Orders”

Open Orders ReportSales History ReportWho-Bought-What ReportSalesrep Commission Report

Salesrep Commissions

“Apply to Manufacturer Rep Orders” setting on Commission Rules

Determines whether or not a rule applies to a Manufacturer Rep Order

General Ledger

When a Manufacturer Rep Order is entered as Approved

No effect on Cost of Goods Sold, Inventory, or Accounts ReceivableDebit Commissions Receivable AccountCredit Commissions Revenue Account

General Ledger

When a Payment is taken against a Manufacturer Rep Order

Debit Cash AccountDebit Accounts Payable AccountDebit Commissions Allowance AccountCredit Commissions Receivable Account


Order entry and Invoice entry modified to allow the user to display the transaction in any currency defined in the systemCurrency by Item, to establish selling prices in a specific currencySales pricing pages assigned a currencyPayment of invoices may be in any currency

Why these changes to Foreign currency?

Adds stability to sales pricing and gross profits in environments where the home currency is volatileAdds increased flexibility for transaction in foreign currenciesMore and more distributors are using foreign currency

System Setting

Use Item Specific Currency

Currency Maintenance Modifications

User may designate which currencies may be used for sales orders

Exchange Rate Maintenance

New selection: Official Exchange Rate or Item Specific Exchange Rate

Exchange Rate Maintenance

Exchange rates need to be defined only in one direction, system does the math to work it backwards. so that the rate can be from any currency to any other currency.Item specific allow the user to purchase in one currency and sell in another currency neither of which is a home currency for any of the companies defined.

Item Maintenance

Sales Currency ID on the General Tab

Item Maintenance

Always be in terms of home currencyMACNext Due in POLast Rec’d PO

Supplier List and CostTerms of the suppliers currencyDesignated in the supplier record

Item Maintenance

If the currency of the item is changed the system will prompt to update the Price 1-10 and standard cost to the new currencyThe current exchange rate will be used to rescale the pricesSales Currency of the Item will display on the order lineSales Currency of the Item will also appear on the following: Default Prices Tab, Location Prices Tab, adjacent to Standard cost,

Other Inventory Areas Where Functionality was Added

Sales Currency ID added to the Item Fast Edit windowSales Currency ID may be imported into the Item recordSales Currency ID for the item will be added to the Pricing Service feature

Sales Pricing Pages

Currency ID added to the Sales Pricing Pages

Foreign Currency on Contracts

Parameter for Eligible for Currency Conversion

Foreign Currency in Order Entry

Orders can be entered in any currency and not just the currency of the customerMust have the parameter Convert prices to Foreign Currency Using Exchange Rate engaged in system settingsSystem will convert the price from the sales pricing page to the currency of the order before displaying the price.Uses the exchange rate in effect for the date of the order.


Currency ID on the OE header is available for editing


Order Date determines the exchange rate used.RMB will display the prices in terms of the order’s currencyOn the Customer Sales History tab RMB to display all lines in terms of home currencyItem Sales History Tab will display the currency of the past transactionsBuy/Sell Tab will display the currency of each transaction


Previous Requests:Re-Calc Price Option selected, the Item will be priced as though the user had entered it on the Order without using Previous Requests, based on the Currency ID of the current Order and the Customer’s pricing matrix.Re-Calc option not selected and the Currency ID of the Previous Request being added is the same as the current Order, the value will be used as is from the Precious Request.Re-Calc option not selected and the Currency ID of the Previous Request being added is different from the current Order, the value from the Previous Request will be converted to the current Order’s Currency using the current Exchange Rate.


Items Tab: If a currency is defined on the Item record the currency of the item will display

Cannot be edited - informational only

Extended price and price will always be in the currency of the order.Customer of the Fly: Currency of the customer will be set to the currency of the orderItem on the Fly: Currency of the order will be the currency of the itemSales Pricing: Convert the currency of the item to home then to the currency of the order.

Quote to Order or Copy Quote

If Customer ID is NOT changed:Recalculate Prices will default to setIf disengaged: Currency ID of the new quote or order will be the same as the sourceAll prices will be the same and no exchange rate will be recalculatedIf recalculate is engaged: Currency ID may be changed for the new quote or orderPrice will be recalculated in terms of the new exchange rate for the date of the transaction


If the Customer ID is changed:Recalculate Prices is NOT selected:Currency ID of the new order or quote will be the same as the original regardless of the currency ID of the customer.All Prices will be the same as the source quote or order. No updating of the prices by the current exchange rate


If Customer ID is changed and Recalculate Prices is Engaged :

User may select the currencyPrices recomputed based on the currency of the new order.If the currency ID is the same the prices will be recalculated based on the current exchange rate

Currency Shipping

If items are added they will be added using the currency of the order.

Cash Receipts

Can be accepted in any currencyPayment may be made in any currency for invoices issued in another currency

System allows specification of a deposit bankUsed to deposit the funds into the correct bankRetrieve invoices in the currency in which they were issued

Cash Receipts

Home currency = US Invoice currency = US Customer pays in CND

Select US bank to retrieve the invoices Select CND bank as the deposit bank

Additional Sales New Features

Order Entry window allows for flexibility in display and DynachangeOrder Lookup now has the ability to Include Completed OrdersQuote to Order conversion offers a Recalculation Option

Additional System New Features

Production Order Data DeletionSecondary Processing Data DeletionItem Search Modification in Order Entry

Summary


Tag and Hold Functionality

Advanced Deposits

Contract Pricing

OTF items in RMA Entry

Contracts Entered OTF

Production Order Modification

Builder’s Allowance

Process Merchandise Credits

Invoice # on Email




Task Maintenance


Manufacturer Rep Sales


Additional Sales and System Features

For More Information…

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Activant Prophet 21 - EpicorOrder and Front Counter allows an assembly item Header can be put on a...

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