|
| |
Daily Backup
| AS/400
DAILY BACKUP
A daily backup is performed during the SHUTDOWN procedure. This saves
all data in our main library, QS36F. If you do not run a SHUTDOWN every
night then you should perform a SAVEDAY to back up your data. You should
have a set of five daily save tapes marked with each day of the week. (Monday
through Friday)
· Make sure all users are signed off.
· End FAX*STAR and OECNTL by typing in: OEKILL
· Once OEKILL has completed type:SAVEDAY
Your screen should look like this:
Files Save
Date to assign to backup: 110994
Initialize tape(Y/N)? Y
ENTER=Continue F3=Exit
Enter in the date of which you are saving.
Yes, you do want to initialize the tape.
Press enter. This usually takes approximately 40 minutes but time may
vary depending on the size of your system.
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Check Number assign
| ASSIGN PREPRINTED CHECK NUMBERS TO THE CHECK MASTER
Location the check run is assigned to. Most companies have a location
99 that they run all the A/P through. When you input the voucher
you should debit the proper location and account at that time.
Bank: You can have up to 6 banks in the system. They must be set
up in the GLs chart of accounts and also in the set-up option GLCASH.
The default bank is also set-up in the options file CASH01.
First "control" number: This is the first control number on this check
run.
Last "control" number: This is the last control number on this check
run
First Pre-printed number: This is the first good preprinted check number
that you intend to mail out.
First Pre-printed number to Void: This is the first check number that
failed to print properly and you intend on throwing away.
Last Pre-printed number to Void: This is the last check number that
failed to print properly and you intend on throwing away.
Example:
You have already called for your checks to print and all 72 checks are
sitting out on the print que to be printed.
You pull your preprinted checks out of the box and load them in the
printer. The first preprinted check number is 07893.
You align the checks and you go into the print spool and release the
checks to print. You find that your alignment was wrong and you stop
the printer but not until after 8 check went through the printer.
You stop the printer, re-align the checks, reset the print spool to check
number 1 and release it to print again. This time the check are aligned
properly and they are printing fine. The first mailable control number
and preprinted check number is 00256 / 07901. Now you need to assign
the check numbers. The above screen displays the proper inputs for
this scenario.
|
Assign Preprinted Check Numbers to Check Master
*Location: _99_
Bank (1-6): _1_
First "control" number: _00256_
Last "control" number: _00327_
First Pre-printed number: _07901_
First Pre-printed number to Void: _07893_
Last Pre-printed number to Void: _078900_
Note: If you have used this program before for the same location and
bank combination, the Voided Pre-printed check number will pre-fill.
You do not have to input the number.
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Returned Checks
RETURN CHECK MAINTENANCE
This procedure allows you to mark checks that have been returned from
the bank. You can then easily identify those check still outstanding
for a check reconciliation.
1. Select the option from the menu.
2. You will see a directory of checks. To start marking the checks
that have been returned, press [F9] to access the fields.
3. Place a ‘Y’ in the “Y=RTN” field for all checks that have been returned.
If you are returning a large number of checks in sequential order, and
you know the from and to numbers, press [F5] and key in the location, bank
and beginning check number and ending check number.
Note: Pressing [F11] will show all voided checks.
4. Press [ENTER] when complete.
5. Press [F3] to exit.
Note: This will not do a complete bank reconciliation
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Close Procedure
| I. AFTER MONTH END CLOSE PROCEDURE
1. Alert users as to status of system ie: <CMD 1> and <CMD 7>
only, till further advised and whether they are allowed to post cash applications
or receive goods.
2. At command line type: MENU_ATB Select option 5. <CMD
12> to exit. This will run a detailed Aged Trial Balance Report for all
locations.
3. Prior to printing ANY reports. At a command line type,
COPYPRT_*ALL,EOM(mmyy). mmyy represents the Month and Year of the
month that you just closed. Example: EOM1194 for the November close of
1994. This will save all spooled material and place it in a file
in QS36F called EOM(mmyy) in case of a need for retrieval at a later date.
You should copy this file out to a tape for storage and then delete the
file from QS36f. These files can be large and will rapidly chew up
your storage capacity.
4. Pull out another initialized tape, and put it in the tape drive.
Perform a SAVEDAY to back up all files in QS36F from after month end.
5. After 4 has been started, view the reports and determine which reports
have to print and to which printer they should go to. Find the reports
that are not printed on greenbar and change to that printer. Load the appropriate
invoice into the invoice printer, check alignment and start printing.
6. You can now begin printing the reports, but first you must restart
the printers. At a command line type, S_P,P1 and S_P,P8.(or whatever
your printer names are) You must also vary on the remote workstations.
At a command line type: WRKCFGSTS_*CTL_*ALL Put a 1 next to each
work station that is varied off. <CMD 12> to Exit.
7. After the SAVEDAY has completed, label the tape and put in
a safe place.
8. Users may now sign on.
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Adding Reports To Close Or
Shutdown
ADDING REPORTS TO YOUR MONTH END CLOSE OR SHUTDOWN.
This is the command you use for end of month.
SEU XENDMOXT,P
This is the command you use for shutdown.
SEU XSTRTUPX,P
You need to determine how the system calls a program or report to run.
You can determine this by using the SDA program.
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CR ME Batch
| ME BATCH
The ME batch is a batch that is created at month end to provide
you with a balance between Income, Cost, and Inventory against A/R, and
Cash Clearing account.
If your ME batch is out of balance you should verify that each
item you sell has a valid Product group. In product group maintenance
you should always have a GL# in income. You will not always have a cost
and inventory GL, however, if you have a cost GL you must also have an
inventory GL.
If the ME batch fails to balance you should review the LSALES
and PSALES reports. The LSALES report is where the ME batch comes
from but it fails to give you GL numbers but the PSALES will provide
you with the GL#’s and that is why I recommend that you review both these
reports. If you have not printed PSALES & LSALES from your month
end close reports, there is not an easy way for you to find them in your
print spool except by going into each one and reading the title one by
one. When you do find it, print it out and review it for any possible
errors, something being left out at one location or left out completely.
When you start looking at these reports everything will start making more
sense to you.
In the company wide sales analysis by product group the cost
gets posted as credit to cost and debit to inventory.
If you run an edit and it fails, don’t go into that batch until
you have found the problem because you can’t get out till you correct the
problem.
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Add Customers
Preparation for using the ADD CUSTOMER mode.
Discussion: This will allow you to set-up a customer on-the-fly.
This is very useful when you have a customer that wants to purchase something
that you have to special order. You can also help a customer establish
credit by using this feature. Depending on how you set up this file
will depend on what the counter personnel will have the authority to do.
This will be explained in detail during the set-up instructions.
1. Go into Customer maintenance (CUSMNT) and set up a customer
for each location that you want to have customer set-up function.
You may give the customer name as NEW CUSTOMER. I recommend that
you complete the tax information as if the new customer will be fully taxed
with your jurisdiction number. I also recommend that you set-up this
new customer number as a COD customer only. This will prevent the
counter from opening up a charge account for Jane Doe.
2. After you have set up the customer you need to put that customer
number in the “Customer number for "helium customer" template:” on
the Location Master File for that location. (Master Menu, File Maintenance
Menu, Location Master file).
3. Now when you go into order entry, on the screen that you normally
put the customer number to search for, you will have the option to (F6)
Add a Customer.
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Cylinder Maint.
for LEASE1
HOW TO CREATE CYLINDER MAINTENANCE BILLS FROM LEASE
1. From the command line type: MENU LEASE<Enter>
Customer Cylinder Lease Menu
1. Cylinder Lease Master File
13. Create Cyl Maint Bills from Lease
2.
14. Edit/Post Maint Bills work file
3. Cylinder Lease File List
15.
4. Cylinder Lease Renewal List
16.
5. Unpaid Lease Renewal List
17.
6. Invalid Lease Data List
18.
7. Lease Alias Code Maintenance
19.
8. Lease Rate Code Maintenance
20.
9. Lease Transfer History Inquiry
21.
10. Lease Transfer Between Accounts
22. Return to Customer Menu
11. Lease Renewal Form Letter File
23. Return to Master Menu
12.
24. Sign Off
|
| Invoice Creation based on Lease Items
Lease Alias codes/Items to charge:
__ __________ __ __________
__ __________ __ __________
__ __________ __ __________
__ __________ __ __________
__ __________ __ __________
Limit to Lease term years: ____
Bill (O)nce per lease alias, once per (C)yl on lease, or
once per cyl size/(T)ype? ____
Please review the customer exemption file before continuing, to
ensure that it reflects those you wish to have NOT inclded on this run.
|
CREATE CYL. MAINT. BILLS FROM LEASE
This Option is used to charge a maintenance fee on cylinders that are
on lease (for example: 99 year leases). A work file is created and
must be reviewed and release to create invoices, using Option 14:
Edit/Post Maintenance Bills work file.
Lease Alias codes/Items to charge:
You can specify up to 10 alias codes and a corresponding item to charge
for each alias. That way each alias can represent a different dollar
amount and you can charge more for high pressure or for liquid tanks.
You will need to set-up an Item# for this charge in the inventory master
file. You could call it CYLMAINT or what ever you want.
Limit to Lease term years:
You may limit to lease term years by entering the number on years
here. (If you only want this charge to be applied to your 99 year
leases you would put 99 in here.)
Bill (O)nce per lease alias, once per (C)yl on lease, or once
per cyl size (T)ype? This field allows for flexibility. You
can bill once per alias code, which will cover many leases and cylinders,
once per cylinder, or once per size type, which will cover multiple leases.
(If you want this charge to be applied only once per Alias code use (O).
If you want it to be applied to each lease within this alias code put a
(C) here, If you want it applied to each cylinder type within this alais
code put a (T) here.
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Cylinder Deposits
CYLINDER DEPOSITS
You will need to set up the Purchase group code, Manufacture code, and
the Product group codes.
a. The purchase group code should be 950 or above so it will
not track inventory or fifo layers.
b. The MFG code will usually be a generic code sometimes you
have a manufacture code for your company for any in house item you have.
c. The Product group code will drive your GL’s. You need
to give this some thought.
You should have a GL set-up for deposits. This should be set-up
as a liability account. See example below:
2000-0000 3 C LIABILITY
2017-0000 3 C ACCRUED EMPLOYEE
401K DEDUCTIO
2050-0000 3 C ACCRUED SALARIES
AND WAGES
2110-0000 3 C ACCOUNTS PAYABLE
2113-0000 3 C LEASE COMPUTER
2115-0000 3 C ACCOUNTS PAYABLE
2116-0000 3 C BONUS PAYABLE
2120-0000 3 C CYLINDER DEPOSIT
2130-0000 3 C SALES TAX PAYABLE
2300-0000 3 C SHAREHOLDER
2800-0000 2 Y C LONG TERM LIABILITIES
2810-0000 3 Y C NOTES
2810-0010 4 C BUILDING MORTGAGE
G/L Acct#: 21200000 Description: CYLINDER DEPOSIT.. Acct
Level: 3
Normally a (D)ebit or (C)redit balance: C
Is this a Sales account (Y/ ): __
Is this a title account only (Y/ ): ___
Sort Description: CYLINDER DE
Group total description: _________________
Delete (D): ____
Add
Mode Enter=Continue F1=Verify
F3=Exit F5=Refresh F12=PrevScrn
|
You need to set up a product group code for CYLINDER DEPOSITS.
The cylinder deposit G/L account number should be entered in the Product
group “SALE” area, leave the cost and inventory blank.
Grp: 960 Description: CYLINDER DEPOSITS
G/H/R/O: O
Profit cutoff percentages- Low:
High: Inventory MSDS required?
*Sales G/L#: 2120-0000
*Cost G/L#: _____________
*Inventory G/L#: ________________
Delete (D): __
ADD
Mode Enter=Continue F1=Verify
F3=Exit F5=Refresh F12=PrevScrn
|
Determine how many different cylinder deposits you will have.
Example: $50.00, $75.00, $100.00, Etc... for as many as you want.
Assign an item number to each dollar amount in the following way.
CYLDEP50, CYLDEP75, CYLDEP100, ETC... When you set up the CYLDEP(n)
in inventory maintenance make sure you set it up as a dollar ($) class
item.
________________________________________________________________________
Q. Customer is at the counter and I want to charge him/her one
cylinder deposit for $100.00. The customer is going give me cash
for the deposit.
A. When a customer gives you a deposit you should go into order
entry & complete a packing slip for that customer including item# CYLDEP100
releasing it as a cash sale.
Q. Customer is at the counter and I want to charge him/her one
cylinder deposit for $100.00 and the customer wants me to put it on his
account.
A. When a customer gives you a deposit you should go into order
entry & complete a packing slip for that customer including item# CYLDEP100
releasing it as a charge sale.
NOTE: Look at this as if you are selling this customer a CYLDEP100.
Treat it just like an item on the shelf and it will make since to you.
RETURNING DEPOSITS
Q. Customer is returning one cylinder and I want to return his/her
deposit in cash from the counter cash drawer. Customer has his receipt
for the deposit and I see that he/she had a CYLDEP100.
a. Go into order entry and create an order for that customer for one
CYLDEP100 1 F- (field minus) quantify. If the customer
is purchasing other items then you may include this on the order.
Complete the order as usual releasing it as a cash sale and the system
will tell you what to return or take from the customer.
Q. Customer is returning one cylinder and I do not want to return a
deposit in cash. I want to mail them a check. Customer has the receipt
for the deposit and I see that he/she had a CYLDEP100.
a. Go into order entry and create an order for that customer for
CYLDEP100, Qty 1- (field minus) release it as a charge sale. This
will create a credit on the customers A/R.
b. Notify A/R dept. and they should write off this credit to the
cash clearing account. This will credit the Cylinder deposit account
and debit the cash clearing account. A/R dept. should notify A/P
that this person is due a check for the deposit.
c. A/P should go into Accounts Payable Voucher Maintenance and
add this customer to a batch. Don’t forget to use the vendor # 99999
so you can add the name and address. If you are writing a manual
check you will do the same thing except using MANUAL CHECKS MAINTENANCE.
Accounts Payable Voucher Maintenance
Batch: TEST
Voucher Detail
Edit: 001
*Vendor: 99999 TOM JONES
*P.O.: 00000 -
Invoice: RETDEP Invoice amount:
10000 Invoice date: 082195
Due date: 082195 A/P description: DEPOSIT
RETURN
Calc. discount (Y/ )? -or- Discount amount:
(H)old?
*Loc: 01 EQUINOX SOFTWARE
*G/L number: 4220 0000 CASH CLEARING
ACCOUNT
G/L amount:
10000
G/L description: RETURN DEPOSIT
Amount left to distribute: 100.00
|
Q. I would like to apply the CYLINDER DEPOSIT to their open A/R.
a. Go into order entry and create an order for that customer for CYLDEP100,
Qty 1- (field minus) release it as a cash sale. Take the money out
of the drawer and give it to AR to apply to the customers account.
OR
a. Go into order entry and create an order for that customer for CYLDEP100,
Qty 1- (field minus) release it as a charge sale. Then go into the customer
AR notes and explain what you want done. The next time AR goes into
this customers account they will see the credit invoice and look in the
ar notes file for any msg as to what should be done with the credit.
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Cylinder Tracking
UNDERSTANDING CYLINDER TRACKING SET-UP AND USE
COMMAND
MENU: CYLZ
The Equinox Welding Supply Management System
Cylinder Tracking Menu
1. Cylinder Master File Maintenance
13. Serial # Alternate Key Inquiry
2. Cylinder Master File Inquiry
4. Cylinder Transaction Maintenance
18. Cylinder Physical Input
7. Customer Cylinder Status Inq/Print
19. Cylinder Physical Edit
20. Cylinder Physical Post
10. Detail Cylinder Status (JOBQ)
11. Summary Cylinder Status (JOBQ)
23. Return to Master Menu
12. Print Barcode Labels
24. Sign Off
[Fig ]
|
Cylinder Master File Maintenance
Discussion
This option is used to store the serial number/alternate serial numbers
for each of your cylinders. It is a limited maintenance program,
only allowing the user to add/update selected fields which are described
below.
********
DIRECTORY OF SERIAL NUMBERS
********
| Cylinder Master File Maintenance
CYLM
Serial#
Item#
Slip# Cust#
Action Action Date
01 12544
OX251
02 25255
OX251
03 36565
OX251
04 46542
OX251
05
06
F3=Exit F4=Delete F6=Add F18=Upload
[Fig ]
|
Screen 1 displays all your serial numbers along with their corresponding
item number, slip number, customer number, last action code and date of
action.
OPTIONS
F3=Exit: end program.
F4=Delete: delete a cylinder master file. Note: you cannot delete
a cylinder record if the last action is any kind of "Ship".
F6=Add: add a new cylinder master record in ADD MODE.
| Cylinder Master File Maintenance
CYLMNT - 03
Serial number: 5
Item number:
Slip number:
Last test date:
Years between test:
Next test date:
Customer number:
*Location:
Owned by us?
*Manufacturer:
Date acquired:
Acquired price:
.00
*Ship Via:
Acquired from:
*Action:
Date of action:
0/00/00
Gas lot number:
Last cyl maint:
Reader number:
Employee number:
Time:
(F)ull/(E)mpty:
Revenue generated:
.00
Alternate serial number:
Add
Mode Enter=Continue
F1=Verify F3=Exit F4=Delete F5=Refresh
F10=Transfer F12=PrevScrn
|
F18=Upload: upload data from the hand-held unit.
Batch Upload Program
Acquired from: HOLSTON
Owned by us? Y
Record uploaded: 000000
Attach unit and begin upload
|
Roll Keys: available to roll forward and backward through the file.
*******
SCREEN 2
********
Screen 2 is displayed if you have selected a sequence number to update
or selected a serial number in the "position to" field.
| Cylinder Master File Maintenance
CYLMNT
Serial number: SS5
Item number: OX251
251 CF OXYGEN
Slip number: 01843
Last test date: 000000
Years between test: 00
Next test date:
Customer number: 87960 T E WARNER CO.
