Activant Prophet 21

Version 12.0: Order Area New Features

New Features Suite Course 2 of 5

This class is designed for…

Sales managersSystem Administrators

Objectives

Discuss v12.0 Order Area new featuresOrder Entry Redesign / Field ChooserFreight modificationsManufacturer Rep modificationsService and Maintenance new featuresOrder Entry modificationsContract Pricing and Vendor ContractsRebate enhancementsStrategic PricingCRM functionality

This course will NOT cover…

New features in System Administration, Inventory, Accounting, and Third Party

Order Entry Redesign and Field Chooser

Order Entry Redesign

Allow information from different tabs in Order Entry to be displayed on Order Entry windowSide panel added to Items tab

Choice of 5 standard panels and 2 custom panels

New grid format for itemsAllows for easy editing and uniform display of itemsFull grid modeGrid with panel mode

Order Entry Redesign

Panels determined by Panel tab in User Maintenance

Available panelsNone (default)Open ValuesCostsLast Price Paid (if enabled)

Ext’d InfoCustom 1Custom 2

Order Entry Redesign

Grid with Panel

Ext’d Info Panel

Field Chooser

RMB menu, choose Field ChooserDrag and drop field onto current tab

Freight Modifications

Pre-Authorization of Estimated Freight

Carrier Maintenance has Freight Estimate Percentage fieldProtobase Initial Authori-zation Process uses this percentage to add on the freight amount to the total amount submitted to the processor0% or any positive number is accepted

Freight Adder / Handling Charges

Define value and limit tables for additional freight and handling chargesCan be applied automatically or manuallyBased on shipment value, order value or freight valueThe charges are calculated and displayed as the price of an other charge Item ID added to the shipment and to the invoice total

Freight Adder / Handling Charges

Order Entry / Maintenance / Freight/Handling Charge Maintenance

Freight Adder / Handling Charges

Example2.5% for shipment limits up to $1005% for shipment limits between $100 - $2507.5% for shipments between $250 -$50010% for shipments over $500

Freight Adder / Handling Charges

Enter the Freight/Handling Charge ID on the OE Options tab in Customer Maintenance

Must be specified even if adding charge manuallyCustomer Import and Fast Edit modified to allow this field to be added to customers

Freight Thresholds

Free freight when order exceed set dollar limits

Lot Billing

Packing Basis and Freight Codes by Item on Lot Bills

Define packing basis and freight codes for lot bill items at header and component levelsBenefits

Assign and track freight only on items to which it appliesLarge orders may require packing basis to vary for the lot bill items on the order.

Assign freight codes by going to Item tab in Order Entry, select item, then open Lot Billing tab.

Choose Freight Code for itemSetting overrides freight code assigned to order

Packing Basis and Freight Codes by Item on Lot Bills

Line level packing basis applies over order header packing basis

Exception – Hold setting for order applies to all lines

Assign packing basis to lot bill headers and components by selecting line item on Item tab, then choose Lot Billing tab

Set Packing Basis field appropriately for selected item

Manufacturer Rep Orders

RMA for Manufacturer Rep

RMAs credit the commissions paid, including dealer commissions

May be tied to order line items

Updates GL accounts without using journal entries to account for discrepancies

Applying Credit Invoices

Invoices for manufacturer rep RMAs appear as negative linesTo clear lines, apply them to regular manufacturer rep invoices

Posting to GL

Approve or Invoice manufacture rep RMA postsDebits – Commission Revenue AccountCredits – Commission Receivable Account

Apply credit to invoiceDebits – Cash Account if payment = Check ORDebits – AP if payment = Debit MemoAdjusts Commission Allowance AccountCredits – Commission Receivable Account

Report Windows

Manufacturer Rep Order ReportOpen RMA ReportSales History ReportWBW ReportOpen Manufacturer Rep Order ReportSalesrep Commission ReportAged Dealer Commissions ReportOrder Drill Downs by Customer, Item, Order and Vendor

Additional Manufacturer Rep Settings

Setting Default Return QuantitiesSystem Setup / System / System Settings / Order Processing / General

Reducing Commissions for ReturnsAccounting / Commission / Maintenance / Commission Rule Maintenance

Compute Negative Commissions on RMAs applies to manufacturer rep RMA too

Ship Confirm Manufacturer Rep Orders

Track shipped and cancelled quantities for manufacturer rep line itemsAdjusting item quantities

Qty Shipped and Qty Invoiced fields added to windowLine item stays open until qty ordered = qty invoicedAdjusting qty shipped generates invoice for adjusted amount and updates qty invoicedQty ordered is locked once a qty shipped is generatedOnly way to reduce order qty is to cancel some or all of remaining amountQty Cancelled field on Extended info tab

Ship Confirm Manufacturer Rep Orders

To undership a line, ship and invoice the desired qty and cancel the remaining amountTo overship a line, add another line to the order for the additional amount requiredTo create an invoice, edit the qty shipped and save the order

