SouthWare Excellence Series. Rev 14. Upgrade Release Notice

Transcription

1 SouthWare Excellence Series Rev 14 Upgrade Release Notice June 26, 2008

2 Table of Contents Highlight Summary New Modules SouthWare Mobile Interface - Introduction SouthWare ODBC SouthWare SQLView SouthWare SQLSync Accounts Payable Record Credit Memos for Third-Party Vendors Option to Search by Vendor Name in A/P Vendor Inquiry Option to Default Remaining Invoice Balance on Manual Check Payment ID Stored as Key to Manual Check File Miscellaneous 1099 Changes for Inventory/Sales Line Item Selector Tool Tracking/Serial Selector Tool Option to Receive Using Temporary Serial Numbers Item Unit Price/Cost Can Now Be Up To $9,999, Optional Secured Location Access Optional Secured Salesperson Access Stock Number is Now Included in Key Word Search New PO Invoicing Automation Options from Accounts Payable Option to Launch Allocation of Landed Cost Update Purchase For Line Items with Tracking Numbers from Receivings.. 37 Interactive POs from Orders Cross Reference between PO Receivings and A/P Invoice Range of Order Numbers on Order Number Audit Report Cutoff Date on Order Number Audit File Purge Inventory Transaction Reference Expanded to 30 Characters New Alternate Keys for Inventory Ledger File New Item ID Alternate Key to Order and Invoice File Job Number and Cost Code in Stock Ledger Assembly Work Orders New Assemblies Report to Show Components and Sub-Components Improved Handling of G/L Post Date on Work Orders Posted from Orders Improved Handling of Decimal Precision on Work Orders Warehouse Tracking New Data Dictionary Fields for Warehouse Tracking Calculations Operator option to select filter options before displaying Warehouse Transactions Add Search by Sales Order# to Warehouse Transactions Grid Improved Speed of Warehouse Transaction Grid New Handheld Option - Option to Verify Order Number when processing a WT picking transaction New Handheld Option - Option to Automatically Use Quantity of 1" for Picked Items Add ability to assign the next transaction # based on the next SID for a station id Option to Unpick a sales order for Warehouse Tracking Secondary Warehouse picking assignment sequence for L ocation preference Return Authorizations SouthWare Excellence Series 2

3 Option to Use RAs to Track Allowances and other Non-Inventory Credits Rental Department Rental ID Entry Now Uses Link Stock Number Service Management Interactive POs from Service Orders Equipment ID is Now a Link Value Option to Utilize Temporary Serial Numbers in Service Order Entry New Data Dictionary Fields to Compute Sales Tax on Service Order Accounts Receivable Optional Secured Salesperson Access Job Cost Option to Exclude Taxes and Miscellaneous Charges from Job Cost Billed Amounts Job Number and Cost Code in Stock Ledger Print/Post Job Transactions by Type or Range of Job Numbers Payroll Ability to Use Operating System Security for Sensitive Employee Info Support of Utah Tax tables W2 Printed Form Changes New Payroll Local Tax Calculation Option based on Actual YTD wages SouthWare Forms Forms Archiving Now Allows Variable Sub-Directory per Document in a Batch Option to Print Wider Format for Text and Item Description Option for SouthWare developers to add Forms Archiving for Custom Forms Developer Option to Use Third-Party PDF Software for PDF Archiving Credit Card Interface New Variable for Authorization Date Debit Cards - PC Charge Debit Card Interface Option to Specify Address Line for Address Verification on Credit Card Payments Option to not include the CVV2 tags if no CVV value entered (PCCharge only) ReportMate New Fields for Override Pricing File ImportMate Support for Secured Location Feature Support for Secured Salesperson Feature Import of Receivings Serial Numbers Allows Temporary Serial Assignment.. 67 Import of Vendor Returns Import Into Sales Tax Localities file Import Into Shipping Box file Ability to import the BOM Kit ID for sales order line items TaskWise New Task Links Between Tasks and Documents New TaskWise-Related Link Values NetLink Allow NetLink Audit Mode for Specific Requestor Allow Override of Initial Request ID During a Session New Variable Start Page New option to purge NetLink Import "To Do" records Date Created Range Added to the NetLink batch import process General Features SouthWare Excellence Series 3

4 Appearance Changes in Routines New Minimize Button New ULink Fields for XX Conversion Notes Special Notes for SouthWare Developers Upgrading Your Custom Source to Rev Other Developer Information SouthWare Excellence Series 4

5 SouthWare Excellence Series Revision 14 Upgrade Highlight Summary We are pleased to make these new features available to you. This revision adds new capabilities and options to your SouthWare system that can make your work easier. Please read the entire release notice to make sure you are aware of the new features that will benefit you most. Major projects during this development cycle include the development of the Mobile Interface module and the release of SouthWare ODBC, SQLView, and SQLSync. We have developed these modules so that they are being made available for both Rev 13 and Rev 14. Some of the other highlights include: T Powerful line item selector tool T Tracking item selector tool T Temporary serial numbers T Securing access to location data by logon operator T Million dollar unit pricing T Assembly component/sub-component report T Securing access to salesman data by logon operator T Tracking of Vendor Credit Allowances T Improved Purchasing/Payables interface T Credits for Third-Party Vendor Payments T Separate files for employee sensitive/non-sensitive data T TaskLinks to zoom between tasks and documents The upgrade includes several file conversions (mostly related to the increased size of unit pricing) so if you have large history files you will need to schedule time for these conversions. Looking to the future, we plan to continue improving the SouthWare platform as well as targeting the more specific needs of industries that are well suited for SouthWare products. We are also looking for opportunities to develop more of our features in conjunction with customers who are willing to help fund the development and work with us to refine the design. If you are interested in working with SouthWare on improvements that will be valuable to your company and others please contact your SouthWare dealer for more information. Thanks for choosing SouthWare. The Folks at SouthWare SouthWare Excellence Series 5

6 New Modules Several new modules have been added during this development cycle. These modules are being made available for use on both the Rev 13 and Rev 14 SouthWare platforms. SouthWare Mobile Interface - Introduction SouthWare s Mobile Interface module is a component of a system that lets you use mobile units such as Blackberry devices to review and update SouthWare data. For example, the initial application for this interface is the updating of service orders and service work by remote technicians using Blackberry units. The Mobile Interface is a custom interface to transfer data between your SouthWare system and the Mobile Business Applications (MBA ) framework software developed by Mirifex, Inc. On its website ( Mirifex describes its framework technology below: This product consists of cross-platform framework; technology and business applications, allowing customers to harness the power of leading edge mobile devices to dramatically improve business processes and efficiencies for mobile workers. Thus, leveraging investments in existing systems. MBATM (Mobile Business Applications) consists of framework products for both BlackBerry and PocketPC devices. This provides the platform for delivering business applications to mobile workers. MBA provides data formatting features, rules and the confi gurable business logic necessary to satisfy the most stringent business requirements. The architecture of the SouthWare Mobile Interface is based on an exchange of data via XML data files in polled directories. Mirifex writes XML files to send instructions and data to SouthWare, and SouthWare writes XML files to send instructions and data to Mirifex. The use of XML files and polled directories provides a very flexible and expandable communication protocol. This type of interface is also cross-platform and can be used in a mixed network with different operating systems (such as Windows and Linux). SouthWare Excellence Series 6

7 Server The SouthWare Mobile Interface server program is responsible for handling the SouthWare side of the communication with Mirifex. This program runs as a background service and continuously performs the following functions: Polls the SouthWare Receive directory looking for commands sent by Mirifex Launches the processing of commands received from Mirifex to update SouthWare data and/or send SouthWare data to Mirifex for update of the Blackberry unit Writes related commands to Mirifex Service Orders The initial implementation of the interface contains features designed for service technicians to record SouthWare service order work on Blackberry units. The Mirifex application handles the transmission of the data to/from the Blackberry units and the user interface and data handling on the Blackberry unit. The SouthWare Mobile Interface contains features to: Send service orders and related data files to the Mirifex application for synchronizing/loading a Blackberry unit Send new service orders to a Blackberry unit as needed due to service order entry/update within SouthWare Receive service order information from the Mirifex application and update SouthWare files Handle communication with the Mirifex application for each related function such as removing a completed service order from a Blackberry unit or notifying the technician of an update error Provide back office monitoring of service work Provide mapping of service technicians and service work via a specialized implementation of Microsoft Mappoint SouthWare Excellence Series 7

8 SouthWare ODBC SouthWare ODBC provides controlled ODBC access to your SouthWare data from any ODBC-capable software. SouthWare ODBC Overview SouthWare ODBC is a special SouthWare-specific software wrapper built around Transoft U/SQL, a leading ODBC connectivity software solution. SouthWare ODBC is provided as a standard function of the SouthWare platform and is tightly integrated with SouthWare features: Your SouthWare Data is available as a standardized ODBC Data Source Bring data into MS Excel, MS Word, queries, report writers, etc. SouthWare Security protects ODBC access to your data Access to SouthWare data via ODBC requires login via SouthWare operator login Access to each SouthWare table via ODBC requires SouthWare security level of 4 for the related application Access to each company's data files is secured ODBC Data Dictionary ODBC data dictionary of tables/fields built from SouthWare Data Dictionary Automatically updates ODBC data dictionary from user-defined fields in Extended Data Automatically updates ODBC data dictionary for location-specific Warehouse Tracking files Automatic Installation Automatically installed on server as part of the SouthWare installation process Automatic setup of ODBC DSN on SouthWare client workstations SouthWare Excellence Series 8

9 Provides optional ODBC access for each licensed SouthWare user Developer Note: There is an additional license option that allows the writing of data to SouthWare files using ODBC writeback. Use of this capability is not normally recommended since it avoids normal SouthWare data validation, does not update any related data files, and potentially makes your system data wrong and unsupportable. However, a SouthWare developer who understands the implications of writing data to a SouthWare file via ODBC may want to use this option. This option is licensed separately and has related security options (see the ODBC Security section of the manual). There is also a Software Developer Kit that may be licensed by developers who need to get their customized or custom files into the ODBC data dictionary. SouthWare Excellence Series 9

10 SouthWare SQLView SouthWare SQLView allows you to access SouthWare data via SQL statements and review/analyze the data in a SouthWare grid. SouthWare SQLView Overview SouthWare SQLView can be used for ad hoc (one-time) SQL reporting or for storing SQL-oriented views that may be used whenever needed. SouthWare ODBC provides the SQL statement processing via SouthWare s grid technology. Flexible SQL Statements Enter any valid SQL select statement related to SouthWare data SQL statements can contain SouthWare variables for smart views that match current link values SQL Select Wizard to help create SQL statements for SouthWare data Speedy Processing Data is bound to viewing grid to take advantage of fastest data retrieval Reusable View IDs SQL statements can be saved as View IDs SQLView View IDs can be called via SouthWare objects Powerful Data Review via Grid Options Sort data by any column Group data by any column (including multiple levels of grouping) Display group totals of numeric data Option to Save Layout Text search within data view Output to MS Excel Output to HTML page Print SouthWare Excellence Series 10

11 SouthWare SQLSync With SouthWare SQLSync you can replicate the data from SouthWare files into corresponding MS-SQL tables. This lets you review, report, and analyze your data using the many tools available for MS- SQL data tables. With SouthWare SQLSync your SouthWare system will continue to update its standard Vision file format, but the data will also be updated into corresponding MS-SQL tables. This keeps the MS-SQL tables synchronized with the Vision files. If an error occurs in updating the MS-SQL database then the MS-SQL table can be rebuilt from the corresponding Vision data file. Simple Implementation Load related software Reference the MS-SQL database you want to update Point and click to set up replication for a file Reliable Data Integrity Primary data handling is done via SouthWare Vision files MS-SQL data is replicated from valid primary data updates MS-SQL data can be rebuilt as needed from SouthWare Vision files Live or Delayed Update of MS-SQL Tables Normal Mode is to Update Replicated tables interactively for each change to the related Vision file Updates can be suspended if the MS-SQL database is unavailable, then be resumed later to catch up the MS-SQL tables Data Security Primary data is stored in Vision files for less exposure to unauthorized changes Changes to MS-SQL data via MS-SQL tools will not impact primary data MS-SQL tables can be rebuilt as needed from primary data files Minimized Impact on User Productivity Separate Server to Offload Replication Updates Users can continue to work without waiting on MS-SQL updating SouthWare Excellence Series 11

12 Automatic Error Recovery System can be configured to automatically recreate MS-SQL tables when update errors occur Easy Administration Powerful manager program to handle setup, review, and administrative functions Schedule or manually launch recreating of MS-SQL tables from Vision files SouthWare Excellence Series 12

