citadel business system documentation · citadel business system documentation release notes 9.1...

CITADEL BUSINESS SYSTEM DOCUMENTATION

RELEASE NOTES 9.1

August 1999

BASE FILES 6

BRANCH MAINTENANCE 6 DEFAULT RECEIPTING BIN 6 INVENTORY BRANCH 6 INVENTORY CATEGORIES / TYPES 6 COMPANY PARAMETER MAINTENANCE 6 COMPANY DEFINED GENERAL LEDGER INTERFACE ACCOUNTS 7 BRANCH DEFINED GENERAL LEDGER INTERFACE ACCOUNTS 7 REFERENCE FILES 8 GENERAL LEDGER COST TYPES DD.GLCCCTYPEMAINT 8 LOCATION CATEGORIES DD.BICMAINT 8 LOCATION TYPES DD.BITMAINT 8 OEM REFERENCE CODES DD.EOMREFMAINT 8 INVENTORY POSTING DEFINITION DD.BRINVGLMAINT 8 G/L POSTING BY CONTRACT TYPE/ANALYSIS KEY AND COST TYPE DD.GLCPACOSTMAINT 8 CUSTOMER SITE PROFILE TEMPLATE DEFINITION DD.CSPROFTEMPMAINT 8 DURABLE REFERENCE MAINTENANCE 9 AREA / TERRITORY MAINTENANCE DD.AREATERRMAINT 9 GREATER AREA MAINTENANCE DD.GAREAMAINT 9 REGION CODE MAINTENANCE DD.REGIONMAINT 9 REPORT – CUSTOMERS BY REPRESENTATIVE DD.REPCUSTLIST 9

OPERATIONAL MASTER FILES 10

VENDOR MAINTENANCE (AND ENQUIRY) 10 CUSTOMER MAINTENANCE (AND ENQUIRY) 10 CUSTOMER SITE MAINTENANCE 10 EXCHANGE RATE CHANGES 10 SERVICE MANAGEMENT PRODUCT ENQUIRY DD.SMPRODENQUIRY 10

GENERAL LEDGER 11

PRINTING BALANCE SHEETS 11 GENERAL LEDGER DETAIL REPORT 11 GENERAL LEDGER JOURNAL ENTRIES 11 POSTING TO THE “INVENTORY” ACCOUNT 11 INVENTORY COSTING BASIS (STANDARD OR AVERAGE) 11 MERGING ACCOUNTS IN THE CURRENCY GENERAL LEDGER DD.CACURRMERGE 13

SALES ORDERS 14

CREDIT CHECKING IN THE BACKORDER ALLOCATION PROCESS 14 PROGRAM PARAMETERS TO DEFINE OPERATOR OPTIONS IN CONFIRM PROCESS 14 OPTIONALLY ENTER ORDERS IF CUSTOMER IS ON CREDIT CONTROLLER HOLD 14 REPORTS AND ENQUIRIES 15

Release Notes - version 9.1 ii

SALES BACKORDERS HELD FOR CUSTOMERS ON CREDIT CONTROLLER HOLD 15 SALES BACKORDERS HELD FOR CUSTOMERS ON ZERO CREDIT LIMIT 15 CUSTOMERS WITH NO REPRESENTATIVE 15 CUSTOMER SALES ENQUIRY 15 DAILY SALES BY ANALYSIS KEY ENQUIRY 15 PICKING SLIP AUDIT REPORT 16 ORDERS NOT ALLOCATED AUDIT REPORT 16 SALES BY REP BY PERIOD DD.REPBYPERDRPT 16 DAILY SALES BY REP DD.DSREPORTR 16 LIST UNINVOICED INSTALLMENT NOTICES BY REP DD.ICONFLISTR 17 INVOICE LIST DD.INVLISTC 17 CHARGING EXCHANGE RATE VARIATIONS 18 TO USE THE FACILITY 18 LINKING SALES ORDERS TO PURCHASE ORDERS 19 ASSIGNING THE PICK SLIP PRINTER BASED ON THE SUPPLY BRANCH 19

PURCHASING 20

PURCHASE ORDER DUE ENQUIRY DD.PODUEENQ 20 PURCHASE ORDER DUE LIST DD.PODUELIST 20 PURCHASE ORDER PRE RECEIPT LIST DD.POPRERECLIST 20

SHIPMENT COSTING 21

SEPARATE STOCK TRANSACTION CODE FOR SHIPMENT RECEIPTS 21 SHIPMENT PRE RECEIPT LIST DD.SHIPPRERECLIST 21

ACCOUNTS RECEIVABLE 22

DIRECTION OF WHERE THE BANK DEPOSIT SCHEDULE IS PRINTED 22 ABILITY TO SHOW EITHER CONTRACT # OR INVOICE # IN CASH RECEIPTING PROCESS 22 ACCOUNTS RECEIVABLE ENQUIRY 22 ON ACCOUNT LIST 22

ACCOUNTS PAYABLE 23

ACCOUNTS PAYABLE DISBURSEMENTS DUE SUMMARY DD.APDISBSUMM 23 ACCOUNTS PAYABLE DISBURSEMENTS DUE DETAIL DD.APDISBDETL 23 ACCOUNTS PAYABLE ENTRY DD.APENTRY 23 PAYING VENDORS BY DIRECT REMITTANCE 24 DIRECT REMITTANCE CANCELLATION 24

STOCK TRANSFERS 25

QUICK STOCK TRANSFER PROCESS (BY-PASSING IN TRANSIT) 25 INTRANSIT ADJUSTMENTS TRANSACTION CODE 25

Release Notes - version 9.1 iii

INTRANSIT RECEIPTING 25 PICKING SLIP AUDIT REPORT 25

INVENTORY 26

ATTACHMENTS TO INVENTORY ITEMS 26 AVERAGE STOCK LIST DD.AVGSTOCKLIST 26 KIT ASSEMBLY 26 MAKING SERIAL NUMBERS UNIQUE 26 STOCKTAKE UPDATE 26 STOCK WRITE DOWN REPORTS BASED ON STOCK RECEIPTS 26 STOCK LIST DD.STOCKLISTP 27 CODING PRODUCT COST CHANGES TO THE DEPARTMENT ON THE AKEY OF THE PRODUCT 27

