SERIAL NUMBERS DOCUMENTATION UPDATES

Transcription

1 DOCUMENTATION UPDATES Date Description Where Changed 03/28/00 Several places in the manual previously indicated to access the item browse to browse for a specific location. The text now indicates to access the Location Browse to browse for a specific location. 03/28/00 Removed the Payables Addendum note, indicating that direct ship invoices are integrated in the Serial Numbers package. This functionality is being reserved for a future software release. 10/29/99 Added new feature where Acclaim browses are now included in several sections of the Serial Numbers module. Throughout the manual Page 102 Browses chapter in the Browse when Viewing and Posting Serial Numbers section. (page 23)

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3 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at ITS-PR21. Nothing in this statement amends or extends the terms of your agreement with Prophet 21, including any warranties that might be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice. DOCUMENTATION CONVENTIONS The eyeglass symbol ( ) indicates a field on which you can browse. The star ( ) indicates the default for a field. To allow for the widest possible parameters when printing a report or performing a function, accept the defaults for all of the parameter fields. To accept the defaults, either escape through all the fields, or press [Enter] without specifying any values. Generally, samples in the documentation are shown using the default values. Start and End parameters define the limits to a range of information you will print on a report. If information does not appear on a report, it may be because the information was excluded from the Start, End range. For a detailed explanation on how maintenance screens function, refer to the Tour Guide manual. Use the search tool in Adobe Acrobat Reader to find which manual describes a specific module, job, or function. 3/28/00 Prophet 21 Acclaim Version 10 The Prophet 21 system and Prophet 21 Acclaim are registered trademarks, and Prophet 21 and ScratchPad are trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies. iii

4 Table of Contents 1 INSTALL 6 2 INTRO TO 11 How are Serial Numbers Tracked 11 Options/Modules 12 Getting Started 14 3 BROWSES 15 Serial Number Browse 15 Indexing Serial Number Browse 16 Browse when Viewing and Posting Serial Numbers 23 Viewing Serial Numbers 23 Posting Serial Numbers in Order Main Menu 28 Serial Number Maintenance 28 Delete Serial Number Information 32 Post Serial Number Transaction Options 33 Post Serial Number Transactions by Item 34 Post Serial Number Transactions by Serial Number 37 Post Serial Number Transactions by Order-Line Number 38 View Serial Numbers and Transaction History Options 48 View by Serial Number 49 View Serial Numbers by Item 50 View Transaction History by Posting Number 51 View Transaction History by Serial Number 51 View Transaction History by Item 51 View Transaction History by Transaction Type 52 View Serial Number Posts by Customer 55 iv

5 Delete Serial Number Transaction History 56 Serial Number Reports 57 Print a Master Serial Number Report 58 Print a Serial Number Transaction Report 60 Print a Posting Journal 61 Print a Serial Number Transaction Report by Customer Code 62 Print a Serial Number Transaction Report by Serial Number 64 5 IN OTHER MODULES 66 Order 66 Post Serial Numbers 66 Serial Number Allocation Edit 70 View Serial Numbers 71 Appendix: Enabling Serial Numbers for Rental Items 73 Ship-Edit 73 Serial Number Allocation Edit 74 Post Serial Numbers 75 View Serial Numbers 78 Appendix: Cancelling Serial Number Items Summary 80 Exp-Order 80 Serial Number Allocation Edit 81 Post Serial Numbers 82 View Serial Numbers 85 Material Addendum 87 Post Serial Numbers 87 Serial Number Allocation Edit 91 View Serial Numbers 93 Transfer Addendum 94 Post Serial Numbers 94 Serial Number Allocation Edit 98 View Serial Numbers 99 Post Serial Numbers 101 Serial Number Allocation Edit 105 View Serial Numbers 106 Item-Adjust Addendum 107 Post Serial Numbers 107 Serial Number Allocation Edit 111 View Serial Numbers 112 v

6 1 INSTALL To install the Serial Numbers package, you need the shipping paper that was sent by Prophet 21. This shipping paper contains a serial number that is used in a later step. Installing Serial Numbers requires that files be created and / or expanded. Prophet 21 recommends that you perform this installation at night or on the weekend. Due to file size and system configuration, we cannot offer an estimation of how long the installation will take. Before installing Serial Numbers, make sure you have a total copy of your system. 1. Stop the system. 2. At the Utility Command, run the VERIFY command and the MISMATCH job to check the integrity of the files. For more information on these commands, refer to your Prophet 21 System Administration manual. 3. Turn all units offline. For more information on turning your units offline, refer to the System Administration manual. 4. Make a total copy of your system. For more information on creating a total copy, refer to the System Administration manual. 5. After the total copy is made, keep the system stopped and turn all units online. For more information on turning your units online, refer to the System Administration manual. 6. At the Utility Command, press [Esc] to access the Job prompt. 7. At the Job prompt, press [Enter] to log into the system. 8. At the jump to box, type PKG-INSTALL [Enter]. 6

