Warehouse Order Entry

MaddenCo Inc. Revised October, 2015

Copyright © 2015 by MaddenCo, Inc All rights reserved.

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Please understand that MaddenCo has expended substantial sums in developing and maintaining its software, systems and related materials, and as a result, it has and will continue to have substantial proprietary interest and valuable trade secrets therein. Also understand that MaddenCo's software, systems, related materials and the "ideas" represented by software, as well as the physical materials, are valuable trade secrets and are strictly confidential material, and important, and that its confidentiality gravely affects the successful conduct of the business of MaddenCo.

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Table of Contents Introduction ........................................................................................................................................................5 Order Entry Flow ................................................................................................................................................6 RANDOM METHOD ..............................................................................................................................................6 Order Entry ...................................................................................................................................................6 Pick List .........................................................................................................................................................6 Pick the Order/Load the Truck ......................................................................................................................6 Shipping Feedback .......................................................................................................................................6 Invoice Print ..................................................................................................................................................7 STRUCTURED METHOD .......................................................................................................................................7 Order Input ....................................................................................................................................................8 Load Sheets ..................................................................................................................................................8 Load Trucks ..................................................................................................................................................8 Shipping Feedback .......................................................................................................................................8 Close Orders .................................................................................................................................................8 CUSTOMER MAINTENANCE OPTIONS ....................................................................................................................9 ROUTE CODES BY CUSTOMER .......................................................................................................................... 11 Route Code Inquiry .................................................................................................................................... 14 Input Orders ..................................................................................................................................................... 16 ORDER ENTRY ................................................................................................................................................. 16 Search for an outstanding Order ............................................................................................................... 16 COLOR CODE POS/OE BY PERCENT OF PROFIT ............................................................................................... 19 CREATE A NEW ORDER .................................................................................................................................... 22 Find an Existing Order ............................................................................................................................... 22 Using Inquiries to Start an Order ............................................................................................................... 24 View History Inquiry ................................................................................................................................................ 24 Product Inquiry ........................................................................................................................................................ 26

HEADER INPUT SCREEN .................................................................................................................................... 29 LINE ITEM DETAIL............................................................................................................................................. 31 Cost/Profit ............................................................................................................................................................... 32

Editing an Order ......................................................................................................................................... 32 BACKORDERED PRODUCTS .............................................................................................................................. 33 Editing a Backorder.................................................................................................................................... 34 Web Order Backorder ................................................................................................................................ 34 Backorders in Receiving ............................................................................................................................ 35 Releasing Backorders up to Qty Received ................................................................................................ 38 Releasing Backorder Quantities from Order Entry .................................................................................... 40 W ORK WITH BACKORDERS BY PRODUCT ........................................................................................................... 43 LOAD SHEET REALLOCATE BACKORDERS.......................................................................................................... 45 CLOSING ORDERS ........................................................................................................................................... 53 E-mail From OE ........................................................................................... Error! Bookmark not defined. LOAD SHEET PROCESSING ............................................................................................................................... 53 Customer Route Code Load Sheet ............................................................................................................ 56 Order Selection .......................................................................................................................................... 57 Skipped Orders ....................................................................................................................................................... 60

Pull Report ................................................................................................................................................. 61 Load Sheet Report ..................................................................................................................................... 62 PICKING & UNPICKING ORDERS ........................................................................................................................ 63 Reprint Load Sheet .................................................................................................................................... 65 Picking List ...................................................................................................................................................... 66 Shipping Feedback ......................................................................................................................................... 67

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SHIPPING FEEDBACK ADD-ON’S ....................................................................................................................... 70 Closing Invoice ................................................................................................................................................ 71 CLOSING AFTER SHIPPING FEEDBACK ............................................................................................................... 71 CLOSE INVOICES - STRUCTURED METHOD ........................................................................................................ 74 Load Sheet Signature Report .................................................................................................................... 77 Order Entry Invoice ......................................................................................................................................... 78 Work with Order Entry from the Headquarters Menu .................................................................................. 79 Orders Received from a Data Exchange file ................................................................................................ 80 Email Order Confirmation .......................................................................................................................... 82 Inter-Company Order Generation .................................................................................................................. 83 HOW AN ORDER IS CALCULATED ...................................................................................................................... 88 Create Order Header ................................................................................................................................. 89 Create Order Detail .................................................................................................................................... 89 Order calculation worksheet ...................................................................................................................... 90 Auto Reports .............................................................................................................................................. 91 SHIPPING NOTIFICATIONS ................................................................................................................................. 92 Order Entry Reports ........................................................................................................................................ 93 ORDER REPORT .............................................................................................................................................. 93 ORDER REPORT-FULL DESCRIPTION................................................................................................................. 96 ORDERS NEEDING ATTENTION REPORT ............................................................................................................ 97 SALES BY ORDER SOURCE REPORT ................................................................................................................. 98 Limited Order Entry ...................................................................................................................................... 100 Limited Order Entry Maintenance ............................................................................................................ 101 Limited Order Entry .................................................................................................................................. 106 Product Inquiry ...................................................................................................................................................... 109

Accessing Limited Order Entry ................................................................................................................ 110 From a Command Line.......................................................................................................................................... 110 From a User Menu ................................................................................................................................................ 111 From Initial Sign-on Program ................................................................................................................................ 112 From the Operations Window................................................................................................................................ 113 From another System ............................................................................................................................................ 114

WHOLESALER’S NETWORK........................................................................................................................ 115 MADDENCO AS AN APPLICATION SERVICE PROVIDER ...................................................................................... 115 W HOLESALER’S DEALER NETWORK & MADDENCO’S ASP ............................................................................... 117 BENEFITS OF INTEGRATING THE W HOLESALER’S DEALERS AND MADDENCO’S ASP ........................................... 119 W HOLESALER SPONSORED INCENTIVE PROGRAM:............................................................................................ 119 IMPLEMENTATION REQUIREMENTS ................................................................................................................... 120

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Introduction Warehouse Order Entry is the same design as Point of Sale with only a few differences. Most all options available in Point of Sale are available in Order Entry, if they are applicable and the control key for the feature is turned on. Estimate and invoice numbers for order entry are kept in sequence with Point of Sale; however these numbers cannot be viewed from Point of Sale or vice versa. The author has assumed you are familiar with MaddenCo’s Point of Sale input. If you are not, you may want to review the Point of Sale document before proceeding.

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Order Entry Flow We have two ways to process orders. For this discussion, and want of better terms, lets call them the ‘Random Method’ and the ‘Structured Method’. As you will see you can use either or both methods depending upon your needs.

Random Method

The Random Method menu will be presented if control record OELDSHPR is not set to Y. Typically the flow of Random Order entry may be as follows:

Order Entry An order is input, via Order Entry, Limited Order Entry, or a Data Exchange process. Also back orders are released via Order Entry, as product becomes available (there is a report to help with this)

Pick List A Pick List is printed, usually when you exit an order.

Pick the Order/Load the Truck The order is picked and loaded on a truck or staged to be loaded.

Shipping Feedback Shipping feedback is done to indicate products shipped and possibly to add freight or other charges.

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Invoice Print An invoice is printed and the product is delivered. Typically the order is closed and an invoice is printed when exiting the order from shipping feedback.

Structured Method If control record OELDSHPR is set to Y; then the Structured Method menu will be displayed when you access Warehouse Order Entry. This control record can be set by user, terminal, and/or system wide. It cannot be set by store. The Structured Method might be more descriptive if called the ‘Once a Day Load and Ship Method’, but, it’s too much to say. It may be more efficient if you do a lot of wholesale business and you typically deliver with your own fleet of trucks. An alternative daily processing routine may be as follows:

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Order Input Throughout the day orders are input via Order Entry, Data Exchange and/or Limited Order Entry. Also, back orders are released via Order Entry as product becomes available. Within Receiving, control key settings allow users to release any backorders for the products on the receiver.

Load Sheets At, or near, the end of the day, the load option will be executed. This option will Print load sheets, Flag selected orders as being picked, Set selected orders as Shipped not billed for product not on backorder and optionally Print a pick list for each order. The above is a batch process with no intervention required.

Load Trucks You will then load trucks for delivery (this will be an interactive process).

Shipping Feedback Any items not shipped as expected should be modified to reflect actual shipment.

Close Orders All orders in the “Being Picked” state are invoiced. This is selectable by Route. Invoices are printed in Route and Route Sequence order. Optionally a Signature sheet can be printed for each route. This is a batch process.

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Customer Maintenance Options Several fields in Customer File Maintenance need to be addressed for specific use in Order Entry methods.

Graphical screen has additional tabs at the top.

Allow Backorders will disallow backorders for a customer if set to N. This field cannot be changed if the customer is a vendor’s national account customer. If you will allow backorders for the customer (set to Y) when using load sheet processing (in which case backorders are canceled without being displayed) and backorders are to be canceled, up to five users or terminals can be notified. Set control record(s) OEBOMSU1 thru OEBOMSU5, with the user or terminal ID to receive the message. Further, another message will be sent to the same five users or terminals if the close invoice function cancels backorders and an informational message will be logged to the error log file. The Y or N value of Default Pickup field is used in the Order Entry header screen for ‘Pickup at Store’ field if control key PKUPCSDF is set to Y. This value is then used to determine whether to use the customers state and tax authority (pickup at store N) or to use the store’s state and tax authority (pickup at store Y) when calculating the tax rate for the order. The store’s tax rate is determined by the state code and tax authority from control key COSTA999. This will not change a customer’s tax exempt status. The value in Pickup At Store is also used in Load Sheet Processing which is covered later in this document. The customer’s Past Due Y/N field can be automatically set by the update based on control keys covered in the Accounts Receivable document. If control key PASTOE is set to Y, each customer is checked for past due status when creating an order. If the value is Y, a warning screen is displayed but the user can continue and place an order. However, a value can be manually entered in the Past Due field to limit liability. If a Customer’s Past Due field is set to C, then this customer will be considered a “Cash Only” customer and only cash tender types will be allowed when closing an invoice. An X will prevent a sale for the customer. You can reverse the meaning of the Move Account to Selling Salesman field. If this field is set to an S, the selling salesman number is moved to the account salesman number in the header screen of Order Entry. The State Tax Code, Tax Authority and Tax Exempt code are used in calculating or exempting sales tax on the Order Entry header screen. A Prompt function is available to select valid values.

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A Default PO # can be entered in the customer’s record to be used for orders and invoices. This value will be moved to the ‘PO #’ field on the header screen regardless of how the customer’s PO # Required Y/N field is answered. You can also set the PO# Required Y/N field to Y if you will require a purchase order number for Order Entry or Point of Sale. Terms Code is used on the order header screen to determine the customer’s payment schedule. An option is available to close invoices and automatically use this tender. Tender Type determines how the customer will pay for the order. When using the Close Invoice option, this tender will be used in automatically closing the order. Credit Management - The Credit Management option in Customer maintenance has a field called Bankrupt Y/N. If the field is answered Y and control record DSPBNKRP is set to Y, then a message will be displayed on the header screen in Order Entry indicating that this customer is in bankruptcy. Under the Vendor Info function, the field Add/Edit Order can prevent any order entry orders from being modified or added for a specific customer when set to an N. The order can be shipped but cannot be edited. These orders will typically be orders that were input via the Internet or from a vendor.

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Route Codes by Customer The route code by customer feature allows you to assign multiple route codes to one customer instead of only allowing one route code for a customer. You may deliver to a customer more than once a week. When the load sheet processing is generated, a route code will be selected, any open orders for a customer assigned to the route for that store will be included. The user will have the option to select other open orders to add to the load sheet or remove orders that they do not want included at this time. The route code by customer maintenance is available off the Other Maintenance Menu of the File Maintenance Menu.

If control key OELRTCST is set to Y, this file is used for Load Sheet Processing to select orders for customers assigned to the route.

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Multiple route codes can be assigned to one customer. The delivery sequence can be specified for each customer and route combination.

When Adding a new entry, the user can continue adding routes until they exit the insert screen if control record OELRTCSI is answered Y. When in Edit mode, the user is allowed to change the route code, delivery sequence and customer. Prompts are available for the route code and customer.

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The Display option shows the date, time and user last changed or created.

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Route Code Inquiry An inquiry of the route codes setup for a customer is available from the Inquiry Window function while in Order Entry. The program to call in the Q% control record is WTRTCSIQ. If a customer is passed to the inquiry window function it used for the show only customer.

