ACTIVANT Faspac Cross Reference Reference Manual Version 6.0
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 2006, 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. 7683 Southfront Road Livermore, CA 94551 Version 6.0 Publication Date: 9.11.2008 2
Table of Contents INTRODUCTION 5 CROSS REFERENCE MAINTENANCE (CR/MAI) 6 Entry/Inquiry Screen 6 Working with the Screen 6 CROSS REFERENCE INQUIRY (CR/INQ) 13 Entry/Inquiry Screen 13 CROSS REFERENCE LISTING (CR/LIS) 14 Entry/Inquiry Screen 14 Sample Listing 16 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 http://customer.p21.com/ycust/, by entering a support case. Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Prophet 21 may make improvements and/or changes to the Licensed Software described in this publication at any time without notice. 9/11/08 Prophet 21 Faspac The Prophet 21 system and Prophet 21 Faspacare trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies. 4
INTRODUCTION The cross-reference number system allows part numbers other than FASPAC item numbers to be used to access inventory items. Whenever a cross-reference number is used throughout FASPAC, you must begin the entry with an exclamation point (!). If a customer or vendor refers to an inventory item by a different part number, problems may arise when the item is ordered or sold. To prevent confusion and save time, cross-reference numbers can be set up for those items that are ordered/sold under part numbers other than those set up in FASPAC. Each FASPAC item number can be linked to an unlimited number of cross-reference numbers. Once a FASPAC part is set up with a cross-reference number, the part can be ordered/sold by either number. Cross-reference numbers can be coded as alternate, customer, customer group, orvendor crossreference numbers. This coding is done through the Pri Code field when creating a cross-reference number. When a cross-reference number is used in one of the order entry programs (OD, OP/DI, OP/ME, CS/SCE) or in Part Inquiry (PI), the Cross Reference file is searched in this sequence: 1. Customer (Pri Code C) 2. Customer Group (Pri Code G) 3. Vendor (Pri Code V) 4. Alternate (Pri Code A) 5. UPC (Pri Code U) When a cross-reference number is used in a purchase order program (PO/PE, PO/PL), the Cross Reference file is searched in this sequence: 1. Vendor (Pri Code V) 2. Alternate (Pri Code A) Alternate cross-reference numbers are not linked to a specific customer, customer group, or vendor. An example of when to use alternate cross-reference numbers would be when entering your catalog numbers for use in the FASPAC system. Cross-reference numbers can be deleted individually through Cross Reference Maintenance (CR/MAI). When a customer record is deleted, all cross-reference records for the customer are automatically deleted. When a vendor record is deleted, all cross-reference records for the vendor are automatically deleted. 5
CROSS REFERENCE MAINTENANCE (CR/MAI) Use this program to manage cross-reference numbers. The screen is divided into two areas: The header area, where you enter the priority code and your FASPAC part number. The line item area, where you enter one or more customer part numbers that are to be crossreferenced with your FASPAC part number. The field names will vary according to which Priority code is entered. ENTRY/INQUIRY SCREEN WORKING WITH THE SCREEN This section explains how to add, edit, and delete cross-reference items. More detailed Field Descriptions follow this section. Our example uses the Priority code C (for customer). From any FASPAC menu, type CR/MAI and press Return. The cursor starts in the Pri field. Adding a Cross-Reference: Use the following procedure to add a cross-reference. Steps marked with a are mandatory. 6
CROSS REFERENCE MAINTENANCE CROSS REFERENCE 1. In the Pri field, type a Priority code (C in our example) and press Return. The cursor moves to the Our Part Number field. Valid codes are displayed at the bottom of the screen: C Customer Xref G Group Xref V Vendor Xref A Alternate Xref U UPC 2. Type the FASPAC part number and press Return. The cursor moves to the Customers Part Number field. Tip: To search for a FASPAC part number, enter only the first few letters or numbers and use the function keys to scroll through the list of existing FASPAC part numbers. Press Return to accept the part number. 3. Enter the customer s part number and press Return. The cursor moves to the Customers Part Number field. You can also press Skip to return to the Our Part Number field and change your part number. 4. Enter the customer number and press Return. The cursor moves to the Description field (below the Customers Part Number field). 5. Enter the description of the customer s part number and press Return. The cursor moves to the Note field. 6. Enter one of the following Note codes and press Return. Y The customer part number only will be printed as a note line. D The customer part number description only will be printed as a note line. B Both the customer part number and description will be printed as note lines. N Neither will be printed as note lines. If you leave the field blank, the system will use Y as the default. 7. You can also press F6 to display the Messages/Notes Maintenance screen if you want to inquire on or add notes. 8. The cross-reference entry is added and the cursor moves to a new blank line in the Customers Part Number field. 9. Repeat steps 4 to 8 to enter another part number, or press Skip to enter another FASPAC part number. 10. When finished, press CMD+Q to exit the program. 7