SERVICE MANAGEMENT 28

CALL EVENT LOGGING 28 ADDITIONAL FEATURES/REFERENCES HELD ON THE CONTRACT FILE. 28 (NOT)IFY 28 (CONT)ACT 28 (ROY)ALTIES 28 (SER)VICE 29 (M)INIMUM CHARGES OR (F)IXED FEES 29 (SPEC)IAL CONDITIONS 30 (SP)ECIFIC DETAIL 30 POSTING GENERAL LEDGER ENTRIES FROM SERVICE CALL CLOSE BASED ON CONTRACT TYPE/ ANALYSIS KEY/COST TYPE 31 RETURN OF PRODUCTS FROM CUSTOMERS WHEN SPECIFIC PARTS ARE USED ON A SERVICE CALL 32 REPAIRING FAULTY PRODUCTS 33 ALLOW DELIVERY DOCKETS TO BE PRINTED AS PART OF CALL CLOSE 33 TAX EXEMPT SERVICE CALLS 33 REPORTS AND ENQUIRIES 34 AREA SITE LIST DD.AREASITELIST 34 CALL LIST DD.CALLIST 34 PRODUCT CALL HISTORY ENQUIRY DD.CHPNOLINENQ 34 BUILD REPORTING FILES FOR CONTRACT / SERVICE PROFITABILITY DD.SMCSAUPDATE 34 CONTRACT PROFIT DD.CONTRACTPROFIT 34 CONTRACT PROFITABILITY REPORT BY PRODUCT DD.SMCPPROD 35 CONTRACT PROFITABILITY REPORT BY SITE DD.SMCPSITE 35 SERVICE PROFITABILITY REPORT BY PRODUCT DD.SMPPROD 36 CONTRACT LINES LIST DD.SMC103 36 INVOICE ENQUIRY FROM REPAIR ENQUIRY 36

MANUFACTURING 37

JOB ENQUIRY 37

Release Notes - version 9.1 iv

PROJECT COSTING 37

PROJECT COSTING SUMMARY REPORT DD.PROJSUMRPT 37

GENERAL 38

PRODUCT CODE ENTRY DD.PNOENTRY 38 PRODUCT CODE SEARCH BY VENDOR PRODUCT CODE 38 ISSUE REBUILD DD.ISSUE1REBUILD 38 PURGE PROCESSES 38 ACCOUNTS PAYABLE PREPAYMENT FILE DD.APPREPAYPURGE 38 CONTRACT PROFITABILITY RECORDS DD.SMCSAPURGE 38

Release Notes - version 9.1 v

BASE FILES

Branch Maintenance

DEFAULT RECEIPTING BIN A default bin location can be defined for each branch. This is used when the branch is a dynamic warehouse and stock is receipted using the one step receipting process using the whole page or shipment options in the receipt processes. INVENTORY BRANCH Branches can be flagged as inventory branches to stop non inventory branches being used in the service management cost record process (DD.SMCHGMAINT) and record part charge process (DD.SMCHGPARTS). INVENTORY CATEGORIES / TYPES

Branches can be flagged with their inventory category and type via reference to location category and location type reference files. (DD.BICMAINT and DD.BITMAINT). The location category and type reference can be used to drive the “inventory” account posting to the general ledger. The inventory account must be defined in the reference file (DD.BRINVGLMAINT) and the program parameter in DD.GLDEFINE set for this to occur. Company parameter maintenance Parameters have been added to define: PM jobs by area or territory To define if PM job detail is to be held on

contracts and the method by which job sheets are to be generated

Exchange rate variation amount To define the minimum amount charged for exchange rate variations (see exchange rate variations – sales order processing)

Multiple orders on purchase order line To define if a purchase order line can reference multiple sales orders

One step receipting To define if purchase order receipting and shipment receipting can be done for a dynamic warehouse using a one step receipting process (see one step receipting – Purchasing)

Allow serial transfers To define if stock transfers can be done for products with their serial # specified.

Use standard costing instead of average To define if standard costing is used for postings to the general ledger instead of average costing (inventory) (see standard costing – general ledger)

Release Notes - version 9.1 Page 6

Company defined general ledger interface accounts Accounts to be defined are: Exchange rate variance Used when exchange variations are charged to customers

(the difference between the exchange rate when the order

was taken and when it was invoiced)

Clawback suspense Used when a charge is put on a call that is tax exempt and

tax is stripped from the price (held inclusive of tax)

Sales tax clawback Used to define the account for tax to be clawed back when

“exempt” service calls are invoiced (clearing the clawback

suspense file)

STD cost PPV

( purchase price variance)

Used when inventory postings are being done at standard

cost rather than average cost and there is a difference

between the purchase price and the standard cost held for

the product receipted

Branch defined general ledger interface Accounts Accounts to be defined are: Repair income Used for the cost recovery when a faulty part is converted to

good part (based on the $ value held on the product file)

Scrap recovery Used for the cost recovery when a faulty part is converted to

a good part (based on the % value held on the product file)


Reference files

GENERAL LEDGER COST TYPES DD.GLCCCTYPEMAINT Used to allow service call costs to be posted to the general ledger, based on cost type i.e.:

1 Material

2 Labor

3 Subcontractors

4 Freight, etc.

Codes can be held on the misc. change code file and entered in the procure entry process. Default codes can be defined for products, procures and misc. charges via program parameters in DD.INVGLASSIGN LOCATION CATEGORIES DD.BICMAINT

Used to define branches by category for reporting purposes and to hold the inventory values in the general ledger (in conjunction with the inventory posting reference file DD.BRINVGLMAINT). LOCATION TYPES DD.BITMAINT

