D-Plus Miscellaneous DMAS Enhancements

D-Plus Miscellaneous DMAS Enhancements
Enhancements For iSeries 400 DMAS from Skip Intro  Copyright I/O International, 2005, 2007, 2008 , 2009, 2010

D-Plus Miscellaneous enhancements for DMAS
Enhancements that focus primarily on user ease of use The ability to enter directly into order entry from within other DMAS functions The ability to enter directly into customer file maintenance from within order entry The ability for a DMAS user to define a maximum order step for each order type beyond which only authorized individuals can increase the order step.

D-Plus Miscellaneous enhancements . . .
The ability for a DMAS user to control the decimal precision to be used for item prices within order entry, at a customer level. The ability to define operator notes and/or ship instructions that display automatically when entering A new sales order (customer related) A new line item within the order (item related)

The ability for the DMAS user to pre-define frequently used comment phrases, and during order entry, be able to display a list of pre-defined comment phrases and select one or more to be automatically placed into the comment or special charge record being entered. The ability to define case and/or pack order quantity multiples other than standard DMAS case/broken case quantities

The ability to define and automatically generate shipping and/or handling charges and have them added to the order at entry time The ability to define default G/L accounts for vendors in accounts payable The ability to “freeze” the default job date for DMAS when going through an extended month-end

An enhanced “unattended end of day” function A function that ensures no DMAS jobs are running before allowing DMAS unattended end of day to initiate Enhanced user access to DMAS with which the user can “turn off” the display of item cost data during order entry

Advanced Order Copy Summary
D-Plus Miscellaneous enhancements . . . Enhanced ability to print an invoice (and/or statement) in addition to or faxing it Ability to upload vendor / item data such as list prices and costs from PC spreadsheets Other helpful ease of use enhancements Advanced Order Copy Summary

D-Plus Summary Miscellaneous enhancements for DMAS
Direct Access to O/E Direct Access to Cust Maintenance Order Step Authorization Pricing Precision Order Entry Notes / Ship Instr Canned Comments Case/Pack Order Quantities Generate Ship/Handling Charges Default G/L Accounts DMAS Default Job Date Unattended End of Day Kill Active DMAS Jobs More . . . (click button to view detail) Back to Title Page

D-Plus Summary Miscellaneous enhancements for DMAS
Enhanced DMAS User Access Enhanced Offline Vendor Price Updates Other Previous (click button to view detail) Back to Title Page

Direct Access to Order Entry
This enhancement provides a way of going directly into billing order entry from selected DMAS jobs without being required to start additional terminal sessions or exiting the present job and returning to the menu By default, this direct access is provided for the Billing Work with Orders job

New options are provided in Work with Orders that take the user directly to Order Entry To edit a specific order via order entry, the user uses an option of EO To enter a new sales order for a given customer, the user keys an option of AO adjacent to an existing order for that customer To release or copy a displayed order via order entry, the user uses an option of RO or CO respectively.

Data relevant to the selected order is automatically passed to order entry When using option EO, the order number is passed to order entry and the Reviewing Orders screen is automatically displayed The customer number is also passed to order entry To continue to edit the order, the user merely presses the Enter key

Once in order entry, the user may move to other normal order entry functions When leaving order entry, the user is returned to the Work with Orders screen that was previously displayed. Return to D-Plus Summary

Direct Access to Cust Maintenance
This enhancement provides a way of going directly into the customer maintenance job from order entry via a function key When doing so, customer maintenance is started as a ‘group job’ Only one transaction backup batch is utilized for all order entry jobs that access customer maintenance until they all end order entry

Direct Access to Cust Maintenance
A new function key has been added to the Add New Orders screen Pressing function key F2 takes the user directly to customer maintenance If the customer number field contains a customer number, it will automatically be inserted into the customer maintenance screen When the user ends customer maintenance, he will be returned back to this screen. Return to D-Plus Summary

Order Step Authorization
Provides limited order step ability for normal user Define maximum order step for each order type Order step movement beyond maximum step only available to authorized individuals Use this enhancement to allow only authorized individuals to allow an order or credit memo to be invoiced

Controls allow different maximum order steps by order type Normal users are not authorized to move sales order steps beyond order step 8 This screen is used to set a maximum order step for each DMAS order type for normal users

Users authorized to advance order steps beyond the maximum are established by order type Four users are authorized to advance sales orders (order type 0) beyond the maximum Two users are authorized to advance credit memos beyond the maximum A maintenance function is provided to add or delete authorized users by order type