7 1 INSTALL The following screen appears: 9. Enter the serial number that appears on the shipping paper you received from Prophet 21, and press [Enter]. A. If you enter the correct serial number, the following message appears: Proceed to Step 10. B. If you enter an incorrect serial number, the following message appears: If you receive the previous message, retype the serial number on your shipping paper. If you still receive the previous message after you retype the serial number, contact the Prophet 21 Inside Sales Department for assistance. If you receive the message in Step A after you retype the serial number, proceed to Step 10. Note: To suspend the installation of Serial Numbers, type [N] [Enter] when the system prompts you to run the INSTALL. When you are ready to resume the installation, type INSTALL [Enter] at the jump to box. 10. To install Serial Numbers, type [Y] [Enter]. The Serial Numbers installation screen appears. Your answers to the following profile questions help determine the size of the files that are being created. 7

8 1 INSTALL Number of % of Stock Items Tracked by Serial#... Percentage of stock items with which you use serial numbers. For example, if you have 10,000 items in your item database and 5,000 of them use serial numbers, enter 50. Serial#s per Tracked Stock Item... Average number of serial numbers per tracked stock item. For example, if most items have three serial numbers, enter 3. Orders, POs, & Transfers per day... Average number of orders, POs, and transfers per day. For example, you enter about 100 orders, 10 POs, and 0 (zero) transfers each day. Enter 110. % of Transaction s With Serial #s... Percentage of those transactions with items that have serial numbers. For example, about half of your transactions include items with serial numbers. Enter 50. Serial#s per Transaction... Average number of lines of serial number items per transaction. For example, usually only one item on the order or purchase order is a serial number item. Enter 1. Months of Transaction History... Total number of months of transaction history. For example, if you want to keep 2 years of history, enter 24. % of Serial#s Needing Ext d Comments... percentage of serial numbers that need extra lines of comments attached to them. For example, if half of your serial numbers need extra lines of comments attached to them, enter 50. 8

9 1 INSTALL % of Transaction s w/extended Comments... percentage of transactions that need extra lines of comments attached to them. For example, if 1/4 of your transactions need extra lines of comments attached to them, enter 25. % More... percentage over the number value entered for each question. The value entered here increases the file size by the percentage specified. This is an informational field. Tracks... number of tracks used to enable each feature. Fixed File Space... amount of space needed on the disk to install any fixed files created by the optional package. Minimum # of Tracks needed... number of free tracks used to install the Serial Numbers package. To edit any of the profile questions or values in the % More field, enter [1] at the Field prompt. The cursor jumps to 1a, % of Stock Items Tracked by Serial#. Press [Enter] until you ve accessed the field you want to edit, and then edit that field accordingly. 11. At the Field prompt, press [Enter]. A screen showing the units and the free tracks on each unit appears: 12. At the Enter Destination Unit # prompt, enter the destination unit that is to hold the Serial Numbers package. The destination unit must have a free track number that is larger than the value in the Minimum # of Tracks Needed on Destination Unit field. This value is the minimum number of tracks needed for installing Serial Numbers. 13. Press [Enter]. The system starts creating the files and job streams required to install Serial Numbers. 9

10 1 INSTALL 14. At the Utility Command, type GO to activate all terminals. You have now completed the installation of Serial Numbers. Before you begin using this package, please refer to the Getting Started section on page 14 to enable and configure Serial Numbers. 10

11 2 INTRO TO SERIAL NUMBERS Some distributors keep track of their items via serial number. This serial number is usually an alpha-numeric tag that identifies a given item. Serial numbers and their transaction history, which can include unlimited comments, have a variety of uses. They can help locate items, clarify material shipped and invoiced to customers, track warranties and repairs, track maintenance and depreciation costs, and aid in inventory control. Serial numbers are entered, edited, deleted, viewed, and listed via the Serial-Number module. You specify which items to track and how to track them. A transaction (posting) history is automatically maintained on all serial numbers and is easily viewed. Serial number control is the management of information concerning serial numbers. The Serial-Number package gives you the ability to automatically maintain and update a serial number database. Both in-coming and out-going items can be tracked by serial number. Serial number tracking is an integral part of the system and is interfaced with the Item, Customer, Order Processing, Material Receiving, Item Adjustment, and Transfer modules, making it easy to use and maintain. HOW ARE TRACKED Serial number posting is integrated into various parts of the system. During serial number posting, you specify the individual serial numbers that are a part of the transaction. Serial number posting is available in the following areas: Order/Front-Counter Ship-Edit Serial number posting is integrated with order entry. You can post serial numbers entering orders, post orders, customer returns, or front counter orders. Serial number posting is also integrated with the order add/edit process. Serial number quantities affected by any change to item stock status can be specified. Changes may occur when releasing items, altering the backorder requirements, editing the order quantity, or adding items. Serial number posting is integrated with shipment confirmation. You can post serial numbers during the shipment confirmation process; i.e., after editing a serial number item and/or after confirming the shipment of a serial number item. 11