Used to define branches by type for reporting purposes and to hold the inventory values in the general ledger (in conjunction with the inventory posting reference file DD.BRINVGLMAINT). OEM REFERENCE CODES DD.EOMREFMAINT A file of reference codes for OEM’s (original equipment manufacturers). The OEM reference can be held on both the product file and the service contract file. INVENTORY POSTING DEFINITION DD.BRINVGLMAINT Used to define the inventory accounts if general ledger postings are to be based on location category and type. G/L POSTING BY CONTRACT TYPE/ANALYSIS KEY AND COST TYPE DD.GLCPACOSTMAINT Used to define the posting entries from service call close where sales and cost of sales entries are to be based on contract type/ analysis key and cost type. CUSTOMER SITE PROFILE TEMPLATE DEFINITION DD.CSPROFTEMPMAINT Used to set up a template for customer profiles. The template consists of 10 attributes. For each attribute a description and a pattern are entered. (Customer site profiles are defined in the customer site maintenance process by selection of the (SP)rofile option.


DURABLE REFERENCE MAINTENANCE The durable reference maintenance process allows durable ref codes to be set up and maintained along with their amortisation %. Products and service contracts can be flagged with durable reference codes. Codes are held for reference and reporting purposes only. AREA / TERRITORY MAINTENANCE DD.AREATERRMAINT The area / territory maintenance process is used to link territories to areas GREATER AREA MAINTENANCE DD.GAREAMAINT The greater area maintenance process is used to create and maintain a ref file of greater area codes. Regions can be linked to greater areas. REGION CODE MAINTENANCE DD.REGIONMAINT A greater area code can be specified for each region. REPORT – CUSTOMERS BY REPRESENTATIVE DD.REPCUSTLIST The rep customer list is a report listing all customers for a nominated rep with detail covering customer address, phone and fax number


OPERATIONAL MASTER FILES

Vendor Maintenance (and enquiry) The “bank” field has been modified to hold the BSB number and the bank account number as two separate references. This allows the detail to be used in the AP direct remittance print facility correctly with particular reference to automatic down loads to bank files for EFT. (Electronic Funds Transfer). Customer maintenance (and enquiry) The customer ACN# has been included in the detail held for the customer. If held a search for the customer ACN be done by ACN # (.A)CN search. The customer currency adjustment percentage has been included in the detail held for the customer. This determines how much of any exchange variance the customer is liable for ( see exchange various changes - sales order processing) The default would normally be set as 100 %. Customer Site Maintenance

Both the physical address and postal address can be held on the site file. The support branch for the customer site can be defined for use in service call logging. Exchange rate changes When exchange rates are changed they are put to a history file as part of the maintenance process (DD.EXRATEMAINT). History detail can be displayed using the report DD.EXRATEHISTLIST or the enquiry DD.EXRATEHISTENQ. Exchange rate history is archived using the process DD.EXRATEARCHIVE. Service management product enquiry DD.SMPRODENQUIRY

The service management product enquiry facility allows service detail on the product file to be displayed.


GENERAL LEDGER

Printing Balance sheets Balance sheets can be printed to either the screen or to a printer. General ledger detail report The report DD.GLCALIST5 allows the general ledger to be printed based on a selected range of branches and accounts. General ledger journal entries A program parameter in DD.GLJNLENTRY allows shipment numbers to be mandatory (or optional) for shipment cost accounts. Posting to the “Inventory” account Inventory entries can be posted to the general ledger based on the location category and type of branch rather than from the default account as defined in the branch general ledger control file. Reference files must be established for the location categories and types (DD.BICMAINT and DD.BITMAINT) and branches defined as to their category and type. A cross reference file must also be setup to define the inventory account for each category /type (DD.BRINVGLMAINT). The program parameter in DD.GLUPDATE must be set to check the branch inventory account file for the general ledger postings. Inventory Costing Basis (standard or average) Inventory valuations and the financial entries for stock movements can be based on either a “ national average” cost or a “standard” cost. A company parameter determines the method that is to be used by the system i.e. DD.COPARAMAINT Use standard costing instead of average - Y/N The main difference between the two methods is in the stock receipting processes and to a lesser extent in the unit cost change processes. National average costing creates no gain or loss when stock is receipted at a different value to stock already held. All stock is simply revalued to reflect a new national average. If the standard cost method is used any variance between the receipt cost and the standard cost (the current inventory value) is written off to a purchase price variance account at the time of the stock receipt. The standard cost purchase price variance account is defined in the company general ledger control file.


Attribute 11 on the product file is used to hold the cost of the product irrespective of the inventory valuation method used. A standard cost for use in the manufacturing module can also be defined for each product. General ledger entries created when standard costing is used as the method of inventory valuation are: Purchase order receipting DD.PORECEIVE

debit Stock (at the standard cost)

credit Unpaid purchase order receipts (at the receipt value)

debit/credit Standard cost purchase price variance

Shipment receipting DD.SHIPRECEIVE


credit Shipment creditors(at the vendor cost value)

credit Shipment cost suspense accounts (at the shipment values)


Costed quantity adjustment DD.STOCKADJD


credit Stock gain or loss (at the nominated value)


Job to stock DD.JOBTOSTOCK

debit Stock(at the standard cost)

credit Stock (at the standard cost)

credit Miscellaneous change recovery a/c

credit Unpaid procures



Indent invoicing DD.INDENTINV (for indent stock transferred to stock)

debit Stock ( at the standard cost)

credit Indent stock (at the indent stock value)


Fixed assets to stock DD.FATOSTOCK

debit Stock(at the standard cost)

debit Provision for depreciation

credit Fixed asset cost


Unit cost changes DD.AVGCOSTCHANGE/DD.AVGCOSTCHANGED

debit/credit Stock

debit/credit Unit cost change

Merging accounts in the currency general ledger DD.CACURRMERGE The currency account merge process allows a specified account in the currency ledger to be merged with another account. The facility parallels the process DD.CAMERGE.