13 Accounts Payable! Record Credit Memos for Third-Party Vendors You may now record credit memos for purchases that were paid via Third-Party vendors, and the updating will affect both the purchasing vendor and the payment vendor. This new option allows you to enter a credit memo that will credit the original vendor and create a credit memo for the Third-Party vendor (e.g., the credit card company). To enter a Credit Memo that involves Third-Party payment there is a new option in the list of transaction types for the A/P Transaction Entry program (AP-01-01, field 3): T - Third Party Credit This is not really a transaction type, but indicates that you want to create a C redit transaction type that involves a Third-Party alternate payment. When you select this type the system will insert C as the transaction type and ask for the alternate payment type for the Third-Party vendor. This is stored in the transaction. When you post this transaction the system will: Create a history credit memo for the transaction vendor to adjust purchases history. Create a check history record for the alternate payment thirdparty vendor. This will allow you to access/review the original credit memo from the third-party credit. Create a credit memo in the open item file for the third-party vendor. Update the history for the transaction vendor. Update the current balance for the third-party vendor. Example: Assume you originally bought an item for $230 from Office Folks and paid with a company VISA card. You had entered this with a Third-Party alternate payment, which resulted in a purchases history for Office Folks with no balance owed them, and an open item of $230 owed to VISA. Now you return the item to Office Folks and they issue a credit to your VISA. To record this in SouthWare you will enter a 3 rd -Party Credit for Office Folks and specify the alternate payment type for the VISA card. When you post this transaction the system will create a credit memo for VISA (you don t owe them now) and a paid credit memo for Office Folks that reduces their purchases history. To Void and Cancel a Credit Memo with a Third-Party Payment If you have created a credit memo as described above and then need to void/cancel it you must use the A/P Void Payment option (AP ). Select the Third-Party payment type, then select the credit memo to be voided. When you update this void the system will: Cancel the original vendor s credit memo in history Cancel the Third-Party vendor s credit memo in the open item file Void the prepaid check Create the appropriate G/L distributions Update the vendor totals for both vendors Update statistics for the voided payment SouthWare Excellence Series 13

14 ! Option to Search by Vendor Name in A/P Vendor Inquiry In the A/P Vendor Inquiry program (AP-03-01) you now have the option to skip to the name field and use the Lookup function to find a vendor by name.! Option to Default Remaining Invoice Balance on Manual Check When you enter an A/P Manual Check (AP ) you may now press [F1] at the invoice amount field to default the remaining balance. This works similar to the A/R Cash Receipts feature of defaulting the remaining balance. Notes for International Transactions For international transactions that use US$ as the base currency the program will calculate the base amounts. If the document balance less the discount is NOT equal to the payment amount or remaining cash amount: - If the cash remaining is greater than the document balance the program will ask for the discount amount (FlowPoint of 8807). - If the cash remaining is less than the document balance the program will ask for the discount amount (FlowPoint of 8808).! Payment ID Stored as Key to Manual Check File The payment ID for alternate payment types is now stored as a portion of the key to the Manual Check file. This allows you to process multiple wire transfers for a vendor using the same pay code. In previous revisions you were required to use different pay codes in order to process multiple wire transfers for the same vendor.! Miscellaneous 1099 Changes for 2007 There were no Miscellaneous 1099 Form Changes for Magnetic Media Changes A Record: Blank positions 48 thru 50 in the "A" record. When creating the 1099 magnetic media file the "Replacement file" option has been removed from the Run Options bar select since this is no longer a valid option. The only valid options are Normal, Test, and Correction Run. This feature was released early as a FLASH update for Revision 13. Inventory/Sales! Line Item Selector Tool You now have a faster way to create sales order line items! The Line Item Selector Tool lets you quickly find and select items to place on the order. You can also edit and delete existing line items from within the Selector. The left portion of the Selector lets you find and add items and services to the order while the right portion shows you the line items and lets you edit them. SouthWare Excellence Series 14

15 How This Works The Line Selector is a special program that integrates with the functions of the Order Entry program to provide an alternate method of entering/editing line items. While it provides a different user look/feel for streamlined entry, the Selector actually uses the same logic as the normal line item entry screen! This means that all of the sophisticated features available in normal line item entry are also available when you use the Selector. It also means that most of the same FlowPoints are used in line item entry so your special FlowMods will still be launched. The Selector is a software wrapper around the line item functions to streamline normal entry, but you have access to all of the advanced features at any time. Note on Interactive Update As you select and change items in the Selector the line item and related stock quantities are instantly updated. This ensures that available quantity is immediately committed to your line items so it will not be available for use on other sales orders (the same as normal line item entry works). Note on FlowPoints Most of the normal RSBILENT FlowPoints are launched from the Selector. An exception is FlowPoint 96 Enter Change Number since the change number function is not used in the Selector. The procedural FlowPoint 9699 is launched from the Selector so you can perform WorkFlow before the write/rewrite of a line item. Accessing the Selector From the Line Number field for an order you may press [F5] to access the Selector. The Selector window displays selection options on the left and a list of existing line items on the right. SouthWare Excellence Series 15

16 Item Search (on left) Left side of Selector (Options to Find/Select Items) The left side of the Selector window lets you find items and services to add to the order. You may switch between two tabs: Search Tab The Search Tab allows you to search for items to add to the order. You may enter the following parameters: Search By Select the search mode you want to use from the following available options: All Items - This search uses the Combined Item search to search for an ID in the stock file, vendor catalog, bill of materials file, and matrix group file. You may enter a starting ID for the combined search. Stock Item - This searches the stock file for an ID you enter. Stock Keyword - This searches the stock file by stock keyword. Description (Masked) - This uses the Combined Item search by description. You may enter a partial description and the program will search the Combined Item file to find all items with that text within the description. Vendor Catalog - This searches the vendor catalog starting with an ID you enter. Bill of Materials - This searches the bill of materials file starting with an ID you enter. Matrix Groups - This searches the Matrix Group file starting with an ID you enter. Services - This searches the Service Code file starting with an ID you enter. SouthWare Excellence Series 16

17 Starting (Search Value) You may enter the search value for the type of search selected in the previous field. Notice that you may use the available lookup (with additional key searches) for each search type. All Items - enter a starting item ID or use the stock file lookup. Stock Item - enter a starting stock number or use the lookup. Stock Keyword - enter a key word. Description (Masked) - enter a description, word, or partial word. Vendor Catalog - enter a starting ID or use the vendor catalog lookup. Bill of Materials - enter a starting ID or use the BOM lookup. Matrix Groups - enter a starting Group ID or use the Matrix lookup. Service - enter a starting service code or use the existing lookup The search grid below these fields will display the search results when you press [Enter] or click on the Search Now button. However, if you enter an Item ID that is a valid item then [Enter] will automatically select the item. So to ensure a search you may press Search Now. Quick Entry of an Item If you know the full item number you may simply enter it in the Item ID field and press [Enter]. If the item number you enter is a valid stock number the program will add it to the order instead of performing a search. Selecting an Item from the Search Grid When the search grid displays the item you want you may double click on it or click on the arrow button to the left to select it. Review Sales History for an Item in the Grid The History button displayed at the bottom of the screen will display sales history for the currently highlighted item in the grid. This is the same as the sales history option available from normal line item entry. Choosing Location and Quantity for a Selected Item When you select an item a popup window lets you specify the location and quantity: SouthWare Excellence Series 17

18 Location/Quantity Entry (popup window) Location: Select a location or press [Enter] to use the default location for this order. Location Availability You may check the stock availability of this item at other locations by clicking on the Stock Location Availability button ([F4]) that appears in the window. This zooms to the Location Availability view so that you can see current quantities for all locations. Quantity: Enter the quantity ordered for this item or default to 1". The program will perform the same availability checking as the normal entry of a line item in Order Entry and will ask about backorders and other situations as needed. You may enter a negative quantity to record a return. The program treats this as a return to stock and you may enter the quantity to return to On Hand and to Defective. Serialized and Tracking Items If you select an item with serial numbers or tracking numbers you must select them the same as in normal line item entry. The Tracking/Serial Selector tool streamlines this function. Miscellaneous Items Miscellaneous and non-stock items must be entered through the normal line item screen. If you select one of these in the selector the program will automatically display the line item screen for entry. Then the selector will redisplay. L Please note that any special entry features such as generating standard bills or selecting group items in a matrix will still apply within the Selector! The Selector simply chooses the items and quantities and normal process of generating these type line items will launch. SouthWare Excellence Series 18

19 Unit Price If the unit price for the item is zero, the window also asks you to enter a unit price. Other Grid Features Because the Search grid uses standard SouthWare grid technology you may also: Use Full or page mode display Modify the data using a List Format Use the Find option for records in the grid Use Grouping and Sorting (in Full mode) List Formats You may modify the data shown in the search list via SouthWare list formats. You may use the Modify View button shown above the list to add or modify a format. The List format data is different for each Search Mode so you may customize the data for each type of item. Saved Search Lists The search lists are saved in memory during your order entry session so that each time you view the selector it shows your most recent lists. The lists are not cleared until your exit the order entry program. Catalog selection (on left) Catalog Tab The Catalog Tab displays a tree view of your marketing catalog and product categories. You may expand and collapse sections of the catalog or categories to find items. To select an item you may double click on it. When you select an item you must enter a quantity as for the other tabs (the location is identified within the tree structure). Right side of Selector (Selected and Item Preview) The right side of the Selector window shows a grid with all the line items for the order. This includes items you have selected during this session and items that were already on the order when you accessed the Selector. An Order total appears in the upper right that is refreshed as you change selections. The list shows the following information for each item: SouthWare Excellence Series 19

20 Line Item List (on right) Line # Shows the Order Line Number for the item. Item ID Shows the ID of the item. Loc U/M Shows the Location of the item. Shows the Unit of Measure for the item. Quantity Shows the Quantity Ordered for the item. You may edit the quantity by changing this quantity in the grid list. Qty B/O Shows any Quantity on backorder for the item. Unit Price Shows the Unit Price for the item. Extended Price Shows the Extended Price for the line item. Changing Line Item Quantity You may edit the Quantity Ordered directly in the grid. This instantly changes the line item and will perform stock availability checking the same as in the normal line item entry screen. Zooming to Line Item Details You may click on the Zoom button beside a line item to zoom to the normal line item entry screen. This lets you review and edit any of the available fields for the line item. When you exit the line item you will return to the Selector window. Deleting a Line Item You may click on the Delete button beside a line item to delete the line item from the order. SouthWare Excellence Series 20

21 Adding Fields to the Grid You may add fields to the grid via a WorkFlow list format. Program ID: RSBILSSL FlowPoint: 8301 Primary File: RS08 In the List Format you should define ONLY additional fields - these will be added to the right of the standard fields. You do not need to include standard fields since these are automatically included. Changing Grid Layout The standard grid feature of changing layout is available for this grid. You may rearrange the columns, resize the columns, and remove columns, then save the layout for future use. Item Preview Pane (lower right) Item Preview You may click on the Item Preview button at the top of the screen to toggle the display of the Item Preview pane. This appears below the Line Item list at the right of the Selector window. The Preview pane allows you to see more data from the item currently highlighted in the left portion of the Selector. This uses the same SouthWare Preview web page technology as the standard Lookup programs. You may customize the web template pages to change the contents of the preview panes for the different search lists available in the Selector. See the following table: Search Starting FlowPoint LFMT FlowPoint Preview Template Lookup Primary File All Items 89RS04 83RS04 rsbilsslrs04.htm IV01 SouthWare Excellence Series 21

22 Search Starting FlowPoint LFMT FlowPoint Preview Template Lookup Primary File Stock Item 89IV01 83IV01 rsbilssliv01.htm IV01 Stock Keyword 89KEYW 83IV01 rsbilssliv01.htm N/A Description (Masked) 89DESC 83RS04 rsbilssliv04.htm N/A Vendor Catalog 89IV19 83IV19 rsbilssliv19.htm IV19 Bill of Materials 89RS05 83RS05 rslilsslrs05.htm RS05 Matrix Groups 89IV48 83IV48 rsbilssliv48.htm IV48 Services 89SV01 83SV01 rsbilsslsv01.htm SV01 Finishing Selection When you have finished selecting items for the order you may click on the Finish button ([F6]). This will return to the normal line item entry screen. You may access the Selector later to make other selections or changes.! Tracking/Serial Selector Tool This tool allows you to quickly and efficiently select the tracking or serial numbers for a sale. This is an optional interface that you may use when you need to review the available numbers and/or quickly select multiple numbers. You may access this Selector Tool for tracking/serial numbers for a sales order line item. This access can be: When you add a line item that needs tracking/serial numbers. From field 30 from the line item screen for an existing line item From the Line Item Selector Tool when you add a tracking/serial type item From the tracking/serial entry field (click on Selector or press [F6]) Note: This Tool is not available for returns. Selector for Serial Item The window displays a grid list of the available numbers for the stock item as well SouthWare Excellence Series 22

23 as items already committed to this order. The first three columns shown are: Selected (checkbox) - checked when the serial/tracking number is selected for use on the line item. Quantity Selected - shows the quantity selected for use on the line item. On a serialized item this will always be 1". On a tracking item this shows the quantity and may be edited to change the quantity selected for the tracking number. Tracking Number - shows the serial or tracking number Quantity Remaining - shows the quantity available for use on the line item. On a serialized item this will always be 1". On a tracking item this will be the available quantity remaining for the tracking number. Purchase Date - shows the purchase date of the tracking/serial number. Selector for Tracking Item The other columns shown in the list are standard data from the serial/tracking record. You may customize this display using a SouthWare List format (standard feature of SouthWare grid technology). This allows you to include Extended Data or other custom fields that will help users select the correct numbers to use. Above the list the window displays the quantity needed for the line item as well as the serial/tracking quantity selected. As you change the selections in the grid list the quantity selected will update to reflect the current selections. Note on Interactive Update As you select and change selections in the grid list the Selector instantly creates/modifies/deletes the serial/tracking numbers for the line item. This ensures that your selections are committed to this line item and are not available for use on other sales orders. To select a serial/tracking number Simply click on the checkbox to select/unselect a tracking number. For a serial number this will put quantity 1" into the quantity selected column. For a tracking number this will default the quantity selected to the remaining quantity to select for the line item if there is sufficient quantity available in the tracking number. When you select a number it will automatically be committed to the sales order line item. SouthWare Excellence Series 23