CROSS REFERENCE MAINTENANCE CROSS REFERENCE Editing a Cross-Reference: You can only edit the Description and Note fields. If you edit the part number or customer number, a new record is created instead of the original record being changed. If a customer cross-reference number has changed, edit the current number, or add a new one and delete the old one. Do not just add the new one and change the Note flag to N for the old number. The system will try to print the first number in the file as per the Note flag. Use the following procedure to edit an existing cross-reference. Steps marked with a are mandatory. 1. In the Pri field, enter the Priority code and press Return. 2. In the Our Part Number field, enter the FASPAC part number and press Return. The cursor moves to the first blank line in the Customers Part Number field, above the existing cross-reference entries. 3. If there are only a few entries, press to move the cursor to the part number you want to edit. Tip: If there are many customer part numbers, you can retrieve the part number instead of moving the cursor to it. Type the customer s part number and customer number in the first blank line where you would type a new entry. When you press Return the existing entry will be displayed and the cursor will be in the Description field. 4. Edit the description by typing over the existing description and press Return. 5. Edit the Note code and press Return. The changed record will be saved. 6. To rewrite the screen with your change, press CMD+B (for backup) or CMD+R (for restart). 7. When finished, press CMD+Q to exit the program. Deleting a Cross-Reference: Use the following procedure to delete a cross-reference. Steps marked with a are mandatory. 1. Press and to move the cursor to the part number. Tip: If there are many customer part numbers, you can retrieve the part number instead of moving the cursor to it. Type the customer s part number and customer number in the first blank line where you would type a new entry. When you press Return the existing entry will be displayed and the cursor will be in the Description field. 2. Press Return twice to move the cursor to the Description line. 3. Type Delete (it overwrites the description) and press Skip. The part number is deleted. 4. Repeat steps 1 to 3 for other part numbers, or press Skip to enter another FASPAC part number. 5. When finished, press CMD+Q to exit the program. Field: Pri Description: The Priority code indicates the type of cross-reference number. C Cross-reference number for a specific customer. G Cross-reference number for a specific customer group. 8
CROSS REFERENCE MAINTENANCE CROSS REFERENCE V Cross-reference number for a specific vendor. A Alternate cross-reference number. U UPC cross-reference number. To exit the program, leave blank and press Skip. Different fields are displayed in the line item area in response to the Priority code entered here. Our Part Number The FASPAC part number that will be cross-referenced with a customer s part number, group s part number, vendor s part number, alternate part number, or a customer UPC number. The Description and Short Name are automatically displayed and cannot be changed. Error Messages: End Of Part No. File - SKIP to Continue Invalid Part Number or Function Key or Part Not On Cross Reference File The end of the Item file has been reached. Press Skip to acknowledge this message and begin again. Either an invalid FASPAC Item Number was entered or the end of the Item file was reached while scrolling. Press Return to acknowledge this message and begin again. 9
CROSS REFERENCE MAINTENANCE CROSS REFERENCE If you entered C for the Priority code: Customers Part Number Cust The customer s part number. The valid customer number from the Customer Master file (CP/MAI). Description Error Message: Invalid Customer Number Entered, SKIP - Reenter Customers Part The customer number entered is not in the Customer Master file (CP/MAI). Press Return to acknowledge this message and begin again. The description or note for this customer or part number. If you entered G for the Priority code: Groups Part Number Group Description The group part number. The Group ID. The description or note for this group or part number. If you entered V for the Priority code: Vendor s Part Number Vend Description The vendor part number. The valid vendor number from the Vendor Maintenance (AP/MAR/VM). Error Message: Invalid Vendor Number Entered, SKIP - Reenter Vendor Part The vendor number entered has not been set up in Vendor Maintenance (AP/MAR/VM). Press Return to acknowledge this message and begin again. The description or note for this vendor or part number. 10
