RollMaster
System Administration &
Accounting Documentation
Contents
Introduction/Initial Set-up1
System Maintenance5
B2B Functions 74
Owner Functions84
Special Functions108
Accounts Receivable113
Accounts Payable174
General Ledger249
Payroll System282
Appendices325
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1
RollMaster System Documentation – Introduction / Initial Set-up Procedures – 6/1/2012
RollMaster System
Introduction / Initial Set-up Procedures
The Basics:
When you log on to the RollMaster System, the first thing you should do is make sure your Caps Lock key is turned on, as the system will only recognize capital letters. Once you are logged on, you can use the mouse to navigate through menus and there are a many programs that have the new graphical technology where the mouse can be used as well. However there are two keys on your computer keyboard you should be aware of as they will help you navigate the system when the mouse cannot be used. They are the Enter key and the Escape key, generally labeled Esc on computer keyboards. The Enter key will generally move you forward through the system, and the Esc key will typically move you back. You will also use the up and down arrow keys quite a bit to move around within screens and menus.
Another characteristic of the system that you need to be aware of is that if you fill up a field with characters, the system will automatically move the cursor to the next field or prompt. Also, many of the system prompts and fields have been programmed to contain an automatic response in order to save the user keystrokes. Those automatic responses will be referred to as defaults throughout this manual. A system generated default can always be overridden (meaning a different response can be typed over the default) when applicable.
Some other keys to be aware of in the RollMaster System are the function keys, located at the top of your computer keyboard (F1-F12, and some computer keyboards may have through F14). During the installation of your RollMaster System, some of the function keys have been programmed to perform specific tasks in the system. The documentation in this manual will cover the use of these function keys as they pertain to each module in the system. [The term module refers to the various programs within the RollMaster System that perform specific functions.]
The (F7) key will bring up a calculator from any screen in the system. The calculator will appear as follows:
On a Windows operating system, you can use a mouse to operate, move around on the screen, and close the calculator. On Unix or Linux operating systems, the “+” (plus mark) symbol on your keyboard is used for addition; the “-” (hyphen or dash) is used for subtraction; the “*” (asterisk) is used for multiplication; and the “/” (forward slash) is used for division. Type a zero and hit enter to clear the calculator. Also, you can use the arrow keys to move the calculator around the screen, and to close the calculator, hit the F1 key and then hit enter.
The F8 and F9 keys are tied to the RollMaster Bar-coding program and equipment. If your store has the RollMaster Bar-coding package and has a scanner at every terminal, these keys can be programmed to keep track of job folders. This added feature is especially useful for large commercial dealers where job folders contain important permits, work orders, change orders, etc., and it is crucial that the location of each folder is known at all times. The process begins when a new job is entered in the system and a barcode label is printed and affixed to the job folder. The first person to get the job folder will use the (F8) Log Job Status function to scan the label, which tells the system who has the job folder. Then, every time the job folder transfers to another person or department, the label is scanned again. When someone needs to locate the job folder, the (F9) View Job Status function will display information on the last person to scan the job folder. The use of the Bar-coding program and the (F8) and (F9) keys can also be very useful for keeping track of rental equipment.
Once your printers are set up, the (F12) Print Screen function will allow you to print a copy of any screen in the RollMaster System. On some terminals, the Print Screen function may be tied to the (F14) or (F10) keys.
Getting Started:
Before you can begin using the RollMaster System, information will need to be entered into the system that is specific to your store. Please Note: In many installations, a TMS Representative will likely perform much of this initial setup prior to the first training. If this is the case, you can proceed to the main documentation on how to use applicable modules. When you first enter the RollMaster System, the screen will appear as follows:
In the middle of the RollMaster entry screen, the system will be prompting you to enter a Branch ID. Type in a Branch ID currently set up in your system, likely “1” for your main Branch and hit enter. Most RollMaster systems will be pre-set with User ID’s and the system will next prompt you to enter a User ID. Type in your ID and hit enter and the system will then prompt you for a Password. Type in your password and hit enter to bring up the Master Menu for the system as follows:
To select an item from the Master Menu—or any menu in the system—you can click on that item with your mouse or you can scroll up and down using your arrow keys and then hit enter on your desired selection, or simply type the number of the selection you wish to access and hit enter.