24 To auto-select the first numbers shown in the list You may click on the First button ([F4]) to automatically select the quantity needed from the first available numbers shown in the list. This can be helpful if the grid is sorted in some sequence from most desirable to least desirable and you want to automatically select the quantity needed. To auto-select the oldest available numbers You may click on the Oldest button ([F5]) to automatically select the quantity needed from the oldest available serial/tracking numbers. This uses the Purchase Date field to determine the oldest numbers. To Clear all selected numbers You may click on the Clear button ([F6]) to automatically unselect all the currently selected serial/tracking numbers. This will remove them from the line item (and make them available for use on other orders). Using the Selector to Edit serial/tracking numbers for Order Line Items When you access the Selector any currently selected numbers are shown in the grid list. This gives you the option to unselect or change the current selections as well as make new selections. Exiting the Selector When you are finished with selections you may exit the Selector. If the quantity selected does not match the quantity needed a warning message will display. Exiting does not do any updates since the line item serial/tracking numbers are interactively updated during the selection process. Preview Pane One standard grid feature that may be useful in the Selector is the Preview Pane. You may use the Preview button to display the pane web page for each highlighted number. You could customize the template for this preview pane to include Extended Data or other data that would help an operator select the appropriate serial/tracking number.! Option to Receive Using Temporary Serial Numbers You can now skip the entry of serial numbers in receivings and then assign the serial numbers at the time of sale. This is a very useful feature for those situations when the serial numbers are not easily available during receivings such as when you have multiple items in a box or on a pallet. You can let the system automatically assign temporary serial numbers during receivings and then replace the temporary numbers when the real numbers are known. Control Record Option This feature is activated in the Inventory/Sales control record (IS-08-02, field 16 Purchasing/Receivings: Assign Temporary Serial #s?: Here you may specify whether your receivings operators should have the option to skip the entry of serial numbers during receivings and have the system automatically assign temporary serial numbers. Valid options are: A All Items - Allow Receivings operators to assign serial numbers for all serialized stock items. S Selected Items - Allow assignment of temporary serial numbers SouthWare Excellence Series 24

25 N Note: for selected stock items based on a flag in the stock record. No - Do not allow temporary assignment of serial numbers. This option applies only to serialized items, not to tracking numbers. Stock Record Option If you choose the Selected Items option in the control record you must specify which stock records allow this feature. This is done via a flag in the stock record which you may access as part of the Tracked field when you select Serialized as the tracking option (IS-07-01, field 20 Tracked ): (Allow receiving to use temporary serial numbers) (Applies only if you chose Selected Items as the Inventory/Sales control record option for the Assign Temporary Serial #s option.) Enter Y if you want to allow this stock item to be received with automatically-assigned temporary serial numbers. Otherwise enter N. If you enter Y here the description of the Tracked value will display as Serial - Assign. Receivings Entry This feature is available for a receiving if the control record option is A or the option is S and the stock item specifies to allow temporary serial #s. At the serial number field a prompt [Enter] Assign Serial #s appears. You may leave the serial number field blank to auto-assign temporary serial numbers. A question will confirm that you want to assign temporary serial numbers. Then the program will create a temporary serial record in the serial file for each unit received. The temporary serial numbers use the following format: UKnnnnn*llllssss UK indicates UnKnown nnnnn is the receiving transaction number (size depends on alpha or numeric transaction number) * terminates the receiving transaction number llll is the receiving transaction line number ssss is a four-digit sequence number Order Entry This feature applies only if the control record option is A or S to allow temporary serial #s. At billing time the operator needs to specify the serial numbers being sold. If the operator enters a non-existent serial number for billing, the program looks to see if there are any temporary serial numbers for the stock item. If there are temporary serial numbers the program asks if the number entered should replace a temporary number. If the operator answers Yes: The program will update the serial record with the entered number (the temporary serial number will be replaced with the new serial number). The program uses the oldest temporary record (the temporary number results in a FIFO approach to using temporary records). The serial ledger is updated with the new serial number. SouthWare Excellence Series 25

26 The receivings history is updated with the new serial number. If you use the order entry feature that allows a range of serial numbers and a number within the range doesn t exist, the system will ask if you want to use a temporary serial number (if available). If you answer Yes to this question the system will use a temporary serial number (if available) for each number in the range that doesn t exist. WorkFlow Notes Flowpoint 8814 occurs in RSRECEN2 at the question that asks if you want to assign temporary serial numbers. Flowpoint 8919 occurs in RSBILENT at the question that asks if the entered number should replace a temporary number.! Item Unit Price/Cost Can Now Be Up To $9,999,999 The item unit price/cost for a stock item has been expanded to allow a unit price/cost in excess of one million dollars. The unit price/cost fields throughout the system have been increased up to 9,999, The previous maximum was 999, This change is automatically implemented as a modification to the stock item format code of 2" (IS-07-01, field 4, Format). Format code 2 now means a format as (7 integers) - in previous revisions format code 2 was format (6 integers). This enhancement is a tip of the iceberg type project. The resulting benefit is that the unit price/cost fields allow a maximum of one more integer. The changes required for that additional integer included changes to the following files and their related programs: Stock File (IV01) Stock Cross Reference File (IV08) Inventory Ledger File (IV15) Inventory Transaction File (IV21) Serial Item File (IV04) Work Order Files (IV27, IV29, IV28, IV30) Bill of Materials Detail File (RS01) Stock Tracking Ledger File (IV47) LIFO/FIFO File (IV16) Purchasing Files (IV06, IV26, IV33 Receivings Files (IV12, IV22, IV36) Equipment Files (SV08, SV07) Service Order Files (SV06, SV16) Sales Order Files (RS08, RS11) Physical Transaction File (IV20) NetLink Sales Order Line Item File (NL09) Override Price File (RS02)...and other temporary files and fields throughout the system Related Note for SouthWare Forms Custom forms that include pricing will not be affected by this change unless you refer to a ReportMate price/cost data dictionary field (@RMDD) that has been expanded. The standard datanames for price/cost were already formatted large SouthWare Excellence Series 26

27 enough for 7 integers. If you are using a ReportMate price/cost field and have not specified an override format (NUMFMT) then the output field will now be larger. This will expand the field one character to the right and either cause the field to be truncated (if the next field follows immediately) or to expand into what was previously a blank area. You may either add an override format if you don t need the larger size or make sure there is room for the field to expand on your form. Related Note for ReportMate Formats Each price/cost field in the Data Dictionary has been expanded to allow 7 integers instead of 6 integers. On an existing report format this will NOT change anything since the existing format has a formatting definition of 6 integers (the previous size). On a new report each price/cost field will require one more character than in previous revisions unless you override the default format size. If you delete/readd a price/cost field on an existing report the added field will require room for 7 integers unless you override the format size. Related Note for DocTransfer Formats The Flat File produced by DocTransfer for Line Item Records has been modified to accommodate the larger price/cost fields. This means that each line item price/cost field now requires one additional character in the flat file. YOU MUST MODIFY THE FIELD MAPPING in any Third-Party product that interfaces with this flat file.! Optional Secured Location Access A new global Secured Location feature allows you to optionally restrict access to location-related info based on logon operator. Each logon operator may have a list of one or more locations which he may access. - For example, you can now specify Joe works in location 2 and should not be able to access information for other locations. The system will enforce this restriction throughout the SouthWare modules including reports, searches, maintenance, inquiries, and tools such as ReportMate. This restriction is implemented in the internal file access routines and is in addition to other standard location security features provided by transaction operators. Note: The Secured Location feature is optional. If you do not activate it for an operator then this feature will not affect data access in any way. How This Works SouthWare Excellence Series 27

28 Here is an overview of the process. For a logon operator you may indicate what location(s) he can access. When he logs on to the system his list of valid locations is established for use by all programs. As each program processes through records from location-related files (see list later) the file access routine tests each record to determine if the location of the record is accessible to the operator: If the record s location is allowed for the operator, the record is passed to the program. If the record s location is NOT allowed for the operator, the record is skipped and not even provided to the program. As a general rule the file access routines apply this restriction to the primary file for a program (the main file for processing) but do NOT apply the rule to secondary files for a program (files read to provide supplemental information on primary records). For example, the inventory item file has restricted access by location for any program that uses the stock file as the primary file. But if in another program you are able to access a record that refers to a stock number in a non-accessible location, the information from that stock record will be provided by the file access routines. Note: This technology is designed with an override capability that may be programmed via SouthWare WorkFlow. See Programmable Overrides later in this section. Implementation - Logon Operator This feature is implemented per logon operator. A new security field is added to the operator record (XX-03-02, field 14): Secured Location ID: To access this field you must be logged in to the company for this operator. This field allows you to restrict this operator s access to information for certain stock/service locations. This restriction is in addition to other standard location security features provided by transaction operators. Leave this field blank if you don t need to restrict this operator s access to information from certain locations. To restrict location access for this operator you may enter either a SouthWare Excellence Series 28

29 specific single location ([F3] lookup) or a secured location code for a group of locations ([F4] lookup). Secured Location Group A location group is simply a three-character ID that references a particular combination of locations. This lets you define that an operator may access more than one location (which is defined with entry of a single location code) but less than all locations (which is specified by leaving the Secured Location ID field blank). If you enter a new group ID you will be allowed to define the locations included in the group. See the discussion below for Location Groups Maintenance for more details. Operator/Location Security Grid This program (XX ) allows you to quickly review and edit the location security settings for each operator in the current company. Access this program to display a grid of the operators for this company (text-based workstations will display a maintenance for individual records): You may edit the Location Code column to change the Secured Location ID for any operator shown. This maintains the corresponding field in the Logon operator records. You may also do a lookup of Location ID or Location. Location Groups Maintenance This program (XX ) allows you to set up and maintain the Secured Location Group codes that may be used with the global Secured Locations feature (XX-03-02, field 14). Each location group defines a combination of locations. When an operator is assigned to a group he may access location information for any of the locations in the group. Secured ID to Maintain: When you access this program you must first specify the group to SouthWare Excellence Series 29

30 maintain. You may also enter a new group code to create a group. You may use any three upper-case characters as a secured location group as long as they don t match a valid location ID. After you specify the Location Group ID the program displays a grid of the locations for this company (text-based workstations will use a scrolling maintenance screen with a Y/N indicator): You may click on the Access? column beside each location to specify whether that location is included in this group. Note: To delete a group you should unselect all operators and then exit. If no operators are selected the program will ask if you want to delete the group. Revised Meaning of All Locations When you specify ALL locations in a process or report the meaning of ALL is affected by the Secured Location feature. ALL locations will now include all locations that the operator may access, but will not include other locations. Location Entry Fields Each time the system asks for a location field it will utilize any Secured Location definition for the operator and allow only entry of locations the operator may access. If the operator may access only a single location, the location entry field will automatically be filled in with the single location and skip to the next field (the same as if the company uses only a single location). Ranges When you enter ranges of locations on reports or processing programs the entry and processing is affected by any Secured Location(s) defined for the operator: The entry field will be restricted as described above under Location Entry Fields. The processing resulting from ALL locations will be restricted as SouthWare Excellence Series 30

31 described above under Revised Meaning of All Locations. Only records for the location(s) accessible by the operator will be processed. Maintenance Programs Related maintenance programs will use Secured Location to test any records to be accessed/edited. This will prevent non-accessible records from appearing when moving next/previous record and when entering the key to a record not accessible. Transaction Operators Many transaction operator records contain specified locations. If a logon operator with Secured Locations uses a transaction operator with a location he can t access, results are unpredictable. This situation typically would not occur if the locations are truly separate. Some programs will display an error and exit if this situation exists, but when you activate this feature for an operator you should consider whether this will affect the transaction operators he can use. Standard Reports When you run a standard report for location-related data the Secured Location feature will restrict the records provided to the report. Only records for the location(s) accessible by the operator will be processed. For example, the Stock Listing will include only items for locations accessible by the operator. Records for other locations will not be available - the report functions as if those other records don t exist. Note: Record counts shown on reports will include only the records that qualified for the job. Records that were skipped by the file access routines because of location will NOT be included in the record counts. This functions as if the skipped records did not exist. Inquiries When you run an inquiry program for location-related data the Secured Location feature will restrict the records displayed in the inquiry. Only records for the location(s) accessible by the operator will be processed. For example, the stock inquiry program will show only items for locations accessible by the operator. Other locations will not appear regardless of the parameters you specify. Search/Lookup Lists Search/Lookup lists will secure the records displayed based on Secured Location. When you search by Extended Data (master or key file) the file access routines will test the related SouthWare record for location and will apply the Secured Location logic to skip records as needed. Header/Line Item Programs Programs that maintain transactions with header and line item data (such as Order Entry) utilize the Secured Location feature to restrict header records. But these programs handle line items differently than headers: If an operator has security to access the header for a transaction, he may access all the line items for the transaction even if some of them are for other locations. SouthWare Excellence Series 31

32 This situation typically would not occur if your operators are truly operating in different locations. But if you do have secured operators that have transactions with multiple locations it would be inaccurate to show only part of the line items for a transaction. So the rule in these situations is that if you can access the header, you can access all the details related to the header. Purge Programs Purge programs will limit processing based on the Secured Location feature. If a header record qualifies for processing, all related line items will be purged even if they are for other locations. ReportMate/FYI ReportMate utilizes the Secured Location feature for all location-related primary files used on reports. The file access routines will not provide records for reporting if the location for the primary file is not accessible to the operator. The entry of locations as ranges or selection criteria will also use the same restrictions as described above. Note: An operator will automatically be limited to data for his own location on location-related files, but there are certain non-location files with totals that may be considered sensitive. For example, the billing operator file has operator totals that could be accessed by anyone who creates a report from this file. Please note that this restriction applies also to Line Item files when they are the primary file for a report. For example, if you are reporting from Invoice Item History (RS11) then the report will not include any records for locations that your operator may not access. But if you are reporting from Invoice Header History (RS10) then you will be able to access invoice totals that include all line items even if they are from other locations. Note: If you activate Secured Locations for an operator then all existing report formats will automatically secure records. You do not need to change the formats. ImportMate See the related notes in the ImportMate section of this release notice. Extended Data When you use Extended Data (master or key file) as a primary file in ReportMate/FYI the file access routines will test the related SouthWare record for location and will apply the Secured Location logic to skip records as needed. Other Exceptions/Notes Requirement for All Location Access - Certain data gathering programs and support programs are required to look at data across locations. For example, the ExecuMate gather process needs to include data from all locations. This type of program may only be run by an operator who may access all locations (Secured Location is blank in the operator record). Processing Sub-Routines Include All Locations - There are numerous sub-routines that need to access all related company information in order to perform accurately. These will ignore any location restrictions since the information they are using is based on all locations. Normally this will SouthWare Excellence Series 32

