** Release Notes - Version 6+

A complete listing of documentation related to the new features and enhancements found in COUNTERPOINT version 6+

** COUNTERPOINT® Version 6+

Release Overview

The upcoming release of COUNTERPOINT will consolidate for the first time in several years a number of features that have not been considered mainstream, meaning only certain customers got certain features based on their requests. This was a strategic mistake as in many cases this has held AMS back from being more aggressive in the software development cycle. This release of Version 6+ will move all customers to the same version, making support, training and new development rollout easier and allow for more frequent updates, which is why we plan to move to a quarterly software release update schedule. Bugs will be released as completed. The listing below may well contain features you already have and use but also others you may not be aware of or have forgotten are available. All active links will take you to a more detailed overview of the specific enhancements.

 We encourage you, once settled into Version 6+ to submit to us any functionality you would like to see added or changed for consideration in a future release. We will also be releasing a list of the currently planned updates for 7.1 shortly.

Functionality & Highlights

Point-of-Sale

Enhancements to JDISPATCH:

Web order (autoecat.com) related Changes

Customer Specific Changes

Inventory Control Changes

Repair Shop Module

Purchasing / Receiving

Sales Analysis

Accounts Receivable

Accounts Payable

General Ledger

Accounts Receivable Enhancements

Customer Maintenance

The Customer Maintenance screen has been modified to allow access to the Customer Analysis. Select “A” when the message Enter #,P(ricing),C(redit),E(di),A(nalysis) L(og),F1=accept,F2=reject is displayed on screen.

This will display the summary screen of Customer Analysis with the customer from the maintenance screen.

Another new option is the (L)og option where you can view a log of changes made to the Customer master

Customer Analysis

Several new options have been added to the Customer Analysis screen:

Summary Screen Options:

In the Summary screen of Customer Analysis the options available when a Customer is selected are D(etail),C(ustomer),N(otes),E(xit).

D - Will access the detail screen showing the invoices outstanding for the customer

C – Will go to the Customer Maintenance screen in change mode displaying the customer selected in the analysis screen.

N – Will go to the Customer Note inquiry prompting to the note type to be viewed. Pressing Enter at the note type will display all notes entered for the customer. The option to Add new notes will be available.


Detail Screen Options:

In the Detail screen of Customer Analysis the options available are E(xit),Q(uit),N(xt),P(rv),S(end),D(ate),I(nv),A(ll),O(pen)

Use of the new options:

S – Used to send an invoice electronically. When selected a prompt will display which line number, select the line number display on screen for the invoice to send. This will then display the Invoice email addresses setup for the customer. The invoice can be sent to an email on file or can be entered manually using line 99 which allows entry of the email address.

Note: Only invoices can be sent by email, not other charges such as A/R transactions or Service Charges.

D – Prompts for a start date to view invoices from.

I – Prompts for an invoice number to start at.

A – Display all invoices and payments outstanding

O – Display only open invoices outstanding

Cash Receipts Input

New options available when entering Cash Receipts are F3 to go to Customer Maintenance or F11 to go to Customer Notes. Both of these options are available after the Customer Number has been entered.

Add Inventory from Invoicing

Definition

The option to add parts to inventory from the invoicing screen has been enhanced so when in use, non-stocked parts added to an invoice which are in the price book will automatically be added to inventory after the quantity is entered without user intervention using the category assigned on the invoice.

Processing

Billing Parameter Maintenance

Menu path System Utilities > Sales Desk > Parameter File Reset.

Screen 2

The Reorder Allowed setting for newly added parts from invoicing is controlled by the Default Reorder Allowed setting shown in field 38.

Screen 4

The setting for “Invoice Qty (F11) Key Use” must be set to “I” field 46

Sales Clerk

In the Sales Clerk maintenance, the clerk MUST be set to “Y” for Add Part #’s to Inventory.



Invoicing

When adding a non-stock part from the price book to an invoice the line will display as a “P” line to start. After the quantity is entered the part will be added to inventory using the price and description from the price book then using the price multipliers to calculate the selling prices.

A new screen will display showing a message “Adding Stocked Part” and there will be a slight pause while the part number is being added as it is added to all locations.

As the part number is added to inventory the invoice line type will change from “P” to Space.

The new part will be treated the same as any other stocked part after it has been added

Barcode Quantities

Definition

Counterpoint has been updated to maintain package quantities by barcode for a part used when scanning parts at the point of sale and receiving.

Processing

Product Master Maintenance when selecting to “Maintain Barcodes” or Alt Barcode option allow for entry of the quantity for a Barcode.

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When the barcode is scanned in invoicing or RF receiving the quantity on the barcode will be used.

When entering a quantity on a barcode this must be in selling units as that is how it will be received or sold.

Base Price Automated Updates

Definition

The automation to update the Base Price is part of the nightly price updates where the system will look for files that have an effective date of today or prior and will update the Base Price for the part numbers included in the file. Also as part of this update a standard price file will be created with the effective date for the update to Canadian Cost, Price 6. Price 6 cost will be calculated using the current exchange rate for the supplier currency, plus duty applied to the part, plus any percentages assigned for Freight, Brokerage and Other Charges.

The Canadian cost and selling prices will be updated on the date assigned.

In order for the update to Canadian Cost and selling prices to from a Base price, the pricing multipliers MUST work up from Cost, Price 6.

Parameters

Default GL Accounts

System Utilities > System Set-up > Purchasing > Parameter Maintenance > Screen 3 S/O Defaults

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System Utilities > System Set-up > Purchasing > Parameter Maintenance > Screen 2 S/O Defaults

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All credits and debits rolling into the GL do so in Canadian dollars

Each branch has to have GL codes amended @ the Branch level


Currency Rate

Purchasing > Data Maintenance > Currency Rate

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Foreign Exchange Rates are a global setting and can be added or changed in this screen

Fields:
  1. Code = Currency
  2. Rate = Exchange Rate
  3. Update Prices = If the currency rate has changed this should be set to Y if you want to update the selling prices based on the new rate. The update of selling prices for a currenct rate are only performed weekly.
  4. Last Update = Date that prices were last updated for this currency rate based on a change in Currency Rate

When prices are updated on a currency rate change this also includes Non-Stock products

Supplier Maintenance

Additional fields have been added to the Supplier maintenance for Freight, Brokerage and Other Charges percentages to be used in the calculation of cost from the base price. These are NOT cumulative, the value is calculated and then each value added to the cost after conversion to Canadian Currency.

The Price Level used for the Supplier must be “B” and currency other than “C”

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PRODUCT Maintenance Screen

Inventory > Data Maintenance > Master File > Product Master

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Fields

Base Cost/Core – Suppliers cost and core price in their currency from price file.

These prices are normally updated with a price file update but can also be entered manually when necessary.

Tax Code | Duty % | Season – Part tax code | duty % for the part which is applied into the landed cost of the goods at the time of PO receipt and when Canadian prices are calculated.

Information required for Automatic Update of base price

The information required to create the Base Price update file is:

The Base price update will apply the new Base price on the base Price Effective Date and will update the Canadian prices [prices 1 – 6] on the Canadian effective date.

Bin Selection in Invoicing

Definition

New feature when using Multiple Bin Locations and wanting to force the users to select the Bin Location that the product is going to be picked from in order to keep the on-hand quantities for each bin location accurate.

Processing

Billing Parameters

New option added to screen 5 of the Billing Parameters “Select Bin Loc. In Invoice” would need to be set to “Y

For Counter Kits where product is kept in multiple Bin Locations the parameter “18. Kit Detail Display” on screen 3 would also need to be set to Y

Invoicing

In the invoice screen the user will be prompted to select the bin location the product will be picked from after the quantity is entered. Bin locations are displayed in descending order based on quantity on hand. Dock locations are shown at the end of the list and cannot be selected, these are information only. A line number MUST be chosen.

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Only the Bin Location chosen will be printed on the invoice and the overall inventory of the part will be reduced and the quantity available in the chosen Bin Location.

Exceptions where this screen will not be displayed:

When selling a “C”ounter Kit the Kit components will be displayed on screen and if any of the components are located in multiple bin locations you will be prompted to select the Bin Location those parts will be pulled from. The components and the chosen Bin Locations will be printed on the invoice.

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Invoice Print

The invoice print will only show the bin location selected for a part.

Exceptions:

Inventory Update

The on-hand quantity will be updated for the selected bin location.

The on-hand quantity will be updated for the Primary bin location:

Branch Stock Inquiry

Definition

The Branch Stock Inquiry has been updated to allow the creation of a Stock Transfer to source product from another location. This program is designed to be a multi- purpose tool to view stock in all locations, if multi branch, as well as initiated a TRANSFER between any of the locations, not just the home branch of the user.

Processing

Branch Stock Inquiry

When in the branch stock inquiry screen either from the menu option, Sales Desk à Inventory Queries à Branch Stock, or from the Invoice screen using Shift F4 in the body of the invoice

 

 

SCRATCHPAD

The program will maintain a Scratchpad of transfer requests that have not been actioned, based on the User Login ID. This allows the option for the user to leave the program without the loss of any work they might want to action at a later time. If the scratchpad is not empty the user will be reminded each time they enter the program that they have un-actioned requests pending. If the user elects not to delete the scratchpad the program will take them to the Category Field where they can lookup other product.

Viewing SCRATCHPAD

From the Category Field the user can view the contents by pressing the F11 key. To return to the Category Field press the ENTER key with the “Q” showing in the action field.

If there are several transfer requests in the SCRATCHPAD the program will sort them by the FROM/TO sequence.