The user can display the information about when the route code was added for this customer. This inquiry can be used to inform a customer when the next delivery is available.

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The Print function from the work with or inquiry generates a report listing of the route codes. The show only route code and customer are used as selections for the report as well as the start at route code. The printer id and number of copies can be specified if control record RPTPRCP is answered Y. The report can also be emailed if control record EMREPORT is answered Y.

The report uses printer control key 1411.

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Input Orders Order Entry The features discussed here mostly deal with options that differ from Point of Sale or are specifically related to Order Entry. In some instances you may need to refer to the Point of Sale document. Entries are displayed in original number order. Some orders may have an Original Order Number different than their current Invoice/Order Number. These orders are 'backorders'. Product not shipped with the original order are either canceled or moved to another order for later delivery. This will be discussed in more detail later. Limited Order Entry options are also discussed later in this document.

Search for an outstanding Order Orders can be selected several ways using the Show Only/Start at section. If left blank, all orders are listed. Show only: Customer – Enter the customer number that you are searching for or use the Find function to find the customer number by the customer name. Show only: Selling Salesman or Account salesman – Enter the salesperson’s number or use the Find function to find a salesperson to view all outstanding tickets. Salesmen from all stores will display in Salesman Inquiry if control record SHOWASLM is set to Y. Show only Route – A feature that allows you to view only orders for a specific route. This can be very helpful in organizing the loading process. Show Only Ref # - Reference number is entered on the order header screen in the field Ref#. The reference number is not displayed on the work with all orders screen so this is a fast search method for a single reference number order.

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Show only DR’s for Vendor - The Work with OE Tickets panel will have a ‘Show Only’ for selected vendor’s DR’s, if control record OESLVND is set to Y. Show only Status - Enter the status of the invoices to narrow the selection list or to work with specific kinds of orders. The Find function can be used to select the proper code. O - All open orders W - Open orders not shipped. S - Open orders shipped I - Invoiced order V - Voided orders. E - Estimates – (control key ESTIMYN set to Y) U - In Use A - Automated orders – (control key AUTOINV set to Y) See Data Exchange document $ - Orders that are still open and awaiting Credit Authorizations. X - Err Rejected by Vendor (control key VRQSNDIV set to Y) See Data Exchange document R - LOE - Ready for PO (control key OEPOCRT set to Y) P - Being picked or loaded. B - Back Orders Only C - Open Orders Excluding Back Orders G – Signature Captured Show only Pickup at Store - If control key OESOPKUS is set to Y, this feature is available to select orders by the header screen Pickup at Store value Y or N.

Available Options Edit - This option allows you to change an order with a few exceptions covered in the Customer Maintenance section above. You will need Chg Closed Invoice ACCESS to edit a closed invoice. When editing a 'backorder', if control key OEBCKADD is set to N, then you will not be able to add to a backorder. You will not be able to increase the original order quantity or add new lines to the order. This is done to protect the delivery sequence of hard to get products. Orders that have generated a Purchase Order cannot be edited unless control key OEPOSHPE is set to Y. The message not valid for orders being picked or orders that have generated a purchase orders is displayed when the control key is set to N. Void - You will need ACCESS for Void OE invoices to use the Void option for closed invoices. If an invoice has a backorder quantity, it cannot be voided. Voided invoices can only be displayed. Reprint - If control key PRTCLOS is answered Y, closed invoices can be reprinted. 'This is a reprinted invoice' is printed on the bottom of the invoice. The printer control key OEINV is used for invoiced entries. If control key OERPINPR is set to Y, you are allowed to enter the printer id for the reprint. Options not included in Point of Sale include: Label - Print a label with the selling store's name and address and the customer's name and address. A work panel is presented to enter the number of labels to print. Use printer control key SLBL to identify the printer and the label size format. Control key SHPLBLSP contains up to two digits representing the number of blank lines to print between the store address and the customer address. Shipping Feedback - calls the shipping feedback screens to mark items as shipped and create an invoice. You will need ACCESS for Shipping Feedback in order to perform this function. This is the same Shipping Feedback menu option discussed later in this document.

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Print W/O - This option allows a work order to be printed instead of a pick list if control record OEPRTWO is answered Y. Voided orders or orders being picked cannot be printed as a work order. Text Cell – Used to send a text message to a customer's cell phone. Control key TXOEYN must be set to Y. You can enter a message or use the Find function to select Standard Text Messages. Entry of customer information is also available with the Text Cell function from the header screen. If the message is sent, it can be viewed in the ticket. If an error occurs, the information is written to the System Error Log. Only customers with a # highlighted on the screen can be selected to receive a text. See Appendix A for setup information. The Change View function will toggle the information displayed about each order. Above, the order date is displayed along with a status code.

The Order Entry Tickets panels will display a reverse image M at the end of the line for any ticket with an associated memo. The specifics of adding memos and messages are covered in the Advanced Point of Sale document.

The following options are discussed in more detail later in this document. Picking - If control key OELDPICK is set to Y, an option is available that will change the status of the order from not shipped to picking. Sometimes when using the Load Sheet Processing, an order is not included as picked when it is decided that is needs to be included. The same validations that are done when the load sheet process is run to determine if the order should be included are done at this time. The quantities will be flagged as shipped. A pick list can be generated if control key OELDPKPR is set to Y. Unpick - If control key OELDUNPK is set to Y, an option is available that will change the status of an order from picking to not shipped. Sometimes when using the Load Sheet Processing, an order is included as picked when it is decided that is does not need to be included. The shipped quantities will be removed and the shipped status of the order will be changed to unshipped. Release Backorder – If control key OERELBO is set to Y, a new option is available that will release the backorder quantities on a ticket if there is enough on hand for the items backordered.

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Color Code POS/OE by Percent of Profit Color Coding your Point of Sale and Order Entry screens will allow you to know what percent of profit you are making at a glance. You can start using this new feature by adding just a few simple control keys. Note: Using this feature may slow down displaying your Point of Sale or Order Entry screens due to reading each invoice to compute the percent of profit. There are different control keys to set up for Point of Sale and Order Entry. First, you will need to set up percent of profit ranges and associate a color to that range. To do this for Point of Sale you will use new control keys PRDPCTC9 where 9 is a number from 0-9. In each key,enter a percent of profit range from -999.99 to 999.999. To enter negative percent amounts put the minus sign in front of the number. Assign a color to the profit range. Use the Prompt on the color field to get a color.

For Order Entry use new control key PRDPCOC9 where 9 is a number from 0-9. The PRDPCTC9 and PRDPCOC9 control keys can not be set by user/workstation or store.

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When you have your percent ranges and colors set up, turn on the color coding feature. For Point of Sale, set control key PRDPCTYN to a value of Y. For Order Entry, set control key PRDPCOYN to a value of Y. These keys may be by user/workstation or store. When you turn this feature on the Total Invoice Amount on each line will be colored based on the Percent of Profit computed for each invoice.

When computing the percent of profit on each invoice, non-merchandise products will not be included as the default. To include non-merchandise products in the percent of profit add new control key PRDPCTNM with a value of Y. This control key applies to both Point of Sale and Order Entry. If you are using control keys SHPRCPOS or SHPRCOE to hide the Invoice price for a customer class you will not see a color on that Invoice. Void invoices also will not be colored.

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When you use the Display option on each line, the individual lines on the invoice will also be color coded using the same percent ranges. If the value of control key PRDPCTNM is Y the total profit percent will not include non-merchandise products and the percent of profit on the non-merchandise lines will be *.*. If you are not able to view profit percent this page will not be colored.

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Create a New Order Assigning an order number and entering a customer is performed the same as Point of Sale. The header input screen is somewhat different and covered below.

Find an Existing Order After entering the customer and invoice number, a user can be prompted to find an existing ticket. Control key OESRCHT is set to Y by customer class to use this feature. A prompt is displayed asking whether you want to "Add to an Existing Ticket?"

If answered Y, a work panel is displayed with open tickets for the customer. If answered N, a new ticket is created for the customer

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If the user selects a ticket, they will be taken into editing that ticket. If the user cancels or exits this screen, a new ticket will be created. The Change View function will toggle the view showing P.O. number, D/R or Reference number and vehicle number if applicable. This option is also available using the Invoice option to create an order from within Product Inquiry.

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Using Inquiries to Start an Order Using product inquiry to search for products and start a ticket is also covered in the Point of Sale document. In this document, options generally used with Order Entry will be covered.

View History Inquiry

The View History function will display a customer’s purchases in LIFO order, most recent first. This function is available from within an order or from the Work with Orders panel. If accessed from the Work with Orders panel, a customer number must be entered in the Show only field. If accessed from within an order the customer number will, of course, be the customer number of the order you are working with. Note: You can now use “Show Only” for Product Class and Vendor. The Change View function will toggle displaying invoice number to available quantity for each product and also change between product number and product description. You can input quantities on the option line and if you are working with an order, those products will be added to the order.

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If you are not working with an order, you will be prompted to create an order or an estimate.

The selected products will then be added to the new order. An additional view showing line and total shipping weight is available in Point of Sale and Warehouse Order Entry if control record DSPSHPWT is set to Y.

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Product Inquiry

The Product Inquiry Function is also available from within an order or from the Work with Orders panel. This is the same Product Inquiry used in Point of Sale. A new product search field has been added to the product inquiry screen. If control key PQSODESC is set to Y, the Description field can be used to search for an item where the product description contains part o f the text input. The search will bring up a new display. Set to N if you do not want to use this option. See the Product Inquiry document for more information.

Show Only: While in Point of Sale you will most likely search by size, consider if a wholesale customer is placing a large ‘stocking’ order he most likely will order from a vendor’s catalog. Above we have input a vendor/manufacturer number instead of a size. You are allowed to select by vendor without having to select a class and type. The default value for the On Hand Only field can be set in control key PQONHAND and the value can be changed on the screen. Setting to Y will only list products with on hand inventory available in your store. If set to A, products with available inventory at any store will be displayed. Setting to N will list all products.

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We are then presented with that manufacturer’s products in size order. Multiple quantities can be input on up to two hundred different line items before you exit the screen. The “Ship To” customer number will be used for Product Inquiry if control record PQSHPCST is set to Y. This means that pricing will be controlled by the “Ship To” customer number.

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Again if you are working with an order, the products will be added to that order. If not you will be prompted to start an order.

If you select to start an order, the products are added to the order.

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Header input screen Once you have created an order, the header screen is displayed.

