ATERIAL AFETY ATA HEETS

Transcription

1 ATERIAL AFETY ATA HEETS

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2007, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. Activant Solutions Inc Southfront Road Livermore, CA Acclaim Version 18.0 Publication Date: ii

3 Table of Contents 1 INSTALL MSDS Getting Started 10 MSDS Processing 10 Main Menu 12 Data Sheet Options 13 Enter/Edit Data Sheet Information 13 Print a Vendor Material Safety Data Sheet Master List 14 Delete a Data Sheet 14 Assign Sheet Number Options 14 Assign a Data Sheet Number to a Specific Item 15 Fast Edit Data Sheet Numbers for a Range of Items 15 Non-Stock Item Options 16 Edit the Vendor for a Non-Stock Item 17 Assign Data Sheet Numbers to Non-Stock Items 17 Delete Non-Stock Data Sheet Information 18 Assign Non-Stock Data Sheet Number Defaults 18 Print a Non-Stock Data Sheet Number Default List 19 Print a Non-Stock Items Pending File List 19 Manually Post MSDS History 20 Build MSDS Data 21 Build MSDS Data for a Single Customer 22 Print a Customer MSDS History Report 23 Customer MSDS History Report: Sample 23 Print Letters for Data Sheets 24 MSDS Summary 25 Print a MSDS Item/Sheet Number List 25 MSDS Item/Sheet Number List: Sample 25 Delete MSDS History 26 iii

4 Delete MSDS History for a Single Sheet 26 Delete a Range of MSDS History 27 Appendixes 27 Appendix 1: File Descriptions and Maintenance 27 iv

5 NSTALL To install the MSDS package, you need the shipping paper that was sent by Activant. This shipping paper contains a serial number that is used in a later step. Installing MSDS requires that files be created and / or expanded. Activant 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. Caution! Before installing MSDS, 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]. 5

6 1 INSTALL MSDS The following screen appears: 9. Enter the serial number that appears on the shipping paper you received from Activant, 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 Activant 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 MSDS, 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 MSDS, type [Y] [Enter]. The MSDS installation screen appears. Your answers to the following profile questions help determine the size of the files that are being created. 6

7 1 INSTALL MSDS Number of Vendors Sending Data Sheets Data Sheet Formats per Vendor (avrg) Customers Requiring Data Sheets Data Sheets per Customer (avrg)... number of vendors who send you material safety data sheets. For example, if 25 vendors send you data sheets, enter 25 in this field.... average number of data sheet formats per vendor. For example, if you have an average of 2 different data sheet formats from each of your vendors, enter 2 in this field.... number of customers who require data sheets. For example, if 50 of your customers require material safety data sheets, enter 50 in this field.... average number of data sheets per customer. For example, if you have an average of 2 different data sheets per customer, enter 2 in this field. % 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 MSDS package. 7

8 1 INSTALL MSDS Minimum # of Tracks needed... number of free tracks used to install the MSDS 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, Vendors Sending Data Sheets. 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 MSDS 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 MSDS. 13. Press [Enter]. The system starts creating the files and job streams required to install MSDS. 14. At the Utility Command, type GO to activate all terminals. You are now ready to use Material Safety Data Sheets. 8

