Doc-To-Help Standard Template Util.pdf · Service Technologies Corp. S T C U T I L I T I E S for Platinum for Windows by best™ U S E R G U I D E STC Utilities For Platinum A/R Œ

Service Technologies Corp.

S T C U T I L I T I E S for

Platinum for Windows by best™

U S E R G U I D E

STC Utilities For Platinum

A/R � Customer - Connector ● Advanced Reports ● Invoice Import Counter Sales/POS A/P - Imports Shipping Wizard , Bank Book � Imports G/L Chart Doctor - Merges/Purges unused GL Charts/Balances/Activity Inventory Bundle - Item/History Purge ● Item Quantity Verification

Min/Max Seasonal Reset ● Physical Count Import

Contact us: E-mail: [email protected]

Web: http://www.pay-ware.com

Phone: 336-768-1787 Mail: P O Box 24756 Fax: 336-768-1602 Winston-Salem NC 27114

Service Technologies Corporation makes no representations or warranties with respect to the contents of this guide and disclaims any implied warranties of fitness for any particular purpose. We reserve the right to revise this publication. No part of this publication may be reproduced in any form without the prior written consent of Service Technologies Corporation.

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Trademark Acknowledgments: Platinum for DOS® & Platinum for Windows by ssi are registered trademarks of Sage Software Inc. Pay-Ware is a registered trademark of Service Technologies Corp. Platinum is a registered trademark of Platinum Technologies Int�l Inc. All other trademarks are acknowledged

STC Utilities for Platinum for Windows Contents •••• i Service Technologies Corp

Contents

CHAPTER 1 - A/P IMPORTS 1 Overview ....................................................................................................... 1 Voucher Import.............................................................................................. 1

Processing Procedures - File Linkup (Tab 1) ..................................... 2 Data Field Linking (Tab 2).................................................................. 4

Vendor Import ............................................................................................... 9 Processing Procedures - File Linkup.................................................. 9 Data Field Linking ............................................................................ 10

CHAPTER 2 – A/R COUNTER SALES/POS 12 Overview ..................................................................................................... 12 A/R Counter Sales/POS - Configuring the Module....................................... 13 Processing Procedures ............................................................................... 16

Generate Invoices- One Window/One Tab................................... 16 Item Profile Window (�Hot Button� accessible) ............................. 17 End-of-Shift Checkout Report .......................................................... 17

CHAPTER 3 – A/R ADVANCED REPORTS 19 Overview ..................................................................................................... 19 Invoice Reprint ............................................................................................ 20

Processing Procedures.................................................................... 20 Customer Aging Profile Reports .................................................................. 22

Processing Procedures.................................................................... 22 Customer Profile Sample Reports.................................................... 24

Product Sales Reports................................................................................. 26 Processing Procedures.................................................................... 26 Report Samples ............................................................................... 28

Product Sales � Inventory Sorts .................................................................. 29 Processing Procedures.................................................................... 29 Inventory Sorts - Sample Report ...................................................... 31

Cash Basis Sales Tax Report...................................................................... 33 Processing Procedures.................................................................... 33 Sample Reports ............................................................................... 34

35

CHAPTER 3 – A/R ADVANCED REPORTS Error! Bookmark not defined. Overview ........................................................ Error! Bookmark not defined. Invoice Reprint ............................................... Error! Bookmark not defined.

Processing Procedures....................... Error! Bookmark not defined. Customer Aging Profile Reports ..................... Error! Bookmark not defined.

ii •••• Contents STC Utilities for Platinum for Windows

Processing Procedures....................... Error! Bookmark not defined. Customer Profile Sample Reports....... Error! Bookmark not defined.

Product Sales Reports.................................... Error! Bookmark not defined. Processing Procedures....................... Error! Bookmark not defined. Report Samples .................................. Error! Bookmark not defined.

Product Sales � Inventory Sorts ..................... Error! Bookmark not defined. Processing Procedures....................... Error! Bookmark not defined. Inventory Sorts - Sample Report ......... Error! Bookmark not defined.

Cash Basis Sales Tax Report......................... Error! Bookmark not defined. Processing Procedures....................... Error! Bookmark not defined. Sample Reports .................................. Error! Bookmark not defined.

CHAPTER 4 A/R IMPORTS 36 Overview ..................................................................................................... 36 Importing "Regular" Invoices ....................................................................... 37

Processing Procedures � File Linkup............................................... 37 Data Field Linking ............................................................................ 39

Importing �After the Fact� Invoices............................................................... 44 Processing Procedure � File Linkup................................................. 44 Data Field Linking ............................................................................ 45

Importing Customers ................................................................................... 47 Processing Procedure � File Linkup................................................. 47 Data Field Linking ............................................................................ 48

CHAPTER 5 - BANK BOOK IMPORTS 49 Overview ..................................................................................................... 49 Auto-Reconciliation ..................................................................................... 50

Processing Procedure � File Linkup................................................. 50 Data Field Linking ............................................................................ 52

Importing Bank Book Transactions.............................................................. 54 Processing Procedures.................................................................... 54 Data Field Linking ............................................................................ 56

CHAPTER 6 - A/R CUSTOMER-CONNECTOR 57 Overview ..................................................................................................... 57 Cash Receipts............................................................................................. 57

Entering Cash Receipts - Procedures .............................................. 58 Applying Cash Receipts - The Line Items Window........................... 59 Entering Prepayments ..................................................................... 59 Correcting Misapplied Cash Receipts .............................................. 60 Clearing Small/Residual Balances ................................................... 60

Consolidated Statements ............................................................................ 61 Processing - Setup .......................................................................... 61 Sample Statement ........................................................................... 62

CHAPTER 7 - INVENTORY BUNDLE 63 Overview ..................................................................................................... 63 Item & History Purges.................................................................................. 65

Parameter Setup Procedure ............................................................ 65 Sample Report................................................................................. 67

Item Quantity Verification ............................................................................ 68 Parameter Setup.............................................................................. 68

STC Utilities for Platinum for Windows Contents •••• iii Service Technologies Corp

Sample Report................................................................................. 69 Min/Max Seasonal Reset............................................................................. 70

Parameter Setup Procedure ............................................................ 70 Sample Report................................................................................. 73

Import Physical Count ................................................................................. 74 Processing Procedure � File Linkup................................................. 74 Data Field Linking ............................................................................ 75 Sample Report................................................................................. 76

CHAPTER 8 - SHIPPING WIZARD 77 Overview ..................................................................................................... 77

Navigation & Configuration .............................................................. 77 Setup �S.O. System Defaults .......................................................... 78 Setup - Automatic Quantity Conversions (optional)......................... 79

Shipment Processing Procedures................................................................ 80 1. Selecting Shipments .................................................................... 80 2,3 Correct Shipments & Preliminary Report.................................... 82 4, 5 Generate Picking Tickets & Shipment Entry.............................. 83 6. Post Shipments to Invoicing......................................................... 84

Item Profile Window .................................................................................... 85 Shipping Wizard Utilities.............................................................................. 86

Reprint Pick Tickets - Verify Shipping Commitment File................... 86

Glossary of Terms 105

Index 107

STC Utilites for Platinum for Windows CHAPTER 1 - A/P IMPORTS •••• 1

CHAPTER 1 - A/P IMPORTS

Overview This Utility consists of a Voucher Import & a Vendor Import. which eliminate the need to �re-key� this information from other systems into Platinum for Windows' Accounts Payable Both Comma-Delimited (.csv) or Tab-Delimited files are quickly imported.. Configuration is easily done once a sample file is available Once configured, future imports can become a �one-click� process using the saved report parameters. The A/P Voucher Import Feature eliminates the need to �re-key� A/P Voucher-related information from other systems into the PFW A/P Voucher Entry files (APHDR & APLIN). Any transaction numbers are used to link /group header and line item detail. The Voucher Import will assign the next available internal system numbers. All fields on the Voucher Entry window (or Vendor file) are available for import. Any transaction numbers are used to link /group header and line item detail. The Voucher import will assign the next available internal system numbers. Once voucher data is imported, normal PFW Voucher-Processing procedure (selection, print, post) is followed. The Vendor Import Feature likewise easily links & imports Vendor data from external source files into PFW�s APVEND file. The imported data may be provided in two files (Header and Line Item) or in a single file containing both the Headers and Line Items. As above, file(s) must be comma or tab- delimited.

Voucher Import The Voucher Import Feature eliminates the need to �re-key� A/P Voucher-related information from other systems into the PFW A/P Voucher Entry files (APHDR & APLIN). Both Comma-Delimited (.csv) or Tab-Delimited files are quickly imported.. Configuration is easily done once a sample file is available Any transaction numbers are used to link /group header and line item detail. The Voucher Import will assign the next available internal system numbers. All fields on the Voucher Entry window (or Vendor file) are available for import. Any transaction numbers are used to link /group header and line item detail. The Voucher import will assign the next available internal system numbers. Once voucher data is imported, normal PFW Voucher-Processing procedure (selection, print, post) is followed. Once configured, future imports can become a �one-click� process using the saved report parameters.

2 •••• CHAPTER 1 - A/P IMPORTS Doc-To-Help Standard Template

Processing Procedures - File Linkup (Tab 1) To execute the STC A/P Voucher Import Utility, select VIEW UTILITIES from Platinum's Accounts Payable SYSTEM Menu [or on STC�s Utilities Menu choose Accounts Payable] then select IMPORT AP VOUCHERS (STC). The View List of Processing Parameters will load. Choose NEW and define parameters or select one of the previously saved parameters.


Order by Choose either: ● 2 CSV Files ●1 CSV File with Header & Detail Records ● 2 Tab Delimited Files ● 1 Tab Delimited File w/Hdr & Line Item

File Name If all the information is in one file, fill in the location of your file or use your look up key to browse for the file. If the data is in two files, each screen has a place to identify the file location.

Header Filter Row Number

Fill in row number from (Tab 2) designated to be the filter option. (This option will only be available when a single file is selected.)

Header Filter Value Enter the value of the information you wish to include. (This option will only be available when a single file is selected.)

Skip First Record Check this box to exclude the first record in the file. Some file formats contain field names in the first record.

Trial / Final Choose between Trial or Final mode. We suggest running Trial mode first. Then if there are no errors, run in Final mode.

Default Voucher Status Choose the status of the imported vouchers: Hold, Selected, Unselected.


Data Field Linking (Tab 2) The second and third tabs contain the mapping to the header and line records.

If you have the data in two files, each Tab has a place to enter the file location. Once the File name/Directory Path is filled in, the data from the first two records in the file should become shown. These fields are �linked� to the appropriate PFW Voucher data fields. The F9 lookup key on the Field type contains all available PFW data fields. System fields (e.g. Tran No., Sysdocid, line seq., tran type, etc.) will automatically be assigned. Any header data not provided in the import file will be assigned from the Vendor file. Once all of the fields are cross-linked, this parameter record should be �saved�. Doing this makes future imports a �one-click� process. After saving the Report Parameters, you may process your transactions. If the import was run in �Trial� status, only a report will be generated listing all the records edited and any discrepancies found. If the report was run in �Final� status, Vouchers were actually imported and the report will identify them as well as any with discrepancies. Once you have completed the import operation, you may proceed with normal Accounts Payable procedures as Platinum Software requires.


Summary Of Data Fields Available for Import A/P Voucher Header File - APHDR

This Table contains a listing of all the Data Fields that this Utility can Import. Most fields will be "pulled" automatically from other Files. ONLY Required Fields are mandetory.

Key Description Required System Assigned

Default From Comments 1 Vendkey R 2 Vendname APVEND If no address fields are included in the import file

then address will be set to the vendor's address. 3 Vendaddr1 APVEND 4 Vendaddr2 APVEND 5 Vendaddr3 APVEND 6 Vendcity APVEND 7 Vendstate APVEND 8 Vendzip APVEND 9 Vendcntry APVEND 10 Vendattn APVEND 11 Vouchno R? Y This field is required for to match the headers

with the line items. The final value of this field will be assigned base on the Next Tran No. in the System Defaults.