The customer’s static data is used to fill the screen where applicable. Any exceptions are listed below. Salesman - The account salesman comes from the customer’s file. Selling salesman can be assigned unless the field to move account salesman to selling salesman is set in the customer file. In that case, it will be protected. See Customer Maintenance section. Route/Delivery Sequence – These fields can be assigned in customer maintenance, route code maintenance or be assigned a value here. Their use and best practice method depends on how you will use Load Sheet Processing. See Customer Route Code Maintenance and Load Sheet Processing in this document. The Prompt function can be used to select a route code of control key ROUTExxx. If you are assigning route/delivery codes in customer maintenance to use on the Order Entry header screen, you can also protect them from being changed if control key OEINPTRT is set to N. PO # - If the customer's 'PO Required Flag' is Y, entry of a purchase order number for this invoice is required. A default PO# can be entered in the customer’s record to be used in Order Entry as well as Point of Sale. If control key POSPOYN is set to Y, input of the PO number is required on the header screen. Ref # - If you enter a reference number in the header screen, you can print this information on the pick list if control key PKPRTREF is set to Y. If control key REFORDR is set to Y the heading is DR NUMBER, otherwise the heading is REF NUMBER. Pickup at Store – If control key PKUPCSDF is set to Y, the default Pickup at store value from the customer file is used. If you are not using the feature, the default value can be set in control key PCKUPYN or in PCKUPOYN to use a default value exclusively for Order Entry. You can protect Pickup at Store in Order Entry if PRPICKOE is set to a Y. To use this feature by vendor, see control key +vvvPUCD and +vvvPPUP. When using the structured or load sheet processing routine of Order Entry, if an order is placed with Pick Up at Store set to Y and OELSPUPL is set to Y, then this order will not appear on the load sheet and a pick list will print immediately. In this case it is expected your customer will be coming by to get the order instead of

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having you deliver it. Also the order can be excluded from the printing on the load sheet if control key OELSPKUY is set to Y. The pickup at store value can be printed on the pick list by setting PRTPCKPL with the value of Y. It can also be printed on orders by setting PRTPCKOE to Y. Direct ship - If answered with a Y, the inventory for the products on the invoice is not relieved. The default for this field is N. This field is not displayed on the screen if control key PROTDRCT is set to Y. Terms code - This is used to determine how a customer will pay for their order and is setup in customer file maintenance. It can be changed unless control key PROTTRMO is set to Y. To protect only specific term codes use control key PROTTxxx, where xxx represents the term code to protect. The Prompt function can be used to select codes for control key TERM999. If control record LOGTRMCD is set to Y, before and after changes to the terms code on a work order are logged. This log will display when displaying the invoice in O/E or Invoice History. A report to print the changes is located on the Invoice History Reports menu from the Invoice History menu. Price Code is assigned in the customer file. This determines the product price level code for selling products to this customer. It is displayed on the screen and is protected if control key POSPCIN is set to Y. Prepaid or Collect - If control key PRPCLCT contains a Y, the 'Prepaid or Collect' field is displayed. Answer the field with a P for Prepaid or C for Collect. This field may also be left blank. If control key PKPRTPRP is set to Y, and the field contains a P, ‘F.O.B. Prepaid’ is printed on the picking list. If you answer this field with C, ‘F.O.B. Collect’ is printed. Type of Sale - The Type of Sale is assigned to the customer in maintenance as the Tender Type and is used as the default Method of Payment to accept for this customer when closing an invoice. If control key DISPTOS is answered Y, the type of sale is displayed on the screen. Release # - If control key ORELES# is set to Y, the 'Release Number' field is available to enter an order release number. If you enter a release number in the header screen, you can print this information on the pick list if control key PKPRTREL is set to Y. The heading is Release #. Customer Tax Exempt Code should be set in the customer’s record. These codes are setup in the Sale Tax Exemption file and will alter or prevent taxing of products on the order. If control key PRTCTXOE is set to Y, this field is protected and cannot be changed. The State Tax Code and Tax Authority are assigned in the customer record. Users are allowed to change the values if control key DSPTAXC is set to Y.

Available functions: Customer Memos - Customer memos can be created in Customer Maintenance. If control key OECUMFN is set to Y, the Customer Memo function can be used to access the customer’s memo from within an Order Entry order. They can also be edited via the Edit function. If you have Edit Memo ACCESS, you can change the existing memo. If a memo is displayed, up to ten thousand message lines can be added to memos. If control record OECUMDS is set to Y, any customer memos will display during Order Entry. If set to B, the message will be displayed before the header screen is presented instead of after the header screen.

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Line Item Detail

You are allowed to enter a product store and location if control key OEPROTSL is set to N. If control key OENOMCRQ is answered Y, entering the mechanic is not required even if the product is designated as mechanic commission in product file maintenance.

Discounted prices will be protected if control record PROTDSPR is set to Y. The discounted price is reverse highlighted to indicate that the price is discounted.

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Price Authorization will be skipped if a contract or discount price is used in Order Entry and control record PRAUDCNO is set to Y. The Change View function toggles between views of selling salesman, shipping weight (if DSPSHPWT is set to Y) and profit.

Cost/Profit Although similar to Point of Sale, Order Entry has separate control keys to govern displaying and allowing cost to be changed. If the control keys below are not setup, POS control keys will govern this. Cost is displayed as shown in the above screen if control key DSPNCSOE is set to N. If set to Y, cost is displayed but cannot be changed unless COSTNOOE is set to Y to allow the Chg Cost function. Set control key DSPNCSOE to Y and COSTNOOE to N to prevent cost from being changed or displayed. Both can be set by user/workstation or store. Profit can be displayed using the Change View function unless control key PRFTDSP is set to N. This can be set by user/workstation or store.

Editing an Order

Preventing changes or additions to lines items on an existing order can be set by customer class with control key OEEDITAD. You can still change the heading information, add or change messages on an order and display the existing line items on the order. You will not be able to edit or add line items if the control record contains a value of N for the corresponding customer class of the customer for that order.

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Backordered Products

Backordered product can be input when orders are created, if control record OEBCKQTY is set to Y. Further, if control record OEBCKQTA is set to Y, the backorder quantity will be set automatically if product is not available. If answered A, and there is not enough available inventory to ship the item completely, the total quantity for the item will be backordered. Control key INVTEST must also be set to Y to test for available inventory. This takes place either when using the Load Sheet Processing or through Shipping Feedback.

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If control record OEDSPBO is set to Y, then the above view is available via the Change View function. This view shows backorder quantities.

Editing a Backorder

When editing a ‘backorder’, if control record OEBCKADD is set to N, then you will not be able to add to a backorder. You will not be able to increase the original order quantity or add new lines to the order. This is done to protect the delivery sequence of hard to get products. Typically backordered product will not print on the picking ticket or at least will be indicated as backordered. No point looking for product you already know you don’t have.

Web Order Backorder If control key OEBCKQTW is set to Y (and OEBCKQTY is set to Y), items ordered through the web services will have the backorder quantity set based on available quantity.

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Backorders in Receiving Control keys will allow backorders to be released from receiving. This is also covered in the Purchase Order and Receiving document.

If control key OEBORCAU is set to Y the Release B/O option allows all backorders to be released on the Work with all Receiver screen instead of having to release each product individually from the line item detail screen. The user is only allowed to use this option once. If the receiver is modified, quantities changed or line items added, the user must release the backorders manually.

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The other option is to work with backorders within the receiver detail record.

If control record OEBORCVD is set to Y, then during receiver input, products with outstanding backorders will have a highlighted message on the screen indicating a back order exists, as above. After taking the option to review backorders, the order can be released with option Release BackOrders.

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If control record OEBORCVA is set to Y, then during receiver input you will be able to access Backorders by Product using the Review Backorder option from the Work with all Receivers screen as well as within the line item detail.

When the Release BO option is taken here, the full quantity for a backorder is removed even though the quantity received was not enough to release the full amount.

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Releasing Backorders up to Qty Received

If OEBORCVA is answered R, when the user releases the backorder for an item, it will only release the quantity up to what was received. Each backorder release will reduce the quantity available. The quantity remaining is displayed on the screen.

Once the quantity is exhausted, the user will not be allowed to release any more backorders for that item.

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After the Release BO option is successful, if control record OEBORPRT is set to Y, the user will be asked if they want to print a Pick List. They may answer N if they do not wish to print it.

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Releasing Backorder Quantities from Order Entry If control record OERELBO is answered Y, a new option is available in Order Entry that will release the backorder quantities on a ticket if there is enough on hand for the items backordered. In the example below, the second product on the ticket has a backorder of 3 and the third item has a backorder of 2.

After a shipment is received and a receiver is created, the Rel B/O option on the Work with Orders screen can be used to release the backorder quantity on the ticket.

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The option will release the backorder quantity for each line item up to the quantity available.

Control record OERELBPR allows the user to be asked if they would like to print a pick list after the backorder quantities have been released. If the first position of the value of the control record is Y, the user will be prompted and asked if they want to print a pick list. The second position of the value of the control record contains a Y or N for the default to the print a pick list question. So if you want the user to be prompted to print a pick list and you want the default response to be a Y, answer ORELBPR with a value of YY.

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The second item on the ticket had a backorder quantity of 3. Only a quantity of 2 was received for the item on the receiver, so only 2 were released from the backorder. The third product on the ticket had a backorder quantity of 2; a quantity of 2 was received, so all were released on the backorder for that item. If the backorder for an item should not have been released, the user will have to manually edit the line item and input the backorder quantity.

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Work with Backorders by Product The Backorders by Product option on the Order Entry Menu allows backorders to be released so they can be shipped without having to edit the order.

This screen presents by product number the orders that have backorders for this product.

From this panel Warehouse Order Entry can be displayed, pick tickets can be printed, and backorder quantities can be released.

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Orders for the selected product are listed in Original Order Number sequence. If control record OEBCKADD is set to N, then this sequence will list the oldest orders first, which is probably the sequence you should release them in. The Original Order Number, Current Order Number, customer number and name, Order status, a “P” or “O” to indicate if the ticket is a Point of Sale or Order Entry ticket are displayed. Either the quantity backordered, quantity remaining to ship, or accumulated quantity remaining to ship depending on the view you have selected with the Change View function are also displayed. Above backorder quantities are shown. Also the current On Hand, Allocated, and Available quantities are shown for the selected product. Note: Backordered quantities are considered allocated. If you do not run load sheets, you may want to print pick list for products you can now ship.

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Load Sheet Reallocate Backorders A new menu option is available that allows the user to move backorder quantities between multiple orders.

This option should be used prior to running the load sheet to manage the items that are backordered and see if the item is available to ship from another customer. Say customer A has 4 tires on backorder, Customer B has an order with none of his on backorder. Customer B’s order is not due to ship until next Tuesday. You know an order of 10 is coming in on Monday, so you will have the item available for Customer B when his order is ready to ship. You can reallocate the backorder quantity to customer A so his order can ship today.

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The user will be prompted for the route codes to look for when selecting the backordered items.

From the work with, the user can view the line item or the invoice by using the Display option. Only the backordered items are shown. The Reallocate option will bring up a screen listing all backorders for this item. The user can search the backorders by route code & order number or by product number using the Search By function.

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When using the Search by Product as displayed above, the items that have a reverse image * next to them are products allocated to more than just this one order. In other words, you have another order that the backorder quantity can be adjusted from.

If you use the reallocate option for a line item that doesn’t have a reverse image *, you will only see that order in the list.

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When the Reallocate option is used, any backorders for this item will be shown, the quantity can be moved from one line item on an order to another order. When entering backorders by product screen, there is a total backorder quantity at the top.

When reallocating the backorder, if a quantity of 2.00 is removed from one order, a backorder quantity of 2.00 must be moved to another order. For example, say that we want to ship Jim Westfall, his 771872922 and hold off shipping Frank Smith his tires. We can put a B/O amount of 2.00 for the Frank Smith order and remove the 2.00 quantity on one of Jim Westfall’s order. We are just moving the B/O from one order’s item to another order’s item. When finished with the reallocation, use the function to apply the changes.

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If we remove a backorder from one item, but don’t apply the same backorder quantity to another item, the program will not let you return until the quantity matches. The reallocate option simply allows you to move the backorder from one line item to another item that was not previously backordered. For example, below shows the backorder for item G81682.

Instead of letting Big M Tire have 15 of the item, we are going to give Acme Tire some of the tires. So we add 8 backorder to order 11919 for Big M Tire.

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When the changes are applied, an error is displayed not allowing the reallocation until the quantities are in balance.

So to be in balance, we changed the backorder quantity for order 11918 from 16.00 to 8.00.

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When the changes are applied, you will be prompted asking if you want to continue.

Now the order for Acme Tire shows 8 on backorder were before it was 16.

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The order for Big M Tire, now shows a backorder of 8 where before there was none.

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Closing Orders When closing an order manually, if control key PICKASK is set to Y, you have the option to print a pick list.

A default answer to ‘Print a Pick List’ can be set in control key OEPPLDFT. This default is only when closing a new order. If it is not a new order, the answer can be protected by customer class if OEPROTPK is set to Y. When ending a shipped order in Order Entry, the hold reason can be input if control record OEHLDRSN is answered with the value of Y. The reason is displayed when using the Order Selection feature of Load Sheet Processing but does not print on forms or reports. If control key POEIPRID is set to Y, the printer can be entered. If a printer is not specified, printer control key PICK determines the printer id and format.

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Load Sheet Processing If load sheet processing is used, usually at the end for the day, the load sheet will be run for next day’s deliveries. If load sheet processing is not used then pick lists are printed throughout the day for subsequent delivery.

The load sheet will actually do quite a bit more than just printing a load sheet. Besides printing the load sheet, it will: ● Flag all selected orders as ‘Being Picked”. An order that is ‘being picked’ can no longer be changed. ● Set as “shipped not billed” all items not back ordered on all selected orders. And ● Optionally, print a pick list for each order. If not printed here, there is a menu option to print them. Thus you should have a load sheet printed for each truck to be loaded. If you are selling out of a different store, you can print the inventory on hand from the different store by entering the store number in control key OELSISTR.

