58 Documentation by Module

Updated June 12, 2014 through the 58.17release

Table of Contents

Accounts Payable

Accounts Receivable

Commission

Depreciation

Equipment File

Equipment Rentals

General Ledger

Interface Manager

Inventory Control

Order Entry

PM’s

Process Control

Purchase Order

Sales Management

Service Accounting

Security

System Management

Unit Sales

Truck Inventory

Warranty Claims

1

Accounts Payable

Create a way to make a vendor inactive. When it is marked as inactive, it can not be seen in searches or used on new documents.

A new field, inactive status, has been added to the Vendor Master File. This new field allows for a vendor to be flagged as inactive – as long as there are NO purchase orders open for that vendor and there are NO open items for vendor. If there are either open purchase orders or open items, the status will be set to a “P”. The “P” status indication the vendor is pending. When the inactive status is a “P” or an “I”, the vendor will NOT be displayed in searches. Vendors will not be allowed to be entered only when the inactive status is “I”.

APVNDMNT S01 ACCOUNTS PAYABLE VENDOR MAINTENANCE 4/13/10 Term 199

9:11 Rel 8.01

Vendor...... 99 New In System... 3/09/10

Name...... 99 TEST VENDOR Category......

Search Name..... 99 TEST VENDOR Remit To Vendor.

Contact...... CONTACT A/R Customer....

Address 1...... TEST VENDOR ADDR 1 Minimum Weight..

Address 2...... ADDRESS 23 Minimum Order...

Address 3...... ADDRESS 3 Due Days......

City/State/Zip.. Discount Days...

Country...... Discount Percent

Carrier Route... Payables Account -

Telephone...... 309/720-2860 Auto Distribute. N

FAX Telephone... 1099 Required... N

Tax I.D...... Reg/Sep Check... R

Terms...... Sep Remit Adv...

Terms Code...... Defer Payments.. N

Foreign Lang Cd. EDI Purchasing..

Foreign Curr Cd. Inactive Status. I

Bank Prime Acct. Last Activity...

Broker Vendor...

Email Address...

[I]nactive, [P]ending, Blank = Active

When an inactive vendor is entered, the following error message is displayed:

PO100 S01 Purchase Maintenance 4/13/10 Term 199

9:12 Rel 8.01

Src Document Br Type Vendor Weight Total

Q 001 S 99 lb

Manufacturer...... SM

Manufacturer Source

======

F1 F2 F3 F4 F5 F6 F7 F8

Key EXIT EXPAND VIEW HEADER HELP APPEND PRINT EXIT

Shift NETWORK BACKUP SHIP TO Fn HELP DELETE REPORT PLACE

Ctrl EMAIL SEARCH G/L DIST

Inactive Vendor - Press ENTER When Ready _

58.00

Add a new search in the program APRECON to allow for viewing and selection of just the Cash Accounts that occur in the A/P Check Reconciliation file.

The program APRECON has been modified to allow for the requested function.

Entering “blank” at the Cash Account Prime will display the new search.

If a Cash Account is selected, the user will return to the Check Number on the primary screen. 58.01

In APRECON, add the ability to transfer an A/P Check Reconciliation Record from one Cash Account to another.

The program APRECON has been modified to perform the requested function when the program is executed with a “/T” program switch.

Selecting “T” for Transfer will display the following:

58.01

Modify the release to A/P process so users are only allowed to release specific vendors.

A new table has been created that will control what vendors each user is allowed to release to A/P. This new table is maintained using PO003:

PO003 S01 USER/VENDOR RELEASE TO A/P CONTROL 9/14/10 Term 199

12:34 Rel 8.00

User Name......

Vendor......

User Name Vendor

SMORGAN 000100

SONEAL 000100

Request Complete - Press ENTER When Ready _

Once the user is set-up in the new control record with the vendor number, they will be allowed to release only that vendor. A user can be set up to release multiple vendors.