9 ATERIAL AFETY ATA HEETS IMPORTANT NOTICE!! Not all browses may be operational at this time. Should this occur, scans are available to provide instant access to information throughout the system. All scans are used in a similar manner. Type a scan character (., ; / [ ]) and press [Enter]. You will instantly see a list of customers, vendors, items, orders, etc. Choose from the list by entering the sequence number of your selection. Material Safety Data Sheets are provided by vendors for hazardous items, in compliance with OSHA requirements. The system reviews your daily sales to determine which customers need Material Safety Data Sheets and what sheets they need. A cover letter to send with the sheets prints automatically for each customer. If the customer already received a sheet, it is not sent again. A history of this information can be printed at anytime, providing proof of your compliance. The module allows you to easily identify hazardous items and record information about each Material Safety Data Sheet. Material Safety Data Sheets can be assigned to both stock and non-stock items. For stock items, a Fast Edit option lets you assign sheet numbers to the appropriate items. For non-stock items, you can set the appropriate indicator for each vendor: no sheets are needed, one sheet is needed, or sheets must be determined individually. The module lets you set up a "start up" history and record information about Material Safety Data Sheets that have already been sent to customers. In short, you can use the MSDS module each day to help you comply with OSHA requirements. The module will help you reduce paperwork, and avoid costly non-compliance fines. Note: MSDS is integrated with welding. However, Material Safety Data Sheets cannot be sent for cylinders that exist in your standard cylinder file (CTLGD) which is accessed using the CYLINDER job. 9

10 2 GETTING STARTED Four steps are involved in establishing your MSDS System. 1. Manual Sheet Numbers The top of each sheet must be numbered manually with a unique number within the vendor who supplied the sheet. Valid sheet numbers are Sheet numbers can be reused for other vendors, since the sheets are identified by both the vendor and Sheet#. 2. System Sheet Numbers Using the Data Sheet options, enter these sheets into the system, giving vendor code, Sheet#, tradename, and description. This will establish a directory of valid Sheet#'s. 3. Inventory Item Sheet Numbers Once the data sheets are entered, all the inventory items requiring MSDS sheets should be assigned sheet numbers using the Assign Sheet#'s to Items option. The sheet number and the vendor associated with the item then define the actual MSDS sheet required for the item. A zero in this field indicates no sheet number is needed for the item. (All items contain zero in this field when they are created.) 4. Non-Stock Defaults To handle Non-Stock items as expediently as possible, non-stock defaults can be associated with vendors using the Assign Non-Stock Data Sheet Defaults option. All non-stock items cannot be handled automatically, but use of this default handles many situations. Enter a valid sheet number for a vendor whose NS items all require the same sheet. Enter -1 to indicate that no NS items require MSDS sheets, and enter a zero (or leave as is, since all vendor records initially contain zero in this field) to indicate that NS items for this vendor require different sheets. MSDS PROCESSING 1. Transfer The MSDS module uses the information in the Order Register. Therefore, the system automatically transfers information to the MSDS Register before clearing the Order Register. BE CERTAIN THAT NO ORDERS ARE IN THE PROCESS OF BEING ENTERED USE DUE CAUTION IN "CL"EAR OF ORDER REGISTER... COPYING TO MSDS REGISTER!! Since the OSHA requirements are so strict, the transfer must be successfully completed. If the transfer is not successful, there will be an appropriate message and the Order Register will not be cleared. ORDER REGISTER NOT CLEARED!! 10

11 2 2. Build All remaining aspects of the MSDS feature are handled in the MSDS module. The Build should be run every day. This checks each item ordered to determine if a sheet needs to be sent for the item, and checks against MSDS history to see if the customer has already been sent the sheet. Note: Note: A specific sheet from a specific vendor need only be sent to a customer once. For each sheet needed to be sent, the fact is recorded on a separate file and the customer's history is updated that the sheet has been sent. For non-stock items, the associated vendor default is checked. If there is a default sheet number, the item is treated as above. If the sheet is required, but is not a default sheet, the item is moved to a NS Pending file (see below for special Non-Stock Processing). For stock items, the vendor is taken from the Item Record at the time of the Build. For non-stock items, the vendor is taken from the order at the time of the Build. The Build can only occur after the Order Register has been cleared and should always be run just before Sales History is built. 3. Request to Send Letter Since the customer's history has now been updated, it is important to get the sheets out ASAP. Running the Print Letters for Data Sheets option will print out a letter for each customer requiring one or more sheets, listing each sheet for the customer. This is followed by a summary of the sheets to be sent, to aid in pulling these sheets, copying them, and including them with the letters. Letters are designed to fit in #10 window envelopes. 4. Non-Stock The non-stock items which require specific sheet numbers are handled under the NS option. They should first be listed and then the appropriate actions can be taken. The sheet number for the item can be entered using the Assign Data Sheet to Non-Stock option. Once this is entered, this item will be moved to a separate file and the customer's history updated, if the customer has not already been sent this sheet. The vendor code can be changed using the Edit Vendor for Non-Stock Item option, in case the NS item was purchased from another vendor. If the sheet needed is not available and you must send or call a request to the vendor for the sheet, the date requested can be entered using the same Edit Vendor for Non-Stock Item option. This date will print on the NS Pending list, which can be spot checked to be sure not too much time has lapsed since request was made. This date requested is informational only. If a NS item does not need a sheet, it can be deleted using the Delete Non-Stock Data Sheet Information option. All NS items will remain on the pending file until a sheet number is assigned or the item is deleted from the pending file. 5. MSDS History Because a given sheet need only be sent to a customer once, the customer history is maintained by customer/vendor/sheet number, with listings available selectively. There is the ability to delete history, which should be done only under the following circumstances: If you are no longer doing business with a customer, and wish to delete him from history. 11