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The load sheet routine will usually be run by route. This process can be run for multiple routes before going on to the next processing phase, usually shipping feedback.

The Route Code and Delivery Sequence are maintained in the customer master record or if you need to have multiple routes codes for a customer, use Customer Route Code Maintenance which is discussed earlier in this document.

Routes would typically be assigned by driver by day of the week.

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Route Code is validated against the control record ROUTExx where xx is the route code and the value is the description of the route. You can use the Prompt function for a list of valid selections.

Customer Route Code Load Sheet If control record OELRTCST is answered Y, when the load sheet process is taken the process will look and include any orders available for picking for customers assigned to the route. This is assuming that you are not assigning the route codes in Order Entry at the time the order is input and you do not have a route code assigned to the customer in customer maintenance. If you are using the feature to assign multiple route codes for a customer, you can now select up to 20 route codes when running the load sheet process.

Instead the process will look at the Customer Route Code Maintenance file that allows you to specify multiple route codes for a customer and include orders for that customer if assigned to that route. However, if control record OELRCSIN is answered Y, any orders that have a route code manually assigned through order entry will also be included in the load sheet process. When processing the load sheets this way, the process must be ran for one store at a time. The user can select multiple routes to be included on the load sheet. When an invoice is printed for a selected route, a new printer control forms record can be created to direct that invoice to a separate printer. The control record OEINPFxx (where xx is the route code) contains the new printer control forms record for invoices printed with this assigned route code. For example, if you created a new printer control forms record OEINVM1 for route code M1, this control record would be similar to the OEINV printer control records. The value of OEINPFM1 would need to be set to OEINVM1 the new forms printer control record.

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Order Selection

After the order routes are selected, a screen displays allowing the user to review the orders. The orders are listed in delivery sequence/route order. An order can be displayed or unselected from the process. The delivery sequence is defaulted to what was set in the route codes by customer maintenance. The delivery sequence can be modified unless control record OELRCPRD is answered Y to protect it. The route code can also be protected if control record OELRCPRR is answered Y. If control record OELMDRTE is answered Y, the user will not be allowed to exit the review screen with the route code being blank The Change View function toggles between the hold reason message and the total amount, units and date. There is also a function to Add Orders to the load sheet processing.

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This screen will show any available orders that were not assigned to a customer in the routes by customer file.

The user can Select any orders to include in the processing or Display an order. If you are allowing the route codes to be assigned in order entry, the route code and delivery sequence will display on one of the views using the Change View function. When an order is selected, it will disappear from the list of available orders and be added to the list of orders to process. When finished selecting orders to add, Exit the selection screen to return to the previous screen. Although, past due and credit limit orders can be included here, they will be excluded in the load sheet generation. A message is logged in the System Error log file indicating this.

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Once the order route and delivery sequence is set, you are prompted to answer whether to create the load sheet. If answered N, you are returned to work with the load sheet. If canceled, any orders manually selected will have to be selected again.

If answered Y, you are prompted to print.

A preview load sheet can be printed at any time; answered Y. This will only print the load sheet and do no other processing. If Preview only is selected, the next time load sheet processing is ran any orders that were selected manually will have to be selected again. Pick List print is optional.

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If the Load Sheet is generated; answered N, and the orders flagged as Picking, the route code and delivery sequence assigned will be updated to the order.

Skipped Orders If the customer’s Allow Backorder field is set to N, the order will be lost for any product not available to ship. Up to five users can be notified with control records OEBOMSU1, OEBOMSU2, OEBOMSU3, OEBOMSU4 and OEBOMSU5. The user identified in the control record is sent a message. If you are using the Credit Authorization feature, customer’s orders that are over their credit limit are not included in the reports below. Up to five users or workstations can be notified when an order is not processed due to the customer being over their credit limit or past due. Control records OELDERU1, OELDERU2, OELDERU3, OELDERU4 and OELDERU5 contain the user ids or workstation ids to receive the message. Setting credit limits and using credit authorization as well as control keys for past due checking are covered in the Accounts Receivable document.

A message is also written to the System Error Log located on the System Menu with a memo about why the order did not process. Also, customers with the Pickup at Store header record field set to Y are excluded if control key OELSPKUY is set to Y.

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Pull Report Two load sheet reports are generated. The first report is the Pull report; it is used to pull the merchandise from the warehouse. It will list the products to pull by warehouse location ignoring the route code and delivery sequence at this point.

The alternate warehouse location can print by answering control record OELDPRAW with a value of Y. Typically, this report prints using the 1411 printer control key. You can print the Pull report on a different printer by setting the value of control key LDPUPRFM to the form name for the pull report and setting up the new form name as a printer control key to use the other printer.

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Load Sheet Report The second report is the load sheet report. This report is used to load the trucks. The report will be printed by route with subtotals for each route. The report will be sorted in reverse delivery sequence order listing the items to be loaded on the truck for each delivery. The report can be printed by vendor if control key OELDRPVN is set to Y or by warehouse location if OELSBYWL is set to Y.

Typically, this report prints using the 1411 printer control key. An alternate printer control key can be set in LDSHPRFM that will contain the printer information. Pick list may also be printed during the Load Sheet run. This will probably never happen to you, but for everyone else, there is an option to ‘undo’ the load sheet processing – Reset Load Sheet Processing in case the process is run mistakenly or for the wrong route.

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Picking & Unpicking Orders Sometime an order is included in the load sheet processing as picked when it is decided that it does not need to be included. On occasion an order that was not included in the load sheet process needs to be added. Two options have been added to Order Entry to handle picking and unpicking an order.

If control record OELDUNPK is set to Y, an option is available to unpick an order. The shipped quantities will be removed and the shipped status of the order will be changed to unshipped. If control record OELDPICK is set to Y, an option is available to put an order into a picking status. The same validations that are done when the load sheet process is run to determine if the order should be included is done at this time. When the option to put an order into a picking status is taken, validations are done to ensure that the order can be picked. The quantities will be flagged as shipped as if the load sheet process was run. A pick list can be generated when the order is put into a picking status if control record OELDPKPR is answered Y.

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To “UnPick” an order, use the option and the shipped quantities are removed and the order is put back into a non-shipped status.

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Reprint Load Sheet A menu option has been added to the load sheet menu that allows the load sheet to be reprinted. A route code selection is allowed.

If control key OERPINPR is answered Y, you are allowed to enter the printer id. Otherwise the pick list will print using printer control record PICK. The report can be emailed if needed.

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Picking List Pick list can be used with Load Sheet processing and without load sheet processing. Pick list will typically print in either the sequence they where input or in warehouse location sequence. The program used to print the pick list determines the sequence. Program PTORPCPW prints by warehouse location. Program PTORPCPT prints in the order lines were input. The program to print pick list is contained in control record PICPROCX. An extra copy of the pick list can be printed if PRTXPICK is set to Y. The printer information is stored in printer control key PICX. In Order Entry load sheet processing, the Closing Orders option will print a Delivery Receipt instead of an order entry invoice if the customer is a vendor’s customer and control record +vvvCODR, where vvv is a vendor, is set to a value of Y. The product serial number if entered through Order Entry will print on the Pick List if control key PKPRTSEL is set to Y. When printing a pick list and you are printing the warehouse location on the pick list, if the warehouse location has been changed in the product master, that change is not reflected on the pick list. If you answer control record PKUPDWHS with a value of Y, the warehouse location from the product file will be updated to print on the pick list when the pick list is printed. Following is example pick list. For more print options see the Printing Standard Documents. MADDENCO TIRES NORTHSIDE, INC. ORIG ORDER NO: 1000026213 PAGE: 1 666 INDUSTRIAL DRIVE ORDER NO: 1000026213 DATE: 9/05/03 REMIT TO: PO BOX 1 TIME: 16:00:27 EVANSVILLE, IN 46837 8124220868 O R I G I N A L S H I P P I N G O R D E R CUSTOMER:

THE OTHER CUSTOMER SHIP TO: A CUSTOMER DBA CUSTOMER NAME DBA CUSTOMER NAME 999 STREET 123 STREET CITYVILLE, IN CITY, IN 4770847715ROUTE: H1 002 SHIP VIA: UPS PO NUMBER: C0012354 TERMS: 10/05/03 CUSTOMER NO: 199992 SALESMAN NO: 27 ORDER DATE: 09/05/03 -------------------------------------------------------------------------------Q U A N T I T Y PRODUCT ORDERED TO SHIP SHIPPED -------------------------------------------------------------------------------795667909 001 0 GDY WRL RAD SBLTLP195/75R15 S2 1 1 ______ A1-CC-34 B1-CC-03 AF1031 001 0 TRUST AIR FILTER 1 0 ______ SERIAL #:111222 TOTAL UNITS Picked by ______________________ Approved by ____________________ Driver ________________________

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1

Shipping Feedback

If you use the ‘Structured Method’, Load Sheet processing, Shipping Feedback is used merely to tell the system of any shipments you were expecting to make that you could not ship, probably very few. If you are using the ‘Random Method’, no Load Sheet processing, then you will also use Shipping Feedback to close orders and print invoices. In either case Shipping Feedback functions similarly. At this point you would typically have a Pick List in front of you that you will input from. Backorder quantity can be automated by the setting of control keys used in placing your orders and by setting the customer to allow backorders. The following screens use the same assumptions. Any pertinent variation is listed.

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A list of orders not shipped is presented. You can use the ‘Show Only’ and ‘Start At’ to find a particular order. The Show Only defaults to Open Orders Not Shipped but can be changed.

When control key PKLSTCNT is set to Y the number of times a Pick list has been printed is displayed when using the Shipping Feedback option.

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If you have run the load sheet, then all products not input as backorders will show as shipped. If you did not run the load sheet, you can use the Ship all remaining function to set all products as shipped. In either case, input any products not shipped. Selected items can be skipped from checking when selecting orders to be picked. This might be a tire fee or similar product you wouldn’t include in picking. To skip the items, a control record by product class OELDSKxx where xx is the product class must be added with a value of Y. This will allow orders to not be placed into a picking status if the only item available is one of these products. The sequence of products listed in the above panel can be displayed in warehouse sequence if control record OEWRHORD is set to Y. Blank warehouse location will be listed first and then each product by warehouse location order. If set to N, the order they were input is used. Warehouse location is assigned through product maintenance. The invoice date and terms can be changed if control key SHPDATE is set to Y. If you want to protect the invoice date but allow the terms to be changed, set control key PROTSHDT to Y. If control key OEBCKSHP is set to Y, the shipped quantity is automatically calculated as order quantity backorder quantity when using the backorder feature. If the Complete Column (Cmp Y/N) is set to Y, and there is product remaining to be shipped then the remaining quantity will be canceled. The Complete Y/N field can be manually set or by the Ship All Remaining function when quantity is available. The settings for some control keys will automatically set the Complete status but it can be changed. If no other criteria exists to set the field, a default can be set in NOBACKOR. Use the End Order function to close the order and continue. Set control key REPRICEO by customer class if you want to ‘reprice’ products on the order. If set to Y, the products being shipped will be priced and costed, if their price and/or cost were not changed (overridden) in Order Entry. This is in case these have changed since the time the order was placed. Contract and package products are not included.

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Shipping Feedback Add-On’s

Additional products can be billed when exiting shipping feedback. Typically these may be freight and/or handling charges. Control record SFPROD9, where 9 is a number from zero thru nine, can contain a product number and a default quantity to be presented on this panel. The product in the value of the control records must exist in the Product File or they will not display. If no quantity is input the product will not be added to the order. When you exit this panel you will be asked if you want to close this order.

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Closing Invoice Closing after Shipping Feedback If using the ‘Random Method’, then each order must be closed after shipping feedback is done. When the order is closed an invoice will print and a new order will be created if any products were not shipped complete. If control key OESHPCBK is set to Y, backorder quantity is automatically calculated for the new order.

After ending the order, answer the prompt to close the invoice with Y, or N. Control record CLINVY/N contains the default value for the answer to this question. If control record OEBCKPRT is set to Y, a pick list will be printed for the new backorder order when it is created during shipping feedback. If you are using our Email feature, the customer can be setup to receive emails using the document type for backorders in customer email maintenance. The document to email is OEBK and the Prompt function can be used to select the document name. When a ticket has been emailed, a message can print on the invoice stating “A COPY OF THE INVOICE HAS BEEN EMAILED”. Answer control record PRTEMLMS to have this informational message included on the ticket. If control record OEPAYMYN is answered Y, the payment screen is presented when closing an order. If not it will be closed as the default tender for that customer as set in customer file maintenance.