SALES ORDERS

Credit checking in the backorder allocation process Credit checking can be done in the back order allocation process via a program parameter setting in DD.BOALLOC and DD.BOALLOCHOT . If credit checking is done, orders failing the credit check are flagged as on credit hold and must be released before being included in future pick runs. Program parameters to define operator options in confirm process Program parameters define the options available in the pick confirm process with respect to:

Confirm screen on display (S)creen

Allow change of line qty (CH)ange line

Allow quantity entered to be held (H)old changes

Optionally enter orders if customer is on credit controller hold Orders can be entered for customers on credit controller hold if the DD.ORDERENTRY program parameter has been set to allow orders to be entered for such customers.


Reports and enquiries

SALES BACKORDERS HELD FOR CUSTOMERS ON CREDIT CONTROLLER HOLD The report DD.CUSCREDHLDLIST displays sales order held for customers flagged as being on credit controller hold. Detail covers:

• Order number

• Customer

• Product code

• Back ordered quantity

• Back ordered value SALES BACKORDERS HELD FOR CUSTOMERS ON ZERO CREDIT LIMIT The report DD.CUSCREDMTLIST displays sales orders held for customer flagged with a zero credit limit. Details covers:

• Order Number

• Customer

• Product code

• Back ordered quantity

• Back ordered value CUSTOMERS WITH NO REPRESENTATIVE The report DD.CUSTNOREPRPT lists customers that do not hold a representative on their master file.

CUSTOMER SALES ENQUIRY The enquiry DD.CUSTSALESRPT shows sales/cost/GP for a selected customer by period. From the enquiry sales/cost/GP can be displayed for a selected product. DAILY SALES BY ANALYSIS KEY ENQUIRY The enquiry DD.DSAKEYENQ shows the daily sales for selected analysis keys and branches. The report displays product sales month to date with sales and gross profit detail for:

• Invoice amount

• Credit amount

• Sales amount

• Budget amount


PICKING SLIP AUDIT REPORT A report to list pick slips produced from the back order allocation process (DD.BOALLOC) can be generated automatically at the completion of the allocation process. Generation of the report is dependent on the program parameter setting in the allocation program (DD.BOALLOC) “print audit trail of pick slips Y/N”. The report (DD.PICKRUNPRINT) can be directed to a hard coded form queue assignment via a program parameter. Reprints of the audit report can be made using the reprint pick slip audit process (DD.PICKRUNREPRINT). ORDERS NOT ALLOCATED AUDIT REPORT Two reports are available to list orders not allocated (included in the pick) due to:

a) The customer being over their credit limit

b) Orders not fully picked due to stock availability

Both reports are dependent on the program parameter settings in DD.BOALLOC and DD.BOALLOCHOT. SALES BY REP BY PERIOD DD.REPBYPERDRPT

The sales by rep by period report details sales invoices for a representative for a specified period with detail on product sold, sales, cost of sales and GP. DAILY SALES BY REP DD.DSREPORTR The daily sales rep report month to date detail is: • Monthly budget amount

• MTD invoice amount

• MTD credit amount

• Nett MTD sales

• Sales % of budget

• Monthly budget GP

• Sales MTD GP

• Credit MTD GP


LIST UNINVOICED INSTALLMENT NOTICES BY REP DD.ICONFLISTR The unconfirmed install notice report lists install notices that have yet to be confirmed (signed off) and invoiced in rep order. INVOICE LIST DD.INVLISTC

The invoice list for customer(s) reports on archived invoice history.


Charging exchange rate variations Exchange rate changes between the time the sales order is placed and the time the order is delivered to the customer can be “on changed” to the customer. Sales orders are flagged with the currency that the goods to be supplied are to be purchased in and the exchange rate that the price entered is based on. Sales order lines are flagged with the % adjustment that is to apply to the line (the % defaults from the currency adj. % held for the customer but can be overridden.) If the exchange rate variation is over a minimum value set (company parameter) and the product is flagged as having currency variations applying, he invoice process adds an additional line to the invoice for the variation. TO USE THE FACILITY

1. Define the minimum exchange rate variance amount DD.COPARAMAINT.

2. Define the exchange rate variation G/L account that changes made are to be posted to

DD.GLCOCTLMAINT.

3. Define the currency adjustment % for each customer DD.CUSMAINT.

4. Set up vendor/product relationships DD.VENDPRODMAINT.

5. Set the program parameters in order entry DD.ORDERENTRY to

a) Prompt for the currency the pricing is based on.

b) Allow entry of a currency adjustment percentage. In order entry (to pick) a screen allowing the P/O currency and the exchange rate to be entered is displayed after update. The currency code defaults from the vendor / product file (based on the product entered on the line 1 of the order). The exchange rate defaults from the exchange rate file (account rate). Both may be overridden. Changes can be made to the currency code and the exchange rate in order maintenance until the time the order is invoiced. Order enquiry allows the currency / exchange rate detail to be displayed. When the order is dispatched (DD.CONFIRM/DD.INVOICE) the invoice value using the exchange rate on the order header (adj. by the currency adjustment %) is compared with the invoice value using the current exchange rate (adj. by the currency adjustment %) to determined the exchange rate variation. If the value is greater than the value defined on the company parameter then a new order/invoice line is created to charge the variance (the charge code is the G/L code defined in the company general ledger control file).


Linking sales orders to purchase orders Multiple sales order lines can be linked to purchase order lines and /or multiple purchase order lines can be held for one sales order line. Sales order lines can be linked automatically to purchase order lines. Purchase order lines can be created automatically where none exist and one is required for a sales order line. Sales order lines that are to be linked to a purchase order line must be flagged to specify that the line is to have a purchase order line attached to it. This flag may be changed in the order maintenance process. The linking can be done within the purchase order entry or maintenance process or done automatically using the process DD.PRODREQGENO. This process reviews orders that are to be linked and: • Creates a link to an exiting purchase order line where the quantity order is greater

than the quantity already committed to sales order lines.

• Creates a new purchase order line for an existing purchase order that has yet to be

printed.