The key to making this new function work is in the way PO100 is run. A new “/B” switch must be added to the program PO100 to restrict users from releasing any receivers they are not authorized to release. So, if the use SMORGAN (example from above) tries to release any vendor other that 100, they will get the following message:

PO100 S01 Purchase Release To A/P 9/14/10 Term 199

12:47 Rel 8.03

Src Document Br Type Vendor Weight Voucher Total

V B01201 001 S 2323 lb 1,000.00

Item T Mf Part/Model/Catalog Description Qty Cost

DC

10 P HY GWL2 PART GWL2 100 1000.00

======

F1 F2 F3 F4 F5 F6 F7 F8

Key EXIT EXPAND VIEW HEADER HELP APPEND PRINT EXIT

Shift NETWORK SELECT BACKUP SHIP TO Fn HELP DELETE REPORT PLACE

Ctrl FAX SEARCH G/L DIST RELEASE

Not Authorized To Release This Vendor - Press ENTER When Ready _

58.02

Laser Checks, "B"ottom Format, are not printing correctly on a Linux machine.

Modified the check printing program to print the Linux laser check 2 lines higher when the form type is “B”ottom. 57.20 / 58.03

Laser Checks, "S"tandard top Format, are not printing correctly on a Linux machine.

Modified the check printing program to print the Linux laser check 1 line higher when the form type is “S”tandard Top. 57.20 / 58.03

Laser Checks, "B"ottom Format, are not printing correctly on a Linux machine.

Modified the check printing program to print the Linux laser check 3 lines higher when the form type is “B”ottom. 58.03

The A/P Open Item search in the A/P Open Item Maintenance program (APOIMNT) sometimes displays the Check Number instead of the Invoice/Note. Modify the display line to always display both.

The search/find routine (FINDOI) called by APOIMNT has been changed so that the A/P Invoice and the Check# will always display separately.

FINDOI (called by APOIMNT)

58.03

Laser check dollar amounts wrap when there is still room to write out the check amount.

Modified the laser check program to NOT wrap the dollar amount unless it’s absolutely necessary. 58.04

AP Check: Laser, B-bottom. Add a line after the numeric dollar and the printed dollar amount. **** There is no room to print a blank line. However, in researching this request, a problem was found for "/L"inux checks when the printed amount wraps to two lines. A blank line was printing between the wrapped line and overlaying the Vendor name if the vendor address used all the address lines.

AP413: When running with an “/L” switch, corrected the printing of the written amount when the amount wrapped across two lines. 58.05

AP530 keeps reporting that there are open items for a given vendor but nothing is displayed for that vendor when doing a “dump” using the APDUMP.

Program was not testing the file correctly. 57.21/58.05

G/L Reference 2 field has an "@" in it and not sure why.

Corrected the AP post program to not leave the “@” in the 9th position of the G/L reference 2 field.

Created a fix routine, GHFIX, that will remove the “@” from the 9th position of G/L reference 2. 58.07

Customer is in a check run, needs to void some checks during the run, and when they return to print the checks again they get an F Stat 92 error on the Table File in AP413. Modified the program so once the program voids the checks, the table file in AP413 is closed. 74016 58.08

A/P, Release, Vendor Number Change was not Changing the Vendor Name 77842 58.08

Optionally bypass Credit Card Validation and requiring of Credit Card number prior to authorization requests. A new field has been added to the NDSCCT file to “Not” validate Credit Card Numbers within the Solutions’ document entry programs. The Interface

Manager “Install” programs will set the new field accordingly. 78216 58.08

The A/P Open Item File Report Programs are not properly processing the reports that were selected for “Monthly” and “Last Day of Month”.

The A/P Open Item File Report Extract program (AP211) has been modified to properly process reports selected for “Monthly” and “Last Day of Month” Batch Processing. 58.09

Accounts Receivable

Change report modules to allow for 99 report ID’s for each Format/Type.

The report modules listed below have been modified to allow for 99 report ID’s for each Report Format/Type.

A/R Trial Balance

Equipment File Reporting

Rental Contract File Reporting

G/L History Reports

Inventory Master Reports

Order Entry Master Reports

Invoice History Reports

Invoice History Summary Reports

Service Master File Reports

58.00

A new option has been added to the A/R Terms Code Maintenance program (PC006) to allow for the specified request.

PC006 S01 TERMS CODE MAINTENANCE 5/06/10 Term 127

15:15 Rel 8.02

Terms Code...... XX

Description...... TERMS CODE XX

Display Message...... TERMS CODE MESSAGE XX

Message Type...... T [S]tandard, [B]link, [T]ext Box

Print Description......

Credit Check...... [Y]es, [N]o

Include Unbilled Charges [Y]es, [N]o, Blank = Yes

Include Open A/R...... [Y]es, [N]o, Blank = Yes

Cash/COD/Credit...... [C]ash, C[O]D, C[R]edit Card

Default Credit Co......

Terms Note......