*Location: 01
EQUINOX WELDING
Owned by us? N
*Manufacturer:
Date acquired: 000000
Acquired price: 0000000 .00
*Ship Via: A
Ship Via Acquired from: O.E. Order
01293
*Action:
1 Ship Date
of action: 060794 6/07/94
Gas lot number:
Last cyl maint: 000000
Reader number: 00
Employee number: 0000
Time:
1131
(F)ull/(E)mpty:
Revenue generated: 0000000
.00
Alternate serial number:
Cannot update if last action is SHIP
Roll keys
INQUIR
Mode Enter=Continue
F3=Exit F12=PrevScrn
F13=History
|
Please note that if a cylinder is shipped there are several fuction
keys missing.
Cylinder Master File Maintenance
CYLMNT - 03
Serial number: STEVETEST
Item number: OX251
251 CF OXYGEN
Slip number:
Last test date: 100292 10/02/92
Years between test: 10
Next test date: 10/03/02
Customer number: 00000
*Location: 00
Owned by us? Y
*Manufacturer:
Date acquired: 000000
Acquired price: 0000000 .00
*Ship Via:
Acquired from: DUMB LUCK
*Action:
Date of action: 000000 0/00/00
Gas lot number:
Last cyl maint: 000000
Reader number: 00
Employee number: 0000
Time:
0000
(F)ull/(E)mpty:
Revenue generated: 0000000
.00
Alternate serial number:
Roll keys
CHANGE
Mode Enter=Continue F1=Verify
F3=Exit F4=Delete F5=Refresh
F10=Transfer F12=PrevScrn F13=History
|
Serial number: (12)
The system handles two types of cylinder processing:
1. Identifying the cylinders by use of the number stamped onto the cylinder.
2. Identifying the cylinders by use of preprinted, sequentially assigned
numbers.
If you use Option 1, the number on the cylinder would be input here
and the "Alternate Serial Number" would be left blank.
If you use Option 2, the sequential label's number would be input here
and the actual number on the cylinder would be used in the "Alternate Serial
Number".
Item Number : (10)
Enter the item number associated with the cylinder.
Slip number: (6)
This number is not user maintainable, it is updated through Cylinder
Transactions Maintenance.
Last test date: (6) (MMDDYY)
Enter the date the cylinder was last tested.
Customer number: (5)
The customer number field is not user maintainable, it is updated through
Cylinder Transactions Maintenance.
*Location number: (2)
The location number field is not user maintainable, it is updated through
Cylinder Transactions Maintenance.
Owned by us? (Y/ )
Enter a "Y" in this field if the cylinder is company owned. Enter
an "N" or leave blank if the cylinder is customer owned or is rented from
your gas supplier.
*Manufacturer: (3)
Enter the manufacturer code for the manufacturer of the cylinder.
Date acquired: (6) (MMDDYY)
Enter the date the cylinder was acquired.
Acquired price: (7.2)
Enter the price the cylinder was acquired at.
*Ship Via: (1)
The Ship Via code is not user maintainable, it is updated through Cylinder
Transactions Maintenance.
Acquired From: (20)
Enter who the cylinder was acquired from (vendor name/customer name/other).
*Action: (1)
The Action code is not user maintainable, it is updated through Cylinder
Transactions Maintenance.
Date of action: (6) (MMDDYY)
The date of action is not user maintainable, it is updated through
Cylinder Transactions Maintenance.
Gas Lot number: This field is currently not used by the
system.
Reader number: (2)
This number is updated by the hand-held unit.
Employee number: (4)
This number is updated by the hand-held unit.
Time: (4)
This number is updated by the hand-held unit.
(F)ull or (E)mpty: (1)
This field is currently not used by the system.
Revenue generated: (7.2)
This field is currently not used by the system.
Alternate Serial number: (12)
This field should be blank unless using sequentially assigned numbers
(Option 2 from above).
OPTIONS
Enter=Continue: accept and continue.
F1=Verify: verify data before accepting screen.
F3=Exit: end program.
F4=Delete: flag record for deletion.
F5=Refresh: return data to status prior to any changes.
F10=Transfer: transfer data from one serial number to another.
F12=PrevScrn: return to prior screen without accepting data as keyed.
F13=History: displays Cylinder History screen with customer, item,
return invoice, return date and gas lot.
********
SCREEN 3
********
Screen 3 is displayed if <F10=Transfer> was selected from Screen
2.
<F10=Transfer> would be used for people who use sequentially assigned
labels for their cylinders (Option 2 from above), or for people in transition
from sequentially assigned numbers to using the actual stamped number on
the cylinder (Option 1 from above). In the event that a cylinder
is returned with the label missing upon return, a new label would need
to be assigned. Pressing <F10> would allow a way to quickly transfer
the data from one serial number to another.
Use (A)lternate serial number, or (N)ew number?__
Serial number: ____________ |
Use (A)lternate serial number, or (N)ew number? (1) Enter an "A"
if you wish to transfer the cylinder data to a new record which will have
the "Alternate Serial Number" as it's key. Enter an "N" if you wish
to use a new number.
*Note: Using the "A" response creates the new record with no "Alternate
Serial Number, using the "N" creates the new record leaving the same "Alternate
Serial Number".
Serial Number: (12)
Enter the serial number for the data to be transferred. This
field is only valid if "N" was entered in the previous prompt.
OPTIONS
Enter=Continue: accept and continue.
F1=Verify: verify data before accepting.
F3=Exit: end program.
F12=PrevScrn: return to prior screen without accepting data as keyed.
******
Screen 4
*******
Screen 4 is displayed if you select upload using MEQ’s from Screen
1.
Cylinder Transaction Maintenance
Discussion
The Cylinder Transaction Maintenance is the equivalent of the maintenance
on the hand-held bar code reader.
********
SCREEN 1 DIRECTORY OF OPEN BATCHES
********
Cylinder Transaction Maintenance
CYLTRN
Directory of Open Batches
Edits/
Seq Batch Date
User ID Slips
Posts Workstation
Busy
01 TULSA 08/20/95
PETER 00125
WA
02 ALTUS 08/22/95
PETER 00126
WA
03
04
05
06
Roll keys
Seq: 00
No more records to display
Position to/Batch for ADD: ___________
F3=Exit F4=Delete F5=Refresh
F6=Add F9=Edit F11=Post/OE F23=Post/No
OE
F18=Upload MEQ F19=Upload NON MEQ
|
Screen 1 will be displayed all the open batches, indicating the date,
number of slips, edits, posts, workstation and busy code.
After selecting a batch name in the "position to" field or it's sequence
number, you will be displayed Screen 2 which is a directory of delivery
slips within the batch. This contains all major information about
slips in the batch.
Cylinder Transaction Maintenance
CYLT
Directory of Delivery Slips
Batch: TULSA
Seq Slip# Customer number/name
Loc Date ShipVia
01 21551 15265 JOHN
DEER
01 8/20/95 T
02 52155 65421 PETER
RABIT
01 8/20/95 T
03
04
05
06
Seq: 00
No more records to display
Position to/Slip# for ADD:
F3=Exit F4=Delete F6=Add F12=PrevScrn |
OPTIONS
F3=Exit: end program.
F4=Delete: deletes this transaction at the level you are
at, as well as at lower logical levels if any exist. For example,
deleting on the Batch screen deletes the batch, the slips within that batch
and the transactions within those slips. A second screen will be
displayed to verify the delete and by pressing <Enter>, you accept the
delete or press <F12> to not delete the batch.
F5=Refresh: redisplays the directory without rolling, or
using the "position to" fields.
F6=Add: add a new batch to the directory.
F9=Edit: flags the selected batch for edit. When you
EDIT, all transactions in the batch will print and any errors in the batch
will be described.
F11=Post/OE: flags the selected batch for post. When
you POST, only those transactions that do not pass will appear on the printout,
those that so pass are applied to the files affected and deleted. This
option updates Order Entry tickets with ships and returns. If the
Cylinder Master/Cylinder Transactions are only to be updated, select <F23=Post/No
OE> instead.
*Note: A "successful" edit is not required before sending a batch to
post, therefore it is highly recommended to review an edit before calling
for the post.
F18=Upload MEQ: Upload the data from the hand-held unit
into the system.
F19=Upload NON MEQ:
Upload the data from INTERMAC scanners. *Note: We stongly recommend
the use of MEQ scanners since other scanners/readers have proven to be
restrictive.
F23=Post/No OE:
This posts transactions to the Cylinder Master File and Cylinder Transactions
File ONLY. (See <F11=Post/OE> option above.
If the "BUSY" column has any code in it, the batch cannot be accessed
at this time. If the "BUSY" column has a "B" in it, this indicates
that the batch is in use. An "E" in the "BUSY" column indicates the
batch has been flagged for "EDIT" and a "P" in the "BUSY" column indicates
the batch has been flagged for "POST".
********
DIRECTORY OF DELIVERY SLIPS
********
Screen 2 is displayed if a batch name was selected in the "position
to" field or sequence was selected. You will be displayed the batch
name at the top and all detail on that batch below. Each slip number
is listed along with the customer name, number, location, date and ship
via. At this point, you may change information that is specific to
the slip header.
OPTIONS
F3=Exit: end program.
F4=Delete: delete batch and all it's levels.
F6=Add: add a new slip.
F12=PrevScrn: return to prior screen without accepting data as keyed.
*************
SCREENS 3 & 4 DELIVERY SLIP DETAIL (1)
*************
Screen 3 will display slip number to add after pressing <ENTER>.
Screen 4 will be displayed with the main information for this slip
number. Any field preceded by an "*" indicated the field has search
capabilities by placing a "?" in the field followed by search criteria
and <F1=Verify>.
Cylinder Transaction Maintenance
Delivery Slip Detail
Slip Number: 123477
*Customer number: 20562 BOB CONNOR.
*Location: 01 EQUINOX WELDING
Date: 030795
3/07/95
*Ship Via: C
COUNTER
Customer P.O.#:
|
Slip #: (5)
Enter the slip number to be assigned to this transaction.
*Customer number: (5)
Enter the customer number.
*Location: (2)
Enter the location assigned to this transaction. The location
and invoice suffix code must match.
Date: (MMDDYY)
Enter the date of the transaction.
*Ship Via: (1)
Enter the ship via code.
Customer P.O. #: (20)
Enter the customer purchase order number, if applicable. This
is not a required field. You can also use this field for any other
miscellaneous information (department number, building, dock, user name,
release or RFQ #, etc.)
OPTIONS
Enter=Continue: accept record and continue.
F1=Verify: verify data before accepting screen.
F3=Exit: end program.
F12=PrevScrn: return to prior screen without accepting data as keyed.
*************
SCREENS 5 & 6 DELIVERY SLIP DETAIL (2)
*************
Screen 5 is displayed with the detail on each slip number. The
action code, serial number, item number and volume are displayed for each
transaction.
Cylinder Transaction Maintenance
CYL
Delivery Slip Detail
Slip Number: 123477
*Customer number: 20562 BOB
CONNOR.
*Location: 01
EQUINOX WELDING
Date:
030795 3/07/95
*Ship Via: C
COUNTER
Customer P.O.#:
Seq Action Serial number
Item number Volume
01 Lst/Ret
1
OX251
02
03
04
05
No more records to display
Seq: 00
Enter=Continue F1=Cyl Status Inq F3=Exit
F4=Del Entry F6=Add
F9=Cylinder Inq F12=PrevScrn F16=Del
Entire
|
After taking option F6
Cylinder Transaction Maintenance
Delivery Slip Detail
Slip Number: 123477
*Customer number: 20562 BOB
CONNOR.
*Location: 01
EQUINOX WELDING
Date:
030795 3/07/95
*Ship Via: C
COUNTER
Customer P.O.#:
*Action: __
Serial Number: _____________
Volume: (Variable
capacity containers only)
|
OPTIONS
Enter=Continue: if a sequence number was selected, you will be displayed
the detail on the transaction and are able to update it.
F1=Cyl Status Inq: displays cylinder status inquiry screen.
Cylinder Transaction Maintenance
CYLTRN
Delivery Slip Detail
Slip Number: 123477
*Customer number: 20562
BOB CONNOR.
*Location: 01
EQUINOX WELDING
Date:
030795 3/07/95
*Ship Via: C
COUNTER
Customer P.O.#:
Seq Action Serial number
Item number Volume
01 Lst/Ret 1
OX251
02
Item number Description
Action Date
OrigShip Serial #
Days
AA1234 TEST GAS ITEM
Ship 11/09/93
S2
24
AA1234 TEST GAS ITEM
Return
S2
OX125 125 CF
OXYGEN Ship
02/17/93
1234567890 24
OX125 125 CF
OXYGEN Ship
02/15/93
1234567890A 24
OX125 125 CF
OXYGEN Ship
02/15/93
1234567890B 24
OX251 251 CF
OXYGEN Ship
11/04/92
S1
24
OX251 251 CF
OXYGEN Ship
02/15/93
1234567890D 24
Cylinder Status Position to:
F6=Seq. by Ser# F12=PrevScrn
|
F3=Exit: end program.
F4=Del Entry: delete the sequenced transaction as compared to F16=Del
Entire which will delete the entire slip.
F6=Add: add a serial number. You will be placed in ADD MODE and
brought into detail transaction maintenance. (Screen 6)
F12=PrevScrn: return to prior screen without accepting data as keyed.
F16=Del Entire: deletes entire slip.
********
SCREEN 6
********
*Action: (1)
Enter or update the action code.
Serial Number: (12)
Enter the serial number for this cylinder. It can be alpha, numeric
or alphameric. If the serial number does not exist in the Cylinder
Master File, you will be brought into a miniature maintenance of the Cylinder
Master File. Here you must enter the basic necessities, at which
point you would be allowed to continue on with the transaction.
Volume:
Enter the volume if a variable capacity container was entered.
OPTIONS
Enter=Continue: accept and continue.
F1=Verify: verify data before accepting screen.
F3=Exit: end program.
F9=Cyl.Inq: Cylinder Master File Maintenance, inquiry mode only, allowing
you to view any or all cylinder serial numbers (to help resolve discrepancies
as they arise).
F12=PrevScrn: return to prior screen without accepting data as keyed.
********
SCREEN 7 DELIVERY SLIP DETAIL (3)
********
Screen 7 is displayed if the serial number from Screen 6 did not exist.
Serial Number: (12)
Serial number for this cylinder is displayed, from previous screen.
Item Number: (10)
Enter the serial number assigned to this cylinder.
Date acquired: (MMDDYY)
Enter the date the cylinder was acquired.
Last test date: (MMDDYY)
Enter the date the cylinder was last tested, if known.
Owned by us? (Y/N)
Enter a "Y" if the cylinder is owned by your company, else "N".
*Manufacturer: (3)
Enter the manufacturer code.
Acquired price:
Enter the price the cylinder was acquired at.
Acquired From: (MANDATORY)
Enter the name from who the cylinder was acquired from.
Alt Ser number:
Enter alternate serial number.
OPTIONS
Enter=Continue: accept screen and continue.
F1=Verify: verify data before accepting screen.
F3=Exit: end program.
F12=PrevScrn: return to prior screen without accepting data as keyed.
Customer Cylinder Status Inq/Print
Discussion
This option is used to inquire and/or print a detail or summary report
of all customers cylinder status. The report will print in item number
order and all ships will appear before returns. It will also total
by item number, how many have been processed (returned and still out).
Columns for item, description, action code, date, original ship date, serial
number and accumulated cylinder days are displayed.
CYLPH1
Cylinder Master File Physical Count part 1
Designed to either use the hand-held readers or manual
input to record the cylinders counted at the customer site
*Customer: ____________
Enter=Continue F3=Exit F9=Manual Entry/Update
F21=Upload from MEQ
|
********
CUSTOMER SELECTION
********
*Customer: (5)
Enter the customer number to inquire or print. Use a "?" followed
by search criteria to scan for an unknown customer number.
Position to:
Use this field to be positioned at a particular item number.
OPTIONS
Enter=Continue: accept customer number selected and display their cylinder
status.
********
SCREEN 2 INQUIRY DISPLAY
********
OPTIONS
F3=Exit: end inquiry.
F9=Prt Detail: print a detail report of this customers cylinder status.
F11=Seq by Ser#: sequence the display screen in serial number order
instead of item number order.
F21=Prt Summary: print a summary report of this customers cylinder
status.
Roll keys: allows you to roll through this customers display if more
than one screen is available.
Cylinder Physical Input
Discussion
This is Step 1 in the Cylinder Physical Input program. It is
designed to either use the hand-held readers or manual input to record
the cylinders counted at the customer site.
********
SCREEN 1
********
*Customer: (5)
Enter the customer number if known, else use a "?" to search for a
customer number, followed by search criteria and press <Enter>.
********
SCREEN 2 ADD/CHANGE MODES
********
| Cylinder Master File Physical Count part 1
Designed to either use the hand-held readers or manual
input to record the cylinders counted at the customer site
*Customer: 00157 STEVE D. BOWYER
Customer counted at:_________
Serial number: ______________
Alternate number: ____________
Item number: _________________
ADD
Mode
Enter
F3 F4
F6 F11
F12
Continue Exit
Delete Record Add mode Update
mode PrevScrn
|
If you are adding a new customer, you will be placed in ADD MODE.
After all records are entered you will receive a printout of all records
added, updated and/or deleted.
Customer counted at: (2)
Enter the location number the customer was counted at.
Serial number: (12)
Enter the serial number of the cylinder counted.
Alternate number: (12)
Enter the alternate serial number.
Item number: (10)
Enter the item number of the cylinder counted.
OPTIONS
Enter=Continue: accept data as keyed and continue.
F3=Exit: end program.
F4=Delete Record: delete record displayed.
F6=Add: displays ADD mode to add a new customer.
