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Best Practices -Software Efficiencies Training

Best Practices -Software Efficiencies Training. DST Training Conference St. Louis, MO, -April 20 th and 21st Trainer: Jeff Dobyns, Laura Schultz. Best Practices. EOD/EOM XREF (paperless EOD/EOM) Locked Records File Locks Standard Pack Sales Purge Parameters

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Best Practices -Software Efficiencies Training

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  1. Best Practices -Software Efficiencies Training DST Training Conference St. Louis, MO, -April 20th and 21st Trainer: Jeff Dobyns, Laura Schultz

  2. Best Practices • EOD/EOM XREF (paperless EOD/EOM) • Locked Records • File Locks • Standard Pack Sales • Purge Parameters • Upgrades (U2006.1, U2006.2, U2006.3, U2007.1) • Support Desk • FAQ’s • Website training • Q & A • Evaluations

  3. EOD/EOM XREF • “the paperless office will take over at about the same time as the paperless bathroom” • Why use it? • CONTROL • Cost Savings (ink, paper, storage) • Built in redundancy • Easy setup • Custom reports

  4. EOD/EOM XREF Listing the EOD/EOM Xref assignments • (M-16.6, 17.6)

  5. EOD/EOM XREF Edit the EOD/EOM Xref assignments • (M-16.5, 17.5)

  6. EOD/EOM XREF Making the final change • (M-12.1.1, field 14 to ‘HS’)

  7. Locked Records • What to do when your terminal is locked and beeping. • Go to another terminal to M-20.3 • DO NOT BREAK OUT

  8. Locked Records • M-20.3

  9. More ‘Locked Records’ • More ‘LOCKED RECORDS’ • Prod.det record locked • PO record locked • AR Batch is in USE • AP Batch is locked

  10. Locked PO record Purch order record locked…will hold

  11. Locked Product Detail • Prod.det record ######### locked, will hold

  12. Unlock AR Batch • Batch is in use

  13. Unlock AP Batch • Batch locked, will hold

  14. Sell at Pack QTY • How do I flag a product to sell with a specific pack qty?

  15. Break Time! ?? min break

  16. Product Warnings • Use Like Regular Soap –Dial Soap • Product will be hot after heating –Microwaveable meal • Warning: Keep out of Children –Knife • Not to be used for other use. –food processor • Warning: Contains nuts –Bag of peanuts

  17. Upgrades • U2006.1, .2, .3 • U2007.1 • Upgrade Docs • http://dst.sitemax.com/upgrades.asp • Shortcuts

  18. Upgrades U2006.1 • U2006.1 • Order Entry • Price Maintenance • Customer Terms • Printer Options • Parameters

  19. Order Entry –U2006.1 • Menu 1.2 – Customer Pricing Matrix Code Display Change • Previously, on the Order Entry (OE) screen on the lower left had side there was a small bucket with a code in it such as C1, C2, P1, or P2.  This code explains where the bucket pricing came from.  • The following is for reference for the codes: C1 – Customer, Product    P1 – Program, Product C2 – Customer, Category   P2 – Program, Category C3 – Customer, Class    P3 – Program, Class C4 – Customer, Type    P4 – Program, Type C5 – Customer, Vendor    P5 – Program, Vendor • Now, this code will also include the name of the program such as P3*CLEAR5

  20. Price Maintenance –U2006.1 Menu 5.24 – New Pricing Matrix Listing • The following Selection Options have been added to Menu 5.24 • Select for Specific Products • Select for Specific Product Types • Select for Specific Product Categories

  21. Customer Terms –U2006.1 • Menu 12.2.11 - Terms Maintenance  • Database users now have the ability to freeze customers from purchasing items. A flag has been added to Menu 12.2.11, field 10. If set to 'Y' then when the customer number is typed in Order Entry (Menu 1.2) a message will appear.

  22. Printers –U2006.1 Menu 25.1 – Select a Printer • In select.printer (See Menu 25.1) users now have the option to EM-ail, FAX, and D-isplay reports. • Display Sample (M-12.2.23) • CTRL+X • EM Sample (M-12.3.34) • Fax Sample (M-12.3.34) –DQ only at this point • HS Sample • M-20.29 Download Hold Entries (FT)

  23. Printers –U2006.1 Menu 25.3 –Reset printers What this does: This program has been upgraded to allow for the clear and reset of the jet direct/network printers.

