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User Friendly Contract Maintenance A Family of Enhancements For iSeries 400 DMAS from Copyright I/O International, 2006, 2007, 2008, 2010 Skip Intro Exit.

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Presentation on theme: "User Friendly Contract Maintenance A Family of Enhancements For iSeries 400 DMAS from Copyright I/O International, 2006, 2007, 2008, 2010 Skip Intro Exit."— Presentation transcript:

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2 User Friendly Contract Maintenance A Family of Enhancements For iSeries 400 DMAS from Copyright I/O International, 2006, 2007, 2008, 2010 Skip Intro Exit

3 2 Contracts 4 Initial screen displays a list of existing contracts 4 Record selection options available on contract list screen 4 Search capability allows user to see all contracts that contain a specific item 4 Various options available for changing, copying, removing and/or working with listed contracts

4 3 Contracts 4 Option available for creating a new contract by copying an existing contract 4 Special menu options available for selecting and rebuilding contracts about to expire as pending contracts –Recalculates contract prices –Inserts new effective and expiration dates –Same interactive maintenance tool used to maintain pending contracts –Menu option for activating pending contracts

5 4 Contracts 4 Function key to toggle between normal contracts or pending contracts 4 Function keys provided for typical screen navigation including the option for adding a totally new contract 4 A work with option is available for displaying a list of all records within a contract

6 5 Contracts 4 Options on the contract list screen available for changing, deleting, removing, activating, suspending and/or working with listed contracts 4 Function keys on the contract list screen provide typical screen navigation 4 Function key provided on the item detail screen to set template defaults

7 6 Contract Summary Using I/O Contract User Friendly Maintenance Back to Title Page Accessing Contract UF Maint Adding a New Contract Copying a Contract Deleting a Contract Finding Contracts Maintaining Existing Contract Suspending a Contract Removing Contracts Pending Contracts Generate Contract Order Pads Create Contracts from Quotes Contract Tailoring Options Exit

8 7 Accessing UF Maintenance 4 Access to Contract UF maintenance is via the standard DMAS maintenance menu options

9 8 Accessing UF Maintenance Contract UF maintenance is accessible via the same menu options as in original DMAS The user takes the same menu options as prior to this enhancement to initiate contract maintenance If required, I/O can add a menu option so that both contract maintenance functions can be utilized

10 9 Accessing UF Maintenance 4 Initial Work with Contracts screen displays a list of existing contracts 4 User options available for working with existing contracts –Change contract header –Copy a contract –Remove a contract –Work with contract items

11 10 Accessing UF Maintenance 4 Entry capable line for sub-setting the list to include only desired contracts 4 Function keys provided for screen navigation plus additional functions –Refresh –Add a new contract

12 11 Return to Contract Summary Accessing UF Maintenance A list of all existing contracts is displayed The user may work with an existing contract by using the supplied option The list of displayed contracts may be limited by using the selection fields The contract status is displayed in RED if the contact is suspended or deleted The Expire date is displayed in RED if the contract is either not yet effective or already expired

13 12 Finding Contracts 4 Entry capable line for sub-setting the list to include only desired contracts –Position the list to start with a specific contract name –All contracts that are of the same contract type –Contract descriptions that contain a specific character string –All contracts assigned to a particular customer –All contracts which have a particular status 4 Find all contracts that contain a specific item

14 13 Finding Contracts Displaying contracts whose name starts with a particular character at the top of the list The user may position the list of contracts to start with a specific contract name All contracts starting with the keyed character(s) and after are listed

15 14 Finding Contracts All contracts that are of a specific Type may be listed The user may key a contract Type to view a list of all contracts assigned to that type

16 15 Finding Contracts List all contracts whose descriptions contain a specific string of characters Display all contracts whose descriptions contain the characters PROJECT All contracts that contain the characters PROJECT are displayed

17 16 Finding Contracts By using function key F21, a window is displayed in which the user keys the desired item number The user can see a list of all contracts that contain a specific item The user keys the item number being searched for