12 2 The sheet number for a given vendor has been revised. Then as items requiring that sheet are ordered, the revised sheet must be sent, even if the customer has the previous sheet. Therefore, a specific vendor/sheet number can be deleted for all customers. When deletion is selected and the parameters are entered, the system will first print a customer history listing of the history to be deleted, then it will delete the history, after asking again if deletion is to be done. Care should be taken to be sure this listing is complete before allowing the system to delete the parameterized history. The listing should be filed for any future inquiries. 6. Retroactive History In order to make your MSDS History retroactive, since OSHA Requirements made them mandatory, there is a Manually Post MSDS History option to enter your manual records of MSDS sheets sent. These entries will put this information on MSDS History only - it will not signal the system to send the customer a letter and sheet(s). 7. Special Requests for Sheets MAIN MENU For situations when a customer requests that an MSDS Sheet be sent, the Single Request option will allow you to enter the customer, branch and item or vendor/sheet#. This will signal the system to send the customer a letter and sheet and will update Customer History, if the sheet has not previously been sent. Using this option, the MSDS Sheet will be sent even if the customer has already received one. Note: The MSDS module exists on the Order Processing menu which can be accessed via the Order Processing option on the main menu of the system. The Data sheet option is used to maintain data sheets for vendors. The Items option is used to assign data sheet numbers to items. The Non-stock option is used to maintain data sheet information for non-stock items. The Build option is used to build MSDS data. The Build customer option is used to build MSDS data for a single customer. 12

13 2 The Letters option is used to print letters for data sheets. The History report option is used to print a customer MSDS history report. The Number list option is used to print a MSDS item/sheet number list. The Manual history option is used to manually post MSDS history. The Delete history option is used to delete MSDS history. DATA SHEET OPTIONS The Enter option is used to enter a data sheet for a vendor. The Edit option is used to edit a data sheet for a vendor. The Delete option is used to delete a data sheet. The Master list option is used to print a vendor data sheet master list. ENTER/EDIT DATA SHEET INFORMATION ENTER/EDIT DATA SHEET 1 VENDOR XXXXXX ID: XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 2 SHEET# TRADENAME XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 4 DESCRIPTION XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX A browse is available to help you find existing vendors. For more information, refer to the Browse manual. Sheet numbers are numbered is not a valid sheet number. The same sheet number can be used for any vendor. Sheets are identified by a combination of vendor and sheet number. When editing, only Tradename and Description can be changed. 13