12 Applytodocno 13 Statusflg Default to the value enter on the parameter

screen. 14 Termskey APVEND 15 Discount 16 Invdate Current Date 17 Spare3 Y 18 Duedate Calculated Calculated based upon Invdate(16) and

Termskey(14) 19 Spare4 Y 20 Discdate Calculated Calculated based upon Invdate(16) and

Termskey(14) 21 Spare5 Y 22 Rcptagedate Invdate 23 Spare6 Y 24 Chkno 25 Spare1 Y 26 Chkamt 27 Chkdate 28 Spare7 Y 29 Spare2 Y 30 Disctakenamt 31 Recurkey 32 Invno 33 Branchkey APVEND 34 Responsibkey APVEND 35 Vendclasskey APVEND 36 Cashacct APCLASS 37 Freight 38 Drmemoflg 1 39 Drpshpflg Y 40 BlankFld Y


41 Poflg Y 42 Pono 43 Accruflg Y 44 AccruedState Y 45 Ticketno 46 Comment 47 Vouchtotal Calculated This field will be calculated if zero. 48 Sysdocid Y 49 Applysysdocid Y 50 RecUserID Y 51 RecDate Y 52 RecSpare Y 53 RecTime Y 54 DocType Y 55 DocSubType Y 56 RcptDate Current Date 57 Spare8 Y 58 OnAcctFlg Y 59 LastLinSq Y 60 DfltPCRef 61 PCTot 62 Reference 63 RsrvPrcIncTx 64 TxAct 65 TxClc 66 TxActL1 67 TxActL2 68 TxActL3 69 TxActL4 70 TxClcL1 71 TxClcL2 72 TxClcL3 73 TxClcL4


Summary Of Data Fields Available for Import A/P Voucher Line Items - APLIN



Default From Comments

1 Vouchno R? Y This field is required for to match the headers with the line items. The final value of this field will be assigned base on the Next Tran No. in the System Defaults.

2 Itemkey 3 Description INMAST 4 Location APVEND 5 Qty Defaults to 1 if Amt(6) not zero. 6 Amt 7 Popostedcost 8 Spare1 Y 9 Serlotflg Y INMAST 10 Convkey 11 Taxkey 12 Reqdate APHDR 13 Spare3 Y 14 Rcptdate APHDR 15 Spare4 Y 16 Spare2 Y 17 Homeamt 18 Vendclass APHDR 19 Docdate APHDR 20 RowNum Y 21 Intercoid 22 Acct APCLASS/I

NCLASS Defaults for INCLASS if Itemkey(2) not blank else APCLASS.

23 Reservednc Y 24 Sysdocid Y 25 Syslinsq Y 26 Origsysid Y 27 Origdocid Y 28 Origlinsq Y 29 Refsysid Y 30 Refdocid Y 31 Reflinsq Y 32 Reftyp Y 33 Shipdocid Y 34 RecUserID Y 35 RecDate Y 36 RecSpare Y 37 RecTime Y 38 LineItemTyp Y 39 Box1099 40 DocTyp Y 41 DocSubTyp Y 42 PCRef 43 PCTrnTyp


44 PCUnitTyp 45 PCDesc 46 PCReten 47 PCQty 48 PCAmt 49 Reference 50 TxAct 51 TxClc 52 TxActL1 53 TxActL2 54 TxActL3 55 TxActL4 56 TxClcL1 57 TxClcL2 58 TxClcL3 59 TxClcL4 60 TxableAmt 61 ExtLinAmt 62 PrcIncTx 63 TxBox1099 64 IncSetDisc 65 TxSetDisc


Vendor Import The Vendor Import Feature like Voucher Import (above) easily links & imports Vendor data from an external source file into PFW�s APVEND file. As above, file must be comma or tab-delimited. Select VIEW UTILITIES from Platinum's Accounts Payable SYSTEM Menu [or on STC�s Utilities Menu choose Accounts Payable] then select IMPORT AP VENDORS (STC).

Processing Procedures - File Linkup Configuration of file location & data field mapping mirrors the previous setup for importing Vouchers. From the View List - Choose NEW and define your parameters or select one of the previously saved parameters.

Order by: Choose either: Comma Delimited File or Tab Delimited File.

File Name Fill in the location of your bank file or use the �look-up� icon to �browse� for the file. Note that once this file location is found by the utility, the data contained in the first records of the file will appear on the Field Mapping Tabs

Skip First Record Check this box to exclude the first record in the file (some file formats contain field names in the first record that do not need to be processed as data).


Template Vendor Key Select a Vendor Key that will be used to provide the default values for each vendor to be imported.


Data Field Linking This configuration mirrors that above except that links are germain to data fields in the APVEND file. Therse are available in the "Field" column's F9 Lookup. Once cross-linking is done, the parameter record is �saved� to make future imports a �one-click� process. Transactions may then be processed. If the import was run in �Trial� status, only a report will be generated listing all the records edited and any discrepancies found. If the report was run in �Final� status, Vendors were actually imported and the report will identify those as well as any Vendors showing discrepancies that failed to import successfully.

Summary Of Data Fields Available for Import A/P Vendor File - APVEND




1 Vendor_Key Calculated Will default to next numeric if not imported. 2 Vendor_Name 3 Address_1 4 Address_2 5 Address_3 6 City 7 State 8 Zip 9 Country 10 Attention 11 Phone_1 12 Contact_Name 13 Phone_2 14 Tax_Id 15 Telex_Or_Twx 16 Fax 17 Supplier_No 18 Customer_Key 19 Alt_Vend_Key 20 Credit_Limit APVEND Defaults for template Vendor entered on the

parameter screen. 21 T1099_Flag APVEND Defaults for template Vendor entered on the

parameter screen. 22 Expense_Acct APVEND Defaults for template Vendor entered on the

parameter screen. 23 Terms APVEND Defaults for template Vendor entered on the

parameter screen. 24 Fob APVEND Defaults for template Vendor entered on the

parameter screen. 25 Ship_Via APVEND Defaults for template Vendor entered on the

parameter screen. 26 Vend_Class_Ky APVEND Defaults for template Vendor entered on the

parameter screen. 27 Location_Ky APVEND Defaults for template Vendor entered on the

parameter screen. 28 Branch_Ky APVEND Defaults for template Vendor entered on the

parameter screen.


29 Comment_Ky APVEND Defaults for template Vendor entered on the

parameter screen. 30 Retentions 31 PayHold 32 RespKey APVEND Defaults for template Vendor entered on the

parameter screen. 33 Box1099 APVEND Defaults for template Vendor entered on the

parameter screen. 34 Reserveexpact Y 35 RecUserID Y 36 RecDate Y 37 RecSpare Y 38 RecTime Y 39 DfltPCRef APVEND Defaults for template Vendor entered on the

parameter screen. 40 DfltTxKey APVEND Defaults for template Vendor entered on the

parameter screen. 41 RsrvPrcIncTx APVEND Defaults for template Vendor entered on the

parameter screen. 42 EmailAddr 43 WebPage

12 •••• CHAPTER 2 – A/R COUNTER SALES/POS Doc-To-Help Standard Template

CHAPTER 2 – A/R COUNTER SALES/POS

Overview Service Technologies� Counter Sales/POS � A/R is a powerful module. It provides a simplified �One Window/One Tab� A/R Interface for counter sales personnel to quickly enter a sale (along with payment information). F9 lookups speed selection & entry of Customers, Items, Pricing, etc. No understanding of PFW accounting procedures is needed. With 25 to 50 keystrokes an invoice/receipt can be created & printed for the customer. End-of-shift total receipts reports for each user allow easy cash & credit card reconciliation. Unposted invoices can also be selected and reprinted at any time. Once created, invoices are processed by �normal� PFW A/R batch procedures. When run �standalone� with the STC System Manger it can significantly reduce PFW User Count required to service walk-in sales transactions. The Program That Immediately Saves Time & Money.

Access Options Can run directly from PFW�s A/R �Document Entry� sub-menu Security is by PFW User Group administration [Requires PFW User Count]

or Can run �standalone� from STC System Manager Menu [Requires STC User Count] Data entered for New Customers can be automatically back-written to the ARCUST file. �Hot button� to STC�s Powerful Item Profile Window provides a complete 13 Week view of current & future item commitments vs. availability. F9 Lookup to Line Item Price field displays all this Customer�s previous Item activity history. Invoice printer selectable by user (customizable Crystal Reports invoice from Windows printers) Predefined, end-of-shift receipts reconciliation report (both cash & credit card sales).

STC Utilites for Platinum for Windows CHAPTER 2 – A/R COUNTER SALES/POS •••• 13

A/R Counter Sales/POS - Configuring the Module Once Server & Client Files are installed and User Group access is setup, this module is quickly configured with the �POS� Menu item .Clicking on Counter Sales System Options (STC) on the

System Configuration submenu will load the following maintenance window. Its 2 Tabs are used to enter global processing defaults for the program. Note: it is strongly recommended that the global defaults menu item be assigned to a separate "Supervisory" User group and that the menu option is not available to regular data entry Users. These defaults include setup of the following parameters. ! Printer and Print Format options for SO's & Invoices. (Note: The system determines whether the Invoice

format or Sales Order format is printed based upon �Select for Shipment� check box on the Counter Sales entry screen.) ! Enabling ability to automatically backwrite new Customer information to A/R ! Specifying Default Customer record to use as a template when backwiriting a new customer ! Specifying a Customer Key for Cash Sales. This option works similar to the one time vendor

option in A/P. ! [Tab 2] Specifying Format "Masks" (# of decimals) for various fields. ! [Tab 3] Setting Process defaults to "require" or "supress" selected Fields on the Order Entry

Window as well as desired Credit Management & Security. System Configuration � Setting up Process defaults up


Print or View Invoices

This option applies to Orders that are selected for shipping. Select one of the following [Note these may be overridden by Users' Setups] N if NO form is to be generated when an order is saved P sends Invoices directly to the default printer skipping the viewer V routes Invoices to the Crystal Viewer.

Invoice Format

5600-Prints 11” normal Invoice format to Preprinted Form 560OD-Prints Fully-Formatted plain paper Invoice form with captions & "boxes “ 570-Prints 11” normal SO format to Preprinted Form 570D-Prints Fully-Formatted plain paper laser SO with captions & "boxes" R1-Prints “narrow” 40-character wide receipt format with Item keys R2-Prints “narrow” 40-character wide receipt format with Item descriptions

Invoice Printer

This option applies to Orders that are selected for shipping. Select the desired default windows printer for Invoices

Post Tran No. as

This option applies only for Orders selected for shipping. Select one of the following I – assigns the Transaction No. as the Invoice No. when the order is selected for shipping saved transaction. N – assigns the a system -generated Invoice Number O – assigns the Order Number as the Invoice No. for the saved transaction.

Back-write Items

Check this to automatically back-write new Items to the INMAST file. [NOT ACTIVE IN THIS VERSION]

Back-write Customers

Checking this will automatically back-write new Customers to the ARCUST file

Default Customer Info From

Select the default customer record to be used as a template for back-writing of customer information. You will be able to select a different Customer Key to use as a template prior to backwriting. Note: You may wish to setup a "template" customer NEW in the PFW Customer Master which uses the most "standard" parameters (terms, discount, credit limit, etc.) desired for a repeat "on-account" walk-in customer.

Cash Customer Key

Entering a customer key here (similar to #10 above) will suppress the prompt for back-writing new customer information on cash sales. Note: You may wish to setup a "template" customer CASH in the PFW Customer Master which uses the most "standard" parameters (terms, discount, credit limit, etc.) desired for small, nonrepeat, cash-only customer.


Individual User setups are quickly configured with the �POS� Menu item . Configuration should be a �one time� process. It allows �default� information about your invoice format, printer location & customer file to be customized by User so the module will work efficiently for your sales personnel & seamlessly with your PFW system. These setiup Options mirror those setup above but any modifications made there apply only to the User currently logged in.

The POS Menu (immediately below the blue Title bar at the top of the Window) controls module configuration There are 4 Options on this menu. Select Invoice Printer Select Invoice Format Set POS Options Cash Receipts Register

PFW�s normal �downstream� A/R batch processing procedures (e.g. Selection, Printing, Posting) apply once invoices are created. Invoices, which are printed here, are assigned invoice numbers. If the invoice is not printed from this module it will print and be assigned a number when is is selected as part of an A/R batch.


Processing Procedures

Generate Invoices- One Window/One Tab Cursor/Enter keying pattern “Hot” Buttons runs down the left side To Item Profile Window to Item Entry fields Reprint (Unposted) Invoice

Payment Information box tracks receipts. Each user can generate a predefined report for end of shift receipts accounting. A Cash sales report is also predefined.

Window layout is designed for high volume & efficiency. -Tab 1 shows all critical customer information fields-ordered to minimize keystrokes -Selection of Customer populates entire screen with its defaults. -For existing customers (& taking the defaults) users can enter items after confirming just 10 data fields. -Printer Menu can launch automatically on �saving� a new invoice

--Selection of Windows Printers and Invoice Formats

--Reprint �Hot Button� (top) allows easy reprinting of any selected, unposted invoice.