SCRATCHPAD Maintenance

To change the content of any request enter the line # which will position the cursor in the Qty Field. After the Qty is entered, simply pressing ENTER will retain the original Qty, the cursor will move to the comment line for the part number in question. This can also be changed or the F1 key can be pressed to return the cursor to the action field. The change is automatically saved.

Leaving the SCRATCHPAD

To leave the program use the ESC or F2 key from the Category Field. If there are any entries in the SCRATCHPAD the program will ask if the transfers are to be created. The Default is (Y)es but this can be changed to (N)o. A second question will be asked if the transfers were not created about whether or not the entries are to be kept or deleted. The default is (N)o. 

If the transfers are created the system will provide the document number for each transfer before leaving the program.

Category File Listing

Processing

The category file listing has been updated to produce and extract file for import into excel. Menu path inventory > reporting > master file listings > category file.

After clicking the Close Window button in the report viewer, a new option will be displayed to view the listing in excel

Clicking on the “View Category File Listing in Excel” will open the report in excel, providing Microsoft Excel is installed on the PC.

This extract contains additional information from the printed report such as the Modern Sales and Uni-Select supplier line codes.

Clicking the Close Window button will return to the menu.

 

Change PO Number

Process

Pick Ticket/Z Slip

The process for changing the Z Pick Ticket PO number:

Invoice

To change the Customer Purchaser Order number on an invoice

Cheque Void Option

Cheque Void

An option has been added to allow the void of a Cheque which will reverse the G/L entries made when the cheque was updated and restore the invoices paid to the outstanding accounts payable

Cheque Void Option

Accounts Payable > Bank Reconciliation > Cheque Void

Enter the original source of the cheque “A” or “M” and the cheque number.

The date, payee and amount will be displayed based on the cheque information in the system.

This feature is only allowed for outstanding cheques.

A report of the cheques voided will be printed when you exit the screen.

For Automatic Cheques all Invoices paid by the cheque that was voided will be added back to the Accounts Payable and an entry made in the General Ledger to reverse the cheque in the current Accounts Payable fiscal period. The invoices will be available for payment is a subsequent automatic cheque run.

Consignment Processing

Consignment Inventory

CounterPoint presents a suite of new features, enhancing the functionality of the system by creating the opportunity to process and track consignment inventory.

Pre-requisites

There are a few basic changes that must be made to the system in order for the consignment options to be activated.

General Ledger

Create a new account for the consignment inventory in General Ledger > G/L File Maintenance > Account Maintenance à Add Accounts.  This is an asset account and would normally be numbered just after the existing Inventory account. 

Add the new Consignment Inventory G/L account to the financial statements using the menu option General Ledger > Balance Sheet Maintenance.

Sales Desk

The new Consignment Inventory G/L account number must be added to Sales Desk Control > File Maintenance > GL Autopost Account Maintenance.  The new field is at the bottom of the list.

Accounts Receivable

A new flag has been added to the customer record found in Accounts Receivable > File Maintenance > Customer File Maintenance called [acct control flag].  Enter a lower case ‘c’ to any one of the 8 fields available to indicate that this customer is part of the consignment programme.

Processing

Original ‘transfer’ of consignment goods

Using Sales Desk à Invoicing/Transfers, create a consignment invoice using a transact type of ‘M’.  The paid by will automatically convert to ‘on account’ and can not be changed.  There is no difference between entering a normal invoice and entering a consignment invoice. 

Inventory will be relieved at the time of the completion of the consignment invoice and the entry will show in the cardex inquiry.  The invoice total will be $0.00 since the consigned inventory is only billed to the customer when it is replaced at the consignment site.

The G/L account for consignment inventory will be increased by the cost value of the goods on consignment and is not affected again until or unless the consignment quantity changes. 

Replacement of sold consignment goods

Since the quantity on hand at the customers site must equal the agreed upon quantity, periodic billing will be required to replace products sold.  This is done through normal invoicing procedures. 

Adjusting the consignment inventory

To increase the quantity on consignment, use another consignment invoice (type M).  If the quantity is to be decreased, then the consignment invoice is still used, but the line type is  ‘R’.  A return search is not valid for consignment goods, since they aren’t actually sold yet).

If one consignment item is being switched out for another, the consignment invoice is able to process both ‘sales’ and ‘return’ types on the same document.

Reporting

A new report has been created in Inventory Control > Inventory Reports > Additional Inventory Reports > Consignment inventory list which will provide information on all consignment products.  The report may be printed for all (or single) customer, all (or single) categories, in detail or in summary, showing costs or not.  As well as information on the quantity on consignment and the date of the original consignment invoice, the last 12-month sales quantity information is provided to assist with analysis.

If a new customer record was created for the consignment programme, the 12-month sales history will be new as well.

Core Bank Enhancements

Review of Core Billing Process and Enhancement for billing Overdue Cores Not Charged for at Time of Sale

Selling Cores

Selling products which carry a core charge. This is a value that is contained in the product master record at cost. By default, any item that has a core value will automatically add this to the price the item is being sold at. The system has the ability to sell cores at a price other than cost by the use of the Core Markup routine found under Customer Pricing. This works on the basis of a markup over the cost price carried in the inventory master and can be applied either by a percentage or a flat dollar amount. In addition, the markup can be applied by:

Customer Core Pricing setup

When a product with a core is sold the system determines if the customer selected is set to be charged the core at the time of sale or not. This is controlled by whether a specific type of entry exists in the core markup database. An example of where customer 123456 is not to be charged for cores at the time of sale would be a record in the database showing the following:


If a customer is not to be billed for cores at time of sale on any product category one entry in the database will accomplish this.  An important point to remember though is that while one entry in the database will create the global default for a customer exceptions can be handled by additional records that control specific exceptions. An example of this could be Customer 123456 is exempt from paying for cores at the time of purchase on all categories other than products contained under Category RAY. For this category the customer might be required to pay for cores at a 50% markup over cost. A second entry in the core markup file would look like this:

Core billing

If a customer is billed the core on an invoice the system creates a record in the Core Bank database. This allows future validation for returns as it contains the invoice detail, including the qty and price charged as well as core cost. For those customers that are set up as being exempt from core charges at time of sale, or where the core charge is set to zero at the time of sale, the system will still create an entry in the core bank but with a zero in the price charged field. This results in a margin impact as the core cost is still charged against the cost of the sale.

Example

Part # 5555 sells at $50.00 and no core is charged although has a core cost of $10.00. The cost of this transaction is Average cost of $30.00 plus the $10.00 core cost for a total cost of $40.00 on the $50.00 reported as the sale amount. Had the customer been charged the core the transaction would report a higher gross margin, Sell = $60.00, Cost = $40.00.

Core Returns

A core is processed through the POS as a C line type. The user is prompted to select the invoice the core was sold on in order that the system can credit the correct price. Irrespective of whether the core was charged or not the Qty of cores outstanding is still adjusted by the Qty returned. The return can be applied against any invoice containing the part number in question that has a core qty balance outstanding.

Unbilled Core Management - Enhancement

For those customers not charged cores the system has now been enhanced to support the automatic billing of cores where the customer has exceeded the return grace period. The number of days, from the original billing date, is customer specific assuming the maintenance has been done on the customer’s master record. In addition, there is a second new customer flag that controls whether the customer would fall into the Auto Bill process or not.

Electronic Statement Set up

The customer’s master record will also contain a new transaction type of C that will allow the direction of the core statement to a unique email address. This would be set under the EDI Info section. In addition, there will be a copy of the customers email sent to a pre-determined internal email, unique by branch.

Overdue Core Billing Menu

The overdue Core Billing menu options are found through Sales Desk > Administration > Overdue Core Billing.

Overdue Core Billing Parameters

Aging dates, Statement Message and Email Subject Line along with the internal email address for statements are all controlled in the Core Billing Parameters

Processing Flow

The system will automatically retire the entry in the core bank that is carrying a zero core value based on the invoice number shown on the billing screen. In addition, a second record will be added to the core bank carrying the new invoice number and the core value as calculated above.

Internal Reporting

In addition to the customers core statement there will also be a consolidated report available for branch use that is generated at the same time as the customer’s statements are produced.

Enhanced On-Demand Outstanding Core Report

The current routine has been enhanced to offer the following options:

Credit Check Enhancements

Invoicing Credit Check

The use of Credit Limits through the point of sale has been parameterized to prevent any sale that goes over the customers credit limit or the current option to display a message advising the user if a customer is going over their credit limit and giving the user the option to complete this sale.

These parameters are found in Screen 1 of the Billing Parameters menu option System Utilities > System Setup > Sales Desk > Parts Billing Parameters fields 19 and 20


Invoicing

If parameter field 19 is N then no credit checking against customer credit limits is done.

If parameter field 19 is Y and field 20 is BLANK or N the user will be prompted with the question to allow a sale to take the customer over their credit limit.

The user will see the first message that the customer is “Now over credit limit” when they accept the invoice lines entered

And when the user does the final accept, they will receive a second message “Allow sale over credit limit? (Y/N)” which they must answer with a Y or N.

The new update is when parameter fields 19 and 20 are both set to Y.

In this situation when an invoice takes the customer over their credit limit the user will see the same first message as above “Now over credit limit” when they accept the invoice lines entered.

When they do the final accept of the invoice which will take the customer over their credit limit they will see a new message, “Over Limit Save as Quote? (Y/N)” that must be answered with Y or N.

If it is saved as a Quote the PO number will be changed to “CH” so these credit hold Quotes can be easily searched when recalling the customer and the quote will be printed for reference.

If a PO number was entered on the original invoice this will become a comment line on the Quote “CH FOR: [PO Number]”

If a Quote is recalled that will take the customer over their credit limit the user will receive the same questions to save as a Quote again.