Unauthorized users will receive an ERROR message when attempting to advance an order step beyond what they are authorized to. This user is not authorized to advance credit memo order steps to step 9 The displayed message identifies both undefined order steps and order steps beyond the user’s authorization level. This user could advance a credit memo to step 8, but not to step 9. Return to D-Plus Summary

Pricing Precision This enhancement applies to order entry and the decimal precision of item prices during order entry. Ability to set a generic price precision for all customers within a company Ability to set specific price precisions for specific customers Adjusts item price precision as long as it was not keyed by the user Adjusts selling price precision AFTER discounts / markups have been applied

Pricing Precision Price precision may be defined to the nearest
- Penny - Quarter - Nickel - Half dollar - Dime - Dollar Rounding may be Down Half adjust Up

Pricing Precision Order entry personnel are informed of pricing precision when a new sales order is started The user is informed of the pricing precision that will be used for this sales order

Return to D-Plus Summary
Pricing Precision Customer inquiry (QSEEARCH) identifies the pricing precision in place for the displayed customer The pricing precision is indentified that will be used for the displayed customer Return to D-Plus Summary

Order Entry Notes / Ship Instr
For more information about order entry notes / ship instructions, click one of the following buttons Customer Order Entry Notes Item Order Entry Notes Return to D-Plus Summary

Customer Order Entry Notes / Ship Instr
This enhancement provides a method of creating notes that automatically display to the operator when starting a new sales order Notes may be reminders to the operator, instructions to the shipping department, etc. Notes may be display only or may be added to the sales order by the operator Notes may be global to a customer regardless of the ship-to selected, or Notes may be specific to a customer number / ship-to combination

The text of notes that may be added to the order, may be changed by the operator prior to adding the note to the order A note may be specified to print on only specific DMAS documents When reviewing an existing order, the operator may request to view all pertinent notes The operator may enter customer order entry note maintenance directly from order entry

For more information about customer order entry notes / ship instructions, click one of the following buttons Order Entry Examples Customer Order Entry Note Maintenance Return to Order Entry Notes

Order Entry Examples Customer order entry notes / ship instructions automatically display when starting a new sales order Customer level notes (notes global to a customer number) are displayed first This note is display only (cannot be added to the order) and is referred to as an “operator note”. The user may use the Page Down and Page Up keys to view other notes applicable to this customer / ship-to

Order Entry Examples There are several types of customer order entry notes / ship instructions This customer order entry note displays only for this customer when the ship-to is ‘9999’ and therefore referred to as a “ship-to level” note Ship-to level notes are displayed after all pertinent customer level notes A message displays, informing the user which level notes are available to display for this order

Order Entry Examples Some notes may be used as instructions and added directly to the order This note is actually an instruction and may be added to the sales order by keying a “Y” and pressing function key F12 after all notes are reviewed After being added to the order, this note will only print on the packing list and the invoice If desired, the operator may change this note prior to adding it to the sales order. Such changes only pertain to the current order.

Order Entry Examples Once notes are added to the order, they appear as normal comments These notes were added by the operator. If notes are added to an order that already contains items, the notes will be added at the bottom of the order Return to Operator Notes / Ship Instructions

Customer Order Entry Note Maint
One of several accesses to Customer Order Entry Note / Ship Instructions maintenance is via the order header screen The order header may be that of an order being entered or an existing order being reviewed To enter customer order entry note maintenance, the user first presses function key F5

The first customer order entry note is displayed in the Operator Notes / Ship Instructions window The first customer order entry note for the customer is displayed To initiate operator note maintenance, the user presses F6

The Work with Customer Order Entry Notes screen will be limited to the current customer / ship-to The operator can view all notes for this customer by blanking out the ship-to The user uses the available options to change, delete or browse an existing customer order entry note To add a new customer order entry note, the user uses function key F6=Add record Use function keys F2, F5 and F13 to change sequence numbers, rearrange the listed notes and re-number the notes in the list

Existing notes may be maintained or new notes added Use an “X” for notes that are to only display Each note may contain up to 5 lines of 31 characters each For notes that can be added to orders, print control is similar to print control for comments in order entry Sequence numbers are used to determine the sequence in which operator notes / ship instructions are displayed Return to D-Plus Summary

Item Order Entry Notes / Ship Instr
This enhancement provides a method of creating notes that automatically display to the operator when entering a new line item into a sales order Notes may be reminders to the operator, instructions to the shipping department, etc. Notes may be display only or may be added to the sales order by the operator Notes may be global to an item regardless of the customer selected, or Notes may be specific to an item number / customer combination