--F9 Lookup on Price Field displays all previous item activity for the Customer


Item Profile Window (“Hot Button” accessible) This feature provides a comprehensive view to all �available� inventory for a given Inventory Item during any given week. Available Inventory is designated as 1. On-order/expected for receipt 2. On-hand & committed to sales 3. On-hand by location 4. On-hand & in shipping (packing ticket generated). The summary table projects comprehensive availability by week over a 3 month period.

Color-coding highlights key information. - Past due items are displayed in Yellow - Current week items are shown in Green The Projected Availability Analysis provides a weekly inventory picture 13 weeks into the future - Negative Inventory positions show in Red

End-of-Shift Checkout Report The Cash Receipts Register for end-of-shift checkout/cash drawer reconciliation is launched from the POS menu option. It provides separate totals for each type of transaction entered by the user. A separate report is generated for each user. Trial mode will show all transaction activity without clearing the file. Running in Final Mode will clear all activity.

STC Utilites for Platinum for Windows CHAPTER 3 – A/R ADVANCED REPORTS •••• 19

CHAPTER 3 – A/R ADVANCED REPORTS

Overview All STC Advanced Reports are generated via Crystal Reports to allow total control over format/final appearance as well as easy customization & data export.

INVOICE REPRINT STC�s Invoice Reprint allows the user to select and reprint A/R Invoices after they are posted. Any range of contiguous Dates or Invoice Numbers may be reprinted. Additionally, up to eight individually selected invoice numbers may be selected for reprinting in one operation.

GLOBAL CUSTOMER/AGING PROFILE

This report provide a summary or detail aging based upon due date. Aging brackets are user defined at run time and additional information to aid in collection is also provided (e.g. Avg Days to Pay, credit limit data, Customer P.O. No., Reference field, Phone, actual days past due, etc).

GLOBAL PRODUCT SALES REPORTS

The Global Product Sales reports offer a summary or product level sales reporting for a variety of sorts. AR Sorts: Customer Keys or Names Class Key/Customer Name Salesperson Key/Customer Name Territory Key/Customer Name Customer Key/Ship To Key Inventory Sorts: Product Key Salesperson/Product Key Commodity Key Manufacturer Code

CASH BASIS SALES TAX REPORT

This report enables PFW accrual-accounting basis Users to quickly determine their Sales/ Use Tax Liability on a �cash accounting� basis. It pulls the actual 4 PFW Tax Level amounts from both the current transaction & history files for any date range - it doesn't calculate or "back into" tax amounts.

20 •••• CHAPTER 3 – A/R ADVANCED REPORTS Doc-To-Help Standard Template

Invoice Reprint STC�s Invoice Reprint allows the user to select and reprint A/R Invoices after they are posted. Any range of contiguous Dates or Invoice Numbers may be reprinted. Additionally, up to eight individually selected invoice numbers may be selected for reprinting in one operation. Print options include the capability of printing Company Address and descriptions for �plain paper forms� as well as the standard preprinted invoice forms. Reprinted Invoices can be identified as �Reprint� in the invoice header if desired. To execute the STC Invoice Reprint, first select VIEW UTILITIES from PFW�s Accounts Receivable Menu or Accounts Receivable Reporting from the STC Standalone Menu, then select INVOICE REPRINT (STC).

Processing Procedures Parameters - Range of Invoice No./Dates Option

INVOICE RANGE (F9) (FIRST/LAST)

Enter (or select from the Lookup Windows) the range of Invoices to be reprinted. Press <Tab> to default <FIRST> / <LAST>.

DATE RANGE (FIRST/LAST)

Enter the range of Dates for which invoices are to be Reprinted. Press <Tab> to default <FIRST> / <LAST>.


Parameters - Specific Invoice No. Option

This screen allows up to eight non-contiguous invoices (selectable via Lookup Window <F9>) to be selected for reprinting

Formatting Options

REPRINT HEADER Click box to print �REPRINT� on the Invoice header.

PRINT RESELLER NUMBER Click box to print Reseller number on the invoice.

PRINT COMPANY NAME & ADDRESS

Click box to print Company Name and Address

INVOICE FORMAT Choose one of the following: 011 - Standard Format 011-D - Standard Format with Descriptions 011-O - Old Postal Address Format 011OD - Old Postal Address Format w/Descriptions

NO. DECIMALS –QUANTITY

NO. DECIMALS -- PRICE

Select number of decimal points for quantities Select number of decimals in price


Customer Aging Profile Reports The Global Customer/Aging Profile expedites management of large, multi-location customers handled by multiple sales personnel or distributors. It generates a �global� Customer Profile by date (similar to the standard report) across any contiguous range of customers related by any of the following sorts: 1) Customer Keys or Names, 2) Class Key/Customer Name, 3) Salesperson Key/Customer Name, 4) Territory Key/Customer Name and 5) Customer Key/Ship To Key Other key improvements vs. the standard report are that 1) activity is reported based on the Customer Class or Salesperson that appears in the Customer Master not on the invoice/transaction. This insures that all relevant items are shown. 2) All reports are optimized to supply the maximum amount of key information per line while Summary & Detail modes control whether line items are reported. Further, all invoices are aged by Due Date.

Processing Procedures Choose NEW and define your parameters or select one of the previously saved parameters.


Order by:

These values come from the customer master, not the transaction files. Therefore changes in territory, salesman, etc or reflected without any changes to your history files. Available Sorts: Customer Key Customer Name Class Key/Customer Name Salesperson Key/Customer Name Territory Key/Customer Name Customer Key/Ship to Key

From/To (Customer Groups based on order by)

Enter (or select from the Lookup Windows) the range values for which data is to be Reported. Press <Tab> to default <FIRST> / <LAST>.

Age as of Date Enter The desired �As Of� Date on which the Aging will be based.

Print Aging Detail

Enter 0, 1 or 2 to print detail information. 0=No Detail 1= Detail w/ Open Invoices 2=Detail w/ Open & Paid Invoices

Summary/Detail Select Summary or Detail Format

Starting Days Past Due Entry here restricts report to show only Invoices already past due by at least this number of days.

Aging Days Limit 1,2,3 Enter the desired number of days and Column Title for each Aging bracket. Defaults are 30, 60, 90


Include Dates Enter the desired Period to be used to calculate average days to pay. Press <Tab> to default <FIRST> <LAST>,key desired dates, or select from the pop-up calendar.

Customer Profile Sample Reports Aging -Short form, no detail�..

Long Form, no detail


Short form with detail


Product Sales Reports

The Global Product Sales reports offer a summary or product level sales reporting for a variety of sorts. There are 2 versions of Global Product Sales (STC) ; Product Sales � AR Sorts (STC) which includes 1)Customer Keys or Names, 2) Class Key/Customer Name, 3) Salesperson Key/Customer Name, 4) Territory Key/Customer Name and 5) Customer Key/Ship To Key; and Product Sales � Inventory Sorts (STC) which includes: 1) Product Key, 2) Salesperson/Product Key, 3) Commodity Key and 4) Manufacturer Code.

Processing Procedures From the View List choose NEW and define your parameters or select one of the previously saved parameters.

Order by:

Uses data from the customer master file, not the transaction file. Therefore, changes in territory, salesperson, and customer class are reflected. Available Sorts: Customer Key Customer Name Class Key/Customer Name Salesperson Key/Customer Name Territory Key/Customer Name Customer Key/Ship to Key

From/To –Data Range based on sort selected

Enter (or select from the Lookup Windows�F9) the range values for which data is to be Reported. Press <Tab> to default <FIRST> / <LAST>.

From/To (Item Keys and locations)

Enter (or select from the Lookup Windows) the range values for which data is to be Reported. Press <Tab> to default <FIRST> / <LAST>.


Include Invoice Dates Enter the desired range of dates to report. Press <Tab> to default <FIRST> / <LAST>.

Summary/Detail Enter S or D for the desired Format. Detail prints Inv #, Inv Date, & Ship Date.

Include Weight Enter Y or N to include weight on report.

Include ECCN Code` Enter desired code to report.


Report Samples Sample Report � Detail


Product Sales – Inventory Sorts

Like other STC Advanced A/R Reports the STC Product Sales Report, launches from either PFW�s Accounts Receivable Reports Menu or STC�s Standalone menu. Menu Option: Product Sales � Inventory Sorts (STC)


Order by: Choose either: Product Key Salesperson/product Key Commodity Key Manufacturer Code

Include from/to based on sort selected

Enter (or select from the F9 Lookup) the range values for which data is to be Reported. Press <Tab> to default <FIRST> / <LAST>.


Include Invoice Dates

Enter the range of dates to report. Press <Tab> to default <FIRST> / LAST>.

Summary/Detail

Enter S or D for the desired Format. Detail prints Inv #, Inv Date, & Ship Date.

Include Weight Enter Y or N to include weight on report.

Include ECCN Code` Enter desired code to report.


Inventory Sorts - Sample Report Sample Report � Summary

Sample Report - Detail



Cash Basis Sales Tax Report Once the PFW Administrator has added this Option to the appropriate User Group(s), it is ready for use. The STC Sales Tax Report is displayed on the PFW A/R Module�s Reports Submenu. STC’s Sales Tax Report-Cash Basis makes it simple for PFW accrual-accounting basis Users to quickly determine their Sales/Use Tax Liability on a �cash accounting� basis. It pulls the actual 4 PFW Tax Level amounts from both the current transaction & history files for any date range - it doesn't calculate or "back into" tax amounts. Invoices are considered �paid� when the "apply to" amount equals 0. The �paid� date is the most recent date associated with that transaction set. The report lists tax amounts on all invoices with �paid� status in the selected period for each PFW Taxing Authority. Another selectable parameter specifies the beginning billing date to be searched for payments in the selected period. The report can be generated by invoice total or line item total.



Order by: This report is sorted/printed only by Tax Authority.

From/To Cycle Dates Enter (or select from the Lookup Windows) the date range for which tax data is to be reported. This period is generally for the previous calendarQuarter or Month.

Include Only Activity After Specify the earliest invoice activity date for which tax information may need to be extracted. Entering this date restricts the �scan� of the invoichistory file and will reduce the processing time for the report. Optimally the date to be entered here is the date of the earliest invoice that was �paid off� during the above cycle dates. The earlier this date-the longer the report processing time.

Print Line Detail Check to include line item detail for the invoices �paid� reporting period selected above (see sample reports).

Sample Reports Sample Summary report with no line item detail

Report showing line item detail

STC Utilites for Platinum for Windows •••• 35

36 •••• CHAPTER 4 A/R IMPORTS Doc-To-Help Standard Template

CHAPTER 4 A/R IMPORTS

Overview This Utility consists of 3 Imports which eliminate the need to �re-key� A/R �related data from other systems into Platinum for Windows. "Regular" Invoices or "After the Fact" Invoices or Customers are quickly imported from either Comma-Delimited (.csv) or Tab-Delimited files. Configuration is easily done once sample files are available. Once configured, importing these A/R Data becomes a �one click� operation. STC�s �After the Fact� Invoice Import Feature imports limited Invoice-related information from one source file into the �after-the-fact� invoice file (ARAFT). Limited Once invoice data is imported, normal PFW Processing procedure is followed. The Customer Import Feature likewise easily links & imports customer data from external source files into PFW�s ARCUST file.

STC Utilites for Platinum for Windows CHAPTER 4 A/R IMPORTS •••• 37

Importing "Regular" Invoices The imported Invoice data may be provided in two files (Header and Line Item) or in a single file containing both the Headers and Line Items. Invoice data are quickly imported from either Comma-Delimited (.csv) or Tab-Delimited files. Installation/Configuration is a quick and easy on-screen process. Once configured, invoice creation become �one click� operations. All fields on the invoice entry screen are available for import. Any transaction numbers are used to link /group header and line item detail. The Invoice import will assign the next available internal system numbers (e.g. transaction number, system doc ID, system line sequence, line item type, etc). If an invoice number is imported, the status will be changed to �Printed�. PFW will post this as the invoice number. If need be, the invoices can be reprinted from the PFW invoice print and post screen before they are posted in Platinum or later using the STC Invoice Reprint Utility. Once data is imported, normal PFW Invoice-Processing procedure (selection, print, post) is followed

Processing Procedures – File Linkup To execute the STC A/R Invoice Import Utility, select VIEW UTILITIES from Platinum's Accounts Receivable SYSTEM Menu [or on STC�s Utilities Menu choose Accounts Receivable] then select IMPORT AR INVOICES. Choose NEW and define your parameters on Tab 1 or select one of the previously defined parameters.