When creating an Order, the user will see the messages that the customer is “Now over credit limit” and then “Allow sale over credit limit? (Y/N)” when doing the final accept. When the Order is invoiced if this still takes the customer over their credit limit the user will be prompted to save as Quote as shown above. The user can reject from this and leave the Order outstanding. The amount of outstanding orders in the system do affect the available credit for a customer.

If a customer is over their credit limit when starting an invoice, the Credit Rating will be COD or HOLD based on the setting in the Accounts Receivable Parameters forcing the sale to be paid by some form of cash or prohibit selling using the customers account number.

Cross Dock HTML Pop-up

View of On Order and Cross Dock Quantities

New HTML Pop-Up

A new Pop-Up has been added to COUNTERPOINT for viewing of all Branch On Order and Cross Dock quantities.

This information will be available for all parts except Kits and will be refreshed nightly

Product Maintenance and Inquiry

The Product Maintenance and Inquiry screens have been updated to view this information by clicking on the magnifying glass icon in the On Order description.


Branch Stock Inquiry

The Branch Stock Inquiry screen has also been updated to view this information by clicking on the magnifying glass icon on the On Order description.

Invoicing

The Invoice screen has also been updated to view this information by clicking on the magnifying glass icon on the On Order description.

Daily HTML extract

The Daily HTML exports has been updated to include a new column indicating the Cross Dock quantities. This is in Column R with heading DC Cross Dock

Customer Notes

Customer Notes

New programmes have been added to accounts receivable for adding and inquiring into free- form notes for a customer.  The inquiry into customer notes has also been added to the sales desk menu.

There is a total of 6 note types, spread across two styles: reserved and non-reserved, with a maximum number of reserved note types of three (3).  Customer notes are date and time stamped during entry and then assigned to a particular type.  There may be many notes of the same type attached to the same customer. 

The use of “A” type notes will display automatically as a customer is selected in the invoice screen.

The other reserved or default note types are “B” and “C”.

Creating a new Note type

Use the menu option Utilities à System Setup > Accounts Receivable à note parameterS to add (example) a type [n] with a description of nsf.  The singe character note type may be alphabetic or numeric.

Adding notes to customers

To add a note to a customer, use the menu option accounts receivable > DATA MAINTENACE > customer notes (add).  A TAB to search is available from the customer number field.  Only A/R customers are available for notes, not VIP customers.  The note is date and time stamped and the user is prompted to classify this note with a particular type. 

When the note text has been completed, press [enter] to complete the field, then [F1] to accept. 

Changes are allowed at the any change? prompt.  Entering the line number for change will bring the user to the beginning of the line.  If the first field of the line requires no change, pressing [enter] will advance to the beginning of the second field/section on that same line.   Changes to notes are also available from the change notes menu option.  A note that has been assigned to a reserved type may still be deleted.

Viewing/Adding Customer Notes

Several menu options are available to view and maintain customer notes:

Accounts Receivable > Inquiry Functions > Customer Analysis
Accounts Receivable > Inquiry Functions > Customer Notes Inquiry
Sales Desk > Customer Queries > Customer Analysis
Sales Desk > Customer Queries > Customer Notes
Sales Desk > Invoicing – Press Shift F11 from the Customer field or from the Line Type
Accounts Receivable > Transaction Processing > Cash Receipts Processing > Cash Receipts Input – Press F11 after the Customer is entered

Enter the customer number or use the search option to find the customer then select a note type or press enter to view all notes for the customer.

Notes are displayed in date sequence with the most recent first

Print Customer Notes on Invoices

The ability to include Customer Notes has been added to the invoice print. This requires that a Note Type be added with the setting to Print on Invoice = Y. These notes will print in the body of each invoice for the customer.

Note Type Maintenance

A new Note Type must be added to the system to identify which notes are to be included on the invoice. This is done using the menu option Utilities > System Setup > Accounts Receivable > Note Parameters. Use “1. Add Type” and use a letter or number as a code (eg “P”), assign a description and set Print on Invoice to “Y”.

Customer Note

Notes for the customer can be added through Accounts Receivable > Data Maintenance à Customer Notes or through the Invoice Screen using Shift F11 from the “customer #”. When adding the note use the type setup above and enter the text to be printed on the invoice.

The invoice will only print the first 40 characters of each line of the note text

 If multiple print type notes are setup for a customer, all of them will print on each invoice.

Customer Notes Enhancements

Customer Notes

New programmes have been added to accounts receivable for adding and inquiring into free-form notes for a customer.  The inquiry into customer notes has also been added to the sales desk menu.

There is a total of 6 note types, spread across two styles: reserved and non-reserved, with a maximum number of reserved note types of three (3).  Customer notes are date and time stamped during entry and then assigned to a particular type.  There may be many notes of the same type attached to the same customer. 

The use of “A” type notes will display automatically as a customer is selected in the invoice screen.

The other reserved or default note types are “B” and “C”.

Creating a new Note type

Use the menu option Utilities > System Setup > Accounts Receivable > note parameters to add (example) a type [n] with a description of nsf.  The singe character note type may be alphabetic or numeric.

Adding notes to customers:

To add a note to a customer, use the menu option accounts receivable > DATA MAINTENACE > customer notes (add).  A TAB to search is available from the customer number field.  Only A/R customers are available for notes, not VIP customers.  The note is date and time stamped and the user is prompted to classify this note with a particular type. 

When the note text has been completed, press [enter] to complete the field, then [F1] to accept. 

Changes are allowed at the any change? prompt.  Entering the line number for change will bring the user to the beginning of the line.  If the first field of the line requires no change, pressing [enter] will advance to the beginning of the second field/section on that same line.   Changes to notes are also available from the change notes menu option.  A note that has been assigned to a reserved type may still be deleted.

Viewing/Adding Customer Notes:

Several menu options are available to view and maintain customer notes:

Enter the customer number or use the search option to find the customer then select a note type or press enter to view all notes for the customer.

Notes are displayed in date sequence with the most recent first

Print Customer Notes on Invoices

The ability to include Customer Notes has been added to the invoice print. This requires that a Note Type be added with the setting to Print on Invoice = Y. These notes will print in the body of each invoice for the customer.

Note Type Maintenance

A new Note Type must be added to the system to identify which notes are to be included on the invoice. This is done using the menu option Utilities à System Setup à Accounts Receivable à Note Parameters. Use “1. Add Type” and use a letter or number as a code (eg “P”), assign a description and set Print on Invoice to “Y”.

Customer Note

Notes for the customer can be added through Accounts Receivable à Data Maintenance à Customer Notes or through the Invoice Screen using Shift F11 from the “customer #”. When adding the note use the type setup above and enter the text to be printed on the invoice.

The invoice will only print the first 40 characters of each line of the note text

If multiple print type notes are setup for a customer, all of them will print on each invoice.

 

Customer Part Numbers

Description

The customer part number is used to allow you to print your customer’s part number on an invoice along with your own part number. Typically used where the customer has an internal number that they use for their own stocking purposes. The customer must be identified as having their own part numbers. This feature only works with Stocking Part Numbers

Customer Maintenance

The customer must be identified as having their own part numbers which is done through the Customer Maintenance by adding an “A” into one of the Account Control Flags.

Customer Part Number Maintenance

Customer Part Number maintenance is done through Inventory > Data Maintenance > Utilities à Setup Customer Part #'s. The customer MUST be setup before trying to enter the part numbers. When adding new part numbers you can enter past the Category field and enter the part number. If there are multiple categories you will have to select the proper category.

A Customer Part must be entered and the description is optional


In the invoice screen when creating an invoice for a customer assigned Customer Part Numbers, if you enter the customer’s part number it will be translated to your part number.

After entering the part number then pressing Enter the stocking part number is displayed. If the stocking part number has substitutes you will be prompted to select from the list

Both the stocking part number and the customer’s part number will be printed on the invoice. The customer’s part number will be on a separate line with a comment “customer part#”

Process EDI Invoices

Definition

When EDI Invoices are received from the vendors that invoices will be processed and added to the new EDI Transaction List available for selection and processing.

Processing

Vendor Maintenance

Vendor Maintenance has need modified to allow entry of the Vendor EDI ID and the Vendor Currency. The EDI ID is provided by the Vendor/Supplier when setting up for EDI.

Note: only EDI invoices received from Vendors with a matching EDI ID to what is setup on the Vendor will be processed. This setup is separate to the setup of the Suppliers for placing purchase orders as there can be many Suppliers for a single Vendor.


EDI Transaction Selection

New menu option Accounts Payable à Transaction Processing à Select EDI Inv. To Process.

This option will list all of the received EDI invoices not yet processed or show a summary of invoices received for a selected vendor or all vendors.

Using the tab or clicking the magnifying glass in the first screen will launch the Vendor Search

Using F3 will display the Vendor Summary screen where a summary of the number of invoices and total value is displayed by Vendor.

Once again, the Vendor Search is available using the TAB key or clicking on the magnifying glass.

Pressing the Enter key in the Vendor field will display a summary for all vendors.

Exit will exit back to the Vendor Invoices screen, Quit will allow the selection of a new Vendor, entering a line number will select that Vendor and display the invoice details on the Vendor Invoice screen.

In the Vendor Invoice screen all available invoices for the Vendor will be displayed and you will be prompted whether the invoice should be selected to add to a transaction batch. The Select Options are Y to have the invoice added to a transaction batch for posting, N or blank to not select and leave the invoice available for future selection or D to Delete the invoice from the selection screen. The delete option would be used if the invoice was processed manually or received in error.


Using Accept after the invoices have been selected will prompt “create transaction batch  N”, changing the response to Y will append to the users A/P Transaction batch.