18 17 Return to Contract Summary Finding Contracts Finding all contracts that contain a specific item Once the item number is entered in the window, all qualifying contract items are displayed Screen (L3275) displays a list of all contract items for the item being searched for A line is then displayed for each contract item found

19 18 Adding a New Contract 4 The user first identifies the contract id of the contract being created and the contract type 4 The contract header record is defined first 4 The user then enters the desired contract items

20 19 Adding a New Contract To add a new contract, the user uses function key F6=Add new contract on the Work with Contracts screen When pressing F6 to add a new contract, a window is displayed in which the user enters the contract id about to be created and the contract type

21 20 Adding a New Contract The user enters header data for the contract being created If a customer specific contract, the user identifies the customer The contract description is entered If the contract is time sensitive, effective and expiration dates may be entered When the contract header is completed, the user presses the Enter key twice to add the contract header. The Item Definition screen will then automatically be displayed next. This page is similar to the corresponding page in DMAS contract maintenance Function keys have changed, F4 has been added

22 21 Return to Contract Summary Adding a New Contract The Item Definition screen is displayed for entering contract items This page is similar to the corresponding page in DMAS contract maintenance The user enters the contract item data Function keys have changed, F4 has been added When the contract item is completed, the user presses the Enter key twice to add the item to the master file.

23 22 Maintaining Existing Contracts 4 The user may choose to maintain –The contract header –Contract items 4 The user uses the appropriate option to indicate which of the above is to be maintained

24 23 Maintaining Existing Contracts By using the proper option, the user indicates which part of the contract is to be maintained The contract header is maintained using option 2 Contract item records are maintained using option W Return to Contact Summary W=Work with contract items W=Work with contract items 2=Change 2=Change

25 24 Maintaining Existing Contracts Maintaining a contract header Option 2 displays the contract header The user can change the customer number, the contract description, or the effective/expiration dates Return to Work with Contracts

26 25 Maintaining Existing Contracts Working with contract items An existing contract item may be maintained by using option 2=Change New contract item records may be added by using option 1=Add item or function key F6=Add item Individual contract item records may be activated, suspended, deleted, or removed by using appropriate options

27 26 Maintaining Existing Contracts Maintaining a contract item record Maintaining a contract item record is similar to standard DMAS contract maintenance To confirm a master record change, the user presses the Enter key a second time Return to Work with Contracts

28 27 Copying a Contract 4 A contract may be created by copying –An entire existing contract –Just an existing contract header

29 28 Return to Contract Summary Copying a Contract The user can create a new contract by copying an existing contract To copy a contract, the user uses option 3 on the contract to be copied In the copy contract window, the user may copy the contract header and all contract items, or just the contract header The user keys the name of the contract id of the contract being created

30 29 Suspending a Contract 4 The contract header record offers the ability to suspend an entire contract with a single code regardless of how many contract items are in the contract 4 This eliminates the need to suspend each record individually 4 The entire contract may be reactivated with the same ease

31 30 Return to Contract Summary Suspending a Contract The user can suspend an entire contract from the Work with Contracts screen To suspend an entire contract, the user simply uses the suspend option of S for the contract to be suspended

32 31 Deleting a Contract 4 The contract header record offers the ability to delete an entire contract with a single code regardless of how many contract item records are in the contract 4 This eliminates the need to delete each record individually 4 The entire contract may be reactivated with the same ease

33 32 Return to Contract Summary Deleting a Contract The user can delete an entire contract from the Work with Contracts screen There is no need to delete every record within the contract NOTE: If this function is used to delete a contract, the next time the DMAS file reorganization is run, all records within the deleted contract will be purged To delete an entire contract, the user uses the delete D option

34 33 Removing a Contract 4 The contents of an entire contract may be physically and immediately removed by using the remove option 4 The remove option may be handy if you do not want to wait for file reorganization to remove a deleted contract 4 Once removed, a contract can not be brought back