Order by Choose either: ● 2 CSV Files ●1 CSV File with Header & Detail Records ● 2 Tab Delimited Files ● 1 Tab Delimited File w/Hdr & Line Item

File Name If all the information is in one file, fill in the location of your file or use your look up key to browse for the file. If the data is in two files, both Header & Line Items file name(s)/location(s) must be specified

Header Filter Row Number

Fill in row number from tab 2 that you designated for the filter option.

Header Filter Value Enter the value of the information you wish to include

Skip First Record Check this box to exclude the first record in the file. Some file formats contain field names in the first record.


Default Invoice Status

Choose the status to be assigned to imported invoices: New/Not Printed � Printed � Hold � Selected � Unselected

Note that once Invoices are imported, they are processed using normal PFW A/R Invoice batch processing procedures


Data Field Linking Tabs 2 & 3 are used to set up the field mapping to the Header and Line Item records If invoice data is in two files (Header & Line Items), a Tab is displayed for each file. Once the File name/data path is entered accurately, each tab will display actual data contained on the first records in the file(s). These fields are then �mapped� to the desired PFW data field. The F9 key in on the Field column activates a lookup of all allowable PFW fields.

t Once all of this cross-reference information is completed, the parameters should be saved and then processed..Assuming the file name(s) & location(s) are constant, future processing becomes a �one-click� process using the saved report parameters. After processing is finished, a report will be generated listing all the records processed and any discrepancies found. Once the Import has successfully completed, further processing is via normal PFW Accounts Receivable procedures.

Summary Of Data Fields Available for Import Invoice Header File ARHDR


Key Description Required System

Assigned Default From Comments

1 Custkey R 2 Custname ARCUST If NO address fields are included in the

import file then the entire address will be set to the customer's address.

3 Custaddr1 ARCUST 4 Custaddr2 ARCUST 5 Custaddr3 ARCUST 6 Custcity ARCUST 7 Custstate ARCUST 8 Custzip ARCUST 9 Custcntry ARCUST


10 Custattn ARCUST 11 Shipkey 12 Shipname ARCUST ARSHIP If NO ShipTo address is included in the

import file then then address will be set to either 1)the ShipTo address if there is a ShipTo Key or 2)the customer's address.

13 Shipaddr1 ARCUST ARSHIP 14 Shipaddr2 ARCUST ARSHIP 15 Shipaddr3 ARCUST ARSHIP 16 Shipcity ARCUST ARSHIP 17 Shipstate ARCUST ARSHIP 18 Shipzip ARCUST ARSHIP 19 Shipcntry ARCUST ARSHIP 20 Shipattn ARCUST ARSHIP 21 Tranno R? Y This field is required if the Invoice No.

is not being imported. It is only used to match the headers with the line items. The final value of this field will be assigned based on the Next Tran No. in the System Defaults.

22 Applytodocno 23 Statusflg If the Invoice No. is being imported this

field will be set to "NP", otherwise it will default to the value enter on the parameter screen.

24 Invdate Current Date 25 Spare1 Y 26 Agedate Current Date 27 Spare2 Y 28 Reqdate Current Date 29 Spare3 Y 30 Shipdate Current Date 31 Spare4 Y 32 Recurkey 33 Buyer 34 Custpono 35 Checkno 36 Checkamt 37 Commsnovrd 38 Location ARCUST ARSHIP 39 Territkey ARCUST ARSHIP 40 Salespkey ARCUST ARSHIP 41 Termskey ARCUST ARSHIP 42 Fobkey ARCUST ARSHIP 43 Shipviakey ARCUST ARSHIP 44 Commentkey ARCUST 45 Custclass ARCUST ARSHIP 46 Edtrptstat Y 47 Taxinvtot Y 48 Freightamt 49 Reserved Y 50 Crmemoflg


51 Invno R? Required if Tran No (21) not being

imported. 52 ReservedFrmOe Y 53 ReservedOECst Y 54 ReservedPyMth Y 55 Sysdocid Y 56 Applysysdocid Y 57 Oedocid Y 58 Reservedediflg Y 59 USERID Y 60 RECDATE Y 61 RecSpare Y 62 RECTIME Y 63 TranType Y 64 OnAcctFlag Y 65 DocTot This field is calculated if value is zero. 66 LastLineSq Y 67 CredCardTyp 68 CredCardNum 69 CredCardExp 70 Spare5 Y 71 CCAuthCode 72 CCPhone 73 CCNameOnCard 74 Reference 75 Spare Y


Summary Of Data Fields Available for Import Invoice Line Item File ARLIN




1 Tranno R? Y This field is required if the Invoice No. is not being imported. It is only used to match the headers with the line items. The final value of this field will be assigned base on the Next Tran No. in the System Defaults.

2 Itemkey 3 Description INMAST 4 Location ARHDR Defaults from the header if Itemkey(2)

not blank. 5 Unitprice 6 Ordqty Defaults to 1 if Unitprice(5) not zero 7 Shipqty Defaults to 1 if Unitprice(5) not zero 8 Discprcnt 9 Taxkey 10 Revacct Defaults form INLOC or ARCLASS

depending upon system settings and if there is an Itemkey(2).

11 Spare1 Y 12 Serialflg INMAST 13 Spare2 Y 14 Reqdate ARHDR 15 Spare4 Y 16 Shipdate ARHDR 17 Spare5 Y 18 Costamt INLOC Defaults for INLOC if zero and

Itemkey(2) id not blank. 19 Docdate ARHDR 20 Spare6 Y 21 Custclass ARHDR 22 Oeordno 23 Spare3 Y 24 Bollano 25 Sectionno 26 Edilineno 27 Sysdocid Y 28 Syslinsq Y 29 Origsysid Y 30 Origdocid Y 31 Origlinsq Y 32 Refsysid Y 33 Refdocid Y 34 Reflinsq Y 35 Reftyp Y 36 Shipdocid 37 Reservednc Y


38 USERID Y 39 RECDATE Y 40 RecSpare Y 41 RECTIME Y 42 LineItemTyp Y 43 TranTyp Y 44 RowNum Y 45 Spare Y 46 Reference


Importing “After the Fact” Invoices This Import updates PFW's ARAFT file with "After the Fact" Invoice information. Data are quickly imported from either Comma-Delimited (.csv) or Tab-Delimited files.The data available for import is limited to that maintained in PFW's After the fact Invoice Entry function. For example, no inventory or comment updates are made. Otherwise, setup and import procedure is similar to that for 'regular Invoices

Processing Procedure – File Linkup To run the STC A/R After the Fact Invoice Import Utility, select VIEW UTILITIES from Platinum's Accounts Receivable SYSTEM Menu or on STC�s Utilities Menu choose Accounts Receivable, then select IMPORT AR AFTER THE FACT INVOICES. Choose NEW and define your parameters or select one of the previously saved parameters.


Tab 1 Entries

Order by Choose either: CSV (comma delimited) File or Tab Delimited File

File Name If all the information is in one file, fill in the location\name of your file (full directory path) or use your look up key to browse for the file. If the data is in two files, each screen has a place to specify the file/location.

Skip First Record

Check this box to exclude the first record in the file. Some file formats contain field names in the first record.

Trial / Final Choose between Trial or Final mode. We suggest running Trial mode first. If there are no errors, run in Final mode.

Data Field Linking Tab 2 – “Field Spec” is used to �map� the import data fields to the corresponding PFW Invoice File fields. This procedure is the same as detailed in the Invoice Import section. Once all of this cross-reference information is completed, the parameters should be saved and then processed. .Assuming the file name(s) & location(s) are constant, future processing becomes a �one-click� process using the saved report parameters. After processing is finished, a report will be generated listing all the records processed and any discrepancies found.

Summary Of Data Fields Available for Import After the Fact Invoices - ARAFT




1 Invoice_No R 2 Apply_To Invoice_No Defaults to Invoice_No(1) if blank. 3 Customer_Key R 4 Customer_Name ARCUST 5 Territory_Key ARCUST 6 Salesprsn_Key ARCUST 7 Terms ARCUST 8 Order_No 9 Inv_Date Current Date 10 Spare3 Y 11 Age_Date Current Date 12 Spare4 Y 13 Invoice_Cost 14 Comm_Oride 15 Check_No 16 Check_Amt


17 Revenue_Total 18 Discount_Amt 19 Freight_Amt 20 Tax_Amt_Level1 21 Tax_Amt_Level2 22 Tax_Amt_Level3 23 Tax_Amt_Level4 24 Rev_Acct_1 25 Rev_Amt_1 26 Rev_Acct_2 27 Rev_Amt_2 28 Rev_Acct_3 29 Rev_Amt_3 30 Rev_Acct_4 31 Rev_Amt_4 32 Rev_Acct_5 33 Rev_Amt_5 34 Rev_Acct_6 35 Rev_Amt_6 36 Rev_Acct_7 37 Rev_Amt_7 38 Rev_Acct_8 39 Rev_Amt_8 40 Rev_Acct_9 41 Rev_Amt_9 42 Rev_Acct_10 43 Rev_Amt_10 44 Tax_Key 45 Spare Y 46 CrMemo_Flg 1 47 Customer_Class ARCUST 48 NoCommission 49 Reference 50 DocTot 51 Spare2 Y 52 RecUserID Y 53 RecDate Y 54 RecSpare Y 55 RecTime Y


Importing Customers

Processing Procedure – File Linkup The STC A/R Customer Import feature is configured and runs similarly to the other A/R Imports feature. Select VIEW UTILITIES from Platinum's Accounts Receivable SYSTEM Menu [or on STC’s Utilities Menu choose Accounts Receivable] then select IMPORT AR CUSTOMERS. File name/location & field mapping parameters are then set-up or �run.� Note that only one file can be specified.

Tab 1 Fields

Order by: Choose either: Comma Delimited File or Tab Delimited File

File Name Enter the import file�s location or browse for it (see icon).



Template Customer Key

Specify a current Customer record that contains default values for fields not specified in the import file. (A �dummy� customer is often set-up which has all the desired default values


Data Field Linking Tab 2 – “Field Spec” is used to �map� the data fields to the corresponding PFW Customer File fields. This procedure is the same as detailed for the other A/R Imports except that the Fields available in the F9 Lookup are germain to the PFW Customer Master. Once all of this cross-reference information is completed, the parameters should be saved (to expedite running the import in the future) and then processed. After processing is finished, a log report will be generated listing all the records processed and any discrepancies found. Attempting to import duplicate Customer Keys or Names will generate an error on this report.

STC Utilites for Platinum for Windows CHAPTER 5 - BANK BOOK IMPORTS •••• 49

CHAPTER 5 - BANK BOOK IMPORTS

Overview This Utility consists of 2 Imports The STC Bank Book Auto-Reconciliation Utility matches specific Bank Book outstanding checks in Platinum to the paid amounts from a file of cleared check records provided by the bank (the file must be in ASCII or Comma-delimited format). The process generates an exception report that identifies any discrepancies found between book and bank amounts. All other corresponding book records are �cleared� at the bank amount & flagged as "Reconciled" in Platinum's BBRECON file. The STC Bank Book Transaction Import Utility loads cash transactions from external systems into the Platinum Bank Book Journal Transaction file from either a comma-delimited file or a fixed-formatted text file.

50 •••• CHAPTER 5 - BANK BOOK IMPORTS Doc-To-Help Standard Template

Auto-Reconciliation Once the Platinum System Administrator has installed this Utility to your System Menu, it is ready to be configured for use. Configuration is easily done once a sample file is available. It is a one-time parameter window setup, which is then �saved.� Assuming the file name & location are constant, future processing becomes a �one-click� process using the saved report parameters. Once this processing has been completed, normal PFW Bank Book procedures are followed. The STC Bank Book Reconciliation Utility matches specific Bank Book outstanding checks in Platinum to the paid amounts from a file of cleared check records provided by the bank (the file must be in ASCII or Comma-delimited format). The process generates an exception report that identifies any discrepancies found between book and bank. All other corresponding book records are �cleared� at the bank amount & flagged as "Reconciled" in Platinum's BBRECON file.

Processing Procedure – File Linkup To run the STC Bank Book Reconciliation Utility, select VIEW UTILITIES from Platinum's Bank Book SYSTEM Menu, then select AUTO RECONCILIATION.


Order by Choose either: Comma Delimited File or ASCII Text File.

File Name Fill in the location of bank file or use the look up key to browse for the file. The full directory path must be included. Note that when this information is correct, the first 2 records of the file will be visible on the File Viewer onTab 2.

Cash Acct (Field 3) Fill in the cash account to be reconciled (reconcile one cash account at a time.)

Filter Row Number Fill in row number from tab 2 designated for the filter option.