If invoices are being deleted a prompt will be displayed “delete flagged invoices ? N” changing the response to will delete the invoices so they will no longer appear on the selection screen

The transaction batch created will use the following information:

Any required adjustments can be made through the regular Transaction Input option and the edit list is available prior to update for review.

The update of these transactions would be done through the normal Transaction Update option.

EOQ & ROP Calculation

Ranking Table

Purchasing Parameters

Ranking Calculation

Calculate EOQ Values

Calculate Lead Time by Part

Calculate ROP Values

Calculate Corporate Values

Daily Suggested Order

Fleet Part Tracking

Fleet Tracking Setup

The Billing invoice screen has a built in Customer Fleet Part Tracking module. This module allows the counter staff to in affect build customer, unit, specific electronic catalogues. The creation of these catalogues can have a dramatic affect on the accuracy and speed with which counter staff can service parts requests on a customers fleet vehicles. The fleet part tracking is available from the LINE TYPE field on any invoice line while building an invoice by hitting Shift/[F10]. Doing so will launch the following screen.

If this is the first time you have launched fleet part tracking on the system you will need to take the (M)aintain records option. Which will change the prompts at the bottom of the screen to read as follows.

“(E/P/G) Equipment, Parts , or Groups”

If this is the initial launch of Fleet Part Tracking take the (G)roups option, which will bring up the Add Change Delete Screen. Select ADD which brings up the following screen.

Sub Groups are required to support future reporting potential, so in this case you can make the subgroups very simplistic if you choose. For example if your operation sells HD parts and well as automotive and light truck you may want to set up only two sub groups being AUT and HD as shown below.

Once your groups are set up you will only need to return to this screen if you decide to change the basic groups that you set up. Upon Completion of the Groups Maintenance hit [F2] to exit this routine which will return you to the initial screen. As shown below.

Note that the prompt at left bottom starts with “No Records” This is an indication that this customer, has not had any vehicles added to his fleet. In this case take the M(aintain Files) option then select The Equipment option which will bring up the Add/Change/Delete screen. Selecting Add brings up the following screen

Enter Data as outlined below.

Description – Enter a meaningful description of this vehicle. Try to use the description that the customer will relate to as they will likely tell the counter staff that they are working on the “old red beast” or some other such internal name for this unit when they call in for parts.

Year – Yr of Vehicle.

Make – A three digit Alpha code for the make of the vehicle. Hit TAB to see a list of valid Car and Light Truck models. If the Unit is not automotive/light truck (ie a Heavy Duty or Construction vehicle) simply enter in the information required.

Model – A three digit Alpha code for the model of the vehicle. Hit TAB to see a list of valid options. If the Unit is not automotive/light truck (ie a Heavy Duty or Construction vehicle) simply enter in the information required.

License Plate, VIN, - Fill or leave blank as appropriate you your use

Unit Number – Typically a customer assigned number or name for this vehicle.

Odometer – Optional Enter if required. When field is accepted cursor to skip down to Remarks field.

Last Service, Last Invoice Number – These fields are system maintained from the repair shop module if it is used.

Fields 19 thru 14 - Reserved for Future use. No entry is required or possible in this screen.

When all fields are complete and you are happy with the results hit [F1] to add this vehicle to the customers fleet. If there are no other units to be added to this fleet, hit [F2] to exit the program. This will return you to the Fleet Vehicle list page.

Select M(aintain) and then select PartsList enter Add/Change/Delete as appropriate which will bring up the screen as shown on the following page.

Enter Data as follows

Customer – Entered by the system.

Customer Unit Number – Enter the unit number or name that the part(s) you are about to enter will be used on.

Product Group – Enter the Product Group that the entered parts will have sales data captured under. (ie HD or AUT in this example)

Category – Cursor will skip this field and auto fill when you enter a part number. In the case where the part exists in more than one category you will need to select the correct category from the displayed options.

Part Number – Part number used on the specified vehicle.

Quantity Required – Enter the quantity required in this units use of the part.

Comment – Optional Enter a free form comment that will assist in ensuring this part is correctly chosen when the request comes in (ie “Used on the PTO for the hydraulic pump”) or something similar.

When you are happy with the screen hit [F1] to accept the entry.

Repeat for all other parts used on this Unit. When done hit [F2]

This completes the set up of a Unit and it associated parts.

Using The Fleet Part System Within COUNTERPOINT

When a customer calls in for parts and identifies that these are for a unit in his fleet proceed as follows.

  1. Set up the invoice for the customer as normal (ie enter customer number PO if required and your customer number.
  2. When the cursor is in the Line Type field hit Shift/[F10] which will bring up the customer fleet list similar to that shown below.

  3. Select the appropriate unit as specified by the customer which will bring up the parts list. As shown below.

  4. Enter line number(s) corresponding to the parts you need to sell. Note that as you select line numbers the program moves selected lines to the space just above the “Maintain files” line.
  5. When you have selected all required parts hit “E” to exit the screen and move the parts in the quantities specified at the customers prices onto the invoice.

Notice that the parts list displays the quantity on hand and the quantity required for each part.

If you need to add, delete or change a part for this unit it can be done at this point by entering M to launch the maintain files routine.

Foreign Currency

Foreign Currency

Purchases made outside Canada can be purchased in the foreign countries’ currency

In addition to the currency enhancement, three additional fields allow the system to roll into the average cost @ the time of Purchase Order Receipt, Freight, Brokerage and Additional Costs. These values can be entered as part of the PO receiving or as a default % in the Supplier Maintenance screen. In addition, where Duty is applicable @ the part level, this cost rolls up as a part of the cost

Default GL Accounts

System Utilities > System Set-up > Purchasing > Parameter Maintenance > Screen 3 S/O Defaults and Smoothing

System Utilities > System Set-up > Purchasing > Parameter Maintenance > Screen 2 System Configuration

All values posted into the GL are in Canadian dollars

Each branch has to have GL codes amended @ the Branch level

Foreign Exchange Rate

Purchasing > Data Maintenance > Currency

Foreign Exchange Rates are a global setting and can be added or changed in this screen. This can also be used where there is an uplift from the supplier or additional changes are incurred such as freight. Adding a currency code other than “C” with an exchange rate of 1.0000 and assigning supplier to this code allows for updating of P6 cost and selling prices based on the base cost allowing purchase orders to be issued with the accurate supplier cost.

Fields

1 – Code = Currency
2 – Rate = Exchange Rate
3 – Update Prices = If the currency rate has changed this should be set to Y if you want to update the selling prices based on the new rate.

The automatic price update for currency rate changes is typically scheduled to run weekly on Sundays.

4 – Last Update = Date that prices were last updated for this currency rate based on a change in Currency Rate

Supplier Set-Up

Purchasing > Data Maintenance > Supplier

While the Exchange Rate is global the Supplier Maintenance screen is where you select the currency you are going to buy in.

Fields

19 – Currency; select currency
21 – Price Level = Base; the field in the Inventory Maintenance screen the supplier’s price is displayed from their price list

29 – Update Last Cost to Inventory Y/N; at time of PO receipt “Y” will update Canadian selling prices “N” will not update selling prices but average price is updated.
34 – Freight Percentage: is a default percentage for freight costs.
35 – Brokerage Percentage: is a default percentage for brokerage fees
36 – Other Charges; any additional costs such as a pallet cost or insurance

These default costs are applied to all parts received from the supplier in the calculation of the landed cost  to update average cost and when Canadian cost [Price 6] and selling prices are calculated during the Base Cost update

Inventory Maintenance Screen

Inventory  Data Maintenance > Master File > Product Master

Fields

Base Cost/Core – Suppliers cost and core price in their currency from price file

Tax Code | Duty % | Season – Part tax code | duty % for the part which is applied into the landed cost of the goods at the time of PO receipt and when Canadian prices are calculated.

Purchase Order

Foreign purchase orders will print with the supplier’s base cost

Purchase Order Receipt

Purchasing > Purchase Order Receipt > PO Receipts Input

Fields

Currency – the currency the purchase order was created in and the current exchange rate for that currency.
Price Level – relating to the Supplier, “B” = Base Price
Freight – freight costs are entered here, are spread evenly across all SKU’s on the purchase order and are in CDN dollars
Brokerage – brokerage costs are entered here, are spread evenly across all SKU’s on the purchase order and are in CDN dollars
Other Costs – any other cost associated with the acquisition of the PO can be entered here and are spread evenly across all SKU’s on the purchase order and are in CDN dollars

If these values are left blank the percentages assigned to the supplier, if any, will be used to calculate approximate costs.

PO Receipts Journal

The PO Receipts journal will include these additional costs

General Charges & Core Handling

Definition

General charges are a new line type in the COUNTERPOINT invoicing program which allows you to include amounts on the invoice which do not impact inventory or apply standard comments to an invoice. The charges can be automatically applied to all transactions based on a percentage up to a maximum value or a set dollar amount. General charges can also be added to an invoice manually. This feature will also allow deposits to be added to Order transactions which will automatically reduce the amount owed when the order is completed and turned into an invoice.

Processing

General Charge Codes

The maintenance of General Charge Codes is found through System Utilities > System Setup > Sales Desk > General Charge Code Maintenance.

A maximum of two characters is used for the code. The description used will be put on the invoice when the code is used. The Type can be a $, % or C for a standard comment. The charge can either be setup as a percentage or as a dollar value. This is used for automatic charges and deposits. For manually added charges the value would be left at zero. If a percentage charge is to be capped at a certain value that would be entered in the maximum value. The tax codes are based on the values setup in the Billing Parameters. If levies are to be included in the calculation of an automatic charge this flag must be set to Y. Deposits are not to be set as an automatic charge. If the “enter text” setting is Y the user will be able to alter the comment which will be printed on the invoice. If the value is allowed to be changed or entered manually the “enter value” setting must be Y. In the case of a return the date range is also used to determine if an automatic charge should be refunded based on the original purchase date.

image-1652982482687.png

Customer Maintenance

Customers that are exempt from Automatic general charges require a “G” be entered in one of the “account control flags” in the customer maintenance screen.