35 34 Return to Contract Summary Removing a Contract The user can remove the entire contents of a contract with a single code The user then confirms the remove action by pressing the Enter key NOTE: This function does an IMMEDIATE REMOVE of all records within the designated contract. There is no way to recover them if they are removed erroneously. To physically remove a contract header and all of its contract items immediately, use the R=Remove option

36 35 Pending Contracts 4 A feature that helps users renew contracts about to expire by –Copying desired contracts into a suggested pending contract environment –Providing multiple ways of selecting contracts to be copied –Automatically calculating new contract prices from a cost basis, keeping the same margin as existed in the original contract –Determining new effective and Expiration dates –Allowing maintenance via the Contract User Friendly Maintenance function –Providing a function that activates the pending contract by copying the pending contract and replacing the original contract –Providing a menu option that allows the user to download the pending contract to AS/400 database file or a PC spreadsheet

37 36 Pending Contracts The menu supporting pending contracts Option 2: Selects existing contracts and copies them to pending contracts Option 3: Prints pending contracts being worked on for analysis Option 5: Prints pending contracts via the DMAS Contract List report Option 6: Selects pending contracts and activates those selected Option 1: Initiates the Contract User Friendly Maintenance job Option 4: Downloads pending contracts being worked on

38 37 Pending Contracts 4 The following menu options directly support pending contracts Create new suggested contracts Print / download new suggested contracts Activate pending contracts Return to Contract Summary Option 2: Options 3 and 4: Option 6: View Example Pending Contract Report

39 38 2. Create Suggested Contracts 4 This menu option prompts the user for contract selection criteria, then copies the selected contracts to a pending contract environment 4 Each pending contract is assigned a company number that is 20 digits larger than the company number in the contract being copied.

40 39 2. Create Suggested Contracts 4 The effective date for a pending contract is always calculated to be the day immediately following the expiration date of the originating contract 4 The expiration date for a pending contract is the effective date of the pending contract plus the number days that the originating contract was active

41 40 2. Create Suggested Contracts 4 The new cost basis for a pending contract item is calculated as the higher value of the items average cost, last cost, or value in the pricing cost field within the item master record 4 The new cost basis for a pending contract item is always placed into the Rebate cost field of the pending contract item 4 The new item price is calculated by applying the margin of the item in the originating contract item to the new cost basis in the pending contract item

42 41 2. Create Suggested Contracts The user is presented various selection options when copying contracts to pending contract status A single contract, a range of contracts, or all contracts may be selected A single customer, a range of customers, or all customers may be selected Items found to have exceptions may be automatically suspended New contracts may be printed, and if so, to which printer The user may choose a report only prior to copying the contracts Selections may be made by contract type

43 42 2. Create Suggested Contracts The user can view all pending contracts by pressing function key F2=Pending/Normal contracts A clear notice is displayed when pending contracts are being viewerd Company numbers of pending contracts are always 20 digits larger than the company number of the originating contract Pending contracts are maintained the same was as normal contracts

44 43 Return to Pending Contracts 2. Create Suggested Contracts Pending contracts may be maintained as any normal DMAS contract New prices are automatically calculated from the new cost basis for each item, using the same margin as was in the originating contract A company number greater than 20 indicates this to be a pending contract The user may adjust any value in the pending contract prior to it being activated

45 44 3. or 4. Print/Download Pending Contracts 4 Options 3. and 4. are essentially the same –Prompt defaults differ –Option 3. defaults to printing pending contracts –Option 4. defaults to downloading pending contracts –Both options can perform either or both functions

46 45 3. or 4. Print/Download Pending Contracts 4 Pending Contract Report includes data from originating contract as well as calculated data for renewed contract 4 Downloading pending contracts –Includes same data as Pending Contract Report –May download to an AS/400 database file –May download to a PC spreadsheet