12 2 INTRO TO When you unconfirm a shipment of a serial number, the serial number posting from the original confirmation remains in the system. Although the shipment has been unconfirmed, the serial numbers have been allocated. If you need to change these postings, you must edit them manually. For more information on unconfirming shipments, refer to the Shipping and Invoice Processing manual. Exp-Order Material Transfer Item-Adjust Serial number posting is integrated with expediting orders. You can post serial numbers after cancelling or reducing the quantity of a serial number item, or after reallocating a serial number item from one order to another. Serial number posting is integrated with material receiving. You can post serial numbers when purchase orders and transfers are received and when transfers are created or cancelled. Serial numbers may be allocated to customer backorders and transfer backorders. Serial number posting is integrated with transfer generation. You can post serial numbers when selectively generating a transfer with serial number item(s). Serial number posting is integrated with stock adjustments. You can post serial numbers when adjusting stock up or down for serial number item(s). Integrated serial number posting can be turned on or off on a module by module basis. You can decide whether to post during order entry, shipment confirmation, material receiving, etc. Serial numbers can always be posted manually via the Serial-Number module. If you need to change serial number postings after you unconfirm a shipment of a serial number, you must edit them manually. OPTIONS/MODULES The Serial Number package is composed of the following options/modules: Company The Company module includes Serial Number Company Options. Serial Number Company Options are used to enable serial numbers and to specify how and when serial numbers are used. If necessary, refer to the Company module for a detailed explanation of the Serial Number Company Options. Customer The Customer Record includes Customer Serial Number Options. Serial Number Options are used to specify whether serial numbers print on customer shipping papers and invoices. If necessary, refer to the Customer module for a detailed explanation of the Customer Serial Number Options. 12

13 2 INTRO TO Item The Item Record includes a Serial Number tracking field. This field determines whether the item is be tracked by serial number. Serial-Number The Serial-Number module provides the means to create your serial number database. You can enter, edit, and delete serial numbers. Serial number transactions can be entered in the same manner as if from the other modules. Serial numbers and their transactions can be viewed and printed. Note: Serial number information should be entered before you begin using the package. Order, Front-Counter Serial number posting is integrated with order entry. During serial number posting, you specify the serial numbers that are part of the transaction. You can post serial numbers entering orders, post orders, customer returns, or front counter orders. Serial number quantities affected by any change to item stock status during the add/edit process can be specified. Ship Serial numbers print on shipping papers. The serial numbers allocated to items appear directly below the item description. Ship-Edit Serial number posting is integrated with shipment confirmation. During serial number posting, you specify the serial numbers that are a part of the transaction. You can post serial numbers after editing a serial number item, cancelling a serial number item, and/or after confirming the shipment of a serial number item. When you unconfirm a shipment of a serial number, the serial number posting from the original confirmation remains in the system. Although the shipment has been unconfirmed, the serial numbers have been allocated. If you need to change these postings, you must edit them manually. For more information on unconfirming shipments, refer to the Shipping and Invoice Processing manual. Invoice Serial numbers print on invoices. The serial numbers allocated to items appear directly below the item description. Invoices can optionally be held until each order line is totally allocated. Exp-Order Serial number posting is integrated with order expediting. During serial number posting, you specify the serial numbers that are a part of the transaction. You can post serial numbers after reducing the quantity of a serial number item or after reallocating a serial number item from one order to another. 13

14 2 INTRO TO Material Serial number posting is integrated with material receiving. During serial number posting, you specify the serial numbers that are a part of the transaction. You can post serial numbers after receiving a purchase order or transfer with serial number items, when a transfer with serial number items is created or cancelled, and/or when allocating free stock to backorders with serial number items. Transfer Serial number posting is integrated with selective transfer generation. During serial number posting, you specify the serial numbers that are a part of the transaction. You can post serial numbers after selectively generating a transfer with serial number items. Item-Adjust Serial number posting is integrated with item adjustments. During serial number posting, you specify the serial numbers that are a part of the transaction. You can post serial numbers after making changes to the free stock quantities of a serial number item. GETTING STARTED Enable the use of serial numbers and serial number tracking for stock items in the Company module. Specify how and when serial numbers are to be used in the Company Record. Specify which items are to be tracked by serial number in the Item module. Specify which customers are to have serial numbers printed on shipping papers and invoices in the Customer module. Set up serial numbers in the Serial-Number module. 14

15 3 BROWSES SERIAL NUMBER BROWSE When you press [F3] at a serial number prompt, a screen similar to the following appears: Serial Number Status... alphanumeric tag used to track an item.... status of the stock. Item Code... unique code used to identify the item. Loc... location number. Name... location name. 15

16 3 BROWSES INDEXING SERIAL NUMBER BROWSE When you press [Tab] to reindex the serial number browse, the following screen appears: Serial #... by serial number. For more information on this option, refer to page 15. Item Code... by item code. For more information on this option, refer to page 17. Item filter by item. For more information on this option, refer to page 18. Location... by location. For more information on this option, refer to page 19. Location filter by location. For more information on this option, refer to page 20. Status... by status. For more information on this option, refer to page

17 3 BROWSES ITEM CODE Item Code... unique code used to identify each item. Serial Number Status... alphanumeric tag used to track an item.... status of the item. Loc... location number. Name... location name. 17

18 3 BROWSES ITEM... When you select the Item... option from the serial number Index menu, the system first prompts you to select an item. Item... unique code used to identify each item. Description... description one from item maintenance. When you select an item, the system then filters the serial number browse to display only those serial numbers for the selected item. 18

19 3 BROWSES Serial Number for Item Item... unique code used to identify each item Description... description one from item maintenance. Serial Number Browse Serial Number... alphanumeric tag used to track an item. Status... status of the item. Location... location number. Name... location name. LOCATION Loc... location number. Name... location name. Serial Number Status... alphanumeric tag used to track items.... status of the item. 19

20 3 BROWSES Item Code... unique code used to identify each item. LOCATION... When you select the Location... option from the serial number Index menu, the system prompts you to select a location. Loc #... location number. Name... location name. Br... branch number. Stock... indicates if this is a location that stocks items. Sales... indicates if this is a location that sells items. When you select a location, the system then filters the serial number browse to display only those serial numbers for the selected location. 20