• Creates a new purchase order / purchase order line. The purchase order will be raised

on the first vendor/product record found

DD.POCREATE must then be run to generate the purchase order(s). Assigning the pick slip printer based on the supply branch The pick slip printer can be specified as part of the back order allocation process if the supply branch is specified in the program parameters in DD.BOALLOC (16) A prompt is given to the operator for the printer whenever the process is run and the supply branch is one that has been nominated. The same parameter is also available in the pick reprint process DD.PICKREPRINT.


PURCHASING

Purchase order due enquiry DD.PODUEENQ The purchase order due enquiry allows the lines of a nominated purchase order that are due for delivery to be displayed. Detail covers product, quantity due and quantity on customer backorder. Purchase order due list DD.PODUELIST The purchase order due list displays the purchase order lines that are due for a nominated vendor. Detail covers the purchase order number / line number, quantity ordered, quantity due, $ due and shipment number. Purchase order pre receipt list DD.POPRERECLIST

The purchase order pre receipt list shows the detail of a nominated purchase order. The purchase order must be for a dynamic warehouse.


SHIPMENT COSTING

Separate stock transaction code for shipment receipts A new stock transaction code has been added to allow shipment receipts to be distinguished from purchase order receipts (code 35). Shipment pre receipt list DD.SHIPPRERECLIST The shipment pre receipt list shows the detail of a nominated shipment. The shipment must be for a dynamic warehouse.


ACCOUNTS RECEIVABLE

Direction of where the bank deposit schedule is printed The bank deposit schedule can be directed to a specific form queue via a setting defined in the program parameters of DD.ARCASHREC. Ability to show either contract # or invoice # in cash receipting process Contract numbers can be displayed in the place of invoice numbers via a setting defined in the program parameters in DD.ARCASHREC. Accounts Receivable Enquiry Options are available from the message line to enquire on journal entries (J#) and amounts in pick ((IN) pick) for the customer. On account list

The report DD.OALIST is a selected list of amounts held “on account” for customers . Detail covers each on account amount held, by reference.


ACCOUNTS PAYABLE

Accounts payable disbursements due summary DD.APDISBSUMM The accounts payable disbursements due summary lists vouchers due for payment for vendors that have vouchers due up to and including a specified date. Accounts payable disbursements due detail DD.APDISBDETL The selection criteria for these reports have been enhanced to include the report in either vendor currency or local currency. When printed in local currency, the vendors’ currency code is displayed for reference purposes only. Accounts Payable Entry DD.APENTRY

• A program parameter allows entry of manual cheques to be prohibited.

• The process allows invoices entered to have the person who approved them to be

noted (verified against the operator file). A program parameter allows entry to the

“oked” field. If set, then a value must be entered for each invoice that is entered.

• A parameter can be set to force vouchers to be entered only for periods greater than a

defined period. This should be used at year-end when entry of detail has to be stopped

for last year but the general ledger has not been rolled to the new financial year.

• Entry of vouchers for specified vendor types can be prohibited by defining the

appropriate types in program parameter 15.


Paying vendors by direct remittance Vendors can be paid by direct remittance to their bank account, as an alternative to payment by cheque, using the AP direct remittance print process (DD.APREMITPRINT). Vendor to be paid by direct remittance must have their BSB number and bank account number specified on their master file (DD.VENDMAINT). Detail held in these fields is the flag that prohibits cheque’s being automatically generated for the vendor via the cheque print process ( DD.APCHQPRINT) and the flag that they will be paid using the direct remit print process. (Note: manual cheque’s can still be raised and entered for the vendor). Before the AP remittance print process is run, the disbursements due reports should be run to determine, for the cash flow purposes, the value of the proposed run. The reports will assist in determining which vendors or vendor invoices are to be included/excluded from the AP remit print run. The driver process for the AP remit print is identical to the cheque print process. The bank account, remit print date, voucher due date, posting period and vendors to pay /not to pay are specified. Payment advices are generated for the payments made, showing the payment detail. Each payment is given a D# number for reference purposes. This number is used in place of the cheque number reference in the vendor payment history file. A summary is produced of the payments made and given a run number for reference purposes. The bank uses this report to pay the vendors (an interface can be written to bank software if required). The bank file (for bank reconciliation purposes) is updated for each D # number (each vendor paid). The APTRANS file is updated for invoices paid and the following financial entries posted to the general ledger:

debit Accounts Payable

credit Bank Direct remittance cancellation Direct remittance payments can be cancelled using the cheque cancellation process (DD.APCHQCAN). Instead of entering a cheque number, either the direct remit number (D# number) or the run number (R# number) is entered. Entering the D# number allows just one vendor payment to be cancelled. Entering the R# number allows all the D# numbers to be displayed sequentially for the run and optionally cancelled. Posting entries are made to the APTRANS file, the vendor payment history file, the bank file, and the general ledger. debit Bank

credit Accounts Payable


STOCK TRANSFERS

Quick stock transfer process (by-passing in transit) The quick stock transfer process (DD.QUICKSTKTFR) allows stock to be shifted from one location to another without going through the intransit stage. Stock adjustment transactions are created in both the supply branch and the receiving branch. The reason code for the stock adjustment is defined in the program parameters of the program. General ledger entries are generated only to the stock accounts of each branch. Intransit adjustments transaction code Intransit stock adjustments are coded to a specific transaction code to distinguish them from stock adjustments done for stock gains/losses. The code reference is 40. Intransit receipting A program parameter in DD.INTRANSITRECEIVE determines if stock can be over receipted Picking slip audit report A report to list pick slips produced from the back order allocation process (DD.TBOALLOC) can be generated automatically at the completion of the allocation process. Generation of the report is dependent on the program parameter setting in the allocation program (DD.TBOALLOC) “print audit trail of pick slips Y/N”. The report (DD.TPICKRUNPRINT) can be directed to a hard coded form queue assignment via a program parameter. Reprints of the audit report can be made using the reprint pick slip audit process. (DD.TPICKRUNREPRINT).