F11=Update mode: displays CHANGE mode to update a record.
F12=PrevScrn: return to prior screen without accepting data as keyed.
Setting up Cylinder Tracking.
1. You need to decide how you wish to get started.
a. Do you want to add your cylinders all at once or move
into this slowly?
If you move slowly several you will not have valid usable data in your
system for at least 4 to 6 months.
1. Make the changes to the item master. [See Fig
]
2. Make the change to the customer master [See Fig
]
3. Make the change to the customer special gas price. [See
Fig ]
By doing it this way, as you ship and or return cylinders to this customer
the system will request the ser numbers of these cylinders. As you
can see, it could take some time for you to get everything in line to start
providing you with useful information.
b. Do you want to start out with everything ready per customer.
1. Make the changes to the item master. [See Fig
]
2. Make the change to the customer master [See Fig
]
3. Make the change to the customer special gas price. [See
Fig ]
4. Go to the customers location and do a cylinder physical count
to include ser#s. Return and upload them using option 18 in the Cylinder
Tracking Menu.
c. Do you want to start out with everything in the system and
ready to go.
1. Make the changes to the item master. [See Fig
]
2. Make the change to the customer master [See Fig
]
3. Make the change to the customer special gas price. [See
Fig ]
4. Do a complete cylinder physical inventory count to include
ser#s. Then upload them in the Cylinder Tracking Menu option 1.
As you receive cylinder from your customers the system will still ask
you for the ser#.
IT IS VERY IMPORTANT THE YOU INPUT THE CORRECT SERERAL NUMBERS.
IF THE NUMBERS ARE INPUT WRONG THE COUNTER WILL SUFFER IN THE FUTURE.
| Customer Master File Maintenance H
CUSMNT-02
Cust# 00157 Name STEVE D. BOWYER
Sort Name STEVE Roll Keys
Addr1 727-2 SCOTT ST.
Addr 2 P.O. BOX 55551
City DEL CITY
*State OK Zip/Postal Code 73155
Phone
40567748120 FAX phone: 00000000000
Tax Cert#:
*Tax Jurisdiction: 0002 MASSACHUSETTS
EDI#:
Tables - *Gas: Y *Hrdgds: Y *Rent:
Y *Dmrg: Y
*Leases: Y
*Eq.Rent: Y *Freight: Y *Delivery:
Y *Svc Charges: Y
*Salesman: 04
*Loc: 11 Corp: 00
Route:
Delivery Zone (0-5): 0
Del'y Chg Rate Code: C
*Price PSLP ( /N/P/E):
"X" = No A/R Letter:
SvChg/Stmt (C/S/X/ )
SC days: 000 PO Req'd? N *Credit Code:
1
Credit Limit:
00000 *Stop Chg Sls ( /Y/N/P)?
*No O.E.( /Y/N/P):
OE/COD Grace 000 / 000
Customers- Stmt: 00000 Rent/Dmrg: 00000 Hdgds:
00000
Owner: 00000 Cluster: 00000
Gasprice: 00000 Customer
Part Number: 00000
Trackable (Y/1-9/ ):
Surcharge Rate Code: A
*Rent/Dmrg Method:
New Gas Discount%: 00 '*'=Spec. Rent
Rate:
Add'l Invs (N/0-3):
0 (F)ixed/(V)ariable:
Dmrg Split (Y/N)?
Customer Type:
MSDS Req'd (Y/F/N): N Call
Freq (WBMOQSA):
*Post-to Types:
Invoices monthly?
Haz Mat'l Chg( /F/0-5):
CYLZ Ser's on inv's?
Monthly CYLZ report?
Cyl Cartage Chg( /0-5):
*Accept fax billing? N
Cyl Serial# tracking? N Monthly
Summary Billing? N
Monthly Haz. Charge? N
Delete:
CHANGE ENTER=Continue F1=Verify
F3=Exit F4=Delete/Reinstate F5=AR Notes
Mode F8=Hardgoods
pricing F9=Gas Pricing F10=Ship to/Notes
F24=More keys
|
| Inventory Master File Maintenance
INVMNT- 0
Item number: OX251
Description: 251 CF OXYGEN
U/M: CF
Std package:
Sold per: 100
List price: 100000
10.0000 Pricing (*,%,A-F):
Sale price:
Date sale ends:
0/00/00
Rplcmnt cost:
Order cost override:
Cost as %off List, List as % or GP% to Cost(xx.x/xx.x-):
*Item class: $ Gases
Bill with 2 decimals (X):
Quantity 1) Price:
110000
11.0000 Percent
2)
120000
12.0000
3)
130000
13.0000
4)
140000
14.0000
5)
150000
15.0000
Purch notes:
Sell notes:
*Prod group: 012 OXYGEN-BULK
*Override tax:
*Manufacturer: 000 GASES
Trackable?: Y
*Purch group: 000 GASES
MSDS number: 15244
*Ship desc #: 13100 OXYGEN, COMPRESSED
A/B/C code: A
Serial Number Trackable: Y
Roll Keys
|
GASMNT - 01
00157
Gas Price Master File Maintenance
H
STEVE D. BOWYER
(*) Spec Rate Rate 2
Jur table
Gas item Price (4 dec)
Sp.Code (3 dec) (Split)
Method override Trk Del
AA1234 200000
* F *
N
AF1
1200000
* F *
N
OX251
*
* E
*
Y
*
*
*
*
*
*
------- Press F9 to access fields ------
Roll Keys
ENTER=Accept/Continue F1=Verify F3=Exit
F5=Refresh F6=Add
F11=Show deleted F12=PrevScrn
F16=Delete all Records
|
|
Top Of Page
Demurrage Calculations
| This is how the Equinox Software.
Take the number of cylinder days, minus (free days, X Cylinders ship).
To compute cylinder days:
If a customer takes 3 cylinders for 5 days that equals 15 cyl days.
If a customer then takes 1 cylinder for 3 days that equals 3 cyl days.
You do this for the complete month and add up your cyl days.
Free days are determined by the Method you chose for this customer.
Shipped: This is the total number of cylinders you shipped to
that customer this month.
Example: Assuming that you are giving 10 free days.
Start balance of 5 cylinders. Cyl bal = 5 X 5 = 25 Cyl days
on the 5th you shipped and returned 3 cylinders. Cyl bal = 5 X 5 =
25 Cyl days
on the 10 you shipped and returned 5 cylinders. Cyl bal = 5 X
10 = 50 Cyl days
on the 20 you shipped 3 cylinders and 0 returned. Cyl bal= 8 X 10 =
80 Cyl days
Total cyl days = 180 Cylinder days.
Multiply Total cylinders shipped (11) by free days (10) = 110 free Cyl
days.
Total cyl days = 180
Total Free days = 110
Total days to be charged = 70
|
Top Of Page
Driver Trip Report
| Print Driver Trip Report and Hazardous Material Manifest
When entering an order in Order Entry, on the header screen you
will need to fill in the RTE ___ on the bottom right side of the screen.
If the customer master file for this customers has the RTE ___ filled in
then this Order Entry field will be pre filled with the customer master
file info.
There is no set-up for the RTE field. All you need to do
is decide how you are going to use it. Example: Chip will be
01, and Bill will be 02 etc... or the NO for north route and WE for west
route and SO for the south route etc... it does not matter what you use
as long as you always use the same thing for the same person or route.
At the time you write the order, you may not know who is going
to deliver the order. Therefore you will leave the RTE blank and
later when you know who is going to make the delivery you will need to
go back into that order and fill in the RTE blank on the header screen.
After you have accomplished the above steps and you want to print
the trip report do the following.
Off the BILL menu you will select option “12. Print Driver
Trip Report & Hazardous Material Manifest” The first print will
be a NON-FINAL report for your review. Using this report you should
assign a delivery sequence number to each order if you didn’t do this.
| Driver Trip Report
Location
(00=All):
Route
ID:
Date of
Delivery: 011896
Driver:
Truck
Number:
Notes:
Final
Copy? (Y, )
Print
"# Cyls"? Y
Printer overrides (optional)-
Copies:
01
Printer
Override:
|
After you have reviewed the work copy you should use option 11. “Update
Order Delivery Sequence for Driver Trip Report” to plug in the delivery
sequence number.
Now you are ready to print a final report.
If you have a delivery on this FINAL report that does not get completed
today then you will need to go in and remove the final flag so it will
print on the next days report. Go into option 13. “Order
Delivery Cancellation” on the BILL menu to remove the “Y”.
For this to work correctly you must:
· Have an RTE number assigned to each order. Note:
If this customer has an RTE code entered in his customer master file this
number will pre-fill for you.
· Have a delivery sequence number assigned on each ticket to
be delivered.
· Have printed a final driver trip report.
|
Top Of Page
Equipment Rental
| Preparation for using the Equipment Rental Program
1. Set up a Purchase Group number above 950.
2. Set up a Manufacturer and Product group number for Equipment Rent.
3. Before using the Equipment Rental options, you will need to establish
an item number in the Inventory Master File for every piece on rent.
Each piece of equipment should be entered with it's own unique Item#
to be recognized by the system. You may consider using the Ser# as
the item number. An explained adjustment must be done to add "1"
on hand to stock.
4. In Inventory Master File set up each item with an item class of "E".
5. Leave the "Ordering Cost Override" at zero (0) (for accumulated revenue).
When you put an item out on rent and revenue is billed for this item, the
Ordering Cost Override will maintain the total amount this item and earned
the company while being rented.
6. The list price field should contain the minimum charge
for rent.
7. The bracket fields should be used as follows:
List Price = The lease amount you must get for this item.
Bracket 1 = price 1 (rate per day or daily rate)
Example $10.00 a day. $10 / 1 = $10.00
Bracket 2 = price 2 (rate per day on a weekly basis) RPD
/ 7
Example $50.00 a week. $50 / 7 = $7.142
Bracket 3 = price 3 (rate per day on a monthly basis)
RPD / 30
Example $150.00 a month. $150 / 30 = $5.00
The program will always charge the customer the lower rate. Example:
If a customer returned an item on the 6th day, the system will multiply
the days times rate = $60. It then looks at the weekly rate and says,
Hay, weekly is only $50 so I will charge the customer only $50. Therefore,
to obtain the rate I will divide the $50 by 6 which is a rate of $8.333
a day. When the weekly rate goes beyond $150 it will then do the
same computations with the monthly figure.
Don’t forget to do an explained out of inventory adjustment from the
current inventory item number and an explained into inventory adjustment
to the new RENT item number.
Once you have set-up the item you go into order entry and select the
“E” option and proceed as normal.
This program assumes that you have a rental agreement that the customer
will sign agreeing to your terms of the rental agreement. These agreements
should be numbered sequentially.
You will not receive any paperwork when you put the rental into the
system. You will receive a packing slip when the item is returned
showing what was returned and paid or signed for.
Note: If you want a customer to have a special rent rate for this
item you need to add it to his hardgoods special pricing. Enter the
daily rate.
Billing: Close will produce a bill for all your rental that has
been out on rent since your last close. Example: If you rent
an item on January 2, and you run close on Jan 31st, you will not bill
this rent item. When you run close on Feb. 28/29 a bill will be produced
for Jan 2 through Feb. 1. If the item is returned on Feb. 15th, a
bill will be produced at the time of return for Feb. 2 through Feb. 15.
You may run your rental bills on command by going to Order Entry and Billing
menu, Print Monthly Equipment Rent Bills and it will produce a monthly
bill for any item that has been out on rent for one month. Example:
Using example above, If you run “Print Monthly Equipment Rent Bills” on
Feb. 5, a bill will be produced for this item. Some of our customers
may want to run this program every Friday or every Wed to catch the monthly
rentals in a more timely manor.
|
Top Of Page
Files and Descriptions
| Files name File Description
W#ACCRE Accounts Receivable
W#ADJHI Inv. Adjustment history
W#ADLDS Delivery slip description
W#APAGE A/P open vouchers
W#APAGEXX A/P Open Vouchers pre-release 200 byte record
W#APBAT F&I for A/P Batch file
W#APGLD
W#APHIS A/P History file
W#APMSV A/P Misc. vendors
W#APVPH A/P to P.O. header information
W#APVPO A/P to P.O. detail items
W#AP2PO AP to PO header info
W#ARHIS A/R by salesman
W#ARHISF
W#ARHST A/R history
W#ARNOT Accounts receivable notes
W#ARPOS P.O. numbers on invoices
W#ARPOSF
W#BACKO
W#BATCH Delivery slips batch
W#BCKLG Detail open orders
W#BILLN Billing P.O. master
W#BILOF Bill of material master
W#BOMSR Bill of mat serial numbers
W#BORDS Customer backorders not filed
W#BRANC Branch / Loc master file
W#BREAK Propane break pricing file
W#BRPRI Branch pricing override
W#BTEMP
W#CASHS Daily deposits file
W#CATLG Vendor catalog file
W#CATSU Vendor catalog search file
W#CBALS Cylinder balance status
W#CDGLD
W#CDTOT
W#CDVEN F&I for A/P Selected Vouchers Totals
W#CHKMS Check Master File
W#CKLST Last control numbers used for assign checks.
W#CNSOL Branch consolidation file
W#CONST
W#CONSTF
W#COUNT Phys inv counts / No tickets
W#COUNT2 Phy inv counts / ticket ctrl
W#CPART Customer Part# cross ref.
W#CREDC
W#CUSSU Customer search file
W#CUSTH Customer sales History file
W#CUSTM Customer master
W#CUSTP Customer propane info
W#CYL This month cylinder transactions
W#CYLB The month beginning cyl balances
W#CYLDI Cylinder detail inf.
W#CYLNB Cylinder beginning balances
W#CYLNO Cylinder ownership records
W#CYLMS Cylinder master file
W#CYLNQ Cylinder transaction file
W#CYLZH Hist last 10 act cyl ser#
W#CYL12 Cylinder volume last 12 months
W#DELCH Delivery charge file
W#DGREE Degree days by loc
W#DGREP Degree days for pool heating
W#DICT Data Dictionary
W#DMRGP Rent / Demurrage P.O. file
W#DOCK Cylinder dock stock
W#DOKHS File layout for Cylinder Dock Stock Adj History
W#EEDIIN EDI forms mapping by customer.
W#EDIMP EDI forms mapping by customer.
W#EDIMS EDI Customer / Vendor numbers
W#EDSIG EDI records master list.
W#EDITR EDI Transaction File.
W#EQPUR Installment billing detail file
W#EQRDE EQ rent deposit file
W#EQREN EQ. Out on rent file
W#ERINV
W#EXCHG Exchgs that don’t req 1 FX
W#FIFO FIFO Master file
W#FIFTR FIFO layer transactions
W#FROMT
W#FROZE Physical inventory frozen file
W#FRSRL Frozen serial number file
W#FXGRP F&I - Fax Star "group" recipients
W#FXMSG Fax Star Message Header File
W#FXRCP Fax Star Recipient File
W#FXSNT Fax Star Recipient File
W#FXTXT Fax Star Message Header File
W#FXUSR User information for faxstar programs
W#GASPR Customer gas price info
W#GASTR Items W/$ transfer this month
W#GASUP Gas Item Price Inc./Dec. File
W#GLBAL Contains GL# & Ballance only.
W#GLBAT Batch file information
W#GLBLL Contains Loc, GL# and Bal only.
W#GLBLM Contains Loc, GL# and Bal only.
W#GLCHA Chart of accounts file
W#GLHIS G/L History
W#GLJRN G/L Journal entries
W#GLMAS Keeps G/L totals by month
W#GLMASF
W#GLSBT
W#GLSJE Standard journal entries
W#GOLOG
W#HEADR Order header file
W#HRDPR Hardgoods spec price file
W#HTEMP
W#INVHL Manual tickets file
W#INVMA Inventory master file
W#INVM2 Inventory master / Loc
W#INVSU Inventory search file
W#INVTR Inventory transactions
W#ITMNO Item notes
W#JURIS Jurisdiction Master file
W#JUR12 Tables / Rates by juris
W#L#VAR ABC code var by LOC
W#LAST3
W#LAST6 Last 10 sales
W#LST3T Last 18 Transfers
W#LDA
W#LEASE Lease Master file
W#LOCHI Sales History by Prd grp by Loc
W#LRENT Cylinder lease renewal
W#LST12 Last 12 months vol / gas prefix
W#LST3T Last 128 transactions / Loc
W#MESSA Inv / Statement message
W#MFGPR Vendor price updates, ready to post
W#MISCV Misc. vendor names
W#MSDS Customer MSDS sheets received
W#NEWIT
W#OECTL
W#OEIN#
W#OEINV
W#OESRL Order entry serial numbers
W#OLDNE
W#ONORD On purchase order
W#OPTS Options file
W#ORDHD Purchase order header
W#ORDST Order statistics file
W#ORDTX
W#OVRID Items w / Prices overridden
W#PGRPN
W#PONUM
W#PPVPO A/P batch items paid for
W#PRCHI Purchase inquiry
W#PRHK File layout Vendor Price Authorization
W#PRCHO Work POs, not yet released.
W#PRODD Product group info
W#PRODH Sales History by product group
W#PROTE Protected purchase groups
W#PURGR Purchase group master
W#RATEF Rent / Demurrage rate file
W#RATIO Customer fill rates
W#REBAT F&I -Customers & Items Eligible for Rebates File
W#RECIP Fax Star Message Header File
W#RENTH Monthly rent
W#RENTT Monthly rent totals by month
W#REPRD Invoice review / reprint detail
W#REPRH Invoice review / reprint header
W#RETGD Returned merchandise
W#RLIST F&I - Fax Star recipents
W#RPRDR Reprint detail for rental
W#SALES Sales detail file
W#SCHDT Scheduled orders detail
W#SCHHD Scheduled orders header
W#SHIP Customer master addition
W#SER# F&I for Serial/Lot tracking file
W#SHIPT Customer master addition (Ship to)
W#SHPDS Shipping description file
W#SHLSS
W#SPGHI Salesman / Product grp history
W#SRLHS Hgoods serial # history
W#SRLRC Serial Number for Receivings
W#STORE Charge sales / Location
W#SUMMA Summary billing file
W#TCTRL Phys inv ticket file
W#TRACK Trackable sales
W#TRANS Inventory transactions
W#TRNSL Serial Numbers for open orders.