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If you are using the load sheet processing routine, and you require a purchase order to be input for a customer; if you did not close the order manually by shipping it, you were not required to input a purchase order. By answering control record OELDMDPO with a value of Y, then the user will be required to input the purchase order when ending the order for the first time. A default PO can be entered in the customer record field ‘Default PO’. This information is used when the order is created but it can be changed if needed.

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If you didn’t close the order, but want to create a ticket with the remaining backorder, set control key OECRBOYN to Y. The screen above is displayed and by answering Y that shipping is complete, the current ticket is closed and a new backorder ticket is created if backorder quantity exists.

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Close Invoices - Structured Method

If using the ‘Structured Method’, load sheet processing, then there is a menu option to close all orders. You will need Close OE Invoice ACCESS to use this option.

The Close Invoice option is also selectable by route.

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This option will close all orders for the selected routes. It will tender all invoices based on the tender code set up for that order’s customer. It will create a backorder order for all orders not shipped complete. And it will print an Invoice for each order. The invoices will print by route in route sequence.

To close the order, the customer’s tender type in Store Tender Maintenance should have the ‘Close Load Sheet Ticket’ field set to Y. When set to N, the order status will remain as Open Order Shipped. If control key OELDPROW is set to Y, orders that are not closed will print as a work order where a customer signature can be obtained. The order then would need to be closed manually. You might want to do this for Inter company orders. A Delivery Receipt will print instead of an order entry invoice if the customer is a vendor's customer and control record +vvvCODR (where vvv is the vendor) is set to a value of Y.

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Load Sheet Signature Report

GREGSTIRES Job ID: 02/24/1110:23:44DKASP02 User: U003MADDEN Pgm: PtPsOCI1 Sys Time: 10:25:15 02/24/11 Store Number: 001 Date: 02/24/11 Order Delivery Signature Report Page 1 Route F1 FRIDAY 1 Total Total Order Customer Units Amount Printed Name Signature 26561 FRANK SMITH TRUCKING 6 1061.94 ______________ _____________ 25780 FRANK SMITH TRUCKING 2 220.73 ______________ _____________ Totals: 8 1282.67 26152 JIM WESTFALL 4 286.11 ______________ _____________ 26170 JIM WESTFALL 2 123.48 ______________ _____________ Totals: 6 409.59 End of Route F1 FRIDAY 1

If control record OELDSIGR is set to Y, a Signature Sheet will print for each route. The Signature Sheet will print after the invoices for a route have printed. If multiple routes are closed the Signature Sheet will print in between each route’s invoices. The Signature Sheet will list for each customer the invoice number, amount, total units, and a line for the customer to sign. The intent is to use the signature sheet as a record of delivery instead of a signed copy of the invoice. You then have only one piece of paper to manage instead of forty or so invoice copies. To combine signatures by enterprise customer, set SIGCAPCM to Y. The load sheet signature report can print the invoice total along with a total of all units and amounts for a customer. If you collect from your customers when delivering, this will eliminate the delivery person having to add up the invoices. Add control record OELDSIGT with a value of Y to have the invoice total print as well as the totals by customer. The forms control record can be user defined for the load sheet signature report. Control record OELSGFRM contains the print forms control record to use for the load sheet signature report. This will allow you to direct the report to a separate printer or print additional copies of the report.

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Order Entry Invoice Control key INVPROCX contains the name of the order entry invoice print program and the library where the print program exists. For our standard print program, the values will be PTOEPRT0 for the program name and GPCUSTOM for the library name. The printer to receive the print out and form size information is contained in printer control keys OEINV for invoices, OEWRK for work orders and OEEST for estimates. You can print an extra copy of an Order Entry invoice to another printer by customer class. Control key PRTXOEIN contains Y 's or N 's representing customer class. When answered Y for this customer's class, an extra copy of the O/E invoice will print using the OEINVX printer control key which is where you identify the printer id. The same remit to option can be used but by customer class using control keys PRORMA1x, where x represents the customer’s class. The address is entered in keys 2-4. Example: Customer class 2: PRORMA12, PRORMA22, PRORMA32, PRORMA42. The information from the customer file for DBA (Doing Business As) is printed in the customer and ship to address if control key PRTOEDBA is set to Y. A line item that has no shipped or backordered quantity but does contain a price can be printed on the invoice if control record PRTOEZRL is answered Y. When using the Reprint option, if control key EMVIAOE is set to Y, after the printer input option, the public email list is available to select an email reciepient. The Email feature must already be operational. See Data Exchange document for email setup. Following is example invoice. For more print options see the Printing Standard Documents. TIRE AUTO SERVICE #001

INVOICE #: REMIT TO: CORPORATION PO BOX 111 CITY, IN 47715

2641 N CULLEN AVE EVANSVILLE, IN 47115 812/474-6245 CUSTOMER:

PAGE:

11841 1

BIG M TIRE DBA: LLC 8756 JEFFERSON ST

100115 BAINBRIDGE, IN 46105 PO NUMBER: 111 SALESMAN: SALESMAN 3 INVOICE DATE: 01/04/12 TERMS: 1ST 10TH ----------------------------------------------------------------------------QUANTITY PRODUCT SHIPPED BACKORDERED PRICE DISC EXTENSION ----------------------------------------------------------------------------MI 195/70R14 HX MXV3A 91V 1 0 132.46 132.46 M09202 MERCHANDISE: SALES TAX: INVOICE TOTAL: CHARGE ON ACCOUNT Customer Signature : ____________________________

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132.46 9.27 141.73 141.73

Work with Order Entry from the Headquarters Menu The Headquarter Order Entry is located in the Headquarters Menu from the More Options Menu of the Tire Dealer System. By using the Headquarters Menu, you can do most everything for orders that can be done by working within a given store including edit an order and ship an order. The advantage of the Headquarters Menu is that you can view all orders from all stores in one view. You must have access to all stores to be able to use this feature.

The Show Only and Start At can be used to limit the orders in the list. A report can also be printed for orders using the 1411 printer control key. You can include deleted items to print on the report. The report can also be emailed.

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Orders Received from a Data Exchange file Among the features of our Data Exchange module is the ability to receive orders electronically from your customers. Data Exchange has the ability to receive orders electronically from other non-MaddenCo systems, including web sites. A program will most likely need to be developed, if not already done, to format the incoming data to the Data Exchange format. If your customers are using MaddenCo Tire Dealer System with the Data Exchange module then they can create Automatic Purchase Orders (or manual purchase orders) and send them to their vendors. Their vendor could be you. If you have the Data Exchange module, then you could receive these electronic orders and automatically create Warehouse orders in your system. After an automated order is received in to the Order Entry system it is handled like any other order. You just didn’t have to key it in. Automated orders are orders created electronically that have not been reviewed yet. This option will only be available if control record AUTOINV is set to Y. Control key AINVPOSI must be set to N to create and order entry order, otherwise a point of sale work order will be created.

All orders received via Data Exchange are flagged as ‘Automatic’. This indicates your company has not reviewed the order. After you have reviewed an ‘Automatic’ order it will not show with a status of ‘Automatic’ any longer. Since the orders are automatically created, some default values must be set in control records. If the store sent from the vendor is invalid, a default can be used from control record AINVSTR. The control record AINVCST contains the default customer number and AINVSLM contains the default selling salesman. If you wish to move the customer’s account salesman to the selling salesman, then answer control key AINVMVAS with a value of Y. The pick up at store default is taken from control key AINVPKUP. If you want to notify users that automated orders have been updated into their files, the control record AINVNOTI should contain a value of Y. This will notify up to 5 users in the control records AINVNUS9 (where 9 is a number 1-5) and the value is a user to notify. These control records can be setup by store so it is possible to notify just that store when orders have been created. When the automated orders are created,

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they will be validated. Any errors that occur will be written to the system error log. The control record AINVEUS9 (where 9 is a number 1-5) will notify up to 5 users when an error has occurred with an automated order. After the automated order has been created a pick list or open work order can be printed. Control record AINVPRT must contain a value of Y to print these. The control record AINVUPDP contains the default print during the update flag. When an automated order is created, if a product is sent from the customer that does not exist in your product file or your product cross reference file, the order will still be added but the invalid item will be added as a message. You can manually add the line item with the correct product number. Once the order is closed or shipped, an automated ASN can be sent to your customer. Up to five users per warehouse can be notified when ‘Automatic’ orders are received. Answer control record AINVINMS with a value of Y to send the message or answer the control record with a value of B to send a break message to the workstation. The users to notify are identified by the AINVNUS9 control records. If you are using our web services to create orders received via the Internet, a credit authorization request is automatically added if one is needed. A detail discussion of FTP Maintenance and the background processes required can be found in the Data Exchange document.

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Email Order Confirmation

Within our Data Exchange package, you can also automatically email your customers when specific events occur. Above a customer is set to receive email order confirmations and shipping notifications. Order confirmations are sent when an order is input, in the above case, only if it was an ‘Automated’ order. Shipping notifications are sent when an order is shipped (invoiced). The above panel is available from the Customer Maintenance panel. (See the Data Exchange document for more information.)

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Inter-Company Order Generation

Orders can also be created via the ‘Generate Inter-Company Orders’ menu option. These orders are for your own stores ordering from one of your own warehouses. This function is similar to generating automatic purchase orders, except instead of ordering from a vendor the order is from your warehouse. You will need Inter Company Order ACCESS to use this feature. The user will also need store access for any store or warehouse that will place orders. If control key !AUTOSET is answered Y, then Auto-Generated Inter-company orders status will be set as ‘Automated’ until they are reviewed.

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You will first be prompted for the store placing the order and the warehouse the store is ordering from. Note: Control record !CST999, where 999 is the store number, must contain the customer number used by the warehouse for store number 999.

You will then be prompted, as with most inventory reports, for the sequence (sort order) you want to generate the order. The order generation worksheet and the order itself will be listed in this sequence. A default sort value can be set in control key !ICOSORT and can be set by warehouse store.

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Then you will be prompted for the products you want to select to be ordered. You may select by class or vendor or any of the selections you usually use when running a product report. However, since you can order across all vendor lines and product classes you may want to use one of the available product user fields as an indicator that the product is stocked at the warehouse. And then select to order any needed product that the warehouse stocks.

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Remember, to use the User Fields, you will need to perform product file maintenance. To mass input values in the user fields, the Set Product File Fields option on the Product Maintenance Menu can be used. You will still need some way to select the products to receive a value. More information on using this feature as well as Product Maintenance are located in the Purchasing and Receiving document. In the above example, you would need to put a Y in the Warehouse Stock field in the ordering store’s product file for all items carried by the warehouse.

If control record !MAXPLYN is set to Y, then the above panel will appear. If you answer this question with a Y, then an order line for a product will only be generated if that product is overstocked at the sell from store.

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You can choose to include or exclude amounts on order from vendors or inter-co orders. To use this feature set control key !CKUSEOO to Y. When generating Inter-Co orders you will be presented with a screen to input the answer to the questions ‘Include On Order from Vendor’ and ‘Include On Intercompany Order’ if control key !ICASKOO is set to a value of Y. The default answer to the question ‘Include On Order from Vendor’ will be set from the value of control key !DFOOVND. The default answer to the question ‘Include On Intercompany Order’ will be set from the value of control key !DFOOICO. Answer Y (checked) if you wish to include or N (unchecked) if you want to exclude them. If your Inter company Order Generation is setup in an auto report, you will need to reconstruct the auto report to include these new options.

See order calculations below.