INVENTORY

Attachments to inventory items Attachments made to product held in stock can optionally update demand via a program parameter setting in DD.ATTACHMAINT. Average stock list DD.AVGSTOCKLIST The report “average stock list” displays stock detail for a specified branch(s) and analysis key. Detail covers:

• Quantity on hand

• Reorder point

• Reorder quantity

• Safety stock

• Average quantity on hand

• Average $ on hand

Kit assembly A program parameter determines if component stock can be driven negative when kits are assembled. (DD.KITASSMBLY) Making serial numbers unique

Products flagged as serialised and with a trading quantity of one are forced to use different serial numbers for each stock item (each serial number is unique). A check is done whenever stock is processed to ensure that the serial number specified is not held in stock or exists on the ownership files. If the serial number already exists the operator is warned and is prohibited from using the number. If the number is required to be used the stock records or the ownership records must first be amended. Stocktake update A program parameter can be set in DD.STUPDATE to specify the reason code for stock adjustments. This code will then drive the general ledger postings in preference to the stock adjustment account defined on the branch general ledger control file. Stock write down reports based on stock receipts Two reports are available to list writedown detail if the stock write down file is based on receipt history rather than demand history. These are DD.476R and 477R (summary and detail).


Stock list DD.STOCKLISTP

The stock list report DD.STOCKLISTP displays stock detail for a nominated branch and product group. Detail includes for each product held, cost and price. Coding product cost changes to the department on the akey of the product Cost changes can be coded to the general ledger department specified on the akey of the product via a program parameter setting in DD.ACC.


SERVICE MANAGEMENT

Call Event Logging Events during the life of a call may be logged independently to the escalation status log. Detail is used for information purposes only. Details include the event log time and date, the log code, comments and operator code. Printing of the call event log is available from within this process. The call log maintenance process (DD.CALLOGMAINT) is used to establish and maintain call event log codes. The call log code file is referenced when call events are being logged in the call log event maintenance process. The call event logging process DD.CALLEVNTLOG is used to log actual events for a call. Call event enquiry (DD.CALLEVENTENQ) allows event detail to be displayed for nominated call. Additional features/references held on the contract file. Additional references can be held on the contract file that can then be used in other service management processes. The options are all switchable by program parameters in the contract entry, maintenance and inquiry processes i.e. DD.SMCENTRY, DD.SMCMAINT and DD.SMCENQ. (NOT)IFY The notify option allows detail to be entered on who is to be notified when calls are either opened or closed. The contract person and contact number can be entered for fax, email and phone. The contact person must be held on the Contact file. (CONT)ACT

The contact option allows “contacts” to be held on / for a contract. Adding a contact to a contract allows the user to either select an existing contact from the contact file or set up a new contact and add it to the contact file. (ROY)ALTIES The royalties option allows royalty percentages or fixed fees to be defined for the contract along with the vendor (creditor) to whom they are to be paid and commission percentages or fixed fees along with the rep to whom it is to be paid. Royalties and commission rates are defined at a header level. A report is available to display the various royalty and commission values (DD.SMCOMMRPT). The report displays for each contract the royalty and commission detail held and the monthly amount that is payable. No facilities are available to control the actual payment of the royalties/ commissions payable.


(SER)VICE The service level option allows reference data to be held on a contract for use in service call billing and for reference purposes. The data can be held at a contract level or at a contract line level. Expected (benchmark) response times can be held for reference purposes. Consignment stock OEM ref. (original equipment manufactures). Parts mark up % The percentage on cost that parts used on service calls

referencing the contract are to be marked up by.

Supplied free of charge A Y/N flag to indicate whether parts obtained from a supplier

are obtained free of charge.

Group code A code to group contracts for reference purposes.

Supplier A reference for who is recommended to supply parts to calls

referencing the contact.

Price uplifts Date and percent or amount. These represent the dates and

values the contract or contract line is to have its price uplifted

by (referencing data only at this point).

(M)INIMUM CHARGES OR (F)IXED FEES From the options (M)inimum charges or (F)ixed fees, detail can be defined for use in the service call cost recording/ call close process. (M)inimum charges can be defined for miscellaneous codes (rate and amount ). These are then used in: 1. The call charges process to apply a specific price for the charge code.

2. The call close process to ensure that calls referencing the contract have had certain

changes applied.

(F)ixed charges can be defined for miscellaneous codes (rates and amount) to allow calls referencing the contract to have a fixed change applied for the call (driven by a program parameter in call close). (Note: other charges can be applied to the call but the operator is warned when doing so that the call is referencing a contract where fixed changes apply)


(SPEC)IAL CONDITIONS

The special conditions option allows narrative to be added to each contract in the form of diary notes to describe any special conditions that may apply to the contract. Each piece of text that is added is date/time stamped. Detail can be viewed from call entry by selecting the contract lines option. A report is available to view all (SPEC)ial conditions detail held with selection by contract and date range (entered) DD.SMCONDITIONS. (SP)ECIFIC DETAIL The specific detail option allows specific data to be held for a contract. Detail covers: • Notice period to terminate

• Review date

• Serial # required

• PO required to log a call

• P/O required to log a call.

• T/P rma # required

• T/P call # required

• Database name for serial # verification

• Freight in responsibility code

• Freight in charges _______ per _________.

• Freight out responsibility code

• Freight out charges ________ per __________.

• Consolidated invoice

• Block part swapping

• Activity based billing

All fields are reference only.


Posting general ledger entries from service call close based on contract type/ analysis key/cost type General ledger entries can be posted to sales and cost of sales entries based on the contract type/ the analysis keys of the contract and the cost type of the cost. This takes precedence over the other definitions that can be set (analysis key or default accounts). A file must be created to define the various cost types that costs are to be categorised by DD.GLCCTYPEMAINT i.e.:

1 material

2 labour

3 subcontractors

4 freight

A file must also be created to define the posting entries to the general ledger . (DD.GLCPACOSTMAINT) Accounts are defined by:

Contract type __________

Analysis key __________

Sales account __________

Cost type______________ Cost of sales account______________

The cost type for the various costs applied to calls is determined by program parameters in the routine DD.INVGLASSIGN although specific cost types can be set for each misc. change code (DD.MISCHGMAINT). Specific cost types can be entered as each procure is entered on the call.