14 2 PRINT A VENDOR MATERIAL SAFETY DATA SHEET MASTER LIST DELETE A DATA SHEET DELETE DATA SHEET 1 VENDOR XXXXXX ID: XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 2 SHEET# TRADENAME XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 4 DESCRIPTION XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX MAKE CERTAIN THAT THE MSDS REGISTER IS EMPTY PROCEED WITH DELETION (Y N)?... RECORD DELETED! A browse is available to help you find existing vendors. For more information, refer to the Browse manual. The sheet number should only be deleted after the build is complete, the letter to the customer is printed, and the MSDS Register is cleared. Deletion will only occur if Y is entered. The message RECORD DELETED is displayed upon deletion. ASSIGN SHEET NUMBER OPTIONS The Assign option is used to assign a data sheet number to a specific item. 14

15 2 The Fast edit option is used to quickly assign data sheet numbers to a range of items. ASSIGN A DATA SHEET NUMBER TO A SPECIFIC ITEM ASSIGN A DATA SHEET # TO A SPECIFIC ITEM 1 ITEM XXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXX 2 SHEET # 9999 This option is used to assign a sheet number to a single item, or to change an item's data Sheet number. A browse is available to help you find existing items. For more information, refer to the Browse manual. Upon entry of a valid Item Code, Item Descriptions 1 and 2 are displayed for verification. Sheet numbers are numbered is not a valid sheet number and cannot be assigned to an item. The sheet number must be defined for the item's vendor. FAST EDIT DATA SHEET NUMBERS FOR A RANGE OF ITEMS ITEM FAST EDIT 1 SEQ (IT VN PR) 2 START 3 END 4 TYPE (VAR FIX) All items are scanned. Scanning is done in Vendor#-Item# (VN), Item Code (IT), or Product Group-Sort Code (PR) sequence as specified. You can indicate whether the VALUES you enter are fixed or variable. If this parameter is set to FIX, the sheet number is entered only once, and that number is assigned to all the items included in the range. If this parameter is set to VAR, the system steps through the items one at a time, allowing you to enter the sheet number for individual items. 15

16 2 XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXX "Q" TO QUIT XXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXX FIXED New values can only be entered for those fields selected for editing. After entering the new field values and pressing [Enter], a message confirming the fixed fast edit appears. There is a pause while the new field values are added to all the items included in the range. An appropriate message displays when the editing is finished. VARIABLE The items included in the range appear one at a time. The old values appear as defaults for the selected fields. New values can only be entered for those fields specified for editing and for which editing is allowed. You can quit at any time, and changes made to previously edited items (but not the current item) are saved. The old values are restored to the current item. Fast Edit terminates when the last item is reached or when Q to Quit is entered. NON-STOCK ITEM OPTIONS The Edit vendor option is used to edit the vendor for a non-stock item. The Assign vendor option is used to assign a data sheet number to a non-stock item. The Delete option is used to delete non-stock data sheet information. The Assign defaults option is used to assign non-stock data sheet number defaults. The Default list option is used to print a non-stock data sheet number default list. The Pending file option is used to print non-stock items pending file list. 16

17 2 EDIT THE VENDOR FOR A NON-STOCK ITEM NON-STOCK EDIT 1 VENDOR ( 6) ID: XXXXXX XXXXXXXXXXXXXXXXXXXXXX 2 ORDER ( ) 3 SEQ # (9999) ITEM CODE: XXXXXXXXXXXXXXXXXXXXXXXXXX 4 DATE REQUESTED (MM/DD/YY) "N" for Next A browse is available to help you find existing vendors. For more information, refer to the Browse manual. Non-stock items are edited in terms of the Sequence # of the non-stock item on the order. The Item Code and Description are shown for verification. DATE REQUESTED is informational only. Entering an "N" for Next displays the next item in the Non-Stock pending file. ASSIGN DATA SHEET NUMBERS TO NON-STOCK ITEMS NON-STOCK EDIT 1 VENDOR XXXXXX ID: XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 2 ORDER SEQ # 9999 ITEM CODE: XXXXXXXXXXXXXXXXXXXXXXXXX 4 SHEET # 9999 "N" for Next A browse is available to help you find existing vendors. For more information, refer to the Browse manual. Data Sheet numbers are assigned in terms of the Sequence# of the non-stock item on the order. The Item Code and Description are shown for verification. The sheet number must be If no valid sheet number is assigned, the NS item is not deleted from the pending file. Only sheets defined for this vendor are valid. Entering an "N" for Next displays the next item in the Non-Stock pending file. 17