47 46 3. or 4. Print/Download Pending Contracts The user is presented various selection options when printing and/or downloading pending contracts The user may choose to not download the report, or if so, download to where A single customer, a range of customers, or all customers may be selected A heading may be entered for the report to be printed A specific contract type may be selected The user may choose to not print the report, or print various levels of detail Selections may be made by effective, expiration, and/or written dates, with or without ranges

48 47 Return to Pending Contracts 3. or 4. Print/Download Pending Contracts 4 All pending contracts that met the selection criteria are included in a single Pending Contract Report (if printed) 4 All pending contracts that met the selection criteria are included in a single download file member (if downloaded)

49 48 6. Activate Pending Contracts 4 This menu option prompts the user for pending contract selection criteria, then copies the selected pending contracts to normal DMAS contract status and replaces each original contract with the new version

50 49 6. Activate Pending Contracts The user is presented various selection options when selecting pending contracts to be activated The user may choose to keep quantity sold to date data in the renewed contract Contracts for customers for a single salesrep, a range of salesreps, or contracts for customers of a range of salesreps may be selected The user may choose to view a list of contracts about to be activated A selection of *ALL companies may be made if specific salesrep and customer selections are not made Return to Pending Contracts

51 50 Pending Contract Report 4 The Pending Contract Report –Prints exceptions only when pending contracts are created –May be printed in detail, summary, or exceptions only when using the print option

52 51 Pending Contract Report 4 The Pending Contract Report shows –The cost basis, price and margin from the originating contract –The highest cost, cost basis, price and new margin for the renewed pending contract –The percentage change of the price in the pending contract as compared to the price in the originating contract –An error/warning flag for exceptions

53 52 Return to Pending Contracts Pending Contract Report The following example is a detail version of the Pending Contracts Report Date: 8/17/07 Time: 11:49:45 Pending Contracts Report (DP9150) Co: 1 Sales rep: 2 Sprintdale Construction Jobs Page: 1 Contr Description Old contract dates No.Days New contract dates No.Days AC10 S Sprintdale Construction Jobs 06/01/07 --> 08/31/ /01/07 --> 11/30/07 90 Lino Dussi Supply Company Date written: Old: 05/17/07 New: 08/17/07 Item Description Sus Old basis Old price Old% Hi Cost New basis New price New% PrcChg% Err Calendar Desk Set Towing Chain Dublhook 6500 Lb W *** Warning: New margin is less than minimum expected for this item class/sub-class 1014 Tap and Die Set 100 Pc Set W *** Warning: New margin is less than minimum expected for this item class/sub-class 1015 Pipe Wrench Left Hand Adjust Mallet Rubber 20 Oz W/Handle W *** Warning: New margin is less than minimum expected for this item class/sub-class 1019 Screwdriver Set St Blades 46 Pc Contract summary: Lino Dussi Supply Company Items:: 6 Exceptions: 3 Salesrep totals: Contracts:: 1 Items:: 6 Exceptions: 3 Grand totals: Contracts:: 1 Items:: 6 Exceptions: 3

54 53 Generate Contract Order Pads 4 A feature that –Generates contract order pads from previously invoiced sales orders –May be run interactively or in batch as part of DMAS end-of-day –Includes all of the options available in the similar DMAS function, plus May add contract order pads, update contract order pads, OR DO BOTH OPTIONS, depending on the existence or absence of a previous order pad An option to automatically establish an expiration date for the created contract order pad

55 54 Generate Contract Order Pads 4 Reminder: Contract Order Pads contain items with NO prices in them, to be used as an order pad during order entry 4 NOTE: The original DMAS function Build/update order pad contracts may, under certain circumstances, build contracts that contain items not previously purchased by the customer for which the contract order pad is being built. This similar I/O function avoids creating such incorrect items.