Return of products from customers when specific parts are used on a service call If a product is defined as a repairable product (verses consumable) or is a consignment stock item the system allows/ prompts for an item to be returned from the customer when it is used on a service call. Products are defined as repairable or consumable in the product maintenance process – screen 2 (DD.PRODMAINT). Stock inquiry displays if the product is repairable. Consignment products are defined by a program parameter in DD.PRODMAINT (via a suffix definition). If the product is a normal item, the item that is returned is a “faulty” part. If it is a consignment stock part, the return product is the consignment stock item. Faulty parts must exist on the product file. To assist in creating these a program parameter can be set in product maintenance defining the suffix of a faulty part so that as ordinary repairable parts are setup a faulty part number is automatically set up. Faulty parts are bought back into stock at a defined value. This is based on the cost of the normal product, less the standard repair cost, less the scrap rate (%). The standard repair cost and scrap % are held on the product file and are defined using the service management product maintenance facility (DD.SMPRODMAINT) This detail can be viewed from product inquiry using the (SM) product detail option. Entry of faulty parts /consignment stock from the service management charge recording process is determined by the program parameter settings in DD.SMCHARGEMAINT and DD.SMCHGPARTS: • “allow entry of faulty parts detail”

• “access product return screen for consignment stock parts regardless of repairable”

• “suffix to check for the unconditional repair screen prompt”

The return screen allows ownership detail to be updated for returned products and faulty or consignment stock returns to be entered. Stock is receipted into the branch specified on the previous call line (the branch the good item was dispatched from). A negative call line is created for the return.


Repairing faulty products If a service call is for the repair of a faulty product, the call close process allows the repaired (faulty) product to either be scrapped or converted to a good product. A program parameter in the call close process (DD.SMCALLCLOSE) must be set to define the suffix of the repair part for the scrap /conversion option to be accessed. The product file (generic part) should contain repair cost and scrap % detail. This is setup using the process DD.SMPRODMAINT. If the scrap option is taken the operator is dropped into the stock adjustment process to allow the faulty product to be written off. General ledger postings are coded to the account defined for the stock adjustment reason and the branch specified. If the convert option is taken the faulty part is converted into a good (normal) part. General ledger entries for the conversion are based on:

The cost of the faulty part

Plus the standard repair cost (cost recovery)

Plus the scrap % (of the good part) (scrap recovery)

The standard repair cost recovery account and the scrap recovery account are defined on the branch general ledger control file. The stock entries are done in the branch specified. Allow delivery dockets to be printed as part of call close Delivery dockets can be printed as part of call close. The delivery docket program name must be specified in the program parameters of call close DD.SMCALLCLOSE. Tax exempt service calls A tax exempt flag has been added to the service call header file and the screens and processes changed to deal with excluding tax from charges made ( particularly where prices are held tax inclusive )


Reports and enquiries

AREA SITE LIST DD.AREASITELIST The area site list displays, for selected areas, a list of customer sites (by customer) for the area. The report includes the area contact and phone number. CALL LIST DD.CALLIST The call list report DD.CALLIST is sorted either by call type or log date based on a program parameter setting. PRODUCT CALL HISTORY ENQUIRY DD.CHPNOLINENQ

Selection criteria have been increased to include call type. BUILD REPORTING FILES FOR CONTRACT / SERVICE PROFITABILITY DD.SMCSAUPDATE

The process DD.SMCSAUPDATE is used to build reporting files for contract / service profitability reporting in a similar manner to the sales update process DD.SAUPDATE. CONTRACT PROFIT DD.CONTRACTPROFIT The contract profit report allows the profitability of selected contracts to be displayed. The report can be run in summary or detail form. Detail is taken from the SMCSA files (service management contract sales analysis files). Detail displayed covers: • Contract revenue

• Contract cost

• Contract cost to billing

• Non contract revenue

• Non contract cost

• Non contract cost to billing

• Total revenue

• Total cost

• Total cost to billing


CONTRACT PROFITABILITY REPORT BY PRODUCT DD.SMCPPROD The contract profitability by product report allows the profitability of selected products and contracts to be displayed. The report can be run in summary or detail form. Detail is taken from the SMCSA files (service management contract sales analysis files). Detail displayed covers: • Part or miscellaneous charge number

• Contract revenue

• Contract cost

• Contract cost to billing

• Non contract revenue

• Non contract cost

• Total revenue

• Total cost

• Total cost percentage

CONTRACT PROFITABILITY REPORT BY SITE DD.SMCPSITE The contract profitability by site report allows the profitability of selected sites and contracts to be displayed. The report can be run in summary or detail form. Detail is taken from the SMCSA files (service management contract sales analysis files). Detail displayed covers: • Customer name and site number

• Contract line

• Contract revenue

• Contract cost

• Total cost



SERVICE PROFITABILITY REPORT BY PRODUCT DD.SMPPROD The service profitability by product report allows the profitability of selected products to be displayed. The report can be run in summary or detail form. Detail is taken from the SMCSA files (service management contract sales analysis files). Detail displayed includes: • Part or miscellaneous charge number

• Call number

• Call revenue

• Call cost

• Non call cost

• Total cost


CONTRACT LINES LIST DD.SMC103

The contract lines list allows line detail of selected branches, customers, sites or contracts to be displayed. Detail displayed includes: • Customer name and site

• Contract and contract line number

• Product code and description

• Start and finish dates

• Billed to date

• Unit price per month

• Discount percentage

INVOICE ENQUIRY FROM REPAIR ENQUIRY An invoice enquiry option is available in the repair enquiry process DD.RPRENQ


MANUFACTURING

Job enquiry Job enquiry displays the cost method used for the manufacturing job i.e. average or standard PROJECT COSTING

Project costing summary report DD.PROJSUMRPT The project costing summary report lists projects with cost and charge detail.