Include / Exclude I - to include transactions that match a specific criteria, E - to exclude transactions that match a specific criteria N - for no filter � allows all data in import file to be brought in.

Filter Value Enter the value for information to include or exclude. Example: to read all records with C as the third character choose I to include this value and then enter �??C???�.




Data Field Linking Tab 2 – “Field Spec” is used to �map� the import data fields for Document # and Amount to the corresponding Platinum Check ID & Amount.

Once the File name on Tab 1 of the Parameter screen is filled in, the Import Data section on the Field Spec Tab will be filled in with the data from the first record in the file. You will need to Use the F9 Lookup key in on Field type and select the specific field to which this value should be linked. Choices are Doc for your document number field, Amt for your amount field, Filt for your filter field, and Skip to skip fields that are not necessary. Once all of the fields are cross-linked, this parameter record should be �saved�. Doing this makes future imports a �one-click� process. After saving the Report Parameters, you may process your transactions. Once this is done you may process the reconciliation. If the import was run in �Trial� status, only a report will be generated listing all the records edited and any discrepancies found. If the report was run in �Final� status, Checks were actually cleared and the report will identify them as well as any discrepancies that failed to clear. Repeat this procedure for other Cash Accounts to be reconciled


ASCII Text File Setup for an ASCII format is exactly the same as previously detailed for Comma Delimited, only the file viewer on Tab 2 is different.

Once the File name on Tab 1 of the Parameter screen is filled in, the Import Data section on the Field Spec Tab will be filled in with the data from the first record in the file. You will need to Use the F9 Lookup key in on Field type and select the specific field to which this value should be linked. Choices are Doc for your document number field, Amt for your amount field, Filt for your filter field, and Skip to skip fields that are not necessary. Once all of the fields are cross-linked, this parameter record should be �saved�. Doing this makes future imports a �one-click� process. After saving the Report Parameters, you may process your transactions. Once this is done you may process the reconciliation. If the import was run in �Trial� status, only a report will be generated listing all the records edited and any discrepancies found. If the report was run in �Final� status, Checks were actually cleared and the report will identify them as well as any discrepancies that failed to clear. Repeat this procedure for other Cash Accounts to be reconciled


Importing Bank Book Transactions The STC Bank Book Transaction Import loads cash transactions into the Bank Book Journal Transaction file from either a comma-delimited file or a fixed formatted text file. To execute the STC Bank Book Transaction Import Utility, select VIEW UTILITIES from Platinum's Bank Book Menu, then select Import Bank Book Transactions.

Processing Procedures Choose NEW and define your parameters or select one of the previously saved parameters After the Parameter Window loads, Enter the import specifications.


Order by: Choose either: Comma Delimited File ● ASCII Text File.

File Name Enter location/name of the file (Lookup browser for the file).

Default Transaction Date

Fill in the date you want to use if there is not a date in the import file or the date in the file is invalid.

Filter Row Number

Fill in row number from Tab 2 to be used for the filter option

Include / Exclude I - to include transactions that match a specific criteria, E - to exclude transactions that match a specific criteria N - for no filter � Imports all data in the file.

Filter Value Enter the value of any information to include or exclude. Example: To include all records with C as the third character choose I to include this value and then enter ??C???.



The second Tab �2. Field Spec� will vary depending upon which file format you are importing,


Data Field Linking Tab 2 – “Field Spec” is used to �map� the import data fields for Document # and Amount to the corresponding Platinum Check ID & Amount. Once the File name on Tab 1 of the Parameter screen is filled in, the Import Data section on the Field Spec Tab will be filled in with the data from the first record in the file. You will need to Use the F9 Lookup key in on Field type and select the specific field to which this value should be linked. Choices are Doc for your document number field, Amt for your amount field, Filt for your filter field, and Skip to skip fields that are not necessary. Once all of the fields are cross-linked, this parameter record should be �saved�. Doing this makes future imports a �one-click� process. After saving the Report Parameters, transactions may be processed. If the import was run in �Trial� status, only a report will be generated listing all the records edited and any discrepancies found. If the report was run in �Final� status, Transactions were actually imported and the report will identify them as well as any discrepancies that failed to import. Repeat this procedure for other Cash Accounts to which data is to be imported

STC Utilites for Platinum for Windows CHAPTER 6 - A/R CUSTOMER-CONNECTOR •••• 57

CHAPTER 6 - A/R CUSTOMER-CONNECTOR

Overview A/R Customer Connector consists of two options, Advance Cash Receipts and Consolidated Statements, that greatly expedite receivables management for large multi-location customers, particularly where customer are invoiced & shipped to multiple Customer Keys/Locations but pay their bills from a central office. The only setup, which may be necessary, is creation of a new Customer record for those situations where the consolidated statement is going to a centeral office for a group of customers. Advanced Cash Receipts � allows then application of payments and adjustments across customers. Additionally this option facilates to write-off of small balances and the moving of payments from one customer to another. Consolidated Statements provides a method for generating a single Customer Statement for a group of customer keys.

Cash Receipts Payments are entered for �Customers� by specifying basic payment information. The payment information can include a discount taken (early payment terms, for example). The payment amount is subsequently �applied� against individual open invoices. The invoices affected can easily be selected by Invoice No, Customer Key or Customer PO#. Any payment or partial payment amount may be applied as an �On Account� transaction, to be applied later against an open invoice or open balance. This feature enables you to process overpayments and prepayments. Payments may be applied toward any combination of customers until the entire payment is applied. Cash Receipt reapplications/corrections from one customer to another customer are easily handled by applying negative payment amounts to �debited� customers. These corrections will be "in balance" and have a full audit trail. The utility may also be used to expedite the tedious task of "writing off" small/residual balances.

58 •••• CHAPTER 6 - A/R CUSTOMER-CONNECTOR Doc-To-Help Standard Template

Entering Cash Receipts - Procedures Description The View List parameters window is the first window that is displayed when STC Cash Receipts Entry is selected from the Menu. Select an existing parameter from the View List window and then Edit or Process; or select New to create new parameters. The Cash Receipts Entry window will appear.

Procedure - The following instructions assume you will be entering a new transaction each time. To enter cash receipts, do the following: Complete the applicable fields on the Check Info tab (see above ritght). Save the parameter setup, if desired, then click Process.

Cash account Enter a payment by identifying the cash account to which the payment should be posted. The system displays a default cash account key and description based on the first record in the customer class file. You can override the cash account for each payment transaction.

Check Number

To recognize a payment when it is entered into the system you specify the check number. The check number is then used to identify the transaction.

Check date To recognize a payment when it is entered into the system�as opposed to when it is deposited�you can specify the check date. This date is then used as the aging date for the transaction.

Check Amount

Specify the amount of the check to be applied. The payment amount is entered in the natural currency designated for the customer (based on the customer class setup).

Transit No Bank identification number (Optional Field)

Processing the Cash Receipts Parameters Window will load the Cash Application Window. This allows the cash to be applied toward invoices or �on account�


Applying Cash Receipts - The Line Items Window Once payment information has been entered, a screen is displayed where open invoices can be selected. You can select invoices for payment by Invoice No., Customer Key or Customer P.O. No. Once you select an invoice, the appropriate Invoice Date, Invoice Amount, Open Amount and Remaining Amount are displayed. Select the Invoice(s) to which the payment should be applied. Open invoices can be selected for payment (F9 Field lookups available) by Invoice No., Customer Key or Customer PO. No. In the Paid Amount field for the applicable open item, enter the amount to be applied against the open amount as paid. If the customer is to receive a discount, enter the amount in the �Discount Amount� field. Once you have applied the total payment amount, save the transaction and the system will display the main Cash Receipts Entry window again.

Invoice & open amounts

- Each line item displays the original amount for the invoice and the amount still open to be paid. The open amount reflects any previous payments or adjustments that have been processed for the invoice.

Paid amount Specify the amount of the payment�partial or all--that should be applied against each open invoice. If you strike the <Enter> key on a line with an open amount and a zero paid amount, the system will automatically apply the lesser of the payment amount or open amount.

Discount amount Specify the amount of the discount taken that should be applied against each open invoice.

Remaining balance

- For each line item, the system displays the remaining balance for the line item, based on the paid and discount taken amount applied.

Totals - As you apply the pay and discount taken amounts against each line item, the following results are tracked and displayed in the bottom window:

Total Applied � running total for all invoices selected Total Discount -- discount taken amounts applied against individual open items. Remaining � the net amount remaining to be applied against open items or to be saved as

an on account amount. Making changes -Any cash receipts transaction that has been saved, but not yet posted, can recalled to enter corrections and changes. When the Cash Receipt Entry window is displayed, recall the transaction based on the receipt number previously assigned, then enter the changes. Apply On Account - If you want to save the full/partial amount of the cash receipt on account, enter the following:

Customer Key �ONACT� for the Invoice No. or leave blank Amount to place on account

Entering Prepayments


Procedure - To enter a prepayment as an on account amount for an open item customer, refer to the procedure for entering cash receipts. If the full amount of the cash receipt is a prepayment, complete the Selection tab and select Process to display the Line Item screen. Complete the line item as specified above in �Apply On Account� and save the transaction. This action places the unapplied prepayment amount on account.

Correcting Misapplied Cash Receipts Procedure - To correct a misapplied payment (already posted) follow the procedure for entering cash receipts. Enter a zero dollar amount for the cash receipt. We suggest using a meaningful reference (such as ADJ) for the Check Number. Complete the Selection tab and select Process to display the Line Item screen. Select the Customer Account/Invoice which should be �debited� (payment removed) and apply a NEGATIVE amount. Then select the Customer Account/Invoice to which the payment is to be applied by line item as specified above in �Apply On Account� and save the transaction. This action places the unapplied prepayment amount on account.

Clearing Small/Residual Balances Procedure � Use the PFW Aging report to identify the residual Invoices/Customer Account balances to be cleared/written-off and the total of these balances. The total of all write-offs to be made in this batch is entered as the Check Amount in the Check Entry Window. It is suggested that a consistent �code� Such as �WO� be used in the Check No. Field to indicate write-offs. Complete the Selection tab and select Process to display the Line Item screen. Select each Customer Account/Invoice which should be �credited� (payment applied) and apply the zeroing amount from the aging or from the �Remaining� field at the bottom of the window.


Consolidated Statements Consolidated Statements allows PFW users to produce consolidated statements across related customer groups based on Customer Class, Territory or Ship To Address. These 3 Keys must identify meaningful, related customer groups for the Consolidated Statements program to work effectively. . Users may also specify the following �format� information. The Customer Key (& address, etc.) to used for the consolidated statement. Whether the company name should appear on the statement The Document Description (Customer P.O. or Customer/Ship To Name) to be used. Whether Field Descriptions need to be printed (if not using preprinted PFW forms).

Processing - Setup The only setup, which may be necessary, is creation of a new Customer Record for those situations where the consolidated billing group statement is going to an entity/address that has not yet been entered into the Customer Master. Billing groups may be based on the following items. Customer Class Territory Ship To Address These 3 Keys must identify meaningful, related customer groups for the program to work effectively. Users may generate statements for any range of Customer Groups using the Tab 1 parameters. a. Select the desired Billing Group Key (e.g. Customer Class, Territory or Ship To) to use. b&c. Specify the range of Group Keys for which statement(s) are to be generated. Enter the �Age As Of� Date to specify what A/R activity will appear on the Statement. Check whether Paid Invoices are to appear on the Statement. Check whether to Force all Customers to Print on the Statement (even if their Customer Record is not set to �print statement�). Consolidated Statements Parameters


Tab 2 sets up the Statement Format-with the following options. Select the desired Customer Key (& address, etc.) to use for the consolidated statement. Check whether the company name should appear on the statement Select the Document Description (Customer P.O. or Customer/Ship To Name) to be used. Check to print Field Descriptions (if not using preprinted PFW forms). Once these Parameters are entered, the window may be saved (If desired) and then processed.