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How an Order is Calculated Orders are generated for any selected product whose available inventory is less than its minimum stocking level. Enough units will be ordered to bring the available inventory up to the product’s maximum stocking level. Available inventory, in this case, is the product’s on hand inventory (memo), plus on order (via purchase orders to vendors,) plus on order (via warehouse order entry or point of sale from your own stores) less units allocated to customers. Note: If control record !POGEN0M is set to Y, then orders will be generated for products with no minimum on hand set. This would be the case if a product was sold mistakenly as the wrong product number and on hand inventory went negative. The default for this control record is N, so as to avoid ordering product for items you do not intend to stock. Also note: If control record !MAXPLYN is set to Y, and you answer the screen question from above Y, that you want to generate orders only for overstocked products, then an order line for a product will only be generated if that product is overstocked at the sell from store. For a product to be considered ‘over stocked’ the available inventory must be greater than 999.99 times the Maximum on Hand for that product; where 999.99 is the value contained in control record !MAXPLUS. If this panel is answered Y, control record !MAXPLUS is set to 1.5, and the product at the sell from store Maximum is set to 50, then available inventory at that store must be greater than 75 before an order line will be generated. Partial orders will be generated. For example, if the store ordering from the above example wanted 25 units and the above store had 85 units available, an order for 10 units would be generated… still keeping the available at the from store to 1.5 of the maximum. Check control key !CKUSEOO to see if you are using the include/exclude ‘On order from vendor’ or ‘Inter Company Orders’. Default answers can be set in !DFOOVND and !DFOOICO control records to use the feature.

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Create Order Header The next available invoice number is used to generated the order. The customer placing the order comes from control key !CST, assigned by store number. This customer's static information is used to process the order. This customer’s route code and delivery sequence are used to process the order as well as the taxing authority and exempt codes. This customer's account salesman, selling salesman, terms code, method of payment and price code will also come from this customer. The pickup at store value is obtained from control key !PICKUP and is used to determine whether the order will be picked up. If this control key is answered N, the ship to customer is used to process the record. As in Order Entry, if this key is answered Y, then the taxing authority of the warehouse will be used instead of that of the customer when the order is generated. Inter company customers should be set to tax exempt status. A discount will be applied to this order if you are using the discount file. Contracts will not be applied to this order. Control key !UPPRNT contains a Y or an N indicating whether to print an invoice during the Daily update after this order has been billed.

Create Order Detail

Backordered product can be input when orders are created, if control record OEBCKQTY is set to Y. Further if control record OEBCKQTA is set to Y, the backorder quantity will be set automatically if product is not available. If answered A, and there is not enough available inventory to ship the item completely, the total quantity for the item will be backordered. This also takes place either when using the Load Sheet Processing or through Shipping Feedback.

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Order calculation worksheet An Order Calculation Worksheet will be printed as the order is generated. It lists all products ordered and the numbers used to generate the order. If control key !PICPRT is answered Y, a picking list is printed at the store where the order is to be filled when the order is generated. The report listed below will look different as the picking list is actually printed within the report. This report typically prints according to the printer control record 1411. However, if you want to handle printing/distribution of this report differently than most 1411 forms, you can set control record !ICORDFM to the value of another printer control record, in which case that printer control record will determine the printing/distribution of this report. The default printer control record is !ICO . An asterisk (*) printed under the order quantity column is used to indicate a partial shipment. A sample order generation worksheet is below: MADDENCO TIRES Job ID: 10/13/0709:06:53ASP01 User: U003MADDEN Pgm: PTORGEN Sys Time: 09:09:53 10/13/07 Sort Order: 12 Store;Class Store Number: 002 Class Lo: 5 Auto Inter-Company Order Generation Ordered from store 001

Hi:

5 Page:

1

On Order Order Product Description On Hand On Order from Whse Allocatd Avail Min Max Quantity Ordered 09373 002 0 MCH 155-13 XMS100T 5.00 0.00 0.00 0.00 5.00 22.00 44.00 0.00 39.00 16196 002 0 MCH P1558013 XA4 T 8.00 0.00 0.00 0.00 8.00 22.00 44.00 0.00 36.00 32151 002 0 MCH P1758013 XA4 T 5.00 0.00 0.00 0.00 5.00 23.00 46.00 0.00 41.00 23608 002 0 MCH 18570-13 XMS100T 8.00 0.00 1.00 0.00 9.00 22.00 44.00 0.00 35.00 771853922 002 0 GDY VECTOR XNWTLP185/7 11.00 0.00 0.00 0.00 11.00 12.00 24.00 0.00 13.00 104816234 002 0 GDY EAGLE GT+4OWLTLP195/7 17.00 0.00 0.00 0.00 17.00 18.00 36.00 0.00 19.00 771645943 002 0 GDY S S1 VECTOR XP195/7 22.00 0.00 0.00 0.00 22.00 24.00 48.00 0.00 26.00 771854938 002 0 GDY VECTOR G XNWTLP195/7 7.00 0.00 0.00 0.00 7.00 9.00 18.00 0.00 11.00 797914464 002 0 GDY E NCT VR60BSLTL195/60 8.00 0.00 0.00 0.00 8.00 12.00 24.00 0.00 16.00 783654787 002 0 GDY VIVA NW TLP215/7 13.00 0.00 0.00 0.00 13.00 24.00 48.00 0.00 35.00 104876459 002 0 GDY H S2 EAGLE G4NP225/7 14.00 0.00 0.00 0.00 14.00 18.00 36.00 0.00 22.00 ================================================================================================================================== TOTALS: 118.00 0.00 1.00 0.00 119.00 293.00 END

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Auto Reports The inter-company order generation can be a very powerful tool, even more so when used in conjunction with the nightly Auto-Reports and Limited Order Entry.

Here an order will be generated every Monday night to be delivered Tuesday morning. The program name to generate an inter company order in the auto report is listed above. Detailed information for setting up auto reports is covered in the Systems Menu document.

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Shipping Notifications If control record PRTSHPNT is set to Y, then shipping notifications will be printed when one store sells to another. Just set up the OESHP control records using the inter company store number.

This control record is formatted in the same fashion as the invoice print control records. Use the target printer in the printer id field to send the shipping notifications to the receiving store printer.

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Order Entry Reports All reports have been moved to a report menu.

Order Report

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The Order Report list selects orders in Order Number sequence. If you do not allow orders with backorders to have lines added or quantities increased, this report can be a useful tool to help you fill backorders in the order they where received. The select panel for the Order Report is above. Only Print Orders That Have Quantity Remaining to be Shipped Items If answered Y, orders with remaining quantities are printed on the report. Remaining quantity is the order quantity less the amount shipped. Only Print Orders For Which There Is Inventory On Hand If answered Y, only orders lines with products that have inventory on hand and thus available to ship will print on the report. Print Non Inventory Products If answered N, non-inventory products will not print on the report. Print Back Orders Answer Y to include printing of orders that contain back orders. Answer N and orders with back orders will not be printed. Answer O to only print back orders. This default value for this field is Y.

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Note how the four prompts listed below are answered. By answering this panel as we have, we will get a list of all orders we need to ship that we can ship. If we do not have the inventory to ship, order lines will not be listed. Run this report after you have received a shipment from your vendor. Bob Smith MADDENCO TIRES Job ID: 03/04/0810:15:53GMASP01 User: GREG Pgm: rTPsOERp Sys Time: 10:16:14 03/04/08 Report Date: 03/04/08 Inventory as of 03/04/08 10:16:14

Store Number: 001 Print Factory Direct Items: N Print Only Orders W/Qty Remaining: Y Print Only Inventory On Hand Orders: Y Print Non-Inventory Items: N Print Backorder Items: Y ORDER REPORT

PAGE:

1

CUST NO CUSTOMER NAME ORIGINAL ORDER PRODUCT DESCRIPTION INVENTORY REMAINING PRICE EXTENSION SELL ACCT ORDER ORDER SHIPPED ORDER NO NO MEMO QTY SLSMN SLSMN DATE QTY QTY 121939 MARK'S TIRE 23603 23603 138376893 001 0 GY 10.00R20 G186 6 8 343.36 2746.88 1 1 03/02/03 8 0 23604 23622 32338 001 0 MCH P1957514 XZ4 20 2 77.84 155.68 1 1 03/02/03 2 0 --------------------------------------------------------------------------------------------------------CUSTOMER TOTALS: 26 10 421.20 2902.56 10 0 121935 RB TIRE CO INC 23671 23673 0102936 001 0 GEN LT195/75R14 13 1 65.78 65.78 45 45 02/14/03 1 0 --------------------------------------------------------------------------------------------------------CUSTOMER TOTALS: 13 1 65.78 65.78 1 0 121939 MARK'S TIRE 23680 23680 11070 001 0 MCH P195/75R14 XH 107 12 67.22 806.64 1 1 03/02/03 12 0 23681 23681 111895234 001 0 GDY T S2 EAGLE G 15 6 104.59 627.54 1 1 03/02/03 6 0 23681 23681 111865486 001 0 GDY EAGLE GT+4BSL 33 2 110.05 220.10 1 1 03/02/03 2 0 23681 23681 111866431 001 0 GDY EAG GT+4 EBSL 11 4 115.95 463.80 1 1 03/02/03 4 0 --------------------------------------------------------------------------------------------------------CUSTOMER TOTALS: 166 24 397.81 2118.08 24 0 ====================================================================================================== GRAND TOTALS: 205 35 884.79 5086.42 35 0 End Of Report

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Order Report-Full Description This is the same report as the Order Entry Report and uses the same report selections. A few fields were removed to make room for the full product description.

The extended price and salesman are not printed on the full description report. The Current Book Value (product on hand memo from the product file) can be printed by setting control key OEPRCURQ to the value of Y. This will print in place of the Remaining Quantity Column.

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Orders Needing Attention Report The Orders Needing Attention Report list all orders XX days old and older not shipped. XX is contained in control record ORDEXCPT.

MADDENCO TIRES Job ID: 09/11/0716:43:08W100SL2 User: SCOTT Pgm: TPSOENA Sys Time: 16:43:42 09/11/07 Store Number: 000 ORDERS NEEDING ATTENTION - NUMBER OF DAYS OLD 30 STORE: 1 ORIGINAL ORDER 22886 22888 22889 22891 22898 22907 23027 23069 23100 23144 23146 E N D

ORDER NUMBER 22886 22888 22889 22891 22898 22907 23027 23069 23100 23144 23146

CUSTOMER NUMBER 100250 199992 102541 102542 199992 193200 199991 199993 100150 100150 36164

CUSTOMER NAME TOLKEN TIRE & WHEEL, INC. MADDENCO TIRES DOWNTOWN DOUG HAGMEYER COLLEEN TOMLINSON MADDENCO TIRES DOWNTOWN ALBERT'S GARAGE MADDENCO TIRES MADDENCO TIRES EASTSIDE DOUGLAS W MADDEN DOUGLAS W MADDEN 987 SEQUOIA CT

INVOICE DATE 02/22/03 02/22/03 02/22/03 02/22/03 02/22/03 03/23/03 08/16/03 03/08/03 03/29/03 07/14/03 07/14/03

PAGE:

1

SALESMAN NUMBER 1 1 1 1 1 12 1 1 1 1 1

This report is designed to bring existing orders over XX days old that have not been completed/invoiced to the attention of management. Putting this report on the Auto Report Scheduler would be a real good idea.

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Sales by Order Source Report

The Sales by Order Source is available on the Invoice History Menu. This report will list detail sales by customer by invoice. Each invoice input source is listed as originally created via Point of Sale, Order Entry, Limited Order Entry, Data Exchange file, the Internet, or other (order input prior to us tracking the order source). Units, dollar sales, and optionally profit are listed and then summarized by product class and order source. ‘Totals only’ pages can also be printed. This report can to be used to help you evaluate the effectiveness of your automated ordering programs. Also, this report could be used to determine rebates for electronic ordering. A sample report is on the following page.