Due Type...... [M]onths, [D]ays Due Day

Aging Period......

Discounts 1 2 3 4 5 6

Period......

Percentage......

Notes Key......

For Credit Card Sales

Update Cust A/R History.. [Y]es, [N]o, Blank = No

blank will default to [S]tandard <Fn5> Preview Message Display

When the Terms Code is applied to a Customer, the “Display Message” will now display (when appropriate) as specified by the new “Message Type” field.

“S” for Standard, will display the message at the bottom of the screen the way it has in the past.

“B” for Blink, will display the message at the bottom of the screen also – but the actual message will “blink”.

“T” for Text Box will message in the middle of the screen in a box. 58.00

OE100 S01 Counter Order Entry 5/06/10 Term 127

15:20 Rel 8.02

Documnt Br Customer Type Weight Total

001 100 TEST CUSTOMER lb

 A/R Terms Message 

 

** TERMS CODE MESSAGE XX **

 

 Press ENTER When Ready _



Add “Transaction Date” to the A/R Check Payment displays.

“Transaction Date” has been added to the A/R Check Payment file and the displays. 58.00

Tax history reports not working. Key structure changed from 57 to 58 so the work file created by AR241 needed to account for the change. 58.02

The credit card number is getting written to the A/R description field then being displayed from the customer abstract screen. Modified the information that is written to the A/R description field so only the last 4 positions of the credit card are written and asterisks in the first twelve positions. 58.03

A blank page is printing between each statement. Modified the print routine to not page break between statements when the options to print branch name and remit to branch are set to “N”’s. 58.04

Default the A/R G/L Codes from the A/R control record into the A/R Batch maintenance rograms.

Changed the program to default in the G/L accounts from the A/R control record. 57.21/58.05

Increase the reference 3 field. The reference field 3 has been increased to 12 positions in release 58. Opened up the GL300 reference 3 field to allow for the user to search on 12 positions AND display all 3 positions 58.05

GL900: add option for Tab delimited input file format. The G/L Batch Upload program GL900 has been modified to identify and allow for a Tab Delimited input file.

The record layout for the new Tab Delimited format is as follows (with Carriage Return and Line Feeds). All fields must be accounted for by a delimiter – i.e. at least 17 tabs.

DescriptionTypeFormat

  1. LedgertextA/P, A/R, C/S, E/R, F/A, G/J, M/A, M/E, P/O, PR, S/A, S/J, U/S
  2. Prime Accounttext5 positions max
  3. Sub Accountnumber or textNo Decimal: Branch position 1-3 / Department positions 4-5
  4. Transaction Datedatemm/dd/ccyy
  5. Period Datedatemm/dd/ccyy
  6. Dollar Amountcurrency or number-zzz,zzz,zzz.zz
  7. Equipment #text9 positions max
  8. Make Codetext2 positions max
  9. Desc Codetext3 positions max
  10. Salesman Numbertext3 positions max
  11. Control Numbertext10 positions max
  12. Reference 1text8 positions max
  13. Reference 2text12 positions max
  14. Reference 3text12 positions max
  15. Commentstext30 positions max
  16. Accrualtext[Y]es or [N]o
  17. Balance Forwardtext[Y]es or [N]o *see Bal Forward Note*
  18. Clear Amountstext[Y]es or [N]o

Bal Forward Note: If ACCRUAL = "Y" or the Account Type is "Revenue" or "Expense", then Balance Forward will be forced to "N".

58.05

A/R Cash application not working properly. Cross Application “I”nvoice option and “E”xit/Apply Balance are not resetting customer properly.

Corrected the application so the customer gets set properly when the user is selecting an “I” or an “E” to exit. Also changed the program so the user must enter an Invoice to continue. 57.21/58.05

A/R Statements are creeping down the page 2 lines at a time.

Added an “/L” switch to the program AR261 to get statements to print properly on Linux machines but also not cause any problems for those dealers not on Linux. 57.21/58.05

AR210 Report search does not start with the entered values.

The A/R Master Reports selection program (AR210) has been modified so the report search will start at the entered Report Type and Report ID. Also, added the ability to get to the Search using Fn5. 58.05

When running SC510, the program errors when checking the values of the "Non A/R Customer" field in the name and address record. If one customer is an "N" while the other is a space - the program should see these values as the same and not error out.

Changed the program that receipts the product so equipment history and equipment comments are created and the dollars on the equipment master are updated. Modified the message on the screen to let the user know the attached to equipment is sold. 58.05

Customer was using SC940 to enter a replacement meter and the results were not expected.