  24. Printers –U2006.1 Menu 25.3 –Reset printers 1) this program first advises you to run through and check the most common printer issues. Check the following: 1. Turn printer off/on 2. Is the printer on-line 3. Is the baud rate correct Enter printer number ? 2) Next, after inputting the printer# we PING the printer to confirm the printer in question is actually on the network. If it doesn’t find it on the network, it will not proceed. ***Note, the program will not PING serial printers. It will only PING the printer, if it can tell if it is a network printer. Otherwise it will delete/start the printer as it did before. First let's make sure the Printer you want to reset is on the network PING omjd01: (192.168.9.8): 6 data bytes 14 bytes from 192.168.9.8: icmp_seq=0 ttl=64 14 bytes from 192.168.9.8: icmp_seq=1 ttl=64 14 bytes from 192.168.9.8: icmp_seq=2 ttl=64 14 bytes from 192.168.9.8: icmp_seq=3 ttl=64 14 bytes from 192.168.9.8: icmp_seq=4 ttl=64 14 bytes from 192.168.9.8: icmp_seq=5 ttl=64 ----omjd01 PING Statistics---- 6 packets transmitted, 6 packets received, 0% packet loss Did you get a successful packet transmission - Y*** ? 3) Answer Y*** is you get a message at the tail end like this: 6 packets transmitted, 6 packets received, 0% packet loss 4) Next, the program deletes the printer and makes 2 attempts to clear the jet direct/network print queue. 5) Next, the port is logged off and the jet direct/network printer is restarted. 6) Printer and print/queue is ready to go!

  25. Parameters –U2006.1 Menu 35.14 Field 11 – Print/Fax/Email Statements During EOM • Enter a ‘Y’ in field 11 to have Statements Print/Fax/Email during the EOM process. In order for statements to Print/Fax/Email during the EOM Menu 35.14, Field 9 must also be set to a ‘Y’. • Menu 35.14, Field 11 will default to a blank field which equals ‘N’. If the field is set to ‘N’ statements will not print/fax/email during EOM.  • Note: If parameters in Menu 35.14, Field 4 and/or 5 are set to ‘N’ statements will not fax/email, they will print.

  26. Upgrades U2006.2 • U2006.2 • Price Maintenance • Purchasing • File Maintenance • Inquiries • Parameters

  27. Price Maintenance U2006.2 • Menu 5.17 – Price Book for a Customer • In menu 5.17, after selecting ‘Y’ to the following question: New Price Book to Include Menu 5.33 Pricing (Y/<enter>)? • Selecting ‘Y’ will include Menu 5.33 pricing and will automatically do all Contract, Program and 5.33 pricing that applies to that customer, so the ‘N’ option is used to get the old Discount Pricing.

  28. Price Maint –M-5.17

  29. Price Maint. U2006.2 • Menu 5.25 – New Contract Price Listing • Menu 5.25 has been added to the system to allow users to print Menu 5.33 contracts. Will show all items on a contract and the current contract pricing on those items.

  30. File Maintenance U2006.2 • Menu 12.2.2.2 - Customer Master Maintenance • New Statement Send Flag -This new flag (Field 34 – STMT SEND FLAG) will allow you to control some of your statement send options separately from the invoice options. This flag will work in conjunction with field 31 – PRINT-FAX-EMAIL. • If the new STMT Send Flag is not set (is blank) then all invoice and statement send options will be controlled by the PRINT-FAX-EMAIL field (31). The new STMT Send Flag options are explained below:

  31. File Maintenance U2006.2 • E =  Email Statements This option will send the statement by email regardless of the setting in field 31. The invoices will be sent according to the setting in field 31. For example, if you have an ‘F’ in field 31, and ‘E’ in field 34, your invoices will be faxed and the statement will be emailed. • P = Print Statements This option will print the statement regardless of the setting in field 31. The invoices will be sent according to the setting in field 31. For example, if you have an ‘F’ in field 31, and ‘P’ in field 34, your invoices will be faxed and the statement will be printed. • F = Fax Statements This option will fax the statement regardless of the setting in field 31. The invoices will be sent according to the setting in field 31. For example, if you have an ‘E' in field 31, and ‘F' in field 34, your invoices will be emailed and the statement will be faxed. • EI =Email Statements/Invoices Monthly When using this option, the statement will be emailed along with all of the invoices for the month. Field 31 should be set to ‘N’ to keep the invoices from being printed, faxed or emailed daily (or weekly – depending on your parameter setting). See Important note below about the EOM process for this option. • PI =Print Statements/Invoices Monthly When using this option, the statement will be printed along with all of the invoices for the month. Field 31 should be set to ‘N’ to keep the invoices from being printed, faxed or emailed daily (or weekly – depending on your parameter setting). See Important note below about the EOM process for this option. • FI =Fax Statements/Invoices Monthly When using this option, the statement will be faxed along with all of the invoices for the month. Field 31 should be set to ‘N’ to keep the invoices from being printed, faxed or emailed daily (or weekly – depending on your parameter setting). See Important note below about the EOM process for this option. • Important:  In order for invoices to be sent to customers that have an EI, PI or FI flag the following must be done. • Run Menu 4.3.6.15 after EOM is run - this feature will send invoices marked EI, PI or FI.  If Menu 4.3.6.15 is not run then invoices will not be sent for customers having these flags.

  32. File Maintenance U2006.2

  33. File Maintenance U2006.2 • Menu 12.1.13 – Order Entry/Credit Memo Message Maintenance • Menu 12.1.13 now has the option of allowing users to add expanded descriptions on part numbers. The expanded descriptions will appear after the part number is entered in Order Entry. • In menu 12.1.13, enter the part number (including the dash) in the CODE field. There is up to 10 TEXT lines per part number. After the part number is entered in Menu 1.2, the system will auto add the TEXT lines as message lines.