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MADDENCO TIRES Job ID: 03/04/0810:57:08GMASP03 User: GREG Pgm: RtIhOrS Sys Time: 10:57:43 03/04/08 Sort Order: 2 Store Number: 001 Date Range 10/31/01 Actual/Repl Cost: A 03/04/02

Invoice Date Customer Produt number Description 23615 01/14/08 738645114 111890431 111890486 111861234 111328234 23616 11/16/07 741837402 23629 12/11/07 23647 01/14/08 103841229 23651 01/14/08 103295441 23618 11/16/07 101856216 23585 01/23/08 A24899 23587 10/31/07 F70587B 23589 10/31/07 135191002 135802002 135810002 23591 10/31/07 135191002 23592 10/31/07 103841229 23593 10/31/07 103841229 23601 10/31/07 797841964 23604 12/05/07 32338 23621 01/23/08 11070 23664 01/23/08 01650

01/23/02 Page:

Salesman Quantity

121935 RB TIRE CO INC 1 001 0 GDY S S1 INVICTASXP195/75R14 9 001 0 GDY EAG GT+4 EBSLTLP215/60R14 S2 001 0 GDY EAGLE GT+4BSLTLP215/60R14 S2 001 0 GDY T S2 EAGLE G4OP235/60R14 9 001 0 GDY EAGLE GT+4OWLTLP195/70R15 S2 121935 RB TIRE CO INC 12 001 0 GDY WRL LT R BSLTLLT195/75R14C 121935 RB TIRE CO INC 12 121935 RB TIRE CO INC 12 001 0 GDY EAGLE VR NBSLTL225/50VR16 00 121935 RB TIRE CO INC 12 001 0 GDY EAGLE ZRN BSLTL225/50ZR16 00 121938 GOODYEAR ADJUSTMENT CUST 1 001 0 GDY EAGLE MS BSLTLP225/50VR16S2 121939 MARK'S TIRE 1 001 0 BFG POWER GRIP 30 R-1 34 15-34 C 121939 MARK'S TIRE 1 001 0 BFG SPECIAL SERVICE 750-16 E 121939 MARK'S TIRE 1 001 0 GY 11R17.5 G114 LRH 001 0 GY 11R22.5 G114 LRG 001 0 GY 11R24.5 G114 LRG 121939 MARK'S TIRE 1 001 0 GY 11R17.5 G114 LRH 121939 MARK'S TIRE 1 001 0 GDY EAGLE VR NBSLTL225/50VR16 00 121939 MARK'S TIRE 1 001 0 GDY EAGLE VR NBSLTL225/50VR16 00 121939 MARK'S TIRE 1 001 0 GDY NCT VR50 BL TL225/50VR16 00 121939 MARK'S TIRE 1 001 0 MCH P1957514 XZ4 T 121939 MARK'S TIRE 1 001 0 MI P195/75R14 XH4 92S WW16 121939 MARK'S TIRE 1 001 0 MCH P235/75R15 XH4 WW

Units by Class by Entry Source Product class POS Order Entry PASSENGER TIRE 20.00 19.00 LARGE TRUCK TIRE 0.00 0.00 TRACTOR FRONTS 0.00 0.00 TRACTOR REARS 0.00 0.00 VALVES AND WEIGHTS 27.00 0.00 WHEELS 16.00 0.00 MAG WHEELS 7.00 0.00 SHOCKS 4.00 0.00 FILTERS 30.00 0.00

05 10 32 35 48 49 50 60 62

to

Customer Sales by Order Source Price

GREG MADDEN 4.00 89.70 4.00 127.08 8.00 127.08 1.00 142.15 2.00 56.81 ETHEL MERTZ 4.00 94.95 ETHEL MERTZ ETHEL MERTZ 2.00 221.76 ETHEL MERTZ 2.00 238.73 GREG MADDEN 1.00 144.65 GREG MADDEN 6.00 429.09 GREG MADDEN 4.00 38.26 GREG MADDEN 4.00 321.44 8.00 337.66 3.00 364.74 GREG MADDEN 5.00 321.44 GREG MADDEN 13.00 221.76 GREG MADDEN 3.00 221.76 GREG MADDEN 2.00 243.16 GREG MADDEN 2.00 77.84 GREG MADDEN 4.00 67.22 GREG MADDEN 4.00 96.51

Extention

Actual Cost

Profit

358.80 508.32 1016.64 142.15 113.62

284.20 402.60 805.20 112.59 90.00

74.60 105.72 211.44 29.56 23.62

379.80

300.84

78.96

Limited OE

443.52

308.08

135.44

Limited OE

5

477.46

378.18

99.28

Limited OE

5

144.65

0.00

144.65

POS

5

2574.54

2039.22

535.32

Limited OE

35

153.04

121.24

31.80

Limited OE

32

1285.76 2701.28 1094.22

1018.40 2139.68 866.70

267.36 561.60 227.52

Data Ex File 10 Data Ex File 10 Data Ex File 10

1607.20

1273.00

334.20

Data Ex File 10

2882.88

2002.52

880.36

Limited OE

5

665.28

462.12

203.16

Limited OE

5

05 10 32 35 48 49 50 60

Entry Entry Entry Entry Entry

5 5 5 5 5 10

385.20

101.12

Limited OE

5

123.30

32.38

Limited OE

5

268.88

236.60

32.28

Data Ex File

5

386.04

339.72

46.32

Limited OE

5

Limited OE Data Exchange 32.00 4.00 4.00 20.00 4.00 0.00 6.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Internet 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Other 4.00 0.00 0.00 0.00 7.00 0.00 0.00 0.00 4.00

Total 75.00 4.00 4.00 6.00 34.00 16.00 7.00 4.00 34.00 369.00

Order Entry 2139.53 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Limited OE Data Exchange 5904.98 268.88 379.80 6688.46 153.04 0.00 2574.54 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Profit by Class by Entry Source Product class POS Order Entry Limited OE Data Exchange PASSENGER TIRE 1555.04 444.94 1624.66 32.28 LARGE TRUCK TIRE 0.00 0.00 78.96 1390.68 TRACTOR FRONTS 0.00 0.00 31.80 0.00 TRACTOR REARS 0.00 0.00 535.32 0.00 VALVES AND WEIGHTS 20.52 0.00 0.00 0.00 WHEELS 77.000.00 0.00 0.00 MAG WHEELS 2219.390.00 0.00 0.00 SHOCKS 84.64 0.00 0.00 0.00 FILTERS 41.000.00 0.00 0.00 Total Profit

Order Order Order Order Order

Prod Class

486.32

Internet 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Other 753.98 0.00 0.00 0.00 6.93 0.00 0.00 0.00

Total Sales

05 10 32 35 48 49 50 60 62

Input Source

155.68

Total Units Sales by Class by Entry Source Product class POS PASSENGER TIRE 3411.64 LARGE TRUCK TIRE 0.00 TRACTOR FRONTS 0.00 TRACTOR REARS 0.00 VALVES AND WEIGHTS 26.73 WHEELS 403.00 MAG WHEELS 330.64 SHOCKS 100.00

1

Total 12210.13 379.80 153.04 2574.54 33.66 403.00 330.64 100.00 18893.25

Internet 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Other 258.78 0.00 0.00 0.00 5.32 0.00 0.00 0.00 2.00-

Total 3883.42 78.96 31.80 535.32 25.84 77.002219.3984.64 43.002873.22

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Limited Order Entry Limited Order Entry is very similar to Order Entry. It is designed for use by your customers; so obviously certain Order Entry functions are not allowed. For example the Limited Order Entry user cannot change the selling price, or see cost. Limited Order Entry users usually don’t even input their own customer number. Your customers use Limited Order Entry; this may include your own store, if they are ‘customers’ of a warehouse. Before we look at Limited Order Entry, let’s first look at what must be done to allow a user access to Limited Order Entry. A number of control records are set for each user before he can access Limited Order Entry. Fortunately, most of this can be done via Limited Order Entry Maintenance.

Limited O/E Maintenance is available from the Other Maintenance Options of the File Maintenance Menu. You must have Limited O/E Maintenance ACCESS to use this option.

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Limited Order Entry Maintenance You are first presented with a list of User IDs.

You can Edit, Copy, Delete or Display a user’s access to Limited Order Entry.

To Add a new user, enter the user/workstation.

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For each user, in this case U090JOHN, Limited Order Entry needs to know the following: The Default Customer Number to be used. He will be able to place orders for additional customers if you allow him to, but this customer will be the default. It may also be the only customer. Additional customer numbers may be set up if you have multiple ‘ship-to’ customer numbers for his company. The Default Ship Via can be input. This will be copied into the order. If Use LOE Menu is set to Y, the user will need to be assigned an LOE menu. A default LOE menu is available in our User Menu Maintenance under the System Menu. You can create your own menu and assign to the user or use our default one (>LOE). System Menu Control key USEMENUS should also be set to Y and assigned by user. Detailed menu setup information can be found in the System Menu document. Set Email Invoices to Y if you will allow invoices to be emailed from History. This is an option when viewing history for a customer. The View History option must also be set Y to allow the View History function in LOE. The customer must have Reprint Invoice form LOE type (LOEI) setup in the Email Address in their customer record or the Email option is not available. Route Code should be set to Y if you will allow the user to input the Route Code and Delivery Sequence on the Limited Order Entry header screen. Create an Order should be set to Y if you will allow a new order to be created. If set to N, the Add an order function is not available and the X select option from product inquiry is not available for the user. Edit Order determines whether or not this customer/user can edit an order. This is usually allowed for inter company customers to edit their auto-generated orders. Edit Line Items can be set to N so the user cannot edit line items and can only add line items to the order through product inquiry. This will help eliminate problems of the user wiping out other data on the line item screen. The user is allowed to delete the line item and add the product again using the product inquiry prompt. If Allow Ship To Input is set to Y, then Limited Order Entry users will be able to input a ‘Ship To’ address in the ticket header record. Set Use Ship to Customer for Prod Inq to Y if you want the ship to customer number to be used with Product Inquiry.

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The Selling Salesman to be used when this user/customer creates an order must be input. Usually this will be a ‘house’ number. Allow Negative Quantity is set to N to keep the user from entering a negative number. A negative number creates a credit. If you want to allow the customer to enter credits, enter Y. Allow Reprint determines whether or not this customer/user can reprint an order. This is available for all types of entries except for those that have a Purchase Order entered. If answered N, this option is not available and does not appear on the work panel. This is usually allowed only for inter company customers. Set Show Price to Y if you want to display product prices on the order. You can set the customer price level in the customer record. Set Signoff after Exiting if this customer/user is to be signed off the system when exiting Limited Order Entry. Setting to Y will completely disconnect the users session. This is usually done for customers that access your system to place orders. Do not set this to Y for your users intending to access Limited Order Entry via the Operations Window. Block messages should be set to Y to block non-employee users from seeing messages sent across the system through out the course of business. Start at Product Inquiry set to Y will display product inquiry when they first go into limited order entry. Which Available Product Inquiry Views you want this user to have available in Limited Order Entry should be set with a sequence of Y’s and N’s to indicate which Product Inquiry views will be available to the user. The most popular view is view 12 which shows the user his buying price and a verbal statement about availability, NOT actual quantities. If you leave this field blank, all views are available to the user. Minimum available quantity to not show ‘Low Stock’ in product inquiry. Enter the amount that will define ‘Low Stock’. Any quantities greater than this amount will show as ‘Available’. Quantities equal to or less than this amount (but greater than zero) will show ‘Low Stock’ in Product Inquiry View 12. Enter the default answer for Pick Up at Store. This can be set to Y or N. The field is displayed and the user can override the default answer at order input time if control key LOEPCKUP is set to Y. When using the structure or load sheet processing routine of Order Entry, if an order is placed with Pick Up at Store set to Y and OELSPUPL is set to Y, then this order will not appear on the load sheet and a pick list will print immediately. In this case it is expected your customer will be coming by to get the order instead of having you deliver it. Also, if control key OELSPKUY is set to Y, the order will not be included to print on load sheets. Should orders placed by this user be Considered “Automated”? If you are using LOE for your customers and your own stores you may want to consider customer LOE orders as automated, but not your own stores orders. If control key LOEAUTOS is set to Y, orders input via Limited Order Entry will initially be set to automated. If control key LOENOTIF is set to Y, a message can be sent to the user in control keys AINVNUS1 - 5 if an LOE order is input. Up to five users can be notified. Can this customer/user Flag orders as ‘Ready’ PO? This is usually reserved for inter-company users to release an Auto-generated order. Setting to Y allows the Ready for PO option to be used on orders. Set Allow Edit of TIMS Orders to Y if you will allow users to edit TIMS orders.

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After assigning options for the user, you will need to add a list of the stores/warehouses where this customer/user can place orders. You can enter up to 36 stores per user that the user is allowed to access to place orders.

Enter the customer number for ordering. The default customer entered on the prior panel, if one was input, will already be listed. Add any additional customer numbers this user can order for. Usually this would be additional locations this customer owns. The screen will remain for multiple customer entry so use the Exit function when you have added all your customers.