The text of notes that may be added to the order, may be changed by the operator prior to adding the note to the order A note may be specified to print on only specific DMAS documents When reviewing an existing line item, the operator may request to view all pertinent notes The operator may enter item order entry note maintenance directly from order entry

For more information about item order entry notes / ship instructions, click one of the following buttons Order Entry Examples Item Order Entry Note Maintenance Return to Order Entry Notes

Item level notes (notes global to an item number) are displayed first
Order Entry Examples Item order entry notes / ship instructions automatically display when entering a new line item into a sales order Item level notes (notes global to an item number) are displayed first This note is display only (cannot be added to the order) and is referred to as an “operator note”. The user may use the Page Down and Page Up keys to view other notes applicable to this item / customer

Order Entry Examples There are several types of item order entry notes / ship instructions This operator note displays only for this item when the customer is ‘100’ and therefore referred to as a “customer level” note Customer level notes are displayed after all pertinent item level notes A message displays, informing the user which level notes are available to display for this order

Order Entry Examples Some notes may be used as instructions and added directly to the order This note is actually an instruction and may be added to the sales order by keying a “Y” and pressing function key F12 after all notes are reviewed After being added to the order, this note will only print on the packing list and the invoice If desired, the operator may change this note prior to adding it to the sales order. Such changes only pertain to the current order.

Order Entry Examples Once notes are added to the order, they appear as normal comments These notes were added by the operator. Item notes are always added just after the relative item and have a “Keep with” equal to YES Return to Item Order Entry Notes

Item Order Entry Note Maintenance
One of several accesses to Item Order Entry Note / Ship Instructions maintenance is via the line item review screen in change mode The line item must be that of a line item already entered and being reviewed To enter item order entry note maintenance, the user first presses function key F5

The first item order entry note is displayed in the Line Item Entry Notes window The first item order entry note for the item is displayed To initiate item order entry note maintenance, the user presses F6

The Work with Line Item Order Entry Notes screen will be limited to the current item and customer The operator can view all notes for this item by blanking out the customer number The user uses the available options to change, delete or browse an existing item order entry note To add a new item order entry note, the user uses function key F6=Add record Use function keys F2, F5 and F13 to change sequence numbers, rearrange the listed notes and re-number the notes in the list

Existing notes may be maintained or new notes added Use an “X” for notes that are to only display Each note may contain up to 5 lines of 31 characters each For notes that can be added to orders, print control is similar to print control for comments in order entry Sequence numbers are used to determine the sequence in which operator notes / ship instructions are displayed Return to Item Order Entry Notes

Canned Comments This feature provides a method of pre-defining commonly used comment phrases that may be dropped into comment and special charge text fields at order entry time Each phrase is 31 characters in length Multiple phrases may be selected from the phrase list at the same time Phrases selected are placed starting at the comment line on which the cursor resides

Function key F17 displays a list of pre-defined comment phrases
Canned Comments Comment and special charge screens display a new function key for selecting pre-defined canned comments Function key F17 displays a list of pre-defined comment phrases One or more phrases may be selected at one time to be inserted into the displayed comment or special charge screen Additional phrases may be added to the pre-defined list by using function key F6=Add

Canned Comments Selected phrases are inserted starting on the line on which the cursor was previously placed The cursor was previously placed on the first line, then F17 was pressed The selected phrases are inserted into the order entry comment screen as though they were keyed Return to D-Plus Summary

Case/Pack Order Quantities
This enhancement provides the capability to define case/pack quantity multiples At an item level Separate from DMAS case and broken case definitions Used in DMAS Billing order entry Purchase order entry Bin replenishment

Case/pack quantity multiples allow Items to be inventoried by the ”each” and sold by the “case” (not using the DMAS broken case feature) Items to be inventoried by the “case” and sold by the “pallet” (using the DMAS broken case feature) or any other multiple of “cases” User is presented a special window and warned when the quantity ordered is NOT a defined case/pack order quantity multiple

Case/pack multiples are defined in the “Thickness” field A case/pack quantity multiple of “12” has been entered for this item. In this example, the normal selling unit of measure is “DOZ”. The case/pack multiple defines this item to be sold in multiples of “12 DOZ”.

For this item, an order quantity of “18” causes the Case/Pack Qty window to be displayed The case/pack quantity multiple for this item is displayed. The window notifies the user that the next lower and higher case/pack multiples are “12” and “24”, suggesting an order quantity of “24”, when an quantity of “18” is entered. The user may ignore the warning by pressing F3=Cancel which keeps the quantity keyed.