33 not be an issue unless you share records across locations such as customers, transaction operators, etc. For example, the routine to check customer balance will look at all related orders even if these are for other locations. Similar routines for transaction operator totals will ignore location restrictions when computing totals for transaction operators. Checking contract prepaid balance is another example. Service Order parts and service locations - Service orders have both a parts and service location. The service location is the first three characters of the service order number, and this will be tested for Secured Locations when accessing the header. For a line item the parts location is tested when Secured Location is applied to line items (when the line item file is primary). Location Transfers - Transfer transactions are secured based on the Transfer From location. The stock in-transit file may be accessed by either location. Central Purchasing - Purchase Orders are secured based on the PO Header location. Receivings - Receivings does NOT apply Secured Locations to the processing of receivings. The process of receivings, allocating cost, etc. will not function properly if processes ignore and skip records within a single transaction. Last Record button in File Maintenance - The last record function ([PgDn]) function is not available in File Maintenance programs if an operator has Secured Locations. This feature is available if Secured Locations are not applicable. Files and Default Security Settings The following table shows the files that support the Secured Location feature and shows whether ON or OFF is the default setting for each file: File File Desc Default AR17 Pay Types File ON IV01 Stock File ON IV03 Category File ON IV04 Stock Tracking Num.* ON IV05 Purchase Order (hdr) ON IV06 Purchase Order(line) OFF IV09 Location File ON IV12 Receivings Cost File OFF IV14 Int Curr Stock Price ON IV15 Inventory Ledger ON IV16 LIFO/FIFO Cost File ON IV18 Stock Period History ON IV20 Physical Inven Trans ON IV21 Inventory Trans. ON IV22 Receivings Details OFF IV23 Receiving Serial Trx OFF IV25 PO History Header ON IV26 PO History Line OFF IV27 WO Header File ON IV28 WO Detail File OFF IV29 WO Hist Hdr File ON IV30 WO Hist Detail File OFF IV33 PO Auto Gen File ON SouthWare Excellence Series 33

34 IV36 Rec Hist Detail OFF IV37 Rec Hist Serial OFF IV39 Landed Cost Override OFF IV40 Landed Cost Trans OFF IV46 Physical Inv Details ON IV47 Inv Tracking Ledger ON MI02 MI Stationid File ON NL08 NetLink Order Header ON NL09 NetLink Order Line OFF RA01 Vend Returns Header ON RA02 Vend Returns Detail OFF RA03 Customer Returns ON RA13 Cust Returns History ON RD01 Rental ID File ON RD02 Tracking Number File ON RD07 Rental Contract Hdr ON RD08 Rental Contract Det ON RD10 RentHst Contract Hdr ON RD11 RentHst Contract Det OFF RD15 Rental ID Period His ON RS02 Override Price File ON RS07 Sales Order (header) ON RS08 Sales Order (item) OFF RS10 Order History (hdr) ON RS11 Order History (item) OFF RS13 Order Pay Details OFF RS14 Invoice Pay Details OFF RS19 In Transit Trans ON RS20 Pick/Ship Trans ON RS23 Pick/Ship Hist Trans ON RS24 Delivery File ON RS25 Delivery Hist File ON SV02 Contract Header ON SV04 Service Order Header ON SV06 Service Order Detail OFF SV14 S/O History Header ON SV16 S/O History Detail OFF SV18 Technician File ON SV23 S/O Payments File OFF SV24 Svc Loc Overrides ON SV26 S/O Schedules OFF XL01 ExcelReport Events ON Programmable Overrides You may modify the Default Security Settings above via environment variables. You may turn off security for a file that would otherwise be secured. You may turn off security for all files. You may turn on security for a file that supports this technology but is turned off by default. The purpose of this override technology is to allow a knowledgeable developer/user to override the defaults if a situation requires the temporary disabling of the Secured Location feature (either globally or for a file). This is an SouthWare Excellence Series 34

35 advanced feature and can compromise the Secured Location feature unless used properly. Typically you would set a variable via WorkFlow. When you set a variable it will remain set until you change it again or you log on again. To turn off Secured Location security for a file that has the security turned on you must set the environment variable SWENV-SECURE- LOC-xxxx (where xxxx is the Data Dictionary file) to a value of N. Set the variable to space to turn security on. To turn off Secured Location security for all files you must set the environment variable SWENV-USE-SECURE-LOCS to a value of N. Reset the variable to space to turn security back on. If this value is set to N then the per-file flag will not be used. Example: For example, let s say you want to create a query that shows stock quantity in other locations even though the operator running the report can t normally access those locations. Create a report of stock quantities from IV01 using FYI. Let s say you name it LOCSQTY. Then to be able to access those other locations for any operator running the report you can set up two WorkFlow FlowMods At FlowPoint 0001" of the program name LOCSQTY you create a FlowMod that sets the environment variable SWENV-SECURE-LOC-IV01 to a value of N. At FlowPoint 9999" of the program name LOCSQTY you create a FlowMod that sets the environment variable SWENV-SECURE-LOC-IV01" back to space. When an operator runs the report the location security for IV01 will be temporarily disabled during the running of the report. Here are some other notes on the use of these environment variables: Combo ReportMate reports (active and history on same report) will have two environment overrides, one for each file. You must set both variables. Certain overflow files in the Data Dictionary do not have separate environment variables - they use the main files variable. IV02 and IV17 use the IV01 variable SV09 uses the SV08 variable SV05 uses the SV04 variable SV15 uses the SV14 variable Other WorkFlow Notes If an operator is restricted to a single location then the location entry routine will automatically skip the location field (similar to the situation where a company uses only one location). If you have FlowMods at a location entry FlowPoint then the FlowMods will not be executed - if you need them to execute you will need to select a different FlowPoint. When you use WorkFlow REPL or GridEdit to replace a field the Secured Location feature is not applicable. WorkFlow import does not perform standard validation. SouthWare Excellence Series 35

36 ! Optional Secured Salesperson Access See this feature discussion in the Accounts Receivable section.! Stock Number is Now Included in Key Word Search The standard Lookup feature for stock items includes an option to search by Key Word. This Key Word search now includes the stock number key word(s) within this lookup to make the search broader and more inclusive. When you install the Revision 14 upgrade the conversion process that runs will automatically build key word records for the stock numbers in your file. You will then be able to enter a stock number as a search value in the Key Word search.! New PO Invoicing Automation Options from Accounts Payable You now have some new automation options when invoicing receivings from Accounts Payable if you interface in detail. These options are particularly valuable when you have numerous items on a PO and don t need to manually invoice each item. When you access the Receivings Cost program from an Accounts Payable transaction (AP-01-01) the program now displays an Invoice Options function ([F5]) that offers the following options: 1. Invoice Recv d Cost - You may choose this option to have the program automatically invoice all line items for the PO (as specified in the A/P transaction) that have a received cost. If a received item had a received cost entered then it will be considered invoiced. 2. Invoice All (Recv d Cost or PO Cost) - Choose this option to have the program automatically invoice all received items for the PO. If a received item has a received cost then that cost is invoiced. If a received item did not have a received cost entered then the PO cost is invoiced. 3. Clear All for Invoice # - Choose this option to clear the invoicing information from all received items that contain the invoice number SouthWare Excellence Series 36

37 specified in the A/P transaction. This option lets you easily remove the invoicing information for an invoice number that was applied incorrectly. When you delete an A/P transaction the system will also now clear the invoicing information for related receivings transactions (both product and landed cost invoices).! Option to Launch Allocation of Landed Cost You may now launch the allocation of landed cost to a shipment ID or receiving transaction without entering additional transactions. Background In previous revisions you had the option to allocate landed cost amount to a shipment ID or receiving transaction only after you entered a landed cost invoice and said there were no more invoices to be applied. If later you determined that there are no more invoices there was not a good way to launch the allocation. New Feature In the receivings cost entry program (IS ) a new prompt appears after you enter P for the document type (field 1): [F5] Allocate Landed Cost to Items Choose this option to launch the allocation of landed cost to a shipment ID or receiving transaction. This will allocate all previous landed cost amounts entered for the shipment ID or transaction. Receivings Transaction Number When you choose this function a window will appear and ask for a Receivings Transaction number. You may enter the transaction number or use the various lookups prompted on the screen. Shipment ID You may press [F5] at the Receivings Transaction number to select a Shipment ID instead of a Receivings Transaction. You may then enter the shipment ID or use the lookup. After you specify the transaction number or shipment ID the program will confirm that there are landed cost amounts to be allocated and then the allocation will be launched.! Update Purchase For Line Items with Tracking Numbers from Receivings Background There is an Inventory/Sales option (IS-08-02, field 16, Post Serial#/Cost to Orders? ) to automatically update Purchase For line items with the serial numbers and cost entered as the items are received. This applied only to serial numbers and not to tracking numbers. New Feature This same feature now applies to tracking numbers. When you receive a tracked item that is for a Purchase For line item the system will update the order with the tracking information received: If the tracking number already exists for the sales order line item the SouthWare Excellence Series 37

38 program will update the existing tracking record - otherwise the program will add a sales order tracking record. The quantity updated cannot exceed the order quantity and will be net of any defective quantity received (received quantity - defective quantity = committed quantity). The order line item cost is updated for the tracking record cost. For a service order line item the system will not update the line item if it already contains a tracking number. The receiving tracking record is updated with the quantity committed to the order so that the posting can properly update the inventory files.! Interactive POs from Orders You may now interactively generate purchase orders for a sales order from the order entry process. This lets you immediately get the purchase order created when a sale requires special purchases (the Handling Code is Purchase For this customer or Drop Ship to this Customer). Setup - Billing Operator Option You may activate this feature per billing operator by specifying values for the following new fields in the billing operator record (IS-07-11). 28. Interactive POs: This field lets you specify whether this billing operator may interactively generate purchase orders from a sales order when lines items have a Purchase For Handling Code. When you access this field you have the following options: A Q N Automatically create POs for Purchase For sales line items Ask the operator a question about creating POs for Purchase For line items Don t allow operator to interactively generate purchase orders If you answer A or Q then a plus box window appears so that you may predefine options for generating the POs. These options are more fully explained in IS in the Inventory/Sales manual: P/O Buyer Code: This the buyer code to use for the generated purchase orders. Create P/Os below Minimums: Specify whether to ignore vendor minimums when interactively generating a purchase order from a sales order. Ignore Vendor Rounding?: Specify whether to ignore vendor rounding when interactively generating a purchase order from a sales order. Using the Feature in Order Entry When you finish the payment screen (third screen) in Order Entry (IS ) the program does the following: Checks to see if any line items on the order have Purchase For handling codes and don t already have a purchase order. If so: SouthWare Excellence Series 38

39 If the Billing operator option is set to Ask Question, the program asks if the operator wants to generate POs for the order - if the operator answers No the remaining steps will be skipped If the Billing operator option is set to Automatic then the generation process will continue without asking a question Runs the Purchase Order Work File Generation program to generate PO work file records. If any work file records are created, runs the PO work file post program to create purchase order(s) from the generated work file records. Displays a message indicating the PO(s) created (or any errors if there were errors during the generation) Print Option If the PO Buyer code defined above has Y to the Print Interactive POs? question (IS-07-15, field 5), the program will ask if you want to print the PO just generated. The window displays the vendor number for the PO. If you select to print you will have the same options as when you interactively print from the PO entry program. WorkFlow Notes FlowPoint 8702" in program POAUTLPS (PO work file posting) is executed after the PO header is set up but before it is written. A new FlowPoint 8702OE can be used when this program is called from Order Entry for interactive generation. The PO Header is the primary file for the FlowPoint. FlowPoint 87INTP in program POAUTLPS is executed when the program is about to call POENTRY for interactive printing. You may use FAIL logic to disable the interactive printing.! Cross Reference between PO Receivings and A/P Invoice A new cross-reference file now stores information about the relationships between invoices and receivings. The relationships can be complex since you may have a one-to-many ratio of invoices to receivings and receivings to invoices This new file provides you with the following new features: You may now inquire/review the invoices, products, and landed cost information for a PO, a PO line, a Receiving Transaction, and a Receiving Transaction line. When you delete a product invoice A/P transaction the system will SouthWare Excellence Series 39

