Counterpoint

User Manuals & How-To Guides for COUNTERPOINT software

** Release Notes - Version 6+

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

** Release Notes - Version 6+

** COUNTERPOINT® Version 6+ Release Overview

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. Starting in June of this year we intend releasing Version 6+ that 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.

The next release, COUNTERPOINT/x Version 7.1.1 will be rolled out by year ending 2022. All of us at AMS are excited by this plan, we hope you are also. 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.

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

** Release Notes - Version 6+

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.

** Release Notes - Version 6+

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

** Release Notes - Version 6+

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.

** Release Notes - Version 6+

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.

** Release Notes - Version 6+

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:

** Release Notes - Version 6+

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.

** Release Notes - Version 6+

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.

 

** Release Notes - Version 6+

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

** Release Notes - Version 6+

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.

** Release Notes - Version 6+

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.