Invoicing

Any Automatic charges will be added as the last line on an invoice when the body of the invoice is accepted. If new lines are added later, the value of the automatic charge will be adjusted to reflect the new total of the invoice. Should an automatic charge be adjusted manually it will not be altered if any other changes are made to the lines on the invoice.

To enter a general charge or standard comment manually use the new line type of “G”. This will display a list of up to 18 codes in the information window or you can use the TAB key to search additional codes

image-1652982494493.png

Deposit type codes may only be used on Order transactions.

Comment codes will have no value associated with them.

When taking a deposit for products that will be delivered at some future time you must use a transaction type of “O”rder. The items being purchased are to be added to the order as Backorder (Normally stocked items) or a Special Order (Non Stocked/Pickups) lines. When the items have been added enter a “G” line for the deposit and select the deposit code which has been setup. Providing the deposit code has been setup with a percentage the amount of deposit required will be shown on the screen. This can be changed if necessary providing the code has been setup to allow the value to be entered.

When recalling the order and turning it into an invoice the value of the deposit amount will automatically be reversed so the total owing will reflect the price of the items less the amounts previously received. If a customer returns to make additional deposits the original order must be recalled and the second deposit added to the order.

Customer Backorders

When a backorder is being fulfilled upon receipt of the product and an invoice is created the standard comments contained on lines 1 through 3 of the original transaction will be included on the fulfillment invoice.

Invoice Register

The total value of any Freight and General Charges will be shown on the invoice register in the relabelled column “Freight /Oth Chgs”.

Gift Receipts

Parameter Maintenance

The use of Gift Receipts in Counterpoint is controlled by settings in the Billing Parameters,  System Utilities à System Setup à Sales Desk à Parts Billing Parameters à Screen 5.

Field 1 = Y/N for the use of Gift receipts in the store.
Field 2 = Y/N for the default on the printing of Gift Receipts
Fields 3 – 14 = Single Character for alignment of the message on the receipt
                        C = Center
                        L = Left
                        R = Right
                        Up to 40 characters of text over 6 lines to be printed on the Gift Receipt

image-1652982629649.png

The message is optional and “GIFT RECEIPT” will be automatically printed in the same position as the “DUPLICATE” message is printed on the invoice

Invoicing

If the use of Gift Receipts is turned on in the parameters the message when completing and invoice will show as – “Header,Line#,Cust#,Footer,GiftRec N ?”. The parameter setting for the default print is the last character in the message. In this case the parameters are set to not print a Gift Receipt automatically. To change this on the individual invoice press “G” then Gift Receipt could be changed to Y to have the additional copy printed when the invoice is completed.

Should a Gift Receipt be required after the original invoice has been created you would recall the invoice by pressing F3 from the Customer # and keying in the invoice number, or if it was the last invoice generated that would already be displayed on screen and you would just need to press ENTER. The message at the bottom of the screen would be “Change,Reprint,Void,GiftRec Y ?”, press “G” and the message “gift receipt (Y/N),R(eprint)?” will appear where you can select “R” to Reprint. You could also use the F11 Alt Print to redirect to a printer other than the default printer or to email/fax the Gift Receipt

image-1652982640902.png

If desired Gift Receipts can be defaulted to print on an alternate printer using the Printer Profiles system utilities > system setup > sales desk > printer profiles. The Gift Receipt printer ID would need to be changed to the desired printer ID.

GL Budget Upload

Processing

Load Budgets

The Load Budget option, General ledger > Data maintenance > Load budgets, requires a spreadsheet file containing the monthly budget values first be saved to Z:\html\gl1 as a tab delimited text file named GLBUDGET.txt.

Notes:

 

Invoice Price Change Restrictions

Definition

Counterpoint has been updated to provide the ability to restrict Sales Clerks from changing prices. For this process to work it is required that all users have a unique login ID for Counterpoint.

Processing

Clerk Maintenance

The User Login ID can be assigned to a clerk and this will force the clerk number used on the invoice based on the Login ID. They will not be able to change the clerk number when processing an invoice or credit note.

The Sell Below Cost option prohibits the clerk from selling below cost.

The Invoice Prices options are:

Disallow Price Changes will prevent the clerk from changing prices without the entry of a PIN code by a user that IS allowed to change prices. The Disallow Price Changes field MUST be set to N in order for a clerks PIN # be allowed to authorize a price change.

For these changes to be effective those clerks authorized to changes price should reset their PIN #’s and keep them private.


Invoicing

With the Sales Clerk Login ID assigned the clerk number will be automatically entered after the customer is entered. Using the Field Up, Field Down or Enter will not allow access to the clerk field of the invoice, therefore preventing them from changing the number to be allowed to change prices.

If the Sales Clerk is set to Disallow Price Changes, when entering an invoice line the clerk will be prompted to “Enter pin #:” if there has been any changes to the price or discount when the line is completed.

The options at the “Enter pin #:” message are:

If the sales clerk is not allowed to change prices and the Customer number is changed on an invoice, they will no longer be offered the option to Recalculate the prices, the prices will be recalculated automatically based on the new customer on the invoice.

Kit Maintenance

Definition

Kits

A KIT is defined as either a COUNTER KIT: one that is created at the time of sale, or a MANUFACTURED KIT, one that is created and placed on the shelf ready for sale. A COUNTER KIT has no inventory on hand, a MANUFACTURED KIT does.

A kit item may belong to any category, or a separate category may be created for manufactured kits, if desired. There is no difference between a regular category record and one that is created for kit items.  

Processing

Add the Kit Part Number

Identifying a kit item involves two steps. First, enter [K] (not displayed as an option) in the REORDER FIELD on the item record in INVENTORY > DATA MAINTENANCE > MASTER FILES > PRODUCT MASTER. Then differentiate the item as a COUNTER [C] kit or a MANUFACTURED [M] kit in the KIT TYPE field directly below. The remainder of the fields may be set up as usual.

If the part is being manufactured in one branch only the reorder type can be changed by branch in the MAINTAIN BRANCH INFO screen. This scenario would not apply to Counter kits.

Attach Components to the Kit

Once the kit item has been created and [F1] accepted, the user is prompted with MAINTAIN KIT DEFINITION? If [N], the function is complete and the user is able to add a new kit number. The kit definition will have to be set up at a later date using the CHANGE PRODUCT menu option. If the response to MAINTAIN KIT DEFINITION? Is [Y], a secondary input screen is presented for entry.

The user will enter the category/part number combination for each product that will be used in the manufacture of this new item and the quantity that will be used. If the kit type is [M], the default for the SUB field will be [N] and may not be changed. If the kit type is [C], then the SUB field is available for entry and may be either [Y] or [N].

A SUB refers to the user’s ability to substitute another item for the one listed in the kit definition at the time of sale. Since a manufactured [M] kit is created and assembled prior to sale, no substitutions are permitted. However, a counter [C] kit is assembled at the time of sale and by its nature, requires the ability to sub out items on the fly.

The HIDE field refers to whether or not to hide the component items on the printed invoice. If the items are hidden on the printed invoice, then only the kit item will appear as with a normal item. When the items are not hidden on the printed invoice, then the kit item is printed as usual, and the component items are listed underneath. No pricing information is printed for the component items.

How Kit components print on an invoice may differ based on custom invoice developed for certain customers.

Inventory Considerations

As stated previously, no inventory is held on hand for counter [C] kits. The components are subtracted from inventory at the time of the sale, just as if each individual item was sold separately. Reporting of the sales demand and cardex entries for parts included in a counter kit are shown on the individual components.

Customer back order should not be used for Counter Kits.

Manufactured [M] kits are held on the shelf ready for sale and therefore must be received prior to being able to be sold. Increases in inventory levels for [M] type kit items are done through PURCHASING  > PURCHASE ORDER RECEIPTS  > RUSH RECEIVING. As the inventory of the full good is increased, the inventory of the component items is reduced.

The changes in on hand quantity all happens in the branch the product is received in.

Type [M] kits can also be added to a purchase order either from a suggested order or manually to be used for requesting assemble of the kits. This purchase order would then be received PURCHASING  > PURCHASE ORDER RECEIPTS  > P.O. RECEIPTS INPUT and the component inventory would be removed from stock and the assembled kit part would be added to inventory.

Sales of the components will be recorded at the time the [M] kit is received into inventory

Locked Product Inquiry

Definition

New menu item to view locked products preventing inventory updates from invoicing to complete.

Processing

Locked Products Inquiry

The new menu option is Sales Desk > Inventory Queries > Locked Products.


Any items stopping inventory updates from invoicing will be displayed.

Also, a message is sent to the offending users screen  when this situation occurs.

The Refresh option will redisplay the screen with the new status of the parts

The message “No AUDITLOCK on file” when there are no products locked that are holding up inventory updates. Pressing enter will go back to the “R(efresh),E(xit),Q(uit)” message

Exit or Quit will return to the menu.

Other Messages for Locked Products

 

Lost Sales Reason Code

Processing

The recording of lost sales now has a Reason Code attached; these reason codes are setup using the menu option System Utilities > System Setup > Sales Desk > Lost Sale Reason Codes.

If the Include in Sales Total flag is set to Y any Lost Sales recorded through invoicing will be added to the Monthly and Weekly sales totals, increasing the demand for the part.

Invoicing

When recording a Lost Sale in the invoicing screen [using F6 after the quantity is entered] a list of the Lost Sale codes will be displayed to select the appropriate reason.