40 automatically clear that invoice from the related receivings cost records. When you delete a landed cost invoice A/P transaction the system will automatically clear the related landed cost from receivings transactions (unless already posted). You will get automatic invoice distributions for a landed cost invoice even if you interface to A/P in summary mode. In previous revisions the automatic distributions were available only if you interfaced in detail mode. You may now see the shipment ID for a landed cost invoice within the A/P transaction. You may now see the invoice numbers per cost type in the landed cost maintenance program. Here are the various components that provide these benefits: Receivings Cost Entry (when called from an A/P transaction) This program performs the functions of: Storing landed cost cross-reference info. Storing invoice cross-reference info for product receivings. Automatically clearing invoiced receivings cost records if you delete the related A/P transaction (applicable only if no related receivings transactions have been posted). Automatically clearing landed cost invoice info if you delete the related A/P transaction (applicable only if no related receivings transactions have been posted). A/P Transaction Entry Changes you will notice in this program include: For a landed cost invoice, displays shipment ID in the distribution screen if landed cost info was allocated to a shipment ID. For a landed cost invoice, displays receiving transaction number and PO number in the distribution screen if landed cost info was allocated to a receiving transaction. When you delete a product invoice the related receivings cost records will be cleared of invoice info. When you delete a landed cost invoice the related landed cost records will be cleared. PO Inquiry In the Purchase Order inquiry program (IS-04-03) you may now review the invoice history for a purchase order. When displaying PO Headers, as you highlight a PO in the list you may use the [F4] Invoice History option to display the invoices related to that PO. From the list of invoices you may zoom to the details of any invoice. When displaying PO Line Items, as you highlight a line item in the list you may use the [F4] Invoice History option to display the invoices related to that PO line item. From the list of invoices you may zoom to the details of any invoice. Receiving History Inquiry In the Receiving History Inquiry program (IS-04-04) you may now review the invoice history for a receiving transaction. SouthWare Excellence Series 40

41 When displaying receiving transactions, as you highlight a transaction in the list you may use the [F5] Invoice History option to display the invoices related to that receiving. From the list of invoices you may zoom to the details of any invoice. The prompt appears only for history with a P document type.! Range of Order Numbers on Order Number Audit Report When you run the Order Number Audit Report (IS-05-08) as a report (not a purge) you now have a range of order numbers in addition to the other parameters: Range of Order Numbers: Enter a range of order numbers to include on the report or press [Enter] for ALL. The report has also been changed to show a literal indicating whether an order shown on the report still exists as an order.! Cutoff Date on Order Number Audit File Purge When you purge the Order Number Audit file (IS ) there is now a cutoff so that you may purge only a portion of the file: Purge Through Order Date: Enter a cutoff date for the purge. Order Number audit records will be purged through that date.! Inventory Transaction Reference Expanded to 30 Characters This Reference field in the Inventory Transaction (and related Inventory Ledger) has been expanded to accommodate 30 characters. This was done in conjunction with the project to expand unit price.! New Alternate Keys for Inventory Ledger File The following alternate keys were added to the Inventory Ledger file to improve performance on certain reporting and processing options. This was done in conjunction with the project to expand unit price. G/L Post Date Transaction Number The transaction number in the inventory ledger has also been expanded to 11 characters in order to fully accommodate the service order number.! New Item ID Alternate Key to Order and Invoice File The Item ID for a sales order/invoice line item has been added as an alternate key to the Order and Invoice line item files to improve performance on certain reporting and processing options. This was done in conjunction with the project to expand unit price. RS08, field 35 is now an alternate key RS11, field 31 is now an alternate key! Job Number and Cost Code in Stock Ledger See the related discussion in the Job Cost section of this release notice. SouthWare Excellence Series 41

42 Assembly Work Orders! New Assemblies Report to Show Components and Sub-Components You now have a new report that lists all the components and sub-assembly components needed to build an item. This shows the same information you can see on a printed work order or when creating an assembly from Order Entry, but with this report you don t need to create a work order to see the required components and their availability. This report is added to the menu as IS , Component Availability Report. When you select this report you may enter the following parameters: Stock# Needed / Loc: Specify the assembly stock number/location to be analyzed for availability. BOM Reference: Specify the Bill of Material to be used. Qty Requested: Specify the quantity requested to assemble. U/M: Specify the Unit of Measure requested to assemble. Print Costs?: Specify whether to print costs on the report: Y - Yes, show costs for the components for the main assembly R - Recalculate the costs using last cost from the final level of all sub-assemblies N - No, do not print costs Include Services?: Specify whether to include any services that are part of the bill of materials. Explode Make-to-Order?: Specify whether to explode make-to-order components. Explode Make-to-Stock? Specify whether to explode make-to-stock components. Print Details?: Specify whether to print details or to summarize the results. If you don t print the details the report will recap the quantity availability and shortages for the assembly. Include Text? Specify whether to print any text details. - Stock Qty per Detail? If you print details, specify whether to print the current stock SouthWare Excellence Series 42

43 quantity info per detail record.! Improved Handling of G/L Post Date on Work Orders Posted from Orders Work orders may be interactively posted from Order Entry. When you batch post work orders for the purpose of finalizing these interactively posted work orders the program will now use the interactive post date as the data for the resulting G/L transactions. Prior to this change the program asked for a G/L post date. The inventory ledger update used the interactive post date, so this new feature ensures that the G/L post date and the ledger date will match.! Improved Handling of Decimal Precision on Work Orders The per unit component quantity for inventory items used on work orders and in Bill of Material components may now be defined using up to six decimals positions (up to 999,999, ). This allows you to handle small component quantities with greater precision. This larger decimal format applies to entries you make in the following fields: Work Order entry (IS ) - the Unit Quantity field on an Inventory-type Component Line (field 12). Bill of Material maintenance (IS ) - the Quantity field on an Inventory-type Component (field 8) when the Bill of Material is an Assembly type BOM. Except for the two situations above the quantity fields will still accept a maximum of three decimal positions. The extended quantity for a component (component quantity times number of units to make) is also rounded to three decimal positions. Other Related Changes Expanded decimals on work order form and reports Expanded decimals for assembly components printed on picking tickets and invoices Warehouse Tracking! New Data Dictionary Fields for Warehouse Tracking Calculations The following additions have been made to the Data Dictionary to assist with special warehouse tracking WorkFlow calculations: Available Replenishment Quantity added to Stock Quantities file (IV71) Total Pending Quantity added to Stock Quantities file (IV71) Pathing from Warehouse SIDs (IV61) to Stock Quantities (IV71) using stock number and storage ID! Operator option to select filter options before displaying Warehouse Transactions A new option has been added to the Warehouse Transaction Operator record (WT-05-01) to control whether the filter options are asked before displaying Warehouse Transactions in WT-01. SouthWare Excellence Series 43

44 8. Prompt Filter in Trx Grid?: Enter Y if you want the Warehouse Transaction program (WT-01) to stop and ask for filter options when you access the program. By default the program displays all transactions when you access the program. If you have a large number of transactions this may cause a lengthy delay before they all load. By activating this option you may select the filters to use before any transactions are displayed. This feature was released early as a FLASH update for Revision 13.! Add Search by Sales Order# to Warehouse Transactions Grid A Source Document # parameter has been added to the filter options in Warehouse Transactions (WT-01) for open and history transactions. This lets you search for a particular document. This feature was released early as a FLASH update for Revision 13.! Improved Speed of Warehouse Transaction Grid The Warehouse Transaction Grid (WT-01) was modified to use the grid file load method. If you have a large number of transactions this results in much faster loading of the transactions for display. This feature was released early as a FLASH update for Revision 13.! New Handheld Option - Option to Verify Order Number when processing a WT picking transaction A new scanning option is available for the subroutine used by NetLink to supplement handheld processing of warehouse transactions (NLWTSUB). This option allows you to verify that the item and order number match. If you pass the order number as part of a picking transaction the program will now verify that the order number matches the item/sid being picked and will return an error if they do not match. To implement this you must: Pass the order number as the value of the order_no variable Use the POV switches on the call to the NLWTSUB program. This feature was released early as a FLASH update for Revision 13.! New Handheld Option - Option to Automatically Use Quantity of 1" for Picked Items This option was added to the NLWTSUB program so that when an operator picks an item the program will automatically assume the operator picked a quantity of 1. If the Item/SID quantity to be picked is greater than 1 the program will automatically create a separate warehouse transaction detail record for the remaining quantity. To implement this you must: Pass the order number as the value of the order_no variable Use the PO1 switches on the call to the NLWTSUB program. This feature was released early as a FLASH update for Revision 13. SouthWare Excellence Series 44

45 ! Add ability to assign the next transaction # based on the next SID for a station id. A new option is available for the NetLink subroutine that will display the next transaction for a station based on the next SID needed. This is useful if: 1. Your warehouse SIDs are assigned ascending values so that sequencing transactions by the next SID will be relatively efficient. 2. Your warehouse procedures are to have an operator move through the warehouse picking all transactions rather than picking for an order. To use this feature you may use the PKS switches on the program call to NLWTSUB. This causes the program to assign the next transaction number based on the smallest SID for open transactions for the station. This feature was released early as a FLASH update for Revision 13.! Option to Unpick a sales order for Warehouse Tracking A special option is now available to undo the picking of a sales order and undo the related Warehouse Tracking transactions. It is designed for use with WorkFlow. This option is a special call to the RSBILSUB program. When you call the program RSBILSUB/W [UPIKO] the program will unpick the current link sales order number. For each line item on the order that is an inventory line item and that has a pick quantity and no previously shipped quantity, the program does the following: 1. Restores the warehouse transactions, which moves the history transaction to open and updates the warehouse stock quantities. 2. Deletes the open transactions. 3. Sets the line item need picking flag to 'Y' and zeroes out the line item quantity picked. 4. Updates the sales order header by zeroing out the picking ticket date and subtracting 1 from the # of times picked 5. Removes the pick/ship records for the order You may undo the picking for a batch of sales orders by calling this subroutine using the special 8701 FlowPoint of a RM report for a report with RS07 as the primary file. Special Notes: If the order is selected for billing the program will not unpick it (a warning message is displayed) - this is to ensure that a picking ticket gets printed again. If a line item was previously shipped and run through EOD, we can't determine what to restore, etc - so if a line on the order was previously run through an end-of-day and this is a second picking ticket for that line (some items were backordered) we warn you and don't allow the order to be unpicked. Do not execute this program when the order header is locked (in RSBILENT etc) because it cannot update the # of times picked and the picking date. It does update everything if you do this in IS etc it just doesn't update the order header. SouthWare Excellence Series 45

46 This feature was released early as a FLASH update for Revision 13.! Secondary Warehouse picking assignment sequence for L ocation preference A new option has been adding to the picking assignment field (WT-05-02, field 9) when the picking SID assignment is L ocation. Alternate Here you may specify a secondary pick sequence when the primary assignment sequence is Location. Available options are: D - Oldest Put Date Q - Largest quantity S - Smallest Quantity This feature was released early as a FLASH update for Revision 13. Return Authorizations! Option to Use RAs to Track Allowances and other Non-Inventory Credits One important function for many businesses is tracking expected vendor credits resulting from damage allowances, advertising credits, and other non-inventory credits due from vendors. You may now use Vendor Returns for this purpose in order to take advantage of its ability to track expected credits from vendors. You may categorize an allowance as damage-related, advertising-related, or other. G/L Account Implementation To set up this feature you must specify the G/L account numbers to use for the types of allowances. This is done in the Product Category record, IS-07-02, in the Vendor RA Accounts window (field 20): Damage Allowance Account: Enter the account number to be credited for a Damage Allowance in Vendor Returns (offset to RA Clearing). Advertise Allowance Account: Enter the account number to be credited for an Advertising Allowance in Vendor Returns (offset to RA Clearing). Misc Allowance Account: Enter the account number to be credited for a Miscellaneous Allowance in Vendor Returns (offset to RA Clearing). Inventory Operator Option A new option in the inventory operator record lets you specify whether to create an A/P credit memo for a credit allowance: Create Allowance A/P Credit? Specify whether to create an A/P credit memo when the operator enters a Return Allowance. The options are: Y Automatically create the credit memo A Ask a question about creating the credit memo SouthWare Excellence Series 46

47 N Do not create a credit memo Entering an Allowance This new capability is available in the Vendor Returns entry program (RA-01-01). At the line detail screen the Type field (field 8) now allows the following selection: IA - Credit Allowance You may choose this type to track a non-inventory credit due from the vendor. When you choose this option a window displays so that you may specify the type of credit allowance: Credit Allowance Types D A M Damage Allowance - the vendor is issuing a credit to cover damage on received items. For a damage type allowance: the From Inventory flag is forced to Y the Warranty flag is forced to N the Damage Allowance account from the product category will be credited if the item is serialized the program will update the serial record with the RA information. The RA amount is added to the damage amount since there may have been preceding RAs for the item. Advertising Allowance - the vendor is issuing a credit to cover advertising fees covered under some cooperative marketing program. the From Inventory flag is forced to N the Warranty flag is forced to N the Advertising Allowance account from the product category will be credited Miscellaneous Allowance - the vendor is issuing a credit for some other non-inventory return reason. the From Inventory flag is forced to N the Warranty flag is forced to N the Miscellaneous Allowance account from the product category will be credited After you choose the IA type you may enter the remaining information for the line item. Special notes include: You may specify whether you expect a credit memo or a refund payment. If you choose a credit memo and you enter a return date the program will create the A/P Credit. The RA clearing account in the product category record will be debited to offset the credit allowance account (based on the type of allowance). This works SouthWare Excellence Series 47

