AP Invoice Entry

AP Invoice Entry

Using Entry/Edit Mode, Type ‘2/V’ to enter AP Invoice Entry mode.

Type ‘/A’ to add a new AP invoice.

Add the vendor invoice information as indicated. You can enter a plus 30 to add 30 days to the date of invoice to determine the due date.

You can enter a plus 15 to add 15 days to the date of invoice to determine the discount date.

Enter a prompt pay discount percentage when applicable. You can edit any of the previously entered information as needed.

Type ‘/A’ to add a system/CODIS and/or non-CODIS purchase order.

Enter a non-CODIS purchase order as indicated. This can be useful in adding incoming freight charges and any other charges or discounts/allowances.

Enter the vendor number.

Enter the surcharge/discount as indicated.

Verify or edit the information as needed.

Enter the surcharge/discount as indicated.

Verify or edit the information as needed.

Add more surcharge/discounts as needed or back up to the PO Entry level.

The AP portion of the process is complete.

Type ‘/A’ to add the CODIS purchase order number.

Enter the CODIS purchase order number.

Select the method of importing the details from the CODIS purchase order.

Since import option 3 was selected you will enter the invoiced quantity of each item.

Verify the unit cost displayed with the invoice cost on the vendor invoice.

Verify the invoice quantity and invoice cost of each item with what’s displayed.

Back up to the PO Entry level once you’ve finished verifying the previous entered information.

Type ‘1/C’ when you’re finished the vendor invoice.

The ‘close’ process will display pertinent information about the vendor invoice. The system performs a sanity check of the information entered to insure reconciliation parameters are maintained. If an issue exist you must identify and correct the issue before the vendor invoice can be closed and added to the receiving holding-work-batch.

Upon a ‘successful’ close the vendor invoice no longer appears in the AP Invoice Entry window.

The vendor invoice is automatically added to the FACHED and FACDET files, the same data files that contain incoming edi vendor invoices. When the ‘hourly’ edi process runs the vendor invoice will be processed and added to the receiving system hold-work-batch which may include auto-vouching of the vendor invoice.

Predefining Message User Input Prompting

When you are required to collect/enter specific information during or after an order it’s helpful to add automatic prompting to standardize the data collection and reporting process. CODIS allows you to predefine the data collection promptings and then associate the predefined message promptings to the required account(s). Probable/common uses would include orders for warranty items requiring model/serial/date of purchase information, orders requiring finance authorization information, and predefining the preamble for entering tracking/bol/pro number information.

Use the ‘Edit multi-line message numbers’ program found on the System Utilities menu.

Add a new message, defining the message position, print option, and save in history flag as your preference dictates. Add each on the data collection requirements on a separate line as shown in the example below. By default, messages don’t automatically prompt for user input. The highlighted note indicates how to enable user input prompting.

From the Systems Utilities menu, use the Codes File Editor to edit codes type ‘ME’. Multi-line messages assign a sequence number to each line starting with sequence 0 (zero) therefore a 4 line message would assign sequence numbers zero through 3. Edit/change field 9 from ‘N’ to ‘Y’ to require user input prompting.

Edit/change field 10 to define the message text prompt description and save your changes.

Be sure to edit/change each of the codes file records that will require user input prompting. The screen shot below displays the fully edited records for sequences zero and 1.

The screen shot below displays the fully edited records for sequences 2 and 3.

In Customer File Maintenance, edit the account(s) that require the data collection user input prompting by adding the message number to screen 6, line 12 then save your changes.

The following screen shots display each user input prompt along with the message text prompt description defined in field 10 of the respective ‘ME’ codes record.


Message prefix along with the user input is added to the order detail when you press <enter-key> and the user is prompted for the next data input item.






Once all user inputs have been completed you may proceed with the order.

Receiving System – Hot Item List

Identifying item receiving priority when a shipment arrives can be easily accomplished with the ‘Hot Item’ report within the receiving system.

In the receiving program, go to Entry/Edit mode.

Enter the warehouse code.

Enter the line# associated with the batch you want to scan for Hot Items, followed by ‘/J’ (example 16/J). You can also create a Hot Item report of all batches by entering ‘/J’ then specify ‘ALL’ at the line# prompt. Only shipments that are flagged as ‘at-dock’ or ‘1st receipt’ will be displayed.

Enter report 17 to display the Hot Item report.

If the batch is at the dock or receiving has begun then items not yet put away are displayed for those part numbers with backorder quantities, and no or low on hand along with an average 30 days sales quantity.

Additional carton information can be displayed by selecting the line# associated with the part number.

As with any popup display, you can print the report and create csv output by using the ‘//P’ option.

IM0601 Receipt Batch Statistics

The warehouse manager can monitor real time or historical receiving statistics through the ‘/Q’, Manager’s Reports option within the IM0601 Receiving Program.

In any operational mode, View, Entry/Edit, Check-in, or Put-Away a user with receiving system manager privileges can use the ‘/Q’ option.

Within the receiving program and after you’ve selected an operational mode, entered the warehouse code and the batches are displayed you can type ‘/Q’ to display manager reports.