W#TURNS Product group turns
|
Top Of Page
Gas Price & Rental
HOW TO ENTER GAS PRICES & RENT
1. Get a list of the gases (items numbers) and you can do this
by going into customer inquiry and print your F1 screen.
2. Next press F7 and go back to your main menu and go to "gas
price file update" #23.
3. Press 23 and enter then put in your customer # this will enter
you into the file.
4. If you are changing a price locate your gas on the file you
may need to page down. When this is done next press F9 to access
fields. This will allow you to arrow down to the gas price, enter
the correct price. To enter a gas price put it in and make certain
there are four places after the decimal (if the price is $23.48 you would
enter 234800 if the price is $.28 you would enter 2800). If the price
is all you are changing just press field plus and enter and you will return
to the main menu.
5. If you are also changing the rent price after you have entered
the price of the gas field plus over to sp code and enter * (this allows
you to pull up an invoice on the F2 screen), next field plus to spec rate,
this is where the rental price goes, when you enter the rental price you
must put 3 places after the decimal (if the price is $2.50 you would enter
2500 if it is daily rental you may leave this space blank unless there
is a special rate).
6. The next step is to field plus to method. This tells
the computer how to bill out the rent. Enter e for end of the month,
D for daily, and f for free. Now if a customer owns 2 acsm they will
be recorded as two 99yr leases and you would still enter a rent price because
at some time the customer may have more than two cylinders and then the
computer will automatically bill them. The computer will not charge them
if they don't get more than the two they own. You will only enter
free for someone who owns all the cylinders they will use.
7. Suppose you want to delete a gas field plus over to del and
enter a D. This will only delete if the cylinder balance is zero
and after we have had a closing at the end of the month.
8. Now if you want to enter a gas not on the customer's act press
F9 then F6 this will bring up a menu at the bottom of the page. Enter
the price (see #4) field plus enter * by special
Price, field plus to special rate (see # 5), then field plus twice to
method (see # 6) then press enter. The gas is now recorded.
9. After all these steps are completed you still have the most
important thing left to do. You absolutely must go back to customer
inquiry and pull up the account and check to see if your prices are correct. |
Top Of Page
GL Set-Up
G/L Acct# Description
Level Type Sales Title
10000000 ASSETS
1 D Y
10010000 CURRENT ASSETS
2 D Y
10050000 CASH ON HAND PITTSBURGH
3 D
10060000 CASH ON HAND BUTLER
3 D
10070000 PETTY CASH PITTSBURGH
3 D
10080000 PETTY CASH BUTLER
3 D
10090000 PETTY CASH DAVE LOCKE
3 D
10100000 CASH IN BANK
3 D
10110000 CASH IN BANK ACCT 2 PAYROLL 3
D
10120000 CASH IN BANK ACCOUNT 3
3 D
10130000 INVESTMENT ACCOUNT
3 D
10140000 INVESTMENT ACCOUNT #2
3 D
10150000 INVESTMENT ACCOUNT #3
3 D
10200000 ACCOUNTS RECEIVABLE
3 D
10210000 CASH SALES: CLEARING
3 D
10240000 DUE FROM ALOX
3 D
10250000 LIQUID FUND
3 D
10260000 EMPLOYEE ADVANCES
3 D
10270000 EMPLOYEE ADVANCES-MIMI
3 D
10280000 ACCOUNTS RECEIVABLE OTHER 3
D
10290000 ACCOUNTS RECEIVABLE OTHER 3
D
10300000 DEPOSIT ON EQUIPMENT
3 D
10310000 INVESTMENT ACCOUNT
3 D
10350000 BID DEPOSIT
3 D
10400000 UTILITIES DEPOSIT
3 D
10500000 PREPAID INSURANCE
3 D
10510000 PREPAID INTEREST
3 D
11000000 INVENTORY-GASES
3 D
11010000 INVENTORY-HARDGOODS
3 D
11100000 INVENTORY GASOLINE
3 D
12100000 EMPLOYEE ADVANCES
3 D
12110000 DUE FROM SUPPLIER
3 D
12500000 PREPAID INTEREST
3 D
12520000 PREPAID INSURANCE
3 D
12550000 PREPAID TAXES
3 D
12600000 PREPAID BENEFIT
3 D
15000000 FIXED ASSETS
2 D Y
15030000 BUILDING IMPROVEMENTS
3 D
15040000 ACCUM DEPREC BUILDING IMPROVE 3
D
15050000 BUILDINGS
3 D
15060000 ACCUM DEPREC BUILDINGS
3 D
15070000 BUILDING #2
3 D
15080000 ACCUM DEPREC BUILDING #2
3 D
15100000 MACHINERY & EQUIPMENT
3 D
15110000 ACCUM DEPREC MACHINE/EQUIPMENT 3 D
15200000 FURNITURE & FIXTURES
3 D
15210000 ACCUM DEPREC FURN & FIXTURES 3
D
15300000 VEHICLES
3 D
15310000 ACCUM DEPREC VEHICLES
3 D
15400000 CYLINDERS
3 D
15410000 CYLINDERS FROM GCC
3 D
15420000 ACCUM DEPREC CYLINDERS
3 D
16000000 LAND
3 D
17000000 OTHER ASSETS
2 D Y
17100000 ORGANIZATION COSTS
3 D
17110000 AMORTIZATION ORGANIZATION COST
3 D
17450000 UTILITY DEPOSIT
3 D
17470000 EQUIPMENT SECURITY DEPOSIT 3
D
17500000 CRYOGENICS CLEARING ACCOUNT 3
D
20000000 LIABILITIES
1 C Y
20050000 CURRENT LIABILITIES
2 C Y
20100000 ACCRUED FICA & FW/H
3 C
20110000 ACCRUED PA WITHHOLDING
3 C
20120000 ACCRUED CITY TAX WITHHOLDING 3
C
20130000 ACCRUED OCCUPATION TAX W/H 3
C
20140000 ACCURED PUC
3 C
20150000 ACCURED FUT
3 C
20160000 ACCRUED UNION DUES
3 C
20170000 ACCRUED EMPLOYEE 401K DEDUCTIO
3 C
20500000 ACCRUED SALARIES AND WAGES 3
C
21100000 ACCOUNTS PAYABLE
3 C
21110000 A/P JOE MAMMARELLI
3 C
21120000 A/P ALOX ENTERPRISES
3 C
21130000 LEASE COMPUTER
3 C
21140000 A/P MIMI MAMMARELLI
3 C
21150000 ACCOUNTS PAYABLE
3 C
21160000 BONUS PAYABLE
3 C
21200000 CYLINDER DEPOSIT
3 C
21250000 OIL FRANCHISE TAX
3 C
21300000 ACCRUED PA FUEL TAX
3 C
21310000 ACCRUED PA SALES TAX
3 C
21320000 ACCRUED FEDERAL EXCISE TAX 3
C
21400000 ACCRUED CORPORATE TAXES 3
C
21410000 ACCRUED OTHER TAXES
3 C
21450000 UNDISTRIBUTED EARNINGS
3 C
23000000 SHAREHOLDER
3 C
24030000 N/P: NON-CURRENT-PNB-PICKUP 3
C
24200000 DUE EFS
3 C
25000000 DEFER TAX ON EXTING. DEBT
3 C
28000000 LONG TERM LIABILITIES
2 C
28500000 STOCKHOLDER'S EQUITY
2 C Y
29000000 CAPITAL
3 C
29100000 DIVIDENDS
3 C
29250000 CURRENT INCOME
3 C
29500000 RETAINED EARNINGS
3 C
30010000
1 C Y
30020000
2 C Y
30030000
3 C Y
30040000 INCOME
4 C Y
30100000 SALES: GAS
5 C Y
30120000 SALES: HARDGOODS
5 C Y
30200000 SALES: CYLINDERS
5 C Y
31000000 RETURNS & ALLOWANCES
5 C Y
31100000 DISCOUNTS EARNED-RECEIVABLES 5 C
Y
31110000 MISC. INCOME: CYLINDERS
5 C Y
31200000 REPAIRS
5 C Y
31210000 FACILITY CHARGES
5 C Y
31220000 CYLINDER RETEST
5 C Y
31230000 EQUIPMENT RENTAL
5 C Y
31240000 RESTOCKING
5 C Y
31250000 FREIGHT
5 C Y
31260000 DELIVERY SURCHARGE
5 C Y
31270000 DELIVERY
5 C Y
31280000 CYLINDER DISPOSAL
5 C Y
31300000 STATION RENTAL
5 C Y
32000000 DEMURRAGE
5 C Y
32030000 HAZMAT
5 C Y
32050000 LEASES
5 C Y
40150000 COST OF GOODS SOLD
4 D
Y
40200000 PURCHASE: GAS
5 D
40300000 PURCHASE: HARDGOODS
5 D
40500000 PURCHASE: REPAIRS
5 D
40650000 TEST COGS FOR GAS
5 D
40750000 TEST COGS FOR HARDGOODS 5
D
40760000 TEST COGS FOR CYLINDER SALES 5
D
40850000 TEST COGS FOR DEMURRAGE 5
D
40950000 TEST COGS REPAIRS
5 D
41200000 FREIGHT
5 D
41210000 FUEL SURCHARGE
5 D
41220000 CYLINDER TESTING CUSTOMER 5
D
41230000 EQUIPMENT RENTAL
5 D
42000000 SELLING EXPENSES
3 D
Y
42100000 SALESMEN'S SALARIES PGH
4 D
42120000 DRIVER'S WAGES
4 D
42150000 PAY TAX:SALES-DRIVERS
4 D
42200000 ADVERTISING
4 D
42300000 TRAINING
4 D
42400000 TRAVEL & ENTERTAINMENT
4 D
42410000 TRAVEL EXPENSE
4 D
42420000 CAR LEASE
4 D
42430000 CAR LEASE: ANDREW
4 D
42440000 T&E 80%
4 D
42450000 CUSTOMER RELATIONS
4 D
42500000 BONUS: SALESMEN
4 D
42550000 BONUS: DRIVERS
4 D
42600000 OTHER SELLING EXPENSES
4 D
43000000 OPERATING EXPENSES
3 D
Y
43100000 EXECUTIVE SALARIES
4 D
43120000 OFFICE SALARIES
4 D
43150000 PAY TAX: EXEC & OFFICE
4 D
43200000 TELEPHONE
4 D
43210000 SECURITY SYSTEM
4 D
43250000 POSTAGE
4 D
43260000 OFFICE SUPPLY AND PRINTING 4
D
43300000 DUES & SUBSCRIPTIONS
4 D
43310000 BUSINESS MEETINGS
4 D
43330000 PAYROLL PROCESSING
4 D
43340000 GARNISHMENT PAYOUTS
4 D
43350000 INSURANCE: GENERAL
4 D
43400000 PROFESSIONAL FEES
4 D
43450000 HOSPITALIZATION
4 D
43460000 OFFICERS LIFE INSURANCE
4 D
43500000 CONTRIBUTIONS
4 D
43550000 CREDIT & COLLECTION
4 D
43560000 WASTE DISPOSAL
4 D
43570000 CYLINDER DISPOSAL
4 D
43600000 COMPUTER SUPPLY & EXPENSE 4
D
43620000 TRAVEL & ENTERTAINMENT OFFICER
4 D
43650000 REPAIRS & MAINTNEANCE OFFICE 4
D
43660000 RENT BUILDING
4 D
43670000 CAR LEASE: OFFICER
4 D
43680000 REPAIR & MAINT OFFICE EQUIPMEN 4
D
43700000 REAL ESTATE TAXES
4 D
43710000 DEMURRAGE EXPENSE
4 D
43750000 DEPRECIATION
4 D
43760000 AMORTIZATION
4 D
43800000 MISCELLANEOUS EXPENSE
4 D
43810000 BONUS: OFFICE
4 D
43840000 401K CONTRIBUTIONS
4 D
43850000 PENSION PLAN
4 D
43860000 PROFIT SHARING
4 D
43870000 FUEL TAX
4 D
43880000 OIL FRANCHISE TAX
4 D
43890000 USE TAX
4 D
43900000 OTHER TAXES
4 D
43910000 LICENSE AND REGISTRATION
4 D
43950000 CONTRACT LABOR
4 D
44100000 SHOP WAGES
4 D
44110000 WAREHOUSE WAGES
4 D
44150000 PAY TAX: SHOP & WAREHOUSE
4 D
44160000 PITTSBURGH MECHANICS
4 D
44250000 CYLINDER TESTING ALLOY
4 D
44280000 EQUIPMENT REPAIR
4 D
44300000 SHOP SUPPLY & EXPENSE
4 D
44350000 LEASE ON CYLINDERS
4 D
44400000 EQUIPMENT RENTAL
4 D
44450000 RENTAL EXPENSE: ALOX
4 D
44500000 UNIFORMS
4 D
44600000 BONUS: SHOP
4 D
44650000 BONUS WAREHOUSE
4 D
45100000 UTILITIES
4 D
45200000 BULIDING MAINTENANCE
4 D
45250000 AUTO & TRUCK EXPENSE
4 D
45260000 CAR LEASE: JOE JR
4 D
45270000 GAS AND OIL
4 D
45280000 VEHICLE REPAIRS
4 D
46050000 OTHER EXPENSES
2 D
Y
46100000 BAD DEBT EXPENSE
3 D
46300000 INTEREST EXPENSE
3 D
46400000 OTHER INCOME
2 C
Y
46500000 DISCOUNTS ALLOWED- PAYABLES 3
C
47100000 INTEREST INCOME
3 C
47400000 SALE OF ASSETS
3 C
47500000 MISCELANEOUS INCOME
3 C
48000000 EXTINGUISHMENT OF DEBT
3 C
Option: CASH01
Should F1 (apply oldest)
present prompt screen to verify (Y/N)? Y
*Default cash in bank loc#: 99 *Default cash
in bank G/L acct#: 1010 0000
*A/R G/L#: 1020 0000 *Interest G/L#: 4710 0000
*Cash Clearing G/L: 1021 0000
*A/R Notes G/L#: 1029 0000 *Bad debt/Write-Off G/L#:
Option: GLBANK Bank Accou
*Bank 1 CASH G/L#: 1010 0000
*Bank 3 CASH G/L#:
*Bank 5 CASH G/L#:
Option: GLDFLT Default G/L Numbers
1st Digit Income: 3
1st Digit Expense: 4
*PROFIT/LOSS G/L#: 2925
*RETAIN EARN G/L#: 2950
*A/P G/L Account#: 2110 0000
*DISCOUNT G/L AC#: 4650 0000
Tax A/P G/L#
21310000
21310000
|
Top Of Page
Hazmat Set-Up
| How to set-up HAZMAT for Rental & Lease Program.
First you need to set up two item numbers. One for Hazmat
charge monthly (HAZRNT) and one for a lease renewal hazmat charge.
(HAZLSE) You may want to set-up a product group code for this monthly
hazmat item for easy ID on the sales analyst report.
All hazmat charges are on a daily basis therefore if you want
to charge $3.00 a month you would use .10 as list price. Keeping
in mind that it will only be $3.00 on a thirty day month. On a thirty
one day month it will be $3.10 and on a 28 day month it will be $2.80.
Bracket pricing. If you want a person to be charged .10
a day up to 5 cyl and .08 a day from 6 to 10 and .05 a day for 11 or more.
You would set up bracket pricing in the following way.
List price: .1000
Bracket 1. 180 (6 X 30)
Price: 0800
Bracket 2. 330 (11 X 30)
Price: 0500
If you have a max amount you want to charge your customers regardless
of the quantify of cyl out you can put that here also.
If you want to give a customer a special price you can set this
up in the hardgoods special pricing.
Understanding EOMITEMS in the options set up file.
Option: EOMITEMS End of Month Haz. Material Charge items
Haz Mat'l charge item for Rental bill:_________ for Lease Renewal:
_________
Haz Mat Rent use "(S)hip", "Subject to (C)harge" or New (B)alance less
leases: ___
Rental Hazmat Max Amt (xx.xx): _______
Haz Mat Lease Max Amt (xx.xx): ______ Lease fee a (F)lat fee
or (I)ncremental: ___
Show ACTUAL rate & qty on Rent Hazmat? (Y/N, N=qty of 1 &
calc'ed rate): ___ |
Option: EOMITEMS End of Month Haz. Material Charge items
Haz Mat'l charge item for Rental bill: ___________ for
Lease Renewal: ________________
Haz Mat Rent use "(S)hip", "Subject to (C)harge" or New (B)alance less
leases:__
Rental Hazmat Max Amt (xx.xx): ______
Haz Mat Lease Max Amt (xx.xx): ______ Lease fee a (F)lat fee
or (I)ncremental: __
Show ACTUAL rate & qty on Rent Hazmat? (Y/N, N=qty of 1 &
calc'ed rate): __
"Minimum amt" item to use for Rental Bill:___________ |
Haz Mat'l charge item for Rental bill: HAZRNT and for Lease Renewal:
HAZLSE. Here is where you would place the item number you just created
for this charge.
Haz Mat Rent use "(S)hip", "Subject to (C)harge" or New (B)alance
less leases:___
How to charge is the big question. You can base it on the
grand total of the “ships” column, on the grand total of the “subject to
charge” column (for daily Rent this would be a total of cylinder days),
or on “New Balance less Leases” (this would be the same thing as “subject
to charge IF you were on End of month Rent), How you answer this
question can determine the prices (and optionally the qty break quantities)
you use in the first step. For example the rate would be a rate per
day IF you use daily rent and you are going to charge based on “subject
to charge” column. The rate would be a per cylinder, per month, charge
IF you were going to use “ships” or “New Balance less Lease." It
would also be a rate per cyl, per month IF you were going to use “subject
to charge” and you use end of Month Rent method.