48 the same as an IC type. If you choose a refund and have a vendor refund account set up in the product category then the vendor refund account will be debited to offset the credit allowance account. The amount you enter in field 16 for the Estimated Cost should be the full allowance amount. This works like the repair cost for an IR type. Certain fields such as Labor Reimbursement and PO Item flag are forced to N. Inventory quantities and cost are not updated for an allowance. This includes related files such as POs, inventory ledger, etc. Cancel and Close of an IA type The cancel and close option for an IA type works the same as for the IC type. When you cancel an IA type the program will create reverse G/L distributions. If there is a related A/P credit found and still on hold the program will delete it. Other Related Changes Vendor Return report prints an appropriate allowance description. Vendor Return Inquiry displays credit allowance type. Serial Maintenance displays a damage amount and RA number if applicable. A/P Transactions will get the distribution amount for an IA type RA from the Estimated Cost field rather than the Unit Cost. Rental Department! Rental ID Entry Now Uses Link Stock Number The stock number link value is now used by the rental ID entry routine. If you link out to a program for entry of a rental ID and there is a current link value for stock number, the stock number will default as the Rental ID. Service Management! Interactive POs from Service Orders You may now interactively generate purchase orders for a service order from the service order entry process. This lets you immediately get the purchase order created when a sale/service requires special purchases (the Handling Code is Purchase For this customer or Drop Ship to this Customer). Setup - Service Operator Option You may activate this feature per service operator by specifying values for the following new fields in the service operator record (SV-07-17). 28. Interactive POs: This field lets you specify whether this service operator may interactively generate purchase orders from a service order when lines items have a Purchase For (or Drop Ship) Handling Code. When you access this field you have the following options: A Q N Automatically create POs for Purchase For service line items Ask the operator a question about creating POs for Purchase For line items Don t allow operator to interactively generate purchase orders SouthWare Excellence Series 48

49 If you answer A or Q then a plus box window appears so that you may predefine options for generating the POs. These options are more fully explained in IS in the Inventory/Sales manual: P/O Buyer Code: This buyer code is used for the generated purchase orders. Create P/Os below Minimums: Specify whether to ignore vendor minimums when interactively generating a purchase order from a service order. Ignore Vendor Rounding?: Specify whether to ignore vendor rounding when interactively generating a purchase order from a service order. Using the Feature in Service Order Entry When you finish the line item screen (second screen) in Service Order Entry (SV ) the program does the following: Checks to see if any line items have Purchase For or Drop Ship handling codes and don t already have a purchase order. If so: If the Service operator option is set to Ask Question, the program asks if the operator wants to generate POs for the service order - if the operator answers No the remaining steps will be skipped If the Service operator option is set to Automatic then the generation process will continue without asking a question Runs the Purchase Order Work File Generation program to generate PO work file records. If any work file records are created, runs the PO work file post program to create purchase order(s) from the generated work file records. Displays a message indicating the PO(s) created (or any errors if there were errors during the generation) WorkFlow Notes FlowPoint 8702" in program POAUTLPS (PO work file posting) is executed after the PO header is set up but before it is written. A new FlowPoint 8702SO can be used when this program is called from Service Order Entry for interactive generation. The PO Header is the primary file for the FlowPoint.! Equipment ID is Now a Link Value The Equipment Model ID is now tracked in a SouthWare Link Value. When you call to other programs via Linkout any current Equipment ID will be available as a link value for entering Equipment ID in the called program.! Option to Utilize Temporary Serial Numbers in Service Order Entry When you enter serial numbers for parts in service order entry (SV , line items, field 7) you may now utilize temporary serial numbers if you are using this feature in Inventory/Sales. Temporary Serial Numbers This feature applies only if the Inventory/Sales control record option is A or S to allow temporary serial #s. If you enter a non-existent serial number, the program looks to see if there are any temporary serial numbers for the stock item. If there are temporary serial numbers the program asks if the number entered should replace a temporary SouthWare Excellence Series 49

50 number. If the operator answers Yes: The program will update the serial record with the entered number (the temporary serial number will be replaced with the new serial number). The program uses the oldest temporary record (the temporary number results in a FIFO approach to using temporary records). The serial ledger is updated with the new serial number. The receivings history is updated with the new serial number.! New Data Dictionary Fields to Compute Sales Tax on Service Order New fields have been added to the Data Dictionary that compute estimated sales tax on a service order. Sales tax is computed when a service order is invoiced, but sales tax is not computed during service order processing. These new fields allow you to report or display service order sales tax totals as computed by ReportMate. The following fields have been added to both SV04 and SV14 (Service Order Header and Header History): Total Price Before Tax Estimated Tax Percent Estimated Tax Amount Total Price Including Tax This feature is also available as a FLASH update for Revision 13. Accounts Receivable! Optional Secured Salesperson Access A new global Secured Salesperson feature allows you to optionally restrict access to salesperson-related info based on logon operator. Each logon operator may have a list of one or more salesperson IDs which he may access. - For example, you can now specify Bill can see only the sales-related data for his salesperson code. Or you can specify John can see the sales-related data for salespersons Joe, Debbie, Arnold, and Jay. The system will enforce this restriction throughout the SouthWare modules including reports, searches, maintenance, inquiries, and tools such as ReportMate. This restriction is implemented in the internal file access routines and is in addition to other standard security features provided by SouthWare programs. Note: The Secured Salesperson feature is optional. If you do not activate it for an operator then this feature will not affect data access in any way. How This Works SouthWare Excellence Series 50

51 Here is an overview of the process. For a logon operator you may indicate what salesperson(s) he can access. When he logs on to the system his list of valid salespersons is established for use by all programs. As each program processes through records from salesperson-related files (see list later) the file access routine tests each record to determine if the salesperson for the record is accessible to the operator: If the record s salesperson is allowed for the operator, the record is passed to the program. If the record s salesperson is NOT allowed for the operator, the record is skipped and not even provided to the program. As a general rule the file access routines apply this restriction to the primary file for a program (the main file for processing) but do NOT apply the rule to secondary files for a program (files read to provide supplemental information on primary records). IF a Split Salesperson Code is assigned to a record the system will expand the split salesperson to see if the operator may access any of the salespersons in the split. The record is skipped if the operator may not access any of the salespersons in the split. Note: This technology is designed with an override capability that may be programmed via SouthWare WorkFlow. See Programmable Overrides later in this section. Implementation - Logon Operator This feature is implemented per logon operator. A new security field is added to the operator record (XX-03-02, field 15): Secured Salesperson ID: To access this field you must be logged in to the company for this operator. This field allows you to restrict this operator s access to information for certain salespersons. This restriction is in addition to other standard security features. Leave this field blank if you don t need to restrict this operator s access to information for specific salespersons. SouthWare Excellence Series 51

52 To restrict salesperson access for this operator you may enter either a specific single salesperson ([F3] lookup) or a secured salesperson code for a group of salespersons ([F4] lookup). Secured Salesperson Group A salesperson group is simply a three-character ID that references a particular combination of salespersons. This lets you define that an operator may access more than one salesperson (which is defined with entry of a single salesperson code) but less than all salespersons (which is specified by leaving the Secured Salesperson ID field blank). If you enter a new group ID you will be allowed to define the salespersons included in the group. See the discussion below for Salesperson Groups Maintenance for more details. Operator/Salesperson Security Grid This program (XX ) allows you to quickly review and edit the salesperson security settings for each operator in the current company. Access this program to display a grid of the operators for this company (text-based workstations will display a maintenance for individual records): You may edit the Salesperson Code column to change the Secured Salesperson ID for any operator shown. This maintains the corresponding field in the Logon operator records. Salesperson Groups Maintenance This program (XX ) allows you to set up and maintain the Secured Salesperson Group codes that may be used with the global Secured Salespersons feature (XX-03-02, field 15). Each salesperson group defines a combination of salespersons. When an operator is assigned to a group he may access salesperson information for any of the salespersons in the group. Secured ID to Maintain: When you access this program you must first specify the group to SouthWare Excellence Series 52

53 maintain. You may also enter a new group code to create a group. You may use any three characters as a secured salesperson group as long as they don t match a valid salesperson ID. After you specify the Salesperson Group ID the program displays a grid of the salespersons for this company (text-based workstations will display a maintenance for individual records): You may click on the Access? column beside each salesperson to specify whether that salesperson is included in this group. Note: To delete a group you should unselect all operators and then exit. If no operators are selected the program will ask if you want to delete the group. Revised Meaning of All Salespersons When you specify ALL salespersons in a process or report the meaning of ALL is affected by the Secured Salesperson feature. ALL salespersons will now include all salespersons that the operator may access, but will not include other salespersons. Salesperson Entry Fields The salesperson entry field is not automatically defaulted because of the option to use salesperson split codes. Ranges When you enter ranges of salespersons on reports or processing programs the entry and processing is affected by any Secured Salesperson(s) defined for the operator: The entry field will be restricted as described above under Salesperson Entry Fields. The processing resulting from ALL salespersons will be restricted as described above under Revised Meaning of All Salespersons. Only records for the salesperson(s) accessible by the operator will be processed. SouthWare Excellence Series 53

54 Maintenance Programs Related maintenance programs will use Secured Salesperson to test any records to be accessed/edited. This will prevent non-accessible records from appearing when moving next/previous record and when entering the key to a record not accessible. Standard Reports When you run a standard report for salesperson-related data the Secured Salesperson feature will restrict the records provided to the report. Only records for the salesperson(s) accessible by the operator will be processed. For example, the Open Orders Listing will include only orders for salespersons accessible by the operator. Records for other salespersons will not be available - the report functions as if those other records don t exist. Note: Record counts shown on reports will include only the records that qualified for the job. Records that were skipped by the file access routines because of salesperson will NOT be included in the record counts. This functions as if the skipped records did not exist. Inquiries When you run an inquiry program for salesperson-related data the Secured Salesperson feature will restrict the records displayed in the inquiry. Only records for the salesperson(s) accessible by the operator will be processed. For example, the order inquiry program will show only orders for salespersons accessible by the operator. Other salespersons will not appear regardless of the parameters you specify. Search/Lookup Lists Search/Lookup lists will secure the records displayed based on Secured Salesperson. When you search by Extended Data (master or key file) the file access routines will test the related SouthWare record for salesperson and will apply the Secured Salesperson logic to skip records as needed. Header/Line Item Programs Programs that maintain transactions with header and line item data (such as Order Entry) utilize the Secured Salesperson feature to restrict header records. But these programs handle line items differently than headers: If an operator has security to access the header for a transaction, he may access all the line items for the transaction even if some of them are for other salespersons. This situation typically would not occur if your operators are truly operating independently. But if you do have secured operators that have transactions with multiple salespersons it would be inaccurate to show only part of the line items for a transaction. So the rule in these situations is that if you can access the header, you can access all the details related to the header. ReportMate/FYI ReportMate utilizes the Secured Salesperson feature for all salesperson-related primary files used on reports. The file access routines will not provide records for SouthWare Excellence Series 54

55 reporting if the salesperson for the primary file is not accessible to the operator. The entry of salespersons as ranges or selection criteria will also use the same restrictions as described above. Note: An operator will automatically be limited to data on salesperson-related files, but there are certain non-salesperson files with totals that may be considered sensitive. For example, the billing operator file has operator totals that could be accessed by anyone who creates a report from this file. Please note that this restriction applies also to Line Item files when they are the primary file for a report. For example, if you are reporting from Invoice Item History (RS11) then the report will not include any records for salespersons that your operator may not access. But if you are reporting from Invoice Header History (RS10) then you will be able to access invoice totals that include all line items even if they are from other salespersons. Note: If you activate Secured Salespersons for an operator then all existing report formats will automatically secure records. You do not need to change the formats. ImportMate See the related notes in the ImportMate section of this release notice. Extended Data When you use Extended Data (master or key file) as a primary file in ReportMate/FYI the file access routines will test the related SouthWare record for salesperson and will apply the Secured Salesperson logic to skip records as needed. Other Exceptions/Notes Requirement for All Salesperson Access - Certain data gathering programs and support programs are required to look at data across salespersons. For example, the ExecuMate gather process needs to include data from all salespersons. This type of program may only be run by an operator who may access all salespersons (Secured Salesperson is blank in the operator record). Processing Sub-Routines Include All Salespersons - There are numerous sub-routines that need to access all related company information in order to perform accurately. These will ignore any salesperson restrictions since the information they are using is based on all salespersons. Normally this will not be an issue unless you share records across salespersons such as customers, orders, etc. For example, the routine to check customer balance will look at all related orders even if these are for other salespersons. Last Record button in File Maintenance - The last record function ([PgDn]) function is not available in File Maintenance programs if an operator has Secured Saleperson restrictions. This feature is available if Secured Salesperson is not applicable. Files and Default Security Settings The following table shows the files that support the Secured Salesperson feature and shows whether ON or OFF is the default setting for each file: SouthWare Excellence Series 55

56 File File Desc Default AR01 Customer File ON AR02 Open Item File ON AR03 History Item File ON AR04 SalesPerson File ON AR05 Commissions Due File OFF AR09 Sales Transactions ON AR12 Commissions Detail OFF MI02 MI Stationid File ON RD08 Rental Contract Det OFF RD11 RentHst Contract Det OFF RS03 Order Followup ON RS07 Sales Order (header) ON RS08 Sales Order (item) OFF RS10 Order History (hdr) ON RS11 Order History (item) OFF RS17 Ship-to File ON RS36 RS Commission Ovr. ON SV02 Contract Header ON SV04 Service Order Header ON SV06 Service Order Detail OFF SV14 S/O History Header ON SV16 S/O History Detail OFF TW01 Relationship File ON Programmable Overrides You may modify the Default Security Settings above via environment variables. You may turn off security for a file that would otherwise be secured. You may turn off security for all files. You may turn on security for a file that supports this technology but is turned off by default. The purpose of this override technology is to allow a knowledgeable developer/user to override the defaults if a situation requires the temporary disabling of the Secured Salesperson feature (either globally or for a file). This is an advanced feature and can compromise the Secured Salesperson feature unless used properly. Typically you would set a variable via WorkFlow. When you set a variable it will remain set until you change it again or you log on again. To turn off Secured Salesperson security for a file that has the security turned on you must set the environment variable SWENV- SECURE-SMAN-xxxx (where xxxx is the Data Dictionary file) to a value of N. Set the variable to space to turn security on. To turn off Secured Salesperson security for all files you must set the environment variable SWENV-USE-SECURE-SMAN to a value of N. Reset the variable to space to turn security back on. If this value is set to N then the per-file flag will not be used. For example, let s say you need to provide a very summary report of sales-related data that includes all salespersons and that any salesperson could run. You could temporarily disable Secured Salesperson for that report. See the example under Secured Locations for the concepts involved. SouthWare Excellence Series 56