  34. File Maintenance U2006.2

  35. Inquiries U2006.2 • Menu 19.6 – Stock Status ‘H’istory - a prompt has been added to allow users to enter the 11-digit release number and be taken directly to Menu 19.5 to view invoice detail.

  36. Parameters U2006.2 • M- 35.20.4 - Webstore – Acct. Maint. • Turn off the on-line discount on a Customer by Customer basis. Refers only to the on-line discount setup in M-35.20.2, Field 3

  37. Parameters U2006.2 • Menu 35.19.9 - Customer Purchase Orders • This program allows you to setup a customer with a pattern for their PO numbers. If an order is finalized with an incorrect pattern PO, then an email will be sent to up to 9 email addresses. • Begin by selecting the customer (Lookup will work here) Enter the email address(es) that the notification should be sent to (can be customer’s email addresses and/or employee email addresses) • In field 10, the pattern, enter the pattern for the purchase order. An example of a pattern would be 8N-4A-2N, this means 8 numbers, dash, 4 letters, dash, 2 numbers – such as 12345678-ABCD-12. • There will be no validation at the time the order is entered – the only time an email is generated is if the order is finalized with a PO that does not match the pattern.

  38. Parameters U2006.2

  39. Parameters U2006.2 • Menu 35.12, Field 10 - Prompt for Number of Copies in Order Entry • Enter a 'Y' in field 10 to have a prompt appear in Order Entry (Menu 1.2) that will ask how many copies of the Signature Capture invoice need to print. • Note: This feature is only available if you have a Linux server

  40. Parameters U2006.2 • Menu 35.5 – Purchase Order Parameter MaintenanceMenu 35.5, Field 9 – Use Linux Fax Server to Fax Purchase Orders - If this parameter is set to Y, Menu 7.1 option to 3 - Hold, Fax or 4 - Hold, Print, Fax will use the new Linux PO and fax-server to send the PO. Menu 7.7 Fax Purchase Orders will also use the Linux PO and fax-server. Note: Must have a Linux fax-server installedNote: If this parameter is set to N, PO faxes will be sent through DQ – DesqTop.

  41. Purchasing U2006.2 • Menu 7.30 Fax PO thru Linux • This program will fax a PO thru Linux instead of thru Desqtop (DQ) • You will first be prompted to enter the PO number(s) • Then it will display the vendor name from the PO(s) that you entered and ask you to confirm that it is correct • Next, it will display any vendor fax numbers that are on file for you to choose from or allow you to enter a different number • Next, an email address will be displayed based on the operator code that was entered. • You will then be asked whether you want to send a cover sheet or not. • There will be an audit in Menu 7.23 that the PO was faxed

  42. Purchasing U2006.2

  43. Upgrades U2006.3 • U2006.3 • Order Entry Reports • Pricing • Inquiries • Purge & Fix • Parameters

  44. Order Entry Rpts U2006.3 • Menu 2.10 – Sum of Today’s Invoices • Menu 2.10 now provides users with additional information. Users need to set Menu 35.10 Field 12 to Y then Menu 2.10 will display totals for: • Today's Finalized Invoices - All invoices finalized at this time • Sum of today's Orders - All orders taken today, if finalized they will also appear in the Today’s Finalized Invoices totals • Month to Date - All orders that have been finalized this month • Menu 35.10.13 will control whether or not Gross Profit figures appear in Menu 2.10. If a ‘Y’ is entered or if the field is left blank Gross Profit information will appear on the screen. Placing an ‘N’ in Field 13 will remove Gross Profit information from Menu 2.10.

  45. Price Maintenance U2006.3 • Menu 5.2A.2 – Delete Contracts • This menu path now offers the ability to delete Menu 5.33 Programs and Customer Contracts. • Menu 5.33 – New Customer Pricing Matrix • When the "S"ell price option is selected, the system will prompt for the actual sell price that the user determines. This will then auto setup the matrix as follows. If there is a list price on this product, it will auto fill Field 2, DPOINT with a price pointer of "23" and auto fill Field 3, DISC% with the calculated discount percentage off the list price to get the desired sell price. If there is no list price on this product, it will auto fill Field 2, DPOINT with a price pointer of "0" and auto fill Field 3, DISC% with the calculated discount percentage off the each price to get the desired sell price.

  46. Inquiries U2006.3 • Menu 19.6 – Stock Status • Serial numbers can be viewed on items in stock status. After entering in the item, type SER to view the serial numbers that have been received and are available for sale.

  47. Parameters U2006.3 • Menu 35.12 – Signature Capture Company Parameters • Menu 35.12, Field 7 Print Each Price on Laser Invoice – Placing a ‘W’ in this field will print the warehouse location on the invoice.

  48. Parameters U2006.3 • Menu 35.19.10 – Unfinalized Invoices • Notifies individuals via email if an invoice is unfinalized.

  49. U2006 EOD Status • M-16.1a

  50. Upgrades U2007.1 • U2007.1 • Purge Parameters • Order Entry • Inquiries • Laser Statements

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