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After a user is set up in Limited Order Entry, a prompt is presented asking whether to set the user to execute LOE at sign on. If this user is only to access the Limited Order Entry function on your system, answering Y, will change the user’s profile so that he will automatically execute Limited Order Entry when he signs on to your system. WARNING: If you answer this with a Y, the only way you can subsequently change the user profile sign on information is by editing the WRKUSRPRF. If you are ASP, you will need to call Support to have this done. The default answer for this screen can be set in control key LOEDFSGN. If you want this question defaulted to N, answer the control record with N. The default is not protected so it can be changed if needed.

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Limited Order Entry Now when a user, U090JOHN, in this example, accesses Limited Order Entry he will have access only to the stores (warehouses) and customers you allowed him to access. If only one store (warehouse) was input then the user will not be asked which warehouse he wants to order from and he will eventually be presented with the following screen when he accesses the Limited Order Entry function.

The default customer number is in the ‘Show only’. This can only be changed to customer numbers that have been set up to access Limited Order Entry Maintenance. Some orders have a status of ‘Picking’. These orders cannot be changed as they are currently being loaded on trucks for delivery. The functions and options available to customer More Tires is determined by the answers input during Limited Order Entry Maintenance. Whether the user can add an order or change an existing order is also determined by the LOE maintenance options. If control key LOECRPOS is set to Y, a Point of Sale work order can be created instead of a Order Entry order. The entry is displayed as Not Shipped and can be displayed in Point of Sale. When the order is closed, a pick list is printed. When a pick list is printed from Limited O/E, the printer control PICK is used to determine where the pick list is printed. A control record has been added that will let you create a separate printer control for the pick lists printed from Limited O/E. Control record LOEPKFRM contains the printer control form name to be used. For example, you could create a new printer control record LOEPICK that is similar to the PICK control record but with a different printer id. The value of the LOEPKFRM control record would need to be set to LOEPICK.

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The Find Product function allows product selection. Or the user may start LOE at Product inquiry if set to do so in LOE Maintenance. The views available to the user is also defined in LOE maintenance. Hot Sheet Inquiry is available to LOE users if the customer is not set to disallow Hot Sheet products. All views of the Product Inquiry by Size are available to the Hot Sheet Inquiry. If you have limited LOE customers or you limit users to particular views, only those views will be available to the customer or user. See Product Inquiry document for more information.

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After finding the product to order and selecting to order it, the user can start an order if one has not already been started.

Control key LOEPRCST should only be set to N for the customer class of this user’s customer if you want the user to be able to enter a price less than cost. Usually, pricing is preset for the customer and the default of all Y’s is appropriate. If control key LOEDSPBO is set to Y, backorder product is displayed. It is also displayed when using the Change View function within detail line input.

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Product Inquiry

The above view is available from all product inquiries, by size, by vendor, by product number, and by search key. This view (12) will show product description, the customer’s unit buying price, and a message indicating product availability. It is expected that this view will be used by clients allowing their customers to access their system to place orders and view inventory, but not wanting their customers to see on hand unit information. Product availability is listed for each product as: Available – indicating there is adequate stock at this location, Low stock – indicating product is on hand, but a low quantity, Available at other locations -- indicating there is not product at this location, but other locations have adequate on hand, Low stock at other locations -- indicating no product at this location and only limited product at other locations, On order – indicating no available product, but product is on order from vendor at this location, On order at other locations – indicating no product available or on order at this location, but product is on order at other locations, or Out of stock – indicating there is no product available or on order. Products with on hand inventory will show as ‘Low stock’ unless they have more available than the value contained in the Low Stock field set in Limited Order Entry Maintenance. Limited Order Entry users can access the Product Availability Inquiry of Product Inquiry, if control record LOEPQAVL is set to Y. This inquiry shows available inventory at all stores. The control key can be set by user, workstation, store and/or system wide.

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Set LOELSTSL to Y to allow input of lost sales from Limited Order Entry Product Inquiry. The Lost Sale option and the Add Non-Stock Lost Sale function are both available. The control record can be set by user/ workstation, store and/or system wide. See the Lost Sales document for more information.

Accessing Limited Order Entry Limited Order Entry is not on a Tire Dealer Menu. You may access it via a command line, a user menu, a user’s initial program or the Operations Window.

From a Command Line

To access Limited Order Entry from a command line type: CALL PTPSLOEW. Note: Command lines are not available with Graphical User Interface (GUI).

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From a User Menu

A custom menu can be created with LOE or the user can be assigned to our standard LOE menu through LOE Maintenance and User Menu Maintenance. This is covered in detail in the System Menu document. To add Limited Order Entry to a user menu enter PTPSLOEW as the program name.

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From Initial Sign-on Program

A user can be set to execute Limited Order Entry when they sign onto the system via Limited Order Entry Maintenance, as discussed earlier. This would typically be done for customers that ‘dial in’ to your system to view inventory and place orders. These customers could dial direct to your system, using the Internet or our ASP system.

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From the Operations Window

To add Limited Order Entry to the Operations Window enter LOE as the program to execute. ASP users will need to call for assistance to set options in the Operations Window.

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From another System

If either the ‘customer’ or the ‘wholesaler/vendor’, or both, are running on the MaddenCo ASP system, then the ‘customer’ can access the ‘wholesaler/vendor’s’ data via their Operations Window to view inventory and place orders. Of course, both parties have to agree they want to do this. Limited Order Entry Maintenance needs to be done by the Wholesaler/Vendor. And MaddenCo needs to create a procedure to allow access to the other user’s data (we’ll do this for free!). Additionally, MaddenCo offers on a fee basis to connect customers to your system through our ASP system. When this is done, your customer has an icon on their PC desktop. To access your system, the customer simply clicks on the icon to establish the connection. When they are through with the transaction, they can either close the window or minimize the window for quicker access. In fact, it is possible for a retailer, while in his point of sale, to check the inventory of any number of wholesalers and place an order. The retailer could be running on the MaddenCo ASP system and each of the wholesalers could or could not. The Data Exchange module would not be required to do this function for the retailer of the wholesaler, although Data Exchange is included for ASP users.

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WHOLESALER’S NETWORK Presenting a possible enhancement to the wholesaler’s network with the potential to add value to the associate dealer relationship and automate order processing for the wholesaler and its dealer customers.

MaddenCo as an Application Service Provider Following is the diagram for one location and MaddenCo’s ASP (Application Service Provider) data center. Smaller dealers may elect to use MaddenCo’s ASP services instead of purchasing, installing, and managing their own system. (Actually a number of larger dealers are using this service.) ASP client location(s) typically will use Ethernet terminals, recommended, or PCs as their workstation. The client location communicates to the data center via an encrypted virtual private network (VPN) connection using the Internet as its backbone. Connections from the client location can be a single dial up line, multiple dial up lines, ISDN, DSL, frame relay, or whatever is best suited for the client location. MaddenCo ASP provides a “virtual AS/400” for each client company. Each ASP client has its own dedicated batch and interactive subsystem. Clients are allowed to access only their subsystems. ASP clients can have access to MaddenCo’s entire suite of software depending on your company’s unique needs. ASP clients pay a monthly fee for the use of the hardware, software, support and management of the system. They can purchase or rent the hardware located at their location. Upfront costs to ASP clients are minimal and on going monthly fees are quite reasonable. The ASP scenario gives smaller dealers access to system capabilities previously unavailable or unaffordable to them.

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Wholesaler’s Dealer Network & MaddenCo’s ASP Following is a diagram showing MaddenCo ASP clients (wholesaler’s associate dealers), the wholesaler, and the wholesaler’s vendors.

Let us track a tire from beginning to end: 1) The wholesaler request product from their vendor: Typically the wholesaler generates a purchase order. The PO could be generated manually or automatically. The purchase order is sent to the appropriate vendor. It could be sent via the Internet, an extranet, an EDI VAN, or whatever means is appropriate to the vendor’s system. 2) The vendor ships the requested product and sends notification (an ASN/Invoice) to their customer, the wholesaler: The vendor sends an ASN/Invoice when the product is shipped. It could be sent via the Internet, an extranet, an EDI VAN, or whatever means is appropriate from the vendor’s system to the wholesaler’s system. When the product arrives at the wholesaler’s warehouse a receiver is created from the vendor’s ASN already available in the wholesaler’s system. An Accounts Payable invoice to the vendor can be automatically created, with a status of ‘waiting for approval’, for the products received from the vendor. 3) A customer requests product from the wholesaler: The customer may generate a purchase order manually or automatically and transmit in MCI format from the MaddenCo ASP system to the wholesaler; or the customer may key the request via MaddenCo’s Limited Order Entry function via a VPN link from MaddenCo ASP to the wholesaler (one VPN session should be sufficient to handle all associate dealers on the MaddenCo ASP). In any case, an order will be created on the wholesaler’s system and a pick ticket printed at the appropriate warehouse. An order acknowledgement could be sent to the associate dealer when the wholesaler accepts the order. 4) The wholesaler ships the requested product and sends notification (an ASN) to the customer, the associate dealer: The wholesaler sends an ASN/Invoice when the product is shipped. The ASN is sent in MCI format to the associate dealer’s virtual AS/400 on the MaddenCo ASP. When the product arrives at the associate dealer a receiver is created from wholesaler’s ASN, already available in the associated dealer’s system. An Accounts Payable invoice to the wholesaler is automatically created, with a status of ‘waiting for approval’, for the products received from the wholesaler. 5) The customer processes the Accounts Payable invoice from the wholesaler and mails a check to the wholesaler: When the customer cuts the A/P check a remittance advice is sent to the wholesaler. When the wholesaler receives the customer’s check the remittance advice is available in the wholesaler’s system to key out the A/R invoice via Cash Receipts Input.

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1 1

2

3

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Red connections represent physical communications between locations continuously available during business hours. These connections can be frame relay, dial up, or VPN, for example. Yellow connections represent physical communication between locations available when needed. These connections are usually dial up, but could be a permanent VPN connection if transaction volume require. Blue connections represent the logical flow of customer request (purchase orders) to the appropriate vendor. The actual flow of data will be via the above physical connections. Light blue connections represent the logical flow of vendor fulfillment information (Advanced Shipping Notification / Invoice) from the appropriate vendor back to the customer.

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Benefits of integrating the Wholesaler’s dealers and MaddenCo’s ASP Associate Dealer: Acquire access to a world-class system for a fraction of purchase cost. Integration with their vendor, the wholesaler Automated ordering and receiving On-line access to the wholesaler’s inventory Flexibility Once a company is on the MaddenCo ASP, new stores can be up and on-line within 48 hours in emergency situations (needless to say we’d like more time, when possible). Wholesaler: Integration with their associate dealers Automated order processing Automated cash receipts key out Better customer retention and satisfaction Wholesaler’s sales reps would have more time to work with dealer customers instead of manually taking orders Wholesaler could be seen as the ‘expert’ not just in tires, but also in the system

Wholesaler sponsored incentive program: MaddenCo would be happy to work with the wholesaler to create an incentive program to get dealers on the MaddenCo ASP service. For example: For each wholesaler’s dealer customer location MaddenCo could issue a monthly $50 credit with a description of, for example, “ABC Wholesaler preferred customer discount”. MaddenCo would then bill the wholesaler $50 for each preferred customer discount. After the wholesaler has more than ten preferred customers on MaddenCo’s ASP, MaddenCo would bill only $25 per month for preferred customer discounts. -OrWholesalers are offering rebate/co-op funds to their customers for all tires ordered electronically ($.0.75 per tire ordered electronically, for example). The customer uses the rebate to offset the monthly cost of the MaddenCo ASP system. MaddenCo already has reports available for this function.

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Implementation requirements Wholesaler Requirements Wholesaler must be using MaddenCo’s system including MaddenCo’s Warehouse Order Entry and Data Exchange modules. (Note: The wholesaler could be a MaddenCo ASP client, also.) A connection to MaddenCo’s ASP data center, probably a VPN, will be needed to send orders from dealer customers to the wholesaler and shipping notifications from the wholesaler to its dealer customers. A firewall should be established along with the VPN connection to MaddenCo, if one does not already exist. Dealer Customer Requirements Sign up to run their company via MaddenCo’s ASP service. ASP clients have access to MaddenCo’s entire suite of software. ASP clients pay a monthly fee for the use of the hardware, software, support and management of the system. They can purchase or rent the hardware located at their location. Upfront cost to ASP clients is minimal and on going monthly fees is quite reasonable. The ASP scenario gives smaller dealers access to system capabilities previously unavailable, or unaffordable, to them.

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