57 Here are some other notes on the use of these environment variables: Combo ReportMate reports (active and history on same report) will have two environment overrides, one for each file. You must set both variables. Certain overflow files in the Data Dictionary do not have separate environment variables - they use the main files variable. AR15 uses the AR04 variable Other WorkFlow Notes If an operator is restricted to a single salesperson then the salesperson entry routine will automatically skip the salesperson field. If you have FlowMods at a location entry FlowPoint then the FlowMods will not be executed - if you need them to execute you will need to select a different FlowPoint. When you use WorkFlow REPL or GridEdit to replace a field the Secured Salesperson feature is not applicable. WorkFlow import does not perform standard validation. Job Cost! Option to Exclude Taxes and Miscellaneous Charges from Job Cost Billed Amounts In the Inventory Sales Control record you now have the option to exclude Misc Charges from the billing amounts updated to jobs. This option is set as an invoicing control record parameter (IS-08-02, field 23, or SV-08-01, field 28): Include Add-On Chgs in J/C? If you enter "N" here the system will exclude shipping charges and other miscellaneous add-on charges when updating the Invoiced and Pending fields in the job header (JC-02-03, screen 2, field 2). This allows you to exclude these add-on amounts in your job totals when you compare contracted amounts to actual billed amounts. If you enter "Y" the system will include the total billed amount in the Job invoiced totals. Misc Chg for Deposits If you specified No to Include Add-On charges then you may specify a special Miscellaneous Charge code that should NOT be excluded from the billing amounts. If you bill for advance deposits by invoicing a miscellaneous charge amount then you may enter the code here so that these amounts will not be excluded from billing totals for the job. For example, let's say you invoice for advance deposits by charging amounts to the miscellaneous charge code "JCD" for Job Cost Deposits. Enter JCD in this field to have these amounts updated to the job billing totals. After you load this update the option will automatically assume "Y" and will include these amounts since this is the way this worked in prior revisions. You may change this at any time. Please note that any jobs in progress with previous SouthWare Excellence Series 57

58 billings will not be accurate if you change this flag, but new billings will update according to the option.! Job Number and Cost Code in Stock Ledger The job number and cost code for an inventory transaction are now stored in the inventory ledger file. This allows you to review inventory movement in Inventory/Sales by job and cost code. You may use the stock inquiry or ReportMate/FYI to review the job information for inventory activity. Stock Inquiry You will now see Job and Cost Code as fields on the Ledger inquiry available from the Stock Inquiry program (IS-04-01). Timing Note When you post an inventory transaction for a job the inventory ledger is updated with the job and cost code. This also creates the job transaction in Job Cost. The Job Stock history in Job Cost is not updated until the job transaction is posted. Therefore there will be a timing delay between the job/stock information shown in the inventory ledger (IV15) and the information shown in the Job Stock file (JC16).! Print/Post Job Transactions by Type or Range of Job Numbers You may now specify additional parameters for the Job Transaction Edit Listing (JC-01-02) and Posting register (JC-01-03): Transaction Type: Enter a single transaction type to include or press [Enter] for All. Range of Job Numbers: Enter a range of job numbers to include or press [Enter] for All. Payroll! Ability to Use Operating System Security for Sensitive Employee Info Background The employee-related files used by Payroll are also used by other modules for data such as name, address, salesperson, technician, etc. Some users have wanted to supplement the SouthWare security restrictions by using operating system permissions to restrict access to employee-related files, but have been unable to because other modules use these files. New Feature The employee information needed by other modules is now duplicated into a separate new file, xxxxxemp.fil. This new file is used by all non-payroll programs that need access to this non-sensitive employee data. The normal employee file is used only by operators who have a security level of at least 3 for the Payroll module. Note: The system will enforce this security requirement for tools such as WorkFlow and GridEdit that try to update the real employee file. SouthWare Excellence Series 58

59 The normal employee file, xxxpempl.fil still contains all the employee info including sensitive pay data. As you edit the duplicated information in the normal employee file the corresponding data in the new file is also updated. This means that you may now apply operating system restrictions on access to the xxxpempl.fil because other modules are using the new file for their employee-related data. If you create a List Format for Payroll Employee search and use the file PR01, the list format will be available to an operator without Payroll security but the data will come from the XXEMP file instead of the normal employee file.! Support of Utah Tax tables The state of Utah has special requirements on their tax table and annual tax credits that required the following changes to the State/Local Tax Tables file (PR ): Field 7 now has a new "F"ixed method based on earnings for tax calculations. Field 31 is now a plusbox that contains additional flag and limit amount fields that may apply to disqualify an employee from receiving any tax credits. This feature was released early as a FLASH update for Revision 13.! 2007 W2 Printed Form Changes The following changes were made for 2007 W-2 forms: Relocation of employee s SSN on the printed form. The Employee s social security number box on Form W-2 moved from box d to box a and the Control number box was moved from box a to box d. The SSA also relocated the form ID number ( 2222 ) and Void boxes to the top left There were no Magnetic Media file changes for 2007 Effective tax year 2007, the Magnetic Media Reporting and Electronic Filing (MMREF) publications have been renamed to Specifications for Filing Forms W-2 Electronically (EFW2), formerly MMREF-1. All references to MMREF-1 have been replaced with the new acronym EFW2. To accommodate this name change, we have changed all references to MMREF to EFW2 including a menu name change for PR to: Add Delimiters to State EFW2 File This feature was released early as a FLASH update for Revision 13.! New Payroll Local Tax Calculation Option based on Actual YTD wages You now have the option to calculate and report local payroll taxes based on actual YTD wages, with a cutoff, instead of calculating based on annualized wages. This feature is implemented in the State/Local Tax Tables file (PR-07-07): Field 7 of the state/local header now has a local option to use YTD taxable wages to determine tax percent. This feature was released early as a FLASH update for Revision 13. SouthWare Excellence Series 59

60 SouthWare Forms! Forms Archiving Now Allows Variable Sub-Directory per Document in a Batch The sub-directory for the archived files for a form (SF-03-02, field 4) allows the use of data dictionary variables in the path name. In previous revisions any variables were replaced only at the beginning of a batch print job. Now any variables are replaced for each document. If the resulting sub-directory does not exist the program will create it. For example, this would allow you to archive invoices into separate directories per customer. You could include the customer number as a variable in the path name. Then for each document the system will insert the current customer number so that each customer s documents are placed in a separate subdirectory. Note: Make sure that any sub-directory name that would be created is a valid name for your operating system. For example, on Unix you typically may not have embedded spaces in directory names. If the variable you use will have embedded spaces (such as customer names) you should not use this on Unix. On Windows a directory name with embedded spaces is allowed and a variable such as customer name could be used.! Option to Print Wider Format for Text and Item Description New Data Names are now available to allow you to print wider versions of text and item descriptions on various forms. The data is still stored as 30-character fields, but if you use these wider data names then the text will be strung together to make a wider text print. For Invoice, Invoice Reprint, and I/S and S/V Picking Ticket Forms ITEM-DESC50-1, ITEM-DESC50-2, TEXT50 (50 character width) ITEM-DESC65-1, ITEM-DESC65-2, TEXT65 (65 character width) ITEM-DESC80-1, ITEM-DESC80-2, TEXT80 (80 character width) For Purchase Order STOCK-DESC50-1, STOCK-DESC50-2, TEXT50 (50 character width) STOCK-DESC65-1, STOCK-DESC65-2, TEXT65 (65 character width) STOCK-DESC80-1, STOCK-DESC80-2, TEXT80 (80 character width) For Service Order Form DET-DESC50-1, DET-DESC50-2, TEXT50 (50 characters) DET-DESC65-1, DET-DESC65-2, TEXT65 (65 characters) DET-DESC80-1, DET-DESC80-2, TEXT80 (80 characters) For Rental Contract Form RENTAL-DESC50-1, RENTAL-DESC50-2, TEXT50 (50 characters) RENTAL-DESC65-1, RENTAL-DESC65-2, TEXT65 (65 characters) RENTAL-DESC80-1, RENTAL-DESC80-2, TEXT80 (80 characters) STOCK-DESC50-1, STOCK-DESC50-2 (50 characters) STOCK-DESC65-1, STOCK-DESC65-2 (65 characters) STOCK-DESC80-1, STOCK-DESC80-2 (80 characters) This feature was released early as a FLASH update for Revision 13. SouthWare Excellence Series 60

61 ! Option for SouthWare developers to add Forms Archiving for Custom Forms A developer feature was added to the Forms Archiving system so that a Developer may include Form Archiving for a custom forms program. Calling the program SFARCMNT with the switches /D/E/V will allow a user who has a custom form setup in SF01 to archive that form. NOTE: Obviously the custom form program will need to have the program coded to call out to archiving. This feature was released early as a FLASH update for Revision 13.! Developer Option to Use Third-Party PDF Software for PDF Archiving A new option has been developed that allows a SouthWare Developer to utilize a different third-party PDF creation software to create form archive files. The archive process writes two print files: 1) form to the selected output (printer, HTML, etc) and 2) archive copy to SouthWare's PDF creator. A cross-reference record is created for each archived form. The archive file name is constructed based on the archive form type record and is created in the directory specified in this record. This new feature allows UNIX or Windows users to have SouthWare create the cross-reference record and the user can call their third party PDF product to create the PDF file in the archive directory. This new environment variable SWENV-ARCHIVE-THIRD-PARTY needs to be set to "Y" at the beginning of the form print job. First: Standard SouthWare form programs will call the archive subroutine program to see if archive has been activated for this form. If so, it will construct the archive file name and store the file name in SWENV-CURR-PDF-ARCHIVE-FILE-NAME. You can access this file name by WorkFlow in XX99 field 194. This process takes place before SWPRNT is called to select the output option. Second: PRINTER-OPEN is performed to select the output option which in this case will be the user's PDF creator. The PDF file must be created in the archive directory specified in the archive form type record (SF-03-02). The archive subroutine is called to create the cross-reference record for the archive file and then SWPRNT is called to create the archive PDF print file which uses SouthWare's PDF Creator. Setting the environment variable to "Y" causes SWPRNT to FAIL so it does not create the PDF archive file. The result is that the PDF file is created by the user's PDF creator and the cross-reference record is created for the archive file. This cross-reference has multiple purposes: 1) if you answer "N" when asked if the form is Ok?, it will provide the file name to delete and usually loops back to reprint 2) this file is used by inquiry to allow the user to view the archived copy 3) purge option for archive files (SF-02-05) This feature was released early as a FLASH update for Revision 13. SouthWare Excellence Series 61

62 Credit Card Interface! New Variable for Authorization Date Some credit card processors requires the authorization date when processing a force (from a pre-auth). The interface (XX ) has been enhanced to allow you to output the authorization data with a force transaction if needed. To include the authorization date in a force transaction, add: AUTH_DATE for PCCHARGE ATD for ICVERIFY This feature was released early as a FLASH update for Revision 13.! Debit Cards - PC Charge Debit Card Interface (This documentation was excerpted from the release notice distributed with this feature.) Debit Cards: All Debit Cards require that the card be swiped to be used. You must have a swipe device and a pinpad. Currently SouthWare supports VeriFone s Pinpad 1000SE only. This is the device that was tested with Payment Processing Network. Create Debit cards in the AR payment type file (AR0712): You should create a specific payment code for MC Debit Cards and VISA Debit Cards. To the right of the Reserved Credit Card Type field there is a flag that indicates this is a debit card. SouthWare Excellence Series 62

63 Setup the Line records to handle debit cards (XX050302). In field #5: Card Swipe Device Information. Answer 0 to Swipe/PinPad Device And take the defaults for the Baud Rate/Databits/Parity and Port# unless told otherwise by SouthWare or PPI. Then Use the F4 key to access the format wizard to create the PCCHARGE format file and save the file layout. Existing REV13 installations using CreditCard Manager: If you are already using our CreditCard Manager and have a file layout setup, you can either create a new file layout by changing the Override Request Format to another name and saving the new record layout or by clicking on the Debit tabs and saving each Debit Payment type individually. Before you start submitting debit cards, make sure you have loaded the new activex controls in your active directory and re-register the grids from all workstations that will be using the PinPad Devices. Below is a list of ActiveX controls and a new swsetup.exe program required to use pinpad devices (if PCCHARGE is not installed on each computer. Swrun/Activex directory: swsetup.exe (for Vista only) mscomm32.ocx device.ocx OPOSLineDisplay.ocx OPOSMSR.ocx OPOSPINPad.ocx OPOSPOSKeyboard.ocx SouthWare Excellence Series 63

64 SWACXREG/A/L/L will re-register all active controls from the workstation the program is executed from. Or use F6 at a select prompt, click on Workstations, then SysAdmin to reregister controls on all workstations. The controls will re-register after the user logs off his/her workstation. How to Process a Debit Card Once a credit card is swiped in OE or SV, we will determine the card type (Visa or Mastercard) and display both the standard credit card and the Debit card setup for that type. In the example below, we have scanned a VISA card and we are then given the option to choose a VISA Debit Card or a VISA Credit Card. Any card types flagged as a DEBIT card will be displayed with (Debit) next to them. Once you choose to process a DEBIT card and submit the request, a box will appear Waiting for PIN Entry. At that point, the user should enter their Pin# and press the green key (for enter). Once the card is submitted and verified, the standard OE screen will display indicating that the card was verified. SouthWare Excellence Series 64