Sample Statement Statements are generated through Crystal Reports � see sample below:

STC Utilites for Platinum for Windows CHAPTER 7 - INVENTORY BUNDLE •••• 63

CHAPTER 7 - INVENTORY BUNDLE

Overview Inventory Purge - Selectively purges inactive Inventory items and/or History Transactions/Activity. Purging is an effective way to streamline the data conversion process involved with Platinum System Upgrades. The Program will not purge any Open Cost Layers or any Items with Current Inventory Balances not equal to Zero even if they are included in a selected range. History Purge Through (Date) Two Purge Methods are available: Items (with all History) may be Purged History Only may be purged Purging History only deletes selected Transactions from the INTXCT (Cost), INTXDH (Tran Hist), INTXSM (Period Sum.) files Purging Items deletes ALL History Transactions for qualified items from the above files (regardless of date) in addition to deleting item-related data in these files: INLOC (Item Location) INMAST (Item Master) Files Item Quantity Verification � This resync utility reviews & verifies Inventory Quantities (Both Units and $) across/between different Inventory Module files:

COST LAYERS PERIOD SUMMARY ITEM LOCATION as well as the related files from A/P VOUCHER ENTRY-INDIRECT RECEIPTS P/O ON ORDER S/O COMMITTED TO SALES It can either generate an exception report identifying recommended quantities for all files & (optionally) resync the values across all the files using a common value found in two or more files. Min/Max Seasonal Reset -- reviews sales transactions for the prior 12 months period and allows each month to be �weighted� BY the user. It then resets any of the following selected Min/Max values based on this weighting. Min/Max levels may also be individually adjusted by an overall +/- percentage to reflect current sales trends. Exception Reporting of Items with no activity and/or Zero Quantity is also provided. Import Physical Count -- loads transactions into the Inventory Transaction file from either a comma-delimited file or a fixed formatted text file. There are four options to update the quantities to handle duplicate records and zeroing out the quantities.

64 •••• CHAPTER 7 - INVENTORY BUNDLE Doc-To-Help Standard Template

To execute any of the STC Inventory Utilities, select VIEW UTILITIES from Platinum�s Inventory Menu,[or Inventory Utilities on the STC Standalone System Manager] then select the desired program. The View List is the first Window to load when the Menu item is clicked.

WARNING: BEFORE USING ANY OF THESE UTILITIES, MAKE A COMPLETE COPY OF ALL COMPANY INVENTORY FILES (IN*.*)


Item & History Purges Parameter Setup Procedure Inventory Purge - Selectively purges inactive Inventory items and/or History Transactions/Activity. Purging is an effective way to streamline the data conversion process involved with Platinum System Upgrades. The Program will not purge any Open Cost Layers or any Items with Current Inventory Balances not equal to Zero even if they are included in a selected range. Purges may be done by - BY LOCATION BY INMAST ITEM TYPE BY ITEM KEY BY INLOC ITEM TYPE BY INLOC ITEM STATUS History Purge Through (Date) - Two Purge Methods are available: Items (with all History) may be Purged or History Only may be purged. Purging History only deletes selected transactions from the following files: INTXCT (Cost) INTXDH (Tran Hist) INTXSM (Period Sum.) Purging Items deletes ALL History Transactions for qualified items from the above files (regardless of date) in addition to deleting item-related data in these files:

INLOC (Item Location) INMAST (Item Master) Files Choose NEW and the processing parameters window for the utility will load.

Procedure - The following instructions assume you will be entering a new transaction each time. To enter Purge parameters, do the following:

1. Complete the applicable fields on the Parameters tab (see above). 2. Save the parameter setup, if desired, then click Process. Note: There is no �Trial Mode� for this utility � data IS PURGED when the Process is launched


PURGE ITEMS or HISTORY Select whether to Purge Items (with all associated History Transactions) or History Transactions only

INCLUDE LOCATIONS

(FIRST/LAST)

Enter (or select from the Lookup Windows) the range of Item Locations from which data is to be Purged. Press <ENTER> to default <FIRST> / <LAST>.

INCLUDED ITEMS

(FIRST/LAST)

Enter (or select from the Lookup Windows) the range of Item Keys from which data is to be Purged. Press <Tab> to default <FIRST> / <LAST>.

ITEM TYPES

From INMAST

If a Purge by Item Type is desired, Enter (or select from the Lookup Window) one or more Item Type which is to be purged.

ITEM STATUS

From INLOC

If a Purge by Item Status is desired, Enter (or select from the Lookup Window) one or more Item Status which is to be purged.

PURGE HISTORY AS OF DATE Enter the Date through which History Transactions should be purged

PRINT HISTORY PURGE LOG Check this box to get a detailed listing of all history being purged

PRINT ITEM PURGE LOG Check this box to get a detailed listing of all items being purged

WARNING: BEFORE USING THIS UTILITY, MAKE A COMPLETE COPY OF ALL COMPANY INVENTORY FILES (IN*.*)


Sample Report


Item Quantity Verification Parameter Setup This resync utility reviews & verifies Inventory Quantities (Both Units and $) across/between different Inventory Module files:

COST LAYERS PERIOD SUMMARY ITEM LOCATION as well as the related files from A/P VOUCHER ENTRY-INDIRECT RECEIPTS P/O ON ORDER S/O COMMITTED TO SALES It can either generate an exception report identifying recommended quantities for all files & (optionally) resync the values across all the files using a common value found in two or more files.


Order By Choose by Location/Item Key or Item Key/Location

Generate Fixes Enter √ to resync files, or produce report only

Include Locations

(First/Last)

Enter (or select from the Lookup Windows) the range of Item Locations from which data is to be Purged. Press <Tab> to default <FIRST> / <LAST>.

Include Items

(First/Last)

Enter (or select from the Lookup Windows) the range of Item Keys from which data is to be Purged. Press <Tab> to default <FIRST> / <LAST>.

Include Item Status Enter status desired 1 � Active 2 -No New Purchase/Discontinued 3� Obsolete 4 - Deactivated

Base Qty on Cost Layers/Item Location

Enter C for cost layers or I for item location.

Print Exceptions/All Enter E to report exception items only or A to report all items


Sample Report


Min/Max Seasonal Reset Parameter Setup Procedure Min/Max Seasonal Reset reviews sales transactions for the prior 12 month period and allows each month to be �weighted� BY the user. It then resets any of the following selected Min/Max values based on this weighting. Min/Max levels may also be individually adjusted by an overall +/- percentage to reflect current sales trends. Exception Reporting of Items with no activity and/or Zero Quantity is also provided.

CHG MIN-MAX ORDER

(Required)

Allowable Entries are: B - Update Min/Max AND Reorder Quantities M -Update Min & Max Quantities N � Generate Report Only with NO Updates R � Update Reorder Quantities Only

SELECT OPTIONAL RANGE PARAMETERS FOR ITEM LOCATIONS ITEM KEYS

BIN NO.

Enter (or select from the Lookup Windows) the desired range of Item Keys, Item Locations or Bin No�s for which max/min data is to be analyzed or reset. Press <Tab> to default <FIRST> / <LAST> and run the utility by Product, Commodity, ECCN or ABC Code (below).



Parameter Setup – Tab 2

SALES TREND WEIGHTING BY MONTH (Required)

Assign the desired percentage �Weight� for each month�s sales activity to be used in calculation. Note: Percentages must add to 100%

OPTIONAL ADJSUTMENT %

-MINIMUM

-MAXIMUM

This field is for adjustment of calculated Minimum and Maximum values. Entries are made as positive or negative percentage adjustments (e.g. -20 = Factor down by 20% of the calculated average sales for the previous 12 months).



Parameter Setup – Tab 3

SELECT OPTIONAL RANGE PARAMETERS FOR

PRODUCT CODE

Enter (or select from the Lookup Windows) the desired range of Product / Commodity / ECCN /ABC Code(s) for which max/min data is to be analyzed or reset. Fields support �wild card� entries (e.g. A???) or may be left blank to process all available codes. Note: there is no lookup to the ECCN Code

COMMODITY CODE

ECCN CODE

ABC CODE

The Quantity Sold amounts for the month come from the �S� transactions in the Period Summary file. This number is multiplied by the percentage weight for each month and the total of these numbers is the calculated average. This number is multiplied by the Adjust Min/Max percentages to determine the new Min/Max quantities.


Sample Report


Import Physical Count Processing Procedure – File Linkup This Utility loads transactions into the Inventory Transaction file from either a comma-delimited file or a fixed formatted text file. There are four options to update the quantities to handle duplicate records and zeroing out the quantities.

Order by: Choose either: Comma Delimited File ● ASCII Text File.

File Name Fill in the file location or use the look up key to browse for the file.

Include Item Keys

Enter (or select from the Lookup Windows) the range of Item Keys from which data is to be updated. Press <Tab> to default <FIRST> / <LAST>.

Include Locations

Enter (or select from the Lookup Windows) the range of Item Locations from which data is to be updated. Press <ENTER> to default <FIRST> / <LAST>.

Default Location Enter (or select from the Lookup Windows) the Item Location to be updated when none is specified as part of the import file field specifications.

Trial / Final Choose between Trial or Final mode. We suggest running Trial mode first to preview the data. Then if there are no errors, run in Final mode.

Update Quantity Option

Choose from the following options: A � Add Quantity to current value C � Zero quantity first/reject duplicate documents R � Reject duplicate documents Z � Zero quantity first/add duplicate records


Data Field Linking Tab 2 – “Field Spec” is used to �map� the data fields to the corresponding PFW Inventory field. The Fields available in the F9 Lookup are germain to the PFW Item Location file. Once the cross-reference information is completed, the parameters should be saved (to expedite running the import in the future) and then processed. After processing is finished, a log report will be generated listing all the records processed and any discrepancies found.

Once the File name on Tab 1 of the Parameter screen is entered, the Import Data column on the Field Spec Tab will be filled in with the data from the first record in the file. The F9 Lookup key in on Field type is used to select the specific field to which this value should be linked. Once all of this information is filled in you may process your transactions to be imported. A report will be generated listing all the transactions processed. Once you have completed your processing you may proceed with normal Inventory procedures as Platinum Software requires.


Sample Report Sample report showing various processing messages

STC Utilites for Platinum for Windows CHAPTER 8 - SHIPPING WIZARD •••• 77

CHAPTER 8 - SHIPPING WIZARD

Overview PFW Shipping Wizard is a powerful module that manages your inventory & your order base. It fills information gaps that exist in PFW by �bucketing� sets of orders by request date and allocating them against projected �available� inventory. �Available� inventory includes expected purchase receipts, and goods �on hand� (less goods currently �in shipping�). Information is presented via comprehensive information windows and reports designed to expedite the order/shipment process. This program does NOT currently support Serial Lots. The Item Profile Window provides a comprehensive 13-week view to all �available� inventory-related activity for a given Inventory Item during any given week. Data fields are color-coded to highlight items needing attention (current & past due orders/shipments as well as out-of-stocks). Shipping Wizard significantly streamlines the picking process and improves documentation. �Each� to �case pack� conversions & �solid case only� ship modes can be automatically handled. Accurate, customized picking tickets with only items, valid picking quantities & selected shipping-related comments eliminate confusion.

Navigation & Configuration Shipping Wizard installs 12 Menu Items on several PFW Sales Order submenus-these are shown below. Note that all Menu Item Labels are preceded by �STC� for easy recognition.

All Shipping Wizard Menu Options

The first 7 Items all appear on the Document Entry Submenu. These contain the core processing functions of managing Order Allocation/Shipping and Inventory Item Status. The remaining 5 Items appear on other Submenus. Utilities - Reprint Picking Tickets Verify Shipping Commitment File Reports � Shipping Commitment Report System Configuration � System Defaults File Maintenance � Shipping Item Cross Reference Configuration begins by setting System Defaults and then any Shipping Item Cross reference (optional).

78 •••• CHAPTER 8 - SHIPPING WIZARD Doc-To-Help Standard Template

Setup –S.O. System Defaults System Defaults Setup Window

See the S.O. System Configuration Submenu for STC System Defaults These settings determine what entries are allowed on Shipping Wizard's Data Entry Windows and what information appears on Packing Tickets. Prevent Entry of Qty Shipped - N - Allows Changes to Qty & Pack Shipped Field - I - No Changes to Qty Shipped P � No Changes to Packs Shipped Allow Partial Packs � √ allows partial pack shipments (will not enforce Solid Case Only) Print (√), or suppress, the following Picking Ticket Fields Packing Comments Customer Item Key Comment Item Descriptions Company Name Invoice Status� Select the status that will appear when shipments are posted New Hold Printed Selected Unselected Next Picking Ticket No. � Adjust Ticket # as needed


Setup - Automatic Quantity Conversions (optional) The setup of Case > Pack > Each Conversions varies depending on whether the same quantity conversion applies to ALL customers for the item (1 level conversion) or whether EACH customer requires a different quantity conversion (2-Level Conversion). . Inventory Item Master � Tab 2

See Inventory Module - File Maint. Submenu One-Level Quantity Conversions (for all customers) are setup using fields in the Inventory Module�s Item Master Window � Tab 2. Quantity conversions are between �Stocking Units� in field 1 & whatever �Packout Unit� is setup in the Linear Unit of Measure Key. This user-defined field is setup using the Edit Button on the lookup window itself.

