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.

 
 

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

 
 

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.

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.

 
 

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.

 
 

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.

 
 

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.

 
 

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.

 

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

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

 

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.

 

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.

 

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

 

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.

 

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