Reporting

The Lost Sales Detail report allows for the selection of one or all Categories, Customers or Reason Codes for a selected date range

The menu option for this report is Inventory > Lost Sales/Pickups > Lost Sales Detail Report.

Running this report will also create an extract file that can be loaded into excel Z:\html\b1\BLDRP.csv

Loyalty Rewards

Loyalty Rewards

Definition

The new LOYALTY REWARDS program will allow you to offer and track point rewarded to customers for purchases made. This program can be for selected customers and products and the rewards value can be maintained by Category.

The new suite of programs is available through Sales Desk > Administration > Loyalty Rewards


Loyalty Programs

Loyalty Customers

Loyalty Adjustment Codes

Loyalty Rates


Loyalty Reward Adjustments

Loyalty Rewards Inquiry

Loyalty Rewards Report

Loyalty Rewards Statement

Once the customers have been assigned to the program and the rates have been setup the point information can be built from invoice history from a start date if desired.

Invoicing

Multiple Bin Locations

Overview

There is now the option for setting up alternate bin locations for each item.  Before proceeding, make sure that the flag to allow multiple bin locations (field # 45) has been set to [y] in System Utilities > System Setup > Sales Desk > parts billing parameters > Screen 2.

Another parameter change is required to have the bin location sold from selected on the invoice screen, Screen 5 > Select Bin Location in Invoice (field # 31) needs to be set to Y

Process

Bin Location Maintenance

This option is used to set up, view a specific location or view all locations for a specified product.  Deleting an alternate bin location is also available from this menu.  This option is found in the menu inventory > Data Mantenance > Master Files > Bin Location Maintenance.

Bin Location maintenance can also be performed when in the Product Master maintenance by selecting “B(ins)”.

The Bin Type “R”, Retail, is used to identify product in the retail space of the store. Nightly reporting is available to indicate which retail products currently have zero available and need to be replenished from other locations.

The retail bin location can only be the primary location if it is the only location for the product and POS transactions will update the on hand in the Retail location.

Receiving and Stock Transfers will update the quantity on hand in the primary location which is the location shown on screen in Product Maintenance and Inquiry.

Any product with multiple bin locations and the Retail location that has a negative on hand quantity will have the Retail location adjusted up to zero and the primary adjusted down by the same quantity nightly.

Stock Relocation Adjustment       

inventory > Data Maintenance > Inventory Adjustments > Stock Relocation Adjustment

Use this option to adjust the on-hand quantities for each alternate bin location.  Enter the category and part number.  All of the locations will be displayed.  At the any change prompt, press enter to get to the quantity to adjusted by field.  Enter the quantity (followed by a minus sign) that is to be moved to other locations.  Then distribute that amount to the alternatives.  The total field at the bottom must be 0 in order to [f1] accept the entry. Pressing enter after the accept will allow you to continue with further adjustments and “N” will exit to the menu.

this would be the preferred method for adjusting bin location quantities.

Stock Relocation Report           

This will report all Retail Locations that have and On Hand Quantity of 0 or less which is to be used to replenish these locations. This report will be run automatically each night.

On Dock Purchase Orders

To flag a purchase order as On Dock use Purchasing > Purchase Order Receipts > On Dock Assignment. Enter the PO Number then confirm it is the correct PO, the first page of lines on the PO will be displayed and answer “Y” to create the Dock locations for this PO.

The Dock locations are automatically removed when the PO Receipts Update is completed for the PO.

image-1652998261080.png

P.O. Receipts Relocation Listing  

Multiple bin location items are automatically received to the primary bin location as listed on the PRODUCT master maintenance screen.  This report provides the information necessary for the user to relocate the quantity received to different locations.

This report is Purchasing > Purchase Order Receipts > P.O. Rec. Relocation Listing

P.O. Receipts Relocation Adjustment

Similar to the Stock relocation adjustment, the user is able to move the recently received quantity from the primary (default) location to multiple locations.

P.O. Receipts Relocation Update   

The adjustments made in the above step will be updated.

Alternatively, the adjustments can be made using the Stock Relocation Adjustment described earlier in this document.

Inventory Adjustments

When entering Inventory Adjustments, inventory > Data Mantenance > Inventory Adjustments > Stock Adjustments, if a part is assigned to multiple bin locations you will need to enter the quantities adjusted by bin location when completing the adjustment

image-1652998280329.png

The default is to adjust the primary bin but you can change the quantities however the adjusted quantity for the bin locations must equal the total adjustment quantity.

This is the same procedures as used in the Stock Relocation Adjustment

Bin Location Lookup in Invoicing

Products with Multiple Bin Locations that have an on hand quantity will be identified on the invoice screen with a comment of “*MANY*” and products that have zero on hand but are included in an On Dock PO will have a comment of “*DOCK*”.

To check the available quantities for multiple bin locations within the invoicing screen press Shift F8 from the line Type field and you will be prompted for a line number to search. The bin location quantities for the selected part will be displayed in the Information Window. The sale of a product will always reduce the on hand quantity for the Retail bin location if one exists and if no retail location exists the Primary location will be adjusted.

All bin locations will be included on the printed invoice.

If the Select Bin Location in Invoice option is on and the part being sold is assigned to Multiple Bin Locations the locations with available inventory to fulfill the sale will be displayed on screen

image-1652998293953.png

Bin Location Selection in Invoicing - Optional

New feature when using Multiple Bin Locations and wanting to force the users to select the Bin Location that the product is going to be picked from in order to keep the on-hand quantities for each bin location accurate.

Billing Parameters

New option added to screen 5 of the Billing Parameters “Select Bin Loc. In Invoice” would need to be set to “Y

For Counter Kits where product is kept in multiple Bin Locations the parameter “18. Kit Detail Display” on screen 3 would also need to be set to Y

Invoicing

In the invoice screen the user will be prompted to select the bin location the product will be picked from after the quantity is entered. Bin locations are displayed in descending order based on quantity on hand. Dock locations are shown at the end of the list and cannot be selected, these are information only. A line number MUST be chosen.

image-1653004379794.png

Only the Bin Location chosen will be printed on the invoice and the overall inventory of the part will be reduced and the quantity available in the chosen Bin Location.

Exceptions where this screen will not be displayed

If a part is only assigned to a single bin location

If the quantity sold is greater than the quantity available is any single bin location

When selling a “C”ounter Kit the Kit components will be displayed on screen and if any of the components are located in multiple bin locations you will be prompted to select the Bin Location those parts will be pulled from. The components and the chosen Bin Locations will be printed on the invoice.

image-1652998325408.png

Invoice Print

The invoice print will only show the bin location selected for a part.

Exceptions

Inventory Update

The on-hand quantity will be updated for the selected bin location.

The on-hand quantity will be updated for the Primary bin location when:

Multiple Invoice Copies

Overview

Multiple invoice copies can be printed at the time of sale or as a batch during the Accounts Receivable month end

Process

Customer Maintenance

If multiple copies are to be printed at the time of sale then the customer must have an “Account Control Flag” of “m” and the “ME Invoice Copies” field needs the number of invoice copies that are to be printed, use 2 if you require 1 extra copy for the customer.

Where you have the customer setup to receive automatic emails this feature can now be used to suppress the printing of invoices by leaving the “ME Invoice Copies” as 0. Also the Billing Parameter “Duplicate On Multiple Inv” must be set to “N” to print 0 copies

The printing of DUPLICATE on the additional invoice copies is controlled by the billing parameters, screen 1 “DUPLICATE on Multiple Inv”.

To print invoice copies as a batch during the month end the ME Invoice Copies field needs a number. Only 1 copy of each invoice for the customer will be printed as part of the month end. Changing this field during the month will result in the invoices after the change getting printed during the month end.

Where customers are set to print extra copies this can be turned off for different document types using Utilities > System Setup > Sales Desk > Printer Profiles.

If the Extra Copies field is set to “N” the extra copies set for the customer is ignored.

Physical Count - Add Bin Location

Definition

The Physical Count Input routine has been updated to include the option to Add a Bin Location during the count. This will add the bin location to the part immediately and the quantity will be updated when the count update is completed.

Processing

Changes to the count input screen are the new option to A(dd loc).

Using this option will prompt first for the Category and Part Number

Cat/Part .../...................

The next prompt will be for Bin Location

bin location/......

Next will be the Quantity

qty/......

last will be the Bin Type, blank or R for retail

type/.

When the bin has been added the input screen will show with the added part on line 1. If the part was not assigned a Primary bin location previously the new bin added will be considered the Primary Bin location and with should in the product maintenance and inquiry screens.

The new bin location quantity will be updated when the count update is complete and the quantity added to a new bin location will be considered a count variance as it is assumed the product will have a negative variance in another bin location.

Change PO on Pick Ticket

Process

The process for changing the Z Pick Ticket PO number:

Price Override Reporting

Definition

The reporting of price overrides has been updated to continue to provide the daily report and also allow for reporting of price overrides done in the past.

Processing

The new reporting option is found in the menu through Sales Desk > Administration > Reporting > Pricing > Price Override Analysis or using the menu search (TAB key) Search String “PRICE O”.

In the selection screen leaving the fields blank will report all branches, customers, clerks, categories and exception types.

Alternatively, the report can be filtered to include only selected overrides

The report content is the same as the nightly report and is also available in a .csv format for import into excel. After the report is viewed on screen the option to load into excel will show

Click on the View Price Override Analysis in Excel to load the report into excel. When complete click on the Close Window to return to the menu.