Case/pack multiples in purchase order entry warn the user when the order quantity is not a multiple of the case/pack order quantity When the quantity ordered is not a multiple of the case/pack order quantity, a message is displayed to the user. Return to D-Plus Summary

Generate Ship/Handling Charges
This enhancement provides the ability to have shipping and/or handling charges automatically calculated and added to the sales order. Generated charges are added as either a DMAS Special Charge or a dummy item number set up for this purpose.

Charges can be generated and based on Item weight Item order quantity Item dollar sales value A combination of the above three, with the method determined at the item level Or a flat amount per order Some items may be defined to be exempt from contributing to the shipping/handling charge generation

Shipping/Handling charges are defined within DMAS Price Books, using special records within page 1 of any or all price books A special price book may be established as a default price book used for generating shipping/handling charges Shipping rates may vary by item as well as shipper

Generated shipping/handling charges are based on the shipper selected for a given sales order The shipping instructions code for the selected shipper is used to determine which shipping records in the price books are to be used to calculate shipping charges

This is an example of a page 1 price book entry for calculating shipping charges The default price book for shipping charges For shipping charge records, the item number must start with an asterisk (*) The “Quantity” column contains an order weight total and the “Price” column is the shipping amount The second character of the item number defines A=Amount, Q=Quantity, or W=Weight The Third, fourth and fifth characters (E81) refer to the shipping instructions code The remaining characters (18) are the price class or “*ANY” This entry defines how shipping charges are to be calculated for items in price class “18” when the shipper is “E81” and the calculation is based on “weight”.

This is the second example of a price book page entry for calculating shipping charges In this example, the values under the “Quantity” column are “total sales dollars” and the “Price” column is the resulting shipping charge for each sales dollar tier This entry defines how shipping charges are to be calculated for items in *ANY price class when the shipper is “E82” and the calculation is based on “amount”.

This example of calculating shipping charges is for items that do not fall into any previous shipping charge criteria This entry can be a “catch-all” for all items that do not qualify for any previous shipping calculation The “Quantity” column contains an order quantity total and the “Price” column is the shipping amount This entry defines how shipping charges are to be calculated for items in *ANY price class for any other shipper “000” and the calculation is based on “quantity”.

Shipping/handling charges are calculated as the user navigates to the End Sales Order screen If shipping charges were calculated from multiple price book records, they are totaled and placed into the sales order as a single shipping charge record Shipping charges may be added to a sales order as a “special charge” or as a dummy item record designated for that purpose. Return to D-Plus Summary

Default G/L Accounts This enhancement provides a means by which the user can establish a default G/L account for entering detail A/P invoice records The user may define multiple G/L accounts that are frequently used for a given vendor so that they appear at the top of the G/L account list window or easy selection

Default G/L Accounts Default G/L accounts are established from within A/P invoice entry When entering A/P invoice detail distribution records, the G/L account for the distribution record defaults to blank To select an established default or maintain the list of frequently used G/L accounts, the user puts the cursor in this field and presses F4

Default G/L Accounts The default G/L account for invoice entry may be maintained here A default G/L account for invoice entry does not presently exist for this vendor. To set one up, press F6

Default G/L Accounts The default G/L account may be keyed or selected from a list by using F4 If the G/L account to be used as the default is known , it may keyed, or the user may use the F4 List function and select it from a list of G/L accounts

Default G/L Accounts Once established, the default G/L account appears at the top of the F4 List The default G/L account appears at the top of the F4 G/L Selection List, including the vendor number For future A/P invoice entry for this vendor, this G/L account will appear at the top of the G/L account F4 List window If multiple default G/L accounts are established, they will all appear at the top of the window for easy selection, regardless of the number of the G/L account Return to D-Plus Summary

Default DMAS Job Date This enhancement provides a way to “freeze” the job date used by DMAS, typically used for extended month end processing Specific users may be defined to be subject to the default job date The user may turn on reminders and messages to display when the default job date is turned “on” (in the *STATIC state)

Default DMAS Job Date Three menu options are provided for the DMAS default job date enhancement The first option either “sets” the default job date or returns it back to the system date The second option is used to define which users are subject to the default job date The third option is used to view which users are presently subject to the default job date

Default DMAS Job Date The user sets the default job date “on” (*STATIC) or “off” (*SYSTEM) The first field is used to turn the default job date “on” (*STATIC) or “off” (*SYSTEM) The time and recipient of a reminder message is defined in these two fields