For real-time receiving statistics enter ‘2’ <enter-key>.

The batch highlighted is at the dock but receiving hasn’t started.

The batch highlighted is at the dock and receiving has started. One line item of the eight line items in the shipment has been put-away totaling ten pieces of the twenty five pieces in the shipment.

Once all items have been put-away by the receiving team the last receipt time can be locked by using the ‘/I’ option.

The batch highlighted is at the dock and receiving has started. All line items and pieces have been put-away and the batch has been flagged as ‘put-done’ as indicated by the ‘last-recpt-date-time’ encapsulated in angle brackets.

Display historical receiving statistics by choosing ‘closed Batch Statistics’ from the Manager Reports menu.

You can enter a date range to display. Enter ‘TODAY-7>TODAY’ to display the last 7 days of statistics. Enter ‘100117>113117’ to display the month of October 2017.

The historical statistics being displayed are incomplete and indicate the date and time stamps were not entered or captured at the time the shipment was processed. CODIS controls the capture of the first-receipt date however the user controls the capture of the at-dock date.

Display real-time receiving statistics by choosing ‘closed Batch Statistics’ from the Manager Reports menu.

Enter ‘Today’ at the date range prompt.

Summary receiving statistics by user are displayed. Enter the line number associated with a user to display real-time detailed receiving statistics.

Detailed receiving instances are displayed for the user chosen.


Automatically Emailing POs Directly from CODIS

Modify the NM, NAME_MFG codes record.

    Add the manufacturer code to field 9

    Add ‘STX:’ to field 10

    Add ’41’ to field 11

Add OC, Order Codes codes records flagging them to transmit in field 6 (or modify existing records).

Add VP, Vendor PO codes records flagging them to auto-transmit in field 13 (or modify existing records).

Add an email address to the vendor record in Vendor File Maintenance on screen 3, line 11.

Note – if the manufacturer is used for more than one vendor and those vendors then add/modify the VP codes records, making sure field 14 is a ’41’ so POs for that vendor is sent via email.

Shortcuts from Within Order Entry

A variety of useful shortcuts are available when at the part number prompt within the Order Entry screen (10/10/1).

Here’s a list of the most frequently used shortcuts –

/BK – shortcut to the Backorder Edit/Inquiry, 10/10/8 screen displaying the current customer number and places you at the manufacturer prompt

/CI – shortcut to the Customer Information, 10/10/12 screen displaying the current customer’s information

/OI – shortcut to the Order Inquiry, 10/10/11 screen displaying the current customer number and places you at the order number prompt

/PS – shortcut to the Product Stock Inquiry, 10/10/10 screen displaying the current customer and placing you at the part number prompt

/CON – display the current customer’s contracts

/CN – display current customer’s contact info

/SLS – display current customer’s sales representative

Receiving Status Identification

Enhancements have been made to the receiving system to provide receipt batch status identification. As we know, a shipment gets added to the receiving system when an electronic invoice is received from a vendor. A shipment can also be added to the receiving system when a manual (emailed, faxed, mailed) invoice is entered.  Invoices are added prior to the shipments actually arriving at the receiving warehouse dock. Functionality has been added allowing a user to designate/set the date a shipment arrives at the receiving warehouse.

From the initial Enter/Edit batch level display, use the ‘/K’ option to set the ‘at_dock’ date and time.


Acknowledge setting the ‘at_dock’ date and time by typing ‘Y’ <enter-key>.


The receipt batch displayed on line 6 now displays the ‘at_dock’ status. The display the date and time the batch was set to ‘at_dock’ use the ‘/T’ option.


Various dates and times are displayed.


When a put-away/receipt has occurred in a batch the status changes from ‘at_dock’ to 1st-rec’, indicated a receipt has occurred.


Use the ‘/T’ option to display various dates and times.


If you ONLY want to display batches that have been set to ‘at_dock’ status whereas receiving has NOT started you can add ‘/K’ when choosing the operational mode (example – 2/K)


Only ‘at_dock’ batches are displayed for the warehouse designated.


The ‘at_dock’ and ‘1st-rec’ status indicators are displayed when inquiring on in-transit shipments within Product Stock Inquiry using the ‘/IT’ option.




Editing CODES File Strings

Many codes file records can contain a string of values whereas various programs look up those codes file record values in the execution of the program.

For example, the freight poster program may look up product codes relative to a specific freight policy in the ‘GS’ general string codes records. The list of product codes are stored in field 3 of the ‘GS’ codes records and adding, deleting, or editing the product codes could be tedious, especially when the string/list is lengthy (as seen in the screen shot below).

A new mechanism has been developed to display the string of values in a popup box that provides a more efficient method of editing.

Enter ‘C’hange mode, retrieve the codes record you want to edit and enter the field number to edit.

Enter ‘/B’ <enter> to display the values in a popup box.

The popup box displays each value and an associated line number. You can ‘A’dd or ‘D’elete values as needed. If a value has been previously entered incorrectly then you can delete the old value/line number and add the correct value back into the list.

Enter ‘D’ <enter>.