Rental Hazmat Max Amt (xx.xx): _____
Haz Mat Lease Max Amt (xx.xx): ____
Lease fee a (F)lat fee or (I)ncremental: ___
You have the ability to code a Maximum amount in this option.
This can also help to make this fee a “flat fee." For example, if
you want a flat fee of $5/Invoice for everyone who gets an invoice you
would set-up the inventory record as having a price of $5.00 then base
it on the “subject to charge”, then put $5.00 in the Maximum amount field.
This would mean that if there was 1 or 1000 in the “subject to charge”
that a fee of $5.00 would appear.
Show ACTUAL rate & qty on Rent Hazmat? (Y/N, N=qty of 1 & calc'ed
rate): ___
You will also need to go into Customer Maintenance and set the
Rental Hazmat flag to a “Y” for all customers that will be subject to this
charge.
You can optionally set up a Hardgoods Special Pricing entry for
given customers, to enable them to receive a different (Higher or lower)
rate than the “standard” established in the inventory master file.
It should be noted that if you charge some customers Daily and some customers
End of Month rent, AND you use the “subject to charge” then you will definitely
need these records for the minority of those customers (“D” or “E” method)
because the rate in the inventory master should reflect the majority of
customers’ rate(s). You cannot easily use HAZMAT for Rent if the
same customer has some cylinders on Daily and some cylinders on End of
Month, unless you are going to use the “flat fee” approach.
We have recently added the ability to adjust your charges by location
as well. In the location master file you now have the option for
a max hazmat charge by location along with the questions Ship, Subject
to charge or new balance less leases.
Location Maintenance File
Use location juris for all sales? ___ Rental Hazmat Max
Amt (xx.xx): __________
Haz Mat Rent use "(S)hp", "Subj to (C)hrg" or New (B)al less leases:
____
Show ACTUAL rate & qty on Rent Hazmat? (Y/N, N=qty of 1 & calc'ed
rate): ___
Haz Mat Lease Max Amt (xx.xx): ____ Lease fee a (F)lat fee or
(I)ncremental: ___
Default Printer ID: ____ Delete (D): ___
|
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Top Of page
Installment Billing
Void
| Installment billing void.
When you enter an installment billing this it what happens.
a. It Credits the full amount of the sale, including interest, to Sales.
b. It debits the full amount, including interest, to Notes.
c. If you received a down payment it will credit Notes and debit Cash
in Bank.
d. It creates the first month bill which debits A/R the amount of the
first month bill.
e. It credits Notes the amount of the first month bill.
Procedures to reverse / cancel an installment billing.
There are two scenarios to deleting an installment billing.
a. A customer has an installment billing and after two days he returned
the product for a refund.
b. A customer has an installment billing but wishes to pay it off early.
We should first stop the automatic billing by delete the command that
creates the bill each month.
On a command line type:
UPDDTA W#EQPUR<E>
CUSTOMER#
ITEM##
Find the delete field and put a "D" in this field.
EQPRCHUP<Enter>
Customer # __________
Item # __________
F4 to delete this action.
To reverse “A” above the actions you will need to take are as follows.
You should create an invoice, billing the customer for the value of
the outstanding installments using an item number such as INSTCAN. (Note:
Item INSTCAN should be set up with a product group that has the notes GL
account number in the sales field.) Then use a misc. item number
whose product group is the same as the original item to bill a credit for
the amount you are allowing for monies already paid on the account.
This can be released as a Cash sale and give the customer the refund out
of the drawer or release it as a Charge sale and cut a check to mail later.
Credit for the full amount of the installment billing using the real
item number and the inv # of the first installment monthly bill it just
generated. This will zero out this transaction.
Situation “B”.
Write up an invoice crediting (1-) the entire amount of the installment
billing using the actual item number. This will put the item back
in stock and put a credit in his AR file.
Go into Cash receipts and write off the credits against notes and write
off the monthly bill debit against notes.
Install can for amount of down payment or write a check and debit notes.
Go into cash receipts write off the credit against the notes acct and
write off the first month bill against the notes account, then cut a check
for the down payment debiting the notes GL accounts.
If you should give them back the deposit in cash use cash sale invoice
to bill a credit using 1- as the down payment dollar amount. And
give him the money in cash.
If you are returning the down payment by check you should debit your
notes account when writing the check.
If you return the down payment as cash, you should have an item number
setup using the proper product group so that it will credit the proper
G/L for this purpose and complete a cash sale credit ticket.
|
Top Of Page
Installment Billing
| INSTALLMENT BILLING
Understanding installment billing.
You must create an installment bill for each item number.
If a customer wishes to purchase several items on installment we suggest
you create a “Bill of material” for this sale. At the time the sale
is made the system will generate a bill that is due 30 days from today.
The next bill will be automatically when: The bill goes over 30 days
and at the time you run close. Example: If a customer gets
an installment billing on Jan 9th, a bill will be generated on Jan 9th.
When you run Jan month end close a bill will not be generated because it
has not gone past 30 days. When you run Close on Feb. 28th/29th a
bill will be generated. If you want the bills to generated faster
you can do them manually by going into the Bill menu using option 15.
This will call for all bills that have gone over 30 days as of today’s
date and generate an invoice. If you do several installments billings
you may want to call for the invoices every Friday. That way if one
is due it will kick out an invoice, if it is not due it will do nothing.
GL’s effected:
1. When a sale is made, the packing slip is released, registers
are called for, the following takes place.
a. On-hand quantity is reduced.
b. Sales is credited for the full amount of the sale.
c. Inventory is credited for the full amount of the cost.
d. Cost of goods is debited
e. Notes Receivable is debited.
2. If a down payment is made at time of purchase:
a. Notes receivable is credited
b. Cash in bank is debited.
3. When a bill is created each month:
a. Notes receivable is credited for the amount of that
bill.
b. Accounts Receivable is debited for the amount
of that bill.
4. When payment is received:
a. A/R is credited by the payment amount
b. Cash in bank is debited.
In the event a customer decides next week that they do not want the
Machine, below is the way to remove/delete the installment billing process.
1. Create a bill for the full amount $2,450.00 (machine = $2,000.00
+ Interest $450.00) shipped 1<F->. This will put the inventory
back in stock.
2. Use EQPRCHUP to call up cust# and Item# then use <F4> to
delete it. This will prevent any more bill from being generated.
3. Use the credit that was generated in step 1 to pay off any
bills in his AR and write off the balance generated against the notes receivable
account.
If a customer wants to pay off an installment billing early do the following:
1. Bill him for the balance using an item # whose product group
“Sales G/L#” has your notes receivable account. You may want to create
an Item# called INSTPAYOFF using the notes receivable account. Make
sure you use purchase group 950 or above.
2. Use EQPRCHUP and delete the record same as step 2 above.
3. Since he is paying off the installment early you may want to
give him an interest credit. You need to create an Item# INTCREDIT
using a sales GL# in the product group because when you made the sale the
full amount went into sales.
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Inventory Counting
MENU: MASTER
The Equinox Welding Supply Management System
1. Inquiry Menu
2. File Maintenance Menu
3. Order Entry & Billing Menu
4. Accounts Receivable Menu
5. File Listings Menu
6. Delivery Slip Control Menu
7. Physical Inventory Menus
8. Special Options Menu (XMENU)
9. Salesman Call Frequency Menu
10. Cylinder Tracking Menu (CYLZ)
11. EDI/FAX Menu
24. Sign Off
(c) 1989 Equinox Software Systems, Inc. (Release 10/94)
MENU: PHYINV
Select one of the following:
1. Full Physical Inventory MENU
2. Cycle Counting MENU
23. Return to MASTER Menu
24. Sign OFF
MENU: PHYSCL
PHYSICAL INVENTORY MENU
1. Select Locations for counting.
2. Print list of all inventory by manufacturer for count taking.
3. Create a "frozen" inventory file after processing all data
through the cut-off date for the location(s) to be counted.
4. *** OPTIONAL *** Post ticket numbers issued to branches.
5. Physical count input program.
6. Physical count input prgm from MEQ
7. *** OPTIONAL *** Ticket control report.
8. *** FIRST PHYSICAL ONLY *** Please call Equinox before running.
9. Inventory Discrepancy Report by Loc. (Step 5 can be used to
correct errors)
10. *** OPTIONAL *** Update Hardgood Serial Numbers. (Discrepancies
only.)
11. *** OPTIONAL *** Key missing average costs into the "frozen"
inventory file (If you do not
input average costs, replacement cost will be used)
12. Post physical count discrepancy adjustments into the "live"
inventory file on-hand quantities for ALL locations counted. CAN BE RUN
ONLY ONCE!!!
13. Print Inventory Value Report by loc as of cut-off date using
average cost.
14. Delete "frozen" inventory file after ALL reports have printed.
22. Return to Physical Menus 23. Return
to MASTER menu 24. Sign OFF
NO TICKETS/NO MEQ- - -TICKETS/NO MEQ- - -NO TICKETS/MEQ
1. Select Locations
1. Select Locations
1. Select Locations
2. List Inventory
2. List Inventory
2. List Inventory
3. Freeze Inventory
3. Freeze Inventory
3. Freeze Inventory
5. Physical Input 4. Post Tickets 5. Physical Input
9. List Discrepancies 7. Ticket Report 6. MEQ Input
9. List Discrepancies
9. List Discrepancies
** Optional ** Use options 5, 10 and 11 to correct discrepancies/avg
costs.
These options can be run as often as necessary. When the inventory
discrepancy is correct, you may continue on to the following steps.
12. Post Inventory 12. Post Inventory 12. Post Inventory
13. Inventory Value Rpt 13. Inventory Value Rpt 13. Inventory
Value Rpt
14. Delete Frozen Files 14. Delete Frozen Files 14. Delete Frozen
Files
MENU: CYCLE
Equinox Physical Inventory Via Cycle Counting
1. Freeze Inventory File
2. Post Ticket Numbers Issued To Locations ** OPTIONAL **
3. Physical Count Input
4. Physical Count Input from MEQ.
5. Ticket Control Report ** OPTIONAL **
6. Inventory Discrepancy Report by Location (Step 3 Can Be Used
To Correct Errors)
7. Update Hardgood Serial Numbers. (Discrepancies only) ** OPTIONAL
**
8. Key Missing Average Costs Into Frozen File ** OPTIONAL
** (Replacement Cost Will Be Used If No Average Cost)
9. Post Physical Count Adjustments To The Live Inventory File
22. Return to PHYINV Menu
23. Return to MASTER Menu
24. Sign OFF
CYCLE COUNT
!. Go to menu physical and select the location you will be counting.
2. Go to menu Cycle and complete the following:
Option #2 Only if it applies to you.
If you are using tickets to count your inventory you will need
to select this option. The way the tickets work is as follows.
· Usually the tickets will be 1 1/2” by 3”,two page carboned
and pre-numbered.
· You will assign ticket number 00001 thru 05000 to location
01, 05001 thru 10000 to location 02, etc... You will provide that
location with as many tickets as they will need to count all their in-house
inventory.
· When the location receives the tickets they will put one ticket
in each bin box and/or item location.
· On the day of the count the person counting will pull the ticket
out of the box, count the items, put the item number and the count on the
ticket, rip off the top part of the ticket and turn it in to your inventory
controll person(s) and put the other part back in the counted bin.
· When the inventory control person receives the tickets they
need to put them in numeric order and all tickets should be accounted for.
This is a cross check to make sure nothing is missed.
· You can begin inputing the count as soon as the tickets start
coming in.
Option #1 After all paper work is complete.
Anything that you are not going to input a count on must be entered
in the system prior to completing this option. You should run an
unreleased orders report and have it completely cleaned up. If you
do elect not to release an order you should include these items in your
count. The fewer exceptions you have to your inventory count the
more accurate your count will be.
Option #3 or 4 depending on how you are completing our count.
Option #3 and option #2 go hand in hand. If you are using option
#4 you will not need option #2.
Option #6 Is ran only after you have completed options 1
& 4 or 1, 2, & 3.
Option #3 After reviewing the Option 6 report and you needed to
make corrections use this option.
Option #9 ONLY after you are complete satisified with count. Run
another option 6 and verify your changes. Do a little spot checking
on the count. If it’s late at night and you are tird, you may want
to hold off on this step till the next day.
Go to menu Physical and deselect the location you just counted.
Note: If you are doing this for the first time, I recommend you
complete cycle count on your smallest purchase group for practice and see
how the system operates before you bring in thousands of employees to do
inventory.
Discussion:
When you freeze inventory you are freezing the ON HAND value in your
inventory. When you write a packing slip the system adds n to allocated
and takes on hand minus allocated and plugs that number in available.
ON HAND is not effected till you release the packing slip. When you
freeze inventory you are freezing the ON HAND value.
Prior to freezing your inventory all paper work should be complete.
All packing slips should be released. If you have items that are
not released you should include these items in your count.
Transfers: If you <F21> a transfer you should not count it
in your inventory and the receiving facility should not count it either.
I recommend that you either do not <F21> your transfers and include
them in your count or have your receiving facility receive the transfer
in the system and include this in his/her count without actually having
the merchandise.
If you continue to do business after you freeze the inventory you must
input the count as if you still have that item in the ben. When you
post your inventory count it will make the required adjustments to your
inventory as of the time you froze it.
Counting inventory while doing business is extremely difficult.
There are many human factors that must be taken into consideration and
I have never heard of anyone pulling this off completely effective but
YOU may be the first.
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Lease set-Up
| Setting up the Lease program.
First determine how you are going to group your cylinders for leasing.
Example: All Hi-Pressure cylinders will be set up with a lease of
$45.00 a year with a renewal of $35.00 a year. All Lo-Pressure will
be $35.00 a year with a renewal of $25.00 a year. If you have cradles,
you may want to have a set basic price for a 6 cradle of hi-pressure cylinders
at $120.00 a year with a renewal of $100.00, and an 8 cradle of hi-pressure
cylinders at $160.00 a year with a renewal rate of $145.00. (All
my prices are picked out of the air.)
You need to set up a lease rate code. This will be a two letter
code for each type rate you have determined you needed above. Example
C6 could be for a 6 cylinder cradle, and C8 could be for an 8 cylinder
cradle. Also, HP could be for hi-Pressure cylinders etc......
Example of your list will be:
Lease Rate Code Description Sort desc.
C6 6 Cylinder Cradle Cradle6
C8 8 Cylinder Cradle Cradle8
HP Hi-Pressure Cylinders HP Cylind
ETC.........................
ETC......................... As many as you
feel you need.
Now we need to set up two Item numbers for each one of the above codes.
This is done in the Inventory maintenance (Menu: Master, #2, #13).
You MUST use this item#: LEASE(Two digit number of years), &
(Two character Lease Rate Code). You must also set up the same item
# with an “R” on the end, to handle the renewal of your leases.
If you wish, you can use different product groups to record the sales of
your original leases you renewal leases.
Example:
LEASE01HP
LEASE01HPR
LEASE01C6
LEASE01C6R
LEASE01C8
LEASE01C8R
ETC................................
Now we need to go into each gas item# in the Inventory maintenance file
and put the lease rate code that applies to that gas. (MENU MASTER,
#2, #13).
Type the item# and hit <Enter>. This will bring up the gas
item. Now do a cmd10/F10 and tab down to the “Lease Rate Code” field
and place the code that applies to that item#. If you are not sure
which one it might be you can use the question mark to bring up the list
of lease rate codes and hit the <F1> to verify.
NOTE: Most of the time, when you use the question mark to view
the help screen, we recommend that you use the cmd1/F1 key instead of the
enter key in order to verify your data before entering it back into your
files.
After you have completed the above steps you are now ready to start
selling leases. When you sale a lease you will go into order entry
(MENU MASTER, #3, #1) and fill in an order for that customer using LEASEyy
as your Item#. Where “yy” is the number of years the lease covers.
If you are providing this customer with a special lease price then put
a Y in the special price field. The next screen will ask you
for the gas Item# of the cylinder being leased. The system then retrieves
the lease code for that item and appends it to the LEASEyy item you entered
to produce the actual item # that you will use to bill the customer.
This should have either confused you to death or will lend some assistance
in figuring out the rest of the procedure.
Take a look at the Weldlibr documentation book under tab “Cylinder Lease
Menu”. It should walk you through the set-up procedures.
Discussion
This file contains a record for every cylinder leased by your customers.
The number of cylinders on lease is stored in the record along with the
date that the lease was written and the invoice number on which it was
billed. A record gets added to the file automatically whenever
an item number beginning with the characters "LEASE" is billed during
invoice entry. The item number should also contain the number of
years that the lease is for, as well as a two digit lease rate code.
You should assign a code for every lease rate you charge. For example,
if you have 2 standard lease rates, one for small cylinders and another
for large, you would need 2 codes such as "SC" and "LC" for "small cylinder"
and "large cylinder" respectively. Other codes might be "LL"
for "large liquid", "CL" for 12 cylinder cradles, "CS" for 6 cylinder
cradles, etc. For example, a 1 year lease for 251 cubic foot Oxygen
cylinder might be billed using the item # "LEASE01LC". Keep in mind
that each lease item number should have a renewal item number created in
the inventory master file, such as "LEASE01LCR". The system automatically
scans the lease file at the end of each month and bills for the renewal
of all leases that expire in the upcoming month, and also prints a list
of those leases that expire 2 months from that point, thus giving you the
upcoming month to review the list to see if the lease really should be
renewed.
********
DIRECTORY
********
Seq:
To work with an existing item number-lease sequence, you may key the
sequence number of the item as displayed on the directory. Use <ENTER>
to update or <F4> to delete.