21 3 BROWSES Serial Number Loc... location number. Name... location name. Serial Number Browse Serial Number... alphanumeric tag used to track an item. Item Code... unique code used to identify each item. Status... status of the item. 21

22 3 BROWSES STATUS Status... status of the item. Serial Number Item Code... alphanumeric tag used to track an item.... unique code used to identify each item. Loc... location number. Name... location name. If necessary, refer to the Browse manual for more information about Acclaim browses. 22

23 3 BROWSES BROWSE WHEN VIEWING AND POSTING SERIAL NUMBERS Acclaim browses appear when viewing serial numbers, and at order entry when you post serial numbers to items. VIEWING To view the Acclaim browse when viewing serial numbers, select the View option on the Serial Number main menu. Choose the Serial Number option from the View menu, then the Item option from the Serial Number menu: The View Serial Numbers by Item screen appears where you can browse and choose a location. A new browse screen can be accessed at the Item prompt: 23

24 3 BROWSES Press [F3] to access the item browse from the Item prompt: Once an item is selected, the Starting Serial # prompt appears: 24

25 3 BROWSES Press [F3] to now access an Acclaim browse for this field: POSTING IN ORDER The Acclaim browse screens are available at order entry. When an item that is tracked by serial number is accepted on an order, the system prompts to post serial numbers. Pressing [V] to view serial numbers displays the following screen. The location, item, and vendor are completed for you: 25

26 3 BROWSES Pressing [F3] at the Starting Serial # prompt displays the Serial Number Browse by Serial Number Acclaim browse as shown on page

27 4 Serial numbers are used to identify and track individual items that you sell. Serial numbers, with their unlimited description and transaction history, have a variety of uses. They can help locate items, clarify customer shipping papers and invoices, track warranties and repairs, track maintenance and depreciation costs, and aid in inventory control. In order for the system to function, a serial number database must be created. Certain information must be input initially into the system with respect to the serial numbers associated with the individual items in your inventory. The Serial-Number module provides the means to create your serial number database. You can enter, edit, and delete serial numbers and change the status (i.e., Free, Allocated, Invoiced) for the serial numbers at each location. Serial numbers can be assigned an unlimited number of serial number comments so that the serial number can be described in as much detail as you want. Serial number posting has been integrated into various parts of the system. Each of the areas where serial# posting has been integrated involves a transaction. The standard transaction types currently defined include: Order Allocation, Rental Order Allocation, Order Allocation (Material Receipt), Customer Return, Rental Order Item Credit, Rental Order Item Return, Rental Order Item Sales, Material Receipt, Transfer, Transfer Receipt, Transfer Allocation (Material Receipt), Stock Adjust Up, Rental Adjust Up, Stock Adjust Down, Rental Adjust Down, and Vendor Return Confirmation. Note: The rental transaction types are only available if enabled for rentals. Serial numbers can always be posted manually in the Serial-Number module. Serial number transactions can be entered in the same manner as if from the other modules. During serial number posting, you specify the individual serial numbers that are part of the transaction. In addition to the serial number and transaction type, each serial number posting includes the following: Serial number, price, and cost Control numbers (optional) Source and destination description fields Posting date Posting remark Additionally, serial number postings can have unlimited posting comments which are preserved as part of the serial number transaction history. Serial numbers and their transactions can be viewed and printed in the Serial-Number module. A Posting Journal is also provided. 27

28 4 MAIN MENU The Maintenance option is used to maintain (enter, edit, and delete) serial number information. The Post option is used to post serial number transactions. The Reports option is used to print serial number reports. SERIAL NUMBER MAINTENANCE When you select the Serial Number Maintenance option from the menu, the Serial Number Maintenance screen displays. There are five modes available: navigation, view, edit, add, and delete. When you first enter the maintenance screen, you are in the navigation mode. Because the navigation, view, edit, add, and delete screens are identical, only the navigation mode screens are shown in this manual. Refer to the Tour Guide for a detailed explanation of each mode. When prompted for a serial number, you can browse the available serial numbers and choose one from the list. If necessary, refer to the Browse manual for an explanation of browses. Serial number information should be entered before you begin using the package. 28

29 4 After you enter a valid Item Code, Description 1 and Description 2 are displayed for verification. The remaining fields are presented one at a time. Items being tracked by serial number are identified by item/serial number or serial number barcode. SERIAL# and BARCODE# are normally supplied by the item's manufacturer or vendor and are often preprinted on the item. When editing serial number information and prompted for a serial number, you can use the Serial# browse. If necessary, refer to the Browse manual for an explanation of the Serial# browse. BARCODE# only appears if ENABLE BARCODES is set to Y in the Serial Number Company Options. DESCRIPTION 1 and DESCRIPTION 2 are used to further identify the serial number item. LAST POST represents the last time there was a transaction involving the serial number item. Initially, this field may be left blank. Subsequently, LAST POST is automatically updated with information pertinent to the transaction type, such as: ORDER#: Line#: 9999 RCPT#: Line#: 9999 TRANSFER#: Line#: 9999 RCPT#: Line#: 9999 ADJUST#: Line#: 9999 There is no default value for this field. STATUS indicates the current status of the serial number item. A Status Code Key is automatically displayed Codes: FREE, ALLO, INV, CUSTEQ FREE indicates that the item is in free stock. ALLO indicates that the item is allocated to a customer order. INVD indicates that the item has been invoiced. CUSTEQ indicates that the item is customer-owned and is not in item free stock. For rentable items (the item exists in both the rental item and stock item databases and Serial Number Tracking has been set to Yes), the STATUS field provides additional choices Codes: NEW, ALLO, SOLD, RECON, USED, CAP-EQ, RENTED, LEASED, NO STA, CUSTEQ NEW indicates that the item is new and in inventory free stock (item free stock). ALLO indicates that the item is allocated to a sales order or a transfer. 29