Calculation factor for the conversion is keyed in the �Length� Field

Shipping Item Cross Reference

See the S.O. File Maintenance Submenu This Window provides information to generate up to 2-level automatic Case>Pack>Each type quantity conversions for specific Customers. All fields in the window are self explanatory. For a one-level conversion, leave the Quantity & Description fields for Pack 2 empty. Others fields are required. Note: Conversions set up here will overwrite any single-level conversions setup in the Inventory Module (above) for those specific customers.

This completes the defaults setup for Shipping Wizard You are ready to begin processing shipments.


Shipment Processing Procedures A �batch� of orders in the system is selected for shipment. �Forcing� priority shipments for specific Items or Customers is done by �selecting� these orders first & generating the picking tickets (through step 4). That commits these goods to� in- shipping� status. A non-priority shipping �batch� may be then be created all at once (across an entire date range, for example). Available inventory items are automatically assigned against the order set on each run. Note that any comments entered for an order appear on the Picking Ticket. These may be deleted or edited specifically for warehouse use on the �Select Shipments� or �Correct Shipments� windows. Shipping comments entered do not appear on the orders. Once selected, adjustments to a �shipping batch� can be made in the �Correct Shipment Selection� window. Only �preselected" orders from Step 1 are included. A preliminary Picking Report is generated to show what orders will be picked. Optimized Crystal Picking tickets are generated. i. Orders are picked in the warehouse (not a Menu Item) Actual picking ticket quantities are entered/verified. Backorders may be automatically written for unshipped items. Shipments are �posted� to PFW A/R for �normal� batch invoicing.

1. Selecting Shipments All Shipping Wizard functions appear on the Sales Order Submenu (below). Processing a Shipment Batch is accomplished by moving down the menu items 1-6 in order Shipping Wizard Processing Menu

See the S.O. Document Entry Submenu Once the program is installed the PFW Administrator has updated User Group Menus, all Shipping Wizard functions are handled from Sales Order�s Document Entry submenu. These STC Options are as follows. 1. Select Orders for Shipping 2. Correct Shipment Selection 3. Preliminary Picking Report 4. Generate Picking Tickets 5. Shipment Entry 6. Post Shipments to Invoicing Item Profile


Selecting Shipments � cont�d Select Orders for Shipping Window

�Special� processing modes assist with real world order allocation challenges. These automate the difficult tasks of meeting customer requirements and �robbing Peter to ship Paul� for optimal customer service. Force Selection �Checking this box generates a picking ticket for every item on every order of that run regardless of Inventory availability. Include Projected Deliveries Days � Entering a number of days in this box will include purchases due for receipt during that time period in the �available� inventory pool. It optimizes item availability. Include Full Shipments Only � Checking this box will only allocate goods to and generate picking tickets for those orders, which can be shipped complete. Include Unselected Items � This option allocates goods for any items that may not be due to ship in the current �window� but which are included in a given customer�s order(s), which are in the window.

Selecting orders for shipment is the first step in creating a �Shipping Batch� Orders may be selected baseon the following Sort Criteria: Order No. Customer Key Territory Key Customer P.O. Item Key Any range of these parameters may be specified (Fields &2) for any desired range of request dates (Fields 5&6). Checking (√) the Clear Selection File box will delete any orders/batches now in the selection file. Selections stay inthe file until their packing tickets are generated or the file cleared. Top priority shipment batches (for specific Items, Customers, etc.) may be created by �selecting� those orders first & generating picking tickets (through step 4 above. That commits those goods to �in shipping� status and removes them from available inventory. Regular shipping “batches” are created two ways. 1) Selecting �all� orders across the entire desired request date range assigns all available inventory (in request date/order date sequence) during one pass (until inventoris depleted). 2) The shipment batch can also be built cumulatively usingsequential �runs� with different sorts & date ranges to prioritize shipments (Note: the “Clear Selection File” bomust remain unchecked during this process). Each order (and Inventory to cover it) is moved to a �pre-selectfile to prevent duplication. Note that any of the Special Processing Modes (right) will also affect the way goods are allocated to orders due. Projected Ship Date This entry is the Shipment date that will appear on the packing ticket & invoice Note that any comments entered for an order will appear on the Picking Ticket. These may be deleted or edited specifically for warehouse using the �Select Shipments� or�Correct Shipments� windows. Shipping comments entered do not appear on the orders.


2,3 Correct Shipments & Preliminary Report

Selected Orders Report

Every time the �Select Orders for Shipping� is run, The �pre-select� file is updated and the Selected Orders report is generated. This details the order batch and the picking tickets which will be created.

Correct Shipment Selection Window

This Window allows adjustments to individual shipments/picking tickets. The �Find Record� lookup shows each ticket. The file can be sorted by Order No., Customer Key or Picking Ticket No. Only Line Item adjustments (quantities, prices, items) may be made to Selected Shipments. Note that any changes made here do not change the preselect file or guarantee that goods will be available for those items added/changed. Order comments may be deleted or edited on this window specifically for warehouse use (to appear on the Picking Ticket). Shipping comments modifications do not appear on the orders.


Preliminary Pick Ticket Report

This report is the same as the Selected Shipments report (above) except that it includes any manual corrections made to the batch. It details the order batch and the picking tickets that will be created (see next step in the process).

4, 5 Generate Picking Tickets & Shipment Entry Generate Picking Tickets Parameter Window

Picking Tickets are generated via the Parameter Window. They may be generated for a range of Order Numbers or Customer Keys. A Sample Picking Ticket is shown below. Quantities actually shipped may be written in the blank column.

Sample Picking Ticket


Shipment Entry Window

Once orders have been picked, actual quantities picked/shipped for each line item are keyed back into the program using Tab 3 of this window. Picking tickets can be viewed by Order No., Customer Key or Pick Ticket No.

6. Post Shipments to Invoicing Once �actuals� are updated, Shipments are posted for Invoicing.


Item Profile Window This unique Window provides a comprehensive 13-week view to all �available� Inventory-related activity for a given Inventory Item during any given week. Available Inventory is designated as 1) On-order/expected for receipt, 2) On-hand & committed to sales, 3) On-hand by location or 4) On-hand & in shipping (packing ticket generated).

Inventory Items can be inquired on by Key or Description. Data fields are color-coded to highlight items needing attention (current & past due orders/ shipments as well as out-of-stocks). - Past due items are displayed in Yellow - Current week items are Green The Projected Availability Analysis provides a complete weekly inventory picture 13 weeks into the future. Any Out-of�Stock Points will be highlighted in Red.


Shipping Wizard Utilities Reprint Pick Tickets - Verify Shipping Commitment File

Shipping Wizard Utilities

See the SO Utilities Menu Reprint Picking Tickets � This first option allows reprinting of previously generated Picking Tickets. They may be regenerated for a range of Order Numbers or Customer Keys. The Parameter Window is the same as step 4 Verify Shipping Commitment File - Launching this second utility will generate only a �Routing� selection window. It is used to update PFW inventory status for Items that have been committed to shipping (picking tickets were generated). These committed goods will appear in PFW Inventory as �Committed to Production�. Below are windows demonstrating this status.

Sales Order Module � Sales Order Entry Window

Inventory Module - Item Location Window

STC Utilites for Platinum for WindowsCHAPTER 10 – A/P ADVANCED PAYMENTS [Electronic & Positive Payment Files] •••• 87

CHAPTER 10 – A/P ADVANCED PAYMENTS [Electronic & Positive Payment Files]

Overview – Electronic Payments STC Electronic Payments enables �paperless� Vendor payments. Once installed & configured, this utility enables users to quickly create a �transmission-ready� NACHA standard ACH Credit payments file. ACH/Direct Deposit payments are automatically included for every selected Vendor set up for Electronic payments. A hard-copy �Deposit Advice� for each Vendor is also printed as part of payment processing. Getting started with the Electronic ACH Payment process is detailed in the following section. Daily processing is handled with 2 additional A/P Menu Items (a Report and a Print/Post). The Unposted DD Payment (STC) Report (below left) on the A/P Reports submenu mirrors the PFW Unposted Voucher Report and provides a preview of all payments that will process in the payment batch. The �Print & Post DD Payments (STC)� Menu Option on that A/P Submenu (below right ) is used to generate DD Payments.. Once the payment run is posted, the ACH file is created in the �company� folder and may be transmitted to the originating financial institution.

Daily processing works as follows: After a Batch is set-up/selected for payment in PFW, and BEFORE the PFW �Print & Post Voucher Payment option is run, the STC Print & Post DD Payments is run. This program will then do the following.

1) Automatically review all PFW Vouchers selected for Print/Post, processing. 2) Write ACH file entries & DD Advices for Vendors in the batch, which are set-up for DD

payment. 3) Post the payments to those specific Vouchers.

Once the STC run is complete, the PFW �Print & Post Voucher Payment� program should be run to print Checks and post Vouchers for all remaining non-DD Vendors in the Batch. As with all STC PFW Enhancements, DD Advices & Reports are generated through Crystal Reports.

88 •••• CHAPTER 10 – A/P ADVANCED PAYMENTS [Electronic & Positive Payment Files] Doc-To-Help Standard Template

Getting Started with STC Electronic Payments Background on Electronic Payments via the ACH Network STC’s Electronic Payments is used to generate �paperless� electronic payments through the ACH (Automated Clearing House) inter-bank cash-clearing network. All US financial institutions are members of this network operated by the Federal Reserve System (FRB). Each bank is assigned an RTN (Routing Transit No.) and must �warrant & protect� the validity of all transactions they originate into the system. The RTN is also known as ABA#, Bank # or Bank ID All payments enter the ACH system using a �NACHA standard� file, which contains a �standard� sequence of �standard� 94-character records (Type 1=File Header, Type 5=Batch Header(s), 6=Detail Record(s), 7=Detail Addenda, 8=Batch Trailer(s) & 9=File Trailer). File Header (1) identifies the file�s originator, originating bank, date, & record specs. Batch Headers (5) identify the types of transactions & payment dates. Detail Records (6) identify the RTN & Account # for each individual payment in the batch. Trailers (8 & 9) confirm the record count and total value of all transactions in the batch & file. This program generates a fully formatted ACH file (with all headers and trailers) containing a single batch of CCD Credit Payments. It does not generate any Detail Addenda (type 7) records. Note that only U.S. Domestic Payments (type CCD) are handled, Cross-Border Payments (type CBR) are not supported at the current time. Some banks require that NACHA files generated by outside applications (such as STC�s Electronic Payments) contain additional data in front of the NACHA File Header so they can properly process the file � the program allows you to create up to 2 of these additional records. Once created, these files may be transmitted to the bank using e-mail, bank-provided Software or �off-the-shelf� communications software (ProComm, PC Anywhere are widely used packages).

Set up Process for Electronic Payments/ACH Transactions Bank Information needed for setup. 1) Are any special File Headers to precede the �standard� file? If so-what data appears on them? 2) What is the appropriate Immediate Origin ID? [Your Company�s Fed ID or the Banks RTN] 3) Is an offsetting Debit transaction to your acct. needed.or do they generate it internally? 4) Based on the above, How is the ACH file transmitted to the bank? 5) The program does NOT generate any Prenote Transactions- verify this is OK. 6) Does the File need to be �Padded� to the next �block� of Ten Records? Vendor Information needed You must obtain Bank Information (RTN & Deposit Account #) for all DD Vendors).


Configuring the Module Once the PFW Administrator has enabled the Menu Items for the appropriate User Group(s), the Module can be configured for the desired PFW company(s). Set up for ACH Payments requires inputting a good deal of bank routing-related information on some new A/P Application Setup & File Maintenance Windows. This information enables the system to generate a fully formatted ACH file.

Application Setup Items (3)

File Maintenance Item (1)

Application Setup SubMenu – There are 3 Items to Setup on this Submenu before ACH Direct Deposit Payments can begin.

DD Bank Information (Application Setup Menu) Setup begins with DD Bank Information. This Window is used to setup valid Bank RTN numbers for all Banks which will be involved with Direct Deposit Account information. It edits RTN�s for �validity� & feeds Lookup Windows from which these �valid� numbers may be selected. This minimize Keying errors on other setup Windows which use this Information.

Bank ID Number

Enter 9 digit Routing Transit Number (RTN) for all Financial Institutions with which Direct Deposit Transactions will be conducted.

Name Enter the name of the bank. The name will be printed on DD Advices.


DD Cash Accounts (Application Setup Menu) DD Cash Account Information is the second item to be setup. This Window is used to setup valid Bank RTN & Account number links to all Cash Accounts to be used with ACH Direct Deposit. One Window must be setup for each Account.