18 2 DELETE NON-STOCK DATA SHEET INFORMATION NON-STOCK DELETE 1 VENDOR XXXXXX ID: XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 2 ORDER SEQ # 9999 ITEM CODE: XXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXX CUST CODE: XXXXXX PROCEED WITH DELETION (Y N)?... "N" FOR NEXT... A browse is available to help you find existing vendors. For more information, refer to the Browse manual. Deletion only occurs if a Y is entered. The message RECORD DELETED is displayed upon deletion. Entering an "N" for Next displays the next item in the Non-Stock pending file. ASSIGN NON-STOCK DATA SHEET NUMBER DEFAULTS NON-STOCK SHEET # DEFAULT ASSIGNMENT 1 VENDOR XXXXXX ID: XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX AUTO NS SHEET # =MUST ENTER SHEET # FOR EACH NS THIS MSDS SHEET # APPLIES TO ALL ITEMS FOR THIS VENDOR -1 = NO SHEETS NEEDED FOR THIS VENDOR"S ITEMS This option allows the assignment of a default sheet number for all non-stock items purchased from a vendor. A browse is available to help you find existing vendors. For more information, refer to the Browse manual. Entering a zero (0) indicates that for a sheet number must be entered for each non-stock item. Entering a sheet number from indicates that that sheet number applies to all non-stock items supplied by the vendor. The sheet number must be defined for this vendor using the Data- Sheet Enter/Edit option. Entering a sheet number of -1 indicates that no sheets are needed for this vendor's non-stock items. Do not delete or change sheet numbers until the build is complete. 18

19 2 PRINT A NON-STOCK DATA SHEET NUMBER DEFAULT LIST PRINT A NON-STOCK ITEMS PENDING FILE LIST NON-STOCK LIST VENDOR 1 START 2 END PROCESSING: When printing this list, non-stock items are checked for a Vendor Code. If no Vendor Code has been given for this item, the non-stock item is deleted from the NS pending file. NON-STOCK REQUEST SHEET: SAMPLE 19

20 2 MANUALLY POST MSDS HISTORY This screen only appears if manual posting is sequenced by item. THIS OPTION WILL NOT SEND A SHEET TO THE CUSTOMER!! IT SHOULD BE USED ONLY TO POST SHEETS THAT ARE MANUALLY SENT. MSDS MANUAL POST 1 SEQ IT (IT VN) 2 ITEM CODE XXXXXXXXXXXXXXXXXXXXXXXXXX 3 CUSTOMER XXXXXX 4 BRANCH 99 5 DATE SHEET WAS SENT MM/DD/YY (MM/DD/YY) This screen only appears if manual posting is sequenced by vendor. THIS OPTION WILL NOT SEND A SHEET TO THE CUSTOMER!! IT SHOULD BE USED ONLY TO POST SHEETS THAT ARE MANUALLY SENT. MSDS MANUAL POST 1 SEQ VN (IT VN) 2 VENDOR XXXXXX ID: XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 3 SHEET # CUSTOMER XXXXXX 5 BRANCH 99 6 DATE SHEET WAS SENT MM/DD/YY (MM/DD/YY) This option is used to manually record the letters sent manually in Customer History. If sequenced by item, the Item Code is entered in Field 2. If sequenced by Vendor, the Vendor Code is entered in Field 2 and the Sheet number is entered in Field 3. Branches are numbered is not a valid branch number. 20