30 4 SOLD indicates that the item has been sold (through a regular sales order, rental close-out, or rental lease). RECON indicates that the item is reconditioned and is in inventory free stock (item free stock). USED indicates that the item is used and is in inventory free stock (item free stock). CAP-EQ indicates that the item is in rental free stock. RENTED indicates that the item is out on rent. LEASED indicates that the item is leased. NO STA indicates that the item has no status and is not in item or rental free stock. CUSTEQ indicates that the item is customer-owned and is not in item or rental free stock. It is possible that the STATUS field may be blank in certain instances; namely: As a result of a stock adjustment down in the Item-Adjust or Rental-Adjust modules. When a customer order is cancelled in the Ship-Edit module and the shipment is not returned to stock. When a customer return is cancelled in the Ship-Edit or Exp-Order modules. LOCATION references a physical stocking location in your system. The serial number item is kept at this location. When prompted for a location, you can use the Location Browse. If necessary, refer to the Browse manual for an explanation of the Location Browse. Upon entry of a valid location, the Location Name is displayed for verification. The PREVENTATIVE MAINTENANCE field only appears for rentable items (the item exists in both the rental item and stock item databases). Set this field to NONE if the item is not in repair. Set this field to MIN if the item is in minor repair. Set this field to MAJ if the item is in major repair. The SOLD DATE field only appears for rentable items. This field is updated when the item is sold through a regular sales order, a rental close-out, or a rental lease. The TOTAL INCOME field tracks rental income on a serial number level. Income is updated on a location and company-wide basis each time the rental item is billed (i.e. a periodic bill is generated, an item is closed out, an item is sold through close-out or through a regular sales order, a billing category is changed, usage is specified, a back bill is generated, or an item is swapped). If a serial number is associated with an item, each time the item is billed the income is recorded for the serial number and displayed in the TOTAL INCOME field. "C" for Comments allows unlimited comments to be entered. The Comment screen displays. 30

31 4 ENTER SERIAL NUMBER COMMENTS Serial#: XXXXXXXXXXXXXXXXXXXXXXXX Item: XXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXX Comments Page: <ESC> for Next Page "I" to Insert Field: "-" for Previous page "D" to Delete <CR> to Exit The serial number can be described in as much detail as you want. Comments can take as many lines as necessary, with the comment continuing from page to page. There is no maximum number of pages. Comments can be entered in pages of fifteen (15) lines. Each line contains up to 45 characters. When you reach the end of a line, the text is automatically moved to the beginning of the next line. If you are on the last line of a page, the text is moved to the next page. Press <ESC> only when you want to end a paragraph or enter a blank line. Pressing the space bar and <ESC> leaves a blank line between comment lines. The next line is presented for entry. Entering a Field number allows you to enter/edit that line. Two prompts appear to the right of the line. <ESC> = blank line <CR> = no change <ESC> tells the system to insert a blank line in the field. <CR> tells the system that nothing is being entered in the line or that no change is being made to the line and returns you to the Field prompt. <ESC> for Next Page allows you to advance to the next page. <ESC> at the page containing the final comment line returns you to the edit screen. "-" for Previous Page allows you to review and edit comment lines specified on previous screens. 31

32 4 "I" to Insert is used to insert comment lines. Entering an I displays the prompt: Insert before Field: You enter a Field number to indicate where in the comment line sequence the line is to be inserted. After the additional line is entered, the line is inserted in the comment line sequence. All comment lines are resequenced. "D" to Delete is used to delete comment lines. Entering a D displays the prompt: Delete from Field: You enter the Field number of the comment line to be deleted. The individual comment line is deleted from the comment line sequence. All comment lines are resequenced. The system automatically places a dash (-) on the line following the comment line. This indicates the end of the comments. <CR> allows you to exit from entering comments. The Serial Number Entry/Edit screen redisplays. DELETE SERIAL NUMBER INFORMATION SERIAL NUMBER DELETION SERIAL#: Upon entry of a valid serial number, the Serial Number Deletion screen displays. 32