Master Menu Introduction:
Each item listed in the Master Menu will bring up another menu that contains modules relating to that menu title. For instance, if you select item “Sales Processing” from the menu, the system will bring up a list of all the modules relating to sales such as Order Entry/ Maintenance and Quotation/Proposal Maintenance, etc. To access modules relating to Accounts Receivable, you will select item #6 Accounts Receivable, and so on. You will find a section on each of the items listed in the Master Menu along with a thorough explanation on how to utilize each module in the system in one of the two main manuals. However, before you can begin using the RollMaster System, you must complete specific set-up procedures—unless these have been completed for you by a TMS Representative. The following section outlines which modules need to be accessed in order to complete the set-up procedures and where the documentation for each is located.
Initial Set-up:
The following is a checklist to assist you in completing the necessary set-up procedures for a brand new company on the RollMaster System. In the Set-up Modules column, you will find the names of the modules that need to be accessed in order to complete each set-up phase. In the Menu/Manual Section column, you will find the names of the menus/manual sections that correspond with each of the set-up modules. In the Manual & Page No. column, you will find the manual (SA=System Administration & Accounting; OP=Order Processing) and page number on which the explanation for each of the set-up modules begins.
Set-up ModulesMenu/Manual SectionManual & Page No.
- Account Maintenance/InquiryGeneral LedgerSA, Page 249
- Sales Tax Code MaintenanceAccounts ReceivableSA, Page 152
- System Control MaintenanceSystem MaintenanceSA, Page 7
- Salesperson MaintenanceSales ProcessingOP, Page 2
- Territory Code MaintenanceSales ProcessingOP, Page 6
The set-up for items 1-5 above should be completed in order and prior to beginning the set-up for any of the other items below.
- Product Code MaintenanceInventory ControlOP, Page 175
7.Vendor MaintenanceAccounts PayableSA, Page 174
- Customer MaintenanceAccounts ReceivableSA, Page 113
9.Catalog Maintenance-[-Inventory ControlOP, Page 183
- Job Type MaintenanceSales ProcessingOP, Page 7
- Payment Type Code Mnt.Sales ProcessingOP, Page 9
- Installer MaintenanceInstallation SystemOP, Page 303
The following set-up needs to be completed before going “live” on the RollMaster System. In other words, to generate accurate financial information from the system, you need to input beginning numbers from your current accounting and inventory records. The sooner the set-up in these modules is completed, the sooner you can rely on the RollMaster System entirely for all your accounting, inventory, and sales processing needs. Review these sections in the manual and decide how and when each will be handled.
Set-up ModulesMenu/Manual SectionManual &Page No.
- Inventory Maintenance/Inventory ControlOP, Page 202
Beginning Balances
- A/P Open Item Maintenance/Accounts PayableSA, Page 183
Beginning Balances
- A/R Customer Account Accounts ReceivableSA, Page 127
Maint.-Beginning Balances*
- Journal Postings/General LedgerSA, Page 254
Beginning Balances
*Please Note: All current customer deposits (deposits taken on jobs that have not been closed out in your old system) need to go in the RollMaster System through the Order Entry module. A job needs to be opened in the system for that customer and the deposit entered in the system through normal RollMaster job entry procedures using the Payment Type Code “Prior Deposits.” When all existing deposits have been entered, print the A/R Aging Report (Customer Deposits) accessible from the A/R Reports Menu 2 of 2 to verify that all deposits were entered correctly in the system. Call your trainer or Email the TMS Customer Service department at if you need further assistance.