21 2 BUILD MSDS DATA THIS OPTION SCANS THE TEMPORARY STORAGE AREA AND BASED ON THE INFORMATION IT FINDS THERE BUILDS THE MATERIAL SAFETY DATA SHEET REQUEST FORM. AS IT GOES ALONG IT DOES HOUSEKEEPING IN THE TEMPORARY STORAGE FILE!!!!! PROCEED WITH MSDS DATA BUILD (Y N)?... START...MM/DD/YY HH:MM END...MM/DD/YY HH:MM The Build should be done every day, or more often if needed, because of the reference to the order file. Always be sure to do the Build just before Sales History is built. The Build must be done on a CRT, as order numbers are displayed as they are processed. The Build will only occur if Y is entered. 21

22 2 BUILD MSDS DATA FOR A SINGLE CUSTOMER This screen only appears if the build is sequenced by item. SINGLE REQUEST 1 SEQ IT (IT VN) 2 ITEM CODE XXXXXXXXXXXXXXXXXXXXXXXXXX 3 CUSTOMER XXXXXX 4 BRANCH 99 This screen only appears if the build is sequenced by vendor. SINGLE REQUEST 1 SEQ VN (IT VN) 2 VENDOR XXXXXX ID: XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 3 SHEET # CUSTOMER XXXXXX 5 BRANCH 99 This option sends the letter and sheet to the customer, regardless of whether the customer has previously received the sheet, and it updates customer MSDS history if the customer has not previously received a sheet. If sequenced by item, enter an Item Code in Field 2. If sequenced by Vendor, the Vendor Code is entered in Field 2 and the Sheet number is entered in Field 3. 22

23 2 PRINT A CUSTOMER MSDS HISTORY REPORT CUSTOMER HISTORY 1 START 2 END VENDOR 3 START 4 END SHEET 5 START 6 END All the MSDS sheets that have been sent are listed to document compliance to the OSHA Requirements. CUSTOMER MSDS HISTORY REPORT: SAMPLE The Master Customer MSDS List shows what MSDS sheets have been sent to your customers. It contains information that documents delivery of Material Safety Data Sheets. 23

24 2 PRINT LETTERS FOR DATA SHEETS Letters can be printed for each customer requiring one or more data sheets. This is a straightforward operation; the system does most of the work for you. This cover letter is sent with the Material Safety Data Sheets. The letter serves two purposes: it tells your employees what sheets to send to the customer, and it tells your customers what you have sent to them. The letter is designed to fit 8-1/2" x 11" paper. The letters are addressed to the customer's billing address, to the attention of the safety officer, unless an Alternate Ship-To address of 99 exists. The letters are then addressed to that Alternate Ship-To. The customer address is placed so it will fit in a #10 window envelope. There are 2 dashes (--) that appear to the left and right just after the customer address. These marks are for folding the letter to fit properly into the envelope. 24

25 2 MSDS SUMMARY USE DUE CAUTION IN "CL"EARING MSDS REGISTER... The MSDS Summary prints after all customer letters are printed. The MSDS Summary shows types and number of Material Safety Data Sheets by vendor. The invitation to CLEAR the MSDS Register is displayed when the MSDS Summary has finished printing. The Register is not cleared until you enter CL. PRINT A MSDS ITEM/SHEET NUMBER LIST MSDS ITEM/SHEET NUMBER LIST ITEM 1 START 2 END SHEET 3 START 4 END MSDS ITEM/SHEET NUMBER LIST: SAMPLE 25

26 2 DELETE MSDS HISTORY The Single option is used to delete MSDS history for a single sheet. The Range option is used to delete a range of MSDS history. DELETE MSDS HISTORY FOR A SINGLE SHEET DELETE MSDS HISTORY 1 CUSTOMER XXXXXX 2 VENDOR XXXXXX ID: XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 3 SHEET 9999 To delete history for a single sheet, the Customer, Vendor and Sheet fields must be entered. This allows only one customer/vendor/sheet number to be deleted. The vendor can be identified by Vendor ID or Vendor#. If a Vendor ID is entered, the corresponding Vendor# is displayed and consequently used. History deletion, depending on parameters, could be a long process since it first prints a list of customer or vendor/sheet records to be deleted. You are then asked if you wish to delete what was printed. PROCEED WITH DELETION (Y N)?... Deletion will only occur if Y is entered. The message DELETION COMPLETE is displayed when the deletion is complete. Do not delete or change the MSDS sheet until the build is complete. 26