33 4 SERIAL# DELETION 1 ITEM XXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXX 2 SERIAL# XXXXXXXXXXXXXXXXXXXXXXXX 3 BARCODE# XXXXXXXXXXXXXXXXXXXXXXXX 4 DESC 1 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 5 DESC 2 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 6 LAST POST XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 7 STATUS XXXXXX 8 LOCATION 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 9 PREVENTIVE MAINTENANCE XXXX (NONE MIN MAJ) 10 SOLD DATE MM/DD/YY 11 TOTAL INCOME PROCEED WITH DELETION? (Y N): When prompted for a serial number, you can use the Serial# browse. If necessary, refer to the Browse manual for an explanation of the Serial# browse. Deletion will only occur if Y is entered. A DELETION IN PROGRESS message is displayed while the deletion takes place. A RECORD DELETED message is displayed upon deletion. POST SERIAL NUMBER TRANSACTION OPTIONS POST SERIAL# TRANSACTIONS 1. Post by item 2. Post by serial number 3. Post by order-line# OPTION: JOB... Serial number posting is integrated into various parts of the system. If, for some reason, serial numbers are not posted at the time of the transaction, serial numbers can be posted manually using these options. Option #1 is used to post serial number transactions by item. The Post Serial# Numbers by Item screen displays. Option #2 is used to post serial number transactions by serial number. The Post by Serial Numbers screen displays. Option #3 is used to post serial number transactions by order-line number. The Post by Order-Line Number screen displays. 33

34 4 POST SERIAL NUMBER TRANSACTIONS BY ITEM Location: 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX POST SERIAL#'S BY ITEM Item: XXXXXXXXXXXXXXXXXXXXXXXXXX Vendor-Item#: XXXXXX-XXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXX Subst-Ref: XXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXX POSTING 1 Qty (ea) Type 9999 XXXXXXXXXXXXXXXXXXXX Field: Location references a physical stocking location in your system. When prompted for a location, you can use the Location Browse. If necessary, refer to the Browse manual for an explanation of the Location Browse. Upon entry of a valid location, the Location Name is displayed for verification. When prompted for an Item Code, you can use the item browse. Only items with serial number tracking will be displayed. If necessary, refer to the Browse manual for an explanation of the item browse. Upon entry of a valid Item Code, Description 1 and Description 2, Vendor-Item#, and Subst-Ref are displayed for verification. You are prompted for the Posting Quantity. The Posting Quantity is always expressed in terms of Each. The total transaction quantity (i.e., quantity ordered, returned, received, transferred, adjusted, etc.) for the item should be entered. 34

35 4 You are prompted for the Transaction Type. A Transaction Types key is automatically displayed. The transaction types presented depends upon the type of posting. Transaction Types: ORDER ALLOCATION 0020 ORD ALLO (MATR-RCPT) 0030 CUSTOMER RETURN 0040 ORD ALLO (DS-PAYABLE) 0050 MATERIAL RECEIPT 0060 TRANSFER 0070 TRANSFER RECEIPT 0080 TRAN ALLO (MATR-RCPT) 0090 STOCK ADJUST UP 0100 STOCK ADJUST DOWN 0110 VENDOR RETURN CONF. Posting area 0010 ORDER ALLOCATION is used when an item is sold through the ORDER module. Posting area 0020 ORD ALLO (MATR-RCPT) is used when a serial number is allocated to a backorder through the MATERIAL module. Posting area 0030 CUSTOMER RETURN is used when an item is returned through the ORDER module. Posting area 0040 ORD ALLO (DS-PAYABLE) is used when a serial number is allocated to a direct shipment through the PAYABLES module. Posting area 0050 MATERIAL RECEIPT is used when an item is received through MATERIAL. Posting area 0060 TRANSFER is used when a transfer of an item is generated. Posting area 0070 TRANSFER RECEIPT is used when an item is received against a transfer in MATERIAL. Posting area 0080 TRAN ALLO (MATR-RCPT) is used when a serial number is allocated to a backorder after it is received against a transfer through MATERIAL. Posting area 0090 STOCK ADJUST UP is used when item free stock is increased. Posting area 0100 STOCK ADJUST DOWN is used when item free stock is decreased. Posting area 1100 VENDOR RETURN CONF is used when a vendor return is confirmed. If you are posting serial number transactions for a rentable item, the Transaction Types key appears as follows. Transaction Types: ORDER ALLOCATION 1515 RENTAL ORD ALLOCATION 1520 ORD ALLO (MATR-RCPT) 1530 CUSTOMER RETURN 1535 RENTAL ORD ITEM CREDIT 1540 RENTAL ORD ITEM RETURN 1545 RENTAL ORD ITEM SALES 1550 MATERIAL RECEIPT 1560 TRANSFER 1570 TRANSFER RECEIPT 1580 TRAN ALLO (MATR-RCPT) 1590 STOCK ADJUST UP 1595 RENTAL ADJUST UP 1600 STOCK ADJUST DOWN 1605 RENTAL ADJUST DOWN 1610 VENDOR RETURN CONF. 35

36 4 Posting area 1510 ORDER ALLOCATION is used when an item is sold through the ORDER module. Posting area 1515 RENTAL ORD ALLOCATION is used when a serial number is rented or leased. Posting area 1520 ORD ALLO (MATR-RCPT) is used when a serial number is allocated to a backorder through the MATERIAL module. Posting area 1530 CUSTOMER RETURN is used when a rentable sales item is returned through the ORDER module. Posting area 1535 RENTAL ORD ITEM CREDIT is not used. Rental credits are issued on back bills. Posting area 1540 RENTAL ORD ITEM RETURN is used when an item is closed through the Rental Close-out option in RENTAL-PROCESS. Posting area 1545 RENTAL ORD ITEM SALES is used when an item is sold through the Rental Close-out option in RENTAL-PROCESS. Posting area 1550 MATERIAL RECEIPT is used when a serial number is received through MATERIAL. Posting area 1560 TRANSFER is used when a transfer of an item is generated. Posting area 1570 TRANSFER RECEIPT is used when a serial number is received against a transfer in MATERIAL. Posting area 1580 TRAN ALLO (MATR-RCPT) is used when a serial number is allocated to a back order after it is received against a transfer through MATERIAL. Posting area 1590 STOCK ADJUST UP is used when item free stock is incremented. Posting area 1595 RENTAL ADJUST UP is used when rental free stock is increased. Posting area 1600 STOCK ADJUST DOWN is used when item free stock is decreased. Posting area 1605 RENTAL ADJUST DOWN is used when rental free stock is decreased. Posting area 1610 VENDOR RETURN CONF is used when a vendor return is confirmed. Upon entry of the Transaction Type, you are prompted for the appropriate posting information: The Post Transaction Numbers screens for the different transaction types are shown 36