If shipped qty is greater than invoiced qty, system creates invoice for differenceLine closes when invoiced qty = order qty

Ship Confirm Manufacturer Rep Orders

System automatically calculates commissionsFigures what percentage of the total line the shipment representsMultiplies percentage by the line’s dealer commission to determine commission for the lineTotals calculated amounts for each line to determine commission due for whole shipment

Dealer Commission Payments now includes an invoice number field to help discern multiple shipment invoices

Miscellaneous New Order Area Features

Additional DEA Functionality

Functionality for compliance with Drug Enforcement Agency (DEA) policies on controlled substancesOptional featureValidates shipping location is valid to send material to customer locationChecks item’s supplier and confirms supplier can sell to customer’s locationPO Entry confirms supplier can sell materialPick tickets will separate DEA and non-DEA items

Setting to Tax Based on Prior Invoice

Checked = tax based on prior transaction

Unchecked = tax based on normal system rules

Create Downpayment Invoices Greater than Backordered Total

Indicate a Downpayment Override Amt in order to invoice customer for amount greater than just the backordered value on order

Profit Exception Report by System Setting Limits

When Use System Limits is checked

First checks Over-ride Profit Limits setting in customer recordThen checks Order Line Profit Warning system settingLast checks Low and High profit % settings on report criteria

Print Packing List without confirming Shipment

Print packing list in Shipping without confirming shipment. Click print, fax or email checkboxes without checking the Confirm checkbox before savingCan still make changes to shipment after printing the packing list, but it just may not match invoicePick ticket number will print in place of the invoice number – this is because there is no invoice number as the shipment has not been confirmedIf you had this feature as a DC feature and customized the packing list, you must reapply

Signature Capture in Shipping

Direct Catalog feature available if you have Front Counter Signature CaptureMust enable Signature Capture in system settings to see option in the Shipping window

Can’t cancel out of signature capture because shipment is confirmed and can’t be recaptured

Serial, Lot and Bin updated immediately

In order processing and transfer entry windows, serial, lot and bin information now allocating immediately

Don’t have to wait until transaction is saved

Picking Based on Lot Expiration

Pick items set to expire the soonest and alert user when attempting to pick a lot set to expire within predefined number of daysNew system settings

Lot assignment options Expiration Date and Expiration Date CompletePrint Lot Expiration Date on FormsLot Expiration Warning Days

Lot Expiration Date Report

Default Order Header Source Location to Sales Location

Default the sales location as the source location on transactions in Order Entry, Front Counter Order, Manufacturer Rep Order Entry, RMA Entry and Service Order Entry

Exclude from Lead Time PO Wizard in OE

Exclude from Lead Time checkbox on the Create RFQ/Purchase Order from OE wizard

CRM Enhancements

CRM module

Interface improvementsCRM bandMy Tasks node on main menu

Sales Force Automation Opportunity trackingSales Management Inquiry

Marketing ToolsLink incoming/outgoing emails to customers and contactsEmail blasts

My Tasks

My Tasks on side barDisplays summary of tasks by timeframe

Due todayDue tomorrowDue in 7 daysDue within the next 28 days

CRM Opportunity Management

Opportunity Management feature allows you to define, record, retrieve and analyze sales leadsSales Management Inquiry allows for easy viewing of information relating to opportunities, quotes and invoices

Stage of opportunityBreakdown by territory, location or salesrepComparison and statistical analysis

Lost Sales Report shows lost orders, shipments, RMAs and lost opportunities

CRM Opportunity Management

Linking Orders and Quotes to OpportunitiesOrder Entry, FC, Manufacturer Rep Order, RMA Entry and Service Order Entry

Create Tasks from Workflow Events

Task notifications added to Alert MaintenanceTask Notification tab allows additional detailsMultiple user IDs can be listed on Assigned To tab

Modifications to Tasks and CMI

Hard Touch Indicator added to Activity Type Maintenance

Added to Schedule and Edit Task windowsAdded to Task Maintenance and Task Fast EditHard Touch date field available in Customer, Ship To, Contact and Supplier Maintenance

Modifications to Tasks and CMI

Last Hard Touch date parameter on CMI, Cash Collection Call Maintenance and several reports

Customer Ranking, Customer List, Contacts, Cash Collection Call and Inactive Customer Report

Telemarketing Call Management

Use task functionality to manage call center and telemarketing campaignsEach call is considered its own taskTask Processing mode puts all information needed at your fingertipsRMB command to email or fax documents to the contact

Expanded Outlook Integration

Ability to link incoming/outgoing emails from Outlook to Customer Account and Contact record

Anyone with access to CMI and Contact Management can see all emails linked to accountButton on Outlook taskbar to Link to P21Tries to match email address in Contact MaintenanceCan highlight multiple emails to link

Sent email saved as completed task with Email activity type

Display on Task History tab of CMI and Contact Inquiry

Expanded Outlook Integration

Create targeted lists based on criteria to send email blasts to customers and prospects