CROSS REFERENCE MAINTENANCE CROSS REFERENCE If you entered A for the Priority code: Alternate Part Number The alternate part number. Type Description This field is optional and can be left blank. It is used to categorize alternate cross-reference numbers. The Cross Reference Listing can be printed for specific Types. The description or notes for this alternate part number. If you entered U for the Priority code: The UPC numbers will always print after the normal cross-reference number note lines. Customers UPC Cust Description The customer UPC number. The valid customer number from the Customer Master file. If you want to assign a UPC number for all customers, press Skip. Note: Note: Field 23, UPC Cross Ref, in screen 2 of Customer Maintenance (CP/MAI) must be set to Y if: You want to enter orders using the UPC cross-reference items. You want to print the UPC items as note lines on the order. If a FASPAC part number has a UPC cross-reference number assigned for a specific customer and another UPC number assigned for all customers, both UPC numbers will print on the pick tickets. Error Message: Invalid Customer Number Entered, SKIP - Reenter Customers Part The customer number entered is not in the Customer Master file (CP/MAI). Press Return to acknowledge this message and begin again. Enter a description or notes for this customer or number. 11
CROSS REFERENCE MAINTENANCE CROSS REFERENCE Note This field applies to all Priority codes. Indicates if and how the cross-reference numbers are to be printed: B The cross-reference number and description are included as note lines when the cross-reference number is used to enter an item on a customer order or purchase order. D The cross-reference description is included as a note line when the crossreference number is used to enter an item on an order. N Neither the cross-reference number nor the description are included as note lines when the cross-reference number is used to enter an item on a customer order or purchase order. Y The cross-reference number is included as a note line when the crossreference number is used to enter an item on a customer order or purchase order. F6 Displays the cross-reference Message / Notes Maintenance screen, where you can add or inquire on additional notes for this cross-reference item. These notes are for information only; they do not print. If this field is left blank, it uses Y as the default. 12
CROSS REFERENCE INQUIRY (CR/INQ) Use this program to view Cross Reference records. You cannot change records here; to edit a Cross Reference record, you must use Cross Reference Maintenance (CR/MAI). Please see page 6 for detailed information. ENTRY/INQUIRY SCREEN 13
CROSS REFERENCE LISTING (CR/LIS) Use this program to print a list of cross-reference numbers. The report can be printed in FASPAC item number sequence or in cross-reference number sequence. ENTRY/INQUIRY SCREEN Field: Sequenced By Ours Or Theirs? Description: O Print the listing in FASPAC item number, shortname, or category code sequence. T Print the listing by cross-reference number. By Item, Name, Or Category This field is only displayed if you entered O in the Sequenced By Ours Or Theirs field. I Print the listing by FASPAC item number. N Print the listing by short name. C Print the listing by FASPAC category code. Selection By Range? Y Print specific cross-reference numbers only. N Print all the cross-reference numbers that fit the specified qualifications. Enter Start Of Range These fields are only displayed if you entered Y in the 14
CROSS REFERENCE LISTING CROSS REFERENCE Enter End Of Range Is The Range Correct? Print For All Priorities? Only Priority? For All Alternates? For All Customers? For All Groups? For All Customers? For All Vendors? Only For Alternates? Only For All Customers? Only For All Groups? Only For All Customers? Only For All Vendors? Do You Wish To Continue? Selection By Range? field. Enter the range for which to print the listing. The entries must be made using the sequence option selected (FASPAC item number, shortname, category code, or cross-reference number). To print for one item number, shortname, category code, or cross-reference number only, enter the same characters in both fields. This field is only displayed if you entered Y in the Selection By Range? field. Y Everything is correct and the cursor moves to the next field. N The cursor moves back to the range fields, allowing you to re-enter the range. Y Print for all Priority Codes (C, G, V, and A). N Specify one Priority Code for which to print. This field is only displayed if you entered N in the Print For All Priorities field. A Alternate C Customer G Group U UPC V Vendor The appropriate field is displayed according to the Priority code you entered in the Only Priority? field. Y Print all the cross-reference numbers for the specified Priority code. N Print only one specific customer, group, vendor, alternate type, or UPC. The appropriate field is only displayed if you entered N in the For All Alternates/Customers/Groups/Customers/Vendors? field. Enter the specific customer, group, vendor, UPC, or alternate type for which to print the listing. This field allows you to double check your entries before printing the listing. Y Print the report. N Exit the program without printing the report. 15
CROSS REFERENCE LISTING CROSS REFERENCE SAMPLE LISTING 16