Monthly Archives: October 2010

New Product File Flag

A new flag has been added to the product file to prevent the automatic release on a current order of shippable backorder for the flagged part number.  This flag can prevent release of an item such as a whole goods item from releasing with a parts order.  Use the Product File Editor program found at 20/30/70 from the main CODIS menu to set the flag as indicated in the screen shot, line #75.

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New Persona Access Feature

Customers accessing CODIS via Persona often perform a “Product Stock Inquiry” at their front counter in clear view of their customer.  By default, the list price and your customer’s cost are displayed on the inquiry screen.  Displaying “cost” while the customer is viewing the inquiry results is undesirable.  CODIS has a new feature allowing Product Stock Inquiry to NOT display list and cost as the default for those customers that request this as their default.

We’ve added field #15 to the “DU” (dialup parameter) codes record “Start PSINQ w/list-price Y/N”.  From the main CODIS menu, go to 70, System Utilities then 50, Edit Codes File Records. At the Code type prompt, type “DIAL” <enter>.  in change mode, enter the customer number of the account you want to change and then set field #15 to “Y” as indicated in the screen shot.

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When the customer displays an item in Product Stock Inquiry, ONLY list price will be shown.  To display cost, the customer can use the “/LP” option at the part number prompt.  The /LP option allows the user to “toggle” between displaying list price only and displaying list and cost.

Inventory conversion ticket

There are certain parts that you may buy in bulk that you would like to breakdown into smaller quantities for resale.  This conversion can be done using a conversion ticket with a special order type.  For example, you may purchase a 500′ roll of rope that you would like to split into 100′ loops.  I will walk you through what needs to be set up and what steps need to be taken to accomplish this.

First you will need to have a special DC code for the conversion ticket.  This DC code will only point to the inventory GL account.  The image below shows how this record should look.  Be sure to use your Inventory GL account in field 13.

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You will need a second DC code to clear any possible change in inventory value during the conversion.  Here is a snap shot of what the DC (debit credit) code should look like.

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This same DC code will be used in a surcharge codes record.  The surcharge record will be added to the conversion ticket to clear 100% of the ticket value.  The surcharge record should look like the image below.

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Next you will need a special OT (order type) codes record for the conversion ticket.  Fields 9-12 of the order type will use the first DC code you set up.  You will also need to set various other fields to the settings you see in the example below.

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Now that you have set up the order type, we need to set up the account that will be used for the conversion ticket.  This account will need to have a default order type, invoice type, and credit type using this same order type.  See the image below for reference.  You will also want to use cost (5) as the default price code, and zero as the default backorder code.

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Next you will need to set up an order add-on codes record.  This record will automatically add the surcharge we set up to all orders, credits, invoices, and backorders for this account.

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We also need to add a password codes record in order to enter a negative order quantity.  This record should look like the image below.  The actual password used is in field 7.

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Now that you have set up all of the necessary records to properly handle a conversion ticket we may now create a ticket.  Enter the account number and start a new order or invoice.  An invoice will not need to be invoiced later but an order WILL need to be invoiced when you finish.  Once you are at the part number prompt enter the part you would like to convert.  Now enter the quantity.  Next, enter the part you are adding to stock.  You will enter a quantity but this will be changed at the verify prompt (end of the line).  Once you are at the end of the line for the part you are adding to stock you will need to change the quantity to a negative number.  In my example below I am creating five so I put -5 in the quantity field.  Once you do this you will be prompted of the password you set in the codes record for ‘NEGATE’, my password was ‘MINUS’.  The image below shows my example ticket. (Note: In INVOICE entry you do not have to go to the verify prompt to enter a negative quantity, nor enter a password.  This is a safeguard exclusive to order entry.)

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Once complete your order you will need to invoice the order to convert the inventory.  If you entered an invoice or credit your inventory will be converted immediately.

Freight Terms Override for Past Due Customers

If you have a freight policy that provides incentives for customers when certain conditions are met BUT do not want to extend the same incentives if a customer’s account is past due then you can define an override freight terms for past due customers that does NOT extend the same incentives.  The screen shot below shows the ‘PAST DUE’ override freight terms “99” (field 24) for a an order that would normally get freight terms “10”.

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The freight poster program that applies a freight policy to an order checks the customer’s account status before applying the freight policy and uses the override freight policy defined as the PAST DUE freight terms if the customer’s account is in a past due state.

Promo Codes and Override Order Types

You can automatically establish an override order type when a specific promo code is used on an order.  Here’s how to associate the override order type when defining a promo code.

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Add a promo code in the codes file like the example in the screen shot.  The example shows a promo code of SPL with the override order type defined as MSP.  Of course the order type MUST already exist in the codes file.

Now when using the “/PRM” option during order entry and specifying a promo code of SPL then CODIS will use the order type of MSP on the order instead of the customer’s default order type.

Backorder Processing Codes ‘explained’

The backorder processing code is set in the customer record and determines how backorders will be processed/released for the account.  Below is the list of available backorder processing codes.

Codes 1, 8, and 0 “bo-rel or new order only” mean backorders will be processed/released with a backorder release or new order.

Codes 2, 9, and A  “with new order only” mean backorders will ONLY be processed/released with a new order and will NOT be processed/released from a scheduled backorder release.

If you choose “Blind” you will not have to manually import the backorder during order entry.  The backorders will automatically be imported.

You may specify that backorders release on a separate ticket if the customer requires it.  This can be done with a backorder processing code (codes 5, 6, 0, or A) or using a flag on screen 5 in field 5 in the customer file maintenance program.

0      SAME AS 5 BUT BLIND NEW ORDERS

1      SHIP B.O.’S WITH BO PROD. OR WITH OTHER ORDERS

2      SHIP B.O.’S WITH OTHER ORDERS ONLY

3      SHIP B.O.’S WITH BO PRODCUTION ONLY

4      HOLD ALL FILLABLE BACKORDERS

5      SAME AS 1 BUT BO’S PRINT SEPERATE FROM NEW ORDER

6      SAME AS 2 BUT BO’S PRINT SEPERATE FROM NEW ORDER

7      BO-ENTRY IS DEFAULT FOR NEW ORDERS – SPECIAL BO-RELEASE

8      SAME AS 1 BUT BLIND NEW ORDERS

9      SAME AS 2 BUT BLIND NEW ORDERS

A      SAME AS 6 BUT BLIND NEW ORDERS

Separate Delinquent Customer Statements

You can separate statements of delinquent customers at month end rather than have the statements go via the normal delivery method (regular print file, email, fax).  Placing the statements in a separate print file with the file name containing “ALL_DELINQ” allows you to print and handle them in any way you see fit.

To enable this feature of the statement program, set field #62 of the Client Options codes record to “Yes”.

From the main CODIS menu, go to 70/50.  The code type is “Client_Option”.  In change mode, set field #62 to “Yes” and press <enter> twice to record the change.

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