Default DMAS Job Date When setting the default job date to *STATIC, a calendar is displayed from which the user selects the default job date To select a date, the user places the cursor on the day desired and press the Enter key Previous and future months may be viewed using the Page Up and Page Down keys

Default DMAS Job Date The user may set up specific users (or complete job descriptions) to be subject to the default job date The user may add or remove specific users or job descriptions The user id or job description is entered

Default DMAS Job Date Tailoring options establish various controls for the DMAS default job date enhancement A message will be generated if the default job date is outside of the specified time slot The user may turn on messages of the months or years are different, or the default job date is in the *STATIC state Return to D-Plus Summary

Unattended End of Day The standard DMAS unattended end of day functions plus: The ability to have specified users notified by when the unattended end of day job experiences job failure Moves the DMAS master file backup so that it executes prior to the standard DMAS end of day jobs

Unattended End of Day Plus . . .
Provides the ability to for the DMAS backup to back up to AS/400 disk instead of directly to tape Provides an option with which the user can save the keyed end of day options as defaults for future executions

Unattended End of Day The user indicates which jobs are to be executed during the unattended end of day function To user may elect to have an sent if a job failure is encountered The DMAS master file backup now occurs prior to the other end of day jobs The user may now choose to do the master file backup to disk instead of directly to tape by supplying a backup library name.

Unattended End of Day Additional end of day options are displayed on the second screen All keyed responses by be kept as defaults for future executions of the unattended end of day job

Unattended End of Day If the automatic option is selected, up to four s may be automatically sent The user indicates what the subject of the is to be Up to four addresses may be supplied for automatic notification Return to D-Plus Summary

Kill Active DMAS Jobs This function ensures that all DMAS jobs either finish executing or, if non-critical jobs, are cancelled before allowing the DMAS unattended end of day to initiate This function also works with the I/O Enhanced Unattended End of Day job Return to D-Plus Summary

Other Enhancements The DMAS batch limit is increased to 900 jobs before a backup is required The F4 Lookup function key is added to the item number entry field in DMAS Item Maintenance Return to D-Plus Summary

Enhanced DMAS User Access
Access control functions that extend beyond the DMAS Control Access to DMAS function The ability to control whether or not item cost value even displays during order enty The ability to control the display of select function keys during QSEARCH F7=Purch data F8=P/O lookup Above control functions are available at an AS/400 user id level

If the item cost function is turned off for this user, no items costs will display Item costs do not display for this user In addition, any potential “margin” messages or cost messages, will no longer reveal the cost or profit for an item.

If the F7 and/or F8 function keys are turn off for this user, they will not display in item QSEARCH This user is not allow to utilize either of the F7=Purch data or F8=P/O lookup function keys Neither F7 nor F8 display for this user Note that the average and last cost figures for each warehouse are also removed from the display Return to D-Plus Summary

Enhanced When faxing or ing invoices or statements with standard DMAS, no printed copy is generated This function allows the user to ALWAYS print invoices and/or statements even when they are ed or faxed The above print control is available at the customer level One control for invoices One control for A/R statements

Enhanced Separate controls are provided for printing invoices and A/R statements when also ing or faxing them The user indicates by document whether or not each document should also be printed The above example shows how these fields are updated when the I/O Customer User Friendly Maintenance enhancement is installed Return to D-Plus Summary

Offline Vendor Price Updates
A tool that allows the DMAS user to upload and update vendor and/or item related data to various DMAS item related files. Start with vendor and/or item related data in a PC spreadsheet, including: Often coming from vendor supplied spreadsheets Spreadsheet may by modified/updated by user Uploads spreadsheet data to AS/400 Option to edit and report only or edit AND update DMAS files

Data fields in DMAS that may up updated from the spreadsheet include: Item description List price Price class Item unit (average) cost Item last cost Vendor’s item purchase price

Data fields in the spreadsheet that may be compared to fields in DMAS include: Item number Item class Quantity conversion factor Vendor item number Vendor number Purchasing unit of measure

Various run-time options are provided for the user to indicate how the spreadsheet file is to be processed The user indicates which vendor to process or *NONE to process all vendors This option controls whether this is an “edit” run only, or a database update run Other options determine which data fields are to be updated and/or checked After the prompt screen, the edit report is generated and the DMAS files are updated (if requested) Return to D-Plus Summary

Thank you for your interest
End of Presentation Thank you for your interest For more information about the D-Plus Enhancement for iSeries 400 DMAS, call I/O International, Inc. at (914) Suite 2002 Pinewood Business Center Somers, New York Return to D-Plus Summary

D-Plus Miscellaneous DMAS Enhancements

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