*Position to/Item # - Lease seq to ADD:
If a new lease is to be added, place the cursor in the first field,
key in the item number and press <F6>. You may also search for
an item number by placing a "?" in this field and pressing either <F1>=Verify
or <F6>=Add. You may work with an existing lease by entering
both the item number and the lease sequence. Use <ENTER> to update
or <F4> to delete.
OPTIONS
Enter = Continue: update the selected lease.
F1 = Verify: verify data keyed before accepting.
F3 = Exit: end maintenance program and do not accept changes.
F4 = Delete: flag a record for deletion.
F6 = Add: enter a new lease.
F7 = Return: return to search display and do not accept screen.
F11 = Show Deleted: include deleted item on the directory.
F11 = Omit Deleted: omit deleted items from the directory.
Customer Number:
Pre-fills with customer selected from screen 1.
*Item Number (10) (Alphanumeric)
Enter the gas item number that is on lease.
Lease Sequence (3.0) (Numeric)
Since it is possible to have more than one lease on a given size and
type of cylinder taken out on different dates, the sequence number is used
to identify the different leases. When leases are added, the next
available sequence number is assigned by the system.
Number of cylinders (5.0) (Numeric)
Enter the number of cylinders of this size/type that are on lease.
Original lease term: (years) (2.0) (Numeric)
Valid entries are 01-99 (99 year leases are programmed to never renew)
Original Lease date: (6.0) (Numeric-MMDDYY)
This field contains the date that the lease was first written.
CLMMNTFM HELP
Original Invoice # (6) (Numeric)
This field contains the invoice number on which the lease was originally
billed
Renewal Override (2.0) (Numeric)
If the lease should renew for a different number of years than originally
billed, enter the number of renewal years in this field.
Last Renewal Date (6.0) (Numeric-MMDDYY)
Date that the system renewed the lease. If this field contains
a date, the system uses it to determine if the lease is up for renewal.
Otherwise the lease start date is used
Last Renewal Invoice # (6) (Numeric)
When the system renews a lease it inserts the invoice number it assigned
into this field. Note that the system uses the same series of invoice
numbers that it uses for rent/demurrage bills when billing the lease
renewal
No Renewal (N):
Enter an "N" in this field if this lease should not renew. On
the month in which the lease is scheduled to renew, the lease will be flagged
with a "D" for delete in the next field
Delete (1): (Alpha)
A "D" in this field to flag for deletion, or remove "D" to reinstate.
OPTIONS
Enter = Continue: accept the added record or updates.
F1 = Verify: verify information keyed before accepting.
F3 = Exit: end maintenance and do not accept changes.
F4 = Delete: delete an existing record or reinstate a deleted record.
F5 = Refresh: return the data to the status prior to any changes keyed.
F12 = PrevScrn: return to the directory without accepting the current
record.
Roll keys: scroll through customer leases without updating.
APPENDIX B
Cylinder Leases
The system is designed to automatically invoice for renewal of customer's
expiring leases each month. It will also automatically create a lease
record for a customer whenever a new lease is billed during invoice entry.
Before the system can actually begin invoicing and renewing leases,
necessary data must be established and entered into the computer.
Following the steps outlined in this appendix will help you understand
and set up your leases in the system
I. RELATED CODES TO ESTABLISH
In order to set up LEASES you will need to establish the following group
codes for leases. Locate the related maintenance files in the documentation
for further details.
Product Group Code
Establish a three position product group code for leases. You
can use letters or numbers (i.e. LSE). Enter the code and description
in the Product Group Master File.
Manufacturer Code
Establish a three position manufacturer group code for leases.
You can use the same code that you established for the product group.
Enter the code in the Manufacturer Master File.
Purchase Group Code
Choose a number from 950-998 to use as your purchase group
code for leases. Enter the code in the Purchase Group Master File.
II. LEASE RATE CODES
You need to establish 2 position rate codes for each standard
lease rate you charge.
Examples of rate codes:
SC = small cylinder
LC = large cylinder
LL = large liquid
CL = 12 cylinder cradles
CS = 6 cylinder cradles
Lease Rate Codes are used in the following maintenance files.
1. Cylinder Lease Master File (see documentation
for details)
2. Inventory Master File
Lease Rate Codes should be entered for gas items. Enter
the lease rate code that corresponds to the lease rate that you charge
for that cylinder type and size.
When you invoice a customer for a lease, the system prompts you to enter
the gas item number of the cylinder being leased. The system checks
the lease rate code contained in the "LEASE" item number against the code
you have entered for the gas item number being leased. It will not
allow you to bill the lease if the codes do not match.
For example, if item number AC5 has a lease rate code of "LC"
and the lease item number being billed is "LEASE01SC", the system
will sound an alarm and not allow that lease to be billed. In that
case you would cancel the line item being billed and reenter the line using
line item number
"LEASE01LC"
You can also let the system do the work for you. To bill a lease,
key in: LEASEyy (where yy = number of years that the lease is for),
then press <ENTER>. The system then prompts for the gas
item number being leased, then uses the lease rate code found in that item's
inventory master record to "build" the item number it should use by appending
the code to what the operator keyed (i.e. LEASEyycc, where cc = lease rate
code.)
III. SETTING UP LEASE ITEMS AND RATES
You should establish two inventory items for every standard cylinder
lease, one for the original lease and one for lease renewals. Follow
the steps outlined below to enter each LEASE item in the Inventory
Master File.
The following fields need to be completed for each LEASE item.
Item Number
Positions 1-5 = LEASE
Positions 6-7 = number of years the lease is for
Positions 8-9 = lease rate code
Position 10 = lease renewal code (R) (for renewal
item #'s) (every lease item should have a corresponding renewal item
number)
Example:
LEASE01LC This lease item is for a one year
lease of a large cylinder.
LEASE01LCR This is the renewal item number for the
same kind of lease.
Description
Enter the description for the lease that you would want to appear on
the lease invoice.
Price
In this field, enter the rate for the lease item number. This
will become your standard list price for this kind of lease.
Product Group Code
Enter the product group code you established for leases.
Manufacturer Group Code
Enter the manufacturer code you established for leases.
Purchase Group Code
Enter the purchase group code you established for leases.
"N" for taxes
If leases are never taxed, enter N's in the LEASE Tax Table
in the Customer Master File. If leases are taxed, enter the appropriate
table code.
IV. SPECIAL LEASE RATES
If any customer should receive a special lease rate, a record needs
to be set up in the Hardgoods Special Pricing File. See documentation
for setting up these files.
V. CYLINDER LEASE MASTER FILE
This file contains a record for every cylinder leased by your customers.
These records are created in one of two ways:
1. Manually
When initially setting up leases in the system, you would enter all
of your customer's cylinder lease records in this file. If
you needed to update an existing lease record, you would also use this
file.
2. Automatically
Cylinder lease records are added automatically by the system whenever
an item beginning with the characters "LEASE" is billed during invoice
entry (see Cylinder Lease Master File for more details.)
VI. BILLING LEASE ITEMS
New leases are invoiced during billing using the LEASE item numbers
established in the Inventory Master File. The characters "LEASE"
at the beginning of the item number signals the system to automatically
add a lease record in the Cylinder Lease Master File.
A separate LEASE line item should be billed for each size
and type of gas that a customer is taking out on lease. For example,
if a customer is being billed for 3 oxygen and 3 acetylene cylinders,
a lease item
would be billed for each of the two gases.
After entering a lease item number, the system prompts you to enter
the gas item number of the cylinder being leased. The system
checks the lease rate code contained in the "LEASE" item number against
the code you have entered for the gas item number being leased. It
will not allow you to bill the lease if the codes do not match.
Reversing an Entry
If an invoice for a lease item has been entered incorrectly you can
make a reverse entry to offset it.
For example, if LEASE01LC was billed during invoice entry with quantity
2, enter a second invoice with the same data except enter quantity 2 <Field
->. This will offset the incorrect invoice. Later, delete both
lease records in the Lease Master File. To delete, display the
lease record in the update mode then <CMD4>. The record will be
marked for deletion.
HOW LEASE RENEWALS WORK
Once all of the lease related information is set up, the system is ready
to bill lease renewals automatically. As part of the MONTH-END CLOSE
procedure, the system automatically scans the lease file and
bills for the renewals of all leases that expire in the upcoming month.
In addition, a list of those leases that expire in two months will also
be printed. This gives you the upcoming month to review the list
to see if the leases should be renewed and/or the customer's rate should
be changed.
CHECKLIST FOR SETTING UP LEASES
1. Set up a product group code, manufacturer
code and purchase group code for leases.
2. Establish lease rate codes.
3. Enter lease rate codes in gas item records.
4. Set up lease items with rates in the Inventory
Master File.
5. Set up special rated leases in the Hardgoods
Master File.
6. Set up leases in the Cylinder Master File.
7. Set up the appropriate tax table for each
customer in the Customer Master File.
Revised: 2/92
A separate LEASE line item should be billed for each size
and type of gas that a customer is taking out on lease. For example,
if a customer is being billed for 3 oxygen and 3 acetylene cylinders,
a lease item would be billed for each of the two gases.
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Menu Set-Up & Edit
Designing a menu
Many times I am asked “How do I keep Mr. ? from doing something?
The answer is not simple. The AS/400 is not designed to prevent
someone from doing something. It is designed to allow someone to
do something and this is accomplished with menus.
1, Determine how you wish to accomplish this.
a. Do you plan to create a special menu for each employee?
If so, you are looking at a lot of work. I suggest that you set up
your menus by department, allowing more authority to managers. Example
would be: Drivers, Store clerk, Store Manager, Purchesing dept, Credit
Dept, Receiving dept, Etc. You are still creating a lot of menus
but not as many as if you were making one for each employee.
2. Determine what is needed on each menus.
Example: Front counter.
1. Order Entry (Bill)
2. Call for Cash Registers. (Bill)
3. Call for Charge Registers. (Bill)
4. Receive Transfer (Onhand)
5. Sign Off (Master)
Note: I have numbered each item the same as I want them to apear
on the menu. I have written it out as I want it to appear and the
Equinox menu that I found this item in is in brackets ( ).
3. We need to find the computer command that make the system execute
each item above.
a. SDA
1. Design menus and help text
Menu - - - > BILL
Create or update menu
and/or command text - - - - > Y
<Enter>
Look down at the bottom of the screen you will see 0001
INQ OEMAST. This is telling you that when you select a 1 and
hit enter the computer command is INQ OEMAST. If you hit the
page down this will change to 0002 OEIPRT, etc.
After you have found what you need from this menu and you want to go
to another menu you press <F3>, Change this option from a 1 to a 3 and
hit <Enter> <F12> and repeat the above stepts till you get
all the information you need to build your menu.
Example: Front counter.
1. Order Entry (Bill) (INQ
OEMAST)
2. Call for Cash Registers. (Bill) (OECPRT)
3. Call for Charge Registers. (Bill) (OEIPRT)
4. Receive Transfer (Onhand) (TRNREC)
5. Sign Off (Master) (END)
4. Develope the new menu. Note: All custom menus MUST
start with an X.
a. SDA
1. Design menus and help text
Menu - - - > BILL
Create or update menu
and/or command text - - - - > Y
<Enter>
You have a blank menu screen however, you can create you own by selecting
<F6> Free Form and hit <Field+> <Field+>. This will
wipe your screen and let you put your numbers in any order and in any location
on the screen.
Menu: XBILL
1. Order Entry
2. Call for Cash Registers
3. Call for Charge Registers
4. Receive Transfer
5. Sign Off
After you set up your screen you will need to apply the commands.
<F10> Comd Text.
Under the correct number you should place the exacution
code.
0001 Order Entry
INQ OEMAST
0002 Call for Cash Registers
OECPRT
0003 Call for Charge Registers
OEIPRT
0004 Receive Transfer
TRNREC
0005 Sign Off
END
Once you have finished this step fo an <F10>
Option 2 <Enter>
<F12>
Option 2 <Enter>
You will see at the bottom of the screen “SDA is compiling the selected
member”. When it’s finished take an <F3>
Congradulations! You have just finished your first menu.
Note: You can’t change a menu if someone is in that menu.
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MEQ
1. Take out the MEQ and delete the program that is already stored
in the MEQ.
a. Hold down the 2nd key and the period key, while holding these
two keys down, turn on the meq.
2. Connect the cable from the PC to the MEQ and set the MEQ down.
3. On the PC, create a directory and put MEQCOMM2 and your BAS
program in it.
Note: If you have ever loaded the MEQ program on this PC in the
past you should skip "b" and "d" below unless we tell you otherwise.
a. On the PC go to a dos prompt. (C:\>) If you have
a dos prompt similar to C:\WINDOWS> you should type CD..<Enter>.
This should give you a dos prompt that looks like C:\>.
b. At this prompt type MD MEQ<Enter>
c. Type CD MEQ<Enter> Your dos prompt should now
look like this. C:\MEQ>
d. Put the 3 1/2" disk in your PC and type COPY A:.<Enter>
4. On the PC at a command prompt type MEQCOMM2<Enter>
5. Turn on the MEQ
6. Follow the instructions on the PC.
a. You should see the PC looking for a way to connect to the
MEQ. (If your PC can't find the MEQ you should check the flowing;
Verify cable is plugged into a serial port on your PC, and Verify the MEQ
is on.)
b. Once the connection is made another window will pop up and
you should hit enter.
c. You will get a blank looking window with function keys at the
bottom, you should select option F2 (Load).
d. You should now see the BAS programs. Select the desired
program and hit <Enter>
e. During the load you will see the system counting. It
should count at approx. 20 to 30 per second. If it seems to be going
slow then the possibility exist that the MEQ is not taking the program.
You should still finish the process and see if it works ok.
f. The PC will ask you a series of questions, we suggest you answer
all the questions with Yes.
When the load has finished it will ask you if you want to START THE
RUN COMMAND. Answer this with a YES.
8. Now you can exit the program.
APX Instructions
1. Take out the APX and delete the program that is already stored
in the APX.
a. Hold down the ALT key and the SPC key, while holding these
two keys down, turn on the APX.
2. On the APX we need to change the MODE from 5,3 to MODE 3,2.
a. Hold down the ALT key and press the X. MODE should display.
If it displays 3,2 you should press <Enter> and go to step 3.
b. While holding down the ALT key, each time you press the X
the first column should advance by one. Keep hitting the X till you
get a 3 in the first column.
c. While holding down the ALT key you should press the Y to change
the second column till you get a 2.
d. Once you have 3,2 in the window depress the <Enter> key.
3. Connect the cable from the PC to the APX and set the MEQ down.
4. On the PC, create a directory and put MEQCOMM2 and your BAS
program in it.
Note: If you have ever loaded the MEQ program on this PC in the
past you should skip "b" and "d" below unless we tell you otherwise.
a. On the PC go to a dos prompt. (C:\>) If you have
a dos prompt similar to C:\WINDOWS> you should type CD..<Enter>.
This should give you a dos prompt that looks like C:\>.
b. At this prompt type MD MEQ<Enter>
c. Type CD MEQ<Enter> Your dos prompt should now
look like this. C:\MEQ>
d. Put the 3 1/2" disk in your PC and type COPY A:.<Enter>
5. On the PC at a command prompt type MEQCOMM2<Enter>
6. Turn on the APX
7. Follow the instructions on the PC.
a. You should see the PC looking for a way to connect to the
APX. (If your PC can't find the APX you should check the following;
Verify cable is plugged into a serial port on your PC, and Verify the APX
is on.)
b. Once the connection is made another window will pop up and
you should hit enter.
c. You will get a blank looking window with function keys at the
bottom, you should select option F2 (Load).
d. You should now see the BAS programs. Select the desired
program and hit <Enter>
e. During the load you will see the system counting. It
should count at approx. 20 to 30 per second. If it seems to be going
slow then the possibility exist that the APX is not taking the program.
You should still finish the process and see if it works ok.
f. The PC will ask you a series of questions, we suggest you answer
all the questions with Yes.
When the load has finished it will ask you if you want to START THE
RUN COMMAND. Answer this with a YES.
8. Now you can exit the program.
MEQ Instructions.
You will be asked for employee number. Up to 4 numbers can be
used. <Enter> EMPLOYEE NUMBER.
1111
DIST-1, REMV-3, ADD-2, XFER-4.
1 (DIST)
LOCATION
01
ORDER # / PACKING SLIP#
12345
CUSTOMER#
157
Note: you may go back and change anything by back typing a “b”<enter>
this will back you up one screen position. If you make an error beyond
this point you will need to type “q”<enter> (quit) and start over.
If the error is minor, the correction may be made on transaction maintenance
after the up-load. Most errors should be corrected immediately.
GAS TYPE
01 (OXYGEN) (Note: if you use gas type 05 it will
prompt you for cubic feet.)
COUNT
3
SERIAL# 1 (AT THIS POINT YOU CAN ZAP/SCANN THE SER# BUT IT YOU
NEED TO MANUALLY INCERT IT TYPE AN “I” AND IT WILL OPEN UP (
) FOR YOU TO INPUT THE NUMBER.
123456
325468
356985
GAS TYPE
99 (RETURNS)
RETURNS MISSING LABELS (Y/N) (If you say “Y”, all inputs are
required to be manual. if you select “N”, it will allow you to scan
and input manually.
N
COUNT
3
SERIAL# 1 (At this point you can zap/scan the ser# but it you
need to manually incert it type an “I” and it will open up (
) for you to input the number.
123422
98765
64589
GAS TYPE
F (FINISHED)
CONNECT PRINTER THEN PRESS ENTER. (If you chose not to print
type “C”<enter>)
The MEQ will go back to DIST-1, REMV-3, ADD-2, XFER-4 for your next
input.
When you as the person are finished using the MEQ you may type “Q”<Enter>
This will Quit and allow another person to sign in with their code.
You will also need to do this when you decide to up-load to the system.
Remember, you must type 9999 for employee number to get in the up-load
fuction.
________________________________________________________
You will be asked for employee number. Up to 4 numbers can be
used. <Enter> EMPLOYEE NUMBER.
1111
DIST-1, REMV-3, ADD-2, XFER-4.