56 55 Generate Contract Order Pads 4 Interactive generation –Contract order pads may be generated on demand via a provided menu option –Run time options are presented and set by the user when generating contract order pads interactively

57 56 Generate Contract Order Pads Run time options are available when generating contract order pads interactively The user may select all companies or a single company If desired, the user may indicate a number of days by which the contract order pad will expire The user may indicate that items with a price that is less than a specified amount should be ignored The user may indicate all customers, a single customer, or a range of customers The user may choose to add order pads only, update order pads only, or BOTH This option indicates how many days back the program should look for invoices

58 57 Generate Contract Order Pads 4 Batch generation during DMAS End-of-day –Batch generation of contract order pads uses options as set via the Contract Maintenance Tailoring Options

59 58 Generate Contract Order Pads Batch generation of contract order pads utilizes the options as set in the Contract Tailoring Options screen The user may choose to add order pads only, update order pads only, or BOTH The user may select all companies or a single company This option indicates how many days back the program should look for invoices The user may indicate that items with a price that is less than a specified amount should be ignored Turns the batch contract order pad generation function on or off If desired, the user may indicate a number of days by which the contract order pad will expire Return to Contract Summary

60 59 Create Contracts from Quotes 4 A feature that allows the user, when creating or maintaining a quote, to create or update an existing contract via a function key, directly from the End Quotation screen in DMAS order entry 4 Via Contract Tailoring Options, user may choose one of several cost basis options, or no cost basis 4 Via Contract Tailoring Options, user may specify a maximum number of days that a generated contract is to be active 4 See Contract Tailoring Options for option to turn this function on or off 4 A menu option is provided with which the user can print a report of contract items that have been added with the create contracts from quotes function

61 60 Create Contracts from Quotes 4 If contract id exists in quote header when F21 is pressed on End Quotation screen –New contract will be created if named contract DOES NOT presently exist –Contract will be updated if named contract exists 4 If contract id is BLANK in quote header when F21 is pressed on End Quotation screen –New contract will be created and program determines the contract id

62 61 Create Contracts from Quotes 4 Contract expiration dates for created contracts will be set to quote expiration date or date calculated from Maximum days, whichever is sooner 4 When updating a contract, items that already exist in the contract and are also in the quote, will be updated with the price from the quote and the new expiration date 4 Items already in the contract that ARE NOT in the quote will remain unchanged in the contract

63 62 Create Contracts from Quotes When creating / updating a contract from a quote, a window is presented informing the user about the contract being created/updated The name of the contract being created or updated The expiration date that will be placed into each contract item being added/updated The number of items in the quotation that will be added / updated NOTE: Even though the quotation expiration date was 4/15/08, the contract item expiration dates were calculated to be 4/03/2008 since the maximum days were set to 90 in the Contract Tailoring Options and the contract was updated from the quote on 1/04/2008

64 63 Create Contracts from Quotes 4 Report Option –Menu option allowing the user to print a report of contract items added as a result of the create contracts from quotes function –Report run time options are provided –NOTE: If a contract item that was originally added to a contract via the create contracts from quotes function is ever maintained via contract maintenance, it will no longer be selected or appear on this report

65 64 Create Contracts from Quotes When printing the contract items from quotes report, printing options are presented for the user Expired contracts can be omitted and either all companies or a single company selected The user can elect to utilize selection options such as only those below an entered margin, only those above a certain margin, a range of item numbers, and/or a range of contract ids A date range of when contract items were added can be entered Return to Contract Summary

66 65 Contract Tailoring Options 4 Contract tailoring options control aspects of generating pending contracts, creating contracts from quotations, and generating batch contract order pads

67 66 Contract Tailoring Options Tailoring options control several functions within the Contract UFM enhancement Sets the maximum days until expiration when creating contracts from quotes Controls whether or not contract order pads are generated during DMAS end-of-day Cost basis options for the pending contract function and creating contracts from quotations Remaining options pertain to the batch generation of contract order pads Return to Contract Summary NOTE: If Max days set to zero (0), function to create contracts from quotes is TURNED OFF

68 67 End of Presentation For more information about the User Friendly File Maintenance Contract Enhancement for iSeries 400 DMAS, call I/O International, Inc. at (914) Thank you for your interest Suite 2002 Pinewood Business Center Somers, New York Return to User Friendly Summary Exit

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