37 4 POST SERIAL NUMBER TRANSACTIONS BY SERIAL NUMBER Location: 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX POST BY SERIAL#'S POSTING 1 Serial# XXXXXXXXXXXXXXXXXXXXXXXX Item: XXXXXXXXXXXXXXXXXXXXXXXXXX 2 Type 9999 XXXXXXXXXXXXXXXXXXXX Field: Location references a physical stocking location in your system. When prompted for a location, you can use the Location Browse. If necessary, refer to the Browse manual for an explanation of the Location Browse. Upon entry of a valid location, the Location Name is displayed for verification. When prompted for a serial number, you can use the Serial# browse. If necessary, refer to the Browse manual for an explanation of the Serial# browse. If a new serial number is entered, and the transaction type is incrementing free stock (MATERIAL RECEIPT, TRANSFER RECEIPT, STOCK ADJUST UP), the Create Serial# prompt is displayed and you are prompted for the associated item. Upon entry of a valid Item Code, the message ** New Serial ** is displayed to the right of the new serial number. Upon entry of a valid serial number, the associated item is displayed for verification. You are prompted for the Posting Quantity. The Posting Quantity is always expressed in terms of Each. The total transaction quantity (i.e., quantity ordered, returned, received, transferred, adjusted, etc.) for the item should be entered. You are prompted for the transaction type. A Transaction Types key is automatically displayed. The transaction types presented depend upon the type of posting (See Post Serial Number Transactions by Item). Upon entry of the Transaction Type, you are prompted for the appropriate posting information: The Post Transaction Numbers screens for the different transaction types are shown. 37

38 4 POST SERIAL NUMBER TRANSACTIONS BY ORDER-LINE NUMBER POST BY ORDER#-LINE# 1 Order#: (XXXXXXXX) 2 Order-Item 9999 (9999) 3 Ship# 9999 [0=UNSHIPPED]) FIELD: If there are already postings against the order-line number, the Serial Number Allocation Edit screen displays. If there are no prior postings against the order-line number, the Post Serial Numbers screen displays. ORDER ALLOCATION OR CUSTOMER RETURN TRANSACTIONS POST TRANSACTION NUMBERS Transaction Type: 0010 ORDER ALLOCATION/0030 CUSTOMER RETURN/ 0040 ORD ALLO (MATR-RCPT)/040 ORD ALLO (DS-PAYABLE) 1515 RENTAL ORD ALLOCATION/1535 RENTAL ORD ITEM CREDIT/ 1545 RENTAL ORD ITEM SALES 1 ORDER# Item Seq# 9999 (XXXX XXXX-XXXX) 3 Ship# 9999 (0 for Unshipped) Ship Confirmed XXXX (NO YES INVD) 4 Customer XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 5 Alt Ship-To 99 XXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXX XXX XXXXXXXXXX FIELD: Ship Confirmed only appears if a shipment number is entered. Upon entry of a valid Customer Code and Alternate Ship-To, the appropriate shipping address is displayed for verification. If there are already postings against the order-line number, the Serial Number Allocation Edit screen displays. If there are no prior postings against the order-line number, the Post Serial Numbers screen displays. 38

39 4 MATERIAL RECEIPT TRANSACTIONS POST TRANSACTION NUMBERS Transaction Type: 0050 MATERIAL RECEIPT 1 RCPT # Item Seq# Vendor XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXX FIELD: Upon entry of a valid Vendor Code, the vendor name is displayed for verification. If there are already postings against the material receipt line number, the Serial Number Allocation Edit screen displays. If there are no prior postings against the material receipt line number, the Post Serial Numbers screen displays. TRANSFER OR TRANSFER ALLOCATION TRANSACTIONS POST TRANSACTION NUMBERS Transaction Type: 0060 TRANSFER/0080 TRAN ALLO (MATR-RCPT) 1 TRANSFER# Item Seq# Dest Location 9999 XXXXXXXXXXXXXXXXXXXX FIELD: Upon entry of a valid destination location, the location name is displayed for verification. If there are already postings against the transfer line number, the Serial Number Allocation Edit screen displays. If there are no prior postings against the transfer line number, the Post Serial Numbers screen displays. 39