65 NOTE: SouthWare tested the VerFone 1000SE in live mode using PCCHARGE and Payment Processing as our processor. You should contact Payment Processing Inc to purchase your PinPad devices and to get your merchant account set up. Call and indicate that you are a SouthWare Dealer. This feature was released early as a FLASH update for Revision 13.! Option to Specify Address Line for Address Verification on Credit Card Payments In the Credit Card Interface ID Record (XX ) you may now specify whether address line 3 (Last line) or address line 1 (First line) should be used as the address verification line. Prior to this change, SouthWare used the last line of address as the address line to send to the credit card processor This feature was released early as a FLASH update for Revision 13.! Option to not include the CVV2 tags if no CVV value entered (PCCharge only) In the Credit Card Interface ID Record (XX ), in field 15, you can now specify whether to output the CVV tags if the CVV code is not entered when processing a credit card. This option is only valid if using PCCHARGE. This feature was released early as a FLASH update for Revision 13. ReportMate! New Fields for Override Pricing File The Override Pricing file (RS02) has flexible key elements depending on the type of element. Since pathing from this file to other files can be complicated the following fields have been added as part of RS02 so they do not need custom pathing: 95 - Service Description SouthWare Excellence Series 65

66 96 - Category Description 97 - Customer Name 98 - Location Name (field 99 for Stock Description was already available) ImportMate! Support for Secured Location Feature The Secured Location feature (see Inventory/Sales section) required extensive changes to the import of location-related files. For transaction files (such as sales orders) the header location is tested to see if the location qualifies. If a record does not qualify because of Secured Location the import record will be flagged as a fatal error and all related records (including line items) will be skipped. For master files the location for the record is tested. If a record does not qualify because of Secured Location the import record will be flagged as a fatal error and the import will be skipped. If you don't want location security to apply to import then simply do your imports using an operator who does not have Secured Location activated. If operators with Secured Locations run import then these changes restrict the import of location-related info for the following files: Sales Orders Sales Override Cost Invoice History Purchase Orders Purchase Order History Service Orders Service Order History Service Contracts Work Orders Rental Items Rental Tracking Items Stock Items Physical Inventory (header and detail) Stock Tracking Inventory Transactions Stock Categories PO Work File Customer Returns Vendor Returns The message "Operator does not have security for location xxx" will be provided on the audit report if a record is skipped because of Secured Location. Note: When you use WorkFlow REPL or GridEdit to replace a field the Secured Location feature is not applicable. WorkFlow import does not perform standard validation.! Support for Secured Salesperson Feature SouthWare Excellence Series 66

67 The Secured Salesperson feature (see Accounts Receivable section) required extensive changes to the import of salesperson-related files. For transaction files (such as sales orders) the header location is tested to see if the location qualifies. If a record does not qualify because of Secured Salesperson the import record will be flagged as a fatal error and all related records (including line items) will be skipped. For master files the salesperson for the record is tested. If a record does not qualify because of Secured Salesperson the import record will be flagged as a fatal error and the import will be skipped. If you don't want salesperson security to apply to import then simply do your imports using an operator who does not have Secured Salesperson activated. If operators with Secured Salespersons run import then these changes restrict the import of salesperson-related info for the following files: Sales Orders Invoice History Service Orders Service Order History Service Contracts Customers A/R History Ship To records A/R Sales Transactions A/R Commissions Due TaskWise Relationships The message "Operator does not have security for saleperson xxx" will be provided on the audit report if a record is skipped because of Secured Salesperson. Note: When you use WorkFlow REPL or GridEdit to replace a field the Secured Salesperson feature is not applicable. WorkFlow import does not perform standard validation.! Import of Receivings Serial Numbers Allows Temporary Serial Assignment This feature is available for a imported receiving only if the Inventory/Sales control record option is A or the option is S and the stock item specifies to allow temporary serial #s. When you import receivings serial numbers (IV23) you have the option to assign temporary serial numbers if this feature has been activated in Inventory/Sales. You must have an incoming record to import per temporary record needed.! Import of Vendor Returns You may now import information into Vendor Returns to both add and change Vendor RAs. This includes both the Vendor RA header (RA01) and the Vendor Return Detail (RA01). Here are the fields that may be assigned in the import: For the Header (RA01) 5 thru 12 Vendor name and address fields from AP Vendor SouthWare Excellence Series 67

68 14 PO Number from OE Control record (assigns next available number) 15 Location from PO header if it already exist 13 Vendor return date from todays date 17 Currency code from AP Vendor 18 Currency rate based on the vendor return date to get the exchange rate For the Detail (RA02) The defaults are numbered to indicate in what order the value is defaulted. Ex. Customer # is defaulted from the customer return if it exist. If not, it is defaulted from the service order header. The fields are left blank or zero if it can not find a default value. 3 Customer # 1)customer return 2)SV header 5 Equipment ID 1)return item # if equipment type 2)customer return if item is equipment 3)SV line 4)SV header 6 Equipment Serial # 1)return item serial # if equipment type 2)SV line 3)SV header 7 Return Item # 1)customer return if stock 2)SV line 3)SV header if not equipment 8 Return Item Serial # 1)SV line exchange serial # if item code is "X" or "P", 2)SV line parts serial # if item code not "X" or "P" 3)SV header if return item is not equipment 21 thru 26 Customer Name and address fields 1)SV header 2)customer contract 3)AR customer 27 Customer Contract 1)SV header 30 Problem Code 1)SV header 31 Problem Desc 1 1)AR codes file (problem code record) 38 Item Location 1)PO header (vendor return header) 2)contract service location 3)customer return stock location 4)SV line parts location 5)SV header parts location 40 Service Order line 1)customer return 41 Warranty Parts Expiration Date 1)cutomer equipment 42 Warranty Labor Expiration Date 1)customer equipment 44 thru 46 Return Item Desc 1 thru 3 1)Equipment ID if return type is equipment 2)stock description if return item is stock 47 thru 49 Replace Item Desc 1 thru 3 1)Equipment ID if replacement type is equipment 2)stock description if replacement item is stock 51 Vendor Part # 1) vendor/stock xref 53 Est Cost 1)if IT cost exist, calculates base cost 2)Equipment ID Vendor exchange cost if RA type is "IE" 54 Misc Charge Amt 1 1)calculates base amt from natural misc charge amt 1 56 Misc Charge Amt 2 1)calculates base amt from natural misc charge amt 2 58 Misc Charge Amt 3 1)calculates base amt from natural misc charge amt 3 79 Unit of Measure 1)"EA" if misc return item (begins with "*") 2)stock xref purchase unit of measure 81 Customer address 3 1)SV header 2)customer contract 3)AR customer 83 Unit Cost 1)calculates base cost from IT cost if IT RA and IT cost is zeros 2)stock item sell cost (average, standard, last,tracking, lifo/fifo) if handling code "C" (credit) or "F" (refund) 3)stock purchase cost if "IP" handling code, tracking cost if "IE" SouthWare Excellence Series 68

69 110 Customer country code 1)SV header 2)customer contract 3)AR customer 121 Service Order # 1) customer return 124 Request Return Date 1)if handling code "C" or "F", add equipment return days to today's date 130 thru 134 IT amts and cost 1)calculates natural amts from base amts 139 Est Reimburse amt 1)equipment reimburse amt if reimburse units is zeros 2)multiply equipment reimburse amt by reimburse units 140 IT Est Reimburse amt 1)calculate natural amt from base reimburse amt 144 Actual Reimburse amt 1)calculate base amt from natural actual reimburse amt 145 IT Actual Reimburse amt 1)caculate natural amt from base actual reimburse amt 150 IT Credit Document amt 1)calculate natural amt from base credit doc amt 157 Handling Code 1)"N" if RA type is "IP" 2) "R" if RA type is "IE", "IR", "IW", "CW", "CR" 3)"C" if RA type is "IC" or "PR" Field 158 "Add Instr to PO?" allows you to indicate if the special instructions imported should be added to the PO line as text lines. The entry program asks the question so this field was added to give you the same option.! Import Into Sales Tax Localities file You may now import into the sale tax localities records (AR16). This import lets you add/update locality records but does not change header records (combinations of localities). Tax Code may be assigned - the program finds the last numeric code and adds 1 to the number. The G/L Dept flag is set to "Y" if the Sales Tax WorkFlow template in the I/S Control record is not spaces. For record type "S" (state) the county and city fields are set to spaces. For record type "C" (county) the city field is set to spaces. If the the A/R Control "Tax Late Fee" flag is set to "N" the corresponding flag in the tax locality will be "N". If the line item exclusion flag is set to "N" the Excluded amount is set to zero.! Import Into Shipping Box file You may now import into the Shipping Box file (RS06). This import lets you add/update the box shipping records associated with orders. Ship ID number may be assigned from control record. Box Number assigns 1. Origin Code may be assigned - "1" if sales order number imported, "2" if service order number imported, "3" if vendor return number imported, "0" if all these fields are blank. Customer may be assigned from document. Customer Ship To may be assigned from order header ship to. Ship Via Code may be assigned from order header or vendor return detail. Name/address/phone may be assigned from document.! Ability to import the BOM Kit ID for sales order line items SouthWare Excellence Series 69

70 You may now import the Bill Of Material Kit ID on the sales order line item. The data dictionary field is RS08, field number 83. This feature was released early as a FLASH update for Revision 13. TaskWise! New Task Links Between Tasks and Documents Task Links is a technology that allows users to link TaskWise tasks to selected SouthWare documents and records. This lets you connect a needed assignment (the Task) with the record related to the work to be done (the document or record). Here are some examples of how this can be used: While processing a sales order you need management review of a credit situation. Use Task Link to instantly create a review credit task for management for this specific sales order. When reviewing PO status you identify a PO that needs management intervention with the vendor. Create a call about this PO task for the manager and link it to this purchase order. The dispatcher for service calls receives a complaint from a customer that needs attention from a customer service rep. The dispatcher can create a call customer about this complaint task for this service order. Then when the assigned operator gets to this task in his/her TaskWise list the Task Link button will zoom directly to the related document for review/editing. This easy-to-use connection between documents and tasks: T Saves you time by providing easy access to the documents that need attention T Helps ensure that needed actions get recorded T Provides consistent communication - actions items are tracked via tasks instead of random s, voice mails, and other messages Here are the Records and Documents you may currently link to tasks: Stock records (IV01) Purchase orders (IV05) Jobs (JC02) SouthWare Excellence Series 70

71 Sales Orders (RS07) Invoices (RS10) Service Contracts (SV02) Service Orders (SV04) Task Links allows both multiple tasks for a document and multiple documents for a task for maximum flexibility. Components of the Task Link Feature Here is an overview of the major functions in this feature: Optional setup of Task Templates for creation of new tasks Add a TaskLink and Task for a document Zoom from a Task to linked document(s) Review Task Links in an integrated manager Set Up There is no required set up for Task Links. There is an optional feature that you may use to specify Task Templates for the creation of a task from each type of Linked Document. This feature is defined in the TaskWise control record (TW ): 14. Task Link Templates: This field displays a window of optional task templates to use when creating tasks via TaskLink. When you create a new link and task these templates can help populate the fields of the task with appropriate values. For each file type shown you may specify an existing Task Template (TW-04-12) or leave the field blank to skip the use of a template. Overriding Template via WorkFlow You have a WorkFlow option to override the task template for a task created for a TaskLink. The FlowPoint is "87xxxx" in TWTSKMNT where "xxxx" is the primary file. At this FlowPoint you may specify the template to use in the environment variable "SWENV-TSKLNK-TSK-TEMPLATE". If the value of this variable is not spaces then the value will be treated as a template name. This variable is cleared before each execution of the FlowPoint so you must use WorkFlow at this FlowPoint rather than a cblconfig value to set this value. For example, to override the template for a task created from the sales order header: Program: FlowPoint: Steps: TWTSKMNT 87RS07 REPL (dd field for environment variable) with (template name) Creating TaskLinks Via Task Templates SouthWare Excellence Series 71

72 When you use Task Templates to create tasks via WorkFlow or Alerts you may also optionally create related TaskLinks. This allows you to automatically create the TaskLinks an operator might need for the task. This feature is defined via a new field in the Task Template file (TW-04-12, field 17): 17. Task Links: This field displays a window of the valid TaskLink types. Beside each type is a Data Dictionary field that you may use to specify the source of the cross-reference key for that type. If you want to create one or more TaskLink(s) when you create a task you simply enter the data dictionary field that defines the related key for that file. For example, if you are generating followup tasks from late sales orders you could create a sales order type link by entering the value <@DD=RS070001> beside the Sales Order type. Leave the Data Dictionary field blank for the types that should not be created as links for tasks created from this template. Accessing TaskLink from a Document While working in a program you may call TaskLink at any time using the TaskLink hot key or the Link button: TaskLink Hot Key - you may press [Ctrl R] [Ctrl T] to call TaskLink Link button - you click on the link button at the top of the screen and select "Zoom to Task Links" to call TaskLink Using the TaskLink Manager When you launch TaskLink the TaskLink manager appears. This shows you a tree view with the current link values (those known at the time TaskLink was launched) and indicates which ones have existing TaskLinks. You may expand a link value to display the tasks under it. SouthWare Excellence Series 72