Enhanced Batch Processing SO-1100

Transcription

1 Enhanced Batch Processing SO-1100 Overview This Extended Solution enhances the Sales Order Invoice batch processing function as follows: Allows invoices to be selected individually for batch merge User can denote via an S/O Invoice UDF that the invoice is Complete and therefore available to be merged into another batch. Modifies batch entry with an Available to Update flag. A Security Event controls access to this field. Invoice Date can be updated during batch merge In order for this Extended Solution to be enabled, Batch Processing in Sales Order Options must be checked. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an from extendedsolutions.na@sage.com telling you that it is ready. The will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions, and a Shipping Manifest. If you have any problems with this order, please extendedsolutions.na@sage.com and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following 2009 Sage Software, Inc. All rights reserved. SO-1100 (Revised 01/09) Page 1

2 options will be available: Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options Custom Office If you customize your MAS 90 MAS 200, you must run the Update Utility every time you install this Extended Solution. Setup Upon completion of software installation, you will need to access Extended Solutions Setup from the Sales Order Setup menu. Select this part number and the Setup screen for this Extended Solution will appear (Figure 1). Check the Enable Extended Solution box to activate this Extended Solution. The manual for this Extended Solution can be viewed by clicking the Manual button next to the Enable Extended Solution check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). Figure 1 Answer the following prompts: DEFAULT FOR AVAILABLE FOR UPDATE : Sets the default value for the Available for Update flag in the Sales Order Invoice Batch entry. When the box is checked in Sales Order Invoice Batch entry screen, the batch can be updated. A Security Event controls access to the field 2009 Sage Software, Inc. All rights reserved. SO-1100 (Revised 01/09) Page 2

3 to change the Available for Update to checked. S/O INVOICE UDF FOR AVAILABLE TO COMPLETE : If you wish to move only Invoices that are considered ready for update during Batch merges, then specify a checkbox type S/O Invoice UDF for 'Available to Complete'. When specified, only Invoices with this UDF checked will be moved during a batch merge. UPDATED INVOICE DATE WITH BATCH MERGE: Check this box to update the S/O Invoice Header Invoice Date field as invoices are merged into the Destination Batch. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. A new security event has been added to the S/O Module: Allow Access to Available for Update : Checking this gives the user access to the Available for Update field to change its value. You should review your security setup in Role Maintenance and make appropriate changes. Role Maintenance The following T a s k has been added to Sales Order, Setup Options: Extended Solutions Setup Please review your security setup in Role Maintenance and make appropriate changes. Operation The S/O Invoice Data Entry Batch screen has been modified with an Available for Update checkbox (Figure 2). It will default to the value noted in Setup. Only batches with a checked value can be updated Sage Software, Inc. All rights reserved. SO-1100 (Revised 01/09) Page 3

4 Figure 2 Two fields have been added to the Merge Batch dialog (Figure 3): Invoice Number and Invoice Date. Enter the Invoice Number to move or leave the field blank to move all invoices in the batch. If you specified the Available to Complete UDF in Setup, each invoice s UDF must be checked in order for it to be moved. The Invoice Date field is available only if the Update Invoice Date with Batch Merge option is checked in Setup. The Invoice Date field will default to your workstation date. Figure Sage Software, Inc. All rights reserved. SO-1100 (Revised 01/09) Page 4

5 As invoices are merged into the Destination Batch, the S/O Invoice Header Invoice Date field will be updated with the Merge Batch Invoice Date. The Invoice Due Date and Discount Date will be recalculated. The Invoice Date will only change on invoices being moved into the batch. If the Invoice Date field is blank, no date change will take place. The Invoice Date will not change for invoices already in the Destination Batch. Sales Journal Printing If the Available For Update field for a batch is not checked, that batch number cannot be selected to update. Unavailable will be displayed in the Status column (Figure 4). Figure 4 Crystal Reports and the ODBC Dictionary The files listed below have been added or changed in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes. File: GL_CompanyActiveBatch Fields: AvailableForUpdate_001 Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed. What s New With the release: Added Updated Invoice Date with Batch Merge option to Setup Added Invoice Date field to Merge Batch dialogue 2009 Sage Software, Inc. All rights reserved. SO-1100 (Revised 01/09) Page 5

6 Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments 2009 Sage Software, Inc. All rights reserved. Sage Software, MAS 90, and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners Sage Software, Inc. All rights reserved. SO-1100 (Revised 01/09) Page 6