27 2 DELETE A RANGE OF MSDS HISTORY DELETE MSDS HISTORY CUSTOMER 1 START 2 END VENDOR 3 START 4 END SHEET 5 START 6 END To delete history for a range, you must enter specific starting and ending Customers, Vendors or Sheet Numbers. This allows you to delete broad ranges of information, but accidental deletion of the entire file by escaping through the fields cannot occur. If a portion of the file is deleted at a time, you can resend MSDS sheets to groups of customers (e.g., a quarter of your customers during the first couple of months of the new year, another quarter of your customers during the third and fourth months, etc.) This is particularly helpful if you send a large number of MSDS sheets. History deletion, depending on parameters, could be a long process since it first prints a list of customer or vendor/sheet records to be deleted. You are then asked if you wish to delete what was printed. PROCEED WITH DELETION (Y N)?... Deletion will only occur if Y is entered. The message DELETION COMPLETE is displayed when the deletion is complete. Do not delete or change MSDS sheets until the build is complete. APPENDIXES APPENDIX 1: FILE DESCRIPTIONS AND MAINTENANCE The Material Safety Data Sheets package uses several files: CMSDD is the Customer Material Safety Data Sheet master history data file. It has 1 record for each unique combination of customer, sheet number, and vendor. 27

28 2 A suggested ratio is somewhere between 5 to 7 sheets per customer. For example, if you have 5000 customers, 25,000 to 35,000 records could be defined. However, these determinations must take the following into consideration: how many products you carry requiring MSDS sheets how many of your customers buy these products how many vendors issue one sheet for each product how many issue one for their entire product line. The rate of growth when you begin will be fast, but after several months it will diminish. It will then level off and grow slowly but steadily. CMSDX is the Primary cross-reference file to CMSDD. This index file cross-references CMSDD on a one-to-one basis and, therefore, holds the same number of records as CMSDD. IDSD is the Material Safety Data Sheet Directory. This data file holds Material Safety Data Sheet definitions. It has 1 record for each Material Safety Data Sheet entered against a vendor. IDSX is the Primary cross-reference file to IDSD. This index file cross-references IDSD on a one-toone basis and, therefore, holds the same number of records as IDSD. MDCRX is the Cross-reference file to IDSD. This cross-reference file is the output of Build. Therefore, MDCRX needs 1 record for each Material Safety Data Sheet that will be sent as a result of the orders entered for a given day. MRTSD is the Material Safety Data Sheets temporary accumulation data file, for summary at end of letters. This data file is used to accumulate totals printed after the customer letters. It needs 1 record for each combination of vendor, sheet number as a result of a Build. MRTSX is the Cross-reference to MRTSD. This index file cross-references MRTSD on a one-to-one basis and, therefore, holds the same number of records as MRTSD. NSMSD is the Non-Stock Pending file. This data file holds Material Safety Data Sheet information for each non-stock item ordered. Therefore, NSMSD needs 1 record for each non-stock item ordered as a result of the orders entered for a given day. NSMSX is the Cross-reference file to NSMSD. This index file cross-references NSMSD on a one-toone basis and, therefore, holds the same number of records as NSMSD. SSORD is the Material Safety Data Sheets Order Register data file. This data file is a copy of the Order Register (OREGD). Therefore, it needs as many records as the maximum number of records in the Order Register (see the left-hand column in the On-Line/Off-Line list for OREGD). The file is cleared when you Build MSDS history. SSORX is the Cross-reference file to SSORD. This index file cross-references SSORD on a one-toone basis and, therefore, holds the same number of records as SSORD. 28