Monthly Archives: April 2012

Ordering by ‘Number of Packages’ Quantity

When placing an order for an item that is packaged in a multi-pack and you don’t know the multi-pack quantity you can enter the quantity followed by a “/P” and CODIS will calculate the number of pieces for you. The sell pack quantity must be populated with the package quantity for this to function.

For example, spark plugs are often packaged in boxes of 4, 8, or 10 and the customer might order by saying “give me 10 boxes of Champion 843 (CJ8). If you aren’t sure how these are packaged then you can enter “10/P” at the quantity prompt and CODIS will figure out how many spark plugs is contained in 10 boxes.

Force Allocating an Item in Order Entry

Occasionally you may need to “force” allocate an item in Order Entry even though the item is not “available” for allocation. Perhaps the item has just arrived but not been received into stock or the inventory count incorrect and you physically have the item but it’s not reflected in the OHA (on-hand available) quantity in the system. You can “force” allocate an item in Order Entry. This override function is password protected and should only be used when appropriate.

After entering the item number in an order, and at the quantity prompt, enter the quantity you want to force allocated followed by “/F” (example – 1/F). The screen shot below displays the override function when you type a “?” at the quantity prompt.

When you enter the quantity followed by the “/F” then CODIS will prompt you for the “force-allocate” password. Enter the password and the item will be allocated regardless of the system’s calculated availability of the item.

Suspended/Pending Orders Indicator

In-house users and Persona users often suspend and/or leave orders in an “in-progress” state but may not realize they exist. These orders allocate merchandise that left unattended for a period of time, can affect fill-rates and inventory turns. We’ve added a visible indicator to the main Order Entry Functions screen that indicates when the user has suspended/in=progress orders. Use “Restart Suspended/Pending Orders” to finalize processing of “your” orders. In the example below, the user logged in has 1 suspended/in-progress order that has not been finalized.

Assisting a User via CONTRL

You can provide assistance to a user via CONTRL. CONTRL is a program on the CODIS system that allows you to connect to a user’s active session and watch or take over the session. The user and individual controlling the session see the active screen. Both users have keyboard privileges. If the user needing assistance is having trouble with a particular task then the user providing the assistance can use the CONTRL feature as a training aid. CONTRL is especially helpful when working with a new Persona user. It’s also helpful for in-house training.

From the main CODIS menu go to 10/200, Management Viewer.

Enter the “ASSIST plus the username of the user that you are assisting at the “CONTRL” prompt and press <enter>. We’re assisting user 102691 in the example so the correct entry at the “CONTRL” prompt would be “ASSIST 102691”.

The first screen you see displays information relative to the session you are assisting.

You will see the user’s screen once they refresh their screen. They can refresh their screen by typing “R” <enter>.

You see everything they enter as it occurs. They see everything you enter as it occurs.

To discontinue assisting the user, type “B” <enter>. At the “CONTRL” prompt, type “EXIT” <enter>.

Press <enter> again.

You have returned to your own active session.

Checking for Duplicate POs

You can prevent duplicate incoming orders from being processed inadvertently by flagging customers to automatically check for duplicate purchase orders. While in the Customer File Maintenance program and on screen 3, change line 12 to a value greater than zero. Setting the value to “3” would check all orders coming in from the customer for the previous 3 days. If the customer places an order using a purchase order that has already been used in the period defined then CODIS sends a mail message notifying everyone in the EDI CUSTOMER email group. This option is very helpful and recommended for customers ordering electronically (EDI, IC-COM, CODIS ACCESS, etc.) since they have been known to inadvertently send duplicate orders.

Default Promo Codes

You can create a default promotional code that prompts the user for a legitimate promo code during order entry. For example, you have an item on “promo” and you’ve used various methods for getting the promotional information out to your customers. You want to determine which method works best. By using a default promotional code and associating the default promo code to actual promotional methods you can run sales analysis after the promotional period to determine the promotional method that worked best.

Here’s how to set it up:

Add promo codes records for the promotional method specific codes used. In the following example I’ve added T-1 through T-4 as promotional method specific entries. Field 2 of the ‘PM’ codes record defines the promo code and field 4 describes the promotional method.

Define the “default” promo codes record as indicated in the following screen shot. Field 2 is the default promo code to be used for the promotion. Field 4 describes the promo code. Field 6 identifies the promo code that will be used in the price matrix to determine the special pricing. Field 7 contains the method specific promo codes that will appear in a popup when the item is entered during order entry. Field 8 contains text the will appear in the popup as the popup “header”. Field 9 contains the fallback method specific promo code that will be used if the user doesn’t select a method specific promo code from the popup.

Add a ‘GS’, general string codes record to define the default promo for a specific billing warehouse. Field 2 contains the code key of “DEF_PROMOS_” plus the billing warehouse code (warehouse 2 is used in the example). Field 3 contains the default promo code being used. Multiple default promo codes can exist for a billing warehouse (separated by commas – TEST,DIY,APR12).

Add the newly created default promotion to the price matrix. In most cases, all customers don’t receive the same promotional price so you will only add the new promotion to the appropriate price matrices. The following screen shot displays an item being added to price matrix 999 with a special price (defined in field 5), a promotional period with a start date and ending date (defined in fields 2 and 3), and the default price matrix (defined in field 4).


When the customer’s order is being priced by the promotional price matrix and the item that’s being promoted is entered then the user is asked to select a promotion method. The promotion method selected is stored in the order detail record and can be used for sales analysis reporting later.

Blocking an Item from Backordering and the /VA Option

You can block backorders on an item but still allow the /VA option (allows sourcing from another CODIS distributor). From the main CODIS menu, go to 20/30/70, Product File Editor. Enter the manufacturer and item number you want to edit. Change lines 10, 11, and 12 to “No”.

Change line 62 to “Yes”.

Update the record.

The item will now NOT allow backorders but still allow sourcing an out-of-stock item from an alternate CODIS vendor. You can set these flags at the product code level as well (70/110 from the main CODIS menu).