Enter the line number you want to delete.

You can continue deleting values or enter ‘\’ <enter> to return to the ‘A’dd, ‘D’elete prompt.

Enter ‘A’ <enter> to add a new value.

Enter the line number you’re adding/inserting.

Enter the new value. Since the value being adding must be a valid product code, the new mechanism is able to validate the value entered.

The mechanism is available when editing other codes records whenever you see the ‘/B’ indicated as displayed in the following example.

Ship ASAP Backorder Processing

As a rule, ‘stock’ backorders ship according to the backorder processing method associated with the customer’s account (established in Customer File Maintenance). Backorders are typically allocated and released based on days allocated and/or dollar value. They can be shipped along with another outgoing order or shipped as part of a scheduled backorder release. On occasion, a customer may request that a ‘stock’ backorder release and ship as soon as it becomes available for shipment. The request may be made at order entry time or after-the-fact.

You can flag backorders to ‘ship ASAP’ during order entry in the order header, thus flagging all backorders on the order to process this way.

Toggle on the order option ‘g in field 6 of the order header.

You can flag individual items to ‘ship ASAP’ at the line item level by using the ‘SA’ option at the ‘V?’ prompt.

Change the flag from ‘N’ to ‘Y’.

Change the backorder after-the-fact in Backorder Edit/Inquiry.

Edit the backorder using the ‘E’ option within the program.

While in edit mode and at the specific backorder use the ‘/SA’ option to change the ‘ship ASAP’ backorder processing option.

Change the flag from ‘N’ to ‘Y’.

The ‘ship ASAP’ backorder processing flag has been set but an automated job/scheduled task must be created that will run at a predefined time of day that will check for any ‘ship ASAP’ backorders that have been received into stock.

Run the Backorder Allocate and Release program selecting the ‘Customers to Release’ option #12.

Save the job as an ‘automated’ job and schedule it run each work day at the time you’ve determined to be best (mid-afternoon).

Regarding freight charges – many freight policies provide for prepaid or allowable freight charges when shipping backorders. With this type of backorder freight policy it’s usually integrated with the practice of importing backorders onto new orders and only shipping standalone backorders when no new orders have been placed for a period of time or the backorder dollar total exceeds a specific dollar value. The ‘ship ASAP’ backorder processing mechanism provides for defining a freight policy other than the ‘normal’ policy so as to recoup (not ship prepaid or allowable freight) the shipping costs.

Field 40 of the Freight Terms codes record allows you to override the freight policy when a ‘ship ASAP’ backorder is being processed.

Single Use Promo Codes

A promotional code may be such that you wish to limit the use to a single use. Once the customer uses his single use promo code then the promo code is automatically removed from his list of allowed single use promo codes. CODIS will add the promo code back to the customers list of allowed single use promo codes if the order is cancelled.

What’s required –

Create the single use promo code in the Codes File Editor.

Define the customer(s) allowed to make use of the single use promo code. This can be done in the Customer File Maintenance program when the single use promo code is for a limited number of customers. Otherwise using program OE3902 will define the customers from a list (csv file).

Here’s an example of a single use promo code called ‘PPDFRT’. The promo code is identified as a single use only promo code by adding ‘Yes’ in field 8. The ‘PPDFRT’ promo code also adds an order option of ‘P’ to any order containing the promo code and the customer has the single use promo code in his list of allowed promo codes.

Customer File Maintenance, screen 7, line 12 indicates the single use promo codes allowed for the customer being displayed.

Run OE3902 to update customers from a csv file. The csv file can contain customer numbers only or can contain the customer,promo code.

The program allows you to add or remove single use promo codes. This allows you to create a scheduled job that adds a single promo code at the beginning of the promotional period and then remove any unused single use promo codes at the end of the promotional period.

You can be specify that a single use promo code be added or removed based on the existence or non-existence of a different single use promo code.

Enter filename of the csv file that contains the customer(s) the program will use to add or remove the single use promo code to/from the customer file.

Enter ‘A’ or ‘R’ to indicate if you are adding or removing a promo code.

Enter the single use promo code you are adding or removing (if it is NOT contained in the csv file that contains the customers you are processing).

Enter the ‘other’ single use promo code that the non-existence this action depends upon. For example, the ‘new’ single use promo code will added or removed as long as the ‘other’ single use promo code entered on the line is NOT already in the customer’s allowed single use promo codes.

Enter the ‘other’ single use promo code that the existence this action depends upon. For example, the ‘new’ single use promo code will added or removed as long as the ‘other’ single use promo code entered on the line IS already in the customer’s allowed single use promo codes.

Enter ‘Y’ to update the customer records.

When a customer has single use promo codes available then ‘/PRS’ will appear at the bottom of the order entry screen. To access/enter available the single use promo code(s) type ‘/PRS’ <enter>.

If the single use promo code is known then it can be entered at the prompt.

Typing a ‘?’ <enter> will display the available single use promo codes.

Type the single promo code you want to redeem and press <enter>.

The promo code is updated and any additional overrides are updated in the order as well (as evidenced by the ‘P’ in the order header).