40 4 TRANSFER RECEIPT TRANSACTIONS POST TRANSACTION NUMBERS Transaction Type: 0070 TRANSFER RECEIPT 1 RCPT # Line# Source Loc 9999 XXXXXXXXXXXXXXXXXXXX FIELD: Upon entry of a valid source location, the location name is displayed for verification. If there are already postings against the transfer receipt line number, the Serial Number Allocation Edit screen displays. If there are no prior postings against the transfer receipt line number, the Post Serial Numbers screen displays. STOCK ADJUSTMENTS UP OR DOWN TRANSACTIONS POST TRANSACTION NUMBERS Transaction Type: 0090 STOCK ADJUST UP/0100 STOCK ADJUSTMENT DOWN/ 1595 RENTAL ADJUST UP/1605 RENTAL ADJUST DOWN 1 ADJUST# Item Seq# 9999 FIELD: If there are already postings against the stock adjustment line number, the Serial Number Allocation Edit screen displays. If there are no prior postings against the stock adjustment line number, the Post Serial Numbers screen displays. 40

41 4 VENDOR RETURN CONFIRMATION TRANSACTIONS POST TRANSACTION NUMBERS Transaction Type: 0110 VENDOR RETURN CONF. 1 CONF# Item Seq# Vendor XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXX FIELD: Upon entry of a valid Vendor Code, the vendor name is displayed for verification. If there are already postings against the vendor return confirmation line number, the Lot Number Allocation Edit screen displays. If there are no prior postings against the vendor return confirmation line#, the Post Lot Numbers screen displays. SERIAL NUMBER ALLOCATION EDIT Total Qty: SERIAL NUMBER ALLOCATION EDIT Posted Qty: Open Qty: Control#: Item: XXXXXXXXXXXXXXXXXXXXXXXXXX Vendor-Item#: XXXXXX-XXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXX Vendor: XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXX Seq# Post# Serial# Quantity XXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX Seq#: "P" for new post "V" to View Serial#'s The Serial Number Allocation Edit screen is divided into four (4) windows: the quantity window, the transaction control window, the item window, and the posting window. The quantity window contains the total transaction quantity, the posted quantity, and the open (not posted) quantity for the order line#. The posted and open quantities are updated to reflect any order line# changes. 41

42 4 The transaction control window displays information pertinent to the transaction type, such as:. ORD#: Line#: 9999 Ship#: 9999 *XXXXXXXXXXX* Cust: XXXXXX Alt: 99 RCPT#: Line#: 9999 Vendor: XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXX TRANSFER#: Line#: 9999 Loc: 9999 XXXXXXXXXXXXXXXXXXXXXXXXXX RCPT #: Line#: 9999 Loc: 9999 XXXXXXXXXXXXXXXXXXXXXXXXXX ADJUST#: Line#: 9999 Confirmation status of order transactions is shown as UNCONFIRMED, CONFIRMED, or INVOICED. The item window displays the Item Code, the Description, the Vendor-Item#, the Vendor Code, and Vendor Name. The posting window is used to display prior postings against the transaction line#. Each line contains the sequence number of the item on the transaction, the posting sequence number, the serial number, and the quantity. "P" for New Post allows you to post new serial numbers. The Post Serial Numbers screen displays. "V" to View Serial#'s allows you to view serial numbers. The View Serial by Item screen displays. If an Open (not posted) Quantity exists, <RETURN> at the Seq# prompt displays a warning message: Open quantity! Exit? (Y N): N exists serial number posting. The Post Serial Number Transaction menu redisplays. POST Location: 9999 XXXXXXXXXXXXXXXXXXXXX POST SERIAL#'S Item: XXXXXXXXXXXXXXXXXXXXXXXXXX Qty to Post: Type: 9999 XXXXXXXXXXXXXX Open Qty: Control#: Serial# Create Serial# "XXXXXXXXXXXXXXX"? (Y N): "V" to View Serial#'s The Post Serial Numbers screen is divided into four (4) windows: the location window, the item window, the transaction control window, and the serial number window. The location window displays the location. 42

43 4 The item/quantity window displays the Item Code, the transaction type, the quantity to post, and the open (not posted) quantity. The quantity to post and open quantity are updated to reflect any order line# changes. The transaction control window displays information pertinent to the transaction type, such as: ORD#: Line#: 9999 Ship#: 9999 *XXXXXXXXXXX* Cust: XXXXXX Alt: 99 RCPT#: Line#: 9999 Vendor: XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXX TRANSFER#: Line#: 9999 Loc: 9999 XXXXXXXXXXXXXXXXXXXXXXXXXX RCPT #: Line#: 9999 Loc: 9999 XXXXXXXXXXXXXXXXXXXXXXXXXX ADJUST#: Line#: 9999 Confirmation status of order transactions is shown as UNCONFIRMED, CONFIRMED, or INVOICED. The serial number window is used to enter posting information for the serial number. "V" to View Serial#'s displays any other serial numbers for the item. The View Serial Numbers screen displays. When prompted for a serial number, you can use the Serial# browse. If necessary, refer to the Browse manual for an explanation of the Serial# browse. If a new serial number is entered, and the transaction type is incrementing free stock (MATERIAL RECEIPT, TRANSFER RECEIPT, STOCK ADJUST UP), you are prompted to create the serial number. The Edit New Serial Number screen displays. The message **New Serial** is displayed to the right of the new serial number. If no serial number is entered, a warning message is displayed: Warning! There is still an open quantity of Do you want to exit posting? (N Y) Y exists serial number posting.. The Serial Number Allocation Edit redisplays. Upon entry of a valid serial number, its description is displayed for verification. Information associated with the serial number is shown. 43