2 (ADD)
SERIAL# 1
987654
RETEST DATE
101195
RETEST 101196 CORRECT (Y/N)
Y
PRODUCT CODE / ITEM NUMBER
OX251
LOCATION
01
MANUFACTURE ID
125
ALTERNATE SER# (THIS IS NOT A REQUIRED FIELD YOU CAN ENTER BY
THIS ONE.)
65432122
SERIAL# 2
987659
RETEST DATE
101195
RETEST 101196 CORRECT (Y/N)
Y
PRODUCT CODE / ITEM NUMBER
OX251
LOCATION
01
MANUFACTURE ID
125
ALTERNATE SER# (THIS IS NOT A REQUIRED FIELD YOU CAN ENTER BY
THIS ONE.)
<ENTER>
SERIAL# 3
F
CONNECT PRINTER THEN PRESS ENTER.
(I do not have a printer and when I put a “C” to continue, I get an
error therefore I assume you need a printer for this add fuction.
________________________________________________________
DIST-1, REMV-3, ADD-2, XFER-4.
3
SERIAL# 1
6542158
SERIAL# 2
987654258
SERIAL# 3
F
CONNECT PRINTER THEN PRESS ENTER.
(I do not have a printer and when I put a “C” to continue, I get an
error therefore I assume you need a printer for this add fuction.
________________________________________________________
DIST-1, REMV-3, ADD-2, XFER-4.
4
FROM CUSTOMER#
157
FROM CUST 00157 TO CUST
6548
FROM 00157 TO 6548 OK?
Y
SERIAL# 1
652789
SERIAL# 2
9876542
SERIAL# 3
F
CONNECT PRINTER THEN PRESS ENTER.
(I do not have a printer and when I put a “C” to continue, I get an
error therefore I assume you need a printer for this add fuction.
________________________________________________________
EMPLOYEE #
99999
TRANSMIT DATA? (Y/N)
Y
READY TO UPLOAD? (Y/N) (MAKE SURE CABLE IS HOOKED UP TO THE WEDGE)
Y
__________________________________________________________
EMPLOYEE #
9999
TRANSMIT DATA? (Y/N)
N
ERASE DATA? (Y/N)
N
SET ORDER# ? (Y/N)
Y
ENTER NEW ORDER#
32165
ORDER = 32165 CORRECT? (Y/N)
Y
SET TRANSFER #? (Y/N)
Y
ENTER NEW TRANSFER#
321654
TRANS# = 321654 CORRECT? (Y/N)
Y
SET LOCATION? (Y/N)
Y
ENTER LOCATION
01
LOCATION = 01 CORRECT? (Y/N)
Y
SET DATE/TIME? (Y/N)
Y
DATE = 95/11/30 CORRECT? (Y/N)
Y
TIME = 10:12:37 CORRECT? (Y/N)
Y
SPECIFY READER#? (Y/N)
Y
ENTER READER#
2
READER# = 2 CORRECT? (Y/N)
Y
PRINT GAS LIST? (Y)ES OR (N)O
N (if you say “y” it will prompt you to connect printer.)
************************************************************************************
The following instructions are for the MEQ after loading MEQ Program
NEWCYL1.BAS. This program is for Gas operation ONLY. You can’t
use this program for hardgoods.
After loading the program press [2nd] R.
You will be asked for employee number. Up to 4 numbers can be
used. <Enter> Note: When you get ready to upload your MEQ data
you will type in 9999 for the EMPLOYEE NUMBER.
1111
DIST-1, REMV-3, ADD-2, NEWD-4.
1 (DIST)
LOCATION
01
ORDER # / PACKING SLIP#
12345
CUSTOMER#
157
Note: You may go back and change anything by back typing a “B”<Enter>
This will back you up one position. If you make an error beyond this
point you will need to type “Q”<Enter> (Quit) and start over.
If the error is minor, the correction may be made on transaction maintenance
after the up-load. Most errors should be corrected immediately.
GAS TYPE
01 (Oxygen) Note: If you use Gas Type 05 it will
prompt you for Cubic Feet.
COUNT
3
SERIAL# 1 (At this point you can Zap/Scann the ser# but it you
need to manually incert it type an “I” and it will open up (
) for you to input the number.
123456
325468
356985
GAS TYPE
99 (Returns)
RETURNS MISSING LABELS (Y/N) (If you say “Y”, all inputs are
required to be manual. If you select “N”, it will allow you to scan
and input manually.
N
COUNT
3
SERIAL# 1 (At this point you can Zap/Scann the ser# but it you
need to manually incert it type an “I” and it will open up (
) for you to input the number.
123422
98765
64589
GAS TYPE
F (Finished)
CONNECT PRINTER THEN PRESS ENTER. (If you chose not to print
type “C”<Enter>)
The MEQ will go back to DIST-1, REMV-3, ADD-2, XFER-4 for your next
input.
When you as the person are finished using the MEQ you may type “Q”<Enter>
This will Quit and allow another person to sign in with their code.
You will also need to do this when you decide to up-load to the system.
Remember, you must type 9999 for employee number to get in the up-load
fuction.
________________________________________________________
You will be asked for employee number. Up to 4 numbers can be
used. <Enter> Note: When you get ready to upload your MEQ data
you will type in 9999 for the EMPLOYEE NUMBER.
1111
DIST-1, REMV-3, ADD-2, NEWD-4.
2 (ADD)
SERIAL# 1
987654
RETEST DATE
101195
RETEST 101196 CORRECT (Y/N)
Y
PRODUCT CODE / ITEM NUMBER
OX251
LOCATION
01
MANUFACTURE ID
125
ALTERNATE SER# (This is not a required field you can enter by
this one.)
65432122
SERIAL# 2
987659
RETEST DATE
101195
RETEST 101196 CORRECT (Y/N)
Y
PRODUCT CODE / ITEM NUMBER
OX251
LOCATION
01
MANUFACTURE ID
125
ALTERNATE SER# (This is not a required field you can enter by
this one.)
<Enter>
SERIAL# 3
F
CONNECT PRINTER THEN PRESS ENTER.
(I do not have a printer and when I put a “C” to continue, I get an
error therefore I assume you need a printer for this add fuction.
________________________________________________________
DIST-1, REMV-3, ADD-2, NEWD-4.
3
SERIAL# 1
6542158
SERIAL# 2
987654258
SERIAL# 3
F
CONNECT PRINTER THEN PRESS ENTER.
(I do not have a printer and when I put a “C” to continue, I get an
error therefore I assume you need a printer for this add fuction.
________________________________________________________
DIST-1, REMV-3, ADD-2, NEWD-4.
4
CYL TRACKING SYS LOCATION:
01
LOCATION#: 01 CUSTOMER#
157
CUSTOMER# 00157 ORDER#
98765
ORDER# 98765 CORRECT? (Y/N)
Y
C:00157 O:98765 S)HP R)TN E)ND
S
SCAN SHIP CYLNDR
12345
S#: 12345 IS THIS OK Y/N (You only get this if you enter the
ser# manually.)
Y
SERIAL# ACCEPTED *HIT ANY KEY*
T
S:1 SCAN NEXT
(ZAP THE BAR CODE)
SERIAL# ACCEPTED *HIT ANY KEY*
B
S:2 SCAN NEXT
Q (TO QUIT)
DO YOU WANT TO REENTER (Y/N)
N
SHP: 2 RET: 0 S)HP R)TN E)ND
E
SHP: 2 RET: 0 GOOD TYPE OK:
OK
CONNECT PRINTER THEN PRESS ENTER.
<ENTER> OR “C” (If you chose not to print type “C”<Enter>)
DIST-1, REMV-3, ADD-2, NEWD-4
________________________________________________________
TO UPLOAD TO THE EQUINOX PROGRAM
EMPLOYEE #
99999
TRANSMIT DATA? (Y/N)
Y
READY TO UPLOAD? (Y/N) (Make sure cable is hooked up to the wedge)
Y
__________________________________________________________
EMPLOYEE #
9999
TRANSMIT DATA? (Y/N)
N
ERASE DATA? (Y/N)
N
SET ORDER# ? (Y/N)
Y
ENTER NEW ORDER#
32165
ORDER = 32165 CORRECT? (Y/N)
Y
SET TRANSFER #? (Y/N)
Y
ENTER NEW TRANSFER#
321654
TRANS# = 321654 CORRECT? (Y/N)
Y
SET LOCATION? (Y/N)
Y
ENTER LOCATION
01
LOCATION = 01 CORRECT? (Y/N)
Y
SET DATE/TIME? (Y/N)
Y
DATE = 95/11/30 CORRECT? (Y/N)
Y
TIME = 10:12:37 CORRECT? (Y/N)
Y
SPECIFY READER#? (Y/N)
Y
ENTER READER#
2
READER# = 2 CORRECT? (Y/N)
Y
PRINT GAS LIST? (Y)ES OR (N)O
N (If you say “Y” it will prompt you to connect printer.)
UPDATE ADDRESS (Y/N)
Y (Note: Because the MEQ screen is limited in characters
we have provided you with two lines for each address line and you do not
have line wrap. You can’t backup to a previous line once you have
hit enter.)
LN1: Steve Bowyer
LN2: 79 Frost Road
LN3: P.O. Box 2067
LN4: Acton, MA 01720
ASK FOR VOLUM? (Y/N)
Y
EQUINOX CYLINDER TRACKINGSYSTEM
If you have a full shaded block then you are in input mode. If
you have an underline then you in 2nd mode.
B Back-up one fuction
F Finished
Q Quit
Set-up mode = Type in 99999 for employee number. You will be
using set-up mode also when you wish to upload information.
2nd/Del = This will backspace your cursor.
To delete/erase the program (Turn it off, then turn it back on while
holding down the 2ND, and the period key.
Gas List Available
01 Oxygen
02 Nitrogen
03 Argon
04 Air
05 Acerylene
06 CO2
07 Helium
08 Mapp
09 Hydrogen
10 Presto-Lite
11 Liquid N2
12 Liquid Ar
13 Liquid Ox
14 Bulk N2
15 Bulk Oxygen
16 Bulk Ar
17 Other
99 Returns
PHY MEQ130
EQUINOX SOFTWARE
USER>
PAUL
LOCATION:
01
DATE:
12/18/95
BATCH#
001
DESC BATCH#001
AISLE 3 & 4
CHECK FOR PREV’S
COUNTS (Y/N) (Note: If you select “(N)o” the MEQ will not
provide you with the previous count taken for this item. If you select
“(Y)es” the MEQ will provide you with the previous count. The only
draw-back to this is after you have scanned in 180 items the MEQ will start
slowing down because it has to read the complete file each time you scan
an item to see it it has been scanned before.
N
C)OUNT S)END:
C
*SCAN BAR CODE* (Scan a bar code or hit “I” to manually input a number)
5645895
Enter Qty:
15
*SCAN BAR CODE* (Scan again)
Enter Qty:
5
*SCAN BAR CODE*
Q (To quit)
C)OUNT S)END:
S
Rec to Send: 11
CONN TO WDGE C/Q (C = Continue or Q to quit)
C The upload will start. The MEQ will ask you if the upload
was OK and do you want to clear the data. (Note: If you are
training or you want to delete the data in the MEQ you should keep hiting
the C till the MEQ ask you if data was transfered OK.)
Q
2ND C
PRESS ENTER
2ND D
*BREAK 1250*
QUIT
2ND R
NOTE: You can use special characters by typing the following:
2nd A = -
2nd B = +
2nd E = /
2nd F = *
2nd G = %
2nd H = &
2nd I = #
|
Top Of Page
Scheduled Orders
Discussion
This option will allow for scheduled/future orders to be created.
You have the ability to enter customer/item combinations that will generate
orders based on criteria supplied. For example, you will have the
flexibility to enter an order that should be created every Wednesday, or
every third Wednesday of the month. You could also set it up to only
create the order on the 10th of every month, or any combination of the
above. You simple select a customer and specify if the order is to
be created based on a day of the week, or on a date (or range of dates).
Then you enter the items to be included with optional quantities.
Then the "selection" program (Option 3) prompts you for the criteria and
creates a "work" file of orders that meet the criteria.
COMMAND
MENU: SCHED
The Equinox Welding Supply Management System
Scheduled Orders Menu
1. Scheduled Orders Maintenance
2
3. Scheduled Orders Selection
4
5. Selected Scheduled Orders Maint
|
********
DIRECTORY
********
Seq:
To work with an order, you may key the sequence number of the order
as displayed on the directory. Use <ENTER> to update or <F4>
to delete.
Position to/Customer to ADD:
If a new scheduled order is to be added, place the cursor in this field,
key in the order and press <F6>. You may also work with an existing
order by entering the customer number in this field. Use <ENTER>
to update or <F4> to delete.
OPTIONS
Enter=Continue: update/change an existing record.
F3=Exit: end maintenance program.
F4=Delete: flag a record for deletion.
F6=Add: enter a new scheduled order.
F8=PO#: Add purchase order number to order.
F10=Detail: enter/update items and quantities to order.
Scheduled Orders Maintenance
H
---Scheduled--- One Fire L
Seq Customer
Loc Last Ord Code Between Del/Sur Sht Ext TD
01 00093 DEMETRI BARGES
01 12/01/95 AN
N N N Y
I
02 00096 MIKE STILES
01 7/07/95 MO
N N N
I
03 00103 KENNETH M GASPAR 91 6/28/94
WE
N
I
04 00147 CUST02
02
MO
N
I
~
14
15
No more records to display
Seq:
Roll Keys
Position to/Customer to ADD:
ENTER=Continue F3=Exit F4=Delete
F6=Add F8=PO # F10=Detail |
********
SCREEN 2
********
*Customer: (5)
Enter customer number. If customer number is not known,
Use a "?" followed by search criteria and press <Enter>.
*Customer: 00157 Stephen D. Bowyer
*Code of sched: AN and/or between dates
of month: 12 - 15
Is this a "one shot" order? N Del Chg enabled? N
Surcharge enabled? N
*Location: 01 Customer PO# to use:
12345
Ordered By: John Paul
Fire ext acct?: Y
Date of last Transaction: 071895 (zeros=appear on every run until
1st invoice)
Update Last Trans date with S)hip or I)nvoice date?: I |
*Code of sched:
Enter the proper code in which the order should be generated.
This is a searchable by placing a "?" and <F1=Verify>.
Codes are: AN...Annually, BA...Biannually, BM...Bimonthly, BW...Biweekly,
FR...Friday, MO...Monday, MN...Monthly, QR...Quarterly, SA...Saturday,
SE...Semiannually, SU...Sunday, TH...Thursday, TU...Tuesday, WE...Wednesday,
WK...Weekly.
and/or between dates of month:
Enter the range of dates on which the order should be generated.
Is this a "one shot" order? (Y/N)
Enter a "Y" if this is a one shot order and it will be removed from
the scheduled system after it is posted.
Enter a “Y” if this is a fire extenguisher account
Del Chg enabled? N
If you wish to charge a delivery charge put a “Y” in this field.
Surcharge enabled? N
If you wish to charge the surcharge put a “Y” in this field.
*Location: 01
Customer PO# to use: 12345
Customer blanket PO number here.
Ordered By: John Paul
Persons name placing the order
Fire ext acct?: Y
If this is a Fire Extenguisher customer put a “Y” here.
Date of last Transaction: 071895 (zeros=appear on every run until
1st invoice)
This date will automatically fill in once you invoice the customer.
You may however, change the date manually at this screen.
Update Last Trans date with S)hip or I)nvoice date?: I
OPTIONS
Enter=Continue: update/change an existing record.
F1=Verify: verify data before accepting screen.
F3=Exit: end maintenance program.
F10=Detail: enter/update items and quantities.
F12=PrevScrn: return to prior screen without accepting data.
00157
Scheduled Orders Maintenance
STEVE BOWYER
Seq Item Number
Qty/Cyl Ship
01
KIT KIT
1
02
OX251 251 CF OXYGEN
5
03 316L062S30
316L 1/16 X 30# SPL WIRE
5.00
04
05
No more records to display
Seq: ___
Position to/Item Number to ADD: __________
ENTER=Continue F3=Exit F4=Delete
F6=Add F12=PrevScrn
F18=Include All Hdgd F19=Include All
Gas |
********
SCREEN 3
********
Seq: select the sequence number from the directory and
press <Enter>
Position to/Item Number to Add:
Enter the item number to add to the order or to be positioned at item
numbers starting with the selected criteria.
OPTIONS
Enter=Continue: update/change an existing record.
F3=Exit: end maintenance program.
F4=Delete: delete item.
F6=Add: add item to the scheduled order.
F12=PrevScrn: return to prior screen without accepting data.
F18=Include All Hrdg: includes all inventory items this
customer currently has hardgood special pricing deals on. Items that are
included in group deals will not be included.
F19=Include All Gas: includes all the gases that this customer
has gas price records on.
********
SCREEN 4
********
*Item Number (10):
Enter the item number to add to the scheduled order. Use a "?"
follwed by search criteria to scan for and unknown item number and press
<F1=Verify>. [See Fig 1-5]
Quantity/Cyl Ship (optional):
You have the option to enter quantities (for hardgoods), or cylinders
shipped (for gases) in this field. [See Fig 1-5]
OPTIONS
Enter=Continue: update/change an existing record.
F1=Verify: verify data before accepting screen.
F3=Exit: end maintenance program.
F12=PrevScrn: return to prior screen without accepting data.
COMMAND
MENU: SCHED
The Equinox Welding Supply Management System
Scheduled Orders Menu
1. Scheduled Orders Maintenance
2
3. Scheduled Orders Selection
4
5. Selected Scheduled Orders Maint
|
Discussion
This option is used to create a subset of the scheduled orders that
meet the criteria specified below. A message will be sent to this
workstation when the selection is complete. Then you may "fine tune"
the selections by using the maintenance program in Option 5, Selected Scheduled
Orders Maintenance.