Printing of Orders when Customer Backorders Received

Definition

Update to allow Order type transactions to be reprinted when Customer Backorders are received

Processing

Billing Parameters

The Billing Parameters maintenance has been updated with a new parameter to indicate if Orders should be reprinted when a customer backorder is received. This new setting will be found in screen 5 field 38.


Product Receiving

When goods are received either through PO Receipts Update or Rush Receiving, any customer backorders on Order transactions will be reprinted with the quantity received and extended value. The Order will still have to be recalled and invoiced.

Product Maintenance Access Control

Definition

The Product Maintenance has been modified to allow Field level authorization by login ID

Processing

Branch Maintenance

The branch must first be flagged to use the user level Product Maintenance Limits

Menu Path Utilities > System Setup > Inventory > Branch Maintenance

The Product Maintenance Limits must be set to Yes

Product Maintenance Screen Enhancements

Definition

Enhancements made to the product maintenance screen.

Purchase Orders - Booking & Specials

Definition

Alternate purchase order types can be allowed by Supplier, Booking and Special so the order quantity does not affect normal replenishment at all or until the purchase order should be in transit. The visibility of the order quantity is controlled by a setting in the purchasing parameters, always show the on order quantity the same as a regular PO, never show the on order quantity or only show the on order quantity when the PO Required Date is withing the Suppliers lead time

Processing

Parameter Maintenance

Menu option System utilities > system setup > purchasing > parameters maintenance > screen 2. Fields “44 Booking Update On Order” and “45 Special Update On Order” are global parameters for a branch to control the display of On Order quantities for all Suppliers.

The options are:


Supplier Maintenance

In order to use the Booking or Special purchase order option the Supplier must also be set to allow this. Menu option Purchasing > Data maintenance > supplier

Field “27 Booking/Special?” must be set to Y to allow these types of PO for the Supplier.


Create Purchase Order from Suggested Order

When selecting “Order” from a suggested order one of the options is to designate the purchase order a Booking or Special PO.

The On Order quantities will be updated based on the purchase order type chosen. A regular purchase order will be created if this field is left blank.

Once the purchase order is created the Booking/Special flag cannot be changed on the purchase order.


Purchase Order Maintenance

If adding a new purchase order manually through the Add/Change Purchase Order the Booking/Special can also be assigned.

Leaving this field blank with treat the on order quantities as a regular PO, if changed to B or S the on order quantities will be updated based on the type chosen.

The type of Booking or Special can only be set when initially Adding a purchase order, once the purchase order number has been assigned and parts are about to be added this can no longer be changed

Suggested Order Report

A new column has been added to the Suggested Order report, “B/S Order”, which will show the Booking and Special on order quantities for information.

Items On Order by Vendor

Menu option Purchasing > reporting > items on order by vendor has been updated to allow for the reporting of part on Booking and Special purchase orders only. All parts on order for the supplier will be included if the “Booking/Special” option is “N”

Quote Handling Improvements

Overview

Parameter Maintenance

The Billing Parameters have been updated to allow the inclusion of Orders, Quotes and Packing Slips in the document search options when you call up a customer in the invoicing screen. For Quotes the option to Delete and the Default setting for the Delete have also been added.

The menu path to modify these setting is System Utilities > Sales Desk > Parameter File Reset > Screen 4

Invoicing

In the Invoice screen when a customer is entered various messages could be displayed based on the outstanding documents of file for the customer. One or many of these options could be displayed O – Open Orders, P – Packing Slips, Q – Quotes, A – All, N – None such as shown below.

The default is always “N” to continue and start a new transaction but any of the other options can be entered to launch the search function.

The search offers to option to search by Purchase Order number or pressing Enter will list all Open Transactions for the selected type.

For Cash Sales using the PO Number or Ship To Name to identify the customer will assist in the recall of Open Transactions.

Quotations created for transactions that exceed the customers credit limit will automatically have a purchase order assigned as “CH”.

RF Gun User Guide - 2022

RF Gun Procedures

Login and password

The standard login of the RF gun is [rf]. Multiple store installations or sites with more than 1 rf gun will have custom logins that you will be advised of at the time of install.  The password matches the login.

Control Keys

3) Receive O/S P.O.


This option will list all of the outstanding Purchase orders on the system and will allow you to select one to be received. To select a P.O. simply select one of the three options, 0=PO, 3=NEXT and 9= QUIT. When you use option 0 you will be prompted to enter the PO number. The P.O. number to be received does not have to be displayed on the screen to enter the P.O. number. CTLR followed by R will take you back to the main menu.

The PO Listing screen could be bypassed if desired and the menu altered to go to the second screen to enter the PO Number with freight, brokerage and other costs


P.O. # SUPPLIER NAME  
105053 NTN BEARING C  
105312 FLEETSPEC      
106325 MODERN SALES   
106372 MODERN SALES   
106771 DANA HEAVY VE  
106783 AUTOMANN CANA  
106833 ZF CV SYSTEMS  
106923 MODERN SALES   
106931 GLOBAL PARTS-  
106933 GLOBAL PARTS-  
107041 DANA HEAVY VE  
107252 ZF CV SYSTEMS  
107253 BENDIX CVS CA  



0=PO,3=Next,9=Quit N  

When a PO Number has been selected the supplier will be displayed with the option to enter the freight, brokerage and other cost values.

po#  111346         
GABRIEL RIDE CO
freight     .........
brokerage         .00
other costs       .00

The first question to be answered in the third screen is if you wish to use “Autoscan” Y or N.. The use of “Autoscan” prompts you to scan each item and it defaults the received quantity to 1 unit for each scan and then goes back to the barcode field for the next scan. Alternatively, if “Autoscan” is turned off N you will be prompted for a quantity each time you scan an item. You will have to accept each entry with CTRL followed by A.

If you are using the “Autoscan” mode you can correct the quantity after the item is scanned by pressing Tab or CTRL I. After entering the new quantity press CTRL A at “Any change” to accept the entry.

When not using Autoscan, the cursor will go to the “received” field after the barcode is scanned waiting for a quantity to be entered. The quantity entered will be ADDED to any previous quantity received. A negative quantity received can be used to correct an error.

If the quantity received is excess of the total quantity ordered for that part a message will display Over-receive?(Y/N) Y

po#  111364        
sup  RIDE-AIR CONTRO
#lines/OS    6/    4
b/c  ...............
cat  ... ...........


....................
....................
PO line#     ..... 
units ord'rd ......
units rec'vd ......
back-ordered .     




Autoscan?          N

If the part scanned is to be cross docked to other branches a message will display near the bottom of the screen “CROSS DOCK” so the user can separate these parts for splitting to the branches during the update.

po#  111384        
sup  KLEEN-FLO TUMBL
#lines/OS    6/    6
b/c  700002354940  
cat  KLE KLEEN-FLO 
part               
291                
LEMON DASHBOARD CLE
PO line#         1 
units ord'rd    24 
units rec'vd       
back-ordered Y     
received     ......
CROSS DOCK                   

Pressing CTRL A at the barcode will start the completion process where you will be asked “update now?” where the options are Y or N. When answered with an “N” the user is asked if they wish to print the Edit List.

When starting the update, the next option is to enter the invoice number.

If the PO included parts for cross dock, these parts will be shown with the split quantities for each location. This information is to be used to separate the parts received for the various locations. If the part is not received in full the user will need to allocate the quantity received to the locations based on their needs. The quantity allocated to a branch CANNOT exceed the original quantity ordered. If a branch requires more than has been ordered for them, a manual transfer will need to be created to send the additional amount.

cat GAB order    56
85934              
rec    56          
         split   56
br order  o/h  split
01    18    5    18
02     0    0      
03     8    0     8
05     0    8      
06    30    9    30
08     0   25      
09     0    0      
10     0    0      

After all of the quantity splits have been reviewed the update process will begin and the various update reports printed. Also, Stock Transfers for the split quantities will be printed during the update process.

Substitute Chaining

Definition

Part number Substitutes can now be chained and maintained from a single screen for all parts in the chain

Processing

Parameter Maintenance

A parameter must first be set to use the substitute chaining feature in the product maintenance screen. Menu option system utilities > system setup > sales desk > Parts Billing Parameters > screen 1


There are 2 flags, Substitute Chain is to show all related substitutes in the information window on the invoice screen and the new addition is the Maintenance option to show the substitute chain when using Product Maintenance.

Product Maintenance

When using the product maintenance screen with the Substitute Maintenance set to “Y” another message will appear after accepting the part, Maintain substitutes?. Entering “Y” to this question will bring up the Substitute Chain screen.

From this screen a new substitute can be added, providing it does not already have a substitute, or a substitute can be deleted from the chain. The Substitute information for any changes will be updated on the affected parts.

Suspense Payment Enhancements

Definition

Modifications have been made to remove any invoices with a payment type of Suspense prior to the end of day being completed so they do not impact the General Ledger because they have not impacted Inventory when they were created. Also, to prevent an attempt to process a card payment on a PC without a card terminal the payment screen has been modified to test for the presence of an active card terminal.

Processing

Payment Screen

When processing a cash sale, the payment screen will now test for a card terminal being properly connected when first entering the screen. If the card terminal is not properly connected or if the PC does not have a card terminal you will see a message “please wait testing terminal”


If the card terminal is not active or if the work station does not have a card terminal the payment screen will show a message “No Card Terminal, Only Cash Payment Types, Press ENTER to test for Terminal Again”


If there is no card terminal then the only options allowed for payment are $ - Cash , C – Cheque or E – E-Transfer. If the card terminal issue has been corrected pressing Enter will test for the terminal again and if found will allow a card transaction.

End of Day

A new report has been added to the end of day processing which will list any invoices created that day with a payment type of Suspense. This report will be run separately for each location

Also, a new process has been added before the End of Day updates which will:

Once this process is complete the normal End of Day updates will run and there will be no invoices with a payment type of Suspense included.