Modified SC940 to ask the user if the meter entered is a replacement and if so, replace the current meter and add to the MTD, YTD, and LTD fields. 58.05

In AR910 (A/R History Charges Re-sync), remove the “Run Now” option and add the ability to run in Batch. The requested changes have been made to AR910:

“AR910”

After answering “N” to “Any Change”, the user will be prompted to load the process “AR910/B” to the Batch Queue:

Load Batch Process: [Y]es or [N]o N

Answering “Y” will load “AR910/B” to the Batch Queue.

All processing is the same as before. 58.07

The Name & Address Maintenance (SC010) and Contact Maintenance (SC020) have been modified to control Emailing of Invoices and Statements. These new options are only available if “myAccount” is installed and valid.

The Name & Address Maintenance (SC010) and Contact Maintenance (SC020) have been modified as requested. These new options are only available if “My Account” is installed and valid.

Print Statements: [Y]es, [N]o, [E]mail, or [B]oth

Print Invoices: [Y]es, [N]o, [E]mail, or [B]oth (Y/N Defaultis in Price Code)

40450 (WK16722) 58.08

Month-end and demand statements, when printing the column dashes, do not always print on the same row when the address line is 3, 4, or 5 lines. Modified the program AR261 to account for when there are three and four address lines. 79283 58.08

Discount is not getting calculated in the A/R Cash Receipts Entry program

Added logic to calculate discount in the A/R Cash Receipts entry program, AR110. 58.09

A/R Trial Balance handling of invoices that are offset to zero but not on the same customer account. Invoice does not show on Trial Balance even though separate customers have a balance.

Modified the AR211 extract program to check the customer number before deleting balance records to be reported. 58.09

Option to print zero dollar invoices is set to “N” but work orders with multiple segments, whose blank segment is zero dollar, do not print.

Modified the print program to check all segment totals when determining if the invoice is a zero dollar invoice. 88739 58.12

Request to add a literal to the nightly printed invoices so dealers can easily identify what invoices will be emailed during the nightly process.

Add the liter “MyAccount” to the top right hand corner of invoices that will be emailed from the middle tier. 90564 58.12

Commission

Commission register add to YTD gross profit does not add up correctly.

The program, PC401, was calculation for Total Added To YTD Gross Profit was incorrect. 57.18, 58.02

Depreciation

Create a purge process for Inactive Fixed Assets.

The program FA950 has been created to allow for “purging” of Inactive Assets from the Fixed Asset Master file.

Run the program “FA950” to access the controls for the purge process.

After entering the desired controls/selections, the user will be prompted to load the process “FA950/B” to the Batch Queue. This process requires exclusive access to the Fixed Asset Master, so it is not recommended to run it while other users are on the system.

The Last Post Month cutoff date will be compared to Asset’s Book, Tax, Tax1, & Tax2 Last Post Months. The End Month cutoff date will only be used when the Asset’s Last Post Month is blank. If an asset record has blank in all of its Last Post Months and End Months, that asset will not be selected for purging.

The FA950/B process will read through the Fixed Asset File for main asset records that have a Status of “Inactive”. For all main asset records that meet the selection criteria, all associated Un-serialized and Capital Repair records must also meet same selection criteria before any of them are purged from the system.

The purge process will also create a detail report of main assets that were (or were not) purged. The report will include a summary page of record counts. 58.02

Methods “S” and “T” are not depreciating properly in the last year of the assets life.

Modified both method “S” and “T” so the calculated depreciation is correct during the last year of the assets life. 58.03

In FA950, add tilde matching to the Type code, allow purging of Orphan Capital Repair records, and handle the dependent Capital Repair (& un-serialized sequenced) records differently.

FA950:

Tilde matching has been added to the Type and Category code fields.

Orphaned Capital Repair records will now be purged if they meet the selection criteria.

Dependent Capital Repair (& un-serialized sequenced) records will now be marked as valid for purging if they are:

  • Inactive
  • Meets the Branch, Type, Category, & Source selections
  • LTD Depreciation is Zero -or- meets the date requirements.

Additional dependents must also be valid for purging as well as the Main Asset before any of them are purged. 58.03

The Previous YTD depreciation is incorrect. Need a way to correct the amount.

Added a “/U” switch to allow the user to update the previous YTD depreciation amount. 58.03