Use Contact Fast Edit Query tab to identify customers for blastNew Create Email tab lists contacts that fit search parametersRMB option to Create Email Blast allows user to pull up Mail Merge Word doc or user can type new email

Create email templates to be saved and re-usedBased on Word Mail Merge functionality

Pricing Modifications

Pricing Hierarchy Changes

A new level of grouping for pricing has been added called Price Family

Can specify default in Item Maintenance on General tab and at location level tooItem Defaults Maintenance has Price Family fieldImports and fast edits include this new field

Pricing family is very similar to discount groupsMust be established in Price Family Maintenance first

Price Family

Price Page Maintenance has two new Price Type options

Price FamilySupplier/Price Family

Vendor Contracts

Create vendor based contracts for sales price and/or costTypically used to provide cost and price for items based on vendor rebates for

GPO (Group Purchase Organizations or gov’t contractsClasses of customers (Hospitals, Schools, IU units)Manual contracts also available

Create new contracts by copying existing contractsFreight factors can be used with your other costEnables fast editing of contracts

Vendor Contract Benefits

Vendor contracts improve pricing managementCreate contracts for multiple customers without having to share a corporate IDEnsures getting the best or most recent rebate with less rebate rejectionsEfficiently manages multiple contracts sent by vendor

Additional Pricing Modifications

Supplier Contract Number field added to Item, Direct Ship and Special tabs in PORG and IMIPO Cost Multipliers tab has been added to Price Page Maintenance for calculating PO Cost for S and D disposition itemsTimestamp tab added to Sales Pricing Page Maintenance to track who changed information and when it was done

Customer Pricing Report Criteria

Limit report to items customer has purchased in history or contract items or both Can specify a date range - to see all items purchased in past year

Rebate Enhancements

Sales pricing pages can define a sales order price, cost or bothAbility to use different source from Supplier List Price for calculating rebate amount dueOther cost can be subtracted from any source to determine rebate amountStreamline rebate payment processing by applying payment across multiple invoicesAbility to exclude rebate line from EDI 844 transmission

Strategic Pricing

Functionality within Prophet 21 that works with analysis from Strategic Pricing AssociatesProphet 21 sends data to SPA system, which performs a pricing analysisResults used to drive pricing set up in Prophet 21 to improve gross profit marginsCapture and recover freight expenses better

Service and Maintenance Enhancements

Add Parts Packing Basis

Ability to print pick and hold tickets until all parts are available

Pick ticket prints once all parts are received

Service Item Parts List

Create parts lists for service itemsAssigned when entering service orders and scheduling preventative maintenanceCreated on Parts List tab in Item Maintenance

PM StatusNoneAllSelect

Service Item Parts List

PM Process IDProcess for which the part is used in PMAdditional process IDs listed via RMB option Add Process

PM Quantity UOM is the qty and UOM of the part required for each PM process listedThe Parts List tab is also available in Service Item Maintenance

Service Item Parts List

During PM Service Order Entry, system checks item record for parts list and checks PM status

None – system adds no partsAll – system adds part in qty specified for all processesSelect – system adds part in qty specified only for processes specified on parts list

In Service Order Entry, access parts list with RMB option Add Parts on Parts and Labor tab

Parts come from Service Item’s record, but if none listed, system goes to Item Maintenance Parts tabEdits may be made, but only affects that service order

Apply Service PO Cost to Service Orders

Costs for any third party service work can be factored into the price or cost calculationsAdd parts to service PO, which are added to service order to cover parts and labor costsCreate service item ID as an other charge item and check Third Party Service Part FlagIn Service Order Entry, the Order Cost, PO Cost, Other Cost and Commission Cost fields become editable.

Once PO generated, values are locked, but can be modified or updated by convert PO to voucher

Miscellaneous Service Enhancements

RMB Quote to Order for Service OrdersTurns service quote into a service order without changing transaction numberView service order in Service Order Entry and RMB click and chose “Convert Service Quote to Order”

Default Service Source Location to Ship ToAdded Ship to Fast Edit and Ship To Import

Summary

Discuss v12.0 Order Area new featuresOrder Entry Redesign / Field ChooserFreight modificationsManufacturer Rep modificationsService and Maintenance new featuresOrder Entry modificationsContract Pricing and Vendor ContractsRebate enhancementsStrategic PricingCRM functionality

For More Information…

Prophet 21 Help FilesVisit Activant on the web: http://distribution.activant.com/

View Educational Services course offeringsCRM WBTStrategic Pricing WBT

12.0 New Features Documentation – Sales Processing Search the Solutions databaseSubmit a Support case

E-mail Professional Services Salespss@activant.com

New Features Suite

Version 12.0 System Administration New Features

System Administration new features

Version 12.0 Inventory New FeaturesInventory new features

Version 12.0 Accounting New FeaturesAccounting new features