Web Order Discounts

Definition

Counterpoint can be configured to automatically apply a percentage discount to web orders received. This discount can also be limited to customer assigned to certain sales clerks.

Processing

Billing Parameters

The percentage discount must be added to the Billing Parameters,  system utilities > system setup > sales desk > parts billing Parameters > screen 5

 

Specials / Contracts Enhancements

Overview

Modifications have been made to the Specials/Contract screen to allow the creation of a Special or Contract based on the Discount Level assigned to parts within a category, Product Class, Product Subclass and Customer Discount Group.

Another option added to the Specials/Contracts is the inclusion of Non-Stocked products. This only applies to Specials/Contracts setup for an entire category where the part being sold is found in the Price Book. If using the Discount Level option for the Special the Non-Stocked pricing parameter on the part would need to match the Discount Level on the Special


Specials Maintenance

At least one of the main options must be chosen when setting up a new special, Customer, Category, Discount Level, Discount Group, Class or Sub Class or a combination of these can be selected.


Customer

If left blank the special will apply to all customers and if you wish to use a specific customer they will need to be setup to “Allow Contract Pricing = Y” in the Customer Maintenance screen. Depending on the Billing Parameter setting “Contract Only” found on screen 3 a Contract setup for a specific customer will always sell at the Contract price if set to Y and will sell at the lowest available price based on Discounts and Specials for the product if set to N.

The Billing Parameter Maintenance is found under Utilities > System Setup > Sales Desk > Parts Billing Parameters.

Category – Part Number

A Special/Contract can be setup for a specific Category/Part Number or an entire Category by just entering the Category and leaving the Part Number blank. If setup for an entire Category then the pricing will be entered as a Price Level and Discount (+/-).

Discount Level

The use of Discount Level for a Special or Contract requires that the Special/Contract be setup for an entire Category or All Categories. When adding a Special/Contract for an entire Category it also requires that you identify if the Special/Contract is to only affect parts with a blank Discount Level or if it is to be all parts. If a specific Discount Level is assigned to the Special/Contract the Only if Blank will be automatically filled in.

Discount Group

Specials setup for a Discount Group will apply to all customers assigned to that discount group regardless of the “Allow Contract Pricing” setting on the customer.

Class/Subclass

The Special/Contract will apply to all part numbers contained in the Class or Class and Subclass. The pricing will be by Price Level and Discount (+/-).

Only at Net

When this is set to “N” [Net Only] the Special will apply to All Customers as the net price. This will override the customers regular discounts but if the Billing Parameters are set for “Contract Only” = Y then an existing Contract price will take precedence.

Start – End Dates

This is the time frame the Special/Contract will run for, inclusive of the start and end dates. If a To Be Sold quantity is used then the Special/Contract will be in effect until the available quantity is sold or the end date is reached, whichever occurs first.

Price

If the Special/Contract is for a specific part number then a Unit Price can be entered otherwise the price will be based on a Price Level and Discount (+/-)

Price Break

The Quantity Price Breaks option has been updated to allow Quantity Breaks for individual customers or discount groups as well as all customers. The dates may be used to limit the time this price break is offered. The net price is left blank and “0” (zero) is used for the price level with a blank  percentage value when adding a Price Break Special. The Price Break code is entered into the special, the Tab key can be used to search the codes setup in the system. Only S type Price Break codes can be used in the Specials.

Within the Billing Parameters the system must be set to not show line discounts in order to take advantage of Quantity Price Breaks. This setting, D% on screen YNDS is found on screen 3 of the Billing Parameter Maintenance and must be an N as shown in the parameter screen above.

Include Non-Stocked

Specials/Contracts setup for an entire category or discount level can be applied to Non-Stocked parts included in the price book.

To Be Sold

This will limit the Special/Contract to the number of units entered. When the quantity sold exceeds the “To be Sold” value the price will revert back to the normal price.

Quantity Sold

This value is updated automatically as sales take place

Flyer

This is a reference description used for reporting.

Accounts Payable Invoice Matching

Overview

The Accounts Payable matching in Counterpoint®has been updated to allow matching of invoices, received through EDI or entered manually, to Purchase Order receipts and product received through Rush Receiving along with the ability to match a single invoice to multiple receipts.

Additional reporting has also been added for review of invoices or receipts that are not matched.

Processing

Accounts Payable Parameters


A new date has been added to the Accounts Payable parameters to limit the invoices listed in the matching screen at startup, ignoring invoices prior to the Match Date.

The Invoice Adjustment allows for inclusion of a default percentage or amount in the transaction entry to be included in the distribution amount and allocated to a separate G/L Account.

The Invoice Matching process uses is the Threshold Data where invoices that have a price difference less than the threshold will have the variance amount posted to the A/P Invoice Price Variance GL Account indicated in the branches Purchasing Parameters as described later.

image


Override Codes


A new database for Override Codes has been added to allow users to bypass the matching process, however these overrides are logged and can be reported on and require a PIN # to be used.

The new option to maintain these codes is Accounts Payable à Data Maintenance à Override Codes. The Add, Change and Delete options are available for the 2 character code and 30 character description.

Whenever an invoice for a Vendor which is setup for invoice matching is not matched a PIN # will be required and an Override Code will be required. The reason for this is to allow reporting of unmatched invoices.

image



Invoice Adjustment Codes

Transaction Adjustment Codes are used to apply a default adjustment amount to an A/P Transaction for a Vendor.

The menu option to setup these codes is Accounts Payable à Data Maintenance à Transaction Adjustment Codes. The Add, Change and Delete options are available for a single character code, 20 character description, adjustment type %age or $ amount, rate or amount and GL Account to post the adjustment to.

image

These codes can be applied as a default to the Vendor or can be entered manually during the Accounts Payable transaction input

Vendor Maintenance


Changes have been made to the Vendor Maintenance screen so the Vendor can be flagged as a Vendor which requires matching and a default transaction adjustment code.

image

This field must be populated with “Y” to invoke the matching process when processing Accounts Payable Invoices.

The Adjustment code will be applied to all A/P Transactions for the Vendor by default but could be removed during the transaction entry if needed.

Supplier Maintenance

As there can be many Purchasing Suppliers setup for a single Accounts Payable Vendor a new field has been added to the Supplier Maintenance screen to identify the Accounts Payable Vendor number. This can be a Canadian or US Vendor

image

Purchasing Parameters

A new GL Account entry has been added to the purchasing parameters for use with price variances between purchase receipts and accounts payable invoices. Amount variances within the allowable threshold will be posted to this account.

image

Accounts Payable Transaction Input

Vendors setup with a default Transaction Adjustment code will have the code and rate displayed when the transaction is entered.

image

For Vendors setup to require invoice matching, after the GL Distribution amounts are entered:


Select EDI Invoices for Payment

The EDI invoices to process will be selected from the list of EDI invoices received. When the selection is complete and Create Transaction Batch is selected:

image



Foreign Currency Rush Receiving Match

Adding an Adjustment Code for Foreign Currencies, coded to the GL Foreign Exchange account number, will assist in the matching of goods received through Rush Receiving from foreign suppliers allowing the transaction to be fully match through the transaction input screen.

image

Adding the Adjustment code to the transaction then updating the amount to match the receipt and Vendor invoice. Using the Adjustment value to increase the distribution amount by the currency exchange value.

Manual Matching

Menu option Accounts Payable à Transaction Processing à Manual PO Match is used to manually match invoices where an override was initially used or a price discrepancy exist between the vendor invoice and received value.

image

The Receipt PO number is used to recall a receipt of goods and the items to match are selected to match to the vendor invoice.

Invoice Match Override Clear

Menu option Accounts Payable à Transaction Processing à Invoice Match Override Clear is used to manually clear invoice match overrides where no further action is to be taken and a manual G/L Journal entry will be used to make the necessary adjustments.

image

A Vendor number can be entered to view a single vendors invoices or the field can be left blank to view all invoices overrides.

Enter a “Y” to select the invoices to be cleared.

The total selected to be cleared will be displayed at the to of the screen

When complete a PIN number and Override Code will be required to exit.

Reporting

Available Purch. For Payment

Menu option Accounts Payable à Reporting à Status Reports à Available Purch for Payment or Accounts Payable à Transaction Processing à Available Purch for Payment

This report is to list product receiving’s that have not been fully paid.

Report has been modified to include:

After the closing the Report Viewer window the option to open the extract with excel will be displayed

image

The extract file to import into excel manually is Z:\html\ap1\APAVAILLS.csv


Invoice Match Overrides

Menu option Accounts Payable à Reporting à Status Reports à Invoice Match Overrides or Accounts Payable à Transaction Processing à Invoice Match Overrides

Report to list all invoices that where an Override was used to complete the invoice process

This will create both a report and extract for import to excel.

After the closing the Report Viewer window the option to open the extract with excel will be displayed

Click on the Close Window to return to the menu


The extract file for import to excel is Z:\html\ap1\APLOGRP.csv

Vendor

Vendor Name

Invoice

Invoice Reference

Invoice Date

Federal Tax Amount

Invoice Amount

Amount to Distribute

Reason

User

Pin

001320

BALDWIN FILTERS INC.

23425684

2023-01-23

0

1075.8

1183.38

Force Pay Invoice

amslogin

3

001320

BALDWIN FILTERS INC.

23468406

2023-02-10

0

1368.36

1505.2

Invoice Not Paid

amslogin

698

001340

DAYTON PARTS

12345

0

0

0

Invoice Not Paid

amslogin

698

001340

DAYTON PARTS

123456

2023-05-01

19.05

400

0

Force Pay Invoice

amslogin

698