*Enter Location: (2)
Enter the location to print. *Use a "?" in this field followed
by search criteria to scan for a location number, if unknown.
Enter Route (blank=no limit):
You may want to consider using a route code for your fire extinguisher
customers. I suggest FE in the customer master file under route.
This way when you wish to pull out the fire extinguisher deliveries you
can do so using the FE code.
*Enter Days to include:
Enter the days to include for the selection. *Use a "?" in this
field followed by search criteria to scan for the days.
Scheduled Orders Selection
*Enter Location: ___
Enter Route (blank=no limit): ___
*Enter Days to include: ___ ___ ___
___ ___ ___ ___
And/Or
Enter Date(s) From: ___ To: ___
This program will create a subset of the Scheduled Orders
that meet the criteria specified above. A message will be sent to
this workstation when the selection is complete.
|
And/Or
Enter Date(s) From: To:
Enter the "From" and "To" dates for a range of dates. This field
can be used alone or in conjuntion with the above "Days" field.
Options:
Enter=Jobq: place the report on the jobq.
F1=Verify: verify the selected criteria before placing on the jobq.
F3=Exit: end program.
COMMAND
MENU: SCHED
The Equinox Welding Supply Management System
Scheduled Orders Menu
1. Scheduled Orders Maintenance
2
3. Scheduled Orders Selection
4
5. Selected Scheduled Orders Maint
|
Options
Enter = Continue
F3 = Exit
F4 = DeSelect: Do not process order today.
F8 = PO#: Verify the PO Number
F10 = Detail: Unselect or change qty of item ordered.
F11 = Post: Print packing slips.
|
Top Of Page
Power Down
| 1. Obtain a dedicated system. (Get everyone off the system)
2. Use the console terminal.
(The terminal on Port 0, with address of 0)
3. Type: OEKILL<Enter>
4. Type: PWRDWNSYS<F4>
A. If you wish to delay the power down you may do so by
putting in a delay time. IN SECONDS.
B. If you want to power the system down now, change *CNTRLD
to *IMMED.
5. Restart after power down: *NO
6. Review the instructions and screen, if everything is correct
press <Enter> This will take about 15 minutes.
How to end . . . . . . .
. *IMMED
*CNTRLD, *IMMED
Delay time, if *CNTRLD . . . 3600
Seconds,*NOLIMIT
Restart after power down . . *NO
*NO, *YES
IPL source . . . . . . . . . . . *PANEL
*PANEL, A, B, D
If you change your mind and you have not hit enter, you may hit
<F3> to back out of this operation.
To power the unit back simply push the power switch on front panel.
It should take 5 to 20 minutes to power back up.
|
Top Of Page
Power Failure
| POWER FAILURE
1. Advise all personnel that the computer is down and that they
should not sign on till they hear from you. They will get a sign-on
screen but should not sign on till they hear from you.
2. If you have Fax Star, Physically go and turn it off.
3. Set AS/400 in Manual boot up mode (B-M). Turn the AS/400
back on by pressing the power button. This may take up to 30 minutes.
4. The following maintenance should be accomplished at the System
Console terminal. (Port “0”, Address “0”)
Sign on screen. QSECOFR
Any information instructions just hit enter
You do want to complete an IPL.
Working with PTF's take an F3 on this screen.
Start system to restricted state. Change to Y.
All other questions you should answered with the default.
WRKACTJOB <Enter>
Cursor to CPU column then hit F16. You should see jobs that start
QDBXXXX. You should hit F5 to refresh until all the QDB jobs go away.
Note: If you do the above change to Y then you will not have to
do step 5.
*5. On a command line type: ENDSBS <F4>
Subsystem = *ALL
How to end = *IMMED <Enter>
You will know ENDSBS has completed when in the lower left hand corner
of your terminal it reads “SYSTEM HAS ENDED TO A RESTRICTED CONDITION”.
6. Type: RCLSTG<Enter>
**This procedure will reclaim all your lost storage. This will
take anywhere from 15 minutes to 2 hours to run depending on the last time
you ran this program.
7. After RCLSTG has completed go to a command line and type
DSPJOBLOG<Enter> Press F18 to take you to the bottom of the
file and find the RCLSTG line. Press F10 and review this report.
Toward the bottom of the report you should see QRCL DELETED.
If you do not see this then you will need to do the following:
F3, F3, (Back to a command line) type, SIGNOFF <F4> Job log = *LIST<Enter>
Sign back on and type STRPDM<F4>
Select: Work with Objects <Enter>
Library = QRCL
Objects name, Type and Attribute = *ALL <Enter>
Take a print Key of this report and fax it to us. After you send
the fax give us a call and we will see what we need to do from here.
Change the pannel on the AS/400 to B N
15. To align the operating system we need to accomplish an IPL.
PWRDWNSYS<F4> Change the first option to *IMMED and put a
YES where it ask to power the system back up or not. <Enter>
This can take up to 15 minutes.
16. Type: OEDIED<Enter> This will produce a report of
any orders that need to be released for billing. Do nothing with
this report at this time except hold on to it. If you have no orders
that need to be released you will not get a report.
17. DLTDTAQ QS36F/OEDTAQ<Enter>
18. COUNT OEIPRT<Enter> (Should blink and go away, if
it does not, STOP and call Equinox.)
19. COUNT OECPRT<Enter>> (Should blink and go away, if
it does not, STOP and call Equinox.)
20. CRTDTAQ QS36F/OEDTAQ MAXLEN(8)<ENTER>
21. DLTF QS36F/OECNTL<ENTER>
NOTE: If you have several libraries you will need to accomplish
8-14 & 16-21 in the other Libraries. Substitute the other library
name for QS36f.
Turn Fax Star back on and wait about 2 minutes.
22. RSTFMG<ENTER> (If you have a fax star)
Go to WRKACTJOB and see if FAXSS2 is running. If it is good,
if not, call Equinox.
23. Type: FAXINQ INQ<Enter> After the screen comes up get
out of it using <F3>. The reason we do this is to restart the
fax star.
To verify that fax star is running go into WRKACTJOB and see if FAXFMG
is running under QBATCH. If it is, all is well, if not, give us a
call.
24. Take the report that was produced when you ran OEDIED and release
these packing slips again for billing.
**NOTE**
It is extremely difficult to put time on the above procedures.
There are many variables that must be taken into consideration when determining
how long this procedure will take. I will say this, if you try to
cut corners by not completing each task above in the order shown you are
asking for problems that could cause you to start this procedure all over
again.
(Cash Receipts)
As normal, Anytime you lose power and someone was entering cash, the
GL’s will be off at month end by the amount of the receipts. You
will need to make a manual adjustment to the CR batch at month end.
Another option would be to go in and correct it now.
Running Clean-up.
You may consider running clean-up instead of running shutdown.
If you elect to do this, I suggest you first run SAVEDAY, then run CLEANUP.
It is not required that you do this today but perhaps in the near future.
Another option would be to ask Equinox to include the cleanup command with
shutdown. This will cause your shutdown to run longer but both needs
will be accomplished at the same time.
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IBM PTF Procedure
| If you purchased your AS/400 through Equinox we are responsible for
providing you with IBM PTF’s. The information I am providing you
below will cover this responsibility.
In the past IBM has put out a PTF almost monthly. We do
not recommend you apply them as they come out. We may find that IBM
has fixed an equipment problem that will benefit our customers and we will
request that you apply the PTF at that time. It may not be a bad
idea to apply the IBM PTF’s every 9 months to a year.
If you would like to order your PTF’s follow the instructions
below.
WRKCFGSTS *LIN
Vary off the APPCLINE line using option “2”.
<F3>
SNDPTFORD SF99vrm<Enter>
(v = version, r = release, m = modification)
NOTE: The above step has proven to be difficult to understand.
An example of what it should look like is “SNDPTFORD SF99320”
The 320 represents the version, release and Modification. If you
do not know what version, release, or modification you are on you should
do the following: On a command line type, GO LICPGM<Enter>
Select the option that will display the license programs. Find the
programs that end in SS1 and look on the right side of the screen and it
will display the VnRnMn.
You will be prompted to verify your mailing address. <Enter>
You will now be asked for information about sending the PTF.
Select OPT 1 to send the ptf now.
WRKCFGSTS *LIN
Vary on the APPCLINE line using option “1”.
<F3>
A few days later you will receive you PTF tape. You should do
a complete system save before you load the PTF tape.
Follow the IBM instructions on loading the IBM ptf.
NOTE: Do not get this confused with Equinox PTF’s. They
are totally different.
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Equinox PTF
| PROGRAM TEMPORARY FIX
A Program Temporary Fix (PTF) is sent out when ever there are
minor upgrades to the program or a fix to an existing problem. Depending
on what parts of the program you use in your operation you may not be aware
there is a problem. All PTF’s should be applied within 48 hours of
receiving them. If you call us with a problem the first thing
we do is verify you are current on your PTF’s and if you are not it’s very
difficult for us to track your problem. In most cases the problem
you are having has already been detected and corrected in a PTF.
The application of PTF’s are three phased. The receiving
of the PTF programs; the expanding of the program in your AS/400, and the
application of the programs.
If a dedicated system is required we will indicate this on the
PTF however a dedicated system is never required to download.
To receive your ptf programs you will need to go to a command
line and type in DOWNLOAD<Enter>
Program Temporary Fix Download Procedure
PTF name to pick up . . . . . . . . . . . . . . _________ Name
Prerequisite PTF name (if supplied) . . . .__________ Name
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Look at the PTF fax you received and you will find the PTF name
to pick up and if required we will provide you with the prerequisite name.
After you fill in the above screen with the “ptf name to pick
up” and the “prerequisite name” the system will dial into the Equinox computer
and download the PTF. During this download procedure you should see
a thermometer starting at 0 and going up to 100. This download procedure
may take up to 15 minutes.
If our phone line is busy you may get an error msg “The Call Failed”
C/R. If you take the R it will try again, if you take the C you will
get another msg “Call to SNDSVFCL ended in error”. Take the 3 option
and try again later.
If you receive the following message “Prerequisite PTF was NOT
found in the library” indicates that you are not current in your previous
PTF’s.
NOTE: IF YOU RECEIVE A MESSAGE OTHER THAN THE ABOVE MESSAGES,
STOP, DO NOTHING, AND CALL EQUINOX.
If you are unsure what the last PTF was that has been picked up
you can check by following the procedures below.
On a command line type:
STRPDM<Enter>
Then you will be asked which option; 1, 2, or 3.
Option 3<Enter>
You will then need to give the following answers:
QS36PRC, WELDLIBR, PM*, *ALL. (See Below) <Enter>
| Type choices, press Enter.
File . . . . . . . . . . QS36PRC
Name, F4 for list
Library . . . . . . . . WELDLIBR
*LIBL, *CURLIB, name
Member:
Name . . . . . . . . . pm*
*ALL, name, *generic*
Type . . . . . . . . . *ALL
*ALL, type, *generic*, *BLANK
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This will bring up a file and show you all the PTF’s that you
have applied. To read these files PM112295 (112295 is the date
of the PTF)
Once the download is complete you will need to complete a downrest.
Check the PTF and see if a dedicated system is required. If required,
obtain a dedicated system and on a command line type: DOWNREST<Enter>
NOTE: You have a couple options here. Shutdown runs the DOWNREST
procedure, therefore, you can let shutdown complete the downrest for you
but you will need to come in early the next morning and run the programs
before you allow anyone to work in the system.
Check the job que (D J<Enter>) and make sure the programs
that downrest put in the job que is cleared out. This may take several
minutes after you run downrest.
Run the programs on the PTF. It’s important to run the programs
in the same order that they appear on the PTF.
VERY IMPORTANT: READ THE PTF AND GO INTO ANY AND ALL OPTIONS THAT
MAY HAVE BEEN EFFECTED BY THE PTF. THIS IS WHERE 90% OF ALL THE PROBLEMS
OCCUR.
Get the word out to all the employees about the changes.
If you don’t understand a change that the PTF made call Equinox and ask
for more explanation.
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Reclaim Storage
Reclaim Storage
1. You will need a dedicated system to complete the following.
2. If you have Fax Star:
a. Type ENDFMG<Enter>
Wait 5 minutes
b. Turn the the faxstar off.
3. Type OEKILL<Enter>
4. The following maintenance should be accomplished at the System
Console terminal. (Port “0”, Address “0”)
5. On a command line type: ENDSBS <F4>
Subsystem = *ALL
How to end = *IMMED <Enter>
You will know ENDSBS has completed when in the lower left hand corner
of your terminal it reads “SYSTEM HAS ENDED TO A RESTRICTED CONDITION”.
If after a period of time (15 Min.) you fail to get this message check
operators msg que for the message. (OPMSG<Enter>)
6. Type: RCLSTG
**This procedure will reclaim all your lost storage. This will
take anywhere from 15 minutes to 4 hours to run depending on the last time
you ran this program.
7. After RCLSTG has completed go to a command line and type
DSPJOBLOG, Press F18 to take you to the bottom of the file and
find the RCLSTG line. Press F10 and review this report. Toward
the bottom of the report you should see QRCL DELETED. If you
do not see this then you will need to do the following:
F3, F3, (Back to a command line) type, SIGNOFF <F4> Job log = *LIST<Enter>
Sign back on and type STRPDM<F4>
Select: Work with Objects <Enter>
Library = QRCL
Objects name, Type and Attribute = *ALL <Enter>
Take a print Key of this report and fax it to us. After you send
the fax give us a call and we will see what we need to do from here.
8. Now to get everything up and running and to align the operating
system we need to accomplish an IPL. If you required instructions
on completing an IPL, give us a call and I’ll fax it to you.
Turn Fax Star back on and wait about 2 minutes.
9. RSTFMG (If you have a fax star)
Go to WRKACTJOB and see if FAXSS2 is running. If it is good,
if not, call Equinox.
10. Type: FAXINQ INQ<Enter> After the screen comes up
get out of it using <F3>. The reason we do this is to restart
the fax star.
To verify that fax star is running go into WRKACTJOB and see if FAXFMG
is running under QBATCH. If it is, all is well, if not, give us a
call.
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Time & Date Change
CHANGING DATE AND TIME
IN THE AS/400
Dedicated system is not required. I do recommend that you make
the fall change first think in the morning. The spring change may
be done anytime.
Date Change:
WRKSYSVAL SYSVAL(QDATE)
Take option 2 to change
Make your time change.
<Enter>
<Enter>
Time Change:
WRKSYSVAL SYSVAL(QTIME)
Take option 2 to change
Make your time change.
<Enter>
<Enter>
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Emergency PO Set Up
1. OPTIONS FILE MAINTAINENCE - (SYSTEMS SET-UP OPTIONS) “CRTAPO”
HAS SEVERAL OPTIONS TO ANSWER TO INITIATE THE BATCHING AND EMERGENCY ORDER
PROCEDURES.
· CREATE AUTO P.O.’S AT NIGHTLY SHUTDOWN? (Y OR N)
· RELEASE P.O.’S AUTOMATICALLY IF CRITERIA IS MET?
(Y OR N)
· RELEASE P.O. IF QNTY/COST IS LESS THAN __% OF PREPAID FREIGHT?
(THIS PERCENTAGE IS ABLE TO BE CHANGED)
· ALLOW FOR CREATION OF EMERGENCY P.O.’S? (Y OR N)
· CLERK USER I.D. TO RECEIVE MESSAGE? _________
2. LOCATION MASTER FILE MAINTAINENCE - CHOOSE THE LOCATION THAT
WILL BE “TURNED ON.” THERE ARE (2) FIELDS TO BE INITIATED WITH A “Y”.
· AUTO P.O.’S
· EMERGENCY P.O.’S
NOTE: THESE OPTIONS CAN BE EITHER BE TURNED ON INDIVIDUALLY OR
SIMULTANEOUSLY.
3. BUYER CODE MASTER FILE – WITHIN EACH BUYER CODE, THERE MUST BE AN
ASSIGNED USER I.D. ATTACHED TO EACH BUYER CODE. THIS ALLOWS THE AUTO MESSAGING
TO OCCUR.
4. PURCHASE GROUP MASTER FILE – THIS FILE CONTAINS A COUPLE OF OPTIONS
TO BE ANSWERED.
· EXCLUDE FROM NIGHTLY P.O. CREATION? (Y OR N)
· GROUP TO MERGE WITH FOR NIGHTLY P.O.? ____ (THIS FUNCTION
ALLOWS ONE TO COMBINE PURCHASE GROUPS FOR THE PURPOSE OF UNIFIED ORDERING)
5. “PMRMNT” – THE NAME OF THE OPTION TO ALLOW YOU TO MERGE LOCATIONS
FOR THE PURPOSE OF UNIFIED ORDERING
6. “LTMMNT” – THE NAME OF THE OPTION TO ALLOW YOU TO MANUALLY OVER-RIDE
THE CALCULATED LEAD TIME FOR AN ITEM BY LOCATION.
7. “USRMNT” - WITHIN USER MAINTAINENCE, YOU MUST FILL IN THE FOLLOWING
FIELD;
· ALLOW TO CREATE EMERGENCY P.O.’S? (Y)
NOTE: THIS GIVES THE ABILITY TO ACCESS THE EMERGENCY P.O. PROGRAMS
BY USER I.D.
PURCHASE ORDER
PRINT STATUSES
A. NO ITEMS ON PURCHASE ORDER – NO P.O. CREATED
B. MINIMUM REQUIRED QNTY NOT MET – WORK P.O. CREATED, NOT RELEASED
C. DOLLAR VALUE OF ORDER WITHIN 75% OF THE FRT PREPAID AMOUNT – WORK
P.O. CREATED, NOT RELEASED
D. NO FAX NUMBER LISTED WITHIN THE PURCHASE GROUP MASTER FILE – WORK
P.O. CREATED, NOT RELEASED
E. VENDOR NUMBER OR G/L NUMBER – CREATED AND RELEASED, BUT NOTED ON
REPORT
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