GENERAL

Product code entry DD.PNOENTRY A facility has been added to access a part number by the vendor part number if no product is found for the data entered. The feature is driven by a program parameter in DD.PNOENTRY – “ allow entry via the vendor part number”. If the part number entered is found on the product file the vendor part number facility is ignored. If the part number entered is not found on the product file and more than one code is found on the vendor part number file a list of products is displayed for the user to choose the product required. Note: a cross reference file DD.VPXREF is updated as vendor products are created. The program DD.VPXREFCREATE can be used to update exiting records. Product code search by vendor product code

The vendor product search facility allows products to be accessed via a search on the vendor part #. A program parameter in DD.PNOENTRY determines if the facility is available. If available, a search option is available VP( vendor part number) when entering the product code. From the search name entered, a list of items is displayed to the operator. Note: a cross reference file DD.VPXREF is updated as vendor products are created. The program DD.VPXREFCREATE can be used to update exiting records. Issue rebuild DD.ISSUE1REBUILD The issue rebuild program clears the issue file DD.ISSUE1, and rebuilds it from DD.ISSUEHIST Purge processes

ACCOUNTS PAYABLE PREPAYMENT FILE DD.APPREPAYPURGE The prepayment purge process purges all “released” prepayments. CONTRACT PROFITABILITY RECORDS DD.SMCSAPURGE The contract profitability record purge deletes all records from the DD.SMCSA file older than a specified date.


BASE FILESBranch MaintenanceDefault receipting binInventory BranchInventory categories / types

Company parameter maintenanceCompany defined general ledger interface accountsBranch defined general ledger interface AccountsReference filesGeneral ledger cost types DD.GLCCCTYPEMAINTLocation categories DD.BICMAINTLocation types DD.BITMAINTOEM reference codes DD.EOMREFMAINTInventory posting definitionDD.BRINVGLMAINTG/L posting by contract type/analysis key and cost type DD.GLCPACOSTMAINTCustomer site profile template definitionDD.CSPROFTEMPMAINTDurable reference maintenanceArea / territory maintenanceDD.AREATERRMAINTGreater area maintenanceDD.GAREAMAINTRegion code maintenanceDD.REGIONMAINTReport – Customers by representativeDD.REPCUSTLIS

OPERATIONAL MASTER FILESVendor Maintenance (and enquiry)Customer maintenance (and enquiry)Customer Site MaintenanceExchange rate changesService management product enquiry DD.SMPRODENQUIRY

GENERAL LEDGERPrinting Balance sheetsGeneral ledger detail reportGeneral ledger journal entriesPosting to the “Inventory” accountInventory Costing Basis (standard or average)Merging accounts in the currency general ledgerDD.CACURRMERGE

SALES ORDERSCredit checking in the backorder allocation processProgram parameters to define operator options in confirm processOptionally enter orders if customer is on credit controller holdReports and enquiriesSales backorders held for customers on credit controller holdSales backorders held for customers on zero credit limitCustomers with no representativeCustomer sales enquiryDaily sales by analysis key enquiryPicking slip audit reportOrders not allocated audit reportSales by rep by periodDD.REPBYPERDRPTDaily sales by repDD.DSREPORTRList uninvoiced installment notices by repDD.ICONFLISTRInvoice listDD.INVLISTC

Charging exchange rate variationsTo use the facility

Linking sales orders to purchase ordersAssigning the pick slip printer based on the supply branch

PURCHASINGPurchase order due enquiryDD.PODUEENQPurchase order due listDD.PODUELISTPurchase order pre receipt listDD.POPRERECLIST

SHIPMENT COSTINGSeparate stock transaction code for shipment receiptsShipment pre receipt listDD.SHIPPRERECLIST

ACCOUNTS RECEIVABLEDirection of where the bank deposit schedule is printedAbility to show either contract # or invoice # in cash receipting processAccounts Receivable EnquiryOn account list

ACCOUNTS PAYABLEAccounts payable disbursements due summary DD.APDISBSUMMAccounts payable disbursements due detailDD.APDISBDETLAccounts Payable EntryDD.APENTRYPaying vendors by direct remittanceDirect remittance cancellation

STOCK TRANSFERSQuick stock transfer process (by-passing in transit)Intransit adjustments transaction codeIntransit receiptingPicking slip audit report

INVENTORYAttachments to inventory itemsAverage stock listDD.AVGSTOCKLISTKit assemblyMaking serial numbers uniqueStocktake updateStock write down reports based on stock receiptsStock list DD.STOCKLISTPCoding product cost changes to the department on the akey of the product

SERVICE MANAGEMENTCall Event LoggingAdditional features/references held on the contract file.(NOT)ify(CONT)act(ROY)alties(SER)vice(M)inimum charges or (F)ixed fees(SPEC)ial conditions(SP)ecific detail

Posting general ledger entries from service call close based on contract type/ analysis key/cost typeReturn of products from customers when specific parts are used on a service callRepairing faulty productsAllow delivery dockets to be printed as part of call closeTax exempt service callsReports and enquiriesArea site list DD.AREASITELISTCall listDD.CALLISTProduct call history enquiryDD.CHPNOLINENQBuild reporting files for contract / service profitabilityDD.SMCSAUPDATEContract profit DD.CONTRACTPROFITContract profitability report by productDD.SMCPPRODContract profitability report by siteDD.SMCPSITEService profitability report by productDD.SMPPRODContract lines listDD.SMC103Invoice enquiry from repair enquiry

MANUFACTURINGJob enquiry

PROJECT COSTINGProject costing summary reportDD.PROJSUMRPT

GENERALProduct code entry DD.PNOENTRYProduct code search by vendor product codeIssue rebuildDD.ISSUE1REBUILDPurge processesAccounts payable prepayment file DD.APPREPAYPURGEContract profitability recordsDD.SMCSAPURGE

citadel business system documentation · citadel business system documentation release notes 9.1...

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