Cash GL Acct No. Select a Cash Account which will be used for ACH Direct Deposi

t

Bank ID Number

Enter (or select from the Lookup) the Financial Institution (& its RTN) associated with this Cash Account

.

Enter the Bank Account Number associated with this Cash Account.

Account Type Enter Checking or Savings (generally these are Checking (Demand) Accounts


DD Payment Setup (Application Setup Menu) DD Payment Setup is the third window to be filled in. This Window feeds needed information to create the ACH file. Your bank will need to provide the detailed information needed to setup this window.(See �Getting Started� section)

. Tab 1 Information

Immediate Origin / Co. Name

Enter the Name to be used as the �Immediate Origin� for the File. It is generally Your Company�s name but some banks require their name be used

Short Name Enter a shorter version of company name if entire name won�t fit this field.

Immed. Origin ID Enter the Immediate Origin ID (leaving blank will use your Company�s EIN)

Origin DFI Enter the Originating Bank�s RTN (as Bank directs).

Destination DFI Name Enter the Destination Bank�s Name (as Bank directs)

Destination DFI ID Enter the Destination Bank�s RTN (as Bank directs).

Generate Debit Check (√) to create an offsetting Debit Entry (if required by your Bank)

Dir. Deposit File Name Enter the Name for the ACH File that will be created in the Company Folder

Optional File Header 1 Enter this information-if needed �as provided and required by your bank

Optional File Header 2 Enter this information-if needed – as provided and required by your

Pad File to Full Blocks if your bank requires ‘Padding the file to the next “Full Block”of 10 records

Tab 2 [Auto No.] Information - Tab 2 of this Window archives/maintains Sequence Numbering for the DD System (Next Advice No., Next ACH Batch No., Next ACH File ID, Next ACH Trace Count). There is generally no maintenance to be done unless your bank requires some specific numbering.


DD Vendor Bank Information (File Maintenance Submenu) DD Vendor Bank Information is the last item to be setup. This Window is used to setup valid Bank RTN & Account number links to each Vendor to be paid with ACH Direct Deposit. Vendor bank information and permission to deposit should be gotten in writing to ensure accuracy

Vendor Key Enter (or select from the Lookup) a Vendor to be setup for ACH Direct Deposit Payments

Generate DD Payments Check (√) to enable this Vendor for ACH Direct Deposi

Select from the Lookup Window the Bank�s validated RTN.

Account No.

Enter Account No information provided by the Vendor


DD Payment Procedures Processing DD/ACH Payments Once configuration is complete, ACH Payments may be made to any Vendor, which has been setup. Files & Deposit Advices are generated using the �Print & Post DD Payments (STC)� option on the A/P "Print & Post" Submenu (below left). There is also an Unposted DD Payments (STC) Report on the A/P Reports Submenu (below right). This is similar to PFW�s Unposted Voucher Payment Report and provides a �preview� Crystal report of all payments that will be made when the actual Print/Post is run.

STC�s Print & Post Payments (or Unposted DD Payments Report) must be run AFTER a Batch is set-up/selected for payment in PFW, but BEFORE PFW’s “Print & Post Voucher Payment option is run. The Print & Post DD Payments program will then do the following.

Automatically review all PFW Vouchers selected for Print/Post, processing. Write DD Advices for those Vendors in the batch, which are set-up for DD payment. Post those specific Vouchers and Write out the NACHA Payment File to the Company folder

After the STC run is complete, the PFW �Print & Post Voucher Payment� program should be run to print Checks and post Vouchers for all remaining non-DD Vendors in the Batch.

Note: STC’s Print/Post is completely independent from PFW’s Print/Post. If PFW’s Print/Post is run on a selected Batch, PFW will print checks & post all payments for all Vendors (both DD & non-DD) in the batch. . Processing procedure mirrors that of any PFW process. Parameters are setup (saved, if desired) and the process launched The file can be run for any range of Dates/Documents for a given Cash Account. Separate runs must be made for each Cash account. Setup Parameters to run the Unposted Voucher Report and the actual Print/Post identical except for the assignment of beginning Advice Number.


A Sample Unposted DD Payments Report is shown below


Parameter Setup Procedures


From Vendor

Limit the range of records in the output by entering a beginning and ending key in these fields. All information that falls within the specified range is included in the output.

Leaving blank <Enter> will enter defaults [First] and [Last].

To Vendor

Limit the range of records in the output by entering a beginning and ending key in these fields. All information that falls within the specified range is included in the output.

Leaving blank <Enter> will enter defaults [First] and [Last].

Include Based On – Cash Acct.

Enter the general ledger account number of the cash account to be credited for the amount of the payment run. Cash accounts are defined in the Vendor Class file. The cash account entered must be the same as that setup in Voucher Payment Entry, for a payment to be processed.

.

Include Based On – Payment Selection Method

Choose Preselected Only to process payments only for those transactions selected in Voucher Payment Entry. Choose Preselected & Qualifying to pay additional Vouchers based on date criteria specified in the Pay Through Date and Take Discount Through fields (below).

Payment Through Date Entries here are not used if the Payment Selection Method is Preselected Only.

Enter the date the system will use to determine which vouchers are to be selected for payment. All vouchers with due dates on or before this date are selected, or qualify, for payment. The field must contain a valid date before you can process your entries.

Take Discount Through Date Entries here are not used if the Payment Selection Method is Preselected Only.

Enter the date the system will use to determine which vouchers are to be selected for payment. All vouchers are selected, or qualify, for payment when all the following conditions are met:

The voucher discount date falls on or before this date.

The voucher was posted with a discount percentage or amount.

The voucher due date falls on or before the Pay Through Date

Next DD Payment No. Enter the next Advice # (@ will default from Auto No�s)

Once DD Advices have been printed, an on-screen Window will prompt you to Post the Vouchers. If the Advices appear correct. Click Yes. The program will then post the Vouchers and generate the ACH File. This file (located in the Company folder) should then be sent to your bank (as directed by them).


Sample Advice


Overview – STC Positive Payments

STC's A/P Positive Payments - Once configured,this utility enables users to quickly create custom-formatted (to Bank-provided specifications) Text or Comma-delimited Positive Payments file(s) used to combat check fraud. Banks offering this service will cross reference any drafts presented for payment against this file and can deny payment of drafts/checks.which differ from the Document #, Amount or Date information in the file. Unlike other products, this utility is designed to allow consultants & end users (rather than software suppliers) to create and modify these files.

Configuring the Module The Positive Payments Utility is configured from 2 options on PFW's A/P > System Configuration menu. "Positive Pay File Formats" is the first item to setup. Once the above File Format(s) are defined, the "Positive Pay Record Format(s)" are entered. Note that each bank used may require different File and Record format(s).

File Format Setup Format Key & Description Enter a Key & Description tor this File format

File Type Enter Text (std Text) or Comma delimited.(per your Bank)

Record Length Enter the record length specified by your Bank

Once the global File Format is defined (above), the individual records are setup.on the Record Format Setup Window. There are 3 TYPES of records to be setup in this file � Header(s) Detail Trailer(s). One or more of each of these types may appear in the file as specified by your Bank. A typical file structure is shown at right..

Header 1 Header 2 Detail (one for each check) Detail Detail Detail Detail Trailer 1 Trailer2


Record setup Record setup involves the following steps: Specifying the number, position & length of the data fields which will appear on a given record.type Specifying the type of data which can appear in each data field on the record. Specifying the description of each data field. Again, your Bank will provide an information template which precisely specifies all of this information Header(s) are the first Record Type appearing in the file. These Header records provide identification & routing information that allows the bank to automatically process your file (along with the many others it receives). A sample format of a Bank Specification and the setup fot its corresponding Header record is shown below. Sample File Header Record Layout � Provided by Bank

Field Position Length Content Description 1 1 1 �0� Record Type Code 2 2-11 10 Numeric Account Number 3 12-42 31 Blanks Reserved 4 43-48 6 MMDDYY File Creation Date 5 49-50 2 Blanks Reserved

Parameter Setup for the above specified layout


File Format Key

Enter (or select from the Lookup Window) the File Format used for this Record Type

Record Type Select/Enter whether this is a Header, Detail or Trailer record.

Record

Sequence

If more than one File Header or Trailer is required, enter the sequence number (>0) for this record. (No entry required in this example)

Description Enter the Field Description for this piece of data.

Type Enter the Field Type (Numeric, String or Date) for this piece of data.

Size Enter the Field Size [Corresponds to "length" column in this example].

Token Enter (or select from the F9 Lookup Window) the "token" for the value to appear in this field

Value Enter any "hard coded" value which should appear on every record of this type and enter "FILL" in the Token field (above). [The account number in this example]

Format Enter any special formatting required for this piece os data.

When all entries are made, this record should be saved and any secondary Headers should then be defined & saved..

A Listing of formatting Characters allowed for each Field Type is shown below.

Key to Data Field Formats Symbol Description

Numeric Field Formatting Characters 0 Digit placeholder; prints a trailing or a leading zero in this position,

if appropriate. # Digit placeholder; never prints trailing or leading zeros. . Decimal placeholder.

V Decimal placeholder that never prints.

, Thousands separator. – + $ ( ) space Literal character (displayed exactly as typed into the format string).


String Field Formatting Characters & Digit placeholder; prints a trailing spaces in this position, if

appropriate. – + $ ( ) space Literal character (displayed exactly as typed into the format string).

Date Field Formatting Characters (e.g. MMDDYY) M Digit placeholder; prints month value in this position, if appropriate. D Digit placeholder; prints day value in this position, if appropriate. Y Digit placeholder; prints year value in this position, if appropriate. – / space Literal character (displayed exactly as typed into the format string).

Detail Records are the next layouts to be defined. Each payment or void made creates one detail record.

The process is exactly the same as for a Header, but the Record type is Detail. A sample Bank Specification and the setup Parameters for its corresponding

Header record are shown below.

Sample Detail Record Layout – Provided by Bank

Field Position Length Content Description 1 1 1 �1� or �2� Record Type Code 1 =

Check 2 = Void

2 2-10 9 Numeric Bank Transit Routing Number 3 11-22 12 Numeric Account Number (right

justified and zero filled) 4 23-32 10 Numeric Check Number (right justified

and zero filled) 5 33-42 10 $$$$$$$$¢¢ Amount (right justified and

zero filled, decimal point not printed)

6 43-48 6 MMDDYY Check Date 7 49-50 2 Blanks Reserved

Note that the "Record Type Code" (in field 1) always refers to whether a Detail Record is a Check or a Void. This appropriate value is assigned by the Bank (in this case "1" or "2") but it MUST be associated with the Token CKVD. Nothing is assigned in the Value field on this screen. The Code is entered on the Processing Parameter Screen when the File is actually generated.


Trailer Record(s) provide information about the records in the file and totals which allow the bank to verify that all records were correcty received. The process is similar to the others, but the Record type is Trailer. A sample format of a Bank Specification and the setup fot its corresponding Header record is shown below.

Field Position Length Content Description 1 1 1 �9� Record Type Code 2 2-22 21 Blanks Reserved 3 23-32 10 Numeric Total number of checks and

voids in file. 4 33-42 10 $$$$$$$$¢¢ Total amount of Checks in

file (right justified and zero filled, decimal point not printed)

5 43-50 8 Blanks Reserved

Once the Trailer Records are defined, configuration is complete

File Generation Procedures Once configuration is complete, Positive Payment files may be Generated any Bank which has been setup. Files are generated using the Positive Pay option on the PFW A/P "Print & Post" Submenu.


Processing procedure mirrors that of any PFW process. Parameters are setup (saved, if desired) and the process launched The file can be run for any range of Dates/Documents for a given Cash Account. Separate runs must be made for each Cash account.

Parameter Setup Procedures

Cash Account Enter (or select from the Lookup Window) the Cash account for this batch.

Include Document # Enter the range of Document/Check No's. to be included in this run.

Include Activity (Dates) Enter the range of Dates to be included in this run.

Check Record Code Enter the Code (provided by Bank) to identify Checks (Debits). Must be consistent with "CKVD" parameter in "setup"

Void Record Code Enter the Code (provided by Bank) to identify Voids (Credits). Must be consistent with "CKVD" parameter in "setup"

File Format Enter (or select from the Lookup Window) the file format for this batch

File Name (& Path) Enter the File Name (w/ Directory Path) to be used for this file

When the Process completes, the file is available for transmission to the bank and a Log Report is automatically generated recapping the entries in the File. A Sample Report is shown below.


Doc-To-Help Standard Template Glossary of Terms •••• 105

Glossary of Terms

Doc-To-Help Standard Template Index •••• 107

Index

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